agenda - east zorra-tavistockezt.ca/portals/eastzorratavistock/documents_forms/agd/2017/201… ·...

CORPORATION OF THE TOWNSHIP OF EAST ZORRA-TAVISTOCK COUNCIL 2014 - 2018

AGENDA

for the Meeting to be held on Wednesday November 1, 2017 in the Council Chambers at the Oxford County Admin. Building, 21 Reeve Street, Woodstock, Ontario, at 9:00 a.m.

1. Call to order and opening remarks 2. Approve Agenda 3. Disclosure of Pecuniary Interest and General Nature Thereof

4. General Business:

a) Confirm Minutes of October 18, 2017 Meeting b) September 2017 Account Summary Report c) South-West Oxford – Solar Oxford Challenge Resolution

5. Delegations & Appointments:

a) 9:15 a.m. – MVA Application A-7-2017 (Welhaven Farms Ltd.)

b) 9:30 a.m. – Hickson Office Public Consultation Session

6. Reports of Municipal Officers and Committees: a) Conferences and Seminars b) County Council – Updates & Questions c) Staff Reports – Updates & Questions d) September 25, 2017 TDRFB Minutes e) Staff Report - #CBO2017 – 14 re: Building, Development & Drainage Reporting f) Staff Report - #CBO2017 – 15 re: Building Department Summer Student g) Staff Report - #PW2017 - 21 re: Public Works Reporting h) Staff Report - #TR2017 – 19 re: Treasury Reporting i) Staff Report - #TR2017 – 20 re: 2018 Policing Costs j) Staff Report - #TR2017 – 21 re: Audit RFP k) Staff Report - #TR2017 – 22 re: 2018 Grants to Organizations l) Staff Report - #BCO2017 – 11 re: By-law Compliance Reporting m) Staff Report - #CSM2017 – 18 re: Corporate Services Reporting n) Staff Report - #CAO2017 – 33 re: Council Priority Setting (Quarterly Update)

7. By-laws: 8. Other and Unfinished Business

a) 2018 Community Appreciation Event b) Councillor McCall Hanlon – Water/Sewer Rates (Tavistock)

9. Legal & Personnel 10. Confirming By-law 11. Adjourn

Upcoming Meetings, Seminars, Conventions:

November 15 1:15 p.m. PSB Meeting November 24 MMA/MH Ontario West Conference November 27 7:00 p.m. TDRFB Meeting

Placeholder Page for Agenda Item 1 – Call to order and opening remarks Use this page to note any opening remarksyou wish to make.

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#1.

2. Placeholder Page for Agenda Item 2 – Approval of the Agenda Use this page to note items you would like added to the agenda.

3. Placeholder Page for Agenda Item 3 – Disclosure of Pecuniary Interest Use this page to note any Pecuniary Interestsyou wish to declare at the meeting.

COUNCIL MEETING OF WEDNESDAY OCTOBER 18, 2017 Page 362

The Council of the Township of East Zorra-Tavistock met in the Council Chambers at the Oxford County Administration Building, Woodstock, Ontario at 7:00 p.m. on Wednesday October 18, 2017.

Members Present: Mayor Don MCKAY, Deputy Mayor Maureen RALPH and Councillors Linda FULTON, Shirley MCCALL HANLON and Jeremy SMITH. Members Absent: Councillors Mike CAMPBELL and Mike ROUTLY

Staff Present: CAO Jeff Carswell, Clerk Will Jaques, Treasurer Sean Hilderley, Public Works Manager Tom Lightfoot and Fire Chief Scott Alexander.

Approve Agenda 1. Moved by: Maureen RALPH Seconded by: Jeremy SMITH Resolved that Council approve the agenda for the October 18, 2017 meeting as printed and circulated and further that the following be added:

• Councillor Routly OGRA Conference Attendance • Community Appreciation Event 2018

CARRIED.

PECUNIARY INTERESTS: • Mayor MCKAY (item #6.d) – October 11, 2017 HTC Minutes • Mayor MCKAY (item #9.c) – Closed Session item

Confirm Minutes 2. Moved by: Linda FULTON Seconded by: Shirley MCCALL HANLON Resolved that Council confirm the Minutes of the October 4, 2017 Council Meeting, as printed and circulated.

CARRIED.

Correspondence & Reports – No Resolutions • Ingersoll – Engagement of Campbell Strategies • ROMA – 2018 ROMA Conference Delegation Form • GRCA – October 2017 Current • UTRCA – October 2017 FYI • South-West Oxford – Shopping & Buying Local

Resolution • October 11, 2017 Hickson Trail Committee Minutes • Staff Report #FC2017 - 13 re: Fire Dispatch Agreement • Hickson Office Public Consultation – Draft Presentation

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#4.a

COUNCIL MEETING OF WEDNESDAY October 18, 2017 CONTINUED Page 363

Correspondence & Reports – Resolutions Following

3. Moved by: Maureen RALPH Seconded by: Shirley MCCALL HANLON Resolved that Council authorize the attendance of the following members at the 2018 OGRA Conference on February 25-28, 2018:

• Mike Routly CARRIED.

Council reviewed the October 11, 2017 Hickson Trail Committee Minutes. Mayor MCKAY removed himself from the discussion.

Staff Report #FC2017 - 13 re: Fire Dispatch Agreement

Fire Chief Scott Alexander reviewed his report with Council regarding the new agreement for Fire Dispatch services.

By-laws: 1st & 2nd Reading

4. Moved by: Linda FULTON Seconded by: Jeremy SMITH Resolved that the following by-law be read a first and second time:

• 2017-38 – Fire Dispatch Agreement CARRIED.

By-laws: 3rd & Final Reading

5. Moved by: Shirley MCCALL HANLON Seconded by: Maureen RALPH Resolved that the following by-law be read a third and final time:

• 2017-38 – Fire Dispatch Agreement CARRIED.

Hickson Office Public Consultation – Draft Presentation

CAO Jeff Carswell reviewed the draft presentation for the Public Consultation sessions regarding the Hickson Office with Council.

Other Business Council briefly discussed the 2018 Community Appreciation Event. This matter is to be added to the November 1, 2018 Council Meeting Agenda.

COUNCIL MEETING OF WEDNESDAY October 18, 2017 CONTINUED Page 364

Adjourn to Committee of the Whole (in camera)

6. Moved by: Maureen RALPH Seconded by: Jeremy SMITH Resolved that Council does now adjourn to Committee of the Whole, in camera, at 7:23 p.m. to consider a matter pertaining to: • Personal matters about an identifiable individual, including

municipal or local board employees; • A proposed or pending acquisition or disposition of land by

the municipality or local board; • Litigation or potential litigation, including matters before

administrative tribunals affecting the municipality or local board.

CARRIED.

Mayor MCKAY removed himself for the remainder of the meeting at 8:31 p.m.

Rise from Committee of the Whole

7. Moved by: Shirley MCCALL HANLON Seconded by: Linda FULTON Resolved that the Committee of the Whole does now rise and Council reconvenes at 8:43 p.m. CARRIED.

Confirming By-law 8. Moved by: Linda FULTON Seconded by: Shirley MCCALL HANLON Resolved that by-law #2017-39 being a by-law to confirm the proceedings of Council held Wednesday October 18th, 2017 be read a first, second and third time this 18th day of October, 2017; And further that the Mayor and Clerk are hereby authorized to sign the same and affix the corporate seal thereto.

CARRIED.

Adjourn 9. Moved by: Linda FULTON Seconded by: Jeremy SMITH Resolved that Council does now adjourn at 8:45 p.m.

CARRIED.

Will Jaques, Clerk Don McKay, Mayor

#4.bTOWNSHIP OF EAST ZORRA-TAVISTOCK

SEPTEMBER ACCOUNT SUMMARY

SEPTEMBER TOWNSHIP ACCOUNTS PAID: $3,100,689.16SEPTEMBER EFT PAYMENTS MADE: $53,744.08

LESS: Approved by othersInnerkip Community Centre Board of Management $1,998.60Hickson Recreation Committee $0.00Innerkip Recreation Committee $1,892.77Tavistock & District Recreation Facilities Board $71,395.26

PLUS: September Payroll $122,972.36

TOTAL ACCOUNTS FOR CONFIRMATION BY COUNCIL $3,202,118.97ON NOVEMBER 1, 2017

________________________ _________________________WILL JAQUES, CLERK DON MCKAY, MAYOR

First Last

2017-09-01 2017-09-30

First LastFirst Last

TWP TWP

Cheque Date

FNCHG, PURCH, TRADE, MISC, FREIGHT, TAXES, WRITE, OTHER

CHEQUE DISTRIBUTION REPORT

2017-10-11 2:13:54 PM Township Of East Zorra-Tavistock 1Page:User ID:Date:

Ranges: From: To:Vendor ID:

Vendor Name: Cheque Date:

Chequebook ID: Cheque Number:

Sorted By:

Distribution Types Included:

Jennifer Leversage

Cheque

Number

Cheque

Date Vendor

Name Description Cheque

Amount

11 Township General FundFund

111 CouncilDepartment

111 Council & Committee MeetingsActivity

Tiffins A Better Sandwich00040186 $ 117.42 sandwich/veggie/dessert platte2017-09-28

111Total for Department $ 117.42

123 Administration StaffDepartment

121 Departmental ExpendituresActivity

AMCTO00040058 $ 459.19 Elections Training - JA2017-09-07

AMCTO00040058 $ 310.37 Municipal Accountabilities -WJ2017-09-07

AMCTO00040058 $ 381.60 Elections Training - WJ2017-09-07

Sun Life00040088 $ 742.19 September 2017 benefits2017-09-07

Samantha Novak00040089 $ 433.20 MTAP Unit 1 Completion2017-09-07

1 Stop HR00040128 $ 1,016.58 Perf Review Workshop2017-09-22

Town of Ingersoll00040155 $ 114.29 Audit Committee Stipend2017-09-22

Municipal World Inc.00040175 $ 50.37 1-year annual fee2017-09-28

123Total for Department $ 3,507.79

181 Township Office HicksonDepartment

Date:


2017-10-11 2:13:54 PM Township Of East Zorra-Tavistock 2Page:User ID:

VendorCheque Cheque Cheque

Jennifer Leversage

Description

Number Date Name Amount


Easy Way00040172 $ 72.32 Shop/Office cleaning supplies2017-09-28


183 Former PUC OfficeDepartment


Ken Wettlaufer00040145 $ 55.91 Aug19-Sep16/17 Grass Cutting2017-09-22


191 General AdministrationDepartment


Blowes Stationery00040062 $ 42.73 8x11 Copier Paper2017-09-07

Blowes Stationery00040062 $ 18.31 receipt book & storage shelf2017-09-07

De Lage Landen Financial Servic00040066 $ 1,082.89 July/Aug 2017 copier rental2017-09-07

De Lage Landen Financial Servic00040066 $ 107.24 July/Aug 2017 copier rental2017-09-07

Integrated Digital Solutions00040074 $ 3,866.88 office copier buyout2017-09-07

Integrated Digital Solutions00040074 $ 925.45 August 2017 copier usage2017-09-07

PBS Business Systems00040081 $ 128.22 Tax bill envelopes2017-09-07

Shred-it00040086 $ 132.29 July 2017 shredding service2017-09-07

Beatty, Stock & Boddy00040099 $ 105.32 Audit Legal Letter2017-09-15

Postmedia Network Inc.00040111 $ 191.80 Tax Installment Notice2017-09-15

Tavistock Gazette00040120 $ 69.24 3rd installment notice2017-09-15

Woodstock Print & Litho Ltd.00040125 $ 32.00 Employee ID cards2017-09-15

Jeff Carswell00040141 $ 51.87 Domain renewal2017-09-22

Sherry Matheson00040150 $ 24.35 Name Badge Clip Kit2017-09-22

Date:




Jennifer Leversage

Description


Treasurer,County of Oxford00040169 $ 58.25 August 2017 IT Support2017-09-28

Municipal World Inc.00040175 $ 181.47 Minutes biner, paper & extensi2017-09-28

Purolator Inc.00040177 $ 7.98 Sept 8/11 2017 purolator2017-09-28

126 Municipal ElectionActivity

Blowes Stationery00040062 $ 62.75 large clips and copier paper2017-09-07

430 Departmental CapitalActivity

MSFT00040078 $ 55.96 HDMI Adapter2017-09-07

PC Options00040110 $ 4,841.13 Computer Equipment for Office2017-09-15


211 Hickson Fire DepartmentDepartment


SaniGear00040084 $ 243.98 firesuit cleaning2017-09-07

SaniGear00040084 $ 88.02 Firefightersuit cleaning2017-09-07

K.C.'s Repair Center00040106 $ 40.02 blades2017-09-15

Maxxam Analytics00040108 $ 106.85 Compressed Breathing Air2017-09-15

Ron Lightfoot00040113 $ 117.94 2 x pulse oximeter2017-09-15

Kaufmann Service & Supply00040144 $ 67.10 batteries and tire cleaner2017-09-22


Corp. of City of Woodstock00040168 $ 480.33 Sept 2017 Fire Dispatch Servic2017-09-28

123 FD Incident ResponseActivity

Sam's valu-mart00040090 $ 30.00 Ice - Zehr Barn Fire2017-09-07

124 FD Training & PracticeActivity

Spicers00040114 $ 457.92 deliver/pick up of 3 cars2017-09-15

Date:




Jennifer Leversage

Description


Shonna Ward00040151 $ 26.00 13 x water cases2017-09-22


A.J. Stone Co. Ltd.00040096 $ 914.82 portable scene - TFD2017-09-15

801 Hickson 2001 Ford Sterling PmpActivity

Frank Cowan Company Ltd.00040103 $ 237.23 Vehice Adj & OPCF25A2017-09-15

802 2007 Freightliner TankerActivity


803 Hickson 06 Rescue VanActivity




222 Innerkip Fire DepartmentDepartment


Firefighters Assoc. of Ontario00040071 $ 50.00 IFD Membership to Jul 31/20182017-09-07

Georgian Bay Fire & Safety00040104 $ 178.59 TFD Fire Equipment2017-09-15


Southwood Landscaping00040117 $ 244.22 August grass cutting2017-09-15


124 FD Training & PracticeActivity

Graham Allen00040073 $ 165.24 Apr/May 2017 Training Mileage2017-09-07

Tom Bickle00040118 $ 58.51 Auto x Training2017-09-15

804 Innerkip - 2005 F/Liner PumperActivity

Date:




Jennifer Leversage

Description


Corner Farm Market Ltd.00040100 $ 88.89 Innerkip Fire Dept - gas2017-09-15


805 Innerkip-1994 InternationalActivity

Corner Farm Market Ltd.00040100 $ 174.62 Innerkip Fire Dept - gas2017-09-15


806 Innerkip-1999 Ford Rescue VanActivity



233 Tavistock Fire DepartmentDepartment


Brent Lange00040060 $ 134.44 Ink Cartridges - Tavi printer2017-09-07

SaniGear00040084 $ 64.11 Firefightersuit cleaning2017-09-07

Advanced Air00040094 $ 153.66 Service Air Conditioner - TFD2017-09-15

Darch Fire00040101 $ 123.59 Truck repair - TFD2017-09-15


Zehr Home Hardware00040123 $ 59.99 batteries2017-09-15



R.A. Watters Graphics Inc.00040179 $ 165.36 TFD decals2017-09-28

807 Tavistock-1998 PumperActivity


808 2013 Freightliner Pumper/TankeActivity


Date:




Jennifer Leversage

Description


809 Tavistock-2005 Rescue VanActivity

Mark Wettlaufer00040079 $ 9.75 plug 20A 1252017-09-07


Shakespeare Truck Centre00040116 $ 504.80 Sunday service call2017-09-15

Shakespeare Truck Centre00040185 $ 213.32 Truck repair service call2017-09-28


244 Township Fire DepartmentDepartment

132 Fire Public EducationActivity

Fire Marshal's Public Fire Safety00040139 $ 96.67 Junior Chief Children's Hats2017-09-22

834 2007 GMC Sierra X-Cab (Scott)Activity



252 Police Services BoardDepartment


Woodstock Print & Litho Ltd.00040125 $ 69.89 Phone contact cards2017-09-15


253 Township PolicingDepartment


Ministry of Finance00040174 $ 78,633.00 Sept 2017 OPP payment2017-09-28


Date:




Jennifer Leversage

Description


271 Building and Structural Insp.Department


Blowes Stationery00040062 $ 202.50 recept book & storage shelf2017-09-07

Kaufmann Service & Supply00040144 $ 6.11 air freshener2017-09-22

812 2016 Equinox LSActivity



281 Animal ControlDepartment


Hillside Kennels Animal Control 00040105 $ 763.20 Aug 2017 Animal Control2017-09-15


311 Roads&PW - OverheadDepartment


Sun Life00040088 $ 742.19 September 2017 benefits2017-09-07

Frank Cowan Company Ltd.00040103 $ 804.24 Insc Deductible slip / fall2017-09-15

Ontario One Call00040147 $ 171.26 August 2017 locates2017-09-22

Public Service Health & Safety A00040178 $ 171.97 health & safety e-training2017-09-28

824 2016 John Deer Tractor 5100Activity

Tetra-Chem Industries Ltd00040187 $ 18.43 NOx Envirocare2017-09-28

827 Chainsaws and other small eqp.Activity

Total Rentals Burford/Brantford00040119 $ 94.03 22-1016 knife2017-09-15

Date:




Jennifer Leversage

Description


Zehr Home Hardware00040123 $ 14.18 water tank parts2017-09-15

829 2006 Vermeer Brush ChipperActivity

B.H. McFarlane Auto Parts Plus00040133 $ 65.20 electrical cord - woodchipper2017-09-22

830 2015 International Dump TruckActivity



831 2015 Freightliner Dump TruckActivity



832 2006 Sterling 1375Activity


833 2013 TerraStar Flatbed (Roads)Activity


835 2015 Ram Pick Up (PW Foreman)Activity


836 2017 Chev Silverado (Tom P.W.)Activity


837 2014 Ram (Drainage/Building)Activity


838 Public Works Tanker 1994 Int.Activity



Date:




Jennifer Leversage

Description


312 Roads&PW - FacilitiesDepartment


Zehr Home Hardware00040123 $ 17.80 batteries2017-09-15

Kaufmann Service & Supply00040144 $ 13.92 small parts2017-09-22


Easy Way00040172 $ 38.52 Shop/Office cleaning supplies2017-09-28


313 Roads&PW - Road MaintenanceDepartment

317 HM-SweepingActivity

00040184 $ 1,334.07 2017-09-28 Superior Sealers Street Sweeping

319 HM-Other MaintenanceActivity

R & N Maintenance00040180 $ 10,131.23 crack sealing2017-09-28

341 RM-Grass Cutting/Seed/SodActivity



345 RM-Debri Pick-upActivity

Zehr Home Hardware00040123 $ 32.55 garbage bags2017-09-15

361 Bridge MaintenanceActivity

J.R.W. Custom Welding Ltd.00040142 $ 178.08 welding brackets - 9th bridge2017-09-22

371 Signs/Barricades/Guide RailsActivity

Foris Signs Inc.00040072 $ 86.50 'Road Closed' sign2017-09-07

Corner Farm Market Ltd.00040100 $ 180.11 6"x8' white cedar posts2017-09-15

Date:




Jennifer Leversage

Description


J.R.W. Custom Welding Ltd.00040142 $ 27.48 welding brackets - 9th bridge2017-09-22


315 Roads&PW - Const. ProjectsDepartment

440 Maplewood Sideroad HardTopActivity

Blythe Dale Sand & Gravel00040059 $ 20,979.83 B Gravel - Maplewood #2017-042017-09-07

Bruce Yausie00040063 $ 8,975.23 August 2017 Trucking2017-09-07

Armtec LP00040097 $ 1,036.48 Helcor 68x13 Culvert2017-09-15

K. Smart Associates Ltd.00040107 $ 2,167.75 Maplewood Sdrd Phse 4 17:2882017-09-15

Raedon Excavating Ltd.00040112 $ 15,080.83 float rental - Maplewood Sdrd2017-09-15

Total Rentals Burford/Brantford00040119 $ 147.50 Orange marking paint2017-09-15

Total Rentals Burford/Brantford00040119 $ 3,785.47 66" roller rental2017-09-15

Blythe Dale Sand & Gravel00040132 $ 28,002.66 B Gravel trucking2017-09-22

Blythe Dale Sand & Gravel00040132 $ 5,122.89 A & B gravel trucking2017-09-22

Blythe Dale Sand & Gravel00040132 $ 22,701.96 A Gravel2017-09-22

Blythe Dale Sand & Gravel00040167 $ 33,697.52 B gravel trucking2017-09-28

449 Jacob St. ContstructionActivity

K. Smart Associates Ltd.00040107 $ 2,159.66 Jacob St E Recon 16-1272017-09-15

Oxford Civil Group Inc00040176 $ 7,985.87 progress payment certificate 42017-09-28

Oxford Civil Group Inc00040176 $ 45,937.36 progress payment certificate 42017-09-28

453 Woodstock Street SouthActivity

K. Smart Associates Ltd.00040107 $ 2,174.68 Woodstock South St2017-09-15


322 Roads&PW - SidewalksDepartment

Date:




Jennifer Leversage

Description


531 Sidewalk Repair & MaintenanceActivity

Total Rentals Burford/Brantford00040119 $ 67.73 21" & 18" flag stakes2017-09-15


371 StreetlightingDepartment


ERTH (Holdings) Inc.00040138 $ 43.76 Aug/17 Streetlight Maintenance2017-09-22


381 Crossing GuardsDepartment


Will Jaques00040093 $ 36.47 Crossing guard training2017-09-07


581 12th Line Baptist CemeteryDepartment


Hennie Yungblut00040140 $ 625.00 2017 Cemetery Grass Cutting2017-09-22


582 Vandecar CemeteryDepartment


Bill Alexander00040130 $ 475.00 2017 Cemetery Grass Cutting2017-09-22


Date:




Jennifer Leversage

Description


583 17th Line Evangelical CemeteryDepartment


Trent Bean00040152 $ 500.00 2017 Cemetery Grass Cutting2017-09-22


584 Brickyard CemeteryDepartment


Brickyard Cemetery Board00040131 $ 500.00 2017 Cemetery Grass Cutting2017-09-22


751 Hickson ParkDepartment


Allen Lumber Holdings Limited00040129 $ 859.16 Hickson Parkette2017-09-22

Allen Lumber Holdings Limited00040129 $ 281.43 Hickson Parkette2017-09-22

Kaufmann Service & Supply00040144 $ 12.00 Konk wasp spray2017-09-22


752 Innerkip ParkDepartment


Mar-Co Clay Products Inc.00040076 $ 155.90 20 x Red Clay bags2017-09-07

Mar-Co Clay Products Inc.00040076 $ 153.20 20 x Red Clay bags2017-09-07

Home Hardware Building Centre 00040124 $ 39.35 gutters and screws2017-09-15

Home Hardware Building Centre 00040124 $ 38.66 gutters and screws2017-09-15

Home Hardware Building Centre 00040124 $ 13.99 drain2017-09-15

Date:




Jennifer Leversage

Description


Home Hardware Building Centre 00040124 $ 13.76 drain2017-09-15

851 Innerkip Park TractorActivity

Randy's Repair Service00040083 $ 103.03 Kubota maintenance - HicksPark2017-09-07

Randy's Repair Service00040083 $ 33.75 Kubota maintenance - HicksPark2017-09-07


753 Tavistock ParkDepartment


Easy Way00040070 $ 218.44 Queens Pavillion Cleaning Supp2017-09-07

Ken Wettlaufer00040145 $ 968.18 Aug 16-31 2017 Management fees2017-09-22

Ken Wettlaufer00040145 $ 220.21 Sep 1-15 2017 Management fees2017-09-22





754 Stonegate ParkDepartment




755 Tav Memorial Hall (3 Adam)Department


Ken Wettlaufer00040145 $ 1,053.82 Aug 16-31 2017 Management fees2017-09-22


Date:




Jennifer Leversage

Description






756 Bender Subd Passive ParkDepartment






758 Parks & Recreation AdminDepartment





761 Innerkip Community CentreDepartment


Taplay Fire Protection Inc.,00040091 $ 299.00 ICC annual Inspection2017-09-07

Barbara Kelso00040134 $ 1,255.00 May-Aug 2017 Management fees2017-09-22

Barbara Kelso00040134 $ 183.60 May-Aug 2017 Mileage2017-09-22

David & Cheryl Sutherland00040137 $ 261.00 Aug 2017 ICC Cleaning2017-09-22

Date:




Jennifer Leversage

Description



763 Innerkip Recreation CommitteeDepartment

712 ConcessionActivity

Debra Phillips00040068 $ 50.00 2017/08/03 mileage2017-09-07

Debra Phillips00040068 $ 12.98 Booth supplies for resale - DP2017-09-07



Easy Way00040070 $ 15.92 Innerkip P&R cleaning supplies2017-09-07

Easy Way00040070 $ 15.65 Innerkip P&R cleaning supplies2017-09-07

Buzzy's Bakery & Catering00040098 $ 623.50 Innerkip Booth Supplies2017-09-15

Debra Phillips00040102 $ 22.51 mileage - Sept 4, 20172017-09-15

Debra Phillips00040102 $ 22.12 mileage - Sept 4, 20172017-09-15

Debra Phillips00040102 $ 230.90 Innerkip Booth Supplies2017-09-15










Debra Phillips00040102 $ 33.33 innerkip Booth Supplies2017-09-15

Debra Phillips00040102 $ 32.75 innerkip Booth Supplies2017-09-15


Date:




Jennifer Leversage

Description


Debra Phillips00040171 $ 10.96 Innerkip booth supplies - resa2017-09-28



716 Park TractorsActivity

Mike Brousseau00040146 $ 22.96 gas2017-09-22






Dave Jonker00040170 $ 25.22 gas for lawn mower2017-09-28




720 TournamentsActivity

Foris Signs Inc.00040072 $ 22.90 BabeRuth Tournamen Score Board2017-09-07

Foris Signs Inc.00040072 $ 22.50 BabeRuth Tournamen Score Board2017-09-07


766 Hickson TrailDepartment


Sharron Skevington00040115 $ 50.00 gift card - Hickson Trail2017-09-15


Morrow's of Drumbo00040109 $ 763.20 14 x steel pieces2017-09-15

Date:




Jennifer Leversage

Description



781 TDRC - Arena (1 Adam)Department


Easy Way00040070 $ 161.79 cleaning supplies - Arena2017-09-07

Easy Way00040070 $ 126.99 Arena Cleaning Supplies2017-09-07

Easy Way00040070 $ 154.96 Arena Cleaning Supplies2017-09-07

Karcher Professional Wash System00040075 $ 166.05 pressure washer maintenance2017-09-07

Technical Standards & Safety Au00040121 $ 100.00 Elevating devices licence2017-09-15

Zehr Home Hardware00040123 $ 23.97 propane cylinder2017-09-15

Zehr Home Hardware00040123 $ 17.99 pencil burner unit2017-09-15

Zehr Home Hardware00040123 $ 1.99 3/8 square head pipe plugs2017-09-15

Zehr Home Hardware00040123 $ 9.49 kleenex2017-09-15

Zehr Home Hardware00040123 $ 7.97 battery2017-09-15

Yantzi Building Supplies Limited00040126 $ 56.93 clear roof coating2017-09-15

Yantzi Building Supplies Limited00040126 $ 60.69 Tuck tape and marking paint2017-09-15

Krug's Meat Market00040143 $ 331.03 24" freezer wrap - Arena2017-09-22

Ken Wettlaufer00040145 $ 12,070.01 Aug 16-31 2017 Management fees2017-09-22



Ken Wettlaufer00040145 $ 6,572.75 Sep 1-15 2017 Management fees2017-09-22

Ken Wettlaufer00040145 $ 1,421.90 Sep 1-15 2017 Management fees2017-09-22

Rollmatic 200000040148 $ 74.00 rollshutter parts2017-09-22

Tavi-Transit Ltd00040188 $ 500.00 Arena floor2017-09-28


Date:




Jennifer Leversage

Description


782 TDRC - Concession BoothDepartment


Sam's valu-mart00040154 $ 20.84 Arena booth supplies2017-09-22


787 TDRC - CapitalDepartment


Black & McDonald Limited00040061 $ 38,150.00 Arena dehumidifier replacement2017-09-07

$ 5,180.00 00040149 2017-09-22 Schoolhouse Products Inc. Chairs

Schoolhouse Products Inc.00040183 $ 253.38 2-wheel chair dolly2017-09-28


871 Agriculture & ReforestationDepartment


Township of Zorra00040156 $ 519.80 re: Hart Drain2017-09-22


902 Accounts ReceivableDepartment

902 Federal Government ReceivableActivity

906 Other A/RActivity

Verna Cole00040157 $ 507.27 Damages Allowance - Timms Crk2017-09-22


910 Other AssetsDepartment

Date:




Jennifer Leversage

Description


910 Other Assets Pre-Paid ExpensesActivity

Armtec LP00040166 $ 595.72 poly grade base pipe2017-09-28

Rural Ontario Municipal Associat00040181 $ 559.68 2018 ROMA Conference - JC2017-09-28

Rural Ontario Municipal Associat00040181 $ 559.68 2018 ROMA Conference DM2017-09-28


911 Municipal Debt Burden - DrainsDepartment

911 Municipal Debt Burden - DrainsActivity

Armtec LP00040097 $ 2,563.46 Helcor 68x13 Culvert2017-09-15

Raedon Excavating Ltd.00040112 $ 6,955.30 Zehr low floe bridge2017-09-15

VanBree Drainage & Bulldozing00040122 $ 39,098.87 Milson drain2017-09-15

Yantzi Building Supplies Limited00040126 $ 271.25 concrete mesh2017-09-15

Chung & VanderDoelen Engineer00040136 $ 370.91 Milson drain, job 15-3862017-09-22

Township of Blandford-Blenheim00040153 $ 883.83 Kuntze drain maintenance2017-09-22

Steve Hart Excavating00040182 $ 432.48 15th Line A gravel trucking2017-09-28

U.T.R.C.A.00040189 $ 100.00 ROI drain culvert repair2017-09-28


932 Accounts Payable & Accrued LiaDepartment

935 Other A/PActivity

00040056 $ 385.00 payment made in error2017-09-05

00040057 $ 497.52 Overpayment 2017 Taxes2017-09-07

00040065 $ 540.00 2016 Tax Overpayment2017-09-07

00040069 $ 794.38 2017-09-07 2016 Supp Taxes Return

00040077 $ 455.33 Overpayment of 2015 Taxes2017-09-07 .

Date:




Jennifer Leversage

Description


00040085 $ 1,726.15 2016 Duplicate Tax Pmt Refund2017-09-07

00040087 $ 513.55 Overpayment of 2017 Taxes2017-09-07

00040092 $ 272.00 Reimburse May/16 pmt2017-09-07

00040095 $ 1,000.42 Overpayment 2017 Taxes2017-09-15

00040165 $ 504.26 2017 Taxes Overpayment2017-09-28

00040173 $ 463.02 2017 Taxes Overpayment2017-09-28

936 A/P to other Gov't & AgenciesActivity

Treasurer,County of Oxford00040164 $ 128,700.00 Apr to Sept 2017 DC Charges2017-09-27




937 Payroll PayableActivity

Canadian Union of Public Employ00040064 $ 200.92 August 2017 CUPE payment2017-09-07

O.M.E.R.S.00040080 $ 14,982.24 August 2017 OMERS payable2017-09-07

Receiver General for Canada00040082 $ 15,494.89 Aug 2017 Receiver General Pmt2017-09-07


Receiver General for Canada00040082 $ 553.40 Aug 2017 Receiver General Pmt2017-09-07


Sun Life00040088 $ 6,242.59 September 2017 benefits2017-09-07


938 Security DepositsDepartment

938 Security DepositsActivity

K. Smart Associates Ltd.00040107 $ 152.64 Lot grading - Queen & Scott St2017-09-15


Date:




Jennifer Leversage

Description




K. Smart Associates Ltd.00040107 $ 152.64 Blandford Lot9 grading2017-09-15

K. Smart Associates Ltd.00040107 $ 305.28 lot 13/16 permits2017-09-15

K. Smart Associates Ltd.00040107 $ 203.52 Block J Victoria 17-0082017-09-15

K. Smart Associates Ltd.00040107 $ 63.60 Lot 8 grading review2017-09-15

K. Smart Associates Ltd.00040107 $ 190.80 Ponds Sub'd Phase 32017-09-15

Hunt Homes Inc.00040127 $ 1,500.00 Drive/Bldg/Grade Rtn E2011-1992017-09-15

Hunt Homes Inc.00040127 $ 500.00 Drive/Bldg/Grade Rtn E2011-1992017-09-15








Hunt Homes Inc.00040127 $ 750.00 Lot Grade Rtn E2013-0992017-09-15










Hunt Homes Inc.00040127 $ 750.00 Lot Grade Rtn E2013-1712017-09-15

Date:




Jennifer Leversage

Description



950 Fixed/Variable DistributionsDepartment

950 Fixed/Variable DistributionActivity

Woodstock Print & Litho Ltd.00040125 $ 772.76 August 2017 Newsletter2017-09-15

Canada Post Corporation00040135 $ 475.43 2017 vol 3 Newsletter postage2017-09-22


970 Oxford Co. - Gen. TaxationDepartment


Treasurer,County of Oxford00040159 $ 1,130,601.00 3rd 2017 County Levy Installme2017-09-27

970Total for Department $ 1,130,601.00

981 English Public Education(EP)Department


Thames Valley Dist School Bd00040163 $ 578,630.93 2017 3rd Education Levy2017-09-27


982 English Separate Education(ES)Department


London Dist.Catholic Sch.Board00040162 $ 67,397.26 2017 3rd Education Levy2017-09-27


983 French Public Education(FP)Department

Date:




Jennifer Leversage

Description



Conseil Scolaire Viamonde00040161 $ 2,122.08 2017 3rd Education Levy2017-09-27


984 French Separate Education(FS)Department


Conseil scolaire catholique Provi00040160 $ 5,340.41 2017 3rd Education Levy2017-09-27


11Total for Fund $ 3,100,689.16

TOWNSHIP OF EAST ZORRA-TAVISTOCK

September 2017 EFT Payment Summary

Company Account Number Amount Service Address Description GL Account Culligan 9240675 $ 18.83 90 Loveys St Hickson Office 11-181-121-3420Hydro One 306824175 $ 602.20 90 Loveys St E Hickson Office 11-181-121-3610Union Gas 178-2844 165-4370 $ 23.73 90 Loveys St Hickson Office 11-181-121-3630Reliance Home Comfort

002 122 423 2122 148 $ 49.73 90 Loveys St E Hickson Office 11-181-121-3630

Hydro One 306824171 $ 51.86 89 Loveys St Storage Buildings 11-182-121-3610Erie Thames Power

00153832-00 $ 147.38 37 Maria St Former PUC Office 11-183-121-3610/20/25

Union Gas 241-3438 218-5046 $ 23.73 37 Maria St Former PUC Office 11-183-121-3630Siskinds LLP 932114 $ 406.80 11-191-121-3310Rogers Wireless 1-2826-5113 $ 60.00 Fire Cell Phones 11-211/222/233-

121-3260Spectrum Communications

3EASZOR $ 59.33 43 Loveys St Hickson Fire Dept 11-211-121-2330

Bell 9462 2676 38904 000 $ 3.88 462-2676 Hickson Fire Dept 11-211-121-3260Hydro One 306824157 $ 218.89 45 Loveys St Hickson Fire Dept 11-211-121-3610Union Gas 178-3152 165-4645 $ 27.25 43 Loveys St Hickson Fire Dept 11-211-121-3630

Hydro One 306824159 $ 175.84 17 Cons Lot 11 Innerkip Fire Dept 11-222-121-3610

Bell 9469 3830 92904 007 $ 123.65 469-3830 Innerkip Fire Dept 11-222-121-3620Erie Thames Power

00202611-00 $ 130.40 204 Stonegate Rd Innerkip Fire Dept 11-222-121-3620/25

Union Gas 189-1942 174-5388 $ 28.10 204 Stonegate Rd Innerkip Fire Dept 11-222-121-3630Reliance Home Comfort

002 192 278 2191 872 $ 89.09 204 Stonegate Road Innerkip Fire Dept 11-222-121-3630

Erie Thames Power

00160661-00 $ 373.23 260 Woodstock St S Tavistock Fire Dept 11-233-121-3610/20/25

Union Gas 241-3567 254-4565 $ 27.76 260 Woodstock St S Tavistock Fire Dept 11-233-121-3630Jutzi Fuels 813500 $ 116.71 Tavistock Fire Dept 11-233-807/809-

2210Jutzi Fuels 813500 $ 102.71 Tavistock Fire Dept 11-233-808-2210Bell 9655 2655 34304 009 $ 127.86 655-2655 Tavistock Fire Dept 11-246/233-121-

3260Bell 9462 2706 43504 005 $ 118.17 462-2706 Hickson Shop 11-311-121-3260

Spectrum Communications

1EASZOR $ 192.10 various PW Software Support

11-311-121-3310

Hydro One 306824173 $ 215.28 158 Loveys St E Hickson Shop 11-312-121-3610Erie Thames Power

00202910-00 $ 29.87 158 Loveys St E Hickson Shop 11-312-121-3620

Union Gas 178-3195 165-4683 $ 37.77 158 Loveys St Hickson Shop 11-312-121-3630Reliance Home Comfort

002 122 679 2122 404 $ 99.53 158 Loveys St E Hickson Shop 11-312-121-3630

Waste Connections of Canada Inc

7120-000629-0004 $ 367.68 158 Loveys St Hickson Shop 11-313-345-2910

Hydro One 306824179 $ 27.87 0 Thames Ave -2 STREETLIGHTS 11-371-121-3608Hydro One 306824181 $ 45.21 12 Cons Lt 20/21 -2 STREETLIGHTS 11-371-121-3609Hydro One 306824155 $ 34.48 0 Blandford St STREETLIGHTS 11-371-121-3610Hydro One 200017653361 $ 70.53 0 Jonker St STREETLIGHTS 11-371-121-3610Hydro One 306824167 $ 841.15 0 Thames Ave -1 STREETLIGHTS 11-371-121-3610Hydro One 306824183 $ 12.21 00 Blandford St STREETLIGHTS 11-371-121-3610Hydro One 306824185 $ 12.21 00 Valleyfield Dr STREETLIGHTS 11-371-121-3610Hydro One 306824161 $ 16.13 1 Cons Lot 28 STREETLIGHTS 11-371-121-3610Hydro One 306824163 $ 134.37 12 Cons Lt 20/21 -1 STREETLIGHTS 11-371-121-3610Hydro One 306824153 $ 119.97 16 Cons Lot 25 STREETLIGHTS 11-371-121-3610Hydro One 306814151 $ 119.78 17 Con Lt 10/11 STREETLIGHTS 11-371-121-3610Erie Thames Power

00153893-00 $ 2,786.61 Streetlights STREETLIGHTS 11-371-121-3610

Bell 9462 2962 79904 003 $ 101.85 462-2962 Hickson Park 11-751-121-3260Waste Connections of Canada Inc

7120-000629-0002 $ 149.57 101 Loveys St Hickson Ball Park 11-751-121-3530

Hydro One 306824177 $ 531.21 101 Loveys St E Hickson Park 11-751-121-3610Bell 9469 3931 14004 009 $ 2.41 469-3931 Innerkip Park 11-752-121-3260Waste Connections of Canada Inc

7120-000629-0003 $ 283.55 104 Blandford St Innerkip Ball Park 11-752-121-3530

Hydro One 306824169 $ 1,484.16 104 Blandford St Innerkip Park & Rec 11-752-121-3610Erie Thames Power

00153883-11 $ 25.30 AG Shed Tavistock 11-753-121-3610

Erie Thames Power

00160092-11 $ 30.30 Park South Side Tavistock 11-753-121-3610

Erie Thames Power

00202938-00 $ 313.97 2 Adam St Tavistock Park 11-753-121-3610/20

Bell 9655 9992 56904 006 $ 48.55 655-9992 Memorial Hall 11-755-121-3260Waste Connections of Canada Inc

7121-068470-0000 $ 393.04 3 Adam St Memorial Hall 11-755-121-3530

Erie Thames Power

00153780-00 $ 449.14 Maria St Memorial Hall 11-755-121-3610/20/25

Erie Thames Power

00153782-00 $ 141.42 Maria St Memorial Hall 11-755-121-3610/20/25

Reliance Home Comfort

002 158 113 2157 754 $ 109.87 3 Adam St Memorial Hall 11-755-121-3630

Union Gas 241-3436 218-5044 $ 33.40 3 Adam St Memorial Hall 11-755-121-3630Erie Thames 00203678-00 $ 58.07 Hope St E Fountain 5 Corner Fountain 11-758-121-2910

Power Bell 9469 3889 78804 007 $ 138.11 469-3889 ICC 11-761-121-3260Waste Connections of Canada Inc

7120-000629-0001 $ 55.34 695566 County Rd 5 ICC 11-761-121-3530

Hydro One 306824165 $ 435.84 695566 Oxford Rd 5 ICC 11-761-121-3610Erie Thames Power

00202762-00 $ 189.84 Burton & Coleman ICC 11-761-121-3620/25

Union Gas 241-3567 297-8206 $ 29.87 695566 Ox Rd 5 ICC 11-761-121-3630Superior Propane 001559791 $ 78.49 Sept 13th delivery Innerkip Rec 11-763-712-2910Superior Propane 001559791 $ 66.99 Innerkip Rec 11-763-712-2910Bell 9655 2102 27204 009 $ 72.69 655-2102 Arena 11-781-121-3260Bell 52053301XBX588 $ 148.04 Public Internet 11-781-121-3260Waste Connections of Canada Inc

7121-068471-0000 $ 393.04 1 Adam St Arena 11-781-121-3530

Erie Thames Power

00153778-00 $ 11,100.34 Maria St Arena Arena 11-781-121-3610/20/25

Union Gas 241-3198 218-4815 $ 389.56 1 Adam St Arena 11-781-121-3630Coca-Cola Canada

1860524 $ 705.89 1 Adam St Arena 11-782/783-121-3280

MacKay Fuels Ltd 1232 $ 5,182.41 various various 11-910-910-7301/7302/730311-950-950-9606

BDO Canada LLP 506120232240.00 $ 3,503.00 11-932-935-9583MFEHT Pay through site $ 1,904.08 August 2017 EHT

payment 11-932-937-9656

WSIB Pay through CIBC $ 4,053.89 August 2017 WSIB payment

11-932-937-9662

Bell 9462 2697 38904 005 $ 668.31 Hickson Office 11-950-950-9603Allstream 000000248183 $ 17.57 Long Distance

Charges 11-950-950-9603

Bell Mobility 506578116 $ 453.36 Cell Phones 11-950-950-9605CIBC Visa 4500 0410 3708 0786 $ 7,867.60 Various Accounts CIBC Visa 4500 0500 0106 9295 $ 3,864.13 Various Accounts

TOTAL $53,744.08

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Community Planning P. O. Box 1614, 21 Reeve Street Woodstock Ontario N4S 7Y3 Phone: 519-539-9800 Fax: 519-421-4712 Web site: www.oxfordcounty.ca

Our File: A07-17

APPLICATION FOR MINOR VARIANCE TO: Township of East Zorra-Tavistock Committee of Adjustment MEETING: November 1, 2017 REPORT NO: 2017-311 OWNER/APPLICANT: Welhaven Farms Limited 676636 16th Line, RR 1 Tavistock ON N0B 2B0 VARIANCES REQUESTED:

1. Relief from the Provisions of Section 7.2.1– Minimum Distance Separation Requirements For Livestock Barns (MDS II), to reduce the minimum distance separation requirement to the nearest Type A land use (residential dwelling located at 676629 16th Line) from 166 m (544 ft) to 138.7 m (455 ft)

2. Relief from the Provisions of Section 7.2.2– Minimum Distance Separation Requirements For Manure Storage Structures (MDS II), to reduce the minimum distance separation requirement to the nearest Type A land use (residential dwelling located at 676629 16th Line) from 249 m (818 ft) to 176.8 m (580 ft)

The variances have been requested in order to facilitate the construction of an addition to an existing dairy barn.

LOCATION: The subject property is legally described as Part of Lot 27, Concession 16, (East Zorra) Township of East Zorra-Tavistock. The lands are located on the east side of 16th Line between Cassel Sideroad and Maplewood Sideroad and are known municipally as 676636 16th Line. BACKGROUND INFORMATION: County of Oxford Official Plan: Agricultural Reserve Township Zoning By-Law: General Agricultural Zone (A2)

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File Number: A07-17 Report Number 2017-311 Page 2 Surrounding Uses: Predominantly agricultural, with accessory

residential dwellings. The rural cluster of Cassel is located to the south of the subject property.

COMMENTS: (a) Purpose of the Application: The applicant is seeking relief from Sections 7.2.1 and 7.2.2 of the Township of East Zorra-Tavistock Zoning By-law to allow construction of an addition to the south side of an existing dairy barn, as well as a new uncovered circular concrete liquid manure storage structure. The subject lands comprise an area of approximately 40.5 ha (100 ac) and contain agricultural land used for cash crops and pasture, farm buildings, including a bank barn with additions, a manure storage facility, three silos, a Coverall building, and a driveshed, and a single-detached accessory farm dwelling. The existing dairy barn has the capacity for 101.5 nutrient units and the proposed addition will be approximately 204.4 m2 (22,000 sq ft) and increase the capacity to 159.4 nutrient units. The subject lands front on and have direct access to 16th Line. The surrounding land uses are predominately agricultural, with accessory residential dwellings and the rural cluster of Cassel located nearby. Plate 1, Location of Subject Property with Existing Zoning, shows the location of the subject lands and surrounding properties with zoning information. Plate 2, Close-up of Subject Property with 2015 Aerial Photograph, provides an aerial view of the subject property. Plate 3a, Applicant’s Sketch, shows the MDS Arcs for surrounding land uses, including the rural cluster of Cassel and the existing residential dwelling at 676629 16th Line. Plate 3b, Applicant’s Sketch, shows the location of the proposed addition and new manure storage facility in relation to the MDS Arcs for the existing residential dwelling at 676629 16th Line. (b) Agency Comments The application was circulated to a number of public agencies, The Township Fire Chief and Township Public Works Manager have advised that they had no concerns or objections with the proposal. The Township Chief Building Official commented that the Committee of Adjustment should refer to Section 8.2 of the MDS Guidelines in making their decision. The guidance provided in the MDS Guidelines is outlined in the Planning discussion below. c) Public Consultation: The application was circulated in accordance with the requirements of the Planning Act. To date, no concerns or objections with the application have been raised.

File Number: A07-17 Report Number 2017-311 Page 3 (d) Intent and Purpose of the Official Plan: The subject lands are located within the ‘Agricultural Reserve’ designation according to the Township of East Zorra-Tavistock Land Use Plan, Schedule ‘E-1’ in the County of Oxford Official Plan. In the Agricultural Reserve designation, lands are to be developed for a wide variety of agricultural land uses, including general farming, animal or poultry operations, regulated livestock farms, cash crop farms and specialty crop farms together with farm buildings and structures necessary to the farming operation, and accessory residential uses required for the farm. The use of the lands for livestock farms, cash crop farming and farm buildings and structures necessary to the farming operation, including manure storage facilities conforms to the relevant policies of the Official Plan. Section 3.1.1 of the Official Plan directs that it is a goal of the County that conflicts between agricultural and non-agricultural uses be minimized. The application of the Minimum Distance Separation (MDS II) guidelines, as established by the Province of Ontario, is considered to be a key mechanism by which municipalities can reduce and minimize potential land use conflicts and minimize nuisance complaints from odour associated with livestock. MDS is to be implemented via the provisions of the Township’s Zoning By-law. Section 3.1.4.2 of the Official Plan states that when the establishment of a new or expanded livestock structure or manure storage facility is proposed, the Minimum Distance Separation Formula II (MDS II) must be satisfied prior to the issuance of a building permit. Further, the Official Plan (Section 10.3.6) states that the Committee of Adjustment shall take into account the following points when considering an application for minor variance: The objectives and policies of the Official Plan can be met if the minor variance is granted; The request for variance constitutes a minor departure from the performance standards of the

zoning by-law; The general intent of the zoning by-law can be met; and Whether the variance is desirable for the appropriate development of the land. In determining whether a variance is desirable, the Official Plan provides that the following factors be considered: Whether there are constraints and/or restrictions due to physical or inherent conditions of the

site; Whether alternative designs of the proposals are clearly not feasible or appropriate; Whether approval would create an undesirable precedent; Concerns of adjacent owners and residents, and community in general; and, Whether compliance with the By-law would be unreasonable or impossible and impose undue

hardship on the applicant. In the case of the proposed development, alternative locations for the proposed barn may interfere with existing structures, bring the new facilities closer to a watercourse and remove land from agricultural production. Therefore, alternative proposals are not appropriate on the subject property and compliance with the MDS II setback is not feasible. Approval of the subject application is unlikely to create undesirable precedent and, to date, no concerns have been expressed by adjacent landowners and residents.

File Number: A07-17 Report Number 2017-311 Page 4 (e) Intent and Purpose of the Zoning By-law: The subject lands are zoned ‘General Agricultural Zone (A2)’ in the Township of East Zorra-Tavistock Zoning By-law. The ‘A2’ zone permits a wide range of agricultural uses, including livestock and regulated farm operations, as well as buildings and structures accessory thereto. The ‘A2’ zone also identifies a number of provisions with respect to lot area, frontage and setback requirements. In addition to these setback requirements, the Zoning By-law provides that any new livestock barns or structures must meet Minimum Distance Separation II (MDS II) requirements. MDS II is a tool used to determine a required setback distance between a livestock or manure facility and other more sensitive land uses. The intent of MDS is to prevent land use conflicts and minimize nuisance complaints associated with odour. Below is a table identifying the extent of the required variances to MDS II: Provision Description Required Proposed Relief

7.2.1 Type A (676629 16th Line) 166 m (544 ft) 138.7 m (455 ft) 27.1 m (89 ft) 7.2.2 Type A (676629 16th Line) 249 m (818 ft) 176.8 m (580 ft) 72.5 m (238 ft)

(f) Desirable Development/Use: The Provincial Minimum Distance Separation Formulae Implementation Guidelines (Publication 853) states that “minor variances to MDS II distances can be considered based on site specific circumstances. Circumstances that meet the intent, if not the precise distances of MDS II, or mitigate environmental impacts, may warrant further consideration”. As noted previously, Section 10.3.6 of the Official Plan provides guidance to Committees of Adjustment in determining whether the proposed variances are desirable. The applicant proposes to construct an addition to an existing dairy barn and a new manure storage facility. The use of these lands for farming purposes is consistent with the policies of the Agricultural Reserve designation and provisions of the General Agricultural (A2) zone. In this particular instance, the proposed location of the addition and new manure storage is appropriate as the proposed structures will be adjacent to the existing farm complex and will minimize the amount of land being removed from agricultural production. Furthermore the MDS II guidelines state that setbacks should not be reduced except in site specific circumstances that meet the intent of the MDS Document. Examples may include circumstances that mitigate environmental or public health and safety impacts. Planning staff are satisfied that the proposed reduction in setbacks meet the intent of the MDS implementation polices and can be considered by Committee. Planning staff are of the opinion that the requested variances can be considered minor in nature, are desirable for the appropriate development and use of the land, and are in-keeping with the general intent and purpose of the Zoning By-law and the objectives and policies of the Official Plan.

File Number: A07-17 Report Number 2017-311 Page 5 RECOMMENDATION:

That the Township of East Zorra-Tavistock Committee of Adjustment approve Application File A07-17, submitted by Welhaven Farms Ltd. for lands described as the Part of Lot 27, Concession 16 (East Zorra), Township of East Zorra-Tavistock, to facilitate the construction of an addition to an existing barn as described in CP 2017-311 as it relates to:

1. Relief from the Provisions of Section 7.2.1– Minimum Distance Separation Requirements For Livestock Barns (MDS II), to reduce the minimum distance separation requirement to the nearest Type A land use (residential dwelling located at 676629 16th Line) from 166 m (544 ft) to 138.7 m (455 ft)

2. Relief from the Provisions of Section 7.2.2– Minimum Distance Separation Requirements For Manure Storage Structures (MDS II), to reduce the minimum distance separation requirement to the nearest Type A land use (residential dwelling located at 676629 16th Line) from 249 m (818 ft) to 176.8 m (580 ft)

Whereas the variances requested: (i) are minor variances from the provisions of the Township of East Zorra-Tavistock Zoning

By-law No. 2003-18; (ii) are desirable for the appropriate development or use of the land, building or structure; (iii) are in keeping with the general intent and purpose of the Township of East Zorra-Tavistock

Zoning By-law No. 2003-18; and (iv) are in keeping with the general intent and purpose of the Official Plan. Authored by: Original signed by Meghan House, MCIP, RPP Development Planner Approved for submission by: Original signed by Eric Gilbert, MCIP, RPP

Senior Planner

A07-17 – Welhaven Farms Site Photographs

View of the location of the proposed addition from 16th Line

View of the existing barn and the location of the proposed addition from 16th Line

October 16, 2017

This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not be

accurate, current, or otherwise reliable. This is not a plan of survey

Legend

5120

Notes

NAD_1983_UTM_Zone_17N

256 Meters

Parcel LinesProperty BoundaryAssessment BoundaryUnitRoadMunicipal Boundary

Lot Fabric LabelLot FabricEnvironmental Protection/Flood Overlay

Flood FringeFloodwayEnvironmental Protection (EP1)Environmental Protection (EP2)

Zoning Floodlines/Regulation Limit

100 Year Flood Line30 Metre SetbackConservation Authority Regulation LimitRegulatory Flood And Fill Lines

Zoning (Displays 1:16000 to 1:500)

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Polygon

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Subject Property

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16th Line

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Cassel Sideroad

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Cassel

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Plate 1: Location of Subject Property with Existing Zoning File No: A07-17 - Welhaven Farms Limited Part of Lot 27, Concession 16 (East Zorra), 676636 16th Line, Township of East Zorra-Tavistock

October 16, 2017

This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not be

accurate, current, or otherwise reliable. This is not a plan of survey

Legend

2050

Notes

NAD_1983_UTM_Zone_17N

102 Meters

Parcel LinesProperty BoundaryAssessment BoundaryUnitRoadMunicipal Boundary

Environmental Protection/Flood Overlay

Flood FringeFloodwayEnvironmental Protection (EP1)Environmental Protection (EP2)

Zoning Floodlines/Regulation Limit

100 Year Flood Line30 Metre SetbackConservation Authority Regulation LimitRegulatory Flood And Fill Lines

Zoning (Displays 1:16000 to 1:500)

mhouse

Polygonal Line

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Subject Property

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16th Line

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Residence at 676629 16th Line (Type A Land Use)

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Plate 2: Close up of Subject Property with 2015 Aerial Photograph File No: A07-17 - Welhaven Farms Limited Part of Lot 27, Concession 16 (East Zorra), 676636 16th Line, Township of East Zorra-Tavistock

mhouse

Line

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Plate 3a: Applicant's Sketch File No: A07-17 - Welhaven Farms Limited West Part of Lot 27, Concession 16 (East Zorra), 676636 16th Line, Township of East Zorra-Tavistock

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Plate 3b: Applicant's Sketch File No: A07-17 - Welhaven Farms Limited West Part of Lot 27, Concession 16 (East Zorra), 676636 16th Line, Township of East Zorra-Tavistock

Hickson Office Public ConsultationPublic Consultation MeetingsNovember 1st – 10:00 a.m. Part of the Regular Council Meeting

November 1st – 7:30 p.m. Innerkip Community Centre

November 2nd – 7:30 p.m. Tavistock Memorial Hall

Drop-In / Open HouseNovember 2nd – 4 p.m. to 6 p.m. Hickson Office

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Agenda

Background on what Council has been working on

Consultation to date

Information on the Hickson Office

Problems to address

Focus on Building New and Leasing

Next Steps

Questions and Answers

Comments / Input

Background

Started exploring options June 2015

Committee formed to look at all Hickson Facilities

Hickson Road Shop – salt shed problems

Hickson Firehall – additional space needed

Hickson Community Room?

Hickson Office Renovation options provided by DJ Designs

Completed an RFP for leasing

Public Consultation Survey

Consultation

Consultation cont’d

Comprehensive survey and background information

Promoted with KMI, Newsroom, Twitter, Faebook, Newsletter, Tax Bills, newspaper ad

120 surveys completed to date

Wide range of responses

Maintain presence in Hickson

Preference to own facilities, but leasing shouldn’t be discounted

Keep costs reasonable and appropriate no matter what is done

Interest in Public Meetings for information and input

Consultation cont’d

Council wanted to ensure all avenues and opportunities for public input were provided

3 Public Meeting Consultations

1 Open House at the Hickson Office

Hickson Office

Office History

Built in 1970, 47 Years Old

Originally Offices Upstairs with Council Chambers, Storage and Community Hall Downstairs

At one point plans for an Office at the Hickson Firehall Site (Township owned the 2 lots to the east)

Renovated in 1998

Community Hall was removed

Main Reception and Council Chambers moved upstairs – accessible via external ramp

Offices upstairs and downstairs, small amount of additional storage added

Current Problems

Accessibility Only the Upper Level via exterior ramp

Fortunately no staff mobility issues, but would not be able to accommodate

Space Workstations locations in areas not properly wired Council now meeting Woodstock Building Services Need Major Work – Water, Septic, Electrical, HVAC, Parking Lot Lack modern services such as Backup Power Generator Parking Lot Holding off on this work and major maintenance until an overall direction is

determined

Current Problems Accessibility

Current Problems Little Privacy

Current Problems cont’d Storage

Current Problems cont’d Storage

Inappropriate workstation locations

Current Problems cont’d Staff “double-upped”

Less than ideal workstation locations

Current Problems cont’d Council Chambers converted to work areas and meeting room

Current Problems cont’d Wiring/Networking

Current Problems cont’d Overdue maintenance

Current Problems cont’d

Septic System

Water supply from the neighbor

No standby power

HVAC, Electrical, networking, etc.

Footing Drainage

Parking Lot Repaving in a few years

New Build or Leasing Office Space

Council is focusing on two options

New Build at 89 Loveys Street (across the road from the existing office)

Land purchased in 2012 – used for PW & Fire Storage, Yard Waste, Created a public connection to the Hickson Trail, connects to Hickson Park

Considered for more PW, but location not ideal

Leasing Space – several proposals for leasing submitted

Existing Office Location

Potential Leasing Locations Based on RFPs

Cost ComparisonBuild New 89

Loveys LeaseTotal Sq. Ft. 8,000 8,000$/Sq. Ft $250 $15 Total Build/Renovate Cost $2,000,000

Proceeds from sale of existing office ($300,000) ($300,000)Water/WW $50,000 Site Work/Parking/Drainage/Eng $200,000 Net Cost $1,950,000

Cost Comparison cont’dBuild New 89

Loveys LeaseBorrowing Rate 0.04Years 25

2017 Current Year Taxes $100,000 $100,000Current Office Reserve Balance $152,600 $152,6002018 Taxes (Capital Forecast) $100,000 $100,000Borrowed $1,597,400

Annual Repayment Amount $102,253Interest Cost $958,918

Total Principle and Interest Cost $2,908,918


Loveys LeaseAnnual Lease Cost $0 $120,000Annualized Building Maintenance $20,000 $0

Inflation Rate 0.02 0.02Years 25 25Total 25 Year Op/Maint/Lease Cost $640,606 $3,191,036

Total 25 Year Cost $3,549,524 $3,191,036 Annualized Cost for 25 Years $141,981 $127,641

$/Sq Foot/Yr $17.75 $15.96


Loveys LeaseAnnual Lease Cost $0 $120,000Annualized Building Maintenance $30,000 $0

Inflation Rate 0.02 0.02Years 50 50

Total 50 Year Op/Maint/Lease Cost $2,537,382 $9,496,928

Total 50 Year Cost $5,446,300 $9,496,928 Annualized Cost for 50 Years $108,926 $189,939

$/Sq Foot/Yr $13.62 $23.74

Next Steps

Question and Answer at this meeting

Provide comments to Council

Submit written comments

Complete Survey http://ezt.ca/Township-Office/Facility-Review

Council will be further considering in conjunction with 2018 Budget Review

#6.a

Placeholder page for Agenda Item 6.a – Conferences & Seminars

#6.b

Placeholder page for Agenda Item 6.b - County Council – Update & Questions

#6.c

Placeholder page for Agenda Item 6.c – Staff Reports and Questions for Staff

1 Adam St., P. O. Box 988, Tavistock, Ont. N0B 2R0 (519) 655-2102 / Fax (519) 655-3560 e-mail: [email protected]

MINUTES

for the meeting of the Tavistock & District Recreation Facilities Board held in the Tavistock & District Recreation Centre Board Room on September 25, 2017 at 7:00pm.

Present: Ron Wiffen, Linda Fulton, Kristen Cook, Ken Wettlaufer. Absent: Brett Zehr, Mike Campbell. CALL TO ORDER AND OPENING REMARKS

• Ron Wiffen called the meeting to order in the Board Room at 7:00 pm.

APPROVAL OF AGENDA

1- APPROVE AGENDA Moved by – Linda Fulton Seconded by – Kristen Cook “resolved that the Agenda for the September 25th, 2017 meeting be approved as printed and

circulated and further that the following items be added to the agenda for this meeting.” - None CARRIED.

DISCLOSURE OF PECUNIARY INTERESTS AND GENERAL NATURE THEREOF

• None GENERAL BUSINESS

2- CONFIRM MINUTES Moved by – Kristen Cook Seconded by – Linda Fulton “resolved that the Board confirm the Minutes of the July 24th, 2017 meeting as printed and

circulated.” CARRIED.

3- APPROVE PAY VOUCHER Moved by – Linda Fulton Seconded by – Kristen Cook “resolved that the Board approve the Tavistock & District Recreation Facilities Board cheque

distribution report for July in the amount of $10,978.08, and for August in the amount of $35,832.96.” CARRIED.

Correspondence and Petitions • Follow up e-mail from Jeff Zehr of the London Lakers Jr A franchise. Jeff was letting us know

that he is disappointed that he was not given the opportunity to move his Team to Tavistock.

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#6.d

He indicated that Tavistock will lose out and he will be looking for another town to move his team to, and they will benefit from his assistance to build a better Minor Hockey system. Board felt this is unfortunate, but had to consider the fact that our ice time is booked full with our current regular user groups. We have good working relations with all our groups and no good reason to remove one of them and try to make room for another group from out of town.

DELEGATIONS AND APPOINTMENTS

• None REPORTS

A- Manager’s Verbal Facilities Report i Minor Ball tournament had a team stay in the Arena Upper Hall during the tournament. Key

from this rental was not able to be located by Minor Ball after the team left. Have not had any security problems since they have left. So it will be documented as a lost key, and we will not be changing any of the cores affect by this lost key.

ii During the Roth Memorial Tournament Minor Ball had a lady who was not able to let herself out of the Women’s Washroom. They had a key in their possession however proceeded to pry open the door breaking the lock and doing considerable damage to the latch etc. Repairs are to be done and a letter should be sent to Minor Ball showing the costs and that if this happens again, they will be responsible to pay the repair costs.

iii Curling Club lease has been signed for the upcoming season as is, with no changes to the item referencing hydro usage during the fall fair. Meters were read before and after the fair. The Curling Club used about $24 of hydro during the Fair.

iv The Horse Show during the fair did considerable damage to the outfield of the Ball Diamond, and other areas in the Park. Horse manure, straw etc were not cleaned up. Minor Ball had usage scheduled for the following week. However the damage left the out field unplayable so the events had to be moved to Optimist Park. Members of the Fair Board said they would bring in top soil etc and reseed. Would also consider renting a roller to try and fix some of the deep wheel tracks. To date this work has not been completed. Ken to follow up with the Ag Society about when the work will be done. We may have to do it, and should be sending them a letter outlining the cost and try to reduce this damage going forward.

v Steve Bender has aerated the sports fields in Queens Park at no cost.

B- Arena July & August 2017 Financial Statements C- Memorial Hall July & August 2017 Financial Statements D- Queens & Bender Park July & August 2017 Financial Statements. E- TDRC July & August 2017 Management Contract Summary.

UNFINISHED AND OTHER BUSINESS

A. Summary of proposals received for the Memorial Hall lighting RFP were reviewed. Seven contractors

were invited to submit proposal and three were received. Two lowest quotes were from local contractors. Both of which we have worked with a before and don’t have any concerns working with either one of them. Both are quoting supplies for the same manufacturer.

4- UPGRADING MEMORIAL HALL LIGHTING TO LED LIGHTS

Moved by – Linda Fulton Seconded by – Kristen Cook “resolved that the Board approve hiring D&D electric to perform all interior and exterior

lighting upgrades at the Memorial Hall. Quoted price for this project is $15,100.” CARRIED.

LEGAL AND PERSONNEL: None

NEXT MEETING AND ADJOURN

• Next meeting is to be Monday October 23, 2017 @ 7:00pm.

5- ADJOURN Moved by – Kristen Cook Seconded by – Linda Fulton “resolved that the Board does now adjourn at 8:47 pm.”

CARRIED. ___________________________ ________________________________ Ron Wiffen, Chairperson Ken Wettlaufer, Facility Manager

STAFF REPORT

Report #CBO2017-14

To: His Worship the Mayor and Members of Council

From: John Scherer, Chief Building Official

Re: Building, Development and Drainage – November 2017 Council Report

Date: October 18, 2017

Departmental Highlights: • None

Legislative Updates: • None

Monthly Permit Activity:

No. of Permits

Construction Value Permit Fees

($110,000.00 Budget)

September 2017 31 $5,746,900.00 $46,740.25

Year to Date - September 30, 2017 199 $42,145,268.00 $252,614.25

Building Description PERMIT VALUE Permit Fee

Broiler Barn 585,000 4,645.00

Addition of Room to Upper Level of Building 40,000 1,573.75

Installation of Solar Array 16,000 461.20

SFD - Condo Unit 150,000 2,053.75

SFD - Condo Unit 150,000 1,901.25

SFD - Condo Unit 150,000 1,901.25

SFD - Condo Unit 150,000 2,123.75

Deck 10,000 150.00

Covered Porches on SFD 20,000 150.00

Detached Garage 20,000 600.00

Addition of covered deck 8,000 150.00

Carport 60,000 250.00

Addition of Sunroom & Front Entry 89,500 697.50

Shop 20,000 250.00

Deck 3,400 150.00

SFD 570,000 2,593.75

SFD 565,000 3,000.00

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Staff Report – Building, Development and Drainage Monthly Report Page 2

SFD 414,000 2,225.00

Deck 2,500 100.00

Installation of Illuminated Sign 3,500 200.00

Corn Crib 5,000 290.40

Install mobile home 35,000 550.00

Farm Storage 145,000 730.00

SFD 472,000 3,975.00

SFD 452,000 3,975.00

Layer Barn 300,000 1,876.15

SFD - Condo Unit 200,000 2,053.75

SFD - Condo Unit 200,000 1,901.25

SFD - Condo Unit 200,000 1,901.25

SFD - Condo Unit 200,000 2,123.75

SFD 511,000 2,187.50

5,746,900 46,740.25

1976-2010

Closed per

QuarterClosed Closed Open Closed Open Closed Open Closed Open Closed Open Closed Open Closed Open

Q1 31 0 0 64 5 82 25 77 1 168

Q2 11 0 1 63 2 80 3 74 5 163

Q3 9 0 0 63 2 78 3 71 4 159

Q4 25 0 0 63 8 70 3 68 14 145

TTL 76 0 1 63 17 70 34 68 24 145 0

Q1 19 1 0 63 3 67 6 62 8 137 1 161

Q2 44 0 1 62 1 66 0 62 35 102 7 154

Q3 28 0 1 61 1 65 2 60 9 93 15 139

Q4 57 0 1 60 3 62 3 57 23 70 23 116

TTL 143 1 3 60 8 62 11 57 75 70 46 116

Q1 14 0 0 60 0 62 2 55 5 65 6 110 1 217

Q2 27 0 0 60 0 62 1 54 1 64 13 97 12 205

Q3 41 0 2 58 3 59 5 49 3 61 10 87 18 187

Q4 27 0 0 58 1 58 0 49 0 61 2 85 24 163

TTL 109 0 2 58 4 58 8 49 9 61 31 87 55 163

Q1 22 0 0 58 1 57 3 46 5 56 5 82 8 155 0 xxxxx

Q2 27 0 1 57 2 55 0 46 0 56 1 81 14 141 9 xxxxx

Q3 28 0 0 57 1 54 5 41 2 54 5 76 5 136 10 xxxxx

Q4 0 0 xxxxx

TTL 58 0 1 57 4 54 8 41 7 54 11 76 27 136 19

2

0

1

7

2017

Outstanding Building Permit Tracking

2

0

1

6

2015 (162)2011 (204) 2012 (323) 2013 (171) 2016 (218)2014 (169)

2

0

1

4

2

0

1

5


Number of Permits and Values


Status of Development Matters:

Ward 1

*The Ponds

(Phase 1)

Tavistock 21 Single Family

Dwellings (SFD)

Plan 41M-295

Construction commenced on all lots.

Warranty Period walkthrough –

September.

*The Ponds (Phase 2)

Tavistock 21 SFD Plan 41M-310 Construction completed

on all lots. Warranty Period

walkthrough – Sept./17

*The Ponds

(Phase 3)

Tavistock 33 SFD Plan 41M (unregistered)

Plan 44M (unregistered)

Pre-Servicing complete. Road Open. Structural

Fill being placed.

Loewith

(Phase 2)

Tavistock 8 SFD Staff working on final

assumption of the development

*The Orchards

(Phase one)

Tavistock 16 SFD

3 Semi Detached

39 Condo Townhouses

Plan 41M-321

Construction Started on

all of lots. Condos 40% complete.

Ward 2

Development Location Nature of

Development Status/Highlights

*Hickson Estates Hickson 8 SFD Plan 41M-298

Construction commenced on all lots. Grading issues

in process of being remedied. Changes are

being monitored by staff.


Ward 3

Innerkip

Meadows (Phase 1 Main

St)

Innerkip 13 SFD Plan 41M-277

100% built. Staff is working on final

assumption of this phase.

Innerkip Meadows

(Phase 2 George St)

Innerkip 20 SFD Plan 41M-293 100% built. Staff is

working on final assumption of this phase.

*Innerkip Meadows

(Phase 3 Curtis St)

Innerkip 24 SFD + Townhouse

Block proposed

Plan 41M-313 Construction commenced

on all lots.

*Innerkip

Meadows (Phase 4 Lock

St)

Innerkip 24 SFD Plan 41M-325

Construction started on 80% of lots.

Majestic Homes

Development (James / Main

Street)

Innerkip 5 SFD on

James St + Townhouse Blk

on Main St (up to 28 units)

Plan 41M-366

1 Foundation in place. Site Plan Control still

required for the Townhouse Block.

ATSA Corp

Innerkip 10 SFD +

1 Semi - Detached Block

Plan 41M-288

Plan 41M-292 Final grading in process.

Oxford Road Developments 5

Inc.

Innerkip 29 SFD + 1 Block for

Future Development.

Application received.


Status of Drainage Matters:

Drain Name Status

Stan Erb Drain Construction completed. Township Staff working with contractor to correct deficiencies.

Walker Drain Van Bree Drainage & Bulldozing was awarded the

contract on November 2/16 Construction to begin late October/early November

2017.

McIntosh Culvert Construction started. Staff to complete when

conditions dry up.

Hart Drain Report went to Council for July 5/17 meeting -

Engineer Appointed.

Facey Drain Engineer Appointed. First Site Meeting was held

June 13/17.

Attachments:

• None

Recommendation:

1. None. For Council information only.

C.A.O. Comments

Good update.

Report prepared and

submitted by:

Jeff Carswell

Chief Administrative Officer

John Scherer

Building, Drainage and

Development Manager

(Chief Building Official)

STAFF REPORT

Report #CBO2017-15


From: John Scherer - Building, Drainage & Development Manager

Re: Building Department Summer Student


Background: This report outlines the proposal for hiring a Building, Development & Drainage summer student in 2018. Bill 124, the Ontario Building Code Statute Law Amendment Act, was implemented in January 2006. Among the numerous changes to the Building Code Act was clarification that any reserve fund is to be strictly used for enforcement of the Building Code Act.

Discussion: As a result of above average construction activity in the Township over the last 3 years, the building department has built up a rather large reserve fund. Staff feel that an additional part-time building summer student would be warranted to help deal with the backlog of items such as file organization, closing old building permits and data entry. In addition to these tasks, Staff hope the summer student would be able to complete some of the day to day functions within the department such as minor inspections and plans examinations. The estimated cost, including overhead, would be approximately $14,000.00 (half the cost ($7,000.00) would be applied to both East Zorra-Tavistock and Blandford-Blenheim). The current building department reserve is $69,000.00 and since the building department reserve fund is limited in its application, the cost of the summer student would be fully funded from this reserve. Approval for summer students has traditionally been obtained before budget approval, as waiting until March or April is too late to engage students for the summer. The Township has been able to obtain Federal and Provincial student employment grants over the last several years to help offset these costs. The programs and amounts tend to vary greatly year to year. Staff will be applying for any grants available this year.

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Staff Report – Building Department Summer Student Page 2

Recommendation:

1. That Council authorize the Building, Development & Drainage Manager to proceed with engaging a Building Department Summer Student, as set out in this report.

CAO Comments

I agree. Based on historical and anticipated activity in the Building Department, this is a very economical and practical way to deal with the increased workload that will continue into 2018. As noted, this will be funded from the Building Reserve that has grown due to the high building activity, so there will be no impact on taxes. This would be an appropriate use for those reserve funds, as they cannot be used to subsidize other activities.

Report prepared and

submitted by:

Jeff Carswell


John Scherer

Building, Drainage and Development Manager

STAFF REPORT

Report #PW2017-21


From: Tom Lightfoot, Public Works Manager

Re: Public Works – November 2017 Council Report


Departmental Highlights:

➢ At the October 4th Council meeting, Council authorized Staff to

proceed with painting a crosswalk and hiring a crossing guard for the intersection of Adam Street and William Street south, in Tavistock. At

this time, the crosswalk has been painted and the signs have arrived to mark the crossing. The signs will be installed the week of October

30th. A crossing guard has been hired for this location and will start

on November 6th.

➢ As part of the 2017 Capital Budget and in conjunction with the Maplewood Sideroad reconstruction project, Staff issued a tender for

the deck repair and guiderail installation at Bridge #23. Engineered Concrete started this project on October 4th. Currently the bridge

deck repair has been completed and the new concrete is curing. The guide rail installation is scheduled for October 26th, weather

permitting. It is expected that the road will be re opened on October

27th.

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Staff Report – Public Works Monthly Report Page 2

➢ Public Works Staff have been busy with training over the last couple

weeks, and this will continue until the middle of November. Rod and I have attended courses on Health and Safety. As well, all of the

operators will be attending winter control training, while Sean will

also be attending winter maintenance training related to patrolling. In addition, Stephanie will be attending first aid/ CPR training.

➢ As of October 22, 2017, Jeff Rudy has stepped back into the operator

position from being Lead Hand, and Sean Bowker has accepted the position of Lead Hand. I would like to take this opportunity to thank

Jeff for being Lead Hand over the last number of years and I look forward to still being able to rely on his experience and knowledge of

the Township in the Equipment Operator position.

➢ Public Works will be doing some sign and sidewalk maintenance that has been noted in the annual inspections.

➢ As weather permits, Public Works will be out grading and shaping our

gravel roads. With the increased moisture, our roads are softening up

which is making grading easier, but this also makes the roads more susceptible to potholes. We will continue grading until freeze up.

➢ With the cooler weather coming, Public Works is wrapping up some

projects and starting to prepare for the winter season. Throughout November we will be preparing equipment and filling the salt and

sand shed. We will start installing snow fence after November 15th, as per our policies.


➢ Activity at the yard waste bins has started to get busier and will likely

continue over the next few weeks. When the majority of leaves have fallen, we will do our final street sweeping for the year in Innerkip

and Tavistock.

➢ Public Works has been assisting the Drainage department over the last month with repairs and with the installation of the culvert

crossing on the Timms Creek Drain.

➢ Over the past couple of years, Public Works has removed dead ash trees from Stonegate Park in Innerkip. Public Works staff has planted

6 trees in the park to replace some of the trees removed. We planted a blue spruce and 5 Maple trees throughout the park. We have left

the center of the walking trail open with no trees so that it can be used as open space for activities.

➢ Staff attended the Tavistock Chamber of Commerce meeting on

October 17th to provide an update on where we are at with the Woodstock Street South Streetscape project. There was a good

turnout at the meeting with representatives from the Chamber, local businesses, Erie Thames Power, Oxford County, as well as

representatives from Township. Staff has now submitted an application for OCIF Top-Up Funding for this project. We will find out

in the new year if we were approved for funding. Oxford County plans on doing their watermain and road work in 2018 and Staff

believes that with or without outside funding, this is the right time to complete this project. Throughout the meeting, there was support

shown from the local businesses and Chamber for the project. All parties involved understand it will be an inconvenience, however, this


is the time to work in conjunction with the County to minimize

disruption to the businesses. The Chamber will be sending a survey to its members to gather their opinions.

Status of Significant Capital Projects:

Capital Project Current Status

Sidewalk Replacement Staff has completed some sidewalk replacement in Innerkip and Tavistock this year.

Maplewood Sideroad – 16th Line to Oxford

Road #5 (prep. for hard top)

Base reconstruction has been completed between the 17th and 18th Lines. Most ditch work has been

completed and seeded.

Guiderails at Bridges Bridge 23 deck repair and guide rail installation to be

completed October 27, 2017 weather permitting.

Fibermat on 11th,13th

and 18th Lines

Norjohn Contracting has completed the fibermat

application.

Jacob Street East re-construction

Construction is complete. We will have to do a top coat of asphalt next year as a separate contract.

James Street Top Coat Asphalt

Staff plans to postpone surface asphalt until further lots are developed.

Woodstock Street

South Streetscape Project

Staff has submitted an application for OCIF funding

for this project.

Recommendations:

1. None. For Council information only.

C.A.O. Comments

Good Update.

Report prepared and submitted by

Jeff Carswell


Tom Lightfoot

Public Works Manager

STAFF REPORT

Report #TR2017-19


From: Sean Hilderley, Finance Manager/Treasurer

Subject: Finance – November 2017 Council Report



• Finance has evaluated the RFP for Audit Services (see Report

#TR2017-21) • Supplemental billing for taxes is still continuing. MPAC has been

attempting to clean up our requests to close off severances and consolidations

• We are preparing to update our accounting software over the month of November to Great Plains Version 2016. This mandatory upgrade is

required to ensure payroll tables are up to date for 2018.

• Final tax installments were due on October 31st, however, as of this

report being completed, we do not yet have the statistics to share with Council.

Rent Reduction Letters:

During September and October, Staff issued letters prepared by our tax consultants at MTE. These letters went to certain multi-residential building

owners and also certain tenants to inform them of a rent reduction requirement. This rent reduction was due to the levy restriction imposed by

the Province on the Multi-Residential tax class. The Residential Tenancies Act requires landlords to pass along reductions in property taxes if they are

greater than 2.49%. This is the reason why some landlords/owners received letters and others may not have.

With the Province hoping to provide more affordable housing across Ontario,

there is a push to bring the Multi-Residential ratio in line with the residential ratio. The levy restriction itself spreads the costs amongst all other property

classes, so that reduction is intended to be passed along from landlords to

their tenants. As the Township is charged with the task of issuing these letters, we are also the ones who receive the questions from the owners and

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Staff Report – Treasury – November 2017 Council Report Page 2

the tenants. So far three landlords have contacted me about their buildings and wishing further information. I have also received calls from three

tenants.

Monthly Council Financial Report

I have attached the Financial Report for the period ending September 30, 2017. We will be looking to utilize November and our interim Audit to

ensure the statements are correct and ready for the budget process.

Attachments:

1. 2017 YTD Financial Report (as at September 30, 2017)

Recommendation:

1. None. Information only

CAO Comments:

Good update. YTD finances appear in

order and consistent with prior years.

Report prepared and submitted by:

Jeff Carswell


Sean Hilderley

Finance Manager/Treasurer

Operating

Non-Departmental Activities

Taxation Levy11-000-001 Taxation ($4,573,279) ($4,573,279) ($5,285,670) ($5,284,005) ($1,665)

(4,573,279) (4,573,279) (5,285,670) (5,284,005) (1,665)

General Government11-000-000 Surplus/Deficit (119,729) (119,729) (178,835) 0 (178,835)11-000-002 Supplementary Taxation (62,656) (51,143) (67,893) (70,000) 2,10711-000-003 Tax Rebates & Write-offs 28,909 24,141 5,689 40,000 (34,311)11-000-005 Payments in Lieu of Taxes (59,553) (59,553) (65,015) (60,600) (4,415)11-000-006 Ontario Grants (818,900) (620,425) (573,564) (704,500) 130,93611-000-007 Canada Grants (323,607) (190,746) (194,553) (323,607) 129,05411-000-021 Departmental Revenue (234,858) (166,392) (139,396) (231,600) 92,20411-000-121 Departmental Expenditures 398,828 123,203 23,795 241,536 (217,741)

Total General (1,191,567) (1,060,644) (1,189,772) (1,108,771) (81,001)

Printed 2017-10-25 3:29 PM Page 1 of 15

Council11-111-111 Council 113,589 84,301 85,521 113,500 (27,979)11-111-112 Conferences & Seminars 8,038 7,345 16,581 13,000 3,581

Total Council 121,627 91,646 102,102 126,500 (24,398)

Administration Staff11-123-121 Departmental Expenditures 545,589 404,423 403,482 580,000 (176,518)

Total Administration 545,589 404,423 403,482 580,000 (176,518)

Township Office Hickson11-181-021 Departmental Revenue 0 0 0 0 011-181-121 Departmental Expenditures 23,850 16,546 14,046 25,400 (11,354)

Total Township Office Hickson 23,850 16,546 14,046 25,400 (11,354)

89 Loveys St - Hickson11-182-021 Departmental Revenue 0 0 0 0 011-182-121 Departmental Expenditures 1,315 1,115 1,154 3,500 (2,346)

Total Township Office Tavistock 1,315 1,115 1,154 3,500 (2,346)

Former PUC Office11-183-021 Departmental Revenue (6,035) (4,232) 0 (3,500) 3,50011-183-121 Departmental Expenditures 9,667 4,830 4,191 6,700 (2,509)

Total Department 183 - Former PUC Office 3,632 598 4,191 3,200 991

General Administration11-191-021 Departmental Revenue (13,802) (7,116) (13,376) (10,600) (2,776)11-191-121 Departmental Expenditure 178,590 136,775 137,966 202,500 (64,534)11-191-126 Municipal Election 5,252 1,252 1,106 5,000 (3,894)

Total General Administration 170,039 130,912 125,696 196,900 (71,204)

Parks & Recreation Admin11-758-021 Departmental Revenue (57,000) (3,000) (24,350) 0 (24,350)11-758-121 Departmental Expenditures 64,011 6,250 8,820 36,150 (27,330)

Total Parks & Recreation Admin 7,011 3,250 (15,530) 36,150 (51,680)

Hickson Park11-751-021 Departmental Revenue (1,485) (2,235) (673) 0 (673)11-751-121 Departmental Expenditures 16,640 10,276 10,931 21,850 (10,919)

Total Hickson Park 15,155 8,041 10,258 21,850 (11,592)


Innerkip Park11-752-021 Departmental Revenue 0 0 0 0 011-752-121 + 11-752-851 Departmental Expenditures 37,463 33,038 28,962 41,550 (12,588)

Total Innerkip Park 37,463 33,038 28,962 41,550 (12,588)

Stonegate Park11-754-021 Departmental Revenue 0 0 0 0 011-754-121 Departmental Expenditures 6,383 5,930 3,062 3,500 (438)

Total Innerkip Estates Park 6,383 5,930 3,062 3,500 (438)

Innerkip Community Centre11-761-021 Departmental Revenue (17,551) (12,545) (16,450) (20,000) 3,55011-761-121 Departmental Expenditures 42,036 31,417 24,922 36,900 (11,978)

Total Innerkip Community Centre 24,485 18,872 8,472 16,900 (8,428)

Tavistock Park11-753-021 Departmental Revenue (11,464) (10,573) (8,207) (9,300) 1,09311-753-121 Departmental Expenditures 55,156 43,717 36,430 61,100 (24,670)

Total Tavistock Park 43,692 33,143 28,223 51,800 (23,577)

Bender Subdivision Parkette11-756-021 Departmental Revenue 0 0 0 0 011-756-121 Departmental Expenditures 1,234 1,132 1,756 1,700 56

Total Bender Subd Passive Park 1,234 1,132 1,756 1,700 56

Tavistock Memorial Hall11-755-021 Departmental Revenue (22,062) (17,351) (14,074) (23,000) 8,92611-755-121 Departmental Expenditures 50,023 37,286 34,156 55,650 (21,494)

Total Tavistock Memorial Hall 27,961 19,935 20,082 32,650 (12,568)

TDRC - Arena11-781-021 Departmental Revenue (365,384) (243,184) (239,250) (373,250) 134,00011-781-121 Departmental Expenditures 423,945 288,856 284,870 440,700 (155,830)

Total TDRC - Arena 58,561 45,672 45,620 67,450 (21,830)

TDRC - Concession Booth11-782-021 Departmental Revenue (32,606) (19,864) (17,272) (34,000) 16,72811-782-121 Departmental Expenditures 25,911 15,345 14,823 27,300 (12,477)

Total TDRC - Concession Booth (6,695) (4,519) (2,449) (6,700) 4,251

TDRC - Vending Machines11-783-021 Departmental Revenue (3,120) (1,642) (1,808) (3,600) 1,79211-783-121 Departmental Expenditures 1,478 871 504 1,600 (1,096)

Total TDRC - Vending Machines (1,642) (772) (1,303) (2,000) 697


TDRC Pro Shop/Skate Sharpening11-784-021 Departmental Revenue 0 0 (164) (50) (114)11-784-121 Departmental Expenditures 0 0 0 0 0

Total TDRC Pro Shop/Skate Sharpening 0 0 (164) (50) (114)

TDRC - Liquor11-785-021 Departmental Revenue 0 0 0 0 011-785-121 Departmental Expenditures 0 0 0 0 0

Total TDRC - Liquor 0 0 0 0 0

TDRC - Ice Resurfacer11-786-021 Departmental Revenue (3,477) (3,827) (3,300) (3,300) 011-786-121 Departmental Expenditures 1,477 1,214 495 2,560 (2,065)

Total TDRC - Ice Resurfacer (2,000) (2,613) (2,805) (740) (2,065)Total TDRC Operating 48,223 37,768 38,899 57,960 (19,061)

11-766-021 Revenue (1,160) (210) (37,123) 0 (37,123)11-766-121 + 11-766-945 Expenses/Equity 1,160 0 63 0 6311-766-430 Construction 0 0 7,469 0 7,469

Total Hickson Trail 0 (210) (29,591) 0 (29,591)

Hickson Recreation Committee11-762-000 Surplus/Deficit 4,723 0 0 0 011-762-711 Administration (5,538) 2,062 2,830 0 2,83011-762-712 Concession 176 719 (279) 0 (279)11-762-713 Minor Ball Program (1,052) (952) 1,379 0 1,37911-762-716 Park Tractors 364 58 0 0 011-762-718 Park Grass Cutting 0 0 1,014 0 1,01411-762-720 Tournaments 0 0 0 0 011-762-721 Fireworks 39 39 0 0 011-762-731 Banquet 0 0 0 0 011-762-734 Fundraising - Non Licensed 0 0 0 0 011-762-945 Equity 1,288 0 0 0 0

Total Hickson Recreation Committee 0 1,924 4,944 0 4,944

Innerkip Recreation Committee11-763-000 Surplus/Deficit 0 0 0 0 011-763-121 DepartmentalExpenditures 0 0 0 0 011-763-711 Administration (2,004) (1,373) 3,951 0 3,95111-763-712 Concession 8,383 11,760 2,338 0 2,33811-763-713 Minor Ball Program (17,076) (17,441) (5,823) 0 (5,823)11-763-714 Other Ball Programs 2,150 2,150 (7,102) 0 (7,102)11-763-715 Grounds 8,127 7,642 3,185 0 3,18511-763-716 ParkTractors 2,015 1,961 3,025 0 3,025


11-763-717 Diamond Maintenance/Setup 11,535 10,821 17,276 0 17,27611-763-718 Park Grass Cutting 0 0 2,520 0 2,52011-763-720 Tournaments (16,402) (16,902) (13,563) 0 (13,563)11-763-721 Fireworks 22 22 (4,748) 0 (4,748)11-763-731 Banquet 0 0 4,831 0 4,83111-763-734 Fundraising - Non Licensed 0 0 (9,400) 0 (9,400)11-763-735 Activity 735 (600) (600) (200) 0 (200)11-763-430 Capital 2,886 2,886 0 0 011-763-945 Equity 964 0 0 0 0

Total Innerkip Recreation Committee 0 927 (3,709) 0 (3,709)

Police Services Board11-252-112 Conferences & Seminars 5,841 5,460 2,468 6,200 (3,732)11-252-121 Departmental Expenses 6,427 5,148 3,911 7,225 (3,314)

Total Police Services Board 12,268 10,609 6,379 13,425 (7,046)

Township Policing11-253-006 Ontario Grants (36,676) (6,676) (6,668) (35,000) 28,33211-253-021 Departmental Revenue 0 0 0 0 011-253-121 Departmental Expenitures 990,410 730,974 711,664 964,601 (252,937)

Total Township Policing 953,734 724,298 704,996 929,601 (224,605)

Total All Policing 966,003 734,907 711,375 943,026 (231,651)

By-Law Enforcement11-261-021 Departmental Revenue (600) (600) 0 (1,500) 1,50011-261-121 Departmental Expenditures 20,405 15,615 14,725 26,900 (12,175)

Total By-Law Enforcement 19,805 15,015 14,725 25,400 (10,675)

Animal Control11-281-021 Departmental Revenue (120) (120) (120) 0 (120)11-281-121 Departmental Expenditures 8,624 6,731 6,482 12,000 (5,518)

Total Animal Control 8,504 6,611 6,362 12,000 (5,638)

Livestock Claims11-282-021 Departmental Revenue 0 0 0 (500) 50011-282-121 Departmental Expenditures 0 0 0 1,500 (1,500)

Total Livestock Claims 0 0 0 1,000 (1,000)

Fence Viewers11-283-121 Departmental Expenditures 0 0 0 0 0

Total Fence Viewers 0 0 0 0 0


Crossing Guards11-381-121 Departmental Expenditures 31,183 20,984 20,910 30,450 (9,540)

Total Crossing Guards 31,183 20,984 20,910 30,450 (9,540)

11-581-121 12th Line Baptist Cemetery 625 625 625 650 (25)11-582-121 Vandecar Cemetery 475 475 475 500 (25)11-583-121 17th Line Evangelical Cemetery 500 500 500 525 (25)11-584-121 Brickyard Cemetery 500 500 500 500 0

Total Cemeteries 2,100 2,100 2,100 2,175 (75)

Seniors Picnic11-631-121 Departmental Expenditures 1,309 1,309 622 1,500 (878)

Total Seniors Picnic 1,309 1,309 622 1,500 (878)

Planning & Zoning Admin11-811-021 Departmental Revenue (5,500) (4,625) (6,675) (5,500) (1,175)11-811-121 Departmental Expenditures 468 359 2,503 3,600 (1,097)

Total Planning & Zoning Admin (5,032) (4,266) (4,172) (1,900) (2,272)

Economic Development11-812-121 Departmental Expenditures 27,000 27,000 30,000 30,000 0

Total Economic Development 27,000 27,000 30,000 30,000 0


Building and Structural Inspection11-271-021 Departmental Revenue (174,492) (101,026) (245,386) (113,500) (131,886)11-271-121 + 11-271-140 Departmental Expenditures 235,953 111,178 142,762 190,260 (47,498)11-271-812 2006 GMC Canyon 2,734 2,228 1,874 4,100 (2,226)

Total Building and Structural Inspection 64,195 12,380 (100,751) 80,860 (181,611)

11-313-372 Departmental Expenditures 6,125 4,656 5,070 8,150 (3,080)Total Locates 6,125 4,656 5,070 8,150 (3,080)

Agriculture & Reforestation11-871-021 Departmental Revenue (86,061) (76,191) (26,656) (93,500) 66,84411-871-121 Departmental Expenditures 78,211 55,390 40,491 127,325 (86,834)11-871-122 Wages Not Grant Eligible 9,342 5,185 8,070 0 8,07011-871-128 Drain Repair Charge-Outs 0 0 (43) 1,500 (1,543)

Total Agriculture & Reforestation 1,492 (15,617) 21,862 35,325 (13,463)

Tile Drainage11-881-021 Departmental Revenue (26,684) (26,684) (26,684) (50,000) 23,31611-881-121 Departmental Expenditures 43,149 24,714 34,658 50,650 (15,992)

Total Tile Drainage 16,465 (1,970) 7,973 650 7,323


Hickson Fire Department11-211-021 Departmental Revenue (14,335) (4,285) (3,100) (2,500) (600)11-211-121 Departmental Expenditures 68,917 38,556 49,136 67,750 (18,614)11-211-123 FD Incident Response 81,879 52,324 62,135 77,500 (15,365)11-211-124 FD Training & Practice 46,587 23,195 29,226 41,750 (12,524)11-211-131 Fire Prevention 437 843 457 1,700 (1,243)11-211-132 Fire Public Education 145 551 944 2,200 (1,256)11-211-801 2001 Ford Sterling Pumper 4,890 3,644 1,776 5,700 (3,924)11-211-802 2007 Freightliner Tanker 5,542 5,449 2,373 6,400 (4,027)11-211-803 2006 Rescue Van 1,589 1,589 3,750 4,300 (550)

Total Hickson Fire Department 195,651 121,866 146,697 204,800 (58,103)

Innerkip Fire Department11-222-021 Departmental Revenue (29,639) (1,195) (231) (26,000) 25,76911-222-121 Department Expenditures 61,415 44,218 44,404 66,750 (22,346)11-222-123 FD Incident Response 26,520 14,702 20,502 40,100 (19,598)11-222-124 FDTraining & Practice 26,157 17,469 15,048 38,250 (23,202)11-222-131 Fire Prevention 437 843 457 1,700 (1,243)11-222-132 Fire Public Education 145 551 944 2,200 (1,256)11-222-804 2005 F/Liner Pumper 8,173 6,583 3,675 7,600 (3,925)11-222-805 2015 Freightliner Pumper/Tanker 3,780 3,579 2,374 6,900 (4,526)11-222-806 1999 Ford Rescue Van 3,203 3,081 3,129 4,450 (1,321)

Total Innerkip Fire Department 100,191 89,830 90,302 141,950 (51,648)

Tavistock Fire Deparetment11-233-021 Departmental Revenue (23,781) (3,075) (650) (10,000) 9,35011-233-121 Departmental Expenditures 82,991 48,327 50,578 70,800 (20,222)11-233-123 FD Incident Response 56,111 22,052 50,331 65,000 (14,669)11-233-124 FD Training & Practice 38,412 17,969 19,353 40,250 (20,897)11-233-131 Fire Prevention 437 843 457 1,700 (1,243)11-233-132 Fire Public Education 420 826 1,963 2,300 (337)11-233-807 1998 International Pumper 3,983 3,056 3,197 4,200 (1,003)11-233-808 2014 Freightliner Pumper/Tanker 2,803 2,742 2,790 4,100 (1,310)11-233-809 2006 Freightliner Rescue Van 2,240 1,835 3,933 3,300 633

Total Tavistock Fire Department 163,615 94,575 131,952 181,650 (49,698)

Township Fire Department11-244-021 Departmental Revenue (750) (550) (1,062) (1,500) 43811-244-121 Departmental Expenditures 114,311 83,124 96,221 120,000 (23,779)11-244-131 Fire Prevention 9,503 7,324 3,374 7,600 (4,226)11-244-132 Fire Public Education 5,363 4,713 4,082 4,700 (618)11-244-834 2014 Dodge RAM Pickup 2,893 2,374 2,873 4,250 (1,377)

Total Township Fire Department 131,320 96,985 105,489 135,050 (29,561)

Community Emergency Management11-246-021 Departmental Revenue 0 0 0 0 0


11-246-121 Departmental Expenditures 10,684 6,294 5,188 28,775 (23,587)Total Community Emergancy Management 10,684 6,294 5,188 28,775 (23,587)


Roads & PW - Overhead11-311-021 Departmental Revenue (8,579) (4,674) (183) (10,000) 9,81711-311-121 Departmental Expenditures 557,969 283,878 314,162 514,000 (199,838)

549,389 279,204 313,980 504,000 (190,020)

11-311-821 1999 Champion 740A Grader (35,518) (24,749) (28,212) (29,340) 1,12811-311-822 Not Used 0 0 0 0 011-311-823 2004 Volvo 730B Grader (3,763) (8,621) 1,075 (23,340) 24,41511-311-824 2016 John Deere Tractor (14,022) (10,586) (9,185) (12,725) 3,54011-311-825 2010 Caterpillar Loader (20,132) (13,377) (6,986) (19,175) 12,18911-311-826 2014 Case Backhoe (11,069) (9,219) (7,795) (10,600) 2,80511-311-827 Chainsaws and other small eqp. 9,323 9,045 (1,175) 7,500 (8,675)11-311-828 Snowplows, Wings, etc 14,126 8,797 9,151 24,655 (15,504)11-311-829 2006 Vermeer Brush Chipper (2,301) (2,158) (1,588) (4,200) 2,61211-311-830 2015 International Dump Truck (63,415) (51,758) (27,091) (31,635) 4,54411-311-831 2015 Freightliner Dump Truck (39,075) (30,073) (24,559) (29,390) 4,83111-311-832 2006 Sterling Dump Truck (9,391) (5,916) 6,024 (10,300) 16,32411-311-833 2013 TerraStar Flatbed (24,482) (18,490) (18,084) (10,730) (7,354)11-311-834 Not Used 0 0 0 0 011-311-835 2015 RAM Pickup (PW Foreman) 2,665 1,047 4,655 9,620 (4,965)11-311-836 2017 Chevrolet Silverado Pickup (PW Manager) 4,951 4,209 3,767 10,470 (6,703)11-311-837 2014 RAM Pickup (Bldg/Drainage) 3,606 1,552 2,277 4,190 (1,913)11-311-838 1994 International PW Water Tanker 2,397 50 (797) 0 (797)

Total Equipment (186,100) (150,246) (98,522) (125,000) 26,478

Roads & PW Facilities11-312-121 Departmental Expenditures 40,380 27,589 30,055 53,750 (23,695)

Total Roads & PW Facilities 40,380 27,589 30,055 53,750 (23,695)

Roads & PW - Road Maintenance11-313-021 Departmental Revenue (6,534) (6,459) (13,665) (10,000) (3,665)11-313-315 HM-Patching/Base Repair 13,974 13,325 8,526 37,080 (28,554)11-313-317 HM-Sweeping 6,038 3,932 4,353 9,540 (5,187)11-313-318 HM-Shoulder Maintenance 54,788 43,154 8,531 32,590 (24,059)11-313-319 HM-Other Maintenance 12,079 463 10,385 16,615 (6,230)11-313-331 LM-Patch Gravel Service 3,938 2,485 3,758 15,060 (11,302)11-313-334 LM-Grading 62,849 40,252 41,263 61,850 (20,587)11-313-335 LM-Dust Control 104,501 104,501 136,383 124,575 11,80811-313-337 LM-Gravel Resurfacing 158,052 158,052 146,700 160,075 (13,375)11-313-341 RM-Grass Cutting/Seed/Sod 23,773 22,265 24,316 25,250 (934)11-313-342 RM-Tree Planting & Removal 157,505 144,093 93,702 153,100 (59,398)11-313-343 RM-Tree Trimming/Brush Removal 0 0 0 0 011-313-344 RM-Spraying 0 0 0 0 011-313-345 RM-Debri Pick up 9,668 7,114 9,436 8,810 62611-313-346 RM-Ditching Grader 10,606 7,184 8,349 36,075 (27,726)11-313-347 RM-Other Roadside Maintenance 1,522 873 4,291 6,810 (2,519)11-313-348 RM-Sewers & Drains 1,761 1,573 10,679 9,560 1,119


11-313-349 RM-Catchbasin Repairs/Cleaning 1,294 578 3,804 24,570 (20,766)11-313-361 Bridge Maintenance 5,814 5,783 7,329 7,860 (531)11-313-364 Culvert Installation & Repair 21,527 17,392 13,006 30,925 (17,919)11-313-371 Signs/Barricades/Guide Rails 24,862 14,932 15,761 18,650 (2,889)11-313-381 Hydrant Repair & Replacement 0 0 0 0 0

Total Roads & PW - Road Maintenance 668,017 581,494 536,906 768,995 (232,089)

Roads & PW - Winter Maintenance11-314-021 Departmental Revenue (9,430) 0 0 (5,000) 5,00011-314-411 Truck-Plowing/Salting/Sanding 153,870 99,320 87,844 158,200 (70,356)11-314-412 Grader-Plowing/Iceblading 42,729 27,136 18,872 51,500 (32,628)11-314-413 Hauling Sand & Salt 0 0 0 0 011-314-414 Snowfence Erection & Removal 10,086 3,227 4,564 12,650 (8,086)11-314-415 Other Winter Activities 2,819 1,132 6,126 4,460 1,66611-314-416 Snow Removal from Streets 10,893 5,358 258 18,810 (18,552)11-314-417 Snow Removal- Parking Lots, etc 949 786 753 2,615 (1,862)11-314-418 Snow Removal- Sidewalks 15,579 9,426 8,100 10,000 (1,900)

Total Roads & PW - Winter Maintenance 227,495 146,385 126,518 253,235 (126,717)

Roads & PW - Sidewalks11-322-531 Sidewalk Repair & Maintenance 7,693 2,807 5,798 27,500 (21,702)

Total Roads & PW - Sidewalks 7,693 2,807 5,798 27,500 (21,702)

Leaf & Yard Waste Program11-351-021 Departmental Revenue (79,507) 0 0 (50,100) 50,10011-351-121 Departmental Expenditures 79,784 59,026 31,490 50,100 (18,610)

Total Leaf & Yard Waste Program 277 59,026 31,490 0 31,490

Streetlighting11-371-021 Departmental Revenue (3,970) (3,970) 0 0 011-371-121 Departmental Expenditures 70,629 50,126 42,809 62,000 (19,191)

Total Streetlighting 66,659 46,156 42,809 62,000 (19,191)

Total Public Works 1,373,810 992,414 989,033 1,544,480 (555,447)


11-000-430 General Government 0 (1,000) 0 0 011-111-430 Council 947 947 1,302 1,000 30211-181-430 Hickson Office 39,913 1,313 0 100,000 (100,000)11-182-430 89 Loveys Street 0 0 0 0 011-183-430 Former PUC Office 0 0 0 0 011-191-430 General Admin 17,984 4,884 21,385 25,000 (3,615)11-758-430 Parks Administration 0 0 0 0 011-751-430 Hickson Park 37,051 49,940 2,055 20,000 (17,945)11-752-430 Innerkip Park 25,000 55,004 (15,852) 25,000 (40,852)11-754-430 Stonegate Park 0 0 458 0 45811-761-430 Innerkip Community Centre 15,002 85,752 0 15,000 (15,000)11-753-430 Tavistock Park 24,928 58,798 14,934 25,000 (10,066)11-756-430 Bender Subdivision Park 0 0 0 0 011-755-430 Tavistock Memorial Hall 20,000 0 428 20,000 (19,572)11-787-430 TDRC - Capital 39,568 43,054 44,872 35,000 9,87211-788-430 TDRC - Reserves 0 0 0 0 0


11-211-430 Hickson 54,850 1,006 1,408 11,000 (9,592)11-222-430 Innerkip 22,469 350,469 0 11,000 (11,000)11-233-430 Tavistock 29,933 3,203 1,282 11,000 (9,718)11-244-430 Township 196,381 95,514 51,330 242,000 (190,670)11-246-430 CEMC 0 0 0 0 0

Roads & PW11-312-430 Facilities 60,000 0 0 65,000 (65,000)11-315-430 Departmental Capital 0 0 3,000 0 3,00011-315-431 Municipal Drains 100,000 129,458 1,746 60,000 (58,254)11-315-434 + 11-315-021-0949 Equipment and Vehicles 0 265,325 (21,150) 0 (21,150)11-315-435 Debenture Payments 0 0 0 0 011-315-440 Maplewood Side Road Hard Top 194,480 175,659 199,005 200,000 (995)11-315-441 Homewood/Victoria Recon 84,691 84,626 0 0 011-315-442 Guiderails 0 0 0 0 011-315-443 Bridges 75,360 0 4,042 75,000 (70,958)11-315-444 Fibermat Projects 0 0 1,869 50,000 (48,131)11-315-445 Innerkip Streets Debenture 132,284 132,284 132,284 132,000 28411-315-446 13th Line North End Pulverize 52,854 52,854 0 0 011-315-447 Tavistock NW SWMF 0 0 0 0 011-315-448 Adam St Pave & Shave 0 0 0 0 011-315-449 Jacob St East Reconstruction, Tavistock 43,301 26,366 646,560 150,000 496,56011-315-450 17th Line Padding and Fibremat 9,206 159,206 0 0 011-315-451 ATSA Paving Scott, Raglan, Queen 11,181 11,181 0 0 011-315-452 Top Coat Asphalt Projects 0 0 0 50,000 (50,000)11-315-453 Woodstock Street South Reconstruction 0 0 51,623 0 51,62311-315-454 Asphalt Top Coat Reserve 0 0 0 0 011-315-455 Asset Mgmt/Gravel to Hard Top 0 0 0 369,363 (369,363)11-371-430 Streetlights 81,176 26,717 26,095 70,512 (44,417)11-322-430 Sidewalks 24,950 0 9,702 25,000 (15,298)

Total - Operating and Capital (179,258) (807,299) (2,365,825) 0 (2,365,825)


Total Summary

Taxation (4,573,279) (4,573,279) (5,285,670) (5,284,005) (1,665)General Gov't / Non-Governmental (1,191,567) (1,060,644) (1,189,772) (1,108,771) (81,001)

Corporate Services - Operating 2,128,532 1,612,650 1,528,422 2,243,211 (714,789)Corporate Services - Capital 220,393 298,693 69,583 266,000 (196,417)Total Corporate Services 2,348,925 1,911,343 1,598,005 2,509,211 (911,206)

Building & Drainage - Operating 88,277 (550) (65,845) 124,985 (190,830)

Fire & Protective Services - Operating 601,459 409,550 479,627 692,225 (212,598)Fire & Protective Services - Capital 303,633 450,192 54,021 275,000 (220,979)Total Fire & Protective Services 905,092 859,742 533,648 967,225 (433,577)

PW &Development - Operating 1,373,810 992,414 989,033 1,544,480 (555,447)PW &Development - Capital 869,483 1,063,676 1,054,775 1,246,875 (192,100)

2,243,294 2,056,090 2,043,809 2,791,355 (747,546)

Total (179,258) (807,299) (2,365,825) 0 (2,365,825)


11-000:899 Check Balance (179,258) (807,299) (2,365,825) 0 (2,365,825)


STAFF REPORT

Report #TR2017-20



Subject: 2018 Policing Costs


Background: The Ontario Provincial Police (OPP) has provided the Township with the 2018

Annual Billing Statement package. In addition to providing the estimates for 2018, it provides the Township with a detailed costing of the OPP activity for

our area. As well, it outlines the adjustments made on the billing for 2015-2016 annual reconciliations given the collective bargaining agreement that

was reached.

Discussion: Costs are allocated to all OPP policed municipalities based on two main

criteria – “Base Costs” and “Calls for Service”. For 2018 billing purposes, the allocation of the municipal workload across detachments has been

calculated to be 57.4% for Base Services, and 42.6% Calls for Service.

The first criteria, Base Costs, includes supervisory positions, administrative positions as well as a portion of frontline proactive policing duties such as

patrol, RIDE and crime prevention. The rationale is that all OPP policed municipalities benefit from these ‘base level’ policing services and should

therefore pay their equitable share on a Province-wide basis. The Province-wide cost is allocated based upon Property Counts (as provided by MPAC),

with selective omission for low call volume properties, such as billboards,

bridges/ tunnels etc. Given this, the Township’s 2018 share of the Base Service costs are $191.35 per property, for a total cost of $559,890.

Calls for Service is the other primary criteria for policing costs. As one of the

primary cost drivers in policing, Calls for Service is the reactive based component of policing and is based on the number and type of calls

received. The municipality’s Calls for Service cost is based on a proportionate share of the total cost of municipal calls for service costs

wjaques

Text Box

#6.i

Staff Report – 2018 Policing Costs Page 2

calculated for the Province and is based on weighted time standards applied to the historical calls for service. The municipality’s total weighted time is

then calculated as a percentage of the total of all municipalities. Given this, the Township’s 2018 Calls for Service costs are $120.92 per property, for a

total cost of $353,803.

When the new billing model was implemented in 2015, a phase-in component was introduced to ensure costs were allocated fairly for

municipalities facing large policing increases, as well as those who would be seeing a decrease. The Township has now been fully phased-in to the new

model. Additionally, there were some minor adjustments to consider the year-end adjustments over 2015 and 2016, given the contract arbitration

that has now been settled.

The grand total for 2018 OPP Costs is $920,818. This is a slight reduction of

$22,783 from the 2017 cost of $943,601. This amount will be incorporated into the 2018 Operating Budget.

Attachments: 1. 2018 OPP/Police Annual Billing Statement

Recommendations: 1. None. Information only.

CAO Comments:

Good report.


Jeff Carswell, AMCT


Sean Hilderley


Municipal Policing BureauBureau des services policiers des municipalités

O. Reg 267/14

OPP 2018 Annual Billing Statement

East Zorra-Tavistock Tp

Estimated cost for the period January 1 to December 31, 2018

Please refer to www.opp.ca for 2018 Municipal Policing Billing General Information summary for further details.

Cost per

Property Total Cost

$ $

Base Services Property Counts

Household 2,781

Commercial and Industrial 145

Total Properties 2,926 191.35 559,890

Calls for Service (see summaries)

Total all municipalities $150,757,055

Municipal portion 0.2347% 120.92 353,803

Overtime 7.70 22,523

Contract Enhancements (pre-2015) (see summary) - -

Court Security (see summary) - -

Prisoner Transportation (per property cost) 2.19 6,408

Accommodation/Cleaning Services (per property cost) - -

Total 2018 Estimated Cost 322.15 942,624

Year Over Year Variance (estimate for the year is not subject to phase-in adjustment)

2017 Estimated Cost per Property 322.93

2018 Estimated Cost per Property (see above) 322.15

Cost per Property Variance (Decrease) 0.78

2015 Year-End Adjustment (see summary) (18,742)

2016 Year-End Adjustment (see summary) (3,064)

Grand Total Billing for 2018 920,818

2018 Monthly Billing Amount 76,735

OPP 2018 Annual Billing Statement 1 of 14

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Typewritten Text

560,556

jcarswell

Typewritten Text

355,438

jcarswell

Typewritten Text

20,887

jcarswell

Typewritten Text

6,721

jcarswell

Typewritten Text

943,601

jcarswell

Typewritten Text

943,601

jcarswell

Typewritten Text

78,633

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Typewritten Text

2017

2018 Calls for Service Billing SummaryFor the Period January 1 to December 31, 2018

East Zorra-Tavistock Tp

2013 2014 2015 2016 Four Year

Average

2018

Average

Time

Standard

Total Weighted

Time

% of Total

Provincial

Weighted Time

2018 Estimated

Calls for Service

Cost

A B C = A * B

(Note 1) (Note 2) (Note 3)

Drug Possession 4 9 4 5 6 6.3 35 0.0022% 3,285$

Drugs 9 3 - 1 3 34.4 112 0.0070% 10,598$

Operational 390 388 415 446 410 3.5 1,434 0.0902% 135,942$

Operational 2 270 249 187 177 221 1.2 265 0.0167% 25,110$

Other Criminal Code Violations 20 12 10 7 12 7.8 96 0.0060% 9,057$

Property Crime Violations 139 125 119 111 124 6.8 840 0.0528% 79,605$

Statutes & Acts 35 40 48 54 44 3.2 142 0.0089% 13,422$

Traffic 83 93 95 103 94 3.4 318 0.0200% 30,134$

Violent Criminal Code 36 32 30 29 32 15.5 492 0.0309% 46,649$

Total 986 951 908 933 945 3,732 0.2347% 353,803$

Provincial Totals 389,097 382,989 365,441 366,389 375,979 1,590,416 100.0000% 150,757,055$

Note 1) Showing no decimal places, for billing purposes the exact calculated numbers have been usedNote 2) Showing 4 decimal places here, for calculations 9 decimal places have been usedNote 3) Costs rounded to 0 decimals

Calls for Service Billing

Workgroups

Calls for Service Count

OPP 2018 Calls for Service Summary 5 of 14

STAFF REPORT

Report #TR2017-21



Subject: Audit RFP


Background: As reported in October, there was an RFP issued for Audit Services. Initially

the hope was to bring the results forward for Council review at the October 18th meeting; however, it was pushed back to give Staff sufficient time to

review the 5 submissions and to perform any necessary follow up and reference checks.

Discussion:

From time to time, municipalities should perform an RFP for Audit services to ensure the current auditor’s fees and hours are in line with industry

practices. There is also benefit to having a new perspective on current practices to offer alternative solutions and improve staff awareness. The

process ideally would not only ensure that the Township is in compliance with all regulations, but bidders can also offer solutions to ensure we are

working as efficiently and effectively as possible. This RFP proposes a five year term, which could be extended by Council if deemed appropriate.

The evaluation process was undertaken by the Finance Manager/Treasurer

and the Deputy Treasurer, with approval by the CAO. As part of the process, there was an analysis completed for the firms hours, hours by staff

level and total hours estimated for the Audit.

There was also an evaluation of all proposals with rating system based on

several criteria. Some of the considerations were the technical qualifications of the firm, the staff assigned to the audit engagements qualification, quality

of bid proposal, cost, etc. The ratings were compared and provided us with some direction for reference checks to assist in the bringing forward a

recommendation. Attached is the bid summary, including proposal highlights.

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After review, Staff recommends Scrimgeour & Company as the auditing firm for East Zorra-Tavistock. They have significant experience working with

municipalities of similar size and are currently the auditors for South-West Oxford and the Township of Zorra. Further, Scrimgeour & Company is also

the Auditor for the County of Oxford. This is beneficial as they already have an understanding of the requirements between the upper and lower tiers in

Oxford, which will allow for a much smoother transition.

Another significant factor for recommending Scrimgeour & Company was the amount of hours being allocated to the Senior staff members in combination

with the costing for Senior staff time. There are ample technical qualifications amongst their staff members and they have a unique

understanding of the challenges and resource limitations of smaller Townships, especially in Oxford County.

Attachment: 1. Audit RFP Comparison Chart

Recommendation:

1. That Council approve the appointment of Scrimgeour & Company as

the Auditor for the Township of East Zorra-Tavistock, for 2017 through to 2021.

CAO Comments:

Good report and analysis. I would

concur with the recommendation.


Jeff Carswell, AMCT


Sean Hilderley


Staff Partner Total

BDO Stratford $34,070 221.5 9.5 231Meets Technical Requirements

EZT, Perth East, Works withinOxford Coutny

Millards (Brantford) Brantford $22,925 130.25 12.75 143

Meets Technical Requirements

Brantford, Ingersoll, Works within Oxford

Millards (Norwich) Norwich $25,470 117 25 142

Meets Technical Requirements

Norwich, Norfolk, DelhiWorks within Oxford County

MNP Waterloo $26,838 254 15 269Meets Technical Requirements

Generally larger, Kenora, Timmins, Markham

Scrimgeour London $25,001 172 61 233Meets Technical Requirements

Township of Zorra, SWOXWorks Within Oxford County

** A rating system was applied to evaluate each RFP based on Techinal Requirements, Price, Completeness of RFP, Staff Hours, Similar Experience and other factors. Please feel free to direct all inquired to the Finance Manager/Treasurer in regards to the evaulation system used. **

Council Information 2017-2021 Audit Service RFP

Audit Firm Service OfficeRFP Bid

HST InclusiveTechnical Requirement

Assessment Similar Experience To EZT

Hour Estimates

STAFF REPORT

Report #TR2017-22



Subject: 2018 Grants to Organizations


Background:

Municipal Grants are provided to organizations to advance important programs and services to residents. This year there has been a further

increase of grant requests over 2017, as the number had nearly doubled. In 2016, Council approved a policy related to the provision of grants to local

organizations and I have included a copy as Attachment #1. This policy

outlines the criteria for organizations looking for funding and allows Council to evaluate all requests in a fair and equitable manner.

Discussion:

Staff received 9 applications for the 2018 budget year, ranging from $100 to $24,000. The sum of all grant requests total $45,085. As per the approved

policy, the following criteria are summarized for individual application for Council consideration in an attachment to this report (Attachment 2):

• Name of the Applicant (organization)

• Core service provided by the Organization • Amount of grant requested

• Project identified for the requested funds • Received grants in previous year (2017)

• Financial Statements provided with the application

Financial Implication: If all requests were approved, the impact on the 2018 operating budget will

be $45,085. This is a significant increase from 2017 budget totals amount of $6,200. An annual limit has been previously suggested and I would concur

that this would be an appropriate action. There are advantages to a hard

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Staff Report – 2018 Grants to Organizations Page 2

cap limit as it would allow organizations to appropriately scale their requests when making a submission. I would suggest if Council has an appetite for a

hard cap that we would then have that discussion as part of the annual grant application review.

The policy also calls for annual policy review in conjunction with the grant

application review. Each year there are challenges evaluating the requests and determining an appropriate overall level of funding and for each request

submitted. If Council requires additional information to assist with evaluating the applications, the complete submissions could be made

available for more detailed review.

Attachments: 1. Policy GP3.06 – Grants to Organizations Policy 2. Summary of 2018 Applications Received

Recommendations:

1. That Council provide direction to Staff as to overall funding levels for grant applications to help us determine the amounts for our 2018

budget.

2. That Council confirms that the Township’s 2017 annual policy review

has been completed, as per the requirements in the Grants to Organizations Policy.

CAO Comments:

Good report. The only specific suggestion

I would make is the Innerkip Fastball

request be considered under the Innerkip

Park Capital Budget. While it would be a

significant reduction, requests remain

3.5X the 2017 budget, so staff will need

direction from Council for preparation of

the operating budget.


Jeff Carswell, AMCT


Sean Hilderley


GP3.06 Grants to Organizations

Page 1 of 4

Township of East Zorra-Tavistock

Treasury Policies

Title: Grants to Organizations

Section: Financial Policies Number: GP3.06

Version: 1.0 Review Frequency: Annual

Approved by: Council Approval Date: 2016-04-06

Application: To provide direction and a policy framework around providing Township grants to organizations.

Notes:

1. Purpose:

a. The purpose of this policy is to set out procedures and criteria around the

provision of Township grants to local organizations, groups and clubs. While the Township has the ability to provide grants for a variety of purposes, individuals also have that ability and for many purposes, it would be preferable for individuals to decide where they wish to contribute. Township contributions essentially convert property taxation into donations that people individually may choose to support or not support. The Township would prefer that individuals make their own informed decisions about which organizations and events to support.

2. 2016/2017 Transition Provisions:

a. For the 2016 Budget, the annual, regular grants provided shall be the

same as contained in the 2015 budget. This will allow organizations that have traditionally received grant funding from the Township to transition into the new grant system in 2017. See highlighted grants. Information on this policy will be provided to those groups with their 2016 grants.

b. New or mid-year grant requests in 2016 will require an application as set out in Section 3 and will be reviewed by Council.

3. Policy:

a. All organizations wishing to obtain a grant from the Township must:

i. Submit a request for grant funding before September 30 of each


Page 2 of 4

year, for the following year

ii. The following information must be included with the request:

1. Group Name 2. Contact Information 3. Basic information about the organization and what it does 4. Financial Statement for latest fiscal year 5. Amount of Grant requested 6. Explanation of how the grant will be used and why it is

needed 7. Information on other sources of funding 8. If a Township grant was provided in the previous fiscal year,

details on how it was used and how it made a difference

*Please note - grant requests, once submitted to the Township, are public information and will be dealt with an open, public Council meeting.

b. The Township will review the grant requests in conjunction with the budget

deliberations for the upcoming year. The Township may request additional information or clarification from the organization when evaluating the request.

c. The Township will notify all grant applicants on their application status by

January 31st. Payment will be made following the event (if event related) or by June 30th of the following year (for general operating grants).

4. Evaluation Criteria

a. Grant applications will be evaluated on the following criteria (in no

particular order): i. Organizations operating area and mandate (local preferred) ii. Organizations Financial Need iii. Benefit to the Community iv. Proportion of community benefiting, affected, partaking, etc. v. Segment of community benefiting – emphasis on youth, seniors,

disadvantaged, vulnerable populations vi. Relief of Township responsibility ie. an event, facility or program/

service etc. that relieves the Township of “having” to provide it, or a scenario where “if the organization doesn’t do it, the Township will have to”


Page 3 of 4

5. Township Facility Usage Grants

a. Township facilities are operated with varying degrees of subsidy from the property tax base. As such, most rental fees do not cover the full cost associated with facility usage when viewed over an entire fiscal year. The Township also tracks revenues and expenses associated with each facility independently so it is clear the level of subsidy being applied. Some facilities also have incentives for facility operators to maximize facility usage, so waiving or reducing rental rates is not possible as it could impact facility management agreements. As such, facility rental rates cannot be waived and/or reduced for facility users.

b. Organizations seeking a grant equivalent to the rental fee for a Township

Facility must submit an application as set out in Section 3. Organizations should keep in mind that Township facility rates are already subsidized by property taxation to varying degrees and will not generally be approved. Event organizers are encouraged to seek other sources of funding such as event sponsors to ensure all event costs can be covered, including Township facility usage fees.

c. The provisions contained in this policy do not supersede or over-ride existing provisions related to facility usage contain in rental agreements and facility use agreements (for example, Tavistock Agricultural Society use of Tavistock Park and Facilities for the Annual Fall Fair, TDRFB Facility users Board Room usage, etc.).

6. Township Fire Department – Fire Prevention and Public Education Events

a. The Township Fire Department budget contains provisions for Fire

Prevention and Public Education Events. These activities may include rental of facilities, including the Township’s own facilities. When using Township facilities for Fire Prevention and Public Education Events, the Fire Department Budget shall be utilized for rental fees. This is only permitted for events that are open to public, there is no charge for entry and contain an appropriate amount of Fire Prevention and Education components, as determined by the Township Fire Chief, District Fire Chief and/or CAO.

b. All other Fire Department events would fall under the provisions in Section 3 and 4.

7. Unallocated Budget Amount

a. As part of the budget, Council may include a small “unallocated” amount

for unexpected items that may come up through the year. Unexpected


Page 4 of 4

items would generally be things related to: i. Loss due to adverse weather events ii. disaster relief / humanitarian aid contributions iii. catastrophic public or private loss events iv. unexpected tourism/business development opportunities

b. These requests will be dealt with by Council on a case by case basis.

When possible, as much information as possible as set out in Section 3 must be included with the request.

c. Requests under this section will be evaluated based on the criteria set out in Section 4, as well as within the broader context of the request ie. Disaster relief, catastrophic loss, etc.

8. General

a. This policy shall be administered by the Treasurer.

b. A register of grants to organizations will be maintained by the Treasurer.

c. This policy will be reviewed on an annual basis in conjunction with the grant review process in Q4.

9. References:

a. 2015 & 2016 Grants to Organization Information considered by Council at 2016 Budget

Grants to Organizations - Details

2017 Budget 2017 Actual 2018 Budget Purpose of Grant

Tavistock Optimist Club - Grass Cutting* $3,750 $5,436 $5,000 Park Grass Cutting Innerkip Fastball $0 $0 $24,000 8 Aluminum Bleachers for Canadian Championships/Innerkip ParkT.A. M. (Tavistock and Area Ministerial) $0 $0 $500 Periodic Community Lunch for Seniors & Disadvantages IndividualsTavistock Chamber of Commerce $0 $0 $2,000 Downtown MaintenanceTavistock Horticultural Society $100 $100 $100 Awards for Event for Community Children Colouring ContestTavistock Agricultural Society $250 $250 $250 Fall Fair CostsOxford County Plowmen $0 $0 $200 Prize Money, Banners and AdvertisingInnerkip Drop-in/Lawn Bowling/Resource $600 $600 $11,000 Repair and Maintenance - Natural Gas Hook upTavistock Optimist Club $535 Pub Night for Greater Revenue Misc Grants and Donations**** $1,500 see below $1,500Total For Application This year $6,200 $6,386 $45,085

* Grass cutting is actual amount**** Misc Grants & Donations - Historical Details

Innerkip & District Lions Club - Fireworks $0 $500$6,200 $6,886 $45,085

E1

STAFF REPORT

Report #BCO2017-11


From: Melanie Shiell, By-law Compliance Officer

Re: By-law Compliance – November 2017 Council Report



• None to report

Legislative Updates:

• None to report

By-law Compliance Activity for September 2017

Key Indicators for Council: Type of By-law Compliance response requests by

residents, as well as Staff success in bringing resolve to By-law Compliance requests.

OCCURRENCE TYPE

NUMBER OF NEW OCCURRENCES

(Commenced this Month)

NUMBER OF ON-GOING

OCCURRENCES (Commenced

prior to this Month)

YEAR TO DATE OCCURRENCES

Open Closed Open Open Closed

Property Standards 1 5 5 11

Clean Yard 6

Animal Control 1 1 10

Parking 3

Noise 1

Zoning 1 1 3

Illegal Dumping

Inquiry 12

Canine 1 1 3

Other 5

TOTAL 3 2 6 6 54

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Update on Significant Files: In addition to the information reported publicly for this report, an update on significant on-going files is included in the Closed Session agenda.

Attachments:

• None

Recommendation: 1. None. For Council information only.

C.A.O. Comments

Good update.

Report prepared

and submitted by:

Jeff Carswell


Melanie Shiell

By-law Compliance Officer

Department Approval:

Will Jaques

Corporate Services Manager/ Clerk

STAFF REPORT

Report #CSM2017-18


From: Will Jaques, Corporate Services Manager

Re: Corporate Services – November 2017 Council Report



• Additional Office public consultation planned for November 1 & 2 • Training and preparations for the 2018 Municipal Election are starting

Legislative Updates:

• AMCTO has published a new backgrounder on recent changes

to Ontario's Open Meeting rules. Read more here: http://www.amcto.com/getattachment/9ccc6780-95dd-460a-a72c-

468b0cb985c7/.aspx

Status of Significant Capital Projects:

Capital Project Current Status

Various Maintenance Items and Capital Upgrades

(Township Office)

Major maintenance and Capital Upgrades, consideration is part of ongoing discussions

regarding options for the Township Office.

2017 Capital Computer equipment replacements are nearly completed

Great Plains upgrade to be completed before end of the year

Hickson Community Room Consideration of this item is on hold.

http://www.amcto.com/getattachment/9ccc6780-95dd-460a-a72c-468b0cb985c7/.aspx

http://www.amcto.com/getattachment/9ccc6780-95dd-460a-a72c-468b0cb985c7/.aspx

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Staff Report – Corporate Services Monthly Reporting Page 2

Status of Land Use Planning Matters:

Applicant Location Application

Type

Nature of

Application

Status of

Applications

Christensen 168

Blandford St.,

Innerkip

Severance

ZBA

Severance of

an existing parcel of land.

Severance

application approved and

conditions being fulfilled. ZBA

approved in principle April

19/17.

Phillips 63 Park

Ave., Innerkip

Severance

Variance

Severance of


Severance/

Variance approved and

conditions being

fulfilled.

Oxford

Road Dev. 5 Inc.

132

Coleman Street,

Innerkip

Subdivision

ZBA

ZBA required

as part of the application for

subdivision.

ZBA approved in

principle on May 3/17.

Yeoman 595796

Hwy. #59

Severance

ZBA

Severance of


Severance


conditions being fulfilled. ZBA

approved in principle on

June 7/17.

Kamarah Farms Ltd.

884938 Oxford

Road #8

Severance ZBA

Severance of an existing

parcel of land.

Severance application

approved and conditions being

fulfilled. ZBA approved in

principle Sept. 6/17

Staff Report – Corporate Services Monthly Reporting Page 3

Applicant Location Application

Type Nature of

Application Status of

Applications

Loewith East of Strathallan

Road

ZBA Relief from Zoning By-law

to recognize reduced lot

area and reduced lot

depth.

ZBA approved in principle

Sept. 6/17.

Bohner 596029 Hwy. #59

Severance Severance of an existing

parcel of land.



fulfilled.

Northlea

Farms Inc. -

Vandendool

745319

Oxford Road #17

Severance

ZBA

Severance of


Severance


conditions being

fulfilled. ZBA approved in

principle Sept. 20/17.

Ramseyer 16-18 Hope St.,

Tavistock

Severance MVA

Severance of an existing

parcel of land.



fulfilled.

Welhaven Farms Ltd.

676636 16th Line

MVA Relief from MDS for

Livestock Barns and

Structures.

Hearing scheduled for

November 1/17.

Attachments:

• Q3 Corporate Services Reporting

Recommendation:

1. None. For Council Information.

Staff Report – Corporate Services Monthly Reporting Page 4 C.A.O. Comments

Good update.


Jeff Carswell


Will Jaques

Corporate Services Manager

Attachment “A” – Quarterly Corporate Services

Department Activity Report

Item Total (#) Revenue ($)

Quarter YTD Quarter YTD

Lottery Licenses Issued 3 3 55.00 55.00

Burial/ Death Certificates Issued NOTE: Only “Out of Town”

Certificates have a fee

17 370 170 3,700

“Municipally Significant”

Liquor License Letters Issued

1 16 - -

Property Taxes Tax Certificates 37 180 1,665 8,100

Tax Verification

Letters

11 83 - -

Property Title

Changes

272 469 - -

Criminal/ Vulnerable Sector Record Checks

NOTE: Only “employment” related checks have a fee

33 282 825 3,000

2017 Closed Meeting Statistics (YTD)

Total

Regular Meetings

Total Closed Session

Meetings (as part of Regular

Meetings)

Total

Meeting Length

(Hrs)

Total Closed

Session Meeting Length (Hrs)

Total Closed

Session Length as a % Total

Meeting Length

16 14 44:11 8:21 19.70%

STAFF REPORT

Report #CAO2017-33


From: Jeff Carswell, Chief Administrative Officer

Subject: Council Priority Setting Exercise – Quarterly Update


Background: The last report identified several areas of focus for the upcoming quarter.

Following is a brief summary along with the current status:

• 2017 Budget and Projects – Many Projects under way • There will be a shift to summer activities (Summer road maintenance,

park & recreation committee activity) – completed • Staff will devote time to options around office requirements, as

directed by Council – more information around leasing options provided and community consultation survey completed, additional

community consultation meetings underway • Fire Department E & R By-law – in progress, Council has reviewed two

reports to date • Finish 2017 Capital Projects – In Progress

• Woodstock Street South OCIF Top-Up Application – Completed

• Woodstock Street South Planning and Consultation with affected businesses – In Progress

• Start 2018 Budget in September – In Progress

The tracking spreadsheet has also been updated to indicate some additional items are in progress.

Discussion:

Many of the activities identified in the last report tended to be 2017 projects, due to the longer time frame associated with them. Staff will continue to

work toward completion the existing items and begin to transition into activities that take place in the fall. Staff are planning to start on the budget

earlier this year, with the intent to have information coming to Council starting in September. A significant part of this budget will be allocating the

increased funding for gravel to hardtop and core infrastructure. Any

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decisions with respect to office facility requirements would also have a budget impact. When the increasing requirements for Asset Management

are also tied to this, Staff believes a lot of time and effort in the reminder of 2017 will need to be dedicated to Asset Management, the Capital Program

and how the Township will satisfy the requirements of the Province.

Upcoming Priority Summary

• Finish 2017 Capital Projects – In Progress • Woodstock Street South Reconstruction Project – continue

engagement and planning with County, ETPL, Engineer, other utilities, TCC, local businesses

• 2018 Budget – timeline endorsed by Council

• Finish Fire Department E & R By-law Update – planned for end of 2017 • 2017 Year End / Interim Audit

• Hickson Office – complete community consultation and determine a preferred direction

• Innerkip Recreation Facilities Review • Grass cutting and snowplowing review

As always, Staff is looking for comments, feedback and direction from

Council on upcoming priorities from the Priority Setting exercise. It would also be a good time to identify any projects that may not be on the list that

Council wishes to consider for inclusion.

Recommendation:

1. That Council endorse the focus, direction and objectives for staff

contained in this report.

Report prepared

and submitted by:

Jeff Carswell, AMCT


Addressed and considered complete November 2017 Review and UpdateAddressed to some degree, but ongoingAddressed, placed on hold for futureNot specifically addressed yet

Table 2 Summary Staff Comments on Progress

EcDev: Economic Development 36.89 ROEDC in place, budget approved, BB joined, new EZT rep appointed, on-going work, CIP startingAdmin: Departmental Status Reports / Reports to Council 34.57 Monthly reports being completed

All Departments: Consistent, regular Departmental Reports to Council 33.41 Monthly reports being completedBy-law: Regular reporting to Council on Departmental Activities and Enforcement Statistics 30.03 Monthly reports being completed

EcDev: Existing Business Support and Assistance Initiatives 28.86See ROEDC, main EcDev provider, local meetings with business through ROEDC, ROEDC looking at some options re: CIP, CIP recommended, Council endorsed

Council: Fiscal Responsibility 27.122015 budget, minimal levy increase?, ongoing challenge as OMPF will continue to decline and costs/service requirements increase, 2016 Budget started, 2017 Budget Proceeding

Admin: Move the budget process forward to Oct - Dec time frame vs. Feb - Apr 25.46

In Progress for 2018 Budget - schedule moved forward compared to 2017, will attempt further movement for 2019Consider for 2017 Budget ie. Work towards fall 2016 budget process for 2017 budget, Budget currently in progress with staff, should be moved forward for 2017 budget - budget timeline moved up, Capital approved earlier than normal, public meeting scheduled 1 month earlier - will continue to work towards approval before year end

EcDev: Bonnie Brae Site Redevelopment 25.11Ownership changed hands, proposed commercial and affordable housing development, going through required planning process, development proceeding - redevelopment complete

Council: Webcast / Livestream of Council Meetings via Website Link 24.80

Survey completed, some investigation completed, reviewed with Council 2015-11-04, placed on hold for future consideration, could be considered if there are changes to Council chambers - with move to County, may be additional options such as Roger TV??

Property: 89 Loveys Street Property - Property Use and Development Plan 22.25

Office development public consultation under waybuilding removal ongoing, Council endorsement of a committee, details on committee structure and mandate in development, committee formed, will start shortly, committee commenced, will try to have plans for 2016+ budget

Police: Increased police prescence in the community 22.17 Some focussed patrols have taken place,

PW: Speed Spy Usage 21.05

being deployed, data shared with OPP and County, reports included in quarterly PW Report, can work with OPP on focused patrols, used extensively re: Innerkip and Hope Street (Tavistock) traffic concerns,

County: Downtown Parking / better delineation of parking space at 5 corners in front of Drug Store 21.01 completed in conjunction with other intersection improvements

Council: Community Consultation and Engagement 20.44

taking place on various matters, smoking reg, park gates, 89 Loveys, Hickson Trail, Stonegate Park Dev, Sidewalk at Tav Post Office, PanAm Torch Relay/Seniors Picnic, Isaac Osborn War 1812 Veteran, EaZy Thoughts developed and used

EcDev: Tavistock Industrial Lands 20.24 More activity taking place, property owner is engaged with ROEDC staff, exploring optionsFire: Improved, more frequent Fire Department Activity Reporting 19.91 Monthly reports being completed

Admin: Office Hours - Evaluate current lunch time closure / Open over Lunch? 19.30

Survey information gathered, suggesting that further review be completed to examine implementation details, costs, impacts, etc., Report on February 3, 2016 Agenda. Some extended hours added (around tax time, 3rd Wed), review in 2016-12.

Table 2 Summary Staff Comments on ProgressFire: Level of Service requirements for Firefighters re: safety, illegal drug activity re: fire scenes 19.28 review in conjunction with E & R Bylaw

Admin: Staff Levels 19.23Being reviewed in conjunction with PW retirement, Bldg opportunities with neighbours in place, adjustments made 2016-10-19 meeting, all in place Jan 2017

Fire: Master Fire Plan 19.07 Focus on the E & R Bylaw review at this time

Alternative Energy: Solar on Township Facilities 18.51

In progressERTH submitting FIT Applications for several locations, Hickson Pavilion and Arena approved under FIT4, details being developed and will be presented to Council shortly, engineering analysis in progress

Fire: Fire Department - Updated/Modernized Emergency Response By-law 18.41 In progressAdmin: Communication with Residents 18.02 EaZy Thoughts implemented and being usedCouncil: Increased Transparency and Accountability 17.58 Proposed changes to some expense allowance policies on February 3, 2106 Agenda.PW: Gravel to Hardtop Conversion - Reestablish this as a program/priority 17.47 Will be examined in 2016 Budget,m Maplewood SR included for 2016-2018PW: Innerkip Sidewalks 17.18 Some improvements completed in 2015. More under consideration in 2016 Budget

County: Tavistock 5 Corners / Lights / Traffic Flow 16.74County improved cross walks, better delineation of crossing, education in progress, moved to completed

HR: Continued Succession Planning / Long-term Options / Staff Development 16.26

Treasurer recruited, changed to Finance Structure, some PT changes, should still look at overall succession planing, continually in progress, reported to Council November 2016

Planning: No Wind Turbines 15.87

Passed "Not a Willing Host" resolution in past, watching Gunn's Hill project go through the approval process and outcome of Environmental Review Tribunal, with no new LRP program, the proposal for a wind farm in EZT is much less likely

Admin: Tax Bill Information / Tax Increase Information / Capital Projects 15.68 could consider for 2017 Final Bill?

Fire: Renewable Energy System Tracking / Registry (Rooftop Solar) 15.42in progress with SS, list created, process to get to dispatch, on Map-It, develop a program to communicate with landowners, identify locations - completed - needs ongogin maintenance

All Departments: Level of Service Reviews 15.38PW: Innerkip Streetlighting 15.24 several additional lights added, looking for input/suggestions on other locations to considerPW: William Street South - Sidewalk extension, lights, increased safety for walkers 14.76 consider in 2016 Budget

Parks & Rec: Tavistock Queens Park Gates 14.40community input meeting planned for September 24th, ongoing, community group formed and meeting, fundraising campaign has begun

Parks & Rec: Post Board/Committee Members 14.40Admin: Office Hours - Consider extended hours at certain times (ex. open late certain days, some Sat mornings) 13.90

Survey completed, some investigation completed, recommended for more detailed review and future report - update provided in December 2016, hours established.

EcDev: Rural Agricultural Assistance 13.86 CIP may be extended to Rural Ec Dev as well, ROEDC and Twp endorsed moving ahead with CIP

Planning: Rural Planning Policy Review and Modernization 13.75Rural Mayors providing input to OxCo Planning Dept, Planning Dept held a rural focussed session earlier in year

Admin: Auditor - Request for Proposals for 2016 13.71Completed - Treasurer Report with Recommendation2016 in progress, with a new Treasurer something to consider for 2017 Audit Year

Council: Council / Committee Interactions 13.50PW: Tree Planting 13.44 addressed to some degree through tree budgetPW: Township Welcome Signs at major entrances 13.19Admin: Formal Strategic Planning Exercise for the Township 13.13

Table 2 Summary Staff Comments on ProgressParks & Rec: Additional funding for recreation and trails in the Township 13.12

Parks & Rec: Park Improvements 12.56Stonegate Park improved - other specific improvements?, LRC working on other Park Improvement initiatives, various applications to CIP150

Council: Council Conference & Seminar Policies (attendance, number, costs, etc.) 12.56PW: Pave Maplewood Sideroad from 16th Line to County Road 5 11.78 under consideration in 2016 budget, approved in 2016-2018 Budget, in progressAdmin: Insurance Program - Request for Proposals for 2016 11.66 could consider for 2017 - would need to start in fall 2016

Council: Council Remuneration Structure and Policies 11.46Minor clarification re: travel, conference before/after, information provided from External Wage Survey - marked as complete - no direction for changes

PW: Tavistock Bypass Route 10.75Parks & Rec: Innerkip Trail Development 10.68

Property: 89 Loveys Street Property - Consideration of a Small Community Hall 10.52

See above, building removal ongoing, Council endorsement of a committee, details on committee structure and mandate in development, recommended by facility group, need community and stakeholder input - Council further considering report of the committee - office space requirements being examined, options being investigated and considered - requires further review and discussion with Council over coming months

Parks & Rec: Walking Trails 10.00new walking trail added Stonegate Park, Innerkip Park has trail by Lions, Tavistock Queens Park has trails from Royal Reno Project

Parks & Rec: Senior & Youth Activity Program Committee 9.73Fire: CEMC - continue to provide CEMC activities at a higher level than required 9.67

staff level discussion took place before summer, Council endorsement of idea, continued discussion with OxCo to move concept forward

PW: Tree trimming, increased tree maintenance 9.54 addressed to some degree through tree budgetParks & Rec: Municipal Alcohol Policy 9.46County: Tavistock Sewage Lagoons 9.00PW: William Street South - water drainage / ponding 8.88

Parks & Rec: Support to Local Rec Committees and Summer Park Employees 8.82

some additional assistance provided with respect to playgrounds, facility maintenance, all summer students trained, on-going challenges with appropriate level of involvement and supervision with respect to parks

Parks & Rec: Hickson Trail - started last year, very difficult to get MNR involved for agreement 8.33

committee formed, surrounding property owners notified and engaged, committee has looked after the trail, made minor improvements where possible, looking for funding for north section river crossings

Council: Property Disposal Procedures 7.85Parks & Rec: Innerkip Arboretum 7.85PW: Increased winter service level on 16th line 7.79 Additional winter equipment operator has assisted with level of service in all areasPlanning: Child Care Centre in Tavistock 7.78

By-law: Seasonal Trailer Parks operating outside of permitted zoning 7.75Council: 70 Maria Street Involvement 7.30Planning: Transportation to larger centres 7.17Parks & Rec: Walking Track 6.67Alternative Energy: Electric Vehicle Charging Station 6.65 being considered in conjunction with the CountyCouncil: Tavistock Vision - Population Mix 6.10County: Decreased water pressure 5.00Fire: Burn Permit Process - Review, look at options, pros/cons to different methods 5.00

current process appears to be working, no issues identified, could be further reviewed in conjunction with E & R By-law Review

Parks & Rec: Swimming Pool / Splashpad 5.00 Email from local resident inquiry about process to investigate, pursue

Table 2 Summary Staff Comments on ProgressNew Items 2015-11-04:

Volunteer Appreciation Clarified it is a broader community volunteer recognition / appreciation, changes made for 2016Zorra 100% Renewable by 2040 not much interest, do what we can, when we can - ie. Working with ERTH on solar

Fire Marque Presentation - Worth pursuing or looking at further?if easy, might be worth pursuing, wouldn't want to get into charging residents directly - review how it goes with others that have implemented in 2016 at the end of the year

Community Grant program / Use of Facilities Consider with 2016 Budget, new program developed and being rolled out

Councillor Reports on the agenda?

could consider in the context of a Procedural By-law Change, if a Councillor wishes to submit a report or verbally report on a matter it could be handled under Reports of Muncipal Officers and Committees

Stone GatesCompleted. With grant approval moving forward with accent lighting. Staff will need to complete grant application and associated documents. Committee planning re-dedication.

New Items 2016-10-25Off-Leash Dog Park??? via email, via Don McKay, rlichti email suggestion

COMPARISON OF WATER & SEWAGE BILLINGS IN TAVISTOCK

DATE RES.5 ADULTS RES.1 SR. RES.1 SR. RES.1 ADULT RES.2ADULTS RES. 2 ADULTS/2CH

Mar./17 W - $47.87 W – $47.87

S - $53.06 S - $53.06

Mar./17 W - $47.87 W – $47.87

S - $53.06 S - $53.06

Apr./17 W - $49.58 W - $49.58 W - $49.58 W - $49.58

S - $54.96 S - $54.96 S - $54.96 S - $54.96

May/17 W - $49.01 W - $49.01 W - $49.01 W – $49.01 W - $49.01

S - $61.25 S - $61.25 S - $61.25 S - $61.25 S - $61.25

June/17 W - $47.83 W - $33.81 W - $53.17 W - $36.82 W- $39.75

S - $73.54 S - $54.62 S - $80.77 S - $58.67 S - $62.64

July/17 W - $43.85 W - $29.18 W - $41.13 W - $31.29 W - $36.42

S - $66.74 S - $46.92 S - $63.06 S - $49.76 S - $56.69

Aug./17 W - $60.41 W - $37.84 W - $48.02 W - $36.29 W - $39.53 W - $43.60

S - $91.42 S - $ 60.64 S - $74.68 S - $58.84 S - $63.21 S - $68.70

Sept./17 W - $50.89 W - $34.82 W - $47.31 W - $34.68 W - $37.27

S - $77.12 S - $55.40 S - $72.28 S - $55.22 S - $58.72

Oct./17 W – $40.11 W - $38.80 W - $40.87 W - $45.20

S - $63.99 S - $62.23 S - $65.03 S - $70.86

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THE CORPORATION OF THE TOWNSHIP OF EAST ZORRA-TAVISTOCK COUNTY OF OXFORD BY-LAW # 2017 - 40

Being a by-law to confirm all actions and proceedings of the Council. NOW THEREFORE THE COUNCIL OF THE TOWNSHIP OF EAST ZORRA-TAVISTOCK ENACTS AS FOLLOWS: All actions and proceedings of the Council taken at its meeting held on the 1st day of November, 2017 except those taken by By-law and those required by law to be done by resolution are hereby sanctioned, ratified and confirmed as though set out herein provided, however, that any member of this Council who has dissented from any action or proceeding or has abstained from discussion and voting thereon shall be deemed to have dissented or abstained, as the case may be, in respect of this By-law as it applies to such action or proceeding. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 1st DAY OF NOVEMBER, 2017.

_____ Don McKay, Mayor

seal

_____

Will Jaques, Clerk

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