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Regular 2016/09/12 CouncilTable of Contents Agenda 4 Minutes, August 8, 2016 Minutes, August 8, 2016 16 Special Meeting of the Shareholder of Tillsonburg Hydro Inc. THI NC 16-02 Appointment 33 PRA 16-6 Memorial Park Revitalization Project Update Committee Delegation Request 35 PRA 16-6 Memorial Park Revitalization Project Update 37 Application for Zone Change- ZN 7-15-04- Steve & Tara Smith- 281 Broadway CASPO Report 2016-163 38 Report Attachments 42 Application for Minor Variance- A-09/16- Ian & Linda Polk- 23 Jackson Court A-09/16 Report 49 Report Attachments 53 Application Form 57 Application for Minor Variance- A-10/16- Southridge Heights Inc.- 18 Morning Glory Drive A-10/16 Report 60 Report Attachments 64 Application Form 70 Application for Minor Variance- A-11/16- Mike Klyn- 4 Victoria Way A-11/16 Report 73 Report Attachments 77 A-11/16 Application 81 County of Oxford - Application for Official Plan Amendment OP16-04-9 - Options for the Extension and/or Connection of Services Outside Settlement Boundaries County of Oxford - Application for Official Plan Amendment OP16-04-9 - Options for the Extension and/or Connection of Services Outside Settlement Boundaries 85 Report CAO 16-07 88 CASPO 2016-50 91 Active Citizen Response (ARC) - High Volume Submissions - Ridge Blvd. CAO 16-10 Active Citizen Response - High Volume Submissions - Ridge Blvd.137 New Sod/Lawn Care Tips 140 CL 16-21, Committee Appointments CL 16-21 141 By-Law 4036 143 Schedule A 144 1 CL 16-26 Fire Services Strategic Plan Committee CL 16-26Fire Strat Plan Com 149 DCS 16-27 Release of RFP for Branded Merchandise Program DCS 16-27 Release of RFP for Branded Merchandise Program 150 OPS 16-25 Results for RFP 2016-002 Fire Pumper Apparatus OPS 16-25 Results for RFP 2016-002 Fire Pumper Apparatus 154 RCP 16-32 – Tillsonburg Pumptrack RCP 16-32 - Tillsonburg Pumptrack 159 T. Smith re Skatepark Fund Allocation 162 CL 16-20 Procedural By-Law CL 16-20 Procedural By-Law 163 Procedural By-law 2016 - modified2 165 Schedule A Motions 198 Schedule B - Procedural - Correspondence Protocol 199 Procedural By-Law 3511 201 Comparison new to old by-law 226 CL 16-23, Local Government Week CL 16-23 254 RCP 16-31 – Ontario150 Community Capital Program Submission RCP 16-31 - Ontario150 Community Capital Program Submission 256 RCP 16-30 - Ontario150 Community Capital Program 258 Minutes, Development Committee Minutes, July 12, 2016 260 Minutes, Heritage, Beautification & Cemetery Advisory Committee Minutes, June 2, 2016 264 Minutes, September 1, 2016 266 Minutes, Memorial Park Revitalization Sub-Committee Minutes, August 22, 2016 268 Minutes, Special Awards Committee Minutes, August 23, 2016 272 Minutes, LPRCA Minutes, June 1, 2016 276 By-Law 4035, Being a By-Law to Amend Zoning By-Law No. 3295 (ZN 7-16-04) By-Law 4035 Text 283 Schedule A 284 Explanatory Note 285 Key Map 286 By-law 4036, To amend Schedule A of By-law 3876 - To appoint members to the Museum Advisory and Cultural Advisory Committees. By-Law 4036 287 2 Schedule A 288 By-law 4037, To confirm the proceedings of Council. By-Law 4037 293 3 = 1. Call to Order 2. Closed Session Proposed Resolution #1 Moved By: Seconded By: THAT Council move into Closed Session to consider: 1. Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (Airport); 2. Personal matters about an identifiable individual, including municipal or local board employees (Special Awards Committee) 3. Personal matters about an identifiable individual, including municipal or local board employees (Tillsonburg Hydro Inc.); 4. Proposed or pending acquisition or disposition of land (Parkside Drive). 3. Adoption of Agenda Proposed Resolution #2 Moved By: Seconded By: THAT the Agenda as prepared for the Council meeting of Monday, September 12, 2016, be adopted. 4. Moment of Silence The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, September 12, 2016 6:00 PM Council Chambers 200 Broadway, 2nd Floor AGENDA 4 Council Meeting – Agenda - 2 - 5. Disclosures of Pecuniary Interest and the General Nature Thereof 6. Adoption of Council Minutes of Previous Meeting 6.1. Minutes of the Meeting of August 8, 2016 Minutes, August 8, 2016 Proposed Resolution #3 Moved By: Seconded By: THAT the Minutes of the Council Meeting of August 8, 2016, be approved. 7. Delegations and Presentations 7.1. Introduction by David Calder, CAO Michael Desroches, General Manager Hydro Operations 7.2. Oxford Official Plan Amendment Submission Presented By: Mark Dorfman, Planner Inc. Proposed Resolution #4 Moved By: Seconded By: THAT Council receive the delegation regarding the Oxford Official Plan Amendment Submission, as information. Proposed Resolution #5 Moved By: Seconded By: THAT Council move into the Special Meeting of the Shareholder of Tillsonburg Hydro Inc. at _____ p.m. for the appointment of Directors. 7.3. Special Meeting of the Shareholder of Tillsonburg Hydro Inc. - THI NC 16-02, Appointment of Directors THI NC 16-02 Appointment 5 Council Meeting – Agenda - 3 - Proposed Resolution #6 Moved By: Seconded By: THAT the Shareholder of Tillsonburg Hydro Inc. receives report THI NC 16-02, Appointment of Directors; AND THAT the Shareholder appoints ____________, ___________, ___________, ___________, ___________, ___________, _______________, to serve as Directors until the 2017 THI Annual General Meeting. Proposed Resolution #7 Moved By: Seconded By: THAT Council move out of the Special Meeting of the Shareholder of Tillsonburg Hydro Inc. and move back into regular session at ____ p.m. 8. Committee Reports & Presentations 8.1. PRA 16-6 Memorial Park Revitalization Project Update Delegation By: Mel Getty, Chair - Parks & Recreation Advisory Committee Committee Delegation Request PRA 16-6 Memorial Park Revitalization Project Update Proposed Resolution #8 Moved By: Seconded By: THAT Council receive Report PRA 16-6, Memorial Park Revitalization Project Update; AND THAT Council authorize work to proceed on the pumptrack, track removal and ball diamond relocation elements of the Revitalization Project. 9. Public Meetings 9.1. Application for Zone Change- ZN 7-15-04- Steve & Tara Smith- 281 Broadway CASPO Report 2016-163 Report Attachments 6 Council Meeting – Agenda - 4 - Proposed Resolution #9 Moved By: Seconded By: THAT the Council of the Town of Tillsonburg approve the zone change application submitted by Steve & Tara Smith, whereby the lands described as Lot 937, Plan 500, Town of Tillsonburg, known municipally as 281 Broadway are to be rezoned from ‘Low Density Residential Type 1 Zone (R1)’ to ‘Low Density Residential Type 1 Converted Dwelling Zone (R1-C)’. Proposed Resolution #10 Moved By: Seconded By: THAT Council move into the Committee of Adjustment to hear applications for Minor Variance at ______ p.m. 9.2. Application for Minor Variance- A-09/16- Ian & Linda Polk- 23 Jackson Court A-09/16 Report Report Attachments Application Form Proposed Resolution #11 Moved By: Seconded By: THAT the Town of Tillsonburg Committee of Adjustment approve Application File A-09/16, submitted by Ian & Linda Palk, for lands described as Part Lot 48, Plan 41M-86, Parts 7 & 8, 41R-6076, Town of Tillsonburg, to facilitate the extension of a legal non-conforming townhouse as well as increase the permitted projection of a covered patio into the required rear yard, reduce the minimum setback to the rear lot line and increase the maximum permitted lot coverage; AND THAT approval is conditional upon the issuance of a building permit for the proposed covered patio within one year of the date of the Committee’s decision. 7 Council Meeting – Agenda - 5 - 9.3. Application for Minor Variance- A-10/16- Southridge Heights Inc.- 18 Morning Glory Drive A-10/16 Report Report Attachments Application Form Proposed Resolution #12 Moved By: Seconded By: THAT the Town of Tillsonburg Committee of Adjustment approve Application File A-10/16, submitted by Southridge Heights Inc., for lands described as Lot 146, Plan 41M-145, Town of Tillsonburg, as it relates to relief from Section 6.2, Table 6.2 – Zone Provisions, to increase the maximum permitted lot coverage of an ‘R1’ zoned lot from 33% to 36% of the lot area; and relief from Section 6.2, Table 6.2 – Zone Provisions, to reduce the minimum required rear yard depth from 12 m (39.3 ft) to 11.5 m (37.7 ft), to facilitate the construction of a single detached dwelling with a covered porch; AND THAT approval is conditional upon the issuance of a building permit for the proposed dwelling within one year of the date of the Committee’s decision. 9.4. Application for Minor Variance- A-11/16- Mike Klyn- 4 Victoria Way A-11/16 Report Report Attachments A-11/16 Application Proposed Resolution #13 Moved By: Seconded By: THAT the Town of Tillsonburg Committee of Adjustment approve Application File A-11/16, submitted by Mike and Catherine Klyn, for lands described as Lot 30, Plan 41M-241, Town of Tillsonburg, as it relates to relief from Section 6.2, Table 6.2 – Zone Provisions, to increase to maximum permitted lot coverage of an 8 Council Meeting – Agenda - 6 - ‘R1A’ zoned lot from 35% to 39% of the lot area, to facilitate the construction of a single-detached dwelling; AND THAT approval is conditional upon the issuance of a building permit for the single-detached dwelling within one year of the date of the Committee’s decision. Proposed Resolution #14 Moved By: Seconded By: THAT Council move out of the Committee of Adjustment and move back into regular session at ____ p.m. 10. Reports from Departments 10.1. Chief Administrative Officer 10.1.1. County of Oxford - Application for Official Plan Amendment OP16- 04-9 - Options for the Extension and/or Connection of Services Outside Settlement Boundaries County of Oxford - Application for Official Plan Amendment OP16- 04-9 - Options for the Extension and/or Connection of Services Outside Settlement Boundaries Report CAO 16-07 CASPO 2016-50 Proposed Resolution #15 Moved By: Seconded By: THAT Council receive report CAO 16-09, County of Oxford – Application for Official Plan Amendment OP16-04-9 – Options for the Extension and/or Connection of Services Outside of Settlement Boundaries; AND THAT the Council of the Town of Tillsonburg advise the Oxford County Council that it does not support the application for Official Plan Amendment OP16-04-9 as it does not represent good planning, it encourages new infill development outside of settlement areas and may prejudice settlement area extensions in the future. 9 Council Meeting – Agenda - 7 - 10.1.2. Active Citizen Response (ARC) - High Volume Submissions - Ridge Blvd. CAO 16-10 Active Citizen Response - High Volume Submissions - Ridge Blvd. New Sod/Lawn Care Tips Proposed Resolution #16 Moved By: Seconded By: THAT Council receive report CAO 16-10 Active Citizen Response (ACR) – High Volume Submissions – Ridge Blvd., for information. 10.2. Clerk’s Office 10.2.1. CL 16-21, Committee Appointments CL 16-21 By-Law 4036 Schedule A Proposed Resolution #17 Moved By: Seconded By: THAT Council receive Report CL 16-21, Committee Appointments; AND THAT Marianne Sandham, Jami Stephenson and Aleksandra Webber, be appointed to the Museum Advisory Committee; AND THAT Heather Benton, Terry Fleming, Vern Fleming and Jami Stephenson, be appointed to the Cultural Advisory Committee; AND THAT By-law 4036, To amend Schedule A of By-Law 3876, be brought forward for Council consideration. 10 Council Meeting – Agenda - 8 - 10.2.2. CL 16-26 Fire Services Strategic Plan Committee CL 16-26Fire Strat Plan Com Proposed Resolution #18 Moved By: Seconded By: THAT Council receive Report CL 16-26, Fire Services Strategic Plan Committee; AND THAT Ted Sanders be removed from the committee and Gord Roesch, be appointed to the Fire Services Strategic Plan Committee for the remainder of the term. 10.3. Development and Communication Services 10.3.1. DCS 16-27 Release of RFP for Branded Merchandise Program DCS 16-27 Release of RFP for Branded Merchandise Program Proposed Resolution #19 Moved By: Seconded By: THAT Council receive Report DCS 16-27, Release of RFP for Branded Merchandise Program; AND THAT Council approve the issuance of a Request for Proposal (RFP) for the delivery of a branded merchandise program for the Town of Tillsonburg. 10.4. Operations 10.4.1. OPS 16-25 Results for RFP 2016-002 Fire Pumper Apparatus OPS 16-25 Results for RFP 2016-002 Fire Pumper Apparatus Proposed Resolution #20 Moved By: Seconded By: THAT Council receive Report OPS 16-25, Results for RFP 2016-002 Fire Pumper Apparatus; 11 Council Meeting – Agenda - 9 - AND THAT Council award RFP 2016-002 to Darch Fire Inc. of Ayr, Ontario at a cost of $661,978.86 (net HST included), the highest scoring proposal received; AND THAT Council direct staff to include the funding source for the remaining amount of $226,978.86 as part of the 2017 fleet capital replacement program. 10.5. Recreation, Culture & Park Services 10.5.1. RCP 16-32 – Tillsonburg Pumptrack RCP 16-32 - Tillsonburg Pumptrack T. Smith re Skatepark Fund Allocation Proposed Resolution #21 Moved By: Seconded By: THAT Council receive Report RCP 16-32, Tillsonburg Pumptrack; AND THAT Council authorize that $13,389 of the Town funds allocated for the Skatepark repair be reallocated to the Tillsonburg Pumptrack project; AND THAT Council authorize a contract with Dirtsculp Inc. for $8,500 US to sculpt the pumptrack. 11. Staff Information Reports 11.1. CL 16-20 Procedural By-Law CL 16-20 Procedural By-Law Procedural By-law 2016 Schedule A Motions Schedule B - Procedural - Correspondence Protocol Procedural By-Law 3511 Comparison new to old by-law 12 Council Meeting – Agenda - 10 - Proposed Resolution #22 Moved By: Seconded By: THAT Council receive Report CL 16-20, Procedural By-Law as information. 11.2. CL 16-23, Local Government Week CL 16-23 Proposed Resolution #23 Moved By: Seconded By: THAT Council receive Report CL 16-23, Local Government Week, as information. 11.3. RCP 16-31 – Ontario150 Community Capital Program Submission RCP 16-31 - Ontario150 Community Capital Program Submission RCP 16-30 - Ontario150 Community Capital Program Proposed Resolution #24 Moved By: Seconded By: THAT Council receive Report RCP 16-31, Ontario150 Community Capital Program Submission, as information. 12. Committee Minutes & Reports 12.1. Minutes, Development Committee Minutes, July 12, 2016 12.2. Minutes, Heritage, Beautification & Cemetery Advisory Committee Minutes, June 2, 2016 Minutes, September 1, 2016 12.3. Minutes, Memorial Park Revitalization Sub-Committee Minutes, August 22, 2016 13 Council Meeting – Agenda - 11 - 12.4. Minutes, Special Awards Committee Minutes, August 23, 2016 Proposed Resolution #25 Moved By: Seconded By: THAT Council receive the minutes of the Development Committee of July 12, 2016, the Heritage, Beautification & Cemetery Advisory Committee of June 2, 2016 and September 1, 2016, the Memorial Park Revitalization Sub-Committee of August 22, 2016, and the Special Awards Committee of August 23, 2016, as information. 12.5. Minutes, LPRCA Minutes, June 1, 2016 Proposed Resolution #26 Moved By: Seconded By: THAT Council receive the Minutes of the LPRCA for June 1, 2016 as information. 13. Notice of Motions 13.1. Deputy Mayor Position Proposed Resolution #27 Moved By: Councillor Rosehart Seconded By: THAT Council directs the Clerk to investigate and report back no later than October 11, 2016 on the process to possibly eliminate the position of the Deputy Mayor from the composition of Tillsonburg Town Council. 14 Council Meeting – Agenda - 12 - 14. By-Laws By-Laws from the Meeting of Monday, September 12, 2016 Proposed Resolution #28 Moved By: Seconded By: 14.1. THAT By-Law 4035, Being a By-Law to Amend Zoning By-Law No. 3295 (ZN 7-16-04), Schedule A, Explanatory Note, Key Map; AND THAT By-Law 4036, To amend Schedule A of By-law 3876 - To appoint members to the Museum Advisory and Cultural Advisory Committees, Schedule A, be read for a first, second and third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same and place the corporate seal thereunto. Proposed Resolution #29 Moved By: Seconded By: 14.2. THAT By-Law 4037, To confirm the proceedings of Council at its meeting held on the 12th day of September, 2016, be read for a first, second and third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. 15. Items of Public Interest 16. Adjournment Proposed Resolution #30 Moved By: Seconded By: THAT the Council Meeting of Monday, September 12, 2016 be adjourned at _____ p.m. 15 = ATTENDANCE Mayor Stephen Molnar Deputy Mayor Dave Beres Councillor Maxwell Adam Councillor Penny Esseltine Councillor Jim Hayes Councillor Chris Rosehart Councillor Brian Stephenson Staff: David Calder, CAO Donna Wilson, Town Clerk Janelle Costantino, Manager of Finance Rick Cox, Director of Recreation, Culture & Parks Kevin DeLeebeeck, Director of Operations Jeff Smith, Fire Chief Tricia Smith, Deputy Clerk 1. Call to Order The meeting was called to order at 6:00 p.m. 2. Closed Session Resolution #1 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council move into Closed Session to consider: 1. Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (Airport Lease). Carried The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, August 08, 2016 6:00 PM Council Chambers 200 Broadway, 2nd Floor MINUTES 16 Council Meeting Minutes, August 8, 2016 - 2 - 3. Adoption of Agenda Resolution #2 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT the Agenda as prepared for the Council meeting of Monday, August 08, 2016, be adopted. Carried 4. Moment of Silence 5. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 6. Adoption of Council Minutes of Previous Meeting 6.1. Minutes of the Meeting of July 11, 2016 Minutes, July 11, 2016 Resolution #3 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT the Minutes of the Council Meeting of July 11, 2016, be approved. Carried 7. Delegations and Presentations 7.1. Presentation of the Volunteer Achievement Award - Vince Molloy Presented By: Mayor Molnar & Councillor Stephenson, Special Awards Committee 7.2. Introduction of Eric Flora, Manager of Engineering 17 Council Meeting Minutes, August 8, 2016 - 3 - 7.3. Rotary Clock Tower Delegation By: Brian Clark, President, Tillsonburg Rotary Club Delegation Request The Rotary Club submitted a request to Council asking the Town to assume ownership and responsibility for the Rotary Clock Tower and budget $3,000 for repairs to the Tower in 2017. It was recommended that the Rotary Club retain ownership and responsibility for the clock mechanism for (3) years for funding purposes at which time ownership would pass to the Town. The Rotary Club requested that the following provisions also be agreed upon by Council: 1. That the Town will keep the Rotary logo and memorial bricks in place on the Tower and in the Heritage Square; 2. That the Rotary Club will retain the option of flying their flag at the Tower and to fly the flag of their Rotary Exchange Student as has been custom. 3. That the Town will retain the name "Rotary Clock Tower" in recognition of the work and contribution of many Rotarians when the Clock Tower was built. Staff will report back to council at the second meeting in September. Resolution #4 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receive the delegation regarding the Rotary Clock Tower; AND THAT Council refer the matter to staff for review and a report back to Council at a future Council meeting. Carried 18 Council Meeting Minutes, August 8, 2016 - 4 - 7.4. 162th Tillsonburg Fair Presentation By: Rosemary Dean, President Michelle Babcock, 1st Vice President Mike Dean, Past President, Tillsonburg Fair Board The 162th anniversary of the Tillsonburg Fair will be held August 18-21, 2016. Advance Ride Tickets are available for sale throughout Tillsonburg. Resolution #5 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receive the presentation regarding the 162th Tillsonburg Fair, as information. Carried 8. Public Meetings 8.1. Application for Zone Change- ZN 7-16-05 - Tillsonburg Developments CASPO Report 2016-196 (ZN 7-16-05) Report Attachments By-law 4033 Schedule A Explanatory Note Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented Report 2016-196 (ZN 7-16-05) for the application for Zone Change. Opportunity was given for comments and questions. No member of the public appeared in support of or in opposition to the application. Council passed the following resolution. 19 Council Meeting Minutes, August 8, 2016 - 5 - Resolution #6 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council approve the zone change application submitted by Tillsonburg Developments Inc., whereby the lands described as Part of Lots 70 and 80, and all of Lot 71, Plan 41M 182, Town of Tillsonburg, are to be rezoned from ‘Special Low Density Residential Type 2 Holding Zone (R2-5 H)’ to ‘Special Low Density Residential Type 2 Zone (R2-5)’. Carried 9. Planning Applications 9.1. Application for Extension to Draft Approved Plan of Subdivision - 32T-07006- Lindprop Corp. CASPO Report 2016-154 Report Attachments Applicant's Request Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented Report 2016-154 for the application for Extension to Draft Approved Plan of Subdivision – 32T-07006. Council directed staff to contact County Engineering to address concerns regarding servicing of the subdivision which seems to be the reason for delaying the development. Resolution #7 Moved By: Deputy Mayor Beres Seconded By: THAT Council advise Oxford County that the Town supports an extension of draft approval for a plan of subdivision submitted by Lindprop Corporation (32T- 07006), for lands described as Lots 4 & 5, Concession 10 (Dereham), Town of Tillsonburg, to October 22, 2018, to grant additional time to satisfy the conditions of draft plan approval and register the draft plan of subdivision. Carried 20 Council Meeting Minutes, August 8, 2016 - 6 - 10. Planning 10.1 Smart Growth for Our Communities Act: Amendments to the Development Charges Act and Planning Act CASPO 2016-179 Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented Report CASPO 2016-179. Resolution #8 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receive Report 2016-179, Smart Growth for Our Communities Act: Amendments to the Development Charges Act and Planning Act; AND THAT Council authorize the submission and processing of all minor variance applications submitted within 2 years of a site-specific zoning by-law amendment; AND THAT Council direct staff to implement any changes to planning services required by the Smart Growth for Our Communities Act. Carried 11. Mayor 11.1 MYR 16-09, Update - County of Oxford MYR 16-09 Resolution #9 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receive Report MYR 16-09, Update - County of Oxford, as information. Carried 21 Council Meeting Minutes, August 8, 2016 - 7 - 12. Quarterly Reports 12.1. FIN 16-24, 2016 Second Quarter Financial Results FIN16-24 2016 Second Quarter Financial Results Master copy - 2016 Actual Variances - Q2 The Senior Leadership Team will continue to work towards reducing the deficit leading into the end of the third quarter. Resolution #10 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receive Report FIN 16-24, 2016 Second Quarter Financial Results, as information. Carried 12.2. FIN 16-25 2016 Second Quarter Finance Department Results FIN16-25 2016 Second Quarter Finance Department Results Resolution #11 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receive Report FIN 16-25, 2016 Second Quarter Finance Department results, as information. Carried 12.3. DCS 16-21 Building, Planning & By-Law Services 2016 Second Quarter Report DCS 16-21 Building, Planning & By-Law Services 2016 Second Quarter Report Resolution #12 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receive Report DCS 16-21 Building, Planning & By-Law Services 2016 Second Quarter Report, as information. Carried 22 Council Meeting Minutes, August 8, 2016 - 8 - 12.4. DCS 16-24, Economic Development and Marketing Second Quarter Report Report DCS 16-24 Economic Development and Marketing Second Quarter Report A report on the Community Improvement Plan (CIP) redesign will be coming to council in the fall. Applications can still be made under the current program. Resolution #13 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receive Report DCS 16-24, Economic Development and Marketing Second Quarter Report, as information. Carried 12.5. OPS 16-22, 2016 Second Quarter Operations Services OPS 16-22 2016 Second Quarter Operations Services A report on the Comprehensive Asset Management Plan for the Town will be provided to council at a future meeting. Resolution #14 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receive Report OPS 16-22, 2016 Second Quarter Operations Services, as information. Carried 23 Council Meeting Minutes, August 8, 2016 - 9 - 12.6. RCP 16-28, Recreation Culture and Parks 2016 Q2 Results RCP 16-28 - Recreation Culture and Parks 2016 Q2 Results Work on the parking area at Trottier Park has been deferred to maintain budgetary spending limits. Council requested that staff trim the bushes below the Lake Lisgar Waterpark sign. Resolution #15 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receive Report RCP 16-28, Recreation Culture and Parks 2016 Q2 Results, as information. Carried 12.7. FRS 16-07 Second Quarter 2016 Department Results FRS 16-07 Fire Q2 Resolution #16 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receive Report FRS 16-07, Second Quarter 2016 Department Results, as information. Carried 13. Reports from Departments 13.1. Development and Communication Services 13.1.1 DCS 16-22, Branding Implementation - Sole Sourcing Report DCS 16-22 Branding Implementation - Sole Sourcing Staff to provide the proposed signage design to council for approval. Signage will be reused where possible. 24 Council Meeting Minutes, August 8, 2016 - 10 - Resolution #17 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receive Report DCS 16-22, Branding Implementation - Sole Sourcing; AND THAT staff be authorized to sole source the 2016 items contained within Report DCS 16-22 Branding Implementation - Sole Sourcing to Horvath Auto Corp. Carried 13.1.2. Report DCS 16-23 Lease of Land for Storage Purposes Report DCS 16-23 Lease of Land for Storage Purposes Lease Agreement Bylaw Resolution #18 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receive Report DCS 16-23, Lease of Land for Storage Purposes; AND THAT the Mayor and Clerk be authorized to enter into a lease agreement for the lands described as part of Lot 2, Concession 5 North of Talbot Road, and more specifically described as Parts 1 and 2, Plan 41R- 4211, with the Woodstock and Area Community Health Centre for a term expiring on December 31, 2018 subject to the terms and conditions contained within the lease agreement; AND THAT a by-law, be brought forward for council’s consideration. Carried 25 Council Meeting Minutes, August 8, 2016 - 11 - 13.2 Finance 13.2.1 FIN 16-27 2017 Draft Budget Schedule FIN16-27 2017 Draft Budget Schedule Community Groups are invited to make a presentation to council regarding funding requests on December 1, 2016 between 4 pm to 7 pm. Resolution #19 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receive Report FIN 16-27 2017, Draft Budget Schedule; AND THAT the following Council meetings, be scheduled to review the 2017 draft budget: November 17, 2016 - 1 p.m. to 4 p.m.; November 22, 2016 - 1 p.m. to 4 p.m.; December 1, 2016 - 4 p.m. to 7 p.m.; January 10, 2017 - 9 a.m. to 4 p.m.; January 12, 2017 - 9 a.m. to 4 p.m.; January 17, 2017 - 9 a.m. to 4 p.m. Carried 13.2.2 FIN 16-26 2017 Budget Strategic Priorities FIN16-26 2017 Budget Strategic Priorities Resolution #20 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receive Report FIN 16-26 2017, Budget Strategic Priorities; AND THAT a Council meeting, be scheduled on September 15, 2016 at 1 p.m. to discuss the Budget Strategic Priorities. Carried 26 Council Meeting Minutes, August 8, 2016 - 12 - 13.3Operations 13.3.1 OPS 16-23 Mid-Block Pedestrian Crossing - Town Centre Mall Entrance OPS 16-23 Mid-Block Pedestrain Crossing Accessibility Upgrades at the Town Centre Mall Entrance OPS 16-23 Attachment 1 OPS 16-12 Pedestrian Crossing Accessibility Upgrades on Broadway Street at the Town Centre Mall Entrance Resolution #21 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receive Report OPS 16-23, Mid-Block Pedestrian Crossing Accessibility Upgrades at the Town Centre Mall Entrance; AND THAT Council approve the re-allocation of unused gas tax grant funding from the Trottier Subdivision Reconstruction - Stage 4 project in the amount of $25,000 to facilitate the accessible upgrades at the mid- block pedestrian crossing on Broadway Street at the Town Centre Mall entrance. Carried 13.3.2 OPS 16-24 Broadway Pedestrian Crossing Warrant Analysis OPS 16-24 Broadway Pedestrain Crossing Warrant Analysis OPS 16-24 Attachment 1 - Broadway Pedestrian Warrant Analysis Staff to pre-consult with the Ministry of Transportation prior to expending additional funds on this project as well as with the Thames Valley District School Board, Glendale High School, Fire, Police, and EMS. Comments received from consultation to be included in a report back to council in the Fall. 27 Council Meeting Minutes, August 8, 2016 - 13 - Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT the motion regarding Report OPS 16-24, Broadway Pedestrian Crossing Warrant Analysis, be deferred and that the matter be brought back in the fall for council consideration. Carried Resolution #22 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receive Report OPS 16-24, Broadway Pedestrian Crossing Warrant Analysis and that the matter be deferred and brought back in the fall for council consideration. Deferred 13.4Recreation, Culture & Park Services 13.4.1 RCP 16-29 – TCIA Project Final Report RCP 16-21 - Cultural Improvement Alliance Next Steps RCP 16-29 - TCIA Project Final Report TCIA Project Final Report Resolution #23 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives Report RCP 16-29, TCIA Project Final Report, as information. Carried Deferred Resolution (Council Meeting of June 16, 2016) Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT Council receive Report RCP 16-21 – Cultural Improvement Alliance Next Steps; AND THAT Council authorize the use of the $13,600 allocation in the 2016 Budget to continue the Tillsonburg Cultural Improvement Alliance (TCIA); 28 Council Meeting Minutes, August 8, 2016 - 14 - AND THAT Council authorize Recreation Culture & Parks staff to work with the Tillsonburg Cultural Improvement Alliance partnership and the Cultural Advisory Committee to develop a common Terms of Reference for Council consideration. Carried 13.4.2 RCP 16-30, Ontario150 Community Capital Program RCP 16-30 - Ontario150 Community Capital Program Ontario150 Capital funding options Ontario150 Community Capital Program Guidelines Ontario Trillium Foundation Investment Strategy Staff to identify ways to add value and revenue potential for the proposed project. Option #2: Renovation of the Auditorium Kitchen Resolution #24 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receive Report RCP 16-30, Ontario150 Community Capital Program; AND THAT Council authorize the preparation of an application to the Ontario150 Community Capital Program to secure funds towards Option 2. Carried 13.4.3 RCP 16-27 – Apr-Jun 2016 RCP Departmental Activity Reports RCP 16-27 - Apr-Jun 2016 RCP Departmental Activity Reports Apr-Jun 2016 Activity - Recreation Programs & Services Apr-Jun 2016 Activity - Culture & Heritage Apr-Jun 2016 Activity - Parks & Facilities 29 Council Meeting Minutes, August 8, 2016 - 15 - Resolution #25 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receive Report RCP 16-27, Apr-Jun 2016 RCP Departmental Activity Reports, as information. Carried 14. Committee Minutes & Reports 14.1Minutes, Memorial Park Revitalization Sub-Committee Minutes, July 11, 2016 Minutes, July 25, 2016 14.2Minutes, Parks & Recreation Advisory Committee Minutes, June 21, 2016 Resolution #26 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receive the Minutes of the Memorial Park Revitalization Sub- Committee for July 11, 2016 and July 25, 2016 and the Parks & Recreation Advisory Committee for June 21, 2016, as information. Carried 15. Notice of Motions 15.1Ontario 150 Community Celebration Program Ontario 150 Community Celebration Program Resolution #27 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council authorize staff to apply for grant applications for the Ontario 150 Community Celebration Program; AND THAT 2017 pre-budget approval, be provided in the amount of $25,000.00 in order to comply with the requirements of the grant application. Carried 30 Council Meeting Minutes, August 8, 2016 - 16 - 16. By-Laws By-Laws from the Meeting of Monday, August 08, 2016 Resolution #28 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam 16.1 THAT By-law 4032, To authorize a Lease Agreement with Woodstock and Area Community Health Centre; AND THAT By-law 4033, Being a By-Law to Amend Zoning By-Law 3295 (ZN 7-16-05), be read for a first, second and third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Carried Resolution #29 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam 16.2 THAT By-law 4034, To confirm the proceedings of Council at its meeting held on the 08th day of August, 2016, be read for a first, second and third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Carried 17. Items of Public Interest An extended heat warning has been issued for the week of August 8-12, 2016. Cooling centres are listed on the Town website. The Tillsonburg Firefighters Association BBQ will be held on Saturday, September 17, 2016 from 5 p.m. to midnight at the Tillsonburg Lion’s Auditorium. Engineering staff will be conducting cracked sealing maintenance of municipal roads starting next week. Cranberry Road will be closed for replacement of the culvert crossing for Swance Drain. 31 Council Meeting Minutes, August 8, 2016 - 17 - 18. Adjournment Resolution #30 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT the Council Meeting of Monday, August 08, 2016 be adjourned at 9:45 p.m. Carried 32 Report Title Appointment of Directors Report No. THI NC 16-02 Author Stephen Molnar Meeting Type Special Shareholder Meeting Council Date September 12, 2016 Attachments RECOMMENDATION: THAT THI Shareholder receives report THI NC 16-02, Appointment of Directors; AND THAT the Shareholder appoints ____________, ___________, ___________, ___________, ___________, ___________, ____________, to serve as Directors of Tillsonburg Hydro Inc. until the 2017 THI Annual General Meeting. EXECUTIVE SUMMARY The purpose of this report is to provide information and to appoint the slate of Directors to the Board of Tillsonburg Hydro Inc. CONSULTATION/COMMUNICATION As a result of direction from Report MYR Internal Memo (June 16, 2016), a Nominating Committee was established to make recommendations to the Shareholder regarding the appointment of Directors, to assume this position until the 2017 THI Annual General Meeting. The Nominating Committee was composed of Mayor Molnar, Councillor Rosehart and Councillor Esseltine. INFORMATION • Subsequent to the recommended advertisement for the available positions, and notification to existing Board members, a total of 10 applications were received within the prescribed time frame. • All members of Council, representing the Shareholder, were provided with the applications and invited to respond to the Nominating Committee with a prioritized list of their individual preferences. • Subsequent to individual feedback, the Nominating Committee met to evaluate the applications and summarize the feedback from individual Council members, including prioritization based on skill sets identified by an earlier recommendation from the Board. Page 1 / 2 THI NC 16-02 Appointment 33 • The Committee, in evaluating the comprehensive list of highly qualified candidates, and taking into consideration the input from all Council members, narrowed their selection process down to a number that would require further analysis. It was decided to entertain an interview process to make a final recommendation to the Shareholder. • As supported by THI By-law #1A, the appointment of all Directors can be made at any Special or Annual General Meeting. Therefore these appointments will hold their positions until the 2017 AGM. RECOMMENDATION The Shareholder Nominating Committee recommended six individuals to be appointed to the position of Independent Directors for THI until the AGM in 2017. The seventh Director will be a representative of the Shareholder. Page 2 / 2 CAO 34 Council Committee Request Council Committee Request forms and any written submissions or background information for consideration by Council must be submitted to the Clerk's office by the following deadline: 4:30 P.M. ON THE MONDAY PRIOR TO THE REQUESTED MEETING DATE Committee Information Committee Name Committee Chair Phone Number E-mail Request Details Desired Council meeting date (Council regularly meets the 2nd and 4th Monday of each month) Subject and comments for the Request Dollar Amount Requested, if applicable: __________________________________________________________________________________ Should you require assistance completing this form, please contact: Deputy Clerk at 519-688-3009 Ext. 3221 or tsmith@tillsonburg.ca Please note that submission of this form does not guarantee the approval of the request. The Clerk's office will confirm the request by e-mail after receiving this form. PLEASE COMPLETE PAGE TWO 35 Name of Staff Liaison Is there any supporting documentation you will be providing to Council? Will there be a Power Point presentation accompanying the request? I acknowledge that the Chair of the Committee (or representative) must be in attendance of the Council meeting to speak and answer questions Council may have: I acknowledge that all supporting documentation must be submitted by 4:30 p.m. to the Deputy Clerk by Monday before the meeting date: Copy of the Resolution as passed by the Committee Acknowledged Acknowledged Yes No Yes No Please forward completed forms to the Deputy Clerk at tsmith@tillsonburg.ca Personal information on this form is collected under the legal authority of the Municipal Act, as amended. The information is collected and maintained for purpose of creating a records that is available to the general public, pursuant to Section 27 of the Municipal Freedom of Information and Protection of Privacy Act. Questions about this collection should be directed to the Municipal Clerk, Town of Tillsonburg, 200 Broadway Street, 2nd Floor, Tillsonburg, ON, N4G 5A7, Telephone 519-688-3009 Ext. 3224. 36 Report Title Memorial Park Revitalization Project Update Report No. PRA 16-6 Author Mel Getty – Chair, Parks & Recreation Advisory Cttee. Meeting Type Council Meeting Council Date September 12, 2016 Attachments • Memorial Park Revitalization Master Plan Layout RECOMMENDATION THAT Report PRA 16-6 Memorial Park Revitalization Project Update be received for information; AND THAT Council authorize work to proceed on the pumptrack, track removal and ball diamond relocation elements of the Revitalization Project. EXECUTIVE SUMMARY At their meeting on September 6, 2016 the Parks & Recreation Advisory Committee passed the following resolution: THAT the Parks & Recreation Advisory Committee recommends that the pumptrack, track removal and ball diamond relocation elements of the Revitalization Project proceed and that the resolution be forwarded to Council for approval. BACKGROUND The Memorial Park Revitalization Project Subcommittee passed the following resolutions at their meeting on August 22, 2016: Moved by: Mike Cerna Seconded by: John Glass THAT the Memorial Park Revitalization Committee endorses the presented plan for the pump track and that the resolution be forwarded to the Parks & Recreation Advisory Committee and further that this endorsement is subject to contact with any neighbours or user groups as per Municipal Public Engagement Policy. Carried. At their subsequent meeting, the Parks and Recreation Advisory Committee reviewed the recommendation and the proposed Memorial Park Revitalization Project Master Plan Layout. The Advisory Committee passed the motion recorded above. Page 1 / 1 PRA 16-6 Memorial Park Revitalization Pr 37 Report No: CASPO 2016-163 COMMUNITY AND STRATEGIC PLANNING Council Date: September 12, 2016 To: Mayor and Members of Tillsonburg Council From: Eric Gilbert, Senior Planner, Community and Strategic Planning Application for Zone Change ZN 7-16-04 – Steve & Tara Smith REPORT HIGHLIGHTS • The application for zone change proposes to rezone the subject property to ‘Low Density Residential Type 1 Converted Dwelling Zone (R1-C)’ to permit an additional dwelling unit in the upper floor of the existing dwelling. • The additional dwelling unit will be located on the upper floor of the existing dwelling. No exterior changes are proposed. • Planning staff are recommending approval of the application, as it is consistent with the policies of the Provincial Policy Statement and maintains the intent and purpose of the Official Plan respecting low density residential uses. DISCUSSION Background OWNER: Steve & Tara Smith 281 Broadway, Tillsonburg ON N4G 5C3 LOCATION: The subject property is legally described as Lot 937, Plan 500, Town of Tillsonburg and is located on the north west corner of Broadway and Bear Street. The lands are municipally known as 281 Broadway, Tillsonburg. COUNTY OF OXFORD OFFICIAL PLAN: Schedule “T-1” Town of Tillsonburg Land Use Plan Residential Schedule “T-2” Town of Tillsonburg Residential Density Plan Low Density Residential Page 1 of 4 38 Report No: CASPO 2016-163 COMMUNITY AND STRATEGIC PLANNING Council Date: September 12, 2016 TOWN OF TILLSONBURG ZONING BY-LAW NO.3295: Existing Zoning: Low Density Residential Type 1 Zone (R1) Proposed Zoning: Low Density Residential Type 1 Converted Dwelling Zone (R1-C) PROPOSAL: The purpose of the Application for Zone Change is to permit a converted dwelling (an additional dwelling unit) on the subject property. The subject property is approximately 1027 m2 (11 054 ft2) and contains a single detached dwelling (c. 1900) with an approximate gross floor area of 170 m2 (1830 ft2), and a detached accessory structure. Surrounding land uses are generally low density residential, consisting of single detached dwellings. Plate 1, Existing Zoning and Location Map, shows the location of the subject property and the existing zoning in the immediate vicinity. Plate 2, 2015 Aerial Photo, provides an aerial view of the subject property. Plate 3, Applicant’s Sketch, shows the dimensions of the subject property and the location of the existing single detached dwelling. Application Review PROVINCIAL POLICY STATEMENT: The 2014 Provincial Policy Statement (PPS) provides policy direction on matters of provincial interest related to land use planning and development. Under Section 3 of the Planning Act, where a municipality is exercising its authority affecting a planning matter, such decisions “shall be consistent with” all policy statements issued under the Act. Section 1.1.3.1 of the PPS states that Settlement Areas will be the focus of growth and their vitality and regeneration shall be promoted. Section 1.1.3.3 of the PPS states that Planning authorities shall identify and promote opportunities for intensification and redevelopment where this can be accommodated taking into account existing building stock or areas, including brownfield sites, and the availability of suitable existing or planned infrastructure and public service facilities required to accommodate projected needs. Section 1.4.3 of the PPS states that Planning Authorities shall provide for an appropriate mix of housing types and densities to meet projected requirements of current and future residents by permitting and facilitating all forms of housing required to meet the social, health, and well-being requirements of current and future residents’ and permitting and facilitating all forms of residential intensification, including second units, and redevelopment in accordance with policy 1.1.3.3. Page 2 of 4 39 Report No: CASPO 2016-163 COMMUNITY AND STRATEGIC PLANNING Council Date: September 12, 2016 OFFICIAL PLAN: The subject lands are designated ‘Residential’ and ‘Low Density Residential’ according to the Land Use Plan and Residential Density Plan for the Town of Tillsonburg, as contained in the Official Plan. The policies of Section 8.2 (TOWN OF TILLSONBURG HOUSING DEVELOPMENT AND RESIDENTIAL AREAS) promote the accommodation of present and future demand for housing in Tillsonburg through the efficient use of vacant residentially-designated lands, underutilized parcels in built-up areas and existing housing stock in all neighbourhoods. The policies of Section 8.2.4.3- CONVERTED DWELLINGS provide that Town Council may zone areas to permit detached dwellings to be converted into two residential units. Converted dwellings may be permitted with more than 2 units if the area is characterized by a mixture of dwelling types, lot sizes are generally sufficient to accommodate the required off-street parking without detracting from the visual character of the area, and existing dwelling units satisfy the dwelling size requirements specified in the Zoning By-law. The Zoning By-Law may limit the number of units that may be contained in a converted dwelling and specify minimum lot or dwelling size requirements for conversion. To maintain the external character of the dwelling the Zoning By-law may also limit the extent of structural additions or changes that would be permitted. TOWN OF TILLSONBURG ZONING BY-LAW: The subject property is currently zoned ‘’Low Density Residential Type 1 Zone (R1)’, according to the Town of Tillsonburg Zoning By-law. Permitted uses within the ‘R1’ zone include a single detached dwelling. The minimum gross floor area for a single detached dwelling in the R1 zone is 93 m2 (1,001 ft2). The minimum gross floor area for a converted dwelling is 65m2 (699.7 ft2) per dwelling unit. Section 7.2.2 contains provisions relating to converted dwellings. These provisions require that there be no alterations to the dwelling that increase the gross floor area of the dwelling, and any outside stairways shall be required in a rear yard only. A converted dwelling shall comply with all other zone provisions as contained in Section 7.2. AGENCY COMMENTS: The application was circulated to various public agencies considered to have an interest in the proposal. No concerns were expressed with the proposed development. The Town Building Department indicated that a building permit will be required to convert the single detached dwelling into two units to ensure compliance with the Ontario Building Code. PUBLIC CONSULTATION: Notice of complete application and notice of public meeting regarding this application was circulated to surrounding property owners on two occasions, July 25, 2016 & August 29, 2016. At the time this report was written, no comments or concerns had been received from the public. Page 3 of 4 40 Report No: CASPO 2016-163 COMMUNITY AND STRATEGIC PLANNING Council Date: September 12, 2016 Planning Analysis It is the opinion of this Office that the proposed zoning application is consistent with the policies of the Provincial Policy Statement and is in keeping with the policies of the County Official Plan and can therefore be supported from a planning perspective. The proposal is consistent with the PPS direction to provide for an appropriate diversity of housing types and densities to meet the needs of current and future residents. If approved, this converted dwelling will provide an additional housing option for residents of the Town and represents an efficient use of existing municipal infrastructure. The proposal is not expected to impact the surrounding neighbourhood as there are no exterior changes to the existing dwelling proposed, the neighbourhood has a mixture of dwelling types, and the subject property is of a sufficient size to accommodate the required off-street parking. The applicant proposes to create a second dwelling unit in the upper level of the single detached dwelling. The additional dwelling unit will comply with the zone provisions respecting converted dwellings as there are no alterations or exterior changes to the dwelling proposed. It is Planning staff’s opinion that the creation of one new dwelling unit within the upper level of the existing single detached dwelling is appropriate from a planning perspective and can be given favourable consideration. A copy of the draft amending by-law is attached for Council’s consideration. RECOMMENDATION 1. It is recommended that the Council of the Town of Tillsonburg approve the zone change application submitted by Steve & Tara Smith, whereby the lands described as Lot 937, Plan 500, Town of Tillsonburg, known municipally as 281 Broadway are to be rezoned from ‘Low Density Residential Type 1 Zone (R1)’ to ‘Low Density Residential Type 1 Converted Dwelling Zone (R1-C)’. SIGNATURES Authored by: Matt Murray, Student Planner Approved for submission: Eric Gilbert, MCIP, RPP, Senior Planner Page 4 of 4 41 June 8, 2016 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 beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 1130 Notes NAD_1983_UTM_Zone_17N 56 Meters Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 42 June 8, 2016 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 beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 260 Notes NAD_1983_UTM_Zone_17N 13 Meters Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 43 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4035 A By-Law to amend Zoning By-Law Number 3295, as amended. WHEREAS the Municipal Council of the Corporation of the Town of Tillsonburg deems it advisable to amend By-Law Number 3295, as amended. THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1. That Schedule "A" to By-Law Number 3295, as amended, is hereby amended by changing to ‘R1-C’ the zone symbol of the lands so designated ‘R1-C’ on Schedule “A” attached hereto. 2. This By-Law comes into force in accordance with Sections 34(21) and (30) of the Planning Act, R.S.O. 1990, as amended. READ a first and second time this 12th day of September, 2016. READ a third time and finally passed this 12th day of September, 2016. Mayor Clerk 44 L O T 9 3 7 ALLEY20.1120.1151.05 N52°26'00"E 51.05 L O T 9 3 6 R E G I S T E R E D P L A N5 0 0BROADWAYBEAR ST LOT 937, REGISTERED PLAN 500 TOWN OF TILLSONBURG AREA OF ZONE CHANGE TO R1-C NOTE: ALL DIMENSIONS IN METRES THIS IS SCHEDULE "A" MAYOR CLERK TO BY-LAW No. ________________, PASSED THE __________ DAY OF ____________, 2016 SCHEDULE "A" TO BY-LAW No. 4035 © 5 0 5 10 152.5 METRES ÞÞ Þ4035 12th September 45 ZN 7-16-04 TOWN OF TILLSONBURG BY-LAW NUMBER 4035 EXPLANATORY NOTE The purpose of By-Law Number 4035 is to rezone the subject property from ‘Low Density Residential Type 1 Zone (R1)’ to ‘Low Density Residential Type 1 Converted Dwelling Zone (R1-C)’ to permit an additional dwelling unit in the upper floor of the existing dwelling. The subject property is legally described as Lot 937, Plan 500, Town of Tillsonburg. The property is located on northwest corner of Broadway and Bear Street, and is municipally known as 281 Broadway. The Municipal Council, after conducting the public hearing necessary to consider any comments to the proposed zone change application, approved By-Law Number 4035. The public hearing was held on September 12th, 2016. No comments were received from any members of the public. Any person wishing further information relative to Zoning By-Law Number 4035 may contact the undersigned: Ms. Donna Wilson Clerk Town of Tillsonburg 200 Broadway, 2nd Floor Town Centre Mall Tillsonburg, ON N4G 5A7 Telephone: 842-9200 File: ZN 7-16-04 (Steve & Tara Smith) Report No: 2016-163 46 StonyCreekLakeLisga r QUEEN STCON C E S S I O N S T W DUR H A M S TROLPH STCON C E S S I O N S T E BIDWELL STBROADWAYPUCALLEYANN STROSS STHALE ST SEC O N D S T GOWRIE ST E PARK AVEVENISON ST W VALLEY VIEWLANECOON ALLEYVICTORIA STVENI S O N S T E GOWRIE ST W BRIDGE ST W WOLF ST BEAR ST FRANK STBRID GE STE LISGAR AVEDELEVAN CRESLISGARCRTDENTON AVEKEY MAP LANDS TO WHICH BYLAW ____________ APPLIES © 50 0 50 100 15025 METRES 4035 47 Subject Property Looking Northwest on Bear St Site Photos ZN 7-16-04: Smith Smith ZN 7-16-04 Subject Property Looking Southwest on Broadway 48 Community and Strategic 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: A-09/16 APPLICATION FOR PERMISSION TO: Town of Tillsonburg Committee of Adjustment MEETING: September 12, 2016 REPORT NUMBER: 2016-215 OWNERS: Ian & Linda Palk 23 Jackson Court, Tillsonburg ON, N4G 5R3 REQUESTED PERMISSION: Pursuant to Section 45(2) of the Planning Act, the owners propose to obtain permission to permit the construction of a covered porch at the rear of an existing legal non-conforming townhouse, as well as increase the permitted projection of the covered patio into the required rear yard, reduce the minimum setback to the rear lot line and increase the maximum permitted lot coverage. LOCATION: The subject property is described as Part Lot 48, Plan 41M-86, Parts 7 & 8, 41R-6076, in the Town of Tillsonburg. The property is located on the southeast corner of Jackson Court, North of Clear Valley Drive, and is municipally known as 23 Jackson Court. BACKGROUND INFORMATION: COUNTY OF OXFORD OFFICIAL PLAN: Schedule ‘T-1’ Town of Tillsonburg Land Use Plan Residential Schedule ‘T-2’ Town of Tillsonburg Residential Density Plan Medium Density Residential TOWN OF TILLSONBURG ZONING BY-LAW: Special Medium Density Residential Zone (RM-1) SURROUNDING USES: predominantly townhouses, with single detached dwellings to the south and Participate Park to the northeast 49 File Number: A-09/16 Report Number 2016-215 Page 2 COMMENTS: (a) Purpose of the Application: The applicant proposes to obtain permission under Section 45(2) of the Planning Act to permit the construction of a covered patio comprising approximately 24 m2 (259 ft2) at the rear of an existing legal non-conforming townhouse. Permission is also required to increase the permitted projection of the covered patio into the required rear yard from 1.5 m (4.9 ft) to 3.5 m (11 ft), reduce the minimum setback to the rear lot line from 7.5 m (24.6 ft) to 4 m (13.1 ft) and increase the maximum permitted lot coverage from 40% to 54.5%. For the Committee’s information, since the existing townhouse on the property currently covers 47% of the lot area, exceeding the maximum 40% lot coverage that is permitted, permission is sought under Section 45(2) to facilitate the construction of the proposed covered patio. The subject property comprises approximately 310 m2 (3,337 ft2) and is currently occupied by an existing townhouse covering an area of 144 m2 (1,550 ft2). Plate 1, Existing Zoning & Location Map, shows the location of the subject property and the zoning in the immediate vicinity. Plate 2, Aerial Map (2015) with Existing Zoning, shows the location of the subject lands and surrounding properties. Plate 3, Applicants’ Sketch, shows the dimensions and setbacks of the proposed covered patio at the rear of the existing townhouse. (b) Agency Comments: The application was circulated to a number of public agencies. The following comments were received. Town Engineering Services Department indicated that the rear yard swale is not to be altered. The Town Building Services Department, County Public Health & Emergency Services Department and County Public Works Department had no concerns with the proposal. (c) Public Consultation Public Notice was mailed to surrounding property owners on September 2, 2016. As of the writing of this report, no comments or concerns had been received from the public. (d) Official Plan: The subject lands are designated ‘Medium Density Residential’ according to the Official Plan. ‘Medium Density Residential’ areas are those lands that are primarily developed or planned for low to medium profile multiple unit development that exceeds densities established for Low Density areas. Permitted uses include townhouses, medium density cluster development, converted dwellings and low-rise apartments. The existing townhouse and proposed covered patio conform to the ‘Medium Density Residential’ policies of the Official Plan. 50 File Number: A-09/16 Report Number 2016-215 Page 3 Section 10.3.5 - ZONING BY-LAWS AND NON-CONFORMING USES also states that the Committee of Adjustment may permit the extension or enlargement or change of use of a legally established land use which does not conform to the Official Plan and the local area municipal Zoning By- law. In evaluating such applications, the Committee shall consider the following criteria: • the use has been continuous from the day the zoning by-law came into effect; • there will be no extension of the site or building beyond the limits of the land owned and used from the effective date (of the by-law); • permission for the extension, enlargement or change in the non-conforming use is in keeping with the general intent of the Official Plan and will not aggravate those aspects of the use that do not conform to the Official Plan and zoning bylaw. • that existing municipal services such as water, sewers, stormwater management facilities and roads will be adequate; • that there are adequate parking and loading facilities to accommodate the proposed use; • that the proposed extension, enlargement or change in use will not adversely affect desirable development in adjacent areas which are in conformity with the Official Plan and zoning by-law; • that the proposed extension, enlargement or change in use would include measures that will reduce nuisances, protect adjacent properties and improve the compatibility of the use with the surrounding areas; and, • that the extension, enlargement or change in use is necessary to avoid undue hardship to the applicant, provided that all other criteria have been met, there are no negative effects on environmental resources identified in Section 3.2 and the proposed use is more compatible than the existing use relative to the relevant Official Plan policies. In considering such applications for permission, the policies also state that the Committee of Adjustment may attach such conditions as it deems appropriate to the approval of an application within its jurisdiction to extend, enlarge or change a legal non-conforming use. It is the opinion of Planning staff that this application complies with the criteria of Section 10.3.5. The townhouse was constructed some time ago and there will be no extension beyond the limit of the subject property. The permission is also in keeping with the general intent of the Official Plan and it is not anticipated that the proposed covered patio will have any further impacts on matters such as storm water management, grading and drainage. (e) Zoning By-law: The subject property is zoned ‘Special Medium Density Residential Zone (RM-1)', which permits a townhouse. Within the ‘RM-1’ zone covered patios are permitted to project 1.5 m (4.9 ft) into the required 7.5 m (24.6 ft) rear yard, while maintaining a setback of 7.5 m (24.6 ft) from the rear lot line. In this case, permission is required to increase the permitted projection of the proposed covered patio to 3.5 m (11 ft) and reduce the minimum setback to the rear lot line to 4 m (13.1 ft). Certain structures, such as decks and patios are permitted to project into required yards provided that the minimum setback between the projection and lot line is maintained. The purpose of this provision is to recognize that such structures are typically smaller in scale and size than the main dwelling. As such, these types of structures are allowed to project into required yards while maintaining a certain minimum setback from the rear lot line to ensure adequate amenity space is provided and separation between common lot lines. The ‘RM-1’ Zone also permits a maximum lot coverage of 40% for all building and structures on the lot. As previously mentioned, the existing townhouse on the property currently covers 47% 51 File Number: A-09/16 Report Number 2016-215 Page 4 of the lot area, exceeding the maximum 40% lot coverage that is permitted. In this regard, the existing townhouse is considered a legal non-conforming use. In this case, the applicants require permission to further increase the total lot coverage to 54.5%. The purpose of the lot coverage provision is to limit the extent of buildings/structures on a lot to ensure sufficient area is maintained for parking and private amenity area as well as ensuring lot grading is not negatively impacted. The lot coverage provision also ensures that the general scale of development is consistent and appropriate for the size of the lot. The proposed patio and resulting lot coverage is not expected to negatively impact the amenity space on the lot or area available for drainage. The proposed patio will cover an existing concrete patio that is used an amenity area for the occupants of the dwelling and the location will not impact the approved lot grading plan for the dwelling or the overall approved subdivision grading plan. (f) Planning Review: It is the opinion of this Office that the requested permission to facilitate the extension of an existing legal non-conforming use can be considered appropriate in this instance. The proposed covered patio is not anticipated to impact the ability of the property to provide adequate amenity space, or negatively impact drainage. Furthermore, the proposed covered patio will be in keeping with the character of the existing development in the immediate area and is not anticipated to negatively impact neighbouring properties or lot grading, as the applicants’ propose to cover an existing patio. In light of the foregoing, Planning staff are of the opinion that the proposal complies with the criteria as outlined in Section 45(2) of the Planning Act, and complies with the Official Plan review criteria for applications requesting permission to expand or enlarge an existing legal non- conforming land use. RECOMMENDATION: That the Town of Tillsonburg Committee of Adjustment approve Application File A-09/16, submitted by Ian & Linda Palk, for lands described as Part Lot 48, Plan 41M-86, Parts 7 & 8, 41R-6076, Town of Tillsonburg, to facilitate the extension of a legal non-conforming townhouse as well as increase the permitted projection of a covered patio into the required rear yard, reduce the minimum setback to the rear lot line and increase the maximum permitted lot coverage; subject to the following condition: i. A building permit for the proposed covered patio shall be issued within one year of the date of the Committee's decision. Authored by: original signed by Rebecca Smith, Development Planner Approved for submission by: original signed by Eric Gilbert, MCIP, RPP, Senior Planner RS September 1, 2016 52 August 11, 2016 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 beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 1540 Notes NAD_1983_UTM_Zone_17N 77 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 53 August 11, 2016 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 beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 380 Notes NAD_1983_UTM_Zone_17N 19 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 54 55 Site Photo A-09/16 – Palk View of Subject Property 56 57 58 59 Community and Strategic 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: A-10/16 APPLICATION FOR MINOR VARIANCE TO: Town of Tillsonburg Committee of Adjustment MEETING: September 12, 2016 REPORT NUMBER: 2016-216 OWNER: Southridge Heights Inc. P.O. Box 153, Tillsonburg ON, N4G 4H5 APPLICANT: John Bamford P.O. Box 153, Tillsonburg ON, N4G 4H5 REQUESTED VARIANCES: 1. Relief from Section 6.2, Table 6.2 – Zone Provisions, to increase the maximum permitted lot coverage of an ‘R1’ zoned lot from 33% to 36% of the lot area; and, 2. Relief from Section 6.2, Table 6.2 – Zone Provisions, to reduce the minimum required rear yard depth from 12 m (39.3 ft) to 11.5 m (37.7 ft), to facilitate the construction of a single detached dwelling with a covered porch. LOCATION: The subject property is described as Lot 146, Plan 41M-145, in the Town of Tillsonburg. The property is located on the west side of Morning Glory Drive, north of Trillium Drive, and is municipally known as 18 Morning Glory Drive. BACKGROUND INFORMATION: COUNTY OF OXFORD OFFICIAL PLAN: Schedule ‘T-1’ Town of Tillsonburg Land Use Plan Residential Schedule ‘T-2’ Town of Tillsonburg Residential Density Plan Low Density Residential TOWN OF TILLSONBURG ZONING BY-LAW: Low Density Residential Type 1 Zone (R1) SURROUNDING USES: low density residential uses, consisting of single detached dwellings and vacant residential lots within a registered plan of subdivision 60 File Number: A-10/16 Report Number 2016-216 Page 2 COMMENTS: (a) Purpose of the Application: The applicant is requesting relief from the above noted sections of the Town Zoning By-law to facilitate the construction of a one-storey single detached dwelling with a covered porch. Due to the design of the proposed dwelling and covered porch relief of the Zoning By-Law is required. The subject property comprises approximately 666 m2 (7,168.8 ft2) and is currently vacant. As indicated above, a single detached dwelling is proposed to be constructed on the property. Plate 1, Existing Zoning & Location Map, shows the location of the subject property and the zoning in the immediate vicinity. Plate 2, Aerial Map (2015), shows the location of the subject lands and surrounding properties. Plate 3, Applicant’s Site Sketch, shows the dimensions and setbacks of the proposed single detached dwelling and covered porch. Plate 4, Applicant’s Rear Elevation Sketch, provides an illustration of the covered porch at the rear of the proposed single detached dwelling. Plate 5, Applicant’s Side Elevation Sketch, provides an illustration of the covered porch from the south side of the proposed single detached dwelling. (b) Agency Comments: The application was circulated to a number of public agencies. The following comments were received. The Town Engineering Services Department indicated that a preliminary lot grading plan will be required in conjunction with a building permit application to ensure adequate drainage is provided. The Town Building Services Department, County Public Health & Emergency Services Department and County Public Works Department had no concerns with the proposal. (c) Public Consultation: Public Notice was mailed to surrounding property owners on September 2, 2016. As of the writing of this report, no comments or concerns had been received from the public. (d) Intent and Purpose of the Official Plan: The subject lands are designated ‘Low Density Residential’ according to the Official Plan. Within the ‘Low Density Residential’ designation, permitted land uses primarily consist of low density housing forms including single detached dwellings, duplexes and street fronting town houses as well as accessory uses thereto. The use of the lands for a single detached dwelling conforms to the ‘Low Density Residential’ policies of the Official Plan. 61 File Number: A-10/16 Report Number 2016-216 Page 3 (e) Intent and Purpose of the Zoning By-law: The subject property is zoned ‘Low Density Residential Type 1 Zone (R1)’, which permits a single detached dwelling. The ‘R1’ zone also permits a maximum total lot coverage (including accessory buildings/structures) of 33% and a minimum rear yard depth of 12 m (39.3 ft). In this case, the applicant proposes a total maximum lot coverage of 36% and a minimum rear yard depth of 11.5 m (37.7 ft). The purpose of the lot coverage provision is to limit the extent of buildings/structures on a lot to ensure sufficient area is maintained for parking and private amenity area as well as ensuring the general lot grading for the overall subdivision and the individual lot are not negatively impacted. The lot coverage provision also ensures that the general scale of development is consistent and appropriate for the size of the lot. No detached accessory structures were included on the applicant’s sketch. The intent of the rear yard depth provision is to ensure that single detached dwellings maintain sufficient setback to provide a buffer for neighbouring properties, adequate recreational and amenity area, and proper area for drainage. In this case, it is not anticipated that the minor increase in lot coverage will have a negative impact on lot grading or drainage. A preliminary lot grading plan will be reviewed as part of the building permit process to ensure the proposal will have no negative impacts on neighbouring properties. Furthermore, the proposed covered porch is not anticipated to impact the available amenity space on the lot and sufficient setbacks will be provided from neighbouring properties. (f) Desirable Development/Use: It is the opinion of this Office that the applicant’s request can be considered minor and desirable for the development of the subject property. As the proposed relief is not anticipated to impact the ability of the property to provide adequate parking and amenity space, or negatively impact drainage, the requested relief can be considered minor. Sufficient separation with also be provided from property lines to allow for normal building maintenance and access. The applicant’s request can also be considered desirable as it will facilitate the construction of a single detached dwelling that is consistent with the existing development in the area. In light of the foregoing, it is the opinion of this Office that the requested relief is in keeping with the general intent and purpose of the County Official Plan and Town Zoning By-law and should be given favourable consideration. RECOMMENDATION: That the Town of Tillsonburg Committee of Adjustment approve Application File A-10/16, submitted by Southridge Heights Inc., for lands described as Lot 146, Plan 41M-145, Town of Tillsonburg, as it relates to: 1. Relief from Section 6.2, Table 6.2 – Zone Provisions, to increase the maximum permitted lot coverage of an ‘R1’ zoned lot from 33% to 36% of the lot area; and, 62 File Number: A-10/16 Report Number 2016-216 Page 4 2. Relief from Section 6.2, Table 6.2 – Zone Provisions,to reduce the minimum required rear yard depth from 12 m (39.3 ft) to 11.5 m (37.7 ft), to facilitate the construction of a single detached dwelling with a covered porch. Subject to the following condition: i. A building permit for the proposed dwelling shall be issued within one year of the date of the Committee's decision. As the proposed variances are: (i) minor variances from the provisions of the Town of Tillsonburg Zoning By-law No. 3295; (ii) desirable for the appropriate development or use of the land; (iii) in-keeping with the general intent and purpose of the Town of Tillsonburg Zoning By-law No. 3295; and (iv) in-keeping with the general intent and purpose of the Official Plan. Authored by: original signed by Rebecca Smith, Development Planner Approved for submission by: original signed by Eric Gilbert, MCIP, RPP, Senior Planner RS September 1, 2016 63 August 10, 2016 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 beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 2050 Notes NAD_1983_UTM_Zone_17N 102 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 64 August 10, 2016 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 beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 510 Notes NAD_1983_UTM_Zone_17N 26 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 65 66 67 68 Site Photo A-10/16 – Southridge View of Subject Property 69 70 71 72 Community and Strategic 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: A-11/16 APPLICATION FOR MINOR VARIANCE TO: Town of Tillsonburg Committee of Adjustment MEETING: September 12, 2016 REPORT NUMBER: 2016-225 OWNERS: Mike and Catherine Klyn 15 South Court Street East, Norwich ON, N0J 1P0 REQUESTED VARIANCE: Relief from Section 6.2, Table 6.2 – Zone Provisions, to increase to maximum permitted lot coverage of an ‘R1A’ zoned lot from 35% to 39% of the lot area, to facilitate the construction of a single detached dwelling with a covered porch. LOCATION: The subject property is described as Lot 30, Plan 41M-241, in the Town of Tillsonburg. The property is located on the east side of Victoria Way, south of Sanders Crescent, and is municipally known as 4 Victoria Way. BACKGROUND INFORMATION: COUNTY OF OXFORD OFFICIAL PLAN: Schedule ‘T-1’ Town of Tillsonburg Land Use Plan Residential Schedule ‘T-2’ Town of Tillsonburg Residential Density Plan Low Density Residential TOWN OF TILLSONBURG ZONING BY-LAW: Low Density Residential Type 1 Zone (R1A) SURROUNDING USES: Low density residential uses, consisting of single detached dwellings, street fronting townhouses and vacant residential lots 73 File Number: A-11/16 Report Number 2016-225 Page 2 COMMENTS: (a) Purpose of the Application: The applicants are requesting relief from the above noted section of the Town Zoning By-law to facilitate the construction of a one-storey single detached dwelling with an attached garage and covered porch. It should be noted that relief was previously granted by the Committee on April 11, 2016 to increase the maximum permitted lot coverage from 30% to 38% of the lot area. Since that time, it has been determined that the original site sketch provided by the applicants included a rounding error. As such, the total lot coverage equates to 39% of the lot area, requiring further relief from the Zoning By-law. The subject property comprises approximately 565.2 m2 (6,084 ft2) and is currently vacant. Surrounding uses include single detached dwellings, street-fronting townhouses and vacant residential lots. Plate 1, Existing Zoning & Location Map, shows the location of the subject property and the zoning in the immediate vicinity. Plate 2, Aerial Map (2015), shows the location of the subject lands and surrounding properties. Plate 3, Applicants Sketch, shows the dimensions and setbacks of the proposed dwelling including the covered porch. (b) Agency Comments: The application was circulated to a number of public agencies. The Town Building Services Department, Town Engineering Services Department, Town Hydro Services Department, County Public Health & Emergency Services Department and County Public Works Department had no concerns with the proposal. (c) Public Consultation: Public Notice was mailed to surrounding property owners on September 2, 2016. As of the writing of this report, no comments or concerns had been received from the public. (d) Intent and Purpose of the Official Plan: The subject lands are designated ‘Low Density Residential’ according to the Official Plan. Within the ‘Low Density Residential’ designation, permitted land uses primarily consist of low density housing forms including single detached dwellings, duplexes and street fronting town houses as well as accessory uses thereto. The use of the lands for a single-detached dwelling conforms to the ‘Low Density Residential’ policies of the Official Plan. (e) Intent and Purpose of the Zoning By-law: The subject property is zoned ‘Low Density Residential Type 1 Zone (R1A)’, which permits a single-detached dwelling. The ‘R1A’ zone also permits a maximum total lot coverage (including accessory buildings/structures) of 35%. 74 File Number: A-11/16 Report Number 2016-225 Page 3 The purpose of the lot coverage provision is to limit the extent of buildings/ structures on a lot to ensure sufficient area is maintained for parking and private amenity area as well as ensuring the general lot grading for the overall subdivision and the individual lot are not negatively impacted. The lot coverage provision also ensures that the general scale of development is consistent and appropriate for the size of the lot. In this case, it is not anticipated that the minor increase in lot coverage will have a negative impact on lot grading or drainage. A lot grading plan will be reviewed as part of the building permit process. (f) Desirable Development/Use: It is the opinion of this Office that the applicant’s request to increase the maximum permitted lot coverage from 35% to 39% of the lot area, to facilitate the construction of a single detached dwelling with a covered porch, can be considered minor and desirable for the development of the subject property. As the proposed relief is not anticipated to further impact the ability of the property to provide adequate parking and amenity space, or negatively impact drainage, the requested relief can be considered minor. Sufficient separation with also be provided from property lines to allow for normal building maintenance and access. The applicants request can also be considered desirable as it will facilitate the construction of a one-storey single detached dwelling that is consistent with the existing development in the area. In light of the foregoing, it is the opinion of this Office that the requested relief is in keeping with the general intent and purpose of the County Official Plan and Town Zoning By-law and should be given favourable consideration. 75 File Number: A-11/16 Report Number 2016-225 Page 4 RECOMMENDATION: That the Town of Tillsonburg Committee of Adjustment approve Application File A-11/16, submitted by Mike and Catherine Klyn, for lands described as Lot 30, Plan 41M-241, Town of Tillsonburg, as it relates to: 1. Relief from Section 6.2, Table 6.2 – Zone Provisions, to increase to maximum permitted lot coverage of an ‘R1A’ zoned lot from 35% to 39% of the lot area, to facilitate the construction of a single-detached dwelling. Subject to the following condition: i. A building permit for the single-detached dwelling shall be issued within one year of the date of the Committee's decision. As the proposed variance is: (i) a minor variance from the provisions of the Town of Tillsonburg Zoning By-law No. 3295; (ii) desirable for the appropriate development or use of the land; (iii) in-keeping with the general intent and purpose of the Town of Tillsonburg Zoning By-law No. 3295; and (iv) in-keeping with the general intent and purpose of the Official Plan. Authored by: original signed by Rebecca Smith, Development Planner Approved for submission by: original signed by Eric Gilbert, MCIP, RPP, Senior Planner RS September 1, 2016 76 March 28, 2016 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 beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 1020 Notes NAD_1983_UTM_Zone_17N 51 Meters Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 77 March 28, 2016 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 beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 510 Notes NAD_1983_UTM_Zone_17N 26 Meters Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 78 79 Site Photo A-11/16 – Klyn View of Subject Property 80 81 82 83 84 Report Title County of Oxford – Application for Official Plan Amendment OP16-04-9 – Options for the Extension and/or Connection of Services Outside of Settlement Boundaries Report No. CA0 16-09 Author David Calder Meeting Type Council Meeting Council Date September 12, 2016 Attachments • LETTER AND OPINION – MARK L. DORFMAN, PLANNER INC. • REPORT CAO 16-03 • REPORT CASPO 2016-50 RECOMMENDATION THAT Council receive report CAO 16-09 County of Oxford – Application for Official Plan Amendment OP16-04-9 – Options for the Extension and/or Connection of Services Outside of Settlement Boundaries for information; AND THAT the Council of the Town of Tillsonburg advise the Oxford County Council that it does not support the application for Official Plan Amendment OP16-04-9 as it does not represent good planning, it encourages new infill development outside of settlement areas and may prejudice settlement area extensions in the future. EXECUTIVE SUMMARY The County has initiated an application to make amendments to the County of Oxford Official Plan as it pertains to the connection and/or extension of municipal water and sewer services outside of settlement boundaries. The deadline to make comment on the proposed policies was extended to the end of September. At its meeting of June 16, 2016, Council authorized staff to work with the City of Woodstock and the Town of Ingersoll, to jointly prepare and submit comments from an urban perspective in response to the proposed changes. BACKGROUND The Official Plan currently prohibits the extensions of services beyond the boundary of a designated settlement area. Extension beyond the settlement boundary are permitted only if six criterial are met including: Page 1 / 3 85 • The existing development is within the immediate vicinity of the limit of the large urban centre; • The existing development is within the municipal boundaries of the County of Oxford; • The extension of services is required for existing development only and that no additions or intensification of existing uses are proposed with the exception of limited infilling in accordance with the policies of this Plan; • The existing development is experiencing a water quantity or quality problem that has been verified by the Oxford County Board of Health and the Board agrees that the extension of services are required to remediate the problem; • The existing development is no longer able to access existing communal water facilities and the Class EA process has indicated that the extension of centralized waste water and water supply facilities is the preferred servicing alternative; • The owners of the existing development have agreed to pay connection fees base on the County’s cost recovery policy. A site specific Official Plan Amendment is required in the event that any of these criteria are not satisfied. The proposed amendment to the Official Plan introduces a distinction between a connection and an extension for existing development beyond the settlement boundary. The prohibition of a connection and extension is continued; however, the policy contradicts this with an exception that gives an “as of right” (without meeting the aforementioned criteria) connection for any existing development and infill new residential development. From a staff perspective, such a shift in policy direction will have significant and long lasting impacts on the settlement areas in the County. The proposed policy will make it much easier for properties on the fringe of the settlement boundary to access sewer and water services. The infill rights for these newly connect properties create opportunity for new development through intensification. This type of intensification has the potential to make settlement area expansions more difficult and costly. In the opinion of staff, the proposed policy amendment does not represent good planning. The fact that the proposed policy suggests that the decision to connect services be left up to County staff is also concerning as any such decisions should be viewed as a significant policy decision and not an administrative exercise. CONSULTATION/COMMUNICATION Woodstock, Tillsonburg and Ingersoll agreed that a coordinated response from the urban area municipalities to the proposed Official Plan Amendment is the best course of action. As a result, Mr. Mark Dorfman, F.C.I.P., R.P.P was retained to provide the respective Council’s with an informed and comprehensive opinion on the County of Oxford proposed Official Plan amendments. Mr. Dorfman will present his opinion to Town Council at the Council meeting. Page 2 / 3 CAO 86 Page 3 / 3 CAO 87 STAFF REPORT CAO Report Title: County Policy Options for the Extension and/or Connection of Services Outside of Settlement Boundaries Report No.: CAO 16-03 Author: David Calder, CAO Meeting Type: COUNCIL MEETING Council Date: JUNE 16, 2016 Attachments: CASPO REPORT 2016-50 POLICY OPTIONS FOR THE EXTENSION AND/OR CONNECTION OF SERVICES OUTSIDE OF SETTLEMENT BOUNDARIES RECOMMENDATION: That Council receives report CAO 16-07 County Policy Options for the Extension and/or Connection of Services Outside of Settlement Boundaries. And that the Council authorizes the CAO to work cooperatively and jointly with the Town of Ingersoll and the City of Woodstock on a cost shared bases to retain independent professional planning advice, so as to be able to format a comprehensive response to the proposed County Official Plan Amendment; And that the Council request that the County formally amend the comment period from July 22nd, 2016 until September 30th, 2016 so as to provide a reasonable timeframe for all municipalities to review the proposed amendment and format a complete response to the proposal. Background The purpose of this report is to provide information and seek approval from Council to work with the City of Woodstock and the Town of Ingersoll, to jointly prepare and submit comments from an Urban perspective in response to a request for consideration of CASPO Report 2016-50 Policy Options for the Extension and/or Connection of Services Outside of Settlement Boundaries. 88 The County has prepared and circulated report CASPO 2016-50. The purpose of this report is to outline potential options regarding the development of policies for the extension and/or connection of municipal water and sanitary sewer services to development beyond the boundaries of the settlement areas with the County. Report CASPO 2016-50 obtained County Council direction to initiate an application to amend the Official Plan and circulate the report to the Area Municipalities and agencies considered to have an interest in the proposal. From staff’s perspective such a shift in policy direction at the County level may have significant and long lasting impacts on the settlement areas in the County. It would appear, at a very high level, the proposed policy may make it much easier for properties on the fringe of the settlement areas to access sewer and water services. Although the report does try to distinguish between existing services and expanding services, the argument may be problematic for a number of reasons. The impact of the policy change may have unique implications on Tillsonburg due to its geographic location abutting the boarders of other Counties. The fact that the policy suggests that the decision to connect services be left up to County staff is also concerning as it should viewed as a significant policy decision, not an administrative exercise. The CAOs from Woodstock, Tillsonburg and Ingersoll met to discuss mutual concerns and have agreed at a staff level that a coordinated response is the best course of action. It is felt that an independent planning perspective should be sought so that the urban municipalities can formulate and submit an informed, comprehensive and balanced comments on the proposed amendment. Based on Woodstock’s experience it is proposed that they would be the lead in the joint response with Ingersoll and Tillsonburg sharing equally with Woodstock in expenses incurred. Additionally, staff feel that the comment period closing of July 22, 2016 is an artificial deadline and viewed as too short so as to provide an opportunity to retain independent advice, to provide a realistic and complete response to the proposed policy. As such staff is also recommending that the County be requested to amend the commenting period to September 30th, 2016 to provide ample opportunity to formulate a full, comprehensive response. Preliminary discussions with County Planning suggest that this would be acceptable to the County as well. It is viewed that an approved policy such as the one proposed may have significant and long lasting impacts on the settlement areas. In the case of Tillsonburg, clarity on the policy is important in the context of the tri county geography. Page 2 / 3 CAO 89 Page 3 / 3 CAO 90 Report No: CASPO 2016-50 COMMUNITY AND STRATEGIC PLANNING Council Date: May 25, 2016 Page 1 of 9 To: Warden and Members of County Council From: Director, Community and Strategic Planning Director, Public Works Director, Public Health and Emergency Services Policy Options for the Extension and/or Connection of Services Outside of Settlement Boundaries RECOMMENDATIONS 1. That County Council authorize staff to proceed with an application to amend the Official Plan as it pertains to the connection to, and/or extension of municipal water and sewer services outside of settlement boundaries, as outlined in Report No. CASPO 2016-50; 2. And further that Report No. CASPO 2016-50 be circulated to the Area Municipalities for consideration. REPORT HIGHLIGHTS  The purpose of this report is to outline potential options regarding the development of policies for the extension and/or connection of municipal water and sanitary sewer services to development beyond the boundaries of the County’s settlement areas.  This report also proposes to obtain Council direction to: initiate an application to amend the Official Plan; circulate this report to the Area Municipalities for comment; and to consult with the Area Municipalities and agencies considered to have an interest in the proposal. Implementation Points The report outlines potential options for policies regarding the extension and/or connection of municipal water and/or sewer services to development located outside of the County’s settlement boundaries. The report further seeks Council direction with respect to initiating an application for Official Plan amendment and undertaking consultation with the Area Municipalities and other agencies that may have an interest in the matter. Any recommended policy changes or other implementation measures identified through this process will be presented to Council for further consideration. Financial Impact The recommendations contained in this report will not have any financial impacts beyond those accounted for in the 2016 CASPO budget. The Treasurer has reviewed this report and agrees with this statement. 91 Report No: CASPO 2016-50 COMMUNITY AND STRATEGIC PLANNING Council Date: May 25, 2016 Page 2 of 9 Risks/Implications There are no risks or other implications anticipated as a result of the recommendations contained in this report. Strategic Plan County Council adopted the County of Oxford Strategic Plan (2015-2018) at its regular meeting of May 27, 2015. The initiatives contained in this report support the Values and Strategic Directions as set out in the Strategic Plan as they pertain to the following: 3. ii. A County that Thinks Ahead and Wisely Shapes the Future – Implement development policies, land uses and community planning guidelines that: - Strategically grow our economy and our community - Actively promote the responsible use of land and natural resources by focusing on higher density options before considering settlement boundary expansions - Provides a policy framework which supports community sustainability, health and well-being - Supports healthy communities within the built environment - Supports and protect a vibrant and diversified agricultural industry 3. ii. A County that Thinks Ahead and Wisely Shapes the Future – Demonstrated commitment to sustainability by: - Ensuring that all significant decisions are informed by assessing all options with regard to the community, economic and environmental implications including: • Life cycle costs and benefit/costs, including debt, tax and reserve levels and implications • Responsible environmental leadership and stewardship DISCUSSION Background Chapter 4 (Growth Management Policies) of the County Official Plan generally prohibits the extension of, or connection to, municipal water and wastewater services beyond the boundary of a serviced settlement (i.e. Large Urban Centres, Serviced Villages and Villages serviced by municipal water). However, the Plan does provide an exemption for such extensions to service existing development in limited circumstances where specific criteria, as outlined in Attachment No. 1 to this report, are met. The current policies of the Official Plan regarding municipal water and sewage facilities generally reflect key elements of the 2014 Provincial Policy Statement (PPS), which recognizes that efficient development patterns optimize the use of land, resources and public investment in infrastructure and public service facilities. Efficient land use and development patterns support sustainability by promoting strong, liveable, healthy and resilient communities, protecting the environment and public health and safety, and facilitating economic growth. Further, the PPS supports resilient development and land use patterns by recognizing that healthy, liveable and safe communities are sustained by, among other matters, avoiding development and land use patterns that would prevent the efficient expansion of settlement areas in those areas which are adjacent or close to settlement areas and, promoting cost- 92 Report No: CASPO 2016-50 COMMUNITY AND STRATEGIC PLANNING Council Date: May 25, 2016 Page 3 of 9 effective development patterns and standards to minimize land consumption and servicing costs. The PPS also recognizes that the vitality of settlement areas is critical to the long-term economic prosperity of Ontario’s communities and that it is in the interests of all communities to use land and resources wisely, promote efficient development patterns and ensure the effective use of infrastructure and public service facilities. To this end, the PPS directs that settlement areas are the focus of growth and development and that the vitality and regeneration of settlements shall be promoted. With respect to water and sewage facilities, the PPS directs that planning for such facilities shall accommodate growth and development in a manner that promotes the efficient use and optimization of existing infrastructure and ensures that such systems can be sustained both environmentally and financially. In keeping with the 2014 PPS, the policies of the Official Plan regarding the extension of municipal services outside of serviced settlement boundaries are generally intended to limit pressure for the premature, unjustified or uneconomical extension of services and to ensure that urban-type land uses are not encouraged to establish outside of serviced settlement areas with the benefit of full urban-level services that may hinder or prevent the efficient expansion of settlement boundaries in the future and/or create (or exacerbate) compatibility concerns in prime agricultural areas. The current policies contained in the Official Plan regarding service extensions have generally been effective with respect to the matters identified above. However, issues have been identified with respect to distinguishing between extending services via placement of new infrastructure and the connection of properties to existing services where no physical extension of municipal services is required, including matters related to both process and justification for connecting to water vs sewage facilities and considerations related to servicing larger areas once the need for a service extension has been identified. In light of questions and concerns that have been raised with respect to the application of the current criteria contained in the Official Plan regarding servicing extensions beyond settlement boundaries over the past number of years, this report has been prepared with a view to outlining various options for addressing this issue going forward. Comments The current policies of the Official Plan regarding water and sewage service extensions have been effective with respect to maintaining the planned function of the County’s settlement boundaries from a land use planning perspective, while allowing for extensions to existing properties in the vicinity of serviced settlements where such extensions are necessary to address failures to private services that cannot be reasonably remediated through other means. However, as the majority of the proposed ‘extensions’ considered over the past number of years have been requests to connect to existing infrastructure immediately adjacent to the affected properties, a number of questions and concerns regarding the application of the current policies have been raised. 93 Report No: CASPO 2016-50 COMMUNITY AND STRATEGIC PLANNING Council Date: May 25, 2016 Page 4 of 9 As such, staff have identified a number of issues and potential options that could be considered through a review of the current policies, with a view to possible amendments to the Official Plan in this regard. Maintain Current Policies and Criteria The current policies of the Official Plan regarding the extension of services outside of a Large Urban Centre are included as Attachment No. 1 to this report. This report proposes to also consider similar policies related to both Serviced Villages and Villages, however, as the policies and criteria for consideration of extensions are similar for all serviced settlements, the policies related to Large Urban Centres have been included for reference. The current policies have generally been effective with respect to the intent and purpose of the Plan as it relates to preserving and enhancing the planned function of the County’s serviced settlements, limiting the premature, unjustified or uneconomical expansion of services and the protection of prime agricultural areas. However, notwithstanding the general effectiveness of the service extension policies, it is recognized that there are certain elements of the policies that may benefit from further clarification. For example, one criterion requires that the extension of municipal services, where permitted, can only be for existing development where ‘no additions or intensification of existing uses’ are proposed. However, the same criterion allows for ‘limited infilling’ (i.e. consents) in accordance with the policies of the Official Plan. Further, the current policies reference the potential to extend water and/or sewage services, however, the criteria contained in the policies appears only to be relevant to the extension of water services. It is also the opinion of staff that the current policies would also benefit from clarification as to the circumstances where municipal sanitary services may be extended as opposed to (or together with) municipal water services. Criteria for Water Extensions and Sewer Extensions As indicated above, the current Official Plan policies are not clear with respect to their applicability to water and/or wastewater. Generally, the extension of, or connection to municipal water service or municipal sewers is in-keeping with the PPS policies related to providing partial services (one service or the other) to address failed individual private services. Planning policies typically avoid providing full municipal services (or ‘urban-level’ services) outside of settlements for reasons explained in this report, including the focus of Provincial and County policy on supporting settlements and potentially facilitating development that may conflict with uses permitted in prime agricultural areas. It is the opinion of this office that the criteria and policies related to the connection and, particularly, the extension of municipal services would benefit from further clarification either in the context of the existing policies or through the development of new or updated policies in this regard. Extension vs Connection The current extension of services policies do not make a distinction between a connection to existing infrastructure and the extension of services that may be required to service a distressed property. The majority of recent requests regarding water and/or sanitary service connections have been received from properties where municipal services exist and require only the 94 Report No: CASPO 2016-50 COMMUNITY AND STRATEGIC PLANNING Council Date: May 25, 2016 Page 5 of 9 installation of a water service connection or sanitary lateral. In these instances, there is no physical ‘extension’ of public infrastructure required. Either within the context of the current policies or in a scenario where the service extension policies are more broadly reconsidered, it is the opinion of this Office that there is merit in distinguishing between ‘connections’ to, and ‘extensions’ of, municipal services and consideration being given as to what criteria should be applied to each scenario to ensure that the overall intent and purpose of all of the relevant provincial and Official Plan policies are maintained. Considerations and Options for Revised Policies Staff are of the opinion that any changes to the existing Official Plan policies related to the extension of municipal services beyond the boundaries of the County’s serviced settlements must be considered in the context of the broad principles and strategic initiatives of both the Official Plan and the PPS, including the planned function of settlements and compatibility with agricultural land uses. With a view to the foregoing, staff are of the opinion that there are a number of issues that must be addressed if considering significant amendments to the existing policies regarding service extensions. Some of the key considerations are as follows: Connections ● If the policies are amended to differentiate between connections to existing infrastructure and extensions, as outlined previously in this report, what review criteria should be applied to such connections? Can certain connections be permitted by County staff approval where the property owner agrees to pay connection fees in accordance with the County’s cost recovery policy? Current policies require Council approval of any connection/extension of municipal services beyond a serviced settlement boundary. In situations where the municipal infrastructure has been built adjacent to existing development (i.e. in the municipal road allowance), there may be an opportunity to permit connections to the municipal service through a staff approval in certain circumstances, subject to pre-approved criteria set out in the Official Plan. ● Is it necessary and/or advisable to include criteria for connecting to existing municipal sewage services that are more stringent than connecting to existing municipal water only? The connection of existing development in the immediate vicinity of serviced settlements to the municipal water system is generally sufficient to address water quantity and/or quality issues. Staff have viewed the connection (or extension) of municipal sewers as providing the potential for urban-type development outside of a settlement boundary. This type of development is generally not intended for areas outside of serviced settlements, for reasons outlined previously in this report. However, the connection of existing development to existing infrastructure can assist in off-setting the costs of maintaining that infrastructure over the longer-term. 95 Report No: CASPO 2016-50 COMMUNITY AND STRATEGIC PLANNING Council Date: May 25, 2016 Page 6 of 9 ● Should connections to existing services be limited to residential development only? What circumstances and/or criteria should apply to consideration of connecting non-residential uses to existing infrastructure? As noted previously, Provincial policy and the Official Plan focus growth and development in settlements and as such, it is not intended that development outside of settlement boundaries have access to full municipal services. Most development in the County that is located in the vicinity of settlements and adjacent to servicing infrastructure is residential. In-keeping with the strategic initiatives and objectives of the Official Plan related to growth and development, it may be prudent to limit connections to non-residential development to water service only. ● Should connections to existing services be limited to those properties that are within the ‘immediate vicinity’ of the serviced settlement (as per existing policy), or should connections be permitted for all properties adjacent to the existing service? The potential to connect non-settlement development to municipal services in Oxford is generally limited, by policy, to properties in reasonably close proximity to a serviced settlement. However, there are instances where water services have been extended a considerable distance from a settlement (i.e. extension from Sweaburg to the Woodstock Service Centre on Hwy 401) or between settlements (from Otterville to Springford along Otterville Road). As noted, current policies are intended to allow for services only to properties in close proximity to serviced settlements. The development of infrastructure for purposes such as those identified above is generally for a specific purpose and not intended to provide servicing to non-settlement properties and uses located ‘enroute’. Notwithstanding the foregoing, limited connections (i.e. residential uses) to existing infrastructure may assist in spreading the costs of the service among more users in certain circumstances. Extensions ● Should the criteria for extending services differentiate between residential and non- residential uses? Similar to the discussion included in the previous section regarding ‘connections’, the extension of services to non-residential uses may create greater issues related to compatibility and land use patterns that could affect future settlement expansion; compete with the planned function of settlement areas; and promote development that may conflict with permitted uses in prime agricultural areas. Keeping in mind that service extensions are only intended to be provided where a property has an identified water quantity or quality problem, typically, the extension of municipal water service is sufficient to remediate the problem. Further, the connection or extension of municipal sanitary services is often not required to remediate a water quality or quantity problem, but is desired for cost, operational or future expansion reasons. In such cases, allowing the connection simply provides the benefit of urban-level water and sewer servicing to a non-settlement area and increases the potential to further intensify or expand the development without the need to comply 96 Report No: CASPO 2016-50 COMMUNITY AND STRATEGIC PLANNING Council Date: May 25, 2016 Page 7 of 9 with other development standards, fees and costs associated with development within a settlement. ● Should the connection to or extension of municipal sanitary sewer services only be considered where there are broader environmental concerns, such risk to human health, the natural environment, fish or wildlife habitat and/or the municipal water supply that cannot be addressed by the extension of the municipal water supply? With a view to the comments noted above, the extension of municipal water services are often sufficient to alleviate an identified quality or quantity problem. The majority of requests for service extensions over the past number of years have been for water service. Requests for municipal sanitary sewers have been largely (but not exclusively) for connections to existing infrastructure. An option for consideration in this regard may be to include a higher standard for the extension of municipal sewers, including risk to health, the environment, wildlife habitat and/or the municipal drinking water supply. ● Should the ‘test’ for extending water services to distressed properties be modified to allow such extension where it is identified as being the most reasonable and effective means to correct the problem (as opposed to the current policy which stipulates that such extension may only occur where it is ‘required’ to mitigate a water quality or quantity issue)? ● Where services are extended in accordance with the criteria developed for such purposes, should existing development between the connected property and the settlement boundary (or otherwise in the vicinity of the extension) be permitted to connect as-of-right? Should such consideration only be given to existing residential development? What additional criteria, if any, should be applied to the future connection of such properties? Depending upon the circumstances of the service extension, the extension may create opportunities for other properties along (or in the vicinity of) the service ‘route’ to be connected. While such connections may serve to off-set costs associated with the service, consideration of these situations in the context of both Provincial policy and the Official plan as they pertain to the planned function of existing settlements, efficient use of public services, lands and infrastructure and the protection of prime agricultural areas must remain at the forefront. Next Steps Staff are of the opinion that the policies attached to this report represent a suitable starting point for circulation to, and engagement with, Area Municipalities, government agencies and community stakeholders and residents for discussion purposes. These policies have been drafted with a view to the relevant Provincial and Official Plan policies and principles and the County’s experience in dealing with municipal service extensions, recent requests and from input obtained via a County Council workshop held in 2015. Staff recommend that the initiation of an application to amend the Official Plan using the attached draft policies as the basis for circulation and consultation should be given favourable consideration by Council. 97 Report No: CASPO 2016-50 COMMUNITY AND STRATEGIC PLANNING Council Date: May 25, 2016 Page 8 of 9 With Council’s direction, staff will immediately initiate a formal amendment to the Official Plan, including circulation of the amendment to Area Municipalities and all public agencies that are considered to have an interest in the proposal. Staff will undertake a thorough consultation process and endeavour to bring an amendment back to Council for approval by in the third quarter of 2016. Conclusions Current Official Plan policies related to servicing the County’s settlements and the provision for extending municipal services beyond settlement boundaries in limited circumstances have served Oxford well and are reflective of Provincial policy that speaks to the importance of settlements as the focus of growth and development, efficient settlement expansions, servicing efficiency and the protection of prime agricultural areas. Recent requests to permit the connection of residential properties to existing infrastructure adjacent to large settlements (Woodstock and Tillsonburg) have raised questions related to the interpretation of ‘connection’ vs ‘extension’ of services and whether the current policies and criteria regarding service connections and/or extensions should be updated to recognize a broader range of circumstances whereby such connections/extensions may occur. The attached draft policy document is intended to provide a basis and ‘starting point’ for circulation to and discussion with the Area Municipalities and other groups and agencies as part of a formal application to consider amending the Official Plan. SIGNATURE Report Author: original signed by Gordon K. Hough, RPP Director of Community & Strategic Planning Reviewed by: Reviewed by: original signed by original signed by Robert Walton, P.Eng. Lynn Beath Director of Public Works Director of Public Health & Emergency Services Approved for submission: original signed by Peter M. Crockett, P.Eng. Chief Administrative Officer 98 Report No: CASPO 2016-50 COMMUNITY AND STRATEGIC PLANNING Council Date: May 25, 2016 Page 9 of 9 ATTACHMENTS Attachment No. 1 - Large Urban Centre Servicing Policies – Excerpt regarding Extension of Services Within the County Boundary Attachment No. 2 - Draft Policies and Schedules for Extending Services Within the County Boundary 99 ATTACHMENT NO. 1 RELEVANT EXCERPTS FROM THE COUNTY OF OXFORD OFFICIAL PLAN SECTION 4.2.2.5.1 – EXTENSION OF SERVICES WITHIN THE COUNTY BOUNDARY [LARGE URBAN CENTRES] The extension of centralized waste water or water supply facilities and infrastructure to service development beyond the limit of a Large Urban Centre [i.e. Woodstock] or Future Urban Growth designations as established on Schedules W-1, I-1, T-1 and Schedule C-3, Settlement Strategy Plan, shall be prohibited. Notwithstanding the above, the extension of centralized waste water and/or water supply facilities and infrastructure to existing development may be permitted upon receipt of a written request, provided that all of the following criteria are satisfied: ● the existing development is within the immediate vicinity of the limit of the LUC; ● the existing development is within the municipal boundaries of the County; ● the extension of services is required for existing development only and that no additions or intensification of existing uses are proposed with the exception of limited infilling in accordance with the policies of this Plan; ● the existing development is experiencing a water quantity or quality problem that has been verified by the Oxford County Department of Public Health and Emergency Services (PHES) and that PHES agrees that the extension of services is required to remediate the problem; ● the existing development is no longer able to access existing communal water facilities and the Class Environmental Assessment process has indicated that the extension of centralized waste water and water supply facilities is the preferred servicing alternative; ● the owner of the existing development has agreed to pay connection fees based on the County’s cost recovery policy. Each request for an extension of services shall be subject to County Council approval, consideration of which will be made upon a written recommendation of the County Public Works Department. Such recommendation shall be made on the basis of assessing the criteria listed above and with reference to the servicing hierarchy contained in Section 5 of the Official Plan. SECTION 5.5.3 – HIERARCHY OF SERVICING OPTIONS Requests for the extension of servicing beyond the designated limits of Villages, Serviced Villages, Large Urban Centres and the Future Urban Growth designation will be permitted, without the need for an amendment to the Plan, for existing development subject to the policies set out in Sections 4.2.2.3 [Villages], 4.2.2.4 [Serviced Villages] and 4.2.2.5 [Large Urban Centres], as applicable. These policies apply only to the extension of centralized systems. The extension of communal waste water or water supply facilities beyond the designated limits of the respective boundaries is prohibited. 100 ATTACHMENT NO. 2 (Chapter 4, New Section 4.2.2.6 – will require renumbering of FUG section and all cross-referencing in the OP) 4.2.2.6 Extension of and/or Connection to Municipal Services Outside of a Settlement Objectives Ensure that settlement areas remain the focus of growth and development and that development outside of serviced settlements is undertaken in a comprehensive manner that does not hinder or prevent the efficient expansion of settlement boundaries in the future. Limit pressure for the premature, unjustified or uneconomical extension of municipal services and ensure that urban-type land uses are not encouraged to establish outside of serviced settlement areas with the benefit of urban-level services. Protect prime agricultural areas for agriculture and ensure that development outside of settlement areas is compatible with and does not negatively impact agricultural uses. 4.2.2.6.1 Extension or Connection to Services Within the County Boundary Policies The extension of, or connection to, municipal water services infrastructure to service development beyond the Village settlement designation as identified on Schedules ‘C-3’, ‘B-1’, ‘E-1’, ‘N-1’, ‘S-1’ and ‘Z-1’ shall be prohibited. The extension of, or connection to, municipal water services and/or municipal sewage services infrastructure to service development beyond the Serviced Village settlement designation (as identified on Schedules ‘C-3’ ‘B-2’, ‘B-3’, ‘E-2’, ‘E-3’, ‘N-2’, ‘S-2’, ‘Z-2’, ‘Z-3’) and the Large Urban Centre settlement designation (as identified on Schedules ‘C-3’ ‘I-1’, ‘T-1’ and ‘W-1’ shall be prohibited. The extension of, or connection to, municipal water services and/or municipal sewage services infrastructure beyond the Large Urban Centre settlement designation into the Future Urban Growth designation shall be guided by the policies of Section 4.2.2.7 [currently Section 4.2.2.6]. Exceptions Notwithstanding the prohibitions identified above, the ‘connection’ to, or ‘extension’ of municipal water services and/or municipal sewage services infrastructure to service development outside of the Village, Serviced Village or Large Urban Centre settlement designations may be permitted in accordance with the following policies: 101 For the purposes of this section, a ‘connection’ to municipal water services and/or municipal sewage services infrastructure shall be differentiated from an ‘extension’ of these services as follows: A ‘connection’ to municipal water services and/or municipal sewage services shall mean the connection of existing development to municipal water services and/or municipal sewage services infrastructure that is located in immediate proximity to that development and for which no physical extension of the existing municipal water services and/or municipal sewage services infrastructure is required, with the exception of a water service connection and/or a sanitary lateral where required to connect the lot to the municipal water services and/or municipal sewage services. An ‘extension’ to municipal water services and/or municipal sewage services shall mean the physical extension of existing municipal water services and/or municipal sewage services infrastructure that would be required to service a specific development that would not qualify as a ‘connection’, as defined above. 4.2.2.6.1.1 Connection to Municipal Water Services and/or Municipal Sewage Services Connecting to Municipal Water Services Where municipal water services are available, a connection to said services shall only be permitted to existing residential development, or existing commercial, industrial or institutional development that is recognized by existing zoning in immediate proximity of the existing municipal water services infrastructure as identified on Schedules “Water 1” through “Water 24”. Limited residential infilling in accordance with the applicable policies of this Plan may also be permitted. Connecting to Municipal Sewer Services Where municipal sewage services are available, a connection to said services shall only be permitted to those lots identified on Schedules “Sewer 1” through “Sewer 7” in accordance with the following criteria: - connection to municipal sewage services shall only be permitted for existing residential development, including limited residential infilling in accordance with the applicable policies of this Plan. Notwithstanding the subsection above, a connection to municipal sewage services may be permitted on those lots identified on Schedules “Sewer 1” through “Sewer 7” for existing non-residential development subject to the following: - the use to be connected is an industrial, commercial or institutional use that is recognized by existing zoning and is of a ‘dry’ nature; the word ‘dry’ implying that the use does not employ significant numbers of people, does not need significant amounts of water for operations and does not produce significant amounts of effluent; and 102 - the lands are rezoned to limit the use of the lands to the existing ‘dry’ use. Connecting to Municipal Sewer Services in Future Urban Growth Areas In addition to the criteria for connecting existing non-residential development to municipal sewer services contained in the previous section, where lands are within a Future Urban Growth designation, a connection to municipal sewage services shall only be permitted where a failing septic system is located within an area where it is, or would be, a moderate or significant drinking water threat as prescribed by the Clean Water Act, or where the failure of a private septic system poses an immediate risk to human health, the natural environment and/or fish or wildlife habitat, and where it is determined through consultation with Public Health and/or Public Works, as appropriate, that the connection to municipal sewage services is the only reasonable and effective alternative to remediate the problem. Notwithstanding the ‘Criteria for all Service Connections’ below, each request for a connection to municipal sewage services for lands within a Future Urban Growth designation shall be subject to County Council approval, consideration of which will be made on the basis of a staff report that addresses the objectives and policies for service extensions as set out in Section 4.2.2.6, the servicing hierarchy contained in Section 5.5.3 of this Plan and the policies for Future Urban Growth areas as set out in Section 4.2.2.7 [currently Section 4.2.2.6]. Notice to, and consultation with, the Area Municipalities affected by an connection request will be undertaken as part of the review and the comments received from those municipalities will be provided for County Council’s consideration. Criteria for all Service Connections The development to be connected must be within the municipal boundary of the County of Oxford. A connection to municipal water services and/or municipal sewage services shall only be permitted where the owner of the connecting property has agreed to pay connection fees based on the County’s cost recovery policy, as amended from time to time, and any other requirements of the County regarding the decommissioning and/or disconnecting of private services. Each request for a connection to municipal water services in accordance with subsection 4.2.2.6.1.1 [Connecting to Municipal Water Services] shall be subject to approval of the County Public Works Department. Each request for a connection to municipal sewage services in accordance subsection 4.2.2.6.1.1 [Connecting to Municipal Sewage Services] shall be subject to approval by the County Public Works Department, in consultation with the County Community and Strategic Planning Office and Public Health and Emergency Services Department. 103 4.2.2.6.1.2 Extension of Municipal Water Services and/or Municipal Sewage Services Extending Municipal Water Services The extension of municipal water services shall be permitted for existing residential, or existing commercial, industrial or institutional development only. - The existing development must be experiencing a water quality and/or quantity problem that has been verified by Public Health and Emergency Services and/or Public Works, as appropriate, and it is determined that the extension of municipal water services is the most reasonable and effective alternative to remediate the problem. Where municipal water services have been extended in accordance with the above, limited residential infilling in accordance with the applicable policies of this Plan may be permitted. Extending Municipal Sewage Services The extension of municipal sewage services will be permitted for existing residential development only. - Municipal sewage services shall only be extended where one or more failing private septic systems are located within an area where such septic systems are, or would be, a moderate or significant drinking water threat as prescribed by the Clean Water Act, or where the failure of a private septic system poses an immediate risk to human health, the natural environment and/or fish or wildlife habitat and where it is determined through consultation with Public Health and/or Public Works, as appropriate, that the connection to municipal sewage services is the only reasonable and effective alternative to remediate the problem. Where municipal sewage services have been extended in accordance with the above, limited residential infilling in accordance with the applicable policies of this Plan may be permitted. Criteria for All Service Extensions The development to be serviced must be within the municipal boundary of the County of Oxford and in immediate proximity of the limit of the Village, Serviced Village or Large Urban Centre settlement designation. A connection to municipal water services and/or municipal sewage services shall only be permitted where the owner of the connecting property has agreed to pay connection fees based on the County’s cost recovery policy, as amended from time to time, and any other requirements of the County regarding the decommissioning and/or disconnecting of private services. Each request for an extension of municipal water services and/or municipal sewage services shall be subject to County Council approval, consideration of which will be made on the basis of a staff report that addresses the objectives and policies for service 104 extensions as set out in Section 4.2.2.6 and with reference to the servicing hierarchy contained in Section 5.5.3 of this Plan. Notice to, and consultation with, the Area Municipalities affected by an extension request will be undertaken as part of the review and the comments received from those municipalities will be provided for County Council’s consideration. 4.2.2.6.1.3 Other Considerations Where municipal water services and/or municipal sewage services are extended in accordance with the relevant policies of this Plan and said extension results in the potential for further connections (as defined in this Plan) or the limited servicing of development in the immediate vicinity of the approved service extension, the extent to which additional properties may be connected to the municipal water services and/or municipal sewage services shall be considered by County Council: - through an appropriately scoped Class Environmental Assessment, completed in accordance with current regulations and standards; and/or - through an Official Plan amendment that addresses the principles, objectives and goals of the Plan and the Provincial Policy Statement with respect to settlement areas, municipal water and/or sewer services and the protection of prime agricultural areas. Any such consideration will be undertaken in consultation with the Area Municipalities and any agencies considered to have an interest in the proposal. 105 HIGHWAY59 LAKEVIEWDR FAIRWAY RD RIDGEWOOD CRT PARKVIEW DR PALMER LANE GLENWOOD RD CEDARWOOD ST PORTER DR GUYSBOROUGHDR LAKEVIEWDRT HO M P S O N S T CRESTWOODCRTDORCHE S T ERCR T R ID G E W O O D D R DUNL O P CR T U PP E R T H AM E S D R W E D G E W O OD D R M E A D O W W O ODLANEHIGHWAY 5 9 AR TH URPARK ER AV E THREE WOOD DR PINEVIEWDRB AL DWI NC RE S L AKE VI EWDRWES T VIEWCRTOXFORD ROAD 17 E ASTVIEWAVESO M M E STSUMMITCRESP ITT O C K PARKRDOXFORD R O A D 17HIGHWA Y 5 9 1 3 th L IN E A1 A1 A1 A1 A1 A1 A1 A2 A2-5 C1-8 CF FD FD FD FD FD FDHC-1 I MG OS1 OS1 OS1 OS1 OS2 OS2 OS2 OS2 OS2 PUD-1 PUD-1(H) R1 R1 R1 R1 R1 R1 R1 R1 R1-13 R1-13 R1-13 R1-13 R1-13 R1-16 R1-16 R1-17R1-17 R1-17 R1-17R1-17 R1-18R1-19 R1-19 R2 R2 R2 R3 R3-12 R3-3 RE RE RE RE RE RE RR RR RR-10 EP1 Legend Watermain Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 140 280 420 56070Meters Woodstock North Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Water 1 106 DUNDASST BOND'S CORNER RD DUNDAS ST O XF O R D R O A D 4 HIGHWAY401HIGHWAY2 T O W E R L INE RD H I G H WAY 2 HIGHW A Y 401 O X F O RDR O A D4COMMERCEWAYPARKINSONRD BOND'SCORNERRDD U ND A S S T HIGH W A Y 4 0 1 HIGHWAY401HIGHWAY401H I GHWAY401 MIDDLETOWN LIN E DUNDAS ST OXFORD4A1 A2 AG C4-33 C4-34 C4-35 C4-43 D D D-4(T) EP1 EP2-3 FD FD HC I M3 M3 M3-1 M3-13(H) M3-14 M3-19 MG MG-1 MR MR MR-1 RE Legend Watermain Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 120 240 360 48060Meters Woodstock East Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Water 2 107 PATTULLO AVE RIDGEWAYRD HIGHWAY401NORWI CHAVEHIGHWAY 401GREENLY L INE HIG H W A Y 5 9 A2 AB-17 C6-8 CF HC HC-1 I M1 M2 M3 M3 M3-2 ME MR OS1 RE REC-1 REC-1 REC-2 REC-2 RR Legend Watermain Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 60 120 180 24030Meters Woodstock South Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Water 3 108 G E O R G E ST VALLEYFIE L D DR FRONTSTMARIANSTINGERSOLLRDWILLIA MST DOUGALLS T1 0 t h L IN E KARN RDHI G HW A Y 2 B E A C H V ILLERDANDERSONST A1 A1 A1 A1-7 A2 A2 A2-4 AB-2 C4 C4-9 HC I MG MR OS OS1 R2 R3-1R4-1 RE RE RR RR RR-15 RR-2 RR-2 Legend Watermain Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 100 200 300 40050Meters Woodstock West Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Water 4 109 1 1 t hL I NEA1 A1-4 A2 AG FD I I M4 M4 OS2 R1 R1-13 R1-13 R1-13 R1-13 R1-15 R1-20 R1-22 R2 R2 R3 R3-16 RR Legend Watermain Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 90 180 270 36045Meters Woodstock - 11th Line Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Water 5 110 FAIRVIEWST LANGRELL AVE GLENDALE DR NANCYCRT MCGUIRECRESNORTH ST W QUARTER TOWN L INE HILLDROP CRES J A M E S AV E CROCUS AVE TRILLIUM DR SOUTH RIDGE RD W O O D L A N D C R E S BRAD AVETULIP DRDOGWOOD DR WOODSIDE DRPRIMROSE DRMORNING GLORY DR BROWNSVILLE RD A2 A2-14 AB-13 FD IN1 IN1-2 NC OS2 OS2 R1 R1A R1A R2-10R2-11 R2-11 R2-S R3 RE RE RM RM-2 RR RR-31 Legend Watermain Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 80 160 240 32040Meters Tillsonburg West Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Water 6 111 HARVEST AVE SIMCOE ST TOWNLINE RD WESTTOWNLINE M AL LRD A2 FD HCIN2 IN2-1(H) MG-7 RE RR RR RR RR SC Legend Watermain Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 80 160 240 32040Meters Tillsonburg East Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Water 7 112 FERGUSSON AVE SCOURFIELD DR ALBERT STWOODHATCH CRES GARLAND CRT MARKET LANECHURCH ST HUTCHISON AVE BECKETT RD MARSHALL CRT HILLSIDE RD RIDGE RD WONHAM ST S CRUSOE PL OXFORD ST TAYLORST MCCARTHY ST HENDERSON CRT DUKE ST GARLAND CRT DUNN COURT RD FLORENCE AVE SCOURFIELD DR AVONLEA ST MARSHALL CRTMORRISON AVE SCOURFIELD DR CRUSOE PL SCOURFIELD DR HAMPDEN ST OXFORD LANE KENSINGTONAVE KENDELL LANE I NGERSOLLSTNHARRISST K IN G S TEMUT UALSTN O R T H T O W N L IN E E K IN G S O L O M O N S TTHAMESSTN K IN GST W H A IN E SST CHARLESSTEWE L LI N G T O N S T DANIELST CHARLESSTW CARROLLSTHAINESSTMCCREE R YRD PE MBERTONSTCA S HEL S T MARGARE T S T PR I N C E S S PA R K R D HILLSI DE RD C L A R EN CEA V E MASONDRNORTH TO W N LINE W MAUDSTG E O R G E S T MARTHASTOSSI ANTERRWONHAMSTNCONCESSIONSTFELTZDR HALLST BO L E S S T BRUCEST MCKEANDST ROAD62 DUKELANEIN N E SST UNIONST T H A M ES ST S TUNISST 3 1 s t L INE VICTORIASTCHERRYSTCARNEGIESTJOHNSTJURALANEDAVEY S T CATHERINESTHE NDE R S O NCR T CHERRYSTCE N T R E ST SKYEST EVE LYNAVE W ILLIAMSTALMAST19th LINE KINGHIRAMSTW ATER STMETCALFESTINKERMANSTMI L L S T RI VERV IE W R D STANDREWSTCATHCART STCAMBRIDGE STRAGLAN S T BELL ST N E W T O N ST CEMETERYLANEWOODHAT CHCRESMOUL T ONCRT E L IZABETH AVEMASONDR KERRCR E S SHELTONDR OXFORDAVER O A D 6 2 JANES RDWILSON STR O A D 6 43 3 r d L INE A1 A1 A1 A1 A1 A1 A1 A1-7 A2 CC CC CC CC-1 CC-2 CC-3 CC-4 CC-5 CC-6 CC-7 CC-8 CC-9(T) D D D D EC EC EC-1 EC-2 EC-4 EC-5 EC-6 EC-7 EC-8 HC HC HC HC HC HC-3 HC-3 HC-4 HC-5 HC-8 I I I I-1 IN1 IN1 IN1 IN1 IN1 IN1 IN1 IN1-2 IN2 MG MG MG MQ MR MR OS OS OS-2 R1 R1 R1 R1 R1 R1 R1 R1 R1 R1 R1R1 R1 R1-11 R1-3 R1-4 R1-5 R1-7 R2 R2 R2 R2R2 R2 R2 R2 R2 R2R2 R2 R2 R2-10 R2-11 R2-15 R2-15 R2-16 R2-17 R2-18 R2-2 R2-3 R2-5 R2-8 R2-9 R3 R3 R3 R3R3 R3 R3 R3 R3 R3 R3-1 R3-15 R3-17 R3-18 R3-20 R3-21 R3-22 R3-25 R3-3 R3-5 R3-6 R3-7 R3-8 R3-9 R4 R4 RE RE RE RE RE RE RE RE-2 REC REC REC REC REC REC REC REC REC RR RR RR RR Legend Watermain Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 170 340 510 68085Meters Ingersoll North Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Water 8 113 MCNABS T M EATHERALL LINE THOMASSTKING ST W I NGERSOLLSTSTHOMAS RD27 th L IN E 2 5 t h L INE OA K W O O D S T WA L L A C E L I N E R O A D 60 HAMILTON RD A1 A1 A1-1 A1-2 A2 A2 AB AB-3 HC-1 IN1 ME MG MG-1 MG-2 MG-5 MR MR-1 OS OS R1 R1 RE RE RE RE RE RE REC RR RR Legend Watermain Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 140 280 420 56070Meters Ingersoll West Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Water 9 114 DRUMBOWILMOT ST N T A Y L O R S TOXFORD ROAD 3MECHANI CST P E T E R S O N S T TOWNSHIP ROAD 8 A1 A1-G1 A2 A2-13 D D-3 I MR OS R1 RE RE RE Legend Watermain Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 60 120 180 24030Meters Drumbo Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Water 10 115 DUNDAS ST E CHURCH STMCQUEEN STMCQUEEN STMAI NSTNR A IL W A Y S TE ELGINST E VICTORIA ST W PETER ST ELGIN ST W COWAN ST W EMMAST VICTORIA ST E GISSING ST MAIN ST SOXFORDROAD3ROPER ST RAILWAY ST W DUNDAS ST W HIGHWAY 2 H IG H W AY 2 TOWNSHIP ROAD 2 TOWNSHIP ROAD 2 A1 A1 A2 A2-17 A2-G1 AB D D D D D-2 D-4 HC HC-3 I I I I I I MG MG MG MR MR MR-1 R1 R1 R1 R1 R1 R1-6 R1-C R1-CR1-C R3 RE RE RE RE RE RE RE RE REC REC-6 V V V V V-C Legend Watermain Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 125 250 375 50062.5 Meters Princeton Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Water 11 116 INNERKIP MAI N ST THOMPSONPLBLANDFORDSTGEORGEST CURTIS ST OXFORD ROAD 4GEORGE ST 1 6 t hLI NE17th LIN EJAMES ST TOWNSHIP ROAD 5 A1 A1 A1-3 A2 A2 AB AB-12(T) I I-3 OS OS R1R1 R1-9 R2-2 R3 RE REC REC REC-4 V V-3 Legend Watermain Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 125 250 375 50062.5 Meters Innerkip Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Water 12 117 THAMESFORD GEORGEST SUL L IV ANSTMI L T ONSTCHURCHSTSTANLE Y S T N D E LA TR E S TEALLEN STWASHINGT O N ST E DUNDAS ST E MCCARTY ST WASHINGT O N S T WBYRON ST YO U N G C R E S M C C A R T Y S T 2 1 s t L IN E 1 5 t h L IN E A1 A1 A1 A1 A2 A2-4 D HC-6HC-7(H)I I I I ME MG MR OS R1 R1 RE RE RE RE RE REC RR RR-2 RR-7 Legend Watermain Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 110 220 330 44055Meters Thamesford Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Water 13 118 SWEABURG CHELE-MARKDRKEVI NST GLENNAVESCATHYSTLISASDRROBINSTMILLAR D STCEDARLINE TRI L L I U M L I N E GLENNAVEN SWEABURG RDWILKINSDR DO D G E L I N E OLD STAGE RD MARKCRESCURRY RDHIGHWAY 401A1 A1 A2 A2 A2-22 AB AB-17 AB-9 I I ME MG MG MG-6 MR R1 RE RE RE RE RE RE RE RE RE REC REC RR-3 V-3 Legend Watermain Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 160 320 480 64080Meters Sweaburg East Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Water 14 119 SWEABURG SWEABURG RDCHELE-MARKDRKEV INST GLENNAVESCATHYSTLISASDRROBINST BU D D LIN E MILLA R DSTGLEN NAVE N TRI L L I U M L I N E WILKINSDRCLARKE RDEA S T H I L L L I N E TRI L L I U M L I N E MARKCRE S DO D G E L I N E CURRY RDHIGHWAY 401A1 A2 A2-20 A2-22 AB AB-17 HC I I MG R1 RE RE RE RE RE REC RR RR Legend Watermain Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 180 360 540 72090Meters Sweaburg West Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Water 15 120 MOUNTELGIN G R AY D O N D R PEGGYAVEAMANDA AVECYNTHIA AVE TE R R YAVE BRIANA AVE M O U N T E L G IN R D P L A N K L I N E MOUNT ELGIN RD A1 A1-10 A1-15 A1-5 A1-9 A2 D D-1 D-3 HC HC I I I I-5I-5(H) I-6MG MG MG-8 OS OS-2 R1 R1 R1-1 R1-11 RE RE REC REC RR RR-19 V Legend Watermain Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 90 180 270 36045Meters Mount Elgin Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Water 16 121 BROWNSVILLE SOPHIAST ROLPHST SROLPHST N WOODST W BROWNSVILLE RD GLOVERST W WOODST E GLOVERST E CULLODEN L INE HINCKS ST S HINCKSST N A1-12 A2 AB HC-1 I I MG MG MG MR-4 R1R1-10 R1-12 R1-6 RE RE RE RE REC-4 RMH V V Legend Watermain Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 120 240 360 48060Meters Brownsville Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Water 17 122 NORWICH STOVERST S ROBSON ST D A V I D S TDUFFERIN STHI GHWAY59AIRPORT RD A1 A2 ABAB-16 AB-26 AB-9 D D D-2 D-5(H) D-8 HC HC HC HC HC-3 II-1 MG MG MG MG MG-10 MG-11 MG-12 MG-14 MG-15 MG-3 MG-4 MR-10 MR-5 MR-6 OS R1 R1 R1-10 RE RE RE Legend Watermain Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 130 260 390 52065Meters Norwich Village Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Water 18 123 NORWICH DUFFERINSTDA V I DS T MIDDLETOWN L INE PICK L INE A I R P O R T R D MAPLE DELL RD PLEASANT VALLEY RD A1 A1 A1 A1 A1 A1 A1 A1 A1-5 A2A2-11G3 ABAB-16 D D D-2 D-5(H) D-8 I MG MG MG MG-11 MG-12 R1-10 RE RE RE RE RE RE RR Legend Watermain Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 190 380 570 76095Meters Norwich to Springford Map 1 Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Water 19 124 MILLDALE RD MAPLE DELL RD MI DDLETOWNLI NEA1 A1 A1 A1 A1 A1 A1-5 A1-6 A2 A2-11G3 AB-23 I RE RE RE RE RR Legend Watermain Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 180 360 540 72090Meters Norwich to Springford Map 2 Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Water 20 125 SPRINGFORD MILLDALE RD M A I NSTW WESTSTSW O O DSTEWOODST WOXFORD 13 S O N 'S STWEST ST N OTTERVILLE RD MAIN ST E OTTERVILLE RD OXFORD 13 WATER ST CHURCH ST A1 A1 A1 A1 A1 A1 A1 A2 AB AB I I I R1 R1-24 R1-35 R1-37 R2RE RE RE REC RR RR RR-11 V V-1 V-4 V-5 Legend Watermain Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 190 380 570 76095Meters Norwich to Springford Map 3 Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Water 21 126 SPRINGFORD M AI N S T W WATER STWESTSTSW O O DSTEWOODST WCHURCHST S O N 'S STWEST ST N OTTERVILLE RD OXFORD 13 OTTERVILLE RD MAIN ST EOXFORD 13 A1 A1 A1 A1 A1 A2 AB AB I I I OS-2 R1 R1-24 R1-35 R1-37 R2 RE RE RE RE REC RR RR-11 V V-1 V-4 V-5 Legend Watermain Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 130 260 390 52065Meters Springford Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Water 22 127 MID DLETOW N LINE MILLDALE RD MILLST W OATMANLINE MAINST E CORNELL RD OT T E RV I L L E R D JAMES ST NINTH RD MAINST W CHERRY ST A1 A1A1 A1 A1 A1 A1 A1 A2 A2-16 AB I I I I-4 MR OS R1 R1 R1-24 RE RE RE RE RE REC-5RR RR RR RR Legend Watermain Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 230 460 690 920115Meters Springford to Otterville Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Water 23 128 OTTERVILLE JOHNST NMAINST E ALBERT STNEW ST VANPARYS DR DO V E R S T WELLINGTON ST WCHURCHST MILL ST E WELLINGTON ST E QUEEN ST E BONDSTCEDAR STMAPLE STGROVE STBUCHAN STCHERRY STPINEST OTTER VIE W DR NORTHST E NORTHST W MAIN ST W MILLST W QUEENST WMILLSTW NORTHST W NORFOLK ST NORTHST E RIV E ROAKSD RCOALLINEJOHN ST SCORNELLRDO T T E RV I L L E R D OTTERVILLE RD N I N T H R D MI DDLETO W N LINE JAMES STPICK L INE YORK ST OXFORD ST A1 A1 A1 A1 A2 A2-16 D D-11 HC I II I I I-4 MG MG-5 MG-6 MR MR MR MR MRMR MR-11 MR-9 OS OS OS OS OS-1 R1 R1 R1 R1-18 R1-22 R1-23 R1-29 R1-32 R1-34 R1-34 R1-36 R1-38 R1-39 R1-7 R1-9 R2 RE RE RE RE RE RE REC REC-5 RR V V-3 V-6 Legend Watermain Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 175 350 525 70087.5 Meters Otterville Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Water 24 129 LAKEVIEWDR T HO M P S O N S T DORCHE S T ERCR T DUN L O P C R T U P P E R T H A M E S D R M E A D O W W O O D LA NEEASTVI EWAV E A R TH UR PAR KE R A V E L AK E V I E WDRBA LD W IN C R E S PORTER D R S O M ME S TSUMMITCRESPI T T OCKPARKRDOXFORD R O A D 1 7 1 3 t h L INE RIDGEWOOD DRPINEVIEW DR PARKVIEWDR PALMER LANE GUYSBOROUGHDR A1 A1 A1 A2 A2-5 C1-8 FD FD FD FD FD FDHC-1 MG OS1 OS1OS2 OS2 OS2 OS2 R1 R1 R1 R1 R1 R1 R1 R1-13 R1-13 R1-13 R1-13 R1-13 R1-16 R1-17 R1-17 R1-17 R1-17 R1-18R1-19 R1-19 R2 R2 R3 R3-12 RE RE RR RR EP1 Legend kj Properties to which municipal sanitaryservices may be connected inaccordance with section 4.2.2.6.1.1 Sanitary Low Pressure Main Sanitary Gravity Main Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 90 180 270 36045Meters Woodstock North Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Sewer 1 130 O XF O R D R O A D 4 HIGHWAY401HIGHWAY2 T O W E R L INE RD H I G H WAY 2 HIGHW A Y 401 O X F O RDR O A D4COMMERCEWAYPARKINSONRD BOND'SCORNERRDD U ND A S S T HIGH W A Y 4 0 1 HIGHWAY401HIGHWAY401H I GHWAY401 MIDDLETOWN LIN E DUNDAS ST OXFORD4DUNDASST BOND'S CORNER RD DUNDAS ST A1 A2 AG C4-33 C4-34 C4-35 C4-43 D D D-4(T) EP1 EP2-3 FD FD HC I M3 M3 M3-1 M3-13(H) M3-14 M3-19 MG MG-1 MR MR MR-1 RE Legend kj Properties to which municipal sanitaryservices may be connected inaccordance with section 4.2.2.6.1.1 Sanitary Low Pressure Main Sanitary Gravity Main Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 120 240 360 48060Meters Woodstock East Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Sewer 2 131 RIDGEWAYRD HIGHWAY 401NORWICH AVEHIGHWAY401HIGHWAY401 PATTULLO AVE GREENLY L INE HIG H W A Y 59HIGHWAY 401 A2 AB-17 C6-8 CF HC HC-1 I M1 M2 M3 M3 M3-2 ME MR OS1 OS2 RE REC-1 REC-1 REC-2 REC-2 RR Legend kj Properties to which municipal sanitaryservices may be connected inaccordance with section 4.2.2.6.1.1 Sanitary Low Pressure Main Sanitary Gravity Main Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 60 120 180 24030Meters Woodstock South Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Sewer 3 132 HARVEST AVE SIMCOE ST TOWNLINE RDWESTTOWNLINE M A L LRD A2 FD HCIN2 IN2-1(H) MG-7 RE RR RR RR RR SC Legend kj Properties to which municipal sanitaryservices may be connected inaccordance with section 4.2.2.6.1.1 Sanitary Low Pressure Main Sanitary Gravity Main Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 75 150 225 30037.5 Meters Tillsonburg Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Sewer 4 133 INGERSOL LSTN MUTUAL ST N O R T H T O W N L IN E E K IN G S O L O M O N S TTHAMESSTN CHARLESSTEMI L L S T H U T C H IS O N A V E HAINES ST BECKETTRD FELTZDR DANIELSTPEMBERTONSTMCCREERYRD C AS HELSTFLORENCEAVE MARGARETSTMCKEANDSTC L A R E NC EA V E NORTH TO W N LINE W G E O R G E S T OSSI ANT E RRWONHAMSTNCHERRYSTCRUSOEPLSCOURFIELDDR BRUCESTVICTO RIASTIN N E SST UNIONST CARNEGIESTJOHN ST BELL ST JURALANE HAMPDENST DAVEY ST CATHERINESTHE NDE R S O N CRT SKYEST KER RC R E S EVELYNAVETHAMES STSKENSINGTONAVEWILLIAMSTALMAST ROAD 62 KING HIRAM STMETCALFESTROAD 64 INKERMAN STSTANDREWSTCATHCART STCAMBRIDGE STRAGLAN ST N E W T O N S T MOUL TONCRT E LIZABETHA V ESHELTO N D R JANES RDWILSON STOXFORDAVE 3 3 r d L INE 3 1 s t L INE MASON DR GARLAND CRT OXFORD LANE CARROLL ST HENDERSON CRT GARLAND CRT HAINES ST SCOURFIELD DR CEMETERY LANE A1 A1 A1 A2 CC CC CC CC-1 CC-2 CC-3 CC-6 CC-9(T) D D D EC-2 HC HC HCHC HC-3 HC-4 HC-5 HC-8 I I I-1 IN1 IN1 IN1 IN1 IN1 IN1-2 IN2 MG MG MR MR OS OS OS-2 R1 R1 R1 R1 R1 R1 R1 R1 R1 R1 R1 R1 R1 R1-11 R1-3 R1-4 R1-5 R1-7 R2 R2 R2 R2 R2 R2 R2 R2R2 R2 R2 R2-15 R2-18 R2-2 R2-3 R2-8 R3 R3 R3 R3 R3 R3 R3 R3 R3 R3-15 R3-17 R3-20 R3-21 R3-3 R3-5 R3-6 R3-7 R3-8 R3-9 R4 RE RE RE RE RE RE RE RE-2 REC REC REC REC REC RR RR RR RR Legend kj Properties to which municipal sanitaryservices may be connected inaccordance with section 4.2.2.6.1.1 Sanitary Low Pressure Main Sanitary Gravity Main Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 130 260 390 52065Meters Ingersoll Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Sewer 5 134 THAMESFORD WASHINGTONST W ALL E N S T S UL L I VA NSTGEORGEST MIL TONST DELATRE ST E WASHINGT O N ST E 1 5 t h L INE MCCARTY ST B Y R O N S T Y O U N G C R E S M C C A R T Y S T 2 1 s t L IN E A1 A2 A2-4 D I I I ME MG MR OS R1 R1 REC RR RR-2 RR-7 Legend kj Properties to which municipal sanitaryservices may be connected inaccordance with section 4.2.2.6.1.1 Sanitary Low Pressure Main Sanitary Gravity Main Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 80 160 240 32040Meters Thamesford Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Sewer 6 135 NORWICH HIGHWAY 59 AIRPORT RD A2 AB-26 AB-9 D HC HC HC HC MG MG MG-10 MG-12 MG-14 MG-15 MG-3 MG-4 MR-10 MR-5 RE Legend kj Properties to which municipal sanitaryservices may be connected inaccordance with section 4.2.2.6.1.1 Sanitary Low Pressure Main Sanitary Gravity Main Settlement Boundary ² Map Date: May 13th, 2016Map Created by H. McClure, CASPO 0 90 180 270 36045Meters Norwich Projection Information:North American Datum (NAD) 1983Universal Transverse Mercator (UTM) zone 17NThis map is for reference only.Data layers that appear on this map may or may notbe accurate, current, or otherwise reliable.This is not a plan of survey. DRAFT Sewer 7 136 Report Title Active Citizen Response (ACR) – High Volume Submissions – Ridge Blvd Report No. CA0 16-10 Author David Calder, CAO Meeting Type Council Meeting Council Date September 12, 2016 Attachments • NEW SOD/LAWN CARE TIPS FACT SHEET RECOMMENDATION THAT Council receive report CAO 16-10 Active Citizen Response (ACR) – High Volume Submissions – Ridge Blvd., for information. EXECUTIVE SUMMARY The purpose of this report is to provide information to Council as a result of the increasing number of contacts that have been made to the Town of Tillsonburg through the Active Citizen Response (ACR) system regarding an issue on Ridge Boulevard. This report will identify how the ACR system and the data collect through the public submissions of complaints has been used in order to better serve the public in the future. BACKGROUND Council will recall that Ridge Boulevard was added mid-year to the 2014 capital program following a petition to Council from residents along Ridge Boulevard. This project was constructed in the fall of 2014 which included boulevard restoration. For Council’s information, the following are the details of boulevard restoration that has taken place in a number of reconstruction projects and specific to Ridge Boulevard. • Towns contract specifies 100 mm of screened topsoil compared to OPSS 802 Construction Specification for Topsoil of 50 mm; • Town’s contract specified sod in accordance with OPSs 803 Construction Specification for Sodding; • The Town recognized there were boulevard restoration issues in late 2014 regarding settlement and sod placement and advised the contractor that significant remedial work was needed before the Town could accept the work; • The Town subsequently notified the Contractor that the warranty period for the sod would commence in the spring of 2015; Page 1 / 3 137 • In the spring of 2015 Town staff met with the contractor and each resident with concerns/issues on-site to ensure general agreement of the remedial work; • Following completion of the remedial work the 30 day warranty period was extended until April 29th, 2015. • In accordance with OPSS 803 an inspection of the sod was conducted and was found to be acceptable; • After the 30 day warranty inspection/acceptance it is the homeowner’s responsibility to maintain their respective lawns; Subsequent to the work being competed, and the boulevard restoration being accepted in 2015, a number of ACR’s were submitted by property owners within the scope of work for the Ridge Boulevard reconstruction project. The Town received one ACR submisson in 2014, four in 2015 and six in 2016 related to boulevard restoration. Due to the fact that there were a number of complaints coming from one area and specific to one reconstruction project, staff reviewed the data to determine the specifics of the issue and followed this up with a site visit to gather additional information. The issue being raised by the residents in the area was the condition of the sod that was installed in 2014 as part of the reconstruction project. It appears that the level of lawn care activities such as regular watering and fertilizing are likely the reasons behind the sod either taking or not taking. Some lawns are green and healthy, while others are brown. Based on the data collected through the ACR system and through on-site observations, moving forward, staff has developed a document that highlights important factors to consider regarding newly placed sod that may be part of future reconstruction projects. Staff have also put in place a process to deliver the document titled “New Sod/Lawn Care Tips” to each property owner within a reconstruction project. The document outlines the responsibility of the Town and the property owner regarding the care of newly laid sod. The document also provides best practices for promoting sod growth and establishing a healthy lawn. Finally, the document provides a number of websites that provide additional information in the form of fact sheets. A copy of the Town’s New Sod/Lawn Care Tips sheet is attached for Council’s information. Staff is providing this report to Council as an example of what can be learned from reviewing data collected through the ACR system. By analysing data when there are a number of ACR’s being submitted from one area of Town or contain the bases of a similar or repeated complaint, staff can identify solutions, new practices, or improved communication in order to alleviate similar future complaints. As noted, in the example provided in this report, staff was able to formulate a New Sod/Lawn Care Tips sheet and provided additional information to residents. CONSULTATION/COMMUNICATION Staff reviewed some other municipality’s best practices as they related to new sod and lawn care as well as sourcing information from the Ontario Ministry of Agriculture, Food and Rural Affairs and from the Nursery Sod Growers Association of Ontario. Page 2 / 3 CAO 138 COMMUNITY STRATEGIC PLAN IMPACT Excellence in Local Government through taking action and effective communication. FINANCIAL IMPACT/FUNDING SOURCE No direct costs other than staff time to review the ACR’s and develop new processes and the New Sod/Lawn Care Tips fact sheet. Page 3 / 3 CAO 139 140 Report Title Committee Appointments Report No. CL 16-21 Author Tricia Smith, Deputy Clerk Meeting Type Council Meeting Council Date September 12, 2016 Attachments Proposed By-Law 4036 & Schedule A RECOMMENDATION THAT Council receive Report CL 16-21, Committee Appointments, AND THAT Marianne Sandham, Jami Stephenson and Aleksandra Webber, be appointed to the Museum Advisory Committee, AND THAT Heather Benton, Terry Fleming, Vern Fleming and Jami Stephenson, be appointed to the Cultural Advisory Committee; AND THAT By-law 4036, To amend Schedule A of By-Law 3876, be brought forward for Council consideration. BACKGROUND Council provided direction to staff at the June 27, 2016 meeting to advertise the (2) vacancies on the Museum Advisory Committee and review the other committees of council to ensure a full compliment. Staff identified that there were also (2) vacancies on the Cultural Advisory Committee and advertised the vacancies for both committees for two consecutive weeks in July and August in the Tillsonburg News and on the Town website. A total of (3) applications were received for the Museum Advisory Committee and (4) applications were received for the Cultural Advisory Committee. CONSULTATION/COMMUNICATION Clerk’s staff worked in partnership with the Marketing & Communications Officer to post notice of the vacancies and with the Museum Curator and Chair of the Cultural Advisory Committee to receive applications. FINANCIAL IMPACT/FUNDING SOURCE Financial impacts are contained in the 2016 budget. Page 1 / 2 CL 16-21 141 COMMUNITY STRATEGIC PLAN (CSP) IMPACT Committee appointments demonstrate an excellence in local government through increased opportunities for citizens and stakeholders to be included in oversight on municipal operations. Page 2 / 2 CAO 142 CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4036 A BY-LAW to amend Schedule A of By-Law 3876, to Define the Mandate, Membership, and Meeting Procedures for Committees Established by The Corporation of the Town of Tillsonburg. WHEREAS it is deemed necessary and expedient to amend Schedule A – of By-Law 3876; BE IT THEREFORE ENACTED by the Council of The Corporation of the Town of Tillsonburg as follows: 1. THAT Schedule A of By-Law 3876 Committee Structure be amended as attached hereto; 2. THAT these amendments to By-Law 3876 are hereby declared to be part of that By- Law as if written therein; 3. THAT this By-Law shall come into full force and effect upon passing. READ A FIRST AND SECOND TIME THIS 12th day of September, 2016. READ A THIRD AND FINAL TIME AND PASSED THIS 12th day of September, 2016. ___________________________ MAYOR – Stephen Molnar ______________________________ CLERK – Donna Wilson 143 By-Law 4036 to Schedule “A” to Amend By-Law 3876 Town of Tillsonburg Committees 2014 – 2018 Board/Committees Citizen Appointments Terms of Reference Composition Council Representatives Staff Liaison Accessibility Advisory Committee Mike Cerna Robert Doerr Helen Lamos Margaret McCrimmon Michael Kadey Scot Richardson Peter Staley The mandate of the Accessibility Advisory Committee is to fulfill the duties of a Municipal Accessibility Advisory Committee, as outlined in the Accessibility for Ontarians with Disabilities Act, 2005 and to provide advice to Council on programs, policies and services provided to persons with disabilities and seniors. 7 members 1 Staff 1 Councillor Councillor Stephenson Deputy Clerk Airport Advisory Committee Rick Lee Richard Van Maele Geoffrey Lee Donna Scanlan Euclid Benoit Andre Brisson Henry Atkinson Jeremy Stockmans John Prno Mel Getty Councillor Valerie Durston (South-West Oxford) To advise and assist the Town of Tillsonburg on matters pertaining to the Tillsonburg Regional Airport. The Airport Advisory Committee will provide a forum for receiving input and advice from aviation stakeholder groups and the community with respect to the Airport Master Plan, strategic initiatives and operational improvements. The Committee will also provide a forum for dialogue, communication and education. Councillor Rosehart Development Commissioner Last revised September 12, 2016 144 Town of Tillsonburg Committees 2014 – 2018 Board/Committees Citizen Appointments Terms of Reference Composition Council Representatives Staff Liaison Cultural Advisory Committee Erin Getty Josiane DeCloet Deb Beard Ann Loker Heather Benton Jami Stephenson Terry Fleming Vern Fleming To advise Council on matters, issues and policies pertaining to tourism, cultural events and festivals and to actively encourage partnerships. To develop and obtain Council endorsements of sub-committees when necessary to establish events such as Turtlefest, Airshows, Tillsonburg Christmas Festival, etc. To develop relationships for coordinating events with local service groups, BIA, Chamber of Commerce, Station Arts Centre and sports groups. 6 members 1 Staff 1 Councillor Councillor Stephenson Culture & Heritage Manager Development Committee Lisa Gilvesy Steve Spanjers Randy Thornton John Veldman Andrew Burns Paul DeCloet Ashton Nembhard Kirby Heckford Lindsay Morgan – Real Estate Rep Cedric Tomico - BIA Rep Jesse Goossens – Chamber Rep To advise and assist in the promotion of development within the Town. To develop alliances and partnerships to advance the Town’s strategic plan and to assist in the overall community growth within the Town. 9 members 1 BIA Rep 1 Chamber Rep 1 Real Estate Rep 2 Staff 1 Councillor Councillor Hayes CAO Development Commissioner Last revised September 12, 2016 145 Town of Tillsonburg Committees 2014 – 2018 Board/Committees Citizen Appointments Terms of Reference Composition Council Representatives Staff Liaison Heritage, Beautification and Cemetery Committee Paul DeCloet Sue Saelens Marion Smith Janet Wilkinson Robert Marsden Ken Butcher Charlie Baldwin Paul Wareing Christine Nagy Matthew Fenn Maurice Verhoeve To advise and make recommendations to Council on all matters with respect to architectural and historical significance, beautification of public spaces, including trees, and Tillsonburg cemeteries. To advise Council of new and relevant legislation and funding initiatives; to make recommendations and assist with the development of education programs; and to liaise with the community and other organizations to promote Tillsonburg heritage, beautification and cemeteries. 9 members 1 Staff 1 Councillor Councillor Esseltine Facilities Manager Museum Advisory Committee Dianne MacKeigan Robert Marsden Mary Lou Sergeant Helen Lamos Marianne Sandham Jami Stephenson Aleksandra Webber To research, collect, preserve, exhibit and promote the Tillsonburg Museum. To make recommendations to Council on policies and procedures pertaining to the museum. To work with the Tillsonburg Historical Society regarding trusts for restoration and artifact purchases. 6 members 1 staff 1 Councillor Councillor Rosehart Culture & Heritage Manager Last revised September 12, 2016 146 Town of Tillsonburg Committees 2014 – 2018 Board/Committees Citizen Appointments Terms of Reference Composition Council Representatives Staff Liaison Parks and Recreation Advisory Committee Donna Scanlan Bob McCormick Donald Baxter Dace Zvanitajs Mike Cerna Mel Getty James Payne Susan Labanich Paul DeCloet Brent Hosler Susie Wray Craig Cole To advise Council and make recommendations on the programming and utilization of Parks, Trails, Green Space and Recreational facilities within Tillsonburg. To help implement the Community Parks, Recreation & Cultural Strategic Master Plan. To develop and obtain Council endorsements of sub-committees when necessary to deal with Trails, Tillsonburg Wall of Fame, etc. 12 members 2 staff 1 Councillor Councillor Esseltine Recreation Programs Services Manager Special Awards Committee Ann Loker Mary Anne VanGeertruyde Sam Lamb Matt Scholtz To advise Council and make recommendations on awards for volunteer service within the Town of Tillsonburg. The Volunteer Service Recognition Program shall recognize volunteers on a monthly basis when nominations are received by the Special Awards Committee. The Committee shall organize a Town of Tillsonburg volunteer recognition social event on a yearly basis with budget approval. Councillor Stephenson Town Clerk or Designate Last revised September 12, 2016 147 Town of Tillsonburg Committees 2014 – 2018 Board/Committees Citizen Appointments Terms of Reference Composition Council Representatives Staff Liaison Tillsonburg Non Profit Housing Corporation Robert Hurley Evenly Fritz Ron Gasparetto Joyce Hanson Geraldine Brisebois John Stanbridge Terry Pierce Carolyn Hicks Roderick Van Riesen Councillor Adam n/a Last revised September 12, 2016 148 Report Title Fire Services Strategic Plan Committee Report No. 16-26 Author DONNA WILSON Meeting Type Council Meeting Council Date September 12, 2016 Attachments RECOMMENDATION THAT Council receive Report CL 16-26 Fire Services Strategic Plan Committee; AND THAT Ted Sanders be removed from the committee and Gord Roesch be appointed to the Fire Services Strategic Plan Committee for the remainder of the term. EXECUTIVE SUMMARY The Fire Services Strategic Plan Committee was appointed by Council at their meeting of May 9, 2016. Volunteer Firefighter Ted Sanders was appointed to the committee at that time, however due to prior commitments he has not been able to attend the committee meetings. Gord Roesch has volunteered to take Ted’s place on the committee for the remainder of the term. FINANCIAL IMPACT/FUNDING SOURCE No financial impact COMMUNITY STRATEGIC PLAN (CSP) IMPACT Committees demonstrate culture & community by making Tillsonburg an attractive place to live. Page 1 / 1 149 Report Title Release of RFP for Branded Merchandise Program Report No. Report DCS 16-27 Author Colleen Pepper Meeting Type Council Meeting Council Date September 12, 2016 Attachments RECOMMENDATION THAT Report DCS 16-27 Release of RFP for Branded Merchandise Program be received; AND THAT Council approve the issuance of a Request for Proposal (RFP) for the delivery of a branded merchandise program for the Town of Tillsonburg. EXECUTIVE SUMMARY The Town of Tillsonburg recently refreshed its brand. The new brand was launched to the community in April 2016 and has received very favourable feedback to date. In fact, over the last several months, both citizens and Town staff have made repeated requests to purchase clothing and other merchandise branded with the new town logo. This report seeks approval to issue a Request for Proposal so that an expanded branded merchandise program can be established to coincide with the holiday buying season. BACKGROUND Historically, the Town of Tillsonburg has not had a formal branded merchandise program. Instead, a limited number of branded items have been ordered on an ad hoc basis in conjunction with special events and/or general Town promotional purposes. Some departments have also provided branded clothing to staff to help identify them while working amongst the general public. However, with the launch of the new town logo, there appears to be increased demand for Tillsonburg-branded items—both by staff and the general public. Page 1 / 4 DCS 16-27 Release of RFP for Branded Mer 150 These requests include: - Lower cost non-clothing items that can be purchased as souvenirs or distributed by teams, etc; - Higher quality items that can be presented as gifts or in recognition of significant life achievements; - Items that staff can purchase and wear on casual Fridays or to attend conferences; - Items that can be given persons moving away from the community (i.e. graduating high school students); - Items in child and youth sizes, as well as women-specific styles; - Items that can be sold by independent retailers as part of their ongoing commitment to sourcing and selling ‘local products’; and, - Items that can be sold online. The challenge facing the municipality is how to effectively and efficiently accommodate these requests. While an annual t-shirt order can be accommodated by Town staff, the development and management of an ongoing branded merchandise program is a much more labour-intensive proposition. It will take a significant amount of time to select and source appropriate items. As well, according to the Town’s purchasing policy, competitive quotes and/or prices would need to be received for each and every item. Finally, the inventory would need to be managed and mechanisms developed to facilitate sales to the public. Given that Tillsonburg is not a large municipality and resources are limited, staff is recommending that an experienced private sector partner be selected to assist with the design and implementation of a branded merchandise program for up to three years. The successful partner would be expected to have an excellent knowledge of the promotional products industry, and offer competitive volume discounts. All prospective partners would be evaluated based on their ability to: • Source and deliver a range of high-quality branded merchandise. Stock would include reasonably priced items (i.e. pens, pins, magnets), mid-range products (i.e. hats, mugs, t- shirts) and higher priced items (i.e. jackets, shirts, hoodies). • Facilitate the efficient design, delivery and sale of branded merchandise. Point-of-sale purchase options may include establishing ‘kiosk stores’ at town facilities and/or online sales. • Deliver an inventory management solution • Show competence and experience with the management and delivery of comparable branded merchandise program • Ensure products are in compliance with the Town’s brand manual • Limit financial risk to the Town and develop a sustainable revenue model Page 2 / 4 CAO 151 • Commit to a multi-year contract (an initial one year contract that provides the Town with the option of extending it for an additional two years pending satisfactory performance). The anticipated timeline is as follows: September 12 Council approval for RFP September 16 RFP posted (if approved) October Staff review of RFP submissions October Contract awarded by Council November Program launch CONSULTATION/COMMUNICATION The Director of Recreation, Culture and Parks has confirmed that physical space can be made available at the Tillsonburg Community Centre and Annandale National Historic Site to facilitate the display and sale of branded merchandise. Representatives from area promotional product companies have indicated that similar programs (i.e. company stores) have been successfully established with comparably-sized businesses. Through internet research, staff have confirmed that there is a municipal precedent for the creation of an expanded branded merchandise program. FINANCIAL IMPACT/FUNDING SOURCE Financially, the goal of the program is to satisfy consumer demand while providing a revenue stream for the corporation. The Recreation, Culture and Parks Department has seen declining profits from its vending machines in recent years, and is looking for a new source of income to offset these decreases. Further, it can be argued that the sale of branded products such as water bottles, gym bags and fitness apparel is a more fitting source of revenue for the Community Centre than sugary, salty snacks. The precise financial impact to the Town will depend upon which private sector provider and financial model is chosen. However, it is intended that any program chosen will include a revenue sharing component. Potential options could include adding a modest markup on goods, determining a percentage of sales etc. By working with a private sector provider, the Town will not only be able to leverage the expertise of industry professionals, but ensure staff resources remain directed toward core business activities. Further, by entering into a multi-year contract with a private partner, the corporation will benefit from greater economies of scale and receive a more consistent branded product (i.e. custom dye lots and consistent designs as required). Page 3 / 4 CAO 152 Staff will review all RFP responses and present the recommended vendor to Council for approval. COMMUNITY STRATEGIC PLAN (CSP) IMPACT The development of a branded merchandise program is in keeping with the broad strokes of the Community Strategic Plan, and more specifically, the initiative supports the objectives identified in sections 3.1 and 4.1. 3.1 Make Tillsonburg an attractive place to live for youth and young professionals 4.1 Promote Tillsonburg as a unique and welcoming community The branded merchandise program is a logical next step in the Town’s place-branding efforts. By offering an attractive, high quality product line, the Town can effectively communicate the values of the Town and the character of the people who live here. Perhaps more importantly, the program gives staff and members of the general public the ability to become brand ambassadors—persons who proudly identify themselves as having ties to Tillsonburg and share the brand story with others. This merchandise would also be available to visitors who wish to purchase souvenirs and/or gifts. As identified in the Brand Platform, delivering a consistent message about Tillsonburg is important. It is imperative that any products bearing the Town logo be good representations of the community, provide good value and are produced in accordance with the standards identified in the Brand Manual. Page 4 / 4 CAO 153 Report Title Results for RFP 2016-002 Fire Pumper Apparatus Report No. OPS 16-25 Author Kevin De Leebeeck, P.Eng. Director of Operations Jeff Smith, Fire Chief / CEMC Meeting Type Council Meeting Council Date September 12, 2016 Attachments • None RECOMMENDATION: THAT Council receive Report OPS 16-25, Results for RFP 2016-002 Fire Pumper Apparatus; AND THAT Council award RFP 2016-002 to Darch Fire Inc. of Ayr, Ontario at a cost of $661,978.86 (net HST included), the highest scoring proposal received; AND THAT Council direct staff to include the funding source for the remaining amount of $226,978.86 as part of the 2017 fleet capital replacement program. SUMMARY As per the approved 2016 Operations Business Plan and in accordance with the Purchasing Policy, a Request for Proposal (RFP 2016-002) was developed in coordination with the Fire Chief and issued for the supply and delivery of a new Fire Pumper Apparatus to replace Fire Unit #70, a 1990 Pierce pumper/tanker. The need to replace Fire Unit #70 was identified as part of the Fire Department and Fleet Replacement Strategy after 20 years of active front-line service and 5 years of secondary reserve service in accordance with Annex D of the National Fire Protection Association (NFPA) 1901 standards which recommends the replacement of any fire apparatus over 25 years of age. The RFP was released on May 12, 2016 and closed on June 23, 2016 with a total of five (5) plan takers and four (4) proposals received from suppliers with varying types of chassis and body combinations. The RFP was advertised on the Tillsonburg website, the Tillsonburg News, Ebid Solutions and on Biddingo. Town staff reviewed and scored the four (4) proposals based on the scoring tool that was included in the RFP. The scoring tool is as follows: Compliance with Scope of Work & Specifications 25 pts Provision of Mandatory Scope of Work & Specifications 10 pts Apparatus design, utility, suitability & ergonomic factors 10 pts Page 1 / 5 154 Fabricator Experience & References 5 pts Warranties 5 pts Servicing & Parts Replacement 10 pts Quality Assurance Programs 3 pts Payment Terms 2 pts Delivery 5 pts Price (firm for 90 days) 25 pts Total Score 100 pts The proposed fee of all proposals received ranged from $661,979 to $762,222 (net HST included). The scoring results from the Evaluation Committee are summarized in the table below: Proponent Total Score 1. Darch Fire Inc. 93 2. Dependable Emergency Vehicles 84 3. Carrier Centers Emergency Vehicles 81 4. Metalfab Ltd. 76 Darch Fire Inc. have strong experience and background that directly relates to the type of work contemplated for this project, proposed the shortest delivery time of 10 to 11 months from final drawing sheet approval, and provided the lowest fee of all proposals received. It is therefore staff’s recommendation, should Council award the RFP, that Darch Fire Inc. be retained for this project as their proposal was determined to be the best overall. Options Analysis Option 1 – Do Nothing “AND THAT Council direct staff to continue the use of existing Fire Unit # 70.” Pro’s Con’s • Reduced cost in short-term • Unit replacement still recommended as per NFPA 1901 standard • Spare/replacement parts becoming obsolete • Increased liability/risk to municipality as key apparatus safety requirements are not included on existing apparatus (i.e. pre-1991 edition of NFPA 1901 standard) • Decreased reliability and Health & Safety concern for firefighters depending on apparatus. • Residential and Commercial insurance rating could be negatively impacted – Underwriters do not consider apparatus over 25 years of age. Page 2 / 5 155 Option 2 – Level of Service Change “AND THAT Council direct staff to remove Fire Unit # 70 from service and make the necessary operational adjustments to facilitate the reduced level of service”. Pro’s Con’s • Reduced size of fire fleet • Decreased Levels of Service • Decreased future capital and operational maintenance costs • Increased use of remaining fleet • Inability to attend simultaneous incidents (4 times YTD 2016, 4 times in 2015, 14 times in 2014) • Residential and Commercial insurance rating could be negatively impacted with reduction in number of fire apparatus. • Reduced ability to carry equipment to emergency scenes For comparison purposes a survey of fire apparatus of other similar sized and area municipalities is provided below. Municipality Population1 Private Dwellings1 No. of Fire Apparatus Town of Tillsonburg 15,301 7,702 4 Town of Ingersoll 12,146 4,998 4 City of Woodstock 37,754 16,448 6 Township of Norwich 10,721 3,719 9 City of St. Thomas 37,905 16,398 7 Town of Aylmer 7,151 2,917 4 City of Brockville 21,870 10,645 5 City of Stratford 30,886 13,892 6 1 Statistics Canada, 2011 Census Page 3 / 5 156 Option 3 – Re-issue RFP “AND THAT Council direct staff to revise and re-issue the RFP for the replacement of Fire Unit # 70.” Pro’s Con’s • Possible improvement of exchange rate • Exchange rate may become more unfavourable increasing project cost. • To ensure the integrity of the Purchasing Policy the RFP specifications will require significant revisions that would no longer meet operational needs. • Revised RFP specification would result in an apparatus that does not physically fit in the Fire Hall along with other current apparatus. • Significant delay in delivery of replacement unit. Option 4 – Award RFP (recommended) “AND THAT Council award RFP 2016-002 to Darch Fire Inc. of Ayr, Ontario at a cost of $661,978.86 (net HST included), the highest scoring proposal received; AND THAT Council direct staff to include the funding source for the remaining amount of $226,978.86 as part of the 2017 fleet capital replacement program.” Pro’s Con’s • Maintains current Levels of Service • Negatively impacts 2017 fleet replacement program • Increased reliability of front line pumper • Ability for urban sized pumper to access downtown core and alleyways. • Increased firefighter safety when responding to incidents (meets 1991 NFPA safety standards) Replacement of the fire pumper apparatus is necessary to maintain the level of service required to meet present and future operational needs of the Fire Department, enabling the provision of adequate and effective fire protection to the community. The new pumper apparatus will be the backbone of the fire fleet, responding to the majority of incidents and having adequate space for the safe storage of equipment. Page 4 / 5 157 CONSULTATION/COMMUNICATION The Fire Chief, Fleet Maintenance Foreperson and Director of Operations were consulted during proposal evaluations. FINANCIAL IMPACT/FUNDING SOURCE The 2016 approved budget for this replacement unit is $435,000 of debenture. The recommended RFP result of $661,978.86 (net HST included) exceeds the approved budget by $226,978.86. Staff are requesting that the unfunded amount of $226,978.86 be included as part of the 2017 fleet capital replacement program. Investigation of the budget shortfall revealed that there are no purpose built fire apparatus chassis manufactures in Canada causing Canadian fire apparatus dealers to utilize a chassis manufacturer in the United States. As a result the major contributor to the unfavourable variance is the U.S. to Canadian dollar exchange rate difference of 1.30 at the time of RFP close, which contributes approximately $130,000 to the unfavourable variance. Another contributor to the unfavourable variance is the mandatory purpose built chassis specification due to the physical space limitations of the Fire Hall, eliminating the possibility of using a commercial chassis, which is estimated to contribute approximately $35,000 to the unfavourable variance. The remaining unfavourable variance of approximately $65,000 is due to the fact that the project budget estimate was too low during budget development. A comparison of recent fire pumper purchases is provided below as information. Municipality Date Budget Award City of Brockville August 2016 $600,000 $677,575.53 City of Stratford January 2016 $550,000 $592,243.20 City of Markham November 2015 $660,900 $856,959.33 Page 5 / 5 158 Report Title Tillsonburg Pumptrack Report No. RCP 16-32 Author Rick Cox, Director of Recreation, Culture & Parks Meeting Type Council Meeting Council Date September 12, 2016 Attachments Email from T. Smith re Skatepark Fund Allocation Responses from Public Engagement process RECOMMENDATION THAT Report RCP 16-32 – Tillsonburg Pumptrack be received for information; AND THAT Council approves the construction of a pumptrack for a total cost of $48,000; AND THAT Council authorize that $13,389 of the Town funds allocated for the Skatepark repair be reallocated to the Tillsonburg Pumptrack project; AND THAT Council authorize a contract with Dirtsculp Inc. for $8,500 US to sculpt the pumptrack. EXECUTIVE SUMMARY Staff recommends that Council approve reallocating $13,389 to the Pumptrack project. This amount is the unused portion of the Town funds set aside to repair and expand the skatepark. If this reallocation is approved, the funds or commitments to fund are in place to implement the Tillsonburg Pumptrack project as presented to Council in February and construction can proceed. The total cost of the pumptrack project is $48,000. BACKGROUND In February, Council received a delegation from Terry Smith about his suggestion to install a pumptrack adjacent to the Kolin Smith Memorial Skateboard Park. Council referred the matter to the Parks & Recreation Advisory Committee for review. The Advisory Committee brought back a recommendation supporting the project to the Council meeting of April 25, and Council passed the following resolution: Resolution #6 Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT Council receives the information regarding the Pump Track from the Parks & Recreation Advisory Committee; AND THAT Council supports fundraising efforts by Terry Smith in order to provide the addition of a pump track to the Kolin Smith Memorial Skateboard Park. Carried Page 1 / 3 RCP 16-32 - Tillsonburg Pumptrack 159 Since then, Mr. Smith has been working to secure the funds, in-kind contributions and final costs for the project. Currently, the Town has received $20,000 in donations towards the pumptrack. If Council is willing to reallocate the unused portion of the skatepark repair budget, there would be $33,189 of the $48,000 project budget in hand. Mr. Smith has committed to secure the remaining $14,811 through additional donations and if necessary from his own personal contribution. Mr. Smith is actively participating on the Memorial Park Revitalization Project subcommittee and has kept that group informed of progress to date. At their meeting of August 22, the Subcommittee passed a resolution recommending that the project proceed. At their meeting of September 6, the Parks and Recreation Advisory Committee endorsed that recommendation and requests that Council support the project by reallocating the funds from the skatepark repair. If the reallocation is approved, excavation of the pumptrack area will begin on or after September 13, 2016, and once excavated, gravel from the decommissioned racetrack will be moved to fill the excavation and form the base of the pumptrack. Mr. Smith has secured a design and sculpt commitment from Dirtsculp, Inc at a very competitive price. DirtSculpt has over 15 years of professional experience designing and building some of the world's best bike parks, events, and trails. Staff recommend that Council authorize a contract with Dirtsculp at their quoted price of $8,500 US plus applicable taxes. Construction will begin as soon as possible after approval to proceed is given. CONSULTATION/COMMUNICATION The project has been endorsed by the Memorial Park Revitalization Subcommittee, the Parks and Recreation Advisory Committee and Council. Signage, advertising in the newspaper and on the Town website, and a mail-out flyer to neighbouring residents were implemented in compliance with the Public Engagement policy. At the time of writing this report, no response has been received. Responses received after publication of the agenda will be circulated to Council at the meeting. FINANCIAL IMPACT/FUNDING SOURCE The Town’s contribution to the project would be to reallocate the unused portion of the Town’s portion of the skatepark repair and expansion budget. The 2016 skatepark repair budget was $30,000 including $15,000 in donations given in the hope that there would be enough to not just repair but expand. When the project went out to tender, responses came in at $73,000 and higher, therefore staff (in consultation with the users) decided to proceed with plan B and repaired the skatepark for $1,611. These repairs will last for several years or longer, therefore the remaining 2016 budget of $28,389 ($13,389 town funds and $15,000 from donated funds) is not needed for this purpose. Project Cost $48,000 Funding source Donations received $20,000 Town contribution $13,189 Commitments received $14,811 $48,000 Page 2 / 3 RCP 16-32 - Tillsonburg Pumptrack 160 Mr. Smith has requested that the $15,000 originally donated for the skatepark expansion by his company and his associates be redirected towards the pumptrack. The Town now has $13,389 left of the budget for the skatepark repair. An additional donation of $5,000 has been received specifically for the pumptrack. Commitments from Mr. Smith and other supporters have been made to ensure the pumptrack’s initial construction is achieved without additional cost to the Town. Once built, ongoing maintenance at the pumptrack will be the responsibility of the Town and will be part of the annual Parks budget. For the first several years, maintenance will be minimal. Asphalt repairs and grounds maintenance will form the majority of future costs. COMMUNITY STRATEGIC PLAN (CSP) IMPACT Skatepark expansion and enhancements are recommended in the Community Parks, Recreation & Cultural Strategic Master Plan. Implementation of the Master Plan is an action item under the Culture & Community Objective. This project is consistent with the Memorial Park Conceptual Master Plan. Page 3 / 3 RCP 16-32 - Tillsonburg Pumptrack 161 From:T Smith To:Rick Cox Subject:Skatepark Fund Allocation Date:Friday, April 22, 2016 7:01:03 PM Rick, in regards to the skate park tender bids for park additions, I agree with the parks and recreations team decision to postpone the additions for this year and focus on the concrete repairs only with municipal funds. As for our $15,000 donation towards the additions, I’d like to see the funds utilized in the construction of the pumptrack. Please advise town council of our wishes in regards to the allocation of funds. Regards; Terry Smith 162 Report Title Procedural By-Law Report No. CL 16-20 Author Donna Wilson Meeting Type Council Meeting Council Date September 12, 2016 Attachments Draft Procedural By-Law 2016 Procedural By-Law 3511 By-Law Comparison Chart RECOMMENDATION THAT Council receives Report CL 16-20 Procedural By-Law as information. EXECUTIVE SUMMARY The draft procedural by-law has been provided to Council for review. Council will have the opportunity to review and provide comments to the Clerk prior to the by-law coming before Council for consideration and adoption. Staff will bring the by-law back to Council for consideration at the October 12, 2016 Council meeting. BACKGROUND The Municipal Act, S.O. 2991, c. 25 Subsections 238 (2) and (2.1) state the following: “Every municipality and local board shall pass a procedure by-law for governing the calling, place and proceedings of meetings.” “The procedure by-law shall provide for public notice of meetings.” Amendments to the By-Law take into consideration recent changes in legislation including that of Bill 8, The Public Sector and MPP Accountability and Transparency Act, 2014 which came into force on January 1, 2016. The Act provided for amendments to reflect new, mandatory closed meeting requirements as set out in the Municipal Act. Section 239 (3)(b) of the Municipal Act, 2001 as amended by Bill 8 provided for additional reasons that a Municipality may go into a closed session and states: “(3) A meeting or part of a meeting shall be closed to the public if the subject matter being considered is, Page 1 / 2 CL 16-20 Procedural By-Law 163 (b) an ongoing investigation respecting the municipality, a local board or a municipally-controlled corporation by the Ombudsman appointed under the Ombudsman Act, an Ombudsman referred to in subsection 223.13 (1) of this Act, or the investigator referred to in subsection 239.2 (1). 2014, c. 13, Sched. 9, s. 22.” A review of the current procedural by-law revealed that there were some practices that were outdated and did not reflect the current procedures of Tillsonburg Town Council. The new by- law has also attempted to be more practical in its verbiage, and provide a better flow of information including the roles of council, meeting procedures, order of business and notices. The table of contents provides easy references to defined sections of the by-law allowing for quick and easy access to information. The attached chart provides a comparison of the draft Procedural By-Law and the current Procedural By-Law 3511. CONSULTATION/COMMUNICATION Staff has consulted with a number of Municipalities regarding their practices for Procedural By- Laws including Norfolk County, the City of Ottawa, City of Belleville, City of Woodstock, Bruce County, City of Cambridge, City of Waterloo, City of Barrie, Municipality of Clarington and the County of Oxford. FINANCIAL IMPACT/FUNDING SOURCE N/A COMMUNITY STRATEGIC PLAN (CSP) IMPACT Section 1 – Excellence in Local Government 1.3 Demonstrate accountability – An up to date procedural By-Law would provide the public with a defined process which adheres to current legislative requirements to ensure accountability and transparency in relation to Tillsonburg’s procedural practices. Page 2 / 2 CAO 164 The Corporation of the Town of Tillsonburg Procedural By-Law By-law _____ 165 TABLE OF CONTENTS PART 1 – INTERPRETATION ........................................................................................................ 5 1.1 Definitions ............................................................................................................................ 5 1.2 Number and Gender ............................................................................................................. 6 1.3 Headings .............................................................................................................................. 6 1.4 Legislation ............................................................................................................................ 6 1.5 General Meeting Procedure .................................................................................................. 6 1.6 Short Title ............................................................................................................................. 7 PART 2 – EFFECT.......................................................................................................................... 7 PART 3 – ROLE OF COUNCIL AND MAYOR ................................................................................ 7 3.1 Role of Council ..................................................................................................................... 7 3.2 Role of Mayor ....................................................................................................................... 7 3.3 Duty of Members .................................................................................................................. 8 PART 4 – COUNCIL MEETINGS .................................................................................................... 8 4.1 Meeting Place ....................................................................................................................... 8 4.2 Inaugural Meeting of Council ................................................................................................ 9 4.3 Regular Council Meetings ..................................................................................................... 9 4.4 Special Council Meetings ...................................................................................................... 9 4.5 Closed Council Meetings ...................................................................................................... 9 4.6 Meeting Agendas ................................................................................................................ 10 4.7 Meeting Minutes ................................................................................................................. 11 PART 5 – GENERAL MEETING PROCEDURES .......................................................................... 12 5.1 Open Meetings ................................................................................................................... 12 5.2 Quorum .............................................................................................................................. 12 5.3 Presiding Officer ................................................................................................................. 12 166 PART 6 – ORDER OF PROCEDURE FOR REGULAR AND SPECIAL COUNCIL MEETINGS .... 12 6.1 Order of Business ............................................................................................................... 12 6.2 Opening Procedure ............................................................................................................. 13 6.3 Adoption of Agenda ............................................................................................................ 13 6.4 Disclosure of Pecuniary Interest .......................................................................................... 13 6.5 Public Meetings .................................................................................................................. 14 6.6 Deputations ........................................................................................................................ 14 6.7 Information Items/Correspondence ..................................................................................... 15 6.8 Staff Reports or Requests for Staff Reports ........................................................................ 16 6.9 Consideration of Committee Minutes and Recommendations ............................................. 16 6.10 Motions/Notice of Motions ................................................................................................... 16 6.11 By-laws ............................................................................................................................... 16 6.12 Items of Public Interest ....................................................................................................... 17 6.13 Confirm Proceedings By-law ............................................................................................... 17 6.14 Adjourn ............................................................................................................................... 18 PART 7 – ORDER OF PROCEDURE FOR CLOSED COUNCIL MEETINGS ............................... 18 7.1 Meeting Agenda for Closed Council Meetings ..................................................................... 18 7.2 Opening Procedure for Closed Council Meetings ................................................................ 18 7.3 Disclosure of Pecuniary Interest at Closed Council Meetings .............................................. 18 7.4 Procedures for Closed Council Meetings ............................................................................ 19 PART 8 – RULES OF PROCEDURE FOR COUNCIL MEETINGS ................................................ 19 8.1 Duties of the Presiding Officer............................................................................................. 19 8.2 Rules of Decorum ............................................................................................................... 20 8.3 Rules of Procedure Respecting Motions ............................................................................. 21 8.4 Rules of Procedure Respecting Reconsideration ................................................................ 24 8.5 Voting on Motions ............................................................................................................... 24 8.6 Rules of Debate .................................................................................................................. 25 8.7 Point of Order ..................................................................................................................... 27 8.8 Point of Personal Privilege .................................................................................................. 28 8.9 Expulsion for Improper Conduct .......................................................................................... 28 8.10 Suspension of the Rules ..................................................................................................... 29 167 PART 9 – NOTICE ........................................................................................................................ 29 9.1 Purpose.............................................................................................................................. 29 9.2 Notice of Council Meetings ................................................................................................. 29 9.3 Notice of Proposed Municipal Action ................................................................................... 30 9.4 Notice Form ........................................................................................................................ 31 9.5 Notice – General ................................................................................................................. 32 PART 10 – GENERAL PROVISIONS ........................................................................................... 32 10.1 Conflict with other Acts ...................................................................................................... 32 10.2 Severability ........................................................................................................................ 32 10.3 Amendment ....................................................................................................................... 32 10.4 Repeal............................................................................................................................... 33 10.5 Force and Effect ................................................................................................................. 33 168 The Corporation of the Town of Tillsonburg By-law XXXX Procedural By-law A By-Law to Provide Rules Governing the Calling, Place and Proceedings of Meetings of Council, Local Boards and Committees and the Conduct of its Members WHEREAS Section 238 (2) of the Municipal Act, 2001, S.O. 2001. c. 25, as amended (the “Municipal Act”) requires that every municipality pass a procedure by-law for governing the calling, place and proceedings of meetings; NOW THEREFORE, the Council of The Corporation of the Town Tillsonburg hereby enacts as follows: PART 1 – INTERPRETATION 1.1 Definitions Where a word is used in this By-law with its first letter capitalized, the term is being used as it is defined in this section. Where a word appears in ordinary case, its regularly applied meaning in the English language is intended. (1) “Chief Administrative Officer” means the Chief Administrative Officer of the Town of Tillsonburg, as referred to in Section 229 of the Municipal Act. (2) “Clerk” means the Clerk of the Town of Tillsonburg as appointed pursuant to Section 228 of the Municipal Act. (3) “Committee” means any standing, advisory or other committee, subcommittee or similar entity established by Council. (4) “Council” means the Municipal Council of the Town of Tillsonburg. (5) “Local Board” means any board established by Council but does not include the Police Services Board. (6) “Mayor” means the Mayor of the Town of Tillsonburg. (7) “Meeting” means any regular, special or other meeting of Council, or a committee of Council, or a Local Board or a committee of the local Board. (8) “Member” means any member of Council, a Local Board or a Committee of the Town of Tillsonburg. (9) “Newspaper” means a printed publication in sheet form, intended for general circulation in the Town of Tillsonburg, published regularly at intervals of no longer than one week, consisting in great part of news of current events of general interest. (10) “Official” or “Staff” means any employee, officer, salaried Officer, or 169 customer service representative employed by the Town of Tillsonburg and any person appointed, elected or agent of the Town of Tillsonburg including a person presiding over a company's board of directors, a committee, a debate, or an administrative department. (11) “Presiding Officer” means the Mayor of the Town of Tillsonburg or in the Mayor’s absence the Deputy Mayor or any member appointed to act as Chair for the meeting. (12) “Recorded Vote” means the recording by the Clerk in the minutes, the name and vote of every Member on any matter or question. (13) “Rules” means the rules of procedure and order as set out in this By-law. (14) “Substantive Motion” means any motion, except a motion to: (a) recess; (b) postpone; (c) refer; (d) extend the meeting; (e) close debate; (f) rise and report; (g) change the order of business; (h) adjourn; or (i) any other procedural rule incidental to the proceedings of the meetings at that time. (15) “Town” means The Corporation of the Town of Tillsonburg or its geographic boundaries as the situation requires. 1.2 Number and Gender Wherever this By-law refers to a person or thing with reference to gender or the gender neutral, the intention is to read the By-law with the gender applicable to the circumstances. References to items in the plural include the singular, as applicable. 1.3 Headings Headings are inserted for ease of reference only and are not to be used as interpretation aids. 1.4 Legislation Specific references to law in this By-law are printed in Italic font and are meant to refer to the current laws applicable within the Province of Ontario as at the time the By-law was enacted, as they are amended from time to time. In all cases, the reference includes the statute, as amended from time to time, including successor legislation. 1.5 General Meeting Procedure In any matter of procedure for which provision is not made in this By-law, the procedure to be followed shall be, as near as may be applied to the procedure 170 followed in Robert’s Rules of Order, 11th Edition. 1.6 Short Title This By-law may be referred to as the “Procedural By-law”. PART 2 – EFFECT 2.1 Except as otherwise provided in this By-law, the provisions of this By-law shall be observed in all Meetings of Council and by its Members, and shall constitute the rules for the order and dispatch of business by Council and its Members. PART 3 – ROLE OF COUNCIL AND MAYOR 3.1 Role of Council (1) It is the role of Council to: (a) represent the public and to consider the well-being and interests of the Town; (b) develop and evaluate the policies and programs of the Town; (c) determine which services the Town shall provide; (d) ensure that administrative policies, practices and procedures and controllership policies, practices and procedures are in place to implement the decisions of Council; (e) ensure accountability and transparency of the operations of the Town, including the activities of senior management of the Town; (f) maintain the financial integrity of the Town; and (g) carry out the duties of Council as set out in the Municipal Act, and any other Act. 3.2 Role of Mayor (1) It is the role of the Mayor to: (a) act as chief executive officer of the Town; (b) preside over Council meetings so that its business can be carried out efficiently and effectively; (c) provide leadership to Council; (d) without limiting clause (c), provide information and recommendations to Council with respect to the role of Council described in the Municipal Act, clauses 224 (d) and (d.1); (e) represent the Town at official functions; and (f) carry out the duties of the Mayor under this By-law, the Municipal Act and any other Act. (2) As chief executive officer, the Mayor shall: (a) uphold and promote the purposes of the Town; 171 (b) promote public involvement in the Town’s activities; (c) act as representative of the Town both within and outside the Town, and promote the Town locally, nationally and internationally; and (d) participate in and foster activities that enhance the economic, social and environmental well-being of the Town and its residents. (3) The Mayor may assign or delegate any of the duties of the Mayor to the Deputy Mayor or any Councillor from time to time, according to such terms and conditions as the Mayor may define, and the Councillor shall carry out such duties with care and diligence. 3.3 Duty of Members (1) It shall be the duty of Members to: (a) attend all Council Meetings; (b) prepare for meetings, including reviewing meeting agendas and background information prior to the meeting; (c) speak to only the subject under debate; (d) vote on all motions before Council unless prohibited from voting by law; (e) observe the Rules at all meetings; (f) speak through the Presiding Officer at all meetings; (g) support Council and not criticize any decision of the Council except for the purpose of moving that the question be reconsidered or repealed; (h) attend all meetings of committees and local boards to which the Member has been appointed by Council; (i) carry out the duties set out in the Municipal Act and all other applicable Acts; and (j) act in accordance with their Declaration of Office. (2) No Member shall divulge to any person any information that pertains to any aspect of any discussion or direction of Council that was given or provided at a closed Meeting of Council. (3) Should any Councillor be unable to perform any of their duties for an extended period of time, the Councillor shall advise the Mayor forthwith, and in the case of the Mayor being unable to perform any of his/her duties for an extended period of time, the Mayor shall advise Council. (4) Members shall abide by the By-Law 3979 Code of Conduct at all times. PART 4 – COUNCIL MEETINGS 4.1 Meeting Place (1) Council Meetings shall be held in the Council Chambers adopted and used by the Council from time to time for such purpose or any other locations identified by Council. Despite the foregoing, the Mayor may authorize a 172 special Council Meeting to be held at a location other than the Council Chambers currently adopted. (2) Where the Council Chambers currently adopted are not available for a meeting due to an unforeseen circumstance or due to renovation or similar impediment, the Mayor shall designate another location that is accessible to the public for purposes of holding Council Meetings. 4.2 Inaugural Meeting of Council (1) The Inaugural Meeting of Council shall be held commencing at 6:00 p.m. on the first Monday in December of an election year unless such Monday is not practicable, in which case the Inaugural Meeting shall be held at a time and date set by the Clerk in consultation with the incoming Council but not later than the second Monday in December. (2) At the Inaugural Meeting, Members shall take the Declaration of Office. 4.3 Regular Council Meetings (1) Regular Council Meetings shall be held on the 2nd and the 4th Mondays of each month, except in the month of July and August, or as otherwise set by Council from time to time. (2) Regular Council Meetings shall commence at 6:00 p.m. except as otherwise set by Council from time to time. (3) Where a conflict between the scheduled date or time of a Regular Council Meeting and another event of significance arises, the Clerk in consultation with the Mayor may cancel the Council Meeting or reschedule the meeting to a different date or time of commencement provided that adequate notice of the change is posted pursuant to the notice of meeting provisions. 4.4 Special Council Meetings (1) Special Council Meetings may be held from time to time and may be initiated by: (a) the Mayor; (b) a petition or a vote of the majority of the Council Members; or (c) the Clerk, in consultation with the Chief Administrative Officer. (2) The date, time, and location of a Special Council Meeting shall be set by the Clerk in consultation with the Mayor or by petition or vote of the majority of the Members. (3) No business except the business dealing directly with the items listed on the meeting agenda shall be transacted at a Special Council Meeting. 4.5 Closed Council Meetings (1) A Closed Council Meeting is a meeting of Council from which members of 173 the public shall be excluded, and shall be held in accordance with the provisions of this By-law and the Municipal Act. (2) Closed Council Meetings may be initiated by: (a) the Mayor; (b) petition or vote of the majority of the Members; or (c) the Clerk, in consultation with the Chief Administrative Officer. (3) The date, time, and location of a Closed Council Meeting shall be set by the Clerk in consultation with the Mayor or by petition or vote of the majority of the Members. (4) A Closed Council Meeting may be held if the subject matter being considered relates to: (a) the security of the property of the Town; (b) personal matters about an identifiable individual, including Town employees; (c) a proposed or pending acquisition or disposition of land by the Town; (d) labour relations or employee negotiations; (e) litigation or potential litigation, including matters before administrative tribunals, affecting the Town; (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose; (g) a matter in respect of which Council may hold a closed meeting under another Act; (h) an ongoing investigation respecting the municipality, a local board or a municipally-controlled corporation by the Ombudsman appointed under the Ombudsman Act, an Ombudsman referred to in subsection 223.13 (1) of this Act, or the investigator referred to in subsection 239.2 (1). 2014, c. 13, Sched. 9, s. 22. (i) education or training of the Members, and at the meeting no Member discusses or otherwise deals with any matter in a way that materially advances the business or decision-making of the Council; (5) No matter except the matters so identified in the motion authorizing the Closed Council Meeting shall be transacted at that meeting. (6) No decisions shall be made in closed Council Meetings. (7) Council may provide staff direction. 4.6 Meeting Agendas The Clerk shall make available to each Member a meeting agenda for each Council Meeting. The agenda shall be uploaded to the council intranet under Upcoming Council Events and an email shall be sent to each Member advising them that the agenda is available for review. In addition any Member may request an electronic copy to be sent by the Clerk to the email address provided to the Clerk: (a) in the case of Regular Council, no less than 4 days before the date appointed for the holding of such meeting; and 174 (b) in the case of Special and Closed Council Meetings, no less than 48 hours before the hour appointed for the holding of such meeting. (2) In preparing a meeting agenda, the Clerk shall consult with the Mayor and the Chief Administrative Officer, and shall reflect the direction of the Mayor and the Chief Administrative Officer in finalizing the meeting agenda. (3) With the approval of the Mayor, the Clerk may provide a meeting agenda for a Special Council Meeting or a Closed Council Meeting at the meeting where time constraints do not allow the meeting agenda to be provided to the Members at least 48 hours before the hour appointed for the holding of such meeting. (4) As soon as possible after a meeting agenda has been provided to Members, with the exception of agendas for Closed Council Meetings, the Clerk shall make the meeting agenda available to the public, and shall: (a) maintain copies of the meeting agenda in the Clerk’s office for use by the public; (b) post the meeting agenda on the Town’s website; and (c) insure that the meeting agenda is available to any of the local news media or members of the public who have requested a copy of the same. 4.7 Meeting Minutes (1) The Clerk shall prepare and maintain minutes of all Council Meetings, to include: (a) the date, time and place of the Council Meeting; (b) the names of Presiding Officer or Officers and record of attendance of the Members; (c) the names of the staff members and consultants present at any meeting; (d) the names of members of the public who spoke or presented at a statutory public meeting as required by any Act and the names of members of the public who spoke or appeared as Deputations or in Open Forum, if applicable; (e) the reading, if requested, correction and adoption of the minutes of prior Council Meetings; and (f) without note or comment, all resolutions, decisions and other proceedings of the Council Meeting, whether the Meeting is closed to the public or not. (2) The Clerk shall maintain a record of all minutes of Council Meetings in the Clerk’s office and upon approval of the same by Council which, with the exception of minutes of Closed Council Meetings, shall be available for public viewing and shall be posted on the Town’s website. 175 PART 5 – GENERAL MEETING PROCEDURES 5.1 Open Meetings Except as authorized under any Act, all Council Meetings shall be open to the public. 5.2 Quorum (1) A majority of the whole number of the Members required to constitute Council is necessary to form a quorum, except as may otherwise be authorized pursuant to the provisions of the Municipal Conflict of Interest Act. (2) If no quorum is present within fifteen (15) minutes after the time appointed for a Council Meeting, the Clerk shall record the names of the Members present and the meeting shall stand adjourned. 5.3 Presiding Officer (1) Except as otherwise provided in this By-law, the Mayor shall preside at all Council Meetings. (2) In the case of the absence of the Mayor, or if he is absent through illness, or he refuses to act or his office is vacant, or declares a conflict of interest (any of the foregoing hereinafter referred to as "absent"), the Deputy Mayor shall act in the place and stead of the Mayor, save that should the Mayor and the Deputy Mayor be absent, then in alphabetical order by surname, a Member of Council shall assume the position of Presiding Officer. (3) The Deputy Mayor or any Council Member acting in the place and stead of the Mayor shall have all the rights, powers and privileges of the Presiding Officer. PART 6 – ORDER OF PROCEDURE FOR REGULAR AND SPECIAL COUNCIL MEETINGS 6.1 Order of Business (1) The Clerk shall cause to be prepared for Regular and Special Council Meetings a meeting agenda that conforms to the following order of business: 1. Call to Order 2. Closed session (if necessary) Motion to go into closed 3. Adoption of Agenda 4. Moment of Silence (if necessary) 5. Disclosure of Pecuniary Interest and the General Nature Thereof 6. Adoption of Minutes of Previous Meeting 7. Presentations 8. Public Meetings 9. Planning Applications 10. Deputations 11. Deputation(s) on Committee Reports 176 12. Information Items 13. Staff Reports 14. Consideration of Committee Minutes 15. Motions/Notice of Motions 16. Resolutions/Resolutions Resulting from Closed Session 17. By-laws 18. Items of Public Interest 19. Confirm Proceedings By-law 20. Adjourn (2) Council may, at any point within a Council Meeting, adopt a motion to go into closed session to consider matters in accordance with the provisions of Part 4.5(4) of this By-law. (3) Council shall dispense with the business of Council in the order by which it is presented in the meeting agenda, except Council may, by consent, change the order of business. If no material has been submitted for items 2 and 7 through 17 inclusive as set out in Part 6.1(1) of this By-law then the title shall be removed from the agenda. (4) For Special Council Meetings, the Clerk may dispense with any one or more agenda items 2 and 6 through 17 inclusive as set out in Part 6.1(1) of this By-law. 6.2 Opening Procedure (1) As soon after the appointed time of the Council Meeting as there shall be a quorum present, the Mayor or such other Presiding Officer appointed as set out in Part 5.3 of this By-law shall take the Chair and call the Members to order. 6.3 Adoption of Agenda (1) Where an item is not on the agenda but due to its urgent nature requires Council consideration at the Council Meeting, Council may add the item to the agenda by resolution. (2) Items added to the agenda by resolution shall be placed under New Business for consideration. 6.4 Disclosure of Pecuniary Interest (1) Where a Member has a pecuniary interest pertaining to any item listed on a meeting agenda, the Member shall so disclose the pecuniary interest and the general nature thereof, and the Clerk shall record the declaration in the minutes. (2) Members shall disclose any pecuniary interest and the general nature thereof 177 with respect to any item discussed at a Closed Council Meeting or at a previous Council Meeting at which the Member was absent, and shall provide such declaration in writing to the Clerk, and the Clerk shall record the declaration in the minutes. (3) During a Council Meeting, should a matter be raised that is not listed on the meeting agenda for which a Member has a pecuniary interest, the Member shall so declare such interest and the general nature thereof at that time, and the Clerk shall record the declaration in the minutes. 6.5 Public Meetings (1) Where Council is required by law to hold a public meeting, or otherwise has resolved to hold a public meeting, such a meeting may be conducted at a Regular or Special Council Meeting. (2) The Clerk shall ensure that public meetings are incorporated in the meeting agenda as appropriate to address any requirements of law as may apply. (3) During a public meeting, any person wishing to address Council may come forward when prompted by the Presiding Officer, and such person shall address Council according to the same rules as apply to deputations appearing before Council under this By-law, except that: (a) prior notice of one’s desire to speak shall not be required; and (b) a motion need not be considered by Council following each presentation. 6.6 Deputations (1) Persons desiring to present information verbally on matters of fact or make a request of Council shall give written notice accompanied by a written brief outlining the subject matter of presentation to the Clerk by no later than 4:30 p.m. on the Tuesday preceding the date of the next Regular Council Meeting. A Delegation Request Form is available on the Town’s website for submission to the Clerk. (2) Persons wishing to appear as a Deputation and who are not listed on the agenda may appear as a Deputation with support from the majority of the Members present. (3) Persons appearing as a Deputation shall be limited to a maximum of ten (10) minutes speaking time which shall include questions from Council, and where a Deputation consists of more than one person, all persons combined shall be limited to two (2) speakers and a maximum of fifteen (15) minutes speaking time in total, but the Presiding Officer may grant permission to any Deputation to speak for longer than the time allotted with Council consensus. Deputations shall be limited to four (4) per Council meeting. (4) Council may refuse to hear Deputations when, in the opinion of the Council, the subject of the presentation is beyond the jurisdiction of the Town of Tillsonburg. No person will be permitted to address Council with respect to 178 labour/management disputes, nor will a brief respecting such disputes be listed on a Council agenda, although a written submission by any person with respect to labour negotiations or labour management disputes may be distributed to the Members for information purposes. (5) Council has the discretion to close a meeting to the public during a Deputation if the subject matter being considered relates to matters listed in Part 4.5(4). (6) During or following a Deputation, Members may ask specific questions relating to the presentation for the purpose of clarification without statement or comment. (7) Following a Deputation, Council shall adopt a motion: (a) to receive; (b) to refer to another item listed on the meeting agenda; (c) to refer to a Committee, Local Board or Town staff for a report; or (d) to refer to New Business for consideration. 6.7 Information Items/Correspondence (1) Items of correspondence or other forms of written communication intended to be presented to Council on the meeting agenda, including petitions: (a) shall be legibly written or printed; (b) shall not contain any obscene or improper language; and (c) shall contain the signature of at least one person. (2) To be eligible to appear on a meeting agenda, items of correspondence shall be received by the Clerk no later than 4:30 p.m. on the Tuesday preceding the date of the next Regular Council Meeting. Notwithstanding the foregoing, items of correspondence received after this time may be added to the meeting agenda by addendum where such item of correspondence is germane to a matter of business that is on the Meeting agenda or is of a time-sensitive nature. (3) Upon consideration of any item of correspondence, Council may adopt a motion to: (a) receive the item of correspondence as information; (b) refer the item of correspondence to another item listed on the meeting agenda; (c) refer the item of correspondence to a Committee, Local Board or Town staff for a report; or (d) may consider a substantive motion with respect to the same. (4) The meeting agenda shall include under the Correspondence for Information items, matters that are principally for the information of Council and that do not by necessity require action or response from Council. Council may receive information items by one motion, but prior to consideration of such motion, 179 Members may request that specific items be removed from consideration under such motion and Council shall consider such items individually. (5) Items of correspondence shall be directed to Council and added to an agenda by Town Staff in accordance with the Correspondence Protocol attached as Schedule “B” and forming part of this By-law. 6.8 Staff Reports or Requests for Staff Reports Any Member may request Staff to prepare a report pertaining to any issue. Council by resolution shall direct staff as requested and shall provide direction as to when the report is required to be presented. 6.9 Consideration of Committee Minutes and Recommendations The Clerk shall ensure that minutes of all Local Boards and Committees are placed on the second Regular Council Meeting agenda of the month or as soon as practicable. Council shall receive the minutes by resolution. All recommendations contained within those minutes requiring Council action will be presented by the Committee Chair under deputations for Committee Reports. 6.10 Motions/Notice of Motions (1) The Clerk shall ensure that proposed motions, for which Notice of Motion has been given, are included in full in the meeting agenda. (2) Any Member may provide notice of his/her intent to introduce a motion for the consideration of Council at the next Regular Council Meeting by: (a) filing with the Clerk in writing, no later than 4:30 p.m. on the Tuesday preceding the date of a Regular Council Meeting, a proposed resolution that the Member intends to put forward for consideration at the Council Meeting, and such proposed motion shall be included in full on the meeting agenda; or (b) giving notice to Council during Notice of Motions that the Member intends at the next Regular Council Meeting to introduce a motion with respect to a matter so declared. (3) Any motion may be introduced without providing notice of motion if Council dispenses with notice by a two-thirds vote. 6.11 By-laws (1) Under By-laws, the meeting agenda shall list all proposed by-laws to be placed before Council for consideration. (2) No By-laws except a by-law to confirm the proceedings of council shall be presented to Council unless the subject matter thereof has been previously 180 considered and recommended to Council, unless such by-law is of an administrative nature and/or authorized by the Chief Administrative Officer or designate. (3) All proposed by-laws shall be in typewritten form, numbered, and shall contain no blanks except as may be required to conform to accepted procedure or to comply with the provisions of any Act. (4) The procedure for consideration and enactment of by-laws shall be as follows: (a) every proposed by-law listed on the agenda shall be considered by Council for enactment by one main motion, but any Member may request that a proposed by-law be considered separately from other by-laws under consideration, and without debate or right of appeal. The Presiding Officer shall remove the proposed by-law from the motion to enable the said by-law to be considered for enactment separately; and (b) following voting on the main motion, Members may discuss any by-law removed from the main motion and Council may entertain motions to amend any provision of any proposed by-law, and where a motion is adopted to amend a by-law that was removed from the main motion, the proposed by- law shall be amended accordingly before being placed before Council for enactment. 6.12 Items of Public Interest (1) Under Items of Public Interest, Members may verbally introduce information respecting special events, meetings, notices, or declarations that are considered to be of general interest to the community. (2) Any person or organization wishing to have the Mayor or any Member make an announcement respecting a special event, meeting, notice, declaration or proclamation shall forward such request to the office of the Mayor no later than 4:30 p.m. on the Tuesday preceding the date of the next Regular Council Meeting, and such request shall: (a) be legibly written or printed; (b) clearly specify the nature of the requested announcement; and (c) contain the signature of at least one person who is making the request; but the Mayor shall be under no obligation to make any announcement so requested. 6.13 Confirm Proceedings By-law Council shall adopt a by-law to confirm the proceedings respecting the actions taken by Council with respect to each report, motion, resolution or other action taken by Council at a Council Meeting, and such by-law may be enacted by one motion that is not amendable or debatable. 181 6.14 Adjourn Council Meetings shall adjourn no later than the hour of 10:30 p.m. If in session at that time, a two-thirds vote of the Members present shall be required in order for the meeting to continue past the hour of 10:30 p.m. PART 7 – ORDER OF PROCEDURE FOR CLOSED COUNCIL MEETINGS 7.1 Meeting Agenda for Closed Council Meetings (1) The Clerk shall prepare for the use of the Members at Closed Council Meetings an agenda that conforms to the following order of business: 1. Call to Order 2. Disclosure of Pecuniary Interest and the General Nature Thereof 3. Approval of Closed Minutes of previous meeting (if necessary) 4. Items for Consideration 5. Adjournment (2) Where Council elects to go into a closed session in the midst of a Regular or Special Council Meeting, the Call to Order is not necessary and the Adjournment will be a motion to return to Open Session. 7.2 Opening Procedure for Closed Council Meetings (1) As soon after the appointed time of the Meeting as there shall be a quorum present, the Mayor or such other Presiding Officer appointed as set out in Part 5.3 of this By-law shall take the Chair and: (a) call the Members to Order; and (b) request that Council consider a motion to go into closed session. (2) The opening procedure shall be conducted in open session. (3) Prior to going into closed session, Council shall adopt a resolution stating the fact of holding a closed meeting and setting out the general nature of the matter or matters to be considered at the closed meeting. 7.3 Disclosure of Pecuniary Interest at Closed Council Meetings (1) Any Member, prior to any consideration of any matter at a Closed Council Meeting, shall disclose any pecuniary interest and the general nature thereof with respect to any item on the meeting agenda, and shall provide such declaration to the Clerk, and the Clerk shall record the declaration in the minutes. (2) Any Member shall disclose any pecuniary interest and the general nature thereof with respect to any item discussed at a previous Closed Council 182 Meeting at which the Member was absent, and shall provide such declaration to the Clerk, and the Clerk shall record the declaration in the minutes. (3) Any Member declaring a pecuniary interest in any matter under consideration in a Closed Council Meeting shall leave the meeting room during the time Council considers the matter. 7.4 Procedures for Closed Council Meetings (1) The Rules governing the procedure of Council and the conduct of Members shall be observed in Closed Meetings, with the necessary modifications. (2) No matter shall be discussed at a Closed Council Meeting that is not consistent with the motion to go into closed session adopted during the opening procedure. (3) If a matter arises in a Closed Meeting that a Member feels is not appropriate to consider in closed session, the Member shall be provided the opportunity to explain his/her reasons and to persuade Council to have the matter discussed in an open Council Meeting. Where, following such endeavour the majority of Council believes the matter is to be considered in closed session, the Member may withdraw from the meeting room during consideration of the matter, and the Clerk shall so note in the minutes. PART 8 – RULES OF PROCEDURE FOR COUNCIL MEETINGS 8.1 Duties of the Presiding Officer (1) It shall be the duty of the Presiding Officer to: (a) open the meeting by taking the Chair and calling the Members to order; (b) announce the business before Council in the order in which it is to be acted upon; (c) receive and submit, in the proper manner, all motions presented by the Members; (d) put to a vote all questions which are duly moved, or arise in the course of proceedings, and to announce the result; (e) decline to put to a vote all questions that infringe upon the Rules; (f) restrain the Members, within the Rules, when engaged in debate; (g) enforce on all occasions the observance of order and decorum among the Members; (h) order any Member persisting in breach of the Rules to vacate the meeting place in accordance with the Rules; (i) receive all messages and other communications and announce them to the Council; (j) authenticate, by signature when necessary, all by-laws and 183 resolutions; (k) inform Council, when necessary or when referred to for that purpose, of a ruling on a point of order, a point of personal privilege, or of a breach of the assembly’s privileges; (l) represent and support Council declaring it’s will, and implicitly obeying its decisions in all things; (m) ensure that the decisions of Council are in conformity with the laws and by- laws governing the activities of Council; (n) recess the meeting where necessary in accordance with the Rules; (o) call for adjournment of the meeting when the business is concluded; and (p) adjourn the meeting without question in the case of a grave disorder. 8.2 Rules of Decorum (1) No Member shall: (a) speak disrespectfully of the Reigning Sovereign, or of any member of the Royal Family, or of the Governor-General, the Lieutenant-Governor of any Province, or any Member of the Senate, the House of Commons of Canada or the Legislative Assembly of the Province of Ontario (b) use offensive words or un-parliamentary language in or against any Member or staff, or to speak disrespectfully of any Member or staff; (c) speak on any subject other than the subject in debate; (d) communicate with any other person electronically; (e) criticize any decision of the Council except for the purpose of moving that the question be reconsidered; (f) disobey the Rules; (g) disobey the rulings of the Presiding Officer or of the Council on questions respecting the interpretation or application of the Rules except for the purpose of appealing the decision in accordance with the Rules. (2) No Member shall speak until recognized by the Presiding Officer. All Members shall speak directly into their microphone to ensure all those in attendance can hear the Member’s comments. (3) No person except Members and Officials shall be allowed to come within the horseshoe during a Council Meeting without permission of the Presiding Officer or the Council upon reference. (4) No person, other than a Member or an Official, shall, before or during a Council Meeting, place on the desks of Members or otherwise distribute any material whatsoever unless such person is so acting with the approval of the Mayor or the Presiding Officer as applicable. (5) When the Presiding Officer is putting a question to a vote, no Member shall leave or make a disturbance. (6) If any Member of the Council desires to leave a Council Meeting prior to the adjournment thereof and not return, the Member shall so advise the 184 Presiding Officer and the Member’s departure and the time thereof shall be recorded in the minutes. (7) Should Council not maintain a quorum due to the departure of one or more Members prior to the adjournment of a Council Meeting, the Clerk shall declare the Meeting adjourned. (8) Where any person not being a Member or an Official desires to address Council, other than as a Deputation listed on the meeting agenda, the person shall be permitted to do so only with leave of a majority of the Members present, but such approval shall not be required where a person has a statutory right to be heard by Council or Council is holding a public meeting for the purpose of receiving comments from the public. (9) Once Council has dispensed with an item by vote, the same matter may not be reopened for further discussion or consideration, except in accordance with rules of procedure respecting reconsideration as set out in Part 8.4 of this By-law. (10) The Presiding Officer may declare a recess at any point during a Council Meeting with the consensus of Council without the necessity of a motion, to enable any unusual circumstance or condition that has arisen to be addressed. 8.3 Rules of Procedure Respecting Motions (See attached Schedule A Motions Chart for a concise reference) (1) Motions, to be considered, shall be clearly stated and shall not contain disjointed thoughts or directions that in the opinion of the Presiding Officer are excessively difficult to interpret. (2) Where the Presiding Officer believes a motion is complex, or not clearly stated, or contains disjointed thoughts or directions, the Presiding Officer may: (a) require the Member to put forward the motion in written form; and/or (b) rule that such motion is out of order due to its uncertainty and not place the question before Council for consideration. (3) The Presiding Officer shall not permit debate on a motion or put a motion to vote until the motion is formally seconded. (4) When a motion is presented in writing, it shall be read by the Mover or the Presiding Officer, before debate. (5) A motion that has been duly seconded may be withdrawn subject to the following provisions: (a) A motion can only be withdrawn by the mover with the consent of Council. (b) Withdrawal of a motion shall be in order at any time during debate. (c) If no Member objects to the withdrawal of the motion, the motion shall be considered withdrawn. (d) If a Member objects to the withdrawal of a motion, a withdrawal motion shall be entertained, and if such motion receives a seconder, it shall 185 be decided prior to consideration of any other motion. (e) If a motion is withdrawn the effect is the same as if it had never been made. (6) A motion containing two or more distinct proposals may be divided by leave of Council, and Council shall consider each part separately. (7) A main motion properly before the Council shall receive disposition before any other motion can be considered, except in respect of matters listed below and according to the listed priorities, namely: (a) to recess; (b) to adjourn; (c) to postpone the motion under consideration to a definite date; (d) to postpone the motion under consideration indefinitely; (e) to refer the motion under consideration to a Committee or staff for a report; (f) to amend the motion under consideration; and (g) to close debate (to end debate on the motion under consideration). (8) A motion to recess: (a) is permissible when there is business before Council for consideration; (b) shall specify the length of time of the recess; (c) is not debatable except with regard to the length of the recess; and (d) shall be amendable with respect to the length of the recess. (9) A motion to adjourn: (a) is not amendable; (b) is not debatable; (c) is not in order when a Member is speaking or during a vote; and (d) when resolved in the negative, cannot be made again until the Presiding Officer has deemed sufficient business has been conducted by Council in the intervening time. (10) A motion to postpone: (a) may or may not state a definite time or date as to when the matter shall be further considered; (b) shall apply to the main motion and to any motions to amend the main motion that are pending; (c) is not debatable except as to date or time; and (d) shall not be amendable except as to date or time. Where a motion to postpone is adopted without a definite time or date as to when the matter shall be further considered, Council shall not consider the matter until such time as Council, by resolution, brings back the matter for consideration. (11) A motion to refer: (a) shall be open to debate; (b) may be amended; (c) shall include the terms of referral including the time or conditions under which the matter is to be returned to Council for consideration; and (d) may include the reasons for the referral. 186 (12) A motion to amend: (a) shall be relevant to the main motion; (b) shall not be directly contrary to or propose a direct negative to the main motion; (c) shall be debatable; and (d) shall not itself be amended more than once; (e) and motions to amend shall be put to a vote in reverse order from which motions to amend are put forward, and should the motion to amend be carried, the main motion shall then be considered by Council as amended. Notwithstanding the foregoing, a motion to amend shall not be required where the mover and seconder of the main motion agree to re-word the main motion to accommodate a proposed amendment and no Member of Council objects. (13) A motion to close debate: (a) is not permissible until every Member present has had the opportunity to speak to the question at least once; (b) is not amendable; (c) is not debatable; and (d) requires a two-thirds vote of the Members present; and upon adoption, the Presiding Officer shall forthwith put the main motion and all amendments thereto to a vote. (14) A motion to suspend the rules: (a) is permissible; (b) is not debatable; (c) is not amendable; (d) shall include a statement as to the purpose of the suspension; (e) requires a two-thirds vote of the Members present; and (f) is not permissible with regard to any statutory requirements that apply to the proceedings of Council. (15) A motion to change the order of business as presented in the meeting agenda shall not be amendable or debatable. (16) Dilatory motion, which shall include: (a) any motion made subsequent to a motion that was lost that is substantially the same as the lost motion where, in the opinion of the Presiding Officer, the motion is made for the purpose of delay or to frustrate Council; and (b) any motion made that is absurd or frivolous, or that cannot be effected; shall not be entertained by the Presiding Officer. (17) Any Member who wishes to introduce a motion that is contrary to a motion that has been adopted by Council shall employ the reconsideration procedures as set out in Part 8.4 of this By-law. 187 8.4 Rules of Procedure Respecting Reconsideration (1) A motion to reconsider is in order at any time, even when another Member has the floor, or while Council is voting on the motion to adjourn. (2) A motion to reconsider can be made at the Meeting in which the vote on the original motion to be reconsidered was taken, or at a subsequent Regular Council Meeting. It must be made by a Member who voted with the prevailing side. Any Member may second the motion to reconsider the vote. (3) The effect of making this motion is to suspend all action the original motion would have required until the reconsideration. (4) If the motion to reconsider is lost it cannot be repeated except by general consent. No question can be twice reconsidered unless it was materially amended after its first reconsideration. A reconsideration requires only a majority vote, regardless of the vote necessary to adopt the motion reconsidered. (5) If the motion to reconsider is adopted, the next order of business is the original motion that is to be reconsidered. 8.5 Voting on Motions (1) No vote shall be taken in a Council Meeting by ballot or by any other method of secret voting, unless authorized under the Municipal Act. (2) The Presiding Officer shall be entitled to vote on any question, but is not required to vote unless: (a) a Member has requested a Recorded Vote; or (b) the votes of all other Members present produces an equality of votes. (3) Immediately preceding the taking of the vote on a motion, the Presiding Officer may read the motion or request the Clerk to read the motion in the form introduced and shall do so if required by a Member, and the motion shall be stated in the form in which it will be recorded in the minutes. (4) After a motion is put to a vote by the Presiding Officer, no Member shall speak to the question nor shall any other motion be made until after the vote is taken and the result has been declared. (5) A separate vote shall be taken upon each proposal contained in a motion that has been divided with leave of the Council. (6) The manner of determining the decision of Council on a motion shall be by show of hands, and the Presiding Officer shall determine the adequacy of the show of hands, and upon being satisfied with the adequacy of the show of hands, the Presiding Officer shall declare the results of the vote by 188 stating that the motion is carried or that the motion is lost, as appropriate. The Presiding Officer may consider a motion to be carried where the Presiding Officer is of the opinion that the motion has the general support and consensus of Council, subject to the right of any Member to request a show of hands, which must be complied with by the Presiding Officer. (7) Where a Member elects not to vote, the action shall be considered to be a negative vote to the motion. (8) Any motion on which there is a tie vote shall be deemed to be lost and nothing in the Rules shall apply to prevent the Presiding Officer from voting to create a tie. (9) If any Member disagrees with the declaration of the Presiding Officer that a motion has been carried or lost, the Member, immediately after the declaration by the Presiding Officer, may appeal the declaration and request that a Recorded Vote be taken, whereupon the Clerk shall poll the Council. (10) When a Member requests a Recorded Vote on a motion, all Members present shall vote when polled by the Clerk by verbally indicating yes or no, and the Clerk shall record the results of the vote in the minutes. The Clerk shall conduct the recording of votes of all Members alphabetically, from the member who requested the recorded vote, with the Mayor/Presiding Officer being polled last. A Member may request a Recorded Vote immediately prior to or subsequent to the taking of a vote on a motion. 8.6 Rules of Debate (1) Every Member, prior to speaking to any question or motion, shall so indicate to the Presiding Officer through the raising of a hand of his/her desire to speak, and no Member shall speak until recognized by the Presiding Officer as having the floor. When two or more Members raise their hands to indicate their desire to speak, the Presiding Officer shall determine who was the first to so indicate, and shall designate such Member as having the floor, and the subsequent Members who shall have the floor and the order of same, and the determination of the Presiding Officer in such respect shall not be subject to appeal. (2) All Members and Officials who are called upon to speak during a debate shall direct their comments and questions through the Presiding Officer. (3) When a Member is speaking, no other Member shall interrupt except to rise on a point of order, a point of personal privilege, or a point of privilege affecting the assembly. 189 (4) Any Member may request the Presiding Officer to read the motion under discussion at any time during debate, but such request shall not be made so as to interrupt another Member while speaking. (5) No Member shall speak more than once to the same motion until every Member who desire to speak has spoken, except that the Member who made the motion shall be entitled to a reply immediately prior to the calling of a vote by the Presiding Officer. (6) No Member, without consensus of Council, shall speak to the same motion more than twice, or in reply, for longer than three (3) minutes, excluding staff response time without consent of the Presiding Officer. (7) During debate, a Member may ask a question of another Member only for the purpose of obtaining information or clarification relating to the matter under discussion, and such question shall be stated briefly and clearly, and the Member to whom the question was directed shall respond briefly and clearly to the question, but shall not introduce any new information other than was posed in the question. (8) When a Member has been recognized by the Presiding Officer as having the floor, immediately before speaking, such Member may ask a question of the Presiding Officer or an Official on the matter under discussion, but only for the purpose of obtaining information or clarification, following which the Member shall speak. (9) The Presiding Officer shall appoint another Member to act as Chair: (a) while temporarily being absent from the meeting; (b) while speaking to or debating a question; or (c) if he/she wishes to put forward a motion. (10) The Presiding Officer may, at any time, declare a recess for five (5) minutes in order to consult Officials with respect to matters of procedure and interpretation of the Rules. (11) The following matters and motions may be introduced orally without written notice and without leave, except as otherwise provided in the Rules: (a) Point of order; (b) Point of personal privilege; (c) Point of privilege affecting the assembly; (d) Presentation of petitions; (e) Motion to refer; (f) Motion to postpone; (g) Motion to amend; (h) Motion to close debate (end debate); (i) Motion to recess; 190 (j) Motion to adjourn; (k) Motions pursuant to Correspondence and New Business. (12) When the Presiding Officer calls for the vote on a motion, each Member shall remain seated until the result of the vote has been declared by the Presiding Officer, and during such time no Member shall speak to any other Member or make any noise or disturbance. (13) In all proceedings of a Council Meeting, the Presiding Officer shall decide and rule upon all matters pertaining to the Rules, subject to an appeal in which case the matter shall be decided by the Council. (14) When a Member wishes to appeal the ruling of the Presiding Officer, except as prohibited by the Rules, the Member shall introduce the following motion with a view to having same considered by Council: "That the ruling of the Chair be appealed and set aside." 8.7 Point of Order (1) A Member may raise a point of order at any time, including interrupting another Member who has the floor, to bring Council’s attention to: (a) any breach of the Rules; (b) a deviation from the matter under consideration noting that the current discussion is not within the scope of the motion on the table; (c) any other informality or irregularity in the proceedings of Council. (2) When a Member rises on a point of order, the Member shall ask leave of the Presiding Officer to raise the point of order and the Presiding Officer shall grant such leave, following which the Member shall state the point of order, and the Presiding Officer shall decide on the point of order and state his/her ruling on the matter. (3) Upon the raising of a point of order, no further discussion on the main issue shall be conducted until the Presiding Officer has decided and stated his/her ruling on the point of order. (4) Upon hearing the point of order, a Member shall only address the Presiding Officer for the purpose of appealing the Presiding Officer’s ruling to Council. (5) If no Member appeals, the ruling of the Presiding Officer shall be final. (6) If a Member appeals the Presiding Officer’s ruling on the point of order to Council, the Member shall have the right to give reasons for the appeal, following which the Presiding Officer shall have the right to reply with reasons, and the Council shall decide the question: “That the decision of the Chair be sustained/overruled.” without further debate, and the decision of Council shall be final. 191 8.8 Point of Personal Privilege (1) A Member may rise at any time on a point of personal privilege where such Member feels that his/her integrity, or the integrity of the Council, or the integrity of a Committee, or the integrity of anyone present at the meeting has been called into question by another Member or by anyone present at the meeting. (2) When a Member rises on a point of personal privilege, the Member shall ask leave of the Presiding Officer to raise the point of personal privilege and the Presiding Officer shall grant such leave, following which the Member shall state the point of personal privilege, and the Presiding Officer shall decide on the point of personal privilege and state his/her ruling on the matter. (3) Upon the raising of a point of personal privilege, no further discussion on the main issue shall be conducted until the Presiding Officer has decided and stated his/her ruling on the point of personal privilege. (4) Where the Presiding Officer rules that a breach of privilege has taken place, he/she shall demand that the offending Member or individual apologize and failing such apology shall require the Member or individual to vacate the meeting room for the duration of the meeting as provided for in Part 8.9 of this By-law. (5) With the exception of providing an apology, the Member shall only address the Presiding Officer for the purpose of appealing the Presiding Officer’s ruling of a breach of privilege to Council. (6) If no Member appeals, the ruling of the Presiding Officer shall be final. (7) If a Member appeals the Presiding Officer’s ruling on the point of personal privilege to Council, the Member shall have the right to give reasons for the appeal, following which the Presiding Officer shall have the right to reply with reasons, and the Council shall decide the question: “That the decision of the Chair be sustained/overruled.” without further debate, and the decision of Council shall be final. 8.9 Expulsion for Improper Conduct (1) The Presiding Officer, where a warning or ruling has not been heeded, may expel any Member or person from the meeting place for improper conduct at the meeting, which for purposes of this Section shall include: (a) violation of the Rules; (b) interruption of the proceedings of Council; (c) making of disruptive noise or visible gestures; (d) campaigning for any political cause or outcome; or (e) any other activity that impedes the conduct of the meeting. 192 (2) Where the Presiding Officer expels any Member or person from the meeting, such Member or person shall vacate the meeting place forthwith. (3) Where the expulsion applies to a Member, the Member shall only address the Presiding Officer for the purpose of appealing the Presiding Officer’s ruling of expulsion. (4) If no Member appeals, the ruling of the Presiding Officer shall be final. (5) If a Member appeals the Presiding Officer’s ruling on expulsion to Council, the Member shall have the right to give reasons for the appeal, following which the Presiding Officer shall have the right to reply with reasons, and the Council shall decide the question: “That the decision of the Chair be sustained/overruled.” without further debate, and the decision of Council shall be final. 8.10 Suspension of the Rules (1) During a Council meeting, any Member may introduce a motion that Council temporarily suspend the rules established by this By-law in order to introduce a motion with respect to an item that is not listed on the meeting agenda, stating the subject matter for which the suspension of the rules is being sought. (2) A motion to suspend the rules shall require a two-thirds vote of the Members present at the meeting. (3) Upon adoption of a motion to suspend the rules, the Member so making the motion to suspend the rules may introduce a motion respecting the matter for which the suspension of the rules was granted. PART 9 – NOTICE 9.1 Purpose This By-law shall not apply so as to require the giving of any notice in circumstances where there is no requirement in any applicable by-law, policy, Act, or regulation that notice is given in respect of any proposed municipal action. 9.2 Notice of Council Meetings (1) Notice of a Regular Council Meeting shall be provided through: (a) notifying Members by email as soon as a meeting date has been set; (b) publishing the time and date of the Meeting in a Newspaper and posting of the time and date of the Meeting on the Town’s website at least fourteen (14) days before the Council Meeting, if possible; and 193 (c) release of a meeting agenda by the Clerk in accordance with Part 4.6. (2) Notice of a Special or Closed Council Meeting shall be provided through: (a) notifying Members by email as soon as a meeting date has been set; (b) publishing the time and date of the Meeting on the Town’s website at least 48 hours before the Council Meeting, if possible; and (c) release of a meeting agenda by the Clerk in accordance with Part 4.6. (3) Notwithstanding any other provision of this By-law to the contrary, a Council Meeting may be held to deal with an emergency with less than the requisite notice, provided the Clerk has endeavoured to notify the Members about the meeting in the most expedient manner, provided that no business except business dealing directly with the emergency shall be transacted by Council. (4) Where a meeting agenda will not be released prior to a Council Meeting, or in the instance of a Closed Council Meeting, in lieu of the release of a meeting agenda, the Clerk shall endeavour to provide notice by telephone call, email, and/or written notice to the local news media and those who have requested a copy of meeting agendas. (5) Lack of receipt of a notice of or meeting agenda for a Council Meeting by any person or Member shall not affect the validity of the meeting or any action lawfully taken at the meeting. 9.3 Notice of Proposed Municipal Action (1) Where any Act or regulation requires that notice be given to the public of any proposed municipal action, such notice shall be given: (a) in the manner specified in the Act or regulation, or within any other Town by- law which specifically sets forth the manner in which notice shall be given to the public either for the specific municipal action or generally for municipal actions of that type; or (b) if there is no manner specified in the Act or regulation, or within any other Town by-law which specifically sets forth the manner in which such notice shall be given to the public either for the specific municipal action or generally for municipal actions of that type, to the public through any one or more of the following means: (i) by publication of at least one notice in a newspaper minimum seven days before: (1) the meeting at which the proposed municipal action will be considered; or (2) the date on which it is proposed that the municipal action will occur; (ii) by posting a notice on the Town’s website at least seven days before: 194 (1) the meeting at which the proposed municipal action will be considered; or (2) the date on which it is proposed that the municipal action will occur. (2) Where any Act or regulation requires that notice be given to particular individuals or affected persons of any proposed municipal action, such notice shall be given: (a) in the manner specified in the Act or regulation, or within any other Town by- law which specifically sets forth the manner in which notice shall be given to the public either for the specific municipal action or generally for municipal actions of that type; or (b) if there is no other manner specified in the Act or regulation, or within any other Town by-law which specifically sets forth the manner in which notice will be given to such particular individuals or other persons either for the specific municipal action or generally for municipal actions of that type, to the particular individuals or other persons through any one or more of the following means: (iii) by mailing a notice by prepaid ordinary mail at least seven days before: (1) the meeting at which the proposed municipal action will be considered; or (2) the date on which it is proposed that the municipal action will occur; (iv) by posting a notice on the lands owned or occupied by the individual or other person entitled to receive notice by affixing it to the door of any building on the lands or by otherwise posting it in a conspicuous manner on the lands, at least seven days before: (1) the meeting at which the proposed municipal action will be considered; or (2) the date on which it is proposed that the municipal action will occur. 9.4 Notice Form (1) Notices given pursuant to this Part need not be in any particular form but shall include: (a) the title or brief description of the proposed municipal action; (b) the date on which it is proposed the municipal action will occur; (c) where the notice pertains to a meeting, the date, time and location of the meeting; and (d) the name and address or contact information of the person who will receive written comments or can provide additional information or answer questions on the matter of the notice, and the deadline for receiving comments if applicable. (2) Notices given pursuant to this Part may deal with specific proposed municipal actions, or may be multiple notices in respect of multiple 195 proposed municipal actions, and may be contained within a single document or as parts of other documents, reports or notices. 9.5 Notice – General (1) A notice given under this Part is sufficient even if there are times during the period when the Town's website is not fully accessible. (2) If the same matter is considered at a subsequent Committee or Council Meeting no additional notice is required, except where the Municipal Act provides otherwise. (3) The notice requirements of this Part are minimum requirements, and the Clerk is authorized to give notice to the public in an extended manner, if in the opinion of the Clerk or under the direction of council, the extended manner is considered and necessary in the circumstances. (4) At least once per year, the Clerk shall cause a notice of Council Meetings to be published in a Newspaper setting out information on how to access the Town's website to locate public notices and Council agendas and minutes. (5) No notice of meeting shall be required under this By-law, where the provision of notice will interfere with the ability of Council to conduct business with respect to a matter permitted for a closed session in accordance with Part 4.5(4). PART 10 – GENERAL PROVISIONS 10.1 Conflict with other Acts Where there is conflict between any parts of this By-law and any Act or regulation, the Act or regulation shall take precedence. 10.2 Severability If a court or tribunal of competent jurisdiction declares any portion of this By-law to be illegal or unenforceable, that portion of this By-law will be considered severed from the remainder of this By-law, which shall continue to be in full force and effect. 10.3 Amendment No amendment or repeal of this By-law or any part thereof shall be considered at any meeting of Council unless notice of the proposed amendment or repeal has been given at a previous meeting of Council. The waiving of this notice by Council is 196 prohibited. 10.4 Repeal By-law 3511(Procedural By-Law) passed on September 12, 2011 by The Corporation of the Town of Tillsonburg is hereby repealed. 10.5 Force and Effect This by-law shall come into force and take effect on the date it is enacted. READ A FIRST AND SECOND TIME THIS ____ day of ______________, 2016. READ A THIRD TIME AND FINALLY PASSED THIS ____ day of _____________, 2016. ____________________________ Mayor – Stephen Molnar ____________________________ Town Clerk – Donna Wilson 197 By-Law XXXX Schedule A Ranking MOTION DEFINITION MUST BE SECONDED DEBATABLE AMENDABLE VOTE REQUIRED 11 Main Question for council to vote on Yes Yes Yes Majority 10 Amend Modifies the wording, and within certain limits the meaning of a pending motion Yes Yes Yes Majority 9 Amend the Amendment Modifies the wording, and within certain limits the meaning of an amendment of a pending motion Yes Yes No Majority 8 Defer Delays consideration of a matter until later in the same meeting or to a future meeting of Council or a Committee Yes Yes Yes Majority 7 Refer Referrs the matter or item to the body or person named in the motion specified to report back to the Council or Committee Yes Yes, confined to it merits only Yes Majority 6 Table an Item Postpones consideration of item without setting a definite date as to when the matter will be considered again Yes No No Majority 5 Receive an Item Acknowledges a particular item, report or recommendation under consideration and to have it placed in the records of Council with no additional action being taken Yes Yes Yes Majority 4 Call the Question Closes debate and brings the pending question to a vote Yes No No Majority 3 Adjourn Closes the meeting Yes No No Majority 2 Recess Short break in the proceedings of a meeting during which members may leave the room. Does not end the meeting. Yes No No - unless it is in respect to the length Majority 1 Waive or suspend the rules of procedure Enables actions that would otherwise be in violation of the Procedural By-law. Is only applicable to rules of order and not By-laws yes No No Two-thirds OTHERmust give notice Reconsideration To review a previous decision and vote on it again - may be brought forward within 6 months by a member who voted on the prevailing side Yes Yes No Majority can interupt Point of Order A question by a Member with the view to calling attention to any issue relating to the Procedural By-law or the conduct of Council's business or in order to assist the Member in understanding Council’s procedures, making an appropriate motion, or understanding the effect of a motion No No No Chair rules on the point can interupt speaker Points of Privilege or Personal Privelege A question by a Member who believes that another Member has spoken disrespectfully towards that Member or another Member or who considers that his or her integrity or that of a Member or County Official has been impugned or questioned by a Member No No No Chair rules on the point any time Challenge Chair Anyone can challege the chair at any point No No No Chair rules on the point noted on agenda Notice of Motion A written motion received by the Clerk at a meeting of Council, moved by a Member, and seconded by another Member, for inclusion on an agenda of a subsequent meeting of Council 198 SCHEDULE “B” to By-law CORRESPONDENCE PROTOCOL A large amount of correspondence is received on a daily basis by the Town of Tillsonburg which is intended, in some way, for Council’s information and/or action. It may be addressed to: • the Mayor • Council • all municipalities in Ontario • individual councillors • the municipality generally • the Clerk • individual department heads • CAO This information may be very generic (like information addressed to every municipality in the province) or very specific (like a complaint addressed to a specific councillor). Historically, some of this information found its way to the Agenda as ‘Information’ as part of the Council agenda and may or may not have received the appropriate Council decision. There was always a subjective element to the decision to add an item or not. It is proposed that correspondence in the future will be categorized and dealt with in the following manner: 1. Personal Correspondence addressed to a member(s) of council Includes: correspondence which is received by virtue of a Councillor’s membership in a certain group, complaints to a specific councillor or the Mayor, agency, board or commission, emails received individually on a councillors town email, AMO Watch File, Thank You correspondence, announcements, event invitations. Protocol: All correspondence received will be provided directly to the member of council in the format received (i.e. forward original, faxed, emailed). The original will NOT be retained by staff in a general correspondence file and will NOT be acted upon unless directed. It will be up to the individual member to respond. Any member of council wishing the item of correspondence to be put before council will inform the Clerk’s office and will indicate if it is for information or for action and the recommended action. The Clerk’s office will add the piece of correspondence to the next available Council agenda. 199 2. Correspondence for Information Only – Formally received by Council Includes: any mail, email or fax transmission addressed to every Council/municipality in the province, newsletters or bulletins from outside agencies, correspondence received by the CAO, department head or other staff member which they believe is of interest to council, or correspondence from other municipalities requesting support of their resolution Excludes: personal correspondence of council and correspondence requesting an action be taken Protocol: This correspondence will be listed under the next available meeting to the Council Intranet for review by Councillors. Any member of council wishing the item to be put before council will inform the Clerk’s office and will indicate if it is for information or for action and the recommended action. The Clerk’s office will add the piece of correspondence to the next available Council agenda. 3. Correspondence for Action – Council provides direction Includes: correspondence addressed to Council requesting a specific action on an item (e.g. request for funding, new stop sign, change in policy), correspondence received by the CAO, department head or other staff member that in their opinion requires an action by council, an item that requires council adoption, approval or action by statute Excludes: Correspondence from other municipalities requesting support for their resolution shall be added to the Council Intranet and shall only be placed on an agenda for information at the direction of the Mayor, CAO or a Town Councillor. Requests from persons, organizations, associations and other municipal governments to endorse resolutions affecting Provincial legislation shall be referred to the Association of Municipalities of Ontario (AMO) for review and consideration if not already done so. Requests for resolutions concerning Federal legislation shall be referred to the Federation of Canadian Municipalities (FCM) for review and consideration if not already done so. Council may direct the Clerk or other members of the administration to take additional action on a resolution where in the opinion of Council the local circumstances warrant a local initiative or support for said resolution. Correspondence requesting a proclamation will be handled by the Clerk’s Office. Protocol: Each piece of Correspondence for Action will be reviewed by the appropriate director/manager who will provide a staff recommendation. The item will be added to the next Council agenda, including the staff recommendation. The full item will be included as an attachment to the agenda package. The Clerk’s Office or appropriate other department will respond to all Correspondence for Action as necessary. 200 Page 1 of 25 TOWN OF TILLSONBURG PROCEDURAL BY-LAW 3511 201 Page 2 of 25 Table of Contents 1.0 SHORT TITLE 2.0 DEFINITIONS 3.0 GENERAL PROVISIONS 4.0 COUNCIL MEETINGS 4.1 Place...............................................................................................................................9 4.2 Inaugural Meeting..........................................................................................................9 4.3 Frequency.......................................................................................................................9 4.4 Special Council Meetings...............................................................................................10 4.5 Absence of Mayor and/or Deputy Mayor......................................................................11 4.6 No Quorum....................................................................................................................11 4.7 Pecuniary Interest..........................................................................................................11 4.8 Meeting Cancellation.....................................................................................................11 5.0 MAYOR........................................................................................................................11 5.2 Duties of the Mayor………………………………………………………………………………………………..…11 6.0 ROLE OF COUNCIL ......................................................................................................13 7.0 ORDER OF BUSINESS...................................................................................................13 8.0 RULES OF CONDUCT OF MEMBERS.............................................................................14 9.0 RULES OF DEBATE IN COUNCIL………………………………………………………………………………...15 10.0 MOTIONS AND AMENDMENTS……………………………………………………………………..…………17 10.1 Notice(s) of Motion …………………………………………………………………………………………………17 10.2 Motion to be seconded …………………………………………………………………………………………..17 10.3 Stating the Question ……………………………………………………………………………………………….17 202 Page 3 of 25 10.4 Motion Ultra Vires …………………………………………………………………………………………………..17 10.5 Question on the Floor ……………………………………………………………………………………………..17 10.6 Previous Question …………………………………………………………………………………………………..18 10.7 Amendments …………………………………………………………………………………...........................18 10.8 Privileged Motion …………………………………………………………………………………………….………18 10.9 Division of a Question ……………………………………………………………………………………………..18 10.10 Motion to Adjourn …………………………………………………………………………………….…………….19 10.11 Reconsideration ……………………………………………………………………………….………………………19 11.0 VOTING ON MOTION...................................................................................................19 12.0 BY-LAWS DELEGATIONS AND MINUTES.......................................................................20 12.1 By-Laws ..........................................................................................................................20 12.2 Delegations and Presentations.......................................................................................20 12.3 Minutes ..........................................................................................................................21 13.0 CLOSED SESSIONS........................................................................................................21 14.0 COMPOSITION AND DUTIES OF COMMITTEES AND ADVISORY BODIES …......................22 14.1 Committees …………………………………………………………………………………………………….………….22 14.2 Election ………………………………………………………………………………………………………….…………..23 14.3 Duties …………………………………………………………………………………………………………….…………..23 14.4 Appointments to Committees ………………………………………………………………………….…………24 14.5 Quorum ……………………………………………………………………………………………………………..……….24 14.6 Provisions ……………………………………………………………………………………………………………..…….24 203 Page 4 of 25 14.7 Order of Business …………………………………………………………………………………………………..……24 14.8 Rules of Conduct ……………………………………………………………………………………………………..….24 14.9 Rules of Debate ………………………………………………………………………………………………………..…24 14.10 Motions and Amendments ………………………………………………………………………………………..24 14.11 Decisions …………………………………………………………………………………………………………………..24 14.12 Secretary for Committees ………………………………………………………………………………..……….24 15.0 AMENDMENT OR REPEAL OF THIS BY-LAW...................................................................25 16 .0 LEGAL...........................................................................................................................25 16.1 Wording ………………………………………………………………………………………………………..…………….25 16.2 Force and Effect ………………………………………………………………………………………….………………25 16.3 Repeal…………………………………………………………………………………………..................................25 204 Page 5 of 25 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 3511 BEING A BY-LAW TO GOVERN THE PROCEEDINGS OF COUNCIL AND COMMITTEES WHEREAS subsection 238(2) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, (the "Municipal Act") requires municipalities to pass a procedure by-law for governing the calling, place and proceedings of meetings; AND WHEREAS subsection 238(2.1) of the Municipal Act requires the procedure by-law to provide for public notice of meetings; AND WHEREAS it is necessary and expedient that there shall be rules governing the order and proceedings of the Council and the Committees of the Council of The Corporation of the Town of Tillsonburg; and AND WHEREAS Council desires that its governance processes and procedures facilitate, to the greatest extent possible, the understanding and participation of its citizens in the effective conduct of the Corporation's business; AND WHEREAS THE Council of the Corporation of the Town of Tillsonburg deems it expedient and necessary to repeal By-Law 3416; THEREFORE THE COUNCIL OF THE TOWN OF TILLSONBURG ENACTS AS FOLLOWS: 1.0 SHORT TITLE This By-law shall be known as and referred to as the "Town of Tillsonburg Procedural By- law". 2.0 DEFINITIONS In this by-law 2.1 "Act" means the Municipal Act, 2001 S,0. 2001, Chapter 25, as amended from time to time. 2.2 "Ad Hoc Committee" means a committee appointed by Council to review and report on a specific issue. Once the final report is delivered and a resolution of the Council is adopted concerning the specific issue, the Ad Hoc Committee is automatically dissolved. An Ad Hoc Committee includes a special committee. 2.3 "Business day" means the days of the week in which the Council or Committee shall 205 Page 6 of 25 conduct its business transactions and hold its meetings, excluding Saturday and Sunday or statutory holidays. 2.4 "CAO" means the Chief Administrative Officer (CAO) of The Corporation of the Town of Tillsonburg, or designate. 2.5 "Chair" means the Head of Council or the presiding officer of a meeting. 2.6 "Clerk" means the Clerk of The Corporation of the Town of Tillsonburg, or designate. 2.7 "close debate" (call the question) means a motion requiring that debate be closed and the vote on the motion be taken immediately. 2.8 "Closed Session" means a meeting of the Council or Committee that is not open to the public, pursuant to Section 239 of the Act. 2.9 "Committee" means any advisory or other committee, subcommittee or similar entity of which at least 50 per cent of the members are also members of the Council, pursuant to Section 238 of the Act, but does not include any other committee or advisory committee established pursuant to any other Statute of the Province. 2.10 "Committee of the Whole" means all members present sitting in Council. The purpose of this committee is to enable the Council to give detailed consideration to a matter under conditions of freedom approximating that of a committee. When sitting as Committee of the Whole, the results of votes taken are not final decisions of the Council, but have the status of recommendations which the Council is given the opportunity to consider further and which it votes on finally under its regular rules. 2.11 "Confidential matter" shall mean those items of business discussed in Closed Session. 2.12 "Council" means the elected members of the Town when they sit in deliberative assembly. 2.13 "Town" means the Town of Tillsonburg. 2.14 "Confirming By-law" means a by-law passed prior to adjournment of the last meeting of Council in a calendar year to confirm by by-law the resolutions and actions of Council taken at that year. 2.15 "Corporation" means The Corporation of the Town of Tillsonburg (the Town). 2.16 "Council" means the Council of The Corporation of the Town of Tillsonburg. 2.17 "delegation" means a person or group of persons permitted to address Council or Committee, individually or on behalf of a group, on any matter on the agenda for that meeting in accordance with the provisions of this By-law. 2.18 "ex-officio" means a Member of a Committee by reason of holding another position, who has all the rights and privileges of a full Member. 2.19 "matter" includes any record, item, document or information, or the contents, or any part 206 Page 7 of 25 thereof, as the context permits. 2.20 "majority vote" means a vote where more than one-half (1/2) of the Members who are present and eligible to vote, vote in the same manner. 2.21 "Mayor" means the Head of Council of The Corporation of the Town of Tillsonburg. 2.22 "meeting" means a gathering of the Members where quorum is achieved and at which either public business or public policy over which Council or Committee has jurisdiction or control may be discussed or deliberated by the Members collectively and/or during which formal action may be taken or recommended; or where training or education is provided exclusively to the Members. 2.23 "Member"' means a candidate duly elected to hold office with the Town of Tillsonburg, pursuant to the Municipal Elections Act. 1996. S.O. Chap. 32, as amended; or, a person appointed by the Council to a Committee 2.24 "motion" means a proposal by a Member to resolve and effect a decision, and may include the motions outlined in Schedule A of this By-law. 2.25 "notice of motion" means a motion in writing including a mover and seconder, which is introduced at a Council meeting for consideration at the next regular meeting of Council, thereby affording all Members with notice that the subject matter is to be addressed. 2.26 "pecuniary interest" means a direct or indirect pecuniary (monetary) interest within the meaning of the Municipal Conflict of Interest Act. 2.27 "Personal Privilege" means a motion to Raise a Question of Privilege, of an urgent nature, that affects a right or privilege of the Council, Committee or of an individual member. 2.28 "point of privilege" means a statement calling attention to a matter where the integrity, character or reputation of an individual, individuals or the entire Council, or the ability of an individual to participate, is perceived to be in question. 2.29 "Point of order" means a statement made by a member during a meeting, drawing to the attention of the Chair a breach of the rules of procedure. 2.30 "presentation" means information presented to Council by an individual or group on an issue not requiring any action to be taken by Council. 2.31 "public hearing item" means any item for which a public meeting is required under the Municipal Act or the Planning Act, or any other statute or Town policy. 2.32 "Question" means a motion that has been placed before the Council or Committee by the statement of the Chair. Only once duly stated by the Chair and "on the floor" can a motion be debated and put to a question of the members for proper resolution (Question On the Floor). 2.33 "Quorum" means, in the case of Council, a majority of members representing at least one- 207 Page 8 of 25 half of the members, pursuant to Section 237 of the Act. A quorum would be 4 members of Council. In the case of a Committee of Council, a majority of the whole number of members of the Committee, including the Chair. 2.34 "Rules of Procedure" means the rules and regulations provided in this By-law and, where necessary, Robert's Rules of Order (Newly Revised). 2.35 "Recorded vote" means a vote taken on a matter of business, whereupon the Clerk duly notes the name of each member present and their vote in the minutes, as provided for in Section 246 of the Act. Section 246(2) specifically notes that an abstaining member's vote, in the case of a recorded vote, shall be deemed to be a negative vote. 2.36 "Secretary" means the person responsible for recording the Minutes of Council or Committee meetings, the preparation of the agenda and the preparation of any resulting correspondence, as delegated by the Clerk. 2.37 "record of meeting" means the minutes of the meeting which shall be kept in accordance with the provisions of the Municipal Act. 2.38 "resolution" means the decision of Council on any motion or Committee recommendation. 2.39 "Special Meeting" means a meeting (called under the provisions of this By-law) for a specified purpose that is not a regularly scheduled meeting. 2.40 "suitable meeting place" means an accessible location that is large enough to accommodate Council and reasonable public attendance. 2.41 "Substantive Motion" means any original main motion that introduces a substantive question as a new subject for the consideration of the Council, except one of the following: i) to refer; ii) to amend; iii) to lay on the table; iv) to postpone indefinitely or to another day certain; or, v) to adjourn. 3. GENERAL PROVISIONS 3.1. The short title of this By-law is the "Town of Tillsonburg Procedure By-law." 3.2 The rules and regulations contained in this By-law shall be observed in all proceedings of the Council and Committees appointed by Council. The rules and regulations contained herein that are discretionary and not mandatory under Statute may be temporarily suspended by a majority vote of two-thirds of the Council or Committee members present. 3.3 In respect to questions or concerns regarding these rules and regulations, the decision of the Chair presiding shall be final, subject to only an appeal to the Council, pursuant to Section 4.2.3. In the case of a conflict concerning the application of these rules, "Robert's Rules of Order (Newly Revised)" may be consulted as an interpretative aid. 3.4 All meetings of the Council of the Town of Tillsonburg and all meetings of the Committees 208 Page 9 of 25 of Council shall be open for attendance by the public, except in the case of a Closed Session, as noted in Section 12,1. 3.5 Committees may not pass a motion to suspend the rules of this By-law. 3.6 Any erroneous contraventions to this By-law during a meeting shall not invalidate the proceedings of the meeting or establish a precedent for any future meeting. 4. COUNCIL MEETINGS 4.1 PLACE The meetings of the Council of the Town of Tillsonburg shall be held at the Council Chambers adopted and used by the Council from time to time for such purpose, pursuant to Section 236 of the Act In the case of an emergency, Council may hold its meetings and keep its public offices at any convenient location within or outside the municipality. 4.2 INAUGURAL MEETING The Inaugural Meeting of Council shall be held on the first Wednesday of December in an election year at 7:00 p.m. The Proceedings of the First Meeting of Council shall include: (a) Ceremonial - special address by guests; (b) Filing of Declarations of Office in accordance with the provisions of the Act; After all members present have been sworn, the proceedings shall be turned over to the Mayor. 4.3 REGULAR COUNCIL MEETING(S) Frequency 4.3.1 After the Inaugural Meeting, the Council shall meet in regular session on the second and fourth Monday of every month, commencing at 4:30 o'clock in the afternoon at which point Council will go in to Closed session, the public portion of the agenda will be conducted at 6:00 o'clock in the evening, unless otherwise provided for by resolution of the Council. 4.3.2 Meetings commencing at 4:30 p.m. shall have a curfew of 10:30 p.m., however, with a simple majority vote of Council curfew may be extended. 4.3.3 Notwithstanding Section 4.3.1, that Council shall not meet in regular session on the fourth Monday for each of the months of July, August and December, unless otherwise provided for by resolution of the Council. 4.3.4 The Clerk shall cause the public notice of regular meetings to be published on the 209 Page 10 of 25 Town's Website at the beginning of each calendar year, allowing two weeks prior to the first regular meeting. 4.3.5 The Clerk shall cause the agenda of regular meetings to be published on the Town’s website at least Forty-eight (48) hours prior to the start of the meeting. To facilitate the timely publishing of the agenda, the deadline for submissions to the Clerk shall be four (4) full business days prior to the meeting. 4.3.5 If such Council meeting day is a public or civic holiday, the Council shall meet at the same hour the next following business day which is not a public or civic holiday unless otherwise provided for by resolution of Council, 4.3.6 As soon after the time appointed for a meeting of the Council has a quorum is present, the Mayor shall assume the Chair and call the meeting to order. 4.3.7. After the Inaugural Meeting, the Clerk shall make arrangements for Council orientation for the members of Council. Following the orientation sessions Council shall sign the Code of Conduct. 4.3.8. Council and public appointments to Standing Committees, Boards and Agencies shall be done at the first Council Meeting in February following a Municipal Election. 4.4 SPECIAL COUNCIL MEETING(S) 4.4.1 In addition to regular meetings, special meetings of the Council shall be held upon resolution of the Council, or written direction signed by the Mayor or Deputy Mayor in the absence of the Mayor, whichever the case may be, delivered to the Clerk. The purpose of the special meeting can be to inquire or report on any matter considered of interest to the Council. The resolution or written direction will state the date, time and purpose of such meeting. 4.4.2 The Mayor may, at any time, summon a special meeting of the Council on forty-eight (48) hours notice to the members. The Mayor shall summon a special meeting of the Council when requested to do so in writing by a majority of the members. In the absence of the Mayor, a special meeting may be called by the Clerk on a written requisition from the majority of the members of Council 4.4.3 Notice of special meetings shall be given to all members of the Council by electronic correspondence at least forty-eight (48) hours before the hour set for such meeting. The notice shall state the business to be considered at such special meeting. 4.4.4 No business other than that stated in the notice shall be considered at such special meeting, except with the unanimous vote of the members present. 4.4.5 If a matter arises which, in the opinion of the Chief Administrative Officer in consultation with the Mayor, is considered to be of an urgent or time sensitive nature, or which could affect the health or well-being of the residents of the Town, or if a state of emergency is declared, or if so advised by a Provincial Ministry, the notice requirements of this bylaw may be waived and the Clerk shall make his/her best efforts to provide as much notice as is reasonable under the circumstances. 210 Page 11 of 25 4.5 ABSENCE OF MAYOR AND/OR DEPUTY MAYOR 4.5.1 In case the Mayor does not attend within fifteen (15) minutes after the time appointed for a meeting of Council, the Deputy Mayor shall call the meeting to order and preside as Chair. 4.5.2 In case the Deputy Mayor is unable to attend the meeting, the members will, by resolution duly motioned and seconded, appoint a Chair. While so presiding, the Chair shall have all the powers of the head of Council. 4.5.3 Should the Mayor or Deputy Mayor, as the case may be, arrive after the meeting has been called to order, the presiding officer shall relinquish the position of the Chair to the Mayor, or Deputy Mayor as the case may be, immediately after the current item of business on the Council Orders of the Day is considered or otherwise disposed. 4.6. NO QUORUM PRESENT Within one-half (1/2) hour after the time appointed for the meeting of the Council, if a quorum is not present, the Clerk shall record the names of the members of Council present and the meeting shall be deemed adjourned until the next regular meeting day, subject to the provisions of Section 4.3.3. 4.7 PECUNIARY INTEREST As required by any Statute of the Province, at the commencement of a meeting, or prior to considering a Motion under New Business, a member shall disclose any direct or indirect pecuniary interest and state the general nature of such interest and it shall be recorded by the Clerk in the minutes. In the case of items to be discussed in a Closed Session, the member shall leave the meeting and shall take no action to participate in, or influence, the vote of the other members when said item is to be resolved by Council. 4.8 MEETING CANCELLATION 4.8.1 When it is deemed to be advisable, the Mayor is authorized to change the date and/or time of, or cancel, the next regular Council meeting subject to agreement of the majority of the members of Council, having been polled by the Clerk. 4.8.2 In the case of a Local Board or Committee, the Chair is authorized to change the date and/or time of, or cancel, the next regular meeting subject to agreement of the majority of the members of the Local Board or Committee, having been polled by the Secretary. 5. MAYOR 5.1 DUTIES OF MAYOR 5.1.1 It shall be the duty of the Mayor or other duly appointed presiding officer: a) to act as Chief Executive Officer of the Municipality; b) to preside as Chair over Council meetings so that its business can be carried out efficiently and effectively; c) to provide leadership to the Council; 211 Page 12 of 25 d) to provide information and recommendations to the members of Council with respect to Council's role to ensure that administrative policies, practices and procedures and controllership policies, practices and procedures are in place to implement the decisions of Council; e) to provide information and recommendations to the members of Council with respect to Council's role to ensure the accountability and transparency of the operations of the municipality, including the activities of the senior management of the municipality; f) to represent the municipality at all official functions; g) to carry out the duties of the head of Council under the Act or any other Statute of the Province; h) to open the meeting of Council by taking the Chair and calling the members to order; i) to announce the business before the Council in the order in which it is to be acted upon; j) to receive, in the proper manner, all motions presented by the members of Council and to submit these motions as questions for proper debate; k) to put to a vote all questions which are duly moved and seconded, or necessarily arise in the course of proceedings and to announce the results; I) to decline to put to a vote motions which infringe upon the Rules of Procedure; m) to restrain the members, within the Rules of Procedure, when engaged in debate; n) to enforce on all occasions the observance of order and decorum among the members and compliance to the Code of Conduct By-law; o) to call by name any member persisting in breach of the Rules of Procedure or the Code of Conduct By-law, thereby ordering the member to vacate the meeting place; p) to receive all messages and other communications and announce them; q) to authenticate by his or her signature, when necessary, all By-laws and Minutes of the Council; r) to inform the members of the Council, when necessary or when referred to for the purpose, on any point of order; s) to represent and support the Council, declaring its will and implicitly obeying its decisions in all matters; t) to ensure that the decisions of the Council are in conformity with the laws and Bylaws governing the activities of the Council; u) to be ex-officio a member of all Committees of the Council; v) to perform all other duties as defined by Council; w) to adjourn the meeting without question in the case of grave disorder arising during the meeting, or suspend the sitting of Council, until a time to be named by the Mayor; and, x) to adjourn the meeting when the business of Council is concluded, y) to name the member entitled to speak first when more than one member wishes to address the chair at the same time. 5.1.2 The Mayor may, without leaving the Chair, speak to any question under consideration and prior to the question being disposed of by Council. 5.1.3 When the Mayor is called upon to decide a point of order or procedure, the Mayor shall state the rule or authority applicable to the case, and make a ruling, if necessary in consultation with the Clerk; and, if an objection is made to the ruling by at least two members, the Mayor shall submit said ruling to a vote of Council, without debate, in the following words: "SHALL THE RULING OF THE CHAIR BE SUSTAINED?" and the decision of the Council shall be final. 5.1.5 The Mayor, except when disqualified to vote by reason of pecuniary interest or any other Statute of the Province, may vote on consideration of a motion for Division of the Assembly, 212 Page 13 of 25 and may vote with the other members on all questions. 5.1.6 When the Mayor sees fit to exercise the right to vote on any question before the Council, the Mayor may explain the vote. 5.1.7 As chief executive officer of the Town, the Mayor shall: a) uphold and promote the purposes of the municipality; b) promote public involvement in the municipality's activities; c) act as the representative of the municipality both within and outside the municipality, and promote the municipality locally, nationally and internationally; and d) participate in and foster activities that enhance the economic, social and environmental well-being of the municipality and its residents. 6. ROLE OF COUNCIL 6.1 THE ROLE OF COUNCIL IS TO: (a) represent the public and to consider the well-being and interests of the municipality; (b) develop and evaluate the policies and programs of the municipality; (c) determine which services the municipality provides; (d) ensure that administrative policies, practices and procedures and controllership policies, practices and procedures are in place to implement the decisions of Council; (e) ensure the accountability and transparency of the operations of the municipality, including the activities of the senior management of the municipality; (f) maintain the financial integrity of the municipality; and (g) carry out the duties of Council under this By-law or any Act. 6.2 Council may deal with all matters within its jurisdiction. A motion or resolution pertaining to the exercise of a power or powers not within the jurisdiction of Council, shall not be in order nor in effect if passed. 6.3 Members shall inform the Clerk or designate of all planned absences, late arrivals, and early departures from a meeting. 6.4 Members shall adhere to all Corporate policies governing the conduct of staff and/or Council including the Code of Conduct By-law. 7. ORDER OF BUSINESS 7.1 The order of business for the regular meetings of Council shall be as follows: 1. Call to Order 2. Adoption of Agenda 213 Page 14 of 25 3. Closed Session 4. Moment of Silence/Prayer 5. Disclosures of Pecuniary Interest and the General Nature Thereof 6. Adoption of Council Minutes of Previous Meeting 7. Delegations and Presentations 8. Public Meetings 9. Information Items 10. Reports from Departments 11. Unfinished Business 12. Committee Minutes & Reports 13. Notice of Motions 14. Resolutions 15. Resolution Resulting from Closed Session 16. By-laws 17. Items of public Interest 18. Adjournment 8. RULES OF CONDUCT OF MEMBERS 8.1 A MEMBER SHALL NOT: 1. speak disrespectfully of the Reigning Sovereign, of any member of the Royal Family, of the Governor-General of Canada, of the Lieutenant-Governor of any Province, of any member of the Senate, of any member of the House of Commons of Canada, or any member of the Legislative Assembly of the Province of Ontario. 2. speak on any subject other than the subject under debate; 3. criticize any decision of the Council or Committee, except for the purpose of moving in accordance with the provisions of Section 9.11 that the question be reconsidered. 4. disturb the Council or Committee by any disorderly conduct; 5. use profane or offensive words or insulting expressions; 6. disobey the rules of the Council or Committee or a decision of the Chair or the Council or Committee on points of order or on the interpretation of the Rules of Procedure; 7. leave their seat or make any noise or disturbance while a vote is being taken or until the result is declared, 8. disobey the Code of Conduct by-law. 8.2 A MEMBER SHALL: 1. obtain the permission of the Chair to speak, prior to speaking to a question or motion; 2. have the right to speak first in debate, if he or she is the author of the Question on the Floor or other motion under consideration; 3. when intending to introduce a motion, do so immediately, but may preface the motion 214 Page 15 of 25 with a few words of explanation, of which such words must not become a speech; 4. when intending to amend a prepared resolution, shall, prior to introducing the motion, preface the motion by explaining how the prepared motion has been altered, in a manner that does not become a speech; 5. when more than one member addresses the Chair at the same time, allow the Chair to name the member entitled to speak first, but may make a motion to change the priority of the speakers; 6. when they are called to order by the Chair, immediately cease speaking unless allowed to explain; 7. obey the ruling of the Chair, subject to appeal to the Council or Committee in accordance with Section 4.2.3. 8. comply with the Code of Conduct by-law. 8.3 If the Chair desires to leave the position of the presiding officer before adjournment and the Deputy Mayor is absent from the meeting, the Council or Committee may appoint a member to preside over the meeting until the business of the meeting is finished. 8.4 No person other than Council members, representatives or employees of the Town shall be allowed to speak from the gallery during the meetings of Council without permission of the Chair. 9. RULES OF DEBATE IN COUNCIL 9.1 Every member present at a meeting of the Council when a question is put to vote (Putting the Question), shall vote thereon unless prohibited by any Statute of the Province, in which case the Clerk shall so record in the minutes. 9.2 If any member present at a meeting of the Council when a question is put to a vote and a recorded vote is taken, does not vote, he or she shall be deemed as voting in the negative except where he or she is prohibited from voting by any Statute of the Province, pursuant to Sec. 246(2) of the Act. 9.3 If a member disagrees with the announcement of the Chair that a question is carried or lost the member may, but only immediately after the declaration of the result by the Chair, object to the Chair's declaration and request a recorded vote to be taken or make a motion for Division of the Assembly. 9.4 When a recorded vote is requested, either before or after the vote but before proceeding with the next item of business, the Clerk shall call the names of each member in alphabetical order starting with the name of the member so requesting, and the Clerk shall record the name and vote of every member on any matter or question. 9.5 When the Chair calls for the vote on a question, each member shall occupy his or her seat and shall remain in his or her place until the result of the vote has been declared by the Chair, and during such time no member shall speak to any other member or make any noise or disturbance. 215 Page 16 of 25 9.6 When a member is speaking no other member shall pass between the speaker and the Chair, or interrupt the speaker except to raise a point of order. 9.7 Any member may require the Question on the Floor or motion under discussion to be read at any time during the debate but not so as to interrupt a member while speaking. 9.8 No member shall speak more than once to the same question without leave of the Council, except that a reply shall be allowed to be made only by a member who has presented the motion to the Council, but not by any member who has moved an amendment or a procedural motion. 9.9 No member shall speak to the same question, or in reply, for longer than four (4) minutes, without leave of Council. 9.10 A member may ask a question only for the purpose of obtaining information relating to the matter under discussion and such question must be stated concisely and asked only through the Chair. 9.11 Notwithstanding Section 8.11, when a member has been recognized as the next speaker, then immediately before speaking, such member may ask a question of or through the Chair on the Question on the Floor or matter under discussion but only for the purpose of obtaining information, following which the member may speak. 9.12 The following matters and motions with respect thereto may be introduced orally without written notice and without leave, except as otherwise provided by these Rules of procedure: 1. a point of order 2. a privileged question; 3. presentation of a petition; 4. to adjourn; 5. to lay on the table; 6. to put the Question on the Floor to a vote. 9.13 The following matters and motions with respect thereto may be introduced without notice and without leave, but such motions shall be in writing signed by the mover and seconder, except as otherwise provided by these Rules of Procedure: 1. to amend; 2. to suspend the Rules of Procedure; 3. to postpone indefinitely; 4. to postpone to a certain time; 5. to go into the Committee of the Whole. 9.14 In all cases not listed in Sections 9.12 and 9.13, during the proceedings of the Council, the matter or motion shall be decided by the Chair who may, if necessary, consult with the Clerk, subject to an appeal to the Council upon a point of order, in accordance with Section 7.1. 216 Page 17 of 25 10. MOTIONS AND AMENDMENTS 10.1 NOTICE(S) OF MOTION 10.1.1 Notice of all new motions, except motions listed in Sections 9.13 and 9.14, shall be given in writing and duly signed at a meeting of Council or Committee, but shall not be debated until the next regular meeting of Council or Committee unless if such motion is delivered to the Clerk or Committee Secretary at least four (4) full business days preceding the date of the meeting at which such motion is to be introduced; and such motion shall be included in full in the Agenda for that meeting of the Council or Committee and each succeeding meeting until the motion is considered or otherwise disposed. 10.1.2 When a member's Notice of Motion has been called from the Chair for two (2) successive meetings and not duly considered or otherwise disposed, it shall be dropped from the Agenda unless the Council or Committee otherwise decides. 10.1.3 Any motion may be introduced without notice if the Council, without debate, dispenses with the notice requirements of Section 10.1.1, on the affirmative vote of at least two-thirds of the members present and voting. 10.2 MOTION TO BE SECONDED A motion must be formally seconded before the Chair States the Question and can put the Question to a vote, or before the Clerk can record the motion and its result in the minutes. 10.3 STATING THE QUESTION 10.3.1 When a motion is presented in Council in writing, it shall be read aloud by the Chair. 10.3.2 When a motion is presented in Council orally, it shall be stated by the Chair and recorded by the Clerk before debate can occur. 10.4 MOTION ULTRA VIRUS A motion in respect of a matter which is beyond the jurisdiction of the Council or Committee shall not be in order. 10.5 QUESTION ON THE FLOOR 10.5.1 After a motion is stated by the Chair it shall be deemed to be in the possession of the Council or Committee but the motion may, with the permission of the Council, be withdrawn by the mover and seconder at any time before the Question is put or any amendment(s) made thereto. 10.5.2 A Question on the Floor for decision must duly be considered or otherwise disposed before any other motion can be received, except motions in respect of matters listed in Section 8.13. 10.5.3 A motion to refer a Question On the Floor to Committee of the Whole, a Committee of Council or an Advisory Body shall preclude all amendments of the main question until the motion to refer is duly considered or otherwise disposed. 217 Page 18 of 25 10.6 PREVIOUS QUESTION 10.6.1 A motion for the Previous Question is the motion used to bring the Council to an immediate vote on one or more pending Questions. It has the effect of closing debate and preventing any further amendment of the Question On the Floor. It does not prevent the making of any Privileged Question, nor does it prevent a special order set for a particular hour from interrupting the pending business. 10.6.2 A motion for the Previous Question only can be moved using the following words: "THAT THE QUESTION NOW BE PUT." 10.6.3 A motion for the Previous Question cannot be proposed when an amendment, pursuant to Section 9.7, is under consideration. 10.6.4 A motion for the Previous Question is not allowed in Committees. 10.7 AMENDMENTS 10.7.1 A motion to Amend shall adhere to the following rules: 1. be presented in writing (Primary Amendment) and duly seconded; 2. be relevant or germane to the Question On the Floor, 3. not be used to amend something previously adopted; 4. not be worded such as to propose a direct negative of the Question On the Floor, 5. be duly considered or otherwise disposed of by Council or Committee before a previous amendment of the same question; 6. be amended only once (Secondary Amendment), and any further amendment must be to the main question; 7. be put to a vote in the reverse order to that in which it is so moved; and, 8. may be used to separate and dispose of distinct parts of a question. 10.8 PRIVILEGED MOTION A Privileged Motion shall receive the immediate consideration of the Chair and when resolved the Question On the Floor, so interrupted, shall be resumed at the point where it was suspended. 10.9 DIVISION OF A QUESTION A motion to Divide the Question On the Floor 1. can be applied only when the main Question can be divided properly into parts that can be considered and acted upon if none of the other parts is adopted, and where the effect of adopting all the other parts will be exactly the same - no more, no less - as adoption of the main Question 2. takes precedence over the main Question, or related amendments, but it cannot be made while an amendment to the main Question is pending; 3. is out of order when another member has the floor; 4. must be seconded; 5. is not debatable; and, 218 Page 19 of 25 6. cannot be reconsidered. 10.10 MOTION TO ADJOURN 10.10.1 A motion to Adjourn shall always be in order, except as provided in Section 10.10.2 10.10.2 A motion to Adjourn is not in order when: 1. a member is speaking to the Question On the Floor, 2. a member has already indicated to the Chair that he or she desires to speak to the Question On the Floor, 3. proposed during a vote or during the verification of a vote; or, 4. proposed immediately following the affirmative resolution for the Previous Question. 10.10.3 A motion to Adjourn a regular meeting of Council must be duly seconded. 10.10.4 A motion to Adjourn the final regular meeting of Council's term, wherein unfinished business remains at the time of adjournment, has the effect of causing said unfinished business to fall to the ground. Such business may be introduced at the next session of Council, however, the same as if it had never been brought up. 10.10.5 A motion to Adjourn, when resolved in the negative, cannot be made again until after some intermediate proceedings have been considered and disposed of by Council. 10.10.6 Immediately after a motion to Adjourn has been put to a vote, and resolved in the affirmative, the Chair will declare the meeting adjourned. 10.11 RECONSIDERATION 10.11.1 The purpose of reconsidering a vote is to permit correction of hasty, ill-advised, or erroneous action, or to take into account added information or a changed situation that has developed since the taking of a vote. 10.11.2 No discussion of a main question, once resolved, shall be allowed unless reconsidered. 10.11.3 After any question has been resolved, except a motion not subject to debate or one of indefinite postponement, any member who voted in the majority may, at the same or the next regular meeting, make a motion for Reconsideration thereof. 10.11.4 A motion for Reconsideration shall include a statement by the mover of at least one valid reason why the main Question, so previously decided, must be reconsidered by Council. 10.11.5 No Question previously decided shall be reconsidered more than once. 11. VOTING ON MOTIONS 11.1 Immediately preceding the taking of the vote, the Chair shall state the Question On the Floor in the form introduced, in the precise form in which it will be recorded in the minutes. 219 Page 20 of 25 11.2 After a Question On the Floor is stated by the Chair, no member shall speak to the question nor shall any other motion be made until after the vote is taken and the result has been declared. 11.3 Only members present when the Question On the Floor is stated by the Chair shall be entitled to vote on the question. 11.4 The manner of determining the decision of the Council or Committee on a Question On the Floor shall be decided prior to the vote being taken and at the discretion of the Chair, unless otherwise decided by Council or Committee, and may be by voice, show of hands, rising or otherwise, but shall never be by secret ballot, pursuant to Section 244 of the Act. 11.5 Whenever the vote in consideration of the Question On the Floor results in a tie, the question shall be deemed to have been resolved in the negative. 12. BY-LAWS, DELEGATIONS AND MINUTES 12.1 BY-LAWS 12.1.1 Every By-law, previous to its being adopted by Council, shall receive three readings. First and Second Readings shall be passed at the same Council meeting and the third reading shall be at the next regular Council meeting unless otherwise deemed by Council that the first, second and third readings are to be passed at the same Council meeting. 12.1.2 It shall be the duty of the Clerk to revise all By-laws after the first reading and after such revision, the Clerk shall ensure same and certify on the said By-laws that the same are correct, and at every succeeding stage of such By-law, the Clerk shall be responsible to ensure the By-law correctness, should amendments be made thereto. 12.1.3 Upon the final reading and passing of any By-law, the same shall be numbered and certified by the signatures of the Mayor and the Clerk and the seal of the Corporation and the Clerk shall certify same with the date thereof at the foot of the By-law. 12.1.4 A by-law to confirm the proceedings of Council (hereafter referred to as a “Confirmatory By-law”) shall be brought forward at each Open Session meeting of Council, to adopt, ratify, or confirm each motion, resolution and other action passed and taken by the Council. The Confirmatory By-law shall be brought forward for three readings at each Open Meeting of Council. 12.2 DELEGATIONS AND PRESENTATIONS Persons desiring to present verbally information on matters of fact, or to make a request of Council or Committee, shall notify the Clerk or Committee Secretary by at least four (4) full business days preceding the date of the meeting at which such motion is to be introduced and which they propose to attend, by and may be heard by the Council/Committee. The speaker shall be limited in speaking to a period of not more than ten (10) minutes and a subsequent five (5) minutes for questions from Council, provided that a deputation consisting of more than five persons shall be limited to two speakers; and provided further that Council or Committee may, by motion, lengthen the time for hearing of delegations. Delegations shall be limited to 4 per Council meeting. 220 Page 21 of 25 12.3 MINUTES 12.3.1 The minutes of the Council or Committee shall consist of: 1. a record of the place, date and time of meeting; 2. the name of the Chair, a record of all members present, and the names of those absent; 3. the reading, if requested, correction and adoption of the Minutes of prior meetings; 4. all other proceedings of the meeting without note or comment. 12.3.2 At the close of each meeting or session, the Clerk or Committee Secretary will transcribe the proceedings of such meeting in the minute book and immediately after the Approval of the Agenda at the next meeting of Council or Committee, the minutes of the previous meeting shall be considered so that any errors therein may be corrected. The Clerk or Committee Secretary shall ensure that a copy of the minutes of each meeting is sent electronically to each member of the Council or Committee at least seventy-two (72) hours prior to the next meeting of Council or Committee. 12.3.3 When a matter or Question On the Floor is referred from one meeting to the next, the Clerk or Committee Secretary shall record it as unfinished business and ensure the matter is brought forward as Unfinished Business before the Council or Committee at its next meeting. 13. CLOSED SESSIONS 13.1 A meeting or part of a meeting may be closed to the public if the subject matter being considered is, (a) the security of the property of the municipality or local board; (b) personal matters about an identifiable individual, including municipal or local board employees; (c) a proposed or pending acquisition or disposition of land by the municipality or local board; (d) labour relations or employee negotiations; (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose; (g) a matter in respect of which a council, board, committee or other body may hold a closed meeting under another Act. 2001, c. 25, s. 239 (2). (h) A meeting shall be closed to the public if the subject matter relates to the consideration of a request under the Municipal Freedom of Information and Protection 221 Page 22 of 25 of Privacy Act if the council, board, commission or other body is the head of an institution for the purposes of that Act. 2001, c. 25, s. 239 (3). (i) The meeting is held for the purpose of educating or training the members. At the meeting, no member discusses or otherwise deals with any matter in a way that materially advances the business or decision-making of the council, local board or committee. 2006, c. 32, Sched. A, s. 103 (1). 13.2 Meetings closed to the public must be closed by a motion to "Proceed into Closed Session" with the said motion, duly seconded and passed, stating the general nature of the matter(s) to be considered at the Closed Session. 13.3 Where the public is excluded from a meeting, or portion thereof, no vote may be taken except a vote on a procedural matter or for the giving of directions or instructions to officers, employees or agents of the Town or persons retained by or under contract with the Town. 13.4 The number of times a member may speak to any question shall not be limited during a Closed Session, provided that no member shall speak more than once until every member who desires to do so shall have spoken. 13.5 A member present at a Closed Session shall, prior to consideration of any matter, declare any pecuniary interest, direct or indirect, and the general nature thereof; and said member shall leave the Closed Session, or part thereof, during which the matter is under consideration. Said declaration shall be recorded in the minutes. 13.6 The minutes for a Closed Session shall include the following: 1. The time and place of the meeting; 2. Those members in attendance and the presiding officer; 3. Disclosures of pecuniary interest, if any but not the general nature thereof; 4. Directions given to officers, employees or agents of the Town or persons retained by or under contract with the Town. 13.7 A motion to adjourn a Closed Session shall always be in order and be decided without debate, except when a member is in possession of the floor. 13.8 Upon rising from a Closed Session, the Chair shall announce the result of the vote as it is to be recorded in the minutes. 14. COMPOSITION AND DUTIES OF COMMITTEES AND ADVISORY BODIES 14.1 Council may at any time, on motion of a member duly considered and agreed to in the affirmative, strike a Committee, Ad Hoc Committee or Advisory Body, as the case may be, to consider and report on any matter or to perform any special service within the spheres of jurisdiction of the Town, pursuant to Section 11 of the Act. Unless specifically provided for in the striking resolution, such committee shall dissolve as soon as the services for 222 Page 23 of 25 which that committee was appointed are performed. 14. 2 ELECTION All Committees shall appoint a Chair at its first meeting, No other business of Council shall be conducted until the Chair is confirmed. For the appointment of the Chair, the following regulations and procedures shall be followed: 14.2.1 The Chair shall be elected by open vote during the first meeting of the Committee after the establishment of the committee. 14.2.2 Each member of the committee shall have one vote and shall not abstain from voting. 14.2.3 A member of staff shall preside over the election. 14.2.4 Each nomination motion shall be in writing or verbal, and duly seconded. 14.2.5 Where more than one nominee stands for election, a vote shall be taken. 14.2.6 To be elected as Chair, a nominee shall obtain a vote of the majority of the members present. 14.2.7 If there are more than two nominees who agree to stand and, if upon the first vote, no nominee receives the majority required for election, the name of the nominee receiving the least number of votes shall be dropped from the ballot. The Committee shall proceed to vote anew and so continue until either; i) a nominee receives the majority required for election at which time such nominee shall be declared elected; or ii) if it becomes apparent by reason of an equality for the least number of votes that one nominee cannot be dropped, then staff shall place the names of the candidates with the least votes on equal size pieces of paper in a box and one name shall be drawn by the person chosen in accordance with Section 15.2.3. iii) And further, once the nominee to be dropped has been decided, all the remaining nominees, including the leading candidate(s), will be placed on the next ballot. 14.2.8 In the case of an equality of votes for Chair where only two nominees remain, the successful nominee shall be determined by placing the names of the nominees on equal size pieces of paper in a box and one name shall be drawn by the person chosen in accordance with Section 15.2.3. 14.2.9 When a nominee has received a majority vote of the Committee, there shall be no further ballots. 14.2.10 The successful nominee, upon being named Chair by the staff member, shall take an oath of office prior to taking any further action in this capacity as head of Committee. 14.3 The duties of Committees, Ad Hoc Committees and Advisory Bodies shall be pursuant to the resolution of Council as adopted, giving direction, but shall not include the decision-making authority of Council, pursuant to Section 11 of the Act, or as otherwise explicitly provided for in the striking resolution. 223 Page 24 of 25 14.4 Appointments to Committees, Ad Hoc Committees and Advisory Bodies shall be in accordance with the following procedure: 1. Where non-elected members (lay persons) are required to serve on any Committees, Ad Hoc Committees and Advisory Bodies, Council shall instruct the Clerk to advertise these positions in an appropriate manner, and on the Town Internet site. 2. The advertisement will provide a general statement indicating the number of positions to be filled and the nature of the duties of the successful applicant. 3. The advertisement will include a statement that interested applicants will be required to submit appropriate documentation supporting their application, that the Council is not obligated to consider all applicants, and that an interview(s) may be required with the Council or Committee. 4. If an interview(s) with the applicant(s) is required with the Council or Committee, said interview(s) will take place in a Closed Session of Council or Committee. Following the interview, but not necessarily immediately thereafter, a recommendation to Council will be brought forward in a timely manner to ensure the composition of the Committee, Ad Hoc Committee or Advisory Body, as the case may be, is established by By-law. 5. In order to ensure the business of Council is not unduly delayed, the appointments to Committees, Ad Hoc Committees and Advisory Bodies will be given a high priority. 14.5 A majority of the members of a Committee is necessary to constitute a quorum. 14.6 The provisions of Section 4.6 apply if no quorum is present, with the necessary substitutions. 14.7 The Order of Business of meetings of Committees, Ad Hoc Committees and Advisory Bodies shall be pursuant to Section 7.1 with the necessary substitutions and omissions. 14.8 The Rules of Conduct of the members of Committees, Ad Hoc Committees and Advisory Bodies shall be pursuant to Section 8 and the Code of Conduct by-law. 14.9 The Rules of Debate for Committees, Ad Hoc Committees and Advisory Bodies shall be pursuant to Section 9, with the necessary substitutions, except Sections 9.9 and 9.10 shall not apply to limit the ability of or time allowed for any member to speak to a question or item under discussion. 14.10 Motions and Amendments thereto shall be considered in accordance with Section 10, 14.11 All decisions of the Committees, Ad Hoc Committees and Advisory Bodies shall be in the form of recommendations to Council, except as otherwise explicitly provided by Council resolution striking the committee, and shall be forwarded by the Secretary to the Clerk for inclusion in the Agenda of the next meeting of Council. 224 Page 25 of 25 15.0 AMENDMENT OR REPEAL OF THIS BY-LAW This By-law is not to be amended or repealed except by a majority of all Members of Council present at a regularly scheduled meeting. No amendment or repeal of this By-law is to be considered at any meeting of the Council unless notice of the proposed amendment or repeal was given at a previous regular meeting of the Council and the Council may not waive such notice. 16. LEGAL 16.1 For the purposes of this By-law, words used in the present tense include the future tense; words in singular number include the plural and words in the plural include the singular number; and, the word "shall" is mandatory. 16.2 FORCE AND EFFECT OF THIS BY-LAW The provisions of this by-law shall take full force and effect on the date of passing thereof and shall so remain in effect until either amended or repealed. 16.3 REPEAL OF BY-LAW NO. 3416 That By-law No. 3416(Procedural By-law) is hereby repealed in its entirety. READ A FIRST AND SECOND TIME THIS 13th day of June, 2011. READ A THIRD TIME AND FINALLY PASSED THIS 12th day of September, 2011 ____________________________ Mayor - John Lessif ____________________________ Clerk – Donna Hemeryck 225 Procedural By-Law Comparison Page 1 of 28 Section Draft By-law Current By-law Part 3 Role of Council and Mayor Part 3 Role of Council Concise list – Role of Council, Role of Mayor and Duty of Members. Section 5. & 6 Lengthy taken from Municipal Act Part 4 Inaugural Meeting Part 4 4.2 First Monday of December following election 6:00 pm or set by Clerk in consultation with incoming council but not later than the second Monday of December First Wednesday of December in an Election year at 7:00 pm Meeting Frequency 4.3 Second and Fourth Monday commencing at 6:00 p.m. 4.3.1 After the Inaugural Meeting, the Council shall meet in regular session on the second and fourth Monday of every month, commencing at 4:30 o'clock in the afternoon at which point Council will go in to Closed session, the public portion of the agenda will be conducted at 6:00 o'clock in the evening, unless otherwise provided for by resolution of the Council. Special Council Meetings 4.4 (1) Special Council Meetings may be held from time to time and may be initiated by: (a) the Mayor; (b) a petition or a vote of the majority of the Council Members; or (c) the Clerk, in consultation with the Chief Administrative Officer. Notice as soon as date set and published at least 48 hours before meeting. 4.4 Resolution of council, written direction of Mayor, Mayor may summon meeting with 48 hours notice, and Mayor will do so with request of majority of Council or the clerk in mayors absence 226 Procedural By-Law Comparison Page 2 of 28 Closed Council Meetings 4.5 Council meeting in which the members of the public shall be excluded. To Commence at 4:30 p.m. on regular scheduled meeting date and may be initiated at any time by: (a) the Mayor; (b) petition or vote of the majority of the Members; or (c) the Clerk, in consultation with the Chief Administrative Officer. In accordance with Bill 8 – A closed meeting may be held if the subject matter being considered relates to: (i) an ongoing investigation respecting the municipality, a local board or a municipally-controlled corporation by the Ombudsman appointed under the Ombudsman Act, an Ombudsman referred to in subsection 223.13 (1) of this Act, or the investigator referred to in subsection 239.2 (1). 2014, c. 13, Sched. 9, s. 22. (6) No matter except the matters so identified in the motion authorizing the Closed Council Meeting shall be transacted at that meeting. (7) No decisions shall be made in closed Council Meetings. (8) Council may provide staff direction. 13.2 Meetings closed to the public must be closed by a motion to "Proceed into Closed Session" with the said motion, duly seconded and passed, stating the general nature of the matter(s) to be considered at the Closed Session. 13.3 Where the public is excluded from a meeting, or portion thereof, no vote may be taken except a vote on a procedural matter or for the giving of directions or instructions to officers, employees or agents of the Town or persons retained by or under contract with the Town. Meeting Agendas 4.6 Meeting Agendas The Clerk shall make available to each Member a meeting Regular Council Meetings 4.3.4 The Clerk shall cause the agenda of regular meetings to be published on the Town’s website at least 227 Procedural By-Law Comparison Page 3 of 28 agenda for each Council Meeting. (a) in the case of Regular Council, no less than 4 days before the date appointed for the holding of such meeting; and (b) in the case of Special and Closed Council Meetings, no less than 48 hours before the hour appointed for the holding of such meeting. (2) In preparing a meeting agenda, the Clerk shall consult with the Mayor and the Chief Administrative Officer, and shall reflect the direction of the Mayor and the Chief Administrative Officer in finalizing the meeting agenda. (3) With the approval of the Mayor, the Clerk may provide a meeting agenda for a Special Council Meeting or a Closed Council Meeting at the meeting where time constraints do not allow the meeting agenda to be provided to the Members at least 48 hours before the hour appointed for the holding of such meeting. (4) As soon as possible after a meeting agenda has been provided to Members, with the exception of agendas for Closed Council Meetings, the Clerk shall make the meeting agenda available to the public, and shall: (a) maintain copies of the meeting agenda in the Clerk’s office for use by the public; (b) post the meeting agenda on the Town’s website; and (c) insure that the meeting agenda is available to any of the local news media or members of the public who Forty-eight (48) hours prior to the start of the meeting. To facilitate the timely publishing of the agenda, the deadline for submissions to the Clerk shall be four (4) full business days prior to the meeting. 228 Procedural By-Law Comparison Page 4 of 28 have requested a copy of the same. Meeting Minutes 4.7 Meeting Minutes (1) The Clerk shall prepare and maintain minutes of all Council Meetings, to include: (a) the date, time and place of the Council Meeting; (b) the names of Presiding Officer or Officers and record of attendance of the Members; € the names of the staff members and consultants present at any meeting; (d) the names of members of the public who spoke or presented at a statutory public meeting as required by any Act and the names of members of the public who spoke or appeared as Deputations or in Open Forum, if applicable; € the reading, if requested, correction and adoption of the minutes of prior Council Meetings; and (f) without note or comment, all resolutions, decisions and other proceedings of the Council Meeting, whether the Meeting is closed to the public or not. (2) The Clerk shall maintain a record of all minutes of Council Meetings in the Clerk’s office and upon approval of the same by Council which, with the exception of minutes of Closed Council Meetings, shall be available for public viewing 12.3 Minutes 12.3.1 The minutes of the Council or Committee shall consist of: 1. a record of the place, date and time of meeting; 2. the name of the Chair, a record of all members present, and the names of those absent; 3. the reading, if requested, correction and adoption of the Minutes of prior meetings; 4. all other proceedings of the meeting without note or comment. 12.3.2 At the close of each meeting or session, the Clerk or Committee Secretary will transcribe the proceedings of such meeting in the minute book and immediately after the Approval of the Agenda at the next meeting of Council or Committee, the minutes of the previous meeting shall be considered so that any errors therein may be corrected. The Clerk or Committee Secretary shall ensure that a copy of the minutes of each meeting is sent electronically to each member of the Council or Committee at least seventy-two (72) hours prior to the next meeting of Council or Committee. 12.3.3 When a matter or Question On the Floor is referred from one meeting to the next, the Clerk or Committee Secretary shall record it as unfinished business and ensure the matter is brought forward as Unfinished Business before the Council or Committee at 229 Procedural By-Law Comparison Page 5 of 28 and shall be posted on the Town’s website. its next meeting. General Meeting Procedures Part 5 Except as authorized under any Act, all Council Meetings shall be open to the public. Quorum – 5.2 (1) A majority of the whole number of the Members required to constitute Council is necessary to form a quorum 5.2(2) If no quorum within fifteen (15) minutes meeting is adjourned. Presiding Officer – 5.3(1) Mayor and in his absence Deputy Mayor and in the case of both of their absence, a member of Council, in alphabetical order by surname shall assume the Chair and shall have all the rights, powers and privileges of the Presiding Officer 4.6. NO QUORUM PRESENT Within one-half (1/2) hour after the time appointed for the meeting of the Council, if a quorum is not present, the Clerk shall record the names of the members of Council present and the meeting shall be deemed adjourned until the next regular meeting day, subject to the provisions of Section 4.3.3. 14.5 A majority of the members of a Committee is necessary to constitute a quorum. Order of Business Part 6 1. Call to Order 2. Closed session (if necessary) Motion to go into closed 3. Adoption of Agenda 4. Moment of Silence (if necessary) 5. Disclosure of Pecuniary Interest and the General Nature Thereof 6. Adoption of Minutes of Previous Meeting 7. Presentations 8. Public Meetings 9. Planning Applications 10. Deputations 11. Deputation(s) on Committee Reports Section 7 1. Call to Order 2. Adoption of Agenda 3. Closed Session 4. Moment of Silence/Prayer 5. Disclosures of Pecuniary Interest and the General Nature Thereof 6. Adoption of Council Minutes of Previous Meeting 7. Delegations and Presentations 8.Public Meetings 9. Information Items 10.Reports from Departments 11. Unfinished Business 230 Procedural By-Law Comparison Page 6 of 28 12. Information Items 13. Mayor – County of Oxford Update 14. Staff Reports 15. Consideration of Committee Minutes 16. Motions/Notice of Motions 17. Resolutions/Resolutions Resulting from Closed Session 18. By-laws 19. Items of Public Interest 20. Confirm Proceedings By-law 21. Adjourn (2) Council may, at any point within a Council Meeting, adopt a motion to go into closed session to consider matters in accordance with the provisions of Part 4.5(4) of this By-law. (3) Council shall dispense with the business of Council in the order by which it is presented in the meeting agenda, except Council may, by consent, change the order of business. If no material has been submitted for items 2 and 7 through 17 inclusive as set out in Part 6.1(1) of this By-law then the title shall be removed from the agenda. (4) For Special Council Meetings, the Clerk may dispense with any one or more agenda items 2 and 6 through 17 inclusive as set out in Part 6.1(1) of this By-law. 12.Committee Minutes & Reports 13. Notice of Motions 14. Resolutions 15. Resolution Resulting from Closed Session 16. By-laws 17. Items of public Interest 18. Adjournment Deputations 6.2 Deputations (1) Persons desiring to present information verbally on matters of fact or make a request of Council shall give written notice accompanied by a written brief outlining the subject matter of presentation to the Clerk by no later than 4:30 p.m. on the Tuesday preceding the date 12.2 Delegations and Presentations Persons desiring to present verbally information on matters of fact, or to make a request of Council or Committee, shall notify the Clerk or Committee Secretary by at least four (4) full business days preceding the date of the meeting at which such motion is to be introduced 231 Procedural By-Law Comparison Page 7 of 28 of the next Regular Council Meeting. A Delegation Request Form is available on the Town’s website for submission to the Clerk. (2) Persons wishing to appear as a Deputation and who are not listed on the agenda may appear as a Deputation with support from the majority of the Members present. (3) Persons appearing as a Deputation shall be limited to a maximum of ten (10) minutes speaking time which shall include questions from Council, and where a Deputation consists of more than one person, all persons combined shall be limited to two (2) speakers and a maximum of fifteen (15) minutes speaking time in total, but the Presiding Officer may grant permission to any Deputation to speak for longer than the time allotted with Council consensus. Deputations shall be limited to 4 per Council meeting. (4) Council may refuse to hear Deputations when, in the opinion of the Council, the subject of the presentation is beyond the jurisdiction of the Town of Tillsonburg. No person will be permitted to address Council with respect to labour/management disputes, nor will a brief respecting such disputes be listed on a Council agenda, although a written submission by any person with respect to labour negotiations or labour management disputes may be distributed to the Members for information purposes. (5) Council has the discretion to close a meeting to the public during a Deputation if the subject matter being considered relates to matters listed in Part 4.5(4). (6) During or following a Deputation, Members may ask specific questions relating to the presentation for the and which they propose to attend, by and may be heard by the Council/Committee. The speaker shall be limited in speaking to a period of not more than ten (10) minutes and a subsequent five (5) minutes for questions from Council, provided that a deputation consisting of more than five persons shall be limited to two speakers; and provided further that Council or Committee may, by motion, lengthen the time for hearing of delegations. Delegations shall be limited to 4 per Council meeting. 232 Procedural By-Law Comparison Page 8 of 28 purpose of clarification without statement or comment. (7) Following a Deputation, Council shall adopt a motion: (a) to receive; (b) to refer to another item listed on the meeting agenda; (c) to refer to a Committee, Local Board or Town staff for a report; or (d) to refer to New Business for consideration. Information Items 6.7 Information Items/Correspondence (1) Items of correspondence or other forms of written communication intended to be presented to Council on the meeting agenda, including petitions: (a) shall be legibly written or printed; (b) shall not contain any obscene or improper language; and (c) shall contain the signature of at least one person. (2) To be eligible to appear on a meeting agenda, items of correspondence shall be received by the Clerk no later than 4:30 p.m. on the Tuesday preceding the date of the next Regular Council Meeting. Notwithstanding the foregoing, items of correspondence received after this time may be added to the meeting agenda by addendum where such item of correspondence is germane to a matter of business that is on the Meeting agenda or is of a time-sensitive nature. (3) Upon consideration of any item of correspondence, 233 Procedural By-Law Comparison Page 9 of 28 Council may adopt a motion to: (a) receive the item of correspondence as information; (b) refer the item of correspondence to another item listed on the meeting agenda; (c) refer the item of correspondence to a Committee, Local Board or Town staff for a report; or (d) may consider a substantive motion with respect to the same. (4) The meeting agenda shall include under the Correspondence for Information items, matters that are principally for the information of Council and that do not by necessity require action or response from Council. Council may receive information items by one motion, but prior to consideration of such motion, Members may request that specific items be removed from consideration under such motion and Council shall consider such items individually. (5) Items of correspondence shall be directed to Council and added to an agenda by Town Staff in accordance with the Correspondence Protocol attached as Schedule “B” and forming part of this By-law. Staff Reports 6.8 Staff Reports or Requests for Staff Reports Any Member may request Staff to prepare a report pertaining to any issue. Council by resolution shall direct staff as requested and shall provide direction as to when the report is 234 Procedural By-Law Comparison Page 10 of 28 required to be presented. Committee Minutes 6.9 Consideration of Committee Minutes and Recommendations The Clerk shall ensure that minutes of all Local Boards and Committees are placed on the second Regular Council Meeting agenda of the month or as soon as practicable. Council shall receive the minutes by resolution. All recommendations contained within those minutes requiring Council action will be presented by the Committee Chair under deputations on Committee Reports. Notice of Motions 6.10 Motions/Notice of Motions (1) The Clerk shall ensure that proposed motions, for which Notice of Motion has been given, are included in full in the meeting agenda. (2) Any Member may provide notice of his/her intent to introduce a motion for the consideration of Council at the next Regular Council Meeting by: (a) filing with the Clerk in writing, no later than 4:30 p.m. on the Tuesday preceding the date of a Regular Council Meeting, a proposed resolution that the Member intends to put forward for consideration at the Council Meeting, and such proposed motion shall be included in full on the meeting agenda; or (b) giving notice to Council during Notice of Motions that the Member intends at the next Regular Council Meeting to introduce a motion with respect to a matter 10.1 Notice(s) of Motion 10.1.1 Notice of all new motions, except motions listed in Sections 9.13 and 9.14, shall be given in writing and duly signed at a meeting of Council or Committee, but shall not be debated until the next regular meeting of Council or Committee unless if such motion is delivered to the Clerk or Committee Secretary at least four (4) full business days preceding the date of the meeting at which such motion is to be introduced; and such motion shall be included in full in the Agenda for that meeting of the Council or Committee and each succeeding meeting until the motion is considered or otherwise disposed. 10.1.2 When a member's Notice of Motion has been called from the Chair for two (2) successive meetings and not duly considered or otherwise disposed, it shall be dropped from the Agenda unless the Council or 235 Procedural By-Law Comparison Page 11 of 28 so declared. (3) Any motion may be introduced without providing notice of motion if Council dispenses with notice by a two-thirds vote. Committee otherwise decides. 10.1.3 Any motion may be introduced without notice if the Council, without debate, dispenses with the notice requirements of Section 10.1.1, on the affirmative vote of at least two-thirds of the members present and voting. By-laws 6.11 By-laws (1) Under By-laws, the meeting agenda shall list all proposed by-laws to be placed before Council for consideration. (2) No By-laws except a by-law to confirm the proceedings of council shall be presented to Council unless the subject matter thereof has been previously considered and recommended to Council, unless such by-law is of an administrative nature and/or authorized by the Chief Administrative Officer or designate. (3) All proposed by-laws shall be in typewritten form, numbered, and shall contain no blanks except as may be required to conform to accepted procedure or to comply with the provisions of any Act. (4) The procedure for consideration and enactment of by- laws shall be as follows: (a) every proposed by-law listed on the agenda shall be considered by Council for enactment by one main motion, but any Member may request that a proposed 12.1 By-Laws 12.1.1 Every By-law, previous to its being adopted by Council, shall receive three readings. First and Second Readings shall be passed at the same Council meeting and the third reading shall be at the next regular Council meeting unless otherwise deemed by Council that the first, second and third readings are to be passed at the same Council meeting. 12.1.2 It shall be the duty of the Clerk to revise all By- laws after the first reading and after such revision, the Clerk shall ensure same and certify on the said By-laws that the same are correct, and at every succeeding stage of such By-law, the Clerk shall be responsible to ensure the By-law correctness, should amendments be made thereto. 12.1.3 Upon the final reading and passing of any By-law, the same shall be numbered and certified by the signatures of the Mayor and the Clerk and the seal of the Corporation and the Clerk shall certify same with the date thereof at the foot of the By-law. 236 Procedural By-Law Comparison Page 12 of 28 by-law be considered separately from other by-laws under consideration, and without debate or right of appeal. The Presiding Officer shall remove the proposed by-law from the motion to enable the said by- law to be considered for enactment separately; and (b) following voting on the main motion, Members may discuss any by-law removed from the main motion and Council may entertain motions to amend any provision of any proposed by-law, and where a motion is adopted to amend a by-law that was removed from the main motion, the proposed by- law shall be amended accordingly before being placed before Council for enactment. 12.1.4 A by-law to confirm the proceedings of Council (hereafter referred to as a “Confirmatory By-law”) shall be brought forward at each Open Session meeting of Council, to adopt, ratify, or confirm each motion, resolution and other action passed and taken by the Council. The Confirmatory By-law shall be brought forward for three readings at each Open Meeting of Council. Items of Public Interest 6.12 Items of Public Interest (1) Under Items of Public Interest, Members may verbally introduce information respecting special events, meetings, notices, or declarations that are considered to be of general interest to the community. (2) Any person or organization wishing to have the Mayor or any Member make an announcement respecting a special event, meeting, notice, declaration or proclamation shall forward such request to the office of the Mayor no later than 4:30 p.m. on the Tuesday preceding the date of the next Regular Council Meeting, and such request shall: (a) be legibly written or printed; (b) clearly specify the nature of the requested 237 Procedural By-Law Comparison Page 13 of 28 announcement; and (c) contain the signature of at least one person who is making the request; but the Mayor shall be under no obligation to make any announcement so requested. Confirm Proceedings 6.13 Confirm Proceedings By-Law Council shall adopt a by-law to confirm the proceedings respecting the actions taken by Council with respect to each report, motion, resolution or other action taken by Council at a Council Meeting, and such by-law may be enacted by one motion that is not amendable or debatable. 12.1.4 A by-law to confirm the proceedings of Council (hereafter referred to as a “Confirmatory By-law”) shall be brought forward at each Open Session meeting of Council, to adopt, ratify, or confirm each motion, resolution and other action passed and taken by the Council. The Confirmatory By-law shall be brought forward for three readings at each Open Meeting of Council. Adjourn 6.14 Adjourn Council Meetings shall adjourn no later than the hour of 10:30 p.m. If in session at that time, a two-thirds vote of the Members present shall be required in order for the meeting to continue past the hour of 10:30 p.m. 4.3.2 Meetings commencing at 4:30 p.m. shall have a curfew of 10:30 p.m., however, with a simple majority vote of Council curfew may be extended. Part 7 Order of Procedure for Closed meetings Similar for both, slightly more details for draft by-law 7.2 (2) The opening procedure shall be conducted in open session. 7.2 (3) Prior to going into closed session, Council shall adopt a resolution stating the fact of holding a closed meeting and 13.4 The number of times a member may speak to any question shall not be limited during a Closed Session, provided that no member shall speak more than once until every member who desires to do so shall have spoken. 238 Procedural By-Law Comparison Page 14 of 28 setting out the general nature of the matter or matters to be considered at the closed meeting. 7.4 (2) No matter shall be discussed at a Closed Council Meeting that is not consistent with the motion to go into closed session adopted during the opening procedure. 7.4 (3) If a matter arises in a Closed Meeting that a Member feels is not appropriate to consider in closed session, the Member shall be provided the opportunity to explain his/her reasons and to persuade Council to have the matter discussed in an open Council Meeting. Where, following such endeavour the majority of Council believes the matter is to be considered in closed session, the Member may withdraw from the meeting room during consideration of the matter, and the Clerk shall so note in the minutes. Part 8 Rules of Procedure for Council Meetings Rules of Procedure for Council Meetings 8.1 Duties of the Presiding Officer – similar for both by- laws 8.2 Rules of Decorum – similar Variance (2) No person except Members and Officials shall be allowed to come within the horseshoe during a Council Meeting without permission of the Presiding Officer or Section 5 Duties of the Presiding Officer - lengthy Section 8 Rules of Conduct of Members Variance 8.2 A MEMBER SHALL: (2) have the right to speak first in debate, if he or she is the author of the Question on the Floor or other motion 239 Procedural By-Law Comparison Page 15 of 28 the Council upon reference. (4) No person, other than a Member or an Official, shall, before or during a Council Meeting, place on the desks of Members or otherwise distribute any material whatsoever unless such person is so acting with the approval of the Mayor or the Presiding Officer as applicable. (8) Where any person not being a Member or an Official desires to address Council, other than as a Deputation listed on the meeting agenda, the person shall be permitted to do so only with leave of a majority of the Members present, but such approval shall not be required where a person has a statutory right to be heard by Council or Council is holding a public meeting for the purpose of receiving comments from the public. (10) The Presiding Officer may declare a recess at any point during a Council Meeting with the consensus of Council without the necessity of a motion, to enable any unusual circumstance or condition that has arisen to be addressed. 8.3 Rules of Procedure Respecting Motions Very similar – draft by-law uses less complex wording. Draft by-Law provides a schedule-Motions Chart 8.4 Rules of Procedure Respecting Reconsideration Similar Variance under consideration. 10. Motions and Amendments Detailed – verbiage similar to Roberts Rules of Order for Parliamentary procedures. 10.11 Reconsideration Similar 240 Procedural By-Law Comparison Page 16 of 28 (5) If the motion to reconsider is adopted, the next order of business is the original motion that is to be reconsidered. 8.5 Voting on Motions (1) No vote shall be taken in a Council Meeting by ballot or by any other method of secret voting, unless authorized under the Municipal Act. (2) The Presiding Officer shall be entitled to vote on any question, but is not required to vote unless: (a) a Member has requested a Recorded Vote; or (b) the votes of all other Members present produces an equality of votes. (6) The manner of determining the decision of Council on a motion shall be by show of hands, and the Presiding Officer shall determine the adequacy of the show of hands, and upon being satisfied with the adequacy of the show of hands, the Presiding Officer shall declare the results of the vote by stating that the motion is carried or that the motion is lost, as appropriate. The Presiding Officer may consider a motion to be carried where the Presiding Officer is of the opinion that the motion has the general support and consensus of Council, subject to the right of any Member to request a show of hands, which must be complied with by the Presiding Officer. (8) Where a Member elects not to vote, the action shall be 11. Voting on Motions 11.4 The manner of determining the decision of the Council or Committee on a Question On the Floor shall be decided prior to the vote being taken and at the discretion of the Chair, unless otherwise decided by Council or Committee, and may be by voice, show of hands, rising or otherwise, but shall never be by secret ballot, pursuant to Section 244 of the Act. The following is found under “Rules of Debate in Council” 9.2 If any member present at a meeting of the Council when a question is put to a vote and a recorded vote is taken, does not vote, he or she shall be deemed as voting in the negative except where he or she is prohibited from voting by any Statute of the Province, pursuant to Sec. 246(2) of the Act. 9.3 If a member disagrees with the announcement of the Chair that a question is carried or lost the member may, but only immediately after the declaration of the result by the Chair, object to the Chair's declaration and request a recorded vote to be taken or make a motion for Division of the Assembly. 9.4 When a recorded vote is requested, either before or after the vote but before proceeding with the next item 241 Procedural By-Law Comparison Page 17 of 28 considered to be a negative vote to the motion. (9) If any Member disagrees with the declaration of the Presiding Officer that a motion has been carried or lost, the Member, immediately after the declaration by the Presiding Officer, may appeal the declaration and request that a Recorded Vote be taken, whereupon the Clerk shall poll the Council. (10) When a Member requests a Recorded Vote on a motion, all Members present shall vote when polled by the Clerk by verbally indicating yes or no, and the Clerk shall record the results of the vote in the minutes. The Clerk shall conduct the recording of votes of all Members alphabetically, from the member who requested the recorded vote, with the Mayor/Presiding Officer being polled last. A Member may request a Recorded Vote immediately prior to or subsequent to the taking of a vote on a motion. 8.6 Rules of Debate (6) No Member, without consensus of Council, shall speak to the same motion more than twice, or in reply, for longer than three (3) minutes, excluding staff response time without consent of the Presiding Officer. (9) The Presiding Officer shall appoint another Member to act as Chair: of business, the Clerk shall call the names of each member in alphabetical order starting with the name of the member so requesting, and the Clerk shall record the name and vote of every member on any matter or question. 9. Rules of Debate in Council Includes Recorded Vote as set out above 9.9 No member shall speak to the same question, or in reply, for longer than four (4) minutes, without leave of Council. 242 Procedural By-Law Comparison Page 18 of 28 (a) while temporarily being absent from the meeting; (b) while speaking to or debating a question; or (c) if he/she wishes to put forward a motion. (13) In all proceedings of a Council Meeting, the Presiding Officer shall decide and rule upon all matters pertaining to the Rules, subject to an appeal in which case the matter shall be decided by the Council. (14) When a Member wishes to appeal the ruling of the Presiding Officer, except as prohibited by the Rules, the Member shall introduce the following motion with a view to having same considered by Council: "That the ruling of the Chair be appealed and set aside." 8.7 Point of Order (1) A Member may raise a point of order at any time, including interrupting another Member who has the floor, to bring Council’s attention to: (a) any breach of the Rules; (b) a deviation from the matter under consideration noting that the current discussion is not within the scope of the motion on the table; (c) any other informality or irregularity in the proceedings of Council. (2) When a Member rises on a point of order, the Member shall ask leave of the Presiding Officer to raise the point of order and the Presiding Officer shall grant such leave, 9.14 In all cases not listed in Sections 9.12 and 9.13, during the proceedings of the Council, the matter or motion shall be decided by the Chair who may, if necessary, consult with the Clerk, subject to an appeal to the Council upon a point of order, in accordance with Section 7.1. 243 Procedural By-Law Comparison Page 19 of 28 following which the Member shall state the point of order, and the Presiding Officer shall decide on the point of order and state his/her ruling on the matter. (3) Upon the raising of a point of order, no further discussion on the main issue shall be conducted until the Presiding Officer has decided and stated his/her ruling on the point of order. (4) Upon hearing the point of order, a Member shall only address the Presiding Officer for the purpose of appealing the Presiding Officer’s ruling to Council. (5) If no Member appeals, the ruling of the Presiding Officer shall be final. (6) If a Member appeals the Presiding Officer’s ruling on the point of order to Council, the Member shall have the right to give reasons for the appeal, following which the Presiding Officer shall have the right to reply with reasons, and the Council shall decide the question: “That the decision of the Chair be sustained/overruled.” without further debate, and the decision of Council shall be final. 8.8 Point of Personal Privilege (1) A Member may rise at any time on a point of personal privilege where such Member feels that his/her integrity, or the integrity of the Council, or the integrity of a Committee, or the integrity of anyone present at the meeting has been called into 244 Procedural By-Law Comparison Page 20 of 28 question by another Member or by anyone present at the meeting. (2) When a Member rises on a point of personal privilege, the Member shall ask leave of the Presiding Officer to raise the point of personal privilege and the Presiding Officer shall grant such leave, following which the Member shall state the point of personal privilege, and the Presiding Officer shall decide on the point of personal privilege and state his/her ruling on the matter. (3) Upon the raising of a point of personal privilege, no further discussion on the main issue shall be conducted until the Presiding Officer has decided and stated his/her ruling on the point of personal privilege. (4) Where the Presiding Officer rules that a breach of privilege has taken place, he/she shall demand that the offending Member or individual apologize and failing such apology shall require the Member or individual to vacate the meeting room for the duration of the meeting as provided for in Part 8.9 of this By-law. (5) With the exception of providing an apology, the Member shall only address the Presiding Officer for the purpose of appealing the Presiding Officer’s ruling of a breach of privilege to Council. (6) If no Member appeals, the ruling of the Presiding Officer shall be final. (7) If a Member appeals the Presiding Officer’s ruling on the point of personal privilege to Council, the Member shall 245 Procedural By-Law Comparison Page 21 of 28 have the right to give reasons for the appeal, following which the Presiding Officer shall have the right to reply with reasons, and the Council shall decide the question: “That the decision of the Chair be sustained/overruled.” without further debate, and the decision of Council shall be final. 8.9 Expulsion for Improper Conduct (1) The Presiding Officer, where a warning or ruling has not been heeded, may expel any Member or person from the meeting place for improper conduct at the meeting, which for purposes of this Section shall include: (a) violation of the Rules; (b) interruption of the proceedings of Council; (c) making of disruptive noise or visible gestures; (d) campaigning for any political cause or outcome; or (e) any other activity that impedes the conduct of the meeting. (2) Where the Presiding Officer expels any Member or person from the meeting, such Member or person shall vacate the meeting place forthwith. (3) Where the expulsion applies to a Member, the Member shall only address the Presiding Officer for the purpose of appealing the Presiding Officer’s ruling of expulsion. 246 Procedural By-Law Comparison Page 22 of 28 (4) If no Member appeals, the ruling of the Presiding Officer shall be final. (5) If a Member appeals the Presiding Officer’s ruling on expulsion to Council, the Member shall have the right to give reasons for the appeal, following which the Presiding Officer shall have the right to reply with reasons, and the Council shall decide the question: “That the decision of the Chair be sustained/overruled.” without further debate, and the decision of Council shall be final. 8.10 Suspension of the Rules (1) During a Council meeting, any Member may introduce a motion that Council temporarily suspend the rules established by this By-law in order to introduce a motion with respect to an item that is not listed on the meeting agenda, stating the subject matter for which the suspension of the rules is being sought. (2) A motion to suspend the rules shall require a two-thirds vote of the Members present at the meeting. (3) Upon adoption of a motion to suspend the rules, the Member so making the motion to suspend the rules may introduce a motion respecting the matter for which the suspension of the rules was granted. 247 Procedural By-Law Comparison Page 23 of 28 Part 9 NOTICE 9.2 Notice of Council Meetings (1) Notice of a Regular Council Meeting shall be provided through: (a) notifying Members by email as soon as a meeting date has been set; (b) publishing the time and date of the Meeting in a Newspaper and posting of the time and date of the Meeting on the Town’s website at least fourteen (14) days before the Council Meeting, if possible; and (c) release of a meeting agenda by the Clerk in accordance with Part 4.6. (2) Notice of a Special or Closed Council Meeting shall be provided through: (a) notifying Members by email as soon as a meeting date has been set; (b) publishing the time and date of the Meeting on the Town’s website at least 48 hours before the Council Meeting, if possible; and (c) release of a meeting agenda by the Clerk in accordance with Part 4.6. (3) Notwithstanding any other provision of this By-law to the contrary, a Council Meeting may be held to deal with an emergency with less than the requisite notice, provided the Clerk has endeavoured to notify the Members about the meeting in the most expedient manner, provided that no 4.3.4 The Clerk shall cause the public notice of regular meetings to be published on the Town's Website at the beginning of each calendar year, allowing two weeks prior to the first regular meeting. 4.3.5 The Clerk shall cause the agenda of regular meetings to be published on the Town’s website at least Forty-eight (48) hours prior to the start of the meeting. To facilitate the timely publishing of the agenda, the deadline for submissions to the Clerk shall be four (4) full business days prior to the meeting. 4.4.3 Notice of special meetings shall be given to all members of the Council by electronic correspondence at least forty-eight (48) hours before the hour set for such meeting. The notice shall state the business to be considered at such special meeting. 4.4.4 No business other than that stated in the notice shall be considered at such special meeting, except with the unanimous vote of the members present. 4.4.5 If a matter arises which, in the opinion of the Chief Administrative Officer in consultation with the Mayor, is considered to be of an urgent or time sensitive nature, or which could affect the health or well-being of the residents of the Town, or if a state of emergency is 248 Procedural By-Law Comparison Page 24 of 28 business except business dealing directly with the emergency shall be transacted by Council. (4) Where a meeting agenda will not be released prior to a Council Meeting, or in the instance of a Closed Council Meeting, in lieu of the release of a meeting agenda, the Clerk shall endeavour to provide notice by telephone call, email, and/or written notice to the local news media and those who have requested a copy of meeting agendas. (5) Lack of receipt of a notice of or meeting agenda for a Council Meeting by any person or Member shall not affect the validity of the meeting or any action lawfully taken at the meeting. 9.3 Notice of Proposed Municipal Action (1) Where any Act or regulation requires that notice be given to the public of any proposed municipal action, such notice shall be given: (a) in the manner specified in the Act or regulation, or within any other Town by- law which specifically sets forth the manner in which notice shall be given to the public either for the specific municipal action or generally for municipal actions of that type; or (b) if there is no manner specified in the Act or regulation, or within any other Town by-law which specifically sets forth the manner in which such notice shall be given to the public either for the specific municipal action or generally for municipal actions of that type, to the public through any one or more of the following means: (i) by publication of at least one notice in a newspaper declared, or if so advised by a Provincial Ministry, the notice requirements of this bylaw may be waived and the Clerk shall make his/her best efforts to provide as much notice as is reasonable under the circumstances. 249 Procedural By-Law Comparison Page 25 of 28 minimum seven days before: (1) the meeting at which the proposed municipal action will be considered; or (2) the date on which it is proposed that the municipal action will occur; (ii) by posting a notice on the Town’s website at least seven days before: (1) the meeting at which the proposed municipal action will be considered; or (2) the date on which it is proposed that the municipal action will occur. (2) Where any Act or regulation requires that notice be given to particular individuals or affected persons of any proposed municipal action, such notice shall be given: (a) in the manner specified in the Act or regulation, or within any other Town by- law which specifically sets forth the manner in which notice shall be given to the public either for the specific municipal action or generally for municipal actions of that type; or (b) if there is no other manner specified in the Act or regulation, or within any other Town by-law which specifically sets forth the manner in which notice will be given to such particular individuals or other persons either for the specific municipal action or generally for municipal actions of that type, to the particular individuals or other persons through any one or more of 250 Procedural By-Law Comparison Page 26 of 28 the following means: (i) by mailing a notice by prepaid ordinary mail at least seven days before: (1) the meeting at which the proposed municipal action will be considered; or (2) the date on which it is proposed that the municipal action will occur; (ii) by posting a notice on the lands owned or occupied by the individual or other person entitled to receive notice by affixing it to the door of any building on the lands or by otherwise posting it in a conspicuous manner on the lands, at least seven days before: (1) the meeting at which the proposed municipal action will be considered; or (2) the date on which it is proposed that the municipal action will occur. 9.4 Notice Form (1) Notices given pursuant to this Part need not be in any particular form but shall include: (a) the title or brief description of the proposed municipal action; (b) the date on which it is proposed the municipal action will occur; (c) where the notice pertains to a meeting, the date, time 251 Procedural By-Law Comparison Page 27 of 28 and location of the meeting; and (d) the name and address or contact information of the person who will receive written comments or can provide additional information or answer questions on the matter of the notice, and the deadline for receiving comments if applicable. (2) Notices given pursuant to this Part may deal with specific proposed municipal actions, or may be multiple notices in respect of multiple proposed municipal actions, and may be contained within a single document or as parts of other documents, reports or notices. 9.5 Notice – General (1) A notice given under this Part is sufficient even if there are times during the period when the Town's website is not fully accessible. (2) If the same matter is considered at a subsequent Committee or Council Meeting no additional notice is required, except where the Municipal Act provides otherwise. (3) The notice requirements of this Part are minimum requirements, and the Clerk is authorized to give notice to the public in an extended manner, if in the opinion of the Clerk or under the direction of council, the extended manner is considered and necessary in the circumstances. (4) At least once per year, the Clerk shall cause a notice of Council Meetings to be published in a Newspaper setting out information on how to access the Town's website to locate 252 Procedural By-Law Comparison Page 28 of 28 public notices and Council agendas and minutes. (5) No notice of meeting shall be required under this By- law, where the provision of notice will interfere with the ability of Council to conduct business with respect to a matter permitted for a closed session in accordance with Part 4.5(4). Curfew 6.14 Adjourn Council Meetings shall adjourn no later than the hour of 10:30 p.m. If in session at that time, a two-thirds vote of the Members present shall be required in order for the meeting to continue past the hour of 10:30 p.m. 4.3.2 Meetings commencing at 4:30 p.m. shall have a curfew of 10:30 p.m., however, with a simple majority vote of Council curfew may be extended. 253 Report Title Local Government Week Report No. CL 16-23 Author Tricia Smith, Deputy Clerk Meeting Type Council Meeting Council Date September 12, 2016 Attachments RECOMMENDATION THAT Report CL 16-23, Local Government Week, be received as information. BACKGROUND On October 23, 2015, the Town of Tillsonburg hosted its first event for local grade five students in commemoration of Local Government Week, an event established in partnership between the Province of Ontario, The Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) and the Association of Municipalities of Ontario (AMO) to “celebrate the key role that local municipalities across the province play in helping to define the character, priorities, amenities and physical make-up of communities”. A day-long event had been planned for students at the Tillsonburg Community Centre which included representation from a number of Town and County departments and community partners. Unfortunately due to a Work-to-Rule strike action situation at the time, public school students were unable to attend. However staff created a scaled back event to accommodate students from Monsignor Catholic School, who toured and participated in hands-on activities at four municipal facilities, including Council Chambers, the Customer Service Centre, Community Centre and Annandale National Historic Site. This year we are looking to return to the original event plan, which invites students to a free, day-long program, which will feature (9) educational and interactive activity stations which will focus on the various programs and services provided by the Town of Tillsonburg, County of Oxford and community partners (i.e. Roles & Responsibilities of Council, Tillsonburg Hydro and Energy Conservation, Annandale N.H.S. and local history, Oxford Public Library – Halloween themed activities, Oxford County EMS – Emergency Response, etc.). The event will take place on Tuesday, October 18, 2016 from 8:30 a.m. to 3 p.m. at the Tillsonburg Community Centre. Students will have a chance to enter a ballot for a chance to win a free pizza party for their class for attending. We are anticipating between 150-200 students to attend and invitations and accompanying information packages were sent out to teachers the first week of September. Members of Tillsonburg Town Council and Trustees from the Thames Valley District School Board and London & District Catholic School Board, staff from each of the departments for the Town of Tillsonburg and various servicing departments from Oxford County (i.e. Oxford EMS, Page 1 / 2 CL 16-23 254 Water & Waste Department, Oxford Public Health, etc.), along with that of partnering organizations (i.e. Long Point Conservation Authority, Oxford Public Library, etc.) have been invited to participate in the Local Government Week event. IMPACT ON COMMUNITY STRATEGIC PLAN The event shall provide an opportunity for the Town to meet a public need, as outlined in Section 1 – Excellence of Local Government for proactive and effective communication between residents, Town staff and political leaders and promoting greater collaboration between various agencies and levels of government. FINANCIAL IMPACT/FUNDING SOURCE Funding for the Municipal Day event has been allocated in the 2016 annual operating budget under the Clerk’s office. Page 2 / 2 CAO 255 Report Title Ontario150 Community Capital Program Submission Report No. RCP 16-31 Author Rick Cox, Director of Recreation, Culture & Parks Meeting Type Council Meeting Council Date September 12, 2016 Attachments • RCP 16-30 – Ontario150 Community Capital Program RECOMMENDATION THAT Report RCP 16-31 – Ontario150 Community Capital Program Submission be received for information. EXECUTIVE SUMMARY Council directed staff to apply to the Ontario150 Community Capital Program for funds to renovate the Lions Auditorium kitchen. The deadline for applying is September 14, 2016. This report provides information to Council on the contents of the application. The draft application will be circulated for review at the Council meeting. BACKGROUND The Lions Auditorium kitchen is not functioning well for the uses that it typically gets. Prospective rental clients of the Auditorium may be choosing other facilities as a result of the kitchen’s shortcomings. Suggested improvements from users and staff that have been incorporated into the project application include: • Replacing dishwasher and associated cabinetry & water heating system with a new more efficient and easier to use system. The existing dishwasher will be repurposed into the Lions Den kitchen. • Adding additional electrical circuits and outlets to increase capacity and reduce the number of tripped breakers • Adding rooftop solar hot water pre-heating to reduce energy costs for hot water needs in the kitchen. • Replacing the existing cooking appliances with more efficient and useful fixed equipment including with usable griddle, convection ovens and gas cooktop. • Replacing exhaust hood and fire suppression system with new equipment to meet current standards. • Replacing the walk-in cooler with a new, more efficient unit of similar size in a more convenient location. Page 1 / 2 RCP 16-31 - Ontario150 Community Capital 256 • Renovating entrances and exits to the kitchen and back-room area to make them easier to use and reduce noise transmission into the Auditorium. • Expanding into existing small storage room to increase food preparation area. • Renovating the main entrance to the Auditorium to eliminate barriers and reduce congestion. • Installing an additional barrier free exterior doorway in the North Wall • Rehabilitating the NE exterior area to improve event security and use of space and to reduce maintenance workload. • Removing existing wall cabinetry to improve flow • Enlarging and extending worktable surfaces. • Closing in a permanent bar servery with secure, lockable storage. CONSULTATION/COMMUNICATION Town staff invited suggestions from frequent users of Lions Auditorium kitchen. Staff also toured the Malahide Community Centre kitchen as an example of a modern, well-designed community centre kitchen. A kitchen equipment vendor was contacted to provide suggestions and budget pricing. FINANCIAL IMPACT/FUNDING SOURCE The Ontario150 Community Capital Program will fund up to 50% of an approved project up to a maximum grant of $500,000. Council supported a submission for a project focused on the Auditorium kitchen with a cost of approximately $300,000 including a Town contribution of $150,000. Final costs will not be available until after the work is tendered. If the grant application is successful, the Town portion can be funded from reserves, taxation and/or debt. The source of the funds will be determined during the 2017 budget discussions. COMMUNITY STRATEGIC PLAN (CSP) IMPACT Section 4 Culture and Community 4.1 Promote Tillsonburg as a unique and welcoming community 4.2 Provide a variety of leisure and cultural opportunities to suit all interests 4.3 Improve mobility and promote environmentally sustainable living. Page 2 / 2 CAO 257 Report Title Ontario150 Community Capital Program Report No. RCP 16-30 Author Janelle Costantino, Director of Finance (Acting) Rick Cox, Director of Recreation, Culture & Parks Meeting Type Council Meeting Council Date August 8, 2016 Attachments • Ontario150 Capital funding options • Ontario150 Community Capital Program Guidelines • Ontario Trillium Foundation Investment Strategy RECOMMENDATION THAT Report RCP 16-30 - Ontario150 Community Capital Program be received for information; AND THAT Council authorizes the preparation of an application to the Ontario150 Community Capital Program to secure funds towards Option _______. EXECUTIVE SUMMARY The Province of Ontario has invited submissions to the Ontario105 Community Capital Program and the deadline is September 14, 2016. Staff is seeking Council direction with respect to submitting an application so that a submission can be prepared for approval at the September 12, 2016 Council meeting. BACKGROUND The Ontario150 Community Capital Program is accepting applications for a capital projects to be completed in anticipation of Ontario’s 150th anniversary. The Ontario150 Community Capital Program is a grant program that will strengthen communities by supporting the repair, renovation or retrofitting of existing infrastructure to better address the diverse needs of Ontario communities while fostering economic growth. Supported projects will occur within one year of grant approval and must be completed by March 31, 2018. Successful projects will achieve one or more of the outcomes and results outlined in the Ontario Trillium Foundation’s Investment Strategy (attached) which focuses on six Action Areas: Active People, Connected People, Green People, Inspired People, Promising Young People, and Prosperous People. The Town is eligible for funding up to 50% of the total project costs to a maximum of $500,000. Eligible projects must meet the following criteria taken from the Application Guidelines (attached): All supported projects must achieve a measured impact in their community. The Ontario150 Community Capital Program will provide funding for capital projects that: • Extend the life and maximizing use of existing community facilities • Increase access to community facilities and programs Page 1 / 2 RCP 16-30 - Ontario150 Community Capital 258 • Improve health and safety, accessibility and environmental standards • Improve the capacity of community organizations to support the economic, physical and social well-being of Ontarians throughout the province Eligible projects include repair, renovation or retrofitting of public meeting places and spaces, such as multicultural or immigrant welcome centres, playgrounds, sport facilities, arts centres, theatres and museums, heritage sites, cenotaphs, elderly person centres, youth centres and libraries. The “repair, renovate or retrofit” requirement means that the projects considered for the Canada150 capital grant programs are not eligible for the Ontario150 program. Eligible projects must: • Occur in the province of Ontario • Be open for use to the public • Have an applicant organization that meets eligibility requirements Eligible expenses include: • Development costs associated with construction such as the development of plans, legal fees or permits that are a part of a capital project; these costs are limited to 20% of the total grant • Project-related costs for general contractors, consultants and technical personnel • Project materials • Fixed equipment and technology costs, such as furnaces and boilers Staff has compiled the attached list of potential projects, of which, one is to be selected for the application. CONSULTATION/COMMUNICATION Staff attended a presentation on Ontario150 funding programs presented by the Ontario Trillium Foundation and the Ministry Provincial Advisor. Staff identified a number of potential projects and narrowed the options for consideration to the three included on the attached list. FINANCIAL IMPACT/FUNDING SOURCE If successful, the Town would receive a grant for 50% of the total eligible project costs up to a maximum of $500,000. The Town would be responsible for securing the remainder of the project costs. This amount is not currently budgeted for in the 2016 budget, therefore will need to be included in the 2017 budget. COMMUNITY STRATEGIC PLAN (CSP) IMPACT Section 4 Culture and Community 4.1 Promote Tillsonburg as a unique and welcoming community 4.2 Provide a variety of leisure and cultural opportunities to suit all interests 4.3 Improve mobility and promote environmentally sustainable living. Page 2 / 2 RCP 16-30 - Ontario150 Community Capital 259 = ATTENDANCE Andrew Burns, Mel Getty, Deb Gilvesy, Lisa Gilvesy, Jesse Goossens, Councillor Jim Hayes, Kirby Heckford, Mayor Stephen Molnar, Lindsay Morgan, Randy Thornton, John Veldman Staff Present: David Calder, Cephas Panschow MEMBERS ABSENT/REGRETS Ashton Nembhard, Steve Spanjers, Cedric Tomico 1. Call to Order The meeting was called to order at 7:32 AM. 2. Adoption of Agenda Moved By: D. Gilvesy Seconded By: M. Getty Proposed Resolution # 1 THAT the Agenda as prepared for the Development Committee meeting of July 12, 2016 be adopted. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof – None Declared 4. Adoption of Minutes of Previous Meeting 4.1. Minutes of the Meeting of June 14, 2016 Moved By: R. Thornton Seconded By: L. Morgan Proposed Resolution # 2 THAT the Minutes of the Development Committee Meeting of June 14, 2016 be approved. Carried The Corporation of the Town of Tillsonburg Development Committee July 12, 2016 7:30 AM Board Room, Customer Service Centre 10 Lisgar Ave, Tillsonburg MINUTES 260 Development Committee Meeting Minutes (June 14, 2016) - 2 - 5. Delegations and Presentations 5.1. Building Department Q2 2016 Report Overall construction is above average with strong residential and commercial activity. Industrial sector is seeing some moderate activity with more expected as projects obtain approval. Single family building permits reached 50 units in the first half, which is the highest in recent years. Expect activity to remain strong in the second half of the year. 6. Information Items 6.1. Community Strategic Plan No update. 6.2. Post-Secondary Education Chamber and Town staff met recently and are proposing to move forward with circulating the survey results to respondents and inviting companies interested in working together to a meeting to discuss possible initiatives. Committee agreed with moving forward in this manner. 6.3. Tillsonburg Hydro Inc The shareholder (Town) has re-appointed six board positions and will be reviewing applicants for one vacant position. The General Manager position hiring is in process. Strategic Plan is being developed and there are two survey underway (customer service and strategic plan). The Strategic Plan process will include a review of THI’s bylaw, Master Service Agreement and Memorandum of Understanding and Direction. 6.4. Town Hall Task Force The Task Force has released a Request for Expressions of Interest that has been circulated through notices in the Tillsonburg News and Economic Development contacts including the Real Estate Board, local agencies like the Chamber and BIA and area construction/development contacts. This is a “once in a generation” opportunity and focus has to be on getting it right for the community. Interested parties are asked to contact the Development Commissioner. 7. General Business & Reports - None 7.1. Economic Development Q2 2016 Report Total number of prospecting hours is over target with Q1 shortfall made up. Business development outcalls are below target along with lead files opened and closed. These are expected to reach target by year end as they are in the due diligence process. Corporate visits to Tillsonburg companies are above target along with client/investor visits to Tillsonburg. Business Plan items are on track. Design/build concepts for industrial parks are in process. 261 Development Committee Meeting Minutes (June 14, 2016) - 3 - 7.2. Education & Training Survey Update – See above 7.3. Community Improvement Plan – Review of Funding Scenarios Staff reviewed various rebates that could be expected under the new program based on assessment increases of $1M, $2M and $3M. Committee would like to know how this compares to other municipalities in the area as they would like to be sure that the program is effective. Bring forward at next meeting. Also, confirm timing to be brought forward to Council for approval. 7.4. Update on Corporate Visit (CT) Staff provided update on visit to corporate head office in US. There appears to be an opportunity to see an expanded investment in Tillsonburg facility with a decision being reviewed in Q4 2016. Staff will work to position Tillsonburg well and will make that presentation in person. Committee was appreciative of information received. 8. Committee Minutes & Reports 8.1. Tillsonburg District Chamber of Commerce Reminder of upcoming events including the TDCC Open on Aug 11 and the first ever Tapas night on Sep 16. The Small Business Roundtable was well attended with good input from the business community. 8.2. Downtown Business Improvement Association No update. 8.3. Tillsonburg District Real Estate Board Monthly report has not been released as of today, but will be circulated along with listings when available. 8.4. Physician Recruitment Town CAO and Hospital CEO have agreed to fund a shared position for one day per week to supporting physician recruitment and attendance at networking events. A job description is being developed. 9. Correspondence - None 10. Other Business 10.1. Roundtable • Ontario Flue Cured Tobacco Growers’ Marketing Board office has been relocated to London from Tillsonburg. • AMO municipal conference is scheduled for August and Town will be represented. Focus will be on rebuilding relationship with new minister of Energy. 262 Development Committee Meeting Minutes (June 14, 2016) - 4 - • Concern raised regarding lack of available parking in certain parts of the downtown. Office/ personal service uses are seeing limited opportunity for their customers to find spots or their customers are receiving tickets as they are staying longer than the 2 hours. CAO to look into extending 2 hours to 3 hours or the potential for passes. • Request to circulate more agenda info in advance of meetings. • Since we often discuss downtown issues, Committee would like to have a downtown marketing discussion on an upcoming agenda. 11. Closed Session 12. Next Meeting The next meeting of the Development Committee will be on Tuesday, August 9, 2016. 13. Adjournment Moved By: R. Thornton Seconded By: Proposed Resolution 4 THAT the Development Committee Meeting of July 12, 2016 be adjourned at 9:22 AM. 263 = ATTENDANCE MEMBERS PRESENT: Charles Baldwin, Paul DeCloet, Penny Esseltine, Corey Hill, Robert Marsden, Christine Nagy, Sue Saelens, Marian Smith, Tricia Smith, Maurice Verhoeve, Paul Wareing. Janet Wilkinson MEMBERS ABSENT/REGRETS: Ken Butcher, Penny Esseltine 1. Call to Order The meeting was called to order at 8:59 a.m. 2. Adoption of Agenda Moved By: S. Saelens Seconded By: C. Nagy Proposed Resolution #1_ THAT the Agenda for the Heritage, Beautification & Cemetery Advisory Committee meeting of June 2, 2016, be adopted. Carried. 3. Disclosures of Pecuniary Interest and the General Nature Thereof: None 4. Adoption of Minutes of Previous Meeting 4.1. Minutes of the Meeting of May 5, 2016 Moved By: S. Saelens Seconded By: P. DeCloet Proposed Resolution #2 THAT the Minutes of the Heritage, Beautification & Cemetery Advisory Committee Meeting of May 5, 2016, be approved. Carried 5. Delegations and Presentations 5.1. Heritage Designation Process – T. Smith gave a power point presentation on the important issues related to designation of heritage properties (a copy of this presentation will be forwarded to all members by e-mail) 6. General Business & Reports 6.1. Keep Tillsonburg Beautiful – P. DeCloet – 600 trees were successfully planted by about 10:30 a.m. and a BBQ was appreciated by the participants, many of whom were parents with children. Local donators were: Lions Club and Knights of Columbus – cash; McDonalds Restaurant – a large number of free bakery item and McFlurry coupons; Home Hardware – two bird feeders and a wooden insect habitat; Canadian Tire – free oil change coupon; Tim Hortons – coffee, hot chocolate and Timbits; Tillsonburg Community Centre – season pass to waterpark. It was noted that the local community in this subdivision were very displeased with the tree planting location. It is a large park The Corporation of the Town of Tillsonburg HERITAGE, BEAUTIFICATION & CEMETERY ADVISORY COMMITTEE June 02, 2016 9:00 a.m. Marwood Lounge Community Centre MINUTES 264 but they claimed that children used this section to playing ball. They felt they should have been notified even though the notices were in the paper for a few weeks ahead of the planting. 6.2. Report from Beautification Working Group and Tillsonburg Horticultural Society – C. Nagy reported that the downtown hanging baskets should be installed any day. There will be 8 planters on the corners of Brock and Ridout at Broadway. Four of these are loaned by Garden Gate. Knights of Columbus have given $2,000 for the other four. This year these planters are being loaned as the decision has not been made yet as to which planters will be purchased for permanent use. Plans are to enhance the parkette at Oxford and Broadway with canopy trees and a more appropriate fountain. The plans and costing are in process and will be forwarded to this committee for approval before sending to Council. The Clock Tower property, much of which is currently parking, is another possibility for future enhancement. Moved By: P. DeCloet Seconded By: P. Wareing Proposed Resolution #3 THAT the Beautification Working Group continue to meet during the summer to expedite planning, funding applications deadlines to be met, etc. These actions would be reported back to the Heritage, Beautification and Cemetery Committee. Carried 7. Correspondence 8. Other Business 8.1. Rolph Street School – as a result of T. Smith’s power point presentation, a discussion took place about the importance of preserving Rolph Street School. Moved By: M. Verhoeve Seconded By: S. Saelens Proposed Resolution #3 THAT the Heritage, Beautification and Cemetery Advisory Committee ask Tillsonburg Town Council to consider, with some urgency, the possible purchase of Rolph Street School for future beneficial community uses. Carried 8.2. Trottier Woodlot – open for walking now 8.3. Annandale Field – the tree planting site from last year was reviewed. Estimated 15% mortality rate which is very good. 8.4. There will be a possible tour of a London cemetery planned for the fall. 9. Next Meeting The next meeting of the Heritage, Beautification & Cemetery Advisory Committee will be on September 1, 2016 at 9:0 a.m. in the Marwood Lounge. 10. Adjournment Moved By: P. DeCloet Seconded By: J. Wilkinson Proposed Resolution # THAT the Meeting of Heritage, Beautification & Cemetery Advisory Committee on June 2, 2016 be adjourned at 10:02 a.m. Carried. 265 = ATTENDANCE MEMBERS PRESENT: Charles Baldwin, Paul DeCloet, Penny Esseltine, Corey Hill, Robert Marsden, Christine Nagy, Sue Saelens, Marian Smith, Tricia Smith, Maurice Verhoeve, Paul Wareing. Janet Wilkinson MEMBERS ABSENT/REGRETS: Ken Butcher, Penny Esseltine 1. Call to Order The meeting was called to order at 8:59 a.m. 2. Adoption of Agenda Moved By: S. Saelens Seconded By: C. Nagy Proposed Resolution #1_ THAT the Agenda for the Heritage, Beautification & Cemetery Advisory Committee meeting of June 2, 2016, be adopted. Carried. 3. Disclosures of Pecuniary Interest and the General Nature Thereof: None 4. Adoption of Minutes of Previous Meeting 4.1. Minutes of the Meeting of May 5, 2016 Moved By: S. Saelens Seconded By: P. DeCloet Proposed Resolution #2 THAT the Minutes of the Heritage, Beautification & Cemetery Advisory Committee Meeting of May 5, 2016, be approved. Carried 5. Delegations and Presentations 5.1. Heritage Designation Process – T. Smith gave a power point presentation on the important issues related to designation of heritage properties (a copy of this presentation will be forwarded to all members by e-mail) 6. General Business & Reports 6.1. Keep Tillsonburg Beautiful – P. DeCloet – 600 trees were successfully planted by about 10:30 a.m. and a BBQ was appreciated by the participants, many of whom were parents with children. Local donators were: Lions Club and Knights of Columbus – cash; McDonalds Restaurant – a large number of free bakery item and McFlurry coupons; Home Hardware – two bird feeders and a wooden insect habitat; Canadian Tire – free oil change coupon; Tim Hortons – coffee, hot chocolate and Timbits; Tillsonburg Community Centre – season pass to waterpark. It was noted that the local community in this subdivision were very displeased with the tree planting location. It is a large park The Corporation of the Town of Tillsonburg HERITAGE, BEAUTIFICATION & CEMETERY ADVISORY COMMITTEE June 02, 2016 9:00 a.m. Marwood Lounge Community Centre MINUTES 266 but they claimed that children used this section to playing ball. They felt they should have been notified even though the notices were in the paper for a few weeks ahead of the planting. 6.2. Report from Beautification Working Group and Tillsonburg Horticultural Society – C. Nagy reported that the downtown hanging baskets should be installed any day. There will be 8 planters on the corners of Brock and Ridout at Broadway. Four of these are loaned by Garden Gate. Knights of Columbus have given $2,000 for the other four. This year these planters are being loaned as the decision has not been made yet as to which planters will be purchased for permanent use. Plans are to enhance the parkette at Oxford and Broadway with canopy trees and a more appropriate fountain. The plans and costing are in process and will be forwarded to this committee for approval before sending to Council. The Clock Tower property, much of which is currently parking, is another possibility for future enhancement. Moved By: P. DeCloet Seconded By: P. Wareing Proposed Resolution #3 THAT the Beautification Working Group continue to meet during the summer to expedite planning, funding applications deadlines to be met, etc. These actions would be reported back to the Heritage, Beautification and Cemetery Committee. Carried 7. Correspondence 8. Other Business 8.1. Rolph Street School – as a result of T. Smith’s power point presentation, a discussion took place about the importance of preserving Rolph Street School. Moved By: M. Verhoeve Seconded By: S. Saelens Proposed Resolution #3 THAT the Heritage, Beautification and Cemetery Advisory Committee ask Tillsonburg Town Council to consider, with some urgency, the possible purchase of Rolph Street School for future beneficial community uses. Carried 8.2. Trottier Woodlot – open for walking now 8.3. Annandale Field – the tree planting site from last year was reviewed. Estimated 15% mortality rate which is very good. 8.4. There will be a possible tour of a London cemetery planned for the fall. 9. Next Meeting The next meeting of the Heritage, Beautification & Cemetery Advisory Committee will be on September 1, 2016 at 9:0 a.m. in the Marwood Lounge. 10. Adjournment Moved By: P. DeCloet Seconded By: J. Wilkinson Proposed Resolution # THAT the Meeting of Heritage, Beautification & Cemetery Advisory Committee on June 2, 2016 be adjourned at 10:02 a.m. Carried. 267 = ATTENDANCE Members Present: Mel Getty: Co-Chair, Mike Cerna: Co-Chair, Donna Scanlan, Ken Patterson, Dace Zvanitajs, Scott McKenzie, Jane Ann McLean, Terry Smith, John Glass, Margaret Puhr: Secretary Guest: Mayor Stephen Molnar Staff: Rick Cox MEMBERS ABSENT/REGRETS Trevor Lamb, Shane Curtis, Cedric Tomico, Chris Parker, Scott Vitias, Lance McKenzie, Derek Partlo, Rosemary Dean 1. Call to Order The meeting was called to order at 5:34pm 2. Adoption of Agenda Moved By: Ken Patterson Seconded By: Dace Zvanitajs Resolution #1_ THAT the Agenda as prepared for the Memorial Park Revitalization Committee meeting of August 22, 2016, be adopted. Carried. 3. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 4. Adoption of Minutes of Previous Meeting 4.1. Minutes of the Meeting of July 25, 2016 Moved By: Ken Patterson Seconded By: Margaret Puhr Resolution #2_ The Corporation of the Town of Tillsonburg Memorial Park Revitalization Committee August 22, 2016 5:30pm Marwood Lounge 45 Hardy Ave MINUTES 268 Memorial Park Revitalization Committee Meeting Minutes, August 22, 2016 - 2 - THAT the Minutes of the Memorial Park Revitalization Committee Meeting of July 25, 2016 be approved as amended. Carried. 5. Correspondence 5.1 Letter from Tillsonburg Tri-County Agricultural Society – reviewed 6. General Business & Reports 6.1. Rotary Club: The club representative met with Parks staff to determine that all the memorial trees can remain within the proposed exercise equipment area. Manual labour required for cleaning up of the area will be taken on by the club members. The club is also considering including a Tai Chi/Yoga pad near the exercise equipment if approved by committee. More booklets with options for equipment have been ordered. 6.2. Tillsonburg Fair Board – Representatives absent. 6.3. Ball Association: $75,000.00 is allocated for the ball diamond repositioning and any extras within the budget. 6.4. Kinsmen Club: Members absent. 6.5. Skate Park/Pump Track – On track to cover the $50,000.00 expenses within $75,000.00 budget. Approached businesses and corporation, recently Marwood Metal corporation contributed $5,000.00. The topsoil needs to be excavated and limestone from the horse track moved to save time before sculpting contractor moves in. Estimated 10 days will be needed to build the track with projected start date of September 19, pending Parks & Recreation Advisory Committee and Town Council approval at the September 12 council meeting. Moved by: Mike Cerna Seconded by: John Glass Resolution #3 THAT the Memorial Park Revitalization Committee endorse the presented plan for the pump track and that the resolution be forwarded to the Parks & Recreation Advisory Committee and further that this endorsement is subject to contact with any neighbours or user groups as per Municipal Public Engagement Policy. Carried. 6.6. Identification of main structure footprint and location on the site plan such as band shell, fair board buildings, etc. – presented by Rick Cox Main items of the Memorial Park Revitalization project were discussed and tentatively placed on the site plan, including: 269 Memorial Park Revitalization Committee Meeting Minutes, August 22, 2016 - 3 - - Parking lot extension off Sanders Street - Outdoor ice rink - Entrances - Rotary participark - Fairboard building - Playgrounds - Field house - Basketball pad - Tennis courts extension - Water park - Workshop area/storage - Pavilion - Rowing club building - Boardwalk - Gibson House Moved by: Jane Ann McLean Seconded by: Mike Cerna Resolution #4 THAT the Memorial Park Revitalization Committee endorse the proposed track removal and ball diamond repositioning be forwarded to the Parks & Recreation Advisory Committee and the Town Council. Carried. 7. Round Table 7.1. Proposed outdoor ice rink: The Scott McLean Legacy Fund administrators have decided to fund this as their first project, to be implemented in two stages: Phase 1: concrete pad (60’ x 120’) and piping laid out; Phase 2: refrigeration component added. Suggested that the concrete pad serve as basketball or ball hockey pad during summer months. The Fund is also researching additional funding, with projected cost to be $150,000.00. 7.2. Since the track removal will leave sloping on the South end of the park, the proposed band shell positioning should take this detail into consideration to maximize exposure. 270 Memorial Park Revitalization Committee Meeting Minutes, August 22, 2016 - 4 - 8. Next Meeting The next meeting of the Memorial Park Revitalization Committee will be on Monday September 19, 2016 at 7:30am. 9. Adjournment Moved By: Scott McKenzie Seconded By: Margaret Puhr Resolution #5 THAT the Memorial Park Revitalization Committee Meeting of August 22, 2016 be adjourned at 7:15pm. Carried. 271 = Attendance Present: Chair Ann Loker, Mayor Molnar, Councillor Brian Stephenson, Mary Anne VanGeertruyde, Sam Lamb, Matthew Scholtz Brian O’Rourke for Agenda Item 6.i. Staff: Lana White 1. Call to Order – 4:00pm 2. Adoption of Agenda Moved by: M.VanGeertruyde Seconded by: S.Molnar Resolution THAT the Agenda as prepared for the Special Awards Committee meeting of August 23, 2016, be amended by: - switching Agenda Items 5 and 6(to accommodate comments from B. O’Rourke); and - the addition of ‘Legacy Location’ (part of the Favourite Son/Daughter discussion) ‘Carried’ 3. Disclosure of Pecuniary Interest M.VanGeertruyde declared a Conflict of Interest with respect to a Volunteer Achievement Award nomination being discussed at today’s meeting. 4. Approval of Previous Minutes Resolution The Corporation of the Town of Tillsonburg SPECIAL AWARDS COMMITTEE August 23, 2016 4:00pm Annex Board Room 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES 272 Special Awards Committee Minutes - August 23, 2016 - 2 - Moved by: M.VanGeertrudye Seconded by: B.Stephenson THAT the Special Awards Committee Minutes dated April 6, 2016 be approved. ‘Carried’ 5. Other Business i) Favourite Son/Daughter Award – Review of Nomination Nomination material was provided at the meeting. Resolution Moved by: B.Stephenson Seconded by: M.VanGeetruyde THAT the Special Awards Committee move into Closed Session to discuss personal matters about an identifiable individual, including municipal or local board employees. ‘Carried’ Committee moved back into Open Session at 4:37pm and passed the following resolution. Resolution Moved by: M.Scholtz Seconded by: S.Lamb THAT the Tillsonburg Special Awards Committee recommends to Town Council the awarding of the Town of Tillsonburg Favourite Son/Daughter Award as discussed in Closed Session this date. ‘Carried’ Mayor Molnar noted that he has contact information and will follow-up in advance of the September 12 Council Meeting. It was suggested that the Nominator be invited to attend the Closed Session Council Meeting September 12. Perhaps the Chair would attend as well. If Council supports the nomination, the Nominee will be contacted in a private way before going public. ii) Legacy Location 273 Special Awards Committee Minutes - August 23, 2016 - 3 - Discussion was held regarding potential locations to honour past and future Favourite Sons/Daughters. Possibilities include, the south-end parkette or along the Library walkway. The following resolution was passed. Resolution Moved by: M.VanGeertruyde Seconded by: M.Scholtz THAT the Tillsonburg Special Awards Committee recommends to Town Council that a ‘legacy site’ be made available for Favourite Son/Daughter Award recipients; AND FURTHER THAT consideration be given to this recommendation in the 2017 Budget discussions. ‘Carried’ It was noted that Favourite Son/Daughter Awards, along with criteria, etc., should be on the Town’s website. 6. General Business and Reports i) Volunteer Achievement Awards – Review of Nomination(s) Nominations were reviewed. Moved by B.Stephenson Seconded by M.VanGeertruyde THAT Marilyn Chalk be selected as the recipient of a Volunteer Achievement Award, to be presented at the September 26, 2016 Council Meeting. ‘Carried’ M.Scholtz to attend the Council Meeting to present the award. L.White to contact the recipient and prepare for the presentation. For the next meeting, Committee members were asked to start thinking about what the Committee can improve on, how we can communicate the Volunteer Achievement Award and reach everyone better. 7. Next Meeting - October 5, 2016 at 4:00pm 274 Special Awards Committee Minutes - August 23, 2016 - 4 - 8. Adjournment Moved by: M.VanGeertruyde Seconded by: M.Scholtz Resolution THAT the August 23, 2016 Special Awards Committee meeting be adjourned at 5:12pm. ‘Carried’ 275 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick - 1 - LONG POINT REGION CONSERVATION AUTHORITY BOARD OF DIRECTORS MINUTES - June 1, 2016 (as approved at the Board of Directors meeting held August 3, 2016) Members in attendance: Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Noel Haydt, Tom Southwick and John Scholten Staff in attendance: C. Evanitski, J. Robertson, J. Maxwell, D. Holmes, L. Minshall, B Hodi and D. McLachlan Regrets: David Hayes and Craig Grice The LPRCA Chair called the meeting to order at 6:30 pm Wednesday, June 1, 2016 in the Tillsonburg Administration Office Boardroom. There was a brief discussion regarding Board Member attendance. Staff to follow-up. ADDITIONAL AGENDA ITEMS MOTION A-82/16 moved: R. Geysens seconded: J. Scholten THAT the LPRCA Board of Directors add “Canada 150 Community Infrastructure Application” and “L&B Brown Scholarship Fund” and “Niagara/Hamilton CA Levy Apportionment” and “Parks Capital Update” as items 10 (g), 10 (h), 10 (i) and 10 (j) respectively under New Business. CARRIED DISCLOSURES OF INTEREST None DEPUTATIONS None MINUTES OF PREVIOUS MEETINGS MOTION A-83/16 moved: R. Geysens seconded: J. Scholten THAT the minutes of the LPRCA Board of Directors Regular Meeting held May 4h, 2016 be adopted as circulated. 276 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick - 2 - CARRIED BUSINESS ARISING a) LPRCA Forestry Revenues 2006-2015 Staff to review cost-saving options during the upcoming budget process. MOTION A-84/16 moved: J. Scholten seconded: R. Geysens THAT the LPRCA Board of Directors receives the LPRCA Forest Revenues 2006-2015 as information. CARRIED REVIEW OF COMMITTEE MINUTES None CORRESPONDENCE None DEVELOPMENT APPLICATIONS a) Staff Approved applications Planning staff approved 24 applications over the past month. Address correction noted. MOTION A-85/16 moved: J. Scholten seconded: R. Geysens That the LPRCA Board of Directors receives the Staff Approved Section 28 Regulation Applications report dated June 1st, 2016 as information. CARRIED b) New Applications The Planning Department recommended the approval of five applications. Address correction noted. MOTION A-86/16 moved: L Bartlett seconded: N. Haydt THAT the LPRCA Board of Directors approves the following Development Applications contained within the background section of the report: 277 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick - 3 - A. For Work under Section 28 Regulations, Development, Interference with Wetlands & Alterations to Shorelines and Watercourses Regulations (R.R.O. 1990 Reg. 178/06), LPRCA-45/16 LPRCA-73/16 LPRCA-84/16 LPRCA-88/16 LPRCA-90/16 B. That the designated officers of LPRCA be authorized to complete the approval process for this Development Application, as far as it relates to LPRCA’s mandate and related Regulations. CARRIED NEW BUSINESS a) CALENDAR REVIEW The Women’s Spring Retreat organized by Norfolk County at Waterford North Conservation Area has been cancelled and ALUS Elgin has two wildlife tours scheduled in July. Staff reviewed a number of the upcoming activities/events noting that staff participates, in some way, at a majority of these. There is no Board meeting scheduled for July. MOTION A-87/16 moved: L. Bartlett seconded: D. Beres THAT the LPRCA Board of Directors receives the Calendar of Events Report for June and July as information. CARRIED b) GENERAL MANAGER’S REPORT There were no questions or comments. MOTION A-88/16 moved: L. Bartlett seconded: N. Haydt THAT the LPRCA Board of Directors receives the General Manager’s Report for May 2016 as information. CARRIED 278 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick - 4 - c) CONSERVATION AUTHORITIES ACT REVIEW UPDATE Last month, the GM participated in a working group along with other stakeholders to provide input into updating the Conservation Authorities Act and the role of conservation authorities. The review was attended by Parliamentary Assistant Eleanor McMahon and MNRF Minister Bill Mauro. A number of recommendations were derived from the session and a number of engagement sessions are scheduled in the upcoming weeks. LPRCA staff plan to attend the London session on June 9th. MOTION A-89/16 moved: N. Haydt seconded: L. Bartlett That the Board of Directors receives the Conservation Authorities Act Review Update as information. CARRIED d) LIDAR/SWOOP REPORT Staff reviewed the Light Detection and Ranging (LiDAR) and Southwestern Ontario Orthophotography Project (SWOOP) products noting these products can provide topographic data through the use of specialized software and post-processing. LiDAR and SWOOP data is not floodplain mapping or hazard mapping outright, however, they can form an important piece of information when developing such mapping. Floodplain mapping would provide important information such as flood-proofing standards helping designers to build better flood-proofed facilities and provide fire and EMS important data to help with emergency planning during flooding events. There is currently no LIDAR data available to LPRCA at this time. MOTION A-90/16 moved: J. Scholten seconded: R. Geysens THAT the LPRCA Board of Directors receives the SWOOP & LiDAR Products Report as information. CARRIED e) HALDIMAND MOU In 1998, LPRCA entered into an agreement with the Regional Municipality of Haldimand-Norfolk and its three constituent conservation authorities to coordinate responsibilities with respect to natural heritage and hazard land protection. The agreement has since expired but the work has been continuing as per the original agreement. Staff presented an updated draft agreement prepared for Haldimand County to be signed by all parties in 2016. Staff will continue working on updated 279 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick - 5 - agreements with all LPRCA member municipalities in order to satisfy Municipal Affairs and Housing requirements. MOTION A-91/16 moved: Roger Geysens seconded: J. Scholten THAT the LPRCA Board of Directors directs the General Manager/Secretary-Treasurer to complete an updated Memorandum of Understanding with Haldimand County for Plan Review Services. CARRIED f) WATERSHED CONDITIONS UPDATE Staff reviewed the precipitation levels and temperatures over the course of the winter and spring months. Temperatures throughout the winter months were above average until a cooler April. Lake Erie water levels continue to be above the long-term average and are forecasted to remain that way throughout the summer. Flood messages issued for watercourses and Lake Erie by LPRCA were reviewed. Environment Canada’s long- range outlook was reviewed with temperatures predicted to be normal to above normal and precipitation predicted to be average. MOTION A-92/16 moved: D. Beres seconded: D. Brunton THAT the LPRCA Board of Directors receives staff’s verbal report regarding the Watershed Conditions Update as information. CARRIED g) CANADA 150 COMMUNITY INFRASTRUCTURE APPLICATION Staff would like to apply to the Canada 150 Community Infrastructure Fund for upgrades to be completed at the Backus Village and Education Centre. Priority may be given to projects that will leave a meaningful and lasting legacy; require less than 50% of the total project costs; start quickly; and be completed by Fall 2017 . The deadline for submission is June 24th, 2016 and requires Board endorsement through resolution. MOTION A-93/16 moved: D. Beres seconded: D. Brunton THAT the Long Point Region Conservation Board directs staff to submit an application to the Canada 150 Community Infrastructure Program for a contribution of $100,000 towards a total project of $200,000 for the renovation and repair of heritage and conservation education infrastructure at Backus Heritage Conservation Area. CARRIED h) LEIGHTON & BETTY BROWN SCHOLARSHIP FUND 280 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick - 6 - The Leighton & Betty Brown Scholarship Fund (L&BBSF) was discussed at the last Lee Brown Marsh Management Committee meeting as only one scholarship of $1000 is to be awarded again this year due to the low interest environment. D Brunton suggested that the fund be invested in bank shares and provided a potential investment scenario. The original L&BBSF agreement was signed by the previous GM and Mr. Rowley, (designated by the hunters who donated the funds), specifying that the funds be invested in secure, guaranteed investment products. Staff was directed to further research investment options and contact Mr. Rowley to discuss the possibility of updating the agreement. i) NIAGARA/HAMILTON CA LEVY APPORTIONMENT L. Bartlett reported that mediation talks between Niagara Peninsula Conservation Authority and The City of Hamilton have failed to find a resolution regarding levy apportionment. The dispute will now go to a provincial hearing and Haldimand County is seeking party status. i) PARKS CAPITAL UPDATE Staff reported that the Haldimand Conservation Area hydro upgrade is complete. The Norfolk Conservation Area water system upgrade is 2/3’s complete: the water main has been inspected; and a 5000 gallon water tank and new filtration system has been installed - a pressure test is still required. The Backus Heritage Conservation Area (BHCA) water upgrade is 80% complete; the well head will be refurbished around July 1st. Staff is expecting the proposal from the contractor for the BHCA hydro upgrade tomorrow and is anticipating for the project to begin next week. The only project yet to start is the Waterford North Conservation Area hydro upgrade and staff will be reviewing the requirements for the project within the next few weeks. All projects are currently within the approved budget to date. MOTION A-94/16 moved: T. Southwick seconded: R. Geysens THAT the LPRCA Board of Directors receives staff’s 2016 Capital Projects for Parks Update as Information. CARRIED MOTION A-95/16 moved: D. Brunton seconded: J. Scholten That the LPRCA Board of Directors does now enter into an “In Camera” session to discuss: 281 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick - 7 - litigation or potential litigation, including matters affecting the Conservation Authority CARRIED MOTION A-96/16 moved: D. Beres seconded: D. Brunton That the LPRCA Board of Directors does now adjourn from the “In Camera” session. CARRIED MOTION A-97/16 moved: L. Bartlett seconded: T. Southwick THAT the LPRCA Board of Directors receives the GM’s verbal Property Matter Report re: potential litigation as information; AND agrees that no further action is required at this time. CARRIED The Chair adjourned the meeting at 8:25pm. _____________________________ ________________________________ Michael Columbus Dana McLachlan Chair Administrative Assistant 282 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4035 A By-Law to amend Zoning By-Law Number 3295, as amended. WHEREAS the Municipal Council of the Corporation of the Town of Tillsonburg deems it advisable to amend By-Law Number 3295, as amended. THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1. That Schedule "A" to By-Law Number 3295, as amended, is hereby amended by changing to ‘R1-C’ the zone symbol of the lands so designated ‘R1-C’ on Schedule “A” attached hereto. 2. This By-Law comes into force in accordance with Sections 34(21) and (30) of the Planning Act, R.S.O. 1990, as amended. READ a first and second time this 12th day of September, 2016. READ a third time and finally passed this 12th day of September, 2016. Mayor Clerk 283 L O T 9 3 7 ALLEY20.1120.1151.05 N52°26'00"E 51.05 L O T 9 3 6 R E G I S T E R E D P L A N5 0 0BROADWAYBEAR ST LOT 937, REGISTERED PLAN 500 TOWN OF TILLSONBURG AREA OF ZONE CHANGE TO R1-C NOTE: ALL DIMENSIONS IN METRES THIS IS SCHEDULE "A" MAYOR CLERK TO BY-LAW No. ________________, PASSED THE __________ DAY OF ____________, 2016 SCHEDULE "A" TO BY-LAW No. 4035 © 5 0 5 10 152.5 METRES ÞÞ Þ4035 12th September 284 ZN 7-16-04 TOWN OF TILLSONBURG BY-LAW NUMBER 4035 EXPLANATORY NOTE The purpose of By-Law Number 4035 is to rezone the subject property from ‘Low Density Residential Type 1 Zone (R1)’ to ‘Low Density Residential Type 1 Converted Dwelling Zone (R1-C)’ to permit an additional dwelling unit in the upper floor of the existing dwelling. The subject property is legally described as Lot 937, Plan 500, Town of Tillsonburg. The property is located on northwest corner of Broadway and Bear Street, and is municipally known as 281 Broadway. The Municipal Council, after conducting the public hearing necessary to consider any comments to the proposed zone change application, approved By-Law Number 4035. The public hearing was held on September 12th, 2016. No comments were received from any members of the public. Any person wishing further information relative to Zoning By-Law Number 4035 may contact the undersigned: Ms. Donna Wilson Clerk Town of Tillsonburg 200 Broadway, 2nd Floor Town Centre Mall Tillsonburg, ON N4G 5A7 Telephone: 842-9200 File: ZN 7-16-04 (Steve & Tara Smith) Report No: 2016-163 285 StonyCreekLakeLisga r QUEEN STCONCE S S I O N S T W DURH A M S TROLPH STCONCE S S I O N S T E BIDWELL STBROADWAYPUCALLEYANN STROSS STHALE ST SECO N D S T GOWRIE ST E PARK AVEVENISON ST W VALLEY VIEWLANECOON ALLEYVICTORIA STVENISO N S T E GOWRIE ST W BRIDGE ST W WOLF ST BEAR ST FRANK STBRIDGESTE LISGAR AVEDELEVAN CRESLISGARCRTDENTON AVEKEY MAP LANDS TO WHICH BYLAW ____________ APPLIES © 50 0 50 100 15025 METRES 4035 286 CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4036 A BY-LAW to amend Schedule A of By-Law 3876, to Define the Mandate, Membership, and Meeting Procedures for Committees Established by The Corporation of the Town of Tillsonburg. WHEREAS it is deemed necessary and expedient to amend Schedule A – of By-Law 3876; BE IT THEREFORE ENACTED by the Council of The Corporation of the Town of Tillsonburg as follows: 1. THAT Schedule A of By-Law 3876 Committee Structure be amended as attached hereto; 2. THAT these amendments to By-Law 3876 are hereby declared to be part of that By- Law as if written therein; 3. THAT this By-Law shall come into full force and effect upon passing. READ A FIRST AND SECOND TIME THIS 12th day of September, 2016. READ A THIRD AND FINAL TIME AND PASSED THIS 12th day of September, 2016. ___________________________ MAYOR – Stephen Molnar ______________________________ CLERK – Donna Wilson 287 By-Law 4036 to Schedule “A” to Amend By-Law 3876 Town of Tillsonburg Committees 2014 – 2018 Board/Committees Citizen Appointments Terms of Reference Composition Council Representatives Staff Liaison Accessibility Advisory Committee Mike Cerna Robert Doerr Helen Lamos Margaret McCrimmon Michael Kadey Scot Richardson Peter Staley The mandate of the Accessibility Advisory Committee is to fulfill the duties of a Municipal Accessibility Advisory Committee, as outlined in the Accessibility for Ontarians with Disabilities Act, 2005 and to provide advice to Council on programs, policies and services provided to persons with disabilities and seniors. 7 members 1 Staff 1 Councillor Councillor Stephenson Deputy Clerk Airport Advisory Committee Rick Lee Richard Van Maele Geoffrey Lee Donna Scanlan Euclid Benoit Andre Brisson Henry Atkinson Jeremy Stockmans John Prno Mel Getty Councillor Valerie Durston (South-West Oxford) To advise and assist the Town of Tillsonburg on matters pertaining to the Tillsonburg Regional Airport. The Airport Advisory Committee will provide a forum for receiving input and advice from aviation stakeholder groups and the community with respect to the Airport Master Plan, strategic initiatives and operational improvements. The Committee will also provide a forum for dialogue, communication and education. Councillor Rosehart Development Commissioner Last revised September 12, 2016 288 Town of Tillsonburg Committees 2014 – 2018 Board/Committees Citizen Appointments Terms of Reference Composition Council Representatives Staff Liaison Cultural Advisory Committee Erin Getty Josiane DeCloet Deb Beard Ann Loker Heather Benton Jami Stephenson Terry Fleming Vern Fleming To advise Council on matters, issues and policies pertaining to tourism, cultural events and festivals and to actively encourage partnerships. To develop and obtain Council endorsements of sub-committees when necessary to establish events such as Turtlefest, Airshows, Tillsonburg Christmas Festival, etc. To develop relationships for coordinating events with local service groups, BIA, Chamber of Commerce, Station Arts Centre and sports groups. 6 members 1 Staff 1 Councillor Councillor Stephenson Culture & Heritage Manager Development Committee Lisa Gilvesy Steve Spanjers Randy Thornton John Veldman Andrew Burns Paul DeCloet Ashton Nembhard Kirby Heckford Lindsay Morgan – Real Estate Rep Cedric Tomico - BIA Rep Jesse Goossens – Chamber Rep To advise and assist in the promotion of development within the Town. To develop alliances and partnerships to advance the Town’s strategic plan and to assist in the overall community growth within the Town. 9 members 1 BIA Rep 1 Chamber Rep 1 Real Estate Rep 2 Staff 1 Councillor Councillor Hayes CAO Development Commissioner Last revised September 12, 2016 289 Town of Tillsonburg Committees 2014 – 2018 Board/Committees Citizen Appointments Terms of Reference Composition Council Representatives Staff Liaison Heritage, Beautification and Cemetery Committee Paul DeCloet Sue Saelens Marion Smith Janet Wilkinson Robert Marsden Ken Butcher Charlie Baldwin Paul Wareing Christine Nagy Matthew Fenn Maurice Verhoeve To advise and make recommendations to Council on all matters with respect to architectural and historical significance, beautification of public spaces, including trees, and Tillsonburg cemeteries. To advise Council of new and relevant legislation and funding initiatives; to make recommendations and assist with the development of education programs; and to liaise with the community and other organizations to promote Tillsonburg heritage, beautification and cemeteries. 9 members 1 Staff 1 Councillor Councillor Esseltine Facilities Manager Museum Advisory Committee Dianne MacKeigan Robert Marsden Mary Lou Sergeant Helen Lamos Marianne Sandham Jami Stephenson Aleksandra Webber To research, collect, preserve, exhibit and promote the Tillsonburg Museum. To make recommendations to Council on policies and procedures pertaining to the museum. To work with the Tillsonburg Historical Society regarding trusts for restoration and artifact purchases. 6 members 1 staff 1 Councillor Councillor Rosehart Culture & Heritage Manager Last revised September 12, 2016 290 Town of Tillsonburg Committees 2014 – 2018 Board/Committees Citizen Appointments Terms of Reference Composition Council Representatives Staff Liaison Parks and Recreation Advisory Committee Donna Scanlan Bob McCormick Donald Baxter Dace Zvanitajs Mike Cerna Mel Getty James Payne Susan Labanich Paul DeCloet Brent Hosler Susie Wray Craig Cole To advise Council and make recommendations on the programming and utilization of Parks, Trails, Green Space and Recreational facilities within Tillsonburg. To help implement the Community Parks, Recreation & Cultural Strategic Master Plan. To develop and obtain Council endorsements of sub-committees when necessary to deal with Trails, Tillsonburg Wall of Fame, etc. 12 members 2 staff 1 Councillor Councillor Esseltine Recreation Programs Services Manager Special Awards Committee Ann Loker Mary Anne VanGeertruyde Sam Lamb Matt Scholtz To advise Council and make recommendations on awards for volunteer service within the Town of Tillsonburg. The Volunteer Service Recognition Program shall recognize volunteers on a monthly basis when nominations are received by the Special Awards Committee. The Committee shall organize a Town of Tillsonburg volunteer recognition social event on a yearly basis with budget approval. Councillor Stephenson Town Clerk or Designate Last revised September 12, 2016 291 Town of Tillsonburg Committees 2014 – 2018 Board/Committees Citizen Appointments Terms of Reference Composition Council Representatives Staff Liaison Tillsonburg Non Profit Housing Corporation Robert Hurley Evenly Fritz Ron Gasparetto Joyce Hanson Geraldine Brisebois John Stanbridge Terry Pierce Carolyn Hicks Roderick Van Riesen Councillor Adam n/a Last revised September 12, 2016 292 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4037 BEING A BY-LAW to confirm the proceedings of Council at its meeting held on the 12th day of September, 2016 WHEREAS Section 5 (1) of the Municipal Act, 2001, as amended, provides that the powers of a municipal corporation shall be exercised by its council; AND WHEREAS Section 5 (3) of the Municipal Act, 2001, as amended, provides that municipal powers shall be exercised by by-law; AND WHEREAS it is deemed expedient that the proceedings of the Council of the Town of Tillsonburg at this meeting be confirmed and adopted by by-law; NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF TILLSONBURG ENACTS AS FOLLOWS: 1. All actions of the Council of The Corporation of the Town of Tillsonburg at its meeting held on September 12, 2016, with respect to every report, motion, by-law, or other action passed and taken by the Council, including the exercise of natural person powers, are hereby adopted, ratified and confirmed as if all such proceedings were expressly embodied in this or a separate by-law. 2. The Mayor and the Clerk are authorized and directed to do all the things necessary to give effect to the action of the Council of The Corporation of the Town of Tillsonburg referred to in the preceding section. 3. The Mayor and the Clerk are authorized and directed to execute all documents necessary in that behalf and to affix thereto the seal of The Corporation of the Town of Tillsonburg. 4. This by-law shall come into full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 12th DAY OF SEPTEMBER, 2016. READ A THIRD AND FINAL TIME AND PASSED THIS 12th DAY OF SEPTEMBER, 2016. ________________________________ MAYOR – Stephen Molnar ________________________________ TOWN CLERK – Donna Wilson 293