170424 Council AGDTable of Contents
Agenda 3
Minutes of the Council Meeting of April 10, 2017 and the Special
Council Meeting of April 18, 2017
170410 Minutes 11
170418 Council MIN 26
Petition - Wood Haven Sidewalks
Wood Haven Sidewalk Petition 29
Champion of Diversity Award
Champion of Diversity Award 32
CAO 17-03 Share Physician Recruitment Incentive Support
Model
Shared Physician Recruitment Incentive Support Model 33
Attachments 36
CL 17-10 County Council Composition
CL 17-10 County Council Composition 40
Clerks - CAOs - Report No CAO 2017-04 43
MA Excerpt Changes to Council 49
CL 17-11 Additional Council Representation on County Council
CL 17-11 Tillsonburg Rep County 54
MA Excerpt Changes to Council 58
Section 14 of Bill 68 - proposes changes to section 218
of the Municipal Act 63
CL 17-12 Community Transportation Pilot Grant Program
Agreement
CL 17-12 - Community Pilot Grant 65
Trans Agree 2017 67
Report DCS 17-16 Lease with Chesterman Farm Equipment Inc
Report DCS 17-16 87
Lease 91
FIN17-11 2016 Development Charges Annual Statement
FIN17-11 2016 Development Charges Annual
Statement 99
2016 Reserve Fund Statement 100
OPS 17-11 Results for Tender RFT 2017-003 Newell Road
Reconstruction
OPS 17-11 Results for Tender RFT 2017-003 Newell
Road Reconstruction 101
OPS 17-12 Results for Tender RFT 2017-006 Combination
Snowplow
OPS 17-12 Results for Tender RFT 2017-006
Combination Snowplow 104
OPS 17-13 Results for Tender RFT 2017-007 Utility Tractor
OPS 17-13 Results for Tender RFT 2017-007 Utility
Tractor 106
1
RCP 17-27 – January-March 2017 RCP Departmental Activity
Reports
RCP 17-27 - January-March 2017 RCP Departmental
Activity Reports 108
Jan-Mar 2017 Activity - Rec Programs and Services 109
Jan-Mar 2017 Activity - Culture and Heritage 114
Jan-Mar 2017 Activity - Parks and Facilities 117
By-Law 4103, To Authorize a Land Lease Agreement with
Chesterman Farm Equipment Inc.
By-Law 4103 Chesterman Lease 120
Chesterman Lease 121
By-Law 4101, To Authorize a Community Transportation Pilot
Grant Program Transfer Payment Agreement
By-Law 4101 COMMUNITY TRANSPORTAT GRANT 129
Trans Agree 2017 130
By-Law 4102, To Confirm the Proceedings of the Council
Meeting of April 24, 2017
By-law 4102 Confirming APR 24 150
2
=
1. Call to Order
2. Adoption of Agenda
Proposed Resolution #1
Moved By: Seconded By:
THAT the Agenda as prepared for the Council meeting of Monday, April 24, 2017 , be
adopted.
3. Moment of Silence
4. Disclosures of Pecuniary Interest and the General Nature Thereof
5. Adoption of Council Minutes of Previous Meeting
5.1. Minutes of the April 10, 2017 Council Meeting and the April 18, 2017 Special Council
Meeting
170410 Minutes
170418 Council MIN
Proposed Resolution #2
Moved By: Seconded By:
THAT the Minutes of the Council Meeting dated April 10, 2017 and the Special Council
Meeting dated April 18, 2017 be approved.
6. Delegations and Presentations
6.1. Volunteer Achievement Award - John Fisher
Presented by Councillor Stephenson
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Monday, April 24, 2017
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
AGENDA
3
Council Meeting – Agenda - 2 -
7. Committee Reports & Presentations
8. Public Meetings
9. Planning Applications
10. Information Items
10.1. Petition - Wood Haven Sidewalks
Wood Haven Sidewalk Petition
Proposed Resolution #3
Moved By: Seconded By:
THAT Council receives the petition from the property owners of Wood Haven
Subdivision;
AND THAT the matter be referred to the Director of Operations for review and a
report to Council.
10.2. Champion of Diversity Award
Champion of Diversity Award
11. Mayor
12. Quarterly Reports
13. Reports from Departments
13.1. Chief Administrative Officer
13.1.1. CAO 17-03 Share Physician Recruitment Incentive Support Model
Shared Physician Recruitment Incentive Support Model
Attachments
Proposed Resolution #4
Moved By: Seconded By:
THAT Council receives Report CAO 17-03 Shared Physician Recruitment
Incentive Support Model;
4
Council Meeting – Agenda - 3 -
AND THAT the Town of Tillsonburg supports the Physician Recruitment and
Retention Committee recommended “Shared Physician Recruitment Incentive
Support Model”, as attached to Report CAO 17-03;
AND THAT the Town of Tillsonburg agrees to fund its share of the Physician
Recruitment Incentive Support Model in 2017 from reserves up to a maximum of
$60,000 (2 Physicians);
AND THAT the Physician Recruitment Incentive Support Model associated
funding be part of the 2018 budget.
13.2. Clerk’s Office
13.2.1. CL 17-10 County Council Composition
CL 17-10 County Council Composition
Clerks - CAOs - Report No CAO 2017-04
MA Excerpt Changes to Council
Proposed Resolution #5
Moved By: Seconded By:
THAT Council receives Report CL 17-10 County Council Composition;
AND THAT Tillsonburg Town Council supports Option 4, that the Warden of
Oxford County be elected at large and to expand the County Council seat by
one.
13.2.2. CL 17-11 Additional Council Representation on County Council
CL 17-11 Tillsonburg Rep County
MA Excerpt Changes to Council
Section 14 of Bill 68 - proposes changes to section 218 of the Municipal Act
Proposed Resolution #6
Moved By: Seconded By:
THAT Council receives Report CL 17-11 Additional Council Representation on
County Council;
5
Council Meeting – Agenda - 4 -
AND THAT Tillsonburg Town Council requests support from the lower-tier
municipalities in Oxford County to create one seat per 10,000 electors, or part
thereof, for each municipality within Oxford County.
13.2.3. CL 17-12 Community Transportation Pilot Grant Program Agreement
CL 17-12 - Community Pilot Grant
Trans Agree 2017
Proposed Resolution #7
Moved By: Seconded By:
THAT Council receives Report CL 17-12, Community Transportation Pilot Grant
Program Transfer Payment Agreement;
AND THAT By-Law 4101 to authorize the Mayor and Clerk to sign the
Community Transportation Pilot Grant Program Transfer Payment Agreement
between Her Majesty the Queen in right of the Province of Ontario and the Town
of Tillsonburg be brought forward for Council consideration.
13.3. Development and Communication Services
13.3.1. Report DCS 17-16 Lease with Chesterman Farm Equipment Inc.
Report DCS 17-16
Lease
Proposed Resolution #8
Moved By: Seconded By:
THAT Council receives Report DCS 17-16, Lease with Chesterman Farm
Equipment Inc.;
AND THAT the Mayor and Clerk be authorized to enter into a lease agreement
for the lands described as:
(i) Lot 1641, Plan 500, more particularly described as Part 1, Plan 41R-
8386;
(ii) Part of Lot 10, Concession 4 NTR, and more particularly described as
Part 2, Plan 41R-8386; and
6
Council Meeting – Agenda - 5 -
(iii) Consisting of approximately five acres of land at the Northwest corner of
the property with access along the east and north sides of Parts 1 and 2,
with Chesterman Farm Equipment Inc. for a three year term expiring on
December 31, 2019, subject to the terms and conditions contained within the
lease agreement;
AND THAT a by-law be brought forward in that regard.
13.4. Finance
13.4.1. FIN17-11 2016 Development Charges Annual Statement
FIN17-11 2016 Development Charges Annual Statement
2016 Reserve Fund Statement
Proposed Resolution #9
Moved By: Seconded By:
THAT Report FIN 17-11 2016 Development Charges Annual Statement be
received;
AND THAT the Director of Finance ensure that the annual statement is made
available to the public;
AND THAT the Director of Finance be directed to provide the annual statement
to the Minister of Municipal Affairs on request.
13.5. Fire and Emergency Services
13.6. Operations
13.6.1. OPS 17-11 Results for Tender RFT 2017-003 Newell Road Reconstruction
OPS 17-11 Results for Tender RFT 2017-003 Newell Road Reconstruction
Proposed Resolution #10
Moved By: Seconded By:
THAT Council receives Report OPS 17-11, Results for Tender RFT 2017-003
Newell Road Reconstruction;
7
Council Meeting – Agenda - 6 -
AND THAT Council awards Tender RFT 2017-003 to Euro-Ex Construction of
Woodstock, ON at a cost of $864,450.69 (net HST included), the lowest bid
received satisfying all Tender requirements.
13.6.2. OPS 17-12 Results for Tender RFT 2017-006 Combination Snowplow
OPS 17-12 Results for Tender RFT 2017-006 Combination Snowplow
Proposed Resolution #11
Moved By: Seconded By:
THAT Council receives Report OPS 17-12, Results for Tender RFT 2017-006
Combination Snowplow;
AND THAT Council awards Tender RFT 2017-006 to Carrier Centers of
Woodstock, ON at a cost of $257,910.72 (net HST included), the lowest bid
received satisfying all Tender requirements.
13.6.3. OPS 17-13 Results for Tender RFT 2017-007 Utility Tractor
OPS 17-13 Results for Tender RFT 2017-007 Utility Tractor
Proposed Resolution #12
Moved By: Seconded By:
THAT Council receives Report OPS 17-13, Results for Tender RFT 2017-007
Utility Tractor;
AND THAT Council awards Tender RFT 2017-007 to Premier Equipment Ltd, of
Courtland, ON at a cost of $58,705.34 (net HST included), the lowest bid
received satisfying all Tender requirements.
13.7. Recreation, Culture & Parks Services
14. Unfinished Business
15. Staff Information Reports
15.1. RCP 17-27 – January-March 2017 RCP Departmental Activity Reports
8
Council Meeting – Agenda - 7 -
RCP 17-27 - January-March 2017 RCP Departmental Activity Reports
Jan-Mar 2017 Activity - Rec Programs and Services
Jan-Mar 2017 Activity - Culture and Heritage
Jan-Mar 2017 Activity - Parks and Facilities
Proposed Resolution #13
Moved By: Seconded By:
THAT Council receives Report RCP 17-27 – January-March 2017 RCP
Departmental Activity Reports for information.
16.Committee Minutes & Reports
17.Notice of Motions
17.1. Notice of Motion
Proposed Resolution #14
Moved By: Councillor Hayes Seconded By:
THAT Resolution number 19 from the Council meeting of April 10, 2017,
Moved By: Councillor Adam, Seconded By: Councillor Stephenson
THAT Council receives Report RCP 17-25 – Implementing an Off-Leash
Dog Park in Tillsonburg;
AND THAT Council authorize staff to install an off-leash dog park in
Memorial Park as outlined in the report;
AND THAT Council authorize the use of $36,000 from the Development Charge
Reserve and $4,000 collected from late fees on dog licenses for construction of
the dog park, be reconsidered in order to review the location of the dog park
which was different from the original proposal.
18. Resolutions
9
Council Meeting – Agenda - 8 -
19.Resolutions Resulting from Closed Session
20.By-Laws
By-Laws from the Meeting of Monday, April 24, 2017
Proposed Resolution #15
Moved By:Seconded By:
20.1. THAT By-Law 4101, To Authorize a Community Transportation Pilot Grant
Program Transfer Payment Agreement, Agreement;
AND THAT B y-Law 4103, To Authorize a Land Lease Agreement with
Chesterman Farm Equipment Inc., Agreement;
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 #16
Moved By: Seconded By:
20.2 THAT By-Law 4102, To confirm the proceedings of Council at its meeting held on
the 24th day of April, 2017, 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.
21.Items of Public Interest
22. Adjournment
Proposed Resolution #17
Moved By:Seconded By:
THAT the Council Meeting of Monday, April 24, 2017 be adjourned at _____ p.m.
10
=
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
Dave Rushton, Director of Finance/Treasurer Kevin DeLeebeeck, Director of Operations
Rick Cox, Director of Recreation, Culture & Parks
Jeff Smith, Fire Chief Lana White, Corporate Executive Assistant
Regrets: Tricia Smith, Deputy Clerk
1. Call to Order
The meeting was called to order at 6:00pm.
2. Closed Session
Resolution #1
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council move into Closed Session to consider:
1. a proposed or pending acquisition or disposition of land by the municipality or local board
(Airport Lands); and
2. advice that is subject to solicitor-client privilege, including communications necessary for that
purpose (Agricultural Lands).
Carried
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Monday, April 10, 2017
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
MINUTES
11
Council Meeting – Agenda - 2 -
3. Adoption of Agenda
Resolution #2
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT the Agenda as prepared for the Council meeting of Monday, April 10, 2017, 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 March 27, 2017
170327 Council MIN
Resolution #3
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT the Minutes of the Council Meeting of March 27, 2017 be approved.
Carried
7. Delegations and Presentations
7.1. Oxford OPP (Tillsonburg) 2016 Year End Review
Presented By: Inspector Tony Hymers, Oxford County OPP
Presentation - OPP
Chair of the Tillsonburg Police Services Board, Larry Scanlan, introduced Inspector Hymers.
Inspector Hymers presented the attached.
Chair Scanlan announced that agreement has been reached with Haldimand-Norfolk Crime
Stoppers, with a hard target date of January 1, 2018. As of March 31, 2017 the phone lines
have been transferred and Tillsonburg calls go to Oxford County Crime Stoppers.
12
Council Meeting – Agenda - 3 -
Resolution #4
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receive the presentation regarding the Oxford OPP (Tillsonburg) 2016 Year
End Review, as information.
Carried
7.2. Urban Backyard Chickens
Presented By: A.Sabo
Delegation Request - Urban Backyard Chickens
Representing the Sabo Family, A.Sabo presented the attached.
Resolution #5
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council receive the presentation regarding Urban Backyard Chickens, as information.
Carried
7.3. Canada 150 Sculpture
Presented By: Aleksandra Webber and Alex Treszl, Marwood Metal Fabrication
Marwood Delegation
Aleksandra Webber and Alex Treszl, CAD Technician, presented the proposed sculpture, a
granite pillar, holding a stainless steel sundial.
A request has been forwarded to the Government of Ontario to use the Canada 150 logo.
They would like to use the Marwood logo on one side and the Town of Tillsonburg logo on
the other side. Other sponsors or inscriptions could be added on the granite pillar as well.
Resolution #6
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council approve the presentation regarding the Canada 150 Sculpture;
AND THAT the Sculpture be located within Celebration Plaza.
Carried
13
Council Meeting – Agenda - 4 -
8. Committee Reports & Presentations
8.1. Canada 150 Committee Budget Report
Presented By: Jami Stephenson
Canada 150 Committee Budget
The Committee hopes to involve as many people from this community as possible with the
Canada 150 celebrations.
Resolution #7
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT Council receives Canada 150 Committee Budget Report;
AND THAT Council approve the Canada 150 budget as presented as follows:
Canada Day $11,100.00, Harvestfest $6,400.00, Poster Contest $1,000.00, Canada
150 Pin Order $1,500.00 for a total of $20,000.00;
AND THAT the balance of $5,000.00 is held in reserve for additional Canada 150 events.
Carried
8.2. SAC 17-01 Ontario Senior of the Year Award
SAC 17-01
SAC_2017 Senior of the Year Award
Tillsonburg Senior Centre_2017 Senior of the Year Award
Resolution #8
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT the recommendation of the Tillsonburg Special Awards Committee and Tillsonburg
Senior Centre regarding a nomination for the Ontario Senior of the Year Award be received;
AND THAT the Clerk be directed to submit the formal nomination of Rachel Parker, for the
Ontario Senior of the Year Award, to the Minister of Seniors Affairs, prior to the April 30,
2017 deadline.
Carried
14
Council Meeting – Agenda - 5 -
8.3. Fire Strategic Master Plan Update
Presented By: Shane Curtis, Chair, Fire Strategic Master Plan Committee
Fire Strat Plan Council Presentation
Chair Curtis recognized the members of the Fire Strategic Master Plan Committee.
He noted a Needs Assessment and a Risk Assessment enables the Committee to identify
how to provide the best possible service to the town.
Resolution #9
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT the presentation on the Fire Strategic Master Plan be received;
AND THAT the information presented be referred to item 14.5.1 FRS 17-02 for
consideration.
Carried
Mayor Molnar left the meeting at 7:18pm.
Deputy Mayor Beres assumed the Chair for the remainder of the meeting.
9. Public Meetings
10. Planning Applications
11. Information Items
12. Mayor
13. Quarterly Reports
14. Reports from Departments
14.1. Chief Administrative Officer
14.2. Clerk’s Office
14.2.1. CL 17-09, To Authorize the Voting Method for the 2018 Municipal Election
15
Council Meeting – Agenda - 6 -
CL 17-09 Authorize Voting method
By-law 4091voting method 2018 election
Deferred from March 27, 2017 Council Meeting.
Resolution #10
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives Report CL 17-09 To Authorize the Voting Method for the
2018 Municipal Election;
AND THAT By-Law 4091 to authorize the use of the Internet and Telephone Voting
method for the 2018 Municipal Election, be brought forward for Council consideration.
Carried
14.2.2. CL 17-08 Internet/telephone Voting Vendor
CL 17-08 Internet & Telephone Voting Vendor
Resolution #11
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives Report CL 17-08 Internet/telephone Voting Vendor;
AND THAT Council endorse InteliVote Systems Inc. for the provision of electronic
voting services for the 2018 Municipal Election.
Carried
14.3. Development and Communication Services
14.3.1. DSC 17-13 - RFQ for Animal Control Services
DSC 17-13 - RFQ for Animal Control Services
Hillside Kennels Animal Control Agreement
By-Law 4096 Animal Control Hill Side
Geno Vanhaelewyn, CBO, was present to answer Council’s questions.
16
Council Meeting – Agenda - 7 -
Resolution #12
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives Report DSC 17-13 - RFQ for Animal Control Services as
information;
AND THAT Council award Hillside Kennels Animal Control Ltd. the contract for the
provision of animal control services in the Town of Tillsonburg;
AND THAT By-Law 4096 be brought forward in that regard for council consideration.
Carried
14.3.2. DCS 17-11 - Property Standards By-Law Amendment – Heating
DCS 17-11 - Property Standards By-Law Amendment - Heating
By-Law 4098 amend 3638 Property Standards
Geno Vanhaelewyn, CBO, was present to answer Council’s questions.
Resolution #13
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receive Report DCS 17-11 - Property Standards By-Law Amendment
– Heating as information;
AND THAT Property Standards By-Law 3638 be amended to clarify the requirement
for heat in the Town of Tillsonburg;
AND THAT By-Law 4098 be brought forward in that regard for council consideration.
Carried
14.3.3. DCS 17-12 - Discharge of Firearms By-Law
DCS 17-12 - Discharge of Firearms By-Law
By-Law 2296
Proposed Discharge of Firearms By-Law 4097
Geno Vanhaelewyn, CBO, was present to answer Council’s questions.
17
Council Meeting – Agenda - 8 -
Resolution #14
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receive Report DCS 17-12 Discharge of Firearms By-Law as
information;
AND THAT Discharge of Firearms By-Law 4097 to regulate the discharge of firearms
and bows in the Town of Tillsonburg be brought forward for Council consideration.
Carried
14.3.4. DCS 17-10 Lease of Town’s Industrial Lands for Agricultural Purposes
Report DCS 17-10
Lease Agreement
Deferred from March 27, 2017 Council Meeting.
Cephas Panschow, Development Commissioner, was present to answer questions.
It was noted that there is no agreement in place with CN over the access lands to the
lands being leased on the east side of Highway 19. Staff continue to work on
obtaining consent from CN for that use.
Moved By: Councillor Adam Seconded By: Councillor Esseltine
THAT Motion #15 currently on the floor be amended to remove Section ii from the
motion.
Councillor Adam called for a recorded vote.
18
Council Meeting – Agenda - 9 -
Recorded Vote:
NAME VOTE IN FAVOUR VOTE AGAINST
Councillor Adam x
Deputy Mayor Beres x
Councillor Esseltine x
Councillor Hayes x
Councillor Rosehart x
Councillor Stephenson x
The recorded vote reflects the vote is 2 in favour of the Motion and 4 against the Motion.
The motion is “defeated.”
Resolution #15
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receive Report DCS 17-10 Lease of Town’s Industrial Lands for
Agricultural Purposes;
AND THAT the Mayor and Clerk be authorized to enter into a lease agreement with
John Vieraitis for the lands described as:
(i) Lands located on the south side of Hwy 3, legally described as part of Lots 1
and 2, Concession 5, North of Talbot Road, and more particularly described
as, Parts 1, 2, 3, 4, 13 and part of Part 12 and 15, RP 41R-8336, consisting of
approximately 37 acres of arable land;
(ii) Lands located on the east side of Highway 19 (Vienna Road), legally
described as Lot 1613, Lot 1638B, Plan 500; part of Lots 8 and 9, Concession
4, North of Talbot Road, consisting of approximately 17 acres of farmable
land, and including:
a. Unnamed Road adjacent to Lots 1612, 1613 and 1614; and,
(iii) Lands located on the west side of Rokeby Sideroad, legally described as Lot
1641, Plan 500, MID Con 4 North of Talbot Road, Pt Lot 10, being part of
Parts 1 & 2, Plan 41R-8386 (Oxford Registration #)/37R-10038, consisting of
approximately 27 acres of arable land;
19
Council Meeting – Agenda - 10 -
for a three year term expiring on December 31, 2019 subject to the terms and
conditions contained within the lease agreement;
AND THAT a by-law be brought forward in this regard.
Councillor Hayes called for a recorded vote.
Recorded Vote:
NAME VOTE IN FAVOUR VOTE AGAINST
Councillor Hayes x
Councillor Rosehart x
Councillor Stephenson x
Councillor Adam x
Deputy Mayor Beres x
Councillor Esseltine x
The recorded vote reflects the vote is 4 in favour of the Motion and 2 against the Motion.
Motion carried.
14.4. Finance
14.4.1. FIN17-10 2016 Remuneration and Expenses
FIN17-10 2016 Remuneration and Expenses
2016 Remuneration and Expenses
Resolution #16
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT FIN17-10 2016 Remuneration and Expenses be received as information.
Carried
14.5. Fire and Emergency Services
14.5.1. FRS 17-02 Revised Schedule “A” to By-law 3190
FRS 17-02 Fire Strat Plan Revised Sched A
SCHEDULE A REVISED FEB 2017
20
Council Meeting – Agenda - 11 -
Resolution #17
Moved By: Councillor Esseltine Seconded By: Councillor Adam
THAT Report FRS 17-02 Revised Schedule “A” to By-law 3190 be received for
information;
AND THAT Schedule “A” to By-law 3190 be revised as per the recommendations of
the Fire Strategic Planning Committee.
Carried
14.6. Operations
14.6.1. OPS 17-10 Connecting Link Program Funding Results
OPS 17-10 Connecting Link Program Funding Results
OPS 17-10 Attachment 1 - MTO Connecting Link Correspondence Letter
Resolution #18
Moved By: Councillor Esseltine Seconded By: Councillor Adam
THAT Council receive Report OPS 17-10, 2017-18 Connecting Link Funding
Program Results;
AND THAT the $92,900 remain in Reserves for the purpose of rehabilitating
Broadway from the Town limits to North St. to fund the Towns portion of the project
under a potential future Connecting Link opportunity;
AND THAT the Mayor provide correspondence to the Minister of Transportation
expressing disappointment.
Carried
14.7. Recreation, Culture & Park Services
14.7.1. RCP 17-25 – Implementing an Off-Leash Dog Park in Tillsonburg
RCP 17-25 - Implementing an Off-Leash Dog Park in Tillsonburg
Location diagram
RCP 17-08 - Budget Issue Paper: Dog Park Project Update
21
Council Meeting – Agenda - 12 -
Resolution #19
Moved By: Councillor Adam Seconded By: Councillor Stephenson
THAT Council receives Report RCP 17-25 – Implementing an Off-Leash Dog Park in
Tillsonburg;
AND THAT Council authorize staff to install an off-leash dog park in Memorial Park
as outlined in the report;
AND THAT Council authorize the use of $36,000 from the Development Charge
Reserve and $4,000 collected from late fees on dog licenses for construction of the
dog park.
Carried
14.7.2. RCP 17-15 – 2017 Ball Tournament Update
RCP 17-15 - 2017 Ball Tournament Update
Diamond 1 Parking Improvement Diagram
2017 Tournament Schedule
Resolution #20
Moved By: Councillor Adam Seconded By: Councillor Stephenson
THAT Report RCP 17-15 – 2017 Ball Tournament Update be received;
AND THAT Council authorize staff to implement a new option for administering Ball
Tournament Registrations to generate funds for capital Improvements for Ball
Diamonds.
Carried
14.7.3 Report – RCP 17-26 – Celebration Plaza RFP Process Update
Addendum to original April 10, 2017 Agenda.
Resolution #20a
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives Report RCP 17-26 – Celebration Plaza RFP Process Update;
22
Council Meeting – Agenda - 13 -
AND THAT a Special Council Meeting be called for Tuesday, April 18, 2017 at
5:00pm in order to review and award the RFP.
Carried
15. Unfinished Business
16. Staff Information Reports
16.1. RCP 17-24 – Lions Auditorium Kitchen Reno Project Outline
RCP 17-24 - Lions Auditorium Kitchen Reno Project Outline
Resolution #21
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives Report RCP 17-24 – Lions Auditorium Kitchen Reno Project
Outline for information;
AND THAT Staff report back to Council on the kitchen renovation project with a draft
RFP when information is available.
Carried
17. Committee Minutes & Reports
17.1. Committee Minutes
03_March 21, 2017 - PRC Minutes
03-March 14 2017-Fire Committee Minutes
170320 Memorial Park Revitalization Committee MIN
Minutes-Development_Committee(Feb14,17)
Museum minutes
Special Awards_2017-03-07_Minutes
Special Awards_2017-04-04_Minutes
HBC MIN 2017 Mar 09
Memorial Park Committee Minutes 2017-04-03
Airport MIN March 23 2017
Town Hall_2017-03-15_Minutes
23
Council Meeting – Agenda - 14 -
Resolution #22
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receive the Minutes of the Parks & Recreation Advisory Committee
dated March 21, 2017, the Fire Strategic Planning Committee dated March 14, 2017,
the Memorial Park Revitalization Committee dated March 20, 2017, the Development
Committee dated February 14, 2017, the Museum Advisory Committee dated March
23, 2017, the Special Awards Committee dated March 7, 2017 and April 4, 2017, the
Heritage, Beautification and Cemetery Advisory Committee dated March 9, 2017, the
Memorial Park Committee dated April 3, 2017, the Airport Advisory Committee dated
March 23, 2017, and the Town Hall Project Committee dated March 15, 2017 as
information.
Carried
18. Notice of Motions
19. Resolutions
20. Resolutions Resulting from Closed Session
21. By-Laws
21.1 By-Laws for the Meeting of Monday, April 10, 2017
Resolution #23
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT By-Law 4094, To Authorize a Land Lease with Vieraitis; and
By-Law 4097, To Regulate the Discharge of Firearms and Bows in the Town of Tillsonburg;
and
By-Law 4096 , To Authorize an Agreement for Animal Control Services with Hillside Kennels
Animal Control Ltd.; and
By-Law 4098 , to amend By-law 3638, for Prescribing Standards for the
Maintenance and Occupancy of Property within the Town of Tillsonburg; and
By-Law 4091, To Authorize the use of Internet and Telephone Voting Method for the 2018
Municipal Election, be read for a first, second, third and final reading and that the Mayor and
24
Council Meeting – Agenda - 15 -
the Clerk be and are hereby authorized to sign the same, and place the corporate seal
thereunto.
Carried
Resolution #24
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT By-Law 4099 , to confirm the proceedings of Council at its meeting held on the10th
day of April, 2017, be read for a first, second, 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
22. Items of Public Interest
Reminder about the Transfer Station Public Information Centre – April 12, 2017, 6:00 – 7:00pm
in the Tillsonburg Community Centre, Lions Auditorium.
23. Adjournment
Resolution #25
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT the Council Meeting of Monday, April 10, 2017 be adjourned at 8:49pm.
Carried
25
=
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
Dave Rushton, Director of Finance/Treasurer
Rick Cox, Director of Recreation, Culture & Parks
1. Call to Order
The meeting was called to order at 5:05 p.m.
2. Adoption of Agenda
Resolution #1
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT the Agenda as prepared for the Council meeting of Tuesday, April 18, 2017, be
adopted.
Carried
3. Moment of Silence
4. Disclosures of Pecuniary Interest and the General Nature Thereof
No disclosures of pecuniary interest were declared.
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Tuesday, April 18, 2017
5:00 PM
Council Chambers
200 Broadway, 2nd Floor
MINUTES
26
Council Meeting – Agenda - 2 -
5. Reports from Departments
5.1 Recreation, Culture & Park Services
5.1.1. RCP 17-28 – Awarding RFP2017-003 Celebration Plaza
RCP 17-28 - Awarding RFP2017-003 Celebration Plaza
Supplementary information and drawings were provided to Council for review.
The current proposal is that the gateway will be deferred until budget funds are
identified as available.
The band shell structure is currently proposed to be proceeded with at this Time.
Staff to provide timelines for the revised project scope.
Resolution # 2
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Report RCP 17-28 – Supplementary is received as information.
Carried
The scope of the project was discussed.
Council requested additional information as follows:
- removing aspects of the project to reduce costs such as fencing, concrete pad in
front of band shell, etc.
- providing hydro to the band shell to ensure it is functional for the intended use of
the space.
- provide information on the acoustic performance of the band shell.
- provide alternative options for the scope of the project with the band shell, without
the band shell with the gateway and without the gateway.
- additional funding options such as obtaining more development charge funds.
- Staff to confirm the results of the tender with the Kinsmen.
It was noted that other band shell design costs and costs for hydro will not be able to
be provided by the next council meeting.
MOTION
Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine
THAT resolution #3 be deferred until the Council meeting of April 24, 2017.
Carried
27
Council Meeting – Agenda - 3 -
Resolution # 3
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Report RCP 17-28 – Awarding RFP2017-003 Celebration Plaza is received;
AND THAT Council awards RFP2017-003 Celebration Plaza to Euro Landscape
Construction & Grounds Inc. at a cost of $235,000.00 including applicable taxes.
Deferred
6. By-Laws
By-Laws from the Meeting of Tuesday, April 18, 2017
6.1. By-Law 4100, To Confirm the Proceedings of the Council Meeting of April 18, 2017
By-law 4100 Confirming APR 18
Resolution # 4
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT By-Law 4100, To confirm the proceedings of Council at its meeting held on the
18th day of April, 2017, 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
7. Items of Public Interest
8. Adjournment
Resolution # 5
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT the Council Meeting of Tuesday, April 18, 2017 be adjourned at 7:10 p.m.
Carried
28
29
30
31
32
Report Title Shared Physician Recruitment Incentive
Support Model
Report No. CAO 17-03
Author David Calder on behalf of the Physician Recruitment and Retention Committee
Meeting Type Council Meeting
Council Date April 24, 2017
Attachments
• SHARE PHYSICIAN RECRUITMENT
INCENTIVE SUPPORT MODEL
• TILLSONBURG RECRUITMENT AGREEMENT
• TILLSONBURG RECRUITMENT AND RETENTION COMMITTEE FAMILY
PRACTITIONER RECRUITMENT
RECOMMENDATION
THAT Council receive report CAO 17-03 Shared Physician Recruitment Incentive Support
Model;
AND THAT the Town of Tillsonburg supports the Physician Recruitment and Retention
Committee recommended “Shared Physician Recruitment Incentive Support Model” as attached
to report CAO 17-03.
AND THAT the Town of Tillsonburg agrees to fund its share of the Physician Recruitment
Incentive Support Model in 2017 from reserves up to a maximum of $60,000 (2 Physicians).
AND THAT the Physician Recruitment Incentive Support Model associated funding be part of the
2018 budget.
EXECUTIVE SUMMARY
In accordance with locally generated statistics, the current complement of family physicians does
not meet the need of the Tillsonburg population. Tillsonburg and area has been identified and
recognized as a high needs area some local residents are experiencing difficulty in finding a
family physician.
Physician recruitment supports the entire community of Tillsonburg and its surrounding area by
ensuring the provision of health care services to all. By implementing an active physician
recruitment program, the committee is ensuring quality health care and community growth for
the citizens of the Tillsonburg catchment area. The world of physician recruitment is a
competitive one and as a result, there is reliance upon towns, hospitals, communities and private
Page 1 / 3
33
businesses to attract and retain physicians. As a result, the Physician Recruitment and
Retention Committee at its meeting of February 14, 2017, passed the following motion:
“That the Physician Recruitment and Retention Committee Incentive Package (Shared Physician
Recruitment Incentive Support Model) as approved by the Committee on December 16, 2016 be
forwarded to the Town of Tillsonburg for enactment.”
This report provides information regarding the recommended Shared Physician Recruitment
Incentive Support Model.
BACKGROUND
As Council knows, physician recruitment is critical to meeting the primary health care needs of
our growing population. Lack of access to family physicians is not only a serious community
health issue, impacting our citizens, but also an economic development issue impacting the
Town’s business community. Recognizing this need, the Town of Tillsonburg and Tillsonburg
District Memorial Hospital (TDMH) and local physicians have been working together as part of
the Physician Recruitment and Retention Committee to develop an incentive support model in
order to assist in attracting physicians to the area. As a result, the Physician Recruitment and
Retention Committee is recommending a recruitment support model which is attached as
Appendix “A” to this report. The program funding required would be approximately $60,000 per
recruited physician to be split 50/50 between the Town and TDMH. In return, there would be
associated conditions placed upon the funding as outlined in Appendix “B” being the Tillsonburg
Recruitment Agreement. Staff are recommending a maximum of $60,000 be funded by the Town
of Tillsonburg which would fund the Town’s portion for of up to 2 physicians in 2017.
It should be noted that the Town of Tillsonburg and the TDMH would provide funds to support
the model. It is also anticipated that the Town of Tillsonburg would set up a public donation
program so that tax receipts could be provided to donors who contribute to physician
recruitment. It is hoped that program support would comprise of other organizations and donors
over time but in the short term the Town and TDMH need to invest in the initiative in order to
recruit physicians in the short term.
The 2018 Budget will include funding for physician recruitment based on the recruitment support
model.
CONSULTATION/COMMUNICATION
Through the work of the committee, consultation/communication has taken place with local
physicians, the TDMH, the Tillsonburg District Memorial Hospital Foundation, Tillsonburg
Chamber of Commerce, the Town of Tillsonburg, Town of Tillsonburg Development Committee
and the County of Oxford to name a few. The goal has been to ensure that every resident who
wants a family physician in Tillsonburg and area has one. It is also noted that Physician
Page 2 / 3 CAO
34
Recruitment is not just a short term strategy but is also a strategy that requires a long term vision
due to future physician retirements and changes in patient caseloads.
COMMUNITY STRATEGIC PLAN IMPACT
As noted in the Community Strategic Plan (CSP), the plan identifies the need to ensure senior’s
health care and gaps in local services and to provide needed senior’s health care and support
services. As new families move to the Tillsonburg community, the need for family physicians
also continues.
FINANCIAL IMPACT/FUNDING SOURCE
The 2017 Town of Tillsonburg budget contains $7,500 in reserves for the activities of the
Physician Recruitment and Retention Committee. These funds in the past have been used for
staff support through the TDMH on a shared service basis with the Town of Tillsonburg, meeting
expenses, the designing the incentive program and associated brochure and attendance at recruitment events.
There are no funds in the current Town budget for funding above the amount remaining in
reserves. In discussions regarding moving physician recruitment forward, the Town of
Tillsonburg and TDMH administration have verbally agreed to a 50/50 cost sharing and staff
would recommend a continuation of this arrangement. Based on the proposed Incentive Support
Model this would require approximately $60,000 per new physician recruit, the cost of which would be split 50/50. Staff is recommending funding up to 2 physicians in 2017. This would
require a contribution of approximately $30,000 per physician recruit from the Town of
Tillsonburg in 2017 to come from reserves as needed.
As previously noted there would be conditions placed on any recipients of the proposed incentives as outlined in Appendix “B” Tillsonburg Recruitment Agreement.
A copy of the physician recruitment brochure will be distributed separately at the Council
meeting.
Page 3 / 3 CAO
35
36
37
38
39
Report Title County Council Composition
Report No. CL 17-10
Author Donna Wilson, Town Clerk
Meeting Type Council Meeting
Council Date April 24, 2017
Attachments
Oxford County Report CAO 2017-04
Excerpt Municipal Act Section 217 – 220 Changes to Council
RECOMMENDATION
THAT Council receives Report CL 17-10 County Council Composition;
AND THAT Tillsonburg Town Council supports Option 4, that the Warden of Oxford County be elected at
large and to expand the County Council seat by one.
EXECUTIVE SUMMARY
At the Council meeting of March 27, 2017 Council passed the following resolution and direction for staff.
“Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receive items 9.1 and 9.2, as information;
AND THAT Council refers item 9.2, Head of Oxford County Council, regarding options to staff for review
and that a report be brought to the April 24, 2017 Council meeting.
Carried”
OBJECTIVE
To provide Council with options regarding the selection for the Head of Council (Warden) Oxford County
Council.
BACKGROUND
Head of Council
Report CAO 2017-04 Options for the Head of Council (Warden) Selection and Term was provided to
Council at the March 27, 2017 Council meeting and direction was provided to staff to review the report
and provide a report to Council.
The options provided in the report were to remain status quo and to elect the Warden from within or to
request the Minister enact a regulation to expand the County Council seat by one and to elect the head of
Page 1 / 3 CL 17-10 County Council Composition
40
County Council at large. The other options presented in the report were to continue to elect a Warden
from within for a term of one (1) or two (2) year period.
DISCUSSION
Election from within (status quo)
County Council’s current process, as outlined in the Procedure By-law (By-law No. 5852-2016)
includes the election of a Warden from a sitting member of County Council from within, following the
Municipal Election of the Council of the lower tier municipalities.
Election at Large
Recent changes to the Municipal Act set out in Section 218(1) 2.1 state that a regional municipality
other than the County of Oxford, that the head of Council, shall be elected by general vote in accordance
with the Municipal Elections Act.
The County of Oxford is considered a regional municipality according to the Act however is exempt from
Section 218(1)2.1. If Tillsonburg supports an election at large for the position of Warden, the Town would
have to pass a resolution to support this process and forward to County Council as a recommendation for
County Council deliberations. If County Council supports the recommendation then they would pass a
resolution and forward to the Minister to request that the Minister make regulations authorizing the
County to exercise its power to elect the Head of Council by general vote in accordance with the
Municipal Elections Act. They would also require the Minister to approve a change in size of the upper
tier council.
Any change to the regulation by the Minister requires public posting on the registry for 45 days. Once the
County receives the regulation then they are required to provide public notice of its intention to pass the
by-law and hold at least one public meeting to consider the matter. The County’s policy is to provide 21
days’ notice prior to the public meeting.
This proposal would increase the number of members to County Council by one and the Warden would
represent the County as a whole. This method would provide more accountability to the electors of
Oxford County.
Tillsonburg Town Council must determine if they wish to remain at status quo, support the election of the
Warden at large or if they support a change in the current term of Warden elected from within for a One
(1) or two(2) year term.
Consideration is given to the following four options for the election of the Warden in the 2018 Municipal
Election:
Option 1 (status quo) – Warden of Oxford County elected from within for a four (4) year term
This option is the traditional method for electing the Head/Warden of Oxford County Council
Page 2 / 3
41
Option 2 – Warden of Oxford County elected from within with a two (2) year term
This option is not a traditional term as traditionally the Warden is elected to coincide with the term of
municipal elections for a four (4) year term. It has been said that a position of this magnitude requires
more than a year or two of service to fully achieve the experience and expertise to manage the position.
Option 3 – Warden of Oxford County elected from within with a one (1) year term
This is not traditional and may not allow for the warden to achieve the experience and expertise to
manage the position.
Option 4 – Warden of Oxford County elected at large and expand County Council seat by one
This option would provide for a transparent, accountable and fair method of choosing the Head of Oxford
County Council.
FINANCIAL IMPACT/FUNDING SOURCE
None
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
Section 1 – Excellence in Local Government
1.3 Demonstrate accountability – Citizens are aware of ongoing Council initiatives
Page 3 / 3
42
OFFICE OF THE C.A.O./ CLERK
P. O. Box 1614, 21 Reeve Street
Woodstock, Ontario N4S 7Y3
Phone: 519-539-9800 Fax: 519-421-4712
Web site: www.oxfordcounty.ca
___________________________________________________________________________________
MEMO
DATE: March 10, 2017
TO: Area Municipal Clerks and CAOs
CC:
FROM: Brenda Tabor
Clerk
RE: Report No. CAO 2017-04
Options for the Head of Council (Warden) Selection and Term
____________________________________________________________________________________________
Oxford County Council, at its meeting held on March 8, 2017, received the attached Report No.
CAO 2017-04, titled “Options for the Head of Council (Warden) Selection and Term” for
information.
Council requested that the Report be forwarded to the lower tier municipalities and a selection
of past Wardens for comment.
If your Council is interested in providing input, please respond with comments by no later than
Friday, April 28th.
Peter Crockett
43
Report No: CAO 2017-04
CAO/CLERK Council Date: March 8, 2017
To: Warden and Members of County Council
From: Chief Administrative Officer
Options for the Head of Council (Warden) Selection and Term
RECOMMENDATION
1. That Council receive Report CAO 2017-04 entitled “Options for the Head of Council (Warden) Selection and Term” for information.
REPORT HIGHLIGHTS
This report is intended to inform Council of its options for the selection of Head of Council
(Warden) and the Term of the Warden beginning with the start of the 2019-2022 term of Council.
Implementation Points
Should Council adopt any resolutions seeking to change either the selection of the Head of
Council or alter the term of the Head of Council, the necessary steps will be taken to request the
Minister of Municipal Affairs for the regulation change necessary to proceed with the changes sought by Council.
Financial Impact
This report has no financial implications beyond that approved within the 2017 Business Plan
and Budget. The Treasurer has reviewed this report and agrees with the financial impact information.
Risks/Implications
There are no risks to receiving this report. Should Council wish to pursue any change as
outlined in this report, Council should note that approval of any change is solely at the discretion of the Minister of Municipal Affairs and that the options available to the Minister include:
1. deny the request;
2. authorize the requested change through regulation; or 3. impose an alternative change through regulation.
Page 1 of 5
44
Report No: CAO 2017-04
CAO/CLERK Council Date: March 8, 2017
Strategic Plan (2015-2018)
County Council adopted the County of Oxford Strategic Plan (2015-2018) at its regular meeting
held May 27, 2015. The initiative contained within this report supports the Values and Strategic
Directions as set out in the Strategic Plan as it pertains to the following Strategic Directions:
4. i. A County that Informs and Engages - Harness the power of the community through
conversation and dialogue by:
- Providing multiple opportunities for public participation and a meaningful voice in civic
affairs
- Fostering greater involvement in County and community events and/or program/project
implementation
- Understanding and addressing public aspirations for a more livable community
DISCUSSION
Background
At its December 14, 2016 meeting Council adopted a motion requesting that staff present a report outlining options for the selection of Warden for its consideration. Specifically the
following motion was adopted:
That notwithstanding Procedure By-law 5852-2016 or any additional provincial
legislation or regulation, that Council directs staff to prepare a report reviewing any/all
options on the nomination, election or appointment of Warden for Oxford County, and that report be presented in advance time to allow deliberation and recommendations in
advance of any provincial restrictions for change (e.g. Dec. 2017).
Comments
Canadian municipalities are created through the delegation of constitutional authorities of Canadian provinces. As such, in Ontario all municipal authority is delegated through provincial
legislation and regulation.
While several bodies of legislation govern specific aspects of municipal authority, the primary
authority to govern at the municipal level in Ontario is derived through the Municipal Act, RSO
2001 as amended. Within this context, the following discusses the various options available for consideration by County Council and outlines the manner in which any could be pursued prior to
the next municipal election date, Monday, October 22, 2018.
Page 2 of 5
45
Report No: CAO 2017-04
CAO/CLERK Council Date: March 8, 2017
Our review of the Municipal Act has led us to conclude the following:
The County of Oxford is considered a regional municipality according to Subsection 1 (1)
- “regional municipality” means an upper-tier municipality that was a regional or district
municipality or the County of Oxford on December 31, 2002;
The County of Oxford currently follows the Appointment of head, same term as council
according to Subsection 233 (2) - If the term of office of an appointed head of council of an upper-tier municipality is the same as the term of council, the council of the upper-tier
municipality shall, in the first year of its term, appoint the head of council at its first
meeting. 2001, c. 25, s. 233 (2).
Subsection 218 (4) applies regarding the Term of office - Without limiting sections 9, 10
and 11, those sections authorize an upper-tier municipality to change the term of office
of an appointed head of council so long as the new term does not extend beyond the term of council. 2006, c. 32, Sched. A, s. 93 (3).
In addition, Subsection 218 (5) applies to Regional municipalities, including Oxford
County - A regional municipality shall not pass a by-law described in this section until the Minister has, by regulation, authorized the regional municipality to exercise the powers
described in this section. 2006, c. 32, Sched. A, s. 93 (3).
Moreover, the latest revisions to the Municipal Act, Bill 70, Building Ontario Up for Everyone Act
(Budget Measures), 2016 – Received Royal Assent December 8, 2016. Bill 70 included an amendment requiring all regional government chairs, except Oxford County, to be directly elected at large.
Options for Selecting the Warden (Head of County Council)
Election from Within
Council’s current process, as outlined in the Procedure By-law (By-law No. 5852-2016)
includes the election of a sitting member of County Council;
No action is required to maintain the status quo.
Election at Large
Given the recent requirement of all other Regional Councils in Ontario to elect the head of Council at large in the next municipal election, it is reasonable to assume Council has
the option to seek legislative authority to expand County Council by one seat and allow for the Warden to be elected at large;
Such a direction would require the Minister to enact a regulation;
The process to affect any such change is outlined later in this report.
Page 3 of 5
46
Report No: CAO 2017-04
CAO/CLERK Council Date: March 8, 2017
Options for Selecting the Term for the Warden (Head of County Council)
Term of Council
The term of Council (four (4) years) is the default which applies to the Election Within or
the Election at Large options for selecting the Warden.
Terms less than the Term of Council
With the Election Within option, Council has the option to seek authority for a change to either one (1) year or two (2) year terms for the Warden;
A change to either a one (1) or two (2) year option will require the Minister to enact a
regulation;
The process to affect any such change is outlined later in this report.
Process for Changes to the Warden (Head of County Council) Selection or Term
Our interpretation of the sequence of events that must occur to allow either the Head of Council
to be elected at large or to permit a change in Head of Council term limit:
The County would initially have to pass a resolution requesting the Regulations
Subsection 218 (6) - The Minister may make regulations authorizing a regional municipality to exercise any power described in this section. 2006, c. 32, Sched. A, s. 93 (3). Condition – Subsection 218 (7) - The Minister shall not make a regulation
under subsection (6) unless the Minister has received a resolution from the regional municipality requesting the regulation. 2001, c. 25, s. 218 (7); 2002, c. 17, Sched. A,
s. 43 (3).
Note any regulation change by the Minister requires public posting on the registry for 45 days
If the County receives a regulation it can then provide Public Notice per Subsection 219
(1) - Before passing a by-law described in section 218, the municipality shall give notice
of its intention to pass the by-law and shall hold at least one public meeting to consider the matter. 2001, c. 25, s. 219 (1); 2006, c. 32, Sched. A, s. 94 (1).
Note County policy requires public notice for 21 days prior to public meeting
Following the public meeting, if a By-law is passed Subsection 219 (3) would apply
regarding Commencement
Despite subsection 218 (2), a by-law described in section 218 does not come into force until the day the new council is organized following, (a) the first regular election following the passing of the by-law; or (b) if the by-law is passed in the year of a regular election before voting day, the
second regular election following the passing of the by-law. 2001, c. 25, s. 219 (3); 2006, c. 32,
Sched. A, s. 94 (2).
In summary, we believe that proper process would require the following sequence of events and results should Council wish to alter either the selection of or the term of the Head of Council:
1. Council must determine its preferred option to select the 2018 Head of Council:
a. Election Within (status quo); or b. Elected at Large.
Page 4 of 5
47
Report No: CAO 2017-04
CAO/CLERK Council Date: March 8, 2017
2. With option 1a (Election Within), Council must determine if it wishes to alter the current four (4) year term for the Head of Council. Should Council wish to reduce the term, Council must pass a resolution to request the Minister to approve a regulation to allow
the County to alter the selection of the Head of Council to either: a. One (1) Year term; or b. Two (2) Year term.
3. If, and only when, the regulation is received, Council will be required to provide notice and conduct a public meeting;
4. Upon completion of the public meeting, Council will be required to pass a by-law to
finalize the change of selection of, or the term of, the Head of Council;
5. All of the above must be completed by December 31, 2017 to take effect December 1,
2018 (with the new term of Council).
Minister’s Options
Council should be aware that any regulatory change remains the sole discretion of the Minister of Municipal Affairs. As such, the Minister’s options, upon receipt of any request for changes to
either the Head of Council selection process or the Head of Council term, are to:
1. Deny the request; 2. Authorize the requested change through regulation; or
3. Impose an alternative change through regulation.
Conclusions
This report is presented as information at the request of Council.
SIGNATURE
Approved for submission:
Original signed by
Peter M. Crockett, P.Eng.
Chief Administrative Officer
Page 5 of 5
48
Changes to Council
Composition of council of local municipality
217 (1) Without limiting sections 9, 10 and 11, those sections authorize a local
municipality to change the composition of its council subject to the following rules:
1. There shall be a minimum of five members, one of whom shall be the head of council.
2. The members of council shall be elected in accordance with the Municipal Elections
Act, 1996.
3. The head of council shall be elected by general vote.
4. The members, other than the head of council, shall be elected by general vote or
wards or by any combination of general vote and wards.
5. The representation of a local municipality on the council of an upper-tier municipality
shall not be affected by the by-law of the local municipality under this section. 2001,
c. 25, s. 217 (1); 2006, c. 32, Sched. A, s. 92 (1).
(2) Repealed: 2006, c. 32, Sched. A, s. 92 (2).
Coming into force
(3) A by-law described in this section does not come into force until the day the new
council is organized,
(a) after the first regular election following the passing of the by-law; or
(b) if the by-law is passed in the year of a regular election before voting day, after the
second regular election following the passing of the by-law. 2001, c. 25, s. 217 (3);
2006, c. 32, Sched. A, s. 92 (3).
Election
(4) The regular election held immediately before the coming into force of a by-law
described in this section shall be conducted as if the by-law was already in force. 2001,
c. 25, s. 217 (4); 2006, c. 32, Sched. A, s. 92 (4).
Term unaffected
(5) Nothing in this section authorizes a change in the term of office of a member of
council. 2001, c. 25, s. 217 (5).
49
Composition of upper-tier council
218 (1) Without limiting sections 9, 10 and 11, those sections authorize an upper-tier
municipality to change the composition of its council subject to the following rules:
There shall be a minimum of five members, one of whom shall be the head of council.
2. Subject to paragraph 2.1, the head of council shall be elected by general vote, in
accordance with the Municipal Elections Act, 1996, or shall be appointed by the
members of council.
2.1 For a regional municipality other than the County of Oxford, the head of council shall
be elected by general vote in accordance with the Municipal Elections Act, 1996.
3. The members of council, except the head of council, shall be elected in accordance
with the Municipal Elections Act, 1996 to the upper-tier council or to the council of one
of its lower-tier municipalities.
4. The head of council shall be qualified to be elected as a member of council of the
upper-tier municipality.
5. If the members of council are directly elected to the upper-tier council and not to the
council of a lower-tier municipality, the members shall be elected by general vote or
wards or by any combination of general vote and wards.
6. Each lower-tier municipality shall be represented on the upper-tier council. 2001, c.
25, s. 218 (1); 2006, c. 32, Sched. A, s. 93 (1); 2016, c. 37, Sched. 15, s. 1.
Types of changes
(2) Without limiting sections 9, 10 and 11, the power to change the composition of
council includes the power to,
(a) change the size of council;
(b) change the method of selecting members of the council, including having members
directly elected to the upper-tier council and not to the council of a lower-tier
municipality, members elected to serve on both the upper-tier and lower-tier councils or
members elected to the lower-tier councils and appointed to the upper-tier council by
the lower-tier municipalities, or a combination of methods of election;
(c) have a member representing more than one lower-tier municipality;
50
(d) require that if a member of council is appointed by the members of council as the
head of the upper-tier council, the member is no longer entitled to hold office on the
council of a lower-tier municipality or any other office on the council of the upper-tier
municipality or both; and
(e) require that if a member of council is appointed by the members of council as the
head of the upper-tier council, the appointed member must hold office on the council of
a lower-tier municipality. 2001, c. 25, s. 218 (2); 2006, c. 32, Sched. A, s. 93 (2).
Number of votes
(3) Without limiting sections 9, 10 and 11, those sections authorize an upper-tier
municipality to change the number of votes given to any member but each member
shall have at least one vote. 2006, c. 32, Sched. A, s. 93 (3).
Term of office
(4) Without limiting sections 9, 10 and 11, those sections authorize an upper-tier
municipality to change the term of office of an appointed head of council so long as the
new term does not extend beyond the term of council. 2006, c. 32, Sched. A, s. 93 (3).
Regional municipalities
(5) A regional municipality shall not pass a by-law described in this section until the
Minister has, by regulation, authorized the regional municipality to exercise the powers
described in this section. 2006, c. 32, Sched. A, s. 93 (3).
Regulations
(6) The Minister may make regulations authorizing a regional municipality to exercise
any power described in this section. 2006, c. 32, Sched. A, s. 93 (3).
Condition
(7) The Minister shall not make a regulation under subsection (6) unless the Minister
has received a resolution from the regional municipality requesting the regulation.
2001, c. 25, s. 218 (7); 2002, c. 17, Sched. A, s. 43 (3).
51
Term unaffected
(8) Except as provided in subsection (4), nothing in this section authorizes a change in
the term of office of a member of council. 2001, c. 25, s. 218 (8).
Head of regional council
218.1 (1) On the day the new council of a regional municipality is organized following
the regular election in 2018, the head of council of a regional municipality shall be
elected by general vote in accordance with the Municipal Elections Act, 1996. 2016, c.
37, Sched. 15, s. 2.
Conduct of regular election in 2018
(2) The regular election in 2018 in a regional municipality shall be conducted as if the
method of selecting the head of council described in subsection (1) was already in
effect. 2016, c. 37, Sched. 15, s. 2.
Exception
(3) This section does not apply to the County of Oxford. 2016, c. 37, Sched. 15, s. 2.
Notice
219 (1) Before passing a by-law described in section 218, the municipality shall give
notice of its intention to pass the by-law and shall hold at least one public meeting to
consider the matter. 2001, c. 25, s. 219 (1); 2006, c. 32, Sched. A, s. 94 (1).
Coming into force of by-law
(2) A by-law described in section 218 making changes described in clauses 218 (2) (a),
(b) and (c) or in subsection 218 (3) is not valid unless,
(a) a majority of all votes on the upper-tier council are cast in its favour;
(b) a majority of the councils of all lower-tier municipalities forming part of the upper-tier
municipality have passed resolutions consenting to the by-law; and
(c) the total number of electors in the lower-tier municipalities that have passed
resolutions referred to in clause (b) form a majority of all the electors in the upper-tier
municipality. 2001, c. 25, s. 219 (2); 2006, c. 32, Sched. A, s. 94 (2).
52
Commencement
(3) Despite subsection (2), a by-law described in section 218 does not come into force
until the day the new council is organized following,
(a) the first regular election following the passing of the by-law; or
(b) if the by-law is passed in the year of a regular election before voting day, the second
regular election following the passing of the by-law. 2001, c. 25, s. 219 (3); 2006, c. 32,
Sched. A, s. 94 (2).
Election
(4) The regular election held immediately before the coming into force of a by-law
described in section 218 shall be conducted as if the by-law was already in force. 2001,
c. 25, s. 219 (4); 2006, c. 32, Sched. A, s. 94 (2).
Definition
(5) In this section,
“elector” means a person whose name appears on the voters’ list, as amended up until
the close of voting on voting day, for the last regular election preceding the coming into
force of a by-law described in section 218. 2001, c. 25, s. 219 (5); 2006, c. 32, Sched.
A, s. 94 (3).
Change of titles
220 Without limiting sections 9, 10 and 11, those sections authorize a municipality to
change the titles for its head of council and other members of its council. 2006, c. 32,
Sched. A, s. 95.
Conflicts
221 In the event of a conflict between section 217, 218, 218.1 or 220 or a by-law
described in those sections and any other Act in respect of the composition of a council,
the term of office of the head of the upper-tier council, the number of votes given to
each member, the method of selecting the head of council of a regional municipality or
the titles of members, section 217, 218, 218.1 or 220 or a by-law described in those
sections prevails. 2016, c. 37, Sched. 15, s. 3.
53
Report Title Additional Council Representation on County Council
Report No. CL 17-11
Author Donna Wilson, Town Clerk
Meeting Type Council Meeting
Council Date April 24, 2017
Attachments
Excerpt Municipal Act Section 217 – 220 Changes to
Council Excerpt Modernizing Ontario’s Municipal Legislation
Act, 2017 Section 14 & 84
RECOMMENDATION
THAT Council receives Report CL 17-11 Additional Council Representation on County Council;
AND THAT Tillsonburg Town Council requests support from the lower-tier municipalities in Oxford
County to create one seat per 10,000 electors, or part thereof, for each municipality within Oxford
County.
OBJECTIVE
To provide Council with the process to increase municipal representation on Oxford County Council.
EXECUTIVE SUMMARY
Any change of composition to a Municipal Council including the upper-tier Council must be done
prior to the year of a regular election in order for the change to apply to that election. If such a
change is made during the year of a municipal election then the change shall not come into effect
until the next regular municipal election. Therefore any change to County Council composition must
be in place prior to December 31, 2017.
This proposal would allow for an additional increase in Tilllsonburg representation of one County
Council representative. In addition an 11% increase from the 2014 electors would give the City of
Woodstock and the Town of Ingersoll each an additional representative on County Council in future
years if they reached that level of growth. See chart below.
Page 1 / 4 CL 17-11 Tillsonburg Rep County
54
BACKGROUND
Currently all lower tier municipalities in Oxford County have one (1) representative sit on Oxford
County Council except the City of Woodstock who has three (3) representatives on County Council.
Each of the lower tier Mayors sit on County Council as well as two additional representatives from
the City of Woodstock who are elected in accordance with the Municipal Election Act at large within
the City.
In order for the Town of Tillsonburg to obtain an additional representative on Oxford County Council,
Section 219 (2) (The triple majority) would apply.
• Section 219 (2) (The triple majority)
(a) Requires majority support from the members on the upper-tier council
(b) Requires the majority support of all lower-tier municipal councils within the county (in your
case 5 of 8 lower-tier municipalities) (c) Requires that the total number of electors within those lower-tier municipalities referred to in clause (b) must represent the majority of all the electors in the county
This means that Tillsonburg Council would have to pass the proposed motion in order to qualify for
an additional member representative for the Town of Tillsonburg. The motion would be sent to each
of the eight (8) lower tier municipalities for support (1). This support would have to represent the
majority of the total number of electors within the lower-tier municipalities (2). If this is achieved then
County Council would have to support the motion to increase representation for the Town of
Tillsonburg (3). The chart indicated above sets out the total number of 2014 eligible electors for
Oxford County.
Proposed formula based representation for Oxford County
Municipality Total Eligible Electors
2014 Per 10,000 Number of Rep
Total Eligible
Electors
2014 + 11%Per 10,000 Number of Reps
City of Woodstock 28,500 2.85 3 31,635 3.16 4
Town of Tillsonburg 12,339 1.23 2 13,696 1.37 2
Town of Ingersoll 9,013 0.90 1 10,004 1.00 2
Township of Norwich 7,576 0.76 1 8,409 0.84 1
Township of Zorra 6,339 0.63 1 7,036 0.70 1
Township of Blandford-Blenheim 5,926 0.59 1 6,578 0.66 1
Township of South-West Oxford 5,506 0.55 1 6,112 0.61 1
Township of East-Zorra
Tavistock 4,948 0.49 1 5,492 0.55 1
TOTAL 80,147 11 88,963 13
Oxford County - Total Eligible Electors from 2014
Oxford County - Total
Eligible Electors from
2014 + 11% Growth
Page 2 / 4
55
In accordance with the number above, the Town of Tillsonburg would be required to have a minimum
of 40,075 electors support the additional Tillsonburg representative. Tillsonburg has 12,339 eligible
electors, therefore we would need support of an additional 27,736 eligible electors. For example, if
the City of Woodstock with 28,500 eligible electors supported our request then we would have our
majority of eligible electors. Support would also be required from 5 out of 8 of the area Municipalities
and County Council in order to comply with the triple majority.
Once the triple majority is attained then the following sections of the Municipal Act, Composition of
upper-tier council, Subsections 218 (1), (2), (5), (6), (7) and Section 219 would apply.
In summary, this means that an additional Tillsonburg representative would have to be a qualified
elector and the elector would have to be elected at large within the municipality for that position on
County Council. County Council has the power to change the size of council and the method of
selecting members. County Council would not be able to pass a by-law increasing the size of
council until the Minister receives a resolution from County Council requesting the change and the
Minister has, by regulation, authorized County Council to do so. Also, any change to the regulation
by the Minister requires public posting on the registry for 45 days. Once the County receives the
regulation then they are required to provide public notice of its intention to pass the by-law and hold
at least one public meeting to consider the matter. The County’s policy is to provide 21 days’ notice
prior to the public meeting.
In addition to the current provision of the Municipal Act, Bill 68, Modernizing Ontario’s Municipal
Legislation Act, 2017 is currently in final consideration by the Standing Committee on Social Policy.
The act is expected to receive third reading within the next few months. The bill proposes a number
of changes to the Municipal Act including the sections affecting the process currently being
considered by Tillsonburg Town Council to change the composition of a council of a regional
municipality. The Bill also proposed to repeal Subsection 281 (a) subsections 218 (5) to (8). These
sections have been replaced to allow Upper-tier Council to change the number of members of its
council that represent one or more of its lower-tier municipalities. Also in repealing subsections 218
(5) to (8) the upper-tier municipality would no longer be required to receive a regulation from the
Minister in order to make changes in the size of council, method of selection members of the council
or to have a member represent more than one lower-tier municipality or require that the head of the
upper-tier council hold office on the council of a lower-tier municipality.
The changes also add a section which requires that following the regular election in 2018 and every
second regular election after that, that a regional municipality must review, for each of its lower-tier
municipalities, the number of members of its council that represent the lower-tier municipality. Also if
the regional municipality fails to follow this process then the Minister may make a regulation
changing the composition for them.
Section 84 of Bill 68 provides a schedule of when each section comes into force following the day
the Modernizing Ontario’s Municipal Legislation Act, 2017 receives Royal Assent. The sections
referred to in this report do not come into effect until the later of January 1, 2018, therefore any
Page 3 / 4
56
change in Tillsonburg’s representation on County Council prior to the 2018 municipal Election will be
required to follow the current legislation and will require the Minister to authorize the change by
regulation.
FINANCIAL IMPACT/FUNDING SOURCE
None
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
Section 1 – Excellence in Local Government
1.3 Demonstrate accountability – Citizens are aware of ongoing Council initiatives
Page 4 / 4
57
Changes to Council
Composition of council of local municipality
217 (1) Without limiting sections 9, 10 and 11, those sections authorize a local
municipality to change the composition of its council subject to the following rules:
1. There shall be a minimum of five members, one of whom shall be the head of council.
2. The members of council shall be elected in accordance with the Municipal Elections
Act, 1996.
3. The head of council shall be elected by general vote.
4. The members, other than the head of council, shall be elected by general vote or
wards or by any combination of general vote and wards.
5. The representation of a local municipality on the council of an upper-tier municipality
shall not be affected by the by-law of the local municipality under this section. 2001,
c. 25, s. 217 (1); 2006, c. 32, Sched. A, s. 92 (1).
(2) Repealed: 2006, c. 32, Sched. A, s. 92 (2).
Coming into force
(3) A by-law described in this section does not come into force until the day the new
council is organized,
(a) after the first regular election following the passing of the by-law; or
(b) if the by-law is passed in the year of a regular election before voting day, after the
second regular election following the passing of the by-law. 2001, c. 25, s. 217 (3);
2006, c. 32, Sched. A, s. 92 (3).
Election
(4) The regular election held immediately before the coming into force of a by-law
described in this section shall be conducted as if the by-law was already in force. 2001,
c. 25, s. 217 (4); 2006, c. 32, Sched. A, s. 92 (4).
Term unaffected
(5) Nothing in this section authorizes a change in the term of office of a member of
council. 2001, c. 25, s. 217 (5).
58
Composition of upper-tier council
218 (1) Without limiting sections 9, 10 and 11, those sections authorize an upper-tier
municipality to change the composition of its council subject to the following rules:
There shall be a minimum of five members, one of whom shall be the head of council.
2. Subject to paragraph 2.1, the head of council shall be elected by general vote, in
accordance with the Municipal Elections Act, 1996, or shall be appointed by the
members of council.
2.1 For a regional municipality other than the County of Oxford, the head of council shall
be elected by general vote in accordance with the Municipal Elections Act, 1996.
3. The members of council, except the head of council, shall be elected in accordance
with the Municipal Elections Act, 1996 to the upper-tier council or to the council of one
of its lower-tier municipalities.
4. The head of council shall be qualified to be elected as a member of council of the
upper-tier municipality.
5. If the members of council are directly elected to the upper-tier council and not to the
council of a lower-tier municipality, the members shall be elected by general vote or
wards or by any combination of general vote and wards.
6. Each lower-tier municipality shall be represented on the upper-tier council. 2001, c.
25, s. 218 (1); 2006, c. 32, Sched. A, s. 93 (1); 2016, c. 37, Sched. 15, s. 1.
Types of changes
(2) Without limiting sections 9, 10 and 11, the power to change the composition of
council includes the power to,
(a) change the size of council;
(b) change the method of selecting members of the council, including having members
directly elected to the upper-tier council and not to the council of a lower-tier
municipality, members elected to serve on both the upper-tier and lower-tier councils or
members elected to the lower-tier councils and appointed to the upper-tier council by
the lower-tier municipalities, or a combination of methods of election;
(c) have a member representing more than one lower-tier municipality;
59
(d) require that if a member of council is appointed by the members of council as the
head of the upper-tier council, the member is no longer entitled to hold office on the
council of a lower-tier municipality or any other office on the council of the upper-tier
municipality or both; and
(e) require that if a member of council is appointed by the members of council as the
head of the upper-tier council, the appointed member must hold office on the council of
a lower-tier municipality. 2001, c. 25, s. 218 (2); 2006, c. 32, Sched. A, s. 93 (2).
Number of votes
(3) Without limiting sections 9, 10 and 11, those sections authorize an upper-tier
municipality to change the number of votes given to any member but each member
shall have at least one vote. 2006, c. 32, Sched. A, s. 93 (3).
Term of office
(4) Without limiting sections 9, 10 and 11, those sections authorize an upper-tier
municipality to change the term of office of an appointed head of council so long as the
new term does not extend beyond the term of council. 2006, c. 32, Sched. A, s. 93 (3).
Regional municipalities
(5) A regional municipality shall not pass a by-law described in this section until the
Minister has, by regulation, authorized the regional municipality to exercise the powers
described in this section. 2006, c. 32, Sched. A, s. 93 (3).
Regulations
(6) The Minister may make regulations authorizing a regional municipality to exercise
any power described in this section. 2006, c. 32, Sched. A, s. 93 (3).
Condition
(7) The Minister shall not make a regulation under subsection (6) unless the Minister
has received a resolution from the regional municipality requesting the regulation.
2001, c. 25, s. 218 (7); 2002, c. 17, Sched. A, s. 43 (3).
60
Term unaffected
(8) Except as provided in subsection (4), nothing in this section authorizes a change in
the term of office of a member of council. 2001, c. 25, s. 218 (8).
Head of regional council
218.1 (1) On the day the new council of a regional municipality is organized following
the regular election in 2018, the head of council of a regional municipality shall be
elected by general vote in accordance with the Municipal Elections Act, 1996. 2016, c.
37, Sched. 15, s. 2.
Conduct of regular election in 2018
(2) The regular election in 2018 in a regional municipality shall be conducted as if the
method of selecting the head of council described in subsection (1) was already in
effect. 2016, c. 37, Sched. 15, s. 2.
Exception
(3) This section does not apply to the County of Oxford. 2016, c. 37, Sched. 15, s. 2.
Notice
219 (1) Before passing a by-law described in section 218, the municipality shall give
notice of its intention to pass the by-law and shall hold at least one public meeting to
consider the matter. 2001, c. 25, s. 219 (1); 2006, c. 32, Sched. A, s. 94 (1).
Coming into force of by-law
(2) A by-law described in section 218 making changes described in clauses 218 (2) (a),
(b) and (c) or in subsection 218 (3) is not valid unless,
(a) a majority of all votes on the upper-tier council are cast in its favour;
(b) a majority of the councils of all lower-tier municipalities forming part of the upper-tier
municipality have passed resolutions consenting to the by-law; and
(c) the total number of electors in the lower-tier municipalities that have passed
resolutions referred to in clause (b) form a majority of all the electors in the upper-tier
municipality. 2001, c. 25, s. 219 (2); 2006, c. 32, Sched. A, s. 94 (2).
61
Commencement
(3) Despite subsection (2), a by-law described in section 218 does not come into force
until the day the new council is organized following,
(a) the first regular election following the passing of the by-law; or
(b) if the by-law is passed in the year of a regular election before voting day, the second
regular election following the passing of the by-law. 2001, c. 25, s. 219 (3); 2006, c. 32,
Sched. A, s. 94 (2).
Election
(4) The regular election held immediately before the coming into force of a by-law
described in section 218 shall be conducted as if the by-law was already in force. 2001,
c. 25, s. 219 (4); 2006, c. 32, Sched. A, s. 94 (2).
Definition
(5) In this section,
“elector” means a person whose name appears on the voters’ list, as amended up until
the close of voting on voting day, for the last regular election preceding the coming into
force of a by-law described in section 218. 2001, c. 25, s. 219 (5); 2006, c. 32, Sched.
A, s. 94 (3).
Change of titles
220 Without limiting sections 9, 10 and 11, those sections authorize a municipality to
change the titles for its head of council and other members of its council. 2006, c. 32,
Sched. A, s. 95.
62
Modernizing Ontario’s Municipal Legislation Act, 2017
Section 14 of Bill 68 that proposes changes to section 218 of the Municipal Act:
14. (1) Clause 218 (2) (a) of the Act is repealed and the following substituted:
(a) change the number of members of its council that represent one or more of its
lower-tier municipalities;
(2) Subsections 218 (5) to (8) of the Act are repealed and the following substituted:
Term unaffected
(5) Except as provided in subsection (4), nothing in this section authorizes an upper-
tier municipality to change the term of office of a member of council.
Reviews by regional municipalities
(6) Following the regular election in 2018 and following every second regular election
after that, a regional municipality shall review, for each of its lower-tier municipalities,
the number of members of its council that represent the lower-tier municipality.
Regulations
(7) The Minister may make a regulation changing the composition of a council of a
regional municipality if the regional municipality does not, in the period of time that starts
on the day the new council is organized following a regular election referred to in
subsection (6) and ends on the day two years after that day, either,
(a) pass a by-law to change, for one or more of its lower-tier municipalities, the
number of the members of its council that represent the lower-tier municipality; or
(b) pass a resolution to affirm, for each of its lower-tier municipalities, the number of
the members of its council that represent the lower-tier municipality.
When regulation may be made
(8) The Minister may make a regulation under subsection (7) only after the period of
time referred to in that subsection but before the year of the next regular election after
which the regional municipality has a duty to conduct a review under subsection (6).
What regulation may include
(9) A regulation made under subsection (7) may include anything that could be
included in a by-law of the upper-tier municipality under subsections (1) to (5) and is
subject to the limitations set out in those subsections.
What Minister shall have regard to
63
Modernizing Ontario’s Municipal Legislation Act, 2017
(10) When considering whether to make a regulation under subsection (7), the
Minister shall, in addition to anything else the Minister wishes to consider, have regard
to the principle of representation by population.
Transition
(11) Until after the regular election in 2026, subsections (6) and (7) do not apply to a
regional municipality that, during the period between the regular election in 2014 and
the regular election in 2018, passes a by-law to change, for one or more of its lower-tier
municipalities, the number of members of its council that represent the lower-tier
municipality.
Section 84 of Bill 68 provides as follows:
84. (1) Subject to subsections (2), (3) and (4), this Schedule comes into force on the
day the Modernizing Ontario’s Municipal Legislation Act, 2016 receives Royal Assent.
(2) The following provisions come into force on a day to be named by proclamation of
the Lieutenant Governor:
1. Sections 8, 18, 19, 20 to 24, 26, 27, 28, 32, 33, 35 and 36. 2. Subsection 55 (1).
3. Sections 57, 59 to 69, 71, 72 and 73.
4. Subsection 74 (2).
5. Section 75.
(3) Sections 56 and 58 come into force on the later of December 10, 2016 and the
day the Modernizing Ontario’s Municipal Legislation Act, 2016 receives Royal Assent.
(4) Sections 14, 15 and 16 come into force on the later of January 1, 2018 and the
day the Modernizing Ontario’s Municipal Legislation Act, 2016 receives Royal Assent.
Section 14 does not come into effect until the later of January 1, 2018 and the day
that Bill 68 receives Royal Assent. Therefore the proposed changes to Section
218 will not be in force to affect composition changes planned for the 2018
election.
64
Report Title Community Transportation Pilot Grant Program
Report No. CL 17-12
Author Donna Wilson, Town Clerk
Meeting Type Council Meeting
Council Date April 24, 2017
Attachments COMMUNITY TRANSPORTATION PILOT GRANT PROGRAM TRANSFER PAYMENT AGREEMENT
RECOMMENDATION
THAT Council receives report CL 17-12, Community Transportation Pilot Grant Program Transfer Payment Agreement;
AND THAT By-Law 4101 to authorize the Mayor and Clerk to sign the Community
Transportation Pilot Grant Program Transfer Payment Agreement between Her Majesty the
Queen in right of the Province of Ontario and the Town of Tillsonburg be brought forward for
Council consideration.
EXECUTIVE SUMMARY
At the Council meeting of March 2, 2017 Council passed the following resolution and direction
for staff.
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receive report CAO 17-01 Extension Community Transportation Pilot
Program;
AND THAT the Town of Tillsonburg Council authorizes the submission to the Ministry of
Transportation of an application form in the amount of $50,000 for the extension of the
Community Transportation Pilot Program in the Town of Tillsonburg.
AND THAT Council authorizes the CAO to sign the completed application form.
Carried
BACKGROUND
At the Council meeting of March 23, 2015 Council authorized the Community Transportation
Pilot Grant Program Transfer Payment Agreement between Her Majesty the Queen in right of
the Province of Ontario and the Town of Tillsonburg through By-Law 3895. The Ministry of
Transportation announced on January 25th, 2017 the extension of the Community Transportation
Pilot Grant Program between April 1, 2017 and March 31, 2018 and the availability of up to a
Page 1 / 2 CL 17-12 - Community Pilot Grant
65
maximum of $50,000 to continue providing better coordination and more frequent transportation
services across communities. The Town submitted an application for the amount of $50,000 for
the extension of the program in March and were successful in receiving an extension for
operating funding under the Community Transportation Pilot Grant Program. The agreement is
provided for your review and By-Law 4101 to authorize the agreement is before Council for
consideration.
FINANCIAL IMPACT/FUNDING SOURCE
Funding is for an additional $50,000 which does not require any matching funds from the Town
of Tillsonburg under the Extended Community Transportation Pilot Grant Program.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
Section 4 – Culture and Community
4.3 Provide Opportunities for families to thrive – To explore alternative transportation options
such as community transportation and car share programs
Page 2 / 2
66
67
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
Report Title Lease with Chesterman Farm Equipment Inc
Report No. DCS 17-16
Author Cephas Panschow
Meeting Type Council Meeting
Council Date APRIL 24, 2017
Attachments Lease agreement
RECOMMENDATION
THAT Council receive Report DCS 17-16 Lease with Chesterman Farm Equipment Inc;
AND THAT the Mayor and Clerk be authorized to enter into a lease agreement for the lands described as:
(i) Lot 1641, Plan 500, more particularly described as Part 1, Plan 41R-8386;
(ii) Part of Lot 10, Concession 4 NTR, and more particularly described as Part 2, Plan
41R-8386; and, (iii) Consisting of approximately five acres of land at the Northwest corner of the property with access along the east and north sides of Parts 1 and 2;
with the Chesterman Farm Equipment Inc for a three year term expiring on December 31, 2019
subject to the terms and conditions contained within the lease agreement; AND THAT a bylaw be brought forward in that regard.
EXECUTIVE SUMMARY
The purpose of this report is to seek Council approval to enter into a second lease agreement with Chesterman Farm Equipment Inc to enable them to use a portion of the Town’s industrial
lands for the purposes of a recreational vehicle racing track with the potential to support
Tillsonburg’s tourism sector through increased visitors. A lease with Chesterman Farm
Equipment Inc was approved at Council’s March 2, 2017 meeting; however, that lease was unable to proceed as the Town does not have title to the property providing access to those lands.
Page 1 / 4
87
BACKGROUND
On March 2, 2017, Council approved the following resolution:
THAT Council receive Report DCS 17-06 Lease with Chesterman Farm Equipment Inc;
AND THAT the Mayor and Clerk be authorized to enter into a lease agreement for the
lands described as:
(i) Unnamed Road adjacent to Lots 1612, 1613 and 1614, Part 2, Plan 41R-6496; (ii) Unnamed Road adjacent to Lots 1612, 1613 and 1614;
(iii) Approximately five (5) acres of land located on the east side of Highway 19
(Vienna Road), legally described as Part Lot 1613, Plan 500, designated as part of
Part 2 on OXR39 and part of Part 3 on R-13;
with the Chesterman Farm Equipment Inc for a three year term expiring on December 31,
2019 subject to the terms and conditions contained within the lease agreement;
AND THAT a bylaw be brought forward in that regard.
Subject Property – Rokeby Road Lands
Page 2 / 4
88
Based on the discovery that the Town does not have title to the property providing access to the
166 Vienna Road property, the Lessee has asked that the Town consider a new lease on an
alternative property. The Lessee believes that this property is more suitable based on its
increased buffer (woodlots) from residential properties. However, access to the proposed location may be a challenge as it is approximately 650 metres from Rokeby Road to the proposed location of the track (northwest corner). This will have to be reviewed in conjunction
with the agricultural lessee (farmer) and commenting departments/agencies.
Staff is recommending that the lease be approved subject to the Lessee obtaining a temporary rezoning to permit the proposed use. Should the use not be approved, the lease would be terminated.
Council may want to reconsider entering into this lease based on the challenges associated with
obtaining a rezoning for this type of use on industrial lands as well as the issues of access and minimal revenue generated from this potential lease agreement.
COMMUNITY STRATEGIC PLAN
Supporting the request by Chesterman Power Products appears to be consistent with the
Town’s Community Strategic Plan:
Section Action Item Comment
4.2 Provide a variety
of leisure and cultural
opportunities to suit
all interests
Parks and Recreation to
measure success to-date of
implementing the
recommendations / action items
of the Community Parks,
Recreation & Cultural Strategic
Master Plan
While this item refers specifically to
the Recreation and Cultural Strategic
Master Plan, this initiative would be a
private sector initiative that would
increase the number of leisure
opportunities in the community.
CONSULTATION/COMMUNICATION
Adjacent properties within 120 metres of the subject property would be sent a Planning notice with respect to the zone change application once it is received.
The proposed lease has been reviewed with the Town’s solicitor and their advice has been
incorporated into this agreement.
Page 3 / 4
89
FINANCIAL IMPACT/FUNDING SOURCE
Staff is proposing a lease rate of $500 per acre for the five acre property and this would result in
annual revenue of $2,500, which would be allocated to the Economic Development budget (as is
rental revenue for industrial lands leased for agricultural purposes). The Lessee would be
responsible for the costs of making applications for approval, improving the lands, obtaining
insurance, property taxes and any other costs related to the use of the lands.
There would also be some tax revenue generated for the Town although this is expected to be
minor ($1,000 to $1,500). However, there would also be the potential for additional spending by
visitors in the local economy.
Page 4 / 4
90
91
92
93
94
95
96
97
98
Report Title 2016 Development Charge Annual Statement
Report No. FIN 17-11
Author JANELLE COSTANTINO
Meeting Type Council Meeting
Council Date APRIL 24, 2017
Attachments 2016 Reserve Fund Statement
RECOMMENDATION
THAT FIN 17-11 2016 Development Charges Annual Statement be received;
AND THAT the Director of Finance ensure that the annual statement is made available to the public;
AND THAT the Director of Finance be directed to provide the annual statement to the Minister of Municipal Affairs and Housing on request.
EXECUTIVE SUMMARY
In accordance with Section 43(1) of the Development Charges Act, 1997, the Treasurer of the
Municipality shall each year give Council an annual statement relating to the development charge by-law
and reserve funds established under By-Law No. 3827. And in accordance with Section 43 (2) and
Section 43(3) of the Development Charges Act, 1997, the Treasurer shall ensure the statement is
available to the public and provide a copy of the statement to the Minister of Municipal Affairs and
Housing on request.
The attached statement provides the 2016 continuity schedule for the development charge reserve fund.
FINANCIAL IMPACT/FUNDING SOURCE
The attached document summarizes the activity within the Development Charge reserve accounts.
Total revenue collected in 2016 is $438,334 while $59,525 in fees were used.
Page 1 / 1 2016 Remuneration and Expenses
99
TOWN OF TILLSONBURGDevelopment Charge Reserve Funds StatementFor the Year Ended December 31, 2016Repayment ofTransferred toAmounts LoanedAmounts BorrowedOpeningAccruedBorrowed FundsCapital orAmountsto other Servicefrom Fund for OtherClosingNon-Discounted ServicesBalanceCollectionsInterestIncl. InterestOther FundsRefundedCategoryCreditsMunicipal PurposesBalanceRoads(462,268)(226,021) (2,953) - - - - - - (691,242)Protection - Fire (129,782)(55,357) (811) - - - - - - (185,950)Protection - Police (1,053) - (6) - - - - - - (1,059)Parking(8,460) - (45) - - - - - - (8,505)Storm Water (11,498)(10,102) (84) - - - - - - (21,683)Discounted ServicesRecreation (336,065)(43,329) (2,394) - 59,525 - - - - (322,263)Fleet(384,898)(89,920) (2,905) - - - - - - (477,722)Administration (24,941)(4,225) (183) - - - - - - (29,349)Total(1,358,965)(428,954) (9,380) - 59,525 - - - - (1,737,773)100
Report Title Results for Tender RFT 2017-003 Newell Road
Reconstruction
Report No. OPS 17-11
Author Kevin De Leebeeck, P.Eng., Director of Operations
Meeting Type Council Meeting
Council Date April 24, 2017
Attachments • None
RECOMMENDATION
THAT Council receive Report OPS 17-11, Results for Tender RFT 2017-003 Newell Road
Reconstruction;
AND THAT Council award Tender RFT 2017-003 to Euro-Ex Construction of Woodstock,
ON at a cost of $864,450.69 (net HST included), the lowest bid received satisfying all
Tender requirements.
SUMMARY
As per the 2017 Operations Business Plan and in accordance with the Purchasing Policy a
tender was called for the Newell Road Reconstruction Project from Baldwin Street to the west
Town Limit as shown in Figure 1. A total of nineteen (19) plan takers and five (5) bids were
received on April 5th 2017 with the lowest bid from Euro-Ex Construction at $864,450.69 (net
HST included).
The reconstruction of Newell Road involves adjusting both the vertical and horizontal alignment
of the roadway to satisfy current geometric design standards, the installation of storm sewers
and catch basins, new granular material and asphalt road surface complete with curb and gutter
as well as the provision for sidewalk linkage to future recreational trails as identified in the
Town’s Trails Master Plan.
The tender was advertised on the Tillsonburg website, the Tillsonburg News, Ebid Solutions and
on Biddingo. Results of the tender are summarized below:
Bidder Location Bid Amount
1. Euro-Ex construction Woodstock, ON $ 864,450.69
2. Titan Group Construction Inc. Dutton, ON $ 931,744.89
3. VIEWCON Construction Ltd. Woodstock, ON $ 977,239.90
4. Oxford Civil Group Inc. Woodstock, ON $ 1,002,785.92
5. Orin Contractors Corp. Concord, ON $ 1,245,025.46
The above bid comparison includes net HST of 1.76%.
Page 1 / 3
101
The lowest bid amount is comprised of $6,741.60 County and $857,709.09 Town costs. The
bids also include a $50,000 contingency allowance for any unforeseen expenses encountered
during construction. An amendment to the expired ECA has already been submitted to the
MOECC for the storm sewer works with approval expected in late May. The references for
Euro-Ex Construction were also satisfactory.
CONSULTATION/COMMUNICATION
On August 5th 2016, the Town received notice that their funding application for the Newell Road
Reconstruction Project under the Canada-Ontario Small Communities Fund – Intake 2 was
successful. The Federal and Provincial governments will each provide 33% toward the total net
eligible costs of the project.
Any planned full roadway or lane closures in order to facilitate the work will be kept to a
minimum and communicated to residents in advance. Residents will also be notified of the
overall construction schedule and potential impacts prior to, and during, the course of
construction, as necessary.
FINANCIAL IMPACT/FUNDING SOURCE
The Town’s portion of contracted items is $857,709.09. The 2017 capital budget of $1,049,100
is comprised of $699,400 in grant funding from the Federal and Provincial governments and
$349,700 from DC Reserves.
The total tendered price for the County’s portion of contract items is $6,741.60.
COMMUNITY STRATEGIC PLAN
This project supports Objective 2 – Economic Sustainability of the Community Strategic Plan
through the renewal of infrastructure.
Page 2 / 3
102
Page 3 / 3
103
Report Title Results for Tender RFT 2017-006 Combination
Snowplow
Report No. OPS 17-12
Author Kevin De Leebeeck, P.Eng., Director of Operations
Meeting Type Council Meeting
Council Date April 24, 2017
Attachments • None
RECOMMENDATION
THAT Council receive Report OPS 17-12, Results for Tender RFT 2017-006 Combination
Snowplow;
AND THAT Council award Tender RFT 2017-006 to Carrier Centers of Woodstock, ON at a
cost of $257,910.72 (net HST included), the lowest bid received satisfying all Tender
requirements.
SUMMARY
As per the 2017 Operations Business Plan and in accordance with the Purchasing Policy a
tender was issued for the supply and delivery of a new combination snowplow/sander with 2-way
front plow and wing to replace Roads Unit #64.
The tender closed on April 12th 2017 with a total of nine (9) plan takers and two (2) bids received
from suppliers with varying types of chassis. The tender was advertised on the Tillsonburg
website, the Tillsonburg News, Ebid Solutions and on Biddingo. The net tender results, inclusive
of all discounts are summarized below:
Bidder Location Combination Type Bid Amount
1. Carrier Centers Woodstock, ON (International w/Viking body) $257,910.72
2. Team Truck Centers London, ON (Freightliner w/Viking body) $259,172.54
The above bid comparison includes net HST of 1.76%.
The bid from Carrier Truck Center (International chassis) satisfied all tendered specifications and
requirements. International chassis manufacturing is a reputable industry leader with their
products used extensively across Canada.
The estimated time to order a new unit from Carrier Centers is approximately 12 to 14 weeks to
receive the chassis and another 18 to 20 weeks for the body builder to complete the installation
of the sander body and snow plow equipment. Total estimated time to delivery of 32 to 34 weeks
(mid December 2017).
Page 1 / 2
104
Given the above delivery time estimates staff recommend that the tender be awarded to Carrier
Centers which will allow for this unit to be ready and placed into service for the upcoming winter
season.
FINANCIAL IMPACT/FUNDING SOURCE
The 2017 approved budget to replacement Roads Unit #64 is $275,000 from debenture
proceeds. The recommended tender result of $257,910.72 (net HST included) plus other Town
associated costs of approximately $1,500 for decal expenses and two-way radio reinstallation is
within the 2017 approved budget.
COMMUNITY STRATEGIC PLAN
This project supports Objective 2 – Economic Sustainability of the Community Strategic Plan by
providing the necessary equipment to maintain the Towns transportation network.
Page 2 / 2
105
Report Title Results for Tender RFT 2017-007 Utility Tractor
Report No. OPS 17-13
Author Kevin De Leebeeck, P.Eng., Director of Operations
Meeting Type Council Meeting
Council Date April 24, 2017
Attachments • None
RECOMMENDATION
THAT Council receive Report OPS 17-13, Results for Tender RFT 2017-007 Utility Tractor;
AND THAT Council award Tender RFT 2017-007 to Premier Equipment Ltd, of Courtland,
ON at a cost of $58,705.34 (net HST included), the lowest bid received satisfying all
Tender requirements.
SUMMARY
As per the 2017 Operations Business Plan and in accordance with the Purchasing Policy a
tender was issued for the supply and delivery of a new utility tractor to replace Parks Unit #89.
The tender closed on April 12th 2017 with a total of five (5) plan takers and three (3) bids
received from various tractor suppliers. The tender was advertised on the Tillsonburg website,
the Tillsonburg News, Ebid Solutions and on Biddingo. The net tender results, inclusive of all
discounts are summarized below:
Bidder Location Type Bid Amount
1. Hyde Park Equipment London, ON Kubota $54,275.22
2. Premier Equipment Ltd. Courtland, ON John Deere $58,705.34
3. Delta Power Equipment Mitchell, ON New Holland $63,116.64
The above bid comparison includes net HST of 1.76%.
Although the bid from Hyde Park Equipment provided the lowest net cost the proposed Kubota
tractor does not offer engine control protection as requested in the Tender documents. Engine
control protection not only protects our investment by shutting down the engine before engine
damage occurs, but also eliminates the option of the operator ignoring engine gauges/lights or
alarms while operating the tractor, essentially forcing the operator to check and address all
lubrication and fluid levels before the tractor will resume operation. It is therefore staff’s
recommendation to award the tender to Premier Equipment Ltd. with an estimated delivery time
of 4 to 5 weeks (late May 2017).
Page 1 / 2
106
FINANCIAL IMPACT/FUNDING SOURCE
The 2017 approved budget to replacement Parks Unit #89 is $75,000 made up of $25,000 from
DC Reserves and $50,000 from Debenture. The recommended tender result of $58,705.34 (net
HST included) plus other Town associated costs of approximately $1,000 for decal expenses
and two-way radio reinstallation is within the 2017 approved budget.
COMMUNITY STRATEGIC PLAN
This project supports Objective 4 – Culture & Community of the Community Strategic Plan by
providing the equipment to maintain the large range of leisurely activity options provided by the
Town.
Page 2 / 2
107
Report Title January-March 2017 RCP Departmental Activity
Reports
Report No. RCP 17-27
Author Rick Cox, Director of Recreation, Culture & Parks
Meeting Type Council Meeting
Council Date April 24, 2017
Attachments
• Jan-Mar 2017 Activity - Recreation Programs &
Services
• Jan-Mar 2017 Activity – Culture & Heritage
• Jan-Mar 2017 Activity – Parks & Facilities
RECOMMENDATION
THAT Council receive Report RCP 17-27 – January-March 2017 RCP Departmental Activity
Reports for information.
EXECUTIVE SUMMARY
Attached are activity reports from the Recreation Programs & Services Division, the Culture &
Heritage Division and from the Parks & Facilities Division. These updates are provided for
Council’s information.
CONSULTATION/COMMUNICATION
N/A
FINANCIAL IMPACT/FUNDING SOURCE
N/A
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
Goal 1.2 of the CSP speaks of the need for Communication & Collaboration. By providing regular activity updates to Council, the Department is contributing to achieving this Goal.
Page 1 / 1 RCP 17-27 - January-March 2017 RCP Depar
108
Report Title January – March 2017 Activity – Recreation Programs
& Services
Report No. RCP 17-27
Author Janet McCurdy, Recreation Programs & Services Manager
Meeting Type Council Meeting
Council Date April 24, 2017
Attachments
BUSINESS SERVICES TEAM
The Business Services Team is responsible for:
• administration;
• customer service & reception; • advertising, merchandise & vending sales;
• marketing;
• program registration; and • facilities bookings & rentals
ADMINISTRATION
The F.A.R.E. (Fee Assisted for Recreational Experiences) has received a financial injection
thanks to the partnership with RBC during Family Day. Donations were received that day
totaling $340.00 plus RBC committed to a $2,000.00 corporate contribution.
The User Fee Subsidies have been set up in Class and is applied to indoor and outdoor aquatic
programs, lessons, memberships, passes and admission. Lessons, pool passes/memberships,
aqua classes, pool rentals have collected $325.60 and aquatic admissions has collected
$497.00, totaling $822.60. (As of March 26).
There has been a positive decline in the Tillsonburg Community Centre’s accounts receivable totals. As a result of telephone calls, email reminders and enforcing contract procedures,
customers are settling their accounts on a more regular basis.
Third party Liability Insurance is now provided to rentals throughout the Community Centre,
including arena, pool, parks and facilities, also naming the Town as additional insured. Staff
worked closely with Dan Lawrie Insurance Brokers who provide a rate list for specific event types and naming the town as additional insured.
PROGRAMS & FACILITIES
2016-2017 Arena season has wrapped up. The Hurricanes, Thunder and most Rep & A/E teams
were out of playoffs in the first or second round. All Hurricane and Thunder ice times were
handed back from February 22 on. This was a combined total of 69.5 hours with a total loss in potential arena revenue valued at $9,076.79.
Ball Diamond seasonal and special event requests have been returned with scheduling nearly
complete. This year there is more of a challenge with tournament requests up by 5 and
Annandale #1 being decommissioned for additional parking.
Page 1 / 5 Jan-Mar 2017 Activity - Rec Programs and
109
Spring and Summer ice schedule is complete. 2017 has an additional 2 adult hockey teams from Woodstock with 16 hours of ice as well as a Hurricane’s Hockey School with 24 hours of ice.
Arena special events included Tillsonburg Minor Hockey Local League tournament, Hockey
Mom’s Tyke Tournament, Oldtimers Tournament, Max Partlo Tournament, Free public skates
for both PA Days (Kinette Club) and March Break (Lion’s Club) .
Facility rentals included Family Day 2017: all areas of the facility were booked for this event.
2017 also saw the return of monthly Blood Donor Clinics, Walk for Alzheimer’s and three buck &
does. New this quarter was Legends Live, a tribute to Country Stars Tm McGraw and Shania
Twain.
SALES & SERVICES Advertising sold in the spring summer brochure totaled $4,290.00.
The physical space at the Tillsonburg Store still needs furniture/display items, along with the
need for promotional materials, posters and signs. RCP and the marketing department are
developing this area.
There are several dozen boxes that need to be re-done to meet the requirements for Records Management. After that is completed the remaining documents will be boxed, labelled and sent
to the corporate office.
LOOKING AHEAD TO THE NEXT QUARTER
Administration
Two part time summer student CSR’s will be in place and scheduling will commence in June. They will be responsible for organizing the LLWP canteen. Once the LLWP opens, they will
cover the admissions desk and canteen.
Programs & Facilities
• 2017/2018 seasonal Arena requests will be sent out.
• Tillsonburg Figure Skating Club Year End Showcase
• 2017 Spring Home Show is scheduled for April using both arenas.
Sales & Services Ball diamond advertising space will continue to be promoted in the new location. The Celebration Plaza/ Memorial Park revitalization project will be the main pitch for potential
advertisers. Events for the summer are coming in and two have expanded in scope as the Fair
is now in July and the Ribfest is anticipating larger attendance. Other returning events include
Canada Day Fireworks, Turtlefest, Duathlon and BMO walk fundraiser.
The Tillsonburg Store is open with a variety of recreation and branded merchandise. There will be more variety in swim suits, water fitness equipment, branded hats, children’s items, shirts and
hoodies and bags added this spring.
The G: drive cleanup to Laserfiche will be an on-going project, along with Records management
boxing and labeling documents in the penthouse storage area.
Page 2 / 5 Jan-Mar 2017 Activity - Rec Programs and
110
AQUATICS TEAM
The Aquatics Team is responsible for:
• swimming instruction;
• indoor pool lifeguards; • waterpark lifeguards;
• aquafit programming;
• drowning prevention outreach
programming; • lifeguard competition and synchronized
swimming teams.
In Water Cycling Classes Debuted
The new cycling program has attracted new customers into our facility from Ingersoll,
Woodstock, Aylmer, Straffordville, Eden, Norwich, Otterville, Springford, Mossley, Salford, Cultus, Springfield, Simcoe and of course Tillsonburg. Feedback received from participants has been extremely positive. The first two sessions of registered participants brought in over
$3000 and the drop in portion was over $2000. Instructors are enjoying the challenge of
teaching this new genre of water fitness
Staff Scheduling
Scheduling staff has become a great challenge with a multitude of restrictions in place for availability. Future interviews will include a section on expectation of hours per week including
an assurance from potential staff for availability to fulfill the needs of the position of Lifeguard
and Instructors
Youth Programming Increase Lessons are once again on the rise this quarter. Marketing through Facebook has been one of
the biggest contributing factors in reaching new customers. Junior Lifeguard Club and
Lifesaving Sport have had a steady increase in participants which should help change our
employment future in the Aquatics Department.
Special Event Participation Staff attended the Tillsonburg Literacy night and presented the book “Sidney Won’t Swim” to preschool children. The importance of swimming lessons was brought home during the
question period of the reading.
Training
Aquatic and Youth staff attended an area meeting regarding Inclusion in programming and facilities at the Simcoe Recreation Centre. Valuable industry standards were shared and the
presentation was extremely beneficial to all who attended
LOOKING AHEAD TO THE NEXT QUARTER
Summer Preparation
Staff will be preparing for summer programming at Lake Lisgar Waterpark. Marketing for
outdoor programming is underway but will need extra attention to ensure a smooth transition
for participants attending Lake Lisgar Waterpark while deck repairs are completed on Indoor
pool. Staff training and facility maintenance/repairs will be included in these preparations.
Page 3 / 5 Jan-Mar 2017 Activity - Rec Programs and
111
Programming The Swim to Survive program is underway and will be completed in the next quarter. 510
Grade 3 students from Annandale, Emily Stowe, McGregor, Port Burwell, South Dorchester,
South Ridge, Springfield, Straffordville, Summer Corners, Westfield, St Joseph’s, and
Assumption from Aylmer which is a new school out of the Thames Valley district.
School Rentals
Over the next quarter school contacts will be reached regarding end of school year rentals.
School visits for water safety education will need to be completed at each school prior to their
rental date.
PROGRAMS TEAM
The Programs Team is responsible for:
• dry-land fitness instruction;
• health club operations; • adult co-ed sport league programming;
• youth sport programming; and
• summer camp programming.
Adults participating in programs offered by the Town of Tillsonburg have increased significantly
for a second year in a row. Residents are taking part in Bus Trips, league volleyball and
registered fitness and yoga programs allowing us to presently surpass our budget goal by 57%
in the first quarter. Additionally, squash revenue is surpassing first quarter budgetary goal by
50%.
Youth Programming achieved a successful first session. The March Break Camp offered this
year was increased again from 40 participants to a maximum of 50 youth participants per day.
Children participated in scheduled skating, swimming, theme days, pottery classes taught by the
Station Arts Centre and an afternoon at the movies.
Youth All-Ball, Badminton, Volleyball and the Dance program did well this quarter and both PA
Day camps received enough registration to run.
The Medieval Times Bus Trip to Toronto in February was sold out and received positive reviews
from those who participated.
Mark Salt, the new Active Living Coordinator, joined our full-time team in January. He is
presently working on a variety of fitness, youth programs and personal training. Mark brings a
wealth of knowledge in the Health Club and training programs having work for both private and
municipal gyms in Mississauga.
The Recreation programs team was unable to meet Health Club membership budgetary goals in
the first quarter of 2017. The Health Club has attained $28,515.08 in membership fees in the first
quarter with a substantial amount coming from the Winter Health Club membership sale March
10-31st. This total surpasses 2016’s revenue after the first quarter but is not enough to attain the
Page 4 / 5 Jan-Mar 2017 Activity - Rec Programs and
112
$38,747.00 budgetary goal set for 2017. The Program Team is working on a variety of initiatives
to retain and attract new members. Personal phone calls to new members, Membership sales
and personal training programs starting in April are some of these initiatives.
LOOKING AHEAD TO THE NEXT QUARTER
Bus Trips
Spring has two bus trips. In May, we will be headed to Cambridge to see Million Dollar Quartet
taking place in the 1950s starring Elvis Presley, Johnny Cash, Jerry Lee Lewis and Carl Perkins.
In June we will be traveling to Toronto’s Roger’s Centre for the highly anticipated Bus Trip to see
the Blue Jays play the New York Yankees.
Run the Runway
The recreation team will also begin promoting and planning for the Town’s Run the Runway 2k,
5k or 10k at the Tillsonburg Airport June 9th. Our goal is to surpass last year’s achieve of
$2,300.00 with $5,000.00 raised for F.A.R.E to allow for 38 weekly camp registrations to become
available for youth in our community to attend camp.
Summer Camp
Due to high registration numbers in 2015 and 2016 and the broad age range of campers ages 5-
12 years, the team will begin redeveloping Youth Summer Camp for 2017 in the second quarter.
Two separate camps for juniors ages 5-8 and seniors ages 9-12 will be introduced this summer.
Page 5 / 5 Jan-Mar 2017 Activity - Rec Programs and
113
Report Title Jan – Mar. 2017 Activity Report - Culture & Heritage
Report No. 17-27
Author Patricia Phelps, Culture & Heritage Manager/Curator
Meeting Type Council Meeting
Council Date April 24, 2017
Attachments
ACTIVITY REPORT January to March 2017
The first quarter of 2017 began a year of celebration for the museum. Not only will the
museum commemorate the 150th anniversary of Confederation but several town related
anniversaries will be highlighted. These include the 145th anniversary of Town of
Tillsonburg Incorporation, the 80th anniversary of the Great Flood and the 65th anniversary
the Tillsonburg Livvies winning of the Canadian Basketball Championship and subsequent
trip to the 1952 Olympics in Helsinki Finland.
The annual Mayor’s Levee held in January took on a special 150th theme with the inclusion
of the local Pioneer re-enactor group to the afternoon festivities. Planning was finalized and work begun on the various programs, exhibits and events planned for the 2017 calendar.
Staff time and attention continues to be given to the planned Hevenor Art exhibit. This is a major event for the museum and the community. Research conducted by town staff has
discovered that this exhibit with its’ 150 pieces will be the third largest showing of
Canadian Art anywhere in the country during 2017. ATTENDANCE UPDATE
Attendance during the first quarter was down slightly (-42) and can be attributed to the unusual weather patterns which occurred during the quarter. A couple of events occurred
on very stormy days which kept visitation down. On a positive note both the Mayor’s
Levee and Family Day saw an increase in visitation over last year. It is anticipated that
second quarter numbers will increase over 2016 due to the marketing and advertising
planned for the Hevenor show.
Q1 YTD Q1 YTD Q1 YTD
Admissions 362 362 279 279 311 311
Programs 27 27 10 10 27 27
Events 218 218 343 343 288 288
Tourism & Historical Information
Services 383 383 293 293 302 302
Members & Volunteers 401 401 480 480 455 455
Room Rental Visitors 592 592 418 418 398 398
QUARTERLY TOTAL 1983 1983 1823 1823 1781 1781
2015 2016 2017
Page 1 / 3 Jan-Mar 2017 Activity - Culture and Heri 114
2017 BUSINESS PLAN The planned exhibit “One Hundred Poems about Flowers – the third twenty-five”
was successfully held in the Pratt Gallery during the first quarter. This exhibit was brought
to the museum by Oxford Creative Connections Inc . and was curated and installed by that
organization. The museum’s partnership with this group continues to increase our
organization’s profile within Oxford County and beyond. Through this collaboration the
museum has been able to connect with new clientele throughout the county particularly in the north. This partnership will continue throughout 2017, as OCCI is a member of the Oxford Remembers – Oxford’s Own project group and the major partner for the
museum’s Wilde Week celebrations to be held in the second quarter.
This quarter saw the start of the popular Lunch & Learn Lecture Series, with two of the
four L & L completed. The first lecture was held in February with Joan Weston as the guest
lecturer. Ms. Weston spoke on the history of Lake Lisgar and her family’s memories of
growing up around the lake. The March lecture was given by the Culture & Heritage Manager/Curator and looked at Tillsonburg’s First Council in honour of the 145th
anniversary of the first council meeting held March 22, 1872.
As previously mentioned both the Mayor’s Levee and Family Day were successfully
completed during Q 1. Unfortunately the Woman’s Day Flower Arranging Workshop
and Tea was cancelled due to lack of participation. This program was a new approach to
Women’s Day in an effort to increase numbers which had been slowly decreasing for this
annual event. Staff will need to evaluate both the previous program (which included a
luncheon and talk on Women’s history) and the 2017 program to see what will be the best
approach to celebrating Women’s Day in 2018.
Special programing to celebrate Canada 150 began during this quarter. The Culture &
Heritage Manager/Curator offered a series of talks entitled “Dominion Days” which
looked at how past Tillsonburg citizens celebrated the milestone years of Confederation. Also during this quarter detailed planning began for both Turtlefest and Canada Day
celebrations in the town. The Culture & Heritage Program Coordinator organized and
accompanied the Spring Bus Trip to Canada Blooms in Toronto. This annual spring
flower show also had a Canada 150 theme.
The Collections & Exhibit Specialist completed three exhibits within Annandale House
during the quarter; Letters and Correspondence a display of letters, and tools for
communication like typewriters, pens and ink wells in the restored bathroom, What’s Your Bag composed of assorted bags (military, shopping, recreation, etc.) in the 3rd floor
tower room and Fur or Faux an exhibit of fur artifacts from the permanent collection in
the ¼ ceiling room.
All the quilts from A Quilted Christmas were rolled and returned to collections storage
with the assistance of volunteers. Exhibit planning also continued on the Hevenor Art
Show.
The museum received objects, documents, and photographs from 11 donors this quarter.
The first quarter of 2016 saw only 5 donations. The majority of the donors brought in a
single object.
Page 2 / 3 Jan-Mar 2017 Activity - Culture and Heri 115
Of special note, Walter Kleer brought in a large collection of printing plates from the
Tillsonburg News that date back to the 1890s. The plates are of images that were
frequently reproduced in the Tillsonburg News. There are approximately 75-150 objects in
the collection. The collection had been stored in a damp basement prior to being brought to the museum, hence the condition of some the plates is not ideal. The entire collection will
need to be aired out before being fully processed and numbered.
Other objects accepted into the permanent collection during this quarter include: a
sweatshirt from the opening of the extension of Rolph Street Public School in 1989, a ribbon
from the 1919 Armistice Celebration in town, a funeral card from E.V. Tillson, a seed bag
from Vance Seed, a Tillsonburg patch that belonged to a former town councillor, a recording
by the St. Paul’s United Church Choir (1970’s), a booklet from the 1890s and a calendar
from the 1950s.
All artifacts, with the exception of the Kleer collection, received during the first quarter have been catalogued, entered into the database, and stored. The backlog of items to be accessioned/catalogued continued to be worked on during the quarter. To date 42
archival objects, 25 photographs and 46 3D artifacts were accessioned, catalogued and stored.
The Linton Collection (a significant archival collection), which came in 2008 was sorted
for a volunteer to catalogue. After the sort, 379 documents were accessioned and so far
19 of them have been fully catalogued.
Also during the quarter the Collections and Exhibitions Specialist attended Indigenous
Collections Symposium in Brantford to learn best practices and current trends in dealing with First Nations Collections in response to the Truth and Reconciliation
Commission.
Page 3 / 3 Jan-Mar 2017 Activity - Culture and Heri 116
Report Title January - March 2017 Activity – Parks, Cemetery &
Facilities
Report No. RCP 17-27
Author Corey Hill, Manager of Parks & Facilities
Meeting Type Council Meeting
Council Date April 24, 2014
Attachments
ACTIVITY REPORT (January - March 2017)
SPECIAL EVENTS
Hockey Tournaments - There were multiple hockey tournaments at the Complex that required
facilities staff to perform a variety of set-up tasks as well as clean up.
GMHL All Star Game – Tillsonburg hosted the inaugural GMHL All-Star game. Facilities staff provided numerous set-ups and provided logistical support for the event.
TMHI, OMHA & GMHL Playoffs – The hockey season was extended with playoffs in multiple
user leagues. Facilities staff supported the operations and logistics for the playoff games.
Family Day - The Family Day event included set-ups and tears downs in every part of the
building. There was also extensive pool and arena usage requiring extra attention to pool chemistry and ice conditions. Buck & Does – Multiple Buck & Does were scheduled throughout the quarter each requiring set-
up and tear down and clean-up.
NHL 100th Anniversary Event – Commenced planning for logistical support for the Q3 NHL 100th
Anniversary event coming to Tillsonburg.
CAPITAL PROJECTS
Museum HVAC Replacement – HVAC rooftop unit and zone damper installation completed at
the Museum.
Lake Lisgar Waterpark – Structural work to replace waterslide railings completed. Memorial Park – Design & procurement for Celebration Plaza was finalized and initial phase of
removing the horse track berm and concrete retaining wall was commenced.
Asset Management – Arena Refrigeration Plant audit and procurement/award for playground
condition assessments completed.
Fleet – Procurement process commenced for Parks & Cemetery Tractor #89 replacement. Roofing Projects – commenced procurement process for Community Centre roofing tenders.
Bids will be received and work awarded in Q2.
Dog Park – Parks’ team involved in initial planning on site selection and design for the dog park.
This work should be commenced in Q4.
Asbestos Removal from Water Meter (Complex) – All asbestos was successfully abated. Arena LED Conversion – Specifications being developed for rink lighting conversions with
attention to the application process for energy rebates. Work to be procured, awarded and
commenced in Q2.
Museum Program Room Flooring – quotes received and work awarded for flooring replacement.
Work to be completed in Q2. Columbaria Concrete – Initial procurement process commenced for concrete work in Cemetery.
Page 1 / 3 Jan-Mar 2017 Activity - Parks and Facili
117
Community Center Pool Tile Replacement – Scope of work developed and preparations for
procurement process to commence in Q2. Work to occur in Q3.
FACILITIES TEAM ACHIEVEMENTS
Facility Events – Multiple events/meetings set-ups and clean-ups New Staff - Recruitment for new Facilities Operator I was completed (Carl Kristensen joined our
team) and postings went up to fill 3 Facilities Attendants’ vacancies.
Training – Staff attended and completed Basic Refrigeration training course through Ontario
Recreation Facilities Association.
GMHL Tillsonburg Hurricanes – the inaugural season for the GMHL Tillsonburg Hurricanes was deemed a success and league feedback on the Complex amenities and the quality of the ice surface was very positive.
PARKS & CEMETERY ACHIEVEMENTS
Toboggan Hill - The toboggan hill was dismantled in preparation for Spring. Enhanced Beautification – Enhanced beautification program was approved as a part of the 2017
operational budget. Preparations commenced for operationalizing the program and seeking
community donations for 12 downtown flower urns.
Tree Removals - Tree removals commenced via contractor with further work being compiled for
Q2. Ball Diamond Lights/Lens Replacement – Initial work to replace lights and lens covers at
Annandale baseball field was commenced. Work to occur in Q2.
Spring Flower Campaign – Updated packages on new Town templates were created and sent
out promoting the spring flower campaign.
Memorial Bench/Trees – One bench and two trees were sold for Q2 installation. New Staff – A seasonal staff member (Richard Fuller) and a summer student (Anthony
Czerwinski) were recruited to join our team in Q2. Recruitment to continue in Q2 for 2 additional
seasonal staff.
Optimist/Annandale Diamond Bleachers – Replaced spectator seating boards on bleachers at
Annandale #4 & #5 as well as Optimist #1 & #2. Winter Maintenance – Although a lighter season for snow removal, there was plenty of ice
accumulation and slippery conditions that required winter maintenance at the Complex,
Museum, Station arts, Elliot Fairbairn Centre & the Cemetery.
New Schedule – In recognition of expanded weekend services, the Parks & Cemetery team will
implement a new schedule to permit enhanced weekday and weekend coverage Looking ahead to 2017 Q2
• Carroll Trail Repairs to be re-tendered as a design/build.
• Columbarium concrete work to be awarded and commenced.
• Procurement process and award for the Complex Pool tile replacement.
• Procurement process and award for multiple Complex roofing projects.
• Completion of playground condition assessments on all Town playgrounds.
• Hire 3 x Facility Attendants.
• Hire 2 x seasonal Parks & Cemetery Operator I’s.
• Commence fence expansion at the Parks & Cemetery yard.
• Install BIA benches in downtown.
• Commence enhanced beautification program.
• Receive and commence using new tractor #89.
Page 2 / 3 Jan-Mar 2017 Activity - Parks and Facili
118
• Commence clean-up and maintenance in all Town parks, trails, playgrounds and sports
fields (including skatepark & pumptrack).
• Implementation of updated user guidelines and safety recommendations’ signage at Skatepark & Pumptrack.
• Assume maintenance and grooming responsibility for 22km of new Trans Canada Trail
system.
• Plan, coordinate and oversee the Keep Tillsonburg Beautiful event.
• Commence grasscutting contracts for Town parks and properties.
• Tillsonburg Home Show & Turtlefest.
• Commence planning for parking area at Trottier park & Oak park.
• Continued coordination of the Memorial Park Revitalization plan and Celebration Plaza
implementation.
• Completion of Playground condition assessments and procurement commencement for
playground replacement/repairs.
• Procurement process for Complex roofing, pool tile replacement, Museum program room
flooring replacement, Museum eaves maintenance & arena LED conversion projects.
• Cemetery Columbaria concrete work will commence.
• Joy Mausoleum repair to be procured and awarded.
Page 3 / 3 Jan-Mar 2017 Activity - Parks and Facili
119
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4103
A BY-LAW TO AUTHORIZE A LAND LEASE AGREEMENT BETWEEN THE
CORPORATION OF THE TOWN OF TILLSONBURG AND CHESTERMAN FARM
EQUIPMENT
WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and
expedient to enter into a Land Lease Agreement with Chesterman Farm Equipment
Inc;
AND WHEREAS The Council of the Corporation of the Town of Tillsonburg deems it
necessary to repeal By-Law 4082, authorizing a previous lease agreement with
Chesterman Farm Equipment.
THEREFORE the Council of the Town of Tillsonburg enacts as follows:
1. THAT the Agreement attached hereto as Schedule “A” forms part of this by-law;
2. THAT the Mayor and Clerk be hereby authorized to execute the attached
agreement marked as Schedule “A” on behalf of the Corporation of the Town of
Tillsonburg;
3. THAT By-Law 4082, To Authorize a Land Lease Agreement with Chesterman
Farm Equipment duly passed on March 2, 2017 is hereby repealed.
THAT This By-Law shall come into force and take effect immediately after the final passing
hereof.
READ A FIRST AND SECOND TIME THIS 24TH Day of April, 2017.
READ A THIRD AND FINAL TIME AND PASSED THIS 24th day of April, 2017.
___________________________
MAYOR – Stephen Molnar
______________________________ TOWN CLERK – Donna Wilson
120
121
122
123
124
125
126
127
128
CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NO. 4101
A BY-LAW to authorize an amending agreement between her majesty the queen in
right of the province of Ontario as represented by the minister of transportation and the
Town of Tillsonburg, for the purpose of receiving funds from the Community
Transportation Pilot Grant Program.
WHEREAS the Corporation of the Town of Tillsonburg is desirous of entering into a
Community Transportation Pilot Grant Program Transfer Payment Agreement with Her
Majesty the Queen in right of the Province of Ontario as represented by the Minister of
Transportation for the Province of Ontario.
THEREFORE the Council of the Town of Tillsonburg enacts as follows:
1. THAT the agreement attached hereto as Schedule “A” forms part of this By-Law;
2. THAT the Mayor and Clerk be hereby authorized to execute the attached
agreement marked as Schedule “A” on behalf of the Corporation of the Town of
Tillsonburg;
3. AND THAT this By-Law shall come into full force and take effect after the final
passing hereof.
READ FOR A FIRST AND SECOND TIME THIS 24th DAY OF APRIL, 2017.
READ A THIRD AND FINAL TIME AND PASSED THIS 24th DAY OF APRIL, 2017.
_____________________________________
MAYOR – Stephen Molnar
_____________________________________
TOWN CLERK – Donna Wilson
129
130
131
132
133
134
135
136
137
138
139
140
141
142
143
144
145
146
147
148
149
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4102
BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the 24th day of April, 2017
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 April 24th, 2017, 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 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 24th DAY OF APRIL, 2017.
READ A THIRD AND FINAL TIME AND PASSED THIS 24TH DAY OF APRIL, 2017.
_____________________________
MAYOR – Stephen Molnar
______________________________
TOWN CLERK – Donna Wilson
150