170710 Council AGDTable of Contents
Agenda 3
Minutes of the Meeting of June 26, 2017 & June 27, 2017
170626 Council MIN 12
170627 MIN COUNCIL THI AGM 25
Parks & Recreation Committee Recommendation
2017 Parks Recreation Advisory Committee Resolution 27
Application for Minor Variance- A-06/17- Fred & Elaine Henning,
21 Armstrong Drive
Application A-06/17 28
A-06/17 Report 32
Report Attachments 36
Letter of Support - A-06-17 39
Application for Zone Change- ZN 7-17-04- Andy Jacko Farms
Application 7-17-04 40
ZN 7-17-04 Report 44
Report Attachments 48
Application for Zone Change- ZN 7-17-07- 2563557 Ontario
Inc.- 360 Quarter Town Line
Application ZN 7-17-07 51
ZN 7-17-07 Report 56
Report Attachments 62
Tillsonburg Soccer Club Request for refund
Till Soccer refund requ 65
MYR 17-05, Oxford County Update
MYR 17-05 66
CL 17-16 Committee Appointment
CL 17-16 Committee Appointment 68
Schedule A - Committee Appointment By-Law 70
DCS 16-22, Offer to Purchase – 32 Clearview Drive
Report DCS 17-22 75
FIN 17- 23 TD - US BANK CANADA Procurement Cards
FIN 17- 23 TD - US BANK Procurement Cards 78
OPS 17-16 Results for Tender RFT 2017-009 Hot Mix Asphalt
Paving Program
OPS 17-16 Results for Tender RFT 2017-009 Hot Mix
Asphalt Paving Program 80
OPS 17-17 Results for Tender RFT 2017-008 Concrete
Sidewalk and Curbing
OPS 17-17 Results for Tender RFT 2017-008 Concrete
Sidewalk and Curbing 83
RCP 17-36 - Green Energy Act Reporting 2017
RCP 17-36 - Green Energy Act Reporting 2017 85
Energy Consumption Spreadsheet 87
RCP 17-37 – Proposed Outdoor Recreation Pad
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RCP 17-37 - Proposed Outdoor Recreation Pad 88
CAO 17-05, Town Hall Project Committee – Honourary Chair
Report CAO 17-05 93
CAO 17-04, Town Hall Project Committee – Funding Request –
Drafting RFP, Vetting and Selection Process – Town Hall
Project
Report CAO 17-04 95
Committee Minutes
170529 Canada 150 notes 97
170503 Cultural Advisory MIN 99
170607 Cultural Advisory MIN 101
170601 HBC MIN 103
170629 Museum MIN 105
170620 PRC MIN 108
LPRCA Minutes
LPRCA Minutes 111
By-Law 4116, To Amend Zoning By-Law 3295 (ZN 7-17-07)
By-Law 4116 119
Explanatory Note 121
By-Law 4119, To authorize the sale of land (32 Clearview Drive)
to Elmerex Inc.
By-Law 4123 122
By-Law 4122, To amend Schedule A of By-Law 3876, appoint
members
By-Law 4122, to amend 3876 - Committee
Appointments 123
Schedule A - Committee Appointment By-Law 124
By-Law 4120, To confirm the proceedings of Council.
Confirming By-Law 129
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1. Call to Order
2. Closed Session
Proposed Resolution # 1
Moved By: Seconded By:
THAT Council move into Closed Session to consider:
1. personal matters about an identifiable individual, including municipal or local board
employees (CAO Appraisal);
2. a proposed or pending acquisition or disposition of land by the municipality or local
board; (Clearview Dr.)
3. Adoption of Agenda
Proposed Resolution #2
Moved By: Seconded By:
THAT the Agenda as prepared for the Council meeting of Monday, July 10, 2017, be
adopted.
4. Moment of Silence
5. Disclosures of Pecuniary Interest and the General Nature Thereof
6. Adoption of Council Minutes of Previous Meeting
6.1. Minutes of the Meeting of June 26, 2017 and June 27, 2017.
170626 Council MIN
170627 MIN COUNCIL THI AGM
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Monday, July 10, 2017
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
AGENDA
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Council Meeting – Agenda - 2 -
Proposed Resolution # 3
Moved By: Seconded By:
THAT the Minutes of the Council Meeting of June 26, 2017 and June 27, 2017, be
approved.
7. Delegations and Presentations
8. Committee Reports & Presentations
8.1. Parks & Recreation Committee Recommendation
8.1.1. 2017 Parks Recreation Advisory Committee Resolution
Proposed Resolution #4
Moved By: Seconded By:
THAT Council receives the recommendations from the Parks & Recreation Advisory
Committee for Parking at the Community Centre, as information;
AND THAT the matter be referred to the Works Department and By-Law Enforcement for
review and recommendations.
9. Public Meetings
Proposed Resolution #5
THAT Council move into Committee of Adjustment to hear an application for Minor
Variance A-06/17 at _____ p.m.
9.1. Application for Minor Variance- A-06/17- Fred & Elaine Henning, 21 Armstrong Drive
Application A-06/17
A-06/17 Report
Report Attachments
Letter of Support - A-06-17
Proposed Resolution # 6
Moved By: Seconded By:
That the Tillsonburg Committee of Adjustment approve Application File A-06/17,
submitted by Fred & Elaine Henning, for lands described as Lot 26, Plan 41M-88, Town
of Tillsonburg, as it relates to relief from Section 6.5.3.2.6 – Required Rear Yard Depth,
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Council Meeting – Agenda - 3 -
to decrease the minimum required rear yard depth from 10 m (32.8 ft) to 8 m (26.2 ft), to
facilitate the construction of a sunroom addition at the rear of an existing single detached
dwelling.
Subject to the condition that a building permit for the proposed sunroom shall be issued
within one year of the date of the Committee's decision.
Proposed Resolution #7
Moved By: Seconded By:
THAT Council move out of Committee of Adjustment and move back into regular session at
_____ p.m.
9.2. Application for Zone Change- ZN 7-17-04- Andy Jacko Farms
Application 7-17-04
ZN 7-17-04 Report
Report Attachments
Proposed Resolution #8
Moved By: Seconded By:
THAT Council approve in principle the zone change application submitted by Andy Jacko
Farms, whereby the subject lands described as Lots 14-15 & 25, Plan 1653, save and
except Parts 1 & 2. 41R 7500, in the Town of Tillsonburg, are to be rezoned from ‘Future
Development Zone (FD)’ to ‘Service Commercial Zone (SC)’ to fulfill a condition of
Consent Application B17-29-7 and ensure the zoning of the lands to be severed is
consistent with that of the lands to which they will be added.
9.3. Application for Zone Change- ZN 7-17-07- 2563557 Ontario Inc.- 360 Quarter Town
Line
Application ZN 7-17-07
ZN 7-17-07 Report
Report Attachments
Proposed Resolution #9
Moved By: Seconded By:
THAT Council approve the zone change application submitted by 2563577 Ontario Inc,
whereby the lands described as Lot 2, Plan M119, known municipally as 360 Quarter
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Council Meeting – Agenda - 4 -
Town Line, are to be rezoned from ‘Special Medium Density Zone (RM-2)’ to ‘Amended
Special Medium Density Residential Zone (RM-2)’ to facilitate the development of a
phased condominium development consisting of 64 townhouse units.
10. Planning Applications
11. Information Items
11.1. Tillsonburg Soccer Club Request for refund
Till Soccer refund requ
Proposed Resolution #10
Moved By: Seconded By:
THAT Council receives the Tillsonburg Soccer Club Request, as information.
12. Mayor
12.1. MYR 17-05, Oxford County Update
MYR 17-05
Proposed Resolution #11
Moved By: Seconded By:
THAT Council receive Report MYR 17-05, Oxford County Update, as information.
13. Quarterly Reports
14. Reports from Departments
14.1. Chief Administrative Officer
14.2. Clerk’s Office
14.2.1. CL 17-16 Committee Appointment
CL 17-16 Committee Appointment
Schedule A - Committee Appointment By-Law
Proposed Resolution #12
Moved By: Seconded By:
THAT Council receives Report CL 17-16, Committee Appointment;
AND THAT Jesse Goossens be appointed to the Town Hall Project Committee;
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Council Meeting – Agenda - 5 -
AND THAT By-law 4122, to amend Schedule A of By-Law 3876, be brought forward for
Council consideration.
14.3. Development and Communication Services
14.3.1. DCS 16-22, Offer to Purchase – 32 Clearview Drive
Report DCS 17-22
Proposed Resolution #13
Moved By: Seconded By:
THAT Council receive Report DCS 16-22, Offer to Purchase – 32 Clearview Drive;
AND THAT a By-law be brought forward authorizing the Mayor and Clerk to execute all
documents necessary to transfer the property known as Part of Lot 2, Concession 6,
NTR Middleton, and to be described by a new reference plan, to Elmerex Inc;
AND THAT the net proceeds be contributed to the Industrial Land Reserve.
14.4. Finance
14.4.1. FIN 17- 23 TD - US BANK CANADA Procurement Cards
FIN 17- 23 TD - US BANK Procurement Cards
Proposed Resolution #14
Moved By: Seconded By:
THAT Council receives report FIN 17- 23 TD - US BANK Procurement Cards;
AND THAT authorizes the Mayor and Treasurer to sign the application.
14.5. Fire and Emergency Services
14.6. Operations
14.6.1. OPS 17-16 Results for Tender RFT 2017-009 Hot Mix Asphalt Paving Program
OPS 17-16 Results for Tender RFT 2017-009 Hot Mix Asphalt Paving Program
Proposed Resolution #15
Moved By: Seconded By:
THAT Council receive Report OPS 17-16, Results for Tender RFT 2017-009 Hot Mix
Asphalt Paving Program;
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Council Meeting – Agenda - 6 -
AND THAT Council award Tender RFT 2017-009 to Brantco Construction of Cambridge,
ON at a cost of $319,832.90 (net HST included), the lowest bid received satisfying all
Tender requirements.
AND FURTHER THAT Council authorize the use of $32,632.90 of unused Gas Tax
funds from the Riverview Subdivision Stage 2 of 2 Reconstruction to fund the remaining
project cost.
14.6.2. OPS 17-17 Results for Tender RFT 2017-008 Concrete Sidewalk and Curbing
OPS 17-17 Results for Tender RFT 2017-008 Concrete Sidewalk and Curbing
Proposed Resolution #16
Moved By: Seconded By:
THAT Council receive Report OPS 17-17, Results for Tender RFT 2017-008 Concrete
Sidewalk and Curbing;
AND THAT Council award Tender RFT 2017-008 to J. Franze Concrete Ltd. of London,
ON at a cost of $91,782.43 (net HST included), the lowest bid received satisfying all
Tender requirements.
14.7. Recreation, Culture & Park Services
14.7.1. RCP 17-36 - Green Energy Act Reporting 2017
RCP 17-36 - Green Energy Act Reporting 2017
Energy Consumption Spreadsheet
Proposed Resolution #17
Moved By: Seconded By:
THAT Council receives Report RCP 17-36 - Green Energy Act Reporting 2017 for
information; AND THAT Council approves the Energy Consumption and GHG
Emissions report for 2015.
14.7.2. RCP 17-37 – Proposed Outdoor Recreation Pad
RCP 17-37 - Proposed Outdoor Recreation Pad
Proposed Resolution #18
Moved By: Seconded By:
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Council Meeting – Agenda - 7 -
THAT Council receives Report RCP 17-37 – Proposed Outdoor Recreation Pad for
information;
AND THAT Council approves the incorporation of the J. L. Scott McLean Outdoor
Recreation Pad into the Memorial Park Master Plan at a location East of the existing
Community and Memorial rinks;
AND THAT Council approves that the Pad be constructed in a manner ready to accept
refrigeration coolant when the capacity is available from the ice plant at the Tillsonburg
Community Centre,
AND THAT Council authorizes the establishment of a J. L. Scott McLean Legacy Trust to
enable funds to be received, receipted and disbursed for the construction of the Outdoor
Recreation Pad;
AND THAT Council direct staff establish a separate bank account and general ledger
account for this purpose;
AND FURTHER THAT BY-LAW 3896, Trusts and Appointments be revised and brought
back to council for consideration;
AND THAT the construction of the Outdoor Recreation Pad be scheduled for the fall of
2018.
15. Unfinished Business
16. Staff Information Reports
17. Committee Minutes & Reports
17.1. CAO 17-05, Town Hall Project Committee – Honourary Chair
Report CAO 17-05
Proposed Resolution #19
Moved By: Seconded By:
THAT Report CAO 17-05 Town Hall Project Committee – Honourary Chair be received
for information;
AND THAT the Tillsonburg Town Council recognize Marty Klein as Honourary Chair of
the Town Hall Project Committee.
17.2. CAO 17-04, Town Hall Project Committee – Funding Request – Drafting RFP,
Vetting and Selection Process – Town Hall Project
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Council Meeting – Agenda - 8 -
Report CAO 17-04
Proposed Resolution #20
Moved By: Seconded By:
THAT Report CAO 17-04 Town Hall Project Committee – Funding Request – Drafting
RFP, Vetting and Selection Process – Town Hall Project be received for information;
AND THAT the Tillsonburg Town Council approves the request of the Town Hall Project
Committee for a funding allocation of $25,000 for the purposes of contracting with a
vendor for the preparation of an Request for Proposal (RFP) document, subsequent
vetting of responses to the RFP and evaluation of the responses for vendor selection for
the Town Hall Project.
17.3. Committee Minutes
170529 Canada 150 notes
170503 Cultural Advisory MIN
170607 Cultural Advisory MIN
170601 HBC MIN
170629 Museum MIN
170620 PRC MIN
Proposed Resolution #21
Moved By: Seconded By:
THAT Council receive the Minutes of the Cultural Advisory Committee for May 03, 2017
and June 7, 2017, the Heritage, Beautification & Cemetery Advisory Committee for June
01, 2017, the Museum Advisory Committee for June 29, 2017 and the Parks &
Recreation Advisory Committee for June 20, 2017, as information.
17.4. LPRCA Minutes
LPRCA Minutes
Proposed Resolution #22
Moved By: Seconded By:
THAT Council receive the Minutes of the LPRCA for June 7, 2017, as information.
18. Notice of Motions
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Council Meeting – Agenda - 9 -
19. Resolutions
19.1. Reschedule August Council Meeting
Proposed Resolution #23
Moved By: Seconded By:
THAT the Council Meeting of Monday, August 14, 2017 be rescheduled to Monday
August 21, 2017 due to the Association of Municipalities of Ontario Conference.
20. Resolutions Resulting from Closed Session
21. By-Laws
21.1 By-Laws from the Meeting of Monday, July 10, 2017
Proposed Resolution #24
Moved By: Seconded By:
THAT By-Law 4116, To Amend Zoning By-Law 3295 (ZN 7-17-07);
AND THAT By-Law 4119, To authorize the sale of land (32 Clearview Drive) to Elmerex Inc.;
AND THAT By-Law 4122, To amend Schedule A of By-Law 3876, appoint members
Schedule A - Committee Appointment By-Law, 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.
Proposed Resolution #25
Moved By: Seconded By:
THAT By-Law 4120 Confirming By-Law, To confirm the proceedings of Council at its
meeting held on the 19th day of July, 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.
22. Items of Public Interest
23. Adjournment
Proposed Resolution #26
Moved By: Seconded By:
THAT the Council Meeting of Monday, July 10, 2017 be adjourned at _____ p.m.
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ATTENDANCE
Mayor Stephen Molnar
Deputy Mayor Dave Beres
Councillor Maxwell Adam
Councillor Penny Esseltine
Councillor Jim Hayes
Councillor Chris Rosehart
Councillor Brian Stephenson
Staff:
Donna Wilson, Town Clerk
Dave Rushton, Director of Finance/Treasurer
Kevin DeLeebeeck, Director of Operations
Rick Cox, Director of Recreation, Culture & Parks
Lana White, Corporate Executive Assistant
Regrets:
David Calder, CAO
Tricia Smith, Deputy Clerk
1. Call to Order
The meeting was called to order at 6:00pm.
2. Adoption of Agenda
Resolution #1
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT the Agenda as prepared for the Council meeting of Monday, June 26, 2017, be
adopted.
Carried
3. Moment of Silence
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Monday, June 26, 2017
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
MINUTES
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Council Meeting – Agenda - 2 -
4. Disclosures of Pecuniary Interest and the General Nature Thereof
Councillor Hayes declared a conflict in Agenda Item 8.2, Application for Zone Change – ZN
7-17-06, Town of Tillsonburg & Chesterman Farm Equipment, Rokeby Road, in regards to
his brother Bill Hayes’ interest in the Application.
5. Adoption of Council Minutes of Previous Meeting
5.1. Minutes of the Meeting of June 12, 2017
170612 Council MIN
Resolution #2
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT the Minutes of the Council Meeting of June 12, 2017, be approved.
Carried
6. Delegations and Presentations
6.1. Senior of the Year Award 2017 Presentation to Rachel Parker
Presented by: Mayor Molnar
6.2. Volunteer Achievement Award Presentation to Bill Pratt
Presented by: Mayor Molnar and Councillor Stephenson
6.3. FIN17-19 2016 Draft Financial Statements
Christene Scrimgeour, Scrimgeour & Company, sent regrets.
2016 Draft Financial Statements - Corporation of the Town of Tillsonburg
2016 Draft Financial Statements - Trust Funds
2016 Draft Financial Statements - Waterworks Department
2016 Draft Financial Statements - Sanitary Sewer Department
Town of TIllsonburg Independence Letter
Resolution #3
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receives the 2016 Draft Financial Statements as presented;
AND THAT the 2016 Independence Letter be received.
Carried
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Council Meeting – Agenda - 3 -
7. Committee Reports & Presentations
8. Public Meetings
8.1. Application for Zone Change - ZN 7-17-05 - Jeffery Smith, 3311 Highway 3
ZN 7-17-05_ Report
Report Attachments - ZN 7-17-05
7-17-05_appl-20170509
Eric Gilbert, Development Planner, County of Oxford, appeared before Council and
presented Report ZN 7-17-05..
Opportunity was given for comments and questions.
Cephas Panschow, Development Commissioner for the Town, was asked to provide
further information, potential challenges, and to expand on his statement contained in
the planners report.
In response to a question from Council, Mr. Gilbert confirmed that the current zoning
would remain in place, with the addition of permission for an automotive establishment.
The applicant was not in attendance.
No members of the public appeared in support of, or in opposition to, the application.
Council passed the following resolution.
Resolution #4
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council approve the zone change application submitted by Jeffery Smith whereby
the lands described as Part Lot 1, Concession 5NTR (Middleton), Part 1 of 41R- 928,
known municipally as 3311 Highway 3, are to be rezoned from ‘Future Development
Zone (FD)’ to ‘Special Future Development Zone (FD-3)’ to permit an motor vehicle
sales and service establishment on the subject lands.
Carried
8.2. Application for Zone Change - ZN 7-17-06 - Town of Tillsonburg & Chesterman Farm
Equipment, Rokeby Road
ZN 7-17-06_ Report
Report Attachments - ZN 7-17-06
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Council Meeting – Agenda - 4 -
Petition
Application
Correspondence - William Hayes
Councillor Hayes left the meeting for Agenda Item 8.2. due to his declared conflict.
Eric Gilbert, Development Planner, County of Oxford, appeared before Council and
presented Report ZN 7-17-06.
Opportunity was given for comments and questions.
In response to questions from Council, Mr. Gilbert provided further comments.
Any use would be subject to the noise by-law, and dust control as well.
CN was notifed. The only comment received from CN was that fencing would be
required along the property line.
Dave Chesterman, the applicant, was in attendance and provided comments with
respect to noise, traffic congestion and dust.
He noted that the proposed track would be in the top corner of the parcel of land, and
also noted the 60-day cancellation period, if he was unable to satisfactorily deliver what
he was proposing.
In response to questions from Council, the applicant provided further comment.
Races would be most Tuesdays from May to September, generally finished by 9-
9:30pm.
Staff further confirmed that site plan control would be required.
No members of the public appeared in support of the application.
Debra Pattyn, also representing her husband Ron and neighbours, appeared in
opposition to the application. The noted concerns included, noise, increased traffic on
Rokeby Road and road condition, races being posted for not only Tuesdays, water for
dust control, environmental including wildlife. An article regarding badgers, dated April
14, 2010, was provided for the record as well.
Ron Vanderhaeghe appeared in opposition to the application. The noted concerns
included public notice, noise, dust, access, wildlife and environment, potential
contamination, size and lighting of the track.
A petition was filed opposing the application.
Bill Hayes, also representing his wife, appeared in opposition to the application. The
noted concerns included noise, dust control, potential use of chemicals and products,
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Council Meeting – Agenda - 5 -
environmental, wildlife, watershed area, proposed measures so as not to compromise
water, increased traffic, and posting of the notice.
Marty Hawel appeared in opposition to the application. The noted concerns included, the
conditions associated with potential termination of the lease, in addition to Tuesday
racing and maintenance which will cause noise and disruption.
Paul V, representing Dorothy Vanderhaeghe, appeared in opposition to the application.
Noted concerns included future maintenance and control of the property if the proposed
use is approved and then fails.
Jeff Scott appeared in opposition to the application. The noted concerns included,
posting of the notice, traffic, fencing, noise, sandplains, and badger habitat.
The applicant was given opportunity to address the comments and concerns.
Resolution #5a
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council receives Community Planning Report 2017-178 including all attachments
attached therein, as information.
Carried
Resolution #5b
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council approve in principle the zone change application submitted by
Chesterman Farm Products Inc., whereby the lands described as Part Lot 10,
Concession 4 NTR (Middleton), Lot 1641, Plan 500, and Part 1 of 41R-8386, in the Town
of Tillsonburg, known municipally as 289 Rokeby Road, are to be rezoned from ‘General
Industrial Zone (MG)’ to ‘Special Temporary General Industrial Zone (MG-T1)’ to permit
a go kart racing track for a temporary period of 3 years on the subject lands.
Councillor Rosehart requested a recorded vote.
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Council Meeting – Agenda - 6 -
Recorded Vote:
NAME VOTE IN FAVOUR VOTE AGAINST
Councillor Rosehart x
Councillor Stephenson x
Councillor Adam x
Deputy Mayor Beres x
Councillor Esseltine x
Mayor Molnar x
The recorded vote reflects the vote is 3 in favour of the Motion and 3 against the Motion.
The motion is "Defeated"
Mayor Molnar called a 10 minutes recess at 9:11pm
Council reconvened at 9:21pm.
Councillor Hayes returned to the meeting.
9. Planning Applications
10. Information Items
10.1. Local Court Security Advisory Committee
Local Court Security Advisory Committee 060117
Proposed Resolution #6
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council receives the Memo from Oxford County regarding a Local Court Security
Advisory Committee;
AND THAT the matter be referred to the CAO for a report and recommendation.
Carried
11. Mayor
12. Quarterly Reports
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Council Meeting – Agenda - 7 -
13. Reports from Departments
13.1. Chief Administrative Officer
13.2. Clerk’s Office
13.2.1. CL 17-15, Dedicating part of a public highway – Langrell Avenue & Fairview
Street
CL 17-15, Dedicate certain lands as part of a public highway
Correspondence - Jenkins & Gilvesy
By-Law 4113
Proposed Resolution #7
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT Council receives Report CL 17-15, Dedicating part of a public highway – Langrell
Avenue & Fairview Street;
AND THAT By-Law 4113, be brought forward for Council’s consideration.
Carried
13.3. Development and Communication Services
13.4. Finance
13.4.1. FIN17-19 2016 Draft Financial Statements
FIN17-19 2016 Draft Financial Statements
Resolution #8
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT Council receives report FIN17-19 2016 Draft Financial Statements;
AND THAT the Draft Financial Statements for the year ended December 31, 2016 be
approved.
Carried
13.4.2. FIN17-20 Single Source Purchase Order Software
FIN17-20 Single Source Purchase Order Software
Resolution #9
Moved By: Councillor Esseltine Seconded By: Councillor
Stephenson
THAT Council receives Report FIN 17-20 Single Source Purchase Order Software;
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Council Meeting – Agenda - 8 -
AND THAT Council authorizes Staff to forego the purchasing policy for this particular
capital item;
AND FURTHER THAT the Single Source for the Purchase Order software purchase
is awarded to Aptean at their proposed software cost of $57,724.43 and licensing
costs of $7,491.02 (includes net HST).
Carried
13.4.3. FIN 17-21, 2017 Amended Tax Levy By-Law Schedule "A"
2017 Amended Tax Levy By-Law Schedule "A"
Amended 2017 Final Levy By-Law
2017 MULTI RES TAX RATE IMPACT
Resolution #10
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives Report FIN17-21 Amended 2017 Tax Levy By-Law Schedule
“A”;
AND THAT By-Law No. 4114 be approved amending Schedule “A” of By-Law 4106
for the adoption of tax rates.
Carried
13.4.4. FIN 17-22 Vacant Unit Tax Rebate Program Reform
Report FIN 17- 22
Consultation letter from County Director of Corporate Services
E&E McLaughlin Response
Tillsonburg Chamber of Commerce Response
Resolution #11
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives Report FIN 17- 22 Vacant Unit Tax Rebate Program Reform;
AND THAT Council advises the County of Oxford of Tillsonburg’s opposition to
phasing out the Vacant Unit Tax Rebate Program;
AND THAT the Development Committee’s Resolution be forwarded to County Council
before June 28th, 2017;
AND FURTHER THAT staff be directed to look at alternate support programs if the
County proceeds with the elimination of the Vacant Unit Tax Rebate Program.
Carried
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Council Meeting – Agenda - 9 -
13.5. Fire and Emergency Services
13.6. Operations
13.7. Recreation, Culture & Park Services
14. Unfinished Business
15. Staff Information Reports
16. Committee Minutes & Reports
16.1. Committee Minutes
170620 Accessibility Advisory Committee MIN
170509 Development MIN
170613 Development MIN
170411 Fire Strat Plan MIN
170518 PRC MIN
Resolution #12
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives the Minutes of the Accessibility Advisory Committee dated
June 20, 2017, the Development Committee dated May 9, 2017 and June 13, 2017,
the Fire Strategic Planning Committee dated April 11, 2017, and the Parks,
Recreation and Culture Advisory Committee dated May 18, 2017, as information.
Carried
16.2. Minutes, LPRCA
170405 LPRCA MIN
170503 LPRCA MIN
Proposed Resolution #13
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receives the Minutes of the LPRCA dated April 5, 2017 and May 3,
2017, as information.
Carried
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Council Meeting – Agenda - 10 -
16.3. Minutes, Police Services Board
170419 PSB MIN
170517 PSB MIN
Resolution #14
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receives the Minutes of the Police Services Board dated April 19, 2017
and May 17, 2017, as information.
Carried
17. Notice of Motions
18. Resolutions
18.1. Appointment of Directors for the Board of Tillsonburg Hydro Inc.
Brd of Dir List 2017
Resolution #15
Moved By: Councillor Adam Seconded By: Councillor Esseltine
THAT Council supports the appointment of John Gilvesy, Daniel Rasokas, Alex
Urbanowicz, Ann Loker, Ernie Vidovic, Julie Ann Snell as Directors for Tillsonburg
Hydro Inc. until the 2018 Annual General Meeting;
AND THAT Deputy Mayor Beres (Shareholder Representative), be appointed until
further notice;
AND FURTHER THAT this resolution be forwarded to the Tillsonburg Hydro Inc.
Annual General Meeting scheduled for June 27, 2017.
Carried
18.2. Auto Mayors Caucus to Promote Canadian Auto
Auto Mayors Policy Workshop Document May 2017
Draft Auto Mayors NAFTA Letter
Resolution #16
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
WHEREAS, the auto sector directly employs over 101,000 people in Ontario, and
indirectly supports the creation of more than 300,000 good jobs in communities
nationwide;
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Council Meeting – Agenda - 11 -
AND WHEREAS, the automotive industry represents Canada’s largest manufacturing
sector, Ontario’s chief export and the economic lifeblood of hundreds of Canadian
communities;
AND WHEREAS, a thriving auto sector is an essential part of Tillsonburg’s local
economy, stimulating growth, innovation, and the over 2,000 well paying jobs;
AND WHEREAS, Canada’s auto sector has been deeply integrated with that of the
United States since the early-20th century, as indicated by the 1965 Canada-US Auto
Pact;
AND WHEREAS, the North American Free Trade Agreement governs nearly every
aspect of Canada and the United States’ economic relationship, including the import
and export of auto parts and vehicles;
AND WHEREAS, even minor changes to the established trade relationship between
Canada and the United States could have enormous consequences for workers and
consumers on both sides of the border;
AND WHEREAS, in 2016 the government of Ontario and Michigan signed a
Memorandum of Understanding calling for increased cooperation and partnership
between their two automotive sectors;
AND WHEREAS, the United States has announced its intent to renegotiate NAFTA;
AND WHEREAS, Canada’s economic future and the continued wellbeing of
Tillsonburg’s local economy depend on a thriving automotive sector;
THEREFORE, be it resolved that Tillsonburg Town Council:
1. Join with Councils across Ontario in calling on the federal government to make
the protection and growth of Canada’s automotive sector a key priority in the
upcoming NAFTA negotiations;
2. And that the Mayor write a letter to Prime Minister Justin Trudeau and Dave
McKenzie Member of Parliament, and Ernie Hardeman, Member of Provincial
Parliament reinforcing these concerns;
3. And that Council urge those local members of Parliament who have not yet done
so to join the parliamentary auto caucus, advocating for the wellbeing of Canada’s
automotive sector in Ottawa.
Carried
22
Council Meeting – Agenda - 12 -
19. By-Laws
By-Laws from the Meeting of Monday, June 26, 2017
Resolution #17
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
19.1. THAT By-Law 4113 , To dedicate certain lands as part of a public highway;
By-Law 4114, To amend By-Law 4106, To adopt Budgetary Estimates;
By-Law 4115, To Amend Zoning By-Law No. 3295, 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
Resolution #18
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
19.2 THAT By-Law 4117, To confirm the proceedings of Council at its meeting held on June
26, 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
20. Items of Public Interest
The Trans Canada Trail opening event is scheduled for June 29, 2017 starting at 10:00 am
at Tillsonburg Avenue and Clarke Street.
Information was provided with respect to Canada Day activities July 1, 2017. Further
information available in the Wednesday edition of the Tillsonburg News and on the Town of
Tillsonburg website. Information sheets have also been provided to schools, to go home
with students.
Opportunities to sign the large Canada Day flag will continue until the end of the year. At
unscheduled times, it will be available at Annandale House.
Notice was given regarding Newell Road and the Transfer Station. Public notices have been
circulated.
23
Council Meeting – Agenda - 13 -
21. Adjournment
Resolution #19
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT the Council Meeting of Monday, June 26, 2017 be adjourned at 10:20 p.m.
Carried
24
=
Attendance:
Mayor Stephen Molnar
Deputy Mayor Beres Councillor Adam Councillor Esseltine
Councillor Jim Hayes
Councillor Stephenson
Regret: Councillor Rosehart
Staff:
David Calder, CAO
Donna Wilson Town Clerk
1. Call to Order
The meeting was called to order at 10:03 a.m. 2. Adoption of Agenda
Resolution #1
Moved By: Councillor Adam Seconded By: Councillor Hayes
THAT the Agenda as prepared for the Council meeting of Tuesday, June 27, 2017 , be
adopted.
Carried
3. Moment of Silence
4. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Tuesday, June 27, 2017
10:00 AM
Council Chambers
200 Broadway, 2nd Floor
MINUTES
25
Council Meeting – Agenda - 2 -
5. Public Meetings
5.1. Tillsonburg Hydro Inc. Annual General Meeting
Tillsonburg Hydro Inc. Agenda Packet 2017-06-27 12-00
Resolution # 2
Moved By: Councillor Hayes Seconded By: Councillor Adam
THAT Council move into the Annual General Meeting of the Shareholder of Tillsonburg
Hydro Inc.
Carried
Council moved back into regular session at 11:07 a.m.
6. Notice of Motions
7. By-Laws
By-Laws from the Meeting of Tuesday, June 27, 2017
Resolution #3
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
7.1. THAT By-law 4118 Confirming June 27 To Confirm the Proceedings of the Council Meeting
of June 27, 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.
8. Adjournment
Resolution # 4
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT the Council Meeting of Tuesday, June 27, 2017 be adjourned at 11:09 a.m.
Carried
26
Report Title Parking at Community Centre
Report No.
Author Mel Getty – Chair – Parks & Recreation Advisory Committee
Meeting Type Council Meeting
Council Date July 10, 2017
Attachments
RECOMMENDATION
THAT Council receives the recommendations from the Parks & Recreation Advisory Committee
for Parking at the Community Centre, as information;
AND THAT the matter be referred to the Works Department and By-Law Enforcement for review
and recommendations.
BACKGROUND
The Parks & Rec Advisory Committee RESOLVES On a MOTION made, SECONDED and
CARRIED that the parking be removed from the West side of Hardy Ave and on the south of
Lisgar Ave between Broadway and Hardy Ave.
Also enhancement of the parking lot at Welding Lane and Hardy Ave, this is to include signage and parking curbs.
Moved By: D. Scanlan Seconded By: S. Wray
EXECUTIVE SUMMARY:
At the June 20th meeting of the Parks and Recreation Advisory Committee the following safety concerns were discussed: speed on both Lisgar Ave & Hardy Ave, poor visibility when leaving
the current parking lot on Hardy Ave and the inability for emergency vehicles to access the
community centre and all outdoor facilities – ball diamonds, pump track, skate park when cars
parking on both sides.
During winter months Hardy Ave becomes very narrow after snow ploughing.
FINANCIAL IMPACT/FUNDING SOURCE:
Parking Lot on Welding Lane and Hardy Ave to be addressed in the 2018 Budget.
Page 1 / 1 2017 Parks Recreation Advisory Committe.docx
27
28
1999
since built
see attached sketch
see attached sketch
single detached dwelling- 129 sq m, attached garage-46 sq m
29
Low Density Residential
X
30
31
Community Planning
P. O. Box 1614, 21 Reeve Street Woodstock Ontario N4S 7Y3
Phone: 519-539-9800 • Fax: 519-421-4712 Web site: www.oxfordcounty.ca
Our File: A-06/17
APPLICATION FOR MINOR VARIANCE
TO: Town of Tillsonburg Committee of Adjustment MEETING: July 10, 2017
REPORT NUMBER: 2017-199
OWNERS: Fred & Elaine Henning
21 Armstrong Drive, Tillsonburg ON, N4G 5T3
REQUESTED VARIANCE:
Relief from Section 6.5.3.2.6 – Required Rear Yard Depth, to decrease the minimum required
rear yard depth from 10 m (32.8 ft) to 8 m (26.2 ft), to facilitate the construction of a sunroom addition at the rear of an existing single detached dwelling.
LOCATION:
The subject property is described as Lot 26, Plan 41M-88, in the Town of Tillsonburg. The property is located on the west side of Armstrong Drive, south of Wilson Avenue, and is
municipally known as 21 Armstrong Drive.
BACKGROUND INFORMATION:
COUNTY OF OXFORD OFFICIAL PLAN:
Schedule ‘T-1’ Town of Tillsonburg Land Use Plan Residential
Schedule ‘T-2’ Town of Tillsonburg Residential Density Plan Low Density Residential
TOWN OF TILLSONBURG ZONING BY-LAW: Special Low Density Residential Type 1 Zone (R1-3)
SURROUNDING USES: Low density residential uses, consisting of single detached dwellings
32
File Number: A-06/17 Report Number 2017-199 Page 2
COMMENTS:
(a) Purpose of the Application:
The applicants are requesting relief from the above noted section of the Town Zoning By-law to
facilitate the construction of a sunroom addition at the rear of the existing single detached dwelling on the property.
The subject property comprises approximately 595 m2 (6,405 ft2) and is currently occupied by an existing single detached dwelling. Surrounding uses include low density residential uses, consisting of single detached dwellings.
Plate 1, Location Map (with Existing Zoning and Parcel Lines), shows the location of the subject
property and the zoning in the immediate vicinity.
Plate 2, 2015 Aerial Map, shows the location of the subject lands and surrounding properties.
Plate 3, Applicants’ Sketch, shows the dimensions and location of the proposed sunroom addition.
(b) Agency Comments:
The application was circulated to a number of public agencies. The following comments were received.
The Town Engineering Services Department indicated that a preliminary lot grading plan
detailing the existing and proposed grading of the rear yard will be required as part of the building permit submission.
The Town Building Services Department, County Public Works Department and Town Hydro Services Department had no concerns with the proposal.
(c) Public Consultation:
Public Notice was mailed to surrounding property owners on June 30, 2017. As of the date that this report was drafted, no comments or concerns had been received from the public.
(d) Intent and Purpose of the Official Plan:
The subject lands are designated ‘Low Density Residential’ according to the Official Plan. Within
the ‘Low Density Residential’ designation, permitted land uses primarily consist of low density housing forms including single-detached dwellings, duplexes and street fronting town houses as
well as accessory uses thereto. The use of the lands for a single detached dwelling conforms to
the ‘Low Density Residential’ policies of the Official Plan.
(e) Intent and Purpose of the Zoning By-law:
The subject property is zoned ‘Special Low Density Residential Type 1 Zone (R1-3)’, which permits a single detached dwelling. The ‘R1-3’ zone also includes special provisions permitting
33
File Number: A-06/17 Report Number 2017-199 Page 3
a reduced rear yard depth of 10 m (32.8 ft). In this case, the applicant proposes a rear yard depth of 8 m (26.2 ft). The sunroom addition is considered to an extension of the dwelling.
The purpose of the rear yard setback is to ensure that single detached dwellings maintain sufficient setback to provide a buffer for neighbouring properties, adequate recreational and
amenity area, and proper area for drainage. It should be noted that the proposed sunroom addition is considered part of the main dwelling
and is required to comply with the required setback and coverage requirements of the main dwelling. In this case, the proposed addition will comply with the remaining requirements of the Zoning By-law. The proposed sunroom will increase the total lot coverage of the property to
approximately 32%, less than the maximum permitted lot coverage of 40%.
(f) Desirable Development/Use:
It is the opinion of this Office that the applicant’s request to decrease the required rear yard
depth to facilitate the construction of a sunroom addition can be considered minor and desirable
for the development of the subject property.
The request for a reduced rear yard is considered appropriate in this instance as it is not
anticipated that the proposed relief will impact the ability of the property to provide adequate amenity space or negatively impact drainage. As such, the staff are satisfied that the requested
relief can be considered minor. The applicants request can also be considered desirable as it will be in keeping with the existing
development in the surrounding area, which generally consists of single detached dwellings with varying rear yard depths.
In light of the foregoing, it is the opinion of this Office that the requested relief is in keeping with the general intent and purpose of the County Official Plan and Town Zoning By-law and should
be given favourable consideration.
RECOMMENDATION:
That the Town of Tillsonburg Committee of Adjustment approve Application File A-06/17, submitted by Fred & Elaine Henning, for lands described as Lot 26, Plan 41M-88, Town of Tillsonburg, as it relates to:
1. Relief from Section 6.5.3.2.6 – Required Rear Yard Depth, to decrease the minimum
required rear yard depth from 10 m (32.8 ft) to 8 m (26.2 ft), to facilitate the construction
of a sunroom addition at the rear of an existing single detached dwelling.
Subject to the following condition:
I. A building permit for the proposed sunroom shall be issued within one year of the
date of the Committee's decision.
As the proposed variance is:
(i) a minor variance from the provisions of the Town of Tillsonburg Zoning By-law No. 3295;
34
File Number: A-06/17 Report Number 2017-199 Page 4
(ii) desirable for the appropriate development or use of the land;
(iii) in-keeping with the general intent and purpose of the Town of Tillsonburg Zoning By-law
No. 3295; and
(iv) in-keeping with the general intent and purpose of the Official Plan.
Authored by: original signed by Eric Gilbert, MCIP, RPP, Senior Planner
Approved for submission by: original signed by Gordon Hough, RPP, Director
EG July 4, 2017
35
June 29, 2017
This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey
Legend
640
Notes
NAD_1983_UTM_Zone_17N
32 Meters
Environmental Protection/Flood Overlay
Flood Fringe
Floodway
Environmental Protection (EP1)
Environmental Protection (EP2)
Zoning Floodlines/Regulation Limit
100 Year Flood Line
30 Metre Setback
Conservation Authority
Regulation Limit
Regulatory Flood And Fill Lines
Zoning (Displays 1:16000 to
1:500)
36
June 29, 2017
This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey
Legend
260
Notes
NAD_1983_UTM_Zone_17N
13 Meters
Environmental Protection/Flood Overlay
Flood Fringe
Floodway
Environmental Protection (EP1)
Environmental Protection (EP2)
Zoning Floodlines/Regulation Limit
100 Year Flood Line
30 Metre Setback
Conservation Authority
Regulation Limit
Regulatory Flood And Fill Lines
Zoning (Displays 1:16000 to
1:500)
37
38
From:Eric Gilbert
To:Planning
Cc:Tricia Smith; Donna Wilson
Subject:FW: Re:- File A-06/17 Dated June 29, 2017.
Date:July-06-17 11:51:04 AM
Letter of Support for A-06/17
From: Anna Kelly [mailto:adkelly@yahoo.com]
Sent: July-06-17 11:49 AM
To: Eric Gilbert
Subject: Re:- File A-06/17 Dated June 29, 2017.
My wife Anna and I live at 10 Armstrong Drive, across the street
from Fred and Elaine Henning.
We have no objection to the proposed construction of a sunroom, and we
wish them success with their application for the necessary variation to
the Zoning By-law.
Davin & Anna Kelly
39
40
41
42
43
Report No: CP 2017-200
COMMUNITY PLANNING Council Date: July 10, 2017
To: Mayor and Members of Town of Tillsonburg Council
From: Eric Gilbert, Senior Planner, Community Planning
Application for Zone Change
ZN 7-17-04 – Andy Jacko Farms
REPORT HIGHLIGHTS
The application for zone change proposes to rezone the lands to be severed resulting from Consent Application B17-29-7 from ‘Future Development Zone (FD)’ to ‘Service Commercial Zone (SC)’ to ensure the zoning of the lands to be severed is consistent with
that of the lands to which they will be added.
The related application for consent was approved by the County Land Division Committee
on July 6, 2017, subject to a number of conditions including rezoning of the lands to be severed.
Planning Staff are recommending approval of the application as the proposal is consistent
with the Provincial Policy Statement and maintains the general intent and purpose of the Official Plan.
DISCUSSION
Background
OWNER: Andy Jacko Farms Limited 9 Potters Road, Tillsonburg, ON N4G 4G7
AGENT: Ms. Pamela Nolan Harrison Pensa LLP
450 Talbot Street, PO Box 3237, London, ON N6A 4K3
LOCATION:
The subject lands are described as Lots 14-15 & 25, Plan 1653, save and except Parts 1 & 2.
41R-7500, in the Town of Tillsonburg. The property is located on the east side of Potters Road, west of the Canadian Pacific Railway and is municipally known as 34 Potters Road.
Page 1 of 4 44
Report No: CP 2017-200 COMMUNITY PLANNING
Council Date: July 10, 2017 OFFICIAL PLAN:
Schedule “T-1” Town of Tillsonburg Land Use Plan Service Commercial
TOWN OF TILLSONBURG ZONING BY-LAW NO.3295:
Existing Zoning: Future Development Zone (FD)
Proposed Zoning: Service Commercial Zone (SC)
PROPOSAL:
The application for zone change proposes to rezone the lands to be severed resulting from
Consent Application B17-29-7 from ‘Future Development Zone (FD)’ to ‘Service Commercial
Zone (SC)’ to ensure the zoning of the lands is consistent with that of the lands to which they will be added (lot to be enlarged).
The related application for consent was approved by the County Land Division Committee on July 6, 2017, and proposes to sever vacant residential development lands and add them to an
existing service commercial use. The lot to be enlarged is approximately 1.2 ha (2.91 ac) in area and includes a commercial
building and parking lot comprising an automotive dealership (Eichenberg Motors). Upon completion of the lot addition, the applicant proposes to use these lands for additional parking.
Surrounding land uses are predominantly service commercial uses fronting on Simcoe Street, and vacant land designated for residential, institutional and service commercial uses.
Plate 1 - Location Map with Existing Zoning, illustrates the location of the subject lands and the existing zoning in the vicinity.
Plate 2 – 2015 Aerial Photo (with Existing Zoning), illustrates the extent of development on the properties in question.
Plate 3 - Applicants’ Sketch, shows the proposed lot dimensions of the parcel to be severed and rezoned and the lot to be enlarged.
Application Review
PROVINCIAL POLICY STATEMENT:
The PPS directs that settlement areas shall be the focus of growth and development and their
vitality and regeneration shall be promoted. Land use patterns within settlement areas shall be based on densities and a mix of land uses that, among other matters, efficiently use land and
resources and are appropriate for and efficiently use the infrastructure and public service facilities which are planned or available. Further, land use patterns within settlement areas are to provide for a range of uses and opportunities for intensification and redevelopment in
accordance with the specific policies of the PPS, where this can be accommodated.
Page 2 of 4 45
Report No: CP 2017-200 COMMUNITY PLANNING
Council Date: July 10, 2017
OFFICIAL PLAN: The lands to be severed and rezoned, and the lot to be enlarged are located within the 'Service
Commercial' designation, while the balance of the retained lands are designated ‘Residential’ and 'Low Density Residential' as shown on Schedules ‘T-1” & ‘T-2’, Land Use Plan and Residential Density Plan for the Town of Tillsonburg in the County Official Plan.
Areas designated for Service Commercial use are intended to provide for a broad range of
commercial uses that, for the most part, are not suited to locations within the Central Area
because of their site area, access or exposure requirements or due to incompatibility or land use conflicts with residential development.
Generally, Service Commercial uses cater to vehicular traffic and single-purpose shopping trips where customers are typically generated from passing traffic or a wide ranging market area.
Service Commercial uses will have access to an arterial or collector road. An automotive
dealership is a permitted use within the Service Commercial designation.
TOWN OF TILLSONBURG ZONING BY-LAW: The lot to be severed and rezoned, and the lot to be retained are zoned 'Future Development
Zone (FD)' in the Town of Tillsonburg Zoning By-Law No. 3295. The FD Zone permits an
existing single detached dwelling and accessory uses thereto. The purpose of the FD zoning is to ensure the lands are protected for future residential development, as contemplated by the
Official Plan. The lot to be enlarged is zoned ‘Service Commercial Zone (SC)’, which permits a wide variety of
service commercial uses including an automobile service station, and a motor vehicle sales establishment.
The lot to be severed is required to be rezoned from FD to SC to permit the use of the said lands for service commercial use and to maintain consistency with the zoning of the lands to
which the subject lands are being added.
AGENCY COMMENTS:
The applications for consent and zone change were circulated to various agencies considered to have an interest in the proposal.
The Town of Tillsonburg Building Services Department indicated that the future development of the severed lands will be subject to site plan control.
The County of Oxford Public Works Department indicated that a 6.0 m wide easement (directly north of the existing easement on the lot to be enlarged), or a blanket easement for the lot to be
severed, is required. The easement shall be in favour of the County of Oxford for a potential future watermain to service the lot to be retained resulting from the consent application (future
development lands).
Tillsonburg Hydro Inc, Town Engineering Services Department, Oxford County OPP, and Bell
Canada indicated that they had no concern or objections with the subject application.
Page 3 of 4 46
Report No: CP 2017-200 COMMUNITY PLANNING
Council Date: July 10, 2017
PUBLIC CONSULTATION: Notice of the consent and zone change applications was provided to the public and surrounding
property owners on June 8, 2017 & June 22, 2017. No comments were received as of the date of this report. Planning Analysis
The application for zone change proposes to rezone the lands to be severed by B17-29-7 to
permit the use of the lands for service commercial development, consistent with the lands to which the said severed parcel will be added. The parcel to be severed will be merged with the
existing automotive dealership on the lands to be enlarged. The purpose of the lot addition is to
facilitate a minor expansion to the parking area of the automotive dealership.
The application is consistent with the policy direction of the Official Plan for service commercial
areas. The proposed zoning amendment will be satisfy a condition of provisional consent that will facilitate the minor expansion of an existing service commercial use, and the long-term
development potential of the retained lands will not be impacted by the proposed lot addition. In light of the foregoing, it is the opinion of this Office that the proposal is consistent with the
policies of the PPS and maintains the general intent and purpose of the County Official Plan. As such, Planning Staff are satisfied that the proposal can be supported from a planning perspective.
An amending by-law will be brought forward for Council’s consideration upon submission of a
final survey by the applicant.
RECOMMENDATION
It is recommended that the Council of the Town of Tillsonburg approve in principle the zone change application submitted by Andy Jacko Farms, whereby the subject lands
described as Lots 14-15 & 25, Plan 1653, save and except Parts 1 & 2. 41R-7500, in the Town of Tillsonburg, are to be rezoned from ‘Future Development Zone (FD)’ to ‘Service Commercial Zone (SC)’ to permit the use of the lands for service commercial-type
development, consistent with the zone provisions of the SC-zoned lands to which the subject lands will be added.
SIGNATURES
Authored by: original signed by Eric Gilbert, MCIP, RPP, Senior Planner
Approved for submission: original signed by Gordon Hough, RPP, Director
Page 4 of 4 47
May 4, 2017
This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey
Legend
1790
Notes
NAD_1983_UTM_Zone_17N
90 Meters
Environmental Protection/Flood Overlay
Flood Fringe
Floodway
Environmental Protection (EP1)
Environmental Protection (EP2)
Zoning Floodlines/Regulation Limit
100 Year Flood Line
30 Metre Setback
Conservation Authority Regulation Limit
Regulatory Flood And Fill Lines
Zoning (Displays 1:16000 to 1:500)
48
May 4, 2017
This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey
Legend
510
Notes
NAD_1983_UTM_Zone_17N
26 Meters
Environmental Protection/Flood Overlay
Flood Fringe
Floodway
Environmental Protection (EP1)
Environmental Protection (EP2)
Zoning Floodlines/Regulation Limit
100 Year Flood Line
30 Metre Setback
Conservation Authority Regulation Limit
Regulatory Flood And Fill Lines
Zoning (Displays 1:16000 to 1:500)
49
0 10 20 30 40 50 60 FEET 120
SCALE - 1 INCH = 60 FEET ------
IMPERIAL DISTANCES SHOWN ON THIS PLAN ARE IN IMPERIAL UNITS AND CAN BE CONVERTED TO METRES BY MULTIPLYING BY 0.3048
SKETCH ILLUSTRATING PROPOSED BOUNDARY ADJUSTMENT
PART OF LOT 25
LAND REGISTRAR'S COMPILED PLAN 1653
TOWN OF TILLSONBURG
COUNTY OF OXFORD
TO BE SEVERED AND ADDED
TO PART 1, 41R-7500
(AREA 4060 SQ. FT.)
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ONTARIO LAND SURVEYOR
30 HARVEY STREET, TILLSONBURG ONTARIO, N4G 3J8
PHONE: 519-842-3638 FAX: 519-842-3639
PROJECT: 02-6188-2 REFERENCE: FF 6 DISK No. 571
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50
ZN 7-17-07
May 30/17
000210300
51
52
53
54
55
Report No: CP 2017-192 COMMUNITY PLANNING
Council Date: July 10, 2017
To: Mayor and Members of Tillsonburg Council
From: Eric Gilbert, Senior Planner, Community Planning
Application for Zone Change
ZN 7-17-07 – 2563577 Ontario Inc.
REPORT HIGHLIGHTS
• The application for Zone Change proposes to amend the provisions of the ‘Special Medium
Density Type 2 Zone (RM-2) to permit 64 street fronting townhouse dwellings and a reduced exterior side yard width and reduced setback from Quarter Town Line.
• Comments received through the agency circulation of the proposal will be largely addressed through the site plan approval process.
• Planning staff are recommending that the application be supported, as it complies with the policies of the Official Plan respecting Medium Density Residential development.
DISCUSSION
Background
OWNER: 2563577 Ontario Inc. 80 Broadway, Tillsonburg ON N4G 3P6
LOCATION:
The subject property is described as Lot 2, Plan M119, in the Town of Tillsonburg. The lands are located on the east side of Quarter Town Line, lying between Langrell Avenue and
Southridge Road, and are municipally known as 360 Quarter Town Line.
COUNTY OF OXFORD OFFICIAL PLAN:
Existing:
Schedule “T-1” Town of Tillsonburg Land Use Plan Residential
Schedule “T-2” Town of Tillsonburg Residential
Density Plan Medium Density Residential
Page 1 of 6 56
Report No: CP 2017-192
COMMUNITY PLANNING
Council Date: July 10, 2017
TOWN OF TILLSONBURG ZONING BY-LAW NO.3295:
Existing Zoning: Special Medium Density Residential Zone (RM-2)
Proposed Zoning: Amended Special Medium Density Residential Zone (RM-2)
PROPOSAL:
The purpose of the application for Zone Change is to amend the special zoning provisions that
currently apply to the subject lands to increase the permitted number of townhouse dwellings from 56 to 64, and to provide for a reduced exterior side yard width and reduced setback from
the centreline of Quarter Town Line. The applicant proposes to develop the subject lands into a phased condominium development consisting of 64 townhouses with an internal private road.
The subject property is approximately 1.9 ha (4.7 ac) and is currently vacant. Surrounding land uses include a townhouse condominium development to the north and single detached
dwellings to the south, fronting on Langrell Avenue. An automotive dealership is located
immediately to the east, and vacant residential land is located to the west on the opposite side of Quarter Town Line.
Plate 1, Location Map & Existing Zoning, shows the location of the subject property and the existing zoning in the immediate vicinity.
Plate 2, 2015 Aerial Photo, provides an aerial view of the subject property.
Plate 3, Applicant’s Sketch, depicts the proposed design of the development, including the
location of proposed townhouse blocks and the internal private road. Application Review PROVINCIAL POLICY STATEMENT:
The 2014 Provincial Policy Statement (PPS) provides policy direction on matters of provincial
interest related to land use planning and development. Under Section 3 of the Planning Act,
where a municipality is exercising its authority affecting a planning matter, such decisions “shall be consistent with” all policy statements issued under the Act.
Section 1.1.1 provides that healthy liveable and safe communities are sustained by accommodating an appropriate range and mix of residential (including second units, affordable
housing, and housing for older persons) to meet long-term needs, and promoting cost-effective
development that minimizes land consumption and servicing costs.
Section 1.4.3 directs that planning authorities shall provide for an appropriate range and mix of
housing types and densities to meet projected requirements of current and future residents by permitting and facilitating all forms of housing required to meet the social, health, and well-being
requirements of current and future residents, including special needs requirements and increasing the supply of affordable housing, and utilizing existing infrastructure and public service facilities.
Section 1.1.3.1 of the PPS states that Settlement Areas will be the focus of growth and their vitality and regeneration shall be promoted. Land use patterns within settlement areas shall be
based on:
Page 2 of 6 57
Report No: CP 2017-192
COMMUNITY PLANNING
Council Date: July 10, 2017
• densities and mix of land uses which are appropriate for, and efficiently use the infrastructure and public service facilities which are planned or available;
• support active transportation;
• efficiently use land and resources;
• a range of uses and opportunities for intensification and redevelopment in accordance with the criteria in policy 1.1.3.3, where this can be accommodated.
OFFICIAL PLAN:
The Official Plan directs that Medium Density Residential Areas are those lands that are primarily developed or planned for low to medium profile multiple unit development that exceeds
densities established for Low Density Residential areas. Residential uses within the Medium
Density Residential areas include townhouses, medium density cluster development, converted dwellings and low-rise apartments.
The maximum net residential density in the Medium Density Residential area is 62 units per hectare (25 units per acre) and no building shall exceed four stories in height at street elevation.
Within areas of new Medium Density Residential development, the minimum net residential
density shall be 31 units per hectare (13 units per acre).
TOWN OF TILLSONBURG ZONING BY-LAW:
The subject property is currently zoned ‘Special Medium Density Residential Zone (RM-2)’,
according to the Town of Tillsonburg Zoning By-law. The RM-2 zone permits 56 townhouse
units as the sole permitted use on the subject lands.
The proposed dwelling types and locations appear to comply with the provisions of the RM zone, with the exception of the exterior side yard width of the southerly townhouse block, and the required setback to the centreline of Quarter Town Line.
The RM zone requires an exterior side yard width of 6 m (19.7 ft), and setback of 20.5 m (67.3 ft) from the centreline of Quarter Town Line Road. The southerly townhouse block will have an
exterior side yard width of 5.4 m (17.7 ft), and will be setback 16.3 m (53.4 ft) from the centreline of Quarter Town Line.
The proposed development appears to comply with the other provisions of the zoning by-law, including required off-street parking.
AGENCY COMMENTS:
The proposal was circulated to various public agencies considered to have an interest in the
application.
The Tillsonburg Chamber of Commerce indicated that the proposal appears to be a great
development that should fit with the adjoining property. As an area that is a ‘gateway entrance’ into Tillsonburg, we look forward to the buildings’ exterior being attractive for investment to the
Town.
Town of Tillsonburg Building Services and Oxford County Public Works Department indicated
that they had no comments regarding the proposal.
Town of Tillsonburg Engineering Services Department indicated that all requirements can be
addressed at the site plan stage.
Page 3 of 6 58
Report No: CP 2017-192
COMMUNITY PLANNING
Council Date: July 10, 2017
The Town Development Commissioner provided the following comments:
Economic Development & Marketing is supportive of this application as it will result in an
increased density residential development in Tillsonburg, thereby increasing housing choice in the marketplace and meeting demand for lower priced housing options in Tillsonburg. Concerns
about housing affordability are rising across Ontario and this development will offer a more affordable option.
Supporting this development is also consistent with the Town’s Community Strategic Plan and Theme 3 – Demographic Balance by making Tillsonburg a more attractive place to live for youth and young professionals as this type of development can provide for an entry point into home
ownership. Canada Post Corporation appreciates the opportunity to comment on the above noted
application and it is requested that the developer be notified of the following:
Canada Post has reviewed the proposal for the above noted Development Application and has
determined that the completed project will be serviced by centralized mail delivery provided
through Canada Post Community Mail Boxes.
In order to provide mail service to this development, Canada Post requests that the owner/developer comply with the following conditions:
⇒ The owner/developer will consult with Canada Post to determine suitable permanent
locations for the placement of Community Mailboxes and to indicate these locations on
appropriate servicing plans.
⇒ The owner/developer agrees, prior to offering any of the residential units for sale, to place a "Display Map" on the wall of the sales office in a place readily available to the
public which indicates the location of all Canada Post Community Mailbox site locations,
as approved by Canada Post and the Town of Tillsonburg.
⇒ The owner/developer agrees to include in all offers of purchase and sale a statement, which advises the prospective new home purchaser that mail delivery will be from a
designated Community Mailbox, and to include the exact locations (list of lot #s) of each
of these Community Mailbox locations; and further, advise any affected homeowners of any established easements granted to Canada Post.
Canada Post further requests the owner/developer be notified of the following:
• The owner/developer of any condominiums will be required to provide signature for a License to Occupy Land agreement and provide winter snow clearance at the
Community Mailbox locations;
• The complete guide to Canada Post’s Delivery Standards can be found
at: https://www.canadapost.ca/cpo/mc/assets/pdf/business/standardsmanual_en.pdf
PUBLIC CONSULTATION:
Notice of complete application and notice of public meeting regarding this application were circulated to surrounding property owners on two occasions, June 14, 2017 & June 26, 2017.
Planning staff responded to queries from two residents in the immediate vicinity of the property.
Page 4 of 6 59
Report No: CP 2017-192
COMMUNITY PLANNING
Council Date: July 10, 2017
Planning Analysis
The application for Zone Change proposes to facilitate a phased condominium development,
consisting of 64 townhouse dwellings in 10 townhouse blocks and one private road.
The proposed development of the subject lands (which have been vacant residential lands for some time) is considered to be an efficient use of the lands, municipal services and infrastructure. It is the opinion of this Office that the subject application is consistent with the
housing, intensification, and redevelopment policies of the PPS. The subject lands comprise approximately 1.9 ha (4.7 ac) and the applicant’s proposal is to
develop 64 townhouse units on the site, serviced by a private street. The site is designated for Medium Density Residential development and the development as proposed, has a net residential density of 40 units per hectare (16 units per acre), which is within the range as
contemplated by the Medium density residential designation.
Planning staff are of the opinion that the relief sought from the Zoning By-Law with respect to the reduced exterior side yard width and reduced setback from Quarter Town Line are minor as the reduced setback will still allow for sufficient area and space for maintenance and drainage and will not impact traffic sightlines. The proposed setback is similar to other setbacks for residential development located on corner lots adjacent to Quarter Town Line.
The applicant proposes to increase the number of permitted townhouse units from 56 to 64 units. Planning staff do not have any concerns with the increase as the change in tenure from freehold to condominium and the use of a private road provides additional opportunity and area for residential development. The development will comply with required parking, amenity area, and rear and interior side yards.
The phased condominium development will be subject to site plan control and is expected to proceed through an exemption to condominium approval once the site plan approval process is complete.
In light of the foregoing, this Office is satisfied that the applicant’s proposal to rezone the subject lands to facilitate a phased condominium development consisting of 64 townhouse units is
consistent with the PPS and complies with the policies of the Official Plan respecting Medium Density Residential development and can therefore be given favourable consideration. RECOMMENDATION
1. It is recommended that the Council of the Town of Tillsonburg approve the zone
change application submitted by 2563577 Ontario Inc, whereby the lands described as Lot 2, Plan M119, known municipally as 360 Quarter Town Line, are to be
rezoned from ‘Special Medium Density Zone (RM-2)’ to ‘Amended Special Medium Density Residential Zone (RM-2)’ to facilitate the development of a phased condominium development consisting of up to 64 townhouse units.
SIGNATURES
Authored by: original signed by Eric Gilbert, MCIP RPP
Senior Planner
Page 5 of 6 60
Report No: CP 2017-192
COMMUNITY PLANNING
Council Date: July 10, 2017
Approved for submission: original signed by Gordon K. Hough, RPP
Director
Page 6 of 6 61
May 30, 2017
This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey
Legend
1280
Notes
NAD_1983_UTM_Zone_17N
64 Meters
Environmental Protection/Flood Overlay
Flood Fringe
Floodway
Environmental Protection (EP1)
Environmental Protection (EP2)
Zoning Floodlines/Regulation Limit
100 Year Flood Line
30 Metre Setback
Conservation Authority
Regulation Limit
Regulatory Flood And Fill Lines
Zoning (Displays 1:16000 to
1:500)
62
May 30, 2017
This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey
Legend
670
Notes
NAD_1983_UTM_Zone_17N
33 Meters
Environmental Protection/Flood Overlay
Flood Fringe
Floodway
Environmental Protection (EP1)
Environmental Protection (EP2)
Zoning Floodlines/Regulation Limit
100 Year Flood Line
30 Metre Setback
Conservation Authority
Regulation Limit
Regulatory Flood And Fill Lines
Zoning (Displays 1:16000 to
1:500)
63
64
65
Report Title Oxford County Update
Report No. MYR 17-05
Author Stephen Molnar - MAYOR
Meeting Type Council Meeting
Council Date July 10, 2017
Attachments
RECOMMENDATION:
THAT Council receives report MYR 17-05 as information.
EXECUTIVE SUMMARY
The purpose of this report is to provide information regarding any reports and
recommendations from local representation at Oxford County Council.
CONSULTATION/COMMUNICATION
As a result of the effort to expand access to knowledge and information for Town Council and local stakeholders, this report is intended to provide material on activities that transpire
at Oxford County Council that may have an impact on the Town of Tillsonburg. Further, this
type of report will further satisfy mandates as reinforced in the Community Strategic Plan to
provide for a more accessible and open governance model.
INFORMATION
• As approved in Report PW 2017-23, the final stage in completing North Street reconstruction
in Tillsonburg will be underway this summer (June – November) with Council’s approval of the construction award to Elgin Construction. The $5.7 million cost, approved as part of the 2017 budget, encompasses road, sewers and watermain. A new sanitary pumping station is also
earmarked as part of the project’s completion.
• Additional County construction projects in 2017 (with anticipated dates) include; o Tillson Avenue Resurfacing (May – July) … Surface Complete
o Potters Road Reconstruction (July – November) … Tender Out For Bid o Christie Street Watermain Reconstruction (July – October) … Tender Closed
o North Street (West) Watermain Relining (October – November)
Page 1 / 2 MYR 17-05.docx 66
• As originally supported in Report CS 2017-12, local municipalities were contacted for
input on options concerning any anticipated amendment to existing Vacant Unit
Rebate Program.
Municipal Council, at our meeting of June 26, adopted a recommendation to continue with the program. This direction was supported, in partnership, by delegations at
County Council representing the Chamber of Commerce, the Economic Development
Advisory Committee and a local private sector developer. An amended resolution on June 28 will see the program continue with the addition of
a 5 year limit for qualifying properties. This report and applicable By-law will be on
the July 12 Agenda of County Council.
• The issue of the opportunity of Shared Court Security costs (CS 2016-25) continues
to be under deliberation. There is an anticipated report due from CAO Calder (August
2017) on Tillsonburg’s participation on the now approved Review Committee.
• As per County Report HS 2017-04, two local housing development received support
from County council. The opportunity for a 16 unit property by TNPHC (Non-Profit
Housing) at 13 Sanders Street received $ 1,080,000. This application still requires Site Plan approval from Municipal Council.
The opportunity for 40 supportive affordable housing units at 136 Concession Street
(Indwell) was endorsed by submission of an application for $ 5,780,000. to the
Province’s “Home for Good” program. A decision on the level of provincial and County
support should be known by the fall of this year.
• Subsequent to additional information as contained in Report CAO 2017-07, there was
no direction taken on amending the existing process for the election/appointment of the County Warden for the 2018-20122 term.
FINANCIAL IMPACT/FUNDING SOURCE
Whereas the material contained in this report is a summary of Oxford County information,
there is no direct impact on the finances of the Town of Tillsonburg as would require
approval by Municipal Council or direction from corporate staff.
APPROVALS:
Author: Mayor
Molnar
Date: 7/10/17
Page 2 / 2 67
Report Title Committee Appointment
Report No. CL 17-16
Author Tricia Smith, Deputy Clerk
Meeting Type Council Meeting
Council Date July 10, 2017
Attachments Proposed By-Law & Schedule A
RECOMMENDATION
THAT Council receives Report CL 17-16, Committee Appointment;
AND THAT Jesse Goossens be appointed to the Town Hall Project Committee;
AND THAT By-law 4122,To amend Schedule A of By-Law 3876, be brought forward for Council
consideration.
BACKGROUND
Town Hall Project Committee:
On June 11, 2015, Council established the Town Hall Project Committee for the purpose of
providing advice and recommendations to Council on the feasibility, business case and the
achievement of outcomes for the Town Hall project. The committee will also be responsible for monitoring and reviewing the project status and providing oversight as project deliverables are completed.
At the June 29, 2017 Town Hall Project Committee meeting discussion took place regarding additional membership. The Clerk’s Office received an application for appointment to the committee on June 30, 2017 for Council’s consideration.
A copy of the amending By-Law has been attached for Council’s information.
CONSULTATION/COMMUNICATION
Clerk’s staff worked in partnership with the Town Hall Project Committee to receive and process
the application for appointment.
FINANCIAL IMPACT/FUNDING SOURCE
There will be no additional impact to the 2017 budget as a result of the appointment.
Page 1 / 2 Report CL 17-16 – Committee Appointment
68
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
1. Excellence in Local Government
1.1 Demonstrate strong leadership in Town initiatives
Committee appointments demonstrate an excellence in local government through
increased opportunities for citizens and stakeholders to be included in oversight on municipal operations.
Page 2 / 2 CAO
69
By-Law to Schedule “A” to Amend By-Law 3876
Town of Tillsonburg
Committees 2014 – 2018
Board/Committees Citizen Appointments
Terms of Reference Composition Council
Representatives
Staff Liaison
Accessibility Advisory
Committee
Mike Cerna
Robert Doerr
Margaret McCrimmon
Michael Kadey
Scot Richardson
Peter Staley
1 Vacancy
The mandate of the Accessibility Advisory Committee is to fulfill the duties of a Municipal Accessibility Advisory
Committee, as outlined in the Accessibility for Ontarians with Disabilities Act, 2005 and to provide advice to
Council on programs, policies and services provided to
persons with disabilities and seniors.
7 members
1 Staff 1 Councillor Councillor Stephenson Deputy Clerk
Airport Advisory
Committee
Rick Lee
Richard Van Maele
Geoffrey Lee
Euclid Benoit
Andre Brisson
Henry Atkinson
Jeremy Stockmans
John Prno
Mel Getty
Councillor Valerie Durston
(South-West Oxford)
To advise and assist the Town of Tillsonburg on matters pertaining to the Tillsonburg Regional Airport. The Airport Advisory Committee will provide a forum for receiving
input and advice from aviation stakeholder groups and the community with respect to the Airport Master Plan,
strategic initiatives and operational improvements. The
Committee will also provide a forum for dialogue, communication and education.
Councillor Rosehart
Manager of
Public Works
Airport
Administrator
Last revised July 10, 2017
70
Town of Tillsonburg Committees 2014 – 2018
Board/Committees Citizen Appointments
Terms of Reference
Composition
Council
Representatives
Staff Liaison
Canada 150 Ad Hoc
Committee
Virginia Armstrong
Wendy Cameron
Mariana Carson
Tabitha Dalm
Josiane DeCloet
Irene Hurley
Heather Cnockaert
Karen Smith
Jami Stephenson
Paul Weaver
Aleksandra Webber
10 members
3 Staff 1 Councillor
Councillor Stephenson
Deputy Clerk
Culture &
Heritage
Manager
Recreation
Programs
Supervisor
Cultural Advisory
Committee
Erin Getty
Josiane DeCloet
Heather Benton
Jami Stephenson
Terry Fleming
Vern Fleming
(2) Vacancies
To advise Council on matters, issues and policies
pertaining to tourism, cultural events and festivals and to actively encourage partnerships.
To develop and obtain Council endorsements of sub-committees when necessary to establish events such as
Turtlefest, Airshows, Tillsonburg Christmas Festival, etc. To develop relationships for coordinating events
with local service groups, BIA, Chamber of Commerce,
Station Arts Centre and sports groups.
8 members
1 Staff
1 Councillor
Councillor Stephenson
Culture &
Heritage
Manager
Development
Committee
Lisa Gilvesy
Steve Spanjers Randy Thornton John Veldman
To advise and assist in the promotion of development
within the Town. To develop alliances and partnerships to advance the
9 members
1 BIA Rep 1 Chamber Rep 1 Real Estate Rep
Councillor Hayes
CAO
Development
Commissioner
Last revised July 10, 2017
71
Town of Tillsonburg Committees 2014 – 2018
Board/Committees Citizen Appointments
Terms of Reference
Composition
Council
Representatives
Staff Liaison
Andrew Burns Paul DeCloet
Ashton Nembhard
Kirby Heckford Lindsay Morgan – Real
Estate Rep Cedric Tomico - BIA Rep Jesse Goossens –
Chamber Rep
Town’s strategic plan and to assist in the overall community growth within the Town. 2 Staff
1 Councillor
Heritage, Beautification
and Cemetery
Committee
Paul DeCloet Sue Saelens
Marion Smith
Robert Marsden Ken Butcher
Charlie Baldwin
Paul Wareing Christine Nagy
Maurice Verhoeve
To advise and make recommendations to Council on all matters with respect to architectural and historical
significance, beautification of public spaces, including
trees, and Tillsonburg cemeteries.
To advise Council of new and relevant legislation and
funding initiatives; to make recommendations and assist
with the development of education programs; and to liaise with the community and other organizations to promote
Tillsonburg heritage, beautification and cemeteries.
9 members
1 Staff
1 Councillor
Councillor Esseltine Facilities Manager
Museum Advisory
Committee
Dianne MacKeigan
Robert Marsden Mary Lou Sergeant
Marianne Sandham
Jami Stephenson Aleksandra Webber
(1) Vacancy
To research, collect, preserve, exhibit and promote the
Tillsonburg Museum.
To make recommendations to Council on policies and
procedures pertaining to the museum.
To work with the Tillsonburg Historical Society regarding trusts for restoration and artifact purchases.
6 members
1 staff
1 Councillor Councillor Rosehart Culture & Heritage
Manager
Last revised July 10, 2017
72
Town of Tillsonburg Committees 2014 – 2018
Board/Committees Citizen Appointments
Terms of Reference
Composition
Council
Representatives
Staff Liaison
Parks and Recreation
Advisory Committee
Donna Scanlan
Bob McCormick
Donald Baxter Mike Cerna
Mel Getty James Payne Paul DeCloet
Susie Wray Craig Cole (3) Vacancies
To advise Council and make recommendations on the
programming and utilization of Parks, Trails, Green Space
and Recreational facilities within Tillsonburg.
To help implement the Community Parks, Recreation & Cultural Strategic Master Plan.
To develop and obtain Council endorsements of sub-committees when necessary to deal with Trails, Tillsonburg Wall of Fame, etc.
12 members
2 staff 1 Councillor
Councillor Rosehart
Recreation Programs
Services
Manager
Special Awards Committee
John Armstrong
Sam Lamb
Matt Scholtz Mary Anne VanGeertruyde
To advise Council and make recommendations on
awards for volunteer service within the Town of
Tillsonburg. The Volunteer Service Recognition Program shall recognize volunteers on a monthly basis when
nominations are received by the Special Awards Committee. The Committee shall organize a Town of Tillsonburg volunteer recognition social event on a yearly
basis with budget approval.
Councillor Stephenson Town Clerk or Designate
Last revised July 10, 2017
73
Town of Tillsonburg Committees 2014 – 2018
Board/Committees Citizen Appointments
Terms of Reference
Composition
Council
Representatives
Staff Liaison
Town Hall Project
Committee
Andrew Gilvesy
Rick Strouth
John Veldman Jesse Goossens
To advise Council on matters related to the Town Hall
Project which may include, space needs, building
location, joint use, etc.
To advise and inform Council of budget needs based on building location, space needs, and furniture and equipment.
To advise and develop working relationships with various stakeholders.
To advise and assist with the development of a public engagement program and promote the activities
of the Committee.
Councillor Esseltine
CAO Development
Commissioner
Last revised July 10, 2017
74
Report Title Offer to Purchase – 32 Clearview Drive
Report No. DCS 17-22
Author Cephas Panschow
Meeting Type Council Meeting
Council Date JULY 10, 2017
Attachments Offer to Purchase – Elmerex Inc
RECOMMENDATION
THAT Council receive Report DCS 16-22 Offer to Purchase – 32 Clearview Drive;
AND THAT a by-law be brought forward authorizing the Mayor and Clerk to execute all documents necessary to transfer the property known as Part of Lot 2, Concession 6, NTR Middleton, and to be described by a new reference plan, to Elmerex Inc;
AND THAT the net proceeds be contributed to the Economic Development Reserve.
EXECUTIVE SUMMARY
The purpose of this report is to seek Council approval for the sale of the 32 Clearview Drive
property. The proposed land sale will facilitate the construction of a 8,900 square foot industrial
building and will support the establishment of a new wood composite and concrete products manufacturer in Tillsonburg.
BACKGROUND
The 32 Clearview Drive property is not in the Town’s inventory of industrial land nor has been marketed by the Town. The reason for this is that it is a remnant parcel left over from the original development of the Van Norman Industrial Park.
Town Staff was approached by a client seeking 2 – 3 acres of industrial land for the construction
of a manufacturing facility. Since the Highway 3 Business Park lands will not be available in 2017, there are limited sites that could be made available to accommodate this opportunity. Staff was able to find and offer this site as an option to the client and they are willing to purchase
it even though it is smaller than their ideal site.
However, there will be significant costs to the Town in order to be able to sell these lands. As visible in the aerial photo below, the site is currently a woodlot and the trees/stumps will be required to be removed in order to sell the property as an industrial development lot. In addition
to this, a new reference plan is required to be prepared for the property as no proper legal
description is currently available.
Page 1 / 3
75
Subject Property – 32 Clearview Drive
COMMUNITY STRATEGIC PLAN
Supporting the sale of the property is consistent with the Town’s Community Strategic Plan:
2.1 Support new and existing businesses and provide a variety of employment
opportunities
The Buyer’s primary use of the building will be for manufacturing concrete and wood product
composite (WPC) products including WPC profile, WPC sheet and WPC flooring. They will be
used for building materials with a range of uses such as decks, railings, flooring, etc.
There is currently limited wood composite and concrete products manufacturing in the Town of
Tillsonburg. Supporting the establishment of this facility in Tillsonburg will result a new company
being established and an increase in the diversification of our local economy.
Page 2 / 3
76
CONSULTATION/COMMUNICATION
The adjacent property owner has been made aware of the potential opportunity to buy the
property to support their business needs and, while grateful for the opportunity, they have
indicated that they are not interested in purchasing them. The Offer to Purchase has been reviewed by Duncan, Linton LLP and has been incorporated
into the offer.
FINANCIAL IMPACT/FUNDING SOURCE The anticipated costs required to support the preparation of these lands for sale are
approximately $25,000. Based on a sale price of $33,000, the net proceeds to the Town would
be approximately $8,000. In addition to this, there would be estimated new annual tax revenue
of $10,858/year (BMA 2016) plus the creation of new jobs in the Town of Tillsonburg.
Page 3 / 3
77
Report Title TD - US BANK CANADA Procurement Cards
Report No. FIN 17- 23
Author Dave Rushton, Director of Finance
Meeting Type Council
Council Date JULY 10, 2017
Attachments
RECOMMENDATION
THAT Council receives report FIN 17- 23 TD - US BANK Procurement Cards;
AND THAT Council authorizes the Mayor and Treasurer to sign the application.
EXECUTIVE SUMMARY
In an effort to streamline the purchasing of lower cost items and to reduce costs, procurement cards are
being recommended for use by staff and council. This program provides several improvements over the current credit cards that are supplied by TD Bank. The Town will reduce expenses, streamline payables and process accounting information faster.
BACKGROUND
The individual procurement cards are based on the Town’s credit and do not impact the credit of the
employee unlike current Town issued credit cards. Account codes will be attached to each procurement
card to allow for quick coding to the correct department. By using procurement cards the Town will eliminate charge accounts at various business locations and the individual employee that goes to those
business operations will use a procurement card. Also, when staff travel on Town business they will have a procurement card to use and will not have to use their personal credit cards. The program establishes an overall limit for the Town and then Finance staff with input from departments will decide how much of
a purchasing limit to assign to the individual employees. The amount can be increased or decreased by Finance staff and remove the current step of going to the bank for each change. This will be reduce the
number of accounts to pay, which will increase our security and reducing our costs.
Staff is recommending the Mayor and Treasurer sign the application in order to initiate the change from
credit cards to procurement cards (P Cards).
CONSULTATION
The Director of Finance consulted with TD Bank, US BANK and the Township of Centre Wellington who
has used these cards for several years.
Page 1 / 2 Procurement Card
78
FINANCIAL IMPACT/FUNDING SOURCE
There is no cost to the program from TD or US BANK and a cash back program is available if the overall annual purchases exceed a certain threshold. Interest costs could be occurred for late payment, but with the ease of processing this should not happen.
COMMUNITY STRATEGIC PLAN IMPACT
Establishing this procurement card program demonstrates accountability to the taxpayer’s by increasing
financial security and lowering operating costs.
Page 2 / 2 Procurement Card
79
Report Title Results for Tender RFT 2017-009 Hot Mix Asphalt
Paving Program
Report No. OPS 17-16
Author Kevin De Leebeeck, P.Eng., Director of Operations
Meeting Type Council Meeting
Council Date July 10, 2017
Attachments • None
RECOMMENDATION
THAT Council receive Report OPS 17-16, Results for Tender RFT 2017-009 Hot Mix
Asphalt Paving Program;
AND THAT Council award Tender RFT 2017-009 to Brantco Construction of Cambridge,
ON at a cost of $319,832.90 (net HST included), the lowest bid received satisfying all
Tender requirements.
AND FURTHER THAT Council authorize the use of $32,632.90 of unused Gas Tax funds
from the Riverview Subdivision Stage 2 of 2 Reconstruction to fund the remaining project
cost.
SUMMARY
Tenders were called for the Hot Mix Asphalt Paving Program with twelve (12) plan takers and a
total of four (4) bids received on June 22, 2017 with the lowest bid from Brantco Construction of
Cambridge, Ontario at a cost of $319,832.90 (net HST included).
As shown in Figure 1 the project includes full depth resurfacing of Denrich Avenue “North”,
Kamps Crescent, Jane Street, PUC Alley and Hilliker Alleys, partial depth resurfacing of Denrich
Avenue “South”, Trottier Drive and Forest Glen Court, an asphalt shoulder overlay along Rokeby
Road, and other minor asphalt patching and repairs as a result of maintenance work from the
Public Works and Utilities (Water/Sanitary) Departments.
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. Brantco Construction Cambridge, ON $ 319,832.90
2. Permanent Paving Ltd. Woodstock, ON $ 320,035.20
3. Dufferin Construction London, ON $ 358,152.46
4. Coco Paving Inc. Petersburg, ON $ 450,186.24
Page 1 / 3
80
The above bids include net HST of 1.76%. The bids also include a $20,000 contingency
allowance for material testing and any unforeseen expenses encountered during construction. It
should be noted that the actual price of asphalt cement from the time the tender is closed to the
time asphalt is actually placed is subject to an Asphalt Cement (AC) adjustment factor that is set
monthly by the MTO.
CONSULTATION/COMMUNICATION
Any planned roadway or lane closures in order to facilitate the work will be kept to a minimum
and communicated to the public or any directly affect residents in advance.
FINANCIAL IMPACT/FUNDING SOURCE
The combined budget for this project is $287,200 which consists of $250,000 from the 2017
capital budget ($199,600 from taxation, $50,400 from OCIF Formula funding), $13,000 allocation
from the roads patching maintenance operating budget, and $24,200 allocation from the water
and sanitary maintenance operating budgets. Staff are requesting that the budget shortfall of
$32,632.90 be funded from the $83,309.18 of unused Gas Tax funds identified in the Riverview
Subdivision Stage 2 of 2 Reconstruction Award Report OPS 17-06.
ITEM NOTES TENDER
COST
2017
BUDGET
ALLOCATION
Water and Sanitary Sewer Maintenance (Operating) Break repairs $24,200 $24,200
Roads Patching Maintenance (Operating) Surface failure $13,000 $13,000
2017 Capital Asphalt Resurfacing $282,630 $250,000
Kamps Crescent 320m (full depth) $74,375
Denrich Avenue “North” 215m (full depth) $49,025
Jane Street 115m (full depth) $12,500
Hilliker Alley North 65m (full depth) $3,950
Hilliker Alley South 90m (full depth) $5,525
PUC Alley 110m (full depth) $7,050
Denrich Avenue “South” 340m (partial depth) $45,750
Trottier Drive 300m (partial depth) $41,925
Forest Glen Court 35m (partial depth) $12,230
Rokeby Road 1,300m (surface edge) $30,300
HOT MIX ASPHALT TOTAL $319,830 $287,200
COMMUNITY STRATEGIC PLAN
This project supports Objective 2 – Economic Sustainability of the Community Strategic Plan
through the renewal of infrastructure.
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Page 3 / 3
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Report Title Results for Tender RFT 2017-008 Concrete Sidewalk
and Curbing
Report No. OPS 17-17
Author Kevin De Leebeeck, P.Eng., Director of Operations
Meeting Type Council Meeting
Council Date July 10, 2017
Attachments • None
RECOMMENDATION
THAT Council receive Report OPS 17-17, Results for Tender RFT 2017-008 Concrete
Sidewalk and Curbing;
AND THAT Council award Tender RFT 2017-008 to J. Franze Concrete Ltd. of London, ON
at a cost of $91,782.43 (net HST included), the lowest bid received satisfying all Tender
requirements.
SUMMARY
Tenders were called for the Concrete Sidewalk and Curb & Gutter Construction program with
thirteen (13) plan takers and a total of four (4) bids received on June 22, 2017 with the lowest bid
from J. Franze Concrete Ltd. of London, Ontario at a cost of $91,782.43 (net HST included).
The project includes replacement of miscellaneous sidewalk sections identified from the
Sidewalk Inspection Program, repairs as a result of maintenance work from the Public Works
and Utilities (Water/Sanitary) Departments, as well as repairing damaged curb and gutter at
various locations throughout Town.
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. J. Franze Concrete Ltd. London, ON $ 91,782.43
2. Autoform Contracting London, ON $152,566.02
3. Tri-Capital Construction Inc. Woodbridge, ON $183,748.03
4. Euro Landscape Construction Etobicoke, ON $190,483.99
The above bids include net HST of 1.76%. The bids also include a $5,000 contingency
allowance for material testing and any unforeseen expenses encountered during construction.
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CONSULTATION/COMMUNICATION
Any planned roadway or lane closures in order to facilitate the work will be kept to a minimum
and communicated to the public or any directly affect residents in advance.
FINANCIAL IMPACT/FUNDING SOURCE
The combined budget for this project is $93,000 which consists of $30,000 allocation from the
sidewalk maintenance operating budget, $25,000 allocation from the curb and gutter
maintenance operating budget, and $38,000 allocation from the storm sewer maintenance
operating budget.
COMMUNITY STRATEGIC PLAN
This project supports Objective 2 – Economic Sustainability of the Community Strategic Plan
through the renewal of infrastructure.
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Report Title Green Energy Act Reporting 2017
Report No. RCP 17-36
Author Rick Cox, Director of Recreation, Culture & Parks
Meeting Type Council Meeting
Council Date June 27, 2016
Attachments • Energy consumption spreadsheet
RECOMMENDATION
THAT Council receives Report RCP 17-36 - Green Energy Act Reporting 2017 for information;
AND THAT Council approves the Energy Consumption and GHG Emissions report for 2015.
EXECUTIVE SUMMARY
Bill397/11 Green Energy Act requires that municipalities must report natural gas and hydro
consumption for all facilities where the municipality pays the utility bills. By July 1, 2017,
municipalities must report 2015 consumption.
BACKGROUND
Regulation 397/11 of the Green Energy Act (2009) requires public agencies including
municipalities to prepare, publish, make available and implement energy conservation and
demand management plans. In addition, there is an annual July 1 deadline by which municipalities must publish on their website certain prescribed energy consumption information. This year the requirement is for publishing consumption data from 2015. Town staff has
compiled and submitted all of the necessary data facility energy use for 2015 and are using
software provided by AMO/LAS to manage the reporting. The next target deadline is July 1,
2018 at which time 2016 consumption data must be published.
Below is a chart of the totals reported since the Act came into force:
Cost ($)Energy (ekWh/yr)GHG Emissions (kg CO2e/yr)# of Degree Days
2011 534,415$ 7,957,000 1,138,498 4503
2012 530,046$ 7,973,666 1,117,243 3525
2013 607,987$ 8,412,940 1,208,845 3898
2014 603,269$ 8,303,497 1,139,579 4151
2015 636,966$ 8,175,368 997,289 3961
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85
CONSULTATION/COMMUNICATION
N/A
FINANCIAL IMPACT/FUNDING SOURCE
There is no cost to the Town as a direct result of this report. Continuing implementation of the
Town’s Energy Management Plan will result in significant cost avoidance if not in actual cost reductions.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
This report supports the following CSP priorities:
1.1 Demonstrate excellence in local government initiatives
1.3 Demonstrate accountability
4.3 Improve mobility and promote environmentally sustainable living
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Energy Consumption and GHG Emmissions
From: 2015-01-01 To: 2015-12-31
Facility Name Address Total Area (m2)Average Hours/Day Fuel Types Consumption Cost ($)Energy (ekWh/yr)GHG Emissions (kg CO2e/yr)GHG Intensity (kg CO2e/m2)Energy Intensity
Facility Primary Type: Office
Tillsonburg Cemetery 191 Simcoe Street 200 6.43 NG 5331.00 m3 $1,361.53 56656.68 10078.93 50.39 283.28 (ekWh/m2)
Elect.21193.00 kWh $3,372.20 21193.00 859.33 4.3 105.97 (ekWh/m2)
Corporate Office 200 Broadway 500 5.71 NG 1096.00 m3 $594.47 11648.04 2072.13 4.14 23.30 (ekWh/m2)
Elect.35183.00 kWh $7,228.53 35183.00 1426.60 2.85 70.37 (ekWh/m2)
Facility Type Total $12,556.73 124680.72 14436.99
Facility Primary Type: Museum
Museum 28 Tillson Ave 1090 6.28 NG 14934.00 m3 $3,488.37 158715.22 28234.62 25.9 145.61 (ekWh/m2)
Elect.227904.00 kWh $38,602.50 227904.00 9241.05 8.48 209.09 (ekWh/m2)
Facility Type Total $42,090.87 386619.22 37475.68
Facility Primary Type: Fire
Fire Hall 80 Concession Street East 670 24 NG 29677.00 m3 $6,300.73 315400.54 56108.14 83.74 470.75 (ekWh/m2)
Elect.78601.00 kWh $12,464.06 78601.00 3187.11 4.76 117.31 (ekWh/m2)
Facility Type Total $18,764.79 394001.54 59295.25
Facility Primary Type: Police
Police Station 90 Concession Street East 1250 24 NG 26441.00 m3 $7,605.51 281009.05 49990.07 39.99 224.81 (ekWh/m2)
Elect.204180.00 kWh $32,785.81 204180.00 8279.09 6.62 163.34 (ekWh/m2)
Facility Type Total $40,391.32 485189.05 58269.16
Facility Primary Type: Recreation Complex
Tillsonburg Community Centre 45 Hardy Avenue 14000 23.93 NG 310058.00 m3 $86,038.59 3295227.28 586204.03 41.87 235.37 (ekWh/m2)
Elect.2348685.00 kWh $352,786.20 2348685.00 95234.48 6.8 167.76 (ekWh/m2)
Facility Type Total $438,824.79 5643912.28 681438.51
Facility Primary Type: Public Works
Public Works 20 Spruce Street 1600 6.43 NG 28114.00 m3 $8,100.07 298789.32 53153.09 33.22 186.74 (ekWh/m2)
Elect.101263.00 kWh $15,757.04 101263.00 4106.01 2.57 63.29 (ekWh/m2)
Customer Service Centre 10 Lisgar Ave 1895 6.41 NG 27365.00 m3 $6,422.81 290829.12 51737.01 27.3 153.47 (ekWh/m2)
Elect.214761.00 kWh $34,017.85 214761.00 8708.13 4.6 113.33 (ekWh/m2)
Facility Type Total $64,297.77 905642.44 117704.24
Facility Primary Type: Other
Lake Lisgar Waterpark 8 Ross 200 7 NG 13104.00 m3 $3,936.33 139266.39 24774.78 123.87 696.33 (ekWh/m2)
Elect.72303.00 kWh $12,277.54 72303.00 2931.74 14.66 361.51 (ekWh/m2)
Summer Place 8 Ross 150 5.71 Elect.23753.00 kWh $3,825.69 23753.00 963.14 6.42 158.35 (ekWh/m2)
Facility Type Total $20,039.56 235322.39 28669.65
Grand Total $636,965.83 8175367.65 997289.48
87
Report Title Proposed Outdoor Recreation Pad
Report No. RCP 17-37
Author Rick Cox, Director of Recreation, Culture & Parks Dave Rushton, Director of Finance
Meeting Type Council Meeting
Council Date June 27, 2016
Attachments •
RECOMMENDATION
THAT Council receives Report RCP 17-37 – Proposed Outdoor Recreation Pad for information;
AND THAT Council approves the incorporation of the J. L. Scott McLean Outdoor Recreation
Pad into the Memorial Park Master Plan at a location East of the existing Community and
Memorial rinks;
AND THAT Council approves that the Pad be constructed in a manner ready to accept
refrigeration coolant when the capacity is available from the ice plant at the Tillsonburg
Community Centre,
AND THAT Council authorizes the establishment of a J. L. Scott McLean Legacy Trust to enable
funds to be received, receipted and disbursed for the construction of the Outdoor Recreation Pad;
AND THAT Council direct staff establish a separate bank account and general ledger account
for this purpose;
AND FURTHER THAT BY-LAW 3896, Trusts and Appointments be ramended and brought back
to council for consideration;
AND THAT the construction of the Outdoor Recreation Pad be scheduled for the fall of 2018.
EXECUTIVE SUMMARY
An outdoor recreation pad at Memorial Park in memory of Scott McLean has been proposed by
his family and friends. The construction is proposed for 2018 and would be entirely funded by
monies raised by the proponents. After the presentation to Council on May 23, the following motion was passed:
Moved By: Councillor Hayes; Seconded By: Councillor Rosehart
THAT Council receives the presentation regarding the J.L. McLean Legacy Outdoor Rink,
as information;
AND THAT the matter, be referred to staff to bring back a report with options and recommendations. Carried
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BACKGROUND
Building a new outdoor refrigerated ice pad/basketball court facility has been proposed by the
organizers behind the J.L. Scott McLean Legacy Fund as a new addition to Memorial Park in
memory of Scott McLean. The J.L. Scott McLean Legacy Fund is in the process of raising
$250,000 to build a 60’x120’ refrigerated ice pad as the first phase of the project and another
$250,000 to add rink boards and other amenities in a second phase.
Refrigerated Ice Pad
The proposed recreation pad would be constructed with the required refrigerant loops
incorporated into the concrete so that coolant from the main ice plant in the Complex can be
circulated to chill the pad on a seasonal basis. Although this doubles the cost for the construction of the cement pad, it is the most cost-effective way to provide a refrigerated ice
pad. The J.L. Scott McLean Legacy Fund is prepared to contribute the capital cost for the
refrigeration loops and connection. The ice plant in the Complex is currently not capable of
providing adequate refrigeration; however, the plant upgrade proposed for 2018 has been
designed with the additional capacity. If the plant upgrade is delayed, the pad may be able to operate as a natural ice surface until the capacity is available. Obviously, natural ice is dependent on weather and is not a predictable operating model to rely on.
One alternative to this approach would to be to deploy a new, stand-alone refrigeration system
for the Outdoor Recreation Pad, which has a considerably higher capital and ongoing cost. One
benefit of a stand-alone ice plant is that the location for the ice pad becomes more flexible as it would not have to be located near to the existing plant. Also, the pad would not be dependent on the proposed future plant upgrade for refrigeration, but this approach could add up to another
$500,000 to the cost of the Outdoor Recreation Pad.
A second alternative would be to have no refrigeration for the Outdoor Recreation Pad and
operate it using natural ice only or artificial plastic ice. Neither of these approaches matches the vision of the J.L. Scott McLean Legacy Fund. Natural ice pads in the Tillsonburg area are
not a reliable source of outdoor skating, and the time and effort to build and maintain natural
ice could be a wasted effort due to outdoor temperatures not being suitable for extended
periods of time. Artificial plastic ice has not been evaluated by the Town as an option, however
the City of Windsor did an extensive evaluation and chose refrigeration over plastic.
Staff supports the Outdoor Recreation Pad being
constructed with the intent to connect to the main ice
plant when the capacity is available.
Location of the Pad The proposed location of the Outdoor Recreation Pad is shown in red in the graphic. It is east of the existing
indoor pads in the area where the grandstand previously
stood. This location has been chosen for its proximity to
the ice plant and ice maintenance equipment, and for its open-space qualities as well as the way it can integrate into the overall site for other events, parking and access.
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Selecting this location will make the existing hardball diamond #1 (outlined in dashed blue line) unusable. The Memorial Park Revitalization Project Subcommittee (which includes
representation from ball user groups and from the Agricultural Society) endorses this location
with the expectation that a relocated hardball diamond would be established further east as
shown in the graphic. Estimated costs for relocating and relocating the diamond total $150,000. Selecting this location also eliminates the area used by the Agricultural Society for their demolition derby, an annual part of their fair program. The master plan provides for a gravel
parking lot area where this activity could occur but no timeline or estimated cost has been
established for this feature.
An alternative location (outlined in yellow) meets many of the same locational requirements but
would require the demolition of three buildings used by the Agricultural Society (Office, Food Booth and Pigeon Barn). These buildings are expected to eventually be replaced as noted in
the master plan, but no timeline or estimated cost has been established for this.
Staff supports the location of the pad in the area of the former grandstand in concert with the
planned relocation of the hardball diamond.
Operational Impact The Outdoor Recreation Pad would require Town staff to make the ice at the start of the season,
and to perform ice maintenance on a regular basis to keep it in a safe condition. There will be
energy costs, water consumption costs, staff costs and the additional wear on ice maintenance
equipment due to the third ice sheet. A portion of these costs will be offset by the proposed change to artificial plastic ice on the indoor mini-pad, which will no longer require energy or water to make ice and less staff time to maintain. As noted in the presentation, the annual
operating cost for the ice season on the Outdoor Recreation Pad is estimated at $12,500 using
current energy and labour costs.
The Outdoor Recreation Pad is not expected to be operated on a booked/rental basis so there will be no increased workload on the bookings team. While generally a ‘first-come, first-served”
approach will be in effect, there will be some usage type time blocks established (e.g. shinny vs
skating) similar to the way the tennis courts have blocks of time where tennis takes priority over
pickleball.
Having an Outdoor Recreation Pad available for on-demand, ad-hoc recreational use may impact the demand for indoor public skating and private ice rentals. Lower demand will have
revenue impacts, but a corresponding reduction in the need for indoor ice maintenance.
Staff supports the operation of the Outdoor Recreation Pad as a free, mostly unscheduled
facility.
Project Timing The J.L. Scott McLean Legacy Fund would like to have the pad constructed in 2018 in time for
the 2018- 19 winter season. As Council knows, an energy retrofit project which would build a
new ice plant capable of supplying refrigeration for the Outdoor Recreation Pad is scheduled for
construction in 2018, pending budget approval. Whether or not the ice plant upgrade is
implemented in time for the 2018-19 season should not affect the timing of the Outdoor Recreation Pad because the pad can be used to some extent with or without refrigerant.
However, as noted earlier in this
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report, if there is no refrigerant it is not cost effective to try and make natural ice. It is possible to put in place a temporary external refrigeration source if the energy retrofit is deferred but this
option is quite expensive.
Should the Outdoor Recreation Pad be constructed in the preferred location, the existing
hardball diamond will not be usable. A fall 2018 construction timeline for the pad would mean
that the diamond would be unavailable for the following season unless the diamond relocation also takes place at the same time as the pad construction. As an alternative to the diamond
relocation, Council could decide to change their earlier decision to retain 2 hardball diamonds
and just eliminate the diamond. Ball user groups have already provided Council with their
perspective that a 2nd hardball diamond is needed now and the need will grow. Reducing the
existing hardball diamond capacity by 50% for a season or longer will have a considerable impact on the growth and viability of the minor ball programs.
If the pad is constructed in 2018, staff recommends construction be scheduled for after Labour
Day and that user groups be advised that there will be no 2nd hardball diamond or derby area
available for the 2019 season. In the meantime, staff will continue to pursue funding partners willing to contribute towards the cost of the diamond relocation.
Donation Receipting Via Trust Fund
The proponents have asked if the Town would be prepared to set up a trust to accept and
receipt donations from individuals, organizations and companies towards the capital costs of the
Outdoor Recreation Pad. They have established a private corporation for this purpose but it cannot issue tax receipts.
When established, it is expected that the Trust will receive money from:
•donations from the family through redeemable shares in their company,
•donations from individuals or companies for which the Town will issue tax receipts, and
•bequests
•various fundraising activities like the Kinsmen’s NHL Centennial Fan Arena and golftournaments.The funds will go towards the capital costs associated with the construction of the outdoor ice
facility, refrigeration of the facility and improvements to the facility. The four Trustees that will
be nominated are Jane Ann McLean, a representative of the J.L. Scott McLean Legacy Fund,
the Town’s Clerk and the Town’s Treasurer.
Staff recommend that Council authorize a Trust be established for this project.
CONSULTATION/COMMUNICATION
During the preparation of this report consultations took place with representatives of the J.L.
Scott McLean Legacy Fund, the Director of Recreation, Culture & Parks and the Director of
Finance. On June 21, the Agricultural Society was asked for formal comment on the location but none was received at the time of writing this report. However, discussions at the Memorial Park Revitalization Subcommittee (MPRS) have incorporated input from all stakeholders around that
table including ball user groups and the Agricultural Society. The MPRS passed a resolution at
their April 6, 2017 meeting which confirmed the addition to the Master Plan of an “Outdoor ice
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91
rink/off-season basketball pad to be located on the E side of the Community Centre close to the arenas”. The resolution also confirmed an amendment to the Master Plan to “renovate and
reposition the existing diamond with a clay infield.”
The Director of Finance has checked with the Town’s Auditor and has confirmed that receiving
securities as part of the contributions to the Trust would be acceptable. These securities would
then be converted to cash.
FINANCIAL IMPACT/FUNDING SOURCE
The proponents intend that the capital costs of constructing the Outdoor Recreation Pad,
boards and associated amenities like benches would be paid for by the J.L. Scott McLean
Legacy Fund. The proponents are not expecting to contribute towards the estimated $10,000 incremental capital costs needed to ensure the ice plant upgrade includes the capacity to support the Outdoor Recreation Pad or towards the ongoing maintenance and operational
costs of the Outdoor Recreation Pad. In the presentation, it was noted that $150,000 has been
pledged towards Phase 1, and there is the potential for an additional $115,000 contributed as
in-kind work.
The capital cost of the ice plant upgrade is expected to be debt financed and the upgrade forms
part of a major energy conservation retrofit project for the Complex. Council may recall that the 2017 budget includes $65,000 for the engineering design of the energy retrofit and the 2017
workplan directed that the design be completed and confirmed pricing secured through tenders
for consideration during the 2018 budget process. The design has been completed and the
tender process closes in mid-July so that confirmed market pricing can be reflected in the 2018 draft budget. The annual cost of servicing the debt is expected to have no net requirement for
additional taxation due to savings achieved through reductions in energy consumption.
The capital cost of relocating the diamond is estimated to
be $150,000. At this time, there is no external funding in
place for the diamond relocation; however there has been some willingness expressed by ball user groups to
contribute towards the costs of components like irrigation
and dugouts. In the meantime, staff continues to pursue
funding opportunities and partners to support the cost of
this component of the Memorial Park Revitalization Project.
The annual operating expenses for the Outdoor Recreation Pad are anticipated to be
approximately $12,500. While it is difficult to determine how many fewer private ice rentals there
will be, it is a reasonable expectation for an additional $4,000-$8,000 in foregone annual
revenue, so the net impact to the Department is estimated to approach $20,000 each year.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
This report supports the following CSP priorities:
•Make Tillsonburg an attractive place to live for youth and young professionals.
•Provide opportunities for families to thrive.
•Provide a variety of leisure and cultural opportunities to suit all interests.
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Fencing $35,000
Irrigation $8,000
Infield & warning track $35,000
Outfield & area turf $30,000
Earthmoving $30,000
Dugouts $10,000
$148,000
Hardball Diamond Relocation Budget
92
Report Title Town Hall Project Committee – Honourary Chair
Report No. CAO – 17-05
Author David Calder, On behalf of the Town Hall Project Committee
Meeting Type Council
Council Date NA
RECOMMENDATION
THAT Report CAO 17-05 Town Hall Project Committee – Honourary Chair be received for
information;
AND THAT the Tillsonburg Town Council recognize Marty Klein as Honourary Chair of the Town
Hall Project Committee.
EXECUTIVE SUMMARY
At its meeting of June 19, 2017, the Town Hall Project Committee passed the following
recommendation:
“With respect and recognition of his contributions and commitment to the opportunity for a new
Town Hall facility in Tillsonburg;
BE IT RESOLVED THAT Marty Klein be recognized as Honourary Chair of the Town Hall
Project Committee;
AND THAT this recommendation be forwarded to Council for support.”
BACKGROUND
As Council knows, Mr. Marty Klein at the time of his passing was Chair of the Town Hall Project Committee. In recognition of his leadership to the Committee and his commitment and contributions to the Town Hall Project the members of the Town Hall Project Committee
unanimously support recognizing Mr. Klein as Honourary Chair of the Town Hall Project
Committee. As Chair, Marty provided leadership to the Committee as well as expertise and
knowledge during committee deliberations. Marty always represented the interests of the Town and Council. Marty’s contributions will continue to be reflected in the activities of the Town Hall Project Committee as the project moves forward. Marty’s sudden passing only reinforces his
contributions to the Town Hall project and his contribution as a Council appointee to the
committee.
The Town Hall Project Committee is therefore requesting Council’s support in recognizing Marty as Honourary Chair of the Town Hall Project Committee.
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93
FINANCIAL IMPACT/FUNDING SOURCE
There is no financial impact.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
Demonstrates strong leadership in Town initiatives.
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94
Report Title
Town Hall Project Committee – Funding Request –
Drafting RFP, Vetting and Selection Process – Town Hall Project
Report No. CAO – 17-04
Author David Calder, On behalf of the Town Hall Project Committee
Meeting Type Council
Council Date NA
RECOMMENDATION
THAT Report CAO 17-04 Town Hall Project Committee – Funding Request – Drafting RFP, Vetting and Selection Process – Town Hall Project be received for information;
AND THAT the Tillsonburg Town Council approve the request of the Town Hall Project
Committee for a funding allocation of $25,000 for the purposes of contracting with a vendor for
the preparation of an Request for Proposal (RFP) document, subsequent vetting of responses to the RFP and evaluation of the responses for vendor selection for the Town Hall Project.
EXECUTIVE SUMMARY
At its meeting of June 29, 2017, the Town Hall Project Committee passed the following
recommendation:
“THAT the Town Hall Project Committee makes a recommendation to Council for funding up to a limit of $25,000 to support the creation of an RFP for the Town Hall project and to assist with the vetting and selection process.”
This report on behalf of the Town Hall Project Committee requests the funding as noted in the
recommendation to Council.
BACKGROUND
For the information of Council, the Town Hall Project Committee has been busy addressing such items for review as a multi-use building, possible interested tenants, interest from the investment
community and the development community and financial models. A variety of information has
been collected through this process.
There has also been discussion regarding the location of a Town Hall and whether the
land/building component could be provided by an interested party, procured by the Town or use land currently owned by the Town. The Committee has also been clear that the Town Hall
should be located in the downtown core.
The Committee has been working diligently on next steps and would like to move to the Request
for Proposal stage.
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95
As Council will recall, the Town Hall Project Committee previously received approval from Council to issue a Request for Prequalification (RFPQ) document for the purposes of
prequalifying and shortlisting parties interested in the Town Hall Project. Through that process,
the Committee has worked diligently to prequalified a number of interested parties that have the
ability to meet the requirements of the Town Hall Project. The next stage in the process is to issue a Request for Proposal (RFP) which will be a more defined document requiring the shortlisted interested parties to provide more comprehensive information such as defined
building site, building design, financial requirements, etc.
As the preparation of a RFP is a critical step in the process and one which will define the project
vision and vendor expectations as well as ensuring the short-listed teams can respond in a
competitive manner, the Committee felt it was important at this stage to obtain outside expertise in procurement as it relates to document preparation, vetting and selection. Due to the
importance and magnitude in scope, complexity of the project and the potential cost factors
(lease, operating costs), the Committee determined that the Town’s internal capacity to prepare
such a complex RFP was limited. As a result, the Committee has been reviewing a number of
submissions from companies that have expertise in procurement and procurement documentation such as the drafting of RFP’s. As Council can appreciate, there is a cost to
retaining outside expertise. As such, and based on the research and analysis that the
Committee has completed to date, the Committee is requesting funding up to $25,000 for the
purposes of retaining outside expertise to not only prepare the RFP document but also to assist with vetting vendor submissions and assisting the Committee in the selection process, for
Council approval, based on vendors responses to the Town Hall Project RFP.
In conclusion, provided Council approves the funding for this next step in the Town Hall Project,
the Committee will select and retain a company to prepare a RFP document, participate in the
vetting process of the anticipated submissions and assist with the selection process of a vendor, for Council’s approval, that can meet the criteria of the proposed RFP for the construction of a
Town Hall.
FINANCIAL IMPACT/FUNDING SOURCE
As there is no specific budget for the Town Hall Project, similar to the funding that was obtained
for the purposes of the Space Needs Study in 2016, the funding source up to $25,000 would come from the Tax Rate Stabilization Reserve.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
Excellence in Local Government through the development of a standalone Town Hall as the seat
of government for the municipality of the Town of Tillsonburg.
Page 2 / 2 CAO
96
=
Attendance:
Jami Stephenson, Chair, Josiane DeCloet, Karen Smith, Penny Esseltine, Tabitha Dalm, Marianna Carson
Community Leader: Evan VanMoerkerke
Staff: Donna Wilson
Regrets: Aleksandra Webber, Councillor Brian Stephenson, Heather Cnockaert, Paul Weaver, Wendy Cameron, Irene Hurley, Virginia Armstrong
1. Call to Order
A quorum was not attained, however the members present remained to discuss matters, no
decisions were made.
2. Update Youth Poster Contest update
Tabitha Dalm provided an update on the poster contest.
She provided a copy of the budget which totaled $870 which left a $130 buffer.
It was noted that the Canada 150 facebook page reflected the wrong date for the event.
3. Canada Day Event Update
4. Promotional Material Update
Community Leaders or committee members to distribute buttons at events.
5. Marketing Update
To provide information on events to Penny Esseltine and Virginia Armstrong to be
posted on Rogers television, town website and community update in the paper.
The Corporation of the Town of Tillsonburg
Canada 150 Committee
Tuesday, May 29, 2017
4:30 p.m.
Council Chambers
200 Broadway, 2nd Floor
NOTES
97
Canada 150 Committee Meeting – Agenda - 2 -
Jami Stephenson will create an Instagram page for the Canada 150, community leaders
to take photos and post in snap chat.
Next Wednesday Canada 150 urns and floral displays to be put in the community update
section of the paper. To provide Penny Esseltine with any Canada 150 items for the
community update section of the Tillsonburg News.
6. Harvest-fest Update
The committee is requesting that a full report be provided including details for the event,
date, time, place, entertainment, budget etc
7. 24ft x 12ft Canada Flag Update
The calendar will be sent out to the committee to ensure there are volunteers at events.
8. Roundtable
Canada 150 Tree planting advertisements
To request that Corey Hill send Penny Esseltine information for the community update –
also to post on the website, facebook, twitter etc.
To request that Colleen look into ordering the Youth and children Canada 150 shirts as
determined at the last committee meeting.
Discussion took place regarding inviting the Mayor Stephen Molnar and Jami Stephenson to
the poster contest presentation to say a few words.
9. Next Meeting
The next meeting to be held June 19th, 2017 at 4:30, Council Chambers.
10. Adjournment
This meeting ended at 5:50 p.m.
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ATTENDANCE Heather Benton, Chair, Councillor Brian Stephenson, Staff Liaison Patricia Phelps, Jami Stephenson, Recording Secretary, Josianne DeCloet, Vern Fleming, Terry Fleming
MEMBERS ABSENT/REGRETS
Erin Getty
1. Call to Order
The meeting was called to order at 5:00 p.m.
2. Adoption of Agenda
Resolution #1
Moved By: Josianne DeCloet Seconded By: Councillor Stephenson
THAT the Agenda as prepared for the Cultural Advisory Committee meeting of Wednesday
May 3, 2017, be adopted.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
4. Adoption of Minutes of Previous Meeting
4.1. Minutes of the Meeting of April 5, 2017
Resolution #2
Moved By: Josianne DeCloet Seconded By: Councillor Stephenson
THAT the Minutes of the Cultural Advisory Meeting of April 5, 2017, be approved.
Carried
5. Delegations and Presentations
The Corporation of the Town of Tillsonburg
CULTURAL ADVISORY COMMITTEE
May 03, 2017
5:00 p.m.
Annex Meeting Room
200 Broadway, 2nd Floor
MINUTES
99
Cultural Advisory Committee Minutes, May 03, 2017 - 2 -
6. General Business & Reports
6.1 Santa Clause Parade Report
Resolution #3 Moved By: Terry Fleming Seconded By: Councillor Stephenson
THAT the Cultural Advisory Committee accept the report of the Santa Clause Parade as
submitted.
Carried
6.2 Just A Girls Indulgence Report
Resolution #4
Moved By: Terry Fleming Seconded By: Josianne DeCloet
THAT the Cultural Advisory Committee accept the report of the cancelled event and that
the funds returned to the Cultural Advisory financial account be accepted.
Carried
7. Correspondence
8. Other Business
Councillor Stephenson spoke of the upcoming Harvest fest Event on August 25, 2017 as it
pertains to the community's Cultural heritage of working in harvest. He spoke of
ascertaining musical artists to perform at the event . Also mentioned was the Special
Awards committee looking for candidates of exemplary volunteer service within the Town Of
Tillsonburg. Patricia Phelps Staff Liaison spoke about the upcoming art exhibit ~ Plein Air
to Abstract~ at Annandale Museum and handed out invitations. Also mentioned was the
contest the Museum is in contention for "Top small Museum of Ontario". Voting is necessary
to win, contest closes in October.
9. Next Meeting
The next meeting of the Cultural advisory Committee will be on Wednesday June 7th, 2017.
10. Adjournment
Resolution #
Moved By: Jami Stephenson Seconded By:
THAT the Cultural Advisory Committee Meeting of May 3, 2017 be adjourned at 5:36 p.m.
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ATTENDANCE Heather Benton, Chair, Staff Liaison Patricia Phelps, Erin Getty, Jami Stephenson, Recording Secretary, Josianne DeCloet
MEMBERS ABSENT/REGRETS
Councillor Brian Stephenson, Vern Fleming, Terry Fleming
1. Call to Order
The meeting was called to order at 5:42 p.m.
2. Adoption of Agenda
Resolution #1
Moved By: Erin Getty Seconded By: Josianne DeCloet
THAT the Agenda as prepared for the Cultural Advisory Committee meeting of Wednesday
June 7, 2017, be adopted.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
4. Adoption of Minutes of Previous Meeting
4.1. Minutes of the Meeting of May 3, 2017
Resolution #2
Moved By: Josianne DeCloet Seconded By: Jami Stephenson
THAT the Minutes of the Cultural Advisory Meeting of May 3, 2017, be approved.
Carried
5. Delegations and Presentations
The Corporation of the Town of Tillsonburg
CULTURAL ADVISORY COMMITTEE
June 7, 2017
5:00 p.m.
Annex Meeting Room
200 Broadway, 2nd Floor
MINUTES
101
Cultural Advisory Committee Minutes, June 7, 2017 - 2 -
6. General Business & Reports
7. Correspondence
8. Other Business
9. Next Meeting
The next meeting of the Cultural advisory Committee will be on Wednesday July 5, 2017.
10. Adjournment
Resolution #3
Moved By: Erin Getty Seconded By: Josianne DeCloet
THAT the Cultural Advisory Committee Meeting of May 3, 2017 be adjourned at 5:45 p.m.
Carried
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ATTENDANCE MEMBERS PRESENT: Paul DeCloet, Penny Esseltine, Corey Hill, Robert Marsden, Christine Nagy, Sue
Saelens, Marian Smith, Janet Wilkinson
MEMBERS ABSENT/REGRETS: Charles Baldwin, Ken Butcher, Tricia Smith, Maurice Verhoeve, Paul
Wareing 1. Call to Order
The meeting was called to order at 9:00 a.m.
2. Adoption of Agenda
Moved By: C. Nagy Seconded By: J. Wilkinson
Proposed Resolution #1_
THAT the Agenda for the Heritage, Beautification & Cemetery Advisory Committee meeting of June 1,
2017, be adopted with additions. Carried.
3. Disclosures of Pecuniary Interest and the General Nature Thereof: None
4. Adoption of Minutes of Previous Meeting
4.1. Minutes of the Meeting of May 4, 2017
Moved By: S. Saelens Seconded By: C. Nagy
Proposed Resolution #2
THAT the minutes for the May 4, 2017 meeting be approved. Carried
5. Delegations and Presentations - none
6. General Business & Reports
6.1. Report from Tillsonburg Horticultural Society (THS) – C. Nagy reported that delivery of the Canada
150 flower urns will be finished this week with 56 businesses buying 95 urns. Broadway planters will be completed on Monday next week. The annual Garden Auction was a huge success with a
net profit of $7,778.
Moved By: S. Saelens Seconded by P. DeCloet
Proposed Resolution #3
THAT the Heritage, Beautification & Cemetery Advisory Committee accept the report as submitted.
Carried
The Corporation of the Town of Tillsonburg
HERITAGE, BEAUTIFICATION &
CEMETERY ADVISORY COMMITTEE
June 1, 2017 9:00 a.m.
Corporate Annex
200 Broadway
MINUTES
103
7. Correspondence – 7.1 M. Smith read an e-mail from T. Smith with a brief update on Heritage Designation.
8. Other Business
8.1. Heritage Designations – there was a discussion of the difficulty of finding agreeable owners to
accept heritage designation because of the limitation. 8.2. Tree Protection – will be discussed next meeting in September
8.3. Significant Tree program – same issues as heritage designation and problem of enforcement of any by-laws for removal permits 8.4. Keep Tillsonburg Beautiful – all the trees were planted that were purchased for that day. 9. Next Meeting
The next meeting of the Heritage, Beautification & Cemetery Advisory Committee will be on September
7, 2017 at 9:00 a.m. in the Annex Meeting Room unless the Chairperson has the need to call a meeting in the interim.
10. Adjournment
Moved By: C. Nagy Seconded By: P. Esseltine
Proposed Resolution #4
THAT the Meeting of Heritage, Beautification & Cemetery Advisory Committee on June 1, 2017 be
adjourned at 9:35 a.m. Carried.
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ATTENDANCE Bob Marsden, Patty Phelps, Dianne MacKeigan, Aleksandra Webber, Marianne Sandham, Mary Lou Sergeant, Jami Stephenson
MEMBERS ABSENT/REGRETS
Chris Rosehart
1. Call to Order
The meeting was called to order at 4:30 pm
2. Adoption of Agenda
Moved By: Mary Lou Sergeant Seconded By: Jami Stephenson
Resolution #1
THAT the Agenda for the Museum Advisory Committee meeting of June 29, 2017, be
adopted.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof- none
4. Adoption of Minutes of Previous Meeting
4.1. Minutes of the Meeting of April 27, 2017
Moved By: Jami Stephenson Seconded By: Mary Lou Sergeant
Resolution #2
THAT the Minutes of the Museum Advisory Committee Meeting of April 27, 2017 be
approved.
Carried
The Corporation of the Town of Tillsonburg
Museum Advisory Committee
Thursday, June 29, 2017
4:30 pm
Program Room- 2nd floor Annandale NHS
30 Tillson Ave., Tillsonburg
MINUTES
105
Museum Advisory Committee Minutes, June 29, 2017 - 2 -
5. Delegations and Presentations- Jami Stephenson presented a budget for a system to
redirect rainwater away from the foundation of the house for our consideration. Patty
accepted the proposal and will consider from where the money might come.
6. General Business & Reports
6.1. Financial - Balance in the Annandale House Trust Account- $103,676.75 (increase
comes from our share of the sale of one of the paintings in the Corner Gallery.)
6.2. Tour Guides- Guides have been recruited for the Canada Day Open House
6.3. Curator’s Report- The Curator’s report was circulated and included the following
highlights:
1. May numbers are up. (Hevenor Collection and Wilde Week)
2. The Hevenor Art Collection has been very popular. The catalogue for the exhibit is
selling very well, averaging 4 a day.
3. 13 classes took advantage of the offered program around the Hevenor Exhibit.
4. Most events for Wilde week were a success.
5. 40 people attended the music performance of WWI music on the lawn with Ian Bell.
Over $100 in donations were received from that evening
6. Attendance for Turtlefest was up over last year.
7. The soap making workshop, part of the Confederation Challenge, was fully booked
and enjoyed by those participating.
8. Theme for this year’s summer camp is “Oh Canada” and each week will highlight a
different part of the country.
9. CMOG application has been submitted.
10. Plans are in full swing for Canada Day with a fun fair on the lawn from 12-2. Queen
Victoria and Sir John A. MacDonald will attend.
11. Trip-of-the-Month tickets are being sold with about 20 left to sell.
12. A tree emergency has meant that 2 pine trees by the shed have been taken down
under the parks budget.
Moved By: Patty Phelps Seconded By: Aleksandra Webber
Resolution # 3
THAT the reports be adopted as circulated.
Carried
106
Museum Advisory Committee Minutes, June 29, 2017 - 3 -
7. Correspondence- none
8. Other Business
8.1. Due to the lack of progress with porch repairs, this has been opened up to Request For
Proposal. Concern was again expressed over the amount of time this will take and the
poor state of repair of the porches.
8.2. An ACR has gone in for the painting of the Tillson Ave. porch.
8.3. The security audit will take place in the 3rd and 4th quarter.
9. Closed Session
Moved By: Mary Lou Sergeant Seconded By: Marianne Sandham
Resolution #4
THAT the committee move into Closed Session to discuss personal matters about
identifiable individuals, including municipal or local board employees (Personnel).
Carried
Resolution #5
That the committee move out of closed session.
Carried
10. Next meeting- Thursday, September 28, 2017
11. Adjournment
Moved By: Jami Stephenson
Resolution #6
THAT the museum advisory committee meeting be adjourned at 5:10 p.m.
107
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ATTENDANCE
Mel Getty
Craig Cole
Susie Wray
James Payne
Donna Scanlan
Chris Rosehart
Becky Turrill, Secretary
Janet McCurdy, Program Manager
MEMBERS ABSENT/REGRETS
Don Baxter
Michael Cerna
Bob McCormick
1. Call to Order
The meeting was called to order at 7:34am
2. Adoption of Agenda
Moved By: C. Cole Seconded By: D. Scanlan
Resolution #1
THAT the Agenda as prepared for the Parks and Recreation Advisory Committee meeting of
June 20, 2017 be adopted.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof - None
4. Adoption of Minutes of Previous Meeting
4.1. Minutes of the Meeting of May 18, 2017
Moved By: S. Wray Seconded By: C. Cole
Resolution #2
The Corporation of the Town of Tillsonburg
Parks & Rec COMMITTEE
Tuesday June 20, 2017
7:30am
Rotary Room
45 Hardy Ave
MINUTES
108
Parks & Recreation Committee Meeting Minutes - 2 -
THAT the Minutes of the Parks and Recreation Committee Meeting of May 18, 2017 be
approved.
Carried
5. Delegations and Presentations - none
6. General Business & Reports
6.1. Memorial Park Revitalization
6.1.1. Concrete for the band shell to be ready for Canada Day, sun dial also mapped
out and ready to be installed. Outdoor ice rink
6.1.2. Pathway from the bridge to Sanders street will be going in soon.
6.1.3. Outdoor ice rink. Jane McLean is having a sketch done on the layout. She will
also have a booth at the NHL event.
6.1.4. Fair Board is happy with Turtlefest – they were able to raise some money at their
food booth.
6.2. Parking on Lisgar Avenue and Hardy Avenue
Committee discussed safety concerns with the parking on the west side of Hardy Ave
from Lisgar Ave to the stop sign as well as on the south side of Lisgar Ave between
Broadway & Hardy Ave.
Concerns include:
Speed on both Lisgar Ave & Hardy Ave
Visibility
Ability for Emergency vehicles to access the community centre and all outdoor
facilities – ball diamonds, pump track, skate park
Pedestrian traffic
Moved By: D. Scanlan Seconded By: S. Wray
Proposed Resolution #3
On MOTION made, SECONDED and CARRIED that the Parks & Rec Advisory
Committee having heard community concerns as well as safety concerns for participants and access for emergency vehicle with parking on both sides of Hardy
Avenue and Lisgar Avenue between Broadway and Hardy Ave. The Committee RESOLVES to enhance the parking lot at Welding Lane and Hardy Avenue. This is to include signage and parking curbs. Also remove parking from the West side of
Hardy and Lisgar Ave between Broadway and Hardy Ave. (6-0)
109
Parks & Recreation Committee Meeting Minutes - 3 -
7. Correspondence - None
8. Other Business –
8.1. Indoor pool – shut down for maintenance July 1-August 7, 2017
8.2. Canada Day
8.3. Tillsonburg Fair – the committee would like to see a plan from them to include what land
is being used as well as what is being put on it.
8.4. Pool and health club admissions desk. Concern for the safety of the staff member as
they are unable to see who is coming down the stairs.
9. Closed Session
9.1. - None
10. Next Meeting
The next meeting of the Parks & Rec Advisory Committee – August 8 @ 7:30am in the
Rotary Room
11. Adjournment
Moved By: S. Wray Seconded By: C. Cole
Proposed Resolution #3
THAT the Parks & Rec Advisory Committee Meeting of April 25, 2017 be adjourned at
8:31am
110
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112
113
114
115
116
117
118
THE CORPORATION OF THE
TOWN OF TILLSONBURG
BY-LAW NUMBER 4116
A By-Law to amend Zoning By-Law Number 3295, as amended.
WHEREAS the Municipal Council of the Corporation of the Town of Tillsonburg deems it advisable to amend By-Law Number 3295, as amended.
THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows:
1. That Section 9.5 to By-Law Number 3295, as amended, is hereby further amended by deleting subsection 9.5.2 and replacing it with the following:
“9.5.2 LOCATION: EAST SIDE OF QUARTER TOWN LINE– LOT 2, M119, RM-2 (KEY MAP 2)
9.5.2.1 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any RM-2 zone use any lot, or erect, alter, or use any building
or structure for any purpose except the following: a street fronting townhouse.
9.5.2.2 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any RM-2 Zone use any lot, or erect, alter or use any building
or structure except in accordance with the following provisions: 9.5.2.2.1 PROVISIONS FOR STREET FRONTING TOWNHOUSES
9.5.2.2.1.1 NUMBER OF DWELLING UNITS
Maximum 64
9.5.2.2.1.2 FRONT YARD DEPTH
Minimum 5.4 m (17.7 ft)
9.5.2.2.1.3 SETBACK FROM CENTRELINE OF AN ARTERIAL ROAD
Minimum 16.3 m (53.4 ft) 9.5.2.2.1.4 LOT AREA
Maximum per dwelling unit No provision
9.5.2.2.1.5 For the purpose of this By-law, a street-fronting townhouse within the RM-2 Zone may front on a private street.
9.5.2.2.2 PHASED REGISTRATION OF CONDOMINIUMS
Internal lot lines created by phased registration of a plan of condominium
shall not be construed to be lot lines for the purpose of zoning regulations
119
The Corporation of the
Town of Tillsonburg By-law Number 4116 Page 2
provided that all such regulations as they apply to the whole of the lot existing prior to any condominium plan registration are observed. 9.5.2.3 That all of the provisions of the RM Zone in Section 9.2 of this By-Law, as amended, shall apply and further, that all other provisions of this By-Law,
as amended, that are consistent with the provisions herein shall continue to apply mutatis mutandis.”
2. This By-Law comes into force in accordance with Sections 34(21) and (30) of the Planning Act, R.S.O. 1990, as amended.
READ a first and second time this 10th day of July, 2017.
READ a third time and finally passed this 10th day of July, 2017.
Mayor
Clerk
120
ZN 7-17-07
TOWN OF TILLSONBURG
BY-LAW NUMBER 4116 EXPLANATORY NOTE
The purpose of By-Law Number 4116 is to amend the provisions of the ‘Special Medium Density Residential Zone (RM-2)’ to increase the number of permitted townhouse dwellings
from 56 to 64, and to introduce provisions to permit the development of the site through a phased condominium.
The subject lands are legally described as Lot 2, Plan M119, Town of Tillsonburg. The lands
are located on the east side of Quarter Town Line, Langrell Avenue and Southridge Road, and are known as 3600 Quarter Town Line.
The Municipal Council, after conducting the public hearing necessary to consider any comments to the proposed zone change application, approved By-Law Number 4116. The public hearing
was held on July 10, 2017. No public input was received for this application. Any person wishing further information relative to Zoning By-Law Number 4116 may contact the
undersigned:
Ms. Donna Wilson Clerk Town of Tillsonburg
200 Broadway, 2nd Floor Town Centre Mall
Tillsonburg, ON N4G 5A7
Telephone: 842-9200
File: ZN 7-17-07 (2563577 Ontario Inc.)
Report No: 2017-192
121
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4119
BEING A BY-LAW to authorize the sale of land (32 Clearview Drive) to Elmerex Inc.
WHEREAS pursuant to Section 8 and 9 of the Municipal Act, 2001, C. 25, a municipality
has the capacity, rights, powers and privileges of a natural person for the purpose of
exercising its authority under this or any other Act;
AND WHEREAS The Corporation of the Town of Tillsonburg has agreed to sell certain
lands, known municipally as 32 Clearview Drive, Part of Lot 2, Concession 6, NTR
Middleton, in the Town of Tillsonburg in the County of Oxford, as described in the
Agreement of Purchase and Sale attached as Schedule "A" to this By-law;
AND WHEREAS The Council of the Corporation of the Town of Tillsonburg has
determined that the said lands are surplus to the needs of the Corporation and should
be sold;
THEREFORE the Council of the Town of Tillsonburg enacts as follows:
1. THAT the Council of the Town of Tillsonburg does hereby authorize the
conveyance of lands described as 32 Clearview Drive, Part of Lot 2, Concession
6, NTR Middleton in the Town of Tillsonburg, in the County of Oxford, as
described in the Agreement of Purchase and Sale attached as Schedule "A" to
this By-law;
2. THAT the Mayor and Clerk be hereby authorized and instructed to perform
all acts and take such steps and execute such documents under the seal of the
Corporation as may be necessary to effect such a conveyance of said land.
3. This By-law shall come into full force and effect on the day of passing.
READ A FIRST AND SECOND TIME THIS 10th DAY of July, 2017.
READ A THIRD AND FINAL TIME AND PASSED THIS 10th DAY of July, 2017.
________________________________ MAYOR – Stephen Molnar
________________________________
TOWN CLERK – Donna Wilson
122
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4122
A BY-LAW to amend By-Law 3876, to Define the Mandate, Membership, and
Meeting Procedures for Committees Established by The Corporation of the Town
of Tillsonburg.
WHEREAS The Town of Tillsonburg is desirous of amending By-Law 3876;
AND WHEREAS it is deemed necessary and expedient to amend Schedule A of By-
Law 3876;
NOW THEREFORE BE IT RESOLVED THAT the Council of The Corporation of the
Town of Tillsonburg enacts as follows:
1. THAT Schedule A to By-Law 3876 be amended as attached hereto;
2. THAT the amendments to Schedule A of By-Law 3876 are hereby declared to be
part of that By-Law as if written therein;
3. THAT this by-law comes into full force and effect upon the day of passing.
READ A FIRST AND SECOND TIME THIS 10TH DAY OF JULY, 2017.
READ A THIRD AND FINAL TIME AND PASSED THIS 10TH DAY OF JULY, 2017.
________________________________
Mayor – Stephen Molnar
________________________________
Town Clerk – Donna Wilson
123
By-Law to Schedule “A” to Amend By-Law 3876
Town of Tillsonburg
Committees 2014 – 2018
Board/Committees Citizen Appointments
Terms of Reference Composition Council
Representatives
Staff Liaison
Accessibility Advisory
Committee
Mike Cerna
Robert Doerr
Margaret McCrimmon
Michael Kadey
Scot Richardson
Peter Staley
1 Vacancy
The mandate of the Accessibility Advisory Committee is to fulfill the duties of a Municipal Accessibility Advisory
Committee, as outlined in the Accessibility for Ontarians with Disabilities Act, 2005 and to provide advice to
Council on programs, policies and services provided to
persons with disabilities and seniors.
7 members
1 Staff 1 Councillor Councillor Stephenson Deputy Clerk
Airport Advisory
Committee
Rick Lee
Richard Van Maele
Geoffrey Lee
Euclid Benoit
Andre Brisson
Henry Atkinson
Jeremy Stockmans
John Prno
Mel Getty
Councillor Valerie Durston
(South-West Oxford)
To advise and assist the Town of Tillsonburg on matters pertaining to the Tillsonburg Regional Airport. The Airport Advisory Committee will provide a forum for receiving
input and advice from aviation stakeholder groups and the community with respect to the Airport Master Plan,
strategic initiatives and operational improvements. The
Committee will also provide a forum for dialogue, communication and education.
Councillor Rosehart
Manager of
Public Works
Airport
Administrator
Last revised July 10, 2017
124
Town of Tillsonburg Committees 2014 – 2018
Board/Committees Citizen Appointments
Terms of Reference
Composition
Council
Representatives
Staff Liaison
Canada 150 Ad Hoc
Committee
Virginia Armstrong
Wendy Cameron
Mariana Carson
Tabitha Dalm
Josiane DeCloet
Irene Hurley
Heather Cnockaert
Karen Smith
Jami Stephenson
Paul Weaver
Aleksandra Webber
10 members
3 Staff 1 Councillor
Councillor Stephenson
Deputy Clerk
Culture &
Heritage
Manager
Recreation
Programs
Supervisor
Cultural Advisory
Committee
Erin Getty
Josiane DeCloet
Heather Benton
Jami Stephenson
Terry Fleming
Vern Fleming
(2) Vacancies
To advise Council on matters, issues and policies
pertaining to tourism, cultural events and festivals and to actively encourage partnerships.
To develop and obtain Council endorsements of sub-committees when necessary to establish events such as
Turtlefest, Airshows, Tillsonburg Christmas Festival, etc. To develop relationships for coordinating events
with local service groups, BIA, Chamber of Commerce,
Station Arts Centre and sports groups.
8 members
1 Staff
1 Councillor
Councillor Stephenson
Culture &
Heritage
Manager
Development
Committee
Lisa Gilvesy
Steve Spanjers Randy Thornton John Veldman
To advise and assist in the promotion of development
within the Town. To develop alliances and partnerships to advance the
9 members
1 BIA Rep 1 Chamber Rep 1 Real Estate Rep
Councillor Hayes
CAO
Development
Commissioner
Last revised July 10, 2017
125
Town of Tillsonburg Committees 2014 – 2018
Board/Committees Citizen Appointments
Terms of Reference
Composition
Council
Representatives
Staff Liaison
Andrew Burns Paul DeCloet
Ashton Nembhard
Kirby Heckford Lindsay Morgan – Real
Estate Rep Cedric Tomico - BIA Rep Jesse Goossens –
Chamber Rep
Town’s strategic plan and to assist in the overall community growth within the Town. 2 Staff
1 Councillor
Heritage, Beautification
and Cemetery
Committee
Paul DeCloet Sue Saelens
Marion Smith
Robert Marsden Ken Butcher
Charlie Baldwin
Paul Wareing Christine Nagy
Maurice Verhoeve
To advise and make recommendations to Council on all matters with respect to architectural and historical
significance, beautification of public spaces, including
trees, and Tillsonburg cemeteries.
To advise Council of new and relevant legislation and
funding initiatives; to make recommendations and assist
with the development of education programs; and to liaise with the community and other organizations to promote
Tillsonburg heritage, beautification and cemeteries.
9 members
1 Staff
1 Councillor
Councillor Esseltine Facilities Manager
Museum Advisory
Committee
Dianne MacKeigan
Robert Marsden Mary Lou Sergeant
Marianne Sandham
Jami Stephenson Aleksandra Webber
(1) Vacancy
To research, collect, preserve, exhibit and promote the
Tillsonburg Museum.
To make recommendations to Council on policies and
procedures pertaining to the museum.
To work with the Tillsonburg Historical Society regarding trusts for restoration and artifact purchases.
6 members
1 staff
1 Councillor Councillor Rosehart Culture & Heritage
Manager
Last revised July 10, 2017
126
Town of Tillsonburg Committees 2014 – 2018
Board/Committees Citizen Appointments
Terms of Reference
Composition
Council
Representatives
Staff Liaison
Parks and Recreation
Advisory Committee
Donna Scanlan
Bob McCormick
Donald Baxter Mike Cerna
Mel Getty James Payne Paul DeCloet
Susie Wray Craig Cole (3) Vacancies
To advise Council and make recommendations on the
programming and utilization of Parks, Trails, Green Space
and Recreational facilities within Tillsonburg.
To help implement the Community Parks, Recreation & Cultural Strategic Master Plan.
To develop and obtain Council endorsements of sub-committees when necessary to deal with Trails, Tillsonburg Wall of Fame, etc.
12 members
2 staff 1 Councillor
Councillor Rosehart
Recreation Programs
Services
Manager
Special Awards Committee
John Armstrong
Sam Lamb
Matt Scholtz Mary Anne VanGeertruyde
To advise Council and make recommendations on
awards for volunteer service within the Town of
Tillsonburg. The Volunteer Service Recognition Program shall recognize volunteers on a monthly basis when
nominations are received by the Special Awards Committee. The Committee shall organize a Town of Tillsonburg volunteer recognition social event on a yearly
basis with budget approval.
Councillor Stephenson Town Clerk or Designate
Last revised July 10, 2017
127
Town of Tillsonburg Committees 2014 – 2018
Board/Committees Citizen Appointments
Terms of Reference
Composition
Council
Representatives
Staff Liaison
Town Hall Project
Committee
Andrew Gilvesy
Rick Strouth
John Veldman Jesse Goossens
To advise Council on matters related to the Town Hall
Project which may include, space needs, building
location, joint use, etc.
To advise and inform Council of budget needs based on building location, space needs, and furniture and equipment.
To advise and develop working relationships with various stakeholders.
To advise and assist with the development of a public engagement program and promote the activities
of the Committee.
Councillor Esseltine
CAO Development
Commissioner
Last revised July 10, 2017
128
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4120
BEING A BY-LAW to confirm the proceedings of Council at its meeting held on
the 10th day of July, 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 July 10, 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 the Clerk are authorized and directed to do all the things necessary
to give effect to the action of the Council of The Corporation of the Town of
Tillsonburg referred to in the preceding section.
3. The Mayor and the Clerk are authorized and directed to execute all documents
necessary in that behalf and to affix thereto the seal of The Corporation of the Town
of Tillsonburg.
4. This by-law shall come into full force and effect on the day of passing.
READ A FIRST AND SECOND TIME THIS 10th DAY of July, 2017.
READ A THIRD AND FINAL TIME AND PASSED THIS 10th DAY of July, 2017.
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MAYOR – Stephen Molnar
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TOWN CLERK – Donna Wilson
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