170911 Council MIN=
ATTENDANCE
Mayor Stephen Molnar
Deputy Mayor Dave Beres
Councillor Maxwell Adam
Councillor Penny Esseltine
Councillor Jim Hayes
Councillor Chris Rosehart
Councillor Brian Stephenson
Staff:
David Calder, CAO
Donna Wilson, Town Clerk
Dave Rushton, Director of Finance/Treasurer
Kevin DeLeebeeck, Director of Operations
Rick Cox, Director of Recreation, Culture & Parks
Lana White, Corporate Executive Assistant
1. Call to Order
The meeting was called to order at 6:00pm.
2. Closed Session
Resolution #1
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council move into Closed Session to consider:
1. personal matters about an identifiable individual, including municipal or local board
employees (CAO Performance Appraisal).
Carried
3. Adoption of Agenda
Resolution #2
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Monday, September 11, 2017
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
MINUTES
Council Meeting – Agenda - 2 -
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT the Agenda as prepared for the Council meeting of Monday, September 11, 2017, be
adopted.
Carried
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 August 21, 2017
170821 Council MIN
Resolution #3
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT the Minutes of the Council Meeting of August 21, 2017, be approved.
Carried
7. Delegations and Presentations
7.1. Volunteer Achievement Award to Carol DeDecker and Cathy Palmer
Presented by: Mayor Molnar and Councillor Stephenson
7.2. Annandale Ball Diamonds
Presentation By: Chris Parker, President, Men’s Slo-Pitch League
Delegation Request - Chris Parker
Chris Parker, President of the Tillsonburg Men’s Slo-Pitch League appeared before
Council.
League history and information were provided as background, followed by concerns the
league has in regards to various issues experienced throughout the 2017 slo-pitch
season.
A powerpoint presentation was distributed to Council and the Senior Leadership Team,
as attached herein.
Council Meeting – Agenda - 3 -
Mr. Parker noted that the League is willing to donate $5000 towards ball diamond
improvements over the next 5 years.
The Director of Recreation, Culture & Parks provided additional information regarding
the process to determine diamond allocation, training of Town staff for diamond
maintenance/grooming, safety issues in regards to Diamond 3, long-term plans, etc.
Further communication between the League and Town staff was encouraged. Mr.
Parker confirmed that the League would be pleased to participate in discussions.
Resolution #4
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT Council receives the presentation regarding the Annandale Ball Diamonds, as
information.
Carried
8. Committee Reports & Presentations
9. Public Meetings
Resolution #5
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council move into the Committee of Adjustment to hear applications for Minor Variance.
Carried
9.1. Application for Minor Variance - A-07/17 - Jason & Deb Herman - 131 Concession St W
A-07/17 Report
Report Attachments
Application A-07/17
Eric Gilbert, Development Planner, County of Oxford, appeared before Council and
presented Report 2017-240, File A-07/17.
Opportunity was given for comments and questions.
Mr. Gilbert clarified that some of the vegetation at the rear of the property will be
removed, some will stay.
The applicants, Jason and Deb Herman, were present.
Council Meeting – Agenda - 4 -
Mr. Herman provided clarification with respect driveway access. There will be a
green/grass access, and the proposed building will be for personal use only.
No members of the public appeared in support of, or in opposition to, the application.
It was noted that an additional building was on the property. Mr. Gilbert advised that if
the building is greater than 10 ft. x 10 ft. the application would need to be amended. The
applicant confirmed it would be removed if required.
Council passed the following resolution.
Resolution #6
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT the Tillsonburg Committee of Adjustment approves Application File A-07/17,
submitted by Jason and Deb Herman, for lands described as Lot 16, Plan 714, Town of
Tillsonburg, as it relates to:
1. Relief from Section 5 – General Provisions, Table 5.1.1.4 – Regulations for
Accessory Buildings and Structures, to increase the maximum permitted lot
coverage from 50 m2 (538 ft2) to 89.2 m2 (960 ft2) to permit an enlarged
accessory structure; and
2. Relief from Section 5 – General Provisions, Table 5.1.1.4 – Regulations for
Accessory Buildings and Structures, to increase the maximum permitted
structure height from 3.7 m (12.1 ft) to 4.5 m (14.8 ft).,
subject to the following conditions:
i. A building permit for the proposed accessory building shall be issued
within one year of the date of the Committee's decision; and
ii. The proposed accessory building shall only be used for non-commercial
repairs and maintenance of vehicles for personal purposes.
Carried
9.2. Application for Minor Variance - A-08/17- Gary Eymann - 175 Weston Drive
A-08/17 Report
Report Attachments
Application A08/17
Eric Gilbert, Development Planner, County of Oxford, appeared before Council and
presented Report 2017-241, File A-08/17.
Opportunity was given for comments and questions.
Council Meeting – Agenda - 5 -
The applicant was in attendance and confirmed support of the Planner’s Report.
No members of the public appeared in support of, or in opposition to, the application.
Council passed the following resolution.
Resolution #7
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT the Tillsonburg Committee of Adjustment approves Application File A-08/17,
submitted by Gary Eymann, for lands described as Lot 74, Plan 41M-182, and Parts 14
and 15 of 41R-8228, Town of Tillsonburg, as it relates to Section 7.5.5.2.12.1 – Rear
Yard – Zone Provisions (R2-5), to increase the maximum permitted projection into the
required rear yard from 2.5 m (8.2 ft) to 3.5 m (11.5 ft), subject to the condition that a
building permit for the proposed uncovered deck shall be issued within one year of the
date of the Committee's decision.
Carried
Resolution #8
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council move out of the Committee of Adjustment and move back into regular Council
session.
Carried
10. Planning Applications
10.1. Application for Zone Change - ZN 7-17-11- Performance Communities Realty
Inc. - Removal of Holding Provision for Andrews Crossing
ZN 7-17-11 Report
Report Attachments
Eric Gilbert, Development Planner, County of Oxford, appeared before Council and
presented Report CP 2017-256.
Opportunity was given for comments and questions.
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.
Council Meeting – Agenda - 6 -
Resolution #9
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council approves Zone Change Application, File ZN 7-17-11, as submitted by
Performance Communities Realty Inc., for lands described as Part of Lot 7, Concession
12 (Dereham), Parts 1-4 of 41R-9418, in the Town of Tillsonburg, to rezone the subject
lands to remove the Holding Provision from properties within Phase 1 of Andrews
Crossing.
Carried
11. Information Items
11.1. Big Brothers Big Sisters of Ingersoll, Tillsonburg & Area - 2017 Municipal Grant
Big Brothers Big Sisters - 2017 Municipal Grant
Resolution #10
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receives the correspondence from Big Brothers Big Sisters of Ingersoll,
Tillsonburg & Area, dated July 29, 2017, expressing appreciation for the 2017 Municipal
Grant, as information.
Carried
12. Mayor
13. Quarterly Reports
13.1. RCP 17-40 - 2017 Second Quarter Financial Results (Deferred from August 21,
2017 meeting)
RCP 17-40 - Recreation Culture and Parks 2017 Q2 Results
RCP Q2 2017 Financial Summaries
The Director of Recreation, Culture & Parks provided additional information and
clarification. The CAO confirmed that staff will amend the notes as requested,
and bring back additional information for Council.
Discussion was held in regards to project prioritizing, specifically the auditorium
kitchen renovation and the dog park.
Council Meeting – Agenda - 7 -
Resolution #11 (Deferred motion from August 21, 2017 Council Meeting)
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receives Report RCP 17-40, 2017 Second Quarter Recreation,
Culture & Parks Financial Results, as information.
Carried
Reports from Departments
13.2. Chief Administrative Officer
13.3. Clerk’s Office
13.4. Development and Communication Services
13.4.1. DCS 17-27 - Appointment of Building Inspector
DCS 17-27 - Appointment of Building Inspector
The CAO advised that fluctuating hours may be required. Police may also be
called for after-hours issues which require immediate attention, such as parking,
noise, etc.
Resolution #12
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receives Report DCS 17-27 – Appointment of Building Inspector
as information.
AND THAT a By-Law to appoint Jennie Schmitt as a Building Official, Property
Standards Officer and Provincial Offences Officer for the Town of Tillsonburg be
brought forward for Council consideration.
Carried
13.4.2. DCS 17-28 - Request for Funding Support – Tillsonburg Hub Consortium
Report DCS 17-28
Resolution #13
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
Council Meeting – Agenda - 8 -
THAT Council receives Report DCS 17-28 Request for Funding Support –
Tillsonburg Hub Consortium;
AND THAT $4,000 in funding from the Economic Development Reserve be
granted to the Tillsonburg Hub Consortium conditional on the Tillsonburg Hub
Consortium being approved for funding for the remaining amount.
Carried
13.5. Finance
13.5.1. FIN 17-28 Debt Management Policy
FIN 17- 28 Debt Management Policy
5-007 Debt Management Policy
Resolution #14
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council receives report FIN 17- 28 Debt Management Policy;
AND THAT By-Law 4135, 5 – 007 Debt Management Policy, be brought
forward for Council consideration.
Carried
13.6. Fire and Emergency Services
13.7. Operations
13.7.1. OPS 17-22 - Results for RFP 2017-006 Sidewalk Machine
OPS 17-22 Results for RFP 2017-006 Sidewalk Machine
Resolution #15
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT Council receives Report OPS 17-22 Results for RFP 2017-006 Sidewalk
Machine;
AND THAT Council awards RFP 2017-006 to Work Equipment Ltd. of Courtland,
Ontario at a cost of $158,440.32 (net HST included), the highest scoring proposal
received;
AND FURTHER THAT Council authorizes the reallocation of $8,440.32 in tax
supported debt proceeds to fund the remaining project cost.
Carried
Council Meeting – Agenda - 9 -
13.7.2. OPS 17-23 - Transfer Station Update
OPS 17-23 Transfer Station Update
OPS 17-23 Attachment 1 - Site Signage Renderings
Resolution #16
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT Council receives Report OPS 17-23 Transfer Station Update;
AND THAT Council authorizes a $25.00 per load cost recovery fee solely for the
disposal of Construction and Demolition material collected at the Transfer Station
facility;
AND THAT the cost recovery program be implemented, effective January 1,
2018.
Carried
13.8. Recreation, Culture & Park Services
13.8.1. RCP 17-41 - Use of Surplus from Joy Mausoleum Restoration
RCP 17-41 - Use of Surplus from Joy Mausoleum Restoration
Resolution #17
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Report RCP 17-41 - Use of Surplus from Joy Mausoleum Restoration be
received for information;
AND THAT the budget surplus in the Joy Mausoleum restoration capital project
be utilized for façade restorations of the Tribe and Teall Mausoleums.
Carried
13.8.2. RCP 17-42 - Wheeled Footwear Update
RCP 17-42 Wheeled Footwear
RCP 17-42 - ATT 02 - ORFA Alert Heelies November 2005
RCP 17-42 - ATT 01 - ORFA Alert Heelies January 2016
Resolution #18
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives Report RCP 17-42 – Wheeled Footwear Update for
information.
Carried
Council Meeting – Agenda - 10 -
14. Unfinished Business
15. Staff Information Reports
16. Committee Minutes & Reports
16.1. Committee Minutes
170406 HBC MIN
Resolution #19
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives the Minutes of the June 1, 2017 meeting of the Heritage,
Beautification & Cemetery Advisory Committee, as information.
Carried
17. Notice of Motions
18. Resolutions
19. Resolutions Resulting from Closed Session
19.1. MYR 17-05 - CAO Performance Appraisal
MAYOR17-05CAOopen2017
Resolution #20
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receives Report MYR 17-05;
AND THAT Council endorses the recommendations for the 2017 Goals and
Objectives and Remuneration;
AND THAT the work of the Review Committee be considered complete and that
the Committee be disbanded.
Carried
20. By-Laws
By-Laws from the Meeting of Monday, September 11, 2017
Resolution #21
Council Meeting – Agenda - 11 -
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
20.1. THAT By-Law By-Law 4133, To Amend Zoning By-Law 3295 (ZN 7-17-11);
By-Law By-Law 4134, To Appoint Jennie Schmitt as a Deputy Chief Building
Official; and
By-Law By-Law 4135, To Adopt a Debt Management Policy
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 #22
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
20.2. THAT By-Law 4080, To Establish the Composition of the Municipal Council
be read for a 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 #23
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
21.3 THAT By-Law 4136, To Confirm the Proceedings of Council
at its meeting held on September 11, 2017, be read for a first, second and third
and final reading and that the Mayor and the Clerk be and are hereby authorized
to sign the same, and place the corporate seal thereunto.
Carried
21. Items of Public Interest
Newell Road is now open. Other construction projects are on target for completion.
Rogers TV will be televising only the second meeting of each month going forward.
22. Adjournment
Resolution #24
Council Meeting – Agenda - 12 -
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT the Council Meeting of Monday, September 11, 2017 be adjourned at 8:59 p.m.
Carried