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22092014 Council MINTown of Tillsonburg Minutes of Council Meeting Date: Monday September 22, 2014 4:30PM Council Chambers Chair: Mayor Dave Beres ! MINUTES: Meeting for the Committee "Open Council" Review Access: e Public 0 Private Town. of~Ul$c;}tllbtirg Councu:~Me,eting .. Monda:J£Bii::30PM Onjer$ of the Day: ATTENDANCE Mayor Dave Beres Deputy Mayor Mark Renaud Councillor Brenda Carroll Councillor Mel Getty Councillor Marty Klein Councillor Chris Rosehart Councillor Brian Stephenson Staff: David Calder, CAO Donna Wilson, Town Clerk Darrell Eddington, Director of Finance Kevin De Leebeeck, Manager of Engineering Rick Cox, Director of Parks and Recreation Jeff Bunn, Deputy Clerk CALL TO ORDER The Meeting was called to order at 4:30 p.m. ADOPTION OF AGENDA Moved By: Councillor Rosehart Seconded By: Councillor Getty 092214 THAT the Agenda as prepared for the Council Meeting of September 22, 2014, be adopted. Carried CLOSED MEETING SESSION Moved By: Councillor Rosehart Seconded By: Councillor Getty THAT Council move into Closed Session to consider: 1. a proposed or pending acquisition or disposition of land by the municipality or local Page 1 MINUTES: Meeting for the Committee "Open Council" Residential Type 1 Zone (R1)' to 'Low Density Residential Type 1 Converted Dwelling Zone (R1-C)'. Carried. 2. ZN 7-14-09 (7 Hyman Street) IJl Presented By: Eric Gilbert, Development Planner Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented Application for Zone Change ZN 7-14-09. Opportunity was given for comments and questions. No one appeared in support, or opposition of the application. Council passed the following resolution: Moved By: Councillor Stephenson Seconded By: Councillor Carroll That Council approve the zone change application submitted by John & Linda Carpenter, whereby the lands described as Lot 1285 & West Part Lot 1286, Plan 500 Tillsonburg, known municipally as 7 Hyman Street are to be rezoned from 'Low Density Residential Type 1 Zone (R1)' to 'Special Low Density Residential Type 1 Zone (R1-sp)'. Carried. 3. A-08/14 (23 Bobolink Drive) ~ Presented By: Eric Gilbert, Development Planner Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented Application A-08/14 Opportunity was given for comments and questions. Jim Hayes was in attendance to speak in favour of the application. No one appeared in opposition to the application. The Committee of Adjustment passed the following resolution: Moved By: Councillor Stephenson Seconded By: Councillor Carroll THAT the Committee of Adjustment approve Application File A-08/14, submitted by James Hayes, for lands described as Lot 40, Plan M16, Town of Tillsonburg, known municipally as 23 Bobolink Drive, as it relates to: 1. Relief from Section 6.2, Low Density Residential Type 1 Zone Provisions, to increase the maximum permitted lot coverage from 33% to 39% to facilitate the construction of a single detached dwelling and accessory building; Page 3 MINUTES: Meeting for the Committee "Open Council" FINANCE 7. FIN 14-37 Meter Reading Provider Contract [it Presented By: Darrell Eddington, Director of Finance Moved By: Councillor Klein Seconded By: Councillor Carroll. THAT Council receive Report FIN 14-37 Meter Reading Provider Contract; AND THAT By-Law 3846 being a By-Law to authorize the agreement be brought forward for Council consideration. Carried. 8. FIN 14-38 Centralized Purchasing Process Jl Presented By: Darrell Eddington, Director of Finance Council raised concerns with adding additional charges to vendors for the Town. Staff were directed to bring alternative options for centralized purchasing software to the 2014 budgetary deliberations. Moved By: Councillor Klein Seconded By: Councillor Carroll THAT Council receive Report FIN 14-28 QCsolver and Report FIN 14-38 Centralized Purchasing Process; AND THAT Council approves the use of QCsolver software as the Town's on-line vendor registration and risk management tool; AND THAT the QCsolver fee for service cost be incorporated into the 2015 budget. Defeated. PARKS & RECREATION SERVICES 9. PRS 14-35-Tillsonburg Scout Association Agreement IJ] Presented By: Rick Cox, Director of Park and Recreation Services Council voiced its preference to see Gibson House used as a Town administered and scheduled facility. Council also raised concerns that the Scouting Association cannot sign into an agreement until the group is incorporated. Staff were directed to wait until the Tillson burg Scouting Association is incorporation to execute the final agreement. Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein THAT Council receive Report PRS 14-35-Tillsonburg Scout Association Agreement; Page5 MINUTES: Meeting for the Committee "Open Council" Carried. ADJOURNMENT Moved By: Councillor Klein THAT the meeting be adjourned at 7:32PM Carried. Approval Received: (1 of 1) Jeff Bunn!Tillsonburg (Tuesday September 23, 2014 04:01 PM) Town ofTillsonburg Page 7 MINUTES: Meeting for the Committee "Open Council" Review Access: Private MINUTES Town of Tillsonburg Council Meeting on Monday, September 8, 2014 6:00PM Council Chambers Orders of the Day: ATTENDANCE Mayor Dave Beres Deputy Mayor Mark Renaud Councillor Brenda Carroll Councillor Mel Getty Councillor Marty Klein Councillor Chris Rosehart Councillor Brian Stephenson Staff: David Calder, CAO Donna Wilson, Town Clerk Chair: Mayor Dave Beres Darrell Eddington, Director of Finance Kevin De Leebeeck, Manager of Engineering Rick Cox, Director of Parks and Recreation Cephas Panschow, Economic Development Commissioner Jeff Bunn, Deputy Clerk CALL TO ORDER The meeting was called to order at 5:30p.m. ADOPTION OF AGENDA Moved By: Councillor Rosehart Seconded By: Councillor Getty Page 1 of8 090814 Link to Agenda: LL http:/ /notes. town. tillsonburg.on.ca/SuiteResponse/eGenda%205. 0%20GA/eGenda50 .nsf/... 18/06/20 15 MINUTES: Meeting for the Committee "Open Council" Page 3 of8 1. Community Strategic Plan EJ, Presented By: Andrea Bourrie, MMM Group Andrea Bourrie of MMM Group shared with Council the final draft of the Tillsonburg Community Strategic Plan (CSP). The Tillsonburg CSP outlines a series of goals that can enhance the vitality of the Town, while outlining methods to help champion the identified goals. Ms. Bourrie encouraged Council to look for "quick wins" within the CSP to satisfy the ongoing needs of the public, and to identify what Council views as the most important aspects of the plan to focus on. Council agreed that the BIA must be involved in the implementation of the CSP in order to be effective. Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein THAT Council receive the Community Strategic Plan; AND THAT the Community Strategic Plan be referred to the CAO for a report on an implementation plan. Carried. DELEGATIONS 2. Power of Hope Ontario C Presented By: Karen Geerts, Director Oxford County Chapter Karen Geerts, Director of the Oxford County Chapter of Power of HOPE appeared before Council. Power of HOPE is a registered charitable organization that helps families in Oxford County. The Power of HOPE aims to receive over 1000 pairs of pajamas and 1000 teddy bears for local children. Donations can be made by contacting the organization at www.powerofhopeontario.ca. 3. South Central Ontario Region Economic Development Corporation (SCOR EDC) C Presented By: Art Lawson, GM, SCOR EDC Representatives from SCOR EDC were in attendance to share with Council their recent activities. SCOR EDC has established three high priorities, including Infrastructure that fosters economic development, Development of appropriate & required skills to support economic development, and lastly sector development with a focus on agriculture and food processing. PUBLIC MEETINGS The Deputy Mayor assumed the position of Chair for the Public Meetings. 4. FIN 14-36 Development Charges By-Law Amendment eJ, Presented By: Darrell Eddington, Director of Finance http:/ /notes. town. tillsonburg.on.ca/SuiteResponse/eGenda%205. 0%20GA/eGenda50 .nsf/... 18/06/2015 MINUTES: Meeting for the Committee "Open Council" INFORMATION ITEMS 6. AMO Members' Update: 2013 AMO Annual Report (weblink) eJ, 7. AMO Members' Policy Update: OPP Billing Model Announcement eJ, 8. CUPE Child Care Worker & Early Childhood Educator Appreciation Day (October 29, 2014) C. Page 5 of8 9. Tillson burg Police Services Board Re: Intersection of Concession St. West and Quarter Town Line Rd C Council referred the letter to the CAO and to the Manager of Engineering to investigate and follow up with a staff report. OPERATIONS 11. OPS 14-16 Ontario Community Infrastructure Fund and the Small Communities Fund tJ, Presented By: Kevin De Leebeeck, P.Eng., Manager of Engineering Council questioned why Concession Street East was selected as one of the project designated for the Small Communities Fund. Mr. De Leebeeck noted that the selection of Concession Street East was based on safety concerns. Moved By: Councillor Carroll Seconded By: Councillor Klein THAT Council receives Report OPS 14-16 Ontario Community Infrastructure Fund and the Small Communities Fund; AND THAT Council supports the selection of the Riverview Subdivision Reconstruction as the project designated for the Ontario Community Infrastructure Fund at a total estimated cost of $1 ,445, 135; AND THAT Council reaffirms the selection of the Concession Street East Reconstruction as the project designated for the Small Communities Fund at a total estimated cost of $888,008. Carried. 12. Update on Road Construction Presented By: Kevin De Leebeeck, P.Eng., Manager of Engineering http:/ /notes. town. tillsonburg.on.ca/SuiteResponse/eGenda%205. 0%20GA/eGenda50 .nsf/... 18/06/2015 MINUTES: Meeting for the Committee "Open Council" Page 7 of8 RESOLUTIONS 16. Oxford County Public Health Community Influenza Clinic a Presented By: Rick Cox, Director of Parks & Recreation Services Moved By: Councillor Klein Seconded By: Councillor Carroll THAT Council waive the rental fee for Oxford County Public Health & Emergency Services to utilize the Lions Auditorium at the Tillson burg Community Centre on October 21 and November 4, 2014, for the Community Influenza Clinic. Carried. NOTICE OF MOTION Moved By: Councillor Getty THAT Staff be directed to research the feasibility of re-designing the 40km/h school zones; AND THAT Staff explore and prepare a report on having flashing amber lights installed to control when the 40 km/h zone is active. When lights are flashing the 1 speed would remain at 50km/h; AND THAT Staff has this report to Council in time to coordinate with the 2015 budget deliberations. Carried. BY-LAWS 17. By-Laws for the Meeting of September 8, 2014 Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein THAT By-Law 3840, to Amend Development Charges By-Law 3827, a By-Law 3845, to Amend Zoning By-Law Number 3295, 678 Broadway, C By-Law 3847, to Amend By-Law 3715, BIA Appointment, lJ, AND THAT, By-Law 3848, to confirm the proceedings of Council at its meetings held on the 8th day of September, 2014, be read for a first and second time and this constitutes the first and second reading thereof. C Carried. Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein THAT By-Law 3840, to Amend Development Charges By-Law 3827, e.J, http:/ /notes. town. tillsonburg.on.ca/SuiteResponse/eGenda%205. 0%20GA/ eGenda5 0 .nsf/... 18/06/2015 ; IJbc{grdCoun~ ~ growing stronger. .. together Report No: CASPO 2014-237 COMMUNITY AND STRATEGIC PLANNING Council Date: September 22, 2014 To: Mayor and Members of Tillsonburg Council From: Eric Gilbert, Development Planner, Community and Strategic Planning Application for Zone Change ZN 7-14-11 -Harnek Grewal REPORT HIGHLIGHTS • The application for zone change proposes to rezone the subject property to 'Low Density Residential Type 1 Converted Dwelling Zone (R1-C)' to permit an additional dwelling unit in the lower floor of the existing dwelling. • The additional dwelling unit will be located on the lower floor of the existing dwelling and has an approximate area of 89 m2 (956 ft2). No exterior changes are proposed. • Planning staff are recommending approval of the application, as it is consistent with the policies of the Provincial Policy Statement and maintains the intent and purpose of the Official Plan respecting low density residential uses .. DISCUSSION Background OWNER: Harnek Grewal 83 Devonshire Avenue, Tillsonburg ON N4G 5C3 LOCATION: The subject property is legally described as Lot 134, Plan M42, Town of Tillsonburg and is located on south side of Devonshire Avenue between Broadway Street and Lamers Court. The lands are municipally known as 83 Devonshire Avenue, Tillsonburg. COUNTY OF OXFORD OFFICIAL PLAN: Schedule "T -1" Town of Tillsonburg Land Use Plan Residential Schedule "T-2" Town of Tillsonburg Residential Density Plan Low Density Residential Page 1 of 4 Report No: CASPO 2014-237 COMMUNITY AND STRATEGIC PLANNING Council Date: September 22, 2014 residential intensification, including second units, and redevelopment in accordance with policy 1.1.3.3. OFFICIAL PLAN: The subject lands are designated 'Residential' and 'Low Density Residential' according to the Land Use Plan and Residential Density Plan for the Town of Tillsonburg, as contained in the Official Plan. The policies of Section 8.2 (TOWN OF TILLSONBURG HOUSING DEVELOPMENT AND RESIDENTIAL AREAS) promote the accommodation of present and future demand for housing in Tillsonburg through the efficient use of vacant residentially-designated lands, underutilized parcels in built-up areas and existing housing stock in all neighbourhoods. The policies of Section 8.2.4.3-CONVERTED DWELLINGS provide that Town Council may zone areas to permit detached dwellings to be converted into two residential units. Converted dwellings may be permitted with more than 2 units if the area is characterized by a mixture of dwelling types, lot sizes are generally sufficient to accommodate the required off-street parking without detracting from the visual character of the area, and existing dwelling units satisfy the dwelling size requirements specified in the Zoning By-law. The Zoning By-Law may limit the number of units that may be contained in a converted dwelling and specify minimum lot or dwelling size requirements for conversion. To maintain the external character of the dwelling the Zoning By-law may also limit the extent of structural additions or changes that would be permitted. TOWN OF TILLSONBURG ZONING BY-LAW: The subject property is currently zoned "Low Density Residential Type 1 Zone (R1)', according to the Town of Tillson burg Zoning By-law. Permitted uses within the 'R1' zone include a single detached dwelling. The minimum gross floor area for a single detached dwelling in the R1 zone is 93m2 (1 ,001 fe). The minimum gross floor area for a converted dwelling is 65m2 (699.7 fe) per dwelling unit. Section 7.2.2 contains provisions relating to converted dwellings. These provisions require that there be no alterations to the dwelling that increase the gross floor area of the dwelling, and any outside stairways shall be required in a rear yard only. A converted dwelling shall comply with all other zone provisions as contained in Section 7.2. AGENCY COMMENTS: The application was circulated to various public agencies considered to have an interest in the proposal. No concerns were expressed with the proposed development. The Town Building Department indicated that a building permit will be required to convert the single detached dwelling into two units to ensure compliance with the Ontario Building Code. PUBLIC CONSULTATION: Notice of complete application and notice of public meeting regarding this application was circulated to surrounding property owners on two occasions, September 2, 2014 & September 8, 2014. At the time this report was written, no comments or concerns had been received from the public. Page 3 of 4 tStbcti!rdCvunt}! ~ growing stronger. .. together 0 25 NAD_1983_UTM_Zone_17N Plate 1 -Location Map (with Existing Zoning anc.__.:cel Lines) File No.: ZN 7-14-11-Harnek Grewal Lot 134, Plan M42, Town of Tillsonburg, 83 Devonshire Avenue. II Legend Parcel Lines -Property Boundary Assessment Boundary -Unit -Road -Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe :tJ 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) Road Restriction/Closures { ......... ,.._) ~~ ~~ -~"':> ~,-·\ ,;--~/' .. l--~~~t--:;:'~1---~~~->~---~r 1· J ". s ---~---\ \. "" " \Jr/'~.,.,...,._,_ ,,_ _, \ •',\' :r-' ~'{ ... ~ ' \ l~~· 51 Meters ---·<,., \ ., .. (· ' \ \ ...-~ ~-.. -· .~.... t" ,-, ' -~· ---~--..... This map is a user generated static output from an Internet mapping site and f \ :)' · ·>.·), -~, \----"\' is for reference only. Data layers that appear on this map may or may not be . . :;..,_ •• -~t {-~· .· .\ ~ accurate, current, or otherwise reliable. This is not a plan of survey "\__.1_.-J \ 'I.:!-!;()-~? ", j '--, •. \ ' August 29, 2014 ~f]' 1 c. 1 ' /~ 0 >- a ~ 0 a:: ro 85D 0 () lf) t-BL.DCf< R _ P.I.N. 000.27·0230DE yON;::,}-] IRE I ~~ ..... c-' t''~ WIDf PL/IN M-4(1 P.l. N. 00027-P.I.N. 00027-0507 ~ N52' l4'E (REFERENCE BEARING} 3 FENCE ON LINE~ tt-GO.~; f --;-\ GO.O' 0, ~ 'QI ~~-~ '~ ~ 0. ... cri a: Ql .:...:. , .... .._ N '-: t;~ N q,"' ~ L = 1 "'-o j ' ~ : ri-__ Lt-- 1-+ G .. s·1· ~ G.d 1&1 SPLIT LEVEL ~ DWELLING a: 85C -., IIIIICk AND VINYL ~ · L I-... ~~~~::':t:'n FOIIIIDATIOH P.I.N. 00027-0385 <( ----~0-o..i.!!'l!....: '' -+-:::!:l!!:"lT --~-____; ~ "' EnCLOSED I ~ f C..IL.!7_' __ J _ _!0.!'~-· 7 .I' 858 P.l. N. 0002 7-0386 li) ~ ~ ..... l~ ~~ .... ct-~ :IE t'l ., ~~ II·- o::> -~ -----~u a ll.l a: 85}-\ ~ P.I.N. 00027 1-0387 / t'l ~ ------------------'~-· PART 86 'tv PLAN sr tva U) ... l\.1 ~ a :) J 41R-1779 LOT REGISTEHED NO. f-5' f+TILL·CA&LE STANDARD 010.7' WOODEN SHED 11.1' LOT 134 HEGI STE HED LT22199 P.I.N. 00027·0548 PART 134 ~4··--------·-·-41R ·974 SUBJECT TO EASEMENTS AS IN LT5722, L T5723 AND LT5724 -'5 \ I PLAN 999 POLE -"' LOT 133 Ill "' 0 Ql lfl z PLJ..\N P.I.N. 00027 · 0549 1-4 HEGI$1E THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER ___ _ A By-Law to amend Zoning By-Law Number 3295, as amended. WHEREAS the Municipal Council of the Corporation of the Town of Tillson burg deems it advisable to amend By-Law Number 3295, as amended. THEREFORE, the Municipal Council of the Corpor~ion of the Town of Tillson burg, enacts as follows: .·,f1J 1. +~f]~{~f,: _,_-, '-·-~~-~~;: ~---.' That Schedule "A" to By-Law Nu.ruber 3295, as amended, is hereby amended by changing to 'R 1-Q;i;l'ti'e zone symbol of the lands so designated 'R 1-C' on Schedule"~~~lfittached hereto. :_;:::-~:-::_~_ 2. This By-Law comes into force in ~deq~pance,with Sections 34(21) and (30) of the Planning Act, R.$."0. 1990, as 'a:m~Dftf~. '• . . . '. ;.:: .. ~ ... ,.~-, 0\, /-;.:r·.; ~--·(--.< .. -.> -:~-~ ~~ ~~ _~:~-::T;~~~ ~it-__ . -:. :: &~~~+:-._ READ a first and second time th,i)~2ntf'.ij~y"9f Sept~fflber, 2014 . . , __ " . ,.·::.-·' . READ a third timE}Ana~lin.a!IY pass~i~tll,lis 2~~~~iYJQf September, 2014. ~> --~:,~\ ~----~< k .. 'i·-·::.o;;,- ,··.:::'-:-:-;,_·;· Clerk \ ) ZN 7-14-11 TOWN OF TILLSONBURG BY-LAW NUMBER __ _ EXPLANATORY NOTE The purpose of By-Law Number is to rezf?fl&\the subject property from 'Low Density Residential Type 1 Zone (R1)' to 'Low D)~risitY RE!.sidential Type 1 Converted Dwelling Zone (R1-C)' to permit a converted dwelllhg on theJ;ypject property. . . - -' . The subject property is located on the ·:'~~th side of Dev~h~t,Jire Avenue, east of Broadway Street in the Town of Tillsonbuf~fL~,rld is legally describtiltt.as Lot 134, Plan M42. The property is located at 83 Devonshirffj:\yenue~ · The Municipal Council, after co~l\llilg,the pu~:~,l[~aring necessary to consider any comments to the proposed zori~:c;,dHa;n9€t applicali!ll, approved By-Law Number ___ . The public hearing was held,, on Sep~~mber 22~·{~014. '·.:._~ .j),-., " -·-.-.:.:;._,:~( ~ - Any person wishing;..fQff~~rF~iQfQrmatio~'"t~!ativ~if~ i6ijil'}g BylLaw Number may contact the understgfl~d: i~, .,.> 0 ~ :';-:.; . i File: ZN 7-14-11 (Grewal) Report No: 2014-237 Ms. Donna Wilson Clerk Town of Tillsonburg 200 Broadway, 2nd Floor Town Centre Mall Tillsonburg, ON N4G 5A7 Telephone: 842-9200 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3849 A By-Law to amend Zoning By-Law Number 3295, as amended. WHEREAS the Municipal Council of the Corporation of the Town of Tillson burg deems it advisable to amend By-Law Number 3295, as amended. THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1. That Schedule "A" to By-Law Number 3295, as amended, is hereby amended by changing to 'R1-C' the zone symbol of the lands so designated 'R1-C' on Schedule "A" attached hereto. 2. This By-Law comes into force in accordance with Sections 34(21) and (30) of the Planning Act, R.S.O. 1990, as amended. READ a first and second time this 22nd day of September, 2014. READ a third time and finally passed this 22nct day of September, 2014. Mayor Clerk ZN 7-14-11 TOWN OF TILLSONBURG BY-LAW NUMBER 3849 EXPLANATORY NOTE The purpose of By-Law Number 3849 is to rezone the subject property from 'Low Density Residential Type 1 Zone (R 1 )' to 'Low Density Residential Type 1 Converted Dwelling Zone (R1-C)' to permit a converted dwelling on the subject property. The subject property is located on the south side of Devonshire Avenue, east of Broadway Street in the Town of Tillsonburg and is legally described as Lot 134, Plan M42. The property is located at 83 Devonshire Avenue. The Municipal Council, after conducting the public hearing necessary to consider any comments to the proposed zone change application, approved By-Law Number 3849. The public hearing was held on September 22, 2014. Any person wishing further information relative to Zoning By-Law Number 3849 may contact the undersigned: File: ZN 7-14-11 (Grewal) Report No: 2014-237 Ms. Donna Wilson Clerk Town of Tillson burg 200 Broadway, 2nd Floor Town Centre Mall Tillsonburg, ON N4G 5A7 Telephone: 842-9200 SCHEDULE "A" TO BY-LAW No. 3849 LOT 134, PLAN M-42 TOWN OF TILLSONBURG DEVONSHIRE AVE N52°14'90"E 18.29 cY) II) "!" ~ cY) ~ ~ ,., I--II) I--~ 0 en 0 ..... -.J ~ -1 en (S) ~ ,., (S) io .... """ -;, 0 N ..... 0 ,., en z ,., z «"' \>'~ s0 s<il s'\ 0\ \ls N52°18'10"E 21.07 D AREA OF ZONE CHANGE TO Ri-C \JOTE: ALL DIMENSIONS IN METRES ~AoJOrdCount~ r ~~owing stronger. .. together Produced By The Department of Corporate Services Information Systems ©20 14 METRES 10 10 20 30 \1> r.'t \ THIS IS SCHEDULE "A" TO BY-lAW No.-----' PASSED THE ___ DAY OF ____ , 2014 MAYOR CLERK Phase B -Stage 1 2015 Construction Limits Attachment 1 for PW 2015-29 June 10, 2015 KEY MAP -LANDS TO WHICH BYLAW _____ APPLIES lxt$1J!r;iflo~ttf.>/ogether Produced By The Oepw tnJet 1t of Corporote Set \'ices Information Systems ©2014 ----50 25 0 200 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3848 A By-Law to amend Zoning By-Law Number 3295, as amended. WHEREAS the Municipal Council of the Corporation of the Town of Tillson burg deems it advisable to amend By-Law Number 3295, as amended. THEREFORE, the Municipal Council of the Corporation of the Town of Tillson burg, enacts as follows: 1. That Schedule "A" to By-Law Number 3295, as amended, is hereby amended by changing to 'R1-15' the zone symbol of the lands so designated 'R1-15' on Schedule "A" attached hereto. 2. That Section 6.5 to By-Law Number 3295, as amended is hereby further amended by adding the following subsection at the end thereof: "6.5.15 LOCATION: SOUTH SIDE OF HYMAN ST. !LOT 1285 & W PT LOT 1286, PLAN 500) R1-15 (Key Map 19) 6.5.15.1 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any R1-15 Zone use any lot, or erect, alter, or use any building or structure for any purpose except in accordance with the following provisions: 6.5.15.1.1 ACCESSORY BUILDING PROVISIONS 6.5.15.1.1.1 HEIGHT Maximum 5.7 m (18.7 ft) 6.5.15.1.1.2 LOT COVERAGE Maximum 6.5.15.2 That all of the provisions of the R1 Zone in Section 6.2 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." 3. 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 22"d day of September, 2014. READ a third time and finally passed this 22"d day of September, 2014. Mayor Clerk ZN 7-14-09 TOWN OF TILLSONBURG BY-LAW NUMBER 3848 EXPLANATORY NOTE The purpose of By-Law Number 3848 is to rezone the subject property from 'Low Density Residential Type 1 Zone (R1 )'to 'Special Low Density Residential Type 1 Zone (R1-15)' to permit an accessory building with an increased lot coverage of 81 m2 (872 ft2) and an increased maximum height of 5.7 m (18.7'). The subject property is located on south side of Hyman Street, between Tillson Ave and Careless Lane, being Part Lot 1286, Lot 1285, Plan 500, Town ofTillsonburg. The lands are municipally known as 7 Hyman Street, Tillsonburg. The Municipal Council, after conducting the public hearing necessary to consider any comments to the proposed zone change application, approved By-Law Number 3848. The public hearing was held on September 22, 2014. Any person wishing further information relative to Zoning By-Law Number 3848 may contact the undersigned: File: ZN 7-14-09 (John & Linda Carpenter) Report No: 2014-236 Ms. Donna Wilson Clerk Town of Tillson burg 200 Broadway, 2nd Floor Town Centre Mall Tillsonburg, ON N4G 5A7 Telephone: 842-9200 J li·f2rdCoun~ rjgrowing stronger. .. together Report No: CASPO 2014-236 COMMUNITY AND STRATEGIC PLANNING Council Date: September 22, 2014 To: Mayor and Members of Tillsonburg Council From: Eric Gilbert, Development Planner, Community and Strategic Planning Application for Zone Change ZN 7-14-09-John & Linda Carpenter REPORT HIGHLIGHTS • The application for zone change proposes to rezone the subject property to 'Special Low Density Residential Type 1 Zone (R1-sp)'to permit an accessory building with an increased ground floor area and increased maximum height. • The accessory building will be in the rear yard, and will have a ground floor area of 80.27 m2 (864 ff) in lieu of the maximum 50m2 (538 ff) and a height of 5.7 m (18.7') in lieu of the maximum permitted height of 3.7 m (12.1') • Planning staff are recommending approval of the application, as it maintains the intent and purpose of the Official Plan respecting low density residential uses and the general intent and purpose of the Town Zoning By-Law. DISCUSSION Background OWNER: John & Linda Carpenter 7 Hyman Street, Tillsonburg ON N4G 2C3 LOCATION: The subject property is legally described as Part Lot 1286 & Lot 1285, Plan 500, Town of Tillsonburg. The subject property is located on south side of Hyman Street, between Tillson Ave and Careless Lane. The lands are municipally known as 7 Hyman Street, Tillsonburg. Page 1 of 5 Report No: CASPO 2014-236 COMMUNITY AND STRATEGIC PLANNING Council Date: September 22, 2014 on April 30, 2014. 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: promoting efficient development and land use patterns which sustain the financial well-being of the Province and municipalities over the long term, accommodating an appropriate range and mix of residential, employment (including industrial, commercial and institutional uses), recreational and open space uses to meet long-term needs and avoiding development and land use patterns which may cause environmental or public health and safety concerns. OFFICIAL PLAN: The subject lands are designated 'Residential' and 'Low Density Residential' according to the Land Use Plan and Residential Density Plan for the Town of Tillsonburg, as contained in the Official Plan. The Official Plan states that Low Density Residential areas are those lands that are primarily developed or planned for a variety of low-rise, low density housing forms including single detached, semi-detached, duplex, converted dwellings, quadraplexes, townhouses, and low density cluster development. In these areas, it is intended that there will be a mixing and integration of different forms of housing to achieve a low overall density of use. TOWN OF TILLSONBURG ZONING BY-LAW: The subject property is currently zoned "Low Density Residential Type 1 Zone (R1)', according to the Town of Tillsonburg Zoning By-law. Section 5.1 of the Zoning By-law, Accessory Uses and Structures, limits the gross floor area of accessory buildings in Residential or Entrepreneurial Zones to a combined total of 10 % of lot area, to a maximum of 50 m2 (538.2 fe) of ground floor area. The maximum height for an accessory building is 3.7 m (12.1 ft) and is measured as the vertical distance between the average elevation of the finished surface of the ground and the mean height between the eaves and the ridge. AGENCY COMMENTS: The application was circulated to various public agencies considered to have an interest in the proposal. The Town Engineering Department indicated that a lot grading plan will be required to ensure the proposed surface drainage does not negatively impact adjacent properties. An encroachment permit will be required from the Town to ensure that any extension of the unmaintained Town alley is completed to the Town's satisfaction. The Town does not perform any maintenance on this alley. The Town Building Department indicated that an encroachment agreement will be required to extend the alley to access the proposed accessory building. Page 3 of 5 ) RECOMMENDATION Report No: CASPO 2014-236 COMMUNITY AND STRATEGIC PLANNING Council Date: September 22, 2014 1. It is recommended that the Council of the Town of Tillsonburg approve the zone change application submitted by John & Linda Carpenter, whereby the lands described as Lot 1285 & West Part Lot 1286, Plan 500 Town of Tillsonburg, known municipally as 7 Hyman Street are to be rezoned from 'Low Density Residential Type 1 Zone (R1)' to 'Special Low Density Residential Type 1 Zone (R1-sp)'. SIGNATURES Authored by: Approved for submission: Eric Gilbert, MCIP RPP, Development Planner Gordon K. Hough, MCIP, RPP Director Page 5 of 5 Plate 2: 2010 Air Photo File No. ZN 7-14-09-John & Linda Carpenter S.lxti!rdCountY._ ~ growing stronger. .. together Lot 1285, W Pt Lot 1286, Plan 500, Town ofTillsonburg-7 Hyman Street ~\ "I .1 \_~ __ _, ........ 25 Meters 13 0 0 NAD_1983_ UTM_Zone_17N Legend Parcel Lines -Property Boundary Assessment Boundary Unit -Road -Municipal Boundary !;lJ Zoning (Displays 1:16000 to 1:500) ~ Road Restriction/Closures \ / ..... ,._~ i '\1 ~-..t.5-:. 1,.-·\ / --~( ~~~ -~1--;;----'\ ~\- [' _.../ \ 1 • \,...---I '· _,, . \ . .... ·' \ ' -~,---. \ } -..... _ ,.-I \ ..rl-'\ ~..; __,-\ \ ·\ • 0 \' • .:.-.;-·-~ ;' \ \ _Y...._.,..... \ t...~,_..... ------~1. '\ ,./ ·~ ' \ -----"" This map is a user generated static output from an Internet mapping site and \ ~·1 · .. \ ·~ \---\ is for reference only. Data layers that appear on this map may or may not be ,;.,__ ---\. j'-"' \ ~ accurate, current, or otherwise reliable. This is not a plan of survey ·;___. • ...-J \ \.:...-('~---', _. /r'il 'J ~ ; \ .,.-. August 19, 2014 ~ ~ '"' ' 2CARGARAGE ~ I ,i:i lr-- ', ----1)/: I' I I ·' I I _ : ,__,~,.____,_ ' " ~~-: \ : : ~ll__j_j lL-d ~~ (,"\ GARAGE -LOWER LEVEL 'CJ ~~-..!~-·------r:.r-==t-~- S.i ; GARDENING ROOM II Js \'-._ /~ I §: ~ • ' ~ z i\~ 1111~1 "1'-117/a" ~ ;): ' POOL EQUIP. ROOM '~; ~ "1'~1/"t" CHANGE ROOM " ~\ _M- ·~ .~-~\\ :~ 1- WORKSHOP~~--~ "'"""'"""' TRUSS.lSOVE " < -.-, ~ I ~i Plate 4: Building Elevations File No. ZN 7-14-09-John & Linda Carpenter Lot 1285, W Pt Lot 1286, Plan 500, Town of Tillsonburg-7 Hyman Street COVERED PATIO 15'-0"X24'-Q" 0 (,"\ GARAGE -SOUTH ELEVATION \...__) -'-------' ~ ~ ~! ----<<~ (,\ GARAGE ·UPPER LEVEL '-.J --..... ••• --_.! ~ VAN HEE DAAP1Th"O&DES!ON!NC. Sf.r' ~ ZN 7-14-09-John & l:fn'da Carpenter Site Photos Figure 3-View of Subject Lands (Facing North) Figure 4-View of Proposed Alley Extension (Facing East) ) The Corporation of the Town of Tillsonburg By-law Number READ a third time and finally passed this 22nd day of September, 2014. Mayor Clerk Page2 ZN 7-14-09 TOWN OF TILLSONBURG BY-LAW NUMBER __ _ EXPLANATORY NOTE The purpose of By-Law Number is to re~ne,[th,e subject property from 'Low Density Residential Type 1 Zone (R1)' to 'Specialtli'O~ Dtt'(i~ity Residential Type 1 Zone (R1-15)' to permit an accessory building wit!"\;~~ mcreased'JQ;tcoverage of 81 m2 (872 ft2) and an increased maximum height of 5.,:ltm;~(1 8. 7'). · -;~--~ -_ ", -:-.,~;< The subject property is located on south siCJijjJ:)f Hyman Street, betWeen Tillson Ave and Careless Lane, being Part Lot 1286, Lot 1285~;~~1Jtn 5Q,Qi;'l'own of Tillsonburg. The lands are municipally known as 7 HymCJQ:'§treet, TillsO~ti:t~m·~;"· .· ··-_-,. --l-·h:·,r::-: J y, . The Municipal Council, after condij'~t)rrg'.{~, public ftll~ipg necessary to consider any comments to the proposed zone>{~~an· ~".·:•aJ?Iicatidn!~ ~pproved By-Law Number ___ . The public Q~tf!~Qwas helcfpp Sepf~~~~r 22, 2&14. /~;;}-r~--\--0~>-~;-::~:-~-~~t·:: .. _ ·-· <\:~;->~ _ -{e:~~~-~-r:_s;<'"··:~::.-~-~~-·._-_~~ :{ .: _... Any person wishing}.f~rther inf~rtnation rel~·t!\t€~to Zonirtg}By-Law Number may contact the undersigN$~: .· · File: ZN 7-14-09 (John & Linda Carpenter) Report No: 2014-236 Ms. Donna Wilson Clerk Town of Tillson burg 200 Broadway, 2nd Floor Town Centre Mall Tillsonburg, ON N4G SA? Telephone: 842-9200 KEY MAP -LANDS TO WHICH BYLAW _____ APPLIES ~g:iFii~~~fX~~e,her Produced By The Department of Corporate Ser\'ices Information Systems ©20 14 SCHEDULE "A" TO BY-LAW No. 3848 LOT 1286, PT LOT 1285, JUDGE'S PLAN 500 TOWN OF TILLSONBURG N79°91'39"E 28.92 JUDGE'S PLAN No. :so 0 ,.... 00 N '"' ' ell /'-.. \0 co 00 ~ N .,.... '"' Ill <I' 1-'"' 0 "~ro'O oci ~ ,., z w w 3 1-1-w 0 al 0'\ 0'\ -..1 1-\..-1-1 \..-:E 1-1 ~ N78°4,'39"E N79°98'39"E 22.88 5.18 ALLEY D AREA OF ZONE CHANGE TO Ri-15 JOTE: ALL DIMENSIONS IN METRES liffJt1/i~Nogether Produced By The Department of Corporate Services Information Systems ©2014 METRES 2.5 10 15 HYMAN ST ... ~rot! THIS IS SCHEDULE "A" TO BY-LAW No. _____ , PASSED THE ___ DAY OF ____ , 2014 MAYOR CLERK 8-J.OrdCoun~ r ~owini stronger. .. together Community and Strategic Planning P. 0. Box 1614, 21 Reeve Street Woodstock Ontario N4S 7Y3 Phone: 519-539-9800 • Fax: 519-421-4712 Web site: www.oxfordcountv.ca Our File: A-08/14 APPLICATION FOR MINOR VARIANCE TO: Town of Tillson burg Committee of Adjustment MEETING: September 22, 2014 REPORT NUMBER: 2014-245 OWNER: Rolling Meadows Development Ltd & Marcon Ltd 292599 Culloden Line, Brownsville ON NOL 1 CO AGENT: James Hayes 29 Woodland Cresce.nt, Tillsonburg ON N4G 4G6 VARIANCES REQUESTED: Relief from Section 6.2, Low Density Residential Type 1 Zone Provisions, to increase the maximum permitted lot coverage from 33% to 39% to facilitate the construction of a single detached dwelling; Relief from Section 6.2, Low Density Residential Type 1 Zone Provisions, to reduce the required rear yard depth from 12m (39.3 ft) to 7.8 m (25.5 ft) to facilitate the construction of a single detached dwelling. LOCATION: The subject lands are described as Lot 40, Plan M16, in the Town of Tillsonburg. The subject property is located on the south side of Bobolink Drive, between Woodcock Drive and Robin Road, and are known municipally as 23 Bobolink Drive. BACKGROUND INFORMATION: COUNTY OF OXFORD OFFICIAL PLAN: Schedule 'T-1' Town ofTillsonburg Land Use Plan Residential Schedule 'T-2' Town of Tillsonburg Residential Density Plan Low Density Residential TOWN OF TILLSONBURG ZONING BY-LAW: Low Density Residential Type 1 Zone (R 1) File Number: A 08-14 Report Number 2014-245 Page3 Town Engineering has reviewed the proposed dwelling design and have indicated that no lot grading or drainage issues are expected, and a lot grading plan will be required to ensure there is no negative impact on adjacent properties. The rear drainage easement in favour of the Town of Tillsonburg is not expected to be impacted. (e) Desirable Development/Use: The applicant proposes to construct a dwelling with an increased lot coverage and reduced rear yard depth. The applicant has indicated that the reason for the request is the one-storey home design selected requires a slightly larger building envelope on the subject lands, which are square in shape. It is the opinion of this office that the applicant's request for increased maximum permitted lot coverage and reduced rear yard depth is minor in nature and will allow for a one-storey home design that is consistent with other dwelling designs in the vicinity. As noted, the increased lot coverage is not anticipated to have adverse impacts to the neighbouring land uses or the lot grading and drainage pattern of the subject property. If approved, the increased lot coverage and reduced rear yard would not establish an undesirable precedent for this neighbourhood or elsewhere in the Town as the amount of amenity space on the property would still be adequate and any negative impacts can be addressed through the submission and review of the individual lot grading plan for the dwelling. Therefore, the applicant's request can be considered desirable for the intended residential use of this property. RECOMMENDATION: That the Town of Tillsonburg Committee of Adjustment approve Application File A-08/14, submitted by James Hayes, for lands described as Lot 40, Plan M16, Town of Tillsonburg, known municipally as 23 Bobolink Drive, as it relates to: 1. Relief from Section 6.2, Low Density Residential Type 1 Zone Provisions, to increase the maximum permitted lot coverage from 33% to 39% to facilitate the construction of a single detached dwelling and accessory building; 2. Relief from Section 6.2, Low Density Residential Type 1 Zone Provisions, to reduce the required rear yard depth from 12 m (39.3 ft) to 7.8 m (25.5 ft) to facilitate the construction of a single detached dwelling. Subject to the following condition: i. A building permit for the single detached dwelling shall be issued within one year of the date of the Committee's decision. As the proposed variances are: (i) minor variances from the provisions of the Town of Tillson burg Zoning By-law No. 3295; (ii) desirable for the appropriate development or use of the land; (iii) in-keeping with the general intent and purpose of the Town of Tillsonburg Zoning By-law No. 3295;and ~A-LOrdCountY._ r~~owing stronger. .. together / \\ 00> ~--/ ~ 25 0 NAD_1983_UTM_Zone_17N Plate 1 -Location Map (with Existing Zoning a~'-,arcel Lines) File No.: A-08/14-James Hayes Lot 40, Plan M-16, Town of Tillsonburg-23 Bobolink Drive Environmental Protection/Flood Overlay Flood Fringe w Floodway -...._/ '§1' 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) ~ Road Restriction/Closures ':.... / ~ .. ---, . I ~..._/ ~~-~ I '\ -, . / I' \ ...---}-, ___ .Po '--1 ~::,----~(--<.>-\ . l. . :;---\ ____ ::-\-' -\\\~"\I, 51 Meters 0 This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. This is not a plan of survey September 15, 2014 \ ' ,_ \,--·~ --'...__ -------·~ \ '-" ... -~ ' .-;;: \ -'· ·e l ,, \ l...v· \ ... <'-~I I \ ., I \~---~-------\ l i \ ·--~ )--:---"1----\ ' \-., \ \ ~_.r; '.-, 4-tJ---' .; \ ' I~· J \ '•. . ' () 'GH\- ( \\>avo \-.!) <" ) <;"-o ~eva.~ ot '?, q 0 ;,; . --- --------~~~bbo_v_, ,}rov"\ ~o"..._ IS:.g rn) eul ) ' ' I I Plate 3 -Applicant's Sketch File No.: A-08/14-James Hayes Lot 40, Plan M-16, Town of Tillsonburg-23 Bobolink Drive STAFF REPORT DEPARTMENT OF DEVELOPMENT AND COMMUNICATIONS Report Title: PROPOSED ANIMAL TAG VENDOR COMPENSAION Report No.: DCS 14-33 Author: LISA VANDERWALLEN Meeting Type: COUNCIL MEETING Council Date: SEPTEMBER 22, 2014 -LETTER FROM "RUFFINS" REQUESTING COMPENSATION, Attachments: -DRAFT AGREEMENT-PRIVATE VENDORS AND ANIMAL LICENSING COMPENSATION RECOMMENDATION: THAT Council receive report DCS 14-33 Proposed Animal Tag Vendor Compensation as information; AND THAT Council enter into an animal tag vendor agreement, as attached, with local vendors which will become effective in 2015. EXECUTIVE SUMMARY Resulting from a letter received from a vendor (see attached) requesting compensation for selling licenses on behalf of the Town, this report recommends that the municipality enter into agreements with current and future vendors to provide for compensation for the sale of animal licenses. CONSULTATION/COMMUNICATION Town By-law Enforcement staff rely on vendors to sell a large quantity of tags; private vendors are able to sell to the public on evenings and weekends, meaning that good customer service is maintained even at times when the Town Customer Service Centre is closed. The chart below shows that more than half of all tags sold so far in 2014 were purchased at private vendor locations. Number of Tags sold in 2014 (January 1 -June 30) TAG SALE LOCATION DOGS CATS TOTAL esc 785 399 1184 RUFFINS 710 423 1133 FAMILY PET CTR. 185 64 249 HSK 6 -6 TOTAL 1686 886 2572 I I STAFF REPORT DEVELOPMENT AND COMMUNICATION SERVICES REPORT TITLE: Report No.: Author: Meeting Type: Council Date: RECOMMENDATION: AIRPORT NO STOPPING REQUEST TO MINISTRY OF TRANSPORTATION DCS 14-38 ANNETTE MURRAY COUNCIL MEETING SEPTEMBER 22, 2014 "THAT Council receive Report DCS 14-38 Airport No Stopping request to Ministry of Transportation; AND THAT Council approve a request to the Ontario Ministry of Transportation to amend Ontario Regulation 622 of the Highway Traffic Act." EXECUTIVE SUMMARY For the safety of the community and motorists traveling on Highway 19, staff would like to request placement of "no stopping" signage. The signage would be from 100 metres south of the intersection of Airport Rd and Highway 19 up to 100 metres north of the intersection of Prouse Rd and Highway 19 (see Appendix A for location). This would be done through an amendment to the Ontario Regulation under the Highway Traffic Act. BACKGROUND INFORMATION Over the years, staff have witnessed many occasions where motorists driving on Highway 19 near the airport have either pulled over or traffic has come to a complete stop due to aircraft that are flying in the vicinity of the airport. In addition to this, Hwy 19 is perpendicular to the main runway and the approach path for aircraft is right over Hwy 19. Although there have not been any significant incidents because of this proximity, there is concern that it is a hazard potentially affecting the safety of the driving public especially as airport traffic continues to increase. There have also been a number of accidents at the intersection of Highway 19 and Airport Road over the past few years. APPENDIX A -MAP OF NO STOPPING ZONE Page 3 I 3 TOWN OF TILLSONBURG AIRPORT NO STOPPING SIGNS CAO Title: Report No.: Author: Meeting Type: STAFF REPORT FINANCE Meter Reading Provider Contract FIN 14-37 Denis Duguay COUNCIL MEETING Council/Committee SEPTEMBER 22, 2014 Date: Attachments: BY-LAW 3846 RDS CONTRACT RECOMMENDATION THAT Council receive Report FIN 14-37 Meter Reading Provider Contract; AND THAT By-Law 3846 being a By-Law to authorize the agreement be brought forward for Council consideration. EXECUTIVE SUMMARY To request Council's approval to change the current water meter reading provider, Olameter, to RDS Utility Service. BACKGROUND Diameter has been providing water meter reading services to the Town of Tillson burg since 2004 without a contract with the Town. In November of 2013, after several questionable reads, staff discovered inaccurate water meter reads being entered by Olameter staff. After an investigation, Olameter was asked by staff to replace the current meter reader, for which Olameter did oblige and offered apologies. However, ongoing Olameter staff turnover, data entry errors, training issues and not adhering to the meter reading schedule provided for new Olameter staff continue to exist. These issues continue to take additional staff time to help address and continue to frustrate the public as the dollar value of water bills fluctuate from month to month. Customers continue to complain to customer service on these billing fluctuations. In light of these on-going challenges with Olameter meter readers and billing reads, staff investigated alternative options. While meter reading providers are scarce, staff was able to locate an agency from Brantford (RDS Utility Service) willing to offer these services. RDS Utility Services, established since 2002, provides both water and electric meter reading services. RDS currently does the meter reading for Erie Thames and Brant County power. Positive references were obtained. CAO Under the existing County agreement for water/sewer customer service, this subcontractor cost increase would be absorbed by the Town. However, discussions will occur with the County. Staff is working to convert commercial water/electric reads to hydro smart meters by Q4, thereby helping to reduce the cost differential. Staff is of the opinion that the Town should enter into a contract with RDS despite the cost differential so that water meter reading services become stabilized and reads are consistently completed. LEGAL The RDS contract has been reviewed by the Town's legal representative and his changes have been incorporated into the attached contract for Council consideration. APPROVALS Customer Service/Revenue Denis Duguay Manager Name/Signature Finance Name/Signature Darrell Eddington CAO David Calder Name/Signature 3 Date: 09/15/14 Date: 09/15/14 Date: 09/15/14 D CAO Title: Report No.: Author: Meeting Type: STAFF REPORT FINANCE Centralized Purchasing Process FIN 14-38 Darrell Eddington COUNCIL MEETING Council/Committee SEPTEMBER 22, 2014 Date: Attachments: PURCHASING POLICY QCSOLVER ERRORS & OMMISSIONS LIABILITY POLICY QCSOLVER USER AGREEMENT AND PRIVACY POLICY RECOMMENDATION THAT Council receive Report FIN 14-38 Centralized Purchasing Process; AND THAT the QCsolver fee for service cost be incorporated into the 2015 budget. EXECUTIVE SUMMARY To provide Council with information regarding the Town's centralized purchasing process and information regarding QCsolver insurance liability coverage. BACKGROUND At the Council meeting of July 14, 2014, Council requested the following: A staff report was requested regarding the Town's centralized procurement process, and further information regarding QCsolver insurance liability coverage. The following resolution was adopted by Council: Moved By: Councillor Stephenson Seconded By: Councillor Carroll THAT Council receive Report FIN 14-28 QCsolver; And THAT Council defers the use of QCsolver software as the Town's on-line vendor registration and risk management tool until a report can be brought from staff to the last meeting in September. Carried. In addition, Council adopted By-Law 3765, Purchasing Policy, on November 11, 2013. The Policy is attached for Council information. EXECUTIVE SUMMARY Page 6 of the Purchasing Policy, section 3, a Quick Guide to Purchasing Guidelines, delineates the Town's approved purchasing process. Effective January 2, 2014, the opportunity exists for purchases > $1000 for 1 managers to utilize two existing ToLJ CAO Title: Report No.: Author: Meeting Type: QCsolver FIN 14-28 STAFF REPORT FINANCE Darrell Eddington COUNCIL MEETING Council/Committee JULY14, 2014 Date: Attachments: RECOMMENDATION THAT Council receive Report FIN 14-28 QCsolver. And THAT Council approves the use of QCsolver software as the Town's on-line vendor registration and risk management tool. EXECUTIVE SUMMARY Earlier in tonight's Council meeting, Council received a delegation from Gerald Ford on QCsolver software. Over the past five months, Staff has been exploring the use of QCsolver as the Town's risk management tool to centralize and streamline the administrative tasks associated with vendor management. In addition, Council may recall that during the 2014 Business Plan process, one of the business objectives discussed with the Director of Finance was to centralize the purchasing function within the Town. For the last six months, the purchasing function has been centralized for purchases greater than $1,000. The Director of Finance foresees that this function will continue to exist and evolve over time. Utilizing the QCsolver software tool for selected vendors is the next step to additionally help address purchasing risks by centralizing the vendor contract management function. Currently, the Town's vendor contract management is decentralized and completed by various Town managers or their designate. By utilizing this software for selected vendors, the vendor is required to register with QCsolver to obtain or maintain their status as a Town supplier. The vendor then provides their liability insurance, WSIB certificate(s) and any other required compliance documents within the QCsolver software. QCsolver software then electronically reminds the parties of any expiring documentation thereby ensuring that the vendor is current and helping to minimize risk. This will help save staff time as the Town will not be responsible for obtaining compliance documents from vendors. QCsolver software provides staff with the necessary tool to help mitigate purchasing risks. Without the tool, there are insufficient staff resources within Finance to centralize this function and therefore the Town would remain decentralized while other options are explored. CAO STAFF REPORT PARKS AND RECREATION SERVICES Title: TILLSONBURG SCOUT ASSOCIATION AGREEMENT Report No.: PRS 14-35 Author: RICK COX Meeting Type: COUNCIL MEETING Council/Committee SEPTEMBER 22, 2014 Date: Attachments: • TSA Agreement RECOMMENDATION THAT Council receive Report PRS 14-35 -Tillsonburg Scout Association Agreement; AND THAT Council authorize the Mayor and Clerk to sign the Agreement; AND THAT a by-law be brought forward for Council's consideration. EXECUTIVE SUMMARY Earlier this year, Council directed staff to prepare a non-exclusive agreement with the Tillsonburg Scout Association for their use of Gibson House. The agreement has been concluded and is coming back to Council for authorization. BACKGROUND The Tillsonburg Scout Association (TSA) has agreed to the requirements of Council that Gibson House not be used for storage and that the agreement be for non- exclusive use. The TSA is finalizing the incorporation process which satisfies the requirement of legal status. The insurance requirement has been reduced to $2,000,000 which is in line with existing agreements with other user groups. CONSULTATION The Agreement was reviewed and prepared by the Town's legal advisors. The non- exclusive use of Gibson House by TSA was reviewed by Town Staff with members of the Lake Lisgar Revitalization Committee. FINANCIAL IMPACT The Town is assuming responsibility for utility usage at Gibson House, as the largest use will be for the bubblers in the lake placed by the LLRC as part of the revitalization work. PRS 14-35-Tillsonburg Scout Association Agreement.docx 112 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 3846 A BY -LAW to Authorize an Agreement Between the Corporation of the Town of Tillsonburg and RDS Utility Services. WHEREAS the Corporation of the Town ofTillsonburg deems it necessary and expedient to enter into a service agreement with RDS Utility Services. THEREFORE the Council of the Town ofTillsonburg enacts as follows: I. THAT the Agreement attached hereto as "Schedule A" is hereby adopted and forms part of this by-law. 2. THAT the Mayor and Clerk be hereby authorized to execute the attached agreement marked as Schedule "A" on behalf of the Corporation of the Town ofTillsonburg. 3. AND THAT this by-law comes into force and effect upon passing. Read a First and Second Time this 22nd day of September, 2014. Read a Third and Final Time and passed this 22nd day of September, 2014. Mayor-Dave Beres Clerk-Donna Wilson THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3848 A By-Law to amend Zoning By-Law Number 3295, as amended. WHEREAS the Municipal Council of the Corporation of the Town of Tillsonburg deems it advisable to amend By-Law Number 3295, as amended. THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1. That Schedule "A" to By-Law Number 3295, as amended, is hereby amended by changing to 'R1-15' the zone symbol of the lands so designated 'R1-15' on Schedule "A" attached hereto. 2. That Section 6.5 to By-Law Number 3295, as amended is hereby further amended by adding the following subsection at the end thereof: "6.5.15 LOCATION: SOUTH SIDE OF HYMAN ST. !LOT 1285 & W PT LOT 1286, PLAN 500) R1-15 !Key Map 19) 6.5.15.1 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any R1-15 Zone use any lot, or erect, alter, or use any building or structure for any purpose except in accordance with the following provisions: 6.5.15.1.1 ACCESSORY BUILDING PROVISIONS 6.5.15.1.1.1 HEIGHT Maximum 5.7 m (18.7 ft) 6.5.15.1.1.2 LOT COVERAGE Maximum 6.5.15.2 That all of the provisions of the R1 Zone in Section 6.2 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." 3. 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 22nd day of September, 2014. READ a third time and finally passed this 22nd day of September, 2014. Mayor Clerk THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3849 A By-Law to amend Zoning By-Law Number 3295, as amended. WHEREAS the Municipal Council of the Corporation of the Town of Tillson burg deems it advisable to amend By-Law Number 3295, as amended. THEREFORE, the Municipal Council of the Corporation of the Town of Tillson burg, enacts as follows: 1. That Schedule "A" to By-Law Number 3295, as amended, is hereby amended by changing to 'R1-C' the zone symbol of the lands so designated 'R1-C' on Schedule "A" attached hereto. 2. This By-Law comes into force in accordance with Sections 34(21) and (30) of the Planning Act, R.S.O. 1990, as amended. READ a first and second time this 22nd day of September, 2014. READ a third time and finally passed this 22nd day of September, 2014. Mayor Clerk TilE CORPORATION OF TilE TOWN OF TILLSONBURG BY -LAW NUMBER 3851 A BY-LAW TO AUTHORIZE AN AGREEMENT BETWEEN THE CORPORATION OF THE TOWN OF TILLSONBURG AND TILLSON BURG SCOUT ASSOCIATION WHEREAS the Corporation of the Town of Tillson burg deems it necessary and expedient to enter into an agreement with the Tillsonburg Scout Association; THEREFORE the Council of the Town of Tillson burg enacts as follows: 1. THAT the Agreement attached hereto as Schedule "A" forms part of this by-law; 2. THAT the Mayor and Clerk be hereby authorized to execute the attached agreement marked as Schedule "A" on behalf of the Corporation of the Town of Tillsonburg. This By-Law shall come into force and take effect immediately after the final passing hereof. READ A FIRST AND SECOND TIME THIS 22"d day of September, 2014. READ A THIRD AND FINAL TIME AND PASSED THIS 22"d day of September, 2014. MAYOR-Dave Beres TOWN CLERK -Donna Wilson THIS FACILITY USE AGREEMENT made this 22nd day of September, 2014. BETWEEN: RECITALS: Tillson burg Scout Association Incorporated (hereinafter called "Scouts") and- TOWN OF TILLSONBURG (hereinafter called the "Municipality") WHEREAS the Municipality owns the building and park lands known as "Gibson House" and the "Gibson House Dock" (the "Municipal Lands"); AND WHEREAS the Parties are entering into this Agreement to set out their understandings in connection with the permitted use by the Scouts of the Municipal Lands; NOW THEREFORE in consideration of Two Dollars ($2.00) paid by the Scouts to the Municipality, and for other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, Scouts and the Municipality agree as follows: 1.0 DEFINITIONS 1.1 In this Agreement, unless the contrary intention appears: (a) "Agreement" means this facility use agreement and all schedules attached hereto; (b) "Law" and "Laws" shall mean and include all applicable laws, by- laws, regulations, requirements, orders, notices, policies and directions of all governmental or regulatory authorities and any other persons having jurisdiction over the Municipal Lands, the Parties or any of them; (c) "Municipal Lands" has the meaning set out in the first recital of this Agreement; 2.0 MUNICIPAL LANDS 2.1 Subject to the terms of this Agreement, the Municipality agrees that the Municipal Lands may be accessed and used by leaders, administrators and members of Scouts, on a non-exclusive basis, for recreational purposes specifically related to the operation of the Tillsonburg Scout Association. Gibson House agreement Final.docx 1/6 2014-SEP-12 -3- (a) place or erect any new or additional structure on the Municipal Lands; (b) dig on or intentionally alter the surface of the Municipal Lands; (c) make any identifiable tenant alterations or improvements (d) mark or paint any surface of the Municipal Lands; (e) leave any litter or refuse on the Municipal Lands; (f) post or display any new or additional signs or other materials on the Municipal Lands or any structures located thereon; (g) park any vehicle on the Municipal Lands, other than on a temporary basis in the designated public parking areas. Notwithstanding the foregoing, the Scouts shall be granted permission from the Municipality to dock up to three non-motorized water craft (sail boats) on Lake Lisgar; or (h) store items of any kind on the main floor of Gibson House or in the basement of Gibson House that would interfere with the use of the space by another group. Any additions, alterations or renovations to the Municipal Lands by the Scouts shall immediately become the property of the Municipality unless agreed to in writing between the parties. 3.0 PROGRAMS 3.1 The Scouts shall be responsible for its own programs held on the Municipal Lands, any supervision required in respect of its own programs, and all costs associated with its own programs. 4.0 ANNUAL CONSULTATION 4.1 Annually, during the month of September and so long as this Agreement remains in effect, the Chairperson of the Tillsonburg Scout Association and Tillsonburg's Director of Parks & Recreation shall meet at a mutually convenient time and location in order to discuss matters of mutual concern or interest and relating to the subject matter of this Agreement. 5.0 TERM AND TERMINATION 5.1 This Agreement shall take effect upon its execution and shall continue for a period of three (3) years at which time it will renew automatically on an annual basis, unless either Party provides notice of termination in writing at least sixty (60) days prior to the expiration of the then current term. Gibson House agreement Finat.docx 3/6 2014-APR-03 -5 - 200 Broadway Street, 2nd Floor Tillsonburg, ON N4G 5A7 Attention: Clerk Or such other address or individual as may be designated by notice by the Parties to the other. Any Communication given by personal delivery, email or facsimile transmission shall be conclusively deemed to have been given on the day of actual delivery thereof if given prior to 4:30 p.m. on a business day, and if given after 4:30 p.m. or not on a business day, on the next business day, and, if given by prepaid mail, on the fifth business day following the deposit thereof in the mail. If the Party giving any Communication knows or ought reasonably to know of any difficulties with the postal system which might affect the delivery of mail, any such Communication shall not be mailed, but shall be given by personal delivery, facsimile or email transmission. 8.4 This Agreement with all attached Schedules (if any) constitutes the entire agreement between the Parties relating to the subject matter of this Agreement, and supersedes all prior and contemporaneous agreements, understandings, negotiations, and discussions, whether oral or written, with respect thereto. There are no warranties, representations, or other agreements between the Parties in connection with the subject matter of this Agreement except as specifically set forth herein. 8.5 This Agreement shall be governed by and construed in accordance with the laws of the Province of Ontario. Gibson House agreement Final.docx 5/6 2014-APR-03 THE CORPORATION OF THE TOWN OF TILLSONBURG BY -LAW NUMBER 3850 BEING A BY -LAW to confirm the proceedings of Council at its meetings held on the 22"d day of September, 2014 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 special meeting and regular meeting held on September 22, 2014, with respect to every report, motion, by-law, or other action passed and taken by the Council, including the exercise of natural person powers, are hereby adopted, ratified and confirmed as if all such proceedings were expressly embodied in this or a separate by-law. 2. The Mayor and Clerk are authorized and directed to do all the things necessary to give effect to the action of the Council of The Corporation of the Town of Tillsonburg referred to in the preceding section. 3. The Mayor and the Clerk are authorized and directed to execute all documents necessary in that behalf and to affix thereto the seal of The Corporation of the Town of Tillsonburg. 4. This by-law shall come into full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 22nd DAY OF SEPTEMBER, 2014. READ A THIRD AND FINAL TIME AND PASSED THIS 22nd DAY OF SEPTEMBER, 2014. MAYOR -Dave Beres TOWN CLERK-Donna Wilson THE CORPORATION OF THE TOWN OF Tll.LSONBURG BY-LAW NO. 3846 A BY-LAW to Authorize an Agreement Between the Corporation of the Town of Tillsonburg and RDS Utility Services. WHEREAS the Corporation of the Town ofTillsonburg deems it necessary and expedient to enter into a service agreement with RDS Utility Services. THEREFORE the Council of the Town ofTillsonburg enacts as follows: I. THAT the Agreement attached hereto as "Schedule A" is hereby adopted and forms part of this by-law. 2. THAT the Mayor and Clerk be hereby authorized to execute the attached agreement marked as Schedule "A" on behalf of the Corporation of the Town ofTillsonburg. 3. AND THAT this by-law comes into force and effect upon passing. Read a First and Second Time this 22nd day of September, 2014. Read a Third and Final Time and passed this 22nd day of September, 2014. Mayor-Dave Beres Clerk-Donna Wilson THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3848 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 Tillson burg, enacts as follows: 1. That Schedule "A" to By-Law Number 3295, as amended, is hereby amended by changing to 'R1-15' the zone symbol of the lands so designated 'R1-15' on Schedule "A" attached hereto. 2. That Section 6.5 to By-Law Number 3295, as amended is hereby further amended by adding the following subsection at the end thereof: "6.5.15 LOCATION: SOUTH SIDE OF HYMAN ST. (LOT 1285 & W PT LOT 1286, PLAN 500) R1-15 (Key Map 19) 6.5.15.1 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any R1-15 Zone use any lot, or erect, alter, or use any building or structure for any purpose except in accordance with the following provisions: 6.5.15.1.1 ACCESSORY BUILDING PROVISIONS 6.5.15.1.1.1 HEIGHT Maximum 5.7 m (18.7 ft) 6.5.15.1.1.2 LOT COVERAGE Maximum 6.5.15.2 That all of the provisions of the R1 Zone in Section 6.2 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." 3. 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 22"d day of September, 2014. READ a third time and finally passed this 22"d day of September, 2014. Mayor Clerk THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3849 A By-Law to amend Zoning By-Law Number 3295, as amended. WHEREAS the Municipal Council of the Corporation of the Town of Tillson burg deems it advisable to amend By-Law Number 3295, as amended. THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1. That Schedule "A" to By-Law Number 3295, as amended, is hereby amended by changing to 'R 1-C' the zone symbol of the lands so designated 'R1-C' on Schedule "A" attached hereto. 2. This By-Law comes into force in accordance with Sections 34(21) and (30) of the Planning Act, R.S.O. 1990, as amended. READ a first and second time this 22nd day of September, 2014. READ a third time and finally passed this 22nd day of September, 2014. Mayor Clerk THE CORPORATION OF THE TOWN OF TILLSONBURG BY -LAW NUMBER 3851 A BY-LAW TO AUTHORIZE AN AGREEMENT BETWEEN THE CORPORATION OF THE TOWN OF TILLSONBURG AND TILLSON BURG SCOUT ASSOCIATION WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and expedient to enter into an agreement with the Tillsonburg Scout Association; THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1. THAT the Agreement attached hereto as Schedule "A" forms part of this by-law; 2. THAT the Mayor and Clerk be hereby authorized to execute the attached agreement marked as Schedule "A" on behalf of the Corporation of the Town of Tillsonburg. This By-Law shall come into force and take effect immediately after the final passing hereof. READ A FIRST AND SECOND TIME THIS 22"d day of September, 2014. READ A THIRD AND FINAL TIME AND PASSED THIS 22"d day of September, 2014. MAYOR-Dave Beres TOWN CLERK -Donna Wilson THIS FACILITY USE AGREEMENT made this 22nd day of September, 2014. BETWEEN: RECITALS: Tillson burg Scout Association Incorporated (hereinafter called "Scouts") and- TOWN OF TILLSONBURG (hereinafter called the "Municipality") WHEREAS the Municipality owns the building and park lands known as "Gibson House" and the "Gibson House Dock" (the "Municipal Lands"); AND WHEREAS the Parties are entering into this Agreement to set out their understandings in connection with the permitted use by the Scouts of the Municipal Lands; NOW THEREFORE in consideration of Two Dollars ($2.00) paid by the Scouts to the Municipality, and for other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, Scouts and the Municipality agree as follows: 1.0 DEFINITIONS 1.1 In this Agreement, unless the contrary intention appears: (a) "Agreement" means this facility use agreement and all schedules attached hereto; (b) "Law" and "Laws" shall mean and include all applicable laws, by- laws, regulations, requirements, orders, notices, policies and directions of all governmental or regulatory authorities and any other persons having jurisdiction over the Municipal Lands, the Parties or any of them; (c) "Municipal Lands" has the meaning set out in the first recital of this Agreement; 2.0 MUNICIPAL LANDS 2.1 Subject to the terms of this Agreement, the Municipality agrees that the Municipal Lands may be accessed and used by leaders, administrators and members of Scouts, on a non-exclusive basis, for recreational purposes specifically related to the operation of the Tillsonburg Scout Association. Gibson House agreement Final.docx 1/6 2014-SEP-12 - 3 - (a) place or erect any new or additional structure on the Municipal Lands; (b) dig on or intentionally alter the surface of the Municipal Lands; (c) make any identifiable tenant alterations or improvements (d) mark or paint any surface of the Municipal Lands; (e) leave any litter or refuse on the Municipal Lands; (f) post or display any new or additional signs or other materials on the Municipal Lands or any structures located thereon; (g) park any vehicle on the Municipal Lands, other than on a temporary basis in the designated public parking areas. Notwithstanding the foregoing, the Scouts shall be granted permission from the Municipality to dock up to three non-motorized water craft (sail boats) on Lake Lisgar; or (h) store items of any kind on the main floor of Gibson House or in the basement of Gibson House that would interfere with the use of the space by another group. Any additions, alterations or renovations to the Municipal Lands by the Scouts shall immediately become the property of the Municipality unless agreed to in writing between the parties. 3.0 PROGRAMS 3.1 The Scouts shall be responsible for its own programs held on the Municipal Lands, any supervision required in respect of its own programs, and all costs associated with its own programs. 4.0 ANNUAL CONSULTATION 4.1 Annually, during the month of September and so long as this Agreement remains in effect, the Chairperson of the Tillsonburg Scout Association and Tillsonburg's Director of Parks & Recreation shall meet at a mutually convenient time and location in order to discuss matters of mutual concern or interest and relating to the subject matter of this Agreement. 5.0 TERM AND TERMINATION 5.1 This Agreement shall take effect upon its execution and shall continue for a period of three (3) years at which time it will renew automatically on an annual basis, unless either Party provides notice of termination in writing at least sixty (60) days prior to the expiration of the then current term. Gibson House agreement Final.docx 3/6 2014-APR-03 -5- 200 Broadway Street, 2nd Floor Tillsonburg, ON N4G 5A7 Attention: Clerk Or such other address or individual as may be designated by notice by the Parties to the other. Any Communication given by personal delivery, email or facsimile transmission shall be conclusively deemed to have been given on the day of actual delivery thereof if given prior to 4:30 p.m. on a business day, and if given after 4:30 p.m. or not on a business day, on the next business day, and, if given by prepaid mail, on the fifth business day following the deposit thereof in the mail. If the Party giving any Communication knows or ought reasonably to know of any difficulties with the postal system which might affect the delivery of mail, any such Communication shall not be mailed, but shall be given by personal delivery, facsimile or email transmission. 8.4 This Agreement with all attached Schedules (if any) constitutes the entire agreement between the Parties relating to the subject matter of this Agreement, and supersedes all prior and contemporaneous agreements, understandings, negotiations, and discussions, whether oral or written, with respect thereto. There are no warranties, representations, or other agreements between the Parties in connection with the subject matter of this Agreement except as specifically set forth herein. 8.5 This Agreement shall be governed by and construed in accordance with the laws of the Province of Ontario. Gibson House agreement Final.docx 5/6 2014-APR-03 THE CORPORATION OF THE TOWN OF TILLSONBURG BY -LAW NUMBER 3850 BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the 22"d day of September, 2014 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 special meeting and regular meeting held on September 22, 2014, with respect to every report, motion, by-law, or other action passed and taken by the Council, including the exercise of natural person powers, are hereby adopted, ratified and confirmed as if all such proceedings were expressly embodied in this or a separate by-law. 2. The Mayor and Clerk are authorized and directed to do all the things necessary to give effect to the action of the Council of The Corporation of the Town of Tillsonburg referred to in the preceding section. 3. The Mayor and the Clerk are authorized and directed to execute all documents necessary in that behalf and to affix thereto the seal of The Corporation of the Town of Tillson burg. 4. This by-law shall come into full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 22nd DAY OF SEPTEMBER, 2014. READ A THIRD AND FINAL TIME AND PASSED THIS 22nd DAY OF SEPTEMBER, 2014. MAYOR -Dave Beres TOWN CLERK-Donna Wilson COUNCIL RESOLUTION AGENDA ITEM NO.: ___ _ Date: September 22. 2014 RESOLUTION NO.: 1 MOVED BY: THAT the Agenda as prepared for the Council Meeting of September 22, 2014, be adopted. g{rried D Recorded Vote D Defeated D Deferred Tabled Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO .: ___ _ Date: September 22, 2014 RESOLUTION NO.: 2 MOVED BY: D THAT Council move into Closed Session to consider: 1. a proposed or pending acquisition or disposition of land by the municipality or local board (Broadway Street) 2. a proposed or pending acquisition or disposition of land by the municipality or local board (Hardy Avenue) Recorded Vote D Defeated D Deferred D Tabled F Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: ___ _ Date: September 22, 2014 RESOLUTION NO.: 3 MOVEDBY: ~~ SECONDED BY: i='J?;£/A~--- THAT the Minutes of the Council Meeting of September 8, 2014, be approved. D Recorded Vote D Defeated D Deferred D Tabled ~ayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: 1 Date: September 22. 2014 RESOLUTION NO.: 4 MOVEDBY: ~~ SECONDED BY: L~--/~~2----·- THAT Council approve the zone change application submitted by Harnek Grewal, whereby the lands described as Lot 134, Plan M42, Town of Tillsonburg, known municipally as 83 Devonshire Avenue are to be rezoned from 'Low Density Residential Type 1 Zone (R 1 )' to 'Low Density Residential Type 1 Converted Dwelling Zone (R 1-C)'. ~Carried D Recorded Vote D Defeated D Deferred D Tabled (\~ ~nJ'~J\ · ~ M ~or's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: -----=-2 __ Date: September 22. 2014 RESOLUTION NO.: 5 MOVEDBY: ~ SECONDED BY:= ~ That Council approve the zone change application submitted by John & Linda Carpenter, whereby the lands described as Lot 1285 & West Part Lot 1286, Plan 500 Tillsonburg, known municipally as 7 Hyman Street are to be rezoned from 'Low Density Residential Type 1 Zone (R1)' to 'Special Low Density Residential Type 1 Zone (R1 - sp)'. 0 carried D Recorded Vote D Defeated D Deferred D Tabled ) COUNCIL RESOLUTION AGENDA ITEM NO.: 3 Date: September 22, 2014 RESOLUTION NO.: 6 MOVED BY: 6,~ SECONDED BY:~ ~ ~ THAT the Committee of Adjustment approve Application File A-08/14, submitted by James Hayes, for lands described as Lot 40, Plan M16, Town of Tillsonburg, known municipally as 23 Bobolink Drive, as it relates to: 1. Relief from Section 6.2, Low Density Residential Type 1 Zone Provisions, to increase the maximum permitted lot coverage from 33% to 39% to facilitate the construction of a single detached dwelling and accessory building; 2. Relief from Section 6.2, Low Density Residential Type 1 Zone Provisions, to reduce the required rear yard depth from 12m (39.3 ft) to 7.8 m (25.5 ft) to facilitate the construction of a single detached dwelling. Subject to the following condition: i. A building permit for the single detached dwelling shall be issued within one year of the date of the Committee's decision. // c~:J Carried D Defeated D Deferred Tabled D Recorded Vote Mayor's Initials ) COUNCIL RESOLUTION AGENDA ITEM NO.: _ ___:::5:..___ RESOLUTION NO.: 7 MOVED BY: /j l0 M ~ SECONDED BY:~- Date: September 22. 2014 THAT Council receive report DCS 14-33 Proposed Animal Tag Vendor Compensation as information; AND THAT Council au!!l9rize the Mayor and Clerk to enter into an animal tag vendor agreement, as aJtactled, with local vendors which will become effective in 2015. -~~~&---- D Recorded Vote D Defeated D Deferred a~tiiJI~~ COUNCIL RESOLUTION AGENDA ITEM NO.: -----"'-6 __ Date: September 22, 2014 RESOLUTION NO.: _ __;8=---- MOVEDBY: ~ SECONDED BY: ~---=------. -< THAT Council receive Report DCS 14-38 Airport No Stopping Request to Ministry of Transportation; AND THAT Council approve a request to the Ontario Ministry of Transportation to amend Ontario Regulation 622 of the Highway Traffic Act. ci D Recorded Vote D Defeated D Deferred Tabled COUNCIL RESOLUTION AGENDA ITEM NO.: _ _.:.7 __ Date: September 22. 2014 RESOLUTION NO.: _..:...9 __ MOVED BY: Q ......_ SECONDED BY:~ G 1\A ly) THAT Council receive Report FIN 14-37 Meter Reading Provider Contract; AND THAT By-Law 3846 being a By-Law to authorize the agreement be brought forward for Council consideration. D Carried Recorded Vote D Defeated D Deferred D Ta led ____ Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: --=8'----Date: September 22, 2014 RESOLUTION NO.: ::::-=-:11=----- ~ MOVED BY: SECONDED BY: ~ ~~ D D THAT Council receive Report FIN 14-28 QCsolver and Report FIN 14-38 Centralized Purchasing Process; And T~A1"co neil appro~~e use of q_c~ software as~tneTOwn's21"1-line vend6r registra ion a~--risk ma~em to~l;.---~ .. -. \__/ '\ -~~~~---'~" Y" AND THAT th~rse-Mee cost be in~ the 2015 ~eJJ-1- budget. ~ Carried Recorded Vote / ufo ated D Deferred D Tabed COUNCIL RESOLUTION AGENDA ITEM NO.: ----'9=---- RESOLUTION NO.: ~ MOVEDBY: ~~ SECONDED BY: ~ Date: September 22. 2014 THAT Council receive Report PRS 14-35-Tillsonburg Scout Association Agreement; AND THAT by-law 3851 be brought forward for Council's consideration. --. D Defeated D Deferred D Tabled _d)_ Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: Date: September 22. 2014 RESOLUTION NO.: 13 ~ SECONDED BY: ~ ~ <) MOVED BY: THAT Staff be directed to research the feasibility of re-designing the 40km/h school zones; AND THAT Staff explore and prepare a report on having flashing amber lights installed to control when the 40 km/h zone is active. When lights are not flashing the speed would remain at 50km/h; AND THAT Staff has this report to Council in time to coordinate with the 2015 budget deliberations. D Recorded Vote D Defeated D Deferred D Tabled ~ayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: 10 Date: September 22, 2014 RESOLUTION NO.: . 13 _n MOVED BY: ~~0C~ SECONDEDBY: --~ ___ :) ___________ __ D THAT By-Law 3846, to authorize an agreement with RDS Utility Services, By-Law 3848, to amend Zoning By-Law number 3295, as amended, (7 Hyman Street) By-Law 3849, to amend Zoning By-Law number 3295, as amended,(83 Devonshire) By-Law 3851, to authorize an agreement with Tillsonburg Scouts, AND THAT, By-Law 3850, to confirm the proceedings of Council at its meetings held on the 22nd day of September, 2014, be read for a first and second time and this constitutes the first and second reading thereof. Recorded Vote D Defeated D Deferred D Tabled COUNCIL RESOLUTION AGENDA ITEM NO.: _----!...::10:....___ Date: September 22. 2014 RESOLUTION NO.: MOVED BY: THAT By-Law 3846, to authorize an agreement with RDS Utility Services, By-Law 3848, to amend Zoning By-Law number 3295, as amended, (7 Hyman Street) By-Law 3849, to amend Zoning By-Law number 3295, as amended, (83 Devonshire) By-Law 3851, to authorize an agreement with Tillsonburg Scouts, AND THAT, By-Law 3850, to confirm the proceedings of Council at its meetings held on the 22nd day of September, 2014, be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. D Recorded Vote D Defeated D Deferred D Tabled ~Mayor's Initials The Corporation of the Town of Tillsonburg FORM 1 PLANING ACT, 1990 NOTICE OF PASSING OF A ZONING BY-LAW BY THE CORPORATION OF THE TOWN OF TILLSONBURG Zoning Application: ZN 7-14-11 (83 Devonshire Ave) TAKE NOTICE that the Council of the Town of Tillsonburg passed By-Law No. 3849 on the 22nd day of September, 2014, under Section 34(21) and (30) of the PLANNING ACT, R.S.O. 1990, Chapter P. 13. AND TAKE NOTICE that any person or agency may appeal to the Ontario Municipal Board in respect of the by-law by filing with the Clerk of The Corporation of the Town of Tillsonburg not later than the 13th day of October, 2014, a notice of appeal setting out the objection to the by- law and reasons in support of the objection. An explanation of the purpose and effect of the by-law, describing the lands to which the by-law applies are attached. The complete by-law is available for inspection in my office during regular office hours or can be found on the Town website at www.tillsonburg .ca . DATED at the Town of Tillsonburg, this 25th day of September, 2014. Donna Wilson, DPA Municipal Clerk, Town of Tillsonburg dewilson@tillsonburg.ca CORPORATE OFFICE 200 Broadway, 2"d Floor, Tillsonburg, Ontario, N4G 5A7, Telephone (519) 688-3009, Fax (519) 842-9431 www.tillsonburg.ca ZN 7-14-11 TOWN OF TILLSONBURG BY-LAW NUMBER 3849 EXPLANATORY NOTE The purpose of By-Law Number 3849 is to rezone the subject property from 'Low Density Residential Type 1 Zone (R 1 )' to 'Low Density Residential Type 1 Converted Dwelling Zone (R1-C)' to permit a converted dwelling on the subject property. The subject property is located on the south side of Devonshire Avenue, east of Broadway Street in the Town of Tillsonburg and is legally described as Lot 134, Plan M42. The property is located at 83 Devonshire Avenue. The Municipal Council, after conducting the public hearing necessary to consider any comments to the proposed zone change application, approved By-Law Number 3849. The public hearing was held on September 22, 2014. Any person wishing further information relative to Zoning By-Law Number 3849 may contact the undersigned: File: ZN 7-14-11 (Grewal) Report No: 2014-237 Ms. Donna Wilson Clerk Town of Tillson burg 200 Broadway, 2nd Floor Town Centre Mall Tillsonburg, ON N4G 5A7 Telephone: 842-9200 The Corporation of the Town of Tillson burg FORM 1 PLANING ACT, 1990 NOTICE OF PASSING OF A ZONING BY-LAW BY THE CORPORATION OF THE TOWN OF TILLSONBURG Zoning Application: ZN 7-14-09 (7 Hyman Street) TAKE NOTICE that the Council of the Town of Tillsonburg passed By-Law No. 3848 on the 22nd day of September, 2014, under Section 34(21) and (30) of the PLANNING ACT, R.S.O. 1990, Chapter P. 13. AND TAKE NOTICE that any person or agency may appeal to the Ontario Municipal Board in respect of the by-law by filing with the Clerk of The Corporation of the Town of Tillsonburg not later than the 13th day of October, 2014, a notice of appeal setting out the objection to the by- law and reasons in support of the objection. An explanation of the purpose and effect of the by-law, describing the lands to which the by-law applies are attached. The complete by-law is available for inspection in my office during regular office hours or can be found on the Town website at www.tillsonburg.ca . DATED at the Town of Tillsonburg, this 25th day of September, 2014. Donna Wilson, DPA Municipal Clerk, Town of Tillsonburg dewilson@tillsonburg.ca CORPORATE OFFICE 200 Broadway, 2"d Floor, Tillson burg, Ontario, N4G SA 7, Telephone (519) 688-3009, Fax (519) 842-9431 www. tillsonburg.ca ZN 7-14-09 TOWN OF TILLSONBURG BY-LAW NUMBER 3848 EXPLANATORY NOTE The purpose of By-Law Number 3848 is to rezone the subject property from 'Low Density Residential Type 1 Zone (R1 )'to 'Special Low Density Residential Type 1 Zone (R1-15)' to permit an accessory building with an increased lot coverage of 81 m2 (872 ft2) and an increased maximum height of 5.7 m (18.7'). The subject property is located on south side of Hyman Street, between Tillson Ave and Careless Lane, being Part Lot 1286, Lot 1285, Plan 500, Town of Tillsonburg. The lands are municipally known as 7 Hyman Street, Tillsonburg. The Municipal Council, after conducting the public hearing necessary to consider any comments to the proposed zone change application, approved By-Law Number 3848. The public hearing was held on September 22, 2014. Any person wishing further information relative to Zoning By-Law Number 3848 may contact the undersigned: File: ZN 7-14-09 (John & Linda Carpenter) Report No: 2014-236 Ms. Donna Wilson Clerk Town of Tillson burg 200 Broadway, 2nd Floor Town Centre Mall Tillsonburg, ON N4G 5A7 Telephone: 842-9200 File No. A-08/14 TOWN OF TILLSONBURG COMMITTEE OF ADJUSTMENT DECISION OF COMMITTEE Page 1 of2 WE, the undersigned members ofthe Town ofTillsonburg Committee of Adjustment, do hereby attest that the following was the decision reached by us at the meeting held on Monday September 22, 2014. OWNERS: Marcon Ltd, Rolling Meadows Developments 292599 Culloden Line Brownsville ON, NOL 1 CO LOCATION: APPLICANT/AGENT: James Hayes 2 9 Woodland Crescent Tillsonburg ON, N4G 4G6 PLAN Ml6 LOT 40 municipally known as 23 Bobolink Drive, Town ofTillsonburg, County of Oxford. PURPOSE OF APPLICATION: An application has been received to permit the construction of a single family dwelling. The applicant requires relief from lot coverage provisions and rear yard setback requirements in section 6.2 (Rl -Low Density Residential) of zoning by-law no. 3295. The applicant requires relief from section 6.2, which states that the maximum allowable lot coverage is 33%, while the proposed construction requires a variance to allow for up to 39% lot coverage. Additionally, the applicant requires relief from section 6.2 which states that the minimum rear yard depth is 12 meters, while the proposed construction requires a variance to allow a rear yard depth of 7.8 meters. DECISION: APPROVED That the Town ofTillsonburg Committee of Adjustment approve Application File A-08/14, submitted by James Hayes, for lands described as Lot 40, Plan M16, Town ofTillsonburg, known municipally as 23 Bobolink Drive, as it relates to: Municipality hereby recognizes Waste Reduction Week in Canada Oct. 20-26, 2014 As a municipality, we are committed to reducing our waste, conserving resources, and educating the community about sustainable living. We recognize the generation of solid waste and the needless waste of resources as global environmental problems and endeavor to take the lead in our community toward environmental sustainability. We have declared Oct. 20-26, 2014, Waste Reduction Week in Signed Recycling Council of Ontario Municipality Name and Position Too Goo$.0duire to Waste ~ c'est agir Waste Reduction Week in Canada Semaine canadienne de reduction des dechets Date TOWN OF TILLSON BURG \ Public Meeting for the Council Meeting of September 22, 2014 Record of Attendance Page 1 Notice of Collection Correspondence intended for Committee and/or Council is generally received as public information, subject to the Municipal Freedom of Information and Protection of Privacy Act and will be part of the public record. Page 1 of2 File No. A-08/14 TOWN OF TILLSONBURG COMMITTEE OF ADJUSTMENT DECISION OF COMMITTEE WE, the undersigned members ofthe Town ofTillsonburg Committee of Adjustment, do hereby attest that the following was the decision reached by us at the meeting held on Monday September 22, 2014. OWNERS: APPLICANT/AGENT: Morcon Ltd, Rolling Meadows Developments 292599 Culloden Line James Hayes 29 Woodland Crescent Tillsonburg ON, N4G 406 Brownsville ON, NOL 1 CO LOCATION: PLAN M16 LOT 40 municipally known as 23 Bobolink Drive, Town ofTillsonburg, County of Oxford. PURPOSE OF APPLICATION: An application has been received to permit the construction of a single family dwelling. The applicant requires relief from lot coverage provisions and rear yard setback requirements in section 6.2 (Rl -Low Density Residential) of zoning by-law no. 3295. The applicant requires relief from section 6.2, which states that the maximum allowable lot coverage is 33%, while the proposed construction requires a variance to allow for up to 39% lot coverage. Additionally, the applicant requires relief from section 6.2 which states that the minimum rear yard depth is 12 meters, while the proposed construction requires a variance to allow a rear yard depth of 7.8 meters. DECISION: APPROVED That the Town ofTillsonburg Committee of Adjustment approve Application File A-08/14, submitted by James Hayes, for lands described as Lot 40, Plan M16, Town ofTillsonburg, known municipally as 23 Bobolink Drive, as it relates to: David Beres 1. Relief from Section 6.2, Low Density Residential Type 1 Zone Provisions, to increase the maximum permitted lot coverage from 33% to 39% to facilitate the construction of a single detached dwelling and accessory building; 2. Relief from Section 6.2, Low Density Residential Type 1 Zone Provisions, to reduce the required rear yard depth from 12m (39.3 ft) to 7.8 m (25.5 ft) to facilitate the construction of a single detached dwelling. Subject to the following condition: i. A building permit for the single detached dwelling shall be issued within one year of the date of the Committee's decision. Mark Renaud '5~rU Brenda;ron