200525 Council MIN 1
MINUTES
Monday, May 25, 2020
4:30 PM
Electronic Meeting
ATTENDANCE: Mayor Molnar
Deputy Mayor Beres
Councillor Esseltine
Councillor Gilvesy
Councillor Luciani
Councillor Parker
Councillor Rosehart
Staff: Kyle Pratt, Chief Administrative Officer
Michelle Smibert, Town Clerk
Kevin De Leebeeck, Director of Operations
Dave Rushton, Director of Finance
Rick Cox, Director of Recreation, Culture and Parks
Gord Roesch, Acting Fire Chief
Amelia Jaggard, Deputy Clerk
_____________________________________________________________________
1. Call to Order
The meeting was called to order at 4:30 p.m.
2. Closed Session
Resolution # 2020-234
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council move into Closed Session to consider a proposed or pending
acquisition or disposition of land by the Town; (Highway 3 Lands)
Carried
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2.1 Adoption of Agenda
2.2 Disclosures of Pecuniary Interest and the General Nature Thereof
2.3 Adoption of Closed Session Council Minutes
2.4 Reports
2.4.1 239 (2) (c) a proposed or pending acquisition or disposition of
land by the municipality (Highway 3 Lands)
2.4.2 239 (2) (c) a proposed or pending acquisition or disposition of
land by the municipality (Highway 3 Lands)
3. Adoption of Agenda
Resolution # 2020-235
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT the Agenda as prepared for the Council meeting of Monday, May 25,
2020, be adopted.
Carried
4. Moment of Silence
5. Disclosures of Pecuniary Interest and the General Nature Thereof
Councillor Gilvesy declared pecuniary interest on the following items:
1. Item 1.4.1 in closed session (Highway 3 Lands) with the reason being an
immediate family member may receive financial gain from the sale of property.
2. Item 1.4.2 in closed session (Highway 3 Lands) with the reason being an
immediate family member may receive financial gain from the sale of property.
Deputy Mayor Beres declared pecuniary interest on the following items:
1. Item 1.4.2 in closed session (Highway 3 Lands) with the reason being a family
member is the Real Estate listing agent.
No other disclosures of pecuniary interest were declared.
6. Adoption of Council Minutes of Previous Meeting
Resolution # 2020-236
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
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THAT the Minutes of the Council meeting of Monday, May 11, 2020, be
approved.
Carried
7. Presentations
8. Public Meetings
9. Planning Applications
10. Delegations
10.1 Ian McIntyre - Re: Traffic concerns on Wilson Ave
Ian McIntyre, Alan Field and Heather Rand, members of the Hickory Hills
Residents Association (H.H.R.A.), participated in the meeting to provide
an overview of their concerns and recommendations regarding the traffic
volume along Wilson Ave, the main road running north and south through
their community. The delegation requested that Council add additional
traffic controls.
Opportunity was provided for comments and questions from Council.
Resolution # 2020-237
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receive the delegation from Ian McIntrye, as information;
AND THAT the material from The Hickory Hills Resident’s Association
regarding traffic concerns on Wilson Avenue be forwarded to the
Tillsonburg Police Services Board for review and comment;
AND THAT subsequent to any material response from the Police Services
Board a comprehensive report including; background information, re view
and comments from Fire and Public Works Departments and mitigating
options be presented to Council for consideration.
Carried
10.2 Tillsonburg BIA - Re: Updated MOU with the Tillsonburg BIA and
Request to allow pop up patios on Town property
Mark Renaud, Executive Director of the Tillsonburg BIA, participated in the
meeting to support the proposed 2020 Memorandum of Understanding
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(MOU) between the Town and and Tillsonburg BIA as presented on the
agenda under item 14.7.3.
In addition, the Tillsonburg BIA is requesting that the Town permit the use
of on-street and on-sidewalk public seating and outdoor patios to aid in the
recovery of the hospitality sector in the downtown core.
Opportunity was provided from comments and questions from Council.
Mr. Renaud noted that the the expectation of the Tillsonburg BIA is that
the MOU will be reviewed each year in September prior to the budget.
Council passed the following resolution.
Resolution # 2020-238
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receive the delegation from the Tillsonburg BIA, as
information;
AND THAT Town Council request staff to prepare a report on the BIA’s
request to allow pop up patios to aid food establishments during the
recovery phase of COVID; noting that other municipalities have allowed
pop up patios.
Carried
11. Deputation(s) on Committee Reports
11.1 CLK 20-20 COVID-19 Task Force Recommendations
It was requested that Southwestern Public Health be requested to
implement a COIVD-19 assessment centre in the Town of Tillsonburg to
provide access to community members who cannot travel outside of
Town.
Resolution # 2020-239
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receives Report CLK 20-19 COVID-19 Taskforce
Recommendations, as information.
Carried
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12. COVID-19
Town staff are currently developing workplace risk assessments to determine
when and how to reopen municipal offices.
13. Information Items
13.1 Correspondence - City of Woodstock Support Resolution
13.2 Correspondence - Township of Zorra Support Resolution
Resolution # 2020-240
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receives the correspondence from the City of Woodstock
dated May 8, 2020, and the correspondence from the Township of Zorra
dated May 13, 2020.
Carried
14. Staff Reports
14.1 Chief Administrative Officer
14.2 Clerk's Office
14.2.1 CLK 20-21 County Council Composition and Election of Head
of Council
Resolution # 2020-241
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT the County of Oxford be requested to change the status quo
to increase the number of representatives on County Council
effective the next term of Council so that the Town of Tillsonburg
has 2 members; and
THAT the Warden be selected from an election at large;
AND FURTHER that Report CLK 20-21 be forwarded to all Lower-
tier municipalities in Oxford, as it may relate to MMAH Service
Delivery Review, as information only.
Carried
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14.3 Development and Communication Services
14.4 Finance
14.4.1 FIN 20-18 2020 Purchasing Policy 5-006
Opportunity was provided for comments and questions from
Council.
Section 6 (d) should be amended to reference Section 5 (i).
Resolution # 2020-242
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receives report FIN 20-18 2020 Purchasing Policy 5-
006;
AND THAT a By-Law to include the new purchasing policy and to
repeal By-Law 3967, be brought forward for Council's
consideration.
Councillor Gilvesy asked for a recorded vote on the motion with the
members voting as follows:
Councillor Gilvesy - Opposed
Councillor Luciani - In favour
Mayor Molnar - In favour
Councillor Parker - Opposed
Councillor Rosehart - Opposed
Deputy Mayor Beres - In favour
Councillor Esseltine - In favour
Carried.
14.4.2 FIN 20-19 Final 2020 Tax Rates
Resolution # 2020-043
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receives report FIN 20-19 2020 Budgetary Estimates
and Tax Rates;
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AND THAT a By-Law to provide for the adoption of budgetary
estimates, tax rates, installment due dates and to further provide for
penalty and interest on default of payment thereof for 2020 be
brought forward for Council consideration.
Carried
14.4.3 FIN 20-20 COVID 19 Development Charge Collection Deferral
Resolution # 2020-044
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receives report FIN 20-20 COVID 19 Development
Charge Collection Deferral for information;
AND THAT council authorizes the Chief Building Official to enter
into agreements with developers to defer the payment of the
Town’s portion of the Development Charges for permits issued &
released between May 26 and July 31, 2020;
AND THAT during this period the date of collection for the Town’s
portion of Development Charges be changed from the time of
Building Permit to the time of Occupancy Permit.
Carried
14.5 Fire and Emergency Services
14.5.1 FRS 20-04 Fire Communications Agreement - Orangeville
Staff noted that in order to fulfill the contracts two temporary part-
time employees will need to be to hired to cover existing staff and
two additional temporary part-time employees will need to be hired.
Staff noted that the associated costs for each contract is based on
population size in the corresponding municipality.
Resolution # 2020-045
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receives Report FRS 20-04 Fire Communications
Agreement - Orangeville for information;
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AND THAT a By-Law to authorize an agreement with the
Corporation of the Town of Orangeville for the provision of Fire
Dispatch and Communications services, be brought forward for
Council's consideration.
Carried
14.5.2 FRS 20-05 Fire Communications Agreement - Shelburne
Resolution # 2020-046
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receives Report FRS 20-05 Fire Communications
Agreement – Shelburne for information;
AND THAT the capital costs in the amount of 12,300 be debt
financed;
AND FURTHER THAT a By-Law to authorize an agreement with
the Shelburne and District Fire Board of Management for the
provision of Fire Dispatch and Communications services, be
brought forward for Council's consideration.
Carried
14.5.3 FRS 20-06 Fire Communications Agreement - Grand Valley
Resolution # 2020-047
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receives Report FRS 20-06 Fire Communications
Agreement – Grand Valley for information;
AND THAT the capital costs in the amount of 12,300 be debt
financed;
AND FURTHER THAT a By-Law to authorize an agreement with
the Grand Valley and District Fire Department for the provision of
Fire Dispatch and Communications services, be brought forward for
Council's consideration.
Carried
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14.5.4 FRS 20-07 Fire Communications Agreement - Mulmur
Resolution # 2020-048
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receives Report FRS 20-07 Fire Communications
Agreement – Mulmur Melancthon for information;
AND THAT the capital costs in the amount of 12,300 be debt
financed;
AND FURTHER THAT a By-Law to authorize an agreement with
the Mulmur Melancthon Fire Board for the provision of Fire
Dispatch and Communications services, be brought forward for
Council’s consideration.
Carried
14.6 Operations
14.7 Recreation, Culture & Park Services
14.7.1 RCP 20-24 Establishing a Pedestrian Connection From
Langrell Ave to Broadway
Staff noted that a report will be provided on the Trails Master Plan
Implementation Project once input is received from the Police
Service Board in regards to enforcement implications.
Resolution # 2020-049
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receives Report RCP 20-24 - Establishing a
Pedestrian Connection From Langrell and James Avenues to
Broadway;
AND THAT Council authorizes staff to develop and procure a
pedestrian connection to Broadway from James Avenue and
Langrell Avenue;
AND THAT CJDL Consulting Engineers be engaged as a single-
source provider to develop the plan for this connection at a cost not
to exceed $6,500 plus taxes;
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AND THAT the $31,500 Trails Master Plan Implementation Project
approved in the 2019 capital budget be cancelled and the funds be
repurposed as a new capital project to establish the pedestrian
connection from James and Langrell Avenues to Broadway.
Carried
14.7.2 RCP 20-25 Planning a New Park for Northcrest Estates
The project will be brought forward to the Town's Accessibility
Advisory Committee for comment.
Resolution # 2020-050
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council received Report RCP 20-25 Planning a New Park for
Northcrest Estates;
AND THAT Council authorizes staff to contract with Ron Koudys
Landscape Architects (RKLA) to prepare a design for and oversee
the construction of the new neighbourhood park being established
as part of the Northcrest Estates subdivision;
AND THAT the funds to design and install the park amenities are to
come from the $85,000 in residential Development Charges
approved for that purpose supplemented with a $37,665 cash in
lieu of parkland contribution agreed to by the developer;
AND THAT the budget to establish the new park including design
and installation is set at $122,665.
Carried
14.7.3 RCP 20-26 An Updated MOU with the Tillsonburg Downtown
BIA
Staff noted that the Tillsonburg BIA wants to provide an enhanced
level of service for beautification and maintenance within the
downtown.
Staff have indicated some minor changes in the report as it relates
to the draft MOU that will need to be updated.
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Resolution # 2020-051
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Report RCP 20-26 An Updated Memorandum of
Understanding with the Tillsonburg Downtown Business
Improvement Association be received;
AND THAT the Town of Tillsonburg enters into an updated
Memorandum of Understanding (MOU) with the Tillsonburg
Downtown Business Improvement Association for 2020;
AND THAT the net $24,785 cost required to implement the MOU
for 2020 is sourced from the tax rate stabilization reserve.
Carried
15. New Business
16. Consideration of Committee Minutes
16.1 Committee Minutes
Resolution # 2020-052
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receives the COVID-19 Task Force minutes dated May 6,
May 13, and May 20, 2020, as information.
Carried
16.2 Long Point Region Conservation Authority Board Minutes
Resolution # 2020-053
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receives the Long Point Region Conservation Authority
Minutes dated February 28, 2020 and April 22, 202 0, as information.
Carried
17. Motions/Notice of Motions
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18. Resolutions/Resolutions Resulting from Closed Session
19. By-Laws
19.1 By-Law 2020-049, to authorize an agreement with the Corporation of
the Town of Orangeville
19.2 By-Law 2020-050, to authorize an agreement with Shelburne and
District Fire Board of Management
19.3 By-Law 2020-051, to authorize an agreement with Grand Valley and
District Fire Department
19.4 By-Law 2020-052, to authorize an agreement with the Mulmur-
Melancthon Fire Board
19.5 By-Law 2020-053, to provide for the Adoption of Budgetary
Estimates, Tax Rates and to Further Provide for Penalty and Interest
in Default of Payment thereof for 2020
19.6 A By-Law to authorize a Memorandum of Understanding with the
Tillsonburg Business Improvement Association
WITHDRAWN
19.7 By-Law 2020-054, to establish policies and procedures for the
procurement of goods and services, payments of accounts and the
disposal of surplus goods for the Corporation of the Town of
Tillsonburg and to repeal By-Law 3967
Resolution # 2020-054
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT By-Law 2020-049, to authorize an agreement with the Corporation
of the Town of Orangeville; and
By-Law 2020-050, to authorize an agreement with Shelburne and District
Fire Board of Management; and
By-Law 2020-051, to authorize an agreement with Grand Valley and
District Fire Department; and
By-Law 2020-052, to authorize an agreement with the Mulmur-Melancthon
Fire Board; and
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By-Law 2020-053, to provide for the Adoption of Budgetary Estimates, Tax
Rates and to Further Provide for Penalty and Interest in Default of
Payment thereof for 2020; and
By-Law 2020-054, to establish policies and procedures for the
procurement of goods and services, payments of accounts and the
disposal of surplus goods for the Corporation of the Town of Tillsonburg
and to repeal By-Law 3967, be read for a first, second, third and final
reading and that the Mayor and the Clerk be and are hereby authorized to
sign the same, and place the corporate seal thereunto.
Carried
20. Confirm Proceedings By-law
Resolution # 2020-055
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT By-Law 2020-048, to Confirm the Proceedings of the Council Meeting held
on May 25, 2020, 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
21. Items of Public Interest
The Town's Auditors will be in attendance at the next regularly scheduled Council
meeting to present the 2019 Draft Financial Statements.
Acting Fire Chief Gord Roesch was thanked for his service.
The next regular Council meeting will be held on Thursday, June 11, 2020 at
6:00 p.m. via video conference.
22. Adjournment
Resolution # 2020-056
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT the Council Meeting of Monday, May 25, 2020 be adjourned at 9:44 p.m.
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Carried