200713 Council MIN 1
MINUTES
Monday, July 13, 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
Sheena Pawliwec, Acting Director of Finance / Treasurer
Chris Baird, Director of Recreation, Culture and Parks
Daniel Locke, Manager of Public Works
Shayne Reitsma, Manager of Engineering
Brad Lemaich, 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 # 2020-320
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council move into Closed Session to consider personal matters about
identifiable individuals, including Town employees (Verbal Update) (CAO
Performance Appraisal) (Citizen of the Year).
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) (b) personal matters about identifiable individuals,
including municipal or local board employees; (Verbal update)
2.4.2 239 (2) (b) personal matters about identifiable individuals,
including municipal or local board employees; (CAO
Performance Appraisal)
2.4.3 239 (2) (b) personal matters about identifiable individuals,
including municipal or local board employees; (Citizen of the
Year)
2.5 Back to Open Session
3. Adoption of Agenda
Resolution # 2020-321
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT the Agenda as prepared for the Council meeting of Monday, July 13, 2020,
be adopted.
Carried
4. Moment of Silence
5. Disclosures of Pecuniary Interest and the General Nature Thereof
No disclosures of pecuniary interest were declared.
6. Adoption of Council Minutes of Previous Meeting
Resolution # 2020-322
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT the Minutes of the Council meeting of Monday, June 22, 2020, and the
Minutes of the Special Council meetings of Tuesday, June 23, 2020 and
Tuesday, June 30, 2020, be approved.
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Carried
7. Presentations
7.1 Municipal 511 Implementation
Dave Colvin, Emergency Management Coordinator, County of Oxford,
appeared before Council to provide an overview of Municipal 511.
Opportunity was provided for comments and questions from Council.
Resolution # 2020-323
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receive the delegation by Dave Colvin, Emergency
Management Coordinator, regarding Municipal 511 Implementation, as
information.
Carried
8. Public Meetings
9. Planning Applications
10. Delegations
11. Deputation(s) on Committee Reports
12. COVID-19
Staff noted that an update report on COVID-19 expenses will be provided at the
Council meeting on Monday, August 10, 2020.
Council asked staff for a report on options available for Council meetings
including the return of in-person meetings.
13. Information Items
13.1 Hydro One - Tillsonburg Station and Line Refurbishment Project
13.2 Ministry of Transportation - 2020-21 Connecting Links Program
13.3 Ministry of Municipal Affairs and Housing - COVID-19 Economic
Recovery Act
Staff noted the Vienna Road project will be a 2021 project.
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Resolution # 2020-324
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receive correspondence from Hydro One dated June 15,
2020, the correspondence from the Ministry of Transportation dated June
30, 2020, and the correspondence from the Ministry of Municipal Affairs
and Housing dated July 8, 2020, as information.
Carried
14.Staff Reports
14.1 Chief Administrative Officer
14.1.1 CAO 20-08 Community Strategic Plan Update RFP
Staff noted that if approved the RFP will be released as early as
Tuesday, July 14, 2020. The project will span 10-12 months and
the cost will be guaranteed for a period of 120 days in case a later
start is necessary to help with public engagement and the current
pandemic.
Resolution # 2020-325
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receives Report CAO 20-08 Community
Strategic Plan Update, as information;
AND THAT Council direct staff to issue a Request for Proposal
(RFP) for Consulting Services for the creation of a Community
Strategic Plan;
AND FURTHER THAT Council approves the Evaluation
Committee.
Carried
14.1.2 CAO 20-07 Town Hall Project Options
Staff noted that project specifications will be based on current
requirements.
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Resolution # 2020-326
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receives Report CAO 20-07 Town Hall Project
Options;
AND THAT staff be directed to reconvene the Town Hall Project
Steering Committee;
AND THAT Council appoint Councillor Luciani as an additional
member to the Town Hall Project Steering Committee;
AND THAT the Town Hall Project Steering Committee be tasked
with bringing forward a report that compares Design-Build and Own
option(s) and an expansion of the current Town Centre Mall
(Corporate Office) space through either a lease or ownership option
to the status quo option;
AND FURTHER THAT the Town Hall Project Steering Committee
be asked to report back in Q4 2020.
Carried
14.2 Clerk's Office
14.2.1 CLK 20-24 Amendment to By-Law 2020-001 Schedule A Rates
and Fees
Resolution # 2020-327
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receive Report CLK 20-24, Amendment to By-Law
2020-001 Schedule A Rates and Fees, as information;
AND THAT a By-Law to amend By-Law 2020-001 Schedule A, be
brought forward for Council’s consideration.
Carried
14.2.2 CLK 20-25 July Planning Meeting
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Resolution # 2020-328
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT July 27th at 4:30 p.m. be scheduled as a Council Meeting to
deal with planning applications under the Planning Act.
Carried
14.2.3 CLK 20-26 SWIFT 2 0 Recommendations
Resolution # 2020-329
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council supports the Proposed SWIFT 2.0 Project Advocacy
Plan.
Carried
14.3 Development and Communication Services
14.3.1 DCS 20-15 Surplus Land Declaration - Lot 4, Plan 41M-205
(Sandy Court)
Cephas Panschow, Development Commissioner, was present to
answer questions.
Resolution # 2020-330
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receive Report DCS 20-15 Surplus Land Declaration
- Lot 4, Plan 41M-205 (Sandy Court);
AND THAT the property described as Lot 4, Plan 41M-205, be
declared surplus to the needs of the Town of Tillsonburg and that
suitable notification to the public be made in accordance with Bylaw
3549 – Sale of Real Property Policy.
Carried
14.4 Finance
14.4.1 FIN 20-25 Purchasing Card Administrative Policy
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Staff noted that requests for p-cards are submitted by
managers/supervisors.
Resolution # 2020-331
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives Report FIN 20-25 Purchasing Card
Administrative Policy for information.
Carried
14.4.2 FIN 20-26 2020 Purchasing Policy 5-006
Staff noted that updates regarding projects that do not require
additional Council approval can be provided regularly via email
communication.
Resolution # 2020-332
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receives report FIN 20-26 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.
Carried
14.4.3 FIN 20-27 2020 OILC Debentures
Resolution # 2020-333
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receives report FIN 20-27 2020 OILC Debentures;
AND THAT a By-Law authorizing the Mayor and Treasurer to enter
into a financing agreement with the Ontario Infrastructure and
Lands Corporation for $4,590,373, be brought forward for Council's
consideration.
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Carried
14.5 Fire and Emergency Services
14.5.1 FRS 20-09 Revised Fire Communications Agreement - Mulmur
Resolution # 2020-334
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receives Report FRS 20-09 Fire Communications
Agreement Revision– Mulmur/Melancthon Fire Department for
information;
AND THAT Council authorizes the Mayor and Clerk to enter into a
revised agreement with the Mulmur/Melancthon Fire Board for the
provision of Fire Dispatch and Communications services.
Carried
14.6 Operations
14.6.1 OPS 20-26 Results for RFT 2020-009 Langrell to Broadway
Watermain Looping
Staff noted that the report should indicate Broadway and Highway
19. Vienna Road is not included in the project.
Resolution # 2020-335
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receive Report OPS 20-26, Results for RFT 2020-
009 Langrell to Broadway Watermain Looping;
AND THAT Council award Tender RFT 2020-009 to Euro Ex
Construction of Woodstock, ON at a cost of $77,686.64 (net HST
included), the lowest bid received satisfying all Tender
requirements.
Carried
14.6.2 OPS 20-27 Results for RFT 2020-005 Rolling Meadows
Reconstruction Phase 1 of 2
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Resolution # 2020-336
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receive Report OPS 20-27, Results for RFT 2020-
005 Rolling Meadows Reconstruction Phase 1 of 2;
AND THAT Council award Tender RFT 2020-005 to Euro Ex
Construction of Woodstock, ON at a cost of $1,042,559.41 (net
HST included), the lowest bid received satisfying all Tender
requirements.
Carried
14.6.3 OPS 20-28 Policy 11-006 TGO Advertising Policy
Alex Piggott, Manager of Water/Wastewater, was present to
answer questions.
Staff are investigating partnering with other Inter Community transit
services, to jointly procure an advertising company.
Resolution # 2020-337
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receive Report OPS 20-28, Policy 11-006 T:GO
Advertising Policy;
AND THAT a By-Law to adopt a T:GO Advertising Policy, be
brought forward for Council’s consideration.
Carried
14.7 Recreation, Culture & Park Services
15. New Business
16. Consideration of Committee Minutes
16.1 Committee Minutes
Staff noted that a potential economic benefit study would be separate from
the Airport Master Plan.
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Staff noted that the RFP for the Airport Master Plan is still being reviewed
by the Tillsonburg Airport Advisory Committee. It is expected to be
released within one month.
Resolution # 2020-338
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receives the Recreation and Sports Advisory Committee
minutes dated June 10, 2020, the COVID-19 Task Force Committee
minutes dated June 17, 2020, the Tillsonburg Airport Advisory Committee
minutes dated June 18, 2020 and the Culture, Heritage & Special Awards
Committee minutes dated June 29, 2020, as information.
Carried
16.2 Police Services Board Minutes
Resolution # 2020-339
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receives the Police Services Board minutes dated May 20,
2020, as information.
Carried
17. Motions/Notice of Motions
18. Resolutions/Resolutions Resulting from Closed Session
19. By-Laws
19.1 By-Law 2020-067, to authorize a lease agreement with John Vieraitis
19.2 By-Law 2020-068, to amend Schedule A of By-Law 2020-052
(Agreement with Mulmur-Melancthon Fire Board)
19.3 By-Law 2020-069, to amend Schedule A of By-Law 2020-001 (Rates
and Fees)
19.4 By-Law 2020-070, 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
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19.5 By-Law 2020-071, to authorize an application to Ontario
Infrastructure and Lands Corporation (“OILC”)
19.6 By-Law 2020-072, to adopt a T:GO Advertising Policy
Resolution # 2020-340
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT By-Law 2020-067, to authorize a lease agreement with John
Vieraitis; and
By-Law 2020-068, to amend By-Law 2020-052 Schedule A (Agreement
with Mulmur-Melancthon Fire Board); and
By-Law 2020-069, to amend Schedule A of By-Law 2020-001 (Rates and
Fees); and
By-Law 2020-070, 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; and
By-Law 2020-071, to authorize an application to Ontario Infrastructure and
Lands Corporation (“OILC”); and
By-Law 2020-072, to adopt a T:GO Advertising Policy, be read for a first,
second, third and final reading and that the Mayor and the Clerk be and
are hereby authorized to sign the same, and place the corporate seal
thereunto.
Carried
20. Confirm Proceedings By-law
Resolution # 2020-341
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT By-Law 2020-066, to Confirm the Proceedings of the Council Meeting held
on July 13, 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
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21.Items of Public Interest
Night time closures of Simcoe Street are scheduled for Saturday, July 19 and
Sunday July 20, 2020.
The Inter-Community Transit System is set to be launched on August 4, 2020.
Councillor Gilvesy asked for residents to support our local patios/businesses.
Councillor Rosehart asked for the resident’s co-operation to not feed the birds
around Lake Lisgar.
Council will meet on Monday, July 27, 2020 at 4:30 p.m. via video conference for
the purpose of holding public meetings for planning applications.
The next regular Council meeting will be held on Monday, August 10, 2020 at
6:00 p.m. via video conference.
22.Adjournment
Resolution # 2020-342
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT the Council Meeting of Monday, July 13, 2020 be adjourned at 7:55 p.m.
Carried