Loading...
200810 Council MIN 1 MINUTES Monday, August 10, 2020 5:00 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, Manager of Finance / Deputy Treasurer Brad Lemaich, Fire Chief Daniel Locke, Manager of Public Works Amelia Jaggard, Deputy Clerk Regrets: Chris Baird, Director of Recreation, Culture and Parks _____________________________________________________________________ 1. Call to Order The meeting was called to order at 5:00 p.m. 2. Closed Session Resolution # 2020-355 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 municipality or local board. (Highway 3 Lands); 2 AND personal matters about identifiable individuals, including municipal or local board employees. (Appointments) Carried 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 or local board; (Highway 3 Lands) 2.5 Back to Open Session 3. Adoption of Agenda Resolution # 2020-356 Moved By: Councillor Luciani Seconded By: Deputy Mayor Beres THAT the Agenda as prepared for the Council meeting of Monday, August 10, 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 # 2020-357 Moved By: Deputy Mayor Beres Seconded By: Councillor Luciani THAT the Minutes of the Council meetings of Monday, July 13, 2020 and Monday, July 27, 2020, be approved. Carried 7. Presentations 3 8. Public Meetings 9. Planning Applications 10. Delegations 10.1 Delegation - Tillsonburg Football Club Re: Soccer Issues Dan Oliveira, Tillsonburg Football Club member, provided an overview of the Tillsonburg Football Club's key issues and proposed solutions. The Club is asking for use of Town owned soccer fields and that an agreement between the Town and other soccer organizations be developed. Tillsonburg Football Club members Mark Locker and Frank Deutsch were also in attendance. Opportunity was provided for comments and questions from Council. Resolution # 2020-358 Moved By: Councillor Parker Seconded By: Councillor Gilvesy THAT Council receives the delegation by the Tillsonburg Football Club, as information; AND THAT Council supports the creation of a liaison working group between Tillsonburg Minor Soccer Club and Tillsonburg FC where each group sends 2 representatives; and utilizing Councillor Parker and Director Baird as resources; AND THAT this working group report their progress to Council by the end of October 2020. Carried 11. Deputation(s) on Committee Reports 12. COVID-19 Southwest Public Health Medical Officer of Health issued a Letter of Instruction requiring face coverings to be worn in all enclosed public spaces in Oxford County effective July 30, 2020. 13. Information Items 13.1 Oxford County Notice of Study Completion - Trans Canada Trail Bridge, Tillsonburg 4 13.2 Ministry of Municipal Affairs and Housing - Protecting Tenants and Strengthening Community Housing Act, 2020 13.3 Resident Petition Re: 41 Clear Valley Drive Staff to include resident petition as information when presenting a report regarding rezoning the property for Council's consideration. Resolution # 2020-359 Moved By: Deputy Mayor Beres Seconded By: Councillor Luciani THAT Council receives the correspondence from Oxford County dated July 17, 2020, the correspondence from the Ministry of Municipal Affairs and Housing dated July 22, 2020, and the Resident Petition regarding 41 Clear Valley Drive, as information. Carried 14. Quarterly Reports 14.1 FIN 20-28 2020 Second Quarter Consolidated Financial Results Resolution # 2020-360 Moved By: Councillor Rosehart Seconded By: Councillor Gilvesy THAT Council receives Report FIN 20-28 2020 Second Quarter Consolidated Financial Results, as information. Carried 14.2 FIN 20-29 2020 Second Quarter Corporate Services Results 14.3 DCS 20-18 2020 Second Quarter Economic Development and Marketing Results 14.4 DCS 20-19 2020 Second Quarter Building Planning By-Law Services Results 14.5 FRS 20-10 2020 Second Quarter Fire Services Results 14.6 OPS 20-29 2020 Second Quarter Operations Services Results 14.7 2020 Second Quarter Recreation, Culture and Parks Results 5 Development Commissioner noted which businesses are new to Town and which have relocated/closed. Resolution # 2020-361 Moved By: Councillor Rosehart Seconded By: Councillor Gilvesy THAT Council receives the 2020 Second Quarter Department Results, as information. Carried 15. Staff Reports 15.1 Chief Administrative Officer 15.2 Human Resources 15.2.1 HR 20-01 Employee Hiring Freeze Ashley Andrews, Manager of Human Resources, was present to answer questions. Council felt that with the projected budget deficit due to COVID along with the existing oversight of SLT on any hirings, that the hiring freeze should remain in place. Resolution # 2020-362 Moved By: Councillor Gilvesy Seconded By: Councillor Rosehart THAT Council receives report HR 20-01 Employee Hiring Freeze as information. Carried 15.3 Clerk's Office 15.3.1 CLK 20-27 COVID-19 Task Force Recommendation on Mask Wearing Councillor Gilvesy explained that the Task Force dealt with this matter in July with the information at that time and noted that the Letter of Instruction has since been released. Resolution # 2020-363 Moved By: Councillor Gilvesy Seconded By: Councillor Rosehart 6 THAT Council receives Report CLK 20-27, COVID-19 Task Force Recommendations on Mask Wearing, as information; AND THAT Council supports the recommendations of the COVID- 19 Task Force with respect to the regulations of wearing masks. Carried 15.3.2 CLK 20-29 Council Meeting Options Staff to provide further details on a hybrid meeting set up. It was suggested that the same meeting options be extended to Committee members. Resolution # 2020-364 Moved By: Councillor Parker Seconded By: Councillor Esseltine THAT Council provides the following direction for Council and Advisory Committee meetings: Hybrid electronic and in-person meetings be adopted. Carried 15.3.3 CLK 20-30 Face Covering Letter of Instruction Resolution # 2020-365 Moved By: Councillor Parker Seconded By: Councillor Esseltine THAT Council receives Report CLK 20-30 as information. Carried 15.3.4 CLK 20-31 August Planning Meeting Resolution # 2020-366 Moved By: Councillor Esseltine Seconded By: Councillor Parker THAT August 24, 2020 at 4:30 p.m. be scheduled as a Council Meeting to deal with planning applications under the Planning Act. 7 Carried 15.4 Development and Communication Services 15.4.1 DCS 20-16 Appointment of Building Inspector Chief Building Official was present to answer questions. Resolution # 2020-367 Moved By: Councillor Esseltine Seconded By: Councillor Parker THAT Council receives Report DCS 20-16 Appointment of Building Inspector as information; AND THAT a By-Law to appoint John Brekelmans as a Building Official, Property Standards Officer and Provincial Offences Officer for the Town of Tillsonburg, be brought forward for Council’s consideration. Carried 15.4.2 DCS 20-17 Surplus Land Declaration - Laneway between Coyle Lane and Frances Street Development Commissioner was present to answer questions. Resolution # 2020-368 Moved By: Councillor Luciani Seconded By: Deputy Mayor Beres THAT Council receive Report DCS 20-17 Surplus Land Declaration – Laneway between Coyle Lane and Frances Street; AND THAT the laneway property, described as Alley, Plan 500, North of Frances Street Abutting Lot 260 To 263, be declared surplus to the needs of the Town of Tillsonburg in accordance with Bylaw 3549 – Sale of Real Property Policy including suitable notification to the public. Carried 15.4.3 DCS 20-20 Tender Results - RFT 2020-013 Van Norman Innovation Park Earth Grading 8 Development Commissioner was present to answer questions. Staff noted the bids will be valid for 60 days. Resolution # 2020-369 Moved By: Councillor Luciani Seconded By: Deputy Mayor Beres THAT Council receives Report DCS 20-20 Tender Results - RFT 2020-013 Van Norman Innovation Park Earth Grading; AND THAT this matter be deferred at this time. Carried 15.5 Finance 15.5.1 FIN 20-30 Q2 2020 Covid-19 Financial Impact Resolution # 2020-370 Moved By: Deputy Mayor Beres Seconded By: Councillor Luciani THAT Council receives report FIN 20-30 Q2 2020 COVID-19 Financial Impact as information. Carried 15.5.2 FIN 20-31 2021 Budget Process Council were supportive of the proposed public survey. There was discussion and desire for each department to present their operating and capital budgets at the same meeting. Resolution # 2020-371 Moved By: Deputy Mayor Beres Seconded By: Councillor Luciani THAT Council receives report FIN 20-31 2021 Budget Process; AND THAT the following dates are scheduled for Council Budget Meetings: Monday, November 30, 2020 4:00pm-9:00pm Monday, December 7, 2020 9:00am-4:00pm Tuesday, December 8, 2020 9:00am-4:00pm 9 Thursday, December 10, 2020 9:00am-4:00pm Wednesday, December 16, 2020 5:00pm-9:00pm Thursday, December 17, 2020 5:00pm-9:00pm Wednesday, January 6, 2021 5:00pm-9:00pm (if required) Monday, January 18, 2021 6:00pm -9:00pm Carried 15.5.3 FIN 20-32 Appointment of Interim Director of Finance and Treasurer and Interim Deputy Treasurer Resolution # 2020-372 Moved By: Councillor Rosehart Seconded By: Councillor Gilvesy THAT Council receives Report FIN 20-32 Appointment of Interim Director of Finance and Treasurer and Interim Deputy Treasurer; AND THAT a By-Law to appoint an Acting Director of Finance and Treasurer and an Acting Deputy Treasurer and to repeal By-Laws 4063 and 4195, be brought forward for Council's consideration. Carried 15.6 Fire and Emergency Services 15.6.1 FRS 20-11 NextGen 911 Telephone Software Upgrade Report Staff noted that this project is one step to meeting the compliance deadline currently set for 2024. Resolution # 2020-373 Moved By: Councillor Rosehart Seconded By: Councillor Gilvesy THAT Council receives Report FRS 20-11 NextGen 911 Telephone System Software Upgrade; AND THAT the capital costs incurred to expedite the telephone system software upgrade be funded from the NextGen911 Project funds currently in the Fire reserve along with a re-allocation of the budgeted funding for the Traffic Signal Priority Project carried over from the 2019 budget funded from the Development Charge reserve. 10 Carried 15.6.2 FRS 20-12 Appointment of an Acting Deputy Fire Chief Resolution # 2020-374 Moved By: Councillor Gilvesy Seconded By: Councillor Rosehart THAT Council receive Report FRS 20-12, as information; AND THAT a By-Law to appoint Vanessa Devolin as Acting Deputy Fire Chief for the Town of Tillsonburg, be brought forward for Council’s consideration. Carried 15.7 Operations 15.7.1 OPS 20-30 - FCM Municipal Asset Management Program Funding Shayne Reitsma, Manager of Engineering, was present to answer questions. Staff noted the application deadline has been extended. Resolution # 2020-375 Moved By: Councillor Gilvesy Seconded By: Councillor Rosehart THAT Report OPS 20-30 FCM Municipal Asset Management Program Funding Application be received; AND THAT Council authorizes staff to apply for a grant opportunity from the Federation of Canadian Municipalities’ Municipal Asset Management Program for the Facilities Asset Management Plan; AND THAT the Municipality commits to conducting Facilities assessments, data collection and integration, develop asset management plan for facilities in its proposed project submitted to the Federation of Canadian Municipalities’ Municipal Asset management Program to advance our asset management; 11 AND THAT the Council endorses $120,000 (inclusive of the $50,000 in FCM grant funding) in the 2021 Budget cycle towards costs of this initiative. Carried 15.8 Recreation, Culture & Park Services 15.8.1 RCP 20-30 Update - Memorial Park Parking Lot Resolution # 2020-376 Moved By: Councillor Parker Seconded By: Councillor Esseltine THAT Report RCP 20-30 Update – Memorial Park Parking Lot Expansion be received; AND THAT Council endorse the staff recommendation to defer the landscape sodding component of the project for completion in 2021; AND THAT staff include the necessary funding to fully complete the project in the 2021 Budget. Carried 16. New Business 17. Consideration of Committee Minutes 17.1 Committee Minutes Resolution # 2020-377 Moved By: Councillor Parker Seconded By: Councillor Esseltine THAT Council receives the COVID-19 Task Force minutes dated July 8, 2020, the Parks, Beautification and Cemetery Advisory Committee minutes dated July 9, 2020, the Economic Development Advisory Committee minutes dated July 14, 2020, and the Tillsonburg Airport Advisory Committee minutes dated July 16, 2020, as information. 18. Motions/Notice of Motions 12 Resolution # 2020-378 Moved By: Councillor Gilvesy Seconded By: Councillor Rosehart THAT Council waive the notice requirements contained in section 6.10 of Procedural By-law 4173 prior to the motion noted being introduced and dealt with at tonight's Council meeting. Carried with two-thirds majority Resolution # 2020-379 Moved By: Councillor Gilvesy Seconded By: Councillor Rosehart THAT staff prepare a report outlining options available given the concerns that have been raised with sidewalk and intersection realignment being installed as part of the Rolling Meadows road reconstruction project. Carried Resolution # 2020-380 Moved By: Deputy Mayor Beres The Town of Tillsonburg create a Memorandum of Understanding between the Town and Tillsonburg Minor Soccer Club and bring back a report prior to the 2021 budget session with the Recreation, Parks and Culture department. 19. Resolutions/Resolutions Resulting from Closed Session 20. By-Laws 20.1 By-Law 2020-078, to amend Zoning By-Law Number 3295 (ZN 7-20- 05) 20.2 By-Law 2020-079, to appoint an Acting Director of Finance and Treasurer and an Acting Deputy Treasurer and to repeal By-Laws 4063 and 4195 20.3 By-Law 2020-080, to appoint a Property Standards Officer and Municipal Law Enforcement Officer for the Town of Tillsonburg 20.4 By-Law 2020-081, to Appoint an Acting Deputy Fire Chief Resolution # 2020-381 Moved By: Councillor Esseltine Seconded By: Councillor Parker 13 THAT By-Law 2020-078, to amend Zoning By-Law Number 3295 (ZN 7- 20-05); and By-Law 2020-079, to appoint an Acting Director of Finance and Treasurer and an Acting Deputy Treasurer and to repeal By-Laws 4063 and 4195; and By-Law 2020-080, to appoint a Property Standards Officer and Municipal Law Enforcement Officer for the Town of T illsonburg; and By-Law 2020-081, to appoint an Acting Deputy Fire Chief, 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. Confirm Proceedings By-law Resolution # 2020-382 Moved By: Councillor Esseltine Seconded By: Councillor Parker THAT By-Law 2020-076, to Confirm the Proceedings of the Council Meeting held on August 10, 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 22. Items of Public Interest There is an open survey asking for celebration ideas for the Town of Tillsonburg's 150th Birthday in the year 2022. The survey is available on the Town's website and will close on Friday, August 28, 2020 at 4:30 p.m. Council will meet on Monday, August 24, 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, September 14, 2020 at 6:00 p.m. via video conference. 23. Adjournment 14 Resolution # 2020-383 Moved By: Councillor Luciani Seconded By: Deputy Mayor Beres THAT the Council Meeting of Monday, August 10, 2020 be adjourned at 8:45 p.m.