200914 Council MIN 1
MINUTES
Monday, September 14, 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 Treasurer
Carlos Reyes, Director of Operations
Chris Baird, Director of Recreation, Culture and Parks
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 (4:30 p.m.)
Resolution # 2020-393
THAT Council move into Closed Session to consider a proposed or pending
acquisition or disposition of land by the municipality or local board and personal
matters about identifiable individuals, including Town employees.
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
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2.4.1 239 (2) (c) a proposed or pending acquisition or disposition of
land by the municipality or local board; (lands within Part Lot
1674)
2.4.2 239 (2) (b) personal matters about identifiable individuals,
including municipal or local board employees;
2.4.3 239 (2) (b) personal matters about identifiable individuals,
including municipal or local board employees;
2.5 Back to Open Session
3. Adoption of Agenda (6:00 p.m.)
Resolution # 2020-394
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT the Agenda as prepared for the Council meeting of Monday, September
14, 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 # 2020-395
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT the Minutes of the special meeting of Council held on Wednesday, August
5, 2020, the minutes of the regular meeting of Council held on Monday, August
10, 2020, and the minutes of the regular meeting of Council held on Monday,
August 24, 2020, be approved.
Carried
7. Presentations
8. Public Meetings
9. Planning Applications
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10. Delegations
10.1 Tillsonburg BIA Re: Broadway/Oxford Parkette Christmas Tree
Mark Renaud, Executive Director, Tillsonburg BIA, appeared before
Council to provide an overview of the BIA's proposal to continue
beautification work in the downtown by installing a permanent tree at the
Broadway/Oxford Parkette. The BIA is requesting Council support to
proceed with phase one to remove the fountain water feature in order to
convert the space for a permanent tree. Mr. Renaud noted that local
businesses are interested in donating landscaping services to support this
location in the future. The BIA wants to begin this work as soon as
possible.
Opportunity was provided for comments and questions from Council.
The next Parks, Beautification and Cemetery Committee meeting
is scheduled for October 1, 2020.
Resolution # 2020-396
Moved By: Councillor Esseltine
Seconded By: Councillor Luciani
THAT Council receives the delegation by the Tillsonburg BIA, as
information; and
THAT Council direct the Director of Recreation, Culture and Parks to
review the proposal with the Parks, Beautification and Cemetery
Committee and report back at the earliest opportunity.
Carried
11.Deputation(s) on Committee Reports
12.COVID-19
13.Information Items
13.1 Ministry of Transportation - Safe Restart Agreement
13.2 Oxford County Staff Report Re: Modernizing Hazardous Waste
Reporting in Ontario, Environmental Registry of Ontario Posting No.
019-1760
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13.3 Oxford County Staff Report Re: Updating Ontario’s Water Quantity
Management Framework, Environmental Registry of Ontario Posting
No. 019-1340
13.4 Oxford County Staff Report Re: County Council Composition and
Election of Head of Council (Warden) – Next Steps
13.5 Ministry of Natural Resources and Forestry - Amendments to Ontario
Regulation 244/97 and the Aggregate Resources Act
13.6 Township of South West Oxford Resolution - Random Act of
Kindness
13.7 Resident Petition - Re: Widening of Falcon Road and Tanager Drive,
Sidewalks etc.
A staff report regarding County Council Composition and Election of Head
of Council (Warden) next steps will be brought forward at the next regular
meeting.
Resolution # 2020-397
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives the correspondence from the Ministry of
Transportation dated August 12, 2020, Oxford County Staff Reports PW
2020-33, PW 2020-34 and CS 2020-33, the correspondence from the
Ministry of Natural Resources and Forestry dated August 28, 2020, the
correspondence from the Township of South West Oxford dated
September 4, 2020 and the resident petition dated September 7, as
information.
Carried
14. Staff Reports
14.1 Chief Administrative Officer
14.1.1 CAO 20-09 Updated Shared Physician Recruitment Incentive
Support Model
Resolution # 2020-398
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
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THAT Council receives Report CAO 20-09 Updated Physician
Recruitment and Retention Matrix and Agreement;
AND THAT Council adopts the updated Physician Recruitment and
Retention Matrix and Agreement.
Carried
14.2 Clerk's Office
14.2.1 CLK 20-32 Delegation By-Law Update
Resolution # 2020-399
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receives Report CLK 20-32 as information;
AND THAT a By-Law to adopt and maintain a policy with respect to
the delegation of the Corporation of the Town of Tillsonburg’s
Powers and Duties and to repeal By-Law 4107, be brought forward
for Council’s consideration.
Carried
14.2.2 CLK 20-33 Town Hall Project Steering Committee Terms of
Reference Amendments
Resolution # 2020-400
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receives Report CLK 20-33 Town Hall Project
Steering Committee Terms of Reference Amendments;
AND THAT Council approves the Town Hall Project Steering
Committee Terms of Reference attached hereto as Appendix B.
Carried
14.2.3 CLK 20-34 Planning Meeting Dates
Resolution # 2020-401
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
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THAT Council establishes the following dates for Planning
Meetings:
• September 21
• October 19
• November 16
Carried
14.2.4 CLK 20-35 Tillsonburg Transit Committee- Support for
Northern Oxford Transit Proposal
Resolution # 2020-402
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receives Report CLK 20-35 Tillsonburg Transit
Committee- Support for Northern Oxford Transit Proposal;
AND THAT Council supports the recommendation of the
Tillsonburg Transit Advisory Committee regarding the Northern
Oxford Transit Proposal through Oxford County.
Carried
14.3 Development and Communication Services
14.3.1 DCS 20-21 Offer to Purchase - Gibson Drive Laneway
Cephas Panschow, Development Commissioner, was present to
answer questions.
Resolution # 2020-403
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receives Report DCS 20-21 Offer to Purchase –
Gibson Drive Laneway;
AND THAT a By-Law be brought forward to authorize the Mayor
and Clerk to enter into an agreement of purchase and sale with
Darwin Kent and Mary Oatman for the property described as part of
Block A, Plan M-68.
Carried
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14.3.2 DCS 20-22 Pre-Budget Approval - Engineering Design Services
for Rokeby Road Property
Cephas Panschow, Development Commissioner, was present to
answer questions.
It was suggested that the information be shared with the Economic
Development Advisory Committee.
Resolution # 2020-404
Moved By: Councillor Gilvesy
Seconded By: Councillor Parker
THAT Council receive Report DCS 20-22 Pre-Budget Approval –
Engineering Design Services for Rokeby Road Property;
AND THAT staff be authorized to proceed with securing external
Engineering Design Services in accordance with the Town’s
Purchasing Policy to prepare preliminary and detailed design
options for servicing the Rokeby Road property only when a
conditional agreement for the property is in place.
AND THAT staff be authorized to communicate to potential
purchasers that this Council agrees to servicing the land as a
condition of the sale.
AND THAT once a conditional agreement is in place to purchase
the property staff is hereby authorized to secure external
Engineering Design subject to the tender being brought back to
Council for approval.
Carried
14.3.3 DCS 20-23 Community Improvement Plan Application - 38
Ridout St W
Cephas Panschow, Development Commissioner, was present to
answer questions. It was noted that the report should indicate 2020
instead of 2021 under the background section.
Resolution # 2020-405
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
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THAT Council receive Report DCS 20-23 Community Improvement
Plan Application – 38 Ridout Street West;
AND THAT the 38 Ridout Street West property be approved for the
Accessibility Renovation Grant in matching funds to a maximum
contribution of $3,000;
AND THAT 38 Ridout Street West property be approved for the Tax
Increment Equivalent Grant Back Program subject to meeting
program requirements;
AND THAT 38 Ridout Street West property be approved for the
Permit Fee Grant Back Program subject to meeting program
requirements.
Carried
14.4 Finance
14.4.1 FIN 20-33 Projected 2020 Year-end COVID-19 Financial Impact
Resolution # 2020-406
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receives report FIN 20-33 Projected 2020 Year-end
COVID-19 Financial Impact as information.
Carried
14.5 Fire and Emergency Services
14.6 Operations
14.6.1 OPS 20-31 Results for Tender RFT 2020-015 Single Axle Cab
and Chassis with Dump Body
Dan Locke, Manager of Public Works, was present to answer
questions.
Resolution # 2020-407
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receive Report OPS 20-31, Results for Tender RFT
2020-015 Single Axle Cab and Chassis with Dump Body;
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AND THAT Council award Tender RFT 2020-015 to Carrier
Centers of London, ON at a cost of $287,442.49 (net HST
included), the lowest bid received.
Carried
14.6.2 OPS 20-32 Wilson Ave Traffic Concerns
Dan Locke, Manager of Public Works, was present to answer
questions.
Staff noted that during development heavy trucks are permitted on
Town streets. Staff work with developers to identify preferred routes
to limit impacts.
Resolution # 2020-408
Moved By: Councillor Gilvesy
Seconded By: Councillor Parker
THAT Council receives Report OPS 20-32 Traffic Concerns Wilson
Avenue as information;
AND THAT Council direct staff to proceed with Option B the
installation of solar powered speed signs;
AND THAT Wilson Avenue be designated as a Community Safety
Zone with appropriate signage and a maximum speed limit of 40
km/hr with speeding fines being doubled in this zone;
AND THAT pre-budget approval be given to erect signage and
implement all the above in Q-4 of 2020.
Carried
A staff report will be brought forward to amend the Traffic By-Law to
include the Community Safety Zone and change the speed limits.
14.6.3 OPS 20-33 - Rolling Meadows Phase 1 Construction Design
Shayne Reitsma, Manager of Engineering, was present to answer
questions.
Staff noted that sidewalks are installed in accordance with the
Sidewalk Connectivity Plan as approved by Council in 2018.
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Resolution # 2020-409
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Report OPS 20-33 Rolling Meadows Phase 1 Construction
Design Report be received;
AND THAT Council authorizes the Phase 1 Option B design.
Carried
14.7 Recreation, Culture & Park Services
14.7.1 RCP 20-31 Arena Operations
Councillor Parker shared advice provided by the Southwest Public
Health regarding how to accommodate one guardian per child in
the spectator area at a recreation complex.
Staff noted that the Community Centre is currently operating only a
couple hours short from pre-Covid operation hours.
Staff noted that those staff who were redeployed to assist with
cleaning Town facilities have now returned to their regular duties.
Contract cleaners are utilized at various Town facilities.
Ice bookings should be available as early as October 1, 2020.
Staff confirmed that they can accommodate the requested increase
in operational hours.
Resolution # 2020-410
Moved By: Councillor Parker
Seconded By: Councillor Gilvesy
THAT Report RCP 20-31 Arena Operations be received;
AND THAT the hours of operation at the arena return to pre-covid
hours with the proper sanitization time allotted.
AND THAT one family member per child be allowed into the
spectator area as per the communication received from SWPH.
Carried
14.7.2 RCP 20-32 Recreation Culture and Parks 2020 Q2 Results
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Staff noted that the installation of the new waterslide at Lake Lisgar
Waterpark is expected to be completed prior to end of year.
Staff noted that the repair of the HC Sauna/Convert to steam
project is on hold subject to ICIP grant approval.
Q3 and Q4 results will provide further insight into the impacts of
COVID on Museum attendance.
Staff will review the installation of permanent walls at Kinsmen
Bandshell project over the winter months to get the project back on
track and to find alternative funding solutions.
A staff report regarding the RCP Departmental Service Review will
be provided at the September 28, 2020 Council meeting.
Resolution # 2020-411
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Report RCP 20-32 Recreation, Culture & Parks 2020 Q2
Results be received as information.
Carried
14.7.3 RCP 20-33 April to June RCP Activity Report
Staff will provide an update regarding the MOU with the Tillsonburg
Lions Club.
Staff noted that due to operational challenges with previous
software, the Town has switched to PerfectMind software. Updates
will be provided on the implementation and success of the new
software.
Resolution # 2020-412
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receives Report RCP 20-33, April to June 2020
Activity Reports, for information.
Carried
14.7.4 RCP 20-34 Programs and Services Update Fall 2020
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Staff noted that capacity is based on the Town's ability to run
programs under current regulations. Limited capacity was built into
the projections included in the report.
Resolution # 2020-413
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receives Report RCP 20-34 – Seasonal Staffing &
Recreation Programs Update as information.
Carried
15. New Business
16. Consideration of Committee Minutes
16.1 Committee Minutes
Resolution # 2020-414
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receives the Cultural, Heritage and Special Awards
Committee minutes dated August 5, 2020 and September 2, 2020, the
Town Hall Steering Committee minutes dated July 30, 2020 and August
20,2020, the Economic Development Committee minutes dated August
11, 2020, the Parks, Beautification and Cemetery Advisory Committee
minutes dated August 13, 2020, the Museum Advisory Committee minutes
dated August 20, 2020, and the Tillsonburg Airport Advisory Committee
minutes dated August 20, 2020, as information.
Carried
16.2 Police Services Board
Resolution # 2020-415
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receives the Police Services Board minutes dated June 17
and July 15, 2020, as information.
Carried
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16.3 Long Point Region Conservation Authority
Resolution # 2020-416
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receives the Long Point Region Conservation Authority
Minutes dated August 5, 2020, as information.
Carried
17. Motions/Notice of Motions
Resolution # 2020-417
Moved By: Deputy Mayor Beres
Seconded By: Councillor Parker
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.
Carried
18. Resolutions/Resolutions Resulting from Closed Session
19. By-Laws
19.1 By-Law 2020-090, to authorize an agreement with the Corporation of
the Town of Fort Erie for the provision of fire communications
services
19.2 By-Law 2020-091, to adopt and maintain a policy with respect to the
delegation of the Corporation of the Town of Tillsonburg’s powers
and duties and to repeal By-Law 4017
19.3 By-Law 2020-092, to authorize the stopping up and closing of public
roads Daffodil Drive and Daisy Court
19.4 By-Law 2020-093, to authorize an agreement of purchase and sale
with Darwin Kent and Mary Oatman
Resolution # 2020-418
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
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THAT By-Law 2020-090, to authorize an agreement with the Corporation
of the Town of Fort Erie for the provision of fire communications services;
and
By-Law 2020-091, to adopt and maintain a policy with respect to the
delegation of the Corporation of the Town of Tillsonburg’s powers and
duties and to repeal By-Law 4017; and
By-Law 2020-092, to authorize the stopping up and closing of public roads
Daffodil Drive and Daisy Court; and
By-Law 2020-093, to authorize an agreement of purchase and sale with
Darwin Kent and Mary Oatman, 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 # 2020-419
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT By-Law 2020-089, to Confirm the Proceedings of the Council Meeting held
on September 14, 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
Councillor Rosehart reminded pedestrians to wear reflective safety gear when
travelling on the roadways.
Council will meet on Monday, September 21, 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 28, 2020 at
6:00 p.m. via video conference.
22. Adjournment
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Resolution # 2020-420
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT the Council Meeting of Monday, September 14, 2020 be adjourned at 8:40
p.m.
Carried