210208 Regular Council Meeting AgendaThe Corporation of the Town of Tillsonburg
Council Meeting
AGENDA
Monday, February 8, 2021
6:00 PM
Electronic Meeting
1.Call to Order
2.Closed Session
3.Adoption of Agenda
Proposed Resolution #1
Moved By: ________________
Seconded By: ________________
THAT the Agenda as prepared for the Council meeting of February 8, 2021, be approved.
4.Moment of Silence
5.Disclosures of Pecuniary Interest and the General Nature Thereof
6.Adoption of Council Minutes of Previous Meeting
Proposed Resolution #2
Moved By: ________________
Seconded By: ________________
THAT the minutes of the Council meeting held on January 25, 2021, be approved.
7.Presentations
8.Public Meetings
9.Planning Reports
10.Delegations
11.Deputation(s) on Committee Reports
11.1.CAO 21-02 Economic Development Advisory Committee Recommendation
Representative: Jesse Goossens, Chair, Economic Development Advisory
Committee
Proposed Resolution #3
Moved By: ________________
Seconded By: ________________
THAT Council receives report CAO 21-02 Economic Development Advisory
Committee Recommendation, as information;
AND THAT Council endorses the recommendation from the Economic Development
Advisory Committee to allow the committee to be included on the circulation of the
following development applications to act as a review and commenting body:
Downtown, Industrial, Commercial, Façade Grants, Subdivision Agreements, Road
Construction (notices) and Community Improvement Plans.
12.COVID-19
13.Information Items
13.1.SCOR Appointment
Proposed Resolution #4
Moved By: ________________
Seconded By: ________________
THAT Council receives the correspondence from SCOR dated January 22, 2021, as
information;
AND THAT ...
14.Staff Reports
14.1.Chief Administrative Officer
14.2.Clerk's Office
14.2.1.CLK 21-05 Media Relations Policy
Proposed Resolution #5
Moved By: ________________
Seconded By: ________________
THAT the Media Relations Policy as presented be approved.
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14.2.2.CLK 21-06 Council Meeting February 16, 2021
Proposed Resolution #6
Moved By: ________________
Seconded By: ________________
THAT February 16, 2021 at 10:00 a.m. be scheduled as a Special Council
Meeting to deal with the Community Strategic Plan.
14.3.Development and Communication Services
14.4.Finance
14.5.Fire and Emergency Services
14.6.Operations
14.7.Recreation, Culture & Park Services
14.7.1.RCP 21-04 2020 Year End Report
Proposed Resolution #7
Moved By: ________________
Seconded By: ________________
THAT Council receives report RCP 21-04 2020 Year End Report, for
information.
15.New Business
16.Consideration of Committee Minutes
16.1.Committee Minutes
17.Motions/Notice of Motions
18.Resolutions/Resolutions Resulting from Closed Session
19.By-Laws
19.1.A By-Law to appoint a Treasurer and to repeal By-Law 2020-079
19.2.A By-Law to appoint a Deputy Treasurer
Proposed Resolution #8
Moved By: ________________
Seconded By: ________________
Page 3 of 47
THAT a By-Law to appoint a Director of Finance and Treasurer and to repeal By-
Law 2020-079; and
A By-Law to appoint a Deputy Treasurer, 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.
20.Confirm Proceedings By-law
Proposed Resolution #9
Moved By: ________________
Seconded By: ________________
THAT By-Law 2021-018, to Confirm the Proceedings of the Council meeting held on
February 8, 2021, 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.
21.Items of Public Interest
22.Adjournment
Proposed Resolution #10
Moved By: ________________
Seconded By: ________________
THAT the Council meeting of February 8, 2021 be adjourned at ___ p.m.
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The Corporation of the Town of Tillsonburg
Council Meeting
MINUTES
Monday, January 25, 2021
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
Chris Baird, Director of Recreation, Culture and Parks
Carlos Reyes, Director of Operations
Brad Lemaich, Fire Chief
Amelia Jaggard, Deputy Clerk
Geno Vanhaelewyn, Chief Building Official
Cephas Panschow, Development Commissioner
_____________________________________________________________________
1. Call to Order
The meeting was called to order at 4:30 p.m.
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2. Closed Session (4:30 p.m.)
Resolution # 2021-039
Moved By: Councillor Esseltine
Seconded By: Councillor Luciani
THAT Council move into Closed Session to consider two proposed or pending
acquisition or disposition of land by the municipality or local board.
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;
2.4.2 239 (2) (c) a proposed or pending acquisition or disposition of
land by the municipality or local board;
2.5 Back to Open Session
3. Adoption of Agenda (6:00 p.m.)
Resolution # 2021-040
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT the Agenda as prepared for the Council meeting of January 25, 2021, be
approved.
Carried
4. Moment of Silence
5. Disclosures of Pecuniary Interest and the General Nature Thereof
Councillor Gilvesy declared pecuniary interest on the following item:
1. Item 14.2.1 in open session with the reason being that as a building owner in
the BIA zone, an expansion would result in a direct financial gain.
No other disclosures of pecuniary interest were declared.
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6. Adoption of Council Minutes of Previous Meeting
Resolution # 2021-041
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT the minutes of the regular Council meetings held on January 11, 2021 and
January 18, 2021, and the minutes of the Council Budget meeting held on
January 18, 2021, be approved.
Carried
7. Presentations
8. Public Meetings
9. Planning Reports
10. Delegations
10.1 Tillsonburg BIA - Request for BIA tax adjustment to be allocated to
“tax stabilization reserve”
Mark Renaud, Executive Director, Tillsonburg BIA, appeared before
Council to provide an overview of the Tillsonburg BIA's request. The Board
is requesting a one-time consideration of and by the Town of Tillsonburg
to fund the 2020 BIA tax-adjustment in the amount of $16,331.41 from the
Town’s tax stabilization reserve.
Cedric Tomico, BIA Board Chair and Dan Rasokas, BIA Board Treasurer,
were also present.
Opportunity was provided for comments and questions from Council.
Mr. Renaud noted that the tax-adjustment was unexpected and has
resulted in a cash flow challenge. The next tax levy payment will not be
received until March 31, 2021 which will impact the BIA's 2021 business
plan if the Town does not provide assistance in the interim. Mr. Renaud
noted that the Board would like the Town to consider a change to the
current payment schedule to help mitigate cash flow challenges in the
future.
It was asked what the normal Q4 tax levy payment amount is compared to
what the Board received in December 2020.
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There was discussion regarding forgiveness of the entire amount or
requiring the BIA to repay the amount by year end in accordance with the
Municipal Act.
There was discussion about developing a tax levy write off policy.
Staff were asked to provide a recommendation. Staff recommended
borrowing from the tax rate stabilization reserve would be ideal, as the
interest rate would be minimal and it would require less paperwork which
could allow monies to be provided within a week's time.
Staff noted the tax-adjustment covered the past three years (2017-2020).
Resolution # 2021-042
Moved By: Councillor Esseltine
Seconded By: Councillor Luciani
THAT Council receives the Tillsonburg BIA delegation, as information;
AND THAT Council authorize the Tillsonburg BIA to borrow $16,331.41
from the Town's Tax Rate Stabilization Fund;
AND THAT the Tillsonburg BIA be required to repay this amount by
December 31, 2021.
Carried
11. Deputation(s) on Committee Reports
12. COVID-19
Mayor Molnar provided a local update.
Councillor Gilvesy shared an updated from a meeting of the Rural Ontario
Municipal Association (ROMA) in which the Health Minister confirmed that rapid
tests have been approved and that the Ontario government is expe cting to
receive 3 million rapid tests.
13. Information Items
13.1 Tillsonburg Horticultural Society Thank You Letter
Resolution # 2021-043
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
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5
THAT Council receives the correspondence from the Tillsonburg
Horticultural Society dated January 21, 2021, as information.
Carried
14. Staff Reports
14.1 Chief Administrative Officer
14.2 Clerk's Office
14.2.1 CLK 21-03 BIA Expansion Request
Opportunity was provided for comments and questions from
Council.
It was asked if current BIA members would have the right to vote on
the expansion. Staff confirmed only those in the proposed
expanded BIA area would vote.
It was asked about the timing of this process and how the Town
would communicate with businesses in the proposed BIA area
which are currently closed due to COVID.
Staff noted the Town would work closely with the BIA to balance
the expectations of Council as well as meeting the requirements
under the Municipal Act. The Town would have contact information
for businesses in the proposed BIA area.
It was asked what costs would be involved, how quickly the process
would be completed, when the new boundary would come into
effect and if the process could be stopped mid-way through. Staff
do not have full costs at this time and noted that based on the
requirements under the Municipal Act this process could likely be
completed prior to year end. Staff can confirm when the boundary
would come into effect and if the process can be stopped.
Resolution # 2021-044
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receives the report BIA’s Boundary Expansion
Request;
AND THAT Council direct staff to proceed with the boundary
expansion request.
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Councillor Rosehart called for a recorded vote.
Councillor Rosehart - No
Deputy Mayor Beres - Yes
Councillor Esseltine - Yes
Councillor Gilvesy - Absent due to pecuniary interest
Councillor Luciani - Yes
Mayor Molnar - No
Councillor Parker - No
Defeated.
14.2.2 CLK 21-04 Inclement Weather Policy
Opportunity was provided for comments and questions from
Council.
It was asked if this policy would cover thunderstorms and who
currently has the authority to close facilities. Staff confirmed the
intent of the policy is to cover all adverse weather conditions in the
Town. Currently authority to close facilities is at the department
level.
It was suggested to include residents in the policy statement.
Clarification was sought regarding the CAO's designate.
Staff noted it is recommended that the policy be reviewed in 2022.
Resolution # 2021-045
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT the Inclement Weather Policy be adopted and that the CAO
be given the authority to close certain facilities in the case of certain
adverse weather conditions.
Carried
14.3 Development and Communication Services
14.3.1 DCS 21-01 Community Improvement Plan Application - 38
Ridout St W
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Cephas Panschow, Development Commissioner, was present to
answer questions.
Opportunity was provided for comments and questions from
Council.
Staff confirmed that the comment received from the Tillsonburg BIA
was from the Executive Director and not the Board.
It was asked what the intended use was of the original grant of
$3,000. Staff confirmed the original intent of the first grant was to
build a deck with a ramp.
Resolution # 2021-046
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives report DCS 21-01 Community Improvement
Plan Application – 38 Ridout Street West as information.
Carried
14.3.2 DSC 21-02 Animal Care and Control By-Law
Geno Vanhaelewyn, Chief Building Official, was present to answer
questions.
Opportunity was provided for comments and questions from
Council.
Staff noted that the licence fees increase as of February 28. If an
owner acquires a new pet after February 28 and before November
1, they will be required to pay a fixed amount equal to one-half of
the annual registration fee as set out in the current Rates and Fees
By-Law. November 1 is when sales begin for the upcoming year.
Clarification was sought regarding the definition of a person
residing in the Town temporarily.
Staff noted that Owner's should licence their pets in the municipality
of their primary residence. A By-Law Enforcement Officer can make
the determination of whether the temporary clause is being abused
and in which municipality the animal should be licenced.
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Resolution # 2021-047
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receives report DCS 21-02 Animal Care and Control
By-Law for information;
AND THAT a By-Law to regulate the licensing and control of
animals in the Town of Tillsonburg be brought fo rward for Council’s
consideration.
Carried
14.3.3 DCS 21-03 Offers to Purchase - 29 Cedar Street Property
Resolution # 2021-048
Moved By: Councillor Esseltine
Seconded By: Councillor Luciani
THAT Council receives report DCS 21-03 Offers to Purchase – 29
Cedar Street Property;
AND THAT a By-Law be brought forward to authorize the Mayor
and Clerk to enter into an agreement of purchase and sale with
East Elgin Concrete Forming Limited for the property described as
part of Lot 22, Plan 966, and more specifically described as Parts 2
and 3 on the draft reference plan;
AND THAT a By-Law be brought forward to authorize the Mayor
and Clerk to enter into an agreement of purchase and sale with
Trevor and Lynn Mudford for the property described as part of Lot
22, Plan 966, and more specifically described as Part 1 on the draft
reference plan.
Carried
14.4 Finance
14.4.1 FIN 21-06 2020 Annual Investment Report
Opportunity was provided for comments and questions from
Council.
Clarification was sought regarding the use of monies in trusts and
reserves.
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Resolution # 2021-049
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receives report FIN 21-06 2020 Annual Investment
Report as information.
Carried
14.5 Fire and Emergency Services
14.6 Operations
14.6.1 OPS 21-02 Airport Hangar Land Lease Taxiway G1 Lot 5 Leahy
Councillor Gilvesy commended staff and the Airport Advisory
Committee for their efforts to grow the airport. It was suggested that
the airport will require an expansion in the future to meet growth.
Resolution # 2021-050
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receives report OPS 21-02 Airport Hangar Land
Lease Taxiway G1 Lot 5;
AND THAT a By-law to execute the Hanger Land Lease Agreement
for Taxiway G1 Lot 5 with Escalade Property Corp. be brought
forward for Council consideration.
Carried
14.7 Recreation, Culture & Park Services
14.7.1 RCP 21-02 New Cemetery Bylaw
Opportunity was provided for comments and questions from
Council.
A question was asked about the installation and maintenance of
memorial benches.
Clarification was sought for item 10.16 which allows for the
cemetery operator to remove at its sole discretion any marker,
monument, or inscription which is not in keeping with the dignity
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and decorum of the cemetery as determined by the Cemetery
Operator.
A question was asked about the planting of trees and if the
proposed by-law addressed lessening maintenance requirements
for staff. Staff noted the By-Law allows the Town to determine the
placement of trees/plants in a complimentary manner within the
cemetery and in which does not impact services. This By-Law has
addressed lessening the maintenance requirements.
It was suggested that flower beds should not be created if they
can't be maintained in the future. Staff noted that the Town would
reserve the right to remove anything in contradiction to the By-Law
and that in discussions with families, staff use judgement and
respect for families to implement this to the best of their ability.
It was suggested that communication with cemetery users needs to
be improved to ensure follow through on maintenance
requirements.
Resolution # 2021-051
Moved By: Councillor Luciani
Seconded By: Councillor Esseltine
THAT report RCP 21-02 New Cemetery By-Law, be received as
information;
AND THAT a By-Law to govern the operations of the Tillsonburg
Cemetery, and to repeal By-Law 3640, be brought forward for
Council’s consideration;
AND THAT in accordance with the Funeral, Burial, and Cremation
Services Act, 2002, the provisions of this By-Law shall come into
force and take effect upon the date of approval of this By-Law by
the Registrar of the Funeral, Burial and Cremation Services Act.
Carried
14.7.2 RCP 21-03 John and Liz Lessif Lake Lisgar Water Quality
Legacy Gift Agreement
It was suggested that a plaque in recognition of the dona tion be
installed with permission of the family.
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Resolution # 2021-052
Moved By: Councillor Parker
Seconded By: Councillor Luciani
THAT report RCP 21-03 John & Liz Lessif – Lake Lisgar Water
Quality Legacy Gift Agreement, be received as information;
AND THAT Council acknowledge the generous gesture put forward
by John & Liz Lessif to be utilized for the future care and
improvement to Lake Lisgar within the Town of Tillsonburg;
AND THAT Council enact a By-Law to establish “The John & Liz
Lessif Lake Lisgar Water Quality Legacy Gift Agreement” as
outlined within this report.
Carried
15. New Business
16. Consideration of Committee Minutes
16.1 Committee Minutes
Resolution # 2021-053
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receive the Economic Development Advisory Committee
minutes dated January 12, 2021 and the Tillsonburg Airport Advisory
Committee minutes dated November 19, 2020, as information.
Carried
16.2 Long Point Region Conservation Authority Minutes
Resolution # 2021-054
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receive the Long Point Region Conservation Authority
minutes dated December 2, 2020, 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 2021-010, to amend Zoning By-Law Number 3295, as
amended (ZN 7-20-17)
19.2 By-Law 2021-011, to amend Zoning By-Law Number 3295, as
amended (ZN 7-20-18)
19.3 By-Law 2021-012, to authorize an agreement with the Tillsonburg Fire
Fighters Association
19.4 By-Law 2021-013, to regulate licensing and control of animals in the
Town of Tillsonburg
19.5 By-Law 2021-014, to authorize an agreement of purchase and sale
with East Elgin Concrete Forming Limited
19.6 By-Law 2021-015, to authorize an agreement of purchase and sale
with Trevor and Lynn Mudford
19.7 By-Law 2021-016, to authorize a Hanger Land Lease Agreement with
Escalade Property Corp.
19.8 A By-Law to govern the operations of the Tillsonburg Cemetery and
to repeal By-Law 3640
19.9 By-Law 2021-017, to establish The John and Liz Lessif Lake Lisgar
Water Quality Legacy Gift Agreement
Resolution # 2021-055
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT the By-Law to govern the operations of the Tillsonburg Cemetery
and to repeal By-Law 3640, be considered separately.
Carried
Resolution # 2021-056
Moved By: Councillor Parker
Seconded By: Councillor Luciani
THAT By-Law 2021-010, to amend Zoning By-Law Number 3295, as
amended (ZN 7-20-17); and
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By-Law 2021-011, to amend Zoning By-Law Number 3295, as amended
(ZN 7-20-18); and
By-Law 2021-012, to authorize an agreement with the Tillsonburg Fire
Fighters Association; and
By-Law 2021-013, to regulate licensing and control of animals in the Town
of Tillsonburg; and
By-Law 2021-014, to authorize an agreement of purchase and sale with
East Elgin Concrete Forming Limited; and
By-Law 2021-015, to authorize an agreement of purchase and sale with
Trevor and Lynn Mudford; and
By-law 2021-016, to authorize a Hanger Land Lease Agreement with
Escalade Property Corp.; and
By-Law 2021-017, to establish The John and Liz Lessif Lake Lisgar Water
Quality Legacy Gift Agreement, 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
Staff confirmed that the proposed Cemetery By-Law was first reviewed by
the Parks, Beautification and Cemetery Advisory Committee at two
meetings in 2020, as well as reviewed by the Bereavement Authority of
Ontario prior to being brought forward. Notice of the proposed By-Law was
advertised in the newspaper and posted online. The entire process took
about three months to complete.
Staff can make the Committee aware of proposed changes and notify
Council if the Committee has any concerns.
Resolution # 2021-057
Moved By: Councillor Parker
Seconded By: Councillor Luciani
THAT a By-Law to govern the operations of the Tillsonburg Cemetery and
to repeal By-Law 3640, be read for a first and second reading and that the
by-law be brought forward with proposed amendments regarding the
placement of shrubs and ornaments around grave stones, and that
options be provided to Council.
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Carried
20. Confirm Proceedings By-law
Resolution # 2021-058
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT By-Law 2021-009, to Confirm the Proceedings of the Council meeting held
on January 25, 2021, 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
Staff shared a reminder that hockey and ringette are currently prohibited by the
Province and asked that residents please not conduct these prohibited activities
at the J.L. Scott Mclean Outdoor Recreation Pad.
22. Adjournment
Resolution # 2021-059
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT the Council meeting of January 25, 2021 be adjourned at 8:17 p.m.
Carried
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Page 1 of 2
Subject: Economic Development Advisory Committee Recommendation
Report Number: CAO 21-02
Author: Laura Pickersgill, Executive Assistant
Meeting Type: Council Meeting
Meeting Date: Monday, February 8, 2021
RECOMMENDATION
THAT Council receives report CAO 21-02 Economic Development Advisory
Committee Recommendation, as information;
AND THAT Council endorses the recommendation from the Economic
Development Advisory Committee to allow the committee to be included on the
circulation of the following development applications to act as a review and
commenting body: Downtown, Industrial, Commercial, Façade Grants, Subdivision
Agreements, Road Construction (notices) and Community Improvement Plans.
BACKGROUND
Members of the Economic Development Advisory Committee requested to have more
involvement with reviewing development applications submitted in the Town of
Tillsonburg. Cephas Panschow, Development Commissioner and the Economic
Development Advisory Committee Chair, Jesse Goossens met to develop a list of the
types of development applications that would be beneficial for the Committee to be
included in reviewing.
The Economic Development Advisory Committee passed the following resolution at
their December 8, 2020 meeting:
Moved by: Cedric Tomico
Seconded by: Kirby Heckford
THAT the Economic Development Advisory Committee requests to Council that
the committee be included on the circulation of the following development
applications to act as a review and commenting body:
Downtown
Industrial
Commercial
Façade Grants
Subdivision agreements
Page 19 of 47
CAO 21-02
Page 2 of 2
Road construction (notices)
Community Improvement Plans
AND THAT staff create a process to allow for this without causing any delay in
the process.
The Committee feels that based on their unique membership of knowledgeable
individuals on the Committee that they would be able to provide valuable
recommendations and comments on these applications to assist Council with making
the decision making process for these types of applications.
Staff will need to develop a process on how this will work to ensure that by adding
another commentary body that it will not delay or hinder any of these applications
timelines.
Financial Impact/Funding Source:
None.
COMMUNITY STRATEGIC PLAN (CSP) LINKAGE
1. Excellence in Local Government
☒ Demonstrate strong leadership in Town initiatives
☒ Streamline communication and effectively collaborate within local government
☒ Demonstrate accountability
Page 20 of 47
South Central Ontario Region Economic Development Corporation (SCOR EDC)
4 Elm Street, Tillsonburg, ON N4G 0C4, P: 519-842-6333
www.scorregion.com | www.scorbusinessportal.com
January 22nd, 2021
Mayor Stephen Molnar
204-200 Broadway
Tillsonburg, Ontario
N4G 5A7
Dear Mayor Molnar,
On behalf of SCOR EDC and members of the Southwest Community Transit (SCT) network,
we wish to welcome your community as a valuable member of this collaboration.
In accordance with the Memorandum of Understanding we have jointly participated in; we are
requesting an appointment of two staff persons to represent you in the network. We request at
least one appointment for each of the committee tiers of the partnership. You can appoint an
alternate if you wish as well.
1. An appointment to the SCT Executive Committee
2. An appointment to the SCT Technical Committee
Your appointed representative will ensure that your communities have adequate representa-
tion and reap the most value from the partnership.
The position of Chair of the SCT network as laid out in the MOU is a member of the SCOR
EDC Board of Directors. The SCOR EDC Board has appointed Alison Warwick, SCOR EDC
Vice Chair, Middlesex County Councillor and Mayor of Thames Centre.
Please submit your appointees to the SCOR Board of Directors through this email.
If you have any questions please don’t hesitate to reach out.
Kind regards,
Robert Chambers
SCOR EDC Chair
Page 21 of 47
Page 1 of 2
Subject: Media Relations Policy
Report Number: CLK 21-05
Author: Michelle Smibert, Town Clerk
Meeting Type: Council Meeting
Meeting Date: Monday, February 8, 2021
RECOMMENDATION
That the Media Relations Policy as presented be approved.
BACKGROUND
Currently, there is no Media Relations Policy for the Town of Tillsonburg. Staff felt it
would be beneficial to have a policy to outline roles and responsibilities as it relates to
responding to the media and requests for information.
DISCUSSION
It is common for municipalities to have a media policy to clearly set out roles and
responsibilities and authorized spokespersons. It is important to address a media
inquiry as quickly as possible and it is hoped that this policy will help guide staff and
members of Council on how best to respond.
One of the outcomes of this policy is to ensure that internally, staff are informing key
staff members and Members of Council on media activity and inte rview opportunities.
Staff will be arranging training for members of Council and staff on this policy and how
best to conduct interviews with the media outlets.
CONSULTATION
This policy has been reviewed by the Management Team members.
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CLK 21-05
Page 2 of 2
FINANCIAL IMPACT/FUNDING SOURCE
None.
COMMUNITY STRATEGIC PLAN (CSP) LINKAGE
1. Excellence in Local Government
☒ Demonstrate strong leadership in Town initiatives
☐ Streamline communication and effectively collaborate within local government
☐ Demonstrate accountability
2. Economic Sustainability
☐ Support new and existing businesses and provide a variety of employment
opportunities
☐ Provide diverse retail services in the downtown core
☐ Provide appropriate education and training opportunities in line with Tillsonburg’s
economy
3. Demographic Balance
☐ Make Tillsonburg an attractive place to live for youth and young professionals
☐ Provide opportunities for families to thrive
☐ Support the aging population and an active senior citizenship
4. Culture and Community
☐ Promote Tillsonburg as a unique and welcoming community
☐ Provide a variety of leisure and cultural opportunities to suit all interests
☐ Improve mobility and promote environmentally sustainable living
ATTACHMENTS
Appendix A – Media Relations Policy
Page 23 of 47
8-001
Page 1 of 6
MEDIA AND PUBLIC RELATIONS
Policy 8 -001: Media Relations Policy
Approval Date: February 8, 2021
Approval Authority: Council, Resolution ####
Effective Date:
Next Scheduled Review Year:
Department: Office of the Clerk
Last reviewed: February 8, 2021
Revision Date/s:
Schedules:
POLICY STATEMENT
Inquiries from the news media are important to the Town of Tillsonburg and should be
addressed as quickly and professionally as possible. Every call is an opportunity to
convey information to residents and other stakeholders about the actions, programs and
services of municipal government. Responses to media inquiries whether in person, via
telephone, email or on-line should convey accurate and timely information. Media
relations are part of a proactive communications program to inform and engage the
community.
PURPOSE
The purpose of this policy is to ensure that the Town of Tillsonburg:
Maintains positive relations with the news media by providing timely and
accurate information;
Makes available the most appropriate spokesperson based on accountability
and responsibility;
Conducts media relations in a manner that is objective, understandable, open
and transparent;
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Establishes protocols to manage communications to the media; and
Comments to media only through authorized staff.
SCOPE
Applies to both Council and Staff.
DEFINITIONS
None
POLICY
Roles and Responsibilities
Communications Staff
Communications staff coordinates media relations for the Corporation including:
identifying emerging issues likely to require media comment
developing media strategies in consultation with Council/Management
preparing support materials including media releases
monitoring media coverage to assess results
coordinating media training for all Town spokespeople
providing spokespersons, if required, during municipal emergencies as a means
of communicating important public messages
Unless otherwise noted, the Town’s authorized spokespeople are:
Mayor (or Deputy Mayor)
Chief Administrative Officer
Directors
Councillors
Fire Chief
Managers (if they are authors of a Council report)
As a rule, anyone contacted by the media should advise Communications, the CAO and
the Mayor of the contact as soon as possible.
Authorized Spokespeople
The following individuals are authorized to interact with local media as follows:
Mayor
In general, the Mayor is the chief spokesperson for the Town of Tillsonburg,
representing Town Council and Town staff. The role of the Mayor is to provide high-
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level context and editorial commentary regarding an issue. The subject matter may
include:
Summary of issue
Why a decision was made
o Benefit(s) to the taxpayer
o Information considered in making the decision
o Why the issue is a priority at this time
How the decision links to a larger Council direction, objective or strategy
In the Mayor’s absence, the Deputy Mayor or other designate will serve as
spokesperson.
During a municipal emergency, the Mayor (or designate) will also represent the Town’s
Emergency Control Group,
Summary of situation
Actions taken to date
Next steps
Chief Administrative Officer (CAO)
The CAO speaks on behalf of the municipality regarding all administrative functions of
the organization.
Directors
The role of senior staff is to provide factual or clarifying information to the media as it
pertains to programs, services, activities, initiatives and within their business area. This
subject matter may include:
Costs/Budget
Operational details (i.e. policies and procedures)
Technical details (i.e. equipment)
Public engagement process details (i.e. surveys, open houses, public meetings)
Implementation timelines
Departments may also designate spokespeople to respond to media inquiries/make
public statements, taking into consideration their areas of expertise and knowledge.
Fire Chief
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The Fire Chief speaks to media regarding operational issues within Fire & Resue
Services, including public safety messaging. In a municipal emergency, the Fire Chief
may also represent the Town’s Emergency Control Group, in consultation with the
Mayor and the Emergency Information Officer.
Town Councillors
Councillors may be called upon to clarify comments they have made during a Council
meeting, or as a member of a Council advisory committee. Councillors should remind
media that the comments represent their personal views and are not necessarily
reflective of the formal position of the Town of Tillsonburg. Councillors should
emphasize their respect for the decisions of Council.
Managers
Signatories of a staff report may provide clarification or background to the media on a
report’s content. However, no comment other comment or opinions should be given .
Communications Staff
Communications staff may provide background information to media only, but no direct
comment unless no other authorized spokesperson is available. In a munic ipal
emergency the Communications Officer will have the role of Emergency Information
Officer, as noted in the Town’s Emergency Management Plan.
Non-Spokespersons
Media may attempt to contact Town staff who are not designated and authorized as
spokespersons. In the event of this situation, staff should:
Treat the reporter as a customer: be courteous and professional
Explain that he/she is not a spokesperson for the Town and respectfully decline
the request for an interview or information, and
Ask for:
o Journalist’s name and media outlet he/she represents
o His/her contact number
o His/her deadline
o The topic of the interview
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o Suggest, in some cases, (technical or sensitive topics) the reporter
forward questions in an email to Communications or the appropriate
spokesperson
o Advise that the request will be forwarded to the appropriate spokesperson
and
o Provide details of all media calls/contacts to their supervisor and/or
Communications staff in a timely manner so the most appropriate
spokesperson may respond to the request
Town-Initiated Information
Most proactive public and media content is initiated and implemented through th e
Communications division. This includes print, broadcast and online advertising and
posting, news releases and contact with reporters and editors for media coverage.
Departments seeking publicity for services, programs, or events should contact
Communications as early as possible in the process. It is not appropriate for
departments to contact the media directly unless Communications staff have been
advised.
Sensitive or Controversial Issues
In general, anyone contacted by regional or national media should assume the request
is related to a sensitive or controversial issue and forward the request to
Communications staff, who will determine a response plan in consultation with the
Mayor and CAO.
Litigation and Personnel Issues
Generally, the business conducted by the Corporation of the Town of Tillsonburg is
public. However, inquiries regarding litigation or pending litigation, and certain
personnel-related issues, or the disposition of municipal property information are
exceptions.
Inquiries regarding non-public matters, referenced above, should be referred to the
CAO.
Crisis or Emergency Issues
During a crisis or declared emergency, the procedure for working with the media is
highlighted in the Town’s Emergency Response Plan. The plan designates the
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Communications Officer as the Emergency Information Officer who, along with the
Clerk, will act as the main point of contact for the media. They will be further assisted by
alternates and members of the Emergency Control Group who will prepare and
disseminate emergency public information.
Photo Requests/Consents
Communications staff will facilitate the media’s requests for photographs and interviews
by arranging opportunities with appropriate staff. Photos taken by staff, outside of media
photo opportunities, for promotional purposes must have a Town of Tillsonburg photo
consent form signed by those being photographed, if they include images of identifiable
individuals.
Media Representation at Council Meetings
In accordance with the Municipal Act, Council meetings are open to all members of the
public, except for “closed” meetings. Every effort should be made to encourage
accurate news coverage of Council meetings and the decisions of Council. Copies of
Council agendas are made public prior to all Council m eetings and meetings are
regularly covered by print publications and Rogers TV.
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Subject: Council Meeting February 16, 2021
Report Number: 21-06
Author: Michelle Smibert, Town Clerk
Meeting Type: Council Meeting
Meeting Date: Monday, February 8, 2021
RECOMMENDATION
THAT February 16, 2021 at 10:00 a.m. be scheduled as a Special Council Meeting to
deal with the Community Strategic Plan.
DISCUSSION
The purpose of the meeting is to provide opportunity for Council to meet with Boulevard
Strategy, the consultant selected by the Town to conduct the Community Strategic Plan
update. The meeting is to be held electronically.
CONSULTATION
N/A
FINANCIAL IMPACT/FUNDING SOURCE
None.
COMMUNITY STRATEGIC PLAN (CSP) LINKAGE
1. Excellence in Local Government
☒ Demonstrate strong leadership in Town initiatives
☒ Streamline communication and effectively collaborate within local government
☒ Demonstrate accountability
2. Economic Sustainability
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☐ Support new and existing businesses and provide a variety of employment
opportunities
☐ Provide diverse retail services in the downtown core
☐ Provide appropriate education and training opportunities in line with Tillsonburg’s
economy
3. Demographic Balance
☐ Make Tillsonburg an attractive place to live for youth and young professionals
☐ Provide opportunities for families to thrive
☐ Support the aging population and an active senior citizenship
4. Culture and Community
☐ Promote Tillsonburg as a unique and welcoming community
☐ Provide a variety of leisure and cultural opportunities to suit all interests
☐ Improve mobility and promote environmentally sustainable living
ATTACHMENTS
None.
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Subject: 2020 Year End Report
Report Number: RCP 21-04
Author: Christopher Baird, Director of Recreation, Culture & Parks
Meeting Type: Council Meeting
Meeting Date: Monday, February 8, 2021
RECOMMENDATION
THAT Council receives Report RCP 21-04, 2020 Year End Report, for information.
BACKGROUND
The following are activity summaries provided from the Administration, Recreation Programs &
Services, Culture & Heritage, Facilities, and Parks & Cemetery Divisions, for the fourth quarter of
2020 for Council’s information.
DISCUSSION
Staff are pleased to speak to any item or project should Council have any questions.
CONSULTATION
The following summaries have been prepared by the staff leads in each respective Division of the
Recreation, Culture & Parks Department and reviewed by the Town’s CAO Mr. Pratt.
FINANCIAL IMPACT/FUNDING SOURCE
N/A
Administration
2020 was a very challenging year for the Recreation, Culture & Parks Department. COVID aside,
there were numerous staffing changes which required many of the staff compliment rise to the
challenge until such time as these positions were recruited and filled. As we enter 2021, Council
can be fully confident that the Department is well positioned for success.
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Some of the key accomplishments in the Administration Team included:
Development of a new 10-Year Capital Plan (2022-2031) for the Department which will
provide greater sustainability, accountability and financial planning.
Re-initiated and completed numerous stalled Capital Projects
Meeting with all Advisory Boards, including Police Services and Station Arts
Completion and updating of Service Review Recommendations (Clarico Report)
Completion of New Cemetery Bylaw
Completion of new BIA Memorandum of Understanding
Development of new Playground Replacement RFP
RFP and RFT for the CSC Façade Replacement Project
Northcrest Subdivision Park and Trail interconnection
Completion and Approval of 2021 Operating & Capital Budgets
Completion of 2021 RCP Business Plan
Review and update of Special Events Policy
Updating of Evacuation Centre Plan
Completed numerous Grant Applications
Recreation Administration
The Business Services Team is responsible for administration, customer service and reception,
marketing, program registrations and facilities bookings and rentals.
Software
Tillsonburg is moving away from Legend and implementing PerfectMind recreation software.
The implementation process has started and the recreation department will be fully transitioned
in June, 2021. Also, in January 2020, our Infocaster software was replaced with a new
software program called Venurun, which displays arena, pool, dressing room, and meeting room
assignments. The software has been working well and there were no issues with
implementation.
Program Guide/Registration
The Program Guide has been available to residents online and is designed in-house by the
Communications Team. Program offerings were greatly reduced due to COVID-19 restrictions
and capacities were lowered to meet public health guidelines. The online guide has allowed for
flexibility with the changing COVID-19 restrictions and is being well received by our Residents.
Special Events
The Toronto Maple Leafs Alumni game took place on February 15th, 2020. The event was
successful and raised $12,462 for the F.A.R.E program.
Grants
A grant application for the Canada Summer Jobs program was submitted in January requesting
funding for summer student positions. Tillsonburg was not initially successful in receiving the
grant, however in October funding was received for student positions to offset wages for
COVID-19 related cleaning and marshalling positions.
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An application for a Summer Camp Lead Hand and Inclusion Coordinator was submitted to the
Ontario Summer Experience Position grant. This application addressed the need for a dedicated
staff member that is focused on ensuring that staff and families have the support required for an
inclusive camp program. The Town of Tillsonburg was successful in receiving this grant,
however we were unable to use the funds as the summer camp program was cancelled due to
COVID-19.
Programs & Bookings
Arena
Tillsonburg Hockey Mom’s Tyke Tournament was hosted from January 11-12. Hockey moms
hosted teams from Tavistock, Stoney Creek, Elmvale, New Hamburg, Simcoe, Belmont &
Dorchester to name a few. Tillsonburg had 3 teams in this tournament.
The Old Timers held a tournament from January 24 – February 2. 24 teams participated in the
tournament.
The Max Partlo Memorial took place from March 6-8. 14 teams participated in the tournament.
The 2019/2020 season was halted by the COVID-19 pandemic and all rentals were cancelled.
Ice rentals resumed in July. 2020 summer seasonal ice schedule was updated to follow all
COVID-19 restrictions. The facility was however completely booked with restricted hours due to
cleaning requirements.
The 2020/21 season began on October 1 with a new schedule, allowing ice times to be offset
ensuring that COVID-19/Public Health guidelines were followed. Tillsonburg Thunder’s season
was cancelled, all other groups returned to the ice.
Ball Diamonds
Diamonds opened August 1 seeing Tillsonburg Men’s Slo-pitch take to the field for a shortened
season. Two elite organizations rented the hardball diamonds to host their season. All leagues
followed COVID-19 restrictions.
Halls & Meeting Rooms
All hall and meeting room rentals have been suspended since March 2020 due to the COVID-19
pandemic. The exception to this was the Canadian Blood Services blood donor clinics returned
in August of 2020 and followed all COVID-19 protocols. This service was deemed essential by
Southwestern Public Health.
Aquatics Team
The RCP Aquatics Team is responsible for swimming instruction, indoor pool lifeguards,
waterpark lifeguards, aquafit programs, drowning prevention outreach programming and artistic
swimming instruction.
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Lake Lisgar Waterpark
Lake Lisgar Waterpark opened on July 11th, 2020. Part-Time staff were hired and trained on
COVID-19 protocols prior to the opening and repairs were completed to ensure the pool was
operational without the new slide in place. Swims were offered in 1 hour timeslots with half an
hour in between each swim for cleaning and sanitizing. Change rooms were not available in
order to minimize surface contact and to adhere to distancing requirements. Pool capacity was
greatly reduced as per the public health restrictions in place during the summer months,
however there were 3802 participants attending the waterpark over the shortened season.
There were 5-day closures and 6 early closures due to inclement weather. The feedback from
patrons was overwhelmingly positive for the availability of programming during such a
challenging time.
Indoor Pool
The Indoor Pool re-opened to the public in September. In order to implement all the necessary
COVID-19 protocols fall program offerings were greatly reduced. Although several programs
were cancelled and the pool capacity was greatly reduced the following modified programs were
offered for the fall:
Lane Swims
Adult Swims
Aqua Fit
Deep Water Jogging
Water Cycling
Swimming Lessons
Community Swims
Staff Training
All aquatics staff were certified in Airway Management. This course provides specific
knowledge and training in the use of oxygen, suction devices, oral airways and masks/bag valve
masks. Staff are now qualified to provide customers with a much higher level of care and can
offer oxygen therapy in all emergencies. It also provides staff with an added layer of protection
by reducing the close proximity required for ventilations in airway emergencies. Staff completed
the training successfully and were very grateful for the additional qualification.
Advanced Courses
With pool closures across Ontario, the Lifesaving Society extended expiry dates of certifications
to allow time for courses to be offered once pools reopened. Tillsonburg was one of the major
training leaders in Oxford County and we were able to train 100 participants, which included
candidates from Tillsonburg, Guelph, Burlington, Simcoe, Aylmer, St Thomas, London and
Belmont. Without these courses, these Lifeguards would not have been able to work over the
summer months.
Fall Recreation Survey
During the 4th Quarter, the Aquatics Department spearheaded a survey to review fall
programming and services. 103 customers participated and the following are featured
highlights:
92% of customers are satisfied with the performance of their instructor and 67% of
those satisfied were extremely satisfied
99% are satisfied with their Program or Service and 61% are extremely satisfied.
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95% are satisfied with COVID protocols
100% stated they felt safe in our facility
When asked what they felt is the greatest benefit of attending our recreational programs
overwhelming responses included:
Socialization
Improved Mental Health
Staying Active
Improved mobility and pain reduction
Comments and suggestions for improvement of our services and programs included:
Requests for additional classes
Numerous praises for our present programming and staff
Programs Team
The RCP Programs team includes the Programs Supervisor, the Recreation Programs
Coordinator, the Active Living Coordinator as well as Part Time Health Club Attendants, Sports
Facilitators and youth leaders. The Programs team is responsible for dry land fitness instruction,
health club operations, Adult Co-Ed sports league programming, youth programs and summer
programs.
Youth Programs
Youth Programs had a strong start in Q1 of 2020. Some courses, such as Cooking Classes,
reached capacity quickly and warranted more time slots being created. Sports programs also
ran with minimal cancellations, with only two programs being suspended.
In response to school closures, early Q1 Alternative Childcare Camps were offered with 29
participants registered. PA Day Camps also saw an increase in registration with 10 each day.
March Break Camp was poised for an increase in participation in 2020, with all days requiring
additional capacity be opened up. 2019’s March Break Camp averaged 27.6 participants per
day, whereas 2020 was on track for 34.2, hitting the maximum capacity. Unfortunately, due to
COVID-19 all youth programs were cancelled, including March Break Camp and did not re-open
until late August.
Recreation Programs restarted on August 10th. A limited number of summer youth programs
were offered. All programs offered took place outdoors in order to ensure physical distancing
and registration was limited to 10 participants. Summer youth programs had 54 registrations
Youth Programs had 83 participants register for fall programs. Dance and Gymnastics classes
reached capacity in the younger age group, and there will be a second night of programming in
2021 due to the demand.
TVDSB rentals remained on hold for the year due to COVID-19 causing sports programs to be
cancelled from September-December. Using outdoor space for sports programs continued until
weather no longer permitted and programs were reduced and adapted to work within the
Auditorium.
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Youth programs are all running with half capacity to ensure physical distancing indoors.
Programs are experiencing low registration except for dance and gymnastics. Advertising,
COVID-19 restrictions and participant’s willingness to join a recreation program have all been
obstacles.
Adult Programs
Volleyball Leagues
The adult volleyball program was suspended for the fall due to the school rental being
cancelled.
Fitness Programs
Although Fitness Classes outperformed expectations upon reopening in August, constant
pivoting with changing restrictions remained a challenge. Reduction of class sizes (from 20 to
10 participants), managing flow of patrons into the facility while avoiding pinch-points, the
requirement of using a microphone and maintaining physical distancing standards required
constant vigilance and updating. Despite the restrictions in effect, attendance was up 37%
compared to Q4 of 2019. The addition of 30-minute classes as well as more evening timeslots
contributed to the increase.
Health Club
The Health Club reopening started off slowly and picked up steadily over time. Time slots
quickly filled and required strict booking policies. The limited spaces in each Health Club time
slot caused some frustration among members who were unable to book their preferred time slot
– capacities were established with social distancing considerations in mind.
Roughly, 20% of members reactivated, with the majority of members unwilling or disinterested
in coming back amidst the pandemic.
110 memberships were reactivated with 2,885 visits to the Health Club.
Personal training proved to be a popular service upon reopening. With a private studio in place
the controlled environment was conducive to success with masks and physical distancing
requirements.
ADAPTING TO COVID-19
Throughout the pandemic, the Recreation Department was extremely flexible and constantly
adapted to the changing environment. Staff are commended on their accomplishments by
continuing to offer strong recreation programming to the community through the pandemic.
Strong measures were implemented to protect the safety of the staff and community members.
Fortunately, not a single COVID-19 case was linked to the Community Centre. With a significant
number of people through the building per day for pool, health club, fitness, arena and youth
programs this can be considered a resounding success.
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Key Indicators 2020 2019 %
change Comment
Programs:
Advanced/Leadership -
headcount
35 14 150% Increased program offerings
due to not being able to offer
leadership programs in the
spring and summer.
Programs: Aquatic
registrations - headcount
166 648 -74% Programs at reduced capacity
due to COVID-19 restrictions
Programs: Public Swim
attendance - headcount
1500 3814 -61% Programs at reduced capacity
due to COVID-19 restrictions
Programs: Memberships sold 108 546 -80% Members had the option to
reactivate or continue Pay-
per-use. There were 55
reactivations done and 1280
individuals with vouchers on
an account.
Programs: Health Club
attendance - headcount
2233 5245 -57% HC capacity reduced due to
COVID-19 restrictions
Programs: Water Fitness
attendance - headcount
2541 3126 -19% Programs at reduced capacity
due to COVID-19 restrictions
Programs: Land Fitness
attendance - headcount
1233 899 37% Increased the number of
fitness programs offered
Programs: Indoor walking
attendance - headcount
n/a n/a n/a Program did not run in Q4
Programs: Public Skating
attendance - headcount
n/a n/a n/a Not offered in Q4 due to
COVID restrictions
Programs: Roller Skating
attendance - headcount
n/a n/a n/a Program did not run in 2020
Programs: Squash Courts -
headcount
n/a n/a n/a Squash courts closed for Q4
Programs: Waterpark
attendance - headcount
0 0 0% Waterpark is seasonal – does
not operate in Q4
Programs: Youth registrations
- headcount
83 172 -52% Reduced capacity for youth
programs due to COVID-19
restrictions
Programs: Advertising revenue
(guide,boards,fences)
$0 $10,274 -100% No fence or guide advertising,
moved all arena billing to
September so no revenue in
Q4
Programs: Rink bookings (ice)
-hours
970.25 1744 -44% Arena capacity reduced due to
COVID-19 restrictions
Programs: Mini-pad bookings -
hours
35.5 n/a n/a Mini pad was not tracked
separately in 2019
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Key Indicators 2020 2019 %
change Comment
Programs: Rink floor bookings
(non-admin)
n/a n/a n/a Arena floor not available for
booking due to COVID-19
Programs: Tournaments
(ice/pool/field)
n/a n/a n/a Tournaments not permitted
under COVID-19 restrictions
Programs: Room rentals (non-
admin)
3 211 -99% Room rentals not permitted
due to COVID restrictions,
with the exception of Blood
Donor clinics
Programs: Aquatic user fees
collected
$992 $1563.80 -37% Programs at reduced capacity
due to COVID-19
Programs: Rental insurance
program
$2083 $2529 -18% Halls and meeting rooms have
not been available to rent.
There have been arena
rentals that required
insurance.
FACILITIES TEAM
Second half of 2020 was extremely challenging for Facilities, in large part due to the pandemic,
exacerbated by staffing changes on management team when Ontario began to re-open.
The vast majority of implementation of COVID procedures fell directly on the shoulders of
Facilities Team. This included development of SOPs, procurement and installation of signage,
sneeze guards, sanitizing products and equipment, followed by hands-on sanitizing of the Town
workspaces. At the same time, under direction of Council, Facilities re-installed ice surfaces and
developed SOPs to allow return of patrons to the Community Centre, which has the greatest
risk for spreading of infection. Hard work and diligence of the team created a safe environment
for employees and patrons alike.
Some accomplishments of the year:
There was only one event, Drive-Thru RibFest, due to COVID shutdown.
Facilities staff were re-deployed to provide daily touchpoint sanitization at Town
buildings in the first lockdown and again in the second wave.
All part-time Facilities staff were temporarily laid-off in the spring.
Both ice pads were removed in the spring due to COVID.
Sides were removed from the Outdoor Rink converting it to basketball court.
Water park was prepared for the season, including patching of a sizable hole in the
pool wall left by removed slide.
TCC hallways, doors, meeting rooms and Lions Auditorium were painted and
refreshed.
Facilities staff located, ordered, inventoried, and dispensed PPE for the corporation in
the first lockdown.
Unused systems were shut down to reduce energy use during the pandemic.
Indoor pool was closed for the summer.
Repairs were made to the indoor pool steps and to the filtration piping.
Facilities staff painted two rooms at the Museum that had the plaster repaired.
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Staff sourced and installed sneeze barriers at the Community Centre Reception,
Health Club, Water Park, Airport, Museum and Customer Service Centre.
Colin Campbell Community Rink had ice installed in early July and was open for
summer rentals.
Part time Facilities staff returned to work in the summer.
Kinsmen Memorial Rink had ice installed in early September for rentals beginning
October 1st.
Showers and hand dryers in all dressing rooms were disabled, per SWPH instructions.
Drains were installed in the Outdoor Rink floor to assist drainage.
Drinking fountain was installed at the Outdoor Rink.
New ice resurfacer was received and put in service.
Community Centre hallways, meeting rooms and dressing rooms had COVID
procedures signs installed.
Domestic Hot Water Project Phase 1 (Pool side) was completed.
The indoor pool was inspected and re-opened for fall season.
The Drive-Thru RibFest event required assistance from Facilities staff with setup and
electrical connections.
Newly created positions of Marshal and Sanitizer were filled at the beginning of 4th
quarter.
Staff assisted Seniors Centre manager with re-opening preparations.
Lake Lisgar W ater Park was winterized and closed for the season.
Indoor ice operations adapted to frequently changing COVID restrictions throughout
the fall season.
Outdoor rink was converted from basketball to skating for December, including ice
installation.
COVID procedures were developed and posted at the Outdoor Rink.
Preventative maintenance projects and inspections of facilities are ongoing.
Facilities staff operated at reduced management levels.
CULTURE & HERITAGE
Programs and Exhibition
The fourth quarter of 2020 was unlike any the museum has experienced in recent history and
marked the end of a very difficult year for all museums in Ontario. The first floor of Annandale
House was open for viewing during this last quarter and was decorated for the Christmas season
by museum staff. Normally all three floors would be open and decorated by volunteers, but
COVID safety protocols and restrictions would not allow this, so a scaled down approach of just
the first floor decorated by staff was offered as a Christmas gift to the public. The museum’s
staff decorated six rooms and both the grand and back staircases. This was a major undertaking,
as this task had been completed by 24 volunteer decorators in 2019. Their efforts were greatly
appreciated by those who toured during the season.
Although the historic house was closed for the majority of the year due to both Government
lockdown orders and recommended preservation guidelines from the Canadian Institute of
Conservation, the museum still managed to fulfill the exhibition plan for 2020. This was
accomplished with three exhibits installed in the Pratt Gallery and one created virtually. The
virtually exhibit marked the museum’s first ever on-line exhibit and was very well received. Two
of the three exhibits installed in the Pratt Gallery were in partnership with community groups, The
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Station House Quilters and Fibre Artists and Oxford Creative Connections Inc., while the third
exhibit hosted in the fourth quarter was created by museum staff from the permanent collection.
This last exhibit of 2020 looked at the history Christmas Ornaments through the decades from
their beginnings in Germany in the early 1800’s to current day. The exhibition featured over 200
ornaments including a special 2020 pandemic themed ornament. All exhibits were well received
by all who viewed them.
Along with our first online exhibit the museum reached out to the community via social media as
never before in 2020. Multiply posts on a daily a bases kept the museum connected to thousands
of online visitors. The usual Christmas school program also went online with the assistance of
the Communication Department, who filmed museum staff presenting the program, then edited
and produced a polished version that was offered to area schools online for a fee. Each class
that booked was also given an ornament making kit for each student that was created and
packaged by museum staff. Fifty classes from seven different schools booked the museum’s
online Christmas program. This resulted in 776 students viewing the program from the safely of
their classrooms and in staff packaging 776 ornament kits. This was the first time online
programming has been offered and with its’ success the museum plans to continue to create
more programs in the coming year. Staff will be able to produce these videos with equipment
secured through a Trillium grant, which was applied for in the fourth quarter. Notification of the
grant will be made sometime in the first quarter of 2021.
In person programming was also offered in the 4th quarter connected to the exhibit with 3 adult
ornament making workshops, 2 child ornament making workshops and a special Christmas Tea
and Tour program. Due to Covid-19 restrictions, numbers for each program were limited, but
each offered program was booked to 100% capacity. Throughout the summer months, when the
museum was open to the public, summer programing was offered on the lawn in the form of a
summer day camp for children. The museum also hosted two Halloween parties for children in
the fall.
Grants
The museum successfully applied for and received the Federal Emergency Relief grant for
Museums from the Federal government in the third quarter of 2020. The museum received slightly
over 52,000 in funding. Staff have applied to the Trillium Foundation’s Resilient Communities
Fund for $18,000 to purchase equipment that will allow staff to create online and live streaming
video programing for the museum. The deadline for the grant was in early December with
announcements regarding the awarding of funds to be made in 2021.
Collection
The Collection database project that has been ongoing for several years saw significate progress
in 2020, as staff was able to work on data entry from home during the mandatory closures of
museums. This project’s goal is to create a computer database from the 20,000+ paper records
related to the cataloguing of the museum’s permanent collection. Hundreds of records have been
added to the database during 2020, which marks a very positive accomplishment for this difficult
year.
Attendance
The fourth quarter of 2020 saw a slight increase in paid visitation over the third quarter of 2020
but fell far short of a typical fourth quarter. Although the museum was open by appointment,
public health guidelines limited the number of visitors allowed per appointment and further
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restricted those appointments to individuals within the same social bubble. This meant that
although 6 people could book per appointment time, the museum could not book 6 people from
different social groups into the same time slot. This resulted in many of the available appointments
having only 2 visitors. The overall year-end attendance figure of 1,865 is the lowest year-end
attendance the museum has experienced since 1975 but was expected due to the Covid-19
Pandemic. Although low, it should be noted that most museums and cultural institutions in the
Province experienced as low or lower numbers in comparison to a typical year.
2019 2020
Q1 Q2 Q3 Q4 YTD Q1 Q2 Q3 Q4 YTD
Admissions 174 335 610 441 1560 122 5 122 194 443
Programs 0 106 23 363 492 50 - 121 43 214
Events 357 1131 2873 338 4699 318 - - - 318
Tourism &
Historical
Information
Services
221 379 365 267 1232 186 - 95 61 342
Members &
Volunteers 488 510 462 575 2035 320 - 64 56 440
Room Rental
Visitors 250 241 199 193 883 108 - - - 108
QUARTERLY
TOTAL 1490 2702 4532 2177 10,901 1104 5 402 354 1865
PARKS AND CEMETERY
The Parks and Cemetery Department was affected by the global pandemic along with all
departments. As we reflect on the past year, staff adapted and responded to the situation
effectively well. Below are a list of accomplishment and events of significance:
Parks and Cemetery Dept. continued its commitment to keeping Elliot Fairbairn,
Annandale House and Station Arts snow and ice free during the winter months.
The toboggan hill once again served as a winter activity f or the town residents to enjoy.
Experienced little to no vandalism this year.
Spring 2020 saw the redeployment of 6 TCC employees join the P&C team in lockdown
due to COVID. They served the department with enthusiasm and excellent work ethic.
With the extra labor, the P&C Team was able to tackle more tasks as well as tend to
areas typically secondary in priority. It was a pleasure having them on the team this
spring.
Installed over 75 COVID closure and awareness signs throughout town properties.
A redesign of the section marker gardens took place within the cemetery.
Town site gardens were maintained but not planted in 2020 due to the uncertainty of
staffing.
An RFP was tendered and awarded for the new playground at Glendale Park set to be
installed in the spring of 2021.
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The bylaws for the Tillsonburg Cemetery were reviewed and updated, to be presented to
Council in early 2021.
Expansion of the new 5c-North section of the Cemetery was mapped out and entered
into the Stone Orchard software.
A new columbarium was installed in June, offering 96 new niches for sale.
A Cemetery information board was implemented the Cemetery Office which now offers
important information for Visitors.
Over 20 trees and shrubs installed at the Dog Park to provide shade and shelter for
Patrons and their pets.
Added over 50 yards of mulch to the Dog Park.
Worked with ball user groups to upgrade our Hardball #2 diamond.
Completion of the OPP Station gardens were redesigned.
Cleanup and reorganization of P&C shop yard to better utilize space was completed.
Worked with LPRCA and Mr. Paul DeCloet to continue the naturalization of our trail
systems.
Throughout the season, continued re-mulching and weeding of every memorial tree in
our town parks and trails.
Installed 5 multi-generational swings to promote play within Tillsonburg park areas.
Decoration Day was cancelled in July.
The Bereavement Authority of Ontario (BAO) implemented requirement that cemeteries
must be available for burials 7 days a week due to the COVID pandemic.
June saw the hiring of a new Parks and Cemetery Supervisor.
In July new Parks and Cemetery Operator 2 was hired.
In August new Parks and Cemetery Operator 1 was hired.
The Parks and Cemetery Department continued its commitment to safe forestry
practices making the trails, parks, private and public properties safe for users and
residents.
Most staff training for 2020 was suspended.
During the summer staff implemented modernization of cemetery “Right Certificate”
documents which included a restructure, stationery upgrade and current Town of
Tillsonburg branding.
MESH was implemented into the Parks and Cemetery system.
Safety took center stage with implementation of new safety signage, new eye wash
station, MSDS upgrade as well as upgrade of the shop safety board.
Streamlined garbage collection with the implementation of a garbage collection
schedule.
Summer hanging pot campaign was cancelled by decision of the Council.
Winter wreath sales saw an 85% increase with a marketing campaign in local
newspaper and social media.
Soil analysis was performed on all ball diamonds to implement a focused fertilization
regimen going forward.
Memorial bench sales followed the trend of 2019 and 4 benches were sold and installed.
Memorial Tree sales increased by 33%.
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RCP 21-04
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COMMUNITY STRATEGIC PLAN (CSP) LINKAGE:
1. Excellence in Local Government
☒ Demonstrate strong leadership in Town initiatives
☒ Streamline communication and effectively collaborate within local government
☒ Demonstrate accountability
2. Economic Sustainability
☐ Support new and existing businesses and provide a variety of employment opportunities
☐ Provide diverse retail services in the downtown core
☐ Provide appropriate education and training opportunities in line with Tillsonburg’s
economy
3. Demographic Balance
☒ Make Tillsonburg an attractive place to live for youth and young professionals
☐ Provide opportunities for families to thrive
☒ Support the aging population and an active senior citizenship
4. Culture and Community
☒ Promote Tillsonburg as a unique and welcoming community
☒ Provide a variety of leisure and cultural opportunities to suit all interests
☐ Improve mobility and promote environmentally sustainable living
ATTACHMENTS
None.
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THE CORPORATION OF THE TOWN OF TILLSON BURG
BY-LAW 2021 -___
A BY-LAW to appoint a Treasurer and to repeal By-Law 2020-079.
WHEREAS section 286 (1) of the Municipal Act, 2001, S.O. C 25 provides that a
municipality shall appoint a treasurer who is responsible for handling all of the financial
affairs of the municipality on behalf of and in the manner directed by the council of the
municipality;
AND WHEREAS The Council of the Corporation of the Town of Tillsonburg deems it is
necessary and expedient to appoint a Treasurer for the Corporation of the Town of
Tillsonburg;
BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of
Tillsonburg as follows:
1. THAT Sheena Pawliwec is hereby appointed as Treasurer for The Corporation of
the Town of Tillsonburg;
2. THAT this By-Law is passed pursuant to the Section 286 of the Municipal Act,
2001 S.O. 2001, Chapter 25.;
3. THAT By-Law 2020-079 is hereby repealed.
4. THAT this By-Law shall come into full force and effect upon passing.
READ A FIRST AND SECOND TIME THIS 8th day of FEBRUARY, 2020.
READ A THIRD AND FINAL TIME AND PASSED THIS 8th day of FEBRUARY, 2020.
___________________________
MAYOR – Stephen Molnar
_____________________________
TOWN CLERK – Michelle Smibert
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THE CORPORATION OF THE TOWN OF TILLSON BURG
BY-LAW 2021 -___
A BY-LAW to appoint a Deputy Treasurer.
WHEREAS section 286 (1) of the Municipal Act, 2001, S.O. C 25 provides that a
municipality shall appoint a treasurer who is responsible for handling all of the financial
affairs of the municipality on behalf of and in the manner directed by the council of the
municipality;
AND WHEREAS section 286 (2) of the Municipal Act, 2001, S.O. C 25 provides that a
municipality shall appoint a deputy treasurer who sh all have all the powers and duties of
the treasurer;
AND WHEREAS The Council of the Corporation of the Town of Tillsonburg deems it is
necessary and expedient to appoint a Deputy Treasurer for the Corporation of the Town
of Tillsonburg;
BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of
Tillsonburg as follows:
1. THAT Cheyne Sarafinchin is hereby appointed as Deputy Treasurer for The
Corporation of the Town of Tillsonburg;
2. THAT this By-Law is passed pursuant to the Section 286 of the Municipal Act,
2001 S.O. 2001, Chapter 25.;
3. THAT this By-Law shall come into full force and effect upon passing.
READ A FIRST AND SECOND TIME THIS 8th day of FEBRUARY, 2020.
READ A THIRD AND FINAL TIME AND PASSED THIS 8th day of FEBRUARY, 2020.
___________________________
MAYOR – Stephen Molnar
_____________________________
TOWN CLERK – Michelle Smibert
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW 2021-018
A BY-LAW to confirm the proceedings of Council at its meeting held on the 8th
day of February, 2021.
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;
BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of
Tillsonburg as follows:
1. All actions of the Council of The Corporation of the Town of Tillsonburg at its
meeting held on February 8, 2021, 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 8th DAY OF FEBRUARY, 2021.
READ A THIRD AND FINAL TIME AND PASSED THIS 8th DAY OF FEBRUARY,
2021.
________________________________
MAYOR – Stephen Molnar
_______________________________
TOWN CLERK – Michelle Smibert
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