210222 Council MIN 1
The Corporation of the Town of Tillsonburg
Council Meeting
MINUTES
Monday, February 22, 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, Director of Corporate Services/Clerk
Sheena Pawliwec, Director of Finance/Treasurer
Chris Baird, Director of Recreation, Culture and Parks
Carlos Reyes, Director of Operations and Development
Brad Lemaich, Fire Chief
Cephas Panschow, Development Commissioner
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 # 2021-085
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
2
THAT Council move into Closed Session to consider personal matters about
identifiable individuals, including municipal or local board employees and to
consider a 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) (b) personal matters about identifiable individuals,
including municipal or local board employees
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 # 2021-086
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT the Agenda as prepared for the Council meeting of February 22, 2021, be
approved.
Carried
4. Moment of Silence
Council recognized the passing of former Fire Chief Terry Saelens and paid
condolences to his family.
5. Disclosures of Pecuniary Interest and the General Nature Thereof
Prior to the consideration of agenda item 19.1, Councillor Gilvesy declared
pecuniary interest on the following item:
1. Item 19.1 (first listed by-law) in open session with the reason being that the
zoning by-law pertains to property owned by her husband.
3
No other disclosures of pecuniary interest were declared.
6. Adoption of Council Minutes of Previous Meeting
Resolution # 2021-087
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT the minutes of the regular Council meeting held on February 8, 2021, and
the minutes of the Special Council meeting held on February 16, 2021, be
approved.
Carried
7. Presentations
8. Public Meetings
8.1 Public Meeting - 2021 Development Charges Update Study
Sean-Michael Stephen, Watson & Associates, was present to provide an
overview of the presentation.
Opportunity was provided for comments and questions from Council.
It was asked how the upper tier versus lower tier charges are determined
and why there is variation between the lower tier municipalities in Oxford
County. Mr. Stephen confirmed the County conducts an independent
process to determine the charges; each lower tier is evaluated
separately.
Mr. Stephen noted that in consultation with County and Town staff it is
recommended that all area municipalities have the same implementation
date of April 1, 2021.
It was asked if community organizations such as the BIA or Chamber of
Commerce were provided notice of the public meeting.
There was discussion regarding the current exemption process for
affordable housing and possible assistance for non-profit housing.
Staff noted that notice was posted on the Town website and shared with
the Town's Economic Development Advisory Committee. Staff suggested
that a report could be provided regarding the indexing and inflation factor.
4
Resolution # 2021-088
Moved By: Councillor Parker
Seconded By: Councillor Luciani
THAT Council receives the presentation by Watson & Associates
regarding the 2021 development charges update study, as information;
AND THAT staff bring forward a report on March 8, 2021, that reviews the
Watson and Associates development charges update study and that the
study be circulated to our local committees.
Carried
9. Planning Reports
10. Delegations
11. Deputation(s) on Committee Reports
12. COVID-19
The Mayor shared information on current local restrictions and available
resources.
13. Information Items
13.1 Town of Ingersoll Resolution Re: County Council
Resolution # 2021-089
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receives the correspondence from the Town of Ingersoll
dated February 8, 2021, as information.
Carried
14. Staff Reports
14.1 Chief Administrative Officer
14.1.1 CAO 21-03 County Composition Consideration
There was discussion regarding the potential for a weighted voting
mechanism to create confusion. Some members felt it would be
ideal if there could be a second member of Council as opposed to
one member of Council with two votes.
5
Staff provided further clarification on the three part majority required
to approve such a system.
Resolution # 2021-090
Moved By: Councillor Luciani
Seconded By: Councillor Esseltine
THAT the Council approves the restructuring of Oxford County
Council utilizing a weighted voting mechanism based on a minimum
of one vote per municipality for any number of electors up to 6,000
and an additional vote for every 6,000 electors thereafter;
AND FURTHER THAT the metric to be used shall be the total
number of eligible electors following each regularly scheduled
election and that this weighting shall remain until the next regularly
scheduled election;
AND FURTHER THAT the distribution of weights be split equally
where the area municipality has more than one representative at
County Council;
AND FURTHER THAT the proposal be circulated to the seven
other municipalities and Oxford County for consideration of a
restructured County Council.
Carried
14.2 Corporate Services
14.2.1 CS 21-07 SCOR Appointments
Resolution # 2021-091
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT the Transit Co-ordinator, be appointed as the Town’s
representative on the Technical Committee;
AND THAT Carlos Reyes, Director of Operations and
Development, be appointed as the Town’s representative on the
Executive Committee.
Carried
14.2.2 CS 21-08 Outdoor Patios
6
It was asked if patios will be allowed past November 1. Staff noted
this could be considered and that a permeant program is being
developed for Council's consideration at a future date.
It was asked what infrastructure changes on Broadway the staff
report refers to. Staff noted that when the Town considers
improvements to Broadway in the future, consideration could be
given to installing infrastructure to help facilitate these patios.
Resolution # 2021-092
Moved By: Councillor Gilvesy
Seconded By: Councillor Parker
THAT Council supports the extension of the Pilot Program for
Outdoor Patios on Municipal Property through the Encroachment
By-Law Process;
AND THAT all fees and charges be temporarily waived for
restaurants choosing to use municipal property in 2021.
Carried
14.2.3 CS 21-09 Accessibility Status Update 2020
It was asked if staff were made aware of a concern with water
pooling on the new rubber mats on the Kinsmen Pedestrian Bridge.
Staff confirmed this concern was identified within the first week
after installation and the issue was corrected the same week. Staff
will be reporting on the costs of the upgrades to the bridge surface
and alternatives for consideration.
It was asked if there will be air circulation under the rubber mats to
ensure the wood does not rot. Staff confirmed this information will
be included in the report.
Resolution # 2021-093
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receive the accessibility status update 2020, as
information.
Carried
7
14.3 Economic Development
14.3.1 EDM 21-05 RFP 2021-002 Tree Removal Services
Council received the attached correspondence from concerned
citizens regarding this item.
It was asked if there are any concerns regarding diverting water
and if the LPRCA was consulted. Staff noted there is a municipal
drain on the property to drain water, there are no water issues
anticipated. A storm water management report will be completed
through the site plan process.
Resolution # 2021-094
Moved By: Deputy Mayor Beres
Seconded By: Councillor Esseltine
THAT Council receive report EDM 21-05 RFP 2021-002 Tree
Removal Services;
AND THAT Council award RFP 2021-002 to Beaver Brook Tree
Service of Parkhill, ON at a cost of $129,000 (not including net
HST) - the lowest bid received satisfying all Tender requirements.
Carried
14.4 Finance
14.4.1 FIN 21-07 US Bank Procurement Card Rebate Program
It was asked why there was a decline in procurement card use.
Staff noted that due to the pandemic certain expenditures were
decreased in 2020 resulting in less procurement card use.
Resolution # 2021-095
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council authorizes the Mayor and Treasurer to sign the U.S.
Bank Canada Procurement Card Application Amendment including
any required associated documents for the purposes of enrolling
the Town of Tillsonburg in the Rebate Program.
Carried
8
14.5 Fire and Emergency Services
14.6 Operations and Development
14.6.1 OPD 21-03 TGO Intown Route Improvement
It was asked why one quadrant of the Town has no bus service and
if this area will be considered for inclusion in the future. Staff to
provide information regarding this topic at the next meeting.
Resolution # 2021-096
Moved By: Councillor Parker
Seconded By: Councillor Luciani
THAT Council receives report OPD 21-03 T:GO Intown Route
Expansion;
AND THAT a bus stop be added in front of the library on Broadway
Street;
AND THAT the Intown bus route be expanded to include this bus
stop.
Carried
14.6.2 OPD 21-04 2020 to 2021 Gas Tax Program
Resolution # 2021-097
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT a By-Law be brought forward to authorize the Mayor and
Clerk to sign the Letter of Agreement with the Province of Ontario
for the Dedicated Gas Tax Funds for Public Transportation
Program.
Carried
14.7 Recreation, Culture and Parks
14.7.1 RCP 21-05 Award of Contract - Optimist Park Playground
It was asked what happens with old playground equipment. Staff
noted that typically playground equipment is replaced when it is
past its life expectancy and/or in dangerous condition; when
possible equipment would be re-deployed to another playground.
9
The Town utilizes a company that removes old playground
equipment at no cost and re-purposes the equipment.
It was suggested that the Town should consider donating old
playground equipment to a Co-op Housing property in Town. Staff
can explore this option.
Staff noted that there will be $6,500 in savings that can be used to
refresh park benches or contribute to the purchase of a wheelchair
swing.
Resolution # 2021-098
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives report RCP 21-05 Award of Contract –
Optimist Park Playground, as information;
AND THAT Council award the RFP Contract to Openspace
Solutions Inc., Wellesley, Ontario for $67,295.00, exclusive of
applicable taxes.
Carried
15. New Business
16. Consideration of Committee Minutes
16.1 Committee Minutes
Resolution # 2021-099
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receives the Culture, Heritage and Special Awards
Committee minutes dated February 3, 2021 and the Tillsonburg Airport
Advisory Committee minutes dated January 21, 2021, as information.
Carried
16.2 Long Point Region Conservation Authority Board
Resolution # 2021-100
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
10
THAT the Long Point Region Conservation Authority Board Minutes dated
January 13, 2021, be received as information.
Carried
17. Motions/Notice of Motions
18. Resolutions/Resolutions Resulting from Closed Session
19. By-Laws
Councillor Gilvesy declared pecuniary interest on the following item:
1. Item 19.1 (first listed by-law) in open session with the reason being that the
zoning by-law pertains to property owned by her husband.
Councillor Gilvesy abstained from all discussion and voting on the item.
19.1 By-Law 2021-027, to amend Zoning By-Law Number 3295, as
amended (ZN 7-20-19)
19.2 By-Law 2021-028, to authorize an agreement with the Province for
Dedicated Gas Tax Funds for Public Transportation Program
Resolution # 2021-101
Moved By: Councillor Parker
Seconded By: Councillor Rosehart
THAT By-Law 2021-027, to amend Zoning By-Law Number 3295, as
amended (ZN 7-20-19); and
By-Law 2021-028, to authorize an agreement with the Province for
Dedicated Gas Tax Funds for Public Transportation Program, 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 # 2021-102
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
11
THAT By-Law 2021-026, to Confirm the Proceedings of the Council meeting held
on February 22, 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 indicated the John Pound Road construction project is expected to be
completed mid-March according to the recent update from the County.
The Mayor provided an update on COVID-19 vaccinations.
The next regular meeting of Council is scheduled for Monday, March 8, 2021 at
6:00 p.m.
22. Adjournment
Resolution # 2021-103
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT the Council meeting of February 22, 2021 be adjourned at 7:48 p.m.
Carried