210322 Council MIN 1
The Corporation of the Town of Tillsonburg
Council Meeting
MINUTES
Monday, March 22, 2021
4:00 PM
Electronic Meeting
ATTENDANCE: Mayor Molnar
Deputy Mayor Beres
Councillor Esseltine
Councillor Gilvesy
Councillor Luciani
Councillor Parker
Councillor Rosehart
Staff: Kyle Pratt, Chief Administrative Officer
Michelle Smibert, 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
Cephas Panschow, Development Commissioner
Paul Groeneveld, Acting Fire Chief
Vanessa Devolin, Acting Deputy Fire Chief
Geno Vanhaelewyn, Chief Building Official
Laura Pickersgill, Executive Assistant
Shayne Reitsma, Manager of Engineering
_____________________________________________________________________
1. Call to Order
The meeting was called to order at 6:00 p.m.
2. Closed Session (4:00 p.m.)
Resolution # 2021-135
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
2
THAT Council move into Closed Session to consider two personal matters about
identifiable individuals, including municipal or local board employees, and two
matters of 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) (b) personal matters about identifiable individuals,
including municipal or local board employees;
2.4.3 239 (2) (c) a proposed or pending acquisition or disposition of
land by the municipality or local board;
2.4.4 239 (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 # 2021-136
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT the Agenda as prepared for the Council meeting of March 22, 2021, be
approved.
Carried
4. Moment of Silence
5. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
6. Adoption of Council Minutes of Previous Meeting
3
Resolution # 2021-137
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT the minutes of the Council meeting held on March 8, 2021, be approved.
Carried
7. Presentations
7.1 Strategy Corp - Fire Communications Business Plan Review
John Matheson, Principal and Jaiman Chin, Consultant with Strategy Corp
provided an overview of the executive summary of the Fire
Communication Business Plan Review.
It was noted that the Town Tillsonburg has a strong reputation with
customers. The Town's fire communications service is identified a
competitive entity due to being a very responsive, flexible, and
professionally staffed organization that is in full compliance with NFPA.
It was suggested that some improvements could be made by better
managing the overtime costs of staff and that this may be done by revising
the organizational structure. It was noted that the Town should seek out
more customers as there is an excess of assets available to perform
service for additional customers which would assist with increasing
profitability. It was not recommended that the fire communications be
managed internally as Customer Service Representatives as there would
not be sufficient background knowledge required to provide the quality of
service received today.
Opportunity for members of Council to ask questions was provided. It was
recommended that in the future when contracts are renewed that the
pricing structure be reviewed to follow a more consistent pricing structure
among customers.
Deputy Chief Devolin, John Matheson and Jaiman Chin left the meeting at
6:34 p.m.
Resolution # 2021-138
Moved By: Councillor Gilvesy
Seconded By: Councillor Parker
THAT Council receives the presentation by Strategy Corp regarding the
Fire Communications Business Plan Review, as information.
4
AND THAT staff prepare a report back to Council regarding options with
the goal of mitigating financial losses incurred by Fire Communications
Operations.
Carried
8. Public Meetings
9. Planning Reports
10. Delegations
10.1 Elizabeth Sinclair Re: Purple Lights for Epilepsy Awareness Day on
March 26, 2021
Elizabeth Sinclair provided an overview of the statistics and challenges
associated with epilepsy.
Elizabeth left the meeting at 6:41 p.m.
Resolution # 2021-139
Moved By: Councillor Parker
Seconded By: Councillor Gilvesy
THAT the delegation from Elizabeth Sinclair regarding Epilepsy
Awareness Day be received as information;
AND THAT the lights in the clock tower be turned purple on March 26th in
honour of Epilepsy Awareness Day.
Carried
11. Deputation(s) on Committee Reports
12. COVID-19
Our region will remain in the Orange Zone for at least another week under the
Provincial Reopening Framework.
There is opportunity in the near future for vaccines to be provided in our local
community as the availability and viability of storage and transportation of the
vaccine increases.
The dashboard on Southwest Public Health's website will only be updated on
weekdays now rather than seven days per week. There are variant of concern
active cases identified in the region.
5
Individuals born in 1946 or earlier are now eligible to receive a vaccine in our
region.
Concerns were noted with the fact that Southwest Public Health does not have a
waitlist and that this could allow for wasting of vaccines that are thawed. It was
noted that there is an end of day usage policy established to ensure there is little
or no waste.
13. Information Items
14. Staff Reports
14.1 Chief Administrative Officer
14.2 Corporate Services
14.2.1 CS 21-14 Bell On Demand Contact Centre
This initiative would provide benefits to both the Town's Customer
Service and Tillsonburg Hydro Inc. This issue arose in 2019 when
the new phone system was implemented. Currently, the Town and
Tillsonburg Hydro Inc. are not fulfilling reporting requirements under
the Ontario Energy Board.
Resolution # 2021-140
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT the Bell On Demand Contact Centre software be purchased
at a onetime cost of $5,300 and monthly recurring charges of
$516.50 per month to be cost shared between the Town and
Tillsonburg Hydro;
AND THAT the Town IT reserve be used to fund the Town’s
onetime cost of $2,650.
Carried
14.2.2 CS 21-15 Council and Committee Meeting Options
Resolution # 2021-141
Moved By: Councillor Esseltine
Seconded By: Councillor Luciani
THAT Council provides the following direction for Council and
Advisory Committee meetings:
6
That council continue to meet in the hybrid format with attendees
both in council chambers and virtually, and that committees of
council select their preferred option, either the combined hybrid
format from council chambers and virtually, or in person following
COVID 19 protocol in a meeting room at the Tillsonburg Community
Centre, while COVID 19 restrictions remain in place.
Carried
14.2.3 CS 21-16 Business Licensing Exemption Request (Leen’s Fish
and Chips)
Resolution # 2021-142
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receives this report for information and that no action
be taken on this request at this time.
Carried
14.3 Economic Development
14.4 Finance
14.5 Fire and Emergency Services
14.6 Operations and Development
14.6.1 OPD 21-08 Building Inspector 2 - Business Case
Staff would reassess the department's requirements if building
activity slows down in the future.
Geno Vanhaelewyn left the meeting at 7:05 p.m.
Resolution # 2021-143
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receives report OPD 21-08 Building Inspector 2 -
Business Case as information;
7
AND THAT Council continues to support the requirements set in
the Ontario Building Code Act to ensure adequate staffing are in
place to administer the Ontario Building Code;
AND FURTHER THAT Council approve an additional FTE for
Building Services and direct staff to proceed with the Building
Inspector 2 recruitment process.
Carried
14.6.2 OPD 21-09 Transfer Station Recycling Bins Relocation
Resolution # 2021-144
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives report OPD 21-09 Transfer Station
Recycling Bins Relocation as information;
AND THAT no further action is taken.
Carried
14.6.3 OPS 21-10 Kinsmen Bridge
This project would be started as early as January 2022. No
additional funding sources have been explored at this time to be
able to start this project in 2021. This project will be funded through
the tax levy.
There may be an opportunity for the Canadian Forces to do the
building. This was a program done in past years that allows for a
training exercise for the Canadian Forces personnel. Staff are
awaiting a response from Canadian Forces and will report back to
Council when this information is received.
There were some questions regarding the heritage designation of
the bridge and some members enquired if this designation should
be determined before moving ahead with the environmental
assessment.
Resolution # 2021-145
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
8
THAT Council receives report OPD 21-10 Kinsmen Bridge, as
information;
AND THAT Council authorize staff to complete a Schedule C
Environmental Assessment study and detailed design of the
preferred solution;
AND THAT Council give 2022 pre-budget approval for the detailed
design project pertaining to the Kinsmen Pedestrian Bridge of
$306,000.
Defeated
Resolution # 2021-146
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receives Report OPD 21-10 Kinsmen Bridge, as
information;
AND THAT staff be directed to report back to Council with
additional steps or information to help advance this project.
Carried
14.6.4 OPD 21-11 Safe Restart Phase 2 Funding Agreement
Resolution # 2021-147
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receives report OPD 21-11 Safe Restart Agreement
Phase 2 - Funding Agreement as information;
AND THAT a By-Law to authorize the Mayor and Clerk to sign the
Transfer Payment Agreement for The Safe Restart Agreement,
Phase 2 Municipal Transit Funding, be brought forward for
Council’s consideration.
Carried
14.7 Recreation, Culture and Parks
9
14.7.1 RCP 21-07 RCP Departmental Service Review Update - March
2021
Director Baird noted that there has been consideration into
reducing museum hours to the public in the future to assist with
decreasing financial losses associated with the museum if
necessary. Director Baird suggested that it may be beneficial to
decrease open hours to the public in the future while having staff
working inside to allow for more work to be done on the collections.
Resolution # 2021-148
Moved By: Deputy Mayor Beres
Seconded By: Councillor Esseltine
THAT report RCP 21-07 RCP Departmental Service Review
Update – March 2021, be received as information.
Carried
14.7.2 RCP 21-09 Playground Disposal
It was noted that the company receiving the used and out of date
equipment does look into providing refurbished equipment.
Resolution # 2021-149
Moved By: Councillor Gilvesy
Seconded By: Councillor Parker
THAT report RCP 21-09, Playground Disposal, be received as
information;
AND FURTHER THAT Council provides a financial donation in the
amount of $1,000 to the Dereham Co-op’s Playground Fundraising
initiative in lieu of our used equipment.
Carried
15. New Business
16. Consideration of Committee Minutes
16.1 Committee Minutes
10
Resolution # 2021-150
Moved By: Councillor Parker
Seconded By: Councillor Luciani
THAT Council receive the Recreation and Sports Advisory Committee
minutes dated November 11, 2020 be received, the Tillsonburg Airport
Advisory Committee minutes dated February 18, 2021, the Tillsonburg
Transit Advisory Committee minutes dated March 5, 2021, the Recreation
and Sports Advisory Committee minutes dated March 10, 2021, the Town
Hall Steering Committee minutes dated February 10, 2021, the Economic
Development Advisory Committee minutes dated March 9, 2021, and the
Culture, Heritage and Special Awards Committee minutes dated March 3,
2021, as information.
Carried
16.2 Long Point Region Conservation Authority Minutes
Resolution # 2021-151
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receive the Long Point Region Conservation Authority
Minutes dated February 3, 2021 be received, as information.
Carried
17. Motions/Notice of Motions
Councillor Luciani noted that it would be better to ask for this type of report when
there is a new Transit Coordinator in place.
Resolution # 2021-152
Moved By: Councillor Parker
Seconded By: Councillor Gilvesy
THAT Council directs Staff to draft a report on the T:GO Transit route, with the
possibility of adding a stop in the north section of town, making stop #25 at the
Norfolk Mall more accessible and having the bus stop at Glendale school before
the start of classes in the morning;
AND THAT the report be sent to the Tillsonburg Transit Advisory Committee for
comment before being brought to Council;
11
AND FURTHER THAT the report be forwarded to the Tillsonburg Transit
Advisory Committee as information.
Carried
Resolution # 2021-153
Moved By: Councillor Gilvesy
Seconded By: Councillor Parker
THAT the Town of Tillsonburg Council supports and respectfully requests that
Southwestern Public Health identify a location for a COVID-19 vaccination clinic
in the Town of Tillsonburg;
AND THAT a COVID-19 vaccination clinic be made a priority to ensure that all
citizens have equitable and accessible opportunities to receive the COVID-19
vaccine in light of the transportation, financial and health barriers associated with
having to travel to another community to receive the vaccination;
AND THAT the clinic inside the boundaries of the Town of Tillsonburg be
operational as soon as logistically possible;
Furthermore, the Town of Tillsonburg offers their support in getting this clinic up
and running.
Carried
18. Resolutions/Resolutions Resulting from Closed Session
19. By-Laws
19.1 By-Law 2021-036, to amend Development Charges By-Law 4315 for
the Town of Tillsonburg
19.2 By-Law 2021-037, to impose fees for services provided by The
Ontario Provincial Police, Oxford County Detachment relating to the
reduction of false security alarms and to repeal By-Law 3170
19.3 By-Law 2021-038, to appoint an Acting Fire Chief for the Town of
Tillsonburg and to repeal By-Law 2020-057
19.4 By-Law 2021-039, to authorize a transfer payment agreement with the
Province (Safe Restart Agreement Phase 2)
12
Resolution # 2021-154
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT By-Law 2021-036, to amend Development Charges By-Law 4315
for the Town of Tillsonburg; and
By-Law 2021-037, to impose fees for services provided by The Ontario
Provincial Police, Oxford County Detachment relating to the reduction of
false security alarms; and
By-Law 2021-038, to appoint an Acting Fire Chief, Paul Groeneveld, for
the Town of Tillsonburg and to repeal By-Law 2020-057; and
By-Law 2021-039,to authorize a transfer payment agreement with the
Province (Safe Restart Agreement Phase 2), 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 # 2021-155
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT By-Law 2021-035, to Confirm the Proceedings of the Council meeting held
on March 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
Carlos will look into the status of completion through Oxford County on the status
of the John Pound Road project. Carlos noted that the rolling on the walking
bridge will be removed in time for the summer.
Michelle will have the Community Update Section of the Tillsonburg newspaper
updated to include information on how residents can access hard copies of the
Community Strategic Plan survey.
13
'Cram the Cruiser' for food bank donations is occurring on Saturday, March 27
from 9:00 a.m. to 3:00 p.m.
There is hydro outage planned April 10 from 3 a.m.-8 a.m.
The Customer Service Centre has been temporarily relocated to 200 Broadway,
2nd Floor from March 23-29. Hard copies of the COVID vaccine consent form
and Community Strategic Plan survey are available here.
22. Adjournment
Resolution # 2021-156
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT the Council meeting of March 22, 2021 be adjourned at 8:27 p.m.
Carried