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210426 Regular Council Meeting Agenda
The Corporation of the Town of Tillsonburg Council Meeting AGENDA Monday, April 26, 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 April 26, 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 April 12, 2021, be approved. 7.Presentations 8.Public Meetings 9.Planning Reports 10.Delegations 10.1.Youth Council Coalition of Canada (YCC) Kelsey Santarossa, YCC Founder and President Proposed Resolution #3 Moved By: ________________ Seconded By: ________________ THAT the delegation from Kelsey Santarossa regarding the Youth Council Coalition of Canada be received as information. 11.Deputation(s) on Committee Reports 12.COVID-19 13.Information Items 13.1.Tillsonburg Police Services Board Re: Ontario Provincial Police (OPP) detachment boards Proposed Resolution #4 Moved By: ________________ Seconded By: ________________ THAT Council receive the correspondence from the Tillsonburg Police Services Board dated April 21, 2021, as information. 14.Staff Reports 14.1.Chief Administrative Officer 14.2.Corporate Services 14.2.1.CS 21-18 Alternative Voting Methods for the 2022 Municipal Election Proposed Resolution #5 Moved By: ________________ Seconded By: ________________ THAT Council endorse the internet/telephone voting method for the 2022 Municipal Election and that a by-law be introduced at future meeting to confirm internet/telephone voting and further that staff be directed to work with area municipalities to secure a contract/cost for the delivery of this type of election voting method. 14.3.Economic Development 14.3.1.EDM 21-15 RFT 2021-003 VanNorman Innovation Park Servicing Page 2 of 98 Proposed Resolution #6 Moved By: ________________ Seconded By: ________________ THAT Council receive report EDM 21-15 RFT 2021-003 Van Norman Innovation Park Servicing; AND THAT Council award RFP 2021-003 to Froese Excavating Ltd of Norfolk County, ON at a cost of $1,792,374 (not including net HST) - the lowest bid received satisfying all Tender requirements. 14.4.Finance 14.5.Fire and Emergency Services 14.6.Operations and Development 14.6.1.OPD 21-17 Bidwell Ridout Intersection Improvements Proposed Resolution #7 Moved By: ________________ Seconded By: ________________ THAT report OPD 21-17 Bidwell/ Ridout Intersection Improvements be received as information; AND THAT Council directs staff to implement option ____; AND THAT Council directs Staff to amend the Traffic By-Law as required based on the Option supported. 14.6.2.OPD 21-18 J.A Smith Drain Improvement Proposed Resolution #8 Moved By: ________________ Seconded By: ________________ THAT Council receives report OPD 21-18 as information; AND THAT the Notice of Request for Drain Improvement submitted by ARMTEC, under Section 78 of the Drainage Act, R.S.O. 1990, request to improve existing drainage works, in relation to property located at Part of Lot 9 and Part 10 on Concession 4 NTR (Rokeby Road) be received and adopted; AND THAT Mr. Brandon Widner P.Eng of Spriet Associates, be appointed the Engineer to investigate and prepare the necessary drainage report. 14.7.Recreation, Culture and Parks Page 3 of 98 14.7.1.RCP 21-11 Riverine Clubtail Dragonfly Proposed Resolution #9 Moved By: ________________ Seconded By: ________________ THAT report RCP 21-11 Riverine Clubtail Dragonfly, be received as information; AND THAT Staff monitor and update Council as appropriate. 15.New Business 16.Consideration of Committee Minutes 16.1.Committee Minutes Proposed Resolution #10 Moved By: ________________ Seconded By: ________________ THAT the Parks, Beautification and Cemeteries Committee minutes dated April 1, 2021 and the Culture, Heritage, Special Awards Committee minutes dated April 7, 2021 be received, the Airport Advisory Committee minutes dated March 18 and March 25, 2021, and the Economic Development Advisory Committee minutes dated April 13, 2021, as information. 17.Motions/Notice of Motions Proposed Resolution # Moved By: Councillor Parker Seconded By: ________________ THAT Staff be directed to bring a report to Council regarding the cancellation of the cat and dog tag program. 18.Resolutions/Resolutions Resulting from Closed Session 19.By-Laws 19.1.A By-Law to amend Zoning By-Law Number 3295, as amended (ZN 7-21-02) Proposed Resolution #11 Moved By: ________________ Seconded By: ________________ THAT a By-Law to amend Zoning By-Law Number 3295, as amended (ZN 7-21-02), be read for a first, second, third and final reading and that the Mayor and the Clerk Page 4 of 98 be and are hereby authorized to sign the same, and place the corporate seal thereunto. 20.Confirm Proceedings By-law Proposed Resolution #12 Moved By: ________________ Seconded By: ________________ THAT By-Law 2021-046, to Confirm the Proceedings of the Council meeting held on April 26, 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 #13 Moved By: ________________ Seconded By: ________________ THAT the Council meeting of April 26, 2021 be adjourned at___ p.m. Page 5 of 98 1 The Corporation of the Town of Tillsonburg Council Meeting MINUTES Monday, April 12, 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 Paul Groeneveld, Acting Fire Chief Chris Baird, Director of Recreation, Culture and Parks Carlos Reyes, Director of Operations and Development 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 # 2021-157 Moved By: Councillor Esseltine Seconded By: Councillor Luciani Page 6 of 98 2 THAT Council move into Closed Session to consider advice that is subject to solicitor-client privilege, including communications necessary for that purpose and 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) (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose; 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 # 2021-158 Moved By: Councillor Parker Seconded By: Councillor Esseltine THAT the Agenda as prepared for the Council meeting of April 12, 2021, with item 15.2.1 (CS 21-17) being dealt with prior to item 11, be approved. Carried 4. Moment of Silence 5. Disclosures of Pecuniary Interest and the General Nature Thereof No disclosures of pecuniary interest were declared. 6. Adoption of Council Minutes of Previous Meeting Resolution # 2021-159 Moved By: Councillor Rosehart Seconded By: Councillor Gilvesy THAT the minutes of the Council meeting held on March 22, 2021, be approved. Page 7 of 98 3 Carried 7. Presentations 8. Public Meetings 9. Planning Reports 10. Delegations 10.1 Carlotta James Re: The Monarch Ultra Relay Run Carlotta James appeared before Council to share information on the Monarch Ultra Relay Run. Katherine Balpataky was also present. The Monarch Ultra Relay Run is a 21 day running event to encourage action to protect monarchs and other pollinators whose populations are in steep decline. The team plans on running through the Town of Tillsonburg on Monday, October 4, 2021. Opportunity was provided for comments and questions from Council. Resolution # 2021-160 Moved By: Councillor Esseltine Seconded By: Councillor Luciani THAT the delegation from Carlotta James regarding The Monarch Ultra Relay Run be received as information; AND THAT future communication with the Town be directed to the Town's Communication Officer who will relay to Town committees for information. Carried 10.2 South-West Oxford Re: Proposal to Extend Fibre Networks to Tillsonburg Regional Airport in 2022 David Mayberry, Mayor and Mary Ellen Greb, Chief Administrative Officer appeared before Council to present proposal to extend fibre networks to Tillsonburg Regional Airport in 2022. Opportunity was provided for comments and questions from Council. The Tillsonburg Airport Advisory Committee was made aware of the proposal at their March meeting; the Committee was not interested in the proposal and asked that the current tenants be asked if they are interested Page 8 of 98 4 in fibre via a survey. Staff have only received three responses at this time and each respondent has indicated they are not interested in fibre. It was noted that the monies for the project would be required in 2022 and that an agreement would be required with South -West Oxford. Resolution # 2021-161 Moved By: Deputy Mayor Beres Seconded By: Councillor Luciani THAT the delegation from South-West Oxford regarding a proposal to extend fibre networks to Tillsonburg Regional Airport in 2022 be received as information; AND THAT Council support the Town's share of the financial contribution. Carried 10.3 Request to repeal designating By-Law 3852 (Rolph Street Public School) Andrew Teeple, Athon Construction and Development Corporation representing Oxford Lofts Inc. appeared before Council to present the owner's request to repeal designating By-Law 3852. Mr. Teeple provided reasoning for the request and proposed that should the by-law be repealed, the owner would amend the site plan agreement to include detailed elevation drawings, as well as provide $50,000 in security to the Town. Opportunity was provided for comments and questions from Council. Mr. Teeple indicated the cost to insure the property if it was not designated would be one-third of the current cost. Resolution # 2021-162 Moved By: Councillor Luciani Seconded By: Councillor Esseltine THAT the delegation from Andrew Teeple regarding a request to repeal designating By-Law 3852 (Rolph Street Public School) be received as information; AND THAT this information be referred to item 15.2.1 staff report CS 21- 17, for consideration. Page 9 of 98 5 Carried Item 15.2.1 was dealt with next. 11. Deputation(s) on Committee Reports 12. COVID-19 The Mayor shared information on current local restrictions, vaccination updates and available resources. Councillor Parker asked if the Southwestern Public Health Unit can better communicate when there are no vaccination appointments available. 13. Information Items 13.1 Ontario Recreation Facilities Association Re: Open Letter to ORFA Members and Industry Employers 13.2 Solicitor General Re: Ontario Provincial Police (OPP) detachment boards 13.3 Ministry of Finance Re: Ontario Cannabis Legalization Implementation Fund 13.4 Long Point Region Conservation Authority (LPRCA) Re: 2020 LPRCA Financial Statements and Annual Report Staff noted that the proposal for the Ontario Provincial Police (OPP) detachment board is intended to be for Oxford County but that there is opportunity for the Town to submit their own proposal or partner with another municipality for a proposal. Council will make the decision on what proposal to submit. Resolution # 2021-164 Moved By: Councillor Gilvesy Seconded By: Councillor Parker THAT Council receive the correspondence from the Ontario Recreation Facilities Association dated March 19, 2021, the correspondence from the Solicitor General dated March 18, 2021, the correspondence from the Ministry of Finance dated March 29, 2021, and the correspondence from the Long Point Region Conservation Authority dated March 16, 2021, as information. AND THAT the correspondence from the Solicitor General regarding the Ontario Police Board makeup be sent to the Tillsonburg Police Services Page 10 of 98 6 Board (PSB) and that any feedback or comments from the PSB be brought back to Council as soon as possible. Carried 14. Quarterly Reports 14.1 FIN 21-09 2020 Fourth Quarter Consolidated Financial Results Resolution # 2021-165 Moved By: Councillor Esseltine Seconded By: Councillor Luciani THAT Council receives report FIN 21-09 2020 Fourth Quarter Consolidated Financial results as information. Carried 14.2 FIN 21-10 2020 Fourth Quarter Corporate Services Results 14.3 EDM 21-14 2020 Fourth Quarter Economic Development and Marketing Results 14.4 FRS 21-04 2020 Fourth Quarter Fire Services Results 14.5 OPD 21-14 2020 Fourth Quarter Operations and Development Department Results 14.6 OPD 21-16 2020 Fourth Quarter Building, Planning and By-Law Services Results 14.7 RCP 21-08 2020 Fourth Quarter Recreation, Culture and Parks Results Staff noted that the "Equipment Maintenance contract over $34,400 - Dispatch" monies were not accounted for in an agreement for the provision of fire communication services and were required to update systems on both ends to provide service. Resolution # 2021-166 Moved By: Councillor Parker Seconded By: Councillor Esseltine THAT Council receives the 2020 Fourth Quarter Department Results, as information; Page 11 of 98 7 AND THAT the cumulative 2020 RCP Capital shortfall of $67,872.02 be funded from the RCP reserve. Carried 15. Staff Reports 15.1 Chief Administrative Officer 15.1.1 CAO 21-04 Establishment of Subcommittees: Affordable Housing and Boundary Adjustment Resolution # 2021-167 Moved By: Councillor Parker Seconded By: Councillor Gilvesy THAT Council receives report CAO 21-04 Establishment of Subcommittees: Affordable Housing and Boundary Adjustment; AND THAT staff be directed to proceed with establishing the Affordable Housing Committee of Council following option 2 with the Council appointed representative(s) Councillor Parker and Councillor Esseltine; AND FURTHER THAT staff be directed to proceed with establishing the Boundary Adjustment Committee of Council following option 2 with the Council appointed representative(s) Councillor Parker and Deputy Mayor Beres; AND FURTHER THAT Council supports the Terms of Reference provided for each subcommittee. Carried 15.2 Corporate Services 15.2.1 CS 21-17 Request to repeal designating By-Law 3852, owner’s initiative (Rolph Street Public School) Staff noted that typically monies held in security are refundable. Staff would work with the property owner to amend the site plan agreement and obtain the security money. Page 12 of 98 8 Resolution # 2021-163 Moved By: Deputy Mayor Beres Seconded By: Councillor Luciani THAT Council consents to the application under Section 32 of the Ontario Heritage Act to repeal By-Law 3852 (83 Rolph Street, Rolph Street Public School); AND THAT the applicant amend the site plan agreement to include all heritage attributes, as well as require $50,000 in security to be provided to the Town. Carried Item 11 was dealt with next. 15.3 Economic Development 15.3.1 EDM 21-07 Offers to Purchase - Walkway between Woodland Crescent and Trillium Drive Resolution # 2021-168 Moved By: Councillor Esseltine Seconded By: Councillor Parker THAT Council receives report EDM 21-07 Offers to Purchase – Walkway between Woodland Crescent and Trillium Drive; AND THAT a By-Law be brought forward to authorize the Mayor and Clerk to enter into an agreement of purchase and sale with John Peters for the property described as the East part of Block 88, Plan 41M-139, and to be described by a new 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 Margarita Janzen for the property described as the West part of Block 88, Plan 41M-139, and to be described by a new reference plan. Carried 15.3.2 EDM 21-08 Highway 3 and Clearview Drive Intersection Final Project Funding Staff noted that Project 808 (SWM Facility) is nearing completion. Page 13 of 98 9 There is potential that Project 813 (Highway 3 Widening) could go over budget. Resolution # 2021-169 Moved By: Councillor Gilvesy Seconded By: Councillor Rosehart THAT Council receives report EDM 21-08 Highway 3 and Clearview Drive Intersection Final Project Funding; AND THAT $127,000 in funding from the Economic Development Reserve be re-allocated from Project 808 (SWM Facility) to Project 813 (Highway 3 Widening); AND THAT the balance of the Economic Development Reserve of $87,660 be utilized towards Project 813 (Highway 3 Widening); AND THAT the remaining project budget shortfall of $95,399 be temporarily funded from the Tax Rate Stabilization Reserve to be reimbursed by 2021 revenue from the Economic Development Reserve. Carried 15.3.3 EDM 21-09 Surplus Land Declaration - Alleyway between Charles St and Nelson St Staff were asked to provide an overview of next steps in accordance with land disposition by-law. Resolution # 2021-170 Moved By: Councillor Rosehart Seconded By: Councillor Gilvesy THAT Council receives report EDM 21-09 Surplus Land Declaration – Alleyway between Charles Street and Nelson Street; AND THAT the Alleyway property, located between Charles Street and Nelson Street, be declared surplus to the needs of the Town of Tillsonburg in accordance with By-Law 2021-031 (land disposition) including suitable notification to the public. Carried 15.3.4 EDM 21-10 Surplus Land Declaration – Portion of Pine Alley Page 14 of 98 10 Resolution # 2021-171 Moved By: Councillor Luciani Seconded By: Deputy Mayor Beres THAT Council receives report EDM 21-10 Surplus Land Declaration – Portion of Pine Alley; AND THAT the portion of Pine Alley located East of Ball Street, described as Part 1, Plan 41R-7220, be declared surplus to the needs of the Town of Tillsonburg in accordance with Bylaw 2021- 031 (land disposition) including suitable notification to the public. Carried 15.3.5 EDM 21-11 Industrial Land Lease for Agricultural Purposes Resolution # 2021-172 Moved By: Councillor Parker Seconded By: Councillor Gilvesy THAT Council receives report EDM 21-11 Industrial Land Lease for Agricultural Purposes; AND THAT a By-Law be brought forward to authorize the Mayor and Clerk to enter into a lease agreement with VanQuaethem Farms Ltd for the lands described as: Part of Lots 3 and 4, Concession 5 NTR Middleton, and more particularly described as Part 2, Plan 37R-283 and Parts 10 and 11, Plan 41R-10104, comprising approximately 73 acres of farmable land; and, Lands located on the east side of Highway 19 (Vienna Road), legally described as part of Lots 8 and 9, Concession 4, NTR, and more particularly described as Lots 1613 and 1638B, Plan 500, comprising of approximately 17 acres of farmable lands. Carried 15.3.6 EDM 21-12 Offer to Purchase - Lot 7, Van Norman Innovation Park Page 15 of 98 11 Resolution # 2021-173 Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT Council receives report EDM 21-12 Offer to Purchase – Lot 7, Van Norman Innovation Park; AND THAT a By-Law be brought forward to authorize the Mayor and Clerk to enter into an agreement of purchase and sale with 2670309 Ontario Inc for the property described as Lot 7 in the Van Norman Innovation Park. Carried 15.3.7 EDM 21-13 Surplus Land Declaration - Ravine Lands West of Borden Crescent It was asked if this land would have higher value if a development is approved on adjacent property. Staff noted that the zoning on these lands would not change which means it cannot be developed so the value should not change. Staff noted that this report is in response to a request from a developer. Resolution # 2021-174 Moved By: Councillor Parker Seconded By: Councillor Luciani THAT Council receives report EDM 21-13 Surplus Land Declaration – Ravine Lands West of Borden Crescent; AND THAT the ravine lands west of the Borden Crescent right of way, described as Parts 1, 2, 3 and 4, Plan 41R-8799, be declared surplus to the needs of the Town of Tillsonburg in accordance with By-Law 2021-031 (land disposition) including suitable notification to the public. Carried 15.4 Finance 15.4.1 FIN 21-11 BIA Levy Assessment and Write-Off Policy Page 16 of 98 12 The mover indicated the intent of the motion is that all expenses associated to notification be incurred by the Tillsonburg BIA. Staff noted that the by-law would stipulate the proposed maximum charge of 43% as well as a minimum charge. Staff explained the notice requirements and appeal period under the Municipal Act for passing such a by-law. It was asked if staff can provide a report to accompany the by-law. Resolution # 2021-175 Moved By: Councillor Gilvesy Seconded By: Councillor Parker THAT Council receives report FIN 21-11 2020 BIA Levy Assessment and Write-Off Policy as information; AND THAT staff proceed with establishing a maximum charge of 43% of the BIA annual levy to properties known as 164, 170, 200 and 248 Broadway with costs for postage, envelopes and applicable staff time being charged back to the BIA. AND THAT staff take no further action in regards to the tax write off policy. Carried 15.5 Fire and Emergency Services 15.5.1 FRS 21-02 Open-Air Burning By-Law Staff explained that if the Fire Chief or Deputy are not available to respond to a call about recreational fires then a platoon is sent. The educational brochure will be finalized soon and shared via the Town's social media platforms. Staff to explore mail distribution option. Staff explained that open air burning encompasses all burning, including recreational burning. Only recreational burning is permitted in residential zones and does not require permits. Resolution # 2021-176 Moved By: Councillor Luciani Seconded By: Councillor Parker Page 17 of 98 13 THAT staff report FRS 21-02 Open-Air Burning By-Law be received for information; AND THAT Staff be directed to implement Option 2 to promote safe open-air burning practices in the Town: Update Recreational Fires Brochure Distribute Brochure annually with February tax bills Create fire safety messaging plan for open air burning and for distribution of information utilizing the following communications avenues; fire station and Towns signs, and fire services and Town social media outlets Amend rates and fees by-law to include educational enforcement (written warning/letter) for first offence under By- law, and a fee (as per current fee) for a second and any additional offences under the By-law at the current rate in Fees By-law Introduce fire services SOG for response to, investigation and enforcement of open-air burning complaints Carried 15.5.2 FRS 21-03 Fire Safety Grant Resolution # 2021-177 Moved By: Councillor Esseltine Seconded By: Councillor Luciani THAT staff be directed to implement the projects as outlined in the OFMEM Fire Safety Grant Application, as approved by the OFMEM. Carried 15.6 Operations and Development 15.6.1 OPD 21-12 Results for RFT 2021-001 Vienna Road (HWY 19) Asphalt Rehabilitation Page 18 of 98 14 Resolution # 2021-178 Moved By: Deputy Mayor Beres Seconded By: Councillor Luciani THAT Council receives report OPS 21-12, Results for RFT 2021- 001 Vienna Road (HWY 19) Asphalt Rehabilitation as information; AND THAT Council awards Tender RFT 2021-001 to J-AAR Excavating Limited of London, ON at a cost of $968,968.52 (net HST included), the lowest bid received satisfying all Tender requirements. Carried 15.6.2 OPD 21-13 Results for RFT 2021-002 Asphalt and Concrete Maintenance Program Resolution # 2021-179 Moved By: Councillor Gilvesy Seconded By: Councillor Rosehart THAT Council receives report OPS 21-13, Results for RFT 2021- 002 Asphalt and Concrete Maintenance Program as information; AND THAT Council awards Tender RFT 2021-002 to Permanent Paving of Woodstock, ON at a cost of $434,844.70 (net HST included), the lowest bid received satisfying all Tender requirements. Carried 15.6.3 OPD 21-15 O.Reg 588/17 Asset Management Planning for Municipal Infrastructure regulation amendment Resolution # 2021-180 Moved By: Councillor Esseltine Seconded By: Councillor Luciani THAT report OPD 21-15 O.Reg 588/17 Asset Management Planning for Municipal Infrastructure regulation amendment be received as information. Carried Page 19 of 98 15 15.7 Recreation, Culture and Parks 15.7.1 RCP 21-10 Annandale Marketing and Promotion Delivery Strategy 2021 Staff noted that the proposed strategy has been shared with the Museum Advisory Committee and it will be presented to the Committee at their next meeting. Staff noted the Museum has secured the required digital equipment to begin work. Resolution # 2021-181 Moved By: Councillor Luciani Seconded By: Deputy Mayor Beres THAT report RCP 21-10 Annandale Marketing and Promotion Delivery Strategy 2021, be received as information; AND THAT staff be directed to incorporate the report recommendations into current marketing and promotional strategies and future Business Plans. Carried 16. New Business 17. Consideration of Committee Minutes 17.1 Committee Minutes Staff provided an update regarding the Healthy Communities Initiative Funding Application; a response is expected in the next two months. Staff provided an updated regarding upcoming tree planting in Memorial Park. Resolution # 2021-182 Moved By: Councillor Rosehart Seconded By: Councillor Gilvesy THAT Council receives the Memorial Park Revitalization Advisory Committee minutes dated March 17, 2021, as information. Carried Page 20 of 98 16 17.2 Long Point Region Conservation Authority Minutes Resolution # 2021-183 Moved By: Deputy Mayor Beres Seconded By: Councillor Luciani THAT Council receive the Long Point Region Conservation Authority Minutes dated December 2, 2020 and March 5, 2021, as information. Carried 18. Motions/Notice of Motions The mover indicated the intent of the motion is to require the site plan for the entire development to be brought forward. Resolution # 2021-184 Moved By: Councillor Parker Seconded By: Councillor Gilvesy THAT the site plan for the Rokeby Road development be provided to Council for approval. Carried 19. Resolutions/Resolutions Resulting from Closed Session 20. By-Laws 20.1 By-Law 2021-041 to authorize an agreement of purchase and sale with John Peters 20.2 By-Law 2021-042 to authorize an agreement of purchase and sale with Margarita Janzen 20.3 By-Law 2021-043 to enter into a land lease agreement with VanQuaethem Farms 20.4 By-Law 2021-044 to authorize an agreement of purchase and sale with 2670309 Ontario Inc Resolution # 2021-185 Moved By: Councillor Gilvesy Seconded By: Councillor Rosehart Page 21 of 98 17 THAT By-Law 2021-041 to authorize an agreement of purchase and sale with John Peters; and By-Law 2021-042 to authorize an agreement of purchase and sale with Margarita Janzen; and By-Law 2021-043 to enter into a land lease agreement with VanQuaethem Farms; and By-Law 2021-044 to authorize an agreement of purchase and sale with 2670309 Ontario Inc, be read for a first, second, third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Carried 21. Confirm Proceedings By-law Resolution # 2021-186 Moved By: Councillor Esseltine Seconded By: Councillor Parker THAT By-Law 2021-040, to Confirm the Proceedings of the Council meeting held on April 12, 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 22. Items of Public Interest Upcoming Council meetings include: Monday, April 19, 2021 at 4:30 p.m. for the purpose of holding public meetings for planning applications. Monday, April 26, 2021 at 6:00 p.m. regular meeting. 23. Adjournment Resolution # 2021-187 Moved By: Councillor Rosehart Seconded By: Councillor Gilvesy THAT the Council meeting of April 12, 2021 be adjourned at 9:44 p.m. Page 22 of 98 18 Carried Page 23 of 98 HOUR-FOR-H O UR C HALLENGEKelsey Santarossa YCC Founder & President April 26, 2021 Introducing Youth Council Coalition of Canada Coalition des conseils jeunesse du Canada & The Hour-for-Hour Challenge Page 24 of 98 First and only organization in Canada to support youth councils, youth advisory committees and the organizations/staff that host them Founded with the goal to support youth and their allies in building best practices and successfully implementing and influencing policy change in their communities Works around a website that offers opportunities to engage and comment with other members Only organization that captures youth council data in Canada to track their existence, growth and influence Provides resources and administrative supports to member communities and organizations that are taking part in the Hour-for-Hour Challenge, or are looking to start, re-energize or maintain a youth council Youth Council Coalition of Canada / Coalition des conseils jeunesse du Canada Page 25 of 98 Manage your organization’s profile and information highlighted on our member map (This includes your website, contact information, recruitment window, youth member policies and committee focus) Connect with a peer audience working towards youth inclusion and engagement Discuss posts, pages and resources with coalition members Download key Hour-for-Hour Challenge resources and activities to share with youth, and have the YCC validate participation Access exclusive resources tools Receive insights on youth council trends, best practices and data through conducted member surveys Share your good news stories to be highlighted on the website and on social media Request custom supports to help you develop a youth engagement strategy specific to your community The Government Membership provides one year of access to all protected resources and information on the website. With your membership, you will be able to: Membership Benefits Page 26 of 98 Hour-for-Hour Challenge S t u d e n t s a r e n o t e n g a g e d i n m u n i c i p a l g o v e r n m e n t S t u d e n t s a r e f i n d i n g i t h a r d e r t o r e c e i v e c o m m u n i t y s e r v i c e h o u r s d u e t o t h e p a n d e m i c M u n i c i p a l i t i e s a c r o s s C a n a d a a r e a l r e a d y e x p e r i e n c i n g a r e t i r e m e n t w a v e w h i c h w i l l g e t w o r s e b e f o r e i t g e t s b e t t e r . M u n i c i p a l i t i e s o f t e n s t r u g g l e t o e n g a g e r e s i d e n t s , e s p e c i a l l y y o u t h , t h r o u g h s o c i a l m e d i a , s u r v e y s a n d p u b l i c i n f o r m a t i o n c e n t r e s . P r o v i d e y o u t h w i t h o n g o i n g o p p o r t u n i t i e s t o l e a r n a b o u t l i f e i n p u b l i c s e r v i c e t o i n f o r m t h e m o f p o s s i b l e c a r e e r o p p o r t u n i t i e s t h a t d i r e c t l y b e n e f i t s t h e m t h r o u g h e a r n i n g c o m m u n i t y s e r v i c e h o u r s E n g a g e a n d i n f o r m y o u t h t h r o u g h p u b l i c m e e t i n g s t o i n f o r m p o l i c y , c o m m u n i t y a n d p r o g r a m d e v e l o p m e n t G e t a h e a d o f t h e c o n c e r n s t h a t y o u r n e x t g e n e r a t i o n o f v o t e r s w i l l b e p a y i n g a t t e n t i o n t o C h a l l e n g e s : O p p o r t u n i t i e s : Page 27 of 98 Next Steps Y o u c a n t a k e o n t h e H o u r -f o r -H o u r C h a l l e n g e w i t h o u t b e i n g a m e m b e r o f t h e Y o u t h C o u n c i l C o a l i t i o n o f C a n a d a , h o w e v e r w e w o u l d n o t p r o v i d e a n y o f t h e p r o t e c t e d r e s o u r c e s t h r o u g h o u r w e b s i t e , o r b e a b l e t o o f f e r a d m i n i s t r a t i v e s u p p o r t s o t h a t y o u t h c a n s e n d t h e i r c o m p l e t e d a c t i v i t y f o r m s t o u s f o r v a l i d a t i o n . S h o u l d y o u w i s h t o j o i n t h e C o a l i t i o n , i t 's a s e a s y a s s i g n i n g u p t h r o u g h o u r w e b s i t e . A c c e s s t o p r o t e c t e d c o n t e n t i s p r o v i d e d i m m e d i a t e l y . W e w o u l d p r o v i d e s o m e s o c i a l m e d i a c o n t e n t t h a t c a n b e m u t u a l l y p o s t e d t o s h a r e t h i s e x c i t i n g n e w s , a s w e l l a s a n y l e t t e r s t o s c h o o l s o r b o a r d s o f e d u c a t i o n t o s p r e a d t h e w o r d t h a t y o u a r e p r o v i d i n g t h i s o p p o r t u n i t y f o r s t u d e n t s i n y o u r m u n i c i p a l i t y . Page 28 of 98 k e l s e y @ y c c o f c a n a d a .c o m 5 1 9 .9 9 5 .3 2 2 3 y c c o f c a n a d a .c o m Questions? Page 29 of 98 TILLSONBURG POLICE SERVICES BOARD 45 Hardy Ave Tillsonburg , Ontario N4G3W9 Telephone (519) 688-3009 ext 4223 Fax (519) 842-4120 Mayor Molnar & Members of Town Council, April 21, 2021 Under the Community Safety and Policing Act, 2019, the Ministry of the Solicitor General seeks to decrease the number of Police Services Boards that receive direct and/or supplemental services from the Ontario Provincial Police. At the request of the Solicitor General, municipalities and First Nation communities within OPP detachment areas have been asked to work together to determine the composition of their board(s) and submit one proposal per detachment. The Ministry has developed an OPP detachment board framework with which they hope can provide municipalities the flexibility to create a board that reflects each community's local needs. The framework also provides opportunity for input for multiple boards and the rationale for and composition of each additional board. It is the position of the Tillsonburg Police Services Board that responsibility for policing in the County of Oxford is a Lower Tier responsibility and that true "Adequate and Effective" community policing begins with local governance responsive to local needs and circumstances. In a British document titled Police Governance Reform -The Age of Reform Feb 2016, Fred Kaustinen writes "Police boards exist to govern police on behalf of their communities. Local police governance requires stewardship, in the form of local boards, that is relevant to the community it serves, appropriate and independent of police and politics, and competent in fulfilling its fiduciary responsibilities." This describes the basic model we have today. The County of Oxford is a large geographic area made up of eight independent and distinct rural and urban municipalities each with its own needs from a policing standpoint including By-Law enforcement. The Honourable Mr. Justice Michael Tulloch Report of the Independent Police Oversight Review wrote that "The first level of oversight for policing is the police services board". We believe that a regional board is inconsistent with good local governance and that a board should not only be defined by the population but by the individual needs of the local municipality it represents. Page 30 of 98 WHEREAS: Good governance does not support reduced representation; AND WHEREAS: Pre-Covid 5-year aggregate calls for service for the Town of Tillsonburg represent approximately 50°/o of all calls for service in the County of Oxford excluding Woodstock; AND WHEREAS: Tillsonburg is the 2nd largest municipality in the County of Oxford; AND WHEREAS: A population of + or -17000 citizens deserve representation reflective of the community; AND WHEREAS: Policing in Tillsonburg is influenced by a catchment area representing four to five times the population of Tillsonburg; THEREFORE in the spirit of the individual agreements signed by many lower- tier municipalities with the OPP which require local governance, we introduce the attached resolution; Please feel free to contact myself if you have any questions . As well if the Board receives any further information, we will bring it forward to Council. Respectfu I ly, Larry Scanlan Chair, Tillsonburg Police Services Board Page 31 of 98 No. 430 RESOLUTION of the TILLSONBURG POLICE SERVICES BOARD (the "Board") on April 21, 2021 The following resolution was passed: It is the position of the Tillsonburg Police Services Board that responsibility for policing in the County of Oxford is a Lower Tier responsibility and that true “Adequate and Effective” community policing begins with local governance responsive to local needs and circumstances. Therefore, in the spirit of the individual agreements signed by many lower-tier municipalities with the OPP which require local governance, we introduce the following resolution; That the Tillsonburg Police Services Board recommends to Tillsonburg Council that the Tillsonburg Police Services Board remain as an independent/standalone OPP Detachment board for the Municipality of Tillsonburg and further that the Tillsonburg Police Services Board shall provide any information or advice as requested by Tillsonburg Council in support of this resolution. On motion duly made, seconded, and carried: IT WAS RESOLVED that the recommendations of the Tillsonburg Police Services Board be forwarded for Council consideration. Moved by: A. Loker Seconded by: G. Horvath Carried: (4-0) ______________________________________________________________________________ Larry Scanlan, Chair ______________________________________________________________________________ Becky Turrill, Secretary Page 32 of 98 Page 1 of 4 Subject: Voting Methods for the 2022 Municipal Election Report Number: 21-18 Department: Corporate Services Submitted by: Michelle Smibert, Director of Corporate Services/Clerk Meeting Type: Council Meeting Meeting Date: Monday, April 26, 2021 RECOMMENDATION THAT Council endorse the internet/telephone voting method for the 2022 Municipal Election and that a by-law be introduced at future meeting to confirm internet/telephone voting and further that staff be directed to work with area municipalities to secure a contract/cost for the delivery of this type of election voting method. BACKGROUND In accordance with the Municipal Elections Act, municipal elections are to be held every fourth year and voting day is to be held on the fourth Monday in October, with the next municipal election to be held on October 24, 2022. Municipal Clerks must ensure that elections are established which adhere to the following principles: The secrecy and confidentiality of the voting process is paramount The election shall be fair and non-biased The election shall be accessible to voters The integrity of the process shall be maintained throughout the election There is to be certainty that the results of the election reflect the votes cast Voters and candidates shall be treated fairly and consistently The proper majority vote governs by ensuring that valid votes be counted, and Invalid votes must be rejected so far as reasonably possible In 1996, the Municipal Elections Act was amended to permit the use of alternative voting methods and tabulation equipment in lieu of or in addition to the traditional ballot Page 33 of 98 CS 21-18 Page 2 of 4 system of voting. This change was viewed by many Ontario municipalities as a positive change to enable greater opportunity and access for both resident and non -resident electors. Prior to each election, the Municipal Elections Act states that if an alternative voting method is to be used by a municipality then a by-law must be adopted prior to the date of the election. DISCUSSION In 2018, the Town of Tillsonburg used the internet/telephone voting method like the vast majority of municipalities across the Province. In 2018, survey data from the Association of Municipal Managers, Clerk and Treasurers of Ontario (AMCTO) indicated that the use of alternative voting methods by municipalities was growing with the most popular alternative method reported by respondents being internet voting and telephone voting. The survey indicated that the use of internet voting within municipalities in Ontario is growing rapidly from 44 using this method in 2010 to 194 in 2018. The trend is expected to increase for the 2022 municipal election. Internet voting allows an elector to cast an election ballot from their personal computer, tablet or smartphone from anywhere in the world where there is an internet connection. With internet voting, voters will still have the option of voting with the assistance of election officials if assistance is deemed to be required by the elector. Town Hall as well as the Community Centre can be established as a voting location and can be used by those who may not have access to internet services . One of the primary benefits of internet voting is increased accessibility. Advocates indicate that internet voting is the primary method that allows for some voters with disabilities to completely mark a ballot in private without the assistance of a designated election official. Any internet/telephone voting solution would need to fully comply with the Accessibility for Ontarians with Disabilities Act (AODA). The Municipal Elections Act (MEA) requires municipal clerks to prepare accessibility plans to identify, remove, and prevent barriers that could affect electors and candidates with disabilities, and make the plan available to the public prior to voting day. Area municipal Clerks have already discussed voting method options and many of the area Clerks will be recommending internet/telephone voting as the preferred option. There is an opportunity to work together as a group to prepare required documents and work collaboratively in meeting the requirements of the Municipal Elections Act in order to create a positive voting experience for electors and help each municipality save on the financial costs of the election, where possible. Page 34 of 98 CS 21-18 Page 3 of 4 In speaking with staff regarding the 2018 election, it seems as if the election process went well and there were a few suggestions in terms of mod ifications of the program such as attending the retirement residences with a laptop/ipad so that those needing help can be assisted. Once decisions have been made by area municipal councils regarding the voting method then Clerks can work together to obtain pricing on the vote by internet/telephone method and work on similar procedures and communication plans for the election. CONSULTATION Clerk’s staff, Area Clerks. FINANCIAL IMPACT/FUNDING SOURCE None at this time 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 Page 35 of 98 CS 21-18 Page 4 of 4 ATTACHMENTS Appendix A – 2018 Municipal Election AMO Fast Facts Appendix B – AMCTO 2018 Post Election Survey Page 36 of 98 Page 37 of 98 Page 38 of 98 Page 39 of 98 Page 40 of 98 I I I \ __ ,, I, I I -------, I : I. I I I I ---------' I I I !!!AMCTO Ill THE MUNICIPAL EXPERTS Page 41 of 98 AMCTO 2018 POST-ELECTION SURVEY Background: 263 respondents from a range of municipalities, an increase from 119 respondents in 2014. Administered November 2018 -January 2019. Data set (without respondent I Os) will be posted in the members-only section of the AMCTO website. Contact Us: Adam McDonald Policy Advisor amcdonald@amcto.com Rick Johal Director, Member and Sector Relations rjohal@amcto.com !!!AMCTO Ill THE MUNICIPAL EXPERTS Page 42 of 98 RESPONDENT MUNICIPALITIES, by population size •Fe wer than 10,000 • 10,000 -50,000 • 50,000 -100,000 • 100,000 -250,000 •More t h a n 250,000 Population Survey Respondents Less than 1 OK 156/263 (59%) 267/444 (60%) 10,000 -50,000 71/263 (27%) 25/444 (25%) 50,000-100,000 13/263 (5%) 31/444 (7%) More than 1 OOK 24/263 (9%) 36/444 (8%) !!!AMCTO Ill THE MUNICIPAL EXPERTS Page 43 of 98 VOTER TURNOUT PERCENTAGE, BY POPULATION: • 2018 Voter Turno ut (N =242) • 2014 Voter Turnout (N =115) Fewer than 10,000 10000-49999 50,000-99,999 ~"J...O::.... ... ~ -:.._ ·. 100,000-299,999 -.:0.. ~ ~ Greater than 300,000 0 5 10 15 20 25 30 33 .95 35 36.63 36 37 44.86 46.6 39 40 4 5 50 i!!AMCTO Ill THE MUNICIPAL EXPERTS Page 44 of 98 2018 VOTER TURNOUT, BY POPULATION: COMPARISON WITH FEDERAL, PROVINCIAL, MUNICIPAL AVERAGES 0 Gr t'dtc.:r th-in 300,UUO 0 llJUUUU 29<J')•)LJ O~U ,OUO YY,'JY'J 0 10000 -l 'J~'JY 0 Fl-'wer thdll 10,00(J 0 2018 prov111u<1l e lenru11 0 2015 l ~de r J I electro n D 2llHl rn u nrt:.1µ.JI JVer J gt· l:H) /(J 68 .5 (;{) 56.67 46.6 44.86 .HJ 36.2 4 36.63 38.2 9 33.9 5 )U LU lU u lUH! Vuler I ur nou c (N-24 2) !!i AMCTO Ill THE MUNICIPAL EXPERTS Page 45 of 98 l!U Hl8 I Oll 80 60 '10 20 0 VOTING METHODS Which voting methods did you use during the 2018 election? 1 0/ so D PapPr ba ll o t and lnttmtl volin ~ Vot e uy 111 .1 11 10 D !!i AMCTO Ill THE MUNICIPAL EXPERTS Page 46 of 98 TABULATORS Would you recommend using vote tabulato r s in the 2022 election? •Yes • No • M aybe !!!AMCTO Ill THE MUNICIPAL EXPERTS Page 47 of 98 •No INTERNET VOTING: USE Did you use Internet Voting in 2018? (N=240) o, 0% I 5, 2% • Yes, for Advance Voting only • Yes, for Election Day o nl y •Yes, for both Advance Voting a n d El ection Da y !!! AMCTO Ill THE MUNICIPAL EXPERTS Page 48 of 98 INTERNET VOTING: USE Wa s this th e first election your municipa lity used Internet voting? (N =119) • Yes • No Why did you decide to use Internet voting? (N =116) • Im p roved v oter turno ut • Modern iza tio n • c o,t • I mproved dCte,,1b 1ht y !!! AMCTO Ill THE MUNICIPAL EXPERTS Page 49 of 98 INTERNET VOTING: USE Would you recommend using internet vo ting agai n? (N=117) •Yes •M ayb e !!!AMCTO Ill THE MUNICIPAL EXPERTS Page 50 of 98 INTERNET VOTING: SECURITY Did you requ i r e registration prior to voting ? 80 71 70 60 50 48 40 30 20 10 0 Yes No !!i AMCTO Ill THE MUNICIPAL EXPERTS Page 51 of 98 INTERNET VOTING: SECURITY What type of security authentication did your municipality use? 7 0 62 6 0 50 49 40 30 20 10 3 0 1 -s tep 2-st ep Ot her !!!AMCTO Ill THE MUNICIPAL EXPERTS Page 52 of 98 INTERNET VOTING: SECURITY What measu re~ did you take to ens ure the secu rity of your election? 0 cyber-secu r ity consultant, 6 Other (p ease specify), 9 10 20 30 40 50 60 70 80 90 !!!AMCTO Ill THE MUNI C IPAL EXPERT S Page 53 of 98 VOTERS' LIST: QUALITY Overall, how would you rate the quality of the voters list in 2018? • Ve ry Good • Good • Acce pta bl e • Poor • Very Po or !!!AMCTO Ill THE MUNICIPAL EXPERT S Page 54 of 98 VOTERS' LIST: QUALITY Compared to the previous election, how would you rate the quality of MPAC's data? (percentage of respondents) Much w orse Worse About the sa m e Better 0 .00% Much better 1 1.28% 0 .00% 15.18% 20.54% 10.00% 20.00% 25.64% 55.13% 30.00% 40.00% 50.00% 60 .00% • 2014 • 2018 !!!AMCTO Ill THE MUNICIPAL EXPERTS Page 55 of 98 70 60 50 40 30 20 10 0 63 3 3 17 1 2 I Fewer than 10,000 people (n =l35 ) VOTERS' LIST: QUALITY Numbe r o f change s to th e voters' list by population 1 2 -· 18 18 1 7 8 0001 1 11 1 ---- 4 2 2 2 3 0 0 . 0 .1 •• -2 3 0 •• 10,000 -50,000 p eop le (n =66) 50,000 -100,000 people (n=12) 100,000 -250,000 people (n =l3) More than 250,000 people (n =6 ) • 0 -50 • 50 -100 • 100 -500 • 500 -1,000 • 1,000 -5,000 • 5,000 -10,000 • 10,000 -20,000 •More than 20,000 !!! AMCTO Ill THE MUNICIPAL EXPERTS Page 56 of 98 4 5.00% 40.00% 35.00% 30.00% 25 00% 20.00% 1 5.00% 10.00% 5.00% 0.00% VOTERS' LIST: MPAC SERVICE Ov e rall, how satisfied were you with MPAC's service during the 2018 election compared to 2014? (percentage of respondents) 39.29% 34.45% 23.95% 14.29% 13.39% 5 .04% Very ;amfi ed Somewhat sa tbfi ed Ne ither sati~fied or d issa tisfied Somew ha t diss ati;f ied Very di ssa tisfied • 2018 • 2014 !!! AMCTO Ill THE MUNICIPAL EX PERTS Page 57 of 98 ACCESSIBILITY Other (please speci fy) Sign language interpreter I Braille b al lots • Screen reader Free transportation to and from voting pl ace Large t ext ballots feleph one vo t ing (without TTY) Touch screen vo ting Combined t el ephone-internet voting Internet voting with accessibility updates Vote by m ail Audio ballot s Tr adit1 on <JI p aper ba ll ot w ith magnifying shee t s availabl e 0 20 40 60 80 100 12 0 !!!AMCTO Ill THE MUNICIPAL EXPERTS Page 58 of 98 COMPLIANCE AUDIT COMMITTEES Did your municipality have difficulty finding qualified m e mbers for its Compliance Audit Committee (CAC)? • Yes • No Did you work with another municipality to recruit a CAC, or share a committee with another municipality? • No • Yes, shared a co m mi ttee •Yes, w or ked rogether !!!AMCTO Ill THE MUNICIPAL EXPERTS Page 59 of 98 FINANCIAL REVIEWS How is your municipa lity planning to fulfill the requirement to review candidate financial statements? Us i ng ~n external cons ultant I Other (please expl ain ) I Fi nance d epa rtment fulfilling it Cl erk's office fulfilli ng i t 0 so 100 150 200 250 !!!AMCTO Ill THE MUNICIPAL EXPERTS Page 60 of 98 THIRD-PARTY ADVERTISING Did you have registered third-party advertisers? •Ye s •No !!!AMCTO Ill THE MUNI C IPAL EXPERTS Page 61 of 98 THIRD-PARTY ADVERTISING How well did the new third-party advertising rules work? 35 30 29 25 20 19 15 13 10 10 5 0 Not at all Somewhat Very l ittle Very well @!j AMCTO Ill THE MUNICIPAL EXPERTS Page 62 of 98 Page 1 of 3 Subject: RFT 2021-003 Van Norman Innovation Park Servicing Report Number: EDM 21-15 Department: Economic Development Submitted by: Cephas Panschow, Development Commissioner Meeting Type: Council Meeting Meeting Date: Monday, April 26, 2021 RECOMMENDATION THAT Council receive report EDM 21-15 RFT 2021-003 Van Norman Innovation Park Servicing; AND THAT Council award RFP 2021-003 to Froese Excavating Ltd of Norfolk County, ON at a cost of $1,792,374 (not including net HST) - the lowest bid received satisfying all Tender requirements. BACKGROUND The purpose of this report is to seek Council approval to award the contract for the servicing of the Van Norman Innovation Park. Awarding this contract will enable the completion of the industrial park and the subsequent transfer of various lots already approved for sale by Town Council. These transactions and subsequent developments will result in new investment in the Town, including related job growth, and significant increases in industrial tax assessment. DISCUSSION Fourteen companies registered to review the Request for Proposal documents with four proposals received as follows: Bidder Location Bid Amount Froese Excavating Ltd Norfolk County, ON $1,792,374 598424 Ontario Ltd. o/a R. Russell Construction London, ON $1,947,329 J-AAR Excavating Limited London, ON $2,268,439 Euro Ex Construction Woodstock, ON $3,028,801 Page 63 of 98 EDM 21-15 Page 2 of 3 CONSULTATION RFT 2021-003 Van Norman Innovation Park Servicing was released on March 24, 2021 with a response deadline of April 14, 2021. The tender was advertised on the Town’s website, Tillsonburg News, Tillsonburg Bids and Tenders, and Biddingo. All of the bids were reviewed by CJDL Consulting Engineers, the Town’s design engineer for the project, and they are supportive of the recommendation. FINANCIAL IMPACT/FUNDING SOURCE The 2020 Economic Development & Marketing Capital Budget contained $1,650,000 for the construction of Clearview Drive South, including underground services and drainage. The lowest tender amount received by the town is $1,792,374 plus net HST of $31,546 for a total of $1,823,920. This amount is $173,920 more than budgete d. However, the tender price includes a $150,000 contingency amount as well as Provisional items totaling $81,890. These two items amount to $231,890 or $57,970 more than the budget overage. The funding received from the Province of Ontario will help t o offset total project costs as well as electrical servicing and Storm Water Pond landscaping costs, which are not included in this amount. There will be future costs for the top coat of asphalt, which the Engineering Department has indicated will be included in future asphalt contracts for Town projects. Staff will work to manage costs within the approved budget amount and funding received. 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 Page 64 of 98 EDM 21-15 Page 3 of 3 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 – Bid Closing Submission Summary Page 65 of 98 RFT2021-003 TOWN OF TILLSONBURG VAN NORMAN INNOVATION PARK SERVICING Closing Date: Wednesday, April 14, 2021 Submission Summary Vendor City/Province Submission Name Unofficial Value or Notes Froese Excavating Ltd.Tillsonburg, ON Submission 1 $1,792,374.42 598424 Ontario Ltd. o/a R. Russell Construction London, Ontario Submission 1 $1,947,329.10 J-AAR Excavating Limited London, Ontario Submission 1 $2,268,438.65 Euro Ex Construction Woodstock , Ontario Submission 1 $3,028,800.65 Witness (Print Name)Signature Date Witness (Print Name)Signature Date Witness (Print Name)Signature Date Page 66 of 98 Page 1 of 5 Subject: Bidwell/ Ridout Intersection Improvements Report Number: OPD 21-17 Department: Operations and Development Submitted by: Dan Locke, Manager of Public Works Meeting Type: Council Meeting Meeting Date: Monday, April 26, 2021 RECOMMENDATION THAT report OPD 21-17 Bidwell/ Ridout Intersection Improvements be received as information; AND THAT Council directs staff to implement option: Option #1 - Reduce three parking spaces on Bidwell St. to improve visibility through the intersection; or Option #2 - Install two additional stop signs on the North and South bound legs of Bidwell Street increasing the intersection to a four way (all way) stop; AND THAT Council directs Staff to amend the Traffic By-Law as required based on the Option supported. BACKGROUND Council passed the following resolution on Monday December 14, 2020: Resolution # 2020-591 Moved By: Councillor Parker Seconded By: Councillor Gilvesy THAT staff be directed to report on safety measures that can be put in place for the Bidwell/Ridout Intersection and that the report be done in consultation with the Police Services Board for completion by the end of Q2 2021. Carried Page 67 of 98 OPD 21-17 Page 2 of 5 Based on this resolution, Staff has completed the investigation and is recommending the following two options for Council consideration. DISCUSSION The following figure shows the existing conditions of the intersection. In discussions with the Police Service Board Chair it is the understanding that visibility at this intersection is impacted by the on street parking. Figure #1- Existing Condition Option #1 - Reduce parking to improve visibility through the intersection. In Option #1 staff recommends that three on street parking spaces be removed to improve the sight lines sufficiently at the intersection. This will improve the visibility and in turn improve the safety of the intersection. The illustration below shows the intersection on an aerials map view showing the parking spaces to be removed. Removal of one parking spot on the North leg and two on the South leg of the intersection on Bidwell St. Installation of No Parking Sign is required from the location shown to the corner on both the North and South legs of the intersection on Bidwell St. Page 68 of 98 OPD 21-17 Page 3 of 5 Figure #2 - Showing the Intersection indicating the parking spaces to be removed and no parking sign locations. Option #2 - Install two additional stop signs on the North and South bound legs of the intersection increasing the intersection to a four way (all way) stop to improve the safety of the intersection. The illustration below shows the intersection on an aerials map view marked up with the proposed new stop signs, new stop ahead signs and new pavement markings. In Option #2 no parking spaces are required to be removed. This option also additionally provides a crosswalk in all directions similar to the intersection of Bidwell and Washington Grand. The stop signs will improve the intersection by stopping the flow of traffic prior to entering the intersection. Page 69 of 98 OPD 21-17 Page 4 of 5 Figure #3 – Showing the intersection with the two new stop signs and the stop sign ahead signs added. Staff are in support of Option #2 as it provides a cost effective solution that improves the intersection and is consistent with other intersections in this area of the Town. The work can be scheduled upon the execution of Traffic By-Law Amendment approved by Council at a future Council meeting in May. Locates will have to be obtained to install the new posts for the signs. Locates are roughly taking two weeks at this time of year to obtain. Estimated to be completed by the end of May. CONSULTATION Police Services Board Chair, Chief Building Official/ Manager of By-Law Enforcement and the Manager of Engineering were consulted; all have indicated that they prefer Option #2 solution. Page 70 of 98 OPD 21-17 Page 5 of 5 FINANCIAL IMPACT/FUNDING SOURCE Option #1 Cost Estimate Staff time to grind lines to remove the parking spaces and install two no parking signs and posts. This work would likely take approximately a half day for two staff persons. A street sweeper would sweep the area after the line grinding activity is completed. Rough estimate for labour and materials would be approximately $500.00. Option #2 Cost Estimate Four posts and signs would be installed. The pavement markings would be painted on the roadway. This would take an estimated single day of staff time. The rough estimate for labour and materials would be approximately $1200.00. There is minimal costs associated with implementing either Option. T his would be absorbed within the 2021 Public Works budget. 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. Page 71 of 98 Page 1 of 2 Subject: J.A. Smith Drain – Notice of Request for Drain Improvement Report Number: OPD 21-18 Department: Engineering Submitted by: Shayne Reitsma, P.Eng, Manager of Engineering Meeting Type: Council Meeting Meeting Date: Monday, April 26, 2021 RECOMMENDATION THAT Council receives report OPD 21-18 as information; AND THAT the Notice of Request for Drain Improvement submitted by ARMTEC, under Section 78 of the Drainage Act, R.S.O. 1990, request to improve existing drainage works, in relation to property located at Part of Lot 9 and Part 10 on Concession 4 NTR (Rokeby Road) be received and adopted; AND THAT Mr. Brandon Widner P.Eng of Spriet Associates, be appointed the Engineer to investigate and prepare the necessary drainage report. BACKGROUND The petition land owner has proposed plans to change the current use of the land. This change would require a relocation of the existing J.A Smith Drain. DISCUSSION Spriet Associates will collect and provide all the necessary information between all land owners of the J.A Smith municipal drain. CONSULTATION In consultation with the Director of Corporate Services/Clerks and Spriet Associates. Page 72 of 98 OPD 21-10 Page 2 of 2 FINANCIAL IMPACT/FUNDING SOURCE As the proposed plans of the change in the J.A Smith drain are completely on property Part of Lot 9 and Part 10 on Concession 4 NTR, ARMTEC will bourn all associated costs. 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 Notice of Request for Dain Improvement. Page 73 of 98 Page 74 of 98 Page 75 of 98 Page 1 of 4 Subject: Riverine Clubtail Dragonfly Report Number: RCP 21-11 Author: David Drobitch, Manager of Parks and Facilities Meeting Type: Council Meeting Meeting Date: Monday, April 26, 2021 RECOMMENDATION THAT report RCP 21-11 Riverine Clubtail Dragonfly, be received as information; AND THAT Staff monitor and update Council as appropriate. BACKGROUND The Riverine Clubtail Dragonfly is one of 130 species of dragonflies in Ontario. It is listed as “Endangered” by both the federal and provincial government. In Ontario it can be found in small clusters to the north of the Long Point area. The Canadian Wildlife Service (CWS) has informed us of a proposed Recovery Strategy aimed at supporting and enhancing the existing habitat / population in Tillsonburg and surrounding locations. This Report is to inform Council and the Community, and to pas s on the invitation from CWS to review and comment. This following excerpt from the proposed Recovery Strategy identifies wider benefits to our unique Carolinian area as well: “In general, protecting the habitat of the Riverine Clubtail. Great Lakes Plains population, will benefit other native plant and animal species, both aquatic and terrestrial, including other species at risk such as the Laura’s Clubtail (Stylurus laurae) which uses similar habitats in both Big Otter Creek and Big Creek. Other species at risk may also be found in Riverine Clubtail, Great Lakes Plains population, habitat such as Acadian Flycatcher (Empidonax virescens), Eastern Whip-poor-will (Antrostomus vociferus), Blanding’s Turtle (Emydoidea blandingii), Eastern Foxsnake (Pantherophis gloydi), Gray Ratsnake (Pantherophis spiloides), American Chestnut (Castanea dentata), Cucumber Tree (Magnolia acuminata), Eastern Flowering Dogwood (Cornus florida), Round-leaved Greenbriar (Smilax rotundifolia) and Eastern Sand Darter (Ammocrypta pellucida). The Riverine Clubtail, Great Lakes Plains population, is also Page 76 of 98 RCP 21-11 Page 2 of 4 both predator and prey for a number of species (for example, it provides an important component of a healthy ecosystem, food for some species, and a form of natural population control for others). Protection of natural features in the Carolinian region in particular will be of benefit to many species as the natural habitat in that region is already quite fragmented. The Carolinian ecosystem itself is one of the most threatened in Ontario and supports over 125 species at risk.” DISCUSSION Council and residents are aware of the environmental impacts of human activity and climate change; and that the topic of progress / protection can be contentious. Therefore, it is important to highlight successes. Given that dragonflies are considered to be a “canary in the coalmine” species, its presence and/or suitable habitat in Tillsonburg may be viewed as a positive indicator of the health of our local environment. The Canadian Wildlife Service / Environment and Climate Change is inviting the public to review and comment through June 21, 2021 at https://www.canada.ca/en/environment-climate-change/services/species-risk-public- registry.html (click on “Consultations”) CONSULTATION Canadian Wildlife Service Oxford County Currently Ongoing FINANCIAL IMPACT/FUNDING SOURCE N/A 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 Page 77 of 98 RCP 21-11 Page 3 of 4 ☐ 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 – Photo by Deanna Dodgson Appendix B – Tillsonburg Habitat Map Appendix A – Photo by Deanna Dodgson Photo Credit: Deanna Dodgson Page 78 of 98 RCP 21-11 Page 4 of 4 Appendix B: Tillsonburg Habitat Map Page 79 of 98 The Corporation of the Town of Tillsonburg Parks, Beautification and Cemeteries Advisory Committee April 1, 2021 9:00am Lions Den, Community Centre AGENDA Attending: Paul DeCloet, Christine Nagy, Maurice Verhoeve, Barb Wareing, Susan Saelens, Penny Esseltine, Ken Butcher, Marian Smith Regrets: Mike Dean Staff: Christopher Baird, David Drobitch, Margaret Puhr 1. Call to Order 9:06am 2. Adoption of Agenda Proposed Resolution #1 Moved by: Christine Nagy Seconded by: Marian Smith THAT the Agenda as prepared for the Parks, Beautification and Cemeteries Advisory committee meeting of April 1, 2021, be adopted. 3. Minutes of the Previous Meeting Proposed Resolution #2 Moved by: Penny Esseltine Seconded by: Ken Butcher THAT the Parks, Beautification and Cemeteries Advisory Committee Minutes of November 5, 2020, be adopted. 4. Disclosures of Pecuniary Interest and the General Nature Thereof - none 5. General Business & Reports 5.1. Election of new Committee Chair Proposed Resolution #3 Moved by: Marian Smith Seconded by: Paul DeCloet Page 80 of 98 THAT Christine Nagy be nominated to replace Paul DeCloet as the Chair of the committee – Carried And THAT Paul DeCloet be nominated as Vice Chair of the committee – Carried 5.2. Review Council comments on new Cemetery By-law – The new cemetery By-law was revised by the Director and Cemetery Supervisor, presented to Council for the first reading, and second reading. There were some discussion items that came up after that as per attached document - the Committee is asked to review these items, provide comments and the Director will consolidate the recommendations and present to Council for the third reading later in April or early May. The By-law provides for the new standards regarding the upkeep and maintenance of the Cemetery: 1. (12) Care of lots: no person shall plant trees, shrubs, flowers – council suggested deleting that. After a lively discussion, the committee is in agreement that this should be addressed with signage provided at various points at the cemetery. 2. (12.10) Boarders, fences etc. not permitted – agreement by committee; Maurice emphasized how important is to train staff in sensitivity when discussing these rules. 3. Flowers that aren’t being tended – to discourage putting flowers outside of decoration day as it takes a lot of staff time to water 4. (13.10) Potted plants for duration of specific times – committee agreed that it is important not to remove the artificial flower option, but take all flowers off after October 31 annually. 5. Solar lights are discouraged 6. Flat memorial stones – rather than round stones that sink and difficult to work around, Suggestion to move to a tablet style; Maurice reminded there were experimental two rows of flat markers that were successful and are now completed – people liked that idea. Other options requested are green burials, columbaria for cremains are very popular; extend the area and maybe include mausoleum look as well. Also suggested a public survey on future options. Proposed Resolution #4 Moved by: Susan Saelens Seconded by: Ken Butcher THAT the Parks, Beautification and Cemeteries Committee recommend that Council approve amendments to the bylaw AND that a combination of fresh and artificial flowers be approved to be placed after May 1st and removed on October 31 annually Page 81 of 98 AND that the Committee recommends investigating the future promotion of flat markers and green burial concepts. Carried. 5.3. Safety concerns at cemetery – update – there haven’t been many problems lately, but there has been some mischief in early spring, OPP was notified and increased patrolling with no issues since. Things have greatly improved in general. Some of the lane ways are rutted and Chris has acquired $25,000 to resurface approximately 1/3 of the existing laneways in 2021 and over the next few years. The work for this year will be completed in August, on the eastern portion of the Cemetery and the Office parking area . 5.4. Explore Tillsonburg 2021 Day – this is coming up for first Saturday in June, Paul recommends the event to be postponed until October due to COVID, potentially mid-October. To review in next couple of months pending COVID situation. Would like to see tree identification as part of the program to engage people. There is $2,000 budgeted for this event. Perhaps there are some grant funds to assist with programs like these to expand the program. Maurice suggested including Scouts and other organizations; Penny – the tree identification can be worked on at any time, are there markers to put on the trees with names? Paul will look into this, particularly for heritage trees. 5.5. Tree canopy project – when preparing 2021 budget, Councillors were proposing a new tree canopy preservation program for the Town. Other municipalities have tree planting requirements in all new developments. There is some policy review to be done however a “one tree per lot” requirement is now part of the standard requirements on all new residential site plans. Chris and Dave are developing a program that would hire a student or intern arborist to collect all the information and map it for the town, which will then go into pruning and removal schedule as well as replacement with proper species. HR is working on job descriptions to engage students or co -op program available to assist in collecting data. 5.6. Tillsonburg Horticultural Society update – Communities in Bloom is asking everyone to use yellow as a colour theme of hope for this year. In that vain, the BIA is planting yellow flowers downtown and the Horticultural Society is doing this throughout the town. There will be articles in the newspaper and social media promotions asking people to plant yellow, Garden Gate will stock many yellow options. The colour to be all shades of yellow. In partnership with the town, Newman Park, Annandale Museum and all locations around town will be included. A Fundraising Auction is not happening, but the pavilion has been booked for a plant sale on Tuesday May 18, for a socially distanced event. Will provide posters for next meeting. Page 82 of 98 5.7. Update on Service Club signs – tabled to next meeting. Staff will reach out to the club (Margaret). 5.8. General business – Penny wondering what is happening in parks, trails and other locations; Dave update: it is the intention to plant in parks and trails, Matt provided a list of locations that will be having flower beds: 1. Cemetery Gardens 2. Mineral Springs 3. Oxford Parkette 4. Clock Tower 5. Vet’s Trail – Rolph St entrance 6. CSC 7. OPP Station 8. LLWP 9. Skate Park 10. Dog Park 11. Stephenson Bench – TCT/Broadway 12. TCT @ 4th St trailhead 13. Tillsonburg signs – HWY3 (no longer exists), HWY 19 @ Stauffer Motors Christine – would like to consider the roundabouts as part of the beautification for the future – MTO might have comments, will make inquiry. Chris – Courtland Gardens is celebrating 20th anniversary and as part of it, will plant 20 trees along Mclaughlin Trail in Memorial Park, where some ash trees died and were removed. The proposed date will be Earth Day, April 22 at 11am and will be promoted on social media. We have Canada 150 trees that are also ready to be planted, they will be put around the Sam Lamb Field, approximately 40 trees. Maurice – front of the Cemetery is beautiful, he further suggests this be a considered as a future flat marker area to maintain a park-like aesthetic. 6. Next Meeting: May 6 at 9am, location TBD 7. Adjournment Proposed Resolution #5 Moved by: Marian Smith Seconded by: Maurice Verhoeve THAT the April 1, 2021 Parks, Beautification and Cemeteries Advisory Committee meeting be adjourned at 10:19 a.m. Page 83 of 98 The Corporation of the Town of Tillsonburg Culture, Heritage and Special Awards Advisory Committee Meeting April 7, 2021 4:30 p.m. Electronic Meeting MINUTES Present: Collette Takacs, Councillor Penny Esseltine, Carrie Lewis, Tabitha Verbuyst Staff: Laura Pickersgill, Executive Assistant; Patricia Phelps, Manager of Culture & Heritage/Curator Absent: Terry Fleming, Rosemary Dean, Mark Dickson 1. Call to Order The meeting was called to order at 4:33 p.m. 2. Adoption of Agenda Resolution #1 Moved by: Carrie Lewis Seconded by: Tabitha Verbuyst THAT the Agenda as prepared for the Culture, Heritage and Special Awards Advisory Committee meeting of April 7, 2021, be adopted. Carried 3. Adoption of Previous Minutes Resolution #2 Moved by: Councillor Esseltine Seconded by: Carrie Lewis THAT the Minutes as prepared for the Culture, Heritage and Special Awards Advisory Committee meeting of March 3, 2021, be adopted. Carried 4. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 5. Presentations 6. General Business & Reports 6.1 Tillsonburg 150 Brainstorming Sessions 6.1.1 Confirmed Attendees to Date The Committee reviewed the list of RSVPs. It was suggested that the invitation be opened up to include the Town’s Advisory Committee groups, Page 84 of 98 high school students, community sports groups, snowbirds, Theatre Tillsonburg and the Historical Society. There were ideas discussed for the Tillsonburg 150 festival: • To incorporate some kind of music such as: a talent show or lip syncing battle • It was suggested that this event not mimic the Turtlefest event. It will be important for the two planning committees to remain in contact regarding the two events. • Inclusion of the snowbirds • Inclusion of a historical component such as: skits The brainstorming session will be moved to one day versus two days. The session will be held on April 22 from 5-7 p.m. There was a recommendation to host a separate one-day event on the actual Town’s birth date in March 2021. Staff suggested having an open house of Town facilities on this date where members of the public can tour the facilities and enjoy cake and refreshments at each facility. Staff will bring this item to the Senior Leadership and Management Team for review with a report to Council following the staff review. 6.1.2 Develop/Confirm Agenda for Sessions It was suggested that the agenda for the session include: • Introduction • Brainstorming for ideas • Voting on a list of pre-established ideas • Interest in participation in a subcommittee 6.1.3 Confirm Host for the Sessions Collette and Carrie will co-host the session. 6.1.4 Sub-Committee Establishment This will be discussed further following the brainstorming session. 7. Round Table Volunteer Recognition will be advertised this month and then a nomination can be made at the next meeting. Staff to look into previously selected recipient that was posted due to the pandemic. 8. Next Meeting May 5, 2021 at 4:30 p.m. 9. Adjournment Resolution #3 Page 85 of 98 Moved by: Carrie Lewis Seconded by: Tabitha Verbuyst THAT the April 7, 2021 Culture, Heritage and Special Awards Advisory Committee meeting be adjourned at 5:22 p.m. Carried Page 86 of 98 The Corporation of the Town of Tillsonburg TILLSONBURG AIRPORT ADVISORY COMMITTEE March 18, 2021 5:30 p.m. Electronic Meeting MINUTES ATTENDANCE Euclid Benoit, Dan Cameron, Valerie Durston, Deb Gilvesy, Mark Renaud, David Brandon, Jeff Miller, Jeff Dean, Emily Crombez Absent: Staff: Dan Locke, Carlos Reyes MEMBERS ABSENT/REGRETS None 1. Call to Order The meeting was called to order at 5:30 p.m. Mark Renaud sat as the Chair for the meeting. Chair Recognized the new TAAC member Emily Crombez and asked Emily to introduce herself to the rest of the committee. Welcome Emily! 2. Adoption of Agenda Resolution #1 Moved By: Valerie Durston Seconded By: Deb Gilvesy THAT the Agenda as amended for the Tillsonburg Airport Advisory Committee meeting of February 18, 2021 be adopted. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof None Declared 4. Adoption of Minutes of Previous Meeting Resolution #2 Moved By: Euclid Benoit Seconded By: Valerie Durston THAT the Minutes of the Tillsonburg Airport Advisory Committee Meeting of January 21, 2021, be approved. Page 87 of 98 Tillsonburg Airport Advisory Committee Meeting Minutes, March 18, 2021 - 2 - Carried 5. Delegations and Presentations Airport Master Plan Update Christian Perreault and Jason Kipfer from Explorer Solution presented the Draft Master Plan Power Point Presentation. However, the presentation was not able to be completed due to time restrictions and a Special Committee Meeting was set up for March 25, 2021 to finish the presentation, answers questions and take away any comments the TAAC Committee had. 6. General Business & Reports 6.1. New Hangar Update - Dan Locke gave a quick update that no movement on the new hangars due to the Covid restriction. 6.2. Safety Spreadsheet Follow-up – Dan No reported issue in Datastudio to report on. 6.3. Sign on Hwy #19 Dan reported that the sign has 1 ribbon light still out and that the company will be repairing this as soon as they can get in there to do so. Likely won’t be until mid summer when the ground is dry. 7. Correspondence Carlos Presented a letter from SWOX regarding the Fibre Optic network installation. The committee discuss the opportunity and a survey of the Commercial tenants was to be issued to see if they had any interest. 8. Other Business 9. Next Meeting The next meeting of the Tillsonburg Airport Advisory Committee will be a Special Meeting at 6:00 p.m. on March 25, 2021. The next regular meeting will be April 15, 2021at 5:30 pm. 10. Adjournment Resolution #3 Moved By: Emily Crombez Seconded By: Jeff Miller THAT the Tillsonburg Airport Advisory Committee Meeting of March 18, 2021 be adjourned at 6:40 p.m. Carried Page 88 of 98 The Corporation of the Town of Tillsonburg Special Meeting TILLSONBURG AIRPORT ADVISORY COMMITTEE March 25, 2021 6:00 p.m. Electronic Meeting MINUTES ATTENDANCE Euclid Benoit, Dan Cameron, Valerie Durston, Deb Gilvesy, Mark Renaud, David Brandon, Jeff Miller, Jeff Dean Absent: Emily Crombez Staff: Dan Locke, Carlos Reyes. Kyle Pratt Guest: Mary Ellen Greb MEMBERS ABSENT/REGRETS None 1. Call to Order The meeting was called to order at 6:05 p.m. Mark Renaud sat as the Chair for the meeting. 2. Adoption of Agenda Resolution #1 Moved By: Euclid Benoit Seconded By: Deb Gilvesy THAT the Agenda as amended for the Tillsonburg Airport Advisory Committee meeting of March 25, 2021 be adopted. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof None Declared 4. Delegations and Presentations Christian Perreault and Jason Kipfer from Explorer Solutions Presented the remainder of the Draft Master plan deferred from the March 18th TAAC Meeting and took question and comments from the Committee. 5. Next Meeting The next meeting of the Tillsonburg Airport Advisory Committee will be at 5:30 p.m. on April 15th, 2021. Page 89 of 98 Tillsonburg Airport Advisory Committee Special Meeting Minutes, March 25, 2021 - 2 - 6. Adjournment Resolution #3 Moved By: Jeff Miller Seconded By: Valerie Durston THAT the Tillsonburg Airport Advisory Committee Meeting of March 25, 2021 be adjourned at 8:27 p.m. Carried Page 90 of 98 The Corporation of the Town of Tillsonburg Economic Development Advisory Committee Meeting April 13, 2021 7:30 a.m. Electronic Meeting MINUTES Present: Andrew Burns, Councillor Deb Gilvesy, Mayor Stephen Molnar, Lisa Gilvesy, Cedric Tomico, Suzanne Renken, Randy Thornton, Lindsay Morgan-Jacko, Steve Spanjers Staff: Kyle Pratt, CAO; Cephas Panschow, Development Commissioner; Laura Pickersgill, Executive Assistant; Karen Keller, Economic Development & Marketing Coordinator Regrets: Collette Takacs, Jesse Goossens Absent: Kirby Heckford, Jeff VanRybroeck Guest: Mark Renaud 1. Call to Order The meeting was called to order at 7:30 a.m. 2. Adoption of Agenda Resolution #1 Moved by: Suzanne Renken Seconded by: Cedric Tomico THAT the Agenda as prepared for the Economic Development Advisory Committee meeting of April 13, 2021, be adopted. Carried 3. Adoption of Previous Minutes Resolution #2 Moved by: Councillor Gilvesy Seconded by: Lindsay Morgan-Jacko THAT the Minutes as prepared for the Economic Development Advisory C ommittee meeting of March 9, 2021, be adopted. Carried 4. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. Page 91 of 98 5. Presentations 5.1 Wayfinding Signage Update Presented by: Ce phas Panschow & Karen Keller Karen Keller provided an overview of the wayfinding signage project. Opportunity was provided for participants to provide feedback and comments. Comments and feedback included: • Provincial signage is required for locations such as: Fire Station, OPP, Museum and Hospital. These locations have their own mandated signs and the idea was to save the space on these other signs . • The Trans -Canada Trail has been recently re-branded as the Great Trail but still exists as the Trans -Canada Trail and not many individuals are aware of this update yet. • Add more signage for the soccer park and the skate park. • Add southbound signage for the ‘arenas’ at the Community Centre. • The sign on Broadway (northbound) before Lisgar Avenue be included as part of the school notification sign for southbound traffic. • Too many signs along Broadway. There are only five additional signs being added to Broadway (advertising the Community Centre). • Some signs are larger than they need to be such as the Glendale High School sign. • The term OPP should be changed to Police for better understanding. • The theatre sign on Potters Road should indicate ‘live theatre’. • The outdoor Scott MacLean Memorial Park should be highlighted. • The funding for this project is coming from an earmark in a reserve of $30,000 already designated for this project. Karen Keller left the meeting at 8:14 a.m. 6. General Business & Reports 6.1 Collaboration Discussion with Chair of Tillsonburg Airport Advisory Committee Mark Renaud, Chair of the Tillsonburg Airport Advisory Committee, was presented and indicated that there is lack of awareness of the Tillsonburg Airport. Although it is owned by the Town, the airport does have a wide regional impact. It was mentioned that some people don’t have a full understanding of how important the airport is such as being utilized by Air ORNG and the Canadian Military. It was noted that there has been unprecedented growth at the airport. There are concerns with lack of hydro availability at the airport. It was suggested that keeping an identified agenda item quarterly on this Committee’s agendas moving forward to continue discussion. It was suggested that the Airport Master Plan draft be sent to this Committee for feedback. Page 92 of 98 Kyle Pratt provided a brief history of the Tillsonburg Airport. One of the recommendations coming out of the Oxford County Service Delivery Review was to provide proof that the airport does provide a regional economic benefit. As part of this, an economic impact analysis was completed. It was noted that the concept of fly-in tourism packages could be a unique way to bring more tourism into our community. It was suggested that this concept be delivered to Oxford County and if they agree with the concept they may provide funding that could be put into reserves for the airport to put towards items such as hydro. It was suggested that an individual be selected to be the champion of the Airport Master Plan to drive this plan forward. Mark Renaud left the meeting at 8:38 a.m. 6.2 Monthly Projects Update Cephas provided an overview of the monthly projects update. The preliminary earthworks contract is near completion at VanNorman Innovation Park. The storm water management pond shaping is near completion. There is clean up work being done such as adding top fill and laying seed. The tender is to close tomorrow with plans to bring a report to Council on April 26. 6.3 Economic Development Strategy Update - Survey Results There have been seven responses received so far but staff would like to see more responses. Staff will circulate the survey again. 6.4 Call for Nominations- Chamber of Commerce The Call for Nominations has begun. There will be a summary brought to the next meeting and the nomination process will take place. 6.5 Tillsonburg Hydro Inc. It was mentioned that the Chair of the Hydro Subcommittee requested a meeting with the Chair of the THI Board about one month ago. There has been no response received. This concern will be taken back to the subcommittee and a further update will be provided. 6.6 Town Hall Task Force The next meeting is scheduled for April 14th where the Committee will be reviewing the results of the employee space needs study and land appraisal quotations. 6.7 Physician Recruitment & Retention Committee The next meeting is currently scheduled for May 4th but there is anticipation it will be held at the end of April. It was noted that there needs to be a Tillsonburg staff representative on the Oxford County Physician Recruitment Committee. The Tillsonburg Committee will discuss this at their upcoming meeting. 6.8 Community Strategic Plan Page 93 of 98 It was noted that two community leader focus groups have been held. The public survey closes on April 15th and then the next step will be for the consultant to consolidate the feedback from this survey to present to Council. 7. Community Organization Updates 7.1 Downtown Business Improvement Association 7.1.1. April 2021 Report There have been concerns brought forward from local businesses not being able to re-open following this provincial lockdown. There were a variety of funding opportunities discussed that are available for local businesses. If anyone is aware of a business that has applied and not received the funding yet they are advised to let staff know. 7.2 Tillsonburg District Chamber of Commerce Suzanne provided an overview of the letter sent to the provincial government regarding the impacts on local businesses with the provincial lockdowns. 7.3 Tillsonburg District Real Estate Board 7.3.1 Listings & Statistics It was suggested that as housing inventory increases in the spring the prices may go down slightly. The Town was featured in MacLeans magazine as one of the ‘Top 25 Best Communities in Canada’ to live in. Randy Thornton left the meeting at 9:10 a.m. 8. Round Table There has been two recent manufacturing business closures. The information on the Boundary Adjustment and Affordable Housing subcommittees will be brought forward to the next agenda. A new layer has been hired at Jenkins & Gilvesy Law Firm. 9. Next Meeting May 11, 2021 7:30 a.m. 10. Adjournment Resolution #3 Moved by: Cedric Tomico Seconded by: Steve Spanjers THAT the April 13, 2021 Economic Development Advisory Committee meeting be adjourned at 9:20 a.m. Carried Page 94 of 98 Page 1 of 2 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 2021-___ A By-Law to amend Zoning By-Law Number 3295, as amended. WHEREAS the Municipal Council of the Corporation of the Town of Tillsonburg deems it advisable to amend By-Law Number 3295, as amended. THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1. That Schedule "A" to By-Law Number 3295, as amended, is hereby amended by changing to ‘R1-25’ the zone symbol of the lands so designated ‘R1-25’ on Schedule “A” attached hereto. 2. That Section 6.5 to By-Law Number 3295, as amended, is hereby further amended by adding the following subsection at the end thereof: “6.5.25 LOCATION: PART BLOCK A, PLAN 966, PART 3 OF 41R-9192, 30 OLD VIENNA ROAD, R1-25 (KEY MAP 29) 6.5.25.1 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any R1-25 zone use any lot, or erect, alter, or use any building or structure for any purpose except the following: all uses permitted in Table 6.1; a detached secondary dwelling unit. 6.5.25.2 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any R1-25 Zone use any lot, or erect, alter, or use any building or structure for any purpose except in accordance with the following provisions: 6.5.25.2.1 PROVISIONS FOR A DET ACHED SECONDARY DWEL LING UNIT 6.5.25.2.1.1 GROSS FLOOR AREA Maximum 116 m2 (1250 ft2) 6.5.25.2.1.2 REAR YARD DEPTH Minimum 3.0 m (9.8 ft) 6.5.25.3 That all of the provisions of the R1 Zone in Section 6.2 of this By-Law, as amended, shall apply and further, that all other provisions of this By-Law, Page 95 of 98 By-Law 2021-___ Page 2 of 2 as amended, that are consistent with the provisions herein shall continue to apply mutatis mutandis.” 3. This By-Law comes into force in accordance with Sections 34(21) and (30) of the Planning Act, R.S.O. 1990, as amended. READ A FIRST AND SECOND TIME THIS 26th day of APRIL, 2021. READ A THIRD AND FINAL TIME AND PASSED THIS 26th day of APRIL, 2021. ___________________________ MAYOR – Stephen Molnar ______________________________ CLERK – Michelle Smibert Page 96 of 98 36.08P A R T 3 4 1 R - 9 1 9 2 NW ANGLE BLOCK A, PLAN 966 N52°34 ' 3 0 " W 5 2 . 7 2 N69°58'50"W 58.33 N13°28'20"E 70.38N20°01'20"E 85.71R E G I S T E R E D P L A N 9 6 6 B L O C K AOLD VIENNA RDVIENNA RDSCHEDULE "A" PT BLOCK A, REGISTERED PLAN 966 PART 3, REFERENCE PLAN 41R-9192 TOWN OF TILLSONBURG AREA OF ZONE CHANGE TO R1-25 NOTE: ALL DIMENSIONS IN METRES THIS IS SCHEDULE "A" MAYOR - Stephen Molnar CLERK - Michelle Smibert TO BY-LAW No. ________________, PASSED THE __________ DAY OF ____________, 2021 TO BY-LAW No.© 8 0 8 16 244 METRES ÞR2021- 26 April 2021- Page 97 of 98 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 2021-046 A BY-LAW to confirm the proceedings of Council at its meeting held on April 26, 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 April 26, 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 26th DAY OF APRIL, 2021. READ A THIRD AND FINAL TIME AND PASSED THIS 26th DAY OF APRIL , 2021. ________________________________ MAYOR – Stephen Molnar _______________________________ CLERK – Michelle Smibert Page 98 of 98