211012 Council MIN 1
The Corporation of the Town of Tillsonburg
Council Meeting
MINUTES
Tuesday, October 12, 2021
5:00 PM
Electronic Meeting
ATTENDANCE: Mayor Molnar
Deputy Mayor Beres
Councillor Esseltine
Councillor Gilvesy
Councillor Luciani
Councillor Parker
Councillor Rosehart
Staff: Kyle Pratt, Chief Administrative Officer
Michelle Smibert, Director of Corporate Services/Clerk
Sheena Pawliwec, Director of Finance/Treasurer
Renato Pullia, Interim Director of Finance/Treasurer
Shane Caskanette, 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 5:00 p.m.
2. Closed Session (5:00 p.m.)
Resolution # 2021-420
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Moved By: Councillor Luciani
Seconded By: Councillor Esseltine
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 # 2021-421
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT the Agenda as prepared for the Council meeting of October 12, 2021, with
item 14.6.2 Staff Report OPD 21-43 being dealt with following item 7.1, 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 # 2021-422
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Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT the minutes of the Council meeting held on September 27, 2021, be
approved.
Carried
7. Presentations
7.1 Fabrik Architects Re: Tillsonburg Operations Facility Study
Haley Gamble, Fabrik Architects, appeared before Council to provide an
overview of the Tillsonburg Operations Facility Study.
Opportunity was provided for comments and questions from Council.
Ms. Gamble indicated that the concept designs meets the Town's
equipment storage needs based on information provided by each
department.
Resolution # 2021-423
Moved By: Councillor Luciani
Seconded By: Councillor Parker
THAT the presentation from Fabrik Architects regarding Tillsonburg
Operations Facility Study be received as information;
AND THAT this information be referred to item 14.6.2 staff report OPD 21-
45, for consideration.
Carried
Agenda item 14.6.2 was dealt with next.
8. Public Meetings
9. Planning Reports
10. Delegations
10.1 Isaak Heide Re: Fire Department Bill
Isaak Heide appeared before Council to request that Council waive a fire
department bill.
Opportunity was provided for comments and questions from Council.
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Staff noted that the fees associated to the dispatch of a fire apparatus are
approved in the annual rates and fees by-law.
Resolution # 2021-425
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT the delegation of Isaak Heide regarding fire department bill be
received as information.
Carried
11. Deputation(s) on Committee Reports
12. COVID-19
13. Information Items
13.1 Southwestern Public Health Memo Re: Recreational facilities
13.2 Southwestern Public Health Re: Open letter to the community
There was discussion regarding the current practice of having teams enter
the community centre as a group.
Staff noted that only the east entrance is open and that visitors can enter
at anytime.
Resolution # 2021-426
Moved By: Deputy Mayor Beres
Seconded By: Councillor Parker
THAT Council receives the correspondence from Southwestern Public
Health dated October 6, 2021 and the letter from Southwestern Public
Health dated October 6, 2021, as information.
Carried
14. Staff Reports
14.1 Chief Administrative Officer
14.1.1 Municipal Modernization Program – Intake 3
Staff noted that the Province requires municipality's to contract out
projects under the review stream.
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Resolution # 2021-427
Moved By: Councillor Esseltine
Seconded By: Councillor Luciani
THAT Council receives report CAO 21-12 Municipal Modernization
Program – Intake 3;
AND THAT Council authorizes staff to proceed with applying for
funding under the Municipal Modernization Program – Intake 3 for
the projects identified in this report, along with the associated
financial impacts.
Carried
14.2 Corporate Services
14.2.1 CS 21-27 COVID-19 Vaccination Policy/Options
The mover indicated that the intent of the motion is to have staff
prepare a draft policy to be brought back to Council for
consideration.
It was asked if the Town or Council as individuals could be held
liable in the event of employee termination. Staff noted that this is
unknown at this time.
Concern was noted regarding the inclusion of volunteers. There
was discussion regarding exemptions when not attending Town
facilities.
Resolution # 2021-428
Moved By: Councillor Esseltine
Seconded By: Councillor Luciani
THAT the Town of Tillsonburg adopt a Proof of Vaccination Policy
for Staff, Council Members, Committee Members, Contractors,
Consultants and Students;
AND further that the County of Oxford's recently approved
Workplace Vaccination Policy be adapted to serve as the Proof of
Vaccination Policy for the Town of Tillsonburg requiring that:
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• All active town staff, committee members, contractors,
consultants, students and volunteers provide required proof of
vaccination status against Covid-19, or
• As an alternative to vaccination in the short term, complete
mandatory education and undertake regular antigen testing
providing proof of a negative result prior to attending any Town
of Tillsonburg at work location, and
• That proof of Covid 19 vaccination be a condition of
employment for all new employees;
All of this in a manner that complies with applicable privacy and
human rights legislation;
And that staff are directed to report back to Council regarding
vaccination data.
Carried
14.2.2 CS 21-28 Council Planning meeting date change
Resolution # 2021-429
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT the Council Planning meeting of October 18, 2021, be
cancelled;
AND THAT a Council Planning meeting be scheduled for Monday,
November 1, 2021 at 4:30 p.m.
Carried
14.3 Economic Development
14.3.1 EDM 21-28 Surplus Land Declaration – Unopened Right-of-Way
South of Ridge Boulevard
Staff noted that the land disposition by-law requires notice of the
potential surplus property to be given prior to consideration of the
matter. Staff to provide notice to Council prior to public notice being
given.
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There was discussion regarding the allowable uses on the lands
which are designated Environmental Protection. Staff would have to
confirm if tree cutting would be prohibited.
Staff confirmed there is minimal cost to the Town to own this land.
Resolution # 2021-430
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receives report EDM 21-28 Surplus Land Declaration
– Unopened Right-of-Way South of Ridge Boulevard;
AND THAT the Unopened Right-of-Way Lands located south of
Ridge Boulevard, described as Part 8, Plan 41R-940, be closed;
AND THAT Unopened Right-of-Way 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.
Defeated
14.3.2 EDM 21-30 Van Norman Innovation Park - Phase 2 Conceptual
Plan Development
Staff noted that once conceptual plans are complete there is
potential to pre-sell land.
Resolution # 2021-431
Moved By: Councillor Parker
Seconded By: Councillor Gilvesy
THAT Council receive report EDM 21-30 Van Norman Innovation
Park – Phase 2 Conceptual Plan Development;
AND THAT staff be authorized to move forward with retaining
professional services relating to the development of conceptual
plans for Phase 2 of the Van Norman Innovation Park;
AND THAT the project be funded in the amount of $50,000 in funds
from the Economic Development Reserve.
Carried
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14.4 Finance
14.4.1 FIN 21-29 Appointment of Interim Treasurer
Resolution # 2021-432
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives report FIN 21-29 Appointment of an Interim
Treasurer;
AND THAT a By-Law to appoint Renato Pullia as Interim Treasurer
be brought forward for Council's consideration.
Carried
14.5 Fire and Emergency Services
14.6 Operations and Development
14.6.1 OPD 21-43 2021 Great Pumpkin Rescue Program
Resolution # 2021-433
Moved By: Deputy Mayor Beres
Seconded By: Councillor Parker
THAT report OPD 21-43 2021 Great Pumpkin Rescue Program be
received as information.
Carried
14.6.2 OPD 21-45 Public Works Facility Feasibility Study and Concept
Design
There was discussion regarding the prioritization of the salt storage
improvements.
Resolution # 2021-424
Moved By: Councillor Esseltine
Seconded By: Councillor Luciani
THAT report OPD 21-45 Public Works Facility Feasibility Study and
Concept Design be received as information;
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AND THAT Council direct staff to bring forward the salt storage
project as included in the Feasibility Study Final report - Option A
for consideration in the capital budget deliberations for 2022.
Carried
Agenda item 10.1 was dealt with next.
14.7 Recreation, Culture and Parks
15. New Business
16. Consideration of Committee Minutes
16.1 Committee Minutes
Resolution # 2021-434
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receives the Museum Advisory Committee minutes dated
October 22, 2020 and September 23, 2021, the Economic Development
Advisory Committee minutes dated September 14, 2021 and the
Tillsonburg 150 Ad Hoc Committee minutes dated September 21, 2021,
as information.
Carried
16.2 Long Point Region Conservation Authority Board of Director Minutes
Resolution # 2021-435
Moved By: Councillor Parker
Seconded By: Councillor Luciani
THAT Council receives the Long Point Region Conservation Authority
Board of Director minutes dated September 1, 2021, as information.
Carried
17. Motions/Notice of Motions
Staff noted that the Lion's Den could be utilized and that staff will have Health
and Safety review the Council Chambers for potential increased capacity for in-
person meetings.
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Resolution # 2021-436
Moved By: Councillor Esseltine
Seconded By: Councillor Luciani
THAT Committees of Council be offered a third option for committee meetings.
Currently committee members can choose to meet virtually from individual
remote locations, or a hybrid meeting format can be used with some members
(up to seven people) in attendance at the council chambers and other committee
members attending virtually from remote locations;
AND THAT the third option to be considered at this time would be for all
committee members to meet in person at a town facility while adhering to
Southwestern Public Health Covid-19 requirements.
Individual committees will be able to select their preferred format.
Carried
The mover indicated the intent of the motion is that this would be considered as
part of the 2022 business plan and budget deliberations.
Concerns were noted regarding the community centre having only one girl
change room and no gender neutral change room available.
Resolution # 2021-437
Moved By: Councillor Parker
Seconded By: Councillor Gilvesy
THAT Staff be directed to review the dressing room and storage situation at for
both Memorial and Colin Campbell arenas;
AND THAT Staff report back to Council with options to address any inadequacies
that may currently be in place.
Carried
18. Resolutions/Resolutions Resulting from Closed Session
19. By-Laws
19.1 By-Law 2021-107, to appoint an interim Treasurer
Resolution # 2021-438
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Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT By-Law 2021-107, to appoint an interim Treasurer, be read for a
first, second, third and final reading and that the Mayor and the Clerk be
and are hereby authorized to sign the same, and place the corporate seal
thereunto.
Carried
20. Confirm Proceedings By-law
Resolution # 2021-439
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT By-Law 2021-106, to Confirm the Proceedings of the Council meeting held
on October 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
21. Items of Public Interest
Staff noted that the HWY 19 South project is on scheduled to be completed by
end of October, 2021.
Staff noted that the Concession Street project is also on schedule.
Local Government Week is the week of October 18 to October 22. Local Grade 5
students were invited to participate in a poster contest.
Upcoming Council meetings include:
• Monday, October 25, 2021 at 6:00 p.m. regular meeting.
• Monday, November 1, 2021 at 4:30 p.m. for the purpose of holding public
meetings for planning applications.
22. Adjournment
Resolution # 2021-440
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
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THAT the Council meeting of October 12, 2021 be adjourned at 8:46 p.m
Carried