211025 Council MIN 1
The Corporation of the Town of Tillsonburg
Council Meeting
MINUTES
Monday, October 25, 2021
6:00 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 6:00 p.m.
2. Closed Session
3. Adoption of Agenda
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Resolution # 2021-441
Moved By: Councillor Gilvesy
Seconded By: Councillor Parker
THAT the Agenda as prepared for the Council meeting of October 25, 2021, with
item 8.1 Application for Zone Change ZN 7-21-13 being dealt with following item
7.1, and with item 14.1.1 staff report CAO 21-13 being dealt with following item
7.2, and with item 14.7.1 Staff Report RCP 21-26 being dealt with following item
10.1, be approved.
Carried
4. Moment of Silence
5. Disclosures of Pecuniary Interest and the General Nature Thereof
Councillor Rosehart declared pecuniary interest on the following item:
1. Item 10.2 in open session (Tillsonburg BIA Request to extend patio program)
with the reason being that her son owns a restaurant that currently operates a
patio and has an interest in this item.
No other disclosures of pecuniary interest were declared.
6. Adoption of Council Minutes of Previous Meeting
Resolution # 2021-442
Moved By: Councillor Luciani
Seconded By: Councillor Esseltine
THAT the minutes of the Council meeting held on October 12, 2021, be
approved.
Carried
7. Presentations
7.1 Royal Canadian Legion Branch 153 - 2021 Poppy Campaign
Don Burton appeared before Council to provide information regarding the
2021 Poppy Campaign which will run from October 29 to November 11.
Those wishing to make a donation this year can send an e -transfer to the
Royal Canadian Legion Branch #153 at branch153poppy@yahoo.com
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The Legion will confirm if the silent walk will be held. A service will be held
at the Cenotaph beginning at 10:45 a.m. The Cenotaph service will be
streamed live on the Town of Tillsonburg Facebook.
The Legion is still in need of volunteers to assist with the 2021 Poppy
Campaign. Please contact the Legion at 519-842-5281 if you are
interested in volunteering.
Resolution # 2021-443
Moved By: Deputy Mayor Beres
Seconded By: Councillor Parker
THAT Council receive the presentation by Don Burton regarding the 2021
Poppy Campaign, as information.
Carried
Item 8.1 was dealt with next.
7.2 Fabrik Architects Re: Town Hall Space Needs Study
Haley Gamble, Fabrik Architects, appeared before Council to provide an
overview of the Town Hall Space Needs Study.
Opportunity was provided for comments and questions from Council.
Resolution # 2021-445
Moved By: Councillor Parker
Seconded By: Councillor Luciani
THAT the presentation from Fabrik Architects regarding Town Hall Space
Needs Study be received as information;
AND THAT this information be referred to item 14.1.1 staff report CAO 21-
13, for consideration.
Carried
Item 14.1.1 was dealt with next.
8. Public Meetings
8.1 Application for Zone Change ZN 7-21-13 (Town of Tillsonburg Non-
Profit Housing Corporation)
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Eric Gilbert, Senior Planner, Oxford County, appeared before Council to
provide an overview of the application. Staff recommend approval of the
application.
Opportunity was provided for comments and questions from Council.
Michael Clarkson and Ron Gasparetto, representatives of the Town of
Tillsonburg Non-Profit Housing Corporation, were in attendance to provide
support for the application.
Mr. Clarkson noted that the Corporation has applied for funding through
the County of Oxford. The proposed building will cost approximately 3.4
million dollars which the Corporation will fund through multiple sources.
Mr. Gasparetto noted that the Corporation's mission has been to provide
affordable housing to seniors but that there is potential in the future to
support other age groups.
Richard Martin, 35 Victoria Street, was in attendance to speak in favour of
the application. Mr. Martin commented on the contents of the application
and noted that the legal property lines between the subject property and
neighbouring properties need to be reviewed.
Staff confirmed that LPRCA provided comment on the application
indicating a geotechnical report will need to be completed. The LPRCA
permit process will need to be completed prior to the Town issuing a
building permit.
No other members of the public appeared before Council either in support
or opposition to the application.
Resolution # 2021-444
Moved By: Councillor Esseltine
Seconded By: Deputy Mayor Beres
THAT Council approve the zone change application submitted by Town of
Tillsonburg Non-Profit Housing Corporation, whereby the lands described
as Lots 688, 690, Part Lots 687, 689, & 715, Plan 500, known municipally
as 31 Victoria Street are to be rezoned from ‘Minor Institutional Zone
(IN1)’ to ‘Special Low Density Residential Type 3 Zone (R3 -sp)’ to
facilitate the development of an affordable housing project consisting of 18
dwelling units.
Carried
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Item 7.2 was dealt with next.
9. Planning Reports
10. Delegations
10.1 Station Arts Centre Re: Memorandum of Understanding with Town
Gal Connor, President, Station Arts Centre, appeared before Council to
provide an update from the Station Arts Centre and support fo r the
Memorandum of Understanding as proposed under agenda item 14.7.1
Staff Report RCP 21-26.
The Station Arts Centre is asking for a three year term commitment and
for an operational increase to $52,000 for 2022 and that 2023 and 2024
be indexed to inflation.
Resolution # 2021-447
Moved By: Councillor Luciani
Seconded By: Councillor Esseltine
THAT Council receive the delegation from Gale Connor, President of the
Station Arts Centre regarding the Memorandum of Understanding with the
Town, as information;
AND THAT this information be referred to item 14.7.1 staff report RCP 21-
26, for consideration.
Carried
Item 14.7.1 was dealt with next.
10.2 Tillsonburg BIA Re: Request to extend patio program
Mark Renaud, Executive Director, Tillsonburg BIA, appeared before
Council to present a resolution of the Tillsonburg BIA Board of Directors
requesting an extension to the current pop-up patio program until a
permanent patio program is in place.
It was asked if the BIA's patio furniture will remain throughout the win ter.
Mr. Renaud noted there are challenges related to snow removal but that
some benches will remain.
Staff confirmed the current pop-up patio program is set to expire
November 1, 2021.
Resolution # 2021-449
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Moved By: Councillor Gilvesy
Seconded By: Councillor Parker
THAT Council receive the delegation from Mark Renaud, Executive
Director of the Tillsonburg BIA regarding a request to extend the pop up
patio program, as information;
AND THAT the current pop up patio program in place be extended until a
permanent patio program is established;
AND THAT Staff be directed to report back to Council regarding the
establishment of a permanent patio program.
Carried
11. Deputation(s) on Committee Reports
11.1 RCP 21-21 Museum Advisory Committee Recommendation
Joan Weston, Chair, Museum Advisory Committee, appeared before
Council to speak to the Committee's recommendation. Ms. Weston
suggested Oxford County Archives could be utilized.
Staff noted that tax rolls are permanent records and that alternate storage
options would need to be investigated.
Resolution # 2021-450
Moved By: Councillor Gilvesy
Seconded By: Councillor Parker
THAT Council receives the Museum Advisory Committee’s
recommendation requesting the removal of municipal records stored at the
museum no later than December 31, 2021, as information;
AND THAT the Clerk be directed to explore an option for the removal of
the records from the Museum and report back to Council with options.
Carried
12. COVID-19
It was asked if the recent announcement from the Province regarding capacity
limits would impact operations at the Community Centre with respect to dressing
room availability and entering the premise. Staff noted that the information is
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being reviewed and that Council and the public will be updated on the subject
tomorrow.
13. Information Items
13.1 Economic Developers Council of Ontario Re: Top Ten Award
Recipient Cephas Panschow, Development Commissioner
13.2 Ministry of Finance Re: Ontario Municipal Partnership Fund (OMPF)
Council congratulated Development Commissioner Cephas Panschow for
being recognized by the Economic Developers Council of Ontario with a
top ten award.
Resolution # 2021-451
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receives the correspondence from the Economic
Developers Council of Ontario dated October 12, 2021, and the
correspondence from the Ministry of Finance dated October 21, 2021, as
information.
Carried
14. Staff Reports
14.1 Chief Administrative Officer
14.1.1 CAO 21-13 Updated Town Hall Space Needs Study
Staff confirmed the next step would be to complete a Site
Feasibility Analysis and Space Design for each of the three
proposed locations following which the Town Hall Steering
Committee will make a recommendation to Council.
The committee will consider the operations space needs study.
It was asked if Council will see the results for all three proposed
locations.
Staff noted that the modernization funding will be finalized by the
Province by January 31, 2022.
Resolution # 2021-446
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Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receives report CAO 21-13 Updated Town Hall
Space Needs Study;
AND THAT the updated Tillsonburg Town Hall Space Needs
Review as prepared by Fabrik Architects be used as a guiding
document for the next phase of the process; namely, the
preparation of a Site Feasibility Analysis and Space Design options
in conjunction with the Town Hall Steering Committee.
Carried
Item 10.1 was dealt with next.
14.2 Corporate Services
14.2.1 CS 21-29 COVID-19 Workplace Vaccination Policy
Staff noted that in Oxford County both the County and the
Township of Zorra have adopted this policy.
If approved, staff would need to develop guidelines and procedures
which would provide timelines for implementation.
There was discussion regarding the definition of "fully vaccinated."
It was asked if the Town is eligible for the Provincial Antigen
Screening Program funding.
It was suggested that the Town should support both vaccinated and
unvaccinated staff and that the Town should cover the cost of rapid
antigen testing and have the provision for self collection.
There was discussion regarding privacy and the Town's obligation
to protect personal health information.
Resolution # 2021-452
Moved By: Councillor Parker
Seconded By: Councillor Luciani
THAT the attached COVID-19 Workplace Vaccination Policy be
adopted;
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AND THAT the Town cover the costs of employee rapid antigen
COVID testing as required with manager approval until January 31,
2022.
Carried
14.2.2 CS 21-30 2022 Council Meeting Calendar
Resolution # 2021-453
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT the recommendation as included in staff report CS 21 -30 be
approved.
Carried
14.2.3 CS 21-31 Local Government Week October 18 to 22, 2021
Resolution # 2021-454
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receives report CS 21-31 Local Government Week
October 18 to 22, 2021, as information.
Carried
14.3 Economic Development
14.3.1 EDM 21-29 Offer to Purchase - Lot 3B, Van Norman Innovation
Park
Resolution # 2021-455
Moved By: Councillor Esseltine
Seconded By: Councillor Luciani
THAT Council receives report EDM 21-29 Offer to Purchase – Lot
3B, 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
1677123 Ontario Inc for the property described part of Lot 3 in the
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Van Norman Innovation Park and to be described by a new
reference plan.
Carried
14.4 Finance
14.5 Fire and Emergency Services
14.6 Operations and Development
14.6.1 OPD 21-44 Animal Licencing Service Review
Resolution # 2021-456
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT report OPD 21-44 Animal Licencing Service Review, be
received as information;
AND THAT the Town’s animal licencing program is amended to
remove cat licencing starting in 2022 (Option 3);
AND THAT the current Animal Control By-Law and Rates and Fees
By-Law be amended to remove the requirement to licence cats
starting in 2022 (Option 3);
AND THAT Staff be directed to bring a report to Council in 2023
regarding the status of options and cancellation of the dog licencing
program for 2024 (Option 3).
Carried
14.6.2 OPD 21-47 Building Inspector Appointment
Resolution # 2021-457
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT report OPD 21-47 Building Inspector Appointment, be
received as information;
AND THAT a By-Law to appoint Justin White as a Building Official
for the Town of Tillsonburg be brought forward for Council
consideration.
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Carried
14.6.3 OPD 21-48 Hangar Land Lease Agreement Taxiway C1-4
Resolution # 2021-458
Moved By: Councillor Parker
Seconded By: Councillor Gilvesy
THAT report OPD 21-48 Hangar Land Lease Agreement Taxiway
C1-4 be received as information;
AND THAT Council authorizes the Mayor and the Clerk to sign the
attached agreement to terminate the existing lease agreement for
this hangar;
AND THAT a By-Law to execute a new Land Lease Agreement for
Taxiway C1-4 with 1467246 Ontario Inc and to repeal By-Law
3134, 3635 and 3746, be brought forward for Council's
consideration.
Carried
14.6.4 OPD 21-49 Hangar Land Lease Agreement Taxiway G2-6
Resolution # 2021-459
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT report OPD 21-49 Hangar Land Lease Agreement Taxiway
G2-6 be received as information;
AND THAT Council authorizes the Mayor and the Clerk to sign the
attached agreement to terminate the existing lease agreement for
this hangar;
AND THAT a By-Law to execute a new Land Lease Agreement for
Taxiway G2-6 with 1467246 Ontario Inc and to repeal By-Law
3374, be brought forward for Council's consideration.
Carried
14.6.5 OPD 21-50 Urban County Road Maintenance Agreement
Amendment
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Staff confirmed that funding will cover the cost of the work.
It was asked if the removal of debris and dead animal pickup is
included within the agreement.
Resolution # 2021-460
Moved By: Deputy Mayor Beres
Seconded By: Councillor Parker
THAT report OPD 21-50 Urban County Road Maintenance
Agreement Amendment be received as information;
AND THAT the Chief Administrative Officer and Director of
Operations and Development be authorized to execute the Urban
County Road Maintenance Agreement Amendment dated October
5, 2021 to include County Road 20 (North Street) within Town limits
as part of this agreement to be effective January 1, 2022.
Carried
14.7 Recreation, Culture and Parks
14.7.1 RCP 21-26 Station Arts - 2022-2024 Memorandum of
Understanding
There was discussion about including this item as part of the 2022
budget deliberations.
Staff confirmed the current MOU ends December 31, 2021.
Resolution # 2021-448
Moved By: Councillor Parker
Seconded By: Councillor Luciani
THAT report RCP 21-26 Station Arts 2022 - 2024 Memorandum of
Understanding be received as information and referred to the 2022
budget deliberations.
Carried
14.7.2 RCP 21-27 Award of Community Centre Concession Lease
2021-2024
Staff noted the contract is the same as used in previous years.
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Staff noted that basic cleaning and maintenance is the
responsibility of the contractor. Any work beyond general
maintenance would be the Town's responsibility.
Resolution # 2021-461
Moved By: Councillor Esseltine
Seconded By: Councillor Luciani
THAT report RCP 21-27 Award of Community Centre Concession
Lease 2021-2024, be received as information; and
THAT Council approve the proposal as submitted by Beres
Butchery & Catering Inc. for the term of November 1, 2021 through
April 30, 2024, at an annualized rate of $4,500 plus applicable
taxes; and
THAT the Mayor and Clerk be authorized to sign the new Lease
Agreement on behalf of the Corporation.
Carried
15. New Business
16. Consideration of Committee Minutes
16.1 Committee Minutes
There was discussion regarding the Tillsonburg 150 celebrations.
Resolution # 2021-462
Moved By: Councillor Luciani
Seconded By: Councillor Parker
THAT Council receives the Boundary Adjustment Advisory Committee
minutes dated September 21, 2021, the Tillsonburg 150 Advisory
Committee minutes dated October 5 and October 19, 2021, the Town Hall
Advisory Committee minutes dated October 8, 2021, the Economic
Development Advisory Committee minutes dated October 12, 2021, the
Tillsonburg Dog Park Advisory Committee minutes dated October 12,
2021, the Cultural, Heritage and Special Awards Advisory Committee
minutes dated October 13, 2021, and the Recreation and Sports Advisory
Committee minutes dated October 13, 2021, and the Affordable and
Attainable Housing Advisory Committee minutes dated August 25 and
September 22, 2021, as information.
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Carried
17. Motions/Notice of Motions
There was discussion regarding requesting an information report from staff.
Moved By: Councillor Esseltine
Seconded By: Councillor Rosehart
THAT the Culture, Heritage and Special Awards Committee recommends to
Council that the tree-lined Broadway street entrance to downtown Tillsonburg
from Concession Street in the North to Venison Street in the south, bordered by
stately, heritage homes and age-old trees, be listed as a Heritage Conservation
District in the town’s Municipal Register of Heritage Properties. The mid
Broadway stretch of unique century homes and surrounding trees continues to
welcome residents and visitors to both our town and our downtown in a grand
way.
AND FURTHER that once this motion is approved, staff be directed to
communicate this information to owners of homes whose addresses are included
in this listing, as well as to residents of the Town of Tillsonburg, as a new
initiative to recognize and promote heritage properties in our town. This is a
timely initiative to which the Heritage, Culture and Special Awards Committee
has committed, as we approach the 150th Anniversary of the incorporation of the
town.
Resolution # 2021-463
Moved By: Councillor Luciani
Seconded By: Councillor Gilvesy
THAT the notice of motion regarding municipal heritage register be deferred and
that additional information be brought forward.
Carried
18. Resolutions/Resolutions Resulting from Closed Session
19. By-Laws
19.1 By-Law 2021-109, to amend By-Law 3295 (ZN 7-21-13)
19.2 By-Law 2021-110, to authorize an agreement of purchase and sale
with 1677123 Ontario Inc
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19.3 By-Law 2021-111, to appoint a Building Inspector for the Town of
Tillsonburg
19.4 By-Law 2021-112, to execute a Land Lease Agreement with 1467246
Ontario Inc. and to repeal By-Laws 3134, 3635 and 3746
19.5 By-Law 2021-113, to execute a Land Lease Agreement with 1467246
Ontario Inc. and to repeal By-Law 3374
Resolution # 2021-464
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT By-Law 2021-109, to amend By-Law 3295 (ZN 7-21-13); and
By-Law 2021-110, to authorize an agreement of purchase and sale with
1677123 Ontario Inc; and
By-Law 2021-111, to appoint a Building Inspector for the Town of
Tillsonburg; and
By-Law 2021-112, to execute a Land Lease Agreement with 1467246
Ontario Inc. and to repeal By-Laws 3134, 3635 and 3746; and
By-Law 2021-113, to execute a Land Lease Agreement with 1467246
Ontario Inc. and to repeal By-Law 3374, 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 # 2021-465
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT By-Law 2021-108, to Confirm the Proceedings of the Council meeting held
on October 25, 2021, be read for a first, second, third and final reading and that
the Mayor and the Clerk be and are hereby authorized to sign the same, and
place the corporate seal thereunto.
Carried
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21. Items of Public Interest
Staff noted that the Concession Street project has been delayed two weeks due
to weather conditions.
Joan Weston has been named the 2021 Citizen of the Year. Weston will be
presented with her award on November 9, 2021.
Tillsonburg will be a host community for Rogers Hometown Hockey to be held at
the Tillsonburg Community Centre November 20 to 22, 2021.
Upcoming Council meetings include:
Monday, November 1, 2021 at 4:30 p.m. for the purpose of holding public
meetings for planning applications.
Monday, November 8, 2021 at 6:00 p.m. regular meeting.
22. Adjournment
Resolution # 2021-466
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT the Council meeting of October 25, 2021 be adjourned at 10:00 p.m.
Carried