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111128 Regular Council Meeting MinutesMINUTES: Meeting for the Committee "Open Council' M Review Access:* Public O Private MINUTES Town of Tillsonburg Meeting for the Committee "Open Council" on Monday November 28, 2011 06:00 PM Council Chambers Chair: John Lessif Orders of the Day: CALL TO ORDER The meeting was called to order at 4:37pm ADOPTION OF AGENDA Resolution: No. 1: Moved by: Councillor Rosehart Seconded by: Councillor Getty AND RESOLVED THAT the Agenda as prepared for the Open Session and the Closed Session of the Council Meeting of November 28, 2011 be adopted. "Carrried" CLOSED MEETING SESSION Resolution No. 2 Moved by: Councillor Rosehart Seconded by: Councillor Getty AND RESOLVED THAT Town Council move into Closed Session, to consider matters relating to: Matters for the purpose of educating or training the members; Matters relating to personal matters about an identifiable individual, including municipal employees. "Carried" Council moved back into Open Session at 6:19pm DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF /1 No disclosures of pecuniary interest were declared. MINUTES & BUSINESS ARISING OUT OF THE MINUTES Page 1 eff*1 /'0"b1 MINUTES: Meeting for the Committee "Open Council" Minutes of the Council Meeting of November 14, 201 Q Minutes of the Council Meeting of November 17, 2011 Minutes of the Council Meeting of November 21, 201Q Resolution No. 3 Moved by: Councillor Getty Seconded by: Councillor Rosehart AND RESOLVED THAT the Minutes of the Closed Session and the Open Session Meetings of Council for November 14, 2011 and the Open Session Meetings of Council of November 17, 2011 and November 21, 2011 be approved. "Carried" DELEGATIONS 1. Delegation RE: Battens Disease and Katie Claire Keeping C9 Presented By: Mike Gouin The delegation appeared before Council and provided some background on Batten's disease, and his personal efforts to raise funds for Katie's Crusade. He invited Council to attend a fund-raiser occurring in Port Stanley on December 14th, 2011, or to donate via www.katiekeeping.com Council requested that the Clerk forward the delegation's video and accompanying materials to the Tillsonburg BIA and Chamber on behalf of delegation. PRESENTATIONS 2. Delegation: BIA Boundary Adjustment 9 Presented By: Chair, John Kirkland The delegation was unable to attend and will appear as a delegation at a future meeting of Council. Council directed staff to conduct the necessary public consultation prior to the BIA request being brought back in the form of a bylaw. Staff is to provide Council a status update on this item at its meeting of December 12 2011, specifically the plans for consultation regarding the boundary adjustment. Staff indicated the consultation process for this item will occur in early January, with an amending bylaw to be brought forward for Council consideration at its second meeting in January. Resolution No. 4: Moved by: Councillor Getty Seconded by: Councillor Rosehart AND RESOLVED THAT Tilisonburg Town Council amend By-law 3180 to include a new schedule for the boundaries of the BIA. This area would include; John Pound Road going north on Broadway to the North town outer limits, across North St. to Tillson Ave., South on Tillson Ave., including Concession E. and W. to Broadway, down to Bloomer St., then Simcoe St., to E. Town limits. "Deferred" /Oft Resolution: Moved by: Councillor Klein Seconded by Councillor Beres AND RESOLVE THAT Council receive the request from the BIA as information. Page 2 rte"` eo'1 MINUTES: Meeting for the Committee "Open Council" "Carried." INFORMATION ITEMS 3. Baldwin Place Residents Association Correspondence Q 4. Nominations to the 2012-13 Board of Directors of the Ontario Good Roads Association Id Nominations - Final Call.pdf CHIEF ADMINISTRATIVE OFFICER 5. Report DCS 11-66 Meeting Investigator - Extension of Agreement Presented By: CAO Resolution No. 5: Moved by: Councillor Klein Seconded by: Councillor Beres AND RESOLVE THAT Council receive Report DCS 11-66 Meeting Investigator - Extension of Agreement. AND FURTHER THAT Council authorizes a one year extension to the contract with JGM Consulting for meeting investigation services. "Carried" 6. Report CAO 11-13 Recording Meetings Presented By: CAO A question was raised as to what is meant by "advanced notification" in the proposed amending bylaw. Council instructed staff to clarify the meaning and the requirements of "advance notification" in the wording of the bylaw before it is brought back for third reading. Staff clarified that "advance notification" would mean the day of Council, and that this stipulation would apply to Committees of Council as well as Town Council. Before third reading of the bylaw scheduled for December 12, 2011, staff will revise by proposed bylaw to address exactly how notice is to be provided (via email, verbally, etc.), and to whom. Resolution No.6 : Moved by: Councillor Klein Seconded by: Councillor Beres AND RESOLVE THAT Council receive Report CAO 11-13 Amendment to Procedural By -Law regarding recording meetings. FURTHER RESOLVE THAT an amending By -Law be brought forward for Council consideration. "Carried" 7. Report CAO 11-14 Elgin County Fire Communications Page 3 /0'4.t MINUTES: Meeting for the Committee "Open Council" Microsoft Word - Draft 2012 renewal agreement 11-25-11.pdf 4 Microsoft Word - CA011-14 Elgin County Fire Communications.pdf Resolution No.7 : Moved by: Councillor Beres Seconded by: Councillor Klein AND RESOLVE THAT Council receive Report CAO 11-14 Elgin County Fire Communications; FURTHER RESOLVE THAT a By -Law authorizing the renewal agreement be brought forward for Council consideration. "Carried". FINANCE 8. FIN11-039 Insurance Review Presented By: Director of Finance Resolution No.8: Moved by: Councillor Beres Seconded by: Councillor Klein AND RESOLVE THAT Council receives report FIN11-039 Insurance Review as information. AND FURTHER THAT Council supports in principle that the Oxford County Treasurers be directed to proceed with circulating a Request for Proposal for a consultant to conduct an insurance program feasibility study. AND FURTHER RESOLVED THAT the Clerk inform the County Clerk of this resolution by November 30, 2011. "Carried" DEVELOPMENT & COMMUNICATIONS 9. DCS -11-60 Cash -in -Lieu of Parkland Fee Reduction for Consents a Presented By: Director of Development and Communication Services Resolution No. 9: Moved by: Councillor Stephenson Seconded by: Councillor Beres AND RESOLVE THAT Council receives report DCS 11-60 - Cash -in -Lieu of Parkland Fees for Consents; FURTHER RESOLVE THAT Council endorse the recommendations contained herein. "Carried" 10. DCS -11-69 Communications Strategy Q Presented By: Director of Development and Communication Services Members of Council emphasized the importance of social media as a new form of communication. Council inquired as to whether there was a time frame for this project's completion Staff indicated that the target completion date for roll out would be second quarter 2012. Page 4 MINUTES: Meeting for the Committee "Open Council" Resolution No. 10: Moved by: Councillor Stephenson Seconded by: Councillor Beres AND RESOLVE THAT Council receives report 2011-69 Communications Strategy as information only. "Carried." 11. DCS 11-71: Lake Lisgar Revitalization Project Committee Q Resolution No. 11: Moved by: Councillor Getty Seconded by: Councillor RosehartAND RESOLVE THAT Council receive Report DCS 11-71 as information FURTHER RESOLVE THAT Council endorse the appointment of two new members, Craig Blodgett and Joan Weston, to the Lake Lisgar Revitalization Project Committee AND FURTHER RESOLVE THAT Council endorse the proposed grant application made by the Lake Lisgar Revitalization Project Committee to the TD Friends of the Environment Foundation. "Carried" 12. DCS 11-67 Parking Bylaw Amendment - Maple Lane [) Presented By: Director of Development and Communication Services Resolution No. 12: Moved by: Councillor Getty Seconded by: Councillor Rosehart AND RESOLVE THAT Council receives report DCS 11-67 - Parking By -Law Amendment - Maple Lane - and the recommendations contained therein; Further resolve that Council amend Parking By -Law 2997 to restrict parking in front of Maple Lane Public School and install signage to reflect the amendment to By -Law 2997. "Carried" 13. Report DCS 11 -63 -Airport Branding Update & Award of Contract for Signage Report DCS 11 -63 -Airport Branding Update & Award of Contract for Signage November 24 2011.pdf The Director delivered a presentation which addressed Council's earlier comments and suggestions regarding the airport logo, and overviewed the consultative process by which the new proposed logo was selected. Council inquired as to when the sign would be installed if approved. Staff indicated that the sign would likely be installed in the Spring. Council approved the 28 foot tall sign and not the 23 foot sign and the LED lighting was deferred until 2012 to allow staff time to seek corporate sponsorship and to determine the readability of the LED sign at Highway speeds. ,d'tl� Resolution No. 13: Moved by: Councillor Klein Seconded by: Councillor Beres AND RESOLVE THAT Council receive Report DCS 11- 63 Airport Branding Update & Award of Contract for Airport Signage; Page 5 MINUTES: Meeting for the Committee "Open Council" AND FURTHER THAT Council approve the new Tillsonburg Regional Airport logo as selected by the Airport Branding & Signage Steering Committee; AND FURTHER THAT Council approve the award of a contract for new airport signage, up to a maximum upset limit of $27,000, to Brooks Signs Ltd and that the Director of Development & Communications and/or his designate be authorized to negotiate future purchase orders or contracts in this regard, and that such a contract be brought back to Council in 2012 for authorization. Recorded Vote: NAME VOTE IN FAVOUR VOTE AGAINST Marty Klein yes John Lessif yes Mark Renaud yes Chris Rosehart yes Brian Stephenson yes Dave Beres yes Mel Getty yes 1/^1 The recorded vote reflects the vote is seven in favour of the Motion and none against the Motion. The motion is "Carried" OPERATIONS 14. Report OPS 11-17 Master Services Agreement with Tillsonburg Hydro Inc a Presented By: Director of Operations Council requested that certain clauses of the proposed agreement be revised to allow the Town greater flexibility in terminating the agreement. Council also requested that staff reconsider the termination date of the agreement. Staff is to bring back such revisions prior to third reading. Council also indicated a need to evaluate certain clauses of the Master Services Agreement regarding ownership of THI. Resolution No.14 : Moved by: Councillor Rosehart Seconded by: Councillor Getty AND RESOLVE THAT Council receives report OPS 11-17, Master Service Agreement, as information. FURTHER RESOLVE THAT By -Law 3564 be brought forth for Council consideration. "Carried". COMMUNITY SERVICES ?0101� 15. Report CSD 11-15 - Municipal Alcohol Poll cX 9 Presented By: Acting Director of Community Services Page 6 ka MINUTES: Meeting for the Committee "Open Council" Resolution No. 15: Moved by: Councillor Beres Seconded by: Councillor Klein AND RESOLVE THAT Council receive Report CSD 11-15, Municipal Alcohol Policy as information; FURTHER RESOLVE THAT By -Law 3565, Municipal Alcohol Policy be brought forward for Council consideration. "Carried" COMMITTEE MINUTES & REPORTS 16. Committee of Council Minutes 17. Tillsonburg Police Services Board Minutes a NOTICE OF MOTION BY-LAWS 18. By -Law 3565, To Adopt the Town of Tillsonburg Municipal Alcohol Poll cx Q Resolution No 16: Moved by: Deputy Mayor Renaud Seconded: by Councillor Klein AND RESOLVE THAT By -Law 3565, To adopt the Town of Tillsonburg Municipal Alcohol Policy, be read for a first and second time and this constitutes the first and second reading thereof. "Carried" 19. Bylaw 3563, To amend Bylaw 3509, being a Bylaw to to Define the Mandate Membership. And Meeting Procedures For Committees Established by The Corporation Of TheTown of T'illsonbuaL. 3563 - to appoint various persons to Committees of Council.pdf Resolution No.17: Moved by: Deputy Mayor Renaud Seconded: by Councillor Klein AND RESOLVE THAT By -Law 3563, to amend Bylaw 3509, be read for a first and second time and this constitutes the first and second reading thereof. ?Pft^k "Carried" 20. By -Law 3551, To Amend Procedural By -Law 3511 Q Page 7 MINUTES: Meeting for the Committee "Open Council" Resolution No.18: Moved by: Deputy Mayor Renaud Seconded: by Councillor Klein AND RESOLVE THAT By -Law 3551, to amend Procedural By -Law 3511, be read a first and second time and this constitutes the first and second reading thereof. "Carried" 21. %L -Law 3564, To Authorize a Master Services Agreement with Tillsonburg Hydro Inc. 2 Resolution No. 19: Moved by: Deputy Mayor Renaud Seconded: by Councillor Klein AND RESOLVE THAT By -Law 3564, To authorize a Master Services Agreement with Tillsonburg Hydro Inc. be read for a first and second time and this constitutes the first and second reading thereof. "Carried" 22. %L -Law 3570, To Authorize an Agreement with Elgin Municipalities for Fire Communication Services a« By-law 3570 Agree Fire Com Elgin.pdfBy-Law 3570 Schedule A Fire renewal agreement.pdf Resolution No.:20 Moved by: Deputy Mayor Renaud Seconded: by Councillor Klein AND RESOLVE THAT By -Law 3570, To Authorize a Fire Communication Services Agreement with Elgin Municipalities, be read for a first and second time and this constitutes the first and second reading thereof. "Carried" 23. By -Law 3553, To adopt a Town of Tillsonburg Road Naming Policy Resolution No.:21 Moved by: Deputy Mayor Renaud Seconded: by Councillor Klein AND RESOLVE THAT By -Law 3553, To Adopt a Town of Tillsonburg Road Naming Policy, be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. "Carried" 24. By -Law 3550, To establish The Lake Lisgar Revitalization Trust Fund Resolution No.22: Moved by: Deputy Mayor Renaud Seconded: by Councillor Klein AND RESOLVE THAT By -Law 3550, to establish The Lake Lisgar Revitalization Trust Fund, be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. "Carried" Page 8 MINUTES: Meeting for the Committee "Open Council" 25. %L -Law 3559, To Authorize a Memorandum of Understanding with the Tillsonburg Golf & Country Club Q Resolution No. 23: Moved by: Deputy Mayor Renaud Seconded: by Councillor Klein AND RESOLVE THAT By -Law 3559, To authorize a Memorandum of Understanding with the Tillsonburg Golf & Country Club be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. "Carried" Added Agenda Item: Bylaw 3566 -Parking - Maple Lane Public School.pdf aerial map.pdf Resolution: Moved by: Deputy Mayor Renaud Seconded by: Councillor Klein AND RESOLVE THAT By -Law 3566, to amend Bylaw 2997 being a by-law to regulate traffic and the parking of motor vehicles in the Town of Tillsonburg, in order to restrict parking on Maple Lane, be read for a first and second time and this constitutes the first and second reading thereof. "Carried" 26. By -Law 3568, To Confirm the Proceedings of Council for the Meeting of November 28, 2011 9 Resolution No.24: Moved by: Deputy Mayor Renaud Seconded: by Councillor Klein AND RESOLVE THAT By -Law 3568, To Confirm the Proceedings of Council for the Council Meeting of November 28, 2011, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By -Law 3568 be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. "Carried." ITEMS OF PUBLIC INTEREST ADJOURNMENT Resolution: Moved by: Councillor Beres weo*) Seconded by: Councillor Klein AND RESOLVE THAT the meeting be adjourned at 8:22pm Page 9 MINUTES: Meeting for the Committee "Open Council" id Approval Received: (1 of 1) Nicole Wellsbury/Tillsonburg (Tuesday November 29, 2011 11:46 AM) (021 Town of Tlllsonburg Page 10