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060103 Regular Council Meeting MinutesMINUTES: Meeting for the Committee "Open Council" Review Access: • Public Private MINUTES Town of Tillsonburg Meeting for the Committee "Open Council" on Monday January 9, 2006 07:00 PM Council Chambers Chair: Stephen Molnar Orders of the Day: Call to Order Closed Meeting Session Disclosure of Pecuniary Interest or the General Nature Thereof Minutes & Business Arising out of the Minutes Adoption of Agenda Presentations Public Meetings Delegations Quarterly Reports Chief Administrative Officer Operations Community Services Corporate Services Finance Information Items Resolutions By -Laws Items of Public Interest Closed Meeting Session continued Adjournment CALL TO ORDER CLOSED MEETING SESSION No. 1 Moved by Councillor Renaud Seconded by Councillor Patenaude AND RESOLVED THAT Town Council move into Executive Closed Session. Page 1 r MINUTES: Meeting for the Committee "Open Council" � "Carried" DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF MINUTES & BUSINESS ARISING OUT OF THE MINUTES EiDecember 5, 2005 (Special Meeting RE: Corporate Strategic Plan) []December 12, 2005 (Special Meeting RE: 206 Budget/Business Plans) DDecember 12, 2005 (Regular Meeting) [December 19, 2005 (Special Meeting RE: By -Law 3193 - Tobogganing Lease) No. 2 Moved by Councillor Patenaude Seconded by Councillor Renaud AND RESOLVED THAT the Council Minutes of December 5th, 12th and 19th, 2005 be adopted. "Carried" ADOPTION OF AGENDA No. 3 Moved by Councillor Renaud /400� Seconded by Councillor Patenaude AND RESOLVED THAT the Agenda as prepared for the Council Meeting of January 9th, 2006 be adopted. "Carried" PRESENTATIONS 1. Volunteer Recoanition Award [1 Presented By: Mayor Molnar Mayor Molnar presented Mr. Duaine Nelson with the December 2005 Volunteer Recognition Award. PUBLIC MEETINGS DELEGATIONS QUARTERLY REPORTS Page 2 MINUTES: Meeting for the Committee "Open Council" CHIEF ADMINISTRATIVE OFFICER OPERATIONS COMMUNITY SERVICES CORPORATE SERVICES FINANCE INFORMATION ITEMS 2. Notice of Public Meeting - Canadian Sweet Potato Alliance tf� /dM\ CSEA.pdf RESOLUTIONS 3. Resolution to Re-schedule/Cancel Certain Council Meetings in 2006 [j Resolution No. 4 Moved by Councillor Stephenson Seconded by Councillor Lewis AND RESOLVED THAT the following Council Meetings be re -scheduled for the year 2006: - Monday, January 23rd be re -scheduled to Tuesday, January 24th, due to the Federal Election - Monday, May 22nd be re -scheduled to Tuesday, May 23rd, due to Victoria Day - Monday, October 9th be re -scheduled to Tuesday, October 10th, due to Thanksgiving Day; AND THAT the following Council Meetings be cancelled for the year 2006: - Monday, July 24th, due to the summer schedule - Monday, August 28th, due to the summer schedule - Monday, November 13th, due to the 2006 Municipal Election - Monday, December 25th, due to Christmas. "Carried" Page 3 MINUTES: Meeting for the Committee "Open Council' Oft"\ 4. Resolution regarding Waste Management n��17 Correspondence from Economic Development Committee... Waste Management.pc I'll RESOLUTIONwasteEDACA Resolution No. 5 Moved by Councillor Lewis Seconded by Councillor Stephenson AND RESOLVED THAT WHEREAS, the County of Oxford assumed responsibility for all aspects of waste management from the Town of Tillsonburg effective January 1, 2002, and WHEREAS the Tillsonburg Economic Development Committee is an empowered body of governance charged with protecting and promoting economic and community development in the Town of Tillsonburg, and WHEREAS significant issues relative to the quality of service level have impacted the commercial and residential sectors of our community since the loss of municipal control over solid waste management and recycling, NOW THEREFORE be it resolved that the Tillsonburg EDAC endorses any decision that would return the responsibility for the collection and customer service component of waste management to the lower tier municipality, and; ,00� FURTHER that this committee be contacted regarding any future directions relative to the delivery of service impacting the Industrial, Commercial and Institutional partners of our community, and; FURTHER that this resolution be forwarded to the Council of the County of Oxford and the Council for the Town of Tillsonburg for a response. "Carried" 5. Resolution Resolution No. 6 Moved by Councillor Renaud Seconded by Councillor Patenaude AND RESOLVED THAT the Council of the Town of Tillsonburg appoint the following members to the following committees for the remainder of 2006: Airport Advisory Sean Attridge Tillsonburg BIA Drew Sinden John Kirkland Rick Haines Page 4 MINUTES: Meeting for the Committee "Open Council" Jamie Tutt Jenn Rock Cemetery Advisory Helen Benko "Carried" 6. Resolution Resolution No. 7 Moved by Councillor Lamb Seconded by Deputy Mayor Smith AND RESOLVED THAT application as prepared be submitted to the Community Transition Program. "Carried" BY-LAWS 7. By -Law 3197 - To establish the Tillsonburg Economic Development Committee (first and second reading) Economic Development Terms of Reference0t Resolutions Moved by Deputy Mayor Smith Seconded by Councillor Lamb AND RESOLVED THAT By -Law 3197 to establish the Tilisonburg Economic Development Committee be introduced and read for a first and second time and be referred to Committee of the Whole for further consideration and this constitutes the first and second reading thereof. "Carried" Moved by Deputy Mayor Smith Seconded by Councillor Lamb AND RESOLVED THAT Committee do now rise and go into Committee of the Whole for the purpose of considering By -Law Numbers 3197. "Carried" ITEMS OF PUBLIC INTEREST CLOSED MEETING SESSION CONTINUED Closed Session. No. 8 Moved by Deputy Mayor Smith Seconded by Councillor Lamb AND RESOLVED THAT Council move into Executive - Page 5 MINUTES: Meeting for the Committee "Open Council" "Carried" ADJOURNMENT Meeting adjourned at 9:25 p.m. Approval Received: (1 of 1) Lana Lu nd/Tillson burg (Monday January 09, 2006 09:32 PM) Town of Tillsonburg Page 6 MINUTES: Meeting for the Committee "Executive Committee" Review Access: O Public • Private MINUTES Town of Tillsonburg Meeting for the Committee "Executive Committee" on Monday January 24, 2005 06:00 PM Council Chambers Chair: Orders of the Day: Disclosure of Pecuniary Interest or the General Nature Thereof Minutes & Business Arising out of the Minutes Adoption of Agenda Delegations Chief Administrative Officer Operations Community Services /010,N Community Services Finance Mayor's Items Information Items Adjournment Other Items DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF MINUTES & BUSINESS ARISING OUT OF THE MINUTES [!January 10, 2005 Moved by Councillor Stephenson Seconded by Deputy Mayor Smith THAT the Executive Committee Minutes of January 10, 2005 be adopted. "Carried" ADOPTION OF AGENDA Moved by Deputy Mayor Smith Seconded by Councillor Lamb THAT the Executive Committee Agenda as prepared for January 28, 2005 Page 1 MINUTES: Meeting for the Committee "Executive Committee" be adopted, with the addition of 'Transfer Station' under Operations. "Carried" DELEGATIONS CHIEF ADMINISTRATIVE OFFICER 1. Proposal for Consultant Review - Community Medical Clinic Report from CAO RE: Proposal for Consultant Review - Community Medical Clinic... amlh UZU; Community Medical Facility. Draft minutes of the Special Medical Building Committee, complete with the revised Roles and Expectations... 01 13 05 Minutes.doc • Mayor Molnar asked Council if they were receptive to having a meeting regarding this • issue. The CAO noted that we need to look at some basic issues. We need to know the size and building requirements. • He suggested we have a meeting, invite.the Committee, and do some brainstorming to make sure we are all going in the same direction. • He added that he could see at some point the hospital committee bowing out and a separate corporation being set up. • Deputy Mayor Smith commented that he hadn't seen this as a joint venture, and it seems that the Town might be pulled into this. • It was noted that more doctors are definitely needed in Town, but questioned if a clinic is the answer. We have doctor offices that are short on doctors. • Deputy Mayor Smith noted that he is not opposed to doing something, but he's not sure that he wants to see this Council pulled into a partnership. • Councillor Renaud suggested they do a feasibility study, and further that the Town needs to be the facilitator. We want the downtown to be healthy and we want to see development... within a given boundary. We don't have the cash or resources to do much more than that. • Mayor Molnar proposed a meeting be scheduled for February 7, 2005 at 7:00 p.m ... with representatives, Jim Spencer and Cyril Demeyere invited to attend at 8:00 p.m. 2. Purchase of Elliott Fairbairn Public School D Presented By: CAO Page 2 MINUTES: Meeting for the Committee "Executive Committee" eo"h� EI -0 Report from CAO... Elliott Fairbairn.pc Additional info... elliott fairbairn 012405.) • The CAO reported that he had a call from Bill Mates. • Mr. Mates is involved with an agency that is interested in investing funds in the Tillsonburg area to develop youth training facilities. • The CAO noted that this is a potential for additional funds. • Councillor Renaud commented that the Town cannot take on another building and not at least break even. • The CAO noted that we need to get a minimum of $9000 per classroom. • Mayor Molnar suggested a contribution up front as well. • The CAO reported that he has a meeting scheduled for tomorrow with Fanshawe. • He would then like to go back to Marty Graff and advise him of what we need to break even, and do the same thing with Fanshawe. • The CAO to follow-up with this issue and report to Council at the special meeting scheduled for February 7th. 3. Response to Economic Development Survey Ej Presented By: CAO Ebb; Report from CAO... Response to Survey.pc • The CAO reviewed his report, as attached. • Council would like an up -date on the plans for the Council Meeting of February 28th. OPERATIONS Transfer Station • Councillor Lewis requested discussion ahead of Open Council. • The Director of Operations noted that the current budget reflects a user pay system. • Current costs are estimated at $165,000. • If commercial is eliminated, we are estimating half the cost. • It is anticipated that a user pay system would cover the net costs. • A report from the Director of Operation appeared in Open Session this date, Item #4. COMMUNITY SERVICES 4. Buildinq Committee Minutes -January 17, 2005 Page 3 MINUTES: Meeting for the Committee "Executive Committee" 'Ej Building Committee Minutes - January 17, 20C • Discussion was held regarding a non -continuous hand rail in Memorial Arena, as contained in the attached Minutes. • It was noted that the CBO will accept the break in the railing, as long as he has a resolution from Council saying it's all right. • It was noted that the railings are not required according to the Building code, but there is a section in the Code that requires railing behind seats as a result of the height of the seats. • In some other facility, exemption had been given. • If railing is not put behind the seats, then, as a part of the variance application, the requirement is that railing be put down the side of the seats. • As a result, the following resolution was passed in Open Session this date: No. 8 Moved by Councillor Patenaude Seconded by Councillor Renaud AND RESOLVED THAT Council adopt the recommendation of the Building Committee, as detailed in the Building Committee Minutes of January 17, 2005, to accept the architect's most recent drawing with regards to a non -continuous hand rail to be installed between the rows of seating in Memorial Arena. "Carried" Councillor Renaud requested a meeting with the Architect and someone from Devlon Construction February 14 or 28. Best efforts are to be made for the 14th. • Building Committee would be held 3:00 to 5:00, prior to Executive. CORPORATE SERVICES 5. Slot Machine Revenues D Presented By: Michael Graves f] An FYI on area slot revenues (forwarded by Mayor) ... Low slots revenue strains city budget. 6. Tillson Landing Presented By: Michael Graves 120 Tillson Landing.pd • The Director of Corporate Services reported. • He advised that they are looking at a couple new programs to encourage redevelopment in the downtown. • Mayor Molnar asked for additional information to be provided at the Special Council Meeting February 7th. Page 4 d. MINUTES: Meeting for the Committee "Executive Committee" FINANCE 7. Report from Revenue Manager RE: Contract for the Provision of Tax Support Services [, Presented By: Director of Finance Tax Support Contract Report.d 2004 contract tax support services.( • The report, as attached, was discussed. • It was noted that the existing contract allows us to carry on for 6 months. • Therefore, Council directed that the individual (Connie Lauder) could work, and the by-law will come forward at the next regular Council Meeting February 14th. 8. County of Oxford Accounts Receivable Up -Date D Presented By: Director of Finance • The Director of Finance reported that there has been no movement since the beginning of December. MAYOR'S ITEMS 9. Review of Before and After School Program Correspondence received: [12 bj • Barb Howison... Howison.pdf A, jb. • Lori Schultz... Schultz.pdf Response to After School Letters of Concern: Response to Afterscho A Letters of Concerr • The Director of Community Services reported that the new program began today, and can accommodate at least 25 children. • Once licensing is in place, they will be able to accommodate more. • She noted that this program was one of the most heavily subsidized programs. /A� OTHER ITEMS Page 5 MINUTES: Meeting for the Committee "Executive Committee" Awft\ 10. Discussion RE: Harold Dean's Property - Tillson Avenue [j Presented By: Councillor Patenaude INFORMATION ITEMS 11. Gordon Smith Wilkinson RE: Real Estate Taxes Imposed on Public Park Land in Hickory Hills Subdivision [Ita-1h Wilkinson.pdf • The CAO noted that it was written right into the lease, that when the property became taxable, they would pay the taxes. It was all up -front. • He added that the Board understand it. • The CAO to respond to Mr. Wilkinson. 12.OGRA Ministry Dele-gation excerpt of email from Mayor... There will be an opportunity to network with various Ministers and Parliamentary Assistants at the OGRA conference in February ... Once again it is important to isolate various issues/concerns to the Town of Tillsonburg and request appropriate meetings. Refer to following web address for NOTICE. hftp://www.mah.gov.on.ca/userfiles/HTMUnts-1-12541—l.html Can this be reviewed, with suggestions brought to Council on January 24 ... deadline for submissions is Feb. 1, 2005. any comments appreciated. The Council Coordinator to send in 'Municipal Delegation Requests' for: • Ministry of Natural Resources RE: Oil situation • Ministry of Environment RE: Ottawa Fibre • Ministry of Energy RE: Hydro Rates ADJOURNMENT Moved by Councillor Renaud Seconded by Councillor Patenaude THAT Council move back into Open Session. Executive Committee adjourned at 10:30 p.m. Approval Received: (1 of 1) Town of Tillsonburg Page 6 MINUTES: Meeting for the Committee "Executive Committee" Lana Lund/Tillsonburg (Monday February 14, 2005 02:53 PM) Page 7