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090323 Regular Council Meeting MinutesMINUTES: Meeting for the Committee "Open Council' Review Access: • Public U Private MINUTES Town of Tillsonburg Meeting for the Committee "Open Council" on Monday March 23, 2009 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 Notice of Motion Resolutions By -Laws Items of Public Interest Closed Meeting Session continued Adjournment CALL TO ORDER CLOSED MEETING SESSION No.1 Moved by Councillor Stephenson Seconded by Councillor Rosehart AND RESOLVED THAT Town Council move into Closed Session. "Carried" Page 1 MINUTES: Meeting for the Committee "Open Council" DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF None MINUTES & BUSINESS ARISING OUT OF THE MINUTES March 9, 2009 No. 2 Moved by Councillor Rosehart Seconded by Councillor Stephenson AND RESOLVED THAT the Minutes as prepared for the Council Meeting of March 9, 2009 be adopted. "Carried" ADOPTION OF AGENDA No. 3 Moved by Councillor Rosehart t4o@*1 Seconded by Councillor Stephenson AND RESOLVED THAT the Agenda as prepared for the Council Meeting of March 23, 2009 be adopted. "Carried" PRESENTATIONS PUBLIC MEETINGS 1. Public Meeting - Development Charges Background Study Presented By: Stefan Krzeczunowicz, Hemson Consulting Ltd. om HEMSON - DC Background Study - Final 6March2009.pdf By-law 3361 Development Charges 2009.doc UdMEL Presentation... cmx32400.pdf Council moved to Agenda Item 2. Following Item 5, Council moved back to Agenda Item 1. The Director of Finance noted that the Town had advertised March 4, 2009, and also that the background study and draft by-law had been available since March 9, 2009, at the Customer Service Centre, and the Corporate Office, as well as on the Town of Tillsonburg's website. Page 2 MINUTES: Meeting for the Committee "Open Council" Mr. Krzeczunowicz appeared before Council, and presented the attached presentation. Opportunity was given for comments and questions. Mayor Molnar requested information regarding the variance. Mayor Molnar encouraged Economic Development, through the CAO, to be involved and perhaps Council be introduced to options relative to options that may differ to maximum exposure. The CAO commented. He will look at options and recommendations will be brought forward prior to third reading of the by-law. NOTE: Councillor Beres arrived at 8:25 p.m. Resolution > No. 7 Moved by Councillor Stephenson Seconded by Councillor Rosehart AND RESOLVED THAT the Development Charges Background Study, dated March 6, 2009 be received as information. AND FURTHER THAT the Development Charges Bylaw be brought forward on March 23, 2009 for first and second reading. 14� "Carried" 2. Public Meeting - Rezoning Application Lot 31, Plan 1653 (Huszti Presented By: Jason Juhasz, Planner, County of Oxford 7-09-1 Huszti package. pdf Huszti Zone Change. pptx Mr. Jason Juhasz, Planner, County of Oxford, appeared before Council and commented regarding the subject application and attached report. Opportunity was given for comments and questions. In response to a question from Councillor Lewis, the Planner advised that the square footage being applied for is limited and that square footage could be moved over to the same quadrant of the subject property. Councillor Stephenson questioned why then the application would be for a specific location. P"*� Mayor Molnar reminded Council that it is dealing with the planning application, and other specifics may be outlined in the attached report. The applicant was in attendance, and was available to answer questions. Page 3 (Oft1 MINUTES: Meeting for the Committee "Open Council" No other persons appeared in support of, or opposition to, the subject application. In response to a question from Mayor Molnar, Mr. Juhasz advised that the BIA was circulated, however not until today. Mayor Molnar requested that be noted in the Minutes and suggested a subsequent discussion might be appropriate. The Director of Corporate Services/Clerk commented that the intent is for the by-law to be given first and second reading this date, allowing the BIA opportunity to comment prior to third reading. The following resolution was passed. Resolution > No. 4 Moved by Councillor Stephenson Seconded by Councillor Rosehart AND RESOLVED THAT the Council of the Town of Tillsonburg approve the attached zoning by-law amendment for an application submitted by Les Anderson, on behalf of the owner Julius Huszti, whereby lands consisting of Lot 31, Plan 1653 in the Town of Tillsonburg are to be rezoned from Service Commercial Zone (SC) to Special Service Commercial Zone (SC -11), to allow for the addition of a printing shop as a permitted use within the existing building. "Carried" DELEGATIONS 3. Poster Tour - Domestic Assault Review Team (Community Awareness Campaign) Presented By: Linda Armstrong, Public Educator, Oxford Domestic Assault Review Team Ms. Linda Armstrong appeared before Council promoting an awareness program of the Domestic Assault Review Team (DART), and Poster Tour. The poster will be coming to Tillsonburg in two days, and will remain in Tillsonburg and various locations. There will be a comment box located next to the poser, and all comments are encouraged. As of the first of November, Ms. Armstrong intends to make a story from all of the comments throughout the County, and attempt to identify what work is ahead of the Team. Additional information can be obtained from their website. 4. MS Walk, New York City Q. Presented By: Mrs. Nancy Lester Ms. Nancy Lester appeared before Council asking for Council's support of her P'w,N participation in the MS Walk, in New York City, April 19, 2009. It was noted that donations can be made at the Linden Tree store, located on Broadway in Tillsonburg. Page 4 MINUTES: Meeting for the Committee "Open Council" The following resolution was passed. Resolution > No. 5 Moved by Councillor Lewis Seconded by Councillor Rosehart AND RESOLVED THAT Nancy Lester be appointed an Ambassador for the Town of Tillsonburg for the purpose of participating in the 2009 MS Walk, to be held in New York City. "Carried" 5. National Day of Mourning - April 28, 2009 9 Presented By: Mr. Broderick Carey, President, Oxford Regional Labour Council Mr. Broderick Carey appeared before Council, asking for Council's support regarding the National Day of Mourning, being recognized in Tillsonburg April 28, 2009. Mayor Molnar noted that the clock tower area is coordinated through Community Services, and the Director of Community Services was asked to network with Mr. Carey. The following resolution was passed. /00� Resolution > No. 6 Moved by Councillor Lewis Seconded by Councillor Rosehart AND RESOLVED THAT the Council of the Town of Tillsonburg support the efforts of the Oxford Regional Labour Council in recognizing the National Day of Mourning, and that permission be granted for the use of the Clock Tower area April 28th, 2009. "Carried" Council moved back to Agenda Item 1. QUARTERLY REPORTS 6. FI 2009-013 Corporate Services 4th Quarter Report Q Presented By: Director of Corporate Services and Finance Resolution > No. 9 Moved by Councillor Rosehart Seconded by Councillor Stephenson AND RESOLVED THAT the Staff Report FI /Oft) 2009-013 dated March 17, 2009 regarding Corporate Services and Finance 2008 Fourth Quarter Report for the Year Ended December 31, 2008 be received as information. "Carried" Page 5 ka MINUTES: Meeting for the Committee "Open Council' 7. Community Services 4th Quarter Report Presented By: Director of Corporate Services and Finance Community Services Fourth Quarter 2008.doc Resolution > No. 10 Moved by Councillor Rosehart Seconded by Councillor Stephenson AND RESOLVED THAT the Community Services Fourth Quarter Report for the Year Ended December 31, 2008 be received as information. "Carried" 8. Fire & Rescue Services 2008 4th Quarter Report RA lJ Pre 2008 Ah Qtr report.doc Resolution > No. 8 Moved by Councillor Beres Seconded by Councillor Rosehart AND RESOLVED THAT the Fire & Rescue Services Fourth Quarter Report for the Year Ended December 31, 2008 be received as information. "Carried" CHIEF ADMINISTRATIVE OFFICER OPERATIONS 9.Operations Services Report 02009-05 Tender Results for T2009-001 Quarter Town Line Road Reconstruction . William Street to Gibson Drive Q Presented By: Director of Operations Resolution > No. 11 Moved by Councillor Stephenson Seconded by Councillor Rosehart AND RESOLVED THAT the Operations Services Staff Report 02009-05 from the Director of Operations dated March 2, 2009 be received; AND FURTHER THAT Tender T2009 - 001 - Quarter Town Line Road, William Street to Gibson Drive Road Re -construction be awarded to Cayuga Materials and Construction Ltd. of Cayuga, Ontario at a cost of $377,683 subject to County of Oxford approval; AND FURTHER THAT the estimated under spend be allocated to reduce 2009 Page 6 eo*,1 MINUTES: Meeting for the Committee "Open Council" debentures. "Carried" 10. Operations Services Report 02009 -06 Summary of Costs for Tillsonburg Residential Transfer Station Presented By: Director of Operations Resolution > No. 12 Moved by Councillor Rosehart Seconded by Councillor Stephenson AND RESOLVED THAT Staff Report 02009-06 from the Director of Operations dated March 2, 2009 be received. "Carried" 11. Kiwanis Club of Tillsonburg RE: Re: 2nd Annual Tillsonburg Soap Box Derby 2009 Q ,o*� Resolution > No. 13 Moved by Councillor Stephenson Seconded by Councillor Rosehart AND RESOLVED THAT the correspondence from The Kiwanis Club of Tillsonburg, dated March 14, 2009, be received; AND THAT the requested road closure be approved for the year 2009; AND FURTHER THAT the Town of Tillsonburg's Road Closure Policy be amended to include the Annual Tillsonburg Soap Box Derby. "Carried" COMMUNITY SERVICES CORPORATE SERVICES FINANCE 12.2008 Public Sector Salary Disclosure Q Resolution > No. 14 Moved by Councillor Stephenson Presented By: Director of Finance Page 7 1 ft\ MINUTES: Meeting for the Committee "Open Council" Seconded by Councillor Rosehart AND RESOLVED THAT the 2008 Public Sector Salary Disclosure for the Town of Tillsonburg be received as information. "Carried" 13. FI 2009-010 2009 Draft Budget Q Presented By: Director of Finance Mayor Molnar moved to Agenda Item 14, anticipating increased Council attendance. Following discussion, the following motions were introduced and voted on. Resolution > No. 22 Moved by Councillor Lewis Seconded by Councillor Rosehart AND RESOLVED THAT FI 2009-010 2009 Draft Budget report dated March 10, 2009 from the Director of Finance be received; AND FURTHER that the 2009 Business Plans and the 2009 Draft Budget be adopted in the amount of $11,182,779 with such funds to be raised from taxation. "DEFERRED" (to March 30, 2009) No. 23 Moved by Councillor Beres Seconded by Councillor Stephenson AND RESOLVED THAT F12009-010 2009 Draft Budget report dated March 10, 2009 from the Director of Finance be deferred to March 30, 2009 at 4:30 p.m. "Carried" Council moved to By -Laws. 14. FI 2009-011 Development Charges Annual Report Q Presented By: Director of Finance Resolution > No. 15 Moved by Councillor Lewis Seconded by Councillor Rosehart AND RESOLVED THAT the Staff report dated March 10, 2009 regarding the 2008 Development Charges Annual Report be received; AND THAT the Treasurer be directed to file the Report with the Minister of Municipal Affairs and Housing within 60 days after the statement has been received by Council. "Carried" 15. FI 2009-012 2008 Remuneration and Expenses a Resolution Presented By: Director of Finance Page 8 MINUTES: Meeting for the Committee "Open Council" > No. 16 Moved by Councillor Rosehart Seconded by Councillor Stephenson AND RESOLVED THAT Report FI 2009-012 dated March 17, 2009 regarding 2008 Remuneration and Expenses be received as information. "Carried" INFORMATION ITEMS 16. Information Item: February Library Board Meeting Minutes Q 17. Tillsonburg Non -Profit Housing Corporation RE: Formation of New Corporation Q 0 18. County of Oxford Monthly Up -Date Q Presented By: Mayor Molnar 19. Minister Responsible for Seniors RE: 2009 Senior of the Year Awards No.17 Moved by Councillor Lewis Seconded by Councillor Beres AND RESOLVED THAT correspondence from the Minister for Seniors regarding 2009 Senior of the Year Awards be received and referred to the Special Awards Committee for review. "Carried" 20. Canada Post RE: 2009 Canada Post Community Literacy Award Q No.18 Moved by Councillor Lewis Seconded by Councillor Beres AND RESOLVED THAT correspondence from Canada Post regarding the 2009 Canada Post Community Literacy Award be received and referred to the Special Awards Committee for review. "Carried" NOTICE OF MOTION Page 9 /Oft1 MINUTES: Meeting for the Committee "Open Council' > Councillor Lewis indicated at the March 9, 2009 meeting that the following Notice of Motion would be introduced at this meeting: Notice of Motion: At the next meeting of Council, I will bring forward a motion to establish a "Governance Advisory Committee" as a standing committee of Council. Mandate (terms of reference): The recommended mandate or terms of reference of the committee will be: 1. To develop and regularly review the governance structure, bylaws and policies of the Town. 2. To recommend modifications that reflect best practice in order to advance the work of Council and the Corporation as whole. 3. To guide the orientation and ongoing development of Council Members to enable them to better fulfill their role. Accountabilities: The recommended major responsibilities (not all inclusive) with accountability therefore will be: 1. To inform and advise Council with respect to appropriate processes and structures required to direct and manage the affairs of the Town. 2. To annually review the governance structure of Council and recommend procedures for administering the Town's system of governance to ensure that it is oft� consistent with the goals and objectives of the Town. 3. To at least every other year, fully review all procedural bylaws and recommend any necessary revisions to Council. 4. To assist Council and its committees in the development of effective policies, procedures, terms of reference and annual work plans. 5. To oversee the orientation, ongoing education and development of Council and Advisory Committee members. 6. To respond on a timely basis to requests from Council on specific governance issues directed to the committee. Committee Composition: The "Governance Advisory Committee" will be a Standing Committee of Council with a recommended membership to include: • Two members of Council • The Director of Corporate affairs • The CAO, as ex officio (non voting) • The Mayor, as ex officio (non voting) This would be a working (task driven) committee in which all members would be assigned certain responsibilities/tasks for research and reporting on issues as required and that means doing homework and reporting. Following discussion, the following motion was passed. No. 19 Moved by Councillor Lewis Seconded by Councillor Beres AND RESOLVED THAT Council establish a Govemance Advisory Committee as a standing committee of Council; AND FURTHER THAT the draft "Terms of Reference" attached to the motion as appendix Page 10 e'f't MINUTES: Meeting for the Committee "Open Council" A be a part of the motion; AND FURTHER THAT an Adhoc Committee be formed to review options and report back to Council; AND FURTHER THAT the Adhoc Committee be comprised of the CAO, Director of Corporate Services, Mayor Molnar (Ex -Officio) and Councillors Lewis, Beres and Rosehart. "Carried" RESOLUTIONS 21. Tillsonburg Tri -County Agricultural Society RE: "Palace" Building - Renovation 2009 Washroom Support Letter rev Zdoc Tillsonhurg Fairground Washrooms. pdf Resolution > No. 20 Moved by Councillor Stephenson Seconded by Councillor Rosehart AND RESOLVED THAT the correspondence from the Tillsonburg Tri -County Agricultural Society regarding renovation of the Palace Building be received; AND FURTHER THAT correspondence be sent indicating that the Town of Tillsonburg is in support of the renovation to improve washroom facilities in the Palace building and that in accordance with the agreement between the Town of Tillsonburg and the Tri -County Agricultural Society permission be granted to make such renovations. 22. Save our Hospitals Alliance H 0 S PI TALdocument. doc Resolution > No. 21 Moved by Councillor Beres Seconded by Councillor Rosehart AND RESOLVED THAT the Town of Tillsonburg participate in the Save our Hospitals Alliance. "Carried" Council moved back to Agenda Item 13. BY-LAWS 23. By -Law 3360 - To enter into a Collective Agreement with the Tillsonburg Dispatchers Firefighters' Association (to be considered for three readings) Page 11 MINUTES: Meeting for the Committee "Open Council" Collective Agreement (DJD Redlined Removed - Clean); March 18, 2009.doc By-law 3360 Collective Agreement with Tillsonburg Dispatchers Firefighters Association. doc 24. By -Law 3361 - Development Charges (to be considered for two readings) LTJ By-law 3361 Development Charges 2009.doc 25. By-law 3362 - To authorized the Purchase of Land from the Estate of Betty Ann Marion Vodden (to be considered for three readings) M By-law 3362 Vodden purchase. doc 26. By-law 3363 - To Amend Zoning By-law 3295 (Huszti)(to be considered for two readings) ad By-law 3363.pdf Resolutions Moved by Councillor Stephenson Seconded by Councillor Rosehart AND RESOLVED THAT By -Law 3360 to enter into a Collective Agreement with the Tillsonburg Dispatchers Firefighters' Association; By -Law 3361 to establish Development Charges; By -Law 3362 to authorize the Purchase of Land; and By -Law 3363 to amend Zoning By -Law 3295 (Huszti) 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 Councillor Stephenson Seconded by Councillor Rosehart AND RESOLVED THAT Committee do now rise and go into Committee of the Whole for the purpose of considering By -Law Numbers 3360, 3361, 3362 and 3363. "Carried" Moved by Councillor Stephenson Seconded by Councillor Rosehart AND RESOLVED THAT Committee do now rise and report on By -Law Numbers 3360 and 3362 as passed in Committee without amendment. "Carried" Moved by Councillor Stephenson Seconded by Councillor Rosehart AND RESOLVED THAT By -Law 3360 to enter into a Collective Agreement with the Tillsonburg Dispatchers Firefighters' Association be given third and final reading and the Mayor and Clerk be and are hereby authorized to Page 12 MINUTES: Meeting for the Committee "Open Council" sign the same and place the Corporate Seal thereunto. "Carried" Moved by Councillor Stephenson Seconded by Councillor Rosehart AND RESOLVED THAT By -Law 3362 to authorize the Purchase of Land 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 CLOSED MEETING SESSION CONTINUED ADJOURNMENT Meeting adjourned at 10:20 P.M. Approval Received: (1 of 1) Lana Lund/Tillsonburg (Tuesday April 07, 2009 11:15 AM) Town of Tllsonburg Page 13