090914 Regular Council Meeting MinutesMINUTES: Meeting for the Committee "Open Council'
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MINUTES
Town of Tillsonburg
Meeting for the Committee "Open Council"
on
Monday September 14, 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 Beres
Seconded by Councillor Lamb AND RESOLVED THAT Town Council move into Closed Session.
"Carried"
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MINUTES: Meeting for the Committee "Open Council"
DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF
Councillor Beres declared a conflict of interest with respect to Agenda Item 13.
MINUTES & BUSINESS ARISING OUT OF THE MINUTES
[August 10, 2009
QAugust 14, 2009 (Special Meeting)
No. 2
Moved by Councillor Rosehart
Seconded by Councillor Stephenson AND RESOLVED THAT the Minutes as prepared for the Council
Meetings of August 10 and 14, 2009 be adopted.
"Carried"
J
ADOPTION OF AGENDA
No. 3
Moved by Councillor Rosehart
Seconded by Councillor Stephenson AND RESOLVED THAT the Agenda as prepared for the Council
Meeting of September 14, 2009 be adopted, with the addition of:
• Tillsonburg Soccer (under Delegations).
"Carried"
PRESENTATIONS
PUBLIC MEETINGS
1. Application for Zone Chance - Town of Tillsonburg
Presented By: Mr. Jason Juhasz, Planner, County of Oxford
a.
ZON 7-09-3 Report Package.pdf
The Director of Corporate Services, in the absence of Mr. Juhasz, presented the attached
report.
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 bring forward for consideration the attached Zoning By -Law for the application
of the Town of Tillsonburg, to amend to Section 5.0 - General Provisions, Table 5.32.1 -
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MINUTES: Meeting for the Committee "Open Council"
/006� Permitted Projections into Required Yards and Section 6.0 - Low Density Residential -
Type 1 Zone (R1), Table 6.2 - Interior Side Yard in order to return to provisions from the
previous Zoning By-law No. 1994.
"Carried"
DELEGATIONS
2. Oxford Regional Labour Council RE: Monument a
Presented By: Mr. Broderick Carey, President, Oxford Regional Labour Council
Resolution
> No. 5
Moved by Councillor Stephenson
Seconded by Councillor Rosehart AND RESOLVED THAT Council receive the report;
AND FURTHER THAT the staff be charged to find a proper location for the monument
before December 6, 2009.
"Carried"
Mayor Molnar moved to Agenda Item 5.
Addition to Agenda: Tillsonburc Soccer
Presented By: Mr. Ches Sulkowski
Mr. Ches Sulkowski appeared before Council to present the final cheque to the Town of
Tillsonburg.
QUARTERLY REPORTS
3. Operations Services Report 02009-18 - Operations Services 2009 Second Quarter Report 9
Presented By: Director of Operations
Resolution
> No. 7
Moved by Councillor Stephenson
Seconded by Councillor Rosehart AND RESOLVED THAT Operations Services report
02009-18 - Second Quarter Report for the Year 2009 dated August 17, 2009 from the
Director of Operations be received.
"Carried"
CHIEF ADMINISTRATIVE OFFICER
4. Plan to Re-initiate and Complete a Master Fire Plan
Presented By: Bob Parsons, Fire Chief
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MINUTES: Meeting for the Committee "Open Council"
M
Status of MFP 08 Sept 2009.doc
Resolution
> No. 8
Moved by Councillor Beres
Seconded by Councillor Lewis AND RESOLVED THAT the Fire Chief prepare a status
report to mark the end of Step 4 and the Risk Assessment Phase of the Shaping Fire Safe
Communities program and such report be presented to Council at meeting in October 26,
2009.
"Carried"
5. Carroll Trail Committee - Up -Date
Presented By: Walter Kleer, on behalf of the Carroll Trail Committee
ParklandTrustDonations (3).pdf
Resolution
> No. 6
Moved by Councillor Beres
Seconded by Councillor Lewis AND RESOLVED THAT the attached financial information,
including Parkland Trust Donations, be received;
AND FURTHER THAT the CAO be directed to prepare a comprehensive report for the
next regular Council Meeting, scheduled for September 28, 2009.
"Carried"
Mayor Molnar moved back to Delegations (Tillsonburg Soccer).
OPERATIONS
6.Operations Services Report 02009-20 - Tender Results for Tender F2009-054 Road Sweeper a
Presented By: Director of Operations
Resolution
> No. 9
Moved by Councillor Lewis
Seconded by Councillor Beres AND RESOLVED THAT Operations Services Staff Report
02009- 20 from the Fleet Manager dated Aug 20, 2009 be received;
AND FURTHER THAT the bid of $153,402.30 be accepted and the Tender be awarded to
VQUIP Inc, Burlington, Ontario.
"Carried"
x"41
7.Operations Services Report 02009-15 - Fire Apparatus Replacement Plan D
Presented By: Director of Operations
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MINUTES: Meeting for the Committee "Open Council"
Report 02009-15 was deferred at the August 10109 Council Meeting, to the September
14109 Council Meeting. Chief Parsons is requested to be present to
answer questions regarding Unit 38.
Resolution
> No. 10
Moved by Councillor Lewis
Seconded by Councillor Beres AND RESOLVED THAT the report from the Fleet
Manager, Fire Chief and Director of Operations dated July 21, 2009 be received.
"Carried"
No. 11
Moved by Councillor Lewis
Seconded by Councillor Beres AND FURTHER THAT the 2009 Asset Management Plan
be amended to include Unit No. 71 Pumper;
AND FURTHER THAT the purchase be approved, subject to a RFP being prepared in
conjunction with a financial status report on the impact of the Asset Management Plan.
"Carried"
No. 12
Moved by Councillor Lewis
Seconded by Councillor Beres AND RESOLVED THAT the 2009 Asset Management Plan
be amended to include Unit No. 38 Fire Chiefs vehicle.
"Deferred"
/0 Consideration of the resolution regarding Unit No. 38 was deferred until the next regular
meeting of Council, September 28, 2009. It was noted that Deputy Mayor Renaud did not
support the deferral.
8.Operations Services Report 02009-22 -Town of Tillsonburg/County of Oxford Supply of Winter Salt
0)
Presented By: Director of Operations
Resolution
> No. 13
Moved by Councillor Lamb
Seconded by Deputy Mayor Renaud AND RESOLVED THAT Operations Services Report
02009-22 be received;
AND FURTHER THAT the quotation for the supply of Coarse Winter Salt for the
2009/2010 season be awarded to Sifto Canada Inc. at a price of $73.901 tonne.
"Carried"
9. Operations Services Report 02009-21- Tender Results for Tender F2009-002 - Hybrid Pick-up
Trucks
Presented By: Director of Operations
Resolution
> No. 14
Moved by Councillor Lamb
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MINUTES: Meeting for the Committee "Open Council"
/dftN Seconded by Deputy Mayor Renaud AND RESOLVED THAT Staff Report 02009-21 from
the Fleet Manager dated Aug 20, 2009 be received.
"Carried"
No. 15
Moved by Councillor Lamb
Seconded by Deputy Mayor Renaud AND FURTHER THAT Tender F2009-002 be
awarded to Anderson Chevrolet of Woodstock, Ontario, for 2 4 -wheel drive, hybrid
vehicles at a purchase price of $99,610.56, with consideration being given for the
purchase of a third vehicle after a status up -date of the 2009 Asset Management budget.
"Carried"
Note:
As a result of comment from Councillor Lewis, the Director of Operations committed to 18
months to bring back a report relative to benchmarks, relative to measurable terms.
Mayor Renaud called a 5 minute recess at 9:15 p.m.
10. Operations Services Report 02009-19 - Pedestrian Railway Bridge ( Participark/Kinsmen Bridge)
Q
Presented By: Director of Operations
/001� Resolution
> No. 16
Moved by Councillor Lewis
Seconded by Councillor Beres
RESOLVED THAT Operations Services Staff Report 02009-19 from the Director of
Operations dated August 28, 2009 be received;
"Carried"
No. 17
Moved by Councillor Lewis
Seconded by Councillor Beres AND RESOLVED THAT Council approve the construction
of the Kinsmen Bridge wood deck option at a revised cost of $150,000 in the 2009 asset
management plan.
"Carried"
COMMUNITY SERVICES
11. Dog Park Information Update D
Presented By: Director of Community Services
Resolution
> No. 18
Moved by Councillor Lewis
Seconded by Councillor Beres AND RESOLVED THAT the Report dated September 8,
14� 2009, Dog Park Information Update, be received as information.
"Carried"
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MINUTES: Meeting for the Committee "Open Council"
12. Library Accessibility Project Results Q
Presented By: Director of Community Services
Resolution
> No. 19
Moved by Councillor Rosehart
Seconded by Councillor Stephenson AND RESOLVED THAT the Report dated
September 8, 2009, Library Accessibility Renovations, be received, and work be awarded
as follows:
• Concrete: Hazen Masonry - $56,325
• Sliding Doors: Ontario Door Controls - $14,420
• Air Curtain: Ken Robinson Refrigeration Inc. - $3995.00
"Carried"
13. Arena Concession RFP
Presented By: Director of Community Services
Arena Concession RFP Report.doc Request for Proposal Concession Operations.doc
1�1 Arena Concession RFP Results.doc Request for Proposal Ad Concession Operations.doc
Resolution
> No. 20
Moved by Councillor Rosehart
Seconded by Councillor Stephenson AND RESOLVED THAT the report Arena
Concession RFP dated September 10, 2009 be received and further that the Arena
Concession Service be awarded to Beres Catering for the term October 1, 2009 - August
31, 2010 with an option for re -negotiation of payment and further renewal .
"Carried"
CORPORATE SERVICES
14. Appointment B
Presented By: Director of Corporate Services
M
By-law 3382 -Appointments to Boards and Commissions 2009,doc
Executive Summary to By-law 3382 to appoint members to Boards and Committees.doc
Resolution
> No. 21
t4� Moved by Councillor Stephenson
Seconded by Councillor Rosehart AND RESOLVED THAT By -Law 3382 be brought
forward for Council consideration.
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MINUTES: Meeting for the Committee "Open Council"
r"ft1 "Carried"
15. By-law to Enter into an Encroachment Agreement with Jane Ann McLean Q
Presented By: Director of Corporate Services
Resolution
> No. 22
Moved by Councillor Stephenson
Seconded by Councillor Rosehart AND RESOLVED THAT By -Law 3380 be brought
forward for Council consideration.
"Carried"
16. Community Improvement Plan Application - 41 Broadway
Presented By: Director of Corporate Services
C 2009-032 - CIP 41 Broadway. doc CIP Application.pdf 41 Broadway Budget.doc
Resolution
> No. 23
Moved by Councillor Beres
Seconded by Councillor Lewis AND RESOLVED THAT building permit/development
1 charges for the redevelopment of 41 Broadway be waived as per the Community
Improvement Plan By-law 3191;
AND FURTHER THAT staff be directed to enter into a facade improvement loan up to
$15,000 and the Upper Storey Residential Loan up to $40,000;
AND FURTHER THAT the property be approved for the assessment rebate program and
that a by-law for this program be brought forward for Council consideration once
conditions are met.
"Carried"
No. 24
Moved by Councillor Stephenson
Seconded by Councillor Rosehart AND RESOLVED THAT Council continue past 10:30 p.m. deliberations,
as per the procedural by-law.
"Carried"
FINANCE
17. FI 2009-025 Banking and Insurance Quotes 9
Resolution
> No. 25
Presented By: Director of Finance
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MINUTES: Meeting for the Committee "Open Council"
eoo� Moved by Councillor Lewis
Seconded by Councillor Beres AND RESOLVED THAT Report FI 2009-025 Banking and
Insurance Quotes from the Director of Finance dated July 28, 2009 be received as
information;
AND FURTHER THAT the Insurance estimate and the Banking quote be accepted on the
terms and pricing contained in their respective letters dated July 27, 2009.
"Carried"
18. FI 2009-029 Development Charges 9
Presented By: Director of Finance
Resolution
> No. 26
Moved by Councillor Lamb
Seconded by Deputy Mayor Renaud AND RESOLVED THAT Report FI 2009-029
Development Charges dated September 8, 2009 from the Director of Finance be received
as information;
THAT staff be authorized to prepare the final Development Charge By -Law for Council
consideration;
AND FURTHER THAT the final Development Charge By -Law include the incorporation of
phase-in option 1.
"Carried"
INFORMATION ITEMS
19. Information Item -Library Board Meeting Minutes June 11, 2009 -August 2009 Meeting 2
20. News Release -Government of Canada Helps Create Jobs and Attract New Investments to
Southern Ontario (Sand Plains Development Fund)
News Release.pdf
21. News Release - New Projects Will Create Jobs in Oxford County
ISI
�ocCAFrefease.pdf
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NOTICE OF MOTION
RESOLUTIONS
22. Township of Bayham RE: Port Burwell Harbour - Potential International Ferry Service
ISI
xc9AYHAMrequest.pdf
Resolution
> No. 27
Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVED THAT correspondence dated September
4, 2009 from Township of Bayham be received;
AND FURTHER THAT material be forwarded to CAO for review and recommendation on
September 28, 2009.
"Carried"
23. Community School Alliance
�I
�adGSAresoluticnp f
Resolution
> No. 28
Moved by Councillor Stephenson
Seconded by Councillor Rosehart AND RESOLVED THAT whereas communities across
Ontario are concerned with the Accommodation Review Committee process and the
impact this flawed process has on the socio-economic fabric of our municipalities;
AND WHEREAS many schools are the hubs of their communities, a better
accommodation review system is needed to address the educational facility needs of our
residents;
AND WHEREAS a system to address the educational facility needs in Ontario must
ensure that school boards and municipal councils partner on decisions regarding
education infrastructure;
AND WHEREAS greater accountability for school board decisions is needed;
AND WHEREAS a thorough review of the governance model for school accommodation
decisions must include an opportunity to appeal these decisions;
AND WHEREAS the accommodation review process should respect and value the input
of students, parents, the community and municipality;
f�'41 THEREFORE BE IT RESOLVED that the Province of Ontario be petitioned to implement
a `smart moratorium; on disputed school closings to provide the opportunity for the
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MINUTES: Meeting for the Committee "Open Council"
emMinistry of Education, school boards and municipalities to work together to develop
policies addressing such issues as planning for declining enrolments, a mutually agreed
upon Accommodation Review Committee process, a review of funding to rural and small
community schools, and transparency and accountability between municipalities and
school boards.
"Carried"
Addition - Resolution RE: OLG Facilily in Woodstock
No. 29
Moved by Councillor Stephenson
Seconded by Councillor Rosehart AND RESOLVED THAT the CAO initiative discussions
with the City of Woodstock as to the possibilities of sharing revenue from the OLG facility
in Woodstock.
"Carried"
BY-LAWS
24. By -Law 3382 - Appointments to Boards and Commissions 2009 (three readings)
ro� By-law 3382 - Appointments to Boards and Commissions 2009.doc
25. j -Law 3380 - Encroachment Agreement (three readings)
By-law 3380 Encroachment Agreement with Jane Ann McLean.doc Part 1 Harvey Street.pdf
Resolutions
> Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVED THAT By -Law 3380 to authorize an
Encroachment Agreement (McLean); and
by -Law 3382 to Appoint Members to Boards and Commissions 2009 (Airport Advisory)
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 Renaud
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 3380 and
3382.
"Carried"
Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVED THAT Committee do now rise and report
on By -Law numbers 3380 and 3382 as passed in Committee without amendment.
"Carried"
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MINUTES: Meeting for the Committee "Open Council'
Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVED THAT By -Law 3380 to authorize an
Encroachment Agreement (McLean) 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"
Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVED THAT By -Law 3382 to Appoint Members
to Boards and Commissions 2009 (Airport Advisory) 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 11:00 p.m.
Approval Received: (1 of 1)
Lana Lund/Tillsonburg (Monday September 28, 2009
10:07 AM)
�O■
Town of Tillsonburg
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