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230124 Regular Council AgendaThe Corporation of the Town of Tillsonburg Council Meeting AGENDA Tuesday, January 24, 2023 6:00 PM Council Chambers 200 Broadway, 2nd Floor 1.Call to Order 2.Closed Session 3.Moment of Silence 4.Adoption of Agenda Proposed Resolution # Moved By: ________________ Seconded By: ________________ THAT the Agenda as prepared for the Council meeting of January 24, 2023, with agenda item 13.6.1 (Staff Report OPD 23-08) being dealt with immediately following agenda item 7.2 (Planning and Development Service Delivery Review Presentation), be approved. 5. Disclosures of Pecuniary Interest and the General Nature Thereof 6.Adoption of Council Minutes of Previous Meeting Proposed Resolution # Moved By: ________________ Seconded By: ________________ THAT the Council meeting minutes dated January 9, 2023, and the Council Budget meeting minutes dated January 16, 2023, be approved. 7.Presentations 7.1 MPAC 101 Presenter: Jeremy Gough, Account Manager, Municipal & Stakeholder Relations Proposed Resolution # Moved By: ________________ Seconded By: ________________ THAT Council receives the presentation from the Municipal Property Assessment Corporation (MPAC) as information. 7.2 Town of Tillsonburg Planning and Development Service Delivery Review Completed by Leading Ledge Group Presenter: JoAnne Harris, Leading Ledge Group Proposed Resolution # Moved By: ________________ Seconded By: ________________ THAT Council receives the presentation by Leading Ledge Group regarding the Town of Tillsonburg Planning and Development Service Delivery Review as information. 8.Public Meetings 8.1 Application for Zone Change ZN 7-22-16 – Darrell Stubbe Proposed Resolution # Moved By: ________________ Seconded By: ________________ THAT Council approve the zone change application submitted by Darrel Stubbe, whereby the lands described as Lot 26, Plan M131, Town of Tillsonburg, known municipally as 5 Mary Street, are to be rezoned from ‘Low Density Residential Type 2 Zone (R2-S)’ to ‘Special Low Density Residential Type 2 (R2-sp)’ to permit a second residential unit in the basement of an existing single-detached dwelling. 8.2 Application for Zone Change ZN 7-22-17 – Skylight Real Estate Inc. Proposed Resolution # Moved By: ________________ Seconded By: ________________ THAT Council approve-in-principle the zone change application submitted by Skylight Real Estate Inc., whereby the lands described as Lot 637, Plan 500, in the Town of Tillsonburg known municipally as 309 Broadway are to be rezoned from ‘Low Density Residential Type 1 Zone (R1)’ to ‘Low Density Residential Type 3 Zone (R3)’ to recognize an existing legal non-conforming triplex on the subject lands. 9.Planning Reports Page 2 of 200 10.Delegations 10.1 Andrew Tucker Re: Backyard Chickens Proposed Resolution # Moved By: ________________ Seconded By: ________________ THAT Council receives the delegation from Andrew Tucker as information. 11.Deputation(s) on Committee Reports 12.Information Items 12.1 Oxford County Memo Re: Backflow Prevention Program Notice of Public Consultation 12.2 Tillsonburg Police Services Board Resolution 448 Re: False Alarm By-Law Proposed Resolution # Moved By: ________________ Seconded By: ________________ THAT Council receives the correspondence from Oxford County dated January 16, 2023 and the Tillsonburg Police Services Board correspondence dated January 18, 2023, as information. 13.Staff Reports 13.1 Chief Administrative Officer 13.2 Corporate Services 13.2.1 CS 23-01 Committee Member Selection Proposed Resolution # Moved By: ________________ Seconded By: ________________ THAT Council receives report CS 23-01 Committee Member Selection; AND THAT a by-law be brought forward for Council’s consideration to appoint members to the Committees; AND THAT staff coordinate with local schools for applications to the Youth Engagement and Strategy Committee; AND THAT staff advertise for one vacancy on the Affordable and Page 3 of 200 Attainable Housing Committee; AND FURTHER THAT the Committees’ Terms of Reference be amended to allow for a maximum of 12 members and a maximum of 13 members on the Parks, Beautification and Cemetery Committee. 13.3 Economic Development 13.4 Finance 13.5 Fire and Emergency Services 13.6 Operations and Development 13.6.1 OPD 23-08 The Town of Tillsonburg’s Third Party Planning and Development Service Delivery Review Proposed Resolution # Moved By: ________________ Seconded By: ________________ THAT report OPD 23-08 the Town of Tillsonburg’s Third Party Planning and Development Service Delivery Review be received as information; AND THAT the final reports and presentation material as prepared by Leading Ledge Group included under agenda item 7.2, be presented/shared with Oxford County and posted on the Town of Tillsonburg website. 13.7 Recreation, Culture and Parks 14.New Business 15.Consideration of Minutes 15.1 Advisory Committee Minutes Proposed Resolution # Moved By: ________________ Seconded By: ________________ THAT Council receives the Economic Development Advisory Committee minutes dated December 13, 2022, as information. 15.2 Long Point Region Conservation Authority Board of Directors Minutes Proposed Resolution # Moved By: ________________ Page 4 of 200 Seconded By: ________________ THAT Council receives the Long Point Region Conservation Authority Minutes dated December 7, 2022, as information. 15.3 Tillsonburg Police Service Board Minutes Proposed Resolution # Moved By: ________________ Seconded By: ________________ THAT Council receives the Tillsonburg Police Service Boards Minutes and Reports dated December 12, 2022, as information. 16.Motions/Notice of Motions 17.Resolutions/Resolutions Resulting from Closed Session 18.By-Laws 18.1 A By-Law to appoint members to Town of Tillsonburg Council advisory committees 18.2 A By-Law to repeal By-Law 3883 that authorized a airport hangar land lease agreement for Taxiway C1 Lot 9 with Danny Richer 18.3 A By-Law to repeal By-Law 2022-067 that appointed an acting clerk for the Town of Tillsonburg 18.4 A By-Law to appoint Directors to the Board of Management of the Tillsonburg Business Improvement Area (BIA) 18.5 A By-Law to amend Procedural By-Law 4173 (Electronic Meeting Participation) 18.6 A By-Law to amend By-Law 2020-091 being a by-law to adopt and maintain a policy with respect to the delegation of the Corporation of the Town of Tillsonburg’s powers and duties 18.7 A By-Law to authorize the Tillsonburg Community Centre Concession Lease (Snack Bar and Waterpark Concession Lease) Agreement with Chrissy's Catering for a term of 2023-2025 18.8 To amend Zoning By-Law Number 3259, as amended (ZN 7-22-16) Proposed Resolution # Moved By: ________________ Seconded By: ________________ THAT A By-Law to appoint members to Town of Tillsonburg Council advisory committees; and Page 5 of 200 A By-Law to repeal By-Law 3883 that authorized a airport hangar land lease agreement for Taxiway C1 Lot 9 with Danny Richer; and A By-Law to repeal By-Law 2022-067 that appointed an acting clerk for the Town of Tillsonburg; and A By-Law to appoint Directors to the Board of Management of the Tillsonburg Business Improvement Area (BIA) A By-Law to amend Procedural By-Law 4173 (Electronic Meeting Participation); and A By-Law to amend By-Law 2020-091 being a by-law to adopt and maintain a policy with respect to the delegation of the Corporation of the Town of Tillsonburg’s powers and duties; and A By-Law to authorize the Tillsonburg Community Centre Concession Lease (Snack Bar and Waterpark Concession Lease) Agreement with Chrissy's Catering for a term of 2023-2025; and To amend Zoning By-Law Number 3259, as amended (ZN 7-22-16), 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. 19.Confirm Proceedings By-law Proposed Resolution # Moved By: ________________ Seconded By: ________________ THAT By-Law 2023-008, to Confirm the Proceedings of the Council Meeting held on January 24, 2023, 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. 20.Items of Public Interest 21.Adjournment Proposed Resolution # Moved By: ________________ Seconded By: ________________ THAT the Council meeting of January 24, 2023 be adjourned at Page 6 of 200 1 The Corporation of the Town of Tillsonburg Council Meeting MINUTES Monday, January 9, 2023 6:00 PM Council Chambers 200 Broadway, 2nd Floor ATTENDANCE: Mayor Gilvesy Deputy Mayor Beres Councillor Luciani Councillor Parker Councillor Rosehart Councillor Spencer Councillor Parsons Staff: Kyle Pratt, Chief Administrative Officer Renato Pullia, Interim Director of Finance/Treasurer Johnathon Graham, Director of Operations & Development Julie Columbus, Director of Recreations, Culture & Parks 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. Moment of Silence 4. Adoption of Agenda Resolution # 2023-001 Page 7 of 200 2 Moved By: Councillor Parker Seconded By: Deputy Mayor Beres THAT the Agenda as prepared for the Council meeting of January 9, 2023, with the withdrawal of agenda items 10.1 Delegation and 13.2.1 staff report CS 23 -01 Committee Member Selection, be approved. Carried 5. Disclosures of Pecuniary Interest and the General Nature Thereof No disclosures of pecuniary interest were declared. 6. Adoption of Council Minutes of Previous Meeting Resolution # 2023-002 Moved By: Councillor Rosehart Seconded By: Councillor Spencer THAT Council Budget meeting minutes dated December 7, 2022 and the Council meeting minutes dated December 12, and December 19, 2022, be approved. Carried 7. Presentations 7.1 Staff Employee Recognition Kyle Pratt, Chief Administrative Officer, presented staff with employee service recognition certificates. Councillor Parsons honoured former Tillsonburg Town Councillor and Volunteer Firefighter Bob Smith. A moment of silence was held. 8. Public Meetings 8.1 Applications for Official Plan Amendment, Draft Plan of Subdivision & Zone Change OP 22-14-7, SB 22-04-7 & ZN 7-22-12 - Gene Sandham Eric Gilbert, Senior Planner, Oxford County, appeared before Council to provide an overview of the application. Staff recommend approval in principal of the zone change application. Opportunity was provided for comments and questions from Council. The applicant was not in attendance. Page 8 of 200 3 Trevor Benjamins, Agent, was present to speak in support to the application. There was discussion regarding parkland dedication verse cash -in-lieu. No members of the public appeared before Council either in support or opposition to the application. Resolution # 2023-003 Moved By: Councillor Luciani Seconded By: Councillor Parker THAT Council approve in principle the zone change application (File No. ZN 7-22-13) submitted by Gene Sandham, for lands legally described as Part of Lot 1606, Plan 500, Concession 5 NTR, Parts 3 & 4, 41R -9612 in the Town of Tillsonburg, to rezone the lands Low Density Residential Type 1 Holding Zone, to facilitate the proposed draft plan of subdivision; AND THAT Council advise County Council that the Town supports the application to amend the County Official Plan (File No. OP 22-14-7), submitted by Gene Sandham, for lands legally described as Part of Lot 1606, Plan 500, Concession 5 NTR, Parts 3 & 4, 41R-9612, in the Town of Tillsonburg, to redesignate the subject lands from ‘Open Space’ to ‘Residential’ & ‘Low Density Residential’, to facilitate a draft plan of subdivision consisting of lots for 7 single detached dwellings; AND THAT Council advise County Council that the Town supports the application for draft plan of subdivision, File No. SB 22-04-7, submitted by Gene Sandham, for lands legally described as Part of Lot 1606, Plan 500, Concession 5 NTR, Parts 3 & 4, 41R-9612, in the Town of Tillsonburg, consisting of 7 lots for single-detached dwellings, subject to the conditions of draft approval contained in staff report CP 2022-421 dated January 9, 2023. Carried 9. Planning Reports 10. Delegations 10.1 Andrew Stancek, Dawn Vanatter, Jerry Claessens Re: Support for homeless shelter Delegation was withdrawn. Page 9 of 200 4 10.2 Jim Donaldson Re: Recreation Sports Tennis, Paddle Ball, Pickleball Jim Donaldson appeared before Council to advocate for the resurfacing of the existing three tennis courts, the installation of an additional fourth tennis court, in addition to the creation of four dedicated pickle ball courts. Mr. Donaldson also noted that tennis tournaments will not come to Tillsonburg due to the lack of accommodations. It was noted that the resurfacing of the existing tennis courts is included in the proposed 2023 budget. Opportunity was provided for comments and questions from Council. Staff were asked to investigate the feasibility of multi-use courts to accommodate tennis and pickleball. In addition, staff were asked to provide the cost to create a fourth court for Council's consideration. Resolution # 2023-004 Moved By: Councillor Rosehart Seconded By: Councillor Parsons THAT Council receives the delegation from Jim Donaldson as information; AND THAT the item be referred to the Recreation and Sports Advisory Committee for consideration. Carried 11. Deputation(s) on Committee Reports 12. Information Items 12.1 Oxford Invitational Youth Robotics Challenge Wrap Up Letter 12.2 City of Toronto Re: Update on Bill 23 More Homes Built Faster Act, 2022 12.3 Oxford County Re: More Homes Built Faster Act, 2022, and Bill 39, Better Municipal Governance Act, 2022 12.4 Ministry of Municipal Affairs and Housing Re: More Homes Built Faster Act, 2022 Resolution # 2023-005 Moved By: Deputy Mayor Beres Seconded By: Councillor Rosehart Page 10 of 200 5 THAT Council receive the correspondence from the Oxford Invitational Youth Robotics Challenge dated 2022, the correspondence from the City of Toronto dated November 25, 2022, the correspondence from Oxford County dated December 14, 2022 and the correspondence from the Ministry of Municipal Affairs and Housing dated January 4, 2023, as information. Carried 13. Staff Reports 13.1 Chief Administrative Officer 13.2 Corporate Services 13.2.1 CS 23-01 Committee Member Selection Staff report withdrawn. 13.3 Economic Development 13.4 Finance 13.4.1 2023 Budget Deliberations 13.4.1.1 EDM 23-01 Budget White Paper - Project Management Consultant to Expedite Industrial Land Development Resolution # 2023-006 Moved By: Councillor Spencer Seconded By: Councillor Parker THAT report EDM 23-01 Project Management Consultant to Expedite Industrial Land Development Budget White Paper be received as information; AND THAT a Request for Proposal for a Project Management Consultant be prepared and released with the intent of facilitating the timely development and approval of Phases 2 and 3 of the Van Norman Innovation Park; AND THAT the costs for a Project Management Consultant, and associated design/ approvals, be funded from the Economic Development Reserve up Page 11 of 200 6 to a maximum of $250,000 with an annual report being brought back to Council for information. Carried 13.4.1.2 EDM 23-02 - Budget White Paper - Review of Southwestern Ontario Marketing Alliance Resolution # 2023-007 Moved By: Councillor Parker Seconded By: Councillor Luciani THAT report EDM 23-02 Review of Southwestern Ontario Marketing Alliance Budget White Paper be received for information. Carried 13.4.1.3 FIN 23-04 Budget White Paper - Council Budget Increase Resolution # 2023-008 Moved By: Councillor Parsons Seconded By: Councillor Spencer THAT report FIN 23-04 Council 2022 to 2023 Budget Variance Budget White Paper be received as information. Carried 13.4.1.4 FRS 23-01 Budget White Paper - Fire Service Medical Response White Paper Fire Chief Caskenette was present to answer questions. Staff noted that the Town is in the process of conducting a community risk assessment as well as developing a Fire Master Plan that will help determine the Town's Fire and Rescue Services Department resource needs. Page 12 of 200 7 Resolution # 2023-009 Moved By: Deputy Mayor Beres Seconded By: Councillor Rosehart THAT report FRS 23-01 Fire Service Medical Response Information Budget White Paper be received as information; AND THAT Council direct the Fire Chief to provide the current level of tiered medical response services to the community in accordance with the Tiered Response Agreement between the Town of Tillsonburg and the County of Oxford Paramedic Services dated September 23, 2019. Carried 13.4.2 FIN 23-01 Interim 2023 Tax Levy By-Law Resolution # 2023-010 Moved By: Councillor Parker Seconded By: Councillor Parsons THAT report FIN 23-01 2023 Interim Tax Levy be received for information; AND THAT the 2023 Interim Tax Levy By-Law be brought forward for Council’s consideration. Carried 13.4.3 FIN 23-02 2023 Borrowing By-Law Resolution # 2023-011 Moved By: Councillor Spencer Seconded By: Deputy Mayor Beres THAT Council receives report FIN 23-02 2023 Borrowing By-law; AND THAT a By-Law to authorize the borrowing of money to meet current expenditures of the Town of Tillsonburg for the 2023 fiscal year be brought forward for Council's consideration. Page 13 of 200 8 Carried 13.4.4 FIN 23-03 Delegation of Authority, Tax Adjustments and Apportionments Ted Lyons, Revenue Manager, was present to answer questions. Resolution # 2023-012 Moved By: Councillor Luciani Seconded By: Councillor Spencer THAT Council receives report FIN 23-03 Delegation of Authority, Tax Adjustments and Apportionments, as information; AND THAT a By-Law to amend By-Law 2020-091 Delegation of Powers and Duties, to include a delegation of authority for property tax adjustments and apportionments under Sections 356, 357, 357.1, 358 & 359 of the Municipal Act, 2001, c.25 to the Director of Finance / Treasurer or delegate, be brought forward at the next regular Council meeting for Council’s consideration. Carried 13.5 Fire and Emergency Services 13.6 Operations and Development 13.6.1 OPD 23-01 Bridges Subdivision Road Naming Resolution # 2023-013 Moved By: Councillor Parsons Seconded By: Councillor Parker THAT Council approves “Greenhill Drive”, “Clubhouse Way”, and “Eagles Court” as road names for the Bridges subdivision. Carried 13.6.2 OPD 23-02 Subdivision and Road Naming – Cranberry Road Subdivision Resolution # 2023-014 Page 14 of 200 9 Moved By: Deputy Mayor Beres Seconded By: Councillor Rosehart THAT Council approves “Cranberry Road Subdivision” as a subdivision name; AND THAT Council approves “Ambkot Crescent” as a road name for the Cranberry Road Subdivision. Carried 13.6.3 OPD 23-03 Overnight Winter Parking Enforcement Staff noted that if approved the additional staff appointments will result in an increase of snow removal related ticketing, with education as the primary practice. It was asked if there is a method for the public to report vehicles in contravention of Town by-laws; the public can call the Town to make a report. Resolution # 2023-015 Moved By: Councillor Spencer Seconded By: Councillor Parker THAT a By-Law to appoint Jeff VanGulk, Darryl Nesplic, and Angela Hughes as Municipal Law Enforcement Officers for the Town of Tillsonburg be brought forward for Council’s consideration. Carried 13.6.4 OPD 23-04 Traffic By-Law Housekeeping Amendments There were questions and concerns noted about the proposed amendments to the Traffic By-Law. Resolution # 2023-016 Moved By: Councillor Parker Seconded By: Councillor Rosehart THAT the recommendations for Tillson Avenue, Venison Street and Kara Lane be approved; AND THAT the accessible parking request on Brock Street be sent to the Accessibility Advisory Committee for comment and review; Page 15 of 200 10 AND THAT the North School Bus Loading Zone on Frances Street be converted to a 30 minute maximum parking zone; AND THAT the remainder of Frances Street be unchanged; AND THAT a letter signed by the Mayor be sent to the London District Catholic School Board firmly stating that it is the role of the School Board to provide sufficient and adequate parking for the ir schools. The letter should site complaints received by the Town as well as safety concerns that may have been identified by staff; AND THAT the recommendation for electrical vehicle signage be approved; AND THAT the removal of two parking spaces on Broa dway for T- GO, the two hour limit on Lot 1A and the re-location of the loading zone in Lot 1A be deferred until a report is brought back to Council outlining how these changes relate to the Parking Study. Carried 13.7 Recreation, Culture and Parks 14. New Business 15. Consideration of Committee Minutes 15.1 Committee Minutes 15.2 Long Point Region Conservation Authority Minutes Resolution # 2023-017 Moved By: Councillor Rosehart Seconded By: Councillor Spencer THAT Council receives the Long Point Region Conservation Authority Minutes dated November 2 and November 9, 2022, as information. Carried 15.3 Tillsonburg Police Service Boards Minutes and Reports Resolution # 2023-018 Moved By: Councillor Luciani Seconded By: Councillor Parker Page 16 of 200 11 THAT Council receives the Tillsonburg Police Service Boards Minutes and Reports dated November 16, 2023, as information. Carried 16. Motions/Notice of Motions 16.1 Land Acknowledgement Staff were asked to seek input from Indigenous peoples on the inclusion of First Nation group names in a Territorial Acknowledgement. Resolution # 2023-019 Moved By: Deputy Mayor Beres Seconded By: Councillor Parker THAT the Town of Tillsonburg's formal Land Acknowledgement be read as, "Today we recognize the Indigenous peoples as the customary keepers and defenders of the Great Turtle Island, its waters and its lands. We honour their long history and welcoming others to this beautiful territory. Our aim is to uphold and uplift their voices and values as our Host Nation." at the beginning of each Council meeting. Carried 17. Resolutions/Resolutions Resulting from Closed Session 18. By-Laws 18.1 By-Law 2023-002, to Enter into an Airport Land Lease with 1467246 Ontario Inc. 18.2 A By-Law to appoint members to Town of Tillsonburg Council advisory committees Withdrawn. 18.3 By-Law 2023-003, to provide for an Interim Tax Levy for the year 2023 18.4 By-Law 2023-004, to authorize the borrowing of money to meet current expenditures of the Council of the Corporation of the Town of Tillsonburg (the "Municipality") during the Fiscal Year Ending December 31, 2023 18.5 By-Law 2023-005, to appoint Municipal Law Enforcement Officers Page 17 of 200 12 18.6 A By-Law to amend By-Law 2022-029 (Traffic By-Law) Withdrawn. Resolution # 2023-020 Moved By: Councillor Parker Seconded By: Councillor Luciani THAT By-Law 2023-002, to Enter into an Airport Land Lease with 1467246 Ontario Inc.; and By-Law 2023-003, to provide for an Interim Tax Levy for the year 2023; and By-Law 2023-004, to authorize the borrowing of money to meet current expenditures of the Council of the Corporation of the Town of Tillsonburg (the "Municipality") during the Fiscal Year Ending December 31, 2023; and By-Law 2023-005, to appoint Municipal Law Enforcement Officers, 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 19. Confirm Proceedings By-law Resolution # 2023-021 Moved By: Councillor Spencer Seconded By: Councillor Parsons THAT By-Law 2023-001, to Confirm the Proceedings of the Council Meeting held on January 9, 2023, 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. Items of Public Interest Development Commissioner noted that the provisional certificate has been removed from title on the Van Norman Innovation Park and that two land deals have closed. Page 18 of 200 13 County Council will be asked to approve the updated 2023 Business Plans and Budget at their meeting on Wednesday, January 11, 2023 at 9:30 a.m. Upcoming Council meetings include:  Monday, January 16, 2023 at 6:00 p.m. budget meeting (2023 budget deliberations).  Tuesday, January 24, 2023 at 6:00 p.m. regular meeting. 21. Adjournment Resolution # 2023-022 Moved By: Councillor Rosehart Seconded By: Councillor Parker THAT the Council meeting of January 9, 2023 be adjourned at 7:48 p.m. Carried Page 19 of 200 1 The Corporation of the Town of Tillsonburg Council Budget Meeting MINUTES Monday, January 16, 2023 6:00 PM Council Chambers 200 Broadway, 2nd Floor ATTENDANCE: Mayor Gilvesy Deputy Mayor Beres Councillor Luciani Councillor Parker Councillor Parsons Councillor Rosehart Councillor Spencer Staff: Kyle Pratt, Chief Administrative Officer Tanya Daniels, Director of Corporate Services/Clerk Johnathon Graham, Director of Operations & Development Julie Columbus, Director of Recreations, Culture & Parks Cephas Panschow, Development Commissioner Cheyne Sarafinchin, Senior Analyst/Deputy Treasurer Amelia Jaggard, Deputy Clerk _____________________________________________________________________ 1. Call to Order The meeting was called to order at 6:00 p.m. 2. Adoption of Agenda Resolution # 2023-023 Moved By: Councillor Rosehart Seconded By: Councillor Spencer Page 20 of 200 2 THAT the Agenda as prepared for the Council Budget meeting of January 16, 2023 be approved. Carried 3. Moment of Silence 4. Disclosures of Pecuniary Interest and the General Nature Thereof No disclosures of pecuniary interest were declared. 5. Adoption of Council Minutes of Previous Meeting 6. Finance 6.1 Big Brother Big Sisters of Oxford County Kristen Ralph, Executive Director, Big Brother Big Sisters of Oxford County, appeared before Council to present the organization's 2023 community grant request. 6.2 Junior Achievement SW Ontario Karen Chafe, Junior Achievement SW Ontario, appeared before Council to present the organization's 2023 community grant request. 6.3 Lake Lisgar Revitalization Committee Joan Weston and Frank Kempf, Lake Lisgar Revitalization Committee, appeared before Council to present the organization's 2023 community grant request. Staff noted that there are funds included in the proposed 2023 capital budget for Lake Lisgar shoreline remediation. 6.4 Royal Canadian Legion Branch 153 Dianne Hodges and Paul Robinson, Royal Canadian Legion Branch 153, appeared before Council to present the organization's 2023 community grant request. 6.5 Tillsonburg and District Multi-Service Centre Kathryn Leatherland, Tillsonburg District Multi-Service Centre, appeared before Council to present the organization's 2023 community grant request. 6.6 Tillsonburg Free Family Fishing Derby Page 21 of 200 3 Mike and Rosemary Dean, Tillsonburg Free Family Fishing Derby, appeared before Council to present the organization's 2023 community grant request. 6.7 Tillsonburg Horticultural Society Christine Nagy, Tillsonburg Horticultural Society, appeared before Council to present the organization's 2023 community grant request. 6.8 Tillsonburg Shiners Cedric Tomico, Tillsonburg Shriners, appeared before Council to present the organization's 2023 community grant request. 6.9 Tillsonburg Tri-County Agricultural Society (Fair) Mike and Rosemary Dean, Tillsonburg Tri-County Agricultural Society (Fair), appeared before Council to present the organization's 2023 community grant request. 6.10 Tillsonburg Turtlefest Mark Renaud, Tillsonburg Turtlefest, appeared before Council to present the organization's 2023 community grant request. Mr. Renaud indicated that the outstanding loan with the Town of Tillsonburg could be repaid in full by the end of the year if the 2023 grant request is approved. 6.11 Youth Unlimited (Upper Deck Youth Centre) Lydia Byl, Youth Unlimited (Upper Deck Youth Centre), appeared before Council to present the organization's 2023 community grant request. 6.12 Tillsonburg and Area Optimist Club - Santa Claus Parade Amy Varga, Tillsonburg and Area Optimist Club - Santa Claus Parade, appeared before Council to present the organization's 2023 community grant request. Council recessed at 7:49 p.m. Council resumed at 7:55 p.m. Resolution # 2023-024 Moved By: Councillor Parker Seconded By: Councillor Rosehart Page 22 of 200 4 THAT Council has received applications for grant funding from various community groups during the 2023 budget sessions; AND THAT the following groups are awarded the following dollar amounts: 1. Big Brother Big Sisters of Oxford County $2,000; 2. Junior Achievement SW Ontario $1,000; 3. Lake Lisgar Revitalization Committee $7,000; 4. Royal Canadian Legion Branch 153 $3,500; 5. Tillsonburg and District Multi-Service Centre $7,000; 6. Tillsonburg Free Family Fishing Derby $1,000; 7. Tillsonburg Horticultural Society $4,000; 8. Tillsonburg Tri-County Agricultural Society (Fair) $6,800; 9. Tillsonburg Turtlefest $7,500; 10. Youth Unlimited (Upper Deck Youth Centre) $1,000; 11. Tillsonburg and Area Optimist Club - Santa Claus Parade $2,500; 12. Family Day Organizing Committee $2,500; 13. Town of Tillsonburg Cultural Advisory Committee $6,000. Carried 6.13 Tillsonburg Business Improvement Area (BIA) Mark Renaud, Executive Director, Tillsonburg BIA, appeared before Council to present the Tillsonburg Downtown BIA's 2023 Budget and Business Plan. Resolution # 2023-025 Moved By: Councillor Parker Seconded By: Councillor Rosehart THAT the Tillsonburg Business Improvement Area Memorandum of Understanding and Direction rate be increased by 15% this year and be capped at the 2023 Consumer Price Index (5.7%) for the years 2024 and 2025. Councillor Parker called for a recorded vote. Page 23 of 200 5 Councillor Parker - Yes Councillor Parsons - Yes Councillor Rosehart - Yes Councillor Spencer - Yes Deputy Mayor Beres - Yes Councillor Luciani - Yes Mayor Gilvesy - Yes Carried 6.14 RCP 23-01 Budget White Paper – Tennis and Pickleball Memberships Resolution # 2023-026 Moved By: Councillor Luciani Seconded By: Councillor Parker THAT report RCP 23-01 Tennis and Pickleball Memberships Budget White Paper be received as information; AND THAT staff use the information collected to guide future options for the operation of the tennis courts and any other future sports courts and amenities. Carried The following motion pertains to agenda item 6.13 (Tillsonburg BIA). Resolution # 2023-027 Moved By: Deputy Mayor Beres Seconded By: Councillor Rosehart THAT the Tillsonburg Downtown BIA 2023 Budget and Business Plan presentation be received; AND THAT an amount of $166,940.00 that represents the proposed BIA Gross Budget to be levied in 2023 be paid in four (4) equal installments to the BIA. Carried Page 24 of 200 6 6.15 OPD 23-05 Budget White Paper Fleet Replacement Program for Light Duty Vehicles One-year Analysis and Evaluation Staff will report back to Council with additional analysis of the program in advance of the next scheduled delivery of rental fleet. Resolution # 2023-028 Moved By: Councillor Spencer Seconded By: Councillor Rosehart THAT report OPD 23-05 Budget White Paper Fleet Replacement Program for Light Duty Vehicles One-year Analysis and Evaluation be received for information. Carried 6.16 OPD 23-06 Budget White Paper - Sidewalk Snow Operations Resolution # 2023-029 Moved By: Councillor Parsons Seconded By: Deputy Mayor Beres THAT report OPD 23-06 White Paper - Sidewalk Snow Operation be received as information. Carried 6.17 OPD 23-07 Budget White Paper - Loose Leaf Collection Services Update Resolution # 2023-030 Moved By: Councillor Luciani Seconded By: Councillor Spencer THAT report OPD 23-07 White Paper – Loose Leaf Collection Services Update be received as information; AND THAT staff be directed to report back in summer 2023 with a comprehensive review of the loose leaf collection program. Carried 7. Motions/Notice of Motions Page 25 of 200 7 Resolution # 2023-031 Moved By: Councillor Parker Seconded By: Councillor Parsons THAT Councillor Parsons represent Council on the Re-Imagine Bridge Street Joint Task Force; AND THAT upon completion of the RFP and tender process that the tender be brought back to Council for approval prior to being awarded to the preferred bidder. Carried 8. By-Laws 8.1 A By-Law to appoint a clerk for the Town of Tillsonburg Resolution # 2023-032 Moved By: Councillor Rosehart Seconded By: Councillor Spencer THAT a By-Law to appoint a clerk for the Town of Tillsonburg 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 9. Confirm Proceedings By-law Resolution # 2023-033 Moved By: Councillor Parsons Seconded By: Deputy Mayor Beres THAT By-Law 2023-006, to Confirm the Proceedings of the Council Meeting held on January 16, 2023, 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 10. Adjournment Page 26 of 200 8 Resolution # 2023-034 Moved By: Councillor Spencer Seconded By: Councillor Luciani THAT the Council Budget meeting of January 16, 2023 be adjourned at 9:34 p.m. Carried Page 27 of 200 1 Page 28 of 200 2 Page 29 of 200 3 Page 30 of 200 4 Page 31 of 200 5 Assessment Updates Page 32 of 200 Page 33 of 200 7 Page 34 of 200 8 Page 35 of 200 9 Page 36 of 200 10 Page 37 of 200 11 Page 38 of 200 *Education tax rates are set by the provincial government Page 39 of 200 13 Page 40 of 200 Page 41 of 200 15 Page 42 of 200 16 Stay Informed | Stay Connected Page 43 of 200 17 Property Class Number of Properties Total Assessed Value Percentage of Total Portfolio Residential 7,369 $1,697,942,109 81.25% Commercial 299 $170,587,500 8.17% Industrial 130 $119,664,500 5.73% Multi-residential 33 $63,705,000 3.05% Exempt 12 $23,543,000 1.12% Farm 28 $14,165,000 0.68% TOTAL 7,871 $2,089,607,109 100% Page 44 of 200 Your Municipal Contacts (optional) 18 Name Account Manager Contact # Contact Email Name Regional Manager Contact # Contact Email Page 45 of 200 19 Jeremy Gough Account Manager jeremy.gough@mpac.ca T: (226) 213-4029 Jannessa Miller Account Support Coordinator jannessa.miller@mpac.ca T: (226) 213-4077 Page 46 of 200 Planning and Development Service Delivery Review Council Report-out January 24th, 2023 Page 47 of 200 Agenda Introducing Leading Edge Group Summary Lean Future State Recommendations Implementation Plan Current State Key Findings Page 48 of 200 We provide tailored support in Lean/continuous improvement across a variety of sectors,including municipalities. OUR CORE SERVICES SAMPLE MUNICIPAL CLIENTS Leading Edge Group –Established 1995 Consulting Lean and digital Training Lean and Agile tools and techniques Certification Lean and Agile Belts Page 49 of 200 •Slow and inefficient planning and development processes can have a negative impact on a municipality’s tax base •Inefficient use of employee’s time can negatively impact capacity •Leading Edge Group (LEG)undertook a Lean review and analysis of seven (7) planning processes at the Town of Tillsonburg (the Town) •LEG looked at how work flows from and between the County of Oxford and the Town;how individual job functions interact;new processes that could be implemented and any required changes to existing documentation •Overall,planning processes are efficient and will meet the Bill 109 timelines •Report and analysis prepared before Bill 23 (More Homes Built Faster Act), was introduced and therefore does not specifically address that Bill’s priorities Summary Page 50 of 200 Historical Processing Data Processing Approval Days 2013 2014 2015 2016 2017 2018 2019 2020 2021 Condominium Oxford Oxford 60 0 0 180 0 60 60 120 60 120 Part Lot Control Oxford Oxford 60 0 60 0 0 60 240 60 240 120 Woodlands Conservation Oxford Oxford 60 0 0 0 0 0 0 0 0 0 Consents Oxford Oxford 90 630 270 270 0 270 630 180 810 270 Consents/MV Oxford Oxford 90 270 90 90 90 90 180 180 180 540 OPA Oxford Oxford 120 120 240 240 240 0 0 120 600 240 Subdivision Oxford Oxford 120 0 240 0 0 0 120 120 240 360 DA Extension/Amendment Oxford Tillsonburg 30 30 30 0 60 90 60 0 120 30 Zonings Oxford Tillsonburg 90 720 1080 720 810 1260 1260 1440 1710 1530 Site Plan Amendment Tillsonburg Tillsonburg 20 20 40 40 60 80 80 100 20 80 Site Plan Control Tillsonburg Tillsonburg 20 140 60 140 160 80 240 80 100 220 Minor Variances Tillsonburg Tillsonburg 30 180 330 390 330 330 540 510 390 660 Oxford 720 1770 2010 1500 1200 1830 2550 2220 3960 3210 Tillsonburg 70 340 430 570 550 490 860 690 510 960 Responsibilityprocessing days by year and application type Total Processing Days Page 51 of 200 •A systematic way to look at processes to understand what is adding value for the customer (value-add activities)and what is not adding value (non-value-add activities/waste) •The goal is to reduce non-value-add activities to make the processes more efficient •Lean has identified eight (8)categories of waste and all non-value- add activities fall in to at least one (1)of these categories Lean Page 52 of 200 Lean -Wastes •Transportation –of inventory,files,employees,etc. •Inventory –stockpiling of supplies ‘just in case’thereby tying up floor space and money and probably making it difficult to find what you need when you need it •Unnecessary Movement –of staff,customers,information,work,etc. •Waiting –for approvals,replies,supplies,equipment,work,etc. •Over Processing –redundant reviews,excessive approval sign-offs,etc. •Over Production –doing more than is required by the customer to meet a perceived or assumed need •Defects –missing information;inaccurate data entry •Underutilized Skills –inappropriate grade of staff carrying out work,not involving relevant staff on projects Page 53 of 200 •In general,the Planning and Development processes are efficient enough to meet the expected timelines •Some teams are very high functioning and work efficiently together •The Sr.Planner has very long-term organizational knowledge which helps ensure processes are efficient. Current State –Key Findings Page 54 of 200 Add one (1) full time administrative position •Eliminate the 1-month backlog •Reduce process time Free up senior planner capacity •Work done at a more appropriate level Expand delegation of authority •More efficient process •Frees Council time Future State Recommendations Page 55 of 200 Future State Recommendations Implement a mandatory pre-application consultation. •Allows work to flow better •More efficient processes Amendment to Schedule A of Bylaw 3991 •Clear language •Standard expectations Cross training/Learning •More responsive to peaks and valleys of work •Stronger culture Page 56 of 200 Future State Recommendations Archive historical documents •Frees capacity •Ensures the right information is found quickly Document and Standardize processes •Ensures everyone is working the same way •Helps set expectations Page 57 of 200 Immediate Begin the process of hiring Start laying out the pre- application process Create list of work that can be shifted Medium Term Onboard new administrative staff Start shifting work to more appropriate staff Begin training/cross training Develop pre-application material Long Term Implement the pre- application consultation process Implementation Plan Page 58 of 200 Leading Edge Group Suite 805, 60 St Clair Avenue East, Toronto, ON, M4T 1N5 Canada info@leadingedgegroup.com info@climeaction.com www.leadingedgegroup.com www.Climeaction.com (416) 637 5074 CONTACT US @LEGLean facebook.com/LeadingEdgeGroupLean linkedin.com/company/leading-edge-group_2 youtube.com/user/LeadingEdgeGroup1 https://www.leadingedgegroup.com/about-us/blogs/ FOLLOW US Stay In Touch Page 59 of 200 Amendment to Schedule A of the By-Law 3991 •Consider adding a chart such as the one below to show approval authority and if a pre-application consultation is required. Future State Recommendations Page 60 of 200 FINAL REPORT Planning and Development Service Delivery Review 60 St. Clair Avenue East, Suite 805, Toronto, ON, M4T 1N5, Canada info@leadingedgegroup.comwww.leadingedgegroup.com +1 (416) 637 5074 Page 61 of 200 Confidential 1 Contents Executive Summary ............................................................................................................... 2 Client Requirements .............................................................................................................. 3 Sources of Information .......................................................................................................... 4 Project Approach ................................................................................................................... 5 Introducing Lean ................................................................................................................... 8 Stakeholder Engagement ..................................................................................................... 10 Current State Review and Analysis ....................................................................................... 12 Future State Recommendations ........................................................................................... 16 Proposed Implementation Plan ........................................................................................... 24 Appendices ......................................................................................................................... 26 Appendix A: Current State Process Maps .......................................................................... 26 Appendix B: Pre-Consultation Reference Material............................................................. 33 Page 62 of 200 Confidential 2 Executive Summary Slow and inefficient planning and development processes can have a negative impact on a municipality’s tax base. As well, staff time spent working through inefficient processes uses up capacity that can be better spent in other value-adding ways. Leading Edge Group (LEG) undertook a Lean review and analysis of seven (7) planning processes at the Town of Tillsonburg (the Town) and Oxford County (the County) to better understand the timelines and effort involved, with a view towards ensuring the processes could be more efficient and would not incur a financial penalty when Bill 109 is implemented in January 2023. Overall, the planning processes are efficient and will meet the Bill 109 timelines. With the implementation of CloudPermit in the Fall of 2022, there will be inherent efficiencies gained through having applications online. In addition to this, CloudPermit has other features that will help to further decrease the already acceptable timelines for planning processes. In light of this, most of the recommendations in this report focus on creating efficiencies in the overall process of approving all types of applications. LEG looked at how work flows from and between the County and the Town; how individual job functions interact; new processes that could be implemented to further decrease processing time and how some of the existing documentation could be changed to alleviate confusion and allow for a fuller understanding of timelines and responsibilities. This report documents the background to the project; the work undertaken; key findings and recommendations for realizing an improved future state. Note: this report and analysis was prepared prior to the changes to the Planning Act introduced through Bill 23, More Homes Built Faster Act. The analysis of the new resource demands, staffing pressures, and impacts to development review timelines that will be introduced through the changes to the development process resulting from Bill 23 was excluded from the scope of work of this report. Page 63 of 200 Confidential 3 Client Requirements The Town of Tillsonburg (the Town) is one (1) of eight (8) area municipalities that make up the two-tier municipality – Oxford County (the County). Located in southwestern Ontario at the crossroads of Highways 401 and 403, the County has a population of approximately 125,000 people across eight area municipalities that are “growing stronger together.” Tillsonburg has a population of 18,615 and is located about 50 kilometres southeast of London, on Highway 3 at the junction of Highway 19. Leading Edge Group (LEG) undertook a review and analysis of relevant planning and development processes and structures at the Town of Tillsonburg (the Town) to establish how services can be delivered in the most effective, efficient, consistent, innovative and cost- effective manner. In doing so, LEG aimed to focus on a number of elements: • Alignment with the goals, strategic direction and values of the Town’s Community Strategic Plan – most notably Customer Service; Communication and Engagement; Business Attraction; Retention and Expansion and Community Growth • Current agreement, integration and collaboration with the Oxford County (the County) Community Planning Office • Community, developers, appropriate agencies, Council and employee expectations • Value and waste in processes • Resource, work and information flow • Demand management • Visibility, transparency and communication for all stakeholders • Costs and benefits – direct, indirect and tangible • Current performance versus municipal and Lean process improvement best practice Digital/technological maturity • Relevant organizational design and structure for effective resource balancing and capacity The service delivery review and associated evaluation process is intended to systematically determine the most appropriate and cost effective way to provide planning and development services, including processes for site plans, minor variances, zone change, severance, subdivision and development applications; receipt, administration and release of securities, records retention, Geographic information systems (GIS) services, and planning services, while maintaining or improving customer service. Page 64 of 200 Confidential 4 Sources of Information The Town of Tillsonburg (the Town) and Oxford County (the County) provided Leading Edge Group with: • Background documentation on historical type and number of applications received over the past 15 years • The agreement between the Town and the County for the provision of Planning Services (Schedule A to Bylaw 3991) • Relevant bylaws and material that pertain to how the Town and County interact to reach a decision on planning applications submitted In addition, LEG reviewed any internal process maps that were available; organizational charts; application process and timelines – both historical and current – to gain a broad understanding of the background context. Furthermore, a series of meetings were scheduled to capture the Voice of the Customer and to uncover any extra work that was required to move the work along beyond documented processes. LEG conducted in-person interviews and followed up with both regular and ad hoc meetings as needed. In addition to Town and County staff, LEG engaged with Councillors as well as an outside engineering firm to gain insights on the current planning processes. Page 65 of 200 Confidential 5 Project Approach A service delivery review and associated evaluation process was undertaken to systematically determine the most appropriate and cost-effective way for the Town to provide Planning and Development Services for the following applications: • Site plans • Minor variances • Zoning changes • Severance • Subdivisions • Development Included in this review were services that feed off of or impact planning applications, such as: • Receipt, administration and release of securities • Records retention • Geographic information systems services • Other planning services • Customer service Page 66 of 200 Confidential 6 The Town of Tillsonburg processes three (3) types of applications with an average process time of 23.3 days and a range of 20-30 days. The County processes nine (9) types of applications with an average process time of 80 days and a range of 30-120 days. Figure 1 – Historical analysis of the number of planning applications by type per year. Figure 2 – A comparison of processing time between the County and the Town. Figure 3 – A comparison of the number of applications received at the County and at the Town. Processing Approval Days 2013 2014 2015 2016 2017 2018 2019 2020 2021 Condominium Oxford Oxford 60 0 0 180 0 60 60 120 60 120 Part Lot Control Oxford Oxford 60 0 60 0 0 60 240 60 240 120 Woodlands Conservation Oxford Oxford 60 0 0 0 0 0 0 0 0 0 Consents Oxford Oxford 90 630 270 270 0 270 630 180 810 270 Consents/MV Oxford Oxford 90 270 90 90 90 90 180 180 180 540 OPA Oxford Oxford 120 120 240 240 240 0 0 120 600 240 Subdivision Oxford Oxford 120 0 240 0 0 0 120 120 240 360 DA Extension/Amendment Oxford Tillsonburg 30 30 30 0 60 90 60 0 120 30 Zonings Oxford Tillsonburg 90 720 1080 720 810 1260 1260 1440 1710 1530 Site Plan Amendment Tillsonburg Tillsonburg 20 20 40 40 60 80 80 100 20 80 Site Plan Control Tillsonburg Tillsonburg 20 140 60 140 160 80 240 80 100 220 Minor Variances Tillsonburg Tillsonburg 30 180 330 390 330 330 540 510 390 660 Oxford 720 1770 2010 1500 1200 1830 2550 2220 3960 3210 Tillsonburg 70 340 430 570 550 490 860 690 510 960 Responsibilityprocessing days by year and application type Total Processing Days Page 67 of 200 Confidential 7 As part of planning and preparation, LEG reviewed the relevant background information and documentation provided to inform interviews with relevant Town and County employees. Following the stakeholder interviews, LEG mapped the current state of the planning processes with Town and County employees. In addition to the steps needed to complete the process, mapping also noted whether the Town or County is the approval authority by application type. The current state review also focused on historical information to understand overall scope of work both for the Town and the County. Through the current state review, each process step was examined in the context of ‘value-add’ and ‘non-value-add’ with a view towards eliminating or reducing any non-value-add steps for a more optimal future state. In addition, staff were encouraged to discuss areas where they consistently see slowdowns, steps that take longer than they should and any parts of the process that they felt were inefficient. Page 68 of 200 Confidential 8 Introducing Lean Lean is a systematic approach to identifying and eliminating wasteful activities in a process through continuous improvement. The key focus of Lean Thinking is identifying the value of any given process by distinguishing value-added steps from non-value-added steps and eliminating waste so that, eventually, every step adds value to that process. This is achieved by enabling the flow of a product or service at the pull of the patient or customer, while the organization is in pursuit of perfection. The term 'Lean' is applied to a process because a Lean process utilizes: • Less operational space • Fewer financial resources • Fewer materials and services • Less time to deliver a service to its customers/patients/residents Lean Thinking is not a manufacturing strategy or a cost-reduction program, but a philosophy that can be applied to a variety of organizations. This is because it is focused on processes. All organizations are made up of a series of processes, sets of activities or steps intended to create value for people who are dependent on them – customers, colleagues or patients. Lean Thinking is based around the application of a number of tools and strategies aimed at streamlining all aspects of a process. These tools are intended to reduce unnecessary labor, space, capital, materials, equipment and time involved in the delivery of appropriate services to patients/residents/customers. Using the principles and tools associated with Lean Thinking to reduce and eliminate waste enables organizations to increase their quality of service and become more competitive. It enables them to: • Operate more quickly and efficiently at lower costs • Become more responsive to the needs of customers/patients/residents and staff • Focus on quality • Increase service levels This helps organizations to ensure their employees experience increased job satisfaction and their customers receive the best possible service. Page 69 of 200 Confidential 9 Lean process mapping focuses on a process as a “value stream” that outlines the flow from the beginning to the end, from the initiation of the service delivery to the final delivery to the customer (internal or external). The exercise identifies and quantifies value-adding and non- value-adding activities within the value stream and links all associated material and information flows. By describing, mapping and discussing a value stream, staff members have the opportunity to identify activities that are wasteful. Lean specifies eight categories of waste in order to facilitate the identification of non-value-adding activities. These are: • Transportation - of inventory, files, etc. • Over-production - doing more than is required by the customer to meet a perceived or assumed need • Unnecessary movement - of staff to photocopiers, other units and buildings for meetings • Inventory - stockpiling of supplies “just in case”, thereby tying up floor space and money • Waiting -for approvals, replies, supplies, equipment, etc. • Over processing - redundant reviews, excessive approval sign-offs • Defects - missing information, inaccurate data entry • Underutilized skills – inappropriate grade of staff carrying out work, not consulting relevant staff on projects Page 70 of 200 Confidential 10 Stakeholder Engagement A number of key stakeholders and others who are peripheral to the processes were interviewed at both the Town and the County. Many were interviewed more than once as new questions arose and/or new situations presented themselves. Respondents were asked a series of questions - many open-ended - to gauge the level of work involved with applications from submission to decision. The following are examples: 1. What is your position and how long have you been with the Town/County? 2. Do you work directly or indirectly with planning applications? 3. What do you find most frustrating with planning applications? 4. How would you make it better? 5. What doesn’t make sense to you? 6. What slows this process down? 7. What extra work do you go to/through to help push the applications to decision? 8. What else would you like to tell me about the planning process at the Town of Tillsonburg? The interviews were conducted across staff from all areas of the planning processes along with Councillors, the Mayor and Deputy Mayor, CAO, various directors and outside applicants. Name Role Amy Hartley Secretary Treasurer, Land Division Committee Angela Karn Sims Divisional Assistant, Community Planning Carlos Reyes (former) Director of Operations and Development Dave Beres Deputy Mayor Deb Gilvesy Councillor Eric Gilbert Senior Planner Geno Vanhaelewyn Chief Building Official Kendall Wharton Development Technician Kyle Pratt CAO Penny Esseltine Councillor Peter Penner President, Project Manager CJDL Consulting Engineers Renato Pullia Director of Finance/Treasurer Shelley Buchanan Administrative Assistant, Community Planning Stephen Molnar Mayor Thomas Louws Development Engineering Technologist Figure 4 – List of interviewees. Page 71 of 200 Confidential 11 In general, the feedback received during the interviews was overwhelmingly positive. The Town and the County appear to have a great working relationship with applicants and, although at times there was minor frustration with the pace of processing applications, the feedback was that both the Town and the County were at least ‘as fast as’ surrounding towns and, in some cases faster. Staff had some specific comments around frustrations with multiple rounds of commenting and the number of actual signatures that are required. Overall though, they felt the processes were working well. Feedback from the community through the Mayor’s office or through Councillors’ offices was again, positive. The County is currently experiencing a 1-month backlog in beginning the processing of applications mainly due to an increase in applications, but impacted by the fact that the Divisional Assistant who starts the process by opening and assessing applications for completeness, are assigned to this office anywhere from 30-40% of their time and have other duties. Any concerns with the current process focused on that delay. Outside agencies/individuals who submit applications were also generally happy with the timelines but did raise the backlog in opening and starting applications. Page 72 of 200 Confidential 12 Current State Review a nd Analysis With the information gained through the stakeholder interviews, a follow-up on-site workshop was scheduled to enable staff to discuss and map their portion of the application processes. Participants at this workshop included the Senior Planner (the County), the Development Technician (the Town) and the Development Technologist (the Town). All seven (7) processes were discussed and mapped from the point of submission of the application to decision or appeal of the decision. Each process map is included in Appendix A. Currently, the Town and the County process applications in the following manner: Type of Application Application Processed By Approval Authority Severances County County Official Plan Amendment County County Subdivision County County Part Lot Control County County Zonings County Town Minor Variance Town Town Site Plan Approval Town Town Figure 5 – Processing and authority by application type. The division of work between the two entities is working well and is split in such a way that the County has a Senior Planner on staff dedicated to Town of Tillsonburg work and processes the longer, more complex but lower volume applications while the Town, although not having a planner on staff, has dedicated Development Technicians and Planning Technologists who process a higher volume of applications but with a shorter, less complex decision process. When opening applications, the Divisional Assistant assesses for content and a decision is made to either process this application immediately or put it back in line to be processed at a later time. Normally, applications would be processed as they arrive at the County. However, there is currently a one (1) month backlog as a result of an influx of applications over the past few years. Whenever possible, applications are processed based on a first-in-first-out approach. However, due to the backlog of applications, a tracking system has been created by County Community Planning administrative staff to allow them to find applications within the backlog quickly should the applicant call about them. This process, although running very smoothly, adds an element of work that takes away from capacity to commence processing applications in a timely manner. Page 73 of 200 Confidential 13 Application process time is calculated from the time an application is considered complete to the point where a decision is made. Therefore, the one (1) month backlog referred to above does not affect the process time since technically the application has not started the process even though it has arrived and is awaiting processing. Due to the way application time is calculated at the County, this is somewhat of a grey area and, if counted differently – such as arrival to decision, the one (1) month backlog could have financial implications when Bill 109 comes into effect. The backlog affects all eight (8) municipalities in the County and has been an ongoing issue over the last six years. The backlog ebbs and flows based on the influx of applications but can be directly attributed to the loss of an Administrative Assistant six (6) years ago due to attrition. Over that time, as mentioned, the backlog has been cleared for short periods of time but it has always reappeared. Administrative staff vacations or unexpected leave exacerbates the issue. In order to ensure that incoming applications are processed in a first-in-first-out manner, the administrative staff have developed a process to log and track applications. This new process works well but takes time away from actually processing the applications. Based on the above, it appears that the current number of administrative staff in the Community Planning office is not sufficient to process applications in a timely manner. Although, in general, the planning processes are running well and can meet all the timelines expectations, the current backlog could cause financial repercussions when Bill 109 is implemented as processing time starts when an application is considered complete rather than when Oxford County starts processing it. In general, the process steps within the control of either the Town or the County were deemed to be as efficient as the current infrastructure would allow. The main area where the process slowed was the circulation process. This element of the process is out of the control of Town and County employees but took the longest percentage of process time. It was also noted that, with the Fall 2022 implementation of CloudPermit, there would be some expected gains in process time - most notably in the decrease in the time needed to move a physical documents and the number and time it takes to have these documents signed before moving on to the next process step. Additionally, the Administrative Team at the County of Oxford is a very high functioning team. They work well together and are able to anticipate each other’s needs and jump in to help before being asked. There is currently a one-month delay in opening and processing applications but given the volume of applications and the small size of this team, I would have anticipated a longer delay. As well, the Senior Planner has been with Oxford County for many years and has vast organizational knowledge. This allows the Sr. Planner to quickly assess an application for precedent and move the application along in an appropriate manner. Without Page 74 of 200 Confidential 14 this vast knowledge the planning application processes would take longer than we are currently experiencing. An analysis of future needs of the Town over the next 25 years was also conducted. To do this, LEG used historical population data and overlaid it with historical application submission numbers. In doing so, it is clear that there is a direct correlation between population data and applications submissions. Therefore, using projected population data, it is possible to identify and calculate projected future application submissions. The population projections* show that the Town is currently either at the peak or very close to the peak number of households. Over the next 24 years, the population is predicted to slowly decline. Therefore, if applications continue to follow the trend shown historically, they will also start to decline. Figure 6 – Historical and projected number of households in the Town of Tillsonburg from 2001 to 2046. Figure 7 – Total number of development applications by year. *Data taken from Phase One Comprehensive Review Oxford County by Hemson Consulting Ltd. March 2020 Page 75 of 200 Confidential 15 Knowing that the mid to long term analysis shows a decline in applications and therefore a decline in work involved in processing planning applications in both Oxford County and the Town of Tillsonburg, it is important to gain as much current capacity as possible by optimizing the planning processes. In addition to that, there is a need to hire strategically – within the next few years as applications decline and capacity is freed, there may be less of a need for resources as there is currently. Consequently, the Town and the County must hire strategically by hiring in select positions where capacity is needed now and can be used in the future or, by hiring contract employees until the assessment of future need can be confirmed. Page 76 of 200 Confidential 16 Future State Recommendations Although, in general the processes are working well, there are some changes that can be made to help alleviate some of the current capacity issues the Town and County are currently experiencing. In the fall of 2022 CloudPermit will be implemented on a trial basis with the Town running the pilot. There are a number of efficiencies that will come from having an online application process. Currently, applications can be mailed or brought to either the Town or the County for processing. However, only certain types of applications are processed at each location. If an application that is processed at the County is mailed or brought to the Town, Town staff mail the application to the County for processing. The same procedure is carried out if an application is taken to the County but the processing is undertaken by the Town. This movement of applications before processing can begin will be eliminated through the implementation of CloudPermit. Additionally, staff will know about an application at the beginning of the process ensuring they have a full understanding of their upcoming work load which will enable them to be more proactive. With the loss of a full-time administrative position through attrition six (6) years ago, some of the work shifted to others within the Town and County. This means that some of the job functions are not being carried out as efficiently as they could be. The full-time position was restored in July 2021, however, the backlog of applications continues, due to the high volumes. Adding an administrative position would allow work to be shifted in a way that would increase efficiency, allow for applications to be processed more quickly and increase capacity when ‘work arounds’, such as the tracking system for incoming applications, can be eliminated. Key Recommendations: Add one (1) full time Administrative position at Oxford County Community Planning Currently, the Administrative team which is housed at Oxford County and works with all eight (8) municipalities within the County, consists of three (3) full time individuals – one (1) assigned full-time to the role of opening new files and two (2) assigned to other various aspects of the application process for approximately 35% of their time. These Administrative staff accept and begin the process for all applications received pertaining to all of the eight (8) municipalities within the County. The backlog referred to in this document represents more than one (1) month of work because applications are logged as they come in in order to be able to process them in a first-in-first-out manner where possible. This logging process takes time away from the actual processing of applications. As well, many times the Senior Planner or one of the Councillors will check on Page 77 of 200 Confidential 17 applications that have not yet begun to be processed and the time it takes the administrative staff to retrieve the application and answer questions on an application expected start date, reduces capacity to process the applications. In 2016, the Administrative Team consisted of 3.5 full time employees and development applications totalled 337 for that year. The current team of three (3) processed 533 applications in 2021, a 58% increase in throughput with less staff. However, with the aforementioned backlog and the volume of applications projected to stay consistent for the next few years, there is no way to alleviate the backlog and turn around applications in a timely manner without additional staff. Using the 2016 data, each person was processing just over 96 applications a year. Therefore, if future applications are equal to the 533 applications received in 2021, the department should consider increasing the administrative staff by two (2) full time equivalents (FTEs). However, given that there will be efficiencies gained with the implementation of CloudPermit; the fact that the Administrative team appears to be very high functioning; and, that the Town is likely at or near the peak of application submissions; it is likely the addition of one (1) FTE would be sufficient to eliminate the existing backlog and ensure all future applications are processed as they arrive. Along with enabling applications to be opened, circulated and scheduled for public meeting more quickly, the additional capacity would allow for zoning by-law consolidations to be updated more often thereby ensuring that the public/staff have access to the most current zoning information. In addition to the timely processing of applications, additional capacity would allow staff to more thoroughly review their current processes in order to streamline them. Freeing Senior Planner Capacity With the reduction in the administrative team, some of the work that currently belongs within that team has shifted to the Senior Planner. In addition, parts of the planning report that currently reside with the Senior Planner can be completed more efficiently by other Town and County staff. Moving some of the work from the Senior Planner would free up capacity that can be used to move applications through the planning processes more quickly; prepare applications for public meetings; proactively follow up with commenting agencies and spend additional time drafting reports. Page 78 of 200 Confidential 18 Key tasks that can be moved are as follows: 1. Preparing mapping/plates for applications and reports – this work can be more easily completed by the Development Technician at the Town 2. Sending acknowledgement letters to applicants – this work fits with the administrative staff at the County 3. Signing site plans/applying fixes – this work can be undertaken by the Development Engineering Technologist at the Town 4. Drafting agreements – depending on the volume and type of application, this work can move to the Development Technician (Town) or the Administrative Assistant (County). Expanding the delegation authority Bill 13 modifies the Planning Act and allows municipalities in Ontario to expand delegation authority for certain processes. The processes newly identified as possibilities for delegation of authority are Temporary Use By-Law; Minor Zoning By-Law Amendment and Lifting of Holding Provision. Figure 8 – An outline of Ontario’s Planning System with the upcoming changes to Delegated Authority outlined in red. Page 79 of 200 Confidential 19 These applications are currently processed by the County and are then presented at the Town’s Council meetings for approval. Although the combined number of applications for these three (3) types is usually less than 20 per year and therefore the volume of applications is not considered significant, enabling the Senior Planner to have delegated authority in agreement with Bill 13, would save time and effort both for the Senior Planner as well as for the Councillors. Implement a Pre-Application Consultation process Currently, as per Schedule A to By-Law 3991 of the agreement between the County and the Town which specifies how planning and development services will be carried out between the two (2) entities, applicants have the option of requesting a pre-application consultation. Having these meetings ensures that when an application is submitted, it is complete and has all the necessary documents attached. This helps decrease throughput time while also decreasing and, in some cases, eliminating the need for multiple circulations. However, it is rare that an applicant requests a pre-application consultation at the Town. One of the biggest challenges facing the Town and County is the volume of complex applications. Ensuring efficient throughput is essential to maintaining timelines necessary to meet the Planning Act guidelines along with stakeholder expectations. Implementing a pre- application consultation meeting will ensure applications move through all phases of the application process as quickly as possible. To be effective, this needs to be a formal and mandatory meeting as a prerequisite to submitting certain development applications. A pre-application consultation process is typically applied to the following types of application: • Official plan amendment • Zoning by-law amendment • Site plan • Plan of subdivision • Plan of condominium In addition to the applications listed above, some municipalities across Ontario require complex applications to also go through this process. In fact, a mandatory pre-application consultation has become a best practice process that many municipalities across the province Ontario have implemented. Page 80 of 200 Confidential 20 Municipalities in Ontario with a Pre- Consultation Process Official Plan Amendment Zoning By-Law Amendment Site Plan Plan of Subdivision Plan of Condominium Consent Minor Variance Other Land Uses Complex Applications Rezoning for Multi Res Severance Belville x x x x x x x x x x Blue Mountain x x x x x Clarington x x x x x Georgina x x x x x Kitchener x x x x x Peterborough x x x x x Sarnia x x x x x Sudbury x x x x x West Lincoln x x x x x x x Woolwich x x x x x x Figure 9 – Sample of Ontario municipalities with pre-application consultations as a mandatory requirement. At its core, it is a communication tool that allows information to flow between the responsible authority and the prospective applicant. It generally provides significant benefits including: • Bringing all parties together (landowner/developer, consultants, approval authorities) and increasing awareness of a proposed application • Identifying the type of application to be submitted and all associated reports, plans and other extraordinary requirements needed for review and assessment • Enabling faster processing times as an application cannot be considered complete and proceed if information identified in the pre-application consultation agreement is not provided • Reducing requests for additional information from approval authorities • Providing certainty for both the applicant and approval authority, who both sign off on a formal pre-consultation document Page 81 of 200 Confidential 21 For the Town and County, some specific benefits of implementing a pre-application consultation include the following: • Planning staff at the Town/County can connect with developers and exchange information about local market conditions and their understanding of development trends that may be coming, particularly if the developers are not local. • A pre-consultation provides an applicant with specific studies/reports that have to be prepared, which will likely take time to complete and may result in the applicant rethinking a proposal, resulting in a better planning outcome and stronger applications. • Capacity can be created among staff who process applications if all incoming applications are complete and able to move through the planning process more easily. • All relevant authorities, including approval and commenting authorities (emergency services, school boards, utility providers), can be brought to the table to discuss what needs to be considered. This also increases awareness of the project and will likely reduce commenting time when an application is submitted and distributed for review/comment. • A document/checklist signed by the approval authority and the prospective applicant is compiled during the pre-application consultation and this list includes the type of application required, all relevant studies/plans, comments and conditions for an application. This checklist is included with the application and will enable the person accepting the application to quickly ensure it is complete. Amendments to Schedule A of By-Law 3991 Schedule A was written and signed in 2016 and was due to be reviewed in 2021. It is unclear if that review was undertaken but, either way, it needs to be revisited to ensure it still meets the needs of both the Town and the County. Special attention should be paid to the language in the document and, wherever possible, language should be specific rather than general. As an example, the current document states that zoning by-laws are to be updated ‘regularly’. More specific wording both in terms of time frame as well as who is responsible for this work would ensure it is completed when it needs to be. This has the double benefit of allowing residents to know if the zoning by-law has been updated recently and, if not, who to contact to find out what, if anything, has changed. Another change to Schedule A would be to update it with respect to pre-application consultations being mandatory for certain applications if the decision is made to move forward with that recommendation. Page 82 of 200 Confidential 22 There is also some confusion as to which entity is responsible for processing minor variances. In a specific section of the document, it is stated that the County is responsible for processing applications for Minor Variance but, in actuality, the County only processes minor variance applications that are directly related to consent because the Town has delegated authority to the Land Division Committee to grant the minor variance to the zoning by-law as it is directly related to the consent. This is an efficient process because it saves the applicant from having to submit an additional zoning application that will essentially be rubber stamped. If the application is for a standalone minor variance for anything not related to the creation of a new lot, the Town retains the authority to process and make the decision. This distinction should be clarified in the updated document. Finally, a chart such as the one below might be helpful to include in the document to provide clarification on what can be expected and which entity to approach with questions: Figure 10 – Processing and approval authority by application type and suggestion on pre-application consultation process. Cross-training/Learning The Town and County should consider all opportunities to cross-train employees. Studies have shown that cross-training leads to higher employee engagement and, consequently, a stronger culture. Cross-training also helps an organization maintain strong customer service during peaks in service demand. Therefore, any opportunity to provide training will benefit both the organization and the individual. With respect to planning applications, specifically staff members who accept applications should be trained to understand what ‘complete’ means at this stage of the process. Approximately 60% of applications are physically brought to the Town or the County and are received by staff straight from the applicant. If, at that point, they are checked to ensure everything is signed, the fee is correct and any documentation needed is received, it will save time and effort in the process later. Application Type Responsibility for Processing Responsibility for Approving Pre-Application Consultation Required Severance County County No Official Plan Ammendment County County Yes Subdivision County County Yes Part Lot Control County County No Zoning County Town Yes Minor Variance Town Town No Minor Variance - Consent County County No Site Plan Approval Town Town Yes Page 83 of 200 Confidential 23 Some of the employees interviewed would benefit greatly from formal Lean training. Having a group of employees with process improvement knowledge and capabilities would enable them to suggest and make changes in their own areas ensuring that these processes are continually improving. Archiving of Historical documents With the implementation of CloudPermit due to commence this Fall, all planning documents going forward will be online and searchable. However, there is still a need to access historical, paper-based documents and applications submitted in hard copy format. The Town should consider hiring a student or an intern to archive these older documents so that they are easily searchable. Currently, the Development Technician and the Development Technologist spend the equivalent combined time of seven (7) weeks of their year searching through old paper-based documentation. Hiring a student or an intern to ensure this work is inputted to Laserfiche would decrease that search time by at least 90% and free up additional capacity. Documenting and Standardizing processes Over time within an organization, processes can become personality dependent. This means that work may be done in a way that does not match documented processes. As well, when a team consists of more than one person doing the same type of work, it is important to have documented processes that are followed by the entire team. For this reason, it’s best practice to standardize work by documenting processes and then verifying the process steps are still applicable and if so, are being followed as documented. If the process has changed then the new process should be documented and staff should be trained on the change. Having this type of documentation ensures that if there is staff turnover it will be easy to onboard and train new staff. Page 84 of 200 Confidential 24 Proposed Implementation Plan One of the key recommendations involves hiring an additional administrative staff member at the County. This is a pivotal recommendation and, without that added resource, it is unlikely the backlog can be alleviated and some of the work currently being undertaken by the Senior Planner will have to remain with them. The Town does not have the authority to hire staff for the County; it can only make the recommendation. This is a risk since increasing the capacity in the Administrative team is pivotal to realizing many of the gains outlined previously. However, assuming all the proceeding recommendations will be accepted and adopted, the implementation plan below describes when work should be undertaken. With the exception of cross-training, all recommendations should be in place within six (6) months of commencing implementation. Lean training and cross-training should be ongoing endeavors. However, if started immediately, there will be tangible gains in process improvement, capacity and employee satisfaction within the same 6-month timeframe. Immediately: 1-3 months • Begin the hiring process for an additional full time administrative staff member at the County • Set a date for formal implementation of mandatory pre-application consultations (suggest March 1, 2023, or later) o Create a list of agencies that will be required at these weekly/bi-weekly meetings and communicate the plan to them o Set up recurring meetings with outside agencies and internal staff who will be involved in this process o Develop pre-application consultation resources:  Application  Fee and policy surrounding the fee (is the pre-application fee refundable if an application is submitted?)  Checklist for applicants to take away and address before submitting an application  Roles and responsibilities of Town and County employees  What to expect during the process  Standard timelines • Create a list of work that can be shifted from the Senior Planner to appropriate Town/County staff. Identify any training needed to move this work • Commence the work of updating Schedule A of by-law 3991 • Identify opportunities to cross-train employees and begin the training as time allows Page 85 of 200 Confidential 25 Medium Term: 2-6 months • Onboard the new Administrative staff and begin addressing the backlog • Dismantle processes that were put in place to work around the backlog such as the tracking system • Shift work from the Senior Planner to others as appropriate/available • Work with specific development applications to test the pre-application consultation process and adjust as necessary based on any lessons learned • Begin cross-training (this work is ongoing and does not have an end date) • Consider and identify appropriate staff who would benefit the organization by having formal Lean training Longer Term: Over six (6) months • Implement the pre-application consultation process • Once the pre-application consultation process is running smoothly, look for opportunities to increase the number and type of applications that will go through this process Page 86 of 200 Confidential 26 Appendices Appendix A: Current State Process Maps Page 87 of 200 Start Application received by County and reviewed for basic requirements Is application missing information? Open file, assign file number, create paper and digital copies Part Lot Control Agreement and bylaws are drafted by Admin staff and sent to applicant and their solicitor for review Part Lot Control (Oxford County is approval authority) Admin staff facilitate County signatures on agreement after owner signs Admin staff schedule for meeting and upload bylaw to County Council agenda. Bylaws are valid for 1 year from the date of passing Request missing information Send email to Planner indicating that file is open Bylaw is passed by County Council Admin staff prepare extending bylaw, schedule for meeting and upload to the County Council agenda 8 weeks prior to bylaw expiry, Admin staff follow up to see if an extension is required Planner: Can application be deemed complete? Agreement accepted? Planner completes PLC checklist and informs Admin staff when complete (zoning compliance sign off) Admin staff send certified bylaw to applicant and/or their solicitor for registration yes is extension required?yesendno request missing information yes ommissions recevied, Planner deems complete no Revisions requestedno yes no Page 88 of 200 Town receives application Is application complete? no is there capacity to process the application? yes Hold until capacity is available no Development Technition sends acknowledgement letter to applicant Development Technition circulates the application (20 days for comments to be received) Comments and/or new comments Received? yes Planner drafts report Development Technician prepares the decision document Inform applicant of incomplete status Start add application to Council agendayes this loop can be repeated (average is 3 times) 10 days before public meeting Development Technician prepares and sends public notice no Planner presents report to Committee of Adjustments Deputy Clerk issues notice of decision within 10 days of decision date Appealed? Deputy Clerk sends out Notice of No Appeal within 20 days of decison date End Ontario Land Tribunal Appeal Process Minor Variance (Town of Tillsonburg is approval authority) no yes Committee of Adjustments makes a decision Page 89 of 200 Official Plan Amendment (Oxford County Council is approval authority) Start Application received by the County and reviewed for basic requirements. Is the application missing information? request missing information Planner: Can application be deemed complete? appealed? Send email to planner indicating file is open Omissions received and planner deems complete request missing info Planner sends acknowledgment letter and circulates application Admin staff creates and sends notice of complete application Planner request schedules from GIS staff Planner drafts report and presents to Town Council for recommendations to County Council Admin staff prepare Notice of Adoption (if approved) or Notice of Decision (if denied) within 15 days of decision. has 20 days passed? yes Ontario Land Tribunal Appeal Process Missing info received yes Comments from agencies/public received and reviewed Open file; assign file number, create digital and paper filesno no Planner drafts county report including town recommendations Admin staff upload report, bylaw and ammendment to County Council agenda Planner presents report at County Council 20 days after the Notice of Adoption or Notice of Decision is issued, Admin staff issue the Notice of No Appeal yes Ammendment is consolidated into Offical Plan on a quarterly basis Once the ammendment is consolidated, the file is closed End yes no County makes a decision on the Ammendment Page 90 of 200 Start applicaiton received at the County or Area Municpality (AM). Reviewed for basic requirements Is there missing information? Oen file - assign file number and create paper and digital copies, list of addresses requesed from AM send email to Planner indicating file is open Planner sends acknowledgement letter and circulates the application Planner: Can the application be deemed complete? Request missing information from the Owner / Applicant Ommisions recevied. Planner deems applicaiton complete no yes Admin staff sends notice of complete application to area residents Application is scheduled for Public Meeting 2 weeks prior to Public Meeting Admin prepares and sends public notice and signs Planner requests bylaw schedules from GIS staff Planner drafts report and sends to AM for posting to Council Agenda Council reaches a decision on the application Is the decision appealed? End Zoning (Town of Tillsonburg is approval authority) Ontario Land Tribunal Appeal Process no Request missing informationyes Admin distributes report to applicant and any requestors once it has been posted to the agenda Planner presents report to Council. Public can make comments at this meeting Clerks Office at the AM prepares Notice of Passing (if approved) or Notice of Decision (if denied). Clerks Office distributes notice within 15 days of decision. 20 days after the notice of passing/ decision is issued, the Clerks Office issues the notice of no appeal no Amending bylaws are consolidated into comprehensive bylaw on a quarterly basis by Admin staff Once bylaw is consolidated the file is closed yes Missing info received Page 91 of 200 Start Application received at the Town Application Complete? no yes Major Amendment? yes Minor Amendmentno Application is circulated (circulation is different for minor/major amendment) yes Comments received? yes Town drafts site plan agreement no Town Lawyer reviews the document Town communicates to Developer that all is approved Developer submits signed agreements, securities, drawings etc. Planner approves of submissions and provides his stamp to the Development Technologist Development Technologist applies the Planner's stamp. Planner signs plans All securities received by the Town and agreemnt has been signed? document is circulated for signature: Director of Operations, Town Clerk yes no document is submitted to Town Lawyer to register the agreement Agreement is registered and returned to the Development Technologist to circulate for signatures Director of Operations and Town Clerk sign the registered agreement end can circulate up to 3 times Site Plan Approval Process (Town of Tillsonburg is approval authority) Page 92 of 200 Start Is the application missing information? Application is received at the County or the Area Municipality (AM) Open file, assign file number and create paper and digital copies. List of addreses requested from the AM Planner sends acknowledgement letter to applicant and circulates application Two weeks prior to public meeting, Secretary Treasurer sends public notice Does the severance involve creating a new vacant lot? Is decision appealed? Planner drafts report Report is presented at Town Council Meeting yes Planner presents report to Oxford County Land Division Committee Committee decision Secretary Treasurer sends notice of decision within 15 days of decision, including conditions to be cleared Applicant has 2 years from the Notice of Decision date to clear all conditions All conditions cleared within 2 years? yes end proceeds to the Ontario Land Tribunal (OTC) Appeal process 20 days after the Notice of Decision is issued, Secretary Treasurer issues final notice Applicant must reapply Recommendation from Town Council Severance (Oxford County Council is approval authority) Missing information is requested no send email to Planner indicating file is open Request missing information from owner / applicant Omissions received. Planner deems application complete Application is scheduled for public meeting (Land Division Committee (LDC)) Planner: Can the application be deemed complete? yes no yes no yes Ommisions received no Page 93 of 200 Confidential 33 Appendix B: Pre-Consultation Reference Material Page 94 of 200 • SCHEDULE ~A" TO BY-LAW 3991 AGREEMENT for the provision of Planning Advisory and Administrative Services by The County of Oxford Community and Strategic Planning Office to The Corporation of the Town of Tillsonburg Page 95 of 200 A. Purpose: The purpose of this Agreement is to set out the general terms regarding Planning Advisory and Administrative Services to the Corporation of the Town of Tillsonburg pursuant to Section 15 of the Planning Act, R.S.O. 1990, as amended. B. Terms and Definitions: a) "County Clerk" shall mean the person duly appointed to hold the position of the Clerk of the County of Oxford, or his/her duly appointed delegate. b) "County Council" means the Council of the County of Oxford. c) "County Planning Office" means the Community and Strategic Planning Office of the County of Oxford, or other similarly constituted office or department of the County having the mandate and responsibility for reviewing matters related to land use planning under the Planning Act, R.S.O. 1990, as amended. d) "Director of Planning" means the person duly appointed to hold the position of the Director of Planning of the County Planning Office, or a person appointed by the Director as his/her delegate. e) "Local Area Council" means the Council of the Town of Tillson burg. f) "Local Area Municipality" means The Corporation of the Town of Tillsonburg. g) "Municipal Clerk" means the person, duly appointed to hold the position of the Clerk of the Local Area Municipality, or his/her duly appointed delegate. h) "County of Oxford" or "County" means the County of Oxford. C. Development Review Services: The County Planning Office will provide professional planning advisory and administrative services to the Local Area Municipality as follows: 1. Provide information and advice to the general public, developers, agents, etc., municipal staff and other departments, boards and/or committees of the Local Area Municipality regarding land use planning matters within the Local Area Municipality. This may include attendance at meetings of said departments, boards and/or committees as may be necessary from time to time. 2. Maintain office hours in the Local Area Municipality to meet the needs of the municipality as is deemed by the Director of Planning, in consultation with the Local Area Municipality, to be appropriate and within the resources and capabilities of the County Planning Office. Where it is agreed that on-site service is appropriate, the Local Area Municipality shall be responsible for providing adequate work space for County Planning staff, to the satisfaction of the Director of Planning. 3. Serve as liaison between the Local Area Municipality and the County of Oxford's Geographic Information Systems (GIS) Department with respect to matters pertaining to the collection and use of GIS and related data. 4. Assist and advise applicants and/or their agents regarding the completion and submission of applications for amendments to the Local Area Municipality's Zoning By-law (including applications for Minor Variance) and applications for Site Plan Approval. Page 96 of 200 5. Undertake administrative activities and provide professional planning advisory services associated with development applications as follows: i) Zoning Bv-laws I Amendments a) Undertake pre-consultation with respect to applications as may be requested by an applicant/agent and/or the Local Area Municipality. b) Receive applications filed directly with the County Planning Office or with the Local Area Municipality and review same for completeness. The completeness of an application will be determined by the County Planning Office in accordance with the applicable policies of the Oxford County Official Plan and/or as prescribed in the Planning Act, R.S.O. 1990, as amended. The County Planning Office will issue the required notice(s) regarding the completeness of an application in accordance with the applicable provisions and regulations of the Planning Act and will, as necessary, contact the applicant to obtain such additional information as may be required to deem an application to be complete. The determination of the completeness of an application, or the information necessary for an application to be considered complete, will be at the discretion of the County Planning Office. c) Circulate applications to prescribed persons and public bodies and prepare and circulate public notices in accordance with the applicable provisions and regulations of the Planning Act, R.S.O. 1990, as amended, or in accordance with the relevant modified or alternative notification policies contained in the County Official Plan and where such modified or alternative provisions have been adopted by the Local Area Municipality. d) Prepare reports for presentation to the Local Area Council based on a detailed review of the application and related information. Such reports will provide the details of the application; the comments received from agency circulation and public consultation; an overview of the relevant Provincial and Official Plan policies and other planning considerations; and the County Planning Office's professional planning opinion(s) and recommendation(s) with respect to the application. Reports will be provided to the Municipal Clerk prior to the Local Area Council meeting in a format suitable for publishing in the Local Area Council's agenda. e) Prepare Zoning By-law amendments, including all text and schedules, for consideration by the Local Area Council, as required. f) Attend Local Area Council meetings for the purpose of presenting the planning report and professional planning opinion(s) and reccimmendation(s) of the County Planning Office with respect to the application. The County Planning Office will respond to all relevant questions of the Local Area Council, the public and any other interested stakeholders during the Local Area Council's public meeting(s) at which the application is considered. g) The responsibilities of the Local Area Municipality regarding Zoning By-laws I Amendments are as follows: 1. The Local Area Municipality shall provide to the County Planning Office a mailing list of all neighbouring properties to be notified of a complete application and any public meetings related to a development application, as prescribed by the Planning Act, R.S.O. 1990, as amended and/or the alternative notification policies contained in the County Official Plan where such alternative policies have been adopted by the Local Area Municipality. Page 97 of 200 -. ii) 2. The Local Area Municipality shall provide to the County Planning Office, in a timely manner and as prescribed by the Planning Act, R.S. 0. 1990, as amended, all documents related to the decision(s) of the Local Area Council in respect of a development application. Minor Variance Applications a) Prepare reports for presentation to the Local Area Committee of Adjustment providing the details of the application, the comments received from agency and public circulation, the County Planning Office's professional planning opinion(s) and recommendation(s) with respect to the application. Reports will be provided to the Municipal Clerk prior to the Local Area Committee of Adjustment meeting in a format suitable for publishing in the Local Area Municipality's agenda. b) Attend Local Area Committee of Adjustment meetings for the purpose of presenting the planning report and related information and the professional planning opinion(s) and recommendation(s) of the County Planning Office. The County Planning Office will respond to all relevant questions of the Local Area Committee of Adjustment, the public and any other interested stakeholders during the Local Area Committee's public meeting(s) at which the application is considered. iii) Site Plan Applications I Amendments a) Provide comments to the Local Area Municipality regarding applications for site plan approval or applications to amend an existing site plan approval and/or prepare reports for presentation to the Local Area Council, where requested. Where a report is prepared, said report will provide the details of the application; comments received from agency circulation; an overview of the relevant planning considerations; and the County Planning Office's recommendation(s) with respect to the application. Reports will be provided to the Municipal Clerk prior to the Local Area Council meeting in a format suitable for publishing in the Local Area Council's agenda. iv) Appeals a) Where a decision of the Local Area Council regarding a Zoning By-law I Amendment, Minor Variance or Site Plan Approval I Amendment application is appealed to the Ontario Municipal Board (OMB) or other body having jurisdiction to hear an appeal, the County Planning Office may, at the discretion of the Director of Planning, provide professional planning evidence at any hearing(s) convened with respect to the appeal. 6. Prepare planning reports for Local Area Council consideration with respect to applications for Official Plan amendment or Draft Plan of Subdivision or Condominium where the lands subject to such applications are located within the Local Area Municipality. Planning reports for the purposes of this Section will be prepared and presented to Local Area Council as per subsection 5 i) d). 7. Prepare planning reports for Local Area Council consideration with respect to applications for Consent where the lands subject to such applications are located within the Local Area Municipality and where the Local Area Municipality has requested such reports be prepared. Planning reports for the purposes of this Section will be prepared and presented to Local Area Council as per subsection 5 i) d). B. Regularly consolidate the Local Area Municipality's Zoning By-law, to reflect recent amendments and distribute said consolidations. 9. Prepare an annual year-end report of the development and other planning activities within the Local Area Municipality for the previous year. Page 98 of 200 D. Land Use Planning Related Studies and Projects: 1. The County Planning Office will provide professional planning advice, project management services and/or otherwise assist the Local Area Municipality in identifying and completing land use planning related studies and projects that are within the resources and capabilities of the County Planning Office. 2. The determination of what constitutes a land use planning related study or project and the ability and/or capacity of the County Planning Office to assist with such study or project, taking into consideration the Office's resources and capabilities, will be at the discretion of the Director of Planning. 3. The costs associated with any land use planning related study or project undertaken by the County Planning Office will be shared between the Local Area Municipality and the County in a manner determined by the respective Councils to be appropriate for the scope of the study or project. E. Minor Variances Directly Related to Consent Applications: 1. The Local Area Council hereby transfers the administration and approval authority powers of the Local Area Council (as a "lower-tier municipality") under Sections 44 and 45 of the Planning Act, R.S.O. 1990, as amended, to the County of Oxford for those applications for Minor Variance from the Local Area Municipality's Zoning By-law that are directly related to any application for Consent submitted to the County under Section 53 of the Planning Act, R.S.O. 1990, as amended, subject to the following conditions: a) that the application is for Minor Variance from the prov1s1ons of the Local Area Municipality's Zoning By-law that are deemed to be required as the direct result of the approval of an application filed with the County of Oxford for Consent pursuant to Section 53 of the Planning Act, R.S.O. 1990, as amended; b) the determination as to whether a Minor Variance is the direct result of the approval of an application for Consent will be at the discretion of the Director of Planning; c) the County of Oxford may delegate the approval authority for Minor Variances as described in a), above, to a duly appointed committee of the County of Oxford as constituted under Section 51.2 of the Planning Act, R.S.O. 1990, as amended. F. Fees: 1. The fee for professional and administrative staff services outlined in this agreement will be covered by the annual levy paid by the Local Area Municipality to the County of Oxford, or as determined otherwise by resolution of the respective Councils. 2. All disbursements incidental to the provision of the Local Area Municipality's planning services by the County of Oxford, as outlined in this agreement, will be recorded separately and charged directly, at cost, to the Local Area Municipality. All such disbursements shall be invoiced and paid quarterly. 3. All fees collected by the County of Oxford on behalf of the Local Area Municipality (i.e. zoning by-law amendment application fees) will be remitted to the Local Area Municipality by the County of Oxford in a timely manner, as they are collected. G. Duration of Agreement: 1. This Agreement shall remain in force and effect until terminated by either party. Page 99 of 200 • 2. This Agreement may be terminated by either party upon thirty (30) days written notice to the County Clerk or the Municipal Clerk. H. Review: 1. The terms and conditions of this agreement shall be reviewed by the parties every five (5) years. The terms and conditions of this agreement are hereby accepted. Crockett, P. Eng. Administrative Officer ~~ Gordon K. Hough, RPP Town Clerk-Donna Wilson Director, Community and Strategic Planning Date • ' Date 1 '- (SEAL) (SEAL) Page 100 of 200 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 2020-091 A BY-LAW to adopt and maintain a policy with respect to the delegation of the Corporation of the Town of Tillsonburg’s powers and duties and to repeal By-Law 4017. WHEREAS paragraph 270(1)6 of the Municipal Act, 2001, S.O. 2001, c. 25 provides that a municipality shall adopt and maintain a policy with respect to the delegation of its powers and duties; BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. Definitions In this By-Law: a) "Act" shall mean the Municipal Act, S.O. 2001, c. 25. b) "Administrative Powers" shall mean those powers that a natural person could delegate and that relate to the management of the municipal corporation. c) "Legislative Powers" shall mean those powers that require policy setting and by-law making. d) "Officer" shall mean an employee of the Town holding some position of responsibility or authority. e) "Policy" shall mean a high-level overall plan embracing the general goals and acceptable procedures especially of a governmental body. f) "Procedure" shall mean specific methods employed to express policies in action in day-to- day operations of the organization. g) "Quasi-Judicial Powers" shall mean those powers that require judgement and decision making. These decisions are based less on policy and procedure, and more on the adjudication of individual rights and duties. h) "Town" shall mean the Corporation of the Town of Tillsonburg. 2. Powers that cannot be Delegated Section 23.3 (1) of the Act sets out the specific circumstances in which a municipality cannot delegate its powers or duties as follows: 2.1. appointing or removing officers of the municipality whose appointment is required by the Municipal Act (i.e. Clerk or Treasurer); 2.2. imposing taxes; 2.3. incorporating corporations; 2.4. adopting or amending the official plan; 2.5. passing zoning by-laws; 2.6. adopting or amending the municipal budget; and 2.7. other powers or duties as prescribed. 3. Restrictions Regarding Delegation of Legislative and Quasi-Judicial Powers Page 101 of 200 By-Law 2020-091 Page 2 of 8 Legislative and quasi-judicial powers may only be delegated to the following: 3.1. one or more members of Council or a committee of Council; 3.2. a body having at least two members of whom at least 50 per cent are members of Council and/or Council appointees; or 3.3. an individual who is an officer, employee or agent of the Town, but only if the power delegated is of a minor nature. 4. Scope of Power 4.1. All delegations of Council powers, duties or functions shall be effected by by- law. 4.2. Unless a power, duty or function of Council has been expressly delegated by by-law, all of the powers, duties and functions of Council remain with Council. 4.3. A delegation may be restricted or revoked at any time without notice unless the delegation by-law specifically limits Council's power to restrict or revoke the delegation. This limitation to Council's power shall not extend beyond the term of the current council and will not restrict the power of succeeding councils to revoke the delegation. 4.4. A delegation may provide that only the delegate can exercise the delegated power or that both Council and the delegate can exercise the power jointly. 4.5. Where a power is delegated, the power is deemed to be delegated subject to any limits on the power and to any procedural requirements, including such conditions, approvals and appeals as Council considers appropriate. 4.6. Council has the authority to establish an appeal body to hear appeals or review decisions made under a delegated power as per Section 284.1 of the Act. This includes the power to determine procedures, powers and rules of those conducting the appeal. 4.7. Unless specifically authorized by statute or regulation, any delegation of Council decision- making powers and duties to any Board or Committee of Council shall be authorized by by-law. Such delegated powers and duties, if any, shall be set out in the terms of reference adopted by Council pursuant to the Town's Procedure By-law. 5. Authorization of Expenditures 5.1. Council has the ultimate authority for all expenditures. Council delegates this authority through the authorization of budgets, the purchasing policy or by specific resolution. 5.2. The Purchasing Policy sets out the authority for Procurement and sets purchase limits. It also provides direction on the circumstances in which certain purchasing mechanisms are appropriate (i.e. informal quotes, written quotes, tender submissions or requests for proposal). 6. Authority to Execute Agreements 6.1. Despite Section 5 (3) of the Act, Section 23.1 (3) provides that Council may require that the delegate act by by-law, resolution or otherwise. 6.2. Whereas it is desirable and expedient in the conduct of Council's affairs to delegate certain powers and duties to staff, this policy shall authorize a Page 102 of 200 By-Law 2020-091 Page 3 of 8 Director to enter into an agreement and shall authorize the Director and the CAO or Town Clerk to legally bind the Corporation by jointly executing said agreement without by-law approval if the following criteria are met: 6.2.1. the subject matter is non-financial; 6.2.2. the subject matter is financial or procured in accordance with the purchasing policy and for which approved operating or capital budget exists; 6.2.3. the subject matter is of an administrative or operational nature and relates to the management of the municipal corporation; and 6.2.4. the agreement is for a term not exceeding five (5) years. 7. Town Clerk and Director of Operations 7.1. Planning Agreements 7.1.1. Section 5 (1) of the Planning Act, R.S.O. 1990 provides that Council may, by by-law, delegate any authority, subject to certain restrictions, to an appointed officer identified in the by- law either by name or position occupied. 7.1.2. Whereas it is desirable and expedient in the conduct of Council's affairs in respect to the Planning Act, R.S.O. 1990 Section 30, 41, 50,51 and 53 to delegate certain powers and duties to appointed officers for the purpose of expediting the execution of certain agreements, this policy shall authorize the Town Clerk and the Director of Operations to execute on behalf Of the Corporation of the Town of Tillsonburg: 7.1.2.1. community improvement plan agreements; 7.1.2.2. development agreements for the purpose of site plan control; 7.1.2.3. part lot control agreements; 7.1.2.4. severance agreements; 7.1.2.5. easement agreements; 7.1.2.6. pre-servicing agreements; and 7.1.2.7. subdivision agreements. 8. Chief Administrative Officer (CAO) 8.1. Appeal of Planning Decisions to the Ontario Municipal Board 8.1.1. Section 5 (1) of the Planning Act, R.S.O. 1990 provides that Council may, by by-law, delegate any authority, subject to certain restrictions, to an appointed officer identified in the by- law either by name or position occupied. 8.1.2. Whereas it is desirable and expedient in the conduct of Council's affairs in respect to the Planning Act, R.S.O. 1990 to delegate certain powers and duties to staff, and for the purpose of lodging appeals prior to the end of an appeal period for a planning application, this policy shall authorize the CAO, in consultation with the County Development Planner to appeal the decision of a planning application on the basis of Page 103 of 200 By-Law 2020-091 Page 4 of 8 sound planning reasons, subject to the appeal being confirmed by Council at the following Council session. 8.2. Minor Sign Variances – Sign By-Law 3798 8.2.1. Section 23.1 (1) of the Act provides that a municipality may "delegate its powers and duties under this or any other Act to a person or body" subject to certain restrictions. 8.2.2. Whereas it is desirable and expedient in the conduct of Council's affairs to delegate certain powers and duties to staff, and for the purpose of shortening the time period required to process applications for Minor Sign Variances, this policy shall authorize the CAO or his/her designate to consider minor sign variances applications with regard to: 8.2.2.1. Special circumstances or conditions applying to the property, building or use; 8.2.2.2. Pre-existing special circumstances or conditions not created by the owner; 8.2.2.3. Sign will detrimentally alter the character of the building, property or area; and 8.2.2.4. The general intent and purpose of the Sign By-law is maintained. 8.2.3. Whereas applications that are considered not to be minor in nature will be considered by Town Council and any minor variance applications at the discretion of the CAO to be determined not to be minor in nature will be considered by Town Council for final decision. 8.3. Restricted Acts after Nomination Day (By-Law 3444) 8.3.1. In the event that Council becomes "lame duck" and restricted by the provisions of Section 275 of the Municipal Act, 2001 in an election year, the following duties shall hereby be delegated to the CAO: 8.3.1.1. the appointment or removal from office of any officer of the municipality, except officers whose appointment is required by the Municipal Act (i.e. Clerk or Treasurer); 8.3.1.2. the hiring or dismissal of any employee of the municipality; 8.3.1.3. the disposition of any real or personal property of the municipality which has a value exceeding $50,000 at the time of disposal, if the disposition was not included in the most recent budget; and 8.3.1.4. making any expenditure or incurring any other liability which exceeds $50,000, if the liability was not included in the most recent budget. 8.3.2. Section 275 (6) provides that nothing in the Act "prevents any person or body exercising any authority of a municipality that is delegated to the person or body prior to nomination day". Page 104 of 200 By-Law 2020-091 Page 5 of 8 9. Town Clerk 9.1. Municipal Freedom of Information and Protection of Privacy Act (By-Law 2535) 9.1.1. Section 3 (1) of the Municipal Freedom of Information and Protection of Privacy Act, 2001, R.S.O. 1990 provides that the members of the council of a municipality may by by-law designate from among themselves an individual or a committee of the council to act as head of the municipality for the purposes of the Act. 9.1.2. Section 49 (1) of the Municipal Freedom of Information and Protection of Privacy Act further provides that a head may in writing delegate a power or duty granted or vested in the head to an officer of the institution. 9.1.3. Whereas it is desirable and expedient in the conduct of Council's affairs to designate a head for the purposes of the Municipal Freedom of Information and Protection of Privacy Act and to delegate certain powers and duties vested in the head to an officer of the corporation, this policy shall designate the Mayor as head and shall authorize the Town Clerk or his/her designate to act as head pursuant to the provisions of the Municipal Freedom of Information and Protection of Privacy Act. 9.2. Records Retention (By-Law 3933) 9.2.1. Section 3 (1) of the Municipal Freedom of Information and Protection of Privacy Act, 2001, R.S.O. 1990 provides that the members of the council of a municipality may by by-law designate from among themselves an individual or a committee of the council to act as head of the municipality for the purposes of the Act. 9.2.2. Section 49 (1) of the Municipal Freedom of Information and Protection of Privacy Act further provides that a head may in writing delegate a power or duty granted or vested in the head to an officer of the institution. 9.2.3. Whereas it is desirable and expedient in the conduct of Council's affairs to designate a head for the purposes of the Municipal Freedom of Information and Protection of Privacy Act and to delegate certain powers and duties vested in the head to an officer of the corporation, this policy shall designate the Mayor as head and shall authorize the Town Clerk or his/her designate to act as head pursuant to the provisions of the Municipal Freedom of Information and Protection of Privacy Act. 9.3. Licensing of Businesses with the Town ofTillsonburg (By-Law 3666) 9.3.1. Whereas Section 150 & 151 (1) of the Municipal Act, 2001, S.O. 2001, c. 25, without limiting the broad powers granted to municipalities through sections 9, 10 and 11 of the Municipal Act, 2001, c. 25 provides that a local municipality may licence, regulate and govern any business wholly or partly carried on within the municipality. Page 105 of 200 By-Law 2020-091 Page 6 of 8 9.3.2. Whereas it is desirable and expedient in the conduct of Council's affairs to delegate certain powers and duties to staff, this policy shall authorize the Town Clerk or his/her designate to act as Licensing Officer for the purpose of issuing a Business License pursuant to the terms and conditions set out in the current By-Law to govern the licensing of businesses within the Corporation of the Town of Tillsonburg. 9.4. Municipal Significant Events 9.4.1. Whereas the Alcohol and Gaming Commission of Ontario (AGCO) Regulation 389/91 requires that an organization that is not a registered Charity Organization or does not have a not for profit organization designation, they must by designated as a 'municipal significant event" by the municipality in order to obtain a Special Occasion Permit (SOP). 9.4.2. Whereas it is desirable and expedient in the conduct of Council's affairs to delegate certain powers and duties to staff, this policy shall authorize the Town Clerk or his/her designate to provide the designation for the purpose of obtaining a Special Occasion Permit from the AGCO. 9.5. Site Plan Control (By-Law 3513) 9.5.1. Section 5 (1) of the Planning Act, R.S.O. 1990 provides that Council may, by by-law, delegate any authority, subject to certain restrictions, to an appointed officer identified in the by- law either by name or position occupied. 9.5.2. Whereas it is desirable and expedient in the conduct of Council's affairs to delegate certain powers and duties to staff, and for the purpose of shortening the time period required to process applications for Site Plan Control, this policy shall authorize the Town Clerk and the County Development Planner to: 9.5.2.1. sign final site plans for the purpose of indicating that final approval has been granted by the approval authority and is acceptable for registration purposes; 9.5.2.2. grant extensions of site plan approval; and 9.5.2.3. change the conditions of site plan approved plans and draft approved site plans. 10. Director of Operations 10.1. Encroachment on Municipal Land (Policy Aug 12, 2013 Council Resolution) 10.1.1. Whereas it is desirable and expedient in the conduct of Council's affairs in respect of encroachments on Municipal land to delegate certain powers and duties to appointed officers for the purpose of expediting the execution of certain agreements, this policy shall authorize the Director of Operations and the Town Clerk to approve and jointly execute on behalf of the Corporation of the Town of Tillsonburg encroachment agreements for the purpose of allowing Page 106 of 200 By-Law 2020-091 Page 7 of 8 certain encroachments on town owned land for a determined period of time. In addition, The Director of Operations or his/her designate shall be authorized to approve temporary encroachment permits on municipal land for a short period of time. 10.2. Temporary Road Closures 10.2.1. Whereas it is desirable and expedient in the conduct of Council's affairs to delegate certain powers and duties to staff, this policy shall authorize the Director of Operations or his/her designate to temporarily close a road or any part of it under the jurisdiction of the Town for any period. 10.2.2. Such a temporary road closure is appropriate in the following circumstances: 10.2.2.1. during construction, repair or improvement of the road or any works under, over, along, across or upon it, where the construction, repair or improvement is initiated either by the Town or a utility company with a statutory right of access or an access agreement with the Town allowing occupancy of the highway OR where it is privately initiated by other than a utility company with a statutory right of access or an access agreement with the Town allowing occupancy of the highway but only for a period not exceeding 21 days; 10.2.2.2. where, in the opinion of the Director of Operations or his/her designate, environmental factors such as, but not limited to, flooding of the road, erosion of the roadbed, trees or tree limbs fallen across or along the road, or other material lying or being upon the road, would present a hazard to the traveling public; 10.2.2.3. to facilitate a social, recreational, community, athletic, or cinematographic event, or any combination of them where the organization requesting the event accepts the responsibility for establishing suitable detour roads, erection and removal of barricades and signs, maintenance and restoration of detour roads and all associated costs, provide $5,000,000.00 liability insurance naming the Town as an additional insured, and holds the Town harmless from any action or cause or style of action; or 10.2.2.4. to facilitate the movement of an oversized load. Page 107 of 200 By-Law 2020-091 11. THAT By-Law4017 is hereby repealed. 12. THAT this By-Law shall come into full force and effect upon passing . SECOND TIME THIS 14th day of SEPTEMBER, 2020 . AND FINAL TIME AND PASSED THIS 14th day of SEPTEMBER, TOWN CLERK -Michelle Smibert Page 8 of 8 Page 108 of 200 Page 1 of 6 Report No: 2023-29 COMMUNITY PLANNING Council Date: January 24, 2023 To: Mayor and Members of Tillsonburg Council From: Laurel Davies Snyder, Development Planner, Community Planning Application for Zone Change ZN 7-22-16 – Darrell Stubbe REPORT HIGHLIGHTS  The application for a Zone Change proposes to rezone the subject property from ‘Low Density Residential Type 2 Zone (R2-S)’ to Special Low Density Residential Type 2 Zone (R2-sp)’ to permit a converted dwelling (secondary dwelling unit in the basement) within the existing residential dwelling.  No changes to the exterior of the existing dwelling are proposed.  Planning staff are recommending support for the application, as it is consistent with the policies of the Provincial Policy Statement and complies with the relevant policies of the Official Plan with respect to residential intensification and development within Low Density Residential Areas. DISCUSSION Background OWNER: Darrell Stubbe 5 Mary Street, Tillsonburg ON N4G 5M2 LOCATION: The subject property is described as Lot 26, Plan M131, Town of Tillsonburg. The lands are located on the southwest corner of the intersection of Mary Street and Kara Lane, and municipally known as 5 Mary Street. COUNTY OF OXFORD OFFICIAL PLAN: Schedule “T-1” Town of Tillsonburg Land Use Plan Residential Schedule “T-2” Town of Tillsonburg Residential Density Plan Low Density Residential Page 109 of 200 Report No: 2023-29 COMMUNITY PLANNING Council Date: January 23, 2023 Page 2 of 6 TOWN OF TILLSONBURG ZONING BY-LAW NO.3295: Existing Zoning: Low Density Residential Type 2 Zone (R2-S) Proposed Zoning: Special Low Density Residential Type 2 Zone (R2-sp) PROPOSAL: The purpose of this application is to rezone the subject property from from ‘Low Density Residential Type 2 Zone (R2-S)’ to ‘Special Low Density Residential Type 2 Zone (R2-sp)’ to permit a converted dwelling (secondary dwelling unit) on the subject lands. The subject lands are approximately 1121 m2 (12,066 ft2) in area and contain a single detached dwelling and detached garage (c. 1995). The property currently has two parking areas; one single driveway in front of the detached garage and one double driveway to the right of the main entrance with room for four (4) vehicles. Surrounding land uses to the north, south, west, and east consist of low density residential uses, specifically single detached dwellings. There is an institutional use (school) further to the west (fronting on Frances Street). Plate 1, Existing Zoning and Location Map, shows the location of the subject property and the existing zoning in the immediate vicinity. Plate 2, 2020 Aerial Map, provides an aerial view of the subject property and the existing zoning in the immediate vicinity. Plate 3, Applicant’s Sketch, provides a sketch of the existing residential dwelling and existing parking areas. Application Review 2020 PROVINCIAL POLICY STATEMENT (PPS): The 2020 Provincial Policy Statement (PPS) provides policy direction on matters of provincial interest related to land use planning and development. Under Section 3 of the Planning Act, where a municipality is exercising its authority affecting a planning matter, such decisions “shall be consistent with” all policy statements issued under the Act. Section 1.1.1 of the PPS states that healthy, liveable and safe communities are sustained by promoting efficient development and land use patterns which sustain the financial well-being of the Province and municipalities over the long term and cost-effective development patterns and standards to minimize land consumption and servicing costs. Section 1.1.3.1 directs that settlement areas shall be the focus of growth and development, and their vitality and regeneration shall be promoted. Further, Section 1.1.3.2 states that land use patterns within settlement areas shall be based on:  densities and a mix of land uses which are appropriate for and efficiently use existing infrastructure and public service facilities (available and planned);  support active transportation; Page 110 of 200 Report No: 2023-29 COMMUNITY PLANNING Council Date: January 23, 2023 Page 3 of 6  efficiently use land and resources; and,  support for a range of uses and opportunities for intensification and redevelopment in accordance with the criteria outlined in policy 1.1.3.3. Section 1.1.3.4 directs that appropriate development standards shall be promoted which facilitate intensification, redevelopment and compact form, while avoiding or mitigating risks to public health and safety. Further, Section 1.4 – Housing - and specifically section 1.4.3, states that planning authorities shall provide for an appropriate mix of housing options and densities to meet projected needs of current and future residents of the regional market area by:  establishing and implementing minimum targets for the provision of housing which is affordable to low and moderate income households;  permitting and facilitating all forms of residential intensification and redevelopment and all forms of housing required to meet the social, health and well-being requirements of current and future residents, including special needs requirements;  directing the development of new housing towards locations where appropriate levels of infrastructure and public service facilities are or will be available to support current and projected needs;  promoting densities for new housing which efficiently uses land, resources, infrastructure and public service facilities, and support the use of active transportation and transit areas where it exists or is to be developed; and,  establishing development standards for residential intensification, redevelopment and new residential development which minimize the cost of housing and facilitate compact form while maintaining appropriate levels of public health and safety. OFFICIAL PLAN: The subject property is designated ‘Low Density Residential’ as per Schedule T-2, Residential Density Plan for the Town of Tillsonburg, as contained in the Official Plan. Low density residential areas are primarily developed or planned for a variety of low-rise, low density housing forms including both executive and smaller single-detached dwellings, semi- detached, duplex and converted dwellings, townhouses, and other similar development. Within these areas, it is intended that there will be a mixing and integration of different forms of housing to achieve a low overall density of use. The policies in Section 8.2.1 of the Official Plan - Housing Development and Residential Area – Strategic Approach - identify a number of strategies “to provide present and future residents of Tillsonburg with a choice of adequate and affordable housing which meets their needs”. Specific strategies developed to support achievement of these goals include:  Accommodating the present and future demand for housing in Tillsonburg through the efficient use of vacant residentially-designated lands, underutilized parcels in built-up areas and existing housing stock in all neighbourhoods, with the objective of also reducing energy consumption, decreasing the financial burden of underutilized municipal services, and relieving pressure for development of natural areas and open spaces;  Facilitating a choice of housing type, tenure, cost and location that meets the changing needs of all types of households by providing for a variety and mix of housing throughout the Town; Page 111 of 200 Report No: 2023-29 COMMUNITY PLANNING Council Date: January 23, 2023 Page 4 of 6  Increasing the supply of affordable housing by integrating adequate housing for low and moderate income households and those with special needs throughout the Town and establish and monitor minimum affordable housing targets to ensure that the percentage of affordable housing is maintained or enhanced;  Promoting and facilitating the provision of affordable housing through the co-operative efforts of all levels of government, the private sector and volunteer interest groups through such means as technical assistance, land conveyances, joint ventures, regulatory measures, and incentives. The policies in Section 8.2.2.5 – Residential Intensification and Redevelopment - promote residential intensification in appropriate locations to make more efficient use of existing land, infrastructure, and public services. Residential intensification is permitted in appropriate locations within the Residential and Central Areas of the Town, subject to complying with the policies of the associated land use designations pertaining to the density, form and scale of residential development being proposed. The policies in Section 8.2.4 – Low Density Residential Areas – guide the development of these areas. Section 8.2.4.3 – Converted Dwellings, states that Town Council may zone areas to permit detached dwellings to be converted into two residential units. Converted dwellings may be permitted with more than two units if the area is characterized by a mixture of dwelling types, lot sizes are generally sufficient to accommodate the required off -street parking without detracting from the visual character of the area, and existing dwelling units satisfy the dwelling size requirements specified in the Zoning By-law. TOWN OF TILLSONBURG ZONING BY-LAW: The subject property is currently zoned ‘’Low Density Residential Type 2 Zone (R2-S)’, according to the Town of Tillsonburg Zoning By-law. Permitted uses within the R2-S zone include single detached dwellings. For a converted dwelling (2 dwelling units), the R2 Zone requires a minimum lot area of area of 620 m2 (6673.6 ft2), frontage of 18 m (59.1 ft), lot depth of 30 m (98.4 ft), front yard depth of 7.5 m (24.6 ft), exterior side yard depth of 6 m (19.7 ft), rear yard of 7.5 m (24.6 ft), and maximum lot coverage of 40%. A converted dwelling requires four (4) parking spaces; two (2) per dwelling unit. In addition, Section 7.2 sets out Special Provisions for a Converted Dwelling as follows:  There shall be no alterations to the dwelling that have the effect of increasing the gross floor area of the dwelling, except for the addition of any entrances, dormers and other minor alterations that may be required to comply with building and fire code requirements. Any outside stairways that may be required shall be located in a rear yard only  A converted dwelling shall comply with all the other zone requirements contained in Section 7.2, except that an existing single detached dwelling having a front yard, interior side yard, exterior side yard or setback which is or are less than required under the provisions of Table 7.2, may be altered into a converted dwelling, provided such alteration does not further reduce such deficient yard or setback. The proposal for a converted dwelling on the subject property complies with the provisions of the R2 Zone and the Special Provisions for a Converted Dwelling. Specifically, the subject lands are approximately 1121 m2 (12,066 ft2) in area and the Applicant / Owner is not proposing to increase the gross floor area of the existing dwelling. Page 112 of 200 Report No: 2023-29 COMMUNITY PLANNING Council Date: January 23, 2023 Page 5 of 6 AGENCY COMMENTS: The application was circulated to various public agencies considered to have an interest in the proposal. No concerns were expressed with the proposed development. The Town Building Department indicated that a building permit will be required to recognize the additional residential unit and ensure compliance with the Ontario Building Code. PUBLIC CONSULTATION: A Notice of Complete Application was circulated on November 10, 2022 and the Notice of Public Meeting was circulated to surrounding property owners on January 10, 2023. At the time this report was written, no comments or concerns had been received from the public. Planning Analysis It is the opinion of this Office that the proposed zoning application is consistent with the policies of the Provincial Policy Statement and is in keeping with the intent and purpose the Official Plan and can therefore be supported from a planning perspective. The proposal is consistent with the PPS direction to provide for an appropriate diversity of housing types and densities to meet the needs of current and future residents. If approved, this converted dwelling will provide an additional housing option for current and/or future residents of the Town and represents an efficient use of existing municipal infrastructure. The proposal is not expected to impact the surrounding neighbourhood for four key reasons:  the Applicant is not proposing to change the exterior of the existing dwelling;  the size of the lot exceeds the minimum requirements for converted dwellings in the R2 zone (57.6% greater);  the lot meets all relevant zoning provisions regarding converted dwellings as per Section 7.2; and,  the subject property provides more than the required off-street parking spaces (six (6) provided, four (4) required); The Applicant is applying for a Zone Change to permit a secondary dwelling unit in the basement level of the existing single detached dwelling. The proposal complies with the provisions in the Zoning By-law for converted dwellings in the R2 Zone, and complies with the Special Provisions for Converted Dwellings as per Section 7.2 in the Zoning By-law. It is Planning staff’s opinion that permitting a converted dwelling (secondary dwelling unit) within the existing single detached dwelling is appropriate from a planning perspective and can be given favourable consideration. Page 113 of 200 Report No: 2023-29 COMMUNITY PLANNING Council Date: January 23, 2023 Page 6 of 6 RECOMMENDATION 1. It is recommended that the Council of the Town of Tillsonburg approve the zone change application submitted by Darrel Stubbe, whereby the lands described as Lot 26, Plan M131, Town of Tillsonburg, known municipally as 5 Mary Street, are to be rezoned from ‘Low Density Residential Type 2 Zone (R2-S)’ to ‘Special Low Density Residential Type 2 (R2-sp)’ to permit a second residential unit in the basement of an existing single-detached dwelling. SIGNATURES Authored by: Original signed by Laurel Davies Snyder, RPP, MCIP Development Planner Approved for submission: Original signed by Gordon K. Hough, RPP Director Page 114 of 200 November 7, 2022 This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. This is not a plan of survey Legend 1020 Notes NAD_1983_UTM_Zone_17N 51 Meters Zoning Floodlines Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Land Use Zoning (Displays 1:16000 to 1:500) Plate 1: Existing Zoning and Location Map File No: ZN 7-22-16: Stubbe Lot 26, Plan M131 - 5 Mary Street, Tillsonburg Joseph Street Kara Lane Mary Street Subject Lands Page 115 of 200 November 7, 2022 This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. This is not a plan of survey Legend 510 Notes NAD_1983_UTM_Zone_17N 26 Meters Zoning Floodlines Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Land Use Zoning (Displays 1:16000 to 1:500) Plate 2: 2020 Aerial Map File No: ZN 7-22-16: Stubbe Lot 26, Plan M131 - 5 Mary Street, Tillsonburg Subject Lands Kara Lane Mary Street Joseph Street Page 116 of 200 Plate 3: Applicant's Sketch File No. ZN 7-22-16: Stubbe Lot 26, Plan M131 - 5 Mary Street, Tillsonburg Page 117 of 200 Page 118 of 200 Page 119 of 200 Page 120 of 200 Page 121 of 200 Page 122 of 200 Page 1 of 5 Report No: CP 2023-28 COMMUNITY PLANNING Council Date: January 24, 2023 To: Mayor and Members of Tillsonburg Council From: Eric Gilbert, Senior Planner, Community Planning Application for Zone Change ZN 7-22-17 – Skylight Real Estate Inc. REPORT HIGHLIGHTS  The application for Zone Change proposes to rezone the subject property from ‘Low Density Residential Type 1 Zone (R1)’ to ‘Low Density Residential Type 3 Zone (R3)’ to recognize the long-standing use of the subject lands as a triplex dwelling.  Planning staff are recommending support of the application, as it is consistent with the policies of the Provincial Policy Statement and complies with the relevant policies of the Official Plan respecting intensification and development within Low Density Residential Areas. DISCUSSION Background OWNER: Skylight Real Estate Inc. 11 Sheila Crescent, Richmond Hill ON L4B 2Z8 LOCATION: The subject property is described as Lot 637, Plan 500, in the Town of Tillsonburg. The lands are located on the northwest corner of Broadway and Concession Street, and are municipally known as 309 Broadway, Tillsonburg. COUNTY OF OXFORD OFFICIAL PLAN: Schedule “T-1” Town of Tillsonburg Land Use Plan Residential Schedule “T-2” Town of Tillsonburg Residential Density Low Density Residential Plan TOWN OF TILLSONBURG ZONING BY-LAW NO.3295: Existing Zoning: Low Density Residential Type 1 Zone (R1) Proposed Zoning: Low Density Residential Type 3 Zone (R3) Page 123 of 200 Report No: CP 2023-28 COMMUNITY PLANNING Council Date: January 24, 2023 Page 2 of 5 PROPOSAL: The purpose of this application is to rezone the subject property from ‘Low Density Residential Type 1 Zone (R1)’ to ‘Low Density Residential Type 3 Zone (R3)’ to recognize the long-standing use of the subject lands as a triplex dwelling. The subject lands have an approximate area of 1481 m2 (0.36 ac) and contain an existing triplex dwelling (circ. 1900), with an approximate area of 303 m2 (3,261 ft2). A detached accessory building with an approximate area of 27 m2 (290 ft2) is also present on the subject property. The property currently has driveway entrances on Broadway and Concession Street West, and accommodates 8 parking spaces. Surrounding land uses include low density residential uses, consisting of predominantly single detached dwellings on Broadway and Concession St W . Plate 1, Existing Zoning and Location Map, shows the location of the subject property and the existing zoning in the immediate vicinity. Plate 2, 2020 Aerial Map, provides an aerial view of the subject property. Plate 3, Applicant’s Sketch, depicts the location of the existing triplex on the subject lands. Application Review PROVINCIAL POLICY STATEMENT: The 2020 Provincial Policy Statement (PPS) provides policy direction on matters of provincial interest related to land use planning and development. Under Section 3 of the Planning Act, where a municipality is exercising its authority affecting a planning matter, such decisions “shall be consistent with” all policy statements issued under the Act. Section 1.1.1 provides that healthy liveable and safe communities are sustained by accommodating an appropriate range and mix of residential housing (including additional units, affordable housing, and housing for older persons) to meet long-term needs, and promoting cost- effective development that minimizes land consumption and servicing costs. Section 1.1.3.1 of the PPS states that Settlement Areas will be the focus of growth and their vitality and regeneration shall be promoted. Land use patterns within settlement areas shall be based on:  densities and mix of land uses which are appropriate for, and efficiently use the infrastructure and public service facilities which are planned or available;  support active transportation;  efficiently use land and resources;  a range of uses and opportunities for intensification and redevelopment in accordance with the criteria in policy 1.1.3.3, where this can be accommodated. Section 1.1.3.4 directs that appropriate development standards shall be promoted which facilitate intensification, redevelopment and compact form, while avoiding or mitigating risks to public health and safety. Page 124 of 200 Report No: CP 2023-28 COMMUNITY PLANNING Council Date: January 24, 2023 Page 3 of 5 Further, Section 1.4 Housing, specifically ss. 1.4.3, states that planning authorities shall provide for an appropriate range and mix of housing types and densities to meet projected requirements of current and future residents of the regional market area by:  Establishing and implementing minimum targets for the provision of housing which is affordable to low and moderate income households;  Permitting and facilitating all forms of housing required to meet the social, health and well-being requirements of current and future residents;  Permitting and facilitating all types of residential intensification, including additional residential units and redevelopment, in accordance with policy 1.3.3.3;  Directing the development of new housing towards locations where appropriate levels of infrastructure and public service facilities are or will be available to support current and projected needs;  Promoting densities for new housing which efficiently use land, resources, infrastructure and public service facilities, and support the use of active transportation and transit in areas where it exists or is to be developed; and  Establishing development standards for residential intensification, redevelopment and new residential development which minimize the cost of housing and facilitate compact form, while maintaining appropriate levels of public health and safety. OFFICIAL PLAN: The subject property is designated Low Density Residential as per Schedule T-2, Residential Density Plan for the Town of Tillsonburg, as contained in the Official Plan. Low density residential districts are those lands that are primarily developed or planned for a variety of low-rise, low density housing forms including both executive and smaller single- detached dwellings, semi-detached, duplex and converted dwellings, townhouses and other, similar development. Within these areas, it is intended that there will be a mixing and integration of different forms of housing to achieve a low overall density of use. Section 8.2.1 of the Official Plan (Housing Development and Residential Areas - Strategic Approach) identifies a number of strategies "to provide present and future residents of Tillsonburg with a choice of adequate and affordable housing which meets their needs". The strategies developed to achieve this goal include:  Accommodating the present and future demand for housing in Tillsonburg through the efficient use of vacant residentially-designated lands, underutilized parcels in built-up areas and existing housing stock in all neighbourhoods, with the objective of also reducing energy consumption, decreasing the financial burden of underutilized municipal services, and relieving pressure for development of natural areas and open spaces;  Facilitating a choice of housing type, tenure, cost and location that meets the changing needs of all types of households by providing for a variety and mix of housing throughout the Town;  Increasing the supply of affordable housing by integrating adequate housing for low and moderate income households and those with special needs throughout the Town and establish and monitor minimum affordable housing targets to ensure that the percentage of affordable housing is maintained or enhanced;  Promoting and facilitating the provision of affordable housing through the co-operative efforts of all levels of government, the private sector and volunteer interest groups through such means as technical assistance, land conveyances, joint ventures, regulatory measures, and incentives. Page 125 of 200 Report No: CP 2023-28 COMMUNITY PLANNING Council Date: January 24, 2023 Page 4 of 5 Policies contained within Section 8.2.2.5 – Residential Intensification and Redevelopment, promote residential intensification in appropriate locations to make more efficient use of existing land, infrastructure, and public services. Residential intensification is permitted in appropriate locations within the Residential and Central Areas of the Town, subject to complying with the policies of the associated land use designations pertaining to the density, form and scale of residential development being proposed. TOWN OF TILLSONBURG ZONING BY-LAW: The subject property is currently zoned ‘Low Density Residential Type 1 Zone (R1)’, according to the Town of Tillsonburg Zoning By-law. The R1 zone permits a single detached dwelling, a home occupation, and accessory uses thereto. Permitted uses within the R3 zone include a multiple unit dwelling (triplex), converted dwelling, street fronting townhouse dwelling, and home occupation. The R3 zone requires a minimum lot area of 330 m2 (3,552 ft2) per dwelling unit, minimum lot frontage of 20 m (65.5 ft), lot depth of 30 m (98.4 ft), front yard depth and exterior side yard width of 6 m (19.7 ft), rear yard depth of 10.5 m (34.4 ft), int erior side yard width of 4.5 m (14.8 ft) and 3 m (9.8 ft), and maximum lot coverage of 40% of the lot area. A triplex dwelling requires 6 parking spaces; two for each dwelling unit. The existing dwelling complies with the provisions of the R3 zone. AGENCY COMMENTS: Town of Tillsonburg Building Services, Town of Tillsonburg Engineering Department, Oxford County Public Works Department, and Tillsonburg District Chamber of Commerce indicated they had no comments respecting the application. Tillsonburg Hydro Inc. indicated that they had no concerns respecting the application as the existing premise has 3 metered services for the non-conforming triplex. PUBLIC CONSULTATION: Notice of complete application and notice of public meeting regarding this application were circulated to surrounding property owners within 120 m (400’) of the property on December 1, 2022 and January 10, 2023, respectively, in accordance with the requirements of the Planning Act. No concerns have been expressed respecting the application. Planning Analysis The application for Zone Change proposes to rezone the lands to ‘Low Density Residential Type 3 Zone (R3)’ to recognize the long-standing use of the property for a triplex dwelling. The proposal is consistent with the PPS direction to provide for an appropriate diversity of housing types and densities to meet the needs of current and future residents. The proposal is consistent with the Planning Act and PPS direction to permit and facilitate all forms of residential intensification and redevelopment, including additional units. Page 126 of 200 Report No: CP 2023-28 COMMUNITY PLANNING Council Date: January 24, 2023 Page 5 of 5 The proposal complies with the policies contained within Section 8.2.2.2 of the Official Plan that encourage the creation of housing opportunities that may result in a mix of tenure forms, such as ownership, rental, and cooperative, throughout the Town. The proposal is also consistent with the policy direction within Section 8.2.2.5 that promotes residential intensification in appropriate locations to make more efficient use of existing land, infrastructure, and public services. As the proposal seeks to recognize a long-standing existing use, it is not expected to impact the surrounding neighbourhood. The existing dwelling was constructed in 1900 and MPAC and Building records indicate that the triplex use has been long -established, and the use is currently legal non-conforming. It is Planning staff’s opinion that the proposal to recognize this long-standing use is appropriate from a planning perspective and can be given favourable consideration. An amending by-law will be brought forward for consideration once the required by-law schedules have been prepared. RECOMMENDATION It is recommended that the Council of the Town of Tillsonburg approve-in-principle the zone change application submitted by Skylight Real Estate Inc., whereby the lands described as Lot 637, Plan 500, in the Town of Tillsonburg known municipally as 309 Broadway are to be rezoned from ‘Low Density Residential Type 1 Zone (R1)’ to ‘Low Density Residential Type 3 Zone (R3)’ to recognize an existing legal non-conforming triplex on the subject lands. SIGNATURES Authored by: ‘original signed by’ Eric Gilbert, MCIP RPP Senior Planner Approved for submission: ‘original signed by’ Gordon K. Hough, RPP Director Page 127 of 200 November 9, 2022 This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. This is not a plan of survey Legend 510 Notes NAD_1983_UTM_Zone_17N 26 Meters Zoning Floodlines Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Land Use Zoning (Displays 1:16000 to 1:500) Plate 1: Existing Zoning and Location Map File No: ZN 7-22-17: Skylight Real Estate Inc. Part Lot 637, Plan 500 - 309 Broadway, Tillsonburg Subject Lands Page 128 of 200 November 9, 2022 This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. This is not a plan of survey Legend 260 Notes NAD_1983_UTM_Zone_17N 13 Meters Zoning Floodlines Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Land Use Zoning (Displays 1:16000 to 1:500) Plate 2: 2020 Aerial Map File No: ZN 7-22-17: Skylight Real Estate Inc. Part Lot 637, Plan 500 - 309 Broadway, Tillsonburg Subject Lands Page 129 of 200 Plate 3: Applicant's Sketch File No: ZN 7-22-17: Skylight Real Estate Inc. Part Lot 637, Plan 500 - 309 Broadway, Tillsonburg Page 130 of 200 Page 131 of 200 Page 132 of 200 Page 133 of 200 Page 134 of 200 Delegation Request Form   Members of the public or citizen group may submit a Delegation Request to speak at a regular meeting of Council. Council meetings are held the second and fourth Monday of the month. Proceedings are web-streamed on the Town of Tillsonburg Website and the second meeting of the month will also be televised via Rogers TV. Delegations take place near the beginning of the meeting and are allowed 15 minutes for their presentation; ten (10) minutes is meant for the presentation and the remaining five (5) minutes is to allow for comments and questions from Council. Any Information contained on this form will be made public through the publication of the agenda. Through submission of a Delegation Request, individauls are agreeing to the release and inclusing of their personal information within the public record. Applicants may request the removal of their personal contact information when submitting this form. The request to remove personal contact information cannot be made after agenda publication. Please note that all meetings occur in an open public forum and are regularly recorded and televised. Accessibility accommodations are available. Please make your request in advance.   Page 135 of 200 First Name * Andrew Last Name * Tucker Street Address *Town/City * Tillsonburg Postal Code *Phone Number * E-mail *Subject * Backyard chickens Name of Group or Person(s) being represented (if applicable) All Delegations are limited to fifteen (15) minutes, including questions and answers. *  I acknowledge Details of the nature of the business/purpose: * Bring forward the ability to have a bylaw around backyard chickens in Tillsonburg similiar or the same  as Norfolk counties bylaw around backyard chickens. Do you or any members of your party require accessibility accommodations? *  Yes  No Page 136 of 200 Will there be a Power Point presentation? *  Yes  No I acknowledge that all presentation material must be submitted to the Office of the Clerk by 4:30 p.m. the Wednesday before the Council meeting date.  I accept Page 137 of 200 Upon receipt and approval of a Delegation, full details on the process will be sent to all presenters. If you have any questions please contact the Office of the Clerk at: clerks@tillsonburg.ca or 519-688-3009 ext. 4041 Personal information on this form is collected under the legal authority of the Municipal Act, as amended. The information is collected and mainted for the purpose of creating records that are available to the general public, pursuant to Section 27 of the Municipal Freedom of Information and Protection of Privacy Act. Questions about this collection should be directed to the Municipal Clerk, Town of Tillsonburg, 200 Broadway Street, 2nd Floor, Tillsonburg, Ontario, N4G 5A7, Telephone 519-688-3009 Ext. 4040. Page 138 of 200 www.oxfordcounty.ca Public Works 21 Reeve Street, PO Box 1614 Woodstock, ON N4S 7Y3 519.539.9800, ext. 3001  1.800.755.0394 Public Works MEMORANDUM TO: All Oxford County Area Municipal Councils FROM: DATE: RE: David Simpson, Director of Public Works January 16, 2023 Oxford County Proposed Backflow Prevention Program Notice of Public Consultation Centres, Oxford County Oxford County is seeking feedback on a proposed backflow prevention program and draft bylaw. In Report No. PW 2022-35, County Council authorized staff to undertake a public consultation and engagement campaign to seek input on the proposed Backflow Prevention Program and draft By-law in 2023. Public and stakeholder consultation is a key element of the program development and review process. In keeping with these commitments, Public Consultation Centres (PCCs) are to be held in each Area Municipality as noted below. The PCCs will consist of a presentation by the County project team followed by a question and answer period. Tuesday, January 31 Woodstock Tuesday, February 7 East Zorra-Tavistock Thursday, February 16 South-West Oxford Thursday, February 23 Ingersoll Tuesday, February 28 Norwich Tuesday, March 7 Blandford-Blenheim Tuesday, March 14 Tillsonburg Thursday, March 23 Zorra Notice of the PCCs will be advertised to commercial, industrial, institutional, and select multi- residential property owners in advance through local newspapers and social media. In addition, mail outs were delivered to industrial, institutional, and commercial users that may be impacted by the proposed by-law making them aware of their ability to comment on the program during this review period. Further to the PCCs, public opportunities to leave comments and ask questions will be available through the Speak-Up, Oxford! project web page and remain active until the public consultation period closes on April 6, 2023. David Simpson, P.Eng., PMP Director of Public Works Encl. Notice of Public Consultation Centre Original Signed by: Page 139 of 200 Notice of Public Consultation Centre Oxford County Proposed Backflow Prevention By-law Oxford County is seeking feedback on a proposed Backflow Prevention Program (BPP). The BPP will further protect the municipal drinking water from potential contamination (backflow event) by private side businesses and properties that are connected to the water distribution system. Backflow events can significantly impact residents, businesses, water quality and pose a health risk to consumers. Implementing a BPP will further strengthen the multi-barrier approach the County uses to protect its municipal drinking water system. Why do we need backflow prevention? Under normal operating conditions water flows from the municipal drinking water system into businesses and homes through private service connections. Backflow can occur when changes in pressure cause water to reverse this normal direction of flow-- pushing or pulling water from within a private-service back into the municipal drinking water system. A cross connection is any connection between the municipal drinking water system and a source of contamination. Water that backflows through a cross connection poses a hazard to the municipal drinking water system. This risk is mitigated through the installation of a backflow prevention device (BPD), which isolates the water supply of private services to prevent the reversal of flow. About the Backflow Prevention Program While the Ontario Building Code may require some properties to install a backflow prevention device (BPD) at the time of construction, the OBC has limitations that may exclude some properties that pose a risk to the municipal drinking water system. A formalized BPP will address these concerns and further guide: Which properties will require a BPD Types of acceptable BPD Testing and inspection frequency of BPD Qualifications for inspectors of BPD Requirements to submit test reports to the County Non-compliance infractions Oxford County is taking a proactive approach to safeguard its municipal drinking water systems. The proposed by-law will apply to select industrial, commercial, and institutional properties, as well as select multi-residential properties, based on their moderate or high risk hazard classification under the CSA B64 series standard. Posted January 11, 2023 oxfordcounty.ca We want to hear from you Public and technical agency consultation will be fundamental in developing the BPP, and members of the public are invited and encouraged to comment on the project at any time during the Study. A copy of the proposed Backflow Prevention By-law is available at www.oxfordcounty.ca/backflow. The Project Team is hosting in person Public Consultation Centres (PCCs) in each area municipality between January 31 and March 23, 2023. PCCs will be advertised through local media, social media, and Speak Up, Oxford! at www.oxfordcounty.ca/backflow prior to the event. The comment period for the Backflow Prevention Program PCC closes on Thursday April 6, 2023. Contacts for information Scott Alexander By-law Compliance Officer, Backflow Prevention Oxford County 519-539-9800 ext. 3103 | Toll-free 1-800-755-0394 slalexander@oxfordcounty.ca Don Ford, BA, CMM III, C.Tech. Manager of Water & Wastewater Services Oxford County 519-539-9800 ext. 3191 |Toll-free 1-800-755-0394 dford@oxfordcounty.ca Information will be collected in accordance with the Municipal Freedom of Information and Protection of Privacy Act. With the exception of personal infor- mation, all comments will become part of the public record. PUBLIC NOTICE Page 140 of 200 RESOLUTION of the TILLSONBURG POLICE SERVICES BOARD (the "BoardH) on January 18, 2023 The following resolution was passed: Amend False Alarm By-law 2021-037 On motion duly made, seconded, and carried: No. 448 IT WAS RESOLVED that the Tillsonburg Police Services Board ask that Council reconsider the appeals portion of the by-law with the intent to remove said section. Currently when an alarm is received by the OPP an officer is dispatched to investigate. Upon investigation if the call is deemed to be a "false call" the address of the call will be recorded and sent to Corporate for application of the by-law. To have an appeal would undermine the investigation as it has already been determined to be false. Moved by: Seconded by: Carried: G .Horvath A. Loker ( 5-0 ) Page 141 of 200 Page 1 of 5 Subject: CS 23-01 Committee Member Selection Department: Corporate Services Department Submitted by: Laura Pickersgill, Executive Assistant Meeting Type: Council Meeting Meeting Date: Tuesday, January 24, 2023 RECOMMENDATION THAT Council receives report CS 23-01 Committee Member Selection; AND THAT a by-law be brought forward for Council’s consideration to appoint members to the Committees; AND THAT staff coordinate with local schools for applications to the Youth Engagement and Strategy Committee; AND THAT staff advertise for one vacancy on the Affordable and Attainable Housing Committee; AND FURTHER THAT the Committees’ Terms of Reference be amended to allow for a maximum of 12 members and a maximum of 13 members on the Parks, Beautification and Cemetery Committee. BACKGROUND At the November 21, 2022, meeting of Tillsonburg Town Council, the following Committees were established for the 2022-2026 term of Council:  Accessibility Advisory Committee  Affordable and Attainable Housing Committee- ad-hoc  Boundary Adjustment Committee- ad-hoc  Economic Development Advisory Committee  Parks, Beautification and Cemeteries Advisory Committee  Recreation and Sports Advisory Committee  Tillsonburg Airport Advisory Committee  Museum, Culture, Heritage and Special Awards Advisory Committee  Traffic Committee  Youth Engagement and Strategy Committee Page 142 of 200 CS 23-01 Page 2 of 5 A Nominating Committee consisting of Mayor Deb Gilvesy, Councillor Parker, Councillor Luciani and CAO Kyle Pratt was established. The Committee initially met on December 19, 2022 to review the applications and selections were made. A report went on the Council agenda with these initial recommendations. Subsequent to that, it was discovered that some applications were missing. Given that, Mayor Gilvesy, Councillor Parker, Councillor Luciani and the Executive Assistant met on January 17, 2023 to review the additional missed applicants. Following that discussion, the additional recommendations are being made for Committee appointments. The vacancies for the Committees were advertised for a number of weeks using a variety of channels including the Town’s website, Town’s social media pages, email communications and the newspaper. Applications were received and the Nominating Committee met to review the applications. Following the review the below recommendations of appointment of individuals to the Committees is being recommended: Accessibility Advisory Committee  Margaret McCrimmon  Yvonne Kearns  Michelle Wegg  Trevor Ford  Taylor Campbell  Mike Cerna  Brittany Vaughan  Mark Dickson  Karen Clipson  Catherine Ryan  Councillor Chris Rosehart- Council Representative Economic Development Advisory Committee  Suzanne Renken- Chamber Representative  Dane Willson- WITAAR Representative  Cedric Tomico- BIA Representative  Steve Spanjers  Lisa Gilvesy  Jesse Goossens  Andrew Burns  Kirby Heckford  Randy Thornton  Gurvir Hans  Randi-Lee Bain  Councillor Bob Parsons- Council Representative Page 143 of 200 CS 23-01 Page 3 of 5 Museum, Culture, Heritage & Special Awards Advisory Committee  Jason Pankratz  Carrie Lewis  Amie Varga  Lindsay Monroe  Isaac Card  Catherine Ryan  Doug Cooper  Joan Weston  Tabitha Verbuyst  Courtney Booth  Rosemary Dean  Councillor Kelly Spencer- Council Representative Airport Advisory Committee  Gurvir Hans  Jeff Miller  Dan Cameron  Nate Bain  Emily Crombez  Don Hurrus  Anthony Thornton  Mark Renaud  Cedric Tomico  John Britton  Councillor Chris Parker- Council Representative Recreation and Sports Advisory Committee  Scott Vitias  Scott Gooding  Taylor Campbell  Joe Sym  Stephen Gradish  Andrew Gradish  Carrie Lewis  Susie Wray  Kristy Milmine  Christian Devlin  Councillor Chris Parker- Council Representative Page 144 of 200 CS 23-01 Page 4 of 5 Parks, Beautification & Cemeteries Committee  Wayne Beard  Ron Walder  Mike Dean  Maurice Verhoeve  Barbara Wareing  Kristine Vandenbussche  Martha Kirkpatrick  Isaac Card  Joan Weston  Karen Clipson  Susan Saelens  Trevor Ford  Councillor Pete Luciani- Council Representative The Nominating Committee is suggesting that staff work with the local schools to encourage applications for members of the Youth Engagement and Strategy Committee. Reports regarding composition of the Traffic Committee will be coming to Council at a future meeting. FINANCIAL IMPACT/FUNDING SOURCE None CORPORATE GOALS How does this report support the corporate goals identified in the Community Strategic Plan? ☐ Lifestyle and amenities ☒ Customer service, communication and engagement ☐ Business attraction, retention and expansion ☐ Community growth ☐ Connectivity and transportation ☐ Not Applicable Does this report relate to a specific strategic direction or project identified in the Community Strategic Plan? Please indicate section number and/or any priority projects identified in the plan. Page 145 of 200 CS 23-01 Page 5 of 5 Goal- The Town of Tillsonburg will strive for excellence and accountability in government, providing effective and efficient services, information, and opportunities to shape municipal initiatives. Strategic Direction- Engage community groups, including advisory committees and service organizations, in shaping municipal initiatives. Priority Project- N/A ATTACHMENTS N/A Page 146 of 200 Page 1 of 3 Subject: The Town of Tillsonburg’s Third Party Planning and Development Service Delivery Review Report Number: OPD 23-08 Department: Operations and Development Department Submitted by: Jonathon Graham, Director of Operations and Development Meeting Type: Council Meeting Meeting Date: Tuesday, January 24, 2023 RECOMMENDATION THAT report OPD 23-08 the Town of Tillsonburg’s Third Party Planning and Development Service Delivery Review be received as information; AND THAT the final reports and presentation material as prepared by Leading Ledge Group included under agenda item 7.2, be presented/shared with Oxford County and posted on the Town of Tillsonburg website. BACKGROUND As part of the Town of Tillsonburg’s successful Municipal Modernization Grant award for intake 3 in 2022; Leading Edge Group was successfully retained (for $66,150 excluding HST) to undertake an analysis of internal planning processes. As Council is aware there are various scales towards managing planning application from Minor Variances through to Site Plans and Plans of Subdivision where Oxford County preforms, in part, these planning services on the Town’s behalf. Most importantly the intent of this review is to better understand the timelines and effort involved (locally and at the County level) in managing Planning applications insofar as determining efficiencies in the Planning process. DISCUSSION As per the Town’s Municipal Modernization Program application the intent of this analysis was to include the review of the Town’s Planning and Development service to find key efficiencies that will streamline Planning service delivery to the community. This review was to include (but was not limited to) the following: Page 147 of 200 OPD 23-08 Page 2 of 3  Review of the current agreement with Oxford County for the provision of planning services (i.e. By-Law 3991);  Review of the Planning and Development organizational structure and investigate present and future staff needs;  Recommend new technology and innovative practices to improve service delivery;  Review of the Town’s security deposit process and potential workflow software implementation for development applications; and  Review of our current development process to ensure the Town is recovering the costs from developers/applicants. For councils consideration Leading Edge Group’s final report has been attached for consideration. Ultimately, Leading Edge Group, discovered that the current planning processes are efficient and will meet relative and regulated timelines (this will be further streamlined with the use of software solutions such as CloudPermit in the future). Relative recommendations/improvements included but are not limited to the following:  A need for an additional Administrative Assistant, at the County level, which would assist with workflow and timelines overall;  Formally introducing, local pre-consolation meetings with applicants; and  Expanded delegated authority which would include updating By-Law 3991 Finally there is one notable omission due to timing, where this report and analysis was prepared prior to understanding the full scope and impact via Bill 23, More Homes Built Faster Act; subsequently, further future analysis of organizational pressures/demands will be ongoing. CONSULTATION As part of this review the following stakeholders where consulted; Secretary Treasurer, Land Division Committee Divisional Assistant, Community Planning, Senior Planner Chief Building Official, Development Technician, the (former) Director of Operations and Development, Interim Director of Finance/Treasurer, the CAO, the (former) Mayor, the Deputy Mayor, one selected Councilor, President - CJDL Consulting Engineers. FINANCIAL IMPACT/FUNDING SOURCE Funded through Municipal Modernization Program Intake 3 Page 148 of 200 OPD 23-08 Page 3 of 3 CORPORATE GOALS How does this report support the corporate goals identified in the Community Strategic Plan? ☐ Lifestyle and amenities ☒ Customer service, communication and engagement ☐ Business attraction, retention and expansion ☐ Community growth ☐ Connectivity and transportation ☐ Not Applicable Does this report relate to a specific strategic direction or project identified in the Community Strategic Plan? Please indicate section number and/or any priority projects identified in the plan. Goal – The Town of Tillsonburg will strive for excellence and accountability in government, providing effective and efficient services, information, and opportunities to shape municipal initiatives. Strategic Direction – Advocate for community needs with other levels of government. Priority Project – County-wide service delivery study implementation and municipal service review ATTACHMENTS 1. Appendix A – By-Law 3991 (Agreement) Page 149 of 200 • SCHEDULE ~A" TO BY-LAW 3991 AGREEMENT for the provision of Planning Advisory and Administrative Services by The County of Oxford Community and Strategic Planning Office to The Corporation of the Town of Tillsonburg Page 150 of 200 A. Purpose: The purpose of this Agreement is to set out the general terms regarding Planning Advisory and Administrative Services to the Corporation of the Town of Tillsonburg pursuant to Section 15 of the Planning Act, R.S.O. 1990, as amended. B. Terms and Definitions: a) "County Clerk" shall mean the person duly appointed to hold the position of the Clerk of the County of Oxford, or his/her duly appointed delegate. b) "County Council" means the Council of the County of Oxford. c) "County Planning Office" means the Community and Strategic Planning Office of the County of Oxford, or other similarly constituted office or department of the County having the mandate and responsibility for reviewing matters related to land use planning under the Planning Act, R.S.O. 1990, as amended. d) "Director of Planning" means the person duly appointed to hold the position of the Director of Planning of the County Planning Office, or a person appointed by the Director as his/her delegate. e) "Local Area Council" means the Council of the Town of Tillson burg. f) "Local Area Municipality" means The Corporation of the Town of Tillsonburg. g) "Municipal Clerk" means the person, duly appointed to hold the position of the Clerk of the Local Area Municipality, or his/her duly appointed delegate. h) "County of Oxford" or "County" means the County of Oxford. C. Development Review Services: The County Planning Office will provide professional planning advisory and administrative services to the Local Area Municipality as follows: 1. Provide information and advice to the general public, developers, agents, etc., municipal staff and other departments, boards and/or committees of the Local Area Municipality regarding land use planning matters within the Local Area Municipality. This may include attendance at meetings of said departments, boards and/or committees as may be necessary from time to time. 2. Maintain office hours in the Local Area Municipality to meet the needs of the municipality as is deemed by the Director of Planning, in consultation with the Local Area Municipality, to be appropriate and within the resources and capabilities of the County Planning Office. Where it is agreed that on-site service is appropriate, the Local Area Municipality shall be responsible for providing adequate work space for County Planning staff, to the satisfaction of the Director of Planning. 3. Serve as liaison between the Local Area Municipality and the County of Oxford's Geographic Information Systems (GIS) Department with respect to matters pertaining to the collection and use of GIS and related data. 4. Assist and advise applicants and/or their agents regarding the completion and submission of applications for amendments to the Local Area Municipality's Zoning By-law (including applications for Minor Variance) and applications for Site Plan Approval. Page 151 of 200 5. Undertake administrative activities and provide professional planning advisory services associated with development applications as follows: i) Zoning Bv-laws I Amendments a) Undertake pre-consultation with respect to applications as may be requested by an applicant/agent and/or the Local Area Municipality. b) Receive applications filed directly with the County Planning Office or with the Local Area Municipality and review same for completeness. The completeness of an application will be determined by the County Planning Office in accordance with the applicable policies of the Oxford County Official Plan and/or as prescribed in the Planning Act, R.S.O. 1990, as amended. The County Planning Office will issue the required notice(s) regarding the completeness of an application in accordance with the applicable provisions and regulations of the Planning Act and will, as necessary, contact the applicant to obtain such additional information as may be required to deem an application to be complete. The determination of the completeness of an application, or the information necessary for an application to be considered complete, will be at the discretion of the County Planning Office. c) Circulate applications to prescribed persons and public bodies and prepare and circulate public notices in accordance with the applicable provisions and regulations of the Planning Act, R.S.O. 1990, as amended, or in accordance with the relevant modified or alternative notification policies contained in the County Official Plan and where such modified or alternative provisions have been adopted by the Local Area Municipality. d) Prepare reports for presentation to the Local Area Council based on a detailed review of the application and related information. Such reports will provide the details of the application; the comments received from agency circulation and public consultation; an overview of the relevant Provincial and Official Plan policies and other planning considerations; and the County Planning Office's professional planning opinion(s) and recommendation(s) with respect to the application. Reports will be provided to the Municipal Clerk prior to the Local Area Council meeting in a format suitable for publishing in the Local Area Council's agenda. e) Prepare Zoning By-law amendments, including all text and schedules, for consideration by the Local Area Council, as required. f) Attend Local Area Council meetings for the purpose of presenting the planning report and professional planning opinion(s) and reccimmendation(s) of the County Planning Office with respect to the application. The County Planning Office will respond to all relevant questions of the Local Area Council, the public and any other interested stakeholders during the Local Area Council's public meeting(s) at which the application is considered. g) The responsibilities of the Local Area Municipality regarding Zoning By-laws I Amendments are as follows: 1. The Local Area Municipality shall provide to the County Planning Office a mailing list of all neighbouring properties to be notified of a complete application and any public meetings related to a development application, as prescribed by the Planning Act, R.S.O. 1990, as amended and/or the alternative notification policies contained in the County Official Plan where such alternative policies have been adopted by the Local Area Municipality. Page 152 of 200 -. ii) 2. The Local Area Municipality shall provide to the County Planning Office, in a timely manner and as prescribed by the Planning Act, R.S. 0. 1990, as amended, all documents related to the decision(s) of the Local Area Council in respect of a development application. Minor Variance Applications a) Prepare reports for presentation to the Local Area Committee of Adjustment providing the details of the application, the comments received from agency and public circulation, the County Planning Office's professional planning opinion(s) and recommendation(s) with respect to the application. Reports will be provided to the Municipal Clerk prior to the Local Area Committee of Adjustment meeting in a format suitable for publishing in the Local Area Municipality's agenda. b) Attend Local Area Committee of Adjustment meetings for the purpose of presenting the planning report and related information and the professional planning opinion(s) and recommendation(s) of the County Planning Office. The County Planning Office will respond to all relevant questions of the Local Area Committee of Adjustment, the public and any other interested stakeholders during the Local Area Committee's public meeting(s) at which the application is considered. iii) Site Plan Applications I Amendments a) Provide comments to the Local Area Municipality regarding applications for site plan approval or applications to amend an existing site plan approval and/or prepare reports for presentation to the Local Area Council, where requested. Where a report is prepared, said report will provide the details of the application; comments received from agency circulation; an overview of the relevant planning considerations; and the County Planning Office's recommendation(s) with respect to the application. Reports will be provided to the Municipal Clerk prior to the Local Area Council meeting in a format suitable for publishing in the Local Area Council's agenda. iv) Appeals a) Where a decision of the Local Area Council regarding a Zoning By-law I Amendment, Minor Variance or Site Plan Approval I Amendment application is appealed to the Ontario Municipal Board (OMB) or other body having jurisdiction to hear an appeal, the County Planning Office may, at the discretion of the Director of Planning, provide professional planning evidence at any hearing(s) convened with respect to the appeal. 6. Prepare planning reports for Local Area Council consideration with respect to applications for Official Plan amendment or Draft Plan of Subdivision or Condominium where the lands subject to such applications are located within the Local Area Municipality. Planning reports for the purposes of this Section will be prepared and presented to Local Area Council as per subsection 5 i) d). 7. Prepare planning reports for Local Area Council consideration with respect to applications for Consent where the lands subject to such applications are located within the Local Area Municipality and where the Local Area Municipality has requested such reports be prepared. Planning reports for the purposes of this Section will be prepared and presented to Local Area Council as per subsection 5 i) d). B. Regularly consolidate the Local Area Municipality's Zoning By-law, to reflect recent amendments and distribute said consolidations. 9. Prepare an annual year-end report of the development and other planning activities within the Local Area Municipality for the previous year. Page 153 of 200 D. Land Use Planning Related Studies and Projects: 1. The County Planning Office will provide professional planning advice, project management services and/or otherwise assist the Local Area Municipality in identifying and completing land use planning related studies and projects that are within the resources and capabilities of the County Planning Office. 2. The determination of what constitutes a land use planning related study or project and the ability and/or capacity of the County Planning Office to assist with such study or project, taking into consideration the Office's resources and capabilities, will be at the discretion of the Director of Planning. 3. The costs associated with any land use planning related study or project undertaken by the County Planning Office will be shared between the Local Area Municipality and the County in a manner determined by the respective Councils to be appropriate for the scope of the study or project. E. Minor Variances Directly Related to Consent Applications: 1. The Local Area Council hereby transfers the administration and approval authority powers of the Local Area Council (as a "lower-tier municipality") under Sections 44 and 45 of the Planning Act, R.S.O. 1990, as amended, to the County of Oxford for those applications for Minor Variance from the Local Area Municipality's Zoning By-law that are directly related to any application for Consent submitted to the County under Section 53 of the Planning Act, R.S.O. 1990, as amended, subject to the following conditions: a) that the application is for Minor Variance from the prov1s1ons of the Local Area Municipality's Zoning By-law that are deemed to be required as the direct result of the approval of an application filed with the County of Oxford for Consent pursuant to Section 53 of the Planning Act, R.S.O. 1990, as amended; b) the determination as to whether a Minor Variance is the direct result of the approval of an application for Consent will be at the discretion of the Director of Planning; c) the County of Oxford may delegate the approval authority for Minor Variances as described in a), above, to a duly appointed committee of the County of Oxford as constituted under Section 51.2 of the Planning Act, R.S.O. 1990, as amended. F. Fees: 1. The fee for professional and administrative staff services outlined in this agreement will be covered by the annual levy paid by the Local Area Municipality to the County of Oxford, or as determined otherwise by resolution of the respective Councils. 2. All disbursements incidental to the provision of the Local Area Municipality's planning services by the County of Oxford, as outlined in this agreement, will be recorded separately and charged directly, at cost, to the Local Area Municipality. All such disbursements shall be invoiced and paid quarterly. 3. All fees collected by the County of Oxford on behalf of the Local Area Municipality (i.e. zoning by-law amendment application fees) will be remitted to the Local Area Municipality by the County of Oxford in a timely manner, as they are collected. G. Duration of Agreement: 1. This Agreement shall remain in force and effect until terminated by either party. Page 154 of 200 • 2. This Agreement may be terminated by either party upon thirty (30) days written notice to the County Clerk or the Municipal Clerk. H. Review: 1. The terms and conditions of this agreement shall be reviewed by the parties every five (5) years. The terms and conditions of this agreement are hereby accepted. Crockett, P. Eng. Administrative Officer ~~ Gordon K. Hough, RPP Town Clerk-Donna Wilson Director, Community and Strategic Planning Date • ' Date 1 '- (SEAL) (SEAL) Page 155 of 200 Page 1 of 4 The Corporation of the Town of Tillsonburg Economic Development Advisory Committee December 13, 2022 7:30 a.m. Council Chambers MINUTES Present: Randy Thornton, Lisa Gilvesy, Suzanne Renken, Andrew Burns, Steve Spanjers, Dane Willson, Cedric Tomico, Mayor Deb Gilvesy, Jesse Goossens Staff: Kyle Pratt, CAO; Cephas Panschow, Development Commissioner; Laura Pickersgill, Executive Assistant/Assistant Clerk Regrets: Kirby Heckford 1. Call to Order The meeting was called to order at 7:33 a.m. 2. Adoption of Agenda Resolution #1 Moved by: Dane Willson Seconded by: Randy Thornton THAT the Agenda as prepared for the Economic Development Advisory Committee meeting of December 13, 2022, be adopted. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. Page 156 of 200 Page 2 of 4 4. Minutes of the Previous Meeting Resolution #2 Moved by: Andrew Burns Seconded by: Dane Willson THAT the minutes as prepared for the Economic Development Advisory Committee meeting of November 8, 2022, be adopted. Carried 5. Closed Agenda Resolution #3 Moved by: Randy Thornton Seconded by: Dane Willson THAT the Economic Development Advisory Committee move into closed session to discuss matters related to the acquisition or disposition of land. Carried 6. General Business and Reports 6.1. Monthly Activity Update Cephas provided a brief summary of the Monthly Activity Update. 7. Planning Items Circulation 8. Community Strategic Plan 8.1. Town Hall Task Force The Task Force has met their mandate and staff will be moving this project. There has been $300,000 budgeted in 2023 for this project. 8.2. Affordable and Attainable Housing Committee There has been $60,000 combined budgeted for strategic initiatives for affordable housing and boundary adjustment. 8.3. Boundary Adjustment Committee Page 157 of 200 Page 3 of 4 8.4. Health Care Committee (former Physician Recruitment and Retention Committee) This Committee has been rebranded and a new Terms of Reference will be formulated. Staff to invite the TDMH CEO to a future joint meeting with this Committee and the new Health Care Committee. Steve to connect with his relative to inquire as to why she was not able to get work locally. Staff to invite Stephanie Nevins to a future Committee meeting. There is an after hours care clinic across from the hospital. 9. Community Organization Updates 9.1. Downtown Business Improvement Association 9.1.1. Report from BIA Chair ED12-01 Cedric answered questions regarding the report. Cedric will provide a further update on the hotel proposal at the next meeting. 8.2 Tillsonburg District Chamber of Commerce There will be a WSIB claims presentation on Dec 19th. The Chamber is participating in the entrepreneurial popup event that is happening on Thursday. There have been many successful Business After 5 events held recently. The Annual General Meeting is scheduled for January 24, 2023. 8.3 Woodstock, Ingersoll, Tillsonburg and Area Association of Realtors (WITAAR) 8.3.1 November 2022 Statistics Dane provided a brief summary of the statistics. 10. Round Table Council authorized the sale of the Bell Mill Sideroad property to Metalfer Iron Works Designs at yesterday’s meeting. There is a pending sale on the former TRW building to a food processing plant. Page 158 of 200 Page 4 of 4 11. Next Meeting 12. Adjournment Resolution #4 Moved by: Randy Thornton Seconded by: Dane Willson THAT the December 13, 2022 Economic Development Advisory Committee meeting be adjourned at 9:24 a.m. Carried Page 159 of 200 LONG POINT REGION CONSERVATION AUTHORITY Board of Directors Meeting Minutes of December 7, 2022 Approved January 11, 2023 FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Chris Van Paassen, Peter Ypma - 1 - Members in attendance: John Scholten, Chair Township of Norwich Michael Columbus, Vice-Chair Norfolk County Dave Beres Town of Tillsonburg Doug Brunton Norfolk County Robert Chambers County of Brant Valerie Donnell Municipality of Bayham/Township of Malahide Tom Masschaele Norfolk County Stewart Patterson Haldimand County Chris Van Paassen Norfolk County Peter Ypma Township of South-West Oxford Regrets: Ken Hewitt Haldimand County * S. Patterson advised in advance he would be late to the meeting Staff in attendance: Judy Maxwell, General Manager Aaron LeDuc, Manager of Corporate Services Leigh-Anne Mauthe, Interim Manager of Watershed Services Zachary Cox, Marketing Coordinator Dana McLachlan, Executive Assistant 1. Welcome and Call to Order The chair called the meeting to order at 6:30 p.m., Wednesday, December 7, 2022. 2. Additional Agenda Items There were no additional agenda items. 3. Declaration of Conflicts of Interest None were declared. 4. Minutes of the Previous Meeting a) Board of Directors Meeting Minutes of November 2, 2022 There were no questions or comments. Page 160 of 200 FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Chris Van Paassen, Peter Ypma - 2 - A-107/22 Moved by P. Ypma Seconded by V. Donnell THAT the minutes of the LPRCA Board of Directors Meeting held November 2, 2022 be approved as circulated. CARRIED b) Board of Directors Meeting Minutes of November 9, 2022 There were no questions or comments. A-108/22 Moved by D. Beres Seconded by M. Columbus THAT the minutes of the LPRCA Board of Directors Budget Meeting held November 9, 2022 be approved as circulated. CARRIED 5. Business Arising There was no business arising from the previous minutes. 6. Review of Committee Minutes a) Backus Museum Committee Meeting of September 20, 2022 There were no questions or comments. A-109/22 Moved by T. Masschaele Seconded by D. Brunton THAT the minutes of the Backus Museum Committee meeting of September 20 2022 be approved as circulated. CARRIED 7. Correspondence a) From Brant Waterways re: Support for local CAs and municipalities concerning Bill 23 b) From County of Brant re: LPRCA Board Appointment Page 161 of 200 FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Chris Van Paassen, Peter Ypma - 3 - c) From Norfolk County re: LPRCA Board Appointments d) From Peter Ypma re: 2022 Latornell Conference Mr. Ypma found the symposium very enjoyable, although somewhat technical. Of particular interest to Mr. Ypma was the concurrent session entitled Climate Change Impacts on Barrier Beaches and Coastal Wetlands, North Shore of Lake Erie presented by Peter Zuzek. Mr. Ypma thanked the Board for the opportunity to attend event. A-110/22 Moved by P. Ypma Seconded by D. Beres THAT the correspondence outlined in the Board of Directors Amended Agenda of December 7, 2022 be received as information. CARRIED 8. Development Applications a) Section 28 Regulations Approved Permits Through the General Manager’s delegating authority, 30 applications were approved in the past month. LPRCA-227/22, LPRCA-233/22, LPRCA-235/22, LPRCA-236/22, LPRCA-237/22, LPRCA-238/22, LPRCA-239/22, LPRCA-240/22, LPRCA-241/22, LPRCA-242/22, LPRCA-243/22, LPRCA-244/22, LPRCA-245/22, LPRCA-246/22, LPRCA-247/22, LPRCA-210/22-revised, LPRCA-248/22, LPRCA-249/22, LPRCA- 187/22-revised, LPRCA-250/22, LPRCA-251/22, LPRCA-253/22, LPRCA-254/22, LPRCA-255/22, LPRCA-256/22, LPRCA-257/22, LPRCA-258/22, LPRCA-259/22, LPRCA-260/22, and LPRCA-261/22. All of the staff-approved applications met the requirements as set out in Section 28 of the Conservation Authorities Act. A-111/22 Moved by T. Masschaele Seconded by V. Donnell THAT the LPRCA Board of Directors receives the Section 28 Regulations Approved Permits report dated December 7, 2022 as information. CARRIED Page 162 of 200 FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Chris Van Paassen, Peter Ypma - 4 - 9. New Business a) General Manager’s Report The General Manager provided an overview of operations this past month. On November 28, Bill 23, More Homes Built Faster Act, received Royal Assent. However, comments continue to be accepted for Bill 23 through the Environmental Registry of Ontario (ERO) until Friday, December 8, 2022. Staff will continue submitting comments that apply to LPRCA through the ERO. It appears that the impacts to LPRCA plan reviews may be minimal and until a regulation is released, the overall impact can not be assessed. The permitting processes remain the same with the exception of the new Minister’s Zoning Orders, and Community Infrastructure and Housing Accelerator Orders being added to the Conservation Authorities Act, Section 28.0.1. The Planning Department will continue with current processes until the new regulation is released. A-112/22 Moved by M. Columbus Seconded by D. Brunton That the LPRCA Board of Directors receives the General Manager’s Update for November 2022 as information. CARRIED b) Ecological Surveys of Selected LPRCA Properties LPRCA contracts a qualified ecologist to survey properties for species at risk and species of concern on an annual basis. Staff retained the services of Natural Resource Solutions Inc., as approved by the Board earlier this year, to complete the 2022 surveys at four LPRCA properties. Recommendations within the report will be implemented during the marking and timber harvesting process to ensure that sensitive species are not impacted, and to continue LPRCA’s focus on ecologically sustainable forest management. Approximately 60%, or 7,600 acres, of LPRCA properties in the Managed Forest Tax Incentive Program have been surveyed to date. Page 163 of 200 FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Chris Van Paassen, Peter Ypma - 5 - A-113/22 Moved by P. Ypma Seconded by T. Masschaele THAT the LPRCA Board of Directors receives the Ecological Survey Report as information. CARRIED c) Forest Management Prescriptions/Operating Plans Using information provided in the ecological surveys, staff prepared prescriptions/ operating plans for four forest tracts that will receive some form of silvicultural treatment in 2023 or 2024. Plans for the Harris Floyd (Block #4), Livsey, Abbott-Townsend, and the McKonkey Tracts were presented for approval. Marking will be completed in preparation for tendering early next year or the following year. A-114/22 Moved by D. Beres Seconded by V. Donnell THAT the LPRCA Board of Directors approves the prescription/operating plans for the Harris Floyd (Block #4) Tract at 856 5th Concession of Houghton Township, Livsey Tract at 847 Windham Road 12 of Windham Township, Abbott Townsend Tract at 1065 1st Concession Road of Middleton Township and the McKonkey Tract at 4545 Hwy #59 of Middleton Township. CARRIED Stewart Patterson arrived at 7:05 p.m. No conflict declared. d) Invasive Species Program Management Report In 2020, a number of environmental groups in Norfolk County formed a working group to manage and improve upland habitat. Environment and Climate Change Canada (ECCC) approved funding to the working group for a three-year period. In 2021, LPRCA staff surveyed and mapped 548 acres on 18 forest tracts. In 2022, 14 tracts were treated for invasive species with the remaining four tracts to be completed in 2023. Page 164 of 200 FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Chris Van Paassen, Peter Ypma - 6 - A-115/22 Moved by C. Van Paassen Seconded by D. Brunton THAT the LPRCA Board of Directors receives the Invasive Species Manage Program Report as information. CARRIED e) Healthy Watershed Services 2022 Update Leigh-Anne Mauthe presented an overview of the Healthy Watershed Services Department’s program responsibilities and the 2022 accomplishments. The department partners with various agencies to help deliver its programs and services. Some the projects completed in 2022 include approximately 73,000 trees planted under the Private Tree Planting program, four erosion control projects, approximately 1,000 acres of cover crops funded with support from Environment and Climate Change Canada, and staff assisted on one Clean Water project. Water Quality Monitoring is completed in partnership with various provincial government agencies and Benthic Invertebrate sampling is undertaken to provide data for the LPRCA Watershed Report Card and helps with restoration efforts. A-116/22 Moved by P. Ypma Seconded by S. Patterson THAT the LPRCA Board of Directors receives the Healthy Watershed Services 2022 Update as information. CARRIED f) Lake Erie Conditions Update A standing flood watch for Lake Erie was issued on May 15, 2019 due to the high static water levels at the time. The flood watch was downgraded to a standing shoreline conditions statement when the lake levels dropped slightly. Throughout the last three years, the Lake Erie static water levels remained high. Numerous records were set and a number of flood watches and warnings were issued. Page 165 of 200 FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Chris Van Paassen, Peter Ypma - 7 - Lake levels have now dropped below the threshold for a standing Lake Flood Outlook statement and the statement has been terminated as of November 28, 2022. Lake Erie water levels are predicted to continue to drop. A-117/22 Moved by T. Masschaele Seconded by D. Beres THAT the LPRCA Board of Directors receives the termination of the standing Lake Erie shoreline condition statement and Lake Erie Conditions Update report as information. CARRIED g) Fee Policy As discussed at the November 9 meeting, the amended Conservation Authorities Act now requires conservation authorities to have a Fee Policy in place by January 1, 2023, along with posted fee schedules. The 2022 fees were approved January 5, 2022 as part of the 2022 Budget. Going forward, all fee schedules will be included as part of the budget package for approval. A-118/22 Moved by R. Chambers Seconded by P. Ypma THAT the LPRCA Board of Directors approves the LPRCA Fee Policy as presented. CARRIED h) Christmas Season Staff Appreciation As in the past, management requested approval to present LPRCA staff with a gift card in appreciation of their work throughout the year and to mark the Christmas season. The expense was incorporated into the 2022 budget. A-119/22 Moved by D. Beres Seconded by R. Chambers THAT the LPRCA Board of Directors authorizes the General Manager to purchase gift cards for staff in appreciation for their efforts of $50. CARRIED Page 166 of 200 FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Chris Van Paassen, Peter Ypma - 8 - Adjournment The Chair adjourned the meeting at 7:25 p.m. _______________________________ ________________________________ John Scholten Judy Maxwell Chair General Manager/Secretary-Treasurer /dm Page 167 of 200 Tillsonburg Police Services Board Minutes Date: December 14, 2022 Time: 1 :OOPM Location: OPP Boardroom Present: Larry Scanlan, Inspector Hymers, Mayor Gilvesy, G. Horvath, Councillor Rosehart, Ann Loker, Becky Turrill Absent with Regrets: Also Present: 1. Call to Order The meeting was called to order at 1 :OOPM 2. Adoption of Agenda Resolution #1 Moved by: C. Rosehart Seconded by: G. Horvath THAT the Agenda as prepared for the Police Services Board meeting of December 14, 2022, be adopted. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 4. Adoption of Minutes of Previous Meeting Proposed Resolution #2 Moved by: D. Gilvesy Seconded by: G. Horvath THAT the Police Services Board Meeting Minutes of November 16, 2022 be approved. Carried 5. Presentations/Deputations 5.1. Inspector Hymers presented November reports to the board. 6. General Business & Reports 6.1. Homelessness -update given. Inspector Hymers to bring information regarding OPP and Salvation Army Page 168 of 200 Tillsonburg Police Services Board Date: December 14, 2022 Page-2-of 3 6.2. Boarding/Rooming Houses -discussion. More information at our next meeting. 6.3. Sharps Containers -Discussion on location, use, safeness 6.4. Notice of Traffic Committee -will be in place in the new year 6.5. False Alarm By-Law -going to print 6.6. Allen and Christie 3-Way Stop -updated given 6.7. Enhancement -Traffic Officer-Board discussion 6.8. Overnight Parking -Communication between OPP & By-Law 6.9. Drop Camera -Has arrived, discussion in the New Year as to how it works. Armadillo has also arrived 6.10. Board Member -Parting Gift Resolution #3 Moved by: A. Loker Seconded by: G, Horvath RESOLVED that the Tillsonburg Police Services Board purchase a parting gift of a Mill Tales gift card in the amount of $200.00for outgoing member of the Board Carried 6.11. OAPSB Dues Resolution #4 Moved by: G. Horvath Seconded by: A. Loker RESOLVED that the Tillsonburg Police Services Board Secretary pay the annual Membership fees of $1464.28 to the OAPSB Carried 6.12. Spring Conference -Information on dates and fees shared with the board. 7. Correspondence -none 8. Other Business Page 169 of 200 Tillsonburg Police Services Board Date: December 14, 2022 9. Next Meeting -Wednesday January 18, 2023 @ 8:30AM 1 O.Adjournment Resolution #5 Moved by: C. Rosehart Seconded by: A. Loker Page - 3 -of 3 THAT the December 14, 2022 Police Services Board meeting be adjourned at 2:03PM Carried TPSB Chair TPSB Secretary Page 170 of 200 Police Services Board Report November 2022 Oxford Detachment Page 171 of 200 Police Services Board Report for Tillsonburg 2022/Nov Public Complaints Policy 0 Service 0 Conduct 0 Date information collected from Professional Standards Bureau Commander Reports: 2022-12-05 Data Source Ontario Provincial Police, Professional Standards Bureau Commander Reports - Includes all public policy, service and conduct complaints submitted to the Office of the Independent Police Review Director (OIPRD) Secondary Employment Daily Activity Reporting Patrol Hours Total Hours 2022/Nov Number of Cruiser Patrol Hours 371.25 Number of Motorcycle Patrol Hours 0.00 Number of Marine Patrol Hours 0.00 Number of ATV Patrol Hours 0.00 Number of Snowmobile Patrol Hours 0.00 Number of Bicycle Patrol Hours 0.00 Number of Foot Patrol Hours 47.75 Number of School Patrol Hours 0.00 Data source (Daily Activity Reporting System) date: 2022/12/02 Staffing Updates Transfers: One member arrived / Three members transferred out Detachment Initiatives Number of Targeted Media Releases: Nov 9 - Single Vehicle Collision Results in Charges / Nov 17 - OPP West Region Festive RIDE Campaign Starts Today Crime and Traffic Campaigns/Initiatives:Festive RIDE (Nov 17 - Jan 2) Other: Auxiliary: 108.25 hours total // Community Services: Nov 4 Daycare Tour, Nov 19 Christmas Parade Detachment: 6S - OXFORD Location code(s): 6S00 - OXFORD Area code(s): 6208 - Tillsonburg Report Generated on: 5-Dec-22 9:07:47 AM PP–CSC–Operational Planning-4300 Page 172 of 200 2021 2022 % Change 2021 2022 % Change 0 0 N/C 1 1 0.0% 0 1 N/C 4 13 225.0% 9 18 100.0%102 120 17.6% 9 19 111.1%107 134 25.2% Data Utilized Niche RMS All Offence Level Business Intelligence Cube Detachment: 6S - OXFORD Area:Tillsonburg Data source date: November 2022 Data contained within this report is dynamic in nature and numbers will change over time as the Ontario Provincial Police continue to investigate and solve crime. Police Services Board Report for 'Tillsonburg' Motor Vehicle Collisions Records Management System 2022/12/05 Motor Vehicle Collisions by Type Incidents November Year to Date November Fatal Personal Injury Property Damage Total 0 5 10 15 20 Fatal Personal Injury Property DamageIncidents 2021 2022 Page 173 of 200 Police Services Board Report for Tillsonburg Records Management System November - 2022 Violent Crime Actual November Year to Date - November 2021 2022 % Change 2021 2022 % Change Murder 0 0 --0 0 -- Other Offences Causing Death 0 0 --0 0 -- Attempted Murder 0 0 --0 0 -- Sexual Assault 4 2 -50.0%20 26 30.0% Assault 5 7 40.0%72 91 26.4% Abduction 0 0 --4 1 -75.0% Robbery 0 0 --2 1 -50.0% Other Crimes Against a Person 4 3 -25.0%43 51 18.6% Total 13 12 -7.7%141 170 20.6% 0 1 2 3 4 5 6 7 Sexual Assau... Assault Other Crimes... 2021 2022Actual Property Crime Actual November Year to Date - November 2021 2022 % Change 2021 2022 % Change Arson 0 0 --0 1 -- Break & Enter 11 4 -63.6%45 56 24.4% Theft Over 6 4 -33.3%25 33 32.0% Theft Under 24 15 -37.5%219 252 15.1% Have Stolen Goods 0 0 --2 7 250.0% Fraud 8 1 -87.5%98 86 -12.2% Mischief 9 9 0.0%92 107 16.3% Total 58 33 -43.1%481 542 12.7% 0 4 8 12 16 20 24 Break & Ente...Theft OverTheft UnderFraudMischief2021 2022Actual Drug Crime Actual November Year to Date - November 2021 2022 % Change 2021 2022 % Change Possession 1 1 0.0%9 14 55.6% Trafficking 1 0 -100.0%13 4 -69.2% Importation and Production 0 0 --0 0 -- Total 2 1 -50.0%22 18 -18.2% 0 0 0 1 1 1 Possession Trafficking 2021 2022Actual Detachment: 6S - OXFORD Location code(s): 6S00 - OXFORD Area code(s): 6208 - Tillsonburg Data source date: Report Generated on: 2022/12/03 5-Dec-22 8:44:18 AM PP–CSC–Operational Planning-4300 Page 174 of 200 Police Services Board Report for Tillsonburg Records Management System November - 2022 Clearance Rate Clearance Rate November Year to Date - November 2021 2022 Difference 2021 2022 Difference Violent Crime 61.5%66.7%5.1%63.8%68.2%4.4% Property Crime 15.5%15.2%-0.4%14.4%18.1%3.7% Drug Crime 100.0%100.0%0.0%50.0%77.8%27.8% Total (Violent, Property & Drug) 26.0%30.4%4.4%28.5%32.7%4.2% 0% 20% 40% 60% 80% 100% Violent Crim... Property Cri... Drug Crime Total (Viole... 2021 2022 Data contained within this report is dynamic in nature and numbers will change over time as the Ontario Provincial Police continue to investigate and solve crime. Data Utilized - Major Crimes - Niche RMS All Offence Level Business Intelligence Cube Detachment: 6S - OXFORD Location code(s): 6S00 - OXFORD Area code(s): 6208 - Tillsonburg Data source date: Report Generated on: 2022/12/03 5-Dec-22 8:44:18 AM PP–CSC–Operational Planning-4300 Page 175 of 200 Charge Monthly Total Total Year to Date Impaired 0 Speeding 6 Distracted Driving (Handheld Device, Careless Driving, etc)3 Seatbelt 3 Criminal Code Traffic (excluding Impaired)0 Criminal Code Non-Traffic 16 Moving Violations (Fail to Stop, Disobey Sign, Fail to Yield, Improper Turn, etc)22 Non-moving Violations (Licence plate, Insurance, etc) 15 Other Provincial Offence Statutes (Cannabis, Liquor, Trespass, etc)44 CMV (Half load, etc)00 Total (does not include warnings or bylaw)69 Bylaw tickets (parking, noise, etc)00 Warnings 19 Police Services Board Report for Criminal and Provincial Offences November 2022 TILLSONBURG Page 176 of 200 Calls For Service (CFS) Billing Summary Report Tillsonburg November - 2022 Billing Categories (Billing categories below do not match traditional crime groupings) 2022 2021 November Year to Date Time Standard Year To Date Weighted Hours November Year to Date Time Standard Year To Date Weighted Hours Violent Criminal Code 12 185 16.1 2,978.5 15 157 16.1 2,527.7 Property Crime Violations 35 561 6.5 3,646.5 58 505 6.5 3,282.5 Other Criminal Code Violations (Excluding traffic)8 135 7.7 1,039.5 18 155 7.7 1,193.5 Drug Possession 2 36 7.0 252.0 3 45 7.0 315.0 Drugs 0 6 55.1 330.6 1 17 55.1 936.7 Statutes & Acts 24 354 3.4 1,203.6 34 357 3.4 1,213.8 Operational 155 2,174 3.7 8,043.8 195 2,133 3.7 7,892.1 Operational2 33 455 1.3 591.5 36 424 1.3 551.2 Traffic 21 190 3.5 665.0 20 176 3.5 616.0 Total 290 4,096 18,751.0 380 3,969 18,528.5 Note to Detachment Commanders: ●The content of each report is to be shared by the Detachment Commander only with the municipality for which it was generated. The municipality may treat this as a public document and distribute it as they wish. ●All data is sourced from the Niche RMS application. Included are 'reported' occurrences (actuals and unfounded occurrences) for 'billable' occurrences ONLY. Data is refreshed on a weekly basis. ●The Traffic category includes motor vehicle collision (MVC) occurrences entered into Niche (UCR code 8521). MVCs are NOT sourced from the eCRS application for this report. ●Only the primary violation is counted within an occurrence. ●Time standards displayed are for the 2021 billing period. Note to Municipalities: ●Data contained within this report is dynamic in nature and numbers will change over time as the Ontario Provincial Police continues to investigate and solve crime. ●This report is NOT to be used for crime trend analysis as not all occurrences are included. ●Data groupings within this report do not match traditional crime groupings seen in other public reports such as the OPP Police Services Board reports or Statistics Canada reporting. Report Content Last Updated:Report generated on: 2022/12/03 5-Dec-22 8:43:40 AM Page 1 of 1 Page 177 of 200 1 Coordinator: O.P.P. Constable Patti Cote W.P.S. S/Pc Shaylyn Jackson E-mail: oxfordcs@execulink.com Web site: http: www.oxfordcrimestoppers.com To: Board of Directors, Crime Stoppers of Oxford Inc. Cc: Inspector Tony Hymers, Oxford OPP Staff Sgt Jen Ormsby, Oxford OPP Det/Sgt.Craig Murray, Woodstock PS Monthly Statistics for November , 2022 18 Total Calls received this month. 12 Woodstock PS tips 4 OPP tips 2 Assigned/out to other Crime Stoppers programs or Agency 0 Not Assigned STATS FOR OPP: TIPS RECEIVED PER ZONE 0 for Tillsonburg 2 for Ingersoll 0 for Zorra 0 for Norwich 2 for South-West Oxford 0 for East Zorra-Tavistock 0 for Blandford-Blenheim Meetings/Events Attended This Month Nov 5th – OACS AGM Nov 8th – Monthly Meeting - hybrid Nov 15th – Coordinator’s Chat (local Crime Stopper Groups) Nov 17th - Southwest Coordinator’s Training Page 178 of 200 2 Awareness Media Relations: •Patti and Shaylyn prepare media releases and social media posts for Woodstock City and Oxford OPP which are picked up by local media outlets Fundraising: Jan, Laura and Patti continue to meet to discuss Art at the Inn Promotions: Upcoming Events Multiple Christmas parades Page 179 of 200 3 Co-coordinator: OPP Cst. Patti Cote, WPS S/Pc Shaylyn Jackson Chairperson: Mr. Glen Blair Statistics This Month YTD SI (1991) Tips Received 18 231 11343 Arrests 4 13 2050 WPS Arrests 4 9 n/a OPP Arrests 0 4 n/a Other Arrests (Immigration) 0 0 0 Web Tips 14 149 1824(2006) In-House 1 37 1650(2004) Call Centre 3 48 2420(2004) E-Transfer 1352 (2004) Cases Cleared Total Cleared 1 5 1,434 Total Charges Laid 4 52 2,828 WPS Charges 4 48 n/a OPP Charges 0 4 n/a Rewards Approved 0 3 1499 Property Recovered 0 0 $2,308,805 Narcotics recovered $600,000 1,200,000 $8,736,659 Total $11,045,464 Respectfully Submitted by Patti Cote, Shaylyn Jackson Police Co-coordinator Crime Stoppers of Oxford Oxford County O.P.P./Woodstock Police Service Page 180 of 200 Page 1 of 3 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 2023- A BY-LAW to appoint members to Town of Tillsonburg Council advisory committees. WHEREAS there is a need to appoint members to Town of Tillsonburg Council advisory committees; BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. That members be appointed to Town of Tillsonburg Council advisory committees as follows: Accessibility Advisory Committee  Margaret McCrimmon  Yvonne Kearns  Michelle Wegg  Trevor Ford  Taylor Campbell  Mike Cerna  Brittany Vaughan  Mark Dickson  Karen Clipson  Catherine Ryan  Councillor Chris Rosehart, Council Representative Economic Development Advisory Committee  Suzanne Renken, Chamber Representative  Dane Willson, WITAAR Representative  Cedric Tomico, BIA Representative  Steve Spanjers  Lisa Gilvesy  Jesse Goossens  Andrew Burns  Kirby Heckford  Randy Thornton  Gurvir Hans  Randi-Lee Bain  Councillor Bob Parsons, Council Representative Museum, Culture, Heritage & Special Awards Advisory Committee Page 181 of 200 By-Law 2023- Page 2 of 3  Jason Pankratz  Carrie Lewis  Amie Varga  Lindsay Monroe  Isaac Card  Catherine Ryan  Doug Cooper  Joan Weston  Tabitha Verbuyst  Courtney Booth  Rosemary Dean  Councillor Kelly Spencer, Council Representative Airport Advisory Committee  Gurvir Hans  Jeff Miller  Dan Cameron  Nate Bain  Emily Crombez  Don Hurrus  Anthony Thornton  Mark Renaud  Cedric Tomico  John Britton  Councillor Chris Parker, Council Representative Recreation and Sports Advisory Committee  Scott Vitias  Scott Gooding  Taylor Campbell  Joe Sym  Stephen Gradish  Andrew Gradish  Carrie Lewis  Susie Wray  Kristy Milmine  Christian Devlin  Councillor Chris Parker, Council Representative Parks, Beautification & Cemeteries Committee Page 182 of 200 By-Law 2023- Page 3 of 3  Wayne Beard  Ron Walder  Mike Dean  Maurice Verhoeve  Barbara Wareing  Kristine Vandenbussche  Martha Kirkpatrick  Isaac Card  Joan Weston  Karen Clipson  Susan Saelens  Trevor Ford  Councillor Pete Luciani, Council Representative 1. That By-Law 4247 and Amending By-laws 3876, 4276, 4281, 4300, 4350, 4355, 4360, 2020-002, 2020-011, 2020-014, 2020-040, 2020-079, 2020-119, 2021-032, 2021-060, 2021-084 be and are hereby repealed; 2. That this by-law shall come into force and take effect on the date it is passed. READ A FIRST AND SECOND TIME THIS 24th day of JANUARY, 2023. READ A THIRD AND FINAL TIME AND PASSED THIS 24th day of JANUARY, 2023. ___________________________ MAYOR – Deb Gilvesy _____________________________ CLERK – Tanya Daniels Page 183 of 200 Page 1 of 1 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 2023- A BY-LAW to repeal By-Law 3883 that authorized a hangar land lease agreement for Taxiway C1 Lot 9 between the Town of Tillsonburg and Danny Richer. WHEREAS the Council of the Corporation of the Town of Tillsonburg gave authorization to execute a lease termination agreement for Taxiway C1 Lot 9 with Danny Richer and to repeal By-Law 3883 at the Council meeting held on November 14, 2022; AND WHEREAS the Council of the Corporation of the Town of Tillsonburg deems it is necessary and expedient to repeal By-Law 3883 that authorized a hangar land lease agreement for Taxiway C1 Lot 9 with Danny Richer; BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. That By-Law 3883 that authorized a hangar land lease agreement for Taxiway C1 Lot 9 with Danny Richer is hereby repealed in its entirety. 2. That this By-Law shall come into force and take effect on the date it is passed. READ A FIRST AND SECOND TIME THIS 24th DAY OF JANUARY, 2023. READ A THIRD AND FINAL TIME AND PASSED THIS 24th DAY OF JANUARY, 2023. ____________________________ Mayor – Deb Gilvesy _____________________________ Clerk – Tanya Daniels Page 184 of 200 Page 1 of 1 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 2023- A BY-LAW to repeal By-Law 2022-067 that appointed an acting clerk for the Town of Tillsonburg. WHEREAS The Council of the Corporation of the Town of Tillsonburg deems it is necessary and expedient to repeal By-Law 2022-067 that appointed an acting clerk for the Town of Tillsonburg; BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. That By-Law 2022-067 that appointed Kyle Pratt as acting clerk for the Town of Tillsonburg is hereby repealed in its entirety. 2. That this By-Law shall come into force and take effect on the date it is passed. READ A FIRST AND SECOND TIME THIS 24th DAY OF JANUARY, 2023. READ A THIRD AND FINAL TIME AND PASSED THIS 24th DAY OF JANUARY, 2023. ____________________________ Mayor – Deb Gilvesy _____________________________ Clerk – Tanya Daniels Page 185 of 200 Page 1 of 2 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 2023- A BY-LAW to appoint Directors to the Board of Management of the Tillsonburg Business Improvement Area (BIA), hereby established by the Corporation of the Town of Tillsonburg. WHEREAS the Council of the Town of Tillsonburg passed By-Law 2013 on December 13, 1977, to designated an improvement area within the Downtown of the Town of Tillsonburg; AND WHEREAS the Council of the Town of Tillsonburg passed By-Law 3180 on October 24, 2005, to enlarge the area designated as an improvement area; AND WHEREAS Section 204(3) of the Municipal Act , S.D. 2001 Chapter 25 provides that the Board of Management for the improvement area shall be composed of one or more directors appointed by the municipality and the remaining directors selected by a vote of the membership of the improvement area and appointed by the municipality; BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. That a Board of Management be and is hereby established for the Business Improvement Area in the Town of Tillsonburg as designated by By-Law 3180 and shall be comprised of one (1) member of Town Council, and members of the BIA selected by a vote of the membership of the improvement area. 2. That the said Board of Management shall consist of the following members: Wendy Cameron Ben Cressman Mike Bossy Cheryl Fody Michelle Gleeson Emily Odorjan Jessy Rhora Marcel Rosehart Mark Tedesco Brandon Thompson Page 186 of 200 By-Law 2023- Page 2 of 2 Cedric Tomico Councillor Bob Parsons 3. That the foregoing members shall be appointed for a term ending the 1st day of January, 2026, or until their successors are appointed. 4. That the Board of Management is entrusted with overseeing the improvement, beautification and maintenance of buildings and structures in the area and to promote the area as a business or shopping area. 5. That By-Law 4260 and Amending By-Laws 4334, 4338, 2020-105 and 2022-020 be and are hereby repealed. 6. That this by-law shall come into force and take effect on the date it is passed. READ A FIRST AND SECOND TIME THIS 24th DAY OF JANUARY, 2023. READ A THIRD AND FINAL TIME AND PASSED THIS 24th DAY OF JANUARY, 2023. ____________________________ Mayor – Deb Gilvesy _____________________________ Clerk – Tanya Daniels Page 187 of 200 Page 1 of 2 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 2023- A BY-LAW to amend Town of Tillsonburg Procedural By-Law 4173. WHEREAS it is deemed necessary and expedient to amend Procedural By-Law 4173. BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. That Procedural By-Law 4173, Part 4 “Council Meetings” be amended to delete the following: Section 4.3 (3) A member of Council shall not be permitted to participate electronically in a meeting. Section 4.5 (2) A member of Council shall not be permitted to participate electronically in a meeting which is closed to the public. 2. That Procedural By-Law 4173, Section 5.3 “Electronic Participation” be amended to delete the following: (1) Electronic meetings for both open and closed meetings will be permitted in the following circumstances: during a pandemic and in certain emergency situations. (2) Members of Council who participate electronically will count towards quorum. (3) All members of Council may participate electronically or some members may participate electronically while other members may be present in the Council Chambers or an alternative Council meeting space. (4) The Meeting method or technology shall be determined by the Clerk and such meeting technology should allow for accessible meetings to the public. 3. That Procedural By-Law 4173, Section 5.3 “Electronic Participation” be amended to add the following: (1) Members of council may participate electronically in a meeting which is open or closed to the public. (2) Members participating/voting electronically will count towards quorum. (3) Members will be permitted to attend meetings electronically by notifying the Clerk by no later than noon the day before the meeting or, at the discretion of the Page 188 of 200 By-Law 2023- Page 2 of 2 Mayor or Clerk if the situation arises on short notice where a member is unable to attend a meeting in person. (4) Where the call for a meeting arises having a potential for serious or grave consequences for the municipality or its inhabitants, the Mayor may issue a call for an electronic meeting of the members of Council. The meeting shall be held at the time in accordance with Part 4 “Council Meetings.” In the absence of the Mayor and under severe conditions, the Clerk shall be similarly so empowered. (5) Council Members must have their video enabled while participating in the meeting. No virtual backgrounds are permitted for Council members. (6) During voting, Council members will raise their hands clearly when appearing by video to show their vote when called for by the Mayor. (7) Except for periods where there are declared emergencies and circumstances cited herein, a member may not attend Council meetings virtually for three successive months without being authorized to do so. 4. That these amendments to Procedural By-Law 4173 are hereby declared to be part of that By-Law as if written therein. 5. That this by-law shall come into force and take effect on the date it is passed. READ A FIRST AND SECOND TIME THIS 24th day of JANUARY, 2023. READ A THIRD AND FINAL TIME AND PASSED THIS 24th day of JANUARY, 2023. ___________________________ MAYOR – Deb Gilvesy ______________________________ CLERK – Tanya Daniels Page 189 of 200 Page 1 of 1 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 2023- A BY-LAW to amend By-Law 2020-091 being a by-law to adopt and maintain a policy with respect to the delegation of the Corporation of the Town of Tillsonburg’s powers and duties. WHEREAS paragraph 270(1)6 of the Municipal Act, 2001, S.O. 2001, c. 25 provides that a municipality shall adopt and maintain a policy with respect to the delegation of its powers and duties; AND WHEREAS it is deemed necessary and expedient to amend By-Law 2020-091; BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. That By-Law 2020-091 be amended to add the following: 11. Treasurer 11.1. The Treasurer or delegate are hereby delegated authority to hold meetings, give notice and make decisions under sections 356, 357 and 359 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended. 2. That these amendments to By-Law 2020-091 are hereby declared to be part of that by-law as if written therein. 3. That this by-law shall come into force and take effect on the date it is passed. READ A FIRST AND SECOND TIME THIS 24th day of JANUARY, 2023. READ A THIRD AND FINAL TIME AND PASSED THIS 24th day of JANUARY, 2023. ___________________________ MAYOR – Deb Gilvesy ______________________________ CLERK – Tanya Daniels Page 190 of 200 Page 1 of 1 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 2023- A BY-LAW to authorize the Tillsonburg Community Centre Concession Lease (Snack Bar and Waterpark Concession Lease) Agreement with Chrissy's Catering for a term of 2023-2025. WHEREAS The Council of the Corporation of the Town of Tillsonburg deems it is necessary and expedient to enter into an agreement with Chrissy’s Catering; BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. That the lease agreement attached hereto as Schedule A forms part of this by-law; 2. That the Mayor and Clerk are hereby authorized to execute the attached agreement marked as Schedule A on behalf of the Corporation of the Town of Tillsonburg. 3. That this by-law shall come into force and take effect on the date it is passed. READ A FIRST AND SECOND TIME THIS 24th DAY OF JANUARY, 2023. READ A THIRD AND FINAL TIME AND PASSED THIS 24th DAY OF JANUARY, 2023. ____________________________ Mayor – Deb Gilvesy _____________________________ Clerk – Tanya Daniels Page 191 of 200 IJ CONNECTED. ENRICHED. INSPIRED RFQ2022-003 AGREEMENT This agreement (the "contract") made on the ..J:]__ day of OeceM 8 e B. . in the year 2022. BETWEEN: The Corporation of the Town of Tillsonburg (The "Town") OF THE FIRST PART l, h r 1' J6 ) I ~ (The "Operator") OF THE SECOND PART The Town and the Operator agree as follows : WHEREAS the Town of Tillson burg is the owner of the Tillson burg Community Centre and the Lake Lisgar Waterpark which contain the concession facilities; and WHEREAS the Town wishes to retain the Operators to operate the snack bar and the concession on its behalf. NOW THEREFORE the parties agree as follows: Definitions 1. In this Agreement, (a) "Complex" means the Tillsonbu rg Community Centre located at 45 Hardy Avenue, Tillsonburg; (b) "Waterpark" means the Lake Lisgar Waterpark located at 9 Ross Street, Tillsonburg; (c) "Snack Bar" means the snack bar concession facility located in the Complex ; (d) "Concession " means the concession facility located in the Waterpark; (e) "Director" means the Director of Recreation , Culture & Parks or a designate ; and 1J Page Page 192 of 200 (f) "term" means the term of this Agreement, including any renewal, as set out in Section 2. Term 2. (a) The Town grants to the Operators the right to operate the Snack Bar for the purpose of providing snack bar services during the months of January to December, both inclusive, for the period beginning on or about January 1, 2023 and ending December 31, 2025. (b) If both parties agree, this Agreement may be extended on the same terms and conditions for up to two (2) one-year optional terms, beginning January 1, 2026 and ending December 31, 2027. (c) The Town grants to the Operators the right to operate the Lake Lisgar Waterpark Concession for the purpose of providing snack bar services during the period of June 17 -September 4, 2023. Either the Operator or the Town may terminate this Agreement prior to its expiry by providing ninety (90) days' written notice to the other. General Terms and Conditions 3.1. Regulations -Operator agrees to comply with applicable federal, provincial, local rules and regulations. These include, but are not limited to, the following: 3.1.1. Federal, Provincial and local health, safety and licensing laws and/or regulations relating to sale(s) of goods; and Town of Tillsonburg By-Laws. 3.1.2. WSIB regulations maintaining valid clearance certificates for the duration of the Term and any extensions. 3.2. Liability of the Town The Town shall not be liable to the Operator for any loss of or damage to the Snack Bar and/or Concession or any equipment or inventory in it, whether caused by fire, theft, and burglary or otherwise, unless such loss or damage was caused by the negligence of the Town, its servants, agents or employees. The Town will not responsible for loss of equipment due to electrical power surges. The Operator shall indemnify the Town and each of its servants, employees and agents from and against all actions, suits, claims and demands which may be brought against any of them, and from and against all losses, costs, charges, damages and expenses which may be sustained by any of them as a result of the Operator's use and occupation of the Snack Bar and Concession. 3.3. Insurance -Operator shall be required to take out and maintain insurance in the following amounts during the entire performance of its activities pursuant to a contract agreement: 3.3.1. Comprehensive General Liability Insurance, including products and completed operations coverage, for property damage and bodily injury liability with not less than $5,000,000 (five million) combined single limits per occurrence. 21Page Page 193 of 200 3.3.2. Prior to any work or performance pursuant to a contract agreement, the Operator shall provide a Certificate of Insurance. A statement of additional insured with an endorsement page shall also be issued. 3.3.3. Operator agrees to provide at least thirty (30) written days' notice prior to cancellation of any of the insurance requirements set forth above. Cancellation of insurance shall be grounds for cancellation of any contract. 3.4. Maintenance -All maintenance and service performed on equipment and/or internal structures, including routine cleaning and servicing shall be the responsibility of the Operator. 3.5. Customer Service -The Operator understands the importance of providing high quality and effective customer service and agrees to comply with this standard. The Operator shall honor all reasonable requests for refunds from customers. All customers are expected to be treated with courtesy and adhere to the Rzone Policy. 3.6. Assignability -The Operator shall not assign any interest in the contract agreement and shall not transfer any interest in same. 3.7. Relationship -Nothing contained in the Agreement shall establish an employer-employee relationship between the Operator and its employees, sub-Operators or independent Operators. The Operator shall be solely responsible and shall assume exclusive liability for the actions, conduct, supervision and instruction of its employees, sub-Operators or independent Operators. 3.8. Duration -The contract agreement shall become effective as of the date to be determined and written through a three year period, provided however, that either party may terminate said contract agreement at any time with or without cause by giving ninety (90) days written notice of such termination and specifying the effective date. 3.9. Severability -If any provision of the contract agreement or its application to any person or circumstance is held invalid, the remainder of the contract agreement, or the application of the provision to other persons or circumstances shall not be affected. 3.10. Content and Understanding -The contract agreement shall contain the complete and integrated understanding and agreement between the parties and supersedes any understanding, agreement or negotiation whether oral or written not set forth herein; provided, however, that any change(s) hereto duly executed by both parties shall be incorporated in written amendments to the contract agreement. 3.11. Freedom of Information and Protection of Privacy Act; The bid and any other accompanying documentation submitted by the Bidder prior to the closing date specified in this document shall become the property of the Town and shall not be returned. The bid shall be subject to the Freedom of Information and Protection of Privacy Act. The Bidder must identify any information contained in the bid that is submitted in confidence. 3.12. The contract is for the sole operation of the space identified within the Tillsonburg buildings (Waterpark Canteen and T.C.C. Concession) as noted in this tender, and is to be used solely and strictly for the purpose of the canteen operations and food sales in each facility. No food preparation or operations within town owned facilities shall be permitted for outside business. 3IPage Page 194 of 200 4. Default Notice and Cancellation 4.1. The Town reserves the right to cancel the Contract without notice if a successful Bidder is in breach of its Contract, or if inferior quality of services are provided, or in the event of non- fulfillment of service. Should this occur, no payment will be made for such. 4.2. If the Operator should be deemed bankrupt, or makes a general assignment for the benefit of creditors because of the Operator's insolvency, or if a receiver is appointed because of the Operator's insolvency, the Town may, without prejudice to any other right or remedy by giving the Operator or receiver or trustee in bankruptcy notice in writing, terminate the Contract. 4.3. If the Operator should neglect to execute the work properly or otherwise fails to comply with the requirements of the Contract to a substantial degree and if the Operator has given a written statement to the Town that sufficient cause exists to justify such action, the Town may, without prejudice to any other right or remedy, notify the Operator in writing that the Operator is in default of the Operator's contractual obligations and instruct the Operator to correct the default in the 5 working days immediately following the receipt of such notice. 4.4. If the default cannot be corrected in the 5 working days specified, the Operator shall be in compliance with the Town's instructions if the Operator: 4.4.1. Commences the correction of the default within the specified time, and 5.4.1.2. Provides the Town with an acceptable schedule for such correction, and 5.4.1.3. Corrects the default in accordance with such schedule. 4.5. If the Operator fails to correct the default in the time specified or subsequently agreed upon, without prejudice to any other right or remedy the Town may: 4.5.1. Correct such default and deduct the cost thereof from any payment then or thereafter due, or 4.5.2. Terminate the Operator's right to continue with the work in whole or in part or terminate the Contract. 4.6. The Town reserves the right to terminate the Contract upon giving thirty (30) days written notice for just cause without cost or penalty to the Town and without liquidation damages. Examples of just cause include, but are not limited to: 4.6.1. Curtailment or reduction of funding 4.6.2. Unanticipated cancellation of a program 4.6.3. Closing of a location 4. 7. Health and Safety 4.7.1. The leased premises are subject to inspection at any time by the Southwestern Public Health. The Operator must fully comply with the Health Inspector's mandated rectification of any deficiencies. 5. Other Conditions: This Agreement shall not be assignable by the Operator without the consent of the Town, which consent may be arbitrarily refused. 41Page Page 195 of 200 This Agreement shall ensure to the benefit of and be binding upon the parties and their respective successors and permitted assigns. No amendment to this Agreement shall be effective unless it is in writing and signed by both parties. The Operator shall not sublet the management/services of Concession stands at any time during this agreement. Any notice to the Town under this Agreement shall be in writing and shall be delivered to the following address: Town of Tillsonburg 200 Broadway #204 Tillsonburg, ON N4G 5A5 Attention: Manager of Recreation Services Notice shall be sufficiently given if delivered in person or sent by registered mail, courier or facsimile transmission during normal business hours on a business day. Each notice sent shall be deemed to have been received on the day it was delivered or on the third business day after it was mailed. The parties may change their address for notice by giving notice to the other in the manner provided in this section. IN WITNESS WHEREOF the parties hereto have executed this contract by the hands of their duly authorized representatives. Name of the authoriz I have authority to bind the Corporation/Firm. Please affix corporate seal, if applicable. SJ Page Page 196 of 200 THE CORPORUION OF THE TOWN OF TILLSONBURG ,~OJ ~ or Town Clerk We have authority to bind the Town. 6 J Page Page 197 of 200 Page 1 of 1 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 2023- A By-Law to amend Zoning By-Law Number 3295, as amended. WHEREAS the Municipal Council of the Corporation of the Town of Tillsonburg deems it advisable to amend By-Law Number 3295, as amended. THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1. That Schedule "A" to By-Law Number 3295, as amended, is hereby amended by changing to “R2-33” the zone symbol of the lands so designated “R2-33” on Schedule “A” attached hereto. 2. That Section 7.5 to By-Law Number 3295, as amended, is hereby further amended by adding the following subsection at the end thereof: “7.5.33 LOCATION: LOT 26, PLAN M131 – R2-33 (KEY MAP 16) 7.5.33.1 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any R2-33 zone use any lot, or erect, alter, or use any building or structure for any purpose except the following: a single detached dwelling; a converted dwelling. 7.5.33.2 That all of the provisions of the R2 Zone in Section 7.2 of this By-Law, as amended, shall apply and further, that all other provisions of this By-Law, as amended, that are consistent with the provisions herein shall continue to apply mutatis mutandis.” 3. This By-Law comes into force in accordance with Sections 34(21) and (30) of the Planning Act, R.S.O. 1990, as amended. READ A FIRST AND SECOND TIME THIS 24th DAY OF JANUARY, 2023. READ A THIRD AND FINAL TIME AND PASSED THIS 24th DAY OF JANUARY, 2023. ____________________________ Mayor – Deb Gilvesy _____________________________ Clerk – Tanya Daniels Page 198 of 200 L O T 2 6L O T 2 5 NE ANGLELOT 26R.P. 41M-131 N78°50'00"E 22.00 N78°50'00"E 22.00 N11°05'40"W 51.00N11°05'40"W 51.00KARA LANE MARY STR E G I S T E R E D P L A N4 1 M - 1 3 1 SCHEDULE "A" LOT 26, REGISTERED PLAN 41M-131TOWN OF TILLSONBURG AREA OF ZONE CHANGE TO R2-33 NOTE: ALL DIMENSIONS IN METRES THIS IS SCHEDULE "A" MAYOR - Deb Gilvesy CLERK - Tanya Daniels TO BY-LAW No. ________________, PASSED THE __________ DAY OF ____________, 2023 TO BY-LAW No.© 5 0 5 10 152.5 METRES 2023- 2023- 24 January Page 199 of 200 Page 1 of 1 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 2023-008 A By-Law to confirm the proceedings of Council at its meeting held on January 24, 2023. WHEREAS Section 5 (1) of the Municipal Act, 2001, as amended, provides that the powers of a municipal corporation shall be exercised by its council; AND WHEREAS Section 5 (3) of the Municipal Act, 2001, as amended, provides that municipal powers shall be exercised by by-law; AND WHEREAS it is deemed expedient that the proceedings of the Council of the Town of Tillsonburg at this meeting be confirmed and adopted by by-law; BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. All actions of the Council of The Corporation of the Town of Tillsonburg at its meeting held on January 24, 2023, with respect to every report, motion, by-law, or other action passed and taken by the Council, including the exercise of natural person powers, are hereby adopted, ratified and confirmed as if all such proceedings were expressly embodied in this or a separate by-law. 2. The Mayor and Clerk are authorized and directed to do all the things necessary to give effect to the action of the Council of The Corporation of the Town of Tillsonburg referred to in the preceding section. 3. The Mayor and the Clerk are authorized and directed to execute all documents necessary in that behalf and to affix thereto the seal of The Corporation of the Town of Tillsonburg. 4. That this By-Law shall come into force and take effect on the date it is passed. READ A FIRST AND SECOND TIME THIS 24TH DAY OF JANUARY, 2023. READ A THIRD AND FINAL TIME AND PASSED THIS 24TH DAY OF JANUARY, 2023. _______________________________ MAYOR – Deb Gilvesy _______________________________ CLERK – Tanya Daniels Page 200 of 200