230214 Economic Development Advisory Committee AgendaThe Corporation of the Town of Tillsonburg
Economic Development Advisory Committee Meeting
AGENDA
Tuesday, February 14, 2023
7:30 AM
Council Chambers
200 Broadway, 2nd Floor
1.Call to Order
2.Adoption of Agenda
Proposed Resolution #1
Moved By: ________________
Seconded By: ________________
THAT the Agenda as prepared for the Economic Development Advisory Committee meeting
of Tuesday, February 14, 2023, be adopted.
3. Disclosures of Pecuniary Interest and the General Nature Thereof
4.Adoption of Minutes of Previous Meeting
Proposed Resolution #2
Moved By: ________________
Seconded By: ________________
THAT the minutes of the Economic Development Advisory Committee of January 17, 2023,
be approved.
5.Election of Chair and Vice-Chair
Proposed Resolution #3
Moved By: ________________
Seconded By: ________________
THAT ___________________ be elected as the Chair and ____________________ be
elected as the Vice-Chair for the duration of the term of the Economic Development Advisory
Committee.
6.Orientation
7.General Business and Reports
7.1 Monthly Activity Update
7.2 2023 Economic Development Business Plan
7.3 Strathallen Lease (verbal update)
8.Planning Items Circulation
9.Community Strategic Plan
9.1 Town Hall Update
9.2 Affordable and Attainable Housing Committee
9.3 Boundary Adjustment Committee
9.4 Health Care Committee
10.Community Organization Updates
10.1 Downtown Business Improvement Association
10.1.1 Report from BIA Chair
10.2 Tillsonburg District Chamber of Commerce
10.3 Woodstock, Ingersoll, Tillsonburg and Area Association of Realtors
10.3.1 Monthly Statistics
11.Round Table
12.Next Meeting
13.Adjournment
Proposed Resolution #4
Moved By: ________________
Seconded By: ________________
THAT the Economic Development Advisory Committee meeting of Tuesday, February 14,
2023 be adjourned at _____ p.m.
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The Corporation of the Town of Tillsonburg
Economic Development Advisory Committee
January 17, 2023
7:30 a.m.
Council Chambers
MINUTES
Present: Randy Thornton, Lisa Gilvesy, Suzanne Renken, Steve Spanjers, Dane Willson,
Cedric Tomico, Andrew Burns, Jesse Goossens, Mayor Deb Gilvesy
Staff: Cephas Panschow, Development Commissioner; Laura Pickersgill, Executive
Assistant
Regrets: Kirby Heckford; Kyle Pratt, Chief Administrative Officer
1. Call to Order
The meeting was called to order at 7:33 a.m. 2. Adoption of Agenda
Resolution #1
Moved by: Randy Thornton
Seconded by: Cedric Tomico
THAT the Agenda as prepared for the Economic Development Advisory Committee
meeting of January 17, 2023, be adopted.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
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Page 2 of 3
4. Minutes of the Previous Meeting
Resolution #2
Moved by: Suzanne Renken
Seconded by: Andrew Burns
THAT the minutes as prepared for the Economic Development Advisory Committee
meeting of December 13, 2022, be adopted.
Carried
5. Closed Agenda
Resolution #3
Moved by: Lisa Gilvesy
Seconded by: Suzanne Renken
THAT the Economic Development Advisory Committee move into closed session to
discuss matters related to a trade secret or scientific, technical, commercial or
financial information that belongs to the municipality or local board and has
monetary value or potential monetary value.
Carried
6. General Business and Reports
6.1. Monthly Activity Update
Cephas Panschow provided an overview of the Monthly Activity Update for
Economic Development. Staff to provide a visual overview to new Committee
members of VanNorman Innovation Park.
7. Planning Items Circulation
8. Community Strategic Plan
8.1. Town Hall Task Force
There were no new updates on this item. This item should be renamed to “Town
Hall Update” rather than “Town Hall Task Force”.
8.2. Affordable and Attainable Housing Committee
Resolution #4
Moved: Dane Willson
Seconded by: Cedric Tomico
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THAT the Economic Development Advisory Committee recommend to Council that
the severance of the Earle Street property be done and upon completion or
concurrently that the Town applies for highest density residential available.
Carried
This item be kept as a subcategory on agendas moving forward.
8.3. Boundary Adjustment Committee
This Committee is on hold until Bill 23 details are released.
8.4. Health Care Committee
This Committee is meeting on February 7th.
9. Community Organization Updates
9.1. Downtown Business Improvement Association
9.1.1. Report from BIA Chair
Council approved the BIA’s funding request at yesterday’s meeting.
9.2. Tillsonburg District Chamber of Commerce
The WSIB issue went well. The Annual General Meeting is scheduled for January
24th. The website and strategic plan are being updated in the near future.
9.3. Woodstock, Ingersoll, Tillsonburg and Area Association of Realtors
(WITAAR)
9.3.1 December 2022 and Annual Statistics
Dane provided an overview of the real estate statistics.
10. Round Table
11. Next Meeting
12. Adjournment
Resolution #5
Moved by: Randy Thornton
Seconded by: Andrew Burns
THAT the January 17, 2023 Economic Development Advisory Committee meeting
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be adjourned at 9:14 a.m.
Carried
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THE CORPORATION OF THE TOWN OF TILLSONBURG
POLICY FOR BOARDS & COMMITTEES OF COUNCIL
T~ Policy Number 2-009
Approval Date I Revision Date
Schedules
A. POLICY STATEMENT
There is a need to provide a policy for Boards & Committees of Council within the Town of
Tillson burg.
B. PURPOSE
The purpose of this policy is to identify a process for establishing Boards and Committees of
Council; requirements for maintaining and supporting their work; and the coordination of the
appointment and advertising process through the Clerk's Office. It excludes external bodies and
local boards not established by Council and internal, working groups of an administrative nature.
This policy supplements the Town of Tillsonburg Procedural By-law 4173. Boards and
Committees shall be subject to the provisions of the Procedural By-Law.
IMPLEMENTATION PROCEDURE
1. Classification of Boards and Committees
Where the municipality makes appointments to bodies of its own creation ~nd to outside bodies
when requested to do so, such appointments shall be citizen appointments, except in those
situations where th~ municipality has a direct financial involvement, in which case Council shall
determine whether or not it will appoint citizen and/or Council Members to such bodies.
Generally Boards and Committees may be either ongoing or a Sub Committee of an existing
Board or Committee. Committees provide recommendations, advice and information to Council
on an ongoing basis on specific municipally-related matters that relate to the mandate of Boards
and Committees as set out in the Committees Terms of Reference. They may include some of
the following:
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THE CORPORATION OF THE TOWN OF TILLSONBURG
POLICY FOR BOARDS & COMMITTEES OF COUNCIL
Policy Number I 2-009
i. Advisory -includes bodies authorized by Municipal Council to provide input on a
discretionary basis and advice to Council on a particular matter, or undertake special
projects as assigned.
ii. Mandatory -where a Provincial Statute prescribes the type of appointments to be
made by the municipality to a given body, the Statute be complied with;
iii. Local Boards/Committees -means a school board, municipal service board, public
library board, board of health, police services board, or any other board, commission,
committee, body or local authority established or exercising any power or authority
under any general or special Act with respect to any of the affairs or purposes,
including school purposes, of a municipality;
iv. External Bodies -separate special purpose bodies that have a substantial amount of
authority over their own operations.
Sub Committees assist in the short-term study and analysis of a specific municipally-related
issue. They may include staff representation as well as representation from external bodies.
2. Establishment of Boards and Committees
Boards and Committees are proposed by resolution of Council and established by By-law. The
By-law shall incorporate the Terms of Reference for the specific Board/ Committee. Prior to
Council's establishment of any Board or Committee by by-law, staff shall submit a report to
Council including the following information:
Board/Committee Structure, including Terms of Reference;
Membership composition;
Orientation, training and facilitation needs.
3. Ongoing Review of Boards and Committees
Early in a new Council term, Council shall review all Boards and Committees. The Clerk shall
assist in this effort by providing an overview of all Boards/ Committees, including, but not limited
to, the following:
a. A list of Boards/Committees by name and type;
b. Summary of mandates, goals and objectives for each Board/Committee;
c. Recommendations on the future direction of each Board/Committee and its structure
in general;
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THE CORPORATION OF THE TOWN OF TILLSONBURG
POLICY FOR BOARDS & COMMITTEES OF COUNCIL
Policy Number 12-009
d. Review and recommendations on the reporting and functional relationships of
Boards/Committees in general.
The Terms of Reference of each Board/Committee shall be reviewed on an ongoing basis by
relevant staff in order to ensure that the Terms of Reference, the need for and the roles of each
Board/Committee remains relevant and appropriate.
If a Board or Committee is to be disbanded, a final report on the Board/Committee activities and
reasons for disbandment shall be presented to Council for approval.
4. Terms of Reference
It is recommended that the following components be included in the Board/Committee Terms of
Reference at a minimum:
a) Nature of Committee/Reporting and Functional Relationships
• describes type of Board/Committee, whether advisory or subcommittee,
• sets out reporting and functional relationships between the Board/Committee, Council,
relevant town staff and the public.
b) Mission/Mandate of Board/Committee
• sets out the general purpose, goals and activities of the Board/Committee
c) Committee Composition
• describes the nature of the membership (citizens and/or organizations, numbers in
each category), membersh ip qualification, terms, quorum requirements, absentee
requirements, Council Representative, Staff Liaison.
d) Roles/Responsibilities
• identifies various roles and expectations of key Board/Committee participants
(members, Chair, Vice-Chair, staff participants, staff liaisons)
e) Rules of Procedure/Order
• Board/Committee members shall observe the Rules of Procedure outlined in the Town
Procedure By-Law, as far as applicable, keeping in mind that members may feel more
comfortable and appreciate the opportunity to exchange views with fellow committee
members in a more informal atmosphere.
f) Schedule/Location of Meetings
• The Committee will establish a meeting schedule, setting out the time and place for
meetings at the beginning of each year.
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THE CORPORATION OF THE TOWN OF TILLSONBURG
POLICY FOR BOARDS & COMMITTEES OF COUNCIL
Policy Number I 2-009
g) Meeting Structure, Agenda and Minute Formats
• Identifies format, preparation and distribution of agendas and minutes
• Identifies that Minutes of all meetings, whether closed to the public or not, shall be
recorded.
5. Mayor as Ex-Officio Member of Committees
The Mayor of the Council of the Town of Tillson burg is an ex officio member of every Committee;
Where a Committee is established by reference to a particular number of members without
specifically providing for the membership of the Mayor of the Council, such number is
automatically increased by one, being the Mayor of the Council, and all members of the
Committee are present.
If there is an absent member, the Mayor's attendance replaces the absent member and the
membership number is not automatically increased by one.
The Mayor is able to participate in the business of the Committee without any restriction
including voting. Members of Council are able to attend at any meeting, however only members
of Council who have been appointed to a Committee are entitled to vote.
6. Appointment Process and Advertising for Board/Committee Members
Where a Provincial Statute prescribes the type of appointments to be made by the Municipality
to a given Board or Committee, the Statute shall be complied with. Where the Municipality
makes appointments to Boards/Committees of its own creation and to outside bodies when
requested to do so, such appointments shall be citizen appointments, except in circumstances
where the Municipality has a direct financial involvement, in which instance Council shall
determine whether or not it will appoint citizens and/or Council Members to such bodies.
Vacancies for citizen appointments shall be publicly advertised in the local newspapers, through
social media and on the Town website. To apply to serve as a volunteer on a Town of
Tillsonburg Board or Committee, interested individuals shall be invited to apply and submit an
Application. It is not a requirement that applicants are a resident or municipal taxpayer in
Tillsonburg. These appointments enable local citizens from various backgrounds to participate in
local government and voluntarily give their time and expertise to help formulate the direction of
certain municipal functions/programs.
The duration of Board/Committee appointments are the same as the term of Council, however
staff may recommend that the terms for specific Board/Committee appointments be staggered to
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THE CORPORATION OF THE TOWN OF TILLSONBURG
POLICY FOR BOARDS & COMMITTEES OF COUNCIL
Policy Number 12-009
· ensure experience and consistency in following the Board/Committee's goals and mandate.
While appointees may serve on more than one Board/Committee, Council shall give first
consideration to individuals who are not already appointed to another Board/Committee.
The following process, coordinated by the Clerk's Office, will generally be followed in initiating
the recruitment, selection and appointment process:
a) In an election year or upon Council passing a By-law to establish a Board/ Committee,
the Clerk, will advertise Committee vacancies in the local newspapers, through social
media and on the Town's website, making note of the mandate of the Committee, a
brief statement of the role and responsibilities of Committee membership, duration of
term, level of commitment, application process and contact information.
b) Applicants shall be required to complete and submit to the Clerk an application form,
available from the Clerk's office, Customer Service Centre (CSC) and the Town's
website. Once the applications have been received , a selection committee comprising
of three members of Council and the Clerk shall review the applications. The selection
committee shall make recommended selections and a report will be prepared by the
Clerk's office for approval by Council. All applicant's names shall be forwarded to
Council with the staff report.
c) Upon Council's approval of Board/Committee appointments, the Clerk will prepare the
necessary appointment by-law.
d) The Clerk, on behalf of Council, shall send out confirmation letters to new Board/
Committee appointees and advise of their staff liaison and any other relevant contacts.
e) The Clerk will coordinate the necessary advertising in September of an election year
in order to follow the appointment process.
Applications from volunteers who are not appointed during the regular appointment process will
be kept on file for the remainder of the term of the committee. If a vacancy occurs on a
Committee within that term, the applicants who applied to serve on that Committee and were not
appointed will be contacted and asked if they are still interested in serving. Names of those who
continue to have an interest to serve on the Committee will be submitted to the Clerk for
consideration to fill the vacancy. The Clerk's Office will also advertise the vacancy in the
newspaper.
7. Resignation/Dismissal Process
Board/Committee members wishing to resign their appointment shall submit a letter of
resignation to the committee chair. Upon acceptance of the resignation, the Chair shall forward
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THE CORPORATION OF THE TOWN OF TILLSONBURG
POLICY FOR BOARDS & COMMITTEES OF COUNCIL
Policy Number 12-009
the resignation letter to the Clerk's office, which will initiate the aforementioned appointment
process to fill the vacancy.
Council, at its discretion can dismiss any Committee/Board in its entirety or any member thereof
at any time.
8. Absentee Requirements
If any Board/Committee member is absent from three consecutive meetings, without justification,
the Chair of the Committee, in consultation with the staff liaison, will ask the member whether or
not they wish to attend meetings and remain on the Committee or resign.
Upon confirmation that the member will no longer be serving on the Committee, the Committee
Chair will notify the Town Clerk, which will initiate the appointment process for committee
vacancies. If a member indicates the desire to continue to serve on the Committee, the member
will be advised that attendance is required or the member will be removed from the Committee.
Any member of a Committee who is absent for more than fifty per cent (50%) of the meetings
since their term of appointment, will not be eligible for re-appointment. A member of a
Committee of Council who intends to leave a meeting before the meeting is adjourned must
inform the Chair of this intention either at the start of the meeting or prior to leaving.
9. Orientation Sessions
Orientation sessions shall be conducted for Board/Committee appointees at the beginning of
each Committee term. All Board/ Committee members benefit from orientation. The sessions
identify goals, objectives and work plans. Further sessions may be conducted for appointees
during the Council term, as required. Orientation manuals will be distributed to all members of
the Committee for reference purposes. Each Board/Committee manual shall include the
following information:
a) Establishing By-Law for Board/Committee
b) Mandatory Statutes (i.e. Ontarians with Disabilities Act)
c) Tillsonburg Procedural By-Law
d) Member Contact Information
e) Council Members Contact Information
f) Relevant Town Policies & Procedures affecting Board/Committee members.
g) Committee Terms of Reference
h) Staff Support Contact Information
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THE CORPORATION OF THE TOWN OF TILLSONBURG
POLICY FOR BOARDS & COMMITTEES OF COUNCIL
Policy Number I 2-009
10.Meeting Structure, Agenda and Minute Formats
Meeting structure, agenda and minute formats should meet the needs of Individual Boards/
Committees, while ensuring consistency, completeness and accountability. A Board/Committee
may choose to follow a more informal procedure and allow for a consensus approach to
discussion. It is recommended that the following components be included in Board/Committee
Agendas, where specific subject items are described in each component.
a) Date, time, location of meeting
b) Members present (include office, i.e. Chair, Recording Secretary)
c) Members absent/regrets
d) Disclosure of Pecuniary Interest
e) Approval of previous minutes
f) Presentations/Deputations
g) General Business and Reports
h) Correspondence
i) Other Business
j) Closed Session
k) Next meeting.
I) Adjournment.
It is recommended that the Board/Committee minutes briefly outline the substance of each of the
agenda items discussed during the meeting, including actions taken and recommendations by
motion. The minutes shall be forwarded as soon as possible following the meeting to the Deputy
Clerk in order to present them to Council as information on a monthly basis. Staff will be required
to prepare a report for any recommendation of a Board/Committee requiring action by Council.
Committee Chairs to present reports to Council. Minutes of all meetings must be recorded .
11. Election of Officers
Each Committee will elect as soon as possible after January 1st each calendar year to select a
Chair and Vice-Chair from its membership for a term commencing January 1st and terminating
December 31st or until a successor is appointed. For the purpose of clarity, a member of the
Committee who served as Committee Chair or Vice Chair may be reappointed as Committee
Chair or Vice Chair.
The secretary function shall be the responsibility of the staff liaison.
12. Term of Appointment
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THE CORPORATION OF THE TOWN OF TILLSONBURG
POLICY FOR BOARDS & COMMITTEES OF COUNCIL
Policy Number I 2-009
The term of appointment shall be as set out in the appointment by-law.
Committee members will continue to serve on a committee past the expiration of their term until
they are replaced.
13. Citizen Appointments
Renewed membership on a committee is not automatic, any member of the public who wishes to
serve for an additional term must submit the approved application form or provide a letter which
includes the necessary information in order to be considered for re-appointment;
14. Establishment of Sub-Committees
If a Committee wishes to establish a sub-committee, the sub-committee shall be formed to
undertake business of special projects appropriate to the Committee through committee
resolution. The Committee minutes shall note the mandate of the sub-committee, the beginning
and proposed ending date, the composition and how the members are to be recruited. Such
sub-committees shall report their findings to the Committee at regular Committee meetings. Sub-
committees that are formed of members outside of the committee must be endorsed by council,
as such staff must prepare a report to Council requesting endorsement of the additional
committee members.
15.Access to Meetings
Except as provided in this section, all meetings shall be open to the public and the media and
Board/Committee Minutes shall be available upon request. The Chair or presiding Officer may
expel any person for improper conduct at a Meeting. A meeting may be closed to the public if the
subject matter being considered is:
a) the security of the property of the municipality or local board;
b) personal matters about an identifiable individual, including municipal employees or
local board members;
c) a proposed or pending acquisition or disposition of land by the municipality or local
board;
d) labour relations or employee negotiations;
e) litigation or potential litigation, including matters before administrative tribunals,
affecting the municipality or local board;
f) the receiving of advice that is subject to solicitor-client privilege; including
communications necessary for that purpose;
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THE CORPORATION OF THE TOWN OF TILLSONBURG
POLICY FOR BOARDS & COMMITTEES OF COUNCIL
Policy Number 12-009
g) a matter in respect of which the local board or committee may hold a closed meeting
under another Act.
h) consideration of a request under the Municipal Freedom of Information and Protection
of Privacy Act. This applies if the council, board, commission or other body is the head
of an institution for the purposes of that Act;
i) an ongoing investigation respecting the municipality, a local board or a municipally-
controlled corporation by the Ombudsman appointed under the Ombudsman Act;
j) information explicitly supplied in confidence to the municipality or local board by
Canada, a province or territory or a Crown agency of any of them;
k) a trade secret or scientific, technical, commercial, financial or labour relations
information, supplied in confidence to the municipality or local board, which, if
disclosed, could reasonably be expected to prejudice significantly the competitive
position or interfere significantly with the contractual or other negotiations of a person,
group of persons, or organization;
I) a trade secret or scientific, technical, commercial or financial information that belongs
to the municipality or local board and has monetary value; or
m) a position, plan, procedure, criteria or instruction to be applied to any negotiations
carried on or to be carried on by or on behalf of the municipality or local board; or
n) for the purpose of educating or training the members, subject to the condition that no
member discusses or otherwise deals with any matter in a way that materially
advances the business or decision-making of the committee.
Before holding a Meeting or part of a Meeting that is to be closed to the public, the Board/
Committee shall state by Resolution:
a) the fact of the holding of the Closed Meeting;
b) the general nature of the matter to be considered at the Closed Meeting.
c) in the case of a meeting for educational or training purposes, that it is closed for that
purpose as well.
All deliberations while in Closed Session shall remain confidential unless otherwise approved by
Committee in Open Session.
16. Provision for Accessibility and Diversity
Adequate provision shall be made by the Chair of the Board/Committee and relevant staff to
ensure that meeting locations, agenda and minute formats, communications and conduct of
meetings be accessible, to ensure maximum participation and quality customer service.
Reference may be made to the provisions of the Ontarians with Disabilities Act, and similar
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POLICY FOR BOARDS & COMMITTEES OF COUNCIL
Policy Number I 2-009
legislation, policies and guidelines. Membership that reflects the diversity of the Tillsonburg
community will be encouraged in the recruitment, selection and appointment process.
17. Pecuniary Interest
If a Committee member has a pecuniary interest in any matter and is, or will be, present at a
meeting at any time at which the matter is the subject of consideration, the member:
a) shall, before any consideration of the matter, at the meeting verbally disclose the
interest and its general nature.
b) shall not, at any time, take part in the discussion of, or vote on, any question in respect
to the matter; and
c) shall leave the meeting and remain absent from it at any time during
consideration of the matter.
18. Budget/Financial Reporting
Boards/Committees may make requests for budget allocations through their staff liaison in
advance of the Town's annual budget process no later than August 31st of any given year. All
related revenue and expenditure transactions will follow Council approved policy. Requests must
relate to specific activities approved in the Board/Committee's mandate and work plan.
Requests shall be submitted by the appropriate department head for consideration in the Town's
budget review.
19. Town of Tillsonburg Policy and Procedures
Board and Committee members shall adhere to the policies and procedures of the Town of
Tillson burg.
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THE CORPORATION OF THE TOWN OF TILLSONBURG
CODE OF CONDUCT
I~ Policy 2-003 Number
Approval December Revision Date May 27, 2019 Date 14,2015
Schedules Form A -Disclosure Statement
Form B -Formal Complaint Form/Affidavit
Policy Statement:
Attaining an elected position within one's community is a privilege which carries significant
responsibilities and obligations. Members of Council (comprising the Mayor, Deputy Mayor and
Councillors) are held to a high standard as leaders of the community and they are expected to
become well informed on all aspects of municipal governance, administration, planning and
operations. They are also expected to carry out their duties in a fair, impartial, transparent and
professional manner.
Purpose:
A Code of Conduct will reinforce the Town of Tillsonburg's Accountability and Transparency
Policy and other relevant legislation within which all Members of Council, Local Boards and
Advisory Committees must operate. The Code of Conduct serves to enhance public trust and
improve the quality of public administration and governance by encouraging high standards of
conduct on the part of all government officials, ensuring that those Members share a common
standard of integrity through adherence to its principles.
Scope:
The Code of Conduct is intended to supplement and be compatible with the laws governing the
conduct of Members. The key principles include:
• Members to whom this Code of Conduct applies shall serve in a conscientious and
diligent manner;
• Members shall be committed to performing their functions with integrity without using the
influence of their office;
• Members shall avoid all conflicts of interest;
• Members are expected to perform their duties of office and to arrange their private affairs
in a manner that promotes public confidence and will bear close legal and public scrutiny;
• Members are responsible for making honest statements and shall not make any
statement when they know that statement is false, or with the intent to mislead other
Members or the public; and,
• Members shall serve the public interest by upholding the laws and policies established by
the Federal Parliament, Ontario Legislature, and the laws and policies adopted by the
Town.
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Policy 2-003 Page 2 of 17
This Code of Conduct is intended to provide a guideline for elected officials in exercising their
policy-making role having regard to the statements and ideals as enunciated hereunder.
1. Definitions
In the Code of Conduct, the terms "child", "parent" and "spouse" have the same meanings as in
the Municipal Conflict of Interest Act.
"Advisory Committee" or "Committee" means a committee established by Council to advise
on matters which Council has deemed appropriate for the committee to provide
recommendations for Council's review, including any ad hoc, subcommittee or task force.
"Clerk" means the Municipal Clerk for the Corporation of the Town of Tillsonburg.
"CAO" means the Chief Administrative Officer for the Corporation of the Town of Tillsonburg.
"Code of Conduct" means the "Code of Conduct" for Members of Council, Local Boards and
Advisory Committees".
"Complainant" means a person who has filed a complaint under the Code of Conduct.
"Complaint" means an alleged contravention of the Code of Conduct submitted to an Integrity
Commissioner appointed by the Council of the Town of Tillsonburg.
"Council" means the Council of the Town of Tillsonburg.
"Integrity Commissioner" means the officer appointed by council pursuant to Section 223.3 of
the Municipal Act, 2001.
"Immediate relative" shall mean a parent, spouse, child, sister, brother, sister-in-law, brother-
in-law, daughter-in-law, son-in-law, father-in-law, mother-in-law as well as step-relationships and
half-relationships; spouse shall mean the person to whom a person is married or with whom the
person is living in a conjugal relationship outside of marriage; this definition shall also include
any other person(s) that are living with the employee on a full-time basis whom the
member/employee (appropriate to the document) has demonstrated a settled intention to treat
as an immediate relative.
"Local Board" shall mean one of the following boards quasi-judicial committees established by
the Council:
• Downtown Tillsonburg Business Improvement Area (BIA) Board of Management
• Property Standards Appeal Committee
• Committee of Adjustment
"Meeting" means any regular, special or other meetings of council, of a local board or a
committee of either of them, where a quorum is present and members discuss or otherwise deal
with any matter in a way that materially advances the business or decision making of the council,
local board or committee.
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Policy 2-003 Page 3 of 17
"Member of Council" or "Member" means any person duly elected or appointed to serve on
the Council of the Town of Tillsonburg, Committee or Local Board.
"Town" means The Corporation of the Town of Tillsonburg.
Any reference in this Code of Conduct to a statute, regulation, by-law, guideline, policy or other
enactment shall be deemed to include any amendment, replacement, successor or consolidation
of such statute, regulation, by-law, guideline, policy or other enactment.
2. Statutory Provisions Regulating Conduct
This Code of Conduct is meant to supplement existing legislation governing the conduct of
Members, including but not limited to:
• Municipal Act
• Municipal Conflict of Interest Act
• Municipal Elections Act
• Municipal Freedom of Information and Protection of Privacy Act
• Provincial Offences Act
• Human Rights Code
• Criminal Code
• By-laws and policies of Council as adopted and amended from time to time, including but
not limited to the Procedural By-law and the Tillsonburg Purchasing Policy.
3. Application
This Code of Conduct shall apply to all Members of Council, Local Boards and Advisory
Committees.
4. Conduct at Meetings
Members shall conduct themselves with decorum at all meetings in accordance with the
provisions of the Town's Procedural By-law or the applicable procedural by-law of that Local
Board. Respect for delegations, fellow Members and Staff requires that all Members show
courtesy and not distract from the business of the Town during presentations and when other
Members have the floor. Use of electronic equipment during meetings should be limited for
use/access for meeting purposes.
5. Transparency and Openness in Decision Making
Members will conduct and convey Council or Local Board business in an open and public
_ manner so that the process, logic and rationale which were used to reach conclusions or
decisions are available to the stakeholders.
6. Improper Use of Influence
No Member shall use the influence of his or her office for any purpose other than for the exercise
of his or her official duties.
Examples of prohibited conduct are the use of one's status as a Member to improperly influence
the decision of another person to the private advantage of oneself or immediate relative, staff
members, friends, or associates, business or otherwise. This includes attempts to secure
preferential treatment beyond activities in which Members normally engage on behalf of their
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constituents as part of their official duties. Prohibited conduct also includes the holding out of the
prospect or promise of future advantage through a Member's supposed influence within Council
or the Local Board in return for present actions or inaction.
For the purposes of this provision, "private advantage" does not include a matter that:
a) is of general application;
b) affects a Member, his or her immediate relative, staff members, friends, or associates,
business or otherwise as one of a 'broad class of persons' (such as taxation which affects
residents, owners or tenants of land within the Town as a whole); or
c) concerning the remuneration or benefits of a Member as a Member of Council or of a
Local Board.
7. Discreditable Conduct
All Members have a duty to treat members of the public, one another and staff appropriately and
without abuse, bullying or intimidation. All Members shall ensure that their work environment is
utterly free and completely devoid of discrimination, and personal and sexual harassment.
The Ontario Human Rights Code applies, as does the Town's Discrimination and Harassment-
Free Workplace Policy which recognize the right of every employee to work in an environment
that is free from discrimination and harassment, by the employer, agent of the employer, another
employee, or any other person with whom s/he comes into contact in the normal performance of
his/her duties.
Members shall abide by the provisions of the Human Rights Code, and, in doing so, shall treat
every person, including other Members, employees, and individuals providing services on a
contract for service, students on placements, and the public, with dignity, understanding and
respect.
In accordance with the Human Rights Code, Members shall not discriminate against anyone on
the basis of their race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex,
sexual orientation, age, record of offences, marital status, family status, or disability.
In accordance with the Human Rights Code, harassment means engaging in a course of
vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome.
Without limiting the generality of the foregoing, Members shall not:
a) make inappropriate comments or gestures to or about an individual where such conduct
is known or ought reasonably to be known to be offensive to the person(s) to whom they
are directed or are about;
b) display materials or transmit communications that are inappropriate, offensive, insulting or
derogatory;
c) make threats or engage in any abusive activity or course of conduct towards others;
d) vandalize the personal property of others;
e) commit assault of any kind, including making unwanted physical contact, including
touching, patting, or pinching; or
f) refuse to converse or interact with anyone based on any ground listed in the Human
Rights Code.
8. Conduct Respecting Staff
Members shall acknowledge that only Council or the applicable Local Board as a whole has the
authority to approve budget, policy, processes and other such matters unless such authority has
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been delegated. Members shall direct requests outside of Council or Local Board approved
budget, process or policy, to the appropriate Committee or Chief Administrative Officer of the
Corporation.
Under the direction of the Chief Administrative Officer, Staff serve the Council or the Local Board
as a whole, and the combined interests of all Members as evidenced through the decisions of
Council or the Local Board. Members shall be respectful of the role of staff to provide advice
based on political neutrality and objectivity and without undue influence from any individual
Member or faction of the Council or the Local Board. Accordingly, no Member shall maliciously
or falsely injure the professional or ethical reputation, or the prospects or practice of staff, and all
Members shall show respect for the professional capacities of staff.
No Member shall compel staff to engage in partisan political activities or be subjected to threats
or discrimination for refusing to engage in such activities. No Member shall use, or attempt to
use, their authority or influence for the purpose of intimidating, threatening, coercing,
commanding, or influencing any staff member with the intent of interfering with that person's
duties, including the duty to disclose improper activity. Members and staff shall be respectful of
each other's time and arrange appropriate opportunities to discuss matters before formal
meetings, where possible, which can be included and/or further discussed at the meeting.
In practical terms, there are distinct and specialized roles carried out by Council or the Local
Board as a whole and by Members when performing their duties. The key requirements of these
roles include dealing with constituents and the general public, participating as Committee
Members, and participating as Council representatives on agencies, boards, commissions and
other bodies. Similarly, there are distinct and specialized roles expected of Town staff in both
the carrying out of their responsibilities and in dealing with the Council or the Local Board.
9. Communications And Media Relations
Members will attempt to accurately and adequately communicate the attitudes and decisions of
Council or the Local Board, even if they disagree with a majority decision of Council or the Local
Board so that:
a) there is respect for the decision making processes of Council or the Local Board;
b) official information related to decisions and resolutions made by Council or the Local
Board will normally be communicated in the first instance to the community and the media
in an official capacity by the Mayor/Chair or designate;
c) information concerning adopted policies, procedures and decisions of the Council or the
Local Board is conveyed openly and accurately; and
d) confidential information will be communicated only when and after determined by Council
or the Local Board.
10. Conduct Regarding Current And Prospective Employment
No Member shall allow the prospect of his or her future employment by a person or entity to
detrimentally affect the performance of his or her duties to the Town or the Local Board.
11. Confidential Information
Confidential information includes information in the possession of, or received in confidence by
the Town or the Local Board that the Town or the Local Board is either prohibited from
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disclosing, or is required to refuse to disclose, under the Municipal Freedom of Information and
Protection of Privacy Act (referred to as "MFIPPA"), or other legislation. Generally, MFIPPA
restricts or prohibits disclosure of information received in confidence from third parties that is of a
corporate, commercial, scientific or technical nature and is provided expressly or implicitly in
confidence, information that is personal, and information that is subject to solicitor-client
privilege.
The Municipal Act, 2001 allows information concerning personnel, labour relations, litigation,
property disposal and acquisition, the security of the property of the municipality or a local board,
and matters authorized on other legislation, to remain confidential. For the purposes of the Code
of Conduct, "confidential information" also includes this type of information.
No Member shall disclose or release by any means to any member of the public, any
confidential information acquired by virtue of their office, in either oral or written form, except
when required by law or authorized by Council or the Local Board to do so. Nor shall Members
use confidential information for personal or private gain, or for the gain of immediate relatives or
any person or corporation.
Under the Town's Procedural By-law, a matter that has been discussed at an in-camera (closed)
meeting remains confidential. No Member shall disclose the content of any such matter, or the
substance of deliberations, of the in-camera meeting until the Council or committee or the Local
Board discusses the information at a meeting that is open to the public or releases the
information to the public.
The following are examples of the types of information that a Member must keep confidential:
• items under litigation, negotiation, or personnel matters;
• information that infringes on the rights of others (e.g., sources of complaints where the
identity of a complainant is given in confidence);
• information deemed to be "personal information" under MFIPPA; and
The above list is provided as an example and is not exclusive. Requests for information will be
referred to Municipal Clerk to be addressed as either an informal request for access to municipal
records, or as a formal request under MFIPPA.
Members should not access or attempt to gain access to confidential information in the custody
of the Town or the Local Board unless it is necessary for the performance of their duties and not
prohibited otherwise.
12. Gifts and Benefits
Members shall not accept a fee, advance, gift or personal benefit that is connected directly or
indirectly with the performance of his or her duties of office, unless permitted by the exceptions
listed below.
For these purposes, a fee, advance, gift or personal benefit provided with the Member's
knowledge to an immediate relative or business that is connected directly or indirectly to the
performance of the Member's duties is deemed to be a gift to that Member.
The following are recognized as exceptions:
a) compensation authorized by by-law;
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b) such gifts or benefits that normally accompany the responsibilities of office and are
received as an incident of protocol or social obligation;
c) a political contribution otherwise reported by law, in the case of Members running for
office; (i.e. disclosure related to election campaign contributions that are required to be
otherwise reported.)
d) services provided without compensation by persons volunteering their time;
e) a suitable memento of a function honouring the Member;
f) food, lodging, transportation and entertainment provided by provincial, regional and local
governments or political subdivisions of them, by the Federal government or by a foreign
government within a foreign country, or by a conference, seminar or event where the
Member is either speaking or attending in an official capacity;
g) food and beverages consumed at banquets, receptions or similar events, if:
i. attendance is resultant to protocol or social obligations that accompanies the
responsibility of office;
ii. the person extending the invitation or a representative of the organization is in
attendance;and
iii. the value is reasonable and the invitations infrequent; and
h) communication to the offices of a Member, including subscriptions to newspapers and
periodicals.
In the case of categories (b), (e), (f), (g) and (h), if the value of the gift or benefit exceeds $200,
or if the total value received from any one source over a twelve (12) month period exceeds $200,
the Member shall within thirty (30) days of receipt of the gift or of reaching the annual limit, file a
disclosure statement with the Clerk.
The disclosure statement (see Schedule A) must indicate:
1) the nature of the gift or benefit;
2) its source and date of receipt;
3) the circumstances under which it was given or received;
4) its estimated value;
5) what the recipient intends to do with the gift; and
6) whether any gift will at any point become the property of the Town.
All disclosure statements will be a matter of public record.
On receiving a disclosure statement, the Clerk shall make the disclosure statement public. If a
member of the public believes the Member has not conformed to the requirements of the Code
of Conduct with respect to accepting gifts and benefits, he or she may request the Chief
Administrative Officer examine the statement to ascertain whether the receipt of gift or benefit
might, in his or her opinion, create a conflict between a private interest and the public duty of the
Member. In the event that the Chief Administrative Officer makes that preliminary determination,
he or she shall call upon the Member to justify receipt of the gift or benefit.
Should the Chief Administrative Officer determine that receipt was inappropriate, s/he may direct
the Member to return the gift, reimburse the donor for the value of any gift or benefit already
consumed , or forfeit the gift or remit the value of any gift or benefit already consumed to the
Town.
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Except in the case of (a), (c) and (f), a Member may not accept a gift or benefit worth in excess
of $500 or gifts and benefits from one source during a calendar year worth in excess of $500,
unless it falls within the exemption.
13.Use of Town Property, Services and Other Resources
Members should not use, or permit the use of Town or Local Board property, land, facilities,
equipment, supplies, services, staff or other resources for activities other than the business of
the Town or Local Board.
Members are required to follow the provisions of the Municipal Elections Act, 1996 with respect
to elections. Members shall not use the property, land, facilities, equipment, supplies, services or
other resources of the Town or the Local Board (including but not limited to Councillor
newsletters and websites linked through the Town's website) for any election campaign or
campaign-related activities. No Member shall undertake campaign-related activities on Town
property during regular working hours unless permitted by Town policy (e.g., all candidates
meetings). No Member shall use the services of persons for election-related purposes during
hours in which those persons receive any compensation from the Town or the Local Board.
14. Implementation
At the beginning of each term, Members will be expected to sign an acknowledgment form to
convey to each other and all stakeholders that they have read, understand and accept the Code
of Conduct.
A Code of Conduct component will be included as part of the orientation workshop for all new
Members.
Members are expected to formally and informally review their adherence to the provisions of the
Code on a regular basis or when so requested by Council.
15.Complaint Protocol
Any individual, organization, Town or Local Board employee, and Member, who has reasonable
grounds to believe that a Member has breached a provision of the Code of Conduct, may file an
application to the Integrity Commissioner using the Formal Complaint Form. An application may
only be made within six weeks after the applicant became aware of the alleged contravention.
An application may be made more than six weeks after the applicant became aware of the
alleged contravention if both of the following are satisfied:
a) The applicant became aware of the alleged contravention within the period of time
starting six weeks before nomination day for a regular election, as set out in section 31 of
the Municipal Elections Act, 1996, and ending on voting day in a regular election, as set
out in section 5 of that Act.
b) The applicant applies to the Commissioner under subsection (2) within six weeks after the
day after voting day in a regular election, as set out in section 5 of the Municipal Elections
Act, 1996.
A complainant does not have to pursue the informal complaint process set out in Section 15.1
prior to proceeding with the formal complaint process set out in Section 15.2.
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15.1 Informal Complaints
Any individual who has identified or witnessed behaviour or activity by a Member that appears to
be in contravention of the Code of Conduct are encouraged to address his or her concerns in the
following manner:
a) Advise the Member that their behaviour or activity contravenes the Code of Conduct;
b) Encourage the Member to stop the prohibited behaviour or activity;
c) If applicable, confirm to the Member his or her satisfaction or dissatisfaction with the
Member's response to the concern identified;
d) If not satisfied with the response received through the informal process, an individual may
proceed with a formal complaint through the Integrity Commissioner as outlined in Section
15.2.
Any individual filing a complaint should keep a written record of the incidents including dates,
times, locations, other persons present, and any other relevant information, including steps
taken to resolve the matter.
15.2 Formal Complaints
Any individual who has identified or witnessed behaviour or activity by a Member that appears to
be in contravention of the Code of Conduct may address his or her concerns through the formal
complaint process set out below:
a) all formal complaints must be made using the Complaints Form / Affidavit (see Schedule
"B") and shall be dated and signed by the complainant;
b) the complaint must include a concise explanation as to why the issue raised may be a
contravention of the Code of Conduct and any and all evidence in support of the
allegation must be included with the Complaints Form/Affidavit;
c) any witnesses in support of the allegation must be identified on the Complaint
Form/Affidavit;
d) the Complaint Form/Affidavit must include the name of the Member alleged to have
breached the Code of Conduct, the section of the Code of Conduct allegedly
contravened, the date, time and location of the alleged contravention and any and all
other information as required on the Complaint Form/Affidavit;
e) the complaint shall be filed with the Integrity Commissioner who shall confirm that the
information is complete as to a), b), c) and d) of this section;
f) the Integrity Commissioner will determine whether the matter is, on its face, a complaint
with respect to compliance with the Code of Conduct and is not covered by any other
applicable legislation or policy; and
g) the Integrity Commissioner may, but shall not be obligated, to request additional
information from the complainant.
15.3 Response of Integrity Commissioner of Complaint outside Jurisdiction
If the complaint received by the Integrity Commissioner, is not, on its face, a complaint with
respect to non-compliance with the Code of Conduct or the complaint is covered by other
legislation or complaint procedure under another Council policy, the Integrity Commissioner shall
advise the complainant in writing as follows:
a) Criminal Matter -if the complaint on its face is an allegation of a criminal nature
consistent with the Criminal Code of Canada, the complainant shall be advised that if the
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complainant wishes to pursue any such allegation, the complainant must pursue it with
the appropriate police service;
b) Municipal Freedom of Information and Protection of Privacy -if the complaint is
more appropriately addressed under the Municipal Freedom of Information and Protection
of Privacy Act, the complainant shall be advised that the matter must be referred to the
Municipal Clerk for review under statute; and
c) Discrimination or Harassment -if the complaint is an allegation of discrimination or
harassment, then the complaint should be filed directly with the Human Resources
Department. The person will also be advised of his or her right to advance an application
to the Ontario Human Rights Tribunal.
d) Other Policy Applies -if the complaint seems to fall under another policy, the
complainant shall be advised to pursue the matter under such policy.
e) Lack of Jurisdiction -if the complaint is, for any other reason not within the jurisdiction
of the Integrity Commissioner, the complainant shall be so advised and provided with any
additional reasons and referrals as the Integrity Commissioner considers appropriate.
f) Matters Already Pending -if the complaint is in relation to a matter which is subject to
an outstanding complaint under another process such as a court proceeding related to a
Human Rights complaint or similar process, the Integrity Commissioner may, in his/her
sole discretion and in accordance with legislation, suspend any investigation pending the
result of the other process.
If the matter is covered by other policies with a complaint procedure or legislation, the
complainant will be advised and directed to proceed in a manner as considered appropriate by
the Integrity Commissioner.
15.4 Refusal to Conduct an Investigation
If upon review of a complaint, the Integrity Commissioner is of the opinion that the complaint is
frivolous, vexatious or not made in good faith, or that there are not sufficient grounds for an
investigation, the Integrity Commissioner will not conduct an investigation and shall
communicate this determination in writing to the complainant and the Member identified in the
Complaint Form/Affidavit.
15.5 Opportunity for Resolution
If at any time, following the receipt of a formal complaint or during the investigation process, the
Integrity Commissioner believes that an opportunity to resolve the matter may be successfully
pursued without a formal investigation, and both the complainant and the Member agree, efforts
may be made to achieve an informal resolution.
15.6 Investigation
If the Integrity Commissioner determines that a formal investigation is required s/he shall
proceed in the following manner, subject to the Integrity Commissioner's ability to elect to
exercise the powers of a commissioner under ss. 33 and 34 of the Public Inquiries Act, 2009, as
contemplated by subsection 223.4(2) of the Municipal Act, 2001, at which time the identity of the
person filing the complaint is no longer considered confidential.
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The Integrity Commissioner shall provide a copy of the complaint, and any supporting materials,
to the Member whose conduct is in question, with a request that a written response to the
allegation be provided to the Integrity Commissioner within fourteen (14) days.
The Integrity Commissioner shall give a copy of the response, provided by the Member, to the
complainant, with a request for a written reply within fourteen (14) days.
If necessary, after reviewing the submitted materials, the Integrity Commissioner may speak to
anyone, access and examine any other documents or electronic materials, and may enter any
Town or Local Board work location relevant to the complaint for the purpose of investigation and
potential resolution.
The Integrity Commissioner may make interim reports to Council where necessary and as
required to address any issues of interference, obstruction, delay or retaliation encountered
during the investigation.
At any time the complainant may abandon the request for an investigation and the Integrity
Commissioner will cease his or her investigation.
15.7 Termination of inquiry when regular election begins
If the Commissioner has not completed an inquiry before nomination day for a regular election,
as set out in section 31 of the Municipal Elections Act, 1996, the Commissioner shall terminate
the inquiry on that day. If an inquiry is terminated the Commissioner shall not commence another
inquiry in respect of the matter unless, within six weeks after voting day in a regular election, as
set out in section 5 of the Municipal Elections Act, 1996, the person or entity who made the
request or the member or former member whose conduct is concerned makes a written request
to the Commissioner that the inquiry be commenced.
15.8 Confidentiality of Complaint Documents
The Integrity Commissioner and every person acting under his or her instructions shall preserve
the confidentiality of all documents, material or other information, whether belonging to the Town
or not, that come into their possession or to their knowledge during the course of their duties as
required by section 223.5 of the Municipal Act, 2001.
Advice provided by the Commissioner to a member under paragraph 4, 5 or 6 of subsection
223.3 (1) 5 of the Municipal Act, 2001 may be released with the member's written consent. If a
member releases only part of the advice provided to the member by the Commissioner under
paragraph 4, 5 or 6 of subsection 223.3 (1 ), the Commissioner may release part or all of the
advice without obtaining the member's consent.
The Commissioner may disclose such information as in the Commissioner's opinion is
necessary,
a) for the purposes of a public meeting under subsection 223.4.1 (8);
b) in an application to a judge referred to in subsection 223.4.1 (15); or
c) in the written reasons given by the Commissioner under subsection 223.4.1 (17). 2017,
c. 10, Sched. 1, s.22.
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Pursuant to section 223.5(3) of the Municipal Act, this section prevails over the Municipal
Freedom of Information and Protection of Privacy Act.
When the Integrity Commissioner reports to the Council on an investigation into an alleged
breach of the Code, the report shall only disclose such information that in the Integrity
Commissioner's opinion is required for the purposes of the report.
When the Integrity Commissioner issues an annual or other periodic report to Council on his or
her activities, the Integrity Commissioner shall summarize the advice he or she has given, but
the report shall not disclose confidential information that could identify a person concerned in the
case of informal complaints or those formal complaints that have been dismissed and did not
proceed to a formal investigation.
16.Reporting and General Compliance
16.1 Recommendation Report
Upon completion of an investigation, the Integrity Commissioner may report to the complainant
and the Member on the results of his or her review within ninety (90) days of receiving a
complete Complaint Form/Affidavit. If the investigation process is going to take more than ninety
(90) days, the Integrity Commissioner shall provide an interim report to the complainant and
Member indicating when the complete report will be available.
If upon completion of the investigation the Integrity Commissioner finds that a breach of the
Code of Conduct has occurred, the Integrity Commissioner shall report his or her findings to
Council including a recommendation as to the imposition of a penalty, as set out in subsection
223.4(5) of the Municipal Act, 2001. The Council may impose either of the following penalties on
a Member if a report by the Integrity Commissioner determines that the Member has violated the
Code of Conduct:
a) A reprimand; or
b) A suspension of the remuneration paid to the Member in respect of his or her services as
a Member of Council or a Local Board, as the case may be, for a period of up to ninety
(90) days.
The Integrity Commissioner shall provide the Member who is the subject of the complaint with
notice in writing of the proposed finding and any recommended sanction at least ten (10) days
prior to the report being provided to the Municipal Clerk. An opportunity to comment shall be
provided to the Member on the proposed finding and any recommended sanction prior to the
report being published.
16.2 Annual Report
The Integrity Commissioner's annual report shall consist of:
a) All informal and formal complaints dismissed by the Integrity Commissioner;
b) All complaints received not within the jurisdiction of the Integrity Commissioner;
c) All formal complaints that underwent a formal investigation and conclusions; and
d) A cost breakdown with respect to services provided within the reporting year by the
Integrity Commissioner.
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The annual report shall be provided not less than sixty (60) days after December 31 of the
calendar year that is being reported.
16.3 Failure to adhere to Council Policies and Procedures
A number of the provisions of this Code of Conduct incorporate policies and procedures adopted
by Council. More generally, Members are required to observe the terms of all policies and
procedures established by Council, as the case may be. However, this provision does not
prevent a Member from requesting that Council grant an exemption from a policy, other than this
Code of Conduct.
16.4 Reprisals and Obstructions
Members should respect the integrity of the Code of Conduct and investigations conducted
under it. Any reprisal or threat of reprisal against a complainant or anyone for providing relevant
information to the Integrity Commissioner is strictly prohibited. It is also a violation of the Code
of Conduct to obstruct the Integrity Commissioner in the carrying out of his or her
responsibilities.
16.5 Duty of Council
Council shall consider any report submitted by the Integrity Commissioner within thirty (30) days
of it being received by the Municipal Clerk and shall take the action it considers appropriate with
regard to the recommendation(s) of the Integrity Commissioner as described in Section 16.1 of
the Code of Conduct.
16.6 Acting on Advice of the Integrity Commissioner
Any written advice given by the Integrity Commissioner to a Member binds the Integrity
Commissioner in any subsequent consideration of the conduct of the Member in the same
matter as long as all the relevant facts known to the Member were disclosed to the Integrity
Commissioner.
16.7 Integrity Commissioner Vacancy
Should the office of Integrity Commissioner be vacant, the Code of Conduct remains in effect
and all Members shall continue to abide by the provisions set out therein. When a vacancy
occurs, the municipality shall make arrangements for all of the responsibilities of the Integrity
Commissioner to be provided by a Commissioner of another municipality.
17.Roles of Integrity Commissioner
1. The application of the code of conduct for members of council and the code of conduct for
members of local boards.
2. The application of any procedures, rules and policies of the municipality and local boards
governing the ethical behaviour of members of council and of local boards.
3. The application of sections 5, 5.1 and 5.2 of the Municipal Conflict of Interest Act to
members of council and of local boards.
4. Requests from members of council and of local boards for advice respecting their
obligations under the code of conduct applicable to the member.
5. Requests from members of council and of local boards for advice respecting their
obligations under a procedure, rule or policy of the municipality or of the local board, as
the case may be, governing the ethical behaviour of members.
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6. Requests from members of council and of local boards for advice respecting their
obligations under the Municipal Conflict of Interest Act.
7. The provision of educational information to members of council, members of local boards
and the municipality about the municipality's codes of conduct for members of council and
members of local boards and about the Municipal Conflict of Interest Act. 2017, c. 10,
Sched. 1, s. 19 (1).
It shall be noted that if the municipality has not appointed a Commissioner, the municipality shall
make arrangements for all of the responsibilities set out above to be provided by a
Commissioner of another municipality.
18. Statutes Regulating the Conduct Of Councillors
In the case of any inconsistency between this Code of Conduct and a Federal or Provincial
statute or regulation, the statute or regulation shall prevail to the extent of the inconsistency.
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Code of Conduct Form A -Disclosure Statement
Section 12 of the Code of Conduct regarding the acceptance of gifts and benefits, requires
Members to disclose the receipt of certain gifts and benefits if the dollar value of a single gift or
benefit exceeds $200 or if the total value of gifts and benefits received from one source in a
calendar year exceeds $500. This Disclosure Statement is to be used to report on such gifts and
benefits and shall be filed with the Clerk within 30 days of receipt of such gift or benefit, or upon
reaching the annual limit.
Disclosure Statements are a matter of public record.
Nature of Gift or Benefit received:
Source of Gift or Benefit:
Circumstances under which Gift or Benefit received:
Intended use of the Gift or Benefit (i.e. will be donated/provided to the Town):
Estimates Value of Gift or Benefit: $ ___________ _
Date Gift or Benefit was received: ____________ (MM/DD/YR)
Signature of Member Date
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Code of Conduct Form B -Formal Complaint Form/Affidavit
I, (please print name) ____________ of the Town of Tillsonburg, in the
Province of Ontario do solemnly swear (affirm and declare) that the following contents of this
complaint form as subscribed by me are true and correct:
Applicant(s) Name: __________ Telephone Number: ______ _
Applicant(s) Address: _____________________ _
Town: Province: Postal Code: ----------------------
Email: ---------------
1 have personal knowledge of the facts as set out in this Affidavit form because: (insert reasons
e.g. I work for ... I attended a meeting at which ... etc.)
I have reasonable and probable grounds to believe that (please print name of Member is
question) _____________ has contravened section(s)
_________ of the Code of Conduct of the Town of Tillsonburg. The particulars of
which are as follows:
(Set out the statements of fact in consecutively numbered paragraphs in the space below, with
each paragraph being confined as far as possible to a particular statement of fact. If you require
more space please attach additional pages as required and mark each additional page as 2 of 2,
2 of 3, etc.)
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This affidavit is made for the purpose of requesting that this matter be reviewed by the Town of
Tillsonburg appointed Integrity Commissioner and for no other purpose.
Sworn (or Affirmed) before me at the Town of Tillsonburg, in the County of Oxford, in the
Province of Ontario on ____ day of ____________ _
A Commissioner for taking affidavits, etc. Signature of Complainant
(to be witnessed by Commissioner)
NOTE: This is a sworn (affirmed) affidavit of the deponent only. No investigation has been
conducted by this authority to confirm or verify the above sworn information. THE CRIMINAL
CODE OF CANADA provides that: everyone commits perjury who, with intent to mislead, makes
before a person who is authorized by law to permit it to be made before him a false statement
under oath or solemn affirmation by affidavit, solemn declaration or deposition or orally, knowing
that the statement is false, is guilty of an indictable offence and liable to a term of imprisonment
not exceeding fourteen years (sections 131, 132) or by summary conviction (section 134).
Signing a false affidavit may expose you to prosecution under section 131 and 132 or 134 of the
Criminal Code, R.S.C 1985, c. C-46 and also to civil liability for defamation.
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The Corporation of the Town of Tillsonburg
By-Law 4173 Procedural By-Law
(Last updated: Consolidated By-Law 2020-077: August 5, 2020
Consolidated By-Law 2020-030: March 20, 2020)
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For assistance or to request this document in an alternate format please
contact the Office of the Clerk at 519-688-3009 or clerks@tillsonburg.ca
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Contents
PART 1 – INTERPRETATION ........................................................................................ 6
1.1. Definitions .......................................................................................................... 6
1.2. Number and Gender .......................................................................................... 7
1.3. Headings ............................................................................................................ 7
1.4. Legislation .......................................................................................................... 7
1.5. General Meeting Procedure ............................................................................... 7
1.6. Short Title ........................................................................................................... 8
PART 2 – EFFECT .......................................................................................................... 8
PART 3 – ROLE OF COUNCIL AND MAYOR ................................................................ 8
3.1. Role of Council ..................................................................................................... 8
3.2. Role of Mayor ....................................................................................................... 8
3.3. Duty of Members .................................................................................................. 9
PART 4 – COUNCIL MEETINGS .................................................................................. 10
4.1. Meeting Place ..................................................................................................... 10
4.2. Inaugural Meeting of Council .............................................................................. 10
4.3. Regular Council Meetings ................................................................................... 10
4.4. Special Council Meetings ................................................................................... 11
4.5. Closed Council Meetings .................................................................................... 11
4.6. Meeting Agendas ................................................................................................ 12
4.7. Meeting Minutes ................................................................................................. 13
PART 5 – GENERAL MEETING PROCEDURES ......................................................... 13
5.1. Open Meetings ................................................................................................... 13
5.2. Quorum ............................................................................................................... 14
5.3. Electronic Participation ....................................................................................... 14
5.4. Presiding at Meeting ........................................................................................... 14
PART 6 – ORDER OF PROCEDURE FOR REGULAR AND SPECIAL COUNCIL
MEETINGS ................................................................................................................... 14
6.1. Order of Business ............................................................................................... 14
6.2. Opening Procedure ............................................................................................. 15
6.3. Adoption of Agenda ............................................................................................ 15
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6.4. Disclosure of Pecuniary Interest ......................................................................... 16
6.5. Public Meetings .................................................................................................. 16
6.6. Deputations/Delegations ..................................................................................... 17
6.7. Information Items/Correspondence ..................................................................... 18
6.8. Staff Reports or Requests for Staff Reports ....................................................... 19
6.9. Consideration of Committee Minutes and Recommendations ............................ 19
6.10. Motions/Notice of Motions ................................................................................ 19
6.11. By-laws ............................................................................................................. 19
6.12. Items of Public Interest ..................................................................................... 20
6.13. Confirm Proceedings By-law............................................................................. 20
6.14. Adjourn ............................................................................................................. 21
PART 7 – ORDER OF PROCEDURE FOR CLOSED COUNCIL MEETINGS .............. 21
7.1. Meeting Agenda for Closed Council Meetings .................................................... 21
7.2. Opening Procedure for Closed Council Meetings ............................................... 21
7.3. Disclosure of Pecuniary Interest at Closed Council Meetings ............................. 21
7.4. Procedures for Closed Council Meetings ............................................................ 22
PART 8 – RULES OF PROCEDURE FOR COUNCIL MEETINGS ............................... 22
8.1. Duties of the Presiding Officer ............................................................................ 22
8.2. Rules of Decorum ............................................................................................... 23
8.3. Rules Respecting the use of Electronic Devices by the Public ........................... 25
8.4. Rules of Procedure Respecting Motions ............................................................. 25
8.5. Rules of Procedure Respecting Reconsideration ............................................... 28
8.6. Voting on Motions ............................................................................................... 28
8.7. Rules of Debate .................................................................................................. 29
8.6. Point of Order ..................................................................................................... 31
8.7. Point of Personal Privilege .................................................................................. 32
8.8. Expulsion for Improper Conduct ......................................................................... 33
8.9. Suspension of the Rules ..................................................................................... 33
PART 9 – NOTICE ........................................................................................................ 34
9.1. Purpose .............................................................................................................. 34
9.2. Notice of Council Meetings ................................................................................. 34
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9.3. Notice of Proposed Municipal Action .................................................................. 34
9.4. Notice – General ................................................................................................. 35
PART 10 – PROCESS TO FILL A VACANT SEAT ON COUNCIL ............................... 35
10.1. Process to Fill a Vacant Seat on Council .......................................................... 35
PART 11 – PROCESS TO APPOINT AN ALTERNATE MEMBER ............................... 36
11.1. Upper-Tier Alternate Member ........................................................................... 36
PART 12 – PROCESS TO APPOINT A DEPUTY MAYOR ........................................... 38
12.1 Deputy Mayor Position ....................................................................................... 38
PART 13 - GENERAL PROVISIONS ............................................................................ 38
13.1. Conflict with other Acts ..................................................................................... 38
13.2. Severability ....................................................................................................... 38
13.3. Amendment ...................................................................................................... 38
13.4. Repeal .............................................................................................................. 39
13.5. Force and Effect ............................................................................................... 39
Addendum “A” ........................................................................................................... 40
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The Corporation of the Town of Tillsonburg By-law 4173
A By-Law to Provide Rules Governing the Calling, Place and Proceedings of Meetings of Council, Local Boards and Committees and the Conduct of its Members. WHEREAS Section 238 (2) of the Municipal Act, 2001, S.O. 2001. c. 25, as amended (the “Municipal Act”) requires that every municipality pass a procedure by-law for governing the calling, place and proceedings of meetings; NOW THEREFORE, the Council of The Corporation of the Town Tillsonburg hereby
enacts as follows:
PART 1 – INTERPRETATION
1.1. Definitions
Where a word is used in this By-law with its first letter capitalized, the term is being used
as it is defined in this section. Where a word appears in ordinary case, its regularly applied meaning in the English language is intended. (1) “Chief Administrative Officer” means the Chief Administrative Officer of the Town of Tillsonburg, as referred to in Section 229 of the Municipal Act.
(2) “Town Clerk” means the Municipal Town Clerk of the Town of Tillsonburg as appointed pursuant to Section 228 of the Municipal Act. (3) “Committee” means any standing, advisory or other committee, subcommittee or similar entity established by Council. (4) “Council” means the Municipal Council of the Town of Tillsonburg.
(5) “Electronic Participation” means that a member of council, a local board or committee of either of them, can participate electronically in a meeting which is open to the public to the extent and in the manner set out in the by-law. (6) “Electronic Device” means computers, cellular telephones, smartphones, personal digital assistants, smartwatches, tablets, voice recorders; cameras; two-
way radios or any other similar device; (7) “Local Board” means any board established by Council but does not include the Police Services Board. (8) “Mayor” means the Mayor of the Town of Tillsonburg. (9) “Meeting” means any regular, special or other meetings of council, of a local
board or of a committee of either of them, where a quorum is present and members discuss or otherwise deal with any matter in a way that materially advances the business or decision making of the council, local board or committee.
(10) “Member” means any member of Council, a Local Board or a Committee of the
Town of Tillsonburg. (11) “Newspaper” means a printed publication in sheet form, intended for general circulation in the Town of Tillsonburg, published regularly at intervals of no longer
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than one week, consisting in great part of news of current events of general interest.
(12) “Official” or “Staff” means any employee or officer employed by the Town of Tillsonburg and any person appointed, elected or an agent of the Town of Tillsonburg including a person presiding over a company's board of directors, a committee, a debate, or an administrative department. (13) “Presiding Officer” means the Mayor of the Town of Tillsonburg or in the
Mayor’s absence the Deputy Mayor or any member appointed to act as Chair for the meeting. (14) “Recorded Vote” means the recording by the Town Clerk in the minutes, the name and vote of every Member on any matter or question. (15) “Rules” means the rules of procedure and order as set out in this By-law.
(16) “Substantive Motion” means any motion, except a motion to: a. recess; b. postpone; c. refer; d. extend the meeting;
e. close debate; f. rise and report; g. change the order of business; h. adjourn; or i. any other procedural rule incidental to the proceedings of the meetings at
that time. (17) “Town” means The Corporation of the Town of Tillsonburg or its geographic boundaries as the situation requires.
1.2. Number and Gender
Wherever this By-law refers to a person or thing with reference to gender or the gender
neutral, the intention is to read the By-law with the gender applicable to the
circumstances. References to items in the plural include the singular, as applicable.
1.3. Headings
Headings are inserted for ease of reference only and are not to be used as
interpretation aids.
1.4. Legislation
Specific references to law in this By-law are printed in Italic font and are meant to refer
to the current laws applicable within the Province of Ontario as at the time the By-law
was enacted, as they are amended from time to time. In all cases, the reference
includes the statute, as amended from time to time, including successor legislation.
1.5. General Meeting Procedure
In any matter of procedure for which provision is not made in this By-law, the procedure
to be followed shall be, as near as may be applied to the procedure followed in Robert’s
Rules of Order, 11th Edition.
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1.6. Short Title
This By-law may be referred to as the “Procedural By-law”.
PART 2 – EFFECT
2.1. Except as otherwise provided in this By-law, the provisions of this By-law shall be observed in all Meetings of Council and by its Members, and shall constitute the rules for the order and dispatch of business by Council and its Members.
PART 3 – ROLE OF COUNCIL AND MAYOR
3.1. Role of Council
(1) It is the role of Council to: a. represent the public and to consider the well-being and interests of the
Town;
b. develop and evaluate the policies and programs of the Town; c. determine which services the Town shall provide; d. ensure that administrative policies, practices and procedures and controllership policies, practices and procedures are in place to implement
the decisions of Council; e. ensure accountability and transparency of the operations of the Town, including the activities of senior management of the Town; f. maintain the financial integrity of the Town; and g. carry out the duties of Council as set out in the Municipal Act, and any
other Act.
3.2. Role of Mayor
(1) It is the role of the Mayor to: a. act as chief executive officer of the Town; b. preside over Council meetings so that its business can be carried
out efficiently and effectively;
c. provide leadership to Council; d. without limiting clause (c), provide information and recommendations to Council with respect to the role of Council described in the Municipal Act, clauses 224 (d) and (d.1);
e. represent the Town at official functions; f. carry out the duties of the Mayor under this By-law, the Municipal Act and any other Act; and g. represent the Town at County of Oxford Council meetings. Council may appoint one of its members as an alternate member of the upper-tier
council, to act in place of the Mayor who is a member of the council of the
local municipality and its upper-tier municipality, when the Mayor is unable to attend a meeting of the upper-tier council for any reason. (2) As chief executive officer, the Mayor shall:
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a. uphold and promote the purposes of the Town; b. promote public involvement in the Town’s activities;
c. act as representative of the Town both within and outside the Town, and promote the Town locally, nationally and internationally; and d. participate in and foster activities that enhance the economic, social and environmental well-being of the Town and its residents.
(3) The Mayor may assign or delegate any of the duties of the Mayor to the Deputy Mayor, if elected or any Councillor from time to time, according to such terms and conditions as the Mayor may define, and the Councillor shall carry out such duties with care and diligence.
3.3. Duty of Members
(1) It shall be the duty of Members to: a. attend all Council Meetings; b. prepare for meetings, including reviewing meeting agendas and background information prior to the meeting to allow for discussion and determination of action at the meeting. Members are encouraged to make
inquiries of staff regarding the materials supplied in advance of the meeting; c. speak to only the subject under debate; d. vote on all motions before Council unless prohibited from voting by law; e. observe the Rules at all meetings;
f. speak through the Presiding Officer at all meetings; g. support Council and not criticize any decision of the Council except for the purpose of moving that the question be reconsidered or repealed; h. attend all meetings of committees and local boards to which the Member has been appointed by Council;
i. carry out the duties set out in the Municipal Act and all other applicable Acts; j. act in accordance with their Declaration of Office; k. shall not direct or interfere with the performance of any work for the municipality; and
l. adhere to the Council Code of Conduct at all times. (2) No Member shall divulge to any person any information that pertains to any aspect of any discussion or direction of Council that was given or provided at a closed Meeting of Council.
(3) Should any Councillor be unable to perform any of their duties for an extended period of time, the Councillor shall advise the Mayor forthwith, and in the case of the Mayor being unable to perform any of his/her duties for an extended period of time, the Mayor shall advise Council.
(4) Members shall abide by the Code of Conduct, By-Law 3979, or current version thereof, at all times.
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PART 4 – COUNCIL MEETINGS
4.1. Meeting Place
(1) Council Meetings shall be held in the Council Chambers adopted and used by the Council from time to time for such purpose or any other locations identified by Council. Despite the foregoing, the Mayor may authorize a special Council Meeting to be held at a location other than the Council
Chambers currently adopted. (2) Where the Council Chambers currently adopted are not available for a meeting due to an unforeseen circumstance or due to renovation or similar impediment, the Mayor shall designate another location that is accessible to
the public for purposes of holding Council Meetings.
4.2. Inaugural Meeting of Council
(1) The Inaugural Meeting of Council shall be held commencing at 6:00 p.m. on the first Monday in December of an election year unless such Monday is not practicable, in which case the Inaugural Meeting shall be held at a time and
date set by the Town Clerk in consultation with the incoming Council but not later than the second Monday in December. (2) With respect to the 2018 regular election, the term of office shall begin on December 1, 2018 and end on November 14, 2022. For subsequent terms of
office, the Inaugural Meeting of Council shall be held on the first Monday following the commencement of the term at 6:00 p.m. unless such a day is not practicable, in which case the Inaugural Meeting shall be held at a time and date set by the Town Clerk in consultation with the incoming Council.
(3) At the Inaugural Meeting, Members shall take the Declaration of Office.
4.3. Regular Council Meetings
(1) Regular Council Meetings shall be held on the 2nd and the 4th Mondays of each month, except in the month of July, August and December or as otherwise set by Council from time to time.
(2) Regular Council Meetings shall commence at 6:00 p.m. except as otherwise set by Council from time to time. (3) A member of Council shall not be permitted to participate electronically in a
meeting
(4) Where a conflict between the scheduled date or time of a Regular Council Meeting and another event of significance arises, the Town Clerk in consultation with the Mayor may cancel the Council Meeting or reschedule
the meeting to a different date or time of commencement provided that
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adequate notice of the change is posted pursuant to the notice of meeting provisions.
4.4. Special Council Meetings
(1) Special Council Meetings may be held from time to time and may be initiated by: a. the Mayor; b. a petition or a vote of the majority of the Council Members; or
c. the Town Clerk, in consultation with the Chief Administrative Officer.
(2) The date, time, and location of a Special Council Meeting shall be set by the Town Clerk in consultation with the Mayor or by petition or vote of the majority of the Members.
(3) No business except the business dealing directly with the items listed on the meeting agenda shall be transacted at a Special Council Meeting.
4.5. Closed Council Meetings
(1) A Closed Council Meeting is a meeting of Council from which members of the
public shall be excluded, and shall be held in accordance with the provisions
of this By-law and the Municipal Act. (2) A member of Council shall not be permitted to participate electronically in a meeting which is closed to the public.
(3) Closed Council Meetings may be initiated by: a. the Mayor; b. petition or vote of the majority of the Members; or c. the Town Clerk, in consultation with the Chief Administrative Officer.
(4) The date, time, and location of a Closed Council Meeting shall be set by the Town Clerk in consultation with the Mayor or by petition or vote of the majority of the Members.
(5) Prior to holding a Closed Meeting, Council shall state by way of resolution the
fact that a closed meeting will be held and the general nature of the matter to be considered at the closed meeting.
(6) A Closed Council Meeting may be held if the subject matter being considered relates to:
a. the security of the property of the Town; b. personal matters about an identifiable individual, including Town employees; c. a proposed or pending acquisition or disposition of land by the Town; d. labour relations or employee negotiations; e. litigation or potential litigation, including matters before administrative
tribunals, affecting the Town;
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f. advice that is subject to solicitor-client privilege, including communications necessary for that purpose;
g. a matter in respect of which Council may hold a closed meeting under another Act; h. consideration of a request under the Municipal Freedom of Information and Protection of Privacy Act. This applies if the council, board, commission or other body is the head of an institution for the purposes of that Act;
i. an ongoing investigation respecting the municipality, a local board or a municipally-controlled corporation by the Ombudsman appointed under the Ombudsman Act; j. information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them;
k. a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization;
l. a trade secret or scientific, technical, commercial or financial information that belongs to the municipality or local board and has monetary value or potential monetary value; or m. a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality
or local board; or n. education or training of the Members, and at the meeting no Member discusses or otherwise deals with any matter in a way that materially advances the business or decision-making of the Council, local board or committee;
(7) No matter except the matters so identified in the motion authorizing the Closed Council Meeting shall be transacted at that meeting. (8) No decisions shall be made in closed Council Meetings.
(9) Council may provide staff direction.
4.6. Meeting Agendas
(1) The Town Clerk shall make available to each Member a meeting agenda for each Council Meeting. An electronic copy of the agenda shall be sent by the
Town Clerk, or designate, to each Member of Council: a. in the case of Regular Council Meeting, no less than 4 days before the date appointed for the holding of such meeting; and b. in the case of Special and Closed Council Meetings, no less than 48 hours before the hour appointed for the holding of such meeting.
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(2) In preparing a meeting agenda, the Town Clerk shall consult with the Mayor and the Chief Administrative Officer, and shall reflect the direction of the
Mayor and the Chief Administrative Officer in finalizing the meeting agenda. (3) At the direction of the Mayor, the Town Clerk may provide a meeting agenda for a Special Council Meeting or a Closed Council Meeting at the meeting where time constraints do not allow the meeting agenda to be provided to the
Members at least 48 hours before the hour appointed for the holding of such meeting.
(4) As soon as possible after a meeting agenda has been provided to Members, with the exception of agendas for Closed Council Meetings, the Town Clerk
shall make the meeting agenda available to the public, and shall: a. maintain copies of the meeting agenda in the Town Clerk’s office for use by the public; b. post the meeting agenda on the Town’s website; and c. ensure that the meeting agenda is available to any of the local news
media or members of the public who have requested a copy of the same.
4.7. Meeting Minutes
(1) The Town Clerk shall prepare and maintain minutes of all Council Meetings, to include: a. the date, time and place of the Council Meeting;
b. the names of Presiding Officer or Officers and record of attendance of the
Members; c. the names of the staff members and consultants present at any meeting; d. the names of members of the public who spoke or presented at a statutory public meeting as required by any Act and the names of
members of the public who spoke or appeared as Delegations or in Open
Forum, if applicable; e. the reading, if requested, correction and adoption of the minutes of prior Council Meetings; and f. without note or comment, all resolutions, decisions and other proceedings
of the Council Meeting, whether the Meeting is closed to the public or not.
(2) The Town Clerk shall maintain a record of all minutes of Council Meetings in the Town Clerk’s office and upon approval of the same by Council which, with the exception of minutes of Closed Council Meetings, shall be available for
public viewing and shall be posted on the Town’s website.
PART 5 – GENERAL MEETING PROCEDURES
5.1. Open Meetings
Except as authorized under any Act, all Council Meetings shall be open to the public.
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5.2. Quorum
(1) A majority of the whole number of the Members required to constitute Council is
necessary to form a quorum, except as may otherwise be authorized pursuant to
the provisions of the Municipal Conflict of Interest Act.
(2) If no quorum is present within fifteen (15) minutes after the time appointed for a Council Meeting, the Town Clerk shall record the names of the Members present and the meeting shall stand adjourned.
5.3. Electronic Participation
(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.
5.4. Presiding at Meeting
(1) Except as otherwise provided in this By-law, the Mayor shall preside at all Council Meetings. (2) In the case of the absence of the Mayor, or if he is absent through illness, or he
refuses to act or his office is vacant, or declares a conflict of interest (any of the foregoing hereinafter referred to as "absent"), the Deputy Mayor shall act in the place and stead of the Mayor, save that should the Mayor and the Deputy Mayor be absent, then in alphabetical order by surname, a Member of Council shall assume the position of Presiding Officer.
(3) The Deputy Mayor or any Council Member acting in the place and stead of the Mayor shall have all the rights, powers and privileges of the Presiding Officer.
PART 6 – ORDER OF PROCEDURE FOR REGULAR AND SPECIAL
COUNCIL MEETINGS
6.1. Order of Business
(1) The Town Clerk shall cause to be prepared for Regular and Special Council
Meetings a meeting agenda that conforms to the following order of business:
1. Call to Order 2. Closed session (if necessary) Motion to go into closed
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3. Adoption of Agenda 4. Moment of Silence (if necessary)
5. Disclosure of Pecuniary Interest and the General Nature Thereof 6. Adoption of Minutes of Previous Meeting 7. Public Meetings 8. Planning Applications 9. Presentations
10. Delegations 11. Deputation(s) on Committee Reports 12. Information Items 13. Staff Reports 14. New Business
15. Consideration of Committee Minutes 16. Motions/Notice of Motions 17. Resolutions/Resolutions Resulting from Closed Session 18. By-laws 19. Confirm Proceedings By-law
20. Items of Public Interest 21. Adjourn (2) Council may, at any point within a Council Meeting, adopt a motion to go into closed session to consider matters in accordance with the provisions of Part
4.5(6) of this By-law. (3) Council shall dispense with the business of Council in the order by which it is presented in the meeting agenda, except Council may, by consent, change the order of business.
(4) For Special Council Meetings, the Town Clerk may dispense with any one or more agenda items 2 and 6 through 17 inclusive as set out in Part 6.1(1) of this By-law.
6.2. Opening Procedure
(1) As soon after the appointed time of the Council Meeting as there shall be a quorum present, the Mayor or such other Presiding Officer appointed as set out in Part 5.4 of this By-law shall take the Chair and call the Members to order.
6.3. Adoption of Agenda
(1) Where an item is not on the agenda but due to its urgent nature requires Council
consideration at the Council Meeting, Council may add the item to the agenda by
resolution. (2) Items added to the agenda by resolution shall be placed under New Business for consideration.
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6.4. Disclosure of Pecuniary Interest
(1) Where a Member has a pecuniary interest pertaining to any item listed on a
meeting agenda, the Member shall so disclose the pecuniary interest and the general nature thereof, in writing, and the Town Clerk shall record the declaration in the minutes. A member is prohibited from partaking in the discussion of or vote on any question of the matter or attempt in any way before, during or after the meeting to influence the voting on any such question. The exception to this
rule applies if the matter under consideration at a meeting or a part of a meeting is to consider whether to suspend the remuneration paid to the member. In this case, the member may take part in the discussion of the matter, including making submissions to council or the local board as the case may be and may attempt to influence the voting on any question in respect of the matter, whether before,
during or after the meeting however a member is not permitted to vote on any question in respect of the matter. (2) Members shall disclose any pecuniary interest and the general nature thereof with respect to any item discussed at a Closed Council Meeting or at a previous
Council Meeting at which the Member was absent, and shall provide such declaration in writing to the Town Clerk, and the Town Clerk shall record the declaration in the minutes. (3) During a Council Meeting, should a matter be raised that is not listed on the
meeting agenda for which a Member has a pecuniary interest, the Member shall so declare such interest and the general nature thereof at that time, and the Town Clerk shall record the declaration in the minutes.
(4) A member is required to file a written statement with the Town Clerk after the
member discloses a pecuniary interest. Addendum “A”. The statement shall
include the item(s) on the Agenda to which a pecuniary interest applies; the reason(s) for the pecuniary interest; the date & time; and signature of the member.
(5) The Town Clerk shall maintain a public registry of the pecuniary interests
declared and file the written statements received in accordance with the Town’s record’s management policy. A copy of the registry shall be made available for public inspection on the Town website and through the Town Clerk’s Office.
6.5. Public Meetings
(1) Where Council is required by law to hold a public meeting, or otherwise has
resolved to hold a public meeting, such a meeting may be conducted at a Regular or Special Council Meeting. (2) The Town Clerk shall ensure that public meetings are incorporated in the meeting agenda as appropriate to address any requirements of law as may
apply.
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(3) During a public meeting, any person wishing to address Council may come forward when prompted by the Presiding Officer, and such person shall address
Council according to the same rules as apply to Delegations appearing before Council under this By-law, except that: a. prior notice of one’s desire to speak shall not be required; and b. a motion need not be considered by Council following each presentation.
6.6. Deputations/Delegations
(1) Persons desiring to present information verbally on matters of fact shall make a
request in writing to the Town Clerk no later than 4:30 p.m. on the Wednesday preceding the date of the next Regular Council Meeting. A Delegation Request Form is available on the Town’s website for submission to the Town Clerk. The request shall include a brief with sufficient details to reveal the nature of
presentation and decision or action being requested of Council. (2) Persons wishing to appear as a Deputation and who are not listed on the agenda may submit a written request, including the item on the agenda they wish to speak to, to the Town Clerk no later than 12:00 p.m. on the day of the Council
Meeting. The Town Clerk shall add the name to the Council Deputation Register which shall be circulated to Council prior to the commencement of the meeting. (3) Persons appearing as a Deputation shall be limited to a maximum of fifteen (15) minutes speaking time which shall include questions from Council. Council shall
not debate requests from Delegations until staff information has been provided at a subsequent meeting. (4) Any person or deputation wishing to show an electronic presentation for Council at a public meeting shall be required to furnish same to the Town Clerk by no
later than 2:00 p.m. on the Friday prior to the Council meeting. (5) Council may refuse to hear Delegations when, in the opinion of the Council, the subject of the presentation is beyond the jurisdiction of the Town of Tillsonburg, the subject matter or content of the presentation is deemed frivolous, vexatious,
offensive, threatening in nature or relates to litigation or potential litigation. No person will be permitted to address Council with respect to labour/management disputes, nor will a brief respecting such disputes be listed on a Council agenda, although a written submission by any person with respect to labour negotiations or labour management disputes may be distributed to the Members for
information purposes. (6) Persons expressing different points of view on any matter shall be permitted but in order to avoid repetition, Council may decline to hear a repetition of a point of view already expressed.
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(7) No person shall be allowed to appear before Council a second or subsequent time to address the same subject matter unless; the person is providing new
information. (8) No person or delegation shall be permitted to address Council with respect to a subject matter that Council, in accordance with subsections 239 (2), (3) and (3.1) of the Municipal Act determines should be considered in a Council meeting that
is closed to the public. (9) During or following a Deputation, Members may ask specific questions relating to the presentation for the purpose of clarification without statement or comment. Members shall not engage in debate with delegates.
(10) Following a Deputation, Council shall adopt a motion: a. to receive the Deputation as information; b. to refer the information received to another item listed on the meeting agenda;
c. to refer the information received to a Committee, Local Board or Town staff for a report; or d. to refer the information received to New Business for consideration.
6.7. Information Items/Correspondence
(1) Items of correspondence or other forms of written communication intended to be
presented to Council on the meeting agenda, including petitions: a. shall be legibly written or printed; b. shall not contain any obscene or improper language; and c. shall contain the signature of at least one person.
(2) To be eligible to appear on a meeting agenda, items of correspondence shall be received by the Town Clerk no later than 4:30 p.m. on the Tuesday preceding the date of the next Regular Council Meeting. Notwithstanding the foregoing, items of correspondence received after this time may be added to the meeting agenda by addendum where such item of correspondence is germane to a matter of
business that is on the Meeting agenda or is of a time-sensitive nature. (3) Upon consideration of any item of correspondence, Council may adopt a motion to: a. receive the item of correspondence as information;
b. refer the item of correspondence to another item listed on the meeting agenda; c. refer the item of correspondence to a Committee, Local Board or Town staff for a report; or d. may consider a substantive(applicable) motion with respect to the same.
(4) The meeting agenda shall include under the Correspondence for Information items, matters that are principally for the information of Council and that do not by necessity require action or response from Council. Council may receive
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information items by one motion, but prior to consideration of such motion, Members may request that specific items be removed from consideration under
such motion and Council shall consider such items individually. (5) Items of correspondence shall be directed to Council and added to an agenda by Town Staff as requested by individual Councillors.
6.8. Staff Reports or Requests for Staff Reports
Any Member may request Staff to prepare a report pertaining to any issue. Council by
resolution shall direct staff as requested and shall provide direction as to when the report is required to be presented.
6.9. Consideration of Committee Minutes and Recommendations
The Town Clerk shall ensure that minutes of all Local Boards and Committees are
placed on a Regular Council Meeting agenda as soon as practicable. Council shall
receive the minutes by resolution. All recommendations contained within those minutes requiring Council action will be presented by the Committee Chair or his/her designate under Delegations on Committee Reports and/or by way of a Staff report.
6.10. Motions/Notice of Motions
(1) The Town Clerk shall ensure that proposed motions, for which Notice of Motion
has been given, are included in full in the meeting agenda.
(2) Any Member may provide notice of his/her intent to introduce a motion for the
consideration of Council at the next Regular Council Meeting by:
a. filing with the Town Clerk in writing, no later than 4:30 p.m. on the Tuesday
preceding the date of a Regular Council Meeting, a motion that the Member
intends to put forward for consideration at the Council Meeting, and such
motion shall be included in full on the meeting agenda; or
b. giving notice to Council during Notice of Motions that the Member intends at
the next Regular Council Meeting to introduce a motion with respect to a
matter so declared.
(3) Any motion may be introduced without providing notice of motion if Council dispenses with notice by a two-thirds vote.
6.11. By-laws
(1) Under By-laws, the meeting agenda shall list all proposed by-laws to be placed before Council for consideration. (2) No By-laws except a by-law to confirm the proceedings of council shall be
presented to Council unless the subject matter thereof has been previously
considered and recommended to Council, unless such by-law is of an administrative nature and/or authorized by the Chief Administrative Officer or designate.
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(3) All proposed by-laws shall be in typewritten form, numbered, and shall contain no
blanks except as may be required to conform to accepted procedure or to comply with the provisions of any Act. (4) The procedure for consideration and enactment of by-laws shall be as follows: a. every proposed by-law listed on the agenda shall be considered by Council
for enactment by one main motion, unless a by-law is to be received for first and second reading only, in which case such a by-law will be considered separately. Additionally, any Member may request that a proposed by-law be considered separately from other by-laws under consideration, and without debate or right of appeal. The Presiding Officer shall remove the proposed by-
law from the motion to enable the said by-law to be considered for enactment separately; b. following voting on the main motion, Members may discuss any by-law removed from the main motion and Council may entertain motions to amend any provision of any proposed by-law, and where a motion is adopted to
amend a by-law that was removed from the main motion, the proposed by- law shall be amended accordingly before being placed before Council for enactment; and c. In accordance with Town policy, a by-law may be given three readings, unless two readings are required to accommodate notice provisions and returned for
third and final reading at an upcoming meeting of council.
6.12. Items of Public Interest
(1) Under Items of Public Interest, Members may verbally introduce information respecting special events, meetings, notices, or declarations that are considered to be of general interest to the community.
(2) Any person or organization wishing to have the Mayor or any Member make an announcement respecting a special event, meeting, notice, declaration or proclamation shall forward such request to the office of the Mayor no later than 4:30 p.m. on the Tuesday preceding the date of the next Regular Council
Meeting, and such request shall: a. be legibly written or printed; b. clearly specify the nature of the requested announcement; and c. contain the signature of at least one person who is making the request; but the Mayor shall be under no obligation to make any announcement so
requested. (3) No business or new business shall be considered by Council during Items of Public Interest.
6.13. Confirm Proceedings By-law
Council shall adopt a by-law to confirm the proceedings respecting the actions taken by
Council with respect to each report, motion, resolution or other action taken by Council
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at a Council Meeting, and such by-law may be enacted by one motion that is not amendable or debatable.
6.14. Adjourn
Council Meetings shall adjourn no later than the hour of 10:30 p.m. If in session at that time, a two-thirds vote of the Members present shall be required in order for the meeting to continue past the hour of 10:30 p.m.
PART 7 – ORDER OF PROCEDURE FOR CLOSED COUNCIL
MEETINGS
7.1. Meeting Agenda for Closed Council Meetings
(1) The Town Clerk shall prepare for the use of the Members at Closed Council
Meetings an agenda that conforms to the following order of business: 1. Call to Order 2. Disclosure of Pecuniary Interest and the General Nature Thereof 3. Approval of Closed Minutes of previous meeting (if necessary) 4. Items for Consideration
5. Adjournment (2) Where Council elects to go into a closed session in the midst of a Regular or Special Council Meeting, the Call to Order is not necessary and the Adjournment will be a motion to return to Regular Session. The motion will include the time at
which the Closed session adjourned.
7.2. Opening Procedure for Closed Council Meetings
(1) As soon after the appointed time of the Meeting as there shall be a quorum present, the Mayor or such other Presiding Officer appointed as set out in Part 5.4 of this By-law shall take the Chair and:
a. call the Members to Order; and b. request that Council consider a motion to go into closed session. (2) The opening procedure shall be conducted in open session.
(3) Prior to going into closed session, Council shall adopt a resolution stating the fact of holding a closed meeting and setting out the general nature of the matter or matters to be considered at the closed meeting.
7.3. Disclosure of Pecuniary Interest at Closed Council Meetings
(1) Any Member, prior to any consideration of any matter at a Closed Council
Meeting, shall disclose any pecuniary interest and the general nature thereof with
respect to any item on the meeting agenda, and shall provide such declaration, in writing, to the Town Clerk, and the Town Clerk shall record the declaration in the minutes.
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(2) Any Member shall disclose any pecuniary interest and the general nature thereof with respect to any item discussed at a previous Closed Council Meeting at
which the Member was absent, and shall provide such declaration to the Town Clerk, and the Town Clerk shall record the declaration in the minutes. (3) Any Member declaring a pecuniary interest in any matter under consideration in a Closed Council Meeting shall leave the meeting room during the time Council
considers the matter. The exception to this rule applies if the matter under consideration at a meeting or a part of a meeting is to consider whether to suspend the remuneration paid to the member. In this case, the member may attend the meeting or part of the meeting during which the matter is under consideration.
7.4. Procedures for Closed Council Meetings
(1) The Rules governing the procedure of Council and the conduct of Members shall be observed in Closed Meetings, with the necessary modifications. (2) No matter shall be discussed at a Closed Council Meeting that is not consistent
with the motion to go into closed session adopted during the opening procedure. (3) If a matter arises in a Closed Meeting that a Member feels is not appropriate to consider in closed session, the Member shall be provided the opportunity to explain his/her reasons and to persuade Council to have the matter discussed in
an open Council Meeting.
Where, following such endeavour the majority of Council believes the matter is to be considered in closed session, the Member may withdraw from the meeting room during consideration of the matter, and the Town Clerk shall so note in the
minutes.
PART 8 – RULES OF PROCEDURE FOR COUNCIL MEETINGS
8.1. Duties of the Presiding Officer
(1) It shall be the duty of the Presiding Officer to:
a. open the meeting by taking the Chair and calling the Members to order;
b. announce the business before Council in the order in which it is to be acted upon; c. allow debate on all matters prior to the motion being placed on the floor; d. receive and submit, in the proper manner, all motions presented by the
Members;
e. put to a vote all questions which are duly moved, or arise in the course of proceedings, and to announce the result; f. decline to put to a vote all questions that infringe upon the Rules; g. restrain the Members, within the Rules, when engaged in debate;
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h. enforce on all occasions the observance of order and decorum among the Members;
i. order any Member persisting in breach of the Rules to vacate the meeting place in accordance with the Rules; j. may expel any person present at a meeting who speaks or makes a noise or behaves in a disorderly or improper manner or otherwise disturbs or interrupts the proceedings of the meeting;authenticate, by signature when necessary,
all by-laws and resolutions; k. inform Council, when necessary or when referred to for that purpose, of a ruling on a point of order, a point of personal privilege, or of a breach of the assembly’s privileges; l. represent and support Council declaring it’s will, and implicitly obeying its
decisions in all things; m. ensure that the decisions of Council are in conformity with the laws and by- laws governing the activities of Council; n. recess the meeting where necessary in accordance with the Rules; o. call for adjournment of the meeting when the business is concluded; and
p. adjourn the meeting without question in the case of a grave disorder.
8.2. Rules of Decorum
(1) No Member shall: a. speak disrespectfully of the Reigning Sovereign, or of any member of the Royal Family, or of the Governor-General, the Lieutenant-Governor of any
Province, or any Member of the Senate, the House of Commons of Canada or the Legislative Assembly of the Province of Ontario; b. use offensive words or un-parliamentary language in or against any Member or staff, or to speak disrespectfully of any Member or staff; c. engage in a private conversation during the Council Meeting which disrupts
the proceedings of council; d. speak on any subject other than the subject in debate; e. criticize any decision of the Council except for the purpose of moving that the question be reconsidered; f. disobey the Rules;
g. disobey the rulings of the Presiding Officer or of the Council on questions respecting the interpretation or application of the Rules except for the purpose of appealing the decision in accordance with the Rules. (2) No Member shall speak until recognized by the Presiding Officer. All Members
shall speak directly into their microphone to ensure all those in attendance can hear the Member’s comments. (3) No person except Members and Officials shall be allowed to come within the horseshoe during a Council Meeting without permission of the Presiding Officer
or the Council upon reference. (4) No person, other than a Member or an Official, shall, before or during a Council Meeting, place on the desks of Members or otherwise distribute any material
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whatsoever unless such person is so acting with the approval of the Mayor or the Presiding Officer as applicable.
(5) When the Presiding Officer is putting a question to a vote, no Member shall leave or make a disturbance. (6) If any Member of the Council desires to leave a Council Meeting prior to the
adjournment thereof and not return, the Member shall so advise the Presiding Officer and the Member’s departure and the time thereof shall be recorded in the minutes. (7) Should Council not maintain a quorum due to the departure of one or more
Members prior to the adjournment of a Council Meeting, the Town Clerk shall declare the Meeting adjourned. (8) Where any person not being a Member or an Official desires to address Council, other than as a Deputation listed on the meeting agenda, the person shall be
permitted to do so only with leave of a majority of the Members present, but such approval shall not be required where a person has a statutory right to be heard by Council or Council is holding a public meeting for the purpose of receiving comments from the public.
(9) Once Council has dispensed with an item by vote, the same matter may not be reopened for further discussion or consideration, except in accordance with rules of procedure respecting reconsideration as set out in Part 8.4 of this By-law. (10) The Presiding Officer may declare a recess at any point during a Council
Meeting with the consensus of Council without the necessity of a motion, to enable any unusual circumstance or condition that has arisen to be addressed. (11) No member shall use an electronic device as a recording device during any Meeting.
(12) No member shall use an electronic device to broadcast or otherwise publish or post audio, video or photographs of any Meeting. (13) Members of council and Town employees, shall turn off or place on non-
inaudible mode all electronic devices during a Meeting. On call/on duty medical or emergency services personnel (Council or employees) are exempt from these requirements. Such personnel shall advise the Chair, and place their electronic devices on the audible setting in order to be notified and upon notification, will leave the room to respond.
(14) Members shall not use electronic communication devices to review or access information regarding matters not under consideration before Council during a meeting.
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(15) Members shall refrain from sending or receiving text messages, emails or other
electronic messaging of a personal nature or concerning any matter pending before Council during a Meeting with the exception of urgent/emergency family or business communications.
8.3. Rules Respecting the use of Electronic Devices by the Public
(1) Members of the public shall turn off or place on vibrate all electronic devices
when in attendance in Council Chambers during the entire meeting.
(2) Members of the public are required to exit Council Chambers if they wish to make or receive a telephone call.
(3) The Town of Tillsonburg reserves the right to tape, televise or otherwise
electronically record any open meeting of Council with permission of the Presiding Officer and in a manner as to not interfere with the proceedings of the meeting.
8.4. Rules of Procedure Respecting Motions
(1) Motions, to be considered, shall be clearly stated and shall not contain disjointed
thoughts or directions that in the opinion of the Presiding Officer are excessively difficult to interpret. (2) Where the Presiding Officer believes a motion is complex, or not clearly stated,
or contains disjointed thoughts or directions, the Presiding Officer may:
a. require the Member to put forward the motion in written form; and/or b. rule that such motion is out of order due to its uncertainty and not place the question before Council for consideration.
(3) The Presiding Officer shall not permit debate on a motion or put a motion to vote
until the motion is formally seconded. (4) When a motion is presented in writing, it shall be read by the Mover or the Presiding Officer, before debate.
(5) A motion that has been duly seconded may be withdrawn subject to the following provisions: a. A motion can only be withdrawn by the mover with the consent of Council. b. Withdrawal of a motion shall be in order at any time during debate.
c. If no Member objects to the withdrawal of the motion, the motion shall be
considered withdrawn. d. If a Member objects to the withdrawal of a motion, a withdrawal motion shall be entertained, and if such motion receives a seconder, it shall be decided prior to consideration of any other motion.
e. If a motion is withdrawn the effect is the same as if it had never been made.
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(6) A motion containing two or more distinct proposals may be divided by leave of Council, and Council shall consider each part separately.
(7) A main motion properly before the Council shall receive disposition before any other motion can be considered, except in respect of matters listed below and according to the listed priorities, namely: a. to recess;
b. to adjourn; c. to postpone the motion under consideration to a definite date; d. to postpone the motion under consideration indefinitely; e. to refer the motion under consideration to a Committee or staff for a report; f. to amend the motion under consideration; and
g. to close debate (to end debate on the motion under consideration). (8) A motion to recess: a. is permissible when there is business before Council for consideration; b. shall specify the length of time of the recess;
c. is not debatable except with regard to the length of the recess; and d. shall be amendable with respect to the length of the recess. (9) A motion to adjourn: a. is not amendable;
b. is not debatable; c. is not in order when a Member is speaking or during a vote; and d. when resolved in the negative, cannot be made again until the Presiding Officer has deemed sufficient business has been conducted by Council in the intervening time.
(10) A motion to postpone: a. may or may not state a definite time or date as to when the matter shall be further considered; b. shall apply to the main motion and to any motions to amend the main motion
that are pending; c. is not debatable except as to date or time; and d. shall not be amendable except as to date or time. Where a motion to postpone is adopted without a definite time or date as to when the
matter shall be further considered, Council shall not consider the matter until such time as Council, by resolution, brings back the matter for consideration. (11) A motion to refer: a. shall be open to debate;
b. may be amended; c. shall include the terms of referral including the time or conditions under which the matter is to be returned to Council for consideration; and d. may include the reasons for the referral.
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(12) A motion to amend:
a. shall be relevant to the main motion; b. shall not be directly contrary to or propose a direct negative to the main motion; c. shall be debatable; and d. shall not itself be amended more than once; and
e. motions to amend shall be put to a vote in reverse order from which motions to amend are put forward, and should the motion to amend be carried, the main motion shall then be considered by Council as amended. Notwithstanding the foregoing, a motion to amend shall not be required where the
mover and seconder of the main motion agree to re-word the main motion to accommodate a proposed amendment and no Member of Council objects. (13) A motion to close debate: a. is not permissible until every Member present has had the opportunity to
speak to the question at least once; b. is not amendable; c. is not debatable; and d. requires a two-thirds vote of the Members present; and e. upon adoption, the Presiding Officer shall forthwith put the main motion and
all amendments thereto to a vote. (14) A motion to suspend the rules: a. is permissible; b. is not debatable;
c. is not amendable; d. shall include a statement as to the purpose of the suspension; e. requires a two-thirds vote of the Members present; and f. is not permissible with regard to any statutory requirements that apply to the proceedings of Council.
(15) A motion to change the order of business as presented in the meeting agenda shall not be amendable or debatable. (16) Dilatory motion, which shall include:
a. any motion made subsequent to a motion that was defeated that is substantially the same as the defeated motion where, in the opinion of the Presiding Officer, the motion is made for the purpose of delay or to frustrate Council; and b. any motion made that is absurd or frivolous, or that cannot be effected; shall
not be entertained by the Presiding Officer.
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(17) Any Member who wishes to introduce a motion that is contrary to a motion that has been adopted by Council shall employ the reconsideration procedures as set
out in Part 8.4 of this By-law.
8.5. Rules of Procedure Respecting Reconsideration
(1) A motion to reconsider is in order at any time, even when another Member has the floor, or while Council is voting on the motion to adjourn.
(2) A motion to reconsider can be made at the Meeting in which the vote on the
original motion to be reconsidered was taken, or at a subsequent Regular Council Meeting. It must be made by a Member who voted with the prevailing side. Any Member may second the motion to reconsider the vote.
(3) The effect of making this motion is to suspend all action the original motion would have required until the reconsideration. (4) If the motion to reconsider is defeated it cannot be repeated except by general consent. No question can be twice reconsidered unless it was
materially amended after its first reconsideration. A reconsideration requires only a majority vote, regardless of the vote necessary to adopt the motion reconsidered. (5) If the motion to reconsider is adopted, the next order of business is the
original motion that is to be reconsidered.
8.6. Voting on Motions
(1) No vote shall be taken in a Council Meeting by ballot or by any other method of secret voting, unless authorized under the Municipal Act.
(2) Every member who is present in the Council Chambers when a question is
put shall vote, unless prohibited from voting by the provisions of the Municipal Conflict of Interest Act.
(3) Immediately preceding the taking of the vote on a motion, the Presiding
Officer may read the motion or request the Town Clerk to read the motion in
the form introduced and shall do so if required by a Member, and the motion shall be stated in the form in which it will be recorded in the minutes. (4) After a motion is put to a vote by the Presiding Officer, no Member shall
speak to the question nor shall any other motion be made until after the vote
is taken and the result has been declared. (5) A separate vote shall be taken upon each proposal contained in a motion that has been divided with leave of the Council.
(6) The manner of determining the decision of Council on a motion shall be by show of hands, and the Presiding Officer shall determine the adequacy of the
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show of hands, and upon being satisfied with the adequacy of the show of hands, the Presiding Officer shall declare the results of the vote by stating
that the motion is carried or that the motion is defeated, as appropriate.
The Presiding Officer may consider a motion to be carried where the Presiding Officer is of the opinion that the motion has the general support and consensus of Council, subject to the right of any Member to request a show of hands, which
must be complied with by the Presiding Officer. (7) Where a Member elects not to vote, the action shall be considered to be a negative vote to the motion.
(8) Any motion on which there is a tie vote shall be deemed to be defeated and nothing in the Rules shall apply to prevent the Presiding Officer from voting to create a tie. (9) If any Member disagrees with the declaration of the Presiding Officer that a
motion has been carried or lost, the Member, immediately after the declaration by the Presiding Officer, may appeal the declaration and request that a Recorded Vote be taken, whereupon the Town Clerk shall poll the Council.
(10) When a Member requests a Recorded Vote on a motion, all Members present shall vote when polled by the Town Clerk by verbally indicating yes or no, and the Town Clerk shall record the results of the vote in the minutes.
The Town Clerk shall conduct the recording of votes of all Members
alphabetically, from the member who requested the recorded vote. The
Mayor/Presiding Officer will be polled last. Failure to vote by any member who is present and qualified to vote at the time of the Recorded Vote shall be deemed to be in the negative.
A Member may request a Recorded Vote immediately prior to or subsequent to the taking of a vote on a motion.
8.7. Rules of Debate
(1) Every Member, prior to speaking to any question or motion, shall so indicate to the Presiding Officer through the raising of a hand of his/her desire to speak, and
no Member shall speak until recognized by the Presiding Officer as having the floor. When two or more Members raise their hands to indicate their desire to speak, the Presiding Officer shall determine who was the first to so indicate, and shall
designate such Member as having the floor, and the subsequent Members who
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shall have the floor and the order of same, and the determination of the Presiding Officer in such respect shall not be subject to appeal.
(2) All Members and Officials who are called upon to speak during a debate shall direct their comments and questions through the Presiding Officer. (3) When a Member is speaking, no other Member shall interrupt except to rise on a
point of order, a point of personal privilege, or a point of privilege affecting the assembly. (4) Any Member may request the Presiding Officer to read the motion under discussion at any time during debate, but such request shall not be made so as
to interrupt another Member while speaking. (5) No Member shall speak more than once to the same motion until every Member who desire to speak has spoken, except that the Member who made the motion shall be entitled to a reply immediately prior to the calling of a vote by the
Presiding Officer. (6) No Member, without consensus of Council, shall speak to the same motion more than twice, or in reply, for longer than three (3) minutes, excluding staff response time without consent of the Presiding Officer.
(7) During debate, a Member may ask a question of another Member only for the purpose of obtaining information or clarification relating to the matter under discussion, and such question shall be stated briefly and clearly, and the Member to whom the question was directed shall respond briefly and clearly to the
question, but shall not introduce any new information other than was posed in the question.
(8) When a Member has been recognized by the Presiding Officer as having the floor, immediately before speaking, such Member may ask a question of the
Presiding Officer or an Official on the matter under discussion, but only for the purpose of obtaining information or clarification, following which the Member shall speak.
(9) The Presiding Officer shall appoint another Member to act as Chair:
a. while temporarily being absent from the meeting; b. while speaking to or debating a question; or c. if he/she wishes to put forward a motion.
(10) The Presiding Officer may, at any time, declare a recess in order to consult
Officials with respect to matters of procedure and interpretation of the Rules or to provide members with a personal break.
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(11) The following matters and motions may be introduced orally without written notice and without leave, except as otherwise provided in the Rules:
a. Point of order; b. Point of personal privilege; c. Point of privilege affecting the assembly; d. Presentation of petitions; e. Motion to refer;
f. Motion to postpone; g. Motion to amend; h. Motion to close debate (end debate); i. Motion to recess; j. Motion to adjourn;
k. Motions pursuant to Correspondence and New Business. (12) When the Presiding Officer calls for the vote on a motion, each Member shall remain seated until the result of the vote has been declared by the Presiding Officer, and during such time no Member shall speak to any other Member or
make any noise or disturbance. (13) In all proceedings of a Council Meeting, the Presiding Officer shall decide and rule upon all matters pertaining to the Rules, subject to an appeal in which case the matter shall be decided by the Council.
(14) When a Member wishes to appeal the ruling of the Presiding Officer, except as prohibited by the Rules, the Member shall introduce the following motion with a view to having same considered by Council:
"That the ruling of the Chair be appealed and set aside."
8.6. Point of Order
(1) (A Member may raise a point of order at any time, including interrupting another Member who has the floor, to bring Council’s attention to: a. any breach of the Rules;
b. a deviation from the matter under consideration noting that the current
discussion is not within the scope of the motion on the table; c. any other informality or irregularity in the proceedings of Council. (2) When a Member rises on a point of order, the Member shall ask leave of the
Presiding Officer to raise the point of order and the Presiding Officer shall grant such leave, following which the Member shall state the point of order, and the Presiding Officer shall decide on the point of order and state his/her ruling on the matter.
(3) Upon the raising of a point of order, no further discussion on the main issue shall be conducted until the Presiding Officer has decided and stated his/her ruling on the point of order.
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(4) Upon hearing the point of order, a Member shall only address the Presiding
Officer for the purpose of appealing the Presiding Officer’s ruling to Council. (5) If no Member appeals, the ruling of the Presiding Officer shall be final. (6) If a Member appeals the Presiding Officer’s ruling on the point of order to
Council, the Member shall have the right to give reasons for the appeal, following which the Presiding Officer shall have the right to reply with reasons, and the Council shall decide the question:
“That the decision of the Chair be sustained/overruled.”
without further debate, and the decision of Council shall be final.
8.7. Point of Personal Privilege
(1) A Member may rise at any time on a point of personal privilege where such
Member feels that his/her integrity, or the integrity of the Council, or the integrity
of a Committee, or the integrity of anyone present at the meeting has been called into question by another Member or by anyone present at the meeting. (2) When a Member rises on a point of personal privilege, the Member shall ask
leave of the Presiding Officer to raise the point of personal privilege and the
Presiding Officer shall grant such leave, following which the Member shall state the point of personal privilege, and the Presiding Officer shall decide on the point of personal privilege and state his/her ruling on the matter.
(3) Upon the raising of a point of personal privilege, no further discussion on the
main issue shall be conducted until the Presiding Officer has decided and stated his/her ruling on the point of personal privilege. (4) Where the Presiding Officer rules that a breach of privilege has taken place,
he/she shall demand that the offending Member or individual apologize and
failing such apology shall require the Member or individual to vacate the meeting room for the duration of the meeting as provided for in Part 8.9 of this By-law. (5) With the exception of providing an apology, the Member shall only address the
Presiding Officer for the purpose of appealing the Presiding Officer’s ruling of a breach of privilege to Council. (6) If no Member appeals, the ruling of the Presiding Officer shall be final.
(7) If a Member appeals the Presiding Officer’s ruling on the point of personal privilege to Council, the Member shall have the right to give reasons for the
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appeal, following which the Presiding Officer shall have the right to reply with reasons, and the Council shall decide the question:
“That the decision of the Chair be sustained/overruled.” without further debate, and the decision of Council shall be final.
8.8. Expulsion for Improper Conduct
(1) The Presiding Officer, where a warning or ruling has not been heeded, may expel
any Member or person from the meeting place for improper conduct at the meeting, which for purposes of this Section shall include: a. violation of the Rules; b. interruption of the proceedings of Council;
c. making of disruptive noise or visible gestures;
d. campaigning for any political cause or outcome; or e. any other activity that impedes the conduct of the meeting. (2) Where the Presiding Officer expels any Member or person from the meeting,
such Member or person shall vacate the meeting place forthwith.
(3) Where the expulsion applies to a Member, the Member shall only address the Presiding Officer for the purpose of appealing the Presiding Officer’s ruling of expulsion.
(4) If no Member appeals, the ruling of the Presiding Officer shall be final. (5) If a Member appeals the Presiding Officer’s ruling on expulsion to Council, the Member shall have the right to give reasons for the appeal, following which the
Presiding Officer shall have the right to reply with reasons, and the Council shall
decide the question:
“That the decision of the Chair be sustained/overruled.” without further debate, and the decision of Council shall be final.
8.9. Suspension of the Rules
(1) During a Council meeting, any Member may introduce a motion that Council temporarily suspend the rules established by this By-law in order to introduce a motion with respect to an item that is not listed on the meeting agenda, stating the subject matter for which the suspension of the rules is being sought.
(2) A motion to suspend the rules shall require a two-thirds vote of the Members present at the meeting. (3) Upon adoption of a motion to suspend the rules, the Member so making the motion to suspend the rules may introduce a motion respecting the matter for
which the suspension of the rules was granted.
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PART 9 – NOTICE
9.1. Purpose
This By-law shall not apply so as to require the giving of any notice in circumstances where there is no requirement in any applicable by-law, policy, Act, or regulation that notice is given in respect of any proposed municipal action.
9.2. Notice of Council Meetings
(1) Notice of a Regular Council Meeting shall be provided through: a. notifying Members by email/calendar invite as soon as a meeting date has been set; b. publishing the time and date of the Meeting in a Newspaper and posting of the time and date of the Meeting on the Town’s website at least fourteen (14)
days before the Council Meeting, if possible; and c. publishing of a meeting agenda by the Town Clerk in accordance with Part 4.6. (2) Notice of a Special or Closed Council Meeting shall be provided through:
a. notifying Members by email/calendar invite as soon as a meeting date has been set; b. publishing the time and date of the Meeting on the Town’s website at least 48 hours before the Council Meeting, if possible; and c. release of a meeting agenda by the Town Clerk in accordance with Part 4.6.
(3) Notwithstanding any other provision of this By-law to the contrary, a Council Meeting may be held to deal with an emergency with less than the requisite notice, provided the Town Clerk has endeavoured to notify the Members about the meeting in the most expedient manner, provided that no business except
business dealing directly with the emergency shall be transacted by Council. (4) Where a meeting agenda will not be released prior to a Council Meeting, or in the instance of a Closed Council Meeting, in lieu of the release of a meeting agenda, the Town Clerk shall endeavour to provide notice by telephone call, email, and/or
written notice to the local news media and those who have requested a copy of meeting agendas.
(5) Lack of receipt of a notice of or meeting agenda for a Council Meeting by any person or Member shall not affect the validity of the meeting or any action
lawfully taken at the meeting.
9.3. Notice of Proposed Municipal Action
Where any Act or regulation requires that notice be given to the public of any proposed municipal action, such notice shall be given in the manner specified in the Act or regulation, or within any other Town by-law which specifically sets forth the manner in
which notice shall be given to the public either for the specific municipal action or
generally for municipal actions of that type.
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9.4. Notice – General
(1) A notice given under this Part is sufficient even if there are times during the
period when the Town's website is not fully accessible. (2) If the same matter is considered at a subsequent Committee or Council Meeting no additional notice is required, except where the Municipal Act provides otherwise.
(3) The notice requirements of this Part are minimum requirements, and the Town Clerk is authorized to give notice to the public in an extended manner, if in the opinion of the Town Clerk or under the direction of council, the extended manner is considered and necessary in the circumstances.
(4) At least once per year, the Town Clerk shall cause a notice of Council Meetings to be published in the local newspaper setting out information on how to access the Town's website to locate public notices and Council agendas and minutes.
(5) No notice of a meeting shall be required under this By-law, where the provision of notice will interfere with the ability of Council to conduct business with respect to a matter permitted for a closed session in accordance with Part 4.5(4).
PART 10 – PROCESS TO FILL A VACANT SEAT ON COUNCIL
10.1. Process to Fill a Vacant Seat on Council
(1) In the event that there is a vacancy declared on Council, the process set out in this Part for filling the vacancy shall be followed. (2) When the position of Mayor is declared vacant by Council pursuant to the
provisions of subsection 262 (1) of the Act, the Clerk shall prepare the necessary
by-law for passage at the Council meeting following the vacancy declaration to require the Clerk to proceed with a by-election to fill the vacancy in accordance with the Municipal Elections Act, 1996.
(3) If the position of Mayor is declared vacant on or after the first day of January
during the year of a regular election, the Council member in the position of Deputy Mayor will be automatically appointed to the position of Mayor.
(4) When the position of Councillor is declared vacant by Council pursuant to the
provisions of subsection 262 (1) of the Act, the vacancy shall be filled in the
manner set out in Section 10(5) through Section 10(12), inclusive.
(5) The vacant position will be offered to the candidate that finished in the runner-up position in the last regular municipal election for the position of Town Councillor.
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(6) For that candidate to qualify, that individual’s total number of votes must be greater than 50 percent of the number of votes achieved by the candidate that
finished directly before them. If the individual is unable to fill the position, proceed to the next step.
(7) The Clerk will place advertisements asking individuals to apply in writing to fill the vacant Councillor seat within fourteen calendar days. The letter shall indicate
their willingness to fill the position if selected. Individuals may also submit additional paperwork outlining the reasons they believe they are qualified to become a member of Town Council or Councillor whichever is applicable.
(8) The names and addresses of the individuals will be made public after the closing
date of applications.
(9) The list of applicants will then be reviewed in a closed session of Council. Redirecting eligible candidates if there are a large number of submissions, members of Council may reduce the list to between three and six names.
(10) The remaining three to six applicants will then be notified to appear at the next
regular meeting of Council. Each applicant shall make a verbal presentation of up to seven minutes. There will not be a question and answer session between candidates and Councillors.
(11) Prior to the next regular meeting of Council, Councillors will meet in a closed
session to select the replacement for the vacancy. The selected individual’s name will be announced by the Town Clerk prior to the next Council meeting. The successful individual will be sworn in at the first opportunity available after the by-law to appoint has been passed by Council in an open council session.
(12) If step Section 10.7 fails to draw any applications, the Council will notify the Town Clerk that the position of Councillor will require a by-election to be held to fill the vacancy in accordance with the Municipal Elections Act, 1996.
PART 11 – PROCESS TO APPOINT AN ALTERNATE MEMBER
11.1. Upper-Tier Alternate Member
(1) Council may appoint one of its members as an alternate member of Oxford County Council, to act in place of a person who is a member of Tillsonburg Town Council and Oxford County Council, when the person is unable to attend
a meeting of Oxford County Council for any reason.
(2) If the seat of the member who has been appointed as an alternate member becomes vacant, the Council may appoint another of its members as an alternate member for the remainder of the Council term. The election will follow
the same election process as outlined herein.
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(3) The Upper-Tier Alternate Member shall be elected by open vote during the
election meeting. Each member shall have one vote. The Town Clerk will preside over the election.
(4) Before accepting any nominations, the Clerk shall select a person other than a member of Council, in attendance at the election meeting, and announce such
person’s name who, when required shall draw a name from a ballot box in
accordance with the Tied vote section below.
(5) Each nomination shall be in writing, signed by both the nominator and a seconder, both of whom must be members of Council, and submitted to the Clerk immediately after the announcement by the Clerk of the name who, when
required shall draw a name from a ballot box in accordance with the Tied vote section below.
(6) Where more than one member of Council has been nominated, an open vote shall take place in accordance with Sections 11(9) to 11(12), inclusive.
(7) Each nominee must indicate his or her willingness to stand for election but may withdraw his or her name for election after any vote.
(8) When a nominee receives a majority of votes cast, that nominee shall be
declared to be the Alternate Member of the Upper-Tier and there shall be no
further ballots.
(9) In conducting the vote, the Clerk shall call the names of the members of Council, in alphabetical order according to their surnames, and each such member shall, after their name is called, verbally indicate the nominee of their
choice unless they choose to abstain in which case they shall indicate this. The Clerk shall keep count of the votes received for each nominee. The Clerk shall announce the results after each vote.
(10) If there are more than two nominees who agree to stand and, if after votes are
cast, no nominee receives the majority of votes cast, the nominee receiving the
least number of votes shall be eliminated. Council shall proceed to vote again until a nominee receives the majority of votes cast, at which time such nominee shall be declared the Alternate Member of the Upper-Tier.
(11) If the nominees with the least number of votes receive an equal number of
votes, the Clerk shall place the names of these nominees, on equal size pieces of paper, in a ballot box and one name shall be drawn by the person selected in accordance with Section 11(4). The name drawn shall be eliminated. Council shall proceed to vote again choosing from the remaining nominees until a nominee receives the majority of votes cast.
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(12) If there are only two nominees left and they each receive the same number of
votes, the Clerk shall place the names of the two nominees, on equal size pieces of paper, in a ballot box and one name shall be drawn by the person selected in accordance with Section 11(4). The nominee whose name is drawn shall be declared the Alternate Member of the Upper-Tier.
PART 12 – PROCESS TO APPOINT A DEPUTY MAYOR
12.1 Deputy Mayor Position
(1) Council may appoint one of its members as a Deputy Mayor of Council, to act in place of the Mayor, when the Mayor is unable to attend a meeting or event for any reason.
(2) The Deputy Mayor shall be elected by open vote during the election meeting. Each member shall have one vote. The Town Clerk will preside over the election.
(3) The Deputy Mayor position shall be for the term of Council unless Council
determines otherwise.
(4) Where more than one member of Council has been nominated, an open vote shall take place in accordance with Sections 11(9) to 11(12), above.
(5) Where only one member of Council has been nominated a resolution shall be
passed and a by-law brought forward for Council’s consideration.
PART 13 - GENERAL PROVISIONS
13.1. Conflict with other Acts
Where there is conflict between any parts of this By-law and any Act or regulation, the Act or regulation shall take precedence.
13.2. Severability
If a court or tribunal of competent jurisdiction declares any portion of this By-law to be illegal or unenforceable, that portion of this By-law will be considered severed from the
remainder of this By-law, which shall continue to be in full force and effect.
13.3. Amendment
No amendment or repeal of this By-law or any part thereof shall be considered at any meeting of Council unless notice of the proposed amendment or repeal has been given at a previous meeting of Council. The waiving of this notice by Council is prohibited.
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13.4. Repeal
By-law 3511(Procedural By-Law) passed on September 12, 2011 by The Corporation of
the Town of Tillsonburg is hereby repealed.
13.5. Force and Effect
This by-law shall come into force and take effect on the date it is enacted. READ A FIRST AND SECOND TIME THIS 1st day of March, 2018.
READ A THIRD TIME AND FINALLY PASSED THIS 26th day of March, 2018. _____original signed______ Mayor – Stephen Molnar
_____original signed______ Town Clerk – Donna Wilson
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Addendum “A”
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Committee
Handbook
Town of Tillsonburg
200 Broadway, Suite 204
Tillsonburg, ON N4G 5A7
TEL: 519.688.3009
www.tillsonburg.ca
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Contents
1. Introduction ............................................................................................................... 3
2. Purpose .................................................................................................................... 3
3. Definitions ................................................................................................................. 3
4. Vision Statement ....................................................................................................... 5
5. Appointment/Application Procedure .......................................................................... 5
6. Council Member Appointees ..................................................................................... 6
7. Mayor as Ex-Officio .................................................................................................. 6
8. Roles and Responsibilities of a Committee Member ................................................ 6
9. Chair of the Committee ............................................................................................. 7
10. Staff Liaisons ......................................................................................................... 7
11. Agenda Processes ................................................................................................ 7
12. Minutes .................................................................................................................. 8
13. List of current Committees of Council .................................................................... 8
14. Council Contact Information .................................................................................. 9
15. Resources ............................................................................................................. 9
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1. Introduction
Welcome to Town of Tillsonburg as a committee member!
Committees and Boards are established by Council for the purpose of encouraging
community participation in specified areas. Volunteers who choose to serve on these
Committees are an essential part of running an effective and efficient local government.
These bodies play an important role in the corporate decision-making process by
providing advice and recommendations to the Town of Tillsonburg Council.
As you put your time and talent to work, it is critical that you keep the public interest in
mind. The Town of Tillsonburg appreciates your efforts and Committee involvement to
improve the Corporation. Our elected officials and staff are looking forward to working
with you! In this handbook we have included some materials that may assist you along
the way.
Your comments for revisions for future handbooks are always welcome.
2. Purpose
The purpose of this manual is to assist in guiding newly appointed citizens to
Committees to be influential members of the community. This document outlines a fair
and transparent approach and process for the establishment and operation of
Committees.
This is an introductory handbook that contains basic information and should be used in
conjunction with materials specific to your Committee such as a Terms of Reference.
Some Committees are legislated by the province, some have specific guidelines
mandated by By-Law and others are created and organized through Council. You will
find a complete list of current Committees included in this manual.
3. Definitions
3.1 “Advisory Committee” means a committee constituted by Council from time to
time to act in an advisory capacity to Council and provide input on a discretionary basis
on a particular matter or undertake special projects as assigned and in accordance with
their terms of reference.
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3.2 “Amendment to a Motion” means a motion to change the words of a pending
motion. Amendments are debateable if the original motion is debateable. The
amendment shall be germane (relevant) and not contrary to the main motion.
3.3 “Chair” shall mean the person presiding over a meeting, who is charged with the
responsibility to decide questions and points of order or practice, preserve order and
maintain decorum in the proceeding. The Chair (except when disqualified) shall vote on
all questions.
3.4 “Clerk” shall mean the Town Clerk of The Corporation of the Town of Tillsonburg.
3.5 “Committee” shall mean a Committee established by Council.
3.6 “Council” shall mean the Council of The Corporation of the Town of Tillsonburg.
3.7 "Confidential Information" includes information in the possession of the Town that
the Town is prohibited from disclosing under the Municipal Freedom of Information and
Protection of Privacy Act, R.S.O 1990, Chapter M.56, the Personal Health Information
Protection Act, 2004, S.O. 2004, Chapter 3, Schedule A, and other applicable
legislation. Confidential Information also means any information that is of a personal
nature to Town employees or clients or information that is not available to the public and
that, if disclosed, could result in loss or damage to the Town or could give the person to
whom it is disclosed an advantage. Confidential Information includes items disclosed or
discussed at closed sessions of Council and Committee meetings.
3.8 “Debate” shall mean discussion on the merits of a question/motion and whether the
proposed action should or should not be taken. A main motion must be introduced and if
required seconded before debate begins.
3.9 “Deputation” shall mean a person/group making a verbal presentation to Council.
3.10 “Division of the Question” shall mean a request by a Member to have a motion
divided into parts which are capable of standing alone, so that these parts may be
considered separately.
3.11 "Gift" includes any cash or monetary equivalent fee, object of value, service,
forbearance, preferential treatment or personal benefit received from a third party.
3.12 “Improper Conduct” shall mean conduct that obstructs in any way the
deliberations and/or proper action of Committee or Council.
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3.13 “Meeting” shall mean any regular, special, Committee or other meeting of Council
and its Committees.
3.14 “Member” shall mean a member of the Council or a Committee of Council and
shall include the Mayor.
3.15 “Minutes” shall mean a record of the proceedings of a meeting, and shall be
made by the staff liaison without note or comment.
3.16 “Motion” shall mean a Resolution of Council or a Recommendation of a
Committee that is under debate by Council or a Committee.
3.17 “Order of Business” shall mean the sequence of business under consideration at
a meeting that has been duly called and constituted.
3.18 “Pecuniary Interest” includes a direct or indirect pecuniary interest of a member
in accordance with the Municipal Conflict of Interest Act.
3.19 “Quorum” shall mean a majority of the whole number of Members required to
constitute a Council.
3.20 “Resolution” shall mean a motion that has been passed by Council.
4. Vision Statement
Our vision for Tillsonburg is to grow a vibrant and engaged community built on
partnerships and entrepreneurial spirit. The vision includes diverse housing,
employment options, modern amenities and sustainable growth that remains true to our
culture and heritage and positions the community as a regional centre.
5. Appointment/Application Procedure
When there are vacant positions to be filled by Council appointment, the Clerk publishes
a public notice inviting residents of Tillsonburg to apply. Vacancies for citizen
appointments shall be publicly advertised in the local newspapers, through social media
and on the Town website. It is not a requirement that applicants are a resident or
municipal taxpayer in Tillsonburg.
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6. Council Member Appointees
A Council Member is appointed to sit on each advisory committee. Council Appointees
shall be active, participating Committee Members while having due regard to their role
as a Councillor.
7. Mayor as Ex-Officio
The Mayor of the Council of the Town of Tillsonburg is an ex officio member of every
Committee.
Where a Committee is established by reference to a particular number of members
without specifically providing for the membership of the Mayor of the Council, such
number is automatically increased by one, being the Mayor of the Council, and all
members of the Committee are present.
If there is an absent member, the Mayor’s attendance replaces the absent member and
the membership number is not automatically increased by one.
The Mayor is able to participate in the business of the Committee without any restriction
including voting. Members of Council are able to attend any meeting, however only
members of Council who have been appointed to a Committee are entitled to vote.
8. Roles and Responsibilities of a Committee Member
As a member of a Committee of the Town of Tillsonburg, you are expected to represent
the Town in a professional, mindful matter at all times. Although each individual
Committee has their own specific mandate, it is your role to represent the interests of
the community and to advise Council of such.
Following being appointed to a Committee, it is your responsibility to attend regular
meetings and provide the necessary skills and knowledge that you were chosen for. If
you are unable to attend a meeting, it is your responsibility to advise the Staff Liaison
and the Chair of the Committee that you cannot attend. If you miss three (3)
consecutive meetings, without justification, the Chair of the Committee, along with the
Staff Liaison, will ask the member if they wish to remain on the Committee or if they
wish to resign.
It is also the responsibility of each individual Board Member to make decisions that best
reflect interests of the Town and be sure not to make decisions for personal gain. All
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Board and Committees are expected to obey and comply with all the requirements of
any applicable laws, including municipal By-Laws.
9. Chair of the Committee
The leadership skills of the Chair of a Committee can be a critical factor in determining
the overall effectiveness of the meeting. The Chair must maintain high levels of
personal integrity and confidentiality at all times.
As the Chair of a Committee, your duties consist of (but are not limited to):
Facilitate the meeting while following Policy for Committees;
Participate as an active, voting member, encouraging participation by all
Committee Members;
Maintain decorum and ensure fairness and accountability;
Be the point of contact with Council; and
Attend any training sessions offered by the Town.
10. Staff Liaisons
Each Committee will be provided a Staff Liaison to assist the Committee with the
administration of the Committee. The Staff Liaison will be required to work closely with
the Chair to ensure effective meeting management.
Prior to Committee Meetings, the Staff Liaison shall prepare the Agendas and other
relevant materials, distribute materials to all Committee Members, arrange for set up of
meeting areas and determine if quorum is met. During the meeting the Staff Liaison is
responsible for recording minutes and to offer procedural and process advice to the
Chair and Committee members. Following the meeting the Staff Liaison will finalize
meeting minutes, distribute to Committee members and follow-up with any resolutions
of Committee that require action.
11. Agenda Processes
It is recommended that all Committees of Council of the Town of Tillsonburg are
consistent and accountable. To achieve this we have created templates for Agenda’s
and Minutes that each Committee should follow. It is necessary to have consistency in
order to capture all recommendations to Council in a formal manner by utilizing the
templates.
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As per the Policy for Boards and Committees of Council the following components are
to be included in the Agenda, where specific subject items are described in each
component:
1. Date, time, location of meeting
2. Members present (include office, i.e. Chair, Recording Secretary)
3. Members absent/regrets
4. Disclosure of Pecuniary Interest
5. Minutes of the Previous Meeting
6. Presentations/Deputations
7. General Business and Reports
8. Next meeting
9. Adjournment
12. Minutes
The minutes of all Town of Tillsonburg Committees must be recorded without note or
comment and should be uniform for readability. The minutes must contain the date, the
time, the location, members present and members absent. It is also recommended that
the Board/Committee minutes briefly outline the substance of each of the agenda items
discussed during the meeting, including actions taken and recommendations by motion.
Staff will be required to prepare a report for any recommendation of a Board/Committee
requiring action by Council.
13. List of current Committees of Council
Accessibility Advisory Committee
Affordable Housing Committee
Boundary Adjustment Committee
Economic Development Advisory Committee
Museum, Cultural, Heritage and Special Awards Advisory Committee
Parks, Beautification and Cemeteries Advisory Committee
Recreation and Sports Advisory Committee
Tillsonburg Airport Advisory Committee
Tillsonburg Traffic Advisory Committee
Youth Engagement and Strategy Committee
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14. Council Contact Information
Deb Gilvesy
Mayor
T. 519-688-3009 ext 4053
dgilvesy@tillsonburg.ca
Dave Beres
Deputy Mayor
T. 519-983-7551
dberes@tillsonburg.ca
Pete Luciani
Councillor
T. 519-688-3009 ext 4054
pluciani@tillsonburg.ca
Christopher (Chris) Parker
Councillor
T. 519-688-3009 ext 4055
cparker@tillsonburg.ca
Bob Parsons
Councillor
T. 519-688-3009 ext 4050
dgilvesy@tillsonburg.ca
Chris Rosehart
Councillor
T. 519-688-3009 ext 4056
crosheart@tillsonburg.ca
Kelly Spencer
Councillor
519-688-3009 ext 4052
kspencer@tillsonburg.ca
15. Resources
It is important for Committee members to understand each of the following documents
as they outline the roles, responsibilities, and expectations for all Town of Tillsonburg
committee members.
Terms of Reference
Tillsonburg Procedural By-law
Code of Conduct
Policy for Boards and Committees
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Economic Development Advisory Committee
Terms of Reference
Mandate:
To advise Council on matters associated with generating and sustaining employee and business investment in the Town of Tillsonburg while supporting the overall goals of the:
• Economic Development Strategy
• Community Strategic Plan
• Annual Departmental Business Plan
As it relates to attracting and retaining investment within the community.
1.0 Role of the Economic Development Advisory Committee 1.1 To advise Council on matters related to the development in the Town from a private sector perspective. 1.2 To advise and inform Council of new development legislation
and funding initiatives, review pending Provincial development legislation and funding initiatives and inform Council on ideas from a business perspective. 1.3 To develop and maintain working relations with business owners, the Chamber of Commerce and the downtown Business Improvement
Area Board. 1.4 To advise Council and assist with the development of education program and to promote the activities of the Committee. 1.5 Liaise with other organizations and Committees to promote Tillsonburg’s development
1.6 To ensure broad consultation with community stakeholders on socio-economic development issues and opportunities. 1.7 To advise Council with regard to the Community Strategic Plan. 1.8 To set out clear goals for the committee for the term. 1.9 To help the Town achieve economic sustainability as set out in the
Community Strategic Plan. 2.0 Organization of the Committee The Committee should be composed of people within Tillsonburg who
demonstrate a strong commitment to the Terms of Reference. A cross section of individuals should attempt to be chosen in order to bring to the committee relevant technical and professional expertise, as well as strong advocacy, communication and organizational skills.
2.1 Vacancies for citizen appointments will be advertised as per the Town’s
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procedures for Committees of Council. 2.2 Committee members will be appointed by Council.
2.3 The Committee shall have a minimum of seven members, including a
representative from the Chamber of Commerce, a representative from the BIA and a representative from the Real Estate Board with a maximum of twelve members in total. Representatives from the following sectors will attempt to be selected including: a representative from the manufacturing
industry, food processing industry and the agricultural industry.
2.4 The term of a Committee Member is four years, concurrent with the term of Council.
2.5 Additional members may be appointed throughout the term.
2.6 One member will be appointed by vote of the committee at the first meeting of each term to Chair the meetings for that term. At this time, they will select a vice-chair for the same duration. The appointees shall not be staff members or Council representatives.
2.7 Municipal staff shall act in an advisory manner to the committee and the role
of staff liaison shall be fulfilled by the CAO, Development Commissioner and Executive Assistant.
3.0 Meetings
3.1 The Committee will hold a minimum of four meetings a year with a maximum of one meeting per month. 3.2 The date and time of the regular meetings will be established at the first meeting of each term.
3.3 Meetings will have a formal agenda.
3.4 Agendas and information packages (including previous meeting minutes) will be sent electronically to Committee Members prior to each meeting. 3.5 A majority of Council appointed Committee Members will constitute quorum for the transaction of business.
4.0 Role of the Chair
The Chair is responsible for ensuring the smooth and effective operation of the Committee and its’ roles. This will include responsibility for:
4.1 Calling the meetings to order. 4.2 Encouraging an informal atmosphere to encourage the exchange of ideas. 4.3 Creating an agenda in consultation with the Secretary and staff liaison. 4.4 Chairing the meetings to ensure business is carried out efficiently and
effectively.
4.5 Acting as spokesperson. 4.6 Representing the Committee on other committees when necessary. 4.7 The Chair shall conduct meetings in accordance with the Town’s Procedural By-Law.
4.8 In the absence of the Chair, these responsibilities will be undertaken by the
Vice-Chair.
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5.0 Role of the Secretary
The Secretary is responsible for ensuring a complete up-to-date record for the
Committee. The Secretary will be the staff liaison for the Committee.
5.1 In liaison with the Chair, arrange date, time and venue for meetings. 5.2 In liaison with the Chair, set agendas and circulate agendas to the members two business days prior to the meeting. 5.3 Circulate draft minutes to the members.
5.4 Keep a complete up-to-date record of the Committee minutes.
6.0 Role of Members
Membership on the Committee is a position of responsibility and requires a strong
commitment to the Terms of Reference. Committee members are required to:
6.1 Attend all regularly scheduled meetings. Members shall notify the Chair and Secretary if they are unable to attend a meeting. 6.2 Adhere to the provisions set out in the Policy for Boards and Committees of
Council. If a member has an unexplained absence of three or more consecutive meetings then their seat on the Committee shall be declared vacant. 6.3 Review all information supplied to them. 6.4 Prepare information for use in the development of materials for the
Committee. 6.5 Promote the role of the Committee and its’ decisions made. 6.6 Offer input to committee reports to Council. 6.7 Attend training as required to effectively perform their role as a committee member.
6.8 Committee Members are subject to the Municipal Conflict of Interest Act
R.S.O. 1990, c. M50 and must disclose any direct or indirect pecuniary interest. The disclosure must be recorded in the minutes of the meeting.
7.0 Role of Municipal Staff The Town of Tillsonburg, by its nature and purpose, affects and is affected by many different Municipal departments. Assistance will be provided on an as required basis from various departments. Municipal staff will be responsible for carrying out the following functions with respect to the Committee:
7.1 Act as an information resource. 7.2 Orientation of Committee members by the Clerk’s Department at the first meeting after Council appointment. 7.3 Assist the Committee in its’ reporting to Council.
7.4 Provide correspondence to the Committee. 7.5 Responsible for maintain accurate and up-to-date committee records and providing minutes to Council. 8.0 Reports to Council
The Committee may advise and make recommendations to Council in accordance with its’ role. Reports may be submitted as follows:
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8.1 Verbally by a Council representative. 8.2 Written Report from the staff liaison and presented by the Chair or the
designated representative to Council.
An annual report will also be submitted and presented to Council at the beginning of each year outlining the Committee’s accomplishments in the previous year.
Page 86 of 114
Monthly Activity Update – (February 2023)
Prepared for the Economic Development Advisory Committee
Project Name/Reference Status
Future Industrial Growth Council approved the committee’s
recommendation to retain a project consultant to
expedite the development of additional industrial
land on Jan 9, 2023. Staff is reviewing options to
move forward in this regard.
High Tech Manufacturing Sub-cluster Action Plan Next event deferred until Q1 2023
Lead Generation 76 lead opportunities opened year to date
Post-Secondary Education Enhancements Project to raise awareness of all the local options
for employment for high school/older youth who
may be considering returning underway with
MSC. Project plan underway including survey of
students to establish baseline knowledge,
establishment of student focused Expert Panel
and Career Fair events.
Town Hall Project Phase 1 ESA investigations for entire property
underway
Van Norman Innovation Park First property transferred on Dec 15, a second
one transferred on Jan 6 and a third on Feb 3.
Others are being scheduled.
Job Market Pulse
Tillsonburg Jobs Data -
https://datastudio.google.com/reporting/1c53041d-
4d1b-4e6c-a8b1-5587d32994de/page/ng76?s=n-
qA4oUGKeo
Oxford Jobs Data -
https://datastudio.google.com/reporting/1c53041d-
Per Workforce Planning Board for Elgin,
Middlesex & Oxford data, the following is a
summary of the jobs available in Tillsonburg and
Oxford:
365 total jobs posted with 227 new jobs posted
last month (January) versus 352 jobs posted with
180 new jobs the previous month (December)
Page 87 of 114
4d1b-4e6c-a8b1-
5587d32994de/page/ng76?s=ux-mzlBHCEk
1,909 total jobs posted with 1,189 new jobs
posted last month (January) versus 1,790 jobs
posted with 859 new jobs the previous month
Note: Oxford County has approximately 66,000
jobs so the County’s December job vacancy rate
is estimated at 2.8% (versus 2.6% last month)
Newsletter See below summary metrics
Tillsonburg Connected Newsletter
Issue Distribution Release Date Email Facebook LinkedIn Total Views Total Visitors
002 - Winter 2022
• Hard copy mailed (to
manufacturers, partners
& strategic accounts)
• Digital version posted
to Town's social media
22-Dec-22 495 44 45 584 456
VIEWS
VIEWS: number of times the newsletter was opened by source (Facebook
post, LinkedIn post or direct email campaign)
Page 88 of 114
Town Of
Tillsonburg
2023 Business
Plan
Economic Development & Marketing
November 7, 2022 Version
Page 89 of 114
2
2023 Business Objectives (Ongoing)
2023 Business Plan | Economic Development & Marketing
Project Community Strategic Plan Lead
Accountability
Project Cost Anticipated
Completion
Community Improvement
Plan (Downtown Façade)
Goal –Community Growth
Strategic Direction –Continue to offer relevant, leading
incentives for revitalization and diversification in the
downtown and throughout Tillsonburg
Priority Project-Not applicable
Business
Improvement
Association
$35,000 Ongoing
Community Improvement
Plan (Applications)
Goal –Business Attraction, Retention and Expansion
Strategic Direction –Instill an “open for business” culture
across the corporation that prioritizes economic
development and business attraction
Priority Project-N/A
Development
Commissioner
$20,000 Ongoing
Updated Economic
Development Strategy
Implementation*
Goal –Business Attraction, Retention and Expansion
Strategic Direction –Instill an “open for business” culture
across the corporation that prioritizes economic
development and business attraction
Priority Project-Economic Development Strategy update
Economic
Development &
Marketing
$5,000 Ongoing
Enhanced Business Processes
(Apps)*
Goal –Business Attraction, Retention and Expansion
Strategic Direction –Instill an “open for business” culture
across the corporation that prioritizes economic
development and business attraction.
Priority Project-Marketing and build out of Van Norman
Innovation Park, Increase diversity in manufacturing and
other key sectors
Economic
Development &
Marketing
$5,000 Q1
Page 90 of 114
3
2023 Business Objectives (Ongoing)
2023 Business Plan | Economic Development & Marketing
Project Community Strategic Plan Lead
Accountability
Project Cost Anticipated
Completion
High Tech Manufacturing
Action Plan (Hub
Development)*
Goal –Business Attraction, Retention and Expansion
Strategic Direction –Develop a “made in Tillsonburg”
approach to education, training and development based
on the workforce needs of current and prospective
employers
Priority Project-Increase diversity in manufacturing
and other key sectors
Development
Commissioner/
Industry/
Associations
$5,000 Ongoing
SOMA Asia Mission Goal –Business Attraction, Retention and Expansion
Strategic Direction –Instill an “open for business” culture
across the corporation that prioritizes economic
development and business attraction.
Priority Project-Increase diversity in manufacturing
and other key sectors
SOMA $24,000
(funded from
reserves)
Q4
SOMA Membership Increase Goal –Business Attraction, Retention and Expansion
Strategic Direction –Instill an “open for business” culture
across the corporation that prioritizes economic
development and business attraction.
Priority Project-Increase diversity in manufacturing
and other key sectors
SOMA $24,000
($4,000
Membership
increase)
Q4
Page 91 of 114
4
2023 Business Objectives (Ongoing)
2023 Business Plan | Economic Development & Marketing
Project Community Strategic Plan Lead
Accountability
Project Cost Anticipated
Completion
Discover Tillsonburg (Magazine)Goal –Lifestyle and Amenities
Strategic Direction –Increase opportunities to enjoy
culture, events and leisure activities in Tillsonburg.
Priority Project-Not applicable
EDM/
Communications
$8,000 offset
by revenue of
$6,000
Ongoing
Discover Tillsonburg (Additional
Video Production)
Goal –Community Growth
Strategic Direction –Promote, preserve and enhance the
downtown core as the retail centre and community hub
for Tillsonburg
Priority Project-Not applicable
Economic
Development &
Marketing
$10,000 Q4
Town Hall Project Support Goal –Customer Service, Communication & Engagement
Strategic Direction –Position Tillsonburg as a leader in the
municipal sector
Priority Project-Consolidated Town Hall initiative
Town Hall
Steering
Committee/ CAO
Not applicable Ongoing
Continue to facilitate
discussions and networking
with potential partners to
review additional opportunities
for Short Line Rail connectivity
within the Town of Tillsonburg.
Goal –Business Attraction, Retention and Expansion
Strategic Direction –Ensure adequate supply of “shovel
ready” land for business attraction and expansion
Priority Project-Increase diversity in manufacturing
and other key sectors
Economic
Development &
Marketing
Not applicable Q4
Page 92 of 114
5
2023 Business Objectives (Sponsorship)
2023 Business Plan | Economic Development & Marketing
Project Community Strategic Plan Lead
Accountability
Project
Cost
Anticipated
Completion
Chamber Awards –Grant Goal –Customer Service, Community & Engagement
Strategic Direction –Position Tillsonburg as a leader in the
municipal sector
Priority Project-Not applicable
Chamber of
Commerce
$4,000 Q3
Chamber Awards –
Sponsorship
Goal –Customer Service, Community & Engagement
Strategic Direction –Engage community groups, including
advisory committees and service organizations, in shaping
municipal initiative
Priority Project-Not applicable
Economic
Development
Advisory Committee/
Chamber of
Commerce
$4,000 Q3
Discover Tillsonburg –
Turtlefest Sponsorship
Goal –Lifestyle and Amenities
Strategic Direction –Increase opportunities to enjoy
culture, events and leisure activities in Tillsonburg.
Priority Project-Not applicable
Turtlefest Committee $2,000 Q2
Bridges to Better Business Goal –Business Attraction, Retention and Expansion
Strategic Direction –Not applicable
Priority Project-Not applicable
The Small Business
Centre
$1,000 Q3
Youth Robotics Challenge Goal –Business Attraction, Retention and Expansion
Strategic Direction –Develop a “made in Tillsonburg”
approach to education, training and development based
on the workforce needs of current and prospective
employers
Priority Project –Not applicable
Oxford Youth
Invitational Challenge
$1,000 Q4
Page 93 of 114
6
2023 Business Objectives (Carry Forward)
2023 Business Plan | Economic Development & Marketing
Project Community Strategic Plan Lead
Accountability
Project Cost Anticipated
Completion
Airport Business Development Goal –Connectivity and Transportation
Strategic Direction –Leverage the municipal airport more
effectively to increase access, visibility and business
activity in Tillsonburg
Priority Project –Support Airport Master Plan and
implementation
Economic
Development &
Marketing,
Airport
TBD
(Fly-in tours)
Q4
Consultations for Mall Parking
Lot Reconfiguration
Goal –Community Growth
Strategic Direction –Not applicable
Priority Project-Enhanced development standards that
benefit the community (including tree planting, affordable
housing, walkability, livability, connectivity
Enhanced public engagement in planning policies and
placemaking
EDM/Operations $5,000 Q4
CF Oxford Partnership
(Pop-up)
Goal –Business Attraction, Retention and Expansion
Strategic Direction –Support local businesses in
post-COVID-19 recovery
Priority Project-Continued promotion and facilitation
of COVID-19 business support programs
Development
Commissioner
$5,000 Q4
Page 94 of 114
7
2023 Business Objectives (Carry Forward)
2023 Business Plan | Economic Development & Marketing
Project Community Strategic Plan Lead
Accountability
Project Cost Anticipated
Completion
Project Big Swing Goal –Lifestyle and Amenities
Strategic Direction –Update municipal sports facilities
consistent with modern standards
Target new programs, services, amenities and attractions
that will be a magnet for young families
Work with Oxford County and community partners
to ensure an adequate supply of affordable, attainable
housing options.
Priority Project-New playgrounds construction,
Affordable housing collaboration with Oxford County
Goal –Community Growth
Strategic Direction -Pursue the acquisition of additional
municipal land to accommodate growth
Priority Project –Recreation Master Plan
Development
Commissioner/
Recreation,
Culture & Parks
TBD Ongoing
Page 95 of 114
8
2022 Business Objectives (Prior CapEx)
2023 Business Plan | Economic Development & Marketing
Project Community Strategic Plan Lead
Accountability
Project Cost Anticipated
Completion
Engineering Design Services
for Rokeby Road Property
Goal –Business Attraction, Retention and Expansion
Strategic Direction –Instill an “open for business” culture
across the corporation that prioritizes economic
development and business attraction
Priority Project-Increase diversity in manufacturing and
other key sectors
Operations
Department/
Development
Commissioner/Co
nsultant
$265,000 with
offsets per
Report DCS 20-
22
Q3
VIP Phase 2 Conceptual Plan
Development
Goal –Business Attraction, Retention and Expansion
Strategic Direction –Continue to streamline and expedite
the building approval process
Priority Project-Marketing and build out of Van Norman
Innovation Park
Development
Commissioner
$50,000
(funded by
reserves)
Q4
Page 96 of 114
9
2022 Business Objectives (New)
2023 Business Plan | Economic Development & Marketing
Project Community Strategic Plan Lead
Accountability
Project Cost Anticipated
Completion
Wayfinding Signage
(Consolidation Review)
Goal –Connectivity and Transportation
Strategic Direction –Develop a robust, long-term asset
management plan to inform evidence-based decisions on
the maintenance, rehabilitation and replacement of
municipal infrastructure.
Priority Project-Asset Management Plan
Economic
Development &
Marketing/Public
Works
N/A Q4
Automated Business
Directory
Goal –Business Attraction, Retention and Expansion
Strategic Direction –Support local businesses in
post-COVID-19 recovery.
Priority Project-Continued support for BIA and town-wide
businesses during COVID-19 recovery
Economic
Development &
Marketing
$40,000 ($26K
Modernization
Funding, $14K
Reserves)
Q2
Bridge St Re-imagining Goal –Community Growth
Strategic Direction –Promote, preserve and enhance the
downtown core as the retail centre and community hub
for Tillsonburg.
Priority Project-Enhanced development standards that
benefit the community (including tree planting, affordable
housing, walkability, livability, connectivity)
Enhanced public engagement in planning
policies and placemaking
EDM/Private
Sector/Task Force
$80,000 from
reserves (plus
$20,000 from
private sector)
Ongoing
Page 97 of 114
10
2022 Business Objectives (New)
2023 Business Plan | Economic Development & Marketing
Project Community Strategic Plan Lead
Accountability
Project Cost Anticipated
Completion
Business Improvement
Association –Contribution to
Capital Expenditures
Goal –Community Growth
Strategic Direction –Promote, preserve and enhance the
downtown core as the retail centre and community hub
for Tillsonburg
Priority Project-Not applicable
BIA $15,000 Ongoing
Explore Accredited Economic
Development Organization
(AEDO) program*
Goal –Lifestyle and Amenities
Strategic Direction –Increase opportunities to enjoy
culture, events and leisure activities in Tillsonburg.
Priority Project-Not applicable
EDM N/A Ongoing
Van Norman Innovation Park
–Additional Land Acquisition
Goal –Business Attraction, Retention and Expansion
Strategic Direction –Ensure adequate supply of “shovel
ready” land for business attraction and expansion
Priority Project-Marketing and build out of Van Norman
Innovation Park
Development
Commissioner
TBD Q4
Van Norman Innovation Park
–Plan of Subdivision/
Engineering Design
Goal –Business Attraction, Retention and Expansion
Strategic Direction –Ensure adequate supply of “shovel
ready” land for business attraction and expansion
Priority Project-Marketing and build out of Van Norman
Innovation Park
Development
Commissioner
TBD Q4
Page 98 of 114
11
Risks
•Each of the business plan categories (CIP,
strategy, SOMA, Discover Tillsonburg, Van
Norman Innovation Park expansion,
sponsorship, infrastructure, developer support,
etc) support the ongoing development of the
town as a more complete community and not
supporting these comprehensive actions will
detract from the goals identified for the Town
2023 Business Plan | Economic Development & Marketing
Page 99 of 114
12
Opportunities
2023 Business Plan | Economic Development & Marketing
•Investment in the Van Norman Innovation Park, the downtown, and business to support the growth and diversification of the Town’s economy
•Continue to enhance promotion through ongoing
production of magazines, community videos,
chamber awards and recently launched newsletter
•Use updated strategy and high tech manufacturing
action plan to build resilience into local economy
•Maintain partnerships to support visitors, chamber
of commerce, youth, and entrepreneurs through
key sponsorships
Page 100 of 114
13
Future Departmental
Directions: 3 year outlook
•2024
•Van Norman Innovation Park Expansion (Construction)
•Implementation of updated Economic Development Strategy
•Expanded support for Airport Business Development
•2025
•Sale of Lands in Van Norman Innovation Park (Phase 2)
•Implementation of updated Economic Development Strategy
•2026
•Implementation of updated Economic Development Strategy
2023 Business Plan | Economic Development & Marketing
Page 101 of 114
Page1
Board of Management Report – ECDEV02-01-23
To: EDAC (Economic Development Advisory Committee)
From: Cedric Tomico, Vice Chair – Board of Management DTBIA
Date: February 9th, 2023
Subject: February ECDEV Report from the BIA
______________________________________________________________
The following report is provided to the ECDEV committee as an update to the operational
results of the Downtown Tillsonburg BIA.
Financial/budget update:
January is off to a strong start fuelled by non-levy revenues consisting of sponsorship income,
donations to the “Light-It UP” campaign, wage subsidies, interest income as well as spending
that is currently below budget.
Town council budget approval is expected on February 13th prior to any capital or other project
funding to occur.
A significant portion of the 2023 BIA budget is funded outside of the tax levy and the team is
working diligently on funding applications for both capital program and wage subsidy
programs.
There is ancillary focus and effort placed on additional methods of revenue generation
including the new sponsored banner program as attached to this report.
Fundraising for the “Light-It UP” campaign continues with ongoing success.
Marketing, events & promotions:
All metrics from social media channel are trending very favourably. Program initiatives are all
underway as per the 2023 approved marketing calendar. Radio ads have run on three stations
covering London, Tillsonburg and the tri-county region. Feedback has been positive.
Sponsored banner designs have been finalized with mock-ups for presentation when making
sales pitches for sponsorships for DTBIA and Turtlefest.
Examples of the new for 2023 banners for both sponsorship revenues and recognition are
attached as examples. Installation of these new banners will commence on or about April 1st,
2023, and prior to the OBIAA pre-conference tour.
Page 102 of 114
Page2 Membership update:
The following recent activities have been noted:
- EasyHome Furniture – the store at 164 Broadway is closing permanently – the winding
down sale is underway. The ED has been unable to clarify the reasons for the closure.
- Broadway Gym - is under construction in space formerly occupied by MedPoint. The
EMC and ED met with the new owner/operator Dale Fazekas on February 6th. Plans are
to have the gym open and operational on or about May 1st pending completion of the
renovations. This tenant has signed a multi-year lease to 2032.
- VIP Vape – has opened at 148 Broadway, formerly occupied by Mobile Links.
- Tillsonburg Hobby Central - will be moving and expanding from their current location
on Baldwin Street to 18 Oxford Street.
- Sparkle Candle Co. – has closed permanently. The space was vacant for only one month
and Tillsonburg Hobby Central is currently moving in as per the above.
- Enchanted Eats Café – will be transitioning to take-out and catering only due to issues
with AODA compliance, (wheel chair accessibility/ramps).
- Gold & Ice Jewellers – is closing permanently due to retirement. This member is also
closing their 2nd location in Brantford.
- TD Canada Trust – has an all-new entrance storefront facing Broadway.
- Special Occasions Cakes – has renovated their interior and has phased out certain bread
and bread-dough based products and will be focusing on sweets, pastries and cakes.
- Flippin’ Mike’s – the storefront is under construction for restoration of the brick.
- The Hearing Centre – temporarily closed due to water damage – construction and
rehabilitation is underway.
- Former Strand Theatre – 4 new businesses have opened in the north building space.
- Sunnyside Kitchens – Have closed their Harvey/London Street location and moved out
of the downtown core to the Vance Drive industrial park.
Page 103 of 114
Page3 Beautifications & Operations
Surveys for the preferred option for new winter lights continues to receive a significant number
of responses, with voting and specific comments. There is overwhelming support for light
option #3 which is the large snowflake with blue circle in the middle. We will continue to work
on public feedback and one additional task will be a display in the Tillsonburg Town Centre Mall
in late February to gain additional feedback.
The first Beautifications meeting of 2023 is scheduled for February 10th. This is an initial meeting
to plan the on-street floral efforts for the upcoming spring/summer season including transitional
plans. All the primary stakeholders are involved in this discussion.
Governance
The new board inauguration occurred at the January 25th, 2023, meeting. The membership
directory with the new members and executive appointees is attached. Board training and
education will commence on February 22nd, 2023, to ensure understanding and compliance
with all legislative requirements with a focus on the board’s role with policy development and
oversight.
Board sub-committees will also be determined at this meeting which is largely comprised of HR,
Beautifications and Promotions/Marketing.
The board meeting schedule for 2023 is also attached for reference purposes.
2023 Patio Program review:
The team is working with the Town of Tillsonburg and stakeholders with several options for the
2023 patio season. The AGCO has enacted new legislative guidelines including an 8-month
limit on outdoor alcohol service. This new guidance will be included in the new/proposed
program for 2023. The best practices of other BIA’s will also be included in the review and
program recommendations.
The www.streetpatio.ca team will appear as a delegation at the February 22nd board meeting to
present a program for consideration as per downtown patio projects in the following BIA’s:
Downtown Kitchener, Downtown Belleville, Downtown Alliston, Downtown-Fallsview District –
Niagara Falls, Downtown Hamilton, etc.
The review will include:
- What dates for the 2023 season work best for the participants/service provider
- A discussion of a consistent approach to design & aesthetics as per best-practices of
other BIA’s/downtown areas
- Potential cost-sharing between the parties
- Fees: should they be charged as part of the movement to a permanent program
- What types/styles of set-ups are included as options for the new program
- Meeting the demands of the public from feedback/stakeholder engagement
- Compliance with AODA, UTSM & OHTA legislation/guidelines
Page 104 of 114
Page4
TurtleFest
The event will go ahead in 2023 as a one-day event to be held on Saturday, June 17th, 2023,
with the bulk of the activities to be held in the downtown core area. The activities are in the
planning stages. Rogers Sports & Media has been approached for their full sponsorship for the
2023 event – currently in process.
The Turtlefest sub-committees are established and are meeting upwards of two to three times
per week to ensure financial and operational successes with a very structured & disciplined
approach.
Town Council has committed $7,500 for the event which is greatly appreciated. The feedback
from sponsors, both new and recurring, has been very, very favourable. The event will be
planned/scheduled so that every component either has a sponsor or there is a funding
identified. No commitments will be made for expenses until such a time that there is a funding
stream/sponsorship for each item. Fixed costs have been thoroughly assessed, reviewed
carefully for funding sources and we have a solid, robust and achievable plan.
Façade Improvement Program
There is one FIP inspection to be scheduled in late February. The FIP reserve contains enough
funding for 5 design fees and 10 single storefront projects. There are several projects in the
queue where the design/renderings are completed; however, the projects have not yet
commenced. These include one multi-project of three storefronts and 3 single building
storefront projects.
Page 105 of 114
Page5 2023 OBIAA Conference being hosted by Downtown London BIA - London
RBC Convention Centre – April 16-19th
Downtown Tillsonburg BIA will be hosting an afternoon pre-conference activity for the OBIAA
conference – we will be picking up participants by coach bus on April 16th for an afternoon to
showcase Tillsonburg and specifically our accomplishments in the downtown area. We will be
having a food/pub/retail crawl and tour of our offices after a red-carpet reception at the CHAA
hangar/Tillsonburg Flying School hangar at the TRA.
Sunday, April
16, 2023
Location Description Sponsored by Summary of Session
12:00–6:00pm Foyer Registration
1:00-4:30pm Pre-Conference Tour:
Walking Tour of
Downtown London with
Art & History
Explore the heart of London through this guided
walking tour. Go back in time to major events in
the early days of the City and view regional art
that beautifies the core. London - settled in
1793, founded in 1826, and incorporated in 1855
- has a lot to offer, both in its stories of the past
and the beauty of the present.
Price: $20.00 per person (includes all taxes &
fees)
1:00-4:30pm
Pre-Conference Tour:
Downtown Tillsonburg
BIA
First, make a stop at the historic Canadian
Harvard Aircraft Association hangar at the
Tillsonburg Regional Airport – meet the pilots &
team that keep our heritage flying. We then
head to Downtown Tillsonburg to observe best
practices, meet with small business owners who
pivoted during the pandemic, tasting local fare &
beverages with a final stop at the historic Station
Arts Centre. All participants get a Downtown
Tillsonburg swag bag.
Price: $35.00 per person (includes all taxes, fees,
food & beverage)
This pre-conference activity will promote Tillsonburg and Tourism Oxford. This is an important
initiative which may only occur once every decade. We have stakeholder interest to ensure this
is well planned and executed. We will plan short duration stops throughout the downtown
before the participants board the coach for return to Downtown London.
Page 106 of 114
Page6 Business outlook
The downtown traffic continues to be healthy although many members are reporting a decline
in sales since the rise of interest rates; general inflation & the impacts of significantly higher
grocery prices. Shipping costs continue to have a significant negative impact on the retail
sector and there are still issues with supply chain reliability and in many instances, selection of
goods. Several of our BIA members have pivoted to local procurement where possible. This is
evident in the boutique retail sector with Betty’s Marketplace, Trinkets, Our Creative Touch, etc.
Staff challenges continue to be pervasive. Where possible, the DTBIA team is working with all
stakeholders to provide supports in recruiting, passing along messages in our inter-member
communications, etc.
Advocacy & stakeholder relations
The DTBIA continues to work with all community partners to address issues, concerns, and
challenges.
The ED and team continue to participate in community activities; presentations to Town
Council; presentations to the general community with respect to fundraising for Turtlefest and
the “Light-It UP” winter light campaigns.
The team continues weekly participation in all OBIAA best-practice calls and notes items
applicable to our specific needs/challenges for implementation.
Appreciation
The DTBIA team would like to acknowledge and thank our volunteer board as well as our
membership and team whose commitment to a thriving downtown core are very much
appreciated. We couldn’t do it without the team!
Summary
The DTBIA continues to be well-positioned for success in 2023 and into the future.
ENCL.
Page 107 of 114
Page 108 of 114
1
Downtown Tillsonburg Business Improvement Area (DTBIA)
Board of Management & Team Directory – as of January 25th, 2023
for the term of 2023-2024
Name: Qualifying
address/business:
Voting
member: Email: Phone: Date of
Appointment:
Bob Parsons
Board Chair Council Appointee Yes bparsons@tillsonburg.ca
Town of Tillsonburg
519-550-5840 December
12th, 2022
Cedric Tomico
Vice-Chair
80 Broadway
Corporate Rep
Yes cedric@nu-decor.ca
Verne’s Carpet One
519-521-7872 December
12th, 2022
Michael Bossy
Secretary
45 Ridout St. W.
Corporate
representative
Yes
mrbossy@bng-cpa.ca
Bossy Nagy Group
519-842-4263
December
12th, 2022
Emily Odorjan
Treasurer
164 Broadway
Tenant Yes ebirtwell@dominionlending.ca
Agricorp/Dominion Lending
519-983-5283 December
12th, 2022
Wendy Cameron
Board Member
149 Broadway
Landlord
Yes john.cameron@sobeys.com
Landlord, 4 properties d/t
519-688-1734 December
12th, 2022
Mark Tedesco
Board Member
18 Oxford Street
Tenant
Yes mtedesco1961@hotmail.com
Anchor Hooks & Hardware
519-502-1595 December
12th, 2022
Michelle Gleeson
Board Member
199 Broadway
Manager - Scotiabank
Yes Michelle.gleeson@scotiabank.com
Scotiabank Tillsonburg
519-842-6667 December
12th, 2022
Jessy Rhora
Board Member
Loading Screen
71 Broadway
Tenant/owner
Yes
loadingscreenshop@gmail.com
Loading Screen
December
12th, 2022
Ben Cressman
Board Member
200 Broadway
Corporate Rep Yes bcressman@strathallen.com
Tillsonburg Town Centre Mall
519-722-5013 December
12th, 2022
Brandon
Thompson
Board Member
110 Broadway
Corporate Rep
Yes bthompson@tncc.ca
True North Cannabis Co.
519-984-8311 December
12th, 2022
Cheryl Fody
Board Member
24 Harvey St.
Corporate Rep Yes cheryl.fody@century21.ca
Century 21 Tillsonburg
519-688-8999 December
12th, 2022
Total members = 11
Staff:
Mark Renaud
Executive Director
164 Broadway No m.renaud@tillsonburgbia.ca 519-550-3780 December 3rd,
2018
Vanessa Fortner
Events/Marketing
Coordinator
164 Broadway No
v.fortner@tillsonburgbia.ca
519-403-6378 October 31st,
2022
SB Advisory
Bookkeeper DTBIA
n/a
No
accounting@tillsonburgbia.ca
November
30th, 2021
Downtown Tillsonburg BIA 164 Broadway, Unit #10, TILLSONBURG, ON N4G 5A8 (519)842-8880
Page 109 of 114
Downtown Tillsonburg BIA - 2023 Meeting Schedule
Month Meeting date/time Place Type of meeting
January Wednesday, January 25
7:30 am – 9:30 am
164 Broadway
DTBIA boardroom
Regular
February Wednesday, February 22
7:30 am – 9:30 am
164 Broadway
DTBIA boardroom
Regular
March Wednesday, March 29
7:30 am – 9:30 am
164 Broadway
DTBIA boardroom
Regular
April Wednesday, April 19
7:30 am – 9:30 am
164 Broadway
DTBIA boardroom
Regular
May Wednesday, May 24
7:30 am – 9:30 am
164 Broadway
DTBIA boardroom
Regular
June Wednesday, June 21
7:30 am – 9:30 am
164 Broadway
DTBIA boardroom
Regular
July NO MEETING N/A N/A
August NO MEETING N/A N/A
September Wednesday, September 20
7:30 am – 9:30 am
164 Broadway
DTBIA boardroom
Budget
Meeting
October Wednesday, October 25
7:30 am – 9:30 am
164 Broadway
DTBIA boardroom
Regular
November Wednesday, November 22
7:30 am – 9:30 am
164 Broadway
DTBIA boardroom
Regular
November
AGM
Wednesday, November 29
6:00 – 9:00 pm
Tillsonburg Legion
25 Durham Street
AGM
(2024 budget &
Year in Review)
December NO MEETING N/A N/A
*ALL MEETINGS WILL BE ENABLED FOR VIRTUAL ATTENDANCE.
Page 110 of 114
65-6 Springank Ave. North, Woodstock, ON N4S 8V8
P: 519-539-3616
E: nicole@WITAAR.ca
W: www.WITAAR.ca
WOODSTOCK INGERSOLL TILLSONBURG & AREA ASSOCIATION OF REALTORS®
MLS® ACTIVITY FOR THE TOWN OF TILLSONBURG
MONTH ENDING JANUARY 2023
YEAR TO DATE MONTHLY
2023 2022 % Difference 2023 2022 % Difference
$ value of Total Units Sold $8,149,000 $13,305,500 -38.7% $8,149,000 $13,305,500 -38.7%
$ value of Residential Units Sold $8,149,000 $11,072,010 -26.4% $8,149,000 $11,072,010 -26.4%
$ value of Other Units Sold $0 $2,233,990 0% $0 $2,233,990 0%
Total # of Units Sold 13 18 -27.7% 13 18 -27.7%
# of Residential Units Sold 13 16 -18.7% 13 16 -18.7%
# of Other Units Sold 0 2 0% 0 2 0%
Total # of New Listings 54 23 +134.7% 54 23 +134.7%
Total # of New Residential Listings 49 19 +157.9% 49 19 +157.9%
Total # of Other New Listings 5 4 +25.0% 5 4 +25.0%
Total # Currently on Market ***see monthly numbers 94 19 +126.3%
# of Residential Currently on Market ***see monthly numbers 88 10 +877.8%
# of Other Listings Currently on Market ***see monthly numbers 6 9 -33.3%
RESIDENTIAL SALES BY
PRICE CATEGORY
Accum. Accum. Month Reporting Month Reporting
2023 YTD 2022 YTD 2023 2022
$ - $299,999 0 0 0 0
$300,000 - $499,999 3 1 3 1
$500,000 - $599,999 3 4 3 4
$600,000 - $699,999 2 3 2 3
$700,000 - $799,999 3 3 3 3
$800,000 - $899,999 1 3 1 3
$900,000 - $999,999 1 2 1 2
$1,000,000 - $1,099,999 0 0 0 0
$1,100,000 - $1,199,999 0 0 0 0
$1,200,000 or Greater 0 0 0 0
Region: Oxford
Municipality: Tillsonburg
All YTD Totals may not match the month to month cumulative due to continuous, live updates of data combined with permitted timing of entry.
The information only represents MLS® listings sold and reported through the ITSO MLS® system. The information has been drawn from sources deemed reliable, but the accuracy and completeness of the
information is not guaranteed. In providing this information, the Woodstock Ingersoll Tillsonburg & Area Association of REALTORS® does not assume any responsibility or liability.
Average Residential Sale Price
2023 2022 %DIFF
MONTH $626,846 $692,000 -9.4%
TYD $626,846 $692,000 -9.4%
Page 111 of 114
Member Thumbnail 1444 BELL MILL Sr Tillsonburg MLS® #: 40370719
Active / Commercial Lease Confidential for REALTORS® Only Price: $10.00/Sq Ft Net
MLS®#:40370719 DOM/CDOM 1/1Region:Oxford Bldg Area Total:15,000Municipality Area:Tillsonburg Lot Size Area:7.07
Neighbourhd/SubDist:Tillsonburg Lot Front:608.34Property Sub Type:Industrial Lot Depth:
Business Type:Tax Amount:$1Waterfront Y/N:No Tax Year:2020
Listing Date:01/30/2023
Excellent opportunity for your facility on main arterial road (Highway 3) in Tillsonburgs Industrial zone. Building is
presently under construction and expected completion is mid spring 2023. Property boats ample parking and outsidestorage, high visibility and able to be customized to many users needs.
L/Brokerage:ROYAL LEPAGE R.E.WOOD REALTY, BROKERAGEL/Salesperson:DANE WILLSONL/Brokerage 2:
L/Salesperson 2:Seller:West Wind Properties Inc.
Member Thumbnail 1444 BELL MILL Sr Tillsonburg MLS® #: 40370713
Active / Commercial Lease Confidential for REALTORS® Only Price: $10.00/Sq Ft Net
MLS®#:40370713 DOM/CDOM 1/1Region:Oxford Bldg Area Total:15,000
Municipality Area:Tillsonburg Lot Size Area:7.07Neighbourhd/SubDist:Tillsonburg Lot Front:608.34
Property Sub Type:Industrial Lot Depth:Business Type:Tax Amount:$1Waterfront Y/N:No Tax Year:2020
Listing Date:01/30/2023
Excellent opportunity for your facility on main arterial road (Highway 3) in Tillsonburgs Industrial zone. Building is
presently under construction and expected completion is mid spring 2023. Property boats ample parking and outsidestorage, high visibility and able to be customized to many users needs.
L/Brokerage:ROYAL LEPAGE R.E.WOOD REALTY, BROKERAGEL/Salesperson:DANE WILLSON
L/Brokerage 2:L/Salesperson 2:
Seller:West Wind Properties Inc.
Member Thumbnail 1444 BELL MILL Sr Tillsonburg MLS® #: 40370706
Active / Commercial Lease Confidential for REALTORS® Only Price: $10.00/Sq Ft Net
MLS®#:40370706 DOM/CDOM 1/1
Region:Oxford Bldg Area Total:15,000Municipality Area:Tillsonburg Lot Size Area:7.07Neighbourhd/SubDist:Tillsonburg Lot Front:608.34
Property Sub Type:Industrial Lot Depth:Business Type:Tax Amount:$1
Waterfront Y/N:No Tax Year:2020Listing Date:01/30/2023
Excellent opportunity for your facility on main arterial road (Highway 3) in Tillsonburgs Industrial zone. Building ispresently under construction and expected completion is mid spring 2023. Property boats ample parking and outside
storage, high visibility and able to be customized to many users needs.
L/Brokerage:ROYAL LEPAGE R.E.WOOD REALTY, BROKERAGE
L/Salesperson:DANE WILLSONL/Brokerage 2:L/Salesperson 2:
Seller:West Wind Properties Inc.
Page 112 of 114
Member Thumbnail 113-671 BROADWAY - NORTHGATE
PLAZA Tillsonburg MLS® #: 40366464
Active / Commercial Lease Confidential for REALTORS® Only Price: $22.00/Sq Ft Gross
MLS®#:40366464 DOM/CDOM 14/14Region:Oxford Bldg Area Total:41,000
Municipality Area:Tillsonburg Lot Size Area:Neighbourhd/SubDist:Tillsonburg Lot Front:596.00Property Sub Type:Retail Lot Depth:
Business Type:Tax Amount:$0Waterfront Y/N:No Tax Year:2023
Listing Date:01/17/2023
You won't find a better spot for your Business! 671 Broadway - Northgate Plaza is a new retail development on the North
End of Tillsonburg. This new modern commercial complex will feature approximately 15 retail/office units. Thisunparalleled location is situated right next to expanding residential developments and has access off of the main highway
into town. Tillsonburg has been rated as Canada's third fastest growing community and is only a 15 minutes drive fromthe 401 corridor. Over 10,000 vehicles per day pass by this location! Call to see how you can reserve your spot in thissuperb new plaza. Actual Building may not be exactly as shown in picture. $22.00 per sq ft + Cam fees
L/Brokerage:ROYAL LEPAGE R.E.WOOD REALTY, BROKERAGEL/Salesperson:ROB KOPPERT
L/Brokerage 2:L/Salesperson 2:
Seller:Kermar Holdings Inc
Member Thumbnail 107 - 671 BROADWAY - NORTHGATE
PLAZA Tillsonburg MLS® #: 40366439
Active / Commercial Lease Confidential for REALTORS® Only Price: $22.00/Sq Ft Gross
MLS®#:40366439 DOM/CDOM 14/14
Region:Oxford Bldg Area Total:41,000Municipality Area:Tillsonburg Lot Size Area:
Neighbourhd/SubDist:Tillsonburg Lot Front:596.00Property Sub Type:Retail Lot Depth:
Business Type:Tax Amount:$0Waterfront Y/N:No Tax Year:2023
Listing Date:01/17/2023
You won't find a better spot for your Business! 671 Broadway - Northgate Plaza is a new retail development on the North
End of Tillsonburg. This new modern commercial complex will feature approximately 15 retail/office/or restaurant units.This unit features an Atrium area ideal for a restaurant type business. This unparalleled location is situated right next toexpanding residential developments and has access off of the main highway into town. Tillsonburg has been rated as
Canada's third fastest growing community and is only a 15 minutes drive from the 401 corridor. Over 10,000 vehicles perday pass by this location! Call to see how you can reserve your spot in this superb new plaza. Actual Building may not be
exactly as shown in picture. $20.00 per sq ft + Cam fees
L/Brokerage:ROYAL LEPAGE R.E.WOOD REALTY, BROKERAGE
L/Salesperson:ROB KOPPERTL/Brokerage 2:
L/Salesperson 2:Seller:Kermar Holdings Inc
Page 113 of 114
Member Thumbnail 1 LIBRARY Ln #202 Tillsonburg MLS® #: 40365650
Active / Commercial Lease Confidential for REALTORS® Only Price: $1,050.00/Month Gross
Lease
MLS®#:40365650 DOM/CDOM 14/212Region:Oxford Bldg Area Total:850
Municipality Area:Tillsonburg Lot Size Area:Neighbourhd/SubDist:Tillsonburg Lot Front:77.53
Property Sub Type:Part of Building Lot Depth:Business Type:Tax Amount:$0Waterfront Y/N:No Tax Year:2022
Listing Date:01/17/2023
** LIMITED TIME- Landlord willing to give a $1500 allowance for Tenant Fit Ups for a Lease signed in January or
February** Unbeatable Location! Perfectly situated in the bustling center of Tillsonburg. Lots of municipal parking, stepsto all the Downtown amenities, businesses. High traffic location due to the library, downtown mall, and numerous
services adjacent. Unit is approximately 850 square feet at 1050 per month semi gross lease.
L/Brokerage:ROYAL LEPAGE R.E.WOOD REALTY, BROKERAGE
L/Salesperson:DANE WILLSONL/Brokerage 2:
L/Salesperson 2:Seller:KYTY Holdings Inc.
Member Thumbnail 102 - 671 BROADWAY - NORTHGATE
PLAZA St Tillsonburg MLS® #: 40362713
Active / Commercial Lease Confidential for REALTORS® Only Price: $22.00/Sq Ft Gross
MLS®#:40362713 DOM/CDOM 14/14Region:Oxford Bldg Area Total:41,000
Municipality Area:Tillsonburg Lot Size Area:Neighbourhd/SubDist:Tillsonburg Lot Front:596.00
Property Sub Type:Retail Lot Depth:Business Type:Tax Amount:$0Waterfront Y/N:No Tax Year:2023
Listing Date:01/17/2023
You won't find a better spot for your Business! 671 Broadway - Northgate Plaza is a new retail development on the North
End of Tillsonburg. This new modern commercial complex will feature approximately 15 retail/office units. Thisunparalleled location is situated right next to expanding residential developments and has access off of the main highway
into town. Tillsonburg has been rated as Canada's third fastest growing community and is only a 15 minutes drive fromthe 401 corridor. Over 10,000 vehicles per day pass by this location! Call to see how you can reserve your spot in this
superb new plaza. Actual Building may not be exactly as shown in picture.
L/Brokerage:ROYAL LEPAGE R.E.WOOD REALTY, BROKERAGE
L/Salesperson:ROB KOPPERTL/Brokerage 2:L/Salesperson 2:
Seller:Kermar Holdings Inc
Member Thumbnail 55 BROCK St E Tillsonburg MLS® #: 40362285
Active / Commercial Lease Confidential for REALTORS® Only Price: $3,500.00/Month Gross
Lease
MLS®#:40362285 DOM/CDOM 22/22Region:Oxford Bldg Area Total:4,000
Municipality Area:Tillsonburg Lot Size Area:Neighbourhd/SubDist:Tillsonburg Lot Front:70.00
Property Sub Type:Part of Building Lot Depth:Business Type:Tax Amount:Waterfront Y/N:No Tax Year:
Listing Date:01/09/2023
Prime Commercial Space in the growing town of Tillsonburg, Up to 4000 sq ft available. Main Floor and Lower Level.
Building has abundant windows for natural light. Several offices, Lunch room, Board room, Large open area, 3washrooms, front & rear entry. Near to all amenities downtown and directly across from the post office. Plenty of parking
available. Great location for your office or business. Recent upgrades of Insulation and windows. Monthly price 3,500.00plus triple net.
L/Brokerage:ROYAL LEPAGE R.E.WOOD REALTY, BROKERAGEL/Salesperson:DAVID BENNETT
L/Brokerage 2:ROYAL LEPAGE R.E.WOOD REALTY, BROKERAGEL/Salesperson 2:ROB KOPPERT, Broker of RecordSeller:R.E. Wood Realty Limited
Page 114 of 114