230925 Regular Council Meeting Minutes 1
The Corporation of the Town of Tillsonburg
Council Meeting
MINUTES
Monday, September 25, 2023
4:45 PM
LPRCA
4 Elm St
Tillsonburg
ATTENDANCE: Mayor Gilvesy (Chair)
Deputy Mayor Beres
Councillor Luciani
Councillor Parker
Councillor Parsons
Councillor Rosehart
Councillor Spencer
Staff: Kyle Pratt, Chief Administrative Officer
Tanya Daniels, Director of Corporate Services/Clerk
Sheena Pawliwec, Director of Finance/Treasurer
Johnathon Graham, Director of Operations & Development
Cephas Panschow, Development Commissioner
Julie Ellis, Deputy Clerk
Regrets: Julie Columbus, Director of Recreations, Culture & Parks
_____________________________________________________________________
1. Call to Order
Meeting called to order at 4:45 p.m.
2. Closed Session
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Resolution # 2023-391
Moved By: Councillor Luciani
Seconded By: Councillor Spencer
THAT Council move into Closed Session to consider the following:
OPD 23-38 Water and Wastewater Contract Negotiations Update
239 (2) (d) labour relations or employee negotiations;
239 (2) (k) 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.
Carried
3. Moment of Silence
4. Adoption of Agenda
Resolution # 2023-396
Moved By: Councillor Spencer
Seconded By: Councillor Parsons
THAT the agenda as prepared for the Council meeting of September 25, 2023,
be approved noting the Kinsmen presentation was for the Hawkins Bridge.
Carried
5. Disclosures of Pecuniary Interest and the General Nature Thereof
None.
6. Adoption of Council Minutes of Previous Meeting
Resolution # 2023-397
Moved By: Councillor Luciani
Seconded By: Councillor Parsons
THAT the Council meeting minutes dated September 11, 2023 be approved.
Carried
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7. Public Meetings
Resolution # 2023-398
Moved By: Deputy Mayor Beres
Seconded By: Councillor Rosehart
THAT Council move into the Committee of Adjustment to hear an application for
Minor Variance at 6:06 p.m.
Carried
7.1 A05-23 - Application for Minor Variance - 98 North Street East
Laurel Davies Snyder, Development Planner, provided an overview of the
application.
Applicant, Bill Dyck, provided comment in favour of his application to
create privacy for his property.
David Pathy, a neighbor of the property, appeared in favour of the
application.
Shawn Reid, a neighbor of the property, appeared in favour of the
application.
The following resolution was withdrawn:
Moved By: Councillor Parker
Seconded By: Councillor Luciani
A. That the Town of Tillsonburg Committee of Adjustment approve that
portion of Application File A05-23, submitted by Anna and Bill Dyck for
the lands described as Part Lot 5, Concession 10 (Dereham), 98 North
Street East, Tillsonburg, as it relates to:
1. Section 5.1 – Accessory Uses, Buildings, Structures – Table
5.1.1.4 - Regulations for Accessory Buildings and Structures –
Lot Coverage, maximum for all accessory buildings and
structures, to increase the combined total maximum lot
coverage from 50 m2 (538.2 ft2) to 62 m2 (667 ft2) to permit a
shed accessory to a residential use.
As the proposed variance is:
(i) deemed to be a minor variance from the provisions of the
Town of Tillsonburg Zoning Bylaw No. 3295;
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(ii) desirable for the appropriate development or use of the land;
(iii) in-keeping with the general intent and purpose of the Town
of Tillsonburg Zoning By-law
No. 3295; and,
(iv) in-keeping with the general intent and purpose of the Official
Plan
B. And that the Town of Tillsonburg Committee of Adjustment deny that
portion of Application File A05-23, submitted by Anna and Bill Dyck for the
lands described as Part Lot 5, Concession 10 (Dereham), 98 North Street
East, Tillsonburg, as it relates to:
1. Section 5.1 – Accessory Uses, Buildings, Structures – Table
5.1.1.4 - Regulations for Accessory Buildings and Structures –
Height, Maximum, to increase the maximum permitted height of
a shed accessory to a residential use from 3.7 m (12.1 ft) to 5.7
m (18.7 ft).
As the proposed variance is:
(i) not deemed to be a minor variance from the provisions of the
Town of Tillsonburg Zoning By-law No. 3295;
(ii) not desirable for the appropriate development or use of the
land; and
(iii) not in-keeping with the general intent and purpose of the
Town of Tillsonburg Zoning Bylaw No. 3295.
A revised motion was presented:
Resolution # 2023-399
Moved By: Councillor Parker
Seconded By: Councillor Luciani
A. That the Town of Tillsonburg Committee of Adjustment approve that
portion of Application File A05-23, submitted by Anna and Bill Dyck for
the lands described as Part Lot 5, Concession 10 (Dereham), 98 North
Street East, Tillsonburg, as it relates to:
1. Section 5.1 – Accessory Uses, Buildings, Structures – Table
5.1.1.4 - Regulations for Accessory Buildings and Structures –
Lot Coverage, maximum for all accessory buildings and
structures, to increase the combined total maximum lot
coverage from 50 m2 (538.2 ft2) to 62 m2 (667 ft2) to permit a
shed accessory to a residential use.
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As the proposed variance is:
(i) deemed to be a minor variance from the provisions of the
Town of Tillsonburg Zoning Bylaw No. 3295;
(ii) desirable for the appropriate development or use of the land;
(iii) in-keeping with the general intent and purpose of the Town
of Tillsonburg Zoning By-law
No. 3295; and,
(iv) in-keeping with the general intent and purpose of the Official
Plan
B. And that the Town of Tillsonburg Committee of Adjustment approve that
portion of Application File A05-23, submitted by Anna and Bill Dyck for the
lands described as Part Lot 5, Concession 10 (Dereham), 98 North Street
East, Tillsonburg, as it relates to:
1. Section 5.1 – Accessory Uses, Buildings, Structures – Table
5.1.1.4 - Regulations for Accessory Buildings and Structures –
Height, Maximum, to increase the maximum permitted height of
a shed accessory to a residential use from 3.7 m (12.1 ft) to 5.7
m (18.7 ft).
As the proposed variance is:
(i) deemed to be a minor variance from the provisions of the
Town of Tillsonburg Zoning By-law No. 3295;
(ii) desirable for the appropriate development or use of the land;
and
(iii) in-keeping with the general intent and purpose of the Town
of Tillsonburg Zoning Bylaw No. 3295.
Carried
Resolution # 2023-400
Moved By: Councillor Rosehart
Seconded By: Councillor Parsons
THAT Council move out of Committee of Adjustment and move back into
regular Council session at 6:28 p.m.
Carried
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7.2 Application for Zone Change ZN 7-22-14 – Town of
Tillsonburg (Daycare)
Laurel Davies Snyder, Development Planner, provided an overview of the
application.
Resolution # 2023-401
Moved By: Councillor Spencer
Seconded By: Councillor Luciani
THAT the Council of the Town of Tillsonburg approve the zone change
application ZN7-22-14, whereby the definition of ‘Daycare Centre’ in
Section 4.49 of the Zoning By-law is amended by increasing the minimum
number of children accommodated from 6 to 7; and, the definition of ‘Day
Care, Private Home’ is amended to permit up to six (6) children under the
age of thirteen (13); and, that Section 5.13.9 of the Zoning By-law is
amended to increase the number of children that can be accommodated in
a home daycare from 5 to 6.
Carried
8. Planning Reports
8.1 Application for Consent B23-36-7 Clara Ambrus
Laurel Davies Snyder, Development Planner, provided an overview of the
application.
Resolution # 2023-402
Moved By: Councillor Parsons
Seconded By: Councillor Rosehart
THAT The Council of the Town of Tillsonburg advise the Oxford County
Land Division Committee that the Town supports the Application for
Consent B23-36-7 to sever lands described as Part of Lot 4, Concession
10 (Dereham), Township of South-West Oxford / Town of Tillsonburg,
subject to the following conditions:
1. Drainage assessment re-apportionment be undertaken, pursuant
to Section 65 of The Drainage Act, R.S.O., 1990, at the owner’s
expense, to the satisfaction of the
Township of South-West Oxford.
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2. The owner shall agree to provide an updated survey to confirm
the size of the lot to be severed, to the satisfaction of the Town of
Tillsonburg.
3. The owner shall agree to provide a Lot Grading Plan for the lot to
be severed to the satisfaction of the Town of Tillsonburg.
4. The owner shall agree, in writing, to satisfy all requirements,
financial and otherwise, of the Town of Tillsonburg, regarding the
installation of services and
drainage facilities, to the satisfaction of the Town of Tillsonburg.
5. The Clerk of the Town of Tillsonburg advise the Secretary-
Treasurer of the Land Division Committee that all requirements of
the Town of Tillsonburg have been complied with.
6. The Clerk of the Township of South-West Oxford advise the
Secretary-Treasurer of the Land Division Committee that all
requirements of the Township of South-West Oxford have been
complied with.
Carried
9. Delegations
9.1 Meredith Maywood, Oxford County - Tourism Oxford Re: Tourism
Oxford Presentation
Meredith Maywood attended before Town Council to provide a
presentation on Tourism within Oxford County. The presentation included
an overview of the following:
• Role of Tourism Oxford;
• Target Audiences;
• Tourism Trends;
• Product and Partnership information; and
• Results of 2022 initiatives.
Resolution # 2023-403
Moved By: Councillor Spencer
Seconded By: Deputy Mayor Beres
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THAT Council receives the delegation from Meredith Maywood from
Tourism Oxford, as information.
Carried
9.2 Kinsmen Club, Life Member and Project Chairman, Pat Carroll Re:
Hawkins Bridge
Pat Carroll attended before Council to speak regarding the Hawkins
Bridge project needs. Mr. Carroll provided historical information on
Kinsmen Club activities as well as direct work relationships with the
Hawkins Bridge. Mr. Carroll further covered the situation of the Bridge
and the project proposal that his organization was seeking to complete the
work. Mr. Carroll responded to questions from members of Council and
spoke to a sense of urgency and seriousness of the project. Jonathan
Graham, Director of Operations and Development, explained Purchasing
process and liability concerns with the proposed project.
Resolution # 2023-404
Moved By: Deputy Mayor Beres
Seconded By: Councillor Rosehart
A. THAT Council receives the delegation from Pat Carroll, Tillsonburg
Kinsmen Club, as information; and
B. THAT Town Policy 5-006: Purchasing Policy be waived to permit
staff to execute and enter into a project agreement with the
Kinsmen Club for the Hawkins bridge project; and
C. THAT staff further be directed to execute any third-party service
agreements that may be needed to execute the project as a lead;
and
D. THAT Council direct that funds be provided via the tax rate
stabilization reserve or an alternative funding source to an upset
limit $30,000.
Carried
10. Presentations
10.1 Professor Cody Groat, Truth and Reconciliation Commission of
Canada's 57th Call to Action.
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Professor Cody Groat attended before Council to speak on Truth and
Reconciliation Commission of Canada's 57th Call to Action. The
presentation included the following highlights:
• Calls to Action overview;
• Brief history of The Haudenosaunee Confederacy;
• Town of Tillsonburg references;
• Hereditary and Elected Governments information;
• The Indian Residential School System including greater information
on the Mount Elgin Residential School and the Mohawk Institute
Residential School; and
• Potential Next Steps for Tillsonburg Council.
Resolution # 2023-405
Moved By: Councillor Spencer
Seconded By: Councillor Parsons
THAT the presentation by Professor Cody Groat be received as
information.
Carried
11. Deputation(s) on Committee Reports
11.1 CAO 23-16 Community Health Care Committee Matrix Adjustment
Resolution # 2023-406
Moved By: Councillor Luciani
Seconded By: Councillor Rosehart
A. THAT report titled “CAO 23-16 Community Health Care Committee
Matrix Adjustment” be received as information; and
B. THAT Council approve the recommendation of the Community
Health Care Committee as follows:
THAT the Community Health Care Committee recommend that the
funding of the non-stipend portions in the amount of $22,350 be shifted to
use for housing and accommodation needs for the recruit;
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AND THAT the Community Health Care Committee be permitted in the
future to shift funds laterally within the matrix without requiring individual
Council approval as long as the request remains with the allowable overall
amount in the matrix.
Carried
12. Information Items
Resolution # 2023-407
Moved By: Councillor Parsons
Seconded By: Councillor Parker
THAT the following items be received as information:
12.1 The Honourable Paul Calandra, Minister of Municipal Affairs and
Housing Re: Responding to the Housing Affordability Task Force's
Recommendations
12.2 Minister of Finance - AMO Conference delegation
Carried
13. Staff Reports
13.1 Corporate Services
13.1.1 CS 23-17 Youth Advisory Committee Appointments
Resolution # 2023-408
Moved By: Councillor Parker
Seconded By: Councillor Parsons
A. THAT Report CS 23-17 Youth Advisory Council
appointments be received as information; and
B. THAT the Youth Advisory Council’s Terms of Reference be
amended to allow for a maximum of 14 members; and
C. THAT a By-Law to amend By-Law 2023-009, being a by-law
to appoint members to Town of Tillsonburg Council Advisory
Committees, be brought forward for Council’s consideration.
Carried
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13.2 Economic Development
13.2.1 EDM 23-18 Surplus Land Declaration - East Portions of Coyle
Lane
Resolution # 2023-409
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
A. THAT report EDM 23-18 titled Surplus Land Declaration –
East Portions of Coyle Lane be received; and
B. THAT the Coyle Lane Right-of-Way Lands located East of
the paved surface, described as an Alley East of Tillson
Avenue and South of Lot 266 on Plan 500, be closed; and
C. THAT the East portions of the Coyle Lane Right-of-Way,
described as an Alley East of Tillson Avenue and South of
Lot 266 on Plan 500, be declared surplus to the needs of the
Town of Tillsonburg in accordance with Bylaw 2021-031
(land disposition) including suitable notification to the public;
and
D. THAT a staff report be brought forward for Council’s
consideration.
Carried
13.2.2 EDM 23-17 Request for Delay in Provision of Community
Benefit – 1701 Hwy 3 (McLaughlin) Property
Resolution # 2023-410
Moved By: Councillor Luciani
Seconded By: Councillor Spencer
A. THAT report titled EDM 23-17 Request for Delay in
Provision of Community Benefit – 1701 Hwy 3 (McLaughlin)
Property be received; and,
B. THAT Edwin and Maureen McLaughlin be provided an
extension in the period to start and complete construction of
the required Event Centre building on the 1701 Highway 3
Property until such time as municipal services are in place to
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facilitate the development and compatibility issues with the
adjacent future industrial areas are addressed; and,
C. THAT the extension in the period to start construction of the
required Event Centre Building be until December 31, 2024
with completion no later than December 31, 2025 with an
update or additional request to Council from Edwin and
Maureen McLaughlin being provided no later than June 30,
2024 (6 months in advance of the deadline to start
construction).
Carried
13.3 Finance
13.3.1 FIN 22-17 - Council Expense Policy Amendments
Resolution # 2023-411
Moved By: Councillor Parsons
Seconded By: Councillor Rosehart
A. THAT report FIN 23-23 Council Expense Policy
Amendments be received as information; and
B. THAT the red lined amendments to the Council Expense
Policy 2-008 be approved, effective September 15, 2023;
and
C. THAT the change to itemize individual Council Member
budgets for supplies, training & workshops be integrated
commencing with the 2024 Operating Budget containing an
allocation of 20% to the Mayor and Deputy Mayor,
respectively, and 12% to each of the five Councillors.
Carried
13.3.2 FIN 23-22 2024 Public Budget Survey Results
Resolution # 2023-412
Moved By: Councillor Parsons
Seconded By: Councillor Rosehart
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THAT Council receives report FIN 23-22 2024 Public Budget
Survey Results as information.
Carried
13.4 Operations and Development
13.4.1 OPD 23-37 - Subdivision Road Naming - Rolling Meadows
Phase
Resolution # 2023-413
Moved By: Councillor Parsons
Seconded By: Deputy Mayor Beres
A. THAT report titled Subdivision Road Naming – Rolling
Meadows be received as information; and
B. THAT Council approves “Finch Street”, “Oriole Road”, and
“Blue Jay Drive” as road names for the Rolling Meadows
subdivision along with the extension of Woodcock Drive.
Carried
13.4.2 OPD 23-39 - 2024 Water and Wastewater Master Plan - County
of Oxford Review
Resolution # 2023-414
Moved By: Councillor Spencer
Seconded By: Councillor Luciani
A. THAT report titled OPD 23-39 Water and Wastewater
Master Plan - County of Oxford Review (by the Town of
Tillsonburg) be received as information; and
B. THAT staff be directed to issue comments as identified for
public record through the County of Oxford’s Water and
Wastewater Master Plan public commentary process for
official record.
Carried
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13.5 Recreation, Culture and Parks
13.5.1 RCP 23-30 Accessible Parking Expansion - Tillsonburg
Community Center
Resolution # 2023-415
Moved By: Councillor Parsons
Seconded By: Councillor Parker
A. THAT report titled “RCP 23-34 Accessible Parking
Expansion – Tillsonburg Community Center” be received as
information; and
B. THAT Staff be directed to convert the eight current non-
accessible parking spots that run along the length of the
Auditorium’s exterior wall (east parking lot) to 6 accessible
parking spots; and
C. THAT a By-Law to amend By-Law 2022-011, being a by-law
to regulate traffic and the Parking of Motor Vehicles, be
brought forward for Council’s consideration.
Carried
14. New Business
15. Consideration of Minutes
15.1 Advisory Committee Minutes
Councillor Parsons was not present at time of the vote.
Resolution # 2023-416
Moved By: Councillor Parker
Seconded By: Councillor Spencer
THAT Council receives the following as information:
• The Community Health Care Committee minutes dated June 7,
2023
• The Economic Development Committee minutes dated August 15,
2023
• The Recreation and Sports Advisory Committee minutes dated
September 7, 2023
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Carried
16. Motions/Notice of Motions
17. Resolutions/Resolutions Resulting from Closed Session
18. By-Laws
Resolution # 2023-417
Moved By: Deputy Mayor Beres
Seconded By: Councillor Rosehart
THAT the following By-Laws be read for a first, second and third and final
reading and that the Mayor and Clerk are hereby authorized to sign the same,
and place the corporate seal thereunto.
Carried
18.1 By-Law 2023-075 Appointing Members to Committees
18.2 By-Law 2023-077 Parking By-Law
18.3 By-law 2023-078 A By-Law to appoint an Interim Treasurer Renato
Pullia
18.4 By-Law 2023-079 By-Law to amend Zoning By-Law Number 3295, as
amended
18.5 By-Law 2023-080 By-Law to amend Zoning By-Law Number 3295, as
amended
19. Confirm Proceedings By-law
Resolution # 2023-418
Moved By: Councillor Luciani
Seconded By: Councillor Parsons
THAT By-Law 2023-076, to Confirm the Proceedings of the Council Meeting held
on September 25, 2023, be read for a first, second and third and final reading
and that the Mayor and the Clerk are hereby authorized to sign the same, and
place the corporate seal thereunto.
Carried
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20. Items of Public Interest
21. Adjournment
Resolution # 2023-419
Moved By: Councillor Rosehart
Seconded By: Councillor Parker
THAT the Council meeting of September 25, 2023, be adjourned at 9:01 p.m.
Carried