231010 Regular Council Minutes 1
The Corporation of the Town of Tillsonburg
Council Meeting
MINUTES
Tuesday, October 10, 2023
5:15 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
Jonathon Graham, Director of Operations & Development
Renato Pullia, Director of Innovation & Strategic Initiatives and
Interim Director of Finance/Treasurer
_____________________________________________________________________
1. Call to Order
The meeting was called to order at 5:15 p.m.
2. Closed Session (5:15 p.m.)
Resolution # 2023-428
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
2
THAT Council move into Closed Session to consider the following:
Town Council Meeting - Location Negotiation Update
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
2.1 Adoption of Agenda
2.2 Disclosures of Pecuniary Interest and the General Nature Thereof
2.3 Adoption of Closed Session Council Minutes
2.4 Reports
2.4.1 Town Council Meeting - Location Negotiation Update
2.5 Back to Open Session
3. Moment of Silence
4. Adoption of Agenda
Resolution # 2023-433
Moved By: Councillor Spencer
Seconded By: Councillor Parsons
THAT the Agenda for the Council meeting of October 10, 2023, be amended and
approved to include the delegation of Anthony Thompson and reorder to hear the
delegation prior to 9.2.
Note: The delegation request was received prior to the noon deadline.
Carried
5. Disclosures of Pecuniary Interest and the General Nature Thereof
None.
6. Adoption of Council Minutes of Previous Meeting
Resolution # 2023-434
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
3
THAT the Special Council Meeting minutes dated September 13, 2023 and the
Council meeting minutes dated September 25, 2023, be approved.
Carried
7. Presentations
Frank Gross, Manager of Transportation and Waste Management, Oxford
County and Shawn Vanacker, Supervisor of Transportation, Oxford County
presented regarding Speed Management on Oxford Road 20.
7.1 Frank Gross, Manager of Transportation and Waste Management,
Oxford County, and Shawn Vanacker, Supervisor of Transportation,
Oxford County Re: Speed Management on Oxford Road 20
Frank Gross, Manager of Transportation and Waste Management, Oxford
County, and Shawn Vanacker, Supervisor of Transportation, Oxford
County regarding Speed Management attended before Council to provide
a presentation. The presentation included the following items:
County-wide Traffic Calming Approach
Speed & Road Safety Review Work Plan
Establishing Posted Speeds (TAC)
Oxford Road 20/North St. E - existing conditions, future work and
next steps.
Mr. Gross and Mr. Vanacker answered various questions from members
of Council.
Resolution # 2023-435
Moved By: Councillor Parker
Seconded By: Councillor Rosehart
A. THAT the presentation from Frank Gross, Manager of
Transportation and Waste Management, Oxford County, and
Shawn Vanacker, Supervisor of Transportation, Oxford County
regarding Speed Management on Oxford Road 20 be received as
information; and
B. THAT Tillsonburg Town Council requests that the PXO for
development in 2025 be considered in the Oxford County 2024
budget and business plan.
4
Carried
8. Public Meetings
8.1 Applications for Official Plan Amendment and Zone Change OP 23-
08-7 & ZN 7-23-05 - 671 Broadway
Laurel Davies-Snyder, Development Planner for Oxford County, presented
the report and responded to questions of Council.
Pre-Construction Manager Herman Sinke and land owner / leasing
representative Rob Koppert attended before Council in support of the
application. Mr. Sinke requested Council approve the application as the
medical exemption would offer complimentary uses with other potential
clients (Pharmacy, Medical Office, Dentist Office). Mr. Koppert further
provided comments reflecting his research on the lack of available front
space location available for Pharmacy or other medical professionals.
The exemption not being approved would prevent a Pharmacy from
providing full scale operation and services available to Town residents.
A motion to approve was presented.
A. THAT the Council of the Town of Tillsonburg does not the application to
amend the Oxford County Official Plan (File No. OP 23-08-7) as submitted
by KerMar Holdings Inc., for lands located at 671 Broadway, in the Town
of Tillsonburg to establish a special development policy to permit medical
centre as an additional permitted use on Service Commercial designated
lands; and
B. THAT the Council of the Town of Tillsonburg does not approve the
zone change application submitted by KerMar Holdings Inc., whereby the
lands described as Part of Lot 1, Plan 41M-103, Part 2 of 41R-5579, Town
of Tillsonburg, known municipally as 671 Broadway are to be rezoned
from Service Commercial Zone (SC) to Special Service Commercial Zone
(SC-sp).
Resolution # 2023-436
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
A. THAT the Council of the Town of Tillsonburg approves the
application to amend the Oxford County Official Plan (File No. OP
23-08-7) as submitted by KerMar Holdings Inc., for lands located at
5
671 Broadway, in the Town of Tillsonburg to establish a special
development policy to permit medical centre as an additional
permitted use on Service Commercial designated lands; and
B. THAT the Council of the Town of Tillsonburg approves the zone
change application submitted by KerMar Holdings Inc., whereby the
lands described as Part of Lot 1, Plan 41M-103, Part 2 of 41R-
5579, Town of Tillsonburg, known municipally as 671 Broadway are
to be rezoned from Service Commercial Zone (SC) to Special
Service Commercial Zone (SC-sp).
Carried
9. Planning Reports
9.1 Application for Consent and Minor Variance B23-487 & A23-09-7 - 306
Tillson Avenue
Laurel Davies-Snyder, Development Planner for Oxford County, presented
the report and responded to questions of Council.
Resolution # 2023-437
Moved By: Councillor Luciani
Seconded By: Councillor Parsons
A. THAT The Council of the Town of Tillsonburg advise the Oxford County
Land Division Committee that the Town supports the Application for
Consent B23-48-7 as submitted by Krystal and Michael West for lands
described as Lots 27 and 28, Plan 500, in the Town of Tillsonburg, subject
to the following conditions:
1. The owners shall agree to submit an updated survey to confirm
lot sizes and building setbacks, to the satisfaction of the Town of
Tillsonburg;
2. The owners shall agree to submit a preliminary lot grading plan,
including services for the lot to be severed to the satisfaction of the
Town of Tillsonburg Engineering Services Department;
3. The owners 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. Any work being completed in the Town’s
right-of-way will require an Encroachment Permit and the owner
6
shall agree that a representative of the developer’s consultant be
on-site for any work being completed in the Town’s right of way.
The owner shall submit a stamped and sealed letter to the Town of
Tillsonburg from the consulting engineer stating that all servicing
and restoration work has been completed to the Town’s design
standards;
4. The owners shall provide an Oxford County Connection
application to the Town of Tillsonburg Engineering Services
Department prior to construction;
5. The owner shall agree to satisfy all requirements, financial and
otherwise, of the County, regarding the installation of water and
sanitary sewer services, to the satisfaction of the County including
payment of all outstanding fees regarding the same. To this regard,
the lot to be severed must be independently serviced
(water/sanitary), and if any/all services crossing the proposed
property line should be disconnected, it is done to the satisfaction
of the County of Oxford Public Works Department;
6. 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; and
B. THAT The Council of the Town of Tillsonburg advise the Oxford County
Land Division Committee approve Minor Variance Application A23-09-7
submitted by Krystal and Michael West for lands described as Lots 27 and
28 Plan 500 in the Town of Tillsonburg, as it relates to:
1. Relief from Section 7.2 – Table 7.2 Zone Provisions – decrease
the Minimum Lot Frontage from 18 m to 15.82 m for the lot to be
retained via Application for Consent B23-48-7
As the proposed variances are:
(i) deemed to be minor variances from the provisions of the Town
of Tillsonburg ZoningBy-law 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 Bylaw
No. 3295; and,
7
(iv) in-keeping with the general intent and purpose of the Official
Plan.
Carried
10. Delegations
10.1 Anthony Thompson Re: Item 9.2 - 111 Rolph Street
The delegation was added to the agenda as part of the amended agenda
adoption motion noting the receipt of the delegation request was prior to
the noon deadline required within the Procedure By-Law. 10.1 Delegation
from Anthony Thompson was heard prior to Planning Report Item 9.2.
Mr. Thompson attended before Council and provided a handout relative to
a similar application being presented to Council in 2022 that was denied.
Mr. Thompson asked for an explanation on the differences in the
application and for an explanation of the application.
Council then considered item 9.2.
9.2 Application for Consent and Minor Variance B23-46-7 & A23-08-7 111
Rolph Street
Laurel Davies-Snyder, Development Planner for Oxford County, presented
the report and responded to questions of Council.
Resolution # 2023-438
Moved By: Councillor Parker
Seconded By: Councillor Rosehart
The Council of the Town of Tillsonburg advise the Oxford County Land
Division Committee that the Town supports Minor Variance Application
A23-08-7 submitted by Brother Marketing Inc, for lands described as Lot
747, Plan 500, in the Town of Tillsonburg, as it relates to:
1. Relief from Section 12.2, Table 12.2 – EC Zone Provisions, to
reduce the minimum lot depth from 30 m (98.4 ft) to 25 m (82 ft) for
the lots to be severed and retained;
2. Relief from Section 12.2, Table 12.2 – EC Zone Provisions, to
reduce the minimum lot area from 558 m2 (6,006 ft2) to 505 m2
8
(5,435.8 ft2) for the lots to be severed and retained;
3. Relief from Section 12.2, Table 12.2 – EC Zone Provisions, to
reduce the minimum required rear yard depth from 9 m (29.5 ft) to
7.5 m (24.6 ft) for the lot to be retained.
As the proposed variances are;
(i) deemed to be minor variances from the provisions of the Town
of Tillsonburg Zoning By-law 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 of the County of Oxford.
AND FURTHER, it is recommended that Tillsonburg Council advise the
Oxford County Land Division Committee that the Town supports the
proposal to sever the subject property, subject to the following conditions:
1. The owners shall provide confirmation of the location of any
existing overhead or underground services installed to the retained
lot. Tillsonburg Hydro Inc. (THI) will require an easement across the
lot to be retained and the lot to be severed, and a relocation of
existing electrical cables that feed 111 Rolph Street to the lot to be
severed as there are no hydro distribution assets along Rolph
Street (in this general location). Any proposed easements shall be
reviewed by the Town of Tillsonburg and Tillsonburg Hydro Inc.
2. The lands to be severed must be serviced with sanitary and water.
The owners 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. Any work being completed in the Town’s
right-of-way will require an Encroachment Permit and the owner
shall agree that a representative of the developer’s consultant be
on-site for any work being completed in the Town’s right of way.
The owner shall submit a stamped and sealed letter tothe Town of
Tillsonburg from the consulting engineer stating that all servicing
and restoration work has been completed to the Town’s design
standards.
9
3. The owners shall provide an Oxford County Connection application
to the Town of Tillsonburg Engineering Services Department prior
to construction.
4. The owners shall agree to submit an updated survey to confirm lot
sizes and building setbacks, to the satisfaction of the Town of
Tillsonburg.
5. The existing accessory building on the lot to be severed shall be
removed to the satisfaction of the Town of Tillsonburg.
6. The owners shall provide payment for cash-in-lieu of parkland to
the Town of Tillsonburg for the lot to be severed, to the satisfaction
of the Town of Tillsonburg.
7. The owners shall agree to provide a preliminary Lot Grading Plan,
including services, to the satisfaction of the Town of Tillsonburg
Engineering Services Department.
8. The owners agree to satisfy all the financial requirements of the
County of Oxford, regarding the installation of sanitary and water
services, to the satisfaction of the County of Oxford Public Works
Department.
9. 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.
AND FURTHER THAT council requests a report from Town staff to review
the parking on Valleyview lane.
Carried
11. Deputation(s) on Committee Reports
12. Information Items
Deputy Mayor Beres provided additional comment on the Royal Canadian Legion
Branch 153 and the Tillsonburg Military History Club Veteran Banners.
Resolution # 2023-439
Moved By: Councillor Spencer
Seconded By: Councillor Luciani
THAT the following items be received as information:
10
12.2 CS 2023-30 Oxford County Concession St Services Extension Project
12.3 Correspondence from the Honourable David Piccini, Minister of
Environment, Conservation and Parks Re Ontario Parks
12.4 Catherine Fife, MPP for Waterloo Re: Requesting your support for
Bill 21, Fixing Long-Term Care Amendment Act (Till Death Do Us
Part), 2022
12.5 National Chronic Pain Society Re: Opioid Crisis in Our Communities
and Municipalities
12.6 Royal Canadian Legion Branch 153 - Thank you
12.7 Royal Canadian Legion Branch 153 and the Tillsonburg Military
History Club Re: Veteran Banners
12.8 Royal Canadian Legion Re: Remembrance Day Banquet; and
THAT the Clerk be requested to provide correspondence to MPP Catherine Fyfe
expressing support from Tillsonburg Town Council to the Till Death Do Us Part
Act.
Carried
12.1 Oxford County Resolution re: Strong Mayors
Resolution # 2023-440
Moved By: Councillor Parker
Seconded By: Deputy Mayor Beres
WHEREAS Tillsonburg Town Council supports the resolution from Oxford
County Council regarding Strong Mayor powers, as outlined below:
Whereas Oxford is a responsible and accountable government with
respect to matters within its jurisdiction; and,
Whereas powers being transferred from the whole of Council to the
Head of Council should be viewed as a matter within its jurisdiction;
and,
Whereas service delivery should be viewed as a matter within its
jurisdiction;
Therefore be it resolved that Oxford does not wish to be considered
for the implementation of either “Strong Mayor” powers per the
11
“Strong Mayors, Building Homes Act, 2022, S.O. 2022, c. 18 - Bill
3”, and,
That this resolution be forwarded to all Oxford area municipalities
requesting resolutions of support so that the future governance of
Oxford is in the hands of its residents; and,
That this resolution, and all resolutions of support from Oxford’s
area municipal partners, be forwarded to the Oxford MPP, the
Minister of Municipal Affairs and Housing, and the Premier of
Ontario.
NOTING a strike of the following: or any restructuring that is not requested
by Oxford with its area municipal partners.
Carried
13. Staff Reports
13.1 Chief Administrative Officer
13.1.1 CAO 23-13 General Volunteer Policy
Councillor Parker was not present at the time of the vote.
Resolution # 2023-441
Moved By: Councillor Rosehart
Seconded By: Deputy Mayor Beres
A. THAT report titled CAO 23-13 General Volunteer Policy be
received as information; and
B. THAT Council adopts the General Volunteer Policy as per
the attached.
Carried
13.1.2 CAO 23-17 Town Hall Report Floor Plan Options
Kyle Pratt, CAO and Renato Pullia, Director of Innovation &
Strategic Initiatives and Interim Director of Finance / Treasurer
provided an overview of report 13.1.2. Staff answered various
questions from members of Council.
12
Resolution # 2023-442
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
A. THAT report titled “CAO 23-17 Town Hall Floor Plan
Options” be received as information;
B. THAT Council selects Option 2A as the preferred floor plan
option; and
C. THAT staff proceeds working with VG+ Architects to prepare
a detailed building concept based on the selected floor plan.
Carried
13.1.3 CAO 23-19 Film Industry Opportunities
Renato Pullia, Director of Innovation & Strategic Initiatives and
Interim Director of Finance / Treasurer presented the report and
responded to questions of Council.
Resolution # 2023-443
Moved By: Councillor Parsons
Seconded By: Councillor Parker
THAT report titled “Film Industry Opportunities” be received as
information; and
THAT staff be directed to:
i. improve the Town’s current process by enhancing the
Ontario Creates registry with all municipal properties, parks,
trails and cemeteries;
ii. create a permitting process and fees; and create a central
point of contact for film enquiries in the Economic
Development and Marketing department.
Carried
13
13.1.4 CAO 23-20 Market Compensation Update
Resolution # 2023-445
Moved By: Councillor Parker
Seconded By: Councillor Rosehart
A. THAT report titled “Market Compensation Review Update”
be received as information; and
B. THAT the Council approves the list of comparators selected
for the market compensation review and directs staff to
proceed with the review.
Carried
13.2 Corporate Services
13.3 Economic Development
13.4 Finance
13.5 Fire and Emergency Services
13.6 Operations and Development
13.7 Recreation, Culture and Parks
13.7.1 RCP 23-36 Lake Lisgar Waterpark Swim Sponsorships
Resolution # 2023-446
Moved By: Councillor Spencer
Seconded By: Deputy Mayor Beres
THAT report RCP 23-36 titled Lake Lisgar Waterpark Swim
Sponsorships be received as information.
Carried
14. New Business
15. Consideration of Minutes
15.1 Advisory Committee Minutes
14
Resolution # 2023-447
Moved By: Councillor Parsons
Seconded By: Councillor Parker
THAT Council receives the following as information:
The Police Services Board minutes dated August 16, 2023
The Economic Development Advisory Committee minutes dated
September 12, 2023
The Community Health Care Advisory Committee minutes dated
September 12, 2023
The Accessibility Advisory Committee minutes dated September
19, 2023
The Museum, Culture, Heritage and Special Awards Advisory
Committee minutes dated September 20, 2023
The Affordable and Attainable Housing Committee minutes dated
September 27, 2023
The Traffic Advisory Committee minutes dated September 28, 2023
Carried
16. Motions/Notice of Motions
16.1 Councillor Spencer - Calls to Action of the Final Report of the Truth
and Reconciliation Commission of Canada
Moved By: Councillor Spencer
Seconded By: Councillor Parsons
THAT Town of Tillsonburg Council acknowledges and recognizes the
Truth and Reconciliation Commission’s Calls to Action and the United
Nations Declaration on the Rights of Indigenous Peoples; and,
THAT staff be directed to draft a policy whereby Council will table and
present an annual report during a public session of Council meeting
outlining the ways that it is addressed the following municipal calls to
action of the Truth and Reconciliation Commission of Canada:
43. Adopt and implement the United Nations Declaration on the
Rights of Indigenous Peoples as a the framework for reconciliation.
15
47. Repudiate the concepts of terra nullius and the Doctrine of
Discovery and reform policies and legislation that rely on these
concepts.
57. We call upon federal, provincial, territorial, and municipal
governments to provide education to public servants on the history
of Indigenous peoples: Including the history and legacy of
residential schools, the United Nations Declaration on the Rights of
Indigenous Peoples, Treaties and Aboriginal rights, Indigenous law,
and Indigenous-Crown relations. This will require skills-based
training in intercultural competency, conflict resolution, human
rights, and anti-racism.
77. Municipal and community archives will provide records
pertaining to the Residential School System to the National Centre
for Truth and Reconciliation in Winnipeg, Manitoba.
Resolution # 2023-448
Moved By: Councillor Spencer
Seconded By: Councillor Parsons
THAT Item 16.1 BE DEFERRED to 2024 Budget Deliberations.
Carried
17. Resolutions/Resolutions Resulting from Closed Session
18. By-Laws
18.1 By-Law 2023-071 A By-Law to Adopt a General Volunteer Policy
Resolution # 2023-449
Moved By: Deputy Mayor Beres
Seconded By: Councillor Parker
THAT By-Law 2023-071 Being A By-Law to Adopt a General Volunteer
Policy 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
16
19. Confirm Proceedings By-law
Resolution # 2023-450
Moved By: Councillor Parsons
Seconded By: Councillor Parker
THAT By-Law 2023-082, to Confirm the Proceedings of the Council Meeting held
on October 10, 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
20. Items of Public Interest
21. Adjournment
Resolution # 2023-451
Moved By: Councillor Rosehart
Seconded By: Councillor Spencer
THAT the Council meeting of October 10, 2023, be adjourned at 8:23 p.m.
Carried