231127 Regular Council Minutes 1
The Corporation of the Town of Tillsonburg
Council Meeting
MINUTES
Monday, November 27, 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
Renato Pullia, Director of Innovation and Strategic Initiatives and
Interim Director of Finance/Treasurer
Cephas Panschow, Development Commissioner
Johnathon Graham, Director of Operations & Development
Andrea Greenway, Acting Director of Recreations, Culture &
Parks
Shane Caskanette, Fire Chief
Julie Ellis, Deputy Clerk
_____________________________________________________________________
1. Call to Order
Mayor Gilvesy called the meeting to order at 5:15 p.m.
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2. Closed Session (5:15 p.m.)
Resolution # 2023-548
Moved By: Councillor Parsons
Seconded By: Deputy Mayor Beres
THAT Council move into Closed Session to consider the following:
2.4.1 EDM 23-13 CLD Project Big Swing Update
239 (2) (c) a proposed or pending acquisition or disposition of land by the
municipality or local board;
239 (2) (i) 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;
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.
2.4.2 OPD 23-38 Water and Wastewater Contract Negotiations Update (V.3)
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
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 EDM 23-13 CLD Project Big Swing Update
2.4.2 OPD 23-38 Water and Wastewater Contract Negotiations
Update (V.3)
2.5 Back to Open Session
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3. Moment of Silence
4. Adoption of Agenda
Resolution # 2023-553
Moved By: Councillor Rosehart
Seconded By: Councillor Parker
THAT the agenda for the Council meeting of November 27, 2023, be approved
moving Item 14.5.1, FRS-23-12 Community Risk Assessment and Fire Service
Master Plan, immediately following Item 7.3
Carried
5. Disclosures of Pecuniary Interest and the General Nature Thereof
None.
6. Adoption of Council Minutes of Previous Meeting
Minutes to be adjusted to include the list of Committee minutes that were
received as information.
Resolution # 2023-554
Moved By: Councillor Parsons
Seconded By: Councillor Rosehart
THAT the Council meeting minutes dated November 13, 2023, be approved as
amended.
Carried
7. Presentations
7.1 Optimist Santa Claus Parade
Prior to moving into the Presentations for the evening, Mayor Gilvesy gave
a special thank you to the organizers of the Optimist Santa Claus Parade
held on November 18th, 2023.
7.2 Presentation of Provincial Services Bars to Town of Tillsonburg
Firefighters
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Chief Caskanette attended before Council, along with Mayor Gilvesy, to
present years of service awards to the following Town of Tillsonburg
Firefighters:
Platoon Chief Larry Staley - 40 year service bar
Platoon Chief Tony Hietkamp - 35 year service bar
Captain Gary Wall - 25 year service medal
7.3 Chief Caskanette - Community Risk Assessment and Master Fire
Plan Report
Fire Chief Shane Caskanette, Isaac Comandante and Tim Beckett
presented the Community Risk Assessment and Master Fire Plan Report
and responded to questions of Council. The presentation includes the
following highlights:
Project Scope and Plan Process;
Summary of recommendations; and
Overview of key recommendations included within the Plan.
Following the presentation, Council considered item 14.5.1 FRS 23-12
Community Risk Assessment and Fire Service Master Plan.
Resolution # 2023-555
Moved By: Councillor Parker
Seconded By: Councillor Spencer
THAT Council receives the presentation from Fire Chief Shane
Caskenette regarding Community Risk Assessment and Master Fire Plan
Report as information.
Carried
Item 14.5.1 was moved to be heard immediately following Item 7.3
14.5.1 FRS-23-12 Community Risk Assessment and Fire Service
Master Plan
Chief Caskanette attended before Council to present Item 14.5.1
and answer various questions from members of Council.
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Resolution # 2023-556
Moved By: Councillor Parker
Seconded By: Councillor Parsons
A. THAT report titled FRS-23-12 Community Risk Assessment
& Fire Service Master Plan be received as information; and
B. THAT the proposed Fire Service Master Plan attached to
Report FRS-23-12 as Appendix “A” as the strategic planning
framework for the delivery of fire protection services within
the Town of Tillsonburg over the next eight-year planning
horizon be adopted; and
C. THAT the Fire Chief be directed to develop an
implementation strategy for the proposed Fire Service
Master Plan to be presented to Council for consideration as
part of the Town’s annual budget process.
Carried
7.4 April Nix, Development Planner, Oxford County Re: Updating
Environmental Policies in the Official Plan
April Nix presented an update regarding Environmental Policies in Oxford
County's Official Plan and responded to questions of Council. The
presentation including the following highlights:
i. Project overview;
ii. Suggested policy directions;
iii. Natural Heritage directions;
iv. Water resources including storm water directions;
v. Soil and Natural Hazards;
vi. Air Quality, Energy Efficiency and Climate Change; and
vii. Next Steps and Timelines.
Resolution # 2023-557
Moved By: Councillor Spencer
Seconded By: Councillor Parsons
THAT Council receives the presentation from April Nix regarding Updating
Environmental Policies in the Official Plan as information.
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Carried
8. Public Meetings
9. Planning Reports
10. Delegations
11. Deputation(s) on Committee Reports
11.1 RCP 23-32 Recreation and Sports Advisory Committee Report
Council amended the Advisory Committee Clause B prior to the vote.
Resolution # 2023-558
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
A. THAT report titled “Recreation & Sports Advisory Committee
Report to Council” be received as information, and
B. THAT Council approves the recommendations of the Recreation
and Sports Advisory Committee as follows:
A. THAT the Recreation & Sports Advisory Committee recommend
that the communications/social media report be received by
Council, and
B. THAT the Recreation & Sports Advisory committee
recommendation that Council implement Option 2 as outlined in
the report be referred to the Museum, Culture, Heritage and
Special Awards Committee; and
C. THAT a subcommittee be created to review scoring matrix for
the Hall of Fame nominations consisting of Andrew Gradish,
Taylor Campbell, Chris Parker, Susie Wray and Scott Gooding.
Carried
12. Information Items
Resolution # 2023-559
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Moved By: Councillor Luciani
Seconded By: Councillor Rosehart
THAT the following items be received as information:
12.1 Long Point Region Conservation Authority - 2024 Draft Budget
12.2 2024 Communities in Bloom Ontario Invitation
12.3 Oxford County Resolution PW 2023-45 Speed Management
and Road Safety Reviews
12.4 Safe & Well Oxford County Re: Community Safety and Well-
Being Plan: Gender Based Violence
Carried
The following motion was moved after the Information Items were received
as information.
Resolution # 2023-560
Moved By: Councillor Spencer
Seconded By: Deputy Mayor Beres
Whereas County Council approved a request to establish a Safe and Well
Oxford Steering Committee as recommended in the joint Safe and Well
Oxford: Community Safety and Well-being Plan, on behalf of area
municipalities, to oversee the implementation of the goals and objectives
established in the Plan on July 14th, 2021;
And whereas the key priority risk themes identified within the Safe and
Well Oxford Plan include:
Mental Health;
Affordable Housing;
Substance Misuse;
Equity, Diversity and Inclusion.
And whereas the purpose of Safe and Well Oxford: Community Safety and
Well-being Plan is to improve the safety and well-being of community
members, by defining and addressing priority risks through proactive,
integrated system-wide strategies, the responsibility of which falls within
the jurisdiction of the County within Oxford;
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And whereas the Safe and Well Oxford Steering Committee considered a
resolution passed by County Council at their July 13th, 2023 meeting to
refer a presentation received by County Council from Ingamo Homes in
relation to gender-based violence locally for consideration throughout the
implementation of the Safe and Well Oxford: Community Safety and Well-
being Plan;
And whereas the Safe and Well Oxford Steering Committee received a
presentation and request from the Domestic Abuse Response Team
Oxford at their meeting held on September 14th, 2023 in relation to the
need for support with resources, advocacy, education and awareness to
address gender-based violence locally.
And whereas gender-based violence has been highlighted and
acknowledged as a significant concern within Oxford County;
BE IT HEREBY RESOLVED THAT
THAT the Council of the Town of Tillsonburg approve an amendment to
the Safe and Well Oxford: Community Safety and Well-being Plan to
recognize gender-based violence as an additional priority risk area in the
Safe and Well Oxford Community Safety and Well-being Plan and
endorse the goals and objectives as outlined in the Safe and Well Oxford
Steering Committee’s correspondence, dated November 3rd, 2023.
Carried
13. Financial Results
13.1 Finance Overview
13.1.1 FIN 23-31 2023 Third Quarter (Q3) Consolidated Operating
Results
Renato Pullia, Interim Director of Finance, provided an overview of
Item 13.1.1.
Resolution # 2023-561
Moved By: Councillor Rosehart
Seconded By: Deputy Mayor Beres
THAT report titled Fin 23-31 2023 Third Quarter Consolidated
Operating Results be received as information.
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Carried
13.2 Departmental Results
Resolution # 2023-562
Moved By: Councillor Parsons
Seconded By: Councillor Luciani
THAT the following reports be received as information:
13.2.1 Corporate Services
13.2.1.1 CS 23-13 2023 Q3 Corporate Services
Department Results
13.2.2 Economic Development
13.2.2.1 EDM 23-21 2023 Q3 Economic Development and
Marketing Results
13.2.3 Finance
13.2.3.1 FIN 23-30 - 2023 Q3 Finance Department Results
13.2.4 Fire and Emergency Services
13.2.4.1 FRS-23-10 2023 Q3 Fire Services Results
13.2.5 Operations and Development
13.2.5.1 OPD 23-44 2023 Q3 Operation and Development
Services Results
13.2.5.2 OPD 23-44 - 2023 Q3 Building, Planning, By-Law
Services Results
13.2.6 Recreation, Culture and Parks
13.2.6.1 RCP 23-41 2023 Q3 Recreation, Culture and
Parks Results
Carried
14. Staff Reports
14.1 Chief Administrative Officer
14.1.1 CAO 23-18 Volunteer Recognition Program
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Resolution # 2023-563
Moved By: Councillor Parker
Seconded By: Councillor Rosehart
A. THAT report titled “Volunteer Recognition Program” be
received as information; and
B. THAT the following volunteer recognition program
framework be approved, effective January 1, 2024.
i. Provide each volunteer with a card from the Town of
Tillsonburg, entitling them to participate in the Attractions
Ontario membership program.
ii. Provide long-term volunteers with a pin commemorating
their years of volunteer service, commencing at 5 years
and be granted for each 5th year of volunteering, such as:
5, 10, 15, 20, 25, 30+ years and that that recognition be
done annually at a Council meeting.
iii. a luncheon for all volunteers to be held every fours years
at the end of term of Council to thank all volunteers for
their work in the given year and to honour the work of
long term volunteers. Luncheon to include recognition
ceremony for long-term volunteers.
iv. the Youth Advisory Council to have an annual Pizza
Party or dinner.
v. if a Committee were to terminate prior to the end of term
that Council recognize those volunteers off the term of
Council cycle.
Carried
14.2 Corporate Services
14.2.1 CAO 23-16 Committee of Adjustment Appointment 2024
Resolution # 2023-564
Moved By: Councillor Luciani
Seconded By: Councillor Spencer
A. THAT report titled Committee of Adjustment Appointment
2024 be received as information; and
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B. THAT all members of Tillsonburg Town Council be
appointed to the Committee of Adjustment; and
C. THAT an Appointment By-law be brought forward for
Council’s consideration.
Carried
14.3 Economic Development
14.3.1 EDM 23-20 Community Improvement Plan Application - 101
Townline Road
Resolution # 2023-565
Moved By: Deputy Mayor Beres
Seconded By: Councillor Parker
A. THAT Council receives report titled EDM 23-20 Community
Improvement Plan Application – 101 Townline Road; and
B. THAT the 101 Townline Road property be approved for the
Tax Increment Grant Back Program of the Community
Improvement Plan, related to enhancements of the property,
at the Strategic Level, which offers the following growth
related rebates:
Years 1 to 6 - 100% rebate of the incremental tax
increase
Year 7 - 80% rebate
Year 8 - 60% rebate
Year 9 - 40% rebate
Year 10 - 20% rebate
with full property taxes being payable in year 11;
C. THAT the 101 Townline Road property be approved for the
Permit Fee Grant Back Program with a 50% rebate of the
building permit fees up to a maximum of $10,000.
Carried
14.4 Finance
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14.4.1 FIN 23-32 2024 Rates and Fees
Mayor Gilvesy left the Chair. Deputy Mayor Beres assumed the
Chair (8:04 p.m.)
An alternate motion was presented by the mover and seconder.
Resolution # 2023-566
Moved By: Mayor Gilvesy
Seconded By: Councillor Parsons
A. THAT Council receives report FIN 23-32 - 2024 Updated
Rates and Fees; and
B. THAT, where other than prohibited by Legislation or set by
another legislative body, all rates and fees set annually
under the control of the Town be increased by a minimum of
the consumer price index applied to wages or higher as
warranted, to reflect the increase in costs of delivering such
services, but excluding the following fees:
1. infant graves;
2. taxi rates; and
C. THAT a By-Law to provide a schedule of fees for certain
municipal applications, services, and permits be brought
forward for Council consideration at the next meeting of
Council; and
D. THAT staff be directed to prepare a report to include a non-
resident surcharge for services & programs offered at the
Tillsonburg Community Centre.
Carried
14.5 Fire and Emergency Services
Item 14.5.1 was moved to immediately follow Item 7.3
14.6 Operations and Development
14.6.1 OPD 23-41 Newell Road Limit Changes
Mayor Gilvesy assumed the Chair (8:11 p.m.)
Resolution # 2023-567
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Moved By: Councillor Luciani
Seconded By: Councillor Spencer
A. THAT report titled Newell Road Limit Changes be received
as information; and,
B. THAT a By-law be presented to Council for consideration to
revise the limits of Newell Road from approximately 250
metres south of Baldwin Street to the intersection of Quarter
Town Line and the south limits of Quarter Town Line be
adjusted from the same 250 metres south of Baldwin Street
to the intersection of Baldwin Street and Quarter Town Line.
Carried
14.7 Recreation, Culture and Parks
15. New Business
16. Consideration of Minutes
16.1 Advisory Committee Minutes
Resolution # 2023-568
Moved By: Deputy Mayor Beres
Seconded By: Councillor Parker
That the following minutes of Advisory Committees be received as
information:
Youth Advisory Committee Meeting Minutes of October 4, 2023
Youth Advisory Committee Meeting Minutes of November 1, 2023
Museum, Culture, Heritage and Special Awards Committee
Meeting Minutes of October 18, 2023
Museum, Culture, Heritage and Special Awards Committee
Meeting Minutes of November 15, 2023
Carried
17. Motions/Notice of Motions
18. Resolutions/Resolutions Resulting from Closed Session
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19. By-Laws
By-Law 2023-100 was not presented as the item motion was amended. The By-
Law is to return with carried adjustments at the December 11, 2023 Council
meeting.
Resolution # 2023-569
Moved By: Councillor Spencer
Seconded By: Deputy Mayor Beres
THAT the following By-Laws be read for a first, second, third and final reading
and that the Mayor and Clerk be and are hereby authorized to sign the same,
and place the corporate seal thereunto.
Carried
19.1 By-Law 2023-098 A By-Law to appoint a Committee of Adjustment for
the Town of Tillsonburg pursuant to Section 44 of the Planning Act.,
R.S.O. 1990 c. P. 123
19.3 By-Law 2023-101 A By-Law to amend Zoning By-Law 3295, as
amended
19.4 By-Law 2023 102 A By-Law to repeal By-Law 2023-091 and amend
By-Law 2021-013 being a By-Law to provide for the licensing,
regulation, and control of animals within the Town of Tillsonburg
20. Confirm Proceedings By-law
Resolution # 2023-570
Moved By: Councillor Parsons
Seconded By: Councillor Parker
THAT By-Law 2023-103, to Confirm the Proceedings of the Council Meeting held
on November 27, 2023, be read for a first, second, third and final reading and
that the Mayor and Clerk be and are hereby authorized to sign the same, and
place the corporate seal thereunto.
Carried
21. Items of Public Interest
22. Adjournment
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Resolution # 2023-571
Moved By: Councillor Rosehart
Seconded By: Councillor Luciani
THAT the Council meeting of November 27, 2023, be adjourned at 8:20 p.m.
Carried