240226 Council Minutes 1
The Corporation of the Town of Tillsonburg
Council Meeting
MINUTES
Monday, February 26, 2024
5:00 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
Julie Columbus, Director of Recreations, Culture & Parks
Cephas Panschow, Development Commissioner
Johnathon Graham, Director of Operations & Development
Renato Pullia, Director of Innovation and Strategic Iniativies and
Interim Director of Finance/Treasurer
Julie Ellis, Deputy Clerk
_____________________________________________________________________
1. Call to Order
The meeting was called to order at 5:00 p.m.
2. Closed Session (5:00 p.m.)
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Resolution # 2024-089
Moved By: Councillor Spencer
Seconded By: Councillor Rosehart
THAT Council move into Closed Session to consider the following:
2.1 CAO Annual Performance Review
239 (2) (b) personal matters about an identifiable individual, including municipal
or local board employees;
2.2 CLD-EDM-24-003 - Project Big Swing - Waiving of Conditions
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.
Carried
2.1 Adoption of Agenda
2.2 Disclosures of Pecuniary Interest and the General Nature Thereof
2.3 Adoption of Closed Session Minutes
2.4 Reports
2.4.1 CAO Annual Performance Evaluation
2.4.2 CLD-EDM-24-003 - Project Big Swing - Waiving of Conditions
2.5 Back to Open Session
3. Moment of Silence
Mayor Gilvesy read in the Land Acknowledgement.
Council provided comments regarding the recent passing of former Council
Member and Mayor Brenda Carroll.
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4. Adoption of Agenda (6:00 p.m.)
Resolution # 2024-096
Moved By: Deputy Mayor Beres
Seconded By: Councillor Spencer
THAT the Agenda as prepared for the Council meeting of February 26, 2024, be
approved with the addition of Agenda Item 10.1 – Delegation from the Tillsonburg
Kinsmen regarding the 2024 Kinsmen Easter Egg Hunt.
Carried
5. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest.
6. Adoption of Council Minutes of Previous Meeting
Council took a brief recess from 6:06 to 6:11 p.m.
Resolution # 2024-097
Moved By: Councillor Rosehart
Seconded By: Councillor Parsons
THAT the Council Meeting Minutes dated February 12, 2024, be approved.
Carried
7. Presentations
8. Public Meetings
8.1 EDM-24-006 - Revised Community Improvement Plan
Cephas Panschow, Development Commissioner, attended before Council
to provided an overview of EDM-24-006 and answer various questions
from Members of Council. Mr. Pratt, CAO, provided comments and
confirmed the item is planned to be on the upcoming Affordable and
Attainable Housing Advisory Committee meeting prior to returning to
Council for final ratification.
Resolution # 2024-098
Moved By: Councillor Rosehart
Seconded By: Deputy Mayor Beres
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A. THAT report EDM 24-004 titled Revised Community Improvement
Plan be received; and,
B. THAT the revised Community Improvement Plan be approved
subject to any final revisions/additions to be considered at the
Public Meeting noting to strike 'whichever is later' in section 3 and a
review of the backlfow implications; and,
C. THAT a bylaw be brought forward for consideration.
Carried
8.2 A07-23 - Application for Minor Variance (2,4 and 6 Greenhill Drive)
Laurel Davies Snyder, Oxford County Planner, attended for the Committee
of Adjustments to provide an overview of A07-23 - Application for Minor
Variance (2,4, and 6 Greenhill Drive).
There was no one present to speak in favour of or in opposition to the
application.
Resolution # 2024-099
Moved By: Councillor Rosehart
Seconded By: Councillor Parker
THAT Council move into the Committee of Adjustment to hear an
application for Minor Variance at 6:28 p.m.
Carried
Moved By: Councillor Spencer
Seconded By: Councillor Parker
THAT the Committee of Adjustment approve Application File A07-23,
submitted by 2407774 Ontario Limited for lands described as Lot 18 Plan
41M-395 in the Town of Tillsonburg as it relates to:
1. Relief from Section 8.6.22.2.2 – Exterior Side Yard, Minimum
Width, to reduce the minimum required side yard width from 4.5 m
(14.8 ft) to 2.8 m (9.2 ft);
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2. Relief from Section 8.6.22.2.4 – Rear Yard, Minimum Depth, to
reduce the minimum required rear yard depth from 6.0 m (19.7 ft)
to 4.9 m (16.1 ft);
3. Relief from Section 5.37.1 Permitted Projections Into Required
Yards – Table 5.37.1 - Permitted Projections into Required Yards –
to reduce the minimum required exterior side yard setback for a
covered deck from 3.0 m (9.8 ft) to 1.3 m (4.3 ft);
4. Relief from Section 5.37.1 Permitted Projections Into Required
Yards – Table 5.37.1 - Permitted Projections into Required Yards –
to reduce the minimum required rear side yard setback for a
covered deck from 7.5 m (24.6 ft) to 3.8 m (12.5 ft).
Subject to the following conditions:
i. A building permit for the proposed dwelling shall be issued within
one year of the date of the Committee's decision.
ii. That the proposed relief shall only apply to the construction of a
three-unit townhouse dwelling and covered decks of the general
size and location as illustrated on Plate 4 of Report CP 2024-32.
Carried
Moved By: Councillor Luciani
Seconded By: Councillor Spencer
THAT Council move out of Committee of Adjustment and move back into
regular Council session at 6:38 p.m.
Carried
9. Planning Reports
10. Delegations
10.1 Tillsonburg Kinsmen re: 2024 Kinsmen Easter Egg Hunt
Cedric Tomico, Tillsonburg Kinsmen Member, attended before Council to
provide a presentation on the Kinsmen Club of Tillsonburg's Easter Egg
Hunt occurring on March 30th 2024. Mr. Tomico requested financial
support of approximately $209.40 from Council to cover the facility and
park rental fees for the 2024 event and all future years of the Easter Egg
Hunt.
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Resolution # 2024-100
Moved By: Councillor Parker
Seconded By: Councillor Rosehart
A. THAT Council receives the delegation from the Tillsonburg
Kinsmen as information; and
B. THAT the 2024 fees associated for the memorial park rental be
donated to the Kinsman of Tillsonburg from the tax rate stabilization
reserve.
Carried
11. Deputation(s) on Committee Reports
12. Information Items
13. Staff Reports
13.1 Chief Administrative Officer
13.2 Corporate Services
13.3 Economic Development
13.3.1 EDM-24-003 - Community Improvement Plan Application – 150
Vienna Road Property
Cephas Panschow, Development Commissioner, provided an
overview of EDM24-003 regarding a Community Improvement Plan
Application for 150 Vienna Road.
Resolution # 2024-101
Moved By: Councillor Parker
Seconded By: Councillor Parsons
A. THAT Council receives report titled EDM 24-003 Community
Improvement Plan Application – 150 Vienna Road Property;
and
B. That 150 Vienna Road property be approved for:
a. An Accessibility Renovation Grant in matching funds to a
maximum contribution of $3,000;
b. A 100% rebate of the building permit fees; and,
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c. 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.
Carried
13.3.2 EDM-24-007 - Surplus Unopened Right-of-Way Lands South of
Wood Haven Drive - Multiple Offers to Purchase
Cephas Panschow, Development Commissioner, provided an
overview of EDM-24-007 - Surplus Unopened Right-of-Way Lands
South of Wood Haven Drive - Multiple Offers to Purchase.
Resolution # 2024-102
Moved By: Councillor Luciani
Seconded By: Councillor Rosehart
A. THAT report EDM 24-007 Surplus Unopened Right-of-Way
Lands South of Wood Haven Drive – Multiple Offers to
Purchase be received; and
B. THAT by-laws be brought forward authorizing the Mayor and
Clerk to enter into the following Agreement of Purchase and
Sales and to execute any documents required to effect the
transfer of seven portions of former Right-of-Way lands;
a. Kenneth Agnew and Kimberly Agnew (Lot 16) for lands
described as Parts 2 and 3, Plan 41R-10605;
b. Harry Ostrander and Elizabeth Ostrander (Lot 15) for
lands described as Parts 5 and 6, Plan 41R-10605;
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c. Timothy Hodgkinson and Deborah Hodgkinson (Lot 14)
for lands described as Parts 8 and 9, Plan 41R-10605;
d. Dale Lee and Judith Lee (Lot 12) for lands described as
Parts 14 and 15, Plan 41R-10605;
e. Jason Freeman and Charlene Freeman (Lot 11) for lands
described as Parts 17 and 18, Plan 41R-10605;
f. Jay Jackson and Lynn Jackson (Lots 33 and 34) for
lands described as Part 22, Plan 41R-10605;
g. Linda Carpani (Lot 35) for lands described as Part 23,
Plan 41R-10605; and,
C. THAT the bylaws include authorization for the Town of
Tillsonburg to take possession of 1 foot by 1 foot blocks of
land along the frontage of the lots along Wood Haven Drive
and Ridge Boulevard for the purpose of deeming “a lot not to
be a lot” under the Planning Act, thereby enabling the parts
being acquired by the property owners to merge with their
existing lands and to create a new contiguous parcel of land
for each of the properties, and as follows:
a. Part 1 on Lot 16
b. Part 4 on Lot 15
c. Part 7 on Lot 14
d. Part 13 on Lot 12
e. Part 16 on Lot 11
f. Parts 19 and 20 on Lots 33 and 34, Ridge Boulevard
g. Part 21 on Lot 35, Ridge Boulevard.
Carried
13.4 Finance
13.5 Fire and Emergency Services
13.6 Operations and Development
13.7 Recreation, Culture and Parks
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13.7.1 RCP-24-009 - Lake Lisgar Waterpark 2024 Operations
Julie Columbus, Director of Recreation, Culture and Parks,
attended before Council to provide an overview of RCP-24-009 -
Lake Lisgar Waterpark 2024 Operations and answered questions
regarding adjustment of staffing wage resources and clarifying
lesson impacts to public swims.
Resolution # 2024-103
Moved By: Deputy Mayor Beres
Seconded By: Councillor Parsons
A. THAT report titled RCP 24-009 Lake Lisgar Waterpark 2024
Operations be received as information; and
B. THAT the Town of Tillsonburg supports the amended hours
for Lake Lisgar Waterpark for the 2024 season as outlined in
the report in order to provide aquatic program offerings such
as swimming lessons and water fitness while the indoor pool
is closed for renovations.
Carried
13.7.2 RCP-24-012 - Pickleball and Tennis Court RFP
Julie Columbus, Director of Recreation, Culture and Parks,
attended before Council to provide an overview RCP-24-012 -
Pickleball and Tennis Court RFP and answered questions from
Members of Council. Director Columbus answered various
questions from Members of Council.
Resolution # 2024-104
Moved By: Councillor Parker
Seconded By: Councillor Luciani
A. THAT report titled RCP 24-012 Pickleball and Tennis Court
RFP be received as information; and
B. THAT Court Surface Specialists be awarded the tender for a
total of $296,705 + HST, inclusive of:
i. $200,500.00 +HST for the design, supply and install of 3
pickleball courts; and
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ii. $ 96,205.00 +HST for the resurfacing of 3 tennis courts
Carried
13.7.3 RCP-24-014 - Lake Lisgar Canteen Project Update
Julie Columbus, Director of Recreation, Culture and Parks,
attended before Council to provide an overview RCP-24-014 - Lake
Lisgar Canteen Project Update and answered Councillor Parsons
questions regarding completion of the Canteen.
Resolution # 2024-105
Moved By: Councillor Spencer
Seconded By: Councillor Parsons
A. THAT report titled RCP 24-014 Lake Lisgar Canteen
Renovation Budget Update be received as information; and
B. THAT the budget overage of $49,674 + HST for capital
project 698 LLWP Canteen Reno be hereby approved and
be funded from the Facilities Reserve; and
C. THAT the LLWP Canteen Reno project construction project
be awarded to PK Construction for $231,474 + HST.
Carried
13.7.4 RCP-24-015 - TCC Renovation Update
Julie Columbus, Director of Recreation, Culture and Parks,
attended before Council to provide an overview RCP-24-015 - TCC
Renovation Update and outlined cost allocations connected to the
project. Director Columbus answered questions regarding funding
deficits noting either 2023 Surplus or Facilities Reserve options that
may be needed to complete the project.
Resolution # 2024-106
Moved By: Councillor Rosehart
Seconded By: Councillor Parker
THAT report RCP 24-015 titled TCC Renovation Update be
received as information.
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Carried
14. New Business
15. Consideration of Minutes
15.1 Advisory Committee Minutes
Resolution # 2024-107
Moved By: Deputy Mayor Beres
Seconded By: Councillor Rosehart
THAT the following Advisory Committee minutes be received as
information:
Youth Advisory Committee Meeting Minutes dated February 7,
2024
Traffic Advisory Committee Meeting Minutes dated February 15,
2024
Carried
16. Motions/Notice of Motions
16.1 Councillor Parker - Grants Policy
Councillor Parker presented a revised wording for the Motion. Councillor
Parsons was absent at the time of the vote.
Resolution # 2024-108
Moved By: Councillor Parker
Seconded By: Councillor Rosehart
A. THAT the establishment of a Town Grant Committee be reviewed
and included within a report to Council on Clerks resources (Q2);
and
B. THAT the Clerk be directed to review Procedure By-law updates for
donation requests from delegations.
Carried
17. Resolutions/Resolutions Resulting from Closed Session
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18. By-Laws
Councillor Parsons was not present at the time of the vote.
Resolution # 2024-109
Moved By: Councillor Luciani
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 the Clerk be and are hereby authorized to sign
the same, and place the corporate seal thereunto.
18.1 By-Law 2024-018 A BY-LAW to amend By-Law 2023-017 to Appoint
Directors to the Board of Management of the Tillsonburg Business
Improvement Area (BIA) Established by The Corporation of the Town
of Tillsonburg.
18.2 By-Law 2024-019 A BY-LAW to amend By-Law 4255, A By-Law to
control noise in the Town of Tillsonburg
18.3 By-Law 2024-020 A BY-LAW to close the Unopened Right-of-Way,
known as a Road Allowance south of Ridge Boulevard and Wood
Haven Drive and deem lands surplus to needs of the Town
Carried
19. Confirm Proceedings By-law
Resolution # 2024-110
Moved By: Councillor Parker
Seconded By: Councillor Spencer
THAT By-Law 2024-021, A By-Law to Confirm the Proceedings of the Council
Meeting held on February 26, 2024, be read for a first, second, third and final
reading and that the Mayor and the Clerk be and are hereby authorized to sign
the same, and place the corporate seal thereunto.
Carried
20. Items of Public Interest
21. Adjournment
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Resolution # 2024-111
Moved By: Councillor Rosehart
Seconded By: Deputy Mayor Beres
THAT the Council meeting of February 26, 2024, be adjourned at 7:40 p.m.
Carried