170327 Council MIN=
ATTENDANCE Mayor Stephen Molnar Deputy Mayor Dave Beres
Councillor Maxwell Adam Councillor Penny Esseltine
Councillor Jim Hayes
Councillor Chris Rosehart Councillor Brian Stephenson
Staff: David Calder, CAO
Dave Rushton, Director of Finance/Treasurer Kevin DeLeebeeck, Director of Operations Rick Cox, Director of Recreation, Culture & Parks
Tricia Smith, Deputy Clerk
Regrets: Donna Wilson, Town Clerk
1. Call to Order
The meeting was called to order at 6:00 p.m.
2. Adoption of Agenda
Resolution #1
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT the Agenda as prepared for the Council meeting of Monday, March 27, 2017, be
adopted.
Carried
3. Moment of Silence
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Monday, March 27, 2017
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
MINUTES
Council Meeting – Minutes - 2 -
4. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
Mayor Molnar asked the Deputy Mayor to assume the chair at 6:04 p.m.
5. Adoption of Council Minutes of Previous Meeting
5.1. Minutes of the Meeting of March 13, 2017
170313 Council MIN
Resolution #2
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT the Minutes of the Council Meeting of March 13, 2017, be approved.
Carried
6. Delegations and Presentations
6.1. Volunteer Achievement Award Presentation - Mark Smith
Presented By: Councillor Stephenson
Mary Anne VanGeertruyde, Special Awards Committee
6.2. Tillsonburg Fair Update & Request
Presentation By: Michael Dean, Past President
Jennifer Dean, Secretary - Tillsonburg Tri-County Agricultural
Society
Delegation Request - Tillsonburg Fair Board
Tractor Pull Information
Presentation - Tillsonburg Fair
The Fair Board requested in-kind use of the Arena floor, the Marwood Lounge, the
Lion’s Den and 100 tables and 300 chairs for the 2017 fair.
They also requested the use of a section of the existing track for a tractor pull for the
2017 Fair.
Staff to review and provide a report at the April 24, 2017 Council meeting.
Council Meeting – Minutes - 3 -
Resolution #3
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receive the presentation regarding the Tillsonburg Fair Update &
Request, as information;
AND THAT staff be directed to provide use of the Arena floor, Marwood Lounge, Lion’s
Den on Saturday morning, 100 tables and 300 chairs for the Tillsonburg Fair, 2017.
Carried
Moved By: Mayor Molnar Seconded By: Councillor Hayes
THAT Council directs staff to prepare a report regarding the Big Creek Tractor Pullers
Association as per the request by the Fair Board.
Carried
6.3. Canada 150 Sculpture
Delegation By: Aleksandra Webber, Marwood Metal Fabrication
Deferred to the meeting of April 10, 2017.
7. Information Items
7.1. 2017 Premier's Award for Agri-Food Innovation Excellence Program
2017 Premier's Award for Agri-Food Innovation Excellence Program
7.2. Memo County of Oxford, Report CAO 2017-04, Options for the Head of Council
(Warden) Selection and Term
Clerks - CAOs - Report No CAO 2017-04
Comments due by April 28, 2017 to County.
Resolution #5
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receive items 9.1 and 9.2, as information;
AND THAT Council refers item 9.2 regarding options to staff for review and that a report
be brought to the April 24, 2017 Council meeting.
Carried
Council Meeting – Minutes - 4 -
8. Reports from Departments
8.1. Clerk’s Office
8.1.1. CL 17-03, Community Strategic Plan Update
CL 17-03, Community Strategic Plan Update
Staff to circulate The Economic Strategy of the plan to Council.
Staff to provide a matrix for tracking of the plan moving forward. Staff to host an annual
Open House in 2017.
Resolution #6
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receive Report CL 17-03, Community Strategic Plan Update as
information.
Carried
8.1.2. CL 17-07, Committee Appointments
CL 17-07 - Committee Appointments
By-Law 4087
Schedule A - Committee Appointment By-Law
Resolution #7
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receive Report CL 17-07, Committee Appointments;
AND THAT Debra Pattyn, be appointed to the Accessibility Advisory Committee;
AND THAT Heather Cnockaert, be appointed to the Canada 150 Committee;
AND THAT By-law 4087, To amend Schedule A of By-Law 3876, be brought forward for
Council's consideration.
Carried
Council Meeting – Minutes - 5 -
8.1.3. CL 17-09, Authorize Voting Method
CL 17-09 Authorize Voting method
By-law 4091 voting method 2018 election
The motion is deferred to April 24, 2017 to accompany the staff report regarding pricing
for alternative voting equipment.
Resolution #8
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receive Report CL 17-09, Authorize Voting method;
AND THAT By-Law 4091 to authorize the use of the Internet and Telephone Voting
method for the 2018 Municipal Election, be deferred until April 24, 2017.
Carried
8.2. Development and Communication Services
8.2.1. DCS 17-10, Lease of Town’s Industrial Lands for Agricultural Purposes
Report DCS 17-10
Lease Agreement
Motion to defer
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receive Report DCS 17-10, Lease of Town’s Industrial Lands for
Agricultural Purposes;
AND THAT the motion regarding agenda item 12.3.1 be deferred until access to the
property can be confirmed by the Council meeting of April 10th, 2017.
Carried
Resolution #9
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receive Report DCS 17-10, Lease of Town’s Industrial Lands for
Agricultural Purposes;
AND THAT the Mayor and Clerk be authorized to enter into a lease agreement with John
Vieraitis for the lands described as:
Council Meeting – Minutes - 6 -
(i) Lands located on the south side of Hwy 3, legally described as part of
Lots 1 and 2, Concession 5, North of Talbot Road, and more particularly
described as, Parts 1, 2, 3, 4, 13 and part of Part 12 and 15, RP 41R-
8336, consisting of approximately 37 acres of arable land;
(ii) Lands located on the east side of Highway 19 (Vienna Road), legally
described as Lot 1613, Lot 1638B, Plan 500; part of Lots 8 and 9,
Concession 4, North of Talbot Road, consisting of approximately 17 acres
of farmable land, and including:
a. Unnamed Road adjacent to Lots 1612, 1613 and 1614, Part 2,
Plan 41R-6496;
b. Unnamed Road adjacent to Lots 1612, 1613 and 1614; and,
(iii) Lands located on the west side of Rokeby Sideroad, legally described as
Lot 1641, Plan 500, MID Con 4 North of Talbot Road, Pt Lot 10, being
part of Parts 1 & 2, Plan 41R-8386 (Oxford Registration #)/37R-10038,
consisting of approximately 27 acres of arable land; for a three year term
expiring on December 31, 2019 subject to the terms and conditions
contained within the lease agreement;
AND THAT a By-law, be brought forward for Council's consideration.
Deferred
8.3. Operations
8.3.1. OPS 17-09, Results for RFP 2017-002 Airport Fuel Card Lock System
OPS 17-09 Results for RFP 2017-002 Airport Fuel Card Lock System
Resolution #10
Moved By: Councillor Adam Seconded By: Councillor Rosehart
THAT Council receive Report OPS 17-09, Results for RFP 2017-002 Airport Fuel Card
Lock System;
AND THAT Council award RFP 2017-002 to Kardtech Inc. of Brampton, Ontario at a cost
of $54,899.52 (net HST included), the highest scoring proposal received.
Carried
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8.4. Recreation, Culture & Parks Services
8.4.1. RCP 17-20, Tillsonburg Pumptrack
RCP 17-20 Tillsonburg Pumptrack
KSMSPPT Long Term Site Plan
Letter re Tillsonburg Pumptrack
Discussion took place regarding access to the pumptrack
Staff to follow up with the Town’s lawyer and the OPP regarding access and security to
the pumptrack to reduce liability to the Town and improve safety of users.
Resolution #11
Moved By: Councillor Adam Seconded By: Councillor Rosehart
THAT Council receive Report RCP 17-20, Tillsonburg Pumptrack;
AND THAT Council endorse the long term plan for the pumptrack area so that ongoing
fundraising efforts can be given focus and sanction.
Carried
8.4.2. RCP 17-21, Canada 150 Celebration Tree Program
RCP 17-21 - Canada 150 Celebration Tree Program
Staff can accommodate some tree requests within the Memorial Park location if unable
to plant on private property.
Residents to watch for announcements in the paper and on the Town website.
Resolution #12
Moved By: Councillor Adam Seconded By: Councillor Stephenson
THAT Council receive Report RCP 17-21, Canada 150 Celebration Tree Program;
AND THAT Council endorse the recommended implementation plan for a Celebration
Tree Program in 2017 to commemorate Canada’s 150th anniversary.
Carried
Council Meeting – Minutes - 8 -
8.4.3. RCP 17-22, Sole or Single Source Procurement Authorizations
RCP 17-22 – Sole or Single Source Procurement Authorizations
Staff clarified that architectural landscaping design will be undertaken within the
approved budget.
Resolution #13
Moved By: Councillor Adam Seconded By: Councillor Hayes
THAT Council receive Report RCP 17-22, Sole or Single Source Procurement
Authorizations;
AND THAT Council authorize staff to procure the products and services listed in Report
RCP 17-22 from the indicated sole or single source.
Carried
The Mayor left the meeting at 7:45 p.m.
8.4.4. RCP 17-23, Tillsonburg District Craft Guild Service Agreement
RCP 17-23 - Tillsonburg District Craft Guild Service Agreement
Agreement
Staff to go back to the Guild to discuss a 1-year agreement.
The Cultural Advisory Committee to come forward with recommendations for running the
Tillsonburg Christmas Festival.
Tillsonburg District Craft Guild to provide a report on the their budget.
Resolution #14
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receive Report RCP 17-23, Tillsonburg District Craft Guild Service
Agreement;
AND THAT the Mayor and Clerk, be authorized to sign the Service Agreement with the
Tillsonburg District Craft Guild for 2017;
AND THAT a By-law, be brought forward for Council's consideration.
Carried
Council Meeting – Minutes - 9 -
9. Committee Minutes & Reports
9.1. Minutes, Heritage, Beautification & Cemetery Advisory Committee
170309 HBC MIN
Resolution #15
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receive the Minutes of the Heritage, Beautification & Cemetery Advisory
Committee for March 9, 2017, as information.
Carried
9.2. LPRCA Minutes
LPRCA 170118 MIN
LPRCA 170201 MIN
LPRCA 170224 AGM MIN
Resolution #16
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receive the Minutes of the LPRCA for January 18, 2017, February 1, 2017
and February 24, 2017, as information.
Carried
10. Notice of Motions for which previous notice was given
10.1. Lion's Auditorium Kitchen Upgrades
Resolution #17
Moved By: Councillor Adam Seconded By: Councillor Esseltine
THAT a staff report outlining the budget and timelines for the Tillsonburg Community
Complex Lion’s Auditorium kitchen upgrades phase 1, be prepared for the April 10, 2017
regular Council meeting.
Carried
Council Meeting – Minutes - 10 -
10.2. Municipal Election Act
Resolution #18
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council request that the Minister of Municipal Affairs review section 17 (3)(2) of
the Municipal Elections Act to lobby for changes to the Act to allow owners of
corporations who own businesses to vote within Municipal Elections.
Carried
11. By-Laws
By-Laws from the Meeting of Monday, March 27, 2017
Resolution #19
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT By-Law 4087, To amend Schedule A of By-Law 3876 to Define the Mandate,
Membership and Meeting Procedures for Committees Established by The Corporation
of the Town of Tillsonburg;
AND THAT By-Law 4092, To Amend Zoning By-Law No. 3295 (Town of Tillsonburg
Non-Profit Housing, ZN 7-16-09);
AND THAT By-Law 4093, To authorize a Service Agreement with the Tillsonburg
District Craft Guild, 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.
Carried
Resolution #20
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
11.1. THAT By-Law 4095, To confirm the proceedings of Council at its meeting held on
the 27th day of March, 2017, 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.
Carried
Council Meeting – Minutes - 11 -
12. Items of Public Interest
13. Adjournment
Resolution #21
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT the Council Meeting of Monday, March 27, 2017 be adjourned at 8:16 p.m.
Carried