170821 Council MIN=
ATTENDANCE
Mayor Stephen Molnar
Deputy Mayor Dave Beres
Councillor Maxwell Adam
Councillor Penny Esseltine Councillor Chris Rosehart
Councillor Brian Stephenson
Staff:
David Calder, CAO Donna Wilson, Town Clerk
Dave Rushton, Director of Finance/Treasurer
Kevin DeLeebeeck, Director of Operations
Corey Hill, Manager of Parks & Facilities
Tricia Smith, Deputy Clerk
Regrets:
Councillor Jim Hayes
Rick Cox, Director of Recreation, Culture & Parks
Jeff Smith, Fire Chief
1. Call to Order
The meeting was called to order at 6:00 p.m.
2. Closed Session
Resolution #1
Moved By: Councillor Rosehart Seconded By: Deputy Mayor Beres
THAT Council move into Closed Session to consider:
1. a proposed or pending acquisition or disposition of land by the municipality or
local board (Training Centre); and
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Monday, August 21, 2017
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
MINUTES
Council Meeting Minutes, August 21, 2017 - 2 -
2. labour relations or employee negotiations (labour relations).
Carried
3. Adoption of Agenda
Resolution #2
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT the Agenda as prepared for the Council meeting of Monday, August 21, 2017,
be adopted.
Carried
4. Moment of Silence
5. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
6. Adoption of Council Minutes of Previous Meetings
6.1. Minutes of the Meetings of July 10, 2017 and August 9, 2017
170710 Council MIN
170809 Council MIN
Resolution #3
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT the Minutes of the Council Meetings of July 10, 2017 and August 9, 2017,
be approved.
Carried
7. Delegations and Presentations
7.1. Volunteer Achievement Award Presentation to Ken and Wendy Price
Presented by: Mayor Molnar & Councillor Stephenson
Council Meeting Minutes, August 21, 2017 - 3 -
7.2. County Bursaries for International Exchanges
Presentation By: Bryan Smith
Presentation - ISE Oxford Exchange
Resolution #4
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives the presentation regarding County Bursaries for
International Exchanges, as information.
Carried
7.3. Take Back the Night Event
Delegation By: Giselle Lutfallah, Program Manager at Family Violence
Counselling Program
Delegation Request - Giselle Lutfallah
Take Back the Night takes place in Tillsonburg on September 21, 2017 at
7:00 p.m. at the Rotary Clock Tower.
Resolution #5
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives the presentation regarding the Take Back the Night
event, as information.
Carried
7.4. Tillsonburg Hub Consortium Funding and Grant Application Request
Presented by: Suzanne Fleet, Chair, Tillsonburg Hub Consortium
Till Hub Del Request
A funding request of $4000 was made to council.
The deadline for grant application submissions to the Rural Economic
Development Fund is September 29, 2017.
Council Meeting Minutes, August 21, 2017 - 4 -
Resolution #6
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives the funding and grant application request from the
Tillsonburg Hub Consortium, as information;
AND THAT the Development Commissioner, be directed to prepare a follow-up
report with potential options of support.
Carried
8. Committee Reports & Presentations
9. Public Meetings
9.1. Application for Zone Change - ZN 7-17-09 - Performance Communities Realty
Inc.
ZN 7-17-09 Report
Report Attachments
Application ZN 7-17-09
Gordon Hough, Director, Community Planning, County of Oxford, appeared
before Council and presented Report ZN 7-17-09.
Opportunity was given for comments and questions.
The applicant William Hayhoe was in attendance and indicated his support of
the Planner’s Report.
No member of the public appeared in support of or in opposition to the
application.
Council passed the following resolution.
Resolution #7
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council approves the zone change application, File No. ZN 7-17-09, as
submitted by Performance Communities Realty Inc., for lands described as Part
of Lot 7, Concession 12 (Dereham), Parts 1-4 of 41R-9418, in the Town of
Council Meeting Minutes, August 21, 2017 - 5 -
Tillsonburg, to rezone the subject lands from ‘Special Low Density Type 3
Holding Zone (R3-13H)’ to ‘Amended Special Low Density Residential Type 3
Holding Zone (R3-13H)’ to facilitate the development of street fronting
townhouse dwellings within the draft plan of subdivision.
Carried
10. Planning Applications
10.1. TSPC 7-168 - Site Plan Amendment - 253 Broadway Elevation Changes
TSPC 7-168 Amendment Report
Report Attachments
Gordon Hough, Director, Community Planning, County of Oxford
appeared before Council and presented Report TSPC 7-168.
The Site Plan Amendment relates to proposed changes to the exterior
façade of the building.
Opportunity was given for comments and questions.
Glen Reinders, Architect from Reinders and Rieder Limited responded to
questions of council.
The proposed changes will maintain the appearance of the building as
approved by council.
The applicant was not in attendance.
Resolution #8
Moved By: Councillor Rosehart Seconded By: Councillor Adam
THAT Council directs staff to approve revised building elevations for Site
Plan Application TSPC 7-168, to facilitate a 3 storey mixed use
development, submitted by JMR Properties Inc., on lands legally
described as Part Lot 945 & Lot 944, Plan 500, Tillsonburg, known
municipally as 253 Broadway Street.
Carried
Council Meeting Minutes, August 21, 2017 - 6 -
11. Information Items
11.1. Railway Association of Canada - Vacant Unit Rebate
Railway Association of Canada - Vacant Unit Rebate
11.2. CP 2017-225 Planning & Ontario Municipal Board Reform (Bill 139)
CP2017-225_Planning OMB Reform
Resolution
Moved By: Councillor Rosehart Seconded By: Councillor Adam
THAT Council receive Agenda items 11.1 and 11.2, as information.
Carried
Council moved to Agenda Item 14.1.1, Local Court Security Advisory Committee –
Town of Tillsonburg Representative.
14. Reports from Departments
14.1Chief Administrative Officer
14.1.1 Local Court Security Advisory Committee – Town of Tillsonburg
Representative
Local Court Security Advisory Committee - Town of Tillsonburg
Representative
Local Court Security Advisory Committee - Town of Tillsonburg
Representative
Local Court Security Advisory Committee - Town of Tillsonburg
Representative
Local Court Security Advisory Committee - Town of Tillsonburg
Representative
Council Meeting Minutes, August 21, 2017 - 7 -
Resolution #16
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives report CAO 17-04 Local Court Security Advisory
Committee – Town of Tillsonburg Representative;
AND THAT the Town of Tillsonburg recommends the appointment of Mr.
Larry Scanlan, Chair of the Tillsonburg Police Services Board to the Local
Court Security Advisory Committee.
Carried
Council resumed the regular order of business.
12. Mayor
13. Quarterly Reports
13.1. FIN17-26 - 2017 Second Quarter Financial Results
FIN17-26 2017 Second Quarter Financial Results
2017 Q2 Consolidated Results
Resolution #9
Moved By: Deputy Mayor Beres Seconded By: Councillor Rosehart
THAT Council receives Report FIN 17-26, 2017 Second Quarter Financial
Results, as information.
Carried
13.2. FIN17-27 - 2017 Second Quarter Financial Results,
Finance Department
FIN17-27 2017 Second Quarter Finance Department Results
2017 Q2 Results - Finance
Staff to provide the Customer Service Delivery Model to Council for the
September 25, 2017 meeting.
Council Meeting Minutes, August 21, 2017 - 8 -
Resolution #10
Moved By: Councillor Adam Seconded By: Councillor Rosehart
THAT Council receives Report FIN 17-27, 2017 Second Quarter Finance
Department results, as information.
Carried
13.3. DCS 17-23 - 2017 Second Quarter Financial Results,
Building, Planning & By-Law Services
DCS 17-23 - Building, Planning & By-Law Services 2017 Q2 Results
Q2 Financial Summary
Resolution #11
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council receives Report DCS 17-23, 2017 Second Quarter Building,
Planning & By-Law Services Financial Results, as information.
Carried
13.4. Report DCS 17-24 - 2017 Second Quarter Financial Results,
Economic Development and Marketing
Report DCS 17-24
Financial Summary
Resolution #12
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council receives Report DCS 17-24, 2017 Second Quarter
Economic Development and Marketing Financial Results, as information.
Carried
13.5. OPS 17-18 - 2017 Second Quarter Financial Results,
Operations Services
OPS 17-18 2017 Second Quarter Operations Services
Council Meeting Minutes, August 21, 2017 - 9 -
OPS 17-18 Attachment 1 - Operating Summaries
Resolution #13
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT Council receives Report OPS 17-18, 2017 Second Quarter
Operations Services Financial Results, as information.
Carried
13.6. RCP 17-40 – 2017 Second Quarter Financial Results,
Recreation, Culture and Parks
RCP 17-40 - Recreation Culture and Parks 2017 Q2 Results
RCP Q2 2017 Financial Summaries
Resolution
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT Council defer Report RCP 17-40, 2017 Second Quarter Recreation,
Culture and Parks Financial Results for further discussion/deliberation
until the next meeting of Council.
Carried
Resolution #14
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT Council receives Report RCP 17-40, 2017 Second Quarter
Recreation, Culture & Parks Financial Results, as information.
Deferred
13.7. FRS 17-04 – 2017 Second Quarter Financial Results,
Fire Department
FRS 17-04 Q2 Fire Department Results
2017 Q2 Results - Fire
Council Meeting Minutes, August 21, 2017 - 10 -
Resolution #15
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives Report FRS 17-04, 2017 Second Quarter Fire
Department Financial Results, as information.
Carried
14. Reports from Departments
14.2 Clerk’s Office
14.2.1 CL 17-18, Committee Appointment
CL 17-18, Committee Appointment
Resolution #17
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives Report CL 17-18, Committee Appointment;
AND THAT Councillor Stephenson, willingly steps away from the Cultural
Advisory Committee so that Councillor Adam can be appointed as Council
representative to the Cultural Advisory Committee.
Carried
14.3 Development and Communication Services
14.4 Finance
14.4.1 FIN 17 - 24 2018 Budget Survey – Tillsonburg Results
2018 BUDGET SURVEY - TILLSONBURG RESULTS
Tillsonburg Full Results
The Tillsonburg Results have been provided by Finance to each
department for review.
Council Meeting Minutes, August 21, 2017 - 11 -
Resolution #18
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives report FIN 17- 24 2018 Budget Survey -
Tillsonburg Results for information.
Carried
14.4.2 FIN 17- 25 J.L. Scott McLean Legacy Outdoor Rink Trust
FIN 17- 25 J.L. Scott McLean Legacy Outdoor Rink Trust;
J.L. Scott McLean Legacy Outdoor Rink Trust Policy
By-Law 4126
Schedule A - By-Law 4126
The official name of the Trust is the ‘J.L. Scott McLean Legacy Trust’.
Resolution #19
Moved By: Councillor Rosehart Seconded By: Councillor Adam
THAT Council receives Report FIN 17- 25 J.L. Scott McLean Legacy
Outdoor Rink Trust;
AND THAT the Reserve Policy, be amended to include this Trust;
AND FURTHER THAT By-Law 4126, Trusts and Appointments, be
brought forward for Council consideration.
Carried
14.5 Fire and Emergency Services
14.6 Operations
14.6.1 OPS 17-21 Paget and Rolling Meadows Drain Rehabilitation
OPS 17-21 Paget and Rolling Meadows Drain Rehabilitation
OPS 17-21 Attachment 1 - Paget and Rolling Meadows Drain
Abandonment Letters
OPS 17-21 Attachment 2 - Storm Drainage Channel Outlet Agreement
Council Meeting Minutes, August 21, 2017 - 12 -
OPS 17-21 Attachment 3 - Transfer Payment Agreement
Resolution #20
Moved By: Councillor Esseltine Seconded By: Councillor Rosehart
THAT Council receives Report OPS 17-21 Paget and Rolling Meadows
Drain Rehabilitation;
AND THAT a By-Law to abandon a portion of the Paget Municipal Drain
and Rolling Meadows Municipal Drain in its entirety be brought forward for
Council consideration;
AND FURTHER THAT a By-Law authorizing the Mayor and Clerk to
execute the Storm Drainage Channel Outlet Agreement with the County of
Oxford be brought forward for Council consideration;
AND FURTHER THAT a By-Law authorizing the Mayor and Clerk to
execute the Transfer Payment Agreement CWWF Till-001 with the
Province of Ontario be brought forward for Council consideration;
AND FURTHER THAT the annual repayment of the Town’s share of
project costs to the County of Oxford be referred to the 2018 budget
deliberations.
Carried
14.6.2 OPS 17-19 LED Streetlight Conversion
OPS 17-19 LED Streetlight Conversion
The Director of Operations noted that the Hydro Pole spacing and height
criteria is legislated.
Council requested a decorative lighting option for the downtown core
be a requirement of the RFP to align with the Central Area Design Study.
Council Meeting Minutes, August 21, 2017 - 13 -
Resolution #21
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council receives Report OPS 17-19 LED Streetlight Conversion;
AND THAT Council directs staff to implement streetlight design standards
in the Town’s Engineering Design Criteria;
AND THAT Council directs staff to prepare and issue a full turn-key LED
Streetlight Conversion Request for Proposal;
AND THAT Council approves this energy savings project to be funded
from a debenture through a revised 2017 Budget.
Carried
14.6.3 OPS 17-20 Results for Tender RFT 2017-005 Water Service Truck
OPS 17-20 Results for Tender RFT 2017-005 Water Service Truck
Resolution #22
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT Council receives Report OPS 17-20 Results for Tender RFT 2017-
005 Water Service Truck;
AND THAT Council awards Tender RFT 2017-005 to Oxford Dodge
Chrysler Ltd. of London, Ontario at a cost of $172,142.30 (net HST
included), the lowest bid received satisfying all Tender requirements;
AND FURTHER THAT Council authorizes a $12,142.30 increase in utility
funded debt proceeds to fund the remaining project cost.
Carried
14.7 Recreation, Culture & Park Services
14.7.1 RCP 17-38 – Carroll Trail Repair Procurement
RCP 17-38 - Carroll Trail Repair Procurement
RFP2017-005 CARROLL TRAIL SPECIFICATIONS
Council Meeting Minutes, August 21, 2017 - 14 -
Town Staff to assist in the review of the stamped engineered drawings.
Staff to provide council with the total costs spent to date on repairs to the
Carroll Trail.
Resolution #23
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives Report RCP 17-38 – Carroll Trail Repair
Procurement for information;
AND THAT Council awards RFP 2017-005 to 1601901 Ontario Inc. o/a
Courtland Professional Property Management (Tillsonburg) for their bid
price of $267,298.69 net of applicable taxes;
AND THAT the net additional $67,298.69 required to fund the project be
taken from the Parks Reserve.
Carried
15. Unfinished Business
16. Staff Information Reports
16.1 RCP 17-39 – April-June 2017 RCP Departmental Activity Reports
RCP 17-39 - April-June 2017 RCP Departmental Activity Reports
Apr-Jun 2017 Activity - Rec Programs and Services
Apr-Jun 2017 Activity - Culture and Heritage
Apr-Jun 2017 Activity - Parks and Facilities
Resolution #24
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives Report RCP 17-39 – April-June 2017 RCP
Departmental Activity Reports for information.
Carried
Council Meeting Minutes, August 21, 2017 - 15 -
17. Committee Minutes & Reports
17.1 Long Point Region Conservation Authority Minutes of July 5, 2017.
LPRCA MIN July 5, 2017
Resolution #25
Moved By: Councillor Rosehart Seconded By: Councillor Adam
THAT Council receives the Long Point Region Conservation Authority
Minutes dated July 5, 2017, as information.
Carried
17.2 Committee Minutes
170619 Canada 150 MIN
170717 Canada 150 MIN
170705 Cultural Advisory MIN
170802 Cultural Advisory MIN
170613 Fire Strat Plan MIN
170619 Memorial Park MIN
170606 Special Awards MIN
170802 Town Hall MIN complete
Funding amounts from the Cultural Advisory Committee should be
included in the grant motions.
The Cultural Advisory Committee approved a grant of $1000 to the
Tillsonburg Canada 150 Committee Harvest Fest and $3500 to the
Tillsonburg & Area Optimist Club for the Santa Claus Parade at their
August 2, 2017 meeting.
Resolution #26
Moved By: Councillor Rosehart Seconded By: Councillor Esseltine
THAT Council receives the Minutes of the Canada 150 Committee dated
June 19, 2017 and July 17, 2017, the Cultural Advisory Committee dated
July 5, 2017 and August 2, 2017, the Fire Strategic Planning Committee
Council Meeting Minutes, August 21, 2017 - 16 -
dated June 13, 2017, the Memorial Park Revitalization Committee dated
June 19, 2017, the Special Awards Committee dated June 6, 2017, the
Town Hall Project Committee dated August 2, 2017, as information.
Carried
18. Notice of Motions
19. Resolutions
20. Resolutions Resulting from Closed Session
21. By-Laws
By-Laws from the Meeting of Monday, August 21, 2017
Resolution #27
Moved By: Councillor Esseltine Seconded By: Councillor Rosehart
21.1. THAT By-Law 4123, To Amend Zoning By-Law 3295 (ZN 7-17-09);
By-Law 4124, To Amend Zoning By-Law 3295 (ZN 7-17-04- Andy Jacko
Farms);
By-Law 4126, To amend By-Law 3896, being a By-Law to define
Municipal Trust Funds and to appoint Trustees to those Trusts established
by The Corporation of the Town of Tillsonburg;
By-Law 4128, To abandon a portion of the Paget Municipal Drain;
By-Law 4129, To abandon the Rolling Meadows Municipal Drain in its
entirety;
By-Law 4130, To enter into a Storm Drainage Channel Outlet Agreement
with The Corporation of the County of Oxford;
By-Law 4131, To enter into a Transfer Payment Agreement with Her
Majesty the Queen in right of Ontario as represented by the Minister of
Infrastructure, be read for a first, second, third and final reading and that
Council Meeting Minutes, August 21, 2017 - 17 -
the Mayor and the Clerk be and are hereby authorized to sign the same,
and place the corporate seal thereunto.
Carried
Resolution #28
Moved By: Councillor Stephenson Seconded By: Councillor Rosehart
21.2. THAT By-Law 4132, To confirm the proceedings of Council at its meeting
held on August 21, 2017 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
22. Items of Public Interest
The Harvest Fest event will be held on Friday, August 25, 2017 from 5:00 p.m. to
11:00 p.m. in the Metro parking lot.
A celebration to mark the connection of the Great Trail across Canada will be held
on Saturday, August 26, 2017 from 11:00 a.m. to 2:00 p.m. at the trailhead on
Tillson Avenue.
23. Adjournment
Resolution #29
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT the Council Meeting of Monday, August 21, 2017 be adjourned at 9:36 p.m.
Carried