171113 Council MIN=
ATTENDANCE
Mayor Stephen Molnar
Councillor Max Adam
Deputy Mayor Dave Beres
Councillor Penny Esseltine
Councillor Jim Hayes
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
Rick Cox, Director of Recreation, Culture & Parks
Jeff Smith, Fire Chief
Lana White, Executive Assistant/Deputy Clerk
1. Call to Order
The meeting was called to order at 4:30pm.
2. Closed Session
Resolution #1
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council move into Closed Session to consider:
1. a proposed or pending acquisition or disposition of land by the municipality or local board
(Access to Memorial Park and TCC).
Carried
Council reconvened regular session at 6:00pm.
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Monday, November 13, 2017
4:30 PM
Council Chambers
200 Broadway, 2nd Floor
MINUTES
Council Meeting – Agenda - 2 -
3. Adoption of Agenda
Resolution #2
Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine
THAT the Agenda as prepared for the Council meeting of Monday, November 13, 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 Meeting
6.1. Minutes of the Meeting of October 23, 2017
171023 Council MIN
Resolution #3
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT the Minutes of the Council Meeting of October 23, 2017 be approved.
Carried
7. Delegations and Presentations
7.1. Oxford People Against Landfill (OPAL) Group
Presented By: Bryan Smith
Del Reg OPAL
MOTION-Municipalities-Town of Tillsonburg
Mr. Bryan Smith, representing OPAL, appeared before Council to provide a status
update on the campaign. A copy of his presentation was filed for the public record.
OPAL has its own website and facebook page, as well as a new website
demandtheright.ca.
Resolution #4
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
Council Meeting – Agenda - 3 -
THAT Council receives the presentation from Oxford People Against Landfill;
AND THAT the Town of Tillsonburg calls upon the Government of Ontario, and all
political parties, to formally grant municipalities the authority to approve landfill projects
in or adjacent to their communities, prior to June 2018;
AND THAT in the case of a two-tier municipality, the approval be required at both the
upper-tier and affected lower-tier municipalities;
AND FURTHER THAT the Town of Tillsonburg encourage all other municipalities in
Ontario to consider this motion calling for immediate provincial action.
Carried
7.2. CIP Application 519 Broadway
Presented By: Dr. Gary Nelles
Nelles del
Dr. Nelles appeared before Council regarding various construction grants for 519
Broadway’s CIP Application, as he had previously been unaware of potential grant
opportunities.
Cephas Panschow, Development Commissioner, was present to answer questions from
Council.
Staff to ensure individuals are aware of the CIP Program at the start of a
planning/development process.
Resolution #5
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT the presentation from Dr. Gary Nelles regarding CIP Application - 519 Broadway
be received, as information.
Carried
8. Committee Reports & Presentations
9. Public Meetings
10. Planning Applications
11. Information Items
Council Meeting – Agenda - 4 -
12. Mayor
13. Quarterly Reports
13.1. FIN 17-33 - 2017 Third Quarter Financial Results
FIN17-33 2017 Third Quarter Financial Results
2017 Q3 Consolidated Results
Resolution #6
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives Report FIN 17-33 2017, Third Quarter Financial Results,
as information.
Carried
13.2. FIN 17-34 - Third Quarter Finance Department Financial Results
FIN17-34 2017 Third Quarter Finance Department Results
Q3 Results - Finance
Resolution #7
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives Report FIN 17-34 2017, 2017 Third Quarter Finance
Department Results, as information.
Carried
13.3. DCS 17-36 - Third Quarter Building, Planning & By-Law Services Financial
Results
THAT Council receives Report DCS 17-36 Building, Planning & By-Law Services 2017 Q3
Results
Q3 Financial Summary
Geno Vanhaelewyn, Chief Building Official, was present to answer questions
from Council.
Resolution #8
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives Report DCS 17-36, 2017 Third Quarter Building, Planning
& By-Law Services Financial Results, as information.
Carried
Council Meeting – Agenda - 5 -
13.4. FRS 17-06 - Third Quarter Fire Department Financial Results
FRS 17-06 Third Quarter 2017 Fire Department Results
Financial Plan Summary
Chief Smith responded to questions from Council. Chief Smith noted that the
Chair of the Fire Strategic Planning Committee will be providing an update to
Council in the near future.
Resolution #9
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives Report FRS 17-06, 2017 Third Quarter Fire Department
Financial Results, as information.
Carried
13.5. OPS 17-27 - Third Quarter Operations Services Financial Results
OPS 17-27 2017 Third Quarter Operations Services
OPS 17-27 Attachment 1 - Operating Summaries
Resolution #10
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receives Report OPS 17-27, 2017 Third Quarter Operations
Services Financial Results, as information.
Carried
13.6. RCP 17-47 – Third Quarter Recreation, Culture and Parks Financial Results
RCP 17-47 - Recreation Culture and Parks 2017 Q3 Results
Memo Re RCP Q2 Results
RCP Q3 2017 Financial Summaries
A report regarding the Lion’s Auditorium kitchen is scheduled for the November
27, 2017 Council Meeting.
Resolution #11
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
Council Meeting – Agenda - 6 -
THAT Council receives Report RCP 17-47, 2017 Third Quarter Recreation
Culture and Parks Financial Results, as information.
Carried
14. Reports from Departments
14.1. Chief Administrative Officer
14.1.1. CAO 17-05 , 0.5 FTE Increase - Manager of Hydro Operations and Engineering
0.5 FTE Increase - Manager of Hydro Operations and Engineering
0.5 FTE Increase - Manager of Hydro Operations and Engineering
Mr. Dan Rasokas, Board Chair, Tillsonburg Hydro Inc., was in attendance to
answer questions from Council.
The request is being made in advance of budget discussions, as it is expected to
take considerable time to fill the position.
Resolution #12
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
That Council receives Report CAO 17-05 0.5 FTE Increase – Manager of Hydro
Operations and Engineering;
AND THAT the Council of the Town of Tillsonburg authorizes the CAO to
increase the Town FTE complement by 0.5 to allow for a full-time Manager of
Hydro Operations and Engineering to be funded by Tillsonburg Hydro Inc.
Carried
14.1.2. CAO 17-06, Bonds for Development Securities
Bonds for Development Securities
CA) 17-06 Attachments
It was noted that correspondence from Kirby Heckford was received this
afternoon and circulated to Council.
Staff to amend Site Plan Agreement and Subdivision Agreement templates.
Council Meeting – Agenda - 7 -
Resolution #13
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receives Report CAO 17-06 Bonds for Development Securities;
AND THAT the Council of Town of Tillsonburg amend the Site Plan Agreement
By-Law and Subdivision Agreement to include Bonds as an additional form of
financial security for site plan applications and subdivision developments.
Carried
14.2. Clerk’s Office
14.2.1. CL 17-21 Committee Appointments
CL 17-21 Committee Appointment
Reg Butcher Appl
Resolution #14
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council receives Report CL 17-21, Committee Appointment;
AND THAT Reg Butcher be appointed to the Heritage, Beautification & Cemetery
Advisory Committee;
AND THAT By-Law 4147, to Amend Schedule A of By-Law 3876, be brought
forward for Council consideration.
Carried
14.3. Development and Communication Services
14.3.1. DCS 17-34 - Sign Variance – 360 Quarter Town Line – Simply 360 Residential
Development
DCS 17-34 - Sign Variance 360 Quarter Town Line Simply 360 Residential Development
Mr. Geno Vanhaelewyn, Chief Building Official, was in attendance to answer
questions from Council.
Resolution #15
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council receives Report DCS 17-34 Sign Variance – 360 Quarter Town
Line – Simply 360 Residential Development;
Council Meeting – Agenda - 8 -
AND THAT a variance to Sign By-Law 3798 be approved for the construction of a
temporary 38 m2 (400 ft2) subdivision promotional banner sign mounted on a
trailer located on the East side of Quarter Town Line between Trillium Drive and
Southridge Road described as 360 Quarter Town Line (Plan 41M119, LOT 2)
with the following conditions:
(i) A sign permit is obtained;
(ii) Skirting is installed around the bottom perimeter of the trailer acceptable
to Building/By-Law Services;
(iii) Signage is maintained as per Sign By-Law 3798, Clean Yard By-Law
3810 and maintained reasonably level;
(iv) If the maintenance of the sign becomes derelict in any manner the
signage will be ordered to be removed and any replacement signage will
be required to be installed as per Sign By- Law 3798.
Carried
14.3.2. DCS 17-35 Sign Variance – 180-190 Simcoe Street – Billboard Sign
DCS 17-35 Sign Variance 180-190 Simcoe Street Billboard Sign
Mr. Geno Vanhaelewyn, Chief Building Official, was in attendance to answer
questions from Council.
Resolution #16
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT Council receives Report DCS 17-35 Sign Variance – 180-190 Simcoe
Street – Billboard Sign;
AND THAT Council not approve the sign variance application request for the
placement of a billboard sign noted in Report DCS 17-35 Sign Variance – 180-
190 Simcoe Street – Billboard Sign;
AND THAT the signage is removed on or before November 2, 2017.
Withdrawn
Resolution #16b
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT the Town of Tillsonburg Council approves the variances to Sign By-Law
3798 for the construction of a temporary 37.16m2 (400 ft2) x 9.14m (30ft) high
Council Meeting – Agenda - 9 -
billboard sign located within 122m (403ft) of another billboard sign on the North
side of Simcoe Street between Westtown Line and Goshen Street described as
Part Lot 24 PLAN 1653, Part 7 41R8458 & Lot 30 PLAN1653 with the following
conditions:
(i) A sign permit is obtained;
(ii) The variance for a billboard sign is temporary and shall be
removed on or before March 31, 2018, at which time the sign will
be designated as a promotional development sign to promote the
development lands on or directly north of the sign.
(iii) The variance is applicable for the proposed sign copy only, any
change in billboard sign copy is not permitted.
Carried
14.3.3. DCS 17-37 International Per Diem Rate
Report DCS 17-37
Resolution #17
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT Council receives Report DCS 17-37 International Per Diem Rate;
AND THAT the Treasury Board Secretariat of Canada’s Meal Per Diem Rate be
approved for use for international travel instead of the Town’s standard per diem
rate;
AND THAT the Town’s Personnel Policy be amended to reflect this change.
Carried
14.4. Finance
14.5. Fire and Emergency Services
14.6. Operations
14.6.1. OPS 17-28 Parking Improvements at Community Centre
OPS 17-28 Parking Improvements at Community Centre
OPS 17-28 Attachment 1 - Parks & Recreation Advisory Committee Report
Council Meeting – Agenda - 10 -
Resolution #18
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives Report OPS 17-28, Parking Improvements at Community
Centre;
AND THAT the cost estimate of $175,000 associated with enhancing parking at
the Tillsonburg Community Centre be referred to the 2018 budget deliberations.
Carried
14.7. Recreation, Culture & Park Services
14.7.1. RCP 17-48 - Implementing an Energy Retrofit at the Tillsonburg Community
Centre
RCP 17-48 - Implementing an Energy Retrofit at the Tillsonburg Community Centre
RCP 17-02 - Budget Issue Paper - Utilities Cost Increases
TCC Consolidated Scope of Work
Example Amortization Schedule from Infrastructure Ontario
Director Cox provided a Powerpoint presentation and answered questions from
Council.
Expected cost savings for the 2018 operational budget were noted.
The CAO confirmed that Senior Leadership is committed to this project.
Updates from I.B. Storey, as well as staff, will be provided to Council throughout
the project.
Staff to contact the original mini-pad sponsors to inform them that the pad is
being changed from normal ice to plastic ice.
Resolution #19
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Report RCP 17-48 - Implementing an Energy Retrofit at the Tillsonburg
Community Centre be received;
AND THAT Council give 2018 pre-budget approval and authorize staff to proceed
with implementing the Energy Retrofit project as designed by I.B. Storey Inc.;
AND THAT Council award RFT 2017-011 – Refrigeration to Cimco Refrigeration
Division of Toromont Industries at their tendered price of $693,700.00 before
taxes;
Council Meeting – Agenda - 11 -
AND THAT Council award RFT 2017-012 – Automation to Trane Sales Agency -
N.L. Clarke Sales Ltd. at their tendered price of $76,450.00 before taxes;
AND THAT Council award RFT 2017-014 – Electrical Co-Generation to Whitby
Hydro Energy Services Corporation at their tendered price of $1,033,585.00
before taxes;
AND THAT Council authorize the Construction Oversight, Commissioning and
Turnover & Closeout phases of the contract with I.B. Storey Inc. at a cost not to
exceed $99,000;
AND THAT pursuant to the Town of Tillsonburg’s Debt Management Policy, the
Director of Finance is authorized to place debt to finance the project with the debt
servicing costs funded through operational savings (reduced energy
consumption) resulting from completing the project;
AND THAT the Town commits to preparing updated community-wide greenhouse
gas inventories, targets and a GHG reduction plan by April 2019 in order to be
eligible to apply for GHG Challenge funding.
Carried
15. Unfinished Business
15.1. RCP 17-50 - Visitor Parking Improvements at OPP Station
RCP 17-50 - Visitor Parking Improvements at OPP Station
Resolution #20
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives Report RCP 17-50 - Visitor Parking Improvements at
OPP Station;
AND THAT the costs associated with implementing additional visitor parking at
the OPP Station are considered during the 2018 budget deliberations.
Carried
16. Staff Information Reports
17. Committee Minutes & Reports
17.1. Committee Minutes
170912 Fire Strat Planning MIN
171005 HBC MIN
Council Meeting – Agenda - 12 -
171012 Airport MIN
171017 AAC MIN
Resolution #21
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives the Fire Strategic Planning Committee Minutes dated
September 12, 2017; the Heritage, Beautification and Cemetery Advisory
Committee Minutes dated October 5, 2017; the Airport Advisory Committee
Minutes dated October 12, 2017; and the Accessibility Advisory Committee
Minutes dated October 17, 2017, as information.
Carried
17.2. Long Point Region Conservation Authority Minutes - October 4, 2017
171004 LPRCA MIN
Resolution #22
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receives the Long Point Region Conservation Authority Board of
Directors Minutes dated October 4, 2017, as information.
Carried
17.3. Tillsonburg Police Services Board Minutes - September 20, 2017
170920 PSB MIN
Resolution #23
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receives the Tillsonburg Police Services Board Minutes dated
September 20, 2017, as information.
Carried
18. Notice of Motions
19. Resolutions
20. Resolutions Resulting from Closed Session
Council Meeting – Agenda - 13 -
21. By-Laws
By-Laws from the Meeting of Monday, November 13, 2017
21.1 Resolution #24
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT By-Law 4147, to amend By-Law 3876, Committee Appointments for the
Town of Tillsonburg, 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
21.2 Resolution #25
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT By-Law 4148, to Confirm the Proceedings of the Council meeting of
November 13, 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 winter overnight parking restriction between 2am to 6am is effective from November 15
to March 31.
The Town is in its second week of loose leaf collection. In addition, the Transfer Station is
now open 9am to 5pm, 6 days a week to take leaves.
A Council Budget Meeting is scheduled for Thursday, November 16, 2017 9am to 4pm in
the Council Chambers for Capital Budget Review.
The Optimist Santa Claus Parade is scheduled for 2pm Saturday, November 18, 2017.
Broadway will be closed for the parade.
23. Adjournment
Resolution #26
Moved By: Deputy Mayor Beres Seconded By: Counicllor Adasm
THAT the Council Meeting of Monday, November 13, 2017 be adjourned at 9:29 p.m.
Carried