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171127 Council MIN= ATTENDANCE Deputy Mayor Dave Beres Councillor Max Adam 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 Lana White, Executive Assistant/Deputy Clerk Regrets: Mayor Stephen Molnar 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. labour relations or employee negotiations (labour negotiations). Carried Council reconvened regular session at 6:00pm. The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, November 27, 2017 4:30 PM Council Chambers 200 Broadway, 2nd Floor MINUTES Council Meeting – Agenda - 2 - 3. Adoption of Agenda Resolution #2 Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT the Agenda as prepared for the Council meeting of Monday, November 27, 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 November 13, 2017 171113 Council MIN Resolution #3 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT the Minutes of the Council Meeting of November 13, 2017, be approved. Carried 7. Delegations and Presentations 7.1. Introduction of Laura Pickersgill, Legislative Services Coordinator Town Clerk, Donna Wilson, introduced and welcomed Laura Pickersgill. 7.2 Volunteer Achievement Award – Presentation to Maurice DeBruyne Presenter: Deputy Mayor Beres and Councillor Stephenson 7.3 OPS 17-32 – Quarter Town Line Corridor Management Study Presenter: Gene Chartier, Vice-President, Paradigm Transportation Solutions Limited Mr. Chartier appeared before Council regarding Agenda Item 14.6.1 – Report OPS 17- 32, and presented the attached power point presentation. Council Meeting – Agenda - 3 - Opportunity was given for Council to ask questions. Responses were provided regarding all-way stops, other means of slowing traffic, and truck route. It was noted that public consultation would be Strategy 2. Council passed Resolution #9 – see Agenda Item 14.6.1. 8. Committee Reports & Presentations 8.1. Special Awards Committee 17-02 - Citizen of the Year SAC 17-02 Special Awards Terms of Reference, revised November 2017 In the absence of the Chair of the Special Awards Committee, Councillor Stephenson commented regarding Report SAC 17-02. Resolution #4 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receive Report SAC17-02, Citizen of the Year; AND THAT the revised Terms of Reference for the Special Awards Advisory Committee, to include the Citizen of the Year process, be approved; AND THAT commencing 2018 the Town of Tillsonburg Special Awards Advisory Committee be responsible for the Citizen of the Year Award. Carried 9. Public Meetings 9.1. Application for Zone Change - ZN 7-17-12 - Anne Marie Veldman - 28 Old Vienna Road Application ZN 7-17-12 ZN 7-17-12 Report Report Attachments Eric Gilbert, Senior Planner, County of Oxford, appeared before Council and presented Report CP 2017-338. Opportunity was given for comments and questions from Council. Council passed the following resolution. Council Meeting – Agenda - 4 - Resolution #5 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council approves the Zone Change Application submitted by Anna Veldman, whereby the lands described as Parts 1 & 2 of 41R-9192, Part Block A, Plan 966, Town of Tillsonburg, known municipally as 28 Old Vienna Road are to be rezoned from ‘Special Low Density Residential Type 1 Zone (R1-16)’ to ‘Special Low Density Residential Type 3 Zone (R3-14)’ to permit the development of a multiple unit dwelling within the EP2 Overlay. Carried 10. Planning Applications 10.1. Request for Extension to Draft Plan Approval - 32T-06005 (Andrews Crossing) 32T-06005 _DAE Plate 1 Plate 2 Eric Gilbert, Senior Planner, County of Oxford, appeared before Council and presented Report CASPO. Opportunity was given for Council to ask questions. Resolution #6 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council supports an extension of draft approval for a plan of subdivision submitted by Performance Communities Realty Inc. (Andrews Crossing), for lands described as Block 81, Plan 41M-329, Town of Tillsonburg, to February 14, 2020, to grant additional time to satisfy the conditions of draft plan approval and register the remaining phase of the draft plan of subdivision. Carried 11. Information Items 12. Mayor 13. Quarterly Reports Council Meeting – Agenda - 5 - 14. Reports from Departments 14.1. Chief Administrative Officer 14.2. Clerk’s Office 14.3. Development and Communication Services 14.3.1. Report DCS 17-38 - Economic Development and Marketing Third Quarter Summary Report DCS 17-38 Financial Summary The Development Commissioner to provide Council with a list of the new and closed businesses referenced in his report. Resolution #7 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives Report DCS 17-38, Economic Development and Marketing Third Quarter Summary, as information. Carried 14.4. Finance 14.4.1. FIN 17-36 - 2018 Capital Pre-Budget Approval Projects Report FIN17-36 Resolution #8 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Report FIN17-36 - 2018 Capital Pre-Budget Approval be received; AND THAT Council gives 2018 pre-budget approval for: i) Asset Management Plan Implementation Project x33 $150,000; ii) Concession Street East Project x37 $890,000; iii) Annandale Ball Park Parking Lot Project x14 $50,000; iv) Asphalt Project x39 $382,000; and v) Lake Lisgar Water Park Renovations Project x95 $129,000. Carried 14.5. Fire and Emergency Services Council Meeting – Agenda - 6 - 14.6. Operations 14.6.1. OPS 17-32 - Quarter Town Line Corridor Management Study OPS 17-32 Quarter Town Line Corridor Management Study 170219 (Tillsonburg) Council Meeting November 27 2017 (2) Mr. Chartier appeared before Council and presented the attached power point presentation. (see Agenda Item 7.3) Resolution #9 Moved By: Councillor Adam Seconded By: Councillor Stephenson THAT Council receives Report OPS 17-32 - Quarter Town Line Corridor Management Study; AND THAT the cost estimate of $125,000 associated with implementing the site- specific remedial actions along Quarter Town Line be referred to the 2018 budget deliberations. Carried 14.6.2. OPS 17-30 - Results for RFP 2017-011 Street Sweeper OPS 17-30 Results for RFP 2017-011 Street Sweeper Resolution #10 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives Report OPS 17-30 - Results for RFP 2017-011 Street Sweeper; AND THAT Council awards RFP 2017-011 to Cubex Ltd. at a cost of $259,042.63 (before taxes), the highest scoring proposal received. Carried 14.6.3. OPS 17-31 - Results for RFP 2017-010 LED Streetlight Conversion Project OPS 17-31 Results for RFP 2017-010 LED Streetlight Conversion Project OPS 17-31 Attachment 1 - OPS 17-19 LED Streetlight Conversion OPS 17-31 Attachment 2 - Draft Consultant Agreement A By-Law to come forward with the Agreement at the December 11, 2017 Council Meeting. Council Meeting – Agenda - 7 - Resolution #11 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives Report OPS 17-31 - Results for RFP 2017-010 LED Streetlight Conversion Project; AND THAT Council authorizes 2018 pre-budget approval in order for the proponent to secure IESO grant funding on behalf of the Town; AND THAT Council awards RFP 2017-010 to ERTH Corporation at a cost of $1,422,074 (before taxes), the highest scoring proposal received; AND THAT a By-law authorizing the Mayor and Clerk to execute the Consultant Agreement with ERTH Corporation be brought forward for Council consideration; AND THAT, pursuant to the Town of Tillsonburg Debt Management Policy, the Director of Finance be authorized to place debt to finance the project with debt servicing costs funded through operational savings (reduced energy consumption) resulting from completing this project. Carried 14.7. Recreation, Culture & Park Services 15. Unfinished Business 16. Staff Information Reports 17. Committee Minutes & Reports 17.1. Committee Minutes 171026 Museum MIN 171030 Mem Park MIN 171102 HBC MIN 171120 Canada 150 MIN Resolution #12 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives the Museum Advisory Minutes dated October 26, 2017; the Memorial Park Revitalization Committee Minutes dated October 30, 2017; the Heritage, Beautification and Cemetery Advisory Committee Minutes dated Council Meeting – Agenda - 8 - November 2, 2017; and the Canada 150 Committee Minutes dated November 20, 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, November 27, 2017 21.1 Resolution #13 Moved By: Councillor Hayes Seconded By: Seconded Rosehart THAT By-Law 4149, To Amend Zoning By-Law 3295 (ZN 7-17-12); and By-Law 4151, Town of Tillsonburg Site Plan Control 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 #14 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT By-Law 4152, To Confirm the Proceedings of the Council meeting of November 27, 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 22. Items of Public Interest The next Council Budget Meeting is scheduled for Tuesday, December 5, 2017, beginning at 9:00am. Residents were reminded of the winter overnight parking restriction between 2am to 6am, effective from November 15 to March 31. Council Meeting – Agenda - 9 - This is the final week of loose leaf collection program. The Transfer Station is now open 9am to 5pm, 6 days a week to take leaves. 23. Adjournment Resolution #15 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT the Council Meeting of Monday, November 27, 2017 be adjourned at 7:59 p.m.