180326 Council MIN=
ATTENDANCE
Mayor Stephen Molnar
Councillor Max Adam
Councillor Jim Hayes
Councillor Brian Stephenson
Staff:
David Calder, CAO
Kevin DeLeebeeck, Director of Operations
Rick Cox, Director of Recreation, Culture and Parks
Jeff Smith, Fire Chief Janelle Costantino, Manager of Finance/Deputy Treasurer
Donna Wilson, Town Clerk
Laura Pickersgill, Legislative Services Coordinator
Regrets:
Deputy Mayor Dave Beres Councillor Penny Esseltine
Councillor Chris Rosehart
Dave Rushton, Director of Finance/Treasurer
1. Call to Order
The meeting was called to order at 6:00pm.
2. Adoption of Agenda
Resolution #1
Moved By: Councillor Hayes Seconded By: Councillor Adam
THAT the Agenda as prepared for the Council meeting of Monday, March 26, 2018,
be adopted.
Carried
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Monday, March 26, 2018
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
MINUTES
Council Meeting – Minutes - 2 -
3. Moment of Silence
4. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
5. Adoption of Council Minutes of Previous Meeting
5.1. Minutes of the Meeting of March 12, 2018
180312 Council MIN
Resolution #2
Moved By: Councillor Hayes Seconded By: Councillor Adam
THAT the Minutes of the Council Meeting of March 12, 2018, be approved.
Carried
6. Delegations and Presentations
6.1. Volunteer Appreciation Award
Presented to: Jami Stephenson
6.2. Watersmart Message
Presented by: Grace Boak, Shelby Vollmershausen, AJ Wiggins and Matt
Delaere
February Winter to Spring Presentation
Tillsonburg junior lifeguards presented the dangers of water during the ice melt
with changing seasons.
Council was given the opportunity to ask questions.
Resolution #3
Moved By: Councillor Adam Seconded By: Councillor Stephenson
THAT Council receives the Watersmart Message as information.
Carried
Council Meeting – Minutes - 3 -
6.3. Volunteer Recruitment Appeal for the Multi-Service Centre
Presented by: Aleshia Wattie
Multi-Service Centre Aleshia Wattie Meals of Wheels Delegation
Volunteer Presentation Meals on Wheels
Aleshia Wattie presented the Meals on Wheels program and has encouraged
councillors and staff to volunteer their time to be able to service a third delivery
route in the community.
Resolution #4
Moved By: Councillor Adam Seconded By: Councillor Stephenson
THAT Council receives the Volunteer Recruitment Appeal for the Multi-Service
Centre presentation, as information.
Carried
Resolution #4A
Moved By: Councillor Adam Seconded By: Councillor Stephenson
THAT the CAO conduct a survey of Town staff and councillors to determine the
capabilities and willingness of individuals or departments to participate in
community service at a corporate level.
AND THAT a staff report provided for Council information and consideration at a
future meeting.
Carried
7. Committee Reports & Presentations
8. Public Meetings
Resolution #5
Moved By: Councillor Stephenson Seconded By: Councillor Hayes
THAT Council move into the Committee of Adjustment to hear applications for Minor
Variance.
Carried
Council Meeting – Minutes - 4 -
8.1. Application for Minor Variance - A-02/18 - John Habkirk, 5 Ross Street- attended
A-02/18 Report
Report Attachments
A-02/18 Application
Eric Gilbert, Senior Planner, County of Oxford appeared before Council and
presented minor variance application A-02/18.
Opportunity was given for comments and questions.
The applicant, John Habkirk, appeared before council in support of the
application.
No member of the public appeared before council in opposition to the variance.
Council passed the following resolution.
Resolution #6
Moved By: Councillor Stephenson Seconded By: Councillor Hayes
THAT Tillsonburg Committee of Adjustment approve Application File A-02/18,
submitted by John Habkirk, for lands described as Lot 585, Plan 500, Town of
Tillsonburg, as it relates to:
1. Relief from Section 6.2, – Zone Provisions (R1) Rear Yard Minimum Depth, to
reduce the required rear yard depth from 12 m (39.3 ft) to 10.3 m (33.7 ft) to
facilitate the construction of an attached garage, subject to the condition that
a building permit for the proposed attached garage shall be issued within one
year of the date of the Committee's decision.
Carried
8.2. Application for Minor Variance - A-03/18 - Lori Graves, Chris Declarke,
Landmark Homes, 15 Wren Court
A-03/18 Report
Report Attachments
A-03/18 Application
Council Meeting – Minutes - 5 -
Eric Gilbert, Senior Planner, County of Oxford appeared before Council and
presented minor variance application A-03/18.
Opportunity was given for comments and questions.
Jesse Wilson, architect from SR Architecture, provided information on
landscaping and fencing for the property.
Shirley Jones appeared before council in opposition to the application.
Stephen Gergich expressed concerns regarding the lot coverage as well as
pedestrian safety and traffic flow but in turn, spoke in favour of the application.
David Lee appeared before council in support of the application.
Council passed the following resolution.
Resolution #7
Moved By: Councillor Hayes Seconded By: Councillor Adam
THAT Tillsonburg Committee of Adjustment approve Application File A-03/18,
submitted by Lori Graves, Chris Declark, Landmark Homes, for lands described
as Lot 132, Plan M-16, Town of Tillsonburg, as it relates to:
1. Relief from Table 9.2 – Medium Density Residential Zone Provisions
(RM), to reduce the required lot frontage from 36 m (118.1 ft) to 28 m
(91.9 ft);
2. Relief from Table 9.2 – Medium Density Residential Zone Provisions
(RM), to increase the maximum lot area per dwelling unit from 320 m2
(3,444.6 ft2) to 382 m2 (4,111.9 ft2); and
3. Relief from Table 9.2 – Medium Density Residential Zone Provisions
(RM), to reduce the required interior side yard width from 3 m (9.8 ft) to
2.99 m (9.4 ft).
Carried
8.3. Application for Minor Variance - A-04/18 - John Bamford (Justin Ryksen), 20
Crocus Avenue
A-04/18 Report
Report Attachments
Council Meeting – Minutes - 6 -
Application A-04/18
Eric Gilbert, Senior Planner, County of Oxford appeared before Council and
presented minor variance application A-04/18.
Opportunity was given for comments and questions.
The applicant, Justin Ryksen, appeared before council in support of the
application.
No member of the public appeared before council in opposition of the
application.
Council passed the following resolution.
Resolution #8
Moved By: Councillor Hayes Seconded By: Councillor Adam
THAT Tillsonburg Committee of Adjustment approve Application File A-04/18,
submitted by John Bamford (Justin Ryksen), for lands described as Lot 19, Plan
41M-145 Town of Tillsonburg, as it relates to:
1. Relief from Section 5.37.1 – Permitted Projection into required yard, to
increase the permitted projection into the required rear yard for a covered
deck from 1.5 m (4.9 ft) to 3.0 m (9.8 ft);
2. Relief from Section 6.2 – Zone Provisions (R1) Lot Coverage Maximum, to
increase the maximum lot coverage allowance from 33% to 38% of lot
area; and
3. Relief from Section 6.2 – Zone Provisions (R1) Rear Yard Minimum
Depth, to reduce the required rear yard from 12 m (39.3 ft) to 11.77 m
(38.7 ft),
subject to the condition that a building permit for the proposed dwelling shall be
issued within one year of the date of the Committee's decision.
Carried
Council Meeting – Minutes - 7 -
Resolution #9
Moved By: Councillor Adam Seconded By: Councillor Stephenson
THAT Council move out of the Committee of Adjustment and move back into regular
Council session.
Carried
9. Planning Applications
10. Information Items
10.1. 2018 Senior of the Year Nominations - Call for Nominations
2018 Senior of the Year Award- Call for Nominations
Resolution #10
Moved By: Councillor Adam Seconded By: Councillor Stephenson
THAT Council receives the correspondence 2018 Senior of the Year
Award - Call for Nominations as information;
AND THAT Council directs the Special Awards Committee to proceed with
the nomination process and bring back a recommendation to Council for
consideration.
Carried
11. Mayor
12. Quarterly Reports
12.1. FIN 18-08, 2017 Fourth Quarter Financial Results
FIN18-08 2017 Fourth Quarter Financial Results
2017 Q4 Consolidated Results
Resolution #11
Moved By: Councillor Stephenson Seconded By: Councillor Adam
THAT Council receives Report FIN 18-08, 2017 Fourth Quarter Financial
Results, as information.
Carried
12.2. FIN 18-09, 2017 Fourth Quarter Finance Department
FIN18-09 2017 Fourth Quarter Finance Department Results
Council Meeting – Minutes - 8 -
Finance - Q4 2017 operating results
Finance - Q4 2017 capital results
Resolution #12
Moved By: Councillor Stephenson Seconded By: Councillor Adam
THAT Council receives Report FIN 18-09, 2017 Fourth Quarter Finance
Department, as information.
Carried
12.3. DCS 18-14, 2017 Fourth Quarter Building, Planning & By-Law Services
DCS 18-14; Building/Planning/By-Law Services 2017 Annual Report
Q4 Financial Summary
Resolution #13
Moved By: Councillor Hayes Seconded By: Councillor Stephenson
THAT Council receives Report DCS 18-14, 2017 Fourth Quarter Building,
Planning & By-Law Services, as information.
Carried
12.4. DCS 18-15, 2017 Fourth Quarter Economic Development and Marketing
Report DSC 18-15
Q4 Financial Summary - Operating
Q4 Financial Summary - Capital
Resolution #14
Moved By: Councillor Hayes Seconded By: Councillor Stephenson
THAT Council receives Report DCS 18-15, 2017 Fourth Quarter Economic
Development and Marketing, as information.
Carried
12.5. OPS 18-07, 2017 Fourth Quarter Operations Services
OPS 18-07 2017 Fourth Quarter Operations Services
OPS 18-07 Attachment 1 - Operating & Capital Summaries
Council Meeting – Minutes - 9 -
Resolution #15
Moved By: Councillor Adam Seconded By: Councillor Stephenson
THAT Council receives Report OPS 18-07, 2017 Fourth Quarter
Operations Services, as information.
Carried
12.6. RCP 18-12, 2017 Fourth Quarter Recreation, Culture and Parks
RCP 18-12 - Recreation Culture and Parks 2017 Q4 Results
RCP - 2017 Q4 operating results
RCP - 2017 Q4 capital results
Resolution #16
Moved By: Councillor Adam Seconded By: Councillor Hayes
THAT Council receives Report RCP 18-12, 2017 Fourth Quarter
Recreation, Culture and Parks, as information.
Carried
12.7. FRS 18-02, 2017 Fourth Quarter Fire Department
FRS 18-02 Fourth Quarter Report 2017
Fire - operating results 2017
Fire - capital results 2017
Resolution #17
Moved By: Councillor Stephenson Seconded By: Councillor Adam
THAT Council receives Report FRS 18-02, 2017 Fourth Quarter Fire
Department, as information.
Carried
13. Reports from Departments
13.1. Chief Administrative Officer
13.1.1. CAO 18-04, Community Transportation Update
CAO 18-04 Community Transportation Update
Council Meeting – Minutes - 10 -
T-GO will continue operation during the RFP process.
Staff are encouraged to be aware of future transportation grant
opportunities.
Resolution #18
Moved By: Councillor Stephenson Seconded By: Councillor Adam
THAT Council receives Report CAO 18-04, Community Transportation
Update, for information.
Carried
13.2. Clerk’s Office
13.3. Development and Communication Services
13.3.1. DCS 18-13, Outstanding New Home Construction Deposits
DCS 18-13 - Outstanding New Home Construction Deposits
A final notice will be given to builders to close their building permits.
A policy is coming for Council consideration on risk analysis and
outstanding deposits.
Resolution #19
Moved By: Councillor Hayes Seconded By: Councillor Stephenson
THAT Council receives Report DCS 18-13, Outstanding New Home
Construction Deposits, as information;
AND THAT Council approves the transfer of deposit funds from the
Construction Deposit account to the Development remediation account
effective December 31, 2018.
Carried
13.4. Finance
13.4.1. FIN 18-05, 2017 Development Charges Annual Statement
FIN18-05 2017 Development Charge Annual Statement
Council Meeting – Minutes - 11 -
2017 Reserve Fund Statement
Resolution #20
Moved By: Councillor Hayes Seconded By: Councillor Stephenson
THAT Report FIN 18-05, 2017 Development Charges Annual Statement
be received;
AND THAT the Director of Finance ensures that the annual statement is
made available to the public;
AND THAT the Director of Finance be directed to provide the annual
statement to the Minister of Municipal Affairs and Housing on request.
Carried
13.4.2. FIN 18-06, Surplus Debt Proceeds
FIN18-06 - Surplus debt proceeds
Resolution #21
Moved By: Councillor Stephenson Seconded By: Councillor Adam
THAT Report FIN 18-06, Surplus Debt Proceeds be received;
AND THAT the surplus debt proceeds from the Gas Detection and Air
Monitoring project of $4,168 be allocated to the Carroll Trail project.
Carried
13.4.3. FIN 18-07, Contributions to Reserves
FIN18-07 Contributions to Reserves
Resolution #22
Moved By: Councillor Stephenson Seconded By: Councillor Adam
THAT Council receives Report FIN 18-07, Contributions to Reserves;
AND THAT $573,129 is contributed to reserves in 2017.
Carried
13.4.4. FIN 18-10, Ground Lease Acknowledgement Agreement
FIN18-10 Ground Lease Acknowledgement Agreement
By-Law 4185 Ground Lease Acknowledgement Agreement
Council Meeting – Minutes - 12 -
By-Law 4185 Assignment
By-Law 4185 Agreement
The Town’s lawyer has reviewed the lease.
Council has requested clarification on the history of the ground lease.
Councillor Adam requested a recorded vote.
Recorded Vote:
Name Vote in Favour Vote Against
Councillor Adam X
Deputy Mayor Beres
Councillor Esseltine
Councillor Hayes X
Mayor Molnar X
Councillor Rosehart
Councillor Stephenson X
The recorded vote reflects the vote is 3 in favour of the motion and 1
against the motion.
The Motion is “Carried”.
Resolution #23
Moved By: Councillor Hayes Seconded By: Councillor Stephenson
THAT Report FIN 18-10, Ground Lease Acknowledgement Agreement be
received as information;
AND THAT By-Law 4185 be brought forward for Council consideration.
Carried
Council Meeting – Minutes - 13 -
13.5. Fire and Emergency Services
13.5.1. FRS 18-03, Single Source Dispatch Console
FRS 18-03 Single Source Dispatch Console
Resolution#24
Moved By: Councillor Hayes Seconded By: Councillor Stephenson
THAT Council receives Report FRS 18-03, Single Source Dispatch
Console;
AND THAT Council authorizes staff to forego the purchasing policy for this
particular capital item;
AND THAT the Single Source for the Dispatch Console is granted to
Spectrum Communications Limited.
Carried
13.6. Operations
13.7. Recreation, Culture & Park Services
14. Unfinished Business
15. Staff Information Reports
16. Committee Minutes & Reports
16.1. Committee Minutes
171211 Airport Advisory MIN
180213 Development MIN
180222 Museum MIN
180301 HBC MIN
180305 Mem Park MIN
180313 AAC MIN
180320 Special Awards MIN
180321 Cultural Advisory Committee MIN
Council Meeting – Minutes - 14 -
Resolution #25
Moved By: Councillor Adam Seconded By: Councillor Hayes
THAT Council receives the Airport Advisory Committee Minutes dated
December 11, 2017; the Development Committee Minutes dated February
13, 2018; the Museum Advisory Committee Minutes dated February 22,
2018; the Heritage, Beautification & Cemetery Advisory Committee
Minutes dated March 1, 2018; the Memorial Park Revitalization Committee
Minutes dated March 5, 2018; the Accessibility Advisory Committee
Minutes dated March 13, 2018; the Special Awards Committee Minutes
dated March 20, 2018; and the Cultural Advisory Committee Minutes
dated March 21, 2018, as information.
Carried
17. Notice of Motions
18. Resolutions
Resolution #25A
Moved By: Councillor Adam Seconded By: Councillor Stephenson
THAT the CAO provide an update on the background and status of the
ground lease agreement between the Town of Tillsonburg and the current
Town Centre Mall owners at the second regular meeting of May 2018.
Carried
19. Resolutions Resulting from Closed Session
20. By-Laws
By-Laws from the Meeting of Monday, March 26, 2018
20.1. Resolution #26
Moved By: Councillor Adam Seconded By: Councillor Stephenson
THAT By-Law 4185, to authorize a Ground Lease Acknowledgement
Agreement between the Corporation of the Town of Tillsonburg, CIBC
Mortgages Inc., and SBLP Tillsonburg Town Centre Inc. be read for a first,
second, third and final reading and that the Mayor and the Clerk be and
Council Meeting – Minutes - 15 -
are hereby authorized to sign the same, and place the corporate seal
thereunto.
Carried
Resolution #26A
Moved By: Councillor Adam Seconded By: Councillor Hayes
THAT By-Law 4173, Tillsonburg Procedural By-Law, be read for a 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
20.2. Resolution #27
Moved By: Councillor Stephenson Seconded By: Councillor Adam
THAT By-Law 4184, To Confirm the Proceedings of the Council Meeting
of March 26, 2018 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. Items of Public Interest
Kidde Canada has recalled a mass amount of smoke alarms sold between
September 2016 and January 2018 with model numbers PI2010 and PI9010. Units
with a visible yellow cap will be affected.
Tillsonburg Skating Carnival: “Mamma Mia under the Big Top” will be held on April
6th and 7th at the Arena.
Citizen of the Year nominations are due April 6, 2018.
Ride and Stride for Cancer signup sheets are available at Cowards Pharmacy.
The Cultural Advisory Committee is seeking volunteers to assist with planning the
annual Tillsonburg Christmas Fest.
Council Meeting – Minutes - 16 -
22. Adjournment
Resolution #28
Moved By: Councillor Stephenson Seconded By: Councillor Adam
THAT the Council Meeting of Monday, March 26, 2018 be adjourned at 9:05 p.m.
Carried