190114 Regular Council Meeting AgendaThe Corporation of the Town of Tillsonburg
COUNCIL MEETING
AGENDA
Monday, January 14, 2019
5:00 PM
Council Chambers
200 Broadway, 2nd Floor
1.Call to Order
2.Closed Session
Proposed Resolution #1
Moved By: ________________
Seconded By: ________________
THAT Council move into Closed Session at 5:00 p.m. to consider personal matters about an
identifiable individual, including Town employees; (Union Negotiations).
2.1 Union Negotiations
3.Adoption of Agenda
Proposed Resolution #2
Moved By: ________________
Seconded By: ________________
THAT the Agenda as prepared for the Council meeting of Monday, January 14, 2019, be
adopted.
4.Moment of Silence
5.Disclosures of Pecuniary Interest and the General Nature Thereof
6.Adoption of Council Minutes of Previous Meeting
Proposed Resolution #3
Moved By: ________________
Seconded By: ________________
THAT the Minutes of the Council meeting of Monday, December 10, 2018, be
approved.
7.Public Meetings
8.Planning Applications
9.Presentations
10.Delegations
10.1 Tillsonburg Horticultural Society Presentation
Presented by: Christine Nagy
Proposed Resolution #4
Moved By: ________________
Seconded By: ________________
THAT Council receive Tillsonburg Horticultural Society Presentation, as information.
10.2 Tillsonburg Rowing Club Position Statement
Presented by: Sharon Howard and Angela Newson
Proposed Resolution #5
Moved By: ________________
Seconded By: ________________
THAT Council receive Tillsonburg Rowing Club Position Statement, as information;
AND THAT this information be referred to the 2019 budget deliberations.
11.Correspondence from Committees
11.1 Letter - Development Committee - New Economic Evaluation Model
Proposed Resolution #6
Moved By: ________________
Seconded By: ________________
THAT Council receive the correspondence from the Development Committee
regarding a new economic evaluation model, as information;
AND THAT the correspondence be referred to staff.
11.2 Letter - Development Committee - Highway 3 Business Park Naming
Proposed Resolution #7
Moved By: ________________
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Seconded By: ________________
THAT Council receive the correspondence from the Development Committee
regarding the naming of the Highway 3 Business Park dated December 11, 2018;
AND THAT Council adopt the name “Van Norman Innovation Park (VIP)” as the new
name to market the industrial park;
AND FURTHER THAT the name “Van Norman Innovation Park (VIP)” apply to the
industrial park on both sides of Highway 3.
12.Information Items
13.Mayor's Report
13.1 MYR 19-01 - CAO Performance Evaluation
Proposed Resolution #8
Moved By: ________________
Seconded By: ________________
THAT Council receives MYR 19-01 CAO Performance Evaluation 2018, as
information;
AND THAT Council establishes and appoints a CAO Performance Review
Committee;
AND THAT Council appoints Mayor Molnar, _______and _______ to the CAO
Performance Review Committee;
AND FURTHER THAT Council approves the proposed 2018 CAO Performance
Evaluation Process as outlined in MYR 19-01.
14.Staff Reports
14.1 Chief Administrative Officer
14.1.1 CAO 19-01 - Cannabis Retailing in Tillsonburg
Proposed Resolution #9
Moved By: ________________
Seconded By: ________________
THAT Council receive report CAO 19-01 Retail Cannabis in Tillsonburg;
AND THAT the Town of Tillsonburg not “opt out” of having cannabis retails
stores located in the Town of Tillsonburg.
14.1.2 CAO-HR 19-01 Results of Collective Bargaining Negotiations with the
Power Workers' Union, CUPE Local 1000
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Proposed Resolution #10
Moved By: ________________
Seconded By: ________________
THAT Council receive report CAO – HR – 19-01 Results of Collective
Bargaining Negotiations with the Power Workers’ Union, CUPE Local 1000;
AND THAT Tillsonburg Council approve and ratify the Memorandum of
Agreement dated December 15, 2018, between the Town of Tillsonburg
and the Power Workers’ Union, Canadian Union of Public Employees,
(CUPE) Local 1000, in order to effect the first collective agreement for the
bargaining unit;
AND THAT Tillsonburg Council authorizes the public release of the
Memorandum of Agreement upon approval and ratification.
14.2 Clerk's Office
14.2.1 CLK 19-01 - Council Appointments to Boards and Committees
Proposed Resolution #11
Moved By: ________________
Seconded By: ________________
THAT Council receives Report CLK 19-01 Council Appointments to Board
& Committees;
AND THAT a By-Law to appoint committee members be brought forward
for Council consideration.
14.2.2 CLK 19-02 - Councillor Appointments to Boards and Committees
Proposed Resolution #12
Moved By: ________________
Seconded By: ________________
THAT Council receives Report CLK 19-02, Councillor Appointments to
Boards & Committees;
THAT the following appointments to Tillsonburg Advisory Committees shall
be for the 2018-2022 term of council;
THAT Pete Luciani be appointed to the Accessibility Advisory Committee;
AND THAT Penny Esseltine be appointed to the Cultural, Heritage and
Special Awards Advisory Committee;
AND THAT Deb Gilvesy be appointed to the Economic Development
Advisory Committee;
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AND THAT Chris Rosehart be appointed to the Memorial Park
Revitalization Advisory Committee;
AND THAT Chris Rosehart be appointed to the Museum Advisory
Committee;
AND THAT Penny Esseltine be appointed to the Parks Beautification &
Cemeteries Advisory Committee;
AND THAT Chris Parker be appointed to the Recreation & Sports Advisory
Committee;
AND THAT Deb Gilvesy be appointed to the Tillsonburg Airport Advisory
Committee:
AND THAT Pete Luciani be appointed to the Tillsonburg Transit Advisory
Committee.
Proposed Resolution #13
Moved By: ________________
Seconded By: ________________
THAT the following appointments to Ad Hoc Committees and affiliated
organizations shall be for the 2018-2022 term of council;
THAT Stephen Molnar, Dave Beres and Penny Esseltine be appointed to
the Physician Recruitment Committee;
AND THAT Stephen Molnar and Penny Esseltine be appointed to the Town
Hall Project Steering Committee;
AND THAT Stephen Molnar, Pete Luciani and Dave Beres be appointed to
the Otter Valley Corridor
Committee:
AND THAT Chris Parker be appointed to the Tillsonburg Non Profit
Housing Corporation;
THAT Deb Gilvesy be appointed to the Business Improvement Area Board;
AND THAT Stephen Molnar and Chris Rosehart be appointed to the Police
Service Board;
Proposed Resolution #14
Moved By: ________________
Seconded By: ________________
THAT the following appointment to the Police Service Board shall be for a
two year term:
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THAT Larry Scanlan be appointed to the Police Service Board until
December 31, 2020.
Proposed Resolution #15
Moved By: ________________
Seconded By: ________________
THAT Council appoint Stephen Molnar to Tillsonburg Hydro Inc. Board of
Directors for the term of Council until December 1, 2022.
14.2.3 CLK 19-03 - Policy for Boards and Committees
Proposed Resolution #16
Moved By: ________________
Seconded By: ________________
THAT Council receives Report CLK 19-03 Policy for Board & Committees;
AND THAT By-Law 4249 to authorize the policy be brought forward for
Council consideration.
14.3 Development and Communication Services
14.4 Finance
14.4.1 FIN 19-01 - 2019 Interim Tax Levy By-Law
Proposed Resolution #17
Moved By: ________________
Seconded By: ________________
THAT Council receives report FIN19-01 2019 Interim Tax Levy By-Law
4248;
AND THAT the 2019 Interim Levy By-Law No. 4248 be brought forward for
Council consideration.
14.5 Fire and Emergency Services
14.6 Operations
14.7 Recreation, Culture & Park Services
14.7.1 RCP 18-44 - Soccer Club Fence Funding Source Change
Proposed Resolution #18
Moved By: ________________
Seconded By: ________________
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THAT Council receives Report RCP 18-44 – Soccer Club Fence Funding
Source Change;
AND THAT Council authorize the balance of $16,200 outstanding on the
wayward ball fence installation project be funded from reserves instead of
from a contribution from the Tillsonburg Minor Soccer Club.
15.New Business
16.Consideration of Committee Minutes
Proposed Resolution #19
Moved By: ________________
Seconded By: ________________
THAT Council receive the Development Committee minutes dated November 13, 2018 and
December 11, 2018, and the Airport Advisory Committee minutes dated September 11,
2018 and November 26, 2018, and the Heritage, Beautification and Cemetery Advisory
Committee minutes dated December 6, 2018, and the Museum Advisory Committee minutes
dated December 20, 2018, and the Long Point Region Conservation Authority minutes dated
November 19, 2018, as information.
17.Motions/Notice of Motions
17.1 Notice of Motion - Councillor Gilvesy - Capital Budget Project X92 SAG - Station
Arts Building and Building Code Compliance
In accordance with the Town of Tillsonburg Procedural By-law, Council will be
required to waive the notice requirements contained in section 6.10 of Procedural
By-law 4173 prior to the motion noted below being introduced.
Proposed Resolution #20
Moved By: ________________
Seconded By: ________________
THAT Council review and discuss the following documentation regarding Capital
Budget Project X92 SAG - Station Arts Building and Building Code Compliance:
Facility Condition Assessment Report - Station Arts Building1.
Unsafe Building Order - UBO-10-15-2018 - Tillsonburg Station Arts Centre2.
18.Resolutions/Resolutions Resulting from Closed Session
19.By-Laws
19.1 By-Law 4244 To Appoint Dave Beres as the Deputy Mayor
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19.2 By-Law 4245 To Amend By-Law 4207 and to Establish the Rate of Remuneration for
the Deputy Mayor
19.3 By-Law 4247 To Define the Mandate and Membership for Committees Established
By The Corporation of the Town of Tillsonburg
19.4 By-Law 4249 to Adopt the Policy for Boards & Committees or Council, to Define the
Meeting Procedures for Committees Established by The Corporation of the Town of
Tillsonburg
19.5 By-law 4248 - To Provide for an Interim Tax Levy for the Year 2019
Proposed Resolution #21
Moved By: ________________
Seconded By: ________________
THAT By-Law 4244 To Appoint Dave Beres as the Deputy Mayor; and
By-Law 4245 To Amend By-Law 4207 and to Establish the Rate of Remuneration for
the Deputy Mayor; and
By-Law 4247 To Adopt the Policy for Boards & Committees or Council; and
By-Law 4249 To Adopt a Policy for Boards & Committees and To Define the
Meeting Procedures for Committees established By The Corporation of the Town of
Tillsonburg; and
By-Law 4248 To Provide for an Interim Tax Levy for the Year 2019, 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.
20.Confirm Proceedings By-law
Proposed Resolution #22
Moved By: ________________
Seconded By: ________________
THAT By-Law 4252, to Confirm the Proceedings of the Council meeting held on January 14,
2019, 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.
21.Items of Public Interest
22.Adjournment
Proposed Resolution #23
Moved By: ________________
Seconded By: ________________
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THAT the Council Meeting of Monday, January 14, 2019, be adjourned at ____ p.m.
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1
MINUTES
Monday, December 10, 2018
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
ATTENDANCE: Mayor Molnar
Councillor Beres
Councillor Esseltine
Councillor Gilvesy
Councillor Luciani
Councillor Parker
Councillor Rosehart
Staff: David Calder, CAO
Donna Wilson, Town Clerk
Kevin De Leebeeck, Director of Operations
Dave Rushton, Director of Finance
Rick Cox, Director of Recreation, Culture and Parks
Amelia Jaggard, Legislative Services Coordinator
Regrets: Jeff Smith, Fire Chief
_____________________________________________________________________
1. Call to Order
The meeting was called to order at 6:00 p.m.
2. Closed Session
3. Adoption of Agenda
Resolution # 1
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT the Agenda as prepared for the Council meeting of Monday, December 10,
2018, be adopted.
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Carried
4. Moment of Silence
5. Disclosures of Pecuniary Interest and the General Nature Thereof
No disclosures of pecuniary interest were declared.
6. Adoption of Council Minutes of Previous Meeting
Resolution # 2
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT the Minutes of the Council meeting of Monday, November 26, 2018, be
approved.
Carried
7. Presentations
7.1 Volunteer Achievement Award, Greg Mitchell
Presented by: Mayor Molnar and Sam Lamb
8. Public Meetings
9. Planning Applications
10. Delegations
10.1 Tillsonburg Airport Development
Geoffrey Lee and Mark Kniss presented a delegation regarding
Tillsonburg Airport Development.
Opportunity was given for comments and questions from Council.
Resolution # 3
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT the Delegation regarding Tillsonburg Airport Development be
received;
AND THAT the matter be referred to staff for a report back to Council
which shall include the following:
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• A legal interpretation of Federal Aviation Rules with regards to the
authority to issue building permits - South-West Oxford or Tillsonburg
no later than the January 28, 2019 Council meeting;
• A new business model incorporating a flight school instructor/manager
model be investigated;
• A risk assessment for the general public accessing the airport;
AND THAT the following be added to the 2019 budget deliberations for
consideration:
• The extension of the 25ft X 230ft runway;
• Commercial taxiway repairs; and
• Testing of the load capacity of hydro.
Carried
10.2 Tillsonburg Community Centre Revised Traffic Management
Diane Fish appeared before Council in opposition to Agenda item 14.6.4.
OPS 18-36 - Tillsonburg Community Centre Revised Traffice
Management. Mrs. Fish raised concerns about increased traffic flow on
Sanders Street as a results of the proposed By-law 4242 to amend Traffic
By-law 3701 permitting the closure of the Sanders Street Extension and
restricting Alley Alley to one-way traffic.
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receive the Delegation presentation of Diane Fish, as
information.
Carried
14.6.4 OPS 18-36 - Tillsonburg Community Centre Revised Traffic
Management;
Resolution # 21
Moved By: Councillor Luciani
Seconded By: Councillor Esseltine
THAT Council receive Report OPS 18-36 Tillsonburg Community Centre
Revised Traffic Management;
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AND THAT By-law 4242 to amend Traffic By-law 3701 permitting the
closure of the Sanders Street Extension and restricting Alley Alley to one -
way traffic, be brought forward for council consideration.
Defeated
11. Deputation(s) on Committee Reports
11.1 Town Hall Project Steering Committee Recommendation
Andrew Gilvesy, Chair of the Town Hall Project Steering Committee,
presented the Town Hall Project Steering Committee Recommendation.
Opportunity was given for comments and questions from Council.
Resolution # 4
Moved By: Councillor Gilvesy
Seconded By: Councillor Parker
THAT Council receive the Town Hall Project Steering Committee
Recommendation – Release of Request for Proposals as information;
AND THAT this information be forwarded to staff for a report back to
Council.
Defeated
Moved By: Councillor Esseltine
Seconded By: Councillor Luciani
THAT Council receive the Town Hall Project Steering Committee
Recommendation - Release of Request for Proposals as information;
AND THAT staff be directed to move forward with the release of the
Request for Proposal at this time.
Carried
12. Information Items
12.1 OGRA Board of Directors - Call for Nominations
Resolution # 5
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
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THAT Council receive OGRA Board of Directors - Call for Nominations as
information;
AND THAT Council Nominate Dave Beres to serve on the OGRA Board of
Directors for the 2019 - 2021 term of Office.
Carried
12.2 Oxford Invitational Youth Robotics Challenge 2018 - Letter
Resolution # 6
Moved By: Councillor Parker
Seconded By: Councillor Gilvesy
THAT Council receive the letter regarding the Oxford Invitational Youth
Robotics Challenge 2018, as information.
Carried
12.3 Ministry of Municipal Affairs and Housing - Municipal Reporting
Burden
Resolution # 7
Moved By: Councillor Esseltine
Seconded By: Councillor Beres
THAT Council receive the letter from the Ministry of Municipal Affairs and
Housing regarding Municipal Reporting Burden, as information.
Carried
13. Mayor's Report
13.1 MYR 18-11 - Update - County of Oxford
Resolution # 8
Moved By: Councillor Esseltine
Seconded By: Councillor Beres
THAT Council receives report MYR 18-11, as information.
Carried
14. Staff Reports
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14.1 Chief Administrative Officer
14.1.1 CAO 18-15 - Retail Cannabis in Ontario revised
Staff to request public input and report back to Council at the
January 14, 2019 Council meeting.
Resolution # 9
Moved By: Councillor Luciani
Seconded By: Councillor Parker
THAT Council receive report CAO 18-15 Retail Cannabis in Ontario
for information.
AND THAT report CAO 18-15 Retail Cannabis in Ontario be
provided to the Tillsonburg Police Services Board for comment;
AND FURTHER THAT Staff report at the Council meeting
scheduled for January 14th, 2019, with a recommended option
regarding retail cannabis in Tillsonburg for Town Council’s
consideration.
Carried
14.2 Town Clerk
14.2.1 CLK 18-31 - Committee of Adjustment
Resolution # 10
Moved By: Councillor Luciani
Seconded By: Councillor Gilvesy
THAT Council receives Report CLK 18-31, Committee of
Adjustment Appointment;
AND THAT all members of Tillsonburg Town Council be appointed
to the Committee of Adjustment;
AND FURTHER THAT an Appointment By-law be brought forward
for Council’s consideration.
Carried
14.2.2 CLK 18-20 - 2019 Council Meeting Calendar
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Resolution # 11
Moved By: Councillor Beres
Seconded By: Councillor Luciani
THAT Council receives Report CLK 18-29, 2019 Meeting Calendar;
AND THAT the following regular Council Meetings be re-scheduled
or cancelled for 2019:
Monday, February 25, 2019 is re-scheduled to Thursday, February
28, 2019 due to the OGRA Conference (February 24 - 27, 2019);
Monday, April 22, 2019 is re-scheduled to Tuesday, April 23, 2019
due to Easter Monday;
Monday, June 10, 2019 is re-scheduled to Thursday, June 13, 2019
due to the AMCTO Conference (June 9 - 12, 2019);
Monday, July 22, 2019 is cancelled;
Monday, August 26, 2019 is cancelled;
Monday, October 14, 2019 is re-scheduled to Tuesday, October 15,
2019 due to Thanksgiving;
Monday, November 11, 2019 is re-scheduled to Tuesday,
November 12, 2019 due to Remembrance Day; and
Monday, December 23, 2019 is cancelled;
AND THAT the following budget Council Meetings be scheduled:
Monday, December 17, 2018 at 6:00 pm – 8:30 pm;
Monday, January 7, 2019, 9:00 am – 4:00 pm;
Thursday, January 17, 2019, 9:00 am – 4:00 pm;
Monday, January 21, 2019, 5:00 pm – 9:00 pm;
Thursday, January 24, 2019, 5:00 pm – 9:00 pm.
AND THAT the 2019 Meeting Calendar, be approved.
Carried
14.2.3 Appointment to Conservation Authorities
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Resolution # 12
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receive the correspondence from the County of
Oxford regarding appointments to Conservation Authorities;
AND THAT Council recommend Dave Beres as the Town of
Tillsonburg representative to Long Point Region Conservation
Authority for the 2019 - 2022 term.
Carried
14.2.4 CLK 18-32 - Committees of Council
There were three councillors who requested their names be
brought forward for consideration.
The Town Clerk arranged for a selection method which provided
the names to be drawn by the CAO.
As a result of the draw, the following resolution was passed by
council.
Council members will be asked to provide their interest in
committees to the Town Clerk prior to the January Council Meeting.
Resolution # 13
Moved By: Councillor Beres
Seconded By: Councillor Luciani
THAT Council receives report CLK 19-01 Committees of Council;
AND THAT Mayor Stephen Molnar, Councillor Gilvesy, Councillor
Luciani and the Town Clerk form a Council Nominating Committee
for the 2018 – 2022 term of Town Committees.
14.2.5 CLK 18-34 - Deputy Mayor
Resolution # 14
Moved By: Councillor Luciani
Seconded By: Councillor Rosehart
THAT Council receives Report CLK 18-34 Deputy Mayor Position;
AND THAT Council appoint Councillor Beres as Deputy Mayor for a
1 year/month term;
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AND THAT an additional $1,300.00 remuneration be provided for
this position;
AND THAT a By-Law be brought forward for Council consideration.
Carried
14.2.6 CLK 18-35 - Alternate County Council Position
Resolution # 15
Moved By: Councillor Gilvesy
Seconded By: Councillor Luciani
THAT Council receives Report CLK 18-35, Alternate County
Council Position, as information.
Carried
14.3 Development and Communication Services
14.3.1 DCS 18-42 - Appointment of Building Inspector
Resolution # 16
Moved By: Councillor Gilvesy
Seconded By: Councillor Luciani
THAT Council receives Report DCS 18-42 – Appointment of
Building Inspector, as information.
AND THAT a By-Law to appoint John Vandenheede as a Building
Official, Property Standards Officer and Provincial Offences Officer
for the Town of Tillsonburg be brought forward for Council
consideration.
Carried
14.3.2 DCS 18-43 - Lease with Oxford County Community Health
Centre
Resolution # 17
Moved By: Councillor Parker
Seconded By: Councillor Gilvesy
THAT Council receive Report DCS 18-43 Lease with Oxford
County Community Health Centre;
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AND THAT the Mayor and Clerk be authorized to enter into a lease
agreement for the lands described as part of Lot 2, Concession 5
North of Talbot Road, and more specifically described as Parts 1
and 2, Plan 41R-4211, with the Oxford County Community Health
Centre, subject to the terms and conditions contained within the
lease agreement;
AND THAT a bylaw be brought forward in that regard.
Carried
14.4 Finance
14.5 Fire and Emergency Services
14.6 Operations
14.6.1 OPS 18-33 - Results for RFP2018-004 Old Vienna Road Slope
Stability Study
Resolution # 18
Moved By: Councillor Parker
Seconded By: Councillor Luciani
Deferred Motion
THAT Council receive Report OPS 18-33 Results for RFP 2018-
004 Old Vienna Road Slope Stability Study;
AND THAT Council award RFP 2018-004 to DST Consulting
Engineers Inc. of Sudbury, ON at a cost of $67,272.52 (net HST
included), the highest scoring proposal received;
AND THAT Council authorize the use of Asset Management
Reserves to fund the remaining project costs.
Carried
14.6.2 OPS 18-34 - Results for RFQ 2018-008 Hydro Utility Truck
Resolution # 19
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receive Report OPS 18-34, Results for RFQ 2018-
008 Hydro Utility Truck;
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AND THAT Council award RFQ 2018-008 to Oxford Dodge
Chrysler Ltd. of London, Ontario at a cost of $62,465.38 (net HST
included).
Carried
14.6.3 OPS 18-35 - Broadway and Trans Canada Trail Crossing
RCP Staff to determine if Oxford County would become a partner
on this project.
Resolution # 20
Moved By: Councillor Esseltine
Seconded By: Councillor Luciani
THAT Council receive Report OPS 18-35 Broadway and Trans
Canada Trail Crossing;
AND THAT Council approves a mid-block controlled pedestrian
crossing at Broadway and the Trans Canada Trail;
AND THAT Council refer the pedestrian crossing facility costs in the
amount of $90,000 to the 2019 capital budget deliberations.
Carried
14.6.5 OPS 18-23 - Oak Park Estates Subdivision Special Area Levy
Resolution # 22
Moved By: Councillor Luciani
Seconded By: Councillor Esseltine
THAT Council receive Report OPS 18-23 OakPark Estates
Subdivision Special Services Levy;
AND THAT By-law 4220 to adopt the OakPark Estates Subdivision
Special Services Levy be brought forward for Council
consideration.
Carried
14.6.6 OPS 18-37 - Hanger 4 - Land Lease Amendment
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Resolution # 23
Moved By: Councillor Beres
Seconded By: Councillor Luciani
THAT Council receive Report OPS 18-37 Hangar 4 - Land Lease
Amendment;
AND THAT Council approve the amendments to the Hangar 4 Land
Lease Agreement with Rick Lee;
AND THAT Mayor and Clerk be authorized to execute the Airport
Hangar Land Lease Amendment with Rick Lee.
Carried
14.7 Recreation, Culture & Park Services
14.7.1 RCP 18-43 - Child Recreation Program Fee Subsidy Contract
2019-2021
Resolution # 24
Moved By: Councillor Beres
Seconded By: Councillor Luciani
THAT Council receives Report RCP 18-43 - Child Recreation
Program Fee Subsidy Contract 2019-2021;
AND THAT the Town of Tillsonburg enters a three-year agreement
with the County of Oxford to provide subsidized recreation
programs;
AND THAT Council authorizes the Mayor and Clerk to sign the
Service Contract.
Carried
15. New Business
16. Consideration of Committee Minutes
16.1 Committee Minutes
Resolution # 25
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
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THAT Council receive the Museum Advisory Committee minutes dated
November 22, 2018, and the Airport Advisory Committee minutes dated
November 26, 2018, as information.
Carried
17. Motions/Notice of Motions
18. Resolutions/Resolutions Resulting from Closed Session
19. By-Laws
19.1 By-Law 4233 To Appoint a Committee of Adjustment for the Town of
Tillsonburg
19.2 By-law 4220, To Authorize A Special Local Municipal Levy On
Rateable Property
19.3 By-Law 4241, To appoint a Deputy Chief Building Official, John
Vandenheede
19.4 By-Law 4239, To Authorize a Memorandum of Understanding
between the Corporation of the Town of Tillsonburg and the Board of
Directors of the Tillsonburg Senior Centre.
19.5 By-Law 4240 to enter into an agreement with Her Majesty The Queen
In Right Of Ontario, 31 Earle Street
Resolution # 26
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT By-Law 4233 To Appoint a Committee of Adjustment for the Town
of Tillsonburg; and
By-law 4220, To Authorize A Special Local Municipal Levy On Rateable
Property; and
By-Law 4241, To appoint a Deputy Chief Building Official, John
Vandenheede; and
By-Law 4239, To Authorize a Memorandum of Understanding between the
Corporation of the Town of Tillsonburg and the Board of Directors of the
Tillsonburg Senior Centre; and
By-Law 4240 to enter into an agreement with Her Majesty The Queen In
Right Of Ontario, 31 Earle Street, be read for a first, second, third and final
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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. Confirm Proceedings By-law
Resolution # 27
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT By-Law 4243, to Confirm the Proceedings of the Council meeting held on
December 10, 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
Swim with Santa at the Tillsonburg Community Centre pool on Saturday,
December 22, 2018 from 2:30 p.m. to 4:00 p.m.
There will be free public skates at the Tillsonburg Community Centre on the
following dates, December 27, 28, 30 and 31, 2018 and January 2, 3 and 4,
2019.
Visit Annandale National Historic Site to see the Christmas at Annandale display
throughout the holidays.
Tillsonburg residents are being asked to take part in a Tillsonburg Aquatics
Facility Study survey which will help the Town understand the types of aquatic
activities and design features that residents value most.
Staff will be conducting a budget deliberations education session for Council
Members on Monday, December 17, 2018 at 6:00 p.m.
Tillsonburg & District Historical Society are currently selling tickets for their
"Christmas Raffle."
The Mayor's Levy is on January 6, 2018 between 2:00 p.m. to 4:00 p.m. at the
Annandale National Historic Site.
22. Adjournment
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Resolution # 28
Moved By: Deb Gilvesy
Seconded By: Councillor Rosehart
THAT the Council Meeting of Monday, December 10, 2018, be adjourned at 9:42
p.m.
Carried
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Tillsonburg Horticultural Society
Presented by: Christine Nagy
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Who Are We?
•Established in 1982
•Registered as a Charity
•Our Mandate is: “Beautification Through Education & Experience”
•Consistently recruit 200+ adult members
•Consistently attract 250+ Junior Gardeners
•9 monthly meetings from September through June
–Average 120 –140 members in attendance per meeting
•2 offset events in July & August
•1 Christmas Potluck dinner which 150 members only attend
•Annual membership fee is $15.00
•Membership consists mainly of women, with an average age of 73
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Member Involvement
•Board of Directors consists of 21 members putting in 400 volunteer
hours
–Each member is responsible for one or two or even three activities
within the Society
•Total Volunteer Hours for the Society: 3916
•Total Volunteer Gardening Hours are: 815
–Annandale 200
–Legion 100
–Sr Centre 85
–Station Arts Centre 45
–Library 10
–Bert Newman 235
–Broadway planters 120
–Broadway 20
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What Do Members Get For Their
Money?
•Professional Speakers focusing on myriad and
wide-ranging horticultural subjects
•Entertaining seasonal events
•Coach tours to points of “horticultural”
interest across the Province and into the USA
•Discounts at most Ontario-wide nurseries and
garden centres
•Friendship & Fellowship of
like-minded individuals
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Where Do We Get Our Money?
•Annual Membership Fees
•OMAFRA Grants
•Ontario Horticultural Association Grants
•Garden Auction
•“Beyond the Garden Gate” Garden Tour
•Charitable Donations
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Garden Auction Fundraiser
•13th Year of Growing
•Generous Donations from approximately 120
businesses
•Supplemental Donations from members and
interested supporters:
–Trees, shrubs, plants, flowers, garden art & décor
–Baking, crafts & artwork
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“Beyond The Garden Gate” Fundraiser
•Partner with The Station Arts Centre
•6 Gardens + Tillsonburg Garden Gate Ltd
–Gardens include artists, artisans, crafters and
musicians
•2017: 84 tickets sold
•2018: 181 tickets sold
•2019: Plans are well underway for 6
outstanding gardens
Page 34 of 217
What Do We Do With Our Money?
•Educate:
–Professional speakers
–Junior Gardener Program
–Flower & Photo Competitions
•Experience:
–Since 2018, our Society determined to focus on public spaces
only:
•Annandale House National Historic Site
•Bert Newman Park
•Broadway Street
•Commercial Beautification Project
•Royal Canadian Legion
•Senior Centre Gardens
Page 35 of 217
Town of Tillsonburg Beautification
•Beautification is not frivolous.
•Our efforts enhance the town for the benefit of everyone, not any special interest
group.
•Research shows that beauty is one of the top three factors in creating community
attachment or loyalty to a particular town or city.
•A pleasant community appearance adds to home values, helps attract business
investment, and just improves a town’s reputation.
•It is also an important tool in recruiting professionals, including doctors, and their
families.
•Some research even indicates an attractive neighbourhood may lead to better
behaviour.
•This is upheld by the generous beautification monetary donations from local
service clubs:
–Knights of Columbus
–Rotary Club of Tillsonburg
–Tillsonburg Kinsmen Club
–Tillsonburg Lions Club
–Tillsonburg Lioness Club
Page 36 of 217
Key Learning
•Broadway Street:
•2016 installed 8 large planters as a test
–Only one small case of vandalism and many, many positive
comments
•2017 continued with 8 large planters for summer and
autumn interest
–Absolutely no vandalism and continued positive feedback
•2018 increased the number to 12 planters for two seasons
of interest
–Again, no vandalism
•Public Gardens:
•Increased attendance with little or no vandalism
Page 37 of 217
What Are We Doing For 2019?
•Continuing with all 2018 public space garden
projects
•Launching a four-season Commercial Urn
project
Page 38 of 217
Tillsonburg Horticultural Society
Beautification Expenditures
Garden 2016 2017 2018 Total
Beautification # of Hours @
Minimum Wage
Beautification # of Hours @
Minimum Wage
Beautification # of Hours @
Minimum Wage
Annandale NHS $973.81 214 @ $11.40
$2439.60
$1952.38 700 @ $11.40
$7980.00
$1056.70 200 @ $14.00
$2800.00
$17,202.49
Bert Newman
Park
n/a n/a n/a n/a $1288.92 235 @ $14.00
$3290.00
$4,578.92
Broadway Street 85 @ $11.40
$969.00
20 @ $11.40
$228.00
$1,197.00
Library Lane n/a n/a Donated.20 @ $11.40
$228.00
Donated.10 @ $14.00
$280.00
$508.00
Mulch for Gardens $2030.00 $2,030.00
Royal Canadian
Legion
$323.80 20 @ $11.40
$228.00
$180.00 20 @ $11.40
$228.00
$639.49 100 @ $14.00
$1400.00
$2999.29
Senior Centre $230.11 68 @ $11.40
$775.20
$371.88 84 @ $11.40
$957.60
$215.49 85 @ $14.00
$1190.00
$3,740.28
Station Arts $711.41 50 @ $11.40
$570.00
$396.71 40 @ $11.40
$456.00
$429.32 45 @ $14.00
$630.00
$3,193.44
Town of
Tillsonburg
(incl Service Club
Donations)
$3291.18 $5694.26 $5750.00 $14,735.44
Trees $1350.35 $678.00 $2,028.35
Tulips For 150 $454.79 $454.79
TOTALS:$7,335.45 $4981.80 $8595.23 $10,077.60 $12,08.92 $9,590.00 $52,668.00
Page 39 of 217
“Cities & towns have the capability of
providing something for everybody,
only because, and only when, they are
created by everybody.”
Jane Jacobs
Urban Studies Activist
Tillsonburg Horticultural Society
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Report Title CAO Performance Evaluation 2016
Report No. MYR 19-01
Author Stephen Molnar - MAYOR
Meeting Type Council Meeting
Council Date January 14, 2019
Attachments
Page 1 / 3 11214287217,,,MYR 19-01
RECOMMENDATION
That Council receives MYR 19-01 CAO Performance Evaluation 2018 as Information;
And That Council establishes and appoints a CAO Performance Review Committee;
And That Council appoints Mayor Molnar, ______________ and ________________ to the
CAO Performance Review Committee;
And Further That Council approves the proposed 2018 CAO Performance Evaluation Process
as outlined in MYR 19-01.
EXECUTIVE SUMMARY
The requirement for a CAO performance evaluation is a condition of employment which states on or
about the anniversary date, the CAO will participate in an annual performance review conducted by
the Mayor and members of Council or a Committee of Council.
BACKGROUND
In accordance with the above, it is being recommended that a CAO Performance Review
Committee be established in order to provide a process for all Council members to
participate in the CAO performance review.
It is anticipated that the role of the CAO Performance Review Committee is to:
Review the objectives/themes communicated by the CAO;
Review the performance of the CAO in 2018 in relation to Council direction and CAO
initiatives;
With the CAO, jointly develop goals and objectives for 2019;
Establish the measurement criteria for the defined goals and objectives in 2019;
Make a recommendation to Council regarding 2019 goals and objectives;
Provide recommendations for CAO compensation on a yearly basis.
Page 47 of 217
Page 2 / 3
CONSULTATION/COMMUNICATION
The Committee will extend the opportunity for input and feedback from all members of Council in
advance of forwarding a final report for consideration.
FINANCIAL IMPACT/FUNDING SOURCE
Any financial impact is dependent on recommendations that may be made by the
Committee, subject to Council approval, regarding compensation. Any impact has been
considered within the 2019 budget.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
Excellence in Local Government;
1.1) Demonstrate strong leadership in Town initiatives
1.2) Demonstrate accountability
Page 48 of 217
Page 3 / 3
Report Approval Details
Document Title: MYR 19-01.docx
Attachments:
Final Approval Date: Jan 8, 2019
This report and all of its attachments were approved and signed as outlined below:
David Calder - Jan 8, 2019 - 11:16 AM
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Report Title
Results of Collective Bargaining Negotiations
with the Power Workers’ Union, CUPE Local
1000.
Report No. CAO – HR – 19-01
Author David Calder, CAO
Ashley Andrews, Manager of Human Resources
Meeting Type Council Meeting
Council Date January 14, 2019
Attachments
Page 1 / 3 11391177540,,,CAO - HR - 19-01 Results of Collective Bargaining Negotiations with the Power Workers' Union, CUPE Local 1000
RECOMMENDATION
THAT Council receive report CAO – HR – 19-01 Results of Collective Bargaining Negotiations
with the Power Workers’ Union, CUPE Local 1000.
AND THAT Tillsonburg Council approve and ratify the Memorandum of Agreement dated
December 15, 2018, between the Town of Tillsonburg and the Power Workers’ Union, Canadian
Union of Public Employees, (CUPE) Local 1000, in order to effect the first collective agreement
for the bargaining unit.
AND THAT Tillsonburg Council authorizes the public release of the Memorandum of Agreement
upon approval and ratification.
EXECUTIVE SUMMARY
The purpose of this report is to approve and ratify the Memorandum of Agreement between the
Town of Tillsonburg and the Power Workers’ Union, CUPE Local 1000. Upon ratification, the
Memorandum of Agreement becomes the first collective agreement between the parties.
BACKGROUND
On August 25, 2017, eight positions within the Hydro Operations Department became certified by the
Power Workers’ Union (“PWU”) – Canadian Union of Public Employees (“CUPE”) Local 1000.
Council provided a mandate for collective bargaining on November 27, 2017.
The Town and the Power Workers’ Union commenced bargaining in the late fall of 2017 and concluded
on December 15, 2018 upon both parties signing the tentative Memorandum of Agreement. On
December 18, 2018, the PWU, CUPE Local 1000 membership ratified the agreement.
Page 95 of 217
Page 2 / 3 CAO
COMMUNITY STRATEGIC PLAN IMPACT
Approval and ratification of Memorandum of Agreement ensures all public services continue to
be provided in the community in a fiscally responsible manner.
Page 96 of 217
Page 3 / 3 CAO
Report Approval Details
Document Title: CAO - HR - 19-01 Results of Collective Bargaining Negotiations with
the Power Workers' Union, CUPE Local 1000.docx
Attachments:
Final Approval Date: Jan 10, 2019
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - Jan 10, 2019 - 10:51 AM
Page 97 of 217
Report Title Council Appointments to Board & Committees
Report No. CLK 19-01
Author Donna Wilson, Town Clerk
Meeting Type Council Meeting
Council Date January 14, 2019
Attachments Nominating Committee Recommendations
Page 1 / 2 1425796269,,,CLK 19-01 Council Appointments
RECOMMENDATION
THAT Council receives Report CLK 19-01 Council Appointments to Board & Committees;
AND THAT a By-Law to appoint committee members be brought forward for Council consideration.
BACKGROUND
In November of 2018 an ad went in the Tillsonburg Update section of the Tillsonburg News
regarding applications to the various committees of Council. The notice was also put on the
Town website page and the Town facebook page.
Council will recall that at the December 10, 2018 Council meeting Council appointed a
Nominating Committee to review and provide recommendations on Council and Committee
appointments to Boards and Committees.
DISCUSSION
The nominating committee met a couple of times in the month of December to review
applications and finalize the recommendations to Council. The Nominating Committee has
provided the proposed composition for Advisory Committees of Council which is attached for
your review.
The recommendations and a by-law to appoint the members will be brought before Council for
consideration.
FINANCIAL IMPACT/FUNDING SOURCE
Stipends are paid for Police Service Board and Tillsonburg Hydro Inc.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
Section 1 – Excellence in Local Government – providing for citizen engagement for municipal
initiatives.
Page 98 of 217
Page 2 / 2 CAO
Report Approval Details
Document Title: CLK 19-01 Council Appointments.docx
Attachments: - By-Law 4247 Schedule A.docx
Final Approval Date: Dec 20, 2018
This report and all of its attachments were approved and signed as outlined below:
David Calder - Dec 20, 2018 - 2:17 PM
Page 99 of 217
By-law 4247 Schedule A
Board/Committees Citizen Appointments
Mandate
Accessibility Advisory
Committee
Mike Cerna
Michael Kadey
Margaret McCrimmon
Peter Staley
Jeff Dean
Cindy Allen
To advise and make recommendations to Council on all matters with respect to the accessibility for persons
with disabilities to a municipal building, structure or premises.
Cultural, Heritage and
Special Awards
Advisory Committee
Collette Takacs
Rosemary Dean
Terry Fleming
Vernon Fleming
James Murphy
Carrie Lewis
To advise and make recommendations to Council on all matters with respect to tourism and culture in the
Town of Tillsonburg. To advise and make recommendations to Council on all matters related to properties
of architectural and historical significance. To receive nominations and make recommendations to Council
for the Citizen of the Year and monthly awards. To provide commemorative naming options to Council.
Economic
Development
Advisory Committee
Collette Takacs
Jesse Goossens
Andrew Burns
Randy Thornton
John Veldman
Steves Spanjers
Cedric Tomico – BIA Rep
Lisa Gilvesy
Ashton Nembhard
Kirby Heckford
Jim Hayes
Lindsay Morgan-Jacko - Tillsonburg Real
Estate Board
Lindsay Tribble – Chamber of Commerce
Rep
To advise on initiatives to attract and retain investment within the community.
To provide advice on:
The Economic Development Strategy
The Community Strategic Plan
Annual Departmental Business Plan
To support the development of alliances and partnerships to advance the Town’s strategic plan and tha t
assists in the overall growth of the Town.
To provide advice regarding existing and new bylaws that relate to/impact development within the
community.
Memorial Park
Revitalization
Advisory Committee
Mike Cerna
Rosemary Dean
Kim Sage
Eugene Todd
Mel Getty
Jane Ann McLean
Joan Weston (LLRP)
Scott Vitias (Minor Ball)
Terry Smith
To advise and make recommendations and provide regular updates to Council on all matters with respect to
the Memorial Park Revitalization Project.
Page 100 of 217
By-law 4247 Schedule A
Museum Advisory
Committee
Robert (Bob) Marsden
Rosemary Dean
Sherry Hamilton
Dianne MacKeigan
Marianne Sandham
To make recommendations to Council on policies and procedures pertaining to the Museum. To participate
in strategic planning activities, initiate and participate in fundraising activities when and as needed, act as
ambassadors for the museum within the community. To work with the Tillsonburg and District Historical
Society regarding trust for artifact purchases and to act as trustees for the restoration trust.
Parks, Beautification
and Cemeteries
Advisory Committee
Robert (Bob) Marsden
Donna Scanlan
Wareing Cremation Services Inc (Barbara
Wareing/ Paul Wareing)
Christine Nagy
(Robert Verhoeve/Maurice
Verhoeve/Krystyna Verhoeve) – Maurice J.
Verhoeve Funeral Home.
Marian Smith
Michael Dean
Susan Saelens
Paul De Cloet
Ken Butcher - Ostranders Funeral Home
To advise and make recommendations to Council on all matters with respect to the utilization and
beautification of public parks, trails, trees, green space and Tillsonburg cemeteries.
Recreation and Sports
Advisory Committee
Jeff VanRybroeck
Susie Wray
Ashton Nembhard
Carrie Lewis
Craig Cole
Dace Zvanitajs
Kim Sage
Eugene Todd
To advise and make recommendations to Council on matters related to the programming and utilization of
Tillsonburg’s recreational facilities. To advise and make recommendations to Council on implementation of
the Community Parks, Recreation and Cultural Strategic Master Plan.
Tillsonburg Airport
Advisory Committee
Geoff Lee
Jeffrey Miller
Euclid Benoit
Jeremy Stockmans
David Brandon
Jeff Dean
Dan Cameron
John Prno
Mark Renaud
To advise and make recommendations to Council on matters related to the Tillsonb urg Regional Airport. To
provide a forum for receiving input and advice from aviation stakeholder groups and the community with
respect to the Airport Master Plan and strategic initiatives and to provide a forum for dialogue and
communication. Day to day operations of the airport is the responsibility of Town staff.
Page 101 of 217
By-law 4247 Schedule A
Tillsonburg Transit
Advisory Committee
Carolin Verbakel
John Verbakel
Cindy Allen
Sherry Hamilton
Kathryn Leatherland
The objective of the Tillsonburg Transit Advisory Committee (TTAC) is to oversee and advise Town Council
on the governance oversite of the Town's service providers contract for transit and specifically the policies
and procedures related to service delivery of transit. The TTAC will provide a forum for input, exchange of
ideas and debate on conventional and mobility transit related issues with representation from all affected
groups in the community. The committee should use the Mandate to set out a clear p lan for the term of the
Committee. Create a high level work plan to define the scope and establish the framework and overall
approach for transit. Set out goals the committee will work towards accomplishing.
Page 102 of 217
Report Title Councillor Appointments to Boards & Committees
Report No. CLK 19-02
Author Donna Wilson, Town Clerk
Meeting Type Council Meeting
Council Date January 14, 2019
Attachments
Page 1 / 5 14252487845,,,CLK 19-02 - Councillor Appointments
RECOMMENDATION
THAT Council receives Report CLK 19-02, Councillor Appointments to Boards & Committees;
THAT the following appointments to Tillsonburg Advisory Committees shall be for the 2018-2022 term of
council;
THAT Pete Luciani be appointed to the Accessibility Advisory Committee;
AND THAT Penny Esseltine be appointed to the Cultural, Heritage and Special Awards Advisory
Committee;
AND THAT Deb Gilvesy be appointed to the Economic Development Advisory Committee;
AND THAT Chris Rosehart be appointed to the Memorial Park Revitalization Advisory Committee;
AND THAT Chris Rosehart be appointed to the Museum Advisory Committee;
AND THAT Penny Esseltine be appointed to the Parks Beautification & Cemeteries Advisory Committee;
AND THAT Chris Parker be appointed to the Recreation & Sports Advisory Committee;
AND THAT Deb Gilvesy be appointed to the Tillsonburg Airport Advisory Committee:
AND THAT Pete Luciani be appointed to the Tillsonburg Transit Advisory Committee.
THAT the following appointments to Ad Hoc Committees and affiliated organizations shall be for the
2018-2022 term of council;
THAT Stephen Molnar, Dave Beres and Penny Esseltine be appointed to the Physician Recruitment
Committee;
AND THAT Stephen Molnar and Penny Esseltine be appointed to the Town Hall Project Steering
Committee;
AND THAT Stephen Molnar, Pete Luciani and Dave Beres be appointed to the Otter Valley Corridor
Committee:
AND THAT Chris Parker be appointed to the Tillsonburg Non Profit Housing Corporation;
THAT Deb Gilvesy be appointed to the Business Improvement Area Board;
AND THAT Stephen Molnar and Chris Rosehart be appointed to the Police Service Board;
THAT the following appointment to the Police Service Board shall be for a two year term:
THAT Larry Scanlan be appointed to the Police Service Board until December 31, 2020.
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Page 2 / 5 CAO
THAT Council appoint Stephen Molnar to Tillsonburg Hydro Inc. Board of Directors for the term of
Council until December 1, 2022.
EXECUTIVE SUMMARY
Council are required to appoint members to The BIA Board of Management and the Police Services
Board as well as the Otter Valley Corridor Committee, Tillsonburg Non Profit Housing Corporat ion and
the Tillsonburg Hydro Board. The following is a comprehensive list of the Tillsonburg Advisory
Committees and Ad Hoc Committees as well as Statutory Boards that require Council appointments for
the 2018 – 2022 term of Council. The Council Nominating Committee met and provided the
recommendations contained herein.
Committee of Council Mandate
Accessibility Advisory
Committee
To advise and make recommendations to Council on all matters with respect to the
accessibility for persons with disabilities to a municipal building, structure or premises.
Cultural, Heritage and
Special Awards Advisory
Committee
To advise and make recommendations to Council on all matters with respect to tourism
and culture in the Town of Tillsonburg. To advise and make recommendations to
Council on all matters related to properties of architectural and historical significance.
To receive nominations and make recommendations to Council for the Citizen of the
Year and monthly awards. To provide commemorative naming options to Council.
Economic Development
Advisory Committee
To advise on initiatives to attract and retain investment within the community.
To provide advice on:
The Economic Development Strategy
The Community Strategic Plan
Annual Departmental Business Plan
To support the development of alliances and partnerships to advance the Town’s
strategic plan and that assists in the overall growth of the Town.
To provide advice regarding existing and new bylaws that relate to/impact development
within the community.
Memorial Park
Revitalization Advisory
Committee
To advise and make recommendations and provide regular updates to Council on all
matters with respect to the Memorial Park Revitalization Project.
Museum Advisory Board To make recommendations to Council on policies and procedures pertaining to the
Museum. To participate in strategic planning activities, initiate and participate in
fundraising activities when and as needed, act as ambassadors for the museum within
the community. To work with the Tillsonburg and District Historical Society regarding
trust for artifact purchases and to act as trustees for the restoration trust.
Parks, Beautification and
Cemetery Advisory
Committee
To advise and make recommendations to Council on all matters with respect to the
utilization and beautification of public parks, trails, trees, green space and Tillsonburg
cemeteries.
Recreation and Sports
Advisory Committee
To advise and make recommendations to Council on matters related to the programming
and utilization of Tillsonburg’s recreational facilities. To advise and make
recommendations to Council on implementation of the Community Parks, Recreation
and Cultural Strategic Master Plan.
Tillsonburg Airport
Advisory Committee
To advise and make recommendations to Council on matters related to the Tillsonburg
Regional Airport. To provide a forum for receiving input and advice from aviation
stakeholder groups and the community with respect to the Airport Master Plan and
strategic initiatives and to provide a forum for dialogue and communication. Day to day
Page 104 of 217
Page 3 / 5 CAO
operations of the airport is the responsibility of Town staff.
Tillsonburg Transit
Advisory Committee
The objective of the Tillsonburg Transit Advisory Committee (TTAC) is to oversee and
advise Town Council on the governance oversite of the Town's service providers
contract for transit and specifically the policies and procedures related to service delivery
of transit. The TTAC will provide a forum for input, exchange of ideas and debate on
conventional and mobility transit related issues with representation from all affected
groups in the community. The committee should use the Mandate to set out a clear plan
for the term of the Committee. Create a high level work plan to define the scope and
establish the framework and overall approach for transit. Set out goals the committee will
work towards accomplishing.
Ad Hoc Committees of
Council
Mandate
Town Hall Project Steering
Committee
The high level objective of the project is to construct a modern, efficient and functional
Town Hall that will accommodate current and future needs of the Corporation to be able
to provide the various public services. The Town Hall Project Steering Committee will
advise Council and make recommendations to
Council on the feasibility, business case and the achievement of outcomes for the Town
Hall Project. The Town Hall Project Steering Committee will monitor and review the
project status and provide oversight as project deliverables are rolled out.
Physician Recruitment
Committee
To acknowledge the importance of physician recruitment to the hospital, Town of
Tillsonburg and Physicians practicing in Tillsonburg. To plan and implement an
integrated approach to recruitment and retention, ensuring the commitment of the
partners.
Statutory Boards Mandate
Board of Management for
the Tillsonburg Downtown
Improvement Area (BIA)
To oversee the improvement, beautification and maintenance of buildings and structures
in the area and to promote the area as a business improvement area.
Police Services Board Provide advice to the Detachment Commander and the Council of Tillsonburg on the
OPP service delivery model.
Other Mandate
Otter Valley Corridor
Committee
The committee looks after the operation, development and management of the former
Canadian Pacific, Port Burwell Subdivision Railway for the purpose of a utility corridor
and recreation trail.
Tillsonburg Non Profit
Housing Corporation
Municipal corporation mandated by The County of Oxford to develop and manage non-
profit housing.
Rental accommodation is provided on a geared-to-income basis for eligible households
(individuals, couples, families)
Tillsonburg Hydro Board Board of Directors of Tillsonburg Hydro Board – Hydro Electric Company owned by the
Town of Tillsonburg as Sole Shareholder.
FINANCIAL IMPACT/FUNDING SOURCE
Stipends are paid for Police Service Board and Tillsonburg Hydro Inc.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
Section 1.3 – Excellence in Local Government
Page 105 of 217
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Report Approval Details
Document Title: CLK 19-02 - Councillor Appointments.docx
Attachments:
Final Approval Date: Dec 20, 2018
This report and all of its attachments were approved and signed as outlined below:
David Calder - Dec 20, 2018 - 2:20 PM
Page 107 of 217
Report Title Policy for Boards & Committees
Report No. CLK 19-03
Author Donna Wilson, Town Clerk
Meeting Type Council Meeting
Council Date January 14, 2019
Attachments Policy for Boards & Committees of Council
Page 1 / 3 14254747244,,,CLK 19-03 Policy for Boards and Committees
RECOMMENDATION
THAT Council receives Report CLK 19-03 Policy for Board & Committees;
AND THAT By-Law 4249 to authorize the policy be brought forward for Council consideration.
BACKGROUND
This policy was initially adopted by Council on February 28, 2013 and revised on February 9,
2015. The revisions at that time were minor in nature and included removing the Deputy Mayor
as an ex officio member of committees and removing the restriction that committee members
must be a resident or municipal taxpayer in the Town of Tillsonburg as the Town serves a large
catchment area outside of its boundary.
DISCUSSION
The purpose of this policy is to identify a process for establishing Boards and Committees of
Council; requirements for maintaining and supporting their work; and the coordination of the
appointment and advertising process through the Clerk`s Office. There have only been minor
grammatical changes to the policy since it was adopted in 2015.
The policy for Boards and Committees provide s the general goals and acceptable procedures
for committees of council to follow. This document will be a reference for committee members to
understand processes such as the appointment process, components of terms of reference,
meeting structure, election of officers, establishing sub-committees, closed meeting
requirements and adherence to the Town’s Procedures.
In February of 2015 By-Law 3876 was passed which included the appointment of members of
Committees of Council and the Tillsonburg Policy for Boards and Committees of Council. This
policy has had no significant changes to it, however it is being brought before Council for
consideration as the former by-law is being repealed. This by-law will apply to the Committee
Policy alone and not include the committee appointments. By bringing it forward as a by -law on
its own it may remain in place over a number of terms of committees of Council, however this
not preclude that it should be reviewed on an ongoing basis.
Page 108 of 217
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FINANCIAL IMPACT/FUNDING SOURCE
N/A
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
Section 1 – Excellence in Local Government – informing citizens of Policies and Procedures for
Committees.
.
Page 109 of 217
Page 3 / 3 CAO
Report Approval Details
Document Title: CLK 19-03 Policy for Boards and Committees.docx
Attachments: - By-Law 4249 Schedule A.docx
Final Approval Date: Dec 20, 2018
This report and all of its attachments were approved and signed as outlined below:
David Calder - Dec 20, 2018 - 2:14 PM
Page 110 of 217
THE CORPORATION OF THE TOWN OF TILLSONBURG
POLICY FOR BOARDS & COMMITTEES OF COUNCIL
Policy Number 2-009
Approval Date Revision Date
Schedules
Page 1 / 10 Policy for Boards & Committees of Council
A. POLICY STATEMENT
There is a need to provide a policy for Boards & Committees of Council within the Town of
Tillsonburg.
B. PURPOSE
The purpose of this policy is to identify a process for establishing Boards and Committees of
Council; requirements for maintaining and supporting their work; and the coordination of the
appointment and advertising process through the Clerk`s Office. It excludes external bodies and
local boards not established by Council and internal, working groups of an administrative nature.
This policy supplements the Town of Tillsonburg Procedural By-law 4173. Boards and
Committees shall be subject to the provisions of the Procedural By-Law.
IMPLEMENTATION PROCEDURE
1. Classification of Boards and Committees
Where the municipality makes appointments to bodies of its own creation and to outside bodies
when requested to do so, such appointments shall be citizen appointments, except in those
situations where the municipality has a direct financial involvement, in which case Council shall
determine whether or not it will appoint citizen and/or Council Members to such bodies.
Generally Boards and Committees may be either ongoing or a Sub Committee of an existing
Board or Committee. Committees provide recommendations, advice and information to Council
on an ongoing basis on specific municipally-related matters that relate to the mandate of Boards
and Committees as set out in the Committees Terms of Reference. They may include some of
the following:
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i. Advisory - includes bodies authorized by Municipal Council to provide input on a
discretionary basis and advice to Council on a particular matter, or undertake special
projects as assigned.
ii. Mandatory - where a Provincial Statute prescribes the type of appointments to be
made by the municipality to a given body, the Statute be complied with;
iii. Local Boards/Committees - means a school board, municipal service board, public
library board, board of health, police services board, or any other board, commission,
committee, body or local authority established or exercising any power or authority
under any general or special Act with respect to any of the affairs or purposes,
including school purposes, of a municipality;
iv. External Bodies - separate special purpose bodies that have a substantial amount of
authority over their own operations.
Sub Committees assist in the short-term study and analysis of a specific municipally- related
issue. They may include staff representation as well as representation from external bodies.
2. Establishment of Boards and Committees
Boards and Committees are proposed by resolution of Council and established by By-law. The
By-law shall incorporate the Terms of Reference for the specific Board/ Committee. Prior to
Council's establishment of any Board or Committee by by-law, staff shall submit a report to
Council including the following information:
Board/Committee Structure, including Terms of Reference;
Membership composition;
Orientation, training and facilitation needs.
3. Ongoing Review of Boards and Committees
Early in a new Council term, Council shall review all Boards and Committees. The Clerk shall
assist in this effort by providing an overview of all Boards/ Committees, including, but not limited
to, the following:
a. A list of Boards/Committees by name and type;
b. Summary of mandates, goals and objectives for each Board/Committee;
c. Recommendations on the future direction of each Board/Committee and its structure
in general;
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d. Review and recommendations on the reporting and functional relationships of
Boards/Committees in general.
The Terms of Reference of each Board/Committee shall be reviewed on an ongoing basis by
relevant staff in order to ensure that the Terms of Reference, the need for and the roles of e ach
Board/Committee remains relevant and appropriate.
If a Board or Committee is to be disbanded, a final report on the Board/Committee activities and
reasons for disbandment shall be presented to Council for approval.
4. Terms of Reference
It is recommended that the following components be included in the Board/Committee Terms of
Reference at a minimum:
a) Nature of Committee/Reporting and Functional Relationships
describes type of Board/Committee, whether advisory or subcommittee,
sets out reporting and functional relationships between the Board/Committee, Council,
relevant town staff and the public.
b) Mission/Mandate of Board/Committee
sets out the general purpose, goals and activities of the Board/Committee
c) Committee Composition
describes the nature of the membership (citizens and/or organizations, numbers in
each category), membership qualification, terms, quorum requirements, absentee
requirements, Council Representative, Staff Liaison.
d) Roles/Responsibilities
identifies various roles and expectations of key Board/Committee participants
(members, Chair, Vice-Chair, staff participants, staff liaisons)
e) Rules of Procedure/Order
Board/Committee members shall observe the Rules of Procedure outlined in the Town
Procedure By-Law, as far as applicable, keeping in mind that members may feel more
comfortable and appreciate the opportunity to exchange views with fellow committee
members in a more informal atmosphere.
f) Schedule/Location of Meetings
The Committee will establish a meeting schedule, setting out the time and place for
meetings at the beginning of each year.
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g) Meeting Structure, Agenda and Minute Formats
Identifies format, preparation and distribution of agendas and minutes
Identifies that Minutes of all meetings, whether closed to the public or not, shall be
recorded.
5. Mayor as Ex-Officio Member of Committees
The Mayor of the Council of the Town of Tillsonburg is an ex officio member of every Committee;
Where a Committee is established by reference to a particular number of members without
specifically providing for the membership of the Mayor of the Council, such number is
automatically increased by one, being the Mayor of the Council, and all members of the
Committee are present.
If there is an absent member, the Mayor’s attendance replaces the absent member and the
membership number is not automatically increased by one.
The Mayor is able to participate in the business of the Committee without any restriction
including voting. Members of Council are able to attend at any meeting, however only members
of Council who have been appointed to a Committee are entitled to vote.
6. Appointment Process and Advertising for Board/Committee Members
Where a Provincial Statute prescribes the type of appointments to be made by the Municipality
to a given Board or Committee, the Statute shall be complied with. Where the Municipality
makes appointments to Boards/Committees of its own creation and to outside bodies when
requested to do so, such appointments shall be citizen appointments, except in circumstances
where the Municipality has a direct financial involvement, in which instance Council shall
determine whether or not it will appoint citizens and/or Council Members to such bodies.
Vacancies for citizen appointments shall be publicly advertised in the local newspapers, through
social media and on the Town website. To apply to serve as a volunteer on a Town of
Tillsonburg Board or Committee, interested individuals shall be invited to apply and submit an
Application. It is not a requirement that applicants are a resident or municipal taxpayer in
Tillsonburg. These appointments enable local citizens from various backgrounds to participate in
local government and voluntarily give their time and expertise to help formulate the direction of
certain municipal functions/programs.
The duration of Board/Committee appointments are the same as the term of Council, however
staff may recommend that the terms for specific Board/Committee appointments be staggered to
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ensure experience and consistency in following the Board/Committee's goals and mandate.
While appointees may serve on more than one Board/Committee, Council shall give first
consideration to individuals who are not already appointed to another Board/Committee.
The following process, coordinated by the Clerk’s Office, will generally be followed in initiating
the recruitment, selection and appointment process:
a) In an election year or upon Council passing a By-law to establish a Board/ Committee,
the Clerk, will advertise Committee vacancies in the local ne wspapers, through social
media and on the Town’s website, making note of the mandate of the Committee, a
brief statement of the role and responsibilities of Committee membership, duration of
term, level of commitment, application process and contact information.
b) Applicants shall be required to complete and submit to the Clerk an application form,
available from the Clerk's office, Customer Service Centre (CSC) and the Town’s
website. Once the applications have been received, a selection committee comprising
of three members of Council and the Clerk shall review the applications. The selection
committee shall make recommended selections and a report will be prepared by the
Clerk’s office for approval by Council. All applicant’s names shall be forwarded to
Council with the staff report.
c) Upon Council's approval of Board/Committee appointments, the Clerk will prepare the
necessary appointment by-law.
d) The Clerk, on behalf of Council, shall send out confirmation letters to new Board/
Committee appointees and advise of their staff liaison and any other relevant contacts.
e) The Clerk will coordinate the necessary advertising in September of an election year
in order to follow the appointment process.
Applications from volunteers who are not appointed during the regular appointment process will
be kept on file for the remainder of the term of the committee. If a vacancy occurs on a
Committee within that term, the applicants who applied to serve on that Committee and were not
appointed will be contacted and asked if they are still interested in serving. Names of those who
continue to have an interest to serve on the Committee will be submitted to the Clerk for
consideration to fill the vacancy. The Clerk’s Office will also advertise the vacancy in the
newspaper.
7. Resignation/Dismissal Process
Board/Committee members wishing to resign their appointment shall submit a letter of
resignation to the committee chair. Upon acceptance of the resignation, the Chair shall forward
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the resignation letter to the Clerk's office, which will initia te the aforementioned appointment
process to fill the vacancy.
Council, at its discretion can dismiss any Committee/Board in its entirety or any member thereof
at any time.
8. Absentee Requirements
If any Board/Committee member is absent from three consecutive meetings, without justification,
the Chair of the Committee, in consultation with the staff liaison, will ask the member whether or
not they wish to attend meetings and remain on the Committee or resign.
Upon confirmation that the member will no longer be serving on the Committee, the Committee
Chair will notify the Town Clerk, which will initiate the appointment process for committee
vacancies. If a member indicates the desire to continue to serve on the Committee, the member
will be advised that attendance is required or the member will be removed from the Committee.
Any member of a Committee who is absent for more than fifty per cent (50%) of the meetings
since their term of appointment, will not be eligible for re -appointment. A member of a
Committee of Council who intends to leave a meeting before the meeting is adjourned must
inform the Chair of this intention either at the start of the meeting or prior to leaving.
9. Orientation Sessions
Orientation sessions shall be conducted for Board/Committee appointees at the beginning of
each Committee term. All Board/ Committee members benefit from orientation. The sessions
identify goals, objectives and work plans. Further sessions may be conducted for appointees
during the Council term, as required. Orientation manuals will be distributed to all members of
the Committee for reference purposes. Each Board/Committee manual shall include the
following information:
a) Establishing By-Law for Board/Committee
b) Mandatory Statutes (i.e. Ontarians with Disabilities Act)
c) Tillsonburg Procedural By-Law
d) Member Contact Information
e) Council Members Contact Information
f) Relevant Town Policies & Procedures affecting Board/Committee members.
g) Committee Terms of Reference
h) Staff Support Contact Information
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10. Meeting Structure, Agenda and Minute Formats
Meeting structure, agenda and minute formats should meet the needs of Individual Boards/
Committees, while ensuring consistency, completeness and accountability. A Board/Committee
may choose to follow a more informal procedure and allow for a consensus approach to
discussion. It is recommended that the following components be included in Board/Committee
Agendas, where specific subject items are described in each component.
a) Date, time, location of meeting
b) Members present (include office, i.e. Chair, Recording Secretary)
c) Members absent/regrets
d) Disclosure of Pecuniary Interest
e) Approval of previous minutes
f) Presentations/Deputations
g) General Business and Reports
h) Correspondence
i) Other Business
j) Closed Session
k) Next meeting.
l) Adjournment.
It is recommended that the Board/Committee minutes briefly outline the substance of each of the
agenda items discussed during the meeting, including actions taken and recommendations by
motion. The minutes shall be forwarded as soon as possible following the meeting to the Deputy
Clerk in order to present them to Council as information on a monthly basis. Staff will be required
to prepare a report for any recommendation of a Board/Committee requiring action by Council.
Committee Chairs to present reports to Council. Minutes of all meetings must be recorded.
11. Election of Officers
Each Committee will elect as soon as possible after January 1st each calendar year to select a
Chair and Vice-Chair from its membership for a term commencing January 1st and terminating
December 31st or until a successor is appointed. For the purpose of clarity, a member of the
Committee who served as Committee Chair or Vice Chair may be reappointed as Committee
Chair or Vice Chair.
The secretary function shall be the responsibility of the staff liaison.
12. Term of Appointment
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The term of appointment shall be as set out in the appointment by-law.
Committee members will continue to serve on a committee past the expiration of their term until
they are replaced.
13. Citizen Appointments
Renewed membership on a committee is not automatic, any member of the public who wishes to
serve for an additional term must submit the approved application form or provide a letter which
includes the necessary information in order to be considered fo r re-appointment;
14. Establishment of Sub-Committees
If a Committee wishes to establish a sub-committee, the sub- committee shall be formed to
undertake business of special projects appropriate to the Committee through committee
resolution. The Committee minutes shall note the mandate of the sub-committee, the beginning
and proposed ending date, the composition and how the members are to be recruited. Such
sub-committees shall report their findings to the Committee at regular Committee meetings. Sub-
committees that are formed of members outside of the committee must be endorsed by council,
as such staff must prepare a report to Council requesting endorsement of the additional
committee members.
15. Access to Meetings
Except as provided in this section, all meetings shall be open to the public and the media and
Board/Committee Minutes shall be available upon request. The Chair or presiding Officer may
expel any person for improper conduct at a Meeting. A meeting may be closed to the public if the
subject matter being considered is:
a) the security of the property of the municipality or local board;
b) personal matters about an identifiable individual, including municipal employees or
local board members;
c) a proposed or pending acquisition or disposition of land by the municipality or local
board;
d) labour relations or employee negotiations;
e) litigation or potential litigation, including matters before administrative tribunals,
affecting the municipality or local board;
f) the receiving of advice that is subject to solicitor-client privilege; including
communications necessary for that purpose;
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g) a matter in respect of which the local board or committee may hold a closed meeting
under another Act.
h) consideration of a request under the Municipal Freedom of Information and Protection
of Privacy Act. This applies if the council, board, commission or other body is the head
of an institution for the purposes of that Act;
i) an ongoing investigation respecting the municipality, a local board or a municipally-
controlled corporation by the Ombudsman appointed under the Ombudsman Act;
j) information explicitly supplied in confidence to the municipality or local board by
Canada, a province or territory or a Crown agency of any of them;
k) a trade secret or scientific, technical, commercial, financial or labour relations
information, supplied in confidence to the municipality or local board, which, if
disclosed, could reasonably be expected to prejudice significantly the competitive
position or interfere significantly with the contractual or other negotiations of a person,
group of persons, or organization;
l) a trade secret or scientific, technical, commercial or financial information that belongs
to the municipality or local board and has monetary value; or
m) a position, plan, procedure, criteria or instruction to be applied to any negotiations
carried on or to be carried on by or on behalf of the municipality or local board; or
n) for the purpose of educating or training the members, subject to the condition that no
member discusses or otherwise deals with any matter in a way that materially
advances the business or decision-making of the committee.
Before holding a Meeting or part of a Meeting that is to be closed to the public, the Board/
Committee shall state by Resolution:
a) the fact of the holding of the Closed Meeting;
b) the general nature of the matter to be considered at the Closed Meeting.
c) in the case of a meeting for educational or training purposes, that it is closed for that
purpose as well.
All deliberations while in Closed Session shall remain confidential unless otherwise approved by
Committee in Open Session.
16. Provision for Accessibility and Diversity
Adequate provision shall be made by the Chair of the Board/Committee and relevant staff to
ensure that meeting locations, agenda and minute formats, communications and conduct of
meetings be accessible, to ensure maximum participation and quality customer service.
Reference may be made to the provisions of the Ontarians with Disabilities Act, and similar
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legislation, policies and guidelines. Membership that reflects the diversity of the Tillsonburg
community will be encouraged in the recruitment, selection and appointment process.
17. Pecuniary Interest
If a Committee member has a pecuniary interest in any matter and is, or will be, present at a
meeting at any time at which the matter is the subject of consideration, the member:
a) shall, before any consideration of the matter, at the meeting verbally disclose the
interest and its general nature.
b) shall not, at any time, take part in the discussion of, or vote on, any question in respect
to the matter; and
c) shall leave the meeting and remain absent from it at any time during
consideration of the matter.
18. Budget/Financial Reporting
Boards/Committees may make requests for budget allocations through their staff liaison in
advance of the Town's annual budget process no later than August 31st of any given year. All
related revenue and expenditure transactions will follow Council approved policy. Requests must
relate to specific activities approved in the Board/Committee's mandate and work plan.
Requests shall be submitted by the appropriate department head for consideration in the Town's
budget review.
19. Town of Tillsonburg Policy and Procedures
Board and Committee members shall adhere to the policies and procedures of the Town of
Tillsonburg.
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Report Title 2019 INTERIM TAX LEVY BY-LAW
Report No. FIN 19 - 01
Author DENIS DUGUAY
Meeting Type Council Meeting
Council Date January 14, 2019
Attachments 2019 INTERIM LEVY BY-LAW 4248
Page 1 / 2 2019 INTERIM TAX LEVY BY-LAW
RECOMMENDATION
THAT Council receives report FIN19-01 2019 Interim Tax Levy By-Law 4248.
AND THAT the 2019 Interim Levy By-Law No. 4248 be brought forward for Council
consideration.
EXECUTIVE SUMMARY
The Municipal Act allows for a by-law to be passed to provide for an interim tax levy on the
assessment of property in the municipality. Accordingly, By-Law 4248 is brought forward for
Council consideration.
FINANCIAL IMPACT/FUNDING SOURCE
This by-law allows the Town to collect the first installment one half of the 2018 taxes in 2019.
Two installments payments are set for April and May.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
1. Excellence in Local Government
☐ Demonstrate strong leadership in Town initiatives
☐ Streamline communication and effectively collaborate within local government
☒ Demonstrate accountability
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Page 2 / 2 CAO
Report Approval Details
Document Title: 2019 INTERIM TAX LEVY BY-LAW.docx
Attachments: - 2019 Interim Levy Bylaw.doc
Final Approval Date: Dec 20, 2018
This report and all of its attachments were approved and signed as outlined below:
David Calder - Dec 20, 2018 - 2:04 PM
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Report Title Soccer Club Fence Funding Source Change
Report No. RCP 18-44
Author Rick Cox, Director of Recreation, Culture & Parks
Meeting Type Council Meeting
Council Date January 14, 2019
Attachments Letter to TMSC – November 2017
Reply from TMSC – February 2018
Page 1 / 3 Soccer Club Fence Funding Source Change
RECOMMENDATION
THAT Council receives Report RCP 18-44 – Soccer Club Fence Funding Source Change;
AND THAT Council authorize the balance of $16,200 outstanding on the wayward ball fence
installation project be funded from reserves instead of from a contribution from the Tillsonburg
Minor Soccer Club.
EXECUTIVE SUMMARY
The approved 2016 Budget included the expectation of a $16,200 contribution from Tillsonburg
Minor Soccer Club (TMSC) to match the contribution from Performance Communities Realty Inc.
(PCRI) towards the cost of installing a wayward ball fence between the Tillsonburg Soccer Park
and the Glendale West subdivision. Town Staff has been unable to negotiate any contribution
from TMSC as the organization has never agreed to contribute anything towards the project.
The $16,200 receivable set up at the end of 2016 must be reversed and the project funding
allocations adjusted to reflect $16,200 from PCRI and the remainder added to the Town’s
contribution.
BACKGROUND
In 2015 when the Glendale West subdivision plan was put forward, it was clear that a wayward
ball fence would be required to minimize the number of soccer balls leaving the grounds of the
soccer club and landing in the backyards in the adjacent development. Town staff carried out
negotiations with the developer (PCRI) and TMSC to arrive at an appropriate solution.
From the beginning, Town staff maintained that all three parties should contribute financially to
the cost. The TMSC executive indicated their position was that the problem was created by the
Town and the developer so the club had no role to play in funding the so lution, and in any case
TMSC had no capacity to contribute.
The Town included $50,000 in the 2015 budget as a contribution to reserves for the project, and
the three parties continued to negotiate towards a solution acceptable to the developer and
TMSC. Eventually a combination of chain link and elevated nylon mesh located along the
property line augmented by a row of planted cedars on the housing side was agreed to by
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Page 2 / 3 Soccer Club Fence Funding Source Change
everyone. At their meeting on October 26, 2015, Council approved the work to proceed by the
following resolution:
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receives report RCP 15-44 – Soccer Park Wayward Ball Fence Procurement
Update for information;
AND THAT Council awards the supply and installation of a galvanized fence and seasonal mesh
system at the Soccer Park to Simpson’s Fence (London) at their tendered price of $51,093.87 net
of applicable taxes;
AND THAT Council awards the contract to bury the overhead hydro line on the Soccer Park
property to Tillsonburg Hydro Inc. at their tendered price of $30,278.69 net of applicable taxes;
AND THAT Council authorizes THI to install a load break switch as required by the Electrical
Safety Authority at a cost not to exceed $15,000;
AND THAT the $101,372.56 combined cost for the wayward ball barrier and associated expenses
is funded using the $16,189.00 from Performance Communities Realty Inc, $50,000.00 from
reserves committed in the 2015 budget, and a further $35,184.56 from reserves that will be
replenished from a revenue source subject to 2016 budget approval.
Negotiations were continuing as the 2016 budget was being set, and the Town’s position that all
three parties should contribute was reflected in the funding allocations of $69,000 from Town
reserves and $35,200 from others. PCRI agreed to contribute $16,200 and made their payment
before the end of 2015. Town staff communicated to the TMSC executive the expectation for
the Club to match that amount, but the Club maintained they had no capacity or intention to
contribute.
At the end of 2016, the contribution expected from TMSC was set up as a receivable on the
Town’s books. In late 2017, Town staff wrote to the new TMSC executive to reaffirm the Town’s
position (attached). In February 2018 TMSC responded, maintaining the Club’s position that
they had never agreed to contribute (attached).
As it is clear that this receivable will never be paid, the Town must write off the receivable.
FINANCIAL IMPACT/FUNDING SOURCE
When the receivable was established in 2016, the reserve was replenished as directed by the
resolution from Council. To write off the receivable, the amount transferred to the reserve must
be reversed. The reserve balance will be reduced by $16,200.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
This report provides information in alignment with the following Objectives of the Community
Strategic Plan:
Objective 1 – Excellence in Local Government
Objective 2 – Sustainable Economy
Objective 4 – Culture & Community
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Report Approval Details
Document Title: RCP 18-44 - Soccer Club Fence Funding Source Change.docx
Attachments: - RCP 18-44 - ATT 01 - 2017-11-28 - C Kelly re TMSC contribution to wayward ball
fence.pdf
- RCP 18-44 - ATT 02 - TMSC-Fence2018.pdf
Final Approval Date: Dec 3, 2018
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - Dec 3, 2018 - 9:36 AM
David Calder - Dec 3, 2018 - 2:12 PM
Donna Wilson - Dec 3, 2018 - 2:15 PM
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Page 126 of 217
February 9, 2018
Rick Cox
Director of Recreation, Culture & Parks
Town of Tillsonburg
45 Hardy Avenue,
Tillsonburg, ON N4G 3W9
RE: Tillsonburg Minor Soccer Club (TMSC) Contribution towards “Wayward Ball” Fence
Dear Mr. Cox,
Thank you for your letter, and for sharing the perspective of the town regarding
the fence structure. The Executive Board at the Tillsonburg Minor Soccer Club
believes that it is important to have a courteous, respectful, and prosperous
relationship with the local government as it is beneficial for both parties and
our membership.
However, it remains that the Town’s perspective and position regarding the fence
structure was not agreed to by the TMSC Executive. It is unfortunate—and certainly
unexpected—that the Town formalized their expectations through the Town’s 2016
budget, as no agreement had been made.
The Tillsonburg Minor Soccer Club is a non-profit organization that focuses on
providing safe, affordable, high-quality programs and facilities to soccer enthusiasts
of all ages. All of the fees that we collect go right back into our programs and
facilities for the benefit of our membership. The Club is unsubsidized by the
municipality, and relies mainly on dedicated volunteers to operate.
Because of our responsibility to our members, and the fact that the beneficiaries of
the fence (which is not on club property) is the subdivision—we are unchanged in
our position.
Sincerely yours,
Christopher Kelly
President, Tillsonburg Minor Soccer Club
PO BOX 276
275 QUARTERLINE ROAD | TILLSONBURG, ON | N4G 4H5
TILLSONBURGSOCCER.CA
(519) 688-3002
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prev=
ATTENDANCE
Andrew Burns, Deb Gilvesy, Lisa Gilvesy, Jesse Goossens, Councillor Jim Hayes, Kirby
Heckford (Arrived 7:43 AM), Mayor Stephen Molnar, Lindsay Morgan, Steve Spanjers, Randy
Thornton (Left 9:03 AM), Cedric Tomico, John Veldman
Staff Present: David Calder, Cephas Panschow
MEMBERS ABSENT/REGRETS
Mel Getty, Ashton Nembhard
Guests: Sandy Jansen, Tillsonburg District Memorial Hospital (Arrived 8:30 AM, Left 9 AM)
1. Call to Order
The meeting was called to order at 7:36 AM.
2. Adoption of Agenda
Moved By: A. Burns Seconded By: J. Veldman
Resolution # 1
THAT the Agenda for the Development Committee meeting of November 13, 2018 be
adopted.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof – None Declared
4. Adoption of Minutes of Previous Meeting – September 18, 2018
Moved By: C. Tomico Seconded By: D. Gilvesy
Resolution # 2
THAT the Minutes of the Development Committee Meeting of September 18, 2018 be
approved.
Carried
4.1. Business Arising from the Minutes - None
The Corporation of the Town of Tillsonburg
Development Committee
November 13, 2018
7:30 AM
Boardroom, Customer Service Centre
10 Lisgar Ave, Tillsonburg
MINUTES
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Development Committee Meeting Minutes (November 13, 2018) - 2 -
5. Delegations and Presentations
5.1. Tillsonburg District Memorial Hospital (TDMH) Update
Sandy Jansen, CEO, presented an overview of hospital operations including: Key Stats,
Strategic Plan 2016-2020, Electronic Patient Records, the Foundation, Provincial
Landscape, Local Landscape, Patient and Family-Centred Care. Hospital has 330
employees, 65 physicians and 220 volunteers with 53 beds (45 funded). Experienced
27,272 emergency visits, 50,500 diagnostic tests, 15,768 cardiac procedures and 5,782
surgical/endoscopy procedures. Patient satisfaction is very high at around 95%.
The Foundation has transferred $8.9 million to TDMH to support the purchase of capital
equipment, i.e. Patient Monitors, IV Pumps, Digital Mammography, Digital X-ray Suite,
portable ultrasound, etc. The Foundation is one of the most successful examples in the
area.
Ontario is dealing with system wide issues relating to public concern about the system, wait
times, aging population, bed capacity (especially relating to wait times for transfer of patients
to long term care), etc. Premier has established a Council on Improving Health Care and
Ending Hallway Medicine. Oxford County has one of the lowest number of LTC beds per
1,000 seniors 75 years of age and older at 73. By comparison, the SWLHIN boasts 90 LTC
beds per 1,000 seniors greater than 75 yrs. The hospital continues to work on priority areas
and are implementing Patient and Family Centered Care, which means that patients have a
voice and are partners in their care experience. They are waiting for approval and funding
for their Master Plan process.
Integration between TDMH and Ingersoll’s Alexandra Hospital is working well with shared
senior staff but separate boards and budgets. This allows for full services with specific
strengths for each hospital. A new “hospitalist” program has been offered since July 1. The
Hospitalist model provides continuity of care over 7 days periods and allows for very
intensive discharge planning processes to take place.
Tillsonburg needs an after hours clinic and /or an urgent care clinic. Discussion regarding
potential private sector investment to support these needs. There is also a shortage of
Personal Support Workers.
6. Information Items
6.1. Community Strategic Plan – No update
6.2. Tillsonburg Hydro Inc – New economic evaluation model has been approved by the
board. Used to develop cost sharing for connecting new developments. Questions as
to whether this will result in additional costs to developer. Public consultations being
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planned and can include this committee. This will affect future industrial development
as well. Request to make presentation to Dev’t Committee. Search for new GM is
underway and the job posting has now closed with a number of applications.
6.3. Town Hall Task Force – The Committee’s recommendation regarding the release of
the Request for Proposal (RFP) and accompanying Tenant Statement of Requirements
will be presented to Council for their consideration at their December meeting. A public
engagement plan will be developed as the project progresses.
7. General Business & Reports
7.1. Monthly Project Update
Street lighting project is mostly complete with the Downtown area being completed
soon. Hwy 3 Business Park widening project is complete with the exception of the
sanitary sewer crossing.
7.2. Q3 Economic Development Report
In general, 2018 metrics are at or above 2017 metrics with corporate visits (to local
business), client (investor) visits to Tillsonburg, and new businesses opened also being
above 2018 targets.
7.3. Highway 3 Business Park – Naming Process
Staff provided information on the Commemorative Naming Policy as a possible
guideline for naming the business park. While this policy isn’t mandated for naming the
park, there are some useful guidelines. Committee asked for information on how the
current industrial parks were named. Suggested that there be one name for the
industrial area on both sides of Highway 3. Some suggestions include: Van Norman
Innovation Park (VIP), Tillsonburg Innovation Park, etc. Circulate and ask for name
suggestions.
8. Committee Minutes & Reports
8.1. Tillsonburg District Chamber of Commerce – No update.
8.2. Downtown Business Improvement Association – Board in transition with Cedric
Tomico being appointed interim chairperson. Process to recruit a new Executive
Director still ongoing. The board/promotions committee has determined that they will
not be in a position to plan a Christmas Crawl event this year so will be brought back
next year.
8.3. Tillsonburg District Real Estate Board – Monthly sales volume down year to date, but
sale price still up 20% for the month and 12% year to date. Units sold and listings are
also down. Some slowing in the marketplace, but still a good market.
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8.4. Physician Recruitment – Changes to Oxford recruitment as City of Woodstock has
hired their own recruiter. Tillsonburg committee is considering recruitment for hospital
staff in addition to general practitioners and will be bringing back information to the
committee
9. Correspondence – None
10. Other Business
10.1. Roundtable
D. Gilvesy – Concern regarding business attraction and retention at the airport relating to
hydro capacity and fire suppression. Grass runway also a concern. CAO to investigate and
provide an update.
C. Tomico advised that the Kinsmen Club received a request to assist with the site
preparation for the JL Scott McLean arena and within a few days they were able to secure
over 20 individuals representing companies who were able to complete the work. Feedback
was that their site preparation was very good. Community groups can offer a lot to the
community in terms of providing value for money and this is an example of that.
J. Goossens – Looking into parking budget funded by downtown levy.
S. Molnar – SCOR meeting with Minister of Economic Development, Job Creation and
Trade is being rescheduled.
L. Gilvesy indicated that they have recruited a new lawyer (Megan Whelan) to firm.
11. Closed Session - None
12. Next Meeting – Tuesday, December 11, at 7:30 AM
13. Adjournment
Moved By: L. Morgan Seconded By: S. Spanjers
Proposed Resolution 3
The meeting adjourned at 10:15 AM.
Carried
Page 131 of 217
prev=
ATTENDANCE
Andrew Burns, Deb Gilvesy, Lisa Gilvesy, Jesse Goossens, Kirby Heckford, Mayor Stephen
Molnar (Left 9:25 AM), Lindsay Morgan, Ashton Nembhard (Left 9:20 AM), Steve Spanjers,
Randy Thornton (Left 9 AM), Cedric Tomico,
Staff Present: David Calder, Cephas Panschow
MEMBERS ABSENT/REGRETS
Mel Getty, Councillor Jim Hayes, John Veldman
Guests: Ian McKenzie, Acting General Manager; Tillsonburg Hydro Inc
1. Call to Order
The meeting was called to order at 7:35 AM.
2. Adoption of Agenda
Moved By: R. Thornton Seconded By: A. Burns
Resolution # 1
THAT the Agenda for the Development Committee meeting of December 11, 2018 be
adopted.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof – None Declared
4. Adoption of Minutes of Previous Meeting – November 13, 2018
Moved By: A. Burns Seconded By: L. Morgan
Resolution # 2
THAT the Minutes of the Development Committee Meeting of November 13, 2018 be
approved.
Carried
4.1. Business Arising from the Minutes
The Corporation of the Town of Tillsonburg
Development Committee
December 11, 2018
7:30 AM
Boardroom, Customer Service Centre
10 Lisgar Ave, Tillsonburg
MINUTES
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4.1.1. Highway 3 Business Park – Naming Process
Potential names were circulated and the committee considered the following names:
Van Norman Innovation Park (VIP)
Tillsonburg Innovation Park (TIP)
Highway Innovation Park (HIP)
Clearview Innovation Park (CIP)
Moved By: K. Heckford Seconded By: R. Thornton
Resolution # 3
THAT the Van Norman Innovation Park (VIP) be recommended to Council for consideration
as the new name to market the industrial park and that it be applied to both sides of
Highway 3.
Carried
5. Delegations and Presentations
5.1. Tillsonburg Hydro Inc (THI) – New Economic Evaluation Model
Acting General Manager provided a presentation on changes that Tillsonburg Hydro Inc is
making with respect to development applications:
Responsibility for development related network expansions to be shifted to
developers with THI performing certain functions. Developer will cover costs up front
and upon energization the new Economic Evaluation Model is run to determine cost
sharing amounts for both THI and Developers
Additional costs are now included in the Economic Evaluation model. Previously,
only Operation & Maintenance costs were added to initial capital costs, but now
Billing & Collections, Administration, Amortization and Interest costs are included.
o In addition to this, the proposed cost share is approved to be 90% developer
and 10% THI versus previous 50:50 cost sharing
An Expansion Deposit is also being proposed. Purpose of this deposit is to provides
guarantee of revenue stream (new customers) to fund maintenance & future
replacement of infrastructure. The purpose of this deposit is to move risk from THI to
the developer. Deposit will be returned as customers are added to the network
expansion.
The new economic evaluation model was approved by the Tillsonburg Hydro Board
earlier in 2018, but confirmed at their October 2018 meeting. Concern about doing
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Development Committee Meeting Minutes (December 11, 2018) - 3 -
consultation after the new model was approved. Feedback from the consultation will be
brought to the board and could result in changes to the policy.
Will this affect the costs for the Highway 3 Business Park? Yes, Town will be
responsible for a larger portion of the network expansion costs plus the expansion
deposit. Costs per residential service expected to double.
Overall, these are significant changes as now the developer will be responsible for the
managing and paying for the network expansion costs upfront, they will be getting less
cost-sharing with THI, and also be responsible for guaranteeing that customers are
connected through the Expansion Deposit.
How does Tillsonburg compare to other utilities? Many other utilities, including those in
Tillsonburg’s association, are moving in this direction, but both adjacent utilities are still
using the 50:50 cost sharing model.
Moved By: L. Gilvesy Seconded By: A. Burns
Resolution # 4
THAT the Town of Tillsonburg Development Committee encourages the Tillsonburg Hydro
Inc (THI) Board of Directors to consider competitiveness when reviewing the Economic
Evaluation Model and electrical system expansion deposits;
AND THAT the THI Board of Directors consider delaying the implementation of changes to
the Economic Evaluation Model and electrical system expansion deposits until such time as
information is made available regarding other Local Distribution Companies’ current
practices related to Economic Evaluation Models and electrical system expansion deposits;
AND FURTHER THAT this resolution be sent to the THI Board of Directors and copied to
Town Council.
Carried
6. Information Items
6.1. Community Strategic Plan – No update
6.2. Tillsonburg Hydro Inc – See above
6.3. Town Hall Task Force – Report from the Town Hall Committee was presented to
Council on December 10 with a motion that it be referred to staff for a report. However,
Council decided to move forward with the release of the RFP concurrently with
additional information being prepared by staff.
7. General Business & Reports
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7.1. Monthly Project Update
Heritage lights are now being installed in Downtown. Hwy 3 Business Park widening
project is complete with the exception of the sanitary sewer crossing, which will take
likely take place in January. Regarding Post-Secondary education, Personal Support
Workers are still in high demand.
7.2. 2019 Budget & Business Plan
Development Commissioner provided an overview of the draft Economic Development
& Marketing business plan. Key items will be re-establishing the Discover Tillsonburg
builder partnership, potential Mission to Asia, update to the Economic Development
Strategy, Downtown Revitalization, determining right time to start construction on
business park, and consideration extension Manufacturing Acceleration Partnership
program. Question as to whether residents could be survey regarding desirable retail
uses. Yes, but current analysis underway will be based on data with potential to add
survey information.
8. Committee Minutes & Reports
8.1. Tillsonburg District Chamber of Commerce – AGM is being planned for early
January.
8.2. Downtown Business Improvement Association – Mark Renaud has been hired as
the new Executive Director but board has made decision to contract out coordination of
marketing/website/social media as well. Thanks to the Town for assisting BIA with
funding/debenture of heritage lights. LED Signs are being repaired shortly. Question
about who is responsible for snow clearing. Is there a bylaw requiring property or store
owners to clean in front of their store? CAO to investigate and circulate information.
8.3. Tillsonburg District Real Estate Board – Monthly sales volume down 31% versus last
year, with year to date down 2%. Units sold down 8% and new listings down 9%. Year
to date average residential price is up 13% to $240,985.
8.4. Physician Recruitment – No update
9. Correspondence – None
10. Other Business
10.1. Roundtable
D. Gilvesy reported that Council had received a delegation from tenants at the airport that
are considering investments and Council has directed that staff report back by January 2019
on who has the authority to approve developments at the airport.
11. Closed Session - None
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Development Committee Meeting Minutes (December 11, 2018) - 5 -
12. Next Meeting – Tuesday, January 8, at 7:30 AM
13. Adjournment
Moved By: K. Heckford Seconded By: D. Gilvesy
Proposed Resolution 5
The meeting adjourned at 10 AM.
Carried
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=
ATTENDANCE
Henry Atkinson (by telephone), Euclid Benoit, Geoffrey Lee, Rick Lee, John Prno,
Chris Rosehart, Jeremy Stockmans Staff: Annette Murray, Dan Locke
MEMBERS ABSENT/REGRETS
Andre Brisson, Valerie Durston, Mel Getty, Richard Van Maele
Call to Order
The meeting was called to order at 5:37 p.m. Euclid Benoit sat as the Chair and John Prno
acted as Recording Secretary for the meeting.
1. Adoption of Agenda
Resolution #1
Moved By: Rick Lee Seconded By: Jeremy Stockmans
THAT the Agenda as prepared for the Airport Advisory Committee meeting of September
11, 2018 , be adopted.
Carried
2. Disclosures of Pecuniary Interest and the General Nature Thereof
None Declared
3. Adoption of Minutes of Previous Meeting
3.1. Minutes of the Meeting of June 28, 2018
The Corporation of the Town of Tillsonburg
AIRPORT ADVISORY COMMITTEE
September 11, 2018
5:30 p.m.
Tillsonburg Regional Airport Boardroom
244411 Airport Rd., South-West Oxford
MINUTES
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Airport Advisory Committee Meeting Minutes, September 11, 2018 - 2 -
Resolution #2
Moved By: Geoffrey Lee Seconded By: Jeremy Stockmans
THAT the Minutes of the Airport Advisory Committee Meeting of June 28, 2018, be
approved.
Carried
4. Delegations and Presentations
None
5. General Business & Reports
5.1. Business Arising
5.1.1. Miller Hanger Update
This is an operational issue that continues to be dealt with by Staff.
5.1.2. Terms of Reference Update
Dan Locke presented the revised Terms of Reference document which will come
into force with next Council term. A number of the suggestions made by
committee members have been adopted in the new document.
5.1.3. Master Plan Update
In response to a question from the Committee, Dan Locke advised that there is
no update on approval of the Master Plan, but noted that the 2019 Budget
process has begun. The Committee wished to express their continued concern
about the deferral of the Airport Plan and associated works from the 2018
Budget.
Resolution # 3
Moved By: Rick Lee Seconded By: Jeremy Stockmans
THAT the Airport Advisory Committee reiterate to Council the need for the Airport
Plan and the importance of the related improvements in the continued growth of
the Airport.
Carried
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Airport Advisory Committee Meeting Minutes, September 11, 2018 - 3 -
6. Correspondence
None Received
7. Other Business
7.1. Airport Activity Update
Annette Murray reported that line painting will occur on September 19th from midnight to
8 a.m. A suggestion was made by a Committee member for additional line painting to
address a recent issue of taxiing in an inappropriate location.
Annette also reported on the very successful Wings and Wheels event last weekend.
From all appearances, it was the most successful event yet.
8. Closed Session
Not required
9. Next Meeting
As the next meeting of the Airport Advisory Committee will be the final one of the Council
Term, Committee members are asked to forward any outstanding issues to be either
addressed at the meeting or passed on as recommendations to the next Committee.
The next meeting will be held on Wednesday, November 28, 2018 at 5:30 p.m.
10. Adjournment
Resolution # 4
Moved By: Rick Lee Seconded By: Jeremy Stockmans
THAT the Airport Advisory Committee Meeting of September 11, 2018 be adjourned at 6:40
p.m.
Carried
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=
ATTENDANCE
Henry Atkinson, Euclid Benoit, Valerie Durston (until 12:45 p.m.), Geoffrey Lee, Rick Lee,
John Prno, Staff: Annette Murray, Dan Locke Guests: Councillor-Elect Deb Gilvesy
MEMBERS ABSENT/REGRETS
Mel Getty, Jeremy Stockmans, Richard Van Maele
1. Call to Order
The meeting was called to order at 12:12 p.m. Euclid Benoit sat as the Chair and John Prno
acted as Recording Secretary for the meeting. Chair Benoit announced that as this was the
final Committee meeting for the Council term, the primary goal would be to provide a list of
outstanding items for consideration and follow-up by the new Committee.
2. Adoption of Agenda
Resolution #1
Moved By: Valerie Durston Seconded By: Rick Lee
THAT the Agenda as prepared for the Airport Advisory Committee meeting of November 26,
2018, be adopted.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
None Declared
4. Adoption of Minutes of Previous Meeting
4.1. Minutes of the Meeting of September 11, 2018
The Corporation of the Town of Tillsonburg
AIRPORT ADVISORY COMMITTEE
November 26, 2018
12:00 p.m.
Tillsonburg Regional Airport Boardroom
244411 Airport Rd., South-West Oxford
MINUTES
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Airport Advisory Committee Meeting Minutes, November 26, 2018 - 2 -
Resolution #2
Moved By: Geoff Lee Seconded By: Henry Atkinson
THAT the Minutes of the Airport Advisory Committee Meeting of September 11, 2018,
be approved.
Carried
5. Delegations and Presentations
None
6. General Business & Reports
6.1 Moving Forward
Given the tight timeline existing, Chair Benoit offered to immediately send out the call for
new Committee members to the Committee’s list of hangar owners and tenants,
encouraging interested parties to submit nominations by the November 30th deadline.
Discussion then took place with the Committee members providing the following
suggestions for the transition to, and consideration by the new Tillsonburg Airport
Advisory Committee (TAAC):
- The Airport Manager continue her past practice of providing an orientation package
for the new committee, including copies of recent minutes, this list of items and the
most recent maps of potential expansion opportunities.
- Reduce the existing barriers to generating new “immediate” development at the
airport. This includes streamlining both internal (Town of Tillsonburg) and external
(South-West Oxford and other) approval processes, and creating a formalized step-
by-step process map to direct those interested in building on the airport property.
This would eliminate any surprises as new development moves forward.
- In the longer term, no item is more critical to the Airport moving forward, than
completion of the long awaited Master Plan to support the concept work previously
done. In November 2016, Council received Staff Report OPS 16-31 Airport
Comprehensive Review and subsequently referred the recommendations back to
the Airport Advisory Committee. The Committee fully supported the improvements in
the Review and recommended the following funding schedule:
o Self-Serve Fueling Conversion (2017)
o Crack Sealing (2017)
o Hydro (Three-Phase Power) Infrastructure Update (2018)
o Water System Improvements (2018)
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Airport Advisory Committee Meeting Minutes, November 26, 2018 - 3 -
o Woodlot Removal to allow for a 5,000 ft runway (2019)
o Finalize Master Plan (2019)
The fueling conversion, crack sealing and water system improvements were
completed during 2017. In December 2017, the Committee was advised that for
Budget purposes, the Master Plan would be moved up to consideration in 2018 while
the Hydro Infrastructure work would be delayed to 2019. Staff felt that having the
Master Plan completed first, was a requirement to better determining future Hydro
needs. Despite this change, the Committee was advised in March 2018 that the
Master Plan and associated works had been deleted from the 2018 Budget. At that
time, the Committee expressed its disappointment of the deferral by resolution and
reiterated to Council, “the need for the Master Plan and the importance of the related
improvements in the continued growth of the Airport.” A similar resolution was
generated at the September 11, 2018 Committee meeting, in anticipation of the 2019
Budget process.
Outstanding at the present time are the following capital work items, critical to
ongoing development of the Airport:
o Finalize Master Plan
o Hydro Infrastructure Update
o Woodlot Removal to allow for a 5,000 foot runway
7. Correspondence
None
8. Other Business
8.1. Fueling Costs
In response to a Committee member’s question about the difference in fuel cost
between the Tillsonburg and St. Thomas airports, Annette Murray confirmed that there
has been no change to the airport’s “profit margin”. Fuel costs change constantly and
Tillsonburg is traditionally among the lowest cost airports. For whatever reason, e.g.,
greater volume purchases, etc., this year St. Thomas has been able to provide
significantly lower prices, and has certainly attracted business. Fuel sales are down
approximately 15% in Tillsonburg, but this could also be due to a poor weather flying
season this year. There have also been issues with the self-serve fueling facility which
may be impacting sales. A poll of area airport fuel costs was distributed showing that
Tillsonburg remains among the lowest cost airports. Annette continues to work with the
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Airport Advisory Committee Meeting Minutes, November 26, 2018 - 4 -
fuel facility provider to improve reliability, and will continue to monitor fuel prices and
consumption for the Committee.
8.2. Miller Hangar Update
In response to a Committee member’s question about apparent lack of progress on the
Miller Hangar, Dan Locke indicated that Staff continued to monitor the situation and work
with Mr. Miller on completion of the hangar. A second committee member noted that
there appeared to be work being done after hours inside the hangar on a daily basis.
9. Closed Session
None
10. Next Meeting
Chair Benoit and Dan Locke thanked the Committee members for their commitment over the
past four years, with a special mention to Henry Atkinson who has announced his departure
from the Committee after more than twenty years! In his parting comments, Henry
expressed his ongoing concern that the lack of a completed Master Plan has been used by
Council to prevent interested parties from building at the Airport. He expressed optimism
that the new Council would see the benefits of additional development at this important
Town asset. The Master Plan, whether completed or not, should always be considered a
guide to airport development, allowing for flexibility when opportunities arise.
The membership, as well as date and time of the next meeting of the renamed Tillsonburg
Airport Advisory Committee will be announced at a future date.
11. Adjournment
Resolution #3
Moved By: Henry Atkinson Seconded By: Geoff Lee
THAT the Airport Advisory Committee Meeting of November 26, 2018 be adjourned at 1:05
p.m.
Carried
Page 143 of 217
The Corporation of the Town of Tillsonburg
Heritage, Beautification and
Cemetery Advisory Committee
December 6, 2018
9:00 a.m.
Annex Board Room, 200 Broadway, 2nd Floor
MINUTES
Present:
Penny Esseltine, Corey Hill, Robert Marsden, Christine Nagy, Sue Saelens, Marian
Smith, Maurice Verhoeve, Paul Wareing.
Absent with Regrets:
Paul DeCloet, Ken Butcher, Reg Butcher.
Also Present:
Amelia Jaggard, Donna Wilson.
1. Call to Order
The meeting was called to order at 8:59 a.m.
2. Adoption of Agenda
Resolution #1
Moved By: Marian Smith Seconded By: Sue Saelens
THAT the Agenda as prepared for the Heritage, Beautification & Cemetery Advisory
Committee meeting of December 6, 2018, be adopted.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
Page 144 of 217
Committee: Heritage, Beautification & Cemetery Advisory Committee Page - 2 - of 4
Date: December 6, 2018
4. Adoption of Minutes of Previous Meeting
Proposed Resolution #2
Moved By: Christine Nagy Seconded By: Sue Saelens
THAT the Heritage, Beautification & Cemetery Advisory Committee Meeting Minutes
of August 9, 2018, be approved.
Carried
5. General Business & Reports
5.1. House numbers
Presentation from Laurel Beechey on October 4, 2018 regarding the look of the
house number plaques. There was no quorum of the committee.
The Tillsonburg Century Plaque Program will remain as approved by Council.
Motion:
Moved By: Paul Wareing Seconded By: Christine Nagy
THAT a sample of the Tillsonburg Century Plaque be ordered for promotional
use.
Carried
Motion:
THAT the committee request staff to launch the program in the new year;
AND that committee look to do a media release and a promotion of this program
at Paul Wareing’s house and to invite the Mayor.
Carried
Moved By: Penny Esseltine Seconded By: Christine Nagy
Page 145 of 217
Committee: Heritage, Beautification & Cemetery Advisory Committee Page - 3 - of 4
Date: December 6, 2018
5.2. New Terms of Reference
Staff will be proposing to Council to dissolve the Heritage, Beautification, and
Cemetery Committee. Two committees are being proposed which would split the
mandate of the dissolved Heritage, Beautification, and Cemetery Committee,
these are:
• Cultural, Heritage and Special Awards Committee
• Parks, Beautification and Cemeteries Advisory Committee
The Committee is in support of the proposed changes to the committee
structure and the proposed terms of reference for each.
The committee discussed the Memorial Park Revitalization Advisory Committee
mandate in terms of how it inter relates to Parks committee. The Memorial Park
Revitalization Advisory Committee should share information with the Parks,
Beautification and Cemeteries Advisory Committee for advice/ input. The
committee suggests that the Terms of Reference should read, “Liaise with other
organizations and Committees to promote Tillsonburg’s parks and green
spaces.”
5.3. Review Committee Goals 2015-2018
1. Accomplished.
2. Accomplished.
3. Accomplished.
4. Did not happen.
5. Accomplished, ongoing.
6. Accomplished.
7. Accomplished, ongoing.
8. Did not pursue this. Some anti-littering initiative.
9. Accomplished.
Page 146 of 217
Committee: Heritage, Beautification & Cemetery Advisory Committee Page - 4 - of 4
Date: December 6, 2018
5.4. Winter urns/planters
Winter planter initiative with the Horticultural Society sold 82 planters around
town; over 50 shops and businesses participated. The plan is to do a four
season program starting in March 2019. $125 for four seasons. Each season the
planter would be removed and replaced, the only responsibility of the business
would be to water the plant(s).
5.5. Columbarium
A new columbarium is being proposed within the 2019 capital business
plan/budget requests. The location for a new columbarium has not currently
been determined.
6. Next Meeting
January 10, 2018 at 9:00 a.m. Book new Board Room.
7. Adjournment
Resolution #3
Moved By: Marian Smith Seconded By: Sue Saelens
THAT the December 6, 2018 Heritage, Beautification & Cemetery Advisory
Committee meeting be adjourned at 9:40 a.m.
Carried
Page 147 of 217
=
ATTENDANCE
Bob Marsden, Patty Phelps, Marianne Sandham, Dianne MacKeigan, Mary Lou Sergeant
MEMBERS ABSENT/REGRETS
Chris Rosehart
1. Call to Order
The meeting was called to order at 4:30 pm
2. Adoption of Agenda
Moved By- Mary Lou Sergeant Seconded By- Marianne Sandham
Proposed Resolution #_1
THAT the Agenda for the Museum Advisory Committee meeting of December 20, 2018, be
adopted as circulated Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof- none
4. Adoption of Minutes of Previous Meeting
4.1. Minutes of the Meeting of October 25, 2018
Moved By: Marianne Sandham Seconded By: Mary Lou Sergeant
Proposed Resolution #_2
THAT the Minutes of the Museum Advisory Committee Meeting of November 22, 2018
be approved. Carried
5. Delegations and Presentations-none
The Corporation of the Town of Tillsonburg
Museum Advisory Committee
Thursday, December 20, 2018
4:30 pm
Program Room- 2nd floor Annandale NHS
30 Tillson Ave., Tillsonburg
MINUTES
Page 148 of 217
6. General Business & Reports
6.1. Financial- $128,151.89
6.2. Tour Guides- Guides covered Christmas events and tours.
6.3. Curator’s Report- The Curator’s report was circulated and included the following
highlights:
1. A busy December to date. Open House weekend slower than normal.
2. Batteries Not Included exhibit has been a hit with visitors.
3. More sales this month from the Corner Gallery has netted museum a commission of
$945.00- YTD.
4. Museum will be closed December 24,25,26 and December 31 and January 1.
5. There were 32 class visits this year from K-Gr.8
6. All 45 charcuterie boards sold.
7. New souvenir mugs have arrived with 30 sold to date.
8. Draw for rocking horse and painting on Dec. 19 with George Way winning the
rocking horse and Irene Anderson, the painting. Proceeds for the raffle-$1,167.00
9. A cheque in the amount of $3000.00 was received from the Clark family foundation
and has been deposited in the Annandale House Trust
10. Members are reminded of the Mayor’s Levee on Jan. 6 from 2:00 to 4:00 pm
Moved by Mary Lou Sergeant Seconded by Marianne Sandham
Proposed Resolution # 3 THAT the reports be adopted as circulated.
Carried
7.Correspondence- none
8.Other Business-
1. Budget- Round one is underway
9.Closed Session
Page 149 of 217
10.Next meeting- Thursday January 24, 2019
11.Adjournment
Moved by Mary Lou Sergeant
Proposed Resolution #4
THAT the museum advisory committee meeting be adjourned at 5:15 pm
Page 150 of 217
LONG POINT REGION CONSERVATION AUTHORITY
BOARD OF DIRECTORS MINUTES of November 19, 2018
Approved January 9, 2019
Members in attendance: Dave Beres, Doug Brunton, Wayne Casier, Michael
Columbus, Noel Haydt and John Scholten
Staff in attendance: J. Maxwell, L. Minshall, B. Colman and D. McLachlan
Regrets: Leroy Bartlett, Robert Chambers, Roger Geysens, Craig Grice, and David
Hayes
The LPRCA Chair called the meeting to order at 6:30 pm Monday, November 19, 2018 in
the Tillsonburg Administration Office Boardroom.
ADDITIONAL AGENDA ITEMS
None
DECLARATION OF CONFLICTS OF INTEREST
None
MINUTES OF PREVIOUS MEETINGS
MOTION A-198/18 moved: D. Beres seconded: N. Haydt
THAT the minutes of the Board of Directors Regular Meeting held November 7, 2018 be
adopted as circulated.
CARRIED
MOTION A-199/18 moved: J. Scholten seconded: D. Brunton
THAT the minutes of the Budget Meeting held November 9, 2018 be adopted as
circulated.
CARRIED
BUSINESS ARISING
None
REVIEW OF COMMITTEE MINUTES
a) Audit and Finance Committee Meeting – October 30, 2018
The Board was disappointed with the investment performance over the last few years
FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Wayne Casier, Robert Chambers,
Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten
- 1 -
Page 151 of 217
and requested a review of the types of investments, the investment fees and the
commercial investors.
MOTION A-200/18 moved: D. Beres seconded: J. Scholten
THAT the minutes of the Audit and Finance Committee Meeting held October 30, 2018
be adopted as circulated.
CARRIED
CORRESPONDENCE
None
DEVELOPMENT APPLICATIONS
a) Staff Approved applications
Staff approved nine applications since the last meeting. LPRCA-207/18, LPRCA-
220/18, LPRCA-221/18, LPRCA-222/18, LPRCA-223/18, LPRCA-226/18, LPRCA-
227/18, LPRCA-228/18 and LPRCA-229/18.
MOTION A-201/18 moved: W. Casier seconded: N. Haydt
THAT the Board of Directors receives the Staff Approved Section 28 Regulation
Applications report dated November 19, 2018 as information.
CARRIED
NEW BUSINESS
a) DEER CREEK DAM FENCING
New fencing is required at the Dam as per the LPRCA Dams Safety Review completed
in 2014. The fencing for Deer Creek and Backus were in the 2018 budget and received
partial funding through the Water Erosion Control Infrastructure Program (WECI).
Fencing at Backus was completed earlier this year. Staff requested proposals from
three local contractors and two quotes were received. Both quotes were more than the
budgeted amount.
MOTION A-202/18 moved: D. Brunton seconded: W. Casier
THAT the LPRCA Board of Directors accepts the proposal submitted by
Armour Fencing & Railing Inc. for the replacement and addition of fencing at the Deer
Creek Dam for a total cost of $25,780.14 plus HST, and
FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Wayne Casier, Robert Chambers,
Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten
- 2 -
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THAT $4,903.63 be allocated from surplus funds in subcontractors for preventative dam
maintenance.
CARRIED
MOTION A-203/18 moved: N. Haydt seconded: R. Geysens
THAT the LPRCA Board of Directors does now enter into a closed session to discuss:
a trade secret or scientific, technical, commercial, financial or labour relations
information, supplied in confidence to the Authority, which, if disclosed, could
reasonably be expected to prejudice significantly the competitive position or
interfere significantly with the contractual or other negotiations of a person, group
of persons, or organization;
a trade secret or scientific, technical, commercial or financial information that
belongs to the Authority and has monetary value or potential monetary value;
CARRIED
MOTION A-204/18 moved: J. Scholten seconded: D. Brunton
THAT the LPRCA Board of Directors does now adjourn from the closed session.
CARRIED
MOTION A-205/18 moved: W. Casier seconded: D. Beres
THAT the LPRCA Board of Directors accepts the tender submitted by Townsend
Lumber Inc. for marked standing timber at the Mason-Buchner Tract – LP-308-18 for a
total tendered price of $39,125.
CARRIED
The Chair adjourned the meeting at 7:05pm.
Michael Columbus Dana McLachlan
Chair Administrative Assistant
FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Wayne Casier, Robert Chambers,
Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten
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THE CORPORA TION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4244
A BY-LAW to appoint a Deputy Mayor for the Town of Tillsonburg.
WHEREAS the Municipal Act, 2001, S.O. C 25, authorize a municipality to change the
titles for its head of council and other members of its council.
AND WHEREAS The Council of the Corporation of the Town of Tillsonburg deems it is
necessary and expedient to appoint a Deputy Mayor for the Corporation of the
Town of Tillsonburg;
THEREFORE the Council of the Town of Tillsonburg enacts as follows:
1. THAT Dave Beres is hereby appointed as Deputy Mayor for a one year term until
December 31, 2019.
2. THAT this By-Law is passed pursuant to the Municipal Act, 2001 S.O. 2001, Chapter
25.
3. THAT any previously enacted By-Laws which are inconsistent with the purpose
and intent of this By-Law are hereby repealed.
4. THAT This By-Law shall come into full force and effect on the day of passing.
READ A FIRST AND SECOND TIME THIS 14th DAY OF JANUARY, 2019.
READ A THIRD AND FINAL TIME AND PASSED THIS 14th DAY OF JANUARY, 2019.
_________________________
MAYOR – Stephen Molnar
___________________________
TOWN CLERK - Donna Wilson
Page 199 of 217
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4245
A BY-LAW to Amend By-Law 4207, To Establish the Rate of Remuneration for Tillsonburg
Council and to Establish the Rate of Remuneration for the Deputy Mayor of the Corporation of the
Town of Tillsonburg for the 2018 – 2022 term of Council
WHEREAS pursuant to section 283. (1) of the Municipal Act, 2001 S.O. 2001, chapter
25, a municipality may pay any part of the remuneration and expenses of the members
of any local board of the municipality and of the officers and employees of the local
board;
AND WHEREAS Council has appointed a Deputy Mayor for the Corporation of the
Town of Tillsonburg and has determined that additional remuneration shall be
implemented for the position;
NOW THEREFORE Council of the Corporation of the Town of Tillsonburg does enact as follows:
1. Annual Remuneration
1.1 That Annual Remuneration paid to the Deputy Mayor shall be as follows:
Deputy Mayor $19,000.00
1.2 That the Annual Remuneration paid to the Deputy Mayor in Section 1.1 shall
be increased each year for cost of living based on the percentage increase
for employees commencing in the year 2020.
1.3 That the Annual Remuneration paid to the Deputy Mayor shall be paid in
equal bi-weekly instalments by way of direct deposit through the Town’s
payroll system.
1.4 That the Deputy Mayor shall not be entitled to any form of severance pay
upon ceasing to be a Member of Council prior to the completion of their
elected term.
1.5 That all other terms and conditions of By-Law 4207 to Establish the Rate of
Remuneration for Members of the Council of the Corporation of the Town of
Tillsonburg for the 2018 – 2022 term of Council shall apply hereto.
THAT this By-Law is passed pursuant to the Municipal Act, 2001 S.O. 2001, and shall come into
full force and effect on January 1, 2019.
READ A FIRST AND SECOND TIME THIS 14th DAY OF JANUARY, 2019.
READ A THIRD AND FINAL TIME AND PASSED THIS 14th DAY OF JANUARY, 2019
___________________________________ Mayor – Stephen Molnar
_________________________ Town Clerk – Donna Wilson
Page 200 of 217
THE COPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NO. 4247
A BY-LAW to Define the Mandate and Membership for Committees
Established By The Corporation Of The Town Of Tillsonburg.
AND WHEREAS there is a need to establish Committees and Appoint
Members;
AND WHEREAS Council has established committees that are comprised
of both members of the public and members of Council;
NOW THERFORE BE IT RESOLVED THAT the Council of The
Corporation of the Town of Tillsonburg enacts as follows:
1. THAT the Town of Tillsonburg Committee Appointments for Boards &
Committees of Council attached hereto as “Schedule A” is hereby
adopted and forms part of this by-law.
2. THAT By-law 3876 be and is hereby repealed;
3. THAT this By-law comes into full force and effect upon the day of
passing.
READ A FIRST AND SECOND TIME THIS 14TH DAY OF JANUARY, 2019.
READ A THIRD AND FINAL TIME AND PASSED THIS 14TH DAY OF
JANUARY, 2019.
_______________________
Mayor – Stephen Molnar
_______________________
Town Clerk – Donna Wilson
Page 201 of 217
By-law 4247 Schedule A
Board/Committees Citizen Appointments
Mandate
Accessibility Advisory
Committee
Mike Cerna
Michael Kadey
Margaret McCrimmon
Peter Staley
Jeff Dean
Cindy Allen
To advise and make recommendations to Council on all matters with respect to the accessibility for persons with
disabilities to a municipal building, structure or premises.
Cultural, Heritage and
Special Awards
Advisory Committee
Collette Takacs
Rosemary Dean
Terry Fleming
Vernon Fleming
James Murphy
Carrie Lewis
To advise and make recommendations to Council on all matters with respect to tourism and culture in the Town of
Tillsonburg. To advise and make recommendations to Council on all matters related to properties of architectural and
historical significance. To receive nominations and make recommendations to Council for the Citizen of the Year and
monthly awards. To provide commemorative naming options to Council.
Economic
Development
Advisory Committee
Collette Takacs
Jesse Goossens
Andrew Burns
Randy Thornton
John Veldman
Steves Spanjers
Cedric Tomico – BIA Rep
Lisa Gilvesy
Ashton Nembhard
Kirby Heckford
Jim Hayes
Lindsay Morgan-Jacko - Tillsonburg
Real Estate Board
Lindsay Tribble – Chamber of
Commerce Rep
To advise on initiatives to attract and retain investment within the community.
To provide advice on:
The Economic Development Strategy
The Community Strategic Plan
Annual Departmental Business Plan
To support the development of alliances and partnerships to advance the Town’s strategic plan and that assists in the
overall growth of the Town.
To provide advice regarding existing and new bylaws that relate to/impact development within the community.
Memorial Park
Revitalization
Advisory Committee
Mike Cerna
Rosemary Dean
Kim Sage
Eugene Todd
Mel Getty
Jane Ann McLean
Joan Weston (LLRP)
Scott Vitias (Minor Ball)
Terry Smith
To advise and make recommendations and provide regular updates to Council on all matters with respect to the
Memorial Park Revitalization Project.
Museum Advisory
Committee
Robert (Bob) Marsden
Rosemary Dean
Sherry Hamilton
Dianne MacKeigan
Marianne Sandham
To make recommendations to Council on policies and procedures pertaining to the Museum. To participate in strategic
planning activities, initiate and participate in fundraising activities when and as needed, act as ambassadors for the
museum within the community. To work with the Tillsonburg and District Historical Society regarding trust for artifact
purchases and to act as trustees for the restoration trust.
Page 202 of 217
By-law 4247 Schedule A
Parks, Beautification
and Cemeteries
Advisory Committee
Robert (Bob) Marsden
Donna Scanlan
Wareing Cremation Services
(Barbara Wareing/ Paul Wareing)nc.
Christine Nagy
(Robert Verhoeve/Maurice
Verhoeve/Krystyna Verhoeve) –
Maurice J. Verhoeve Funeral Home.
Marian Smith
Michael Dean
Susan Saelens
Paul De Cloet
Ken Butcher - Ostranders Funderal
Home
To advise and make recommendations to Council on all matters with respect to the utilization and beautification of
public parks, trails, trees, green space and Tillsonburg cemeteries.
Recreation and Sports
Advisory Committee
Jeff VanRybroeck
Susie Wray
Ashton Nembhard
Carrie Lewis
Craig Cole
Dace Zvanitajs
Kim Sage
Eugene Todd
To advise and make recommendations to Council on matters related to the programming and utilization of Tillsonburg’s
recreational facilities. To advise and make recommendations to Council on implementation of the Community Parks,
Recreation and Cultural Strategic Master Plan.
Tillsonburg Airport
Advisory Committee
Geoff Lee
Jeffrey Miller
Euclid Benoit
Jeremy Stockmans
David Brandon
Jeff Dean
Dan Cameron
John Prno
Mark Renaud
To advise and make recommendations to Council on matters related to the Tillsonburg Regional Airport. To provide a
forum for receiving input and advice from aviation stakeholder groups and the community with respect to the Airport
Master Plan and strategic initiatives and to provide a forum for dialogue and communication. Da y to day operations of
the airport is the responsibility of Town staff.
Tillsonburg Transit
Advisory Committee
Carolin Verbakel
John Verbakel
Cindy Allen
Sherry Hamilton
Kathryn Leatherland
The objective of the Tillsonburg Transit Advisory Committee (TT AC) is to oversee and advise Town Council on the
governance oversite of the Town's service providers contract for transit and specifically the policies and procedures
related to service delivery of transit. The TTAC will provide a forum for input, exchange of ideas and debate on
conventional and mobility transit related issues with representation from all affected groups in the community. The
committee should use the Mandate to set out a clear plan for the term of the Committee. Create a high level work pla n
to define the scope and establish the framework and overall approach for transit. Set out goals the committee will work
towards accomplishing.
Page 203 of 217
THE COPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NO. 4249
A BY-LAW to Adopt the Policy for Boards & Committees or Council, to Define the
Meeting Procedures for Committees Established by The Corporation Of The Town Of
Tillsonburg.
AND WHEREAS Section 270(1) of the Municipal Act, 2001, S.O. 2001, c. 25 states that
a municipality shall adopt and maintain policies with respect to the manner in which the
municipality will try to ensure that it is accountable to the public for its actions, and the
manner in which the municipality will try to ensure that its actions are transparent to the
public;
AND WHEREAS Section 11 of the Municipal Act, 2001, S.O. 2001, c.25, as amended,
authorizes municipalities to pass by-laws regarding Accountability and Transparency of
the municipality and its operations and of its local boards and their operations;
AND WHEREAS The Corporation of the Town of Tillsonburg wishes to adopt the Policy
for Boards & Committees, which set out the rules and procedures under which all
Boards and Committees are to conduct business;
AND WHEREAS all Committees established by The Corporation of the Town of
Tillsonburg shall conduct their meeting procedures in the same manner as established
under The Town’s Procedural By-law in effect;
NOW THERFORE BE IT RESOLVED THAT the Council of The Corporation of the
Town of Tillsonburg enacts as follows:
1. THAT the Town of Tillsonburg Policy for Boards & Committees attached hereto
as “Schedule A” is hereby adopted and forms part of this by-law.
2. THAT this By-law comes into full force and effect upon the day of passing.
READ A FIRST AND SECOND TIME THIS 14TH DAY OF JANUARY, 2019.
READ A THIRD AND FINAL TIME AND PASSED THIS 14TH DAY OF JANUARY, 2019.
_______________________
Mayor – Stephen Molnar
_______________________
Town Clerk – Donna Wilson
Page 204 of 217
THE CORPORATION OF THE TOWN OF TILLSONBURG
POLICY FOR BOARDS & COMMITTEES OF COUNCIL
Policy Number 2-009
Approval Date Revision Date
Schedules
Page 1 / 10 Policy for Boards & Committees of Council
A. POLICY STATEMENT
There is a need to provide a policy for Boards & Committees of Council within the Town of
Tillsonburg.
B. PURPOSE
The purpose of this policy is to identify a process for establishing Boards and Committees of
Council; requirements for maintaining and supporting their work; and the coordination of the
appointment and advertising process through the Clerk`s Office. It excludes external bodies and
local boards not established by Council and internal, working groups of an administrative nature.
This policy supplements the Town of Tillsonburg Procedural By-law 4173. Boards and
Committees shall be subject to the provisions of the Procedural By-Law.
IMPLEMENTATION PROCEDURE
1. Classification of Boards and Committees
Where the municipality makes appointments to bodies of its own creation and to outside bodies
when requested to do so, such appointments shall be citizen appointments, except in those
situations where the municipality has a direct financial involvement, in which case Council shall
determine whether or not it will appoint citizen and/or Council Members to such bodies.
Generally Boards and Committees may be either ongoing or a Sub Committee of an existing
Board or Committee. Committees provide recommendations, advice and information to Council
on an ongoing basis on specific municipally-related matters that relate to the mandate of Boards
and Committees as set out in the Committees Terms of Reference. They may include some of
the following:
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Policy Number 2-009
Page 2 / 10 Policy for Boards & Committees of Council
i. Advisory - includes bodies authorized by Municipal Council to provide input on a
discretionary basis and advice to Council on a particular matter, or undertake special
projects as assigned.
ii. Mandatory - where a Provincial Statute prescribes the type of appointments to be
made by the municipality to a given body, the Statute be complied with;
iii. Local Boards/Committees - means a school board, municipal service board, public
library board, board of health, police services board, or any other board, commission,
committee, body or local authority established or exercising any power or authority
under any general or special Act with respect to any of the affairs or purposes,
including school purposes, of a municipality;
iv. External Bodies - separate special purpose bodies that have a substantial amount of
authority over their own operations.
Sub Committees assist in the short-term study and analysis of a specific municipally- related
issue. They may include staff representation as well as representation from external bodies.
2. Establishment of Boards and Committees
Boards and Committees are proposed by resolution of Council and established by By-law. The
By-law shall incorporate the Terms of Reference for the specific Board/ Committee. Prior to
Council's establishment of any Board or Committee by by-law, staff shall submit a report to
Council including the following information:
Board/Committee Structure, including Terms of Reference;
Membership composition;
Orientation, training and facilitation needs.
3. Ongoing Review of Boards and Committees
Early in a new Council term, Council shall review all Boards and Committees. The Clerk shall
assist in this effort by providing an overview of all Boards/ Committees, including, but not limited
to, the following:
a. A list of Boards/Committees by name and type;
b. Summary of mandates, goals and objectives for each Board/Committee;
c. Recommendations on the future direction of each Board/Committee and its structure
in general;
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POLICY FOR BOARDS & COMMITTEES OF COUNCIL
Policy Number 2-009
Page 3 / 10 Policy for Boards & Committees of Council
d. Review and recommendations on the reporting and functional relationships of
Boards/Committees in general.
The Terms of Reference of each Board/Committee shall be reviewed on an ongoing basis by
relevant staff in order to ensure that the Terms of Reference, the need for and the roles of e ach
Board/Committee remains relevant and appropriate.
If a Board or Committee is to be disbanded, a final report on the Board/Committee activities and
reasons for disbandment shall be presented to Council for approval.
4. Terms of Reference
It is recommended that the following components be included in the Board/Committee Terms of
Reference at a minimum:
a) Nature of Committee/Reporting and Functional Relationships
describes type of Board/Committee, whether advisory or subcommittee,
sets out reporting and functional relationships between the Board/Committee, Council,
relevant town staff and the public.
b) Mission/Mandate of Board/Committee
sets out the general purpose, goals and activities of the Board/Committee
c) Committee Composition
describes the nature of the membership (citizens and/or organizations, numbers in
each category), membership qualification, terms, quorum requirements, absentee
requirements, Council Representative, Staff Liaison.
d) Roles/Responsibilities
identifies various roles and expectations of key Board/Committee participants
(members, Chair, Vice-Chair, staff participants, staff liaisons)
e) Rules of Procedure/Order
Board/Committee members shall observe the Rules of Procedure outlined in the Town
Procedure By-Law, as far as applicable, keeping in mind that members may feel more
comfortable and appreciate the opportunity to exchange views with fellow committee
members in a more informal atmosphere.
f) Schedule/Location of Meetings
The Committee will establish a meeting schedule, setting out the time and place for
meetings at the beginning of each year.
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POLICY FOR BOARDS & COMMITTEES OF COUNCIL
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Page 4 / 10 Policy for Boards & Committees of Council
g) Meeting Structure, Agenda and Minute Formats
Identifies format, preparation and distribution of agendas and minutes
Identifies that Minutes of all meetings, whether closed to the public or not, shall be
recorded.
5. Mayor as Ex-Officio Member of Committees
The Mayor of the Council of the Town of Tillsonburg is an ex officio member of every Committee;
Where a Committee is established by reference to a particular number of members without
specifically providing for the membership of the Mayor of the Council, such number is
automatically increased by one, being the Mayor of the Council, and all members of the
Committee are present.
If there is an absent member, the Mayor’s attendance replaces the absent member and the
membership number is not automatically increased by one.
The Mayor is able to participate in the business of the Committee without any restriction
including voting. Members of Council are able to attend at any meeting, however only members
of Council who have been appointed to a Committee are entitled to vote.
6. Appointment Process and Advertising for Board/Committee Members
Where a Provincial Statute prescribes the type of appointments to be made by the Municipality
to a given Board or Committee, the Statute shall be complied with. Where the Municipality
makes appointments to Boards/Committees of its own creation and to outside bodies when
requested to do so, such appointments shall be citizen appointments, except in circumstances
where the Municipality has a direct financial involvement, in which instance Council shall
determine whether or not it will appoint citizens and/or Council Members to such bodies.
Vacancies for citizen appointments shall be publicly advertised in the local newspapers, through
social media and on the Town website. To apply to serve as a volunteer on a Town of
Tillsonburg Board or Committee, interested individuals shall be invited to apply and submit an
Application. It is not a requirement that applicants are a resident or municipal taxpayer in
Tillsonburg. These appointments enable local citizens from various backgrounds to participate in
local government and voluntarily give their time and expertise to help formulate the direction of
certain municipal functions/programs.
The duration of Board/Committee appointments are the same as the term of Council, however
staff may recommend that the terms for specific Board/Committee appointments be staggered to
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POLICY FOR BOARDS & COMMITTEES OF COUNCIL
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Page 5 / 10 Policy for Boards & Committees of Council
ensure experience and consistency in following the Board/Committee's goals and mandate.
While appointees may serve on more than one Board/Committee, Council shall give first
consideration to individuals who are not already appointed to another Board/Committee.
The following process, coordinated by the Clerk’s Office, will generally be followed in initiating
the recruitment, selection and appointment process:
a) In an election year or upon Council passing a By-law to establish a Board/ Committee,
the Clerk, will advertise Committee vacancies in the local ne wspapers, through social
media and on the Town’s website, making note of the mandate of the Committee, a
brief statement of the role and responsibilities of Committee membership, duration of
term, level of commitment, application process and contact information.
b) Applicants shall be required to complete and submit to the Clerk an application form,
available from the Clerk's office, Customer Service Centre (CSC) and the Town’s
website. Once the applications have been received, a selection committee comprising
of three members of Council and the Clerk shall review the applications. The selection
committee shall make recommended selections and a report will be prepared by the
Clerk’s office for approval by Council. All applicant’s names shall be forwarded to
Council with the staff report.
c) Upon Council's approval of Board/Committee appointments, the Clerk will prepare the
necessary appointment by-law.
d) The Clerk, on behalf of Council, shall send out confirmation letters to new Board/
Committee appointees and advise of their staff liaison and any other relevant contacts.
e) The Clerk will coordinate the necessary advertising in September of an election year
in order to follow the appointment process.
Applications from volunteers who are not appointed during the regular appointment process will
be kept on file for the remainder of the term of the committee. If a vacancy occurs on a
Committee within that term, the applicants who applied to serve on that Committee and were not
appointed will be contacted and asked if they are still interested in serving. Names of those who
continue to have an interest to serve on the Committee will be submitted to the Clerk for
consideration to fill the vacancy. The Clerk’s Office will also advertise the vacancy in the
newspaper.
7. Resignation/Dismissal Process
Board/Committee members wishing to resign their appointment shall submit a letter of
resignation to the committee chair. Upon acceptance of the resignation, the Chair shall forward
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POLICY FOR BOARDS & COMMITTEES OF COUNCIL
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Page 6 / 10 Policy for Boards & Committees of Council
the resignation letter to the Clerk's office, which will initia te the aforementioned appointment
process to fill the vacancy.
Council, at its discretion can dismiss any Committee/Board in its entirety or any member thereof
at any time.
8. Absentee Requirements
If any Board/Committee member is absent from three consecutive meetings, without justification,
the Chair of the Committee, in consultation with the staff liaison, will ask the member whether or
not they wish to attend meetings and remain on the Committee or resign.
Upon confirmation that the member will no longer be serving on the Committee, the Committee
Chair will notify the Town Clerk, which will initiate the appointment process for committee
vacancies. If a member indicates the desire to continue to serve on the Committee, the member
will be advised that attendance is required or the member will be removed from the Committee.
Any member of a Committee who is absent for more than fifty per cent (50%) of the meetings
since their term of appointment, will not be eligible for re -appointment. A member of a
Committee of Council who intends to leave a meeting before the meeting is adjourned must
inform the Chair of this intention either at the start of the meeting or prior to leaving.
9. Orientation Sessions
Orientation sessions shall be conducted for Board/Committee appointees at the beginning of
each Committee term. All Board/ Committee members benefit from orientation. The sessions
identify goals, objectives and work plans. Further sessions may be conducted for appointees
during the Council term, as required. Orientation manuals will be distributed to all members of
the Committee for reference purposes. Each Board/Committee manual shall include the
following information:
a) Establishing By-Law for Board/Committee
b) Mandatory Statutes (i.e. Ontarians with Disabilities Act)
c) Tillsonburg Procedural By-Law
d) Member Contact Information
e) Council Members Contact Information
f) Relevant Town Policies & Procedures affecting Board/Committee members.
g) Committee Terms of Reference
h) Staff Support Contact Information
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10. Meeting Structure, Agenda and Minute Formats
Meeting structure, agenda and minute formats should meet the needs of Individual Boards/
Committees, while ensuring consistency, completeness and accountability. A Board/Committee
may choose to follow a more informal procedure and allow for a consensus approach to
discussion. It is recommended that the following components be included in Board/Committee
Agendas, where specific subject items are described in each component.
a) Date, time, location of meeting
b) Members present (include office, i.e. Chair, Recording Secretary)
c) Members absent/regrets
d) Disclosure of Pecuniary Interest
e) Approval of previous minutes
f) Presentations/Deputations
g) General Business and Reports
h) Correspondence
i) Other Business
j) Closed Session
k) Next meeting.
l) Adjournment.
It is recommended that the Board/Committee minutes briefly outline the substance of each of the
agenda items discussed during the meeting, including actions taken and recommendations by
motion. The minutes shall be forwarded as soon as possible following the meeting to the Deputy
Clerk in order to present them to Council as information on a monthly basis. Staff will be required
to prepare a report for any recommendation of a Board/Committee requiring action by Council.
Committee Chairs to present reports to Council. Minutes of all meetings must be recorded.
11. Election of Officers
Each Committee will elect as soon as possible after January 1st each calendar year to select a
Chair and Vice-Chair from its membership for a term commencing January 1st and terminating
December 31st or until a successor is appointed. For the purpose of clarity, a member of the
Committee who served as Committee Chair or Vice Chair may be reappointed as Committee
Chair or Vice Chair.
The secretary function shall be the responsibility of the staff liaison.
12. Term of Appointment
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Page 8 / 10 Policy for Boards & Committees of Council
The term of appointment shall be as set out in the appointment by-law.
Committee members will continue to serve on a committee past the expiration of their term until
they are replaced.
13. Citizen Appointments
Renewed membership on a committee is not automatic, any member of the public who wishes to
serve for an additional term must submit the approved application form or provide a letter which
includes the necessary information in order to be considered fo r re-appointment;
14. Establishment of Sub-Committees
If a Committee wishes to establish a sub-committee, the sub- committee shall be formed to
undertake business of special projects appropriate to the Committee through committee
resolution. The Committee minutes shall note the mandate of the sub-committee, the beginning
and proposed ending date, the composition and how the members are to be recruited. Such
sub-committees shall report their findings to the Committee at regular Committee meetings. Sub-
committees that are formed of members outside of the committee must be endorsed by council,
as such staff must prepare a report to Council requesting endorsement of the additional
committee members.
15. Access to Meetings
Except as provided in this section, all meetings shall be open to the public and the media and
Board/Committee Minutes shall be available upon request. The Chair or presiding Officer may
expel any person for improper conduct at a Meeting. A meeting may be closed to the public if the
subject matter being considered is:
a) the security of the property of the municipality or local board;
b) personal matters about an identifiable individual, including municipal employees or
local board members;
c) a proposed or pending acquisition or disposition of land by the municipality or local
board;
d) labour relations or employee negotiations;
e) litigation or potential litigation, including matters before administrative tribunals,
affecting the municipality or local board;
f) the receiving of advice that is subject to solicitor-client privilege; including
communications necessary for that purpose;
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THE CORPORATION OF THE TOWN OF TILLSONBURG
POLICY FOR BOARDS & COMMITTEES OF COUNCIL
Policy Number 2-009
Page 9 / 10 Policy for Boards & Committees of Council
g) a matter in respect of which the local board or committee may hold a closed meeting
under another Act.
h) consideration of a request under the Municipal Freedom of Information and Protection
of Privacy Act. This applies if the council, board, commission or other body is the head
of an institution for the purposes of that Act;
i) an ongoing investigation respecting the municipality, a local board or a municipally-
controlled corporation by the Ombudsman appointed under the Ombudsman Act;
j) information explicitly supplied in confidence to the municipality or local board by
Canada, a province or territory or a Crown agency of any of them;
k) a trade secret or scientific, technical, commercial, financial or labour relations
information, supplied in confidence to the municipality or local board, which, if
disclosed, could reasonably be expected to prejudice significantly the competitive
position or interfere significantly with the contractual or other negotiations of a person,
group of persons, or organization;
l) a trade secret or scientific, technical, commercial or financial information that belongs
to the municipality or local board and has monetary value; or
m) a position, plan, procedure, criteria or instruction to be applied to any negotiations
carried on or to be carried on by or on behalf of the municipality or local board; or
n) for the purpose of educating or training the members, subject to the condition that no
member discusses or otherwise deals with any matter in a way that materially
advances the business or decision-making of the committee.
Before holding a Meeting or part of a Meeting that is to be closed to the public, the Board/
Committee shall state by Resolution:
a) the fact of the holding of the Closed Meeting;
b) the general nature of the matter to be considered at the Closed Meeting.
c) in the case of a meeting for educational or training purposes, that it is closed for that
purpose as well.
All deliberations while in Closed Session shall remain confidential unless otherwise approved by
Committee in Open Session.
16. Provision for Accessibility and Diversity
Adequate provision shall be made by the Chair of the Board/Committee and relevant staff to
ensure that meeting locations, agenda and minute formats, communications and conduct of
meetings be accessible, to ensure maximum participation and quality customer service.
Reference may be made to the provisions of the Ontarians with Disabilities Act, and similar
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THE CORPORATION OF THE TOWN OF TILLSONBURG
POLICY FOR BOARDS & COMMITTEES OF COUNCIL
Policy Number 2-009
Page 10 / 10 Policy for Boards & Committees of Council
legislation, policies and guidelines. Membership that reflects the diversity of the Tillsonburg
community will be encouraged in the recruitment, selection and appointment process.
17. Pecuniary Interest
If a Committee member has a pecuniary interest in any matter and is, or will be, present at a
meeting at any time at which the matter is the subject of consideration, the member:
a) shall, before any consideration of the matter, at the meeting verbally disclose the
interest and its general nature.
b) shall not, at any time, take part in the discussion of, or vote on, any question in respect
to the matter; and
c) shall leave the meeting and remain absent from it at any time during
consideration of the matter.
18. Budget/Financial Reporting
Boards/Committees may make requests for budget allocations through their staff liaison in
advance of the Town's annual budget process no later than August 31st of any given year. All
related revenue and expenditure transactions will follow Council approved policy. Requests must
relate to specific activities approved in the Board/Committee's mandate and work plan.
Requests shall be submitted by the appropriate department head for consideration in the Town's
budget review.
19. Town of Tillsonburg Policy and Procedures
Board and Committee members shall adhere to the policies and procedures of the Town of
Tillsonburg.
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THE TOWN OF TILLSONBURG
BY-LAW # 4248
A BY-LAW TO PROVIDE FOR AN INTERIM TAX LEVY FOR THE YEAR 2019
WHEREAS section 317 of the Municipal Act, 2001, S.O. 2001, CHAPTER 25, provides that
the council of a local municipality, before the adoption of estimates for the year under section
290, may pass a by-law levying amounts on the assessment of property in the local municipality
ratable for local municipal purposes;
AND WHEREAS the Council of this municipality deems it appropriate to provide for such
interim levy on the assessment of property in this municipality;
THEREFORE the Council of the Town of Tillsonburg enacts as follows:
1. The amounts levied shall be as follows:
A. The amount levied on a property shall not exceed the prescribed percentage or 50
per cent if no percentage is prescribed, of the total amount of taxes for municipal and
school purposes levied on the property for the previous year.
B. The percentage under paragraph “A” may be different for different property
classes but shall be the same for all properties in a property class.
C. For the purposes of calculating the total amount of taxes for the year 2018 under
paragraph “A”, if any taxes for municipal and school purposes were levied on a
property for only part of the year 2018 because assessment was added to the tax roll
during 2018, an amount shall be added equal to the additional taxes that would have
been levied on the property if the taxes for municipal and school purposes had been
levied for the entire year.
2. The provisions of this by-law apply in the event that assessment is first added to the
Collector’s roll for the year 2019 and an interim levy shall be imposed at the prescribed
percentage or 50 per cent if no percentage is prescribed, of the total tax rates levied for
that class in the previous year.
3. All taxes levied under this by-law shall be payable into the hands of the Collector in
accordance with the provisions of this by-law.
4. There shall be imposed on all taxes a penalty for non-payment or late payment of taxes in
default of the installment dates set out below. The penalty shall be one and one-quarter
percent (1¼%) of the amount in default on the first day of default and on the first day of
each calendar month during which the default continues, but not after the end of 2019.
5. The interim tax levy imposed by this by-law shall be payable in two (2) installments due
on the following dates:
First Installment: The 21st day of February, 2019
Second Installment: The 23rd day of May, 2019
6. The Collector may mail or cause to be mailed to the address of the residence or place of
business of each person taxed under this by-law, a notice specifying the amount of taxes
payable.
7. The notice to be mailed under this by-law shall contain the particulars provided for in this
by-law and the information required to be entered in the Collector’s roll under section
343 of the Municipal Act, 2001.
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8. The subsequent levy for the year 2019 to be made under the Municipal Act shall be
reduced by the amount to be raised by the levy imposed under this by-law.
9. The provisions of section 317 of the Municipal Act, 2001, apply to this by-law with
necessary modifications.
10. The Collector shall be authorized to accept part payment from time to time on account of
any taxes due, and to give a receipt of such part payment, provided that acceptance of
any such part payment shall not affect the collection of any percentage charge imposed
and collectable under section 4 of this by-law in respect of non-payment or late payment
of any taxes or any installment of taxes.
11. Nothing in this by-law shall prevent the Collector from proceeding at any time with the
collection of any tax, or any part thereof, in accordance with the provisions of the statutes
and by-laws governing the collection of taxes.
12. In the event of any conflict between the provisions of this by-law and any other by-law,
the provisions of this by-law shall prevail.
12. This by-law shall come into force and take effect on the day of the final passing thereof.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 14th DAY
OF JANUARY, 2019.
_________________________
MAYOR- Stephen Molnar
_________________________
CLERK-Donna Wilson
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4252
BEING A BY-LAW to confirm the proceedings of Council at its meeting held on the 14th
day of January, 2019.
WHEREAS Section 5 (1) of the Municipal Act, 2001, as amended, provides that the powers of a
municipal corporation shall be exercised by its council;
AND WHEREAS Section 5 (3) of the Municipal Act, 2001, as amended, provides that municipal
powers shall be exercised by by-law;
AND WHEREAS it is deemed expedient that the proceedings of the Council of the Town of
Tillsonburg at this meeting be confirmed and adopted by by-law;
NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF
TILLSONBURG ENACTS AS FOLLOWS:
1. All actions of the Council of The Corporation of the Town of Tillsonburg at its meeting held
on January 14, 2019, with respect to every report, motion, by-law, or other action passed
and taken by the Council, including the exercise of natural person powers, are hereby
adopted, ratified and confirmed as if all such proceedings were expressly embodied in this
or a separate by-law.
2. The Mayor and Clerk are authorized and directed to do all the things necessary to give
effect to the action of the Council of The Corporation of the Town of Tillsonburg referred to
in the preceding section.
3. The Mayor and the Clerk are authorized and directed to execute all documents necessary
in that behalf and to affix thereto the seal of The Corporation of the Town of Tillsonburg.
4. This by-law shall come into full force and effect on the day of passing.
READ A FIRST AND SECOND TIME THIS 14th DAY OF JANUARY, 2019.
READ A THIRD AND FINAL TIME AND PASSED THIS 14th DAY OF JANUARY, 2019.
________________________________
Mayor – Stephen Molnar
________________________________
Town Clerk – Donna Wilson
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