190812 Council MIN 1
MINUTES
Monday, August 12, 2019
4:30 PM
Council Chambers
200 Broadway, 2nd Floor
ATTENDANCE: Mayor Molnar
Deputy Mayor Beres
Councillor Esseltine
Councillor Gilvesy
Councillor Luciani
Councillor Parker
Councillor Rosehart
Staff: Kevin De Leebeeck, Director of Operations
Dave Rushton, Director of Finance
Rick Cox, Director of Recreation, Culture and Parks
Lana White, Deputy Clerk/Executive Assistant
Amelia Jaggard, Legislative Services Coordinator
Terry Saelens, Acting Fire Chief
Regrets: David Calder, CAO
_____________________________________________________________________
1. Call to Order
The meeting was called to order at 4:30 p.m.
2. Closed Session
Resolution # 1
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council move into Closed Session to consider:
- personal matters about an identifiable individual, including Town employees
(Recruitment);
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- a proposed or pending acquisition or disposition of land by the Town (Earle
Street).
Carried
3. Adoption of Agenda
Resolution # 2
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT the Agenda as prepared for the Council meeting of Monday, August 12,
2019 be adopted.
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 # 3
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT the Minutes of the Council Meeting of July 8, 2019 and the Special Council
Meeting of July 24, 2019 be approved.
Carried
7. Presentations
7.1 Century Plaque Presentation to Maurice Verhoeve, 262 Broadway
Mayor Molnar presented the Century Plaque for 262 Broadway to Maurice
Verhoeve.
7.2 2018 Municipal Financial Audit
Christene Scrimgeour appeared before Council to present an overview of
the 2018 Municipal Financial Audit.
An independence letter is no longer required.
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Opportunity was provided for comments and questions from Council.
Resolution # 4
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council approves the 2018 Draft Financial Statements as
presented;
AND THAT the 2018 Management Letter be received;
AND THAT Staff prepare a report to Council regarding the Management
Letter.
Carried
8. Public Meetings
Resolution # 5
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council move into the Committee of Adjustment to hear applications for
Minor Variance at 6:26 p.m.
Carried
8.1 Application for Minor Variance A-09/19 - 14 Victoria Way (Frances
Tong)
Eric Gilbert, Senior Planner, County of Oxford, appeared before Council to
provide an overview of the application.
Opportunity was provided for comments and questions from Council.
The applicant, Richard Smith, appeared before Council in support of the
application.
No members of the public appeared before Council either in support or
opposition to the application.
Resolution # 6
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
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THAT the Committee of Adjustment approves Application File A-09/19,
submitted by Frances Tong, for lands described as Lot 35, Plan 41M-241,
Town of Tillsonburg, as it relates to:
1. Relief from Section 6.2, – Zone Provisions (R1A) - Rear Yard Minimum
Depth, to reduce the required rear yard depth from 10.5 m (34.5 ft) to
7.18 m (23.5 ft) to facilitate the construction of a sunroom addition;
2. Relief from Section 6.2, – Zone Provisions (R1A) - Maximum Permitted
Lot Coverage, to increase the maximum permitted lot coverage from
35% to 37% of lot area, to facilitate the construction of a sunroom
addition.
Subject to the following conditions:
i. A building permit for the proposed sunroom addition shall be issued
within one year of the date of the Committee's decision;
ii. The relief granted by this application shall only apply to the proposed
sunroom addition as illustrated on Plate 3 of Planning Report CP 2019-
241.
Carried
Resolution # 7
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council move out of the Committee of Adjustment and move back
into regular Council session at 6:32 p.m.
Carried
9. Planning Applications
10. Delegations
10.1 Exemption from Zoning By-Law
Robert Shaw was not present.
10.2 Multi-Use Recreational Trail Update
Tim Tompson, Chair of a Norwich Community Group for trails, appeared
before Council to provide an update on a proposed new multi-use
recreational trail planned to connect to existing trails in Tillsonburg.
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The group is interested in working in partnership with the Town of
Tillsonburg to connect with the current trails system.
Opportunity was provided for comments and questions from Council.
Resolution # 9
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT the Delegation of Tim Thomson in regards to a proposed new multi-
use recreational trail between Norwich and Tillsonburg be received, as
information.
Carried
10.3 Tillsonburg Tri County Agricultural Fair Board
Rosemary Dean, President of the Tillsonburg Tri County Agricultural
Fairboard, appeared before Council to provide an overview of the
upcoming Tillsonburg Tri County Agricultural Fair on August 16-18, 2019.
The Fairboard is requesting $1,000.00 to pay for an alternative
entertainment option on the Saturday evening in replace of the cancelled
Talent Show, as the Fairboard had not budgeted for this expense.
Motion:
Moved by: Councillor Rosehart
Seconded by: Councillor Gilvesy
RESOLVED To provide the Fairboard with $1,000.00 to be used to
provide entertainment on Saturday, August 17 to fill the void created by
the cancellation of the talent show.
Carried.
Resolution # 10
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT the Delegation of Rosemary Dean regarding the upcoming
Tillsonburg Tri County Agrilcultural Fair be received, as information.
Carried
11. Deputation(s) on Committee Reports
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11.1 DCS 19-20 Town Hall Project Committee - Status Update and Public
Consultation
John Veldman was not present.
The Development Commissioner appeared before Council to provide an
update from the Town Hall Project Committee.
Staff to provide an update on the planned public engagement sessions
and the proposal packages from each proponent for Council's review at
the Council Meeting of September 9, 2019.
Resolution # 11
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receives Report DCS 19-20 Town Hall Project Committee –
Status Update and Public Consultation, as information.
Carried
12. Information Items
13. Quarterly Reports
13.1 FIN 19-15 2019 Second Quarter Town Consolidated Results
Resolution # 12
Moved By: Councillor Luciani
Seconded By: Councillor Parker
THAT Council receives Report FIN 19-15 2019 Second Quarter Town
Consolidated Results, as information.
Carried
13.2 FIN 19-14 2019 Second Quarter Corporate Services Results
13.3 DCS 19-24 2019 Second Quarter Economic Development and
Marketing Results
13.4 DCS 19-21 2019 Second Quarter Building, Planning & By-Law
Services Results
13.5 FRS 19-07 2019 Second Quarter Fire Services Results
13.6 OPS 19-34 2019 Second Quarter Operations Services Results
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13.7 RCP 19-35 2019 Second Quarter Recreation Culture and Parks
Results
Staff to specify project completion dates by quarter in quarterly reports
going forward.
Staff to provide an overview of projects that will carry over to the following
year for consideration during 2020 budget discussions.
Staff to provide a report regarding signage options in parks at the Council
Meeting of September 9, 2019.
Resolution # 13
Moved By: Councillor Luciani
Seconded By: Councillor Esseltine
THAT Council receive the 2019 Second Quarter Department Results, as
information.
Carried
14. Staff Reports
14.1 Chief Administrative Officer
14.1.1 HR 19-07 CAO Recruitment
Ashley Andrews, Human Resources Manager, was present to
answer questions.
Resolution # 14
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receives Report HR 19-07 CAO Recruitment;
AND THAT Council select option 3 for the full time CAO
Recruitment;
AND THAT Council approve the Terms of Reference and appoint
the Mayor and Councillor Esseltine and Councillor Gilvesy to the
CAO Recruitment Committee led by the Manager of Human
Resources to report September 9, 2019.
Carried
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14.2 Clerk's Office
14.2.1 CLK 19-20 Flag Policy Update
Motion:
Moved by: Councillor Esseltine
Seconded by: Councillor Parker
THAT a member of Canadian Forces from the Town of Tillsonburg,
a member of local EMS, Tillsonburg Firefighters, and Police
Services fallen in the line of duty be included in section 2.3 of the
Flag Policy.
Carried.
Resolution # 15
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receive Report CLK 19-20 Flag Policy Update;
AND THAT By-Law 4327 to adopt a Flag Policy and to repeal By-
Law 3769, be brought forward for Council’s consideration.
Carried
14.2.2 CLK 19-21 BIA Board of Management Additional Appointments
Resolution # 16
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receives Report CLK 19-21 BIA Board of
Management Additional Appointments;
AND THAT By-Law 4334, to amend By-Law 4260, be brought
forward for Council consideration.
Carried
14.3 Development and Communication Services
14.3.1 DCS 19-23 Funding Agreement for 95 Spruce Street
Community Improvement Plan Application
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Resolution # 17
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receive Report DCS 19-23 Funding Agreement for
95 Spruce St Community Improvement Plan Application;
AND THAT a by-law to enter into a Community Improvement Plan
funding agreement with Otter Valley Foods Inc be brought forward
for Council’s consideration.
Carried
14.4 Finance
14.5 Fire and Emergency Services
14.6 Operations
14.6.1 OPS 19-35 TGO Fare Rate Structure and Launch Update
Resolution # 18
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives Report OPS 19-35 T:GO Fare Rate
Structure and Launch Update;
AND THAT a By-Law to amend By-Law 4251, 2019 Rates and
Fees, to include the Fare Rate Structure for the T:GO in-town
service be brought forward for Council consideration.
Carried
14.6.2 OPS 19-36 Inter-Community Transportation Grant Program
Transfer Payment Agreement
Resolution # 19
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives Report OPS 19-36 Inter-Community
Transportation Grant Program Transfer Payment Agreement;
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AND THAT the Town of Tillsonburg supports the Inter-Community
Transportation Project and is committed to its implementation by
January 2020;
AND FURTHER THAT the Town of Tillsonburg agrees to receiving
and being responsible for the Community Transportation Grant
Program funds from the Province of Ontario;
AND FURTHER THAT a By-law to execute the Transfer Payment
Agreement with the Province of Ontario be brought forward for
Council consideration.
Carried
14.6.3 OPS 19-37 Connecting Link Program Contribution Agreement
Resolution # 20
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receives Report OPS 19-37 Connecting Link
Program Contribution Agreement;
AND THAT a By-Law to execute the Connecting Link Contribution
Agreement with the Province of Ontario be brought forward for
Council consideration.
AND FURTHER THAT Council authorizes the use of Asset
Management Reserves to fund the Town's portion of project costs
in 2019.
Carried
14.6.4 OPS 19-38 Rogers Utility Lease Amending and Extension
Agreement Renewal
Resolution # 21
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receives Report OPS 19-38 Rogers Utility Lease
Amending and Extension Agreement Renewal;
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AND FURTHER THAT a By-Law to execute the Lease Amending
and Extension Agreement with Rogers Communications Inc. be
brought forward for Council consideration.
Carried
14.6.5 OPS 19-39 Airport Hanger Land Lease Taxiway G3 Lot 1 and 2
Resolution # 22
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receives Report OPS 19-39 Airport Hanger Land
Lease Agreement Taxiway G3 Lot 3;
AND THAT a By-Law to execute the Airport Hanger Land Lease
Agreement with Dan Springer be brought forward for Council
consideration.
Carried
14.6.6 OPS 19-40 Airport Hanger Land Lease Amendment Taxiway G3
Lot 3
Resolution # 23
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receives Report OPS 19-40 Airport Hangar Land
Lease Amendment Taxiway G3 Lot 3;
AND THAT Council authorizes the Airport Hangar Land Lease
Amendment with #1474528 Ontario Inc. / Dave Hewitt.
Carried
14.7 Recreation, Culture & Park Services
14.7.1 RCP 19-29 Awarding RFT 2019-005 – Auditory Upgrades
Resolution # 24
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
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THAT Council receives Report RCP 19-29 – Awarding RFT 2019-
005 - Auditory Upgrades;
AND THAT Council award RFT 2019-005 to Dynamix London Inc.
at a cost not to exceed their adjusted bid price of $48,692 before
taxes.
Carried
14.7.2 RCP 19-30 Terms of Reference for Tillsonburg Dog Park
Advisory Committee
Resolution # 25
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receives Report RCP 19-30 Terms of Reference for
Tillsonburg Dog Park Advisory Committee;
AND THAT Council establishes the Tillsonburg Dog Park Advisory
Committee and directs staff to initiate the advertising and
appointment process.
Carried
14.7.3 RCP 19-31 RFT Award - Station Arts Life and Fire Safety
Upgrades
Resolution # 26
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receives Report RCP 19-31 Awarding RFT 2019-014
– Station Arts Life and Fire Safety Upgrades;
AND THAT Council awards RFT 2019-014 to PK Construction Inc.
for $164,103.03 before taxes;
AND THAT Council approves bringing forward the roof shingle
replacement for the Station Arts Centre from a 2020 project to a
2019 project.
Carried
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14.7.4 RCP 19-34 Summer Place Alternative Service Agreement
Resolution # 27
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receives Report RCP 19-34 Alternative Service
Agreement;
AND THAT a By-Law to authorize the 10-year Lease Agreement
with E & E McLaughlin Ltd. for Summer Place be brought forward
for Council consideration.
Carried
15. New Business
16. Consideration of Committee Minutes
16.1 Committee Minutes
Resolution # 28
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives the Tillsonburg Airport Advisory Committee
Minutes dated June 20, 2019, the Town Hall Project Steering Committee
Minutes dated June 24, 2019 and July 8, 2019, the Parks, Beautification
and Cemetery Advisory Committee Minutes dated July 4, 2019 and
August 1, 2019, the Economic Development Advisory Committee Minutes
dated July 9, 2019, and the Tillsonburg Transit Advisory Committee
Minutes dated July 16, 2019.
Carried
16.2 Business Improvement Area Board of Management
Resolution # 29
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives the Business Improvement Area Board of
Management Minutes dated April 25, 2019, May 9, 2019, May 14, 2019
and June 20, 2019, as information.
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Carried
17. Motions/Notice of Motions
17.1 Lions Auditorium Kitchen Update
Resolution # 30
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Staff provide an update report on the Lions Auditorium Kitchen
upgrade at the September 9, 2019 Council Meeting.
Carried
17.2 Town Merchandise Sales - One-Year Report
Resolution # 31
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Staff provide a report on the Town Merchandise Sales from year
one to 2019 at the September 23, 2019 Council Meeting.
Carried
17.3 Material Stored at Community Centre Grounds
Resolution # 32
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Staff bring back possible secure storage solutions with regards to
materials at Community Centre.
Carried
18. Resolutions/Resolutions Resulting from Closed Session
19. By-Laws
19.1 By-Law 4326, To Authorize a Community Transportation Grant
Program Agreement
19.2 By-Law 4327, To Adopt a Flag Policy and to Repeal By-Law 3769
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19.3 By-Law 4328, To Amend By-Law 4251, Rates & Fees
19.4 By-Law 4331, To Authorize Airport Hangar Land Lease Agreement
(Springer)
19.5 By-Law 4332, To Execute the Connecting Link Contribution
Agreement with Her Majesty The Queen In Right of Ontario
19.6 By-Law 4333, To Execute a Lease Amending and Extension
Agreement with Rogers Communications Inc.
19.7 By-Law 4334, To Amend By-Law 4260 To Appoint Directors to the
BIA Board of Management
19.8 By-Law 4335, to Execute a Lease Agreement with E&E McLaughlin
Ltd.
19.9 By-Law 4336, to Authorize a Community Improvement Plan Funding
Agreement with Otter Valley Foods Inc.
Resolution # 33
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT By-Law 4326, To Authorize a Community Transportation Grant
Program Agreement; and
By-Law 4327, To Adopt a Flag Policy and to Repeal By-Law 3769; and
By-Law 4328, To Amend By-Law 4251, Rates & Fees; and
By-Law 4331, To Authorize Airport Hangar Land Lease Agreement
(Springer); and
By-Law 4332, To Execute the Connecting Link Contribution Agreement
with Her Majesty The Queen In Right of Ontario; and
By-Law 4333, To Execute a Lease Amending and Extension Agreement
with Rogers Communications Inc.; and
By-Law 4334, To Amend By-Law 4260 To Appoint Directors to the BIA
Board of Management; and
By-Law 4335, to Execute a Lease Agreement with E&E McLaughlin Ltd.;
and
By-Law 4336, to Authorize a Community Improvement Plan Funding
Agreement with Otter Valley Foods Inc. be read for a first, second, third
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and final reading and that the Mayor and the Clerk be and are hereby
authorized to sign the same, and place the corporate seal thereunto.
Carried
20. Confirm Proceedings By-law
Resolution # 34
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT By-Law 4330 to Confirm the Proceedings of the Council Meeting held on
Monday, August 12, 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.
Carried
21. Items of Public Interest
The T:GO transit service will be relaunching as a fixed route system on August
20, 2019. Staff will be at the Tillsonburg Tri County Agricultural Fair sharing
information about the new system and handing out free single ride passes.
The Tillsonburg Tri County Agricultural Fair is August 16-18, 2019.
There will be a Car Show and Drive-In Movie Night event on Saturday, August
24, 2019 at 7 Ross Street, Tillsonburg.
Good Vibrations, a tribute to the Music of the Beach Boys, will be held on
Friday, August 23 at 8:00 p.m. at the Tillsonburg Community Centre Auditorium.
There will be a Pre-Budget Council Meeting on Thursday, Septemeber 12, 2019
from 5:00 p.m. to 9:00 p.m.
The Tillsonburg Legion will be hosting Songs and Stories with Taw Connors, son
of Stompin Tom, on Saturday, August 24, 2019 starting at 7:00 p.m.
Sunday, August 18, 2019 is Decoration Day at the Tillsonburg Cemetery. The
Tillsonburg Legion will be hosting a program at the Cemetery Office from 2:00
p.m. to 3:00 p.m. All are welcome.
22. Adjournment
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Resolution # 35
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT the Council Meeting of Monday, August 12, 2019 be adjourned at 9:15
p.m.
Carried