200414 Council MIN 1
MINUTES
Tuesday, April 14, 2020
6:00 PM
Electronic Meeting
ATTENDANCE: Mayor Molnar
Deputy Mayor Beres
Councillor Esseltine
Councillor Gilvesy
Councillor Luciani
Councillor Parker
Councillor Rosehart
Staff: Kyle Pratt, Chief Administrative Officer
Michelle Smibert, Town Clerk
Kevin De Leebeeck, Director of Operations
Dave Rushton, Director of Finance
Rick Cox, Director of Recreation, Culture and Parks
Terry Saelens, Acting Fire Chief
Amelia Jaggard, Deputy Clerk
_____________________________________________________________________
1. Call to Order
The meeting was called to order at 6:00 p.m.
2. Closed Session
3. Adoption of Agenda
Resolution # 2020-160
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT the Agenda as prepared for the Council meeting of Tuesday, April 14,
2020, be adopted.
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Carried
4. Moment of Silence
5. Disclosures of Pecuniary Interest and the General Nature Thereof
Deputy Mayor Beres declared pecuniary interest on the following items:
1. Item 20.6 in open session (By-Law 2020-036) with the reason being a family
member will receive financial gain.
Councillor Gilvesy declared pecuniary interest on the following items:
1. Item 20.6 in open session (By-Law 2020-036) with the reason being a family
member will receive financial gain.
Councillor Rosehart declared pecuniary interest at a later point in the meeting on
the following items:
1. Item 15.7.5 in open session (Award of Concession RFP) with the reason being
that her son submitted a proposal.
No other disclosures of pecuniary interest were declared.
6. Adoption of Council Minutes of Previous Meeting
Resolution # 2020-161
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT the Minutes of the special Council meeting of Friday, March 20, 2020, the
minutes of the Council meeting of Monday, March 23, 2020 and the minutes of
the special Council meeting of Monday, March 30, 2020, be approved.
Carried
7. Presentations
8. Public Meetings
9. Planning Applications
9.1 Application for Zone Change - Removal of Holding Provision ZN 7-
20-04 (Victoria Wood Tillsonburg GP Inc.)
Eric Gilbert, Senior Planner, County of Oxford, was present to answer
questions.
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Resolution # 2020-162
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council approve the zone change application, File No. ZN 7-20-04,
as submitted by Victoria Wood (Tillsonburg) GP Inc., for lands described
as Part of Lot 7, Concession 12 (Dereham), Parts 1, 2, 3, 4 and 12 of
Reference Plan 41R-9832, in the Town of Tillsonburg, to rezone the
subject lands to remove the Holding Provision from properties within
Phase 2 of Victoria Woods (the Oaks) draft plan of subdivision.
Carried
9.2 CP 2020-73 Request for Extension to Draft Approved Plan of
Subdivision 32T-06005 (Victoria Wood Tillsonburg GP Inc.)
Eric Gilbert, Senior Planner, County of Oxford, was present to answer
questions.
Resolution # 2020-163
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council advise Oxford County that the Town supports an extension
of draft approval for a plan of subdivision submitted by Victoria Wood
Tillsonburg GP Inc., for lands described as Part Lot 7, Concession 12
(Dereham), Town of Tillsonburg, to April 30, 2023, to grant additional time
to satisfy the conditions of draft plan approval and register the remaining
phases of the draft plan of subdivision.
Carried
10. Delegations
11. Deputation(s) on Committee Reports
12. COVID-19
Councillor Gilvesy noted that the local rate of testing appears to be lower than
the Provincial average and asked why the Health Unit hasn’t provided a protocol
on migrant workers. Mayor Molnar noted that SCOR and the OFA are looking at
farmers responsibilities under the Quarantine Act and that he would follow up
with the Health Unit on Councillor Gilvesy’s questions.
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13. Information Items
13.1 Long Point Region Conservation Authority Board of Directors
Annual Report 2019
Resolution # 2020-164
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receives the Long Point Region Conservation Authority
Board of Directors Annual Report 2019, as information.
Carried
14. Quarterly Reports
14.1 FIN 20-11 2019 Fourth Quarter Consolidated Financial Results
Resolution # 2020-165
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receives Report FIN 20-11 2019 Fourth Quarter
Consolidated Financial Results, as information
Carried
14.2 FIN 20-10 2019 Fourth Quarter Corporate Services Results
14.3 DCS 20-05 Fourth Quarter Economic Development and Marketing
Results
14.4 DCS 20-06 2019 Fourth Quarter Building, Planning By-Law, Services
Results
14.5 FRS 20-01 Fourth Quarter Fire Services Results
14.6 OPS 20-16 2019 Fourth Quarter Operations Services Results
14.7 RCP 20-15 2019 Fourth Quarter Recreation, Culture and Parks
Results
Staff noted that the Tillsonburg Community Centre DHW Boiler
Replacement project is currently on hold due to the contractor withdrawing
from the project. The Town will be required to release a new RFT.
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Staff noted that the Recreation, Culture and Parks Department review
results will be provided to Council on April 27, 2020.
Staff noted that the Columnbarium has been shipped and that the delivery
date is currently unknown.
Resolution # 2020-166
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receives the 2019 Fourth Quarter Department Results, as
information.
Carried
15. Staff Reports
15.1 Chief Administrative Officer
15.2 Clerk's Office
15.2.1 CLK 20-15 COVID-19 Taskforce
Staff noted that a member of the communications team and a
support clerk would take part in the taskforce.
Resolution # 2020-167
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT the attached Terms of Reference for the COVID-19
Taskforce be approved and that the following members of Council
be appointed to the Taskforce: Deputy Mayor Beres, Councillor
Gilvesy and Councillor Rosehart.
Carried
15.2.2 CLK 20-16 Delegation By-Law for COVID-19
Resolution # 2020-168
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council approves Delegation of Authority By-Law to include
certain provisions for staff during the COVID-19 Pandemic.
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Defeated
15.3 Development and Communication Services
15.3.1 DCS 20-03 Traffic By-Law Amendment - Yield Signs
Geno Vanhaelewyn, Chief Building Official, was present to answer
questions.
Staff confirmed that if this By-Law is passed all remaining yield
signs within the Town will be replaced with stop signs as per advice
provided by the Town solicitor.
Staff noted that the money to complete the work will come from the
Public Works department budget.
Resolution # 2020-169
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receives Report DCS 20-03 Traffic By-Law
Amendment – Yield Signs as information;
AND THAT By-Law 2020-035 to amend By-Law 3701, being a By-
Law to regulate traffic and the parking of motor vehicles in the
Town of Tillsonburg, be brought forward for Council’s consideration.
Carried
15.3.2 DCS 20-04 Conveyance of Daffodil Drive and Daisy Court
Cephas Panschow, Development Commissioner, was present to
answer questions.
Resolution # 2020-170
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives Report DCS 20-04 Conveyance of Daffodil
Drive and Daisy Court;
AND THAT public roads, Daffodil Drive, described on Plan 41M-
155, and Daisy Court, described on Plan 41M-155, be closed;
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AND THAT a by-law be brought forward authorizing the Mayor and
Clerk to execute all documents necessary to transfer the properties
known as Daffodil Drive and Daisy Court, Plan 41M-155.
Carried
15.4 Finance
15.4.1 FIN 20-08 Borrowing By-Law 2020
Resolution # 2020-171
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT By-Law 2020-033, being a by-law to authorize the borrowing
of money to meet current expenditures of the Town of Tillsonburg
for the 2020 fiscal year, be brought forward for Council's
consideration.
Carried
15.4.2 FIN 20-12 2019 Council Remuneration and Expenses
Resolution # 2020-172
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receives Report FIN 20-12 2019 Council
Remuneration and Expenses be received, as information.
Carried
15.4.3 FIN 20-13 Draft Deferred 2020 Capital Summary
It was noted that the Police Services Board recommended that the
Town defer the OPP parking lot expansion project.
Staff noted that if the projects are deferred the money will go into
the asset management reserve and that Council has the ability to
direct the funds to another project.
Resolution # 2020-173
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
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THAT Council receives Report FIN 20-13 for information;
AND THAT Council approves the deferral of the recommended
projects until they are reviewed again at the end of the current
pandemic.
Defeated
Resolution # 2020-174
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receives Report FIN 20-13 for information.
Carried
15.4.4 FIN 20-14 COVID 19 - Tax and Water Wastewater Deferrals
Staff noted that the County would be paid as money is collected
and that there would be no interest on late payments.
Resolution # 2020-175
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receives Report FIN 20-14 COVID 19 – Tax and
Water/Wastewater Deferrals, as information;
AND THAT Council approves the deferral of the collection of tax
and waive interest and penalty for the May 21, 2020 for those
taxpayers that can demonstrate a negative impact to their revenue
as a result of the COVID 19 pandemic and that this be in effect for
a period ending July 31, 2020;
AND FURTHER THAT Council approves the deferral of the
collection of water and wastewater invoices generated after March
31, 2020 until June 30, 2020 and waive interest and penalty for
those taxpayers that can demonstrate a negative impact to their
revenue as a result of the COVID 19 pandemic and that this be in
effect for a period ending July 31, 2020.
Carried
15.4.5 FIN 20-15 Forecast of Operational Impacts On Town Finances
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Resolution # 2020-176
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receives Report FIN 20-15 Forecast of Operational
Impacts on Town Finances from COVID-19, as information.
Carried
15.5 Fire and Emergency Services
15.6 Operations
15.6.1 OPS 20-11 Results for RFP 2020-001 Maintenance Hole
Assessment Program
Resolution # 2020-177
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receive Report OPS 20-11 Results for RFP 2020-
001 Maintenance Hole Assessment Program;
AND THAT Council sole source RFP 2020-001 to Andrews
Engineering of Etobicoke, ON at a cost of $155,720.27 (net HST
included), the only bid received.
Carried
15.6.2 OPS 20-12 Results for RFT 2020-008 Supply of Two Mid-Size
SUV’s
Staff noted that RFT's are performance based and that they are
advertised on all of the Town's available channels of
communication. Nothing restricts local companies from submitting a
bid.
Staff noted that purchasing just one vehicle would be a significant
change to the request and therefore would require the Town to
issue a new RFT.
Resolution # 2020-178
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
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THAT Council receive Report OPS 20-12 Results for RFT 2020-
008 Supply of Two Mid-Size SUV’s;
AND THAT Council award Tender RFT 2020-008 to Blue Mountain
Chrysler Ltd. of Collingwood, Ontario at a cost of $64,792.63 (net
HST included), the lowest bid received satisfying all Tender
requirements.
Defeated
15.6.3 OPS 20-13 Results for RFP 2020-002 Loader Backhoe
Resolution # 2020-179
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receive Report OPS 20-13 Results for RFP 2020-
002 Loader Backhoe;
AND THAT Council award Tender RFT 2020-002 to Brandt Tractor
Ltd. of London, Ontario at a cost of $162,205.44 (net HST
included), the highest scoring proposal received.
Carried
15.6.4 OPS 20-14 Hangar No. 5 Land Lease
Resolution # 2020-180
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receives Report OPS 20-14 shared Hanger No. 5
Land Lease;
AND THAT the Land Lease between the Corporation of the Town
of Tillsonburg and 1467246 Ontario Inc. for the northerly portion of
shared Hanger No. 5 be approved for assignment to Robert L.D.
Bennett;
AND THAT the Mayor and Clerk be authorized to execute the Land
Lease Assignment with 1467246 Ontario Inc. and Robert L.D.
Bennett;
AND THAT Council approves the termination of the recently
assigned Land Lease Agreement between the Corporation of the
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Town of Tillsonburg and Robert L.D. Bennett for the northerly
portion of shared Hanger No. 5;
AND FURTHER THAT a By-law authorizing Mayor and Clerk to
execute a new Hangar Land Lease Agreement with Robert L.D.
Bennett for the northerly portion of shared Hanger No. 5 be brought
forward for Council consideration.
Carried
15.6.5 OPS 20-15 Curbside Collection Schedule Changes
Resolution # 2020-181
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receive Report OPS 20-15 Curbside Collection
Schedule Changes, as information;
AND FURTHER that council of Town of Tillsonburg share with the
County of Oxford their disappointment that the Town of Tillsonburg
has been divided into two separate pick up dates with regards to
pickup of waste and recycling;
AND FURTHER THAT the Town of Tillsonburg is disappointed in
the reduction of annual funding toward the operation of the
Tillsonburg transfer station.
Carried
15.6.6 OPS 20-17 Municipal Linear Construction Project Status
during COVID-19
Resolution # 2020-182
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receive Report OPS 20-17 Municipal Linear
Construction Project Status during COVID-19;
AND THAT the Concession Street West Urbanization, Asphalt and
Concrete Program, Oxford and Simcoe St. Rehabilitation, Rouse
Street Sanitary Installation, Langrell Watermain Looping and
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Rolling Meadows Phase 1 of 2 Reconstruction are deemed as
critical linear construction projects;
AND FURTHER THAT Council temporarily suspend the
commencement of municipal linear construction projects until May
4th 2020.
Carried
15.7 Recreation, Culture & Park Services
15.7.1 RCP 20-10 Adding Key Service Areas to Emergency Power at
TCC
Resolution # 2020-183
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives Report RCP 20-10 Adding Key Service
Areas to Emergency Power at TCC, as information;
AND THAT staff are authorized to implement electrical rewiring at
the Tillsonburg Community Centre to add key service areas to t he
emergency power circuits;
AND THAT up to $8,000 for this work be drawn from the Facility
Infrastructure Reserve.
Carried
15.7.2 RCP 20-11 TMLA F.A.R.E. Fundraiser Final Report
Staff noted that the difference between the number of VIP tickets
sold and the revenue number is a result of some VIP tickets being
given away through radio or sponsors.
Resolution # 2020-184
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives Report RCP 20-11 TMLA F.A.R.E.
Fundraiser Final Report, as information.
Carried
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15.7.3 RCP 20-12 Results for RFT 2020-002 OPP and Memorial Park
Parking Lot Expansions
Staff noted that work to formalize the access and provide additional
parking to the Sam Lamb Diamond was included in the bid amount,
however staff would not recommend this portion of the project to be
completed.
Staff noted that the CDJL bills to date for the design of this project
is currently under $8,000.
Staff to provide options for rehabilitation of the OPP parking lot and
a new RFT for the Memorial Park parking lot expansion project.
Resolution # 2020-185
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receives Report RCP 20-12 Results for RFT 2020-
002 OPP and Memorial Park Parking Lot Expansions;
AND THAT Council cancel RFT 2020-022 and other options be
brought forward by staff.
Carried
15.7.4 RCP 20-13 January-March 2020 RCP Activity Reports
Resolution # 2020-186
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receives Report RCP 20-13 January-March RCP
Activity Report, as information.
Carried
15.7.5 RCP 20-14 Awarding RFP 2020-01 Concession Lease
Staff noted that a scoring matrix was used to evaluate the
proposals and that the vendor is committed to have local
management.
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Staff noted that the contract would begin on August 1, 2020 and
that there would be no charges until services resume at the
Community Centre.
Resolution # 2020-187
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receives Report RCP 20-14 Awarding RFQ 2020-
001 Concession Lease;
AND THAT the lease for the concession at the Tillsonburg
Community Centre be awarded to Dobro Jesti Inc. (Caledonia) for
the term of August 1, 2020 through April 30, 2023, at the
annualized rate of $5,600.00 plus HST;
AND THAT a By-law is brought forward for approval once the
contract is signed.
Carried
16. New Business
17. Consideration of Committee Minutes
17.1 Committee Minutes
18. Motions/Notice of Motions
Resolution # 2020-188
Moved By: Councillor Gilvesy
Seconded By: Councillor Parker
WHEREAS the Federal Government passed legislation to approve a Carbon Tax
to help mitigate Green Gas Emissions;
AND WHEREAS the COVID-19 pandemic has changed the immediate focus of
Canadians from Climate Change to Financial Sustainability;
THAT The Town of Tillsonburg request Prime Minister Justin Trudeau to roll back
the $10 per tonne or 50% increase in the carbon tax which came into effect on
April 1st, 2020;
AND THAT This tax increase applies increased financial pressures on
businesses, citizens and industry already being crippled by the hardships of the
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COVID-19 virus which include but are not limited to: massive layoffs, shuttered
businesses, health problems, fear, anxiety and undue amounts of pressure;
AND THAT the local governments who represent the very heart and soul of our
small communities bring forth the message from our ratepayers and reach out to
our Federal Counterparts so that their voices can be heard;
AND THAT this resolution be sent to Prime Minister Justin Trudeau, the
appropriate Federal Ministry or Ministries, our local MP and all Ontario
Municipalities;
AND FURTHER THAT this resolution be shared with all neighbouring
communities with the request to support the resolution put forth from the Town of
Tillsonburg.
Carried
19. Resolutions/Resolutions Resulting from Closed Session
20. By-Laws
20.1 By-Law 2020-032, Being a By-Law to Amend Zoning By-Law 3295 (ZN
7-20-4)
20.2 By-Law 2020-033, To authorize the borrowing of money during the
Fiscal Year Ending December 31, 2020
20.3 By-Law 2020-035, To amend By-Law 3701 (Traffic By-Law)
20.4 By-Law 2020-037, To Authorize an Airport Hanger Land Lease
Agreement with Robert L.D. Bennett
20.5 By-Law 2020-038, To delegate various powers and duties to the
Mayor and CAO of the Town of Tillsonburg in response to the COVID-
19 pandemic (Withdrawn)
Resolution # 2020-189
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT By-Law 2020-032, Being a By-Law to Amend Zoning By-Law 3295
(ZN 7-20-4); and
By-Law 2020-033, To authorize the borrowing of money during the Fiscal
Year Ending December 31, 2020; and
By-Law 2020-035, To amend By-Law 3701 (Traffic By-Law); and
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By-Law 2020-037, To Authorize an Airport Hanger Land Lease Agreement
with Robert L.D. Bennett, 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
20.6 By-Law 2020-036, To Authorize an Agreement of Purchase and Sale
Staff noted that the Town would utilize construction financing over a five
year period followed by a long term debt. A portion of the lands is
available for sale and recovery.
Resolution # 2020-190
Moved By: Councillor Luciani
Seconded By: Councillor Parker
THAT By-Law 2020-036, To Authorize an Agreement of Purchase and
Sale, 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. Confirm Proceedings By-law
Resolution # 2020-191
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT By-Law 2020-028, to Confirm the Proceedings of the Council Meeting held
on April 14, 2020, be read for a first, second, third and final reading and that the
Mayor and the Clerk be and are hereby authorized to sign the same, and place
the corporate seal thereunto.
Carried
22. Items of Public Interest
The next regular Council meeting will be held on Monday, April 27, 2020 at 6:00
p.m. via video conference.
23. Adjournment
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Resolution # 2020-192
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT the Council Meeting of Tuesday, April 14, 2020 be adjourned at 9:57 p.m.
Carried