201123 Council MIN 1
The Corporation of the Town of Tillsonburg
Council Meeting
MINUTES
Monday, November 23, 2020
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
ATTENDANCE: Mayor Molnar
Deputy Mayor Beres
Councillor Esseltine
Councillor Gilvesy
Councillor Luciani
Councillor Parker
Councillor Rosehart
Staff: Michelle Smibert, Town Clerk
Sheena Pawliwec, Acting Treasurer
Chris Baird, Director of Recreation, Culture and Parks
Carlos Reyes, Director of Operations
Brad Lemaich, Fire Chief
Amelia Jaggard, Deputy Clerk
Regrets: Kyle Pratt, Chief Administrative Officer
_____________________________________________________________________
1. Call to Order
The meeting was called to order at 6:00 p.m.
2. Closed Session
3. Adoption of Agenda
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Resolution # 2020-516
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT the Agenda as prepared for the Council meeting of Monday, November 23,
2020, with item 15.3.1 Staff Report DCS 20-25, being considered prior to item 8,
and with item 15.3.2 Staff Report DCS 20-28, being considered prior to item 11,
be approved.
Carried
4. Moment of Silence
5. Disclosures of Pecuniary Interest and the General Nature Thereof
No disclosures of pecuniary interests were declared.
6. Adoption of Council Minutes of Previous Meeting
Resolution # 2020-517
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT the minutes of the Council meeting held on Monday, November 9, 2020,
and the minutes of the Council Planning meeting held on Monday, November 16,
2020, be approved.
Carried
7. Presentations
7.1 Cloudpermit
Peter Rotenberg provided an overview of the Cloudpermit software.
Opportunity was provided for comments and questions from Council.
Item 15.3.1. was considered next.
Resolution # 2020-518
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receives the presentation regarding Cloudpermit, as
information;
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AND THAT the information from the presentation be forwarded to
consideration of Staff Report DCS 20-25.
Carried
8. Public Meetings
9. Planning Reports
10. Delegations
10.1 Edwin and Maureen McLaughlin Re: Staff Report DCS 20-28
Edwin and Maureen McLaughlin, interested purchasers of lands at 1101
Highway 3, provided an overview of the proposed use of the lands. The
intention is to create a venue for small corporate events, including
meetings and weddings of 100 people or less, with overnight
accommodations.
Opportunity was provided for comments and questions from Council.
The delegates indicated the project would be completed in approximately
two years' time subject to approved rezoning of the property.
Item 15.3.2 was considered next.
Resolution # 2020-519
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receives the delegation by Edwin and Maureen McLaughlin,
as information;
AND THAT the information from the delegation be forwarded to
consideration of Staff Report DCS 20-28.
Carried
11. Deputation(s) on Committee Reports
12. COVID-19
Effective today, Monday, November 23, 2020 at 12:01 a.m. Southwestern Public
Health region has moved to the Orange-Restrict tier.
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Staff provided an updated regarding operations at the Tillsonburg Community
Centre. Staff confirmed that all doors within the facility can be used as exits in the
event of an emergency.
13. Information Items
13.1 Long Point Region Conservation Authority Re: 2021 Draft Budget
13.2 Tillsonburg Fairboard Re: Proposed projects
Staff to confirm if the Fairboard requires any direction from Council
regarding the proposed advertisement project.
Resolution # 2020-520
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receives the correspondence from the Long Point Region
Conservation Authority dated November 13, 2020 and the
correspondence from the Tillsonburg Fairboard dated November 23, 2020,
as information.
Carried
14. Quarterly Reports
14.1 FIN 20-38 2020 Third Quarter Consolidated Financial Results
Opportunity was provided for comments and questions from Council.
Staff noted that the Town will not likely receive funding from the COVID
phase 2 funding stream due to the surplus.
Resolution # 2020-521
Moved By: Councillor Esseltine
Seconded By: Councillor Luciani
THAT Council receives report FIN 20-38 2020 Third Quarter Consolidated
Financial Results, as information.
Carried
14.2 FIN 20-39 2020 Third Quarter Corporate Services Results
14.3 DCS 20-27 Third Quarter Economic Development and Marketing
Results
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14.4 DCS 20-26 2020 Third Quarter Building Planning By-Law Services
Results
14.5 FRS 20-14 2020 Third Quarter Fire Services Results
14.6 OPS 20-38 2020 Third Quarter Operations Services Results
14.7 RCP 20-40 2020 Third Quarter Recreation, Culture and Parks Results
Opportunity was provided for comments and questions from Council.
Staff noted that if a complaint is made against a resident for leaving their
garbage out staff connect with the resident to inform them of the correct
process. The CBO noted it can be challenging to identify who is
responsible for garbage dumping.
Staff noted that outstanding fire prevention inspections are being
addressed and that the annual target is 50 inspections.
There was discussion regarding the traffic signal control system project
that is currently on hold with no allocated funding.
Staff to confirm if Bloomer Street repair was related to problems recently
experienced at Bloomer and Simcoe
Staff confirmed there is no status update regarding the ICIP grant
application.
Staff have assessed the Tillsonburg Community Centre as a result of
noise complaints and have determined all systems on the property are
functioning properly. Staff will try to identify the source of the noise.
Staff noted that an MOU with the Tillsonburg BIA will be brought forward
for consideration on December 14.
Resolution # 2020-522
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receives the 2020 Third Quarter Department Results, as
information.
Carried
15. Staff Reports
15.1 Chief Administrative Officer
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15.2 Clerk's Office
15.2.1 CLK 20-40 Legal Services RFP
Staff noted that billable hours includes travel time and that most
work is done via electronic communication.
Section 3 of the agreement to be amended to remove reference to
Human Resources/Employment Law.
Resolution # 2020-523
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Duncan Linton LLP be retained as the Town’s Solicitor with
the terms and conditions outlined in the services agreement;
AND THAT a By-Law to authorize the agreement be brought
forward for Council’s consideration.
Carried
15.2.2 CLK 20-41 Committee of Adjustment
Resolution # 2020-524
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives report CLK 20-41 Committee of Adjustment;
AND THAT all members of Tillsonburg Town Council be appointed
to the Committee of Adjustment;
AND THAT an appointment By-Law be brought forward for
Council’s consideration.
Carried
15.2.3 CLK 20-42 2021 Council Meeting Calendar
Resolution # 2020-525
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receives Report CLK 20-42 2021 Council Meeting
Calendar;
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AND THAT the following regular Council meetings be re-scheduled
for 2021:
1. Monday, October 11, 2021 be re-scheduled to Tuesday,
October 12, 2021 due to Thanksgiving Monday.
2. Monday, May 24, 2021 be re-scheduled to Tuesday, May 25,
2021 due to Victoria Day.
AND THAT the following regular Council meetings be cancelled for
2021:
1. Monday, July 26, 2021
2. Monday, August 23, 2021
3. Monday, December 27, 2021
AND THAT Council Planning meetings for the purpose of holding
public meetings for planning applications, be held on the third
Monday of each month starting at 4:30 p.m., except in the months
of July, August and December.
AND THAT the following Council Planning meetings be re-
scheduled for 2021:
1. Monday, January 18, 2021 be re-scheduled to Tuesday,
January 19, 2021 due to an already scheduled Council Budget
meeting.
2. Monday, February 15, 2021 be re-scheduled to Tuesday,
February 16, 2021 due to Family Day.
Carried
15.2.4 CLK 20-43 BIA Boundary Expansion
BIA Executive Director will be providing additional information that
will be brought forward for Council's consideration.
Resolution # 2020-526
Moved By: Councillor Luciani
Seconded By: Councillor Esseltine
THAT this update on the BIA expansion request be received for
information.
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Carried
15.3 Development and Communication Services
15.3.1 DCS 20-25 Cloudpermit E-Permitting Portal
Geno Vanhaelewyn, Chief Building Official, was present to answer
questions.
Opportunity was provided for comments and questions from
Council.
Staff confirmed that the $20,000 is an annual fee based on usage.
Staff noted that the Town will work in partnership with Cloudpermit
to inform and educate the public.
Item 10.1. was considered next.
Resolution # 2020-527
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receives Report DCS 20-25 Cloudpermit E-
Permitting Portal as information;
AND THAT Council continues to support the requirements set in
the Ontario Building Code Act to ensure adequate measures are in
place to administer the Ontario Building Code;
AND FURTHER THAT Council authorizes the Chief Building
Official to proceed with the single source award for the purchase
and implementation of Cloudpermit E-Permitting Software to be
funded from Building Permit Reserves.
Carried
15.3.2 DCS 20-28 Offer to Purchase 1101 Highway 3
Cephas Panschow, Development Commissioner, was present to
answer questions.
Opportunity was provided for comments and questions from
Council.
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Staff noted that the reasoning for not pursuing a zone change prior
to the sale was based on the risks associated to maintaining the
house on the subject property.
Staff confirmed that the Town would retain the option to utilize the
land for public trails but does not require that the Town develop
public trails in the future.
Item 13 was considered next.
Resolution # 2020-528
Moved By: Councillor Parker
Seconded By: Councillor Luciani
THAT Council receives report DCS 20-28 Offer to Purchase 1,101
Highway 3;
AND THAT the non-industrial portions of the 1,101 Highway
property be declared surplus to the needs of the Town of
Tillsonburg in accordance with By-Law 3549 Sale of Real Property
Policy;
AND THAT a By-Law be brought forward to authorize the Mayor
and Clerk to enter into an agreement of purchase and sale with
Edwin McLaughlin and Maureen McLaughlin for the non-industrial
portions of the 1,101 Highway 3 Property described as part of Part
1, Plan 37R-283.
Carried
15.4 Finance
15.4.1 FIN 20-40 Q3 2020 Covid-19 Financial Impact and Year-End
Forecast
Staff confirmed that Council could implement tax deferrals again in
the future if desired.
Resolution # 2020-529
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receives report FIN 20-40 Q3 2020 COVID-19
Financial Impact & Projected Year-End Forecast as information.
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Carried
15.4.2 FIN 20-41 Renewal of lease for 90 Concession St. E
Staff to confirm that there are no associated incremental costs.
Resolution # 2020-530
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives report FIN 20-41 Renewal of lease for 90
Concession Street East as information;
AND THAT Council authorize the Lease Extension and Amending
Agreement to the lease for 90 Concession St. E to the Province of
Ontario for use as the Headquarters for the Oxford County
Detachment of the Ontario Provincial Police for 2021-2025;
AND THAT a By-law be brought forward for Council's
consideration.
Carried
15.5 Fire and Emergency Services
15.6 Operations
15.6.1 OPS 20-35 Waste Management Contract
Dan Locke, Manager of Public Works, was present to answer
questions.
Staff confirmed that the fees identified in Schedule A of the
agreement are monies paid by the County to Tillsonburg. Staff will
identify estimated cost to Town related to large item pickup.
There was discussion regarding the timing in which an agreement
needs to be signed. Staff noted that there are no implications to not
approving the agreement today.
Resolution # 2020-531
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receives report OPS 20-35 Waste Management
Contract renewal as information;
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AND THAT the information contained therein be forwarded to the
2021 Business Plan and Budget process for consideration.
Carried
15.7 Recreation, Culture & Park Services
15.7.1 RCP 20-39 July to September RCP Activity Report
Staff noted that the Perfectmind software will allow for online
registrations which will enhance customer service.
Staff to determine associate charge for family tree searches by
Museum.
Resolution # 2020-532
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receives report RCP 20-39, July to September 2020
Activity Reports, for information.
Carried
16. New Business
17. Consideration of Committee Minutes
17.1 Committee Minutes
It was asked what information will be available for review when public
engagement for the Town Hall project begins.
Resolution # 2020-533
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receives the Culture, Heritage and Special Awards Advisory
Committee minutes dated November 4, 2020, the Parks, Beautification
and Cemeteries Committee minutes dated November 5, 2020, and the
Town Hall Steering Committee minutes dated September 17, 2020, as
information.
Carried
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17.2 LPRCA Board Minutes
Resolution # 2020-534
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receives the Long Point Region Conservation Authority
minutes dated October 7, 2020, as information.
Carried
18. Motions/Notice of Motions
19. Resolutions/Resolutions Resulting from Closed Session
20. By-Laws
20.1 A By-Law to authorize a waste management agreement and to repeal
By-Law 3319
Withdrawn.
20.2 By-Law 2020-109, to appoint a Committee of Adjustment
20.3 By-Law 2020-110, to authorize an agreement for legal services
20.4 By-Law 2020-111, to authorize an agreement of purchase and sale
with Edwin McLaughlin and Maureen McLaughlin (1101 Highway 3)
20.5 By-Law 2020-112, to authorize a lease extension and amending
agreement
Resolution # 2020-535
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT By-Law 2020-109, to appoint a Committee of Adjustment; and
By-Law 2020-110, to authorize an agreement for legal services; and
By-Law 2020-111, to authorize an agreement of purchase and sale with
Edwin McLaughlin and Maureen McLaughlin (1101 Highway 3); and
By-Law 2020-112, to authorize a lease extension and amending
agreement, 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.
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Carried
21. Confirm Proceedings By-law
Resolution # 2020-536
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT By-Law 2020-108, to Confirm the Proceedings of the Council Meeting held
on November 23, 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
Tillsonburg BIA Annual General Meeting is scheduled for Thursday, December
26, 2020 via video conference.
The Helping Hand Food Bank in Tillsonburg is introducing a new 12 Days of
Giving food drive in December. Food donations can be dropped off in the alley
behind the food bank (55 Broadway) on December 12 and December 19 from
9:00 a.m. to 3:00 p.m.
Upcoming Council Budget meetings include:
• Monday, November 30, 2020 at 4:00 p.m.
• Monday, December 7, 2020 at 9:00 a.m.
• Tuesday, December 8, 2020 at 9:00 a.m.
• Thursday, December 10, 2020 at 9:00 a.m.
The next regular scheduled Council meeting will be on December 14, 2020.
23. Adjournment
Resolution # 2020-537
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT the Council Meeting of Monday, November 23, 2020 be adjourned at 8:18
p.m.
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Carried