201214 Council MIN 1
The Corporation of the Town of Tillsonburg
Council Meeting
MINUTES
Monday, December 14, 2020
4:00 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
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
_____________________________________________________________________
1. Call to Order
The meeting was called to order at 4:00 p.m.
2. Closed Session (4:00 p.m.)
Resolution # 2020-567
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
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THAT Council move into Closed Session to consider two personal matters about
identifiable individuals, including Town employees, and a proposed or pending
acquisition or disposition of land by the municipality or local board.
Carried
2.1 Adoption of Agenda
2.2 Adoption of Closed Session Council Minutes
2.3 Reports
2.3.1 239 (2) (b) personal matters about identifiable individuals,
including municipal or local board employees;
2.3.2 239 (2) (b) personal matters about identifiable individuals,
including municipal or local board employees;
2.3.3 239 (2) (c) a proposed or pending acquisition or disposition of
land by the municipality or local board;
2.4 Back to Open Session
3. Adoption of Agenda (6:00 p.m.)
Resolution # 2020-568
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT the Agenda as prepared for the Council meeting of Monday, December 14,
2020, with item 14.7.1 Staff Report RCP 20-38, being considered prior to item
11, be approved.
Carried
4. Moment of Silence
5. Disclosures of Pecuniary Interest and the General Nature Thereof
Councillor Gilvesy declared pecuniary interest on the following item:
1. Item 10.2 in open session with the reason being that buildings owned in the
downtown core would see a direct financial gain if the proposed expansion
comes to fruition.
No other disclosures of pecuniary interest were declared.
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6. Adoption of Council Minutes of Previous Meeting
Resolution # 2020-569
Moved By: Councillor Luciani
Seconded By: Councillor Esseltine
THAT the minutes of the Council meeting held on Monday, November 23, 2020,
be approved.
Carried
7. Presentations
8. Public Meetings
Resolution # 2020-570
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council move into the Committee of Adjustment to hear applications for
Minor Variance at 6:05 p.m.
Carried
8.1 Application for Minor Variance A13-20 (Zeller)
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 agent submitted a written letter of support for the application. The
applicants were not in attendance.
No members of the public appeared before Council either in support of or
opposition to the application.
Council passed the following resolution.
Resolution # 2020-571
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT the Committee of Adjustment approve Application File A13-20,
submitted by Scott & Ann Zeller, for lands described as Lot 61, Plan 41M-
218, in the Town of Tillsonburg, as it relates to:
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1. Relief from Section 6.2 - R1 Zone Provisions, to increase the maximum
permitted lot coverage from 33% to 35%, to facilitate the construction of a
pool house / covered patio on the subject lands.
Subject to the following conditions:
i. That the relief shall only apply to the construction of a covered patio /
pool house of an approximate scale and location as depicted on Plate 3 of
Report CP 2020-345.
ii. The Owners shall obtain a building permit for the proposed covered
patio / pool house within one year of the date of the Committee’s Decision.
Carried
Resolution # 2020-572
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council move out of the Committee of Adjustment and move back
into regular Council session at 6:10 p.m.
Carried
9. Planning Reports
10. Delegations
10.1 Oxford County Warden Larry Martin Re: County Council Composition
Larry Martin, Oxford County Warden, was present to provide information
regarding the County Council Composition discussions to date.
Opportunity was provided for comments and questions from Council.
There was discussion and support noted regarding an additional Town of
Tillsonburg representative on County Council.
There was discussion regarding the process for electing Warden.
Resolution # 2020-573
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receives the delegation from Larry Martin, Oxford County
Warden, as information.
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Carried
10.2 Tillsonburg BIA Re: MOU with Town, Boundary Expansion Request,
and 2021 BIA Budget Request
Mark Renaud, Executive Director, Tillsonburg BIA, appeared before
Council to provide an overview of the 2021 BIA budget request of
$164,270 and the BIA's business plan for 2021. Mr. Renaud provided
support for the proposed MOU between the Town and BIA as attached to
staff report RCP 30-38. Mr. Renaud provided support and rationale for the
BIA boundary expansion request.
Opportunity was provided for comments and questions from Council.
There was discussion regarding the boundary expansion request and the
associated public process. It was asked how the businesses in the
proposed new areas would benefit from joining the BIA. It was asked how
locations would benefit which are already promoted by the Town such as
the Annandale National Historic Site.
There was discussion regarding the 2021 BIA budget request.
Mr. Renaud noted that street blades need to be replaced to meet AODA
requirements.
Resolution # 2020-574
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT the presentation from the BIA be received and that the MOU
request be dealt with in conjunction with staff report item 14.7.1, that the
budget be referred to the Budget meeting on December 16th, and that
staff be asked to prepare a report on the BIA boundary request to include
the process involved under the Act and also options available for Council
consideration.
Carried
Item 14.7.1. was considered next.
11. Deputation(s) on Committee Reports
11.1 CLK 20-46 Accessibility Advisory Committee Recommendation
Cindy Allen, Chair of Accessibility Advisory Committee, was present to
answer questions.
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Staff to inform Council on associated costs and timeline of completion
once determined.
Resolution # 2020-575
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives the recommendation from the Accessibility
Advisory Committee, as information;
AND THAT Council direct staff to take additional measures to improve the
safety of the Kinsmen Pedestrian Bridge surface in inclement weather by
ensuring all boards are screwed down, adding anti-slip adhesives and
enhancing winter maintenance.
Carried
11.2 DCS 20-29 Economic Development Advisory Committee
Recommendation
Jesse Goossens, Chair of Economic Development Advisory Committee,
was present to answer questions.
Cephas Panschow, Development Commissioner, was also present to
answer questions.
It was asked who would approve and pay for the advertising.
Staff noted that listing through a firm would allow the Town to market
properties through the most effective platforms.
Staff confirmed there would be a request for proposal process. It was
asked if the results of the RFP process would be brought to Council for
approval.
Resolution # 2020-576
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receives report DCS 20-29 Economic Development
Advisory Committee Recommendation Regarding Listing of Town
Property;
AND THAT the Town’s industrial lands be listed through a real estate firm
secured through a public process in accordance with the Town’s
Purchasing Policy.
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Carried
12. COVID-19
13. Information Items
13.1 Municipality of Bayham Re: Notice of Public Meeting Official Plan
Amendment
13.2 Thames Valley District School Board Re: Rural Education Task Force
Update and Survey
13.3 Long Point Region Conservation Authority 2021 Meeting Schedule
13.4 Strategy Corp Re: County of Oxford Service Delivery Review
Consultation
13.5 Oxford County Staff Report PW 2020-58
It was asked if more information will be provided to Council prior to a
meeting with Strategy Corp Inc. regarding the Service Delivery Review.
Resolution # 2020-577
Moved By: Councillor Esseltine
Seconded By: Councillor Luciani
THAT Council receives the Notice of Public Meeting from the Municipality
of Bayham dated November 23, 2020, the correspondence from the
Thames Valley District School Board dated November 23, 2020, Long
Point Region Conservation Authority 2021 Meeting Schedule, and the
correspondence from Strategy Corp regarding the County of Oxford
service delivery review consultation, and Oxford County Staff Report PW
2020-58, as information.
Carried
14. Staff Reports
14.1 Chief Administrative Officer
14.2 Clerk's Office
14.2.1 CLK 20-44 Committee Appointments
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Resolution # 2020-578
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receives Report CLK 20-44 Committee Appointment;
AND THAT a By-Law to amend By-Law 4247 Schedule A, be
brought forward for Council’s consideration.
Carried
14.2.2 CLK 20-45 Police Services Board Citizen Appointment
Resolution # 2020-579
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receives report CLK 20-45 Police Services Board
Citizen Appointment;
AND THAT Larry Scanlan be appointed to the Police Service Board
for the remainder of the Council term ending November 14, 2022.
Carried
14.3 Development and Communication Services
14.3.1 DCS 20-30 Offers to Purchase - Rokeby Road Properties
Cephas Panschow, Development Commissioner, was present to
answer questions.
Resolution # 2020-580
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives report DCS 20-30 Offers to Purchase
Rokeby Road Properties;
AND THAT a By-Law be brought forward to authorize the Mayor
and Clerk to enter into an agreement of purchase and sale for the
property described as 54 acres of land on the North side of Rokeby
Road, described at Lot 1641, Plan 500, Mid Con 4, NTR, Pt Lot 10;
and more particularly, Parts 1 & 2, Plan 41R-8386; and,
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AND THAT a By-Law be brought forward to authorize the Mayor
and Clerk to enter into an agreement of purchase and sale for the
property described as 11 Acres of land west of, and contiguous to
the Rokeby Road parcel, Lot 1640 Plan 500, Tillsonburg; Part 5,
Plan 44 OXRB; and Part Lot 8, Concession 4 North of Talbot Road.
Carried
14.3.2 DCS 20-31 Offer to Purchase - 41 Clear Valley Drive
Cephas Panschow, Development Commissioner, was present to
answer questions.
There was discussion regarding the process. It was suggested that
minimum bids be identified at the start of the process moving
forward.
Resolution # 2020-581
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receives report DCS 20-31 Offer to Purchase 41
Clear Valley Drive;
AND THAT a By-Law be brought forward to authorize the Mayor
and Clerk to enter into an agreement of purchase and sale with
Christian Devlin for the property described as part of Block D, Plan
M-53.
Carried
14.3.3 DCS 20-32 Surplus Land Declaration - Walkway between
Woodland Crescent and Trillium Drive
Cephas Panschow, Development Commissioner, was present to
answer questions.
Staff noted that the next steps would be to bring forward offers from
interested parties.
Resolution # 2020-582
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
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THAT Council receive report DCS 20-32 Surplus Land Declaration
Walkway between Woodland Crescent and Trillium Drive;
AND THAT the walkway property, described as Block 88, Plan
41M-139, be declared surplus to the needs of the Town of
Tillsonburg in accordance with Bylaw 3549 – Sale of Real Property
Policy including suitable notification to the public.
Carried
14.4 Finance
14.4.1 FIN 20-42 2021 Rates and Fees
Geno Vanhaelewyn, Chief Building Official, and Cephas Panschow,
Development Commissioner, were present.
Staff noted that new fees for "New Dog" and "New Cat" were
included for residents who purchase a new pet mid-year. Staff
confirmed the Animal Control By-Law does not currently recognize
other municipalities animal licenses for new residents.
A duplication of the advertising ice re-surfacing fees was noted.
It was noted that on pages 13 and 14 of the schedule there are
some advertising fees noted at a 2% increase and then later noted
at a 0% increase.
Wreath Campaign fee to be removed.
Staff noted that animal control fees are set through the animal
control contract with a third party. A new RFP will be released in
spring 2021.
Resolution # 2020-583
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receives report FIN 20-42 2021 Rates and Fees;
AND THAT a By-Law to provide a schedule of fees for certain
municipal applications, services, and permits be brought forward for
Council’s consideration.
Carried
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14.4.2 FIN 20-43 County Water and Wastewater Billing Agreement
Resolution # 2020-584
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receives report FIN 20-43 2021 County Water and
Wastewater Billing Agreement;
AND THAT Council authorize the signing of the Master Service
Agreement between the Town of Tillsonburg and the County of
Oxford;
AND THAT a By-Law to authorize a new agreement between the
Town of Tillsonburg and the County of Oxford for water and
wastewater billing, and to repeal By-Law 3976, be brought forward
for Council’s consideration.
Carried
14.5 Fire and Emergency Services
14.6 Operations
14.7 Recreation, Culture & Park Services
14.7.1 RCP 20-38 Tillsonburg BIA - 2021 Memorandum of
Understanding
There was discussion regarding the increase to the beautification
budget from 2019 to 2021.
Staff noted that the proposed 2021 Recreation, Culture and Parks
budget was reduced in response to the increased funding request
and increased service level proposed by the BIA.
Resolution # 2020-585
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT the recommendation contained in staff report RCP 20-38 be
deferred to the Council Budget meeting scheduled for December
16, 2020.
Carried
Item 11 was considered next.
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14.7.2 RCP 20-41 COVID-19 Resilience Infrastructure Grant– Local
Government Intake
There was discussion regarding the proposed widening and paving
of the Trans Canada Trail between Quarter Town Line and Tillson
Avenue, including linkage to North Street, and future use by
snowmobiles.
It was suggested to reach out to local community groups if letters of
support would be beneficial.
Resolution # 2020-586
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Report RCP 20-41 COVID-19 Resilience Infrastructure Grant
Local Government Intake be received as information;
AND THAT Council endorses the projects identified within the
report and directs staff to make application.
Carried
15. New Business
16. Consideration of Committee Minutes
16.1 Committee Minutes
Resolution # 2020-587
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receives the Physician Recruitment and Retention
Committee minutes dated November 3, 2020, the Memorial Park
Revitalization Advisory Committee minutes dated November 18, 2020, the
Tillsonburg Transit Advisory Committee minutes dated November 17,
2020 and the Economic Development Advisory Committee minutes dated
November 10, 2020, as information.
Carried
16.2 Business Improvement Area Board Minutes
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Resolution # 2020-588
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receives the Business Improvement Area Board Meeting
Minutes dated October 22, 2020, as information.
Carried
16.3 Long Point Region Conservation Authority Minutes
Resolution # 2020-589
Moved By: Councillor Esseltine
Seconded By: Councillor Luciani
THAT Council receives the Long Point Region Conservation Authority
Minutes dated November 4, 2020, the Long Point Region Conservation
Authority Budget Minutes dated November 12, and the Long Point Region
Source Protection Authority Minutes dated June 3, 2020, as information.
Carried
16.4 Tillsonburg Police Services Board
Resolution # 2020-590
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receives the Police Services Board minutes dated October
21, 2020, as information.
Carried
17. Motions/Notice of Motions
Resolution # 2020-591
Moved By: Councillor Parker
Seconded By: Councillor Gilvesy
THAT staff be directed to report on safety measures that can be put in place for
the Bidwell/Ridout Intersection and that the report be done in consultation with
the Police Services Board for completion by the end of Q2 2021.
Carried
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Councillor Rosehart confirmed the intent of the motion is to have staff report on
how to preserve commercial space in this area.
Resolution # 2020-592
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
In order to ensure that the Town has adequate commercial space in the
downtown, staff are asked to proceed with a general planning application to
prevent the conversion of commercial space on Broadway to residential on the
ground floor.
Carried
18. Resolutions/Resolutions Resulting from Closed Session
19. By-Laws
19.1 By-Law 2020-117, to amend Zoning By-Law Number 3295, as
amended (ZN 7-20-13)
19.2 By-Law 2020-118, to amend Zoning By-Law Number 3295, as
amended (ZN 7-20-15)
19.3 By-Law 2020-119, to Amend Schedule A of By-Law 4247 (Committee
Appointments)
19.4 By-Law 2020-120, to authorize an agreement of purchase and sale
with Armtec Inc.
19.5 By-Law 2020-121, to authorize an agreement of purchase and sale
with Armtec Inc.
19.6 By-Law 2020-122, to authorize an agreement of purchase and sale
with Christian Devlin
19.7 By-Law 2020-123, to authorize an agreement with the County of
Oxford for water and wastewater billing and to repeal By-Law 3976
Resolution # 2020-593
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT By-Law 2020-117, to amend Zoning By-Law Number 3295, as
amended (ZN 7-20-13); and
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By-Law 2020-118, to amend Zoning By-Law Number 3295, as amended
(ZN 7-20-15); and
By-Law 2020-119, to Amend Schedule A of By-Law 4247 (Committee
Appointments); and
By-Law 2020-120, to authorize an agreement of purchase and sale with
Armtec Inc.; and
By-Law 2020-121, to authorize an agreement of purchase and sale with
Armtec Inc.; and
By-Law 2020-122, to authorize an agreement of purchase and sale with
Christian Devlin; and
By-Law 2020-123, to authorize an agreement with the County of Oxford
for water and wastewater billing and to repeal By-Law 3976, 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
19.8 A By-Law to provide a schedule of fees for certain municipal
applications, services and permits
Resolution # 2020-594
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT A By-Law to provide a schedule of fees for certain municipal
applications, services and permits be read for a first and second time.
Carried
20. Confirm Proceedings By-law
Resolution # 2020-595
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT By-Law 2020-115, to Confirm the Proceedings of the Council meeting held
on December 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.
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Carried
21. Items of Public Interest
Council wished the community a safe and happy holidays.
Mayor Molnar provided a COVID-19 information update.
22. Adjournment
Resolution # 2020-596
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT the Council meeting of Monday, December 14, 2020 be adjourned at 9:24
p.m.
Carried