210723 Boundary Adjustment Advisory Committee AgendaThe Corporation of the Town of Tillsonburg
Boundary Adjustment Advisory Committee
July 23, 2021
10:00 a.m.-11:00 a.m.
ELECTRONIC
AGENDA
1.Call to Order
2.Adoption of Agenda
Proposed Resolution #1
Moved by:
Seconded by:
THAT the Agenda as prepared for the Boundary Adjustment Advisory Committee
meeting of July 23, 2021, be adopted.
3.Adoption of Minutes
Proposed Resolution #2
Moved by:
Seconded by:
THAT the Minutes as prepared for the Boundary Adjustment Advisory Committee
meeting on June 18, 2021, be adopted.
4.Disclosures of Pecuniary Interest and the General Nature Thereof
5.Presentations
6.General Business & Reports
5.1 Town of Tillsonburg Maps – provided by Cephas
Aerial map
Subdivision Control Map
Future Residential Development (vacant)
5.2 Discussion on Hampson Report 2019 on Oxford County Growth
5.3 Correspondence from E&E McLaughlin re: Norfolk Mall - Councillor Parker
5.4 Verbal challenge from chair for each member.
W here the boundary should be in 40 years and why?
What should the focus be: Industry, Commercial, or Residential?
(please come prepared with some ideas to discuss)
5.3 Meeting location, dates and time
Proposed Resolution #4
Moved by:
Seconded by:
THAT the Boundary Adjustment Committee meet on the _____ of _______ at ____
a.m./p.m.
7.Round Table
8.Next Meeting
The next meeting will be held in September on *********
9.Adjournment
Proposed Resolution #5
Moved by:
Seconded by:
THAT the July 23, 2021 Boundary Adjustment meeting be adjourned at _____ a.m.
The Corporation of the Town of Tillsonburg
Boundary Adjustment Committee Meeting
June 18, 2021
Electronic Meeting 10:00 a.m.
MINUTES
Present: Mayor Stephen Molnar, Councillor Chris Parker, Dave Beres, Jesse Goosens,
Samantha Hamilton, Cedric Tomico, Andrew Burns
Absent with Regrets:
Staff: Kyle Pratt, CAO, Cephas Panchow, Director of Development, Amelia Jaggard,
Deputy Clerk, Lisa Jibson, Acting Executive Assistant (recording)
1. Call to Order
The meeting was called to order at 10:02 a.m. by Amelia Jaggard
2. Adoption of Agenda
Proposed Resolution #1
Moved by: Andrew Burns
Seconded by: Cedric Tomico
THAT the Agenda as prepared for the Boundary Adjustment Committee meeting of
June 18, 2021, be adopted
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
4. Presentations
There were no presentations.
5. General Business & Reports
5.1 Orientation- Amelia Jaggard & Lisa Jibson
The Deputy Clerk has provided some important resources for Committee members
listed below. Lisa Jibson, staff liaison, will circulate to committee members following
the meeting.
A. Committee Handbook
o This is an introductory handbook that contains basic information and should
be used in conjunction with materials specific to your Committee such as the
Terms of Reference.
B. Terms of Reference
C. Policy for Boards and Committees
o The purpose of this policy is to identify a process for establishing Boards and
Committees of Council and requirements for maintaining and supporting their
work. This policy supplements the Tillsonburg Procedural By-Law.
Key points:
o Resignation/Dismissal Process: Members wishing to resign their
appointment will submit a letter of resignation to the committee chair. The
committee would receive the resignation as information and it would be
recorded in the minutes. The Chair will forward the resignation letter to the
Clerk’s office, which will initiate the appointment process to fill the vacancy.
Council, at its discretion can dismiss any committee in its entirety or any
member thereof at any time.
o Absentee Requirements:
If you are unable to attend a meeting you sh ould inform the staff liaison at the
earliest opportunity.
A member 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.
If any member is absent from three consecutive meetings, without
justification, the Chair and the staff liaison, will ask the member whether or
not they wish to attend meetings and remain on the committee or resign.
o Pecuniary Interest:
Defined: A member is considered to have a pecuniary interest in a matter if
the outcome could result in either a financial loss or gain for the member or a
family member of the member. If a member has a pecuniary interest in any
matter and is, or will be, present at a meeting at any time at which t he matter
is the subject of consideration, the member will:
-Before any consideration of the matter, at the meeting verbally disclose the
interest and its general nature;
-Not, at any time, take part in discussion of, or vote on, any question in
respect to the matter; and
-Leave the meeting and remain absent from it at any time during
consideration of the matter. (The Municipal Conflict of Interest Act does not
require this, however the policy recommends it because just by being in the
room you could have influence over the vote. In this electronic setting it would
be appropriate to just turn off your camera and mute your microphone)
D. Code of Conduct
Key Points from this document:
o Conduct at Meetings: Members will conduct themselves with decorum at all
meetings in accordance with the provisions of the Tillsonburg Procedural By-
Law. Respect for delegations, fellow members and staff requires that all
members show courtesy and not distract from the business of the Town
during presentations and when other members have the floor.
o Discreditable Conduct: All members have a duty to treat members of the
public, one another and staff appropriately and without abuse, bullying or
intimidation.
o Complaint Protocol: Any individual who has identified or witnessed
behaviour or activity by a member that appears to be in contravention of the
Code of Conduct may submit a written complaint to the Clerk’s office.
(Committee members, Council members dealt with through the Integrity
Commissioner). (If a complaint is filed against a member, the CAO and Mayor
would review the situation and may recommend that council remove the
member from the committee.)
E. Tillsonburg Procedural By-law
This document contains the rules of procedure and governance for meetings of
Council and Committees
5.2 Election of Chair & Vice Chair- Amelia Jaggard & Lisa Jibson
Proposed Resolution #2
Moved by: Cedric Tomico
Seconded by: Councillor Parker
THAT Deputy Mayor Dave Beres be nominated for the role of Chair (until November
2022).
Carried
Proposed Resolution #3
Moved by: Deputy Mayor Dave Beres
Seconded by: Andrew Burns
THAT Cedric Tomico be nominated for the role of Vice Chair.
Carried
5.3 Meeting location, dates and time
Proposed Resolution #4
Moved by: Cedric Tomico
Seconded by: Councillor Chris Parker
THAT the Boundary Adjustment Committee meet for 1 meeting per month, or a
minimum of 10 times per year.
Staff will send around an electronic poll to determine date and time of meeting moving
forward.
Carried
6. Round Table
Discussion was held regarding the Hemson report as a good place to start the
conversation surrounding land needs, current inventory and future demands. It was
recommended to present this report to the committee at the next meeting to see if it is
still relevant.
A map available of the town with available parcels and recent developments to share
with the committee has been requested. Cephas to provide the map to the committee.
Question was asked if we had an aerial map. Cephas does have one also.
Concerns were raised about diminishing commercial industrial space and FUG (future
urban growth)
Discussion evolved around what does a boundary adjustment involve? How will it affect
the County of Oxford? Will it affect other neighbouring counties? Do we need to adjust
the boundaries?
Comments were made to keep discussions private so as not to end up in newspaper or
to antagonize residents, and to exert Executive closed session when discussion
warrants.
It was noted that the Town’s Planning Department and Economic Development
department are overwhelmed with residential interest in Tillsonburg and the need to be
cognizant of discussions outside the committee.
7. Adjournment
Resolution #5
Moved by: Chris Parker
Seconded by: Andrew Burns
THAT the June 18, 2021 Boundary Adjustment Advisory Committee meeting be
adjourned at 10:49 a.m.
Carried