210927 Council MIN 1
The Corporation of the Town of Tillsonburg
Council Meeting
MINUTES
Monday, September 27, 2021
4:30 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, Director of Corporate Services/Clerk
Sheena Pawliwec, Director of Finance/Treasurer
Shane Caskanette, Fire Chief
Chris Baird, Director of Recreation, Culture and Parks
Carlos Reyes, Director of Operations and Development
Cephas Panschow, Development Commissioner
Amelia Jaggard, Deputy Clerk
_____________________________________________________________________
1. Call to Order
The meeting was called to order at 4:30 p.m.
2. Closed Session (4:30 p.m.)
Resolution # 2021-402
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
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THAT Council move into Closed Session to consider a proposed or pending
acquisition or disposition of land by the municipality or local board and two
personal matters about identifiable individuals, including municipal or local board
employees.
Carried
2.1 Adoption of Agenda
2.2 Disclosures of Pecuniary Interest and the General Nature Thereof
2.3 Adoption of Closed Session Council Minutes
2.4 Reports
2.4.1 239 (2) (c) a proposed or pending acquisition or disposition of
land by the municipality or local board;
2.4.2 239 (2) (b) personal matters about identifiable individuals,
including municipal or local board employees
2.4.3 239 (2) (b) personal matters about identifiable individuals,
including municipal or local board employees;
2.5 Back to Open Session
3. Adoption of Agenda (6:00 p.m.)
Resolution # 2021-403
Moved By: Councillor Parker
Seconded By: Councillor Gilvesy
THAT the Agenda as prepared for the Council meeting of September 27, 2021,
be approved.
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 # 2021-404
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Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT the minutes of the Council meeting held on September 13, 2021, be
approved.
Carried
7. Presentations
8. Public Meetings
9. Planning Reports
10. Delegations
11. Deputation(s) on Committee Reports
12. COVID-19
Mayor Molnar provided information on current provincial regulations.
13. Information Items
13.1 Ministry of Municipal Affairs and Housing Re: Site Plan Control
Guide
13.2 CN Rail Re: Rail Safety Week 2021 Proclamation request
Resolution # 2021-405
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receives the correspondence from the Ministry of Municipal
Affairs and Housing dated September 9, 2021 and the correspondence
from CN Rail dated September 14, 2021, as information.
Carried
13.3 Southwestern Public Health Re: Vaccination Policies
Mayor Molnar asked that Deputy Mayor Beres assume position as Chair
for agenda item 13.3.
There was discussion regarding the proposed report. Concerns were
noted and it was suggested that staff consult legal counsel in preparation
of the staff report.
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Resolution # 2021-406
Moved By: Mayor Molnar
Seconded By: Councillor Luciani
THAT Council receives the correspondence from the Medical Officer of
Health for Southwestern Public Health Unit dated September 20, 2021, as
information;
AND THAT staff be directed to prepare a report regarding a Municipal
Vaccination Policy, with various options and recommendations, for the
next Council meeting of October 12, 2021.
Carried
Mayor Molnar resumed position as Chair.
14. Staff Reports
14.1 Chief Administrative Officer
14.2 Corporate Services
14.2.1 CS 21-21 Customer Services Centre Holiday Closure
There was discussion regarding the proposed closure.
Resolution # 2021-407
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT the front office Customer Service Centre including water
operations be closed the week between Christmas and New Year’s.
Defeated
14.2.2 CS 21-26 Committee Appointments
Resolution # 2021-408
Moved By: Councillor Gilvesy
Seconded By: Councillor Parker
THAT a By-Law to amend By-Law 4247 Schedule A to appoint
Scott Gooding and Taylor Campbell to the Recreation and Sports
Advisory Committee and to appoint Nisha Khan-Dunn to the
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Cultural, Heritage and Special Awards Advisory Committee be
brought forward for Council’s consideration.
Carried
14.3 Economic Development
14.3.1 EDM 21-25 Surplus Land Declaration – Alley Lands between 6
and 8 John Street
Resolution # 2021-409
Moved By: Councillor Luciani
Seconded By: Councillor Parker
THAT Council receives Report EDM 21-25 Surplus Land
Declaration – Alley Lands between 6 and 8 John Street;
AND THAT the Alley Lands located between 6 John Street (Lot
606, Plan 500) and 8 John Street (Lot 607, Plan 500), and shown
as a public road, be closed;
AND THAT Alley Lands between 6 John Street and 8 John Street,
to be described by a new reference plan, be declared surplus to the
needs of the Town of Tillsonburg in accordance with Bylaw 2021-
031 (land disposition) including suitable notification to the public.
Carried
14.3.2 EDM 21-27 RFP 2021-007 Wayfinding Signage Enhancements
Karen Keller, Economic Development and Marketing Coordinator,
presented the proposed wayfinding signage enhancements.
There was discussion regarding the proposed wayfinding signage.
It was thought that the BIA Board wants the new BIA logo included
on signage.
There was discussion regarding the sizing of signage and the
painting of existing posts.
It was suggested that phase two includes the most important
signage and should be completed with phase one.
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Staff will need to prepare an additional report on phase 3 gateway
signs with recommendations to be presented to Council. Confirmed
existing gateway signs will remain.
Staff would work with contractor to determine timelines and then
report back to Council with an update.
Resolution # 2021-410
Moved By: Councillor Parker
Seconded By: Deputy Mayor Beres
THAT Council receive report EDM 21-27 RFP 2021-007 Wayfinding
Signage Enhancements;
AND THAT Council award RFP 2021-007 Wayfinding Signage to
Joker FX Inc of Goodwood, ON at a cost of $80,202 (not including
net HST) - the lowest bid received satisfying all Tender
requirements;
AND THAT the project be funded by a combination of $30,000 in
funds from the Economic Development Reserve (previously
earmarked);
AND THAT pre-budget approval for the remaining amount of
$50,202 plus net HST be granted;
AND THAT phase 1 and 2 be completed at the same time.
Carried
14.4 Finance
14.4.1 FIN 21-27 2022 Town and County of Oxford Public Budget
Survey Results
Resolution # 2021-411
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receives report FIN 21-27 2022 Town and County of
Oxford Public Budget Survey Results as information.
Carried
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14.4.2 FIN 21-28 Council 2022 Pre-Budget Requests
Council members provided comment on where they want to see the
tax rate, whether service levels should change and noted projects
they want considered during the budget process. Suggestions
regarding the tax rate ranged from 0% to inflation.
Staff noted that pre-budget approvals are expected to be brought
forward at the Council Budget meeting scheduled for Monday,
December 6, 2021. Staff will review the proposed budget process
at this meeting.
Resolution # 2021-412
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives report FIN 21-28 Council 2022 Pre-Budget
Requests;
AND THAT Councillors communicate to staff any specific budgetary
requests, where applicable, as identified in this report.
Carried
14.5 Fire and Emergency Services
14.6 Operations and Development
14.6.1 OPD 21-41 Fleet Replacement Program for Light Duty Vehicles
There was discussion regarding the proposed program.
Staff confirmed that the Town can exit the program at any point.
If approved legal counsel will review contract prior to execution.
Resolution # 2021-413
Moved By: Deputy Mayor Beres
Seconded By: Councillor Esseltine
THAT report OPD 21-41 Fleet Replacement Program for Light Duty
Vehicles be received as information;
AND THAT Council authorizes the transition of the Town’s light
duty in-house fleet management program to a corporate leased
ownership, maintenance, and management program;
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AND THAT Council authorizes the collaborative purchase award of
a corporate leased ownership, maintenance, and management
program to the Enterprise Fleet Management Leasing Program
effective for a 10-year commitment subject to fleet management
and inflation trends, funded from the Town’s annual operating
budget.
Carried
14.6.2 OPD 21-42 TGO Christmas Bus
Resolution # 2021-414
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT report OPD 21-42 T:GO Christmas Bus be received as
information;
AND THAT Council authorizes the T:GO In-Town bus to operate on
Saturday November 27th, December 4th, 11th and 18th, 2021;
AND THAT Sponsorship opportunities be made available to offset
the associated 2021 budgeted operating cost.
Carried
14.7 Recreation, Culture and Parks
14.7.1 RCP 21-25 Rogers Media - Community Event - Letter of
Agreement
Resolution # 2021-415
Moved By: Councillor Luciani
Seconded By: Councillor Parker
THAT Report RCP 21-25, Rogers Media - Community Event –
Letter of Agreement, be received as information; and
THAT The Mayor and Clerk be hereby authorized to execute the
Letter of Agreement (LOA); and
THAT a detailed staff report outlining the event be presented to
Council at an upcoming meeting.
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Carried
15. New Business
16. Consideration of Committee Minutes
16.1 Committee Minutes
It was asked if the proposed pavilion for the dog park would come to
Council. Staff noted there are approved capital funds that could be used
for this purpose. Staff to share update on plans for dog park.
Staff to confirm if any monies generated by the dog tag licensing program
support the dog park.
Resolution # 2021-416
Moved By: Deputy Mayor Beres
Seconded By: Councillor Esseltine
THAT Council receives the Memorial Park Revitalization Advisory
Committee minutes dated September 15, 2021, the Dog Park Advisory
Committee minutes dated September 14, 2021, the Transit Advisory
Committee minutes dated September 21, 2021 and the Recreation and
Sports Advisory Committee minutes dated September 22, 2021, as
information.
Carried
17. Motions/Notice of Motions
Moved By: Councillor Esseltine
Seconded By: Councillor Luciani
THAT Committees of Council be offered a third option for committee meetings.
Currently committee members can choose to meet virtually from individual
remote locations, or a hybrid meeting format can be used with some members
(up to seven people) in attendance at the council chambers and other committee
members attending virtually from remote locations;
AND THAT the third option to be considered at this time would be for all
committee members to meet in person at a town facility large enough to
accommodate up to 15 people while adhering to Southwestern Public Health
Covid-19 requirements including individual masking, two metres of separation
between persons attending, as well as proof of double vaccination.
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Individual committees will be able to select their preferred format.
Following some discussion, the mover asked that the motion be placed on the
next Council agenda for consideration given the staff report on a vaccination
policy.
Motion deferred to Council meeting of October 12, 2021.
18. Resolutions/Resolutions Resulting from Closed Session
19. By-Laws
19.1 By-Law 2021-103, to authorize an agreement with the Power Workers'
Union
19.2 By-Law 2021-104, to authorize an agreement with the Tillsonburg
Dispatchers Firefighters' Association
19.3 By-Law 2021-105, to amend By-Law 4247 Schedule A (Committee
Appointments)
Resolution # 2021-417
Moved By: Councillor Parker
Seconded By: Councillor Gilvesy
THAT By-Law 2021-103, to authorize an agreement with the Power
Workers' Union; and
By-Law 2021-104, to authorize an agreement with the Tillsonburg
Dispatchers Firefighters' Association; and
By-Law 2021-105, to amend By-Law 4247 Schedule A (Committee
Appointments), 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. Confirm Proceedings By-law
Resolution # 2021-418
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT By-Law 2021-102, to Confirm the Proceedings of the Council meeting held
on September 27, 2021, be read for a first, second, third and final reading and
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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
Staff confirmed that memorial arena ice has been made and that the public can
now book the mini pad online.
Staff provided an update on the Vienna Road project; work is expected to be
completed at the end of October.
Upcoming Council meetings include:
• Tuesday, October 12, 2021 at 6:00 p.m. regular meeting.
• Monday, October 18, 2021 at 4:30 p.m. for the purpose of holding public
meetings for planning applications.
22. Adjournment
Resolution # 2021-419
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT the Council meeting of September 27, 2021 be adjourned at 8:42 p.m
Carried