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210618 Boundary Adjustment Advisory Committee MinutesThe 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