211108 Council MIN 1
The Corporation of the Town of Tillsonburg
Council Meeting
MINUTES
Monday, November 8, 2021
5:00 PM
Electronic Meeting
ATTENDANCE: Mayor Molnar
Deputy Mayor Beres
Councillor Esseltine
Councillor Luciani
Councillor Parker
Councillor Rosehart
Regrets: Councillor Gilvesy
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
Renato Pullia, Interim Director of Finance/Treasurer
_____________________________________________________________________
1. Call to Order
2. Closed Session (5:00 p.m.)
Resolution # 2021-478
2
Moved By: Councillor Rosehart
Seconded By: Councillor Parker
THAT Council move into Closed Session to consider two matters of a proposed
or pending acquisition or disposition of land by the municipality or local board.
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) (c) a proposed or pending acquisition or disposition of
land by the municipality or local board;
2.5 Back to Open Session
3. Adoption of Agenda (6:00 p.m.)
Resolution # 2021-479
Moved By: Councillor Rosehart
Seconded By: Councillor Parker
THAT the Agenda as prepared for the Council meeting of November 8, 2021,
with item 14.7.2 Staff Report RCP 21-25 being dealt with following item 10.1, be
approved.
Carried
4. Moment of Silence
Mayor Molnar called upon Deputy Mayor Beres to recite the Act of
Remembrance. Remembrance Day ceremonies will be held in Tillsonburg on
Thursday, November 11, 2021. The Silent Walk will depart from Veteran's
Walkway at Rolph Street beginning at 10:30 a.m. Members of the public are
invited to participate.
5. Disclosures of Pecuniary Interest and the General Nature Thereof
3
No disclosures of pecuniary interest were declared.
6. Adoption of Council Minutes of Previous Meeting
Resolution # 2021-480
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT the minutes of the Council meeting held on October 25, 2021, be
approved.
Carried
7. Presentations
7.1 A+LiNK Architecture Inc. Re: Splash Pad
Alicia Lesniak, A+LiNK Architecture Inc., appeared before Council to
provide an overview of a proposed splash pad design.
Opportunity was presented for comments and questions from Council.
There was discussion regarding the design.
It was confirmed that the existing playground at this location will remain.
Staff noted that the proposed size of the splash pad was based on the
project budget as approved two years ago.
The tender will be released as soon as detailed design specifications are
compiled.
Resolution # 2021-481
Moved By: Councillor Esseltine
Seconded By: Deputy Mayor Beres
THAT Council receives the presentation from Alicia Lesniak of A+LiNK
Architecture Inc. regarding the splash pad, as information.
Carried
8. Public Meetings
Resolution # 2021-482
4
Moved By: Councillor Luciani
Seconded By: Councillor Parker
THAT Council move into the Committee of Adjustment to hear applications for
Minor Variance at 6:39 p.m.
Carried
8.1 Application for Minor Variance A 22-21 (McLaughlin)
Eric Gilbert, Senior Planner, Oxford County, appeared before Council to
provide an overview of the application. Staff recommend approval of the
application.
Opportunity was provided for comments and questions from Council.
The applicant, Maureen McLaughlin, was present to provide support for
the application.
No members of the public appeared before Council either in support or
opposition to the application.
Resolution # 2021-483
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT the Committee of Adjustment approve Application File A22-21,
submitted by Edwin and Maureen McLaughlin, for lands described as Part
Lots 3, 4 & 5, Concession 5, North Talbot Road, Part 7 41R-10104,
municipally known as 1701 Highway 3, Town of Tillsonburg, as it relates
to:
1. Permission to construct two residential accessory buildings, being
125.4 m2 (1,350 ft2) and 117 m2 (1,259.4 ft2) in size, and a covered
patio, 76.37 m2 (822.12 ft2) in size;
Subject to the following conditions:
1. A building permit for the proposed accessory structures shall be issued
within one year of the date of the Committee's decision;
2. That the proposed structures shall be located in a manner in-keeping
with that illustrated on Plate 3 of Staff Report CP 2021-381.
Carried
5
Resolution # 2021-484
Moved By: Councillor Rosehart
Seconded By: Councillor Luciani
THAT Council move out of the Committee of Adjustment and move back
into regular Council session at 6:46 p.m.
Carried
9. Planning Reports
10. Delegations
10.1 Tillsonburg BIA Re: 2022 BIA Memorandum of Understanding
Mark Renaud, Executive Director, Tillsonburg Business Improvement
Area, appeared before Council to provide support for the memorandum of
understanding as presented under agenda item 14.7.2 staff report RCP
21-25.
Opportunity was provided for comments and questions from Council.
There was discussion regarding collaboration between the Tillsonburg BIA
and the Town.
Rationale for the levy increase was requested. Mr. Renaud noted that
there is increased demand for services such as garbage removal due to
increased traffic in downtown and maintenance of garden's/plants due to
warmer summers.
Resolution # 2021-485
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receive the delegation from Mark Renaud, Executive
Director, Tillsonburg Business Improvement Area, regarding the
Memorandum of Understanding with the Town, as information;
AND THAT this information be referred to item 14.7.2 staff report RCP 21-
25, for consideration.
Carried
Item 14.7.2. was dealt with next.
6
10.2 South Central Ontario Region Economic Development Corporation
Re: Annual Partner Update
Kim Earls, Executive Director, SCOR EDC, appeared before Council to
provide an update from the corporation.
Opportunity was provided for comments and questions from Council.
Resolution # 2021-487
Moved By: Councillor Esseltine
Seconded By: Councillor Luciani
THAT Council receive the delegation from Kim Earls, Executive Director,
SCOR EDC, regarding the South Central Ontario Region Economic
Development Corporation Annual Partner Update, as information.
Carried
11. Deputation(s) on Committee Reports
12. COVID-19
13. Information Items
13.1 Solicitor General Re: Community Safety and Well-being (CSWB) Plan
Resolution # 2021-488
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receives the correspondence from the Solicitor General
dated October 26, 2021, as information.
Carried
14. Staff Reports
14.1 Chief Administrative Officer
14.2 Corporate Services
14.2.1 CS 21-25 Human Resource Policies
There was discussion regarding the policies.
7
Staff will be bringing a report forward near the end of the hybrid
work pilot project for Council's consideration.
Resolution # 2021-489
Moved By: Councillor Luciani
Seconded By: Councillor Esseltine
THAT the following policies be received for information:
• Vacation Time and Pay Policy
• Hours of Work and Overtime
• Dress Code Policy
• Workplace Anti-Violence Policy
• Requested Educational Assistance Policy
Carried
14.2.2 CS 21-32 Service provider for the 2022 Municipal Election
Staff confirmed that monies have been budgeted annually but that
the full amount will be considered during the 2022 budget
deliberations.
Resolution # 2021-490
Moved By: Councillor Rosehart
Seconded By: Councillor Parker
THAT report CS 21-32 regarding the service provider for the 2022
Municipal Election be received for information.
Carried
14.2.3 CS 21-33 Communications Strategy
Staff noted that the purpose of this document is to formalize what
the Town is already doing and to identify areas to be evaluated in
order to maximize resources and enhance communications.
Resolution # 2021-491
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
8
THAT the Communications Strategy be adopted.
Carried
14.2.4 CS 21-34 Ontario Heritage Act Processes
There was discussion regarding the process of adding non-
designated properties to the municipal heritage register and the
process to designate a heritage conservation district.
Concerns were noted about the processes.
Resolution # 2021-492
Moved By: Councillor Luciani
Seconded By: Councillor Esseltine
THAT Council receives report CS 21-34 Ontario Heritage Act
Processes, as information;
AND THAT Council support staff continuing with the next steps in
the process of listing Broadway Street between Venison Street and
Concession Street as a Heritage Conservation District including
provision of advance notice to effected property owners.
Defeated
Resolution # 2021-493
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receives report CS 21-34 Ontario Heritage Act
Processes, as information.
Carried
14.3 Economic Development
14.4 Finance
14.4.1 FIN 21-30 Commercial Banking Services
Staff were asked to explain the annualized financial savings and
what the net savings would be in 2022.
9
Resolution # 2021-494
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receives report FIN 21-30 Commercial Banking
Services;
AND THAT the purchasing process be foregone pursuant to the
Town’s Purchasing Policy 5-006, section 6. b);
AND THAT Council approves TD Commercial Banking as the
Town’s supplier of commercial banking services;
AND THAT a By-Law authorizing an agreement between The
Corporation of the Town of Tillsonburg and the Toronto-Dominion
Bank for the provision of banking services be brought forward for
Council consideration at the next regularly scheduled Council
meeting.
Carried
14.4.2 FIN 21-31 HST Audit Refund Proceeds
Staff were asked to explain how the HST audit refund proceeds are
determined and what the external consultant fee was.
Resolution # 2021-495
Moved By: Councillor Luciani
Seconded By: Councillor Parker
THAT Council receives report FIN 21-31 HST Audit Refund
Proceeds as information;
AND THAT the Town portion of the HST audit refund proceeds
totaling $76,345.72 be contributed to the Tax Rate Stabilization
Reserve in the amount of $50,849.62 and the Asset Management
Funding Reserve in the amount of $25,496.09.
Carried
14.5 Fire and Emergency Services
14.6 Operations and Development
14.7 Recreation, Culture and Parks
10
14.7.1 RCP 21-28 Rogers Home Town Hockey Event
The event will run from November 20 to 22, 2021. There will be a
parade downtown on November 20 starting at 11:00 a.m.
Resolution # 2021-496
Moved By: Deputy Mayor Beres
Seconded By: Councillor Esseltine
THAT report RCP 21-28 Rogers Home Town Hockey Event –
November 20-22, 2021, be received as information;
AND THAT Council authorize the use of existing 2021 funding in
the RCP Operating Budget - Community Events, for the intended
purpose of supporting the Home Town Hockey Event requirements
as outlined within the Rogers Letter of Agreement (LOA);
AND THAT the Mayor and Clerk be authorized to execute the LOA
with Rogers Media.
Carried
14.7.2 RCP 21-25 Downtown Tillsonburg BIA – 2022 Memorandum of
Understanding
Staff confirmed this line item can be addressed during 2022 budget
deliberations prior to year end.
Resolution # 2021-486
Moved By: Councillor Parker
Seconded By: Councillor Rosehart
THAT report RCP 21-25 Downtown Tillsonburg BIA - 2022
Memorandum of Understanding be received as information; and
AND THAT Council approve the proposed 2022 BIA Memorandum
of Understanding (MOU) as outlined within this report; and
AND THAT the amount requested for the 2022 MOU be deferred to
the 2022 budget deliberations; and
AND THAT the Mayor and Clerk be authorized to execute the
Agreement on behalf of the Corporation upon final budget approval.
Carried
11
Item 10.2. was dealt with next.
15. New Business
16. Consideration of Committee Minutes
16.1 Committee Minutes
Resolution # 2021-497
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receives the Physician Recruitment and Retention Advisory
Committee minutes dated September 7, 2021, the Cultural, Heritage and
Special Awards Advisory Committee minutes dated September 8, 2021,
and the Boundary Adjustment Advisory Committee minutes dated October
19, 2021, the Museum Advisory Committee minutes dated October 28,
2021, the Recreation and Sports Advisory Committee minutes dated
October 29, 2021, the Tillsonburg 150 Advisory Committee minutes dated
November 2, 2021, the Tillsonburg Dog Park Advisory Committee minutes
dated November 2, 2021, the Tillsonburg Transit Advisory Committee
minutes dated November 2, 2021, and the Tillsonburg Airport Advisory
Committee minutes dated October 21, 2021, as information.
Carried
16.2 Long Point Region Conservation Authority Board of Director Minutes
Resolution # 2021-498
Moved By: Councillor Parker
Seconded By: Councillor Rosehart
THAT Council receives the Long Point Region Conservation Authority
Board of Director minutes dated October 6, 2021, as information.
Carried
17. Motions/Notice of Motions
Councillor Esseltine asked that the below motion not be dealt with at this time.
Resolution # 21
Moved By: Councillor Esseltine
12
THAT the Culture, Heritage and Special Awards Committee recommends to
Council that the tree-lined Broadway street entrance to downtown Tillsonburg
from Concession Street in the North to Venison Street in the south, bordered by
stately, heritage homes and age-old trees, be listed as a Heritage Conservation
District in the town’s Municipal Register of Heritage Properties. The mid
Broadway stretch of unique century homes and surrounding trees continues to
welcome residents and visitors to both our town and our downtown in a grand
way.
AND FURTHER that once this motion is approved, staff be directed to
communicate this information to owners of homes whose addresses are included
in this listing, as well as to residents of the Town of Tillsonburg, as a new
initiative to recognize and promote heritage properties in our town. This is a
timely initiative to which the Heritage, Culture and Special Awards Committee
has committed, as we approach the 150th Anniversary of the incorporation of the
town.
18. Resolutions/Resolutions Resulting from Closed Session
19. By-Laws
20. Confirm Proceedings By-law
Resolution # 2021-499
Moved By: Councillor Rosehart
Seconded By: Councillor Luciani
THAT By-Law 2021-115, to Confirm the Proceedings of the Council meeting held
on November 8, 2021, 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
21. Items of Public Interest
The Town's Traffic Bylaw prohibits overnight parking on all streets from
November 15 to March 31, between 2:00 a.m. and 6:00 a.m.
Remembrance Day ceremonies will be held in Tillsonburg on Thursday,
November 11, 2021.
The Council Planning meeting scheduled for November 15, 2021 is cancelled as
there are no items requiring review.
13
The next regular Council meeting will be held on Tuesday, November 23, 2021 at
6:00 p.m.
22. Adjournment
Resolution # 2021-500
Moved By: Councillor Luciani
Seconded By: Councillor Parker
THAT the Council meeting of November 8, 2021 be adjourned at 8:50 p.m.
Carried