100809 Regular Council Meeting MinutesMINUTES: Meeting for the Committee "Open Council'
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MINUTES
Town of Tillsonburg
Meeting for the Committee "Open Council"
on
Monday August 9, 2010 07:00 PM
Council Chambers
Chair: Stephen Molnar
Orders of the Day: Call to Order
Closed Meeting Session
Disclosure of Pecuniary Interest or the
General Nature Thereof
Minutes & Business Arising out of the
Minutes
Adoption of Agenda
Presentations
Public Meetings
Delegations
Quarterly Reports
Chief Administrative Officer
Operations
Community Services
Corporate Services
Finance
Information Items
Notice of Motion
Resolutions
Resolutions Resulting from Closed
Session
By -Laws
Items of Public Interest
Adjournment
CALL TO ORDER
Introductions: Ms. Ashley Andrews, HR Manager: and Ms. Emily Xuereb, D.C.B.O. Q
CLOSED MEETING SESSION
No. 1
Page 1
MINUTES: Meeting for the Committee "Open Council"
Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVED THAT Town Council move into Closed
Session, to consider matters relating to:
• the security of the property of the municipality (Report CO 2010-10 Lease Extension
with Ontario Realty Corporation; CAOCL10-20 First Capital Lease Renewal);
• personal matters about an identifiable individual - including municipal employees
(Nomination for Volunteer Recognition Award; Favourite Sons and Daughters
Nomination; CAOCL10-19 Former PUC Life Insurance; F12010-029 HR Investigation);
• litigation or potential litigation - including matters before administrative tribunals
affecting the municipality (FIRE 2010-05 - Fire Communications Agreement Report);
and
• for the purpose of educating or training the members (Funding Application to create a
Seniors Plan for our Region).
"Carried"
DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF
None
MINUTES & BUSINESS ARISING OUT OF THE MINUTES
flo� Minutes of the Meeting of July 12, 2010
Minutes of the Meeting of July 19, 2010
be adopted.
No. 2
Moved by Councillor Rosehart
Seconded by Deputy Mayor Renaud AND RESOLVED THAT the Minutes as prepared for
the Council Meeting of July 12, 2010 be adopted;
AND FURTHER THAT the Minutes as prepared for the Council Meeting of July 19, 2010
"Carried"
ADOPTION OF AGENDA
No. 3
Moved by Councillor Rosehart
Seconded by Deputy Mayor Renaud AND RESOLVED THAT the Agenda as prepared for
the Council Meeting of August 9, 2010 be adopted, with the addition of Item 1 under
Presentations.
"Carried"
PRESENTATIONS
1. County Planning Report 2010-222 - Review of the 2005 Provincial Policy Statement
Page 2
MINUTES: Meeting for the Committee "Open Council"
i10,_
PPS Review TILL.pdf
Mr. Jason Juhasz, Planner, County of Oxford, appeared before Council and presented
County of Oxford Report 2010-222, as attached.
Opportunity was given for questions and comments, and the following resolution was
passed.
Resolution
> No. 4
Moved by Councillor Rosehart
Seconded by Deputy Mayor Renaud AND RESOLVED THAT Council receive the County
Planning Report 2010-222, Review of the 2005 Provincial Policy Statement;
AND FURTHER THAT Council instruct staff to submit comments by Wednesday, August
11, 2010.
"Carried"
PUBLIC MEETINGS
2. Application for Zone Change (Removal of Holding Provisions) - 2143677 Ontario Inc. - Hayhoe
10� Presented By: Planner
DELEGATIONS
Mr. Jason Juhasz, Planner, County of Oxford, appeared before Council and presented
County of Oxford Report 2010-222, as attached.
Opportunity was given for comments and questions.
Mr. Will Hayhoe appeared before Council in support of the subject application, and was
available for questions.
No other persons appeared in support of, or opposition to, the application.
The following resolution was passed.
No. 5
Moved by Councillor Beres
Seconded by Councillor Lamb AND RESOLVED THAT the Council of the Town of
Tillsonburg approve the attached zoning bylaw amendment for an application submitted
by Will Hayhoe (Park Place Subdivision), as detailed in the 'Recommendations' contained
in County of Oxford Report 2010-229.
AND FURTHER THAT By -Law 3441, being a by-law to remove the Holding provision to
allow for the construction of single detached dwellings on the subject lands,
be brought forward for council consideration for three readings.
"Carried"
Page 3
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MINUTES: Meeting for the Committee "Open Council"
QUARTERLY REPORTS
3. CA010-13 2nd Quarter 2010 Business Plan Results
Presented By: CAO
No. 6
Moved by Councillor Beres
Seconded by Councillor Lamb AND RESOLVED THAT Council receives report
CA010-13 2nd Quarter results for information purposes.
"Carried"
It was noted that a live presentation of ACR (Active Citizen Response) will be scheduled
for a September Council Meeting.
4. FI 2010-030 Second Quarter Financial Results Q
Presented By: Director of Finance
No. 7
Moved by Councillor Lamb
Seconded by Deputy Mayor Renaud AND RESOLVED THAT Report FI 2010-030 Second
Quarter Financial Results be received.
"Carried"
5.Operations Services Report 02010-20 - Operations Services -2010 Second Quarter Report Q
Presented By: Director of Operations
No. 8
Moved by Councillor Lamb
Seconded by Deputy Mayor Renaud AND RESOLVED THAT Council receives
Operations Services Report 02010 -20 -Operations Services -2010 Second Quarter Report
for information purposes.
"Carried"
6. Community Services - Second Quarter Report - 2010
Presented By: Director of Community Services
No. 9
Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVED THAT Council receives report
CSD2010-05 Community Services- 2010 Second Quarter Report for information purposes.
"Carried"
7. C 2010-032 Quarterly Report Corporate Services and Finance Q
Presented By: Director of Finance
No. 10
Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVED THAT Report C 2010-032 Corporate
Services and Finance 2010 Second Quarter Report be received for information purposes.
"Carried"
8. Fire 2010-04 - Second Quarter Report M
No. 11
Presented By: Fire Chief
Page 4
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MINUTES: Meeting for the Committee "Open Council"
Moved by Councillor Rosehart
Seconded by Deputy Mayor Renaud AND RESOLVED THAT Council receives report Fire
2010-04 Second Quarter for information purposes.
"Carried"
9. EDO10-17 Economic Development Services Quarterly Report D
Presented By: Development Commissioner
No. 12
Moved by Councillor Rosehart
Seconded by Deputy Mayor Renaud AND RESOLVED THAT ED010-17 Economic
Development Services Quarterly Report for the period ending June 30, 2010 be received
for information purposes.
"Carried"
CHIEF ADMINISTRATIVE OFFICER
10. CA010-12 Restructuring Report
Presented By: CAO
CA0010-12 Restructuring Report.doc Director Resolution.doc
M
Director of Development & Communications Chart.doc
No. 13
Moved by Councillor Beres
Seconded by Councillor Lamb AND RESOLVED THAT Council receives report
CAO 10-12 Department of Development and Communication Services for information
purposes.
"Carried"
No. 14
Moved by Councillor Beres
RESOLVED THAT Councillor Lamb AND RESOLVED THAT acknowledge that as per
section 275(3) following nomination day the following restrictions pertain until election
day:
a) the appointment or removal from office of any officer of the municipality;
b) the hiring or dismissal of any employee of the municipality;
FURTHER THAT Council acknowledge that the Director of Development and
Communications is a position that would normally be endorsed by Council based on the
recommendation of the CAO;
AND FURTHER RESOLVED THAT Council delegate the hiring authority for the above
named position to the Ad Hoc hiring committee that was struck on July 19, 2010. The
committee membership consists of the C.A.O., the Mayor and the Deputy Mayor.
"Carried"
Page 5
ka
/Oft1
MINUTES: Meeting for the Committee "Open Council"
11. Lease Agreement - Tillsonburg Municipal Airport
Presented By: Development Commissioner
No. 15
Moved by Councillor Beres
Seconded by Councillor Lamb AND RESOLVED THAT Executive Summary CO 2010-11
Tillsonburg Municipal Airport Hanger Lease Agreement be received;
AND FURTHER THAT By -Law 3440 be brought forward for Council consideration for
three readings.
"Carried"
12. Report EDO 16-2010 - SOMA Trade Mission
Presented By: Development Commissioner
No. 16
Moved by Councillor Lamb
Seconded by Deputy Mayor Renaud AND RESOLVED THAT Council receives report
EDO10-16 SOMA Trade Mission for information purposes.
"Carried"
OPERATIONS
13.02010-21 Tender Results T2010-004 Concrete Q
Presented By: Director of Operations
No. 17
Moved by Councillor Lamb
Seconded by Deputy Mayor Renaud AND RESOLVED THAT Council receives
Operations Services Report 02010-21 Tender Results for Tender T2010-004 -Supply and Placement of
Concrete Sidewalk and Curb and Gutter for information purposes.
AND FURTHER RESOLVED THAT Council award Tender T2010- 004 to J. Franze
Concrete Ltd. of London at a cost of $115,848.00.
"Carried"
14.02010-20 Tender Results T2010-003 Asphalt M
Presented By: Director of Operations
No. 18
Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVED THAT Council receives Operations
Services Report 02010-20 Tender Results for Tender T2010-003 -Supply and Placement
of Hot Mixed Asphalt Paving for information purposes.
AND FURTHER RESOLVED THAT Council award Tender T2010-003 to Permanent
Paving of Woodstock at a cost of $370,228.00.
"Carried
Page 6
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MINUTES: Meeting for the Committee "Open Council"
15.2010-21 Report - Fire Pumper/Tanker RFP Q
Presented By: Director of Operations
No. 19
Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVED THAT Council receives report 2010-21
Fire Pumper/Tanker RFP;
AND FURTHER RESOLVED THAT Council accept the lowest bid of $640,826.13 plus
taxes and award the RFP to Metz Fire & Rescue, Guelph, ON.
"Carried"
COMMUNITY SERVICES
16. Recreation & Culture Strategic Masterplan Submissions Q
Presented By: Director of Community Services
No. 20
Moved by Councillor Rosehart
Seconded by Deputy Mayor Renaud AND RESOLVED THAT further to Report
CSD2010-06, the following three firms be considered for an interview and presentation:
1. Monteith Brown Planning consultants - London
2. Milestone Management Strategy Consultants - Toronto
3. F.J. Galloway Associates Inc. - London.
"Carried"
CORPORATE SERVICES
17. South End of Harvey Street Road Closure Q
Presented By: CAO
No. 21
Moved by Councillor Rosehart
Seconded by Deputy Mayor Renaud AND RESOLVED THAT Council receive Report FI
2010-04 Harvey Street Closure and the recommendations contained therein.
AND FURTHER THAT By -Law 3438 be brought forward for Council consideration
"Carried"
18. Provide for advance votes to be held prior to Voting Da x Q
Presented By: CAO
No. 22
e0161) Moved by Councillor Beres
Seconded by Councillor Lamb AND RESOLVED THAT Report FI 2010-07 provide for
advance votes to be held prior to Voting Day.
FURTHER THAT By -Law 3443 be brought forward for Council consideration.
Page 7
MINUTES: Meeting for the Committee "Open Council'
"Carried"
FINANCE
INFORMATION ITEMS
19. Oxford Public Health & Emergency Services F)
Presented By: CAO
Correspondence regarding Medical Tiered Response
No. 23
Moved by Councillor Beres
Seconded by Councillor Lamb AND RESOLVED THAT Council receive correspondence
from the Director of Oxford County EMS, Lynn Beath regarding the replenishment funding
of supplies consumed for EMS for information purposes.
"Carried"
NOTICE OF MOTION
20. Notice of Motion - Beres F
Presented By: Councillor Beres
Councillor Beres introduced the following Notice of Motion. With support, the motion was
introduced and seconded, but ultimately withdrawn by the mover following discussion and
additional information, as contained in The Municipal Act.
No. 24
Moved by Councillor Beres
Seconded by Deputy Mayor Renaud AND RESOLVED THAT Council support staff
researching the potential for altering the Council composition to no longer elect the
Deputy Mayor at large. The result,
for the 2010 election, the ballot will have 6 Councillors and 1 Mayor with the Deputy
Mayor being appointed through Council resolution.
"Withdrawn"
21. Notice of Motion - Stephenson Q
Presented By: Councillor Stephenson
The following Notice of Motion was deferred, in the absence of Councillor Stephenson.
THAT staff bring forward a report on the current policy regarding attendance at
conferences and conventions;
AND FURTHER THAT staff include recommendations on improvements to the
/Oft� policy.
RESOLUTIONS
Page 8
MINUTES: Meeting for the Committee "Open Council"
22. Resolution - Rural Connections Broadband Program, Intake III
No. 25
Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVED THAT Whereas the 2004 Municipal
Strategy and the 2008 Economic Development Strategy support improved broadband
infrastructure in the Town of Tillsonburg; and,
WHEREAS providing broadband infrastructure is a priority in retaining and growing the
Town's economic base,
BE IT RESOLVED THAT Council endorse the Tillsonburg Business and Industry Fiber
Optic Expansion Initiative as a project for submission under the Rural Connections
Broadband Program - Intake III and that the Town commit to securing the remaining
two-thirds funding.
"Carried"
23. Resolution - Council Vacancy
No. 26
Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVED THAT Council acknowledge that a
vacancy exists in accordance with Section 259, subsection(1);
FURTHER RESOLVED THAT, in accordance with Section 262, subsection (1) Council
pass a resolution declaring the vacancy;
AND FURTHER RESOLVED THAT, in accordance with Section 263, subsection 5, item
3, Council support that the vacancy shall remain until election day.
"Carried"
RESOLUTIONS RESULTING FROM CLOSED SESSION
No. 27
Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVED THAT the Minutes as prepared for the
Closed Session of Council dated July 12, 2010 be adopted,
AND FURTHER RESOLVED THAT the Minutes as prepared for the Closed Session of
Council dated July 19, 2010 be adopted.
"Carried"
No. 28
Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVE THAT Report CO 2010-10 Lease
Extension with Ontario Realty Corporation be received as information.
/Oft) AND FURTHER THAT staff be directed to negotiate the lease extension and bring it back
for Council consideration.
"Carried"
No. 29
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MINUTES: Meeting for the Committee "Open Council"
Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVED THAT the recommendation of the
Special Awards Committee dated July 21, 2010, regarding a Volunteer Recognition
Award, be approved by Council.
"Carried"
No. 30
Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVED THAT Council receive CAOCL10-19 -
Former PUC Life Insurance report;
AND FURTHER RESOLVE THAT Council support Option _1_ for execution on January 1,
2011.
"Carried"
No. 31
Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVED THAT Council receive CAOCL10-20 -
First capital lease renewal.
FURTHER RESOLVE THAT Council support entering into the lease extension with 7.c)
removed and the revised lease term from October 2, 2010 to December 31, 2015.
"Carried"
No. 32
110� Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVED THAT Council receive FIRE 2010-05
and support the actions contained therein.
"Carried"
No. 33
Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVE THAT Council receive the
correspondence and draft Sand Plains Application for information purposes only.
"Carried"
No. 34
Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVED THAT Report FI 2010-29 HR
Investigation be received as information.
"Carried"
No. 35
Moved by Deputy Mayor Renaud
Seconded by Councillor Rosehart AND RESOLVED THAT Council approve the
nomination of a Favourite Son/Daughter, as recommended by the Special Awards
Committee at their meeting held May 11, 2010;
AND FURTHER THAT contact be made with the recipient.
"Carried"
BY-LAWS
24. By -Law 3438, to close part of Harvey Street (two readings)
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By -Law 3438 H arvey.Of
9%mk
Schedule A - 3438.pdf
25. By -Law 3439, Facade Improvement Loan Q (three readings)
26. By -Law 3440, to enter into a Lease Agreement with Chris Wills (three readings)
By-law 3440 Lease Agree Wills Airport.rtf Schedule A 3440.pdf
27. By -Law 3441, to remove the holding Provision on the subject lands (Park Place) (three readings)
By -Law 3441 Remove H.pdf
28. By -Law 3442, to enter into an Automatic Aid Agreement with the Municipality of Bayhem. 0 (three
readings)
29. By -Law 3443, to provide for advance votes to be held prior to voting day (three readings)
By-law 3443 advance polls by-law.rtf
30. By -Law 3435 - Development Charges Early Payment Agreement with Hayhoe Homes (third
reading)
IN
by law 3435 Development Charges Early Payment Agreement with Hayhoe Homes.doc
MU
DC Payment Agreement with Hayoe Homes 071210.doc
Resolutions:
Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVED THAT By -Law 3438 to close part of
Harvey Street, be read a first and second time and this constitutes the first and second
reading thereof.
"Carried"
eft\ Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVED THAT By -Law 3439, to Authorize a
facade improvement loan agreement with 1720658 Ontario Inc.;
By -Law 3440, to enter into a Lease Agreement with Chris Wills;
By -Law 3441, to remove the holding provision on the subject lands (Park Place);
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MINUTES: Meeting for the Committee "Open Council'
By -Law 3442, to enter into an Automatic Aid Agreement with the Municipality of Bayham;
and
By -Law 3443, to provide for advance votes to be held prior to voting day, be read a first
and second time and be referred to Committee of the Whole for further consideration and
this constitutes the first and second reading thereof.
"Carried"
Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVED THAT Committee do now rise and go
into Committee of the Whole for the purpose of considering By -Law Numbers 3439, 3440,
3441, 3442, 3443 and 3435.
"Carried"
Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVE THAT Committee do now rise and report
on By -Law Numbers 3439, 3440, 3441, 3442, 3443 and 3435 as passed in Committee
without amendment.
"Carried"
Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVED THAT Committee do now rise and move
out of Committee of the Whole.
AND RESOLVED THAT By -Law 3439, to Authorize a facade improvement loan
agreement with 1720658 Ontario Inc., be given third and final reading and the Mayor and
Clerk be and are hereby authorized to sign the same and place the Corporate Seal
thereunto.
AND RESOLVED THAT By -Law 3440, to enter into a Lease Agreement with Chris Wills,
be given third and final reading and the Mayor and Clerk be and are hereby authorized to
sign the same and place the Corporate Seal thereunto.
AND RESOLVED THAT By -Law 3441, to remove the holding provision on the subject
lands (Park Place), be given third and final reading and the Mayor and Clerk be and are
hereby authorized to sign the same and place the Corporate Seal thereunto.
AND RESOLVED THAT By -Law 3442, to enter into an Automatic Aid Agreement with the
Municipality of Bayham, be given third and final reading and the Mayor and Clerk be and
are hereby authorized to sign the same and place the Corporate Seal thereunto.
AND RESOLVED THAT By -Law 3443, to provide for advance votes to be held prior to
voting day, be given third and final reading and the Mayor and Clerk be and are hereby
authorized to sign the same and place the Corporate Seal thereunto.
AND RESOLVED THAT By -Law 3435, to authorize and agreement between The
Corporation of the Town of Tillsonburg and Hayhoe Homes, be given third and final
reading and the Mayor and Clerk be and are hereby authorized to sign the same and
place the Corporate Seal thereunto.
e1 ITEMS OF PUBLIC INTEREST
ADJOURNMENT
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MINUTES: Meeting for the Committee "Open Council"
Meeting adjourned at 9:21 p.m.
Approval Received: (1 of 1)
Lana Lund/Tillsonburg (Friday August 20, 2010
10:54 AM)
Town of Tittsonburg
Page 13