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020923 Regular Council Meeting MinutesMINUTES: Meeting for the Committee "Open Council" /0� Iv 27 09 02 Review Access: • Public C; Private MINUTES Town of Tillsonburg Meeting for the Committee "Open Council" on Monday September 23, 2002 07:00 PM Council Chambers Chair: Iry Horton 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 Public Meetings Delegations Community Services Operations Corporate Services Information Items Items of Public Interest By -Laws Closed Meeting Session continued Committee of the Whole Report Adjournment CALL TO ORDER CLOSED MEETING SESSION > No. 1 Moved by Councillor Beres Seconded by Councillor Molnar AND RESOLVED THAT Town Council move into Executive Closed Session. "Carried" DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF > Page 1 f MINUTES: Meeting for the Committee "Open Council" /001� MINUTES & BUSINESS ARISING OUT OF THE MINUTES > DSeptember 9, 2002 No. 2 Moved by Councillor Beres Seconded by Councillor Molnar AND RESOLVED THAT the Minutes of Council under date of September 9, 2002 be adopted, as amended. "Carried" ADOPTION OF AGENDA > No. 3 Moved by Councillor Beres Seconded by Councillor Molnar AND RESOLVED THAT the Agenda as prepared for the Council Meeting of September 23, 2002 be adopted. "Carried" PUBLIC MEETINGS 1. Application for Zone Change - Dr. John Boersma (File ZON 7-292) D Presented By: Mr. Paul Michiels, Planner, County of Oxford Report from County Planning Department... /40� D 7-292.pdf Mr. Paul Michiels, Planner, County of Oxford, appeared before Council and reviewed the attached report. Mr. Reeves appeared on behalf of the applicant. Mr. Reeves emphasized that the subject application was for single-family residential units only; no semis. No others persons appeared in support of, or opposition to, the subject application. Following discussion, the following resolution was passed. Rpcnhjfinn > No.4 Moved by Councillor Molnar Seconded by Councillor Beres AND RESOLVED THAT the Council of the Town of Tillsonburg approve in principal the zoning amendment application submitted by John Boersma, whereby lands located on Plan 41M-171, in the Town of Tillsonburg, are to be rezoned from 'Residential Type 1 (R1)' and 'Open Space (0)' to Special 'Residential Type 2 (R2 -Special)' and Special 'Open Space (O -Special)' to allow the applicant to reconfigure the lot lines of 46 existing residential lots, to create 64 lots with reduced lot frontages and to recognize the use of a stormwater management block. "Carried" 2. Application for Zone Change - Annette L. Palmer/Marjorie E. Chomos (File ZON 7-293) Presented By: Mr. Paul Michiels, Planner, County of Oxford Page 2 MINUTES: Meeting for the Committee "Open Council" Mr. Paul Michiels, Planner, County of Oxford, appeared before Council and reviewed the attached report. The applicants were present. Ms. Chris Rosehart appeared before Council and questioned if the property could be left with commercial status as well as residential, for possible future purposes. Mr. Michiels responded that, given support of the applicants, this could be reviewed, however noted that it may not in fact be all that beneficial for future uses. Future development would require further review of the zoning. Following discussion, Ms. Rosehart was advised that, pending Council's support of the attached resolution, if the applicant wished to proceed in that direction, consideration could be given at the appropriate time during the re -zoning process. No other persons appeared in support of, or opposition to, the subject application. Following discussion, the following resolution was passed. Resolution > No. 5 Moved by Councillor Molnar Seconded by Councillor Beres AND RESOLVED THAT the Council of the Town of Tillsonburg approve'in principal' the zoning by-law amendment application of Annette Louise Palmer and Marjorie Ellen Chomos, whereby lands located at Lot 320, Plan 500, in the Town of Tillsonburg, are zoned from 'Local Commercial (C-3)' to Special 'Residential Second Density (R2 -Special)' to permit the conversion of a commercial unit in an existing building to a residential dwelling unit. "Carried" DELEGATIONS > None COMMUNITY SERVICES 3. Community Services 2nd Quarter Report D Resolution > No. 8 Moved by Councillor Lewis Seconded by Councillor Smith AND RESOLVED THAT the Staff Report dated September 16, 2002 regarding Community Services' 2002 Second Quarter Report for the Period Ended June 30, 2002 be received for information. "Carried" OPERATIONS 4. Quotation Results for the Town of Tillsonburg/Town of Ingersoll Joint Supply of Salted Winter Sand Presented By: Director of Operations Page 3 MINUTES: Meeting for the Committee "Open Council' Resolution > No. 9 Moved by Councillor Lewis Seconded by Councillor Smith AND RESOLVED THAT the Quotation for the supply of 2002/2003 salted winter sand be awarded to Oxford Sand & Gravel of Woodstock for the price of $14.57/tonne. "Carried" 5. Tender Results for North Broadway Drainage Improvements and Connecting Link Construction By -Law F) Presented By: Director of Operations 91 T2002-011 Tender results of Construction of North Broadway Drainage Improvements and Connecting l 91 Hwy19 Sch A. ConnLink Constr.Bylaw.i ® 9 Rk schedule b khcl 2002 North Broadway.( schedule c khcl north broadway.d MTO 2002 Allocation.ti Rpcnhdinn > No. 10 Moved by Councillor Smith Seconded by Councillor Lewis AND RESOLVED THAT the Staff Report from the Director of Operations dated September 19, 2002 be received; AND FURTHER THAT Tender T2002-011 - Construction of North Broadway (Hwy 19) Drainage Improvements, be awarded to TCG Asphalt and Construction Ltd. of London, Ontario, at a cost of $72,305.25 subject to MTO approval. "Carried" 6. Van Street Pedestrian Bridge Design Alternatives D Presented By: Director of Operations ® a Van St. Pedestrian Bridge - Design Alternative Van St. Pedestrian Bridge - Eagle Steel Trus: DCP 2560.JPG DCP 2561.JPG DCP 2562.JPG DCP 2563.JPG DCP 2564.JPG DCP 2565.JPG Page 4 MINUTES: Meeting for the Committee "Open Council" t"a A DCP_2566.JPG a Eagle Bridge limestone parapet end w; Resolution > No. 11 Moved by Councillor Smith Seconded by Councillor Lewis AND RESOLVED THAT the Staff Report from the Director of Operations dated May 13, 2002 be received; AND FURTHER THAT Staff proceed to prepare design and contract documents for a self weathering steel truss bridge with steel decking, landscaping and Limestone parapet end walls. "Carried" 7. Staff Report RE: Parkinq Lot/Parkette at Broadway and Baldwin Street Presented By: CAO fo"ON, 91 91 victorian parkette - oxford and broadway. template - report.doi Members of the Mayor's Task Force Committee were in attendance. Mr. Ken Webster, Chair of the Mayor's Task Force, appeared before Council, looking for Council's support. Councillor Beres noted that the intent of the functional aspect of the parkette was to increase parking. He noted that Council had earlier reviewed the proposed site plan to see if increased parking could be developed. Mr. Webster noted that Mr. and Mrs. Hurley, owners of Sears, would like an area to display their products as well, and therefore requested it be given consideration. Mrs. Irene Hurley appeared before Council and noted that the reason the parallel parking spaces had been removed in front of Sears was to allow for two-way traffic. Mrs. Hurley further explained that at one point the Committee had looked at narrowing the parkette area, however the end result was that no additional parking spaces resulted, as there was not adequate space. Mrs. Hurley added that the Committee would be happy to take a further look at plans for additional parking spaces, however from the Committee's prospective, and from the Consultant's, it was not shown that there would be much achieved by making the parkette smaller and the parking area larger. If there was a practical way of adding more parking spaces, it would be considered. Page 5 MINUTES: Meeting for the Committee "Open Council" ea%\ Councillor Lewis reiterated that Council is in favour of the parkette, however Council is also in favour of looking at possibilities for increased parking. He suggested that the Director of Operations and Mr. Fung take a look at the process in terms of the utilitarian purposes of the property. He also noted that it does not necessarily need to be two-way traffic. Perhaps one-way traffic would be sufficient. Councillor Molnar noted that he had sat in on the last southend development Task Force meeting. He suggested that the wording in Council's resolution of this date indicate overall support of the project. Mayor Horton stressed the importance of moving ahead as quickly as possible with the project, however noted that there are limitations with respect to the physical aspects of the project. The CAO added that Council has in front of them this date a staff report from the Director of Operations with respect to costing. Council has details. He further commented that it would be ideal to begin the project this year, but it may have to be done in phases. Perhaps underground work could be done as much as possible, but concrete work would probably have to wait, as contractors will not be available prior to winter setting in. Therefore, there is time to fine-tune the project. Mr. Webster noted that he hoped the public could be shown that there is some movement towards the development, not only on the Committee's part, but Council's as well. He would like to see something done as quickly as possible. Mr. Webster added that he hopes the area will become one of the centrepoints of the Town, and therefore does not want to sacrifice that to gain only one or two more parking spaces. He further added that, in his opinion, two-way traffic is required. �1 Mayor Horton, in summary, commented that the landscape architect came up with the drawings, which have been translated into engineering drawings by the Town's Engineering Department, He added that he would like to see the Director of Operations and Mr. Fung review the situation to see if more parking could be created, without destroying the overall plans for the development. He added that he is confident that work can commence this fall. Councillor Molnar noted that he would like to see approval in principal. Councillor Smith noted that he would like to see the possibility of additional parking spaces explored. He further suggested looking at community funding for the fountain, rather than using tax dollars. Such would signify the public's support. The following resolutions were passed. Resolution > No. 6 Moved by Councillor Beres Seconded by Councillor Molnar AND RESOLVED THAT with respect to development of the Broadway/Oxford Parkette/Parking Lot, Town Council adopt the project in principal, subject to review of the allotted parking spaces, traffic flow, landscaping and financing; AND FURTHER THAT a report be brought forward to Council at its October 15th, 2002 meeting. "Carried" No. 7 Moved by Councillor Beres Seconded by Councillor Molnar AND RESOLVED THAT the Report from the C.A.O. dated Page 6 MINUTES: Meeting for the Committee "Open Council" September 20, 2002 be received with respect to the Broadway/Oxford Parkette/Parking Lot; and 1. A Long Term Lease be negotiated to secure the privately held lands north of the Sears Building with a cash contribution being made by the owners/tenants to the Town. "Carried" Staff Direction: The Director of Operations and Mr. Peter Fung to look at design alternatives. Traffic flow to be given some thought. Report to be brought back to Council October 15, 2002. Mr. Webster requested an opportunity to view the recommendations prior to the rep ort going back to Council on the 15th, Mayor Horton confirmed that an opportunity would be provided. CORPORATE SERVICES 8. Staff Report dated September 19, 2002 regarding a Tax Incentive Zone Program Presented By: Director of Corporate Services El 020919 tax incentive zone.PDF ,A� Rpcnhitinn No. 12 Moved by Councillor Molnar Seconded by Councillor Beres WHEREAS the Provincial Government has initiated a pilot tax -incentive zone program for six municipalities to host in their communities; AND WHEREAS the program is intended to promote new growth and new jobs and to boost economic development within the province; NOW THEREFORE be it resolved that the Council of the Town of Tillsonburg supports a submission of an expression of interest to the Ministry of Finance to participate as a pilot municipality in the tax -incentive zone program. "Carried" 9. Amending By-law for Final Tax Due Date Presented By: Director of Corporate Services 9 E 020919 amending tax due date.doc020919 amending tax due dates.doc Resolution > No. 13 Moved by Councillor Molnar Seconded by Councillor Beres AND RESOLVED THAT Staff Report dated September 19, 2002 prepared by the Director of Corporate Services regarding a By-law to Amend the first tax due date for capped property classes be hereby received; Page 7 MINUTES: Meeting for the Committee "Open Council" �1 AND THAT By-law No. 3033 being a by-law to change the due date for the first installment of the final tax billing for large industrial, industrial, commercial and multi -residential classes, also known as capped classes, for the year 2002 be presented to Council for enactment. "Carried" 10. Mr. Harold Anson RE: North Broadway Traffic Concerns Resolution > No. 14 Moved by Councillor Lewis Seconded by Councillor Smith AND RESOLVED THAT the correspondence from Mr. Harold Anson regarding North Broadway traffic concerns be referred to the Tillsonburg Police Services Board and the Tillsonburg Development Coordinating Committee for consideration. "Carried" 11. County of Oxford RE: Lifting of Part Lot Control - Tillsonburg Developments Inc. Resolution > No. 15 Moved by Councillor Lewis Seconded by Councillor Smith AND RESOLVED THAT the lands consisting of Lots 33, PMN 34, 42-47 (incl.), Plan 41 M-182, Town of Tillsonburg, be exempted from Part Lot Control and that the County be requested to enact the necessary exempting by-law as well as entering into a standard Part Lot Control Agreement with the applicant. "Carried" 12. Discussion RE: Number of Members on Council & Deauty Mavor Position For reference purposes: Council numbers.do. Discussion was held. Councillor Molnar indicated support for increased representation. Councillor Beres indicated support for increased representation, resulting in an elected Deputy Mayor position, in addition to the Mayor and three Councillor positions. His decision was based on the fact that the Mayor's position is very demanding in a town this size, and the Mayor is expected to sit on various Committees outside of the Town organization. A Deputy Mayor could possibly be delegated some of the Mayor's responsibilities, as well as represent the Mayor in his absence. Councillor Smith indicated support for increased representation. Additional members on Council would ensure a more thorough process, resulting from additional input. He would like to see, for the good of Tillsonburg, at least two more Councillor positions. He supported the position of an election Deputy Mayor as well, as it would be beneficial to relieve the Mayor in certain situations. Having an elected Deputy Mayor would also provide a better chance of approaching Council to have that individual possibly step in when needed. Presently, if the Mayor is Page 8 MINUTES: Meeting for the Committee "Open Council" unable to attend a meeting, there is no voice for Tillsonburg. Councillor Lewis indicated support for an increased number of Councillors. He felt that there would be benefits to having 7 Councillors, rather than the present five, as more opinions would be heard. He added that he would have a problem supporting an elected Deputy Mayor position without clear definition of what the responsibilities and authority of the Deputy Mayor's office would be. He does however agree that there needs to be supplementary representation in case of illness, etc. He would await a clear definition of responsibilities. Following discussion, the following resolution was passed. No. 16 Moved by Councillor Beres Seconded by Councillor Molnar AND RESOLVED THAT a resolution be passed directing that notice be given of a Public Meeting to be held in conjunction with the next Council Meeting to consider changing the number of Councillors making up the Council for the Town of Tillsonburg. "Carried" INFORMATION ITEMS No. 17 Moved by Councillor Beres Seconded by Councillor Molnar AND RESOLVED THAT in accordance with the Town of Tillsonburg Procedural By -Law 2978, the curfew of 10:30 P.M. be extended for the Council Meeting of September 23, 2002. "Carried" No. 18 Moved by Councillor Beres Seconded by Councillor Molnar AND RESOLVED THAT the Tillsonburg Town Council advise the County of Oxford that Tillsonburg is not in favour of implementing the user pay system for collection of garbage commonly referred to as a "bag tag" program. "Carried" No. 19 Moved by Councillor Beres Seconded by Councillor Molnar AND RESOLVED THAT the regular Council Meeting scheduled for October 14th, 2002 be re -scheduled for October 15th, 2002, in recognition of Thanksgiving Day. "Carried" ITEMS OF PUBLIC INTEREST BY-LAWS >The following By -Laws received three readings: By -Law 3033 - Final Tax Due Date 9 020919 amending tax due dates.doc By -Law 3034 - Connecting Link Construction By -Law Page 9 MINUTES: Meeting for the Committee "Open Council" C71 [a [a Hwy19 Sch A. ConnLink Constr.Bylaw.i schedule b khcl 2002 North Broadway.( schedule c khcl north broadway.d Resolutions Moved by Councillor Smith Seconded by Councillor Lewis AND RESOLVED THAT By -Law 3033 to amend tax due date for 2002; and By -Law 3034 to authorize the execution of a Ministry Connecting Link Agreement be introduced and 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 Councillor Smith Seconded by Councillor Lewis AND RESOLVED THAT Committee do now rise and go into Committee of the Whole for the purpose of considering By -Law numbers 3033 and 3034. Moved by Councillor Smith Seconded by Councillor Lewis AND RESOLVED THAT Committee do now rise and report on By -Law numbers 3033 and 3034 as passed in Committee without amendment. "Carried" Moved by Councillor Smith Seconded by Councillor Lewis AND RESOLVED THAT By -Law 3033 to amend tax due date for 2002; and By -Law 3034 to authorize the execution of a Ministry Connecting Link Agreement 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. "Carried" CLOSED MEETING SESSION CONTINUED > No. 20 Moved by Councillor Beres Seconded by Councillor Molnar AND RESOLVED THAT Town Council move into Executive Closed Session. "Carried" COMMITTEE OF THE WHOLE REPORT ADJOURNMENT > Meeting adjourned at 12:05 a.m. Approval Received: (1 of 1) #MWN Lana Verstraeten/Tillsonburg (Friday September 27, 2002 04:41 PM) Town of Tillsonburg Page 10