221011 Regular Council Meeting AgendaThe Corporation of the Town of Tillsonburg
Council Meeting
AGENDA
Tuesday, October 11, 2022
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
1.Call to Order
2.Closed Session
Proposed Resolution #
THAT Council move into Closed Session to consider a personal matter about an identifiable
individual, including municipal or local board employees under section 239(2)(b) of the
Municipal Act and a matter of advice that is subject to solicitor-client privilege, including
communications necessary for that purpose under Section 239(2)(f) of the Municipal Act.
3.Moment of Silence
4.Adoption of Agenda
Proposed Resolution #
THAT the Agenda as prepared for the Council meeting of October 11, 2022, be approved.
5. Disclosures of Pecuniary Interest and the General Nature Thereof
6.Adoption of Council Minutes of Previous Meeting
Proposed Resolution #
THAT the minutes from the Regular Council Meeting held on September 26, 2022, be
approved.
7.Presentations
7.1.Presentation of the Poppy
Presented by: Don Burton, Chair, Royal Canadian Legion Branch 153
7.2.Tillsonburg Volunteer Achievement Award Presentation
Margaret and Kevin Marr have been elected for the 3rd Quarter.
Carrie Lewis, Chair of the Culture Heritage and Special Awards Committee to present
the award.
7.3.A+ Link Architects Tillsonburg Community Centre
Presented by: Alicia Lesniak, Architect or Ed VanMaarel, Architect and President
Proposed Resolution #
THAT Council receives the A+ Link Architects Presentation of Tillsonburg Community
Centre renderings, as information.
7.4.Helping Hand Food Bank Permit Fees
Presented by: Tom Langrell
Proposed Resolution #
THAT Council receives the Helping Hand Food Bank Permit Fees presentation, as
information.
8.Public Meetings
Proposed Resolution #
THAT Council move into the Committee of Adjustment to hear an application for Minor
Variance at ____ P.M.
8.1.Minor Variance Application- A 12-22 10 Elm Street
Proposed Resolution #
THAT the Town of Tillsonburg Committee of Adjustment approves application File
A12-22 submitted by Mister Auto Wash Inc. c/o Tyson VanLeeuwen for lands
described as Lots 395, 415, 416 & Part of Lot 296, Plan 500, municipally known as
127 Tillson Avenue, Town of Tillsonburg, County of Oxford as it relates:
Relief from Section 14.2 – SC Zone Provisions – Table 14.2: Zone
Provisions – Exterior Side Yard: Minimum Width, to decrease the minimum
required side yard depth from 9 m (29.5 ft) to 8.3 m (27.2 ft);
1.
Relief from Section 14.2 – SC Zone Provisions – Table 14.2: Zone
Provisions – Setback: Minimum Distance from the Centreline of an Arterial
Road as shown on Schedule “B”, to decrease the minimum required distance
2.
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from the centreline of an arterial road from 20.5 m (67.3 ft) to 18.3 m (60 ft).
Proposed Resolution #
THAT Council move out of Committee of Adjustment and move back into regular
Council session at _____ P.M.
9.Planning Reports
10.Deputation(s) on Committee Reports
11.Information Items
11.1.St. John's Anglican Church Re: First Responder and Medical Personnel
Thanksgiving Service
11.2.Ministry of Municipal Affairs and Housing Re: Public Consultation Meetings
11.3.Ministry of the Solicitor General: Update- Community Safety and Policing Act, 2019
and OPP Detachment Boards
Proposed Resolution #
THAT Council receives correspondence from St. John's Anglican Church dated
October 17, 2022, Ministry of Municipal Affairs and Housing dated September 26,
2022 and Solicitor General dated October 4, 2022, as information
12.Staff Reports
12.1.Chief Administrative Officer
12.1.1.CAO 22-07 Council Meeting Dates
Proposed Resolution #
THAT Council receives report CAO 22-07 Council Meeting Dates, as
information;
AND THAT the Council orientation dates be set as: November 8, 15, 21
and 22, 2022;
AND FURTHER THAT the Council budget dates be set as: December 7
(9:00 a.m. start) and 19, 2022 and January 16 and February 6, 2023;
AND FURTHER THAT the regularly scheduled 2023 Council meeting dates
be amended from: Monday January 23, 2023 to Tuesday January 24,
2023; Monday April 10, 2023 to Tuesday April 11, 2023; Monday May 22,
2023 to Tuesday May 23, 2023; Monday June 12 to Wednesday June 14,
2023; and Monday, October 9, 2023 to Tuesday October 10, 2023.
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12.1.2.CAO 22-08 Electronic Monitoring Policy
Proposed Resolution #
THAT Council receives and approves “Electronic Monitoring Policy” for the
Town of Tillsonburg.
12.2.Corporate Services
12.3.Economic Development
12.4.Finance
12.5.Fire and Emergency Services
12.6.Operations and Development
12.7.Recreation, Culture and Parks
13.New Business
14.Consideration of Committee Minutes
14.1.Committee Minutes
Proposed Resolution #
THAT the following Council Committee minutes be received as information:
August 4, 2022 Parks, Beautification and Cemeteries Advisory Committee Minutes
September 20, 2022 Tillsonburg Transit Advisory Committee Minutes
September 21, 2022 Accessibility Advisory Committee Minutes
15.Motions/Notice of Motions
16.Resolutions/Resolutions Resulting from Closed Session
17.By-Laws
17.1.A By-Law to appoint an Acting Clerk for The Corporation of the Town of Tillsonburg
(the “Town”)
Resolution #
By-Law 2022-067 By-Law to appoint an Acting Clerk for the Corporation of the Town
of Tillsonburg be read a first, second, third and final reading and that the Mayor and
the Clerk be and are hereby authorized to sign the name, and place the corporate
seal thereunto.
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18.Confirm Proceedings By-law
Proposed Resolution #
THAT By-Law 2022-066, to confirm the proceedings of the Council meeting held on October
11, 2022, be read 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.
19.Items of Public Interest
20.Adjournment
Proposed Resolution #
THAT the Council meeting of October 11, 2022 be adjourned at _____ p.m.
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1
The Corporation of the Town of Tillsonburg
Council Meeting
MINUTES
Monday, September 26, 2022
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
ATTENDANCE: Mayor Molnar
Deputy Mayor Beres
Councillor Esseltine
Councillor Gilvesy
Councillor Luciani
Councillor Parker
Councillor Rosehart
Staff: Kyle Pratt, Chief Administrative Officer
Renato Pullia, Interim Director of Finance/Treasurer
Laura Pickersgill, Executive Assistant/Assistant Clerk
Shayne Reitsma, Interim Director of Operations & Development
Julie Columbus, Director of Recreations, Culture & Parks
Ann Wright, Acting Clerk
Richard Sparham, Manager of Public Works
Cephas Panschow, Development Commissioner
_____________________________________________________________________
1. Call to Order
The meeting was called to order at 6:00 p.m.
2. Moment of Silence
3. Adoption of Agenda
Resolution # 2022-314
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2
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT the Agenda as prepared for the Council meeting of September 26, 2022,
be approved.
Carried
4. Disclosures of Pecuniary Interest and the General Nature Thereof
No disclosures of pecuniary interest were declared.
5. Adoption of Council Minutes of Previous Meeting
Resolution # 2022-315
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT the minutes from the Regular Council Meeting held on September 12,
2022 be approved.
Carried
6. Presentations
6.1 Accessibility Achievement Award
Cindy Allen, Chair of the Accessibility Advisory Committee, presented
Matthew MacNeil with the Accessibility Achievement Award.
6.2 Pickleball Courts
John Verbakel and Diane Peacock presented the pickleball courts
construction proposal.
Opportunity was provided for members of Council to ask questions.
Resolution # 2022-316
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receive the Pickleball Court presentation by John Verbakel
and Diane Peacock, as information;
AND that the delegates meet with the Recreation and Sports Advisory
Committee prior to being referred to 2023 Business Plan deliberations.
Page 7 of 71
3
Carried
6.3 Support for Bridge Street Re-imagining
John Veldman, President, BMI Group presented the Bridge Street Re-
Imagining proposal.
Matt Bolen, Architect, Edge Architects Ltd. presented the plans for the
future building development on the property.
Opportunity was provided for members of Council to ask questions.
Resolution # 2022-317
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receive the Support for Bridge Street Re-Imagining
Presentation by John Veldman, as information;
AND FURTHER THAT the information be referred to the 2023 Business
Plan for consideration.
Carried
7. Public Meetings
8. Planning Reports
9. Deputation(s) on Committee Reports
10. Information Items
10.1 Jim Mutton Re: Sidewalks on Dereham Drive
Resolution # 2022-318
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receive the Correspondence from Jim Mutton dated August
29, 2022, as information;
AND FURTHER THAT the information be referred to 2023 Business Plan
deliberations.
Carried
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4
10.2 Oxford County Re: Federal Electoral Boundary Reform Resolution
10.3 Oxford County Re: W/WWMP Notice of PCC
Resolution # 2022-319
Moved By: Deputy Mayor Beres
Seconded By: Councillor Gilvesy
THAT Council receive the Correspondence from Oxford County dated
September 14 and 15, 2022, as information.
Carried
10.4 Police Services Board Resolution Re: Support Three Way Stop
Resolution # 2022-320
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receive the Correspondence from the Police Services
Board dated September 21, 2022, as information;
AND FURTHER THAT the information be forwarded to staff for
subsequent report with recommendations.
Carried
11. Staff Reports
11.1 Chief Administrative Officer
11.2 Corporate Services
11.3 Economic Development
11.3.1 EDM 22-23 Surplus Land Declaration – Unopened Road
Allowance Adjacent to Bell Mill Side Road
Resolution # 2022-321
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT the Unopened Right-of-Way, described as a Road Allowance
Between Concession 3 and 4, North of Talbot Road, Middleton,
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5
East of Bell Mill Sideroad and West of Portion 25 on 431429, be
closed;
AND THAT the Unopened Right-of-Way, described as a Road
Allowance Between Concession 3 and 4, North of Talbot Road,
Middleton, East of Bell Mill Sideroad and West of Portion 25 on
431429 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;
AND THAT a by-law be brought forward for Council’s consideration.
Carried
11.4 Finance
11.5 Fire and Emergency Services
11.6 Operations and Development
11.6.1 OPD 22-43 RFT 2022-006 Award- Single Axle Cab and Chassis
Resolution # 2022-322
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT as the 2022 approved budget included the replacement of
Roads Vehicle Unit #63 in the amount of $280,000 from
debentures; and
THAT as the lowest bid price of $377,320.99 (net HST included)
has exceeded the 2022 approved budget by $97,320.99 (net HST
included), per the state of restricted acts after nomination day, the
CAO has the authority to approve the award of this contract,
inclusive of the overage to be funded from debentures, under the
authority per the Delegation of Powers and Duties By-Law 2020-
091 in accordance with the Municipal Act, 2001, c. 25, s. 275 (6);
and
THAT this report be received for information.
Carried
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6
11.6.2 OPD 22-44 Provision of Curbside Bagged Leaf and Yard Waste
Collection
A correction on the price was noted on page two of the report.
Resolution # 2022-323
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receive the results of RFP for Provision of Curbside
Bagged Leaf and Yard Waste Collection for information.
Carried
11.7 Recreation, Culture and Parks
11.7.1 RCP 22-17 Columbarium Tender Results
Resolution # 2022-324
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receive Staff Report RCP 22-17 Columbarium
Tender Results, as information; and
THAT staff award the tender to Ingersoll Memorials in the amount
of $51,934 plus HST for the supply and install of a new 96 niche
octagonal columbarium at the Tillsonburg Cemetery including a
matching granite base.
Carried
11.7.2 RCP 22-18 Parks, Beautification & Cemeteries Committee
Future Columbaria Recommendations
Resolution # 2022-325
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receives Staff Report RCP 22-18 Beautification and
Cemeteries Future Columbaria as information; and
THAT the Parks, Beautification & Cemeteries Advisory Committee’s
recommendation for budget consideration to purchase two
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7
additional columbaria at the Tillsonburg Cemetery be reviewed
during the 2023 Capital Budget process; and
THAT the committee’s recommendation for the locations of the new
columbarium also be considered.
Carried
11.7.3 RCP 22-19 Community Centre Roof Tender Results
Resolution # 2022-326
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receive Staff Report RCP 22-19 Emergency Roof
Repair Tender Results for the Community Centre, as information.
Carried
12. New Business
13. Consideration of Committee Minutes
13.1 Committee Minutes
Resolution # 2022-327
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT the following Council Committee minutes be received as
information:
August 9, 2022 Economic Development Advisory Committee Minutes
August 25, 2022 Tillsonburg Airport Advisory Committee Minutes
September 7, 2022 Cultural, Heritage and Special Awards Advisory
Committee Minutes
September 13, 2022 Accessibility Advisory Committee Minutes
September 13, 2022 Tillsonburg Dog Park Advisory Committee Minutes
September 13, 2022 Economic Development Advisory Committee Minutes
Page 12 of 71
8
Carried
13.2 Long Point Region Conservation Authority Minutes
Resolution # 2022-328
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receive the Long Point Region Conservation Authority
Board minutes dated July 6, 2022, as information.
Carried
13.3 Police Services Board Minutes
Resolution # 2022-329
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receive the Police Services Board Minutes dated:
December 15, 2021, January 19, 2022, March 16, 2022, April 20, 2022,
May 18, 2022, June 15, 2022 and August 18, 2022, as information.
Carried
14. Motions/Notice of Motions
15. Resolutions/Resolutions Resulting from Closed Session
16. By-Laws
16.1 By-Law 2022-059 to amend By-Law 2022-029, being a by-law to
regulate traffic and the parking of motor vehicles
16.2 By-law 2022-069 to close the Unopened Right-of-Way, known as a
Road Allowance Between Concession 3 and 4, North of Talbot Road,
Middleton, East of Bell Mill Sideroad and West of Portion 25 on
431429 and to deem lands surplus needs to the Town
16.3 By-law 2022-070 to close the Unopened Right-of-Way, located south
of Ridge Boulevard and Wood Haven Drive, described as Part 8,
Plan41R-940, be closed and to deem lands surplus needs to the
Town.
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9
16.4 By-Law 2022-071 to amend Zoning By-Law Number 3295, as
amended (ZN 7-22-11)
Resolution # 2022-330
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT a By-Law to amend By-Law 2022-029, being a by-law to regulate
traffic and the parking of motor vehicles in the Town of Tillsonburg;
By-Law to close the Unopened Right-of-Way known as a Road Allowance
Between Concession 3 and 4, North of Talbot Road, Middleton, East of
Bill Mill Sideroad and West of Portion 25 on 431429 and to deem lands
surplus needs to the Town;
By-Law to close the Unopened Right-of-Way, located south of Ridge
Boulevard and Wood Haven Drive, described as Part 8, Plan 41R-940, be
closed and to deem lands surplus needs to the Town;
By-Law to amend Zoning By-Law Number 3295, as amended be read a
first, second, third and final reading and that the Mayor and the Clerk be
and are hereby authorized to sign the name, and place the corporate seal
thereunto.
Carried
17. Confirm Proceedings By-law
Resolution # 2022-331
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT By-Law 2022-068, to Confirm the Proceedings of the Council meeting held
on September 26, 2022, 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
18. Items of Public Interest
There was a request to change the Town's population signs with the most recent
census information.
Page 14 of 71
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Congratulations to Tillsonburg Red Sox on winning their silver medal at their
Championships.
Chamber of Commerce Awards of Excellence on September 29th.
Kinsmen Bridge Public Consultation is September 30th at the Lions Den.
Truth and Reconciliation Day is September 30th.
Both ice pads will be ready for use by the end of week in the arena.
The indoor pool closure date will be in January 2023.
19. Adjournment
Resolution # 2022-332
Moved By: Councillor Parker
Seconded By: Councillor Luciani
THAT the Council meeting of September 26, 2022 be adjourned at 8:31 p.m.
Carried
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1
Main Entran
c
e
Exit
2
3
4
4
P
P
PP
7Hardy Ave
Hardy AveSanders StHardy Ave
Optimist
Park
Memorial
Park
Kiwanis
Ball Park
Exit
DESIGN Tillsonburg CoMMuniTY CenTre
SITE PLAN DIAGRAM : AERIAL VIEW
Legend
Pool Facility Natural Park
Sports Facilities
Entrance Auditorium
Arena
Parking
New Entry + Barrier free/Family Change-room Addition
Bus Stop
BLUE Transit Line Car Circulation
RED Transit Line Pedestrian Circulation
Seniors Centre
1
2
3
4
P
7
Future Parking
Page 16 of 71
DESIGN Tillsonburg CoMMuniTY CenTre
SCOPE OF WORK : LOWER LEVEL
Type of Work
Renovation Addition
5
5
6
7
8
9
Legend
Upper Lobby
Pool Viewing
Auditorium
Arena
Existing Pool
New b/f pool ramp +
deck resurfacing
(+/- 7,830 sf)
Pool Area
Health Club
Change Rooms
Senior Centre
Info Desk
1
2
3
4
5
6
7
8
9
Change Rooms
Administration
Meeting Room
10
11
12
Health Club
Removal of existing
washrooms + sauna
(+/- 540 sq.ft)
Existing Change
Rooms + Pool Office
Renovation
(+/- 3,000 sq.ft)
New Entry +
Change Rooms
(+/- 5,400sf)
Renovation Addition
Page 17 of 71
DESIGN Tillsonburg CoMMuniTY CenTre
SCOPE OF WORK : UPPER LEVEL
Legend
Main Lobby
Pool Viewing
Auditorium
Arena
Pool Area
Health Club
Change Rooms
Senior Centre
Existing Customer Service
1
2
3
4
5
6
7
8
9
Type of Work
Renovation Addition
1
2
3
4
5
9
6
New Entry +
Change Rooms
(+/- 5,400sf)
Accessible Pool
Viewing
Renovation
(200sf)
Existing Upper
Lobby
New sprinklers
and ceiling
Page 18 of 71
Drawn By:
Scale:
Current Issue:
Drawing:
Project:
Plot Date:Sheet No.:
Project No.:Job Captain:
NOTES:
1. VERIFY ALL DIMENSIONS PRIOR TO CONSTRUCTION.
2. DO NOT SCALE DRAWINGS.
3. REPORT ALL DISCOVERIES OF ERRORS, OMISSIONS, OR DISCREPANCIES TO THE ARCHITECT OR DESIGN ENGINEER AS APPLICABLE.
4. USE ONLY LATEST REVISED DRAWINGS OR THOSE
THAT ARE MARKED: "ISSUED FOR CONSTRUCTION".
5. THE DRAWINGS ARE THE PROPERTY OF THE ARCHITECT AND/OR ENGINEER AND MUST BE RETURNED ON COMPLETION OF THE PROJECT. ANY UNAUTHORIZED USE IS PROHIBITED.
6.AREA CALCULATIONS ARE APPROXIMATE.
7.DATE FORMAT: YYYY-MM-DD
Set No.
Current Revision:
126 WELLINGTONP 519.649.0220 ROAD, LONDON ON N6C 4M8www.aLiNKarch.ca
No.Date Issued For / Revisions
ISSUE & REVISION DESIGNATION
LETTER (A) = ISSUE , No. (1) = REVISION
2129
Proposed Addition toTillsonburg
Community Centre
45 Hardy Avenue, Tillsonburg, ON
SCALE:
SITE PLAN
1:400
1
A1.1 A1.2
2022-09-12 A1.2
SITE PLAN, SITE/ZONING
ANALYSIS + SITE PLAN LEGEND
AS SHOWN
CW AL
B --
A 2022-01-17 ISSUED FOR SPA CONSULTATION
B 2022-09-12 ISSUED FOR SPA
SCALE:
SITE LEGEND
N.T.S.
1
A1.2A1.2
DESIGN Tillsonburg CoMMuniTY CenTre
SITE PLAN :
Page 19 of 71
EXIST. POOL
MISC.
STORAGE
BIKE
STORAGE
MISC.
STORAGE
NEW POOL RAMP
EXIT
SHOWERSHOWER
B/F WRWR
SHOWERS
B/F
CHANGE
ROOM
UNIVERSAL
WASHROOM
BENCH
FAMILY / BARRIER-FREE
CHANGE ROOMS
1,750 SF
POOL ADMIN.
300 SF
LOWER LOBBY
515 SF
MULTI-PURPOSE
ROOM
390 SF
RAMP
230 SF
VESTIBULEPRINCIPAL B/F
ENTRANCE /
FIREFIGHTERS’
ENTRANCE
MAIN LOBBY
1,750 SF
CUSTOMER
SERVICE DESK
STOR.
STAIR
STAIR
ELEV.
EXISTING CORRIDOR
EXISTING STAIR
JAN.
STORAGE
EXISTING POOL
STAFF ROOM
310 SF
EX.
WR
MEN’S WOMEN’S
CHANGE
ROOMS
2,125 SF
MEN’S
WASHROOM
WOMEN’S
WASHROOM
SHOWERS
SHOWERS
SHARED
SHOWERS
EXISTING
HEALTH CLUB
3,285 SF
RAMPRAMP
DESIGN Tillsonburg CoMMuniTY CenTre
SCHEMATIC PLAN : LOWER LEVEL
Page 20 of 71
ROOF
ROOF
MEETING
ROOM
400 SF
MAIN
LOBBYVESTIBULE
CUST.
SERVICE DECK
STOR.
ELEV.
STAIR
UPPER LOBBY
Ceiling Work Only
ACCESSIBLE
POOL VIEWING
STAIR
VESTIBULE
EXISTING
POOL VIEWING
EXISTING
WR
EXISTING
WR
EXIST.
JAN.
EXIST.
JAN.
EXISTING
OFFICES
EXIST.
B/F
WR
EXISTING
POOL BELOW
DESIGN Tillsonburg CoMMuniTY CenTre
SCHEMATIC PLAN : UPPER LEVEL
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DESIGN Tillsonburg CoMMuniTY CenTre
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DESIGN Tillsonburg CoMMuniTY CenTre
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DESIGN Tillsonburg CoMMuniTY CenTre
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DESIGN Tillsonburg CoMMuniTY CenTre
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DESIGN Tillsonburg CoMMuniTY CenTre
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DESIGN Tillsonburg CoMMuniTY CenTre
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DESIGN Tillsonburg CoMMuniTY CenTre
PRECEDENTS :
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1
To: Tillsonburg Town Council Members
As most of you know by now, Helping Hand Food Bank has found itself in a position that we had to find a
new location. After an exhausting search, we have just recently signed a long term contract at a new
location, Father Langan Centre (formerly St.Mary’s School), beside the Roman Catholic Church in
Tillsonburg.
The HHFB Board feels this is a great location for our clients and it will allow us to serve our most
valuable neighbours and make sure no one goes hungry.
With the above stated, in order to function at our new location we have to contract construction work.
Being a non for profit Charitable organization and relying 100% on donations, we the HHFB Board are
asking the town to forgive our permit fees.
Please consider our postion and request.
Sincerely,
Tom Langrell HHFB Chair, and the HHFB Board of Directors
Page 32 of 71
Community Planning
P. O. Box 1614, 21 Reeve Street
Woodstock Ontario N4S 7Y3
Phone: 519-539-9800 Fax: 519-421-4712
Web site: www.oxfordcounty.ca
Our File: A12-22
APPLICATION FOR MINOR VARIANCE
TO: Town of Tillsonburg Committee of Adjustment
MEETING: October 11th, 2022
REPORT NUMBER: CP 2022-386
OWNER: Mister Auto Wash Inc c/o Tyson VanLeeuwen
10 Elm Street, Tillsonburg ON N4G 0A7
AGENT: Cyril J. Demeyere Ltd – Trevor Benjamins
261 Broadway, Tillsonburg ON N4G 4H8
VARIANCES REQUESTED:
1. Relief from Section 14.2 – SC Zone Provisions – Table 14.2: Zone Provisions – Exterior
Side Yard: Minimum Width, to decrease the minimum required side yard depth from 9 m
(29.5 ft) to 8.3 m (27.2 ft)
2. Relief from Section 14.2 – SC Zone Provisions – Table 14.2: Zone Provisions –
Setback: Minimum Distance from the Centreline of an Arterial Road as shown on Schedule
“B”, to decrease the minimum required distance from the centreline of an arterial road from
20.5 m (67.3 ft) to 18.3 m (60 ft).
LOCATION:
The subject lands are described as Lots 395, 415, 416 & Part of Lot 296, Plan 500 in the Town of
Tillsonburg. The lands are located on the north west corner of the Tillson Avenue and Concession
Street East intersection, and are municipally known as 127 Tillson Ave.
BACKGROUND INFORMATION:
COUNTY OF OXFORD OFFICIAL PLAN:
Schedule ‘T-1’ Town of Tillsonburg Land use Plan Service Commercial
TOWN OF TILLSONBURG ZONING BY-LAW: Special Service Commercial Zone (SC-28)
SURROUNDING USES:
Surrounding uses include a mix of industrial, service commercial and residential.
COMMENTS:
Page 33 of 71
File Number: A12-22 Report Number 2022-386
Page 2
(a) Purpose of the Application:
The applicant is requesting relief from the above-noted provisions of the Town Zoning By-law to
facilitate the construction of an addition to a motor vehicle washing establishment on the subject
property. It is proposed that the addition will be used as an additional lane for the car wash.
The subject lands are approximately 3954.6 m² (42,568.3 ft²) in area, with an existing car wash
approximately 409.25 m² (4405 ft²) in size and a proposed addition of 91.85 m² (988.6 ft²) in size.
Surrounding land uses are predominately comprised of service commercial, industrial and
residential.
A previous zone change application, ZN7-22-08, was approved on September 12th, 2022 for a
reduced minimum front yard depth of 8.8 m (28.8 ft). The applicants did not correctly calculate
the building setbacks and will require relief from the above noted provisions.
Plate 1, Existing Zoning & Location Map, shows the location of the subject lands and the current
zoning in the immediate vicinity.
Plate 2, Aerial Map (2020), shows the location of the subject lands and surrounding properties.
Plate 3, Applicant’s Sketch, illustrates the proposed addition to the existing car wash.
Plate 4, Site Plan, illustrates the overall site plan for the existing and proposed addition to the car
wash.
(b) Agency Comments
The application was circulated to a number of public agencies considered to have an interest in
the proposal. No comments have been received from any of the public agencies circulated.
(c) Public Consultation:
Public Notice was provided to surrounding property owners on October 1, 2022 in accordance
with the requirements of the Planning Act. As of the writing of this report, no comments or
concerns had been received from the public.
(d) Intent and Purpose of the Official Plan:
The subject lands are designated ‘Service Commercial’ according to the Town of Tillsonburg’s
Land Use Plan, as contained in the County Official Plan. Staff are satisfied that the applicant’s
proposal, which will facilitate an addition to an existing motor vehicle washing establishment is in-
keeping with the intent of the Official Plan for the ‘Service Commercial’ designation.
(e) Intent and Purpose of the Zoning By-law:
The subject property is zoned ‘Service Commercial Special Zone (SC-28)’ in the Town Zoning
By-law, which permits a motor vehicle washing establishment and requires a minimum exterior
side yard width of 9 m (29.5 ft) and a minimum distance from the centreline of an arterial road of
20.5 m (67.3 ft).
The subject lands contain an existing motor vehicle washing establishment. It is proposed that
the new addition will encroach into both the required exterior side yard by approximately 0.7 m
(2.2 ft) and the distance from the centreline of an arterial road by approximately 2.2 m (7.2 ft). It
is the intent of the exterior side yard setbacks and the distance from the centreline of an arterial
Page 34 of 71
File Number: A12-22 Report Number 2022-386
Page 3
road to ensure that private development is sufficiently setback from the public road allowance to
ensure sufficient space is maintained for vehicle and pedestrian safety, as well as typical road
maintenance efforts. The exterior side yard setbacks are also intended to ensure that there is
sufficient area on private property for amenity space and private services and these setbacks also
assist in maintaining uniform sightlines along the right of way.
(f) Desirable Development/Use:
It is the opinion of this Office that the applicant’s request can be considered minor and desirable
for the development of the subject property.
Staff are satisfied that the proposed addition to an existing motor vehicle washing establishment
will be in keeping with the character of the existing service commercial surrounding and is not
anticipated to negatively impact surrounding land uses. Further the requested variance will permit
the applicant to provide an additional lane at the motor vehicle washing establishment.
In light of the foregoing, it is the opinion of this Office that the requested relief is in keeping with
the general intent and purpose of the Official Plan and Town Zoning By-law and can be given
favourable consideration. In conclusion, staff are of the opinion that this proposal is minor in nature
and satisfies the four tests for minor variance as set out in Section 45(1) of the Planning Act and
can be supported from a Planning perspective.
RECOMMENDATION:
That the Town of Tillsonburg Committee of Adjustment approve Application File A12-22,
submitted by Mister Auto Wash Inc for lands described as Lots 395, 415, 416 & Part of Lot 296,
Plan 500, in the Town of Tillsonburg as it relates to:
1. Relief from Section 14.2 Zone Provisions – Table 14.2: Zone Provisions – Exterior Side
Yard: Minimum Width, to decrease the minimum required side yard depth from 9 m (29.5
ft) to 8.3 m (27.2 ft)
2. Relief from Section 14.2 Zone Provisions – Table 14.2: Zone Provisions – Setback:
Minimum Distance from the Centreline of an Arterial Road as shown on Schedule “B”, to
decrease the minimum required distance from the centreline of an arterial road from 20.5
m (67.3 ft) to 18.3 m (60 ft)
As the proposed variances are:
(i) deemed to be minor variances from the provisions of the Town of Tillsonburg Zoning
By-law No. 3295;
(ii) desirable for the appropriate development or use of the land;
(iii) in-keeping with the general intent and purpose of the Town of Tillsonburg Zoning By-
law No. 3295; and
(iv) in-keeping with the general intent and purpose of the Official Plan.
Authored by: Haylee Hallema, Student Planner
Approved for submission by: Eric Gilbert, MCIP RPP
Senior Planner
Page 35 of 71
October 4, 2022
This map is a user generated static output from an Internet mapping site and
is for reference only. Data layers that appear on this map may or may not be
accurate, current, or otherwise reliable. This is not a plan of survey
Legend
650
Notes
NAD_1983_UTM_Zone_17N
33 Meters
Parcel Lines
Property Boundary
Assessment Boundary
Unit
Road
Municipal Boundary
Zoning Floodlines
Regulation Limit
100 Year Flood Line
30 Metre Setback
Conservation Authority
Regulation Limit
Regulatory Flood And Fill Lines
Land Use Zoning (Displays
1:16000 to 1:500)
Plate 1: Existing Zoning & Location Map
File No: A12-22- Mister Auto Wash
Lots 395, 415, 416 & Part of Lot 296, Plan 500- 127 Tillson Avenue, Town of Tillsonburg
Subject Property
First Street
Tillson Ave
Concession St E
King St
Page 36 of 71
October 4, 2022
This map is a user generated static output from an Internet mapping site and
is for reference only. Data layers that appear on this map may or may not be
accurate, current, or otherwise reliable. This is not a plan of survey
Legend
650
Notes
NAD_1983_UTM_Zone_17N
33 Meters
Parcel Lines
Property Boundary
Assessment Boundary
Unit
Road
Municipal Boundary
Subject Property
King St
First Street
Tillson Ave
Concession St E
Plate 2: Aerial Map (2020)
File No: A12-22
Lots 395, 415, 416 & Part of Lot 296, Plan 500, 127 Tillson Avenue, Town of Tillsonburg
Page 37 of 71
Plate 3: Applicant's Sketch
File No: A12-22
Lots 395, 415, 416 & Part of Lot 296, Plan 500- 127 Tillson Avenue, Town of Tillsonburg
Page 38 of 71
STSTSTSTSTSTSTSTSTSTSTSTSTSTSTSTST
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DRAWING No.DATE:
CHECKED BY:DRAWN BY:
PROJECT NO.
DESIGN BY:
SURVEY BY:BYDATEREVISIONNo.
Cyril J. Demeyere Limited
P.O. Box 460, 261 Broadway
Tillsonburg, Ontario. N4G 4H8
Tel: 519-688-1000
866-302-9886
Fax: 519-842-3235
cjdl@cjdleng.com
STAMP:LEGEND
PRELI
MI
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A
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Y
PROPOSED ADDITION
MISTER AUTOWASH INC.
SITE PLAN
22030 01
AG CC AG
SEP 14 2022KH/TPM
TOWN OF TILLSONBURGMETRIC H. SCALE 1:200
EXISTING/PROPOSED SANITARY
EXISTING/PROPOSED STORM
DITCH/SWALEEXISTING/PROPOSED WATERMAIN
EXISTING/PROPOSED WATER SERVICE
UNDERGROUND BELL LINE
EXISTING/PROPOSED UNDERGROUND POWER
EXISTING/PROPOSED NATURAL GAS LINE
EXISTING/PROPOSED OVERHEAD POWER
EXISTING/PROPOSED UNDERGROUND FIBRE OPTIC
UNDERGROUND CABLE LINE
TOE OF SLOPE, TOP OF BANK
FENCE
EDGE OF GRAVEL
CURB, DROPPED CURB
EDGE OF PAVEMENT
EXISTING/PROPOSED MANHOLE
EXISTING/PROPOSED CLEAN OUT
EXISTING/PROPOSED CATCH BASIN
EXISTING/PROPOSED VALVE
EXISTING/PROPOSED CURB STOP
EXISTING/PROPOSED HYDRANT
GUY WIRE, UTILITY POLE
LIGHT STANDARD
TRAFFIC SIGNAL
SIGN
GAS VALVE
UTILITY PEDESTAL
TRANSFORMER
SURVEY BARS
CONIFEROUS, DECIDUOUS TREE
SHRUB
EDGE OF BUSH/DRIP LINE
GEOTECHNICAL BORE HOLE
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KEY PLAN
SITE
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TILLSONBURG ZONING
REQUIREMENTS
I:\ACAD Projects\2022\22030\01-Model\22030_Site Plan.dwg, 2022-09-28 3:53:21 PM, CJDLPC29Plate 4: Site Plan
File No: A12-22- Mister Auto Wash
Lots 395, 415, 416 & Part of Lot 296, Plan 500- 127 Tillson Avenue, Town of Tillsonburg
Page 39 of 71
Page 40 of 71
Page 41 of 71
Page 42 of 71
Page 43 of 71
STSTSTSTSTSTSTSTSTSTSTSTSTSTSTSTST
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PINE STRE
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COUNTY ROAD No. 53FIRST STR
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TLISGAR AVENUEQUEEN STREETBRID
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TTILLSON AVENUECONCESSIO
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CRESCENT MAPLE LANESECOND ST
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DRAWING No.DATE:
CHECKED BY:DRAWN BY:
PROJECT NO.
DESIGN BY:
SURVEY BY:BYDATEREVISIONNo.
Cyril J. Demeyere Limited
P.O. Box 460, 261 Broadway
Tillsonburg, Ontario. N4G 4H8
Tel: 519-688-1000
866-302-9886
Fax: 519-842-3235
cjdl@cjdleng.com
STAMP:LEGEND
PRELI
MI
N
A
R
Y
PROPOSED ADDITION
MISTER AUTOWASH INC.
SITE PLAN
22030 01
AG CC AG
SEP 14 2022KH/TPM
TOWN OF TILLSONBURGMETRIC H. SCALE 1:200
EXISTING/PROPOSED SANITARY
EXISTING/PROPOSED STORM
DITCH/SWALEEXISTING/PROPOSED WATERMAIN
EXISTING/PROPOSED WATER SERVICE
UNDERGROUND BELL LINE
EXISTING/PROPOSED UNDERGROUND POWER
EXISTING/PROPOSED NATURAL GAS LINE
EXISTING/PROPOSED OVERHEAD POWER
EXISTING/PROPOSED UNDERGROUND FIBRE OPTIC
UNDERGROUND CABLE LINE
TOE OF SLOPE, TOP OF BANK
FENCE
EDGE OF GRAVEL
CURB, DROPPED CURB
EDGE OF PAVEMENT
EXISTING/PROPOSED MANHOLE
EXISTING/PROPOSED CLEAN OUT
EXISTING/PROPOSED CATCH BASIN
EXISTING/PROPOSED VALVE
EXISTING/PROPOSED CURB STOP
EXISTING/PROPOSED HYDRANT
GUY WIRE, UTILITY POLE
LIGHT STANDARD
TRAFFIC SIGNAL
SIGN
GAS VALVE
UTILITY PEDESTAL
TRANSFORMER
SURVEY BARS
CONIFEROUS, DECIDUOUS TREE
SHRUB
EDGE OF BUSH/DRIP LINE
GEOTECHNICAL BORE HOLE
SAN
ST
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U/H
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T
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SAN
ST
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KEY PLAN
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REQUIREMENTS
I:\ACAD Projects\2022\22030\01-Model\22030_Site Plan.dwg, 2022-09-28 3:53:21 PM, CJDLPC29Page 44 of 71
From:Cat Thompson
To:Planning
Subject:Car wash on tillson ave
Date:Thursday, October 6, 2022 11:10:11 AM
CAUTION: This email originated from outside your organization. Exercise cautionwhen opening attachments or on clicking links from unknown senders.
I am writing to you about the car wash on the corner of tillson ave and concession st e
expanding and adding a new carwash. I would like to oppose this. I live directly opposite itand the fact that there are already 2 24/7 car washes is outrageous. People go thru these car
washes at all hours of the night and it's crazy. The noise is out of this world. Not only that thepart of the car wash that tells you to put your car in park is so loud! But you can hear it when
you are inside the carwash and in your car. Yet I can hear it across the road. Plus the dryers.It's just outrageous already. Please do not pass this!
Thank you
Page 45 of 71
46 Ridout Street West, Tillsonburg, ON N4G 2E3
519-842-5573
Rector: The Venerable Osita OLUIGBO Deacon: The Rev’d. Vermell STEVENS
Website: www.stjohnstillsonburg.ca - Email: stjohnstburg@execulink.com
Walk in love, as Christ loved us and gave himself up for us…Ephesians 5:2a
St. John’s Anglican Church
First Responder & Medical Personnel
Thanksgiving Service
To honour and acknowledge the dedication and service of first responders and
medical personnel in our community, the congregation of St. John’s Anglican
Church wish to invite you to an evening of praise and thanksgiving.
The recent loss of two police officers in Ontario, as well as tragic events in other
provinces, highlights the importance of our communities supporting your mental
and spiritual health as well as your physical health.
This event is our way of showing our appreciation and to ask God’s blessing for
the risks and sacrifices that you all make to save and improve the lives of the
residents of Tillsonburg and surrounding area.
Date: Monday, October 17th
Time: 7:30 p.m.
Location: St. John’s Anglican Church, Tillsonburg
46 Ridout St.W. (corner of Ridout & Bidwell)
Reception to follow
.
For further information please contact church office: 519-842-5573.
Page 46 of 71
Please join us for
a Service of Thanks and Praise for
FIRST
RESPONDERS
AND
MEDICAL PERSONNEL
To honour and acknowledge the dedication
and service of first responders and
medical personnel in our community.
St. John’s Anglican Church
46 Ridout Street West
Tillsonburg
Monday, October 17th 2022
7:30 p.m.
Page 47 of 71
234-2022-4150
September 26, 2022
Dear Head of Council:
Our government recognizes the importance of streamlining development approvals in
land use planning in supporting the development of 1.5 million new homes by 2031. Our
government will continue working with you to identify opportunities and innovative
solutions that would help us effectively address the housing crisis.
I am writing you today about public consultation in the land use planning process. The
Planning Act requires public meetings to be held prior to making certain planning
decisions for the purpose of giving the public an opportunity to make representations in
respect of the matter under consideration.
For example, your municipal council can consider how to meet the Planning Act’s
requirements using a variety of methods such as physical meetings, electronic or virtual
channels – separately or in combination - to engage and solicit feedback from the public
on land use planning matters. This may include a mixture of technologies and
approaches to meet local public needs (for example, physical meetings, webinars, video
conferencing, moderated teleconference). There is no requirement in the Planning Act
to have multiple types of meetings (e.g., both a physical meeting and a virtual meeting).
Thank you for the work that you do to engage and provide the public with an opportunity
to make representations on planning matters in a manner that works best in your local
community.
Sincerely,
Steve Clark
Minister
Ministry of
Municipal Affairs
and Housing
Office of the Minister
777 Bay Street, 17th Floor
Toronto ON M7A 2J3
Tel.: 416 585-7000
Ministère des
Affaires municipales
et du Logement
Bureau du ministre
777, rue Bay, 17e étage
Toronto ON M7A 2J3
Tél. : 416 585-7000
Page 48 of 71
From:SOLGENinput
Subject:Ministry of the Solicitor General: Update - Community Safety and Policing Act, 2019 and OPP Detachment Boards
Date:Tuesday, October 4, 2022 2:58:52 PM
CAUTION: This email originated from outside your organization. Exercise cautionwhen opening attachments or on clicking links from unknown senders.
Solicitor General Solliciteur général
Office of the Solicitor General
25 Grosvenor Street, 18th Floor
Toronto ON M7A 1Y6
Tel: 416 326-5000Toll Free: 1-866-517-0571
SOLGEN.Input@Ontario.ca
Bureau du solliciteur général
25, rue Grosvenor, 18e étage
Toronto ON M7A 1Y6
Tél. : 416 326-5000Sans frais : 1-866-517-0571
SOLGEN.Input@Ontario.ca
DATE: October 04, 2022
MEMORANDUM TO: Heads of Council and First Nations Chiefs
SUBJECT:Update - Community Safety and Policing Act, 2019 andOPP Detachment Boards
Good afternoon,
I am writing to share an update on the Community Safety and Policing Act, 2019
(CSPA) and the new Ontario Provincial Police (OPP) detachment board framework
under the CSPA.
For municipalities and First Nations receiving OPP policing services, detachment
boards will replace current police services boards and Community Safety Advisory
Committees, expanding opportunities for civilian input on local OPP policing and
encouraging a coordinated and collaborative approach to community safety. In spring2021, the Ministry of the Solicitor General (the ministry) requested that these
communities work together to develop proposals for the composition of their
detachment boards, based on minimum requirements provided by the ministry. I
would like to thank you for your work on the proposals to date.
The ministry is working towards an in force date for the CSPA between fall 2023 and
winter 2024. The in-force window will narrow and be communicated to stakeholders,
partners, and First Nations over the coming months. We understand thatmunicipalities and First Nations require time to plan for implementation of OPP
detachment boards and will work to ensure that sufficient time is provided between
Page 49 of 71
proclamation and the in-force date of the CSPA.
At this time, we are working to finalize proposed compositions for OPP detachment
boards by November 30, 2022. Our team will be following up in the coming days with
respect to the status of proposals and any related questions.
If you have any questions or concerns, please contact Joanna Reading, Team Lead,
Public Safety and Policing Policy at Joanna.Reading@Ontario.ca.
Kind Regards,
Sarah Caldwell
A/Assistant Deputy MinisterStrategic Policy, Research and Innovation Division
Ministry of the Solicitor General
Page 50 of 71
Page 1 of 3
Subject: Council Meeting Dates
Report Number: CAO 22-07
Department: Office of the CAO
Submitted by: Laura Pickersgill, Executive Assistant/Assistant Clerk
Meeting Type: Council Meeting
Meeting Date: Tuesday, October 11, 2022
RECOMMENDATION
THAT Council receives report CAO 22-07 Council Meeting Dates, as information;
AND THAT the Council orientation dates be set as: November 8, 15, 21 and 22, 2022;
AND FURTHER THAT the Council budget dates be set as: December 7 (9:00 a.m.
start) and 19, 2022 and January 16 and February 6, 2023;
AND FURTHER THAT the regularly scheduled 2023 Council meeting dates be
amended from: Monday January 23, 2023 to Tuesday January 24, 2024; Monday April
10, 2023 to Tuesday April 11, 2023; Monday May 22, 2023 to Tuesday May 23, 2023;
Monday June 12 to Wednesday June 14, 2023; and Monday, October 9, 2023 to
Tuesday October 10, 2023.
BACKGROUND
In accordance with the Town’s Procedural By-Law, Council meetings are held on the
second and fourth Monday of the month, except in the months of July, August and
December. Due to the municipal election, there are additional meeting dates required
for council orientation. Staff are suggesting the following dates and times for this
purpose.
November 8, 2022- Joint Council Orientation Meeting- Oxford County Council
Chambers
November 15, 2022- Inaugural Meeting of Council
November 21- 8:30 a.m.-4:30 p.m.- Departmental Overviews & Municipal Facility
Tour
Page 51 of 71
CAO 22-05
Page 2 of 3
November 22- 9 a.m.-4:00 p.m.- Training/Orientation in Council Chambers
Staff are recommending additional dates and times below to the 2022 Meeting Calendar
to meet to review budget items only. These dates and times are:
December 7, 2022 9:00 a.m.
December 19, 2022 6:00 p.m.
January 16, 2023 6:00 p.m.
February 6, 2023 6:00 p.m. (for budget approval)
The proposed 2023 regular Council meeting dates are listed below with a few
amendments suggested to accommodate for holidays and conferences. These
meetings would begin at 6:00 p.m. unless there is a closed session required which
would then begin at 4:30 p.m.
January 9, 2023
Tuesday, January 24, 2023 (change to accommodate for ROMA Conference)
February 13, 2023
February 27, 2023
March 13, 2023
March 27, 2023
Tuesday, April 11, 2023 (change to accommodate Easter Monday holiday)
April 24, 2023
May 8, 2023
Tuesday, May 23, 2023 (change to accommodate Victoria Day holiday)
Wednesday, June 14, 2023 (change to accommodate AMCTO Conference)
June 26, 2023
July 17, 2023
August 14, 2023
September 11, 2023
September 25, 2023
Tuesday, October 10, 2023 (change to accommodate Thanksgiving holiday)
November 13, 2023
November 27, 2023
December 11, 2023
CONSULTATION
Senior Leadership Team
Following Council approval, these dates will be circulated to MP Dave MacKenzie, MPP
Ernie Hardeman, County of Oxford Clerk’s Office and the County of Oxford Planning
Page 52 of 71
CAO 22-05
Page 3 of 3
Department. The calendar will be shared in the local newspaper and posted on the
Town website.
FINANCIAL IMPACT/FUNDING SOURCE
None
CORPORATE GOALS
How does this report support the corporate goals identified in the Community Strategic
Plan?
☐ Lifestyle and amenities
☒ Customer service, communication and engagement
☐ Business attraction, retention and expansion
☐ Community growth
☐ Connectivity and transportation
☐ Not Applicable
Does this report relate to a specific strategic direction or project identified in the
Community Strategic Plan? Please indicate section number and/or any priority projects
identified in the plan.
Goal- The Town of Tillsonburg will strive for excellence and accountability in
government, providing effective and efficient services, information and opportunities to
shape municipal initiatives.
Strategic Direction- Position Tillsonburg as a leader in the municipal sector.
Priority Project- N/A
ATTACHMENTS
None
Page 53 of 71
Page 1 of 2
Subject: Electronic Monitoring Policy
Report Number: CAO 22-08
Department: Corporate Services Department
Submitted by: Carly VanTorre, Human Resources Generalist
Meeting Type: Council Meeting
Meeting Date: Tuesday, October 11, 2022
RECOMMENDATION
THAT Council receives and approves “Electronic Monitoring Policy” for the Town of
Tillsonburg.
BACKGROUND
On April 11, 2022, Bill 88 – Ontario’s Working for Workers Act, 2022 – received Royal
Assent and became law. Bill 88 introduced new provisions into the Employment
Standards Act, 2000 (“ESA”), which requires all employers who employ 25 or more
employees to have a written policy on electronic monitoring of employees in effect and
available to all employees and council members as of October 11, 2022.
Given that, staff are providing a drafted policy for Council’s consideration and adoption.
CONSULTATION
Director of Finance/Treasurer, Human Resources, Executive Assistant/Assistant Clerk
All staff members
FINANCIAL IMPACT/FUNDING SOURCE
None
Page 54 of 71
CAO 22-08
Page 2 of 2
CORPORATE GOALS
How does this report support the corporate goals identified in the Community Strategic
Plan?
☐ Lifestyle and amenities
☐ Customer service, communication and engagement
☐ Business attraction, retention and expansion
☐ Community growth
☐ Connectivity and transportation
☒ Not Applicable
ATTACHMENTS
Appendix A- Electronic Monitoring Policy
Page 55 of 71
Page 1 / 6 Electronic Monitoring Policy
TOWN OF TILLSONBURG
ADMINISTRATIVE POLICY
Electronic Monitoring Policy
Policy Number HR - XX
Approval Date Revision
Date
Schedules
1.0 Purpose
The Town of Tillsonburg values trust, discretion, and transparency and believes
employees deserve to know when and how their work is being monitored. This
policy is to be used in addition to other Town of Tillsonburg policies, including but
not limited to the Personnel Policy and Electronic Communications. It is intended to
establish guidelines for company practices and procedures related to electronic
monitoring of employees.
Electronic monitoring is an essential part of ensuring compliance with Town
policies, maintaining a respectful workplace environment, and ensuring IT assets
that are owned and managed by the Town are used safely and appropriately. By
monitoring Town assets, the Town is protecting its’ employees from liability and/or
performance challenges caused by the improper or unauthorized use of the
systems made available to facilitate the business of the Town.
2.0 Scope
This policy applies to all members of Council and staff of the Town of Tillsonburg.
Aspects of the policy also apply to the Town’s Information Technology Services
provider, Oxford County IT.
This policy also applies to volunteers and any other individual who may use the
Town’s electronic resources.
3.0 Definitions
"Authorized Individuals" and/or “Authorized Person(s)” means any employee,
consultant or contractor of The Town of Tillsonburg who has been approved by
their respective department head with respect to specific actions under the
Personnel Policy.
Page 56 of 71
Page 2 / 6 Electronic Monitoring Policy
“Automated Vehicle Location (AVL) & GPS” is a device that makes use of the
Global Positioning System (GPS) to enable a business or agency to remotely track
the location of its vehicle fleet by using the Internet.
"Corporate Information" is any and all information in the control and custody of
Town of Tillsonburg.
"Corporate Issued Mobile Device(s)" are any Mobile Devices which are owned and
issued by the Town of Tillsonburg for use by the Authorized Person for business
purposes.
"Corporate Network" means a network (either wired or wireless) capable of
accessing Corporate Information.
“Electronic Monitoring” refers to employee monitoring that is done electronically.
“Fingerprint Scanner/Punch Clock" is a scanner used to identify an individual by
their fingerprint for security purposes. After a sample is taken, access to a
computer or other system is granted if the fingerprint matches the stored sample.
"Information Systems" refers to computer hardware, software, data, security, user
accounts, and the means in which they are interconnected.
"IT" means Information Technology Services.
"Oxford County IT" means the department at Oxford County responsible for
procurement, maintenance and support of Information Systems
"Mobile Device Management (MDM)" is a means of deploying, securing,
monitoring, integrating and managing Mobile Devices. The intent of MDM is to
optimize the functionality and security of mobile devices within the organization,
while simultaneously protecting the corporate network and end-user.
"Mobile Device(s)" defines any cell phone, tablet, personal digital assistant or any
other related mobile device that can access the Internet. For the purpose of this
policy, laptops are not considered mobile devices.
"Monitoring Tool" is an application installed on a workstation, server, mobile
device, or laptop which collects logs for the purposes of troubleshooting, data
protection, or monitoring as defined under the Personnel Policy.
“Motion Activated Cameras” is a typical security camera that uses motion
activation to turn on. When the camera is armed, rather than recording continuous
video footage the camera is triggered by a motion sensor. Motion sensors use PIR
detection (passive infrared motion sensor technology).
Page 57 of 71
Page 3 / 6 Electronic Monitoring Policy
"(The) Town" means the Town of Tillsonburg.
"Personal Information" is any factual or subjective information about an identifiable
individual.
"Server" is a computer (either virtual or physical) which typically performs a
dedicated function, centrally located on a network.
“Weather Monitoring Cameras” work as a personal weather station. These
monitors can measure wind speed, wind direction, outdoor and indoor
temperatures, outdoor and indoor humidity, barometric pressure, rainfall, and UV
or solar radiation.
"Workstation" is a desktop computer used by one or more individuals for the
purposes of conducting day-to-day business or providing a service.
4.0 Roles & Responsibilities
4.1 Employer Obligations
Describe how and in what circumstances the Town electronically monitors
employees;
To disclose the purposes for which the information obtained through
electronic monitoring may be used;
To establish a process for accessing collected data that is transparent and
fair.
4.2 Employee Obligations
Read and understand the terms of the policy herein;
Understand the electronic devices that can be monitored and in what
circumstances employees are electronically monitored, how employees will
be electronically monitored and the purposes for which the information
obtained through electronic monitoring may be used;
Recognize that Town facilities, equipment and time are to be used in
furtherance of legitimate Town purposes;
Be protective of the Town’s interests and your own, and ensure the Town’s
values and professional standards are maintained.
5.0 Policy
The Town of Tillsonburg and its IT provider, Oxford County IT, use a variety of methods
for logging information generated by its employees, contractors, and visitors. This
information may be used for auditing compliance, analytics, data/systems security and
integrity, troubleshooting, and in certain circumstances, disciplinary action.
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Page 4 / 6 Electronic Monitoring Policy
Requests for access to any information logged under the data collection section of this
policy as it relates to employee disciplinary action shall be directed to the CAO and
Town of Tillsonburg Human Resources.
Use of this information as it relates to employee disciplinary action must be approved by
the CAO.
Any request for information collected under this policy shall be logged for future review.
Logs shall include the requester’s name, the nature of the request (with confidential
information redacted), all approvals obtained, the type of data obtained, and the
method, date and time in which it was delivered to the requester. These logs will be
maintained by Town of Tillsonburg Human Resources.
Appropriate controls are in in place regarding any data collected under this policy to
ensure that it is only accessible by authorized individuals.
Oxford County IT staff may, through the course of approved regular support activities,
come across information regarding staff activities defined under this policy (both real-
time and historical). In these circumstances, this data may only be used for the
purposes of troubleshooting and supporting day-to-day activities of the organization.
6.0 Privacy & Confidentiality
Town of Tillsonburg’s monitoring is aimed at collecting information related to its
business. However, some information collected by electronic monitoring may be
considered personal information. When personal information is under Town of
Tillsonburg control, it is the responsibility of the town to protect it.
All information collected through electronic monitoring will be securely stored and
protected. If any personal information is collected, its use and disclosure will be limited
to achieve the stated purpose of its collection. Town of Tillsonburg will adhere to all
privacy and confidentiality legislation that applies to the collection, use, and disclosure
of personal information obtained by electronic monitoring, including but not limited to the
Employment Standards Act and the Municipal Freedom of Information and Protection of
Privacy Act (MFIPPA).
7.0 Retention Of Employee Records
The retention of employee records will be done in accordance with the timelines set out
in By-law 3933, as amended from time to time, being a by-law to adopt a records
retention schedule for the Town of Tillsonburg.
8.0 Data Collection
The following chart identifies the type of technology, what information and how it is
collected, the circumstances of collection, and its intended purpose.
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Page 5 / 6 Electronic Monitoring Policy
Members of Council and staff should be aware of the data that is collected in the
workplace and bring any questions about the data collected to the CAO or Clerk (for
members of Council) or their supervisor (for staff).
Technology How Collected Circumstance Purpose
Access Key Fobs A sensor creates a
record of entry and exit
times as well as which
entrance was used each
time an authorized user
scans their access key
fob.
All members of Council
and staff who access a
site using a keycard or
key fob.
Building security.
Location
Tracking –
Vehicles (AVL &
GPS)
Use of onboard or
portable GPS system
as well as Automated
Vehicle Location (AVL),
and software including
but not limited to
Viasys.
All Municipally owned
vehicles.
Confirm location of vehicles,
confirm compliance with
operational plans, review
compliance with speed limits.
May be used for live
snowplow location updates
for residents. Employee
safety.
Mobile Device
Management –
Corporate
Issued Mobile
Devices
Applications installed
on device, device
physical location, IP
address, online status.
Continuous Email and device security,
troubleshooting and device
diagnostics. Employee safety.
Networked
Computers
Logging including
login/logoff times,
websites and services
accessed, inbound and
outbound email
activity, application
installation and usage,
IP address.
Any workstation or
laptop which connects
to Town of Tillsonburg
networks, both wired
and wireless, including
VPN connections to
Tillsonburg networks.
Network and systems security,
troubleshooting and
diagnostics, performance
management of staff.
Security
Cameras
Cameras record video
footage where in use at
a site or facility.
Continuous. Building and property
security, staff and public
safety, police requests.
Telephones Inbound and outbound
call logs including time
of call, duration, call
origin and destination.
All Town of Tillsonburg
provided desk and
conference phones,
including software-
based telephones.
Troubleshooting, diagnostics
and reporting.
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Page 6 / 6 Electronic Monitoring Policy
Technology How Collected Circumstance Purpose
Motion
Activated
Cameras
Cameras that are
activated by motion of
vehicles, pedestrians,
cyclists, or other means.
Used based on
direction from CAO or
Director and on a case-
by-case basis where
repeat instances have
occurred.
Used to prevent undesirable
activities within the municipal
road allowance.
Dayforce
Fingerprint
Scanner/Punch
Clock
Fingerprint
scanner/punch clock
activated by staff
starting or ending their
shift.
Each time staff who
use the fingerprint
scanner/punch clock
at the start and end of
their shift.
Tracks start and end times of
employee shifts using
employee fingerprints.
Weather
Monitoring
Cameras
Take still photos of
roadway conditions,
may capture municipal
vehicles and vehicles of
the travelling public.
Used by
Transportation staff to
monitor roadway
conditions during the
winter.
Primarily used for roadway
monitoring.
9.0 Complaint Process
A complaint can only be made to the Ministry of Labour, Training and Skills
Development, or be investigated by an Employment Standards Officer, where there is
an alleged contravention of the employer’s obligation to provide a copy of the written
policy within the required timeframe to its employees or assignment employees. For
further clarity, a complaint alleging any other contravention of the policy on electronic
monitoring of employees cannot be made to, or be investigated by, an Employment
Standards Officer.
10.0 Compliance
Town of Tillsonburg employees found to be misusing electronic monitoring data in
violation of this policy may be subject to disciplinary action up to and including
termination.
11.0 Policy Review
The Director, working with Oxford County IT, is responsible for ensuring this policy is
reviewed once per Council term or as needed to ensure it is revised in light of any new
methods of electronic monitoring in the workplace or legislative changes. In the event
that the Town of Tillsonburg amends this policy, it will provide an amended copy of the
policy to all Council and staff of the Town within 30 days of the changes being made.
Page 61 of 71
Page 1 of 3
The Corporation of the Town of Tillsonburg
Parks, Beautification and Cemeteries Advisory Committee
August 4, 2022
9:00 a.m.
Tillsonburg Cemetery
MINUTES
Present:
Barb Wareing, Penny Esseltine, Ken Butcher, Donna Scanlan, Paul DeCloet, Susan
Saelens, Marian Smith, Maurice Verhoeve
Absent with Regrets:
Christine Nagy, Mike Dean
Also Present:
Matt Johnson, Margaret Puhr
1. Call to Order
The meeting was called to order at 9:05Adb a.m.
2. Adoption of Agenda
Resolution #1
Moved by: Penny Esseltine
Seconded by: Paul DeCloet
THAT the Agenda as revised for the Parks, Beautification& Cemeteries Advisory
Committee meeting of August 4, 2022, be adopted.
Carried
3. Minutes of the Previous Meeting
4. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
Page 62 of 71
Page 2 of 3
5. General Business and Reports
5.1. Location of new columbarium – Matt presented to the committee three possible
sites for new columbarium and future expansion of the columbaria.
1. Grassy/treed area near the cemetery office building – this location has plenty
of space for expansion 2 to 3 columbaria, parklike setting and potential for a
couple parking spaces to be developed.
2. Open/treed space near old cemetery office building – although sloped, this
space could be landscaped to make a very nice setting for one columbarium.
3. Grassy/treed area near the Catholic section – mature trees, easy access and
space for 3 columbaria.
Resolution #3
Moved by: Marian Smith
Seconded by: Barb Wareing
THAT the Parks, Beautification and Cemeteries Advisory Committee
recommends two simultaneous locations for new columbaria: the first near
the front of cemetery office and the second near the Catholic section of the
cemetery to provide adequate space and location options.
Carried
Resolution #4
Moved by: Ken Butcher
Seconded by: Maurice Verhoeve
THAT the Parks, Beautification and Cemeteries Advisory Committee
recommends council approve purchasing of two (2) additional columbaria in
2023 to accommodate the urgent demands of these.
Carried
5.2. Japanese knotweed – Carroll Trail has increased presence of Japanese
knotweed which is an invasive species and it is becoming a priority to plan for
Page 63 of 71
Page 3 of 3
removal and remedial actions. Paul recommended small amounts of Roundup
applied strategically, followed by planting of strong native species to replace.
Staff suggested installing of signage identifying the invasive species and
outlining remedial actions.
5.3. Round table – Matt indicated that the new columbarium purchased this year will
have engraveable doors as currently plaques are taking 48 weeks to come back.
Staff are researching new provider for engraving.
Matt has also received requests for more naturalized areas in parks and trails,
rather than groomed grass – committee supports this idea.
6. Next Meeting
October 6th, unless earlier meeting required, at 9:00 a.m., Council Chambers
7. Adjournment
Resolution #5
Moved by: Sue Saelens
Seconded by: Ken Butcher
THAT the August 4, 2022 Parks, Beautification & Cemeteries Advisory Committee
meeting be adjourned at 10:50a.m.
Carried
Please contact the Staff Liaison listed below to gain access to this electronic
meeting:
Contact
Margaret Puhr
mpuhr@tillsonburg.ca
519-688-3009 ext.4202
Page 64 of 71
Page 1 of 2
The Corporation of the Town of Tillsonburg
Accessibility Advisory Committee
September 21, 2022
1:30 p.m.
Council Chambers
MINUTES
Present: Councillor Pete Luciani, Dr. Mark Dickson, Michael Kadey, Cindy Allen
Staff: Laura Pickersgill, Executive Assistant/Assistant Clerk; Emily Xuereb, Deputy
Chief Building Official
Regrets: Margaret McCrimmon, Peter Staley, Mike Cerna
1. Call to Order
The meeting was called to order at 1:40 p.m.
2. Adoption of Agenda
Resolution #1
Moved by: Councillor Luciani
Seconded by: Mark Dickson
THAT the Agenda as prepared for the Accessibility Advisory Committee meeting of
September 21, 2022, be adopted.
Carried
3. Minutes of the Previous Meeting
Resolution #2
Moved by: Michael Kadey
Seconded by: Councillor Luciani
Page 65 of 71
Page 2 of 2
THAT the minutes as prepared for the Accessibility Advisory Committee meeting of
September 13, 2022 be adopted.
Carried
4. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
5. General Business and Reports
5.1. Review Ramp Options for Community Centre Renovations
Resolution #3
Moved by: Councillor Luciani
Seconded by: Mark Dickson
THAT the Accessibility Advisory Committee approves in principle ramp option #2
given clarity is provided on the bottom step down.
Carried
6. Next Meeting
December 13, 2022 at 2:00 p.m.
7. Adjournment
Resolution #4
Moved by: Councillor Luciani
Seconded by: Mark Dickson
THAT the September 21, 2022 Accessibility Advisory Committee meeting be
adjourned at 2:06 p.m.
Carried
Page 66 of 71
Page 1 of 3
The Corporation of the Town of Tillsonburg
Tillsonburg Transit Advisory Committee
September 20, 2022
10:00 a.m.
Hybrid Meeting
MINUTES
Present: Cindy Allen, Rick Martin, Kathryn Leatherhead, Lynn Temoin and Councillor Luciani Also Present:
Ashley Taylor, Transit Coordinator
Richard Sparham, Manager of Public Works
1. Call to Order
The meeting was called to order at 10:00 a.m.
2. Adoption of Agenda
Resolution #1
Moved by: Rick Martin
Seconded by: Lynn Temoin
THAT the Agenda as prepared for the Tillsonburg Transit Advisory Committee
meeting of September 20th 2022, be adopted.
Carried
3. Minutes of the Previous Meeting
4. Disclosures of Pecuniary Interest and the General Nature Thereof
No disclosure of pecuniary interest were declared.
5. General Business and Reports
Page 67 of 71
Page 2 of 3
5.1. In Town Transit Update
5.1.1. Statistics
Staff provided an overview of the In-Town Statistics. The In-Town bus had
785 riders in July 2022 and 797 riders in August 2022.
5.1.2. Winter Maintenance at Bus Stop
An overview of winter maintenance was provided by staff. It was
suggested that a priority list of bus stops be provided to Public Works.
5.1.3. RETF Funding
An update of the RETF funding was given by staff as well as a list of
potential bus shelter locations.
5.1.4. Christmas Bus
An update was provided on the Christmas Bus. The Christmas Bus was
approved by council to run on Saturday November 26th, December 3rd,
December 10th and December 17th.
5.1.5. Stuff the Bus
The Stuff the Bus for the food bank was discussed with the tentative date for
the event being December 3rd 2022. It was suggested that a working group
be put together to discuss this event in greater detail.
5.1.6. Santa Claus Parade
An update on the date of the Santa Claus Parade was provided.
5.1.7. Bus Advertising Update
Staff provided an update on advertisements that are being booked for the
sides of the buses.
5.2. Inter-community Transit Update
5.2.1. Statistics
Staff provided an overview of the Inter-Community Statistics.
5.3. Terms of Reference
The Terms of Reference was discussed and one small change to section
2.2 was proposed.
6. Next Meeting
Page 68 of 71
Page 3 of 3
November 15th, 2022 at 10:00 a.m.
7. Adjournment
Resolution #3
Moved by: Councillor Luciani
Seconded by: Lynn Temoin
THAT the September 20th, 2022 Tillsonburg Transit Advisory Committee meeting be
adjourned at 10:50 a.m.
Carried
Page 69 of 71
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 2022-067
A BY-LAW to appoint an Acting Clerk for The Corporation of the Town of
Tillsonburg (the “Town”).
WHEREAS a municipality is obligated to have a clerk, pursuant to section 228(1) of the
Municipal Act, 2001, S.O. 2001, c. 25;
AND WHEREAS the Town has an emergent vacancy in the office of Clerk;
AND WHEREAS the Chief Administrative Officer (“CAO”), of the Town, Kyle Pratt, is
currently appointed as deputy clerk pursuant to By-Law 3333;
AND WHEREAS the Council of the Town deems the appointment of an Acting Clerk as
necessary to enable the Town to govern its affairs and respond to municipal issues;
BE IT THEREFORE ENACTED by the Council of The Corporation of the Town of
Tillsonburg as follows:
1. THAT Kyle Pratt is hereby appointed Acting Clerk, to serve in this capacity
until this By-Law has been rescinded.
2. THAT this By-law does not deviate from the powers that Kyle Pratt holds by
virtue of By-Law 3333 or any other By-Law, statute, or regulation.
3. THAT any act taken by Kyle Pratt in the capacity of Acting Clerk shall be
deemed to be an act also taken in his capacity as Deputy Clerk.
4. THAT this By-law shall come into force and effect on the day of passing.
READ A FIRST AND SECOND TIME THIS 11th DAY OF OCTOBER 2022.
READ A THIRD AND FINAL TIME AND PASSED THIS 11th DAY OF OCTOBER 2022.
Mayor – Stephen Molnar
Deputy Clerk – Kyle Pratt
Page 70 of 71
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW 2022-066
A By-Law to confirm the proceedings of Council at its meeting held on October
11, 2022.
WHEREAS Section 5 (1) of the Municipal Act, 2001, as amended, provides that the
powers of a municipal corporation shall be exercised by its council;
AND WHEREAS Section 5 (3) of the Municipal Act, 2001, as amended, provides that
municipal powers shall be exercised by by-law;
AND WHEREAS it is deemed expedient that the proceedings of the Council of the Town
of Tillsonburg at this meeting be confirmed and adopted by by-law;
BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of
Tillsonburg as follows:
1. All actions of the Council of The Corporation of the Town of Tillsonburg at its meeting
held on October 11, 2022, with respect to every report, motion, by-law, or other action
passed and taken by the Council, including the exercise of natural person powers,
are hereby adopted, ratified and confirmed as if all such proceedings were expressly
embodied in this or a separate by-law.
2. The Mayor and Clerk are authorized and directed to do all the things necessary to
give effect to the action of the Council of The Corporation of the Town of Tillsonburg
referred to in the preceding section.
3. The Mayor and the Clerk are authorized and directed to execute all documents
necessary in that behalf and to affix thereto the seal of The Corporation of the Town
of Tillsonburg.
4. That this By-Law shall come into force and take effect on the date it is passed.
READ A FIRST AND SECOND TIME THIS 11TH DAY OF OCTOBER, 2022.
READ A THIRD AND FINAL TIME AND PASSED THIS 11TH DAY OF OCTOBER,
2022.
_______________________________
MAYOR – Stephen Molnar
_______________________________
DEPUTY CLERK – Kyle Pratt
Page 71 of 71