221121 Council Orientation AgendaThe Corporation of the Town of Tillsonburg
Council Meeting
AGENDA
Monday, November 21, 2022
12:30 PM
Council Chambers
200 Broadway, 2nd Floor
1.Call to Order
2.Adoption of Agenda
Proposed Resolution #1
Moved By: ________________
Seconded By: ________________
THAT the Agenda as prepared for the Council Orientation meeting of Monday, November
21, 2022 and Tuesday, November 22, 2022, be adopted.
3. Disclosures of Pecuniary Interest and the General Nature Thereof
4.Presentations
4.1.Council Orientation Session 2022-2026
5.Adjournment
Proposed Resolution #2
Moved By: ________________
Seconded By: ________________
THAT the Council Orientation Session meeting of Monday, November 21, 2022 and
Tuesday, November 22, 2022 be adjourned at ______ p.m.
2022-2026
Council
Orientation
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Agenda
Welcome
Tillsonburg’s Profile including Corporate Overview
Key Functions and Services
County Planning
2022-2026 Council Orientation Session
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Tillsonburg’s
Profile
2022-2026 Council Orientation Session
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Tillsonburg’s Profile
Incorporated in 1872
More than 18,615 Citizens
Serves as a regional centre for 125,000+ people
The Essence: Connected, Enriched and Inspired
2022-2026 Council Orientation Session
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Oxford County Overview
Comprised of 8 Lower-Tier
Municipalities
County Council comprised of ten members
including the Mayors of the 8
area municipalities and two
City of Woodstock Councillors
Different spheres of jurisdiction (Responsibilities)
2022-2026 Council Orientation Session
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Spheres of Jurisdiction (Responsibilities)
2022-2026 Council Orientation Session
Tillsonburg Council
Local zoning and minor
variances
Local storm sewers
Local roads, streets and
sidewalks
Police services
Fire prevention and
protection
Emergency Planning
Local parks and recreation
services
Annandale Museum
Regional Airport
Tax Collection
Tillsonburg Hydro
Oxford County Council
All other planning matters
Water and wastewater
Solid waste
County roads and storm
sewers
Emergency medical services
Social and public health
services
Libraries
Tourism promotion
Debt financing
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Corporate
Overview
2022-2026 Council Orientation Session
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Administration’s Role
2022-2026 Council Orientation Session
Carry out policies established by Council
Operation of municipal services
Act under CAO’s direction
Remain accountable to Council for its’ actions
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CAO’s Role
2022-2026 Council Orientation Session
Section 229 of the Municipal Act, 2001
Exercise general control and management of the affairs
of the municipality for the purpose of ensuring the
efficient and effective operation of the municipality
Other duties as assigned by the municipality
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Statutory Officers Role
2022-2026 Council Orientation Session
Required by legislation to fulfill certain duties
Town Clerk
Treasurer
Chief Building Official
Fire Chief
CAO, Town Clerk and Treasurer have corporate
signing authorities
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Key Function &
Service Areas
2022-2026 Council Orientation
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CAO and Direct Reports
2022-2026 Council Orientation Session
Mayor/Council
Chief Administrative
Officer
Kyle Pratt
Director of Operations
& Development
Johnathon Graham
Director of
Recreation, Culture &
Parks
Julie Columbus
Fire Chief
Shane Caskanette
Director of
Finance/Treasurer
Renato Pullia (Interim)
General Manager,
Hydro Operations
Ravi Baichan
Development
Commissioner
Cephas Panschow
Director of Corporate
Services/Clerk
Vacant
Manager of Human
Resources
Joanna Kurowski
Executive Assistant
Laura Pickersgill
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CAO’s Office
2022-2026 Council Orientation Session
Ensures quality
services are delivered and align with Council approved
policies and strategic direction
Provides professional advice and leadership to Council
and employees (oversees staff)
Responsible for the provision of professional services
delivered by all of the Senior Leadership Team
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Community Strategic Plan
2022-2026 Council Orientation Session
Focuses on advancing Tillsonburg in five key areas:
Lifestyle and Amenities
Customer Service, Communication and Engagement
Business Attraction, Retention and Expansion
Community Growth
Connectivity and Transportation
The Plan identifies goals, strategic directions and priority projects
that the Town will strive to complete over the next ten years
pending annual budget processes.
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Director of Corporate
Services/Clerk’s Office
2022-2026 Council Orientation Session
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Director of Corporate Services/Clerk’s
Office
Director of
Corporate
Services/Clerk
Deputy Clerk
Legislative &
Records
Coordinator
Communications
Officer
Customer Service
Coordinator
Customer Service
Representatives
2022-2026 Council Orientation Session
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Corporate Services/Clerk’s Office
2022-2026 Council Orientation Session
Council Minutes &
Agendas
Council and
Committee
Support
By-Laws
Returning Officer
for Municipal
Elections
Corporate Records
Management
MFIPPA
Coordinator
Coordinates
requirements of
AODA
Issues Lottery
Licences Division Registrar Commissioner of
Oaths & Affidavits
Certifies & seals
documents
Civil Marriage
Officiant Business Licensing Vital Statistics Act Customer Service
Administrative
functions
Corporate
Communications
& Public Relations
Insurance
Information
Technology
Management
Legal Affairs
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The Communications Function
•Marketing and Communications are two distinct yet
related functions within the municipality.
2022-2026 Council Orientation Session
Marketing Communications
Purpose Create emotional and financial
investment in Tillsonburg and
develop corporate revenue
streams.
Retain residential, commercial
and industrial investment in the
Town of Tillsonburg through
effective service delivery.
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Our Communication Strategy (2021)
GOAL 1:
Continue to develop an external communications
program that enables two-way dialogue with
stakeholders, and promotes the development of
informed, engaged citizens.
2022-2026 Council Orientation Session
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Supporting Objectives –Goal 1
i.Provide stakeholders with the ability to access
information in a variety of formats, and choose
the type and frequency of information they
receive from the municipality.
ii.Increase opportunities for meaningful public
engagement.
iii.Prioritize direct-to-stakeholder communication
channels (i.e. social media).
2022-2026 Council Orientation Session
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Supporting Objectives –Goal 1
iv.Continue to develop the corporate website for
maximum effectiveness and improved user
experience
v.Offer enhanced digital self-serve functionality
including the ability for citizens to easily report
issues and find information
vi.Maintain positive media and community
relations
2022-2026 Council Orientation Session
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Our Communication Strategy (2021)
GOAL 2:
•Strengthen internal communication processes to
increase staff awareness of the Town’s strategic
direction and corporate priorities.
2022-2026 Council Orientation Session
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Supporting Objectives –Goal 2
i.Make sure all members of the organization have
easy access to the information they need to
succeed in their role and are equipped to provide
a high level of customer service (both internally
and externally)
ii.Ensure employees across the organization,
including off-site employees, feel a strong
connection to the organization.
2022-2026 Council Orientation Session
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Supporting Objectives –Goal 2
iii.Increase employee communication skills in an
effort to enhance the Town’s communications
capacity as a whole.
2022-2026 Council Orientation Session
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Core Responsibilities
Website Social Media Print Publications
Media Relations
Corporate
Communication
Strategy
Issues
Management
Communication
Protocols
Graphic design,
brand compliance
and visual identity
development
Emergency
Management (part
of control group -
EIO)
2022-2026 Council Orientation Session
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Key communication channels
Website
•Includes opt-in emails and news feed subscriptions
Social Media
•Facebook, Twitter, LinkedIn, Instagram, YouTube
Town of Tillsonburg App
•Information and requests for service
Print
•Newspaper ad, flyers, bill inserts, posters, banners,
Discover Tillsonburg Magazine
2022-2026 Council Orientation Session
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Media Policy -Mayor
•In general, the Mayor is the chief spokesperson for the
Town of Tillsonburg, representing Town Council and
Town staff.
•The role of the Mayor is to provide high-level context
and editorial commentary regarding an issue.
•The subject matter may include:
•Summary of issue
•Why a decision was made
o Benefit(s) to the taxpayer
o Information considered in making the decision
o Why the issue is a priority at this time
•How the decision links to a larger Council direction, objective
or strategy
2022-2026 Council Orientation Session
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Media Policy –Mayor
In the Mayor’s absence, the Deputy Mayor or other designate
will serve as spokesperson.
•During a municipal emergency, the Mayor (or designate) will
follow the Town’s Emergency Response Plan. The plan
designates the Communications Officer as the Emergency
Information Officer who, along with the Clerk, will act as the
main point of contact for the media.
•The Mayor would typically provide emergency public
information:
•Summary of situation
•Actions taken to date
•Next steps
2022-2026 Council Orientation Session
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Media Policy -Councillors
•Councillors may be called upon to clarify
comments they have made during a Council
meeting, or as a member of a Council advisory
committee.
•Councillors should remind media that the
comments represent their personal views and are
not necessarily reflective of the formal position of
the Town of Tillsonburg.
•Councillors should emphasize their respect for the
decisions of Council.
2022-2026 Council Orientation Session
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Media Policy Pitfalls
Sensitive or Controversial Issues
•In general, anyone contacted by regional or
national media should assume the request is
related to a sensitive or controversial issue and
forward the request to Communications staff, who
will determine a response plan in consultation with
the Mayor and CAO.
2022-2026 Council Orientation Session
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Media Policy Pitfalls
Litigation and Personnel Issues
•Generally, the business conducted by the
Corporation of the Town of Tillsonburg is public.
However, inquiries regarding litigation or pending
litigation, and certain personnel-related issues, or
the disposition of municipal property information
are exceptions.
•Inquiries regarding non-public matters, referenced
above, should be referred to the CAO.
2022-2026 Council Orientation Session
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Brand Guidelines
•Communication Officer oversees implementation of the
brand
•Use of the logo
•Specific colours and fonts
•Specific spacing and alignment
•Email signatures
•Standard format across the organization
•Branded clothing
•Coordinated/approved by Communications
•Business cards
•Ordered through Communications
2022-2026 Council Orientation Session
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Finance
Department
2022-2026 Council Orientation Session
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Director of
Finance
Revenue
Manager
Tax Clerk
Deputy Treasurer/
Senior Analyst
Purchasing
Coordinator
AP/AR
Coordinator
Financial Analyst
(RCP)
Financial & Utility
Analyst
Finance Department
2022-2026 Council Orientation Session
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Finance Department
2022-2026 Council Orientation Session
Asset
Management/
Accounting
Financial
Planning &
Budgeting
Accounts
Payable/
Receivable
Purchasing &
Risk
Management
Accounting &
Financial
Reporting
Management
Reporting Debt Financing
Investment &
Cash
Management
Development
Charges
Administration
Reserves &
Trusts
Administration
User Fees
Administration Taxation
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Emerging Issues
2022-2026 Council Orientation Session
Enhanced options to apply and
pay for services and licenses online (taxes, building permits,
security deposits)
Strategic Plan priority projects
Policy framework development
New asset management reporting requirements
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Human
Resources
Department
2022-2026 Council Orientation Session
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Human Resources
Human
Resources
Manager
Human
Resources
Generalist
Health & Safety
Coordinator
2022-2026 Council Orientation Session
Responsible for providing
human resources services
for approximately 200 full
and part time employees
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Human Resources
2022-2026 Council Orientation Session
Development of
personnel policies
& procedures
Health & safety
initiatives
Training &
development
programming
Payroll Processing
Pay equity &
compensation
review
Benefits &
pension
administration
Labour relations &
employee
engagement
Recruitment &
selection
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Emerging Issues
2022-2026 Council Orientation Session
Staff Recruitment
Talent Retention
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Operations &
Development
2022-2026 Council Orientation Session
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Operations & Development
Director of
Operations &
Development
Manager of
Public Works
Manager of
Engineering
Transit
Coordinator
Chief Building
Official
2022-2026 Council Orientation Session
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Public Works Manager of Public
Works
Roads Supervisor
Heavy Equipment
Operators
Light Equipment
Operators
Fleet Supervisor
Apprentice Heavy
Duty Mechanic
Automotive
Mechanic
Water/Wastewater
Supervisor
Water Distribution
Operators
Public Works
Coordinator
2022-2026 Council Orientation Session
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Public Works Department
2022-2026 Council Orientation Session
Roads Maintenance
Fleet Services
Drainage & Storm Water Facilities Maintenance
Transfer Station
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Public Works Department
2022-2026 Council Orientation Session
Airport
Operations
Fleet
Management &
Maintenance
Transfer Station
Operations
Streetlight
Maintenance
Roadway
Maintenance
Bridge &
Culvert
Maintenance
Municipal
Public Parking
Operations
Sidewalk
Maintenance
Traffic Signal
Maintenance
Loose Leaf
Collection
Winter
Maintenance
Water
Distribution
Wastewater
Collection Transit
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Water/Waste Water
2022-2026 Council Orientation Session
•Service provider under contract with Oxford
County to maintain and operate the water
distribution and wastewater collection
systems
•Perform locates as per Underground Utilities
Act
•Perform legislatively required water sampling
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Emerging Issues
•Staffing
•Vehicle restraints due to growth
2022-2026 Council Orientation Session
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Building & By-Law
Chief Building
Official
Deputy Building
Official
Building
Inspectors
By-Law
Enforcement
Supervisor
By-Law Officer
(Traffic)
By-Law Office
(PS)
Crossing Guards
Development
Technician
2022-2026 Council Orientation Session
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Building, Planning & By-Law Services
2022-2026 Council Orientation Session
Administration
of the OBCA
Building permit
review
Building permit
issuance
Building
inspections
Building by-law
administration
By-law
enforcement
School guard
crossing
program
Planning
services
Committee of
Adjustment
administration
Zoning By-law
Amendments
Corporate
Projects &
Initiatives
Strategic &
Business
Planning
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Emerging Issues
Building Planning By-Law
•Bill 23 and its proposed
changes to the Ontario
Building Code
•Increase in construction
without permits
•Property Standards
Concerns identified in
2022 Roth Building
Condition Assessment
Report-Town owned
facilities
•Bill 23 and its impacts to
the Town
•Increased calls regarding
homelessness
•Short-Term Rentals
2022-2026 Council Orientation Session
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Engineering
Manager of
Engineering
Operations
Technologists (2)
Asset
Management
Supervisor
Civil Designer
Development
Engineering
Technologist
2022-2026 Council Orientation Session
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Engineering Services
•Asset Management
•Design Services
•Construction Services
•Road Corridor Management
•Studies, Inspections & Assessments
•Site Plan and
Subdivisions
2022-2026 Council Orientation Session
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•Inter-Community Transit
•Connecting local regions to major stops
•In-Town Transit
•Fully accessible, climate-controlled
mini bus operating on regular hours to
provide safe and reliable transportation
Transit
2022-2026 Council Orientation Session
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Emerging Issues
Engineering Transit
•Shortfall in funding for the
municipal infrastructure
•Potential inter-community
route cuts due to funding in
2023
2022-2026 Council Orientation Session
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Economic
Development
2022-2026 Council Orientation Session
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Economic Development
Development
Commissioner
Economic &
Marketing
Coordinator
2022-2026 Council Orientation Session
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Economic Development Office
2022-2026 Council Orientation Session
Investment
Attraction
Business
Retention &
Support Programs
Supporting
Entrepreneurship
Communications
& Publicity
Assistance
Corporate Real
Estate
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Emerging Issues
2022-2026 Council Orientation Session
Lack of available, “shovel-ready” industrial land/VIP Phase 2
Conceptual Plan Development
Rokeby Rd reconstruction to support Armtec’s operations
High Tech Manufacturing Action Plan (THiMA Hub
Development)
On-going business support post-pandemic/Increased
support for entrepreneurs needed
Limited staff resources for Economic Development Strategy
implementation
Shared Marketing support between EDM and RCP may need
to be reviewed
“In-house” production of Discover Tillsonburg magazine
may need to be reviewed
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Recreation,
Culture & Parks
Department
2022-2026 Council Orientation Session
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Recreation, Culture & Parks
Director of
Recreation,
Culture & Parks
Culture &
Heritage
Manager/Curator
Manager of Parks
& Facilities
Recreation &
Programs
Services Manager
Administrative
Assistant
2022-2026 Council Orientation Session
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Culture & Heritage
Culture &
Heritage
Manager/Curator
Culture &
Heritage Programs
Coordinator
Collections &
Exhibitions
Specialist
Part-time/
Summer Staff
2022-2026 Council Orientation Session
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Parks & Facilities Manager of
Parks & Facilities
Chief Operator
Facility Operator
I
Facility Operator
II
Part-time
Attendants/
Attendant
Assistant
Facilities
Supervisor
Custodial Lead
Hand
Facility &
Grounds
Labourer
Part-time Special
Events Crew
Parks &
Cemeteries
Supervisor
Parks &
Cemetery
Operator I
Parks &
Cemetery
Operator II
Cemetery
Registrar
2022-2026 Council Orientation Session
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Recreation, Culture and Parks Department
2022-2026 Council Orientation Session
Responsible for Parks, Facilities, Recreation Programs,
Cemetery and Culture
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There is no
Wi-Fi in the park but
you are sure to find a
better connection!
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Recreation, Culture and Parks Department
2022-2026 Council Orientation Session
Cultural
Programming
Recreation
Programming
Facility
Operations
Parks
Operations
Aquatics
Programming
Cemetery
Operations
Playgrounds
& Splash pad Trails Museum
Operations
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Facilities
Customer Service
Centre
Works Department
Cemetery
Community Centre
Fairground buildings
Gibson House
Lake Lisgar Water Park
Annandale National
Historic Site
Tillsonburg Regional
Airport
Elliot Fairburn Centre
Station Arts Centre
Fire Hall
2022-2026 Council Orientation Session
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Presentation Title | Section
•TCC Renovation
•LLWP Renovation
•Northcrest Estates
Park (Phase II)
Projects
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Aging Infrastructure
Playground replacement & AODA
Staffing shortage and retention
Lack of green space
Asset Management
Graffiti and vandalism
Emerging Issues
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Fire Services
2022-2026 Council Orientation Session
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Tillsonburg Fire Rescue Services
2022-2026 Council Orientation Session
Fire Chief
Assistant Chief
Fire Prevention & Training
Public
Educator/Firefighter
Assistant Chief
Communications & Administration
Communications
Telecommunicators
(5 FTE)
Commmunications
Telecommunicators
(8 PT)
Suppression
1st Platoon (15 PT)
Platoon Chief
A Crew (7 PT)
Captain
Assistant Captain
5 Firefighters
B Crew (7 PT)
Captain
Acting Captain
5 Firefighters
Suppression
2nd Platoon (15 PT)
Platoon Chief
Crew C (7 PT)
Captain
Assistant Captain
5 Firefighters
Crew D (7 PT)
Captain
Acting Captain
5 Firefighters
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Tillsonburg Fire Rescue Services
2022-2026 Council Orientation Session
Mission: To protect life and property.
Vision: A fire safe Tillsonburg. Enhancing
community safety through excellence in education,
prevention, enforcement, and emergency
response.
Values: Courage, Service, Integrity, Community
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Tillsonburg Fire Rescue Services
2022-2026 Council Orientation Session
Fire
Administration
Emergency
Management
Fire Prevention &
Education
Fire Suppression
& Rescue
Fire
Communications
Fire Training and
Qualifications
Fleet, Facilities,
Equipment
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Tillsonburg Fire Rescue Services
Key Legislation, Regulations, Codes, & Standards
•Fire Protection and Prevention Act & Regulations
•Emergency Management & Civil Protection Act &
Regulations
•Establishing & Regulating By-law
•Occupational Health and Safety Act
•Firefighter Guidance Notes (Section 21)
•Provincial Offenses Act
•Ontario Fire & Building Codes
•NFPA National Fire Protection Association
•Standards / Best Practices
2022-2026 Council Orientation Session
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Tillsonburg Fire Rescue Services Emerging Issues
2022-2026 Council Orientation Session
•Community Risk Assessment & Master Fire
Plan
•Response Times
•Fire Ground Staffing & Supervision
•Growing Communications Partnerships
•Recruitment & Retention of Staff
•Officer Development & Succession Planning
•Fire Service Training Requirements
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Tillsonburg
Hydro Inc.
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Hydro Operations
General Manager of
Hydro Operations
Manager of
Operations & Design
Distribution Network
Interim Manager of
Regulatory Affairs
2022 Council Orientation Session
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Hydro Operations
Manager of
Operations & Design
Distribution Network
GIS Instrumentation
Technologist
Hydro Operations
Technologist
Hydro Operations
Coordinator
Hydro Distribution
Foreperson
Customer Service
Technician
Hydro Forepersons
2022-2026 Council Orientation Session
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Hydro Operations
Interim Manager
of Regulatory
Affairs
Hydro Billing
Clerks (3)
Operations
Regulatory
Affairs Officer
2022-2026 Council Orientation Session
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Tillsonburg Hydro Inc.
2022-2026 Council Orientation Session
Owned and operated by the
Town
Operates as a regulated
company under auspices of
the Ontario Energy Board
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Mission
2022-2026 Council Orientation Session
A local energy distribution company committed to
maximizing value to our stakeholders through
innovative solutions.
Vision
To deliver electricity through safe, dependable, cost-
effective and environmentally responsible practices.
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Tillsonburg Hydro Inc.
2022-2026 Council Orientation Session
Safe distribution of
power
Hydro billing &
accounts
receivable
Respond to hydro
related-
emergencies
Maintenance of
existing electricity
distribution
equipment
Electricity
distribution system
renewal &
expansion
Adhere to
legislation &
regulations
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Emerging Issues
2022-2026 Council Orientation Session
Updating and modernizing THI website with
a plan G-live date of December 2022
Preparing to file a cost of service rate application in 2023 for rates
in 2024.
Preparing to implement the province mandate Green Button
Initiative November 2023.
Monitoring and exploring options to ensure that THI distribution
system has capacity to meet future grow.
Continuing the conversion of end of live distribution assets (4kV
to 27.6kV)
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Community
Planning
2022-2026 Council Orientation Session
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84
Community Planning
2022-2026 Council Orientation Session
Planning Act sets rules for land use planning
in Ontario
Set rules for where homes, factories, parks,
schools, roads, sewers and other essential
services should be built and located
Balances interest of individual property
owners with wider interests of the whole
community
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Community Planning
2022-2026 Council Orientation Session
Tillsonburg and Oxford County planning
function is administered through the
Community Planning Office (CP)
County is the approval body for land division or
amending the land use designations
Tillsonburg Council is responsible for
implementation of the Official Plan through the
Town’s Zoning By-Law and Site Plan Guidelines
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Community Planning
2022-2026 Council Orientation Session
Planning staff prepare reports and report to
Council on planning matters
Available at the Oxford County
Administration Building (Mon-Fri)
Available at the Tillsonburg Customer
Service Centre (Tues-Thurs)
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Community Planning
2022-2026 Council Orientation Session
Forecasts population and land needs
Develops land use and resource policies
Undertakes research
Prepare By-Laws
Assists municipalities in providing specialized
programs
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Provincial Policy Statement
2022-2026 Council Orientation Session
Province provides further direction to all municipalities
Provincial Policy Statement guides development of local
policy
PPS articulates the following:
Building stronger communities
Efficient use and management of land and infrastructure
Protection of environment and resources
Ensures appropriate opportunities are available for employment
and residential development
Support for Additional Residential Units
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Official Plan
2022-2026 Council Orientation Session
Provides land use strategy to balance growth and related
housing, industrial and commercial development with
the protection of agricultural, cultural and environmental
resources
Chapter 8 sets out specifics for Tillsonburg and is
reviewed in partnership with the Town
Official Plan is reviewed every 5 years to reflect changes
in Provincial policy or statute. The OP is currently under
review.
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Zoning By-Laws
2022-2026 Council Orientation Session
Zoning By-Law states:
How land may be used
Where buildings and other structures can be located
Types and uses of buildings permitted
Lot sizes, parking requirements, building heights and
setbacks
Legally enforceable requirements
Building permits are not available for construction
or new development that doesn’t comply with the
provisions of the zoning by-law
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Planning Applications
2022-2026 Council Orientation Session
Property owner may request changes to planning rules
pertaining to a particular property or area
Planning staff provide recommendations to Town and County
Councils and Oxford County Land Division Committee as to
whether the application should be approved, amended,
deferred or denied
Development applications requiring County Council or County
Land Division Committee approval includes:
Official Plan Amendments
Plans of Subdivision and Condominium
Consent or Consent and Minor Variance
Part Lot Control
Conversion of existing rental units to condominium ownership
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Planning Applications
2022-2026 Council Orientation Session
Applications requiring local Council approval
include:
Zone Change
Minor Variance
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Committee of Adjustment
2022-2026 Council Orientation Session
Town Council members are appointed annually as
members of the Committee of Adjustment
The Committee can grant relief of the provisions of
the zoning by-law provided the following tests have
been addressed:
Is the requested relief minor?
Is the requested relief appropriate?
Does the requested relief maintain the general intent of the
zoning by-law?
Does the requested relief maintain the general intent of the
Official Plan?
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94
Oxford County Land Division Committee
2022-2026 Council Orientation Session
Applications for property severance are processed
by the County Land Division Committee
Planning staff visit sites and prepare reports
Committee considers local Council’s
recommendations
Committee approves, denies or defers the
application at a public hearing and may attach
conditions for approval
Applicants have 2 years to satisfy conditions of
approval
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95
Oxford County Land Division Committee
2022-2026 Council Orientation Session
Consists of members at large from rural and urban
municipalities
Meet the first Thursday
of every month
All applications resulting in creation of a vacant lot are
brought to Town Council for consideration prior to
deliberation by the Land Division Committee
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96
Ontario Land Tribunal
2022-2026 Council Orientation Session
Independent tribunal that hears appeals on land
use planning matters
Replaced former Ontario Municipal Board and Local
Planning Appeal Tribunal in April 2018
Similar to court of law with less formality
Hearings are considered ‘de novo’ or are a
reconsideration of the application
Appeal rights have recently changed through
amendments to the Planning Act
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97
Upcoming and Emerging Issues
2022-2026 Council Orientation Session
Incorporate approved and pending Planning Act
changes into current applications, plans, policies and
procedures;
Revisions to residential infilling policies and second
dwelling units
Assist with Town’s Development Charges Background
Study
Assist with updated Population and growth
projections
Page 98 of 167
Agenda
Council Remuneration and
Benefits
Council Code of Conduct
MFIPPA
Local Boards and Committees
Procedural By-Law
Page 99 of 167
Council Remuneration and Expenses
2022-2026 Council Orientation Session
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100
Council Remuneration and Expenses
2022-2026 Council Orientation Session
Council/Local Board Expense Policy 2-008, amended July
2022
All expenses submitted must be accompanied with
supporting documentation and receipts (except for
mileage) using the Town’s Expense Form, submitted
monthly when expenses are incurred
Purchase card used when possible
Members may attend conferences, meetings,
conventions using allocated budget funds
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101
Council Remuneration and Expenses
2022-2026 Council Orientation Session
Conference Per Diem
$185/day or $90/1/2 day
Time calculated from leaving home until arrival at home to the
nearest ½ day
Mileage Rate
Benchmarked to annual CRA rate
$0.61/km current 2022 rate
Accommodation
If overnight accommodation is required, the single room rate will
be reimbursed
Daily Meal Reimbursement Rate
Up to $100/day
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102
Council Remuneration and Expenses
2022-2026 Council Orientation Session
Eligible Expenses include:
Promotional material related to Town business
Subscriptions related to Town business
One ticket for a member representing the Town at a public event
Parking
Home office expenses used to carry out the duties of the member’s office (Town business portion only), when supported by a receipt
Ineligible Expenses include:
Additional accommodation outside of conference days
Alcohol
Personal mobile devices
Land/phone lines for personal residence
Companion expenses
Personal entertainment or services
Personal vehicle costs beyond mileage
Traffic and parking fines
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103
Council Remuneration and Expenses
2022-2026 Council Orientation Session
Annual Remuneration
Mayor $38,200
Councillors $17,700
Benefit Coverage
Canada Pension Plan
Employer Health Tax
Life Insurance
Accidental Death and Dismemberment
Dental and Extended Health Coverage
Page 104 of 167
Issues Management
2022-2026 Council Orientation Session
Page 105 of 167
105
Council Conduct
2022-2026 Council Orientation Session
Conflict of Interest
Municipal Conflict of Interest Act requires Council members to
disclose pecuniary interest prior to consideration of the matter by Council
Staff cannot provide advice to individual members as to whether or not they have a specific conflict
Seek outside legal counsel as necessary
Can now obtain advice from an Integrity Commissioner (By-Law
4267)
Hourly rate of $250/hour
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106
Council Conduct
2022-2026 Council Orientation Session
If Conflict of Interest is declared, a member must:
Disclose the interest and its general nature before the matter is
considered in writing
Town Clerk is required to keep a register of Council declarations
Not take part in discussion or voting on any question in respect of the matter
Not attempt to influence the voting
Leave meeting if its closed to the public
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107
Code of Conduct
2022-2026 Council Orientation Session
Code of Conduct Policy By-Law #4305
Establishes the ethical standards expected of all Council members, Mayor and local board members
Every Member Shall:
Conduct themselves with decorum
Perform functions with integrity without using the influence of
their office
Avoid all conflicts of interest
Conduct business in an open and public manner
Treat members of the public, other council members and staff
appropriately without abuse, bullying or intimidation
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108
Code of Conduct
2022-2026 Council Orientation Session
Every Member Shall:
Be responsible for making honest statements
Not make any statement they know is false or with the intent
to mislead other Members or the public
Serve the public interest by upholding the laws and policies
established by Federal Parliament, Ontario Legislature and
the laws and policies adopted by the Town
Not accept a fee, advance, gift or personal benefit that is
directly or indirectly with the performance of his or her
duties of office
Not use Town property, services and resources for activities
other than the business of the Town or local board
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109
Code of Conduct
2022-2026 Council Orientation Session
Members of Council will be expected to sign the Code of
Conduct
Complaint Protocol:
If appointed, an Integrity Commissioner will enforce the Code
Complaints may be filed if there is a feeling of a breach of the
provision of the Code
Complaints must be submitted with six weeks of the matter
first being known to the complainant and cannot be filed more
than 6 months after the alleged violation occurred
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110
Code of Conduct
2022-2026 Council Orientation Session
Complaint Protocol:
Individuals should attempt to informally resolve complaints first by
speaking to the member about their behaviour
Formal complaints must be made using the Complaints
Form/Affidavit including reasons why they feel code was breached
Any witnesses should be identified
The Integrity Commissioner or delegate role will investigate the
matter
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111
Code of Conduct
2022-2026 Council Orientation Session
Complaint Protocol:
The Integrity Commissioner can refuse
to do an investigation if they feel the complaint was frivolous or
not made in good faith
If a complaint is deemed not to be a violation with respect to
the Code then the Integrity Commissioner shall advise the
complainant in writing if the complaint is as follows:
Criminal Matter
Municipal Conflict of Interest
Municipal Freedom of Information and Protection of Privacy
Discrimination or Harassment
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112
Code of Conduct
2022-2026 Council Orientation Session
Complaint Protocol:
Opportunity for Resolution will be attempted
The Integrity Commissioner will then conduct an investigation if
necessary
Council may impose either of the following penalties on a
Member if the Integrity Commissioner determines that the
Member has violated the Code:
A reprimand
Suspension of the member’s remuneration
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113
Code of Conduct -Summary
2022-2026 Council Orientation Session
Code governs interpersonal behaviour
Treat every person with dignity and
respect
No discrimination
No engagement in harassment
Procedure for making a code violation complaint is
contained within the code
Page 114 of 167
114
Respectful Workplace
2022-2026 Council Orientation Session
Every employee has the right to work in an environment that is free from discrimination and harassment, by the employer, agent of the employer,
another employee or any other person with whom he or she comes into contact with during the performance of his/her duties
Harassment includes:
Engagement in a course of vexatious comment or conduct that is known or ought to reasonably be known or unwelcome
The Ontario Human Rights Code applies, as well as the Town’s Discrimination and Harassment-Free Workplace Policy
Members shall not discriminate against anyone on the basis of their race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual
orientation, age, record of offences, marital status, family status or disability.
Page 115 of 167
Municipal Freedom of
Information &
Protection of Privacy
Council Orientation Session 2022-2026
Page 116 of 167
116
The Act
The Municipal Freedom of Information
and Protection of Privacy Act (MFIPPA).
Came into effect January 1, 1991;
Provides a Right of Access to Information under the
Custody and under the Control of Institutions;
Creates a Privacy Protection Scheme;
Rules regarding the collection, retention, access, use,
disclosure and disposal of Personal information;
Applies to all municipalities and local boards in Ontario.
MFIPPA | Council Orientation
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117
Four Principles
1.Public has a right of access to information (Records)
held by institutions;
2.Exemptions from this right should be specific and
limited;
3.Independent review: All decisions can be appealed to
the Information and Privacy Commissioner (IPC);
4.Individuals have a right to the protection of personal
information.
MFIPPA | Council Orientation
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118
MFIPPA & Council
An elected official does not have any special rights of access to
information under the Act.
The rules of the Act concerning access to information apply to Councillors
in the same manner as they do the general public.
A Councillor may only have access to information if such access is not contrary to MFIPPA.
Councillors may have a right to access if they require the information in their capacity as a member of council, in order to carry out duties related to that function.
Access to information that is not ordinarily available to the public should
direct to the appropriate department manager.
The Town Clerk, together with the manager, will review the information
and apply the provision of the Act to ensure that the disclosure of information is in accordance with legislative requirements.
MFIPPA | Council Orientation
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119
MFIPPA & Council
Depending on the nature and type of information requested, the
information provided to Councillors may be stamped “CONFIDENTIAL” therefore making the information in question to be confidential in
nature, which prohibits the release of the information in any format, without the expressed authorization of council.
Requests for information by a Councillor who is not acting within his or
her official capacity as a member of council has the same status as any member of the public.
The Councillor may submit a formal application under the Act and staff will apply the Act in the normal manner to determine whether access may be granted.
Access forms are available on the Town’s Website.
MFIPPA | Council Orientation
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DEFINITIONS
A RECORD can be any information however recorded
whether in printed form, on film, by electronic means or
otherwise...
Correspondence, memos, pictorial or graphic works, film, sound
recordings, diagrams, drawings plans….
Personal Information is any information about an identifiable
individual.
Information relating to race, origin, colour, religion, age, sex,
sexual orientation, marital or family status, educational,
medical, criminal, employment history, financial transaction,
Identifying numbers or symbols, address, telephone number,
fingerprint or blood type.
MFIPPA | Council Orientation
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Security
The security of information relates to the Unauthorized Access and Physical Security of information.
The Town must take “reasonable measures” to preserve information in its
custody or control and apply it to ALL stages of the information lifecycle.
It is now deemed an Offence for the intentional alteration or destruction of a record or information.
Ways to protect personal privacy would include:
Not leaving a document containing personal information where it could be accessed i.e.. your car, in your home or other areas where others may have access to it;
Ensuring that personal information on your computer screen is not visible to others;
Ensuring that the files are secure;
Not discussing the personal information of others in open areas, such as reception areas and hallways; and
Not disclosing an individual’s personal information during a public council meeting without the individual’s written consent.
MFIPPA | Council Orientation
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122
Access & Use of Personal Information
Where a Councillor acting in the capacity of member of council seeks access to
personal information of third party (for example, an employee or constituent), the councillor may only obtain the personal information if disclosure is specifically authorized
•With consent of the individual;
•For the purpose for which it was obtained or compiled or for a consistent purpose;
•In compelling circumstance affecting the health or safety of an individual;
•In compassionate circumstance, to facilitate contact with next of kin or a
friend of an individual who is injured, ill or deceased; or
•Where disclosure to Town Council as a whole (ie in council or committee) or to the individual councillor is required to fulfil duties as an officer under the Municipal Act or other federal or provincial legislation.
•Where allowed under section 32. (Where disclosure is permitted).
MFIPPA | Council Orientation
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123
Councillor’s Records -Are they Accessible?
•Councillor’s records are considered “personal” records and are NOT subject to the
Act if they are NOT related to the discharge of the councillor’s responsibility as a
member of council or some aspect of Council’s mandate and are not with in the
custody or under the control of the Town.
•Access provisions of the Act cover records that are in the custody or under the
control of the Town and the issue of in the custody or under the control of will be
decided on the particular facts and circumstances of each request.
•The Information Privacy Commissioners ruling states that “a record need only be
in the custody or in the control of the institution” in order to be subject to access
requests under the Act.
MFIPPA | Council Orientation
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124
The spirit behind
Freedom of Information and Protection of Privacy legislation is that as much
information as possible should be made available to the public. However, it is
also our responsibility to ensure the protection of an individual’s personal
privacy.
MFIPPA | Council Orientation
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Committees of Council
2022-2026 Council Orientation Session
Page 126 of 167
126
Committees of Council
2022-2026 Council Orientation Session
Local Boards
Established by legislation
Some Members appointed by Council
Authority to address their responsibilities under relevant
legislation
BIA Board of Management, Police Services Board & LPRCA
Affiliated Boards/Organizations
Some governed under legislation or the Municipal Act
Council may appoint Council members
May provide funding through grants and service
agreements
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127
Committees of Council
2022-2026 Council Orientation Session
Statutory Committees
Required by provincial legislation (ie. Accessibility)
Perform specific functions
Advisory Committees
Provide recommendations to Council within their
mandates
No authority for decision making
Comprised primarily of citizens appointed by Council
Term runs concurrent with the term of Council
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128
Advisory Committees
Accessibility Airport
Museum,
Culture, Heritage
& Special Awards
Economic
Development
Parks,
Beautification &
Cemeteries
Recreation &
Sports Traffic Boundary
Adjustment
Affordable &
Attainable
Housing
Youth
Engagement &
Strategy
2022-2026 Council Orientation Session
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129
Committees of Council
2022-2026 Council Orientation Session
The Town works in tandem with TDMH to run a Physician
Recruitment & Retention Committee
Public apply for committees through Clerk’s office
Members are chosen by Council for their skill set and relevant expertise
Each council member is appointed to 1-2 committees
Staff liaison is assigned to each committee
Mayor is ex-officio member on all committees
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130
Committees of Council
2022-2026 Council Orientation Session
Boards and Conservation Authorities
BIA Board of Management
Police Services Board
Tillsonburg Hydro Board
County Library Board
LPRCA
Administrative Tribunals
Council must pass a by-law prescribing property
maintenance standards
3 appointed residents of Tillsonburg
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131
Committees of Council
2022-2026 Council Orientation Session
Attendance
All committee meetings are open to the public and
Council members may attend a meeting but cannot
make a motion or vote unless they are the appointed
member
Quorum
Required for all committee meetings
Meeting adjourned if quorum is not present within half
an hour of appointed start time
Secretary records names of members present
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132
Committee Administration
2022-2026 Council Orientation Session
Clerk’s Office is responsible for:
Facilitating committee appointments of Council
Members
Coordinating committee appointment of citizens
Providing policy and procedure orientation
Providing procedural advice
Citizen Appointments
Vacancies advertised in newspaper and online
Recommendations for appointment will be submitted to
Council for consideration
Page 133 of 167
Council Functions
2022-2026 Council Orientation Session
Page 134 of 167
134
Role of the Mayor
2022-2026 Council Orientation Session
Promote purposes of municipality
Promote public involvement
Act as the municipalities representative
Participate in activities that enhance the community
Preside over Council meetings
Provide leadership to Council with respect to the role of Council
Provide recommendations to Council on policies, practices
and procedures
Participates in leading role during Emergency Management
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135
Role of Council
2022-2026 Council Orientation Session
Represent the public and consider the interests of
the public
Develop and evaluate municipal policies and
programs
Ensure administrative practices are in place to
implement decisions of Council
Ensure the accountable and transparent operation
Maintain municipalities financial integrity
Page 136 of 167
Meeting
Management
2022-2026 Council Orientation Session
Page 137 of 167
137
Meeting Management
2022-2026 Council Orientation Session
Meeting Schedule
Regular Meetings are held on the 2nd and 4th
Monday of each month, except in July, August and
December
Begins at 6:00pm in the Council Chambers
In Camera Session may begin at 4:30pm
Special Council meetings may be called
from time to time
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138
Meeting Management
2022-2026 Council Orientation Session
Attendance and Voting at meetings
Disqualified as Council Member if absent from
Council meetings for 3 successive months
Not disqualified if absence is authorized by Council
resolution
Must vote on all items of business
Obligation and right to abstain if pecuniary interest
is declared
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139
Meeting Management
2022-2026 Council Orientation Session
Council Agenda Preparation
Staff reports approved by Treasurer and CAO
Items submitted through eSCRIBE
Town Clerk, CAO and Mayor meet/email to review
agenda prior to preparation
Clerk’s Office distributes electronic agenda 3 days
prior to a meeting
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140
2022-2026 Council Orientation Session
Call meeting to
order
Announce
business to be
acted upon
Allow debate prior
to motion
Ensure all motions
are presented
Put all questions
to a vote
Decline to put a
vote on “illegal”
questions
Enforce order and
decorum
Inform Council on
Point of Order or
Personal Privilege
Represent and
support Council on
declaring its will
Ensure decisions
are announced Recess meeting Call for
adjournment
Role of the Chair
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141
Closed Meeting Session
2022-2026 Council Orientation Session
Security of municipal property
Personal matter on identifiable individual
Acquisition/disposition of land by the Town
Labour relations or employee negotiations
Litigation with administrative tribunals
Advice subject to solicitor-client privilege
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142
Closed Meeting Session
2022-2026 Council Orientation Session
MFIPPA request under consideration
Ongoing investigation by the Ombudsman
Confidential information supplied by Provincial or Federal
Government
Trade secret of scientific, technical, commercial, financial or labour relations prejudice competitive position or that
holds monetary value
Instructions to be applied to any negotiations
Education or training of members
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143
Closed Meeting Session
2022-2026 Council Orientation Session
Motion to proceed into Closed Session with reason identified
Vote can be taken on procedural matters or for providing staff
direction regarding the subject matter
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144
Closed Meeting Investigation
2022-2026 Council Orientation Session
Any person may file a request for investigation against a
closed meeting
Council must address and implement any corrective
actions resulting from the decisions of the closed
meeting investigator
Closed Meeting Investigator vs Ombudsman
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145
Ombudsman
2022-2026 Council Orientation Session
Officer of Provincial Legislature
Independent of government and political parties
Ensure government accountability
Appointed for 5 year renewable term
Legislated powers under the Ombudsman Act
Resolves and investigates 20,000+ public complaints
annually
Recommends solutions to administrative problems
Town has a mechanism in place to review problems and
complaints from members of the public
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146
Integrity Commissioner
2022-2026 Council Orientation Session
The Municipal Act now requires the municipality to appoint
an Integrity Commissioner who reports to Council and who is
responsible for performing in an independent manner the
functions including:
Application of the Code of Conduct
Application of any policies/procedures governing the ethical
behaviour of council members or local boards
Application of sections 5, 5.1 and 5.2 of the Municipal Conflict of
Interest Act
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147
Integrity Commissioner
2022-2026 Council Orientation Session
Requests from council members for advice respecting
their obligations:
under the code of conduct applicable to the member
under a procedure, rule or policy of the municipality governing
the ethical behaviour of members
under the Municipal Conflict of Interest Act
The provision of educational materials of the
municipalities code of conduct and about the Municipal
Conflict of Interest Act
Page 148 of 167
Council Procedures
2022-2026 Council Orientation Session
Page 149 of 167
149
Council Procedures
2022-2026 Council Orientation Session
Call to Order
Chair calls meeting to order
Quorum of members must be present
Meeting stands adjourned if no quorum is present
within half an hour of scheduled start time
Business on agenda is dealt with at the next meeting
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150
Council Procedures
2022-2026 Council Orientation Session
Order of Business
Order of business is taken up in the order as listed on the
agenda unless the Chair or Councillors by majority vote decide
otherwise
Adoption of Previous Minutes
Council reviews and approves minutes from the previous
meeting
Any errors or omissions are reported to the Town Clerk
immediately
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151
Council Procedures
2022-2026 Council Orientation Session
Submitting an agenda item
Request sent to the Town Clerk
Providing a Notice of Motion
Prior to approving the agenda during the meeting
Requesting a staff report
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152
Council Procedures
2022-2026 Council Orientation Session
Special Council Meetings
Called by Mayor, a petition or a vote of the majority of Council
or the Town Clerk in consultation with the CAO
Notice must specify the purpose of the meeting
No other business will be transacted
Notice shall be provided electronically at least 48 hours prior to
the meeting
Can be held without notice to deal with emergency situations
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153
Order of Business
Call to Order
Closed Session
Adoption of Agenda
Moment of Silence
Disclosure of Pecuniary Interest
Adoption of Previous Meeting
Minutes
Public Meetings
Planning Applications
Presentations
Delegations
Deputations on Committee Reports
Information Items
Staff Reports
New Business
Consideration of Committee Minutes
Motions/Notice of Motions
Resolutions from Closed Session
By-Laws
Confirm proceedings by-law
Items of Public Interest
Adjourn
2022-2026 Council Orientation
Page 154 of 167
154
Council Procedures
2022-2026 Council Orientation Session
Public Planning Meetings
Held under Planning Act
Hearing Zone Change and Minor Variance Applications
Committee of Adjustment
Held during regular Council meetings
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155
Delegations
2022-2026 Council Orientation Session
Public may submit an online delegation request to speak to
an open meeting of Council
Deadline for submission: 4:30pm on Wednesday preceding
the regular meeting
May submit request by 12:00pm on day of meeting to speak
to a matter listed on the agenda
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156
Delegations
2022-2026 Council Orientation Session
Subject matter within municipal jurisdiction
15 minute time limit
Maximum 3 delegates at podium
No delegations permitted for Council members
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157
Debate at Council
2022-2026 Council Orientation Session
Member recognized by Chair
Confine remarks to matter on the floor
4 minutes speaking limit unless granted extension
Second speech can occur after each Councillor who wants to
speak has spoken for the first time
All questions are to be asked “through the Chair”
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158
Rules of Decorum
2022-2026 Council Orientation Session
No member shall:
Speak disrespectfully
Use profanity, offensive language or insulting expressions
Engage in private conservation
Speak on matter not subject in debate
Criticize a Council decision except for requesting a
reconsideration
Disobey rules of procedure
Leave or cause disturbance during voting
Speak until recognized by Chair
Interrupt a Councillor except to raise point of order or
privilege
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159
Council Procedures
2022-2026 Council Orientation Session
Voting on Motions
Decided by majority of members present
Mayor always votes
Tied vote= defeated motion
Chair announces vote result
Member may request a vote retake immediately
Recorded Votes
Call for recorded vote immediately before or after a vote is taken
Names of voting choices by member are recorded
Mayor votes during recorded vote
All members vote unless they’ve declared pecuniary interest
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160
Notices of Motion
2022-2026 Council Orientation Session
Bring forward an item for action by Council
File notice of motion with Town Clerk, in writing by
4:30pm on the Tuesday preceding the meeting
Provide notice to Council during “Notice of Motion” on
the agenda to be added to the next regular meeting
Motion may be introduced without notice with a two-
thirds vote by Council
Motion may be introduced during meeting if it pertains
to an item on the agenda during debate of that item.
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161
Reconsideration
2022-2026 Council Orientation Session
Council decision reconsidered if decision is approved by:
Two-thirds of present Council members at the same meeting
Two-thirds of entire Council if decision was made during that term of Council
In order at any time
Made by member who voted on the prevailing side
Any member may second vote to reconsider
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162
Reconsideration
2022-2026 Council Orientation Session
Mover must specify if the reconsideration
addresses the entire portion or part of the original
motion
Cannot be considered more than once
Debate on reasons for or against reconsideration
If motion to reconsider is decided in the
affirmative then the motion is considered to be on
the floor at that time to be dealt with.
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163
Amending a Motion
2022-2026 Council Orientation Session
Requested during debate of a pending motion
Ways to amend:
Insert words or paragraphs
Striking out words or paragraphs
Striking out words or paragraphs and inserting new words or paragraphs
Cannot amend main motion by changing the intent of the motion
Cannot amend a separate part of the Main Motion not covered by the
current amendment
After vote on amendment the amended portion becomes part of the main
motion
A second motion can be made to amend the motion again and once decided
that portion becomes part of main motion
Final vote on main motion contains all amendments duly voted and passed
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164
Council Procedures
2022-2026 Council Orientation Session
Point of Privilege
Raised if a member considers another member has spoken
disrespectfully towards another member whilst
questioning their integrity
Takes precedence
When integrity of a staff member is questioned, the CAO or
Director shall be permitted to make a statement to Council
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165
Council Procedures
2022-2026 Council Orientation Session
Adjournment
Adjourned by 10:30pm unless motion is presented to
suspend procedure beyond the curfew
Lack of Time
Items not dealt with are added to subsequent agenda until
dealt with
Council may resolve to continue the meeting on an
alternate date
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Questions?
Page 167 of 167