230213 Regular Council Minutes 1
The Corporation of the Town of Tillsonburg
Council Meeting
MINUTES
Monday, February 13, 2023
4:00 PM
Council Chambers
200 Broadway, 2nd Floor
ATTENDANCE: Deputy Mayor Beres
Mayor Gilvesy
Councillor Luciani
Councillor Parker
Councillor Rosehart
Councillor Spencer
Councillor Parsons
Staff: Kyle Pratt, Chief Administrative Officer
Tanya Daniels, Director of Corporate Services/Clerk
Renato Pullia, Interim Director of Finance/Treasurer
Johnathon Graham, Director of Operations & Development
Julie Columbus, Director of Recreations, Culture & Parks
Cephas Panschow, Development Commissioner
Amelia Jaggard, Deputy Clerk
_____________________________________________________________________
1. Call to Order
The meeting was called to order at 4:00 p.m.
2. Closed Session (4:00 p.m.)
Resolution # 2023-051
Moved By: Councillor Spencer
Seconded By: Deputy Mayor Beres
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THAT Council move into Closed Session to consider a personal matter about an
identifiable individual, including municipal or local board employees, and labour
relations or employee negotiations;
AND a matter of a trade secret or scientific, technical, commercial, financial or
labour relations information, supplied in confidence to the municipality or local
board, which, if disclosed, could reasonably be expected to prejudice significantly
the competitive position or interfere significantly with the contract ual or other
negotiations of a person, group of persons, or organization, and a position, plan,
procedure, criteria or instruction to be applied to any negotiations carried on or to
be carried on by or on behalf of the municipality or local board.
Carried
Council moved into Closed Session to consider the following items.
2.1 Adoption of Agenda
2.2 Disclosures of Pecuniary Interest and the General Nature Thereof
2.3 Adoption of Closed Session Council Minutes
2.4 Closed Session Committee Minutes
2.5 Reports
2.5.1 CAO Performance Appraisal
2.5.2 Vienna Road
2.6 Back to Open Session
3. Moment of Silence
Council reconvened in Open Session at 6:00 p.m.
4. Adoption of Agenda (6:00 p.m.)
Resolution # 2023-052
Moved By: Councillor Luciani
Seconded By: Councillor Parker
THAT the Agenda as prepared for the Council meeting of February 13, 2023,
with agenda item 14.7.4 (Staff Report RCP 23-08 Lake Lisgar Waterpark
Renovation – Award of Tender) being dealt with immediately following agenda
item 7.1 (A+Link Architecture Inc. Re: Schematic Designs and Floor Plan of Lake
Lisgar Waterpark Building),
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AND THAT agenda item 14.4.1 (FIN 23-05 2023 Draft Budget Summary and
Recommendations) be dealt with immediately following agenda item 14.7.7 (RCP
23-13 Fire Hall Mould Remediation), be approved.
Carried
5. Disclosures of Pecuniary Interest and the General Nature Thereof
No disclosures of pecuniary interest were declared.
6. Adoption of Council Minutes of Previous Meeting
Moved By: Councillor Rosehart
Seconded By: Councillor Spencer
THAT the Council meeting minutes dated January 24, 2023, be approved.
Carried
7. Presentations
7.1 A+Link Architecture Inc. Re: Schematic Designs and Floor Plan of
Lake Lisgar Waterpark Building
Ed van der Maarel. Principal Architect, A+Link Architecture Inc., appeared
before Council to present the schematic designs and floor plan of Lake
Lisgar Waterpark Building.
Opportunity was provided for comments and questions from Council.
Staff noted that the final design will be determined when an artist is
chosen.
Resolution # 2023-053
Moved By: Deputy Mayor Beres
Seconded By: Councillor Parsons
THAT Council receives the presentation from A+Link Architecture Inc.
regarding the schematic designs and floor plan of Lake Lisgar Waterpark
Building, as information.
Carried
Agenda item 14.7.4 was dealt with next.
8. Public Meetings
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9. Planning Reports
10. Delegations
10.1 Girl Guides of Canada, Ontario Council Re: World Thinking Day
February 22, 2023 - Tillsonburg Rotary Clock Tower Blue Lighting
Representatives of the Girl Guides of Canada, Ontario Council, appeared
before Council to share information regarding their organization and to
request that the Tillsonburg Rotary Clock Tower lights be blue on
February 22, 2023 in hour of World Thinking Day. The Girl Guides will be
at the clock tower on February 22 at 6:30 p.m., the public is welcomed to
join.
Resolution # 2023-055
Moved By: Councillor Rosehart
Seconded By: Councillor Parker
THAT Council receives the delegation from the Girl Guides of Canada,
Ontario Council, as information;
AND THAT the Tillsonburg Rotary Clock Tower lights be blue on February
22, 2023 in hour of W orld Thinking Day.
Carried
11. Deputation(s) on Committee Reports
12. Information Items
12.1 Oxford County Re: 2023 Airport Grant Request
Resolution # 2023-056
Moved By: Councillor Parker
Seconded By: Councillor Parsons
THAT Council receives the correspondence from Oxford County dated
February 6, 2023, as information.
Carried
13. Office of the Mayor
13.1 MYR 23-01 Rural Ontario Municipal Association Conference
Summary
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Resolution # 2023-057
Moved By: Councillor Spencer
Seconded By: Deputy Mayor Beres
THAT Council receives report MYR 23-01 Rural Ontario Municipal
Association Conference Summary as information.
Carried
14. Staff Reports
14.1 Chief Administrative Officer
14.1.1 CAO 23-01 Authorization to Proceed with Re-designation and
Re-zoning of 31 Earle Street Property
Resolution # 2023-058
Moved By: Councillor Luciani
Seconded By: Councillor Spencer
THAT Council authorize staff to prepare and submit all required
Planning Applications to prepare the 31 Earle Street property for
future affordable/attainable residential development.
Carried
14.1.2 CAO 23-03 Health Care Committee Terms of Reference
Resolution # 2023-059
Moved By: Councillor Rosehart
Seconded By: Deputy Mayor Beres
THAT Council adopts the proposed Terms of Reference for the
Community Health Care Committee.
Carried
14.2 Corporate Services
14.3 Economic Development
14.4 Finance
14.4.1 FIN 23-05 2023 Draft Budget Summary and Recommendations
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Staff confirmed that a detailed tax bill format is being developed.
Resolution # 2023-068
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Report FIN 23-05 2023 Draft Budget Summary and
Recommendations Report be received as information; and
THAT the 2023 Operating Budget of $28,399,968 with a levy of
$16,639,583, and the 2023 Capital Budget of $7,197,700 with a
levy of $2,508,000, being a combined budget amount of
$35,597,668 with $19,147,583 from taxation, be adopted; and
THAT a future By-Law be brought forward setting the 2023
Property Tax Rates; and
THAT to further support the goal of financial sustainability in the
2021-2030 Community Strategic Plan, a dedicated capital levy
increase of 3% of the overall levy in 2024, 3% in 2025 and 1% in
2026 be approved; and
THAT staff be directed to incorporate a 1% dedicated capital levy
increase for every year starting in 2027 into a Financial
Sustainability Plan for Council approval.
Carried
14.5 Fire and Emergency Services
14.6 Operations and Development
14.6.1 OPD 23-09 Assumption By-Law for Andrews Crossing
Subdivision Phase Two
Resolution # 2023-060
Moved By: Councillor Spencer
Seconded By: Councillor Luciani
THAT Council receives report OPD 23-09, Assumption By-Law for
Andrews Crossing Subdivision Phase Two; and
THAT a by-law to assume all public services/right-of-way within the
Registered Plan 41M-349, more particularly described in the May
21, 2019 Subdivision Agreement between The Corporation of the
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Town of Tillsonburg and Performance Communities Realty Inc . be
brought forward for Council's consideration.
Carried
14.6.2 OPD 23-10 2023 Waste Management Program Update(s)
Including Transfer Station Operating Authority
Director of Operations and Development highlighted changes to the
service.
Public consultation will be a joint effort between the Town and
County, with the Town taking the lead.
Resolution # 2023-061
Moved By: Councillor Parker
Seconded By: Councillor Parsons
THAT report OPD 23 -10 Waste Management Program Update(s)
Including Transfer Station Operating Authority be received as
information;
AND THAT Council direct staff to revise the current Environmental
Compliance Approval (ECA) form subject to the Town’s
Transformation to include Sunday operating hours (yard waste
only) and a request for a boundary expansion (inclusive of the
residents of Oxford County) be prepared and submitted to the
Ministry of the Environment, Conservation and Parks for approval;
AND THAT Council direct staff to proceed with the required Public
Consultation notice/period as per the revised ECA application;
AND THAT Council direct staff to execute a revised Waste
Management Agreement with the County of Oxford (Waste
Management Authority) to reflect Town staff’s requested
operational changes which were approved by Oxford County
Council as part of their 2023 Business Plan and Budget which
included;
AND THAT Council direct staff to provide the appropriate notice to
the residents of the Town of Tillsonburg with respect to the changes
to the 2023 Waste Management Program.
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Carried
14.7 Recreation, Culture and Parks
14.7.1 RCP 23-04 Tillsonburg Business Improvement Area 2023
Memorandum of Understanding
Staff confirmed the $1,500 street signage dollars were accounted
for within the overall financials.
Resolution # 2023-062
Moved By: Councillor Parker
Seconded By: Councillor Rosehart
THAT Report RCP 23- 04 Tillsonburg Business Improvement Area
2023 Memorandum of Understanding be received as information;
and
THAT Council approve the proposed 2023 BIA Memorandum of
Understanding (MOU) as outlined within this report; and
THAT the Tillsonburg Business Improvement Area Memorandum of
Understanding and Direction rate be increased by 15% in 2023 and
be capped at the Town’s Consumer Price Index of 5.7% for the
years 2024 and 2025 as per Council Resolution # 2023 -025;
THAT the Mayor and Director of Corporate Services/Clerk be
authorized to sign the 2023 Business Improvement Area
Memorandum of Understanding Agreement attached hereto as
Appendix A.
Carried
14.7.2 RCP 23-05 Station Arts Centre 2022 to 2024 Memorandum of
Understanding
Resolution # 2023-063
Moved By: Councillor Spencer
Seconded By: Councillor Rosehart
THAT Report RCP 23-05 Station Arts Centre 2022 to 2024
Memorandum of Understanding be received as information; and
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THAT Council approves the proposed Memorandum of
Understanding (MOU) attached to this report; and
THAT the Town calculated Consumer Price Index (CPI) be used for
the grant contribution in 2023 and 2024; and
THAT the Mayor and Director of Corporate Services/Clerk be
authorized to sign the Station Arts Centre 2 022 to 2024
Memorandum of Understanding Agreement attached hereto as
Appendix A.
Carried
14.7.3 RCP 23-06 Weekend Security for Outdoor Rink
Resolution # 2023-064
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receives report RCP 23-06 Weekend Security for
Outdoor Rink as information; and
THAT the addition of a weekend security guard to patrol the
Outdoor Rink between 5:00 pm and 9:00pm on Friday to Sunday
from February 17 to March 19th be approved ; and further
THAT the additional $2,500 of approximate expense be covered
under the 2023 RCP Building Maintenance Sub -contract Expense
GL Operating Budget.
Carried
14.7.4 RCP 23-08 Lake Lisgar Waterpark Renovation – Award of
Tender
Project target completion date is June, 2023, which is dependent
on availability of materials.
Resolution # 2023-054
Moved By: Deputy Mayor Beres
Seconded By: Councillor Spencer
THAT Report RCP 23-08 Lake Lisgar Waterpark Renovation –
Award of Tender be received as information; and
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THAT the contract for RFT2022-012 be awarded to PK
Construction Inc., in the amount of $1,179,245 + HST ($1,200,000
net of non-refundable HST); and
THAT in addition to the project funding of $750,000 grant and
$250,000 debenture funding, the project o verage of $200,000 be
covered by the 2023 capital levy through the following 2023 draft
budget adjustments:
1. Project X34 LLWP Deck & Furnishings of $80,000 and
Project X35 Natatorium of $20,000 be moved to the 2024
budget deliberations; and
2. Project X14 Van Norman Heights Subdivision (Streetlights)
be reduced by $100,000.
Carried
Agenda item 10.1 was dealt with next.
14.7.5 RCP 23-09 ACT -i-Pass Program
Resolution # 2023-065
Moved By: Councillor Spencer
Seconded By: Councillor Rosehart
THAT Council receives report RCP-23-09 ACT-i-Pass Program;
AND THAT the Town of Tillsonburg supports the partnership with
Southwestern Public Health in order to provide the ACT -i-Pass
program to grade 5 students beginning in June 2023.
Carried
14.7.6 RCP 23-12 Full-Time Parks Operator 1and Light Equipment
Operator position
Resolution # 2023-066
Moved By: Councillor Parker
Seconded By: Councillor Luciani
THAT Council receives the information outlined in Report RCP 23 -
12 Full-Time Parks Operator and Light Equipment Operator; and
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THAT Council approve the position which is included in the 2023
operating budget as a housecleaning item.
Carried
14.7.7 RCP 23-13 Fire Hall Mould Remediation
Staff explained additional measures being taken to reduce moisture
in the building.
Resolution # 2023-067
Moved By: Councillor Parsons
Seconded By: Councillor Luciani
THAT Council receives the information outlined in report RCP 23 -
13 Fire Hall Mould Remediation; and
THAT Council approve Ontario Mould Specialists to complet e the
mould remediation at a cost of $12,750.00 plus HST; and
THAT the expense be charged against the 2023 Fire Hall Building
Repairs and Maintenance operation budget.
Carried
Agenda item 14.4.1 was dealt with next.
15. New Business
16. Consideration of Committee Minutes
16.1 Committee Minutes
Resolution # 2023-069
Moved By: Councillor Luciani
Seconded By: Councillor Spencer
THAT Council receives the Economic Development Advisory Committee
minutes dated January 17, 2023, the Affordable and Attainable Housing
Advisory Committee minutes dated January 25, 2023 and the Physician
Recruitment Committee minutes dated September 20, 20 22, as
information.
Carried
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16.2 Long Point Region Conservation Authority Board of Directors
Minutes
Resolution # 2023-070
Moved By: Deputy Mayor Beres
Seconded By: Councillor Parsons
THAT Council receives the Long Point Region Conservation Authority
Board of Directors minutes dated January 11, 2023, as information.
Carried
17. Motions/Notice of Motions
Resolution # 2023-071
Moved By: Councillor Rosehart
Seconded By: Councillor Parker
THAT the Council Remuneration By-Law and Council Expense Policy be
reviewed to consider the inclusion of individual councillor budgets;
AND THAT staff be directed to explore best practices in other municipalities;
AND THAT staff be directed to report back with proposed amendments to the
Council Remuneration By-Law and the Council Expense Policy which include
individual councillor budgets.
Carried
Resolution # 2023-072
Moved By: Councillor Spencer
Seconded By: Councillor Parker
THAT staff be directed to amend the terms of reference for the Youth
Engagement and Strategy Advisory Committee;
AND THAT the amended terms of reference include the following:
Committee name to be changed to Tillsonburg Youth Advisory Council;
To advise and make recommendations to Council on all matters with
respect to youth civic engagement and youth recreational and so cial
issues, in the Town of Tillsonburg;
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Members can be anywhere from ages 15 to 19;
Two members of the community aged 20 or above;
The committee shall have a maximum of thirteen members in total;
That the term of commitment for school aged participants be one school
year term;
That the committee meets once per month with the exception of July and
August;
That community service volunteer hours be signed off on for all youth
members.
AND THAT the Town of Tillsonburg registers this Youth Council with the You th
Coalition Council of Canada for a 1 year trial period using funds from Council’s
2023 Committee Board Projects budget.
Carried
Resolution # 2023-073
Moved By: Councillor Parker
Seconded By: Councillor Rosehart
THAT the notice requirements contained in section 6.10 of Procedural By -law
4173 be waived in order to introduce the following motion for debate:
THAT the no parking signs in front of 28 and 26 Frances St be removed;
AND THAT the 30 minute parking signs on the north east side of Frances St be
removed;
AND THAT a by-law to amend the traffic by-law be brought forward.
Carried with Two-Thirds majority.
Town staff are in discussions with the school board regarding expansion of t he
school's parking.
Resolution # 2023-074
Moved By: Councillor Parker
Seconded By: Councillor Rosehart
THAT the no parking signs in front of 28 and 26 Frances St be removed;
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AND THAT the 30 minute parking signs on the north east side of Frances St be
removed;
AND THAT a by-law to amend the traffic by-law be brought forward.
Carried
The following notice of motion is to be included on the February 27, 2023 regular
Council agenda.
Moved By: Deputy Mayor Beres
THAT the Ad-Hoc Committee for Boundary Adjustment be included within the
Economic Development Committee.
18. Resolutions/Resolutions Resulting from Closed Session
19. By-Laws
19.1 By-Law 2023-016, to amend Zoning By-Law Number 3295, as
amended (ZN 7-22-17)
19.2 By-Law 2023-017, to appoint Directors to the Board of Management
of the Tillsonburg Business Improvement Area (BIA)
19.3 By-Law 2023-018, to amend By-Law 2020-091 being a by-law to adopt
and maintain a policy with respect to the delegation of the
Corporation of the Town of Tillsonburg’s powers and duties
19.4 By-Law 2023-019, to amend By-Law 2021-037 being a by-law to
impose fees for services provided by The Ontario Provincial Police,
Oxford County Detachment relating to the reduction of false security
alarms
19.5 By-Law 2023-020, to assume municipal services in Andrews
Crossing Phase 2 Subdivision, Registered Plan 41M-349
Resolution # 2023-075
Moved By: Councillor Parsons
Seconded By: Councillor Luciani
THAT By-Law 2023-016, to amend Zoning By-Law Number 3295, as
amended (ZN 7-22-17); and
By-Law 2023-017, to appoint Directors to the Board of Management of the
Tillsonburg Business Improvement Area (BIA); and
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By-Law 2023-018, to amend By-Law 2020-091 being a by-law to adopt
and maintain a policy with respect to the delegation of the Corporation of
the Town of Tillsonburg’s powers and duties; and
By-Law 2023-019, to amend By-Law 2021-037 being a by-law to impose
fees for services provided by The Ontario Provincial Police, Oxford County
Detachment relating to the reduction of false security alarms; and
By-Law 2023-020, to assume municipal services in Andrews Crossing
Phase 2 Subdivision, Registered Plan 41M-349, 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
20. Confirm Proceedings By-law
Resolution # 2023-076
Moved By: Councillor Rosehart
Seconded By: Councillor Spencer
THAT By-Law 2023-015, to Confirm the Proceedings of the Council Meeting held
on February 13, 2023, be read for a first, second, third a nd final reading and that
the Mayor and the Clerk be and are hereby authorized to sign the same, and
place the corporate seal thereunto.
Carried
21. Items of Public Interest
February is Heart Health Month. The Tillsonburg Community Centre will be
offering free fitness classes on February 15, 2023, between 6:00 p.m. and 8 p.m.
On Family Day, February 20, 2023, the Museum will be offering free activities
between 10:00 a.m. and 3:00 p.m. The Tillsonburg Community Centre will be
hosting a free skate from 9:00 a.m. to 10:30 a.m. and a free swim from 11:00
a.m. to 12:30 p.m.
Mayor Gilvesy shared information regarding Operational Sharing's plans to open
a 12 bed shelter at Avondale Church in February to be ran as an 8 week pilot
project to identify and quantify the need in Tillsonburg for a shelter. The shelter
will be operated by trained staff, volunteers are not needed at this time.
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22. Adjournment
Resolution # 2023-077
Moved By: Councillor Spencer
Seconded By: Councillor Parker
THAT the Council meeting of February 13, 2023 be adjourned at 7:50 p.m.
Carried