230614 Regular Council Minutes
The Corporation of the Town of Tillsonburg
Council Meeting
MINUTES
Wednesday, June 14, 2023
5:15 PM
Council Chambers
200 Broadway, 2nd Floor
ATTENDANCE:
Mayor Gilvesy (Chair)
Deputy Mayor Beres
Councillor Luciani
Councillor Parker
Councillor Parsons
Councillor Rosehart
Councillor Spencer
Staff:
Tanya Daniels, Director of Corporate Services/Clerk
Kyle Pratt, Chief Administrative Officer
Cephas Panschow, Development Commissioner
Johnathon Graham, Director of Operations & Development
Renato Pullia, Director of Innovation & Strategic Initiatives
Sheena Pawliwec, Director of Finance/Treasurer
Julie Columbus, Director of Recreations, Culture & Parks
Julie Ellis, Deputy Clerk
_____________________________________________________________________
1. Call to Order
2
. Closed Session (5:15 p.m.)
Resolution # 2023-233
Moved By: Councillor Luciani Seconded By: Councillor Parker
THAT Council move into Closed Session to consider the following:
2.4.1 EDM 23-05 CLD Letter of Intent - Phase 2 Van Norman Innovation Park Lands
239 (2) (c) a proposed or pending acquisition or disposition of land by the municipality or local board;
239 (2) (i) 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 contractual or other negotiations of a person, group of persons,
or organization.
2.4.2 CS 23-12 IT Audit and Staff Support
239 (2) (a) the security of the property of the municipality or local board; and
239 (2) (d) labour relations or employee negotiations.
Carried
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 Reports
2.4.1 EDM 23-05 CLD Letter of Intent - Phase 2 Van Norman Innovation Park Lands
2.4.2 CS 23-12 IT Audit and Staff Support
2.5 Back to Open Session
3. Moment of Silence
Open session resumed at 6:00 pm
4. Adoption of Agenda (6:00 p.m.)
Resolution # 2023-239
Moved By: Councillor Parsons Seconded By: Councillor Rosehart
THAT the Agenda as prepared for the Council Meeting of June 14, 2023, be approved.
Carried
5. Disclosures of Pecuniary Interest and the General Nature Thereof
None.
6. Adoption of Council Minutes of Previous Meeting
Resolution # 2023-240
Moved By: Deputy Mayor Beres Seconded By: Councillor Spencer
THAT the Council meeting minutes dated May 23, 2023 be approved.
Carried
7. Presentations
None.
8. Public Meetings
Resolution # 2023-241
Moved By: Councillor Parsons Seconded By: Councillor Luciani
THAT Council move into the Committee of Adjustment to hear an application for Minor Variance at 6:02 p.m.
Carried
8.1 CP 2023-167 - Minor Variance Application MV A01-23 - 18 William Street
Laurel Davies-Snyder, Planner, Oxford County, appeared before the Committee of Adjustment to provide an overview of the application. Staff recommend approval of the Minor Variance application.
Opportunity was provided for comments and questions from Council.
Eric Lockey, applicant, appeared before Council to support the application.
No members of the public appeared before Council in opposition of the application.
Resolution # 2023-242
Moved By: Councillor Parsons Seconded By: Councillor Spencer
That the Town of Tillsonburg Committee of Adjustment approve Application File A01-23, submitted by Meaghan Donkervoort and Eric Lockey, for lands described as LT 23 PL 1078; S/T A66342,
18 William Street, Town of Tillsonburg, as it relates to:
Relief from Section 6.2 – Zone Provisions – Table 6.2: Zone Provisions – Exterior Side Yard, Minimum Width - to reduce the minimum required width from 7.5 m (24.6 ft) to 6.1 m (20.0
ft); and,
Relief from Section 6.2 – Zone Provisions – Table 6.2: Zone Provisions – Rear Yard, Minimum Depth - to reduce the minimum required depth from 12 m (39.3 ft) to 6.8 m (22.3 ft)
to facilitate an addition comprising approximately 148.16 m2 (1,594.78 ft2) subject to the following conditions:
1. Prior to the issuance of a Building Permit for the proposed addition, the Owner will submit a Lot Grading Plan in accordance with the Town of Tillsonburg Development Guidelines and
Design Criteria, to the satisfaction of the Town.
2. A Building Permit for the proposed addition shall be issued within one year of the date of the Committee’s decision.
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.
Carried
Resolution # 2023-243
Moved By: Councillor Luciani Seconded By: Councillor Rosehart
THAT Council move out of Committee of Adjustment and move back into regular Council session at 6:11 p.m.
Carried
9. Planning Reports
9.1 CP 2023-163 - Application for Consent B22-58-7 & B23-15-7 - The Salvation Army in Canada
Laurel Davies-Snyder, Planner, Oxford County, appeared before Council to provide an overview of the application.
Opportunity was provided for comments and questions from Council.
The applicant, Julia Coley-Phillips, the Ontario Property Director for the Salvation Army, spoke in favour of the application.
Delene Kousi, appeared at the meeting in favour of the application.
Bernard Prevost, a neighbour of the property, spoke in opposition to the application.
Resolution # 2023-244
Moved By: Councillor Parker Seconded By: Deputy Mayor Beres
THAT The Council of the Town of Tillsonburg advise the Oxford County Land Division Committee that the Town supports the Applications for Consent B22-58-7 and B23-15-7to sever the property
submitted by The Governing Council of the Salvation Army East, for lands described as Part of Lot 7, Concession 11 (Dereham) in the Town of Tillsonburg, subject to the following conditions:
B22-58-7
The lot to be severed be appropriately zoned.
The owners shall provide confirmation of the location of any existing overhead or underground services installed to the retained and severed lots. Services cannot traverse the adjoining
lots and any conflicts must be re-directed or an easement must be created. Any proposed easements shall be reviewed by the Town of Tillsonburg and Tillsonburg Hydro Inc. Any service
relocation required due to a severance would be at the cost of the property owner.
The owners shall provide payment for cash-in-lieu of parkland to the Town of Tillsonburg for the lot to be severed, to the satisfaction of the Town of Tillsonburg.
The owners shall submit an updated survey to confirm lot sizes to the satisfaction of the Town of Tillsonburg.
The owners shall submit a lot grading plan to the satisfaction of the Town of Tillsonburg as part of the Building Permit process.
The owners shall agree, in writing, to satisfy all requirements, financial and otherwise, of the Town of Tillsonburg, regarding the installation of services and drainage facilities,
to the satisfaction of the Town of Tillsonburg.
The owner shall agree to satisfy all requirements, financial and otherwise, of the County, regarding the installation of water and sanitary sewer services, to the satisfaction of the
County. To this regard, the lot to be severed must be independently serviced (water/sanitary), and if any/all services crossing the proposed property line should be disconnected, it
is done to the satisfaction of the County of Oxford Public Works Department.
The owner shall agree to connect to the water and sanitary services following Oxford County Design Guidelines at the time of Building Permit, which will be inspected by Oxford County,
and pay any and all outstanding fees regarding the same.
The Clerk of the Town of Tillsonburg advise the Secretary-Treasurer of the Land Division Committee that all requirements of the Town of Tillsonburg have been complied with.
B23-15-7
The lots to be severed be appropriately zoned.
The owners shall provide confirmation of the location of any existing overhead or underground services installed to the retained and severed lots. Services cannot traverse the adjoining
lots and any conflicts must be re-directed or an easement must be created. Any proposed easements shall be reviewed by the Town of Tillsonburg and Tillsonburg Hydro Inc. Any service
relocation required due to a severance would be at the cost of the property owner.
The owners shall provide payment for cash-in-lieu of parkland to the Town of Tillsonburg for the lot to be severed, to the satisfaction of the Town of Tillsonburg.
The owners shall submit an updated survey to confirm lot sizes to the satisfaction of the Town of Tillsonburg.
The owners shall submit a lot grading plan to the satisfaction of the Town of Tillsonburg as part of the Building Permit process.
The owners shall agree, in writing, to satisfy all requirements, financial and otherwise, of the Town of Tillsonburg, regarding the installation of services and drainage facilities,
to the satisfaction of the Town of Tillsonburg.
The owner shall agree to satisfy all requirements, financial and otherwise, of the County, regarding the installation of water and sanitary sewer services, to the satisfaction of the
County. To this regard, the lot to be severed must be independently serviced (water/sanitary), and if any/all services crossing the proposed property line should be disconnected, it
is done to the satisfaction of the County of Oxford Public Works Department.
The owner shall agree to connect to the water and sanitary services following Oxford County Design Guidelines at the time of Building Permit, which will be inspected by Oxford County,
and pay any and all outstanding fees regarding the same.
The Clerk of the Town of Tillsonburg advise the Secretary-Treasurer of the Land Division Committee that all requirements of the Town of Tillsonburg have been complied with.
Carried
10. Delegations
10.1 Rev. Paul Robinson Re: Tillsonburg "Honour Our Veterans Banner Program"
Rev. Paul Robinson and Frank Moore from the Tillsonburg Legion attended before Council to speak to the Tillsonburg "Honour Our Veterans Banner Program" which will recognize and honour
veterans between October 1 and November 12, 2023 who have served or are currently serving in the Canadian, Allied or Commonwealth forces, past and present.
Resolution # 2023-245
Moved By: Councillor Rosehart Seconded By: Councillor Spencer
THAT Council receives the delegation from Rev. Paul Robinson and Frank Moore as information.
Carried
11. Deputation(s) on Committee Reports
12. Information Items
12.1 The Monarch Butterfly Eclipse Project Re: Solar Eclipse Glasses
12.2 Oxford County Council Supplementary Report 2023-144 - Review of A Place to Grow and Provincial Policy Statement
12.3 Rev. Doug Dawson Re: Crosswalk Proposal
Mayor Gilvesy provided additional details regarding Oxford County Council Supplementary Report 2023-144.
Resolution # 2023-246
Moved By: Deputy Mayor Beres Seconded By: Councillor Parsons
THAT the correspondence from the Monarch Butterfly Eclipse Project regarding Solar Eclipse Glasses, the Oxford County Supplementary Report 2023-144 - Review of a Place to Grow and Provincial
Policy
Statement and the correspondence from Rev. Doug Dawson regarding Crosswalk Proposal be received as information; and
THAT staff in Recreation, Culture and Parks be directed to review The Monarch Butterfly Eclipse Project Re: Solar Eclipse Glasses and possible support within their 2024 budget allocations.
Carried
13. Financial Results
13.1 Finance Overview
13.1.1 FIN 23-07 2022 Fourth Quarter Draft Consolidated Financial Results
Resolution # 2023-247
Moved By: Councillor Luciani Seconded By: Councillor Spencer
THAT report FIN 23-07 titled 2022 Fourth Quarter Draft Consolidated Financial Results be received as information.
Carried
13.2 Department Results
Resolution # 2023-248
Moved By: Councillor Parker Seconded By: Deputy Mayor Beres
THAT the following reports be received as information:
13.2.1 Corporate Services
13.2.1.1 CS 23-11 2022 Q4 Corporate Services Department Results
13.2.2 Economic Development
13.2.2.1 EDM 23-08 Fourth Quarter Economic Development and Marketing Results
13.2.3 Finance
13.2.3.1 FIN 23-08 2022 Fourth Quarter Finance Department Results
13.2.4 Fire and Emergency Services
13.2.4.1 FRS-2023-07 Fire Rescue Services 2022 Q4 Report
13.2.5 Operations and Development
13.2.5.1 OPD 23-24 - 2022 Fourth Quarter Building, Planning and By-Law Services Results
13.2.6 Recreation, Culture and Parks
13.2.6.1 RCP 23-27 2022 Q4 Results
Carried
14. Staff Reports
14.1 Chief Administrative Officer
14.2 Corporate Services
14.3 Economic Development
14.4 Finance
14.4.1 FIN 23-09 - 2023 BIA Debenture Issuance Bylaw
Resolution # 2023-249
Moved By: Councillor Parsons Seconded By: Councillor Rosehart
THAT report titled 2023 BIA Debenture Issuance be received as information; and
THAT Council receives the updated annual repayment limit calculation; and
THAT By-Law 2023-051 for the issuance of debentures for 2023 BIA approved budgeted purposes be presented to Council for consideration.
Carried
14.4.2 FIN 23-10 - 2023 Final Budget and Tax Rates Bylaw Report
Resolution # 2023-250
Moved By: Councillor Spencer Seconded By: Councillor Luciani
THAT report titled FIN 23-10 2023 Budgetary Estimates and Tax Rates be received as information; and
THAT By-Law 2023-52 to provide for the adoption of budgetary estimates, tax rates, installment due dates, and to further provide for penalty and interest on default of payment thereof
for 2023, be presented to Council for consideration.
Carried
14.5 Fire and Emergency Services
14.5.1 FRS 2023-06 Tillsonburg Fire Rescue Services 2022 Annual Report
Resolution # 2023-251
Moved By: Deputy Mayor Beres Seconded By: Councillor Parker
THAT Report FRS-2023-06 Tillsonburg Fire Rescue Services 2022 Annual Report be received as information.
Carried
14.6 Operations and Development
14.6.1 OPD 23-27 By-Law Enforcement Officer Appointment
Resolution # 2023-252
Moved By: Councillor Rosehart Seconded By: Councillor Spencer
THAT report titled OPD 23-27 By-Law Enforcement Officer Appointment be received as information; and
THAT a By-Law to appoint David Jejna as a By-Law Enforcement Officer for the Town of Tillsonburg be brought forward for Council consideration.
Carried
14.7 Recreation, Culture and Parks
1
4.7.1 RCP 23-28 2023 Playground RFP - Library Park
Resolution # 2023-253
Moved By: Councillor Parsons Seconded By: Councillor Luciani
THAT Council receives Staff Report RCP 23-28 2023 Playground RFP Library Park as information; and
THAT Council awards the playground tender, including supply and install of rubberized surface to Park n Water in the amount of $119,045.44 (non-refundable HST included).
Carried
14.7.2 RCP 23-26 Parks, Cemeteries and Recreation Master Plan RFP Award
Resolution # 2023-254
Moved By: Deputy Mayor Beres Seconded By: Councillor Parker
THAT report titled RCP 23-26, Parks, Cemeteries and Recreation Master Plan RFP Award be received as information; and
THAT the RFP be awarded to Thinc Design for $78,309.41 (including non-recoverable HST).
Carried
15. New Business
16. Consideration of Minutes
16.1 Advisory Committee Minutes
Resolution # 2023-255
Moved By: Councillor Parsons Seconded By: Councillor Rosehart
THAT Council receives:
The Police Service Board Meeting minutes dated April 19, 2023;
The Economic Development Committee Meeting minutes dated May 9, 2023;
The Museum, Culture, Heritage and Special Awards Advisory Committee Meeting Minutes dated May 17, 2023;
The Affordable and Attainable Housing Committee Meeting minutes dated May 24, 2023;
The Parks, Beautification and Cemetery Advisory Committee Minutes dated May 30, 2023;
The Recreation and Sports Advisory Committee Minutes dated June 1, 2023; and
The Youth Advisory Council Meeting minutes dated June 7, 2023.
Carried
17. Motions/Notice of Motions
17.1 Tipping Fees - Councillor Parker
The following motion will be included on the June 26, 2023 regular Council meeting agenda.
Moved By: Councillor Parker
THAT Council requests Staff to bring a report to Council for the 2024 Budget in regards to the Town of Tillsonburg covering the tipping fees for residential users at the Transfer Station.
18. Resolutions/Resolutions Resulting from Closed Session
19. By-Laws
19.1 By-law 2023-051 A By-Law to Authorize the Issuance of Debt
19.2 By-Law 2023-52 A By-Law to provide for the adoption of budgetary estimates, tax rates, installment due dates, and to further provide for penalty and interest on default of payment
thereof for 2023
19.3 By-Law 2023-053 A By-Law to appoint a Property Standards Officer and Municipal Law Enforcement Officer
Resolution # 2023-256
Moved By: Councillor Spencer Seconded By: Councillor Rosehart
THAT a By-Law to Authorize the Issuance of Debt;
A By-Law to provide for the adoption of budgetary estimates, tax rates, installment due dates, and to further provide for penalty and interest on default of payment thereof for 2023;
and
A By-Law to appoint a Property Standards Officer and Municipal Law Enforcement Officer be read for a first, second and 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 # 2023-257
Moved By: Deputy Mayor Beres Seconded By: Councillor Parker
THAT By-Law 2023-050, to Confirm the Proceedings of the Council Meeting held on June 14, 2023, 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
21. Items of Public Interest
22. Adjournment
Resolution # 2023-258
Moved By: Councillor Rosehart Seconded By: Councillor Parsons
THAT the Council meeting of June 14, 2023 be adjourned at 7:33 p.m.
Carried