231113 Regular Council Minutes 1
The Corporation of the Town of Tillsonburg
Council Meeting
MINUTES
Monday, November 13, 2023
4:45 PM
LPRCA
4 Elm St
Tillsonburg
ATTENDANCE: Mayor Gilvesy (Chair)
Deputy Mayor Beres
Councillor Luciani
Councillor Parker
Councillor Parsons
Councillor Rosehart
Councillor Spencer
Staff: Kyle Pratt, Chief Administrative Officer
Tanya Daniels, Director of Corporate Services/Clerk
Renato Pullia, Director of Innovation and Strategic Initiatives and
Interim Director of Finance/Treasurer
Cephas Panschow, Development Commissioner
Johnathon Graham, Director of Operations & Development
Julie Columbus, Acting Director of Recreations, Culture & Parks
Julie Ellis, Deputy Clerk
_____________________________________________________________________
1. Call to Order
Mayor Gilvesy called the meeting to order at 4:45 pm
2. Closed Session (4:45)
Resolution # 2023-483
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Moved By: Councillor Parker
Seconded By: Deputy Mayor Beres
THAT Council move into Closed Session to consider the following:
2.5.1 OLT Appeal - Instructions
239 (2) (e) litigation or potential litigation, including matters before administrative
tribunals, affecting the municipality or local board;
239 (2) (f) advice that is subject to solicitor-client privilege, including
communications necessary for that purpose;
239 (2) (k) 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.
2.5.2 Downtown Tillsonburg Business Improvement Area Letter
239 (2) (b) personal matters about an identifiable individual, including municipal
or local board employees;
239 (2) (f) advice that is subject to solicitor-client privilege, including
communications necessary for that purpose.
2.5.3 FIN 23-27 BIA Loan Terms
239 (2) (k) 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.
2.5.4 Mayor - CAO Performance Review - Process Outline
239 (2) (b) personal matters about an identifiable individual, including municipal
or local board employees;
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 Minutes
2.4 Adoption of Closed Session Committee Minutes
2.5 Reports
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2.5.1 OLT Appeal - Instructions
2.5.2 Downtown Tillsonburg Business Improvement Area Letter
2.5.3 FIN 23-27 BIA Loan Terms
2.5.4 Mayor - CAO Performance Review - Process Outline
2.6 Back to Open Session
3. Moment of Silence
4. Adoption of Agenda (6:00 p.m.)
Resolution # 2023-491
Moved By: Councillor Parker
Seconded By: Councillor Rosehart
THAT the agenda for the Council meeting of November 13, 2023, be approved.
Carried
5. Disclosures of Pecuniary Interest and the General Nature Thereof
None.
6. Adoption of Council Minutes of Previous Meeting
Resolution # 2023-492
Moved By: Councillor Parsons
Seconded By: Councillor Parker
THAT the Council meeting minutes dated October 23, 2023, be approved.
Carried
7. Presentations
8. Public Meetings
Resolution # 2023-493
Moved By: Councillor Spencer
Seconded By: Councillor Parsons
THAT Council move into the Committee of Adjustment to hear an application for
Minor Variance at 6:01 p.m.
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Carried
8.1 A06-23 Application for Minor Variance - 233 Rokeby Sideroad
Mayor Gilvesy provided an introduction to the process.
Oxford County Planner Eric Gilbert attended before Council to provide an
overview of A06-23 for 233 Rokeby Sideroad.
The applicant appeared before Council to answer questions and none
were tabled.
No further individuals attended either in support or opposition of the
matter.
Resolution # 2023-494
Moved By: Deputy Mayor Beres
Seconded By: Councillor Parker
THAT the Oxford County Land Division Committee approve Application
File A06-23t submitted by Danielle Pasztor, for lands described as PT
LOTS 8, 9, MID CON 4 NTR in the Town of Tillsonburg, as it relates to:
1. Relief from Relief from Section 18.0, Future Development Zone (FD),
18.1 Uses Permitted – Table 18.1: Uses Permitted, to permit the
construction of one new accessory structure with a maximum gross floor
area not to exceed 145 m2 and in a location as generally illustrated on
Plate 5 of Report CP 2023-350, to the satisfaction of the Town of
Tillsonburg.
Subject to the following condition:
i. A building permit for the proposed accessory structure shall be issued
within one (1) of the date of the Committee's decision.
As the proposed variance is:
(i) a minor variance 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.
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Carried
Resolution # 2023-495
Moved By: Councillor Rosehart
Seconded By: Councillor Luciani
THAT Council move out of Committee of Adjustment and move back into
regular council session at 6:07 p.m.
Carried
8.2 Applications for Official Plan Amendment and Zone Change OP23-
07-7 and ZN 7-23-04 - Thames Valley District School Board, 102
Dereham Drive
Mayor Gilvesy provided introduction to the process.
Oxford County Planner Eric Gilbert attended before Council to provide an
overview of Item 8.2. Eric Gilbert answered various questions from
members of Council.
Rebecca Smith of Oxford County, Applicant - Support
Rebecca Smith attended before Council to speak in support of their
application. Rebecca Smith provided an explanation of the application
and the housing plan for the property regarding housing strategy as well
as answered various questions from Council.
Andrea Sinclair, MHBC Planning - Support
Andrea Sinclair attended before Council to speak in support of the
application. Andrea Sinclair provided an overview of their comments and
expressed a desire for the application to be approved on behalf of Victor
Woods, being a neighbour to the subject property.
Baldwin Place Residents Association - Mike Wild, President and
David Cline, Vice-President - Opposition
David Cline attended before Council to speak in strong opposition of the
application. David Cline provided an overview of comments on behalf of
Baldwin Place Residents Association expressing concerns of traffic
impacts, student safety around the neighbouring school, population
density, parking concerns and concerns on connection to the County of
Oxford Official Plan.
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Maureen Flynn - Opposition
Maureen Flynn attended before Council to speak in opposition of the
application. Maureen Flynn expressed concern regarding children being
able to access School facilities and the capacity of local schools.
Duska Carevic - Opposition
Duska Carevic attended before Council to speak in opposition of the
application. Duska Carevic expressed concern regarding traffic concerns,
invasion of privacy, and parking issues surrounding the local school. BCL
asked for an explanation of the notification. Eric Gilbert provided a
comment on the circulation protocols required within The Planning Act.
Mayor Gilvesy further asked Jonathon Graham, Director of Operations
and Development, to provide comment on traffic plans.
Dave Chesterman - Opposition
Dave Chesterman attended before Council to speak in opposition of the
application. Dave Chesterman expressed concerns regarding density of
application, parking concerns, and traffic concerns.
Council asked various questions to the County Planner.
The following resolution was presented:
Moved By: Councillor Parker
Seconded By: Councillor Spencer
A. THAT the Town of Tillsonburg advise County Council that the Town
supports the application to amend the Official Plan (File No. OP 23-07-7)
as submitted by the County of Oxford for lands legally described as Part
Lot 8, Concession 12 (Dereham), municipally known as 102 Dereham
Drive in the Town of Tillsonburg, to re-designate the lands from Low
Density Residential to Medium Density Residential; and
B. THAT the Council of the Town of Tillsonburg approve in-principle the
zone change application (ZN 7-23-04), submitted by the County of Oxford,
whereby the lands legally described as Part Lot 8, Concession 12
(Dereham), municipally known as 102 Dereham Drive in the Town of
Tillsonburg are to be rezoned from ‘Minor Institutional Zone (IN1)’ to
‘Special Medium Density Residential Zone (RM-sp)’.
The following amended resolution was presented:
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Resolution # 2023-496
Moved By: Councillor Parker
Seconded By: Councillor Spencer
THAT Item 8.2 be deferred to County staff to request consideration of an
open house and further consultation with a return to Council in the
January cycle.
Carried
9. Planning Reports
9.1 SB20-06-07 - Request for Extension of Draft Plan Approved Plan of
Subdivision
Oxford County Planner Eric Gilbert provided an overview of item 9.1 and
answered various questions from members of Council.
Resolution # 2023-497
Moved By: Councillor Luciani
Seconded By: Councillor Rosehart
THAT the Council of the Town of Tillsonburg advise Oxford County that
the Town supports a two-year extension of draft approval for a plan of
subdivision submitted by Southside Construction Management Limited.,
for lands described as Pt Lt 8, Con 11 (Dereham), Pt1, 41R7957, Town of
Tillsonburg, to February 10, 2026, to grant additional time to satisfy the
conditions of draft plan approval and register the remaining phase(s) of
the draft plan of subdivision.
Carried
9.2 CP 2023-363 Oxford County Report Re: Conservation Authority
Service Agreements
Resolution # 2023-498
Moved By: Councillor Parsons
Seconded By: Deputy Mayor Beres
A. THAT Council of the Town of Tillsonburg receive Report CP 2023-363;
and
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B. THAT Town Council advise the County that the Town supports entering
into MOU/agreements with the Upper Thames River Conservation
Authority and the Grand River Conservation Authority for Programs and
Services as outlined in Report CP 2023-363.
Carried
10. Delegations
11. Deputation(s) on Committee Reports
11.1 CAO 23-23 Recommendation from EDAC - Video Series
Resolution # 2023-499
Moved By: Councillor Spencer
Seconded By: Councillor Luciani
A. THAT report titled Recommendation from Economic Development
Committee – Video Series be received as information; and
B. THAT Council approve the recommendation of the Economic
Development Committee:
THAT the Economic Development Committee recommends the creation of
a public-facing video series outlining the process for building permit
applications;
AND THAT the Economic Development Committee recommends
developing a workshop video series outlining the processes involved with
items such as: additional residential unit applications, infilling and
severances.
Carried
12. Information Items
Resolution # 2023-500
Moved By: Deputy Mayor Beres
Seconded By: Councillor Spencer
THAT the following items be received as information:
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12.1 Correspondence from The Honourable Peter Bethlenfalvy, Minister of
Finance Re: 2024 Ontario Municipal Partnership Fund (OMPF)
12.2 LPRCA Board of Directors Meeting Minutes of October 4, 2023
Carried
13. Staff Reports
13.1 Chief Administrative Officer
13.1.1 CAO 23-27 Membership- Affordable and Attainable Housing
Committee
Resolution # 2023-501
Moved By: Councillor Luciani
Seconded By: Councillor Parsons
A. THAT report titled CAO 23-27 Membership- Affordable and
Attainable Housing Committee be received as information;
and
B. THAT the amended Terms of Reference for the Affordable
and Attainable Housing Committee, be approved; and
C. THAT the Clerk be instructed to fill the vacancy; and
D. THAT a By-Law to amend Section 1 of By-Law 2023-009, be
brought forward for Council consideration.
Carried
13.1.2 CAO 23-26 31 Earle Street Project Update
Resolution # 2023-502
Moved By: Deputy Mayor Beres
Seconded By: Councillor Rosehart
THAT report titled CAO 23-26, 31 Earle Street Project Update be
received as information.
Carried
13.1.3 CAO 23-25 Sole Sourcing VG+ Architects - Town Hall Project
Resolution # 2023-503
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Moved By: Councillor Parker
Seconded By: Councillor Parsons
A. THAT report titled “CAO 23-25 Sole Sourcing– Town Hall
Project” be received as information;
B. THAT staff be authorized to sole source professional
architectural services from The Ventin Group Ltd (+VG
Architects) in accordance with Section 6 (b) of the
Purchasing Policy for the preparation of design and tender
documents for a new Town Hall, for $770,220 + taxes, with
the understanding that the $330,220 portion would only be
undertaken should construction proceed;
C. That a By-Law be presented for Council’s consideration
authorizing the Mayor and Clerk to execute documents
necessary to effect an agreement with The Ventin Group
Ltd.
Carried
13.1.4 CMHC Housing Accelerator Fund Application Update 2
Renato Pullia, Director of Innovation and Strategic Initiatives and
Interim Director of Finance/Treasurer, provided an overview of
report 13.1.4. Jonathon Graham, Director of Operations and
Development, provided an overview of the initiatives within the
submission.
Resolution # 2023-504
Moved By: Councillor Spencer
Seconded By: Councillor Parker
A. THAT report titled “CMHC Housing Accelerator Fund
Application Update 2” be received as information; and
B. THAT should the Town be successful in its application,
Council affirm its commitment to achieving the Canada
Mortgage and Housing Corporation (CMHC) Housing
Accelerator Fund (HAF) application initiatives; and
C. THAT staff be directed to implement all non-financial
components of the seven CMHC HAF initiatives within the
2024-2026 Business Plans; and
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D. THAT the housing and population growth forecasts be
presented to the Town’s Economic Development Advisory
Committee and the Affordable and Attainable Housing
Advisory Committee; and
E. THAT the Clerk be directed to provide a copy of this report
to Ontario’s Minister of Municipal Affairs and Housing,
affirming Tillsonburg’s commitment to accelerating its
housing supply through the implementation of the outlined
housing initiatives, and to seek assistance through the
Building Faster Fund and other available financial supports.
Carried
13.2 Corporate Services
13.3 Economic Development
13.3.1 EDM 23-19 Request for Reduction in Lot Coverage
Requirements - Lot 3, VIP
Resolution # 2023-505
Moved By: Councillor Parsons
Seconded By: Councillor Spencer
A. THAT report titled EDM 23 – 19 Request for Reduction in
Lot Coverage Requirements – Lot 3, VIP be received; and
B. THAT 1677123 Ontario Inc be granted a reduction in the Lot
Coverage requirements regarding their purchase of Lot 3 in
the Van Norman Innovation Park;
C. THAT the Lot Coverage requirement be reduced to 9.7
percent; and
D. THAT a 30 day timeline to closing from the passing of this
resolution.
Carried
13.4 Finance
13.4.1 FIN 23-25 - Amendment to 2023 Final Tax Rate Schedule
Resolution # 2023-506
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Moved By: Deputy Mayor Beres
Seconded By: Councillor Parker
THAT report titled FIN-23-25 be received as information; and
THAT a by-law to amend By-Law 2023-52 to include the R1 tax
rate for 2023 be presented to Council for consideration.
Carried
13.4.2 FIN 23-26 - 2024 Interim Property Tax Levy
Resolution # 2023-507
Moved By: Councillor Spencer
Seconded By: Deputy Mayor Beres
THAT report titled FIN 23-26 be received as information; and
THAT a By-Law to levy the 2024 interim property tax levy be
presented to Council for consideration.
Carried
13.4.3 FIN 23-28 BIA Financial Matters
Resolution # 2023-508
Moved By: Councillor Rosehart
Seconded By: Councillor Parsons
THAT report titled “BIA Financial Matters” be received as
information.
Carried
13.5 Fire and Emergency Services
13.6 Operations and Development
13.6.1 OPD 23-40 RFQ 2023-003 Municipal Parking Lot Winter
Maintenance
Resolution # 2023-509
Moved By: Councillor Parsons
Seconded By: Deputy Mayor Beres
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A. THAT report titled Municipal Parking Lot Winter Maintenance
be received as information; and,
B. THAT a By-law be presented to Council to authorize the
Mayor and Clerk to sign the contract to perform Municipal
Parking Lot Winter Maintenance to Jamie Horvath Holdings
Inc. for a five-year period beginning November 15th, 2023
and ending April 15th, 2028.
Carried
13.6.2 TGO Inter-Community Transit
Resolution # 2023-510
Moved By: Councillor Luciani
Seconded By: Councillor Rosehart
A. THAT report titled ODP 23-42 TGO Inter-Community Transit
Services Review and Update be received as information;
and
B. THAT staff be directed to begin discussions with Oxford
County for the potential funding and/or management of the
Inter-Community portion of T:GO services effective April 1st
2025 and beyond; and
C. THAT, should the Town be unsuccessful in obtaining the
Provincial “top-up” grant, staff be directed to reduce the
T:GO Inter-Community service hours to continue to operate
the service without municipal investment.
Carried
13.7 Recreation, Culture and Parks
13.7.1 RCP 23039 Tillsonburg Community Garden - 2023 Agreement
Resolution # 2023-511
Moved By: Councillor Parker
Seconded By: Councillor Spencer
A. THAT Report RCP 23-39 Tillsonburg Community Garden -
2023 Agreement be received as information; and
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B. THAT Council approve the proposed agreement as outlined
within this report; and
C. THAT a By-Law to authorize the Mayor and Clerk to
execute the Agreement be presented to Council for
consideration.
Carried
14. New Business
15. Consideration of Minutes
15.1 Advisory Committee Minutes
Resolution # 2023-512
Moved By: Councillor Parsons
Seconded By: Councillor Luciani
THAT the following Advisory Committee minutes be received as
information:
Community Health Care Advisory Committee Minutes of October
10, 2023
Affordable and Attainable Housing Committee Minutes of October
25, 2023
Carried
16. Motions/Notice of Motions
16.1 Councillor Spencer - Economic Development Advisory Committee
Appointment
Resolution # 2023-513
Moved By: Councillor Spencer
Seconded By: Deputy Mayor Beres
WHEREAS Council received a request from the Business Improvement
Area Board Of Management on October 23rd meeting of Town of
Tillsonburg Council recommending Mark Renaud be appointed as the
representative of the Downtown Tillsonburg Business Improvement Area
(DTBIA) on the Economic Development Advisory Committee;
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BE IT THEREFORE RESOLVED
A. THAT Mark Renaud, Executive Director of the Downtown
Tillsonburg Business Improvement Area be appointed to the
Economic Development Advisory Committee as the DTBIA
representative; and
B. THAT a By-Law to amend By-Law 2023-009, A By-Law to appoint
members to Town of Tillsonburg Council advisory committees, be
presented to Council for consideration.
Carried
16.2 Deputy Mayor Beres - Council Member Training
Resolution # 2023-514
Moved By: Deputy Mayor Beres
Seconded By: Councillor Spencer
WHEREAS the current term of Council has been active for one year; and
WHEREAS it is imperative that elected officials be cognizant of their
governing documents; and
WHEREAS education and training is key to understanding roles and
responsibilities of elected officials,
BE IT THEREFORE RESOLVED
A. THAT Staff be directed to arrange via an external expert the
following training to members of Town of Tillsonburg Council:
i. Code of Conduct Training
ii. Closed Meeting Protocol Training
iii. Privacy Training; and
B. THAT the funding for the training be provided from the Council
operating budget.
Carried
17. Resolutions/Resolutions Resulting from Closed Session
18. By-Laws
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Resolution # 2023-515
Moved By: Deputy Mayor Beres
Seconded By: Councillor Spencer
THAT by-law 2023-089 be amended to include the appointment of Mark Renaud
as the BIA member to the Economic Development Advisory Committee.
Carried
Resolution # 2023-516
Moved By: Councillor Luciani
Seconded By: Councillor Rosehart
THAT the following By-Laws be read for a first, second and third and final
reading and that the Mayor and Clerk be and are hereby authorized to sign the
same, and place the corporate seal thereunto.
18.1 By-Law 2023-087 A By-Law to amend By-Law 2023-052 adopting
Budgetary Estimates, Tax Rates, Installment Due Dates, and to
Further Provide for Penalty and Interest on Default of Payment
Thereof for 2023
18.2 By-Law 2023-0-88 A By-Law to Provide for an Interim Tax Levy for
the year 2024
18.3 By-Law 2023-089 A By-Law to amend By-Law 2023-009 being a By-
Law to appoint members to Town of Tillsonburg Advisory
Committees
18.4 By-Law 2023-090 A By-Law to Amend By-Law 2022-029 being a By-
Law to regulate traffic and the parking of motor vehicles in the Town
of Tillsonburg
18.5 By-Law 2023-091 Animal Licensing A By-Law to amend By-Law 2021-
013 Being a By-Law to provide for the licensing, regulation and
control of animals within the Town of Tillsonburg, as amended
18.6 By-Law 2023-092 User Fees By-Law A By-Law to Amend By-Law
2022-087 Being a By-Law to provide a schedule of fees for Certain
Municipal Applications, Services and Permits
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18.7 By-Law 2023-095 Community Garden Agreement A By-Law to
authorize an Agreement for the Tillsonburg Community Garden with
the Multi-Service Centre
Carried
19. Confirm Proceedings By-law
Resolution # 2023-517
Moved By: Councillor Parker
Seconded By: Deputy Mayor Beres
THAT By-Law 2023-096 A By-Law to Confirm the Proceedings of the Council
Meeting held on November 13th, 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
20. Items of Public Interest
21. Adjournment
Resolution # 2023-518
Moved By: Councillor Rosehart
Seconded By: Councillor Parsons
THAT the Council meeting of November 13, 2023 be adjourned at 8:37 p.m.
Carried