231211 Regular Council Minutes 1
The Corporation of the Town of Tillsonburg
Council Meeting
MINUTES
Monday, December 11, 2023
6:00 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
Johnathon Graham, Director of Operations & Development
Cephas Panschow, Development Commissioner
Andrea Greenway, Interim Director of Recreation, Culture and
Parks
Ted Lyons, Revenue Manager
Julie Ellis, Deputy Clerk
_____________________________________________________________________
1. Call to Order
Meeting called to order at 6:00 p.m.
2. Closed Session
None.
3. Moment of Silence
2
4. Adoption of Agenda
Resolution # 2023-572
Moved By: Councillor Rosehart
Seconded By: Councillor Parker
THAT the Agenda as prepared for the Council Meeting of December 11, 2023,
be approved.
Carried
5. Disclosures of Pecuniary Interest and the General Nature Thereof
None.
6. Adoption of Council Minutes of Previous Meeting
Resolution # 2023-573
Moved By: Councillor Spencer
Seconded By: Councillor Parsons
THAT the Council Budget meeting minutes dated November 20, 2023 and the
Council meeting minutes dated November 27, 2023 be approved.
Carried
7. Presentations
7.1 Tillsonburg Volunteer Achievement Award Presentation
Carrie Lewis, Chair of the Museum, Culture and Heritage and Special
Awards Committee, attended before Council to present Dr. Mark Dickson
with the Tillsonburg Volunteer Achievement Award. A summary of Dr.
Dickson's volunteer accolades is as follows:
Active participant on many Committees, including Chair of the
Accessibility Advisory Committee and a Director on the Tillsonburg
and District Multi-Service Centre Board.
Recipient of the New Beaver Leader Recognition Certificate and
the Jane and Phil Esseltine Positive Change Award (Chamber of
Commerce).
Advocated for walking trails and was instrumental in acquiring the
Trans Canada Trail for Tillsonburg.
3
Present member of the Movember Foundation being a Moutsache
participant privately raising over $19,000.
Tillsonburg Minor Baseball and Tillsonburg Minor Soccer Coach for
over 6 years.
8. Public Meetings
8.1 Application for Zone Change ZN 7-23-06
Laurel Davies-Snyder attended before Council to provide an overview of
Item 8.1 and answered questions from Council.
No additional speakers, either in support or in opposition, were present.
Resolution # 2023-574
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT the Council of the Town of Tillsonburg defer the application
submitted by Damien Cooper, whereby an additional residential unit
comprising a floor area of approximately 109.45 m2 (1,178 ft2) will be
allowed in the basement of the existing dwelling on lands described as Lot
26 Plan M42, Town of Tillsonburg, known municipally as 36 Centennial
Avenue, pending the approval of the general amendment to the Town’s
Zoning By-law implementing provisions regarding Additional Residential
Units.
Carried
9. Planning Reports
9.1 Application for Consent and Minor Variance B23-66-7 and A23-197
Laurel Davies-Snyder attended before Council to provide an overview of
Item 9.1 and answered questions from Council.
Resolution # 2023-575
Moved By: Councillor Parker
Seconded By: Deputy Mayor Beres
A. THAT The Council of the Town of Tillsonburg advise the Oxford County
Land Division Committee that the Town supports the Application for
Consent B23-66-7 as submitted by Gijsbert & Johanna Albertha Kok for
4
lands described as Lot 543, Plan 500 in the Town of Tillsonburg, subject
to the following conditions:
1. The owners shall agree to submit an updated survey to confirm
lot sizes and building setbacks, to the satisfaction of the Town of
Tillsonburg.
2. The owners shall remove the shed from the lot to be severed, to
the satisfaction of the Town of Tillsonburg.
3. 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.
4. The owners shall consult with Canada Post regarding relocating
the community mailbox on Delevan Crescent. The owners shall be
responsible for all costs associated
with relocating the mailbox. The new location of the community
mailbox shall be submitted to the Town for review and comment to
ensure it does not interfere with any future plans the Town may
have for the road allowance. The Owner must agree in writing to
satisfy the requirements of Canada Post and provide the Town with
written confirmation from Canada Post that all requirements have
been satisfied.
5. The owners shall agree to submit a preliminary lot grading plan,
including services for the lot to be severed to the satisfaction of the
Town of Tillsonburg Engineering Services Department.
6. 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. Any work being completed in the Town’s
right-of-way will require an Encroachment Permit and the owner
shall agree that a representative of the developer’s consultant be
on-site for any work being completed in the Town’s right of way.
The owner shall submit a stamped and sealed letter to the Town of
Tillsonburg from the consulting engineer stating that all servicing
and restoration work has been completed to the Town’s design
standards.
7. The owners shall provide an Oxford County Connection
application to the Town of Tillsonburg Engineering Services
Department prior to construction.
8. 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 including
5
payment of all outstanding fees regarding the same. 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.
9. 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.; and
B. THAT The Council of the Town of Tillsonburg advise the Oxford County
Land Division Committee that the Town supports Minor Variance
Application A23-08-7 submitted by Gijsbert & Johanna Albertha Kok for
lands described as Lot 543, Plan 500 in the Town of Tillsonburg, as it
relates to:
1. Relief from Section 6.2 – Table 6.2 - Zone Provisions, to reduce
the Minimum Lot Depth from 32 m to 26.8 m for the lots to be
severed and retained via Application for Consent B23-66-7.
2. Relief from Section 6.2 – Table 6.2 - Zone Provisions, to reduce
the Rear Yard Depth from 12 m to 2.3 m for the lot to be retained
via Application for Consent B23-66-7.
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 Bylaw No. 3295; and,
(iv) in-keeping with the general intent and purpose of the Official
Plan.
Carried
9.2 Application for Zone Change ZN 7-23-07
6
Laurel Davies-Snyder attended before Council to provide an overview of
Item 9.2 and answered questions from Council.
Resolution # 2023-576
Moved By: Councillor Parsons
Seconded By: Councillor Rosehart
THAT the Council of the Town of Tillsonburg approve the zone change
application submitted by 207774 Ontario Limited, for lands legally
described as Part Lot 1594, Plan 500, 41R-10523 in the Town of
Tillsonburg, to remove the Holding Provision from lands as identified on
Plate 3 of Report No. CP 2023-398.
Carried
10. Delegations
11. Deputation(s) on Committee Reports
12. Information Items
Resolution # 2023-577
Moved By: Councillor Luciani
Seconded By: Councillor Spencer
THAT the following items be received as information:
12.1 Correspondence from the Royal Canadian Legion Branch 153 Re:
Remembrance Day Ceremony
12.2 Long Point Region Conservation Authority Meeting Minutes -
November 1, 2023
12.3 Long Point Region Conservation Authority Budget Meeting Minutes -
November 8, 2023
Carried
13. Staff Reports
13.1 Chief Administrative Officer
13.2 Corporate Services
13.2.1 CS 23-031 Integrity Commissioner Services
7
Resolution # 2023-578
Moved By: Deputy Mayor Beres
Seconded By: Councillor Parker
A. THAT report titled CS 23-031 Integrity Commissioner
Services be received as information; and
B. THAT Council authorize a single-source procurement per
Sec. 2B(g) and Sec. 6(b) of Procurement Policy 5-006; and
C. THAT the Clerk be directed to secure new Integrity
Commissioner services with Robert Swayze as outlined
within report CS 23-031 on a four year term; and
D. THAT a By-Law be presented for Council’s consideration to
appoint a new Integrity Commissioner and authorize the
agreement execution.
Carried
13.2.2 CS 23-21 Information Technology Policy
Resolution # 2023-579
Moved By: Councillor Spencer
Seconded By: Councillor Luciani
A. THAT report titled CS-23-21 Information Technology Policy
be received as information; and
B. THAT Council support the guiding principles outlined within
the Information Technology Policy and IT Policy Manual
framework; and
C. THAT a By-Law to enact the overarching Information
Technology Policy be presented to Council for consideration.
Carried
13.3 Economic Development
13.4 Finance
13.4.1 FIN-23-041 - Property Tax Arrears
Resolution # 2023-580
8
Moved By: Councillor Rosehart
Seconded By: Councillor Parsons
THAT report titled FIN 23-041 be received as information.
Carried
13.5 Fire and Emergency Services
13.6 Operations and Development
13.6.1 OPD-23-049 OSIM assessment of Bridges for 2023
Resolution # 2023-581
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT report titled “OSIM assessment of Bridges for 2023” be
received as information;
AND THAT Council authorize $15,900 (including HST) from the
Engineering Reserve Fund for the 2023 OSIM program.
Carried
13.7 Recreation, Culture and Parks
13.7.1 RCP-23-043 - 2024 RCP Capital Pre-Budget Approvals
Resolution # 2023-582
Moved By: Councillor Parsons
Seconded By: Councillor Spencer
A. THAT report titled RCP-43 2024 RCP Capital Pre-Budget
Approvals be received as information; and
B. THAT pre-budget approval for the following 2024 RCP
capital project X27, Pickleball Courts, in the amount of
$100,000 be granted, with eligible share to be funded from
DC Reserves; and
C. THAT the 2023 capital project 399, Tennis Court Surface, in
the amount of $145,000 be carried forward to 2024 and be
combined with the Pickleball Court project; and
9
D. THAT a Request For Proposal be issued for a joint project of
resurfacing the existing tennis courts and adding 3 new
pickleball courts with the combined funding from capital
projects X27 and 399 in the amount of $245,000
Carried
14. New Business
15. Consideration of Minutes
15.1 Advisory Committee Minutes
Resolution # 2023-583
Moved By: Councillor Parker
Seconded By: Councillor Rosehart
THAT the following Advisory Committee Minutes be received as
information:
Tillsonburg Airport Advisory Committee Minutes dated October 26,
2023
Special Affordable and Attainable Housing Committee Minutes
dated November 8, 2023
Carried
16. Motions/Notice of Motions
16.1 Deputy Mayor Beres - Rescheduling of meetings for January 2024
Resolution # 2023-584
Moved By: Deputy Mayor Beres
Seconded By: Councillor Spencer
THAT the Town of Tillsonburg council meeting currently scheduled for
Wednesday, January 24th, 2024 be rescheduled to Tuesday, January
23rd, 2024.
Carried
17. Resolutions/Resolutions Resulting from Closed Session
10
18. By-Laws
Resolution # 2023-585
Moved By: Councillor Parker
Seconded By: Councillor Rosehart
THAT the following By-Laws be read for a first, second, 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 2023-100 A By-Law to provide a schedule of fees for certain
municipal applications, services and permits
(as amended to remove the increase to the Pawnbrokers Pawnbroker
Security Deposit – refundable)
18.2 By-Law 2023-104 A By-Law to authorize an agreement of purchase
and sale with Robko Farms Ltd. for the Property described as Part
Lot 12-13, Concession 4 NTR Middleton, CS-23-032
18.3 By-Law 2023-105 A By-Law to Authorize a Contact Agreement
Between the Corporation of the Town of Tillsonburg and Jamie
Horvath Holdings for Municipal Parking Lot Winter Maintenance
18.4 By-Law 2023-106 A By-Law to Adopt an Information Technology
Policy
18.5 By-Law 2023-107 A By-Law to Appoint an Integrity Commissioner for
the Corporation of the Town of Tillsonburg
18.6 By-Law 2023-108 A By-Law to amend Zoning By-Law 3295, as
amended
Carried
19. Confirm Proceedings By-law
Resolution # 2023-586
Moved By: Councillor Parsons
Seconded By: Councillor Luciani
THAT By-Law 2023-109, to Confirm the Proceedings of the Council Meeting held
on December 11, 2023, 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.
11
Carried
20. Items of Public Interest
21. Adjournment
Resolution # 2023-587
Moved By: Councillor Rosehart
Seconded By: Councillor Luciani
THAT the Council meeting of December 11, 2023 be adjourned at 7:00 p.m.
Carried