The Corporation of the Town of Tillsonburg
Council Meeting
AGENDA

Monday, September 09, 2024

6:00 P.m. - 9:00 P.m.

LPRCA

4 Elm St

Tillsonburg

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1.

Call to Order

2.

Moment of Silence

3.

Adoption of Agenda

• THAT the agenda as prepared for the Council Meeting of September 9, 2024, be approved with the following amendments:

  • Agenda Item 13.4.4 2023 Financial Statements Approval - FIN 24-044 will be moved to be heard directly following Agenda Item 6.1 - Whitney Deane, CPA, CA, LPA, Engagement Partner, Millard Rouse & Rosebrugh LLP - Presentation of Audited Financial Statements
  • Agenda Item 10.1 DTBIA - Decision Letter - 2023 Approved Financial Statements will be moved to be heard directly following Agenda Item 6.2 - Downtown Tillsonburg Business Improvement Association (BIA) 2023 Audited Financial Statements

4.

 Disclosures of Pecuniary Interest and the General Nature Thereof

5.

Adoption of Council Minutes of Previous Meeting

• Proposed Resolution #

  THAT the Council meeting minutes dated August 12, 2024 be approved. 

6.

Presentations

6.1

Whitney Deane, CPA, CA, LPA, Engagement Partner, Millard, Rouse & Rosebrugh LLP - Presentation of Audited Financial Statements

• THAT the presentation from Whitney Deane, CPA, CA, LPA, Engagement Partner, Millard, Rouse and Rosebrugh LLP a presentation of the audited financial statements be received, as information.

6.2

Downtown Tillsonburg Business Improvement Association (BIA) 2023 Audited Financial Statements

• THAT the presentation of the Downtown Tillsonburg Business Improvement Association (BIA) 2023 Audited Financial Statements be received, as information.

7.

Public Meetings

7.1

CP-2024-282 Application for Consent B24-57-7 (55 Parkwood Drive)

• Proposed Resolution #

  THAT Council advise the Oxford County Land Division Committee that the Town supports the Application for Consent B24-47-7 submitted by Cameron and Cynthia McKnight for lands described as Lots 31 and 32, Plan 507 in the Town of Tillsonburg, subject to the following conditions:

  1. The Owners 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 payment of all outstanding fees regarding the same. To this regard, the lot to be retained and the lot to be severed must be independently serviced (water/sanitary), and any/all services crossing the proposed property line must be disconnected to the satisfaction of the County of Oxford Public Works Department.
  2. The Owner(s) shall covenant and agree 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 done in the Town’s right-of-way will require an Encroachment Permit and full time inspection by the Owner(s) consultant for the entire duration of any works being completed in the Town’s right-of way.  The Owner(s) shall agree to submit a sealed letter to the Town of Tillsonburg from the consulting engineer stating that all servicing and restoration work has been completed to the Town of Tillsonburg Development Guidelines and Design Criteria.
  3. The Owner(s) shall submit a Lot Grading Plan and Site Servicing Plan for both the proposed severed and retained lots to the satisfaction of the Town of Tillsonburg Engineering Services Department.
  4. The Owners shall covenant and agree 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 done in the Town’s right-of-way will require an Encroachment Permit, and a representative of the developer’s consultant must be on site while this work is undertaken.  The Owners shall agree to 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 of Tillsonburg Development Guidelines and Design Criteria.
  5. The Owner(s) shall submit a Surveyor’s Real Property Report to confirm lot sizes and building setbacks, to the satisfaction of the Town of Tillsonburg.
  6. 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.

   

7.2

OP 22-19-7 Official Plan Amendment and ZN 7-22-15 Application for Zone Change - Lindprop Corp. (112 North Street E)

• That the Council of the Town of Tillsonburg advise County Council that the Town recommends that the application be deferred to amend the County Official Plan (File No. OP 22-19-7), submitted by Lindprop Corporation Inc., for lands legally described as Part of Lots 4 & 5, Concession 10 (Dereham) in the Town of Tillsonburg, to provide an opportunity for the applicant to demonstrate safe access to the subject lands during a flooding event;

  The Council of the Town of Tillsonburg defer the zone change application (File No. ZN 7-22-15) submitted by Lindprop Corporation Inc, for lands legally described as Part of Lots 4 & 5, Concession 10 (Dereham) in the Town of Tillsonburg, specifically the lands north of the watercourse crossing on Block 16, to rezone the lands ‘RM-sp’, & ‘OS1’, with appropriate Holding Zones, to provide an opportunity for the applicant to demonstrate safe access to the subject lands during a flooding event.

8.

Planning Reports

8.1

CP-2024-281 Application for Zone Change ZN 7-24-12 (3, 5-10, 14, 16, 18, 20, 22, 23, 24, 26, 28, 30 Hemlock Drive and 20 Walnut Drive)

• Proposed Resolution #

  THAT Council approve the Zoning By-law Amendment application submitted by Trevalli Homes for lands legally described as Lot 27, Lot 53, Lots 59-62, 64-76, Plan 41M-144 in the Town of Tillsonburg, to remove the Holding Provision from lands as identified on Plate 3 of Report No. CP 2024-281.

8.2

SB 21-07-7 Redline and Request for Extension of Draft Approved Plan of Subdivision - Lindprop Corp.

• 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 Lindprop Corporation for lands described as Part Lots 4 and 5, Concession 10 (Dereham), Town of Tillsonburg, to November 24, 2026, to grant additional time to allow the applicant additional time for detailed design and servicing in advance of subdivision registration and minor redline changes to the draft approved subdivision to reflect the approval of the adjacent plan of subdivision (SB 22-07-7).

9.

Delegations

9.1

Chantal Desmarchais, Big Brothers Big Sisters of Oxford County Re: Big Brothers Big Sisters Month in Oxford County

• Proposed Resolution #

  THAT the delegation from Chantal Desmarchais regarding Big Brothers Big Sisters Month in Oxford County be received as information.

10.

Deputation(s) on Committee Reports

10.1

DTBIA - Decision Letter - 2023 Approved Financial Statements

• THAT the following items be received as information:

  1. DECISION LETTER – APPROVAL OF 2023 AUDITED FINANCIAL STATEMENTS
  2. Executed Representation Letter - DTBIA 17 July 2024 (Item 10.1.1)
  3. 2023 Approved Financial Statements (Item 10.1.2)

10.1.1

2023 Approved Financial Statements

10.1.2

Executed Representation Letter

10.2

CS-24-090 Airport Advisory Committee Recommendation - Tillsonburg Regional Airport Communications Procedure

• 1. THAT report CS-24-090 titled “Airport Advisory Committee Recommendation – Tillsonburg Regional Airport Communications Procedure” be received as information; and
  2. THAT Council approve the Tillsonburg Regional Airport Communications Procedure.

11.

Information Items

12.

Mayor's Reports

12.1

AMO Conference - MYR-24-03

• Proposed Resolution #

  THAT Report MYR-24-03 AMO Conference be received as information. 

13.

Staff Reports

13.1

Chief Administrative Officer

13.1.1

Infectious Diseases Prevention and Control Policy - CAO-24-018

• 1. THAT report CAO 24-018 titled “Infectious Diseases Prevention and Control Policy” be received as information; and
  2. THAT Council approves the update of the Covid-19 Policy to the Infectious Diseases Prevention and Control Policy; and
  3. THAT a By-Law to repeal the previous Policy and replace with the new Policy be presented to Council for consideration.

13.2

Corporate Services

13.2.1

2025 Council Meeting Dates - CS-24-102

• 1. THAT report CS-24-102 titled “2025 Council Meeting Dates” be received as information; and
  2. THAT the Council meeting dates for 2025 be set as listed within report CS 24-102.

13.3

Economic Development

13.3.1

Cellular Coverage Concerns - EDM-24-029

• 1. THAT report EDM 24-029 titled “Cellular Coverage Concerns” be received;
  2. THAT Council of the Town of Tillsonburg endorses the following:
     1. Whereas the residents of our community are not able to have reliability and confidence in our telecommunications infrastructure for our commercial establishments and economic growth, employment, school, virtual medical appointments, mental health, welfare and emergency services;
     2. Whereas many areas in and around the Town of Tillsonburg are considered “Dead Zones” causing rural and urban communities to incur prohibitive costs which include roaming and overage fees and/or alternative resources in order to gain basic and limited communication functionality;
     3. Whereas the Innovation, Science and Economic Development Canada (ISED) has committed to have a reliable Network and states that,
        “Reliable telecommunications networks have never been more crucial. They support not only a wide range of economic and social activities but also other critical infrastructure sectors and government services, and
        they are crucial for emergency services and public safety. They are fundamental to the safety, prosperity and well-being of Canadians.”
     4. THAT the top priority of the ISED as stated in the Telecommunications Reliability Agenda is, “Robust Networks and Systems – This means there is robust architecture for telecommunications networks with appropriate redundancy, diversity, and hardening against hazards, with particular care for emergency services. There are systems with controls and monitoring and the telecommunications supply chain including supplier equipment is trusted and secure. Investments are made to support these activities including in rural and remote areas or to address coverage gaps.”
  3. THAT the Council of the Town of Tillsonburg requests that the Federal Government and ISED make it their priority to push forward with their commitment to provide this crucial infrastructure in a meaningful and time manner and provide action and enforcement on the regulations that mandate timely installation of approved cell tower installations.
  4. THAT a copy of this resolution be also sent to all Ontario municipalities, SWIFT, local telecommunications providers, the local MP and MPP.

13.3.2

Out-of-Country Event Report – Hannover Mess - EDM-24-032

• THAT report EDM 24-032 titled “Out-of-Country Event Report – Hannover Messe” be received as information.

13.3.3

Surplus Land Declaration – Part 2, Plan 41R-7347 - Venison Street East - EDM-24-033

• 1. THAT report EDM 24-032 titled Surplus Land Declaration – Part 2, Plan 41R-7347 – Venison Street East be received; and,

  2. THAT the municipally owned parcel of land located on the South side of Venison Street East, described as Part 2, Plan 41R-7347, be declared surplus to the needs of the Town of Tillsonburg in accordance with Bylaw 2021-031 (land disposition) including suitable notification to the public; and,

  3. That the Development Commissioner be authorized to negotiate an Agreement of Purchase and Sale with the adjacent property owner(s) subject to being brought back to Council for approval.

13.3.4

Surplus Land Declaration – Westerly Portion of Moose Street Right-of-Way - EDM-24-034

• 1. THAT report titled EDM 24-034 Surplus Land Declaration – Westerly Portion of Moose Street Right-of-Way be received; and,

  2. THAT the Westerly Portion of the municipally owned Moose Street Right-of-Way, described as Part 2 on Plan 41R-1403, save and except for any easements as may be required by public authorities, be declared surplus to the needs of the Town of Tillsonburg in accordance with Bylaw 2021-031 (land disposition) including suitable notification to the public; and,

  3. That the Westerly Portion of the Moose Street Right-of-Way, described as Part 2 on Plan 41R-1403, be closed with a bylaw being brought forward for Council’s consideration; and,

  4. That the Development Commissioner be authorized to negotiate an Agreement of Purchase and Sale for these lands subject to being brought back to Council for approval.

13.3.5

Offers to Purchase - Surplus Lands East of Langrell Avenue - EDM-24-035

• 1. THAT report EDM 24-035 Offers to Purchase – Surplus Lands East of Langrell Avenue be received; and

  2. THAT by-laws be brought forward authorizing the Mayor and Clerk to enter into an Agreement of Purchase and Sale with David Lopes and Mariah Koopman and John Allard and Linda Allard and to execute any documents required to effect the transfer of these lands.

  3. THAT, consistent with Council’s June 12, 2024 direction, the Treasurer be directed to transfer the proceeds from these transactions to the Parkland Trust.

13.4

Finance

13.4.1

Development Charges Interest Policy - FIN-24-030

• 1. THAT report FIN 24-030 titled “Development Charge Interest Rate Policy” be received as information; and
  2. THAT a by-law to adopt Development Charge Interest Rate Policy 5-009 be presented to Council for consideration.

13.4.2

Asset Retirement Obligation Policy - FIN-24-031

• 1. THAT report FIN-24-031 titled “Asset Retirement Obligation Policy” be received as information; and
  2. THAT a by-law to adopt Asset Retirement Obligation Policy 5-010 be presented to Council for consideration.

13.4.3

Annual Budget Dates - FIN-24-043

• 1. THAT report FIN 24-043 titled “Annual Budget Dates” be received as information; and
  2. THAT the following dates be scheduled for Council Budget Meetings;
     • Monday, November 18, 20249:00am-3:00pm
     • Monday, December 2, 20245:00pm-9:00pm

13.4.4

2023 Financial Statements Approval - FIN-24-044

• 1. THAT report FIN-24-044 titled “2023 Financial Statements Approval” be received as information; and
  2. THAT the Town of Tillsonburg’s 2023 Consolidated Financial Statements, Trust Funds Statements, Sanitary Sewer and Water & Wastewater Financial Statements as audited by Millard, Rouse & Rosebrugh LLP, be approved.

13.5

Fire and Emergency Services

13.6

Operations and Development

13.6.1

Delegated Authority to Execute Acknowledgement and Direction for Land Registrar Application - OPD-24-053

• 1. THAT report OPD 24-053 titled “Delegated Authority to Execute Acknowledgement and Direction for Land Registrar Application (General)” be received as information;
  2. THAT Explanatory Letter by Duncan, Linton LLP be received as information;
  3. THAT executed “Encroachment Agreement – 500 Highway 3 Access from Newell Road” be received as information;
  4. THAT Town Council delegate the Director of Operations and Development authority to execute Acknowledgement and Direction for Land Registrar Application (General); and
  5. THAT Town Council direct the Director of Operations and Development to execute same for parcel bearing PIN 00025-0135 (LT).

13.7

Recreation, Culture and Parks

13.7.1

VIBE Youth Space - Communities Building Youth Futures program - RCP-24-036

• 1. THAT report RCP 24-000 titled “VIBE Youth Space – Communities Building Youth Futures Program” be received as information; and
  2. THAT Council approved the Town of Tillsonburg recreation department assuming responsibility for the VIBE Youth Space at no cost to participants; and
  3. THAT the program costs for the VIBE Youth Space be included in the 2025 budget

14.

New Business

15.

Consideration of Minutes

15.1

Advisory Committee Minutes

• THAT the following Advisory Committee minutes be received as information:

  • Economic Development Advisory Committee meeting minutes dated July 9, 2024
  • Economic Development Advisory Committee meeting minutes dated August 13, 2024
  • Traffic Advisory Committee meeting minutes dated August 22, 2024

16.

Motions/Notice of Motions

16.1

Mayor Gilvesy - Stopping Bad Faith Renovictions

• Whereas in January 2024, Hamilton became the first community in Ontario to create a by-law to stop “bad faith renovictions”.   As other communities are following Hamilton’s lead, it is prudent that Tillsonburg explore options available in this regard.

  Therefore be it resolved

  1. THAT Council request a report outlining options in creating a bylaw pertinent to “bad faith renovictions”.    The report should include both  pro’s and cons and potentially other options that other municipalities have undertaken in this regard; and
  2. THAT this report be due back to council by the end of Q1 2025.

16.2

Councillor Parsons - Planning Processes

• THAT Town Staff be directed to work with County Planning Staff insofar as looking into ways to enhance the notification process for Tillsonburg planning applications to provide more detailed information to residents in advance with a broader circulation area provide a report to Council in Q2 of 2025 to this effect.

17.

Resolutions/Resolutions Resulting from Closed Session

18.

By-Laws

• Proposed Resolution #

  THAT the following By-Laws 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. 

18.1

By-Law 2024-098 A By-Law to Amend Zoning By-Law 3295, as amended (ZN 7-24-12)

18.2

By-Law 2024-099 A By-Law to Amend By-Law 4339, By-Law 2023-047 and By-Law 2024-051 

18.3

By-Law 2024-100 A By-Law to Authorize an Agreement of Purchase and Sale with David Lopes, Mariah Koopman, John Allard and Linda Allard for the property described as part of Part 55 on Plan 41R-7299

18.4

By-Law 2024-101 A By-Law to adopt an Infectious Diseases Prevention and Control Policy

18.5

By-Law 2024-102 A By-Law to Adopt Policy 5-009 Development Charge Interest Rate Policy

18.6

By-Law 2024-103 A By-Law to Adopt Policy 5-010 Asset Retirement Obligation Policy

19.

Confirm Proceedings By-law

• Proposed Resolution #

  THAT By-Law 2024-092, A By-Law to Confirm the proceedings of the Council Meeting held on September 9, 2024, 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. 

20.

Items of Public Interest

21.

Adjournment

• Proposed Resolution #

  THAT the Council meeting of September 9, 2024, be adjourned at _______ p.m.