The Corporation of the Town of Tillsonburg
Council Meeting
AGENDA

Monday, June 24, 2024

5:30 P.m. - 8:30 P.m.

LPRCA

4 Elm St

Tillsonburg

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1.

Call to Order

2.

Closed Session (5:30 p.m.)

• Proposed Resolution #
  Moved By: Councillor Luciani
  Seconded By: Councillor Rosehart

  THAT Council move into Closed Session to consider the following:

  2.1 CLD-EDM-24-008 Offer - Portion of Ground Lease 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;

  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.

   

2.1

Adoption of Agenda

2.2

Disclosures of Pecuniary Interest and the General Nature Thereof

2.3

Adoption of Closed Session Minutes

2.4

Reports

2.4.1

CLD-EDM-24-008 - Offer - Portion of Ground Lease 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;

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

Back to Open Session

3.

Moment of Silence

4.

Adoption of Agenda (6:00 p.m.)

• Proposed Resolution #
  Moved By: Councillor Parsons
  Seconded By: Councillor Luciani

  THAT the agenda as prepared for the Council meeting of June 24, 2024, be approved. 

5.

 Disclosures of Pecuniary Interest and the General Nature Thereof

6.

Adoption of Council Minutes of Previous Meeting

• Proposed Resolution #
  Moved By: Councillor Rosehart
  Seconded By: Councillor Parker

  THAT the Council Meeting minutes dated June 12, 2024, be approved.

7.

Presentations

8.

Public Meetings

8.1

CP 2024-157 Application for Zone Change ZN 7-24-05 (356 Tillson Avenue)

• Proposed Resolution #

  THAT Council approve the zone change application submitted by Rene Byvank, whereby the ‘Special Neighbourhood Commercial (NC-1)’ zoning for the lands described as Pt Lt 3-4, 6 Plan 500 Pt 1, 41R- 1860, Town of Tillsonburg, known municipally as 356 Tillson Avenue is to be amended to permit ‘veterinary clinic’ as an additional permitted use.

8.2

CP 2024-199 Application for Minor Variance A04-24 (56 Earle Street)

• Proposed Resolution #
  Moved By: Councillor Luciani
  Seconded By: Deputy Mayor Beres

  THAT Council move into the Committee of Adjustment to hear an application for Minor Variance at 6:02 p.m.

• Proposed Resolution #
  Moved By: Councillor Parker
  Seconded By: Councillor Rosehart

  That the Town of Tillsonburg Committee of Adjustment approve Application A04-24, submitted by Jacob and Margaretha Driedger for lands described as Lot 1365, Plan 500, Part 1 Plan 41R-4700, municipally known as 56 Earle Street in the Town of Tillsonburg, as it relates to:

  1. Relief from Section 7.2 – Zone Provisions, to reduce the minimum required lot depth from 30 m (98.4 ft) to 19 m (62 ft), and;
  2. Relief from Section 7.2 – Zone Provisions, to reduce the minimum required rear yard setback from 7.5 m (24.6 ft) to 2.4 m (7.8 ft) to facilitate the construction of a single detached dwelling on a lot that has been granted conditional consent from the Oxford County Land Division Committee.

   As the requested variances are considered to be:

  1. minor variances from the provisions of the Town of Tillsonburg Zoning By‑Law;
  2. desirable for the appropriate development or use of the land;
  3. in keeping with the general intent and purpose of the County’s Official Plan, and;
  4. in keeping with the general intent and purpose of the Town of Tillsonburg Zoning By-law.
• Proposed Resolution #
  Moved By: Deputy Mayor Beres
  Seconded By: Councillor Spencer

  THAT Council move out of Committee of Adjustment and move back into regular Council session at 6:09 p.m.

9.

Planning Reports

10.

Delegations

10.1

Lisa Marie Williams, CEO/Chief Librarian, Oxford County Library Re: Ox on the Run, Oxford County Library

• Proposed Resolution #
  Moved By: Councillor Parsons
  Seconded By: Councillor Luciani

  THAT the delegation from Lisa Marie Williams regarding Ox on the Run be received as information.

11.

Deputation(s) on Committee Reports

12.

Information Items

• Proposed Resolution #
  Moved By: Councillor Spencer
  Seconded By: Deputy Mayor Beres

  That the following item be received as information: 

12.1

Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) Re: EA Danby Certificate of Merit

13.

Staff Reports

13.1

Chief Administrative Officer

13.2

Corporate Services

13.3

Economic Development

13.3.1

EDM-24-021 - Community Improvement Plan Application – 77 Broadway 

• Proposed Resolution #
  Moved By: Councillor Luciani
  Seconded By: Councillor Rosehart
  1. THAT Council receives report titled EDM 24-021 Community Improvement Plan Application – 77 Broadway; and,
  2. THAT the 77 Broadway property tenant, Absolute Respiratory Services Inc, be approved as the first recipient of funding under the Commercial Building Interior Renovation Program of the Community Improvement Plan, related to interior renovations and improvement renovation costs, up to a maximum of $10,000.

13.3.2

EDM-24-025 - Community Improvement Plan Application - Part of Lot 24, Simcoe Street 

• Proposed Resolution #
  1. THAT Council receives report titled EDM 24-022 Community Improvement Plan Application – Part of Lot 24, Simcoe Street; and,
  2. THAT the Simcoe Street property owned by Harvest Ave Inc be approved as the first recipient funds for a Multi-Residential property outside of the Central Area under the updated Community Improvement Plan, related to the construction of an approximately 132 unit building with a range of 14 to 29 lower than market rate units, at the Strategic Level of the Tax Increment Equivalent Grant Back Program, which offers the following growth related rebates:

     Years 1 to 6 - 100% rebate of the incremental tax increase

     Year 7 - 80% rebate

     Year 8 - 60% rebate

     Year 9 - 40% rebate

     Year 10 - 20% rebate

     with full property taxes being payable in year 11;

  3. THAT the project be approved for the Permit Fee Grant Back Program with a 50% rebate of the building permit fees up to a maximum of $20,000.

• Moved By: Mayor Gilvesy
  Seconded By: Councillor Parker

  THAT the application be referred to staff to provide a report to the August Council meeting including alternative options within the Community Improvement Plan for this development.

13.4

Finance

13.4.1

FIN-24-033 - 2024 Asset Management Plan 

• Proposed Resolution #
  Moved By: Deputy Mayor Beres
  Seconded By: Councillor Spencer
  1. THAT report FIN 24-033 titled “2024 Asset Management Plan” be received as information; and
  2. THAT a By-Law to repeal and replace the Strategic Asset Management Policy 11-004, as attached to report FIN 24-033, be presented to Council for consideration; and
  3. THAT the Town of Tillsonburg’s 2024 Asset Management Plan be approved.

13.4.2

FIN-24-036 - Rates and Fees By-Law Update

• Proposed Resolution #
  Moved By: Councillor Parsons
  Seconded By: Councillor Luciani
  1. THAT report FIN 24-036 titled “2024 Rates and Fees By-Law Update” be received as information; and
  2. THAT a By-Law to provide a schedule of fees for certain municipal applications, services and permits, and to repeal By-Laws 2022-087 and 2023-100, be presented to Council for consideration.

13.4.3

FIN-24-037 2024 Council Expense Policy Review 

• Proposed Resolution #
  Moved By: Councillor Spencer
  Seconded By: Councillor Rosehart
  1. THAT report titled “2024 Council Expense Policy Review” be received as information; and
  2. THAT the following items be considered for amendments to the Council Expense Policy, to be brought back at a future meeting for adoption:
     1. each Council members’ individualized budgets be adjusted so that cell phone, clothing, Internet and supplies be all part of Internet/Supplies budget line for each member, separate from each member’s Conference/Training expense line; and
     2. Council members’ individualized budget limits be determined through the annual budget deliberations; and
  3. THAT as the current Council Expense Policy limits for each individual Internet/Supplies line allow for greater expenditure than the 2024 budgeted amount, that members of Council be allowed to spend to the Policy limit; and
  4. THAT members of Council be allowed to utilize other members’ unused training budget for 2024, with a review of such budget limits for the 2025 budget with confirmation from the member providing the unutilized funds.

13.5

Fire and Emergency Services

13.6

Operations and Development

13.6.1

OPD 24-038 Lot Maintenance By-Law Amendment - Garbage and Recycling Pick-Up 

• Proposed Resolution #
  Moved By: Councillor Rosehart
  Seconded By: Councillor Parsons

   

  1. THAT report OPD 24-038 titled Lot Maintenance By-Law Amendment – Garbage and Recycling Pick-Up be received as information; and
  2. THAT a By-Law to amend By-Law 2023-036, being a by-law to regulate yard maintenance standards within the Town of Tillsonburg, be presented to Council for consideration to reflect that garbage can be placed at the curb after 8:00p.m the day preceding collection but before 7:00 am on the day of collection.

13.6.2

OPD-24-039 - RTSF Agreement - T GO (In Town) Bus Shelters 

• Proposed Resolution #
  Moved By: Councillor Luciani
  Seconded By: Deputy Mayor Beres
  1. THAT report titled “RTSF Agreement - T:GO (In Town) Bus Shelters” be received as information; and
  2. THAT the Treasurer be directed to allocate $13,360 from the Linear Infrastructure Reserve in fulfilling the Town’s obligation towards the Rural Transit Solutions Fund grant award; and
  3. THAT the Clerk and the Director of Operations and Development be authorized to sign the Rural Transit Solutions Funding contribution agreement.

13.7

Recreation, Culture and Parks

13.7.1

RCP-24-026 - TCC Renovation Budget Update

• Proposed Resolution #
  Moved By: Councillor Parsons
  Seconded By: Councillor Parker
  1. THAT report RCP 24-026 titled “TCC Renovation Budget Update” be received as information; and
  2. THAT Council approves the additional estimated $418,050.17 in expenses to complete the TCC renovations, to be funded by the following:
     1. reallocating capital project #690 TCC Building Envelope Spot Repair in the amount of $30,000; and
     2. reallocating the RCP Reserve funds not utilized by the Parks and Recreation Master Plan project in the amount of $31,625; and
     3. reallocating capital project #621 Parking Lot in the amount of $66,100; and
     4. funding the additional $290,325.17 through the Tax Rate Stabilization Reserve, funded from the 2023 year-end fiscal surplus.

13.7.2

RCP-24-028 - Draft Parks By-Law 

• Proposed Resolution #
  Moved By: Deputy Mayor Beres
  Seconded By: Councillor Spencer
  1. THAT report RCP 24-028 titled “Draft Parks and Recreation Areas By-law” be received as information; and
  2. THAT a By-Law to enact the Parks and Recreation Areas By-law, as attached to report RCP 24-028, be presented to Council for consideration.
• Moved By: Deputy Mayor Beres
  Seconded By: Councillor Spencer

  THAT Item 13.7.2 be referred to staff to address the hiking trail definition and the prohibition of bicycles on hiking trails. 

14.

New Business

15.

Consideration of Minutes

15.1

Advisory Committee Minutes

• Proposed Resolution #
  Moved By: Councillor Spencer
  Seconded By: Councillor Parsons

  THAT the following Advisory Committee minutes be received as information:

  • Affordable and Attainable Housing Advisory Committee Meeting minutes dated May 22, 2024

16.

Motions/Notice of Motions

17.

Resolutions/Resolutions Resulting from Closed Session

18.

By-Laws

• Proposed Resolution #
  Moved By: Councillor Parsons
  Seconded By: Councillor Luciani

  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 2024-071 A By-Law to amend Zoning By-Law 3295, as amended (ZN 7-24-05)

18.2

By-Law 2024-073 A By-Law for the use, protection and regulation of public parks and recreation areas in the Town of Tillsonburg

18.3

By-Law 2024-074 A BY-LAW to to provide a schedule of fees for certain municipal applications, services and permits

18.4

By-Law 2024-075 A BY-LAW to adopt a Strategic Asset Management Policy for the Town of Tillsonburg and to repeal By-Law 4311

18.5

By-Law 2024-076 A BY-LAW to amend By-Law 2023-036, A By-Law to provide for the cleaning and clearing of land; clearing of commercial motor vehicles & recreational vehicles and yard sales.

19.

Confirm Proceedings By-law

• Proposed Resolution #
  Moved By: Deputy Mayor Beres
  Seconded By: Councillor Parker

  THAT By-Law 2024-072, A By-Law to Confirm the Proceedings of of the Council Meeting held on June 24, 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 #
  Moved By: Councillor Rosehart
  Seconded By: Councillor Spencer

  THAT the Council meeting of June 24, 2024, be adjourned at 8:19 p.m.