The Corporation of the Town of Tillsonburg
COUNCIL MEETING
AGENDA

Meeting #:
Date:	Monday, December 09, 2019
Time:	4:30 P.m. - 10:30 P.m.
Location:	Council Chambers 200 Broadway, 2nd Floor

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1.

Call to Order

2.

Closed Session

• Proposed Resolution #1

  THAT Council move into Closed Session to consider:

  • advice that is subject to solicitor-client privilege, including communications necessary for that purpose (Town Hall Project); and
  • personal matters about an identifiable individual, including Town employees; (CAO Update)

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

Staff Reports

2.4.1

Town Hall Project

2.4.2

CAO Update

2.5

Back to Open Session

3.

Adoption of Agenda

• Proposed Resolution #2

  ​THAT the Agenda as prepared for the Council meeting of Monday, December 9, 2019, be adopted.

4.

Moment of Silence

5.

Disclosures of Pecuniary Interest and the General Nature Thereof

6.

Adoption of Council Minutes of Previous Meeting

• Proposed Resolution #3

  ​THAT the Minutes of the Council meeting of November 25, 2019, be approved.

7.

Presentations

8.

Public Meetings

• Proposed Resolution #4

  ​THAT Council move into the Committee of Adjustment to hear applications for Minor Variance at _________ p.m.

8.1

Application for Minor Variance A 15-19 (McPherson)

• Proposed Resolution #5

  THAT the Committee of Adjustment approve Application File A15-19, submitted by Dianne McPherson, for lands described as Part Lot 70, Plan 41M-182, Parts 38, 39, 40 & 41 of 41R-9347, Town of Tillsonburg, as it relates to:

  1. Relief from Section 7.5.5.2.4, – Zone Provisions (R2-5) - Maximum Permitted Lot Coverage, to increase the maximum permitted lot coverage from 50% to 52% of lot area, to facilitate the construction of a sunroom addition to an existing single detached dwelling, and;
  2. Relief from Section 7.5.5.2.12.1, – Zone Provisions (R2-5) – Porch, Balcony, Deck and Step Encroachments Into Required Rear Yards, to increase the permitted projection for a sunroom into a required rear yard from 1.5 m (5 ft) to 2.5 m (8.2 ft).

  Subject to a building permit for the proposed sunroom addition being issued within one year of the date of the Committee's decision.

8.2

Application for Minor Variance A 17-19 (Veldmen)

• Proposed Resolution #6

  THAT the Committee of Adjustment approve Application File A17-19, submitted by Johannes and Ann-Marie Veldmen, for lands described as Part Lot 716, Plan 500, Part 1 Plan 41R-2656, municipally known as 68 Concession Street West, Town of Tillsonburg, as it relates to:

  1. Permission to construct an addition to the existing single detached dwelling on the subject lands for the purpose of an attached garage and secondary residential dwelling unit, and;
  2. Permission to construct a detached residential accessory building, to a maximum size of 165 m2 (1,776 ft2) on the subject lands,
     
     Subject to the conditions contained in Report 2019-376.
• Proposed Resolution #7

  ​THAT Council move out of the Committee of Adjustment and move back into regular Council session at ____________pm.

8.3

Application for Zone Change ZN 7-19-13 (Clause)

• Proposed Resolution #8

  THAT Council approve the zone change application submitted by Daryll and Nicole Clause, whereby the lands described as Lot 3, M-16, Town of Tillsonburg, known municipally as 4 Woodcock Drive are to be rezoned from ‘Low Density Residential Type 1 Zone (R1)’ to ‘Special Low Density Residential Type 3 Zone (R3-15)’ to allow for a range of dwelling types, including a single detached dwelling, a duplex dwelling, a triplex dwelling and a multiple-unit dwelling, consisting of 4 dwelling units and requiring a minimum lot area of 1,184.7 m2 (12,752 ft2).

9.

Planning Applications

9.1

Initiation of Zone Change Application - OakPark Estates

• Proposed Resolution #9

  THAT Council direct staff to initiate a zoning by-law amendment to implement a holding provision for vacant lots within the OakPark residential plan of subdivision to ensure the orderly development of the lands.

10.

Delegations

10.1

Oxford Health Coalition

Presented by: Lorraine Sinclair

• Proposed Resolution #10

  THAT Council receive the Oxford Health Coalition delegation, as information.

11.

Deputation(s) on Committee Reports

11.1

Town Hall Project Steering Committee Recommendation

Presented by: John Veldman, Chair, Town Hall Project Steering Committee

• Proposed Resolution #11

  THAT Council receive the Town Hall Project Steering Committee's recommendation, as information.

12.

Information Items

12.1

Oxford County Holiday Waste Collection 2019

12.2

 Tillsonburg Transfer Station Holiday Schedule 2019

• Proposed Resolution #12

  THAT the information items regarding holiday waste collection and Tillsonburg Transfer Station holiday hours be received, as information.

13.

Staff Reports

13.1

Chief Administrative Officer

13.1.1

CAO 19-14 Town Hall Recommended Option - Town Hall Project Committee

• Proposed Resolution #13

  THAT Report CAO 19-14 Town Hall Recommended Option – Town Hall Steering Committee be received;

  AND THAT, given that the quotes have come in well in excess of the benchmark and will create a negative impact on future budgets, that Council reject all proposals for the Design, Build/Lease of a new Town Hall and terminate the current RFP process.

  AND THAT that staff report back in February with recommendations on how to proceed with consideration of a complete set of options on how to proceed towards new corporate space for the Town of Tillsonburg with lower costs to the Town.

13.1.2

CAO 19-17 Shelter During Extreme Cold Warnings

• Proposed Resolution #14

  THAT Report CAO 19-17 Shelter During Extreme Cold Warnings be received;

  AND THAT Council approve in principle a program to provide overnight emergency shelter during declared extreme cold warnings; and

  THAT staff work with volunteer agencies to ensure that appropriate volunteers are available to manage the centres and report back to Council with costs and a proposed policy to provide authority, conditions and guidance on the operation of the emergency shelters.

13.1.3

CAO 19-18 Declaration of Surplus Property - 29 Cedar Street

• Proposed Resolution #15

  THAT Report CAO 19-18, Declaration of Surplus Property – 29 Cedar Street be received;

  AND THAT the Director of Economic Development provide notice of the intent to declare 29 Cedar Street surplus to the needs of the Corporation in the Tillsonburg News, the Town website and by posting a sign on the property and report back to Town Council at their meeting scheduled for January 13, 2019. 

13.2

Clerk's Office

13.2.1

CLK 19-28 Municipal Retail Cannabis Policy

• Proposed Resolution #16

  THAT Council receives Report CLK 19-28 Municipal Retail Cannabis Policy;

  AND THAT By-Law 4369 to adopt a Municipal Cannabis Retail Policy be brought forward for Council consideration.

13.2.2

CLK 19-33 Deputy Mayor Position

• Proposed Resolution #17

  THAT Council receive Report CLK 19-33 Deputy Mayor Position;

  AND THAT Council appoint _________________ as Deputy Mayor for a term ending November 14, 2022;

  AND THAT an additional $1,300.00 remuneration be provided for this position annually;

  AND THAT a By-Law be brought forward for Council consideration.

13.2.3

CLK 19-34 Committee of Adjustment

• Proposed Resolution #18

  THAT Council receive Report CLK 19-34 Committee of Adjustment;

  AND THAT all members of Tillsonburg Town Council be appointed to the Committee of Adjustment;

  AND THAT an appointment By-law be brought forward for Council’s consideration.

13.3

Development and Communication Services

13.3.1

DCS 19-35 Traffic By-Law Amendment - Municipal Bus Stops, Stop Signs, Yield Signs

• Proposed Resolution #19

  THAT Council receives Report DCS 19-35 Traffic By-Law Amendment – Municipal Bus Stops, Stop Signs, Yield Signs, as information;

  AND THAT By-Law 4345 to amend By-Law 3701 be brought forward for Council consideration.

13.4

Finance

13.5

Fire and Emergency Services

13.6

Operations

13.6.1

OPS 19-54 Contract Award RFP 2019-012 Transit Operations

• Proposed Resolution #20

  THAT Council receive Report OPS 19-54 Contract Award for RFP 2019-012 Transit Operations;

  AND THAT Council Award RFP 2019-012 to 947465 Ontario Ltd., o/a Voyago at the revised pricing as outlined in this report.

13.6.2

OPS 19-55 Concession Street West Heavy Truck Route

• Proposed Resolution #21

  THAT Council receives Report OPS 19-55 Concession Street West Heavy Truck Route;

  AND THAT By-Law 4371 authorizing the temporary suspension of heavy truck traffic along Concession Street West from Westerly Town Limit to Quarter Town Line be brought forward for Council consideration.

13.7

Recreation, Culture & Park Services

13.7.1

RCP 19-59 Snowmobile Use on Trans-Canada Trail Between Broadway and East Town Limit

• Proposed Resolution #22

  THAT Report RCP 19-59 is received for information;

  AND THAT the Town of Tillsonburg supports the County of Oxford extending their Agreement with the Southern Sno-Riders Snowmobile Club to include the portion of the Trans-Canada Trail between Zenda Line and Broadway for use as an official OFSC snowmobile trail as a pilot for December 2019-March 2020;

  AND THAT the Town requires a 20km/hr speed limit on the portion of the Trans-Canada Trail within the limits of the Town of Tillsonburg be posted by the Snowmobile Club as part of their signage plan;

  AND THAT snowmobile trailer parking is limited to the Tillson Ave trail parking lot;

  AND THAT this support is limited to the 2019-2020 season, pending a review before supporting this use for additional seasons.

13.7.2

RCP 19-60 Implementing Recycling at Town Facilities

• Proposed Resolution #23

  THAT Council receives Report RCP 19-60 Implementing Pilot Recycling Program at Town Facilities for information.

13.7.3

RCP 19-62 Awarding the Purchase of Columbaria for Tillsonburg Cemetery

• Proposed Resolution #24

  THAT the Town of Tillsonburg purchases the supply and delivery of one 96-niche granite and metal octagon columbaria from CFC-Supply (Maidstone) at a cost of $33,800 plus applicable taxes;

  AND THAT the Town of Tillsonburg purchases the supply and delivery of one 4-niche all-granite family columbarium from Ingersoll, Memorial Ltd. (Woodstock) at a cost of $2,901 plus applicable taxes.

14.

New Business

15.

Consideration of Committee Minutes

15.1

Committee Minutes

• Proposed Resolution #25

  THAT Council receive the Economic Development Advisory Committee minutes dated November 12, 2019, the Tillsonburg Transit Advisory Committee minutes dated November 19, 2019, and the Museum Advisory Committee minutes dated October 24, 2019 and November 28, 2019, as information.

16.

Motions/Notice of Motions

17.

Resolutions/Resolutions Resulting from Closed Session

18.

By-Laws

18.1

By-Law 4345, To amend By-Law 3701, being a by-law to regulate traffic and the parking of motor vehicles in the Town of Tillsonburg

18.2

By-Law 4363, To Assume Municipal Services in Glendale West Subdivision, Registered Plan 41M-305

18.3

By-Law 4364, Being A By-Law to Amend Zoning By-Law 3295 (ZN 7-19-10)

18.4

By-Law 4268, To Appoint a Committee of Adjustment for the Town of Tillsonburg 

18.5

By-Law 4369, To Adopt a Municipal Retail Cannabis Policy for the Town of Tillsonburg

18.6

By-Law 4370, To Suspend Heavy Truck Traffic on Concession Street West

18.7

By-Law 4372, Being A By-Law to Amend Zoning By-Law 3295 (ZN 7-19-13)

• Proposed Resolution #26

  ​THAT By-Law 4345, To amend By-Law 3701, being a by-law to regulate traffic and the parking of motor vehicles in the Town of Tillsonburg; and

  By-Law 4363, To Assume Municipal Services in Glendale West Subdivision, Registered Plan 41M-305; and

  By-Law 4364, Being A By-Law to Amend Zoning By-Law 3295 (ZN 7-19-10); and

  By-Law 4268, To Appoint a Committee of Adjustment for the Town of Tillsonburg; and

  By-Law 4369, To Adopt a Municipal Retail Cannabis Policy for the Town of Tillsonburg; and

  By-Law 4370, To Suspend Heavy Truck Traffic on Concession Street West; and

  By-Law 4372, Being A By-Law to Amend Zoning By-Law 3295 (ZN 7-19-13) 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.

18.8

By-Law 2020-001, To Provide a Schedule of Fees for certain Municipal applications, services and permits

• Proposed Resolution #27

  ​THAT By-Law 2020-001 To Provide a Schedule of Fees for certain Municipal applications, services and permits be read for a first and second time. 

19.

Confirm Proceedings By-law

• Proposed Resolution #28

  ​THAT By-Law 4371, to Confirm the Proceedings of the Council Meeting held on December 9, 2019, 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.

20.

Items of Public Interest

21.

Adjournment

• Proposed Resolution #29

  ​THAT the Council Meeting of Monday, December 9, 2019 be adjourned at ______ p.m.