The Corporation of the Town of Tillsonburg

Council Meeting

MINUTES

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Electronic Meeting
ATTENDANCE:
  • Mayor Molnar
  • Deputy Mayor Beres
  • Councillor Esseltine
  • Councillor Gilvesy
  • Councillor Luciani
  • Councillor Parker
  • Councillor Rosehart
Staff:
  • Kyle Pratt, Chief Administrative Officer
  • Michelle Smibert, Director of Corporate Services/Clerk
  • Sheena Pawliwec, Director of Finance/Treasurer
  • Renato Pullia, Interim Director of Finance/Treasurer
  • Shane Caskanette, Fire Chief
  • Chris Baird, Director of Recreation, Culture and Parks
  • Carlos Reyes, Director of Operations and Development
  • Cephas Panschow, Development Commissioner
  • Amelia Jaggard, Deputy Clerk

The meeting was called to order at 6:00 p.m.

  • Resolution #2021-441
    Moved By:Councillor Gilvesy
    Seconded By:Councillor Parker

    THAT the Agenda as prepared for the Council meeting of October 25, 2021, with item 8.1 Application for Zone Change ZN 7-21-13 being dealt with following item 7.1, and with item 14.1.1 staff report CAO 21-13 being dealt with following item 7.2, and with item 14.7.1 Staff Report RCP 21-26 being dealt with following item 10.1, be approved.

    Carried

Councillor Rosehart declared pecuniary interest on the following item:

  1. Item 10.2 in open session (Tillsonburg BIA Request to extend patio program) with the reason being that her son owns a restaurant that currently operates a patio and has an interest in this item.

No other disclosures of pecuniary interest were declared.

  • Resolution #2021-442
    Moved By:Councillor Luciani
    Seconded By:Councillor Esseltine

    THAT the minutes of the Council meeting held on October 12, 2021, be approved.

    Carried

Don Burton appeared before Council to provide information regarding the 2021 Poppy Campaign which will run from October 29 to November 11. Those wishing to make a donation this year can send an e-transfer to the Royal Canadian Legion Branch #153 at [email protected]

The Legion will confirm if the silent walk will be held. A service will be held at the Cenotaph beginning at 10:45 a.m. The Cenotaph service will be streamed live on the Town of Tillsonburg Facebook. 

The Legion is still in need of volunteers to assist with the 2021 Poppy Campaign. Please contact the Legion at 519-842-5281 if you are interested in volunteering.

  • Resolution #2021-443
    Moved By:Deputy Mayor Beres
    Seconded By:Councillor Parker

    THAT Council receive the presentation by Don Burton regarding the 2021 Poppy Campaign, as information.

    Carried

    Item 8.1 was dealt with next.


Haley Gamble, Fabrik Architects, appeared before Council to provide an overview of the Town Hall Space Needs Study.

Opportunity was provided for comments and questions from Council.

  • Resolution #2021-445
    Moved By:Councillor Parker
    Seconded By:Councillor Luciani

    THAT the presentation from Fabrik Architects regarding Town Hall Space Needs Study be received as information;

    AND THAT this information be referred to item 14.1.1 staff report CAO 21-13, for consideration.

    Carried

    Item 14.1.1 was dealt with next.


Eric Gilbert, Senior Planner, Oxford County, appeared before Council to provide an overview of the application. Staff recommend approval of the application.

Opportunity was provided for comments and questions from Council.

Michael Clarkson and Ron Gasparetto, representatives of the Town of Tillsonburg Non-Profit Housing Corporation, were in attendance to provide support for the application.  

Mr. Clarkson noted that the Corporation has applied for funding through the County of Oxford. The proposed building will cost approximately 3.4 million dollars which the Corporation will fund through multiple sources.

Mr. Gasparetto noted that the Corporation's mission has been to provide affordable housing to seniors but that there is potential in the future to support other age groups.  

Richard Martin, 35 Victoria Street, was in attendance to speak in favour of the application. Mr. Martin commented on the contents of the application and noted that the legal property lines between the subject property and neighbouring properties need to be reviewed. 

Staff confirmed that LPRCA provided comment on the application indicating a geotechnical report will need to be completed. The LPRCA permit process will need to be completed prior to the Town issuing a building permit.   

No other members of the public appeared before Council either in support or opposition to the application.

  • Resolution #2021-444
    Moved By:Councillor Esseltine
    Seconded By:Deputy Mayor Beres

    THAT Council approve the zone change application submitted by Town of Tillsonburg Non-Profit Housing Corporation, whereby the lands described as Lots 688, 690, Part Lots 687, 689, & 715, Plan 500, known municipally as 31 Victoria Street are to be rezoned from ‘Minor Institutional Zone (IN1)’ to ‘Special Low Density Residential Type 3 Zone (R3-sp)’ to facilitate the development of an affordable housing project consisting of 18 dwelling units.  

    Carried

    Item 7.2 was dealt with next.


Gal Connor, President, Station Arts Centre, appeared before Council to provide an update from the Station Arts Centre and support for the Memorandum of Understanding as proposed under agenda item 14.7.1 Staff Report RCP 21-26. 

The Station Arts Centre is asking for a three year term commitment and for an operational increase to $52,000 for 2022 and that 2023 and 2024 be indexed to inflation. 

  • Resolution #2021-447
    Moved By:Councillor Luciani
    Seconded By:Councillor Esseltine

    THAT Council receive the delegation from Gale Connor, President of the Station Arts Centre regarding the Memorandum of Understanding with the Town, as information;

    AND THAT this information be referred to item 14.7.1 staff report RCP 21-26, for consideration.

    Carried

    Item 14.7.1 was dealt with next.


Mark Renaud, Executive Director, Tillsonburg BIA, appeared before Council to present a resolution of the Tillsonburg BIA Board of Directors requesting an extension to the current pop-up patio program until a permanent patio program is in place.

It was asked if the BIA's patio furniture will remain throughout the winter. Mr. Renaud noted there are challenges related to snow removal but that some benches will remain. 

Staff confirmed the current pop-up patio program is set to expire November 1, 2021. 

  • Resolution #2021-449
    Moved By:Councillor Gilvesy
    Seconded By:Councillor Parker

    THAT Council receive the delegation from Mark Renaud, Executive Director of the Tillsonburg BIA regarding a request to extend the pop up patio program, as information;

    AND THAT the current pop up patio program in place be extended until a permanent patio program is established;

    AND THAT Staff be directed to report back to Council regarding the establishment of a permanent patio program. 

    Carried

Joan Weston, Chair, Museum Advisory Committee, appeared before Council to speak to the Committee's recommendation. Ms. Weston suggested Oxford County Archives could be utilized. 

Staff noted that tax rolls are permanent records and that alternate storage options would need to be investigated. 

  • Resolution #2021-450
    Moved By:Councillor Gilvesy
    Seconded By:Councillor Parker

    THAT Council receives the Museum Advisory Committee’s recommendation requesting the removal of municipal records stored at the museum no later than December 31, 2021, as information;

    AND THAT the Clerk be directed to explore an option for the removal of the records from the Museum and report back to Council with options. 

    Carried

It was asked if the recent announcement from the Province regarding capacity limits would impact operations at the Community Centre with respect to dressing room availability and entering the premise. Staff noted that the information is being reviewed and that Council and the public will be updated on the subject tomorrow.

Council congratulated Development Commissioner Cephas Panschow for being recognized by the Economic Developers Council of Ontario with a top ten award.

  • Resolution #2021-451
    Moved By:Deputy Mayor Beres
    Seconded By:Councillor Luciani

    THAT Council receives the correspondence from the Economic Developers Council of Ontario dated October 12, 2021, and the correspondence from the Ministry of Finance dated October 21, 2021, as information.

    Carried

Staff confirmed the next step would be to complete a Site Feasibility Analysis and Space Design for each of the three proposed locations following which the Town Hall Steering Committee will make a recommendation to Council.

The committee will consider the operations space needs study. 

It was asked if Council will see the results for all three proposed locations.

Staff noted that the modernization funding will be finalized by the Province by January 31, 2022. 

  • Resolution #2021-446
    Moved By:Councillor Esseltine
    Seconded By:Councillor Parker

    THAT Council receives report CAO 21-13 Updated Town Hall Space Needs Study;

    AND THAT the updated Tillsonburg Town Hall Space Needs Review as prepared by Fabrik Architects be used as a guiding document for the next phase of the process; namely, the preparation of a Site Feasibility Analysis and Space Design options in conjunction with the Town Hall Steering Committee.  

    Carried

    Item 10.1 was dealt with next. 


Staff noted that in Oxford County both the County and the Township of Zorra have adopted this policy.

If approved, staff would need to develop guidelines and procedures which would provide timelines for implementation. 

There was discussion regarding the definition of "fully vaccinated." 

It was asked if the Town is eligible for the Provincial Antigen Screening Program funding. 

It was suggested that the Town should support both vaccinated and unvaccinated staff and that the Town should cover the cost of rapid antigen testing and have the provision for self collection.

There was discussion regarding privacy and the Town's obligation to protect personal health information.

  • Resolution #2021-452
    Moved By:Councillor Parker
    Seconded By:Councillor Luciani

    THAT the attached COVID-19 Workplace Vaccination Policy be adopted;

    AND THAT the Town cover the costs of employee rapid antigen COVID testing as required with manager approval until January 31, 2022.

    Carried
  • Resolution #2021-453
    Moved By:Councillor Luciani
    Seconded By:Deputy Mayor Beres

    THAT the recommendation as included in staff report CS 21-30 be approved.

    Carried
  • Resolution #2021-454
    Moved By:Councillor Rosehart
    Seconded By:Councillor Gilvesy

    THAT Council receives report CS 21-31 Local Government Week October 18 to 22, 2021, as information.

    Carried
  • Resolution #2021-455
    Moved By:Councillor Esseltine
    Seconded By:Councillor Luciani

    THAT Council receives report EDM 21-29 Offer to Purchase – Lot 3B, Van Norman Innovation Park;

    AND THAT a By-Law be brought forward to authorize the Mayor and Clerk to enter into an agreement of purchase and sale with 1677123 Ontario Inc for the property described part of Lot 3 in the Van Norman Innovation Park and to be described by a new reference plan.

    Carried

14.4

  • Resolution #2021-456
    Moved By:Councillor Luciani
    Seconded By:Deputy Mayor Beres

    THAT report OPD 21-44 Animal Licencing Service Review, be received as information;

    AND THAT the Town’s animal licencing program is amended to remove cat licencing starting in 2022 (Option 3);

    AND THAT the current Animal Control By-Law and Rates and Fees By-Law be amended to remove the requirement to licence cats starting in 2022 (Option 3);

    AND THAT Staff be directed to bring a report to Council in 2023 regarding the status of options and cancellation of the dog licencing program for 2024 (Option 3).  

    Carried
  • Resolution #2021-457
    Moved By:Councillor Esseltine
    Seconded By:Councillor Parker

    THAT report OPD 21-47 Building Inspector Appointment, be received as information;

    AND THAT a By-Law to appoint Justin White as a Building Official for the Town of Tillsonburg be brought forward for Council consideration. 

    Carried
  • Resolution #2021-458
    Moved By:Councillor Parker
    Seconded By:Councillor Gilvesy

    THAT report OPD 21-48 Hangar Land Lease Agreement Taxiway C1-4 be received as information;

    AND THAT Council authorizes the Mayor and the Clerk to sign the attached agreement to terminate the existing lease agreement for this hangar;

    AND THAT a By-Law to execute a new Land Lease Agreement for Taxiway C1-4 with 1467246 Ontario Inc and to repeal By-Law 3134, 3635 and 3746, be brought forward for Council's consideration.

    Carried
  • Resolution #2021-459
    Moved By:Councillor Gilvesy
    Seconded By:Councillor Rosehart

    THAT report OPD 21-49 Hangar Land Lease Agreement Taxiway G2-6 be received as information;

    AND THAT Council authorizes the Mayor and the Clerk to sign the attached agreement to terminate the existing lease agreement for this hangar;

    AND THAT a By-Law to execute a new Land Lease Agreement for Taxiway G2-6 with 1467246 Ontario Inc and to repeal By-Law 3374, be brought forward for Council's consideration.

    Carried

Staff confirmed that funding will cover the cost of the work.

It was asked if the removal of debris and dead animal pickup is included within the agreement. 

  • Resolution #2021-460
    Moved By:Deputy Mayor Beres
    Seconded By:Councillor Parker

    THAT report OPD 21-50 Urban County Road Maintenance Agreement Amendment be received as information;

    AND THAT the Chief Administrative Officer and Director of Operations and Development be authorized to execute the Urban County Road Maintenance Agreement Amendment dated October 5, 2021 to include County Road 20 (North Street) within Town limits as part of this agreement to be effective January 1, 2022.

    Carried

There was discussion about including this item as part of the 2022 budget deliberations. 

Staff confirmed the current MOU ends December 31, 2021.

  • Resolution #2021-448
    Moved By:Councillor Parker
    Seconded By:Councillor Luciani

    THAT report RCP 21-26 Station Arts 2022 - 2024 Memorandum of Understanding be received as information and referred to the 2022 budget deliberations. 

    Carried

Staff noted the contract is the same as used in previous years.

Staff noted that basic cleaning and maintenance is the responsibility of the contractor. Any work beyond general maintenance would be the Town's responsibility. 

  • Resolution #2021-461
    Moved By:Councillor Esseltine
    Seconded By:Councillor Luciani

    THAT report RCP 21-27 Award of Community Centre Concession Lease 2021-2024, be received as information; and

    THAT Council approve the proposal as submitted by Beres Butchery & Catering Inc. for the term of November 1, 2021 through April 30, 2024, at an annualized rate of $4,500 plus applicable taxes; and

    THAT the Mayor and Clerk be authorized to sign the new Lease Agreement on behalf of the Corporation.

    Carried

There was discussion regarding the Tillsonburg 150 celebrations.

  • Resolution #2021-462
    Moved By:Councillor Luciani
    Seconded By:Councillor Parker

    THAT Council receives the Boundary Adjustment Advisory Committee minutes dated September 21, 2021, the Tillsonburg 150 Advisory Committee minutes dated October 5 and October 19, 2021, the Town Hall Advisory Committee minutes dated October 8, 2021, the Economic Development Advisory Committee minutes dated October 12, 2021, the Tillsonburg Dog Park Advisory Committee minutes dated October 12, 2021, the Cultural, Heritage and Special Awards Advisory Committee minutes dated October 13, 2021, and the Recreation and Sports Advisory Committee minutes dated October 13, 2021, and the Affordable and Attainable Housing Advisory Committee minutes dated August 25 and September 22, 2021, as information.

    Carried

There was discussion regarding requesting an information report from staff. 

  • Resolution #
    Moved By:Councillor Esseltine
    Seconded By:Councillor Rosehart

    THAT the Culture, Heritage and Special Awards Committee recommends to Council that the tree-lined Broadway street entrance to downtown Tillsonburg from Concession Street in the North to Venison Street in the south, bordered by stately, heritage homes and age-old trees, be listed as a Heritage Conservation District in the town’s Municipal Register of Heritage Properties. The mid Broadway stretch of unique century homes and surrounding trees continues to welcome residents and visitors to both our town and our downtown in a grand way.

    AND FURTHER that once this motion is approved, staff be directed to communicate this information to owners of homes whose addresses are included in this listing, as well as to residents of the Town of Tillsonburg, as a new initiative to recognize and promote heritage properties in our town. This is a timely initiative to which the Heritage, Culture and Special Awards Committee has committed, as we approach the 150th Anniversary of the incorporation of the town.

  • Resolution #2021-463
    Moved By:Councillor Luciani
    Seconded By:Councillor Gilvesy

    THAT the notice of motion regarding municipal heritage register be deferred and that additional information be brought forward.  

    Carried

19.

  • Resolution #2021-464
    Moved By:Councillor Gilvesy
    Seconded By:Councillor Rosehart

    ​THAT By-Law 2021-109, to amend By-Law 3295 (ZN 7-21-13); and

    By-Law 2021-110, to authorize an agreement of purchase and sale with 1677123 Ontario Inc; and

    By-Law 2021-111, to appoint a Building Inspector for the Town of Tillsonburg; and

    By-Law 2021-112, to execute a Land Lease Agreement with 1467246 Ontario Inc. and to repeal By-Laws 3134, 3635 and 3746; and

    By-Law 2021-113, to execute a Land Lease Agreement with 1467246 Ontario Inc. and to repeal By-Law 3374, 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
  • Resolution #2021-465
    Moved By:Councillor Rosehart
    Seconded By:Councillor Gilvesy

    THAT By-Law 2021-108, to Confirm the Proceedings of the Council meeting held on October 25, 2021, 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

Staff noted that the Concession Street project has been delayed two weeks due to weather conditions.

Joan Weston has been named the 2021 Citizen of the Year. Weston will be presented with her award on November 9, 2021.

Tillsonburg will be a host community for Rogers Hometown Hockey to be held at the Tillsonburg Community Centre November 20 to 22, 2021.

Upcoming Council meetings include:

  • Monday, November 1, 2021 at 4:30 p.m. for the purpose of holding public meetings for planning applications.
  • Monday, November 8, 2021 at 6:00 p.m. regular meeting.
  • Resolution #2021-466
    Moved By:Councillor Esseltine
    Seconded By:Councillor Parker

    THAT the Council meeting of October 25, 2021 be adjourned at 10:00 p.m.

    Carried
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