MINUTES

Meeting #:
Date:	Monday, September 23, 2019
Time:	6:00 P.m. - 10:30 P.m.
Location:	Council Chambers 200 Broadway, 2nd Floor

ATTENDANCE:

• Deputy Mayor Beres
• Councillor Esseltine
• Councillor Gilvesy
• Councillor Luciani
• Councillor Parker

Regrets:

• Mayor Molnar
• Councillor Rosehart

Staff:

• Ron Shaw, Chief Administrative Officer
• Donna Wilson, Town Clerk
• Kevin De Leebeeck, Director of Operations
• Dave Rushton, Director of Finance
• Rick Cox, Director of Recreation, Culture and Parks
• Lana White, Deputy Clerk/Executive Assistant
• Terry Saelens, Acting Fire Chief

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1.

Call to Order

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

3.

Adoption of Agenda

• Resolution # 1
  Moved By: Councillor Parker
  Seconded By: Councillor Gilvesy

  ​THAT the Agenda as prepared for the Council Meeting of Monday, September 23, 2019 be adopted.

  Carried

4.

Moment of Silence

5.

Disclosures of Pecuniary Interest and the General Nature Thereof

No disclosures of pecuniary interest were declared.

6.

Adoption of Council Minutes of Previous Meeting

• Resolution # 2
  Moved By: Councillor Parker
  Seconded By: Councillor Gilvesy

  ​THAT the Minutes of the Regular Council Meeting of September 9, 2019 and the Budget Council Meeting of September 12, 2019 be approved.

  Carried

2.

Introduction of Interim CAO, Ron Shaw

Deputy Mayor Beres introduced Mr. Ron Shaw, Interim CAO for the Town of Tillsonburg.

7.

Presentations

7.1

Compensation Update

Marianne Love, ML Consulting, appeared before Council to provide a Compensation Update for the Management Non-union Group of the Town, providing a powerpoint to follow along.

Opportunity was given for comments and questions from Council.

As next steps, Ms. Love will be preparing a 2019 grid, moving into 2020.

• Resolution # 3
  Moved By: Councillor Esseltine
  Seconded By: Councillor Luciani

  THAT the Town of Tillsonburg Compensation Update for the Management Non-Union Group, as presented at the September 23, 2019 Council Meeting, be received;

  AND FURTHER THAT the information received be referred to Agenda Item 12.1.2, HR 19-10.

  Carried

8.

Public Meetings

9.

Planning Applications

9.1

Application for Draft Plan of Condominium and Exemption from Draft Plan Approval CD 19-02-7 - JMR Properties (253 Broadway)

Eric Gilbert, Senior Planner, County of Oxford, appeared before Council  to provide an overview of Report CP 2019-294.

Opportunity was provided for comments and questions from Council.

The salesperson for the facility was in attendance to answer questions.  Units are still available, with a move-in date early November.

Visit www.broadwayplace.ca for more information.

• Resolution # 4
  Moved By: Councillor Esseltine
  Seconded By: Councillor Luciani

  THAT Council advise County Council that the Town supports the application for draft approval of a proposed condominium submitted by Rego Management Inc., (File No. CD 19-02-7), prepared by MacDonald Tamblyn Lord Surveying, dated February 20, 2019, for lands described as Lot 944 & 945, Plan 500, Parts 4, 5, & 8 of 41R-6262, in the Town of Tillsonburg;

  AND FURTHER THAT Council advise County Council that the Town supports the application for exemption from the draft plan of condominium approval process, submitted by Rego Management Inc., (File No. CD 19-02-7), prepared by MacDonald Tamblyn Lord Surveying, dated February 20, 2019, for lands described as Lot 944 & 945, Plan 500, Parts 4, 5, & 8 of 41R-6262, in the Town of Tillsonburg, as all matters relating to the development have been addressed through the Site Plan Approval process and a registered site plan agreement with the Town of Tillsonburg.

  Carried

10.

Delegations

10.1

THI Quarterly Update

Dan Rasokas, Board Chair, THI, appeared before Council and provided a THI Quarterly Update, including a powerpoint presentation.

Opportunity was provided for comments and questions from Council.

• Resolution # 5
  Moved By: Councillor Luciani
  Seconded By: Councillor Parker

  THAT the Tillsonburg Hydro Inc. Quarterly Update, dated September 23, 2019, be received as information.

  Carried

10.2

Turtlefest 2019 Final Report

Suzanne Fleet, Festival Director, appeared before Council and provided a Turtlefest 2019 Final Report, including a powerpoint presentation.

Opportunity was provided for comments and questions from Council.

• Resolution # 6
  Moved By: Councillor Luciani
  Seconded By: Councillor Esseltine

  THAT the Turtlefest 2019 Final Report be received as information.

  Carried

10.3

Lake Lisgar Waterpark Petition

Mandi Byrnes appeared before Council to file a petition and comments in support of the Lake Lisgar Waterpark.

• Resolution # 7
  Moved By: Councillor Gilvesy
  Seconded By: Councillor Parker

  THAT the Lake Lisgar Waterpark Petition be received as information.

  Carried

11.

Deputation(s) on Committee Reports

11.1

Report DCS 19-29 Town Hall Project Committee - Proposal Summary and Public Engagement Process

John Veldman, Chair, Town Hall Project Steering Committee, appeared before Council to provide an overview of Report DCS 19-29 Proposal Summary and Public Engagement Process, also commenting on the Committee's mandate and the work the Committee has been doing over the past 3 years. 

Opportunity was provided for comments and questions from Council.

Discussion was held in regards to the proposed public consultation process, communication to the public, as well as other Town Hall options.

The following resolutions were considered.

Moved By: Councillor Gilvesy
Seconded By: Councillor Parker

THAT Council receives Report DCS 19-29 Town Hall Project Committee – Proposal Summary and Public Engagement Process.

Carried. 

Moved By: Councillor Gilvesy 
Seconded By: Councillor Parker

THAT the Town Hall Project Committee be authorized to move forward with the public engagement process as outlined in this report.

Councillor Gilvesy called for a recorded vote.

NAME	VOTE IN FAVOUR	VOTE AGAINST
Councillor Gilvesy		X
Councillor Luciani	X
Councillor Parker		X
Councillor Beres		X
Councillor Esseltine	X

Defeated.

Moved By: Councillor Gilvesy 
Seconded By: Councillor Parker

THAT Staff provide a report which includes other Town Hall options including a build our own option and modifying the current space.

Carried. 

12.

Information Items

13.

Staff Reports

13.1

Human Resource

13.1.1

HR 19-10 Chief Administrative Officer Job Description

• Resolution # 9
  Moved By: Councillor Parker
  Seconded By: Councillor Gilvesy

  THAT Council receives HR 19-10 Chief Administrative Officer Job Description as information;

  AND THAT Council approves the updated Chief Administrative Officer job description.

  Carried

13.1.2

HR 19-11 - Pay Equity and Compensation Plan

• Resolution # 10
  Moved By: Councillor Parker
  Seconded By: Councillor Gilvesy

  THAT Council receives HR 19-11 Pay Equity and Compensation Plan as information.

  Carried

13.2

Chief Administrative Officer

13.3

Clerk's Office

13.4

Development and Communication Services

13.5

Finance

13.6

Fire and Emergency Services

13.7

Operations

13.7.1

OPS 19-41 Oxford Simcoe St. Rehabilitation 2020 Pre-Budget Approval Request

• Resolution # 11
  Moved By: Councillor Esseltine
  Seconded By: Councillor Luciani

  THAT Council receives Report OPS 19-41 Oxford/Simcoe St. Rehabilitation 2020 Pre-Budget Approval Request;

  AND THAT Council provides 2020 pre-budget approval for the Oxford/Simcoe St. Rehabilitation in the amount of $175,384 from Asset Management Reserves;

  AND FURTHER THAT Council awards RFP 2019-008 to G. Douglass Vallee Limited Consulting Engineers of Simcoe, ON at a cost of $131,804.39 (net HST included), the highest scoring proposal received.

  Carried

13.8

Recreation, Culture & Park Services

13.8.1

RCP 19-43 Awarding RFT 2019-015 - Tillsonburg Community Centre DHW Boiler Replacement

• Resolution # 12
  Moved By: Councillor Esseltine
  Seconded By: Councillor Parker

  THAT Council receives Report RCP 19-43 – Awarding RFT 2019-015 – Tillsonburg Community Centre DHW Boiler Replacement;

  AND THAT Council award RFT 2019-015 to 911777 Ontario Limited O/A T.A. Thomson Electrical Contractors at a cost not to exceed $127,646.66 before taxes.

  Carried

13.8.2

RCP 19-44 Town Merchandise Sales History

• Resolution # 13
  Moved By: Councillor Luciani
  Seconded By: Councillor Gilvesy

  THAT Council receives Report RCP 19-44 Town Merchandise Sales History for information.

  Carried

13.8.3

RCP 19-45 Scattering Garden at Tillsonburg Cemetery Committee Recommendation

Moved by: Councillor Luciani
Seconded by: Councillor Esseltine

THAT Council receives Report RCP 19-45 – Scattering Garden at Tillsonburg Cemetery Committee Recommendation for information

AND THAT Council approves the Parks, Beautification & Cemetery Advisory Committee recommendation that a Scattering Garden is developed within the Tillsonburg Cemetery as identified within the amended Cemetery Master Plan;

AND THAT Council considers budget for implementation of a Scattering Garden commencing with the 2020 capital budget.

Councillor Gilvesy called for a recorded vote.

NAME	VOTE IN FAVOUR	VOTE AGAINST
Councillor Gilvesy		X
Councillor Luciani	X
Councillor Parker		X
Deputy Mayor Beres	X
Councillor Esseltine	X

Carried. 

13.8.4

RCP 19-46 TCC CSR Service Level Increase

• Resolution # 15
  Moved By: Councillor Gilvesy
  Seconded By: Councillor Parker

  THAT Report RCP 19-46 – TCC CSR Service Level Increase be received;

  AND THAT Council approves an increase in service levels by adding 10 hours per week at the Customer Service desk at the Tillsonburg Community Centre.

  Carried

13.8.5

RCP 19-47 Otter Valley Corridor Fencing

• Resolution # 16
  Moved By: Councillor Gilvesy
  Seconded By: Councillor Parker

  THAT Report RCP 19-47 – Otter Valley Corridor Fencing be received;

  AND THAT Council confirms the position of Tillsonburg’s representatives on the Otter Valley Utility Corridor Board of Management endorsing the recommendation to authorize the Municipality of Bayham to install utility corridor fencing;

  AND THAT the Town’s 50% share of the cost for this work in the amount of $4,967 be funded from the royalties collected by the Town from the use of the utility corridor.

  Carried

13.8.6

RCP 19-48 Annandale Diamond Drainage

• Resolution # 17
  Moved By: Councillor Parker
  Seconded By: Councillor Gilvesy

  THAT Council receives Report RCP 19-48 – Annandale Diamond Drainage;

  AND THAT Council approves a reallocation of up to $12,000 from the Annandale Lights Enhancement Project to install and repair field drainage at Annandale Diamonds this fall with precedence being given to Annandale 3-Ball Diamond.

  Carried

14.

New Business

15.

Consideration of Committee Minutes

15.1

Committee Minutes

• Resolution # 18
  Moved By: Councillor Parker
  Seconded By: Councillor Gilvesy

  THAT Council receive he Cultural, Heritage and Special Awards Advisory Committee minutes dated September 4, 2019, the Parks, Beautification and Cemetery Advisory Committee minutes dated September 5, 2019, the Economic Development Advisory Committee minutes dated September 10, 2019, the Accessibility Advisory Committee minutes dated September 10, 2019, and the Recreation and Sports Advisory Committee Minutes dated September 11, 2019, as information.

  Carried

15.2

Otter Valley Utility Corridor Board Minutes

• Resolution # 19
  Moved By: Councillor Esseltine
  Seconded By: Councillor Parker

  THAT Council receives the minutes of the Otter Valley Board of Management meeting of September 9, 2019.

  Carried

15.3

Business Improvement Area Board of Management Minutes

• Resolution # 20
  Moved By: Councillor Esseltine
  Seconded By: Councillor Parker

  THAT Council receive the BIA Board of Management Minutes dated July 18, 2019, as information.

  Carried

16.

Motions/Notice of Motions

16.1

Councillor Parker - Town Hall Public Consultation

The motion was withdrawn by Councillor Parker.

• Resolution # 21

  THAT town hall public consultation be delayed until further options are made available via Staff Report. 

17.

Resolutions/Resolutions Resulting from Closed Session

18.

By-Laws

19.

Confirm Proceedings By-law

• Resolution # 22
  Moved By: Councillor Luciani
  Seconded By: Councillor Gilvesy

  ​THAT By-Law 4344, to Confirm the Proceedings of the Council Meeting held on September 23, 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.

  Carried

20.

Items of Public Interest

Fire Prevention Week is scheduled for October 6-12, 2019. This year's slogan is 'Not Everyone Wears a Cape, Plan Your Escape'. During the week, firefighters will be visiting elementary schools, addressing the Grade 3 classes. An Open House is planned for Thursday, October 7, 6:00-8:00pm at the Fire Hall. Everyone is welcome to attend.

Ribfest is scheduled for September 27-29, 2019 at the Tillsonburg Fairgrounds. Visit tillsonburgribfest.ca for more information.

The Town will be implementing a new phone system September 25 at noon. Ads have been placed in the local newspaper and on social media. The new system will connect the Oxford County, Southwest Oxford, Zorra and Ingersoll, using a 4 digit extension. Others may be connected in the future. The system has saved the Town a substantial amount of capital, monthly phone charges will be lower, and the service better.

Anyone interested in joining the Tillsonburg Dog Park Committee is encouraged to submit an application.

21.

Adjournment

• Resolution # 23
  Moved By: Councillor Luciani
  Seconded By: Councillor Esseltine

  ​THAT the Council Meeting of Monday, September 23, 2019 be adjourned at 8:53 p.m.

  Carried