The Tillsonburg council debated the best approach to handling fees that local groups face for town staff time and materials for events.
Trisha Mc Kibbin, Manager of Legislative Services/Clerk, shared a report with the council after members of the Tillsonburg Historical Society requested the fees be waived for Indigenous Day, which took place on June 21. The charges included $56 for safety cone rental and $195 for renting the Memorial Park pavilion, totaling $252.
Mc Kibbin mentioned that the $7,500 budget set aside for waiving event fees has already been used up. Turtlefest had also made a similar request previously, which was approved by the council. Town staff are currently working on updating bylaws and rates.
“These rates cannot easily be changed without changes to this bylaw,” she explained.
Coun. Kelly Spencer inquired whether the historical society had a budget allocated for this purpose, but Mc Kibbin replied that she didn’t have that information.
Mayor Deb Gilvesy noted that prior to this year, 28 events listed in the report hadn’t been charged setup fees.
“This is about waiving the fees, which is different from waiving park fees,” she said, highlighting that they are distinct issues.
Mc Kibbin clarified that these rates come from a specific bylaw and any change would require rescinding or amending it.
“There’s no way for staff to make adjustments,” she added. “What’s outlined in the bylaw must be followed.”
The suggested amendment would allow staff more flexibility in making decisions regarding such requests.
Coun. Pete Luciani asked if since Indigenous Day falls on the 21st and if a bylaw is passed at their next meeting, wouldn’t it become irrelevant?
Mc Kibbin responded that it’s possible for council to waive those fees during tonight’s meeting; however, Luciani questioned whether this matter wouldn’t just get addressed at their June 22 meeting instead.
“We need to handle this properly. Staff across multiple departments are involved,” Mc Kibbin said while noting that the updated bylaw won’t return until August’s meeting. p >
Gilvesy reminded everyone these charges were new to these groups and asked if the historical society paid upfront whether they’d receive reimbursement.
< mc Kibbin stated technically speaking , the fee isn’ t waived. She pointed out Turtlefest explaining direction given was about covering costs using tax stabilization reserve.
Director of Finance/Treasurer Renato Pullia mentioned it is feasible to reimburse any paid fees.
“Traditionally , the fair hasn’ t covered this expense,” Gilvesy remarked. “That’s part of why I brought this topic up.”
She also highlighted there were no charges in past years for Canada Day celebrations at Station Arts Centre or farmers’ market as well.
This creates a domino effect impacting various policies ,” Mc Kibbin explained.
Gilvesy asked if some guidance could be provided concerning other events during their June 22 meeting.
Councillor Chris Parker who proposed an initial motion adjusted it so Tillsonburg District Historical Fees would be funded through tax rate stabilization reserve.
Spencer supported saying since town passed motion endorsing Truth & Reconciliation Act part involves hosting cultural learning experiences. Staff should consider when drafting reports.
The council agreed on motion directing funds associated with Indigenous Day cover expenses via reserve.
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