Township of Southgate
Addendum Council Meeting Agenda

Wednesday, October 05, 2022

9:00 A.m. - 12:00 P.m.

Holstein Council Chambers

123273 Southgate Road 12

Holstein, Ontario N0G 2A0

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1.

Call to Order

2.

Land Acknowledgement

3.

Open Forum - Register in Advance

4.

Confirmation of Agenda

• Be it resolved that Council confirm the agenda as amended.

5.

Declaration of Pecuniary Interest

6.

Delegations & Presentations

6.1

Resident Ken Furlong - Delegation

• Be it resolved that Council receive the delegation by resident Ken Furlong as information. 

6.2

NFP Insurance - Renewal Presentation - Carl Murray and Peg Mountney, NFP, Tony Commisso, Intact Public Entities 

• Be it resolved that Council receive the NFP Insurance Renewal Presentation - Intact Public Entities, Carl Murray, Peg Montney and Tony Commisso for information. 

6.3

BDO Canada LLP - 2021 Audit Final Report - Tracie Smith, Partner and Jacob Perry, Manager A&A

• Be it resolved that Council receive BDO's presentation of the 2021 Audit Final Report as information. 

7.

Adoption of Minutes

• Be it resolved that Council approve the minutes from the September 21, 2022 Council and Closed Session meetings as presented.

8.

Reports of Municipal Officers

8.1

Treasurer William Gott

8.1.1

FIN2022-027 Financial Report – 2021

• Be it resolved that Council receive Staff Report FIN2022-027 Financial Report –2021 Financial Statements as information; and
  That Council approve The Corporation of the Township of Southgate Consolidated Financial Statements for the year ended December 31, 2021 as presented.

8.1.2

FIN2022-017 Asset Management Plan 2022

• Be it resolved that Council receive Staff Report FIN2022-017 Asset Management Plan 2022 as information; and
  That Council consider for approval By-law 2022-156, being a by-law to adopt Asset Management Plan 2022; and
  That Council directs staff post Asset Management Plan 2022 on the Southgate website.

8.1.3

By-law 2022-156 - Adopt Asset Management Plan

• Be it resolved that by-law number 2022-156, as amended, being a by-law to adopt "Asset Management Plan 2022" be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by-law book. 

8.1.4

FIN2022-025 2023 Budget

• Be it resolved that Council receive Staff Report FIN2022-025 2023 Budget as information; and
  That the proposed 2023 Budget timeline be approved as presented.

8.1.5

FIN2022-026 Development Charges

• Be it resolved that Council receive Staff Report FIN2022-026 Development Charges as information; and
  That Council consider for approval By-law 2022-154, being a by-law with respect to Development Charges.

8.1.6

By-law 2022-154 - Development Charges By-law

• Be it resolved that by-law number 2022-154 being a by-law to approve Development Charges be a read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by-law book. 

8.1.7

FIN2022-028 Southgate New Council Chamber Building Retrofit Project

• Be it resolved that Council receive Staff Report FIN2022-028 Southgate New Council Chamber Building Retrofit Project as information; and
  That Council approves the use of the Modernization Reserve as noted in the report.

8.2

Clerk Lindsey Green

8.2.1

CL2022-029 – 2022 Council Calendar Amendments

• Be it resolved that Council receive Staff Report CL2022-029 for information; and
  That Council approve the amendments to the 2022 Council Calendar as presented.

8.3

Public Works Manager Jim Ellis

8.3.1

PW2022-048 Public Works Recommendation to Pulverize Road Sections Back to Gravel

• Be it resolved that Council receive Staff Report PW2022-048 for information; and
  That Council approve the Public Works recommendation to pulverize Road Sections 121, 344, 346, 343 & 345 back to gravel.

8.3.2

PW2022-049 Turnkey AVL Telematics System Tender Award Recommendation

• Be it resolved that Council receive Staff Report PW2022-049 for information; and
  That Council award the Automatic Vehicle Locating /Telematics System Tender to Trackmatics Inc. for hardware and installation costs in the amount of $47,975.00 and monthly operational data and maintenance costs of $1,201.00 plus HST.

• Be it resolved that Council proceed past noon. 

8.4

Chief Administrative Officer Dave Milliner

8.4.1

CAO2022-063 Flato East Phase 11 Pre-Servicing Agreement Final Report

• Be it resolved that Council receive staff report CAO2022-063 as information; and
  That Council approve the Flato Dundalk Meadows Inc. project known as Flato East Phase 11 for a Pre-Servicing Final Agreement and the security requirements for this work for their residential development project; and
  That Council consider approving the Flato Dundalk Meadows Inc. project known as Flato East Phase 11 Pre-servicing Agreement by Municipal By-law 2022-124 at the October 5, 2022 meeting.

8.4.2

By-law 2022-124 - Flato East Phase 11 - Pre-Servicing Agreement

• Be it resolved that by-law number 2022-124 being a by-law to authorize an agreement between Flato Dundalk Meadows Inc. and the Corporation of the Township of Southgate be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by-law book. 

8.4.3

CAO2022-070 Mid West Coop-Southgate Development Planning and Southgate Land lease Agreement Final

• Be it resolved that Council receive staff report CAO2022-070 as information; and
  That Council approve the Mid West Cooperative Inc.-Southgate Land Lease Agreement dated October 5^th, 2022 as presented; and
  That Council consider approval of the of the Mid West Cooperative Inc. Land Lease Agreement by municipal By-law 2022-140 at the October 5, 2022 Council meeting.

8.4.4

By-law 2022-140 - Mid West Coop-Southgate Land Lease Agreement

• Be it resolved that by-law number 2022-140 being a by-law to authorize an agreement between Mid West Cooperative Inc and the Township of Southgate be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by-law book. 

8.4.5

CAO2022-071 South Grey Housing Corporation Municipal Working Group Update Report

• Be it resolved that Council receive staff report CAO2022-071 as information; and
  That Council in its new term consider appointment of 2 members to the South Grey Housing Corporation Working Group to discuss the Terms of Reference document and to establish the framework and strategy to create a South Grey Housing Corporation. 

8.4.6

SR CAO2022-072 CAO Update Report October 5 2022

• Be it resolved that Council receive Staff Report CAO2022-072 as information; and
  That Council provide direction to staff on the issue of 2023 budgeting for increased police services and agreement enhancements for Southgate.

8.4.7

CAO2022-073 Greenlid Development Reserve Capacity Servicing Allocation Report

• Be it resolved that Council receive staff report CAO2022-074 as information; and
  That Council approve the servicing allocation to 2137569 Ontario Inc. (Greenlid) of 6 equivalent residential unit of Water and 1 equivalent residential unit of Wasterwater servicing capacity for their industrial development project; and
  That Council consider approving the allocation of 6 equivalent residential unit of Water and 1 equivalent residential unit of Wasterwater servicing capacity for 2137569 Ontario Inc. (Greenlid) industrial development project by Municipal By-law 2022-147 at the October 5, 2022 meeting; and
  That Council authorize the Mayor and the Clerk to sign the 2137569 Ontario Inc. (Greenlid) Industrial Development Project Final Servicing Capacity Allocation Agreement.

8.4.8

By-law 2022-147 - 2137569 Ontario Inc. (Greenlid) Capacity Allocation Agreement

• Be it resolved that by-law number 2022-147 being a by-law to authorize an agreements between 2137569 Ontario Inc and the Corporation of the Township of Southgate be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by-law book. 

8.4.9

CAO2022-074 SEGCHC Institutional Development Reserve Capacity Servicing Allocation Report

• Be it resolved that Council receive staff report CAO2022-074 as information; and
  That Council approve the servicing allocation to South-East Grey Community Health Centre of 1 (one) equivalent residential unit of servicing capacity for Water and Wasterwater for their industrial development project; and
  That Council consider approving the allocation of 1 equivalent residential unit of servicing capacity for Water and Wasterwater to South-East Grey Community Health Centre institutional development project by Municipal By-law 2022-148 at the October 5^th, 2022 meeting; and
  That Council authorize the Mayor and the Clerk to sign the South-East Grey Community Health Centre institutional development project for their Final Servicing Capacity Allocation Agreement.

8.4.10

By-law 2022-148 - South-East Grey Community Health Centre Capacity Allocation Agreement

• Be it resolved that by-law number 2022-148 being a by-law to authorize an agreement between South-East Grey Community Health Centre and the Corporation of the Township of Southgate be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by-law book. 

8.4.11

SR CAO2022-075 Lions Medical Centre-SEGSS-SEGSS Southgate Partnership Agreement

• Be it resolved that Council receive staff report CAO2022-074 as information; and
  That Council approve the Lions, SEGCHC, SEGSS & Southgate Partnership Agreement as presented; and
  That Council consider approving the Lions, SEGCHC, SEGSS & Southgate Final Partnership Agreement by Municipal By-law 2022-144 at the October 5^th, 2022 meeting.

8.4.12

By-law 2022-144 - Lions-SEGSS-SEGCHC-Southgate Partnership Agreement

• Be it resolved that by-law number 2022-144, as amended, being a by-law to authorize a partnership agreement between South-East Grey Community Health Centre, South-East Grey Support Services, The Dundalk and District Lion’s Club and The Corporation of the Township of Southgate be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by-law book. 

8.4.13

SR CAO2022-076 White Rose Park Phase III Service Finance Agreement Report

• Be it resolved that Council receive staff report CAO2022-076 as information; and
  That Council approve the White Rose Park Phase III Service Finance Agreement for this residential development project off-site requirements as presented; and
  That Council consider approving the White Rose Park Phase III Service Finance Agreement by Municipal By-law 2022-149 at the October 5, 2022 Council meeting.

8.4.14

By-law 2022-149 - White Rose Phase III - Service Finance Agreement

• Be it resolved that by-law number 2022-149 being a by-law to authorize an agreement between 2570970 Ontario Inc and the Corporation of the Township of Southgate be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by-law book. 

8.5

HR Coordinator Kayla Best

8.5.1

HR2022-049 Electronic Monitoring Policy

• Be it resolved that Council receive Staff Report HR2022-049 for information; and
  That Council approve the final Policy #93 Electronic Monitoring Policy as presented; and
  That Council consider approval of Policy #93 Electronic Monitoring Policy by Municipal By-Law 2022-152 at the October 5, 2022 Council Meeting.

8.5.2

By-law 2022-152 - Adopt Electronic Monitoring Policy No. 93

• Be it resolved that by-law number 2022-152 being a by-law to adopt an "Electronic Monitoring Policy" known as Policy Number 93 be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by-law book. 

• Be it resolved that Council amend the agenda order to move Planner Clinton Stredwick's Staff Reports and By-laws to follow after Member's Privilege.

8.6

Planner Clinton Stredwick

8.6.1

PL2022-075 - C17-22 - Clark Construction Management Inc

• Be it resolved that Council receive Staff Report PL2022-075 for information; and
  That Council Consider approval of Bylaw- 2022-151.

8.6.2

By-law 2022-151 - Zoning By-law Amendment C17-22 Clark Construction Management

• Be it resolved that by-law number 2022-151 being a by-law to amend the Zoning By-law No. 19-2002 entitled the "Township of Southgate Zoning By-law" be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by-law book. 

8.6.3

PL2022-076-SP20-22-Dundalk Medical Centre

• Be it resolved that Council receive Staff Report PL2022-076 for information; and
  That Council consider approval of By-law 2022-150 authorizing the entering into a Site Plan Agreement.

8.6.4

By-law 2022-150 - SP20-22 Dundalk Medical Centre

• Be it resolved that by-law number 2022-150 being a by-law authorize the execution of a Site Plan Control Agreement be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by-law book. 

8.6.5

PL2022-077 Site Plan Approval Appointment

• Be it resolved that Council receive Staff Report PL2022-077 for information; and
  That Council consider approval of a by-law appointing the Township’s Municipal Planner or their designate to approve site plans in accordance with the Site Plan process noted below and discussed.

8.6.6

By-law 2022-153 - Appoint Clinton Stredwick as Authorized Person pursuant to Section 41(4.0.1) of the Planning Act

• Be it resolved that by-law number 2022-153 being a by-law to appoint an employee of the municipality as an authorized person for the purposes of Section 41 (4) of the Planning Act, 1990 be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by-law book. 

8.6.7

PL2022-078-Southgate Official Plan Update

• Be it resolved that Council receive Staff Report PL2022-078 for information; and
  That Council confirms their acceptance of the proposed County Modifications to the adopted Township of Southgate Official plan.

9.

By-laws and Motions

9.1

By-law 2022-145 - Adopt Policy 21 - Council Member Compensation, Expenses and Meetings Claims Policy

• Be it resolved that by-law number 2022-145 being a by-law to adopt a “Council Member Compensation, Expenses & Meeting Claims Guidance and Approval Policy” known as Policy Number 21, be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by-law book. 

9.2

By-law 2022-146 - Appoint Additional Member to Grey County Compliance Audit Committee 2022-2026 Term

• Be it resolved that by-law number 2022-146 being a by-law to appoint an additional member to the Grey County Compliance Audit Committee for the 2022 to 2026 Term of Council be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by-law book. 

10.

Notice of Motion

11.

Consent Items

11.1

Regular Business (for information)

• Be it resolved that Council approve the items on the Regular Business consent agenda dated October 5, 2022 and direct staff to proceed with all necessary administrative actions.

11.1.1

FIRE2022-017- Grey County Radio System Update

11.1.2

FIRE2022-018- Fire Department Quarter Three Update

11.1.3

FIRE2022-019- The Fire Zone Radio Show

11.1.4

FIN2022-024 2022 Insurance Renewal

11.1.5

Librarian CEO Report - September 15, 2022

11.1.6

PW2022-047 Department Report

11.2

Correspondence (for information)

• Be it resolved that Council receive the items on the Correspondence consent agenda dated October 5, 2022 (save and except items 11.2.1 and 11.2.6) as information. 

11.2.1

SVCA Correspondence - Budget 2023 - received September 16, 2022

• Be it resolved that Council receive correspondence consent item 11.2.1  SVCA Correspondence - Budget 2023 as information; and  
  That Council support the Saugeen Valley Conservation Authority’s draft 2023 budget as received. 

11.2.2

SVCA - July 21, 2022 Minutes

11.2.3

GRCA Correspondence - General Meeting Summary - received September 23, 2022

11.2.4

GRCA Correspondence - Progress Report 2 Under OReg 6878_21 - received September 23, 2022

11.2.5

MMAH - Streamlining Development Approvals in Land Use Planning - received September 26, 2022

11.2.6

OPP - 2023 Annual Billing Letter for Municipalities - received September 29, 2022

• Be it resolved that Council receive the OPP 2023 Annual Billing Letter for Municipalities as amended to include the billing amounts as information. 

11.3

Resolutions of Other Municipalities (for information)

• Be it resolved that Council receive the items on the Resolutions of other Municipalities consent agenda dated October 5, 2022 as information. 

11.3.1

Township of Alnwick Haldimand - OMAFRA OWDCP Administration Fee - received September 23, 2022

11.3.2

Norfolk County - Draven Alert - received September 26, 2022

11.3.3

Municipality of Grey Highlands - Increased Speeding Fines - received September 26, 2022

11.3.4

Municipality of Powassan - OWDCP Compensation Program Administrative Fees - received September 26, 2022

11.4

Closed Session (for information)

None

12.

County Report

https://www.grey.ca/council  

13.

Members Privilege - Good News & Celebrations

14.

Closed Meeting

• Be it resolved that Council proceed into closed session at 1:14 PM in order to address matters relating to Litigation or Potential Litigation (Municipal Act Sec. 239(2)(e)) and Advice that is Subject to Solicitor-Client Privilege (Municipal Act Sec. 239(2)(f)) (Subject: Solicitor-Client Privilege discussions on future communications with a property owner) and Personal Matters about Identifiable Individuals (Municipal Act, Section 239(2)(b) and Labour Relations or Employee Negotiations (Municipal Act, Section 239(2)(d) (Subject: CAO Succession - Verbal Update) and 
  That Public Works Manager Jim Ellis, Chief Building Official Bev Fisher, HR Coordinator Kayla Best, Clerk Lindsey Green and Chief Administrative Officer Dave Milliner remain in attendance. 

• Be it resolved that Council come out of Closed Session at 1:53 PM. 

14.1

Litigation or Potential Litigation (Municipal Act Sec. 239(2)(e)) and Advice that is Subject to Solicitor-Client Privilege (Municipal Act Sec. 239(2)(f)) (Subject: Solicitor-Client Privilege discussions on future communications with a property owner)

• Be it resolved that Council receive the verbal report regarding solicitor-client privileged discussions on future communications with a property owner as information; and 
  That Council direct staff to proceed as discussed in Closed Session. 

14.2

Personal Matters about Identifiable Individuals (Municipal Act, Section 239(2)(b) and Labour Relations or Employee Negotiations (Municipal Act, Section 239(2)(d) (Subject: CAO Succession - Verbal Update)

• Be it resolved that Council receive the verbal update regarding the CAO succession as information; and 
  That Council direct staff to prepare an open session report for the November 2, 2022, Council meeting to update the public on the status of the new CAO recruitment. 

15.

Confirming By-law

• Be it resolved that by-law number 2022-155 being a by-law to confirm the proceedings of the Council of the Corporation of the Township of Southgate at its regular meeting held on October 5, 2022 be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by-law book.

16.

Adjournment

• Be it resolved that Council adjourn the meeting at 1:56 PM.