Township of Southgate
Addendum Council Meeting Agenda

Wednesday, December 21, 2022

6:00 P.m. - 9:00 P.m.

Holstein Council Chambers

123273 Southgate Road 12

Holstein, Ontario N0G 2A0

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1.

Call to Order

2.

Land Acknowledgement

As we gather, we recognize and acknowledge the traditional keepers of this land with whom we share today. The Township of Southgate is a part of the traditional territories of the Anishinaabek, Six Nations of the Grand River, Saugeen Ojibway Nation, Haudenosaunee, and Saugeen Métis. The land that surrounds us is part of who we are as it reflects our histories; may we live in peace and friendship with all its diverse people.

3.

Open Forum - Register in Advance

If you wish to speak at Open Forum please register with the Clerk in advance of the meeting by email to [e-mail] 

4.

Confirmation of Agenda

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

5.

Declaration of Pecuniary Interest

6.

Delegations & Presentations

6.1

TC Energy - Clean Energy Storage Project Presentation

• Be it resolved that Council receive the TC Energy - Clean Energy Storage Project presentation for information.

7.

Adoption of Minutes

• Be it resolved that Council approve the minutes from the December 7, 2022 Council and Closed Session meetings as presented; and
  That Council approve the minutes from the December 14, 2022 Special Council and Closed Session meetings as presented. 

8.

Reports of Municipal Officers

8.1

Treasurer William Gott

8.1.1

FIN2022-040 - Fees and Charges

• Be it resolved that Council received Staff Report FIN2022-021 Fees and Charges as information; and
  That Council consider By-law 2022-180, being a by-law to establish fees and charges for certain services provided by the Township of Southgate for approval.

8.1.2

By-law 2022-180 - Adopt Fees and Charges

• Be it resolved that by-law number 2022-180 being a by-law to establish fees and changes for certain services provided in 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.

8.2

Public Works Manager Jim Ellis

8.2.1

PW2022-058 2022 DWQMS Management Review Meeting Minutes

• Be it resolved that Council receive Staff Report PW2022-058 for information; and
  That Council acknowledges the receipt of the 2022 Drinking Water Quality Management Standard Annual Management Review Meeting Minutes.

8.3

Chief Administrative Officer Dave Milliner

8.3.1

CAO2022-080 Egremont Optimists-Southgate Township Building Maintenance and Municipal Use Amendment Agreement

• Be it resolved that Council receive staff report CAO2022-080 as information; and
  That Council approve the draft Egremont Optimists-Southgate Township Building Maintenance and Municipal Use Amending Agreement as presented to provide winter sanding only property maintenance; and
  That Council consider approval of the Egremont Optimists-Southgate Township Building Maintenance and Municipal Use Amending Agreement by by-law at a future Council meeting.

8.3.2

CAO2022-081 - Building Vacancy By-law Report

• Be it resolved that Council receive Staff Report CAO2022-081 as information. 

  OR Second Motion Clause Option:
  That Council provide direction to staff as a next step to finish a draft Vacant Building By-law for Council approval and by-law consideration at a future Council meeting. 

8.3.3

CAO2022-082 Southgate 2019-2023 Community Action Plan - 2022 Annual Report and CAP Recommendations for 2023

• Be it resolved that Council receive Staff Report CAO2022-082 as information and;
  That Council approve the 2022 Community Action Plan (CAP) Annual Report as a reporting out to the community on the progress made last year and the 2022 CAP recommendations to advance projects and/or achieve plan progress over the next 12 months.

8.3.4

CAO2022-083 South Grey Housing Corporation Working Group Appointment Report

• Be it resolved that Council receive staff report CAO2022-083 as information; and
  That Council appoint 2 Council members to the South Grey Housing Corporation Working Group to confirm the Terms of Reference document, to establish the framework of the Working Group and the partner strategy to create the South Grey Housing Corporation.

8.3.5

CAO2022-084 ROMA Conference Delegation Request

• Be it resolved that Council receive staff report CAO2022-086 as information; and
  That Council provide staff direction on if we should proceed with a Solicitor General delegation to discuss Policing & the Court’s lack of Enforcement of Charges with punitive penalties at the ROMA Conference on Monday January 23^rd, 2023 @ 10:40 am.

8.3.6

CAO2022-085 Job Evaluation Committee Recommendations

• Be it resolved that Council receive staff report CAO2022-085 for information; and
  That Council approve the transition of the Human Resources (HR) Coordinator & Assistant to CAO position to a Human Resources (HR) Manager & Assistant to CAO position with updated job description effective January 1, 2023; and
  That Council approve the Human Resources (HR) Manager & Assistant to CAO position placement into Pay Band 8 of the Southgate Pay Grid system.

8.3.7

CAO2022-086 Future Housing Development, Planning and Climate Change 

• Be it resolved that Council receive staff report CAO2022-086 as information.

8.4

HR Coordinator Kayla Best

8.4.1

HR2022-059 Job Evaluation Committee Recommendations

• Be it resolved that Council receive staff report HR2022-059 for information; and
  That Council approve the transition of the Asset Coordinator & Financial Analyst position to an Asset Manager & Deputy Treasurer position with updated job description effective January 1, 2023; and
  That Council approve the Asset Manager & Deputy Treasurer position placement into Pay Band 9 of the Southgate Pay Grid system; and
  That Council approve the transition of the Facilities Manager position to a Recreation Manager position with the new job description effective January 1, 2023; and
  That Council approve the placement of the Recreation Manager into Pay Band 7 of the Southgate Pay Grid system; and
  That Council approve the Junior Planner job description; and
  That Council approve the placement of the Junior Planner into Pay Band 9 of the Southgate Pay Grid system; and
  That Council approve the transition of the Facilities Operator & Programming position to a Recreation Programming Coordinator position with the new job description effective January 1, 2023; and
  That Council approve the placement of the Programming Coordinator position into Pay Band 10 of the Southgate Pay Grid system; and
  That Council approve the Building Administrative Support job description; and
  That Council approve the placement of the Building Administrative Support position into Pay Band 13 of the Southgate Pay Grid

8.4.2

HR2022-060 - Personnel Policy Updates

• Be it resolved that Council receive Staff Report HR2022-060 for information; and
  That Council approve updates to Personnel Policy #1 as presented; and
  That Council approve Personnel Policy #1 by Municipal by-law 2022-179.

8.4.3

By-law 2022-179 - Adopt Policy No. 1 - Personnel Policy

• Be it resolved that by-law number 2022-179 being a By-law to adopt a "Personnel Policy" known as Policy Number 1 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

Planner Clinton Stredwick

8.5.1

PL2022-082-C13-22 and OPA2-22 Hopeville Precast

• Be it resolved that Council receive Staff Report PL2022-083 for information; and
  That Council consider adoption of the OPA by by-law 2022-175; and
  That Council consider approval of the zoning application by By-law 2022-174.

8.5.2

By-law 2022-175 OPA2-22 Hopeville Precast

• Be it resolved that by-law number 2022-175 being a by-law to adopt Amendment No. 2 to the Township of Southgate Official Plan 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.

8.5.3

By-law 2022-174 ZBA C13-22 Hopeville Precast

• Be it resolved that by-law number 2022-174 being a by-law to amend 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.

8.5.4

PL2022-083 C10-22 Jesse and Elizabeth Martin

• Be it resolved that Council receive Staff Report PL2022-083 for information; and
  That Council consider approval of By-law 2022-176.

8.5.5

By-law 2022-176 ZBA C10-22 Jesse and Elizabeth Martin

• Be it resolved that by-law number 2022-176 being a by-law to amend 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.

8.5.6

PL2022-084- Proposal to Declare Surplus Lands

• Be it resolved that Council receive Staff Report PL2022-084 for information; and
  That Council declare the lands identified as Plan 852 BLK 58 & 59 as surplus; and
  That Council directs the Clerk to perform all necessary actions to prepare the lands for sale.

8.5.7

PL2022-085-SP15-22-Elizabeth and Jesse Martin

• Be it resolved that Council receive Staff Report PL2022-085 for information; and
  That Council consider approval of By-law 2022-177 authorizing the entering into a Site Plan Agreement.

8.5.8

By-law 2022-177 SP15-22 Jesse and Elizabeth Martin Site Plan Agreement

• Be it resolved that by-law number 2022-177 being a by-law to 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

Economic Development Officer Terri Murphy

8.6.1

EDO2022-017-South Grey Chamber of Commerce MOU

• Be it resolved that Council receive Staff Report EDO2022-017 for information; and
  That Council direct staff to draft a Letter of Support for the Geographic area of the Township of Southgate to be amalgamated with the South Grey Chamber of Commerce to be signed by the Mayor; and
  That Council direct staff to draft a Memorandum of Understanding between the Township of Southgate and the South Grey Chamber of Commerce and seek Council approval; and
  That Council approve the 2023 MOU funding in the amount of $10,000 being divided between the Solar Fund Reserve in the amount of $5,000 and the Eco Park Fund Reserve in the amount of $5,000.

9.

By-laws and Motions

None

10.

Notice of Motion

10.1

Councillor Singh Soares - ROMA Board of Directors

• Be it resolved that Council waive Procedural By-law Section 23.2 to allow for a Notice of Motion to be placed on the agenda without proper notice in accordance with the Procedural By-law. 

• If above motion is approved: 

  Be it resolved that the Council of the Corporation of the Township of Southgate hereby endorses Councillor Monica Singh Soares for the position of ROMA Zone Representative - Zone 2, for the 2023-2027 ROMA Board of Directors. 

11.

Consent Items

11.1

Regular Business (for information)

• Be it resolved that Council approve the items on the Regular Business consent agenda dated December 21, 2022 (save and except items _____) and direct staff to proceed with all necessary administrative actions.

11.1.1

CL2022-031 – Post Election and Accessibility Report

11.1.2

FIN2022-039 Impact of Bill 23 and Indexing on Development Charges

11.1.3

PW2022-056 DWQMS External Audit 2022

11.1.4

PW2022-057 Department Report

11.1.5

Building, By-law and Canine Report November 2022

11.2

Correspondence (for information)

• Be it resolved that Council receive the items on the Correspondence consent agenda dated December 21, 2022 (save and except items _____) as information. 

11.2.1

Ontario Community Infrastructure Fund - Revised Allocation Notice

11.2.2

County of Grey - Housing for All - November 4, 2022

11.2.3

Rick Byers Media Release - Access to High-Speed Internet Service in Grey and Bruce - received December 9, 2022

11.2.4

Correspondence received from resident Mir Saif re Parking at Dundalk & Proton Elementary School

11.2.5

MPAC - Assessment Change Summary Township of Southgate

11.2.6

MMAH - Greenbelt Amendments and Revocation of the Central Pickering Development Plan - received December 16, 2022

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 December 21, 2022 (save and except items _____) as information. 

11.3.1

Town of Orangeville - Bill 23 - received November 30, 2022

11.3.2

Municipality of Magnetawan - Bill 23 - received December 8, 2022_Redacted

11.4

Closed Session (for information)

None

12.

County Report

https://www.grey.ca/news/december-8-2022-meeting-highlights

13.

Members Privilege - Good News & Celebrations

14.

Closed Meeting

• Be it resolved that Council proceed into Closed Session at [TIME] in order to address matters related to Litigation or Potential Litigation (Municipal Act, Sec. 239(2)(e)) (Subject: Court Decision to Southgate on Awarding Township Costs - verbal update); and 
  That Chief Building Official Bev Fisher, Public Works Manager Jim Ellis, Clerk Lindsey Green and Chief Administrative Officer Dave Milliner remain as required. 

• Be it resolved that Council come out of Closed Session at [TIME]. 

14.1

Litigation or Potential Litigation (Municipal Act, Sec. 239(2)(e)) (Subject: Court Decision to Southgate on Awarding Township Costs - verbal update)

15.

Confirming By-law

• Be it resolved that by-law number 2022-181 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 December 21, 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 [TIME].