Township of Southgate
Council Meeting Agenda

Wednesday, April 15, 2020

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

Electronic Participation

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1.

Electronic Access Information

If you wish to participate in the Council meeting electronically please wait until the start time of the meeting, then dial in with your phone using the following information: 

Phone Number: 1 [phone]

Access Code: 990 - 730 - 221 #

If the electronic system fails at 9:00 AM, and a connection or quorum of Council cannot be obtained within the first 15 minutes of the meeting, the meeting will automatically adjourn, and begin at 7:00 PM.

2.

Call to Order

3.

Confirmation of Agenda

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

4.

Declaration of Pecuniary Interest

5.

Delegations

Please note that the delegates would like the opportunity to speak to Council at a future meeting pending Council discussions. 

5.1

Robert Harris Delegation - Entrance Permit on Southgate SRD 41 

• Be it resolved that Council receive Robert Harris's delegation regarding an entrance permit on Southgate Sideroad 41 as information. 

5.2

Holstein Cemetery Board Delegation - Policy No. 3 - Brian Stevenson and John Flanagan

• Be it resolved that Council receive the Holstein Cemetery Board delegation regarding Policy No. 3 - Grants and Donations as information. 

6.

Adoption of Minutes

• Be it resolved that Council approve the minutes from the April 8, 2020 Special Council and meeting as presented.

7.

Reports of Municipal Officers

7.1

Facilities Manager Kevin Green

7.1.1

REC2020-003 Southgate Rural Lawn Maintenance Contract Award

• Be it resolved that Council receive Staff Report REC2020-003 as information; and
  That Council award the Lawn Maintenance Contract to Five Star Cleaning and Maintenance of Dundalk On.

7.2

Acting Clerk Lindsey Green

7.2.1

CL2020-011 - Accessibility Multi Year Plan and 2019 Progress Report

• Be it resolved that Council receive Staff Report CL2020-011 for information; and
  That Council approve the Township of Southgate’s Multi-year Accessibility Plan and the 2019 Accessibility Progress Report.

7.2.2

CL2020-013 – Council Calendar Amendment During COVID-19 Pandemic

• Be it resolved that Council receive Staff Report CL2020-013 for information; and
  That Council approve of amendments to the Council meeting calendar for future Council meetings during the COVID-19 pandemic and Provincial and Township of Southgate declared emergencies to begin at 9:00 AM with a backup time of 7:00 PM on the same day should electronic technology fail at the 9:00 AM attempt; and
  That the regular Council meeting schedule resume once the COVID-19 pandemic ends, the Provincial and Township of Southgate emergency declarations are lifted, and in-person Council meetings may continue.

7.3

Public Works Manager Jim Ellis

7.3.1

PW2020-024 - Hot Mix Paving Tender Award 

**Report will be included with the Addendum Agenda on Tuesday April 14, 2020**

7.4

Chief Administrative Officer Dave Milliner

7.4.1

CAO2020-030 Wellington North-Southgate Recreation Agreement Approval

• Be it resolved that Council receive staff report CAO 2020-030 as information; and
  That Council approve the new Wellington North-Southgate Recreation Agreement as presented with Wellington North Approval; and
  That Council consider approving the Wellington North-Southgate Recreation Agreement by municipal by-law at the April 15th, 2020 meeting.

7.4.2

By-law 2020-022 - Wellington North Recreation Agreement Approval

• Be it resolved that by-law number 2020-022 being a by-law to authorize an agreement between the Corporation of the Township of Wellington North and the Corporation of the Township of Southgate be read a first, second and third time, finally passed, signed by the Mayor and the Acting Clerk, sealed with the seal of the Corporation and entered into the by-law book. 

7.4.3

CAO2020-031 Southgate RED Funding Agreement Approval Report

• Be it resolved that Council receive Staff Report CAO2020-031 as information; and
  That Council approve the RED Funding application agreement for streetscaping of Downtown Dundalk, specifically for Proton Street upgrades of streetlight poles, parking lot, signage, banners, bows, benches, flower baskets, planter boxes, bike racks and waste/recycling containers; and
  That Council approve the RED Funding Agreement by Municipal By-law.

7.4.4

By-law 2020-030 - RED Funding Agreement

• Be it resolved that by-law number 2020-030 being a by-law to authorize an agreement between Her Majesty the Queen in Right of Ontario as represented by the Minister of Agriculture, Food and Rural Affairs and the Corporation of the Township of Southgate be read a first, second and third time, finally passed, signed by the Mayor and the Acting Clerk, sealed with the seal of the Corporation and entered into the by-law book.

   

7.4.5

CAO2020-032 Flato Gift Agreement with SEGCHC Southgate for Dundalk Medical Centre Project

• Be it resolved that Council receive staff report CAO2020-032 as information; and
  That Council approve Flato Gift Agreement with South East Grey Community Health Centre and the Township of Southgate Agreement as presented to support the funding the New Health Clinic Build Project in Dundalk over a 20-year period; and
  That Council consider approval of the Flato Gift Agreement at the April 15, 2020 meeting by Municipal By-law.

7.4.6

By-law 2020-029 - Flato Developments Gift Agreement

• Be it resolved that by-law number 2020-029 being a by-law to authorize an agreement between Flato Developments Inc., 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 Acting Clerk, sealed with the seal of the Corporation and entered into the by-law book. 

8.

By-laws

None

9.

Consent Agenda

9.1

Regular Business (for information)

• Be it resolved that Council approve the items on the Regular Business consent agenda dated April 15, 2020 (save and except items _____) and direct staff to proceed with all necessary administrative actions.

9.1.1

PW2020-023 Department Report

9.1.2

FIN2020-007 - Financial Impact of COVID-19

**Report will be included with the Addendum Agenda on Tuesday April 14, 2020**

9.1.3

CAO2020-029 Southgate CAO Update March-April 2020

9.1.4

March 2020 Cheque Registers

9.2

Correspondence (for information)

• Be it resolved that Council approve the items on the Correspondence consent agenda dated April 15, 2020 (save and except items _____) and direct staff to proceed with all necessary administrative actions.

9.2.1

Bill 108 Letter to Clients - DC CBC changes as of March 18 2020 - received March 18, 2020

9.2.2

County of Grey - Orchardville Bridge Environmental Assessment Notice of Completion - received March 19, 2020

9.2.3

Urgent Request from Hospice During COVID-19 Outbreak - received March 31, 2020

9.2.4

2020-02-21 SMART Board Minutes - received April 3, 2020

9.2.5

GRCA Correspondence re 2020 Budget and 2019 Audited Statements - received April 6, 2020

9.3

Resolutions of Other Municipalities (for information) 

• Be it resolved that Council approve the items on the Resolutions of Other Municipalities consent agenda dated April 15, 2020 (save and except items _____) and direct staff to proceed with all necessary administrative actions.

9.3.1

Corporation of the City of Sault Ste. Marie regarding Support for Conservation Authorities - received March 13, 2020

9.3.2

Grand Valley Letter of Support of Wellington North's resolution regarding Bill 156 - received March 13, 2020

9.3.3

Grey County Resolution Supporting 100% Canadian Wines Excise Exemption - March 16, 2020

9.3.4

Town of Grimsby - Suspend Time-of-Use Electricity Billing Resolution - received March 25, 2020

9.3.5

Municipality of Chatham-Kent Support Ban of Single Use Disposable Wipes - received March 30, 2020

9.3.6

Municipality of Chatham-Kent support Legislative Changes in Bill 132 -received March 30, 2020

9.3.7

Grey Highlands Support for Electronic Meetings - received April 2, 2020

9.3.8

Kingsville Request Ministry of Energy RE Providing Electricity Relief During COVID-19 - received April 2, 2020

9.3.9

Town of Midland - Letter to the PM re Financial Aid Plan - received April 6, 2020

9.4

Closed Session (for information)

None

10.

County Report

https://www.grey.ca/council

11.

Members Privilege - Good News & Celebrations

12.

Closed Meeting

• Be it resolved that Council proceed into Closed Session at [TIME] in order to discuss matters related to Personal Matters about an Identifiable Individual ( Subject: Ministry of Labour anonymous complaints), Employee Negotiations (Subject: Fire Department Stipend Compensation), Litigation or Potential Litigation (Subject: Information requested by the Township's Lawyer); and 
  That Acting Fire Chief Derek Malynyk, HR Coordinator Kayla Best, Public Works Manager Jim Ellis, Acting Clerk Lindsey Green and CAO Dave Milliner remain in attendance. 

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

13.

Confirming By-law

• Be it resolved that by-law number 2020-043 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 April 15, 2020 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.

14.

Adjournment

• Be it resolved that Council adjourn the meeting at [TIME].