Township of Southgate
Council Meeting Agenda

Meeting #:
Date:	Wednesday, February 05, 2020
Time:	9:00 A.m. - 12:00 P.m.
Location:	Council Chambers

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1.

Call to Order

2.

Open Forum-Registration begins 15 minutes prior to meeting

3.

Confirmation of Agenda

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

4.

Declaration of Pecuniary Interest

5.

Delegations & Presentations

5.1

Grey County Federation of Agriculture Presentation

• Be it resolved that Council receive the Grey County Federation of Agriculture presentation as information.

6.

Adoption of Minutes

• Be it resolved that Council approve the minutes from the January 15, 2020 Council and Closed Session meetings as presented.

7.

Reports of Municipal Officers

7.1

Fire Chief Derek Malynyk

7.1.1

FIRE2020-004- Southgate Fire Prevention Officer

• Be it resolved that Council receive Staff Report FIRE2020-004 for information; and
  That Council approve the draft job description for the Southgate Fire Prevention Officer as presented; and
  That Council direct staff to review and evaluate the draft job description for the Fire Prevention Officer position through the Southgate Job Evaluation Committee for a recommended placement of the Employee Pay Grid; and
  That Council direct staff to report back to the February 19, 2020 meeting with a report from the Job Evaluation Committee and the final version of the Southgate Fire Prevention Officer job description for approval.

   

7.1.2

FIRE2020-005- Volunteer Deputy Fire Chief

• Be it resolved that Council receive Staff Report FIRE2020-005 for information; and
  That Council approve the draft job description for the Southgate Volunteer Deputy Fire Chief position as presented; and
  That Council direct staff to review and evaluate the draft job description for the Volunteer Deputy Fire Chief position through the Southgate Job Evaluation Committee for a recommended hourly rate within the Employee Pay Grid for comparison purposes; and
  That Council direct staff to report back to the February 19, 2020 meeting with a report from the Job Evaluation Committee, staff recommendation and the final version of the Southgate Volunteer Deputy Fire Chief job description for approval.

   

7.2

Deputy Clerk Lindsey Green

7.2.1

CL2020-003 – Police Service Board Request to Purchase Covert Speed Monitoring Device

• Be it resolved that Council receive Staff Report CL2020-003 as information; and
  That Council approve the Southgate Police Service Board request to participate in the joint purchase of a covert speed monitoring device with Chatsworth, Grey Highlands, and Georgian Bluffs; and
  That Council approve an upset limit of $1,500 towards to purchase of the covert speed monitoring device to be funded from the 2020 Police Service Board Budget.
  
  

7.2.2

CL2020-004 – Site Plan Amending Agreements – Orlan Martin and Misty Meadows Market Inc.

• Be it resolved that Council receive Staff Report CL2020-004 for information; and
  That Council consider approval of By-law 2020-013 and 2020-014 authorizing the entering into site plan amending agreements for Orlan Martin (SP6-18) and Misty Meadows Market Inc. (SP2-17).

7.2.3

By-law 2020-013 - SP6-19 Amending Site Plan Agreement - Orlan Martin

• Be it resolved that by-law number 2020-013 being a by-law to amend Schedule A of Site Plan Control Agreement By-law 2018-080 (SP6-18) and to repeal By-law 2019-041 and By-law 2019-118 be read a first, second and third time, finally passed, signed by the Mayor and the Deputy Clerk, sealed with the seal of the Corporation and entered into the by-law book.

7.2.4

By-law 2020-014 - SP2-17 Amending Site Plan Agreement - Misty Meadows Market Inc.

• Be it resolved that by-law number 2020-014 being a by-law to amend Schedule B of Site Plan Control Agreement By-law 2017-146 (SP2-17) and to repeal By-law 2019-159 be read a first, second and third time, finally passed, signed by the Mayor and the Deputy Clerk, sealed with the seal of the Corporation and entered into the by-law book.

7.2.5

CL2020-005-Procedural By-law Updates

• Be it resolved that Council receive Staff Report CL2020-005 for information; and
  That the amendments to the procedure by-law as outlined in this staff report be considered for approval at the February 19, 2020 Regular Meeting of Council; and
  That Council provide staff with any additional recommendations or suggestions for consideration by February 12, 2020.

7.3

Treasurer William Gott

7.3.1

FIN2020-004 2020 Funding Request

• Be it resolved that Council receive Staff Report FIN2020-004 2020 Funding Request be received as information; and

  That Council approves a grant of $2,500 to the Holstein Agro Expo and Rodeo.

7.4

Public Works Manager Jim Ellis

7.4.1

PW2020-004 Dundalk Well D3 & D4 PLC Upgrades and Replacement Tender Award

• Be it resolved that Council receive Staff Report PW2020-004 for information; and
  That Council award the Dundalk Well D3 & D4 Programmable Logic Controller (PLC) Upgrades, Replacement and Programming Tender to Summa Engineering Limited in the amount of $152,510.45 including HST.

7.4.2

PW2020-005 Municipal Sidewalk Machine Tender Award

• Be it resolved that Council receive Staff Report PW2020-005 for information; and
  That Council approve the Municipal Sidewalk Machine Tender award to Work Equipment for a refurbished 115 HP Trackless MT57 with new engine, with ribbon blower, sand/salt spreader, V plow, and water tank in the amount of $147,905.00 plus HST.

7.4.3

PW2020-007 225579 Farmland Lease for 2020 Crop Season

• Be it resolved that Council receive Staff Report PW2020-007 for information; and
  That Council direct staff to proceed with a Request for Proposal process to lease the farmland at 225579 Southgate Road 22 starting April 1^st, 2020 for the 2020 crop season.

7.4.4

PW2020-008 One Year Contract Position ES/TAPS Operator-Labourer Dundalk

• Be it resolved that Council receive Staff Report PW2020-008 for information; and

  That Council approve the internal/external posting for a one-year contract position for an ES/TAPS Operator/Labourer Dundalk.

7.4.5

PW2020-009 Cemetery Caretaker TAPS Operator/Labourer 1 Year Contract Position

• Be it resolved that Council receive Staff Report PW2020-009 for information; and
  That Council approve the internal posting of a 1-year contract position for Cemetery Caretaker TAPS Operator/Labourer (Hopeville).

7.5

Chief Administrative Officer Dave Milliner

7.5.1

CAO2020-005 Municipal Clerk Appointment

• Be it resolved that Council receive staff report CAO2020-005 as information; and
  That Council appoint Lindsey Green as the Township of Southgate’s Acting Clerk by Municipal By-law 2020-021.

7.5.2

By-law 2020-021 - Acting Clerk Appointment

• Be it resolved that by-law number 2020-021 being a by-law to appoint an Acting Municipal Clerk for the Township of Southgate be read a first, second and third time, finally passed, signed by the Mayor and the Deputy Clerk, sealed with the seal of the Corporation and entered into the by-law book. 

7.5.3

CAO2020-006 Southgate Economic Development Update Report

• Be it resolved that Council receive Staff Report CAO2020-006 as information; and
  That Council direct staff to develop a budget analysis of the 2020 Economic Development budget to ensure the costs of a summer student and a RED project could be both funded and provide that information in a report to Council.

7.5.4

CAO2020-007 Southgate Grant Funding Opportunities

• Be it resolved that Council receive Staff Report CAO2020-007 as information; and
  That Council approve that Southgate staff proceed with a RED Fund application to apply for funding to develop an Economic Development Strategic Plan for the Township of Southgate to support the Township’s business community.

7.5.5

CAO2020-008 Watra Resort Lands Update

• Be it resolved that Council receive staff report CAO2020-008 as information; and
  That Council grant a 6 and a half month extension to August 31, 2020, to allow the Watra Residents Association sufficient time to work through the Forfeited Corporate Property Act, 2015 to address ownership issues related to Watra Open Space lands and to assume the intent of the original Watra Resorts Limited Subdivision Agreement approved by the Township of Egremont in 1979.

7.5.6

CAO2020-010 Community Foundation Grey Bruce

• Be it resolved that Council receive Staff Report CAO2020-010 as information; and
  That Council provide direction to staff to proceed with setting up a Southgate Community Foundation Fund Agreement with Community Foundation Grey Bruce to establish a Township endowment fund to provide future sustainable support for Community Not-for-Profit Organizations; and
  That Council have discussions and provide staff with verbal direction as to the amount of seed funding that should be considered as a start-up fund to establish  a Southgate Community Foundation Fund; and
  That Council direct the Treasurer and the CAO to return with a report on how to budget for seed funding in 2020, as well as develop a Donor Advised Community Agreement for approval at a future Council meeting.

7.6

Planner Clinton Stredwick

7.6.1

PL2020-001- ZBA C15-19 - Emerson and Barbara Martin

• Be it resolved that Council receive Staff Report PL2020-001 for information; and
  That Council Consider approval of By-law 2020-015.

7.6.2

By-law 2020-015 - ZBA C15-19 - Emerson Martin

• Be it resolved that by-law number 2020-015 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 Deputy Clerk, sealed with the seal of the Corporation and entered into the by-law book. 

7.6.3

PL2020-002 - ZBA C18-19 - Ivan S Martin

• Be it resolved that Council receive Staff Report PL2020-002 for information; and
  That Council consider approval of by-law 2020-016.

7.6.4

By-law 2020-016 - ZBA C18-19 - Ivan Martin

• Be it resolved that by-law number 2020-016 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 Deputy Clerk, sealed with the seal of the Corporation and entered into the by-law book. 

7.6.5

PL2020-003 - ZBA C20-19 - Powdermax Inc

• Be it resolved that Council receive Staff Report PL2020-003 for information; and
  That Council consider approval of By-law 2020-017.

7.6.6

By-law 2020-017 - ZBA C20-19 - Powdermax Inc.

• Be it resolved that by-law number 2020-017 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 Deputy Clerk, sealed with the seal of the Corporation and entered into the by-law book.

7.6.7

PL2020-004 - ZBA C22-19 - 26771488 Ontario Inc.

• Be it resolved that Council receive Staff Report PL2020-004 for information; and
  That Council consider approval of By-law 2020-019.

7.6.8

By-law 2020-019 - ZBA C22-19 - 2677188 Ontario Inc.

• Be it resolved that by-law number 2020-019 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 Deputy Clerk, sealed with the seal of the Corporation and entered into the by-law book.

8.

By-laws and Motions

8.1

By-law 2020-011 - Tax Arrears Extension Agreement

• Be it resolved that by-law number 2020-011 being a by-law to authorize an extension agreement pursuant to Section 378 of the Municipal Act, 2001, as amended be read a first, second and third time, finally passed, signed by the Mayor and the Deputy Clerk, sealed with the seal of the Corporation and entered into the by-law book. 

8.2

By-law 2020-012 - Tax Arrears Extension Agreement

• Be it resolved that by-law number 2020-012 being a by-law to authorize an extension agreement pursuant to Section 378 of the Municipal Act, 2001, as amended be read a first, second and third time, finally passed, signed by the Mayor and the Deputy Clerk sealed with the seal of the Corporation and entered into the by-law book. 

9.

Consent Items

9.1

Regular Business (for information)

• Be it resolved that Council approve the items on the Regular Business consent agenda dated February 5, 2020 (save and except items _____) and direct staff to proceed with all necessary administrative actions.

9.1.1

CAO2020–009 Mount Forest Louise Marshall Hospital Renovation Project Update & Request for Funding Support

9.1.2

CAO2020-011 Southgate CAO Update January 2020

9.1.3

PW2020-006 Department Report

9.1.4

2020-01-16 Librarian CEO Report and 4th Quarter Stats

9.1.5

December 2019 Cheque Registers

9.2

Correspondence (for information)

• Be it resolved that Council approve the items on the Correspondence consent agenda dated February 5, 2020 (save and except items _____) and direct staff to proceed with all
  necessary administrative actions

9.2.1

Councillor Shipston ROMA Report - received January 26, 2020

9.2.2

Councillor Dobreen ROMA Report - received January 28, 2020

9.2.3

2020 GRCA Budget Package and Municipal Levy - received January 27, 2020

9.2.4

GCFA/BCFA Politicians Meeting Invitation - received January 27, 2020

9.3

Resolutions of Other Municipalities (for information)

9.3.1

Municipality of West Grey Saugeen Mobility and Regional Transit Resolution - received January 29, 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 address matters relating to Personal Matters about an Identifiable Individual (Subject: Tax Arrears Extension Agreements - Verbal Report), Personal Matters about an Identifiable Individual(s) (Subject: Employee Leaves Update - Staff Report CAO2020-012C); and 
  That Human Resources Coordinator Kayla Best, Treasurer William Gott, Public Works Manager Jim Ellis, Deputy Clerk Lindsey Green and CAO Dave Milliner remain in attendance. 

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

12.1

Personal Matters about an Identifiable Individual (Subject: Tax Arrears Extension Agreements - Verbal Report)

12.2

Personal Matters about an Identifiable Individual(s) (Subject: Employee Leaves Update - Staff Report CAO2020-012C)

13.

Confirming By-law

• Be it resolved that by-law number 2020-018 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 February 5th, 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].