Township of Southgate
Council Meeting Agenda

Wednesday, March 04, 2020

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

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.

Adoption of Minutes

• Be it resolved that Council approve the minutes from the February 19, 2020 Council meeting as presented.

6.

Reports of Municipal Officers

6.1

Fire Chief Derek Malynyk

6.1.1

FIRE2020-006- Volunteer Fire Fighter Appointment

• Be it resolved that Council receive Staff Report FIRE2020-006 for information; and
  That Council approve the hiring of Jodie Cordingley as an Auxillery member with the Dundalk Fire Department.

6.2

Facilities Manager Kevin Green

6.2.1

REC2020-001-Grass Tender RFQ

• Be it resolved that Council receive Staff Report REC2020-001 for information; and
  That Council approve the release of the Lawn Maintenance Contract Request for Quotations to start a process to secure a contractor to complete the work.

6.2.2

REC2020-002- Rock Climbing Wall Purchase

• Be it resolved that Council receive Staff Report REC2020-002 for information; and
  That council approve the purchase of the proposed climbing wall system from Impact Climbing in Milton, Ontario at the supplied price of $11,865 including HST and shipping.

6.3

Acting Clerk Lindsey Green

6.3.1

CL2020-008 – Request to Purchase Road Allowance

• Be it resolved that Council receive Staff Report CL2020-008 for information; and
  That Council direct staff to proceed with Option ___ as outlined in this report.

6.3.2

CL2020-009 - Request for Additional Dogs on Kennel Licence

• Be it resolved that Council receive Staff Report CL2020-009 as information; and
  That Council approve an additional 10 small dogs under Mr. Martin’s kennel licence.

6.4

Public Works Manager Jim Ellis

6.4.1

PW2020-018 Department Report

• Be it resolved that Council receive Staff Report PW2020-018 for information; and
  That Council consider approving the Automotive Materials Stewardship amending agreement by By-law number 2020-033.

6.4.2

By-law 2020-033 - Automotive Materials Services Amending Agreement

• Be it resolved that by-law number 2020-033 being a by-law to authorize an amending agreement between Automotive Materials Stewardship Inc. and 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. 

6.5

HR Coordinator Kayla Best

6.5.1

HR2020-05 – Amended Health & Safety Policy #33B – Respect in the Workplace: Harassment and Violence

• Be it resolved that Council receive Staff Report HR2020-05 for information; and
  That Council approve the changes to the Health & Safety Policy #33B, Respect in the Workplace: Harassment and Violence as presented; and
  That Council consider approval by Municipal By-law 2020-035 for the Health & Safety Policy #33B, Respect in the Workplace: Harassment and Violence as presented.

6.5.2

By-law 2020-035 - Policy No. 33B - Workplace Respect - Harassment & Violence Approval

• Be it resolved that by-law number 2020-035 being a by-law to adopt an “Occupational Health and Safety Policy – Respect in the Workplace: Harassment and Violence” known as Policy No. 33B and to repeal By-law 2019-171 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. 

6.6

Chief Administrative Officer Dave Milliner

6.6.1

CAO2020-020 - Asset Management Coordinator & Financial Analyst Description, Pay Band and Job Posting Approval Report

• Be it resolved that Council receive Staff Report CAO2020-020 as information; and

  That Council approve the job description for the position of Asset Management Coordinator & Financial Analyst as presented following the Job Evaluation Committee review; and

  That Council approve the Job Evaluation Committee review of the job description of Asset Management Coordinator & Financial Analyst to place the position in pay band 10 on the Southgate Employee Pay Grid; and

  That Council direct staff to approve and proceed with an internal and external job posting, closing March 30, 2020, with appropriate advertising.

6.6.2

CAO2020-022 Community Foundation Grey Bruce Southgate Contribution-Revenue Analysis Report

• Be it resolved that Council receive Staff Report CAO2020-022 as information; and
  That Council direct to staff to proceed with developing a draft Southgate Community Foundation Endowment Fund Agreement with Community Foundation Grey Bruce to establish a Township endowment fund to support in future community organizations with donations requests and grant funding; and
  That Council direct staff to proceed with the draft agreement with annual seed funding of $____________ for a period of __ years to establish the Southgate Community Foundation Endowment Fund; and
  That Council direct staff to finalize a Southgate Donor Advised Community Agreement for approval at a future Council meeting.

6.6.3

CAO2020-023 OGRA Conference Report

• Be it resolved that Council receive staff report CAO2020-023 as information; and
  That Council consider as part of our next visioning session meeting that we have a discussion on the issue of long term access to High Speed Communications infrastructure in rural Southgate; and
  That Council direct staff to facilitate discussions with industry experts to develop short and long term future plans for High Speed Fibre Communications Infrastructure in rural Southgate; and
  That Council consider partnerships to provide fibre optic cable installations into the rural area of Southgate through making municipal investments, seeking external funding sources and working with SWIFT to fund projects.

7.

By-laws and Motions

None

8.

Consent Items

8.1

Regular Business (for information)

• Be it resolved that Council approve the items on the Regular Business consent agenda dated March 4, 2020 (save and except items _____) and direct staff to proceed with all necessary administrative actions.

8.1.1

PW2020-015 Proton Landfill Site Monitoring Report (2018/2019)

8.1.2

PW2020-016 Ontario Good Road Association 2020 Conference Report

8.1.3

HR2020-04– Cemetery Caretaker TAPS Operator/Labourer Hopeville 1 Year Contract

8.1.4

CAO2020-019 MECP Conservation Authority Act Public Consultation Report.

8.1.5

CAO2020-021 Southgate 2019-2023 CAP - 2019 Annual Report

8.1.6

February 2020 Cheque Register

8.2

Correspondence (for information)

• Be it resolved that Council receive the items on the Correspondence consent agenda dated March 4, 2020 (save and except items _____) and direct staff to proceed with all necessary administrative actions.

8.2.1

Correspondence from Ombudsman Ontario re Open Meeting Investigation - received February 5, 2020

8.2.2

Municipal Alcohol Policy Letter to Municipalities - received Feb 12, 2020

8.2.3

County of Grey Invitation to Annual Warden's Forum - received Feb 13, 2020

8.2.4

Joint Accessibility Advisory Committee Site Visit Minutes February 12_ 2020 - received Feb 14, 2020

8.2.5

Grey County Cycling and Trails Master Plan Presentation Session Feb 27 - received Feb 14, 2020

8.2.6

Township of Southgate-Compliance results 2019 - received Feb 15, 2020

8.2.7

Bruce Power Sustainability Report - received Feb 17, 2020

8.2.8

Proposed regulatory changes under the Aggregate Resources Act - received Feb 17, 2020

8.2.9

OSHF Youth Mental Health Fundraiser - received Feb 24, 2020

8.2.10

SVCA Dec 11, 2019 Minutes and 2020 Meeting Schedule - received Feb 24, 2020

8.2.11

2020 SMART Minutes approved - received Feb 24, 2020

8.2.12

2020 SMART operational budget and contributions - received Feb 24, 2020

8.2.13

EH!tel Networks Inc. Press Release - received Feb 26, 2020

8.2.14

Dundalk Minor Hockey Association Correspondence re Hockey Amalgamation - received February 27, 2020

8.3

Resolutions of other Municipalities (for information)

• Be it resolved that Council receive the items on the Resolutions of other Municipalities consent agenda dated March 4, 2020 (save and except items _____) and direct staff to proceed with all necessary administrative actions.

8.3.1

Township of Madoc - Bill 156 - received Feb 19, 2020

8.3.2

Township of Madoc Conservation Authority Levies resolution - received Feb 19, 2020

8.3.3

Township of Madoc supporting Town of Techumseh regarding 911 mis-dials. - received Feb 19, 2020

8.3.4

Township of Puslinch - Resolution No. 2020-012 Support for Electronic Delegation - received Feb 20, 2020

8.3.5

Township of Puslinch Resolution No. 2020-010 Bill 132 - received Feb 20, 2020

8.3.6

Frontenac County Council resolution of support for Conservation Authorities - received Feb 21, 2020

8.3.7

County of Peterborough Resolution - Re Bill 156 - received Feb 25, 2020

8.3.8

Town of Bracebridge - Support for Ban of Single-Use Wipes - received Feb 25, 2020

8.4

Closed Session (for information)

None

9.

County Report

https://www.grey.ca/council

10.

Members Privilege - Good News & Celebrations

11.

Closed Meeting

None

12.

Confirming By-law

• Be it resolved that by-law number 2020-036 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 March 4, 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.

13.

Adjournment

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