Township of Southgate
Council Meeting Agenda

Wednesday, April 05, 2023

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

Holstein Council Chambers

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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 in advance of the meeting by email to [e-mail] 

4.

Confirmation of Agenda

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

5.

Declaration of Pecuniary Interest

6.

Delegations & Presentations

None

7.

Adoption of Minutes

• Be it resolved that Council approve the minutes from the March 15, 2023 Council and Closed Session meetings as presented.

8.

Reports of Municipal Officers

8.1

Fire Chief Derek Malynyk

8.1.1

FIRE2023-004-False Alarm Fee

• Be it resolved that Council receive Staff Report FIRE2023-004 for information; and
  That Council direct staff to bring forward an amendment to the Fees and Charges By-law No. 2022-180 Schedule B to include the approved MTO Rate at a future meeting of Council to allow for a fee to be charged when the Fire Department attends more then three false alarm calls at the same property within one calendar year.

8.2

Public Works Manager Jim Ellis

8.2.1

PW2023-008 Young Street and Hagan Street Parking Recommendations

• Be it resolved that Council receive Staff Report PW2023-008 for information; and
  That Council direct staff on which options to proceed with and the necessary processes involved, that staff may report back to Council for consideration.

8.2.2

PW2023-011 Holstein Dam Sluiceway Rehabilitation Approval

• Be it resolved that Council receive Staff Report PW2023-011 for information; and
  That Council approve the Holstein Dam Sluiceway Rehabilitation project to authorize B. M. Ross Engineering and Associates Limited to complete final design and initiate tendering process for works to be completed in 2023; and
  That Council approve the Holstein Dam sluiceway rehabilitation project of $275,000.00; and
  That Council authorize the redirection of the savings on the Excavator project and the paving projects, as needed, to fund the shortfall on the Holstein Dam sluiceway rehabilitation project.

8.2.3

PW2023-013 Public Works Tender Award Recommendations

• Be it resolved that Council receive Staff Report PW2023-013 for information; and
  That Council award the 2023 Crushing Loading and Hauling 16mm Granular Material to Donegan’s Haulage in the estimated amount of $494,510.00 plus HST; and
  That Council proceed with the purchase order approval from Joe Johnson Equipment for the 2024 International HV 607 chassis with automated Labrie body for a total price of $485,801.00 plus HS; and
  That Council approves funding this purchase through the addition of $192,186.64 plus HST to the 2024 Capital Budget for the collection truck chassis cost, and $293,614.36 plus HST to the 2025 Capital Budget for the Labrie body cost.

8.2.4

PW2023-014 Department Report

• Be it resolved that Council receive Staff Report PW2023-014 for information; and
  That that Council approve the Hwy 10 farmland rental for the 2023 crop season to Pinebrook Farms Inc. for the total amount payment of $22,950.00; and
  That Council approve allocation of the revenue from the farmland rental towards the purchase of required land for the entrance to EcoPark Phase 2 development from Hwy 10.

8.3

Chief Administrative Officer Dina Lundy

8.3.1

CAO2023-005 Natural Heritage Review Options

• Be it resolved that Council receive Staff Report CAO2023-005 for information; and
  That Council concur with the recommendation as determined by Grey County to hire a planning ecologist to support municipal application review funded by an increase to county planning application fees and other sources as established by Grey County.

8.4

HR Manager Kayla Best

8.4.1

HR2023-005 Office Improvements

• Be it resolved that Council receive staff report HR2023-005 for information; and
  That Council approve closing the township office for two to three days in order to complete the improvements.

8.4.2

HR2023-006 Firefighter Pay Grid Update

• Be it resolved that Council receive staff report HR2023-006 for information; and
  That Council approve the updated Firefighter Pay Grid, effective January 1, 2023.

8.5

Planner Clinton Stredwick

8.5.1

PL2023-017 Flato Glenelg Part Lot Control By-law

• Be it resolved that Council receive Staff Report PL2023-017 for information; and
  That Council consider approval of By-law 2023-033.

8.5.2

By-law 2023-033 - Part Lot Control By-law Glenelg Block 128

• Be it resolved that by-law number 2023-033 being a by-law to remove certain lands from Part Lot Control 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.

9.

By-laws and Motions

9.1

By-law 2023-032 - Wilder Lake Subdivision Street Naming By-law

• Be it resolved that by-law number 2023-032 being a by-law to name a new road located within the Wilder Lake Subdivision 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.

10.

Notice of Motion

10.1

Councillor Singh Soares - NOM - Equity, Diversity and Inclusion Committee

• Be it resolved that Council direct staff to bring back a report regarding the development of an Equity, Diversity and Inclusion (EDI) Committee of Council and draft Terms of Reference with a mandate to provide guidance in equity, diversity, and inclusion initiatives within the Township of Southgate via implementation in the upcoming Community Action Plan (CAP).

11.

Consent Items

11.1

Regular Business (for information)

• Be it resolved that Council approve the items on the Regular Business consent agenda dated April 5, 2023 (save and except items _____) and direct staff to proceed with all necessary administrative actions.

11.1.1

FIN2023-009 2022 Members of Council and Council Appointees to Local Boards and Committees Remuneration and Expenses

11.1.2

PW2023-012 Dundalk Drinking Water Adverse Sodium Notification

11.1.3

PW2023-015 Egremont Landfill Site Status Report 2021/2022

11.1.4

PW2023-016 Dundalk Transfer Station and Closed Landfill Site Biennial Operations and Monitoring Report 2021/2022

11.1.5

2023-02-14 Community Fund Management Committee Meeting Minutes

11.2

Correspondence (for information)

• Be it resolved that Council receive the items on the Correspondence consent agenda dated April 5, 2023 (save and except items _____) as information. 

11.2.1

MMAH Correspondence - Southgate 2023 Annual Repayment Limit - Received March 13, 2023

11.2.2

SVCA - Approved February 16, 2023 Meeting Minutes - received March 17, 2023

11.2.3

GRCA Correspondence - Update re O.Reg. 596-22 - received March 21, 2023

11.2.4

GRCA Correspondence - Submission of Grand River CA Progress Report 4 and Inventory of Programs & Services - O.Reg 687_21 - received March 24, 2023

11.2.5

Minister for Seniors and Accessibility - 2023 SOTY Call for Nominations - received March 28, 2023

11.2.6

AORS Correspondence - Letter to Heads of Council re Enbridge Gas proposed fee - received March 29, 2023

11.2.7

SMART Board Minutes Feb 24 2023 - received March 29, 2023

11.2.8

SVCA Correspondence - 2022 Audited Financial Statements - received March 29, 2023

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 April 5, 2023 (save and except items _____) as information. 

11.3.1

Town of Carleton - Resolution Declaring Intimate Partner Violence and Violence Against Women an Epidemic - received March 10, 2023

11.3.2

Town of Petrolia - Future Accuracy of the Permanent Register of Electors - received March 15, 2023

11.3.3

Town of Petrolia - Call to the Provincial Government to End Homelessness in Ontario - received March 15, 2023

11.3.4

City of Cambridge - Barrier for Women in Politics - received March 15, 2023

11.3.5

Lake of Bays - Municipal Oath of Office - received March 17, 2023

11.3.6

Municipality of Calvin - English Public School Boards - received March 17, 2023

11.3.7

Township of Melancthon - Upper Grand Watershed Committee - Discontinuation of Participation

11.3.8

Greater Napanee - Support to Chatham-Kent reducing Municipal Insurance Costs- received March 20, 2023

11.3.9

Municipality of West Grey - Resolution of Support Arran-Elderslie - Tile Drainage - received March 23, 2023

11.3.10

Municipality of Wawa - Resolution of Support - Insurance Rates - received March 27, 2023

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 [TIME] in order to address matters relating to Proposed or Pending Acquisition or Disposition of Land by the Municipality or Local Board (Sec 239 (2)(c)) (Subject: Surplus lands opinion of value), Personal Matters About an Identifiable Individual, Including Municipal or Local Board Employees (Sec 239 (2)(b)), Labour Relations or Employee Negotiations (Sec 239 (2)(d)) (Subject: HR matter); and
  That HR Manager Kayla Best, Clerk Lindsey Green and Chief Administrative Officer Dina Lundy remain in attendance, as required.

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

14.1

A Proposed or Pending Acquisition or Disposition of Land by the Municipality or Local Board (Sec 239 (2)(c)) (Subject: Surplus land opinion of value)

14.2

Personal Matters About an Identifiable Individual, Including Municipal or Local Board Employees (Sec 239 (2)(b)) and Labour Relations or Employee Negotiations (Sec 239 (2)(d)) (Subject: HR matter)

15.

Confirming By-law

• Be it resolved that by-law number 2023-034 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 5, 2023 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].