Township of Southgate
Council Meeting Agenda

Wednesday, November 04, 2020

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

Electronic Participation

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1.

Electronic Access Information

If you wish to listen to 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.

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 presented.

5.

Declaration of Pecuniary Interest

6.

Delegations & Presentations

6.1

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

This delegation was received for information at the April 15, 2020 regular Council meeting where the delegates were not participating electronically. The delegates wish to speak to Council and participate electronically at this meeting.

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

6.2

Frank Cowan Company re Escalating Cost of Municipal Claims - Tony Commisso

• Be it resolved that Council receive the Frank Cowan Company Presentation as information.

7.

Adoption of Minutes

• Be it resolved that Council approve the minutes from the October 21, 2020 Council and Closed Session meetings as presented.

8.

Reports of Municipal Officers

8.1

Fire Chief Derek Malynyk

8.1.1

FIRE2020-017- Increase Cost of Dispatch

• Be it resolved that Council receive Staff Report FIRE2020-017 for information; and
  That Council approve staff to sign the new fire dispatch agreement with the Owen Sound Police Service.

8.1.2

FIRE2020-018- Fire Marque Agency Agreement

• Be it resolved that Council receive Staff Report FIRE2020-018 for information; and
  That Council consider approval of By-law 2020-129 authorizing the Fire Marque agency agreement.

8.1.3

By-law 2020-129 - Fire Marque Agency Agreement

• Be it resolved that by-law number 2020-129 being a by-law to authorize an agreement between Fire Marque Inc. and The Corporation of 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

Treasurer William Gott

8.2.1

FIN2020-029 Cemetery Update Regarding Trustee

• Be it resolved that Council receive Staff Report FIN2020-011 for information; and
  That Council consider for approval By-law 2020-127, a by-law to enter into an amended agreement with Bethel Community Cemetery; and
  That Council consider for approval By-law 2020-128, being a by-law to enter into an amended agreement with Walker Cemetery.

8.2.2

By-law 2020-127 - Trustee Agreement for Care and Maintenance Fund - Bethel Cemetery

• Be it resolved that by-law number 2020-127 being a by-law to authorize an agreement between The Corporation of the Township of Southgate and Bethel Community Cemetery 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. 

8.2.3

By-law 2020-128 - Trust Agreement for Care and Maintenance Fund - Walker Cemetery

• Be it resolved that by-law number 2020-128 being a by-law to authorize an agreement between The Corporation of the Township of Southgate and Walker Cemetery 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.

8.3

Chief Administrative Officer Dave Milliner

8.3.1

CAO2020-065 Bob Harris Entrance Report

• Be it resolved that Council receive Staff Report CAO2020-065 as information; and
  That Council consider a reconsideration of the Bob Harris entrance approval to ensure compliance with policies and to prevent future compliance issues.

8.3.2

CAO2020-066 Flato West Block 75 Senior Apartment DC Payment Schedule

• Be it resolved that Council receive staff report CAO2020-066 as information; and
  That Council approve the Southgate Development Charges payment schedule for the Flato Dundalk Meadows Inc., Block 75 Seniors Apartment Development of 50 percent paid upon issuance of the full building permit and the remainder of the DCs due prior to issuance of the occupancy permit being issued by the Chief Building Official for this project.

8.3.3

CAO2020-067 Dundalk Olde Town Hall Request for Proposals to explore Ownership Interests Report

• Be it resolved that Council receive staff report CAO2020-067 as information; and
  That Council approve that staff proceed with developing a draft Request for Proposals to explore interest into the private ownership, future private use of the building, the proposed community access/uses of the facility building and theatre spaces available, as well as municipal and community partnership(s) options for the Dundalk Olde Town Hall as a facility; and
  That Council direct staff to consult with interested community groups as part of the Dundalk Olde Town Hall transition discussions and commitments related to future use, partnerships, involvement in project fundraising and present donor support for the Dundalk Olde Town Hall upgrades.

8.4

HR Coordinator, Kayla Best

8.4.1

HR2020-016 – Building Department Multifunction Printer Purchase

• Be it resolved that Council receive staff report HR2020-016 for information; and
  That Council direct staff to proceed with using Building Department funds to purchase a multifunction printer from Excel Business Solutions for Building Department use.

8.5

Planner Clinton Stredwick

8.5.1

PL2020-047-SP12-20 Aaron and Catherine Bauman

• Be it resolved that Council receive Staff Report PL2020-047 for information; and
  That Council consider approval of By-law 2020-117 authorizing the entering into a Site Plan Agreement.

8.5.2

By-law 2020-117 - SP12-20 - Aaron Bauman

• Be it resolved that by-law number 2020-117 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. 

9.

By-laws and Motions

9.1

By-law 2020-126 - Road Widening - B2-20 - Levi, Josh and Edna Frey

• Be it resolved that by-law number 2020-126 being a by-law to establish a highway in the former Township of Egremont (Consent file B2-20) 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

Mayor Woodbury - Notice of Motion - SMART Services Extension

• Whereas Council approved resolution number 2019-794 at the December 4, 2019 regular meeting of Council directing staff to provide notice to Saugeen Mobility and Regional Transit (SMART) of the Township of Southgate's intention to withdraw from the SMART partnership as a member, and further recommendeded that member municipalities cooperatively explore amalgamation of services with Grey and Bruce Counties to deliver the SMART service; and 
  Whereas the COVID-19 pandemic has decreased the member municipalities time and efforts in exploring an amalgamation of services to deliver the SMART service, 
  Therefore be it resolved that Council direct staff to provide notice to SMART to continue with the use of their services for the period of one year. 

11.

Consent Items

11.1

Regular Business (for information)

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

11.1.1

FIN2020-027 Financial Report – September 2020

11.1.2

FIN2020-028 2020 Insurance Renewal

11.1.3

CAO2020-068 CAO Report November 4 2020

11.1.4

CAO2020-069 2019 Southgate CAO 2020 Work Plan Report and 2021 Goals

11.1.5

PW2020-054 Department Report

11.2

Correspondence (for information)

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

11.2.1

GRCA General Meeting Summary and GRCA 2021 Board Meeting Schedule

11.3

Resolutions of Other Municipalities (for information)

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

11.3.1

Township of Wellington North - Request to Pass County of Wellington Aggregate Resolution - received October 15, 2020

11.3.2

Northumberland County - Municipal Elections Act - received October 21, 2020

11.3.3

Northumberland County - Governing Body for Cannabis - received October 21, 2020

11.3.4

Northumberland County - Aggregate Resource Property Valuation - received October 21, 2020

11.3.5

Northumberland County - Unauthorized Car Rally - received October 21, 2020

11.3.6

Township of Oro Medonte - Ski Resort Support Letter with Council Motion Included - received October 22, 2020

11.3.7

Township of South-West Oxford - Assessing Aggregate Resource Properties - received October 22nd, 2020

11.3.8

Corporation of the City of Clarence-Rockland - Cannabis Stores - received October 23, 2020

11.3.9

Huron-Kinloss - Hertiage Act - received October 28, 2020

11.3.10

Huron-Kinloss - Municipal Elections Act - received October 28, 2020

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 an ongoing investigation respecting the municipality, by the Ombudsman appointed under the Ombudsman Act (Subject: Update on Ombudsman investigation on a complaint regarding the October 22, 2019 Fire Department Advisory and Support Committee meeting alleging non-compliance with open meeting rules of the Municipal Act, 2001 - Verbal report); and 
  That Clerk Lindsey Green and CAO Dave Milliner remain in attendance.  

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

14.1

Matters relating to an ongoing investigation respecting the Municipality, by the Ombusdsman appointed under the Ombusdman Act 

15.

Confirming By-law

• Be it resolved that by-law number 2020-130 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 November 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.

16.

Adjournment

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