Township of Southgate
Council Meeting Agenda

Wednesday, December 07, 2022

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

Holstein Council Chambers

123273 Southgate Road 12

Holstein, Ontario N0G 2A0

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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 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.

Public Meeting

6.1

C18-22 - Tyler Colwell - Plan 480, Blk J, Lot 1 to 2 - Geographic Village of Dundalk

6.1.1

Background

The Purpose of the proposed Zoning by-law amendment application is to permit a twenty four (24) hour gym to be located on the subject property. In addition, the by-law will provide relief from the parking requirements as required. 
The Effect of the proposed zoning by-law amendment would be to amend the provisions of the C3-54 zone that is on the subject lands to permit a 24 hours gym and the parking that is required. 

6.1.2

Application and Notice of Public Meeting

6.1.3

Comments Received from Agencies and the Public

6.1.4

Questions from Council

6.1.5

Applicant or Agent

6.1.6

Members of the Public to Speak

6.1.7

Further Questions from Council

6.2

C20-22 - EBM Farms Inc - Con 1 PT Lot 38 - Geographic Township of Proton

6.2.1

Background

The Purpose of the proposed zoning by-law amendment application is to allow for an Agricultural related use being a small scale Industrial Use shop. The owners wish to add the shop to the list of permitted uses to a new Agricultural exception zone (A1-XXX). The shop, including office and power room is proposed to be up to 750m² with outside storage of approximately 500m².
The Effect of the proposed zoning by-law amendment would be to change the zone symbol on a portion of the subject lands from Agricultural exception (A1-8) to Agricultural exception (A1-XXX), to permit the Industrial Use shop. Any Environmental Protection Zone 

6.2.2

Application and Notice of Public Meeting

6.2.3

Comments Received from Agencies and the Public

6.2.4

Questions from Council

6.2.5

Applicant or Agent

6.2.6

Members of the Public to Speak

6.2.7

Further Questions from Council

7.

Delegations & Presentations

7.1

Saugeen Valley Conservation Authority Delegation - Jennifer Stephens, General Manager

• Be it resolved that Council receive the delegation from the Saugeen Valley Conservation Authority as information. 

8.

Adoption of Minutes

• Be it resolved that Council approve the minutes from the October 5, 2022 Council and Closed Session meetings as presented; and 
  That Council approve the minutes from the November 2, 2022 Special Council meeting as presented; and 
  That Council approve the minutes from the November 21, 2022 Inaugural Council meeting as presented; and
  That Council approve the minutes from the November 23, 2022, November 28, 2022 and November 29, 2020 Special Council and Closed Session meetings as presented. 

9.

Reports of Municipal Officers

9.1

Fire Chief Derek Malynyk

9.1.1

FIRE2022-020- Firefighter Years of Service Payment

• Be it resolved that Council receive Staff Report FIRE2022-020 for information; and
  That Council approve the HR Coordinator to amend Southgate Policy #1 Personnel Policy 16 A) to separate an employee or council members years of service from their volunteer firefighter years of service.

9.2

Treasurer William Gott

9.2.1

FIN2022-034 - Replacement of Folder/Inserter

• Be it resolved that Council receive Staff Report FIN2022-034 Replacement of Folder/Inserter as information; and
  That Council authorizes the Treasurer to proceed with entering into a contract with Pitney Bowes for the lease of a folder/inserter machine for $298.33 per month for 66 months.

9.3

Clerk Lindsey Green

9.3.1

CL2022-032 – Council Members 2022-2026 Committee and Board Appointments

• Be it resolved that Council receive Staff Report CL2022-032 for information; and
  That Council appoint the following members to the Township of Southgate’s Committees and Local Boards to coincide with the 2022-2026 Term of Council:

  1. Ruth Hargrave Memorial Library Board:
     Councillor Martin Shipston, Councillor Joan John;
  2. Police Services Board:
     Mayor Brian Milne, Councillor Jim Ferguson;
  3. Public Liaison Committee:
     Councillor Jim Ferguson;
  4. Recreation Advisory Committee:
     Deputy Mayor Dobreen, Councillor Jason Rice;
  5. Community Fund Management Committee:
     Deputy Mayor Barbara Dobreen, Councillor Monica Singh Soares;
  6. Affordable-Attainable Housing Committee:
     Councillor Martin Shipston, Councillor Joan John;
  7. Wellington-North Recreation Advisory Committee:
     Councillor Jim Ferguson;
  8. Saugeen Valley Conservation Authority Board:
     Deputy Mayor Barbara Dobreen;
  9. Saugeen Mobility and Regional Transit Board:
     Councillor Monica Singh Soares;
  10. Grey County Farm Safety Association:
      Councillor Jason Rice;
  11. Lystek Public Advisory Committee:
      Deputy Mayor Barbara Dobreen;
  12. Mount Forest Doctor Recruitment Committee:
      Mayor Brian Milne;
  13. Upper Grand Liaison Committee:
      Deputy Mayor Barbara Dobreen; and

  That Councillor Martin Shipston be appointed as the Alternate County of Grey Council Representative; and
  That Council disband the Fire Department Advisory and Support Committee.

9.3.2

CL2022-033-Public Members 2022-2026 Committee and Board Appointments

• Be it resolved that Council receive Staff Report CL2022-033 for information; and
  That the following individuals be appointed to the committees and local boards as listed below:

  • Ruth Hargrave Memorial Library Board:
    1. Leigh Gorman;
    2. Muriel Scott;
    3. Pam Burgess;
    4. Deedra Watson; and
    5. Janice Kaikkonen
  • Police Service Board:
    1. Allan Dobreen
  • Public Liaison Committee:
    1. Karen Cheeseman
  • Affordable-Attainable Housing Committee:
    1. Gerry McNalty;
    2. Jordan DeJong;
    3. Carolynn Dyer;
    4. Samantha Burgoine; and
    5. Nola Marion
  • Community Fund Management Committee:
    1. Heather Renton;
    2. Carolynn Dyer
  • Fence Viewers Appointment:
    1. Brian Stevenson; and
    2. Doug Roberts
  • Livestock Evaluator Appointment:
    1. Brian Stevenson

  That Council consider approval of By-law 2022-163 to appoint Fence Viewers; and
  That Council consider approval of By-law 2022-169 to appoint a Livestock Valuer; and
  That Council approve the amended Southgate Affordable-Attainable Housing Advisory Committee Terms of Reference document as presented; and
  That Council disband the Township of Southgate Senior’s Advisory Committee at this time; and
  That staff prepare the Committee and Board appointment letters on behalf of Mayor Milne to distribute to each newly appointed committee member.

9.3.3

By-law 2022-163 - Appointment of Fence Viewers

• Be it resolved that by-law number 2022-163 being a By-law to Appoint Fence Viewers for the Township of Southgate, Pursuant to the Provisions of the Line Fences Act, R.S.O., and to repeal by-law 2019-018 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. 

9.3.4

By-law 2022-169 - Appointment of Livestock Valuers

• Be it resolved that by-law number 2022-169 being a by-law to appoint livestock valuers for 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. 

9.3.5

CL2022-034 – 2023 Council Calendar Recommendation

• Be it resolved that Council receive Staff Report CL2022-034 for information; and
  That Council provide direction to staff on 2023 Council meeting times.

9.3.6

CL2022-035 – Council Member 2023 Conference Attendance Approval

• Be it resolved that Council receive Staff Report CL2022-035 for information; and
  That Council provide direction to staff on how to proceed with members 2023 conference attendance.

9.3.7

CL2022-036 - 2023 Committee of Adjustment Appointments

• Be it resolved that Council receive Staff Report CL2022-036 for information; and
  That Council consider approval of By-law 2022-160 being a by-law to constitute and appoint members to the Committee of Adjustment for 2023.

9.3.8

By-law 2022-160 - Committee of Adjustment Member Appointments 2023

• Be it resolved that by-law number 2022-160 being a by-law to Constitute and Appoint Members to the Committee of Adjustment 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. 

9.4

Public Works Manager Jim Ellis

9.4.1

PW2022-053 - Bridge S114 Load Evaluation and Recommended Load Posting

• Be it resolved that Council receive Staff Report PW2022-053 for information; and
  That Council approve the recommendation to post Bridge S114 as a triple load posting of 12 Tonnes, 18 Tonnes and 23 Tonnes by by-law No. 2022-168; and
  That Council approves the yield to oncoming traffic signage to be posted in the westbound and eastbound lanes on Southgate Road 04 at the approaches of Bridge S114.

9.4.2

By-law 2022-168 - Bridge S114 Load Restriction

• Be it resolved that by-law number 2022-168 being a by-law to restrict the weight of vehicles passing over certain roads 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. 

9.4.3

PW2022-054 2022-2023 Winter Operational Plan

• Be it resolved that Council receive Staff Report PW2022-054for information; and
  That Council approves and endorses the 2022/2023 Southgate Winter Operations Planning Document.

9.4.4

PW2022-055 - ICIP Green 2021 Transfer Payment Agreement

• Be it resolved that Council receive Staff Report PW2022-055 for information; and
  That Council consider approving executing the ICIP Green Stream 2021 Transfer Payment Agreement by By-law No. 2022-171.

9.4.5

By-law 2022-171 - ICIP Green 2021 Transfer Payment Agreement - Victoria Street

• Be it resolved that by-law number 2022-171 being a by-law to authorize an agreement between Her Majesty the Queen in Right of Ontario 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. 

9.5

Chief Administrative Officer Dave Milliner

9.5.1

CAO2022-079 Southgate Meadows Inc. Flato North Phase 2A 3 Developments Security Reduction Report Final

• Be it resolved that Council receive staff report CAO2022-079 as information; and
  That Council approve the Flato Dundalk Meadows Inc., Flato North Phase 2A & 3 Subdivision Preliminary Acceptance of the Stages III & IV servicing work with the warranty period to begin December 1st, 2022; and 
  That Council approve the Flato Dundalk Meadows subdivision developments’ request for a security reduction of $373,934.97 based on worked completed in the Flato North residential project.

9.6

HR Coordinator Kayla Best

9.6.1

HR2022-054 - Staff 2023 Wage Grid and Steps

• Be it resolved that Council receive staff report HR2022-054 for information; and
  That Council approve a one step pay band increase for eligible employees, effective January 1, 2023; and
  That Council approve the COLA increase of 4% to the 2023 Staff Pay Grid, Council Pay Grid and Volunteer Firefighter Pay Grid, effective January 1, 2023; and
  That Council approve the COLA increase of 4% to all affected agreements and other Township established inflationary conditions, effective January 1, 2023; and
  That Council approve an additional 2.5% increase to the Staff Pay Grid as part of the initial budget adjustments in the Market Check process for 2023, effective January 1, 2023.

9.6.2

HR 2022-055 - Job Description Reviews

• Be it resolved that Council receive staff report HR2022-055 for information; and
  That Council direct staff to review Job Description updates through the Job Evaluation Committee; and
  That Council direct staff to bring back Job Evaluation Committee recommendations to a future Council meeting.

9.6.3

HR2022-056 - Health and Safety Policy

• Be it resolved that Council receive staff report HR2022-056 for information; and
  That Council approve the Health and Safety Policy #33A and Statement by municipal By-Law 2022-170; and
  That the Mayor sign the Health and Safety Policy Statement for the 2022-2023 period.

9.6.4

By-law 2022-170 - Adopt Health and Safety Policy No. 33 A

• Be it resolved that by-law number 2022-152 being a By-law to adopt a “Health and Safety Policy” known as Policy Number 33 A, 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. 

9.7

Planner Clinton Stredwick

9.7.1

PL2022-079 - Planning Application Process

• Be it resolved that Council receive Staff Report PL2022-079 for information; and
  That Council direct staff to proceed with bringing forward the various recommendations in this report for consideration at the next opportunity.

10.

By-laws and Motions

None

11.

Notice of Motion

None

12.

Consent Items

12.1

Regular Business (for information)

• Be it resolved that Council approve the items on the Regular Business consent agenda dated December 7, 2022 (save and except items _____) and direct staff to proceed with all necessary administrative actions.

12.1.1

FIRE2022-021- Volunteer Firefighter Appointment

12.1.2

FIRE2022-022- Volunteer Firefighter Retirement

12.1.3

PL2022-080 - Bill 23 Update

12.1.4

HR2022-057 - Public Works Staffing Updates

12.1.5

FIN2022-035 - 2021 Financial Statements

12.1.6

Township of Southgate 2021 Audited Financial Statements

12.1.7

Librarian CEO Report - October 2022

12.1.8

Librarian CEO Report - November 2022

12.2

Correspondence (for information)

• Be it resolved that Council receive the items on the Correspondence consent agenda dated December 7, 2022 (save and except items _____) as information. 

12.2.1

Hawks Nest Southgate Sponsor Request Letter 2023 - received October 17, 2022

12.2.2

MMAH - More Homes Built Faster Act - Bill 23 - received October 25, 2022

12.2.3

Congratulatory Letter from Premier Doug Ford - received November 15, 2022 - redacted

12.2.4

Watson and Associates - Standing Committee on Bill 23 - received November 17, 2022

12.2.5

Watson and Associates - Bill 23 Letter to Our Clients - received November 29, 2022

12.2.6

SMART - 2023 Contributions from Southgate - received November 29, 2022

12.2.7

MMAH - Response to Bill 23 Comments - received November 30, 2022

12.3

Resolutions of Other Municipalities (for information)

• Be it resolved that Council receive the items on the Resolutions of other Municipalities consent agenda dated December 7, 2022 (save and except items _____) as information. 

12.3.1

Township of Puslinch - Bill 23 Proposed Changes - received November 17, 2022

12.3.2

City of Mississauga - Bill 23 More Homes Built Faster - received November 23, 2022

12.3.3

Municipality of Lambton Shores - Bill 23 Consultation - received November 23, 2022

12.3.4

Town of Aurora - Opposition to Bill 23 - More Homes Built Faster Act 2022 - received November 24, 2022

12.3.5

Town of Aurora - Modifications to York Region Official Plan - received November 24, 2022

12.3.6

Town of Georgina - Bill 23 - received November 24, 2022

12.3.7

Norfolk County Letter Re Bill 23 - More Homes Built Faster Act, 2022 - received November 25, 2022

12.3.8

City of Stratford - VIA Rail Resolution - received November 28 2022

12.4

Closed Session (for information)

None

13.

County Report

14.

Members Privilege - Good News & Celebrations

15.

Closed Meeting

• Be it resolved that Council proceed into closed session at [TIME] in order to address matters relating to Litigation or Potential Litigation (Sec. 239(2)(e)) (Subject: Update meeting with Southgate's legal counsel), Labour Relations or Employee Negotiations (Sec. 239(2)d) and Personal Matters about an Identifiable Individual (Sec. 239(2)b) (Subject: Chief Administrative Officer Position Recruitment - Verbal Update); and
  That Township Solicitor Robert Brown of Stutz Brown and Self Professional Corporation, Treasurer William Gott, Public Works Manager Jim Ellis, Chief Building Official Bev Fisher, HR Coordinator Kayla Best, Clerk Lindsey Green and Chief Administrative Officer Dave Milliner remain in attendance. 

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

15.1

Litigation or Potential Litigation (Sec. 239(2)(e)) (Subject: Update meeting with Southgate's legal counsel)

15.2

Labour Relations or Employee Negotiations (Sec. 239(2)d) and Personal Matters about an Identifiable Individual (Sec. 239(2)b) (Subject: Chief Administrative Officer Position Recruitment - Verbal Update);

16.

Confirming By-law

• Be it resolved that by-law number 2022-167 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 December 7, 2022 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.

17.

Adjournment

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