Township of Southgate
Addendum Council Meeting Agenda

Wednesday, December 02, 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 amended. 

5.

Declaration of Pecuniary Interest

6.

Delegations & Presentations

6.1

Grey Bruce Ontario Health Team Presentation - SEGCHC CEO Allan Madden

Presentation to begin around 10:00 AM. 

• Be it resolved that Council receive the Grey Bruce Ontario Health Team Presentation as information.

7.

Adoption of Minutes

• Be it resolved that Council approve the minutes from the November 18, 2020 Council and Closed Session meetings as presented; and
  That Council approve the minutes from the November 24, 2020 Special Council meeting as presented. 

8.

Reports of Municipal Officers

8.1

Chief Building Official Bev Fisher

8.1.1

CBO2020-01 - Building Department Drone

• Be it resolved that Council receive staff report CBO2020-01 for information; and
  That Council direct staff to proceed with the purchase of a drone with a Flir camera at cost not to exceed $15,000 plus HST so that would be suitable for use by multiple departments; and
  That Council approves the funding of the drone from the Building Department Reserve.

8.2

Treasurer William Gott

8.2.1

FIN2020-034 2021 Cost of Living Index

• Be it resolved that Council receive Staff Report FIN2020-034 2021 Cost of Living Index as information; and
  That Council approve the application of a cost of living index of 0.7% to the Wages/Salary grid and affected agreement fees and reimbursements, effective January 1, 2021; and
  That Council approve the 2021 Wage Grid as presented.

8.3

Clerk Lindsey Green

8.3.1

CL2020-033 – 2021 Council Conference Attendance Approval

• Be it resolved that Council receive Staff Report CL2020-033 as information; and That the below conferences be approved to attend by the following members of Council:

  1. Rural Ontario Municipalities Conference (ROMA) (January 25^th and 26^th)
     (Members:______________________________________________);
  2. Ontario Good Roads Conference (OGRA) (February 22th – 25^th)
     (Members:______________________________________________);
  3. Police Services Board Annual Conference (OAPSB) (May 26^th – 29^th) (Members:______________________________________________)
  4. Ontario Association of Committees of Adjustment (OACA) (June 6^th – 10^th)
     (Members:______________________________________________);
  5. Federation of Canadian Municipalities Annual Conference (FCM) (June 3^rd – 6^th) (Members:______________________________________________);
  6. Association of Municipalities of Ontario Annual Conference (AMO) (August 15^th – 18^th) (Members:______________________________________________); and

  That the Clerk’s Office book associated conference registrations.

8.3.2

CL2020-035 - 2021 Council Meeting Calendar Approval

• Be it resolved that Council receive Staff Report CL2020-035 as information; and
  That Council approve the 2021 Council Meeting Calendar, as presented.

8.4

Public Works Manager Jim Ellis

8.4.1

PW2020-057 Rate of Speed By-law SDR 41

• Be it resolved that Council receive Staff Report PW2020-057 for information; and
  That Council consider approval of By-law 2020-142 to reduce the rate of speed on Southgate Sideroad 41.

8.4.2

By-law 2020-142 Rate of Speed By-law

• Be it resolved that by-law number 2020-142 being a by-law for setting the rate of speed of motor vehicles
  from a statutory speed limit 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.

8.4.3

PW2020-058 Sale Recommendation for Grader Unit 102

• Be it resolved that Council receive Staff Report PW2020-058 for information; and
  That Council accept the sale recommendation of grader unit 102 through GovDeals at a price of $40,000.00.

8.5

Chief Administrative Officer Dave Milliner

8.5.1

CAO2020-076 Draft Dundalk Olde Town Hall Building Sale Request for Proposals to explore Ownership Interests Report

• Be it resolved that Council receive staff report CAO2020-076 as information; and
  That Council approve the draft Dundalk Olde Town Hall Building Sale Request for Proposals (RFP) with feedback on required amendments to the document to explore interest into the private ownership, its future private use of the building, the proposed community group 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 community facility; and
  That Council direct staff to finalize the Dundalk Olde Town Hall RFP for an approval at a future Council meeting for document release to the public on January 11^th, 2021; and
  That Council direct staff to continue 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

8.5.2

CAO2020-077 Community Foundation Grey Bruce Southgate Agreement Approval

• Be it resolved that Council receive Staff Report CAO2020-077 as information; and
  That Council approve the draft Southgate Community Foundation Endowment Fund Agreement with Community Foundation Grey Bruce to establish a Township donation fund to support future community organizations requesting financial support for events and grant funding for their projects; and
  That Council approve the Southgate Donor Advised Community Agreement by Municipal By-law 2020-139 at the December 2, 2020 Council meeting.

8.5.3

By-law 2020-139 Community Foundation Grey Bruce - Donor Advised Fund Agreement

• Be it resolved that by-law number 2020-139 being a by-law to authorize an agreement between Community Foundation Grey Bruce 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. 

8.5.4

CAO2020-078 Vacancy Tax Rebate Report

• Be it resolved that Council receive Staff Report CAO2020-078 as information; and
  That Council direct staff to continue to work with the County of Grey Finance Department on the Vacancy Tax Rebate issue to ensure we have flexibility to deal with this program to prevent empty commercial and industrial buildings in Southgate.

8.5.5

CAO2020-079 Holstein Cemetery Grant Request Report

• Be it resolved that Council receive Staff Report CAO2020-079 as information; and
  That Council approve the draft Holstein Cemetery Agreement between the Holstein Cemetery Board and the Township of Southgate to support the delivery of this service in the west end of the municipality.

8.5.6

CAO2020-080 Municipal Building Space Requirement Report

• Be it resolved that Council receive Staff Report CAO2020-080 as information; and
  That Council consider this report for discussions during Township of Southgate 2021 budget discussions on municipal office spaces to support safe workspaces, the delivery of municipal service and access to public meetings.

8.5.7

CAO2020-081 ICIP Application for COVID Project Approval Report 

• Be it resolved that Council receive staff report CAO2020-081 as information; and
  That Council direct staff to develop a grant proposal submission for an Investing in Canada Infrastructure Program COVID-19 Resilience Infrastructure Stream application to relocate the Southgate Council Chambers to the Holstein Municipal Office spaces as a project for submission by December 21^st, 2020. 

8.6

Planner Clinton Stredwick

8.6.1

PL2020-055-C17-20 Cedarlane MFG Inc

• Be it resolved that Council receive Staff Report PL2020-055 for information; and
  That Council consider approval of By-law 2020-134.

8.6.2

By-law 2020-134 - ZBA C17-20 - Cedarlane MFG Inc.

• Be it resolved that by-law number 2020-134 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 Clerk, sealed with the seal of the Corporation and entered into the by-law book. 

8.6.3

PL2020-056-C18-20 Menno Hoover

• Be it resolved that Council receive Staff Report PL2020-056 for information; and
  That Council consider approval of By-law 2020-135.

8.6.4

By-law 2020-135 - ZBA C18-20 - Menno Hoover

• Be it resolved that by-law number 2020-135 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 Clerk, sealed with the seal of the Corporation and entered into the by-law book. 

9.

By-laws and Motions

9.1

By-law 2020-141- Committee of Adjustment Member Appointment for 2021

• Be it resolved that by-law number 2020-141 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.

10.

Notice of Motion

None.

11.

Consent Items

11.1

Regular Business (for information)

• Be it resolved that Council approve the items on the Regular Business consent agenda dated December 2, 2020 (save and except items _____) and direct staff to proceed with all necessary administrative actions.

11.1.1

PW2020-056 Department Report

11.1.2

FIN2020-031 Financial Report – October 2020

11.1.3

HR2020-017 – Holiday Operations

11.2

Correspondence (for information)

• Be it resolved that Council receive the items on the Correspondence consent agenda dated December 2, 2020 (save and except items _____) as information. 

11.2.1

WNP Cost of Street Light Rate Increase Notice - received November 12, 2020

11.2.2

Drinking Water and Environmental Compliance Division- COVID-19 Antigen Test Distribution - received November 12, 2020

11.2.3

LPAT Decision PL170539-NOV-13-2020 - received November 13, 2020

11.2.4

Councillor Shipston Report - Library Trustee Meeting - Fall 2020 - received November 15, 2020

11.2.5

MMAH - Enforcement of Orders under the Reopening Ontario Act 2020 - received November 16, 2020

11.2.6

GTR Ridership Stats Sept - Oct 2020 - received November 17, 2020

11.2.7

Ministry of Municipal Affairs and Housing - Ontario Rebuilding Recovery Initiative - received November 19, 2020

11.2.8

Southgate Press Release - Office Closure November 23, 2020 - received November 20, 2020

11.2.9

Gravel Watch Ontario Letter to Council - received November 21, 2020

11.2.10

Southgate Staff Memo - High Risk Contacts Protocol - received November 23, 2020

11.2.11

Frank Cowen Regional Manager, Tony Commisso regarding Bill 218, Supporting Ontario's Recovery Act, 2020 - received November 24, 2020

11.2.12

Grey County Social Services - Continuity of Emergency Evacuation Centre Operations During A Pandemic - received November 24, 2020

11.2.13

SWIFT Announces Broadband Upgrades for Grey County - received November 26, 2020

11.2.14

CSWBP - Joint News Release - received November 26, 2020

11.2.15

SVCA Correspondence - Proposed Schedule 6 of Bill 229 - Conservation Authorities

11.2.16

GRCA Correspondence - Proposed Schedule 6 to Bill 229 - Conservation Authorities

11.2.17

SVCA Correspondence - Media Release - Water Well Program

11.2.18

SVCA Media Release - Schedule 6 - Bill 229 - Conservation Authorities

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 December 2, 2020 (save and except items _____) as information. 

11.3.1

The Corporation of the Town of Fort Erie - Support of the Town of Grimsby Amendment to Bill 108 - received November 17, 2020

11.3.2

Grey County Council - November 16, 2020 Re County-wide Waste Management Program - received November 18, 2020

11.3.3

Howick Township - RE Tile Drain Loan Program - received November 19, 2020

11.3.4

Township of Huron-Kinloss - Support of the Township of Lake of Bays Municipal Insurance Policy - received November 23, 2020

11.3.5

Township of Amaranth - Support of County of Wellington Aggregate Resource Property Valuation - received November 23, 2020

11.3.6

Township of Amaranth - Support of Northumberland County Municipal Elections Act - received November 23, 2020

11.3.7

Township of Essa - Bill 229 Protect, Support and Recover from COVID19 Act - Schedule 6 - received November 24, 2020

11.3.8

Town of Shelburne Resolution - Proposed Schedule 6 of Bill 229 - Conservation Authorities

11.3.9

Town of Mono Resolution - Proposed Schedule 6 of Bill 229 - Conservation Authorities

11.3.10

Municipality of Grey Highlands - Bill 229 Protect, Support and Recover from COVID19 Act - Schedule 6 - received November 25, 2020

11.3.11

Township of Larder Lake - Province of Ontario Consider Providing Funding Support and Training - received November 25, 2020

11.4

Closed Session (for information)

• Be it resolved that Council receive the items on the Closed Session consent agenda dated December 2, 2020 (save and except items _____) as information. 

11.4.1

Staff Report FIN2020-034 2021 Cost of Living Index - Attachment 1 Only - Proposed 2021 Wage Grid – effective January 1, 2021

11.4.2

Staff Report FIN2020-034 2021 Cost of Living Index - Attachment 2 Only - 2020 Wage Grid

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 Personal Matters about an Identifiable Individual (Subject: Request Received to Waive Tax Arrears - Staff Report FIN2020-035C), Personal Matters about an Identifiable Individual (Subject: 2020 CAO Performance Review - Staff Report HR2020-018C) ; and 
  That Treasurer William Gott, HR Coordinator Kayla Best, Clerk Lindsey Green and CAO Dave Milliner remain in attendance. 

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

14.1

Agenda Item 11.4.1 - Closed Session (for information) - FIN2020-034 - 2021 Cost of Living Index - Attachment 1 Only - Proposed 2021 Wage Grid - effective January 1, 2021

14.2

Agenda Item 11.4.2 - Closed Session (for information) - FIN2020-034 - 2021 Cost of Living Index - Attachment 2 Only - 2020 Wage Grid

14.3

Personal Matters about an Identifiable Individual (Subject: Request Received to Waive Tax Arrears - Staff Report FIN2020-035C)

14.4

Personal Matters about an Identifiable Individual (Subject: 2020 CAO Performance Review - Staff Report HR2020-018C)

15.

Confirming By-law

• Be it resolved that by-law number 2020-143 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 2, 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].