Township of Southgate
Council Meeting Agenda

Wednesday, December 16, 2020

1:00 P.m. - 4:00 P.m.

Electronic Participation

---

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

Saugeen Valley Conservation Authority - 2021 Budget - General Manager/ Secretary-Treasurer Jennifer Stephens

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

6.2

Bruce and Grey County Community Safety and Well Being Plan - Sarah Cowley

• Be it resolved that Council receive the Grey and Bruce County Community Safety & Well Being Plan Presentation as information.

7.

Adoption of Minutes

• Be it resolved that Council approve the minutes from the December 2, 2020 Council and Closed Session meetings as presented; and 
  That Council approve the minutes from the December 9, 2020 Special Council Meeting as presented.

8.

Reports of Municipal Officers

8.1

Fire Chief Derek Malynyk

8.1.1

FIRE2020-020- Volunteer Fire Fighter Appointments

• Be it resolved that Council receive Staff Report FIRE2020-020 for information; and
  That Council approve the hiring of Harris Belanger, Brennen Lovato, Gianlucas Scorzafave, Kate Stepanov, Jason Findlayter, Roman Reggio, Thomas Watt and Kenrick Da Cunha as an Auxillery member with the Dundalk Fire Department.

8.2

Clerk Lindsey Green

8.2.1

CL2020-036 - Ombudsman Ontario Complaint - 2019 Fire Committee - Final Report

• Be it resolved that Council receive Staff Report CL2020-036 for information; and
  That Council receive the final report from Ontario Ombudsman Paul Dube regarding a meeting held by the Township of Southgate Fire Department Advisory and Support Committee on October 22, 2019; and
  That Council receive and acknowledge the recommendations of the Ontario Ombudsman, as included in the final report, to assist the Township in fulfilling future meeting obligations and enhance the transparency of Committee meetings held under the Municipal Act, 2001.

8.2.2

CL2020-037 – Adopt Community Safety and Well-Being Plan with the County of Grey, County of Bruce and participating lower-tier Municipalities

• Be it resolved that Council receive Staff Report CL2020-037 for information; and
  That Council endorses the recommended priorities and actions contained with the Community Safety and Well-Being Plan; and
  That Council approve By-law 2020-148, being a by-law to adopt the Community Safety and Well-Being Plan with the County of Grey, County of Bruce and participating lower tier municipalities, including the Township of Southgate at the December 16, 2020 Council meeting.

8.2.3

By-law 2020-148 - Adopt the Community Safety and Well-Being Plan

• Be it resolved that by-law number 2020-148 being a by-law to adopt a Community Safety and Well-Being Plan for the Township of Southgate in collaboration with the Counties of Grey and Bruce and participating lower tier Municipalities 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. 

8.3

Public Works Manager Jim Ellis

8.3.1

PW2020-060 Electronic Waste Collection and Recycling Agreement

• Be it resolved that Council receive Staff Report PW2020-060 for information; and
  That Council direct staff to sign the Electronic Waste Collection and Recycling Agreement with Electronic Products Recycling Association.

8.3.2

PW2020-061 DWQMS Management Review Meeting Minutes

• Be it resolved that Council receive Staff Report PW2020-061 for information; and
  That Council acknowledges the receipt of the 2020 Drinking Water Quality Management Standard Annual Management Review Meeting Minutes.

8.4

Chief Administrative Officer Dave Milliner

8.4.1

CAO2020-082 Dundalk Olde Town Hall Building Sale Request for Proposals Final Approval Report

• Be it resolved that Council receive staff report CAO2020-082 as information; and
  That Council approve the Dundalk Olde Town Hall Building Request for Proposals (RFP) Property Sale Report as presented; and
  That Council direct staff to release the Dundalk Olde Town Hall RFP document for distribution and advertising in early January, 2021 with a closing date of February 22, 2021 at 2:00 pm; 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 donor support for the Dundalk Olde Town Hall upgrades.

8.4.2

CAO2020-083 Southgate-Holstein Cemetery Agreement and Funding Request Report

• Be it resolved that Council receive Staff Report CAO2020-083 as information; and
  That Council approve the 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; and
  That Council consider approving the Holstein Cemetery Agreement by Municipal By-law 2020-145; and
  That Council approve the Holstein Cemetery Board funding request to support 100 percent of the fencing project and that it be allocated from the Southgate Solar fund.

8.4.3

By-law 2020-145 - Holstein Cemetery Board Agreement

• Be it resolved that by-law number 2020-145 being a by-law to authorize an agreement between the Holstein Cemetery Board 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.

8.4.4

CAO2020-084 Flato East Phase 7, 8 and 10 Site Alteration Agreement Report

• Be it resolved that Council receive staff report CAO2020-085 as information; and
  That Council approve the Flato East Phase 7, 8 & 10 Development Project Site Alteration Agreement dated December 16, 2020; and
  That Council consider approving the Flato East Phase 7, 8 & 10 Development Project Site Alteration Agreement dated December 16, 2020 by Municipal By-law 2020-149.

8.4.5

By-law 2020-149 - Flato East Phase 7, 8 and 10 - Site Alteration Agreement

• Be it resolved that by-law number 2020-149 being a by-law to authorize an agreement between Flato Dundalk Meadows 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.

8.4.6

CAO2020-085 Flato East Phase 7, 8 and 10 Development Reserve Capacity Servicing Allocation Report

• Be it resolved that Council receive staff report CAO2020-085 as information; and
  That Council approve the allocation of 177 residential units of servicing capacity for water and wastewater to the Flato East Dundalk Meadows Inc. Phase 7, 8 and 10 Residential Development Project;
  That Council consider approving the allocation of 177 residential units of servicing capacity for water and wastewater to the Flato East Dundalk Meadows Inc. Phase 7, 8 and 10 Residential Development Project by Township By-law 2020-150 at the December 16, 2020 meeting; and
  That Council authorize the Mayor and the Clerk to sign the Flato East Dundalk Meadows Inc. Phase 7, 8 and 10 Residential Development Project Final Servicing Capacity Allocation Agreement.

8.4.7

By-law 2020-150 - Flato East . Phase 7, 8 and 10 - Final Capacity Servicing Allocation Agreement.

• Be it resolved that by-law number 2020-150 being a by-law to authorize an agreement between Flato Dundalk Meadows 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

8.5

HR Coordinator Kayla Best

8.5.1

HR2020-019 – Staff Step Increases for Wages

• Be it resolved that Council receive staff report HR2020-019 for information; and
  That Council approve a one step pay band increase for eligible employees, effective January 1, 2021.

9.

By-laws and Motions

9.1

By-law 2020-147 - Conveyance of Part 3 of Plan 9652 to Canadian Fence and Hardware Inc.

• Be it resolved that by-law number 2020-147 being a by-law to convey the ownership of Part 3 of Registered Plan No. 9652 to Canadian Fence and Hardware Inc. 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. 

9.2

By-law 2020-152 - Russell Street - Block 13 - Establish as a Highway

• Be it resolved that by-law number 2020-152 being a by-law to establish a highway in the former Village of Dundalk (Russell Street, Block 13, Plan 847) 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 16, 2020 (save and except items _____) and direct staff to proceed with all necessary administrative actions.

11.1.1

PW2020-062 Southgate WRDM Costs Comparison

11.1.2

HR2020-020 – Public Works Hiring

11.1.3

November 2020 Cheque Register

11.1.4

Building, By-law and Canine Reports - November 2020

11.2

Correspondence (for information)

• Be it resolved that Council receive the items on the Correspondence consent agenda dated December 16, 2020 (save and except items _____) as information. 

11.2.1

Request regarding Bill C-213 - received November 27, 2020

11.2.2

GRCA General Membership Meeting - Nov 27, 2020 - Summary - received November 27, 2020

11.2.3

SVCA Media Release - Tree Planting - received November 30, 2020

11.2.4

SVCA 2021 Draft Budget - received November 30, 2020

11.2.5

Four Counties Labour Board Job Demand Report Nov 2020

11.2.6

SMART 2021 Budget - received December 7, 2020

11.2.7

SVCA Drinking Water Source Protection Committee Adopted Minutes Mar 25, July 24 and Oct 25, 2020 - received December 7, 2020

11.2.8

Office of the Deputy Attorney General re Certified Evidence Communication - OIC Proclamation - received December 8, 2020

11.2.9

AGCO Highlights of Recent Liquor Reforms to Support Businesses - received December 9, 2020

11.2.10

New Grey Transit Route (GTR) Schedule - received December 9, 2020

11.2.11

SWIFT Project Now Underway in Grey County - received December 9, 2020

11.2.12

Wellington North Power Q3 Report - received December 9, 2020

11.2.13

SVCA 2021 Meeting Schedule - received December 9, 2020

11.2.14

JunCtian The Starz of Southgate Dec 18 2020 Event - received December 10, 2020

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 16, 2020 (save and except items _____) as information. 

11.3.1

Region of Peel Letter to MOF re Veteran Clubs Property Tax Exemptions - received November 30, 2020

11.3.2

Municipality of West Grey Support regarding Bill 218 - received November 30, 2020

11.3.3

Township of Puslinch - Proposed Changes to the Conservation Authorities Act - Bill 229 - received December 2, 2020

11.3.4

Township of Howick - Amending the Tile Drainage Installation Act - received December 3, 2020

11.3.5

Town of Orangeville - Bill 229 - received December 8, 2020

11.4

Closed Session (for information)

None.

• Be it resolved that Council receive the items on the Closed Session consent agenda dated December 16, 2020 (save and except items _____) and direct staff to proceed with all necessary administrative actions.

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: 2021 CAO Performance Review Discussions - Staff Report HR2020-021C); and
  That HR Coordinator Kayla Best and Clerk Lindsey Green remain in attendance. 

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

14.1

Personal Matters about an Identifiable Individual (Subject: 2021 CAO Performance Review Discussions - Staff Report HR2020-021C)

15.

Confirming By-law

• Be it resolved that by-law number 2020-151 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 16, 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].