November 19, 2014 Council Agenda Township of Southgate 9 am

Transcription

1 Page November 19, 2014 Council Agenda Township of Southgate 9 am 1. Call to Order 2. Confirmation of Agenda Be it resolved that Council confirm the agenda. 3. Declaration of Pecuniary Interest 4. Delegation 5. Consent Items Be it resolved that Council approve the items on the consent agenda dated November 19, 2014 and direct staff to proceed with all necessary administrative actions. Correspondence from the Town of Collingwood re: Canada Post home to home delivery (receive for information) Smoke Free Ontario Act - New regulations in effect January 1, 2015 (receive for information) Correspondence from Grey Bruce Public Health regarding Falls Prevention Month (proclamation) South Bruce Grey Health Centre in the News October 2014 (receive for information) Township of Melancthon Official Plan (receive for information) County of Dufferin Official Plan (receive for information) Markdale Public Meeting on New Hospital (receive for information) 6. Adoption of Minutes Minutes from the November 5, 2014 Council Meeting Be it resolved that Council approve the minutes from the November 5, 2014 Council meeting as presented. 7. Business Arising Notice of Motion 9. Reports of Municipal Officers Building Manager Doug Kopp Staff Report B regarding Sale of Surplus Land - authorization (By-law ) Be it resolved that Council receive staff report B for information. Chief Administrative Officer Dave Milliner CAO Memorandum regarding Council Information Update Be it resolved that Council receive the memorandum regarding Council information update for information. Page 1 of 80

2 Page Chief Administrative Officer Dave Milliner CAO Memorandum, regarding Samsung Solar Community Liaison Committee Meeting Be it resolved that Council receive the memorandum regarding Samsung solar project Community Liaison Committee Meeting for information. Staff Report CAO regarding the final acceptance of Centennial Heights Subdivision (deferred from November 5, 2014) Be it resolved that Council receive staff report CAO ; and That Council approve the Final Acceptance of the Centennial Heights Subdivision stages 1, 2, 3 & 4 works. Staff Report CAO regarding New Building Canada Fund - Small Communities Fund Be it resolved that Council receive staff report CAO ; and That Council direct staff to proceed with preparing an application for broadband fibre optic connectivity servicing into rural Southgate by December 19, 2014, subject to further research by staff and with the condition that a third party contractor will cover 100% of the municipal funding portion budgeted at $700, Staff Report CAO regarding the Ontario Community Infrastructure Fund Bridge S20 Be it resolved that Council receive staff report CAO ; and That Council direct staff to proceed with preparing an application with a December 19, 2014 deadline for the funding to replace Southgate bridge S20 with a budgeted project cost of $1,517, Economic Development Officer Glenn Walker Staff Report EDO regarding Economic Development Update Be it resolved that Council receive staff report EDO for information. Clerk Raylene Martell Staff Report Clerk regarding Closing Toronto Street Road Allowance (By-law ) Be it resolved that Council receive staff report Clerk for information. Page 2 of 80

3 Page Clerk Raylene Martell Clerk Memorandum regarding Grey Highlands Fire agreement resolution - By-law required (By-law 92-14) Be it resolved that Council receive the memorandum regarding Grey Highlands Fire agreement resolution Bylaw required for information. Public Works Manager Jim Ellis Staff Report PW regarding Drinking Water Quality Management System (DWQMS) External Audit 2014 Be it resolved that Council receive Staff Report PW for information. Public Works Department Report dated November 19, 2014 Be it resolved that Council receive the department report dated November 19, 2014 for information. Treasurer Brenda Schenk Accounts Payable listing dated November 19, 2014 Be it resolved that Council receive the Accounts Payable listing dated November 19, 2014 for information. Finance Memorandum regarding Tile Drain Loan Rating By-law (By-law ) Be it resolved that Council receive the memorandum regarding Tile Drain Loan Rating By-law for information. Finance Memorandum regarding Dromore Drainage Works Levying By-law (By-law ) Be it resolved that Council receive the memorandum regarding Dromore Drainage Works Levying By-Law for information. Staff Report Finance regarding Jan. 1 - Jan. 30, 2014 Reconciled OPP Costs Be it resolved that Staff Report Finance be received; and That Council approve the transfer of $58, to the reserve for OPP policing. 10. By-laws and Motions By-law Re: Finance Memo Tile Drain Loan (Con 14 Lot 25 Proton) Be it resolved that By-law , being a by-law imposing special annual drainage rates upon land in respect of which money is borrowed under the Tile Drainage Act, 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. Page 3 of 80

4 Page By-laws and Motions By-law Re: Finance Memo Dromore Drainage Works Be it resolved that By-law , being a by-law to provide for maintenance and repair to the Dromore Drainage Works and for the borrowing on the credit of the municipality the amount required for such work, be read a first, second and third time, finally passed, signed by the Deputy Mayor and the Clerk, sealed with the seal of the corporation and entered into the by-law book. By-law Re: Staff Report Clerk Closing Toronto Street Road Allowance Be it resolved that By-law , being a by-law to authorize the closing of those parts of Toronto Street Plan 480 for the Village of Dundalk shown as Parts 4 and 7 on deposited plan 17R2775, 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. By-law Re: Staff Report B Sale of Surplus Land - authorization Be it resolved that By-law , being a by-law to authorize a conveyance of surplus open space lands within Registered Plan 16M-5, be read a first, second and third time, finally passed, signed by the Deputy Mayor and the Clerk, sealed with the seal of the corporation and entered into the by-law book. By-law Re: Clerk Memo Fire agreement by-law required Be it resolved that By-law , being a by-law to enter into an agreement with the Corporation of the Municipality of Grey Highlands for the provision of fire protection services, 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. 11. New/Unfinished Business 12. Members Privilege - Good News & Celebrations 13. Closed Meeting Advice that is subject to Solicitor Client Privilege (property standards matter) Be it resolved that Council proceed into closed session at am in order to address matters pertaining to advice that is subject to solicitor-client privilege (property standards matter); and That Clerk Raylene Martell and CAO Dave Milliner remain in attendance. Page 4 of 80

5 Page 14. Confirming By-law Be it resolved that By-law xx-2014, 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 19, 2014 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. 15. Adjournment Page 5 of 80

6 TOWN OF COLLINGWOOD October 20, 2014 Sara Almas, Cle~rk 97 Hurontario St. P.O. Box 157 Collingwood, ON L9Y 3Z5 Tel: (705)44!>-1030 ext Fax: (705) Canada Post 955 Highbury Ave London, ON N5Y 1A3 Attn: -and- Deepak Chopra, Chief Executive Officer Andy Paterson- Municipal Relations Mayors, Reeves, Wardens and Councils- Ontario Municipalities (via ) Re: Reconsider Decision to Eliminate Home to Home Postal Delivery During the meeting of Council held September 22, 2014, Council of the Town of Collingwood passed the following resolution: Moved by Councillor /an Chadwick, Seconded by Councillor Kevin Lloyd WHEREAS Canada Post has proposed a plan to end residential home delivery in Canada; AND WHEREAS the lack of home delivery will disadvantage many seniors and people with mobility problems and will be compounded during inclement weather; THEREFORE BE IT RESOLVED THAT the Town of Collingwood does not support the proposed plan to eliminate residential home to home delivery and herein petition Canada Post to reconsider this plan immediately and retain this valuable service for communities. AND FURTHER THAT a copy of this resolution be forwarded to the Association of Municipalities of Ontario (AMO), Federation of Canadian Municipalities (FCM), municipalities in Ontario, as well as to our local MP, MPP and representatives of Canada Post and its unions to encourage others to speak up against this plan. CARRIED (Recorded Vote 8-1) Home to home mail delivery is essential for seniors and persons with varying abilities within our community. If home to home delivery was discontinued and replaced with the community mailbox, it would deny these individuals of a fair and barrier free opportunity from accessing regular mail delivery and adversely affecting their quality of life. In addition, this change will also have a residual impact on the employees, local post offices, and economy. We are strongly urging Canada Post to reconsider their decision and are seeking support from municipalities across Ontario and the Country. Yours truly, TOWN OF COLLINGWOOD Cc Association of Municipalities of Ontario {AMO) Federation of Canadian Municipalities {FCM) Kellie Leitch MP Jim Wilson MPP Correspondence from the Town of Collingwood re: Canada Post Page 6 of 80

7 Smoke Free Ontario Act - New regulations in effect January 1, Page 7 of 80

8 Smoke Free Ontario Act - New regulations in effect January 1, Page 8 of 80

9 Smoke Free Ontario Act - New regulations in effect January 1, Page 9 of 80

10 Smoke Free Ontario Act - New regulations in effect January 1, Page 10 of 80

11 Correspondence from Grey Bruce Public Health regarding Page 11 of 80

12 Correspondence from Grey Bruce Public Health regarding Page 12 of 80

13 YOUR HEALTH IS THE CENTRE OF OUR CARING SBGHC IN THE NEWS - OC TOBER SBGHC AND BRUCE POWER CARRY OUT MOCK CODE BROWN BRUCE South Bruce Grey Health Centre (SBGHC) and Bruce Power successfully carried out a mock Code Brown Bruce, the treatment of radioac vely contaminated casual es, at SBGHC s Kincardine site on September 24. The Emergency Room at the Kincardine site is equipped with a Decontamina on Room for use during situa ons of this nature to decontaminate casual es while providing the necessary medical treatment. As the closest hospital to Bruce Power, it is essen al that we are prepared for any poten al emergencies involving radioac vely contaminated casual es, says Paul Rosebush, SBGHC President and CEO. These are very useful exercises to ensure that our staff and Bruce Power staff are equipped to handle these dangerous situa ons. Media Coverage: Kincardine News (October 16) SBGHC WELCOMES DR. DAVID HUBBS TO WALKERTON The Brockton & Area Family Health Team and SBGHC welcomed Dr. David Hubbs to Walkerton in October. Dr. Hubbs opened a full me family prac ce on October 14, 2014 in the Family Health Team, and joined SBGHC s team of physicians at the Walkerton site. Dr. Hubbs is now accep ng new pa ents into his prac ce. To register, please contact Pamila Dixon at (519) ext. 32. Photo: Back Row Jackie Hubbs, Joe Rys (Physician Recruiter Walkerton & Area Physician Recruitment), Pamila Dixon (Physician Business Manager, Brockton & Area Family Health Organiza on/team), Front Row Paul Rosebush (President and CEO, SBGHC), Dr. David Hubbs Media Coverage: Walkerton Herald Times (October 9) SBGHC CELEBRATES SAFE CARE FOR CANADIAN PATIENT SAFETY WEEK Watch our staff demonstrate how all of our departments play a role in the safety of our pa ents! h ps:// Stay connected with SBGHC! South Bruce Grey Health Centre in the News October 2014 Chesley Durham Kincardine Walkerton Page 13 of 80

14 Township of Melancthon Official Plan (receive for information) Page 14 of 80

15 County of Dufferin Official Plan (receive for information) Page 15 of 80

16 Nov. 5, 2014 Building A New Hospital For Markdale: Public Information Session Grey Bruce Health Services will host a public information session to provide the community with an update on the new Markdale hospital, and to answer any questions residents may have about the project. The provincial government announced approval for a new hospital earlier this Fall. This is an exciting and significant opportunity for GBHS and for the community, and will help ensure quality care is available in Markdale for generations to come. Date: Tuesday, Nov. 25 th Time: 7:00-8:30 p.m. Location: Annesley United Church, 82 Toronto Street South, Markdale Further information about the new hospital is on our website at gbhs.on.ca. Media Contact: Mary Margaret Crapper, Director, Communications & Public Relations Grey Bruce Health Services, ext mcrapper@gbhs.on.ca Markdale Public Meeting on New Hospital (receive for Page 16 of 80

17 Township of Southgate Minutes of Council Meeting November 5, 2014 The regular monthly meeting of the Council of the Township of Southgate was held on November 5, 2014 in the Council Chambers starting at 7 pm. Members present were Mayor Brian Milne, Deputy Mayor Norm Jack, Councillor Dennis Evans, Councillor Pat Franks, Councillor Glen Irwin, and Councillor Dale Pallister. Absent was Councillor Kim Peeters. 1. Call to Order Mayor Milne called the meeting to order and welcomed everyone in attendance. 2. Confirmation of Agenda Moved by Councillor Dale Pallister, seconded by Deputy Mayor Norm Jack; Be it resolved that Council confirm the agenda as amended to move the Fire Chief report to the beginning of Section 8. Carried. No Declaration of Pecuniary Interest No one declared a pecuniary interest relative to any item on the agenda at this time. 4. Consent Items Durham & Community Health Care Foundation - Fall 2014 Thanksgiving Issue (receive for information) Grand River Conservation Authority Current - October 2014 (receive for information) Grey County Committee Minutes from Wednesday October 22, 2014 (receive for information) June Callwood Outstanding Achievement Award (receive for information) Dundalk Sewage Treatment Works Inspection Report from MoE (receive for information) Letter of acknowledgement from R.J. Burnside regarding Petition for Drainage Works Southgate Sideroad 75 (receive for information) Moved by Councillor Pat Franks, seconded by Councillor Glen Irwin; Be it resolved that Council approve the items on the consent agenda dated November 5, 2014 and direct staff to proceed with all necessary administrative actions. Carried. No Page 1 of 6 Minutes from the November 5, 2014 Council Meeting Page 17 of 80

18 Township of Southgate Minutes of Council Meeting November 5, Adoption of Minutes October 22, 2014 Council Minutes Moved by Councillor Dale Pallister, seconded by Councillor Pat Franks; Be it resolved that Council approve the minutes from the October 22, 2014 Council meeting as presented. Carried. No Business Arising None. 7. Notice of Motion Councillor Dennis Evans presented a Notice of Motion regarding an update on the SPIRG legal costs payment. Moved by Councillor Dennis Evans, seconded by Councillor Pat Franks; Be it resolved that Council direct staff to request an update from Robert G. Doumani of Aird & Berlis LLP, the legal counsel representing Southgate Public Interest Research Group (SPIRG), regarding the fundraising activities to resolve the court awards and legal costs payable to the Township of Southgate in response to the building permit appeal process. Carried. No Reports of Municipal Officers Chief Fire Official John Thompson A memorandum regarding Volunteer Fire Fighter Appointments was presented by Fire Chief Thompson at this time as per the amended agenda. He clarified that the last clause in the resolution included in the memorandum was incorrect due to the Lame Duck hiring restrictions and that the correct resolution was provided on the screen. Moved by Deputy Mayor Norm Jack, seconded by Councillor Pat Franks; Be it resolved that Council receive the memorandum regarding Volunteer Fire Fighter Appointments for information; and That Council approve the promotion of Mitchell DaCruz from auxiliary fire fighter to volunteer fire fighter; and That Council are hereby notified of the decision to hire Jaime Galbraith, Derek Malynyk, Robert Button, Mike Walker and Michael Azevedo as auxiliary fire fighters for the Dundalk Fire Department. Carried. No Page 2 of 6 Minutes from the November 5, 2014 Council Meeting Page 18 of 80

19 Township of Southgate Minutes of Council Meeting November 5, 2014 Chief Administrative Officer Dave Milliner Staff Report CAO regarding Final Acceptance of Centennial Heights Subdivision was presented by Dave Milliner who requested that Council defer receipt of this report until the November 19, 2014 Council meeting. Moved by Councillor Glen Irwin, seconded by Councillor Pat Franks; Be it resolved that Council defer staff report CAO until November 19, 2014 Council meeting. Carried. No Staff Report CAO regarding the Fire Chief Stepping Down and a Request for Transfer was presented for Council s consideration. Chief Thompson addressed Council and thanked them for their support and guidance throughout his service with the Dundalk Fire Department and advised that he was available for mentorship of the future Chief. The Chief s wife, Joanne Thompson, requested the opportunity to speak to Council. Mayor Milne inquired whether Council would like to suspend the provisions of the procedural by-law to allow Mrs. Thompson to address Council. All of Council present indicated their agreement. Mrs. Thompson thanked Council for all of their support to her husband over the years. Council thanked Chief Thompson for his many years of dedicated service to this Township. Moved by Deputy Mayor Norm Jack, seconded by Councillor Dennis Evans; Be it resolved that Council receive staff report CAO ; and That Council direct staff to proceed with developing a transition and recruitment process for approval by the new Southgate Council; and That Council approve reducing the working hours for John Thompson as Southgate Fire Chief with the Fire Department Captains taking on extra duties. Carried. No Staff Report CAO regarding the Municipal Solicitor Services Selection was presented for Council s consideration. Moved by Councillor Glen Irwin, seconded by Councillor Dale Pallister; Be it resolved that Council receive staff report CAO as presented; and That Council approve the appointment of Stutz, Brown & Self Professional Corporation as Southgate s Municipal Solicitor for general legal services; and That Council approve retaining the legal firms Oldfield Greaves for specialized rural agriculture Ontario Municipal Board cases and Weir Foulds for significant legal planning matters and litigation. Carried. No A memorandum regarding Rural Internet changes by Industry Canada was presented by CAO Milliner for information. Mayor Milne clarified that the IT department at Grey County advised that this would not affect the residents of this County. Moved by Councillor Dennis Evans, seconded by Deputy Mayor Norm Jack; Be it resolved that the memorandum regarding Rural Internet Service be received for information. Carried. No Page 3 of 6 Minutes from the November 5, 2014 Council Meeting Page 19 of 80

20 Township of Southgate Minutes of Council Meeting November 5, 2014 Facilities Manager Kevin Green Staff Report Rec regarding the Recreation Facilities Operator Hiring Recommendation was presented by CAO Milliner in Manager Green s absence. Moved by Councillor Dale Pallister, seconded by Councillor Pat Franks; Be it resolved that Council receive staff report Rec for information. Carried. No Public Works Manager Jim Ellis Staff Report Public Works regarding the Dundalk Sidewalk Winter Control Operations was presented for Council s consideration by Foreman Phil Wilson in Manager Ellis absence. Moved by Councillor Glen Irwin, seconded by Councillor Pat Franks; Be it resolved that Council receive staff report ; and That Council approve the recommendation for the rental of a Municipal Tractor from Work Equipment Ltd., to provide sidewalk snow maintenance equipment support for the Dundalk sidewalk winter control for the winter season. Carried. No Staff Report Public Works regarding the 2015 Collection Calendar was presented as a follow up to the report presented at the October 22, 2014 Council meeting. Moved by Councillor Glen Irwin, seconded by Councillor Dennis Evans; Be it resolved that staff report Public Works be received; and That Council approve the 2015 Collection Calendar for printing with Print One and distribution throughout the Township with Canada Post. Carried. No Staff Report Public Works regarding a No Winter Maintenance Posting on Southgate Sideroad 41 from Southgate Road 04 to Wellington Street was presented for Council s approval. Moved by Councillor Dennis Evans, seconded by Councillor Pat Franks; Be it resolved that staff report be received; and That Council approve the recommendation to post No Winter Maintenance signage on Southgate Sideroad 41, just south of Southgate Road 04 to the bend at Wellington Street. Carried. No Public Works Staff Report regarding an RFP for Electrical Services we presented due to the retirement intentions of Elvin Martin. Moved by Councillor Pat Franks, seconded by Deputy Mayor Norm Jack; Be it resolved that staff report Public Works be received; and That Council approve the Request for Proposal for Electrical Services Contractor. Carried. No Page 4 of 6 Minutes from the November 5, 2014 Council Meeting Page 20 of 80

21 Township of Southgate Minutes of Council Meeting November 5, 2014 Staff Report Public Works regarding an RFQ for Single Axle Haulage Contractor was presented for Council s consideration. Moved by Councillor Dennis Evans, seconded by Councillor Glen Irwin; Be it resolved that staff report Public Works be received; and That Council approve the Request for Quote for Single Axle Haulage Contractor Services. Carried. No The Public Works Department Report dated November 5, 2014 was presented for information. Foreman Wilson also advised that the barricades on the Southgate- Melancthon Townline bridge have been completed. Moved by Councillor Pat Franks, seconded by Deputy Mayor Norm Jack; Be it resolved that Council receive the Public Works Department Report for November 5, 2014 as information. Carried. No Treasurer Brenda Schenk A memorandum from Treasurer Schenk regarding the Fees and Charges By-law was presented as a follow up to the October 22, 2014 review of the fees and charges and as a prelude to By-law which is included under By-laws and Motions. Moved by Councillor Glen Irwin, seconded by Councillor Pat Franks; Be it resolved that the memorandum regarding the fees and charges by-law be received for information. Carried. No Staff Report Finance regarding the Monthly Financial Report September 30, 2014 and projection to December 31, 2014 was presented for Council s information. Moved by Councillor Dennis Evans, seconded by Deputy Mayor Norm Jack; Be it resolved that Council receive staff report Finance for information. Carried. No The Accounts Payable listing dated November 5, 2014 was available for Council s perusal. Moved by Councillor Pat Franks, seconded by Councillor Dennis Evans; Be it resolved that Council receive the Accounts Payable listing dated November 5, 2014 for information. Carried. No By-laws and Motions By-law Fees & Charges By-law Moved by Councillor Dennis Evans, seconded by Councillor Glen Irwin; Be it resolved that By-law , being a by-law to establish fees and charges for certain services provided by 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. Carried. No Page 5 of 6 Minutes from the November 5, 2014 Council Meeting Page 21 of 80

22 Township of Southgate Minutes of Council Meeting November 5, New/Unfinished Business None. 11. Members Privilege - Good News & Celebrations Councillor Irwin advised that the Dundalk and Egremont Transfer stations are now equipped with a used clothing donation container in support of the Canadian Diabetes Foundation. Councillor Pallister announced that there was a Hanover revitalization meeting being held in Hanover on November 6, 2014 at 7 pm if anyone wished to attend and gain insights on downtown revitalization priorities. Councillor Evans invited everyone to a Come and Go retirement celebration for Librarian Dianne Dean at the Southgate Ruth Hargrave Memorial Library on November 27, 2014 from 2 5 pm. Deputy Mayor Jack read a prepared statement congratulating the newly elected Council and stressing the importance of the Council Code of Conduct and rules of etiquette to foster good working relationships. Mayor Milne announced that a public information session regarding the new Hospital in Markdale would be held on Tuesday November 25, 2014 at 7 pm at the Annesley United Church in Markdale. Mayor Milne also announced that tickets were available from Wayne Caughill for the Proton/Egremont Federation of Agriculture Annual General Meeting being held November 14, 2014 at 6 pm at the Egremont optimist Hall in Holstein, and that former Mayor Don Lewis would be speaking on his work in Guatamala. 12. Confirming By-law Moved by Councillor Dennis Evans, seconded by Deputy Mayor Norm Jack; Be it resolved that By-law , 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 5, 2014 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. Carried. No Adjournment Moved by Councillor Dale Pallister, seconded by Councillor Glen Irwin; Be it resolved that Council adjourn the meeting at 8:11 pm. Carried. No Mayor Brian Milne Clerk Raylene Martell Alternative formats of this publication are available upon request. Page 6 of 6 Minutes from the November 5, 2014 Council Meeting Page 22 of 80

23 Township of Southgate Phone: Administration Office Toll Free: RR 1, Grey Road 9 Fax: Dundalk, ON N0C 1B0 Web: STAFF REPORT B Title of Report: Sale of Surplus Land authorization Department: Building Date: November 19, 2014 Recommendation Be it resolved that Council receive staff report B for information. Background Staff report B was presented at the June 19, 2013 Council meeting regarding a sale of surplus land to reduce the size of the east stormwater management block in the Hoffman subdivision. The following motion was passed. Moved by Councillor Kim Peeters, seconded by Councillor Pat Franks; Be it resolved that Council approve the sale of surplus land to reduce the size of the east storm water management block in the Hoffman Subdivision, following policies with respect to the sale and other disposition of land as per By-law No Carried. No Staff report B was presented at the May 21, 2014 Council meeting regarding the acceptance of an offer on the surplus lands. It was noted that the property had been appraised and that the property was posted in the Mount Forest Confederate and the Dundalk Herald. The following motion was passed. Moved by Councillor Kim Peeters, seconded by Councillor Pat Franks; Be it resolved that Council accept the offer from H. Bye Construction of $ plus survey and legal costs for the 15m strip of land known as Block 41 of Plan 16M-5 in the Hoffman Subdivision. Carried. No Staff Comments A survey has since been completed and registered for this property and as such, all requirements under By-law have been met. By-law is included under By-laws and Motions to finalize this sale. Financial Impact or Long Term Implications There are no negative financial implications as a result of this sale as all costs are borne to the purchaser. Staff Report B regarding Sale of Surplus Land - Page 23 of 80

24 Communications & Community Action Plan Impact: This report has been written and presented to Council to provide information to Council and the public. Concluding Comments Staff recommends that Council pass By-law under By-laws and Motions later in the meeting. Dep t Head: Doug Kopp, CBO CAO approval: Dave Milliner, CAO Staff Report B regarding Sale of Surplus Land - Page 24 of 80

25 MEMORANDUM Grey County Road 9 RR 1 Dundalk, Ontario N0C 1B0 Phone: ext dmilliner@southgate.ca Township of Southgate Administration Department DATE: June 27, 2014 TO: Council FROM: Dave Milliner, CAO RE: Council Information Update Recommendation: Be it resolved that the memorandum regarding a Council update be received for information. Comments: The Grey County CAO s have been working on a training program for developing future municipal supervisors. The attached document is a course outline developed with Georgian College in Owen Sound and will be started in January, Introduction of Southgate s new Librarian CEO Jenna Helder. Dave Milliner, CAO Attachments: Attachment #1: Georgian Course on Supervisory Skills Municipal Series CAO Memorandum regarding Council Information Update Page 25 of 80

26 Attachment # 1 - CAO Memo Council Information Update Supervisory Skills- Municipal Series January to June Owen Sound location Municipal Employees Module 1: The Supervisor's Role(s) and Responsibilities (6 hours) This module explores the role of the supervisor and the importance and impact of the supervisor on individual, group and corporate success. Leadership styles, attitudes, behaviours, and skills required for successful supervision will be discussed. Module 2: Communicating Effectively (6 hours) To develop a good working relationship and maintain a spirit of rapport and teamwork, supervisors require effective communication skills. Improve relationships at work by understanding voice dynamics and body language, learning how to listen, question, and give feedback. Module 3: Leading Effective Meetings (6 hours) A well-planned meeting that accomplishes its objectives is time well spent. When conducted properly, meetings are the principal means for getting human learning and work done. This course will cover easy techniques on now to run a successful meeting. Module 4: Developing Effective Teams (6 hours) A successful supervisor is one who builds and maintains an effective team. This workshop will help the supervisor understand the development phases of a team and how to lead a team through these phases in order CAO to Memorandum reach peak regarding performance. Page 26 of 80 Council Information Update

27 Module 5: Coaching and Motivating (6 hours) Motivation and skills development are two key factors that directly impact the productivity of your staff and their commitment to achieving excellence on the job. This workshop will provide you with the tools and techniques needed to motivate and inspire your staff while gaining their commitment to the coaching process. Module 6: Managing Conflict and Anger (6 hours) Conflict is natural and it is up to you, as a supervisor, to respond to conflict situations quickly and professionally. Building on the skills learned in the Communicating Effectively module, you will learn how to resolve conflicts and how to manage anger in yourself and others in this workshop. Module 7: Leading a Multi-Generational Workforce (6 hours) Engaging employees of all ages creates healthy work environments and increased productivity for organizations. Today's supervisors are required to lead a more diverse workforce comprised of employees of all ages. This course introduces participants to practical best practices for engaging and leading a diverse multi-generational workforce. Each module will include an application exercise. Each module will be delivered one day/month- 9-4pm- January 9, February 6, March 6, April 10, May 1, June 5 & at the Grey County Building Minimum 14 students maximum 16 Integration of people from the county municipal sectors as guest speakers or team teachers All participants completing any six modules will receive an Attestation of Completion from Georgian College Cost including materials and lunch for a minimum group of 14 maximum 16 will be $590 pp plus HST. Georgian will invoice monthly. Additional sessions will be developed based on Supervisor feedback for topics such as Having Difficult Conversations, and Understanding the Role of the Ministry of Labour Approval Ruth Coursey Barb Carriere Contact: Barb Carriere- Ba rb,carrlere@georgiancollege,ca x 2021 CAO Memorandum regarding Page 27 of 80 Council Information Update

28 MEMORANDUM Grey County Road 9 RR 1 Dundalk, Ontario N0C 1B0 Phone: ext dmilliner@southgate.ca Township of Southgate Administration Department DATE: November 19, 2014 TO: Council FROM: Dave Milliner, CAO RE: Samsung Solar Community Liaison Committee Meeting Recommendation: Be it resolved that this memorandum regarding Samsung solar project Community Liaison Committee Meeting be received for information. Comments: Samsung is hosting a Southgate Solar LP Community Liaison Committee meeting on November 18, 2014 from 6:00 to 9:00 pm at the Egremont Optimist Building. This meeting is open to the public and is organized by the project consultant s, Dillon Consulting. The developer Gengrowth, has invited Public Works Manager Jim Ellis and I to participate as part of the committee. We will be representing Southgate s interest regarding the road use and any issues that arise related to the approved agreement with the municipality. Dave Milliner, CAO CAO Memorandum, regarding Samsung Solar Community Page 28 of 80

29 Township of Southgate Phone: Administration Office Toll Free: Grey Road 9, RR 1 Fax: Dundalk, ON N0C 1B0 Web: Staff Report CAO Title of Report: Final Acceptance of Centennial Heights Subdivision Department: Administration Council Date: November 19, 2014 Council Recommendation: Be it resolved that Council receive staff report CAO ; and That Council approve the Final Acceptance of the Centennial Heights Subdivision stages 1, 2, 3 & 4 works. Background: As part of a subdivision development process, the proponent must construct and have inspections completed by an engineer to certify the installation of all services to design specification and Ontario Provincial Standards or industry approved practices. The servicing of a subdivision has four stages to complete the municipal services part of the projects development in the public right of way (ROW). The break down of the four stages are: Stage 1 All underground works including storm and sanitary sewers, watermain, electrical, natural gas, telephone and cable TV servicing. This also includes storm, sanitary and water service connections to the residential property line. Stage 2 All road works up to and including granular road base, curbs, gutters and base course asphalt. Stage 3 Completion of electrical distribution. Stage 4 Final asphalt installed, sidewalks, street lighting and all other services in the subdivision agreement. The Centennial Heights project was started by Southgate Council approval of the subdivision agreement authorized by By-law at the May 10, 2006 Council meeting. The subdivision was developed by Paul Lisanti through a numbered company, Ontario Inc. The project was engineered by RJ Burnside from Orangeville. The inspection of the subdivision servicing was completed by RJ Burnside and Triton Engineering. Staff Report CAO regarding the final acceptance of Page 29 of 80

30 Staff Comments: The stage 1 and 2 work was certified by RJ Burnside and notice was provided to Triton Engineering by way of the attached letter dated July 20, At the September 5, 2007 Committee of the Whole meeting, Council approved the following resolution: Moved by Deputy Mayor Brian Milne, seconded by Mayor Don Lewis; Be it resolved that Council grant Preliminary Acceptance of the applicable services for Stage 1 and Stage 2 pursuant to section 8.3 of the subdivision agreement between the Township of Southgate and Ontario Inc for the Centennial Heights Subdivision, Dundalk. Carried. No The stage 3 work was certified by RJ Burnside and notice was provide to Triton Engineering by way of the attached letter dated November 12, Further a letter dated November 13, 2014, from Hydro One confirming the construction in the Centennial Heights subdivision was in accordance with Hydro One Network Inc s. distribution standards is attached to this report. At the November 21, 2007 Committee of the Whole meeting, Council approved the following resolution: Moved by Mayor Don Lewis, seconded by Councillor Jim Frew; Be it resolved that Council grant Preliminary Acceptance for Centennial Heights Subdivision, Stage III Municipal Services and that the one-year guarantee and maintenance period commence as of November 12, Carried. No The stage 4 work was inspected by Triton Engineering after the developer s consultant was dismissed prior to this work being completed. Preliminary acceptance of stage 4 work was granted by Southgate Council on November 28, 2012 to approve the following: 1. Grant Preliminary Acceptance of Stage 4 Servicing; 2. Commence a one year maintenance period for Stage 4 servicing; 3. Reduce the project securities held by the Township of Southgate from approximately $364, to the minimum amount of $30, based on the most recent site inspection and the identified deficiencies; and 4. After one year maintenance period is complete, and all deficiencies dealt with, grant Final Acceptance to Stage 1, 2, 3 and 4 services. The Council resolution approved was: Moved by Councillor Pat Franks, seconded by Councillor Dennis Evans; Be it resolved that Council grant preliminary acceptance of Stage 4 servicing in the Centennial Heights Subdivision; and further, commence a one year maintenance period for Stage 4 servicing; and further, reduce the project securities held by Southgate from approximately $364,000 to $30,000. Carried. No Staff Report CAO regarding the final acceptance of Page 30 of 80

31 Attached to this staff report is a letter dated October 16, 2014, received from Triton Engineering, recommending Southgate grant Final Acceptance to Stage 1, 2, 3 and 4 services, provided there are no outstanding accounts with the Developer. The outstanding accounts have been reconciled. Financial Impact or Long Term Implications There is no financial impact as a result of this report other than assumption of the subdivision to provide residential services and future maintenance of the infrastructure. Communications & Community Action Plan Impact: This report has been written and presented to Council to communicate accurate information to the public. Southgate Goal #1-A Trusted, Timely, Transparent, Decision Making. Concluding Comments Staff recommend that Council approve final acceptance of the Centennial Heights subdivision. Respectfully Submitted, CAO approval: Dave Milliner CAO dmilliner@southgate.ca x223 Attachments: Attachment #1 Letter from RJ Burnside dated July 20, 2007 Attachment #2 Letter from RJ Burnside dated November 12, 2007 Attachment #3 Letter from Hydro One dated November 13, 2007 Attachment #4 Letter from Triton Engineering dated October 16, 2014 Staff Report CAO regarding the final acceptance of Page 31 of 80

32 R. J. Burnside & Assoc; '<!s Limited 15 Townline Orangeville ON L9W 3( Canada I telephone!519) fax!5h,,.:~ fb BURNSiDE (THE DIFFEREIICE IS OUR PEOPLE) web Attachment I # 1 CAO I f - I I July 20, 2007 Via & Mail Triton Engineering Services Ltd. 105 Queen Street West, Unit 14 Fergus, ON N1M 1S6 Attention: Re: Mr. Dale Murray Centennial Heights Subdivision Township of Southgate Plan 20M 765 File No. A4130A Burnside File No. S-49 Dear Mr. Murray, On behalf of our client, Ontario Inc, we hereby certify that all Town works regarding the Centennial Heights Subdivision have been generally constructed in accordance with the approved Engineering Drawings and as per the Township of Southgate Standards. The watermain has been in service for over six months and the Township is in possession of all test results. Town Staff recently inspected all mainline valves and curb stops. Four of the curb stops were noted as being bent or having dirt in them. These will be addressed at the time of connection by the builder. Three mainline valves will require either maintenance or replacing due to operating difficulties. The contractor has been notified and will be servicing these in the next week. The sanitary sewer was video inspected on May 29, A copy of the video and report is attached to this letter. There are some deficiencies noted in the report that should be addressed prior to final acceptance, however they do not have a significant impact on the functionality of the sewer. The storm pond is constructed and all control structures are functioning as per design. The seeding has been applied but total ground cover is not yet established. The landscaping and perimeter fence will soon be completed. Staff Report CAO regarding the final acceptance of Page 32 of 80

33 Mr. Dale Murray July 20, 2007 Page2of2 As per Sections 8.2 and ofthe Subdivision Agreement, we are hereby confirming that all works noted as Stage 1 and Stage 2 services are now complete and Stage 3 services are underway. By way of this letter we hereby request that the Township of Southgate grant Preliminary Acceptance for the above noted subdivision and also request that building permits be issued accordingly. If you have any questions or concerns regarding this subdivision, please do not hesitate to contact the undersigned. Yours truly, R. J. Burnside & Associates Limited ) ~ ~fb~u.c_ Peter Bruce Project Coordinator PB:hl En c. cc : Dave Milliner Township of Southgate Paul Lisanti murr.doc :30:00 AM Staff Report CAO regarding the final acceptance of Page 33 of 80

34 Attachment # 2 - Cao R. J. Burnside & Associates limited 15 Townline Orangeville ON l9w 3R4 Canada telephone (519) fax (519) web BURNSIDE November 12, 2007 Via & Mail Triton Engineering Services Ltd. 105 Queen Street West, Unit 14 Fergus, ON N1M 1S6 Attention: Re: Mr. Dale Murray Centennial Heights Subdivision Township of Southgate Requirements for Occupancy Plan 20M 765 File No. A4130A Burnside File No. S-49 Dear Mr. Murray, On behalf of our client, Ontario Inc. and per Sections 8.2 and of the Subdivision Agreement, we are hereby confirming that all works noted as Stage 3 services are now complete. Stage 3 work covers the Electrical Distribution System. The certification letter from Hydro One is attached for your records indicating that the system is installed and energized as per the approved design. We are also confirming that all driveway cuts are at the approved locations per Section , all easements have been registered per Section and fencing per Section is also provided. Water meter "rough-in", Lot Grading Certification, granular base for driveways, and either topsoil and sod or increased deposit should be confirmed and obtained from the builder. Staff Report CAO regarding the final acceptance of Page 34 of 80

35 Mr. Dale Murray November 12, 2007 Page 2 of 2 By way of this letter we hereby request that the Township of Southgate grants occupancy permits for the above noted subdivision based on the completion of overall site works. Individual builder requirements on a per lot basis are not included in this certification. If you have any questions or concerns regarding this subdivision, please do not hesitate to contact the undersigned. Yours truly, R. J. Burnside & Associates Limited Peter Bruce Project Manager PB:hl En c. cc: Doug Kopp, Township of Southgate Dave Milliner, Township of Southgate Paul Lisanti murr-Stage3.doc :06:00 PM Staff Report CAO regarding the final acceptance of Page 35 of 80

36 Attachment # 3 - CAO November 13, 2007 Hydro One Networks Inc. 40 Olympic Drive Dundas, Ontatio L9H 7P5 www: HydroOne.com hydro~ one RJ Burnside 15 Townline Orangeville Ontario L9W3R4 Attention: Mr Bruce With regards to Centennial Heights subdivision, I've had discussion with the Lines Trades Supervisor in Alliston. This letter is to confirm that the construction in the Centennial Heights subdivision has been completed in accordance with Hydro One Network Inc's distribution standards with no hazard as determined by HONI and that approved equipment was used. Furthermore, we concur the system has been installed as per our design and the subdivision has been energized. I trust this is all the information you require. Please feel free to call should you have any further questions. Thank you, Nicole faa~ Nicole Faas Customer Support Supervisor Dundas Field Business Centre Staff Report CAO regarding the final acceptance of Page 36 of 80

37 TRITON ENGINEERING SERVICES LIMITED Consulting Engineers 1 05 Queen Street West, Unit 14 Fergus Ontario N 1M 1 S6 Tel: (519) Fax: (519) info@tritoneng.on.ca Attachmnet # 4 - CAO ORANGEVILLE FERGUS GRAVENHURST October 16,2014 Township of Southgate Grey Road 9 R.R. 1 DUNDALK, Ontario NOC1BO Attention: Dave Milliner Chief Administrative Officer RE: TOWNSHIP OF SOUTHGATE CENTENNIAL HEIGHTS SUBDIVISION FINAL ACCEPTANCE STAGES 1, 2, 3 and 4 WORKS OUR FILE: A4130A Dear Sir: Consistent with Clause 12 of the Subdivision Agreement, we wish to confirm the following: i) All applicable services have been installed; ii) iii) iv) All repairs and maintenance on the applicable works are complete; All iron bars removed during construction undertaken by the Developer have been replaced; We have received Record Drawings from the Developer's Consulting Engineer We are attaching copies of Letters of Certification of Stage 1, 2 and 3 Works from the Developer's Consultant as well as a hard copy of "Record Drawings" produced by R.J. Burnside & Associates Limited. Clause of the Agreement requires formal certification from the Developer's Consulting Engineer that applicable services have been constructed in accordance with approved plans and specifications. Since the Developer's Consultant was dismissed prior to Stage 4 Works being completed, it will not be possible for his Consultant to provide certification of Stage 4 Works. Stage 4 Works include final course asphalt, sidewalks and street lights. Acting on the Township's behalf, Triton Engineering did provide part time supervision of these works and we can confirm that they have been generally completed consist with the Approved Drawings. Staff Report CAO regarding the final acceptance of Page 37 of 80

38 -2- We therefore recommend that Council grant Final Acceptance to Stage 1, 2, 3 and 4 services, provided there are no outstanding accounts with the Developer. Should you or Council have any questions regarding our recommendations or require further clarification of this report, please contact the undersigned. Yours very truly, TRITON ENGINEERING SERVICES LIMITED Dale B. Murray, P.Eng. Project Manager DBM/sjp Encl. cc: Jim Ellis, Township of Southgate, Director of Public Works Manager Staff Report CAO regarding the final acceptance of Page 38 of 80

39 Township of Southgate Phone: Administration Office Toll Free: Grey Road 9, RR 1 Fax: Dundalk, ON N0C 1B0 Web: Staff Report CAO Title of Report: New Building Canada Fund Small Communities Fund Department: Administration Council Date: November 19, 2014 Council Recommendation: Be it resolved that Council receive staff report CAO ; and That Council direct staff to proceed with preparing an application for broadband fibre optic connectivity servicing into rural Southgate by December 19, 2014, subject to further research by staff and with the condition that a third party contractor will cover 100% of the municipal funding portion budgeted at $700, Background: At the AMO Conference in August 2014 the Province of Ontario announced infrastructure funding for a new program called the New Building Canada Fund Small Communities Fund (SCF). The funding model for the New Building Canada Fund is the federal, provincial and municipal partners each contributing a third of the cost of the project. At the September 3, 2014 Council meeting, Council approved Staff Report CAO titled, New Building Canada Fund Small Communities Fund. This directed staff to proceed with preparing an Expression of Interest document for a project titled, Extention of Natural Gas and Fibre Optic Connectivity Servicing into Rural Southgate, to be submit by September 19, 2014, under the project type(s) of Green Energy and Connectivity & Broadband. The recommendation of this report would be to create a project that would service 75 kilometers in the following areas of Southgate: County Road #109 to Holstein out to County Rd #9 11 km County Road #9 from SR #39 to County Road #9 Ida Street 32 km County Road #23 from County Road #9 to Southgate #26 6 km Service into Dromore from County Road # km Southgate Road #26 west from Cty Rd #23 to Wilder Lake - 6 km Watra Subdivision 0.5 km Southgate Road #24 Ida Street to Swinton Park 12 km Ida Street (Soutghgate Sideroad #75) from County Road #9 to Southgate Road #24 4 km County Road #8 south Hwy #89 to service Maple Grove - 12 km Staff Report CAO regarding New Building Canada Page 39 of 80

40 The completion of this project would result in 84 kilometers of serviced roadway with high speed fibre optic connectivity in Southgate, with most of the rural hamlets being serviced. A map of Southgate has been attached to this report to show the proposed project service area. Staff Comments: Southgate staff submitted an application prior to the September 19, 2014 deadline to apply for the New Building Canada Fund Small Communities Fund for natural gas mains and fibre optic cable installation in the rural area. On November 6, 2014 we received the attached letter from the Ministry of Agriculture and Rural Affairs approving our proposal and inviting Southgate to proceed to the application phase. The exception to our application is the work related to natural gas, as it is not eligible as per the federal government criteria. The next application phase is due December 19, 2014 at 5:00 pm. Financial Impact or Long Term Implications There is no initial financial implication, beyond staff time, to start the process and submit the second application. The cost to service 84 kilometers with fibre optic cabling only would be estimated at $2.4 million dollars. The project would be funded by a $800, contribution from the federal and provincial government, with the remaining portion, paid by a third party connectivity company. This service provider would be selected based on a RFP selection process. They would be awarded the work based on the total construction price bid, the services provided to consumers, retail customer pricing, their ability to bundle internet packages and other services. Communications & Community Action Plan Impact: This report has been written and presented to Council to communicate accurate information to the public. Southgate Goal #1-A Trusted, Timely, Transparent, Decision Making. The Southgate Community Action Plan states the priorities related to high speed connectivity servicing are: Action 2-A-2: Southgate will work to bring in broadband infrastructure as a means to attract hightech businesses, citizens with home occupations, and prosperous telecommuters. High-speed, high-capacity internet service will be available in most of Southgate. Create a community working group to determine the progress of the Grey County Broadband initiative and to recommend potential actions that Southgate and other local contractors should take in order to accelerate the introduction of broadband capability throughout the municipality. Staff Report CAO regarding New Building Canada Page 40 of 80

41 Action 2-B-1: Southgate will maintain infrastructure in rural areas, and facilitate the introduction of new infrastructure, which supports modern and varied agricultural practices and on-farm business. Create a community working group to help bring broadband internet to meet the needs of large industrial farms, small-scale and hobby farms, and on-farm businesses Concluding Comments Staff recommends a BCF-SCF application to proceed with the fibre connectivity servicing in Southgate, subject to further discussions with Grey County IT Manager Geoff Hogan and interested service providers (Wightman, Eh Tel, etc.) for interest in the project. If we see any roadblocks to the project or a requirement for Southgate funding we will return to Council for further discussion and approvals. Respectfully Submitted, CAO approval: Dave Milliner CAO dmilliner@southgate.ca x223 Attachments: Attachment #1: Ministry of Agriculture & Rural Affairs letter - November 6, 2014 Attachment #2: Southgate map Staff Report CAO regarding New Building Canada Page 41 of 80

42 Attachment # 1 - CAO Ministry of Agriculture, Food and Rural Affairs Ministère de l Agriculture, de l'alimentation et des Affaires rurales 4 th Floor 1 Stone Road West Guelph, Ontario N1G 4Y2 Tel: Fax: e étage 1 Stone Road West Guelph (Ontario) N1G 4Y2 Tél. : Téléc. : Rural Programs Branch November 6 th, 2014 Our File: SCF-0194 Dave Milliner, CAO Township of Southgate Grey Rd 9, RR 1 Dundalk, Ontario N0C 1B0 dmilliner@southgate.ca Dear Dave Milliner: Re: Invitation to Submit Application for the Building Canada Fund - Small Communities Fund (SCF) Thank you for your Expression of Interest on behalf of the Township of Southgate for the SCF. We are pleased to inform you that your project proposal has been selected to move forward to the application phase of the SCF, with the exception of the work related to natural gas. Natural gas is not eligible as per the federal program criteria. Please modify your application accordingly. Please note that an invitation to the application phase does not guarantee approval of funding. The application form is attached. You will have until Friday, December 19, 2014 at 5:00 p.m. (EST) to complete the application form and return it to the Ministry. Please quote your file number, SCF-0194, in the subject line. The completed application must be accompanied by the appropriate documentation as noted below: All proponents must include a copy of the application and appropriate technical schedule(s). Municipalities or local services boards must supply a copy of their comprehensive asset management plan (including projects submitted by a private sector body if the municipality is providing financial support). Please note, these documents are not required if they were previously submitted for the formula-based component of the Ontario Community Infrastructure Fund. Private Sector Bodies (for profit and not-for profit) and First Nation applicants must include a council resolution from a local municipality (or municipalities) in support of the project in order for the application to be considered complete. Any other relevant or requested supporting documentation that provides evidence of technical merit and/or economic benefit (i.e., economic sustainability plans, etc.). Staff Report CAO regarding New Building Canada Page 42 of 80

43 - 2 - Small Communities Fund Timelines Application submission deadline December 19, 2014 Ontario to recommend a final project list to the federal government for review. A review will take place through a joint Oversight Committee (Canada and Ontario) and projects will be recommended for approval to the federal government. Funding decisions announced (as federal approvals are received) February 2015 (estimated) Beginning March-April 2015 (estimated) Any required aboriginal consultations on the project should be done prior to the start of the project. Successful applicants will be tasked to submit preliminary information on ongoing or potential aboriginal consultations. Successful municipalities and local services boards will be required to obtain a council/board resolution or municipal by-law to execute the project level contribution agreement with the province. A program objective is for approved projects to be completed within five years. This will be outlined in the contribution agreement, based on project description and construction schedules. To assist with filling out the application, we have arranged an online/telephone information seminar. An appointment will be sent out shortly and will include all of the pertinent information. We encourage you to attend this seminar. Should you have any questions, please do not hesitate to call the Contact Centre at or SCF@ontario.ca. Sincerely, Joel Locklin Manager (A), Program Operations Attachment: application template Staff Report CAO regarding New Building Canada Page 43 of 80

44 Page 4 Attachment #2 CAO Staff Report CAO regarding New Building Canada

45 Township of Southgate Phone: Administration Office Toll Free: Grey Road 9, RR 1 Fax: Dundalk, ON N0C 1B0 Web: Staff Report CAO Title of Report: Ontario Community Infrastructure Fund Bridge S20 Department: Administration Council Date: November 19, 2014 Council Recommendation: Be it resolved that Council receive staff report CAO titled Ontario Community Infrastructure Fund Bridge S20; and That Council direct staff to proceed with preparing an application for the funding to replace Southgate bridge S20 by December 19, 2014 deadline at a budgeted project cost of $1,517, Background: At the AMO Conference in August 2014 the Province of Ontario announced infrastructure funding for a new program called the Ontario Community Infrastructure Fund (OCIF). The funding model for the OCIF is that 90% of the cost of the project is paid for by the province. At the September 3, 2014 Council meeting, Council approved Staff Report Public Works titled, Ontario Community Infrastructure Fund (OCIF) Application Funding Bridge Replacement Southgate Structure 20. This directed staff to proceed with preparing an expression of interest document for the project, bridge S20, to be submitted by September 19, Staff Comments: Southgate staff submitted an application prior to the September 19, 2014 deadline to apply for the OCIF funding to replace bridge S20. On November 6, 2014, we received the attached letter from the Ministry of Agriculture and Rural Affairs, approving our OCIF proposal for bridge S20 and inviting Southgate to proceed to the application phase. The application is due December 19, 2014 at 5:00 pm. Financial Impact or Long Term Implications There is no initial financial implication beyond staff time to complete the process and submit the second application. The municipal portion of total budget cost of the S20 bridge project would be $136, This would be funded out of the present bridge reserve of $30, and the remainder funded out of the 2015 and 2016 capital budgets from taxation revenue. Staff Report CAO regarding the Ontario Page 45 of 80

46 Communications & Community Action Plan Impact: This report has been written and presented to Council to communicate accurate information to the public. Southgate Goal #1-A Trusted, Timely, Transparent, Decision Making. The Southgate Community Action Plan states the priorities related to road and infrastructure are: CAP Southgate Goal 1B: A Sustainable Suite of Efficient, Equitable, Affordable Municipal Services In Support of Community Priorities. Action 1.B.4: Southgate will provide the highest standard of road maintenance and repair, consistent with the financial capacity of Southgate, and will maintain the roads/bridges as the highest priority for tax-supported expenditures. Action 1.B.5: Southgate will design a long-term road system to efficiently and effectively meet the needs of all users. A notable survey result revealed that roads are a very high priority for Southgate citizens in every part of Southgate. This recognizes the geographic span of Southgate, the importance of roads for economic activity, and the view that municipal government is centrally responsible for them. Concluding Comments Staff recommends an OCIF application should completed and submitted by December 19, 2014 at 5:00 pm, proceeding with the bridge project S20 replacement in Southgate. Respectfully Submitted, Dept Head: CAO approval: Jim Ellis Public Works Manager Dave Milliner CAO jellis@southgate.ca dmilliner@southgate.ca x x223 Attachments: Attachment #1: Ministry of Agriculture & Rural Affairs letter - November 6, 2014 Staff Report CAO regarding the Ontario Page 46 of 80

47 Attachment # 1 - CAO Ministry of Agriculture, Food and Rural Affairs Ministère de l Agriculture, de l'alimentation et des Affaires rurales 4 th Floor 1 Stone Road West Guelph, Ontario N1G 4Y2 Tel: Fax: e étage 1 Stone Road West Guelph (Ontario) N1G 4Y2 Tél. : Téléc. : Rural Programs Branch November 6, 2014 Our File: OCF-0266 Dave Milliner, CAO Township of Southgate Grey Rd 9, RR 1 Dundalk, Ontario N0C 1B0 dmilliner@southgate.ca Dear Dave Milliner: Re: Invitation to Submit Application for the Ontario Community Infrastructure Fund (OCIF) Application-Based Component Thank you for your Expression of Interest on behalf of the Township of Southgate for the OCIF Application-Based Component. We are pleased to inform you that your project proposal was selected to move forward to the application phase of the OCIF Application-Based Component. Please note that an invitation to the application phase does not guarantee approval of funding. The application form is attached. You will have until Friday, December 19, 2014 at 5:00 p.m. (EST) to complete the application form and return it to the ministry. Please quote your file number, OCF-0266, in the subject line. The completed application must be accompanied by your community s comprehensive asset management plan and any other relevant supporting documentation if you have not already submitted these documents for the formula-based component of the OCIF. Under this program, grants will be flowed based on the achievement of project milestones, rather than on a receipts basis. In order to support this, please review the following points, which will apply if your project is approved: Staff Report CAO regarding the Ontario Page 47 of 80

48 - 2 - The Contribution Agreement must be signed by the applicant and returned to the Ministry of Agriculture, Food and Rural Affairs NO LATER THAN Friday, March 13, A council or local services board resolution must accompany the Contribution Agreement. As approvals are anticipated in mid to late February, you may require a special council meeting in order to meet the timelines noted. Any required aboriginal consultations on the project should be done prior to the start of project. Successful applicants will be tasked to submit preliminary information on ongoing or possible aboriginal consultations. The breakdown of costs by fiscal year and the dates you provide in section three of the application will be used to populate your Contribution Agreement. For this reason, it is very important that the information is accurate. Please note that construction (substantial performance) for all approved projects must be completed no later than December 31, To assist with filling out the application, we have arranged an online/telephone information seminar. An appointment will be sent out shortly and will include all of the pertinent information. We encourage you to attend this seminar. Should you have any questions, please do not hesitate to call the Contact Centre at or OCIF@ontario.ca. Yours sincerely, Joel Locklin Manager (A), Program Operations Attachment: application template Staff Report CAO regarding the Ontario Page 48 of 80

49 Township of Southgate Phone: Administration Office Toll Free: Grey Road 9, RR 1 Fax: Dundalk, ON N0C 1B0 Web: Staff Report EDO Title of Report: Department: Economic Development Update Economic Development Council Date: Nov. 19, 2014 Council Recommendation: Be it resolved that Council receive staff report EDO for information. Background: This is the second report to update Council on the new EDO s activities in Staff Comments: Business Visits (CAP 2.A.3 Working with Local Businesses) Visiting the businesses in the community is important for the retention of businesses, expansion of businesses and identifying issues/solutions important to the business community. The EDO has contacted 46 businesses and 37 other key contacts thus far in Tourism Event Visits The EDO has visited 7 events in New Business Inquiries (CAP 1.A.3 Report on New Business Inquiries and 2.A.3 New Retail & Business Services) The EDO has been working on 2 industrial inquiries, 6 retail/service inquiries, a place of worship inquiry and a dozen inquiries about the Farmers Market. The retail/service inquiries have resulted in new business start-ups in Downtown Dundalk and businesses openings. The four new businesses provide goods and services currently not available in Southgate such as pet supplies, healing arts, tire service and a hair salon for younger clients. These new businesses are 80% of the CAP target. One industrial inquiry is looking at an existing facility and the other is looking at the Eco Park property. One of the industries is a trucking company looking at locating a depot with offloading to redistribution of goods in the area. The other industry is a manufacturer of stone materials. Staff Report EDO regarding Economic Page 49 of 80

50 Business Openings (CAP 1.A.3 Report on New Business Inquiries & CAP 2.A.3 New Retail & Business Services) The EDO has worked with 6 businesses to initiate opening ceremonies, ribbon cuttings and media coverage in Southgate. The businesses were: Here on Earth Healing Arts Sanford and Son (2 nd location) Skyway 8 Wind Farm Huron Bay Coop (124 Proton St. N.) Pawzitive Pet Supplies 81 MANE Beauty & Barber Website Updates (CAP 1.A.2 Upgrading Electronic Communications & 2.A.5 Responding to Industrial & Business Inquiries) The EDO has suggested many changes and updates to the Township s website in the Economic Development and Tourism sections. A Community Profile, other statistical information and industrial park mapping will be added as the EDO completes the research. Signage (CAP 2.A.5 Marketing to Industry & Businesses) A signage report is currently being developed and should be completed by Jan Discussions with the Ministry of Transportation (MTO) on signage to identify municipal signage options have been initiated. As a result, of those discussions, MTO has agreed to install blue MTO signs that identify the Township of Southgate on Hwy. 6 and the addition of green marker signs on Hwy. 10 to point travellers to Downtown Dundalk at Grey Rd. 9 at no cost to the municipality. Real Estate Listings (CAP 2.A.4 Accelerating Residential Construction & 2.A.5 Responding to Industrial & Business Inquiries) The EDO developed a listing of available vacant land in the Eco Park and is investigating the availability of vacant lots in the old Hanbury Industrial Park. Community Profile (CAP 2.A.5 Developing a Community Profile) The EDO is just beginning the research to develop a new Community Profile. Staff Report EDO regarding Economic Page 50 of 80

51 Community Directory 2015 (CAP 2.A.3 Developing a Local Business Directory and 2.A.5 Responding to Industrial & Business Inquiries) The EDO has assisted Ricardo Designs by providing information, changes and new businesses for the Community Directory. Farmers Market (CAP 2.B.2 Supporting Additional Sources of Farm Income & 2.A.3 Supporting Local Businesses) The Dundalk & District Farmers Market has completed its successful season for The Market attracted between 3 and 6 vendors per week for most of the season. At the end of the season, the vendors suggested that the Market be moved to Downtown Dundalk since most of their clients are from Dundalk. The billboard signs advertising the Market need to be updated to reflect the seasonality of the Market and the change in location and this will be identified in the signage report. Seniors Housing (CAP 2.C.2 Stimulating the Development of Seniors Housing) The EDO developed a seniors housing survey to determine the demand for various types of seniors housing along with available services. The EDO has received over 90 responses to the survey to this point. The EDO will use the survey results to promote seniors housing to developers. The EDO is also encouraging the present developer to build the recently proposed seniors apartment building. Economic Development Marketing The EDO attended the Zoomers Trade Show in Toronto in partnership with County of Grey Economic Development to promote Southgate and Grey County to potential investors, tourists and retirees. Tourism Marketing (1.A.2 Upgrading Electronic Communications) The EDO updated the calendar of tourism events on our website. He also provided updated listings to the Grey County Tourism Event Listing. Intelligent Community Initiative (CAP 2.A.2 Bring in Broadband Infrastructure) The EDO was at the launch of the Intelligent Community County-wide IT initiative, met with the key consultant and attended a County Master Planning seminar. Staff Report EDO regarding Economic Page 51 of 80

52 Grey County Economic Development Strategy (CAP 2A Business Development & Jobs) The EDO provided input and background research for the Grey County Economic Development Strategy whose development is underway. Financial Impact or Long Term Implications There is no financial impact as a result of this report related to budget requirements not already approved in the 2014 budget. Communications & Community Action Plan Impact: This report has been written to include the impacts related to the CAP throughout the report. The document has been presented to communicate the EDO s progress and activity to Council and the public as information. Concluding Comments: That Council receive this report as presented for information and provide feedback for discussion. Respectfully Submitted, Dept. Head: CAO approval: Glenn Walker - EDO Dave Milliner CAO gwalker@southgate.ca dmilliner@southgate.ca x223 Staff Report EDO regarding Economic Page 52 of 80

53 Township of Southgate Phone: Administration Office Toll Free: RR 1, Grey Road 9 Fax: Dundalk, ON N0C 1B0 Web: Staff Report Clerk Title of Report: Closing Toronto Street Road Allowance Department: Clerk Date: November 19, 2014 Recommendation Be it resolved that Council receive staff report Clerk for information. Background Planner Stredwick presented Staff Report PL regarding consent applications B4-14 & B5-14 to the Committee of Adjustment on July 23, At that time, Planner Stredwick requested deferral of this application. The following motion was passed. Moved by Pat Franks, seconded by Glen Irwin; Be it resolved that the Committee defer B4/14 and B5/14 until discussions relating to road allowance are addressed with planning staff and Council. Carried. As a follow up to this motion, Planner Stredwick presented Staff Report PL on October 22, 2014 regarding a disposal of road allowance for the above mentioned consent applications. The following motion was passed. Moved by Councillor Kim Peeters, seconded by Councillor Dennis Evans; Be it resolved that Council receive Staff Report PL ; and That Council direct staff to begin the process for the disposal of a section of the Toronto Street Road allowance between Keppel and McCauley. Carried. No Staff Comments The steps to follow for disposal include: 1. Survey the portion of road being closed and register plan in the Land Registry Office (if not already done); 2. Pass a by-law to close the road allowance to be sold; 3. Pass a by-law to declare the lands surplus to municipal needs; 4. Appraisal of fair market value obtained (*not required if sale is to abutting land owner) 5. Advertise Council s intention to sell the land in a single publication at least 2 weeks prior to proposed sale; 6. Pass a by-law authorizing the sale of the closed portion of roadway to the purchaser. Staff Report Clerk regarding Closing Toronto Street Page 53 of 80

54 As there is already a registered survey for the portion of road to be closed, Step 1 above is not necessary, therefor, in order to begin the process of disposal, the section of the road allowance needs to be permanently closed. By-law is included under the section By-laws and Motions in order to facilitate the closing of this roadway. Once passed, the by-law will be registered. A By-law to declare the lands surplus will be presented at an upcoming Council meeting after the closing has been registered. Financial Impact or Long Term Implications: All costs related to this closure and sale would be paid by the successful bidder. This would include advertising and legal costs. Communications & Community Action Plan Impact: This report has been written and presented to Council to provide information to Council and the public and helps foster the CAP Goal 2.A.4: Southgate will take steps to accelerate residential construction in draft-approved subdivisions and on other suitable properties within designated settlement areas by providing the opportunity facilitate the development of a seniors apartment complex in Dundalk. Obtaining the road allowance is the first step in bringing back the consent applications. Concluding Comments Staff recommends that Council pass By-law under By-laws and Motions later in the meeting. Dep t Head: Raylene Martell, Clerk CAO approval: Dave Milliner, CAO Attachments: Attachment #1: Survey 17R2775 showing parts 4 & 7 Attachment #2: Consent applications B4-14 & B5-14 sketches Staff Report Clerk regarding Closing Toronto Street Page 54 of 80

55 Attachment #1 to Staff Report Clerk Staff Report Clerk regarding Closing Toronto Street Page 55 of 80

56 Attachment #2 to Staff Report Clerk Staff Report Clerk regarding Closing Toronto Street Page 56 of 80

57 Attachment #2 to Staff Report Clerk Staff Report Clerk regarding Closing Toronto Street Page 57 of 80

58 Grey County Road 9 RR 1 Dundalk, Ontario N0C 1B0 Phone: ext rmartell@southgate.ca Township of Southgate Clerk s Department MEMORANDUM DATE: November 19, 2014 TO: Council FROM: Raylene Martell, Clerk RE: Grey Highlands Fire agreement resolution By-law required Recommendation: Be it resolved that Council receive the memorandum regarding Grey Highlands Fire agreement resolution By-law required for information. Comments: Fire Chief Thompson presented a memorandum regarding the Grey Highlands Fire Protection agreement renewal at the September 24, 2014 Council meeting. The following resolution was passed. Moved by Deputy Mayor Norm Jack, seconded by Councillor Dale Pallister; Be it resolved that the memorandum regarding Grey Highlands Fire Agreement 2014 be received; and That Council authorizes the Mayor and the Clerk to sign the Fire Agreement between the Municipality of Grey Highlands and the Township of Southgate as presented. Carried. No The Fire Marshall s office requested the by-law number authorizing the signing of the agreement. Upon further review and direction it has been determined that a best practice is to have all agreements authorized through a by-law, and not a resolution. Therefor a by-law authorizing the signing of the Fire agreement is included under the heading By-laws and Motions for your consideration. Raylene Martell, Clerk Clerk Memorandum regarding Grey Highlands Fire agreement Page 58 of 80

59 Township of Southgate Phone: Administration Office Toll Free: Grey Road 9, RR 1 Fax: Dundalk, ON N0C 1B0 Web: Staff Report Public Works Title of Report: Drinking Water Quality Management System (DWQMS) External Audit 2014 Department: Public Works Council Date: November 19, 2014 Council Recommendation: Be it resolved that Council receive Staff Report for information on the Dundalk DWQMS NSF International Strategic Registrations (NSF-ISR) Audit Report and attached Corrective Actions Report (CAR). Background: On October 23, 2014 NSF-ISR auditor James Pang conducted an off-site external audit for the Dundalk Drinking Water System, DWQMS. The auditor issued a Minor Non-Conformity for Element 19, Internal Audits for the 2014 audit indicating that Element 21 Continual Improvement was not audited. Staff Comments: The CAR was issued because Element 21 had not been internally audited according to the 2014 Internal Audit Planning schedule in the Dundalk Operational Plan. Staff submitted CAR # which was accepted by the auditor on November 14, 2014, which included an internal audit for Element 21 dated October 29, 2014 and the introduction of a tracking system for the internal audit for form # 13, Internal Audit Checklist with shaded check boxes for each month that the elements are audited according to the audit planning schedule. Financial Impact or Long Term Implications: There are no financial implications of this report. Communications & Community Action Plan Impact: This report has been written and presented to Council to communicate this information to the public and for Council s approval. Goal 3: Environmental Conservation Southgate Goal #3.1 Southgate will take the actions for which it is responsible, and support the actions of other agencies, to protect identified sources of drinking water. Staff Report PW regarding Drinking Water Quality Page 59 of 80

60 Concluding Comments: Staff recommendation is that Council receive Staff Report for information on the DWQMS NSF-ISR Corrective Actions Report. Respectfully Submitted, Dept Head: CAO approval: Jim Ellis, Public Works Manager Dave Milliner CAO ext x223 Staff Report PW regarding Drinking Water Quality Page 60 of 80

61 Corrective Actions Report The Corporation Of The Township Of Southgate Grey Rd. #9 R. R. #1 Dundalk, Ontario N0C 1B0 CAN C Audit Type DWQMS System Audit 23-Oct Oct-14 Registration Ontario's Drinking Water Quality Management Standard (Exp Date: 1-Dec-16) Staff Report PW regarding Drinking Water Quality Page 61 of 80

62 Corrective Actions Report Corrective Action CAR No J Type MINOR Standard & Clause DWQMS, Internal Audits Discussed with Jim Ellis Auditor Name James Pang Car Status APPROVED Statement of Requirement The Operating Authority shall implement and conform to the procedure and shall ensure that internal audits are conducted at least once every twelve months. Statement of Nonconformity Internal audit was not performed according to plan Objective Evidence No evidence of element 21 being audited in Location of Finding Internal audit schedule and internal audit results Changed Date 14-Nov-14 Issue Date 23-Oct-14 Due Date 22-Dec-14 CA Plan Please see CAR #14-03 and three attached DCR's PA Plan Containment Plan Please see attached CAR #14-03 Package RCA Description Please see CAR #14-03 Completed Date 13-Nov-14 Completed By Jim Ellis Reviewer Name James Pang Reviewer comments The introduction of a tracking system for the internal audit in the form of "Form 13 - Internal Audit Checklist" can serve the purpose of preventing the recurrence of the nonconformity. Audit of element 21 on Oct 29, 2014 was noted. Attachments Descr: CAR #14-03 Package (Date: 13-Nov-14 ) Descr: CAR #14-02 (Date: 11-Nov-14 ) Descr: Internal Audit Element #21 (Date: 11-Nov-14 ) Staff Report PW regarding Drinking Water Quality 11/15/2014 Page: 2 of 2 Page 62 of 80

63 Township of Southgate Phone: Administration Office Toll Free: RR 1, Grey Road 9 Fax: Dundalk, ON N0C 1B0 Web: Public Works Department Report November 19, 2014 Department: Public Works Items to be discussed: The bridge walls on Southgate Sideroad 13 Bridge S14 were poured Monday November 10 th. The Trackless municipal tractor was delivered to Dundalk November 14 th with sidewalk snow clearing equipment. The construction at Highway 10 and Southgate Road 22 will commence November 19, Items on the horizon: Boundary Road Agreements West Grey and Grey Highlands Public Works Department Report dated November 19, Page 63 of 80

64 Accounts Payable listing dated November 19, 2014 Page 64 of 80

65 Accounts Payable listing dated November 19, 2014 Page 65 of 80

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72 Grey County Road 9 RR 1 Dundalk, Ontario N0C 1B0 Phone: ext bschenk@southgate.ca Township of Southgate Finance Department MEMORANDUM DATE: November 19 th, 2014 TO: FROM: RE: Council Brenda Schenk, Treasurer Tile Drain Loan Rating By-law Recommendation: Be it resolved that Council receive the memorandum regarding Tile Drain Loan Rating By-law for information. Comments: The Township has been approached by a landowner who has submitted an application for a loan under the Tile Drainage Act. The work has been completed by the contractor and inspected by Township staff. By-law is included under By-laws and Motions for your consideration. The Tile Drainage Borrowing By-Law passed in 2011, after this loan, the remaining balance is $107,100. Brenda Schenk, Treasurer Finance Memorandum regarding Tile Drain Loan Rating By-law Page 72 of 80

73 Grey County Road 9 RR 1 Dundalk, Ontario N0C 1B0 Phone: ext bschenk@southgate.ca Township of Southgate Finance Department MEMORANDUM DATE: November 19 th, 2014 TO: FROM: RE: Council Brenda Schenk, Treasurer Dromore Drainage Works Levying By-Law Recommendation: Be it resolved that Council receive the memorandum regarding Dromore Drainage Works Levying By-Law for information Comments: Public Works Manager Jim Ellis presented Report regarding a clean out of the Dromore Drainage Works. The following resolution number was passed. Be it resolved that Staff Report Public Works be received; and That Council approve the recommendation from Drainage Superintendent Gerd Uderstadt for a clean out of the Dromore Drainage Works Drain; and That Council approve the recommendation that Hanna & Hamilton Construction Co. be retained on an hourly basis to complete the clean out. The work on this drain has now been completed and the bylaw presented to Council today is to authorize the invoicing of the cash assessments on the upstream lands and roads affected. Brenda Schenk, Treasurer Finance Memorandum regarding Dromore Drainage Works Page 73 of 80

74 T O W N S H I P O F S O U T H G A T E Phone: (519) A D M I N I S T R A T I O N C E N T R E Toll Free: RR 1, Grey County Road 9 Fax: (519) Dundalk ON N0C 1B0 Web: Staff Report: Finance Title of Report: Jan. 1 Jun Reconciled OPP Costs Department: Finance Council Date: November 19, 2014 Staff Recommendation: That Council receive this report regarding the 2014 Jan. 1 Jun. 30 reconciliation of the OPP Costing contract and it is recommended that the amount of $58, be transferred to the reserve for OPP Policing. Background: The Township of Southgate is in receipt of the Policing Costs reconciliation for the period January 1 to June 30, In reviewing the costs, the lines of note showing savings include wages, overtime & benefits which total approx. $55,000. This makes up the majority of the credit. Staff Comments: The Township auditors require a motion to transfer funds to and from reserves that were not included in the budget. Financial Impact or Long Term Implications: This transfer is to allocate this surplus to reserves. The balance in the reserve as at December 31, 2014 will be used in the 2015 Budget. Communications & Community Action Plan Impact: This report has been written and presented to Council to communicate to the public this information and for Council s approval. CAP Southgate Goal 1A: Trusted, Timely, Transparent, Accessible Municipal Decision Making 1-A-1 Southgate will actively communicate with the public, facilitate public involvement, and define procedures for municipal decision-making on potentially controversial issues. Treasurer, Brenda Schenk CAO, David Milliner Staff Report Finance regarding Jan. 1 - Jan. 30, 2014 Page 1 of 1 Page 74 of 80