Council Agenda - Revised Wednesday August 26, 2020 @ 6:30 P.M

Council Agenda - Revised Wednesday August 26, 2020 @ 6:30 p.m.

Please note that our Council meetings are currently being conducted digitally to control the spread of COVID-19. HOW TO JOIN Join from a PC, Mac, iPad, iPhone, or Android device: Please click this URL to join: https://us02web.zoom.us/j/88186876360?pwd=dmw4Vk9kQ2J6Y05YL09PUTBTa0pIZz09 Or join by phone: One tap mobile - 6475580588, 88186876360#Canada Dial by location - Canada: +1 647 558 0588 Meeting ID: 881 8687 6360 A password is required to access this meeting. Those wishing to obtain the password please contact [email protected] or 519-794-3232 x134 to register by 4:00 pm on August 26, 2020

1) CALL TO ORDER 2) OPENING CEREMONIES – MOMENT OF REFLECTION 3) OPEN FORUM (MAXIMUM FIFTEEN MINUTES) Interested Persons are invited to speak to Council about any matter that appears on this agenda. Please email the Deputy Clerk at [email protected] at least ten minutes prior to the meeting, indicating which item on the agenda you wish to address. You can then join the meeting with the instructions outlined above. Once the meeting begins, you will be prompted to make your statement to Council. Individuals may only speak for a total of three (3) minutes. 4) APPROVE OR AMEND AGENDA Resolution: That Council adopt the Agenda as circulated.

5) DECLARATION OF PECUNIARY INTEREST 6) CONFIRMATION OF MINUTES Resolution: That the minutes of the Council Meeting in Committee of the Whole and Council Session held on August 5, 2020 be confirmed as recorded.

7) MATTERS ARISING FROM MINUTES 8) PUBLIC MEETING(S) (Statutory and Non-Statutory) - none 9) MATTERS ARISING FROM PUBLIC MEETING(S) - none 10) INTRODUCTION OF BY-LAWS – FIRST AND SECOND READING Resolution: That the following by-laws be introduced and taken as read a first and second time, and that they be given consideration in Committee of the Whole: By-law 2020-56 Zoning Amendment Z08 - Morrison (Muldoon)

11) COMMITTEE OF THE WHOLE Resolution: That Council now go into Committee of the Whole.

11.1 Consent Agenda and Determination of Items to be Separated If you wish to separate an Item from the Consent Agenda or if you wish to support any of the motions from other municipalities, please contact the Clerk’s Dept. prior to the meeting so a resolution can be prepared. a) Reports for Information i) OCWA DWQMS Audit Report b) Committee Minutes - none

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c) Correspondence for Council information i) SMART Minutes June 24 and 2020 1st Half Operational Statement ii) AMO WatchFile - July 30, 2020 iii) AMO WatchFile – August 6, 2020 iv) AMO WatchFile – August 13, 2020 d) Motions from Other Municipalities i) Municipality of West Grey - Racisim

Resolution: That the Consent Agenda items be hereby received for information.

11.2 Presentations/Delegations (Pre-Registered) - none 11.3 Matters arising from Presentations/Delegations 11.4 Staff Reports and Verbal Updates from Staff a) FD2020-09 July 2020 Monthly Fire Department Report Recommendation: That Fire Chief’s Report 2020-08 dated August 26, 2020 regarding the July 2020 Activity Report be hereby received for information. And that Committee of the Whole recommends to Council that the July 2020 Fire Department activity report be received as presented.

b) CBO Report 2020-005 Recommendation: THAT CBO Report 2020-05 regarding Building Department activity for Q2-2020 be hereby received for information.

c) FIN 2020-16 Unfinanced Amounts Recommendation: That Report 2020-16 regarding unfinanced amounts is hereby received for information; And that Committee of the Whole Recommends to Council that staff be authorized to pursue debenture financing for the equipment purchases in the amount of $693,958 over a ten-year repayment term beginning in 2021; And further that Committee of the Whole Recommends to Council that staff be authorized to fund the unfinanced capital relating to the community centres in the amount of $350,299 from internal working capital reserves.

d) CAO Clerk 2020-25 - Updated Terms of Reference for Township Health and Safety Committee Recommendation: THAT CAO Clerk’s Report 2020-25 dated August 26, 2020 regarding revised Terms of Reference for the Township’s Health and Safety Committee be hereby received; AND FURTHER THAT Committee of the Whole recommends to Council that the revised Terms of Reference for the Township of Chatsworth Health and Safety Committee be approved.

e) CAO Clerk 2020-26 Public Transit Bus Stop Agreement Recommendation: THAT CAO Clerk’s Report 2020-26 dated August 26, 2020 regarding a Public Transit Bus Stop Agreement with the County of Grey be hereby received; AND FURTHER THAT Committee of the Whole recommends to Council that the draft Public Transit Bus Stop Agreement with the County of Grey be hereby approved; AND FURTHER THAT the Clerk be directed to present the by-law to authorize the agreement at the September 2, 2020 Council meeting.

f) CAO Clerk 2020-27 – Shared Services Agreement with Arran-Elderslie Recommendation:

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THAT CAO Clerk’s Report 2020-27 dated August 26, 2020 regarding a Shared Services Agreement with Arran-Elderslie hereby received; AND FURTHER THAT Committee of the Whole recommends to Council that the draft Shared Services agreement with Arran-Elderslie for the provision of By-law enforcement be approved; AND FURTHER THAT the Clerk be directed to present the by-law to authorize the agreement at the September 2, 2020 Council meeting.

g) CAO Clerk 2020-28 – License Agreement with Owen Sound – Public Transit Recommendation: THAT CAO Clerk’s Report 2020-28 dated August 26, 2020 regarding a Public Transit License Agreement with the City of Owen Sound be hereby received; AND FURTHER THAT Committee of the Whole recommends to Council that the draft Public Transit License Agreement with the City of Owen Sound be hereby approved; AND FURTHER THAT the Clerk be directed to present the by-law to authorize the agreement at the September 2, 2020 Council meeting.

h) Verbal Department Updates

11.5 Consideration of By-laws Resolution: That the following By-law(s) be referred to Council for consideration: By-law 2020-56 Zoning Amendment Z08 - Morrison (Muldoon)

11.6 Items Requiring Direction 11.7 Items Requiring Discussion including Items Removed from Consent Agenda 11.8 Rise and Report from Committee of the Whole Resolution: That Committee of the Whole rise as Council to report and confirm the actions taken in Committee of the Whole.

12) ADOPT ACTION OF COUNCIL IN COMMITTEE OF THE WHOLE (Items requiring discussion and direction will require a separate motion) Resolution: That the actions taken in Committee of the Whole today be confirmed and adopted by this Council; and Further that staff be authorized to take the actions necessary to give effect to the approved recommendations contained within the staff reports; and Further that by-laws under consideration be presented to Council for third reading.

13) THIRD READING OF BY-LAWS Resolution: THAT the following by-laws be taken as read a third time, signed by the Mayor and Clerk and sealed with the Corporate Seal: By-law 2020-56 Zoning Amendment Z08 - Morrison (Muldoon)

14) NOTICES OF MOTION 15) NOTICE PROVISION 16) TRACKING SHEET 17) OTHER BUSINESS 18) CLOSED MEETING 19) CONFIRMATORY BY-LAW Resolution: That By-law 2020-57 being a by-law to confirm all actions and proceedings of the August 26, 2020 Council meeting be hereby read a first, second, and third time, signed by the Mayor and Clerk and sealed with the Corporate Seal.

20) ADJOURNMENT

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Township of Chatsworth Digital Council Meeting Minutes Wednesday August 5, 2020 @ 9:30 a.m. Members Present: Mayor - Scott Mackey Deputy Mayor - Brian Gamble Councillor - Diana Rae Councillor - Shawn Greig Councillor - Elizabeth Thompson

Staff Present: CAO Clerk, Patty Sinnamon Deputy Clerk, Carolyn Marx Operations Manager, Jamie Morgan Fire Chief, Mike Givens Planner, Ron Davidson

1. Call to Order Mayor Mackey called the meeting to order at 9:30 a.m.

2. Opening Ceremonies Mayor Mackey called for a moment of reflection before proceeding with the Council Meeting.

3. Adoption of Agenda Resolution 2020-21-01 Moved by: Shawn Greig Seconded by: Diana Rae That Council adopt the Agenda as circulated. Carried

4. Open Forum There were no speaker requests for Open Forum.

5. Declaration of Pecuniary Interest Mayor Mackey asked members of Council if they had any declarations.

6. Confirmation of Minutes Resolution 2020-21-02 Moved by: Brian Gamble Seconded by: Elizabeth Thompson

That the minutes of the Council Meeting in Committee of the Whole and Council Session held on July 22, 2020 be confirmed as recorded. Carried

7. Matters Arising from Minutes 8. Public Meetings (Statutory and Non-Statutory) 8.1 Zoning Amendment Application Z08/2020 Muldoon/Morrison a) Notice of Complete Application b) Commenting Agencies c) Draft Zoning By-law Amendment

9. Matters Arising from Public Meetings 10. Introduction of By-laws – First and Second Reading Resolution 2020-21-03 Moved by: Elizabeth Thompson Seconded by: Shawn Greig That the following by-laws be introduced and taken as read a first and second time, and that they be given consideration in Committee of the Whole:

By-law 2020-50 Assume Lands into Road System - Part Lot 13 Con 7 Carried

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11. Committee of the Whole Resolution 2020-21-04 Moved by: Shawn Greig Seconded by: Diana Rae

That Council now go into Committee of the Whole. Carried

11.1 Consent Agenda Resolution 2020-21-05 Moved by: Shawn Greig Seconded by: Brian Gamble That the Consent Agenda items be hereby received for information and that Agenda item 11.1aii Grey Highlands Notice of Public Meeting and Agenda item 11.1d - Municipality of Brockton - SMART be moved to Agenda item 11.7 for further discussion. Carried

11.2 Presentations/Delegations (Pre-Registered) - none 11.3 Matters Arising from Presentations/Delegations - none 11.4 Staff Reports and Verbal Updates from Staff a) Planners Report 2020-08 Z08/2020 – Muldoon (Morrison) Resolution 2020-21-06 Moved by: Elizabeth Thompson Seconded by: Shawn Greig That Planners Report 2020-08 be hereby received; and Further that Committee of the Whole recommends to Council the approval of the Zoning Bylaw Amendment Application for Part Lot 14, Concession 3 EGR, former Geographic Township of Holland, now in the Township of Chatsworth, Owner: Muldoon / Morrison Further that staff be directed to prepare the necessary by-law to give effect to the application. Carried

b) Fire Chiefs Report 2020-08 – June 2020 Activity Report Resolution 2020-21-07 Moved by: Diana Rae Seconded by: Shawn Greig That Fire Chief’s Report 2020-08 dated July 22, 2020 regarding the June 2020 Activity Report be hereby received for information. Carried

c) CAO Clerk’s Report 2020-22 – By-law to Open Up Roadway Resolution 2020-21-08 Moved by: Elizabeth Thompson Seconded by: Shawn Greig THAT CAO Clerk’s Report 2020-22 dated August 5, 2020 regarding a draft by-law to Open up a municipal Roadway, being Part of Lot 13, Concession 7, West of the Garafraxa Road be hereby received; AND FURTHER THAT Committee of the Whole recommends to Council that the draft by-law be presented at the next Council meeting for adoption. Carried

d) CAO Clerk’s Report 2020-23 – Walters Falls Hall Board and Walters Falls Playground Resolution 2020-21-09 Moved by: Elizabeth Thompson Seconded by: Shawn Greig THAT CAO Clerk’s Report 2020-23 dated August 5, 2020 regarding the Walters Falls Hall Board and the Walters Falls Playground Committee be hereby received; AND FURTHER THAT Committee of the Whole recommends to Council that the Walters Falls Hall Board assume responsibility for the operation of the Walters Falls playground, ball diamond and food booth; AND FURTHER THAT the Walters Falls Playground Committee be hereby

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Dissolved; AND FURTHER THAT the CAO Clerk be directed to prepare a Terms of Reference for the Walters Falls Hall Board and present the draft to Council at the next Council meeting; AND FURTHER THAT Council grant the request to the Walters Falls Board to not be required to reimburse the Township for hydro and fuel oil while the facility is unopened due to COVID-19 and the Board has resumed facility rentals. Carried

e) CAO Clerk’s Report 2020-24 – Township Zone Amendment to permit Trailers on Property in the Township and Trailer Licensing By-law The following motion was introduced: Moved by: Shawn Greig Seconded by: Diana Rae THAT CAO Clerk’s Report 2020-24 dated August 5, 2020 regarding consideration of an application to amend the Townships Comprehensive Zoning By-law to permit trailers on certain properties be hereby received: AND FURTHER THAT Council direct staff to proceed with an application to amend By-law 2015-61, being a Comprehensive Zoning By-law for the Township of Chatsworth with the following components outlined in the application: i) To permit the use of recreational trailers on certain lands.

The following motion to defer was put forward: Resolution 2020-21-10 Moved by: Shawn Greig Seconded by: Diana Rae That CAO Clerks Report 2020-24 be deferred until a Special Council Meeting to discuss Trailers is held on October 28, 2020. Carried

f) Verbal Department Updates Operations Manager Jamie Morgan noted that construction on 30 Sideroad is underway. The Brusher is being used on Concession 12 south of Grey Road 16 and the new brushing head is working well. The layout on Bridge Structure 12 is scheduled for August 10, 2020 with construction tentatively scheduled to begin August 17, 2020. Parks & Recreation continues with grass cutting and keeping up with maintenance of facilities and cemeteries. Time has been spent the last several weeks capping clay and putting topsoil and seed on at the Landfill Site to comply with legislation. There have been Incidents the last 2 weekends with the Williams Lake Boat Launch and a new lock will go on shortly.

CAO Clerk Patty Sinnamon updated Council that the Municipal Office re-opened on August 4, 2020 by appointment only. Necessary signage and protocols have been implemented. Looking at holding in person Council Meetings mid-September which may include in person and zoom attendance. Physical distancing protocols will be in place. Interviews for the Administration Assistant position will be held tomorrow. Karmen and myself have spent time with Copper Tree, whom has taken over as our IT support, working with them on onboarding to improve services and remote access and provide recommendations on servicing needs and replacement of equipment. Participated in an AMO Podcast and one of the Township residents, Graham Taylor is part of the AMO Youth Fellowship Program and Graham put together a podcast on economic development during Covid 19. Once receive will forward the Podcast to Council.

11.5 Consideration of By-laws Resolution 2020-21-11 Moved by: Elizabeth Thompson Seconded by: Shawn Greig 3 | P a g e Township of Chatsworth Council Minutes August 5, 2020

That the following By-law(s) be referred to Council for consideration: By-law 2020-50 Assume Lands into Road System - Part Lot 13 Con 7 Carried

11.6 Items Requiring Direction - none

11.7 Items Requiring Discussion including Items Removed from Consent Agenda Resolution 2020-21-12 Moved by: Shawn Greig Seconded by: Elizabeth Thompson That Council receive the Grey Highlands Notice of Public Meeting – Zone Amendment for information. Carried

Resolution 2020-21-13 Moved by: Brian Gamble Seconded by: Diana Rae That Township of Chatsworth Council support the Municipality of Brockton in requesting Saugeen Mobility and Regional Transit (SMART) to explore the amalgamation of specialized transit services within Grey and Bruce Counties and transition to a County-wide operation to potentially reduce transit duplication and develop transit efficiencies. Carried

11.8 Rise and Report from Committee of the Whole Resolution 2020-21-14 Moved by: Shawn Greig Seconded by: Brian Gamble That Committee of the Whole rise as Council to report and confirm the actions taken in Committee of the Whole. Carried

Resolution 2020-21-15 Moved by: Shawn Greig Seconded by: Brian Gamble THAT Township of Chatsworth Council extend the Council Meeting past lunch curfew. Carried

12. Adopt Action of Council in Committee of the Whole Resolution 2020-21-16 Moved by: Elizabeth Thompson Seconded by: Diana Rae That the actions taken in Committee of the Whole today be confirmed and adopted by this Council; And Further that staff be authorized to take the actions necessary to give effect to approved recommendations contained within the staff reports; And Further that by-laws under consideration be presented to Council for first, second and third reading. Carried

13. Third Reading of By-Laws Resolution 2020-21-17 Moved by: Elizabeth Thompson Seconded by: Shawn Greig THAT the following by-laws be taken as read a third time, signed by the Mayor and Clerk and sealed with the Corporate Seal: By-law 2020-50 Assume Lands into Road System - Part Lot 13 Con 7 Carried

14. Notices of Motion - none 15. Notice Provision – none 16. Tracking Sheet – Tracking Sheeting included updates to dates and report. 17. Other Business – none

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18. Closed Meeting Resolution 2020-21-18 Moved by: Shawn Greig Seconded by: Diana Rae That Council move into closed session to discuss matters about: 18.1 Closed Session Minutes of June 17, 2020; 18.2 Labour relations or employee negotiations; and a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality of local board. RE: Potential Agreement RE: By-law Enforcement

18.3 Acquisition of Land RE: CAO Clerk’s Confidential Report 2020-03 – Acquisition of Land Carried After resuming in open session, Mayor Mackey indicated that the only items discussed in Closed Session were those items listed on the Agenda.

19. Confirmatory By-law Resolution 2020-21-19 Moved by: Diana Rae Seconded by: Elizabeth Thompson That By-law 2020-55 being a by-law to confirm all actions and proceedings of the August 5, 2020 Council meeting be hereby read a first, second, and third time, signed by the Mayor and Clerk and sealed with the Corporate Seal. Carried

20. Adjournment The Mayor adjourned the meeting at 12:55 p.m. ______Scott Mackey, Mayor

______Patty Sinnamon, CAO Clerk

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THE CORPORATION OF THE TOWNSHIP OF CHATSWORTH BY-LAW NUMBER 2020-56

BEING a By-law to amend Zoning By-law No. 2015-61, being entitled the Township of Chatsworth Comprehensive Zoning By-law

WHEREAS the Council of the Corporation of the Township of Chatsworth deems it in the public interest to pass a By-law to amend Zoning By-law No. 2015-61;

AND WHEREAS pursuant to the provisions of Sections 34 of the Planning Act, R.S.O. 1990, as amended, By-laws may be amended by Councils of Municipalities;

NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF CHATSWORTH ENACTS AS FOLLOWS:

1. Schedule “18" to Zoning By-law No. 2015-61 is hereby amended by changing the zone symbols affecting the lands described as Part Lot 14, Concession 3 EGR, Geographic Township of Holland, Township of Chatsworth from ‘A1’ to ‘A1-212’ as shown more particularly on Schedule “A” attached hereto.

2. Section 27 of By-law No. 2015-61 is hereby amended adding the following:

27.212 A1-212 Lands within the A1-212 zone shown on Schedule 18 and described as Part Lot 14. Concession 3 EGR, Geographic Township of Holland, Township of Chatsworth shall be used in accordance with the A1 zone provisions excepting however that:

(I) Minimum lot area: 6.0 hectares.

3. This By-law shall come into force and take effect upon being passed by Council subject to any approval necessary pursuant to the Planning Act, R.S.O. 1990, as amended.

Read a first and second time this 26th day of August, 2020

Read a third time and finally passed this 26th day of August, 2020

______Mayor Scott Mackey

______CAO Clerk Patty Sinnamon

Z08/2020 SCHEDULE "A" BY-LAW No. 2020-56 AMENDING BY-LAW No. 2015-61 TOWNSHIP OF CHATSWORTH

DATE PASSED: August 26, 2020

Concession 3A

Veterans Road North Massie Road Concession 2 ± Chatsworth Subject Lands Loucks Lane Grey Road 40

Highway 10

Concession 2 Elder Lane Gore Crescent

Highway 6 East Back Line

10 Sideroad KEY MAP Arnott 1:50,000

EP EP

A1 ±

A1- 167 EP A1-212 EP

Concession 2 A1 EP A1 Gore Crescent Grey Road 40

A1 Concession 2 EP

1:9,500

LEGEND

Subject Lands

A1 Rural

EP Environmental Protection W Wetlands Protection

GREY COUNTY: 2020-08_Morrison.MXD Carolyn Marx

Subject: Township of Chatsworth - 12 Month Surveillance Audit by SAI Global (August 5, 2020)

From: Karla Young [mailto:[email protected]] Sent: August 6, 2020 2:49 PM To: Carolyn Marx; Leo-Paul Frigault; Karen Lorente Cc: Michelle Neal; Andrew Bellamy; James Learn; Jesse Cofell; Matt C. Johnston Subject: Township of Chatsworth - 12 Month Surveillance Audit by SAI Global (August 5, 2020)

Good Afternoon,

This is a notification that the 12 Month Surveillance Audit of OCWA's Quality & Environmental Management System (QEMS) for the Township of Chatsworth was completed by SAI Global on August 5, 2020. The External Audit Report has been issued (please refer to the attachment) and the audit objectives, scope, criteria, results, and recommendations are summarized below.

Audit Objectives The objective of the audit was to determine whether the drinking water Quality Management System (QMS) of the subject system conforms to the requirements of the Ontario Ministry of the Environment and Climate Changes’ (MOECC) Drinking Water Quality Management Standard (DWQMS V2). It was also intended to gather the information necessary for SAI Global to assess whether accreditation can continue to be offered to the Operating Authority.

Audit Scope The facilities and processes associated with the operating authority’s QMS were objectively evaluated to obtain audit evidence and to determine: a) whether the quality management activities and related results conform with DWQMS V2 requirements, and b) if they have been effectively implemented and/or maintained.

Audit Criteria  The Drinking Water Quality Management Standard Version 2  Current QMS manuals, procedures, and records implemented by the Operating Authority  SAI Global Accreditation Program Handbook

Auditor Paul Cartlidge

RESULTS 1. Zero (0) non-conformities issued by SAI Global. 2. Three (3) Opportunity for Improvements (OFI’s) highlighted from the surveillance audit.

OPPORTUNITIES FOR IMPROVEMENT 1. Element #8 – Consider creating an additional CCP for Turbidity in the Walter’s Falls Drinking Water System as run-off events causing high turbidity can result in an alternate source of water being utilized 2. Element #8 – Consider recording in Table 3 the Annual Review of Risk Assessment outcomes performed on July 23, 2019 (as noted in Management Review minutes) 3. Element #19 – Consider reviewing the Report template used for Internal Audits as the most recent Internal Audit Report still does not reference V2 of the Drinking Water Quality Management Standard (previous OFI from 2019 Re- Accreditation Audit)

All OFIs have been entered into the Corrective Action Tracking spreadsheet. OFI #2 and #3 have been completed.

RECOMMENDATIONS Based on the results of this audit it has been determined that the management system is effectively implemented and maintained and meets the requirements of the standard relative to the scope of certification identified in this report; therefore, a recommendation for continued certification will be submitted to the SAI Global review team.

Please let me know if there are any questions or comments regarding the attached report and/or contents of this e-mail.

Thank you, Karla

Karla Young Process & Compliance Technician Grey-Bruce/Bruce Hubs Georgian Highlands Region Ontario Clean Water Agency [email protected] (519) 374 - 5782

Audit Report

12 Month Surveillance Audit for

Ontario Clean Water Agency for the Township of Chatsworth

1634149-02

Audited Address: 316837 Highway 6, Chatsworth, Ontario, CAN, N0H 1G0

Start Date: Aug 05, 2020 End Date: Aug 05, 2020

Type of audit - Surveillance System Audit

Issue Date: Aug 05, 2020 Revision Level: Final

BACKGROUND INFORMATION SAI Global conducted an audit of Ontario Clean Water Agency for the Township of Chatsworth beginning on Aug 05, 2020 and ending on Aug 05, 2020 to DRINKING WATER QUALITY MANAGEMENT STANDARD VERSION 2 - 2017. The purpose of this audit report is to summarise the degree of compliance with relevant criteria, as defined on the cover page of this report, based on the evidence obtained during the audit of your organization. This audit report considers your organization’s policies, objectives, and continual improvement processes. Comments may include how suitable the objectives selected by your organization appear to be in regard to maintaining customer satisfaction levels and providing other benefits with respect to policy and other external and internal needs. We may also comment regarding the measurable progress you have made in reaching these targets for improvement. SAI Global audits are carried out within the requirements of SAI Global procedures that also reflect the requirements and guidance provided in the international standards relating to audit practice such as ISO/IEC 17021-1, ISO 19011 and other normative criteria. SAI Global Auditors are assigned to audits according to industry, standard or technical competencies appropriate to the organization being audited. Details of such experience and competency are maintained in our records. In addition to the information contained in this audit report, SAI Global maintains files for each client. These files contain details of organization size and personnel as well as evidence collected during preliminary and subsequent audit activities (Documentation Review and Scope) relevant to the application for initial and continuing certification of your organization. Please take care to advise us of any change that may affect the application/certification or may assist us to keep your contact information up to date, as required by SAI Global Terms and Conditions. This report has been prepared by SAI Global Limited (SAI Global) in respect of a Client's application for assessment by SAI Global. The purpose of the report is to comment upon evidence of the Client's compliance with the standards or other criteria specified. The content of this report applies only to matters, which were evident to SAI Global at the time of the audit, based on sampling of evidence provided and within the audit scope. SAI Global does not warrant or otherwise comment upon the suitability of the contents of the report or the certificate for any particular purpose or use. SAI Global accepts no liability whatsoever for consequences to, or actions taken by, third parties as a result of or in reliance upon information contained in this report or certificate. Please note that this report is subject to independent review and approval. Should changes to the outcomes of this report be necessary as a result of the review, a revised report will be issued and will supersede this report.

Standard: DRINKING WATER QUALITY MANAGEMENT STANDARD VERSION 2 - 2017 Scope of Certification: Water Treatment Plant Drinking Water System Owner: Township of Chatsworth Operating Authority: Ontario Clean Water Agency Owner: Township of Chatsworth Population Serviced: 730 Activities: Treatment and Distribution Drinking Water Systems Chatsworth Drinking Water System (license # 241-102) Walter’s Falls Drinking Water System (license # 241-101)

Total audit duration: Person(s): 1 Day(s): 0.38 Audit Team Member(s): Team Leader Paul Cartlidge

Other Participants: None

Definitions and action required with respect to audit findings Major Non-conformance: Based on objective evidence, the absence of, or a significant failure to implement and/or maintain conformance to requirements of the applicable standard. Such issues may raise significant doubt as to the capability of the management system to achieve its intended outputs (i.e. the absence of or failure to implement a complete Management System clause of the standard); or A situation which would on the basis of available objective evidence, raise significant doubt as to the capability of the Management System to achieve the stated policy and objectives of the customer. NOTE: The “applicable Standard” is the Standard which SAI Global are issuing certification against, and may be a Product Standard, a management system Standard, a food safety Standard or another set of documented criteria. Action required: This category of findings requires SAI Global to issue a formal NCR; to receive and approve client’s proposed correction and corrective action plans; and formally verify the effective implementation of planned activities. Correction and corrective action plan should be submitted to SAI Global prior to commencement of follow-up activities as required. Follow-up action by SAI Global must ‘close out’ the NCR or reduce it to a lesser category within 90 days for initial certification and within 60 days for surveillance or re- certification audits, from the last day of the audit. If significant risk issues (e.g. safety, environmental, food safety, product legality/quality, etc.) are detected during an audit these shall be reported immediately to the Client and more immediate or instant correction shall be requested. If this is not agreed and cannot be resolved to the satisfaction of SAI Global, immediate suspension shall be recommended. In the case of initial certification, failure to close out NCR within the time limits means that the Certification Audit may be repeated. If significant risk issues (e.g. safety, environmental, food safety, product legality/quality, etc.) are detected during an audit these shall be reported immediately to the Client and more immediate or instant correction shall be requested. If this is not agreed and cannot be resolved to the satisfaction of SAI Global, immediate suspension shall be recommended. In the case of an already certified client, failure to close out NCR within the time limits means that suspension proceedings may be instituted by SAI Global. Follow-up activities incur additional charges.

Minor Non-conformance: Represents either a management system weakness or minor issue that could lead to a major nonconformance if not addressed. Each minor NC should be considered for potential improvement and to further investigate any system weaknesses for possible inclusion in the corrective action program Action required: This category of findings requires SAI Global to issue a formal NCR; to receive and approve client’s proposed correction and corrective action plans; and formally verify the effective implementation of planned activities at the next scheduled audit.

Opportunity for Improvement: A documented statement, which may identify areas for improvement however shall not make specific recommendation(s). Action required: Client may develop and implement solutions in order to add value to operations and management systems. SAI Global is not required to follow-up on this category of audit finding.

Audit Type and Purpose

Surveillance Audit: A systems desktop audit in accordance with the systems audit procedure as it applies to Full Scope accreditation. The audit also included consideration of the results of the most recent audit undertaken in accordance with this Accreditation Protocol and any of the following that have occurred subsequent to that audit including but limited to; (a) the results of any audits undertaken in accordance with element 19 of the DWQMS V2; (b) historical responses taken to address corrective action requests made by an Accreditation Body; (c) the results of any management reviews undertaken in accordance with element 20 of the DWQMS V2; and, (d) any changes to the documentation and implementation of the QMS.

Audit Objectives The objective of the audit was to determine whether the drinking water Quality Management System (QMS) of the subject system conforms to the requirements of the Ontario Ministry of the Environment & Climate Change (MOECC) Drinking Water Quality Management Standard (DWQMS V2). The audit was also intended to gather the information necessary for SAI Global to assess whether accreditation can continue or be offered or to the operating authority.

Audit Scope The facilities and processes associated with the operating authority’s QMS were objectively evaluated to obtain audit evidence and to determine a) whether the quality management activities and related results conform with DWQMS V2 requirements, and b) if they have been effectively implemented and/or maintained.

Audit Criteria: • The Drinking Water Quality Management Standard Version 2 • Current QMS manuals, procedures and records implemented by the Operating Authority • SAI Global Accreditation Program Handbook

Confidentiality and Documentation Requirements The SAI Global stores their records and reports to ensure their preservation and confidentiality. Unless required by law, the SAI Global will not disclose audit records to a third party without prior written consent of the applicant. The only exception will be that the SAI Global will provide audit and corrective action reports to the Ontario Ministry of the Environment. For more information, please refer to the SAI Global Accreditation Program Handbook. As part of the SAI Global Terms, it is necessary for you to notify SAI Global of any changes to your Quality Management System that you believe are significant enough to risk non-conformity with DWQMS V2: For more information, please refer to the SAI Global Accreditation Program Handbook.

Review of any changes Changes to the Operating Authority since last audit include: new staff member in the role of Process and Compliance Technician (QMS Representative).

EXECUTIVE OVERVIEW Based on the results of this surveillance system audit the management system remains effectively implemented and meets the requirements of the standard relative to the scope of certification; therefore, a recommendation for continued certification will be submitted.

Recommendation

Based on the results of this audit it has been determined that the management system is effectively implemented and maintained and meets the requirements of the standard relative to the scope of certification identified in this report; therefore, a recommendation for continued certification will be submitted to SAI Global review team. Opportunities for Improvement: The following opportunities for improvement have been identified. • Element # 8 - Consider creating an additional CCP for Turbidity in the Walter’s Falls Drinking Water System as run-off events causing high turbidity can result in an alternate source of water being utilized. • Element # 8 - Consider recording in Table 3 the Annual Review of Risk Assessment outcomes performed on July 23, 2019 (as noted in Management Review minutes). • Element # 19 - Consider reviewing the Report template used for Internal Audits as the most recent Internal Audit Report still does not reference V2 of the Drinking Water Quality Management Standard (previous OFI from 2019 Re-Accreditation Audit). It is suggested that the opportunities for improvement be considered by management to further enhance the Operating Authority’s Quality Management System and performance.

Management System Documentation

The management systems operational plan was reviewed and found to be in conformance with the requirements of the standard.

Management Review

Records of the most recent management review meetings were verified and found to meet the requirements of the standard. All inputs were reflected in the records, and appear suitably managed as reflected by resulting actions and decisions.

Internal Audits

Internal audits are being conducted at planned intervals to ensure conformance to planned arrangements, the requirements of the standard and the established management system.

Corrective, Preventive Action & Continual Improvement Processes

The Operating Authority is implementing an effective process for the continual improvement of the management system through the use of the quality policy, quality objectives, audit results, data analysis, the appropriate management of corrective and preventive actions and management review.

Summary of Findings

1. Quality Management System NANC 2. Quality Management System Policy NANC 3. Commitment and Endorsement Conforms 4. Quality Management System Representative Conforms 5. Document and Records Control NANC 6. Drinking-Water System Conforms 7. Risk Assessment Conforms 8. Risk Assessment Outcomes OFI x 2 9. Organizational Structure, Roles, Responsibilities and Authorities NANC 10. Competencies NANC 11. Personnel Coverage NANC 12. Communications NANC 13. Essential Supplies and Services Conforms 14. Review and Provision of Infrastructure NANC 15. Infrastructure Maintenance, Rehabilitation & Renewal NANC 16. Sampling, Testing and Monitoring Conforms 17. Measurement & Recording Equipment Calibration and Maintenance NANC 18. Emergency Management Conforms 19. Internal Audits OFI 20. Management Review Conforms 21. Continual Improvement Conforms Major non-conformity. The auditor has determined one of the following: (a) a required element of the DWQMS has not been incorporated into a QMS; Major NCR # (b) a systemic problem with a QMS is evidenced by two or more minor non-conformities; or (c) a minor non-conformity identified with a corrective action request has not been remedied. Minor non-conformity. In the opinion of the auditor, part of a required element of the DWQMS has not Minor NCR # been incorporated satisfactorily into a QMS. OFI Opportunity for improvement. Conforms to requirement, but there is an opportunity for improvement. Conforms Conforms to requirement. NANC Not applicable/Not Covered during this audit. **** Additional comment added by auditor in the body of the report.

PART D. Audit Observations, Findings and Comments

DWQMS Reference: 3 Commitment and Endorsement Client Reference: Multi-Facility Operational Plan for Chatsworth Drinking Water System and Walter’s Falls Drinking Water System, OP-03 Commitment & Endorsement Of OCWA’s QEMS & Operational Plan, rev. 0, 2018-12-14

Details: An endorsement of Operational Plan was signed by Operations Managers of Ontario Clean Water Agency and the CAO and Deputy Clerk/Water Administrator of the Township of Chatsworth in January 2019. Operational Plan OP-03 describes the commitments required. Reviewed and accepted

DWQMS Reference: 4 Quality Management System Representative Client Reference: Multi-Facility Operational Plan for Chatsworth Drinking Water System and Walter’s Falls Drinking Water System, OP-04 Quality & Environmental Management System (QEMS) Representative, rev. 0, 2018-12-14 Details: The role of QEMS Representative for the Township of Chatsworth Drinking Water Systems is the Process and Compliance Technician (PCT). The Safety, Process and Compliance Manager will act as an alternate QEMS Representative when required. Reviewed and accepted

DWQMS Reference: 6 Drinking Water System Client Reference: Multi-Facility Operational Plan for Chatsworth Drinking Water System and Walter’s Falls Drinking Water System, OP-06 Drinking Water System, rev. 0, 2018-12-14 and associated System Descriptions: OP-06A Chatsworth Drinking Water System Description rev. 2, 2020-07-02 OP-06B Walter’s Falls Drinking Water System Description rev. 2, 2020-07-02

Details: Operational Plan adequately describes the Chatsworth and Walter’s Falls Drinking Water Systems. Reviewed and accepted.

DWQMS Reference 7 Risk Assessment Client Reference: Multi-Facility Operational Plan for Chatsworth Drinking Water System and Walter’s Falls Drinking Water System, OP-07 Risk Assessment, rev. 0, 2018-12-21

Details: Procedure OP-07 adequately describes the Risk Assessment Process. Reviewed and accepted.

DWQMS Reference: 8 Risk Assessment Outcomes Client Reference: Multi-Facility Operational Plan for Chatsworth Drinking Water System and Walter’s Falls Drinking Water System, OP-08 Risk Assessment Outcomes, rev. 0, 2018-12-21 OP-08A Summary of Risk Assessment Outcomes - Chatsworth Drinking Water System, rev. 7, 2018-12-21 OP-08B Summary of Risk Assessment Outcomes – Walter’s Falls Drinking Water System, rev. 8, 2019-01-25

Details: Risk Assessment Outcomes adequately describes all risk, hazards, hazardous events and critical control limits for both Chatsworth and Walter’s Falls Drinking Water Systems. Risk assessment outcomes are current as 2018-07-19 when a full 36-month assessment was

performed. Currency of the risk assessment information was reviewed as part of the most recent Management Review performed December 19, 2019. Reviewed and accepted. Opportunities for Improvement: • Consider creating an additional CCP for Turbidity in the Walter’s Falls Drinking Water System as run-off events causing high turbidity can result in an alternate source of water being utilized. • Consider recording in Table 3 the Annual Review of Risk Assessment outcomes performed on July 23, 2019 (as noted in Management Review minutes).

DWQMS Reference: 13 Essential Supplies and Services Client Reference: Multi-Facility Operational Plan for Chatsworth Drinking Water System and Walter’s Falls Drinking Water System, OP-13 Essential Supplies and Services, rev. 3, 2018-12-27

Details: Procedure OP-13 reviewed and accepted. A list of all essential supplies and services is maintained (current as of 2020-07-06).

DWQMS Reference: 16 Sampling, Testing and Monitoring Client Reference: Multi-Facility Operational Plan for Chatsworth Drinking Water System and Walter’s Falls Drinking Water System, OP-16 Sampling, Testing and Monitoring, rev. 2, 2018-12-27 and 2020 sampling schedules for Chatsworth and Walter’s Falls

Details: Procedure OP-16 and sampling schedules reviewed and accepted.

DWQMS Reference: 18 Emergency Management Client Reference: Multi-Facility Operational Plan for Chatsworth Drinking Water System and Walter’s Falls Drinking Water System, OP-18 Emergency Management, rev. 1, 2018-12-28

Details: General requirements are described in procedure OP-18 and the OCWA Emergency Response Plan. The following specific contingency plans have been established: • CP-01 Spill Response, Revision 6, 2019-06-04 • CP-02 Critical Injury, Revision 6, 2019-06-04 • CP-03 Critical Shortage of Staff, Revision 7, 2019-06-03 • CP-04 Loss of Service, Revision 4, 2019-06-05 • CP-05 Unsafe Water, Revision 5, 2019-06-05 • CP-06 Security Breach, Revision 4, 2019-06-05 An emergency communication protocol and an up-to-date list of emergency contacts is established specific to the Township of Chatsworth. Emergency procedures are reviewed and/or tested on an annual basis. Reviewed and accepted.

DWQMS Reference: 19 Internal Audits Client Reference: Multi-Facility Operational Plan for Chatsworth Drinking Water System and Walter’s Falls Drinking Water System, OP-19 Internal QEMS Audits, rev. 1, 2018-12-28

Details: Procedure OP-19 reviewed and accepted. Most recent internal audit was performed June 30 and July 21, 2020. Internal Audit Report issued on July 21, 2020. 1 non-conformance and 1 Comment were identified. Internal Audit checklist utilized contains DWQMS V2.0 requirements. Follow-up on non-conformances is performed according to procedure referenced in Element 21. Doc ID: 8298 / Issue Date: Mar. 2018 © SAI Global Pty Limited Copyright 2018 - ABN 67 050 611 642 Page 9 of 10 Audit Report

Internal Audit results reviewed and accepted. Opportunity for Improvement – Consider reviewing the Report template used for Internal Audits as the most recent Internal Audit Report still does not reference V2 of the Drinking Water Quality Management Standard (previous OFI from 2019 Re-Accreditation Audit).

DWQMS Reference: 20 Management Review Client Reference: Multi-Facility Operational Plan for Chatsworth Drinking Water System and Walter’s Falls Drinking Water System, OP-20 Management Review, rev. 2, 2018-12-28

Details: Procedure OP-20 captures all PLAN requirements from section 20 of the DWQMS. Management Reviews are conducted a minimum of once every calendar year. Procedure reviewed and accepted. Most recent Management Review meeting was performed December 19, 2019. Action items were noted in the minutes along with responsibility and completion dates (e.g. create SOP for low Chlorine clearwell).

DWQMS Reference: 21 Continual Improvement Client Reference: Multi-Facility Operational Plan for Chatsworth Drinking Water System and Walter’s Falls Drinking Water System, OP-21 Continual Improvement, rev. 0, 2018-12-28

Details: Procedure OP-21 reviewed and accepted. Examples of Continual Improvement include Corrective Actions and Opportunities for Improvement from Internal Audits and any identified Best Management Practices from various sources. Items are recorded on the Summary of Action Items Spreadsheet. Examples reviewed included: • 2 Opportunities for Improvement from 2019 External Re-Accreditation Audit (including recording the lot number and expiry date of the calibration standards used for the monthly verification of the hand-held chlorine analyzers) • 1 non-conformance from 2020 Internal Audit (update Water Main Break SOP) • Non-compliances and Recommendations from 2019 MECP Inspection.

Details regarding the personnel interviewed and objective evidence reviewed are maintained on file at SAI Global. This report was prepared by:

Paul Cartlidge SAI Global Management Systems Auditor

The audit report is distributed as follows: • SAI Global • Operating Authority • Owner • MOECC Notes Copies of this report distributed outside the organization must include all pages.

Doc ID: 8298 / Issue Date: Mar. 2018 © SAI Global Pty Limited Copyright 2018 - ABN 67 050 611 642 Page 10 of 10 SAUGEEN MOBILITY and REGIONAL TRANSIT Box 40 Walkerton, ON N0G 2V0 519-881-2504 1-866-981-2504

saugeenmobility.ca

GENERAL BOARD MEETING MINUTES Friday, June 24, 2020, 2:15 p.m.

Board Members Present: Councillor Doug Bell, Municipality of Arran-Elderslie Councillor Dean Leifso, Councillor, Municipality of Brockton Mayor Scott Mackey, Township of Chatsworth Councillor Warren Dickert, Town of Hanover Councillor Ed McGugan, Township of Huron-Kinloss Councillor Gerry Glover, Municipality of Kincardine (attending for Dave Cuyler) Vice-Deputy Mayor Mike Myatt, Town of Saugeen Shores Mayor John Woodbury, Township of Southgate Councillor Beth Hamilton, Municipality of West Grey

Board Members Absent: Dave Cuyler

Others Present: Roger Cook, Manager Catherine McKay, Recording Secretary

The meeting was conducted by teleconference in light of the COVID-19 pandemic.

1. Call to Order Chair Mike Myatt called the meeting to order at 2:15 pm.

2. Disclosure of Pecuniary Interest and Declaration of Conflict of Interest None declared.

3. Approval of the Agenda Motion #2020-062 Moved by Beth Hamilton; Seconded by Dean Leifso That the agenda for June 26, 2020 be accepted as circulated. Carried

4. Minutes of the May 15, 2020 General Board Meeting Motion #2020-063 Moved by Warren Dickert; Seconded by Scott Mackey That the Board approve and adopt the minutes of the May 15, 2020 General Board Meeting as circulated. Carried

5. Business Arising from the Minutes There was no business arising from the Minutes.

6. Correspondence A. Resolution from the Township of Huron-Kinloss B. Resolution from the Municipality of Brockton

These minutes are considered to be in draft form until signed by the Chair and the Recording Secretary.

Saugeen Mobility and Regional Transit Board Meeting Page 2 June 26, 2020

The Manager spoke to these items, noting that they relate to the issue of SMART moving to the County level. The items were received by the Board for information.

7. Updates A. Bruce County Transportation Taskforce The Manager reviewed this item, highlighting that Bruce County intends to establish an Integrated Mobility Planning Committee as a sub-committee to the Transportation and Environment Services Committee, but the County’s plan for transportation covers only roads. A process has begun to establish a transportation master plan but without such a plan, the County is limited on the higher government funding it can apply for. The Chair noted that this is good news but there will be no funding without the master plan.

Scott Mackey asked who the members of the Committee are. The Chair said he does not know and went on to note that the Manager should be on the committee, and he would like to see SMART Board members on the master plan committee. Vice-Chair Warren Dickert informed the Chair that he would be willing to join. It was noted however, that the sub-committee has to first hold its initial meeting. Scott Mackey stated that if this committee operates like Grey County, there would be two to three Council members on the committee and then others would be asked to join.

Ed McGugan said that he sits on the Bruce County Accessibility Advisory Committee and he believes that one member would be invited to sit on the Master Plan Sub-Committee for the Bruce County Task Force. He further indicated that he would be interested in sitting as an alternate member.

The Chair asked Board Members to consider whether they would be interested.

B. MPPs Lisa Thompson and Bill Walker The Chair had reached out to Ms. Thompson and Mr. Walker and received the fairly high level responses included in the meeting materials. He also had a recent discussion with Mr. Walker, and hopes to be able to meet with the MPPs on this matter. There were no further comments from the Board and the correspondence will be filed for future reference.

The Chair asked the Manager to follow up on this matter with a letter in approximately two to three weeks.

The Manager noted that he had spoken to Christine Walker about getting the gas tax funds in a more timely manner, and she said that the Province is under no obligation to do anything in particular about this.

C. New Vehicles The Manager noted that he ordered the vehicles immediately after the Board gave its approval at the May 15, 2020 meeting. It takes 12 weeks for the vehicles to be delivered, so they should arrive in another six weeks or so, sometime in August.

Plexiglass shields have been installed in vehicles and work okay, although because they are attached to the head rest pole, drivers can have difficulty in putting their seats back, requiring them to also recline the passenger seat behind the driver’s seat.

In total, five vehicles were ordered and the plexiglass barriers cost $500, although they were quoted at $1,000.

These minutes are considered to be in draft form until signed by the Chair and the Recording Secretary.

Saugeen Mobility and Regional Transit Board Meeting Page 3 June 26, 2020

Scott Mackey noted that a school bus company that he knows of is looking at clear plastic shower curtains as barriers, which are inexpensive and easy to install.

The Manager confirmed that drivers continue to follow the COVID-19 protocols including wearing a mask and using hand sanitizer, and clients are being screened on the phone when they call for their ride.

8. Reports and Recommendations A. Report 2020-30 Operational The Manager reviewed highlights from the report, noting that the number of rides is down 87.8% from last year, as is the case with all transit systems. A couple of bus trips have been scheduled in July and more requests and calls are coming in, so things seem to be coming back . The weekend calls are working out fine and generally it is quiet, with Saturday being mostly rides for dialysis. There were four or five messages on the answering service on Monday.

Ed McGugan complimented the Manager on the colour graphs which provide a useful comparison from year to year.

Motion #2020-064 Moved by Gerry Glover; Seconded by Doug Bell That the Board approve Report 2020-30 May 2020 Operational as presented. Carried

B. Report 2020-31 Staffing The Manager presented the report. In response to a question from Gerry Glover, the Manager confirmed that the staff are following COVID-19 protocols, and that there is sufficient space at the office to physically distance and staff do a COVID-19 assessment every day.

Beth Hamilton asked what types of calls are coming in, noting that during the pandemic, at first it was only medical and other necessary trips. The Manager explained that calls are almost entirely for medical appointments, with some people going for hair appointments and shopping. Appointments out of the area (e.g. to Kitchener and Toronto) are now being scheduled and take a driver out for the entire day. The Manager explained that the volume of rides is up and some rides are being turned down. The bus trips scheduled in July are out of long term care facilities, to take residents on a ride in the country and they are not shopping trips. The Manager also noted that perhaps a motion is required to provide direction as to what kind of rides SMART should now be doing.

Scott Mackey asked about the bus trips, noting that it is not definite that those in congregate living should be going on bus trips and it may be that only essential travel is now allowed. The Manager said that two trips have been booked, one each by Brucelea Haven and Tiverton Park Manor. The Board provided direction to the Manager to check with the Medical Officer of Health about whether the two bus trips are allowed. He was also encouraged to check with the MOH at every step along the way in dealing with the pandemic, and to keep the Board informed about his contacts with the MOH. John Woodbury suggested that the Manager use email for this communication in order to have documentation. The Manager said that this is his usual practice. The Chair asked the Manager to request a written response from the MOH and forward it to the Board.

These minutes are considered to be in draft form until signed by the Chair and the Recording Secretary.

Saugeen Mobility and Regional Transit Board Meeting Page 4 June 26, 2020

Motion #2020-065 Moved by Ed McGugan; Seconded by Gerry Glover That Board authorize the Manager to bring back additional drivers on a one or two day per week rotation, the Scheduler/Dispatcher on Monday and the Accounts Receivable Clerk for an additional day per week. Carried

Catherine McKay left the meeting at 2:45 p.m.

9. Closed Session Motion #2020-066 Moved by Beth Hamilton; Seconded by John Woodbury That the Board of SMART move into Closed Session at 2:46 p.m. to discuss matters relating to contract negotiations. Carried

Reconvene in Open Session Motion #2020-067 Moved by Scott Mackey; Seconded by Doug Bell That the Board of SMART reconvene in Open Session at 3:06 p.m.. The Chair confirmed that the Board had met in closed session and discussed personnel matters relating to identifiable individuals. Carried

10. Adjournment Moved by John Woodbury; Seconded by Dave Cuyler That the Board of Directors of SMART adjourn at 3:08 p.m. Carried

Recording Secretary Meeting Attendance The Recording Secretary attended the following meetings in the second quarter of 2020: • April 7, 2020 • April 24, 2020 • May 15, 2020 • The Secretary also performed 1.0 hour of work regarding the agenda for the Board’s April 24 meeting, to be paid at $15 per hour. • June 26, 2020

_____”Original signed by”______”Original signed by”______Mike Myatt, President Catherine McKay, Recording Secretary

These minutes are considered to be in draft form until signed by the Chair and the Recording Secretary.

Municipality of West Grey 402813 Grey County Rd 4 Durham, ON N0G 1R0

Re: Anti-racism resolution

Please be advised the council of the Municipality of West Grey at its regular meeting held on July 7, 2020 passed the following resolution:

Whereas West Grey council condemns the unjust treatment, oppression, and racism against those who identify as black, indigenous, and people of colour; and

Whereas council acknowledges that systemic racism exists and persists in every community and institution in Canada, including West Grey, creating social and economic disparities from education, to healthcare, to housing, to employment, and justice; and

Whereas council supports the Bruce Grey Poverty Task Force belief that everyone deserves to live free of systematic oppression or racialized violence; and

Whereas the report by the Truth and Reconciliation Commission of Canada contains ‘Calls to Action’ several of which are actionable by local governments including Call 57: “We call upon federal, provincial, territorial, and municipal governments to provide education to public servants on the history of Aboriginal peoples, including the history and legacy of residential schools, the United Nations Declaration on the Rights of Indigenous Peoples, Treaties and Aboriginal rights, Indigenous law, and Aboriginal–Crown relations. This will require skills-based training in intercultural competency, conflict resolution, human rights, and anti-racism”; and

Whereas council is committed to anti-racism as demonstrated in the foundation of our 2020 Vision Plan whereby we set goals to listen to our community, value diverse voices, and build partnerships;

Municipality of West Grey council resolution

Therefore be it resolved that the Municipality of West Grey will actively work towards anti-racism and anti-oppression at every opportunity beginning with annual training for council, committee members, and employees for anti-racism, anti-oppression, diversity and inclusion, and the history of Aboriginal peoples; and

Further that this resolution be circulated to media, lower tier municipalities in Grey and Bruce; Grey County; Bruce County; West Grey Public Library, West Grey Police Service, Grey Bruce Public Health Unit; Bluewater District School Board; and Bruce Grey Catholic District School Board.

Lindsey Glazier Administrative Assistant, Clerk’s Office

Copy: Ontario Municipalities West Grey Public Library West Grey Police Service Grey Bruce Public Health Unit Bluewater District School Board Bruce Grey Catholic District School Board

Municipality of West Grey council resolution TOWNSHIP OF CHATSWORTH FIRE CHIEFS REPORT 2020-09

TO: Mayor Mackey and Members of Council

FROM: Mike Givens, Fire Chief

RE: July 2020 Fire Department Activity Report

DATE: August 26, 2020

RECOMMENDATION:

That Fire Chief’s Report 2020-08 dated August 26, 2020 regarding the July 2020 Activity Report be hereby received for information.

And that Committee of the Whole recommends to Council that the July 2020 Fire Department activity report be received as presented

BACKGROUND: Attached hereto is the Fire Department Activity Report for the month of July 2020.

There were 15 incidents during the month, with 0 structure/chimney fires, 2 vehicle fires resulting in a $17,500.00 loss. The 15 incidents resulted in 85.5 total firefighter hours.

The Department held 4 in-house training session in July, 0 off-site training sessions for a total of 78.5 firefighter hours.

It should also be noted that 10 Open Air Burn Permits were issued in July, for a year to date total of 198 Burn Permits issued.

Options: As this report is being prepared for information, no options are being provided.

Inter-departmental Impact and/or Other Departments Consulted:

Financial Implications: Standard Operations □ Treasurer Reviewed

Attachments: • Incident Summary • Training Summary • Burn Permit Summary

Respectfully submitted, Reviewed by,

Mike Givens, Patty Sinnamon, Dipl.M.M. Fire Chief/CFPO/CEMC CAO/Clerk

Township of Chatsworth Fire Department Page 1 of 1 Fire Chief :Mike Givens P.O. Box 278, 75 McNab Street Chatsworth ON N0H 1G0 PH : 519-794-3188 FAX : 519-794-4146 Email :[email protected] URL : www.chatsworth.ca

Burn Permits Issued From Jul 1 20 to Jul 31 20

Chatsworth Open Air Burn Permit 10 Township of Chatsworth Fire Department Page 1 of 1 Fire Chief :Mike Givens P.O. Box 278, 75 McNab Street Chatsworth ON N0H 1G0 PH : 519-794-3188 FAX : 519-794-4146 Email :[email protected] URL : www.chatsworth.ca

Incident Summary From Jul 1 20 to Jul 31 20

Grand Total Averages

Printed 15 Incident reports Average Dispatch Total 00:02:01 Average Chute Total 00:05:07 Average Enroute Time 00:06:10 Average Response time 00:11:11 Average Total Time 00:56:28 Average # of Full Time Personnel at scene 0.00 Average # of Part Time Personnel at scene 5.60 Average # of Personnel at scene 5.60 Average # of total Full Time Personnel 0.00 Average # of total Part Time Personnel 7.20 Average # of total Personnel 7.20 Total Personnel Hours 85 hours 28 minutes Average Personnel Hours per incident 5 hours 42 minutes

Total Dollar Loss $17,500.00 Average reported Dollar Loss $8,750.00 for 2 incidents. Total Saved $0.00 Average reported Dollar Saved $0.00 for 0 incidents. Township of Chatsworth Fire Department Page 1 of 1 Fire Chief :Mike Givens P.O. Box 278, 75 McNab Street Chatsworth ON N0H 1G0 PH : 519-794-3188 FAX : 519-794-4146 Email :[email protected] URL : www.chatsworth.ca

Training Summary From Jul 1 20 to Jul 31 20

4 sessions printed for these parameters 2 Subjects Covered 8.50 total session hours 78.50 total staff hours 12.75 total Instructor hours 0 OFM or Outside Train sessions 4 In-house Training sessions 0 Work Party sessions TOWNSHIP OF CHATSWORTH

CBO REPORT 2020-05

TO: Mayor Mackey and Members of Council

FROM: Karl Schipprack

RE: Building Department Statistics

DATE: August 18, 2020

RECOMMENDATION: THAT CBO Report 2020-05 regarding Building Department activity for Q2-2020 be hereby received for information.

BACKGROUND: The purpose of this staff report is to provide the Q2-2020 year to date Building Department statistics on number of permits, project value and permit fees. And provide the Q2-2018 and Q2-2019 year to date Building Department statistics for comparison.

Respectfully submitted, Reviewed by,

Karl Schipprack Patty Sinnamon, Dipl.M.M. Chief Building Official CAO Clerk Chatsworth Q1 BUILDING ACTIVITY REPORT

TYPE OF PERMIT # of Permits Project Value Permit Fees

2018 2019 2020 2018 Q1 2019 Q1 2020 Q1 2018 Q1 2019 Q1 2020 Q1 Q1 Q1 Q1 Residential New Homes 3 6 5 $ 1,060,000 $ 1,890,000 $ 1,870,000 $ 6,864 $ 11,948 $ 9,663 Add/Reno 8 3 3 $ 423,650 $ 157,000 $ 200,500 $ 4,083 $ 2,394 $ 1,905

Septic Permits 2 6 6 $ 45,000 $ 81,940 $ 74,750 $ 1,000 $ 3,000 $ 3,000

Accessory 5 5 5 $ 99,500 $ 210,000 $ 148,000 $ 1,468 $ 2,253 $ 2,005

Agriculture New Buildings 3 1 3 $ 220,000 $ 70,000 $ 288,485 $ 4,292 $ 1,200 $ 3,258 Add/Reno - 2 - $ - $ 75,000 $ - $ - $ 1,150 $ -

Commercial New Buildings - - - $ - $ - $ - $ - $ - $ - Add/Reno - 2 1 $ - $ 70,000 $ 50,000 $ - $ 1,100 $ 450

Institutional New Buildings - 1 - $ - $ 850,000 $ - $ - $ 8,500 $ - Add/Reno - - - $ - $ - $ - $ - $ - $ -

Industrial New Buildings - - - $ - $ - $ - $ - $ - $ - Add/Reno - - - $ - $ - $ - $ - $ - $ -

Demolitions 5 4 2 $ 26,000 $ 25,000 $ 8,000 $ 750 $ 600 $ 300

Tent 1 - - $ 2,000 $ - $ - $ 75 $ - $ -

TOTALS 27 30 25 $ 1,876,150 $ 3,428,940 $ 2,639,735 $ 18,532 $ 32,145 $ 20,581 Chatsworth Q2 BUILDING ACTIVITY REPORT

TYPE OF PERMIT # of Permits Project Value Permit Fees

2018 2019 2020 2018 Q2 2019 Q2 2020 Q2 2018 Q2 2019 Q2 2020 Q2 Q2 Q2 Q2 Residential New Homes 10 4 10 $ 2,924,000 $ 1,540,000 $ 4,054,000 $ 17,836 $ 7,677 $ 22,153 Add/Reno 11 11 6 $ 496,000 $ 286,316 $ 200,500 $ 4,639 $ 3,906 $ 1,755

Septic Permits 5 9 15 $ 66,500 $ 106,900 $ 212,738 $ 2,250 $ 4,500 $ 7,250

Accessory 14 14 7 $ 595,000 $ 412,200 $ 253,800 $ 6,930 $ 6,345 $ 3,088

Agriculture New Buildings 7 1 1 $ 394,000 $ 150,000 $ 120,000 $ 4,720 $ 6,130 $ 2,375 Add/Reno - - 2 $ - $ - $ 16,500 $ - $ - $ 300

Commercial New Buildings - 1 - $ - $ 700,000 $ - $ - $ 7,000 $ - Add/Reno 1 1 - $ 7,000 $ 12,000 $ - $ 150 $ 300 $ -

Institutional New Buildings 2 - - $ 532,000 $ - $ - $ 8,290 $ - $ - Add/Reno 1 - 1 $ 500,000 $ - $ 500,000 $ 5,000 $ - $ 5,000

Industrial New Buildings 1 - - $ 91,400.00 $ - $ - $ 914 $ - $ - Add/Reno - - - $ - $ - $ - $ - $ - $ -

Demolitions 2 3 2 $ 10,000 $ 33,000 $ 6,000 $ 300 $ 450 $ 300

Tent 4 1 - $ 8,850 $ 2,100 $ - $ 300 $ 75 $ -

TOTALS 58 45 44 $ 5,624,750 $ 3,242,516 $ 5,363,538 $ 51,329 $ 36,383 $ 42,221 Chatsworth Q3 BUILDING ACTIVITY REPORT

TYPE OF PERMIT # of Permits Project Value Permit Fees

2018 2019 2018 Q3 2019 Q3 2018 Q3 2019 Q3 Q3 Q3 Residential New Homes 12 9 $ 3,454,000 $ 3,385,000 $ 28,123 $ 18,697 Add/Reno 9 13 $ 229,000 $ 362,000 $ 2,605 $ 5,096

Septic Permits 15 17 $ 204,500 $ 188,892 $ 6,950 $ 8,000

Accessory 16 9 $ 728,500 $ 313,600 $ 10,025 $ 4,339

Agriculture New Buildings 6 4 $ 945,000 $ 130,500 $ 6,264 $ 3,510 Add/Reno 3 - $ 142,500 $ - $ 3,218 $ -

Commercial New Buildings - - $ - $ - $ - $ - Add/Reno - - $ - $ - $ - $ -

Institutional New Buildings - - $ - $ - $ - $ - Add/Reno - - $ - $ - $ - $ -

Industrial New Buildings - - $ - $ - $ - $ - Add/Reno - - $ - $ - $ - $ -

Demolitions - 3 $ - $ 150,000 $ - $ 450

Tent 5 9 $ 13,100 $ 9,770 $ 375 $ 600

TOTALS 66 64 $ 5,716,600 $ 4,539,762 $ 57,560 $ 40,692 Chatsworth Q4 BUILDING ACTIVITY REPORT

TYPE OF PERMIT # of Permits Project Value Permit Fees

2018 2019 2018 Q4 2019 Q4 2018 Q4 2019 Q4 Q4 Q4 Residential New Homes 10 6 $ 2,239,923 $ 2,350,000 $ 18,113 $ 12,386 Add/Reno 4 6 $ 164,000 $ 154,000 $ 1,395 $ 1,756

Septic Permits 16 7 $ 230,100 $ 94,000 $ 8,000 $ 3,500

Accessory 5 8 $ 207,500 $ 355,000 $ 2,235 $ 5,289

Agriculture New Buildings 1 1 $ 22,000 $ 50,000 $ 845 $ 2,875 Add/Reno - 1 $ - $ 12,500 $ - $ 211

Commercial New Buildings - - $ - $ - $ - $ - Add/Reno - - $ - $ - $ - $ -

Institutional New Buildings - - $ - $ - $ - $ - Add/Reno - - $ - $ - $ - $ -

Industrial New Buildings - - $ - $ - $ - $ - Add/Reno - - $ - $ - $ - $ -

Demolitions - 2 $ - $ 10,000 $ - $ 300

Tent - - $ - $ - $ - $ -

TOTALS 36 31 $ 2,863,523 $ 3,025,500 $ 30,588 $ 26,317

TREASURER’S REPORT 2020-16

TO: Mayor Mackey and Members of Council

FROM: Karmen Krueger, CPA, CA, Treasurer

RE: Unfinanced Amounts

DATE: August 19, 2020

RECOMMENDATION:

That Report 2020-16 regarding unfinanced amounts is hereby received for information;

And that Committee of the Whole Recommends to Council that staff be authorized to pursue debenture financing for the equipment purchases in the amount of $693,958 over a ten-year repayment term beginning in 2021;

And further that Committee of the Whole Recommends to Council that staff be authorized to fund the unfinanced capital relating to the community centres in the amount of $350,299 from internal working capital reserves

BACKGROUND:

Since 2007, the Township has incurred several instances of expenditures where no funding source or strategy was identified. There may have been an intention to revisit these decisions, particularly those older than 10 years, but to date there has not been a specific, documented strategy to fund these items. These amounts cumulatively are $1,237,925 and are summarized below.

A general ‘cash’ viewpoint might suggest that the items have already been paid for (i.e. the cash has been outlaid) so why not just do the appropriate accounting to wipe these out? But this approach would not be recommended by financial professionals for a couple of reasons. First, the existing working reserve balances are insufficient and second, while there may be some capital reserves that are uncommitted, these balances should be reserved for planned upcoming capital needs.

The unfinanced amounts that are outstanding at December 31, 2019 are as follows:

1. Biodigester $190,678 2. Roads Machinery (Grader) $379,500 3. Markdale Landfill (compactor) $314,458 4. Chatsworth Community Centre $132,627 5. Keady Community Centre $118,496 6. Walters Falls Community Centre $16,758 7. Desboro Community Centre $85,409

For the purposes of this report, these balances can be divided into three types.

Ongoing

The Biodigester amount represents amounts incurred that were paid to Georgian Bluffs in 2011 and since then. In 2011, the amount began as $167,635, consisting of the original loan payment of $80,000, interest of $34,830 and operating costs of $52,805. The balance grew by $126,450 in 2012. In 2013, the Township did start to dedicate funds towards the balance and the 2013 general surplus was used to cover the operating costs and the balance remained at $293,483. In 2014, the annual budgets started to include a $10,000 ‘repayment’ of $10,000. This ceased in 2018 with no payments budgeted in 2019 or 2020.

Because this project is ongoing, and perhaps uncertain, staff is recommending at this time, that a status quo approach be taken to leave this amount unfunded. This can be revisited during budget deliberations or at such time that any operational decisions are made regarding the future of the Biodigester.

Machinery Purchases

In more recent budget years, these purchases have been made without a specific financing plan. In reviewing staff reports and discussing with senior management, the intent for these purchases was to revisit the options at a later time. Because of the longer expected useful life of these assets and the relatively low level of existing reserves, it does not make sense to fund these from general operations or existing reserves.

The Township has capacity to borrow externally, and staff is recommending this route for these two items. $693,958 using current borrowing rates would result in an annual payment of just under $75,000 and interest costs over a ten-year term of $54,000 (estimated rate 1.4%). Borrowing costs could be reduced to $21,000 by opting for a five-year term but this would increase the annual payment requirement to $143,000 (estimated rate 1.01%). This option would be much more aggressive.

In both cases, the 2021 and subsequent budgets will need to be increased to reflect these payments. It should be noted that staff are not recommending that this method of financing be pursued at the expense of funding 2021 and subsequent capital works, so these amounts would need to be over and above the capital works required in 2021 and beyond. Community Centres

It appears that the practice for the capital works, and even any operating deficits has been for the Township to take these on, rather than the community groups running the facilities.

As Chatsworth is no longer an operating facility, nor are there corresponding assets related to this facility, this amount should be funded through general working capital. Once demolished, these amounts really represent a loss on any assets or operations and should be funded via general operations, or working capital. The amount originated in 2012, and there was some attempts to reduce this between 2013 and 2017 but any amounts now do not have an operating funding source so recommending these be covered via working capital.

Keady’s board was disbanded and the facility came back under the Township’s management in 2019. Similarly, the Desboro Community Centre is managed by the Township. The original amounts were due to capital improvements done in 2007 and 2016 but remained unfunded. The current balance includes an additional $20,000 operating loss for the first half of 2019 that was essentially the result of the accounts payable and wages. Even though the bulk of these costs were building improvement related, because they are 13 and 4 years ago respectively, there is not likely much value in borrowing to cover these costs and spreading the payments over longer periods. The improvements that were done are likely approaching the ends of the useful lives from that period. Therefore, staff is recommending that this be funded from working capital reserve.

Similarly, the Walters Falls Community Centre, while managed by a Board, incurred some capital improvements in 2007 that were not funded. Staff has considered whether the board should be held responsible to fund these amounts, but realistically, there isn’t much left over, if any, from operations at any facilities and it wouldn’t make sense to raise fees for these aged amounts.

In conclusion, by financing the machinery with external debentures, and the community centres internally, the cash flows for the Township would not be further negatively impacted. The debenture funds received in would have the effect of replenishing those funds already spent, and while the internal funding for the community centres will significantly reduce the working capital balances that were created from prior year surpluses, funding these balances all along should likely have been occurring, which would have reduced the working capital balance.

Options:

1) Authorize the proposed strategies as outlined 2) Direct staff with alternative defined strategies

Link to Strategic Plan:

Fiscal Management, Accountability and Transparency - To ensure Chatsworth remains financially sustainable - Financial Accountability - Creating a culture of innovation and best practices

Inter-departmental Impact:

None. Financial Implications:  Treasurer Reviewed

The actions presented in this report will have a financial impact to future budget years as the Township budgets will need to incorporate the debenture repayment, over and above the regular budget. Further, there will be a reduction in the working capital reserves to accommodate the remaining proposed bookkeeping.

Attachments:

None.

Respectfully submitted, Reviewed by,

Karmen Krueger, CPA, CA Patty Sinnamon, Dipl.M.M. Treasurer CAO/Clerk

CAO CLERK’S REPORT 2020-25 TO:

Mayor Mackey and Members of Council

FROM: Patty Sinnamon, CAO Clerk

RE: Revised Terms of Reference for Township Health and Safety Committee

DATE: August 26, 2020 ______RECOMMENDATION THAT CAO Clerk’s Report 2020-25 dated August 26, 2020 regarding revised Terms of Reference for the Township’s Health and Safety Committee be hereby received;

AND FURTHER THAT Committee of the Whole recommends to Council that the revised Terms of Reference for the Township of Chatsworth Health and Safety Committee be approved.

BACKGROUND The Occupational Health and Safety Act sets out requirements for both the employer and the worker with regard to workplace health and safety.

Health and Safety Representative One requirement is that where the number of workers at a workplace regularly exceeds five, the constructor or employer shall cause the workers to select at least one health and safety representative from among the workers at the workplace who do not exercise managerial functions. The Township continues to meet this requirement.

Joint Health and Safety Committee Further, the Act states:

A joint health and safety committee is required, (a) at a workplace at which twenty or more workers are regularly employed; (b) at a workplace with respect to which an order to an employer is in effect under section 33; or (c) at a workplace, other than a construction project where fewer than twenty workers are regularly employed, with respect to which a regulation concerning designated substances applies. R.S.O. 1990, c. O.1, s. 9 (2

“Workplace” is defined as any land, premises, location or thing at, upon, in or near which a worker works.

The term “joint health and safety committee” (JHSC) refers to the requirement to have a combination of both workers and managers on the committee. It is not referring to joint departments such as administration, public works, fire, etc. The joint committee is co-chaired by a worker and a manager.

A multi-site joint health and safety committee is a single committee, established and maintained for more than one workplace, each of which would normally require its own JHSC. It is important to not confuse the two. A multi-site JHSC requires a Minister’s order to be established.

In reviewing the Township’s Terms of Reference with the established committee, I am recommending some changes to the document.

Firstly, a workplace is the place where employees regularly report to work. As an example, the Fire Department is one workplace with more than twenty workers (even though they may attend at various locations to carry out their work. That workplace is required to have a JHSC. I can confirm that in fact the Fire Department does have a JHSC in place.

The Administration office is another workplace. A JHSC is not required because we have less than twenty employees working out of this space, but the workers do have to appoint a health and safety representative (we are in compliance).

The public works buildings can be considered one workplace. The workers often work together and the work is related from one shop to the other. A JHSC is not required, but the workers do have to appoint a health and safety representative for each shop (in compliance.)

Having one JHSC for all workplaces is not appropriate unless a Minister’s Order is obtained for a multi-site JHSC as set out above. In fact, the Ministry of Labour can levy fines for operating as a multi-site JHSC without the Minister’s Order being obtained.

Staff support the idea of coming together to share best practices regarding health and safety as a precautionary and due diligence exercise, and there has been good participation on the committee from all departments. However, the committee should simply be called a Health and Safety Committee. Using the term “JHSC implies other obligations to the municipality under the legislation that the Township in practical terms is not required to do and therefore should be removed from the Terms of Reference.

Many of the points in the Terms of Reference refer to requirements set out in the legislation for a JHSC and should be revised to remove those references.

Strategic Plan Alignment: Reduce the Potential for Loss due to unmitigated risks - Creating a culture of innovation and best practices

Financial Implications:  Treasurer Reviewed

There is no financial impact as a result of this report.

Interdepartmental Impact: none

Respectfully submitted,

Patty Sinnamon, Dipl.M.M. CAO Clerk

JOINT HEALTH & SAFETY COMMITTEE TERMS OF REFERENCE

A Joint Health and Safety Committee (JHSC) is required for workplace locations where there are greater than 20 employees. Although not legislatively required, the Township believes that sharing information, resources and responsibilities within the various departments will promote a safe and healthy workplace for all Township staff. The Township is desirous of establishing a Health and Safety Committee to proactively promote a safe and healthy workplace for all Township Staff. The committee will share information, resources and responsibilities for the various departments of the Township.

1.0 Composition of the Committee 1.1 The Township employs 50 or fewer employees. Therefore, the minimum legal requirement of health and safety representation for the JHSC is two (2) Committee Members. The Township intends to exceed the minimum legal requirement for the JHSC and shall include representation from workplace locations throughout the Township.

1.1 Each workplace is required to select a workplace health and safety representative who does not exercise managerial functions. (Section 5, Occupational Health and Safety Act).

1.2 The JHSC will be comprised of:

a) The selected Health and Safety Representative from each workplace (Administration Office, Desboro Shop, Holland Shop and Parks and Recreation) to be chosen by the workers; b) Fire Chief; c) CAO Clerk and/or Operations Manager d) One representative from the Fire Department (Fire Chief) e) One representative from the Municipal Office f) Two representatives from the Roads Department g) One representative from Management h) One representative from Parks and Recreation

1.3 At least 50% of the members must be non-management workers.

1.4 The worker members must be selected by the workers they represent.

1.5 The Township shall appoint the management representative.

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1.6 The names and workplace locations of all JHSC members will be posted on the health and safety bulletin boards at each workplace site.

1.7 The Township will ensure that a health and safety representative receives training to enable him or her to effectively exercise the powers and perform the duties of a health and safety Representative (Section 5.1, OHSA). It is recommended that Aat least two (2) members of the JHSC must be certified, one representing the workers and one representing management.

1.8 One co-chairperson, who represents the worker members, will be selected by the worker committee members and one co-chairperson will be appointed by management.

2.0 Election of Members 1. Workers from each workplace location, outlined in 1.0(2), will nominate a JHSC member and where possible, an alternate member.

2. Where nominations are unsuccessful volunteers will be asked to stand for election. If there are no volunteers, the JHSC may ask interested individuals to stand for election.

3. Alternate members will fill in for regular members that are unable to attend a meeting.

2.0 Co-chairs 2.1 The members shall elect a chair a co-chair annually who will organize and preside over the meeting. The Co-chair will alternate chairing meetings. Should the designated chair not be available to attend a meeting, the members will select another member to organize and preside over the meeting.

1. A Co-chair may, with the consent of his/her counterpart invite any additional person(s) to attend the meeting to provide additional information, training and comment, but shall not participate in the regular business of the meeting.

43.0 Selection of Secretary 3.1 The committee will select a secretary. The secretary will transcribe and distribute the meeting minutes and prepare and circulate a meeting agenda in consultation with the chair prior to each meeting.

4.0 Meetings and Minutes

4.1 Committee members shall meet at least once every six (6) months. Additional meetings may be called by the chair as needed.

4.2 Members are responsible for making arrangements with their supervisor for attendance at the meetings and for preparation time prior to the meetings.

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4.3 A schedule of JHSC meetings for the year is to be developed, published and posted at the beginning of each calendar year, listing the date, time and location.

5.0 An agenda is to be developed by the co-chairpersons for each meeting and circulated at least one week in advance of the meeting.

4.4 Written minutes of the meeting are to be taken, outlining the following: a) the date, time, and location of the meeting held. b) the names of all members and other persons present. c) an item-by-item record of all items discussed, and the outcome, i.e.: reports presented and by whom, problems identified, agreed upon recommendations, any action to be taken by individual members, any business the committee has agreed to discuss at the next meeting, any response by management to the committee, any discussion with respect to the above, date, time and location of the next meeting.

1. Minutes are to be signed by the co-chairpersons chair and secretary and circulated within a week, with one copy: a) posted on health and safety bulletin boards at each site, replacing the previous month’s minutes. Original minutes are kept in the central filing system; b) forwarded to each JHSC member; c) forwarded to CAO/Clerk

6.0 Duties of the Committee 1. Follow the roles and responsibilities outlined in the Occupational Health & Safety Act.

2. Develop, publish and post, at the beginning of each calendar year, a schedule for the monthly JHSC workplace inspections for the year.

3. Workplace inspections will be conducted monthly by the trained workplace health and safety representative. A copy of the inspection will be posted and the original will be sent to the Administration Office for filing in the central filing system. members and retained by those doing the inspections. The purpose of these inspections is to identify hazards in the workplace and make recommendations to prevent incidents from occurring and improvements in the overall Health and Safety Program.

4. Review all completed "Employee accidents/incident reports", analyze information, trends and make recommendations to management to reduce recurrences.

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5. Designate members of the JHSC to investigate any accident in which a person is killed or critically injured.

6. Receive and respond to any “Health & Safety Information Requests” that have not been satisfactorily addressed. Where management has received and responded to a health and safety issue that was unable to be resolved and/or the employee is not advised of any action and/or satisfied with the corrective action, the matter can be elevated to the JHSC. As per the Internal Responsibility System (IRS) an employee has the option, in writing or verbally, to discuss concerns with a worker member of the JHSC. Management may use their management member to help troubleshoot any health and safety issue.

7. Obtain information regarding:

a) hazardous materials, processes or equipment; b) designated substances and the respective control-program; c) workplace testing that is being carried out for health and safety purposes.(e.g. noise surveys, indoor air quality assessments, lighting measurements, asbestos testing)

8. Provide advice and recommendations to management on health and safety matters as outlined below:

a) JHSC recommendations to management are to be submitted in writing on the "Recommendation to Management" form.

9. b) The Chair is responsible for ensuring the written recommendations, are received by the management team responsible for the reply to the JHSC recommendations. c) Management will respond in writing on the “Management Response to Recommendations” form within 21 days, with: i. the timetable for implementation, if the employer agrees with the recommendation; ii. the reasons for disagreement, if the recommendation is not acceptable.

32.0 Encourage fellow employees to work safely and to report hazardous or unsafe conditions immediately.

33.0 Identify areas of health and safety training for all employees.

34.0 Be present for, or assist in, work refusal investigations.

35.0 Be available to accompany a Ministry of Labour Officer on his/her inspection tour of the workplace. 4 | Page

7.0 Conduct of the Committee 1. All decisions will be made on a consensus basis. Committee members must agree upon all recommendations. Where a consensus is not able to be reached Section 9 (19.1) of the Occupational Health and Safety Act, RSO 1990 will be implemented.

Consensus: A general agreement about something; an idea or opinion that is shared by all the people in a group

8.0 Attendance at Meetings 1. If a JHSC member is unable to attend a meeting he/she must inform the Secretary or Chair of the expected absence and provide any reports or information they may have.

9.0 Quorum 1. A quorum of four (4) members, one of which must be a management member, is required to conduct a meeting.

10.0 Induction of New Members 1. New members of the JHSC shall receive the following orientation: a) A copy of the terms of reference by the Co-chairs. b) A copy of the last twelve meeting minutes by the Co-chairs. c) Training in the following courses: Joint Health and Safety Committee, Health & Safety Awareness for Supervisors and Workers Safety Health and the Law, Hazard Identification, Workplace Inspection, Investigating Accidents.

11.0 Workplace Inspections 1. The workplace inspections will be conducted on a monthly basis. Managers and supervisors have the responsibility to ensure workplace inspections are performed.

2. If it is not practical to inspect the whole workplace once per month, then a monthly inspection of part of the workplace shall be conducted, with the whole workplace being reviewed throughout the course of the year.

3. Inspection Reports should be conducted and brought to the JHSC meeting so that the whole committee can discuss the observations and make recommendations if needed.

4. A schedule of workplace inspections for the year is to be developed, published and posted by the JHSC, at the beginning of each year, listing the date and time.

5. Ongoing training and development of the JHSC is necessary and may include things such as workshops, conferences, or having subject matter experts attend JHSC meetings.

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12.0 Terms of Reference 1. The Terms of Reference will be reviewed and modified, if needed, annually.

Adopted: Wednesday June 1, 2016 Revised: Wednesday June 7, 2017 Revised: August 23 , 2020

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Joint Health & Safety Committee Recommendations to Management

Facility: Date(s): RE: Reasons for recommendation:

Requirements for implementation (supporting documentation may be attached)

Date presented to management: Day Month Year (the date of this recommendation becomes the reference number)

Submitted by:

Recommendation presented to:

Expected date of response: Day Month Year Note: The Occupational Health and Safety Act (OHSA) states that an employer who receives written recommendations from the Health and Safety Committee shall respond in writing within 21 days.

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Management Response to Recommendations of Joint Health & Safety Committee

Facility: Date(s): RE:

Date recommendation received by management: Day Month Year Management agrees with the recommendation (circle): Yes No Note: If management agrees with the recommendation, complete the next section of this form. However, if there is disagreement with or an alternative to the recommendation, please provide reasons or explanation. Implementation of recommendation: (timetable, actions taken or to be taken, etc.)

Disagreement with, or, alternative to, recommendations:

Date recommendation returned to the JHSC: Day Month Year

Responding management signature:

Response received by JHSC on:

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CAO CLERK’S REPORT 2020-26

TO: Mayor Mackey and Members of Council

FROM: Patty Sinnamon, CAO Clerk

RE: Public Transit Bus Stop Agreement

DATE: August 26, 2020 ______RECOMMENDATION THAT CAO Clerk’s Report 2020-26 dated August 26, 2020 regarding a Public Transit Bus Stop Agreement with the County of Grey be hereby received;

AND FURTHER THAT Committee of the Whole recommends to Council that the draft Public Transit Bus Stop Agreement with the County of Grey be hereby approved;

AND FURTHER THAT the Clerk be directed to present the by-law to authorize the agreement at the September 2, 2020 Council meeting.

BACKGROUND The County of Grey received funding through the Community Transportation Grant Program to establish a community transportation program to provide public transportation across the County of Grey. The project includes public transportation along the Highway 10 Corridor from Owen Sound to Shelburne.

The Grey Transit Route wishes to establish a bus stop at the site of the former Chatsworth Arena. Staff have no issues with this request, and in fact such a service would be beneficial and an enhancement to a new community hub proposed at the same location, and can be used to promote access to the new facility.

The program will be operating 5 days per week, Monday to Friday with the proposed Stop Times set out in the chart below:

Attached hereto for Council’s consideration is a draft “Public Transit Bus Stop Agreement”.

In entering into the agreement, there are obligations of the Township that I draw to Council’s attention, specifically Sections 6, 7.

Parking spaces for users will be identified and approved by the Township’s Operations Manager and will be appropriately signed.

Staff have no issues or concerns with these obligations, as snow removal and maintenance has been provided at this location already.

Depart: Owen Sound Transit Terminal Depart: Former Chatsworth Arena Travelling to: Former Chatsworth Arena Travelling to Owen Sound Transit Terminal

Outbound Inbound 5:34 AM 7:54 AM 9:34 AM 11:54 AM 1:34 PM 6:54 PM

Financial Implications:  Treasurer Reviewed

There is no financial impact as a result of this report.

Interdepartmental Impact: There is nominal impact to the Public Works department, as they already provide snow clearing at the property.

Respectfully submitted,

Patty Sinnamon, Dipl.M.M. CAO Clerk

BUS STOP AGREEMENT

THIS AGREEMENT made this 14th day of September, 2020 (the “Effective Date”)

BETWEEN:

The Corporation of the Township of Chatsworth

(Hereinafter called the “Owner”)

-and-

The Corporation of the County of Grey (Hereinafter called the “County”)

(Collectively hereinafter referred to as the “Parties” and each being a “Party”)

WHEREAS the Owner is the registered owner of the land known as the Chatsworth Community Centre, in the Municipality of Chatsworth in the County of Grey, municipally known as: 5 Toronto Sydenham Street, Hwy 6; legally described as LT 15 RCP 1039; S/T R72531; CHATSWORTH (hereinafter called the “Property”);

AND WHEREAS the County received funding through the Community Transportation Grant Program established by Her Majesty the Queen in right of Ontario as represented by the Minister of Transportation for the Province of Ontario for the purpose of operating a Community Transportation Program that provides public transportation across the County of Grey;

AND WHEREAS the County desires to establish a public transit bus stop and erect signage on the Property;

AND WHEREAS the Owner acknowledges the potential for an increase of pedestrian and vehicle traffic on the Property as a result of the public transit bus stop;

NOW THEREFORE in consideration of the mutual covenants and agreements herein and subject to the terms and conditions set out in this Agreement and other good and valuable consideration (the receipt and sufficiency of which is hereby acknowledged) the Parties agree as follows:

1. The terms defined in the recitals above have the same meaning as if repeated here.

2. This Agreement shall be for a term commencing on the Effective Date and ending on March 31, 2023 (the “Term”).

3. The Owner shall permit and grant the County the right to establish a public transit bus stop and erect signage on a portion of the Property as described in the attached Schedule ‘A’, and hereinafter referred to as the “Premises”.

Bus Stop Agreement

August 2020 Page 1 of 7

4. The County, its officers, employees, agents, contractors, and lawful assigns shall have a right of access to the Property to access the Premises at reasonable hours (except in the event of emergency, in which event no notice shall be required). Such access shall include access by vehicles and equipment suitable for providing transportation of passengers, providing for the pick-up and drop-off of passengers, and for the erection, maintenance, and removal of the sign structure, [such access to be only via such area indicated as the “Access Route” on Schedule “A” unless with prior authorization of the Owner].

5. The Owner acknowledges that as a result of the establishment of a public transit bus stop and signage at the Premises members of public may be present on the Property waiting for the bus, and the bus will make regular stops at the Premise on the Property for the pick-up and drop-off passengers. The Owner agrees that it shall permit members of the public to park their vehicles on the Property for not less than 12 hours for the purpose of making trips on the bus.

6. The Owner agrees to reasonably remove snow, debris, vegetation, and other obstructions necessary for ongoing access to the Premises throughout the Term of the Agreement by the County as described within section 4 of this Agreement.

7. The Owner agrees to maintain the Premises throughout the Term of the Agreement, ensuring safe conditions for access by the public as acknowledged in section 5 of this Agreement.

8. The Owner acknowledges that the County will advertise the location of the bus stop on the Property.

9. Either Party may terminate this Agreement at any time upon giving not less than sixty (60) days’ written notice of termination to the other Party.

10. The County shall, upon termination of this Agreement, remove any erected signage and cease access to the Premises.

11. The Owner acknowledges that it can access current information regarding transit schedules and other relevant information on the Grey County website: grey.ca/gtr. The County acknowledges that it is responsible for keeping this information current.

12. The Owner agrees to indemnify and hold harmless the County from all actions, suits, causes of action, liabilities, expenses, claims and demands, as at or subsequent to the date of this Agreement, arising from its intentional, negligent, or otherwise improper care of the Premises or Property and its appurtenances by the Owner, its employees, agents, or contractors.

13. The County agrees to indemnify and hold harmless the Owner from all actions, causes of action, liabilities, expenses, claims and demands, as at or subsequent to the date of this Agreement, arising from its intentional, negligent, or otherwise improper care of the Premises, its appurtenances, and such routes used to access them, by the County, its employees, agents, or contractors.

14. The County agrees, at its own expense to obtain and keep in force and effect, during the Term of this Agreement, Municipal General Liability insurance with a limit of not less than $5,000,000 (five million dollars) per occurrence. The County agrees to provide the Owner with proof of coverage as requested.

Bus Stop Agreement

August 2020 Page 2 of 7

15. Where there is more than one person constituting the Owner in this lease, all rights, benefits, responsibilities and liabilities of the Owner hereunder shall be joint and several among them.

16. Any notices required must be in writing and delivered to the following addresses.

For the County: County Clerk County of Grey Administration Building 595 9th Ave E Owen Sound, ON N4K 3E3 Fax Number: 519-376-8998 Email: [email protected]

For the Owner: Clerk Chatsworth Municipal Office 316837 6 Hwy, Chatsworth, ON N0G 1H0 Fax: 519 794-4499 Email: [email protected]

If delivered in person, it will need to be between 9:00 AM and 4:30 PM, Monday to Friday excluding statutory holidays or other business closure periods. Hand delivered notices will be considered received on the business day of delivery. Notices sent by mail will be deemed to be received on the fifth day after mailed unless mail service is disrupted. Notices delivered by fax or e-mail will be deemed to be received on the next business day after the fax or e-mail is electronically confirmed as received.

17. This Agreement may be executed in one or more counterparts, each of which shall be deemed to be an original and all of which, taken together shall constitute one and the same instrument.

18. No amendment, modification, or waiver of this Agreement shall be binding unless executed in writing by the Parties.

19. Each of the clauses in this Agreement is distinct and severable. A declaration of invalidity or unenforceability of any clause will not affect the validity or enforceability of the other clauses in this Agreement.

20. Neither Party may assign all or any part of this Agreement without the written approval of the other Party. This Agreement benefits and binds the Parties and their respective successors and permitted assigns.

The County and the Owner, intending to be legally bound, have executed this Agreement on the date first written above. The Corporation of the County of Grey

Bus Stop Agreement

August 2020 Page 3 of 7

______

Paul McQueen, Warden Date

______

Heather Morrison, Clerk Date

We, together, have Authority to Bind the County

The Corporation of the Township of Chatsworth

______

Scott Mackey, Mayor Date

______

Patty Sinnamon, CAO/Clerk Date

We Have the Authority To Bind the Owner

Bus Stop Agreement

August 2020 Page 4 of 7

Bus Stop Agreement

Schedule “A”

Bus Stop Sign location:

Bus Stop Agreement

August 2020 Page 5 of 7

Detail of Sign Location and Access Route

Bus Stop Agreement

August 2020 Page 6 of 7

Detail of Sign Location and Access Route:

Vehicles will enter Chatsworth Community Centre and will travel along the red line. Vehicles will enter and exit from Highway 10.

Bus Stop Agreement

August 2020 Page 7 of 7

CAO CLERK’S REPORT 2020-27

TO: Mayor Mackey and Members of Council

FROM: Patty Sinnamon, CAO Clerk

RE: Shared Services Agreement with Arran-Elderslie

DATE: August 26, 2020 ______RECOMMENDATION THAT CAO Clerk’s Report 2020-27 dated August 26, 2020 regarding a Shared Services Agreement with Arran-Elderslie hereby received;

AND FURTHER THAT Committee of the Whole recommends to Council that the draft Shared Services agreement with Arran-Elderslie for the provision of By-law enforcement be approved;

AND FURTHER THAT the Clerk be directed to present the by-law to authorize the agreement at the September 2, 2020 Council meeting.

BACKGROUND Further to previous discussions with Council regarding the enforcement of the Township’s by-laws, I am advised by Mr. Bill Jones, CAO from Arran-Elderslie that their municipality is amenable to entering into a Shared Services Agreement for the provision of by-law enforcement services. Mr. Jones and I have negotiated a draft shared services agreement which I believe is fair and equitable to both Chatsworth and Arran- Elderslie.

Council had previously authorized staff to hire a Municipal Law Enforcement Officer (MLEO) for three days per week, with provision that it may take more time to bring many of our properties into compliance with the zoning by-law, property standards and licensing by-laws.

I believe the attached draft agreement adequately sets out the needs of the Township of Chatsworth and does provide for an increase in hours spent in Chatsworth if the need arises, and the same provision is extended to Arran-Elderslie.

The joint agreement allows both municipalities to increase law enforcement visibility in the community as well as addressing many of the concerns that Council has regarding non-compliance of many properties.

Staff are proposing that the successful candidate become an employee of Chatsworth, and the cost sharing be pro-rated on a 60/40 split with Chatsworth paying the largest share.

Financial Implications: Treasurer Reviewed

The 2020 budget contemplated an increase in the by-law enforcement budget for contracted services and was calculated on an increase for half of the year. As we won’t have the position filled until late September, there should be no impact to the 2020 budget. There will however, be an increase in operating costs in subsequent years. It is anticipated with salary and benefits, the total cost for a full time individual will be approximately $80,000.00. 40% of this would be covered by Arran-Elderslie, leaving $48,000.00 for Chatsworth. The 2020 budget for contracted services is $25,000.00, and therefore the impact to 2021 budget is approximately $23,000.00.

There may also be an increase in mileage costs for days when the Township vehicle is in use by the Building Department. Staff will try and keep these costs minimal and coordinate usage between the two departments.

Interdepartmental Impact: There are no interdepartmental impacts as a result of this proposed shared services agreement.

Respectfully submitted,

Patty Sinnamon, Dipl.M.M. CAO Clerk

THIS SHARED SERVICES AGREEMENT MADE THIS DAY OF SEPTEMBER, 2020

B E T W E E N:

THE CORPORATION OF THE TOWNSHIP OF ARRAN-ELDERSLIE (hereinafter called “Arran-Elderslie”)

- and –

THE CORPORATION OF THE TOWNSHIP OF CHATSWORTH (hereinafter called “Chatsworth”)

WHEREAS Arran-Elderslie and Chatsworth are desirous of sharing Municipal Law Enforcement Officer personnel;

AND WHEREAS Arran-Elderslie and Chatsworth have agreed to share the costs of enforcement and the appointment of a Municipal Law Enforcement Officer;

NOW THEREFORE this agreement witnesseth that the parties hereto covenant and agree the one with the other as follows:

PART 1: SCOPE

1.1 Definitions

“Administering Municipality” means the Corporation of the Township of Chatsworth.

“By-laws” mean the municipal by-laws enacted by Arran-Elderslie and Chatsworth respectively.

“Municipal Law Enforcement Officer” means the individual hired by the administering municipality to provide enforcement services to Arran-Elderslie and Chatsworth and shall be referred hereinafter as the “MLEO”.

1.2 Joint Enforcement The parties agree to jointly enforce each municipality’s municipal by-laws through the appointment of a shared Municipal Law Enforcement Officer.

PART 2: DAILY OPERATIONS AND FINANCIAL ADMINSTRATION

2.1 Shared Municipal Law Enforcement Officer Employee The Municipal Law Enforcement Officer shall be an employee of the Administering Municipality for the purposes of payroll administration. All decisions regarding hiring or termination of the shared services employee shall be a joint decision of Arran-Elderslie and Chatsworth CAOs.

The performance review of the MLEO will be completed by Arran-Elderslie and Chatsworth CAOs through a standard evaluation survey agreed upon by the two CAOs.

Any decisions relating to staffing compliment or shared capital purchasing will be by mutual agreement of the CAOs and approved through the respective municipal councils.

2.2 Financial Transactions and Obligations Each municipality shall receive its own fine monies in their respective municipality.

2.3 Appointment of Municipal Law Enforcement Officer Arran-Elderslie and Chatsworth agree to appoint, by By-law, a Municipal Law Enforcement Officer.

2.4 The parties hereto understand and agree that the services as provided by the MLEO are provided in a manner that the services carried out in the individual municipalities are the responsibility of the individual municipality, and any liability accruing from the provision of these services is applicable to that individual municipality only, in which the liability may or has occurred.

2.5 Employee a) The employee shall be deemed to be an employee of Chatsworth for the purposes of compensation, wages, Occupational Health and Safety, WSIB, benefits including OMERS, and all other applicable legislated regulations, as the case may be.

b) Chatsworth shall provide Arran-Elderslie with an employee two days per week (fifteen hours). The employee will work in Chatsworth the remaining three days per week (twenty-three and a half hours).

Should the need arise to work more than the number of days set out due to court appearances, time sensitive investigations, etc., the pro-rated amount shall be adjusted accordingly.

c) When the employee is absent due to vacation, sickness, personal or other reasons, Chatsworth will not provide another employee to cover the absent employee. Chatsworth will not be required to compensate Arran-Elderslie in any manner including providing alternative employment days for any lost time to due to vacation, sickness or personal absences.

d) It is understood that while the employee is working for each municipality, the employee will be under the supervision of that municipality.

e) Each municipality will be responsible for setting down what type and level of enforcement services will be provided in accordance with the by-laws of each municipality.

f) Any required training and conferences must be agreed up prior to enrolment and the expenses of such training shall be shared by both parties.

2.6 Office Space, Telephone, Supplies All necessary office space, stationery, telephone, internet, etc. is to be provided by each individual municipality at their cost and is not part of this service agreement.

2.7 Hours of Work The normal working hours are Monday to Friday (from 8:30 am – 4:30 pm in Arran- Elderslie, and from 8:00 am – 4:00 pm in Chatsworth); however, the hours may be flexible to respond to enforcement matters outside of the normal working hours. Any time spent outside of normal office hours will be treated as built-up time allocated to that municipality and any time taken from the built-up time will be taken from the days assigned to that municipality.

2.8 Enforcement Records All records, notes, and documents of any kind shall belong to the respective municipality where the enforcement matter is initiated. All records must be kept, copied or scanned to the respective municipality’s digital record keeping system.

2.9 Vehicle and Insurance Each municipality will provide its own vehicle for the provision of by-law enforcement. The vehicle will be registered, licensed, plated and insurance by each respective municipality and will be used in accordance with each municipality’s policies and practices.

In the event a municipal vehicle is not available, the MLEO will be required to use their own vehicle and receive compensation as per Chatsworth’s “use of personal vehicle” policy and receive compensation on a per km. basis at the current approved rate for the Township of Chatsworth. The MLEO will be required to track all mileage in each municipality when using their personal vehicle on the approved mileage tracking form provided by Chatsworth.

Any mileage paid out by Chatsworth to the MLEO for enforcement matters in Arran-Elderslie will be full recovered. Chatsworth will include a statement of personal mileage incurred with its quarterly billing to Arran-Elderslie.

2.10 Shared Services Fees Chatsworth shall receive compensation from Arran-Elderslie on a quarterly basis calculated by providing a statement outlining the total expenses

Chatsworth shall invoice Arran-Elderslie based on a 60/40 Split with Arran- Elderslie paying 40% and Chatsworth paying 60% of the compensation costs as set out in Section 2.5 a) as well as the proportionate share in the cost of membership fees, conferences and training. In the event the shared employee is terminated, the costs of such termination (ie. Legal, severance, termination pay, etc.) shall be shared on the same pro-rata basis. All amounts owing will be due net 30 days of the date of the invoice.

2.10 Administrative Charge An administrative charge in the amount of $1,500.00 per annum will be paid by Arran-Elderslie to Chatsworth. The administrative charge shall be over and above the shared costs in 2.9 above and shall be indexed based on the annual Consumer Price Index posted in November of each year. The annual fee will commence with the year 2021 be invoiced and remitted in January of each year.

3. ENFORCEMENT AND LIABILITY

3.1 Proceedings under Municipal By-laws All proceedings under municipal by-laws shall be commenced in the name of the MLEO for the applicable municipality within which the proceeding arises.

3.2 Each municipality shall be solely responsible for the costs of any proceedings under its own by-laws and shall be solely entitled to any award or costs in favour of said municipality in such proceedings.

4. TERM and TERMINATION OF AGREEMENT

This Agreement shall commence on September 1, 2020 for a two-year period and may be renewed for the same or longer term upon approval of both municipalities.

Either party may terminate this agreement in accordance with the following condition: a) Upon written notice to the other party at least six months prior to the expiry date of the agreement.

b) Both parties agree that in instances of gross negligence by either party shall give the right to the affected party to terminate this agreement immediately.

5. INDEMNIFICATION

5.1 Each of the parties covenant and agree with the other that it shall indemnify and save harmless the other party, their servants, agents, successors and assigns from and against any and all actions, suits, claims and demands whatsoever which may arise either directly or indirectly by reason of enforcement of their respective municipal by-laws within the territorial boundaries of the individual municipality in carrying out the provisions of this agreement.

6. NOTICE Any notice required or permitted to be given pursuant to this agreement shall be given to the address indicated herein:

The Corporation of the Township of Arran-Elderslie 1925 Bruce Road 10 Box 70 Chesley, ON N0G 1L0

And

The Corporation of the Township of Chatsworth 316837 Highway 6, RR 1 Chatsworth, ON N0H 1G0

The Corporation of the Municipality of Arran-Elderslie Per:

______Mayor Steve Hammell

______CAO Clerk Bill Jones We have the authority to bind the Corporation

The Corporation of the Township of Chatsworth Per:

______Mayor Scott Mackey

______CAO Clerk Patty Sinnamon We have the authority to bind the corporation CAO CLERK’S REPORT 2020-28

TO: Mayor Mackey and Members of Council

FROM: Patty Sinnamon, CAO Clerk

RE: Public Transit License Agreement with Owen Sound

DATE: August 26, 2020 ______RECOMMENDATION THAT CAO Clerk’s Report 2020-28 dated August 26, 2020 regarding a Public Transit License Agreement with the City of Owen Sound be hereby received;

AND FURTHER THAT Committee of the Whole recommends to Council that the draft Public Transit License Agreement with the City of Owen Sound be hereby approved;

AND FURTHER THAT the Clerk be directed to present the by-law to authorize the agreement at the September 2, 2020 Council meeting.

BACKGROUND Similar to my previous report 2020-26 regarding public transit bus stops, The City of Owen Sound also received funding through the Community Transportation Grant Program to establish a community transportation program to provide public transportation from the City of Owen Sound to Guelph along Highway 6 (Guelph Owen Sound Transportation, “GOST”).

The City of Owen Sound has identified several bus stops including two in the Township of Chatsworth, with one at the Community Centre in Williamsford. Staff have no issues with this request, and in fact such a service would be beneficial and an enhancement to a new community hub proposed at the same location, and can be used to promote access to the new facility.

The second stop is at the Six and Ten Mini-Mart. The City of Owen Sound has entered into an agreement with the property owner.

The program is set to commence on August 31st, 2020. A copy of the press release from Owen Sound is attached.

Attached hereto for Council’s consideration is a draft “Public Transit Bus Stop Agreement”.

A draft agreement is attached, along with a sketch of the location of the bus stop on the site.

Township staff will be working with the City to determine appropriate Parking spaces for users and those spaces will be appropriately signed.

Financial Implications:

There is no financial impact as a result of this report.

Interdepartmental Impact: There is nominal impact to the Public Works department, as they already provide snow clearing at the property.

Respectfully submitted,

Patty Sinnamon, Dipl.M.M. CAO Clerk

Media Release

Guelph-Owen Sound Transportation (GOST) Transit Service Start-Up

Owen Sound, Ontario Thursday, August 20, 2020

The City of Owen Sound is excited to announce Guelph Owen Sound Transportation, (‘GOST’) transit service will begin operations on Monday, August 31, 2020 after being postponed in March due to COVID-19.

GOST transit service will provide service between Owen Sound and Guelph. The service will operate seven days a week including all holidays with the exception of Christmas Day. The GOST transit service route will start from the Owen Sound Transit Terminal and stop at Chatsworth, Williamsford, Durham, Mount Forest, Arthur, Fergus and Elora before arriving at the final destination of Central Station in Guelph. The service will be provided by Voyago, who will use a brand new, fully accessible 20+2 passenger bus.

The GOST transit service will offer two round-trips daily. The first in the morning, departing the Owen Sound Transit Terminal at 7:30 AM and the second in the afternoon, departing the Owen Sound Transit Terminal at 1:30 PM. Each trip will have a capacity of 10 passengers due to COVID-19.

Voyago will also implement additional measures to prevent the spread of COVID- 19, including a thorough cleaning and disinfection of the bus at the end of the day, as well as wiping down high touch areas with disinfectant at the end of every run. The bus will also be equipped with a barrier separating the driver from the passengers to maintain physical distancing.

Users of the transit service are required to wear a mask or face covering that covers the mouth and nose while on the bus to comply with local Public Health Unit orders. Exceptions for those visiting the City of Guelph apply as per orders under the Wellington Dufferin Guelph Public Health Unit.

Fares are based on where passengers are travelling to and from with the minimum being $5.00 and a maximum being $20.00 from Owen Sound to Guelph. Please

check our website for a detailed list of reduced prices for stops between other destinations along the route. Exact cash payable to the bus driver will be required. For the most up-to-date information on the service schedule, fares, routes and safety precautions, please visit our website.

For more information, please contact Cassandra Cesco at 519-376-4440 ext. 3223 or email at [email protected].

Quotes: “Providing transit to and from Guelph allows for people to better connect to Kitchener-Waterloo, Hamilton and Cambridge and Greater Toronto Area,” stated Mayor Ian Boddy. “The GOST transit service also allows for residents of Grey County to another option to move from community to community along the Highway 6 corridor.”

Quick Facts: . The City of Owen Sound received funding from the Provincial Government’s Community Transportation Grant Program to fund this service until 2023. . The GOST transit service takes 2 hours and 45 minutes to make a one- way trip to Guelph Central Station. . An Owen Sound to Guelph transit service was last offered in 2013.

-30-

LICENSE AGREEMENT

This Agreement made the __ day of ______2020.

BETWEEN:

The Township of Chatsworth (the "Licensor")

OF THE FIRST PART

- and –

Corporation of the City of Owen Sound o/a (the "Licensee")

OF THE SECOND WHEREAS: 1. The Licensor is the owner of the property (parking lot at the Williamsford Community Centre 1ocated at 112 Salter Street) in the Village of Williamsford in the Township of Chatsworth. 2. The Licensee wishes to operate a bus stop for the Owen Sound to Guelph Voyago Bus Service on these premises in the Township of Chatsworth for that purpose and on the terms and conditions herein set out.

NOW THEREFORE in consideration of the covenants herein set out, the parties covenant and agree as follows:

ARTICLE 1

1.01 DEFINITIONS In this License Agreement the following terms shall have the following meanings:

(a) “Commencement Date” means the 31st day of August, 2020. (b) “Licensed Premises” refers to the parking lot at the Williamsford Community Centre located at 112 Salter Street in the Village of Williamsford, in the Township of Chatsworth. (c) “Notice” means notice given in writing, if by the Licensee, to the owner of the property at 112 Salter Street, the Township of Chatsworth, 316837 Highway 6, Chatsworth ON N0H 1G0 and if by the Licensee, to the Licensor at the City of Owen Sound at 808 2nd Avenue East, Owen Sound, ON N4K 2H4. (d) “Permitted Use” means the Licensee will not use or permit any part of the Licensed Premises to be used for any purpose other than for the current use of a parking lot and as a Voyago Bus Stop. The Licensor is responsible for the maintenance of the bus stop area. (e) “Term” means approximately beginning on the Commencement Date and ending on the 31st day August of 2023 subject to such earlier termination as may be provided herein.

ARTICLE 2

2.01 GRANT

The Licensor hereby grants to the Licensee the right to occupy the Licensed Premises during the Term subject to the terms and conditions of this License.

2.02 USE

The Licensee shall use the Licensed Premises subject to the terms of this License for the Permitted Use and for no other purpose.

Upon written notice from the Licensor, the Licensee will immediately discontinue the sale of any product or service the Landlord has not given express written consent to. The Licensee shall operate in a first-class, reputable manner befitting the reputation and image of the Township of Chatsworth. In connection with the business to be conducted by the Licensee on the Licensed Premises, the Licensee shall only use the advertised name “Voyago” and will not change the advertised name of the business to be operated in the Licensed Premises without the prior written consent of the Licensor.

ARTICLE 3

3.01 LICENSED PREMISES "AS IS"

The Licensee acknowledges that the Licensed Premises is granted on an "as is" condition and that the Licensee has inspected the Licensed Premises and acknowledges that it is suitable for its purpose. No compensation is payable to the Licensee at the expiry or earlier termination of this License for any improvement effected to the Licensed Premises.

The Licensee shall not carry out any improvement to the Licensed Premises without the Licensor’s prior written consent. Where the Licensee has effected any improvement to the Licensed Premises without the prior written approval of the Licensor, the Licensor may at any time by written notice to the Licensee require such improvement to be removed by the Licensee. The Licensee shall, within 10 days of receipt of such notice, effect such removal.

The Licensee will at the termination of the License Agreement quietly yield up all improvements on the Licensed Premises in good order, condition and repair.

3.02 SIGNAGE

The Licensee, at its sole cost and expense, shall provide such signage identifying the Licensed Premises, which shall be consistent with the policy of the Licensor and approved by the Licensor prior to installation.

3.03 REPAIR

The Licensee shall at all times keep the Licensed Premises in good order, condition and repair as determined by the Licensor and immediately repair any damage to the Licensed Premises caused by it or by those for whom in law the Licensee is responsible and shall be responsible to the Licensor for the cost of any damages incurred by the Licensor as a result of any act or omission of the Licensee, its employees, contractors or agents or any person for whom it is in law responsible. The Licensee shall at the expiry or sooner termination of this License, yield up the Licensed Premises in the aforementioned condition to the Licensor. All aforesaid maintenance, repairs, restorations and replacements shall be in quality and class equal to the original work or installations.

The Licensee must immediately bring to the Licensor’s attention any damage, breakage or defect in or to any part of the Licensed Premises, including to the services and systems in the Licensed Premises, and any circumstances likely to cause damage or injury to property or persons.

3.04 INSURANCE

The Licensee shall maintain such policies of insurance related to its use and occupation of the Licensed Premises as the Licensor may reasonably require from time to time. Without limiting the generality of the foregoing, the Licensee shall at all times during the Term maintain a policy or policies of insurance providing general third party liability coverage in an amount of not less than $5,000,000.00 on a per occurrence basis and such policy shall name the Licensor as an additional insured. If the Licensee fails to pay any premium for insurance required hereunder, the Licensor may, but shall not be required to, pay such premium and any amount so paid by the Licensor shall thereupon be paid forthwith to the Licensor by the Licensee together with an additional amount equal to twenty-five percent (25%) of such amount. The Licensee must, upon demand by the Licensor during the Term, supply to the Licensor each policy of insurance and a receipt for each premium in respect of each insurance policy.

The Licensee must:

(a) not do anything or permit anything to be done which may cause higher or additional premium to be payable for the Licensor’s insurance for the Licensed Premises and, in the event of any higher or additional premium becoming payable, pay an amount equal to that sum to the Licensor on demand; and

(b) comply with all of the requirements and conditions of the Licensor’s insurance policies for the Licensed Premises.

3.05 INDEMNITY

(a) The Licensee hereby indemnifies the Licensor from any and all claims, costs, fines, fees, charges, damages or other amounts whatsoever arising from or in any way connected with the Licensee's use or occupation of the Licensed Premises including, without limitation, arising from or connected with any act or omission of the Licensee, its employees, contractors or agents or those for whom it is in law responsible.

(b) The Licensee shall have no liability for, and the Licensor shall indemnify and hold harmless the Licensee for, any pre-existing Hazardous Substance located at the Licensed Premises in excess of amounts permitted under applicable environmental laws and regulations, unless brought to the Licensed Premises by the Licensee or those for whom the Licensee is responsible at law.

ARTICLE 4

4.01 ASSIGNMENT

The License hereby granted to the Licensee is personal to the Licensee and may not be assigned or sublet by the Licensee to any person without the Licensor's express written consent, which consent may be arbitrarily withheld by the Licensor. ARTICLE 5

5.01 EXPIRATION OF TERM

Upon the expiration of the Term or upon such earlier termination in accordance with Article 5 herein from the Licensor to the Licensee, the Licensee shall vacate the Licensed Premises and shall remove all of the Licensee’s goods and property.

5.02 DEFAULT

If the Licensee defaults in the performance of any of its other obligations hereunder, then, in addition to any other rights or remedies to which the Licensor is entitled hereunder or at law, the Licensor shall have the following rights and remedies, which are cumulative and not alternative, namely:

(i) to terminate this License in respect of the whole or any part of the Licensed Premises without notice to the Licensee;

(ii) to remedy any default of the Licensee and in so doing to enter upon the Licensed Premised, without any liability to Licensor therefore and without constituting a re-entry of the Licensed Premises or termination of the License, and in such case, Licensee shall pay to Licensor forthwith upon demand all reasonable costs of Licensor in remedying or attempting to remedy any such default.

The parties acknowledge that any failure on behalf of the Licensee to vacate the Licensed Premises at the expiration or earlier termination of the term of this License entitles the Licensor to exercise its remedies under this section without notice to the Licensee.

The Licensor may from time to time resort to any or all of the rights and remedies available to it in the event of any default hereunder by Licensee, either by any provision of the License, or by statute or at law or in equity, all of which rights and remedies are intended to be cumulative and not alternative, and the express provisions hereunder as to certain rights and remedies are not to be interpreted as excluding any other or additional rights and remedies available to Licensor at law or in equity.

If any legal proceeding is brought for recovery of possession of the Licensed Premises, for recovery of any other amount due under this License, or because of a breach of any other terms, covenants or conditions herein contained on the part of the Licensee to be kept or performed, the Licensee shall pay to the Licensor, upon demand, all costs and expenses incurred therefore (including without limitation, all professional and consulting fees, and all legal fees on a solicitor and his/her own client basis, disbursements, and all Court costs and expenses of any legal proceedings; and the term “proceeding” shall include, without limitation, any arbitration, administrative, governmental, quasi-governmental or other mediation proceeding).

5.03 LICENSOR TERMINATION RIGHT

Notwithstanding anything contained in this License, the Licensor shall have the right to terminate this License on thirty (30) days written notice to the Licensee.

5.04 DESTRUCTION OR DAMAGE OF Township of Chatsworth

If the Licensed Premises is destroyed or so damaged that the Licensed Premises cannot be used for the Permitted Use, then this License will at once terminate. Any termination of this License under this clause will not affect the parties’ respective rights, obligations and liabilities, which subsist or have accrued on the date of termination under this clause.

ARTICLE 6

6.01 RULES AND REGULATIONS

The Licensee shall observe such rules and regulations as the Licensor may require as directed from time to time upon notice including, without limitation, the following:

(a) the Licensee shall not bring on to or permit on the Licensed Premises any explosive, toxic or Hazardous Substances except in strict compliance with the provisions of this License. "Hazardous Substances" means any asbestos, asbestos-containing materials, polychlorinated bisphenols, urea formaldehyde, chlorofluorocarbons as well as any substance considered to be dangerous, hazardous or toxic under any law or regulation enacted or promulgated by any governmental authority having jurisdiction; (b) the Licensor warrants and represents that there are no underground storage tanks or of any Hazardous Substances, pollutants, contaminants or hazardous wastes as defined in any federal, provincial or municipal law, rule or regulation, having been produced, released, stored or deposited over, under or upon the Licensed Premises by any person whatsoever; (c) the Licensee shall not do anything or permit its employees, contractors or agents to do anything on the Licensed Premises which has as its consequence either the cancellation or threatened cancellation or increase in premium of any policy of insurance held by the Licensor in respect of the Building; (d) the Licensee shall obey all laws, bylaws, regulations and orders of any municipal, provincial or federal authority having jurisdiction in respect of the Licensed Premises; (e) the Licensee shall not overload any floors or overtax the capacity of any utility provided to the Licensed Premises; (f) the Licensee shall dispose of all rubbish at the Licensed Premises only in the manner as required by law in containers approved for such use; (g) the Licensee shall not do anything, and not permit anything to be done, which is, or results in, a nuisance to the Licensor or any other tenant or occupant of the Property; (h) forthwith upon notice from the Licensor, remove from the Licensed Premises, any signs, decorations, merchandise or displays to which the Licensor objects in writing, and permit the Licensor to remove such signs, decorations, merchandise or displays; (i) at all times keep the Licensed Premises in good repair and condition and in a clean and tidy state; (j) at the expiration or sooner termination of this License Agreement, the Licensee shall remove all contents and leave the Licensed Premises in good repair and condition, subject only to reasonable wear and tear (in as good condition as upon commencement of this License Agreement); (k) not assign or transfer this License Agreement nor sublet, sublicense or otherwise part with possession of the Space in whole or in part;

ARTICLE 7

7.01 SEVERABILITY

If any part of this License shall be challenged and found to be unenforceable, such part shall be severed from the License and the remaining provisions of the License shall be read as though such part had not been included.

7.02 GOVERNING LAW

This License shall be construed with and governed by the laws of the Province of Ontario and the laws of Canada applicable therein.

7.03 ENTIRE LICENSE

This License sets forth the entire agreement between the Licensee and the Licensor with respect to the Licensed Premises. No amendment or addition to this License will bind the Licensee or the Licensor unless such amendment or addition is in writing and signed by all parties to this License.

7.04 INTERPRETATION

Words importing the singular number shall include the plural, words importing firms and corporations shall include persons and words importing the masculine gender shall include the feminine. Each obligation of the Licensee in this License, although not expressed as a covenant, is considered to be a covenant for all purposes. The article and section headings of this License form no part hereof and are inserted for convenience only.

7.05 SUCCESSORS AND ASSIGNS

This License shall be binding upon, extend to and enure to the benefit of the Licensee and the Licensor and to each of their respective heirs, executors, administrators, successors and permitted assignees.

7.06 COUNTERPARTS

This License may be executed in any number of counterparts. A party may send a copy of its executed counterpart to each other party by facsimile or electronic transmission instead of delivering a signed original of that counterpart. Each executed counterpart (including each copy sent by facsimile or electronic transmission) shall be deemed to be an original. All executed counterparts taken together shall constitute one agreement.

7.07 NO CONTRA PROFERENTUM

The Licensee confirms that this License has been freely negotiated and that the Licensee had or waived the benefit of legal counsel and, notwithstanding any rule or maxim of construction to the contrary, any ambiguity or uncertainty will not be construed against the Licensor by reason of the authorship of any of the provisions hereof.

7.08 CONFIDENTIALITY

The Licensee agrees that the terms of this License shall at all times remain confidential and will not be disclosed by the Licensee and its agents and representatives to any third party except as required by a court of competent jurisdiction, the Licensee’s solicitors or by the Licensee’s lenders in conjunction with a loan or refinancing (in which case the Licensee shall obtain a similar covenant of confidentiality from such financial institution).

7.09 TIME TO BE OF THE ESSENCE

Time shall be of the essence of this License.

7.10 OVERHOLDING

If the Licensee remains in possession of the Licensed Premises after the end of the Term or any exercised extension or renewal with or without the Licensor’s agreement, there shall be no tacit renewal of this License or the Term hereby granted. Where the Licensee is occupying the Licensed Premises with the Licensor’s prior written approval, it shall be deemed to be occupying the Licensed Premises as a month-to- month licensee terminable on thirty (30) days prior written notice by either party (with no requirement that the termination date be the last day of a calendar month) and if it is occupying the Licensed Premises without the Licensor’s prior written approval, it shall be deemed to be a licensee at sufferance only and terminable by the Licensor at any time.

7.12 LANGUAGE

The parties acknowledge having expressly required that these presents be drawn in English. Les parties déclarent avoir expressément requis que les présentes soient rédigées en anglais.

[Remainder of page left intentionally blank] 7.13 WAIVER

Failure by the Licensor to require performance of any term, covenant or condition herein contained shall not be deemed to be a waiver of such term, covenant or condition or of any subsequent breach of the same or of any other term, covenant or condition herein contained. The subsequent acceptance of License Fee hereunder by the Licensor shall not be deemed to be a waiver of any preceding breach by the Licensee of any term, covenant or condition of this License, other than the failure of the Licensee to pay the particular License Fee so accepted, regardless of the Licensor’s knowledge of such preceding breach at the time of acceptance of such License Fee. No covenant, term or condition of this License shall be deemed to have been waived by the Licensor, unless such waiver be in writing by the Licensee.

IN WITNESS WHEREOF the authorized officers of the parties hereto have executed this Agreement in order to bind the parties as of the day and year set out above.

The Corporation of the City of Owen Sound

Per: ______Name: Office:

We have authority to bind the Corporation

Township of Chatsworth

Per: ______Name: Office:

We have authority to bind the Corporation

THE CORPORATION OF THE TOWNSHIP OF CHATSWORTH BY-LAW NUMBER 2020-56

BEING a By-law to amend Zoning By-law No. 2015-61, being entitled the Township of Chatsworth Comprehensive Zoning By-law

WHEREAS the Council of the Corporation of the Township of Chatsworth deems it in the public interest to pass a By-law to amend Zoning By-law No. 2015-61;

AND WHEREAS pursuant to the provisions of Sections 34 of the Planning Act, R.S.O. 1990, as amended, By-laws may be amended by Councils of Municipalities;

NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF CHATSWORTH ENACTS AS FOLLOWS:

2. Section 27 of By-law No. 2015-61 is hereby amended adding the following:

(I) Minimum lot area: 6.0 hectares.

3. This By-law shall come into force and take effect upon being passed by Council subject to any approval necessary pursuant to the Planning Act, R.S.O. 1990, as amended.

Read a first and second time this 26th day of August, 2020

Read a third time and finally passed this 26th day of August, 2020

______Mayor Scott Mackey

______CAO Clerk Patty Sinnamon

Z08/2020 SCHEDULE "A" BY-LAW No. 2020-56 AMENDING BY-LAW No. 2015-61 TOWNSHIP OF CHATSWORTH

DATE PASSED: August 26, 2020

Concession 3A

Veterans Road North Massie Road Concession 2 ± Chatsworth Subject Lands Loucks Lane Grey Road 40

Highway 10

Concession 2 Elder Lane Gore Crescent

Highway 6 East Back Line

10 Sideroad KEY MAP Arnott 1:50,000

EP EP

A1 ±

A1- 167 EP A1-212 EP

Concession 2 A1 EP A1 Gore Crescent Grey Road 40

A1 Concession 2 EP

1:9,500

LEGEND

Subject Lands

A1 Rural

EP Environmental Protection W Wetlands Protection

GREY COUNTY: 2020-08_Morrison.MXD THE CORPORATION OF THE TOWNSHIP OF CHATSWORTH

BY-LAW NUMBER 2020-57

BEING a By-law to confirm the proceedings of the Council Meeting of the Corporation of the Township of Chatsworth held on August 26, 2020

Whereas Section 5(1) of the Municipal Act 2001, S.O. 2001, Chapter 25 as amended, grants powers of a Municipal Corporation to be exercised by its Council; and

Whereas Section 5(3) of the Municipal Act 2001, S.O. 2001, Chapter 25 as amended, provides that powers of every Council are to be exercised by By-law unless specifically authorized to do otherwise; and

Whereas it is deemed expedient that the proceedings of the Council Meeting held on August 26, 2020 are confirmed and adopted by By-law;

Now Therefore the Council of the Corporation of the Township of Chatsworth enacts as follows:

1. That the actions of the Council of the Corporation of the Township of Chatsworth at its Council Meeting held on August 26, 2020 in respect to each motion and resolution passed, reports received and direction given by the Council at the said meeting is hereby adopted and confirmed.

2. The Mayor and the proper Officials of the Corporation are hereby authorized and directed to do all things necessary to give effect to the said action of the Council.

Read a first and second time this 26th day of August, 2020

Read a third time and finally passed this 26th day of August, 2020

______Scott Mackey, Mayor

______Patty Sinnamon, CAO Clerk