Township of Southgate Revised Council Meeting Agenda

August 1, 2018 9:00 AM Council Chambers

Pages

1. Call to Order

2. Open Forum-Registration begins 15 minutes prior to meeting

3. Confirmation of Agenda

Be it resolved that Council confirm the agenda as amended.

4. Delegations & Presentations

4.1 Jason Weppler - Grey Bruce Public Health - PLAY Program 1 - 7

Be it resolved that Council receive the Grey Bruce Public Health delegation as information.

4.2 Andrew Barton - Ministry of Environment and Climate Change

- The person presenting on behalf of the MOECC was updated upon confirmation from their office. -Received Monday July 30, 2018.

Be it resolved that Council receive the Ministry of Environment and Climate Change delegation as information.

5. Adoption of Minutes 8 - 18

Be it resolved that Council approve the minutes from the July 4, 2018 Council and Closed Session meetings as presented. 6. Reports of Municipal Officers

*6.1 Treasurer William Gott

*6.1.1 FIN2018-026 2017 Financial Report – December and 19 - 37 Actual Reserves, Deferred Revenue and Reserve Funds

Staff Report FIN2018-026 was added. -received Monday July 30, 2018.

Be it resolved that Council received Staff Report FIN2018-026 2017 Financial Report – December as information; and That Council supports the transfers from or to Reserves, Deferred Revenue and Reserve Funds as presented.

6.2 Clerk Joanne Hyde

6.2.1 CL2018-025 – Declaration of Vacant Seat 38 - 40

Be it resolved that Council receive staff report CL2018- 025 Declaration of Vacant Seat for information; and That Council support the continued appointment of Acting Deputy Mayor John Woodbury for the remained of the 2018 Term of Council; and That in accordance with Section 262(1) of the Municipal Act, 2001, as amended, Council declare the Council seat occupied by Councillor Woodbury as vacant effective August 1, 2018.

6.3 Chief Administrative Officer Dave Milliner

6.3.1 CAO2018-093 – Southgate 2018 AMO Municipal 41 - 48 Delegations Requests Submission Reports

Be it resolved that Council receive Staff Report CAO2018-093 as information; and That Council approve and confirm that staff proceed with the Southgate delegations requested during the 2018 AMO Conference in Ottawa. 6.3.2 CAO2018-089 – Southgate Personnel Policy #1 & Hiring 49 - 77 Policy #8 Changes

Be it resolved that Council receive Staff Report CAO2018-089 as information; and That Council approve changes made to the Personnel Policy #1, dated August 1, 2018; and That Council approve changes made to the Hiring Policy #8, dated August 1, 2018.

6.3.3 CAO2018-095 – Southgate Market Check Survey for 78 - 83 Council Members, Employees and Student Compensation Report

Be it resolved that Council receive Staff Report CAO2018-095 as information: and That Council direct staff to develop a Council compensation proposal to reflect a neutral impact of the loss of the 1/3 tax free exemption based Council’s present remuneration; and That Council approve the increase of the daily meal allowance to $65.00 per day when outside the Township; and That Council approve increasing the maximum number of conferences per year to 3 for the next term of Council; and That Council direct staff to proceed with acquiring more employee market check data in relation to the employee pay band 5 and 6 positions for review of compensation for these specific jobs in the 2019 budget. 6.3.4 CAO2018-097 – Dundalk Olde Town Building 84 - 127 Assessment Part A Brief Report dated July 24, 2018

Be it resolved that Council receive staff report CAO2018-097 as information; and That Council direct staff to forward the Dundalk Olde Town Hall Building Assessment Part A Brief Report completed by Allan Avis Architects Inc., Goderich, Ontario to Team Town Hall for discussion; and That Council direct staff to seek feedback and a response from Team Town Hall on how they wish to proceed with funding future costs of the Part B Report work, the building project costs and justifying a business/operating plan for sustainable use of the building in the future.

6.4 Planner Clinton Stredwick

6.4.1 PL2018-046 – ZBA C5-18 Ivan S. Martin 128 - 134

Be it resolved that council receive staff report PL2081- 046-for information; and That Council consider approval of by-law 2018-102.

6.4.2 PL2018-047 – ZBA C18-17 - Tuyen Dao Nhu Nguyen 135 - 139

Be it resolved that Council receive Staff Report PL2018- 047-for information; and That consider approval of By-law 2018-088.

6.4.3 PL2018-048 – ZBA C13-18 – Toronto Soaring Club 140 - 144

Staff Report PL2018-048 was updated to reflect the proper aerial photo under "property location" as it was previously showing the wrong property. -received Monday July 30, 2018.

Be it resolved that council receive staff report PL2018- 048-for information; and That Council waive any Site Plan Control requirement; and That Council consider approval of By-law 2018-103. 7. By-laws and Motions

7.1 By-law 2018-088 - ZBA C18-17 - Tuyen Dao Nhu Nguyen 145 - 147

Be it resolved that by-law 2018-088 being a by-law to to amend Zoning By-law No. 19-2002, entitled the “Township of Southgate Zoning By-law” be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of approval and entered into the by-law book.

7.2 By-law 2018-102 - ZBA C5-18 - Ivan S. Martin 148 - 150

Be it resolved that by-law 2018-102 being a by-law to to amend Zoning By-law No. 19-2002, entitled the “Township of Southgate Zoning By-law” be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of approval and entered into the by-law book.

7.3 By-law 2018-103 - ZBA C13-18 - Toronto Soaring Club 151 - 152

Be it resolved that by-law 2018-103 being a by-law to to amend Zoning By-law No. 19-2002, entitled the “Township of Southgate Zoning By-law” be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of approval and entered into the by-law book.

7.4 By-law 2018-100 - Tile Drain Loan Rating By-law 153

Be it resolved that by-law 2018-100 being a by-law imposing special annual drainage rates upon land in respect of which money is borrowed under the Tile Drainage Act be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by-law book.

*7.5 By-law 2018-105 - Wellington County Library Agreement 154 - 155

By-law 2018-105 was added as it was previously missed. - received Monday July 30, 2018.

Be it resolved that by-law 2018-105 being a by-law to authorize the signing and execution of a Public Library Services Agreement be read a first, second and third time, finally passed, signed the the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by-law book. 8. Consent Items

8.1 Regular Business (for information)

Be it resolved that Council approve the items on the Regular Business consent agenda dated August 1, 2018 (save and except items _____) and direct staff to proceed with all necessary administrative actions.

8.1.1 ED2018-006 – Quarterly Update – Q2 156 - 160

8.1.2 REC2018-011- Facilities Operator Full Time Hiring 161

8.1.3 FIRE2018-007- Fire Report from April 1st - June 30th 162 - 164 2018

8.1.4 CL2018-020 - Legislative & Planning Coordinator – 165 - 166 Hiring Update

8.1.5 FIN2018-023 – June 2018 Cheque Registers 167 - 179

*8.1.6 FIN2018-024 – Wellington County Library Board 180 - 181 Agreement – 2018

Staff Report FIN2018-024 recommendation was updated to reflect a "for information" report and is now an item under the "Regular Business" consent agenda. - received Monday July 30, 2018.

8.1.7 FIN2018-025 – 2018 Members of Council Remuneration 182 - 187 and Expenses

*8.1.7.1 FIN2018-028 2019 Budget 188 - 189

Staff Report FIN2018-028 was added. -received Monday July 30, 2018.

*8.1.8 FIN2018-027 2018 Financial Report - June 190 - 199

Staff Report FIN2018-027 was added. - received Monday July 30, 2018.

8.1.9 PW2018-069-Department Report 200 - 202

8.1.10 PW2018-068 – Unit 211 Collection Truck Fire 203 - 205 8.1.11 CAO2018-092 – Building, By-law Enforcement & Canine 206 - 209 Control Reports

8.1.12 CAO2018-096 – Southgate CAO July 2018 Update 210 - 212 Report

8.1.13 CAO2018-094 – Southgate’s Human Resources 213 - 215 Processes and Responsibilities Report

8.1.14 Librarian CEO Report - 2018-07-19 216

8.1.15 2018-06-21 Library Board Minutes 217 - 218

8.1.16 2018-05-23 Public Planning Minutes 219 - 222

8.1.17 2018-06-27 Public Planning Minutes 223 - 227

8.1.18 Wellington North Power - Report to Municipal 228 - 231 Councillors - Q2

8.1.19 Acting Deputy Mayor Woodbury Conference Report - 232 OACA

8.2 Correspondence (for information)

Be it resolved that Council receive the items on the Correspondence consent agenda dated August 1, 2018 (save and except items _____) and direct staff to proceed with all necessary administrative actions.

8.2.1 Egremont Optimist Club Correspondence re Classic Car 233 Show

8.2.2 Egremont Optimist Club Correspondence re Fireworks 234

8.2.3 MMAH Correspondence re Provincial-Municipal 235 Relationship

8.2.4 MPAC Correspondence re Small-scale on-farm business 236 - 237 subclasses

8.2.5 Stewardship Ontario Correspondence re Industry 238 Funding

8.2.6 The College of Physicians and Surgeons of Ontario 239 Correspondence re Nomination 8.2.7 Wellington County - Gravel Pit Appeal Update - January 240 - 246 2017

8.2.8 2018-07-25 Joing PSB Meeting Minutes - Draft 247 - 253

8.2.9 Council Correspondence - Paul Stevenson AORS 254 Certification Letter

8.3 Resolutions of other Municipalities (for information)

Be it resolved that Council receive the items on the Resolutions of other Municipalites consent agenda dated August 1, 2018 (save and except items _____) and direct staff to proceed with all necessary administrative actions.

8.3.1 Township of Chatsworth Resolution re Grey County 255 Official Plan

9. New Business

10. County Report

https://www.grey.ca/news/july-12-meeting-highlights

11. Members Privilege - Good News & Celebrations

12. Closed Meeting

Reason for Closed Session:

Disposal of Land (Staff Report ED2018-005C)

Be it resolved that Council proceed into closed session at [TIME] in order to address matters relating to Disposal of Land (Staff Report ED2018-005C); and That CAO Dave Milliner, Clerk Joanne Hyde, Economic Development Officer Glenn Walker and Deputy Clerk Lindsey Green remain in attendance.

12.1 Staff Report ED2018-005C 13. Confirming By-law 256

Be it resolved that By-law 2019-109, being a by-law to confirm the proceedings of the Council of the Corporation of the Township of Southgate at its regular meeting held on August 1, 2018 be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by-law book.

14. Adjournment

Be it resolved that Council adjourn the meeting at [TIME]. Schedule A – Request to Appear as a Delegation

I wish to appear before Council on: (Please print clearly) CONTACT NAME: Jason Weppler Additional Speaker: ADDRESS: 101 17th Street East Owen Sound POSTAL CODE: N4K 0A5 TELEPHONE #: 519-376-9420 ext. 1408 E-MAIL ADDRESS: [email protected] New Delegation 1. Key points of my delegation are as follows: (please attach full presentation)

PLAY in Bruce Grey is the Physical Activity strategy for the two counties. An update will be provided to Council based on recent deliverables achieved through a Ontario Sport and Creation Community Fund grant which the Township of Southgate supported.

______2. The desired action of Council that I am seeking on this issue is (Please be aware that Council will not make a decision on your item at this meeting, but a member may take the information under advisement for a Notice of Motion at a subsequent Council meeting):

We will formally request that Council review and sign the PLAY Charter, re-affirming their commitment to the program for the next 4 years. ______Additional Delegation Information I wish to submit the following additional information since I was a delegation at the Council meeting. My new information is as follows: (please attach full presentation)

Full presentation to be submitted to the Township clerk in advance of the presentation.

Note - if an individual appears as a delegation before Council, a further delegation from the same individual concerning the same topic(s) will not be permitted unless there is significant new information to be brought forward, subject to approval by the Clerk. Specific new information must be identified on this form and/or attached for approval. Terms - requests to appear before Council must be received in writing (and signed by at least one person) by the Clerk before 4 pm on the Wednesday immediately preceding the scheduled Council meeting, complete with a copy of the presentation materials as detailed in the delegation protocol. Failure to provide the required information on time will result in a loss of privilege to appear as a delegation.

Procedure By-law 82-2016 42 Back to Table of Contents 1 I have read and understand the delegation protocol attached to this form and acknowledge that the information contained on this form, including any attachments, will become public documents and listed on Southgate’s meeting agendas. I also understand that presentation materials must be submitted with this delegation form. Electronic signed presentations must be e-mailed to [email protected] no later than 4 pm on the Wednesday immediately preceding the meeting. I also understand that if the materials contain any obscene or improper matter, language or does not meet the requirements of the delegation protocol, the Clerk shall decide whether it shall be included in the agenda for a Council meeting and if not, I will be notified.

Digitally signed by Jason Weppler Jason Weppler Date: 2018.06.04 13:58:45 -04'00' ______Signature Date

______Signature Date

Please direct any queries to the Municipal Clerk (519) 923-2110 ext 230, 1-888-560-6607 Fax: (519) 923-9262

Clerk Approval Date:

MFIPPA Disclosure All information submitted to the Township of Southgate is being collected under the authority of the Municipal Act and subject to disclosure under the Municipal Freedom of Information Act (MFIPPA). Questions about this collection should be directed to the Clerk's Department 519-923-2110 ext. 230.

Procedure By-law 82-2016 43 Back to Table of Contents 2 PLAY in Bruce Grey Regional Physical Activity Strategy Update

Jason Weppler Health Promoter/PLAY Coordinator Grey Bruce Health Unit

3 Why PLAY?

• PLAY is an essential part of childhood development • PLAY is spontaneous, accessible to all and low cost/free • PLAY brings families, neighbourhoods and communities together • PLAY requires no skill and no special equipment • PLAY is a universal concept • PLAY can happen anywhere and does not require special facilities or organization

4 History of PLAY

5 Recent Highlights OSRCF Grant $30,030 Rec’d April 2017 – March 2019

Key Deliverables: • Refresh of PLAY logo, PLAY website, Social Media platforms, development of Digital Advertising Templates and Branding Guidelines • Radio and Facebook promotional campaign • Fundamental Movement Skills training for Coaches and Rec Providers • PLAY Kits for various community locations (2/municipality)

6 Council Request • Sign the revised PLAY Charter • Pledge ongoing financial support to the initiative by contributing $300 annually to PLAY • Host “Longest Day of PLAY” and “Family Day of PLAY” events when possible • Designate a municipal representative to act as a liaison to PLAY by attending meetings and supporting the work of the collaborative

Return on Investment: Consistent leadership from Public Health Ongoing coordination of programs and initiatives Pursuit of regular funding opportunities Professional development for municipal PLAY representatives Networking opportunities with surrounding communities

7 Township of Southgate Minutes of Council Meeting July 4, 2018 A meeting of the Council of the Township of Southgate was held on July 4, 2018 in the Council Chambers starting at 9:00 AM. Members present were Mayor Anna- Marie Fosbrooke, Acting Deputy Mayor John Woodbury, Councillor Jim Frew, Councillor Barbara Dobreen, Councillor Christin Gordon and Councillor Dale Pallister. Deputy Mayor Norm Jack was absent with notice. Staff present were CAO Dave Milliner, Clerk Joanne Hyde, Public Works Manager Jim Ellis, Treasurer Liam Gott, Economic Development Officer Glenn Walker, Planner Clinton Stredwick and Deputy Clerk Lindsey Green. Ben Cornell and Jocelyn Meekins of Ward and Uptigrove were in attendance for the Closed Meeting portion of the agenda.

1. Call to Order

Mayor Fosbrooke called the meeting to order at 9:00 AM. 2. OpenDRAFT Forum - Registration begins 15 minutes prior to meeting

No one spoke at open forum.

3. Confirmation of Agenda

Moved by Acting Deputy Mayor Woodbury, Seconded by Councillor Pallister; Be it resolved that Council confirm the agenda. Carried. No. 2018-443

4. Declaration of Pecuniary Interest

Acting Deputy Mayor Woodbury declared a conflict of interest with regards to Staff Report CAO2018-085 as he is a member on the South East Grey Community Health Centre Board and left the Council table at 10:39 AM and returned at 10:46 AM.

Acting Deputy Mayor Woodbury also declared a conflict of interest with regards to corresponding By-law 2018-085 and left the Council table at 11:18 AM and returned at 11:18 AM.

5. Adoption of Minutes Minutes from the June 20, 2018 Council Meeting Minutes from the June 20, 2018 Closed Session (confidential) Minutes from the June 27, 2018 Special Council Meeting

Moved by Councillor Dobreen, Seconded by Councillor Frew; Be it resolved that Council approve the minutes from the June 20, 2018 Council and Closed session meetings as presented; and That Council approve the minutes from the June 27, 2018 Special Council meeting. Carried. No. 2018-444

Page 18 of 10 Township of Southgate Minutes of Council Meeting July 4, 2018

6. Closed Meeting • Personal matters about an identifiable individual (Subject: Ward & Uptigrove Investigation Report)

Moved by Councillor Dobreen, Seconded by Councillor Pallister; Be it resolved that Council proceed into closed session at 9:02 AM in order to address matters relating to Personal matters about an identifiable individual (Subject: Ward & Uptigrove Investigation Report); and That Clerk Joanne Hyde and Treasurer Liam Gott remain in attendance. Carried. No. 2018-445

Moved by Acting Deputy Mayor Woodbury, Seconded by Councillor DRAFTPallister; Be it resolved that Council come out of Closed Session at 10:10 AM. Carried. No. 2018-446

Council recessed at 10:10 AM and returned at 10:17 AM.

Moved by Councillor Dobreen, Seconded by Acting Deputy Mayor Woodbury; Be it resolved that council receive the Township of Southgate investigation report presented by Ward & Uptigrove; and That council request Ward & Uptigrove to prepare correspondence outlining the report results and investigation process for distribution to the complainant by the Clerk and Treasurer. Carried. No. 2018-447

7. Reports of Municipal Officers Economic Development Officer Glenn Walker Staff Report EDO2018–004 - Ontario’s Main Street Revitalization Project Selection

Moved by Councillor Frew, Seconded by Councillor Dobreen; Be it resolved that Council receive staff report EDO2018-004 for information; and That Council designates the improvement and paving of the Downtown Dundalk parking lot as the preferred project for use of the Ontario’s Main Street Revitalization funds. Carried. No. 2018-448

Page 29 of 10 Township of Southgate Minutes of Council Meeting July 4, 2018 Chief Administrative Officer Dave Milliner Staff Report CAO2018–091 - Southgate-CIBC Dundalk Land Exchange Agreement Report Moved by Councillor Pallister, Seconded by Acting Deputy Mayor Woodbury; Be it resolved that Council receive staff report CAO2018-091 as information; and That Council approve the draft Southgate–CIBC Dundalk Land Exchange Agreement as presented to realign property boundaries to allow Southgate to create a Municipal Parking lot on the Old Herald Building property; and That Council direct staff to finalize the negotiations of the Southgate–CIBC Dundalk Land Exchange Agreement to transfer municipal lands to the existing CIBC Dundalk property and that also transfers an equal area DRAFTproperty of CIBC Dundalk lands to the Township of Southgate as an addition to adjacent municipal property for use as a Parking Lot; and That Council, through Delegated Authority By-Law 2017-150, authorize and direct the CAO and the Clerk to sign the final version of the Southgate–CIBC Dundalk Land Exchange Agreement to complete the transfer of the properties with our Southgate lawyer’s approval; and That Council approve this staff direction by Municipal By-law 2018-098 at the July 4, 2018 meeting as specific delegated authority during the lame duck period for the CAO and the Clerk to sign the Southgate–CIBC Dundalk Land Exchange Agreement once it is finalized with our Southgate lawyer’s approval. Carried. No. 2018-449

Staff Report CAO2018–085 - South East Grey Community Health Centre (SEGCHC) and Southgate Land Lease Agreement to Construct a Medical Centre/Health Clinic to provide Primary Care and Social Support Services

Acting Deputy Mayor Woodbury declared a conflict of interest related to Staff Report CAO2018-085 and left the Council table at 10:39 AM. Moved by Councillor Dobreen, Seconded by Councillor Pallister; Be it resolved that Council receive staff report CAO2018-085 as information; and That Council approve the South East Grey Community Health Centre (SEGCHC) Southgate Land Lease Agreement as presented to construct a Medical Centre/Health Clinic to deliver their services and programs in the Dundalk community; and That Council consider approval of the SEGCHC-Southgate Land Lease Agreement at the July 4, 2018 meeting by Municipal By-law 2018-085. Carried. No. 2018-450 Acting Deputy Mayor Woodbury returned to the Council table at 10:46 AM.

Page10 3 of 10 Township of Southgate Minutes of Council Meeting July 4, 2018 Treasurer William Gott Staff Report FIN2018–022 - 2018 Tax Rates

Moved by Councillor Pallister, Seconded by Acting Deputy Mayor Woodbury; Be it resolved that Council receive Staff Report FIN2018-022 2018 Tax Rates as information; and That By-law 2018-094 being a by-law to adopt tax rates required to raise the 2018 Own purposes levy of $6,063,943 using the 2018 tax ratios and to further provide for penalty and interest in default of payment for 2018 and to provide for the collection thereof be considered for approval. Carried. No. 2018-451

ClerkDRAFT Joanne Hyde Staff Report CL2018–024 - Grey County Compliance Audit Committee, Terms of Reference

Moved by Councillor Frew, Seconded by Councillor Dobreen; Be it resolved that Council receive Staff Report CL2018-024 Grey County Compliance Audit Committee, Terms of Reference for information; and That Council approve the Grey County Compliance Audit Committee, Terms of Reference to establish a Compliance Audit Committee as required by the Municipal Elections Act through Municipal By-law 2018-095; and That Council direct staff to bring a report forward to appoint the individuals appointed to the Grey County Compliance Audit Committee, as recommended by the Selection Committee following successful recruitment. Carried. No. 2018-452

Public Works Manager Jim Ellis Staff Report PW2018-066 - 2018 Type 2 Culvert Quote Recommendations for Bridge Structures S126 and S43

Moved by Acting Deputy Mayor Woodbury, Seconded by Councillor Pallister; Be it resolved that Staff Report PW2018-066 be received as information; and That Council approves the recommendation for Armtec to be awarded the 2018 CSP Aluminized Type 2 Culvert Quote for replacement of structures S126 and S43 in the amount of $52,520.40 excluding HST. Carried. No. 2018-453

Page11 4 of 10 Township of Southgate Minutes of Council Meeting July 4, 2018 Staff Report PW2018-067 - Revised New Pick-Up Truck Tender Recommendation

Moved by Councillor Frew, Seconded by Councillor Dobreen; Be it resolved that Council receive Staff Report PW2018-067 for information; and That Council rescind Resolution No. 2018-268 as Dilawri Auto is unable to fulfill the supply of a new Dodge Ram 1500 pick-up truck; and That Council approves the Public Works department purchase of a New Ford F150 XLT-301A Crewcab 4x4 Pick-Up Truck be awarded to Trillium Ford, at a price of $35,801.00 plus HST; and That Council approves the trade in of Unit 308 to Trillium Ford for $2,000.00 plus HST. Carried. No. 2018-454

CouncillorDRAFT Gordon left Council Chambers at 11:03 AM and returned at 11:03 AM.

Planner Clinton Stredwick Staff Report PL2018-027 - Aaron B Martin SP2-18

Moved by Councillor Frew, Seconded by Councillor Pallister; Be it resolved that Council receive Staff Report PL2018-027 for information; and That Council Consider Approval of By-law 2018-057 authorizing the entering into a Development Agreement. Carried. No. 2018-455

Council recessed at 11:13 AM and retuned at 11:15 AM.

8. By-laws and Motions By-law 2018-094 - 2018 Tax Rates

Moved by Councillor Dobreen, Seconded by Councillor Pallister; Be it resolved that by–law Number 2018-094 being a by-law to provide for the adoption of tax rates required to raise the 2018 Own Purpose Levy using the 2018 tax ratios and to further provide for penalty and interest in default of payment for 2018 and to provide for the collection thereof be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by- law book. Carried. No. 2018-456

Page12 5 of 10 Township of Southgate Minutes of Council Meeting July 4, 2018 By-law Number 2018-057 - SP2-18 - Aaron Martin Development Agreement

Moved by Councillor Frew, Seconded by Acting Deputy Mayor Woodbury; Be it resolved that by-law Number 2018-057 being a by-law to authorize the execution of a Development Agreement be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by-law book. Carried. No. 2018-457

By-law Number 2018-092 - Rosalyn Outdoor Center Facility Use Agreement

Moved by Councillor Pallister, Seconded by Councillor Frew; DRAFTBe it resolved that by-law number 2018-092 being a by-law to authorize an agreement between the Rosalyn Outdoor Centre and the Township of Southgate be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by-law book. Carried. No. 2018-458

By-law 2018-085 - Southgate-SEGCHC Land Lease Agreement

Acting Deputy Mayor Woodbury declared a conflict of interest with regards to By-law 2018-085 and left the Council table at 11:18 AM. Moved by Councillor Dobreen, Seconded by Councillor Pallister; Be it resolved that by-law number 2018-085 being a by-law to authorize an agreement between the South-East Grey Community Health Centre and the Township of Southgate be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by-law book. Carried. No. 2018-459 Acting Deputy Mayor Woodbury returned to the Council table at 11:18 AM.

By-law 2018-096 - Road Allowance - Thomas & John Streets

Moved by Councillor Frew, Seconded by Councillor Pallister; Be it resolved that by-law Number 2018-096 being a by-law to authorize the closing of part of a highway known as Thomas Street, Plan 121 in the former Township of Egremont (PIN 37291-0063) and John Street, Plan 121 in the former Township of Egremont (PIN 37291-0061) be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by-law book. Carried. No. 2018-460

Page13 6 of 10 Township of Southgate Minutes of Council Meeting July 4, 2018

By-law 2018-097 - Sale of Surplus Lands - Thomas & John Streets

Moved by Councillor Frew, Seconded by Councillor Dobreen; Be it resolved that by-law Number 2018-097 being a by-law to authorize the sale of lands described as part of a highway Thomas Street, Plan 121 in the former Township of Egremont (PIN 37291-0063) and John Street, Plan 121 in the former Township of Egremont (PIN 37291-0061) be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by-law book. Carried. No. 2018-461

By-law 2018-098 - Southgate-CIBC Land Exchange Agreement DRAFT

Moved by Councillor Dobreen, Seconded by Acting Deputy Mayor Woodbury; Be it resolved that by-law Number 2018-098 being a by-law to authorize a land exchange agreement between the Township of Southgate and the Canadian Imperial Bank of Commerce (CIBC) be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by-law book. Carried. No. 2018-462

By-law 2018-095 - Grey County Compliance Audit Committee

Moved by Councillor Pallister, Seconded by Councillor Dobreen; Be it resolved that by-law Number 2018-095 being a by-law to establish a Joint Compliance Audit Committee and adopt Terms of Reference be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by-law book. Carried. No. 2018-463

9. Consent Items Regular Business (for information)

A) Staff Report PW2018-065 - Public Works Department Report (receive for information)

B) Staff Report CL2018–023 - Meeting Management Services (receive for information)

Page14 7 of 10 Township of Southgate Minutes of Council Meeting July 4, 2018

C) Librarian CEO Report dated 2018-06-21 (receive for information)

D) Ruth Hargrave Memorial Library 2017 Annual Report (receive for information)

E) 2018-05-17 Library Board Minutes (receive for information)

F) 2018-06-05 Health & Safety Minutes (receive for information)

G) 2018-06-05 Public Liaison Committee Minutes (receive for information)

DRAFTMoved by Councillor Pallister, Seconded by Councillor Frew; Be it resolved that Council receive the items on the Regular Business consent agenda dated July 4, 2018 and direct staff to proceed with all necessary administrative actions. Carried. No. 2018-464

Correspondence (for information)

H) SEGCHC Annual Report & Financial Statements (receive for information)

I) 2017 Ontario Aggregate Resources Corporation Annual Report (receive for information)

J) AMO Correspondence - Peter J. Marshall Award Submission (receive for information)

K) MOECC Correspondence - Dundalk Transfer Station Amendment to Environmental Compliance Approval (receive for information)

M) OSPCA Correspondence - No Hot Pets Campaign (receive for information)

N) 2018-06-22 SMART Board Agenda (receive for information)

O) 2018-01-26 Source Water Protection Committee Minutes (receive for information) Moved by Acting Deputy Mayor Woodbury, Seconded by Councillor Pallister; Be it resolved that Council receive the items on the Correspondence consent agenda dated July 4, 2018 (save and except items L and P) and direct staff to proceed with all necessary administrative actions. Carried. No. 2018-465

Page15 8 of 10 Township of Southgate Minutes of Council Meeting July 4, 2018

L) Optimist Club Correspondence - Trillium Information (receive for information)

Moved by Acting Deputy Mayor Woodbury, Seconded by Councillor Pallister; Be it resolved that Correspondence Consent item "L" be received for information; and That Council direct staff to work with the Egremont Optimist Club on their application for the Ontario Trillium Foundation funding. Carried. No. 2018-466

P) Deputy Mayor Norm Jack Retirement Letter (receive for information) Moved by Councillor Pallister, Seconded by Councillor Frew; Be it resolved that Correspondence Consent item “P” be received for DRAFTinformation; and That Council work with staff through a social committee to organize a recognition event for the retirement of Deputy Mayor Norm Jack. Carried. No. 2018-467

Moved by Acting Deputy Mayor Woodbury, Seconded by Councillor Dobreen; Be it resolved that Council proceed past noon. Carried. No. 2018-468

Resolutions of other Municipalities (for information)

None. Closed Session (for information)

None.

10. New Business

None.

11. County Report

Mayor Fosbrooke and Acting Deputy Mayor Woodbury highlighted topics that were discussed at County Council including a 10 year Capital forecast for the County, a new location for the County's work depot that is currently in Dundalk, a joint program that involves the County Paramedics and Queen's University, as well as AMO delegations and future transportation needs in the County. Follow the link to the June 28, 2018 Meeting Highlights for more information: https://www.grey.ca/news/june-28-meeting-highlights

Page16 9 of 10 Township of Southgate Minutes of Council Meeting July 4, 2018

12. Members Privilege - Good News & Celebrations Acting Deputy Mayor Woodbury spoke about the Holstein Agro Expo taking place this weekend on Friday and Saturday. He noted that there is a lot of International attendance and the event should be quite good. He also mentioned that the Dundalk Automotive Swap Meet and Car Show is also taking place this weekend at the Dundalk Agricultural Building. Councillor Dobreen also noted that the Holstein Agro Expo has many international competitors and that they appreciate the opportunity to enter this event as the prize money is just as good as other larger scale events such as the Calgary Stampede. She also congratulated the Egremont Optimist Club on their great event this past weekend in the Holstein Park. The car show and craft and vendor sale had a good attendance with 85 cars coming out to participate. Lastly, she noted that as alwaysDRAFT the Canada Day fireworks were a great display and encouraged more community involvement in events like this.

13. Confirming By-law

Confirming By-law 2018-099

Moved by Acting Deputy Mayor Woodbury, Seconded by Councillor Pallister; Be it resolved that By-law 2018-099, being a by-law to confirm the proceedings of the Council of the Corporation of the Township of Southgate at its regular meeting held on July 4, 2018 be read a first, second and third time, finally passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and entered into the by-law book. Carried. No. 2018-469

14. Adjournment

Moved by Councillor Pallister Be it resolved that Council adjourn the meeting at 12:10 PM. Carried. No. 2018-470

Mayor Anna-Marie Fosbrooke Clerk Joanne Hyde

Page 1710 of 10 TOWNSHIP OF SOUTHGATE DECLARATION OF PECUNIARY INTEREST CONFLICT OF INTEREST Council & Committees

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Date of Meeting: _-:..J_-_LAJ...:_8-+----~-'------t/-----'-J _;;_i ______1 I ~Council D Committee of the Whole DRAFTD Committee of Adjustment D Other:------

Report Number: _C_A__;:O:::...___::~::;...___O_fi__ -_0 _5______By-Law Number: _ _a _o_/ _~_-_0_8'_~------Reason for Declaration: gs AfV1 A

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Received by Clerk:?'f JO. lf6 -01-cff

18 Township of Southgate Phone: 519-923-2110 Administration Office Toll Free: 1-888-560-6607 185667 Grey Road 9, RR 1 Fax: 519-923-9262 Dundalk, ON N0C 1B0 Web: www.southgate.ca

Staff Report FIN2018-026

Title of Report: FIN2018-026 2017 Financial Report – December and Actual Reserves, Deferred Revenue and Reserve Funds Department: Finance Council Date: August 1, 2018

Recommendation: Be it resolved that Council received Staff Report FIN2018-026 2017 Financial Report – December as information; and That Council supports the transfers from or to Reserves, Deferred Revenue and Reserve Funds as presented.

Background:

On March 15, 2017, Council received Report FIN2017-019 2017 Budget and approved By-law 2017-039 being a by-law to adopt the estimates of revenue and expenditures for the year 2017 in the amount of $5,669,214 on April 5, 2017. On May 17, 2017, Council received Report FIN2017-032 2017 Financial Report – April which provided the financial report for the 4 months ended April 30, 2017. On June 21, 2017, Council received Report FIN2017-037 2017 Financial Report – May which provided the financial report for the 5 months ended May 31, 2017. On July 19, 2017, Council received Report FIN2017-041 2017 Financial Report – June which provided the financial report for the 6 months ended June 30, 2017. On September 20, 2017, Council received Report FIN2017-048 2017 Financial Report – July and August which provided a financial report for the 7 months ended July 31, 2017 and for the 8 months ended August 31, 2017. On December 13, 2017, Council received Report FIN2017-062 2017 Financial Report – October and Projected which provided a financial report for the 10 months ended October 31, 2017 and projected for the year ended December 31, 2017. The projected financial report for the year ended December 31, 2017 reflected a surplus/deficit of $Nil due to projected contributions to Tax and Rate Stabilization Reserves. On December 20, 2017, Council received Report FIN2017-064 2017 Financial Report – November and Projected Reserve and Reserve Fund Transfers. The report provided a projected 2017 Reserve and Reserve fund schedule and the following resolution was passed:

Page 1 of 5

19 Be it resolved that Council receive Staff Report FIN2017-064 2017 Financial Report – November and Projected Reserves and Reserve Fund Transfers as information; and THAT Council authorizes the transfers from or to reserves and reserve funds as presented. The report provided the 2017 Budgeted ending balance of reserve and reserve funds of $6,318,584 and the 2017 Projected ending balance of reserve and reserve funds of $6,553,579, or $234,994 higher, summarized in the following table:

Opening Ending Balance Contribution Expenditure Balance Change Budget $ 5,406,683 $ 2,001,428 $ (1,089,527) $ 6,318,584 $ 911,901 Projected $ 5,509,737 $ 1,997,507 $ (953,666) $ 6,553,579 $ 1,043,841 Variance $ 103,054 $ (3,921) $ 135,861 $ 234,994 $ 131,940

On June 27, 2018, Council received Staff Report FIN2018-021 2017 Audited Financial Statements and the following resolution was passed: Be it resolved that Council receive Staff Report FIN2018-021 2017 Audited Financial Statements as information; and THAT Council approve the Township of Southgate’s draft Financial Statements for the year ended December 31, 2017 as presented by BDO on June 27, 2018. The 2017 Audited financial statements reflected the 2017 general surplus (deficit) on a fund-accounting basis of $Nil due to a transfer to the Tax Stabilization – General Reserve. And, the 2017 Audited financial statements reflected: Reserves $5,127,025 Reserve Funds $ 378,354 Total Reserves and Reserve Funds $5,505,379 Deferred Revenue (Obligatory Reserve Funds and Other) $2,104,362 Total Reserves, Reserve Funds, and Deferred Revenue $7,609,741

Staff Comments:

The 2017 general surplus, on a fund-accounting basis, is $Nil due to a transfer to the Tax Stabilization – General Reserve of $239,951. A financial report for the 12 months ended December 31, 2017 (Attachment 1) has been prepared which contains explanations of the more significant variances. The 2017 Actual (Attachment 2) vs 2017 Projected (Attachment 3) Schedule of Reserves, Deferred Revenue and Reserve Funds are provided. A schedule of the

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20 impact of the variances between Actual and Projected Reserves is provided as Attachment 3.

Financial Implications:

The audited 2017 Ending balance of reserve and reserve funds is $7,609,741, or $133,125 lower than projected, as summarized in the following table:

Opening Ending Balance Contribution Expenditure Balance Change Actual (Att2) $ 5,519,374 $ 2,987,896 $ (897,529) $ 7,609,741 $ 2,090,367 Projected (Att3) $ 5,509,738 $ 1,997,507 $ (953,666) $ 6,553,579 $ 1,043,841 Variance (Att4) $ 9,636 $ 990,389 $ 56,137 $ 1,056,162 $ 1,046,526

The key variances are due to: Opening 1) Tax Stabilization – General $137,865 (Projected: $130,120 2) Reserve Funds $379,280 (Projected: $377,388) Contributions 1) Tax Stabilization – General: Operating Surplus $239,951 (Projected: $281,482) 2) Council – Election: $6,755 (Projected $10,000) [Higher expenditures] 3) Building Operating Surplus: $299,464 (Projected $309,150) [Higher expenditures] 4) Tax Stabilization – Winter Maintenance: $Nil (Projected $9,717) [Higher expenditures] 5) Admin – Infrastructure: $9,419 (Projected $9,745) [Higher expenditures] 6) Admin – Community Infrastructure: $48,060 (Projected $25,000) [Higher Royalty Revenues] 7) Industrial Land Reserve: $63,030 (Projected $144,477) [Lower sales] 8) Wastewater – Infrastructure: $457,511 (Projected $473,347) [Lower net operating] 9) Water – Infrastructure: $107,619 (Projected $110,814) [Lower net operating] 10) Solid Waste – Equipment: $Nil (Projected $20,790) [Higher expenditures] 11) Library – Infrastructure: $17,380 (Projected $7,264) [Lower expenditures] 12) Reserve Funds for Capital Purposes: $94,866 (Projected $91,200) [Interest not projected]

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21 13) Development Charge Reserve Fund: $1,114,754 (Projected $Nil) [Insufficient data from JBSG when projections were determined] 14) Parkland Reserve Fund: $38,000 (Projected $Nil) [Contribution received] 15) Deferred Revenue – General $9,500 (Projected $Nil) [New account] Expenditures: 1) Tax Stabilization – General: $4,089 (Projected $8,459) [Planning Use not required] 2) Fire – Melancthon: $4,419 (Projected $14,000) [Deferred expenditure] 3) Roads – Roads: $85,672 (Projected $105,636) [Reduced expenditures] 4) Roads – Bridges: $30,361 (Projected: $25,185) [Higher expenditure] 5) Wastewater – Infrastructure: $181,130 (Projected $105,586) [Higher expenditures] 6) Water – Infrastructure: $62,331 (Projected $253,356) [Well D5 costs projected use of reserve, but budget anticipated debt, left unfunded] 7) Recreation – Dundalk: $3,913 (Projected $10,488) [Reduced expenditures] 8) Southgate Solar: $95,792 (Projected $76,819) [Higher Holstein Park improvement costs] 9) Development Charge Reserve Fund: $85,407 (Projected $68,118) [Higher Development Charge Amendment Costs; Fire Apparel] 10) Deferred Revenue – Source Water Protection: $8,553 (Projected $Nil) [Costs incurred]

Communications & Community Action Plan Impact:

This report has been written and presented to Council in accordance with: - Goal 1A: Trusted, Timely, Transparent, Accessible Municipal Decision-Making o Action 1.A.1 Southgate will actively communicate with the public, facilitate public involvement, and define procedures for municipal decision-making on potentially controversial issues. - Goal 1B: A Sustainable Suite of Efficient, Equitable, Affordable Municipal Services in Support of Community Priorities o Action 1.B.1 Southgate will strive to maintain property tax increases for its services within the rate of inflation.

Concluding Comments:

The 2017 general surplus, on a fund-accounting basis, is $Nil due to a transfer to the Tax Stabilization – General Reserve of $239,951. The 2017 Actual schedule of Reserves, Deferred Revenue and Reserve Funds reflects an ending balance of $7,609,741.

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22

Respectfully Submitted,

Original Signed By Dept. Head: ______William Gott, CPA, CA Treasurer

CAO Approval: ______Original Signed By____ Dave Milliner, CAO

Attachment 1: Financial Report – For the 12 months ended December 31, 2017

Attachment 2: Schedule of Reserves, Deferred Revenue and Reserve Funds – 2017 Actual

Attachment 3: Schedule of Reserves, Deferred Revenue and Reserve Funds – 2017 Projected

Attachment 4: Schedule of Reserves, Deferred Revenue and Reserve Funds – 2017 Variance

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23 Township of Southgate Staff Report FIN2018-026 2017 Financial Report - December 29/07/2018 2017 Financial Report and Actual Reserves, Deferred Revenue and Reserve Funds For the 12 months ended December 31, 2017 ATTACHMENT 1

2017 2017 Variance Annual Budget Projected YTD Actual % $ Comments Tax-Supported: Fund 1: General Fund General Taxation Revenues 5,669,214.00 5,669,214.00 5,669,633.28 100.0% 419.28 Expenses (5,669,214.00) (5,669,214.00) (5,669,633.28) 100.0% (419.28) General Government

Supplementary Taxes $127K; Penalties & Interest Rev $50k; County/Education Taxes $159k; Revenues 6,186,925.00 6,232,261.33 6,542,011.15 105.7% 355,086.15 Royalty Rev $23k

County/Education Taxes $159k; Expenses 4,789,696.00 4,782,936.45 4,972,146.83 103.8% 182,450.83 Contr to Res (Royalties) $23k General Revenues (1,397,229.00) (1,449,324.88) (1,569,864.32) 112.4% (172,635.32)

Revenues - - - - Council Wages ($25k); Conferences Expenses 193,600.00 154,864.63 155,676.01 80.4% (37,923.99) ($9k); Mileage ($2k) Council 193,600.00 154,864.63 155,676.01 80.4% (37,923.99)

Contr from Res $10k [Optimists Revenues - 10,000.00 10,000.00 10,000.00 donation]

Wages ($5k); Insurance ($13k); Legal $13k; Tax write-offs $5k; Donations $10k [Optimist]; Tsfr to Res $239k (2017 Surplus to Tax Stabilization Expenses 1,159,974.00 1,479,584.73 1,396,582.28 120.4% 236,608.28 Reserve) Administration 1,159,974.00 1,469,584.73 1,386,582.28 119.5% 226,608.28

Revenues - - - - Expenses 21,539.00 21,538.87 21,538.87 100.0% (0.13) Transit 21,539.00 21,538.87 21,538.87 100.0% (0.13) General Government - Total (22,116.00) 196,663.35 (6,067.16) 27.4% 16,048.84

24 I:\F - Finance and Accounting\F05- Budgets and Estimates\2017\2017 Financial Report - 12 Summary Page 1 of 8 Township of Southgate Staff Report FIN2018-026 2017 Financial Report - December 29/07/2018 2017 Financial Report and Actual Reserves, Deferred Revenue and Reserve Funds For the 12 months ended December 31, 2017 ATTACHMENT 1

2017 2017 Variance Annual Budget Projected YTD Actual % $ Comments Protection

MTO Rev $10k; Grey Highlands Revenues 119,712.00 109,468.79 107,668.77 89.9% (12,043.23) ($22k)

Wages ($34k); Other Fire Admin Expenses 547,637.00 488,428.46 493,317.97 90.1% (54,319.03) ($19k) Fire 427,925.00 378,959.67 385,649.20 90.1% (42,275.80)

Contr from Res ($17k); RIDE Grant Revenues 24,088.00 10,827.64 5,079.64 21.1% (19,008.36) ($2k) PSB Wages ($8k); Conferences ($5k); Mileage ($2k); RIDE Expenditures Expenses 1,119,329.00 1,104,261.33 1,100,551.00 98.3% (18,778.00) ($2k) Police 1,095,241.00 1,093,433.69 1,095,471.36 100.0% 230.36

Revenues - - - - Expenses 99,709.00 99,758.00 99,758.00 100.0% 49.00 Conservation Authority 99,709.00 99,758.00 99,758.00 100.0% 49.00

Revenues 130,000.00 438,500.00 426,931.16 328.4% 296,931.16 Building Permit Rev $297k

Expenses 130,000.00 438,500.00 426,931.16 328.4% 296,931.16 JBSG Fee $47k; Contr to Res $249k Building - - - -

Revenues 34,000.00 31,843.00 32,373.00 95.2% (1,627.00) Dog Tag Rev ($2k)

Expenses 83,460.00 60,728.15 59,265.90 71.0% (24,194.10) Property Standards ($27k) Other Protective Services (Corporate Healhh & Safety, Emergency events, Canine Control, Property Standards, Crossing Guards) 49,460.00 28,885.15 26,892.90 54.4% (22,567.10) Protection - Total 1,672,335.00 1,601,036.51 1,607,771.46 96.1% (64,563.54)

25 I:\F - Finance and Accounting\F05- Budgets and Estimates\2017\2017 Financial Report - 12 Summary Page 2 of 8 Township of Southgate Staff Report FIN2018-026 2017 Financial Report - December 29/07/2018 2017 Financial Report and Actual Reserves, Deferred Revenue and Reserve Funds For the 12 months ended December 31, 2017 ATTACHMENT 1

2017 2017 Variance Annual Budget Projected YTD Actual % $ Comments Transportation Misc Rev $5k; Gravel Pits $6k; Municipal Drains $21k; Entrance Permits $8k; Contr from Tax Revenues 41,686.00 63,873.98 135,626.88 325.4% 93,940.88 Stabilization - Winter Mtce $53k

Street Lights ($9k); Drainage $36k; Admin & Other $27k; Vegetation ($18k); Gravel Pits ($47k); Bridge Mtce ($34k); Surface Mtce $36k; Winter Mtce $53k; Capital $20k; Signage ($5k); Works Depot $12k; Expenses 2,666,616.00 2,573,928.40 2,786,706.33 104.5% 120,090.33 Sidewalks ($2k); Equip Mtce $50k Roads 2,624,930.00 2,510,054.42 2,651,079.45 101.0% 26,149.45

Dundalk Tsfr Station $22k; Recycling Revenues 185,900.00 170,228.13 193,777.78 104.2% 7,877.78 ($17k)

Expenses 765,064.00 748,369.12 797,352.10 104.2% 32,288.10 Landfill $15k; Vehicle R&M $20k Solid Waste 579,164.00 578,140.99 603,574.32 104.2% 24,410.32 Transportation - Total 3,204,094.00 3,088,195.41 3,254,653.77 101.6% 50,559.77

Health Services

Revenues - 5,000.00 - -

Expenses 68,000.00 73,000.00 73,194.59 107.6% 5,194.59 Erskine Health Clinic Op Costs $5k Public Health 68,000.00 68,000.00 73,194.59 107.6% 5,194.59

Revenues - - - - Expenses 9,946.00 10,710.68 8,441.06 84.9% (1,504.94) Cemetery - Fund 1 9,946.00 10,710.68 8,441.06 84.9% (1,504.94)

Fund 5: Cemetery

Revenues 30,246.00 27,821.15 30,311.10 100.2% 65.10

Expenses 30,246.00 27,821.15 30,311.10 100.2% 65.10 - - - 0.00 Cemetery - Total 9,946.00 10,710.68 8,441.06 84.9% (1,504.94) Health Services - Total 77,946.00 78,710.68 81,635.65 104.7% 3,689.65

26 I:\F - Finance and Accounting\F05- Budgets and Estimates\2017\2017 Financial Report - 12 Summary Page 3 of 8 Township of Southgate Staff Report FIN2018-026 2017 Financial Report - December 29/07/2018 2017 Financial Report and Actual Reserves, Deferred Revenue and Reserve Funds For the 12 months ended December 31, 2017 ATTACHMENT 1

2017 2017 Variance Annual Budget Projected YTD Actual % $ Comments Recreation & Culture Revenues 20,640.00 21,151.76 19,878.76 96.3% (761.24) Admin Wages $5k; Olde Town Hall Expenses 382,935.00 372,706.01 388,197.96 101.4% 5,262.96 $1k; Rural Parks Admin ($3k) Recreation - Fund 1 362,295.00 351,554.25 368,319.20 101.7% 6,024.20

Fund 4: Dundalk Recreation Pool $6k; Camp/Pavillion $9k; Tsfr Revenues 95,497.00 102,820.32 101,095.54 105.9% 5,598.54 from Gen Fd ($12k)

Expenses 95,497.00 102,820.32 101,095.54 105.9% 5,598.54 Admin $5k Dundalk Recreation - Fund 4 - - - 0.00

Fund 6: Dundalk Arena Rental Rev ($10k); Tsfr from Gen Fd Revenues 203,238.00 200,249.04 207,375.51 102.0% 4,137.51 $14k

Expenses 203,238.00 200,249.04 207,375.51 102.0% 4,137.51 Operations overall $4k Dundalk Arena - Fund 6 - - - - Recreation - Total 362,295.00 351,554.25 368,319.20 101.7% 6,024.20

Revenues - 5,088.66 5,088.66 5,088.66 Tsfr from Res $4k [2016 Lib Surplus] Mt Forest Lib $4k; Grant $4k [2016 Expenses 165,678.00 171,047.59 175,226.32 105.8% 9,548.32 Lib Surplus] Library - Fund 1 165,678.00 165,958.93 170,137.66 102.7% 4,459.66

Fund 7: Library

Southgate Grant $4k [2016 Lib Surplus]; Cap Youth Grant $6k; Revenues 163,755.00 175,870.64 181,576.05 110.9% 17,821.05 Techology Grant $5k

Wages ($13k); Cap Youth $6k; Tech Expenses 163,755.00 175,870.64 181,576.05 110.9% 17,821.05 $5k; Tsfr to Res $17k Library - Fund 7 - - - - Library - Total 165,678.00 165,958.93 170,137.66 102.7% 4,459.66 Recreation and Culture - Total 527,973.00 517,513.18 538,456.86 102.0% 10,483.86

27 I:\F - Finance and Accounting\F05- Budgets and Estimates\2017\2017 Financial Report - 12 Summary Page 4 of 8 Township of Southgate Staff Report FIN2018-026 2017 Financial Report - December 29/07/2018 2017 Financial Report and Actual Reserves, Deferred Revenue and Reserve Funds For the 12 months ended December 31, 2017 ATTACHMENT 1

2017 2017 Variance Annual Budget Projected YTD Actual % $ Comments Planning and Economic Development

SWP Grant ($8k); Planning Fees $6k; Use of Reserves for DC Amendment $41k; Use of Reserves for Official Plan Revenues 115,000.00 130,794.41 135,245.70 117.6% 20,245.70 Review ($20k) SWP Costs ($8k); Planner Costs ($32k); Legal ($4k); DC Amendment Expenses 168,040.00 159,845.38 172,445.12 102.6% 4,405.12 $41k Planning 53,040.00 29,050.97 37,199.42 70.1% (15,840.58)

Revenues 1,100,000.00 145,000.00 100,174.62 9.1% (999,825.38) Sale of Lots $1M

Expenses 1,152,715.00 197,715.00 152,889.62 13.3% (999,825.38) Contr to Res ($1M) Industrial Land 52,715.00 52,715.00 52,715.00 100.0% -

Tile Drain Receipts ($11k); New Tile Revenues 185,250.00 172,093.25 171,937.25 92.8% (13,312.75) Drain loans ($3k) Tile Drain Loan Repayments ($12k); Beavers ($6k); OWD Compensation Expenses 195,152.00 185,648.20 181,366.06 92.9% (13,785.94) $7k Agriculture 9,902.00 13,554.95 9,428.81 95.2% (473.19)

Revenues - - - -

Expenses 93,325.00 91,773.95 93,839.47 100.6% 514.47 Economic Development 93,325.00 91,773.95 93,839.47 100.6% 514.47 Planning and Economic Development - Total 208,982.00 187,094.87 193,182.70 92.4% (15,799.30) Total - Tax Supported 5,669,214.00 5,669,214.00 5,669,633.28 100.0% 419.28 Prior year (Surplus) Deficit - - - - Current YTD (Surplus) Deficit - - - 0.00

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2017 2017 Variance Annual Budget Projected YTD Actual % $ Comments Non-Tax-Supported: Fund 2: Sanitary Sewers

Revenues 436,000.00 558,736.18 563,443.12 129.2% 127,443.12 Billing Rev $112k; Connection $16k

Contr to Res (Net Operations) $145k; Expenses 436,000.00 558,736.18 563,443.12 129.2% 127,443.12 Lagoon ($14k); Admin ($7k) - - - -

Fund 3: Water

Revenues 439,000.00 442,154.22 489,584.87 111.5% 50,584.87 Billing Rev $48k; Frontage $3k

Contr to Res (Net Operations) $44k; Watermains $14k; Well 3 $16k; Other Expenses 439,000.00 442,154.22 489,584.87 111.5% 50,584.87 Operational Costs ($23k) - - - - Total - Non-Tax Supported - - - -

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2017 2017 Variance Annual Budget Projected YTD Actual % $ Comments Tax-Supported: Revenues General Taxation 5,669,214.00 5,669,214.00 5,669,633.28 100.0% 419.28 General Revenues 6,186,925.00 6,232,261.33 6,542,011.15 105.7% 355,086.15 Council - - - - Administration - 10,000.00 10,000.00 10,000.00 Transit - - - - Fire 119,712.00 109,468.79 107,668.77 89.9% (12,043.23) Police 24,088.00 10,827.64 5,079.64 21.1% (19,008.36) Conservation Authority - - - - Building 130,000.00 438,500.00 426,931.16 328.4% 296,931.16 Other Protective Services 34,000.00 31,843.00 32,373.00 95.2% (1,627.00) Roads 41,686.00 63,873.98 135,626.88 325.4% 93,940.88 Solid Waste 185,900.00 170,228.13 193,777.78 104.2% 7,877.78 Public Health - 5,000.00 - - Cemetery 30,246.00 27,821.15 30,311.10 100.2% 65.10 Recreation 319,375.00 324,221.12 328,349.81 102.8% 8,974.81 Library 163,755.00 180,959.30 186,664.71 114.0% 22,909.71 Planning 115,000.00 130,794.41 135,245.70 117.6% 20,245.70 Industrial Land 1,100,000.00 145,000.00 100,174.62 9.1% (999,825.38) Agriculture 185,250.00 172,093.25 171,937.25 92.8% (13,312.75) Economic Development - - - - Total Revenues 14,305,151.00 13,722,106.10 14,075,784.85 98.4% (229,366.15)

30 I:\F - Finance and Accounting\F05- Budgets and Estimates\2017\2017 Financial Report - 12 Summary Page 7 of 8 Township of Southgate Staff Report FIN2018-026 2017 Financial Report - December 29/07/2018 2017 Financial Report and Actual Reserves, Deferred Revenue and Reserve Funds For the 12 months ended December 31, 2017 ATTACHMENT 1

2017 2017 Variance Annual Budget Projected YTD Actual % $ Comments Tax-Supported: Expenses General Taxation - - - - General Revenues 4,789,696.00 4,782,936.45 4,972,146.83 103.8% 182,450.83 Council 193,600.00 154,864.63 155,676.01 80.4% (37,923.99) Administration 1,159,974.00 1,479,584.73 1,396,582.28 120.4% 236,608.28 Transit 21,539.00 21,538.87 21,538.87 100.0% (0.13) Fire 547,637.00 488,428.46 493,317.97 90.1% (54,319.03) Police 1,119,329.00 1,104,261.33 1,100,551.00 98.3% (18,778.00) Conservation Authority 99,709.00 99,758.00 99,758.00 100.0% 49.00 Building 130,000.00 438,500.00 426,931.16 328.4% 296,931.16 Other Protective Services 83,460.00 60,728.15 59,265.90 71.0% (24,194.10) Roads 2,666,616.00 2,573,928.40 2,786,706.33 104.5% 120,090.33 Solid Waste 765,064.00 748,369.12 797,352.10 104.2% 32,288.10 Public Health 68,000.00 73,000.00 73,194.59 107.6% 5,194.59 Cemetery 40,192.00 38,531.83 38,752.16 96.4% (1,439.84) Recreation 681,670.00 675,775.37 696,669.01 102.2% 14,999.01 Library 329,433.00 346,918.23 356,802.37 108.3% 27,369.37 Planning 168,040.00 159,845.38 172,445.12 102.6% 4,405.12 Industrial Land 1,152,715.00 197,715.00 152,889.62 13.3% (999,825.38) Agriculture 195,152.00 185,648.20 181,366.06 92.9% (13,785.94) Economic Development 93,325.00 91,773.95 93,839.47 100.6% 514.47 Total Expenses 14,305,151.00 13,722,106.10 14,075,784.85 98.4% (229,366.15) - - - 0.00 Prior year (Surplus) Deficit - tax supported - - - - Current YTD (Surplus) Deficit - tax-supported - - - 0.00

Non-Tax-Supported: Revenues Sanitary Sewers 436,000.00 558,736.18 563,443.12 129.2% 127,443.12 Water 439,000.00 442,154.22 489,584.87 111.5% 50,584.87 875,000.00 1,000,890.40 1,053,027.99 120.3% 178,027.99 Expenses Sanitary Sewers 436,000.00 558,736.18 563,443.12 129.2% 127,443.12 Water 439,000.00 442,154.22 489,584.87 111.5% 50,584.87 875,000.00 1,000,890.40 1,053,027.99 120.3% 178,027.99 Current YTD (Surplus) Deficit - non-tax-supported - - - -

31 I:\F - Finance and Accounting\F05- Budgets and Estimates\2017\2017 Financial Report - 12 Summary Page 8 of 8 Township of Southgate Staff Report FIN2018-026 2017 Financial Report - December and Actual Reserves, Deferred Revenue and Reserve Funds 29/07/2018 Reserves, Deferred Revenue and Reserve Funds - 2017 ATTACHMENT 2 2017 Actual 2017 Actual Account Number Account Name Opening Balance Contribution from Transfer to Ending Balance Change

RESERVES Total Total Working Funds 01-0000-2501 Reserve - Admin - Working Fund $ 422,541.00 $ - $ - $ 422,541.00 $ - WORKING FUNDS $ 422,541.00 $ - $ - $ 422,541.00 $ - Current Purposes 01-0000-2538 Reserve - Admin - Tax Stabilization - General $ 137,864.67 $ 239,950.91 $ (4,088.86) $ 373,726.72 $ 235,862.05 01-0000-2540 Reserve - Council - Election $ 11,700.03 $ 6,755.34 $ - $ 18,455.37 $ 6,755.34 General Government $ 149,564.70 $ 246,706.25 $ (4,088.86) $ 392,182.09 $ 242,617.39 01-0000-2542 Reserve - Building - Operating Surplus $ (1,324.81) $ 299,464.04 $ - $ 298,139.23 $ 299,464.04 01-0000-2543 Reserve - Police - OPP Surplus $ - $ - $ - $ - $ - Protective Inspection $ (1,324.81) $ 299,464.04 $ - $ 298,139.23 $ 299,464.04 01-0000-2518 Reserve - Roads - Tax Stabilization - Winter Maintenance $ 53,211.00 $ - $ (49,843.83) $ 3,367.17 $ (49,843.83) Roadways $ 53,211.00 $ - $ (49,843.83) $ 3,367.17 $ (49,843.83) 01-0000-2555 Reserve - Solid Waste - Egremont Site Well Monitoring/Gas Probes $ - $ - $ - $ - $ - Solid Waste $ - $ - $ - $ - $ - 01-0000-2549 Reserve - Cemetery - Columbarium maintenance $ 3,052.88 $ - $ - $ 3,052.88 $ - Health Services $ 3,052.88 $ - $ - $ 3,052.88 $ - 01-0000-2528 Reserve - Planning - Zoning $ 55,000.00 $ 10,000.00 $ - $ 65,000.00 $ 10,000.00 01-0000-2544 Reserve - ED - Downtown Facades $ 10,000.00 $ 2,000.00 $ - $ 12,000.00 $ 2,000.00 01-0000-2545 Reserve - Planning - OMB Reserve $ 37,196.00 $ 3,500.00 $ - $ 40,696.00 $ 3,500.00 01-0000-2557 Reserve - Planning - Strategic Plan $ 18,000.00 $ 6,000.00 $ - $ 24,000.00 $ 6,000.00 01-0000-2559 Reserve - ED - Horse & Buggy Trail $ 4,500.00 $ - $ - $ 4,500.00 $ - Planning and Development $ 124,696.00 $ 21,500.00 $ - $ 146,196.00 $ 21,500.00 CURRENT PURPOSES $ 329,199.77 $ 567,670.29 $ (53,932.69) $ 842,937.37 $ 513,737.60 Capital Purposes 01-0000-2541 Reserve - Admin - Infrastructure $ 4,987.89 $ 9,419.00 $ - $ 14,406.89 $ 9,419.00 01-0000-2547 Reserve - Admin - Community Enhancement $ 151,361.83 $ 48,059.64 $ (10,543.64) $ 188,877.83 $ 37,516.00 General Government $ 156,349.72 $ 57,478.64 $ (10,543.64) $ 203,284.72 $ 46,935.00 01-0000-2521 Reserve - Fire - Infrastructure $ 141,552.43 $ 28,000.00 $ - $ 169,552.43 $ 28,000.00 01-0000-2532 Reserve - Fire - Melancthon $ 42,000.00 $ 7,000.00 $ (4,419.43) $ 44,580.57 $ 2,580.57 Protective Inspection $ 183,552.43 $ 35,000.00 $ (4,419.43) $ 214,133.00 $ 30,580.57 01-0000-2509 Reserve - Roads - Roads $ 182,776.53 $ 11,438.00 $ (85,672.05) $ 108,542.48 $ (74,234.05) 01-0000-2516 Reserve - Roads - Equipment $ 23,030.04 $ - $ (23,030.04) $ - $ (23,030.04) 01-0000-2519 Reserve - Roads - Bridges $ 30,360.89 $ - $ (30,360.89) $ - $ (30,360.89) 01-0000-2534 Reserve - Roads - Parking $ - $ - $ - $ - $ - 01-0000-2548 Reserve - Roads - Road to Highway 10 / Industrial Land $ 30,407.49 $ 63,029.57 $ - $ 93,437.06 $ 63,029.57 01-0000-2558 Reserve - Roads - SRD 15 (Bye) $ - $ - $ - $ - $ - Roadways $ 266,574.95 $ 74,467.57 $ (139,062.98) $ 201,979.54 $ (64,595.41) 01-0000-2505 Reserve - Wastewater - Infrastructure $ 1,748,377.17 $ 457,510.98 $ (181,129.87) $ 2,024,758.28 $ 276,381.11 Wastewater $ 1,748,377.17 $ 457,510.98 $ (181,129.87) $ 2,024,758.28 $ 276,381.11 03-0000-2501 Reserve - Water - Infrastructure $ 283,161.74 $ 107,618.79 $ (62,331.22) $ 328,449.31 $ 45,287.57 Water $ 283,161.74 $ 107,618.79 $ (62,331.22) $ 328,449.31 $ 45,287.57 01-0000-2515 Reserve - Solid Waste - Dundalk site $ 57,500.00 $ - $ - $ 57,500.00 $ - 01-0000-2517 Reserve - Solid Waste - Equipment $ - $ - $ - $ - $ - 01-0000-2526 Reserve - Solid Waste - Proton Site $ 45,278.69 $ - $ - $ 45,278.69 $ - 01-0000-2554 Reserve - Solid Waste - Egremont Site Rehab $ 20,000.00 $ - $ - $ 20,000.00 $ - Solid Waste $ 122,778.69 $ - $ - $ 122,778.69 $ - 01-0000-2502 Reserve - Public Health - Markdale Hospital $ 340,000.00 $ 40,000.00 $ - $ 380,000.00 $ 40,000.00 01-0000-2552 Reserve - Public Health - Markdale Hospital Renovations $ 18,151.49 $ 5,000.00 $ - $ 23,151.49 $ 5,000.00 01-0000-2553 Reserve - Public Health - Mount Forest Hospital Renovations $ 60,000.00 $ 20,000.00 $ - $ 80,000.00 $ 20,000.00 Health Services $ 418,151.49 $ 65,000.00 $ - $ 483,151.49 $ 65,000.00 01-0000-2523 Reserve - Recreation - Hopeville Park $ 1,206.00 $ - $ - $ 1,206.00 $ - 01-0000-2530 Reserve - Recreation - Melancthon $ 36,000.00 $ 6,000.00 $ - $ 42,000.00 $ 6,000.00 01-0000-2533 Reserve - Recreation - Holstein Park $ 6,786.76 $ - $ - $ 6,786.76 $ - Parks $ 43,992.76 $ 6,000.00 $ - $ 49,992.76 $ 6,000.00 01-0000-2504 Reserve - Recreation - Dundalk $ 13,112.03 $ 100,975.00 $ (3,912.67) $ 110,174.36 $ 97,062.33 01-0000-2510 Reserve - Recreation - Cedarville (extended to March 21, 2018) $ 50,920.03 $ - $ - $ 50,920.03 $ - 01-0000-2522 Reserve - Recreation - Swinton Park $ 2,064.96 $ - $ - $ 2,064.96 $ - 01-0000-2535 Reserve - Recreation - Dromore $ 1,662.41 $ - $ - $ 1,662.41 $ - 01-0000-2546 Reserve - Recreation - Rural $ 19,101.66 $ 10,000.00 $ - $ 29,101.66 $ 10,000.00 Recreation Facilities $ 32 86,861.09 $ 110,975.00 $ (3,912.67) $ 193,923.42 $ 107,062.33 I:\F - Finance and Accounting\F03- Audits\2017 Audit\2017 Capital and Sp Prj Actual vs Projected Page 1 of 2 Township of Southgate Staff Report FIN2018-026 2017 Financial Report - December and Actual Reserves, Deferred Revenue and Reserve Funds 29/07/2018 Reserves, Deferred Revenue and Reserve Funds - 2017 ATTACHMENT 2 2017 Actual 2017 Actual Account Number Account Name Opening Balance Contribution from Transfer to Ending Balance Change

RESERVES Total Total 07-0000-2502 Reserve - Library - Infrastructure $ 12,146.93 $ 17,380.42 $ - $ 29,527.35 $ 17,380.42 Library $ 12,146.93 $ 17,380.42 $ - $ 29,527.35 $ 17,380.42 01-0000-2556 Reserve - ED - Signage $ 9,568.26 $ - $ - $ 9,568.26 $ - Planning and Development $ 9,568.26 $ - $ - $ 9,568.26 $ - CAPITAL PURPOSES $ 3,331,515.23 $ 931,431.40 $ (401,399.81) $ 3,861,546.82 $ 530,031.59 RESERVES $ 4,083,256.00 $ 1,499,101.69 $ (455,332.50) $ 5,127,025.19 $ 1,043,769.19 RESERVE FUNDS Capital Purposes 09-0010 Reserve Fund - Recreation - Olde Town Hall $ 6,578.02 $ 65.05 $ - $ 6,643.07 $ 65.05 09-0011 Reserve Fund - Recreation - Arena $ 141,897.81 $ 16,400.14 $ - $ 158,297.95 $ 16,400.14 09-0014 Reserve Fund - Recreation - Pool $ 59,016.66 $ 583.59 $ - $ 59,600.25 $ 583.59 09-0015 Reserve Fund - Fire $ 37,085.13 $ 366.18 $ - $ 37,451.31 $ 366.18 09-0016 Reserve Fund - Cemetery $ 24,533.49 $ 1,474.78 $ - $ 26,008.27 $ 1,474.78 09-0018 Reserve Fund - MNR Deposit Gravel Pit $ 1,959.22 $ 19.36 $ - $ 1,978.58 $ 19.36 09-0021 Reserve Fund - Recreation - Macintyre Building $ 33,209.67 $ 327.93 $ - $ 33,537.60 $ 327.93 09-0022 Reserve Fund - Southgate Solar $ 75,000.00 $ 75,628.48 $ (95,791.62) $ 54,836.86 $ (20,163.14) 09-0000-3001 RESERVE FUNDS $ 379,280.00 $ 94,865.51 $ (95,791.62) $ 378,353.89 $ (926.11) RESERVES AND RESERVE FUNDS $ 4,462,536.00 $ 1,593,967.20 $ (551,124.12) $ 5,505,379.08 $ 1,042,843.08 DEFERRED REVENUE Obligatory Reserve Funds DC Reserve - Administration Studies $ 9,981.34 $ 1,114,843.65 $ (51,912.40) $ 1,072,912.59 $ 1,062,931.25 DC Reserve - Fire $ 149,437.57 $ 1,349.25 $ (4,419.44) $ 146,367.38 $ (3,070.19) DC Reserve - Transportation $ 191,447.36 $ 1,728.55 $ - $ 193,175.91 $ 1,728.55 DC Reserve - Stormwater Management $ 46,999.69 $ 424.35 $ - $ 47,424.04 $ 424.35 DC Reserve - Waste & Waste Related $ - $ - $ - $ - $ - DC Reserve - Wastewater $ 291,993.77 $ 2,636.36 $ - $ 294,630.13 $ 2,636.36 DC Reserve - Water $ 148,450.74 $ 1,340.34 $ - $ 149,791.08 $ 1,340.34 DC Reserve - Parks & Recreation $ 76,163.86 $ 687.67 $ (21,887.91) $ 54,963.62 $ (21,200.24) DC Reserve - Library $ 8,880.64 $ 80.18 $ (7,187.45) $ 1,773.37 $ (7,107.27) 09-0012-3001 Development Charges $ 923,354.97 $ 1,123,090.35 $ (85,407.20) $ 1,961,038.12 $ 1,037,683.15 09-0013-3001 Reserve Fund - Recreation - Parkland $ 23,897.32 $ 38,234.37 $ - $ 62,131.69 $ 38,234.37 09-0020-3001 Reserve Fund - Admin - Federal Gas Tax $ 61,517.02 $ 223,104.27 $ (250,000.00) $ 34,621.29 $ (26,895.73) $ 1,008,769.31 $ 1,384,428.99 $ (335,407.20) $ 2,057,791.10 $ 1,049,021.79 Other 01-0000-1121 Def Rev - Ontario Community Infrastructure Fund $ - $ - $ - $ - $ - 01-0000-1125 Def Rev - Source Water Protection $ 45,624.07 $ - $ (8,553.30) $ 37,070.77 $ (8,553.30) 01-0000-2103 Def Rev - General $ 9,500.00 $ - $ 9,500.00 $ 9,500.00 07-0000-2503 Def Rev - Library - Grants $ 2,444.75 $ - $ (2,444.75) $ - $ (2,444.75) $ 48,068.82 $ 9,500.00 $ (10,998.05) $ 46,570.77 $ (1,498.05) DEFERRED REVENUE $ 1,056,838.13 $ 1,393,928.99 $ (346,405.25) $ 2,104,361.87 $ 1,047,523.74 RESERVES, RESERVE FUNDS, AND DEFERRED REVENUE $ 5,519,374.13 $ 2,987,896.19 $ (897,529.37) $ 7,609,740.95 $ 2,090,366.82

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RESERVES Total Total Working Funds 01-0000-2501 Reserve - Admin - Working Fund $ 422,541.00 $ - $ - $ 422,541.00 $ - WORKING FUNDS $ 422,541.00 $ - $ - $ 422,541.00 $ - Current Purposes 01-0000-2538 Reserve - Admin - Tax Stabilization - General $ 130,119.81 $ 281,482.21 $ (8,458.86) $ 403,143.16 $ 273,023.35 01-0000-2540 Reserve - Council - Election $ 11,700.03 $ 10,000.00 $ - $ 21,700.03 $ 10,000.00 General Government $ 141,819.84 $ 291,482.21 $ (8,458.86) $ 424,843.19 $ 283,023.35 01-0000-2542 Reserve - Building - Operating Surplus $ (1,324.81) $ 309,150.00 $ - $ 307,825.19 $ 309,150.00 01-0000-2543 Reserve - Police - OPP Surplus $ - $ - $ - $ - $ - Protective Inspection $ (1,324.81) $ 309,150.00 $ - $ 307,825.19 $ 309,150.00 01-0000-2518 Reserve - Roads - Tax Stabilization - Winter Maintenance $ 53,211.00 $ 9,716.89 $ - $ 62,927.89 $ 9,716.89 Roadways $ 53,211.00 $ 9,716.89 $ - $ 62,927.89 $ 9,716.89 01-0000-2555 Reserve - Solid Waste - Egremont Site Well Monitoring/Gas Probes $ - $ - $ - $ - $ - Solid Waste $ - $ - $ - $ - $ - 01-0000-2549 Reserve - Cemetery - Columbarium maintenance $ 3,052.88 $ - $ - $ 3,052.88 $ - Health Services $ 3,052.88 $ - $ - $ 3,052.88 $ - 01-0000-2528 Reserve - Planning - Zoning $ 55,000.00 $ 10,000.00 $ - $ 65,000.00 $ 10,000.00 01-0000-2544 Reserve - ED - Downtown Facades $ 10,000.00 $ 2,000.00 $ - $ 12,000.00 $ 2,000.00 01-0000-2545 Reserve - Planning - OMB Reserve $ 37,196.00 $ 3,500.00 $ - $ 40,696.00 $ 3,500.00 01-0000-2557 Reserve - Planning - Strategic Plan $ 18,000.00 $ 6,000.00 $ - $ 24,000.00 $ 6,000.00 01-0000-2559 Reserve - ED - Horse & Buggy Trail $ 4,500.00 $ - $ - $ 4,500.00 $ - Planning and Development $ 124,696.00 $ 21,500.00 $ - $ 146,196.00 $ 21,500.00 CURRENT PURPOSES $ 321,454.91 $ 631,849.10 $ (8,458.86) $ 944,845.15 $ 623,390.24 Capital Purposes 01-0000-2541 Reserve - Admin - Infrastructure $ 4,987.89 $ 9,745.00 $ - $ 14,732.89 $ 9,745.00 01-0000-2547 Reserve - Admin - Community Enhancement $ 151,361.83 $ 25,000.00 $ (10,544.00) $ 165,817.83 $ 14,456.00 General Government $ 156,349.72 $ 34,745.00 $ (10,544.00) $ 180,550.72 $ 24,201.00 01-0000-2521 Reserve - Fire - Infrastructure $ 141,552.43 $ 28,000.00 $ - $ 169,552.43 $ 28,000.00 01-0000-2532 Reserve - Fire - Melancthon $ 42,000.00 $ 7,000.00 $ (14,000.00) $ 35,000.00 $ (7,000.00) Protective Inspection $ 183,552.43 $ 35,000.00 $ (14,000.00) $ 204,552.43 $ 21,000.00 01-0000-2509 Reserve - Roads - Roads $ 182,776.53 $ 43,577.00 $ (105,636.00) $ 120,717.53 $ (62,059.00) 01-0000-2516 Reserve - Roads - Equipment $ 23,030.04 $ - $ (23,030.00) $ 0.04 $ (23,030.00) 01-0000-2519 Reserve - Roads - Bridges $ 30,360.89 $ - $ (25,185.00) $ 5,175.89 $ (25,185.00) 01-0000-2534 Reserve - Roads - Parking $ - $ - $ - $ - $ - 01-0000-2548 Reserve - Roads - Road to Highway 10 / Industrial Land $ 30,407.49 $ 144,477.00 $ - $ 174,884.49 $ 144,477.00 01-0000-2558 Reserve - Roads - SRD 15 (Bye) $ - $ - $ - $ - $ - Roadways $ 266,574.95 $ 188,054.00 $ (153,851.00) $ 300,777.95 $ 34,203.00 01-0000-2505 Reserve - Wastewater - Infrastructure $ 1,748,377.17 $ 473,347.25 $ (105,586.00) $ 2,116,138.42 $ 367,761.25 Wastewater $ 1,748,377.17 $ 473,347.25 $ (105,586.00) $ 2,116,138.42 $ 367,761.25 03-0000-2501 Reserve - Water - Infrastructure $ 283,161.74 $ 110,813.57 $ (253,356.00) $ 140,619.31 $ (142,542.43) Water $ 283,161.74 $ 110,813.57 $ (253,356.00) $ 140,619.31 $ (142,542.43) 01-0000-2515 Reserve - Solid Waste - Dundalk site $ 57,500.00 $ - $ - $ 57,500.00 $ - 01-0000-2517 Reserve - Solid Waste - Equipment $ - $ 20,790.00 $ - $ 20,790.00 $ 20,790.00 01-0000-2526 Reserve - Solid Waste - Proton Site $ 45,278.69 $ - $ - $ 45,278.69 $ - 01-0000-2554 Reserve - Solid Waste - Egremont Site Rehab $ 20,000.00 $ - $ - $ 20,000.00 $ - Solid Waste $ 122,778.69 $ 20,790.00 $ - $ 143,568.69 $ 20,790.00 01-0000-2502 Reserve - Public Health - Markdale Hospital $ 340,000.00 $ 40,000.00 $ - $ 380,000.00 $ 40,000.00 01-0000-2552 Reserve - Public Health - Markdale Hospital Renovations $ 18,151.49 $ 5,000.00 $ - $ 23,151.49 $ 5,000.00 01-0000-2553 Reserve - Public Health - Mount Forest Hospital Renovations $ 60,000.00 $ 20,000.00 $ - $ 80,000.00 $ 20,000.00 Health Services $ 418,151.49 $ 65,000.00 $ - $ 483,151.49 $ 65,000.00 01-0000-2523 Reserve - Recreation - Hopeville Park $ 1,206.00 $ - $ - $ 1,206.00 $ - 01-0000-2530 Reserve - Recreation - Melancthon $ 36,000.00 $ 6,000.00 $ - $ 42,000.00 $ 6,000.00 01-0000-2533 Reserve - Recreation - Holstein Park $ 6,786.76 $ - $ - $ 6,786.76 $ - Parks $ 43,992.76 $ 6,000.00 $ - $ 49,992.76 $ 6,000.00 01-0000-2504 Reserve - Recreation - Dundalk $ 13,112.03 $ 100,975.00 $ (10,488.00) $ 103,599.03 $ 90,487.00 01-0000-2510 Reserve - Recreation - Cedarville (extended to September 30, 2017) $ 50,920.03 $ - $ - $ 50,920.03 $ - 01-0000-2522 Reserve - Recreation - Swinton Park $ 2,064.96 $ - $ - $ 2,064.96 $ - 01-0000-2535 Reserve - Recreation - Dromore $ 1,662.41 $ - $ - $ 1,662.41 $ - 01-0000-2546 Reserve - Recreation - Rural $ 19,101.66 $ 10,000.00 $ - $ 29,101.66 $ 10,000.00 Recreation Facilities $ 34 86,861.09 $ 110,975.00 $ (10,488.00) $ 187,348.09 $ 100,487.00 I:\F - Finance and Accounting\F03- Audits\2017 Audit\2017 Capital and Sp Prj Actual vs Projected Page 1 of 2 Township of Southgate Staff Report FIN2018-026 2017 Financial Report - December and Actual Reserves, Deferred Revenue and Reserve Funds 29/07/2018 Reserves, Deferred Revenue and Reserve Funds - 2017 ATTACHMENT 3 2017 Projected 2017 Projected Account Number Account Name Opening Balance Contribution from Transfer to Ending Balance Change

RESERVES Total Total 07-0000-2502 Reserve - Library - Infrastructure $ 12,146.93 $ 7,263.63 $ - $ 19,410.56 $ 7,263.63 Library $ 12,146.93 $ 7,263.63 $ - $ 19,410.56 $ 7,263.63 01-0000-2556 Reserve - ED - Signage $ 9,568.26 $ - $ - $ 9,568.26 $ - Planning and Development $ 9,568.26 $ - $ - $ 9,568.26 $ - CAPITAL PURPOSES $ 3,331,515.23 $ 1,051,988.45 $ (547,825.00) $ 3,835,678.68 $ 504,163.45 RESERVES $ 4,075,511.14 $ 1,683,837.55 $ (556,283.86) $ 5,203,064.83 $ 1,127,553.69 RESERVE FUNDS Capital Purposes 09-0010 Reserve Fund - Recreation - Olde Town Hall $ 6,578.02 $ - $ - $ 6,578.02 $ - 09-0011 Reserve Fund - Recreation - Arena $ 140,006.27 $ 15,000.00 $ - $ 155,006.27 $ 15,000.00 09-0014 Reserve Fund - Recreation - Pool $ 59,016.66 $ - $ - $ 59,016.66 $ - 09-0015 Reserve Fund - Fire $ 37,085.13 $ - $ - $ 37,085.13 $ - 09-0016 Reserve Fund - Cemetery $ 24,533.49 $ 1,200.00 $ - $ 25,733.49 $ 1,200.00 09-0018 Reserve Fund - MNR Deposit Gravel Pit $ 1,959.22 $ - $ - $ 1,959.22 $ - 09-0021 Reserve Fund - Recreation - Macintyre Building $ 33,209.67 $ - $ - $ 33,209.67 $ - 09-0022 Reserve Fund - Southgate Solar $ 75,000.00 $ 75,000.00 $ (76,819.00) $ 73,181.00 $ (1,819.00) 09-0000-3001 RESERVE FUNDS $ 377,388.46 $ 91,200.00 $ (76,819.00) $ 391,769.46 $ 14,381.00 RESERVES AND RESERVE FUNDS $ 4,452,899.60 $ 1,775,037.55 $ (633,102.86) $ 5,594,834.29 $ 1,141,934.69 DEFERRED REVENUE Obligatory Reserve Funds DC Reserve - Administration Studies $ 9,981.34 $ - $ (39,330.00) $ (29,348.66) $ (39,330.00) DC Reserve - Fire $ 149,437.57 $ - $ - $ 149,437.57 $ - DC Reserve - Transportation $ 191,447.36 $ - $ - $ 191,447.36 $ - DC Reserve - Stormwater Management $ 46,999.69 $ - $ - $ 46,999.69 $ - DC Reserve - Waste & Waste Related $ - $ - $ - $ - $ - DC Reserve - Wastewater $ 291,993.77 $ - $ - $ 291,993.77 $ - DC Reserve - Water $ 148,450.74 $ - $ - $ 148,450.74 $ - DC Reserve - Parks & Recreation $ 76,163.86 $ - $ (21,888.00) $ 54,275.86 $ (21,888.00) DC Reserve - Library $ 8,880.64 $ - $ (6,900.00) $ 1,980.64 $ (6,900.00) 09-0012-3001 Development Charges $ 923,354.97 $ - $ (68,118.00) $ 855,236.97 $ (68,118.00) 09-0013-3001 Reserve Fund - Recreation - Parkland $ 23,897.32 $ - $ - $ 23,897.32 $ - 09-0020-3001 Reserve Fund - Admin - Federal Gas Tax $ 61,517.02 $ 222,469.00 $ (250,000.00) $ 33,986.02 $ (27,531.00) $ 1,008,769.31 $ 222,469.00 $ (318,118.00) $ 913,120.31 $ (95,649.00) Other 01-0000-1121 Def Rev - Ontario Community Infrastructure Fund $ - $ - $ - $ - $ - 01-0000-1125 Def Rev - Source Water Protection $ 45,624.07 $ - $ - $ 45,624.07 $ - 01-0000-2103 Def Rev - General $ - $ - $ - $ - $ - 07-0000-2503 Def Rev - Library - Grants $ 2,444.75 $ - $ (2,444.75) $ - $ (2,444.75) $ 48,068.82 $ - $ (2,444.75) $ 45,624.07 $ (2,444.75) DEFERRED REVENUE $ 1,056,838.13 $ 222,469.00 $ (320,562.75) $ 958,744.38 $ (98,093.75) RESERVES, RESERVE FUNDS, AND DEFERRED REVENUE $ 5,509,737.73 $ 1,997,506.55 $ (953,665.61) $ 6,553,578.67 $ 1,043,840.94

35 I:\F - Finance and Accounting\F03- Audits\2017 Audit\2017 Capital and Sp Prj Actual vs Projected Page 2 of 2 Township of Southgate Staff Report FIN2018-026 2017 Financial Report - December and Actual Reserves, Deferred Revenue and Reserve Funds 29/07/2018 Reserves, Deferred Revenue and Reserve Funds - 2017 ATTACHMENT 4 2017 Actual vs Projected Variance 2017 Actual vs Projected Variance Account Number Account Name Opening Balance Contribution from Transfer to Ending Balance Change

RESERVES Total Total Working Funds 01-0000-2501 Reserve - Admin - Working Fund $ - $ - $ - $ - $ - WORKING FUNDS $ - $ - $ - $ - $ - Current Purposes 01-0000-2538 Reserve - Admin - Tax Stabilization - General $ 7,744.86 $ (41,531.30) $ 4,370.00 $ (29,416.44) $ (37,161.30) 01-0000-2540 Reserve - Council - Election $ - $ (3,244.66) $ - $ (3,244.66) $ (3,244.66) General Government $ 7,744.86 $ (44,775.96) $ 4,370.00 $ (32,661.10) $ (40,405.96) 01-0000-2542 Reserve - Building - Operating Surplus $ - $ (9,685.96) $ - $ (9,685.96) $ (9,685.96) 01-0000-2543 Reserve - Police - OPP Surplus $ - $ - $ - $ - $ - Protective Inspection $ - $ (9,685.96) $ - $ (9,685.96) $ (9,685.96) 01-0000-2518 Reserve - Roads - Tax Stabilization - Winter Maintenance $ - $ (9,716.89) $ (49,843.83) $ (59,560.72) $ (59,560.72) Roadways $ - $ (9,716.89) $ (49,843.83) $ (59,560.72) $ (59,560.72) 01-0000-2555 Reserve - Solid Waste - Egremont Site Well Monitoring/Gas Probes $ - $ - $ - $ - $ - Solid Waste $ - $ - $ - $ - $ - 01-0000-2549 Reserve - Cemetery - Columbarium maintenance $ - $ - $ - $ - $ - Health Services $ - $ - $ - $ - $ - 01-0000-2528 Reserve - Planning - Zoning $ - $ - $ - $ - $ - 01-0000-2544 Reserve - ED - Downtown Facades $ - $ - $ - $ - $ - 01-0000-2545 Reserve - Planning - OMB Reserve $ - $ - $ - $ - $ - 01-0000-2557 Reserve - Planning - Strategic Plan $ - $ - $ - $ - $ - 01-0000-2559 Reserve - ED - Horse & Buggy Trail $ - $ - $ - $ - $ - Planning and Development $ - $ - $ - $ - $ - CURRENT PURPOSES $ 7,744.86 $ (64,178.81) $ (45,473.83) $ (101,907.78) $ (109,652.64) Capital Purposes 01-0000-2541 Reserve - Admin - Infrastructure $ - $ (326.00) $ - $ (326.00) $ (326.00) 01-0000-2547 Reserve - Admin - Community Enhancement $ - $ 23,059.64 $ 0.36 $ 23,060.00 $ 23,060.00 General Government $ - $ 22,733.64 $ 0.36 $ 22,734.00 $ 22,734.00 01-0000-2521 Reserve - Fire - Infrastructure $ - $ - $ - $ - $ - 01-0000-2532 Reserve - Fire - Melancthon $ - $ - $ 9,580.57 $ 9,580.57 $ 9,580.57 Protective Inspection $ - $ - $ 9,580.57 $ 9,580.57 $ 9,580.57 01-0000-2509 Reserve - Roads - Roads $ - $ (32,139.00) $ 19,963.95 $ (12,175.05) $ (12,175.05) 01-0000-2516 Reserve - Roads - Equipment $ - $ - $ (0.04) $ (0.04) $ (0.04) 01-0000-2519 Reserve - Roads - Bridges $ - $ - $ (5,175.89) $ (5,175.89) $ (5,175.89) 01-0000-2534 Reserve - Roads - Parking $ - $ - $ - $ - $ - 01-0000-2548 Reserve - Roads - Road to Highway 10 / Industrial Land $ - $ (81,447.43) $ - $ (81,447.43) $ (81,447.43) 01-0000-2558 Reserve - Roads - SRD 15 (Bye) $ - $ - $ - $ - $ - Roadways $ - $ (113,586.43) $ 14,788.02 $ (98,798.41) $ (98,798.41) 01-0000-2505 Reserve - Wastewater - Infrastructure $ - $ (15,836.27) $ (75,543.87) $ (91,380.14) $ (91,380.14) Wastewater $ - $ (15,836.27) $ (75,543.87) $ (91,380.14) $ (91,380.14) 03-0000-2501 Reserve - Water - Infrastructure $ - $ (3,194.78) $ 191,024.78 $ 187,830.00 $ 187,830.00 Water $ - $ (3,194.78) $ 191,024.78 $ 187,830.00 $ 187,830.00 01-0000-2515 Reserve - Solid Waste - Dundalk site $ - $ - $ - $ - $ - 01-0000-2517 Reserve - Solid Waste - Equipment $ - $ (20,790.00) $ - $ (20,790.00) $ (20,790.00) 01-0000-2526 Reserve - Solid Waste - Proton Site $ - $ - $ - $ - $ - 01-0000-2554 Reserve - Solid Waste - Egremont Site Rehab $ - $ - $ - $ - $ - Solid Waste $ - $ (20,790.00) $ - $ (20,790.00) $ (20,790.00) 01-0000-2502 Reserve - Public Health - Markdale Hospital $ - $ - $ - $ - $ - 01-0000-2552 Reserve - Public Health - Markdale Hospital Renovations $ - $ - $ - $ - $ - 01-0000-2553 Reserve - Public Health - Mount Forest Hospital Renovations $ - $ - $ - $ - $ - Health Services $ - $ - $ - $ - $ - 01-0000-2523 Reserve - Recreation - Hopeville Park $ - $ - $ - $ - $ - 01-0000-2530 Reserve - Recreation - Melancthon $ - $ - $ - $ - $ - 01-0000-2533 Reserve - Recreation - Holstein Park $ - $ - $ - $ - $ - Parks $ - $ - $ - $ - $ - 01-0000-2504 Reserve - Recreation - Dundalk $ - $ - $ 6,575.33 $ 6,575.33 $ 6,575.33 01-0000-2510 Reserve - Recreation - Cedarville (extended to March 21, 2018) $ - $ - $ - $ - $ - 01-0000-2522 Reserve - Recreation - Swinton Park $ - $ - $ - $ - $ - 01-0000-2535 Reserve - Recreation - Dromore $ - $ - $ - $ - $ - 01-0000-2546 Reserve - Recreation - Rural $ - $ - $ - $ - $ - Recreation Facilities $ 36 - $ - $ 6,575.33 $ 6,575.33 $ 6,575.33 I:\F - Finance and Accounting\F03- Audits\2017 Audit\2017 Capital and Sp Prj Actual vs Projected Page 1 of 2 Township of Southgate Staff Report FIN2018-026 2017 Financial Report - December and Actual Reserves, Deferred Revenue and Reserve Funds 29/07/2018 Reserves, Deferred Revenue and Reserve Funds - 2017 ATTACHMENT 4 2017 Actual vs Projected Variance 2017 Actual vs Projected Variance Account Number Account Name Opening Balance Contribution from Transfer to Ending Balance Change

RESERVES Total Total 07-0000-2502 Reserve - Library - Infrastructure $ - $ 10,116.79 $ - $ 10,116.79 $ 10,116.79 Library $ - $ 10,116.79 $ - $ 10,116.79 $ 10,116.79 01-0000-2556 Reserve - ED - Signage $ - $ - $ - $ - $ - Planning and Development $ - $ - $ - $ - $ - CAPITAL PURPOSES $ - $ (120,557.05) $ 146,425.19 $ 25,868.14 $ 25,868.14 RESERVES $ 7,744.86 $ (184,735.86) $ 100,951.36 $ (76,039.64) $ (83,784.50) RESERVE FUNDS Capital Purposes 09-0010 Reserve Fund - Recreation - Olde Town Hall $ - $ 65.05 $ - $ 65.05 $ 65.05 09-0011 Reserve Fund - Recreation - Arena $ 1,891.54 $ 1,400.14 $ - $ 3,291.68 $ 1,400.14 09-0014 Reserve Fund - Recreation - Pool $ - $ 583.59 $ - $ 583.59 $ 583.59 09-0015 Reserve Fund - Fire $ - $ 366.18 $ - $ 366.18 $ 366.18 09-0016 Reserve Fund - Cemetery $ - $ 274.78 $ - $ 274.78 $ 274.78 09-0018 Reserve Fund - MNR Deposit Gravel Pit $ - $ 19.36 $ - $ 19.36 $ 19.36 09-0021 Reserve Fund - Recreation - Macintyre Building $ - $ 327.93 $ - $ 327.93 $ 327.93 09-0022 Reserve Fund - Southgate Solar $ - $ 628.48 $ (18,972.62) $ (18,344.14) $ (18,344.14) 09-0000-3001 RESERVE FUNDS $ 1,891.54 $ 3,665.51 $ (18,972.62) $ (13,415.57) $ (15,307.11) RESERVES AND RESERVE FUNDS $ 9,636.40 $ (181,070.35) $ 81,978.74 $ (89,455.21) $ (99,091.61) DEFERRED REVENUE Obligatory Reserve Funds DC Reserve - Administration Studies $ - $ 1,114,843.65 $ (12,582.40) $ 1,102,261.25 $ 1,102,261.25 DC Reserve - Fire $ - $ 1,349.25 $ (4,419.44) $ (3,070.19) $ (3,070.19) DC Reserve - Transportation $ - $ 1,728.55 $ - $ 1,728.55 $ 1,728.55 DC Reserve - Stormwater Management $ - $ 424.35 $ - $ 424.35 $ 424.35 DC Reserve - Waste & Waste Related $ - $ - $ - $ - $ - DC Reserve - Wastewater $ - $ 2,636.36 $ - $ 2,636.36 $ 2,636.36 DC Reserve - Water $ - $ 1,340.34 $ - $ 1,340.34 $ 1,340.34 DC Reserve - Parks & Recreation $ - $ 687.67 $ 0.09 $ 687.76 $ 687.76 DC Reserve - Library $ - $ 80.18 $ (287.45) $ (207.27) $ (207.27) 09-0012-3001 Development Charges $ - $ 1,123,090.35 $ (17,289.20) $ 1,105,801.15 $ 1,105,801.15 09-0013-3001 Reserve Fund - Recreation - Parkland $ - $ 38,234.37 $ - $ 38,234.37 $ 38,234.37 09-0020-3001 Reserve Fund - Admin - Federal Gas Tax $ - $ 635.27 $ - $ 635.27 $ 635.27 $ - $ 1,161,959.99 $ (17,289.20) $ 1,144,670.79 $ 1,144,670.79 Other 01-0000-1121 Def Rev - Ontario Community Infrastructure Fund $ - $ - $ - $ - $ - 01-0000-1125 Def Rev - Source Water Protection $ - $ - $ (8,553.30) $ (8,553.30) $ (8,553.30) 01-0000-2103 Def Rev - General $ - $ 9,500.00 $ - $ 9,500.00 $ 9,500.00 07-0000-2503 Def Rev - Library - Grants $ - $ - $ - $ - $ - $ - $ 9,500.00 $ (8,553.30) $ 946.70 $ 946.70 DEFERRED REVENUE $ - $ 1,171,459.99 $ (25,842.50) $ 1,145,617.49 $ 1,145,617.49 RESERVES, RESERVE FUNDS, AND DEFERRED REVENUE $ 9,636.40 $ 990,389.64 $ 56,136.24 $ 1,056,162.28 $ 1,046,525.88

37 I:\F - Finance and Accounting\F03- Audits\2017 Audit\2017 Capital and Sp Prj Actual vs Projected Page 2 of 2 Township of Southgate Phone: 519-923-2110 Administration Office Toll Free: 1-888-560-6607 185667 Grey Road 9, RR 1 Fax: 519-923-9262 Dundalk, ON N0C 1B0 Web: www.southgate.ca

Staff Report CL2018-025

Title of Report: CL2018-025 – Declaration of Vacant Seat

Department: Clerks

Council Date: August 1, 2018

Recommendation: Be it resolved that Council receive staff report CL2018-025 Declaration of Vacant Seat for information; and That Council support the continued appointment of Acting Deputy Mayor John Woodbury for the remained of the 2018 Term of Council; and That in accordance with Section 262(1) of the Municipal Act, 2001, as amended, Council declare the Council seat occupied by Councillor Woodbury as vacant effective August 1, 2018. Background: Council accepted the resignation of Deputy Mayor Jack at their July 4, 2018 Regular Meeting of Council. Staff Comments: Since the Deputy Mayor is a member of Council of both the Township of Southgate and the County of Grey, when the office becomes vacant at the Township, the other office at the County also becomes vacant as per Section 259(3) of the Act. Councillor Woodbury was appointed as the Township’s alternate member at the County as well as the Acting Deputy Mayor in the Deputy Mayor’s absence at the January 17, 2018 Regular Meeting of Council:

Moved by Councillor Pallister, Seconded by Councillor Frew Be it resolved that Council receive Staff Report CL2018-0023 for information; and That Council appoint Township of Southgate Councillor John Woodbury as the Alternative Representative to County of Grey Council for the remainder of the 2018 Term of Council; and That Councillor Woodbury be appointed as Acting Deputy Mayor. Carried. No. 2018-036

Section (1) of the Act requires Council to declare the office to be vacant at either of its next two meetings upon the resignation of a member and it the member also holds office on the Council of the upper-tier municipality, a copy of its declaration is to

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38 immediately be forwarded to the upper-tier municipality in accordance with Section 263(3) of the Act.

As per Section 263(2) of the Act, it is the local municipality’s responsibility, not the upper-tier municipality’s responsibility, to fill the vacancy if the offices of a person who is a member of Council of both a local municipality and its upper-tier municipality becomes vacant.

The following rules apply to filing vacancies as per Section 263 of the Act: - Within 60 days after the day a declaration of vacancy is made the municipality shall, o Appoint a qualified person who has consented to accept the office, if he or she is appointed to fill the vacancy or ii, pass a by-law requiring a by- election be held in accordance with the Municipal Elections Act, 1996, to fill the vacancy. o If the vacancy occurs after March 31st in the year of a regular municipal election, Council must fill the vacancy by way of an appointment in accordance with Section 65(2) of the Municipal Elections Act, 1996, o The only time a municipality is not required to fill a vacancy, is when the vacancy occurs within 90 days before a regular election. o A person appointed or elected to fill a vacancy holds the office for the remainder of the term of Council as per Section 264 of the Act.

As per the Act, within 60 days after the declaration of a vacancy is made, it is the local municipality’s responsibility to fill the vacancy by either appointing a qualified person who has consented to accept the office if he or she is appointed to fill the vacancy or by passing a by-law to conduct a by-election.

A person appointed or elected to fill the office of the Deputy Mayor will hold the office for the remainder of the Term of Council. Given that Councillor Woodbury has fulfilled this duty since January 2018, both at the local level and at the County, staff feel that this appointment is reasonable given the timing of the resignation.

Financial Implications: There are no financial implications to the Township of Southgate.

Communications & Community Action Plan Impact: This report has been written and presented to Council in accordance with: - Goal 1A: Trusted, Timely, Transparent, Accessible Municipal Decision- Making - Action 1.A.1 Southgate will actively communicate with the public, facilitate public involvement, and define procedures for municipal decision-making on potentially controversial issues. Concluding Comments:

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39 Staff recommend that the Council seat be declared vacant and Councillor Woodbury remain in the Acting Deputy Mayor role to avoid additional costs to the ratepayers within the Township to hold a by-election prior to the 2018 Municipal & School Board Elections in October.

Respectfully Submitted,

Original signed by

Dept. Head: ______Joanne Hyde, Clerk

Original signed by CAO Approval: ______Dave Milliner, CAO

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40 Township of Southgate Phone: 519-923-2110 Administration Office Toll Free: 1-888-560-6607 185667 Grey Road 9, RR 1 Fax: 519-923-9262 Dundalk, ON N0C 1B0 Web: www.southgate.ca

Staff Report CAO2018-093

Title of Report: CAO2018-093 – Southgate 2018 AMO Municipal Delegations Requests Submission Reports Department: Administration Council Date: August 1, 2018

Recommendation: Be it resolved that Council receive Staff Report CAO2018-093 as information; and That Council approve and confirm that staff proceed with the Southgate delegations requested during the 2018 AMO Conference in Ottawa.

Background: Staff received a notice on April 6, 2018 from Municipal Affairs that the deadline for requesting delegation status for the 2018 AMO Conference is July 3, 2018. At the April 18 and May 16, 2018 Council meeting staff recommended that Southgate proceed with the following Ministry delegations at the 2018 AMO Conference:  Ministry of Health – Promoting the Community Health Care model in partnership with SEGCHC.  Ministry of Infrastructure in partnership with Ontario Goods Road Association and the Member Municipal Partners in the Asset Management Pilot Project to request funding to support the project.  Ministry of Municipal Affairs: o Funding applications with winners & losers (application sweepstakes) vs. stable consistent funding; and o Consistent reporting and feedback for unsuccessful applicants. (OCIF Top-up & Senior Program Fund)

At the April 18, 2018 Council received staff report CAO2018-052 titled AMO Conference Delegation Requests and passed the following motion:

Moved by Acting Deputy Mayor Woodbury, Seconded by Councillor Frew; Be it resolved that Council receive Staff Report CAO2018-052 as information; and That Council provide staff with Ministries and delegation topics to request during the AMO Conference. Carried. No. 2018-292

At the May 16, 2018 Council received staff report CAO2018-062 titled AMO Conference Delegation Requests and passed the following motion:

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41 Moved by Councillor Pallister, Seconded by Councillor Woodbury; Be it resolved that Council receive Staff Report CAO2018-062 as information; and That Council approve staff to proceed to request the Ministries of Health partnering with South East Grey Community Health Centre, the Ministry of Infrastructure partnering with OGRA and the Ministry of Municipal Affairs for delegations during the AMO Conference. Carried. No. 2018-343

At the June 6, 2018 Council received staff report CAO2018-078 titled AMO Conference Delegation Requests and passed the following motion:

Moved by Acting Deputy Mayor Woodbury, Seconded by Councillor Dobreen; Main Motion as Amended: Be it resolved that Council receive Staff Report CAO2018-078 as information; and That Council provide direction to staff of any additional delegation requests that should be considered during the AMO Conference; and That Council direct Staff to request a delegation from the MOECC regarding the air quality and odour concerns in Dundalk. Carried. No. 2018-379

Staff reported at the June 20, 2018 meeting as the recommended AMO Conference Ministry Delegation requests for final approval based on the Council feedback received and the following motion was approved:

Moved by Councillor Dobreen, Seconded by Councillor Pallister; Be it resolved that Council receive Staff Report CAO2018-088 as information; and That Council approve and direct staff to submit delegation requests for the AMO Conference with the Ministry of Health to partner with South East Grey Community Health Centre, Ministry of Infrastructure for OGRA Asset Management Pilot Project Partnership, Ministry of Municipal Affairs and Housing regarding funding applications and feedback when not successful, Ministry of Environment & Climate Change regarding Dundalk Air Quality Monitoring and Ministry of Natural Resources & Forestry regarding delays with issuing of Southgate Gravel Pit Licence. Carried. No. 2018-413

Staff Comments: Staff submitted the Southgate Council approved list that was requested for delegation status at the June 20, 2018 meeting as follows:  Ministry of Health in partnership with SEGCHC.  Ministry of Infrastructure in partnership with Ontario Goods Road Association.  Ministry of Municipal Affairs on funding applications and consistent reporting and feedback for unsuccessful applicants.  Ministry of Environment & Climate Change on Dundalk air quality and odour monitoring.  Ministry of Natural Resources & Forestry on Southgate Gravel Pit Licence issuance.

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42 On July 3, 2018 staff completed the submission of the delegation requests to the Province for 5 Ministry meetings, stating the issue(s) by providing a description and the background on those topics we wish to discuss. A copy of those 5 submissions is included in this report as Attachment #1.

Financial Implications: There is no financial impact as a result of this report as costs for attending the AMO conference is included in the 2018 budget.

Communications & Community Action Plan Impact: This report has been written and presented to Council to communicate accurate information to the public. Southgate Goal #1-A – Trusted, Timely, Transparent, Decision Making.

Concluding Comments: 1. That Council receive staff report CAO2018-093 as information. 2. That Council provide final approval and direction on proceeding with each of the 5 Ministry submissions based on the current information we have and if we are granted delegation status. 3. Southgate staff and County of Grey CAO’s have been working with MPP Bill Walker’s office to schedule a meeting in August, prior to the AMO Conference to communicate and discuss our local concerns and challenges related to the provincial government.

Respectfully Submitted,

CAO Approval: ______Original Signed By____ Dave Milliner, CAO

Attachments:

Attachment #1 – Southgate 2018 AMO Ministry Delegation Requests & Information Submission

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43 Attachment #1

Municipality: Township of Southgate

Municipal Members: Mayor Anna-Marie Fosbrooke

Al Madden – Executive Director of South East Grey Community Health Centre

Dave Milliner - CAO

Contact Person: Dave Milliner

Phone #: 519-923-2110 x223

Email Address: [email protected]

Ministry #1: Ministry of Health & Long-Term Care

Preferred Date for Delegation: No Preference

Issue #1: Community Health Centre Model for serving Rural Ontario

Issue #2: Southgate LHIN Realignment with the rest of Grey County

Description and Background of Issue(s):

At the present time we have the South East Grey Community Health Centre (SEGCHC) in Markdale as a service provider option for primary patient care. They have worked collaboratively with the municipalities in their service area to deliver health services and improve patient care in 3 municipal communities. The Township of Southgate and a community partner has worked to setup a SEGCHC Clinic in Dundalk. The partners being a local church providing the facility, Southgate covering building operating costs and SEGCHC as the service delivery provider. The Erskine Church Clinic has now been operating for over one year providing access to healthcare that was severely lacking in Dundalk prior to July 2017.

The realignment of the Local Health Integration Network (LHIN) boundaries along County lines is critically important to the consistency of the service delivery, service provider efficiency, to better manage costs and eliminate duplication of efforts. The LHINs or Counties need to work together by focusing on collaboration opportunities through the alignment of area agencies.

44 Attachment #1

Municipality: Township of Southgate

Municipality of West Grey

Municipal Members: Mayor Anna-Marie Fosbrooke

Mayor Kevin Eccles

Scott Butler-Ontario Good Roads Association

Laura Johnston - CAO

Dave Milliner – CAO

Contact Person: Dave Milliner

Phone #: 519-923-2110 x223

Email Address: [email protected]

Ministry #2: Ministry of Infrastructure

Preferred Date for Delegation: No Preference

Issue #1: To discuss with the Ministry the challenges that small municipalities face in complying with the proposed Municipal Asset Management regulations and how we can help the Province through our Municipal AMP Pilot Project work.

Description and Background of Issue(s): There are significant challenges with small municipalities with less than 25000 residents are facing to comply with the proposed Municipal Asset Management Regulation.

With the leadership of Ontario Good Roads Association (OGRA), a number of municipalities representing all the geographic regions across Ontario are working together to develop Asset Management Plans (AMPs) to be compliant with the new Regulation. These assets are the most universal and capital intensive assets owned by municipalities. The goal of the pilot project is to bring together diverse municipal partners is collaboration, information gathering, developing outcomes and best practices is the work being undertaken is achieve the following outcomes:  Identifying the challenges and barriers small municipalities face in developing AMPs;  Information gathered of the members data, now loaded into the Municipal Data Works application and analysis for commonality and differences;  Next steps is on quantifying and finding solutions on the identified issues;  Report the findings and analysis will be shared with the Ministry of Infrastructure and potentially other relevant ministries; and.  Developing solutions, creating best practices, meeting Ministry compliance requirements and addressing the municipal reporting and information needed to support capital budget project decisions.

45 Attachment #1

Municipality: Township of Southgate

Municipal Members: Mayor Anna-Marie Fosbrooke - Southgate

Dave Milliner - CAO

Contact Person: Dave Milliner

Phone #: 519-923-2110 x223

Email Address: [email protected]

Ministry #3: Ministry of Municipal Affairs

Preferred Date for Delegation: No Preference

Issue #1: Funding applications with winners & losers versus stable consistent funding

Issue #2: Consistent reporting and feedback for unsuccessful applicants.

Description and Background of Issue(s):

The Township of Southgate requests the new Provincial Government consider supporting municipalities with stable consistent funding that achieves the following:

1. Financially and fairly support municipalities with their capital project challenges; 2. Address aging road and bridge infrastructure concerns that we all have in our communities; 3. Let municipal Councils make the best possible local decisions with their fair and sustainable share of the funding; 4. Ensure spending decisions are based on Asset Management Plans; and 5. Let the electorate decide if municipalities made the correct decisions. Our past experience with reporting and feedback when funding request applications have been unsuccessful has not been helpful or informative.

46 Attachment #1

Municipality: Township of Southgate

Municipal Members: Mayor Anna-Marie Fosbrooke

Dave Milliner – CAO

Contact Person: Dave Milliner

Phone #: 519-923-2110 x223

Email Address: [email protected]

Ministry #4: Ministry of Natural Resources & Forestry Parks

Preferred Date for Delegation: No Preference

Issue #1: Issuing of Aggregate Resources Licence by the Ministry

Description and Background of Issue(s):

The Township of Southgate applied for an Aggregate Resources Act License for a municipally owned gravel pit in early 2015. Our Aggregate consultant has completed all the necessary project work, studies and consultation, plus accommodation that the Township felt was fair and made sense. Township of Southgate staff, our Aggregate Consultant and Ministry of Natural Resources & Forestry staff met with Saugeen Ojibway Nation Council members and staff on May 26, 2017 to discuss outstanding the consultation process and issues. During this meeting with SON, the Ministry letter to SON from District Manager Shawn Carey dated May 24, 2018 was part of the discussion. This letter from the Ministry of Natural Resources & Forestry stated the following: “Based on our review and understanding of the proposed project, please be advised that the MNRF is of the opinion that the Township of Southgate application will not have any adverse impacts on the established and asserted Aboriginal rights of the SON, and therefore, the duty to consult is not engaged.”

Based on the May 26, 2018 meeting Southgate responded to SON and copied the Ministry staff with a letter dated August 18, 2018, which agreed to 6 SON requests that were approved by Southgate Council. The Township also sent a letter to the Ministry of Natural Resources & Forestry on October 19, 2017, requesting issuance of the Aggregate Resources Act License to Southgate. The Township of Southgate made follow-up phone calls from December 2017 to June 2018 with the response that the application is under a legal review by Ministry staff in light of a court ruling that overturned a Ministry license for lack of consultation. The Township of Southgate feels sufficient time has passed and the Ministry should either issue the Aggregate Resources Act License or inform Southgate what we need to accomplish and complete this process.

47 Attachment #1

Municipality: Township of Southgate

Municipal Members: Mayor Anna-Marie Fosbrooke

Dave Milliner – CAO

Contact Person: Dave Milliner

Phone #: 519-923-2110 x223

Email Address: [email protected]

Ministry #5: Ministry of Environment, Conservation & Parks

Preferred Date for Delegation: No Preference

Issue #1: Dundalk Air Quality and Odour Monitoring

Description and Background of Issue(s):

The Ministry has been completing air quality and odour monitoring in the Village of Dundalk based on resident complaints. The MOE District Office in Owen Sound and the Grey Bruce Health Ontario completed air quality testing and reported on those results to Southgate Council on September 21, 2016.

The Township is looking for updated information on the air quality and odour monitoring concerns received by MOE from local residents in the Village of Dundalk.

48 Township of Southgate Phone: 519-923-2110 Administration Office Toll Free: 1-888-560-6607 185667 Grey Road 9, RR 1 Fax: 519-923-9262 Dundalk, ON N0C 1B0 Web: www.southgate.ca

Staff Report CAO2018-089

Title of Report: CAO2018-089 – Southgate Personnel Policy #1 & Hiring Policy #8 Changes Department: Administration Council Date: August 1, 2018

Recommendation: Be it resolved that Council receive Staff Report CAO2018-089 as information; and That Council approve changes made to the Personnel Policy #1, dated August 1, 2018; and That Council approve changes made to the Hiring Policy #8, dated August 1, 2018.

Background: Staff have been reviewing the Personnel Policy #1 and Hiring Policy #8, and have recommended the changes as outlined in the staff comments section of this report for Council approval.

Staff Comments: Personnel Policy #1 Staff have completed a review of the Personnel Policy #1 and recommend the following changes to make the document current with recent Human Resources changes, hiring decisions and policy conflicts. See Attachment #1 titled Personnel Policy #1 dated August 1, 2018 that reflects all the changes listed below.

1. Temporary Contracted Employees – This is an added section to the policy to provide guidance for staff to hire an employee to fill a 3 to 12 month vacancy during leaves of absence or internal appointments where employees have the option to return to their previous position during the 6 month probationary period. This addition to the Policy #1 better supports the Hiring Policy #8, section titled “Job Vacancies that are Not Replaced”.

2. Section 4 – Reporting Absence Reference to the Employee Absence Form was added to this section to replace the change in a requirement for Doctors notes. The form was also added to be included in the policy as Schedule “B”.

3. Section 10 – Paid Medical and Leave The new Bill 148, Fair Workplace and Better Jobs Act states “An employer cannot require an employee to provide a medical note from a qualified health practitioner when the employee is taking the leave because of personal illness, injury or medical emergency or the illness, injury or medical emergency of a specified relative.”

 Information to be deleted in the policy:

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49 “If an employee is absent from work due to illness for more than three (3) days, a doctors certificate is required.”

 Information to be added to the policy: If an employee is absent from work due to illness or emergency leave they shall upon their return to work, fill out an Employee Absence Report with a brief explanation, time off recorded and signed by the employee. If an employee is required to be absent from work due to attend a nonemergency scheduled doctor’s appointment (Dentist, Doctor, Out-patient treatment or therapy, etc.), they shall well in advance prior to the appointment fill out an Employee Absence Report with a brief explanation of type and town location of appointment without disclosing personal information, time off duration required and sign the form. Employees should provide at minimum one week of notice or more to prevent conflicts with other leave or vacation requests. These types of request, will be accepted by management whenever possible, however increased notice should be provided to management to prevent workplace scheduling conflicts and/or service delivery interruptions

4. Section 14 – Working Hours & Compensation This is a policy update information to reflect accurate information in sub-section (d): d) Planning & Economic Development Department  Planner – (delete - contracted position) 35 hours per week

5. Section 23 – Work Boot / Clothing Reimbursement This is a policy update information to reflect the following:  CBO & Building Inspector - receive a boot (delete- /clothing) reimbursement of $130/year for work use, payable on the submission of receipt(s).  Fire Chief & Fire Administrative Assistant - receive a boot reimbursement of $130/year payable on the submission of receipt(s).  The criteria for the work boot/clothing allowance is that it may be used for safety boots (with green patch), rubber boots (with green patch), work coveralls and work gloves only for work use.  The criteria for the work boot only allowance is that it may be used for the purchase of safety boots (with green patch) or rubber boots (with green patch) for work use.

6. Schedule A – Employee Health Benefits In Section 3 In-House Health Care Spending Account, sub-section Full Time Employees made changes to pay for medical exams for drivers licences required in Southgate employee job descriptions and the addition of orthotics to the list.

Hiring Policy #8 Staff have completed a review of the Hiring Policy #8 and recommend the following changes to better match with the wording in Personnel Policy #1, Section titled “Casual Employees” and the new added Section titled “Temporary Contracted Employees”:

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50 Present Hiring Policy #8, in Section titled “Job Vacancies that are Not Replaced” reads as follows: In the event that an existing part time or full time job becomes vacant permanently (due to downsizing, reduction in workload, efficiencies, etc.) or temporarily (due to authorized leave), management may assign this workload or these hours to an existing part time or full time employee(s) or if necessary hire a casual on a temporary short term basis (up to 6 months).

Recommended changes to Hiring Policy #8, in Section titled “Job Vacancies that are Not Replaced” should reads as follows: In the event that an existing part time or full time job becomes vacant permanently (due to downsizing, reduction in workload, efficiencies, etc.) or temporarily (due to authorized leave or to hold a position open for a 6 month appointment/promotion option to allow an employee to return to their previous job), management may assign this workload or these hours to an existing part time or full time employee(s) or if necessary hire a Casual Employee (up to 3 months) or a Temporary Contracted Employee (up to 12 months) with an identified end date.

See Attachment #2 titled Hiring Policy #8, dated August 1, 2018 that reflect these changes in the entire policy.

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

Communications & Community Action Plan Impact: This report has been written and presented to Council to communicate accurate information to the public. Southgate Goal #1-A – Trusted, Timely, Transparent, Decision Making. Concluding Comments: 1. That Council receive staff report CAO2018-089 as information. 2. That Council approve the Personnel Policy #1, dated August 1, 2018. 3. That Council approve the Hiring Policy #8, dated August 1, 2018.

Respectfully Submitted,

CAO Approval: ______Original Signed By____ Dave Milliner, CAO

Attachments: Attachment #1 – Personnel Policy #1 – August 1, 2018 draft Attachment #2 – Hiring Policy #8 – August 1, 2018 draft

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T O W N S H I P O F S O U T H G A T E A D M I N I S T R A T I O N C E N T R E

Policy #1 Personnel Policy Approved by Council on: August 1, 2018 Draft Attachment #1

The aim of this Policy is to set out the terms and conditions of employment with detailed information for all employees which shall be established by By-laws of the Corporation on Relative Acts in the Ontario Statutes. The terms and conditions of this Policy shall apply to all permanent full-time, seasonal, student and part-time employees accepting employment with the Corporation.

Employee Definitions: Full Time Employees – A full time employee is an employee who has completed his/her probationary period, who works full time in a permanent position and works the regular number of work hours per week, as defined in individual job description.

Permanent Part Time Employees – A permanent part time employee is an employee who has completed his/her probationary period and works on a year round basis. The employee works the regular number of hours per week in the position for which they were hired year round e.g. library, arena, etc. Note: In order for a permanent part time employee to qualify for extended health benefits, the employee must work a minimum of 25 hours each week year round.

Seasonal Employees – Are non-permanent employee, is an employee who is hired for specific purposes during specific seasons of the year. The employee works the required number of hours as defined in the job description or additional hours as assigned and approved by the Department Manager and Supervisors for a designated time period only (Not guaranteed year round employment)

Temporary Contracted Employees – A contract position that is hired at the discretion and justification of the individual Department Head and the CAO for a specific purpose and for a period of time greater than 3 months and up to 12 months in duration, with an identified end date. Staff may source applicants for temporary contract positions from resumes on file or if necessary advertising in the local newspapers and/or on the Township’s website. The employee works the required number of hours as defined in the contract and/or job description as well as additional hours as assigned and approved by the Department Manager and Supervisors for a designated time period only (Not guaranteed employment beyond the contract period).

Casual Employees - A temporary position that is hired at the discretion and justification of the individual Department Head and the CAO, to fill a leave of absence, vacation voids, short term projects, specific tasks, etc. The rationale is to complete the same work in a more timely and effective manner while at the same time financially reducing the hourly cost and/or overtime. A casual position term of employment must not exceed 3 months in length. Since a job July 23, 2018 Page 1 of 18

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description will not exist for casual positions, a letter must be provided to the employee and a copy placed on file confirming the type of work, the length of the employment and the rate of pay. The rate of pay will be based on the type of job and at the discretion of the Department Head and CAO in Band 15 or 16 and will not exceed Step #3 unless approved by Council.

Student Employees – A non-permanent employee is an employee who is registered in school, hired to work during school vacation periods or after school hours or for cooperative work terms. Student employees work the required number of hours requested by Supervisor for a designated time period only (not guaranteed year round employment). When a student employee is called into work on a paid holiday that falls on a scheduled day off, the student is paid for hours worked at time and one-half regular rate of pay.

1) Probationary Period New employees shall be required to serve a probationary period of six months and the Department Head shall prepare an “Employee Probation - Monthly Performance Report” and discuss any issues that need to be addressed with the employee. Following the completion of the required probationary period, the Department Head will prepare a performance appraisal review with the employee to be reviewed by the CAO. Within that report, the Department Head will provide their recommendation to: 1) accept the employee; 2) terminate the employee; or 3) provide reasons to extend the probationary period for an additional period. (see Pay Administration Policy #16, item #3, “Pay Band Step Movement Eligibility”)

If an existing employee is promoted to another position, they will be required to serve a 6 month probationary period. During this probation period the departments Manager must complete an “Employee Probation – Monthly Performance Report” form every 30 days and review with the employee for his or her approval. As well the CAO reviews and approves the document prior to placement in the employees personnel file. This form is attached as Schedule “B”.

2) Rate of Pay The starting rate of an employee shall be according to the pay band for that position/pay equity job classification and the Pay Administration Policy of the Municipality.

3) Pay Period & Dates There shall be 26 pay periods (bi-weekly) in each and every year. The regular bi-weekly pay period starts on a Saturday and ends on the 2nd Friday. Time sheets are to be handed in to payroll by 9:00 a.m. on Monday for pay day on Wednesday. Necessary deductions shall be made from pay cheques to cover employee's share of benefits established by By-law of the Corporation.

4) Reporting Absence The employee is personally responsible for reporting absence directly to their Department Head each time absent from duty. An employee that is planning on being absent from work for any reason must complete an

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“Employee Absence Form” prior to planned leave and following returned to work for unplanned leave. A copy of the “Employee Absencet Form” is included in this policy as Schedule ‘C’.

An employee that fails to report for duty and does not report the absence shall be shown on the attendance report as “FAILED TO REPORT” and their supervisor will discuss the situation with the employee and document the incident for the employees personnel file.

5) Inclement Weather Policy Employees may use their own judgement when attempting to get to work in inclement weather; however, they will be paid for the day only if the office is closed. The Roads department management is to contact the CAO by 7:00 a.m. to determine if the office is to be closed. All employees will be contacted by their supervisor.

6) Conflict Management An employee shall feel free to discuss a grievance with his/her supervisor. The employee shall present the concern on an interview basis within ten (10) working days, or as soon as possible of becoming aware of the problem. If dissatisfaction results, the Supervisor shall refer the matter to the CAO or Department Head who will attempt to resolve the matter within fifteen (15) working days. If a conflict still exists, the CAO and/or Department Head will refer the matter to the General Government/Personnel Committee for a report and decision to Council. It is required that all concerns and respective responses be in writing and if resolved, be signed off as approved by all parties.

7) Leave of Absence The Corporation may grant leave of absence for legitimate personal reasons. Such employees shall not be paid and shall not accumulate credited service time while on leave. Any absence from work without approval from the Supervisor is considered absence without leave which shall result in forfeiture of pay, Performance Improvement Plan counselling meeting(s) and if further action is required, refer to the steps outlined in the progressive discipline policy.

8) Pregnancy & Parental Leaves An employee requesting pregnancy leave has the right to take unpaid time off of up to 17 weeks. If an employee requests parental leave they have the right to take leave of up to 35 or 37 weeks of unpaid time off. If takes a pregnancy leave of 17 weeks and as well a parental leave of 35 weeks concurrently for a total of 52 weeks of unpaid leave. The Towns hip of Southgate policy as it relates to pregnancy and parental leave will follow all the requirements of the legislation as detailed in the Province of Ontario’s, Ministry of Labour, Employment Standards Act (ESA). It may be necessary, to refer to the ESA information for details on pregnancy and parental leave eligibility issues and detailed criteria as it relates to miscarriages, stillborns, etc. During any pregnancy and/or parental leave, the employee has the rights to:  Return to the same job the employee had before the leave July 23, 2018 Page 3 of 18

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began or a comparable position if the employee’s old job no longer exists;  Be free from any penalty if an employee took, plans to take, is eligible for or becomes eligible to take pregnancy or parental leave;  Earn credit for length of employment and service while on leave;  Continue to accrue seniority while on leave; and  Continue to participate in Southgate’s benefit plan for: . pension plans; . life insurance plans; . accidental death plans; . extended health plans; and . dental plans. Note: Employees must continue to pay their share of premiums for the benefits listed and as well for any other benefits made available to others on leave employees. The municipality will pay its share of the premiums for any of these plans that were available before the leave unless advised by the employee in writing that he or she does not wish to continue to pay the employees share of the premiums.

9) Compassionate Leave Permanent full time, seasonal and part-time employees are entitled to paid time off for bereavement as follows: 3 paid days: Immediate family: parents, parents-in-law, spouse, child, brother, sister, grandchild, son in law, daughter in law, grandparents 1 paid day: Brother in law, sister in law, aunt or uncle of the employee only Paid days do not include statutory holidays or weekends. Additional days will be allowed without pay and only with approval by supervisor. If necessary, additional days will be granted from unused vacation time or from sick days.

10) Paid Medical Time and Leave A total of ten (10) paid days for illness or emergency leave per calendar year will be allowed for full time employees. Part time and Seasonal employees will be granted five (5) days per calendar year.

Use of Sick Days: i. Employees may use these days for personal illness, personal medical appointments during working hours; or ii. Emergency Leave, as defined in the provisions of the Employment Standards Act, 2000 (ESA) must be an urgent matter; or iii. Time off work with pay will be allowed for employees to obtain a medical certificate and/or renewal of drivers licenses which are required as part of the employees job description.

Emergency Leave is defined as follows i. A personal illness, injury or medical emergency

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ii. The death, illness, injury or medical emergency of an individual (see list below) iii. An urgent matter that concerns an individual described in ESA Subsection (2) 2000, c.41 s.50 (1). An urgent matter is described as unplanned or out of the employee’s control and involve the possibility of serious negative consequences, including emotional harm, if it is not attended to.

Emergency Leave applies with respect to the following individuals: i. The employee’s spouse or same-sex partner ii. A parent, step-parent or foster parent of the employee, the employee’s spouse or the employee’s same sex partner iii. A child, step-child or foster child of the employee, the employee’s spouse or the employee’s same-sex partner iv. A grandparent, step-grandparent, grandchild or step-grandchild of the employee or of the employee’s spouse or same-sex partner v. The spouse or same-sex partner of a child of the employee vi. The employee’s brother or sister vii. A relative of the employee who is dependent on the employee for care or assistance. ESA 2000, c.41, s 50 (2)

(Delete - If an employee is absent from work due to illness for more than three (3) days, a doctors certificate is required.)

Addition to the Policy: If an employee is absent from work due to illness or emergency leave they shall upon their return to work, fill out an Employee Absence Report with a brief explanation, time off recorded and signed by the employee. If an employee is required to be absent from work due to attend a non- emergency scheduled doctor’s appointment (Dentist, Doctor, Out-patient treatment or therapy, etc.), they shall well in advance prior to the appointment fill out an Employee Absence Report with a brief explanation of type and town location of appointment without disclosing personal information, time off duration required and sign the form. Employees should provide at minimum one week of notice or more to prevent conflicts with other leave or vacation requests. These types of request, will be accepted by management whenever possible, however increased notice should be provided to management to prevent workplace scheduling conflicts and/or service delivery interruptions.

Jury Duty Leave Employees will receive regular pay when summoned for jury duty or if subpoenaed to attend court. Any remuneration provided for jury fees other than mileage reimbursement is to be returned to the employer except if duty is required on a Statutory Holiday or after the regular hours of the employee.

Leaves of Absence without Pay A leave of absence without pay must be requested in writing stating reason and length of time the employee will be off work. Such a leave of absence must be approved by management and council. July 23, 2018 Page 5 of 18

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Family Caregiver Leave Family Caregiver Leave is for employees whose relative is dependent on the employee for care and/or assistance and where a qualified medical practitioner has issued a certification stating that the family member has a serious medical condition. This leave entitles employees up to eight weeks of unpaid leave per calendar year to provide care or support to specified family members. Specified family members are those listed in Emergency Leave Section #10 with one addition. “Any individual prescribed as a family member for the purpose of this section.” Employees are not required to take these eight weeks in complete weeks and there is no minimum period of service required before employees become entitled to take this leave. Employees must notify their intent to take the leave and employers are entitled to request copies of medical evidence.

Critically Ill Child Care Leave This leave is available to employees whose child is critically ill and when a qualified medical practitioner has issued a certification stating that the child is critically ill and requires the care or support of one or more parents. The certification also sets out the period in which the care or support is required. This unpaid leave entitles employees up to 37 weeks of leave to provide care or support to a child. Employees are not required to take these 37 weeks in complete weeks. In order to be eligible, the employee must have been employed by his or her employer for a minimum of six consecutive months. Employees must notify their employer in writing as well as prepare a written plan that sets out the weeks in which the leave will be taken. The employer is entitled to request copies of medical certificate.

Crime-Related Child Death or Disappearance Leave This unpaid leave is available to employees who experience a disappearance or death of a child as a result of a crime. The employee is entitled to up to 104 weeks of absence in the case of a child’s death, commencing the week of the child’s death, if it is the probable result of crime. The employee is entitled to up to 52 weeks of absence in the case of a disappearance of the child due to a probable crime, commencing the week the child is missing. Employees are generally required to take the leave in a single period, subject to limited exceptions. Employees must notify their employer in writing as well as prepare a written plan that sets out when they intend to take the leave.

11) Pension All continuous full-time employees are required to join the Ontario Municipal Pension Plan (OMERS) as a condition of employment; which commences on the first day of employment. The Ontario Municipal Employee's Retirement System is the Pension Plan of the Corporation by agreement whereby the employer matches the amount paid into the plan by the employee. Other than continuous full-time employees (OTCFT), permanent part-time and seasonal employees have the option of joining OMERS and will be notified of their eligibility in November of each year if

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they meet the requirements for OTCFT Membership, as set out by OMERS.

12) Paid Public Holidays a) The Township of Southgate recognizes the following *public* holidays. Each employee who qualifies shall be paid at the regular daily rate for each of the following public holidays. New Year's Day Good Friday Easter Monday Victoria Day Canada Day Civic Holiday Labour Day Thanksgiving Day Remembrance Day Christmas Day Boxing Day Note: Family Day is not included as a statutory or public holiday with pay in Southgate, because the Township already meets the legislation requirements. The Township provides 11 paid holidays to the employees when only 10 are required in Ontario. b) When a holiday mentioned above falls on a Saturday or Sunday, the holiday will be taken on the following work day(s) with the exception of Remembrance Day, which may be used as a floater day, or as deemed by their supervisor. If Works Department staff are required on the following Monday, another day off will be arranged with authorization of the Department Head.

13) Paid Vacation  Up to and including 1 year of service, 4% of current year’s earnings;  After 1 full year of service, 2 weeks paid vacation plus 4% vacation; pay on overtime earnings;  After 5 full years of service, 3 weeks paid vacation plus 6% vacation pay on overtime earnings;  After 10 full years of service, 4 weeks paid vacation plus 6% vacation pay on overtime earnings; or  After 15 full years of service, 5 weeks paid vacation plus 6% vacation pay on overtime earnings.

a) Vacation will be taken in the current year of January 1 to December 31. Although all employees are encouraged to take their vacation in the current year, they will be allowed to carry over 5 days of vacation time at the previous year’s hourly rate to the following year in exceptional circumstances. Any vacation carried forward must be used by June 30 of the following year and will not be paid out if unused. To ensure you don’t lose your vacation, work with your manager well in advance (at least 3 months) to schedule your vacation time.

b) No more than three weeks of vacation to be taken at one time in each department (administration and works).

c) Time of vacation to be approved by supervisor.

d) When a statutory holiday falls on a day of an employee's scheduled vacation, the employee shall be entitled to an additional day of vacation provided that the necessary arrangements have been made with the Supervisor prior to commencement of the vacation period.

Vacation pay will be paid to part time and seasonal employees ONLY on July 23, 2018 Page 7 of 18

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each regular bi-weekly pay or they may choose to accrue their vacation pay to be paid out at a time requested by the employee, or at the end of the calendar year if not requested earlier. Full time employees are not given vacation pay on each cheque but will receive their normal pay when vacation is taken and their vacation pay on overtime earnings as listed above at year end. The number of weeks paid vacation allowed is based on the service schedule above. Revised April 12, 2000 All seasonal employees after 10 calendar years of employment will receive vacation pay at the rate of 6%. Previous service from the former municipalities will be recognized. Revised April 12, 2000 Employees who move from permanent part time status to full time status wi ll be eligible to use previously accumulated hours of service to establish their seniority for vacation pay purposes. i.e. 30 years part time service (at 6 months per year) is 15 years of full time equivalency.

14) Working Hours & Compensation a) CAO: 40 hours per week as outlined in employment contract.

b) Administration:  35 hours per week  Banking of time will be calculated at 1½ times regular hourly rate for any hours worked over 35 per week.  8:30 a.m. to 4:00 p.m. (1/2 hr lunch) or as assigned by CAO or Supervisor  This section applies to all administrative positions such as the Clerk and this position’s direct reports, the Treasurer and this position’s direct reports and all other office administration staff working in the municipal office. The only exception is where terms are specifically spelled out in other documents, such as a job description or an employment contract which will supersede this policy.

c) Building Department  Chief Building Official – 40 hours per week  Building Inspector – 35 hours per week  Banking of time at overtime rate of pay at 1½ times regular hourly rate for any hours worked over 40 per week by the CBO & 35 per week by the Building Inspector.

d) Planning & Economic Development Department a. Planner – (delete - contracted position) 35 hours per week b. Economic Development Officer – 25 hours per week or as outlined in employment contract. e) Transportation & Public Safety and Environmental Services Departments Full-time Department Management, Lead Hands & Operator Labourers: • 40 hours per week • 7:00 a.m. to 4:00 p.m. (1 hour lunch), Monday to Friday or as assigned by Management. • Banking of time or overtime rate of pay at 1½ times regular July 23, 2018 Page 8 of 18

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hourly rate for any “worked time” hours over 40 per week on weekdays. • Hours worked on weekends (Saturday & Sundays) at time and one half rate of pay. • This section of this policy applies to management positions in these departments, unless where specifically spelled out in other documents, such as a job description or an employment contract which will supersede this policy. Seasonal Operator Labourers:  Seasonal employees (winter) to be paid a minimum of 40 hours per week from November 15 to March 31. They may be called in on a day to day basis prior to or after above dates, based on seasonal needs at the request of the departments management.  Banking of time or overtime rate of pay at 1½ times regular hourly rate for any hours “worked time” over 40 hours per week (Saturday to Friday work week). Casual Employees:  Casual Operator Labourers are on call as needed by the TAPS department without guarantee of any hours on a weekly basis. f) Recreation Department  Facilities Manager – 40 hours per week  Facilities Operator - 40 hours per week  Facilities Operator Seasonal – 25 hours per week  All positions in this department work hours as assigned as outlined in job descriptions and as scheduled by the Facilities Manager. Depending on the season, Facilities-Recreation staff work regular business days (Monday to Friday), after hours and weekends as assigned.  All positions in this department may bank time or are eligible for overtime at rate of 1 ½ times regular hourly rate for any hours worked over 40 per week. g) Fire Department  Fire Chief - 32 hours per week or as outlined in employment contract.  Deputy Fire Chief: as outlined in employment contract.  All other fire department staff are volunteer positions.

H) Student Employees  Regular hours as directed by Supervisor.  Overtime rate of pay @ 1½ times regular hourly rate for any hours worked over 44 hours per week.

Rate of Pay for Working Statutory Holidays Permanent full time, permanent part time and seasonal employees will be paid at 2 times the regular hourly rate of pay for the hours worked on public holidays as approved in Section #12 of this policy. Public holidays for student employees will be at 1½ times the regular hourly rate for hours worked as approved in section #12 of this policy.

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Worked Time When calculating overtime or banked time on a weekly basis; sick time cannot be used as worked time to reach the 35, 40, or 44 thresholds for pay purposes.

15) a) Overtime All overtime worked must be pre-approved by supervisor and be recorded on each time sheet. Overtime hours worked in excess of the employee’s regular working hours will be paid out at time and one half the regular hourly rate. Approved overtime does not include time for extended training days, conferences or travelling. Salaried and Administrative employees shall take time off in lieu of overtime where applicable. All other employees may use lieu time rather than being paid out for overtime. (see Lieu Time section below)

b) Lieu Time or Banked Time: An employee may be compensated for overtime worked by receiving one and one-half hours of paid time off for each excess hour worked instead of overtime pay if, (i) The employee and the employer agree to do so; and (ii) The paid time off is taken within three months of the work week in which the overtime was earned. All banked time (earned or taken) must be recorded on each time sheet and must reflect the balance of lieu time hours owing to the employee.  Administration employees may accumulate up to a maximum of 35 hours of banked time

 All other departments may accumulate up to a maximum of 40 hours of banked time Employees may use lieu time with approval and at the discretion of their supervisor. Employees may be requested by their supervisor to consume banked time at times of the year when the department’s municipal work schedules are slower and less demanding.

c) Where the Employees Employment Ends or Terminates: If the employment of an employee ends before the lieu time is taken, the employer shall pay to the employee the accumulated banked time on the final pay (up to a maximum of 35 hours for administration or 40 hours for other departments).

Should an employee resign from employment without providing the Township of Southgate with the required notice as stipulated in their employment offer, the Township of Southgate may deduct sufficient funds from the employee’s regular or overtime earnings, banked time, or vacation pay from the employee’s final pay. The amount deducted will be calculated by multiplying the normal regular earnings of the employee per day by the number of days for which required notice was not provided. This detailed information of resigning without providing proper notice and the method by which withholdings will be calculated, will be clearly defined in all offers of employment to employees.

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d) Special Functions Attended on Behalf of Southgate: (outside the realm of normal activities) e.g. Parades, Home & Garden Shows and other public relations events etc. Employees requested by Council or management to attend or work at special functions on behalf of the Township will receive mileage and time paid or time off in-lieu of the hours worked. Councillors attending public relations functions on behalf of the Township will receive mileage only, not a per diem for attending.

16) Retirement As mandatory retirement was abolished by the Provincial Government on December 12, 2006, employees over the age of 65 may choose to continue employment with the Township of Southgate. There are exceptions to the law if the employer can show that certain employment requirements or qualifications are necessary to perform, or are logically related to, the essential duties and responsibilities of the job. Employees over the age of 65 continue to be covered under the WSIB Act.

Separation Gifts a) Employees, Council Members & Volunteer Firefighters Years of Service Payment Employees, Council Members and volunteer Fire Fighters will receive a monetary payout for years of service, or for full time, permanent part time and seasonal employees, with the municipality in the amount of $200.00 for each year of service (up to a maximum of 25 yrs.) for all staff with a minimum of five (5) years of service with the Township of Southgate starting Jan 1, 2000. The first year for which a gift may be paid out is 2000. Payout for the last year of service will be prorated on a monthly basis from January 1 to the last day of the month in which the employee or elected official terminates employment with Southgate. Separation gift does not apply if an employee is dismissed. Employees and Council Members that also act as volunteer Fire Fighters in the same 12 month period only qualify for one year of service.

b) Employees and Council Members Township Separation Gift Employees and Council Members will receive separation gifts to be paid from the general fund and that the gift value increase based on number of years of service (pre & post amalgamation) upon retirement as follows:

5 years of service - $125.00 6 years to 15 years of service - $250.00 Over 16 years of service - $450.00

c) Employees and Council Members Social Fund Gift Employees and Council Members, upon retirement, which includes not returning to council, or a leave of employment, will receive a gift valued at $100 to be financed from the Social Fund of which employees and Council contribute.

d) Retirement Party for Staff or Council Member The Township will pay for retirement party expenses up to a maximum of $250.00 for individuals having served with the municipality (pre & post July 23, 2018 Page 11 of 18

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amalgamation) for 20 years or more, if the employee or Council Member wishes a retirement party.

17) Group Benefit Plan All full time and permanent part time employees (as defined on Page 1) will be provided with an Extended Health and Group Insurance Benefit Plan as outlined in Section 1 & 2 of Schedule A attached. Group benefits will terminate for employees at age 65. Every employee is responsible for submitting receipts for dental and other applicable in-house healthcare spending account items to the Payroll Department for reimbursement.

18) (a) In Memoriam Donations (sent on behalf of the Municipality) A charitable donation or flowers will be sent to the families upon the death of the following:  Past member of Council who served one full term, and their spouse  Present members of Council, and their spouse or child  All employees, and their spouse or child

(b) Get Well Gifts Flowers will be sent to all members of Council and all employees after three or more days of hospitalization.

19) Performance Appraisals Department Heads shall prepare an annual performance appraisal by November 30 of each year, in discussion with the employee. Employees shall review and sign the appraisal in the presence of the Department Head. The appraisal form will be designed to allow employees to sign in the applicable place whether they agree or disagree with the Department Head’s assessment. If the employee is in disagreement with the supervisor’s appraisal, there will be sufficient space for the employee’s comments and reasons why they are not in agreement. The employee shall receive a copy of the annual performance appraisal with original filed in individual employee’s personnel file. A performance appraisal on an employee that reports with responsibility to a Board or Committee and to the Township CAO shall be completed as follows:  A performance appraisal should be drafted by the Board/Committee Chair and members at an in camera meeting of Board/Committee members only.  The Board/Committee Chair meets with the CAO for staff input related external issues such as general feedback from Council, working with other Township staff, budget preparation, financial reporting, time management, etc.  Once Board/Committee Chair and Township's CAO are satisfied, the Chair and the Township CAO would schedule a convenient time to complete the actual performance appraisal with the employee.

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20) Health & Safety One in three members of staff in each department is required to hold a certificate for CPR or St. John's First Aid; however, any employee wishing to obtain certification in one or both of the above courses will be reimbursed the cost of the course by the Municipality.

21) Drugs & Alcohol The use of or being under the influence of alcohol or illegal drugs in the workplace will be subject to disciplinary action. The CAO will review any such incident with Department Head and document same based on Human Resources advice.

22) Municipal Vehicles and Mileage Compensation for Business Use of Employee Vehicles Employees may not use municipal vehicles for personal use or to attend personal or municipal social events during work days (e.g. retirement dinners, golf tournaments, etc.) All employees who are required to change job sites or travel on Southgate business by way of use of their own vehicle during working hours will receive mileage. The Township of Southgate mileage rate will be equal to the “County of Grey Mileage rate” reviewed quarterly. This rate is intended to cover normal operating costs such as fuel, maintenance, repairs, depreciation, license, and insurance. Any damage or loss of property related to employee vehicles while located on Southgate property or during township business use is the responsibility of the employee and the employee’s insurance company. All incidents of damage should be reported to the police for an appropriate investigation and/or Southgate management.

23) Work Boot / Clothing Reimbursement  All Works and Environmental Services department employees (full time & seasonal) receive a boot/clothing reimbursement of $260/year payable on the submission of receipt(s).  Arena/Recreation employees (full and part time) - receive a boot/clothing reimbursement of $260/year payable on the submission of receipt(s).  CBO & Building Inspector - receive a boot (delete- /clothing) reimbursement of $130/year for work use payable on the submission of receipt(s).  Fire Chief & Fire Administrative Assistant - receive a boot reimbursement of $130/year for work use payable on the submission of receipt(s).  Permanent Part Time Transfer Station Attendants - receive a boot/clothing reimbursement of $130/year payable on the submission of receipt(s).  The criteria for the work boot / clothing allowance is that it may be used for safety boots (with green patch), rubber boots (with green patch), work coveralls and work gloves only for work use.  The criteria for the work boot only allowance is that it may be used for the purchase of safety boots (with green patch) or rubber boots (with green patch) for work use. July 23, 2018 Page 13 of 18

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 To be eligible, employees must have completed their probationary period before being eligible for reimbursement of the work boots/clothing allowance.

24) Safety Issues Safety clothing for each works employee to be purchased through the Health & Safety budget and replaced as needed.

CREATED: January 1, 2000 REVISED: February, 2003 & December 1, 2004 April 13, 2005 approved by Council Resolution #185-05 August 28/08, October 1/08, May 12/09 & September 15/10, January 19/11, November 21, 2012 June 18, 2014 Oct 22/2014 by Council Resolution #500-14 Jan 21, 2015 by Council Resolution #50-15 June 17, 2015 – DRAFT REVISIONS Jan 25, 2016 - by Council Resolution #104-16

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SCHEDULE “A” ATTACHMENT TO THE SOUTHGATE PERSONNEL POLICY

EMPLOYEE HEALTH BENEFITS

Effective May 1, 2013 extended health benefits are now with Sun Life exclusively.

Section 1: Extended Health Benefits with Sun Life include:  prescription drugs  vision services  miscellaneous paramedical services as outlined in the booklet  out of country travel insurance  employee life insurance and long term disability  death & dismemberment (as outlined in the Chartris booklet)  The above benefits through Sun Life/Chartris apply to all Full Time and Permanent Part-time employees who work a minimum of 25 hours/per week year round.

New hires are eligible for extended health benefits through benefit insurers following the completion of 3 months of active, consecutive employment, unless alternate employment arrangements have been negotiated.

Section 2: SHORT TERM DISABILITY: Short term disability coverage for all full time and permanent part-time employees of the Township of Southgate shall be covered in- house. Applicable employees are eligible for short term disability coverage following the completion of 3 months of active, continuous employment, unless alternate employment arrangements have been negotiated.

Effective Jan 1/2006 an enhanced employee benefit for Life Ins/AD&D/LTD was introduced due to the implementation of an Employment Insurance Premium Reduction Program whereby the Employer share of EI premiums is reduced annually as prescribed from the normal 1.4 times. Under the provisions of this program, the employer must share 5/12ths of these savings with employees. This has been achieved by offsetting the cost of this increased benefit.

Section 3: IN-HOUSE Health Care Spending Account (HCSPA): Eligible claims will be reimbursed for the employee, the employee’s spouse or common law spouse and dependent children (defined as those being unmarried, aged 21 or under, or eligible children up to age 25 if attending a full time educational institution.) This is the same eligibility criteria used for the Sun Life benefits.

NOTE: If an existing employee is promoted from a seasonal position where they have earned at least 3 months service, to a full time position they will not have to wait an additional 3 months to continue this benefit.

Full Time Employees: Following 3 months of continuous active employment, full time employees are eligible for the in-house health care spending account. This is a benefit in the amount of $1,200. per employee per calendar year which shall include reimbursement for dental claims, cost of eye exams, out of pocket expense for the cost of medical exam for any driver licensing required in the employee’s job description, laser eye surgery, orthotics, hearing tests and the excess amount paid by an employee for prescription eyewear with July 23, 2018 Page 15 of 18

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proof that the employee had concurrently claimed the eligible portion from the Sun Life plan. Out of pocket expenses up to a maximum of $200.00 for chiropractic services will also be reimbursed. All claims submitted must include original invoices with proof of payment.

Permanent Part-Time or Seasonal Employees: Following 3 months of continuous active employment, permanent part time and seasonal employees are eligible for the in-house health care spending account. This is a benefit in the amount of $600.00 per employee per calendar year. Criteria for eligible dependents and eligible items are the same as itemized above for full time employees. Casual employees and student employees are not eligible for this benefit.

Section 4: Retirement Benefits: *** New Jan/2013*** Employees aged 55 or older who choose to take early retirement may continue to participate in the extended health care benefit plan (at the former employee’s expense) under the following conditions:  The individual was part of the employer paid benefit plan through outside insurers immediately prior to early retirement  The individual must have a minimum of 10 years of service with the Township of Southgate and not be eligible for any other similar program  The Township of Southgate will notify the individual of the premium costs on an annual basis and the individual must reimburse the Township of Southgate by the first business day of each and every month for the total cost of these benefits  The individual will provide 30 days written notice to the Township if they wish to discontinue this plan  Should the individual be in default of payment of a monthly premium, the Township of Southgate will send one reminder notice. If premium is not paid within 5 business days thereafter, the Township has the right to discontinue this arrangement immediately  This post-retirement benefit option will terminate when the former employee turns 65 years of age

Extended Health Care benefits include prescription drugs, vision care, out-of province medical coverage (if requested) and other health and medical items as listed on the Outline of Benefits from the insurer.

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SCHEDULE “B” ATTACHMENT TO THE SOUTHGATE PERSONNEL POLICY Employee Probation – Monthly Performance Report

Date: Employee Name: Job Position: Department: Completed by: Appraisal Period: from: to: Rating Category: Rating (1 to 5)

Achievement of Results Initiative and Planning Quality of Work General Qualities and Abilities Judgement Communication and Interpersonal Skills Job Related Skills Co-worker/Customer/Public Relations

General Comments:

Overall Rating:

Consistently Exceeds Job Requirements (5) Exceeds Job Requirements (4) Meets Job Requirements (3) Occasionally Does Not Meet Job Requirements (2)

Unsatisfactory Performance (1)

Employee Signature Supervisor Signature

Department Head Signature CAO Signature Updated: July 2008

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Schedule “C”

Employee Absence Report

Employee Name: ______Department: ______Date(s) of Absence: ______

Reason for Absence: If Sick or Emergency Leave:

Vacation Day Sick Day

# of Outstanding Vacation Days: Time used this year: _____

______Days Year:______New Sick Day(s) used: _____

Emergency Leave Emergency Leave Information:

Bereavement Leave Dentist Appointment

Personal Day Doctors Appointment

Jury leave or court duty Hospital Treatment

Time off in lieu of overtime Appointment Location (Town):

WSIB related absence ______Start of Leave Time: ______Return to Work Time:______

Employee’s Signature: ______Date:______

Approved by: ______Date:______

July 23, 2018 Page 18 of 18

69 T OWNSHIP OF S OUTHGATE A DMINISTRATION C ENTRE

Policy #8 \ Hiring Policy Approved by Council on: August 1, 2018 draft Attachment #2

Hiring Policy

Purpose: To provide a fair, consistent and equitable practice of recruiting employees when required by the Municipality from qualified internal and / or external applicants.

Policy: It is the policy of the Township of Southgate to obtain the best-qualified personnel to fill any employment vacancy that arises within the Municipality. The policy also allows flexibility for council and management to ensure the position(s) is justified, the duties are current to reflect present job responsibilities and have respect for internal succession planning.

All positions prior to hiring must have an approved job description. A job description sets out clearly the hours of work, supervisor, scope of the position, key responsibilities, work experience & training requirements and expectations related to responsibility & working environment. The Chief Administrative Officer and/or Department Heads will be responsible for:  Creating new job description; or  Modifying existing job descriptions annually when required during the performance appraisal process; or  Changes to job descriptions when department tasks change or a realignment of positions is required to realize efficiencies.

This policy will apply to all full time, permanent part time, volunteer fire & emergency service personnel, seasonal, casual and student employee positions. However the hiring policy does not apply to department transfers of employees approved by the Department Head that are moving laterally within their work group where they remain in the same pay band.

Hiring Justification Process: 1. All vacant positions will be reviewed by management and council prior to starting any hiring process. Revisions may be made to the position’s existence, status and duties of the position based on the current needs of the organization based on a staff report recommendation.

August 1, 2018 Page 1 70 2. As part of the staff report process and if the Department Head feels an existing employee is qualified for the position an internal hiring process may be considered. A meeting with the CAO and Southgate’s Human Resources staff person and the Department Head is mandatory to review that the job vacancy complies with the following criteria:  Southgate’s Hiring Policy;  Provincial Pay Equity legislation;  The employee(s) must be qualified for the job vacancy; and  The vacancy may be a promotion for the qualified employee(s) that if hired would result in a pay band increase and or increased hours of work.

3. The staff report will require council approval to proceed to an internal hiring process within the entire Southgate organization.

4. If council does not approve an internal recommendation, staff will proceed with the internal and external recruitment process.

Internal Recruitment Process – Staff Employees All internal vacancies or newly created positions will be circulated to all departments, including the Fire Department volunteers who will be treated as internal employees for the purposes of the policy only, within the Municipality for a period of 5 business days and close at 4:00 pm of the fifth day. Applicants must apply by submitting a Southgate employment application and updated resume.

The Department Head will schedule the interviewing of all the internal applicants to make the hiring decision.

Internal & External Recruitment Process – Staff Employees Existing employees who serve the Township of Southgate in other employment positions and feel they have the necessary qualifications for any posted job will have the opportunity and are urged to apply for posted positions.

Internal vacancies will be circulated to all departments within the Municipality and advertised in the newspaper at the same time. All job postings will have a notation that internal candidates will be given first consideration over external candidates based on their experience, qualifications, training and past performance. All internal candidates will proceed to the final interview stage with other pre-screened external candidates. The vacancy may be advertised externally by one or all of the following methods:  Local Media (newspapers);  Trade publications and websites such as Municipal World, AMCTO, etc.; and  The employment section of the municipality’s web site. The method of advertising will be at minimum comply with the Southgate Public Notification Policy #15 and will be at the discretion of the Chief Administrative Officer, Department Head and Human Resources Staff. The vacancy will be advertised for not less than a 14-day period. August 1, 2018 Page 2 71

Fire Department – Hiring Criteria for Eligibility The Dundalk Fire Department will follow the attached criteria document and application form, attached as “Schedule A”. In addition an internal posting will be distributed to all departments as part of the process for hiring of a volunteer fire & emergency service personnel. This document spells out the reference checks, process and criteria for being hired.

Recruitment Process – Volunteer Firefighter Employees The method of advertising will be at the discretion of the Fire Chief. However at minimum this advertising must comply with the Southgate Public Notification Policy #15 and for a period of not less than 2 weeks in the local newspaper. Initial resume screening and interviews of all applicants will be completed by the Fire Chief or designates. Final interviews will be conducted by a hiring committee of 3, which includes the Fire Chief, the Deputy Chief and the Chair of Protection & Inspection or designate(s). The Dundalk Fire Department is exempt from the hiring relatives section of this policy and is left to the discretion of the hiring committee. Once a hiring recommendation is made it requires council approval and a job offer is made from the Fire Chief verbally and a letter of offer.

The Hiring of Immediate Relatives & Family Members Working Together The purpose of this policy is to provide rules with respect to the hiring of family members of existing employees and members of council to avoid conflicts of interest or the potential for creating an adverse effect on supervision, safety, security and morale. The guidelines to follow are: 1. The immediate relatives (see definitions page 6) of supervisory personnel shall not be employed where such employment would be within the same department. 2. If employees marry or become members of the same household after being hired by Southgate they may continue their employment as long as there is not:  Direct or indirect reporting between the 2 employees; or  An actual conflict of interest exists.

3. If one of the above situations occurs, Southgate will attempt to find a position to which one of the employees is qualified to perform and may transfer to. If accommodations of this nature are not feasible or satisfactory to the affected employee, the employees will be permitted to determine which one of them will resign.

Retention of Resumes: It is the policy of the Township of Southgate to maintain on file all resumes for a period of three months. Resumes for Staff positions will be maintained at the municipal office in Hopeville and the Fire Chief will retain volunteer fire department applications in the Fire Hall.

August 1, 2018 Page 3 72 Screening & Initial Interview Process – Staff Employees Initial resume screening of external applicants will be completed by the Department Head. An initial interview, if required for external candidates would be conducted by at least 2 staff managers or as designated by the CAO.

If the hiring committee decides an insufficient number of candidates applied and or general concerns with the quality of applicants, it may be necessary to extend the deadline for applications. If the hiring committee felt that the applicants were missing qualifications or had past performance issues (internal applicants) and/or lack the experience and training to meet the job description requirements extending the deadline would be justified. If this were the case it would be necessary to proceed with one or all of the following steps: 1. Re-advertise in a wider area or a more focused industry recruitment effort; 2. Retain the services of Employment Placement Agency to provide candidates for the position based on the job description requirements; or 3. Retain a recognized Hiring Consulting Firm for the selection process. The firm will make their recommendation to the Hiring Committee and or Council; and 4. Restart the interview process as outlined above.

Final Interview Process – Staff Employees Staff employee interviews will be conducted by a Hiring Committee, made up of not more than 3 people, being the CAO or a designate, the applicable Department Head &/or supervisor of the position that has some reporting responsibility. The committee will determine the eligibility of internal and or external applicants for full time, permanent part-time or permanent seasonal positions during this interview process. The final step in the interview process for the hiring committee would be to make a candidate recommendation to the department manager and proceed to complete the necessary reference checks. In the situation of recruiting a new Department Head, a hiring committee of the Mayor, Chair or Vice-Chair of the appropriate Committee of Council and the CAO will complete the final interviews. In the situation of recruiting a new CAO the whole of council will constitute the Hiring Committee with the assistance of internal human resources staff and or an external HR support consultant to manage the selection process.

Hiring Process Short Term Employees When hiring casual, seasonal, temporary part time or student positions the applicable Department Head will review resumes retained on file. If the Department Head is not satisfied with the number or quality of the applicants on file the manager may choose to advertise in local paper(s). The CAO or a designate and the Department Head will conduct the interviews and make a hiring recommendation for the department’s manager to complete necessary checks.

August 1, 2018 Page 4 73 Job Vacancies that are Not Replaced In the event that an existing part time or full time job becomes vacant permanently (due to downsizing, reduction in workload, efficiencies, etc.) or temporarily (due to authorized leave or to hold a position open for a 6 month appointment/promotion option to allow an employee to return to their previous job), management may assign this workload or these hours to an existing part time or full time employee(s) or if necessary hire a Casual Employee (up to 3 months) or a Temporary Contracted Employee (up to 12 months) with an identified end date. If Council approves combining these hours or workload on a permanent basis to an existing part time or full time employee, the following is the appropriate process: 1. Make changes to the affected job description. 2. Have the affected job description re-evaluated by the Job Evaluation Committee (JEC). 3. If the JEC evaluates the job description and no change to the job pay band is necessary, management may, with council approval assign the workload to existing employee(s) within that department. 4. If the JEC recommends a change in the job band and is adopted by Council, the new position must go through an internal recruitment process for a period of 5 business days and follow with an interview selection process.

Reference & Security Checks: A minimum of 3 reference checks (2 employment & 1 personal) should be acquired on successful candidates prior to an official job offer being presented. The Township of Southgate as part of our hiring process requires all new employees to obtain, a criminal records check. In addition a Ministry of Transportation of Ontario drivers abstract may be required where applicable to the job requirements. These requirements will be at the expense of the new applicant prior to the final job offer being completed.

Council Approval: Once the required reference and security checks have been completed and a verbal offer has been accepted by the applicant conditional of council approval, a hiring recommendation must next be approved by council resolution.

Official Job Offer: Once council approval has been received a letter detailing the official job offer can be provided for final acceptance by the future employee detailing:  Position title;  Job Duties;  Employment status (full vs. part time, hours per week, work hours and on call duties if applicable);  Agreed to start date;  Supervisor;  Work location;  Rate of pay;  Vacation pay;  WSIB coverage;  Probationary period;  Performance reviews;

August 1, 2018 Page 5 74  Township of Southgate Policies; and  Copy of job description.

Definitions: Immediate Relative is one of the following:  Parent;  Spouse & children;  sister & brother;  sister-in-law, brother-in-law, father-in-law & mother-in-law; and  son-in-law & daughter-in-law. Note: Spouse shall mean the person to whom an employee is married or with whom the employee is living in a conjugal relationship outside marriage.

Attachments:  “Schedule A” – Dundalk Fire Department, Township of Southgate, Criteria for Eligibility  “Schedule B” – Southgate – Employee Hiring Checklist

August 1, 2018 Page 6 75 Schedule A

DUNDALK FIRE DEPARTMENT TOWNSHIP OF SOUTHGATE

Criteria for Eligibility

1. Must have complete physical examination and return the Recruit Medical Examination Form complete with the signature of a Medical Examiner indicating the candidate is physically capable of performing firefighting duties.

2. Must provide a current criminal background check upon request.

3. Must provide current drivers abstract.

4. Must pass a physical agility test.

5. Must hold a Class DZ licence or acquire a Class DZ licence within six months of completing the probationary period.

6. Must be willing to work in adverse conditions.

7. Must be willing to be on call 24 hours a day.

8. Must be able to work well with others.

9. Must participate in the department training program and enrol in the firefighter curriculum.

10. Must be willing to be on probation for a period of one year with quarterly performance appraisals.

11. Must attend a minimum of 50% of the alarms for the assigned station, 80% of the assigned duty checks and 80% of scheduled training.

I, the undersigned, have read, understand and accept the above minimum eligibility requirements for the position of Probationary Firefighter for the Dundalk Fire Department.

______SIGNATURE DATE

Definition

August 1, 2018 Page 7 76

Firefighter: The firefighter is a front line emergency fire service worker. Operational in nature, the firefighter provides the manual work required to respond and mitigate emergencies. Often placed directly in the way of danger, the firefighter is under the direct supervision of department officers. Firefighters are actively involved in training and may have responsibilities for fire prevention and educational activities. At times, the firefighter endures extreme mental and physical stress as well as temperature fluctuations. Volunteer firefighter is a 24/7/365 days a year position.

NOTE: Successful candidates will be reimbursed for the costs incurred for the medical examination, the criminal check and drivers abstract up completion of the probationary period.

August 1, 2018 Page 8 77 Township of Southgate Phone: 519-923-2110 Administration Office Toll Free: 1-888-560-6607 185667 Grey Road 9, RR 1 Fax: 519-923-9262 Dundalk, ON N0C 1B0 Web: www.southgate.ca

Staff Report CAO2018-095

Title of Report: CAO2018-095 – Southgate Market Check Survey for Council Members, Employees and Student Compensation Report Department: Administration Council Date: August 1, 2018

Recommendation: Be it resolved that Council receive Staff Report CAO2018-095 as information; and That Council direct staff to develop a Council compensation proposal to reflect a neutral impact of the loss of the 1/3 tax free exemption based Council’s present remuneration; and That Council approve the increase of the daily meal allowance to $65.00 per day when outside the Township; and That Council approve increasing the maximum number of conferences per year to 3 for the next term of Council; and That Council direct staff to proceed with acquiring more employee market check data in relation to the employee pay band 5 and 6 positions for review of compensation for these specific jobs in the 2019 budget. Background: Council at the April 4, 2018 Council meeting approved the following motion as a result of staff report CAO2018-042 related to completing an the employee pay grid & Council market check study.

Moved by Councillor Pallister, Seconded by Acting Deputy Mayor Woodbury; Be it resolved that Council receive staff report CAO2018-042 as information; and That Council direct staff to complete work to acquire a current market check information for staff compensation while completing the Council remuneration review from area municipalities for Council consideration by June 20, 2018. Carried. No. 2018-238.

Staff Comments:

Southgate Council Remuneration Southgate staff required more time to complete this task because of delays in acquiring information from municipalities, vacations and our employee changes. We did receive information for a Council Market Check survey from 8 Grey County municipalities, with the other comparators being the Township of Melancthon (Dufferin County) and 3 Wellington County lower tiers.

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Option #1:

 Implement a staff recommendation from the Treasurer’s calculation that would increase the stipends and meeting rates to compensate for the loss of the 1/3 tax provision.  Staff recommend that the daily meal allowance while outside the Township that is presently at $50.00 per day should be increased to between $65.00and $75.00 when compared to others area municipalities, with receipts submitted for all claims.  Another discussion should be related to the number of conferences attended by Council members in comparison to other Municipalities.

Or Option #2:

Develop a committee of 3 Council members or 3 former Council members and/or Southgate ratepayers to review Council’s present remuneration, benefits and the number of conference attended per year for the next term of Council.

Southgate Employee Pay Grid

Southgate received information for an Employee Market Check survey from 2 Grey County municipalities and 3 Wellington County lower tiers. When looking at the comparators our pay bands appear to have larger discrepancies in the pay bands 5 and 6 positions. Staff recommends that a review of the compensation and more market data should be acquired for the pay band 5 and 6 for consideration in the 2019 budget.

Southgate Summer Student Employee Pay Rates

The Township acquired information from 3 municipalities on Student Market Check hourly rates. Overall Southgate’s student hourly rates appear to be competitive in comparison to other comparators.

Financial Implications:

The financial impact to the municipality as a result of this report if changes are made to the Southgate Pay Grid or Council member remuneration would have to be considered as part of the 2019 Budget.

Communications & Community Action Plan Impact:

This report has been written and presented to Council to communicate accurate information to the public. Southgate Goal #1-A – Trusted, Timely, Transparent, Decision Making.

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79 Concluding Comments:

1. That Council receive this staff report as information. 2. That Council provide direction to staff in relation to the compensation market check information received for Council members, employees and summer student compensation/remuneration and the review of Council benefits.

Respectfully Submitted,

CAO Approval: ______Original Signed By____ Dave Milliner, CAO

Attachments:

Attachment #1 - Southgate Council Market Check Report 2018

Attachment #2 - Southgate Employee Market Check Report 2018

Attachment #3 - Southgate Summer Student Market Check Report 2018

Page 3 of 3

80 Township of Southgate Attachment #1 2018 Council Compensation Market Check Report Comparator Comparator #1 Comparator #2 #3 Comparator #4 Comparator #5 Comparator #6 Comparator #7 Comparator #8 Comparator #9 Comparator #10 Comparator #11 Comparator #12

2018 Southgate Council & Board Remuneration Compensations Southgate Blue Mountains Chatsworth Georgian Bluffs Grey Highlands Hanover Meaford Owen Sound West Grey Town of Erin Town of Minto Wellington North Melancthon Populations 7,190 7,025 10,479 9,520 7,688 10,991 21,341 12,518

Mayor Annual Stipend $ 15,565.80 $ 30,999.80 $ 15,717.18 $ 15,721.18 $ 15,718.18 $ 15,719.18 $ 27,900.00 $ 15,720.18 $ 18,496.92 $ 32,822.00 $ 16,728.35 $ 27,000.00 $ 15,715.18 Council Meetings $ 150.00 n/a 156.29 n/a n/a n/a n/a n/a $ 157.78 n/a $ 50.00 n/a n/a Committee Meeting See Below See Below See Below See Below See Below n/a See Below Based on length n/a n/a n/a See Below Full Day Events $ 150.00 $ 110.00 $ 156.25 $ 214.36 $ 163.84 $ 125.00 n/a $ 150.00 $ 157.78 n/a 150 n/a $ 100.00 Half Day Events $ 80.00 $ 75.00 $ 93.77 $ 105.00 $ 87.77 $ 78.00 n/a $ 75.00 $ 87.05 n/a $ 85.00 n/a $ 60.00

Technology provided: From County $3,599.96/year Internet $50.00/mth From County $600.00/year Cell Phone Yes n/a n/a Yes n/a n/a Yes n/a n/a no response From County Yes n/a Tablet Yes n/a n/a n/a n/a n/a Laptop n/a Yes no response Yes Laptop n/a

Number of Conferences Budget set by (3) Conferences per year 2 Conferences n/a n/a n/a n/a No Limit Council n/a and (2) Seminars no response 5 No Limit n/a

Deputy Mayor Annual Stipend $ 12,230.28 $ 21,999.90 $ 10,895.36 $ 10,899.36 $ 10,896.36 $ 10,897.36 $ 22,700.00 $ 10,898.36 $ 10,445.40 n/a $ 13,490.61 n/a $ 10,893.36 Council Meetings $ 150.00 n/a n/a n/a n/a n/a n/a n/a $ 157.78 n/a $ 50.00 n/a n/a Committee Meeting See Below See Below See Below See Below See Below n/a See Below Based on length n/a n/a n/a See Below Full Day Events $ 150.00 $ 100.00 $ 100.00 $ 100.00 $ 100.00 $ 100.00 n/a $ 100.00 $ 157.78 n/a $ 150.00 n/a $ 100.00 Half Day Events $ 80.00 $ 60.00 $ 60.00 $ 60.00 $ 60.00 $ 60.00 n/a $ 60.00 $ 87.05 n/a $ 85.00 n/a $ 60.00

Technology provided: From County $3,599.96/year Internet $50.00/mth From County $600.00/year Cell Phone Yes n/a n/a Yes n/a n/a Yes n/a n/a n/a Yes n/a n/a Tablet Yes n/a n/a n/a n/a n/a Laptop n/a Yes n/a Yes n/a n/a

Number of Conferences Budget set by (2) Conferences per year 2 Conferences n/a n/a n/a n/a n/a Council n/a and (2) Seminars n/a 4 n/a n/a

Councillor Annual Stipend $ 11,117.40 $ 17,500.08 $ 9,824.11 $ 9,828.11 $ 9,825.11 $ 9,826.11 $ 20,700.00 $ 9,827.11 $ 8,704.40 $ 19,733.00 $ 11,332.11 $ 17,000.00 $ 9,822.11 Council Meetings $ 150.00 n/a n/a n/a n/a n/a n/a n/a $ 157.78 n/a $ 50.00 n/a n/a Committee Meeting See Below See Below See Below See Below See Below n/a See Below Based on length n/a n/a n/a See Below Full Day Events $ 150.00 100 100 100 100 100 n/a 100 $ 157.78 n/a $ 150.00 n/a 100 Half Day Events $ 80.00 60 60 60 60 60 n/a 60 $ 87.05 n/a $ 85.00 n/a 60

Technology provided: $3,599.96/year Internet $50.00/mth From Meaford $600.00/year Cell Phone Yes n/a n/a Yes n/a n/a Yes n/a no no response Yes Yes n/a Tablet Yes n/a n/a n/a n/a n/a Laptop n/a Yes no response Yes Laptop n/a

Number of Conferences Budget set by (2) Conferences per year 2 Conferences n/a n/a n/a n/a n/a Council n/a and (2) Seminars no response 3 No Limit n/a

Same as Employee Same as Employee Same as Employee Annual Increases of Council Compensation CPI n/a n/a 2% n/a CPI CPI increases CPI 2.70% increases CPI increases

0.47/km with Max 0.48/km adjusted $800/year internal Council Travel Mileage Same as staff 200.00/mth max. Same as staff $75.00/day n/a 0.47/km 0.55/km Qtrly. 0.48/km 0.54/km 0.51/km 0.50/km external Meals 50.00/day n/a 65.00/day 75.00/day 75.00/day 100.00/day 50.00/day 75.00/day 75.00/day 70.00/day 100.00/day No limit cost Accomodations cost cost cost cost cost cost cost cost cost cost cost cost cost

$6,990.00 Group Life Council Benefits Benefit Information none (Mayor in 2018) OMERS only none none none Insurance Provided none none none none none 50% covered by Benefits paid by: none Yes Yes none none none Yes Municipality none none none none none

Currently surveying with the intent to Will considering Discussions in Incorporating Has Council considered the elimination of the 1/3 increase base this in the fall of favour of an adjustment into tax provision? ? remuneration. No No No Yes No 2018. increase. Stipends Yes Yes Yes

81 Township of Southgate Attachment #2 2018 Employee Compensation Market Check Report 2018 Southgate Jobs Hours Comparator #1 - Municipality of Comparator #2 - Municipality of Comparator #3 - Comparator #4 - Comparator #5 - Township of & Jobs in Red are for Comparison Purposes Pay Band per Week Township of Southgate West Grey Meaford Town of Erin Town of Minto Wellington North MINIMUM MAXIMUM MINIMUM MAXIMUM MINIMUM MAXIMUM MINIMUM MAXIMUM MINIMUM MAXIMUM MINIMUM MAXIMUM

Public Works Manager Band 5 40 $ 37.25 $ 42.33 $ 40.41 $ 50.51 $ 35.86 $ 43.59 39.22 52.29 $ 46.40 $ 58.00

Clerk Band 6 35 $ 35.95 $ 40.85 $ 37.14 $ 46.43 $ 46.44 $ 56.45 42.88 50.15 $ 40.70 $ 50.88 Fire Chief Band 6 35 $ 35.95 $ 40.85 $ 37.14 $ 46.43 $ 42.80 $ 52.02 39.22 52.29 $ 40.70 $ 50.88 Planner Band 6 35 $ 35.95 $ 40.85 Contract Pos. Contract Pos. $ 35.86 $ 43.59 Treasurer Band 6 35 $ 35.95 $ 40.85 $ 40.41 $ 50.51 $ 54.14 $ 65.81 48.27 56.46 39.22 52.29 $ 43.14 $ 53.93 CBO-By-law Enf. Officer Band 6 40 $ 35.95 $ 40.85 JBSG JBSG $ 42.80 $ 52.02 Municipal By-law Enforcement Officer 35 $ 26.94 $ 32.75 29.26 34.23 Deputy Building Inspector 35 $ 35.86 $ 43.59

EDO Band 7 25 $ 33.47 $ 38.03 New Pos. New Pos. 31.95 31.95 EDO 35 $ 35.86 $ 43.59 37.42 43.78 $ 28.40 $ 35.50

Facilities Manager Band 8 40 $ 29.79 $ 33.85 $ 20.87 $ 26.09 $ 35.86 $ 43.59 31.95 42.6 $ 28.40 $ 35.50 Parks and Recreation Officer n/a 34.7 40.6 Librarian CEO Band 8 35 $ 29.79 $ 33.85 $ 30.60 $ 38.27 $ 42.80 $ 52.02 n/a n/a Public Works Foreman Band 8 40 $ 29.79 $ 33.85 $ 20.87 $ 26.09 $ 29.64 $ 36.06 27.97 37.29 $ 26.22 $ 32.77 Water Foreman Band 8 40 $ 29.79 $ 33.85 $ 23.94 $ 29.93 $ 29.64 $ 36.06 29.53 39.38 $ 30.58 $ 38.22

Building Inspector Band 9 40 $ 28.52 $ 32.41 JBSG JBSG 31.98 37.41 25.73 34.3 $ 28.40 $ 35.50 Deputy Clerk Band 9 35 $ 28.52 $ 32.41 $ 32.73 $ 39.78 25.73 34.3 $ 26.22 $ 32.77 Deputy Treasurer-Tax Collector Band 9 35 $ 28.52 $ 32.41 $ 27.63 $ 34.20 25.73 34.3 $ 28.40 $ 35.50

Band 10

Public Works Team Leader Band 11 40 $ 23.54 $ 26.75 $ 23.94 $ 29.93 Water Operator Level II Band 11 40 23.48 31.3 $ 31.16 $ 31.16

Environmental Services Operator Band 12 40 $ 21.08 $ 23.95 $ 24.50 $ 29.77 Administration Assistant - Accounts Receivable Band 12 35 $ 21.08 $ 23.95 $ 20.06 $ 25.07 $ 22.78 $ 27.69 Administration Assistant - Accounts Payable Band 12 35 $ 21.08 $ 23.95 $ 20.06 $ 25.07 $ 22.78 $ 27.69 21.23 28.31 Administration Assistant - PW Band 12 35 $ 21.08 $ 23.95 $ 20.06 $ 25.07 $ 21.70 $ 26.37 21.23 28.31 Payroll Clerk* 35 $ 22.34 $ 27.93 Finance Clerk 35 $ 24.57 $ 24.57 Administration Staff - Building & Finance Band 12 35 $ 21.08 $ 23.95 $ 21.70 $ 26.37 Administration Staff - Building & Recreation 35 $ 23.02 $ 23.02 Equipment Operators - Roads Band 12 40 $ 21.08 $ 23.95 $ 19.55 $ 24.44 $ 22.78 $ 27.69 21.23 28.31 $ 24.92 $ 24.92 Equipment Operators - Roads Seasonal Band 12 40 $ 19.55 $ 24.44 $ 22.78 $ 27.69 18.98 25.31 $ 19.68 $ 24.60 Light Equipment Operator 18.98 25.31 Equipment Operators - Waste Band 12 40 $ 21.08 $ 23.95 $ 19.55 $ 24.44 $ 24.50 $ 29.77 Environmental Services Operator 40 $ 24.50 $ 29.77 Water Operator Level I 21.23 28.31 Facilities Operators Band 12 40 $ 21.08 $ 23.95 $ 22.78 $ 27.69 18.98 25.31 $ 23.02 $ 23.02

Library Assistant-Childrens Services Band 13 30 $ 18.59 $ 21.13 $ 19.83 $ 24.79 $ 20.66 $ 25.12 $ 20.66 $ 25.12 Library Assistant-Youth Programming & Communications Band 13 20 $ 18.59 $ 21.13

Landfill Attendants Band 14 10 $ 16.13 $ 18.33 Landfill Attendants Variable $ 15.98 $ 19.98 Receptionist/Fiancial Assistant 18.98 25.31 $ 23.02 $ 23.02

Crossing Guard Band 15 8 $ 14.40 $ 16.36 $ 14.00 $ 16.18 $ 14.00 $ 14.00 14.49 19.32 $ 16.01 $ 16.01 Library Casual Band 15 6 $ 14.40 $ 16.36 $ 18.04 $ 21.93

82 Township of Southgate Attachment #3 2018 Summer Student Market Check Report

Southgate Southgate Comparator #1 Comparator #2 Comparator #3 Comparator #4 Comparator #5 Comparator #6 2018 Southgate Student Jobs Tenure Under 18 Over 18 West Grey Meaford Town of Erin Town of Minto Wellington North Melancthon

Public Works - Roads Labourer Student Year 1 13.4 14.25 No Data $ 14.70 No Data $ 14.00 No Data Student Year 2 13.65 14.5 $ 15.30 $ 14.25 Student Year 3 13.9 14.75 $ 15.30 $ 14.50

Head Life Guard Student Year 1 15.4 16.25 $ 15.43 $ 16.74 $ 16.50 Student Year 2 15.65 16.5 $ 16.35 $ 17.86 $ 16.75 Student Year 3 15.9 16.75 $ 16.35 $ 18.97 $ 17.00

Instructor & Life Guard Student Year 1 14.15 15 $ 14.70 $ 14.49 $ 14.50 Student Year 2 14.4 15.25 $ 15.30 $ 15.46 $ 14.75 Student Year 3 14.65 15.5 $ 15.30 $ 16.42 $ 15.00

Life Guard Student Year 1 13.4 14.25 $ 14.00 Student Year 2 13.65 14.5 $ 14.49 Student Year 3 13.9 14.75 $ 14.94

Relief Life Guard Student Year 1 13.4 14.25 $ 14.00

Recreation - Summer Student Student Year 1 13.4 14.25 $ 14.70 Student Year 2 13.65 14.5 $ 15.30 Student Year 3 13.9 14.75 $ 15.30

Library - Summer Student Student Year 1 13.4 14.25 $ 14.70 Student Year 2 13.65 14.5 $ 15.30 Student Year 3 13.9 14.75 $ 15.30

Aministration - Summer Student Student Year 1 13.4 14.25 $ 14.70 $ 14.00 Student Year 2 13.65 14.5 $ 15.30 $ 14.25 Student Year 3 13.9 14.75 $ 15.30 $ 14.50

83 Township of Southgate Phone: 519-923-2110 Administration Office Toll Free: 1-888-560-6607 185667 Grey Road 9, RR 1 Fax: 519-923-9262 Dundalk, ON N0C 1B0 Web: www.southgate.ca

Staff Report CAO2018-097

Title of Report: CAO2018-097 – Dundalk Olde Town Building Assessment Part A Brief Report dated July 24, 2018 Department: Administration Council Date: August 1, 2018

Recommendation: Be it resolved that Council receive staff report CAO2018-097 as information; and That Council direct staff to forward the Dundalk Olde Town Hall Building Assessment Part A Brief Report completed by Allan Avis Architects Inc., Goderich, Ontario to Team Town Hall for discussion; and That Council direct staff to seek feedback and a response from Team Town Hall on how they wish to proceed with funding future costs of the Part B Report work, the building project costs and justifying a business/operating plan for sustainable use of the building in the future.

Background: Staff presented report CAO2018-072 at the June 6, 2018 Council meeting where the following motion was approved to award the Dundalk Olde Town Hall Building Feasibility Study Report project:

Moved by Councillor Frew, Seconded by Councillor Dobreen; Be it resolved that Council receive staff report CAO2018-072 as information; and That Council approve the awarding of the Dundalk Olde Town Hall Building Assessment Feasibility Study RFP to Allan Avis Architects Inc., Goderich, Ontario at a cost of $10,970.00 plus HST to receive a Feasibility Study Report of the building requirements and costs. Carried. No. 2018-373

Staff Comments: Southgate staff met with Allan Avis at the Dundlak Olde Town Hall on June 14, 2018 as the initial step to complete an assessment of the building and provide a Part A Brief Report on the condition of the building, in order to provide a budget estimate of the anticipated and recommended building improvements. A copy of the Part A report has now been completed and is included in this staff report as Attachment #1.

Financial Implications: The financial impact to the municipality for this report is $10,970.00 excluding HST, to provide an inspection and assessment report of the required work with cost estimates.

The long term financial impact from the Olde Town Hall Part A Brief Report indicates

Page 1 of 2

84 a cost of $3,567,500.00 plus HST. Discussions with the consultant reported that this price could fluctuate plus or minus 25 percent based on a more in depth Part B Report. The reason for this is the hazmat analysis of $5,000.00 is costed in the report, but not the remediation costs if there are any (could be $100,000.00 to $200,000.00). To receive an more accurate budget costing and a list of priority versus discretionary work a Part B Report would be required with more in depth building analysis by an architect, hazmat specialist and engineering consultant. The cost of the Part B Report would be $17,450.00 plus HST. A copy the original proposal with the details of this work is included as Attachment #2.

It is also important to note that the prices quoted are in mid-2018 dollars and a 5% per year, inflationary increase should be used if budgeting for this project in future years.

Communications & Community Action Plan Impact: This report has been written and presented to Council to communicate accurate information to the public. Southgate Goal #1-A – Trusted, Timely, Transparent, Decision Making. Concluding Comments: 1. That Council receive this staff report as information; and 2. That Council direct staff to forward the report to the Team Town Hall Committee and work with the group where possible.

Respectfully Submitted,

CAO Approval: ______Original Signed By____ Dave Milliner, CAO

Attachments:

Attachment #1 – Dundalk Olde Town Hall Final Part A Brief Report - July 24, 2018

Attachment #2 - Allan Avis Architects Inc. Building Assessment Proposal – May 22, 2018

Page 2 of 2

85 July 24, 2018 AAA Project No. 1748.02

Township of Southgate 185667 Grey County Road 9, RR#1 Dundalk, Ontario N0C 1B0

Attn: Dave Milliner, CAO

Re: Part A - Brief Report Building Assessment and Feasibility Study Dundalk Olde Town Hall, 80 Main Street East, Dundalk

Dear Mr. Milliner

Attached is Part A - Brief Report for the Building Assessment and Feasibility Study of Dundalk Olde Town Hall.

The building assessment was conducted by Architect only and did not involve engineers or other specialized consultants that would normally participate in a comprehensive Building Condition Assessment Report.

Commencement of Part B Comprehensive Report is awaiting your direction.

Please contact us with any questions or comments.

Yours truly

Allan Avis

B Arch, OAA, MRAIC, CAHP

Attachments: 1986 OBC definition of “stage” BCC Ruling #97-16-558, dated 28-May-1997 BCC Ruling #00-38-770, dated 10-Aug-2000 BCC Ruling #10-03-1239, dated 21-Jan-2010

S:\00 - ACTIVE JOBS\1748 Dundalk Olde Town Hall Study\Report\20180724 Dundalk Olde Town Hall Final PART A Report.wpd

60 West Street T 519 524 5313 Goderich Ontario N7A 2K3 www.AllanAvisArchitects.com F 519 524 5253 86 Part A - Brief Report for the Building Assessment and Feasibility Study 24-Jul-2018 85 Dundalk Street, Dundalk Ontario Page 2 of 18

Executive Summary The Olde Town Hall building is generally in reasonable condition for a building of its age. The building will require a range of building envelop maintenance and repair work, including: site drainage, foundations, above- grade masonry, flat roofing replacement, building structure, windows, doors and painting. Building interiors could benefit from finish upgrades. A significant increase in toilets is required to serve the building’s population, especially if use of the assembly hall be reactivated.

It is uncommon for an existing building, especially one that is 113 years old, to be updated to fully comply with current Codes. Codes recognize this dilemma and have generally adopted “reasonable accommodation”, “compliance alternatives” and “acceptance by authority” as a means of finding a reasonable balance of public safety, owner risk, limitations presented by existing conditions, practicality of implementation and retention of heritage building fabric.

Although the 2nd floor performance hall has historically been referred to as a “theatre”, it is not a “theatre” as defined in the Ontario Building Code. This matter is discussed on Page 14 of this report.

For the Olde Town Hall building, life-safety systems must be installed and/or upgraded for Code compliance and to satisfy the standing 2013 Fire Safety Inspection Report, which resulted in closing the second story performance hall. Work will involve: hazardous building materials audit, adjustment in space use, installation of fire separations, early warning and evacuation systems. Existing fire escapes, from second floor, require upgrading or replacement. A building-wide fire sprinkler is recommended as a compliance alternative to basic prescriptive Code measures, which will also provide enhanced occupant and property protection.

The existing building cannot be considered as barrier-free and accessible. Accessibility is a legislated requirement and a necessity for a civic facility. It is recommended that the existing exterior ramp be replaced and new, properly sized and equipped access door provided. Doors throughout the building require enlarging and installation of appropriate hardware. At least one universal washroom is required. A passenger elevator is required to provide proper, dignified access to the second storey performance hall.

Incorporating changes to address interior circulation, accessibility and washrooms, will occupy much more of the first floor, thereby reducing space available for tenants. This will bring the discussion regarding nature of building uses and occupancies to the forefront.

The cost to preserve, maintain and upgrade the building is significant. The list of Anticipated and Recommended Building Improvements, starting on Page 16, indicates that the general magnitude of construction cost will be approximately $3.6M. Prorated over the existing 6,340 sq.ft. of useable floor area, the budget cost is approximately $578/sq. ft. As high as this cost is, it is not outrageous in today’s renovation construction market and it is possible to rationalize this level of investment in an existing quality property that is highly utilized and holds special value to the community.

Work Outlined, in the table later in this report, includes a wide range of required, optional and generally recommended repairs and upgrades. Not all of the identified work items have to be completed to allow for safe and comfortable public use of the building. If authorization is granted to proceed with PART B report, the Implementation Plan can be presented to distinguish work items that are required for Code or other reasons, and items that are recommended, as voluntary upgrades, for particular reasons.

87 Part A - Brief Report for the Building Assessment and Feasibility Study 24-Jul-2018 85 Dundalk Street, Dundalk Ontario Page 3 of 18

Purpose of this Report In this Study, the building will be considered “infrastructure” and the existing occupancies will be considered “tenants”.

The purpose of this Study is to provide a preliminary assessment of the existing building’s infrastructure to assess its general condition and to report our observations, analysis and recommendations, for various building systems, for continued use of existing occupancies at first floor and reinitiating operation of second floor performance hall.

For the purposes of this Study, the wall facing Main Street East is considered to face south.

Mandate for Report - PART A The contracted mandate for this report states:

Architect, only, will conduct a preliminary visual review of the existing building infrastructure to assess its general condition. The visual review will be executed from grade level and from interior floor levels. No elevated platform access is anticipated.

A Brief Report will be prepared following the site visit, consisting of observations, analysis and recommendations, regarding the following building systems: < Building enclosure (walls, windows, doors and roofing) < Interior finishes < Life safety systems < Accessibility < General impression of building structural, mechanical and electrical systems < Building Code compliance of building for existing uses < Fire Code work orders < Budget construction costs for recommendations

Commencement of PART B - Comprehensive Report, is pending to additional authorization.

General Observations are based on a single site visit, conducted 14-Jun-2018, with visual review from grade level and from interior floor levels. No elevated platform access or invasive testing was involved.

Architect only was involved in the preliminary visual assessment; no engineers or specialized consultants participated.

Codes frequently referenced in this report include: OBC 2012 Ontario Building Code (current issue) 1986 OBC 1986 Ontario Building Code, that is directly referenced in the OFC OFC 2007 Ontario Fire Code

88 Part A - Brief Report for the Building Assessment and Feasibility Study 24-Jul-2018 85 Dundalk Street, Dundalk Ontario Page 4 of 18

Brief Building History Dundalk Olde Town Hall, located at 80 Main Street East in Dundalk, was constructed in 1905. The one-storey addition at the north end of the building was constructed during the mid-1900s and has been used by the fire department and later by police services until 1963. The belfry was removed in 1964 and was subsequently replicated and reinstalled in 1982.

The following, previously prepared documents were reviewed as part of the report process: < History of Dundalk Town Hall 1905-2005 booklet, published by the Olde Town Hall Board of Management, < Building Condition Assessment (Initial Report) for the Olde Town Hall, prepared by Facilities Manager Kevin Green, dated 2013, < Fire Safety Inspection Report, prepared by John Thompson of the Dundalk Fire Department, dated 10-Dec- 2013, < Dundalk Olde Town Hall Inspection report, by RV Anderson Associates Limited, dated 16-May-2014, < Dundalk Olde Town Hall Renovation Task Force Report, prepared by Facilities Manager Kevin Green, dated 2014, < Facilities Comprehensive Inspection Report, prepared by Facilities Manager Kevin Green, dated 10-Dec- 2015, < Dundalk Olde Town Hall Renovation Report 2017, prepared by Facilities Manager Kevin Green, dated 2017.

Heritage Designation The Village of Dundalk designated the Dundalk Olde Town Hall as being of architectural and historical interest in By-Law 1040, dated 21-May-1987.

In the By-Law, Dundalk Town Hall is recommended for designation “for architectural reasons, as it is an early example of rural public design; skillfully using local craftsmanship. Historically, the building has served as a focal point for activities, and as a civic symbol for more than eighty years, being built in 1905.”

Any work at the site should be respectful of the designation and will require review by the local Heritage Committee.

89 Part A - Brief Report for the Building Assessment and Feasibility Study 24-Jul-2018 85 Dundalk Street, Dundalk Ontario Page 5 of 18

Current Building Size and Uses Floor Level Approximate Existing Use Gross Floor Occupant Area Load sq.ft. (m2) (Persons) Balcony 550 68 OBC Group A2 Assembly Occupancy. (51.1) Balcony with 68 fixed seats. Second Floor 2,705 147 OBC Group A2 Assembly Occupancy. (251.3) Performance hall with 147 fixed seats, elevated performance platform, at north end, and control booth/storage at south end. 2nd Floor “theatre” is original to the building but has had some renovations and upgraded seating in past years. First (Main) 3,300 Two leased tenancies, roughly subdivide the east and west halves Floor (306.6) of the original building floor area: 25 OBC Group A2 Assembly Occupancy, in the east half floor, is a childcare provider at 30 sq.ft. (2.8 m2) per child (or license limit) of unobstructed floor area; and 8 OBC Group D Personal Services Occupancy, in the west half, is an office occupancy (Community Care Access Centre), at 100 sq.ft. (9.3 m2) per person. 6 The one-storey northern addition is currently unoccupied but was last used for a Personal Services Occupancy at 100 sq.ft. (9.3 m2) per person. This floor area is approximately 16" lower than the main floor elevation. Two, single occupant public washrooms are accessible to all three 1st floor tenant suites and also have secured direct access to the side street. Basement 2,485 0 Unfinished basement provides unoccupied space for utilities and (230.9) storage. Total 9,040 254 (839.8)

Building dimensions and area calculations are approximate and are based on preliminary, on-site recording of dimensions. Detailed measurements are required to verify accurate floor area calculations and structural support systems.

90 Part A - Brief Report for the Building Assessment and Feasibility Study 24-Jul-2018 85 Dundalk Street, Dundalk Ontario Page 6 of 18

Building Enclosure and Structure The original brick Town Hall building follows the form, character, material use and structural system, typical of Southern Ontario civic buildings from the turn of the last century.

Visually, from the exterior, wall and roof lines appear to be true, straight and plumb, suggesting the structural “bones” of the building have stood the test of time. As with most buildings of this age, portions of interior structures (bearing walls, beams and columns) have been subject to modification throughout the years.

Three riveted steel trusses support the wood roof structure above the performance hall. The steel trusses appear to be sectional components that were retrofitted in place and may have replaced original wood hammer-beam mainframes (a more typical type of structure to that time); further research is required to confirm this. It is unusual that the bearing plates and truss ends are visible at exterior brick wall face. The steel trusses are placed at but ends of timber roof purlins, which would be consistent with the location of earlier timber frames. It is unusual that some truss bearing points, at exterior walls, are located directly over window openings. Normally main frames or trusses bear over substantial sections of walls, often reinforced with buttress piers.

Buildings of this type of construction technology typically require roof reinforcing to counter natural aging, provide robust resistance to wind storms and the capacity to tolerate increases in design snow loading. This work usually involves sistering new members alongside existing rafters and purlins, installing screw-fastened clips, to connect rafters to purlins, bolted connectors between purlins and trusses, and upgrading anchorage between roof framing members and masonry walls. In some cases, tie-rods are required to span the width of the roof to increase resistance to roof thrust.

The second floor structure, for performance hall and elevated performance platform, has been reinforced with steel beams and columns, bearing on concrete buttress piers at basement. The steel beams, visible above first floor ceiling, appear to be “lifting beams” commonly used by building moving contractors. Joints are welded connections. It appears that structural steel tube (HSS) columns are embedded behind the gypsum board and T&G wood pilasters at first floor level. There was no detectible bounce in the floor of the performance hall.

The wood floor structure, in the front entry foyer, moves under foot traffic, indicating potential deterioration/rot of floor framing. Tracking in of snow, water and salts is the main contributing factor to this area of deterioration.

As pointed out in earlier reports, sections of some wood framing components and timber beams have been compromised when mechanical and electrical systems were installed. A detailed review of the structure should be completed by a Structural Engineer, experienced in assessing and renovating older buildings.

Red coloured bricks, in south (front) wall of Town Hall, are not original but were installed at a later date to replace the original orange coloured brick. The red bricks are larger units that do not match the original brick coursing nor do they have rowlock courses.

Face wythe of orange brick is laid in common bond pattern, with rowlock header courses at every sixth course. Brick walls are three wythes thick and all exterior walls are considered to be load-bearing. Exterior brick masonry and mortar appear to be in fair to good condition; with the following exceptions: < Localized pointing of mortar joints and replacement of spalling brick units is required throughout exterior masonry, for approximately 25% of wall surface area. Lime-rich mortar and reclaimed brick units are recommended for repairs. < Masonry arches in south wall have partially failed or settled, resulting in stepped cracks through mortar joints. This condition is essentially a structural failure and will eventually require repair. < Exterior brick at bottom of walls, at south entry lobby, is severely deteriorated with visible efflorescence, void mortar joints, loose brick units and delaminating/deteriorating brick units. The concentration of brick damage at bottom of walls, abutting exterior concrete stair and landing, indicates that water, salt and freeze-thaw cycling are likely the major contributing factors. This area will require removal of damaged masonry, localized disassembly, to determine extend of damage, and reconstruction. Ideally, a stone or

91 Part A - Brief Report for the Building Assessment and Feasibility Study 24-Jul-2018 85 Dundalk Street, Dundalk Ontario Page 7 of 18

manufactured concrete product should be installed, providing greater durability from these conditions. A damp-course membrane should be provided between new stone/concrete material and surrounding brick masonry, to prevent moisture migration. Chloride-free deicing products are recommended for stairs and landing. < Brick at south concrete stair and landing has visible efflorescence. In combination with masonry repairs and replacement at south entry lobby walls, it is recommended that stone or precast concrete units be installed to replace the brick masonry at south wall of landing. Dampproof coursing should be incorporated to restrict migration of chlorides through the replacement masonry. < Brick chimney has been previously rebuilt. The brick masonry requires repair once again. It appears that the chimney may be redundant and could be removed to avoid ongoing maintenance. If retained, the three chimney pots could be removed and the chimney capped with membrane underlayment and lead-coat copper cap flashing.

It is recommended that invasive testing of wall core masonry be executed a two or three locations. This testing will verify competency of the masonry wall, through its thickness. A skilled masonry restoration contractor would be engaged to carefully remove and reinstall brick units at selected locations.

Stone foundation consists of coursed stone units and appears to generally be in fair condition. The following foundation work is anticipated: < Pointing of 100% of above grade mortar joints in foundation walls. < Dig test pits adjacent to foundation, at two locations, to verify condition of below grade stone wall. Pointing of some or all of the foundation wall may be required. < Open and foam-filled mortar joints, around basement windows, should be cleaned out and filled with mortar. < Remove inappropriately hard and impermeable cement-rich parging, smeared over portions of above-grade stone foundation walls. < Partial reconstruction, may be required, of foundation at north-west corner (near gas meter), which has experienced sever erosion due to uncontrolled discharge of downpipes.

Basement windows serve little practical use at this time. The windows could be infilled with masonry and window wells removed for reduced maintenance, improved site drainage and increased building security.

Asphalt shingle roofing, at upper roof, was last replaced in 2009. Shingles are lying flat without noticeable granular loss. There were no missing shingles observed. Membrane underlayment is visible through gaps in roof sheathing boards in attic. The roof has approximately six mushroom style vents, near the ridge. Eave venting was not confirmed. Venting of roof space is required to maximize roofing service life. Based on performance, to date, it should be reasonable to expect that the existing asphalt shingle roofing can provide another 10 years of service life.

Painted finish on wood components of belfry has deteriorated, leaving raw wood exposed to elements; repainting is required.

Flat roofing, at south entry lobby, has recently been covered with a single-ply roofing membrane, secured with mechanically fastened perimeter retainer bars. It is reported that this membrane was installed as a stopgap measure to arrest roof leaks through the pre-existing roofing system (which remains below the newer membrane). The roof should be accessed to allow a thorough review. It is anticipated that the existing roofing systems should be removed, new sheathing installed, covered with a 2-ply modified bitumen membrane roofing system.

Rain gutters at eaves are standard, residential grade, 5" K-style aluminum gutters, secured with nails and ferrules. Purpose-made internal brackets, with screw fasteners, are recommended to reinforce gutter anchorage. Soffits are prefinished aluminum. Gutters require periodic cleaning.

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Rainwater downpipes should be replaced and reconfigured to prevent splashing onto walls. Downpipes should be check for splits and leaks. Ideally, the downpipes should discharge to storm sewer via in-ground pipe system (if allowed by municipality), or have suitable surface drainage systems to flow water to the street. If the site has good draining soils, an on-site French drain system could be considered.

Vented wood louvres, at south gable, contains wood blades that have a unique scroll-cut lip. Retaining the exiting louvres will involve some replacement components, wood repair/replacement/consolidation and repainting. New insect and rodent screens will also be required on attic side. A soldered metal baffle is recommended on attic side, to prevent weather entry. Interestingly, only the upper four feet of the louvres are present in the attic, the remaining height is concealed in the south balcony wall. This condition should be reviewed, up close, to determine how the wall behind the louvre is weather-proofed.

East and west exterior steel fire escapes, from second floor level, are generously sized and appear to be in reasonable condition. Only minor localized rusting was observed at painted steel components. Jumping action did not generate noticeable bounce or vibration at upper landings or at stair runs. Wall anchorage, steel support legs and foundations should be reviewed by a Structural Engineer. Guard and handrail do not appear to fully comply with Code and upgrades will be required. It may be more economical to replace the existing fire escapes with a new galvanized steel system, incorporating smaller landings (especially if exit double doors are replaced with single doors), support brackets and/or posts and foundations, and fixed stairs with handrails at two sides. Hard-surfaced sidewalks should be provided from fire escapes to the street, to facilitate winter maintenance of egress.

Existing steel ladder, on south exterior wall, should be removed. This would have been a form of emergency egress from an earlier time, when the entry lobby had a perimeter balcony above street level.

A semi-mature deciduous tree, located at southwest corner of property, is rooted within 8' of foundations. At a minimum, the tree should be significantly pruned to a smaller canopy and maintained in that fashion. Alternatively, the tree should be removed to avoid root damage to foundation and to allow for better drying of masonry walls, currently shaded by the tree. Removal of the tree would also provide a stronger presence of the building at the street.

South exterior steps, to east suite, consist of timbers, infilled with unit pavers. A welded steel railing system is provided at both sides of steps and landing. Bottom riser has reduced height, posing a potential trip hazard. This could be rectified by regrading the unit paver sidewalk to delete the short bottom riser. If the recommended foundation renovations are implemented, replace the existing timber and unit paver steps with new precast concrete stair/landing, complete with low maintenance prefinished aluminum railing system.

Most windows in the original building appear to be original, wood windows with uninsulated, single glazing. Performance hall fixed windows have clear or cathedral coloured glazing set in lead caming. All of the wood windows require repainting; many will require repair and restoration prior to painting. Existing windows in north addition are newer prefinished, insulated glass units. A detailed window assessment is required to verify condition of existing wood units. It is most often feasible, economically viable and historically appropriate to retain existing wood windows. Replacement windows can be considered as an alternative.

Windows in the south wall of the balcony elevation are leaded windows, square cut cathedral glass, without any interior or exterior glazing provided. Open air gaps noted at lead caming allows uninhibited air flow between the interior and outdoors.

Second storey windows have generally been retrofitted with exterior, residential grade, aluminum storm windows. First storey windows typically have removable wood sash storm windows. Leaded windows should be more closely examined. It is generally recommended that the cavity between exterior, protective clear glass and leaded-glass panel be ventilated to the exterior or the interior, to prevent the interstitial space from superheating, causing weakening of lead caming. Upgrading storm windows (at interior or exterior) is a sensible means of increasing comfort and energy efficiency.

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Exterior doors are a combination of aluminum and hollow metal. Interior doors are a combination of hollow metal and wood. Doors in required fire-rated assemblies, require fire-rating, latching hardware and automatic closers. Exterior aluminum door, at south entry lobby, operates as a push-pull door and is locked with a single cylinder thumb-turn dead lock. The door measures 36" wide, with clear of 33 3/8" and is equipped with a continuous hinge. This door is an exit door and should be equipped with rim-latch panic hardware to provide full-time egress. Many existing doors will have to be replaced as they are in barrier-free paths of travel and are currently too narrow.

The building is assumed to have minimal, if any, thermal insulation. Blown-in insulation is present at the flat section of performance hall and elevated performance platform ceiling. It is unclear if the cathedral portion of ceilings are insulated and ventilated. It appears that first floor walls, with more recent gypsum board finish, are strapped with 2x4 wood studs and cavities filled with fibreglass insulation.

Incorporation of insulation in historic, mass masonry building is not a Code requirement and introduction of insulation has to be carefully considered. Type and quantity of insulation is a fine balance. Too much of the incorrect insulation will negatively impact ability of the masonry wall to maintain a healthy temperature and to dry quickly after wetting.

Interior Finishes Interior side of exterior brick walls are generally painted plaster over wood lath and strapping. The strapping, lath and plaster assembly is approximately 2 ½" in thickness. Plaster finish has been replaced throughout most of first floor with gypsum board.

Flooring materials include tongue and groove wood, vinyl composite tile, sheet vinyl and carpet. Carpets, at south entry lobby and stairs, and in west first floor tenant suite, is rippled, packed torn and worn, and should be replaced. Other existing floorings are in reasonable condition.

Wall finishes are primarily painted plaster and gypsum board, with some areas having pressed metal and wood tongue and groove wainscoting.

Ceiling materials include pressed metal, painted plaster, painted gypsum board and suspended lay-in tile.

Wall and ceiling finishes are generally in fair condition. Flaking paint, at performance hall ceiling, requires testing, as mentioned elsewhere in this report.

Portions of south entry lobby flooring move under foot traffic. Deterioration and rot of wood floor structure is suspected, due to tracking in of snow, water and deicing salts from exterior porch. No access is available to the crawlspace below to review existing conditions. It is apparent that the floor structure will require replacement.

A residential style, chair-glide system was previously installed from the entry lobby to performance hall, in an attempt to address accessibility. This equipment was maintained by Davidson-Hill Elevators, prior to closing of the second floor to use. A chair-glide is not considered appropriate for a public assembly building. It does not provide accessibility for the majority of potential users and it involves significant risk when transferring persons to and from the chair. There is also the matter of manually transporting mobility devices up to the second floor for continued travel. The permanent rail for the glide reduces the effective stairway width and could pose a trip hazard, especially in an emergency egress situation.

The elevated performance platform has newer, tongue and groove wood flooring, painted gypsum board ceiling and walls, and electric baseboard heating. The original elevated performance platform is still visible, but has been built over with a new projection made of 2 x4 framing and paneling. The space below the elevated performance platform projection is used for storage.

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The tongue and groove, natural wood floor throughout the performance hall is raked up, approximately 16" from elevated performance platform to south performance hall wall. Fixed chairs with folding seats are relatively new and are generally in good condition. The ceiling height at elevated performance platform is 16-3 ½"; at performance hall floor, immediately forward of elevated performance platform, the ceiling height is approximately 19-7".

There is a single stairway up to the balcony. Stairs are relatively steep with turning winders at top of stair run. Treads are approximately 9" in total depth (including the nosing) and rise is 8".

The guard around the balcony stair opening is a wood post system, with turned spindles and oak top rail. Spacing between spindles exceeds the currently allowed 4" open space and the guard is not 42" high from floor. This guard does not appear to provide OBC complaint resistance to lateral forces and will require overall upgrades. It is recommended that continuous handrails be installed, at both side of this stair, to help counter the steepness of the stairs. The handrail may sweep wide around the top of the stair to ensure persons take a foothold through the deeper sections of turning winders.

The balcony has six riser platforms for aisles and seating; there are three riser platforms from railing to riser #4 cross-aisle, and another two risers up to the south wall. Significant amounts of paint flakes were observed on the balcony floor. The paint flakes have delaminated and fallen from the painted, pressed metal ceiling. It is not uncommon to find that paint coatings on historic metal ceiling are lead containing paints. Samples of the paint should be laboratory tested to determine if lead is present. In the meantime, areas with paint flakes should not be disturbed, to limit health concerns.

The bottom chord of steel truss, at balcony, is placed low, relative to balcony floor, and creates a risk of persons hitting their heads on the chord when being seated at front the row near the wall. It is advisable to remove the seats that allow this condition.

The guard at the front of the balcony consists of tongue and groove pine boards with an oak top rail. Lateral resistence to movement, by hand force, seems to be fair, however, an engineer will have to confirm adequacy. The guard measures 25" in height. OBC 3.3.2.8. requires that the guard be 30" high in front of fixed seats and 36" high at the foot of steps at front row seats. Any deficiency in lateral resistence can be addressed when the guard is modified to provide required heights.

Basement has a poured concrete floor, brick columns (measuring approximately 16" x 16") supporting two beam lines that run north-south. There are three brick piers for each beam length. Basement ceiling joists and timber beams are exposed. At the northeast corner there is a poured concrete cistern that is reported to date back to the time when there was an adjacent fire hall (the cistern was the water reservoir for refilling the firefighting pumper).

Main electrical service equipment is located in a room at the southeast corner of building. The primary service panel is 400A with disconnect, feeding a splitter box. One adjacent sub-panel is located in this room and two distribution panels are located elsewhere in the building. A manual transfer switch is provided with a twist-lock cable to connect a portable backup power generator. An access port is provided through the foundation wall to feed the cable to the side yard.

Relatively high levels of humidity were present in the basement during our site visit. The two residential style dehumidifiers, located near the furnace, simply do not have sufficient capacity to make a real difference in controlling basement humidity levels. Addressing these conditions may require a number of interventions, which may include, installing industrial dehumidifiers, excavating foundation walls at exterior, replenishing mortar between stones or installing a concrete dead-wall, installation of waterproofing and drainage system, installation of clay dams subgrade, surface grading and materials to control runoff and discharge from rainwater leaders.

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In addition to signs of water seepage and potential rising-damp at foundation walls, there is evidence of significant accumulation of mortar fines at toe of walls. Mortar fines on the floor is generally directly related to breakdown of solid mortar to constituent components, most frequently due to moisture associated deterioration.

First floor brick vault walls, at the southwest corner of building, are supported on rubble stone foundation walls. At first floor level, the brick walls and vaulted ceiling are finished with a cement or lime parging.

The exterior basement entrance, concealed by the wood cellar door in the east yard, consists of a wide sloped concrete ramp, leading to an oversized wood door in the foundation wall. It is reported that, in early years, the local police constable brought his horse down a ramp into the basement, where there was a stable. The horizontal wood plank doors in the yard are unlikely to have sufficient structural strength and they are problematic related to weather and water entry. As an alternative to replacing the existing doors, if this access in not used, or only used infrequently, a secondary weathertight, structural access door could be installed below the plank doors.

The water service, accessing the west wall of the basement, appears to be ½" copper. The water meter and various valves/back-flow preventer are provided at the entry point. The adjacent sump pit is without a pump and appears to simply be a recess in the soil below the floor slab, covered with a floor grate. The floor appears to have a natural slope to the pit, reinforced with a rough, shallow drainage trench cut into the concrete. There was a noticeable amount of water and water staining on the floor, emanating from furnace area. The primary source of water appears to be a severely deteriorated copper fitting that connects the PVC condensate pipe and the cast-iron soil stack.

The furnace is a relatively new, gas-fired Lennox unit, direct-vented, PVC pipe issue, installed on a housekeeping pan. Water heating is electric, Cascade 40.

The two, west-facing basement windows have ½" thick, Lexan panels, mechanically fastened to the inside of wood frames. The Lexan is cracked and broken at some screws.

The quantity of toilet fixtures and distribution of washrooms will require detailed review. Based on currently provided seating capacity at the performance hall, approximately 3 male and 5 female toilet fixtures are required. It may be possible to design the main floor to allow other tenants use of these same washrooms. Otherwise, more ensuite toilet fixtures will be required to service tenant spaces. Specially designed child washrooms are normally required for child care facilities. Public washrooms, directly accessed from the street, involve an increased level of security concerns.

Door hardware and clear widths of doorways require detailed review for compliance.

Recommendations regarding public washroom and general/barrier-free accessibility will require significant changes at the first floor. The resulting reallocation of space use may reduce the first floor from three suite to two suites.

Life Safety Systems The performance hall and balcony provide for occupancy of more than 150 persons, above the first storey. Therefore, per, 1986 OBC 3.2.4.1.(1c), an automatic fire alarm system is required. There currently is no fire alarm system in the building.

Lighted exit signs and battery powered emergency lighting devices are provided throughout the building. Subject to a detailed review by Electrical Engineer, the following modifications are anticipated: < The exit sign, with emergency lighting heads at balcony, should be relocated to the stairway. A double- headed emergency light should be installed at the current sign location. < The exit sign with emergency lighting heads, at sound control booth (rear of performance hall), should be relocated to be at the stair landing beside control booth. This equipment should be tested regularly and results logged.

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Replacement of exterior steel fire escape is recommended elsewhere in this report.

Accessibility The existing building does not comply with accessibility standards. For example, the property lacks compliant, designated street parking adjacent to the site, barrier-free access into the building, paths of travel throughout the building, elevating device to second floor and washroom facilities.

When operating, the second floor performance space is open to the public and the building is therefore required to comply with the Accessibility for Ontarians with Disability Act (AODA). Having said that, Codes, Standards and most people, recognize the principal of “reasonable accommodations” when applying such standards to existing buildings.

Doors in barrier-free path of travel are likely to require replacement with wider doors and/or installation of swing-clear hinges. In a public building of this type, it is recommended that all door hardware be changed to lever style. The building area is greater than 300 m2 and, therefore, a power door operator is required for the barrier-free entry door.

The exterior concrete ramp, in east yard, is sloped approximately 7.3% (3 ½" over 4'). The maximum allowable ramp gradient is 8%, therefore, the existing slope is compliant. The width of the ramp also appears to be compliant, at 35" between curbs, however, landing sizes and the absence of a full railing system are noncompliant.

The entry door, at top of ramp, accesses the east suite directly. This door is not equipped with lever door hardware. The public washrooms are then accessed through an interior door and by exterior steps.

Existing washrooms are not sized or equipped to comply with accessibility standards. At least one universal washroom will be required in the building.

As discussed earlier in this report, the exiting chair glide in south stairway does not provide the level of accessibility that is expected in a civic facility. The chair glide system should be removed and replaced with a passenger elevator; a more appropriate and dignified form of vertical transport. Construction of the hoistway should be located to exterior of the existing building to avoid reduction of existing floor area. The hoistway would ideally be located in the alley at west side of Olde Town Hall, avoiding the higher visibility south and east facades (it will have to be verified if the alley is a legal, shared right-of-way and if so, could that be changed to allow for an elevator addition). The elevator should be designed to access at least the first and second floor levels. A location and design for an elevator addition, including street level vestibule would require a design study that is beyond the scope of this report.

The existing building, in general, is deficient at main floor level in terms of accessibility and is essentially inaccessible with regard to the performance hall floor levels when reopened to the public.

General Comments on Mechanical and Electrical Systems The existing centralized, gas-fired furnace was installed in 2011. Air distribution ductwork, throughout the building, is interconnected, crossing between common spaces and tenancies and crossing required fire separations. This type of furnace system cannot satisfy the ventilation requirements for the second floor performance hall. The centralized furnace system will also have challenges satisfying individual tenant needs. For reasons of ventilation requirements, comfort and energy efficiency, it is anticipated that individual air delivery systems should be provided for each of the main floor tenants and for the second floor theatre.

Assembly performance hall requires a significant amount of fresh air ventilation to comply with Code. These fresh air requirements are most effectively achieved using commercial grade, packaged HVAC equipment. The air conditioning, normally included in such equipment, allows for comfortable use of the performance hall during warm weather and increases potential for year-round use. Installing air conditioning in uninsulated, vintage buildings has to be carefully designed to avoid causing damage by reverse vapour drive through mass masonry walls.

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Electrical service, main and sub-panels, was upgraded in 1999 to 400A service with all new breaker panels. This size of service should be adequate for most anticipated needs of building occupants.

Significant modifications should be expected for washroom facilities throughout the building and will include new sanitary sewer from building to street (unless there are records of sewer upgrades having been completed in recent years).

The basement experiences elevated levels of humidity. Water seepage through the foundation wall is a significant contributing factor. A severely deteriorated copper elbow, connecting the furnace condenser pipe to the sanitary stack, is the cause for water leakage at the floor adjacent to furnace. Prior notice was provided to Facilities Department to immediately repair this pipe connection.

Hazardous Building Materials Provincial law (Bill 208) requires that a building owner survey and know the presence of all designated substances, including asbestos, on a property and in a building.

A building of this age is likely to have some of the scheduled “designated substances”. A room-by-room survey should be conducted by a certified Industrial Hygienist to comply with Provincial regulations and laws.

Building and Fire Code Compliance with Existing Uses The Ontario Fire Code (OFC) has the power to require retrofits for unsafe conditions in existing buildings.

Requirements of the Ontario Building Code (OBC) are typically triggered by building construction or change of use. Otherwise, the OBC has few retrofit powers and an existing building is generally “grandfathered” forward as-is.

Important Code criteria: < OBC Part 11 Renovation and OFC Part 9 Retrofit apply because this is an existing building. < The building faces 2 streets and contains multiple occupancies. < OBC Hazard Index for a mid-sized building, containing a more restrictive A2 Assembly Occupancy, is HI4. < OBC Construction Index is CI1 because existing first and second floor assemblies generally provide no fire-rating. < If existing occupancies remain, it could be argued that there is no change of occupancy and, thus, the OBC typically allows for “match existing” conditions for most building systems. A limited number of critical building systems are excluded from the “match existing” relief. < However, as the second floor spaces approach five years of non-use, the OBC normally considers the second storey space as vacant with no occupancy. Consequently, any space use will invoke Additional Upgrades in compliance with OBC Tables 11.4.3.4.A. and 11.4.3.3. Required upgrades are 45 minute fire- resistance rating at undersides of first and second floor structures and at supporting structural elements, and a zero fire-resistance rating at the roof structure. Alternatively, the above assemblies may be protected with a fire sprinkler system. < Fire-rated separations and closures are also required at: - 1 hr fire-resistance rating at horizontal and vertical suite separations (OBC 3.1.3.2.(1)). - 1 hr fire-resistance rating at mechanical service rooms (OFC 9.2.2.3.(2)). - The above 1 hr fire-resistance ratings can be reduced to 30 minutes if the building has a fire sprinkler system that is connected to a monitored fire alarm system (OFC 9.2.2.2.(2)(b)). < The Fire Department can be asked to accept a fire sprinkler system as a compliance alternative for the above two requirements for fire separations. A sprinkler system would avoid extensive renovations required to install contiguous gypsum board ceilings and wall protections. Plus, a sprinkler system provides for early detection, suppression and containment in the event of fire. These are significant benefits in terms of life- safety and property protection. < The existing balcony has 68 seats and requires two means of egress from the balcony. If eight seats were removed and a sign posted to limit the occupant load to not exceed 60 persons, then a single egress complies with OBC. Furthermore, because the stairway from balcony to second floor is an existing condition, the Code does not require it to be replaced to remove its winders or to modify its steep slope.

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< Second floor performance hall and balcony have three egress doors. The east and west egress doors, to fire escapes, are double doors that extend well beyond the original single window opening that the doors are hosted in. The unusually large upper landing of the exterior steel fire escape is likely due to door swing clearances onto the landing. Double doors and enlarged landings are unnecessary to comply with Code. There are three, existing designated egress doors from the performance hall. It appears to be feasible to modify the existing fire escape doors to single doors, reverting back to the original window opening width and reducing the fire escape landing area. Reconstituting the removed portion of masonry wall would be beneficial from a structural standpoint as well as being aesthetically and historically appropriate. < Fire escape landings and stairs are exposed to unprotected window and door openings in walls below. According to OFC 9.2.3.10. & 1986 OBC 3.4.7.13(1), protection of these openings is not required because the fire escape does not serve storeys above the second storey. < The performance hall and balcony provides for occupancy of more than 150 persons above the first storey. Therefore, per OFC 9.2.4.1.(1) and 1986 OBC 3.2.4.1.(1c), a fire alarm system is required.

The following discussion focuses on Item #4 contained in the 10-Dec-2013 Fire Safety Inspection Report. This item references OFC 9.2.2.3.(4) stating “Fire separations shall be provided between theatrical stages and assembly occupancies in compliance with Sentences 3.3.2.14.(3) to (5) of the 1986 Building Code.”

The OFC and 1986 OBC defines the term “Stage” as: Stage means a space designed primarily for theatrical performances with provision for quick change of scenery and overhead lighting, including environmental control for a wide range of lighting and sound effects and which is traditionally, but not necessarily, separated from the audience by a proscenium wall and curtain opening.

The Dundalk Olde Town Hall performance area has the same characteristics as an elevated performance platform in a school performance hall or gymnasium. Such performance areas accommodate a variety of activities, including lectures, presentations, concerts and theatrical events. Performance areas are typically small in size, have good visibility from audience seating and do not have partition wall structures concealing adjacent support/ancillary spaces.

The Dundalk Olde Town Hall performance area does not have a fly tower or other facilities for quick change of scenery. The small area of storage, below the elevated platform projection, can be closed to use. There are no side-wings, storage rooms, workshops, dressing rooms or service rooms. The absence of such support/ancillary spaces represents a reduced fire load, compared to a stage equipped with such spaces.

The Building Code Commission (BCC) has recognized a distinction between an “elevated performance area” and a “stage”. Previous BCC rulings pertaining to this matter include: BCC Ruling #97-16-558, dated 28-May-1997; BCC Ruling #00-38-770, dated 10-Aug-2000; and BCC Ruling #10-03-1239, dated 21-Jan-2010.

The published details of all three of these Rulings are attached to this report for your convenience. The areas involved in these Rulings have similar characteristics to Dundalk Olde Town Hall performance hall. These three Rulings, spanning nearly 20 years, have been consistent in their decisions.

In each of the above deliberations, the Municipal Building Officials argued that the performance areas were “stages” and therefore required a deluge water curtain or a fire-rated curtain to separate the “stage” from the audience. The Applicants argued that their performance areas did not meet the OBC definition of “stage” and, therefore, fire curtain and deluge water curtain provisions do not apply.

For each of the above cases, the BCC ruled in favour of the Applicant. The rational for these rulings include: < The construction is considered to be a raised platform in a multipurpose facility. < The subject platform area does not provide for quick change and storage of scenery, etc. < There is no provision for quick change scenery or fly towers, which limits the combustible load on the stage. < The theatre, stage and back of house areas are of limited size.

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< The performance space does not have the fire load that is associated with the activities and occupancies described in the Building Code’s definition of “stage”.

BCC Ruling #10-03-1239 is particularly interesting in that the BCC concluded that the subject performance area was indeed a “stage” as defined by the OBC, however, the BCC determined that fire sprinkler protection was not required in this case because the performance area did not have the fire load associated with a “stage” (i.e., the performance area did not have ancillary spaces such as workshops, dressing rooms and storage areas).

It is our opinion that the platform at Dundalk Olde Town Hall performance hall can be classified as an “elevated performance area”, consistent with the BCC Rulings. This elevated performance area is not a “stage” as defined by Division A of the OBC and, therefore, the fire-rated curtain and deluge water curtain requirements at the proscenium opening are not applicable.

A consultation is required with Building and Fire Authorities to fully establish the nature and extent of Code requirements and acceptable solutions.

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Anticipated and Recommended Building Improvements The range of anticipated and recommended work items, listed in the following table, include essential, core building maintenance work, required to preserve the building for ongoing use, renewal and replacement of equipment and finishes that are soon approaching the end of their service life, and mandatory and voluntary upgrades to building components and systems.

Description Budget Estimate 1. Commission a Designated Substances Survey. $5,000

Abatement of hazardous building materials resulting from Survey cannot be determined at Not Included this time and the cost for same is not included. 2. Additional investigations and testing: $21,000 - Remove brick in exterior walls to verify condition of inner core of walls. - Dig test pits to review below-grade condition of stone foundation walls. - Structural review of floor and roof structures, fire escapes. - Detailed window assessment. - Probe in-ground storm drainage system connected to rainwater leaders to verify proper operation and determine outlet for drainage. 3. Site Work: $8,500 - Prune or remove tree at southwest corner of building. - Replace existing timber and unit paver steps at south exterior door, to east suite, and replace with precast concrete stairs and landing with aluminum railing system. 4. Exterior Masonry: $300,000 - Excavate perimeter of building to expose foundation walls, repair/replace deteriorating foundation stone units (including repair at northwest corner where severely eroded), remove face parging, point 100% of foundation mortar joints (alternatively, install poured concrete dead-wall at exterior side of stone wall), provide footing drain and waterproofing systems. Backfill and grade surface to drain away from foundations. - Point 100% of foundation mortar joints at interior side of foundation wall. - Infill basement windows with masonry, or replace windows. - Localized pointing of approximately 25% of mortar joints in exterior brick masonry walls. - Stabilize failing masonry arches at south wall and install local reinforcement. - Remove and replace damaged brick at bottom of south entry lobby walls. Install stone or concrete masonry units for approximately 12" above exterior concrete landing and steps, isolating new base material with dampcourse membrane. Install new brick above. - Remove brick at south wall of exterior concrete landing and install same stone or concrete masonry units with isolation dampcourse. - Repair chimney top and install new lead-coat copper cap flashing. Alternatively, remove chimney and extend roof through. - Remove redundant wall-mounted steel ladder from south wall. 5. Roof Structure: $125,000 - Reinforce roof framing for wind uplift and snow load capacity (subject to Structural Engineer recommendations): sistering new members alongside existing rafters and purlins, installing screw-fastened clips to connect rafters to purlins, bolted connectors between purlins and trusses, and upgrading anchorage between roof framing members and masonry walls. - Install short spreader beams at truss bearing points, located over or close to window openings in walls. 6. Roofing: $21,000 - Replace flat roofing at south entry lobby. - Replace downpipe system and connect to storm sewer or provide positive runoff at grade.

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7. Painting: $47,000 - Paint belfry. - Replenish exterior caulk sealants throughout. - Restore and paint south wall louvres, or replace with prefinished metal louvres. 8. Windows and Doors: $150,000 - Replace exterior aluminum storm windows with new fixed windows, with insulated glass. - Modify existing leaded windows at interior to provide top and bottom venting on interstitial space. - Restore leaded glass windows, where required. - Strip, repair and paint exterior wood windows, including wood storm windows. - Replace doors and hardware on barrier-free path of travel to provided required clear door width and lever operation. - Install panic hardware at south lobby aluminum door. - Upgrade, repair or replace cellar doors located in east yard. 9. Floor Structures: $120,000 - Repair floor structure at south entry lobby. - Repairs to floor framing, beams and columns where compromised by M&E installations and where generally deteriorated. - Repairs and upgrades resulting from detailed structural assessment. 10. Interiors: $600,000 - Replace carpeting and vinyl flooring at first floor level and main stairway. - Provide contrasting coloured nosings at interior egress stairs. - Localized painting of metal ceiling panels where existing paint finish is delaminating. Global removal and painting may be required if testing confirms that the existing paint system has generally failed. Assumes existing paint system contains lead and removal will require lead paint abatement procedures. An alternative, lower cost solution, could consider removal of exiting metal panels and installation of new metal panels with similar pressed details. - General upgrades to interior finishes, lighting and power distribution. 11. Life Safety: $550,000 - Upgrade floor assemblies at first and second floor levels to provide 1-hour fire resistance rating and at suite separations. This will require a double layer of fire-rated gypsum board over basement and first floor level ceilings, including supporting structural elements and at partition walls separating suites. Doors and stairways in these separations require the same fire rating. - Alternatively, in lieu of installing the noted above fire-rated separations, install a building wide fire sprinkler system. A combination wet and dry system will be required to include for unheated attic spaces. - Construct wall enclosure around fuel-fired HVAC equipment, located in the building. Enclosure to provide 1-hour fire resistance rating, including doors and duct penetrations. - Remove 8 seats from balcony and post notice of occupant limit of 60 persons. Remove seats at locations of head clearance conflicts, with steel trusses, and at less desirable seating locations. - Install continuous handrails at both sides of balcony stairs. Have handrail sweep wide around stairs, through turning winders, to force persons to walk at deeper tread depths. - Upgrade balcony guard to provide Code required heights and reinforce balcony guard (if required). - Modify locations of exit signs and emergency light fixtures, as noted. Fire escapes: $90,000 - Renovate existing steel structures, modify as determined by Engineer and add handrailings at both sides of stairs. - Provide sidewalks from fire escape stairs to street. - Optional upgrades include: removing existing double doors at second storey exits, installing single doors and reconstructing missing wall areas. Remove existing steel fire escapes and replace with new, galvanized steel units, having smaller landings.

102 Part A - Brief Report for the Building Assessment and Feasibility Study 24-Jul-2018 85 Dundalk Street, Dundalk Ontario Page 18 of 18

12. Accessibility: $135,000 - Replace exterior ramp access with new ramp and Code compliant railing system. - Provide power door operator at entry door. - Renovate first floor to provide universal washroom with power door operator at door. - Replace doors and/or hardware at barrier-free path of travel throughout first floor to provide required clear width and lever hardware. - Remove existing chair glide system. - Install a hoistway and hydraulic passenger elevator to provide dignified access to $400,000 performance hall at second floor level. Elevator to have at least three stops; street, first and second floor levels. If constructed as a building addition, a vestibule or lobby will be required at street level. The elevator machine room would be located in the basement. 13. General, Mechanical and Electrical Systems: $400,000 - Repair deteriorated leaking copper fitting connected to furnace condensate line (if not already repaired). - Install industrial dehumidifiers in basement to control humidity levels. - Provide commercial grade packaged HVAC system to serve performance hall. - Provide one new HVAC unit to serve each of the three first floor suites and basement, allowing for local suite control. - Upgrade public washroom to increase toilet fixture counts. - Provide vandal resistant finishes and fixtures, if washrooms are to be accessible to the public directly from street. 14. Subtotal $2,972,500 15. Construction Contingency (20%) $595,000 16. Cost Escalation Contingency (5% per year for deferred work) Not Included 17. Total (HST not included) $3,567,500

Notes Regarding Cost Estimates Cost estimates are very conceptual and preliminary. The above list is not intended to be comprehensive or complete. No designs or accurate quantification of anticipated work has been prepared. Budget estimates are intended to provide a generalized magnitude of costs associated with the described work items.

Items of work have, in some instances, been grouped together to make efficient use of materials, equipment and labour. Scheduling the work into multiple, smaller projects will result in higher costs. It is recognized that the longer work is delayed the more expensive it becomes, not only in terms of inflationary cost escalation but also due to ongoing progressive deterioration of building systems.

Cost estimates and budgets have been prepared by Allan Avis Architects Inc. and represent the Architect's judgement as a design professional. It is recognized, however, that neither the Architect nor the Client has control over the cost of labour, materials, equipment, over the Contractor's methods of determining bid prices, over competitive bidding, market or negotiation conditions. Accordingly, the Architect cannot, and does not, warrant or represent that bids or negotiated prices will not vary from the estimate of construction cost or evaluations prepared or agreed to by the Architect.

The cost of work is estimated on a contracted-out basis, is based on our experience with projects of similar nature and information provided by contractors and suppliers. The estimates are in mid-2018 dollars. We cannot guarantee the accuracy of the estimate because market conditions are beyond our control. The estimates should be modified periodically to reflect actual or anticipated rates of inflation (at approximately 5.0% compounded annually).

A 20% construction contingency is carried in the budget to reflect the preliminary nature of the estimate and lack of detail at this early stage. This contingency is to cover unknown details in design and construction, layout variations and material selections, but excludes any scope increases.

Professional fees and HST are in addition to construction cost estimates.

103 1986 Ontario Building Code

104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 Attachment #2

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archit€cts inc.

May 22,2018 Our Project No. 1748.00

Township of Southgate R.R. #1, 185667 Grey Road 9 Dundalk, Ontario Noc 1B0

Att: Dave Milliner, GAO

Re: Service and Fee Proposal for Assessment & Feasibility Study Report for Dundalk Olde Town Hall Building

Dear Mr. Milliner

The following is our Service and Fee Proposal to conduct the requested two stage report.

As a CAHP registered Heritage Architect, I have expertise in assessing, renovating and restoring hundreds of heritage properties throughout Southwestern Ontario over the past 25 years. Specific historicalTown Hall projects include: Goderich, Bayfield, Wingham and Teeswater. Similar Heritage Buildings Report and construction projects include more than 100 churches and scores of other types of municipal buildings, such as libraries, museums, theaters, etc.

Please call me if you have any questions related to this proposal. I look forward to hearing from you.

Yours truly,

M^ $vis u, Allan Avis "nitects,,,,, B Arch, OAA, MRAIC, CAHP

S:\00 - ACTIVE JOBS\1748 Olde Dundalk Town Hall Study\20180522 - PROPOSAL.wpd

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120 Attachment #2

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Building Gondition Assessment Building Condition Assessments involve a multi-disciplinary process that plans for building maintenance and anticipated capital projects, over a time horizon of approximately ten-years, presents those projects in a logical fashion, considering issues of urgency/priority, budget and efficient sequencing of work. Council and its Committees will be in a better stewardship position, able to plan and be proactive, rather than reactive, related to building matters when in possession of a thorough, user-friendly assessment report.

A building condition assessment is derived from site visit investigations, reviews of existing data, testing and analysis. The resulting report examines existing conditions of various building components and systems.

The building condition assessment includes evaluations of: ' building enclosure (walls, windows, doors and roofing) ' interior finishes ' life safety systems ' accessibility > general impression of building structural, mechanical and electrical systems ' Building Code compliance of building for existing uses > Fire Code work orders ' budget construction costs for recommendations The report identifies conditions, deficiencies and root causes of deterioration, proposes solutions and provides cost estimates for recommended work. ldentified items of work are prioritized and scheduled as eithermaintenance orcapitalprojects.

We request that all available documentation pertaining to building maintenance and past construction work, including written reports and work orders, property surveys and drawings be provided for our use. This information supplies us with valuable information when preparing a comprehensive report.

This proposal does not include engagement of specialist consultants to provide Legal Property Surveys, Hazardous Building Materials Survey and Geotechnical/Soils Reports. Our professional liability insurance carrier no longer allows us to engage these specialists directly on behalf of Owners. We can assist you in arranging for such surveys and reports, as may be required, to supplement the building condition assessment. We anticipate that a room-by-room Hazardous Building Materials Survey will be necessary to satisfy Owner obligations established by Provincial Regulations, if a current Survey is not already available.

No invasive testing is included in this proposal. We will request authorization in advance, should such testing by considered prudent.

Construction documents, including drawings and specifications, can be prepared based on the design concepts contained in the report. The cost forthese documents is not included in this fee proposal.

AAA will complete the following work in two parts, as requested. lnitially, only Part A will be authorized. Authorization to proceed with Part B is pending the outcome of Part A.

lWlis arcnitects i,,.

121 Attachment #2

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BLt i ld i rt1,1 Assess;rnc rri ;lnd Frer;i:;iit i i i iy' etLrciy Oltier llrtrtrJalk T'owrr l'lall

PARTA-BRIEFREPORT Architect only, will conduct a preliminary visual review of the existing building infrastructure to assess its general condition. The visual reviewwill be executed from grade level and from interiorfloor levels. No elevated platform access is anticipated.

A Brief Report will be prepared following the site visit, consisting of observations, analysis and recommendations, regarding the following building systems: ' building enclosure (walls, windows, doors and roofing) ' interior finishes ' life safety systems ' accessibility > general impression of building structural, mechanical and electrical systems ' Building Code compliance of building for existing uses ' Fire Code work orders ' budget construction costs for recommendations Schedule It is anticipated that Part A would be completed within 4 weeks after engagement of services.

Approach and Methodology ' Collect and review available documentation including reports, drawings, photographs, etc., ' Site visit #1 for Architect only, to review existing building and site conditions ' Code review, ' Prepare first draft of Brief Report, including preliminary estimate of construction costs, ' Present Draft Report to Committee and receive comments, ' lncorporate revisions and issue final draft of Brief Report, ' The Report will take the standpoint of preserving the existing building as-is. Consideration for alternative building uses is outside of this Report's mandate. The completed Report will provide information that will be of value for annual budgeting.

Deliverables ' Digital PDF file of first draft of Brief Report. ' Committee presentation. ' Digital PDF file of final draft of Brief Report.

lg^ $is arcbitects ;,,.

122 Attachment #2

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PART B - COMPREHENSIVE REPORT Subject to additional authorization, if the Part A report determines that detailed engineering reviews are warranted, then Structural, Mechanical and Electrical Engineers will conduct a site visit to review respective building systems. lndividual Engineering reports will be provided and combined within Brief Report revisions to produce a more detailed, Comprehensive Report.

Approach and Methodology ' Site visit #2 for Architect and Engineers, to review existing building and site conditions, ' Prepare first draft of Comprehensive Report with expanded observations and discussion, incorporating same provided by Engineering consultants and updated estimate of construction costs, > Email draft of Comprehensive Report to Committee for review and comments ' lncorporate revisions and issue final draft of Comprehensive Report, ' Present Comprehensive Report to Municipal Council. Schedule It is anticipated that Part B would be completed within 8 weeks following authorization to proceed.

Deliverables > Emailed submission of digital PDF file of first draft of Comprehensive Report. ' Digital PDF file of final draft of Comprehensive Report. ' Councilpresentation.

Our lnvestigative Team All members of the team have extensive experience with building condition evaluations, ranging from vintage buildings more than 150 years old to recently constructed structures. A significant number of these evaluations involved designated heritage structures. Allan Avis Architects lnc., Goderich - Prime Consultant M^fui, Allan Avis, B. Arch., OAA, MRAIC, CAHP iii'r'lt iIli:l:,, Team leader, primary client contact and report author r:l

Debbert Engineering lnc., London Gord Debbert, P. Eng. Structural Engineer and On-Site lnvestigator

Chorley & Bisset Consulting Engineers, London Robert Gordon, P. Eng. RCDD, LEED AP BD+C Electrical Engineer, Senior Principal Dennis Dawe, P.Eng. C3 Mechanical Engineer, President Chorley+Bisset CONSULTINC ENGINEER9

lg^hig arcnitects i".

123 Attachment #2

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Fee Our fee structure to undertake the work as described in this proposal is stated below

PARTA-BriefReport Fixed Fee

Allan Avis Architects - On Site lnvestigations $2,400 Allan Avis Architects - Analysis, Synthesis & Report Writing $7,070 Allan Avis Architects - Present at (1) Committee meeting $1,000 Reimbursable Expenses $500 Subtotal of PART A $10,970

PART B - Comprehensive Report Fixed Fee

Allan Avis Architects - On Site lnvestigations $1,400 Allan Avis Architects - Analysis, Synthesis & Report Writing $5,150 Allan Avis Architects - Present at (1) Council meeting $1,400 Structural Engineer $3,500 Mechanical & Electrical Engineers $5,500 Reimbursable Expenses $500 Subtotal of PART B $17,450

Total of PART A + PART B $28,420

HST is extra

Standard hourly rates will apply to services outside of this proposal. Architect: $200.00/hr Senior Technologist: $160.00/hr Technologist: $125.00/hr Support Staff: $ 78.00/hr Hourly rates are subject to adjustment annually on 01-January.

Contract We propose that our services be engaged under the terms and conditions of the Standard Short Form of Contract for Architect's Services - Document 800 - 2011.

The terms of this proposal are subject to change if not accepted within 90 days.

Any services, or scope of work, not expressly declared in this proposal are excluded

lg^$is arcnitects ;,,.

124 Attachment #2

architeCtS inc ALLAN AVIS B.Arch., OAA, MRAIC, CAHP

Curriculum Vitae

Allan Avis has been in the architectural profession since 1984, when graduated from Carleton University Schoolof Architecture in Ottawa with a Bachelorof Architecture. He started his own firm, bearing his name, in July 1993.

Practical, sensitive and cost conscious, Allan Avis Architects takes the vision of their client and the reality of the circumstances, and creates an innovative design in response to the client's needs. Allan Avis takes pride in designing contextually responsive and appropriate solutions that "fit" successfully within a given context. lnvolvement in restoring and renovation heritage buildings has taught us the subtleties of a good fit. Conducting numerous Building Condition Assessment Reports and subsequent renovation projects has provided us with a "real" understanding of whatworks and what does not work in buildings.

Professional Affiliations OAA Ontario Association of Architects - Licensed 1988 CAHP Canadian Association of Heritage Consultants 1995 - Present MRAIC Member of the Royal Architectural lnstitute of Canada 2003 - Present

Education BachelorofArchitecture, Carleton University School ofArchitecture Ottawa, Ontario. 1984

Employment History Allan Avis Architects Inc., Goderich 1993 - Present Principal. Allan Avis Architects lnc. is a full service professional practice. As the Principal of the company, Allan Avis is responsible for overseeing all projects. His philosophies serve each project and each client ethically and practically. His project experience covers a broad range of building types including, institutional, recreational, residentialand commercial. Firm specialties include renovation and restoration of designated and historical buildings, Building Condition Assessment Reports and Feasibility Studies. ln addition to basic design, drawing and construction related services, we have experience with design-build, code compliance upgrading and negotiations with capital grant authorities. Computer-generated drawings and specifications are customized to suite each project.

ChristopherBorgalArchitectslnc.,Goderich. 1989-1993 Architect.

Brisbin Brook Beynon Architects, Ottawa. 1988 - 1989 Architect.

Anthony Pearson Architect, Ottawa. 1984 - 1988 Architectural lntern.

125 Attachment #2

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Company Profile Allan Avis has been in the architectural profession since 1984, when he graduated from Carleton University School of Architecture, Ottawa, with a Bachelor of Architecture. He started his own firm in 1993. Since then, Allan Avis Architects lnc. has been involved in more than 1000 projects, averaging approximately $20M of construction value per year. Projects have spanned a wide range of building types, renovations, restorations and new construction, with the majority of work involving public assembly buildings.

Allan Avis Architects lnc. has eight fulltime staff members and has a long-term succession plan in place to provide continuity of service and "project memory" for years to come. A tailor-made Design Team is assembled for each project, based on project specific needs, from an extensive network of subconsultants and building systems specialists. We take pride in designing contextually responsive and appropriate solutions that "fit" successfully within a given context. We take responsibility for our work and, in doing so, it is imperative that we listen to our Client's needs..

Heritage building restoration is our firm's specialty and we have had the privilege of working on some very impressive structures including, Oxford County Court House, Woodstock, St. Peter's Seminary , London, St. Joseph Church, River Canard, St. Clements Church in McGregor and Assumption Church in Windsor, to name a few.

Building Condition Assessments is another field for which our firm is well known. Thorough site investigations are conducted to arrive at a clear understanding of the building's systems and condition. Conducting numerous comprehensive Building Condition Assessments, Feasibility Studies, Life Safety Studies, Space Needs Assessments, Heritage lmpact Assessments, and subsequent renovation projects, has provided us with a "real" understanding of what works and what does not work in buildings and within particular settings.

Allan Avis Architects lnc. takes pride in designing contextually responsive and appropriate solutions that "fit" successfully within a given context. lnvolvement in restoring and renovating heritage buildings has taught us the subtleties of a good fit. The Goderich Town Hall and Huron County Public Library, in Goderich, are two local examples of successfully combining heritage and contemporary structures, to complement each era of building style.

OAA - Ontario Association of Architects Licensed 1988 Affiliations APT| - The Association for Preservation Technology lnternational . Since 1993 CAHP -CanadianAssociation of Heritage Professionals ...... Since 1995 RAIC -RoyalArchitecturallnstituteofCanada ..... Since2003

2015 - Award of Merit for Barrier-Free Design Awards Presented by Huron County for a collective body of work within the County. 2015 - PaulOberman Award forAdaptive Reuse Presented by Architectural Conversancy of Ontario for renovations at Chisholm Building in London. 2016 - James D. Strachan Award for Craftsmanship Presented by Architectural Conversancy of Ontario for renovations at St. Joseph Catholic Church, River Canard. 2018 - EnvironmentalAchievement Project of Distinction Award Presented by London District Construction Association for Cowbell Brewing Co.

lg^ hvt ar cnitects i,,,

126 Attachment #2

architectS inc. Other Achievements OAA Continuing Education Certificate Bi-Annually APTi (Architectural Preservation Technology) Conference, Quebec City 2014 APT|Conference, New York City 2013 Presenter, National Conference Roman Catholic Diocese Business Administrators 2013 Architectural Conservancy of Ontario Conference, Midland 2013 Heritage Canada & The National Trust Conference, St. John's 2010 Presenter, Heritage Canada & The Nation Trust Conference, Toronto 2009 Heritage Canada & The National Trust Conference, Quebec City 2008 APT|Conference, Halifax 2005 Building Code Designation Certification 2005 Historic Roofing Conference, Philadelphia 1998 Restore 5-Day Workshop on Masonry Restoration, Williamsburg, VA 1996 Conservation of Heritage Structures Symposium, Guelph, 1994 Ontario Hydro New Construction Program Training, London 1992 Ministry of Housing's Building Official Course Part 11 OBC 1991 Treasurer for the Menesetung Bridge Association, 1990-96 lntroduction to Management Course, University of Ottawa 1988 Applied Building Science Course by Joe Lstiburek, Ottawa 1987 ResidentialWiring Course, Algonquin College 1987

60 West Street T 519 524 s3t3 Goderich Ontario N7A 2K3 www.Al lanAvisArchitects.corn F slg s24 52s3

127 Township of Southgate Phone: 519-923-2110 Administration Office Toll Free: 1-888-560-6607 185667 Grey Road 9, RR 1 Fax: 519-923-9262 Dundalk, ON N0C 1B0 Web: www.southgate.ca

Staff Report PL2018-046

Title of Report: PL2018-046 – ZBA C5-18 Ivan S. Martin Department: Clerks Branch: Planning Council Date: August 1, 2018

Recommendation: Be it resolved that council receive staff report PL2081-046PL2018-046for information; and That Council consider approval of by-law 2018-102.

Property Location:

Page 1 of 7

128 Subject Lands: The subject lands are described as the Con 12, Pt Lot 33,Pt 2 of 16R9408, and pt lot 33 con 12 Proton as in R456420 except pt 1, 2 Plan 16R9408, geographic Township of Proton, in the Township of Southgate. The lands are approximately 40.8 ha (101 acres) in size.

The Proposal: The proposed zoning bylaw amendment, if approved, would allow for the establishment of a small-scale metal works and fabricating shop on the property. The shop, including an office and power room will be approximately 694m2 in size. The outside storage area will be approximately 528m2. The expected truck traffic is up to 3 truck trips per day.

Background: A Public meeting was held on June 27, 2018 at 1pm in the Township Council Chambers.

Supporting documents and comments posted on the website are available at: https://southgate.civicweb.net/filepro/documents/89497

The comments received include:

SVCA indicated that the proposal is acceptable to the SVCA and appears to conform to the relevant policies of the County of Grey Official Plan, the Township of Southgate Official Plan and Provincial Policies. They also indicate the presence of potential Threatened and endangered species habitat.

Comment: The proposed development is in the middle of an agricultural field which is disturbed on a regular basis. The development is not being proposed within the hazard lands. It is likely that the habitat is within the swamp area on the south and east portions of the property. The proposed development will maintain an appropriate setback from the woodlands and wetland area.

The County of Grey planning staff have no concerns, provided The Township is satisfied that MDS can be met and positive comments are received from the Conservation Authority and an Environmental Impact Study is not required.

Township Public Works indicate that Southgate Side road 21 south of Grey Road 9 is maintained to a point of approximately 300 meters, before becoming a no winter maintenance road. Southgate Side road 21 has a 5 tonne per axle load restriction during the half load restriction period imposed by the Township.

Page 2 of 7

129 Historic Saugeen Metis have no objection or concerns with the proposed development.

Enbridge Gas does not object to the proposed applications.

The Township Fire Department is aware of the application and have no concerns or objections with the application. The department requests that the applicant provide a layout diagram of the shop once it is complete and operational. This layout should include the location of any flammable or explosive substances and any other information that the applicant feels is relevant for the department to have.

There were no comments received from the public on this application.

Financial Considerations: The following is an example of the increased tax revenue associated with the addition of a 600m2 industrial shop on a residential farm property:

2016 Assessment Tax Rate Taxation RT (Residential) $ 250,000 1.245315% $ 3,113.29 FT (Farm) $ 300,000 0.311329% $ 933.99 $ 550,000 $ 4,047.28

2017 Assessment Tax Rate Taxation RT (Residential) $ 255,900 1.261072% $ 3,227.08 FT (Farm) $ 365,468 0.315268% $ 1,152.20 $ 570,188 $ 4,379.28 JT (Industrial) $ 150,000 3.150692% $ 4,726.04 $ 771,368 $ 9,105.32

Of the total taxes of $9,105.32 above, the Township receives $4,482.60 ($1,995.91 pertaining the shop), The County receives $2,291.11 and the local Board of Educations’ receive $2,331.61. This is increased revenue every year and therefore after a period of 10 years one shop without including the residence or its portion of Education and County taxes, would generate $19,959.10 in additional tax revenue for the Township. The entire tax revenue generated could be directed by the Township to the Road budget if necessary, however it should be pointed out, that roads often have a lifespan greater than 10 years. Building the industrial shop would also generate $17,037.13 in Development Charge revenue. With the above information we can compare projected revenues from pre and post development. Over a 10-year period, without the development, the Township would collect $40,472.80 in property taxes. This number would further be divided by the County and Education portions of the taxes collected. Over a ten-year period, with Page 3 of 7

130 the development, the Township would collect $108,090.23 in property taxes and development charge revenue, which is 2.67 times that if nothing had developed. Based on the above it is clear that the proposal has significant benefits to the Township of Southgate from a growth in assessment and reducing the tax burden.

Staff Review: Staff reviewed this application based on the Planning Act, the Provincial Policy Statement (PPS), Southgate Official Plan and the Zoning By-law.

Provincial Policy Statement: The PPS has been reviewed in its entirety however only the most relevant policies have been identified below. The subject land would constitute a “Rural Area” under the definition of the PPS. The PPS allows for a variety of uses in rural areas:

1.1.4.1 In rural areas located in municipalities:

f) promoting diversification of the economic base and employment opportunities through goods and services, including value-added products and the sustainable management or use of resources;

The PPS supports the diversification of the rural economy. The proposed secondary use shop will support farming and grow the rural economic base.

2.3.3 Permitted Uses

2.3.3.1 In prime agricultural areas, permitted uses and activities are: agricultural uses, agriculture-related uses and on-farm diversified uses.

Proposed agriculture-related uses and on-farm diversified uses shall be compatible with, and shall not hinder, surrounding agricultural operations. Criteria for these uses may be based on guidelines developed by the Province or municipal approaches, as set out in municipal planning documents, which achieve the same objectives. The definitions of Agricultural use, Agricultural related use and on farm diversified use are provided below from the PPS. All of the shops being proposed within the Township at the present time fall within one of the three definitions below and are therefore consistent with the definitions within the Provincial Policy.

Agricultural use ”means the growing of crops, including nursery, biomass, and horticultural crops; raising of livestock; raising of other animals for food, fur or fibre, including poultry and fish; aquaculture; apiaries; agro-forestry; maple syrup production; and associated on-farm buildings and structures, including, but not Page 4 of 7

131 limited to livestock facilities, manure storages, value-retaining facilities, and accommodation for full time farm labour when the size and nature of the operation requires additional employment.”

Agricultural related uses: means those farm uses related commercial and farm related industrial uses that are directly related to farm operations in the area, support agriculture, benefit from being in close proximity to farm operations, and provide direct products and or services to farm operations as a primary activity.

On farm diversified uses: “means uses that are secondary to the principal agricultural use of the property, and are limited in area. On-farm diversified uses include, but are not limited to, home occupations, home industries, agri-tourism uses, and uses that produce value added agricultural products.”

Minimum Distance Separation (MDS) Regarding MDS, it has been reviewed and there are no barns that will be negatively impacted by the proposed metal and fabricating shop.

The proposal will not hinder surrounding agricultural operations and will not require infrastructure development. The proposal is consistent with the definitions and policies of the PPS including promoting diversification of the economic base and employment opportunities. Based on the foregoing, the proposal appears to be consistent with the PPS.

Township Official Plan: The Township of Southgate Official Plan (OP) designates the subject lands “Agricultural” and “Hazard lands”. The OP provides for small scale commercial and industrial uses on properties greater than 20ha to a maximum of 750m² in size. The maximum outside storage is 500m2 in addition to the 750m2 building size. The proposal is to construct a shop with an office and a power room which will be 694m2 in size. The outdoor storage area is proposed to be 528m2. The proposal for outdoor storage appears not to comply with the above policy until the definitions of small scale commercial are reviewed.

The Official Plan defines Small Scale in the Agricultural designation on parcels larger than 20 hectares as: a maximum structure size of 750m2 and a maximum outdoor storage display area of 500m2 will be permitted. If the structure is less than 750m2, the outside display area may be increased to a maximum, so that the combined outside display area and structure does not exceed 1250 square meters.

The proposal meets this definition and is therefore considered small scale under the policies of the Township Official Plan. Page 5 of 7

132

The Township Official Plan section 5.1.1 Agricultural designation permitted uses include the following: iv. small scale commercial and industrial uses directly supportive and related to the agricultural operation and required in close proximity to the farm operations in the area. (including bulk seed, transportation of agricultural products or livestock, sawmills, woodworking shops, metal works shops and the production of forest products);

This policy supports woodworking and metal working shop as does provincial policy. The proposal is required to locate in the rural area in order that the farmer can continue to work on the farm and work on the business.

Section 5.1.3 Development Policies

5. Commercial and industrial development must be supportive and related to the agricultural operation and located in close proximity to the farm operations in the area. In addition, buildings used for small scale commercial and industrial uses shall be located in close proximity (cluster) to the existing farm buildings on the property.

Comment: The proposal provides financial support for the farmer and will be located in close proximity to the farming cluster of buildings. 6. The maximum structure size for new or expanding small scale commercial and industrial uses shall be 750 square metres, with a maximum outdoor storage size of 500 square meters. Where the maximum structure size is less than 750 square metres, more outdoor storage space will be permitted up to a combined maximum of 1250 square metres. Such uses will only be permitted on farm parcels greater than 20 hectares, all subject to satisfying the Development Policies as outlined in this Section. Council may, in the future, limit the commercial or industrial use through the implementing Zoning Bylaw Amendment.

Comment: As stated above the proposal is consistent with this policy.

7. All new commercial, industrial , institutional and recreational development will require an amendment to the implementing Zoning By-law and may be subject to Site Plan Control.

Comment: This implementing zoning by-law will help to regulate the use and the proposal will be required to undergo site plan control.

The proposal is consistent with the Development policies of the Official Plan and through site plan control will blend in with the Rural landscape. The proposal will Page 6 of 7

133 assist the farming operation by providing support in the form of income and proximity to the farming operation to allow the farming operation to continue to be located in this area. While a use like this could potentially be situated in an industrial park, it is in my opinion, better suited to the rural area because it allows farming to continue on the property and supports the agricultural community. The shop broadens the tax base and supports the rural economy while operating using minimal infrastructure and servicing. Furthermore, it allows those citizens who rely on animals for transportation to live and work in the same area.

Zoning By-law: The subject property is currently zoned Agricultural exception (A1-204 and A1-205), and Environmental Protection (EP). The proposed amendment would rezone the subject lands which have now been merged to permit the shop and outside storage. The new zoning bylaw would rezone the subject lands to Agricultural Exception A1 - 423 and add the works shop use to the list of permitted uses within the Agricultural Exception -423 (A1-423). Site Plan control will also be required in order to implement specific control measures to address potential nuisance issues such as noise, dust and visual impact. The closest residence is over 150m to the north west.

Concluding Comments: Based on the above policy review and the information provided and comments received, the proposal is consistent with the Policies of the Provincial Policy Statement, The County of Grey Official Plan, and The Township of Southgate Official Plan. The proposed zoning by-law amendment should therefore be approved and is considered appropriate for the area and good land use planning.

Respectfully Submitted,

Municipal Planner: ______Original Signed By Clinton Stredwick, BES, MCIP, RPP

Original Signed By Dept. Head: ______Joanne Hyde, Clerk

CAO Approval: ______Original Signed By____ Dave Milliner, CAO

Attachments:

Page 7 of 7

134 Township of Southgate Phone: 519-923-2110 Administration Office Toll Free: 1-888-560-6607 185667 Grey Road 9, RR 1 Fax: 519-923-9262 Dundalk, ON N0C 1B0 Web: www.southgate.ca

Staff Report PL2018-047

Title of Report: PL2018-047 – ZBA C18-17 - Tuyen Dao Nhu Nguyen Department: Clerks Branch: Planning Council Date: August 1, 2018

Recommendation: Be it resolved that Council receive Staff Report PL2018-047PL2018-047for information; and That consider approval of By-law 2018-088.

Property Location: Key Map

Page 1 of 5

135 Subject Lands: The subject land are described as CON 12, Pt Lot 18 and Pt Lot 19, in the Geographic Township of Proton, Township of Southgate. The lands are approximately 4.4 ha (11 acres) in size.

The Proposal: The proposed zoning bylaw amendment, if approved, would allow for the establishment of a yoga and meditation camp. The proposed camp will have a maximum of 8 buildings and no building will be closer than 15m from any lot line.

Background: A public meeting was held on October 25, 2018 at 1pm in the Township Council Chambers. Supporting documents and comments posted on the website are available at: https://southgate.civicweb.net/filepro/documents/78154 The comments received include: SVCA indicated that the proposal is acceptable to the SVCA and appears to conform to the relevant policies of the County of Grey Official Plan, the Township of Southgate Official Plan and Provincial Policies. They also indicate the EP mapping has been refined and that an EIS for significant woodlands would not serve a useful purpose.

The County of Grey planning staff have no concerns with the application provided positive comments are received from the SVCA and adequate servicing can be achieved.

Township Public Works indicate that the current entrance is not to municipal standards as there is no culvert in current entrance.

Historic Saugeen Metis have no objection or concerns with the proposed development.

Enbridge Gas does not object to the proposed applications.

The Township Joint Building services has no concerns with the application. The owner will be required to submit building and septic permit applications and/or change of use permit applications for the construction of a yoga and meditation camp. The Township Fire Department is aware of the application and have no concerns or objections with the application. Buildings shall be classified in accordance with

Page 2 of 5

136 every major occupancy for which the building is used or intended to be used. Occupancies shall meet fire code regulations. There were comments from Joe and Lorna Pawlowski who did not support the application. They felt that the proposed use would affect the use of their property as they use vehicles and tractors on their property. This would not go with the tranquil nature of the yoga retreat. They also felt campers would stray onto their property. Comment: The concern regarding noise is not an issue for the applicant but rather that of Joe and Lorna Pawlowski and is not a land use planning reason to refuse an application. With respect to stray campers a fence and signage can be erected to prevent campers from straying.

Financial Considerations: The proposed use may increase the assessed value of the property with little in the way of demands for services.

Staff Review: Staff reviewed this application based on the Planning Act, the Provincial Policy Statement (PPS), Southgate Official Plan and the Zoning By-law.

Provincial Policy Statement: The PPS has been reviewed in its entirety however only the most relevant policies have been identified below. The subject land would constitute a “Rural Area” under the definition of the PPS. The PPS allows for a variety of uses in rural areas: 1.1.4.1 In rural areas located in municipalities:

a) building upon rural character, and leveraging rural amenities and assets;

f) promoting diversification of the economic base and employment opportunities through goods and services, including value-added products and the sustainable management or use of resources;

g) providing opportunities for sustainable and diversified tourism, including leveraging historical, cultural, and natural assets;

The PPS supports the diversification of the rural economy. The proposed yoga retreat and meditation camp leverages the rural amenities and character. The proposed use leverages the Township’s natural assets and it could in future become a tourist destination as a place to come to relax and enjoy the quiet rural setting.

Page 3 of 5

137 The subject lands are further defined within the PPS as Rural lands which have specific permitted uses which include the following:

1.1.5.2 On rural lands located in municipalities, permitted uses are: a) the management or use of resources; b) resource-based recreational uses (including recreational dwellings); c) limited residential development; d) home occupations and home industries; e) cemeteries; and f) other rural land uses.

A yoga and meditation camp in the country side can be viewed as a resource-based recreational use or even “other rural land uses” . The Township believes that the proposed use is a permitted use within the PPS.

Minimum Distance Separation (MDS) Regarding MDS, it has been reviewed and there are no barns that will be negatively impacted by the proposed yoga and meditation camp. Staff have reviewed the MDS information provided and there are no concerns regarding MDS. 1.1.5.3 Recreational, tourism and other economic opportunities should be promoted.

Comment: The proposal is consistent with the above policy as it is a recreational opportunity within the rural area that will have minimal impacts on the surrounding area and infrastructure.

1.1.5.4 Development that is compatible with the rural landscape and can be sustained by rural service levels should be promoted.

Comment: The proposal is compatible with the rural landscape and can be sustained by rural service levels. The site will be serviced by an approved septic system and well.

Based on the above the proposal is consistent with the policies of the Provincial Policy Statement.

Township Official Plan: The Township of Southgate Official Plan (OP) designates the subject lands “Rural” and “Hazard lands”. Section 5.2.1 of the Official Plan lists the following permitted uses for the rural designation: vii) limited non-farm land uses (including social, recreational and

Page 4 of 5

138 institutional uses such as churches, schools, cemeteries, community halls, public uses, airports, receiving and transmission towers and historic sites.)” Based on the above the use could be considered a recreational use. The development criteria in section 5.2.3 of the Official Plan have been reviewed and the proposal is compliant with all of the Development policies of the Official Plan.

Zoning By-law:

The subject property is currently zoned Residential six (R6), and Environmental Protection (EP). The proposed amendment would rezone the R6 zone as C5-424 to permit a residence along with a yoga and meditation camp and accessory uses to the camp. Site Plan control will also be required in order to implement specific control measures to address potential nuisance issues such as noise, dust and visual impact. The closest residence is 30m to the north of the subject lands. With the required 15m setback for all buildings the residence will be a minimum of 45m from any structures on the subject lands.

Concluding Comments:

Based on the above policy review and the information provided and comments received, the proposal is consistent with the Policies of the Provincial Policy Statement, The County of Grey Official Plan, and The Township of Southgate Official Plan. The proposed zoning by-law amendment should therefore be approved and is considered appropriate for the area and good land use planning.

Respectfully Submitted,

Municipal Planner: ______Original Signed By Clinton Stredwick, BES, MCIP, RPP

Original Signed By Dept. Head: ______Joanne Hyde, Clerk

CAO Approval: ______Original Signed By____ Dave Milliner, CAO

Attachments:

Page 5 of 5

139 Township of Southgate Phone: 519-923-2110 Administration Office Toll Free: 1-888-560-6607 185667 Grey Road 9, RR 1 Fax: 519-923-9262 Dundalk, ON N0C 1B0 Web: www.southgate.ca

Staff Report PL2018-048

Title of Report: PL2018-048 – ZBA C13-18 – Toronto Soaring Club Department: Clerks Branch: Planning Council Date: August 1, 2018

Recommendation: Be it resolved that council receive staff report PL2018-048PL2018-048for information; and That Council waive any Site Plan Control requirement; and That Council consider approval of By-law 2018-103.

Property Location:

Page 1 of 5

140 Subject Lands: The subject lands are described as the Con 2, Pt Lot 21, geographic Township of Proton in the Township of Southgate. The lands are approximately 40 ha (100 acres) in size.

The Proposal: The proposed zoning bylaw amendment, if approved, would allow for the establishment of a two 20m X 20m storage buildings for the gliding club.

Background: A Public meeting was held on May 23, 2018 at 1pm in the Township Council Chambers.

Supporting documents and comments posted on the website are available at: https://southgate.civicweb.net/filepro/documents/93120

The comments received include:

SVCA indicated that the proposal is acceptable to the SVCA and appears to conform to the relevant policies of the County of Grey Official Plan, the Township of Southgate Official Plan and Provincial Policies. They also indicate the presence of potential Threatened and endangered species habitat. The applicants have contacted the MNRF and the MNRF have no concerns and cleared the condition.

The County of Grey planning staff have no concerns, provided The Township is satisfied that MDS can be met, the application conforms to section 6.8 of the County Official Plan, and Township staff are satisfied the proposed use meets the criteria outlined in the local OP and ZBL and PPS.

Township Public Works indicate that a safe access can be provided and the road standard is a rural gravel road.

Historic Saugeen Metis have no objection or concerns with the proposed development.

Enbridge Gas does not object to the proposed applications.

The Township Fire Department is aware of the application and have no concerns or objections with the application. The department requests that the applicant provide a layout diagram once it is complete and operational. This layout should include the

Page 2 of 5

141 location of any flammable or explosive substances and any other information that the applicant feels is relevant for the department to have.

There were no comments received from the public on this application.

Financial Implications: There are no financial considerations.

Staff Review: Staff reviewed this application based on the Planning Act, the Provincial Policy Statement (PPS), Southgate Official Plan and the Zoning By-law.

Provincial Policy Statement: The PPS has been reviewed in its entirety however only the most relevant policies have been identified below. The subject land would constitute a “Rural Area” under the definition of the PPS. The PPS allows for a variety of uses in rural areas:

1.1.4.1 In rural areas located in municipalities: g) providing opportunities for sustainable and diversified tourism, including leveraging historical, cultural, and natural assets;

The PPS supports the diversification of the tourism and natural assets. The gliding club is a tourism attraction as well as a opportunity to utilize the natural assets of the country side being flat, open areas for gliding.

2.3.3 Permitted Uses

2.3.3.1 In prime agricultural areas, permitted uses and activities are: agricultural uses, agriculture-related uses and on-farm diversified uses.

Proposed agriculture-related uses and on-farm diversified uses shall be compatible with, and shall not hinder, surrounding agricultural operations. Criteria for these uses may be based on guidelines developed by the Province or municipal approaches, as set out in municipal planning documents, which achieve the same objectives.

Section 2.3.6 also includes wording that speaks to non agricultural uses in prime agricultural areas. It is important to recognize that the club is an existing use and is permitted in the County and Township Official Plans

Page 3 of 5

142 Minimum Distance Separation (MDS) Regarding MDS, it has been reviewed and there are no barns that will be negatively impacted by the proposed accessory storage buildings.

The proposal will not hinder surrounding agricultural operations and will not require infrastructure development. The proposal is consistent with the definitions and policies of the PPS including promoting diversification of the economic base and and employment opportunities. Based on the foregoing, the proposal appears to be consistent with the PPS.

Township Official Plan: The Township of Southgate Official Plan (OP) designates the subject lands “Agricultural” and “Hazard lands”.

5.1.1 vi. limited non-farm land uses (these include social, recreational and institutional uses such as churches, schools, cemeteries, community halls, public uses, airports, receiving and transmission towers and historic sites), where it has been demonstrated that there is a need, there are no reasonable alternative locations which avoid the Agricultural designation, and there are no reasonable alternative locations with a lower priority ranking under the Canada Land Inventory and where the land is not improved agricultural land.

Based on the above the proposed use is a permitted non-farm land use within the agricultural designation. The use is already established and the construction of two storage buildings can be considered accessory uses to a permitted use. Agricultural land will not be taken out of production for the construction of the two storage structures.

5.1.3 Development criteria 8. Non-farm development such as recreational and institutional, may be permitted provided that,

a. there is a demonstrated need for additional land to be utilized to accommodate the proposed use; b. there are no reasonable alternative locations which would avoid agricultural areas; c. there will be limited impacts on surrounding agricultural operations; and, d. the minimum lot size shall be restricted to the minimum size required to accommodate the use and on-site servicing.

I have reviewed the above development criteria in the Official Plan and the proposal is consistent with those policies and represents good planning. The proposal does not use additional land, it is using existing land used for storage more efficiently. The use of an existing established site to add storage structures is more

Page 4 of 5

143 appropriate than to disturb a new site that does not have any development on it. Furthermore accessory structures are not permitted without a principle use, in this case being the gliding club. There will be no impacts on surrounding agriculture and no new lots will be created to accommodate the change.

The proposal is consistent with the Township Official Plan Policies.

Zoning By-law: The subject property is currently zoned Agricultural exception (A1-6), and Environmental Protection (EP). The proposed amendment would rezone the subject lands to permit the construction of accessory storage structures to store and maintain gliders and tow planes. The new zoning bylaw would continue to utilize the A1-6 exception with amendments to add in accessory structures. It is recommended that Site Plan control be waived for this application as the impact of the building is very low and there is very little to regulate and an agreement would serve no useful purpose.

Concluding Comments: Based on the above policy review and the information provided and comments received, the proposal is consistent with the Policies of the Provincial Policy Statement, The County of Grey Official Plan, and The Township of Southgate Official Plan. The proposed zoning by-law amendment should therefore be approved and is considered appropriate for the area and good land use planning.

Respectfully Submitted,

Municipal Planner: ______Original Signed By Clinton Stredwick, BES, MCIP, RPP

Original Signed By Dept. Head: ______Joanne Hyde, Clerk

CAO Approval: ______Original Signed By____ Dave Milliner, CAO

Attachments:

Page 5 of 5

144 C18-17 The Corporation of the Township of Southgate By-law Number 2018-088

being a by-law to amend Zoning By-law No. 19-2002, entitled the “Township of Southgate Zoning By-law”

Whereas the Council of the Corporation of the Township of Southgate deems it necessary to pass a by-law to amend Zoning By-law No. 19-2002; and

Whereas pursuant to the provisions of Section 34 of the Planning Act, R.S.O. 1990, as amended, by-laws may be amended by Councils of municipalities;

Now therefore be it resolved that the Council of the Corporation of the Township of Southgate enacts as follows:

1. That Schedule “33" to Zoning By-law No. 19-2002 is hereby amended by changing the zone symbols on a portion of the lands described as Con 12 Pt lot 18 and pt lot 19, geographic Township of Proton, in the Township of Southgate, as shown on Schedule “A”, affixed hereto, from:

• Residential type 6 (R6) to Recreational Commercial exception (C5-424)

2. That Section 33 to By-law No. 19-2002 is hereby amended by adding the following section as follows:

“33-424 C5-424 Notwithstanding the provisions of Con 12 Section 19 or any other provisions Pt lot 18 to the contrary, the land zoned and pt lot C5-424 shall be subject to the 19 (Proton) following regulations:

a) Permitted uses shall include a single detached dwelling, a yoga and meditation camp and uses buildings and structures associated with the permitted uses.

b) The total number of permanent structures shall not exceed 8 without amendment to this by-law.

c) The accessory structures may be permitted in a front yard.

d) A maximum of one trailer or tent may be erected on site without amendment to this bylaw.

e) All structures are to be a minimum of 15 m from any property line.”, and

3. That Schedule "A” and all other notations thereon are hereby declared to form part of this by-law; and

4. That 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.

145 C18-17 Read a first, second, and third time and finally passed this 1st day of August 2018.

______Anna-Marie Fosbrooke, Mayor Joanne Hyde, Clerk

Explanatory Note This by-law applies only to those lands described as Concession 12, Pt Lot 18 and Pt lot 19, geographic Township of Proton, in the Township of Southgate. The purpose of the zoning by-law amendment is to rezone the subject lands from Residential (R6) to Commercial exception (C5- 424) to permit a yoga and meditation camp. The maximum number of structures is limited to 8 and they must remain a minimum of 15m from any property line.

The effect of the proposed zoning by-law amendment would be to change the zoning symbol on the property from Residential Type six (R6) to Commercial Exception (C5-424) to allow for a Yoga and meditation camp. The EP boundary will also be adjusted as per the comments from the SVCA.

The Township of Southgate Official Plan designates the subject lands Rural and Hazard lands.

146 Schedule "A" By-Law No. ______Amending By-Law No. 19-2002 Township of Southgate

Date Passed: ______

Signed: ______Anna-Marie Fosbrooke, Mayor Joanne Hyde, Clerk

Grey Road 14 Subject Lands ±

Christie Street Southgate SRD 15 Grey Road 9

Southgate SRD 13

Hopeville

Key Map 1:30,000

R6 ±

R6

C5-424

Christie Street

EP EP

EP

C5-424

C5- R6 424

R6 1:2,500

Legend

Lands subject to amendment EP Environmental Protection

R6 Residential Type 6

C5 Recreational Commercial

County of Grey Planning Department C18-2017Nguyen.mxd 147 C5-18 The Corporation of the Township of Southgate By-law Number 2018-102

being a by-law to amend Zoning By-law No. 19-2002, entitled the “Township of Southgate Zoning By-law”

Whereas the Council of the Corporation of the Township of Southgate deems it necessary to pass a by-law to amend Zoning By-law No. 19-2002; and

Whereas pursuant to the provisions of Section 34 of the Planning Act, R.S.O. 1990, as amended, by-laws may be amended by Councils of municipalities,

Now therefore be it resolved that the Council of the Corporation of the Township of Southgate enacts as follows:

1. That Schedule “34" to Zoning By-law No. 19-2002 is hereby amended by changing the zone symbol on the subject lands described as Con 12 Pt lot 33 Proton, Pt 2 of 16R9408, and pt lot 33 con 12 Proton as in R456420 except pt 1,2 Plan 16R9408, geographic Township of Proton, in the Township of Southgate, as shown on Schedule “A”, affixed hereto, from:

• Agricultural Exception (A1-204) and Agricultural Exception (A1-205) to Agricultural Exception (A1-423)

2. That Section 33 to By-law No. 19-2002 is hereby amended by adding the following section as follows:

“33-423 A1-423 Notwithstanding the provisions of Con 12 Section 6.0 or any other Pt lot 33 provisions to the contrary, the (Proton) land zoned A1-423 shall be subject to the following regulations in relation to an additional permitted use of a small scale industrial use, being a metal workshop for fabricating, welding, manufacture of small equipment and parts and repair shop:

a) The use shall remain secondary to the principle use of the property, being an agricultural use. b) The maximum combined size of the metal workshop, power room and office shall be 694m2. c) The maximum size of all outdoor storage shall be 528m2. d) All outside storage shall be screened from view by way of fencing or landscaped buffer. e) The shop shall be setback a minimum of 69m from the front lot line along Grey Road 9 f) The shop shall be setback a minimum of 20m from the westerly lot line g) The maximum number of employees is limited to (5) persons plus the owner.”, and 3. That Schedule "A” and all other notations thereon are hereby declared to form part of this by-law; and

148 C5-18 4. That 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, second, and third time and finally passed this 1st day of August 2018.

______Anna-Marie Fosbrooke, Mayor Joanne Hyde, Clerk

Explanatory Note This by-law applies only to those lands described as Concession 12, Pt lot 33 Proton, Pt 2 of 16R9408, and pt lot 33 con 12 Proton as in R456420 except pt 1,2 Plan 16R9408, geographic Township of Proton, in the Township of Southgate. The purpose of the zoning by-law amendment is to allow for the property to be used as a metal shop with metal fabricating, molding, welding, manufacture of small equipment and parts, and repair work. The shop will be 694m2 including office and power room. The outside storage area will be limited to 528m2 in area.

The effect of the proposed zoning by-law amendment would be to change the zoning symbol on the property from Agricultural exceptions (A1-204 and A1-205) to Agriculture Exception (A1- 423) to allow for a small scale secondary use to be permitted on the property. The EP boundary will remain the same on property.

The Township of Southgate Official Plan designates the subject lands Agricultural and Hazard lands.

149 Schedule "A" By-Law No. ______Amending By-Law No. 19-2002 Township of Southgate

Date Passed: ______

Signed: ______Anna-Marie Fosbrooke, Mayor Joanne Hyde, Clerk

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A1-423

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Legend

Lands subject to amendment

A1 Agricultural

EP Environmental Protection

County of Grey Planning Department C05-2018Martin.mxd 150 C13-18 The Corporation of the Township of Southgate By-law Number 2018-103

being a by-law to amend Zoning By-law No. 19-2002, entitled the “Township of Southgate Zoning By-law”

Whereas the Council of the Corporation of the Township of Southgate deems it necessary to pass a by-law to amend Zoning By-law No. 19-2002; and

Whereas pursuant to the provisions of Section 34 of the Planning Act, R.S.O. 1990, as amended, by-laws may be amended by Councils of municipalities,

Now therefore be it resolved that the Council of the Corporation of the Township of Southgate enacts as follows:

1. That this by-law amending Zoning By-law No. 19-2002 applies to the lands described as Con 2, lot 21, geographic Township of Proton, in the Township of Southgate, as shown on Schedule “A”, affixed hereto, from,

2. That Section 33 to By-law No. 19-2002 is hereby amended by deleting section 33-6 and replacing it with the following section:

“33-6 A1-6 Notwithstanding the provisions of Section 6.0 or any other provisions to the contrary, the land zoned A1-6, being lot 21 concession 2 (proton) and shown on the attached schedule A shall be subject to the following:

a) Permitted uses shall include all the uses of the A1 zone b) Additional permitted uses shall include a Gliding Club and accessory structures for storage and maintenance of Gliders and towing craft. c) All other provisions of the by-law shall apply, and 3. That Schedule "A” and all other notations thereon are hereby declared to form part of this by-law; and

4. That 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, second, and third time and finally passed this 1st day of August 2018.

______Anna-Marie Fosbrooke, Mayor Joanne Hyde, Clerk

Explanatory Note This by-law applies only to those lands described as Concession 2, Pt lot 21, geographic Township of Proton, in the Township of Southgate. The purpose of the zoning by-law amendment is to allow for the construction of two storage buildings for gliders and related equipment.

The effect of the proposed zoning by-law amendment would be to add two additional structures to the Agricultural A1-6 exception zone as no new buildings or structures are currently permitted.

The Township of Southgate Official Plan designates the subject lands Agricultural and Hazard lands.

151 Schedule "A" By-Law No. ______Amending By-Law No. 19-2002 Township of Southgate

Date Passed: ______

Signed: ______Anna-Marie Fosbrooke, Mayor Joanne Hyde, Clerk

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Signet y 89 hwa Key Map Hig WELLINGTON COUNTY 1:50,000

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Lands subject to amendment

A1 Agricultural

EP Environmental Protection

County of Grey Planning Department C13-2018TorontoSoringClub.mxd 152 RATING BY-LAW

Tile Drainage Act, R.S.O. 1990, c. T.8, s.8

THE CORPORATION OF THE Township of Southgate

BY-LAW NUMBER 2018-100

A by-law imposing special annual drainage rates upon land in respect of which money is borrowed under the Tile Drainage Act .

WHEREAS owners of land in the municipality have applied to the council under the Tile Drainage Act for loans for the purpose of constructing subsurface drainage works on such land; AND WHEREAS the council has, upon their application, lent the owners the total sum of $10,300.00 to be repaid with interest by means of rates hereinafter imposed;

The council, persuant to the Tile Drainage Act , enacts as follows: 1. That annual rates as set out in the Schedule 'A' attached hereto are hereby imposed upon such land as described for a period of ten years, such rates shall have priority lien status, and shall be levied and collected in the same manner as taxes.

First Reading 2018-Aug-01 yyyy/mm/dd

Second Reading 2018-Aug-01 yyyy/mm/dd

Provisionally adopted this 01 day of August , 2018

Anna-Marie Fosbrooke Name of Head of Council Signature

Joanne Hyde Name of Clerk Signature

Third Reading 2018-Aug-01 Enacted this 01 day of August , 2018

Anna-Marie Fosbrooke Name of Head of Council Signature Corporate Seal

Joanne Hyde Name of Clerk Signature

I, Joanne Hyde , clerk of the Corporation of the Township of Southgate certify that the above by-law was duly passed by the council of the Corporation and is a true copy thereof.

Corporate Seal Joanne Hyde Name of Clerk Signature

153 THE CORPORATION OF THE TOWNSHIP OF SOUTHGATE

By-law 2018-105

being a By-law to authorize the signing and execution of a Public Library Services Agreement

Whereas the agreement between the Corporation of the Township of Southgate and the Wellington County Public Library Board is presented for signing; and

Therefore, be it resolved that the Council of the Corporation of the Township of Southgate hereby enacts as follows:

1) That the CAO and Clerk are hereby authorized to sign the agreement; and

2) That the Public Library Services agreement is hereby attached as Schedule A.

Read a first, second and third time and finally passed this 1st day of August 2018

Mayor, Anna-Marie Fosbrooke Clerk, Joanne Hyde

154

By-law 2018-105 Public Library Services Schedule A

AGREEMENT

BETWEEN:

THE CORPORATION OF THE TOWNSHIP OF SOUTHGATE

AND

THE WELLINGTON COUNTY PUBLIC LIBRARY BOARD

Whereas the Corporation of the Township of Southgate wishes to enter into an agreement with the Wellington County Public Library Board to provide full library service to the Township of Southgate resident/ratepayers.

Now therefore be it resolved that the Corporation of the Township of Southgate and the Wellington County Public Library Board agree to the following:

1. The Wellington County Public Library shall provide all services in accordance with the Public Library Act, R.S.O., 1990, Chapter P.44;

2. The Corporation of the Township of Southgate agrees to pay the Wellington County Library Board a yearly grant to be paid in two installments, and will be due June 30th and October 31st;

3. The Corporation of the Township of Southgate agrees to pay a grant of $29,760.00 to the Wellington County Library Board for the year 2018;

4. The Corporation of the Township of Southgate agrees to review the grant amount on an annual basis;

5. The Wellington County Library Board will prepare a list of the names and civic address numbers of the users on an annual basis and submit this list to the Township of Southgate, for the sole purpose of determining the fee above;

6. The Township of Southgate will not be represented on the Library Board;

7. The Township of Southgate shall not be liable for any injury, death or property damage to the Public Library, its employees, agents or any claim by any third party against the Board, its employees or agents.

Dated this 1st day of August 2018.

______Chair, Wellington County Library Board CAO, Township of Southgate

______CEO, Wellington County Library Board Clerk, Township of Southgate

155 Township of Southgate Phone: 519-923-2110 Administration Office Toll Free: 1-888-560-6607 185667 Grey Road 9, RR 1 Fax: 519-923-9262 Dundalk, ON N0C 1B0 Web: www.southgate.ca

Staff Report ED2018-006

Title of Report: ED2018-006 – Quarterly Update – Q2 Department: Economic Development Council Date: August 1, 2018

Recommendation: Be it resolved that Council receive Staff Report EDO2018-006 for information.

Background: This report is to update Council on the EDO’s activities for the 2nd quarter of 2018. Staff Comments: Business Visits and Contacts  CAP 2.A.3 Working with Local Businesses  CAP 2.A.3 Supporting Local Businesses The EDO has contacted 15 Southgate businesses and organizations, 25 in the rest of Grey, 5 in Wellington, 4 in Dufferin and 10 other key contacts in the Q2 (2nd quarter) of 2018. New Business Inquiries  CAP 1.A.3 Report on New Business Inquiries The EDO has been working on several long-term inquiries including 9 industrial, 2 retail/service, 2 residential, 3 rural and 2 seniors housing. New inquiries include:  A Furniture Maker.  A Medical Marijuana facility.  A Hair Care shop.

The EDO had 6 inquiries on the Metal Systems building at 280 Victoria St. W. Business Successes – New Industrial, Retail & Business Services  CAP 1.A.3 Report on New Business Inquiries  CAP 2.A.3 New Retail & Business Services  CAP 2.A.3 Supporting Local Businesses The EDO continued to work on closing the real estate transactions for the 3 businesses that purchased land in the Eco Park in Southgate in 2017. The Gus Litz transaction has closed, and the building is under construction. Canadian Fence is awaiting site plan approval to close the real estate transaction. Petawawa Power is waiting for a re-zoning and site plan to close the land sale. Gloria’s Hair Care opened in Q2 in the retail space previously occupied by Flossie’s on Proton St. N. They requested assistance on promoting the new business and the EDO helped them develop a new Facebook page.

Page 1 of 5

156 Business Successes in Rural Areas  CAP 1.A.3 Report on New Business Inquiries  CAP 2.B.2 Supporting Additional Sources of Farm Income  2.A.3 Supporting Local Businesses In Q2 2018 there were 5 businesses approved for zoning for secondary industrial uses on farms in Southgate. Most of these businesses are currently going through the site plan agreement and building permit application processes. Misty Meadows in Conn is being assisted with a new building/expansion project. The building is under construction and is expected to be completed in the fall. Golden Ontario secured export permits for meat products to China in Q4 of 2017. This will mean an increase in jobs and market access for local farmers. The EDO will be assisting the company with development applications and finding labour in 2018 and 2019.

New Residential Development  CAP 2.A.4 Accelerate Residential Construction  CAP 2.A.3 Supporting Local Businesses  CAP 2.B.2 Supporting Additional Sources of Farm Income The EDO continues to work with the residential developers Flato and White Rose. Both developers continue to have houses being occupied in Q2 and the Township’s “Welcome Packages” are being made available for the new home owners. A recreation & library services survey for the new residents has been sent to Flato for distribution and distribution began in Q2. The EDO and Public Works Admin Assistant attended a Flato BBQ and distributed brochures to new residents and others who attended the BBQ.

Downtown Land Swaps  CAP 2.A.3 New Retail & Business Services  CAP 2.A.3 Supporting Local Businesses The EDO worked with Dundalk Village Pharmacy on an expansion/relocation project. The building was proposed on a lot that was too small for the building and the EDO and CAO worked on a land swap that would produce a larger lot which has been approved by Council. During the process, the EDO identified an opportunity to do property realignment with CIBC to move their parking area behind their building and to create rectangular shaped lot lines. The newly acquired Township land would be at the back of the future Proton St. municipal parking lot (former Herald property) which will provide public access to the parking areas in behind all the buildings on Main and Proton Streets. The land swap was approved by Council and is going through the legal process. The improvements to parking should benefit all the businesses and residents in the downtown area.

Website Updates  CAP 1.A.2 Upgrading Electronic Communications  CAP 2.A.5 Responding to Industrial & Business Inquiries Maps of the Eco Park, Hanbury Industrial Park, Dundalk and Holstein were updated on the website in Q2. Two chapters of the Southgate Community Profile were updated in posted on the website in Q2 as census information from the 2016 Census and other information becomes available.

Page 2 of 5

157 Signage  CAP 2.A.5 Marketing to Industry & Businesses  CAP 2.A.3 Supporting Local Businesses The EDO is currently working on a Downtown Dundalk billboard sign on Hwy 10. The EDO is searching for a site for the billboard. The EDO is working on a decorative municipal display (gateway sign) on Hwy 10. The EDO applied for and received funding from Grey County Economic Development in the amount of $5,000 for the display. A joint Southgate / County of Grey display is being developed. The installation of the display is impacted by the location and approvals of the road from the Eco Park to Hwy 10. It is forecasted that the display will be built in 2019.

Real Estate Listings  CAP 2.A.5 Responding to Industrial & Business Inquiries Listings of available vacant land in the Eco Park, the Hanbury Industrial Park and Downtown commercial space are updated as needed. The Eco Park map, Dundalk businesses map and commercial vacant building listings map were updated and posted to the website in Q2. Community Profile  CAP 2.A.5 Developing a Community Profile  CAP 2.A.5 Responding to Industrial & Business Inquiries Two Community Profile chapters were updated and posted to the website in Q2. Community Directory  CAP 2.A.3 Developing a Local Business Directory  CAP 2.A.5 Responding to Industrial & Business Inquiries Updates of the Community Directory are on-going. The next publishing should be in late Q4 2018 or early Q1 of 2019.

Farmers’ Market  CAP 2.B.2 Supporting Additional Sources of Farm Income  CAP 2.A.3 Supporting Local Businesses A staff report was presented at Council on the Southgate Community Farmers Market in Q2. The farmers market will be held on Wednesdays from 4 – 8 pm. Opening day was May 16, 2018. The Market is an on-going success with attendance and vendor support growing each week. Seniors Housing  CAP 2.C.2 Stimulating the Development of Seniors’ Housing The EDO assisted 2 seniors housing developers looking for potential seniors’ housing projects in Q2. Flato in partnership with Southgate Economic Development is undertaking a seniors housing survey in Q2 and Q3. There have been over 100 replies to the survey thus far. Economic Development & Tourism Marketing – Facebook Pages  CAP 1.A.2 Upgrading Electronic Communications  CAP 2.A.3 Supporting Local Businesses  CAP 2.A.5 Marketing to Industry & Businesses The EDO is currently maintaining 5 Facebook pages. The Facebook pages are for:

Page 3 of 5

158 - Economic Development (https://www.facebook.com/SouthgateEconomicDevelopment/?fref=ts) - Tourism (www.facebook.com/southgatetourism?fref=ts) - Downtown Dundalk (www.facebook.com/Downtown.Dundalk?fref=ts) - Holstein (www.facebook.com/pages/Holstein/1433068247018356?fref=ts) - Highpoint Campground (https://www.facebook.com/Highpoint-Campground- 890333504368842/?fref=ts) The EDO is also an Editor on the Butter Tarts & Buggies Facebook page and has been recently added as an Editor on the Township’s Main Facebook page. The EDO also posts to the Dundalk Q&A Facebook page. Tourism Marketing - 2018 Tourism Brochure  CAP 1.A.2 Upgrading Electronic Communications  CAP 2.A.3 Supporting Local Businesses The EDO updated the Tourism Brochure for 2018 and it was posted on-line in Q2. The EDO added new Dundalk and Holstein maps to the brochure prior to the Homecoming. The Tourism Brochure was printed and distributed in Q2. A second printing was done in Q2. Tourism Marketing - Highpoint Campground  CAP 1.A.2 Upgrading Electronic Communications  CAP 2.A.3 Supporting Local Businesses The EDO is working on updating the Highpoint Campground brochure. The EDO also maintains a Facebook page for the Highpoint Campground. Butter Tarts & Buggies; Explore the Simpler Life  CAP 1.A.2 Upgrading Electronic Communications  CAP 2.B.2 Supporting Additional Sources of Farm Income  CAP 2.A.3 Supporting Local Businesses The 2018 Butter Tarts & Buggies brochures were completed and distributed in Q2. The Township also distributed the brochures to the Ontario Travel Centres.

Public Transit  CAP 2.A.4 Accelerate Residential Construction The EDO worked with the CAO and Grey County to prepare a public transit application for a bus route between Dundalk and Orangeville to connect with GO Transit in Q1. The Township received notice in Q2 that our application was successful, and we are awaiting to hear details from the Province on implementing the public transit service.

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

Communications & Community Action Plan Impact: This report includes the CAP impacts throughout the report. The document has been presented to communicate the EDO’s progress and activity to Council and the public as information in Q2 2018.

Page 4 of 5

159 Concluding Comments: That Council receive this report as presented for information and provide feedback for discussion.

Respectfully Submitted,

Dept. Head: ______Original Signed By_____ Glenn Walker, Economic Development Officer

CAO Approval: ______Original Signed By___ Dave Milliner, CAO

Attachments:

None.

Page 5 of 5

160 Township of Southgate Phone: 519-923-2110 Administration Office Toll Free: 1-888-560-6607 185667 Grey Road 9, RR 1 Fax: 519-923-9262 Dundalk, ON N0C 1B0 Web: www.southgate.ca

Staff Report REC2018-011

Title of Report: REC2018-011- Facilities Operator Full Time Hiring Department: Recreation Council Date: August 1, 2018

Recommendation: Be it resolved that Council receive Staff Report REC2018-011 as information.

Background: The Facilities Operator position was posted internally as per hiring policy #8, closing date Tuesday May 29, 2018 at 4 p.m. One applicant applied internally. The applicant is currently employed with the Township of Southgate as a Seasonal Facilities Operator.

Financial Implications: Financial impact was noted in Staff Report REC2018-008 Facilities Operator Full Time Hiring Justification.

Communications & Community Action Plan Impact: This report has been written and presented to Council to communicate accurate information to the public and for Council’s approval.

Concluding Comments: Facilities Manager is confident that Ethan Henry is qualified to fill the vacant position. Facilities Operator position is vital to the current operation of the Recreation Department.

Respectfully Submitted,

Dept. Head: ______Original Signed By_____ Kevin Green, Facilities Manager

CAO Approval: ______Original Signed By____ Dave Milliner, CAO

Attachments:

Page 1 of 1

161 Township of Southgate Phone: 519-923-2110 Administration Office Toll Free: 1-888-560-6607 185667 Grey Road 9, RR 1 Fax: 519-923-9262 Dundalk, ON N0C 1B0 Web: www.southgate.ca

Staff Report FIRE2018-007

Title of Report: FIRE2018-007- Fire Report from April 1st - June 30th 2018 Department: Fire Council Date: August 1, 2018

Recommendation: Be it resolved that Council receive Staff Report FIRE2018-007 as information. Background: April 2018 –In April, Dundalk Fire Department responded to 15 occurrences. In April 2017 the occurrences were also 15. The Fire Chief attended 1 department head meeting, 1 Grey County Peer Support group meeting, a Grey County Chiefs meeting, a Grey County Trainers Association meeting and toured Flato and White Rose developments with Brian Green. The department attended the Maplefest Statue lighting and festivities in terrible weather. Two training nights were held along with a very successful 3 day ”Live Fire Flashover Course” which included a total of 50 Fire Fighters from Dundalk and other departments. On a request 2 members of the Dundalk Department along with Durham station covered the Markdale station to allow their members to participate in a funeral for one of their members. Council approved the Tiered Response Agreement.

May 2018- In May Dundalk Fire responded to 17 occurrences. The responses in May 2017 were 12. Meetings attended were Training Officers, Grey Bruce Fire Prevention, Grey County Fire Chiefs and Grey County Peer Support. Some members of the department attended the Ontario Fire Chiefs Convention and Trade show in Toronto. 2 Training nights were held, Fire Chief inspected a residence on an OPP request and 2 burn complaints were investigated. The Fire trucks annual Krown rust application was completed and all fire hose were inspected and pressure tested over 2 weekends for compliance. Council approved the promotion of 4 fire fighters.

June 2018- For the month of June Dundalk Fire responded to 16 calls. Responses for June 2017 were 11. Meetings attended by the Fire Chief were, Health and Safety, Department Head, Grey County Chiefs, Grey County Trainers, Energy Committee meeting and the Old Town Hall was toured along with other department personnel. The Decoration Day Ceremony at the cemetery was attended also. At the Fire Hall we had 2 days of the schools visiting and our Public Educators participated in a Mennonite Farm Safety Day located in Southgate working with Mount Forest Fire Department. Our department was selected to receive $5,000.00 from Enbridge Gas and the Public Safety Council. The funds will go towards purchasing educational materials used for training and teaching. The cheque will be presented in July. Dundalk Tanker 9 will be going for tank repairs due to a reaction with water and aluminum creating corrosion in the tank.

Page 1 of 2

162 Staff Comments: Dundalk Fire has responded to 48 calls for April, May and June 2018. Refer to attachment 1.

Financial Implications: For this term there are no financial impacts, other than what is stated in the budget.

Communications & Community Action Plan Impact: This report has been written and presented to Council to communicate this information to the public and for Council’s approval. Southgate Goal 1 A: Trusted, Timely, Transparent, Accessible Municipal Decision Making.

Concluding Comments: Dundalk Fire Department was dispatched to 97 calls from January 1/2018 to June 30/2018.The department currently has 24 active members on the roster.

Respectfully Submitted,

Dept. Head: ______Original Signed ______By Don Zeggil, Fire Chief Official

CAO Approval: ______Original Signed By_____ Dave Milliner, CAO

Attachments:

1 – Southgate Fire Department Annual Report 2018

Page 2 of 2

163 Southgate Fire Department Report Year: 2018 Department Activity January February March April May June July August September October November December Total YTD

Dundalk Fire Dept. Responses 15 12 22 15 17 16

Location Responses

Southgate 7 8 16 8 13 12

Melancthon 4 1 4 4 2 3

Grey Highlands 4 1 2 3 2 1

MTO (Highway 10) 2

Mutual Aid included in calls

Total DFD Responses by Location 15 12 22 15 17 16 97

Type of Responses

Property Fires/Explosions 3 2 5 3 3 3

Overpressure rupture/explosion

(no fire)

Pre fire conditions/ no fire 1 2 1

Burning(controlled) 1

False fire calls 2 3 1

CO False calls 1 1

Public Hazard 1 3

Rescue/MVC 3 3 3 2 1 1

Medical/resuscitator call 8 6 7 8 8 6

Other response 1

Mutual Aid Responses 1 3

Total DFD Responses by Type 15 12 22 15 17 16 97

Contracted Fire Services

Wellington North -Mount Forest

West Grey- Durham 1 3 6

164 Township of Southgate Phone: 519-923-2110 Administration Office Toll Free: 1-888-560-6607 185667 Grey Road 9, RR 1 Fax: 519-923-9262 Dundalk, ON N0C 1B0 Web: www.southgate.ca Staff Report CL2018-020

Title of Report: CL2018-020 - Legislative & Planning Coordinator – Hiring Update

Department: Clerks

Council Date: August 1, 2018

Recommendation:

Be it resolved that Council receive staff report CL2018-020 as information.

Background: Recruitment for the Legislative & Planning Coordinator position has been completed through an internal and external hiring process. The position was posted through the Association of Municipal Clerks and Treasurers of Ontario, the Ontario Association of Committee of Adjustments, Indeed and LinkedIn and applications were received between April 23rd, 2018 and May 8th, 2018 with a closing date of May 8th, 2018. The position was re-posted with a closing date of June 22nd, 2018 following the preferred candidate’s decision to remove themselves from the selection process following personal circumstances. A second round of interviews were completed on July 11th and 12th, 2018 by the CAO and the Clerk. Eight (8) applications were received and seven (7) individuals were interviewed.

Staff Comments: Staff have offered the position and accepted Tracey Dupuis who is currently the Public Works Assistant and she will begin in her new role as Legislative & Planning Coordinator on August 7th, 2018 and will assist Public Works in the transition process one day a week for up to six (6) weeks when that position is filled.

Financial Implications: There is no financial impact to this report as the position has been included in the 2018 budget.

Communications & Community Action Plan Impact: This report has been written and presented to Council to communicate accurate information to the public. Southgate Goal #1-A – Trusted, Timely, Transparent, Decision Making.

Page 1 of 2

165

Concluding Comments: Staff have proceeded with the internal hire of Tracey Dupuis, with a start date of August 7th, 2018 for the Legislative & Planning Coordinator position.

Respectfully Submitted,

Dept. Head: ______Original Signed By Joanne Hyde, Clerk

Original Signed By CAO Approval: ______Dave Milliner, CAO

Page 2 of 2

166 Township of Southgate Phone: 519-923-2110 Administration Office Toll Free: 1-888-560-6607 185667 Grey Road 9, RR 1 Fax: 519-923-9262 Dundalk, ON N0C 1B0 Web: www.southgate.ca

Staff Report FIN2018-023

Title of Report: FIN2018-023 – June 2018 Cheque Registers Department: Finance Council Date: August 1, 2018

Recommendation: Be it resolved that Council receive Staff Report FIN2018-023 June 2018 Cheque Registers as information. Background: Under the authority of the Municipal Act, 2001 s.286(1), a municipality shall:

“appoint a treasurer who is responsible for handling all of the financial affairs of the municipality on behalf of and in the manner directed by the council of the municipality, including… (c) paying all debts of the municipality and other expenditures authorized by the municipality” Municipal Act, 2001 s. 290(1) requires a municipality shall: “prepare and adopt a budget including estimates of all sums required during the year for the purposes of the municipality, including, (a) amounts sufficient to pay all debts of the municipality falling due within the year”.

The Township of Southgate has approved Policy #5, Purchasing Policy, which states: “Southgate Council has ultimate authority for all expenditures. Council delegates this authority by the authorization of budgets or by specific resolution. Treasury cannot pay for any item that has not been authorized by Council through budget appropriation or specific resolution. This purchasing policy provides guidelines outlining how spending authority is to be used.”

Staff Comments: In June 2018, cash disbursements totalling $1,721,295.91 (summarized in the following table) has occurred reflecting invoices that have been reviewed and authorized for payment in accordance with the guidelines provided in Policy #5, Purchasing Policy.

Payment Method Amount Cheque Attachment A $1,670,033.81 Online Attachment B 29,553.77 PAP Attachment C 21,708.33 $1,721,295.91

Page 1 of 2

167 Financial Implications: The financial analysis reports received periodically by Council will reflect the impact of the expenditures compared to budget.

Communications & Community Action Plan Impact: This report has been written and presented to Council in accordance with: - Goal 1A: Trusted, Timely, Transparent, Accessible Municipal Decision-Making  Action 1.A.1

Southgate will actively communicate with the public, facilitate public involvement, and define procedures for municipal decision-making on potentially controversial issues. Concluding Comments: The June 2018 Cheque Registers are provided as information.

Respectfully Submitted,

Original Signed By Dept. Head: ______William Gott, CPA, CA Treasurer

CAO Approval: ______Original Signed By____ Dave Milliner, CAO

Attachments:

Attachment A Standard Cheque Register Attachment B Online Cheque Register Attachment C PAP Cheque Register

Page 2 of 2

168 2017 .11.30 8.0 9759 THE TOWNSHIP OF SOUTHGATE 1010712018 9:16AM Accounts Payable CIBC - A - Standard Cheque Register By Date 0110612018 thru 3010612018

Cheque Cheque Number Date Vendor Nbr Payee Cheque

035580 01t06t2018 002017 BELL MOBILITY - W.P.C.I, CEDAR POINT 214.68 lnvoice 288233 2810512018 CELL PHONE FOR JIM ELLIS 2't4.68

03558'l 01t06t2018 008035 HOLSTEIN GENEML STORE 63.00 lnvoice 0995 3OIO4I2O18 3 CASES OF BROWN PAPER TOWEI. 63.00

035582 01t06t2018 008041 HWY 4 TRUCK SERVICE LTD. 3,915.01 lnvoice .82797 O'I10612018 WST-SERV,LABOUR,PARTS UNIT21: 3,740.20 lnvoice .82825 0110612018 WASTE-SERV,PARTS,LABOUR UN 2, 174.81

035583 o1to6t2o18 012010 LIBRARY BOUND INC 349.1 0 lnvoice 30037925 10t05t2018 LTBRARYBOOKS 349.1 0

035584 0'U06t2018 098002 75.00 lnvoice June 1 2018 0110612018 F{EFUND FOR TENT PERMIT OVERPI 75.00

035585 01t06t20't8 099005 50.00 lnvoice may 2018 01106120'18 HONORARIOUM FOR PROG W/LIB 50.00

035587 11t06t20't8 020042 TRILLIUM FORD LINCOLN LTD 67,156.00 lnvoice june2018 11106t2018 BLDG-2018 FORD FUSTON & ESCAPE 67.156.00

035588 20106t2018 001039 AMCTO 576.30 lnvoice 13193 06/06/2018 AD FOR LEGISLATIVE & PLAN COOF 576.30

035589 20t06t2018 001060 ATS TREE SERVICES INC. 452.00 lnvoice 2503 1610512018 NEW GRAVEL PIT LANEWAY 452.00

035590 20t06t2018 003001 C & G CONCRETE 13,027.74 lnvoice 18-06 3110512018 RECREATIONCONCRETEWORK 13,027.74

035591 20t06t2018 003020 CANADIAN TODS LIMITED 't72.89 lnvoice 16315 15t04t2018 S|GNAGE 172.89

035592 20t06t2018 003026 CARSON SUPPLY 1,023.35 lnvoice S1518609.002 2810512018 WATER - ELBOW 90.1 5 lnvoice S1518609.001 1110512018 WATER-BOLT,MAIN STOP,CURB ST( 933.20

035593 20t06t2018 003030 CEDARWELL EXCAVATING LTD 1,628.33 lnvoice 2031229 3110512018 NEW GRAVEL PIT LANE,TREE REMC 1,628.33

035594 20t06t2018 003076 CORPORATE EXPRESS CANADA INC 436.39 lnvoice 47640432 0110612018 ADMIN . OFFICE SUPPLIES 280.49 lnvoice 47576989 2510512018 ADMIN - BATTERY BACKUP 1 '16.08 lnvoice 47186877 1110412018 ADMIN - OFFICE SUPPLIES 32.53 lnvoice 47601312 2910512018 ADMIN - OFFICE SUPPLIES 7.29

035595 20t06t2018 003078 coTToN's AUTO CARE CENTRE (2013) tNC. 926.60 lnvoice 103-77536 2210512018 FIRE.UNDERCOAT SPRAY FOR TRUI 926.60

035596 20t06t20't8 003083 COUNTY OF GREY 816,609.77 lnvoice 1VC000000000'1 8861 2810512018 ADMIN-CAREERCONCEPTSTRAIN 242.52 lnvoice |VC000000000'18885 3110512018 2ND LEVY INSTALLMENT 816,367.25

035597 20t06t2018 004069 DUNDALK EQUIPMENT 896.97 lnvoice 544 2310512018 CEM - PARTS & SERV TO MOWER 896.97

035598 20t06t2018 004071 DUNDALK FOODLAND 17.75

Page 1 169 2017.11.30 8.0 9759 THE TOWNSHIP OF SOUTHGATE 1010712018 9:16AM Accounts Payable CIBC - A - Standard Cheque Register By Date 01/06/2018 thru 30/06/20'18

Cheque Cheque

Number Date Vendor Nbr Payee Cheque Amount

lnvoice tran8372 0110612018 SPRING WATER & BAGGED ICE 15.16 lnvoice trn.7495 28t05t2018 BAGGED tCE 2.59

035599 20t06t2018 004081 DUNWOOD SIGNS & TEXTILES INC. 1,007.96 lnvoice 4762 2810512018 CEM-DECORATIONDAYSIGN 39.55 lnvoice 4778 0410612018 BLDG - VEHICLE DOOR SIGNAGE 226.00 lnvoice 4735 1510512018 FARMERS MARKET SIGNS 531 .1 0 lnvoice 4725 1OIO5I2O18 FULL COLOUR BROCHURES 211.31

035600 20t06t2018 005006 EASTLINK 385.1 6 lnvoice 05631505 04t06t2018 FIRE/DUN WRKS - INTERNET 285.82 lnvoice 05631492 04t06t2018 FRANK MAC - INTERNET 49.67 lnvoice 05631495 041o6t2018 ARENA - INTERNET 49.67

035601 20t06t2018 005015 EHITEL NETWORKS INC 145.77 lnvoice ET-063309 1310612018 ADMIN.INTERNET 145.77

035602 20t06t2018 005030 EMMOSA ENGINEERING INC 459.46 lnvoice M2018-01 - 3 2510512018 WATER.PROFESSIONALSERV 459.46

035603 20t06t2018 005039 EXCEL BUSINESS SYSTEMS 1,489.84 lnvoice 333068 30t05t2018 ADMTN - PHOTOCOPTES 143.01 lnvoice 228706 1210612018 ADMIN - PHOTOCOPY LEASE PAY 168.37 lnvoice 332024 30t05t20't8 F|RE - PHOTOCOPTES 36.04 lnvoice 331263 18t05t2018 ADMTN - PHOTOCOPTES 1,064.45 Invoice 228553 1210612018 FIRE-PHOTOCOPYLEASEPAYMEN'I 77.97

035604 20t06t2018 006011 FIRESERVICE MANAGEMENT LTD 454.26 lnvoice 438739 06/06/2018 WASH & REPAIR BUNKER GEAR 454.26

035605 20t06t2018 006014 FIVE STAR CLEANING 2,240.23 lnvoice 1 1 517 31IO5I2O,I8 ADMIN . CLEAN OFFICE FOR MAY 5'19.80 lnvoice 11523 3110512018 REC - CLEAN SWINTON PARK 124.30 lnvoice 11519 3110512018 REC.GRASS CUTTING VARIOUS LOC 1,254.30 lnvoice 1 1458 3110512018 FIRE-CLEAN HALL MAY 2018 341.83

035606 20t06t2018 006027 FREEZIECAT APPLIANCE SERVICE L 195.49 lnvoice 11054 1810512018 RDS-NO A/C, NEEDS NEW HEAT VAI. 195.49

03s607 20t06t2018 007012 GEORGIAN BAY FIRE & SAFETY SUP 480.82 lnvoice 749762 3110512018 INSP FIRE EXT,CHEM RECHRG,TRK 480.82

035608 20t06t2018 007032 GRAND RIVER CONSERVATION AUTHO 1,098.00 lnvoice LEVY2018 29 1410612018 2ND LEVY INSTALLMENT '1,098.00

035609 20t06t2018 00801.1 't,412.50 lnvoice '147 06/06/2018 tC REPORT,REV|EW & RECOM ON C 1,412.50

03561 0 20t06t2018 008014 HARTMAN COMMUNICATIONS 449.74 lnvoice 40770 3OIO5I2O18 RDS . INSTALL RADIO SYSTEM 449.74

03561 1 20t06t2018 008021 HEMLD NEWSPAPER CORP 2,339.10 '15340 lnvoice 08/05/2018 ADV CAND NOM,RQ OPP,WATER NC 2,339.10

03561 2 20t06t20't8 008027 HIGHLAND SUPPLY 220.72 lnvoice 264295 30/05/2018 RDS - cAS CONT, 2 CyC MtX OtL 54.47 lnvoice 264313 30/05/2018 RDS - GRAB HOOK 12.75 lnvoice 264011 2410512018 RDS. NOZZLE 3 4 FS LOADED 134.29

Page 2 170 2017.11.30 8.0 9759 THE TOWNSHIP OF SOUTHGATE 1010712018 9:16AM Accounts Payable CIBC - A - Standard Cheque Register By Date 01/06/2018 thru 30/06/20'18

Cheque Cheque Number Date Vendor Nbr Payee Cheque Amount

lnvoice 263003 O2IO5I2O18 SEWER-GLOVESFORLAGOON 19.21

035613 20t06t2018 008037 HORT MANUFACTURTNG (1986) LTD. 4,797.50 lnvoice 804C7181 2710412018 WASTE - CYLINDER REPAIR 1,243.92 lnvoice 804C7143 2610412018 RDS.CYLINDER REPAIR 3,553.58

035614 20t06t2018 008040 HURONIA/MED-E-OX LTD. 29.38 lnvoice R1914071 3OIO4I2O18 PROPANECYLINDERS-MONTLYRET. 29.38

03561 5 20t06t2018 008041 HWY 4 TRUCK SERVICE LTD. 201.75 lnvoice 83850 3110512018 WASTE - MOTOR MOUNT 70.96 lnvoice 83840 31t05t2018 RDS - BELT '130.79

035617 20t06t2018 00901 3 INNOVATIVE SURFACE SOLUTIONS CANADA 1,440.89 lnvoice 1NV45507 3110512018 RDS - PROPATCH 1,440.89

035618 20t06t2018 01 0006 J.A. PORTER HOLDTNGS (LUCKNOW) LTD. 8,655.94 lnvoice 126564 29t05t2018 RDS-SMOOTHWALLSOL|D,pLAtNC( 8,655.94

035619 20t06t2018 01 0007 J.J. MCLELLAN & SON LIMITED 146.90 lnvoice W81463 0810612018 REC - VALVE & SENSOR KIT 146.90

035620 20t06t2018 0'10011 '150.00 lnvoice june 2018 1210612018 CLEANING TOWN HALL 150.00

035621 20t06t2018 012010 LIBRARY BOUND INC 539.54 lnvoice 30038721 24105t2018 LTBRARY BOOKS 219.19 lnvoice 30038437 17t05t2018 LTBRARY BOOKS 320.35

035622 20t06t2018 01 3001 M&LSUPPLYFIRE&SAFETY 12,226.62 lnvoice 150465 0610612018 FIRE - RED & YELLOW HELMETS 926.62 lnvoice 150464 06/06/2018 FIRE - SCBA EQUIP 11,300.00

035623 20t06t2018 01 3035 MCDONALD HOME HARDWARE 639.96 lnvoice 69349 07t06t2018 RDS - BLDS,RCP MULTI 31.63 lnvoice 69341 07t06t2018 RDS - BUILDERS HARDWARE 2.26 lnvoice 69265 04t06t20't8 WATER - PIPE YELLOW GAS TAPE 5.64 lnvoice 68926 24t05t2018 WATER-FLASHLIGHTS & BATTERIES 15.81 lnvoice 69009 28t05t2018 WATER - REACTOR BATTERY 19.20 lnvoice 69381 08/06/201 8 REC - STABILIZER FOR POOL 67.75 lnvoice 69380 08/06/201 8 REC - HSS BIT, BUILDERS HARDWA 1't.57 lnvoice 69456 't1t06t2018 REC - CLOROX BLEACH 12.61 lnvoice 69302 06/06/201 8 REC-HYDRAULIC CEMENT 12.42 lnvoice 69262 04106t2018 POOL . STABILIZER,BASEBALL KEY 92.03 lnvoice 69251 04t06t2018 REC - FRACTIONAL TAP 12.42 lnvoice 69278 05/06/201 I POOL . LIQUID SHOCK,BOOSTER 82.95 lnvoice 69283 05/06/201 8 LIB - LAV FAUCET 48.58 lnvoice 69059 29105t2018 REC - LINE MARKING POWDER 81.31 lnvoice 69098 30/05/201 I POOL - TAPE, REFILS,BRUSH,HARDV 133.06 lnvoice 69099 30/05/201 8 POOL - BUILDERS HARDWARE 1.13 lnvoice 69154 31t05t2018 REC - TOILET FLAPPER 9.59

035624 2010612018 013057 MINISTER OF FINANCE 265.00 lnvoice 3-2018-1-1UA-155 14t06t2018 HOUSTNG INSPEC r 265.00

035625 20t06t2018 0't4023 NERD2U 316.56 lnvoice 0155 11t06t2018 ADMIN.FIX NON WORKING FILE SHA '123.06 lnvoice 0159 12t06t2018 ADMIN-FIX CONNECTION FOR CLINT 93.23

Page 3 171 2017.11.30 8.0 9759 THE TOWNSHIP OF SOUTHGATE 10lO7l2O'18 9:16AM Accounts Payable CIBC - A - Standard Cheque Register By Date 0110612018 thru 30/06/2018

Cheque Cheque Number Date Vendor Nbr Payee Cheque

lnvoice 0152 3110512018 LIB . ON SITE IT SUPPORT 100.27

035626 20t06t2018 015045 OSPREY EQUIPMENT REPAIR LTD 649.75 lnvoice 3263 06/06/2018 RDS-SERV,PRTS,LABFORTRACKLE 649.75

035627 20t06t2018 016014 PENINSULA OVERHEAD DOORS 1,989.95 lnvoice 151255 2210512018 RDS - NEW GAMGE DOOR OPENEF 1,779.75 lnvoice 151221 1510512018 RDS-COMM SERV TO REPLAC RELA 210.20

035628 20t06t2018 018011 REALTAX INE\ 1,452.05 lnvoice 67072 12to6t2o18{() REAL TAX FEES 423.75 lnvoice 67071 12106/2018Qb REAL TAX FEES 525.45 lnvoice 67070 12106/2018@ REAL TAX FEES 502.85

035629 20t06t2018 018032 ROBERT'S FARM EQUIPMENT 2,019.12 lnvoice S19933 06/06/2018 RDS-PARTS,SERV&LABOURl09 2,018.39 lnvoice P00606 28t05t20'.t8 REC - PtN CLEVTS 0.73

035630 20t06t2018 019013 SAUGEEN VALLEY CONSERVATION AU 50,739.00 lnvoice 13552 31IO3I2O,I8 SG SDRD 57 CULVERT REPLACEMEI 415.00 Invoice '13234June 1510612018 2ND LEVY INSTALLMENT 50,324.00

035631 20t06t2018 019022 SGS LAKEFIELD RESEARCH LIMITED 977.45 lnvoice 11 156500 3110512018 WATER. VILL OF DUN ANALYSIS 238.43 lnvoice '1 'l 156495 3110512018 SEWER-DUNSEWAGEANALYSIS '163.85 lnvoice 1 1155126 2910512018 WATER-VILL OF DUN ANALYSIS 325.44 lnvoice 11155134 2910512018 REC . HOPE PARK ANALYSIS 161 .59 lnvoice 'l 1 154032 2510512018 HOLS PRI(BALL ANALYSIS 88.14

035632 20t06t2018 019084 SUPERIOR TIRE SALES & SERVICE 303.41 lnvoice SUP0O28392 3OIO5I2O,I8 WASTE-SERV CALL,TIRE REP UNlO( 303.41

035633 20t06t2018 019086 SHRED-IT 71.79 lnvoice 8100456015 3110512018 ON SITE SHRED SERVICE 71.79

035634 20t06t2018 020040 TOWNSHIP OF WELLINGTON NORTH 2,500.00 lnvoice 1VC04652 1610412018 BUTTER TARTS & BUGGERS 2018 M 2,5OO.OO

035635 20t06t2018 020044 TRITON ENGINEERING SERVICES LTD 18,277.92 lnvoice 049014 3OIO4I2O18 R - ENGINEER SERV - FLATO EAST 3,856.68 lnvoice 049015 3OIO4I2O18 R. ENGINEER SERV - FLATO NORT 1,297.64 lnvoice 049013 3OIO4I2O18 R - ENGINEER SERV - FLATO WEST 1,781.55 lnvoice 049012 3OIO4I2O18 R. EGINEER SERV - WHITE ROSE 660.32 lnvoice 049079 3OIO4I2O18 DUN SANITARY COLLECTION SYS 10,681.73

035636 20t06t2018 022004 VANALSTINE AUTOMOTIVE 20.50 lnvoice 5596 O4IO5I2O18 HALOGEN LIGHT 20.50

035637 20t06t2018 023004 WAJAX EQUIPMENT 1,795.07 lnvoice 546076 2510512018 WATER - GERATOR SERV&REPAIR 1,795.07

035638 20t06t2018 023005 WALKERTON CLEAN WATER CENTRE 971 .80 lnvoice 3040839 06/06/2018 WATER-MAINTENANCEFEST 971.80

035639 20t06t2018 023008 WASTE MANAGEMENT 6,123.27 lnvoice 0002322-0677 -1 0110512018 RECYCLTNG 6,'t23.27

035640 20t06t2018 023037 WINGHAM ADVANCE TIMES 226.00

Page 4 172 2017.11.30 8.0 9759 THE TOWNSHIP OF SOUTHGATE 1010712018 9:16AM Accounts Payable CIBC - A - Standard Cheque Register By Date 0110612018 thru 30/06/2018

I Cheque Cheque Number Date Vendor Nbr Payee Cheque Amount

lnvoice WND0023303 03/06/20,18 REQUEST FOR PROPOSAL AD 163.85 lnvoice WND0023358 03/06/2018 REQUEST FOR PROPOSALAD 62.15

035641 20t06t2018 023039 WORK EQUIPMENT 1,313.77 lnvoice 044635 O4I0612018 RDS-CASTER,WHL&TIRE&BUSH,AXL 1.313.77

035642 20t06t2018 025002 YOUNG'S BUILDING MATERIALS INC. 99.80 lnvoice 570692 03/05/2018 REC - COPPER PIPE,BRUSH & GUAF 40.86 lnvoice 575339 2910512018 REC-CLNR,SCREEN,HOSE,NOZZLE 58.94

035643 20t06t2018 098002 BILL WALKER - CAMPAIGN 75.00 lnvoice june 152018 1510612018 REFUND FOR ELECTION SIGN 75.00

035644 20t06t2018 098002 :. .-. 197.00 lnvoice june 20'18 14t06t2018 REFUND OF PAP TAX PAYMENT 197.00

035645 20t06t2018 099002 ACES HEAVY TOWING 830.55 lnvoice 6449 3OIO5I2O18 WASTE.TOWING OF WASTE TRUCK 830.55

035646 20t06t2018 099002 BANKS GROUNDWATER ENGINEERING LIMITED 2,090.50 lnvoice 8GE.18.052 3110512018 PEER REVIEW-CHURCH HOUSE SITI 2,090.50

035647 20t06t2018 099002 BC LIBRARY ASSOCIATION 55.00 lnvoice 201 80531-16433-1'1 839 3110512018 LIB ASSISTANT JOB AD 55.00

035648 20t06t2018 099002 320.00 lnvoice june2016 1410612018 REFUND FOR OVER PAY OF PLOT 320.00

035649 20t06t2018 099002 COX SIGNS LIMITED 14.310.00 lnvoice 28355 05/06/2018 SG-EGR OPT ELEC S|GN 2018-345 14,31 0.00

035651 20t06t2018 099003 FIRSTCANADA ULC 374.89 lnvoice 1916-C-000904 01t06t2018 BUS FOR RDS TOUR 374.89

035652 20t06t2018 099005 JACK WATSON SPORTS INC, 2,279.70 lnvoice 180757 2910512018 REC-MKE,HOMEPLATES,BASES,NI 2,279,70

035653 20t06t2018 099007 SENTRY DOOR INC 323.1 8 lnvoice 982A 30/05/2018 TECH LABOUR CHARGE 323.18

035654 20t06t2018 099008 VALCO REAL ESTATE APPRAISERS & CONSULTANTS 2,147.00 lnvoice 0518-35153/RP 3110512018 NEW GRAVEL PIT APPRAISAL 2,147.00

035655 20t0612018 099002 BEARCO WIRE INC. 565.00 lnvoice .6282 2010612018 FIRE.CUSTOMBUILTTABLES 565.00

035656 27t06t20't8 001014 ADVANEDGE TECHNOLOGIES 476.86 lnvoice 567 1910612018 SUPP AND FAB MATERIAL FOR BUC 476.86

035657 27t06t2018 001044 ANCHEM SALES 832.81 lnvoice 166391 13106120,18 WATERCHEMICALS -33.90 lnvoice 166371 1310612018 WATERCHEMICALS 866.71

035658 27t06120't8 002002 B & M CONSTRUCTION 892.70 lnvoice 3512 1810612018 WAT/CEM-WAT SERV TAP & GRAVE 892.70

035659 27t06t2018 002062 BOBCAT OF GREY BRUCE 3,850.79 lnvoice 02-39616 1110612018 RDS-NEWMOTOR,PARTS,LABOUT 3,850.79

Page 5

173 2017.11.30 8.0 9759 THE TOWNSHIP OF SOUTHGATE 1010712018 9:16AM Accounts Payable CIBC - A - Standard Cheque Register By Date 01/06/2018 thru 30/06/2018

Cheque Cheque Number Date Vendor Nbr Payee Cheque Amount

035660 2710612018 00301 1 CANADA'S FINEST COFFEE 62.00 lnvoice 1N298996 21t06t2018 ADMTN - COFFEE 62.00

035661 27t06t2018 003030 CEDARWELL EXCAVATI NG LTD 2,034.00 lnvoice 2031364 1510612018 WAT/RDS . HYDROVAC HOURS 2,034.00

035662 27t06t20',t8 003070 CONSEIL SCOLAIRE CATHOLIQUE PROVIDENCE 1,147.78 lnvoice june20t8 2610612018 2ND LEVY PAYMENT 1,147.78

035663 27t0612418 003071 CONSEIL SCOLAIRE VIAMONDE 711.54 lnvoice june2018 2610612018 2ND LEVY PAYMENT 711.54

035664 27t06t2018 003089 SUNBELT RENTALS OF CANADA INC. 2,378.65 lnvoice 70723663-0001 1310612018 LAZER LEVEL 2,141.35 lnvoice 70723602-0001 1310612018 RDS - ROLL SILT FENCE 237.30

035665 27t06t2018 004071 DUNDALK FOODLAND 26.28 lnvoice tran1236 1110612018 WATER - BAGGED ICE 2.59 lnvoice tran9978 2810512018 POLYSPORIN AND BAND AIDS 16.93 lnvoice tran6421 25105/2018 POOL - PERM MARKER & PENS 6.76

035666 2710612018 004081 DUNWOOD SIGNS & TEXTILES INC. 210.18 lnvoice 4800 1910612018 POOL - T-SHIRTS & TANKS WCRES 210.'t8

035667 27t06t2018 005003 E-S. HUBBELL & SONS LIMITED 20,421 .32 lnvoice 1013697 12t06t2018 RDS - CULVERTS 10,210.66 lnvoice 1013696 1210612018 RDS.CULVERTS 10,210.66

035668 27t06t2018 005006 EASTLINK 146.34 lnvoice 0563149't 06/06/2018 LIB.INTERNET 146.34

035669 2710612018 005039 EXCEL BUSINESS SYSTEMS 342.39 lnvoice 226513 1310612018 LIB. LEASE ON PHOTOCOPIERD 172.89 lnvoice 228601 1210612018 LIB - PHOTOCOPIER LEASE 169.50

035670 27t06t2018 00601 4 FIVE STAR CLEANING 477.43 lnvoice 11520 3110512018 LIB - CLEAN LIBRARY 251.43 lnvoice 11518 3110512018 RDS . CLN DUN & HOLS WRKS DEP( 226.00

035671 27t06t2018 00601 6 FLESHCON 536.75 lnvoice 87438 1310612018 WATER - NON SHRINKABLE FILL 536.75

035672 27t06t2018 007017 GFL ENVIRONMENTAL INC.1 25 56.50 lnvoice 100286124 31IO5I2O'18 WASTE - REMOVE OIL & ANTIFREEZ 56.50

035673 27t06t2018 007025 GM BLUEPLAN ENGINEERING LIMITED 9,'t 18.93 lnvoice 94445 1910612018 WASTE - ENGINEER SERV EG LAND 9,1 1 8.93

035674 2710612018 008041 HWY 4 TRUCK SERVICE LTD. 3,556.67 lnvoice 84130 1110612018 WASTE-PARTS,LAB,SERVUNIT2l3 2,924.56 lnvoice 84092 1210612018 WASTE - SERV & REP UNIT 211 632.11

035675 27106t2018 012010 LIBRARY BOUND INC 78',t.46 lnvoice 30039200 01/06/2018 LIBRARYBOOKS 427.30 lnvoice 30039601 0710612018 LIBRARYBOOKS 354.1 6

035676 2710612018 013017 MARMAK INFORMATION TECHNOLOGIES 2,373.00

Page 6

174 2017.',t1.30 8.0 9759 THE TOWNSHIP OF SOUTHGATE 1010712018 9:16AM Accounts Payable CIBC - A - Standard Cheque Register By Date 01/06/2018 thru 30/06/2018

Cheque Date Vendor Nbr Payee Cheque Amount

lnvoice 6277 1310612018 RDS - MR COMP ANN LICENSE FEE 2,373.00

035677 27t06t2018 013028 MMXAM ANALYTICS 3,724.48 lnvoice CP3341990 1310612018 WASTE - WATER TESTING 477.14 ,1410612018 lnvoice CP3342431 WASTE - WELL & TESTING 3,247.34

035678 2710612018 01 3035 MCDONALD HOME HARDWARE 334.04 lnvoice 69818 2210612018 WATER - KEYCHAIN AND KEY 12.16 lnvoice 69690 1910612018 RDS - BUILDERS HARDWARE 1.13 lnvoice 69547 1410612018 WATER - PROPANE TORCH KIT 39.54 lnvoice 69463 1110612018 ADMIN - ANT TRAPS 4.51 lnvoice 69462 1110612018 RDS - BUILD HARDWARE,STRPNG 27.15 ,1310612018 lnvoice 69533 POOL - KEY, MARKER SET 27.53 lnvoice 69842 2310612018 REC - DOOR STOP WEDGE 7.33 lnvoice 69796 21t06t2018 REC - WOOD, SAW 44.25 lnvoice 69724 19106t2018 REC - WOOD, FRTL 86.09 lnvoice 69777 2110612018 REC - PINCH RINGS, ADAPTER 22.49 lnvoice 69780 21/0612018 REC - COUPLING, ADAPTER 8.94 lnvoice 69668 18t06t2018 POOL - LtQUtD POOL SHOCK 28.78 lnvoice 69742 2010612018 REC - CANOPY SET, EXT BX 24.14

035679 27106t2018 01 3070 MONO ARTS & GRAPHICS PRINTING LTD 93.79 lnvoice 4022 2410512018 RDS . MAP LABELS 93.79

035680 27t06t2018 014009 NEOPOST CANADA 602.29 lnvoice 6190556 15106120'18 Postage Meter lease 602.29

035681 27t06t2018 014023 NERD2U - MOBILE I.T. SERVICES 3,754.37 lnvoice 0158 2610612018 NEW VGA CABLE & TROUBLESHOO- 164.96 lnvoice 0168 2510612018 SET UP MONITOR&WRKSTA BLDG 3,1 15.98 lnvoice 170 2510612018 ADMIN WIFI DUE TO MOVING SERVE 473.43

035682 27106t2018 01 5045 OSPREY EQUIPMENT REPAIR LTD 87.26 lnvoice 3275 2110612018 RDS-CAPASSY 87.26

035683 27t06t2018 018007 R.J. BURNSIDE & ASSOCIATES LIM 12,571.31 lnvoice 3000042435.OO0O-2 1510612018 CULVERTSl26REPLACEMENT 12,571.31

035684 27t06t2018 019022 SGS LAKEFIELD RESEARCH LIMITED 1,308.55 lnvoice 1 1143170 1110412018 SEWER-DUNANALYSIS 194.93 lnvoice 11159730 1510612018 SEWER. DUN ANALYSIS 229.96 lnvoice 1 1159732 1510612018 WATER - VILL OF DUN ANALYSIS 325.44 lnvoice 1116'1048 2210612018 HOLS,SWINT,MUN ANALYSIS 129.95 lnvoice 11161030 2210612018 VILL OF DUN ANALYSIS 143.51 lnvoice 11 158082 08/06/2018 HOPE PK - ANALYSIS 44.07 lnvoice 11 158124 08/06/2018 WATER - VILL OF DUN ANALYSIS 94.92 lnvoice 1 1 15812 O8/06i20,18 SEWER - ANALYSIS 145.77

035685 27t06t2018 0200'12 THE BLUEWATER DISTRICT SCHOOL 393,154.87 lnvoice june2018 2610612018 2ND LEVY INSTALLMENT 393,154.87

035686 27t06t2018 02001 3 THE BRUCE-GREY SEPARATE SCHOOL BOARD 34,322.51 lnvoice june2018 2610612018 2ND LEVY INSTALLMENT 34,322.51

035687 27/06t2018 o20026 400.00 lnvoice june2018 2610612018 LIB-CLEAN LIB & INSIDE WINDOWS 400.00

035688 27t06t2018 020047 TSC STORES LP 129.94

Page 7 175 2017.11.30 8.0 9759 THE TOWNSHIP OF SOUTHGATE 1010712018 9:16AM Accounts Payable CIBC - A - Standard Cheque Register By Date 0110612018 thru 30/06/2018

Cheque Cheque Number Date Vendor Nbr Payee Cheque Amount

Invoice tran8578 1110612018 RDS. HIGH FLO PUMP 129.94

035689 27t06t2018 022004 VANALSTINE AUTOMOTIVE 249.O9 lnvoice 5860 08/06/2018 REC - OtL CHANGE 249.09

035690 27t06t2018 023007 WARD & UPTIGROVE CONSULTING & HUMAN RESOURCES 1,192.15 lnvoice 54262 14106t2018 RDS - WORKSHOP 220.35 lnvoice .54154 3110512018 EMPLOYMENT AGREEMENT CBO 971.80

035691 2710612018 025002 YOUNG'S BUILDING MATERIALS INC. 41.79 lnvoice 576804 0610612018 WASTE - GARDEN HOSE 41.79

035692 27t06t20't8 098002 1,000.00 lnvoice june 19 2018 1910612018 REFUND CONTINGENCY FEE SITE P 1.OOO-OO

035693 27t06t2018 098002 1,000.00 lnvoice 19 of June 2018 2610612018 REFUND OF CONTENGENCY FEE SI 1,OOO.OO

035694 27t06t2018 098002 FRANCESCA DOBBYN CAMPAIGN 75.00 lnvoice 2018 ofjune 15106120,18 ELECTION SIGN DEPOSIT REFUND 75.00

035695 27t06t2018 098002 GUS LITZ CONTRACTING INC. 1,000.00 lnvoice june2018 1910612018 REFUND OF CONTINGENCY FEE SIT 1,000.00

035696 27106t2018 098002 400.00 lnvoice june 142018 1410612018 REFUND FOR ENTMNCE PERMIT 4OO.OO

035697 27t06t2018 099002 BARCLAY WHOLESALE 101.25 lnvoice 8138 11t06t20't8 POOL CHEMTCALS 101 .25

035698 27t06t2018 099002 BLUEWATER CHAPTER OBOA 50.00 lnvoice june 2018 2610612018 ANNUAL MEMBERSHIP FEE 50.00

035699 27t06t2018 099005 LEWIS LAND & STOCK 338.80 lnvoice 3882 05/06/2018 SERV EGR OPT GENERATOR 338.80

035700 27t06t2018 099007 SENTRY DOOR INC. 214.70 lnvoice 963,4 1110612018 SERVICE CALL - MIN LABOUR CHAR 214.70

035701 2710612018 099009 WACHS CANADA LTD 99,620.80 lnvoice 1NV17017 18106t2018 RES2018-266VALVEA/ACTRATLER 99,620.80

035702 29t06t2018 098002 -nerUr.rO 1,354.00 lnvoice june 29 2018 29106t2018 OF TAX PAYMENT 1,354.00

Cheque Register Total - i,670p3331

Page 8 176 2017.11.30 8.0 9759 THE TOWNSHIP OF SOUTHGATE 1010712018 9:16AM Accounts Payable CIBC - B - Online Cheque Register By Date 01lOOl2O18 thru 3010612018

Cheque Cheque Number Date Vendor Nbr Payee Cheque Amount

000825 01106t2018 005006 EASTLINK 72.27 lnvoice 05356485 O3IO5I2O18 LIB.INTERNET 72.27

000826 20t06t2018 002053 BRUCE TELECOM 22.54 lnvoice june2018 0410612018 WEBHOSTING 22.54

000827 20t06t2018 008026 HIGHLAND FUELS DUNDALK LTD. 1,924.94 lnvoice may2018 1410612018 REC/RDS - GASOLINE 1,285.00 lnvoice 2018 of May 31t05t2018 FIRE - GASOLTNE 639.94

000828 20t06t20't8 009004 IDEAL SUPPLY INC. 919.75 lnvoice 4877519 0410612018 RDS - VALVE BUTTONiDETENT 107.23 lnvoice 488',l230 0510612018 SEWER- HOUR METER 120 VAC 2't4.69 lnvoice 4853511 2910512018 WASTE-UNIONCOUPLINGTUBE 27.44 lnvoice 4835985 2410512018 RDS - MANUAL HYD SERV JACK 310.75 lnvoice 4833006 2310512018 RDS. INDUSTREAIL CLEAN CLOTHS 100.99 lnvoice 4768152 07IO5I2O18 RDS - SILICONE HIGH PER -21.9'l lnvoien 4844117 2610512018 RDS.INDUSTRIALCLEANINGCLOTH 33.66 lnvoice 4841939 2510512018 RDS-POCKET PEN, LED LIGHT 146.90

000829 20t06t2018 020008 TELUS 35.63 lnvoice May 2018 2810512018 LONG DISTANCE 35.63

000830 20106t2018 023013 WAYNE BIRD FUELS 23,688.36 lnvoice tick ref 194928 2310512018 DYED DIESEL 2,614.07 lnvoice tick ref 195249 23105t2018 EHTENOL 1,178.23 lnvoice tick ref U0034010340 16t05t2018 CLEARDTESEL 2,827.18 lnvoice tick ref U00340'10339 1610512018 DYED DIESEL 2,448.57 lnvoice 0383268 3010512018 CLEARDTESEL 1,474.84 lnvoice 0381802 1710512018 DIED DEIESEL 3,242.23 lnvoice 0384119 06/06/2018 DYED DIESEL 2,365.75 lnvoice 0384120 06106t2018 DTESEL 2,968.40 lnvoice tick ref 195735 3110512018 DYED DIESEL 2,584.71 lnvoice tick ref 195736 3,IIO5I2O'18 CLEAR DIESEL 915.96 lnvoice tick ref 193959 03/05/2018 DYED DIESEL 1,068.42

000831 20t06t2018 008044 HYDRO ONE NETWORKS INC. 35.09 lnvoice may 2018 2910512018 ELECTRICITY CHARGES 10.13 lnvoice may2018 1410612018 ARTEMESIASTLGHTBILLTMNSFEF 1'1.39 lnvoice 2018 of May 1410612018 DOYLE STLGHT BILL TRANSFER 13.57

000832 27t06t2018 002013 BELL CANADA 219.56 lnvoice june 10 2018 '1010612018 HOLS WRK GARAGE 219.56

000833 27t06t2018 002018 BELL MOBILITY CELLULAR 926.37 lnvoice june 8 2018 0810612018 CELLULAR PHONES 926.37

000834 27t16t2018 006031 FS PARTNERS 367.47 lnvoice may2018 20t06t2018 REC - GASOL|NE 367.47

000835 27t06t2018 009004 IDEAL SUPPLY INC. 532.74 lnvoice 4938343 2010612018 BLDG - DISPOSABLE GLOVES 28.00 Invoice 4901867 1110612018 RDS-BLUE MARKINS SOLVENT,FL LI 191 .06 lnvoice 490218'1 1110612018 RDS-FLUORESCENTLGHTS 143.30 lnvoice 4902394 1110612018 RDS - FLUORESCENT LGHT 47.77 lnvoice 4901923 1110612018 RDS. DRY GRAPHITE 33.88 lnvoice 4901951 1110612018 RDS - DRY GMPHITE 67.75 lnvoice 4889755 0710612018 RDS - POCKET PEN LITE 20.98

Page 1 177 2017.11.30 8.0 9759 THE TOWNSHIP OF SOUTHGATE 1010712018 9:16AM Accounts Payable CIBC - B - Online Cheque Register By Date 0110612018 thru 3010612018

Cheque Cheque Number Date Vendor Nbr Payee Cheque Amount

000836 27t06t2018 023024 WELLINGTON NORTH POWER 809.05 lnvoice june 18 77076500-00 1810612018 HOLS ST LIGHTS 123.44 lnvoice june'1 8 77037500-00 14106120,18 HOLS SHED - ELECTRICITY 537.63 lnvoice june 18 77070000-00 1410612018 HOLS PK - ELECTICITY 56.77 lnvoice june18 77067500-00 1410612018 HOLS PK. ELECTRICITY 91.21

Cheque Register Total - 29,s53.77

Page 2 178 2017.11.30 8.0 9759 THE TOWNSHIP OF SOUTHGATE 1010712018 9:16AM Accounts Payable CIBC - C - PAP Cheque Register By Date 0110612018 thru 30/06/2018

Cheque Cheque Number Date Vendor Nbr Payee Cheque Amount

0001 67 20t06t2018 005026 ENBRIDGE GAS DISTRIBUTION INC 1,416.43 lnvoice jun 052156526113 1210612018 ARENA. NATURAL GAS '192.90 ,1210612018 lnvoice jun 052156259413 SEWER - NATURAL GAS 254.79 lnvoice jun 052156797 414 1210612018 FIRE - NATURAL GAS 199.01 lnvoice jun 052156187510 1210612018 DUN WRKS - NATURAL GAS 325.73 lnvoice jun 052156524134 1210612018 TOWN HALL - NATURAL GAS 138.'15 lnvoice jun 910000706033 1210612018 POOL - NATURAL GAS 305.85

000168 20t06t2018 008044 HYDRO ONE NETWORKS INC. 20,29't.90 lnvoice june 4 2018 1410612018 ELECTRICITY CHARGES 20,291.90

Cheque Register Total - 21,708.33

Page 1 179 Township of Southgate Phone: 519-923-2110 Administration Office Toll Free: 1-888-560-6607 185667 Grey Road 9, RR 1 Fax: 519-923-9262 Dundalk, ON N0C 1B0 Web: www.southgate.ca

Staff Report FIN2018-024

Title of Report: FIN2018-024 – Wellington County Library Board Agreement – 2018 Department: Finance Council Date: August 1, 2018

Recommendation: Be it resolved that Council receive Staff Report FIN2018-024 Wellington County Library Board Agreement as information.

Background: The Public Libraries Act RSO 1990 Chapter P.44, Section 29(1) states, “The council of a municipality … may, instead of establishing or maintaining a public library, enter into a contract with a public library board, union board or county library board for the purpose of providing the residents of the municipality …, with library services, on the terms and conditions set out in the agreement.” Since 2001, Southgate has maintained an agreement annually, based on a 1 year term, with the County of Wellington Public Library Board that allows Southgate residents use the library services of the Mount Forest Library branch. The terms of the current agreement are: 1) Southgate sends the payment in two installments; 2) An agreed upon amount; 3) No representation on their Library Board; 4) A list of household users is forwarded on an annual basis for the sole purpose of determining the fee.

The agreed upon amount has remained at $120 per household since 2013.

Staff Comments: Staff has prepared By-law 2018-105, being a by-law to authorize the signing and execution of a Public Library Services Agreement, to enact a 2018 agreement between the Township of Southgate and the Wellington County Public Library Board. The terms and the agreed upon amount of $120 per household remain the same as the 2017 agreement and the household count decreases to 248.

Financial Implications: The 2018 Budget for Library services anticipated a cost of $30,960 for use of the Mount Forest Library. If the agreement is signed as drafted, the 2018 cost will be $29,760.

Below is a chart showing the household usage and fees paid since 2013:

Page 1 of 2

180 Year Usage (# of Fee $ Increase % Increase Households) (Decrease) (Decrease) 2013 218 $26,160 $1,458 5.9% 2014 248 $29,760 $3,600 13.8% 2015 225 $27,000 ($2,760) (9.3%) 2016 217 $26,040 ($960) (3.6%) 2017 258 $30,960 $4,920 18.9% 2018 248 $29,760 ($1,200) (3.9%)

Communications & Community Action Plan Impact: This report has been written and presented to Council in accordance with: - Goal 1A: Trusted, Timely, Transparent, Accessible Municipal Decision-Making o Action 1.A.1 Southgate will actively communicate with the public, facilitate public involvement, and define procedures for municipal decision-making on potentially controversial issues. Concluding Comments: Staff recommends that By-law 2018-101 be considered for approval to enact a 2018 agreement between the Township of Southgate and the Wellington County Public Library Board.

Respectfully Submitted,

Original Signed By Dept. Head: ______William Gott, CPA, CA Treasurer

CAO Approval: ______Original Signed By____ Dave Milliner, CAO

Attachments:

Page 2 of 2

181 Township of Southgate Phone: 519-923-2110 Administration Office Toll Free: 1-888-560-6607 185667 Grey Road 9, RR 1 Fax: 519-923-9262 Dundalk, ON N0C 1B0 Web: www.southgate.ca

Staff Report FIN2018-025

Title of Report: FIN2018-025 – 2018 Members of Council Remuneration and Expenses Department: Finance Council Date: August 1, 2018

Recommendation: Be it resolved that Council receive Staff Report FIN2018-025 2018 Members of Council Remuneration and Expenses as information.

Background: Municipal Act, 2001 section 284 (1) states that:

“the treasurer of a municipality shall in each year on or before March 31 provide to the council of the municipality an itemized statement on remuneration and expenses paid in the previous year to:

a) each member of Council in respect of his or her services as a member of the council or any other body, including a local board, to which the member has been appointed by council or on which the member holds office by virtue of being a member of council”

By-Law 66-2014 sets remuneration and expenses for Members of Council.

On April 1, 2015, the following Resolution was approved:

Whereas in the absence of portfolio appointments and in order to manage the budget in the best interest of Southgate while ensuring appropriate and timely training and development for all Council members; Be it resolved that Council review proposed attendance by Council members at future training and development opportunities, including seminars, information sessions and conferences when such attendance will incur a Southgate expense or per diem charge. Carried. No. 247-15

Council members are to submit “Monthly Council expense statements” by the 5th day of the following month.

Council has requested that staff prepared a quarterly summary for review.

Staff Comments: Remuneration costs incurred on behalf of Members of Council include a monthly stipend (Mayor $1,297.15, Deputy Mayor $1,025.19, and Councillors $926.45), a per diem for meetings attended (Council/Full day meetings $150, other half day

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182 meetings $80), and EHT and CPP costs due to legislated payroll taxes, and separation gifts (no separation gifts in 2018).

Council members also get reimbursed mileage at the quarterly adjusted per km rate (Q1 $0.470, Q2 $0.475). Blackberry service/Technology Allowance includes the monthly cost of a cell phone or a technology allowance of $60 per month (HST included).

Conference, Training and Other includes registration to conferences, meetings and training paid the Township, payment of lodging, meal allowances and parking at conferences, and the Mayor’s Expense account activities.

Financial Implications: The approved 2018 Remuneration & Expenses for Members of Council for the six months ended June 30, 2018 was $72,602.56 (For the year ended December 31, 2017 $145,456.31)

Communications & Community Action Plan Impact: This report has been written and presented to Council in accordance with: - Goal 1A: Trusted, Timely, Transparent, Accessible Municipal Decision-Making Goal 1A-1 Southgate will actively communicate with the public, facilitate public involvement, and define procedures for municipal decision- making on potentially controversial issues.

Concluding Comments: The approved 2018 Remuneration & Expenses for Members of Council for the six months ended June 30, 2018 was $72,602.56.

Respectfully Submitted,

Original Signed By Dept. Head: ______William Gott, CPA, CA Treasurer

CAO Approval: ______Original Signed By____ Dave Milliner, CAO

Attachments:

Attachment 1 Remuneration & Expenses for Members of Council for the six months ended June 30, 2018.

Page 2 of 2

183 Staff Report FIN2018-025 Attachment THE CORPORATION OF THE TOWNSHIP OF SOUTHGATE 2018 Remuneration & Expenses for Members of Council For the six months ended June 30, 2018

Blackberry Service / Conferences, Payroll Costs Technology Training, and Member of Council Title Council Council / COW Meetings Other Full Day Meetings Half Day Meetings Total Wages (EHT & CPP) Mileage Allowance Other Total # of # of # of # of Stipend and Stipend Meetings Per Diem $ Meetings Per Diem $ Meetings Per Diem $ Meetings Per Diem $ km $ Fosbrooke, Anna-Marie Mayor $ 7,782.90 14 $ 2,100.00 1 $ 150.00 19 $ 1,520.00 34 $ 11,552.90 $ 492.66 1,314.0 $ 620.75 $ - $ 559.24 $ 13,225.55 Jack, Norm Deputy Mayor $ 6,115.14 1 $ 150.00 - $ - - $ - 1 $ 6,265.14 $ 81.62 - $ - $ - $ - $ 6,346.76 Dobreen, Barbara Councillor $ 5,558.70 14 $ 2,100.00 3 $ 450.00 22 $ 1,760.00 39 $ 9,868.70 $ 423.63 2,384.1 $ 1,125.82 $ 402.24 $ 1,291.05 $ 13,111.44 Frew, Jim Councillor $ 5,558.70 15 $ 2,250.00 4 $ 600.00 14 $ 1,120.00 33 $ 9,528.70 $ 126.70 1,558.0 $ 736.94 $ 320.81 $ 2,426.93 $ 13,140.08 Gordon, Christine Councillor $ 5,558.70 4 $ 600.00 - $ - 1 $ 80.00 5 $ 6,238.70 $ 252.49 210.0 $ 98.81 $ - $ - $ 6,590.00 Pallister, Dale Councillor $ 5,558.70 14 $ 2,100.00 - $ - 7 $ 560.00 21 $ 8,218.70 $ 344.57 480.0 $ 226.95 $ 324.24 $ - $ 9,114.46 Woodbury, John Councillor $ 5,929.66 12 $ 1,800.00 3 $ 450.00 11 $ 880.00 26 $ 9,059.66 $ 393.18 1,284.0 $ 606.84 $ 319.06 $ 695.54 $ 11,074.28 $ 42,062.50 74 $ 11,100.00 11 $ 1,650.00 74 $ 5,920.00 159 $ 60,732.50 $ 2,114.85 7,230.1 $ 3,416.11 $ 1,366.35 $ 4,972.76 $ 72,602.56

Municipal Act, 2001 section 284(1) requires the annual disclosure of the remuneration and expenses of Members of Council. By-law 66-2014 sets remuneration and expenses for Members of Council

I:\F - Finance and Accounting\F16- Payroll\2018\2018 Council and Local Board Remuneration 184 Page 1 of 4 Staff Report FIN2018-025 Attachment THE CORPORATION OF THE TOWNSHIP OF SOUTHGATE 2018 Remuneration & Expenses for Members of Council For the six months ended June 30, 2018

Blackberry Service / Conferences, Payroll Costs Technology Training, and Member of Council Title Council Council / COW Meetings Other Full Day Meetings Half Day Meetings Total Wages (EHT & CPP) Mileage Allowance Other Total # of # of # of # of Stipend and Stipend Meetings Per Diem $ Meetings Per Diem $ Meetings Per Diem $ Meetings Per Diem $ km $ Fosbrooke, Anna-Marie Mayor January 2018 $ 1,297.15 2 $ 300.00 - $ - 4 $ 320.00 6 $ 1,917.15 $ 81.75 200.0 $ 94.00 $ - $ - $ 2,092.90 February 2018 $ 1,297.15 2 $ 300.00 - $ - 1 $ 80.00 3 $ 1,677.15 $ 71.52 - $ - $ - $ - $ 1,748.67 March 2018 $ 1,297.15 2 $ 300.00 - $ - 6 $ 480.00 8 $ 2,077.15 $ 88.58 480.0 $ 225.60 $ - $ - $ 2,391.33 April 2018 $ 1,297.15 2 $ 300.00 - $ - 2 $ 160.00 4 $ 1,757.15 $ 74.93 320.0 $ 152.00 $ - $ - $ 1,984.08 Ontario Association of OAPSB Conference Police Service Boards Registration May 23-26 $ 534.24 US Bank Annual Credit Card Fee $ 25.00 May 2018 $ 1,297.15 2 $ 300.00 1 $ 150.00 3 $ 240.00 6 $ 1,987.15 $ 84.74 108.0 $ 51.30 $ - $ 559.24 $ 2,682.43 June 2018 $ 1,297.15 4 $ 600.00 - $ - 3 $ 240.00 7 $ 2,137.15 $ 91.14 206.0 $ 97.85 $ - $ - $ 2,326.14 $ 7,782.90 14 $ 2,100.00 1 $ 150.00 19 $ 1,520.00 34 $ 11,552.90 $ 492.66 1,314.0 $ 620.75 $ - $ 559.24 $ 13,225.55

Jack, Norm Deputy Mayor January 2018 $ 1,019.19 - $ - - $ - - $ - - $ 1,019.19 $ 13.08 - $ - $ - $ - $ 1,032.27 February 2018 $ 1,019.19 - $ - - $ - - $ - - $ 1,019.19 $ 13.08 - $ - $ - $ - $ 1,032.27 March 2018 $ 1,019.19 1 $ 150.00 - $ - - $ - 1 $ 1,169.19 $ 15.71 - $ - $ - $ - $ 1,184.90 April 2018 $ 1,019.19 - $ - - $ - - $ - - $ 1,019.19 $ 13.25 - $ - $ - $ - $ 1,032.44 May 2018 $ 1,019.19 - $ - - $ - - $ - - $ 1,019.19 $ 13.25 - $ - $ - $ - $ 1,032.44 June 2018 $ 1,019.19 - $ - - $ - - $ - - $ 1,019.19 $ 13.25 - $ - $ - $ - $ 1,032.44 $ 6,115.14 1 $ 150.00 - $ - - $ - 1 $ 6,265.14 $ 81.62 - $ - $ - $ - $ 6,346.76

Dobreen, Barbara Councillor AMO Workshop Hilton Toronto Hotel Jan-20 $ 202.28 AMO Workshop Teppanyaki Grill Meal Jan-20 $ 9.35 ROMA Conference ROMA Registration Jan 21-23 $ 559.68 ROMA Conference Micha Meal Jan-21 $ 2.63 ROMA Conference Sheraton Centre Toronto Hotel Jan 21-22 $ 509.77 ROMA Conference Superburger Meal Jan-23 $ 7.34 January 2018 $ 926.45 2 $ 300.00 3 $ 450.00 6 $ 480.00 11 $ 2,156.45 $ 94.52 694.5 $ 326.42 $ 55.70 $ 1,291.05 $ 3,924.14 February 2018 $ 926.45 3 $ 450.00 - $ - 4 $ 320.00 7 $ 1,696.45 $ 73.19 304.0 $ 142.88 $ 68.69 $ - $ 1,981.21 March 2018 $ 926.45 2 $ 300.00 - $ - 2 $ 160.00 4 $ 1,386.45 $ 64.28 331.4 $ 155.76 $ 68.18 $ - $ 1,674.67 April 2018 $ 926.45 2 $ 300.00 - $ - 2 $ 160.00 4 $ 1,386.45 $ 57.11 306.6 $ 145.64 $ 68.69 $ 1,657.89 May 2018 $ 926.45 1 $ 150.00 - $ - 5 $ 400.00 6 $ 1,476.45 $ 61.25 235.0 $ 111.63 $ 68.18 $ 1,717.51 June 2018 $ 926.45 4 $ 600.00 - $ - 3 $ 240.00 7 $ 1,766.45 $ 73.28 512.6 $ 243.49 $ 72.80 $ 2,156.02 $ 5,558.70 14 $ 2,100.00 3 $ 450.00 22 $ 1,760.00 39 $ 9,868.70 $ 423.63 2,384.1 $ 1,125.82 $ 402.24 $ 1,291.05 $ 13,111.44

I:\F - Finance and Accounting\F16- Payroll\2018\2018 Council and Local Board Remuneration 185 Page 2 of 4 Staff Report FIN2018-025 Attachment THE CORPORATION OF THE TOWNSHIP OF SOUTHGATE 2018 Remuneration & Expenses for Members of Council For the six months ended June 30, 2018

Blackberry Service / Conferences, Payroll Costs Technology Training, and Member of Council Title Council Council / COW Meetings Other Full Day Meetings Half Day Meetings Total Wages (EHT & CPP) Mileage Allowance Other Total # of # of # of # of Stipend and Stipend Meetings Per Diem $ Meetings Per Diem $ Meetings Per Diem $ Meetings Per Diem $ km $ Frew, Jim Councillor AMO Workshop Hilton Toronto Hotel Jan-20 $ 202.28 AMO Workshop Meal Jan-20 $ 11.29 ROMA Conference ROMA Registration Jan 21-23 $ 559.68 ROMA Conference Sheraton Centre Toronto Hotel Jan 21-22 $ 509.77 ROMA Conference Parking Jan 21-23 $ 62.00 ROMA Conference Meal Jan-21 $ 6.22 ROMA Conference Meal Jan-23 $ 9.80 January 2018 $ 926.45 2 $ 300.00 2 $ 300.00 4 $ 320.00 8 $ 1,846.45 $ 24.43 144.0 $ 67.68 $ 52.92 $ 1,361.04 $ 3,352.52 February 2018 $ 926.45 3 $ 450.00 - $ - 1 $ 80.00 4 $ 1,456.45 $ 19.32 144.0 $ 67.68 $ 53.16 $ - $ 1,596.61 March 2018 $ 926.45 2 $ 300.00 - $ - 4 $ 320.00 6 $ 1,546.45 $ 22.13 335.0 $ 157.45 $ 55.00 $ - $ 1,781.03 April 2018 $ 926.45 2 $ 300.00 - $ - - $ - 2 $ 1,226.45 $ 15.94 196.0 $ 93.10 $ 53.00 $ 1,388.49 Ontario Association of OAPSB Conference Police Service Boards Registration May 23-26 $ 534.24 OAPSB Conference Blue Mountain Hotel May 23-25 $ 470.59 OAPSB Conference Blue Mountain Destination Fee May 23-25 $ 61.06 May 2018 $ 926.45 2 $ 300.00 2 $ 300.00 2 $ 160.00 6 $ 1,686.45 $ 21.92 303.0 $ 143.93 $ 53.00 $ 1,065.89 $ 2,971.19 June 2018 $ 926.45 4 $ 600.00 - $ - 3 $ 240.00 7 $ 1,766.45 $ 22.96 436.0 $ 207.10 $ 53.73 $ 2,050.24 $ 5,558.70 15 $ 2,250.00 4 $ 600.00 14 $ 1,120.00 33 $ 9,528.70 $ 126.70 1,558.0 $ 736.94 $ 320.81 $ 2,426.93 $ 13,140.08

Gordon, Christine Councillor January 2018 $ 926.45 1 $ 150.00 - $ - - $ - 1 $ 1,076.45 $ 44.50 21.0 $ 9.87 $ 1,130.82 February 2018 $ 926.45 1 $ 150.00 - $ - 1 $ 80.00 2 $ 1,156.45 $ 47.81 147.0 $ 69.09 $ 1,273.35 March 2018 $ 926.45 1 $ 150.00 - $ - - $ - 1 $ 1,076.45 $ 44.50 21.0 $ 9.87 $ 1,130.82 April 2018 $ 926.45 - $ - - $ - - $ - - $ 926.45 $ 35.95 - $ - $ 962.40 May 2018 $ 926.45 1 $ 150.00 - $ - - $ - 1 $ 1,076.45 $ 42.85 21.0 $ 9.98 $ 1,129.28 June 2018 $ 926.45 - $ - - $ - - $ - - $ 926.45 $ 36.88 - $ - $ 963.33 $ 5,558.70 4 $ 600.00 - $ - 1 $ 80.00 5 $ 6,238.70 $ 252.49 210.0 $ 98.81 $ - $ - $ 6,590.00

Pallister, Dale Councillor January 2018 $ 926.45 2 $ 300.00 - $ - 1 $ 80.00 3 $ 1,306.45 $ 56.32 60.0 $ 28.20 $ 54.04 $ 1,445.01 February 2018 $ 926.45 3 $ 450.00 - $ - - $ - 3 $ 1,376.45 $ 59.34 20.0 $ 9.40 $ 54.04 $ 1,499.23 March 2018 $ 926.45 2 $ 300.00 - $ - 2 $ 160.00 4 $ 1,386.45 $ 58.76 130.0 $ 61.10 $ 54.04 $ 1,560.35 April 2018 $ 926.45 2 $ 300.00 - $ - - $ - 2 $ 1,226.45 $ 49.75 40.0 $ 19.00 $ 54.04 $ 1,349.24 May 2018 $ 926.45 2 $ 300.00 - $ - 2 $ 160.00 4 $ 1,386.45 $ 57.11 130.0 $ 61.75 $ 54.04 $ 1,559.35 June 2018 $ 926.45 3 $ 450.00 - $ - 2 $ 160.00 5 $ 1,536.45 $ 63.29 100.0 $ 47.50 $ 54.04 $ 1,701.28 $ 5,558.70 14 $ 2,100.00 - $ - 7 $ 560.00 21 $ 8,218.70 $ 344.57 480.0 $ 226.95 $ 324.24 $ - $ 9,114.46

I:\F - Finance and Accounting\F16- Payroll\2018\2018 Council and Local Board Remuneration 186 Page 3 of 4 Staff Report FIN2018-025 Attachment THE CORPORATION OF THE TOWNSHIP OF SOUTHGATE 2018 Remuneration & Expenses for Members of Council For the six months ended June 30, 2018

Blackberry Service / Conferences, Payroll Costs Technology Training, and Member of Council Title Council Council / COW Meetings Other Full Day Meetings Half Day Meetings Total Wages (EHT & CPP) Mileage Allowance Other Total # of # of # of # of Stipend and Stipend Meetings Per Diem $ Meetings Per Diem $ Meetings Per Diem $ Meetings Per Diem $ km $

Woodbury, John Councillor / Acting Deputy Mayor ROMA Conference ROMA Registration Jan 21-23 $ 559.68 ROMA Conference Parking Jan 21-23 $ 69.30 ROMA Conference Meal Jan-21 $ 55.00 ROMA Conference Tim Hortons Meal Jan-23 $ 11.56 January 2018 $ 926.45 1 $ 150.00 2 $ 300.00 3 $ 240.00 6 $ 1,616.45 $ 69.72 324.0 $ 152.28 $ 52.92 $ 695.54 $ 2,586.91 February 2018 $ 926.45 3 $ 450.00 - $ - 2 $ 160.00 5 $ 1,536.45 $ 69.83 96.0 $ 45.12 $ 53.09 $ 1,704.49 March 2018 $ 1,019.19 2 $ 300.00 1 $ 150.00 1 $ 80.00 4 $ 1,549.19 $ 71.87 192.0 $ 90.24 $ 52.92 $ 1,764.22 April 2018 $ 1,019.19 2 $ 300.00 - $ - 1 $ 80.00 3 $ 1,399.19 $ 57.70 72.0 $ 34.20 $ 53.89 $ 1,544.98 May 2018 $ 1,019.19 2 $ 300.00 - $ - 4 $ 320.00 6 $ 1,639.19 $ 68.74 144.0 $ 68.40 $ 52.92 $ 1,829.25 June 2018 $ 1,019.19 2 $ 300.00 - $ - - $ - 2 $ 1,319.19 $ 55.32 456.0 $ 216.60 $ 53.32 $ 1,644.43 $ 5,929.66 12 $ 1,800.00 3 $ 450.00 11 $ 880.00 26 $ 9,059.66 $ 393.18 1,284.0 $ 606.84 $ 319.06 $ 695.54 $ 11,074.28

I:\F - Finance and Accounting\F16- Payroll\2018\2018 Council and Local Board Remuneration 187 Page 4 of 4 Township of Southgate Phone: 519-923-2110 Administration Office Toll Free: 1-888-560-6607 185667 Grey Road 9 Fax: 519-923-9262 Dundalk, ON N0C 1B0 Web: www.southgate.ca

Staff Report FIN2018-028

Title of Report: FIN2018-028 2019 Budget Department: Finance Council Date: August 1, 2018

Recommendation: Be it resolved that Council receive Staff Report FIN2018-028 2019 Budget as information.

Background: Municipal Act, 2001 s. 290(1) requires a municipality shall: “prepare and adopt a budget including estimates of all sums required during the year for the purposes of the municipality, including, (a) amounts sufficient to pay all debts of the municipality falling due within the year”.

Staff Comments: Staff has prepared the following timeline for the 2019 Budget process: Council Elect Committee November-21-18 9am of the Whole Capital Budget Workshop (2019 Multi-year) Council Elect Committee November-28-18 9am of the Whole Capital Budget Workshop (2019 Multi-year) Committee Discuss/recommend 2019 Capital Budget; December 12-18 9am of the Whole Present/discuss 2019 Operating Budget Public Information Staff's PIM to present 2019 Multi-year Meeting Capital Budget and receive comments from December-19-18 6pm (PIM) the Public. Early January Committee 2019 TBD of the Whole Discuss 2019 Operating Budget Regular Mid-January 2019 TBD Council Approve 2019 Capital Budget Late-January Committee 2019 TBD of the Whole Recommend 2019 Operating Budget Public Information Staff's PIM to present 2019 Operating Meeting Budget and receive comments from the February-06-19 6pm (PIM) Public.

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188 Late February Regular 2019 TBD Council Approve 2019 Operating Budget

The 2019 Budget timeline will be posted on the website and included in the 2018 Fall Newsletter which is mailed out with the 2018 Final tax bill. Dates of the 2019 Committee of the Whole and Council meetings are to be set by new Council and would be reflected in the 2019 Council and Committee Calendar. Notice for the Public Information Meeting will be published in local newspapers at least 2 weeks in advance of each meeting.

Financial Implications: The Township of Southgate is required to approve a budget annually. The proposed timeline would allow for approval of the 2019 Budget in late February 2019.

Communications & Community Action Plan Impact: This report has been written and presented to Council in accordance with: - Goal 1A: Trusted, Timely, Transparent, Accessible Municipal Decision-Making o Action 1.A.1 Southgate will actively communicate with the public, facilitate public involvement, and define procedures for municipal decision-making on potentially controversial issues. Concluding Comments: Following the 2019 Budget timeline would result in the 2019 Budget being approved in late February 2019.

Respectfully Submitted,

Original Signed By Dept. Head: ______William Gott, CPA, CA Treasurer

CAO Approval: ______Original Signed By____ Dave Milliner, CAO

Page 2 of 2

189 Township of Southgate Phone: 519-923-2110 Administration Office Toll Free: 1-888-560-6607 185667 Grey Road 9 Fax: 519-923-9262 Dundalk, ON N0C 1B0 Web: www.southgate.ca

Staff Report FIN2018-027

Title of Report: FIN2018-027 2018 Financial Report - June Department: Finance Council Date: August 1, 2018

Recommendation: Be it resolved that Council receive Staff Report FIN2018-027 2018 Financial Report - June as information

Background:

On February 21, 2018, Council received Report FIN2018-006 2018 Budget and approved By-law 2018-026 being a by-law to adopt the estimates of revenue and expenditures for the year 2018 in the amount of $6,063,943.

Staff Comments:

A financial report for the 6 months ended June 30, 2018 has been prepared. See the attachment for explanations of the more significant variances.

Financial Implications:

For the 6 months ended June 30, 2018, the tax-supported department deficit is $269,000.18 and the non-tax department deficit is $69,734.83. Staff does not anticipate a significant surplus or deficit for the year at this time.

Communications & Community Action Plan Impact: This report has been written and presented to Council in accordance with: - Goal 1A: Trusted, Timely, Transparent, Accessible Municipal Decision-Making o Action 1.A.1 Southgate will actively communicate with the public, facilitate public involvement, and define procedures for municipal decision-making on potentially controversial issues. Concluding Comments:

For the 6 months ended June 30, 2018, the tax-supported department deficit is $269,000.18 and the non-tax department deficit is $69,734.83.

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190 Respectfully Submitted,

Original Signed By Dept. Head: ______William Gott, CPA, CA Treasurer

CAO Approval: ______Original Signed By____ Dave Milliner, CAO

Attachment: 2018 Financial Report for the 6 months ended June 30, 2018

Page 2 of 2

191 Township of Southgate Staff Report FIN2018-027 2018 Financial Report - June 30/07/2018 2018 Financial Report Attachment For the 6 months ended June 30, 2018

2017 2018 Jun-18 Variance PrevTotalActual Annual Budget YTD Budget YTD Actual % $ Comments Tax-Supported: Fund 1: General Fund General Taxation Revenues 5,669,633.28 6,063,943.00 3,031,972.00 3,031,972.00 100.0% - Expenses (5,669,633.28) (6,063,943.00) (3,031,972.00) (3,031,972.00) 100.0% - General Government County & School Board Taxes $10k; Penalties & Interest $18k; Royalties ($58k) [timing]; Supplementary Taxes Revenues 6,542,011.15 6,133,785.00 2,866,868.00 2,850,554.18 99.4% (16,313.82) $10k

Expenses 4,972,146.83 4,807,937.00 2,308,488.00 2,322,225.78 100.6% 13,737.78 County & School Board Taxes $10k General Revenues (1,569,864.32) (1,325,848.00) (558,380.00) (528,328.40) 94.6% 30,051.60

Revenues - 21,700.00 - 3,060.00 3,060.00 Senior's Health Fair Rev $3k Council ($8k); Election $10k; COA Expenses 155,676.01 204,784.00 81,762.00 78,841.39 96.4% (2,920.61) ($5k) Council 155,676.01 183,084.00 81,762.00 75,781.39 92.7% (5,980.61)

Revenues 10,000.00 126,000.00 - 5,050.59 5,050.59 Tsfr from Res $4k

Wages ($36k) [timing]; Computer Expenses 1,396,582.28 1,231,387.00 427,136.00 373,977.05 87.6% (53,158.95) Supports Fees ($10k) [timing] Administration 1,386,582.28 1,105,387.00 427,136.00 368,926.46 86.4% (58,209.54)

Revenues - - - - - Expenses 21,538.87 26,348.00 13,174.00 26,347.69 200.0% 13,173.69 SMART $13k [timing] Transit 21,538.87 26,348.00 13,174.00 26,347.69 200.0% 13,173.69 General Government - Total (6,067.16) (11,029.00) (36,308.00) (57,272.86) 157.7% (20,964.86)

192 I:\F - Finance and Accounting\F05- Budgets and Estimates\2018\2018 Financial Report - 6 Summary Page 1 of 8 Township of Southgate Staff Report FIN2018-027 2018 Financial Report - June 30/07/2018 2018 Financial Report Attachment For the 6 months ended June 30, 2018

2017 2018 Jun-18 Variance PrevTotalActual Annual Budget YTD Budget YTD Actual % $ Comments Protection Revenues 107,668.77 107,435.00 53,718.00 73,071.48 136.0% 19,353.48 Grey Highlands $20k Mt Forest Fire ($35k) [timing]; Durham Fire ($19k) [timing]; Wages ($38k) [timing]; Insurance ($7k) Expenses 493,317.97 528,975.00 231,342.00 131,444.96 56.8% (99,897.04) [timing] Fire 385,649.20 421,540.00 177,624.00 58,373.48 32.9% (119,250.52)

Revenues 5,079.64 6,600.00 3,960.00 9,806.63 247.6% 5,846.63 Prior year Surplus $4k Expenses 1,100,551.00 1,117,898.00 559,602.00 557,848.96 99.7% (1,753.04) PSB Wages ($1k) Police 1,095,471.36 1,111,298.00 555,642.00 548,042.33 98.6% (7,599.67)

Revenues - - - - - Expenses 99,758.00 106,249.00 53,125.00 102,844.00 193.6% 49,719.00 SVCA Fees ($49k) [timing] Conservation Authority 99,758.00 106,249.00 53,125.00 102,844.00 193.6% 49,719.00

Fees ($174k) [timing - info not yet Revenues 426,931.16 350,000.00 175,002.00 4,479.50 2.6% (170,522.50) received from JBSG] JBSG Fees ($128k) [timing - info not Expenses 426,931.16 350,000.00 127,776.00 6,518.10 5.1% (121,257.90) yet received from JBSG] Building - - (47,226.00) 2,038.60 -4.3% 49,264.60

Revenues 32,373.00 31,843.00 15,924.00 31,630.00 198.6% 15,706.00 Dog Tag Rev $16k [timing] Expenses 59,265.90 88,111.00 44,970.00 24,473.61 54.4% (20,496.39) Prop Stds ($15k) Other Protective Services (Corporate Healhh & Safety, Emergency events, Canine Control, Property Standards, Crossing Guards) 26,892.90 56,268.00 29,046.00 (7,156.39) -24.6% (36,202.39) Protection - Total 1,607,771.46 1,695,355.00 768,211.00 704,142.02 91.7% (64,068.98)

193 I:\F - Finance and Accounting\F05- Budgets and Estimates\2018\2018 Financial Report - 6 Summary Page 2 of 8 Township of Southgate Staff Report FIN2018-027 2018 Financial Report - June 30/07/2018 2018 Financial Report Attachment For the 6 months ended June 30, 2018

2017 2018 Jun-18 Variance PrevTotalActual Annual Budget YTD Budget YTD Actual % $ Comments Transportation Revenues 135,626.88 52,786.00 27,050.00 371,654.13 1374.0% 344,604.13 Gravel Pit Loan $350k

St Lighting ($21k); Drainage $24k; Admin & Other ($8k); Gravel Pits $393k [loan repayment $350k]; Bridge Mtce ($31k); Surface Mtce ($342k); Winter Mtce ($59k); Signage $3k; Works Depot $15k; Sidewalks Expenses 2,786,706.33 2,887,760.00 1,211,431.00 1,129,547.96 93.2% (81,883.04) ($1k); Equip Mtce ($54k) Roads 2,651,079.45 2,834,974.00 1,184,381.00 757,893.83 64.0% (426,487.17)

Revenues 193,777.78 163,200.00 85,702.00 98,798.21 115.3% 13,096.21 Tsfr Station $6k

Tsfr Station ($7k); Landfill ($10k); Veh Expenses 797,352.10 930,009.00 384,510.00 323,515.19 84.1% (60,994.81) Mtce ($30k); Recycling ($15k) Solid Waste 603,574.32 766,809.00 298,808.00 224,716.98 75.2% (74,091.02) Transportation - Total 3,254,653.77 3,601,783.00 1,483,189.00 982,610.81 66.2% (500,578.19)

Health Services Revenues - 12,000.00 6,000.00 2,400.00 40.0% (3,600.00) Tsfr from Res ($4k) Expenses 73,194.59 81,500.00 9,000.00 1,522.39 16.9% (7,477.61) Erskine ($6k) Public Health 73,194.59 69,500.00 3,000.00 (877.61) -29.3% (3,877.61)

Revenues - - - - - Expenses 8,441.06 21,758.00 - - - Cemetery - Fund 1 8,441.06 21,758.00 - - -

Fund 5: Cemetery

Revenues 30,311.10 39,583.00 8,910.00 5,600.00 62.9% (3,310.00) Sales ($2k); Interest ($2k) [timing]

Expenses 30,311.10 39,583.00 17,178.00 7,524.88 43.8% (9,653.12) Foundations ($4k); Yard Mtce ($3k) - - 8,268.00 1,924.88 23.3% (6,343.12) Cemetery - Total 8,441.06 21,758.00 8,268.00 1,924.88 23.3% (6,343.12) Health Services - Total 81,635.65 91,258.00 11,268.00 1,047.27 9.3% (10,220.73)

194 I:\F - Finance and Accounting\F05- Budgets and Estimates\2018\2018 Financial Report - 6 Summary Page 3 of 8 Township of Southgate Staff Report FIN2018-027 2018 Financial Report - June 30/07/2018 2018 Financial Report Attachment For the 6 months ended June 30, 2018

2017 2018 Jun-18 Variance PrevTotalActual Annual Budget YTD Budget YTD Actual % $ Comments Recreation & Culture Rural Parks/Halls ($1k); Town Hall Revenues 19,878.76 20,740.00 10,374.00 8,491.45 81.9% (1,882.55) ($1k) Expenses 388,197.96 392,735.00 128,430.00 57,548.33 44.8% (70,881.67) Tsfr to Res ($63k) [timing] Recreation - Fund 1 368,319.20 371,995.00 118,056.00 49,056.88 41.6% (68,999.12)

Fund 4: Dundalk Recreation Revenues 101,095.54 101,422.00 16,969.00 16,844.88 99.3% (124.12) Expenses 101,095.54 101,422.00 36,643.00 28,155.42 76.8% (8,487.58) Pool ($6k); Frank Mac ($3k) Dundalk Recreation - Fund 4 - - 19,674.00 11,310.54 57.5% (8,363.46)

Fund 6: Dundalk Arena Revenues 207,375.51 204,288.00 55,925.00 54,065.23 96.7% (1,859.77) Rentals ($2k) Expenses 207,375.51 204,288.00 89,877.00 80,773.45 89.9% (9,103.55) Hydro ($8k) Dundalk Arena - Fund 6 - - 33,952.00 26,708.22 78.7% (7,243.78) Recreation - Total 368,319.20 371,995.00 171,682.00 87,075.64 50.7% (84,606.36)

Revenues 5,088.66 - - 2,250.00 2,250.00 Donation $2k [YAC]

Expenses 175,226.32 202,578.00 15,732.00 2,277.75 14.5% (13,454.25) Wellington Library ($13k) [timing] Library - Fund 1 170,137.66 202,578.00 15,732.00 27.75 0.2% (15,704.25)

Fund 7: Library Revenues 181,576.05 196,595.00 6,968.00 2,833.73 40.7% (4,134.27) Melancthon ($4k) Expenses 181,576.05 196,595.00 92,622.00 69,298.42 74.8% (23,323.58) Wages ($20k) Library - Fund 7 - - 85,654.00 66,464.69 77.6% (19,189.31) Library - Total 170,137.66 202,578.00 101,386.00 66,492.44 65.6% (34,893.56) Recreation and Culture - Total 538,456.86 574,573.00 273,068.00 153,568.08 56.2% (119,499.92)

195 I:\F - Finance and Accounting\F05- Budgets and Estimates\2018\2018 Financial Report - 6 Summary Page 4 of 8 Township of Southgate Staff Report FIN2018-027 2018 Financial Report - June 30/07/2018 2018 Financial Report Attachment For the 6 months ended June 30, 2018

2017 2018 Jun-18 Variance PrevTotalActual Annual Budget YTD Budget YTD Actual % $ Comments Planning and Economic Development Revenues 135,245.70 108,531.00 23,531.00 44,942.44 191.0% 21,411.44 Planning Rev $21k Expenses 172,445.12 114,800.00 47,652.00 43,879.80 92.1% (3,772.20) Wages ($2k) Planning 37,199.42 6,269.00 24,121.00 (1,062.64) -4.4% (25,183.64)

Revenues 100,174.62 1,000,000.00 1,000,000.00 - 0.0% (1,000,000.00) Ind Land Sale Rev ($1M) Expenses 152,889.62 1,000,000.00 35,002.00 38,600.10 110.3% 3,598.10 Industrial Land 52,715.00 - (964,998.00) 38,600.10 -4.0% 1,003,598.10

Tile Drain Receipt ($67k) [timing]; Revenues 171,937.25 181,726.00 107,118.00 51,460.00 48.0% (55,658.00) New Tile Drain Loans $15k

Drain Loan Repay ($54k); Beavers Expenses 181,366.06 187,076.00 111,044.00 65,582.81 59.1% (45,461.19) ($4k); New Tile Drain Loan $15k Agriculture 9,428.81 5,350.00 3,926.00 14,122.81 359.7% 10,196.81

Revenues - - - - - Expenses 93,839.47 100,384.00 39,198.00 34,919.59 89.1% (4,278.41) Wages ($4k) Economic Development 93,839.47 100,384.00 39,198.00 34,919.59 89.1% (4,278.41) Planning and Economic Development - Total 193,182.70 112,003.00 (897,753.00) 86,579.86 -9.6% 984,332.86 Total - Tax Supported 5,669,633.28 6,063,943.00 1,601,675.00 1,870,675.18 116.8% 269,000.18 Prior year (Surplus) Deficit - - - - - Current YTD (Surplus) Deficit - - (1,430,297.00) (1,161,296.82) 81.2% 269,000.18

196 I:\F - Finance and Accounting\F05- Budgets and Estimates\2018\2018 Financial Report - 6 Summary Page 5 of 8 Township of Southgate Staff Report FIN2018-027 2018 Financial Report - June 30/07/2018 2018 Financial Report Attachment For the 6 months ended June 30, 2018

2017 2018 Jun-18 Variance PrevTotalActual Annual Budget YTD Budget YTD Actual % $ Comments Non-Tax-Supported: Fund 2: Sanitary Sewers Revenues 563,443.12 601,000.00 300,498.00 200,820.88 66.8% (99,677.12) Billings ($95k); Connection ($5k) Expenses 563,443.12 601,000.00 104,078.02 63,524.96 61.0% (40,553.06) Lagoon ($34k) - - (196,419.98) (137,295.92) 69.9% 59,124.06

Fund 3: Water Revenues 489,584.87 494,500.00 247,248.00 181,275.97 73.3% (65,972.03) Billings ($83k); Frontage $12k Expenses 489,584.87 494,500.00 207,036.00 151,674.74 73.3% (55,361.26) Watermain ($11k); Wells ($24k) - - (40,212.00) (29,601.23) 73.6% 10,610.77 Total - Non-Tax Supported - - (236,631.98) (166,897.15) 70.5% 69,734.83

197 I:\F - Finance and Accounting\F05- Budgets and Estimates\2018\2018 Financial Report - 6 Summary Page 6 of 8 Township of Southgate Staff Report FIN2018-027 2018 Financial Report - June 30/07/2018 2018 Financial Report Attachment For the 6 months ended June 30, 2018

2017 2018 Jun-18 Variance PrevTotalActual Annual Budget YTD Budget YTD Actual % $ Comments Tax-Supported: Revenues General Taxation 5,669,633.28 6,063,943.00 3,031,972.00 3,031,972.00 100.0% - General Revenues 6,542,011.15 6,133,785.00 2,866,868.00 2,850,554.18 99.4% (16,313.82) Council - 21,700.00 - 3,060.00 3,060.00 Administration 10,000.00 126,000.00 - 5,050.59 5,050.59 Transit - - - - - Fire 107,668.77 107,435.00 53,718.00 73,071.48 136.0% 19,353.48 Police 5,079.64 6,600.00 3,960.00 9,806.63 247.6% 5,846.63 Conservation Authority - - - - - Building 426,931.16 350,000.00 175,002.00 4,479.50 2.6% (170,522.50) Other Protective Services 32,373.00 31,843.00 15,924.00 31,630.00 198.6% 15,706.00 Roads 135,626.88 52,786.00 27,050.00 371,654.13 1374.0% 344,604.13 Solid Waste 193,777.78 163,200.00 85,702.00 98,798.21 115.3% 13,096.21 Public Health - 12,000.00 6,000.00 2,400.00 40.0% (3,600.00) Cemetery 30,311.10 39,583.00 8,910.00 5,600.00 62.9% (3,310.00) Recreation 328,349.81 326,450.00 83,268.00 79,401.56 95.4% (3,866.44) Library 186,664.71 196,595.00 6,968.00 5,083.73 73.0% (1,884.27) Planning 135,245.70 108,531.00 23,531.00 44,942.44 191.0% 21,411.44 Industrial Land 100,174.62 1,000,000.00 1,000,000.00 - 0.0% (1,000,000.00) Agriculture 171,937.25 181,726.00 107,118.00 51,460.00 48.0% (55,658.00) Economic Development - - - - - Total Revenues 14,075,784.85 14,922,177.00 7,495,991.00 6,668,964.45 89.0% (827,026.55)

198 I:\F - Finance and Accounting\F05- Budgets and Estimates\2018\2018 Financial Report - 6 Summary Page 7 of 8 Township of Southgate Staff Report FIN2018-027 2018 Financial Report - June 30/07/2018 2018 Financial Report Attachment For the 6 months ended June 30, 2018

2017 2018 Jun-18 Variance PrevTotalActual Annual Budget YTD Budget YTD Actual % $ Comments Tax-Supported: Expenses General Taxation - - - - - General Revenues 4,972,146.83 4,807,937.00 2,308,488.00 2,322,225.78 100.6% 13,737.78 Council 155,676.01 204,784.00 81,762.00 78,841.39 96.4% (2,920.61) Administration 1,396,582.28 1,231,387.00 427,136.00 373,977.05 87.6% (53,158.95) Transit 21,538.87 26,348.00 13,174.00 26,347.69 200.0% 13,173.69 Fire 493,317.97 528,975.00 231,342.00 131,444.96 56.8% (99,897.04) Police 1,100,551.00 1,117,898.00 559,602.00 557,848.96 99.7% (1,753.04) Conservation Authority 99,758.00 106,249.00 53,125.00 102,844.00 193.6% 49,719.00 Building 426,931.16 350,000.00 127,776.00 6,518.10 5.1% (121,257.90) Other Protective Services 59,265.90 88,111.00 44,970.00 24,473.61 54.4% (20,496.39) Roads 2,786,706.33 2,887,760.00 1,211,431.00 1,129,547.96 93.2% (81,883.04) Solid Waste 797,352.10 930,009.00 384,510.00 323,515.19 84.1% (60,994.81) Public Health 73,194.59 81,500.00 9,000.00 1,522.39 16.9% (7,477.61) Cemetery 38,752.16 61,341.00 17,178.00 7,524.88 43.8% (9,653.12) Recreation 696,669.01 698,445.00 254,950.00 166,477.20 65.3% (88,472.80) Library 356,802.37 399,173.00 108,354.00 71,576.17 66.1% (36,777.83) Planning 172,445.12 114,800.00 47,652.00 43,879.80 92.1% (3,772.20) Industrial Land 152,889.62 1,000,000.00 35,002.00 38,600.10 110.3% 3,598.10 Agriculture 181,366.06 187,076.00 111,044.00 65,582.81 59.1% (45,461.19) Economic Development 93,839.47 100,384.00 39,198.00 34,919.59 89.1% (4,278.41) Total Expenses 14,075,784.85 14,922,177.00 6,065,694.00 5,507,667.63 90.8% (558,026.37) - - (1,430,297.00) (1,161,296.82) 81.2% 269,000.18 Prior year (Surplus) Deficit - tax supported - - - - - Current YTD (Surplus) Deficit - tax-supported - - (1,430,297.00) (1,161,296.82) 81.2% 269,000.18

Non-Tax-Supported: Revenues Sanitary Sewers 563,443.12 601,000.00 300,498.00 200,820.88 66.8% (99,677.12) Water 489,584.87 494,500.00 247,248.00 181,275.97 73.3% (65,972.03) 1,053,027.99 1,095,500.00 547,746.00 382,096.85 69.8% (165,649.15) Expenses Sanitary Sewers 563,443.12 601,000.00 104,078.02 63,524.96 61.0% (40,553.06) Water 489,584.87 494,500.00 207,036.00 151,674.74 73.3% (55,361.26) 1,053,027.99 1,095,500.00 311,114.02 215,199.70 69.2% (95,914.32) Current YTD (Surplus) Deficit - non-tax-supported - - (236,631.98) (166,897.15) 70.5% 69,734.83

199 I:\F - Finance and Accounting\F05- Budgets and Estimates\2018\2018 Financial Report - 6 Summary Page 8 of 8 Township of Southgate Phone: 519-923-2110 Administration Office Toll Free: 1-888-560-6607 185667 Grey Road 9, RR 1 Fax: 519-923-9262 Dundalk, ON N0C 1B0 Web: www.southgate.ca

Staff Report PW2018-069

Title of Report: PW2018-069-Department Report Department: Public Works Council Date: August 1, 2018

Recommendation: Be it resolved that that Council receive Staff Report PW2018-069 for information.

Background:

Public Works Department update.

Staff Comments:

Public Works: 1. Roadside grass cutting has been completed throughout the Township. 2. The paving project on Southgate Sideroad 15 has been completed. Water and Wastewater: 1. The below information was posted on the Township’s website and Facebook July 11, 2018 and on the back of the July/August water bill. Water Conservation Outdoor Water Usage The Township of Southgate has imposed restrictions in accordance with By-Law #12-2011 in the Village of Dundalk during the months of June, July, August & September. Outdoor water usage is restricted to:  between the hours of 7 pm and 9 pm  north side of Main Street on even numbered calendar days  south side of Main Street on odd numbered calendar days

2. The Dundalk Sewage Treatment Plant was shut down all of May 2018 due to high Total Suspended Solids (TSS). The plant started back up on June 12th as the system needed to have more flow duration to reflect representative quality. We ran for 19 days in June with a TSS average of 10.11mg/l, monthly average compliance limit is 10 mg/l.

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200 The average daily loading calculated at 23.759 kg/d, the compliance limit is 18.32 kg/d for 9 test samples. The last 6 test results averaged 8 mg/l and the exceedance was reported to the District office in Owen Sound. Waste Diversion and Resource Management: 1. The Orange Drop Container is moving to Dundalk Transfer Station for August 1, 2018. 2. On the afternoon of July 11, 2018 a grass fire started at the Dundalk Transfer Station. Staff and the Dundalk Fire Department quickly had the fire extinguished. The suspected cause of the fire was a worn out mower bearing over heating and igniting the grass.

Financial Implications:

The 2018 Operational Budget includes some of these impacts.

Communications & Community Action Plan Impact: This report has been written and presented to Council to communicate this information to the public and for Council’s approval. Southgate Goal 1 A: Trusted, Timely, Transparent, Accessible Municipal Decision-Making Southgate Goal 1 B: A Sustainable Suite of Efficient, Equitable, Affordable Municipal Services in Support of Community Priorities 1. B.4 - Southgate will provide the highest standard of road maintenance and repair, consistent with the financial capacity of Southgate, and will maintain the roads/bridges as the highest priority for tax-supported expenditures. 1. B.5 - Southgate will design a long-term road system to efficiently and effectively meet the needs of all users. A notable survey result revealed that roads are a very high priority for Southgate citizens in every part of Southgate. This recognizes the geographic span of Southgate, the importance of roads for economic activity, and the view that municipal government is centrally responsible for them. Goal 3: Environmental Conservation Southgate Goal #3.1: Southgate will take the actions for which it is responsible, and support the actions of other agencies, to protect identified sources of drinking water.

Concluding Comments:

Staff recommends that Council receive staff report PW2018-069 for information.

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201

Respectfully Submitted,

Original Signed By Dept. Head: ______Jim Ellis, Public Works Manager

CAO Approval: ______Original Signed By____ Dave Milliner, CAO

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202 Township of Southgate Phone: 519-923-2110 Administration Office Toll Free: 1-888-560-6607 185667 Grey Road 9, RR 1 Fax: 519-923-9262 Dundalk, ON N0C 1B0 Web: www.southgate.ca

Staff Report PW2018-068

Title of Report: PW2018-068 – Unit 211 Collection Truck Fire Department: Public Works Council Date: August 1, 2018

Recommendation: Be it resolved that Council receive Staff Report PW2018-068 for information.

Background: On Thursday July 5, 2018 at approximately 11:30 am Unit 211, our 2009 Auto Car collection truck caught fire due to a suspected hydraulic line blowing, causing the engine to catch fire at 137 Cedar Lane in Varney. The operator noticed the leak and had got out of the truck to investigate when the cab of the truck became engulfed in flames. West Grey fire departments responded to the incident and extinguished the fire. The Public Works Foreman and Manager were called and arrived on the scene. Staff contacted Rubicon Environmental to assess the spill of approximately 50 litres of hydraulic fluid that had migrated with the firefighting water off of the paved cul- de-sac onto the adjacent grassed area of 127 Cedar Lane. The drinking water well for 127 Cedar Lane is located approximately 30 feet from where the spill had migrated off the cul-de-sac onto the shoulder of the road allowance. The spill was reported to the Spills Action Centre (SAC) by the Public Works Manager at 12:18 pm on July 5th, and updated information was passed along to SAC throughout the process. Cedarwell Excavating was called in to dig out the spill area soils which were removed to the Egremont Landfill site awaiting analysis of the soil samples. Water sample tests have also been taken from the well source. Staff Comments: The Unit 211 Collection Truck was examined and is under investigation with the Township insurance provider Frank Cowan. Their technical professionals had been called in as the collection truck has been classified as a specialized piece of equipment. A picture of the damage to Unit #211 is included in this report as Attachment #1. Rubicon Environmental received test results on July 25th, for the water and soils analysis. There were no exceedances of any parameters sampled and Rubicon will sample the well water again in the next few weeks after some rain events to

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203 reassure results, this was also communicated with SAC and the Owen Sound district office. A 2008 collection truck has been leased from Bluewater Recycling Association at an hourly metered rate of $50.00 / hour. Financial Implications: The Auto Car Automated Collection Truck, replacement value at the time of 2018 tender pricing is estimated at an approximate range of $382,300.00 to $$395,000.00. The Township insurance has a deductible of $10,000 with a full replacement cost coverage for equipment that is under 25 years old. At this time staff are tracking all costs associated with this incident, and discussions with the insurance company are ongoing. Communications & Community Action Plan Impact: This report has been written and presented to Council to communicate to this information to the public and for Council’s approval. Southgate Goal 1 A: Trusted, Timely, Transparent, Accessible, Municipal Decision- Making Southgate Goal 1 B: A Sustainable Suite of Efficient, Equitable, Affordable Municipal Services in Support of Community Priorities Concluding Comments: Staff recommendation is that Council receive Staff Report PW2018-068 for information.

Respectfully Submitted,

Original Signed By Dept. Head: ______Jim Ellis, Public Works Manager

CAO Approval: ______Original Signed By____ Dave Milliner, CAO

Attachments:

Attachment #1 Picture of Damage to Unit 211

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204 205 Township of Southgate Phone: 519-923-2110 Administration Office Toll Free: 1-888-560-6607 185667 Grey Road 9, RR 1 Fax: 519-923-9262 Dundalk, ON N0C 1B0 Web: www.southgate.ca

Staff Report CAO2018-092

Title of Report: CAO2018-092 – Building, By-law Enforcement & Canine Control Reports Department: Administration Council Date: August 1, 2018

Recommendation: Be it resolved that Council receive staff report CAO2018-092 as information.

Background: On a monthly or bi-monthly basis, the CAO reports to Council on the Building Department, By-law Enforcement, and Canine Control activity, through statistical reporting.

Staff Comments: The reports are included with this document as Attachment #1 for the Building Department, Attachment #2 for By-law Enforcement and Attachment #3 for Canine Control Report activity up to the end of June, 2018.

Financial Implications: There is no financial impact to the municipality as a result of this report, other than operational costs already in budget.

Communications & Community Action Plan Impact: This report has been written and presented to Council to communicate accurate information to the public. Southgate Goal #1-A – Trusted, Timely, Transparent, Decision Making. Concluding Comments: That Council receive this staff report as information.

Respectfully Submitted,

CAO Approval: ______Original Signed By____ Dave Milliner, CAO

Attachments: Attachment #1 – Building Report 2018 Attachment #2 – By-law Enforcement Report 2018 Attachment #3 – Canine Report 2018

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206 Attachment #1

Building Department Report Year: 2018 Department Activity January February March April May June July August September October November December Total YTD Building Permits: Agriculture 0 4 2 6 7 9 28 Ag.-Industrial 0 1 0 1 3 1 6 Commerical 0 0 1 0 0 0 1 Institutional 0 0 1 1 0 0 2 Industrial 0 0 0 0 1 0 1 Demolition 0 1 0 1 0 0 2 Residential related 5 1 4 2 5 4 21 Septic Systems 2 0 0 1 3 3 9 Single family dwelling 9 6 10 3 2 3 33 Tent 0 0 0 1 0 1 2 Total Permits 16 13 18 16 21 21 0 0 0 0 0 0 105 Permit Revenue in $ $ 17,798.00 $ 16,445.00 $ 31,272.00 $ 48,141.00 $ 23,582.00 $ 18,753.00 $ 155,991.00

DC Charges Residential $ 166,923.00 $ 203,629.00 $ 5,141.00 $ 96,996.00 $ 43,357.00 $ 516,046.00 DC Charges Non-Residential $ 5,036.25 $ 19,971.99 $ 33,368.25 $ 13,669.60 $ 72,046.09

Agricultural Value $ - $ 510,000.00 $ 670,000.00 $ 3,340,001.00 $ 1,245,000.00 $ 723,000.00 $ 6,488,001.00 Commercial Value $ - $ - $ 320,000.00 $ 800.00 $ - $ - $ 320,800.00 Industrial Value $ - $ 80,000.00 $ 525,000.00 $ 416,000.00 $ 8,000.00 $ 1,029,000.00

Residential Value $ 1,430,000.00 $ 849,000.00 $ 1,845,000.00 $ 1,002,000.00 $ 582,600.00 $ 1,149,500.00 $ 6,858,100.000

Total Assessment Value $ 1,430,000.00 $ 1,439,000.00 $ 2,835,000.00 $ 4,867,801.00 $ 2,243,600.00 $ 1,880,500.00 $ - $ - $ - $ - $ - $ - $ 14,695,901.00 - Agricultural Taxation $ - $ 1,648.02 $ 2,165.04 $ 10,792.91 $ 4,023.11 $ 2,336.31 $ - $ - $ - $ - $ - $ - $ 20,965.39 Commercial Taxation $ - $ - $ 8,695.67 $ 21.74 $ - $ - $ - $ - $ - $ - $ - $ - $ 8,717.41 Industrial Taxation $ - $ 2,642.06 $ - $ 17,338.55 $ 13,738.73 $ 264.21 $ - $ - $ - $ - $ - $ - $ 33,983.55

Residential Taxation $ 18,483.64 $ 10,973.85 $ 23,847.77 $ 12,951.47 $ 7,530.47 $ 14,858.00 $ - $ - $ - $ - $ - $ - $ 88,645.190

Total New Taxation $ 18,483.64 $ 15,263.93 $ 34,708.49 $ 41,104.67 $ 25,292.30 $ 17,458.52 $ - $ - $ - $ - $ - $ - $ 152,311.55 -

Southgate Taxation Only Agricultural Taxation $ - $ 824.17 $ 1,082.74 $ 5,397.54 $ 2,011.96 $ 1,168.39 $ - $ - $ - $ - $ - $ - $ 10,484.79 Commercial Taxation $ - $ - $ 2,703.48 $ 6.76 $ - $ - $ - $ - $ - $ - $ - $ - $ 2,710.24 Industrial Taxation $ - $ 961.02 $ - $ 6,306.72 $ 4,997.33 $ 96.10 $ - $ - $ - $ - $ - $ - $ 12,361.18

Residential Taxation $ 9,243.67 $ 5,488.02 $ 11,926.27 $ 6,477.03 $ 3,765.99 $ 7,430.49 $ - $ - $ - $ - $ - $ - $ 44,331.460 Total New Southgate Taxation $ 9,244 $ 7,273.22 $ 15,712.49 $ 18,188.05 $ 10,775.27 $ 8,694.98 $ - $ - $ - $ - $ - $ - $ 69,887.67

207 Attachment #2

By-Law Enforcement Report YEAR: 2018 Department Activity Dec-17 January February March April May June July August September October November December Total YTD By-Law Enforcement Complaints - Unresolved Building 3 3 3 3 3 2 3 Burning 0 0 0 0 0 0 0 Noise 0 0 0 0 0 0 0 Property Standards 23 23 23 26 22 24 23 Weed Control 0 0 0 0 0 0 0 Zoning 3 3 3 3 3 3 3 Line Fences 0 0 0 0 0 0 0 By-Law Enforcement Complaints - New Building 0 0 0 0 0 0 1 1 Burning 0 0 0 0 0 0 0 0 Noise 0 0 0 0 0 0 1 1 Property Standards 0 0 0 3 2 3 1 9 Weed Control 0 0 0 0 0 0 0 0 Zoning 0 0 0 0 1 0 1 2 Line Fences 0 0 0 0 0 0 0 0 By-Law Enforcement Complaints - Resolved Building 0 0 0 0 0 1 0 1 Burning 0 0 0 0 0 0 0 0 Noise 0 0 0 0 0 0 1 1 Property Standards 0 0 0 0 6 2 2 10 Weed Control 0 0 0 0 0 0 0 0 Zoning 0 0 0 0 1 0 1 2 Line Fences 0 0 0 0 0 0 0 0 Letters Court Summons Issued 1 1 Court Appearences 0 0 Building Letters 0 0 0 0 0 0 0 0 Building Orders 0 0 Property Standards Letters 0 0 0 1 0 12 0 13 Property Standards Orders 0 0 0 0 0 3 1 4 Zoning Compliance 6 0 4 4 6 3 3 20 Zoning Violation Letters 0 0 Zoning Violation Orders 5 0 0 0 0 0 0 0

208 Attachment #3

Canine Control Report YTD Year: 2018 Department Activity Dec-17 January February March April May June July August September October November December Total YTD

# of Dogs in Pound 1 0 1 0 3 1 2 7

Total Days of Inpoundment 6 0 3 0 11 19 13 46

Returned to Owner 0 0 1 0 1 0 0 2

Adopted 1 0 0 0 2 0 2 4

Euthanized 0 0 0 0 0 0 0 0

Sent to Shelter 0 0 0 0 0 1 0 1

Needing Veterinary Services 0 0 0 0 0 0 0 0

Cost of Veterinarian Services $ - $ - $ - $ - $ - $ - $ - $ -

Letters to Owners 0 2 1 1 0 1 0 5

Verbal Warnings 3 6 6 1 2 6 2 23

Dog Tags Sold 0 0 7 0 0 1 0 8

Value of Tags sold in $ $ - $ - $ 140.00 $ - $ - $ - $ - $ 140.00

New Kennel Inspections 0 1 1 1 0 0 0 3

Kennel Reinspections 1 0 2 4 11 2 0 19

# of Fines 0 0 0 0 0 0 0 0

Value of Fines in $ $ - $ - $ - $ - $ - $ - $ - $ -

# of Calls in Dundalk 3 8 7 2 5 8 5 35

# of Calls in Egremont 4 5 3 4 4 3 3 22

# of Calls in Proton 5 4 4 3 3 4 3 21

# of Calls in Other 0 0 0 1 0 0 1 2

# of Patrols in Dundalk 6 6 7 7 7 7 6 40

# of Patrols in Holstein 6 5 6 6 6 6 5 34

Number of Dogs remaining in the Pound Kennel at the end of this month: 0

209 Township of Southgate Phone: 519-923-2110 Administration Office Toll Free: 1-888-560-6607 185667 Grey Road 9, RR 1 Fax: 519-923-9262 Dundalk, ON N0C 1B0 Web: www.southgate.ca

Staff Report CAO2018-096

Title of Report: CAO2018-096 – Southgate CAO July 2018 Update Report Department: Administration Council Date: August 1, 2018

Recommendation: Be it resolved that Council receive Staff Report CAO2018-096 as information.

Background: A result of the lame duck status of Southgate Council the CAO is providing this report as an update of important information, decisions and actions taken by staff in the last 30 days.

Staff Comments:

Hiring Decisions Staff completed interviews for the position of Library Assistant – Youth Programming and Communications. An offer of employment has been made and accepted by an internal library employee, Crystal Dumas. Crystal is presently a casual employee at the Library and started in her new role on July 30, 2018.

Staff also completed interviews for the position of Legislative Assistant & Planning Coordinator and completed an internal appointment to this position. The Clerk has created a staff report to update Council with more details of this decision.

Staff completed the interviews and recruitment process for the position of Environmental Services/Transportation & Public Safety Operator Dundalk. An offer of employment was made and accepted by Stephen Cooke, and he started his employment with Southgate on July 30, 2018.

With the appointment of an internal applicant to the position of Legislative & Planning Coordinator, we have created a vacancy in the Public Work Administrative Assistant position. Our policy allows the appointed/promoted internal employees to return to their previous job duties during the 6 month probationary period. As a result of this open position the Public Works Manager has reviewed resumes of recent applicants we have on file that could be a job fit for the Public Work Administrative Assistant position. The Public Works Manager interviewed, completed reference checks and offered a 6 month employment contract that was accepted by Lisa Wilson. She started her contract employment with Southgate on July 30, 2018.

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210 2018 Pay Equity Compliance Southgate’s 2018 pay bands were sent to Ward & Uptigrove to assess pay equity compliance. The report from the consultant after their analysis is Southgate has maintained Statutory Pay Equity of its bands within the Township pay grid.

Cedarville Community Committee The CAO sent an email following Council’s approval of the Rosalyn Outdoor Centre agreement to Glenda Kuntz the secretary of the Cedarville Community Committee to inform them of the availability of the building as a Southgate rental facility. The email included a copy of the entire agreement to inform of the rental conditions and also reported on the justification of the rental fee of $25.00 compared to the historic $35.00 rate they paid prior to 2010.

Medical Services in Dundalk Update Dr. Tukmachi has given public notice that his medical practice in the Lions Medical Centre in Dundalk will be closing on October 31, 2018. The CAO passed on this information to the South East Grey Community Health Centre (SEGCHC) Executive Director Al Madden when we heard this news. SEGCHC is ramping up their services at the present time to increase operations at the Erskine Centre to 5 days a week for patient access to a Doctor and/or a Nurse Practitioner starting September 1, 2018.

SEGCHC and the Erskine Church have completed the transfer of ownership of the building at 90 Victoria Street East to SEGCHC to expand the health services and at the same time maintain the sanctuary for the Erskine congregation. Township staff have met with two parties to start the transfer of responsibility of the utilities to SEGCHC, which are paid by Southgate as set out in the June 7, 2017 Joint Venture Agreement.

Joint Building Services The week of July 16, 2018 the Municipality of West Grey and the Township of Chatsworth Councils both made the decision to exit from the Joint Building Services Group (JBSG) partnership agreement. It now appears that these decisions have created a dissolution, rather than a partner exit from the JBSG partnership. Southgate has asked West Grey and Chatsworth CAO’s to consider requesting Southgate return and participate in the Committee meetings and discussions to agree on process for a consistent and fair exit for all members.

Enabling Accessibility Fund for Small Projects This funding opportunity presented itself through Employment and Social Development Canada with a submission deadline of July 26, 2018 for applications. The Enabling Accessibility Fund (EAF) provides funding for eligible capital projects that increase accessibility for people with disabilities in Canadian communities and workplaces, creating more opportunities for people with disabilities to participate in community activities, programs and services, or access employment opportunities. The small projects component provides grant funding, up to $100,000 per project, to support small scale construction, renovation or retrofit projects that increase accessibility in communities or workplaces.

Page 2 of 3

211 Southgate staff felt this was an opportunity we could not let pass by. We applied for project funding, submitting an application for an elevator lift and washroom upgrades for the Dundalk Community Centre Auditorium. The application is for a project costing $175,000.00, with EAF funding $100,000.00 and Southgate funding $75,000.00 that will need to be considered in the 2019 budget, if our submission is successful.

Financial Implications: There is no financial impact as a result of this report as this process is not already funded and approved by Council in the 2018 budget.

Communications & Community Action Plan Impact: This report has been written and presented to Council to communicate accurate information to the public. Southgate Goal #1-A – Trusted, Timely, Transparent, Decision Making. Concluding Comments: 1. That Council receive staff report CAO2018-097 as information.

Respectfully Submitted,

CAO Approval: ______Original Signed By____ Dave Milliner, CAO

Attachments:

Page 3 of 3

212 Township of Southgate Phone: 519-923-2110 Administration Office Toll Free: 1-888-560-6607 185667 Grey Road 9, RR 1 Fax: 519-923-9262 Dundalk, ON N0C 1B0 Web: www.southgate.ca

Staff Report CAO2018-094

Title of Report: CAO2018-094 – Southgate’s Human Resources Processes and Responsibilities Report Department: Administration Council Date: August 1, 2018

Recommendation: Be it resolved that Council receive Staff Report CAO2018-095 as information.

Background: A concern was raised by Council to staff recently with regard to our internal Human Resources management, processes and task responsibility that has resulted with our recent staffing changes, with those new people learning and fulfilling their job descriptions.

Staff Comments: Staff have completed a review of our Human Resources management and processes. The outcome of that review has better defined tasks, the task responsibility and the process for the following Human Resources functions: 1. New Employee or Promotion Hiring Process  Job Descriptions (development and approval)  Job posting creation  Council approvals  Advertising of jobs  Establishing Recruitment Committee for interview process and hiring recommendation  Screening and Interviews  External checks (applicant reference interviews, police record, driver abstract & vulnerable sector)  Hiring decision  Offer of employment letter  New employee orientation and start package process  Employee training & development plan  30 day probation reviews  6 month end of Probation Performance Review The hiring process will be managed primarily by the Department Heads with support by the CAO. The Clerks Department will distribute job postings through social media, Township website and advertising the job postings as directed by the Department Head, as this aligns with the consistency of the Clerks department’s other functions. Reference and other necessary checks are managed by the Deputy

Page 1 of 3

213 Treasurer as part of their HR and Payroll duties. Employment offers are drafted by the appropriate Department Head in consultation with the CAO. Orientation and completing the employee start package is completed by the Deputy Treasurer. 2. Human Resources Policies & Other Policy Management  New policy development  Review of existing policies New policy development or review is initiated by a Department Head or the CAO and developed for Council approval. Policies that impact employees in any way are distributed through the appropriate employee committee for feedback and also provided through the payroll department process to employees by email for final staff comments prior to Council approval. 3. Payroll & Benefits Administration  Bi-weekly payroll  Benefits processing  Mileage rates review quarterly  Benefits review  Employee files  Personnel Action Notices to trigger job or pay changes The administration of payroll and benefits is managed by our Finance staff through the Treasurer, Deputy Treasurer and Accounts payable (payroll) staff. 4. Compensation Management  Annual Performance Reviews  Job Evaluation Committee  Pay Grid Management  Market Checks reviews  Benefits review  Pay Equity review The management of compensation and the performance review process are manage by the CAO and/or Treasurer, and assign support staff to complete any payroll related research tasks. 5. General Human Resources Advisory  Policy Review  Performance Improvement Plans  Terminations and severance determination  Code of Conduct issues  General HR and/or legal advisory on complex issues These types of issues start with Department Head concerns being discussed with the CAO and a decision to engage external consultant support to address the problem in a proactive manner.

Page 2 of 3

214 Financial Implications: There is no financial impact as a result of this report as this process has been a staff review of our Human Resources management.

Communications & Community Action Plan Impact: This report has been written and presented to Council to communicate accurate information to the public. Southgate Goal #1-A – Trusted, Timely, Transparent, Decision Making.

Concluding Comments: That Council receive staff report CAO2018-095 as information.

Respectfully Submitted,

CAO Approval: ______Original Signed By____ Dave Milliner, CAO

Attachments:

Page 3 of 3

215 Southgate Ruth Hargrave Librarian CEO Report May 17, 2018 Memorial Library

Monthly Statistic Report Monthly Highlights:

April 2017 April 2018 We are working towards New Patrons 7 12 establishing more partnerships with local people and groups to bring Circulation 1099 1290 new and exciting events to the Programs 27 13 library. In the month of April we partnered with Tamarisk Interior Program Attendance 242 146 Design to talk about how to refresh Mill Room Bookings N/A 3 your home for spring. We had 15 people attend that night. We also Mill Room Attendance N/A 28 partnered with the Grey County Computer Usage 367 316 Master Gardeners this month on getting your garden ready for Wifi Usage 67 101 spring. We are working on iPad Usage 55 59 scheduling future dates with the Master Gardeners. E-material Circulation 155 219

ILL Circulation - Received 27 36 We have a high school student volunteering with us offering ILL Circulation - Requests 36 31 technology help with one on one Library Visits 1251 1337 training.

Accomplishments: 30 Day Plan: • Completed ILDS technology grant report • Organize annual meeting • Annual report • Create new financial report for board • EDRMS Training meetings - needs more discussion • Job posting for Youth Services & • Start Annual Survey - will continue into next Communications month • Participated in Annual Survey Training • Attending Grey Bruce adult programming Webinar meeting • Summer reading program planning continues Programs and Events: •Upcoming:Fall program planning continues • Interior Decorating - Refresh your home for • Attending Farmer’s market once a month spring • Kindergarten classes will be coming for class • The teens had a cupcake decorating night visits • Make a wreath with a pool noodle - June 6 • Paint nights continue to be successful • Father’s day craft - June 14 • Adult Cake pop decorating • Teen paint night - June 19 • Grey County Master Gardener’s presentation • Adult Movie night featuring Indian Horse - • Mother’s day crafts for kids and teens June 20

216 Township of Southgate Ruth P. Hargrave Memorial Library Board Meeting Minutes of June 21,2018

ln Attendance Lacy Russell, Librarian/cEo, Terry Da silva, counciilor Barbara Dobreen, Charles Fernandes, David Hassall Guest

Absent with Notice Deputy Mayor Norm Jack, Martin Shipston, pat Stewart cc: Phyllis Lichty

Gall to order: The meeting was called to order by the chair at 5:30 p.m.

Gonfirmation of Aqenda: Be it resolved that the Board confirm the agenda as presented. Moved by Terry Da Silva, seconded by David Hassall GARRIED.

Adoption of Minutes *: Minutes from the May 17,2018 Library Board Meeting Be it resolved that the Committee approve the minutès from the May 17,2018 Library Board meeting as presented. Moved by Terry Da silva, seconded by David Hassall GARRIED. Busi Arisino

The Librarian/CEO presented the final options from the sub-committee and will be placed on the next Board meeting agenda for review and referral to the next Library Board for consideration in 2019.

Position posting closes June 22nd with several applications received. lnterviews will occur the first week of July with a start date mid-July.

A draft should be available for the next Board meeting.

Three interviews are scheduled for Friday, June 22nd. 30 hours/week for 8-g weeks.

The CEO circulated the responses to our questions from Clerk Joanne Hyde and they will be included on the next Board agenda for further review.

New Business (none)

217 Township of Southgate Ruth P. Hargrave Memorial Library Board Meeting Thursday, June 21,2018 Page 2

Correspondence (none)

Friends of the Librarv Update - David Hassall and Lacy Russell

receiving $3,000 to be put toward computers and furniture for the Quiet Study Space and for Educational Programm ing.

being questioned. Fundraising opportunities are being discussed.

Financial Report > The Financial Report for the period ending May 31 ,2018 was presented. Discussion about the format for the report going fonuard which the CEO is currenily developing.

News Gouncil

G.E.O. Report

> A meeting was held with the SEGCHC, Township CAO, Library and Recreation to ensure there is a dialogue about programming.

programs and that the annual Community Calendar should be consulted to ensure conflicts don't occur.

Extra Time Allotment

Next Meetinq - July 19th,2018 at 6:00 p.m.

Adiournment Be it resolved that Board adjourn the meeting at 6:30 p.m. Moved by Terry Da Silva, seconded by Barbara Dobreen CARRIED

-/,t¿¿¿ n -/ fælffiR&'''Vtc6.¡,O,ð) (SEcRETARY) Date: Date +?n/q /7, ,to / I

*l ndicates signature required

218 Township of Southgate Minutes of Public Planning May 23, 2018

A public planning meeting of the Township of Southgate was held on May 23, 2018 in the Council Chambers starting at 1:00 PM. Members present were Acting Deputy Mayor John Woodbury, Councillor Barbara Dobreen and Councillor Jim Frew. Mayor Anna-Marie Fosbrooke, Deputy Mayor Norm Jack and Councillor Dale Pallister were absent with notice. Councillor Christine Gordon was absent without notice. Staff present were Clerk Joanne Hyde, Planner Clinton Stredwick and Recording Secretary Lindsey Green. 1. Call to Order

Acting Deputy Mayor Woodbury called the meeting to order at 1:00 PM 2. Public Meeting C11-18 - Jesse & Lydia Bauman, Conc 5, Lot 25 & Part Lot 26, Geographic Township of Proton

Background

The Purpose of the proposed zoning bylaw amendment application is to consider a change which will allow for a portion of the property to be used as a metal works shop with office, lunch room and power room. The shop including office, lunch room and Power room will be 590m2. The outside storage area will be 500m2. The Effect of the proposed zoning by-law amendment would be to change the zoning symbol on a portion of the property from Agricultural (A1) to Agricultural Exception (A1-XXX) to allow for a small scale secondary use to be permitted on the property.

Comments received from Agencies and the Public Planner Stredwick reviewed the correspondence received from the Historic Saugeen Metis, Township Public Works and Fire Department, Enbridge Gas, the County of Grey and Saugeen Valley Conservation Authority. There were no written comments received from the public.

Questions from Council

There were no questions from Council members at this time. Applicant or Agent

The Applicant or Agent was not in attendance. Members of the Public to Speak

There were no members of the public in attendance to speak in support or opposition of the application.

Page219 1 of 4 Township of Southgate Minutes of Public Planning May 23, 2018 Further Questions from Council

Councillor Dobreen wanted clarification that this was one large parcel of land. Planner Stredwick showed on the map that it was one large parcel. C12-18 - Sidney Sherk, Conc 9, Lot 17, Geographic Township of Proton

Background The Purpose of the proposed zoning bylaw amendment application is to consider a change which will allow for a portion of the property to be used as a wood working and plastic working shop with office, lunch room and power room. The shop including office, lunch room and Power room will be 514m2. The outside storage area will be 473m2. The plastic and woodworking use will not be permitted at the same time. The Effect of the proposed zoning by-law amendment would be to change the zoning symbol on a portion of the property from Agricultural (A1) to Agricultural Exception (A1-XXX) to allow for a small scale secondary use to be permitted on the property.

Comments received from Agencies and the Public Planner Stredwick reviewed the correspondence received from the Historic Saugeen Metis, Township Public Works and Fire Department, Enbridge Gas, the County of Grey and Saugeen Valley Conservation Authority. There were no written comments received from the public.

Questions from Council

Councillor Dobreen noted that the application read that there was five plus the owner plus children. She said that in the past we would have just allowed five plus the owner. Planner Stredwick confirmed that the by-law would address this and that it would just state five plus the owner.

Councillor Dobreen also asked about whether the primary use will be for woodworking purposes or for plastic purposes as the application mentioned both. Planner Stredwick explained that it is the intent to ask for both uses so the shop can change back and forth between wood and plastic as alot of the same machines are used for both. He also noted that the different uses will not alter the truck traffic and other factors.

Applicant or Agent

The Applicant or Agent was not in attendance. Members of the Public to Speak

Page220 2 of 4 Township of Southgate Minutes of Public Planning May 23, 2018 There were no members of the public in attendance to speak in support or opposition of the application. Further Questions from Council

There were no further questions from Council members. C13-18 - Toronto Soaring Club, Conc 2, Lot 21, Geographic Township of Proton

Background The Purpose of the proposed zoning bylaw amendment application is to consider permitting the construction of two 20m X 20m storage buildings for the gliding club. The Effect of the proposed zoning by-law amendment would be to add two additional structures to the Agricultural A1-6 exception zone as no new buildings or structure are currently permitted.

Comments received from Agencies and the Public Planner Stredwick reviewed the correspondence received from the Historic Saugeen Metis, Township Public Works and Fire Department, Enbridge Gas, the County of Grey and Saugeen Valley Conservation Authority. There were no written comments received from the public.

Questions from Council

There were no questions from Council members at this time. Applicant or Agent

The Applicant or Agent was not in attendance. Members of the Public to Speak

Stephen Szicora spoke in regards to the application. He noted that he is a member of the Toronto Soaring Club and has been for a number of years. He explained on the map where old structures will be taken down to make room for the two new proposed structures. No other members of the public were in attendance to speak in support or opposition of the application. Further Questions from Council

There were no further questions from Council members. C7-18/OPA1-18 - Sandy & Dayna McKenzie, Conc 17, Part Lot 9, Geographic Township of Egremont

Page221 3 of 4 Township of Southgate Minutes of Public Planning May 23, 2018 Background The Purpose of the proposed Official Plan application is to permit a lot addition of 15.72ha to a neighbouring farm and having a retained lot area of 20.42ha. The purpose of the proposed zoning by-law amendment application is to implement a consent and rezone the retained lands with a new minimum lot area of 20.42ha. The minimum lot area of the A1-174 zone would change from 35ha to 20.42 ha. The Effect of the proposed zoning by-law amendment would be to change the zoning symbol on the severed lands from Agricultural (A1-174) to Agricultural (A1) to allow for a lot addition.

Comments received from Agencies and the Public

Planner Stredwick reviewed the correspondence received from the Historic Saugeen Metis, Township Public Works and Fire Department, Enbridge Gas, the County of Grey and Saugeen Valley Conservation Authority. There were no written comments received from the public.

Questions from Council

Councillor Dobreen asked for clarification on which parcel will be moving etc. Agent Ron Davidson was in attendance and was asked to further clarify the proposal. He also explained the reason for the Official Plan Amendment. Applicant or Agent

Both the Applicant and Agent were in attendance to answer any questions. Members of the Public to Speak

There were no members of the public in attendance to speak in support or opposition of the application. Further Questions from Council

There were no further questions from Council members. 3. Adjournment

The meeting adjourned at 1:36 PM.

Acting Deputy Mayor John Woodbury Clerk Joanne Hyde

Page222 4 of 4 Township of Southgate Minutes of Public Planning June 27, 2018

A public planning meeting of the Township of Southgate was held on June 27, 2018 in the Council Chambers starting at 1:00 PM. Members present were Mayor Anna- Marie Fosbrooke, Acting Deputy Mayor John Woodbury, Councillor Barbara Dobreen and Councillor Jim Frew. Councillor Dale Pallister was absent with notice. Councillor Christine Gordon was absent without notice. Saff present were Clerk Joanne Hyde, Planner Clinton Stredwick, Deputy Clerk Lindsey Green, Economic Development Officer Glenn Walker, Public Works Manager Jim Ellis and CAO Dave Milliner. 1. Call to Order

Mayor Fosbrooke called the meeting to order at 1:00 PM. 2. County of Grey Planning Department - Orchard Pit OPA

This portion of the minutes are kept by the County of Grey. To view the documents with regards to this file please follow this link: https://www.grey.ca/planning- development/planning-applications and find "Southgate Applications - Orchard Pit."

3. Public Meeting C17-18 - Petawawa Biofuel LP, 100 Eco Park Way, Geographic Township of Proton Background

The Purpose of the proposed zoning bylaw amendment application is to consider a change which will allow for an additional permitted use to be added to the list of permitted uses within the M1 zone. The proposed use is an Anaerobic Digester which will covert waste material to natural gas for redistribution into the Natural Gas Pipe distribution system. Some minor relief from the front yard setback may also be required.

The Effect of the proposed zoning by-law amendment would be to change the zoning symbol on the subject lands from General Industrial (M1) to General industrial Exception (M1-XXX) to allow for the new proposed use. Comments received from Agencies and the Public

Planner Stredwick reviewed comments received from the Historic Saugeen Metis, Enbridge Gas, County of Grey, Grand River Conservation Authority and Township Public Works Department. One public comment was received from resident Jeff Johnson and is available on the Township website under the appropriate file. Questions from Council

Councillor Dobreen noted that when they originally attended the open house there was not mention of outside manure storage and now she has concerns about this and the quantity that would be stored outside.

Page223 1 of 5 Township of Southgate Minutes of Public Planning June 27, 2018 Council members agreed that it would be best to let Applicant Mark Bell explain the proposal in depth as this explanation may help to answer questions that members and the public may have.

Applicant or Agent

Applicant Mark Bell and Claire Allen from CH-Four Biogas explained the proposal in depth, gave background information and highlighted best practices and processes of the proposal. Mr. Bell's presentation notes are available on the Township website under the appropriate file for more information. Members of the Public to Speak

Ian MacCallum voiced his concerns with another waste facility coming into the Eco Park. He noted that the scent from the existing facilities is always in the air and that nothing is ever done about the scent when complaints are made and he does not think another business would be a positive addition to the community.

No members of the public spoke in support of the application. Further Questions from Council

Councillor Dobreen brought up her earlier question regarding the outside manure storage. Mrs. Allen noted that all material accepted is put into a tank upon arrival therefore there is no outdoor, open-air manure storage. A discussion was held regarding what types of trucks will be delivering the products.

Mayor Fosbrooke led a discussion regarding the materials that are able to be accepted at the facility and a list of the materials being used. She also noted that the documents that we have been referring to are in 'draft' and wants to know when they will be final. Mrs. Allen stated that they hope to submit the draft proposal to the Ministry of Environment shortly then there will be a period of time allowed for back and forth then a final will be submitted at a later date. She noted the the MOECC requires the zoning to be in place before continuing.

Councillor Dobreen stated that it has been over a year since residents learned of this proposal and would appreciate another open house to be held so the public could learn more. A discussion was held regarding what information is relevant now compared the information shared at the first open house and what residents can expect to learn. C14-18 - Beverly Nicholls, 97 Victoria Street, Geographic Village of Dundalk Background

The Purpose of the proposed zoning bylaw amendment application is to consider amending the provisions of the R2 zone for Front, rear, interior and exterior yard setbacks to permit the severance of a lot. The severed lot will have approximately

Page224 2 of 5 Township of Southgate Minutes of Public Planning June 27, 2018 35m of frontage along Rowes Lane with a depth of approximately19.81m and a lot area of 694m2. The retained lot will have approximately 19.8m of frontage on Victoria Street with a depth of 45m and an area of 899m2.

The Effect of the proposed zoning by-law amendment would be to implement a proposed consent and change the zone symbol on the subject lands from residential type two (R2) to Residential exception, (R2-XXX) for the severed parcel and (R2- XXX) for the parcel to recognized deficient yard setbacks. All other provisions of the by-law shall apply. Comments received from Agencies and the Public

Planner Stredwick reviewed the comments received from the Historic Saugeen Metis, Enbridge Gas, Southgate Fire Department and Public Works Department and the County of Grey. One written comment was received from resident Gail Smith and was included in the agenda as it was received prior to the agenda being published. Two separate written comments were received after the agenda was published from residents Cheryl MacKenzie and James Pearson and Jason Piel. All comments are available on the Township website under the appropriate file.

As this file is related to Committee of Adjustment file B4-18 (same property) residents that made public comments at that meeting asked if it was appropriate to make the same comments at this meeting. Mayor Fosbrooke advised that it is up to them whether or not they want to share their same thoughts at this meeting. Questions from Council

There were no questions from Council at this time. Applicant or Agent

Applicant Brian Betts spoke briefly stating that this zoning is asking for relief of front, side and rear setbacks so that Rowes Lane can be widened. He noted that their plan is to build a nice home that would be a welcome addition to the current atmosphere. Members of the Public to Speak

Resident Ian MacCallum voiced his concerns with this proposal stating that this is not a good use of the land. He noted that the history of the area is more important to maintain then creating more density in Dundalk. Mr. MacCallum's speaking notes are available on the Township website under the appropriate file for more information.

No one spoke in support of this application.

Page225 3 of 5 Township of Southgate Minutes of Public Planning June 27, 2018 Further Questions from Council

A lengthy discussion was held regarding the road allowance and what the Township requires to widen and pave Rowe's Lane. C5-18 - Ivan S.S. Martin, Conc 12, Lot 33, Geographic Township of Proton Background

The Purpose of the proposed zoning bylaw amendment application is to consider a change which will allow for a portion of the property to be used as a metal works shop with office, lunch room and power room. The shop including office, lunch room and Power room will be 694m2. The outside storage area will be 528m2.

The Effect of the proposed zoning by-law amendment would be to change the zoning symbol on a portion of the property from Agricultural exception (A1-204 and A1-205) to Agricultural Exception (A1-XXX) to allow for a small scale secondary use to be permitted on the property. Comments received from Agencies and the Public

Planner Stredwick reviewed the comments received from the Historic Saugeen Metis, Enbridge Gas, Southgate Fire Department and Public Works Department, the County of Grey and the Saugeen Valley Conservation Authority. Questions from Council

Councillor Dobreen noted that in some cases like these we would require the applicant to pave a portion of the road up until their entrance given that this proposal is on a gravel road. She asked is we would be considering this. Planner Stredwick commented that he will discuss this further with the Public Works department but as this road is a 'no winter maintenance' road past this driveway the road really only serves this owner so it is doubtful that we would require this section to be paved. Applicant or Agent

The Applicant or Agent were not in attendance. Members of the Public to Speak

No one spoke in support of or in opposition to the application. Further Questions from Council

Mayor Fosbrooke noted that were dealing with a gravel road and asked if it will be maintained year round. Planner Stredwick explained that this road is only maintained for the first 300 meters which is essentially the frontage of this property and that there is no intent to maintain beyond that distance at this time.

Page226 4 of 5 Township of Southgate Minutes of Public Planning June 27, 2018 C16-18 - Port Welding, Conc 3 SWTSR Lot 195, Geographic Township of Proton Background

The Purpose of the proposed zoning bylaw amendment application is to consider a change which will allow for a portion of the property to be used as a metal work shop with office and power room. The shop including office and Power room will be 705m2. The outside storage area will be 540m2.

The Effect of the proposed zoning by-law amendment would be to change the zoning symbol on a portion of the property from Agricultural (A1) to Agricultural Exception (A1-XXX) to allow for a small scale secondary use to be permitted on the property. Comments received from Agencies and the Public

Planner Stredwick reviewed the comments received from the Historic Saugeen Metis, Enbridge Gas, Southgate Fire Department and Public Works Department, the County of Grey and the Saugeen Valley Conservation Authority. Questions from Council

There were no questions from Council at this time. Applicant or Agent

The Applicant or Agent were not in attendance. Members of the Public to Speak

No one spoke in support of or in opposition to the application. Further Questions from Council

None. 4. Adjournment

The meeting adjourned at 4:19 PM.

Mayor Anna-Marie Fosbrooke Clerk Joanne Hyde

Page227 5 of 5

290 Queen Street West, PO Box 359, Mount Forest, ON N0G 2L0 Phone: 519.323.1710 Fax: 519.323.2425 E-mail: [email protected]

www.wellingtonnorthpower.com

Quarterly Newsletter of Wellington North Power Inc. Quarter 2: April 1st to June 30th 2018

A quarterly update for Municipal Councillors and Shareholders summarizing Wellington North Power’s initiatives and performance.

Contents Message from Wellington North Power Inc.’s CEO / President ...... 1 1. Our Commitment ...... 1 2. 2018 Priorities ...... 2 3. Updates ...... 2 4. Scorecard ...... 3 5. Major Projects for 2018 ...... 4 6. Outlook ...... 4

Message from the CEO / President Thank you for taking the time to read this edition of the Wellington North Power Quarterly Newsletter. I also want to thank the Board of Directors for entrusting me to lead Wellington North Power, your community owned Local Distribution Company. I am thrilled to be a part of this organization operating in exciting times filled with opportunity. We will continue to move forward with our plans to restructure through the creation of a holding company enabling us to expand through investment in the private sector. Our goals are to increase revenue to our shareholder, minimize future bill increases through operational efficiencies and to safe guard your local utility. I trust we can continue to count on your support in this dynamic and politically charged business sector. Jim Klujber – CEO/President, Wellington North Power Inc.

1. Our Commitment As your local electricity distribution company, we take pride in providing safe, reliable electricity distribution to consumers in the urban areas of Arthur, Holstein and Mount Forest.

Our Mission Statement is: “Wellington North Power Inc. (WNP) shall provide its customers with the most cost effective delivery of electricity safely, reliably and efficiently. This will be done while providing superior customer service and promoting customer education and green initiatives within its service area.”

Our strategic objectives are to:  Manage a safe and reliable distribution system in an efficient and cost effective manner.  Provide outstanding customer service.  Continue to increase shareholder value.  Meet all regulatory obligations. 228 Wellington North Power Inc. Quarterly Update for Shareholders Page 2 of 4

2. 2018 Priorities  Maintain day-to-day activities: System reliability, safety and customer service;  Promote Health & Safety to protect staff and the general public;  Complete capital projects adhering to safety regulations with no reported injuries;  Work with and support stakeholders with encouraging economic growth in our communities;  Control and manage operating expenses and capital expenditures;  Encourage Energy Conservation and continue to deliver energy-savings advice to customers;  Comply with the Ministry of Energy and the energy regulator rules and codes; and  Keep abreast of activities and speculation in the energy sector.

3. Updates o At the Annual Shareholder meeting in May, WNP presented a dividend payment to its Shareholders totaling $47,899. This is the first dividend payment made to WNP’s Shareholders. o The Directors and Officers of WNP continue to explore: a) Opportunities to generate revenue for the Shareholder; b) Mitigate or minimize future bill increases from electricity rate-payers; and c) Maintain the level of service rate-payers have been used to and expect. o The energy regulator, the Ontario Energy Board (OEB) released the Summer 2018 Time of Use prices for Residential and Small Businesses. The table below shows the prices and hours to be applied:

TOU Price Summer period hours TOU prices Change May 1 to October 31 May 1, 2018 to April 30, 2019 Off-Peak Weekdays 7pm – 7am. 6.5 ¢/kWh No change All day weekends and holidays Mid-Peak Weekdays 7am – 11am and 5pm – 7pm 9.4 ¢/kWh Down 0.1 ¢/kWh On-Peak Weekdays 11am – 5pm 13.2 ¢/kWh No change

o Under the “Ontario Fair Hydro Plan Act” and the “Industrial Conservation Initiative” industrial customers are encouraged to reduce their electricity demand. WNP contacted all its eligible industrial customers, explaining the concept and providing detailed data analysis of their energy demand. WNP has achieved 100% participation from its eligible customers for the 2018-2019 program. o The Debt Retirement Charge was removed from all customers’ bills for energy usage from April 1st 2018 onwards. (This charge was removed from Residential customers’ bills since January 1st 2016.) The Debt Retirement Charge is a per kilowatt-hour (kWh) charge payable on all electricity consumed in Ontario, collected by the Ontario Electricity Financial Corporation to retire the stranded debt and other liabilities as a result of the restructuring of the former Ontario Hydro. o The Independent Electricity Systems Operator (IESO) has reported WNP achieved 833,281 kWh of energy savings in 2017 – equivalent to taking 93 residential homes of the electricity grid for one year. These energy savings are a result of residential and business customers in our service-area participating in energy-saving programs delivered through WNP’s energy-conservation partner GreenSaver.

229 Wellington North Power Inc. Quarterly Update for Shareholders Page 3 of 4

4. Scorecard Wellington North Power Inc. uses a Scorecard as an indicator to measure and monitor monthly performance in the four core areas of: a) Financial control - income, revenue and operating expenses; b) Reliability and safety - planned and unplanned power outages and events; c) Customer Service - telephone answer rate, scheduling of work, new connection rate, billing accuracy; d) Conservation - energy savings in our community against a mandated Ministry of Energy set target.

Below is a summary of the key elements of the Scorecard as at (year-to-date):

Indicator Measure Variance Notes (YTD/2018 Target) (Summary of variance: Year-to-Date versus 2018 Plan). Net Income +25% Income for Q2 2018 is 25% above budget ($39k) predominately due to lower operating expenses. Financial Revenue 0% Revenue for Q2 2018 is marginally above budget by 0.5% ($6k). Value Expenses -2% Total operating expenses for Q2 2018 is 2.6% below budget ($33k). Reliability No major outages reported in latest quarter. Power Outages due -5% 5% below WNP’s 5-year average as set by the OEB. to WNP [Note: this excludes upstream outages – i.e. outages caused by others that can affect WNP’s distribution system.] Service Customer Services Services indices targets are set by the energy regulator. Quality indices +14% (calls answered, appointments WNP is performing ahead for each of the measured service indices in 2018. scheduled and completed) Energy 2015 Energy Savings 792,131 kWh WNP’s “Conservation First Framework” energy savings target is 5,890,000 kWh for the 6-year period of 2015- Conservation 2016 Energy Savings 580,997 kWh 2020 as set by the Independent Electricity Systems Operator. 2017 Energy Savings 833,281 kWh (5,890,000 kWh of electricity is the equivalent of powering 654 homes a year.) 2018 Energy Savings kWh Energy As at the end of 2017, WNP is 34% towards meeting its 6-year target, with savings of approx. 2,206,409 kWh. Savings 2019 Energy Savings 2020 Energy Savings A contract was signed in January 2016 for GreenSaver to deliver and manage energy conservation for 2016 and onwards on behalf of WNP. Customers have commented on the excellent service offered by GreenSaver. Green On plan / ahead of target Legend Amber Slightly behind plan – to monitor closely Red Behind plan – remedial action required Note: The “Financial Value” amounts shown are unaudited numbers. Audited 2017 values will be available at in April 2018

230 Wellington North Power Inc. Quarterly Update for Shareholders Page 4 of 4

5. Major Projects for 2018 Project Scope MS3 We are replacing the MS3 Municipal Substation in Mount Forest (at the old Substation fairground). The current substation is over 40 years old and showing signs of Replacement deterioration. The plan is to demolish the old substation and build a new substation with energization in Q4 of 2018. The budget for this capital investment project is $1,700,000. System Access WNP will continue to work on a number of smaller projects that will facilitate the Projects connection of new customers. Metering WNP is required to complete the regulatory requirement to upgrade GS>50kW (MIST) customers to MIST (Metering Inside Settlement Timeframe) meters. This involved the replacement of approximately 36 interval type meters that will be monitored over a cellular network. Switching of meters started in October 2017 and was completed in January 2018. Smart Meters WNP’s Smart meters are reaching their “seal dates” or theoretical end of life. WNP has developed a plan which will involve a combination of recertification and replacement of meters.

6. Outlook a) WNP continues to actively encourage growth and development in our community. This includes meeting with developers to understand electricity servicing requirements as well as participating on the Community Growth Plan Steering Committee. b) WNP is presenting a strategic plan status update to the Councillors of the Township of Wellington North in July. c) WNP is planning to hire a Manager of Operations in July who will be responsible for day-to-day operations activities as well as infrastructure design, engineering and asset management. d) The Affordability Fund Trust (AFT) was launched by the Government in late 2107 with annual funding of $100 million. This program provides energy efficiency measures and upgrades (LED lights, weather- stripping, and certified energy-efficient appliances) to consumers who are not eligible for other low- income energy conservation programs or are unable to make energy efficient improvements without financial assistance. WNP and its delivery partner, GreenSaver is finalizing a contract to promote and deliver this initiative on behalf of the Government. e) In November 2017, the Ontario Energy Board’s Decision & Order for all electricity distributors prohibited the disconnection of residential customers for non-payment of account from November 15th 2017 to April 30th 2018. WNP proactively works with customers to manage their account with options including payment arrangements as well as referrals to support programs and social agencies. f) WNP continues to promote and assist customers in applying for the Ontario Energy Support Program (OESP) initiative. The OESP program provides financial assistance to eligible low-income households and seniors in our community.

Thank you for taking the time to read the information.

Should you have any questions or feedback or require further information, please contact Jim Klujber (CEO/President) [email protected] or telephone 519-323-1710.

231 Township of Southgate

Conference, Workshop/Seminar & Training Policy #2

Council and Staff Education Evaluation Report Conference, Training, Seminars & Professional Development/Self-Study John Woodbury Participant's Name:

eo u-rse/Works h o p/Confe re n ce : Overall Conference Excell verage Poor Association /Institution Provider: Name of InstF[Etor Ontario Assobiation of Committees of adjustment Various

( i f o n I i n e, i n d i ca te o n I i n e ) fi?.'8?8f Sbl.ti6,% Purpose of Attending: Education as Chair of Committee

Please summarize the contents and the main points of the course: (Attach additional Daoes if necessarv) l'attended eight wo/kshops. 1.Trps & techniques for successful hearings. lnterpersonal interactions at meetings 2. The value of Registered Professional Planners. The role of Planners in the process & the value of information sharing between these Professionals 3. Ontario Municipal Board reform. Understanding LPAT and the changes in process. 4. Medical Cannabis Grow Operations. Application process for Grow Operations. 5. Committee of Adjustment & Natural Justice. Procedural fairness & rights to a fair hearing 6. Community lmprovement Plans. ldeas to promote downtown areas 7 & L Do Rule Help or Hinder. Using rules as a tool not a weapon. Will vou use this information in vour role? If ves. exolain how: Both as the Chair of the Committe'e of Adjustmdnt dnd hs a Council member. More efficient meetings equals better quality decisions

Do you recommend that other Council Members/Staff attend this course? If so, who and whv: Yes. C6mmittee of Adjustment secretary would benefit by attending this conference. The content gives both a good overview of the committee but also addresses new issue experienced across the province.

,$heuld. similqg ,c..g_u.1'_sg fnElenql be ptqse,l[e_d_ iq f ouse? If yes, by whom? stail alreaoy delrvers tratntng on proceclural tssues.

\ Signature u 18

Page 7 of 8 232 Optimist of Egremont Township

Chartered 1988

July 12,20L8 FRIEND OF YOUTH

Dave Milliner CAO, Township of Southgate Mayor Anne Marie Fosbrooke and Members of Council

Dear Sirs and Madam;

Thank you for your support for our successful 1't Annual Summer Dreams Car Show and Craft Sale held July 1't in the Holstein Park.

We registered 85 classic cars and trucks and some folks came from over 60km to get to our event. Advertising in the Car Show magazine and on social media helped people find us. We received many wonderful comments on how lovely the Holstein Park is, a hidden treasure.

Several volunteers helped for the day from our Egremont Optimist Club, community members and our Junior Optimists who ran the food booth. This fund raiser helped them fund their trip to our Junior Optimist Convention, held in Ottawa in July this year.

The winner of the "Viewer's Choice Award" was Brian Rogers from Palmerston with his 1983 Monte Carlo SS automobile.

We had receipts of 5800 in sponsorships. The car show, craft show space and donations brought in another $gZO. Our expenses for registrants and winner's plaque, advertising came to approximately $S00. ttris netted us a profit of 51,200.

As a result of such a successful day we would like to book the Holstein Park Pavilion for Monday July 1, 2019 under the same terms and conditions, namely the use of the Pavilion in exchange for Exhibitor space to the Township.

Sincerely,

Eleanor Adams, President Egremont Optimist Club

233 Optimist of Egremont Tbwnship

Chartered 1988

FRIEND OF YOUTH

July 12,2018

Dave Milliner CAO, Township of Southgate Mayor Anne Marie Fosbrooke and Members of Council

Dear Sirs and Madam;

Thank you for your support for our successful Holstein Fireworks Festival held in the Holstein Park at dusk on Sunday July 1st.

We had amazing warm and sunny weather that day so it was great to picnic in the park.

Our Junior Optimists held games and activities, face-painting, guess the candies in the jar, soccer baseball along with prizes for the children and families. They rented a t hole mini-golf game, and children's musical entertainment performed by Val-e{oy. The Junior Optimists also provided hamburgers and hot dogs and beverages for our guests.

We received donations from the public of SL,925, plus $1,000 from the Township of Southgate. The cost of the fireworks themselves was 54,353. The realized a net cost to us of (S1,393).

This is the 28th Year that the Egremont Optimists have entertained our community and families with a Fireworks Show and feel the effort is well worth while. Thank you again for your support.

Sincerely, %Cdu,^^t

Eleanor Adams, President Egremont Optimist Club

234 From: Minister (MMA/MHO) To: Dave Milliner Subject: A message from Minister Steve Clark/Un message du ministre Steve Clark Date: July 17, 2018 2:31:43 PM Attachments: image001.png image003.png

Ministry of Ministère des Municipal Affairs Affaires municipales and Housing et du Logement

Office of the Minister Bureau du ministre

777 Bay Street, 17th Floor 777, rue Bay, 17e étage Toronto ON M5G 2E5 Toronto ON M5G 2E5 Tel.: 416 585-7000 Tél. : 416 585-7000 Fax: 416 585-6470 Téléc. : 416 585-6470

July 17, 2018

David Milliner Township of Southgate [email protected]

Dear David Milliner:

Municipal staff provide many services directly to Ontarians. As a former CAO, I appreciate the importance of your work and understand provincial actions can have a direct impact on your operations.

The provincial-municipal relationship is important to residents and one that I take seriously. My ministry and I will consult with AMO and the municipal sector on areas of mutual interest. Your input will be invaluable as Ontario’s new government delivers policies and programs that will improve the lives of all Ontarians.

I look forward to a productive working relationship with you and your municipality in the years ahead.

Sincerely,

Steve Clark Minister c: Laurie LeBlanc, Deputy Minister

235

June 11, 2018

To: CAOs, Municipal Clerks and Treasurers

From: Carla Y. Nell Vice President, Municipal and Stakeholder Relations

Subject: Small-scale on-farm business subclasses

I would like to take this opportunity to share some important information regarding the classification of small-scale on-farm business subclasses.

On May 3, 2018, the Minister of Finance announced new optional subclasses for both industrial and commercial property classes to promote and support local farm enterprises across Ontario. The new subclasses will provide a tax reduction for small-scale on-farm businesses.

The new regulation (O. Reg. 361/18) was made under the Assessment Act and published on e-Laws on May 3, 2018 and the Ontario Gazette on May 19, 2018.

Key Highlights • a council of a single or upper-tier municipality may pass a by-law opting to have both subclasses or they may pass a by-law for the industrial subclass • the commercial property subclass is only available if the municipality has passed a by-law for the industrial property subclass • the subclass is optional for 2018 taxation and subsequent taxation years • to be eligible, the commercial and/or industrial facility must be used to sell, process or manufacture something from a farm product produced on the farmland or on land used to operate the farming business • the first $50,000 of assessed value attributed to the commercial or industrial operation will qualify for 25% of the commercial or industrial tax rate

Municipal Property Assessment Corporation 1340 Pickering Parkway, Suite 101, Pickering Ontario L1V 0C4 T: 289.315.1287 F: 905.837.6116 www.mpac.ca 236 Small-scale on-farm business subclasses June 11, 2018 Page 2 of 2

• the attributed industrial/commercial operation with an assessed value equal to or greater than $1 million, will not qualify for the subclass tax reduction • education tax rates for the attributed commercial/industrial operation will be the lesser of the existing tax rate or 0.00272500, irrespective of municipalities opting into small-scale on-farm business subclasses (O. Reg. 362/18)

MPAC reviewed the regulation introduced by the Province and it is important to know that although the new subclasses are optional for municipalities, the education tax rate reduction will apply to small-scale on-farm businesses that meet the criteria outlined in the regulation. Therefore, identifying the properties and partitioning the applicable property assessment is necessary.

We want to assure you that we are working to implement the new regulation and it will be a rigorous process requiring careful review and administration. To determine qualifying properties for the subclasses, we cannot simply look at farms that have a commercial or industrial component, as they may have other uses that are not associated with the farming operation, and therefore would not qualify. As a result, we may be required to complete extensive property inspections of potentially eligible properties to ensure we have accurate and up-to-date data on file.

MPAC is aiming to complete a full review of eligible properties by the end of 2018. Once complete, we will issue Special Amended Notices to impacted property owners.

We will continue to provide municipalities with updates on our progress. If you have any questions, please contact your Municipal and Stakeholder Relations Account Manager.

Thank you,

Carla Y. Nell Vice President, Municipal and Stakeholder Relations

Copy: Carmelo Lipsi, Vice President, Valuation and Customer Relations and Chief Operating Officer Karen Russell, Director, Valuation and Customer Relations

Municipal Property Assessment Corporation 1340 Pickering Parkway, Suite 101, Pickering Ontario L1V 0C4 T: 289.315.1287 F: 905.837.6116 www.mpac.ca 237 Thinking beyond RECEIVED the box JtJr 0imffi

Stewardship Ontario

SOUTHGATE TOWNSHIP OF RR 1 185667 Grey Dundalk Noc 180 0N

June 30,2018

RE: lndustry funding for Municipal Blue Box Recycling for the first quarter of the 2OLBProgram Year

Dear Mayor and Members of Council

Stewardship Ontario provides payments to municipalities and First Nations equal to 50% of the total net costs incurred by those communities as a result of the Blue Box Program. Payments are made on a quarterly basis. The funding for these payments comes from companies that produce, import and sell packaging and printed paper to Ontario residents.

The Resource Productivity and Recovery Authority (RPRA) determined that 2018 payments will be based on a funding obligation of 5I24,844,i86. thit represents an increase of !o/o over 2017. RPRA is also responsible for setting payments to individual communities. Further details with respect to the RPRA Board's determination of the 2018 obligation and the allocation to individual municipalities and First Nations is available on the RPRA website (www.rpra.ca/blue-box).

Stewardship Ontario is pleased to provide payments to municipalities and First Nations in accordance with the RPRA Board's decision.

Thank you for your ongoing dedication to resource recovery and reutilization.

Sincerely,

David Pearce Supply Chain Officer Stewardship Ontario

1 St. Clair Avenue West T.415.323.0101 www.stewardshipontario.ca 7th Floor F.416.323.3185 Toronto, Ontario inf [email protected] M4V 1K6 238 RECEIVED JULOgTOIS THE COil,[,EGH OF PHYS[Cil,\NS AND SURGHONS July 2018 OF ONlIA]RilO TO: MAYOR. CITY CLERK AND COUNCILLORS:

Nominate an Outstanding Ontario Physician in Your Community The College of Physicians and Surgeons of Ontario Council Award

The College of Physicians and Surgeons (CPSO) is now accepting nominations for the 2019 Council Award. The Council Award honours outstanding Ontario physicians who have demonstrated excellence and embody a vision of the "ideal physician".

The criteria for selecting a physician for the Council Award are outlined in the enclosed brochure and nomination form. The criteria are based upon eight "physician roles" that reflect society's expectations of what is needed to practise modern medicine.

Through the award, the College honours Ontario physicians whose performance in each of these roles is outstanding, recognizing that individual physicians will demonstrate more extensive expertise in some roles than in others.

lf you know of a physician who meets the selection criteria, please nominate him or her for the Council Award.

The deadline for receipt of nominations is October l,2OL8 at 5:00 p.m.

For further information, please contact the Council Awards Program at

416-967 -2600 or L-800-268-7 096 exte nsio n 6 1 1 or CPSOawa rd @ cpso.on. ca.

QUALTTY PROFESSTONALS I HEALTHY SYSTEM I PUBLTC TRUST

B0 College Street, Toronto, Ontario MsG 2E2 Tel: (416) 967-2600 Toll Free: (800) 268-7096 Fax: (416) 961-3330 239

COMMITTEE REPORT

To: Chair and Members of the Administration, Finance and Human Resources Committee From: Ken DeHart, County Treasurer Date: Tuesday, January 17, 2017 Subject: Gravel Pit Appeal Update – January 2017

Background: This report provides the Committee with an overall summary of the final impacts relating to the 2009- 2016 County-wide gravel pit appeals.

Legacy Appeal Settlements: The assessment of Gravel Pit properties has been a challenging issue for many years and recently the matter was settled for the legacy appeal years being primarily taxation years 2009 to 2016.

Historical vs. New Methodology of Valuation: Historically the Municipal Property Assessment Corporation (MPAC) assessed these properties using traditional appraisal techniques under the cost approach. Active areas of aggregate operations were valued at industrial land rates on a per acre basis of the total site area; classified and taxed as industrial. The majority of County pits were valued between $40,000 and $50,000/acre depending on the size of the parcel. Value for any improvements to the land (i.e. Buildings) were added to the land value based on the cost to replace the structure and then some allowances were made for depreciation (age) and condition amongst other factors to arrive at an estimate of value for the property.

In 2016, MPAC and the Ontario Stone, Sand and Gravel Association (OSSGA) came to an agreement about how to value these properties for the reassessment year. Parcels are now valued at Class 5 farmland rates plus the cost of obtaining the necessary approvals, permits, licenses and zoning which will be applied to the entire site. Active aggregate areas are classified and taxed as industrial while other areas not being farmed will be classified and taxed based on the use of the land. Most pits in Wellington County are valued at just over $9,000/acre with $5,000/acre attributed to preparation costs and a little over $4,000/acre to the land.

Schedule A shows the valuation of a 94 acre active gravel pit within Puslinch Township using the traditional valuation approach. The annual property taxes collected for this property in 2016 were $28,324.

Schedule B shows the valuation of the same gravel pit using the new valuation method. The annual property taxes that would be collected using 2016 rates are now $11,601. That is less than half of what was collected using the traditional valuation method, and less tax annually than is collected on a single family detached on 1.09 acres in the same Township.

240 50

Overall Assessment Impact and Tax Write-offs (2009-2016): A detailed analysis of our 24 legacy properties shows the overall impact of the appeals totals over $6M in property tax write-offs and legal fees. The County’s share is $3,010,182. Of the member municipalities, Puslinch Township suffered the greatest impact with a total of $639,847 in tax write- offs for the affected years. Tax Loss Share Muncipality Original CVA Revised CVA Overall Tax Loss County Township Education

Puslinch (14)* 482,742,413 271,042,480 -$4,954,548 -$ 2,417,346 -$ 639,847 -$ 1,897,356

Guelph Eramosa (1) 25,217,882 21,174,632 -$161,635 -$ 67,240 -$ 24,768 -$ 69,626

Erin (4) 97,238,623 68,120,485 -$559,323 -$ 257,615 -$ 103,516 -$ 198,190

Centre Wellington (2) 13,265,450 11,109,995 -$58,961 -$ 25,543 -$ 11,708 -$ 21,710

Minto (2) 13,360,398 11,775,608 -$53,835 -$ 19,885 -$ 16,275 -$ 17,675

Mapleton (1) 3,388,763 3,322,763 -$2,686 -$ 1,069 -$ 567 -$ 1,049

TOTAL 635,213,529 386,545,963 -$5,790,987 -$ 2,788,699 -$ 796,680 -$ 2,205,608

Legal Fees and Consulting Services -$221,484 -$ 221,484

GRAND TOTAL -$6,012,471 -$ 3,010,182

*Includes Capped Properties

Schedule C reveals the total tax loss (%) municipalities have faced due to the legacy appeal settlements. To date the County has set aside a total of $1,520,000 for gravel pit settlements. Since the large Dufferin settlements from 2009-2012 have already been refunded ($738,226), and several member municipalities have deducted the County’s portion of the write-offs from their final levy payments in 2015 and 2016, the County will have enough of a provision to cover the final impacts of the appeals.

Looking Forward (2017-2020) Schedule D, illustrates the loss in CVA from the 2008 base year (prior to appeals) to the current 2016 base year due to the reassessment and application of the new methodology. Puslinch has lost 80%, and the County overall has lost 73% of their aggregate tax base due to these changes.

Weighted assessment losses for 2017 are also significant.  The County lost 0.51% in weighted assessment; equivalent to $457,045 in annual property tax revenue  Puslinch Township lost 3.03% in weighted assessment; equivalent to $152,065 in local property tax revenue annually. This will result in the average residential property paying an additional $64.43 in property tax to cover the impacts of the gravel pit write-offs and new valuation method.  These changes will also result in equivalent rates of property tax increases to other property tax classes for the municipality to “break even”.

241 51 With such low values making up the base for 2016, we do not anticipate any further appeals from the industry. With the help of Municipal Tax Advisory Group (MTAG), staff is committed to ensuring these properties, regardless of the new methodology, are valued as fairly and accurately as possible. Moving forward, this may require more of a proactive stance from the County and its member municipalities.

Recommendation: That the County Treasurer’s report re: Gravel Pit Appeal Update – January 2017 be received for information.

Respectfully submitted,

Ken DeHart, CPA, CGA County Treasurer

242 52 Schedule A

2012 Base Year Valuation: Gravel Pit

Example 1: Puslinch Gravel Pit Property with Industrial, Residential and Exempt

Original Valuation Method – from 2012

243 53 Schedule B

2016 Base Year Valuation: Gravel Pit and Single Family Dwelling

Example 1: Gravel Pit - New Valuation Method - 2016

Licensing/Preparation Costs Class 5 Farm Land Total Land Rate Total Land Apportionment Value (CVA) Tax Class Taxes Paid (2016 Rates) Industrial 13 acres $5,000/acre $4,215/acre $9,215/acre $ 119,795 $ 134,600 IT $ 4,634 Residential 41 acres $5,000/acre $4,215/acre $9,215/acre $ 377,815 $ 417,100 RT $ 4,160 Farm 16 acres (class 1)* n/a $15131/acre $ 242,096 $ 281,500 RT $ 2,808 Farm 24 acres n/a $2,408/acre $ 57,792 $ 57,800 E $ - Total Land Value 94 acres $ 797,498 $ 891,000 $ 11,601 *OMAFRA to advise on farm tenant

Example 2: Puslinch Single Family Detached

Actual Area 1.09 acres Property Details Other Structures Year Built Apportionment Value (CVA) Tax Class Taxes Paid (2016 Rates) 2667 Square feet Attached Garage 2009 $ 1,183,000 RT $ 11,799 3 bedrooms Outdoor Pool 2 1/2 baths $ 1,183,000 $ 11,799 Central Air Fireplace

244 54 Schedule C

PUSLINCH Period Total CVA Taxes Paid Pre-Settlements 482,742,413 10,610,534 Post-Settlements 270,069,480 5,655,986 Change since 2008 -212,672,933 -4,954,548 % Reduction -44% -47%

ERIN Period Total CVA Taxes Paid Pre-Settlements 97,238,623 1,953,869 Post-Settlements 68,120,485 1,394,546 Change since 2008 -29,118,138 -559,323 % Reduction -30% -29%

GUELPH ERAMOSA Period Total CVA Taxes Paid Pre-Settlements 25,217,882 989,354 Post-Settlements 21,174,632 827,719 Change since 2008 -4,043,250 -161,635 % Reduction -16% -16%

ALL OTHERS Period Total CVA Taxes Paid Pre-Settlements 30,014,611 682,087 Post-Settlements 26,208,366 566,606 Change since 2008 -3,806,245 -115,481 % Reduction -13% -17%

COUNTY Period Total CVA Taxes Paid Pre-Settlements 635,213,529 14,235,844 Post-Settlements 385,572,963 8,444,857 Change since 2008 -249,640,566 -5,790,987 % Reduction -39% -41%

245 55 Schedule D

Base Year Total Destination CVA Total Weighted CVA PUSLINCH 2008 94,562,000 168,447,860 2012 57,211,000 97,986,405 2016 24,349,000 34,300,100 Change since 2008 -70,213,000 -134,147,760 % Reduction -74% -80%

Base Year Total Destination CVA Total Weighted CVA GUELPH ERAMOSA 2008 4,447,000 11,124,465 2012 3,095,000 7,515,084 2016 1,949,000 4,628,040 Change since 2008 -2,498,000 -6,496,425 % Reduction -56% -58%

Base Year Total Destination CVA Total Weighted CVA ERIN 2008 18,827,000 30,201,581 2012 11,008,000 16,159,706 2016 8,685,000 11,310,240 Change since 2008 -10,142,000 -18,891,341 % Reduction -54% -63%

Base Year Total Destination CVA Total Weighted CVA COUNTY 2008 121,467,930 215,187,550 2012 76,338,000 127,721,546 2016 41,647,000 57,487,950 Change since 2008 -79,820,930 -157,699,600 % Reduction -66% -73%

246 56

Joint Meeting of the Police Services Board in Grey County Monday, June 25, 2018 1 pm OPP Grey County Detachment, Chatsworth

Hosted by: Inspector Martin Murray, Detachment Commander Chaired by: Lynn Silverton, Chair, Grey Highlands Police Services Board Participating PSBs: Chatsworth, Georgian Bluffs, Grey Highlands and Southgate

MINUTES

Attendance

Chatsworth PSB: Bob Elliot Terry McKay

Georgian Bluffs PSB: Alan Barfoot Dick Beresford Wendi Hunter

Grey Highlands PSB: Gord Hedges Daryl Minifie Paul McQueen Lynn Silverton

Southgate PSB: Anna-Marie Fosbrooke Jim Frew Bruce Hann

OPP: Inspector Martin Murray, Detachment Commander Acting Staff Sergeant, Deb Anderson (introduction only) Sergeant Kevin Driscoll (2 agenda items)

Grey Highlands Staff: Elaine Philp, Recording Secretary Herb Lemon, Director, Transportation & Env. Services (first 3 agenda items)

247

Call to Order The Chair called the meeting to order at 1:05 pm.

Welcome Inspector Murray thanked everyone for attending the meeting which will be an excellent opportunity to discuss County-wide initiatives. He introduced Acting Staff Sergeant Deb Anderson (A/SS Anderson left the meeting after introduction).

Declaration of Pecuniary Interest No declarations of pecuniary interest.

Approval of Agenda McQueen - McKay That the participating Police Services Boards approve the June 25, 2018 agenda as amended: - Item 4 to immediately follow Item 1 (Inspector Murray). - Item 8 removed, to be discussed at next Zone Meeting (Jim Frew). CARRIED.

Presentation With regret, staff in the Program Development Unit, MCSCS, cancelled their planned presentation regarding Community Safety & Well-Being Plans.

Items for Discussion 1. Joint Ticket Books Discussion: - All PSBs have indicated agreement to the concept of joint ticket books. - Books would have a checkbox for each Municipality, with blank space to write in offense and by-law. - Books could be used by both OPP and Municipal By-Law Officers. - Books applicable to any non-movement municipal by-laws that have an enforcement component. Examples given: noise, parking, illegal dumping and discharge of firearms.

248

- OPP currently carry copies of each Municipality’s by-laws that have an enforcement component and will continue to do so. There is no need for all Municipalities to change to uniform by-law wording/terms. - 2,500 tickets recommended as initial order. Typically there are 25 tickets per book so that would provide 100 books to start. OPP would receive the first 70 books (2 books per OPP enforcement vehicle), leaving 30 books available for Municipal By-Law Officers.

Motion: Barfoot – McKay That the four participating Police Services Boards agree to proceed with Joint Ticket Books effective September 1, 2018 with the initial cost of 2,500 tickets shared equally among the four participating Municipalities and final proofing to be done by the Detachment Commander. CARRIED.

Action Item: Each Municipality to provide Wendi Hunter with the name of the printer currently printing tickets. She will then obtain pricing and information on price break points.

2. Comparison of Parking By-Laws Discussion/comparison no longer required as uniform by-laws across all Municipalities not a prerequisite to using the Joint Ticket Books.

3. Load Enforcement Discussion: - Sergeant Driscoll joined the meeting for this agenda item. - Herb Lemon presented information on portable scales. - Blue Mountains teamed up with Collingwood six years ago to buy two portable scales for shared use.

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- Four scale pads recommended to weigh various truck sizes and to have an efficient truck weighing program. - Cost per portable scale pad ranges from $2,700 to $3,000. Additional costs such as delivery and freight will need to be added. Additional research and consultation is required with OPP to see what model fits in enforcement vehicles, or alternatively, towed behind in a trailer. - All Municipalities would need to review load restriction by-law. - OPP officer trained in commercial vehicle inspections required. - Inspector will commit to train one officer per shift, though he cannot promise a dedicated officer. - Collingwood does three-hour focus per day on each hot spot. Each Municipality could identify their hot spots for enforcement. - Mid-March to mid-May is the usual load restriction period. - Revenue comes back to appropriate Municipality if offense falls under the municipal by-law. - Each Police Services Board could make recommendation to extend enforcement of load restrictions to other situations, for example bridges. The Inspector will address such requests as resources are available. - A dedicated officer as an add-on to the existing policing agreement would give the Police Services Board(s) covering the cost the resources available to direct to Municipality priorities. - A dedicated load restriction officer could also enforce municipal by-laws so any incoming revenue could help offset cost of dedicated officer. - Further discussion/decision on dedicated officer will not be entertained at this time. Focus on the purchase of four portable scale pads and putting this equipment into use. - County CAO interested in sharing cost of equipment, however group decided to limit participation to the four Police Services Boards.

Motion: McQueen – Fosbrooke That the four participating Police Services Boards direct the Grey Highlands Director of Transportation & Environmental Services to obtain an itemized price for full package from manufacturer and bring that information back to the next joint meeting of the participating Police Services Boards. CARRIED.

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Action Item: Anna-Marie Fosbrooke to ask the Town of the Blue Mountains about scales, dedicated officer and revenue generated.

4. Joint Purchase of Covert Traffic Monitor Discussion: - Sergeant Driscoll joined the meeting for this agenda item. - Inspector Martin circulated information describing a recommended covert traffic monitor. This latest model collects significantly more data. - Three days of monitoring in a specific location establishes traffic patterns which then allows the Inspector to put resources where needed. - No officer training required. - Download of data can be done wirelessly. - Laptop recommended. If the Police Services Boards purchase the monitor, the Inspector will contribute a laptop. - A covert traffic monitor would allow for efficient deployment of resources, raise perception of safety level within a community, and would provide solid data which would dispute/support traffic complaints received from local residents. - Cost of recommended model would be just under $4,500. - Noted that monitor could save the Municipalities money as the equipment does the monitoring, not an officer. Data collected allows for efficient scheduling of patrols. - County CAO interested in sharing cost of monitor, however group decided to limit participation to the four Police Services Boards. - The OPP Detachment would keep the monitor and the resulting data. Inspector would then report to each Municipality thereby relieving the Municipalities from Freedom of Information and Protection of Privacy Act (FIPPA) requests.

Motion: Minifie – Elliot That each of the four participating Police Services Boards seek approval from their respective Council to jointly purchase one

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covert traffic monitor to a maximum cost of $1,200 per Municipality. CARRIED.

Action Items: Once approval from each Council received, Grey Highlands will take the lead on the purchase of the monitor. The Inspector offered to speak at a Council Meeting if need be.

5. Cannabis Legislation Discussion: - Limited to four plants or 30 grams. - Working with Traffic Unit on enforcement of impairment. - More details to come.

6. Coffee with a Cop Discussion: - Chatsworth event did not happen yet, will be re-scheduled. - Georgian Bluffs event at Keady went well, walk-around event. - Grey Highlands event could be scheduled in conjunction with a summer event.

7. Integrity Commissioner Discussion: - Police Services Board is not a Committee of Council so the Municipality’s Integrity Commissioner does not apply. - Police Services Board is not required to have an Integrity Commissioner, instead they could utilize the Municipality’s lawyer or work through their MCSCS representative.

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8. Next Joint PSB Meeting Monday, September 24, 2018 1 pm OPP Grey County Detachment, Chatsworth

Hosted by: Inspector Martin Murray, Detachment Commander. Chaired by: Lynn Silverton, Chair, Grey Highlands Police Services Board. Participating PSBs: Chatsworth, Georgian Bluffs, Grey Highlands and Southgate. Recording Secretary: to be provided by OPP.

Adjournment Hedges – McKay That the participating Police Services Boards agree to adjourn the June 25, 2018 meeting at 3:40 pm. CARRIED.

253 RECEIVED JUt232018

ASSOGIATION OF OI{TARIO ROAD SUPERUISORS

PRO M OTI N G KIIOWLEDGE. PU RS U I N G EXCELLEIICE.

July L1, 20L8

Township of Southgate L85667 Grey County Road 9, RR L Dundalk, ON Noc 180

Attention : Mavor Anna-M rie Fosbrooke and Council

Re: Paul Assoc. R.S.

Dear Mayor and Council Members:

On behalf of the Association of Ontario Road Supervisors (AORS), I would like to congratulate your employee, Paul Stevenson for his recent Associate Road Supervisor (Assoc. R.S.) certification. As well, thank you for supporting your employee and we encourage you to publicly acknowledge this achievement.

AORS has been serving public works professionals since 1961. ln 1996 AORS was granted - by Provincial Legislation - the exclusive right to use the designation 'Certified Road Supervisor' (CRS). The four levels of Certification - Associate, CRS, lntermediate and Senior - have mandatory experience and education criteria established bythe AORS Education Committee and Certification Board. Certified individuals may publicize their credential by using initials after their names and we would certainly encourage your employee to do so.

Certification is important for your Municipality because it increases corporate 'professionalism', accountability and morale. Certified Road Supervisors use their broad base of knowledge to make confident decisions and therefore serve Council and public more effectively.

AORS is committed to the training and development of experienced, reliable and efficient personnel for the construction and maintenance of public roads in rural and urban municipalities across Ontario.

Thank you again for supporting AORS and for helping us meet our objectives.

You

Joh Maheu, M.A.Sc., P.Eng. Executive Director cc. Paul Stevenson Assoc. R.S.

P.0, B0X 129, TH0RNDALE, 0N N0M 2P0 TEL: (519)461-1 271 FAX: (519)461- 1343 www.aors,on,ca 254 TOWNSHIP OF CHATSWORTH 316837 Highway 6, RR 1 Chatsworth, Ontario N0H 1G0 Telephone 519-794-3232 - Fax 519-794-4499

July 5, 2018

Grey County 595 9th Avenue East OWEN SOUND ON N4K 3E3 Attention: Heather Morrison, Clerk

Re: County of Grey Official Plan

Dear Ms. Morrison,

The Township of Chatsworth passed the following resolution at the regular Council Meeting on July 4, 2018:

Resolution 2018-20-08 That Township of Chatsworth Council request the County of Grey to reconsider the policies of the Official Plan by increasing the maximum density of 3 lots per 100 acres to 5 lots per 100 acres and also to allow rural plans of subdivision in rural designated areas where appropriate; And further that this resolution be forwarded to all lower tier municipalities in Grey County.

If you have any questions please don’t hesitate to contact me.

Sincerely,

Carolyn Vlielander-Marx, Dipl.M.A. Deputy Clerk cc Randy Scherzer, Director of Planning and Development City of Owen Sound Municipality of Grey Highlands Municipality of Meaford Munici pality of West Grey Town of the Blue Mountains Town of Hanover Township of Southgate Township of Georgian Bluffs 255 The Corporation of the Township of Southgate By-law Number 2018-109 being a by-law to confirm the proceedings of the Council of the Corporation of the Township of Southgate at its regular meeting held on August 1st, 2018

Authority: Municipal Act, 2001, S.O. 2001, c.25, as amended, Sections 5 (3) and 130. Whereas, the Municipal Act, 2001, S.O. 2001, c.25, as amended, Section 5 (3), provides that the jurisdiction of every Council is confined to the municipality that it represents and its powers shall be exercised by by-law; And whereas, the Municipal Act, 2001, S.O. 2001, c.25, as amended, Section 130 provides that every Council may pass such by-laws and make such regulations for the health, safety and well-being of the inhabitants of the municipality in matters not specifically provided for by this Act and for governing the conduct of its members as may be deemed expedient and are not contrary to law; Now therefore, the Council of the Corporation of the Township of Southgate hereby enacts as follows: 1. That the action of the Council at its regular meeting held on August 4, 2018 in respect to each report, motion, resolution or other action passed and taken by the Council at its meeting, is hereby adopted, ratified and confirmed, as if each resolution or other action was adopted, ratified and confirmed by separate by-law.

2. That the Mayor and the proper officers of the Township are hereby authorized and directed to do all things necessary to give effect to the said action, or to obtain approvals where required, and, except where otherwise provided, the Mayor and the Clerk are hereby directed to execute all documents necessary in that behalf and to affix the corporate seal of the Township to all such documents.

3. That this by-law, to the extent to which it provides authority for or constitutes the exercise by the Council of its power to proceed with, or to provide any money for, any undertaking work, project, scheme, act, matter or thing referred to in subsection 65 (1) of the Ontario Municipal Board Act R.S.O. 1990, Chapter 0.28, shall not take effect until the approval of the Ontario Municipal Board with respect thereto, required under such subsection, has been obtained.

4. That any acquisition or purchase of land or of an interest in land pursuant to this by-law or pursuant to an option or agreement authorized by this by-law, is conditional on compliance with Environmental Assessment Act, R.S.O. 1990, Chapter E.18.

Read a first, second and third time and finally passed this 1st day of August, 2018.

Anna-Marie Fosbrooke – Mayor Joanne Hyde – Clerk

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