Regular Council

That the Regular meeting of the Council of the Township of Springwater of September 6, 2023 come to order at 6:30 p.m.

That the Delegation from John Lionti and Nicholas Ball of Rogers Communications Inc. regarding High-Speed Internet in Springwater, be received.

That the Minutes of Council listed herein, be approved as presented: 1) Minutes of the Regular Meeting of Council of August 2, 2023

That the minutes of boards, committees and other organizations listed herein, be received as information: 1) Draft Minutes of the Nottawasaga Valley Conservation Authority Board Meeting of August 25, 2023

That the presentation from Baker Tilly KDN LLP regarding the results of the 2022 Draft Audited Consolidated Financial Statements be received; and, That the difference of $14,794 be allocated by reducing the following reserve allocations as previously approved: a) 50% Tax Rate Stabilization Reserve, and b) 50% Recreation Facility Reserve.

That the 2022 Reserves & Reserve Fund Statement be received as information.

That the report from the Director of Finance regarding the 2022 Statement of Development Charge and Cash-in-Lieu of Parkland Reserve Funds, dated September 6, 2023, be received; and, That in accordance with Section 43 of the Development Charges Act, 1997 and Section 42 of the Planning Act, that the staff report entitled 2022 Statement of Development Charge and Cash-in-Lieu of Parkland Reserve Funds and its appendices be submitted to Council for approval and sent to the Minister of Municipal Affairs and Housing; and, That in accordance with Bill 109, the More Homes for Everyone Act, 2022, the Treasurer’s Statement (Appendix A) be made available to the public on the Township’s website.

That resolution C390C-2023 passed at the July 5th, 2023 regular meeting regarding Sant Road, be hereby reconsidered.

That the report from the Senior Engineering Technologist regarding the Update on the Winter Maintenance of Old Second South beyond Sutton Heights, dated May 17, 2023, be received; and, That Council endorse the original staff recommendation from the April 19, 2023 staff report, namely that the road surface remain as is and that staff be directed to move forward with the trial use of 4x4 pick-up trucks for winter maintenance on this stretch of roadway.

That the report from the Committee Coordinator/Administrative Assistant regarding the Backyard Chickens Licensing Program – Pilot Expiry & Options, dated September 6, 2023, be received; and, Option 1 That staff be directed to implement a permanent and Township-wide ‘Backyard Chicken’ program, reflecting the requirements and conditions of the pilot program; and, That the required by-law be presented to Council for consideration at the September 20, 2023 regular meeting of Council. Option 2 That staff be directed to terminate the ‘Backyard Chicken’ pilot program and revert to ‘Backyard Chicken’ prohibitions in place prior to the pilot program; and, That effective immediately, new applications no longer be accepted in anticipation of the termination of the pilot program on October 7, 2023; and, That staff be directed to contact previous licensees to advise of the termination of the pilot program and the requirement for owners to remove hens from their property by December 31, 2023. Option 3 That staff be directed to revert to ‘Backyard Chicken’ prohibitions in place prior to the pilot program: and, That effective immediately, new applications no longer be accepted in anticipation of the termination of the pilot program on October 7, 2023; and, Notwithstanding the cancellation of the Springwater Backyard Chickens Pilot Program, where a person has been lawfully keeping a hen or hens as part of the Springwater Backyard Chickens Pilot Licensing Program, that person may continue to k

That the report from the Committee Coordinator/Administrative Assistant regarding the Backyard Chickens Licensing Program – Pilot Expiry & Options, dated September 6, 2023, be received; and, That staff be directed to implement a permanent and Township-wide ‘Backyard Chicken’ program, reflecting the requirements and conditions of the pilot program; and, That the required by-law be presented to Council for consideration at the September 20, 2023 regular meeting of Council; and, That yearly licenses be capped at 25 for the entire Township, with staff to report back should the demand exceed 25 licenses.

That the report from the Manager of Legislative Services/Clerk regarding the Crossing Guard Program Options, dated September 6, 2023, be received; and, Recommendation 1 That Council hereby approve the following wage for crossing guards: 1) Flat rate of $33.00 per hour. or, 2) Pay band 1 of the Non-Union/Management Salary Grid ($23.65 to $27.66 – 2023 rates) And That Council hereby approve a standby rate of $10.00 per day. Recommendation 2 That Council hereby determines the following level of service regarding crossing guard hours: 1) That crossing guard services only be provided before and after school. or, 2) That crossing guard services be provided before school, lunchtime and after school at all locations. Amended C439B-2023 Moved by Alexander Seconded by Garwood That the motion now before Council be amended as follows: Recommendation 1 That 2) Pay band 1 of the Non-Union/Management Salary Grid ($23.65 to $27.66 – 2023 rates) be selected.

That the motion now before Council be amended as follows: Recommendation 2 That 1) That crossing guard services only be provided before and after school. be selected.

That the report from the Manager of Legislative Services/Clerk regarding the Crossing Guard Program Options, dated September 6, 2023, be received; and, That Council hereby approve the following wage for crossing guards: Pay band 1 of the Non-Union/Management Salary Grid ($23.65 to $27.66 – 2023 rates); and, That Council hereby approve a standby rate of $10.00 per day; and, That Council hereby determines the following level of service regarding crossing guard hours: That crossing guard services only be provided before and after school.

That the report from the Director of Finance regarding the Draft Council Discretionary Donation Funds Policy, dated September 6, 2023, be received; and, That Council provide direction with respect to the Council Discretionary Donation Funds Policy. Amended C440B-2023 Moved by Cabral Seconded by Alexander That the motion now before Council be amended as follows: Add And That the word "donation" be removed from the policy in it's entirety; and, That Section 5.2 be amended as follows: strike out the following bullet, "The purchase of Township assets, including any items to be owned by the Township or installed on the Township property." And That Section 5.3 be amended as follows: strike out the first paragraph and first bullet point, "In order to maximize the funds available and to support and encourage as many individuals, groups, and organizations as possible, the following limits will apply: • maximum amount of discretionary donation funds to be allocated to any eligible recipient is $1,000" And That Section 6.2 be amended as follows: strike out the first and second paragraph and amend the third paragraph to read " A member of Council shall bring a request for funds to Council for consideration and approval by Council as a whole." And That the policy be brought forward to the September 20th meeting for consideration.

That the report from the Director of Finance regarding the Draft Council Discretionary Donation Funds Policy, dated September 6, 2023, be received; and, That the word "donation" be removed from the policy in it's entirety; and, That Section 5.2 be amended as follows: strike out the following bullet, "The purchase of Township assets, including any items to be owned by the Township or installed on the Township property." And That Section 5.3 be amended as follows: strike out the first paragraph and first bullet point, "In order to maximize the funds available and to support and encourage as many individuals, groups, and organizations as possible, the following limits will apply: • maximum amount of discretionary donation funds to be allocated to any eligible recipient is $1,000" And That Section 6.2 be amended as follows: strike out the first and second paragraph and amend the third paragraph to read " A member of Council shall bring a request for funds to Council for consideration and approval by Council as a whole." And That the policy be brought forward to the September 20th meeting for consideration.

That Action Report items 10.2 through to 10.7 be received; and, That the recommendations contained therein be approved, as presented. 10.2 - 2024 Budget Preparation 10.3 - Draft Salary Administration Policy (Non-Union) 10.4 - Award of 2023-36-IOS - Cleaning of Wastewater Treatment Plants Tanks 10.5 - Award of Tender 2023-11-IOS – Supply and Deliver Winter Sand 10.6 - Fire Communication Services Agreement 10.7 - Drainage Agreement Acceptance - Consent Application B11/22 - (D. Graham) 176 Queen Street West and 1091 Flos Road 10 West With the exception of item 10.2 and 10.3, to be dealt with separately.

That the report from the Development Engineering Technologist titled Award of 2023-36-IOS - Cleaning of Wastewater Treatment Plants Tanks, dated September 6, 2023, be received; and, That the RFP 2023-36-IOS - Cleaning of Wastewater Treatment Plants Tanks be awarded to Wessuc Inc. for $243,565.85 excluding HST ($247,851.74 including HST recoveries); and, That the Mayor and Clerk be authorized to execute the resulting agreement.

That the report from the Manager of Roads and Fleet titled Award of Tender 2023-11-IOS – Supply and Deliver Winter Sand, dated September 6, 2023, be received; and, That the Tender 2023-11-IOS – Supply and Deliver Winter Sand be awarded to G. Priest Services Inc., for up to $794,560.00 excluding HST ($808,544.26 including HST recoveries); and, That the Mayor and Clerk be authorized to execute the resulting agreement.

That the report from the Director of Fire & Emergency Services regarding the Fire Communication Services Agreement, dated September 6, 2023 be received; and, That the Mayor and Clerk be authorized to execute the agreement for a period of five years commencing January 1, 2024 through December 31, 2028.

That the report from the Planning Technician / Secretary-Treasurer regarding the Drainage Agreement Acceptance, Consent Application B11/22 (D. Graham), 176 Queen Street West and 1091 Flos Road 10 West, dated September 6, 2023, be received; and, That the terms of the agreement as provided by the affected parties to the severance with respect to the split in drainage apportionment under Section 65 of the Drainage Act, be accepted.

That the report from the Director of Finance regarding the 2024 Budget Preparation, dated September 6, 2023, be received; and, That Council approve the timelines for developing and approving the 2024 Budget & Business Plan as follows; and, Budget Directions  September 6, 2023 Public Consultation  September - November 2023 Draft Budget

That the motion now before Council be amended as follows: That supplementary revenues, if utilized to offset the tax rate be clearly outlined within the budget process. And That whenever the tax rate is noted through the budget process, that the tax rate with the supplementary revenue be also noted.

That the report from the Manager, People – Talent, Payroll and Benefits regarding the Draft Salary Administration Policy (Non-Union), dated September 6, 2023, be received; and, That subject to comments received from Council, the policy be finalized and presented to Council for approval at a subsequent meeting.

That the item now before Council be

That the Report items listed herein, be received as information, with the exception of item 6, to be dealt with separately: 1) Building Services Monthly Activity Report - July 2023 2) By-law Services Monthly Activity Report - June 2023 3) By-law Services Monthly Activity Report - July 2023 4) Q2 2023 Procurement Summary 5) MZO-2023-001 (The Remington Group Inc.) 727 Bayfield Street North 6) OP-2022-002 & ZB-2022-016 - Lewis Pit Expansion (Galibier Materials Inc.) - 2857 George Johnston Road 7) Zoning By-law Amendment (ZB-2023-013) D. Bowen - 38 Foyston Park Circle 8) Zoning By-law Amendment (ZB-2023-014) C. Hazelwood - 2091 Dwyer Road 9) National Day for Truth and Reconciliation 2023

That the Report items listed herein, be received as information: 6) OP-2022-002 & ZB-2022-016 - Lewis Pit Expansion (Galibier Materials Inc.) - 2857 George Johnston Road Amended C449B-2023 Moved by Moore Seconded by Thompson That the motion now before Council be amended as follows: Add And That Council require that the dust study conducted by the applicant be submitted as part of the official plan and zoning by-law amendment application process, to be peer reviewed.

That the Report items listed herein, be received as information: 6) OP-2022-002 & ZB-2022-016 - Lewis Pit Expansion (Galibier Materials Inc.) - 2857 George Johnston Road And That Council require that the dust study conducted by the applicant be submitted as part of the official plan and zoning by-law amendment application process, to be peer reviewed.

That Council hereby extend the automatic adjournment to 11:00 PM

That resolution C412C-2023 passed at the August 2, 2023 regular meeting regarding Fire Marque, be hereby reconsidered.

That the Report items listed herein, be received as information: 2) Fire Marque Services for Fire Department; and, That staff be directed to conduct public consultation to seek residents' comments regarding Fire Marque services and further report the results at a subsequent meeting.

Whereas until COVID-19, the Township held Town Hall Meetings to allow residents the opportunity to learn about key projects and ask questions of staff and members of Council; and Whereas the annual operating budget includes $1,000.00 for costs associated with hosting Town Hall Meetings. Be It Therefore Resolved that Town Hall Meetings be reinstated, to be held on a yearly basis in various parts of the Township during the first quarter of the year, commencing in 2024; and, That staff be directed to report back on possible formats and locations/schedule.

That the IFC submitted by Councillor Garwood requesting a staff report outlining costs associated with the direct mail newsletter, be hereby approved.

That the by-laws listed herein be signed and sealed by the Mayor and Clerk 2023-081 - Repeal By-law 2022-070 School Crossing Guard Program Policy 2023-082 - Fire Communication Services Agreement 5000-375 - LH2023-003 - Towns (5432 Penetanguishene Road)

That By-law 2023-083 to confirm and adopt the proceedings of Council at the Regular Meeting held on September 6, 2023 listed herein be signed and sealed by the Mayor and Clerk.

That the Regular Meeting of the Township of Springwater does now adjourn at 10:42 p.m. to meet again :in a Regular Meeting on September 20, 2023 at 6:30 p.m.