Minutes

Council meeting

Municipality of West Grey

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Virtual meeting
Council members present:
  • Mayor Christine Robinson,
  • Deputy Mayor Tom Hutchinson,
  • Councillor Rebecca Hergert,
  • Councillor Doug Hutchinson,
  • Councillor Geoffrey Shea,
  • and Councillor Stephen Townsend
Council members absent:
  • Councillor Beth Hamilton
Staff members present:
  • CAO/Deputy Clerk Laura Johnston,
  • Director of Administration/Clerk Genevieve Scharback,
  • Director of Infrastructure and Public Works Vance Czerwinski,
  • Director of Finance/Treasurer Kerri Mighton,
  • Director of Development/CBO Karl Schipprack,
  • and Manager Planning & Development Lorelie Spencer

Mayor Robinson called the meeting to order at 9:01 a.m.

Staff reviewed instructions for members of the public to participate via Zoom, telephone, and how to contact staff for assistance if disconnected. It was noted that this meeting will be livestreamed to the WestGrey YouTube channel.

Mayor Robinson called for a moment of reflection.

Mayor Robinson declared a disqualifying interest in the agenda item 8.1 regarding agenda items 4, 11.5.2, and 13.1 of the August 3, 2021 council meeting minutes.

Kevin Tremble, Senior Manager, BDO presented a high-level review of the Municipality of West Grey Consolidated Financial Statements for the year ended December 31, 2020. He presented the West Grey financial statements including the report of the independent audit. The Municipality was audited in accordance with Canadian General Auditing Standards and in the auditor's opinion, the accompanying consolidated financial statements present fairly, in all material respects, the consolidated financial position of the Municipality as of December 31, 2020, and its consolidated results of operations, its consolidated changes in net financial assets, and its consolidated cash flows for the year then ended in accordance with Canadian public sector accounting standards. Mr. Tremble shared that those charged with governance are responsible for overseeing the Municipality’s financial reporting process. In the auditor's opinion, West Grey's financials are sound.

Mr. Tremble noted that a management letter with recommendations was reviewed with the Mayor, the CAO, and the Director of Finance/Treasurer. The recommendations include operational-type suggestions. He also noted that reserves are the determination of council but it is good practice for municipalities to have funds set aside for future requirements.

The auditor answered questions from council regarding the consolidated financial position for the Municipality of West Grey, year-end as of December 31, 2020.

  • Resolution: 403-2021
    Moved:Deputy Mayor Hutchinson
    Seconded:Councillor Townsend

    Be it resolved that, the Council of the Municipality of West Grey hereby accepts the Municipality of West Grey Consolidated Financial Statements for the year ended December 31, 2020 as prepared by BDO Canada LLP.

    Disposition: Carried

Barb Fedy, Grey County Director of Social Services, joined Jill Umbach and Paul Wagenaar ot the United Way Grey Bruce.to provide council with information regarding food security issues throughout Bruce and Grey counties. Mr. Wagenaar explained these issues and the programs available.

The Salvation Army and OShare in Owen Sound are working together to have fresh food available and limiting food waste.

Mr. Wagenaar noted that local government awareness will help with grant application processes.

Mayor Robinson thanked Mr. Wagenaar for his delegation.

  • Resolution: 404-2021
    Moved:Councillor Hutchinson
    Seconded:Councillor Hergert

    That the minutes of the public meeting of July 5, 2021 and the regular council meeting of July 6, 2021 are hereby approved as circulated.

    Disposition: Carried

Deputy Mayor Hutchinson noted that there is now a restaurant operating at the Saugeen Municipal Airport.

Councillor Townsend noted that the Traffic Safety Working Group is meeting tomorrow.

  • Resolution: 405-2021
    Moved:Deputy Mayor Hutchinson
    Seconded:Councillor Townsend

    That council hereby approves the West Grey Economic Development Advisory Committee's recommendation that $15,000 be allocated from the Economic Development reserve to operations for the purpose of the Downtown Revitalization program.

    Disposition: Carried
  • Resolution: 406-2021
    Moved:Councillor Hergert

    The minutes of committees and boards are hereby received, without agenda item 7.2.4 Saugeen Municipal Airport Commission minutes - June 16, 2021.

    Disposition: Defeated
  • Resolution: 407-2021
    Moved:Deputy Mayor Hutchinson
    Seconded:Councillor Hutchinson

    The minutes of committees and boards are hereby received.

    Disposition: Carried
  • Resolution: 408-2021
    Moved:Councillor Hutchinson
    Seconded:Councillor Hergert

    That a planning report be brought back to a future council meeting regarding the sale of municipal lands as requested by Guy Coulas.

    Disposition: Carried
  • Resolution: 409-2021
    Moved:Councillor Townsend
    Seconded:Councillor Hutchinson

    That council hereby exempts Sean Foley from the leash provisions in Animal Control Bylaw No. 87-2009; and

    That the clerk provide a letter to Mr. Foley confirming this exemption; and

    That staff are directed to review Bylaw No. 87-2009 and report back to a future meeting.

    Disposition: Carried

Councillor Shea gave notice of a motion of support for this item to be included in the next agenda.

* Move to after resolution - Council recessed at 10:27 a.m. and reconvened at 10:40 a.m.

  • Resolution: 411-2021
    Moved:Councillor Hergert
    Seconded:Councillor Shea

    That council hereby receives all correspondence items not otherwise dealt with.

    Disposition: Carried

Director Mighton confirmed there is sufficient funds in the flood control reserve, which is funded through the budget process at the discretion of council.

  • Resolution: 412-2021
    Moved:Deputy Mayor Hutchinson
    Seconded:Councillor Hutchinson

    That council approves the request from Saugeen Valley Conservation Authority (SVCA) for $27,500 representing West Grey’s share to repair the pedestrian walkway and to purchase and install an H-beam at the Durham Upper Dam and further that this be funded from a transfer from the West Grey Flood Control Reserve.

    Disposition: Carried

Director Mighton noted the vacant unit rebate application was sent in February 2020. The rebate is not available for 2021.

  • Resolution: 413-2021
    Moved:Councillor Hergert
    Seconded:Councillor Townsend

    That council approves the supplementary/omitted taxes and write-offs in the amount $46,708.26 and ($339.84) for location taxation and BIA area rates respectively.

    Disposition: Carried

Director Schipprack noted there were some plan review delays through May to July due to the volume of inspections. The recent complement of another plans examiner will assist with reducing time delays.

  • Resolution: 414-2021
    Moved:Deputy Mayor Hutchinson
    Seconded:Councillor Hutchinson

    That CBO report, 2021 Q2 Building Department Activity be received for information.

    Disposition: Carried

Staff will bring a report forward to council in October with recommendations regarding a surplus land process, including current surplus inventory.

  • Resolution: 416-2021
    Moved:Councillor Hutchinson
    Seconded:Councillor Townsend

    That council receive Planner Spencer's report and hereby declares lands known as roll# 4205.260.0041.5400 surplus and direct staff to proceed with the disposal of municipal lands process.

    Disposition: Carried

CAO Johnston indicated the Economic Development Advisory Committee (EDAC) expressed their desire to continue to have some connection with the Commercial Beautification Committee (CBC) regarding beautification. She noted that EDAC has undergone a slight restructuring to include a chair, vicechair and secretary, and operate effectively.

CAO Johnston explained that the CBC would like to have a direct link to council and move from a subcommittee model. Mayor Robinson noted that EDAC is prepared to continue with support and dialogue with the CBC.

  • Resolution: 417-2021
    Moved:Councillor Hergert
    Seconded:Councillor Townsend

    That council hereby receives the report, Proposed changes to Commercial Beautification Committee; and

    That council hereby approves the proposed changes to the Commercial Beautification Committee structure to transition to an advisory committee of council named the Gardens and Green Spaces Advisory Committee; and

    That the following current members of the Commercial Beautification Committee continue to serve as members of the Gardens and Green Spaces Advisory Committee:

    Scott Foerster, Courtney Hunter, Susan Papineau, Mary Lou Pfeffer, Becky Weltz and Elizabeth MacKenzie; and

    That the following members of council be appointed to the Gardens and Green Spaces Advisory Committee, Councillor Doug Hutchinson and Councillor Geoffrey Shea; and

    That the draft terms of reference for the revised committee be reviewed by the committee and brought to a future meeting for council’s consideration.

    Disposition: Carried

7.5

It was agreed that sections 2.b. and 2.c. of bylaw 61-2021 be amended by removing "out of town".

  • Resolution: 418-2021
    Moved:Councillor Shea
    Seconded:Councillor Townsend

    That bylaw 61-2021, being a bylaw to establish a Conference, Seminar and Professional Development Policy for council and staff of the Municipality of West Grey, be read a first, second, and third and final time, as amended.

    Disposition: Carried

Mayor Robinson passed the chair to Deputy Mayor Hutchinson at 11:34 a.m. due to a declared disqualifying interest.

*After resolution:

Deputy Mayor Hutchinson passed the chair to Mayor Robinson at 11:39 a.m.

  • Resolution: 419-2021
    Moved:Councillor Shea
    Seconded:Councillor Hutchinson

    That the minutes of the August 3, 2021 regular council meeting are hereby approved as circulated.

    Disposition: Carried
  • Resolution: 420-2021
    Moved:Deputy Mayor Hutchinson
    Seconded:Councillor Hergert

    That the minutes of the public meeting of August 9, 2021 and special council meetings of August 9, 2021 and August 10, 2021 are hereby approved as circulated.

    Disposition: Carried
  • Resolution: 421-2021
    Moved:Councillor Townsend
    Seconded:Councillor Shea

    The minutes of committees and boards are hereby received.

    Disposition: Carried

It was confirmed that the request from EPCOR Utilities Inc. does not include any financial commitment from the Municipality of West Grey.

  • Resolution: 422-2021
    Moved:Councillor Hergert
    Seconded:Councillor Hutchinson

    That council hereby directs staff to provide EPCOR Utilities Inc. with a letter of support for their application to the Ontario Energy Board.

    Disposition: Carried

Mayor Robinson called for a recorded vote.

*Order - Shea, Hutchinson, DM Hutchinson, Hergert, Townsend, Robinson

  • Resolution: 423-2021
    Moved:Deputy Mayor Hutchinson
    Seconded:Councillor Hutchinson

    Whereas the Truth and Reconciliation Commission released its final report on June 2, 2015, which included 94 Calls to Action to redress the legacy of residential schools and advance the process of Canadian reconciliation; and

    Whereas the recent discoveries of remains and unmarked graves across Canada have led to increased calls for all levels of government to address the recommendations in the TRC's Calls to Action: and

    Whereas all Canadians and all orders of government have a role to play in reconciliation; and 

    Whereas Recommendation #80 of the Truth and Reconciliation Commission called upon the federal government, in collaboration with Aboriginal peoples, to establish, as a statutory holiday, a National Day for Truth and Reconciliation to ensure that public commemoration of the history and legacy of residential schools remains a vital component of the reconciliation process; and

    Whereas the Federal Government has announced September 30th, 2021 as first National Day for Truth and Reconciliation (National Orange Shirt Day) and a statutory holiday; 

    Therefore, be it resolved that the Council of the Municipality of West Grey does hereby commit to recognizing September 30th, 2021, as the National Day for Truth and Reconciliation (National Orange Shirt Day) by sharing the stories of residential school survivors, their families, and communities, and that the Municipality of West Grey flags be lowered to half mast for this day.

    For:Against:
    Mayor RobinsonX
    Deputy Mayor HutchinsonX
    Councillor SheaX
    Councillor HutchinsonX
    Councillor HergertX
    Councillor TownsendX
    Results60
    Disposition: Carried
  • Resolution: 424-2021
    Moved:Councillor Townsend
    Seconded:Councillor Hergert

    That council hereby recognizes October 17 to October 23, 2021 as Ontario Library Week.

    Disposition: Carried

Discussion included review of the current heavy truck bylaw.

  • Resolution: 425-2021
    Moved:Councillor Townsend
    Seconded:Councillor Shea

    That this item of correspondence be included in the report referenced in Resolution 400-2021 dated August 10, 2021 regarding truck traffic north of the Lantz Bridge.

    Disposition: Carried
  • Resolution: 426-2021
    Moved:Councillor Hutchinson
    Seconded:Deputy Mayor Hutchinson

    That the Terry Fox Run flags be raised at the municipal office from September 13, 2021 to September 20, 2021.

    Disposition: Carried
  • Resolution: 427-2021
    Moved:Deputy Mayor Hutchinson
    Seconded:Councillor Townsend

    That council proceeds past curfew to address matters on this agenda to 1:30 p.m.

    Disposition: Carried
  • Resolution: 428-2021
    Moved:Councillor Townsend
    Seconded:Councillor Hergert

    That agenda item 14.1 be moved ahead of agenda item 11.

    Disposition: Defeated

Council recessed at 12:29 p.m. and reconvened at 12:42 p.m.

Mayor Robinson requested a recorded a vote.

*Order - Hutchinson, Robinson, Hergert, Townsend, Shea, DM Hutchinson

  • Resolution: 429-2021
    Moved:Deputy Mayor Hutchinson
    Seconded:Councillor Hutchinson

    That council receives the 2022 budget process report for information.

    For:Against:
    Mayor RobinsonX
    Deputy Mayor HutchinsonX
    Councillor SheaX
    Councillor HutchinsonX
    Councillor HergertX
    Councillor TownsendX
    Results60
    Disposition: Carried

11.2
 

  • Resolution: 430-2021
    Moved:Councillor Townsend
    Seconded:Deputy Mayor Hutchinson

    That council receives report Strategic Vision Plan 2021 Areas of Focus and CAO Projects Update report for information.

    Disposition: Carried

Councillor Shea requested an update regarding the recreation committees reconvening. CAO Johnston will bring the inquiry forward to the Emergency Control Group.

Councillor Townsend inquired about when a six month financial report will be available. Director Mighton explained that variance reports were forwarded to the directors for review and a report brought to council in October.

Councillor Townsend also inquired about the Rockwood Land Plan . Mayor Robinson indicated the Grey County Redevelopment & Planning Taskforce will be meeting in the near future. She will bring forward a timeframe once it is available.

Councillor Hergert inquired if the Emergency Control Group (ECG) has provided direction regarding the Ontario COVID-19 passport, and if the minutes of the previous ECG minutes will be circulated. CAO Johnston indicated that the ECG has not had an opportunity to meet to discuss the passport process as the province recently announced the requirements. Additionally, CAO Johnston noted that the minutes will be available once the emergency declaration is terminated. 

13.

  • Resolution: 431-2021
    Moved:Councillor Townsend
    Seconded:Councillor Hutchinson

    That bylaw 63-2021, being a bylaw to amend zoning bylaw 37-2006, be read a first, second and third and final time.

    Disposition: Carried
  • Resolution: 432-2021
    Moved:Deputy Mayor Hutchinson
    Seconded:Councillor Townsend

    That bylaw 64-2021, being a bylaw to amend zoning bylaw 37-2006, be read a first, second and third and final time.

    Disposition: Carried

Planner Spencer confirmed the proposed parking meets the bylaw requirements. Section 9 of Schedule A of the Site Plan Agreement will be corrected as discussed.

  • Resolution: 433-2021
    Moved:Councillor Townsend
    Seconded:Councillor Hutchinson

    That bylaw 65-2021, being a bylaw to authorize entering into a site plan agreement, be read a first, second and third and final time.

    Disposition: Carried
  • Resolution: 434-2021
    Moved:Councillor Hergert
    Seconded:Councillor Shea

    That bylaw 66-2021, being a bylaw to amend Schedule B, Reasons for Designation, to Bylaw No. 125-2018, being a bylaw to designate the lands and buildings at 240 Garafraxa Street North, geographic Town of Durham, to be of cultural heritage value or interest be read a first, second, and third and final time.

    Disposition: Carried
  • Resolution: 435-2021
    Moved:Deputy Mayor Hutchinson
    Seconded:Councillor Hutchinson

    That bylaw 67-2021, being a bylaw to authorize an Ontario Transfer Payment Agreement between Her Majesty the Queen in Right of Ontario as represented by the Minister of Municipal Affairs and Housing for funding approved under the Municipal Modernization Program, Intake 2, be read a first, second and third and final time.

    Disposition: Carried
  • Resolution: 436-2021
    Moved:Councillor Hergert
    Seconded:Councillor Townsend

    That bylaw 68-2021, being a bylaw to dedicate lands as a public highway, be read a first, second and third and final time.

    Disposition: Carried
  • Resolution: 437-2021
    Moved:Councillor Shea
    Seconded:Councillor Hergert

    That bylaw X-2021, being a bylaw to confirm the proceedings of council, be read a first, second and third and final time.

    Disposition: Carried

Mayor Robinson called for a recorded vote.

*Order - Shea, Hutchinson, Townsend, Hergert, DM Hutchinson, Robinson 

  • Resolution: 438-2021
    Moved:Councillor Townsend
    Seconded:Councillor Hergert

    Moved: Councillor Townsend

    Since January 1, 2019, West Grey Council has revised its meeting schedule, with the intent of improving efficiency and hence service. These changes have resulted in an approximate reduction of 51% in Council’s meeting time, as well as freeing up a significant amount of staff support time to work on other activities.

    However, recently, West Grey Council has encountered situations where it has been unable to complete all the business on its Meeting Agenda, with the last occurrence at the August 10th, 2021 Council meeting, when 23 distinct Agenda items were unable to be addressed, and so had to be carried over to the next regular, or a future, Council meeting.

    The impact of not completing the business on an Agenda can be significant, especially when it happens repeatedly. Such impact can be on Council, staff, residents, businesses, operations and projects.

    Recognizing a solution(s) must be identified to minimize or eliminate the underlying issues causing Council’s inability to complete all its business during a regular Council Meeting, with in the allotted time West Grey Council directs staff as follows:

    1. Staff bring back a report to Council no later than November 30th, outlining recommendations to better ensure Council completes all the business on every Council Meeting Agenda during the allotted time; and
    2. Staff consider the following in its report:
      1. results of the service and operations review underway, and
      2. the 2022 Schedule of Council Meetings be two (2) per month, with three (3) meetings scheduled over the July - August period, and one (1) in December, and
      3. a minimum of one (1) Special Council Meeting, be scheduled each month, with particular focus on:
          1. significant items Council is seeing for the first time,
          2. items of a complex nature requiring more time,
          3. workshop / training, etc.

    NB: A Special Council Meeting will only be held if there are qualifying Agenda items 

    For:Against:
    Mayor RobinsonX
    Deputy Mayor HutchinsonX
    Councillor SheaX
    Councillor HutchinsonX
    Councillor HergertX
    Councillor TownsendX
    Results33
    Disposition: Defeated
  • Resolution: 439-2021
    Moved:Deputy Mayor Hutchinson
    Seconded:Councillor Hutchinson

    That we do now adjourn at 1:27 p.m., to meet again on September 21, 2021 at 6 p.m. or at the call of the chair.

    Disposition: Carried
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