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Regular Council Minutes - 2021/02/1821-39 The Corporation of the Township of Malahide February 18, 2021 — 7:30 p.m. The Malahide Township Council met via videoconference. The Deputy Clerk was present in the Township Office, 87 John Street South, Aylmer, Ontario. Due to COVID-19 and public health concerns, public attendance was not permitted at this meeting. The Mayor and other Members of Council participated remotely. do The following members were present: Council Members via Videoconference: Mayor D. Mennill, Deputy Mayor D. Giguere, Councillor R. Cerna, Councillor C. Glinski, Councillor M. Moore, and Councillor M. Widner. Staff via Videoconference: Chief Administrative Officer/Clerk M. Casavecchia-Somers, Director of Financial Services A. Mohile, Director of Fire and Emergency Services B. Smith, Director of Public Works M. Sweetland, Director of Development Services A. Betteridge, Manager of Information Technology C. Coxen, Roads and Construction Manager R. DeSutter, and Deputy Clerk D. Wilson. Absent with regret X • •� Councillor S. Lewis. Mayor Mennill took the Chair and called the meeting to order at 7:30 p.m. DISCLOSURE OF PECUNIARY INTEREST and the General Nature thereof: No declarations of pecuniary interest were declared. MINUTES: No. 21-66 Moved by: Max Moore Seconded by: Rick Cerna THAT the minutes of the regular meeting of the Council held on February 4, 2021 be adopted as printed and circulated. Carried. PRESENTATIONS/DELGATIONS/PETITIONS: Delegation — Zoning By-law Amendment, as submitted by Tony Wall, on behalf of Dwight and Lydia Steven, relating to property at Part Lot 21, Concession 3, Geographic Township of Malahide. Tony Wall, on behalf of Dwight and Lydia Steven, appeared before the Council to provide an update, in response to a Council request made following the Public Meeting held on January 7, 2021, regarding the Zoning By-law Amendment related to the property at Part do Lot 21, Concession 3, and municipally known as 6242 Springfield Road. Mr. Wall advised that, after the initial public meeting for the rezoning of this property, he discussed the issues and potential expenses of proceeding with such rezoning with his church members and they have determined it is economically feasible to complete the necessary building upgrades in order to allow for church services to be held in person at 6242 Springfield Road. He noted that while the congregation has sought an alternate facility, they have been unable to rent a temporary location. 21-40 No. 21-67 Moved by: Dominique Giguere Seconded by: Mark Widner THAT the presentation received from Tony Wall regarding the Rezoning Application of Dwight and Lydia Steven, owners of property located at Concession 3, South Part Lot 21, Township of Malahide, and municipally known as 6242 Springfield Road, be received. Carried. The Council agreed to advance the consideration of Staff Report No. DS-21-10 at this time. The Director of Development Services advised that he did not recommend approval of the zoning amendment. He noted that the investment involved to make the necessary building upgrades and improvements may result in the owner's desire to pursue permanent non -farm uses to occur on this site in the future following the pandemic. The Director noted that if the Council did approve a Temporary Use By-law it was proposed to be for a maximum of 1 year and would begin on the date that the by-law was passed. He also confirmed that an approved Site Plan Agreement would be a requirement, prior to any use of the building as an assembly occupancy. Moved by: Dominique Giguere Seconded by: Chester Glinski THAT Report No. DS-21-10 entitled "Follow -Up Report - Zoning By-law Amendment Application of Tony Wall, on behalf of Dwight and Lydia Steven" be received, AND THAT the Zoning By-law Amendment Application of Tony Wall, on behalf of Dwight and Lydia Steven, BE DENIED for the reasons set out in Report No. DS-21-01. MOTION DEFEATED. No. 21-68 Moved by: Rick Cerna Seconded by: Mark Widner THAT Report No. DS-21-10 entitled "Follow -Up Report — Zoning By-law Amendment Application of Tony Wall, on behalf of Dwight and Lydia Steven" be received; AND THAT By-law No. 21-04, being a By-law to amend Zoning By-law No. 18-22 insofar as it relates to the property owned by Dwight and Lydia Steven, located at Part Lot 21, Concession 3, be given first, second and third readings, and properly signed and sealed. Carried. The Mayor thanked Mr. Wall for his presentation and he retired from the meeting. REPORTS: Director of Fire and Emergency Services - Emergency Services Activity Report - January The Fire Chief noted the excellent community support received at a recent fire at Walker Dairy Farms. The Council asked that a letter of thanks be sent to Aylmer Submarine, Dominos Pizza, and Northside Tim Hortons for their generous food donations to the Volunteer Firefighters. No. 21-69 Moved by: Rick Cerna Seconded by: Mark Widner 21-41 THAT Report No. F21-04 entitled "Emergency Services Activity Report — January" be received. Carried. Director of Public Works - Roads Department 2020 Year -End Report Carried. - Tender Results — 2021 Processed Aggregates No. 21-71 Moved by: Dominique Giguere Seconded by: Rick Cerna THAT Report No. PW-21-14 entitled "Tender Results - 2021 Processed Aggregates" be received. Carried. - Request to Reserve 2020 Allocation for Outstanding Projects No. 21-72 Moved by: Max Moore Seconded by: Mark Widner THAT Report No. PW-21-11 entitled "Request to Reserve 2020 Allocation for Outstanding Projects" be received; AND THAT the Director of Finance/Treasurer be authorized to transfer $179,700.00 to Reserves from the unspent 2020 Public Works Operating Budget allocation in order to enable the completion of outstanding projects in 2021. Carried. - Restructuring Water Boards under the Municipal Act No. 21-73 Moved by: Dominique Giguere Seconded by: Rick Cerna THAT Report No. PW-21-09 entitled "Restructuring Water Boards under the Municipal Act" be received. Carried. doDirector of Development Services - County of Elgin Official Plan Comprehensive Review & Five -Year Update No. 21-74 Moved by: Max Moore Seconded by: Dominique Giguere THAT Report No. DS-21-11 entitled "County of Elgin Official Plan Comprehensive QZIPA Review & Five -Year Update" be received; AND THAT the Municipal Staff be directed to send formal comments to the County of Elgin in support of its Official Plan Comprehensive Review and Five -Year Update; AND THAT such correspondence to the County include a statement that the Township of Malahide is currently nearing completion of its own Official Plan Comprehensive Review and Five -Year Update and will work with the County of Elgin to ensure conformity between both documents. Carried. Director of Financial Services - 2020 Development Charges and Reserve Fund In response to an inquiry from Councillor Glinski, the Director of Finance advised that she reviewed the recent Central Elgin Development Charges and the base rate is lower than Malahide's Development Charges, but they have additional charges for specific (urban) areas. No. 21-75 Moved by: Rick Cerna Seconded by: Dominique Giguere THAT Report No. FIN 21-04 entitled "2020 Development Charges and Reserve Fund" be received; AND THAT a copy of the attached statement be posted to the Township's website. Carried. Chief Administrative Officer/Clerk Results of RFP for Pay Equity & Compensation Review The Deputy Mayor noted that she had envisioned the scope of the project to be less, particularly related to the job descriptions and job evaluation tool. The CAO advised it was necessary to ensure that job descriptions have been updated, noting that some were over 10 years old. She advised that the job evaluation tool was to ensure that the compensation model stayed up to date. Upon an inquiry from Councillor Widner relating to the possibility of an in-house review, the CAO noted that the Municipal Staff do not have the skills and training to undertake this type of project. She noted that using a third party expert will provide an opportunity to update and prepare the job descriptions in a consistent manner to facilitate the job evaluation. She noted that the tool that the Consultants were proposing to provide would allow in-house capability to undertake job evaluations in a timely fashion in the future. Moved by: Max Moore Seconded by. Dominique Gigu6re THAT Report No. CAO-21-03 entitled "Results of RFP for Pay Equity & Compensation Review" be received; 0 AND THAT the contract to conduct a Pay Equity & Compensation Review be awarded to ML Consulting, in the amount of $28,600 (excluding HST). Motion Defeated. REPORTS OF COMMITTEES/OUTSIE BOARDS: 21-43 No. 21-76 Moved by: Rick Cerna Seconded by: Max Moore THAT the following Reports of Committees/Outside Boards be noted and filed: (i) Long Point Region Conservation Authority — Board of Directors Minutes of January 13, 2021. (9 Carried. CORRESPONDENCE: No. 21-77 Moved by: Mark Widner Seconded by: Rick Cerna THAT the following correspondence be noted and filed: 1. Association of Municipalities of Ontario - Watch File — dated February 4 and February 11, 2021. 2. Township of Asphodel -Norwood — Resolution requesting Solicitor General for an extension to deadline for the Community Safety and Well Being Plan. 3. Township of Guelph/Eramosa — Resolution requesting Ministry of Government and Consumer Services to review Municipal Freedom of Information and Protection of Privacy Act (MIPPA) and consider 8 recommendations. 4. Township of Lake of Bays and Town of Bracebridge - Resolution requesting Federal and Provincial Governments provide Infrastructure Funding opportunities for projects prioritized under municipal asset management plans to provide stimulus to economies in order to rebound from impact of pandemic. 5. Township of Lake of Bays — Resolution supporting Township of West Grey requesting Province to repeal Schedule 8 of Bill 229, Protect, Support and Recover from COVID 19 Act, 2020 (Endangered Species Act). 6. Township of Lake of Bays and Township of Conmee — Resolution supporting Municipality of Mississippi Mills regarding request to amend Municipal Elections Act to provide clearer wording to assist Clerks in addressing issues regarding adding names to the voters list. 7. County of Norfolk — Resolution requesting the Province to amend Bill 197, COVID-19 Economic Recovery Act, 2020, to eliminate the development approval requirement provisions from adjacent municipalities and that the "host" municipality be empowered to render final approval for landfills within their jurisdiction. 8. City of St. Catharines — Resolution requesting Province to provide universal paid sick days. is 9. Town of Gore Bay and Township of Georgian Bay — Resolution supporting Municipality of Charlton and Dack requesting the province to review recommendations and investigate unethical practices of preferred insurance vendors. (Malahide Township supported a similar Resolution on January 21, 2021). 10.Township of Lake of Bays and Town of Gravenhurst— Resolution supporting Township of Augusta requesting the Province to reverse decision to close the Ontario Fire College. (Malahide Township supported a similar Resolution on February 4, 2021). 11. Town of Orangeville — Resolution requesting that the Provide develop and implement a plan to phase -out all gas -fired electricity generation as soon as possible, with an emphasis on proven renewable energy technologies and energy storage, to ensure that Orangeville and other municipalities are enabled to achieve climate action goals (or "GHG emission reduction targets"). 12. Ministry of Agriculture, Food and Rural Affairs — Information relating to home based food businesses. 13. Township of Perth South — Correspondence to the Province seeking clarification relating to working group to focus on Conservation Authorities. 14. Ministry of the Environment, Conservation and Parks - Frequently Asked Questions regarding the implications of Proclamation of Various Provisions. 15. Municipality of Central Elgin — Notice of Public Meeting for Proposed Zoning By-law Amendment relating to property at 45939 John Wise Line. 16.Town of Aylmer — Notice of Public Meeting for Proposed Minor Variance relating to the following properties: - 73 Myrtle Street - 142 South Street West — 2 applications. Carried. OTHER BUSINESS: - Human Resources Policy for Municipal Staff and Firefighters Councillor Widner requested that changes be made to the Human Resource Policy as it relates to warnings and dismissals of Municipal Staff and Volunteer Firefighters. He noted that, currently a letter regarding a warning or dismissal is sent by regular mail and he requested consideration to changing it to Registered (Mail and that all final notices be forwarded by Registered Mail. Councillor Widner also suggested a new three step warning process which included: (i) A verbal warning to be held on file for one year; (ii) A second offence being a written warning, given personally with a witness from the Township and kept on file for a year; (iii) A third and final offence would require be having the person in question come in and the situation written out with both the offender and the Department Head/ CAO signing and dating it. The Municipal Staff was directed to review Councillor Widner's recommendations. and report back to Council at a future date. Pay Equity Review and Compensation Review Deputy Mayor Giguere clarified that she believed that the pay equity and compensation review needed to be completed. She, however, indicated that she would like to see a more cost effective option and questioned whether the scope of services could be adjusted to allow for some additional savings. The CAO agreed to contact the Consultants to determine if they were able to revise their proposals in a manner that would reduce the overall cost of the project. - Expression of Appreciation for Support Council Cerna thanked the Council and Staff for their incredible support on the recent passing of his brother Bob Cerna. C 0 Q� CONFIRMATORY: No. 21-78 Moved by: Max Moore Seconded by: Rick Cerna THAT By-law No. 21-15, being a Confirmatory By-law, be given first, second and third readings, and be properly signed and sealed. Carried. ADJOURNMENT: No. 21-79 Moved by: Chester Glinski Seconded by: Mark Widner THAT the Council adjourn its meeting at 8:50 p.m. to meet again on March 4, 2021, at 7:30 p.m. Clerk — M. Casavecchia-Somers