Affordable Housing And Workplace Policies - Council Meeting - Regular Agenda Preview

1 Mayor declares the Public Meeting open.

The mayor formally opens the public meeting.

1 Mayor declares the Public Meeting open.

Mayor declares the Public Meeting open.

2 CALL FOR ADDITIONAL BUSINESS

The agenda allocates forty-five minutes for a call to order additional business items.

2 CALL FOR ADDITIONAL BUSINESS

CALL FOR ADDITIONAL BUSINESS

3 DECLARATIONS OF INTEREST

The section contains no substantive content, presenting only a header and repeated title without newsworthy details.

3 DECLARATIONS OF INTEREST

DECLARATIONS OF INTEREST

4 CONFIRMATION OF THE COUNCIL MINUTES

Council minutes are confirmed.

4 CONFIRMATION OF THE COUNCIL MINUTES

CONFIRMATION OF THE COUNCIL MINUTES

6 PUBLIC MEETINGS

The agenda item addresses a zoning bylaw amendment for the development of apartments at 1201 15th Avenue East.

6 PUBLIC MEETINGS

PUBLIC MEETINGS
6.a
Zoning By-law Amendment No. 58 - 1201 15th Avenue East (East Court
Residences Apartment)

7 a. Comments and notice from the City Clerkb. Presentation from the Manager of Planning and Heritage

The section records procedural depositions including updates from the City Clerk, Planning Heritage manager, applicant representative Caroline Baker, public comments, and a closing declaration by the Mayor.

7 a. Comments and notice from the City Clerkb. Presentation from the Manager of Planning and Heritage

a.
Comments and notice from the City Clerk
b.
Presentation from the Manager of Planning and Heritage
c.
Presentation from Caroline Baker, Baker Planning Group
on behalf of the applicant
d.
Comments from the public.
Mayor declares the Public Meeting closed.
DEPUTATIONS AND PRESENTATIONS
7.a
Deputation from Kevin Weaver, President and CEO, Georgian College
Re: Georgian College Update
7.b
Presentation from the City Manager Re: City Manager's Update

8 PUBLIC FORUM

The public forum segment is presented without specific content details.

8 PUBLIC FORUM

PUBLIC FORUM

9 CORRESPONDENCE RECEIVED FOR WHICH DIRECTION OF COUNCIL IS REQUIRED There are no correspondence items being presented for consideration.

No correspondence items were presented for council direction.

9 CORRESPONDENCE RECEIVED FOR WHICH DIRECTION OF COUNCIL IS REQUIRED There are no correspondence items being presented for consideration.

CORRESPONDENCE RECEIVED FOR WHICH DIRECTION OF COUNCIL IS
REQUIRED
There are no correspondence items being presented for consideration.

10 th Street/9th Avenue East (15 collisions); b.

The section reports fifteen collisions at the intersection of 10th Street and 9th Avenue East.

10 th Street/9th Avenue East (15 collisions); b.

th Street/9th Avenue East (15 collisions);
b.

10.a Report CS-26-046 from the Senior Planner Re: Technical Report - ZBA No. 58 for 1201 15th Avenue East (East Court Residences Apartments)

A proposed eight-storey apartment building at 1201 15th Avenue East in Owen Sound would introduce shared community amenities such as potential woodworking spaces or pickleball courts alongside affordable rental units meeting federal standards. This development addresses the final phase of the East Court Residences subdivision, which already possesses municipal infrastructure like roads and stormwater management systems. The proposal requires specific zoning adjustments to accommodate a nine-metre elevation change between 10th Street East and the building entrance via a retaining wall, while reducing parking requirements and allowing accessory structures with ten-metre setbacks from property lines. Residents are invited to engage at a public meeting on June 15, 2026, ahead of a Council review scheduled for July 13, as current updates passed by Council await full effectiveness across all zones. Provincial and county plans prioritize housing mixes that support affordability and accessibility alongside pedestrian-friendly designs and sustainable infrastructure. Staff are assessing whether the project aligns with goals to concentrate growth in fully serviced areas while maintaining quiet residential character near arterial roads. The site has cleared archaeological review needs, though development charges based on future permits may apply even without new utility connections. Upcoming processes aim to ensure equitable intensification that integrates diverse land uses like recreation spaces while respecting local heritage landscapes and minimizing disruption to neighbours through noise mitigation and traffic management measures aligned with transit priorities.

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



The effect of the requested Zoning By-law Amendment is to permit
a Community Lifestyle Facility as an additional permitted use and to
apply site specific zoning provisions with respect to parking,
building height, setbacks, floor space index, and accessory
structures.
Notice of a public meeting in accordance with the Planning Act has
been provided. The meeting is scheduled for June 15, 2026.

Vision 2050 - Strategic Plan Alignment:
Strategic Plan Priority: The recommendation contributes to core service
delivery or a corporate initiative that enables service delivery for one or more
strategic priorities.

Previous Report/Authority:
Ontario Planning Act
Provincial Planning Statement (2024)
City of Owen Sound Official Plan
Urban Design Directions (2026)
City of Owen Sound Zoning By-law 2010-078, as amended
Previous Site-Specific Approvals
CS-19-026 Technical Report for OPA 9 and ZBA 27 and Draft Plan of
Subdivision 42T-18501
CS-19-100 Recommendation Report for OPA 9 and ZBA 27 and Draft Plan of
Subdivision 42T-18501
By-law No. 2019-136, "A By-law to adopt Amendment No. 9 to the City of
Owen Sound Official Plan (2006) respecting the Andpet Subdivision lands
located west of 16th Avenue East, north of 10th Street East.
By-law No. 2019-137, "A By-law to amend Zoning By-law No. 2010-078,
responding rezoning for the Andpet S7ubdivision lands located west of 16th
Avenue East, north of 10th Street East (ZBA No. 27)."
CS-20-045 Respecting Final Approval for the East Court Residences
Subdivision 42T-18501
Staff Report CS-26-046: Technical Report - ZBA No. 58 for 1201 15th Avenue East
(East Court Residences Apartments)
Page 2 of 33

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By-law No. 2020-033, "A By-law to authorize the Mayor and Clerk to execute
a Subdivision Agreement with Andpet Realty Limited respecting the
development of East Court Residences (42T-18501)."
Official Plan and Zoning By-law Update (2025-2026)
2026 Adopted Official Plan Amendment, adopted by Council, not yet
approved or in effect.
2026 Approved Zoning By-law Amendment No. 57, approved by Council, not
yet in force and effect.
On April 13, 2026, City Council passed By-law No. 2026-029 for the purpose
of adopting Official Plan Amendment No. 14 and passed By-law No. 2026030 for the purpose of adopting Zoning By-law Amendment No. 57. These
represent City initiated updates to the Official Plan and Zoning By-law
following a 5-year review.
At the time of writing this report, these amendments were not yet in full
force and effect.
ZBA 57 (By-law No. 2026-030) will conform with Official Plan 2026 on the
day that Official Plan 2026 comes into full force and effect. Accordingly,
pursuant to subsections 24(2) and (2.1) of the Planning Act, this by-law is
conclusively deemed to conform with Official Plan 2026 on and after the day
this by-law is passed, if Official Plan 2026 comes into effect; and, this by-law
is of no force and effect if Official Plan 2026 does not come into effect.
forward into OPA 14 (Official Plan 2026). The subject lands continue to
permit apartment dwellings.
A fulsome zoning conformity review was completed for both the current
Zoning By-law and the draft updates, and both are discussed in the Zoning
By-law section below.

Background & Proposal:
A complete application for Zoning By-law Amendment (ZBA 58) has been
submitted by applicant Baker Planning Croup (Caroline Baker) on behalf of
Andpet Realty Limited (Peter Van Dolder) for lands known as 1201 15th
Avenue East to facilitate the development of an eight storey residential
apartment building containing 128 dwelling units and to permit community
Staff Report CS-26-046: Technical Report - ZBA No. 58 for 1201 15th Avenue East
(East Court Residences Apartments)
Page 3 of 33

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lifestyle facilities as an additional use so that site amenities can be made
available to nearby residents.
Property Description
The subject lands are 1201 15th Avenue East and prior to an address being
assigned were known as Block 6 of Subdivision 42T-18501. Block 6 was
created as part of the residential subdivision known as East Court Residences
in 2020. Block 6 is the final site to be developed in this subdivision which
was planned and developed with full municipal services, stormwater
management, roads and boulevard tree planting. As part of the final
subdivision plans, a sidewalk was constructed from the intersection at 16th
Avenue East, along 14th Street East and 15th Avenue East, and will be
required to connect with future on-site pathways.
The subject lands are located between the southern end of 15th Avenue East
and 10th Street East. The lands are proposed to be accessed from 15th
Avenue East with 10th Street East forming the southerly lot line. There is a
significant grade change with 10th Street East being approximately 9 m
higher than the conceptual finished grade of the proposed main building
entrance. A new retaining wall is proposed to address this elevation change
as illustrated on Schedule ‘D’.
Surrounding land uses include:
North: institutional, residential
East: vacant lands, commercial, residential
South: institutional (East Ridge Community School, Georgian College),
residential
West: residential, including homes that are also part of the East Court
Residences.
For location context and surrounding land uses, please see the Orthophoto in
Schedule ‘A’.
For the planning policy context, please see the Official Plan and Zoning Map
in Schedule ‘B’. Schedule ‘B’ illustrates the Official Plan designation as shown
on Schedule ‘A’ of both Official Plan 2021 and OPA 14 together with the
updated zoning under By-law No. 2026-030 which is not yet in force and
effect.

Staff Report CS-26-046: Technical Report - ZBA No. 58 for 1201 15th Avenue East
(East Court Residences Apartments)
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The details of the current and anticipated future designation and zones are
outlined in the following table:
City Policy Framework
City of Owen
Sound
Official Plan

City of Owen
Sound
Zoning Bylaw

Official Plan (2021)

Schedule A:

Residential

Schedule A2:

Residential –
High Density

Official Plan Update
(OPA 14) <not yet in
force>

Schedule A:

Residential

Schedule A2:

Residential –
High Density

Zoning By-law 2010078, as amended to
ZBA 57

Schedule A, Map
13

General
Residential (R5)

By-law No. 2026-030
Update <not yet in
force and effect>

Schedule A, Map
13

Medium Density
Residential (R2)

The subject lands are fully described in Schedule ‘C’.
The Proposal (See Architectural Drawing Set, Schedule ‘D’)
The purpose of the application is to facilitate the development of an eight
storey residential apartment building containing 128 dwelling units and to
permit community lifestyle facilities as an additional use so that site
amenities can be made available to the general public.
The lands are currently zoned “General Residential” (R5) by Zoning By-law
2010-078, as amended. Upon amending By-law No. 2026-030 coming into
effect, the lands will be zoned “Medium Density Residential” (R2). In both
by-laws, the permitted uses for the subject lands include apartment
dwellings.
The effect of the requested Zoning By-law Amendment is to apply a sitespecific zoning provision to the lands to:





Permit a “Community Lifestyle Facility” as an additional permitted use;
Permit a reduced number of parking spaces for a Community Lifestyle
Facility;
Permit a maximum building height of 8 storeys or 28 metres,
whichever is greater;
Require a 20 metre setback from the westerly side yard for any
building greater than 6 storeys in height;

Staff Report CS-26-046: Technical Report - ZBA No. 58 for 1201 15th Avenue East
(East Court Residences Apartments)
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


Permit a maximum Floor Space Index of 1.4;
Permit accessory structures in the front yard provided they maintain a
10 metre setback from the front lot line.

The relationship of these requested amendments to what is permitted is
further described in Section 9 of this report.
The Conceptual Site Plan, Elevations and Renderings attached as Schedule
‘D’ provide further insight into the proposal. Though these are subject to
change, together with the other supporting documentation they demonstrate
the intent for the development including:


One (1) eight-storey building located on the east portion of Block 6,
providing separation from existing low-rise residential on adjacent
lots
o
o




Both surface parking (78 spaces) and one (1) level of underground
parking (82 spaces)
Indoor and outdoor spaces the owner is proposing to offer to
residents of the immediate area to provide a hub (related to the
request for “community lifestyle facilty” as an additional use):
o
o






128 dwelling units proposed as one and two bedroom units
with balconies
The Planning Justification Report provided by the applicant in
support of the application indicates that the developer
proposes rental housing including 10 per cent of the units
meeting the Canadian Mortgage and Housing Corporation
definition of “affordable”.

Potential woodworking space indoors
Potential Pickleball Court outdoors

Two (2) vehicular entrances from 15th Avenue East (both two-way)
Pedestrian pathways into the site from the existing sidewalks on
15th Avenue East and 11th Street East
Retaining wall along 10th Street East
Landscaping and outdoor seating/amenity space

Submission
As part of a complete application, the applicant has submitted the following
materials for consideration:

Staff Report CS-26-046: Technical Report - ZBA No. 58 for 1201 15th Avenue East
(East Court Residences Apartments)
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Submission Item Title

Submission Item Detail

Cover Letter

By Baker Planning Group, dated April
10, 2026

Planning Justification Report*

By Baker Planning Group, dated April
2026

Draft Amending Zoning By-Law*

By Baker Planning Group, dated May
11, 2026

Urban Design Brief

By Biglieri Group, dated April 8, 2026

Addendum To Urban Design Brief

By Biglieri Group, dated May 7, 2026

Updated Sun Shading Study

By Patrick David Trotter Architect,
dated 2026/05/06

Flight Path Letter

By GEI Consultants, dated October 10,
2025

Architectural Drawing Set

By Patrick David Trotter Architect,
dated 2026/05/08

Conceptual Landscape Plans

By Landmark Environmental Group,
dated April 8, 2026

Conceptual Civil Plans

By GEI Consultants, dated 08/04/2026

Servicing Feasibility Study

By GEI Consultants, dated April 8,
2026

Traffic Opinion Letter

By Paradigm Transportation Solutions,
dated 2026-03-09

These submission items can be found online under heading ZBA No 58 at
www.owensound.ca/development.
*Please note that following the original submission from the applicant, a
detailed zoning conformity review was completed by staff and communicated
to the applicant. The applicant revised the detailed Draft Zoning By-law
Amendment with changes which are not reflected in the Planning Justification
Staff Report CS-26-046: Technical Report - ZBA No. 58 for 1201 15th Avenue East
(East Court Residences Apartments)
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Report. The overall intent of the proposal did not change (apartment building
with community lifestyle facility); however, the Draft Zoning By-law
Amendment should be considered for the specific details of the amendments
requested.
Approvals Process
In 2019, Council approved Official Plan Amendment No. 9 (OPA 9) and
Zoning By-law Amendment No. 27 (ZBA 27) to establish the policy
framework for Plan of Subdivision 42T-18501 which received final approval in
2020. The City of Owen Sound entered into a Subdivision Agreement with
the Owner. Lots and blocks of the subdivision have been registered as Plan
16M-75.
The overall subdivision is known as the East Court Residences which includes
a retirement residence and a mix of singles and semi-detached dwellings.
The subject lands represent Block 6 of Plan 16M-75. Block 6 has been
planned for an apartment dwelling use throughout the above noted approval
processes. Block 6 represents the final block to be developed in this
subdivision. At the time of Subdivision Agreement, Block 6 was anticipated to
contain 120 dwelling units.
Schedule “J” of the Subdivision Agreement includes specific mention of Block 6:


Clause 13: That the owner agrees to provide an emergency
access/pedestrian access of 6.0 meters in width between Block 6
and Block 4 to the satisfaction of the Community Services
Department and Planning Division.
o



The intent is for a connection to what is now the 11th Street
East sidewalk.

Clause 29: That Site Plan Approval is required in accordance with
the City’s Site Plan Control By-law No. 2011-034, or its successor,
for Blocks 3,4, 6, and 7.
o

Blocks 3 4, and 7 have been approved and constructed with
townhouses (3 & 4) and Owen Sound Gardens (7). As noted,
Block 6 is the final block to be developed in this subdivision.

The owner’s vision for the property and detailed design has evolved since the
time of Subdivision Approval. Before proceeding to Site Plan Approval, the
zoning implications of the revised design must be addressed.

Staff Report CS-26-046: Technical Report - ZBA No. 58 for 1201 15th Avenue East
(East Court Residences Apartments)
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The applicant engaged the City in the fall of 2025 to undertake preliminary
consultation on a single apartment building proposal following which they
refined their plan further and met again with staff in February of 2026.
Subsequently, the process relating to the formal application has proceeded
as follows:
Date

Step

Days

April 10, 2026

Submission of initial application for ZBA

0

April 24, 2026

Submission of application fees

0

May 11, 2026

Submission of final supporting materials

1

May 15, 2026

Letter regarding Notice of Complete
Application to the applicant

4

May 15, 2026

Request for comments to City staff and
external agencies

4

May 22, 2026

Notice of Complete Application & Public
Meeting mailed to property owners within
120 m of subject lands and notice posted
on property.

12

June 15, 2026

Public Meeting and Technical Report to
Council

36

Technical Review:
The Planning Act and the City’s Official Plan establish criteria for evaluating
an application to amend the City’s Zoning By-law. In making land use
planning decisions, Council must consider the matters of Provincial interest
as described in Section 2 of the Planning Act. Section 3 of the Planning Act
also prescribes that the decision of Council on a planning matter shall be
consistent with the policy statements issued under the Act.
Policies within the Official Plan are intended to be consistent with the policies
of the relevant Provincial agency, in conformity with the Grey County Official

Staff Report CS-26-046: Technical Report - ZBA No. 58 for 1201 15th Avenue East
(East Court Residences Apartments)
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Plan, and address requirements and regulations of other agencies and
related regulating authorities.
The City’s Official Plan (OP 9.1.1.2) provides that the City may amend the
Zoning By-law where in the opinion of Council, sufficient justification exists.
Amendments must conform to the policies of the Official Plan. When
considering an amendment, the City should consider the goals, objectives,
and policies of the Official Plan. Additionally, decisions should consider the
compatibility with adjacent uses of land and servicing (transportation, sewer,
and water).
The application is subject to review by the City’s Development Team and
external commenting agencies. Public notice has been given.
All applicable policies, standards, and review comments will be fulsomely
reviewed in the Staff Recommendation Report anticipated to come before
Council on July 13, 2026. Public input will be considered in the overall
process and included in the future recommendation report.
This report is intended to describe the proposed Zoning By-law Amendment
and to outline the key policy considerations relevant to the evaluation of the
subject application.
Through OPA 9 and ZBA 27 and Draft Plan of Subdivision 42T-18501,
together with Council approval of the implementing by-laws, the premise of
permitting residential development, and specifically an apartment dwelling
on the subject lands has been established.
The following sections describe the proposal more completely and outline the
key considerations, evident to staff at this time, that are relevant to the
specific amendments requested.
A: Provincial Planning Statement
In making land use planning decisions, Council must consider the matters of
Provincial interest as described in Section 2 of the Planning Act. These
matters include (but are not limited to) the orderly development of safe and
healthy communities, the appropriate location of growth and development,
promotion of development designed to be sustainable, support public transit
and be oriented to pedestrians.
The 2024 Provincial Planning Statement (PPS) provides direction on matters
of provincial interest. The vision of the PPS includes that:
Staff Report CS-26-046: Technical Report - ZBA No. 58 for 1201 15th Avenue East
(East Court Residences Apartments)
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“Ontario will increase the supply and mix of housing options,
addressing the full range of housing affordability needs. Every
community will build homes that respond to changing market needs
and local demand. Providing a sufficient supply with the necessary mix
of housing options will support a diverse and growing population and
workforce, now and for many years to come.”
The PPS recognizes that municipal Official Plans are the most important
vehicle for implementation of the Provincial Planning Statement and for
achieving comprehensive, integrated, and long-term planning. It further
identifies zoning by-laws as important for the implementation of the PPS
directing that they should be forward-looking and facilitate opportunities for
an appropriate range and mix of housing options for all Ontarians.
The following PPS policies are highlighted concerning the application:
2.1 Planning for People and Homes
6. Planning authorities should support the achievement of complete
communities by:
a) accommodating an appropriate range and mix of land uses,
housing options, transportation options with multimodal access,
employment, public service facilities and other institutional uses
(including schools and associated child care facilities, long-term
care facilities, places of worship and cemeteries), recreation, parks
and open space, and other uses to meet long-term needs;
b) improving accessibility for people of all ages and abilities by
addressing land use barriers which restrict their full participation in
society; and
c) improving social equity and overall quality of life for people of all
ages, abilities, and incomes, including equity-deserving groups.
2.2 Housing
1. Planning authorities shall provide for an appropriate range and mix of
housing options and densities to meet projected needs of current and
future residents of the regional market area by:
a) establishing and implementing minimum targets for the provision
of housing that is affordable to low and moderate income
households, and coordinating land use planning and planning for
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(East Court Residences Apartments)
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housing with Service Managers to address the full range of housing
options including affordable housing needs;
b) permitting and facilitating:
i. all housing options required to meet the social, health,
economic and wellbeing requirements of current and future
residents, including additional needs housing and needs
arising from demographic changes and employment
opportunities; and
ii. all types of residential intensification, including the
development and redevelopment of underutilized
commercial and institutional sites (e.g., shopping malls and
plazas) for residential use, development and introduction of
new housing options within previously developed areas,
and redevelopment, which results in a net increase in
residential units in accordance with policy 2.3.1.3;
c) promoting densities for new housing which efficiently use land,
resources, infrastructure and public service facilities, and support
the use of active transportation; and
d) requiring transit-supportive development and prioritizing
intensification, including potential air rights development, in
proximity to transit, including corridors and stations.
2.3 Settlement Areas and Settlement Area Boundary Expansion
2.3.1 General Policies for Settlement Areas
3. Planning authorities shall support general intensification and
redevelopment to support the achievement of complete communities,
including by planning for a range and mix of housing options and
prioritizing planning and investment in the necessary infrastructure and
public service facilities.
3.1 General Policies for Infrastructure and Public Service Facilities
1. Infrastructure and public service facilities shall be provided in an
efficient manner while accommodating projected needs.

Staff Report CS-26-046: Technical Report - ZBA No. 58 for 1201 15th Avenue East
(East Court Residences Apartments)
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3.4 Airports, Rail and Marine Facilities
1. Airports shall be protected from incompatible land uses and
development by:
c) prohibiting land uses which may cause a potential aviation safety
hazard.
3.6 Sewage, Water and Stormwater
2. Municipal sewage services and municipal water services are the
preferred form of servicing for settlement areas to support protection
of the environment and minimize potential risks to human health and
safety. For clarity, municipal sewage services and municipal water
services include both centralized servicing systems and decentralized
servicing systems.
3.9 Public Spaces, Recreation, Parks, Trails and Open Space
1. Healthy, active, and inclusive communities should be promoted by:
a) planning public streets, spaces and facilities to be safe, meet the
needs of persons of all ages and abilities, including pedestrians,
foster social interaction and facilitate active transportation and
community connectivity;
b) planning and providing for the needs of persons of all ages and
abilities in the distribution of a full range of publicly-accessible
built and natural settings for recreation, including facilities,
parklands, public spaces, open space areas, trails and linkages,
and, where practical, water-based resources;
c) providing opportunities for public access to shorelines; and
The pending recommendation report will assess if the proposal is consistent
with the direction provided by the PPS and if conditions of approval
respecting matters of provincial interest should be applied.
B: County of Grey Official Plan
The subject property is designated ‘Primary Settlement Area’ in the County
of Grey Official Plan (County OP).
Settlement areas with full municipal services are the focus of most of the
growth within the County. The County OP promotes a full range of
Staff Report CS-26-046: Technical Report - ZBA No. 58 for 1201 15th Avenue East
(East Court Residences Apartments)
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residential, commercial, industrial, recreational, and institutional land uses
within Primary Settlement Areas. Land use policies and development
standards are in accordance with the local Official Plan.
The pending recommendation report will assess if the proposal conforms to
the policies of the County OP.
C: City of Owen Sound Official Plan
As noted above, the City has adopted an Official Plan update that is not yet
approved by the County of Grey.
The subject lands are designated as follows:
City of Owen
Sound Official
Plan

Official Plan
(2021) <in
effect>

Schedule A:

Residential

Schedule A2,
Sydenham
Heights Planning
Area:

Residential –
High Density

Official Plan
Update (OPA 14)
<not yet in
force>

Schedule A:

Residential

Schedule A2,
Sydenham
Heights Planning
Area:

Residential –
High Density

Staff have considered policies of both the 2021 and 2026 update in the
following outline.
The format of the following is that the policies listed first under each heading
are those from Official Plan (2021) which is in force and effect. If the version
is not specifically indicated, the policy excerpt is from Official Plan (2021). If
there is a substantive change to the policy in the 2026 OPA 14 Update, it is
noted thereafter with quotes from OPA 14 having a backdrop of grey.
The following Official Plan policies are highlighted concerning the application:
2. Vision Goals and Objectives
Section 2 of the Official Plan sets out the vision and general goals and
objectives of the City to assist in understanding the intent of the policies.

Staff Report CS-26-046: Technical Report - ZBA No. 58 for 1201 15th Avenue East
(East Court Residences Apartments)
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2.1

The City of Owen Sound is where you want to live. A complete
community that values the natural environment, cultural diversity,
historic streetscapes, vibrant waterfront and provides a sense of
belonging. The City will plan to evolve as a centre for growth,
opportunity and innovation while ensuring that equity, inclusion,
diversity, sustainability, resiliency, and quality of life are considered in
every decision.

2.2

Goals and Objectives

2.2.4 Managing Growth
Goal: To promote and encourage the growth and development of the City
through a planning framework that supports sustainability, healthy
communities, planned growth and quality of life for all residents of the City.
Objectives:
a. To plan for a complete community and promote a healthy, active
City for the benefit of all residents and visitors.
b. To accommodate the population and development anticipated for
the City within the planning period in a sustainable, compact urban
form and to avoid land use patterns that may cause environmental
or public health and safety concerns or promote non-compatible
land uses.
d. To increase housing supply by identifying and promoting
opportunities for intensification and redevelopment where
appropriate, and plan for a full range and mix of housing options in
terms of dwelling types, densities and tenure.
e. To consistently apply a diversity lens to growth management
through planning for persons having diverse abilities and
circumstances.
2.2.5 Quality of Life
Goal: To be a community that celebrates its cultural heritage, cultural
diversity and offers an exceptionally supportive and healthy environment,
providing leadership as the social, cultural, and recreational focus for City
residents and visitors.

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(East Court Residences Apartments)
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Objectives:
a. To encourage the provision of an appropriate range and distribution
of health and wellness, safety, educational, cultural and recreational
facilities and services throughout the community.
2.2.6 Equity, Diversity and Inclusion
Goal: To be a welcoming, safe and supportive community that provides for
the diverse needs of all residents and visitors.
Objectives:
a. To provide a safe and accessible urban environment with a mix of
uses, activities, experiences and opportunities, for persons of all
abilities in accordance with the Accessibility for Ontarian’s with
Disabilities Act and the City’s Multi-year Accessibility Plan and
Transit Accessibility Plan.
b. To recognize and respond to the demographic changes in the
community and develop strategies to encourage all residents to
maintain their residency and employment within the City.
d. To apply a diversity lens to all decisions and work to capture
opportunities to address homelessness and combat inequity in the
City’s built environment and planning policy framework.
2.2.7 Urban Design
Goal: To facilitate ‘experiencing the City’ by recognizing the exceptional
natural setting, maintaining the built heritage of the City, protecting
significant natural features, establishing complete communities and ensuring
quality urban design.
Objectives:
c. To provide streetscapes and pedestrian environments that are
designed to be safe, attractive, accessible, and inviting.
d. To ensure that new development and redevelopment employs high
quality architectural and landscape design, is progressive,
aesthetically appropriate, and compatible with the City’s built
heritage resources, cultural heritage landscapes, and surrounding
neighbourhood character.

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e. To maintain residential areas that are safe, convenient, quiet, welllandscaped, diverse, and coherent in scale.
The subject property is designed ‘Residential’ on Schedule ‘A’ Land Use of the
Official Plan. The property is located within Phase I of the Sydenham Heights
Planning Area. Schedule ‘A2’ Sydenham Heights Land Use Plan designates
the subject property as High Density Residential with site specific provisions.
3.1

Residential

3.1

The Residential designation permits the development of lands for
residential uses, which shall be the predominant area for housing
within the City. Residential uses may include single detached, semidetached, various forms of townhouse, and apartment buildings.
Residential uses shall be permitted at low, medium and high density.
Other uses that are complementary and provide service to residential
uses, such as elementary schools, parks, places of worship and
convenience commercial type uses are also permitted in this
designation, subject to criteria in this Plan.
3.1.1 Permitted Uses: Where lands are designated Residential on
Schedule ‘A’ – Land Use, the predominant use shall be for residential
uses and related purposes including the following:
b. Street townhouse, cluster townhouse, stacked townhouse, backto-back townhouse, apartment dwellings and other forms of
multiple housing dwellings.
e. Secondary uses of a non-residential nature known as local
institutional uses that are considered compatible or form part
of a residential area will be permitted including schools, libraries,
fire stations, community centres, long term care facilities, places
of worship, day care centres, and similar local institutional uses.
Local institutional uses are generally to be located along arterial
roads with access to public transit and full municipal services.

OPA 14 updates the above excerpted permitted uses in section 3.1.1 with
respect to schools, which does not impact this application.
The application includes an apartment dwelling use together with community
lifestyle facilities. In the Zoning By-law list of permitted uses for Residential
Zones, Community Lifestyle Facilities are listed under the heading
“Institutional” as are Public Parks.
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3.1.3 General Policies
3.1.3.2 Local institutional uses listed in 3.1.1e may be permitted in areas
designated Residential provided that:
a. The local institutional use does not introduce unwanted and
inappropriate impacts in the residential area on residential uses
in terms of noise, odour, dust, storage, and traffic.
b. The outward appearance, scale and design of the local institution
use shall be compatible with the character of the residential area
and appropriate buffering shall be included to minimize negative
impacts on abutting residential uses.
c. Local institutional uses will be limited in size, scale and location
through the Zoning By-law.
3.1.3.5 The City will plan to assist the County in achieving the growth
allocation targets established in the County Official Plan by establishing a
target of 15% of new residential units by way of intensification. For the
purposes of this Plan, intensification may include: redevelopment and
revitalization; enabling ‘as of-right’ permissions for ARUs in residential areas
and residential over retail; the development of vacant and/or underutilized
lots within previously developed areas or existing built-up areas; and the
expansion or conversion of existing buildings.
3.1.5 Attainable & Rental Housing
3.1.5.1 The City will support a range of attainable housing development in
proximity to transit and amenities to increase mobility and accessibility to
goods and services, healthy food retailers, commercial areas, employment,
medical and health facilities, recreation, transit, and trails.
3.1.5.3 The City will support the integration of attainable housing units
within the existing community fabric in all designations and Planning Areas,
where residential uses are permitted.
3.1.5.5 For the purpose of this Official Plan, attainable housing units are
those that do not meet the provincial definition for ‘affordable’ rental rates
but whose rental rates are less than the current market rate and attainable
to the City’s residents and workforce.

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OPA 14 revises Section 3.1.5 policy wording in relation to the County of
Grey’s affordable housing goals, replacing the above noted sections with the
following:
OPA 14 excerpts of Section 3.1.5 Affordable Housing
3.1.5.1 Within Grey County, the County is the lead on Housing and
Homelessness, directly providing services and support in this area on behalf
of all lower tier municipalities. The City will support the County goal of 30
percent of all new housing units meeting the threshold of affordable housing.
3.1.5.3 The City will support affordable housing in proximity to transit and
amenities to increase mobility and accessibility to goods and services,
healthy food retailers, commercial areas, employment, medical and health
facilities, recreation, transit, and trails.
3.1.5.5 The City will support the integration of affordable housing units
within the existing community fabric in all designations and Planning Areas,
where residential uses are permitted and through development and
redevelopment of underutilized commercial and institutional sites.
OPA 14 also adds:
3.1.5.7 For the purpose of this Official Plan, the definition of affordable
housing units shall match the provincial definition meaning:
b. in the case of rental housing, the least expensive of:
i. a unit for which the rent does not exceed 30 percent of gross annual
household income for low- and moderate-income households; or
ii. a unit for which the rent is at or below the average market rent of a
unit in the municipality.
3.1.8 Residential Intensification
3.1.8.1 The City will support innovative residential development that meets
the City’s housing objectives.
3.1.8.2 Housing intensification, infill development, and/or conversion of nonresidential buildings to a residential use is supported subject to the following
policies:
a. The proposed development meets locational and other criteria of
this Plan.
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b. The type, size and scale of the proposed development is compatible
with adjacent development and planned land use.
c. The existing infrastructure, including sewer and water services, can
support additional development.
d. The existing community and recreational facilities, such as schools
and parks are adequate to meet the additional demand.
e. Required parking can be accommodated.
f. The local road network can accommodate any additional traffic.
g. Intensification of a heritage building or a building in a Heritage
Conservation District shall be subject to the protection and
preservation of the heritage character of the building or area in
accordance with Heritage Conservation policies.
The property is part of a planned subdivision. The proposed density was
already anticipated by OPA 9. The intensification policies may be useful in
considering the increased height, floor space index, and Community Lifestyle
Facility use.
4.2

Sydenham Heights Planning Area (Schedule A2)

4.2.1 Secondary Plan Vision: The Sydenham Heights Planning Area is
proposed to be largely a residential mixed use community. The
Planning Area is to be distinguished by its natural environmental
features, existing major institutional uses, a mixed use node at 16th
Avenue East and 8th Street East and residential development to
accommodate future growth in the City.
4.2.2 Permitted Uses
4.2.2.1 The Sydenham Heights Phase I and II Planning Areas shall primarily
accommodate residential land uses together with a mix of compatible
institutional, commercial and open space uses to support and service
the local residential area in accordance with the policies of Section 3.1
of this Plan.
4.2.2.5 The overall density target for the Planning Area is not less than 25
units per net hectare. This target shall be planned for in an equitable
manner across the entire secondary plan area.

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4.2.2.8 Local institutional uses such as schools and churches may be
permitted in areas designated Residential provided access to such facilities
from arterial or collector streets are readily available, are subject to rezoning
and the policies of Section 3.10 of this Plan.
OPA 14 updates 4.2.2.8 and adds 4.2.2.9 clarifying that public schools are
permitted in residential areas, this does not impact the policy as it applies to
the subject application.
4.2.3 General Policies
4.2.3.2 The City may require a study to assess the impact of proposed
development on the heliport’s flight paths.
4.2.3.3 To minimize the potential land use conflict between lands designated
medium density and medium/high density residential development should be
adequately buffered and/or physically separated. This can be accomplished
with screening, fencing, tree buffering and landscaping. The City may require
a study to assess any noise impacts.
4.2.6 Services and Infrastructure
4.2.6.1 All development within the Sydenham Heights Planning Area shall
proceed on the basis of full municipal wastewater and water services.
4.2.9 Site Specific Policies
4.2.9.1 Notwithstanding the policies of Section 3.1.2.1 and Section 4.2.2.4,
the maximum residential density, for those lands located on the west side of
16th Avenue East, north of 10th Street East and south of 16th Street East
and legally described as Part of Park Lots 4 and 5, East Garafraxa Road,
Geographic Township of Sydenham in the City of Owen Sound and
designated ‘Residential-High Density’, shall be 130 units per hectare.
While Section 3.1.2 discusses Residential Density generally, for the subject
lands, it is superseded by this site-specific policy. The application proposes
128 dwelling units on 1.01 hectares of land resulting in an approximate net
density of 127 dwelling units per hectare. The proposed density does not
exceed this limit, and an Official Plan Amendment is not required.
OPA 14 does not change this site-specific policy.

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5 Infrastructure
5.1 Transportation
Schedule ‘C’ of the Official Plan identifies the segment of 15th Avenue East
fronting the property to be a “Local Road” and 10th Street East abutting the
lands as a “Collector Road”.
Schedule ‘D’ of the Official Plan further identifies nearby 10th Street East and
16th Avenue East as a “Bicycle Route”, and 16th Avenue East is also identified
as a “Snowmobile Trail”. To the west, at the southern terminus of 14th
Avenue East, there is a pedestrian trail to 10th Street East.
There are no changes to this information by the adopted OPA 14.
The local road providing access to the subject lands was designed and
approved recently as part of the subdivision process. City bus transit stops
are available along nearby 16th Avenue East.
5.1.1.11 Where development is proposed the City may require a
comprehensive traffic analysis to assess impacts on the area. Costs related
to peer review to evaluate the proposal are to be covered by the proponent.
The City may require the developer to execute an agreement with the City
providing for financial contributions to provide for any improvements to the
transportation system necessary to support the development. Transportation
improvements required by the City may include but are not limited to
intersection improvements, road widening, and integrating the proposed
development into the surrounding public access system of roads, walkways,
bicycle paths and transit facilities. Development applications, where
appropriate, should make provision for pedestrian and cycling facilities in
accordance with the Transportation Master Plan.
OPA 14 adds a new policy:
5.1.1.12 New developments will be designed to ensure the safe access for
vehicles and emergency vehicles. Single access to new residential
developments will be considered up to 85 units. New residential
developments with 85 to 150 units will need to have at minimum a full
access plus a secondary emergency access. New residential developments
greater than 150 units will need to have two or more full accesses. Access to
new residential developments will be considered through the phasing of the
development however the above thresholds will be used to consider the
design and phasing of the accesses. This policy shall not be interpreted to
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limit intensification or increased density; however, where the above
standards for multiple accesses cannot be met, it shall be demonstrated that
suitable and safe access can be provided to the satisfaction of the road
authorities and emergency services.
5.1.3 Roads
5.1.3.6 Road access points shall be designed to the satisfaction of the City in
locations that will not create a hazard due to poor sight lines or other
geometric, transportation or land use planning consideration. Shared
vehicular entrances are encouraged for commercial and industrial uses
located on arterial and collector streets.
5.1.4 Parking
5.1.4.3 All new development and redevelopment including the reuse of
existing buildings shall be required to provide adequate off street parking
and loading spaces in accordance with the standards established in the
Zoning By-law. Access and egress to all off street parking or loading spaces
shall be limited in number and designed to minimize danger to vehicular and
pedestrian traffic.
5.1.4.11 Pedestrians should have a safe, well-lit, clear route from vehicle to
building at all times of the year. Pedestrian connections to parking areas
should be frequent and easily identified with clear directional signage. They
should provide safe, well-lit and comfortable access. Larger developments
should provide sitting areas for pedestrians awaiting pick-up.
5.1.4.12 Parking areas are to be adequately landscaped in accordance with
urban design guidelines. Parking areas should maintain distinct street edges
through appropriate landscaping or structures.
5.1.4.14 Parking and charging stations for electric vehicles is required in new
development and redevelopment. The provision for future parking and
charging stations is also encouraged and may be considered at the time of
site plan review.
5.1.4.15 The City may consider reducing the required number of parking
spaces needed for development or redevelopment where the following
criteria have been justified:

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a. Demonstration that the proposed use does not require the stated
level of parking (e.g., affordable housing whereby car ownership
would be low), or
b. An agreement has been registered on title to provide off-street parking.
5.1.5 Active Transportation
5.1.5.1 New developments will be designed to be walkable and bike friendly
by including multi-use trails, sidewalks, and/or paved shoulders where
appropriate to integrate with the overall complete transportation system.
5.1.5.9 The City will support the integration of pedestrian and cycling
facilities into existing and new development areas.
5.1.5.11 The City will encourage new development to include accessible,
age-friendly and transit supportive design elements such as:
a. A system of walkways (sidewalks, paved shoulders, and trails)
and bicycle paths (paved shoulders and trails) linking the
subdivision internally as well as externally to other walkways and
bicycle paths, and to other public areas;
b. Design that includes living streets, active transportation, and
safety.
5.2 Municipal Services
5.2.1.1 Development will be permitted in areas that can be adequately
serviced by municipal services, municipal water and wastewater services,
stormwater management and emergency services.
5.4.2.1 Stormwater should be managed onsite where practical minimizing
stormwater volumes and contaminant loads, and maintain or increase the
extent of vegetative and pervious surfaces. No new development shall have a
negative impact on the drainage characteristics of adjacent land.
5.2.4.3 The integration of natural vegetative features in new facilities shall
be pursued and the naturalization of existing stormwater management
facilities, through Low Impact Design (LID) solutions, is encouraged. The City
shall require the implementation of approved plans through the development
process.
5.2.4.6 The City shall require new developments or redevelopment projects
to have a stormwater management plan in place prior to the construction.
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7 Culture and Community
7.1.6 Archaeological Resources
7.1.6.3 The City may require studies, such as an Archaeological Assessment
Report, prepared by a qualified person, to identify and protect archaeological
resources from destruction or alteration through development or public
works operations.
A Stage 1 and 2 Archaeological Assessment was completed as part of OPA 9,
ZBA 27 and 42T-18501 finding that the project area was considered free
from further archaeological concerns and no further assessment is necessary
and the assessment is entered in the Public Register of Archaeological
Reports without technical review by the Ministry of Tourism, Culture and
Sport at the time. Cautionary conditions recommended by the assessment
are in the Subdivision Agreement.
7.2 Community Services
7.2.1.1 The City shall encourage the provision of an appropriate range and
distribution of health, safety, educational, cultural and recreational facilities
and services throughout the community.
7.4 Parks and Recreation
7.4.6 Recreation Facilities on Private Land
7.4.6.1 Generally, recreational facilities provided on private lands, such as
curling rinks, tennis courts, swimming pools, golf courses, school
playgrounds, etc., are not considered to support the City’s public recreational
needs.
7.4.6.2 The City may require the inclusion of recreational facilities in large
multiple unit residential developments. The facilities should be proportionate
in size and nature to the scale of the development they serve. They should
be appropriate to the projected needs of the future residents and would not
be considered as part of the land dedication requirements for parkland.
8 Urban Design
8.1.1.1 The City may require urban design studies, project specific design
guidelines, context plans and master plans, in support of proposed
development. Such studies shall have regard to the objectives and policies of
this Plan and may be used to guide site plan development.
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8.2.1.6 Where new development is proposed, locations of existing mature
trees should be considered in the preparation of a site plan. Through the
implementation of the Tree Preservation Policy, the City will ensure tree
protection in maintaining healthy trees. The City will require the planting of
street trees in new development areas through a tree survey planting plan.
8.6.6.2 Parking should be located in a manner appropriate to the size of the
site, the optimum relationship of the building to the street and convenient
access for users as described in Section 8.6.
8.6.7.1 The City shall consider matters of potential impact on adjacent uses
when considering any application for a change of use.
8.6.7.2 The City shall consider the potential impact of abrupt changes in
building height and scale on surrounding uses and protected views when
considering zoning by-laws and site plan approvals. Generally, the City will
seek compatible building forms.
8.6.7.3 Where the height or mass of a proposed building may significantly
shadow or cause increased wind conditions on an adjacent open space or
solar collector, the City may require a study be undertaken to assess the
impact and may develop and enforce setback requirements, site plan
requirements and design guidelines to ameliorate the problem.
8.6.7.5 Generally, where a non-residential site abuts a residential use, the
location of access lanes, parking areas, loading areas and waste storage
close to the residential use should be avoided. A landscaped buffer and
appropriate screening should be required along the adjoining lot lines.
Additional screening may be required where noise levels generated by the
non-residential use are considered unusually high and would negatively
impact the residential use.
8.6.8.2 [New Residential Development] Buildings should be sited to provide
relatively consistent streetscapes within an area, with similar setbacks,
defining the visual width of the streets. Street trees should be planted in
accordance with an appropriate plan.
8.6.8.3 In new comprehensively designed residential development, the City
may permit building setbacks and lot sizes which vary from surrounding
development where these are determined to be appropriate to the proposed
form of development in accordance with accepted design guidelines.

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8.7.1.1 New development and redevelopment shall be designed to promote
safe, comfortable and accessible environments for all users.
To support the Urban Design goals of the Official Plan, Council has adopted
Urban Design Directions. Direction for Residential Land Uses provide some
additional detail to the Official Plan Policies related to the requested
amendment items, including:






Buildings should be oriented and designed to minimize shadows cast
on adjacent properties, especially other residential buildings and open
spaces such as parks.
For taller buildings, reduce overshadowing impacts by setting the
building back from adjacent property lines, incorporating step-backs on
upper storeys, and/or varying the roofline.
Abrupt changes in building height should be avoided with consideration
given to adjacent uses and transition heights, where appropriate.

It is worth noting that changes made to the Planning Act limit the extent to
which any future site plan approval can impact the exterior design and
appearance of buildings and works.
Prior to November 2022, matters of site plan control included in Planning Act
Section 41(4)(d) included: “(d) matters relating to exterior design, including
without limitation the character, scale, appearance and design features of
buildings, and their sustainable design, but only to the extent that it is a
matter of exterior design, if an official plan and a by-law passed under
subsection (2) that both contain provisions relating to such matters are in
effect in the municipality”.
Today matters of Site Plan Control included in Planning Act Section 41(4)
include: “(d) matters relating to building construction required under a bylaw referred to in section 97.1 of the Municipal Act, 2001”; and, “(d.1)
matters relating to exterior access to each building that will contain
affordable housing units or to any part of such building, but only to the
extent that it is a matter of exterior design, if the municipal by-law passed
under subsection (2) and the official plan to which the by-law gives effect
both include provisions relating to policies described in subsection 16 (4) and
both include requirements or standards for exterior access to buildings that
will contain affordable housing units”.
As such, urban design objectives relating only to the appearance of buildings
on site have not been included here as they predate these changes to the Act.
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Zone regulations are proposed with respect to the location of the building on
site which relate to urban design criteria.
9 Implementation
9.1.1 Zoning By-law
9.1.1.2 The City may amend the Zoning By-law where, in the opinion of the
City, sufficient justification exists. Amendments must be in conformity with
the policies of this Plan. When considering whether an amendment to the
Zoning By-law is appropriate, the City should consider the goals, objectives
and policies of this Plan.
The future recommendation report will assess if the proposal conforms to the
policies of the City’s OP and if conditions of approval respecting City OP
conformity should be applied.
D: City of Owen Sound Zoning By-law
As noted above, the City has approved a Zoning By-law Update (ZBA 57)
that is not yet in force and effect.
The subject lands are zoned as follows:
City of Owen
Sound Zoning
By-law

Zoning By-law
2010-078, as
amended to ZBA
57 <in effect>

Schedule A, Map
13

General
Residential (R5)

By-law No. 2026- Schedule A, Map
030 Update <not 13
yet in force and
effect>

Medium Density
Residential (R2)

The following table describes the effects of the requested zoning amendment
in relation to specific requirements of both the Zoning By-law 2010-078, as
amended up to ZBA 57 and the 2026 update ZBA 57 and the detailed
request from the applicant. Matters specific to ZBA 57 have a backdrop of
grey.
For each effect, the specifically proposed amendment is the same regardless
of the zoning by-law version applied. A site-specific special provision would
be required to implement the proposal in either by-law.
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Effect

Zoning By-law
Version

Required

Permit a
“Community
Lifestyle
Facility” as
an additional
permitted
use

Zoning By-law
2010-078, as
amended to ZBA
57

Community Lifestyle
Facility is not permitted
in the R5 Zone

Permit a
reduced
number of
parking
spaces for a
Community
Lifestyle
Facility

Zoning By-law
2010-078, as
amended to ZBA
57

Separate parking
requirements apply for
enclosed community
lifestyle facilities and
unenclosed facilities such
as racquet courts. Based
on the concept plan
provided, 7 parking
spaces would be
required.

Permit a
maximum
building
height of 8

Zoning By-law
2010-078, as
amended to ZBA
57

Maximum Building
Height for Apartment
Dwelling in the R5 Zone:

By-law No. 2026- Community Lifestyle
030 Update <not Facility is not permitted
yet in force and
in the R2 Zone
effect>

Applicant’s Request

Add a “Community
Lifestyle Facility” as a
permitted use.

Off-Street Parking
shall not be required
for a permitted
“Community Lifestyle
Facility”, provided the
total gross floor area
of said use does not
exceed 200 square
By-law No. 2026- Separate parking
metres. The required
030 Update <not requirements apply for
off-street parking for
yet in force and
enclosed community
a “Community
effect>
lifestyle facilities and
Lifestyle Facility” shall
unenclosed facilities such be required for any
as racquet courts. Based gross floor over 200
on the concept plan
square metres in size.
provided, 7 parking
spaces would be
required.

12 m

The maximum
permitted building
height is 8 storeys or

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Effect
storeys or 28
metres,
whichever is
greater

Zoning By-law
Version

Required

By-law No. 2026- Maximum Building
030 Update <not Height for Apartment
yet in force and
Dwelling in the R2 Zone:
effect>
14 m

Require a 20
m setback
from the
westerly side
yard for any
building
greater than
6 storeys in
height

Zoning By-law
2010-078, as
amended to ZBA
57

Minimum Interior Side
Yard Setback in the R5
Zone: 1.2 m on one side
and 4.0 m on the other
side.

By-law No. 2026030 Update <not
yet in force and
effect>

Minimum Interior Side
Yard Setback in the R2
Zone: 1.2 m on one side
and 4.0 m on the other
side.

Permit a
maximum
Floor Space
Index of 1.4

Zoning By-law
2010-078, as
amended to ZBA
57

Maximum Density in the
R5 Zone: 1.0 FSI

By-law No. 2026- Maximum Density in the
030 Update <not R2 Zone: 1.0 FSI
yet in force and
effect>
Permit
accessory
structures in
the front
yard provided
they maintain
a 10 m
setback from
the front lot
line

Zoning By-law
2010-078, as
amended to ZBA
57

No accessory building or
structure shall be
located in a front yard
except in accordance
with Sec. 5.9 (d).

By-law No. 2026030 Update <not
yet in force and
effect>

No accessory building or
structure shall be
located in a front yard
except in accordance
with Sec. 5.9 (d).

Applicant’s Request
28 metres, whichever
is greater.

Where a building with
a building height
greater than six (6)
storeys is proposed, a
westerly side yard
setback of 20.0
metres is required.

Maximum Floor Space
Index proposed is 1.4.

Accessory structures,
limited to landscape
structures and
amenities, shall be
permitted in the front
yard, provided the
structures have a
minimum setback of
10.0 metres from the
front lot line.

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Council may recall much discussion on height when considering ZBA 57. The
maximum height was increased for apartment buildings in the Multiple
Residential (MR) and Retail Commercial (C2) zones to 27 metres. The
applicant has requested site specific amendments to the existing General
Residential (R5) Zone. The applicant has not requested to change the base
zoning to Multiple Residential.
The pending recommendation report will assess if the proposal meets the
intent of the City’s Zoning By-law and if conditions of approval respecting
zoning conformity should be applied.
E: Site Plan Control Matters
A Conceptual Site Plan (Schedule ‘D’) has been provided with the Zoning Bylaw Amendment Application for the purposes of assessing the zoning
regulations.
The proposed development is subject to Site Plan Control in accordance with
Section 41 of the Planning Act and City By-law No. 2019-185. As legislated,
site plan approval is now a staff-delegated process.
It is anticipated that a formal site plan approval application will follow should
the zoning by-law amendment application be approved.

Next Steps:
A separate recommendation report will assess if and how the proposal
satisfies the policy context discussed herein.
In accordance with the Planning Act and City protocols for processing
Planning Act applications, the following outlines the next steps in the
process:
Anticipated Date

Step

July 13, 2026

Recommendation Report to Council &
Amending By-law

Staff Report CS-26-046: Technical Report - ZBA No. 58 for 1201 15th Avenue East
(East Court Residences Apartments)
Page 31 of 33

Page 101 of 353

Resource Alignment:
Financial Resources
Application fees were collected as part of the Zoning By-law Amendment
application as prescribed by the City’s Fees and Charges By-law and collected
on behalf of the Grey Sauble Conservation Authority.
The project will be subject to the collection of development charges in
accordance with the Development Charges By-law in effect at the time of any
building permit application. Development charge calculations will consider
any discount for affordable units in accordance with the by-law in effect at
the time.
Parkland dedication was provided through the Subdivision Agreement (Block
9).

Human Resources
The Development Team will continue to assess the application towards a
recommendation report. Clerks will process the necessary notices in
accordance with the Planning Act.

Time and Scheduling
The processing of this Planning Act application is on track to achieve the
legislated timeframes.
As this represents a legislated land development process, non-legislated
initiatives may be delayed to prioritize this project from time to time.

Technology and Infrastructure
N/A.

Climate and Environmental Impacts:
There are no direct anticipated climate or environmental impacts as a result
of the zoning by-law amendment.
Considerations for environmental impact in the final design will be further
considered through any site plan approval application.

Staff Report CS-26-046: Technical Report - ZBA No. 58 for 1201 15th Avenue East
(East Court Residences Apartments)
Page 32 of 33

Page 102 of 353

Communication and Engagement:
Notice of Complete Application and Public Meeting was given as required by
the Planning Act.
Public and agency input will be considered in the overall process and included
in the future recommendation report.
Staff have communicated with the applicant team to discuss progress and
clarify processes throughout the preliminary consultation and this
application.
Staff have scheduled a meeting to discuss comments received ahead of the
recommendation report and anticipate continued and ongoing communication
throughout the application process.

Report Developed in Consultation With:
In addition to the public notice, the Planning Division also sent a request for
comments to the City’s Development Team and external commenting
agencies, further detailing the nature of the applications.
All comments will be considered as part of the Staff Recommendation Report.

Attachments:
Schedule 'A':
Schedule 'B':
Schedule 'C':
Schedule 'D':

Orthophoto
Official Plan and Zoning Map
Property Details
Architectural Drawing Set (includes Conceptual Site Plan,
Elevations, and Renderings)

Reviewed by:
Sabine Robart, MCIP, RPP, Manager of Planning & Heritage
Pamela Coulter, BA, RPP, Director of Community Services
Submission approved by:
Tim Simmonds, City Manager
For more information on this report, please contact Margaret Potter, Senior
Planner at mpotter@owensound.ca or 519-376-4440 ext. 1250.

Staff Report CS-26-046: Technical Report - ZBA No. 58 for 1201 15th Avenue East
(East Court Residences Apartments)
Page 33 of 33

Page 103 of 353

Page 104 of 353

Page 105 of 353

SCHEDULE C
PROPERTY DETAILS – ZBA 58
Property Information

Detail

Civic Address

1201 15TH AVE E
(formerly referred to as 1111 15th Ave E)

Roll Number

425904006008011

Legal Description

PLAN 16M75 BLK 6

Site Frontage

69.23 – 15th Avenue East

Site Depth

irregular

Site Area

10,127.24 m2

Existing Structures

vacant

Road Access/Frontage

15th Avenue East

Surrounding Land Uses

North: institutional, residential
East: commercial, vacant lands, residential
South: institutional (East Ridge Community School,
Georgian College), residential
West: residential

Available Servicing

Detail

Potable Water

200 mm ø polyvinyl chloride – 15th Ave E

Wastewater

250 mm ø polyvinyl chloride – 15th Ave E

Stormwater

450 mm ø PVC – 15th Ave E

File: ZBA 58

Page 1 of 2

Page 106 of 353

Planning Policy

Detail

County of Grey Official
Plan

Primary Settlement Area

City of Owen Sound
Official Plan

-Schedule A: Residential
- Schedule A2: Residential – High Density
Official Plan Update (2026) <not yet in force>:
- Schedule A:

Residential

- Schedule A2: High Density Residential
City of Owen Sound
Zoning By-law

- Zoning By-law 2010-078, as amended to ZBA 57:
General Residential (R5)
- By-law 2026-030 Update <not yet in effect>:
Medium Density Residential (R2)

File: ZBA 58

Page 2 of 2

Page 107 of 353

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Page 119 of 353

Staff Report
Report To:

City Council

Report From:

Tim Simmonds, City Manager

Meeting Date:

June 15, 2026

Report Code:

CM-26-021

Subject:

Fostering a Vibrant River District - Report III

Recommendations:
THAT in consideration of Staff Report CM-26-021 respecting Fostering a
Vibrant River District - Report III, City Council receives the report for
information purposes.

Highlights:






This report is the third in a series to Council on this matter,
providing an update as we near the one-year anniversary of the
City’s facilitated meeting with River District stakeholders. It is
intended to support continuity and alignment with prior direction,
rather than serve as a standalone update.
Addressing the complex challenges in the River District such as
homelessness, addiction, and public safety requires the active
participation of all partners, including the Owen Sound Police
Service (OSPS), the City, Grey County, businesses, and social
service agencies.
The OSPS, supported by significant City funding, leads community
safety efforts, while the City and social service partners contribute
within their respective mandates.

Vision 2050 - Strategic Plan Alignment:
Strategic Plan Priority: Prosperous City – Supporting initiatives that increase
competitive economic advantages for current and new businesses and their
Staff Report CM-26-021: Fostering a Vibrant River District - Report III
Page 1 of 14

10.b Report CM-26-021 from the City Manager Re: Fostering aVibrant River District - Report III

The City is addressing aging streetscapes and safety needs in the River District through an active revitalization effort. Crews recently completed beautification, native planting, graffiti removal, tree work, and installed new waste receptacles while replacing old kiosks. Enforcement has shifted to daily patrols with increased staffing since June 8, leading to additional charges for non-compliant dumping after audits found abandoned carts remaining on the street. A dedicated Project Lead now oversees proactive bylaw enforcement and a Social Navigator pilot to support residents facing homelessness. While repairs targeting heaved sidewalks and broken tree grates are scheduled for April 2026, renovations at the Farmers' Market Washroom begin June 15, aiming to provide seven-day accessible access by July. A separate business proposal seeks city approval for fees to manage downtown washrooms on specific avenues; staff will assess feasibility before a potential Council vote in late July 2026. Simultaneously, the City is preparing to transfer municipal lands to an affordable housing non-profit and has secured federal funding for a shelter pilot offering up to 26 beds with coordinated mental health support starting later this year. Additional funds from various community groups contribute to these homelessness initiatives, while waste collection frequencies will expand for peak summer months before returning to regular schedules next quarter.

Page 120 of 353

employees. By fostering economic growth, cultural activity, and tourism
within the River District and coordinating revitalization efforts, enhancing
public spaces, and improving infrastructure and amenities, the City is
strengthening the River District’s role as a vibrant hub for business,
community, and visitor activity.
Safe City – Contributing to inclusivity and accessibility in our community and
participating in initiatives focused on a range of long-term, systemic safety
solutions that respond to current and future residents.

Previous Report/Authority:
Report CM-25-023 - Community Organization Meeting Regarding River District
Report CM-25-027 - Update Following the July 28 Community Stakeholder
Discussion to Foster a Vibrant River District
Report CM-25-032 - Fostering a Vibrant River District - Report II

Background:
The City’s Official Plan identifies the River District as the primary economic,
commercial, financial, cultural, tourism, and employment focus for Owen
Sound and the surrounding region.
The area continues to face challenges related to aging streetscape elements,
as well as the impacts of homelessness on the cleanliness and overall
perceptions of safety in the area. Much of the streetscape in the area was
upgraded between 2000 and 2006 (20-25 years ago), with the 800 and 900
blocks of 1st Avenue East (Farmers’ Market and Boardwalk) being completed
in 2018 and 2025, respectively. Many of the assets are ‘tired’ and in need of
replacement. The 8th and 9th Street areas have not been updated since prior
to 2000.
On July 28, 2025, the City convened a facilitated community stakeholder
discussion. The original request from the OSPS requested a meeting with
River District businesses. The session brought together approximately 100
participants, including residents, businesses, social service agencies, elected
officials, and staff. The meeting generated constructive dialogue and
surfaced a shared commitment to collective action.

Staff Report CM-26-021: Fostering a Vibrant River District - Report III
Page 2 of 14

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Common themes included:


Desire for improved communication and coordination between
stakeholders;
Need for concrete, visible actions such as public washrooms,
beautification, and safety enhancements;
Recognition that long-term, sustained commitment and leadership
from the City are required; and
Strong expectation that the City will convene, coordinate, and
enable the revitalization process. Two reports (CM-25-027 and CM25-032) were presented in 2025 in follow-up to the July 2025
meeting.





In the report (CM-25-032), staff highlighted the following seven initiatives
for implementation:
1.

Grow By-law Enforcement to allow for proactive enforcement in the
River District including foot patrols and waste management audits.
(Completed/Ongoing)

2.

Update the 2020 River District Action Plan. (In Progress)

3.

Establish Service Levels for the River District that are consistent
with the City’s agreement with the River District Board of
Management. This document will clearly define roles and
responsibilities for the various tasks. (Completed)

4.

Submission for a Rural Ontario Development Program Grant
application to support the City in engaging a qualified consultant to
prepare a comprehensive plan for upgrading streetscape features
and at grade infrastructure in the River District. (In Progress)

5.

Create a dedicated River District Project Lead to ensure cohesive
oversight and strengthen collaboration across departments and
stakeholders. (Completed)

6.

Work with Social Service partners (Grey County and Safe ‘N Sound)
in establishing a Social Navigator Pilot Project with funding from
Health Canada. (Completed)

7.

Provide additional public washroom access or built form. (In
Progress)

This report outlines the progress to date and the contribution of each
initiative toward enhancing the vibrancy and function of the River District.

Staff Report CM-26-021: Fostering a Vibrant River District - Report III
Page 3 of 14

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These efforts take time to implement and, more importantly, time to
properly evaluate. Meaningful outcomes, particularly those related to safety,
perception, and overall experience in the River District, do not happen
overnight and require sustained focus and investment.
At the same time, the City continues to navigate an ongoing public narrative,
particularly on social media, that can at times reflect unfounded
assumptions, stereotypes, and, in some cases, discriminatory perspectives.
This is further complicated when discussions in public forums escalate in a
way that risks reinforcing those narratives rather than advancing
constructive solutions.
Through all of this, the City remains focused on what is within its control;
continuing to invest time, effort, and both human and financial resources into
practical measures that support a safe, welcoming, and vibrant River District.

Analysis and Options:
Central Coordination for River District Initiatives: Dedicated
River District Project Lead
The River District Coordinator was identified as the single point of contact to
lead and integrate River District-related initiatives. This was formalized in
February/March 2026.
The River District is supported by operational and capital efforts of staff
across the organization. This includes everything from community
development, the administration of the community improvement plan
incentives, marketing and promotion, events, maintenance, beautification,
and snow removal.
A dedicated River District Project Lead ensures cohesive oversight,
strengthens collaboration across departments and stakeholders, and drives
long-term strategies that enhance the River District’s vitality, sustainability,
and prosperity. A Project Charter was developed to support the work of the
Project Lead with staff across the organization and other partners such as
the OSPS and other social agencies, including Grey County.
This role has been in place for approximately five months and the
coordination of a single point of contact is having a positive impact.

Staff Report CM-26-021: Fostering a Vibrant River District - Report III
Page 4 of 14

Page 123 of 353

Developing the River District Streetscape and Infrastructure
Revitalization Plan
The Project Lead submitted a Rural Ontario Development Program (RODP)
Grant application to support the City in engaging a qualified consultant to
prepare a comprehensive plan for upgrading streetscape features and atgrade infrastructure in the River District. This work will build on the 2000
Downtown and Harbourfront Master Plan, as well as more recent Downtown
River Precinct planning initiatives.
Staff had already developed a consolidated inventory of maintenance and
repair needs (e.g., painting, tree grate repairs, and minor infrastructure
deficiencies). The consultant’s work is therefore intended to complement, not
duplicate, this effort by focusing on a broader, coordinated plan for street
level upgrades.
The City was notified that it was successful in its Provincial grant application
in December 2025. Following Council approval of the City’s funding through
the February 2026 budget, Procurement staff worked with the River District
Project Lead to issue a Request for Proposals (RFP) in April 2026. The project
is expected to be awarded the week of June 15 with work expected to begin
the following week. The scope of the project will include:




Assess existing River District infrastructure and validate our listed
deficiencies in lighting, benches, banner poles, landscaping, and
sidewalks as outlined in the City’s GIS.
Provide recommendations that align with the City’s long-term vision
for the River District as a hub for commerce, culture, and
community life.
The current list of deficiencies includes items such as heaved
sidewalks, broken tree grates, deteriorated pavers, broken curbs,
trees, and aged benches.

Implementing River District Service Level Standards
Service levels for the River District are critical; defining the expected level of
service and ensuring that resources are allocated to support achieving the
defined level of service. Service levels reflect the role of the River District as
the City’s economic and cultural heart.
The Service Levels were developed and approved by the Service Review
Implementation Ad Hoc Committee and Council in November 2025. These

Staff Report CM-26-021: Fostering a Vibrant River District - Report III
Page 5 of 14

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new standards are now being used by staff as the goal for service levels in
the River District. The standards include:





Waste collection and litter control
Street and sidewalk cleaning
Beautification
General maintenance

Updating and Continuing the River District Action Plan
In 2020, the City and River District Board of Management shared the cost to
develop the River District Action Plan. This Marketing and Branding Action
Plan was developed as a 3-year plan, and many of the initiatives under the
Plan have been implemented.
At its meeting in May of 2025, the River District Board approved an approach
that would see staff work to undertake this update with the Board.
The River District Action Plan included objectives and actions in four key
areas:





River District Branding
River District Management
River District Experience Development
River District Promotion

The Plan and its four key pillars remain highly relevant.
Work is underway through the River District Board to update the actions
within these pillars. This work will be completed toward the end of Q3 2026
and will include public and other stakeholder input.

Delivering Improved Public Washroom Access
The need for improved public washroom access in the River District was
identified repeatedly at the July 2025 public meeting and is also reflected in
the River District Action Plan, which focuses on maintaining a clean and safe
environment.
Council considered this matter at its October 27, 2025 meeting and approved
capital funding for Option 1, the revitalization of the Farmers’ Market
Washroom, to be funded from reserves. The associated operating costs were
referred to the Mayor for consideration as part of the 2026 budget and were
subsequently approved.

Staff Report CM-26-021: Fostering a Vibrant River District - Report III
Page 6 of 14

Page 125 of 353

Following these approvals, staff advanced the detailed design and costing for
the renovations. Procurement was completed through LAS, and the project
was awarded in March 2026 to MMA Construction. Additional preparatory
work has since been completed, with construction scheduled to begin the
week of June 15 and targeted for completion the week of July 13.
Upon completion, an accessible public washroom will be available in the River
District seven days a week, from 8 a.m. to 10 p.m.
In addition to the renovation of the Farmers’ Market washroom facility, staff
have been approached by a River District business to have preliminary
discussions regarding a potential one-year pilot to expand public washroom
access in the downtown core. The proposal would offer their location as an
accessible public washroom from both 1st and 2nd Avenues East, with
operations, maintenance, supplies, and supervision managed by the business
for a monthly fee. A meeting has been requested with City staff to review the
proposal in more detail, including operational considerations and overall
feasibility, particularly as the River District approaches its peak season.
Should the discussions confirm that the pilot has merit, staff will bring a
report forward to Council for consideration at the July 27, 2026 meeting.

Keeping the River District Clean, Safe, and Welcoming
To support the efforts to have a vibrant River District, the River District
Project Lead has led a cross-departmental effort over the past several
months. The work encompasses a range of maintenance, repair, and
beautification activities which have been completed or advanced to improve
the appearance, cleanliness, and function of the River District. This work has
included seasonal upkeep, targeted infrastructure repairs, and enhancements
to streetscape elements, supported by both internal teams and community
partnerships.
Key activities include:








Streetscape enhancements and beautification.
Installation of 2nd Avenue East banners.
Placement and ongoing maintenance of hanging baskets and
planters.
Mulch top-up in planting beds along 2nd Avenue East.
Partnership with Pollinate Owen Sound to introduce sustainable,
native perennial planting beds in the East Harbour area and 700
block.
Painting of fencing, light standards, garbage cans, and banner
poles.
Staff Report CM-26-021: Fostering a Vibrant River District - Report III
Page 7 of 14

Page 126 of 353

Repairs and Infrastructure Maintenance






Winter repairs to infrastructure, including planting beds and bike
racks.
Line painting and sign repairs, including a sign inventory audit
Bike rack repairs and graffiti removal.
Temporary repairs on 8th Street in advance of tree removal and
concrete work.
Tree removal (to support 8th Street repairs) and ongoing tree
pruning.

Cleaning and Upkeep





Street sweeping and sidewalk flushing.
Cleaning and maintenance of waste receptacles, including
replacement with upcycled units.
Installation of new cigarette butt containers and dog waste bag
dispensers (poop bags) with signage.
Removal of abandoned grocery carts and return to retailers.

Planned and Ongoing Work



Poster kiosk replacement (ordered; delivery and installation
anticipated in Q2 2026).
Continued summer and fall work, including tree and grate
replacements throughout the area.

Service Enhancements and Enforcement Measures Aim to
Improve Cleanliness and Compliance
Garbage and recycling services in the River District have been adjusted to
better align with seasonal activity and broader changes to provincial
programs. Garbage receptacles in the River District are collected by Miller
Waste three times per week – on Mondays, Wednesdays, and Fridays from
the September long weekend through mid-June. As activity increases over
the summer, collection frequency expands to five days per week, including
Mondays, Wednesdays, Thursdays, Fridays, and Saturdays, with adjustments
for statutory holidays as required. This increased level of service remains in
place through the peak season before returning to the regular schedule
following the September long weekend. Curbside garbage collection by Miller
Waste for residents continues on a weekly basis.
While these service levels represent the highest frequency of garbage
collection in the City, ongoing non-compliance, particularly the illegal
dumping of garbage outside of scheduled curbside collection days, including
Staff Report CM-26-021: Fostering a Vibrant River District - Report III
Page 8 of 14

Page 127 of 353

furniture and other oversized items, continues to place a significant and
disproportionate demand on City resources, not to mention the impact to
overall cleanliness and the appearance of the River District. These materials
are not part of regular collection and require additional response from Public
Works staff, resulting in increased operational effort and unplanned costs.
Ultimately, this places added pressure on taxpayers, as resources are
redirected to address avoidable issues rather than supporting planned
service delivery and broader community priorities.
Changes to recycling services took effect earlier this year as part of the
transition to Ontario’s new producer responsibility framework. As of April 1,
2026, recycling collection for non-eligible businesses has been discontinued,
and residential recycling collection has shifted from a weekly to a bi-weekly
schedule under Circular Materials, the organization now responsible for
administering the program.
Recognizing the importance of clear communication during this transition,
the City undertook a coordinated outreach effort to ensure residents were
informed of the changes. This included social media, direct mail to affected
property owners, Canada Post delivery of information cards to all residential
units in the River District, and targeted, on-the-ground follow-up by staff
where materials were placed outside of the updated collection requirements.
Strengthening the impact of these service changes, updates to the City’s bylaws, outlined separately in this report, are expected to support better
compliance through a more enforcement-based approach, reinforcing
expectations around proper waste disposal and helping to improve the
overall cleanliness and appearance of the River District.

By-law Enforcement Approach and Implementation
Over the past year, the City has taken a deliberate step toward a more
proactive, enforcement-focused by-law model, supported by both policy
changes and increased staffing capacity.
This shift began in September 2025, when Council approved an amendment
to the By-law Enforcement Policy permitting proactive enforcement within
the River District. Building on that direction, Council further considered
service enhancements through the 2026 budget process. Council endorsed
recommendations from the Service Review Implementation Ad Hoc
Committee to enhance enforcement capacity through the addition of a Bylaw Enforcement Supervisor and a part-time By-law Enforcement Officer.
Through budget deliberations, Council ultimately approved a modified
Staff Report CM-26-021: Fostering a Vibrant River District - Report III
Page 9 of 14

Page 128 of 353

approach resulting in an increase of 24 enforcement hours per week.
Following Council’s approval, staff undertook the necessary steps to
operationalize the role; including job description development, posting, and
recruitment with the position filled and active as of June 8, 2026.
With these resources in place, By-law staff commenced daily foot patrols in
the downtown core on April 17, 2026, focusing on priority areas including the
300 block of 8th Street East, the 800–900 blocks of 2nd Avenue East, and
the 900 block of 1st Avenue East.
Over the first 35 working days, By-law Enforcement Officers completed 42
foot patrols, taking a more visible and responsive approach to enforcement.
These patrols included direct engagement with members of the public,
identification of emerging issues, and immediate response to observed
violations.
A coordinated approach with community partners has also been a key
component of this work. Through collaboration with social service agencies,
staff have addressed sidewalk obstructions and related concerns, resulting in
noticeable improvements, particularly within the 300 block of 8th Street
East. Proactive inspections have also focused on waste management issues,
with enforcement action taken where necessary, including three charges
related to untagged waste and improper disposal practices.
Targeted initiatives have complemented routine patrol efforts. On May 13,
2026, By-law Enforcement Officers partnered with the Fire Department to
address abandoned shopping carts, returning a total of 12 carts to local
businesses, with plans to continue this work on an ongoing basis. On May 26,
2026, staff completed a comprehensive waste management audit across the
River District, inspecting untagged garbage bags and household waste in
public receptacles. This audit resulted in four additional charges, two
cautions with immediate compliance, and two notice letters issued to River
District businesses.
This more proactive approach is being further strengthened through updates
to the City’s regulatory framework. In July 2026, staff will bring forward a
series of proposed by-law amendments and new regulations, including:



Updates to the Property Standards By-law to establish limits on
boarded buildings.
Amendments to waste management regulations to clarify property
owner responsibility and enable cost recovery.

Staff Report CM-26-021: Fostering a Vibrant River District - Report III
Page 10 of 14

Page 129 of 353



Changes to the Business Licensing By-law to introduce licensing and
operating conditions for “emergency care establishments,” with a
focus on health, safety, and neighbourhood compatibility.
Introduction of a new Vital Services By-law to ensure tenants have
access to essential services such as heat, water, and electricity.

Together, these actions reflect a coordinated shift toward a more proactive,
visible, and enforcement-driven model that strengthens compliance, supports
community partners, and enhances conditions within the River District.

Enhancing Supports and Services to Improve Conditions in the
River District
Safe ‘N Sound, in partnership with the Supportive Outreach Services (SOS)
program, undertook a pilot initiative in November 2025, the Neighbourhood
Response Team, to support both local businesses and individuals
experiencing homelessness in the River District.
The team operated as social navigators, responding to concerns from the
public and business community, connecting individuals to services,
addressing issues such as personal belongings and sharps in public spaces,
and helping build stronger relationships between businesses, service
providers, and those accessing support. The program was designed to
improve overall conditions in the River District and make the area more
welcoming for all.
Engagement with the City, the OSPS, and the business community began in
September/October 2025 to help shape the program and ensure it responded
to local needs. This pilot reflected feedback received through the July 28,
2025 community discussion and operated through March 31, 2026.
Safe ‘N Sound has secured a new property at 612 2nd Avenue East that will
be developed into a year-round shelter serving individuals experiencing
homelessness in Owen Sound. Supported by $500,000 in federal funding
through the Rural and Remote stream of Reaching Home: Canada’s
Homelessness Strategy, the project represents another step in the
community’s capacity to respond to homelessness.
Staff are currently working with the proponent with respect to their building
permit application and have communicated with the proponent on various
potential opportunities related to the City’s Community Improvement Plan
Program.

Staff Report CM-26-021: Fostering a Vibrant River District - Report III
Page 11 of 14

Page 130 of 353

Once operational, Safe ‘N Sound notes the shelter will provide up to 26
overnight beds, offering a safe and stable place to rest while complementing
the continuation of daytime drop-in and support services at the current Safe
‘N Sound location. The facility is also planned to include space for partner
organizations, including SOS, Brightshores, M’Wikwedong, and the Canadian
Mental Health Association to deliver coordinated services, improving access
to care and supports for those who need them.
The project is supported by contributions from the County of Grey, the
Community Foundation Grey Bruce, and 100 Women Who Care Grey Bruce.

A More Active River District Builds Safety, Vibrancy, and
Economic Activity
Public engagement consistently reinforces that when the River District is
active and animated with people, it feels safer and more welcoming. In
response, the City and River District Board have continued to focus on
strengthening year-round activity through events, programming, and
partnerships.
Building on this approach, the 2026 events calendar introduces several new
activations, including the Toronto Triumph Club Auto Show, two outdoor
movies, a Jazz Festival, the Urban Easel art project, and four new Festive
Fridays. These additions complement an already full roster of programming
delivered directly and in support of third-party events. A complete listing of
events is available through the River District website.
To further expand and test new ideas, the River District Board has approved
a one-year Event & Activations Team pilot. The purpose of this Team is to
develop and trial new programming while maintaining a strong base of
established events for the community.
Several new initiatives are currently in development, including:





Using vacant storefront windows for wayfinding and promotion of
businesses across the River District.
A ticketed, high-end dinner event on the boardwalk featuring local
restaurants and live music.
New photo opportunities and other experiential elements to
encourage visitation and social engagement.
Expanded “art in windows” concepts in partnership with the Tom
Thomson Art Gallery.

Staff Report CM-26-021: Fostering a Vibrant River District - Report III
Page 12 of 14

Page 131 of 353

In addition, dedicated funding continues to be made available to support
third-party events, helping to broaden the range and reach of programming
in the River District.
Marketing and communications efforts are also being strengthened through a
coordinated campaign led by the River District Project Lead in partnership
with City Communications staff. This campaign highlights the availability of
waste receptacles and dog waste stations using engaging, attention-grabbing
signage and QR codes that connect users to City resources, including waste
locations, by-law information, and reporting tools. The River District has also
been prominently featured in broader campaigns, including the City’s Nature
Gateway initiative and Grey County promotional efforts focused on local
restaurants.
Supporting longer-term vitality, the River District Project Lead is undertaking
a vacancy inventory update using GIS in summer 2026. This work will
improve tracking and monitoring of commercial vacancies and inform the
development of a targeted business recruitment strategy, with
implementation anticipated in early 2027.
The recently approved Sidewalk Patio Policy (Spring 2026) is being
implemented with businesses. The updated policy streamlines approvals and
supports expanded outdoor activity, contributing to the overall vibrancy and
appeal of the area.
Finally, the City’s Community Improvement Plan (CIP) has several programs
like the Façade and Structural Program and Landscaping & Property
Improvement Grant Program that give priority to properties in the River
District. Other CIP grants also available are the Accessibility Improvement
Grant Program, Start-up Space Leasehold Improvement Grant Program, and
Vacant Building Conversion & Expansion Grant Program. The recently
approved Official Plan and Zoning By-law Update continue to have a
supportive policy framework for the River District.

Resource Alignment:
Financial Resources
Direct costs related to the River District are approximately $62,000 (MarchMay 2026). The majority of these costs are related to Public Works
waste/garbage pick-up. Costs do not include additional support staff time.

Staff Report CM-26-021: Fostering a Vibrant River District - Report III
Page 13 of 14

Page 132 of 353

Human Resources
N/A.

Time and Scheduling
N/A.

Technology and Infrastructure
N/A.

Climate and Environmental Impacts:
There are no anticipated climate or environmental impacts.

Communication and Engagement:
This report has been posted to the City’s website with the agenda in advance
of the meeting.

Report Developed in Consultation With:
Director of Community Services, By-Law Enforcement Supervisor, Supervisor
of Environmental Services, and River District Coordinator & Project Lead

Attachments:
None.
Reviewed by:
Viveca Gravel, River District Coordinator & Project Lead
Pam Coulter, Director of Community Services
Submission approved by:
Tim Simmonds, City Manager
For more information on this report, please contact Tim Simmonds, City
Manager at tsimmonds@owensound.ca or 519-376-4440 ext. 1210.

Staff Report CM-26-021: Fostering a Vibrant River District - Report III
Page 14 of 14

Page 133 of 353

Staff Report
Report To:

City Council

Report From:

Kate Allan, Director of Corporate Services

Meeting Date:

June 15, 2026

Report Code:

CR-26-063

Subject:

Support for Affordable Housing – Transfer of Lands to the
Owen Sound Municipal Non-Profit Housing Corporation

Recommendations:
THAT in consideration of Staff Report CR-06-063 respecting the transfer of
lands to the Owen Sound Municipal Non-Profit Housing Corporation to
support for affordable housing, City Council directs staff to bring forward a
by-law to authorize the Mayor and Clerk to execute all documents necessary
to complete the transfer of the subject lands to the Owen Sound Municipal
Non-Profit Housing Corporation (OSMNPHC).

Highlights:




Amends a previous Council direction to facilitate the transfer of the
municipally acquired lands for the development of affordable
housing.
Maintains the City’s partnership with the Owen Sound Municipal
Non-Profit Housing Corporation to support the creation of new
affordable housing units in Owen Sound.

Vision 2050 - Strategic Plan Alignment:
Strategic Plan Priority: City Building – Enhancing urban development,
planning and place-making processes to create places and spaces that
contribute to complete communities for existing residents, future residents
and tourists.
Staff Report CR-26-063: Support for Affordable Housing – Transfer of Lands to the
Owen Sound Municipal Non-Profit Housing Corporation
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10.c Report CR-26-063 from the Director of Corporate Services Re: Support for Affordable Housing - Transfer of Lands to the Owen Sound Municipal Non-Profit Housing...

Owen Sound City staff recommend a by-law to lease federal lands at Derby Harbour for camping during fall fishing derbies, avoiding new taxes while repurposing legal reserves previously earmarked for affordable housing near Bayfield Landing. Concurrently, the city proposes streamlining public land structure maintenance so directors can approve straightforward refurbishments without full Council approval, reducing application fees from $400 to $200 for updates rather than new builds. Internally, the council agenda introduces proactive HR policies shifting focus toward prevention and inclusive belonging under Strategy 2023–2028, establishing clear boundaries against discrimination based on age, gender identity, or religion without committing extra funds beyond existing budgets. New procedures detail confidential complaint filing within one year for workplace violence or harassment, mandating specific incident details before investigators—internal or external with no prior involvement—review cases in up to 35 working days using restorative justice principles that prioritize safety planning and confidentiality while protecting reporters from reprisal. A separate conservation authority board meeting is scheduled for April 22, 2026, focusing on environmental stewardship rather than financial interests or specific policy outcomes at this stage. These developments aim to balance community access with ethical governance and equitable employment practices without inferring motives beyond explicit text.

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Previous Report/Authority:
CR-25-097 Support for Affordable Housing - Transfer of Lands at 2181,
2207, and 2229 8th Avenue East
"THAT in consideration of Staff Report CR-25-097, respecting Support
for Affordable Housing – Transfer of Lands at 2181, 2207, and 2229
8th Avenue East, City Council directs staff to:
1. Bring forward a by-law to authorize the Mayor and Clerk to
execute a funding agreement with the County of Grey to receive
a grant in the amount of $45,000 in support of the City’s recent
acquisition of the subject lands; and
2. Proceed with the transfer of the subject lands to the Owen
Sound Housing Company (OSHC) and bring forward a by-law to
authorize the Mayor and Clerk to execute any agreements,
instruments, or legal documents necessary to complete the
transfer with the inclusion of a condition that Peter Lemon will be
recognized in the naming of the building or complex."

Background:
On June 17, 2024, Council authorized staff to pursue the acquisition of three
vacant parcels located at 2181, 2207, and 2229 8th Avenue East from the
Ministry of Infrastructure for the purpose of supporting affordable housing
development. The acquisition was completed in May 2025 following
matters. The transaction represented a unique opportunity for the City to
acquire lands that had been forfeited to the Crown and preserve them for
future affordable housing development.
Subsequently, Council approved entering into a funding agreement with Grey
County and directed staff to proceed with transferring the lands to the Owen
Sound Housing Company (OSHC) to facilitate future affordable housing
development.

Analysis and Options:
Since Council's approval, staff have undertaken additional legal review of the
proposed transfer structure. Through this review, it was determined that
Staff Report CR-26-063: Support for Affordable Housing – Transfer of Lands to the
Owen Sound Municipal Non-Profit Housing Corporation
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transferring the lands directly to the Owen Sound Housing Company (OSHC)
may engage the anti-bonusing provisions contained in Section 106 of the
Municipal Act, 2001. Section 106 generally prohibits municipalities from
directly or indirectly assisting a manufacturing business or other industrial or
commercial enterprise through the granting or conveying of municipal
property at less than fair market value.
While the City is the sole living shareholder of OSHC and the corporation's
purpose is the provision of affordable housing, OSHC is structured as a
business corporation. As a result, a transfer of municipally owned lands to
OSHC for nominal or below-market consideration could create uncertainty
regarding the application of Section 106. Staff are therefore recommending
an alternative transfer structure that better aligns with the legislative
framework.
The Owen Sound Municipal Non-Profit Housing Corporation (OSMNPHC) is a
separate non-profit corporation established to provide affordable housing for
low and moderate-income residents. As a non-profit housing provider,
OSMNPHC does not fall within the type of industrial or commercial enterprise
contemplated by the bonusing provisions of Section 106. Accordingly, the
transfer of lands to OSMNPHC for affordable housing purposes provides a
more appropriate and legally defensible mechanism to achieve Council's
original objective.
OSMNPHC and OSHC share the same Board of Directors, administrative staff,
strategic objectives, and housing mandate. The separation of the two
corporations is largely historic in nature, reflecting the evolution of affordable
housing delivery over several decades. The intended housing outcomes,
governance oversight, and operational management of the future
development remain unchanged regardless of which entity ultimately
receives title to the lands. Staff will continue to work with legal counsel
throughout the transfer process to ensure the transaction is structured
appropriately and remains consistent with applicable legislation.
The purpose of the proposed transfer remains unchanged from Council's
previous direction. The lands were acquired specifically to support the
creation of affordable housing and to leverage the existing expertise and
capacity of the local housing sector.
OSMNPHC has advised that it intends to develop the lands for affordable
rental housing, with a particular focus on one-bedroom units, which continue
Staff Report CR-26-063: Support for Affordable Housing – Transfer of Lands to the
Owen Sound Municipal Non-Profit Housing Corporation
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to represent one of the greatest areas of demand within the housing system.
The properties are located immediately adjacent to Bayfield Landing, an
existing affordable housing development owned and operated by the housing
organizations. This proximity creates opportunities for operational efficiencies
through shared maintenance resources, coordinated property management,
and economies of scale in future service delivery.
Transferring the lands to OSMNPHC also reflects the collaborative efforts of
the City of Owen Sound, Grey County, the Province of Ontario, and the local
housing sector. The City utilized a unique opportunity to acquire lands from
the Province, Grey County contributed funding toward the acquisition, and
OSMNPHC is prepared to advance future housing development on the site.
Together, these actions demonstrate how municipal assets can be
strategically leveraged to support community wellbeing and increase the
supply of deeply affordable housing.
Subject to Council's approval, staff will continue to work with the City's legal
representatives and the legal representatives of OSMNPHC to structure and
complete the transfer in a manner that protects the City's interests, complies
with applicable legislation, and supports the timely advancement of future
housing development.

Procedural By-law Requirements
Should Council support the direction outlined in the report, the following
process must be followed:
1.

Waive the Notice of Motion requirement in the Procedural By-law;

2.

Owen Sound Municipal Non-Profit Housing Corporation (OSMNPHC)
rather than the Owen Sound Housing Company (OSHC); and

3.

Address the report recommendation.

Resource Alignment:
Financial Resources
The acquisition of the subject lands was completed in May 2025 and was
funded through a combination of the City's Land Sale Reserve and a $45,000
contribution from Grey County. The associated tax arrears were written off
against the City's annual Tax Write-Off Operating Budget. The funding
Staff Report CR-26-063: Support for Affordable Housing – Transfer of Lands to the
Owen Sound Municipal Non-Profit Housing Corporation
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sources identified through the original acquisition process were sufficient to
cover these costs.
The recommendations contained within this report do not alter the financial
commitments previously approved by Council. There will be legal costs
associated with completing the transfer of the lands to the OSMNPHC;
however, these costs are expected to be minimal and will be funded from the
Land Sale Reserve. No additional tax levy funding is required.

Human Resources
The transfer of the subject lands will be administered through the City's
Finance and Clerks divisions, in consultation with the City's legal counsel and
the OSMNPHC. The work associated with completing the transfer is
anticipated to be minimal and can be accommodated within existing staff
resources. No additional staffing or operating resources are required.

Time and Scheduling
Subject to Council approval, staff will immediately begin working with the
City's legal representatives and the OSMNPHC to facilitate the transfer of the
subject lands. The transfer is anticipated to be completed well in advance of
any future construction activities, ensuring that the Housing Corporation is
appropriately positioned to advance planning, secure funding opportunities,
and undertake any required due diligence in support of the future
development.

Technology and Infrastructure
N/A.

Climate and Environmental Impacts:
There are no anticipated climate or environmental impacts.

Communication and Engagement:
A media release was issued following Council's original approval of the
acquisition of the subject lands, highlighting the collaborative efforts of the
City of Owen Sound, the Province of Ontario, Grey County, and the local
housing sector in preserving these lands for future affordable housing
development.

Staff Report CR-26-063: Support for Affordable Housing – Transfer of Lands to the
Owen Sound Municipal Non-Profit Housing Corporation
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As the recommendations contained in this report are administrative in nature
and are intended to facilitate the implementation of Council's previously
approved direction, a separate media release is not anticipated at this time.
The initiative will continue to be highlighted as part of the City's broader
communications regarding its ongoing efforts, in partnership with other
levels of government and community organizations, to address housing
shortages and support the development of affordable housing opportunities
within the region.

Report Developed in Consultation With:
CEO, Owen Sound Municipal Non-Profit Housing Corporation

Attachments:
None.
Submission approved by:
Tim Simmonds, City Manager
For more information on this report, please contact Kate Allan, Director of
Corporate Services at kallan@owensound.ca or 519-376-4440 ext. 1238.

Staff Report CR-26-063: Support for Affordable Housing – Transfer of Lands to the
Owen Sound Municipal Non-Profit Housing Corporation
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Staff Report
Report To:

City Council

Report From:

Pamela Coulter, Director of Community Services

Meeting Date:

June 15, 2026

Report Code:

CS-26-054

Subject:

Lease Agreement with Transport Canada for Use of Lands
for Derby Camping

Recommendations:
THAT in consideration of Staff Report CS-26-054 respecting a Lease
Agreement with Transport Canada for the Use of Lands for Derby Camping,
City Council directs staff to bring forward a by-law to authorize the Mayor
and Clerk to execute the lease agreement.

Highlights:




Council has approved a new Regulatory By-law for Derby Camping.
A License Permit with Transport Canada was required to permit the
use of the federal lands for Derby Camping during the fall derbies.
After the first year, Transport Canada has agreed to renew the
lease in 2026.

Vision 2050 - Strategic Plan Alignment:
Strategic Plan Priority: The recommendation contributes to core service
delivery or a corporate initiative that enables service delivery for one or more
strategic priorities.

Previous Report/Authority:
Report CS-25-006 – Extended Parking along the Harbour During the Annual
Fishing Derbies
Staff Report CS-26-054: Lease Agreement with Transport Canada for Use of Lands
for Derby Camping
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Report CS-25-036 – Report 2 Regarding Extended Derby Parking (Derby
Camping) Regulatory By-law and Other Implementation
Regulatory By-law No. 2025-047 (The Derby Camping By-law)
Report CS-25-056 – Licence Agreement with Transport Canada for the Use of
Lands for Derby Camping
Report CS-25-115 – Derby Camping Year One Implementation

Background:
In 2025, the City updated the Regulatory By-law that controls the use of
lands for “Derby Camping” during the fall fishing derbies. The Regulatory Bylaw permits Derby Camping on four properties. The lands in the west and
east harbour areas are owned by Transport Canada and are not subject to a
lease agreement with the City, and the previous reports identified the need
for an agreement with Transport Canada for the use of these lands. In 2025,
these lands were leased from Transport Canada for the duration of the event.
Transport Canada has agreed to renew the lease for this use again in 2026.

Analysis and Options:
In 2026, the fee to use the federal lands increased from $750 to $1,000.
There is a new proposed provision that requires the City to grade the area
following the event. Staff is going to work with Transport Canada staff on
this requirement and request that this be required only if necessary, based
on post event conditions.

Resource Alignment:
Financial Resources
$1,000 plus HST for both the east and west side locations.
The sale of permits for this space will generate revenue for the City aimed at
recovering a portion of the City's costs to support the use of the space by
anglers during the derbies. The sale of passes does not completely offset the
costs of administering derby camping. There are non-financial benefits in
how the public space is used and in supporting this event, which has a
positive economic impact on the community.
Staff Report CS-26-054: Lease Agreement with Transport Canada for Use of Lands
for Derby Camping
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Human Resources
The staff time required to support the administration of this by-law, and its
implementation has been reduced with the experience of the first year.
Parks staff time is still required to set up the site, and By-law and Building
Division staff will support enforcement during the course of the event.

Time and Scheduling
N/A.

Technology and Infrastructure
The City’s PerfectMind software is used to sell the passes online.

Climate and Environmental Impacts:
The recommendation supports both the City's Corporate Climate Change
Adaptation Plan and the City's Climate Mitigation Plan.

Communication and Engagement:
There is a dedicated webpage for Derby Camping.
The City has a rack card with basic information and a QR code that is
available at the Visitor Centre and has been distributed by the Sydenham
Sportsmen’s Association at many sporting shows over the winter months.
Social media and a media release will announce the start of the sale of
spaces in June 2026.

Report Developed in Consultation With:
Attachments:
None.
Submission approved by:
Tim Simmonds, City Manager
For more information on this report, please contact Pamela Coulter, Director
of Community Services at pcoulter@owensound.ca or 519-376-4440 ext.
1252.
Staff Report CS-26-054: Lease Agreement with Transport Canada for Use of Lands
for Derby Camping
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Staff Report
Report To:

City Council

Report From:

Kristen Van Alphen, Manager of Legislative Services

Meeting Date:

June 15, 2026

Report Code:

CR-26-062

Subject:

Encroachment Agreements – Delegation of Authority

Recommendations:
THAT in consideration of Staff Report CR-26-062 respecting a Delegation of
Authority for Encroachment Agreements, City Council directs staff to:
1.

2.

Bring forward a by-law to:
a.

Amend Encroachment By-law No. 2020-100 to include
encroachment refurbishments, as outlined in the report;

b.

Amend the 2026 Fees and Charges By-law to include a $200
application fee and a $300 agreement fee for encroachment
refurbishments, as outlined in the report;

c.

Amend Delegation of Powers and Duties By-law No. 2014-109
to delegate authority to the Director of Public Works &
Engineering and the Director of Community Services, acting
jointly, to execute encroachment agreements as outlined in the
report; and

Provide notice of the fee amendment in accordance with Notice Bylaw No. 2018-022.

Highlights:



The City enters into encroachment agreements with private
landowners when they encroach onto public lands.
In addition to the process for new encroachments, staff would like
to introduce a process for encroachment refurbishments, including
fees for refurbishment applications and agreements.

Staff Report CR-26-062: Encroachment Agreements – Delegation of Authority
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

To streamline approvals for straightforward applications, staff
recommend that the Director of Community Services and the
Director of Public Works & Engineering, acting jointly, be delegated
the authority to approve applications and enter into agreements on
behalf of City Council. This would reduce the time required for
encroachment approval and improve administrative efficiency.

Vision 2050 - Strategic Plan Alignment:
Strategic Plan Priority: The recommendation contributes to core service
delivery or a corporate initiative that enables service delivery for one or more
strategic priorities.

Previous Report/Authority:
Encroachment By-law No. 2020-100

Background:
The City enters into agreements with property owners when private
landscaping, vegetation, man-made objects, or items of personal property
are located on City lands, either in their entirety or as an extension of private
property. The benefits to the City of these agreements are an understanding
of which encroachments have been approved and a reduction in risk
exposure through the property owner's indemnification of the City.
In 2020, the City adopted Encroachment By-law No. 2020-100, which sets
out the criteria by which applications will be evaluated, outlines the
application process, and outlines the obligations of encroachment agreement
holders.
Currently, all encroachment applications are submitted to Council for final
approval, regardless of the file's complexity.

Analysis and Options:
Amend Encroachment By-law
While the current Encroachment By-law provides a strong framework for new
encroachment applications, it does not address applications to refurbish
existing encroachments. As encroachments age, they require maintenance,
which may involve periodic refurbishment.
Staff Report CR-26-062: Encroachment Agreements – Delegation of Authority
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Staff recommend updating the Encroachment By-law to include provisions for
refurbishment applications. The proposed changes are as follows:
1.

Amend section 7, under Part II. Interpretation, to include a definition of
refurbishment:
“Refurbishment” means any reconstruction that alters an element of an
existing approved encroachment.

2.

Amend section 43, under Part XVIII. Exceptions and Grandfathering, to
reference refurbishment:
Notwithstanding section 8 of this by-law, any Encroachment authorized
under an Encroachment Agreement determined by the Clerk to be valid
and binding at the date of enactment of this by-law shall not require
further authorization pursuant to this by-law until the Encroachment
Agreement has expired, is terminated or until the encroachment
requires refurbishment.

3.

Add sections 43.1 and 43.2 to read:
43.1 An encroachment may be refurbished provided that the
refurbishment:
a.

substantially maintains the approved footprint; and

b.

does not extend further onto Public Lands.

43.2 Where an encroachment requires refurbishment, a new application
with updated diagrams or photographs may be required, depending on
the extent of the changes and the age of the original agreement.

Amend Fees and Charges By-law
To encourage holders of encroachment agreements to obtain City approval
for refurbishments, and in recognition of the smaller workload of
refurbishment files, staff recommend that fees for encroachment
refurbishment applications be $200 and encroachment refurbishment
agreements be $300. This represents a 50 per cent reduction from the new
encroachment fees of $400 and $600, respectively.
If Council approves this fee addition, notice will be posted on the City’s
website, and a by-law to add the fees will be brought forward in July.

Amend Delegation of Powers and Duties By-law
In order to use Council and staff time effectively, staff recommend
delegating the approval of applications and the execution of encroachment
Staff Report CR-26-062: Encroachment Agreements – Delegation of Authority
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agreements to the Director of Community Service and the Director of Public
Works & Engineering, acting jointly, in the following circumstances:
1.

Applications for new encroachments
Where staff in the divisions of Building, By-law Enforcement,
Engineering, Fire, Parks & Open Space, and Planning reach consensus
on the application and any recommended conditions.

2.

Applications for refurbished encroachments
Where:
a.

b.

the encroachment:
i.

substantially maintains the approved footprint; and

ii.

does not encroach further onto public lands; and

staff in the divisions of Building, By-law Enforcement, Engineering,
Fire, Parks & Open Space, and Planning reach consensus on the
application and any recommended conditions.

In these circumstances, all staff comments will be provided to the authorized
Directors to review in advance of signing the agreement to ensure all
conditions are included. The agreements will be registered on title to the land
as part of the agreement fee.
In circumstances where there is a difference of opinion among staff, or
where the authorized Directors choose, the application will be brought
forward for Council’s consideration.

Resource Alignment:
Financial Resources
Current encroachment fees are $400 for the application and $600 for the
agreement. Proposed fees for refurbishments are $200 for the application
and $300 for the agreement. These fees factor in staff time to review,
analyze, and comment on applications; staff time to draft agreements; legal
costs; and disbursements to register the agreement on title.

Human Resources
Delegating the approval of encroachment applications and the execution of
encroachment agreements to staff will relieve staff of writing reports and bylaws for straightforward matters and limit Council reports to those requiring
Council input.

Staff Report CR-26-062: Encroachment Agreements – Delegation of Authority
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Time and Scheduling
If approved, the amending by-laws will come forward on July 13 and take
effect immediately.

Technology and Infrastructure
N/A.

Climate and Environmental Impacts:
There are no anticipated climate or environmental impacts.

Communication and Engagement:
This report has been posted to the City’s website with the agenda in advance
of the meeting. Notice of the change to the Fees and Charges by-law will be
provided on the City’s website a minimum of ten (10) days prior to Council
considering the by-law. A consolidated version of each amended by-law will
be posted on the City’s website.

Report Developed in Consultation With:
Director of Community Services, Director of Public Works & Engineering, City
Clerk

Attachments:
None.
Reviewed by:
Briana Bloomfield, City Clerk
Kate Allan, Director of Corporate Services
Submission approved by:
Tim Simmonds, City Manager
For more information on this report, please contact Kristen Van Alphen,
Manager of Legislative Services at kvanalphen@owensound.ca or 519-3764440 ext. 1228.

Staff Report CR-26-062: Encroachment Agreements – Delegation of Authority
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Staff Report
Report To:

City Council

Report From:

Hannah McCulloch, Human Resources Specialist: Safety,
Equity and Wellness

Meeting Date:

June 15, 2026

Report Code:

CR-26-058

Subject:

Policy Updates – Respectful Workplace and Inclusion &
Belonging

Recommendations:
THAT in consideration of Staff Report CR-26-058 respecting Policy Updates –
Respectful Workplace and Inclusion & Belonging, City Council receives the
report for information purposes.

Highlights:




HR010 replaces the former Workplace Violence, Harassment and
Sexual Harassment policy with an updated framework that
maintains legislative compliance while emphasizing a proactive,
respectful workplace culture.
HR023 is a newly developed policy that operationalizes the City’s
Inclusion Strategy (2023–2028), establishing a formal commitment
to equity, diversity, inclusion, and belonging across the
organization.
Together, the policies provide both a strong baseline for preventing
discrimination, harassment, and violence, and a forward-looking
approach to fostering inclusion, employee engagement, and
organizational performance.

Staff Report CR-26-058: Policy Updates – Respectful Workplace and Inclusion &
Belonging
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Vision 2050 - Strategic Plan Alignment:
Strategic Plan Priority: Fostering Mutually Beneficial & Respectful
Relationships - Establishing, reconciling, and continually nurturing
relationships that result in mutual benefit, trust and shared understanding.

Previous Report/Authority:
N/A.

Background:
The City of Owen Sound regularly reviews internal Human Resources policies
consistent with legislative and corporate requirements. This review process
identified an opportunity to modernize an existing policy and introduce a new
foundational policy that better reflects the City’s commitment to a safe,
respectful, and inclusive workplace.
The City’s former Workplace Violence, Harassment and Sexual Harassment
policy was identified for update. While compliant, the previous policy was
largely reactive and focused on responding to prohibited behaviours. The
updated HR010 Respectful Workplace Policy reflects a more contemporary,
proactive approach that emphasizes respect, shared accountability, and the
prevention of harm, while continuing to meet all legislative obligations. As a
developed in tandem with the policy to expand on the process and provide
tangible steps for resolving concerns.
In addition, the City’s Inclusion Strategy (2023–2028) identified the need for
a formal policy to establish clear expectations and accountability related to
equity, diversity, inclusion, and belonging across the organization. In
response, HR023 Inclusion & Belonging Policy has been developed as a new
foundational document to guide inclusive practices in employment, workplace
culture, and service delivery, and to support the implementation of the
Strategy’s priorities.
Together, these policies represent a coordinated approach to strengthening
the City’s workplace culture, focusing on a respectful environment and
ongoing commitment to inclusion and belonging.

Staff Report CR-26-058: Policy Updates – Respectful Workplace and Inclusion &
Belonging
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Analysis and Options:
Staff reviewed relevant legislation and internal data sources to inform the
development of these policies. This included a review of the previous
Workplace Violence, Harassment and Sexual Harassment policy, current
legislative requirements under the Occupational Health and Safety Act and
Ontario Human Rights Code, best practices across the municipal sector, and
alignment with the City’s Inclusion Strategy (2023–2028). Internal
considerations also included employee feedback mechanisms (such as
engagement survey results), trends in workplace concerns and complaints,
and the need for clearer, more accessible policy language and processes.
Through this review, staff identified that while the City’s previous Workplace
Violence, Harassment, and Sexual Harassment policy met legislative
requirements, it was largely reactive in nature and focused primarily on
compliance and response.
At the same time, there was no existing corporate policy relating to equity,
diversity, inclusion, and belonging to support the Inclusion Strategy and
guide consistent organizational practices.
Based on this review process, we developed a revised Respectful Workplace
policy and introduced the new Inclusion & Belonging policy in 2026.

Resource Alignment:
Financial Resources
Any potential future enhancements (e.g., expanded training offerings or
external facilitation or investigators) would be considered within existing
budget processes and subject to Council approval, if required. Training of
staff and people leaders will be conducted by Human Resources staff.

Human Resources
The implementation of both the HR010 Respectful Workplace policy and
HR023 Inclusion & Belonging policy will be supported through existing
Human Resources staff and organizational leadership.

Time and Scheduling
This work is consistent with, and supportive of, the Human Resources
Division’s attempts to focus on policy modernization, employee well-being,
and advancing organizational culture. Implementation timelines remain
Staff Report CR-26-058: Policy Updates – Respectful Workplace and Inclusion &
Belonging
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flexible to allow for adjustments as needed; however, no significant delays
are anticipated that would impact other corporate priorities.

Technology and Infrastructure
Overall, no additional infrastructure investment is required, and current
systems are considered adequate and sustainable to support the successful
implementation and ongoing administration of both policies.

Climate and Environmental Impacts:
There are no anticipated climate or environmental impacts.

Communication and Engagement:
Both approved policy documents have been made available to all staff via the
City’s SharePoint site and internal bulletin and Health and Safety boards.
A comprehensive page will be built on the City’s intranet to house policy
documentation and future training on maintaining a Respectful Workplace
environment.

Report Developed in Consultation With:
Manager of Human Resources, Director of Corporate Services

Attachments:
1.

HR010 Respectful Workplace Policy

2.

3.

HR023 Inclusion & Belonging Policy

Reviewed by:
Janet Ashfield, Manager of Human Resources
Kate Allan, Director of Corporate Services
Submission approved by:
Tim Simmonds, City Manager
For more information on this report, please contact Hannah McCulloch,
Human Resources Specialist: Safety, Equity & Wellness at
hmcculloch@owensound.ca or 519-376-4440 ext. 1273.
Staff Report CR-26-058: Policy Updates – Respectful Workplace and Inclusion &
Belonging
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Policy HR010
Respectful Workplace

Topic: Human Resources
Lead Division: Human Resources
Next Scheduled Review: 2031

Policy Statement
1.

All City of Owen Sound employees are entitled to a respectful workplace and
are expected to contribute to maintaining one. The City fosters a respectful
workplace and as such does not condone or tolerate any form of workplace
discrimination, harassment, sexual harassment, bullying, cyber‑bullying,
workplace violence, domestic violence, or reprisal. The City is committed to
implementing preventative measures to reduce the risk of violence and
harassment in the workplace. If these issues arise, the City will respond to
and address concerns fairly, promptly, and as confidentially as possible.

Purpose
2.

The purpose of this policy is to:
a.

Define behaviours that constitute discrimination, workplace violence,
workplace harassment, and workplace sexual harassment.

b.

Identify roles and responsibilities when discrimination, harassment, and
violence occur in the workplace.

c.

Establish a procedure and process for City employees bringing forward,
investigating, and responding to concerns or reports of discrimination,
harassment, sexual harassment, and/or violence in the workplace.

d.

Provide a foundation that enables the City to take all reasonable steps
to support a workplace and service environment free from
discrimination, violence, harassment, and sexual harassment.

Scope
3.

This policy applies to all City employees while in the workplace. Volunteers
and members of City Council or committees are afforded the same
workplace rights and protections provided by this policy while performing
authorized work-related activities on behalf of the City in the workplace.

4.

regarding procedures for dealing with, reporting on, and investigating actual,
attempted, or threatened workplace violence, harassment, or sexual
harassment.

[HR010] Respectful Workplace Policy

Page 1 of 10
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Definitions
5.

For the purposes of this policy,
“Bullying” means repeated behaviour that is hurtful, intimidating, insulting,
or meant to undermine someone. Bullying falls under the scope of workplace
harassment;
“City” means the City of Owen Sound, and a reference to the City is a
reference to the geographical area or The Corporation of the City of Owen
Sound as the context requires;
“Complainant” means a person who feels they have been subjected to
discrimination, bullying or cyber-bullying, workplace violence, harassment,
sexual harassment, or domestic violence;
“Cyber-bullying” means a form of bullying done through technology –
including emails, social media, messaging apps, or online posts – that
harms, humiliates, or targets someone. Cyber-bullying falls under the scope
of workplace harassment;
“Discrimination” means treating someone unfairly or negatively because of a
protected ground and personal characteristics described under the Ontario
Human Rights Code. Discrimination is a type of workplace harassment, and
may show up in comments, decisions, or behaviours that disadvantage
someone because of who they are. It could include an employee not being
offered training opportunities due to their age, making negative comments
about someone’s accent, refusing to use an employee’s correct name or
pronouns, excluding someone from an activity due to disability, suggesting
there are specific types of work for men versus women, penalizing someone
for taking time off for religious observances, or offering less scheduled hours
for someone who is pregnant or has childcare needs.
“Domestic violence” (in the workplace) means a pattern of behaviour, harm,
or threats used by one person to gain power or control over another person
who is their current or former partner or family member. If the abuse or
threat could affect someone at work – for example, an abusive partner
shows up at the workplace – the employer must take reasonable precautions
to help protect the employee at risk, alongside all other employees. This
pattern of behaviour may include physical violence, sexual, emotional,
and/or psychological intimidation, verbal abuse, stalking, using electronic
devices to harass and control. Signs of domestic violence may include:
chronic absenteeism, injuries, emotional distress, depression, or receipt of
frequent phone calls.

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“Strategic Leadership Team” means the City Manager, the Director of
Community Services, the Director of Corporate Services, the Director of
Public Works & Engineering, the Fire Chief, the Chief Curator, the Senior
Manager of Strategic Initiatives or any one of the above, and any designates
thereof;
“Employee” means City of Owen Sound full-time employees, part-time
employees, students, volunteers, members of Council and Committee;
“Manager” means an employee who is responsible for a City division and
includes employees who supervise and manage other employees;
“Reprisal” means punishing, threatening, or mistreating someone because
they: raised a concern or complaint, participated in an investigation, or
exercised their rights under this policy or the law. Reprisal is strictly
prohibited;
“Respectful workplace” means a work environment where everyone treats
each other with courtesy, dignity, professionalism, and fairness. It is a place
where all employees feel safe, supported, and able to do their work without
fear of encountering harm, mistreatment or disrespect;
“Respondent” means the individual against whom allegations of
discrimination, workplace harassment, sexual harassment, bullying, cyberbullying, workplace violence, or domestic violence have been made;
“Workplace” means any place where employees conduct work for the City.
This can include usual worksites, another location employees have travelled
to for work, off-site meetings, conventions, a client’s home, a vehicle, or any
space where work-related activities happen—whether it’s on-site, off-site, or
nearby;
“Workplace harassment” means any unwelcome behaviour – words or
actions – that could discriminate against, offend, embarrass, demean,
intimidate, or humiliate someone. It includes things like repeated rude
comments, mocking or jokes at someone’s expense, deliberately excluding
someone to undermine them, spreading rumours or gossiping, yelling at
someone to shame or belittle them in front of others, or any conduct that is
known, or should be known, to be unwelcome. Harassment can happen in
person, over email, through texts, or online;
“Workplace sexual harassment” means a type of harassment that involves
unwelcome sexual comments, jokes, behaviour, or attention. It also includes
any sexual solicitation or advance from someone who has power over a
worker – such as a supervisor – when that person knows or should know the
attention is unwelcome. Examples could include sexual jokes, comments
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about someone’s body or appearance, unwanted staring or touching, or
pressuring someone for dates or sexual favours.
“Workplace violence” means using physical force against someone at work
that could cause injury, attempts to use physical force, or making
statements or gestures that a reasonable person would interpret as a threat
of physical harm. Examples could include physical contact such as pushing,
hitting, kicking, or grabbing; throwing objects in anger; confinement such as
blocking or cornering someone; uttering threats such as “you’ll regret this”
or “I should punch you”; and domestic violence matters such as an
employee’s partner showing up at work and making threats.

Policy
Reporting
6.

Employees are encouraged to report any incidents of workplace harassment,
sexual harassment, or violence that affect their safety or well-being. Reports
may be made to a supervisor, a Human Resources staff member, any
member of management, a representative of the Union, or the City Manager
if the concern involves leadership. All reports will be taken seriously and
handled confidentially, impartially, and promptly.

7.

8.

All incidents and complaints brought forward will be investigated in a manner
appropriate to the circumstances. Investigations will be objective, timely,
and confidential, except where disclosure is necessary. Detailed complaints
and investigation processes related to this policy are outlined for both
Procedure.

9.

Human Resources staff will oversee investigations in accordance with the
investigators when appropriate. If a Human Resources staff member is a
party (complainant, respondent, witness) to a complaint made under this
policy, the City Manager may appoint an alternate employee for the
purposes of dealing with the complaint. Where necessary, temporary
workplace adjustments may be made to protect the safety and privacy of
those involved. This may include paid leave, relocation, or changes in
reporting relationships.

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10.

A complainant has the right to withdraw their complaint at any stage in the
process. The City will continue to act on the complaint where it is necessary
to comply with its legal obligations.

11.

This policy and the related implementation procedure do not prevent
the Ontario Human Rights Code, a Collective Agreement, or through legal
action.

Time Limit
12.

Complaints filed under this policy must be initiated within one (1) year of the
incident occurring. In extenuating circumstances where an employee is
unable to come forward sooner (eg. trauma, fear of reprisal, evolving
patterns of behaviour) Human Resources may consider a complaint filed
beyond the one year limitation.

No reprisal
13.

The City does not tolerate retaliation against anyone who files a complaint,
complaint under this policy. Acts of reprisal are strictly prohibited and will be
subject to disciplinary action up to and including dismissal.

Bad faith
14.

If an investigation finds that a complaint was made in bad faith or is
vexatious, a consequence may be imposed on the complainant. The severity
of the consequence will reflect the seriousness and impact of the complaint.

Not harassment
15.

The City does not condone harassment or bullying under the guise of strong
management. All employees deserve to be treated with dignity and respect.
However, the legitimate and proper exercise of the employer’s right to
supervise or manage does not constitute harassment under this policy. This
includes performance reviews, work evaluation, providing work direction and
disciplinary measures taken for any valid reason.

Work refusal
16.

Employees may refuse work if workplace violence is likely to endanger
them. Work cannot be refused solely on the grounds of workplace
harassment. However, all violence and harassment matters brought
forward will be investigated.

Costs

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17.

The City will be responsible for the costs of the administration of this policy
and its related procedures including the costs of any mediation services. All
parties retaining legal or any other assistance shall be solely responsible for
the cost involved.

Confidentiality
18.

The City recognizes that it can be extremely difficult to come forward with a
complaint, and similarly that it can be devastating to be wrongly convicted
or accused. The City recognizes the interest of both the complainant and the
respondent in keeping the matter confidential.

Responsibilities
19.

20.

Employees are responsible for:
a.

sharing the responsibility of maintaining a safe, inclusive, respectful
environment free from violence and harassment. This means actively
avoiding, addressing, and refusing to engage in, condone, or ignore
behaviour(s) that violate this policy. If you believe harassment or
violence is occurring in the workplace, notify your supervisor, any
member of management or a member of the Human Resources Division
as soon as possible;

b.

participating in applicable training and instruction on respectful
workplace, related policies and programs;

c.

cooperating fully in investigations by providing honest, factual
information when prompted;

d.

maintaining confidentiality regarding complaints or investigations,
except when disclosure is required; and

e.

refraining from retaliating against anyone who makes a complaint or
participates in an investigation.

Human Resources & Health and Safety are responsible for:
a.

annually preparing, posting, reviewing, and providing communication on
this written Respectful Workplace policy and the associated Respectful

b.

conducting risk assessments and sharing results to division supervisors
and JHSCs;

c.

providing employees and supervisors with information, instruction, and
training on respectful workplace, policies and programs;

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21.

22.

d.

receiving complaints, participating in the investigation process, and
conducting required follow-up for any reported incidents of workplace
violence, harassment, or sexual harassment; and

e.

filing all documentation related to complaints made under this policy in
one centralized location to maintain confidentiality.

Managers and supervisors are responsible for:
a.

modelling respectful behaviour and promoting a culture of safety and
professionalism for employees;

b.

addressing inappropriate behaviour immediately, whether witnessed or
reported, to prevent escalation. Supervisors cannot ignore signs of
harassment or violence;

c.

receiving and acting on reports of workplace violence or harassment
promptly, and ensuring concerns are directed to the proper reporting
channel(s);

d.

ensuring employees know how to report incidents, including alternative
options if the supervisor or employer is the alleged harasser;

e.

supporting the investigation process by providing information,
documents, or access as required;

f.

maintaining confidentiality to the greatest extent possible while
complying with investigations and safety obligations;

g.

assisting in safety planning in situations that may involve domestic
violence risk affecting an employee in the workplace; and

h.

ensuring all workers receive required training and instruction on
respectful workplace related policies and programs.

The Employer is responsible for:
a.

providing a safe workplace for all employees, free from violence,
discrimination and harassment;

b.

ensuring equal treatment in employment, including hiring, training,
promotion, performance, termination, work conditions, pay and
benefits;

c.

requiring all employees to work respectfully and not participate in
violence or harassment;

d.

ensuring all workplace harassment and violence concerns are
investigated in a manner appropriate to the circumstances, objectively
and promptly;

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e.

developing, maintaining, and implementing related programs to support
Procedures should include instructions for reporting, investigating,
follow-up procedures for investigations, measures to control identified
risks, and procedures for summoning immediate assistance;

f.

implementing measures and procedures to control known risks, where
risks are identified in risk assessments;

g.

responding to risks and taking all reasonable precautions in situations
involving violence or domestic violence that may create workplace risk;

h.

protecting employees by sharing information about a person with a
known history of violence, but only what is reasonably necessary to
reduce risk;

i.

ensuring corporate compliance with employee training and information
on respectful workplace, policies and programs; and

j.

fostering a workplace free from retaliation by ensuring no reprisal
occurs for reporting concerns or participating in investigations.

Policy review
23.

The Manager of Human Resources will review this policy annually each year
to ensure effectiveness and compliance with applicable legislation.

24.

The Manager of Human Resources is authorized to make such administrative
changes to this policy as appropriate to keep the policy current. Any
revision to the policy’s intent must be presented to the City Manager for
consideration.

Related Information and Resources
Internal
25.

Injury, Illness, and Incident Reporting Procedure

26.

External
27.

Occupational Health and Safety Act, R.S.O. 1990, c 0.1 58.

28.

Human Rights Code, R.S.O. 1990, c. H19

29.

Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c. 11

Revision History
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Authority

Date

Approval

City Manager

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CM26-007

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[HR010] Respectful Workplace Policy

Description of
Amendment
- new policy
- formerly called
Workplace
Violence,
Harassment and
Sexual
Harassment CrSHR42
- more
comprehensive
established.

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Procedure
Respectful Workplace

Lead Division: Human Resources

Purpose
1.

To foster a respectful workplace and to provide a clear, supportive process
for resolving workplace concerns related to workplace discrimination,
violence, harassment, and sexual harassment as defined in the City’s
Respectful Workplace Policy.

Background
2.

This procedure supports employees and supervisors in understanding how
workplace concerns related to workplace discrimination, violence, domestic
violence, harassment, and sexual harassment are addressed, and focuses on

Scope
3.

This procedure applies to all employees, including officials (elected or
appointed), volunteers, students, contract workers, and seasonal staff of the
Corporation of the City of Owen Sound. It promotes a respectful workplace
involving workplace violence, harassment, and sexual harassment. It
outlines responsibilities and actions to be taken in emergency situations.
This procedure applies to interactions with customers and other nonemployees when interactions impact the safety and cohesion of the
workplace.

Definitions
4.

For the purposes of this procedure,
“Complainant” refers to the individual making a complaint.
used by the City to receive, assess, investigate, and resolve allegations
of workplace harassment, violence, or discrimination. It ensures that all
complaints are handled fairly, confidentially, and promptly;
“Customer” means all users and visitors of city facilities as well as nonemployees engaged in off-site interaction with city Employees for work-

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related reasons.
“Employee” means City of Owen Sound full-time employees, part-time
employees, students, volunteers, members of Council and committees;
“Employee Family Assistance Program – EFAP” means the program which
is contracted by the Corporation of the City of Owen Sound to provide
confidential counselling to eligible Employees and Officials (Elected or
Appointed).
“Investigator” refers to the person appointed to conduct a formal
investigation. This could include a third-party investigator from outside
the Corporation, or a delegate from inside the Corporation deemed
appropriate to lead the investigation.
“Manager of Human Resources” means individual (or designate)
responsible for overseeing the Respectful Workplace Procedure, including
receiving reports, determining appropriate actions, coordinating
investigations, and ensuring compliance with workplace safety and
harassment policies.
“Respondent” refers to the individual alleged to have engaged in
unwanted or inappropriate behaviour towards another person.
“Retaliation” means any action intended or perceived to intimidate or
pressure an employee who reports or witnesses workplace violence or
harassment. This includes false accusations against another employee.
Retaliation is considered a separate act of workplace violence and will be
addressed under this procedure.
“Supervisor” means the non-union management staff who you directly
report to which could be a supervisor, superintendent, manager, director
or city manager.
“Vexatious or malicious complaints” means complaints made under this
policy which were known to be unfounded at the time they were made.
Making a vexatious or malicious complaint can result in disciplinary
action up to and including dismissal.
“Workplace harassment” under the Occupational Health and Safety Act
Section 1(1), means engaging in a course of vexatious comment or
conduct against a worker in a workplace that is known or ought
reasonably to be known to be unwelcome;
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“Workplace sexual harassment” means a type of harassment that
involves unwelcome sexual comments, jokes, touching, behaviour, or
attention;
“Workplace violence” means the use of physical force by a person
against a worker in a workplace that causes or could cause physical
injury; an attempt to use physical force that could cause physical injury;
and/or a statement or behaviour that a worker could reasonably
interpret as a threat to use physical force that could cause physical
injury.

Procedure
5.

The City aims to prevent risks of workplace violence, harassment, and
sexual harassment by conducting risk assessments and implementing
measures and procedures to control identified risks.

6.

The City is committed to maintaining a respectful work environment for all
employees. The focus of this procedure is to assist employees involved in a
the conflict.

7.

considered in four steps, beginning with step one before escalating further.

Step 1: Individual Action
8.

When safe to do so, employees experiencing workplace concerns or
harassment are encouraged to speak directly with the person involved to
express concerns respectfully.

9.

Without being confrontational, employees may clearly and directly ask the
harasser to stop the offending behaviour. There may be times when the

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person causing the problem is not fully aware of the impact of their actions,
Step 2: Informal Support
10.

Employees may seek help, in confidence, from leaders such as their
supervisor, manager, or Human Resources staff for coaching, guidance, or
facilitated conversations on how to resolve the concern if they are unable to
resolve the conflict in step 1.

11.

The person giving advice will provide information to the complainant
regarding the Respectful Workplace policy and procedure including:

12.

a.

the emphasis on working with the two individuals in conflict to resolve
these issues in an informal manner;

b.

the right to escalate a concern and file a formal written complaint via
the Respectful Workplace Complainant Form;

c.

City’s Employee Family Assistance Program;

d.

the right to have a personal advisor or representative;

e.

that if the employee complainant believes their safety is at risk or
threatened by the respondent, that this should be noted by the leader
involved. In instances where there is a risk of violence, both the police
and Human Resources should be contacted;

f.

the right to withdraw a complaint at any point;

g.

that there are time limits which apply to this process, being 1 year from
the time of the incident in question;

h.

the options available to address a complaint (steps 1 through 4 of this
procedure);

i.

the penalties possible under the Respectful Workplace policy and
complainant if the complaint is found to be vexatious or made in bad
faith; and

j.

the confidentiality of the process.

The complainant will be asked to provide the leader with the following
information:
a.

the name and location of the respondent;

b.

the nature of the complaint;

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13.

c.

the time and date of the complaint; and

d.

the solution needed to resolve the complaint.

The leader, in coordination with Human Resources staff, will provide the
employee complainant with advice as to whether the complaint constitutes
workplace violence, harassment, sexual harassment, discrimination, or
domestic violence. In consultation with Human Resources staff, the leader
will provide advice to the complainant as to whether an alternative method

Step 3: Formal Complaint
14.

If unresolved, employees may file a formal written complaint with Human
Resources staff using the Respectful Workplace Complainant Form.

15.

A formal complaint must contain the following:
a.

complainant details (name, job title, supervisor, work location, etc.);

b.

nature of the concern (i.e. workplace violence, harassment,
discrimination, etc.);

c.

the date, time, and location of the incident;

d.

names of witnesses to the incident, if any;

e.

description or details of the complaint, including circumstances
surrounding the incident;

f.

g.

the desired solution.

16.

Within five (5) working days of receipt of a written complaint, Human
Resources staff will acknowledge receipt of the complaint in writing,
informing the complainant whether their complaint will be pursued under the
Respectful Workplace policy, and, if not, the reasons for not pursuing the
complaint.

17.

Where it is determined that a complaint will not be pursued under the policy,
Human Resources staff will inform the respondent in writing that a complaint
was made against them but will not be pursued. The information provided
will include a copy of the complaint, the reasons for not pursuing it, and a
statement that no response to the complaint is required. Reminders will also
be provided to the respondent regarding the importance of confidentiality
and prohibition of reprisal.

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18.

Where a complaint will be pursued, the respondent will be informed in
writing of the complaint against them and will be provided with a copy of the
complaint. Respondents will be allowed to respond to the allegations, in
writing, within ten (10) working days using the Respectful Workplace
Respondent Form or in a formal meeting with Human Resources staff and
their chosen representative(s). Human Resources staff will provide the
respondent with a copy of the Respectful Workplace Policy & procedure and
inform them of their rights (including the right to have a representative) and
the importance of confidentiality.

19.

Human Resources staff will provide the response to the complaint back to
the complainant within five (5) working days of its receipt.

20.

Within ten (10) working days of the complainant receiving the response,
Human Resources staff will meet separately with both the complainant and
respondent to clarify details of both submissions and identify steps for

21.

If the complaint is not resolved following a clarification meeting with both
the respondent and complainant, Human Resources staff may appoint an
investigator. The investigator may be an individual, internal or external to
the City, who has not played a role in the complaint situation. A formal
investigation will commence within ten (10) working days of the
appointment of an investigator or investigation team.

22.

When a formal complaint is received, Human Resources staff will coordinate
the investigation. The City Manager reviews outcomes and determines next
steps, including corrective or restorative actions.

23.

Investigation:
a.

Appointed investigator(s) may:
i.

interview the complainant and the respondent;

ii.

interview witnesses suggested by the parties;

iii.

interview other witnesses who may provide useful information for
the investigation;

iv. gather evidence;
v.

review previous files relating to complaints;

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24.

b.

Appointed investigators must submit, within thirty (30) working days
from the beginning of the investigation, a written report of the findings
of the investigation to Human Resources staff. In addition, the
investigator(s) may advise the City, in a report separate from the
investigation report, of any systemic issues identified in the course of
the investigation. If required, the investigator may request an
extension of this time frame. The parties must be informed if further
time to complete the investigation is required.

c.

Human Resources staff will review the investigation report to ensure
that it meets the City’s standards for thoroughness and analysis. If
required, the investigator will provide the necessary changes to the
report.

d.

Within five (5) working days of receipt of the report, Human Resources
staff will invite all parties to the complaint to view the findings outlined
in the report. An appropriate amount of time will be provided to review
the findings.

e.

If the investigation report determines the complaint does not fall under
the jurisdiction of the Respectful Workplace policy, the complaint will be
dismissed. All parties will be informed of the dismissal at that time.

f.

Following receipt of the investigation report, if there are further findings
related to the complaint to be brought forward, the parties (complainant
and/or respondent) will be requested to submit these comments to
Human Resources staff within ten (10) working days. All submissions
received will then be disclosed to all parties of the complaint.

g.

The City Manager will be informed as to whether the complaint has or
has not been resolved through the processes outlined in this procedure.
The City Manager will also receive recommended follow-up actions,
where appropriate.

Disciplinary Action:
a.

When determining appropriate disciplinary action and corrective
measures, Human Resources staff and Director(s) involved shall
consider factors such as:
i.

nature of the harassment and/or violence;

ii.

whether the harassment and/or violence involved any physical
contact;

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iii.

whether the harassment and/or violence was an isolated incident or
part of an ongoing pattern;

iv. the nature of the relationship between complainant and harasser;
v.

whether the respondent had been involved in previous harassment
and/or violence incidents;

vi. whether the respondent admitted responsibility and expressed a
willingness to change;
vii. whether the respondent retaliated against the complainant;
viii. whether the incident was violent in nature; and/or
ix. whether there is any disciplinary history.

25.

b.

Under any applicable collective agreement(s), if discipline and/or
discharge is recommended, the appropriate steps of the collective
agreement will come into effect.

c.

complainant’s or respondent’s file (complainant or respondent) unless
disciplinary action is imposed. In the case of a finding of harassment,
violence or discrimination, the notice of disciplinary action will be placed
in the respondent’s file. In the case of a finding of vexatious or bad
faith complaints, the notification of disciplinary action will be placed in
the complainant’s file.

Emergency Measures
a.

When an incident of workplace violence or harassment gives rise to an
emergency, an employee witnessing the event must call 9-1-1 and
immediately report the matter to the most senior employee at the
worksite and Human Resources staff.

b.

In cases of critical injury, Human Resources staff will:
i.

Work with management on site to immediately commence an
incident investigation for the purposes of WSIB; and

ii.

Notify the Ministry of Labour.

c.

Once an emergency is resolved, the supervisor must complete an
Incident Report for Human Resources staff to complete a thorough
investigation.

d.

Where, in the discretion of an employee’s supervisor or Human
Resources staff, it is necessary to immediately suspend an employee for

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reasons of safety to themself or others or to prevent damage to
equipment, the supervisor must follow the applicable process in respect
of union or non-union employees.
26.

Key Considerations
a.

Key considerations for this Respectful Workplace procedure are as
follows:
i.

Fairness for All
Complainants should feel free to bring their complaints forward and
those against whom allegations are made should have a full and fair
opportunity to respond to those allegations.

ii.

Alternative Procedures
The Respectful Workplace policy and procedure provide an
opportunity to deal with harassment, violence and discrimination
issues quickly and fairly. However, nothing in the Respectful
Workplace policy or this procedure is intended to prevent a
complainant from using an alternate procedure such as the Ontario
Human Rights Code, a Collective Agreement, or other legal action.

iii.

Reprisal or Retaliation
Retaliation against an individual for filing a complaint, participating
in any procedure or being associated with a person who filed a
complaint under the Respectful Workplace Policy will not be
tolerated.

iv. Properly Discharged Supervision
Performance appraisals, coaching, and discipline – and making sure
high standards are followed fairly – are not considered harassment
under this procedure.
v.

Vexatious, or Made in Bad Faith Complaints
Complaints which are found to be vexatious or made in bad faith
will result in a penalty against the complainant. The severity of the
penalty will be determined based on the seriousness and impact of
the complaint following an investigation.

vi. Social Interaction
This procedure recognizes that it is natural and common for people
to develop social relationships through the workplace. However, if
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one person makes it known that they no longer consent to the
relationship and the other person persists, this may be considered
harassment.
vii. Confidentiality
The City understands that it can be extremely difficult to come
forward with a complaint and that it can be devastating to be
wrongly convicted or accused. The City recognizes both the
complainant’s and respondent’s interest in keeping the matter
confidential.
viii. Right to Withdraw
A complainant has the right to withdraw a complaint at any stage in
the complaint process. The City will continue to act on the
complaint where it is necessary to comply with its legal obligations.
ix. Time Limitations
Consistent with the procedures of the Ontario Human Rights Code,
all complaints filed under this policy must be initiated within one (1)
year of the incident occurring. In extenuating circumstances,
Human Resources may consider a complaint filed beyond the one
year limitation.
x.

Representation
During any stage of the informal or formal complaint process, an
employee is entitled to representation. A representative could be a
union representative, a fellow employee, or a lawyer (at the
employee’s own expense).

xi. Restorative and Disciplinary Action
Where possible, when a complaint is substantiated, the City’s
primary objective is to restore a complainant to the position they
would have been in had the discrimination not occurred. At the
same time, while substantiated acts of discrimination, violence or
harassment may be cause for disciplinary action up to and including
the possibility of discharge, it is preferable for the respondent to
recognize the inappropriate conduct and commit to meeting the
standards for behaviour outlined in the Respectful Workplace policy
& procedure.
Procedure review
Respectful Workplace Procedure
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Docusign Envelope ID: F53D0889-1ED0-42F7-9FD9-B23C513A69DB

27.

The Manager of Human Resources will review and update this procedure
annually as needed to ensure it complies with relevant legislation and aligns
with corporate needs.

References and Additional Information
Internal
28.

Injury, Illness, and Incident Reporting.docx

29.

Respectful Workplace Concern Form – Complainant

30.

Respectful Workplace Concern Form – Respondent

External
31.

Occupational Health and Safety Act, R.S.O. 1990, c 0.1 58.

32.

Human Rights Code, R.S.O. 1990, c. H19

33.

Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c. 11

Revision History
Staff Authority
City Manager

Date

Description of Amendment
Creation of new procedure and forms
5/29/2026 | 9:19 AM EDT to correspond with Respectful
Workplace Policy.
Click or tap to
enter a date.
Click or tap to
enter a date.

Respectful Workplace Procedure
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Policy HR023
Inclusion & Belonging

Topic: Human Resources
Lead Division: Human Resources
Next Scheduled Review: 2031

Policy Statement
1.

The City of Owen Sound is committed to fostering an environment that
values and promotes equity, diversity, inclusion and belonging. This policy
aims to eliminate barriers, promote fairness, and ensure that all individuals
feel safe, valued, and respected for their contributions to the City's
workplace and services.

Purpose
2.

This policy intends to promote fairness, equity in employment, and foster an
environment that respects people's dignity, ideas, and beliefs. The main
objectives of this policy are to:
a.

Eliminate Barriers and Promote Inclusivity: Eliminate all forms of
discrimination and bias in the workplace and create an environment that
supports and promotes equity, inclusion, and belonging.

b.

Contribute to Strategic Goals and Excellence in Service Delivery:
Support the City’s strategic goals by ensuring that an inclusive
workforce enhances service delivery, leading to improved outcomes for
all community members.

c.

Reinforce a Culture of Accountability: Foster a workplace culture where
employees are encouraged to stand up for each other, actively
challenge biases, and work together to correct assumptions and
misconceptions.

d.

Allow Employees to Thrive: Support an environment where all
employees have the opportunity to demonstrate their unique talents,
contribute meaningfully to the organization, and develop to their full
potential.

Scope
3.

This policy applies to all City of Owen Sound employees, including full-time,
part-time, seasonal, students, co-op students, contract employees, Council
members and City representatives. It extends to all interactions within the
workplace, and within the broader community of Owen Sound.

HR023 Inclusion & Belonging Policy

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Definitions
4.

For the purposes of this policy,
“Barrier” means anything that prevents a person from fully taking part in all
aspects of society, including physical, information, communications,
economic, technological, policies and practices;
“Belonging” means the state in which individuals experience being genuinely
accepted, valued, and included as their authentic selves within the
organization. It is reflected when people feel respected, psychologically safe,
and empowered to contribute fully, knowing that their identities,
perspectives, and lived experiences are recognized as integral to
organizational success.
“City Leadership” refers to any member of the Strategic Leadership Team.
“Designated Groups” as defined in the Employment Equity Act, means
women, Aboriginal peoples, persons with disabilities, and members of visible
minorities;
“Discrimination” means differential treatment based on a personal
characteristic which has an adverse impact on an individual or group;
“Diversity” means the presence of a wide range of human qualities and
attributes within an individual, group or organization, including factors such
as age, sex, race, ethnicity, physical and intellectual ability, religion, sexual
orientation, education background and expertise;
“Equity” means fairness, and impartiality, and is used to achieve substantive
equality in all aspects of a person’s life;
“Employee” means City of Owen Sound employees, including part-time, fulltime, students, union members, non-union members, volunteers, members
of Council and committees;
“Inclusion” means appreciating and using our unique differences in a way
that shows respect for the individual and ultimately creates a dynamic multidimensional organization; and
“Systemic Discrimination” means patterns of behaviour, policies or practices
that are part of the social or administrative structures of an organization,
and which create or perpetuate a position of relative disadvantage for groups
identified under the Human Rights Code.

HR023 Inclusion & Belonging Policy

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Policy
Policy Commitments
Equal Opportunity Employment
5.

The City is committed to providing equal employment opportunities to all
individuals regardless of race, color, national origin, gender, gender identity,
sexual orientation, age, disability, religion, marital status, or any other
characteristic protected by law. Discrimination, harassment, and retaliation
are strictly prohibited.

Inclusive Recruitment and Hiring
6.

The City will employ inclusive recruitment and selection processes to attract
a diverse pool of qualified candidates. This includes ensuring that hiring
decisions are based on merit, qualifications, and potential.

Bias-Free Performance Management
7.

The City will ensure that performance management processes, including
promotions or compensation, are free from bias and based on objective
measures of performance. All employees will have equitable opportunities for
professional development and growth.

Training and Education
8.

The City will provide ongoing training to all staff on topics related to equity,
diversity, inclusion, and belonging. This training will equip employees with
the tools to recognize and challenge biases, understand diverse
perspectives, and create a welcoming environment for all at the City of
Owen Sound.

Supportive Workplace Culture
9.

The City will cultivate a work environment where employees are encouraged
to speak up, report concerns, and support one another. Open
communication, respectful behavior, and mutual support are central to
fostering a culture of inclusivity, collaboration, and belonging.

Accessible Services and Facilities
10.

The City will work to ensure that all services, facilities, and programs are
accessible to individuals with diverse needs. This includes accommodations
for employees and service users with disabilities, and working to ensure that
public-facing materials are inclusive and accessible.

HR023 Inclusion & Belonging Policy

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Accountability and Reporting
11.

The City will regularly assess its progress on DEIB initiatives, gathering
feedback from employees through the employee engagement survey as well
as other means. Clear processes will remain in place for reporting and
addressing discrimination, harassment, and any violation of this policy.
Employees are encouraged to report concerns without fear of retaliation or
retribution.

Responsibilities
City Leadership and Managers
1.

City leadership, management, and supervisory teams are responsible for
promoting the principles of equity, diversity, inclusion, and belonging within
their departments. This includes ensuring staff are aware of this policy,
training opportunities are provided, and that we lead by example in
modeling inclusive behaviors.

Employees
2.

All employees are expected to uphold the principles of equity, diversity, and
inclusion in their daily interactions and work for the City of Owen Sound.
Employees should actively contribute to a respectful and inclusive
environment, challenge biases when encountered, and report any concerns
related to discrimination or harassment.

Human Resources
3.

Human Resources staff will provide support for the implementation of this
policy, including overseeing inclusive and equitable recruitment, retention,

Complaint Process
4.

If an employee feels that this policy has been breached, they may file a
verbal or written complaint with their supervisor, manager, or any member
the offending party before filing a formal complaint; however, if the
employee does not feel comfortable approaching these persons about the
matter, they may contact Human Resources staff directly. The complaint will
be reviewed and addressed confidentially.

5.

Occurrences of violence or harassment should be reported in accordance
with the City’s Respectful Workplace policy and procedure.

HR023 Inclusion & Belonging Policy

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6.

methods, including filing complaints under the Ontario Human Rights Code,
a Collective Agreement, or through legal action.

Disciplinary Action
7.

Employees who violate this policy may be subject to disciplinary action, up
to and including termination. Disciplinary actions will be taken in accordance
with the City’s HR policies, and due process will be followed to ensure
fairness and consistency in addressing violations.

Policy review
8.

9.

A manager of the Human Resources division will review this policy:
a.

every five (5) years to ensure effectiveness and compliance with current
business processes; or

b.

sooner, if required, based on legislative changes.

A manager of the Human Resources division is authorized to make such
administrative changes to this policy as appropriate to keep the policy
current. Any revision to the policy’s intent must be presented to the City
Manager for consideration.

Related Information and Resources
Internal
10.

Inclusion Strategy 2023-2028

11.

Respectful Workplace Policy

12.

External
13.

Accessibility for Ontarians with Disabilities Act (AODA)

14.

Employment Equity Act

15.

Ontario Human Rights Code

Appendices
16.

N/A

Revision History
Authority
City Manager

Date
Click or tap to
enter a date.

HR023 Inclusion & Belonging Policy

Approval
CM26-008

Description of
Amendment
New policy
Page 5 of 7
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Authority
Choose an item.
Choose an item.

Date
Click or tap to
enter a date.
Click or tap to
enter a date.

HR023 Inclusion & Belonging Policy

Approval
Choose an item.

Description of
Amendment

Choose an item.

Page 6 of 7
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HR023 Inclusion & Belonging Policy

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Protect.
Respect.
Connect.

GREY SAUBLE CONSERVATION AUTHORITY
MINUTES
Annual General Meeting & Full Authority Board of Directors
Wednesday, April 22, 2026, at 1:15 p.m.
The Grey Sauble Conservation Authority (GSCA) Board of Directors’ meeting was held in a hybrid
format of in-person at the Grey Sauble Conservation Authority Administrative Office and virtually via
the meeting application, WebEx.
1.

Call to Order

Chair Scott Greig called the meeting to order at 1:16 p.m., welcomed all those present in person and
virtually, and provided a land acknowledgment.
Directors Present In-Person: Chair Scott Greig, Vice Chair Jennifer Shaw, Robert Uhrig, Nadia
Dubyk, Tony Bell, Tobin Day, Alex Maxwell, Rick Winters
Directors Present Virtually: Jon Farmer, Caleb Hull
Regrets: Scott Mackey
Staff Present: CAO, Tim Lanthier; Administrative Assistant, Valerie Coleman; Manager of Information
Services, Gloria Dangerfield; Manager of Environmental Planning, MacLean Plewes; Environmental
Planner, Clinton Stredwick; Intermediate Planner, Chris Scholz; Intermediate Planner, Nicole
McArthur
2.
Disclosure of Pecuniary Interest
The Directors were reminded to disclose any pecuniary interest that may arise during the course of
the meeting. No disclosures of pecuniary interest were expressed at the time.
3.

Call for Additional Agenda Items
Nothing at this time.

4.

Adoption of Agenda

Motion No.:
FA-26-041

10.e Verbal Report from the Deputy Mayor Re: Grey County Council CONSENT AGENDA

Owen Sound City Staff propose transferring three vacant parcels on 8th Avenue East from corporate ownership to the Owen Sound Municipal Non-Profit Housing Corporation (OSMNPHC). This structural shift avoids legal restrictions that prevent giving property below market value to commercial entities, ensuring public land directly supports low-income residents rather than profit motives. The new non-profit shares identical boards and goals with its predecessor but operates under a structure compatible with municipal laws for affordable housing delivery near Bayfield Landing, where the site will foster shared services and focus on high-demand one-bedroom rentals. A parallel recommendation approves renewing a lease with Transport Canada to allow camping at summer derby events this fall after an initial 2025 pilot succeeded in utilising federal lands communally; simultaneously, staff are reviewing fees for these derbies which have risen from $750 to $1,000 plus HST. Staff also propose fairer processes to manage private structures on public land by adding "refurbishment" rules that allow repairing existing buildings within their approved footprints without expansion onto public property. Application fees would drop significantly if Council approves amendments in July 13 by-laws. To speed approvals for routine cases, the City Manager recommends delegating authority jointly to directors of community services and public works/engineering when staff agree on conditions. Additionally, staff propose replacing reactive workplace safety policies with new proactive documents emphasizing shared accountability under proposed HR010 Respectful Workplace Policy and HR023 Inclusion & Belonging Policy. These drafts define bullying as repeated hurtful behavior including cyber-bullying via emails and social media, expand domestic violence definitions to include partners or family members gaining power over workers, and mandate inclusive hiring based on merit without systemic discrimination barriers. The organisation will conduct risk assessments to prevent workplace violence while providing confidential counseling through the Employee Family Assistance Programme if conflicts persist among diverse groups such as women, Aboriginal peoples, persons with disabilities, and visible minorities.

Page 134 of 353

Previous Report/Authority:
CR-25-097 Support for Affordable Housing - Transfer of Lands at 2181,
2207, and 2229 8th Avenue East
"THAT in consideration of Staff Report CR-25-097, respecting Support
for Affordable Housing – Transfer of Lands at 2181, 2207, and 2229
8th Avenue East, City Council directs staff to:
1. Bring forward a by-law to authorize the Mayor and Clerk to
execute a funding agreement with the County of Grey to receive
a grant in the amount of $45,000 in support of the City’s recent
acquisition of the subject lands; and
2. Proceed with the transfer of the subject lands to the Owen
Sound Housing Company (OSHC) and bring forward a by-law to
authorize the Mayor and Clerk to execute any agreements,
instruments, or legal documents necessary to complete the
transfer with the inclusion of a condition that Peter Lemon will be
recognized in the naming of the building or complex."

Background:
On June 17, 2024, Council authorized staff to pursue the acquisition of three
vacant parcels located at 2181, 2207, and 2229 8th Avenue East from the
Ministry of Infrastructure for the purpose of supporting affordable housing
development. The acquisition was completed in May 2025 following
matters. The transaction represented a unique opportunity for the City to
acquire lands that had been forfeited to the Crown and preserve them for
future affordable housing development.
Subsequently, Council approved entering into a funding agreement with Grey
County and directed staff to proceed with transferring the lands to the Owen
Sound Housing Company (OSHC) to facilitate future affordable housing
development.

Analysis and Options:
Since Council's approval, staff have undertaken additional legal review of the
proposed transfer structure. Through this review, it was determined that
Staff Report CR-26-063: Support for Affordable Housing – Transfer of Lands to the
Owen Sound Municipal Non-Profit Housing Corporation
Page 2 of 6

Page 135 of 353

transferring the lands directly to the Owen Sound Housing Company (OSHC)
may engage the anti-bonusing provisions contained in Section 106 of the
Municipal Act, 2001. Section 106 generally prohibits municipalities from
directly or indirectly assisting a manufacturing business or other industrial or
commercial enterprise through the granting or conveying of municipal
property at less than fair market value.
While the City is the sole living shareholder of OSHC and the corporation's
purpose is the provision of affordable housing, OSHC is structured as a
business corporation. As a result, a transfer of municipally owned lands to
OSHC for nominal or below-market consideration could create uncertainty
regarding the application of Section 106. Staff are therefore recommending
an alternative transfer structure that better aligns with the legislative
framework.
The Owen Sound Municipal Non-Profit Housing Corporation (OSMNPHC) is a
separate non-profit corporation established to provide affordable housing for
low and moderate-income residents. As a non-profit housing provider,
OSMNPHC does not fall within the type of industrial or commercial enterprise
contemplated by the bonusing provisions of Section 106. Accordingly, the
transfer of lands to OSMNPHC for affordable housing purposes provides a
more appropriate and legally defensible mechanism to achieve Council's
original objective.
OSMNPHC and OSHC share the same Board of Directors, administrative staff,
strategic objectives, and housing mandate. The separation of the two
corporations is largely historic in nature, reflecting the evolution of affordable
housing delivery over several decades. The intended housing outcomes,
governance oversight, and operational management of the future
development remain unchanged regardless of which entity ultimately
receives title to the lands. Staff will continue to work with legal counsel
throughout the transfer process to ensure the transaction is structured
appropriately and remains consistent with applicable legislation.
The purpose of the proposed transfer remains unchanged from Council's
previous direction. The lands were acquired specifically to support the
creation of affordable housing and to leverage the existing expertise and
capacity of the local housing sector.
OSMNPHC has advised that it intends to develop the lands for affordable
rental housing, with a particular focus on one-bedroom units, which continue
Staff Report CR-26-063: Support for Affordable Housing – Transfer of Lands to the
Owen Sound Municipal Non-Profit Housing Corporation
Page 3 of 6

Page 136 of 353

to represent one of the greatest areas of demand within the housing system.
The properties are located immediately adjacent to Bayfield Landing, an
existing affordable housing development owned and operated by the housing
organizations. This proximity creates opportunities for operational efficiencies
through shared maintenance resources, coordinated property management,
and economies of scale in future service delivery.
Transferring the lands to OSMNPHC also reflects the collaborative efforts of
the City of Owen Sound, Grey County, the Province of Ontario, and the local
housing sector. The City utilized a unique opportunity to acquire lands from
the Province, Grey County contributed funding toward the acquisition, and
OSMNPHC is prepared to advance future housing development on the site.
Together, these actions demonstrate how municipal assets can be
strategically leveraged to support community wellbeing and increase the
supply of deeply affordable housing.
Subject to Council's approval, staff will continue to work with the City's legal
representatives and the legal representatives of OSMNPHC to structure and
complete the transfer in a manner that protects the City's interests, complies
with applicable legislation, and supports the timely advancement of future
housing development.

Procedural By-law Requirements
Should Council support the direction outlined in the report, the following
process must be followed:
1.

Waive the Notice of Motion requirement in the Procedural By-law;

2.

Owen Sound Municipal Non-Profit Housing Corporation (OSMNPHC)
rather than the Owen Sound Housing Company (OSHC); and

3.

Address the report recommendation.

Resource Alignment:
Financial Resources
The acquisition of the subject lands was completed in May 2025 and was
funded through a combination of the City's Land Sale Reserve and a $45,000
contribution from Grey County. The associated tax arrears were written off
against the City's annual Tax Write-Off Operating Budget. The funding
Staff Report CR-26-063: Support for Affordable Housing – Transfer of Lands to the
Owen Sound Municipal Non-Profit Housing Corporation
Page 4 of 6

Page 137 of 353

sources identified through the original acquisition process were sufficient to
cover these costs.
The recommendations contained within this report do not alter the financial
commitments previously approved by Council. There will be legal costs
associated with completing the transfer of the lands to the OSMNPHC;
however, these costs are expected to be minimal and will be funded from the
Land Sale Reserve. No additional tax levy funding is required.

Human Resources
The transfer of the subject lands will be administered through the City's
Finance and Clerks divisions, in consultation with the City's legal counsel and
the OSMNPHC. The work associated with completing the transfer is
anticipated to be minimal and can be accommodated within existing staff
resources. No additional staffing or operating resources are required.

Time and Scheduling
Subject to Council approval, staff will immediately begin working with the
City's legal representatives and the OSMNPHC to facilitate the transfer of the
subject lands. The transfer is anticipated to be completed well in advance of
any future construction activities, ensuring that the Housing Corporation is
appropriately positioned to advance planning, secure funding opportunities,
and undertake any required due diligence in support of the future
development.

Technology and Infrastructure
N/A.

Climate and Environmental Impacts:
There are no anticipated climate or environmental impacts.

Communication and Engagement:
A media release was issued following Council's original approval of the
acquisition of the subject lands, highlighting the collaborative efforts of the
City of Owen Sound, the Province of Ontario, Grey County, and the local
housing sector in preserving these lands for future affordable housing
development.

Staff Report CR-26-063: Support for Affordable Housing – Transfer of Lands to the
Owen Sound Municipal Non-Profit Housing Corporation
Page 5 of 6

Page 138 of 353

As the recommendations contained in this report are administrative in nature
and are intended to facilitate the implementation of Council's previously
approved direction, a separate media release is not anticipated at this time.
The initiative will continue to be highlighted as part of the City's broader
communications regarding its ongoing efforts, in partnership with other
levels of government and community organizations, to address housing
shortages and support the development of affordable housing opportunities
within the region.

Report Developed in Consultation With:
CEO, Owen Sound Municipal Non-Profit Housing Corporation

Attachments:
None.
Submission approved by:
Tim Simmonds, City Manager
For more information on this report, please contact Kate Allan, Director of
Corporate Services at kallan@owensound.ca or 519-376-4440 ext. 1238.

Staff Report CR-26-063: Support for Affordable Housing – Transfer of Lands to the
Owen Sound Municipal Non-Profit Housing Corporation
Page 6 of 6

Page 139 of 353

Staff Report
Report To:

City Council

Report From:

Pamela Coulter, Director of Community Services

Meeting Date:

June 15, 2026

Report Code:

CS-26-054

Subject:

Lease Agreement with Transport Canada for Use of Lands
for Derby Camping

Recommendations:
THAT in consideration of Staff Report CS-26-054 respecting a Lease
Agreement with Transport Canada for the Use of Lands for Derby Camping,
City Council directs staff to bring forward a by-law to authorize the Mayor
and Clerk to execute the lease agreement.

Highlights:




Council has approved a new Regulatory By-law for Derby Camping.
A License Permit with Transport Canada was required to permit the
use of the federal lands for Derby Camping during the fall derbies.
After the first year, Transport Canada has agreed to renew the
lease in 2026.

Vision 2050 - Strategic Plan Alignment:
Strategic Plan Priority: The recommendation contributes to core service
delivery or a corporate initiative that enables service delivery for one or more
strategic priorities.

Previous Report/Authority:
Report CS-25-006 – Extended Parking along the Harbour During the Annual
Fishing Derbies
Staff Report CS-26-054: Lease Agreement with Transport Canada for Use of Lands
for Derby Camping
Page 1 of 3

Page 140 of 353

Report CS-25-036 – Report 2 Regarding Extended Derby Parking (Derby
Camping) Regulatory By-law and Other Implementation
Regulatory By-law No. 2025-047 (The Derby Camping By-law)
Report CS-25-056 – Licence Agreement with Transport Canada for the Use of
Lands for Derby Camping
Report CS-25-115 – Derby Camping Year One Implementation

Background:
In 2025, the City updated the Regulatory By-law that controls the use of
lands for “Derby Camping” during the fall fishing derbies. The Regulatory Bylaw permits Derby Camping on four properties. The lands in the west and
east harbour areas are owned by Transport Canada and are not subject to a
lease agreement with the City, and the previous reports identified the need
for an agreement with Transport Canada for the use of these lands. In 2025,
these lands were leased from Transport Canada for the duration of the event.
Transport Canada has agreed to renew the lease for this use again in 2026.

Analysis and Options:
In 2026, the fee to use the federal lands increased from $750 to $1,000.
There is a new proposed provision that requires the City to grade the area
following the event. Staff is going to work with Transport Canada staff on
this requirement and request that this be required only if necessary, based
on post event conditions.

Resource Alignment:
Financial Resources
$1,000 plus HST for both the east and west side locations.
The sale of permits for this space will generate revenue for the City aimed at
recovering a portion of the City's costs to support the use of the space by
anglers during the derbies. The sale of passes does not completely offset the
costs of administering derby camping. There are non-financial benefits in
how the public space is used and in supporting this event, which has a
positive economic impact on the community.
Staff Report CS-26-054: Lease Agreement with Transport Canada for Use of Lands
for Derby Camping
Page 2 of 3

Page 141 of 353

Human Resources
The staff time required to support the administration of this by-law, and its
implementation has been reduced with the experience of the first year.
Parks staff time is still required to set up the site, and By-law and Building
Division staff will support enforcement during the course of the event.

Time and Scheduling
N/A.

Technology and Infrastructure
The City’s PerfectMind software is used to sell the passes online.

Climate and Environmental Impacts:
The recommendation supports both the City's Corporate Climate Change
Adaptation Plan and the City's Climate Mitigation Plan.

Communication and Engagement:
There is a dedicated webpage for Derby Camping.
The City has a rack card with basic information and a QR code that is
available at the Visitor Centre and has been distributed by the Sydenham
Sportsmen’s Association at many sporting shows over the winter months.
Social media and a media release will announce the start of the sale of
spaces in June 2026.

Report Developed in Consultation With:
Attachments:
None.
Submission approved by:
Tim Simmonds, City Manager
For more information on this report, please contact Pamela Coulter, Director
of Community Services at pcoulter@owensound.ca or 519-376-4440 ext.
1252.
Staff Report CS-26-054: Lease Agreement with Transport Canada for Use of Lands
for Derby Camping
Page 3 of 3

Page 142 of 353

Staff Report
Report To:

City Council

Report From:

Kristen Van Alphen, Manager of Legislative Services

Meeting Date:

June 15, 2026

Report Code:

CR-26-062

Subject:

Encroachment Agreements – Delegation of Authority

Recommendations:
THAT in consideration of Staff Report CR-26-062 respecting a Delegation of
Authority for Encroachment Agreements, City Council directs staff to:
1.

2.

Bring forward a by-law to:
a.

Amend Encroachment By-law No. 2020-100 to include
encroachment refurbishments, as outlined in the report;

b.

Amend the 2026 Fees and Charges By-law to include a $200
application fee and a $300 agreement fee for encroachment
refurbishments, as outlined in the report;

c.

Amend Delegation of Powers and Duties By-law No. 2014-109
to delegate authority to the Director of Public Works &
Engineering and the Director of Community Services, acting
jointly, to execute encroachment agreements as outlined in the
report; and

Provide notice of the fee amendment in accordance with Notice Bylaw No. 2018-022.

Highlights:



The City enters into encroachment agreements with private
landowners when they encroach onto public lands.
In addition to the process for new encroachments, staff would like
to introduce a process for encroachment refurbishments, including
fees for refurbishment applications and agreements.

Staff Report CR-26-062: Encroachment Agreements – Delegation of Authority
Page 1 of 5

Page 143 of 353



To streamline approvals for straightforward applications, staff
recommend that the Director of Community Services and the
Director of Public Works & Engineering, acting jointly, be delegated
the authority to approve applications and enter into agreements on
behalf of City Council. This would reduce the time required for
encroachment approval and improve administrative efficiency.

Vision 2050 - Strategic Plan Alignment:
Strategic Plan Priority: The recommendation contributes to core service
delivery or a corporate initiative that enables service delivery for one or more
strategic priorities.

Previous Report/Authority:
Encroachment By-law No. 2020-100

Background:
The City enters into agreements with property owners when private
landscaping, vegetation, man-made objects, or items of personal property
are located on City lands, either in their entirety or as an extension of private
property. The benefits to the City of these agreements are an understanding
of which encroachments have been approved and a reduction in risk
exposure through the property owner's indemnification of the City.
In 2020, the City adopted Encroachment By-law No. 2020-100, which sets
out the criteria by which applications will be evaluated, outlines the
application process, and outlines the obligations of encroachment agreement
holders.
Currently, all encroachment applications are submitted to Council for final
approval, regardless of the file's complexity.

Analysis and Options:
Amend Encroachment By-law
While the current Encroachment By-law provides a strong framework for new
encroachment applications, it does not address applications to refurbish
existing encroachments. As encroachments age, they require maintenance,
which may involve periodic refurbishment.
Staff Report CR-26-062: Encroachment Agreements – Delegation of Authority
Page 2 of 5

Page 144 of 353

Staff recommend updating the Encroachment By-law to include provisions for
refurbishment applications. The proposed changes are as follows:
1.

Amend section 7, under Part II. Interpretation, to include a definition of
refurbishment:
“Refurbishment” means any reconstruction that alters an element of an
existing approved encroachment.

2.

Amend section 43, under Part XVIII. Exceptions and Grandfathering, to
reference refurbishment:
Notwithstanding section 8 of this by-law, any Encroachment authorized
under an Encroachment Agreement determined by the Clerk to be valid
and binding at the date of enactment of this by-law shall not require
further authorization pursuant to this by-law until the Encroachment
Agreement has expired, is terminated or until the encroachment
requires refurbishment.

3.

Add sections 43.1 and 43.2 to read:
43.1 An encroachment may be refurbished provided that the
refurbishment:
a.

substantially maintains the approved footprint; and

b.

does not extend further onto Public Lands.

43.2 Where an encroachment requires refurbishment, a new application
with updated diagrams or photographs may be required, depending on
the extent of the changes and the age of the original agreement.

Amend Fees and Charges By-law
To encourage holders of encroachment agreements to obtain City approval
for refurbishments, and in recognition of the smaller workload of
refurbishment files, staff recommend that fees for encroachment
refurbishment applications be $200 and encroachment refurbishment
agreements be $300. This represents a 50 per cent reduction from the new
encroachment fees of $400 and $600, respectively.
If Council approves this fee addition, notice will be posted on the City’s
website, and a by-law to add the fees will be brought forward in July.

Amend Delegation of Powers and Duties By-law
In order to use Council and staff time effectively, staff recommend
delegating the approval of applications and the execution of encroachment
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agreements to the Director of Community Service and the Director of Public
Works & Engineering, acting jointly, in the following circumstances:
1.

Applications for new encroachments
Where staff in the divisions of Building, By-law Enforcement,
Engineering, Fire, Parks & Open Space, and Planning reach consensus
on the application and any recommended conditions.

2.

Applications for refurbished encroachments
Where:
a.

b.

the encroachment:
i.

substantially maintains the approved footprint; and

ii.

does not encroach further onto public lands; and

staff in the divisions of Building, By-law Enforcement, Engineering,
Fire, Parks & Open Space, and Planning reach consensus on the
application and any recommended conditions.

In these circumstances, all staff comments will be provided to the authorized
Directors to review in advance of signing the agreement to ensure all
conditions are included. The agreements will be registered on title to the land
as part of the agreement fee.
In circumstances where there is a difference of opinion among staff, or
where the authorized Directors choose, the application will be brought
forward for Council’s consideration.

Resource Alignment:
Financial Resources
Current encroachment fees are $400 for the application and $600 for the
agreement. Proposed fees for refurbishments are $200 for the application
and $300 for the agreement. These fees factor in staff time to review,
analyze, and comment on applications; staff time to draft agreements; legal
costs; and disbursements to register the agreement on title.

Human Resources
Delegating the approval of encroachment applications and the execution of
encroachment agreements to staff will relieve staff of writing reports and bylaws for straightforward matters and limit Council reports to those requiring
Council input.

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Time and Scheduling
If approved, the amending by-laws will come forward on July 13 and take
effect immediately.

Technology and Infrastructure
N/A.

Climate and Environmental Impacts:
There are no anticipated climate or environmental impacts.

Communication and Engagement:
This report has been posted to the City’s website with the agenda in advance
of the meeting. Notice of the change to the Fees and Charges by-law will be
provided on the City’s website a minimum of ten (10) days prior to Council
considering the by-law. A consolidated version of each amended by-law will
be posted on the City’s website.

Report Developed in Consultation With:
Director of Community Services, Director of Public Works & Engineering, City
Clerk

Attachments:
None.
Reviewed by:
Briana Bloomfield, City Clerk
Kate Allan, Director of Corporate Services
Submission approved by:
Tim Simmonds, City Manager
For more information on this report, please contact Kristen Van Alphen,
Manager of Legislative Services at kvanalphen@owensound.ca or 519-3764440 ext. 1228.

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Staff Report
Report To:

City Council

Report From:

Hannah McCulloch, Human Resources Specialist: Safety,
Equity and Wellness

Meeting Date:

June 15, 2026

Report Code:

CR-26-058

Subject:

Policy Updates – Respectful Workplace and Inclusion &
Belonging

Recommendations:
THAT in consideration of Staff Report CR-26-058 respecting Policy Updates –
Respectful Workplace and Inclusion & Belonging, City Council receives the
report for information purposes.

Highlights:




HR010 replaces the former Workplace Violence, Harassment and
Sexual Harassment policy with an updated framework that
maintains legislative compliance while emphasizing a proactive,
respectful workplace culture.
HR023 is a newly developed policy that operationalizes the City’s
Inclusion Strategy (2023–2028), establishing a formal commitment
to equity, diversity, inclusion, and belonging across the
organization.
Together, the policies provide both a strong baseline for preventing
discrimination, harassment, and violence, and a forward-looking
approach to fostering inclusion, employee engagement, and
organizational performance.

Staff Report CR-26-058: Policy Updates – Respectful Workplace and Inclusion &
Belonging
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Vision 2050 - Strategic Plan Alignment:
Strategic Plan Priority: Fostering Mutually Beneficial & Respectful
Relationships - Establishing, reconciling, and continually nurturing
relationships that result in mutual benefit, trust and shared understanding.

Previous Report/Authority:
N/A.

Background:
The City of Owen Sound regularly reviews internal Human Resources policies
consistent with legislative and corporate requirements. This review process
identified an opportunity to modernize an existing policy and introduce a new
foundational policy that better reflects the City’s commitment to a safe,
respectful, and inclusive workplace.
The City’s former Workplace Violence, Harassment and Sexual Harassment
policy was identified for update. While compliant, the previous policy was
largely reactive and focused on responding to prohibited behaviours. The
updated HR010 Respectful Workplace Policy reflects a more contemporary,
proactive approach that emphasizes respect, shared accountability, and the
prevention of harm, while continuing to meet all legislative obligations. As a
developed in tandem with the policy to expand on the process and provide
tangible steps for resolving concerns.
In addition, the City’s Inclusion Strategy (2023–2028) identified the need for
a formal policy to establish clear expectations and accountability related to
equity, diversity, inclusion, and belonging across the organization. In
response, HR023 Inclusion & Belonging Policy has been developed as a new
foundational document to guide inclusive practices in employment, workplace
culture, and service delivery, and to support the implementation of the
Strategy’s priorities.
Together, these policies represent a coordinated approach to strengthening
the City’s workplace culture, focusing on a respectful environment and
ongoing commitment to inclusion and belonging.

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Belonging
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Analysis and Options:
Staff reviewed relevant legislation and internal data sources to inform the
development of these policies. This included a review of the previous
Workplace Violence, Harassment and Sexual Harassment policy, current
legislative requirements under the Occupational Health and Safety Act and
Ontario Human Rights Code, best practices across the municipal sector, and
alignment with the City’s Inclusion Strategy (2023–2028). Internal
considerations also included employee feedback mechanisms (such as
engagement survey results), trends in workplace concerns and complaints,
and the need for clearer, more accessible policy language and processes.
Through this review, staff identified that while the City’s previous Workplace
Violence, Harassment, and Sexual Harassment policy met legislative
requirements, it was largely reactive in nature and focused primarily on
compliance and response.
At the same time, there was no existing corporate policy relating to equity,
diversity, inclusion, and belonging to support the Inclusion Strategy and
guide consistent organizational practices.
Based on this review process, we developed a revised Respectful Workplace
policy and introduced the new Inclusion & Belonging policy in 2026.

Resource Alignment:
Financial Resources
Any potential future enhancements (e.g., expanded training offerings or
external facilitation or investigators) would be considered within existing
budget processes and subject to Council approval, if required. Training of
staff and people leaders will be conducted by Human Resources staff.

Human Resources
The implementation of both the HR010 Respectful Workplace policy and
HR023 Inclusion & Belonging policy will be supported through existing
Human Resources staff and organizational leadership.

Time and Scheduling
This work is consistent with, and supportive of, the Human Resources
Division’s attempts to focus on policy modernization, employee well-being,
and advancing organizational culture. Implementation timelines remain
Staff Report CR-26-058: Policy Updates – Respectful Workplace and Inclusion &
Belonging
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flexible to allow for adjustments as needed; however, no significant delays
are anticipated that would impact other corporate priorities.

Technology and Infrastructure
Overall, no additional infrastructure investment is required, and current
systems are considered adequate and sustainable to support the successful
implementation and ongoing administration of both policies.

Climate and Environmental Impacts:
There are no anticipated climate or environmental impacts.

Communication and Engagement:
Both approved policy documents have been made available to all staff via the
City’s SharePoint site and internal bulletin and Health and Safety boards.
A comprehensive page will be built on the City’s intranet to house policy
documentation and future training on maintaining a Respectful Workplace
environment.

Report Developed in Consultation With:
Manager of Human Resources, Director of Corporate Services

Attachments:
1.

HR010 Respectful Workplace Policy

2.

3.

HR023 Inclusion & Belonging Policy

Reviewed by:
Janet Ashfield, Manager of Human Resources
Kate Allan, Director of Corporate Services
Submission approved by:
Tim Simmonds, City Manager
For more information on this report, please contact Hannah McCulloch,
Human Resources Specialist: Safety, Equity & Wellness at
hmcculloch@owensound.ca or 519-376-4440 ext. 1273.
Staff Report CR-26-058: Policy Updates – Respectful Workplace and Inclusion &
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Policy HR010
Respectful Workplace

Topic: Human Resources
Lead Division: Human Resources
Next Scheduled Review: 2031

Policy Statement
1.

All City of Owen Sound employees are entitled to a respectful workplace and
are expected to contribute to maintaining one. The City fosters a respectful
workplace and as such does not condone or tolerate any form of workplace
discrimination, harassment, sexual harassment, bullying, cyber‑bullying,
workplace violence, domestic violence, or reprisal. The City is committed to
implementing preventative measures to reduce the risk of violence and
harassment in the workplace. If these issues arise, the City will respond to
and address concerns fairly, promptly, and as confidentially as possible.

Purpose
2.

The purpose of this policy is to:
a.

Define behaviours that constitute discrimination, workplace violence,
workplace harassment, and workplace sexual harassment.

b.

Identify roles and responsibilities when discrimination, harassment, and
violence occur in the workplace.

c.

Establish a procedure and process for City employees bringing forward,
investigating, and responding to concerns or reports of discrimination,
harassment, sexual harassment, and/or violence in the workplace.

d.

Provide a foundation that enables the City to take all reasonable steps
to support a workplace and service environment free from
discrimination, violence, harassment, and sexual harassment.

Scope
3.

This policy applies to all City employees while in the workplace. Volunteers
and members of City Council or committees are afforded the same
workplace rights and protections provided by this policy while performing
authorized work-related activities on behalf of the City in the workplace.

4.

regarding procedures for dealing with, reporting on, and investigating actual,
attempted, or threatened workplace violence, harassment, or sexual
harassment.

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Definitions
5.

For the purposes of this policy,
“Bullying” means repeated behaviour that is hurtful, intimidating, insulting,
or meant to undermine someone. Bullying falls under the scope of workplace
harassment;
“City” means the City of Owen Sound, and a reference to the City is a
reference to the geographical area or The Corporation of the City of Owen
Sound as the context requires;
“Complainant” means a person who feels they have been subjected to
discrimination, bullying or cyber-bullying, workplace violence, harassment,
sexual harassment, or domestic violence;
“Cyber-bullying” means a form of bullying done through technology –
including emails, social media, messaging apps, or online posts – that
harms, humiliates, or targets someone. Cyber-bullying falls under the scope
of workplace harassment;
“Discrimination” means treating someone unfairly or negatively because of a
protected ground and personal characteristics described under the Ontario
Human Rights Code. Discrimination is a type of workplace harassment, and
may show up in comments, decisions, or behaviours that disadvantage
someone because of who they are. It could include an employee not being
offered training opportunities due to their age, making negative comments
about someone’s accent, refusing to use an employee’s correct name or
pronouns, excluding someone from an activity due to disability, suggesting
there are specific types of work for men versus women, penalizing someone
for taking time off for religious observances, or offering less scheduled hours
for someone who is pregnant or has childcare needs.
“Domestic violence” (in the workplace) means a pattern of behaviour, harm,
or threats used by one person to gain power or control over another person
who is their current or former partner or family member. If the abuse or
threat could affect someone at work – for example, an abusive partner
shows up at the workplace – the employer must take reasonable precautions
to help protect the employee at risk, alongside all other employees. This
pattern of behaviour may include physical violence, sexual, emotional,
and/or psychological intimidation, verbal abuse, stalking, using electronic
devices to harass and control. Signs of domestic violence may include:
chronic absenteeism, injuries, emotional distress, depression, or receipt of
frequent phone calls.

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“Strategic Leadership Team” means the City Manager, the Director of
Community Services, the Director of Corporate Services, the Director of
Public Works & Engineering, the Fire Chief, the Chief Curator, the Senior
Manager of Strategic Initiatives or any one of the above, and any designates
thereof;
“Employee” means City of Owen Sound full-time employees, part-time
employees, students, volunteers, members of Council and Committee;
“Manager” means an employee who is responsible for a City division and
includes employees who supervise and manage other employees;
“Reprisal” means punishing, threatening, or mistreating someone because
they: raised a concern or complaint, participated in an investigation, or
exercised their rights under this policy or the law. Reprisal is strictly
prohibited;
“Respectful workplace” means a work environment where everyone treats
each other with courtesy, dignity, professionalism, and fairness. It is a place
where all employees feel safe, supported, and able to do their work without
fear of encountering harm, mistreatment or disrespect;
“Respondent” means the individual against whom allegations of
discrimination, workplace harassment, sexual harassment, bullying, cyberbullying, workplace violence, or domestic violence have been made;
“Workplace” means any place where employees conduct work for the City.
This can include usual worksites, another location employees have travelled
to for work, off-site meetings, conventions, a client’s home, a vehicle, or any
space where work-related activities happen—whether it’s on-site, off-site, or
nearby;
“Workplace harassment” means any unwelcome behaviour – words or
actions – that could discriminate against, offend, embarrass, demean,
intimidate, or humiliate someone. It includes things like repeated rude
comments, mocking or jokes at someone’s expense, deliberately excluding
someone to undermine them, spreading rumours or gossiping, yelling at
someone to shame or belittle them in front of others, or any conduct that is
known, or should be known, to be unwelcome. Harassment can happen in
person, over email, through texts, or online;
“Workplace sexual harassment” means a type of harassment that involves
unwelcome sexual comments, jokes, behaviour, or attention. It also includes
any sexual solicitation or advance from someone who has power over a
worker – such as a supervisor – when that person knows or should know the
attention is unwelcome. Examples could include sexual jokes, comments
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about someone’s body or appearance, unwanted staring or touching, or
pressuring someone for dates or sexual favours.
“Workplace violence” means using physical force against someone at work
that could cause injury, attempts to use physical force, or making
statements or gestures that a reasonable person would interpret as a threat
of physical harm. Examples could include physical contact such as pushing,
hitting, kicking, or grabbing; throwing objects in anger; confinement such as
blocking or cornering someone; uttering threats such as “you’ll regret this”
or “I should punch you”; and domestic violence matters such as an
employee’s partner showing up at work and making threats.

Policy
Reporting
6.

Employees are encouraged to report any incidents of workplace harassment,
sexual harassment, or violence that affect their safety or well-being. Reports
may be made to a supervisor, a Human Resources staff member, any
member of management, a representative of the Union, or the City Manager
if the concern involves leadership. All reports will be taken seriously and
handled confidentially, impartially, and promptly.

7.

8.

All incidents and complaints brought forward will be investigated in a manner
appropriate to the circumstances. Investigations will be objective, timely,
and confidential, except where disclosure is necessary. Detailed complaints
and investigation processes related to this policy are outlined for both
Procedure.

9.

Human Resources staff will oversee investigations in accordance with the
investigators when appropriate. If a Human Resources staff member is a
party (complainant, respondent, witness) to a complaint made under this
policy, the City Manager may appoint an alternate employee for the
purposes of dealing with the complaint. Where necessary, temporary
workplace adjustments may be made to protect the safety and privacy of
those involved. This may include paid leave, relocation, or changes in
reporting relationships.

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10.

A complainant has the right to withdraw their complaint at any stage in the
process. The City will continue to act on the complaint where it is necessary
to comply with its legal obligations.

11.

This policy and the related implementation procedure do not prevent
the Ontario Human Rights Code, a Collective Agreement, or through legal
action.

Time Limit
12.

Complaints filed under this policy must be initiated within one (1) year of the
incident occurring. In extenuating circumstances where an employee is
unable to come forward sooner (eg. trauma, fear of reprisal, evolving
patterns of behaviour) Human Resources may consider a complaint filed
beyond the one year limitation.

No reprisal
13.

The City does not tolerate retaliation against anyone who files a complaint,
complaint under this policy. Acts of reprisal are strictly prohibited and will be
subject to disciplinary action up to and including dismissal.

Bad faith
14.

If an investigation finds that a complaint was made in bad faith or is
vexatious, a consequence may be imposed on the complainant. The severity
of the consequence will reflect the seriousness and impact of the complaint.

Not harassment
15.

The City does not condone harassment or bullying under the guise of strong
management. All employees deserve to be treated with dignity and respect.
However, the legitimate and proper exercise of the employer’s right to
supervise or manage does not constitute harassment under this policy. This
includes performance reviews, work evaluation, providing work direction and
disciplinary measures taken for any valid reason.

Work refusal
16.

Employees may refuse work if workplace violence is likely to endanger
them. Work cannot be refused solely on the grounds of workplace
harassment. However, all violence and harassment matters brought
forward will be investigated.

Costs

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17.

The City will be responsible for the costs of the administration of this policy
and its related procedures including the costs of any mediation services. All
parties retaining legal or any other assistance shall be solely responsible for
the cost involved.

Confidentiality
18.

The City recognizes that it can be extremely difficult to come forward with a
complaint, and similarly that it can be devastating to be wrongly convicted
or accused. The City recognizes the interest of both the complainant and the
respondent in keeping the matter confidential.

Responsibilities
19.

20.

Employees are responsible for:
a.

sharing the responsibility of maintaining a safe, inclusive, respectful
environment free from violence and harassment. This means actively
avoiding, addressing, and refusing to engage in, condone, or ignore
behaviour(s) that violate this policy. If you believe harassment or
violence is occurring in the workplace, notify your supervisor, any
member of management or a member of the Human Resources Division
as soon as possible;

b.

participating in applicable training and instruction on respectful
workplace, related policies and programs;

c.

cooperating fully in investigations by providing honest, factual
information when prompted;

d.

maintaining confidentiality regarding complaints or investigations,
except when disclosure is required; and

e.

refraining from retaliating against anyone who makes a complaint or
participates in an investigation.

Human Resources & Health and Safety are responsible for:
a.

annually preparing, posting, reviewing, and providing communication on
this written Respectful Workplace policy and the associated Respectful

b.

conducting risk assessments and sharing results to division supervisors
and JHSCs;

c.

providing employees and supervisors with information, instruction, and
training on respectful workplace, policies and programs;

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21.

22.

d.

receiving complaints, participating in the investigation process, and
conducting required follow-up for any reported incidents of workplace
violence, harassment, or sexual harassment; and

e.

filing all documentation related to complaints made under this policy in
one centralized location to maintain confidentiality.

Managers and supervisors are responsible for:
a.

modelling respectful behaviour and promoting a culture of safety and
professionalism for employees;

b.

addressing inappropriate behaviour immediately, whether witnessed or
reported, to prevent escalation. Supervisors cannot ignore signs of
harassment or violence;

c.

receiving and acting on reports of workplace violence or harassment
promptly, and ensuring concerns are directed to the proper reporting
channel(s);

d.

ensuring employees know how to report incidents, including alternative
options if the supervisor or employer is the alleged harasser;

e.

supporting the investigation process by providing information,
documents, or access as required;

f.

maintaining confidentiality to the greatest extent possible while
complying with investigations and safety obligations;

g.

assisting in safety planning in situations that may involve domestic
violence risk affecting an employee in the workplace; and

h.

ensuring all workers receive required training and instruction on
respectful workplace related policies and programs.

The Employer is responsible for:
a.

providing a safe workplace for all employees, free from violence,
discrimination and harassment;

b.

ensuring equal treatment in employment, including hiring, training,
promotion, performance, termination, work conditions, pay and
benefits;

c.

requiring all employees to work respectfully and not participate in
violence or harassment;

d.

ensuring all workplace harassment and violence concerns are
investigated in a manner appropriate to the circumstances, objectively
and promptly;

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e.

developing, maintaining, and implementing related programs to support
Procedures should include instructions for reporting, investigating,
follow-up procedures for investigations, measures to control identified
risks, and procedures for summoning immediate assistance;

f.

implementing measures and procedures to control known risks, where
risks are identified in risk assessments;

g.

responding to risks and taking all reasonable precautions in situations
involving violence or domestic violence that may create workplace risk;

h.

protecting employees by sharing information about a person with a
known history of violence, but only what is reasonably necessary to
reduce risk;

i.

ensuring corporate compliance with employee training and information
on respectful workplace, policies and programs; and

j.

fostering a workplace free from retaliation by ensuring no reprisal
occurs for reporting concerns or participating in investigations.

Policy review
23.

The Manager of Human Resources will review this policy annually each year
to ensure effectiveness and compliance with applicable legislation.

24.

The Manager of Human Resources is authorized to make such administrative
changes to this policy as appropriate to keep the policy current. Any
revision to the policy’s intent must be presented to the City Manager for
consideration.

Related Information and Resources
Internal
25.

Injury, Illness, and Incident Reporting Procedure

26.

External
27.

Occupational Health and Safety Act, R.S.O. 1990, c 0.1 58.

28.

Human Rights Code, R.S.O. 1990, c. H19

29.

Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c. 11

Revision History
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Authority

Date

Approval

City Manager

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enter a date.

CM26-007

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enter a date.
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enter a date.

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[HR010] Respectful Workplace Policy

Description of
Amendment
- new policy
- formerly called
Workplace
Violence,
Harassment and
Sexual
Harassment CrSHR42
- more
comprehensive
established.

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Procedure
Respectful Workplace

Lead Division: Human Resources

Purpose
1.

To foster a respectful workplace and to provide a clear, supportive process
for resolving workplace concerns related to workplace discrimination,
violence, harassment, and sexual harassment as defined in the City’s
Respectful Workplace Policy.

Background
2.

This procedure supports employees and supervisors in understanding how
workplace concerns related to workplace discrimination, violence, domestic
violence, harassment, and sexual harassment are addressed, and focuses on

Scope
3.

This procedure applies to all employees, including officials (elected or
appointed), volunteers, students, contract workers, and seasonal staff of the
Corporation of the City of Owen Sound. It promotes a respectful workplace
involving workplace violence, harassment, and sexual harassment. It
outlines responsibilities and actions to be taken in emergency situations.
This procedure applies to interactions with customers and other nonemployees when interactions impact the safety and cohesion of the
workplace.

Definitions
4.

For the purposes of this procedure,
“Complainant” refers to the individual making a complaint.
used by the City to receive, assess, investigate, and resolve allegations
of workplace harassment, violence, or discrimination. It ensures that all
complaints are handled fairly, confidentially, and promptly;
“Customer” means all users and visitors of city facilities as well as nonemployees engaged in off-site interaction with city Employees for work-

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related reasons.
“Employee” means City of Owen Sound full-time employees, part-time
employees, students, volunteers, members of Council and committees;
“Employee Family Assistance Program – EFAP” means the program which
is contracted by the Corporation of the City of Owen Sound to provide
confidential counselling to eligible Employees and Officials (Elected or
Appointed).
“Investigator” refers to the person appointed to conduct a formal
investigation. This could include a third-party investigator from outside
the Corporation, or a delegate from inside the Corporation deemed
appropriate to lead the investigation.
“Manager of Human Resources” means individual (or designate)
responsible for overseeing the Respectful Workplace Procedure, including
receiving reports, determining appropriate actions, coordinating
investigations, and ensuring compliance with workplace safety and
harassment policies.
“Respondent” refers to the individual alleged to have engaged in
unwanted or inappropriate behaviour towards another person.
“Retaliation” means any action intended or perceived to intimidate or
pressure an employee who reports or witnesses workplace violence or
harassment. This includes false accusations against another employee.
Retaliation is considered a separate act of workplace violence and will be
addressed under this procedure.
“Supervisor” means the non-union management staff who you directly
report to which could be a supervisor, superintendent, manager, director
or city manager.
“Vexatious or malicious complaints” means complaints made under this
policy which were known to be unfounded at the time they were made.
Making a vexatious or malicious complaint can result in disciplinary
action up to and including dismissal.
“Workplace harassment” under the Occupational Health and Safety Act
Section 1(1), means engaging in a course of vexatious comment or
conduct against a worker in a workplace that is known or ought
reasonably to be known to be unwelcome;
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“Workplace sexual harassment” means a type of harassment that
involves unwelcome sexual comments, jokes, touching, behaviour, or
attention;
“Workplace violence” means the use of physical force by a person
against a worker in a workplace that causes or could cause physical
injury; an attempt to use physical force that could cause physical injury;
and/or a statement or behaviour that a worker could reasonably
interpret as a threat to use physical force that could cause physical
injury.

Procedure
5.

The City aims to prevent risks of workplace violence, harassment, and
sexual harassment by conducting risk assessments and implementing
measures and procedures to control identified risks.

6.

The City is committed to maintaining a respectful work environment for all
employees. The focus of this procedure is to assist employees involved in a
the conflict.

7.

considered in four steps, beginning with step one before escalating further.

Step 1: Individual Action
8.

When safe to do so, employees experiencing workplace concerns or
harassment are encouraged to speak directly with the person involved to
express concerns respectfully.

9.

Without being confrontational, employees may clearly and directly ask the
harasser to stop the offending behaviour. There may be times when the

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person causing the problem is not fully aware of the impact of their actions,
Step 2: Informal Support
10.

Employees may seek help, in confidence, from leaders such as their
supervisor, manager, or Human Resources staff for coaching, guidance, or
facilitated conversations on how to resolve the concern if they are unable to
resolve the conflict in step 1.

11.

The person giving advice will provide information to the complainant
regarding the Respectful Workplace policy and procedure including:

12.

a.

the emphasis on working with the two individuals in conflict to resolve
these issues in an informal manner;

b.

the right to escalate a concern and file a formal written complaint via
the Respectful Workplace Complainant Form;

c.

City’s Employee Family Assistance Program;

d.

the right to have a personal advisor or representative;

e.

that if the employee complainant believes their safety is at risk or
threatened by the respondent, that this should be noted by the leader
involved. In instances where there is a risk of violence, both the police
and Human Resources should be contacted;

f.

the right to withdraw a complaint at any point;

g.

that there are time limits which apply to this process, being 1 year from
the time of the incident in question;

h.

the options available to address a complaint (steps 1 through 4 of this
procedure);

i.

the penalties possible under the Respectful Workplace policy and
complainant if the complaint is found to be vexatious or made in bad
faith; and

j.

the confidentiality of the process.

The complainant will be asked to provide the leader with the following
information:
a.

the name and location of the respondent;

b.

the nature of the complaint;

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13.

c.

the time and date of the complaint; and

d.

the solution needed to resolve the complaint.

The leader, in coordination with Human Resources staff, will provide the
employee complainant with advice as to whether the complaint constitutes
workplace violence, harassment, sexual harassment, discrimination, or
domestic violence. In consultation with Human Resources staff, the leader
will provide advice to the complainant as to whether an alternative method

Step 3: Formal Complaint
14.

If unresolved, employees may file a formal written complaint with Human
Resources staff using the Respectful Workplace Complainant Form.

15.

A formal complaint must contain the following:
a.

complainant details (name, job title, supervisor, work location, etc.);

b.

nature of the concern (i.e. workplace violence, harassment,
discrimination, etc.);

c.

the date, time, and location of the incident;

d.

names of witnesses to the incident, if any;

e.

description or details of the complaint, including circumstances
surrounding the incident;

f.

g.

the desired solution.

16.

Within five (5) working days of receipt of a written complaint, Human
Resources staff will acknowledge receipt of the complaint in writing,
informing the complainant whether their complaint will be pursued under the
Respectful Workplace policy, and, if not, the reasons for not pursuing the
complaint.

17.

Where it is determined that a complaint will not be pursued under the policy,
Human Resources staff will inform the respondent in writing that a complaint
was made against them but will not be pursued. The information provided
will include a copy of the complaint, the reasons for not pursuing it, and a
statement that no response to the complaint is required. Reminders will also
be provided to the respondent regarding the importance of confidentiality
and prohibition of reprisal.

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18.

Where a complaint will be pursued, the respondent will be informed in
writing of the complaint against them and will be provided with a copy of the
complaint. Respondents will be allowed to respond to the allegations, in
writing, within ten (10) working days using the Respectful Workplace
Respondent Form or in a formal meeting with Human Resources staff and
their chosen representative(s). Human Resources staff will provide the
respondent with a copy of the Respectful Workplace Policy & procedure and
inform them of their rights (including the right to have a representative) and
the importance of confidentiality.

19.

Human Resources staff will provide the response to the complaint back to
the complainant within five (5) working days of its receipt.

20.

Within ten (10) working days of the complainant receiving the response,
Human Resources staff will meet separately with both the complainant and
respondent to clarify details of both submissions and identify steps for

21.

If the complaint is not resolved following a clarification meeting with both
the respondent and complainant, Human Resources staff may appoint an
investigator. The investigator may be an individual, internal or external to
the City, who has not played a role in the complaint situation. A formal
investigation will commence within ten (10) working days of the
appointment of an investigator or investigation team.

22.

When a formal complaint is received, Human Resources staff will coordinate
the investigation. The City Manager reviews outcomes and determines next
steps, including corrective or restorative actions.

23.

Investigation:
a.

Appointed investigator(s) may:
i.

interview the complainant and the respondent;

ii.

interview witnesses suggested by the parties;

iii.

interview other witnesses who may provide useful information for
the investigation;

iv. gather evidence;
v.

review previous files relating to complaints;

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24.

b.

Appointed investigators must submit, within thirty (30) working days
from the beginning of the investigation, a written report of the findings
of the investigation to Human Resources staff. In addition, the
investigator(s) may advise the City, in a report separate from the
investigation report, of any systemic issues identified in the course of
the investigation. If required, the investigator may request an
extension of this time frame. The parties must be informed if further
time to complete the investigation is required.

c.

Human Resources staff will review the investigation report to ensure
that it meets the City’s standards for thoroughness and analysis. If
required, the investigator will provide the necessary changes to the
report.

d.

Within five (5) working days of receipt of the report, Human Resources
staff will invite all parties to the complaint to view the findings outlined
in the report. An appropriate amount of time will be provided to review
the findings.

e.

If the investigation report determines the complaint does not fall under
the jurisdiction of the Respectful Workplace policy, the complaint will be
dismissed. All parties will be informed of the dismissal at that time.

f.

Following receipt of the investigation report, if there are further findings
related to the complaint to be brought forward, the parties (complainant
and/or respondent) will be requested to submit these comments to
Human Resources staff within ten (10) working days. All submissions
received will then be disclosed to all parties of the complaint.

g.

The City Manager will be informed as to whether the complaint has or
has not been resolved through the processes outlined in this procedure.
The City Manager will also receive recommended follow-up actions,
where appropriate.

Disciplinary Action:
a.

When determining appropriate disciplinary action and corrective
measures, Human Resources staff and Director(s) involved shall
consider factors such as:
i.

nature of the harassment and/or violence;

ii.

whether the harassment and/or violence involved any physical
contact;

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iii.

whether the harassment and/or violence was an isolated incident or
part of an ongoing pattern;

iv. the nature of the relationship between complainant and harasser;
v.

whether the respondent had been involved in previous harassment
and/or violence incidents;

vi. whether the respondent admitted responsibility and expressed a
willingness to change;
vii. whether the respondent retaliated against the complainant;
viii. whether the incident was violent in nature; and/or
ix. whether there is any disciplinary history.

25.

b.

Under any applicable collective agreement(s), if discipline and/or
discharge is recommended, the appropriate steps of the collective
agreement will come into effect.

c.

complainant’s or respondent’s file (complainant or respondent) unless
disciplinary action is imposed. In the case of a finding of harassment,
violence or discrimination, the notice of disciplinary action will be placed
in the respondent’s file. In the case of a finding of vexatious or bad
faith complaints, the notification of disciplinary action will be placed in
the complainant’s file.

Emergency Measures
a.

When an incident of workplace violence or harassment gives rise to an
emergency, an employee witnessing the event must call 9-1-1 and
immediately report the matter to the most senior employee at the
worksite and Human Resources staff.

b.

In cases of critical injury, Human Resources staff will:
i.

Work with management on site to immediately commence an
incident investigation for the purposes of WSIB; and

ii.

Notify the Ministry of Labour.

c.

Once an emergency is resolved, the supervisor must complete an
Incident Report for Human Resources staff to complete a thorough
investigation.

d.

Where, in the discretion of an employee’s supervisor or Human
Resources staff, it is necessary to immediately suspend an employee for

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reasons of safety to themself or others or to prevent damage to
equipment, the supervisor must follow the applicable process in respect
of union or non-union employees.
26.

Key Considerations
a.

Key considerations for this Respectful Workplace procedure are as
follows:
i.

Fairness for All
Complainants should feel free to bring their complaints forward and
those against whom allegations are made should have a full and fair
opportunity to respond to those allegations.

ii.

Alternative Procedures
The Respectful Workplace policy and procedure provide an
opportunity to deal with harassment, violence and discrimination
issues quickly and fairly. However, nothing in the Respectful
Workplace policy or this procedure is intended to prevent a
complainant from using an alternate procedure such as the Ontario
Human Rights Code, a Collective Agreement, or other legal action.

iii.

Reprisal or Retaliation
Retaliation against an individual for filing a complaint, participating
in any procedure or being associated with a person who filed a
complaint under the Respectful Workplace Policy will not be
tolerated.

iv. Properly Discharged Supervision
Performance appraisals, coaching, and discipline – and making sure
high standards are followed fairly – are not considered harassment
under this procedure.
v.

Vexatious, or Made in Bad Faith Complaints
Complaints which are found to be vexatious or made in bad faith
will result in a penalty against the complainant. The severity of the
penalty will be determined based on the seriousness and impact of
the complaint following an investigation.

vi. Social Interaction
This procedure recognizes that it is natural and common for people
to develop social relationships through the workplace. However, if
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one person makes it known that they no longer consent to the
relationship and the other person persists, this may be considered
harassment.
vii. Confidentiality
The City understands that it can be extremely difficult to come
forward with a complaint and that it can be devastating to be
wrongly convicted or accused. The City recognizes both the
complainant’s and respondent’s interest in keeping the matter
confidential.
viii. Right to Withdraw
A complainant has the right to withdraw a complaint at any stage in
the complaint process. The City will continue to act on the
complaint where it is necessary to comply with its legal obligations.
ix. Time Limitations
Consistent with the procedures of the Ontario Human Rights Code,
all complaints filed under this policy must be initiated within one (1)
year of the incident occurring. In extenuating circumstances,
Human Resources may consider a complaint filed beyond the one
year limitation.
x.

Representation
During any stage of the informal or formal complaint process, an
employee is entitled to representation. A representative could be a
union representative, a fellow employee, or a lawyer (at the
employee’s own expense).

xi. Restorative and Disciplinary Action
Where possible, when a complaint is substantiated, the City’s
primary objective is to restore a complainant to the position they
would have been in had the discrimination not occurred. At the
same time, while substantiated acts of discrimination, violence or
harassment may be cause for disciplinary action up to and including
the possibility of discharge, it is preferable for the respondent to
recognize the inappropriate conduct and commit to meeting the
standards for behaviour outlined in the Respectful Workplace policy
& procedure.
Procedure review
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27.

The Manager of Human Resources will review and update this procedure
annually as needed to ensure it complies with relevant legislation and aligns
with corporate needs.

References and Additional Information
Internal
28.

Injury, Illness, and Incident Reporting.docx

29.

Respectful Workplace Concern Form – Complainant

30.

Respectful Workplace Concern Form – Respondent

External
31.

Occupational Health and Safety Act, R.S.O. 1990, c 0.1 58.

32.

Human Rights Code, R.S.O. 1990, c. H19

33.

Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c. 11

Revision History
Staff Authority
City Manager

Date

Description of Amendment
Creation of new procedure and forms
5/29/2026 | 9:19 AM EDT to correspond with Respectful
Workplace Policy.
Click or tap to
enter a date.
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enter a date.

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Policy HR023
Inclusion & Belonging

Topic: Human Resources
Lead Division: Human Resources
Next Scheduled Review: 2031

Policy Statement
1.

The City of Owen Sound is committed to fostering an environment that
values and promotes equity, diversity, inclusion and belonging. This policy
aims to eliminate barriers, promote fairness, and ensure that all individuals
feel safe, valued, and respected for their contributions to the City's
workplace and services.

Purpose
2.

This policy intends to promote fairness, equity in employment, and foster an
environment that respects people's dignity, ideas, and beliefs. The main
objectives of this policy are to:
a.

Eliminate Barriers and Promote Inclusivity: Eliminate all forms of
discrimination and bias in the workplace and create an environment that
supports and promotes equity, inclusion, and belonging.

b.

Contribute to Strategic Goals and Excellence in Service Delivery:
Support the City’s strategic goals by ensuring that an inclusive
workforce enhances service delivery, leading to improved outcomes for
all community members.

c.

Reinforce a Culture of Accountability: Foster a workplace culture where
employees are encouraged to stand up for each other, actively
challenge biases, and work together to correct assumptions and
misconceptions.

d.

Allow Employees to Thrive: Support an environment where all
employees have the opportunity to demonstrate their unique talents,
contribute meaningfully to the organization, and develop to their full
potential.

Scope
3.

This policy applies to all City of Owen Sound employees, including full-time,
part-time, seasonal, students, co-op students, contract employees, Council
members and City representatives. It extends to all interactions within the
workplace, and within the broader community of Owen Sound.

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Definitions
4.

For the purposes of this policy,
“Barrier” means anything that prevents a person from fully taking part in all
aspects of society, including physical, information, communications,
economic, technological, policies and practices;
“Belonging” means the state in which individuals experience being genuinely
accepted, valued, and included as their authentic selves within the
organization. It is reflected when people feel respected, psychologically safe,
and empowered to contribute fully, knowing that their identities,
perspectives, and lived experiences are recognized as integral to
organizational success.
“City Leadership” refers to any member of the Strategic Leadership Team.
“Designated Groups” as defined in the Employment Equity Act, means
women, Aboriginal peoples, persons with disabilities, and members of visible
minorities;
“Discrimination” means differential treatment based on a personal
characteristic which has an adverse impact on an individual or group;
“Diversity” means the presence of a wide range of human qualities and
attributes within an individual, group or organization, including factors such
as age, sex, race, ethnicity, physical and intellectual ability, religion, sexual
orientation, education background and expertise;
“Equity” means fairness, and impartiality, and is used to achieve substantive
equality in all aspects of a person’s life;
“Employee” means City of Owen Sound employees, including part-time, fulltime, students, union members, non-union members, volunteers, members
of Council and committees;
“Inclusion” means appreciating and using our unique differences in a way
that shows respect for the individual and ultimately creates a dynamic multidimensional organization; and
“Systemic Discrimination” means patterns of behaviour, policies or practices
that are part of the social or administrative structures of an organization,
and which create or perpetuate a position of relative disadvantage for groups
identified under the Human Rights Code.

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Policy
Policy Commitments
Equal Opportunity Employment
5.

The City is committed to providing equal employment opportunities to all
individuals regardless of race, color, national origin, gender, gender identity,
sexual orientation, age, disability, religion, marital status, or any other
characteristic protected by law. Discrimination, harassment, and retaliation
are strictly prohibited.

Inclusive Recruitment and Hiring
6.

The City will employ inclusive recruitment and selection processes to attract
a diverse pool of qualified candidates. This includes ensuring that hiring
decisions are based on merit, qualifications, and potential.

Bias-Free Performance Management
7.

The City will ensure that performance management processes, including
promotions or compensation, are free from bias and based on objective
measures of performance. All employees will have equitable opportunities for
professional development and growth.

Training and Education
8.

The City will provide ongoing training to all staff on topics related to equity,
diversity, inclusion, and belonging. This training will equip employees with
the tools to recognize and challenge biases, understand diverse
perspectives, and create a welcoming environment for all at the City of
Owen Sound.

Supportive Workplace Culture
9.

The City will cultivate a work environment where employees are encouraged
to speak up, report concerns, and support one another. Open
communication, respectful behavior, and mutual support are central to
fostering a culture of inclusivity, collaboration, and belonging.

Accessible Services and Facilities
10.

The City will work to ensure that all services, facilities, and programs are
accessible to individuals with diverse needs. This includes accommodations
for employees and service users with disabilities, and working to ensure that
public-facing materials are inclusive and accessible.

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Accountability and Reporting
11.

The City will regularly assess its progress on DEIB initiatives, gathering
feedback from employees through the employee engagement survey as well
as other means. Clear processes will remain in place for reporting and
addressing discrimination, harassment, and any violation of this policy.
Employees are encouraged to report concerns without fear of retaliation or
retribution.

Responsibilities
City Leadership and Managers
1.

City leadership, management, and supervisory teams are responsible for
promoting the principles of equity, diversity, inclusion, and belonging within
their departments. This includes ensuring staff are aware of this policy,
training opportunities are provided, and that we lead by example in
modeling inclusive behaviors.

Employees
2.

All employees are expected to uphold the principles of equity, diversity, and
inclusion in their daily interactions and work for the City of Owen Sound.
Employees should actively contribute to a respectful and inclusive
environment, challenge biases when encountered, and report any concerns
related to discrimination or harassment.

Human Resources
3.

Human Resources staff will provide support for the implementation of this
policy, including overseeing inclusive and equitable recruitment, retention,

Complaint Process
4.

If an employee feels that this policy has been breached, they may file a
verbal or written complaint with their supervisor, manager, or any member
the offending party before filing a formal complaint; however, if the
employee does not feel comfortable approaching these persons about the
matter, they may contact Human Resources staff directly. The complaint will
be reviewed and addressed confidentially.

5.

Occurrences of violence or harassment should be reported in accordance
with the City’s Respectful Workplace policy and procedure.

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6.

methods, including filing complaints under the Ontario Human Rights Code,
a Collective Agreement, or through legal action.

Disciplinary Action
7.

Employees who violate this policy may be subject to disciplinary action, up
to and including termination. Disciplinary actions will be taken in accordance
with the City’s HR policies, and due process will be followed to ensure
fairness and consistency in addressing violations.

Policy review
8.

9.

A manager of the Human Resources division will review this policy:
a.

every five (5) years to ensure effectiveness and compliance with current
business processes; or

b.

sooner, if required, based on legislative changes.

A manager of the Human Resources division is authorized to make such
administrative changes to this policy as appropriate to keep the policy
current. Any revision to the policy’s intent must be presented to the City
Manager for consideration.

Related Information and Resources
Internal
10.

Inclusion Strategy 2023-2028

11.

Respectful Workplace Policy

12.

External
13.

Accessibility for Ontarians with Disabilities Act (AODA)

14.

Employment Equity Act

15.

Ontario Human Rights Code

Appendices
16.

N/A

Revision History
Authority
City Manager

Date
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enter a date.

HR023 Inclusion & Belonging Policy

Approval
CM26-008

Description of
Amendment
New policy
Page 5 of 7
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Authority
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Date
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HR023 Inclusion & Belonging Policy

Approval
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Description of
Amendment

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Page 6 of 7
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Protect.
Respect.
Connect.

GREY SAUBLE CONSERVATION AUTHORITY
MINUTES
Annual General Meeting & Full Authority Board of Directors
Wednesday, April 22, 2026, at 1:15 p.m.
The Grey Sauble Conservation Authority (GSCA) Board of Directors’ meeting was held in a hybrid
format of in-person at the Grey Sauble Conservation Authority Administrative Office and virtually via
the meeting application, WebEx.
1.

Call to Order

Chair Scott Greig called the meeting to order at 1:16 p.m., welcomed all those present in person and
virtually, and provided a land acknowledgment.
Directors Present In-Person: Chair Scott Greig, Vice Chair Jennifer Shaw, Robert Uhrig, Nadia
Dubyk, Tony Bell, Tobin Day, Alex Maxwell, Rick Winters
Directors Present Virtually: Jon Farmer, Caleb Hull
Regrets: Scott Mackey
Staff Present: CAO, Tim Lanthier; Administrative Assistant, Valerie Coleman; Manager of Information
Services, Gloria Dangerfield; Manager of Environmental Planning, MacLean Plewes; Environmental
Planner, Clinton Stredwick; Intermediate Planner, Chris Scholz; Intermediate Planner, Nicole
McArthur
2.
Disclosure of Pecuniary Interest
The Directors were reminded to disclose any pecuniary interest that may arise during the course of
the meeting. No disclosures of pecuniary interest were expressed at the time.
3.

Call for Additional Agenda Items
Nothing at this time.

4.

Adoption of Agenda

Motion No.:
FA-26-041

11 REPORTS OF CITY STAFF

City staff reports cover technical zoning updates, affordable housing land transfers to a non-profit corporation, and lease agreements with Transport Canada. The agenda also includes policy refreshes on workplace respect and inclusion, alongside the receipt of minutes from various boards including conservation authorities and police services.

11 REPORTS OF CITY STAFF

REPORTS OF CITY STAFF
10.a
Report CS-26-046 from the Senior Planner Re: Technical Report - ZBA
No. 58 for 1201 15th Avenue East (East Court Residences
Apartments)
10.b
Report CM-26-021 from the City Manager Re: Fostering a Vibrant
River District - Report III
10.c
Report CR-26-063 from the Director of Corporate Services Re: Support
for Affordable Housing - Transfer of Lands to the Owen Sound
Municipal Non-Profit Housing Corporation
10.d
Report CR-26-065 from the Director of Corporate Services Re:
Development Charges Reduction Program 2026-2035 (Report to
Follow)
10.e
Verbal Report from the Deputy Mayor Re: Grey County Council
CONSENT AGENDA
11.a
Report CS-26-054 from the Director of Community Services Re: Lease
Agreement with Transport Canada for Use of Lands for Derby
Camping
11.b
Report CR-26-062 from the Manager of Legislative Services Re:
Encroachment Agreements - Delegation of Authority
11.c
Report CR-26-058 from the Human Resources Specialist - Safety,
Equity and Wellness Re: Policy Updates - Respectful Workplace and
Inclusion & Belonging
11.d
Minutes of Boards and Committees for Receipt Re: Grey Sauble
Conservation Authority Board meeting held on April 22, 2026
11.e
Minutes of Boards and Committees for Receipt Re: Owen Sound
Housing Company meeting held on May 11, 2026
11.f
Minutes of Boards and Committees for Receipt Re: Owen Sound
Housing Company special meeting held on May 21, 2026
11.g
Minutes of Boards and Committees for Receipt Re: Owen Sound
Police Service Board meeting held on April 22, 2026
11.h
Final approvals issued for the following Business Licences:
11.i
11.j
•
Hawker and Peddler Licence issued to Cirque Entertainment II
Cirque Italia for the Cirque Acrobatic Show at the Heritage
Place Mall from June 19 to 22, 2026
•
Hawker and Peddler Licence issued to Britt Dawson for the
Friendsapalooza Festival at Kelso Beach at Nawash Park on
July 5, 2026
•
Annual Hawker and Peddler Licence issued to The Owen
Sound & District Vendors Association for Owen Sound
Farmers' Market fundraising events at 88 8th Street East
•
Annual Hawker and Peddler Licence issued to Michael Kruger
to operate Tee 2 Green Limited, a golf apparel retailer at the
Bayshore Community Centre
Final approvals issued to the owner(s) of the following Short-Term
Rental locations:
•
1199 1st Avenue East
•
870 3rd Avenue West
•
821 4th Avenue East
Final approvals issued for the following Flag Flying Requests:
•
11.k

11.a Report CS-26-054 from the Director of Community Services Re: Lease Agreement with Transport Canada for Use of Lands for Derby Camping

City Council directs staff to draft a by-law authorising the Mayor and Clerk to sign a lease with Transport Canada for Derby Camping on federal lands in 2026. The fee increased from $750 to over $1,000 per location, while new grading conditions require site cleanup only if post-event damage occurs; staff will negotiate this limitation. Permit sales generate partial revenue recovery but do not fully offset administrative costs for angling support during the fall derbies. Staff time is reduced based on prior experience, with Parks Division handling setup and By-law/Building Divisions enforcing rules. Climate adaptation goals are supported through regulated land use. Outreach continues via a dedicated webpage, QR codes at visitor centres, winter sporting shows by the Sydenham Sportsmen’s Association, June 2026 social media announcements for pass sales using PerfectMind software, and press releases.

THAT in consideration of Staff Report CS-26-054 respecting a Lease
Agreement with Transport Canada for the Use of Lands for Derby Camping,
City Council directs staff to bring forward a by-law to authorize the Mayor
and Clerk to execute the lease agreement.

Highlights:




Council has approved a new Regulatory By-law for Derby Camping.
A License Permit with Transport Canada was required to permit the
use of the federal lands for Derby Camping during the fall derbies.
After the first year, Transport Canada has agreed to renew the
lease in 2026.

Vision 2050 - Strategic Plan Alignment:
Strategic Plan Priority: The recommendation contributes to core service
delivery or a corporate initiative that enables service delivery for one or more
strategic priorities.

Previous Report/Authority:
Report CS-25-006 – Extended Parking along the Harbour During the Annual
Fishing Derbies
Staff Report CS-26-054: Lease Agreement with Transport Canada for Use of Lands
for Derby Camping
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Report CS-25-036 – Report 2 Regarding Extended Derby Parking (Derby
Camping) Regulatory By-law and Other Implementation
Regulatory By-law No. 2025-047 (The Derby Camping By-law)
Report CS-25-056 – Licence Agreement with Transport Canada for the Use of
Lands for Derby Camping
Report CS-25-115 – Derby Camping Year One Implementation

Background:
In 2025, the City updated the Regulatory By-law that controls the use of
lands for “Derby Camping” during the fall fishing derbies. The Regulatory Bylaw permits Derby Camping on four properties. The lands in the west and
east harbour areas are owned by Transport Canada and are not subject to a
lease agreement with the City, and the previous reports identified the need
for an agreement with Transport Canada for the use of these lands. In 2025,
these lands were leased from Transport Canada for the duration of the event.
Transport Canada has agreed to renew the lease for this use again in 2026.

Analysis and Options:
In 2026, the fee to use the federal lands increased from $750 to $1,000.
There is a new proposed provision that requires the City to grade the area
following the event. Staff is going to work with Transport Canada staff on
this requirement and request that this be required only if necessary, based
on post event conditions.

Resource Alignment:
Financial Resources
$1,000 plus HST for both the east and west side locations.
The sale of permits for this space will generate revenue for the City aimed at
recovering a portion of the City's costs to support the use of the space by
anglers during the derbies. The sale of passes does not completely offset the
costs of administering derby camping. There are non-financial benefits in
how the public space is used and in supporting this event, which has a
positive economic impact on the community.
Staff Report CS-26-054: Lease Agreement with Transport Canada for Use of Lands
for Derby Camping
Page 2 of 3

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Human Resources
The staff time required to support the administration of this by-law, and its
implementation has been reduced with the experience of the first year.
Parks staff time is still required to set up the site, and By-law and Building
Division staff will support enforcement during the course of the event.

Time and Scheduling
N/A.

Technology and Infrastructure
The City’s PerfectMind software is used to sell the passes online.

Climate and Environmental Impacts:
The recommendation supports both the City's Corporate Climate Change
Adaptation Plan and the City's Climate Mitigation Plan.

Communication and Engagement:
There is a dedicated webpage for Derby Camping.
The City has a rack card with basic information and a QR code that is
available at the Visitor Centre and has been distributed by the Sydenham
Sportsmen’s Association at many sporting shows over the winter months.
Social media and a media release will announce the start of the sale of
spaces in June 2026.

Report Developed in Consultation With:
Attachments:
None.
Submission approved by:
Tim Simmonds, City Manager
For more information on this report, please contact Pamela Coulter, Director
of Community Services at pcoulter@owensound.ca or 519-376-4440 ext.
1252.
Staff Report CS-26-054: Lease Agreement with Transport Canada for Use of Lands
for Derby Camping
Page 3 of 3

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Staff Report
Report To:

City Council

Report From:

Kristen Van Alphen, Manager of Legislative Services

Meeting Date:

June 15, 2026

Report Code:

CR-26-062

Subject:

Encroachment Agreements – Delegation of Authority

Recommendations:

11.b Report CR-26-062 from the Manager of Legislative Services Re: Encroachment Agreements - Delegation of Authority

This report invites City Council to approve a by-law introducing streamlined processes for "refurbishing" existing encroachments on public lands. Currently, all private property items touching city space require full Council review; this proposal would instead allow the joint Directors of Community Services and Public Works & Engineering to approve straightforward refurbishments that maintain current footprints without expanding onto more public land. New fees are proposed—$200 for applications and $300 for agreements—which represent a 50% reduction from standard rates, reflecting lower staff time requirements. Notices will be posted online ten days before the July council meeting when these changes would take immediate effect. The initiative aligns with strategic service delivery goals by improving administrative efficiency and clarifying responsibilities for maintaining long-standing private structures on public property while ensuring continued indemnification protections for the City.

THAT in consideration of Staff Report CR-26-062 respecting a Delegation of
Authority for Encroachment Agreements, City Council directs staff to:
1.

2.

Bring forward a by-law to:
a.

Amend Encroachment By-law No. 2020-100 to include
encroachment refurbishments, as outlined in the report;

b.

Amend the 2026 Fees and Charges By-law to include a $200
application fee and a $300 agreement fee for encroachment
refurbishments, as outlined in the report;

c.

Amend Delegation of Powers and Duties By-law No. 2014-109
to delegate authority to the Director of Public Works &
Engineering and the Director of Community Services, acting
jointly, to execute encroachment agreements as outlined in the
report; and

Provide notice of the fee amendment in accordance with Notice Bylaw No. 2018-022.

Highlights:



The City enters into encroachment agreements with private
landowners when they encroach onto public lands.
In addition to the process for new encroachments, staff would like
to introduce a process for encroachment refurbishments, including
fees for refurbishment applications and agreements.

Staff Report CR-26-062: Encroachment Agreements – Delegation of Authority
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

To streamline approvals for straightforward applications, staff
recommend that the Director of Community Services and the
Director of Public Works & Engineering, acting jointly, be delegated
the authority to approve applications and enter into agreements on
behalf of City Council. This would reduce the time required for
encroachment approval and improve administrative efficiency.

Vision 2050 - Strategic Plan Alignment:
Strategic Plan Priority: The recommendation contributes to core service
delivery or a corporate initiative that enables service delivery for one or more
strategic priorities.

Previous Report/Authority:
Encroachment By-law No. 2020-100

Background:
The City enters into agreements with property owners when private
landscaping, vegetation, man-made objects, or items of personal property
are located on City lands, either in their entirety or as an extension of private
property. The benefits to the City of these agreements are an understanding
of which encroachments have been approved and a reduction in risk
exposure through the property owner's indemnification of the City.
In 2020, the City adopted Encroachment By-law No. 2020-100, which sets
out the criteria by which applications will be evaluated, outlines the
application process, and outlines the obligations of encroachment agreement
holders.
Currently, all encroachment applications are submitted to Council for final
approval, regardless of the file's complexity.

Analysis and Options:
Amend Encroachment By-law
While the current Encroachment By-law provides a strong framework for new
encroachment applications, it does not address applications to refurbish
existing encroachments. As encroachments age, they require maintenance,
which may involve periodic refurbishment.
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Staff recommend updating the Encroachment By-law to include provisions for
refurbishment applications. The proposed changes are as follows:
1.

Amend section 7, under Part II. Interpretation, to include a definition of
refurbishment:
“Refurbishment” means any reconstruction that alters an element of an
existing approved encroachment.

2.

Amend section 43, under Part XVIII. Exceptions and Grandfathering, to
reference refurbishment:
Notwithstanding section 8 of this by-law, any Encroachment authorized
under an Encroachment Agreement determined by the Clerk to be valid
and binding at the date of enactment of this by-law shall not require
further authorization pursuant to this by-law until the Encroachment
Agreement has expired, is terminated or until the encroachment
requires refurbishment.

3.

Add sections 43.1 and 43.2 to read:
43.1 An encroachment may be refurbished provided that the
refurbishment:
a.

substantially maintains the approved footprint; and

b.

does not extend further onto Public Lands.

43.2 Where an encroachment requires refurbishment, a new application
with updated diagrams or photographs may be required, depending on
the extent of the changes and the age of the original agreement.

Amend Fees and Charges By-law
To encourage holders of encroachment agreements to obtain City approval
for refurbishments, and in recognition of the smaller workload of
refurbishment files, staff recommend that fees for encroachment
refurbishment applications be $200 and encroachment refurbishment
agreements be $300. This represents a 50 per cent reduction from the new
encroachment fees of $400 and $600, respectively.
If Council approves this fee addition, notice will be posted on the City’s
website, and a by-law to add the fees will be brought forward in July.

Amend Delegation of Powers and Duties By-law
In order to use Council and staff time effectively, staff recommend
delegating the approval of applications and the execution of encroachment
Staff Report CR-26-062: Encroachment Agreements – Delegation of Authority
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agreements to the Director of Community Service and the Director of Public
Works & Engineering, acting jointly, in the following circumstances:
1.

Applications for new encroachments
Where staff in the divisions of Building, By-law Enforcement,
Engineering, Fire, Parks & Open Space, and Planning reach consensus
on the application and any recommended conditions.

2.

Applications for refurbished encroachments
Where:
a.

b.

the encroachment:
i.

substantially maintains the approved footprint; and

ii.

does not encroach further onto public lands; and

staff in the divisions of Building, By-law Enforcement, Engineering,
Fire, Parks & Open Space, and Planning reach consensus on the
application and any recommended conditions.

In these circumstances, all staff comments will be provided to the authorized
Directors to review in advance of signing the agreement to ensure all
conditions are included. The agreements will be registered on title to the land
as part of the agreement fee.
In circumstances where there is a difference of opinion among staff, or
where the authorized Directors choose, the application will be brought
forward for Council’s consideration.

Resource Alignment:
Financial Resources
Current encroachment fees are $400 for the application and $600 for the
agreement. Proposed fees for refurbishments are $200 for the application
and $300 for the agreement. These fees factor in staff time to review,
analyze, and comment on applications; staff time to draft agreements; legal
costs; and disbursements to register the agreement on title.

Human Resources
Delegating the approval of encroachment applications and the execution of
encroachment agreements to staff will relieve staff of writing reports and bylaws for straightforward matters and limit Council reports to those requiring
Council input.

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Time and Scheduling
If approved, the amending by-laws will come forward on July 13 and take
effect immediately.

Technology and Infrastructure
N/A.

Climate and Environmental Impacts:
There are no anticipated climate or environmental impacts.

Communication and Engagement:
This report has been posted to the City’s website with the agenda in advance
of the meeting. Notice of the change to the Fees and Charges by-law will be
provided on the City’s website a minimum of ten (10) days prior to Council
considering the by-law. A consolidated version of each amended by-law will
be posted on the City’s website.

Report Developed in Consultation With:
Director of Community Services, Director of Public Works & Engineering, City
Clerk

Attachments:
None.
Reviewed by:
Briana Bloomfield, City Clerk
Kate Allan, Director of Corporate Services
Submission approved by:
Tim Simmonds, City Manager
For more information on this report, please contact Kristen Van Alphen,
Manager of Legislative Services at kvanalphen@owensound.ca or 519-3764440 ext. 1228.

Staff Report CR-26-062: Encroachment Agreements – Delegation of Authority
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Staff Report
Report To:

City Council

Report From:

Hannah McCulloch, Human Resources Specialist: Safety,
Equity and Wellness

Meeting Date:

June 15, 2026

Report Code:

11.c Report CR-26-058 from the Human Resources Specialist - Safety, Equity and Wellness Re: Policy Updates - Respectful Workplace and Inclusion & Belonging

Owen Sound city staff propose a new approach to workplace conduct that moves from simply reacting to incidents toward proactive prevention and shared responsibility for everyone in the workforce, including volunteers and council members. The suggested updates aim to close gaps where previous measures were insufficient regarding discrimination, bullying, harassment, violence, or domestic issues affecting work environments. A fresh policy intends to make existing equity goals actionable by setting clear expectations for inclusion across all employment practices and service delivery, defining a sense of belonging as feeling genuinely accepted while working toward substantive equality regardless of race, gender, ability, or other protected characteristics. These proposals explicitly establish strict guardrails against behaviors like accent-based insults, pronoun misuse, restricting women to specific roles, electronic harassment used for control in domestic violence cases, and unwanted sexual advances, though legitimate supervision remains distinct. The framework requires employers to ensure safe workplaces free from harm while guaranteeing equal treatment in hiring, pay, and promotions based on merit without bias. Management is tasked with modelling these behaviors immediately, intervening right away when witnessing inappropriate conduct rather than ignoring early signs, while HR must acknowledge complaints within five working days. Investigations would be objective and confidential, allowing employees the option to withdraw filings but noting a general one-year limit unless trauma or fear of retaliation exists. The process outlines steps starting with direct communication between involved parties if safe, moving toward formal written complaints that trigger acknowledgment from Human Resources. Representatives including unions or legal counsel may assist at an employee's own expense. The city plans for mandatory ongoing training to help staff challenge unconscious biases and would monitor progress through annual surveys. No decisions have been finalized; timelines remain flexible subject to future budget approvals for expanded training, with reports on violations carrying risk up to termination pending due process reviews scheduled every five years or upon legislative shifts like changes to the AODA or Employment Equity Act.

THAT in consideration of Staff Report CR-26-058 respecting Policy Updates –
Respectful Workplace and Inclusion & Belonging, City Council receives the
report for information purposes.

Highlights:




HR010 replaces the former Workplace Violence, Harassment and
Sexual Harassment policy with an updated framework that
maintains legislative compliance while emphasizing a proactive,
respectful workplace culture.
HR023 is a newly developed policy that operationalizes the City’s
Inclusion Strategy (2023–2028), establishing a formal commitment
to equity, diversity, inclusion, and belonging across the
organization.
Together, the policies provide both a strong baseline for preventing
discrimination, harassment, and violence, and a forward-looking
approach to fostering inclusion, employee engagement, and
organizational performance.

Staff Report CR-26-058: Policy Updates – Respectful Workplace and Inclusion &
Belonging
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Vision 2050 - Strategic Plan Alignment:
Strategic Plan Priority: Fostering Mutually Beneficial & Respectful
Relationships - Establishing, reconciling, and continually nurturing
relationships that result in mutual benefit, trust and shared understanding.

Previous Report/Authority:
N/A.

Background:
The City of Owen Sound regularly reviews internal Human Resources policies
consistent with legislative and corporate requirements. This review process
identified an opportunity to modernize an existing policy and introduce a new
foundational policy that better reflects the City’s commitment to a safe,
respectful, and inclusive workplace.
The City’s former Workplace Violence, Harassment and Sexual Harassment
policy was identified for update. While compliant, the previous policy was
largely reactive and focused on responding to prohibited behaviours. The
updated HR010 Respectful Workplace Policy reflects a more contemporary,
proactive approach that emphasizes respect, shared accountability, and the
prevention of harm, while continuing to meet all legislative obligations. As a
developed in tandem with the policy to expand on the process and provide
tangible steps for resolving concerns.
In addition, the City’s Inclusion Strategy (2023–2028) identified the need for
a formal policy to establish clear expectations and accountability related to
equity, diversity, inclusion, and belonging across the organization. In
response, HR023 Inclusion & Belonging Policy has been developed as a new
foundational document to guide inclusive practices in employment, workplace
culture, and service delivery, and to support the implementation of the
Strategy’s priorities.
Together, these policies represent a coordinated approach to strengthening
the City’s workplace culture, focusing on a respectful environment and
ongoing commitment to inclusion and belonging.

Staff Report CR-26-058: Policy Updates – Respectful Workplace and Inclusion &
Belonging
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Analysis and Options:
Staff reviewed relevant legislation and internal data sources to inform the
development of these policies. This included a review of the previous
Workplace Violence, Harassment and Sexual Harassment policy, current
legislative requirements under the Occupational Health and Safety Act and
Ontario Human Rights Code, best practices across the municipal sector, and
alignment with the City’s Inclusion Strategy (2023–2028). Internal
considerations also included employee feedback mechanisms (such as
engagement survey results), trends in workplace concerns and complaints,
and the need for clearer, more accessible policy language and processes.
Through this review, staff identified that while the City’s previous Workplace
Violence, Harassment, and Sexual Harassment policy met legislative
requirements, it was largely reactive in nature and focused primarily on
compliance and response.
At the same time, there was no existing corporate policy relating to equity,
diversity, inclusion, and belonging to support the Inclusion Strategy and
guide consistent organizational practices.
Based on this review process, we developed a revised Respectful Workplace
policy and introduced the new Inclusion & Belonging policy in 2026.

Resource Alignment:
Financial Resources
Any potential future enhancements (e.g., expanded training offerings or
external facilitation or investigators) would be considered within existing
budget processes and subject to Council approval, if required. Training of
staff and people leaders will be conducted by Human Resources staff.

Human Resources
The implementation of both the HR010 Respectful Workplace policy and
HR023 Inclusion & Belonging policy will be supported through existing
Human Resources staff and organizational leadership.

Time and Scheduling
This work is consistent with, and supportive of, the Human Resources
Division’s attempts to focus on policy modernization, employee well-being,
and advancing organizational culture. Implementation timelines remain
Staff Report CR-26-058: Policy Updates – Respectful Workplace and Inclusion &
Belonging
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flexible to allow for adjustments as needed; however, no significant delays
are anticipated that would impact other corporate priorities.

Technology and Infrastructure
Overall, no additional infrastructure investment is required, and current
systems are considered adequate and sustainable to support the successful
implementation and ongoing administration of both policies.

Climate and Environmental Impacts:
There are no anticipated climate or environmental impacts.

Communication and Engagement:
Both approved policy documents have been made available to all staff via the
City’s SharePoint site and internal bulletin and Health and Safety boards.
A comprehensive page will be built on the City’s intranet to house policy
documentation and future training on maintaining a Respectful Workplace
environment.

Report Developed in Consultation With:
Manager of Human Resources, Director of Corporate Services

Attachments:
1.

HR010 Respectful Workplace Policy

2.

3.

HR023 Inclusion & Belonging Policy

Reviewed by:
Janet Ashfield, Manager of Human Resources
Kate Allan, Director of Corporate Services
Submission approved by:
Tim Simmonds, City Manager
For more information on this report, please contact Hannah McCulloch,
Human Resources Specialist: Safety, Equity & Wellness at
hmcculloch@owensound.ca or 519-376-4440 ext. 1273.
Staff Report CR-26-058: Policy Updates – Respectful Workplace and Inclusion &
Belonging
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Policy HR010
Respectful Workplace

Topic: Human Resources
Lead Division: Human Resources
Next Scheduled Review: 2031

Policy Statement
1.

All City of Owen Sound employees are entitled to a respectful workplace and
are expected to contribute to maintaining one. The City fosters a respectful
workplace and as such does not condone or tolerate any form of workplace
discrimination, harassment, sexual harassment, bullying, cyber‑bullying,
workplace violence, domestic violence, or reprisal. The City is committed to
implementing preventative measures to reduce the risk of violence and
harassment in the workplace. If these issues arise, the City will respond to
and address concerns fairly, promptly, and as confidentially as possible.

Purpose
2.

The purpose of this policy is to:
a.

Define behaviours that constitute discrimination, workplace violence,
workplace harassment, and workplace sexual harassment.

b.

Identify roles and responsibilities when discrimination, harassment, and
violence occur in the workplace.

c.

Establish a procedure and process for City employees bringing forward,
investigating, and responding to concerns or reports of discrimination,
harassment, sexual harassment, and/or violence in the workplace.

d.

Provide a foundation that enables the City to take all reasonable steps
to support a workplace and service environment free from
discrimination, violence, harassment, and sexual harassment.

Scope
3.

This policy applies to all City employees while in the workplace. Volunteers
and members of City Council or committees are afforded the same
workplace rights and protections provided by this policy while performing
authorized work-related activities on behalf of the City in the workplace.

4.

regarding procedures for dealing with, reporting on, and investigating actual,
attempted, or threatened workplace violence, harassment, or sexual
harassment.

[HR010] Respectful Workplace Policy

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Definitions
5.

For the purposes of this policy,
“Bullying” means repeated behaviour that is hurtful, intimidating, insulting,
or meant to undermine someone. Bullying falls under the scope of workplace
harassment;
“City” means the City of Owen Sound, and a reference to the City is a
reference to the geographical area or The Corporation of the City of Owen
Sound as the context requires;
“Complainant” means a person who feels they have been subjected to
discrimination, bullying or cyber-bullying, workplace violence, harassment,
sexual harassment, or domestic violence;
“Cyber-bullying” means a form of bullying done through technology –
including emails, social media, messaging apps, or online posts – that
harms, humiliates, or targets someone. Cyber-bullying falls under the scope
of workplace harassment;
“Discrimination” means treating someone unfairly or negatively because of a
protected ground and personal characteristics described under the Ontario
Human Rights Code. Discrimination is a type of workplace harassment, and
may show up in comments, decisions, or behaviours that disadvantage
someone because of who they are. It could include an employee not being
offered training opportunities due to their age, making negative comments
about someone’s accent, refusing to use an employee’s correct name or
pronouns, excluding someone from an activity due to disability, suggesting
there are specific types of work for men versus women, penalizing someone
for taking time off for religious observances, or offering less scheduled hours
for someone who is pregnant or has childcare needs.
“Domestic violence” (in the workplace) means a pattern of behaviour, harm,
or threats used by one person to gain power or control over another person
who is their current or former partner or family member. If the abuse or
threat could affect someone at work – for example, an abusive partner
shows up at the workplace – the employer must take reasonable precautions
to help protect the employee at risk, alongside all other employees. This
pattern of behaviour may include physical violence, sexual, emotional,
and/or psychological intimidation, verbal abuse, stalking, using electronic
devices to harass and control. Signs of domestic violence may include:
chronic absenteeism, injuries, emotional distress, depression, or receipt of
frequent phone calls.

[HR010] Respectful Workplace Policy

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“Strategic Leadership Team” means the City Manager, the Director of
Community Services, the Director of Corporate Services, the Director of
Public Works & Engineering, the Fire Chief, the Chief Curator, the Senior
Manager of Strategic Initiatives or any one of the above, and any designates
thereof;
“Employee” means City of Owen Sound full-time employees, part-time
employees, students, volunteers, members of Council and Committee;
“Manager” means an employee who is responsible for a City division and
includes employees who supervise and manage other employees;
“Reprisal” means punishing, threatening, or mistreating someone because
they: raised a concern or complaint, participated in an investigation, or
exercised their rights under this policy or the law. Reprisal is strictly
prohibited;
“Respectful workplace” means a work environment where everyone treats
each other with courtesy, dignity, professionalism, and fairness. It is a place
where all employees feel safe, supported, and able to do their work without
fear of encountering harm, mistreatment or disrespect;
“Respondent” means the individual against whom allegations of
discrimination, workplace harassment, sexual harassment, bullying, cyberbullying, workplace violence, or domestic violence have been made;
“Workplace” means any place where employees conduct work for the City.
This can include usual worksites, another location employees have travelled
to for work, off-site meetings, conventions, a client’s home, a vehicle, or any
space where work-related activities happen—whether it’s on-site, off-site, or
nearby;
“Workplace harassment” means any unwelcome behaviour – words or
actions – that could discriminate against, offend, embarrass, demean,
intimidate, or humiliate someone. It includes things like repeated rude
comments, mocking or jokes at someone’s expense, deliberately excluding
someone to undermine them, spreading rumours or gossiping, yelling at
someone to shame or belittle them in front of others, or any conduct that is
known, or should be known, to be unwelcome. Harassment can happen in
person, over email, through texts, or online;
“Workplace sexual harassment” means a type of harassment that involves
unwelcome sexual comments, jokes, behaviour, or attention. It also includes
any sexual solicitation or advance from someone who has power over a
worker – such as a supervisor – when that person knows or should know the
attention is unwelcome. Examples could include sexual jokes, comments
[HR010] Respectful Workplace Policy

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about someone’s body or appearance, unwanted staring or touching, or
pressuring someone for dates or sexual favours.
“Workplace violence” means using physical force against someone at work
that could cause injury, attempts to use physical force, or making
statements or gestures that a reasonable person would interpret as a threat
of physical harm. Examples could include physical contact such as pushing,
hitting, kicking, or grabbing; throwing objects in anger; confinement such as
blocking or cornering someone; uttering threats such as “you’ll regret this”
or “I should punch you”; and domestic violence matters such as an
employee’s partner showing up at work and making threats.

Policy
Reporting
6.

Employees are encouraged to report any incidents of workplace harassment,
sexual harassment, or violence that affect their safety or well-being. Reports
may be made to a supervisor, a Human Resources staff member, any
member of management, a representative of the Union, or the City Manager
if the concern involves leadership. All reports will be taken seriously and
handled confidentially, impartially, and promptly.

7.

8.

All incidents and complaints brought forward will be investigated in a manner
appropriate to the circumstances. Investigations will be objective, timely,
and confidential, except where disclosure is necessary. Detailed complaints
and investigation processes related to this policy are outlined for both
Procedure.

9.

Human Resources staff will oversee investigations in accordance with the
investigators when appropriate. If a Human Resources staff member is a
party (complainant, respondent, witness) to a complaint made under this
policy, the City Manager may appoint an alternate employee for the
purposes of dealing with the complaint. Where necessary, temporary
workplace adjustments may be made to protect the safety and privacy of
those involved. This may include paid leave, relocation, or changes in
reporting relationships.

[HR010] Respectful Workplace Policy

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10.

A complainant has the right to withdraw their complaint at any stage in the
process. The City will continue to act on the complaint where it is necessary
to comply with its legal obligations.

11.

This policy and the related implementation procedure do not prevent
the Ontario Human Rights Code, a Collective Agreement, or through legal
action.

Time Limit
12.

Complaints filed under this policy must be initiated within one (1) year of the
incident occurring. In extenuating circumstances where an employee is
unable to come forward sooner (eg. trauma, fear of reprisal, evolving
patterns of behaviour) Human Resources may consider a complaint filed
beyond the one year limitation.

No reprisal
13.

The City does not tolerate retaliation against anyone who files a complaint,
complaint under this policy. Acts of reprisal are strictly prohibited and will be
subject to disciplinary action up to and including dismissal.

Bad faith
14.

If an investigation finds that a complaint was made in bad faith or is
vexatious, a consequence may be imposed on the complainant. The severity
of the consequence will reflect the seriousness and impact of the complaint.

Not harassment
15.

The City does not condone harassment or bullying under the guise of strong
management. All employees deserve to be treated with dignity and respect.
However, the legitimate and proper exercise of the employer’s right to
supervise or manage does not constitute harassment under this policy. This
includes performance reviews, work evaluation, providing work direction and
disciplinary measures taken for any valid reason.

Work refusal
16.

Employees may refuse work if workplace violence is likely to endanger
them. Work cannot be refused solely on the grounds of workplace
harassment. However, all violence and harassment matters brought
forward will be investigated.

Costs

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17.

The City will be responsible for the costs of the administration of this policy
and its related procedures including the costs of any mediation services. All
parties retaining legal or any other assistance shall be solely responsible for
the cost involved.

Confidentiality
18.

The City recognizes that it can be extremely difficult to come forward with a
complaint, and similarly that it can be devastating to be wrongly convicted
or accused. The City recognizes the interest of both the complainant and the
respondent in keeping the matter confidential.

Responsibilities
19.

20.

Employees are responsible for:
a.

sharing the responsibility of maintaining a safe, inclusive, respectful
environment free from violence and harassment. This means actively
avoiding, addressing, and refusing to engage in, condone, or ignore
behaviour(s) that violate this policy. If you believe harassment or
violence is occurring in the workplace, notify your supervisor, any
member of management or a member of the Human Resources Division
as soon as possible;

b.

participating in applicable training and instruction on respectful
workplace, related policies and programs;

c.

cooperating fully in investigations by providing honest, factual
information when prompted;

d.

maintaining confidentiality regarding complaints or investigations,
except when disclosure is required; and

e.

refraining from retaliating against anyone who makes a complaint or
participates in an investigation.

Human Resources & Health and Safety are responsible for:
a.

annually preparing, posting, reviewing, and providing communication on
this written Respectful Workplace policy and the associated Respectful

b.

conducting risk assessments and sharing results to division supervisors
and JHSCs;

c.

providing employees and supervisors with information, instruction, and
training on respectful workplace, policies and programs;

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21.

22.

d.

receiving complaints, participating in the investigation process, and
conducting required follow-up for any reported incidents of workplace
violence, harassment, or sexual harassment; and

e.

filing all documentation related to complaints made under this policy in
one centralized location to maintain confidentiality.

Managers and supervisors are responsible for:
a.

modelling respectful behaviour and promoting a culture of safety and
professionalism for employees;

b.

addressing inappropriate behaviour immediately, whether witnessed or
reported, to prevent escalation. Supervisors cannot ignore signs of
harassment or violence;

c.

receiving and acting on reports of workplace violence or harassment
promptly, and ensuring concerns are directed to the proper reporting
channel(s);

d.

ensuring employees know how to report incidents, including alternative
options if the supervisor or employer is the alleged harasser;

e.

supporting the investigation process by providing information,
documents, or access as required;

f.

maintaining confidentiality to the greatest extent possible while
complying with investigations and safety obligations;

g.

assisting in safety planning in situations that may involve domestic
violence risk affecting an employee in the workplace; and

h.

ensuring all workers receive required training and instruction on
respectful workplace related policies and programs.

The Employer is responsible for:
a.

providing a safe workplace for all employees, free from violence,
discrimination and harassment;

b.

ensuring equal treatment in employment, including hiring, training,
promotion, performance, termination, work conditions, pay and
benefits;

c.

requiring all employees to work respectfully and not participate in
violence or harassment;

d.

ensuring all workplace harassment and violence concerns are
investigated in a manner appropriate to the circumstances, objectively
and promptly;

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e.

developing, maintaining, and implementing related programs to support
Procedures should include instructions for reporting, investigating,
follow-up procedures for investigations, measures to control identified
risks, and procedures for summoning immediate assistance;

f.

implementing measures and procedures to control known risks, where
risks are identified in risk assessments;

g.

responding to risks and taking all reasonable precautions in situations
involving violence or domestic violence that may create workplace risk;

h.

protecting employees by sharing information about a person with a
known history of violence, but only what is reasonably necessary to
reduce risk;

i.

ensuring corporate compliance with employee training and information
on respectful workplace, policies and programs; and

j.

fostering a workplace free from retaliation by ensuring no reprisal
occurs for reporting concerns or participating in investigations.

Policy review
23.

The Manager of Human Resources will review this policy annually each year
to ensure effectiveness and compliance with applicable legislation.

24.

The Manager of Human Resources is authorized to make such administrative
changes to this policy as appropriate to keep the policy current. Any
revision to the policy’s intent must be presented to the City Manager for
consideration.

Related Information and Resources
Internal
25.

Injury, Illness, and Incident Reporting Procedure

26.

External
27.

Occupational Health and Safety Act, R.S.O. 1990, c 0.1 58.

28.

Human Rights Code, R.S.O. 1990, c. H19

29.

Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c. 11

Revision History
[HR010] Respectful Workplace Policy

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Authority

Date

Approval

City Manager

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CM26-007

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[HR010] Respectful Workplace Policy

Description of
Amendment
- new policy
- formerly called
Workplace
Violence,
Harassment and
Sexual
Harassment CrSHR42
- more
comprehensive
established.

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Procedure
Respectful Workplace

Lead Division: Human Resources

Purpose
1.

To foster a respectful workplace and to provide a clear, supportive process
for resolving workplace concerns related to workplace discrimination,
violence, harassment, and sexual harassment as defined in the City’s
Respectful Workplace Policy.

Background
2.

This procedure supports employees and supervisors in understanding how
workplace concerns related to workplace discrimination, violence, domestic
violence, harassment, and sexual harassment are addressed, and focuses on

Scope
3.

This procedure applies to all employees, including officials (elected or
appointed), volunteers, students, contract workers, and seasonal staff of the
Corporation of the City of Owen Sound. It promotes a respectful workplace
involving workplace violence, harassment, and sexual harassment. It
outlines responsibilities and actions to be taken in emergency situations.
This procedure applies to interactions with customers and other nonemployees when interactions impact the safety and cohesion of the
workplace.

Definitions
4.

For the purposes of this procedure,
“Complainant” refers to the individual making a complaint.
used by the City to receive, assess, investigate, and resolve allegations
of workplace harassment, violence, or discrimination. It ensures that all
complaints are handled fairly, confidentially, and promptly;
“Customer” means all users and visitors of city facilities as well as nonemployees engaged in off-site interaction with city Employees for work-

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related reasons.
“Employee” means City of Owen Sound full-time employees, part-time
employees, students, volunteers, members of Council and committees;
“Employee Family Assistance Program – EFAP” means the program which
is contracted by the Corporation of the City of Owen Sound to provide
confidential counselling to eligible Employees and Officials (Elected or
Appointed).
“Investigator” refers to the person appointed to conduct a formal
investigation. This could include a third-party investigator from outside
the Corporation, or a delegate from inside the Corporation deemed
appropriate to lead the investigation.
“Manager of Human Resources” means individual (or designate)
responsible for overseeing the Respectful Workplace Procedure, including
receiving reports, determining appropriate actions, coordinating
investigations, and ensuring compliance with workplace safety and
harassment policies.
“Respondent” refers to the individual alleged to have engaged in
unwanted or inappropriate behaviour towards another person.
“Retaliation” means any action intended or perceived to intimidate or
pressure an employee who reports or witnesses workplace violence or
harassment. This includes false accusations against another employee.
Retaliation is considered a separate act of workplace violence and will be
addressed under this procedure.
“Supervisor” means the non-union management staff who you directly
report to which could be a supervisor, superintendent, manager, director
or city manager.
“Vexatious or malicious complaints” means complaints made under this
policy which were known to be unfounded at the time they were made.
Making a vexatious or malicious complaint can result in disciplinary
action up to and including dismissal.
“Workplace harassment” under the Occupational Health and Safety Act
Section 1(1), means engaging in a course of vexatious comment or
conduct against a worker in a workplace that is known or ought
reasonably to be known to be unwelcome;
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“Workplace sexual harassment” means a type of harassment that
involves unwelcome sexual comments, jokes, touching, behaviour, or
attention;
“Workplace violence” means the use of physical force by a person
against a worker in a workplace that causes or could cause physical
injury; an attempt to use physical force that could cause physical injury;
and/or a statement or behaviour that a worker could reasonably
interpret as a threat to use physical force that could cause physical
injury.

Procedure
5.

The City aims to prevent risks of workplace violence, harassment, and
sexual harassment by conducting risk assessments and implementing
measures and procedures to control identified risks.

6.

The City is committed to maintaining a respectful work environment for all
employees. The focus of this procedure is to assist employees involved in a
the conflict.

7.

considered in four steps, beginning with step one before escalating further.

Step 1: Individual Action
8.

When safe to do so, employees experiencing workplace concerns or
harassment are encouraged to speak directly with the person involved to
express concerns respectfully.

9.

Without being confrontational, employees may clearly and directly ask the
harasser to stop the offending behaviour. There may be times when the

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person causing the problem is not fully aware of the impact of their actions,
Step 2: Informal Support
10.

Employees may seek help, in confidence, from leaders such as their
supervisor, manager, or Human Resources staff for coaching, guidance, or
facilitated conversations on how to resolve the concern if they are unable to
resolve the conflict in step 1.

11.

The person giving advice will provide information to the complainant
regarding the Respectful Workplace policy and procedure including:

12.

a.

the emphasis on working with the two individuals in conflict to resolve
these issues in an informal manner;

b.

the right to escalate a concern and file a formal written complaint via
the Respectful Workplace Complainant Form;

c.

City’s Employee Family Assistance Program;

d.

the right to have a personal advisor or representative;

e.

that if the employee complainant believes their safety is at risk or
threatened by the respondent, that this should be noted by the leader
involved. In instances where there is a risk of violence, both the police
and Human Resources should be contacted;

f.

the right to withdraw a complaint at any point;

g.

that there are time limits which apply to this process, being 1 year from
the time of the incident in question;

h.

the options available to address a complaint (steps 1 through 4 of this
procedure);

i.

the penalties possible under the Respectful Workplace policy and
complainant if the complaint is found to be vexatious or made in bad
faith; and

j.

the confidentiality of the process.

The complainant will be asked to provide the leader with the following
information:
a.

the name and location of the respondent;

b.

the nature of the complaint;

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13.

c.

the time and date of the complaint; and

d.

the solution needed to resolve the complaint.

The leader, in coordination with Human Resources staff, will provide the
employee complainant with advice as to whether the complaint constitutes
workplace violence, harassment, sexual harassment, discrimination, or
domestic violence. In consultation with Human Resources staff, the leader
will provide advice to the complainant as to whether an alternative method

Step 3: Formal Complaint
14.

If unresolved, employees may file a formal written complaint with Human
Resources staff using the Respectful Workplace Complainant Form.

15.

A formal complaint must contain the following:
a.

complainant details (name, job title, supervisor, work location, etc.);

b.

nature of the concern (i.e. workplace violence, harassment,
discrimination, etc.);

c.

the date, time, and location of the incident;

d.

names of witnesses to the incident, if any;

e.

description or details of the complaint, including circumstances
surrounding the incident;

f.

g.

the desired solution.

16.

Within five (5) working days of receipt of a written complaint, Human
Resources staff will acknowledge receipt of the complaint in writing,
informing the complainant whether their complaint will be pursued under the
Respectful Workplace policy, and, if not, the reasons for not pursuing the
complaint.

17.

Where it is determined that a complaint will not be pursued under the policy,
Human Resources staff will inform the respondent in writing that a complaint
was made against them but will not be pursued. The information provided
will include a copy of the complaint, the reasons for not pursuing it, and a
statement that no response to the complaint is required. Reminders will also
be provided to the respondent regarding the importance of confidentiality
and prohibition of reprisal.

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18.

Where a complaint will be pursued, the respondent will be informed in
writing of the complaint against them and will be provided with a copy of the
complaint. Respondents will be allowed to respond to the allegations, in
writing, within ten (10) working days using the Respectful Workplace
Respondent Form or in a formal meeting with Human Resources staff and
their chosen representative(s). Human Resources staff will provide the
respondent with a copy of the Respectful Workplace Policy & procedure and
inform them of their rights (including the right to have a representative) and
the importance of confidentiality.

19.

Human Resources staff will provide the response to the complaint back to
the complainant within five (5) working days of its receipt.

20.

Within ten (10) working days of the complainant receiving the response,
Human Resources staff will meet separately with both the complainant and
respondent to clarify details of both submissions and identify steps for

21.

If the complaint is not resolved following a clarification meeting with both
the respondent and complainant, Human Resources staff may appoint an
investigator. The investigator may be an individual, internal or external to
the City, who has not played a role in the complaint situation. A formal
investigation will commence within ten (10) working days of the
appointment of an investigator or investigation team.

22.

When a formal complaint is received, Human Resources staff will coordinate
the investigation. The City Manager reviews outcomes and determines next
steps, including corrective or restorative actions.

23.

Investigation:
a.

Appointed investigator(s) may:
i.

interview the complainant and the respondent;

ii.

interview witnesses suggested by the parties;

iii.

interview other witnesses who may provide useful information for
the investigation;

iv. gather evidence;
v.

review previous files relating to complaints;

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24.

b.

Appointed investigators must submit, within thirty (30) working days
from the beginning of the investigation, a written report of the findings
of the investigation to Human Resources staff. In addition, the
investigator(s) may advise the City, in a report separate from the
investigation report, of any systemic issues identified in the course of
the investigation. If required, the investigator may request an
extension of this time frame. The parties must be informed if further
time to complete the investigation is required.

c.

Human Resources staff will review the investigation report to ensure
that it meets the City’s standards for thoroughness and analysis. If
required, the investigator will provide the necessary changes to the
report.

d.

Within five (5) working days of receipt of the report, Human Resources
staff will invite all parties to the complaint to view the findings outlined
in the report. An appropriate amount of time will be provided to review
the findings.

e.

If the investigation report determines the complaint does not fall under
the jurisdiction of the Respectful Workplace policy, the complaint will be
dismissed. All parties will be informed of the dismissal at that time.

f.

Following receipt of the investigation report, if there are further findings
related to the complaint to be brought forward, the parties (complainant
and/or respondent) will be requested to submit these comments to
Human Resources staff within ten (10) working days. All submissions
received will then be disclosed to all parties of the complaint.

g.

The City Manager will be informed as to whether the complaint has or
has not been resolved through the processes outlined in this procedure.
The City Manager will also receive recommended follow-up actions,
where appropriate.

Disciplinary Action:
a.

When determining appropriate disciplinary action and corrective
measures, Human Resources staff and Director(s) involved shall
consider factors such as:
i.

nature of the harassment and/or violence;

ii.

whether the harassment and/or violence involved any physical
contact;

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iii.

whether the harassment and/or violence was an isolated incident or
part of an ongoing pattern;

iv. the nature of the relationship between complainant and harasser;
v.

whether the respondent had been involved in previous harassment
and/or violence incidents;

vi. whether the respondent admitted responsibility and expressed a
willingness to change;
vii. whether the respondent retaliated against the complainant;
viii. whether the incident was violent in nature; and/or
ix. whether there is any disciplinary history.

25.

b.

Under any applicable collective agreement(s), if discipline and/or
discharge is recommended, the appropriate steps of the collective
agreement will come into effect.

c.

complainant’s or respondent’s file (complainant or respondent) unless
disciplinary action is imposed. In the case of a finding of harassment,
violence or discrimination, the notice of disciplinary action will be placed
in the respondent’s file. In the case of a finding of vexatious or bad
faith complaints, the notification of disciplinary action will be placed in
the complainant’s file.

Emergency Measures
a.

When an incident of workplace violence or harassment gives rise to an
emergency, an employee witnessing the event must call 9-1-1 and
immediately report the matter to the most senior employee at the
worksite and Human Resources staff.

b.

In cases of critical injury, Human Resources staff will:
i.

Work with management on site to immediately commence an
incident investigation for the purposes of WSIB; and

ii.

Notify the Ministry of Labour.

c.

Once an emergency is resolved, the supervisor must complete an
Incident Report for Human Resources staff to complete a thorough
investigation.

d.

Where, in the discretion of an employee’s supervisor or Human
Resources staff, it is necessary to immediately suspend an employee for

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reasons of safety to themself or others or to prevent damage to
equipment, the supervisor must follow the applicable process in respect
of union or non-union employees.
26.

Key Considerations
a.

Key considerations for this Respectful Workplace procedure are as
follows:
i.

Fairness for All
Complainants should feel free to bring their complaints forward and
those against whom allegations are made should have a full and fair
opportunity to respond to those allegations.

ii.

Alternative Procedures
The Respectful Workplace policy and procedure provide an
opportunity to deal with harassment, violence and discrimination
issues quickly and fairly. However, nothing in the Respectful
Workplace policy or this procedure is intended to prevent a
complainant from using an alternate procedure such as the Ontario
Human Rights Code, a Collective Agreement, or other legal action.

iii.

Reprisal or Retaliation
Retaliation against an individual for filing a complaint, participating
in any procedure or being associated with a person who filed a
complaint under the Respectful Workplace Policy will not be
tolerated.

iv. Properly Discharged Supervision
Performance appraisals, coaching, and discipline – and making sure
high standards are followed fairly – are not considered harassment
under this procedure.
v.

Vexatious, or Made in Bad Faith Complaints
Complaints which are found to be vexatious or made in bad faith
will result in a penalty against the complainant. The severity of the
penalty will be determined based on the seriousness and impact of
the complaint following an investigation.

vi. Social Interaction
This procedure recognizes that it is natural and common for people
to develop social relationships through the workplace. However, if
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one person makes it known that they no longer consent to the
relationship and the other person persists, this may be considered
harassment.
vii. Confidentiality
The City understands that it can be extremely difficult to come
forward with a complaint and that it can be devastating to be
wrongly convicted or accused. The City recognizes both the
complainant’s and respondent’s interest in keeping the matter
confidential.
viii. Right to Withdraw
A complainant has the right to withdraw a complaint at any stage in
the complaint process. The City will continue to act on the
complaint where it is necessary to comply with its legal obligations.
ix. Time Limitations
Consistent with the procedures of the Ontario Human Rights Code,
all complaints filed under this policy must be initiated within one (1)
year of the incident occurring. In extenuating circumstances,
Human Resources may consider a complaint filed beyond the one
year limitation.
x.

Representation
During any stage of the informal or formal complaint process, an
employee is entitled to representation. A representative could be a
union representative, a fellow employee, or a lawyer (at the
employee’s own expense).

xi. Restorative and Disciplinary Action
Where possible, when a complaint is substantiated, the City’s
primary objective is to restore a complainant to the position they
would have been in had the discrimination not occurred. At the
same time, while substantiated acts of discrimination, violence or
harassment may be cause for disciplinary action up to and including
the possibility of discharge, it is preferable for the respondent to
recognize the inappropriate conduct and commit to meeting the
standards for behaviour outlined in the Respectful Workplace policy
& procedure.
Procedure review
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27.

The Manager of Human Resources will review and update this procedure
annually as needed to ensure it complies with relevant legislation and aligns
with corporate needs.

References and Additional Information
Internal
28.

Injury, Illness, and Incident Reporting.docx

29.

Respectful Workplace Concern Form – Complainant

30.

Respectful Workplace Concern Form – Respondent

External
31.

Occupational Health and Safety Act, R.S.O. 1990, c 0.1 58.

32.

Human Rights Code, R.S.O. 1990, c. H19

33.

Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c. 11

Revision History
Staff Authority
City Manager

Date

Description of Amendment
Creation of new procedure and forms
5/29/2026 | 9:19 AM EDT to correspond with Respectful
Workplace Policy.
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Policy HR023
Inclusion & Belonging

Topic: Human Resources
Lead Division: Human Resources
Next Scheduled Review: 2031

Policy Statement
1.

The City of Owen Sound is committed to fostering an environment that
values and promotes equity, diversity, inclusion and belonging. This policy
aims to eliminate barriers, promote fairness, and ensure that all individuals
feel safe, valued, and respected for their contributions to the City's
workplace and services.

Purpose
2.

This policy intends to promote fairness, equity in employment, and foster an
environment that respects people's dignity, ideas, and beliefs. The main
objectives of this policy are to:
a.

Eliminate Barriers and Promote Inclusivity: Eliminate all forms of
discrimination and bias in the workplace and create an environment that
supports and promotes equity, inclusion, and belonging.

b.

Contribute to Strategic Goals and Excellence in Service Delivery:
Support the City’s strategic goals by ensuring that an inclusive
workforce enhances service delivery, leading to improved outcomes for
all community members.

c.

Reinforce a Culture of Accountability: Foster a workplace culture where
employees are encouraged to stand up for each other, actively
challenge biases, and work together to correct assumptions and
misconceptions.

d.

Allow Employees to Thrive: Support an environment where all
employees have the opportunity to demonstrate their unique talents,
contribute meaningfully to the organization, and develop to their full
potential.

Scope
3.

This policy applies to all City of Owen Sound employees, including full-time,
part-time, seasonal, students, co-op students, contract employees, Council
members and City representatives. It extends to all interactions within the
workplace, and within the broader community of Owen Sound.

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Definitions
4.

For the purposes of this policy,
“Barrier” means anything that prevents a person from fully taking part in all
aspects of society, including physical, information, communications,
economic, technological, policies and practices;
“Belonging” means the state in which individuals experience being genuinely
accepted, valued, and included as their authentic selves within the
organization. It is reflected when people feel respected, psychologically safe,
and empowered to contribute fully, knowing that their identities,
perspectives, and lived experiences are recognized as integral to
organizational success.
“City Leadership” refers to any member of the Strategic Leadership Team.
“Designated Groups” as defined in the Employment Equity Act, means
women, Aboriginal peoples, persons with disabilities, and members of visible
minorities;
“Discrimination” means differential treatment based on a personal
characteristic which has an adverse impact on an individual or group;
“Diversity” means the presence of a wide range of human qualities and
attributes within an individual, group or organization, including factors such
as age, sex, race, ethnicity, physical and intellectual ability, religion, sexual
orientation, education background and expertise;
“Equity” means fairness, and impartiality, and is used to achieve substantive
equality in all aspects of a person’s life;
“Employee” means City of Owen Sound employees, including part-time, fulltime, students, union members, non-union members, volunteers, members
of Council and committees;
“Inclusion” means appreciating and using our unique differences in a way
that shows respect for the individual and ultimately creates a dynamic multidimensional organization; and
“Systemic Discrimination” means patterns of behaviour, policies or practices
that are part of the social or administrative structures of an organization,
and which create or perpetuate a position of relative disadvantage for groups
identified under the Human Rights Code.

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Policy
Policy Commitments
Equal Opportunity Employment
5.

The City is committed to providing equal employment opportunities to all
individuals regardless of race, color, national origin, gender, gender identity,
sexual orientation, age, disability, religion, marital status, or any other
characteristic protected by law. Discrimination, harassment, and retaliation
are strictly prohibited.

Inclusive Recruitment and Hiring
6.

The City will employ inclusive recruitment and selection processes to attract
a diverse pool of qualified candidates. This includes ensuring that hiring
decisions are based on merit, qualifications, and potential.

Bias-Free Performance Management
7.

The City will ensure that performance management processes, including
promotions or compensation, are free from bias and based on objective
measures of performance. All employees will have equitable opportunities for
professional development and growth.

Training and Education
8.

The City will provide ongoing training to all staff on topics related to equity,
diversity, inclusion, and belonging. This training will equip employees with
the tools to recognize and challenge biases, understand diverse
perspectives, and create a welcoming environment for all at the City of
Owen Sound.

Supportive Workplace Culture
9.

The City will cultivate a work environment where employees are encouraged
to speak up, report concerns, and support one another. Open
communication, respectful behavior, and mutual support are central to
fostering a culture of inclusivity, collaboration, and belonging.

Accessible Services and Facilities
10.

The City will work to ensure that all services, facilities, and programs are
accessible to individuals with diverse needs. This includes accommodations
for employees and service users with disabilities, and working to ensure that
public-facing materials are inclusive and accessible.

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Accountability and Reporting
11.

The City will regularly assess its progress on DEIB initiatives, gathering
feedback from employees through the employee engagement survey as well
as other means. Clear processes will remain in place for reporting and
addressing discrimination, harassment, and any violation of this policy.
Employees are encouraged to report concerns without fear of retaliation or
retribution.

Responsibilities
City Leadership and Managers
1.

City leadership, management, and supervisory teams are responsible for
promoting the principles of equity, diversity, inclusion, and belonging within
their departments. This includes ensuring staff are aware of this policy,
training opportunities are provided, and that we lead by example in
modeling inclusive behaviors.

Employees
2.

All employees are expected to uphold the principles of equity, diversity, and
inclusion in their daily interactions and work for the City of Owen Sound.
Employees should actively contribute to a respectful and inclusive
environment, challenge biases when encountered, and report any concerns
related to discrimination or harassment.

Human Resources
3.

Human Resources staff will provide support for the implementation of this
policy, including overseeing inclusive and equitable recruitment, retention,

Complaint Process
4.

If an employee feels that this policy has been breached, they may file a
verbal or written complaint with their supervisor, manager, or any member
the offending party before filing a formal complaint; however, if the
employee does not feel comfortable approaching these persons about the
matter, they may contact Human Resources staff directly. The complaint will
be reviewed and addressed confidentially.

5.

Occurrences of violence or harassment should be reported in accordance
with the City’s Respectful Workplace policy and procedure.

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6.

methods, including filing complaints under the Ontario Human Rights Code,
a Collective Agreement, or through legal action.

Disciplinary Action
7.

Employees who violate this policy may be subject to disciplinary action, up
to and including termination. Disciplinary actions will be taken in accordance
with the City’s HR policies, and due process will be followed to ensure
fairness and consistency in addressing violations.

Policy review
8.

9.

A manager of the Human Resources division will review this policy:
a.

every five (5) years to ensure effectiveness and compliance with current
business processes; or

b.

sooner, if required, based on legislative changes.

A manager of the Human Resources division is authorized to make such
administrative changes to this policy as appropriate to keep the policy
current. Any revision to the policy’s intent must be presented to the City
Manager for consideration.

Related Information and Resources
Internal
10.

Inclusion Strategy 2023-2028

11.

Respectful Workplace Policy

12.

External
13.

Accessibility for Ontarians with Disabilities Act (AODA)

14.

Employment Equity Act

15.

Ontario Human Rights Code

Appendices
16.

N/A

Revision History
Authority
City Manager

Date
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HR023 Inclusion & Belonging Policy

Approval
CM26-008

Description of
Amendment
New policy
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Authority
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Date
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HR023 Inclusion & Belonging Policy

Approval
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Description of
Amendment

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HR023 Inclusion & Belonging Policy

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Protect.
Respect.
Connect.

GREY SAUBLE CONSERVATION AUTHORITY

12 Grey Bruce Brain Injury Support Group for Brain Injury Awareness Month Correspondence received which is presented for the information of Council

The council receives correspondence from Grey Bruce Brain Injury Support Group regarding their initiative to observe Brain Injury Awareness Month.

12 Grey Bruce Brain Injury Support Group for Brain Injury Awareness Month Correspondence received which is presented for the information of Council

Grey Bruce Brain Injury Support Group for Brain Injury
Awareness Month
Correspondence received which is presented for the information of
Council
COMMITTEE MINUTES WITH RECOMMENDATIONS FOR APPROVAL

15 DISCUSSION OF ADDITIONAL BUSINESS

The section titled Discussion of Additional Business contains no substantive content, figures, or decisions beyond the agenda header.

15 DISCUSSION OF ADDITIONAL BUSINESS

DISCUSSION OF ADDITIONAL BUSINESS

16 th Street/9th Avenue East (14 collisions); c. 10th Street/4th Avenue East (14 collisions); and The working group deliver their final report to the September

The working group presents its final report to the September 2027 Sustainable Community Advisory Committee, highlighting collision data at key intersections including 16th Street/9th Avenue East and c. 10th Street/4th Avenue East.

16 th Street/9th Avenue East (14 collisions); c. 10th Street/4th Avenue East (14 collisions); and The working group deliver their final report to the September

th Street/9th Avenue East (14 collisions);
c. 10th Street/4th Avenue East (14 collisions); and
The working group deliver their final report to the September
2027 Sustainable Community Advisory Committee meeting."
MOTIONS FOR WHICH NOTICE WAS PREVIOUSLY GIVEN
14.a
Motion for Which Notice was Previously Given by Mayor Boddy at the
May 11, 2026 Regular Council Meeting Re: Naming of City Hall East
and West Atriums
"WHEREAS Councils of the City of Owen Sound have a long history of
recognizing people who have dedicated their lives to civic duty and
made meaningful and lasting contributions to the community;
NOW THEREFORE BE IT RESOLVED THAT City Council recognize
Arlene Wright and Ovid Jackson by naming one of the atrium meeting
rooms in City Hall after each of them."

17 MOTION TO ADOPT PROCEEDINGS IN COMMITTEE OF THE WHOLE

The agenda item moves to adopt proceedings in Committee of the Whole.

17 MOTION TO ADOPT PROCEEDINGS IN COMMITTEE OF THE WHOLE

MOTION TO ADOPT PROCEEDINGS IN COMMITTEE OF THE WHOLE

18 NOTICES OF MOTION

This section contains notices of motion.

18 NOTICES OF MOTION

NOTICES OF MOTION

19 MOTION TO MOVE INTO CLOSED SESSION There is no Closed Session.

The agenda item proposes a motion to move into closed session, but the record explicitly states that there is no closed session available.

19 MOTION TO MOVE INTO CLOSED SESSION There is no Closed Session.

MOTION TO MOVE INTO CLOSED SESSION
There is no Closed Session.

20 REPORTING OUT OF CLOSED SESSION There is no Closed Session.

The agenda item regarding reporting out of closed session was declared invalid as there is no such session.

20 REPORTING OUT OF CLOSED SESSION There is no Closed Session.

REPORTING OUT OF CLOSED SESSION
There is no Closed Session.

21 BY-LAWS

The agenda confirms meeting proceedings while establishing new municipal fees and adopting updated tax billing policies. Council authorises the sale of specific lane parcels to private individuals, dedicates land for a public highway expansion on 32nd Street East, and adopts a constitution for River District governance.

21 BY-LAWS

BY-LAWS
21.a
By-law No. 2026-066
"A By-law to confirm the proceedings of the Regular Meeting of the
Council of The Corporation of the City of Owen Sound held on the 15th
day of June, 2026"
21.b
By-law No. 2026-067
"A By-law to Establish Fees and Charges for The Corporation of the
City of Owen Sound and to repeal By-law No. 2024-078"
21.c
By-law No. 2026-068
"A By-law to adopt Tax Billing and Collection Policy AF020 and repeal
By-law No. 2013-094, respecting Property Tax Pre-authorized Debit
Plans"
21.d
By-law No. 2026-069
"A By-law to amend By-law No. 2026-041, being A By-law to Adopt a
Policy Respecting Taxes for the City of Owen Sound, to reference Tax
Collection and Billing Policy AF020"
21.e
By-law No. 2026-070
"A By-law to authorize the Mayor and Clerk to execute an
Encroachment Agreement with SMB Inc. respecting property located at
790 2nd Avenue East (ENC2026-001)"
21.f
By-law No. 2026-071
"A By-law to authorize the Mayor and Clerk to execute all documents
necessary to complete the sale of Part 1 on 16R12330, being part of a
lane adjacent to 1182 3rd Avenue West, to Robert and Jennifer
Patrick"
21.g
By-law No. 2026-072
"A By-law to authorize the Mayor and Clerk to execute all documents
necessary to complete the sale of Part 2 on 16R12330, being part of a
lane adjacent to 1186 3rd Avenue West, to Judy Juniper"
21.h
By-law No. 2026-073
"A By-law to adopt a constitution to govern the affairs of the River
District members and board of management and to repeal By-law No.
2022-061"
21.i
By-law No. 2026-074
"A By-law to amend Council Seating and Appointments Policy
GOV001, to include the appointment of an alternate member to County
Council, and to repeal Policy No. CrS-C41"
21.j
By-law No. 2026-075
"A By-law to authorize the Mayor and Clerk to execute a Financial
Incentive Program Agreement with Scott Vining, respecting property
located at 1199 1st Avenue East"
21.k
By-law No. 2026-076
"A By-law to dedicate and establish lands known as Part 5, Plan 16R12255 as a public highway for road widening purposes along 32nd
Street East"

22 ADJOURNMENT

The session concluded with an adjournment.

22 ADJOURNMENT

ADJOURNMENT

Council Meeting - Regular Agenda Preview — June 15, 2026

Summary

Top Newsworthy Developments

Key Topics & Sections

Meeting Details

Related Discussion

Transcript Notice

Full Transcript

1 Mayor declares the Public Meeting open.

2 CALL FOR ADDITIONAL BUSINESS

3 DECLARATIONS OF INTEREST

4 CONFIRMATION OF THE COUNCIL MINUTES

6 PUBLIC MEETINGS

7 a. Comments and notice from the City Clerkb. Presentation from the Manager of Planning and Heritage

8 PUBLIC FORUM

9 CORRESPONDENCE RECEIVED FOR WHICH DIRECTION OF COUNCIL IS REQUIRED There are no correspondence items being presented for consideration.

10 th Street/9th Avenue East (15 collisions); b.

10.a Report CS-26-046 from the Senior Planner Re: Technical Report - ZBA No. 58 for 1201 15th Avenue East (East Court Residences Apartments)

10.b Report CM-26-021 from the City Manager Re: Fostering aVibrant River District - Report III

10.c Report CR-26-063 from the Director of Corporate Services Re: Support for Affordable Housing - Transfer of Lands to the Owen Sound Municipal Non-Profit Housing...

10.e Verbal Report from the Deputy Mayor Re: Grey County Council CONSENT AGENDA

11 REPORTS OF CITY STAFF

11.a Report CS-26-054 from the Director of Community Services Re: Lease Agreement with Transport Canada for Use of Lands for Derby Camping

11.b Report CR-26-062 from the Manager of Legislative Services Re: Encroachment Agreements - Delegation of Authority

11.c Report CR-26-058 from the Human Resources Specialist - Safety, Equity and Wellness Re: Policy Updates - Respectful Workplace and Inclusion & Belonging

12 Grey Bruce Brain Injury Support Group for Brain Injury Awareness Month Correspondence received which is presented for the information of Council

15 DISCUSSION OF ADDITIONAL BUSINESS

16 th Street/9th Avenue East (14 collisions); c. 10th Street/4th Avenue East (14 collisions); and The working group deliver their final report to the September

17 MOTION TO ADOPT PROCEEDINGS IN COMMITTEE OF THE WHOLE

18 NOTICES OF MOTION

19 MOTION TO MOVE INTO CLOSED SESSION There is no Closed Session.

20 REPORTING OUT OF CLOSED SESSION There is no Closed Session.

21 BY-LAWS

22 ADJOURNMENT

Summary

Top Newsworthy Developments

Key Topics & Sections

Meeting Details

Related Discussion

Transcript Notice

Full Transcript

1 Mayor declares the Public Meeting open.

2 CALL FOR ADDITIONAL BUSINESS

3 DECLARATIONS OF INTEREST

4 CONFIRMATION OF THE COUNCIL MINUTES

6 PUBLIC MEETINGS

7 a. Comments and notice from the City Clerkb. Presentation from the Manager of Planning and Heritage

8 PUBLIC FORUM

9 CORRESPONDENCE RECEIVED FOR WHICH DIRECTION OF COUNCIL IS REQUIRED There are no correspondence items being presented for consideration.

10 th Street/9th Avenue East (15 collisions); b.

10.a Report CS-26-046 from the Senior Planner Re: Technical Report - ZBA No. 58 for 1201 15th Avenue East (East Court Residences Apartments)

10.b Report CM-26-021 from the City Manager Re: Fostering aVibrant River District - Report III

10.c Report CR-26-063 from the Director of Corporate Services Re: Support for Affordable Housing - Transfer of Lands to the Owen Sound Municipal Non-Profit Housing...

10.e Verbal Report from the Deputy Mayor Re: Grey County Council CONSENT AGENDA

11 REPORTS OF CITY STAFF

11.a Report CS-26-054 from the Director of Community Services Re: Lease Agreement with Transport Canada for Use of Lands for Derby Camping

11.b Report CR-26-062 from the Manager of Legislative Services Re: Encroachment Agreements - Delegation of Authority

11.c Report CR-26-058 from the Human Resources Specialist - Safety, Equity and Wellness Re: Policy Updates - Respectful Workplace and Inclusion & Belonging

12 Grey Bruce Brain Injury Support Group for Brain Injury Awareness Month Correspondence received which is presented for the information of Council

15 DISCUSSION OF ADDITIONAL BUSINESS

16 th Street/9th Avenue East (14 collisions); c. 10th Street/4th Avenue East (14 collisions); and The working group deliver their final report to the September

17 MOTION TO ADOPT PROCEEDINGS IN COMMITTEE OF THE WHOLE

18 NOTICES OF MOTION

19 MOTION TO MOVE INTO CLOSED SESSION There is no Closed Session.

20 REPORTING OUT OF CLOSED SESSION There is no Closed Session.

21 BY-LAWS

22 ADJOURNMENT

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