The Corporation of The Town of Cobourg
COMMITTEE OF THE WHOLE MEETING
AGENDA

Monday, November 15, 2021

6:00 P.m. - 9:00 P.m.

Electronic Participation

Please be advised that the Committee of the Whole Meeting will begin at 5:00 P.M. for Council to hold a Closed Session prior to the Open Session of Council which will begin at 6:00 P.M.

 

 

Notice - This Committee of the Whole Meeting will be held using a hybrid meeting model. Members of Council will have the choice to participate in-person in Council Chambers or to participate via Electronic Participation. All Members of Staff will be participating via electronic attendance and delegations will be heard via electronic participation. Please note that in-person attendance in Council Chambers by members of the public is still not permitted. The public may still view the Council meeting live via the Town of Cobourg live stream. If you have any questions or would like to provide feedback, please email [e-mail]. 

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1.

CALL TO ORDER

2.

CLOSED SESSION

• Action Recommended:

  THAT Council proceed into closed session

2.1

239 (2)(f) advice that is subject to solicitor client privilege, including communications necessary for that purpose - Litigation Matter

2.2

239 (2)(f) advice that is subject to solicitor client privilege, including communications necessary for that purpose - Enforcement Matter

3.

TRADITIONAL LAND ACKNOWLEDGEMENT STATEMENT

The Town of Cobourg respectfully acknowledge that we are located in the traditional and treaty territory of the Michi Saagiig (Mississauga) and Chippewa Nations, collectively known as the Williams Treaties First Nations, which include: Curve Lake, Hiawatha, Alderville, Scugog Island, Rama, Beausoleil, and Georgina Island First Nations.

The Town of Cobourg respectfully acknowledge that the Williams Treaties First Nations have been stewards and caretakers of these lands and waters, and that today remain vigilant over their health and integrity for generations to come. We are all Treaty people.

4.

ADDITIONS TO THE AGENDA

4.1

Memo from the Recording Secretary of the Parks and Recreation Advisory Committee regarding the Increase to the Tree Planting Budget

4.2

Memo from the Chief of Fire regarding the Cobourg Fire Department 2021 Annual Report.

4.3

Memo from the Recording Secretary, Sustainability and Climate Emergency Advisory Committee, regarding the funding for a full time environmental staff person in Cobourg's 2022 Budget

4.4

Notice of Resignation from Debbie Verschuren, member of the Cobourg Civic Awards Advisory Committee

4.5

Keith Oliver, Adult Fitness Park Working Group, to speak regarding the location of the Adult Fitness Park and in support of the Parks and Recreation Advisory Committee motion

4.6

Memo from the Manager of Human Resources regarding, CUPE Collective Bargaining and Negotiating Committee 2022.

4.7

Memo from the Manager of Human Resources, regarding the Cobourg Professional Fire Fighters Association (CPFFA) Collective Bargaining 2021 - Adoption of Terms.

4.8

Motion from the Recording Secretary, Downtown Business Improvement Area Board of Management, regarding the approval of a one-hour grace period of free parking

• Action Recommended:

  THAT the matters be added to the Agenda.

5.

DISCLOSURE OF PECUNIARY (FINANCIAL) INTEREST

6.

PRESENTATIONS

6.1

Peter Simcisko, Watson & Associates to present the preliminary results of the Asset Management Plan for Stormwater Assets.

7.

DELEGATIONS

7.1

Keith Oliver, Adult Fitness Park Working Group, to speak regarding the location of the Adult Fitness Park and in support of the Parks and Recreation Advisory Committee motion

8.

DELEGATION ACTIONS

9.

GENERAL GOVERNMENT SERVICES

9.1

Memo from the Treasurer / Director of Corporate Services regarding the Art Gallery of Northumberland – Draft MOU and Lease Agreements

• Action Recommended:

  THAT Council receive the Art Gallery of Northumberland (AGN) Memorandum of Understanding and the Lease Agreement; and

  FURTHER THAT Council authorize the Mayor and Municipal Clerk to execute the Memorandum of Understanding and the Victoria Hall Lease Agreements with the Art Gallery of Northumberland as presented. 

9.2

Memo from the Treasurer/Director of Corporate Services regarding the Northam Industrial Park – 2021 Third Quarter Financial Report

• Action Recommended:

  THAT Council receive the Third Quarter 2021 Northam Industrial Park Financial Report for information purposes.

9.3

Memo from the Treasurer/Director of Corporate Services regarding the Water and Wastewater Rates – January 1, 2022

• Action Recommended:

  THAT Council authorize the preparation of a by-law to be presented at a Regular Council Meeting to increase both the Monthly Base Charge and the Consumptive Rate portions of the Water and Wastewater Rates in accordance with the schedules provided in the 2020 Town of Cobourg Water and Wastewater Rate Study as prepared by Watson & Associates Economists Ltd and adopted by Council Resolution 010 – 21 dated January 11, 2021.

9.4

Memo from the Treasurer/Director of Corporate Services regarding the Northam Industrial Park - Graphic Packaging Lease Renewal 2021.

• Action Recommended:

  THAT Council receive the staff report for information purposes; and

  FURTHER THAT Council authorize the preparation of By-Law be presented at a Regular Council Meeting to authorize the Mayor and Municipal Treasurer to execute a lease agreement with Graphic Packaging International, LLC (GPI) for 88,245 square feet within Building 1 and 119, 143 square feet within Building 6 of Northam Industrial Park.

9.5

Notice of Resignation from Debbie Verschuren, member of the Cobourg Civic Awards Advisory Committee

• Action Recommended:

  THAT Council accept with regret the resignation from Debbie Verschuren, member of the Cobourg Civic Awards Advisory Committee, and that a note of appreciation be sent to the member acknowledging her service to the Cobourg Community; and

  FURTHER THAT the vacant position on the Cobourg Civic Awards Advisory Committee be advertised and a new member be recruited in accordance with the Town's policies and procedures.

9.6

Memo from the Manager of Human Resources regarding, CUPE Collective Bargaining and Negotiating Committee 2022.

• Action Recommended:

  THAT Council receive the report from the Manager of Human Resources for information purposes; and

  FURTHER THAT Council authorize the amendment to Policy No. HR-AP-C1 All Personnel — Compensation& Benefits — Salary Calculation Standards to update the  negotiating committee to consist of the Chief Administrative Officer, Director of Corporate Services, Director of Public Works, Director of Community Services, Manager of Human Resources, and the Human Resources Generalist; and

  FURTHER THAT Council authorize the negotiating committee be struck to enter into collective bargaining with the Canadian Union of Public Employees, Local 25.

9.7

Memo from the Manager of Human Resources, regarding the Cobourg Professional Fire Fighters Association (CPFFA) Collective Bargaining 2021 - Adoption of Terms.

• Action Recommended:

  THAT Council receive the report from the Manager of Human Resources for information purposes; and

  FURTHER THAT Council approve and adopt the terms of the negotiated Collective Bargaining Agreement as amended through negotiations between the Town of Cobourg and the Cobourg Professional Fire Fighters Association (CPFFA) Local 1732, effective January 1, 2021 – December 31, 2024.  

9.8

Town of Cobourg Covid-19 Update - Verbal - Chief Administrative Officer.

• Action Recommended:

  THAT Council receive the November 15, 2021 COVID-19 Verbal Update from the Chief Administrative Officer for information purposes.

10.

PLANNING AND DEVELOPMENT SERVICES

10.1

Memo from the Acting Director of Planning & Development regarding the Cobourg Municipal Land Inventory for Potential Affordable Housing Sites – Inventory Short-List and Recommendations from the Municipal Land Inventory Ad-Hoc Working Group

• Action Recommended:

  THAT Council receive the staff report for information purposes; and,

  FURTHER THAT Council direct staff to develop and implement a comprehensive community consultation and engagement plan with respect to the short-listed inventory of municipally-owned properties identified in the Staff Report for the purpose of potentially disposing of portions of the lands and/or using such lands to facilitate the creation of affordable housing in the community with information to come back to Council the end of April 2022; and,

  FURTHER THAT Council direct staff to examine the short-list inventory with respect to high-level opportunities/constraints associated with servicing, infrastructure, and public parkland/facility loss/impact by mid-March 2022.

10.2

Memo from Planner I – Development, regarding the Application for Zoning By-law Amendment, 1005 Elgin Street West, The Fleming Building

• Action Recommended:

  THAT Council receive the Staff Report for information purposes; and,

  FURTHER THAT the application be referred to the Planning Department for a report and that the notice of requirements of the Planning Act, R.S.O, c.P. 13, as amended, and the Municipality be implemented, including the scheduling of a public meeting.

10.3

Memo from the Recording Secretary, Cobourg Heritage Advisory Committee, regarding 259 Division Street, Cobourg. (HP-2021-0034)

• Action Recommended:

  THAT Council receive the memo from the Secretary of the Cobourg Heritage Advisory Committee for information purposes and grant Heritage Permit Application HP-2021-034 submitted by Genedco Property Management on behalf of King William Investment Holdings Inc, to permit various alterations to the existing residential building at 259 Division Street, Cobourg, subject to the finalization of details by Heritage and Planning staff.

10.4

Memo from the Recording Secretary, Cobourg Heritage Advisory Committee, regarding 36 King Street West, Cobourg. (HP-2021-033 ).

• Action Recommended:

  THAT Council receive the memo from the Secretary of the Cobourg Heritage Advisory Committee for information purposes and grant Heritage Permit Application HP-2021-033, submitted by Michael Luu, to permit a roof replacement at 36 King Street West, Cobourg, subject to the finalization of details by Heritage and Planning Staff.

11.

PUBLIC WORKS SERVICES

11.1

Memo from the Director of Public Works regarding the Stormwater Asset Management Plan for the Town of Cobourg.

• Action Recommended:

  THAT Council receive the Staff report and presentation from Watson and Associates for information purposes.

11.2

Memo from the Director of Public Works regarding the Parking Rate Increase Proposal

• Action Recommended:

  THAT Council choose the preferred parking options, if any; and,

  FURTHER THAT Council choose a preferred rate increase for the downtown and waterfront parking area, if any; and,

  FURTHER THAT Council direct Staff to refer this Staff report and Council’s recommended action to the Transportation Advisory Committee, DBIA, and Waterfront Working Group for review and comment by November 26, 2021; and,

  FURTHER THAT Staff provide a summary of comments from the Transportation Advisory Committee, DBIA, and Waterfront Working Group by December 2^nd to be published on the December 6^th Committee of the Whole agenda; and,

  FURTHER THAT Staff provide a final budget requirement to implement the preferred parking options and rate increases, if any, at the December 6^th Committee of the Whole meeting.

11.3

Memo from the Manager, Roads/Sewers, regarding Replacement of an articulating sidewalk machine with attachments

• Action Recommended:

  THAT Council approve and award the replacement Articulating Sidewalk Machine with attachments to FST Canada Inc in the amount of $175,212.12 including non-refundable HST; and

  FURTHER THAT this project be funded by the approved 2021 Public Works Capital Budget to be funded from the Vehicle and Equipment Reserve.

11.4

Memo from the Environmental Technician regarding Baxter’s Bakery (Cobourg) Inc. Surcharge Agreement.

• Action Recommended:

  THAT Council authorize the preparation of a By-law to be presented at a Regular Council Meeting to authorize the Mayor and Municipal Clerk to enter into an Industrial Surcharge Agreement with Baxter’s Bakery (Cobourg) Inc. effective December 1, 2021.

12.

PARKS AND RECREATION SERVICES

12.1

Memo from the Deputy Director of Community Services regarding 2021 Year To Date Waterfront Operations Summary

• Action Recommended:

  THAT the report be received for information purposes 

12.2

Memo from the Recording Secretary, Parks and Recreation Advisory Committee, regarding the Adult Fitness Park Location

• Action Recommended:

  THAT Council receive the memo from the Parks and Recreation Advisory Committee recommending the Cobourg Community Centre Campus as the preferred location for the Adult Fitness Park for the Town of Cobourg.

12.3

Memo from the Recording Secretary of the Parks and Recreation Advisory Committee regarding the Increase to the Tree Planting Budget

• Action Recommended:

  THAT Council receive the memo from the Parks and Recreation Advisory Committee recommending that the Town add an additional $50,000 to the 2022 budget for tree planting and maintenance.

13.

PROTECTION SERVICES

13.1

Memo from the Recording Secretary, Accessibility Advisory Committee regarding the appointment of a member to the Memorial Arena Ad Hoc Committee

• Action Recommended:

  THAT Council receive the memo from the Accessibility Advisory Committee recommending that member, Sue Caron, be appointed to the Memorial Arena Ad Hoc Committee.

13.2

Memo from the Chief of Fire regarding the Cobourg Fire Department 2021 Annual Report

• Action Recommended:

  THAT Council receive the report from the Fire Chief on the 2021 Annual Report for information purposes. 

14.

ARTS CULTURE AND TOURISM SERVICES

14.1

Memo from the Municipal Clerk/Manager of Legislative Services, regarding the Town of Cobourg’s Equity, Diversity, and Inclusion Strategy 2022 to 2026.

• Action Recommended:

  THAT Council receive the staff report for information purposes, and;

  FURTHER THAT Council adopt and endorse the Equity, Diversity, and Inclusion Strategy 2022 to 2026, and;

  FURHTER THAT Council direct Staff to send the Equity, Diversity, and Inclusion Strategy 2022 to 2026 to the Canadian Commission of UNESCO to meet our requirement for the Coalition of Inclusive Municipalities’ Action Plan, and;

  FURTHER THAT Council direct Staff to bring forward status reports to Council Meetings on an annual basis presenting an update on the Equity, Diversity, and Inclusion Strategy 2022 to 2026, and;

  FURTHER THAT Council direct Staff to bring forward reports to Council Meetings on an “as needed” basis presenting status updates, questions, comments, concerns, and celebrations from the Equity, Diversity, and Inclusion Advisory Committee, and;

  FURTHER THAT Council direct Staff to bring forward costs associated with the Equity, Diversity, and Inclusion Strategy 2022 to 2026 to the 2022 Budget review process for Council deliberations.

14.2

Memo from the Secretary of the Equity Diversity and Inclusion Advisory Committee, regarding the  EDI Strategy Endorsement.

• Action Recommended:

  THAT Council receive the memo from the secretary of the Equity, Diversity, and Inclusion Committee regarding the endorsement of the Town of Cobourg’s Equity, Diversity, and Inclusion Strategy, as presented.

14.3

Memo from the Municipal Clerk/Manger of Legislative Services regarding the finalized Equity, Diversity, and Inclusion Policy for the Town of Cobourg.

• Action Recommended:

  THAT Council receive the Staff report for information purposes, and;

  FURTHER THAT Council adopt the Equity, Diversity, and Inclusion Policy for the Town of Cobourg.

14.4

Memo from the Secretary of the Equity Diversity and Inclusion Advisory Committee, regarding the EDI Policy Endorsement.

• Action Recommended:

  THAT Council receive the memo from the Secretary of the Equity, Diversity, and Inclusion Committee regarding the endorsement of the Town of Cobourg’s Equity, Diversity, and Inclusion Policy, as presented.

14.5

Memo from the Recording Secretary, Sustainability and Climate Emergency Advisory Committee regarding Cobourg's 2022 Budget

• Action Recommended:

  THAT Council receive  the memo from the Sustainability and Climate Emergency Advisory Committee regarding the recommendations to Cobourg's 2022 Budget.

14.6

Memo from the Recording Secretary, Sustainability and Climate Emergency Advisory Committee, regarding  the funding for a full time environmental staff person in Cobourg's 2022 Budget

• Action Recommended:

  THAT Council receive the memo from the Sustainability and Climate Emergency Advisory Committee recommending the funding of a environmental staff person in 2022 or that the new positions as outlined in the 2022 budget, Manager of Long Range Planning and the Manager of Infrastructure Planning, have environmental sustainability emphasized in their roles and responsibilities.

14.7

Motion from the Recording Secretary, Downtown Business Improvement Area Board of Management, regarding the approval of a one-hour grace period of free parking

• Action Recommended:

  THAT Council receive the memo from the Downtown Business Improvement Area Board of Management recommending the approval of a one-hour grace period of free parking 

15.

UNFINISHED BUSINESS

The items listed in the order of the topics set out in the agenda of prior meetings which have not been disposed of by Council and the date of their first appearance on the agenda shall be noted and repeated on each subsequent agenda until disposed of by Council, unless removed from the agenda by leave of Council - Council Procedural By-law No. 009-2019.

15.1

Unfinished Business Tracking Table

16.

COMMITTEE OF THE WHOLE OPEN FORUM

Members of the public wishing to provide verbal or written submissions can do so by contacting [e-mail]. Written submissions can also be submitted using the eSCRIBE platform

17.

ADJOURNMENT