The Corporation of The Town of Cobourg

2021 OPERATING AND CAPITAL BUDGET REVIEW MEETING

MINUTES

Thursday, November 25, 2021 at 10:00 A.m. - 5:00 P.m.

Electronic Participation

Members Present:

• Mayor John Henderson
• Deputy Mayor Suzanne Séguin
• Councillor Nicole Beatty
• Councillor Aaron Burchat
• Councillor Adam Bureau
• Councillor Emily Chorley
• Councillor Brian Darling

Staff Present:

• Tracey Vaughan, Chief Administrative Officer
• Ian Davey, Treasurer/Director of Corporate Services
• Laurie Wills, Director of Public Works
• Teresa Behan, Deputy Director Community Services
• Rob Franklin, Acting Director of Planning and Development Services
• Brent Larmer, Municipal Clerk/Manager of Legislative Services
• Krystal Christopher, Deputy Clerk

---

1.

CALL TO ORDER

Chair, Deputy Mayor Seguin/General Government Services Coordinator, called the meeting to order at 10:03 PM.

2.

TRADITIONAL LAND ACKNOWLEDGEMENT

Chair, Deputy Mayor Seguin/General Government Services Coordinator, recited the Traditional Land Acknowledgement Statement

3.

DISCLOSURE OF PECUNIARY INTEREST

• Councillor Aaron Burchat declared a conflict on this item. (Councillor Aaron Burchat declared a conflict of pecuniary interest with budget line item 7410550 - Building Maintenance Contracts, Capital Budget Item - Marina Security Gates with Key Code Entry, and Capital Budget Item - Skateboard Park (design phase))
• Councillor Nicole Beatty declared a conflict on this item. (Councillor Nicole Beatty declared a conflict of pecuniary interest with the Public Works Operating and Capital Budget Item - ;Blake, Victoria, Burke Reconstruction ;)

4.

MOTION TO SUSPEND THE RULES OF ORDER

• Resolution
  Moved By Councillor Aaron Burchat

  THAT Council suspend the Rules of Order under the Procedural By-law  to deal with an exemption of the Itinerant By-law

  (2/3 Majority)

  Carried
• Resolution
  Moved By Councillor Aaron Burchat
  Seconded By Councillor Adam Bureau

  THAT Council receive Correspondence from Carrie Fitzgerald be received for information purposes; and

  FURTHER THAT Council authorize and grant an exemption under the Itinerant By-law 

  Carried

5.

BUDGET INTRODUCTION

Chair, Deputy Mayor Seguin/General Government Services Coordinator provided an overview of the status of the current 2022 Budget Deliberations and explained the meeting process, the order of the Budget Meeting agenda, and the documentation provided to Council and the public as set out in the Agenda Package.

5.1

Motion from the August 24th Regular Council Meeting regarding the 2022 Operating and Capital Budget – Municipal Levy Target.

6.

2022 OPERATING AND CAPITAL BUDGET REVIEW

6.1

Protection Services Operating and Capital Budgets

Cobourg Police Services Budget

Cobourg Police Chief, P. VandeGraaf, Cobourg Police Services Board Chair, D. Pepper, and Roger Ramkisson, Chief Financial Officer, were in attendance to answer questions arising from the 2022 Cobourg Police Service and Police Services Board's Capital and Operating Budgets.

After a question and answer period, the Police Chief, Chair of the Board, and the Chief Financial Officer left the meeting at 10:18 A.M.

Cobourg Fire Services Budget

Fire Chief, Mike Vilneff and Deputy Fire Chief, Gene Thompson, were in attendance to answer questions arising from the 2022 Fire Department and Emergency Planning Operating and Capital Budgets.

After a question and answer period, the Fire Chief and Deputy Fire Chief left the Meeting at  11:16 A.M.

Building Department and By-law Enforcement Services

R. Franklin, Acting Director of Planning and Development, and B. Larmer, Municipal Clerk, were in attendance to answer Protection Services Operating and Capital Budgets for Building Code Enforcement, Property Standards and By-law Enforcement.

• Resolution
  Moved By Councillor Brian Darling

  THAT the Cobourg Police Services Budget be approved as presented 

  Carried
• Resolution
  Moved By Councillor Aaron Burchat

  THAT Council add budget item regarding the Fire Station Facility Improvements, as presented to the 2022 Capital Budget

  Carried
• Resolution
  Moved By Councillor Aaron Burchat

  THAT the forecast for the Capital Budget Fleet Replacement Report be received for information purposes;

  FURTHER THAT  the budget sheets reflect the revisions and be made available to the public  

  Carried
• Resolution
  Moved By Councillor Aaron Burchat

  THAT the hiring date of the new Manager of By-Law Enforcement be moved to February 1, 2022; and 

  FURTHER THAT budget line item 280010 be increased by $20,683  

  	For	Against	Absent
  Mayor John Henderson	X
  Deputy Mayor Suzanne Séguin		X
  Councillor Nicole Beatty		X
  Councillor Aaron Burchat	X
  Councillor Adam Bureau	X
  Councillor Emily Chorley		X
  Councillor Brian Darling	X
  Results	4	3	0

  Carried (4 to 3)

6.2

Cobourg Public Library Operating Budget - Pages 263-266

6.3

Art Gallery of Northumberland Operating Budget - Pages 243 - 244

• Resolution
  Moved By Councillor Nicole Beatty

  THAT the 2022 contribution in line item 7640940 - Grants and Transfers to the AGN be reduced to 150k; and

  FURTHER THAT council approve the commit of a three-year pledge of 150k for 2022/23/24 to the Art Gallery Northumberland AGN to support the organization strategic goals of achieving financial sustainability 

  Amended
• Resolution
  Moved By Councillor Adam Bureau

  MOTION TO AMEND

  THAT contribution in line item 7640940 - Grants and Transfers to the AGN of $175,000 be maintained in the 2022 budget,  and $150,000 in 2023, and $150,000 in 2024 

  	For	Against	Absent
  Mayor John Henderson	X
  Deputy Mayor Suzanne Séguin		X
  Councillor Nicole Beatty		X
  Councillor Aaron Burchat		X
  Councillor Adam Bureau	X
  Councillor Emily Chorley		X
  Councillor Brian Darling	X
  Results	3	4	0

  Defeated (3 to 4)
• Resolution
  Moved By Councillor Nicole Beatty

  
  THAT the 2022 contribution in line item 7640940 - Grants and Transfers to the AGN be reduced to 150k; and

  FURTHER THAT council approve the commit of a three-year pledge of 150k for 2022, 2023, and 2024 to the Art Gallery Northumberland AGN to support the organization strategic goals of achieving financial sustainability 

  	For	Against	Absent
  Mayor John Henderson		X
  Deputy Mayor Suzanne Séguin	X
  Councillor Nicole Beatty	X
  Councillor Aaron Burchat	X
  Councillor Adam Bureau	X
  Councillor Emily Chorley		X
  Councillor Brian Darling		X
  Results	4	3	0

  Carried (4 to 3)
• Resolution
  Moved By Councillor Emily Chorley

  MOTION TO RECESS

  THAT Council take a 30 minute lunch break (12:23PM)

  Carried

6.4

Municipal Community Grants Application Motions and Discussion

• Resolution
  Moved By Councillor Adam Bureau

  THAT the Town of Cobourg Municipal Community Grant requested by Big Brothers Big Sisters of $5000.00 for 2022 be respectfully denied due to lack of sufficient funds.

  Amended
• Resolution
  Moved By Councillor Nicole Beatty

  MOTION TO AMEND 

  THAT the Town of Cobourg Municipal Community Grant requested by Big Brothers Big Sisters be approved for $1000 for 2022 budget

  Carried
• Resolution
  Moved By Councillor Adam Bureau

  THAT the Town of Cobourg 2022 Budget include a Municipal Community Grant to the Cobourg Museum Foundation in the amount of $4000.00 as a cash contribution to be used towards Municipal taxes for 2022 + $500.00 as a cash contribution to be used towards hiring one student for the summer of 2022 to help as a guide at the museum.

  Amended
• Resolution
  Moved By Councillor Adam Bureau

  MOTION TO AMEND

  THAT $500 be removed as a cash contribution to the Cobourg Museum Foundation 

  Defeated
• Resolution
  Moved By Councillor Adam Bureau

  THAT the Town of Cobourg 2022 Budget include a Municipal Community Grant to the Cobourg Museum Foundation in the amount of $4000.00 as a cash contribution to be used towards Municipal taxes for 2022 + $500.00 as a cash contribution to be used towards hiring one student for the summer of 2022 to help as a guide at the museum.

  Carried
• Resolution
  Moved By Councillor Adam Bureau

  THAT the Town of Cobourg 2022 Budget include a Municipal Community Grant to the Cobourg Ecology Garden in the amount of $2000.00 as a cash grant to be used for garden maintenance, structure and equipment maintenance.

  Carried
• Resolution
  Moved By Councillor Adam Bureau

  THAT the Town of Cobourg 2022 Budget include a Municipal Community Grant to Rose Quest Personal Care Initiative in the amount of $250 as a cash grant to be used towards the cost of establishing and maintaining a website to increase donations. 

  Amended
• Resolution
  Moved By Councillor Nicole Beatty

  MOTION TO AMEND

  THAT the Town of Cobourg Municipal Community Grant requested by Rose Quest Personal Care initiative be respectfully denied due to lack of sufficient funds.

  Carried
• Resolution
  Moved By Councillor Adam Bureau

  THAT the Town of Cobourg 2022 Budget include a Municipal Community Grant to the Northumberland Oral Health Coalition in the amount of $250 as a cash grant to be used towards purchasing oral hygiene supplies and distributed to economically vulnerable residents and families living in the Town of Cobourg. 

  Carried
• Resolution
  Moved By Councillor Adam Bureau

  THAT the Town of Cobourg 2022 Budget include a Municipal Community Grant to Film Access Northumberland in the amount of $1,500.00 as a cash grant to be used towards providing co-generational programming at the Eye2Eye International Film Festival on June 3-5, that may include, but is not limited to; the student film’s showcase – highlighting the best in local talent, a free public screening/performance, local high school screenings with film makers, and master classes and workshop opportunities with top industry professionals.

  Amended
• Resolution
  Moved By Councillor Nicole Beatty

  MOTION TO AMEND

  THAT Council approve $1000 as a community grant to Film Access Northumberland 

  Carried
• Resolution
  Moved By Councillor Adam Bureau

  THAT the Town of Cobourg Municipal Community Grant requested by PARN Your Community AIDS Resource Network of $2,000.00 for 2022 be respectfully denied due to lack of sufficient funds.

  Carried
• Resolution
  Moved By Councillor Adam Bureau

  THAT the Town of Cobourg 2022 Budget include a Municipal Community Grant to the Victorian Operetta Society (VOS Theatre) of $1000.00 as a cash grant to be used towards operating costs and rental of storage space for props and costumes. A holiday production is planned for November of 2022.

  Carried
• Resolution
  Moved By Councillor Adam Bureau

  THAT the Town of Cobourg 2022 Budget include a Municipal Community Grant to the Northumberland Orchestra Society of $1,000.00 as an in-kind contribution to be used for rental of the Concert Hall for the season finale gala.

  Carried
• Resolution
  Moved By Councillor Adam Bureau

  THAT the Town of Cobourg Municipal Community Grant requested by Horizons of Friendship of $1,000.00 for 2022 be respectfully denied due to lack of sufficient funds.

  Carried
• Resolution
  Moved By Councillor Adam Bureau

  THAT the Town of Cobourg Municipal Community Grant requested by Northumberland Hills Studio Tour of $1,000.00 for 2022 be respectfully denied due to lack of sufficient funds.

  Carried
• Resolution
  Moved By Councillor Adam Bureau

  THAT the Town of Cobourg 2022 Budget include a Municipal Community Grant to the La Jeunesse Choirs in the amount of $1000 as a cash grant to be used to subsidize children to attend concerts.

  Carried
• Resolution
  Moved By Councillor Adam Bureau

  THAT the Town of Cobourg 2022 Budget include a Municipal Community Grant to Les Amis in the amount of $1,000.00 as a cash grant to be used towards artistic fees for musical performers participating in the Les AMIS Concerts in Cobourg and a $500.00 in-kind grant for rental of the Concert Hall.

  Amended
• Resolution
  Moved By Councillor Nicole Beatty

  MOTION TO AMEND

  That council deny the $500 in-kind grant request for the Les Amis Grant Request

  Carried
• Resolution
  Moved By Councillor Adam Bureau

  THAT the Town of Cobourg 2022 Budget include a Municipal Community Grant to Les Amis in the amount of $1,000.00 as a cash grant to be used towards artistic fees for musical performers participating in the Les AMIS Concerts in Cobourg 

  Carried
• Resolution
  Moved By Councillor Adam Bureau

  THAT the Municipal Community Grant request from the Sounds of the Next Generation (SONG) in the amount of $2500.00 be respectfully denied due to lack of funds for 2022 and with knowledge of the receipt of a grant of $32,156 for SONG from the Ontario Trillium Foundation.

  Carried
• Resolution
  Moved By Councillor Adam Bureau

  THAT the Town of Cobourg 2022 Budget include a Municipal Community Grant to the Cobourg and District Historical Society in the amount of $1800.00 as an in-kind contribution to be used towards the cost of 7 room rentals for the Concert Hall. Due to a lack of funds, the request for security costs of $527.94 is respectfully denied.

  Carried
• Resolution
  Moved By Councillor Adam Bureau

  THAT the Town of Cobourg 2022 Budget include a Municipal Community Grant to the Victoria Hall Volunteers in the amount of $4,788.00 as an in-kind contribution to be used towards property and facilities, materials and resources within Victoria Hall. These funds will be used to present “A Hall So Grand – A Celebration of Victoria Hall in Words, Images and Song” on May 14, 2022. The second event will be “Cobourg – Now and Then” by Rob Mikel on October 26, 2022.

  Carried
• Resolution
  Moved By Councillor Adam Bureau

  THAT the Town of Cobourg 2022 Budget include a Municipal Community Grant to OSGA 55+ Senior Games in the amount of $250 as a cash grant to be used towards the cost associated with holding District 12 Senior Games events.

  Carried
• Resolution
  Moved By Councillor Adam Bureau

  THAT the Town of Cobourg 2022 Budget include a Municipal Community Grant to the Cobourg Lawn Bowling Club in the amount of $5,500.00 as an in-kind grant to be used towards the cost of 40 parking passes from Victoria Weekend to Thanksgiving Weekend exclusively for CLBC members.

  Carried
• Resolution
  Moved By Councillor Adam Bureau

  THAT the Town of Cobourg 2022 Budget include a Municipal Community Grant to the Cobourg Highland Games Society of $500 as a cash grant towards the cost of renting a stage and $306 as an in-kind contribution to be used towards two park bleachers and 50 parking spots during the 2022 Cobourg Highland Games.

  Carried
• Resolution
  Moved By Councillor Adam Bureau

  THAT the Town of Cobourg 2022 Budget include a Municipal Community Grant to the Community Care Northumberland of $1000.00 as a cash grant to be used towards Accessible Transportation service for seniors and residents of Cobourg with disabilities.

  Amended
• Resolution
  Moved By Councillor Nicole Beatty

  MOTION TO AMEND

  THAT an increase of $500 be granted to Community Care Northumberland for their Municipal Community Grant Request

  Carried
• Resolution
  Moved By Councillor Adam Bureau

  THAT the Town of Cobourg 2022 Budget include a Municipal Community Grant to the Community Care Northumberland of $1500.00 as a cash grant to be used towards Accessible Transportation service for seniors and residents of Cobourg with disabilities.

  Carried
• Resolution
  Moved By Councillor Adam Bureau

  THAT the Town of Cobourg 2022 Budget include a Municipal Community Grant to Northumberland 89.7 in the amount of $800.00 as an in-kind grant to be used towards 8 rentals of the band shell in Victoria Park for the 2022 Summer Music Series.

  Carried
• Resolution
  Moved By Councillor Adam Bureau

  THAT the Town of Cobourg 2022 Budget include a Municipal Community Grant to the Northumberland New Ventures Band of $500.00 as an in-kind contribution to be used for rental of the Concert Hall for one concert.

  Carried

6.5

All other Operating Budgets Review

• Resolution
  Moved By Mayor John Henderson

  THAT $2500 be removed from account Account 1000330 Receptions (25 yr Reception) and Misc. $2000 for a total of $4500

  THEREFORE the  new sum will be $7000 allocation from 2022, 2023, and 2024

  Carried
• Resolution
  Moved By Councillor Emily Chorley

  THAT the hiring of the  proposed new position, Manager of the Office of the CAO, be deferred to the 2023 Budget deliberations

  Budget Reduction $62,167.00

  	For	Against	Absent
  Mayor John Henderson	X
  Deputy Mayor Suzanne Séguin	X
  Councillor Nicole Beatty	X
  Councillor Aaron Burchat	X
  Councillor Adam Bureau	X
  Councillor Emily Chorley	X
  Councillor Brian Darling	X
  Results	7	0	0

  Carried (7 to 0)
• Resolution
  Moved By Councillor Emily Chorley

  THAT budget line item 1100150 - Office Supplies, in General Government - Administration CAO, be reduced by $2000 and budget line item 1100260 - Training Courses be reduced by $1500 in the 2022 Operating Budget

  Carried
• Resolution
  Moved By Councillor Nicole Beatty

  THAT the start date of the  Accessibility/EDI Coordinator be March 1, 2022 with an additional $25,741 in salary and $7,722 for a total of  of 33,463 be added to the 2022 budget 

  	For	Against	Absent
  Mayor John Henderson	X
  Deputy Mayor Suzanne Séguin		X
  Councillor Nicole Beatty	X
  Councillor Aaron Burchat	X
  Councillor Adam Bureau	X
  Councillor Emily Chorley	X
  Councillor Brian Darling	X
  Results	6	1	0

  Carried (6 to 1)
• Resolution
  Moved By Councillor Brian Darling

  THAT $20,000 be taken from HOLDCO to go towards Management Team Training 1900399

  Carried
• Resolution
  Moved By Councillor Brian Darling

  MOTION TO RECESS

  THAT Council take a 10  minute recess (3:33 pm) 

  Carried

6.6

Capital Projects Summary and Long-Term Debt Summary - Pages 304 - 317

6.7

All other Capital Budgets Review

• Resolution
  Moved By Councillor Brian Darling

  THAT the hiring of the Manager of Infrastructure Planning be moved to April 1, 2021, for a total of $29,367 to be added to the 2022 budget

  	For	Against	Absent
  Mayor John Henderson	X
  Deputy Mayor Suzanne Séguin		X
  Councillor Nicole Beatty	X
  Councillor Aaron Burchat	X
  Councillor Adam Bureau	X
  Councillor Emily Chorley	X
  Councillor Brian Darling	X
  Results	6	1	0

  Carried (6 to 1)
• Resolution
  Moved By Councillor Brian Darling

  THAT the recoveries for the Engineering Administration (line item 87073) be increased by $30,000 in the 2022 Operating budget

  Carried
• Resolution
  Moved By Councillor Emily Chorley

  THAT the Capital Project - Board Walk Replacement, be reduced to $810,000.00

  Carried
• Resolution
  Moved By Councillor Brian Darling

  THAT the Capital Project - Albert Street Widening, be increased to $325,000.00, with $320,000 from Debentures and $5,000 from Servicing Cost Recovery

  Carried
• Resolution
  Moved By Councillor Brian Darling

  THAT the $27,000 from Capital Project - Tannery Lands Environmental Monitoring, be removed from the levy and put into the Northam Reserve

  Carried
• Resolution
  Moved By Councillor Brian Darling

  THAT the Public Works Capital Budget item - Traffic Signal Intersection Upgrades - be increased by $10,000, from $65,000 to $75,000 with the amount to be taken from the Federal Gas Tax fund

  Carried
• Resolution
  Moved By Councillor Brian Darling

  THAT the Public Works Capital Budget Item - Replace Brush Chipper, be deferred to the 2023 Budget

  Carried

7.

ITEMS REFERRED TO THE 2022 MUNICIPAL BUDGET BY COUNCIL AND PUBLIC BUDGET SUBMISSIONS

7.1

Memo from the Municipal Clerk regarding the 2022 Municipal Council Budget Public Submissions and Budget Referrals. 

8.

ADDITIONAL ITEMS FOR 2022 BUDGET CONSIDERATIONS AND CORRESPONDING MOTIONS AS REQURIED

9.

ENVIRONMENTAL SERVICES OPERATING AND CAPITAL BUDGETS

• Resolution
  Moved By Councillor Brian Darling

   THAT the  2022 Capital and Operating Budget for Environmental Services be accepted, as presented. 

  Carried

10.

CLOSED SESSION

• Resolution

  THAT Council meet in Closed Session in accordance with Section 239 (2)  of the Municipal Act S.O. 2001 regarding:

10.1

Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees - Operating Budget - Municipal Staff Salaries and Wages

11.

2022 DRAFT BUDGET APPROVAL

11.1

2022 Town of Cobourg Operating and Capital Budget Approval Motion.

• Resolution

  WHEREAS the Committee of the Whole has considered the 2022 Town of Cobourg Operating and Capital Budget recommendations as presented at the Committee of the Whole Budget Meeting held on November 25 and November 26, 2021; 

  NOW THEREFORE BE IT RESOLVED THAT Council approve the 2022 Capital Budget in the amount of $____________________.

  AND FURTHER THAT Council approve the 2022 Operating Budget with the Municipal Levy of $_______________ which represents a ______% increase over the 2021 Operating Budget and a _______% net increase after allowing for New Assessment Growth of ________%.

11.2

2022 Environmental Services Operating and Capital Budget Approval Motion

• Resolution

  WHEREAS the Committee of the Whole has considered the 2022 Town of Cobourg Environmental Services Budget recommendations as presented at the Committee of the Whole Budget Meeting held on November 25 and November 26, 2021;

  NOW THEREFORE BE IT RESOLVED THAT Council approve the 2022 Operating Budget for Environmental Services for the Town of Cobourg indicating Total Revenue of $____________ and Total Expenditures of $_______________ resulting in a Net Operating Surplus of $____________ which will be transferred to the Sewer Rates Reserve; and

  FURTHER THAT Council approve the 2022 Capital Budget for Environmental Services for the Town of Cobourg in the amount of $_________________ as outlined on the summary report.

12.

ADJOURNMENT

• Resolution
  Moved By Councillor Brian Darling

  THAT the meeting be adjourned until November 26, 2021 to resume at 10am (6:13 PM)

  Carried