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

Monday, August 23, 2021

4:00 P.m. - 6:00 P.m.

Electronic Participation

Please be advised that the Committee of the Whole Meeting will begin at 3:00 P.M. for Council to hold a Closed Session prior to the Open Session of Council which will begin at 4:00 P.M.

---

1.

CALL TO ORDER

2.

CLOSED SESSION

• Action Recommended:

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

2.1

Section 239 (2) (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose - To discuss recommendations that are subject to solicitor-client privilege in regards to on-going litigation.

3.

TRADITIONAL LAND ACKNOWLEDGEMENT

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 Municipal Clerk/Manager of Legislative Services, regarding the Chief Administrative Officer Performance Review Policy;

4.2

Memo from the Manager of Human Resources regarding the National Day for Truth and Reconciliation;

4.3

Memo from the IT Supervisor regarding the Information Technology (IT) Strategic Plan RFP Award

4.4

Memo from the Deputy Fire Chief regarding the Fire Communications Service Agreement.

• Action Recommended:

  THAT the matters be added to the Agenda. 

5.

DISCLOSURE OF PECUNIARY (FINANCIAL) INTEREST

6.

PRESENTATIONS

6.1

Matt Reid, Principal, Planning & Policy, of Fotenn Planning + Design, regarding the Tannery District Master Plan/Secondary Plan.

7.

DELEGATIONS

7.1

Ted Williams, Cobourg Taxpayers Association, regarding the Shoreplan Engineering recommendations on boat handling at the Cobourg Marina.

8.

DELEGATION ACTIONS

9.

GENERAL GOVERNMENT SERVICES

9.1

Memo from the Director of Corporate Services regarding the 2022 Operating and Capital Budget – Municipal Levy Target

• Action Recommended:

  THAT Council receive this report for information purposes and provide direction to staff to target a base levy increase for the 2022 operating budget equal to the twelve (12) month change in the Consumer Price Index which currently is 3.1% as of June 30, 2021 plus an additional 1.55% for Assessment Growth based on the New Assessment Forecast Report as provided by the Municipal Property Assessment Corporation as of June 30, 2021.

9.2

Memo from the Municipal Clerk/Manager of Legislative Services, regarding the options to return to in-person Council Meetings through a Hybrid Electronic Participation Model.

• Action Recommended:

  THAT Council receive the Staff report from the Municipal Clerk/Manager of Legislative Services for information purposes; and

  FURTHER THAT Council consider returning to in-person Council Meetings in Cobourg Municipal Council Chambers in one of the following new formats:

  1. That all of Council Members be physically present in Council Chambers for all Municipal Council Meetings including the Municipal Clerk and Deputy Clerk and Chief Administrative Officer in an alternative set-up to adhere to public health protocols and all other Staff, Members of the Public and Delegates/Presenters shall participate electronically through a Zoom Video Conference.

      

     OR

      

  2. That Members of Council may participate in person in Council Chambers and allowing some Council members to participate by Zoom Video Conferencing, and all other Staff, Members of the Public and Delegates/Presenters shall participate electronically.

      

  AND FURTHER THAT Council authorize all Council Advisory Committees to participate through electronic participation utilizing Zoom Video Conferencing for the remainder of the Municipal Council Term or until Council provides further direction to return to in-person meetings.

9.3

Memo from the Senior Financial Analyst, regarding a report from the Audit Committee – 2020 Financial Statements

(Senior Financial Analyst to provide a detailed presentation to Municipal Council with Lori Huber in attendance from KPMG LLP, Town of Cobourg Municipal Auditor)

• Action Recommended:

  THAT the draft audited financial statements for the year ended December 31, 2020 be presented to the Committee of the Whole meeting of August 23, 2021, and that a motion to approve the 2020 Consolidated Financial Statements of the Corporation of the Town of Cobourg be adopted and approved at the regular council meeting on August 30, 2021; and

  FURTHER THAT a notice be published on the municipal website advising that the Consolidated Financial Statements for the Corporation of the Town of Cobourg for the year ended December 31, 2020 have been posted to the municipal website in accordance with Section 295 of the Municipal Act, 2001.

9.4

Memo from the Accessibility Coordinator regarding the (Re)Naming of the West Headlands/Pier.

• Action Recommended:

  THAT Council receive the report from the Accessibility Coordinator for information purposes, and;

  FURTHER THAT Council adopt the colloquial name of “The West Headlands” for the area described as the West Headlands/Pier until the Stewardship Study is completed, and;

  FURTHER THAT the renaming of the entire West Headlands, Pier, and Beach area should be referred to the Parks and Recreation Advisory Committee for further consideration at the time of completion of the Stewardship Study keeping in guidance with the Town of Cobourg’s Naming Policy and recommendations from our Indigenous community, and;

  FURTHER THAT a full audit of historical names of areas in Cobourg be undertaken to ensure that we are not unintentionally impacting our Indigenous community, and;

  FURTHER THAT Council consider adding funding in the 2022 budget for the entirety of the Town of Cobourg staff members, Board and Committee Members, and other volunteers to participate in Indigenous Awareness training.

9.5

Memo from the Municipal Clerk/Manager of Legislative Services, regarding the Chief Administrative Officer Performance Review Policy

• Action Recommended:

  THAT Council approves the CAO Performance Review Policy, attached to this Staff Report; and

  FURTHER THAT Council approve the CAO Goal Setting Form, the CAO Performance Evaluation Form, and the CAO Core Elements Rating Tool, attached to this report.

9.6

Memo from the Manager of Human Resources regarding the National Day for Truth and Reconciliation.

• Action Recommended:

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

9.7

Memo from the IT Supervisor regarding the Information Technology (IT) Strategic Plan RFP Award

• Action Recommended:

  THAT Council receive this report from the IT Supervisor for information purposes; and

  FURTHER THAT Council award the Request for Proposal (RFP) to Blackline Consulting for the completion of the Town of Cobourg Information Technology Strategic Plan in the amount of $44,886.34 including non-refundable HST of $776.34, to be funded from the approved IT Operating Budget; and

  FURTHER THAT the full amount of $44,886.34 be funded from the Information Technology Reserve

9.8

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

• Action Recommended:

  THAT Council receive the August 23, 2021 COVID-19 Verbal Update from the Chief Administrative Officer for information purposes.

10.

PLANNING AND DEVELOPMENT SERVICES

10.1

Memo from the Director, Planning & Development, regarding Application for Part Lot Control Exemption – East Village Phase 5 Stage 1 – Stalwood Homes (File: Z-09-21PLC)

• Action Recommended:

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

  FURTHER THAT Council authorize the preparation of a By-law to be presented at a Regular Council Meeting for final approval which exempts Blocks 30-44 inclusive on Plan 39M-944 (Hayward St. & Joseph Gale Street) in Stage 1 of the East Village Phase 5 subdivision from the Part Lot Control provisions of the Planning Act, R.S.O. 1990, c.P. 13, as amended.

10.2

Memo from the Manager of Planning, regarding 163 Ontario Street, B-05-20 Severance Agreement

• Action Recommended:

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

  FURTHER THAT authorize the preparation of a By-law to be presented at a Regular Council Meeting to authorize the Mayor and Municipal Clerk to execute a Severance Agreement with Anne Marie Cummings for the proposed severance of a new infill lot on the north side of Clyde Street from 163 Ontario Street in accordance with Condition a) of the Committee of Adjustment Consent decision.

10.3

Memo from Planner I - Development, regarding a Site Plan Approval Application – 1043 Division Street, Cobourg – Zoltan Engineering/2804830 Ontario Inc.

• Action Recommended:

  THAT Council this Staff Report for information purposes; and

  FURTHER 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 execute a Development Agreement with 2804830 Ontario Inc. and Lakefront Utility Services Inc. for the proposed development of a 210 sq m gas bar/convenience store and take-out restaurant at 1043 Division Street, Cobourg, subject to the finalization of details by municipal staff and partner review agencies; and

  FURTHER THAT Council authorize the preparation of a By-law to be presented at a Regular Council meeting to  of endorsed to authorize the removal the Holding (H) Symbol from the Subject Lands. 

10.4

Memo from the Recording Secretary, Planning and Development, regarding the Tannery District Sustainable Neighbourhood Master Plan

• Action Recommended:

  THAT Council receive the memo from the Planning and Development Advisory Committee, for information purposes;

  FURTHER THAT Council endorse in principle the Background Report, Master Plan and draft Secondary Plan for the Tannery District Sustainable Neighbourhood Master Plan project area prepared by Fotenn Planning + Design, in association with Urban Equation, Crozier and Altus Group subject to the implementation of a public consultation process and the finalization of relevant details.

10.5

Memo from the Recording Secretary, Cobourg Heritage Advisory Committee, regarding 127-129 King St W/209 Hibernia Street ,HP-2021-025

• Action Recommended:

  THAT Council receive the memo from the Cobourg Heritage Advisory Committee for information purposes; and 

  FURTHER THAT Council endorse in principle, with respect to demolition only, the Heritage Permit Application HP-2021-025 as submitted by Jeff Weng on behalf of William Academy to permit the demolition of structures at 127-129 King St. W and 209 Hibernia St; subject to the finalization of details by Planning and Heritage Staff.  

10.6

Memo from the Recording Secretary, Cobourg Heritage Advisory Committee, regarding 586 Osler Court, HP-2021-26

• Action Recommended:

  THAT Council receive the memo from the Cobourg Heritage Advisory Committee for information purposes; and

  FURTHER THAT Council grant and approve Heritage Permit #HP-2021-026 as submitted by Anne Marie Cummings at 586 Osler Court to permit the construction of an attached two car garage and various alterations to the main house, and alterations to the accessory carriage-house to convert into a coach house dwelling, be approved subject to the finalization of details by Planning and Heritage staff.

11.

PUBLIC WORKS SERVICES

11.1

Memo from the Director of Public Works regarding the Downtown Streetlight Fixture and Pole Decision

• Action Recommended:

  THAT Council approve Option 1C as the preferred downtown streetlight fixture and pole style; and,

  FURTHER THAT Council direct Staff to proceed with the replacement of all downtown streetlight fixtures and poles in 2021 at an estimated cost of $500,000 which is within the 2021 budget to be funded by debentures.

11.2

Memo from the Manager of Roads/Sewers regarding the Replace Combination Snow Plow/Dump Truck

• Action Recommended:

  THAT Council direct Staff to open and evaluate the single bid received for a dump box with attachments; and

  FURTHER THAT Council direct Staff to prepare a report to Council providing a recommendation to accept or reject the single received bid.

11.3

Memo from the Recording Secretary, Transportation Advisory Committee, regarding the appointment of Randall Ross to the Victoria Park Beach Internal Working Group

• Action Recommended:

  THAT Council receive the memo from the Transportation Advisory Committee for information purposes, recommending the appointment of Randall Ross, a member of the Transportation Advisory Committee, to the Victoria Park Beach Internal Working Group.

12.

PARKS AND RECREATION SERVICES

12.1

Memo from the Deputy Director, Community Services, regarding the Cobourg Marina Boat Lifting Options Analysis Report

• Action Recommended:

  THAT Council accept the Shoreplan Engineering Limited Report on Boat Lifting Options for the Cobourg Marina for information purposes; and

  FURTHER THAT Council review and analyze the options for boat lifting and direct staff on how to proceed based on the recommendations in the Shoreplan Report. 

12.2

Memo from the Deputy Director of Community Services regarding the Lighthouse Walkway Options and Cost Estimate

• Action Recommended:

  THAT Council provide direction to Staff as to which walkway option, if any, is to proceed to detailed design, and

  FURTHER THAT Council approve the necessary budget required to conduct the detailed design of the desired option.

12.3

Memo from the Manager, Parks Department regarding the New Vehicle Replacement for the Parks Department Vehicle Fleet. 

• Action Recommended:

  THAT Council approve the low quote in the amount of $51,426.00 to Thomas Buick GMC for a 2022 Model 1-Ton Cab and Chassis; and 

  FURTHER THAT the approved 2021 capital budget for the purchase is $65,000.00 to be funded from the Vehicle and Equipment Reserve Fund.

12.4

Memo from the Recording Secretary of the Parks and Recreation Advisory Committee regarding the approval of the Bicycle Action Committee Proposal, in principle

• Action Recommended:

  THAT Council receive the memo from the Parks and Recreation Advisory Committee to approve, in principle, the proposal presented by the Bicycle Action Committee at the August 3, 2021 PRAC meeting, to have a Bicycle Action Plan included in the Transportation Master Plan.

12.5

Cobourg Victoria Beach Update/Report - Verbal - Deputy Director, Community Services.

• Action Recommended:

  THAT Council receive the August 23, 2021 Victoria Beach Report/Update from the Deputy Director of Community Services for information purposes.

13.

PROTECTION SERVICES

13.1

Memo from the Deputy Fire Chief regarding the Fire Communications Service Agreement

• Action Recommended:

  THAT Council receive the report from the Deputy Fire Chief for information purposes; and

  FURTHER THAT Council authorize the Mayor and Municipal Clerk to enter into a five (5) year single multi-party agreement with the County of Northumberland and Seven (7) member municipalities for the administration of fire dispatch communications.

14.

ARTS CULTURE AND TOURISM SERVICES

14.1

Memo from the Community Events Coordinator, Community Services, regarding Film Access Northumberland: Eye2Eye Film Festival

• Action Recommended:

  THAT Council approve Film Access Northumberland’s Eye to Eye Film Festival on Sunday, August 29, 2021 to be held at the bandshell in Victoria Park, Cobourg. 

14.2

Memo from the Accessibility Coordinator regarding the Town of Cobourg EDI Strategy – Update on Hosting Public Forums and Town Halls.

• Action Recommended:

  THAT Council receive this report from the Accessibility Coordinator for information purposes, and;

  FURTHER THAT Council approve the four (4) goals for the Equity, Diversity, and Inclusion Strategy:

  1. Identify and address systemic barriers within the Corporation.
  2. Create programs to meet the needs of everyone.
  3. Engage our diverse communities in a meaningful way.
  4. Attract and leverage a diverse workforce.

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

16.1

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