The Corporation of The Town of Cobourg

COMMITTEE OF THE WHOLE COUNCIL MEETING

MINUTES

Monday, March 07, 2022 at 6:00 P.m. - 9:00 P.m.

Hybrid Meeting (In-Person and Electronic)

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
• Brian Geerts, Director of Community Services
• Anne Taylor Scott, Director of Planning and Development Services
• Brent Larmer, Municipal Clerk/Director of Legislative Services
• Krystal Christopher, Deputy Clerk

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1.

CALL TO ORDER

His Worship Mayor Henderson called the Meeting to Order at 5:01 P.M.

2.

ADDITIONS TO THE AGENDA

2.1

239(2)(b) personal matters about an identifiable individual, including municipal or local board employee.

2.2

s.239 (2) (c) a proposed or pending acquisition or disposition of land by the municipality or local board - Northam Industrial Park

2.3

Memo from the Chief Administrative Officer, regarding Cobourg Fire Department Recruitment.

• Moved by Deputy Mayor Suzanne Séguin

  THAT the matters be added to the Agenda.

  Carried

3.

CLOSED SESSION

Members of Council moved into Closed Session at 5:04 PM 

• Moved by Deputy Mayor Suzanne Séguin

  THAT Council meet in Closed Session prior to the Open Session of Council in accordance with Section 239 (2) (b) and (c) of the Municipal Act, 2001, regarding: 

  Carried

3.1

239(2)(b) personal matters about an identifiable individual, including municipal or local board employee.

Tracey Vaughan, CAO, provided information on the subject matter. Members of Council raised questions regarding the information provided to which T. Vaughan, and Andrea Short, Manager, Human Resources, responded.

3.2

s.239 (2) (c) a proposed or pending acquisition or disposition of land by the municipality or local board -Northam Industrial Park.

Ian Davey, Director of Corporate Services/Treasurer, provided an overview of the report. Members of Council raised questions regarding the information provided to which I. Davey, responded.

Closed Session ended at 5:42 PM

4.

TRADITIONAL LAND ACKNOWLEDGEMENT

Members of Council moved into Open Session at 6:01 PM

His Worship Mayor Henderson recited the Traditional Land Acknowledgment Statement

5.

ADDITIONS TO THE AGENDA

6.

DISCLOSURE OF PECUNIARY (FINANCIAL) INTEREST

There were no Declarations of Pecuniary Interest Declared by Members of Council.

7.

PRESENTATIONS

7.1

Presentation, Shoreplan to review the public consultation package and provide a status update for the design of the Cobourg Harbour Infrastructure Repairs.

Laurie Wills, provided an introduction noting the presentation will provide an update on the Cobourg Harbour Infrastructure Repairs

Milo Sturm, Shoreplan Engineering, provided an introduction to the project and spoke to the project details, project scope, obtaining permits for the work, and the expected timeline of completion. 

L. Wills spoke to the questions received by the public during the consultation period and provided a response to the questions.

After a question and answer period, M. Strum was dismissed at 7:03 PM

7.2

Presentation, MBTW Group, regarding the Town Cobourg East Pier Revitalization: Project Update

Jana Joyce, MBTW, provided a project update on the East Pier Revitalization and spoke to the project status, timeline, and recommendations. J. Joyce provided information on the concept plan, proposed parking, and public engagement. 

After question and answer period, J. Joyce was dismissed at 7:47 PM

Council took a ten (10) minute recess  at 7:48 PM 

8.

DELEGATIONS

9.

DELEGATION ACTIONS

10.

GENERAL GOVERNMENT SERVICES

10.1

Memo from the Chief Administrative Officer, regarding the Town of Cobourg Service Delivery Report – Quarterly Review.

• Moved by Deputy Mayor Suzanne Séguin

  THAT Council receive the Service Delivery Review Report Quarterly Review from the Chief Administrative Office for information purposes.

  Carried

10.2

Memo from the Treasurer/Director of Corporate Services, regarding the Northam Industrial Park, 2022 Operating & Capital Budget.

• Moved by Deputy Mayor Suzanne Séguin

  THAT Council receive the report for information purposes; and

  FURTHER that Council approve the Northam Industrial Park 2022 Operating & Capital Budget as presented.

  Carried

10.3

Memo from the Municipal Clerk/Director, Legislative Services. regarding an Information Report on Municipal Council Remuneration Review.

• Moved by Deputy Mayor Suzanne Séguin

  THAT Council receive the information report on Town of Cobourg Remuneration Review practices and the 2019 Municipal Council resolution on a three (3) year review of Council remuneration with the process to be determined by Council; and

  WHEREAS as part of the approved 2019 Council resolution, Council approved that a formal review of Council remuneration takes place in the third year of every Council's term of office by a method of Council's choosing. As this action has not taken place, and now that Council is within its final year of the Council Term, Council has to determine the next steps regarding Council remuneration, or to let the incoming Council deal with remuneration for their term of Council; and 

  WHEREAS the 2022 salary for the position of Mayor is $42,477 plus $6,500 in benefits, plus cell phone and laptop; the salary for the position of Deputy Mayor is $29,073 plus $6,500 in benefits, plus cell phone and laptop; and the salary for the position of Councillor is $24,285 plus $6,500 in benefits, plus cell phone and laptop; and

  WHEREAS compensation adjustments for the Mayor, Deputy Mayor, and Members of Council continue to be maintained with annual CPI adjustments as a yearly increase to Council Remuneration effective July 1st each year as stated in the current provision of the Council Remuneration Bylaw; and

  WHEREAS Members of Council maintain home offices to perform the duties of each office in Council and receive no compensation for office expenses such as a portion of utilities, heat, telephone and internet expenses, printer, toner, and paper; and

  WHEREAS Under the Police Services Act, Ontario Regulation 268/10, a municipality shall pay to each board member who is appointed by the Lieutenant Governor in Council or the Solicitor General, (c) in a municipality having a population exceeding 10,000 and not exceeding 100,000 according to the last revised assessment roll, not less than $300 a year; and

  WHEREAS there is no Ontario regulation to pay members of municipal Council who sit on Police Services Boards, two members of Cobourg Council receive an additional annual remuneration of $6,920 for a total of $13,840 in the budget for sitting on the Cobourg Police Services Board; and 

  NOW THEREFORE BE IT RESOLVED THAT Bylaw No. 037-2018 which amended the Council Remuneration By-law for the 2018-2022 Council Term be amended to reflect the following: 

  As no additional remuneration is paid to any other members of Council for sitting on various advisory committees, effective November 15, 2022 Council members sitting on the Cobourg Police Services Board shall no longer receive additional remuneration; and 

  FURTHER THAT the new term of Council for 2022-2026 each member of Council shall receive an additional $2,000 and that Council set the salary for members of Council as follows:
  -    That the position of Mayor be set at $44,477 plus benefits;
  -    That the position of Deputy Mayor be set at $31,073 plus benefits; and
  -    That the position of Councillor be set at $26,285 plus benefits.

  FURTHER THAT a formal review of Council remuneration takes place in the third year of the next term of Council

  Amended
• Moved by Councillor Brian Darling

  THAT the following be added:

  By Hiring a Compensation Specialist subject to the approval of Municipal Council.

  Amended
• Moved by Councillor Nicole Beatty

  To replace the wording with the following:

  THAT Council receive the Staff Report for information purposes; and

  AND FURTHER THAT Council direct staff to conduct a formal review of Council remuneration for the 2022-2026 Term;

  AND FURTHER THAT the formal review of Council remuneration include the engagement of a compensation specialist to be funded through the Tax Stabilization Reserve Fund and the 2022 Council (Mayors) Operating Budget to a maximum of $5,000;

  AND FURTHER THAT the recommendations for Council remuneration be presented back to Committee of the Whole on June 20th, 2022. 

  Carried
• Moved by Deputy Mayor Suzanne Séguin

  THAT Council receive the Staff Report for information purposes; and

  AND FURTHER THAT Council direct staff to conduct a formal review of Council remuneration for the 2022-2026 Term;

  AND FURTHER THAT the formal review of Council remuneration include the engagement of a compensation specialist to be funded through the Tax Stabilization Reserve Fund and the 2022 Council (Mayors) Operating Budget to a maximum of $5,000;

  AND FURTHER THAT the recommendations for Council remuneration be presented back to Committee of the Whole on June 20th, 2022.

  Carried

10.4

Memo from the Senior Financial Analyst, regarding the 2021 Council and Local Boards Remuneration and Expenses Report.

• Moved by Deputy Mayor Suzanne Séguin

  THAT Council receive this 2021 Council and Local Board Remuneration and Expense Report for information purposes pursuant to Section 284 (1) of the Municipal Act, 2001, as amended, requires that Council remuneration and expenses paid to each member of Council be provided for the previous year.

  Carried

10.5

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

T. Vaughan provided an updated on matters pertaining to COVID-19 and spoke to the number of cases in the County, vaccinations, and vaccine clinics.  T. Vaughan spoke to recent updates to provincial guidelines and restrictions noting the continuing lifting of restrictions by the Province.

• Moved by Councillor Nicole Beatty

  THAT Council receive the March 7, 2022 COVID-19 Verbal Update from the Chief Administrative Officer for information purposes.

  Carried

11.

PLANNING AND DEVELOPMENT SERVICES

11.1

Memo from the Chief Building Official regarding the E-Permitting Update

• Moved by Councillor Nicole Beatty

  THAT Council award the e-permitting solution to Cloudpermit as a single sourced vendor authorized under Section 6 of the Town of Cobourg’s Purchasing Policy By-law; and

  FURTHER THAT Council approve the updated costing of the e-permitting solution in the amount of $61,966, to be offset by $37,570 received through the Municipal Modernization Fund, with $24,396 funded from the Building Department’s reserve funds, being less than the approved 2022 budget amount of $56,800

  Carried

11.2

Memo from the Planner I – Development, regarding the execution of a Severance Agreement for 1006 Ontario Street, Cobourg.

• Moved by Councillor Nicole Beatty

  THAT the Staff Report be received by Council for information purposes; and

  FURTHER THAT Council authorize the preparation of a By-law be presented at a Regular Council Meeting to authorize the Mayor and Municipal Clerk to execute a Severance Agreement with Jennifer Polley and Douglas Delong for the proposed Severance of a new Residential Lot on the south side of 1006 Ontario Street, Cobourg in accordance with the decision of the Committee of Adjustment.

  Carried

12.

PUBLIC WORKS SERVICES

12.1

Memo from the Director of Public Works regarding the Delegation of Authority to Enter into Funding Agreement: Improving Wastewater and Stormwater Discharges in Lake Ontario Program

• Moved by Councillor Brian Darling

  THAT Council authorize the preparation of a by-law to be presented at a Regular Council meeting to delegate authority to the Director of Public Works to enter into an agreement with Her Majesty the Queen in right of Ontario as represented by the Minister of the Environment, Conservation and Parks for the Improving Wastewater and Stormwater Discharges in Lake Ontario Program.

  Carried

12.2

Memo from the Manager of Environmental Services, regarding Biosolids Haulage Contract award.

• Moved by Councillor Brian Darling

  THAT Council award the Biosolids Haulage Contract to GFL at a cost of $12.75/m³ in 2022 and $13.10/m³ in 2023 to be funded by the Environmental Services operating budget; and

  FURTHER THAT assuming 15,000 m3 of biosolids are removed, the total contract cost for both Water Pollution Control Plants will be $191,250 in 2022 and $196,500 in 2023; and

  FURTHER THAT the 2022 cost be funded through the Environmental Services Operating Budget for biosolids removal in 2022. 

  Carried

12.3

Memo from the Manager, Environmental Services, regarding the Archimedes (South) Pump Repair – Plant 1

• Moved by Councillor Brian Darling

  THAT Council approve $79,113 for the repair of the Archimedes (South) Pump at Water Pollution Control Plant #1, which includes all parts, equipment, shipping, installation, non-refundable HST plus a 10% contingency; and

  FURTHER THAT Council approve the reallocation of $30,000 from the Portable Pump capital project that will no longer be proceeding in 2022.

  Carried

13.

PARKS AND RECREATION SERVICES

14.

PROTECTION SERVICES

14.1

Memo from the Chief Administrative Officer, regarding Cobourg Fire Department Recruitment.

• Moved by Councillor Aaron Burchat

  THAT Council authorize the CAO to appoint an interim Fire Chief to step into the position temporarily in order to meet statutory obligations under the Fire Protection and Prevention Act, 1997, S.O. 1997, c. 4; as outlined in option 2 in this report for an Interim Fire Chief replacement through OAFC during the recruitment process;

  FURTHER THAT Council authorize the recruitment of a new Fire Chief for the Town of Cobourg prior to the recruitment of a Deputy Fire Chief; and

  FURTHER THAT Council authorize the preparation of a by-law to amend By-law No.008-2019 Terms of Reference By-law to appoint the Director of Legislative Services as the Community Emergency Management Coordinator (CEMC), and the Emergency Planner as the CEMC Alternate. 

  Carried

15.

ARTS CULTURE AND TOURISM SERVICES

16.

UNFINISHED BUSINESS

16.1

Unfinished Business Tracking Table

17.

COMMITTEE OF THE WHOLE OPEN FORUM

There were no submissions from the public.

18.

ADJOURNMENT

• Moved by Councillor Adam Bureau

  THAT the meeting be adjourned (9:15 PM)

  Carried