The Corporation of The Town of Cobourg

REGULAR COUNCIL MEETING

MINUTES

Monday, March 15, 2021 at 6:00 P.m. - 8:00 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
• Glenn McGlashon, Director of Planning and Development
• Laurie Wills, Director of Public Works
• Brent Larmer, Municipal Clerk/Manager of Legislative Services
• Krystal Christopher, Deputy Clerk
• Teresa Behan, Deputy Director Community Services

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1.

CALL TO ORDER

His Worship Mayor Henderson called the Meeting to Order ay 5:00 PM

2.

CLOSED SESSION

• Resolution 086-21
  Moved by Deputy Mayor Suzanne Séguin
  Seconded by Councillor Nicole Beatty

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

  Carried

2.1

Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees - Equity, Diversity and Inclusion Committee Applications

Krystal Christopher, Deputy Clerk, provided an overview of the report.

Members of Council engaged in a discussion and provided comments regarding the subject matter.  K. Christopher and Brent Larmer, Municipal Clerk/ Manager, Legislative Services responded to questions arising from the discussion.

2.2

239(2)(c) a proposed or pending acquisition or disposition of land by the municipality or local board  - Lucas Point Business & Industrial Park Offer to Purchase.

Melissa Graham, Small Business Facilitator, provided an overview of the report.

Members of Council raised questions regarding the report to which M. Graham responded. 

3.

TRADITIONAL LAND ACKNOWLEDGMENT STATEMENT

Closed Session ended 5:29 PM

Members of Council moved into Open Session at 6:00 PM

His Worship Mayor Henderson recited the Traditional Land Acknowledgment Statement.

4.

MOMENT OF REFLECTION

The Mayor asked that Council and Members of the Public to pause for a Moment of Reflection.

5.

ADDITIONS TO THE AGENDA

6.

DISCLOSURE OF PECUNIARY (FINANCIAL) INTEREST

6.1

Councillor Nicole Beatty - Motion from the Committee of the Whole meeting regarding the Approval to Award Single/Sole Source Design Services for the Mathew Street Engineering Design Services Contract.

6.2

Mayor John Henderson - Motion from the Committee of the Whole meeting regarding regarding the Notice of Demolition of a Listed Property – 205 Forth Street, Cobourg.

6.3

Mayor John Henderson - Letter from Gil Brocanier, Chair of the Northumberland County Housing Corporation, requesting the waiver of Building Permit Fees for the Elgin Street Park Development.

7.

ADOPTION OF MINUTES OF THE PREVIOUS MEETING

7.1

Adoption of the February 22, 2021, Regular Council Minutes.

• Resolution 087-21
  Moved by Deputy Mayor Suzanne Séguin
  Seconded by Councillor Aaron Burchat

  THAT Council adopt the minutes of the Regular Council meeting held on February 22, 2021

  Carried

7.2

Adoption of the February 23, 2021, Special Council Minutes

Councillor Aaron Burchat noted he was not in attendance at this meeting.

• Resolution 088-21
  Moved by Mayor John Henderson
  Seconded by Councillor Emily Chorley

  THAT Council adopt the minutes of the Special Council meeting held on February 23, 2021 be approved as amended. 

  Carried

7.3

Adoption of the March 1, 2021, Special Council Minutes

• Resolution 089-21
  Moved by Deputy Mayor Suzanne Séguin
  Seconded by Councillor Adam Bureau

  THAT Council adopt the minutes of the Special Council meeting held on March 1, 2021

  Carried

8.

PRESENTATIONS

9.

DELEGATIONS

9.1

Virginia Lam, EIE Corporation, regarding the Queensview Garden Development on Division and McGill Street, Cobourg

Richard Tseng, EIE Corporation , provided an overview of the propose development at Queensview Garden Development on Division and McGill Street and spoke to the context of the plan. The presentation highlighted a description of subject lands, zoning, plan design and concept.

Members of Council raised questions regarding the proposed development and provided comments. R. Tseng and V. Lam responded to questions arising from the discussion.

10.

DELEGATION ACTIONS

• Resolution 090-21
  Moved by Councillor Nicole Beatty
  Seconded by Councillor Emily Chorley

  THAT the delegation be recieved for information purposes

  Carried

11.

REPORTS

11.1

General Government Services

11.1.1

Committee of the Whole meeting notes held on March 8, 2021

• Resolution 091-21
  Moved by Deputy Mayor Suzanne Séguin
  Seconded by Councillor Emily Chorley

  THAT Council approve the minutes of the Committee of the Whole meeting held on March 8, 2021 for information purposes.

  Carried

11.2

Planning and Development Services

11.3

Public Works Services

11.4

Parks and Recreation Services

11.5

Protection Services

11.6

Arts, Culture and Tourism Services

11.6.1

Memo from the Secretary, Cobourg Downtown Business Improvement Area Board of Management regarding a Board Member Resignation.

• Resolution 092-21
  Moved by Councillor Adam Bureau
  Seconded by Deputy Mayor Suzanne Séguin

  THAT Council accept with regret the resignation of J. Dreyer, DBIA Vice-Chair and board member; and

  FURTHER THAT a note of appreciation be sent to the member acknowledging their service to the Cobourg Community.

  Carried

11.6.2

Memo from the Secretary, Cobourg Downtown Business Improvement Area Board of Management regarding the Appointment of a New Member of the DBIA.

• Resolution 093-21
  Moved by Councillor Adam Bureau
  Seconded by Deputy Mayor Suzanne Séguin

  THAT Council accept the DBIA Board of Management approval for the appointment of D. Vasey – Owner of Taps & Corks as a board member to fill the existing vacancy on the DBIA Board of Management.

  Carried

12.

MOTIONS

12.1

General Government Services

12.1.1

Motion to Appoint Members to the Equity, Diversity and Inclusion Committee

• Resolution 094-21
  Moved by Deputy Mayor Suzanne Séguin
  Seconded by Councillor Emily Chorley

  WHEREAS at the Regular Council Meeting on March 15, 2021, Council considered applications from Members of the Public to fill a vacancies on the Town of Cobourg Equity, Diversity and Inclusion Committee;

  NOW THEREFORE BE IT RESOLVED THAT Municipal Council appoint the following member to the Equity, Diversity and Inclusion Advisory Committee:

  Equity, Diversity and Inclusion Committee

  1. Councillor Nicole Beatty
  2. Councillor Adam Bureau
  3. Councillor Emily Chorley
  4. Beverly Shepherd
  5. Kari Walton
  6. Heidi Carisse
  7. Ashley Bouman
  8. Marilou Martin
  9. Terry Dillon
  10. Anna Albouni
  11. Frances Northeast
  12. Boutheina Maraoui
  13. Shawn Levy

  AND FURTHER THAT Council authorize the amendment of the Equity Diversity and Inclusion Terms of Reference to allow for three (3) Members of Council to sit on the Committee and eleven (11) public member appointments, with the eleventh (11th) spot to be open to those persons who identify as First Nations with or without status, Metis, and/or Inuit. 

  Carried

12.1.2

Motion from Committee of the Whole regarding Collective Bargaining-Cobourg Professional Fire Fighters’ Association Local 1732 Amendment to the Negotiating Committee Structure

• Resolution 095-21
  Moved by Deputy Mayor Suzanne Séguin
  Seconded by Councillor Aaron Burchat

  WHEREAS at the Committee of the Whole Meeting on March 8, 2021 Council considered a memo from the Manager of Human Resources, regarding Collective Bargaining-Cobourg Professional Fire Fighters’ Association Local 1732 Amendment to the Negotiating Committee Structure

  NOW THEREFORE BE IT RESOLVED THAT Council authorize the amendment to Policy No. HR-AP-C1 -All Personnel — Compensation& Benefits — Salary Calculation Standards (Appendix "A") to update the  negotiating committee to consist of the Chief Administrative Officer, the Director, Corporate Services and the Manager, Human Resources; and

  FURTHER THAT Council authorize the negotiating committee be struck to enter into collective bargaining with the Cobourg Professional Fire Fighters’ Association Local 1732.

   

  Carried

12.1.3

Motion from the Committee of the Whole meeting regarding the Non-Union Employee Remuneration increase for 2021

• Resolution 096-21
  Moved by Deputy Mayor Suzanne Séguin
  Seconded by Councillor Brian Darling

  WHEREAS at the Committee of the Whole Meeting on March 8, 2021 Council considered a memo from the Human Resources Manager, regarding the Non-Union Employee Remuneration increase for 2021;

  NOW THERE FOR BE IT RESOLVED THAT Council approve a 1.7 % increase for Non-Union employees effective January 1, 2021.

  Carried

12.1.4

Motion from the Committee of the Whole regarding appointments to the Town of Cobourg Holdings Inc. Board of Directors.

• Resolution 097-21
  Moved by Deputy Mayor Suzanne Séguin
  Seconded by Councillor Emily Chorley

  THAT Council approve the extension and appointment of Robert M. Bell's term as a HOLDCO Director for a further three (3) year term ending April 30, 2024; and

  FURTHER THAT Council request that the Town of Cobourg Holdings Inc. hold a open recruitment process pursuant to the Boards procedures for the one (1) member vacancy that will be vacant as of April 30, 2021.

  Carried

12.2

Planning and Development Services

12.2.1

Motion from the Committee of the Whole meeting regarding Heritage Permit Application HP-2021-004, submitted by Ann and James Grozier for the proposed roof replacement at 170 King Street East, Cobourg

• Resolution 098-21
  Moved by Councillor Nicole Beatty
  Seconded by Councillor Adam Bureau

  WHEREAS at the Committee of the Whole Meeting on March 8, 2021 Council considered a memo from the Secretary of the Cobourg Heritage Advisory Committee, regarding Heritage Permit Application HP-2021-004, submitted by Ann and James Grozier for the proposed roof replacement at 170 King Street East, Cobourg

  NOW THEREFORE BE IT RESOLVED THAT Council endorse the recommendation of the Cobourg Heritage Advisory Committee and grant a Heritage Permit HP-2021-004 to permit a roof replacement for the property known municipally as 170 King Street East, Cobourg, subject to the finalization of details by Heritage and Planning Staff.

  Carried

12.2.2

Motion from the Committee of the Whole meeting regarding regarding the Notice of Demolition of a Listed Property – 205 Forth Street, Cobourg.

• Mayor John Henderson declared a conflict on this item. (Mayor John Henderson declared a conflict of interest as he is a neighbor to the subject property)

• Resolution 099-21
  Moved by Deputy Mayor Suzanne Séguin
  Seconded by Councillor Aaron Burchat

  WHEREAS at the Committee of the Whole Meeting on March 8, 2021 Council considered a memo from Planner II - Heritage, Planning and Development, regarding the Notice of Demolition of a Listed Property – 205 Forth Street, Cobourg; 

  NOW THEREFORE BE IT RESOLVED THAT the requirement for a Cultural Heritage Impact Assessment (CHIA) be waived and that the property located at 205 Forth Street be removed from the Town of Cobourg Heritage Register (undesignated) given the extenuating circumstances whereby the building has been substantially altered over time and significantly damaged by fire.

  Carried

12.3

Public Works Services

12.3.1

Motion from the Committee of the Whole meeting regarding the Award of Various Culvert and Bridge Rehabilitations, Tender No. CO-21-04 PWD

• Resolution 100-21
  Moved by Councillor Brian Darling
  Seconded by Councillor Nicole Beatty

  WHEREAS at the Committee of the Whole Meeting on March 8, 2021 Council considered a memo from the Manager of Engineering and Capital Projects, regarding the Award of Various Culvert and Bridge Rehabilitations, Tender No. CO-21-04 PWD.

  NOW THEREFORE BE IT RESOLVED THAT Council award the Various Culvert and Bridge Rehabilitations, CO-21-04 PWD, tender to A2Z Civil in the amount of $391,870.00 excluding HST.

  Carried

12.3.2

Motion from the Committee of the Whole meeting regarding the Approval to Award Single/Sole Source Design Services for the Mathew Street Engineering Design Services Contract.

• Councillor Nicole Beatty declared a conflict on this item. (Councillor Nicole Beatty declared a conflict on this item as she resides on Burke Street which is neighboring to Matthew Street. )

• Resolution 101-21
  Moved by Councillor Brian Darling
  Seconded by Councillor Aaron Burchat

  WHEREAS at the Committee of the Whole Meeting on February 16, 2021 Council considered a memo from the Director of Public Works, regarding the Approval to Award Single/Sole Source Design Services for the Mathew Street Engineering Design Services Contract;

  NOW THEREFORE BE IT RESOLVED THAT Council approve the extension of the Mathew Street Engineering Design Services Contract with CIMA+ for the design of Burke Street, Blake Street and Victoria Street in the amount of $75,000 and accordance with the 2021 approved Public Works Capital Budget.

  Carried

12.4

Parks and Recreation Services

12.4.1

Motion from the Committee of the Whole meeting regarding the High Efficiency Heating, Cooling and Dehumidifying System RFP Award at the Marina Building

• Resolution 102-21
  Moved by Councillor Emily Chorley
  Seconded by Deputy Mayor Suzanne Séguin

  WHEREAS at the Committee of the Whole Meeting on March 8, 2021 Council considered a memo from the Deputy Director of Community Services, regarding the High Efficiency Heating, Cooling and Dehumidifying System RFP Award at the Marina Building

  NOW THEREFORE BE IT RESOLVED THAT Council award the High Efficiency Heating, Cooling and Dehumidifying System RFP CO-21-10 MAR to Noddle Sheet Metal and Mechanical Ltd. for the installation of a High Efficiency Heating, Cooling and Dehumidifying system including the removal of the existing furnace in an environmentally responsible manner, in the amount of $79,772.00 plus HST;

  AND FURTHER THAT Council authorize the remaining, unbudgeted amount of $9,772.00 excluding HST to be funded from the Marina Reserve.

  Carried

12.4.2

Motion from the Committee of the Whole meeting regarding he Award of Contract for Harbour Infrastructure Repairs – Provisional Items

• Resolution 112-21
  Moved by Councillor Brian Darling
  Seconded by Councillor Aaron Burchat

  WHEREAS at the Committee of the Whole Meeting on March 8, 2021 Council considered a memo from the Deputy Director of Community Services and the Director of Public Works regarding the Award of Contract for Harbour Infrastructure Repairs – Provisional Items

  NOW THEREFORE BE IT RESOLVED THAT Council approve the costs associated with the following provisional items as submitted by Shoreplan Engineering in the amount of $45,700 plus HST, being:

  1. Pedestrian Walkway to Lighthouse - Construction Cost Estimate ($16,700);
  2. Condition Assessment of Remaining Harbour Structures ($7,000); and
  3. Monitoring of Existing Infrastructure Prior to Completion of Repairs ($22,000).

  AND FURTHER THAT Council will decide at a later date whether to authorize provisional item B (ii): Detailed Design and Tender Documents for a Pedestrian Walkway to the Lighthouse ($28,800); this option will be considered upon receipt of B (i): Construction Cost Estimate;

  AND FURTHER THAT Council direct staff to request a quotation from Shoreplan Engineering to identify and compare feasible boat-lifting options including high-level cost estimates for Council’s consideration.

  Amended
• Resolution 113-21
  Moved by Councillor Brian Darling
  Seconded by Councillor Aaron Burchat

  THAT Council approve the following wording to the last paragraph be inserted:

  THAT Council approve the quotation in the amount of 9,500, plus HST;

  That the following wording be removed:

  ‘Direct staff to request a quotation from’

  AND FURTHER THAT the total contract amount for the Habour infrastructure repairs Provisional Items be amended to $55,200 plus HST.

  Carried
• Resolution 114-21
  Moved by Councillor Brian Darling
  Seconded by Councillor Aaron Burchat

  WHEREAS at the Committee of the Whole Meeting on March 8, 2021 Council considered a memo from the Deputy Director of Community Services and the Director of Public Works regarding the Award of Contract for Harbour Infrastructure Repairs – Provisional Items

  NOW THEREFORE BE IT RESOLVED THAT Council approve the costs associated with the following provisional items as submitted by Shoreplan Engineering in the amount of $55,200 plus HST, being:

  1. Pedestrian Walkway to Lighthouse - Construction Cost Estimate ($16,700);
  2. Condition Assessment of Remaining Harbour Structures ($7,000); and
  3. Monitoring of Existing Infrastructure Prior to Completion of Repairs ($22,000).

  AND FURTHER THAT Council will decide at a later date whether to authorize provisional item B (ii): Detailed Design and Tender Documents for a Pedestrian Walkway to the Lighthouse ($28,800); this option will be considered upon receipt of B (i): Construction Cost Estimate;

  AND FURTHER THAT Council approve the quotation in the amount of $9,500, plus HST from Shoreplan Engineering to identify and compare feasible boat-lifting options including high-level cost estimates for Council’s consideration.

  Carried

12.5

Protection Services

12.6

Arts, Culture and Tourism Services

13.

BYLAWS

13.1

General Government Services

13.1.1

By-law No. 019-2021, being a by-law to enter into a Commercial Sale of Land Agreement with GVK Chemicals Inc. (Dodge Street, Cobourg).

• Resolution 115-21
  Moved by Deputy Mayor Suzanne Séguin
  Seconded by Councillor Aaron Burchat

  THAT Council adopt By-law 019-2021, being a by-law to authorize the Mayor and Municipal Clerk to execute on behalf of the Corporation a Commercial Sale of Land Agreement with GVK Chemicals Inc. for purchase of approximately two (2) acres of industrial land in the Lucas Point Business & Industrial Park on Dodge Street, Cobourg.

  Carried

13.2

Planning and Development Services

13.3

Public Works Services

13.4

Parks and Recreation Services

13.5

Protection Services

13.6

Arts, Culture and Tourism Services

13.7

General Government Services

13.7.1

THAT the following bylaw(s) be passed:

1. By-law No. 019-2021, being a by-law to enter into a Commercial Sale of Land Agreement with GVK Chemicals Inc. (Dodge Street, Cobourg).

• Resolution 105-21
  Moved by Deputy Mayor Suzanne Séguin
  Seconded by Councillor Emily Chorley

  THAT leave be granted to introduce bylaw 019-2021 and to dispense with the reading of the bylaws by the Municipal Clerk and that the same be considered read and passed and that the Mayor and the Municipal Clerk sign the same and the Seal of the Corporation be thereto affixed.

  Carried

14.

PETITIONS

15.

COMMITTEE/BOARD MINUTES (INFORMATION PURPOSES ONLY)

15.1

Cobourg Public Library Board Minutes - January 20, 2021 and January 26, 2021

15.2

Cobourg Downtown Business Improvement Board of Management Minutes - February 4, 2021

15.3

Transportation Advisory Committee Minutes - January 28, 2021

15.4

Accessibility Advisory Committee Minutes - January 20, 2021 and February 8, 2021

15.5

Cobourg Heritage Advisory Committee Minutes - February 24, 2021

15.6

Sustainability and Climate Change Action Committee Minutes - February 3, 2021

• Resolution 106-21
  Moved by Deputy Mayor Suzanne Séguin
  Seconded by Councillor Nicole Beatty

  THAT Council receive the Advisory Committee and Local Board Minutes for information purposes

  Carried

16.

CORRESPONDENCE

16.1

Letter from Gil Brocanier, Chair of the Northumberland County Housing Corporation, requesting the waiver of Building Permit Fees for the Elgin Street Park Development.

• Mayor John Henderson declared a conflict on this item. (Mayor John Henderson declared a conflict of interest as he is a member on the Northumberland County Housing Corporation Board.)

• Resolution 107-21
  Moved by Councillor Nicole Beatty
  Seconded by Councillor Adam Bureau

  THAT Council receive the request from the Chair of the Northumberland County Housing Corporation for information purposes and refer the request to Staff for a report.  

  Carried

16.2

Correspondence, Ministry of Transportation. Hon. Caroline Mulroney, regarding, the Safe Restart Agreement (SRA)

• Resolution 108-21
  Moved by Councillor Brian Darling
  Seconded by Councillor Adam Bureau

  THAT Council receive the correspondence from the Ministry of Transportation. Hon. Caroline Mulroney for information purposes 

  Carried

16.3

Correspondence, Ontario Fire Marshall, regarding the Fire Safety Grant Announcement and Application.

Fire marshall - dep mayor / chorley as amended

• Resolution 109-21
  Moved by Councillor Aaron Burchat
  Seconded by Councillor Emily Chorley

  THAT Council receive the letter from the Ontario Fire Marshal regarding the Fire Safety Grant for information purposes; and

  FURTHER THAT Council support the Fire Cheif submitting an application for the Fire Safety Grant on behalf of the Cobourg Fire Department to assist in addressing challenges associated with training and virtual inspections due to the COVID-19 pandemic; and 

  FURTHER THAT the Fire Cheif Report back to Council to inform Council on the grant funding received and the projects delivered. 

  Carried

17.

NOTICE OF MOTION

17.1

Notice of Motion, Councillor Brian Darling, Coordinator of Public Works, regarding a request to Review and Update the Recorded Vote section of the Town of Cobourg Council Procedural By-law.

• Resolution 110-21
  Moved by Councillor Brian Darling
  Seconded by Councillor Aaron Burchat

  THAT Council receive the Notice of Motion for information purposes; and 

  FURTHER THAT the Notice of Motion be referred to the March 29, 2021 Committee of the Whole Meeting for discussion. 

  Carried

18.

COUNCIL/COORDINATOR ANNOUNCEMENTS

18.1

Members of Council present verbal reports on matters within their respective areas of responsibility.

Members of Council present verbal reports on matters within their respective areas of responsibility.

• Resolution 111-21
  Moved by Councillor Brian Darling
  Seconded by Councillor Aaron Burchat

  THAT the Motion from the Committee of the Whole meeting regarding the Award of Contract for Harbour Infrastructure Repairs – Provisional Items, agenda item 12.4.2, be reconsidered

  Carried

19.

UNFINISHED BUSINESS

19.1

Unfinished Business Tracking Table

20.

CONFIRMATORY BY-LAW

20.1

Bylaw 020-2021, being a bylaw to confirm the proceedings of the Council Meeting of March 15, 2021.

• Resolution 115-21
  Moved by Deputy Mayor Suzanne Séguin
  Seconded by Councillor Aaron Burchat

  THAT leave be granted to introduce Bylaw 020-2021 and to dispense with the reading of the Bylaw by the Municipal Clerk to confirm the proceedings of Council of the Town of Cobourg at its Regular Council Meeting held on March 15, 2021 and the same be considered read and passed and that the Mayor and the Municipal Clerk sign the same and the Seal of the Corporation be thereto affixed. 

  Carried

21.

ADJOURNMENT

• Resolution 116-21
  Moved by Councillor Nicole Beatty

  THAT the meeting be adjourned. (8:08 PM)

  Carried