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

Monday, May 10, 2021

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

Electronic Participation

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1.

CALL TO ORDER

2.

TRADITIONAL LAND ACKNOWLEDGEMENT

The Town of Cobourg respectfully acknowledges 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 acknowledges 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.

3.

ADDITIONS TO THE AGENDA

4.

DISCLOSURE OF PECUNIARY (FINANCIAL) INTEREST

5.

PRESENTATIONS

6.

DELEGATIONS

7.

DELEGATION ACTIONS

8.

GENERAL GOVERNMENT SERVICES

8.1

Memo from the Chief Administrative Officer regarding the Organizational Review RFP Award

• Action Recommended:

  THAT Council receive the Organizational Review Report from the Chief Administrative Officer for information purposes; and

  FURTHER THAT Council award the Organizational Review Request for Proposal Contract to the successful bidder, KPMG, in the amount of $85,000.00 plus HST (non-refundable) totaling $86,496.00 to be funded in the amount of $60,000 from the approved 2020 Council Operating Budget; and 

  FURTHER THAT the remaining $26,496.00 be drawn from the Contingency Reserve Fund to fund the remaining amount of the Organization Review Contract. 
  

8.2

Memo from the Chief Administrative Officer, regarding the Mid-Term Strategic Plan Report for the Town of Cobourg.

• Action Recommended:

  THAT Council receive the report from the Chief Administrative Officer for information purposes; and

  FURTHER THAT Council direct staff to demonstrate the alignment of reports, projects and activities, budget requests and resource deployment to the advancement of the priorities of the Strategic Plan wherever possible.

8.3

Memo from the Treasurer/Director of Corporate Services regarding the Cobourg Public Library HVAC Unit Contract Award. 

• Action Recommended:

  THAT Council receive the report from the Director of Corporate Services regarding the award of the contract for the replacement of two rooftop HVAC units at the Cobourg Public Library for information purposes; and

  FURTHER THAT Council award the contract to Carmichael Engineering Ltd to supply and install one (1) new four (4) ton and one (1) new six (6) ton Carrier roof top heat and cool package units at the Cobourg Public Library at a cost of $18,520 including non-refundable HST to be funded from the Library Building Reserve account.

8.4

Memo from the Treasurer/Director of Corporate Services, regarding the Victoria Hall – Sewer Line Replacement Project.

• Action Recommended:

  THAT Council receive the report from the Treasurer/Director of Corporate Services regarding the award of the contract for the replacement of the main interior sewer line in the basement of Victoria Hall; and

  FURTHER THAT Council award the contract to Doyle Home Services to replace the main interior sewer line in the west basement of Victoria Hall at a cost of $55,990 including non-refundable HST to be funded from the 2021 capital budget allocation of $40,000 with additional funds to be drawn from the Holdco Reserve fund in the amount of $35,000 to cover the estimated total project cost of $75,000.

8.5

Town of Cobourg 2020 Waterworks Draft Final Statements year ending of December 31, 2020.

• Action Recommended:

  THAT Council approve the draft audited financial statements for the Waterworks of the Town of Cobourg for the year ended December 31, 2020.

8.7

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

• Action Recommended:

  THAT Council receive the May 10, 2021 COVID-19 Verbal Update from the Chief Administrative Officer for information purposes.

9.

PLANNING AND DEVELOPMENT SERVICES

9.1

Memo from the Director of Planning and Development, regarding an Application for Site Plan Approval – Elgin Park – 265-327 Elgin Street East – Northumberland County Housing Corporation.

• Action Recommended:

  THAT Council receive the staff report for information purposes; and

  FURTHER THAT Council authorize the preparation of a by-law (s) to be presented at a Regular Council meeting to;

  1. authorize the Mayor and Municipal Clerk to execute a Development Agreement with the Northumberland County Housing Corporation for the 40-unit affordable & market residential re-development project located at 265-327 Elgin Street East, subject to the finalization of details by municipal staff and partner review agencies; and,
  2. remove the Holding (H) Symbol from the Subject Lands; and,

  FURTHER THAT Council grant Northumberland County Housing Corporation a 50% reduction in the Demolition/Building Permit fees for the project in the amount of $52,525.00 to be funded from the 2021 Affordable Housing Assistance budget and a 5-year, interest-free deferral of the balance of the Permit fees.

10.

PUBLIC WORKS SERVICES

11.

PARKS AND RECREATION SERVICES

11.1

Memo from the Deputy Director of Community Services regarding the Waterfront Parking Lot Repairs.

• Action Recommended:

  THAT Council receive this report for information purposes; and

  FURTHER THAT Council support the repairs to the Waterfront parking lot at a cost of $22,500 to be funded from the Parking Reserves; and

  FURTHER THAT Council support the proposed changes to the traffic flow as detailed on the attached drawing and outlined in the staff report. 

11.2

Memo from the Deputy Director of Community Services regarding Recreation Software.

• Action Recommended:

  THAT Council authorize the Town of Cobourg to execute and enter into a three (3) year agreement  with Active Network for the Town of Cobourg’s recreation software, which includes a three year (3) extension option agreement to be included with the terms of the Agreement; and

  FURTHER THAT Council authorize that the amount of $17,020.38 for the Active Network conversion be funded from the Cobourg Community Centre (CCC) Operating Budget, under Software Maintenance in the amount of $10,600.00 and office supplies in the amount of $3,000.00 and from Training and Courses in the amount of $3,420.38 to fund the total project cost. 

11.3

Memo from the Deputy Director of Community Services, regarding the Cobourg Marina Boat Lift-In.

• Action Recommended:

  THAT Council receive the report from the Deputy Director of Community Services for information purposes.

12.

PROTECTION SERVICES

13.

ARTS CULTURE AND TOURISM SERVICES

13.1

Memo from the Deputy Director of Community Services regarding the Summer 2021 Community Events Strategy

• Action Recommended:

  THAT Council receive the staff report for information purposes; and

  FURTHER THAT Council direct staff to approve community events permits for the summer of 2021 based on up-to-date provincial guidelines and the following strategy as presented within the Staff Report. 

14.

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.

14.1

Unfinished Business Tracking Table

15.

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

16.

ADJOURNMENT