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

Monday, April 19, 2021

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

Electronic Participation

Please be advised that the Regular Council Meeting will begin at 5:00 P.M. for Council to hold a Closed Session prior to the Open Session of Council which will begin at 6:00 P.M.

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1.

CALL TO ORDER

2.

CLOSED SESSION

• Action Recommended:

  THAT Council meet in Closed Session in accordance with Section 239 (2) 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;  Solicitor Opinion on the Sale of Municipal Land.

3.

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.

4.

ADDITIONS TO THE AGENDA

4.1

Memo from the Municipal Clerk/Manager of Legislative Services, regarding the awarding of the Electronic Document Records Management System Request for Proposal.

4.2

Legal Opinion regarding the regulation of On-Water Activities - West Harbour at the Cobourg Waterfront

4.3

Memo from the Accessibility Coordinator regarding National Accessibility Awareness Week 2021

4.4

Memo from the Deputy Director of Community Services, regarding the award of Installation of a High Efficiency Heating, Cooling and Dehumidifying System Request for Proposal

4.5

Memo from the Manager of Environmental Services, regarding the Scum Trough Sanitary Sewer Line – Water Pollution Control Plant #1

• Action Recommended:

  THAT the matters be added to the Agenda.

5.

DISCLOSURE OF PECUNIARY (FINANCIAL) INTEREST

6.

PRESENTATIONS

7.

DELEGATIONS

8.

DELEGATION ACTIONS

9.

GENERAL GOVERNMENT SERVICES

9.1

Memo from the Director of Corporate Services/Treasurer regarding the Market Building Roof Replacement

• Action Recommended:

  THAT Council receive the report from the Treasurer/Director of Corproate Services for information purposes; and

  FURTHER THAT Council award the contract for the replacement of the Market Building roof to the low bidder being Urban Roofing & Consulting at a cost of $124,890.05 including non-refundable HST using the Polymer Shakes product as approved by the Ontario Heritage Trust subject to approval by the Cobourg Heritage Committee plus an additional contingency of $10,000 to be used to repair any damaged roof sheeting.

9.2

Memo from the Director of Corporate Services/Treasurer regarding the Dressler House Roof Project

• Action Recommended:

  THAT Council receive the report from the Treasurer/Director of Corporate Services for information purposes; and

  FURTHER THAT Council award the contract for the replacement of the Dressler House roof to the low bidder being Urban Roofing & Consulting at a cost of $35,388.06 which includes non-refundable HST subject to final approval of materials by the Cobourg Heritage Committee.

9.3

Memo from the Municipal Clerk/Manager Legislative Services regarding recorded voting at Council Meetings

• Action Recommended:

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

  FURTHER THAT Council provide direction to the Municipal Clerk on one of the following options below in regards to recording voting during Municipal Council Meetings:

  Option 1: Maintain status quo and conduct recorded votes pursuant to the process that is currently in the Town’s Procedural By-law which is alphabetical order;

  OR

  Option 2: Amend the Procedural By-law to allow for recorded votes to be conducted with the Member who requested the recorded vote to be required to vote first, and then subsequently all other members of Council to announce their vote in alphabetical order thereafter;

  OR

  Option 3: Amend the Procedural By-law to allow for a random call of members by the Municipal Clerk at the call of a recorded vote by a Member with the Municipal Clerk having authority to choose the order at his/her discretion;

  OR

  Option 4: Amend the Procedural By-law to incorporate the use of Electronic Voting hosted through the eSCRIBE Agenda Management System to allow all recorded votes by Council to be displayed simultaneously on screen once all votes have been cast by Members at a cost of $2,450.00 per year with a one-time set-up/training fee of $1,350 for a total cost of $3,800.00.

9.4

Memo from the Manager, Human Resources, regarding Pay Equity Maintenance CUPE Local #25

• Action Recommended:

  THAT Council receive this report for information purposes; and

  FURTHER THAT Council approve $10,000.00 from the 2021 budget to hire a pay equity specialist to review and align current pay equity plan band widths with existing CUPE pay grids and to validate results of the pay equity maintenance process for implementation as required by legislation.

9.5

Memo from the Municipal Clerk/Manager of Legislative Services, regarding the awarding of the Electronic Document Records Management System Request for Proposal.

• Action Recommended:

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

  FURTHER THAT Council award the Request for Proposal Electronic Document Records Management contract to the successful bidder, StoneShare in the amount of $156,500.00 to be funding from the Legislative Services approved 2021 Operating Budget.

9.6

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

• Action Recommended:

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

10.

PLANNING AND DEVELOPMENT SERVICES

10.1

Memo from the Director of Planning and Development regarding the Cobourg Municipal Land Inventory for Potential Affordable Housing Sites

• Action Recommended:

  THAT Council receive the report from the Director of Planning and Development for information purposes; and

  FURTHER THAT Council provide direction to staff should it wish to advance the review of municipally-owned properties for the purpose of potentially disposing of and/or using such lands to facilitate the creation of affordable housing.

10.2

Memo from the Recording Secretary, Cobourg Heritage Advisory Committee, regarding 121 Bagot Street -HP-2021-007

• Action Recommended:

  THAT Council receive the memo from the Secretary of the Cobourg Heritage Advisory Committee for information purposes and grant a Heritage Permit Application HP-2021-007, submitted by Lee and Brad Corlett, for a side and rear addition with mudroom at 121 Bagot Street, Cobourg, subject to the finalization of details by Heritage and Planning staff.

10.3

Memo from the Recording Secretary, Cobourg Heritage Advisory Committee, regarding 212 King Street West - HP-2021-009 Marie Dressler House

• Action Recommended:

  THAT Council receive the memo from the Secretary of the Cobourg Heritage Advisory Committee for information purposes for the Heritage Permit Application HP-2021-009, submitted by Ian Davey on behalf of the Town of Cobourg, to permit a roof replacement at 212 King Street West to be modified to incorporate the Davinci polymer “cedar shake” in the colour “Chesapeake” (or equivalent) to closely match the existing polymer roof material.

10.4

Memo from the Recording Secretary, Cobourg Heritage Advisory Committee, regarding 201 Second Street – Market Building HP-2021-010

• Action Recommended:

  THAT Council receive the memo from the Secretary of the Cobourg Heritage Advisory Committee for information purposes and grant Heritage Permit Application HP-2021-010, submitted by Ian Davey on behalf of Town of Cobourg, to permit a roof replacement at 201 Second Street, Cobourg subject to the finalization of details by Heritage and Planning staff.

11.

PUBLIC WORKS SERVICES

11.1

Memo from the Manager of Environmental Services, regarding the Scum Trough Sanitary Sewer line at Water Pollution Control Plant #1

• Action Recommended:

  THAT Council approve the bid submitted by Behan Construction in the amount of $196,970.67 including non-refundable HST to complete the construction of the Scum Trough sanitary sewer line at Water Pollution Control Plant #1.

12.

PARKS AND RECREATION SERVICES

12.1

Memo from the Deputy Director of Community Services, regarding the High Efficiency Hot Water Tank Replacement at the Cobourg Marina. 

(Title of Report Corrected)

• Action Recommended:

  THAT Council award the RFP Contract CO-21-09 to Stadtke Plumbing & Heating Ltd. for a design plan and complete installation of a new high efficiency hot water system, removal and environmentally responsible disposal of the current aged equipment; and

  FURTHER THAT Council approve the costs associated with provisional deliverables 1, 2 and 3 in the amount of $69,633.20 plus HST as approved in the 2021 Capital Budget. 

12.2

Legal Opinion regarding the regulation of On-Water Activities - West Harbour at the Cobourg Waterfront.

• Action Recommended:

  THAT Council receive the Legal Opinion from Aird and Berlis LLP, with respect to the powers and authority of the Town of Cobourg to regulate and control activities in or upon waters within its municipally-owned harbour; and 

  FURTHER THAT Council refer the opinion to the Parks and Recreation Advisory Committee as a follow-up to the recommendation passed on July 20, 2020 by Council regarding this request for a legal opinion on the municipalities ability to regulate on-water activities in the Cobourg Harbour. 

13.

PROTECTION SERVICES

13.1

Memo from the Accessibility Coordinator regarding National Accessibility Awareness Week 2021

• Action Recommended:

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

  FURTHER THAT Council proclaim Accessibility Awareness Week from May 31^st to June 4^th, 2021, and;

  FURTHER THAT Council hang the banner created by the Chair of the Accessibility Advisory Committee at Victoria Hall throughout Accessibility Awareness week, and;

  FURTHER THAT Council provide a budget of $2,500 to secure a keynote speaker related to Accessibility to kick off the event, and;

  FURTHER THAT Council participate in different events throughout the week, to the best of their availability and schedule.

14.

ARTS CULTURE AND TOURISM SERVICES

14.1

Memo from the Recording Secretary, Sustainability and Climate Change Action Committee, regarding the revisions to the Terms of Reference

• Action Recommended:

  THAT Council receive the memo from the Secretary of the Sustainability of Climate Change Advisory Committee for information purposes and approve the SCCAC recommendations for the following changes to the Terms of Reference for the SCCAC, namely that:

  • Pam Lancaster from the Ganaraska Regional Conservation Authority (GRCA), recommended by the GRCA as their representative, be approved as a member of the SCCAC, in the role of an advisor, with no vote; and that
  • Brenda Ferris, a representative from Sustainable Cobourg, recommended by Sustainable Cobourg as their representative, be approved as a member of the SCCAC, with a vote.

14.2

Memo from the Recording Secretary, Sustainability and Climate Change Action Committee, regarding the Environmental Officer Position

• Action Recommended:

  THAT Council receive the memo from the Secretary of the Sustainability of Climate Change Advisory Committee for information purposes and work on having the shared Northumberland County Environmental Officer position extended until Cobourg’s Integrated Community Sustainability Plan (ICSP) is completed.

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

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