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

Monday, September 13, 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 of the Municipal Act S.O. 2001 regarding:

2.1

239(2)(b) personal matters about an identifiable individual, including municipal or local board employee - Town of Cobourg Organizational Review

3.

ADDITIONS TO THE AGENDA

3.1

William Glover, Bicycle Action Committee (BAC), to speak regarding BAC's proposal for Cobourg's Cycling Infrastructure Completion

3.2

Memo from the Director of Corporate Services/ Treasurer regarding the Operating Budget Variance Report – Q2 2021

3.3

Memo from the Accessibility Coordinator regarding the The Town of Cobourg’s Equity, Diversity, and Inclusion Strategy

3.4

Memo from the Recording Secretary, Transportation Advisory Committee, regarding the Bicycle Action Committee's Proposal for Funding

3.5

Memo from the Recording Secretary, Transportation Advisory Committee, regarding an Anti Idling Bylaw

3.6

Memo from the Recording Secretary, Accessibility Advisory Committee regarding the purchase of a Demo WHEELS Vehicle

• Action Recommended:

  THAT the matters be added to the Agenda.

4.

DISCLOSURE OF PECUNIARY (FINANCIAL) INTEREST

5.

PRESENTATIONS

5.1

Oscar Poloni, Office Managing Partner, KPMG, regarding key findings and outcomes from the Town of Cobourg Organizational Review.

6.

DELEGATIONS

6.1

Meaghan MacDonald, Executive Director, Habitat for Humanity Northumberland, to provide information on the Think Tiny Homes Northumberland and the developing of a micro-village concept to help address the affordable housing crisis.

6.2

William Glover, Bicycle Action Committee (BAC), to speak regarding BAC's proposal for Cobourg's Cycling Infrastructure Completion

7.

DELEGATION ACTIONS

8.

GENERAL GOVERNMENT SERVICES

8.1

Memo from the Chief Administrative Officer regarding the Service Delivery Review Update – September 2021

• Action Recommended:

  THAT Council receives the Service Delivery Review Report - Second Quarter update from the Chief Administrative Office for information purposes.

8.2

Memo from the Treasurer/Director of Corporate Services Northam Industrial Park – Second Quarter Financial Report.

• Action Recommended:

  THAT Council receive the Second Quarter 2021 Northam Industrial Park Financial Report for information purposes.

8.3

Memo from the Treasurer/Director of Corporate Services, regarding the Cancellation, Reduction or Refund of Property Taxes – First Report for 2021

• Action Recommended:

  THAT Council receive the first report for tax adjustments for 2021 and approve the reduction of property taxes in the amount of $131,649.99 in accordance with the schedule attached to this report and;

  FURTHER THAT the reduction be shared as follows:

  Town of Cobourg $73,477.19;

  County of Northumberland $41,963.23;

  Education $14,630.71 and

  DBIA $1,578.86.

8.4

Return to In-Person Council Meetings through Hybrid Electronic Participation.

(Referred from the August 30, 2021 Regular Council Meeting).

• Action Recommended:

  WHEREAS at the Committee of the Whole Meeting on August 23, 2021, Council considered a 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;

  NOW THEREFORE BE IT RESOLVED THAT Council Meetings return to an in-person format in Cobourg Municipal Council Chambers in the following new format:

  THAT Municipal Council allow for the continuation of Electronic Participation by Council Members in combination with the resumption of physical attendance of Members in Council Chambers in order to continue to maintain modernization of Council Meetings as permitted in the Municipal Act, Section 238 s. 3.1 and s. 3.3 in order to allow for Council to continue to legally meet if there may be a reason where a Member is unable to be present in Chambers; and

  FURTHER THAT Members of the Public and Delegates/Presenters shall participate electronically through Zoom Video Conference; 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 meeting.

8.5

Memo from the Municipal Clerk/Manager of Legislative Services, regarding the 2022 Municipal Election Report and Alternative Voting Method Authorization.

• Action Recommended:

  THAT Council approve the use of internet/telephone voting as the alternative voting method for the 2022 Municipal Election being held on Monday, October 24, 2022; and,

  FURTHER THAT Council directs the Municipal Clerk to prepare a By-law to be brought forward to authorize alternative voting method for the 2022 Municipal Election; and

  FURTHER THAT Council authorize the Mayor and Municipal Clerk to execute an agreement with Intelivote Systems Inc. building upon the successful integrated voting solution experience delivered during the 2006, 2010, 2014 and 2018 Municipal Elections to provide internet and telephone electronic voting Service for the 2022 Town of Cobourg Municipal Election at a total estimated cost of $39,750 based on 15,000 eligible Electors to be funded from the Election Reserve Fund set aside annually for this purpose.

8.6

Memo from the Deputy Clerk/ Records Management Coordinator regarding the Amendment to the Memorial Arena Ad Hoc Committee Terms of Reference

• Action Recommended:

  THAT Council authorize the preparation of a by-law to be endorsed and be presented to Council for adoption at a Regular Council Meeting to amend By-law No. 008-2019 to amend the Terms of Reference for the Memorial Arena Ad Hoc Committee, as attached to this Report as Attachment #1

8.7

Memo from the Accessibility Coordinator regarding the Equity, Diversity and Inclusion Policy for the Town of Cobourg

• Action Recommended:

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

  FURTHER THAT Council provide feedback and suggestions to the Accessibility Coordinator on the content of the Equity, Diversity, and Inclusion Policy before the beginning of October, and;

  FURTHER THAT Council direct Staff to bring the current draft of the Equity, Diversity, and Inclusion Policy for the Town of Cobourg to the internal Policy Review Team, and;

  FURTHER THAT Council direct Staff to bring the final version of the Equity, Diversity, and Inclusion Policy for the Town of Cobourg to a future Council meeting before the end of 2021.

8.8

Memo from the Director of Corporate Services/ Treasurer regarding the Operating Budget Variance Report – Q2 2021

• Action Recommended:

  THAT Council receive the Second Quarter 2021 Operating Budget Variance Report for information purposes.

8.9

Memo from the Accessibility Coordinator regarding the The Town of Cobourg’s Equity, Diversity, and Inclusion Strategy

• Action Recommended:

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

  FURTHER THAT Council provide input into the Equity, Diversity, and Inclusion Strategy to the Accessibility Coordinator over the next three (3) weeks, and;

  FURTHER THAT Council direct Staff to engage with the public on the Equity, Diversity, and Inclusion Strategy, and;

  FURTHER THAT Council direct Staff to bring a budget to the 2022 Budget deliberations related to the costs associated with the Equity, Diversity, and Inclusion Strategy, and;

  FURTHER THAT Council direct Staff to bring the final version of the Equity, Diversity, and Inclusion Strategy for the Town of Cobourg to a future Council meeting before the end of 2021.

8.10

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

• Action Recommended:

  THAT Council receive the September 13, 2021, COVID-19 Verbal Update from the Chief Administrative Officer for information purposes.

9.

PLANNING AND DEVELOPMENT SERVICES

9.1

Memo from the Recording Secretary, Cobourg Heritage Advisory Committee, regarding HP-2021-028 - 277 College St

• Action Recommended:

  THAT Council receive the Memo from the Cobourg Heritage Advisory Committee and endorse the recommendation for Heritage Permit Application HP-2021-028 as submitted by Christopher Wallace on behalf of Lisa and Gary Ferguson for the demolition of the structures at 277 College be endorsed in principle for both the demolition/removal and re-development, subject to the submission and approval of updated and more detailed architectural building design plans, all to be completed prior to final approval of a Heritage Permit.

9.2

Motion from the Recording Secretary, Planning and Development Advisory Committee regarding Marshall Homes (Cobourg) Ltd. – 160 Densmore Road

• Action Recommended:

  THAT Council receive the Memo from the Planning and Development Advisory Committee and be advised that the committee has duly considered the application by Marshall Homes (Cobourg) Ltd. to permit “Stacked Townhouses” as a permitted land use under “Multiple Residential Four, Exception 18” zone on the 2.54 Hectares of vacant land and endorses the conclusions of the Planning Report.

10.

PUBLIC WORKS SERVICES

10.1

Memo from the Director of Public Works regarding the Purchase of a Specialized Transit Vehicle and Approval of Participation Fee for Electric Vehicle Feasibility Study

• Action Recommended:

  THAT Council approve the purchase of a 2020 ARBOC 8m low floor accessible transit bus from Creative Carriage Ltd. at a total cost of $152,439.53 including non-refundable HST to be 73.33% ($111,783.91) funded by the Investing in Canada Infrastructure Program (ICIP): Transit Stream and 26.67% ($40,655.62) funded from the Town of Cobourg vehicle replacement reserve; and

  FURTHER THAT Council approve $5,500.00 plus HST in the 2022 budget to fund the Town’s participation in the Metrolinx Transit Joint Procurement Initiative Battery Electric Bus (BEB) Road Map Project.

10.2

Memo from the Recording Secretary, Transportation Advisory Committee, regarding the Bicycle Action Committee's Proposal for Funding

• Action Recommended:

  THAT Council receive the Memo from the Transportation Advisory Committee for information purposes recommending to apply for the maximum available funds from the Federal Government Infrastructure Bank Active Transportation Program and use the Bicycle Action Committee's Cycling Infrastructure Completion Proposal be used as input into the next Transportation Master Plan.

10.3

Memo from the Recording Secretary, Transportation Advisory Committee, regarding an Anti Idling By-law

• Action Recommended:

  THAT Council receive the Memo from the Transportation Advisory Committee for information recommending to develop an “Anti-Idling” By-law and a public education program by installing signs in strategic locations throughout the town, informing the public of the by-law and the penalty for violation. In addition, a to the development of a policy/procedure to exempt vehicles owned and operated by the Town in order to further mitigate idling through operator guidelines. 

11.

PARKS AND RECREATION SERVICES

11.1

Memo from the , Deputy Director, Community Services, regarding the Cobourg Community Centre Canteen Reopening

• Action Recommended:

  THAT Council direct staff to reopen the Canteen(s) and Vending Machine(s), located at the Cobourg Community Centre for October 2, 2021 to facilitate community user groups as the Cobourg Community Centre reopens for more events and activities; and

  FURTHER THAT council permit the spending of $20,000 for restocking costs and $13,000 staffing costs with the anticipation that the canteen(s) and vending machine(s) will break even or generate a profit, resulting in a zero cost impact to the tax base.

11.2

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

• Action Recommended:

  THAT Council receive the September 13, 2021, Victoria Beach Report/Update from the Deputy Director of Community Services for information

12.

PROTECTION SERVICES

12.1

Memo from the Municipal Clerk/ Manager of Legislative Services regarding the Municipal Animal Control Service Delivery –Northumberland Humane Society Partnership

• Action Recommended:

  THAT Council receive the report from the Municipal Clerk/Manager of Legislative Services regarding the Town of Cobourg Animal Control Service Delivery for information purposes; and

  FURTHER THAT Council proceed and accept the proposal by the Northumberland Humane Society for domestic animal sheltering for a period of five (5) years at a cost of $36,000 per year with a yearly increase in the cost of living adjustment in December of each year.

12.2

Memo from the Deputy Fire Chief, regarding the Capital Budget Fire Department Fleet Replacement Report.

• Action Recommended:

  THAT Council receive the staff report from the Deputy Fire Chief for information purposes.

12.3

Memo from the Recording Secretary, Accessibility Advisory Committee regarding the purchase of a Demo WHEELS Vehicle

• Action Recommended:

  THAT Council receive the memo from the Accessibility Advisory Committee for information purposes that recommends and supports the purchase of a demo model Specialized Transit WHEELS back-up bus to happen immediately.

13.

ARTS CULTURE AND TOURISM SERVICES

13.1

Memo from the Recording Secretary, Sustainability and Climate Emergency Advisory Committee regarding the Environmental Officer Position and Cobourg's 2022 Budget

• Action Recommended:

  THAT Council receive the Memo from the Sustainability & Climate Emergency Advisory Committee for information purposes recommending to find funds within its 2021 budget to hire a full-time environmental staff person and ensure sufficient funds within the 2022 budget to implement the climate emergency mitigation measures.

13.2

Memo from the Recording Secretary, Sustainability and Climate Emergency Advisory Committee, regarding the Bicycle Action Committee's Cycling Infrastructure Proposal

• Action Recommended:

  THAT Council receive the recommendation from the Sustainability & Climate Emergency Advisory Committee for information purposes recommending to implement the request of the Bicycle Action Committee (BAC) and the Sustainability & Climate Emergency Advisory Committee regarding the Cycling Infrastructure Completion Proposal.

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 Sheet

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