The Corporation of The Town of Cobourg
REGULAR COUNCIL MEETING
AGENDA

Monday, August 30, 2021 at 4:00 P.m. - 6:00 P.m.

Electronic Participation

Please be advised that the Regular Council Meeting will begin at 3:00 P.M. for Council to hold a Closed Session prior to the Open Session of Council which will begin at 4:00 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

Section 239 (2) (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose - regarding Vaccination Policy and Health and Safety Standard to be considered.

2.2

Section 239 (2)(d) Labour relations or employee negotiations - regarding Fire Fighters Assoc. Collective Bargaining.

2.3

Section 239(2)(I) Information supplied in confidence reasonably expected to prejudice - regarding Town of Cobourg Animal Control Service Delivery

3.

TRADITIONAL LAND ACKNOWLEDGEMENT

The Town of Cobourg respectfully acknowledge 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 acknowledge 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.

MOMENT OF REFLECTION

5.

ADDITIONS TO THE AGENDA

6.

DISCLOSURE OF PECUNIARY (FINANCIAL) INTEREST

7.

ADOPTION OF MINUTES OF THE PREVIOUS MEETING

7.1

Adoption of the July 26, 2021 Regular Council Minutes.

• Action Recommended:

  THAT Council adopt the minutes of the Regular Council meeting held on July 26, 2021

7.2

Adoption of the Public Planning Meeting Minutes dated August 9, 2021

• Action Recommended:

  THAT Council adopt the minutes of the Public Planning meeting held on August 9, 2021.

7.3

Adoption of the August 25, 2021, Special Council Minutes

• Action Recommended:

  THAT Council adopt the minutes of the Special Council meeting held on August 25, 2021

8.

PRESENTATIONS

9.

DELEGATIONS

10.

DELEGATION ACTIONS

11.

REPORTS

11.1

General Government Services

11.1.1

Committee of the Whole meeting notes held on August 23, 2021

• Action Recommended:

  THAT Council receive and approve the minutes of the Committee of the Whole meeting held on August 23, 2021 for information purposes.

11.2

Planning and Development Services

11.2.1

Memo from Planner I - Development, regarding the Site Plan Approval Application Submission – 675 Brook Road North – Expansion to Industrial Property

• Action Recommended:

  THAT Council receive the Staff Report and Site Plan Approval Application for information purposes; and

  FUTHER THAT the application be referred to the Planning Department for a report.

11.2.2

Memo from Planner I -Development, regarding the Site Plan Approval – Receipt of Application – 560 Thompson Street – Industrial Development

• Action Recommended:

  THAT Council receive the Staff Report and Site Plan Approval Application for information purposes; and

  FUTHER THAT the application be referred to the Planning Department for a report.

11.2.3

Memo from the Recording Secretary, Cobourg Heritage Advisory Committee, regarding 203 Hibernia Street HP-2021-027

• Action Recommended:

  THAT Council receive the Memo from the  Recording Secretary, Cobourg Heritage Advisory Committee, and approve Heritage Permit Application HP-2021-027, submitted by Brian Wall on behalf of Xue Ying Xie –  to permit a new secondary entrance and door at 203 Hibernia St., subject to the finalization of details by Heritage and Planning staff.

11.3

Public Works Services

11.4

Parks and Recreation Services

11.5

Protection Services

11.6

Arts, Culture and Tourism Services

12.

MOTIONS

12.1

General Government Services

12.1.1

Motion from the Committee of the Whole regarding the 2022 Operating and Capital Budget – Municipal Levy Target

• Action Recommended:

  WHEREAS at the Committee of the Whole Meeting on August 23, 2021, Council considered a Memo from the Director of Corporate Services regarding the 2022 Operating and Capital Budget – Municipal Levy Target;

  NOW THEREFORE BE IT RESOLVED THAT Council direct Municipal Staff and the Cobourg Police Services Board to target a base levy increase for the 2022 operating budget equal to the twelve (12) month change in the Consumer Price Index which currently is 3.1% as of June 30, 2021 plus an additional 1.55% for Assessment Growth based on the New Assessment Forecast Report as provided by the Municipal Property Assessment Corporation as of June 30, 2021

12.1.2

Motion from the Committee of the Whole regarding the options to return to in-person Council Meetings through a Hybrid Electronic Participation Model

• 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 all of Council Members be physically present in Council Chambers for all Municipal Council Meetings including the Municipal Clerk and Deputy Clerk and Chief Administrative Officer in an alternative set-up to adhere to public health protocols and all other Staff, Members of the Public and Delegates/Presenters shall participate electronically through a 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.

12.1.3

Motion from the Committee of the Whole regarding the (Re)Naming of the West Headlands/Pier

• Action Recommended:

  WHEREAS at the Committee of the Whole Meeting on August 23, 2021, Council considered a Memo from the Accessibility Coordinator regarding the (Re)Naming of the West Headlands/Pier;

  NOW THEREFORE BE IT RESOLVED THAT Council adopt the colloquial name of “The West Headlands” for the area described as the West Headlands/Pier until the Stewardship Study is completed, and;

  FURTHER THAT the renaming of the entire West Headlands, Pier, and Beach area should be referred to the Parks and Recreation Advisory Committee for further consideration at the time of completion of the Stewardship Study keeping in guidance with the Town of Cobourg’s Naming Policy and recommendations from our Indigenous community, and;

  FURTHER THAT a full audit of historical names of areas in Cobourg be undertaken to ensure that we are not unintentionally impacting our Indigenous community, and;

  FURTHER THAT Council consider adding funding in the 2022 budget for the entirety of the Town of Cobourg staff members, Board and Committee Members, and other volunteers to participate in Indigenous Awareness training.

12.1.4

Motion from the Committee of the Whole regarding the Chief Administrative Officer Performance Review Policy

• 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 Chief Administrative Officer Performance Review Policy;

  NOW THEREFORE BE IT RESOLVED THAT Council approve the CAO Performance Review Policy; and

  FURTHER THAT Council approve the CAO Goal Setting Form, the CAO Performance Evaluation Form, and the CAO Core Elements Rating Tool.

12.1.5

Motion from the Committee of the Whole regarding the Information Technology (IT) Strategic Plan RFP Award

• Action Recommended:

  WHEREAS at the Committee of the Whole Meeting on August 23, 2021, Council considered a Memo from the IT Supervisor regarding the Information Technology (IT) Strategic Plan RFP Award;

  NOW THEREFORE BE IT RESOLVED THAT Council award the Request for Proposal (RFP) to Blackline Consulting for the completion of the Town of Cobourg Information Technology Strategic Plan in the amount of $44,886.34 including non-refundable HST of $776.34, to be funded from the approved IT Operating Budget; and

  FURTHER THAT the full amount of $44,886.34 be funded from the Information Technology Reserve.

12.1.6

Motion from the Committee of the Whole, regarding the Town of Cobourg 2020 Consolidated Financial Statements.

• Action Recommended:

  WHEREAS at the Committee of the Whole Meeting on Monday August 23, 2021 Council considered a memo from the Senior Financial Analyst regarding, the Audit Committee Report on the review of the Draft Audited Financial Statements for the fiscal year ending December 31, 2020;

  NOW THEREFORE BE IT RESOLVED THAT Council approve and adopt the 2020 Consolidated Financial Statements of the Corporation of the Town of Cobourg; and 

  FURTHER THAT Notice be published in the newspaper and on Municipal Website advising that the Consolidated Financial Statements for the Corporation of the Town of Cobourg for the year ended December 31, 2020 have been posted on the Municipal Website and made available to the public in accordance with Section 295 of the Municipal Act, 2001.

12.2

Planning and Development Services

12.2.1

Motion from the Committee of the Whole regarding the Tannery District Sustainable Neighbourhood Master Plan

• Action Recommended:

  WHEREAS at the Committee of the Whole Meeting on August 23, 2021, Council considered a Memo from the Recording Secretary, Planning and Development, regarding the Tannery District Sustainable Neighborhood Master Plan;

  NOW THEREFORE BE IT RESOLVED THAT Council endorse in principle the Background Report, Master Plan and draft Secondary Plan for the Tannery District Sustainable Neighbourhood Master Plan project area prepared by Fotenn Planning + Design, in association with Urban Equation, Crozier and Altus Group subject to the implementation of a public consultation process and the finalization of relevant details.

12.2.2

Motion from the Committee of the Whole regarding Heritage Permit Application for 127-129 King St W/209 Hibernia Street, Cobourg. (HP-2021-025)

• Action Recommended:

  WHEREAS at the Committee of the Whole Meeting on August 23, 2021, Council considered a Memo from the Recording Secretary, Cobourg Heritage Advisory Committee, regarding 127-129 King St W/209 Hibernia Street ,HP-2021-025;

  NOW THEREFORE BE IT RESOLVED THAT Council endorse in principle, with respect to demolition only, the Heritage Permit Application HP-2021-025 as submitted by Jeff Weng on behalf of William Academy to permit the demolition of structures at 127-129 King St. W and 209 Hibernia St; subject to the finalization of details by Planning and Heritage Staff.

12.2.3

Motion from the Committee of the Whole regarding 586 Osler Court, HP-2021-26

• Action Recommended:

  WHEREAS at the Committee of the Whole Meeting on August 23, 2021, Council considered a Memo from the Recording Secretary, Cobourg Heritage Advisory Committee, regarding 586 Osler Court, HP-2021-26;

  NOW THEREFORE BE IT RESOLVED THAT Council grant and approve Heritage Permit #HP-2021-026 as submitted by Anne Marie Cummings at 586 Osler Court to permit the construction of an attached two car garage and various alterations to the main house, and alterations to the accessory carriage-house to convert into a coach house dwelling, be approved subject to the finalization of details by Planning and Heritage staff.

12.2.4

Motion from the Regular Council Meeting, regarding  Heritage Permit Application for 203 Hibernia Street, Cobourg (HP-2021-027).

• Action Recommended:

  WHEREAS at the Regular Council Meeting on August 30, 2021, Council considered a Memo from the Recording Secretary, Cobourg Heritage Advisory Committee, regarding Heritage Permit Application for 203 Hibernia Street (HP-2021-027);

  NOW THEREFORE BE IT RESOLVED THAT Council grant and approve Heritage Permit #HP-2021-027 as submitted by Brian Wall on behalf of Xue Ying Xie –  to permit a new secondary entrance and door at 203 Hibernia St., Cobourg subject to the finalization of details by Heritage and Planning staff.

12.3

Public Works Services

12.3.1

Motion from the Committee of the Whole regarding the Downtown Streetlight Fixture and Pole Decision.

• Action Recommended:

  WHEREAS at the Committee of the Whole Meeting on August 23, 2021, Council considered a Memo from the Director of Public Works, regarding the Downtown Streetlight Fixture and Pole decision; 

  NOW THEREFORE BE IT RESOLVED THAT Council approve Option 1C as the preferred downtown streetlight fixture and pole style; and

  FURTHER THAT Council direct Staff to proceed with the replacement of all downtown streetlight fixtures and poles in 2021 at an estimated cost of $500,000 which is within the 2021 budget to be funded by debentures.

12.4

Parks and Recreation Services

12.4.1

Motion from the Committee of the Whole regarding the Cobourg Marina Boat Lifting Options Analysis Report

• Action Recommended:

  WHEREAS at the Committee of the Whole Meeting on August 23, 2021, Council considered a Memo from the Deputy Director, Community Services, regarding the Cobourg Marina Boat Lifting Options Analysis Report;

  NOW THEREFORE BE IT RESOLVED THAT Council accept the Shoreplan Engineering Limited Report on Boat Lifting Options for the Cobourg Marina for information purposes; and

  FURTHER THAT Council direct Staff to include upgrades to the North and East Seawalls in the harbour design plans to facilitate the safe use of the cranes for boat-lifting.

12.4.2

Memo from the Committee of the Whole, regarding the Lighthouse walkway and Cost Estimate

• Action Recommended:

  WHEREAS at the Committee of the Whole Meeting on August 23, 2021, Council considered a Memo from the Deputy Director of Community Services regarding the Lighthouse Walkway Options and Cost Estimate;

  NOW THEREFORE BE IT RESOLVED THAT Council abandon the walkway to the lighthouse and not go ahead with the lighthouse walkway options and cost estimate.

12.4.3

Motion from the Committee of the Whole regarding the New Vehicle Replacement for the Parks Department Vehicle Fleet

• Action Recommended:

  WHEREAS at the Committee of the Whole Meeting on August 23, 2021, Council considered a Memo from the Manager, Parks Department regarding the New Vehicle Replacement for the Parks Department Vehicle Fleet;

  NOW THEREFORE BE IT RESOLVED THAT Council approve the low quote in the amount of $51,426.00 to Thomas Buick GMC for a 2022 Model 1-Ton Cab and Chassis; and 

  FURTHER THAT the approved 2021 capital budget for the purchase is $65,000.00 to be funded from the Vehicle and Equipment Reserve Fund.

12.5

Protection Services

12.5.1

Motion from the Committee of the Whole regarding regarding the Fire Communications Service Agreement

• Action Recommended:

  WHEREAS at the Committee of the Whole Meeting on August 23, 2021, Council considered a Memo from the Deputy Fire Chief regarding the Fire Communications Service Agreement;

  NOW THEREFORE BE IT RESOLVED THAT Council authorize the Mayor and Municipal Clerk to enter into a five (5) year single multi-party agreement with the County of Northumberland and Seven (7) member municipalities for the administration of fire dispatch communications.

12.6

Arts, Culture and Tourism Services

12.6.1

Motion from the Committee of the Whole regarding the Town of Cobourg EDI Strategy – Update on Hosting Public Forums and Town Halls.

• Action Recommended:

  WHEREAS at the Committee of the Whole Meeting on August 23, 2021, Council considered a Memo from the Accessibility Coordinator regarding the Town of Cobourg EDI Strategy – Update on Hosting Public Forums and Town Halls;

  NOW THEREFORE BE IT RESOLVED THAT Council receive this report from the Accessibility Coordinator for information purposes, and;

  FURTHER THAT Council approve the four (4) goals for the Equity, Diversity, and Inclusion Strategy:

  1. Identify and address systemic barriers within the Corporation.
  2. Create programs to meet the needs of everyone.
  3. Engage our diverse communities in a meaningful way.
  4. Attract and leverage a diverse workforce.

13.

BYLAWS

13.1

General Government Services

13.1.1

By-law 067-2021, being a by-law to levy a special charge in respect of the Cobourg Downtown Business Improvement Area and to provide for its collection

• Action Recommended:

  THAT Council adopt By-law 067-2021, being a by-law to levy a special charge in respect of the Cobourg Downtown Business Improvement Area and to provide for its collection.

13.2

Planning and Development Services

13.2.1

By-law 068-2021, being a by-law to exempt Blocks 30-44 inclusive on Plan 39M-944 (Hayward St. & Joseph Gale Street) in Stage 1 of the East Village Phase 5 subdivision from the Part Lot Control provisions of the Planning Act

• Action Recommended:

  THAT Council adopt By-law 068-2021, being a by-law to exempt Blocks 30-44 inclusive on Plan 39M-944 (Hayward St. & Joseph Gale Street) in Stage 1 of the East Village Phase 5 subdivision from the Part Lot Control provisions of the Planning Act R.S.O. 1990, c.P. 13, as amended.

13.2.2

By-law 069-2021, being a by-law to authorize the Mayor and Municipal Clerk to execute a Development Agreement with 2804830 Ontario Inc. and Lakefront Utility Services Inc. for the proposed development at 1043 Division Street, Cobourg

• Action Recommended:

  THAT Council adopt By-law 069-2021, being a by-law to authorize the Mayor and Municipal Clerk to execute a Development Agreement with 2804830 Ontario Inc. and Lakefront Utility Services Inc. for the proposed development at 1043 Division Street, Cobourg.

13.2.3

By-law 070-2021, being a by-law to authorize the removal the Holding (H) Symbol from the subject lands at 1043 Division Street, Cobourg

• Action Recommended:

  THAT Council adopt By-law 070-2021, being a by-law to authorize the removal the Holding (H) Symbol from the subject lands at 1043 Division Street, Cobourg.

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 by-law(s) be passed:

1. By-law 067-2021, being a by-law to levy a special charge in respect of the Cobourg Downtown Business Improvement Area and to provide for its collection;
2. By-law 068-2021, being a by-law to exempt Blocks 30-44 inclusive on Plan 39M-944 (Hayward St. & Joseph Gale Street) in Stage 1 of the East Village Phase 5 subdivision from the Part Lot Control provisions of the Planning Act;
3. By-law 069-2021, being a by-law to authorize the Mayor and Municipal Clerk to execute a Development Agreement with 2804830 Ontario Inc. and Lakefront Utility Services Inc. for the proposed development at 1043 Division Street, Cobourg; and
4. By-law 070-2021, being a by-law to authorize the removal the Holding (H) Symbol from the subject lands at 1043 Division Street, Cobourg

• Action Recommended:

  THAT leave be granted to introduce bylaw 067-2021 to 070-2021 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. 

14.

PETITIONS

15.

COMMITTEE/BOARD MINUTES (INFORMATION PURPOSES ONLY)

15.1

Parks and Recreation Advisory Committee Minutes - July 6, 2021

15.2

Accessibility Advisory Committee Minutes - June 16, 2021

15.3

Downtown Business Improvement Area Board Minutes - June 3, 2021 and June 18, 2021

• Action Recommended:

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

16.

CORRESPONDENCE

17.

NOTICE OF MOTION

18.

COUNCIL/COORDINATOR ANNOUNCEMENTS

18.1

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

• Mayor John Henderson
• Deputy Mayor Séguin, General Government Services Coordinator
• Councillor Beatty, Planning and Development Services Coordinator
• Councillor Darling, Public Works Services Coordinator
• Councillor Chorley, Parks and Recreation Services Coordinator
• Councillor Burchat, Protection Services Coordinator
• Councillor Bureau, Arts, Culture and Tourism Services Coordinator

19.

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.

19.1

Unfinished Business Tracking Table

20.

CONFIRMATORY BY-LAW

20.1

Bylaw 071-2021, being a bylaw to confirm the proceedings of the Council Meeting of August 30, 2021.

• Action Recommended:

  THAT leave be granted to introduce Bylaw 071-2021 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 August 30, 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. 

21.

ADJOURNMENT