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

Monday, March 29, 2021

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

Electronic Participation

Please be advised that the Committee of the Whole 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) (b) personal matters about an identifiable individual, including municipal or local board employees -Town of Cobourg Holdings Inc. Nominating Committee Memo

2.2

Advice that is subject to solicitor-client privilege, including communications necessary for that purpose - Victoria Beach Cobourg

2.3

Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees - Municipal Employee

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

4.2

Memo from the Accessibility Coordinator Regarding the Inclusive Communities Grant Program Application

4.3

Memo from the Director of Public Works and the Coordinator, Geographic Information Systems, regarding the GIS Platform, ArcGIS Three (3) Year Agreement.

• Action Recommended:

  THAT the matters be added to the agenda.

5.

DISCLOSURE OF PECUNIARY (FINANCIAL) INTEREST

6.

PRESENTATIONS

6.1

Jennifer Leno, Environmental Technician,  to speak regarding IWSFG, MESUG and the Issue of Flushable Products in Municipal Sewer Systems

7.

DELEGATIONS

8.

DELEGATION ACTIONS

9.

GENERAL GOVERNMENT SERVICES

9.1

Memo from the Treasurer/Director of Corporate Services, regarding the Town of Cobourg Annual Repayment Limit (ARL)

• Action Recommended:

  THAT Council receive the memo from the Treasurer/Director of Corporate Services regarding the Annual Repayment Limit for the Town of Cobourg for information purposes.

9.2

Memo from the Treasurer/Director of Corporate Services, regarding the Cobourg Public Library Memorandum of Understanding (MOU)

• Action Recommended:

  THAT Council receive the draft Memorandum of Understanding (MOU) between the Town of Cobourg and the Cobourg Public Library; and

  FURTHER THAT Council authorize the Chief Administrative Officer to execute the MOU with the Cobourg Public Library subject to final approval by the Cobourg Public Library Board.

9.3

Memo from the Municipal Clerk/Manager of Legislative Services, regarding the Town of Cobourg Corporate Video Surveillance Policy

• Action Recommended:

  THAT Council receive this report from information purposes; and

  FURTHER THAT Council approve the Town of Cobourg Corporate Video Surveillance Policy to utilize video surveillance to ensure the security of individuals, town assets and public property.

9.4

Memo from the Deputy Clerk/Records Management Coordinator regarding 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 include the proposed Terms of Reference for the Memorial Arena Ad Hoc Committee, as attached to this Report as Attachment #1;

  FURTHER THAT Council direct the Legislative Services Department to advertise the citizen vacancies in the local newspaper and on the municipal website in order to begin the search for volunteers to participate on the Ad Hoc Committee; and

  FURTHER THAT Council discontinue the Ad Hoc Committee by Resolution once final recommendations upon the specified matter have been provided and further recommendations are no longer required.

9.5

Memo from the Accessibility Coordinator, regarding the Town of Cobourg Equity, Diversity, and Inclusion Strategy: Initial Benchmarking Results

• Action Recommended:

  THAT Council receive the memo from the Accessibility Coordinator on the Initial Benchmarking through the Equity, Diversity, and Inclusion Strategy for information purposes.

9.6

Memo from the Accessibility Coordinator, regarding the Women in Governance: Leadership and Mentoring Program at the Town of Cobourg

• Action Recommended:

  THAT Council approve the creation of the “Women in Governance: Leadership and Mentoring Program” for the Town of Cobourg, as attached to the Staff Report, and;

  FURTHER THAT Council participate as both mentors and advisors to the participants through the established programming, and;

  FURTHER THAT Council direct Staff to bring a summary report to Council after the completion of the program.

9.7

Memo from the Accessibility Coordinator Regarding the Inclusive Communities Grant Program Application

• Action Recommended:

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

  FURTHER THAT Council approve the hiring of a temporary part-time Accessibility Assistant, to be fully funded from the Inclusive Community Grant Work Plan Project and for the timelines as set out in the attached work plan; and;

  FURTHER THAT Council direct Staff to bring forward reports on the progress, as needed, and;

  FURTHER THAT Council consider adding funding in the 2022 budget for Accessibility Projects related to this successful grant application to enhance the work that can be completed as outlined in the ICG Grant Submission. 

9.8

Memo from the Small Business Facilitator, regarding the Audcomp Land Sale at the Lucas Point Industrial Park.

• Action Recommended:

  THAT Council accept the offer to purchase of approximately three (3) acres of industrial land in the Lucas Point Business & Industrial Park on the corner of Dodge and Thompson Street from Gary Sohal in trust for a corporation to be named; and

  FURTHER THAT Council authorize the preparation of a by-law to be prepared and presented at a Regular Council meeting to authorize the Mayor and Municipal Clerk to execute a Commercial Sale Agreement with Gary Sohal in trust for a corporation to be named; and

  FURTHER THAT Council direct staff to provide correspondence to initiate the right of first refusal process.

9.9

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

• Action Recommended:

  THAT Council receive the March 29, 2021 COVID-19 Verbal Update from the Chief Administrative Officer for information purposes.

10.

PLANNING AND DEVELOPMENT SERVICES

10.1

Memo from the Director, Planning and Development, regarding the Application for Site Plan Approval – Cobourg Creek Lofts 415 King Street West

• Action Recommended:

  THAT receive the Staff Report for information purposes; and,

  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 AMR Investments Inc. & Glover & Co Inc. for the 26-unit residential apartment re-development project located at 415 King Street West, subject to the finalization of details by municipal staff and partner review agencies; and,
  2. remove the Holding (H) Symbol from the Subject Lands.

10.2

Memo from Planner I, Planning and Development regarding the Site Plan Approval Application - Temporary Sales Centre Rondeau Lands - North side of Elgin St E and Brook St N

• Action Recommended:

  THAT Council receive the staff report and application for information purposes; and,

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

11.

PUBLIC WORKS SERVICES

11.1

Memo from the Director of Public Works regarding an Amending Agreement for the On Demand Transit Pilot Program in the Town of Cobourg.

• Action Recommended:

  THAT Council authorize the preparation of a by-law to be presented at a Regular Council meeting to authorize the Mayor and Municipal Clerk to execute an amending agreement with Century Transportation to proceed with a one (1) year on demand pilot program in the Town of Cobourg at a cost of $27,300 plus HST.

11.2

Memo from the Director of Public Works, regarding the Phase 3 Safe Restart Agreement Transit Proposal for the Town of Cobourg Public Transit System.

• Action Recommended:

  THAT Council direct Staff to implement an online payment and contactless smart card transit pass system from TransitFare & Systems Ltd. in the amount of $20,000.00 including HST; and,

  FURTHER THAT the maintenance, data and hosting fees in the amount of approximately $5,000.00 be funded in the 2022  Public Works Transit operating Budget.

11.3

Memo from the Environmental Services Technician, regarding the International Water Services Flushability Group – Memorandum of Understanding (MOU).

• Action Recommended:

  THAT Council support the International Water Services Flushability Group (IWSFG) in their objectives to develop and maintain clear standards that define suitable criteria for products that can be flushed down toilets and drains, to protect wastewater collection and transfer systems, treatment plants, their workers and the environment; and 

  FURTHER THAT Council direct the Mayor and Municipal Clerk to execute a Memorandum of Understanding that embodies the Town’s support of the IWSFG.

11.4

Memo from the Manager of Environmental Services, regarding the purchase of a new Makeup Air Unit (MUA) for the Chemical Storage Building at the Environmental Services Plant #2

• Action Recommended:

  THAT Council approve the purchase a new Makeup Air Unit (MUA) for the Chemical Storage Building at Plant #2 from Engineered Air at a cost of $61,404.oo which includes parts, labour, non-refundable HST and a 15% contingency fund; and 

  FURTHER THAT the project be funded from the Environmental Services 2021 Capital Budget.

11.5

Memo from the Director of Public Works and the Coordinator, Geographic Information Systems, regarding the GIS Platform, ArcGIS Three (3) Year Agreement.

• 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 authorize the Mayor and Municipal Clerk to execute a three (3) year Small Business Enterprise Agreement with Esri Canada for the Town of Cobourg’s GIS platform, ArcGIS.

11.6

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.

• Action Recommended:

  THAT Council direct the Municipal Clerk to review Section 23.4 of the Town of Cobourg Procedural By-Law No.009-2019 regarding the conducting of Recorded Votes in alphabetical order at Council meeting; and

  FURTHER THAT Council direct the Municipal Clerk to research alternative ways in which Recorded Votes can be conducted at Council Meetings that does not include the requirement of a recorded vote to be taken alphabetically which is not a requirement of the Municipal Act, 2001, and

  FURTHER THAT a staff report be brought back to a future Committee of the Whole Meeting on April 19, 2021 for Council decision on options for Council to conduct Recorded Votes at Council Meetings.

12.

PARKS AND RECREATION SERVICES

12.1

Memo from the Director of Public Works, regarding the Harbour Repairs Schedule Impacts Summary.

• Action Recommended:

  THAT Council receive the report from the Director of Public Works, regarding the Harbour Repairs Schedule Impacts Summary for the Town of Cobourg Waterfront Harbour. 

12.2

Memo from the Secretary, Parks and Recreation Advisory Committee, regarding West Headland as a Natural Environment

• Action Recommended:

  THAT Council receive the memo from the Secretary of the Parks and Recreation Advisory Committee for information purposes to endorse the strengthening of the environmental protection of the West Headland and to consider developing related policy regulations for the West Headland as a Natural Environment component of harbour infrastructure with respect to the Lake Ontario Shoreline Management Plan. 

13.

PROTECTION SERVICES

13.1

Memo from the Secretary of the Accessibility Advisory Committee, regarding a motion to improve the accessibility review of Patio and Business Extension Applications in the Town of Cobourg.

• Action Recommended:

  THAT Council receive the memo from the Secretary of the Accessibility Advisory Committee for information purposes to endorse the Accessibility Coordinator being involved in the process of reviewing the applications for patios and/or business extensions onto the municipal sidewalks or roadways prior to their approvals.

14.

ARTS CULTURE AND TOURISM SERVICES

14.1

Memo from Minnie de Jong, Chair, Sustainability and Climate Change Action Committee, regarding the 2021 Annual Work Plan and Annual Report

• Action Recommended:

  THAT Council receive the Memo from the Chair, Sustainability and Climate Change Action Committee, for information purposes and endorse the 2021 Annual Work Plan and Annual Report 

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

16.1

Open Forum - Submissions from Public

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