The Corporation of The Town of Cobourg

REGULAR COUNCIL MEETING

MINUTES

Tuesday, October 12, 2021 at 6:00 P.m. - 8:00 P.m.

Electronic Participation

Members Present:

• Mayor John Henderson
• Deputy Mayor Suzanne Séguin
• Councillor Nicole Beatty
• Councillor Aaron Burchat
• Councillor Adam Bureau
• Councillor Emily Chorley
• Councillor Brian Darling

Staff Present:

• Tracey Vaughan, Chief Administrative Officer
• Ian Davey, Treasurer/Director of Corporate Services
• Laurie Wills, Director of Public Works
• Teresa Behan, Deputy Director Community Services
• Rob Franklin, Acting Director of Planning and Development Services
• Brent Larmer, Municipal Clerk/Manager of Legislative Services
• Krystal Christopher, Deputy Clerk

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1.

CALL TO ORDER

His Worship Mayor Henderson called the Meeting to Order at 6:00 P.M.

2.

CLOSED SESSION

Mayor John Henderson joined the meeting at 5:02 PM.

Deputy Mayor Suzanne Séguin joined the meeting at 5:02 PM.

Councillor Nicole Beatty joined the meeting at 5:02 PM.

Councillor Aaron Burchat joined the meeting at 5:02 PM.

Councillor Adam Bureau joined the meeting at 5:02 PM.

Councillor Emily Chorley joined the meeting at 5:02 PM.

Councillor Brian Darling joined the meeting at 5:02 PM.

Tracey Vaughan, Chief Administrative Officer joined the meeting at 5:02 PM.

Ian Davey, Treasurer/Director of Corporate Services joined the meeting at 5:02 PM.

Laurie Wills, Director of Public Works joined the meeting at 5:02 PM.

Brent Larmer, Municipal Clerk/Manager of Legislative Services joined the meeting at 5:02 PM.

Krystal Christopher, Deputy Clerk joined the meeting at 5:02 PM.

Rob Franklin, Acting Director of Planning and Development Services joined the meeting at 5:02 PM.

Teresa Behan, Deputy Director Community Services joined the meeting at 5:02 PM.

• Resolution 413-21
  Moved by Deputy Mayor Suzanne Séguin
  Seconded by Councillor Aaron Burchat

  THAT Council meet in Closed Session in accordance with Section 239 of the Municipal Act S.O. 2001 regarding:

  Carried

2.1

239(2)(b) personal matters about an identifiable individual, including municipal or local board employees: Citizen Appointment Applications -- Memorial Arena Ad Hoc Committee

Brent Larmer, Municipal Clerk/Manager of Legislative Services, provided an overview and background information of the report.

Councillor Emily Chorley provided comments regarding the subject matter and raised questions. Members of Council engaged in a discussion with respect to the information provided. B. Larmer responded to question arising from Members of Council.

2.2

239(2)(b) personal matters about an identifiable individual, including municipal or local board employees: Town of Cobourg Personnel

Members of Council engaged in a discussion with respect to the subject matter and raised questions. Brent Larmer, Municipal Clerk/Manager of Legislative Services, and Tracey Vaughan, CAO, responded to questions arising from the discussion.

Members of Council moved into Open Session at 6:06 PM

3.

TRADITIONAL LAND ACKNOWLEDGEMENT

His Worship Mayor Henderson recited the Traditional Land Acknowledgment Statement

4.

MOMENT OF REFLECTION

The Mayor asked that Council and Members of the Public to pause for a Moment of Reflection.

5.

ADDITIONS TO THE AGENDA

There were no additions to the agenda.

6.

DISCLOSURE OF PECUNIARY (FINANCIAL) INTEREST

There were no Declarations of Pecuniary Interest Declared by Members of Council.

7.

ADOPTION OF MINUTES OF THE PREVIOUS MEETING

7.1

Adoption of the September 20 , 2021, Regular Council Minutes.

• Resolution 414-21
  Moved by Deputy Mayor Suzanne Séguin
  Seconded by Councillor Nicole Beatty

  THAT Council adopt the minutes of the Regular Council meeting held on September 20, 2021.

  Carried

7.2

Adoption of the September 27, 2021, Public Planning Meeting Minutes

• Resolution 415-21
  Moved by Deputy Mayor Suzanne Séguin
  Seconded by Councillor Brian Darling

  THAT Council adopt the minutes of the Public Planning meeting held on September 27, 2021.

  Carried

8.

PRESENTATIONS

9.

DELEGATIONS

9.1

Cheryl Blodgett, Cobourg Resident, regarding Accessibility issues on the Northumberland Mall Property.

C. Blodgett spoke to her concerns with the accessibility of the Northumberland Mall property. C. Blodgett spoke to the removal of the accessible sidewalk at the back entrance at the property and requested that the accessible sidewalk be added.

After a question and answer period, dismissed at 629 PM

9.2

Gord Ley, Chair COVID-19 Vaccination Clinic Volunteers, regarding the COVID-19 Volunteer Recognition Display at the Cobourg Community Centre.

G. Ley spoke to Council regarding a volunteer recognition display at the Cobourg Community Centre to honor those who volunteered during the COVID-19 Pandemic and the possibility of re-naming the walking track to recognize volunteers.

After a question and answer period, dismissed at 6:50PM

9.3

Keith Oliver, Cobourg Resident, regarding the Outdoor Adult Fitness Park.

K. Oliver provided comments on the adult fitness park and spoke to the site location of the park, the Fitness Park Working Group (FPWG) and the Outdoor Adult Fitness Park Contract award.

After a question and answer period, K. Oliver was dismissed at 7:20 PM

10.

DELEGATION ACTIONS

• Resolution 416-21
  Moved by Councillor Aaron Burchat
  Seconded by Councillor Emily Chorley

  THAT the delegation from Cheryl Blodgett, Cobourg Resident, regarding Accessibility issues on the Northumberland Mall Property, be receive for information purposes; and 

  FURTHER THAT planning staff follow up with the land owners to see whether there was to be a connection point on the Northumberland Mall Property and to have further discussions with the new plan as indicated by the Acting Director of Planning and Development Services; and

  FURTHER THAT Council be updated on the outcome of those discussions

  Carried
• Resolution 417-21
  Moved by Councillor Emily Chorley
  Seconded by Councillor Nicole Beatty

  THAT the delegation from Gord Ley, Chair COVID-19 Vaccination Clinic Volunteers, regarding the COVID-19 Volunteer Recognition Display at the Cobourg Community Centre, be received for information purposes; and

  FURTHER THAT Council direct staff to draft a Volunteer Recognition Policy for Council consideration; and

  FUTHER THAT the proposed Walk of Fame Volunteer Recognition display be directed to staff for a report in consultation with the Parks and Recreation Advisory Committee

  Carried

11.

REPORTS

11.1

General Government Services

11.1.1

Committee of the Whole meeting notes held on October 4, 2021

• Resolution 418-21
  Moved by Deputy Mayor Suzanne Séguin
  Seconded by Councillor Nicole Beatty

  THAT Council receive and approve the Minutes of the Committee of the Whole meeting held on October 4, 2021, for information purposes.

  Carried

11.2

Planning and Development Services

11.3

Public Works Services

11.4

Parks and Recreation Services

11.4.1

Memo from the Recording Secretary, Parks and Recreation Advisory Committee, regarding the recommendation for the Location of the Outdoor Adult Fitness Park

• Resolution 419-21
  Moved by Councillor Emily Chorley
  Seconded by Councillor Nicole Beatty

  THAT Council receive the memo from the Parks and Recreation Advisory Committee recommending the Outdoor Adult Fitness Park be located at the Cobourg Community Centre Campus Grounds with the exact location to be determined by staff.

  Carried

11.4.2

Memo from the Secretary of the Parks and Recreation Advisory Committee to Appoint a PRAC Member to the Memorial Arena Ad Hoc Committee.

• Resolution 420-21
  Moved by Councillor Emily Chorley
  Seconded by Councillor Nicole Beatty

  THAT Council receive the memo from the Parks and Recreation Advisory Committee, and appoint Member Dora Body to the Memorial Arena Ad Hoc Committee as the Parks and Recreation Advisory Committee Representative. 

  Carried

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 regarding the Code of Conduct Policy and the Employee and Service Recognition Policy.

• Resolution 421-21
  Moved by Deputy Mayor Suzanne Séguin
  Seconded by Councillor Adam Bureau

  WHEREAS at the Committee of the Whole Meeting on October 4, 2021, Council considered a Memo from the Manager of Human Resources, regarding the Code of Conduct Policy and the Employee and Service Recognition Policy.

  NOW THEREFORE BE IT RESOLVED THAT Council approve the following Corporate Policies:

  1. Employee Code of Conduct Policy (Attached as Attachment “A”); and
  2. Employee and Service Recognition Policy. (Attached as Attachment “B”)
  Carried

12.1.2

Motion from the Committee of the Whole regarding the Final Report, submitted by KPMG on the Town of Cobourg Organizational Review

• Resolution 422-21
  Moved by Deputy Mayor Suzanne Séguin
  Seconded by Councillor Brian Darling

  WHEREAS at the Committee of the Whole Meeting on October 4, 2021, Council considered the Final Report, submitted by KPMG on the Town of Cobourg Organizational Review; 

  NOW THEREFORE BE IT RESOLVED THAT Council direct the CAO to prepare a report with recommendations from the Organizational Review Findings to analyze and implement for 2022 and beyond to be brought to Council by October 25, 2021.

  Carried

12.1.3

Motion from the Committee of the Whole, regarding the Council endorsement of the Municipal Modernization Program Intake Three (3) Town of Cobourg Projects.

• Resolution 423-21
  Moved by Deputy Mayor Suzanne Séguin
  Seconded by Councillor Brian Darling

  WHEREAS at the Committee of the Whole Meeting on October 4, 2021, Council considered a Memo from the Chief Administrative Officer, regarding the Municipal Modernization Program Intake Three (3), Town of Cobourg recommended projects;

  NOW THEREFORE BE IT RESOLVED THAT Council endorse the projects that are listed within the Staff Report to be submitted to the Province under the Municipal Modernization Intake Three (3) submission, due to be submitted to the Province on October 19th 2021 as follows:

  1. Customer Service Strategy and Implementation Plan;
  2. E-Permitting;
  3. Human Resources Information System (HRIS) System; and
  4. Asset Management Plan, Software Procurement, and Implementation.
  Carried

12.1.4

Motion from the Committee of the Whole regarding the regarding the Town of Cobourg Vaccination Policy Update

• Resolution 424-21
  Moved by Deputy Mayor Suzanne Séguin
  Seconded by Councillor Adam Bureau

  WHEREAS at the Committee of the Whole Meeting on October 4, 2021, Council considered a Memo from the Chief Administrative Officer, regarding the Town of Cobourg Vaccination Policy Update; 

  NOW THEREFORE BE IT RESOLVED THAT Council endorse and authorize the development and implementation of a mandatory COVID-19 Vaccination Policy requiring all Town Employees, Volunteers and Consultants to disclose and provide proof of vaccination status subject to the Human Rights Commission recently passed policy statement and documented medical exemptions; and

  FURTHER THAT the COVID-19 Vaccination Policy be brought to Council for adoption at the October 12, 2021, Regular Council Meeting mandating all Town employees, volunteers, consultants comply with the following timelines:

  1. Employees must disclose their vaccination status to the Human Resources Department by October 22, 2021; and
  2. Employees are required to be fully vaccinated with a Health Canada or World Health Organization approved COVID-19 vaccine series by November 29, 2021, to ensure the best protection possible.

  FURTHER THAT direct Council provide direction to Staff to include a provision within the COVID-19 Vaccination policy to incorporate Members of Council within the Policy; and

  FURTHER THAT Members of Council provide proof of vaccination status to the Human Resources Department, to demonstrate leading by example in the establishment of the COVID-19 Vaccination Policy for the Town of Cobourg.

  Carried

12.1.5

Motion from the Committee of the Whole, regarding the Town of Cobourg COVID-19 Vaccination Policy.

• Resolution 425-21
  Moved by Deputy Mayor Suzanne Séguin
  Seconded by Councillor Adam Bureau

  WHEREAS at the Committee of the Whole Meeting on October 4, 2021 Council endorsed that a COVID-19 Vaccination Policy be brought to Council for adoption at the October 12, 2021, Regular Council Meeting requiring all Town employees, volunteers, consultants and members of Council to be fully Vaccinated in the workplace; 

  NOW THEREFORE BE IT RESOLVED THAT approve the Town of Cobourg Vaccination Policy for the Town of Cobourg as attached to this Resolution as Attachment "A". 

  Carried

12.1.6

Motion from the Committee of the Whole regarding a Request for Proclamation and Flag Raising on November 25, 2021

• Resolution 426-21
  Moved by Deputy Mayor Suzanne Séguin
  Seconded by Councillor Adam Bureau

  WHEREAS at the Committee of the Whole Meeting on October 4, 2021, Council considered a Memo from the Deputy Clerk/Records Management Coordinator, regarding a Request for Proclamation and Flag Raising on November 25, 2021; 

  NOW THEREFORE BE IT RESOLVED THAT Council proclaim November 25th, 2021, as the International Day for the Elimination of Violence Against Women and raise a Wrapped in Courage flag on November 25th 2021, to raise awareness and promote gender equality.

  Carried

12.2

Planning and Development Services

12.3

Public Works Services

12.3.1

Motion from the Committee of the Whole regarding the Sidewalk Snow Clearing Expansion Options

• Resolution 427-21
  Moved by Councillor Brian Darling
  Seconded by Councillor Nicole Beatty

  WHEREAS at the Committee of the Whole Meeting on October 4, 2021, Council considered a Memo from the Director of Public Works regarding the Sidewalk Snow Clearing Expansion Options; 

  NOW THEREFORE BE IT RESOLVED THAT Council choose to maintain existing Sidewalk Snow Clearing operations. 

  Carried

12.3.2

Motion from the Committee of the Whole regarding regarding the Gas Detection System at Water Pollution Control Plant #2 (WPCP2)

• Resolution 428-21
  Moved by Councillor Brian Darling
  Seconded by Councillor Adam Bureau

  WHEREAS at the Committee of the Whole Meeting on October 4, 2021, Council considered a Memo from the Manager of Environmental Services regarding the Gas Detection System at Water Pollution Control Plant #2 (WPCP2).

  NOW THEREFORE BE IT RESOLVED THAT Council approve the purchase of an MSA Fixed Gas Detection System for Water Pollution Control Plant #2 at a cost of $42,281.00 including non-refundable taxes; and

  FURTHER THAT Council approve up to an additional $30,000 for the removal of the old gas detection system, and installation of the new system and its integration into the Plant SCADA system.

  Carried

12.3.3

Motion from the Committee of the Whole regarding the replacement of the Combination Snowplow/Dump Truck

• Resolution 429-21
  Moved by Councillor Brian Darling
  Seconded by Councillor Adam Bureau

  WHEREAS at the Committee of the Whole Meeting on October 4, 2021, Council considered a Memo from the Manager, Roads and Sewers, regarding the replacement of the Combination Snowplow/Dump Truck;

  NOW THEREFORE BE IT RESOLVED THAT Council approve the single bid of $104,968.69 (price includes non-refundable HST), submitted by Tenco Inc for the the replacement of the Combination Snowplow/Dump Truck as approved in the 2021 Public Works Capital Budget.

  Carried

12.3.4

Motion from the Committee of the Whole regarding the creation of a Zero Emission Vehicle Ad Hoc Committee

• Resolution 430-21
  Moved by Councillor Brian Darling
  Seconded by Councillor Nicole Beatty

  WHEREAS at the Committee of the Whole Meeting on October 4, 2021, Council considered a Memo from the Recording Secretary, Transportation Advisory Committee, regarding the creation of a Zero Emission Vehicle Ad Hoc Committee;

  NOW THEREFORE BE IT RESOLVED THAT Council authorize the creation of a Zero Emission Vehicle Sub Committee, with the  draft Terms of Reference being presented to Council by Dec 6, 2021.

  Carried

12.4

Parks and Recreation Services

12.4.1

Motion from the Committee of the Whole regarding regarding the award of Contract for the Outdoor Adult Fitness Park

• Resolution 431-21
  Moved by Councillor Emily Chorley
  Seconded by Councillor Adam Bureau

  WHEREAS at the Committee of the Whole Meeting on October 4, 2021, Council considered a Memo from the Deputy Director of Community Services, regarding the award of Contract for the Outdoor Adult Fitness Park;

  NOW THEREFORE BE IT RESOLVED THAT Council approve and award the Outdoor Adult Fitness Park Contract to Active Fit Playground Equipment  in the amount of $ 23,828.25 plus non-refundable HST; and

  FURTHER THAT the Outdoor Adult Fitness Park be installed at: 

  Cobourg Community Centre (CCC)

  Amended
• Resolution 432-21
  Moved by Councillor Emily Chorley
  Seconded by Councillor Nicole Beatty

  MOTION TO AMEND:

  FURTHER THAT the Outdoor Adult Fitness Park be installed at: 

  Cobourg Community Centre (CCC)

  Defeated
• Resolution 433-21
  Moved by Councillor Adam Bureau
  Seconded by Deputy Mayor Suzanne Séguin

  MOTION TO AMEND:

  FURTHER THAT the Outdoor Adult Fitness Park be installed at: 

  Victoria Park

  Defeated
• Resolution 434-21
  Moved by Councillor Aaron Burchat
  Seconded by Councillor Emily Chorley

  MOTION TO AMEND:

  FUTHER THAT the location be discussed with the adult fitness park working group

  Carried
• Resolution 435-21
  Moved by Councillor Emily Chorley
  Seconded by Councillor Nicole Beatty

  WHEREAS at the Committee of the Whole Meeting on October 4, 2021, Council considered a Memo from the Deputy Director of Community Services, regarding the award of Contract for the Outdoor Adult Fitness Park;

  NOW THEREFORE BE IT RESOLVED THAT Council approve and award the Outdoor Adult Fitness Park Contract to Active Fit Playground Equipment  in the amount of $ 23,828.25 plus non-refundable HST; and

  FURTHER THAT the Outdoor Adult Fitness Park location be discussed with the adult fitness park working group

  Carried

12.4.2

Motion from the Committee of the Whole regarding the Northumberland Pro Wrestling Memorial Arena Proposal;

• Resolution 436-21
  Moved by Councillor Emily Chorley
  Seconded by Councillor Nicole Beatty

  WHEREAS at the Committee of the Whole Meeting on October 4, 2021, Council considered a Memo from the Deputy Director of Community Services regarding the Northumberland Pro Wrestling Memorial Arena Proposal;

  NOW THEREFORE BE IT RESOLVED THAT Council direct Community Services staff to work with Northumberland Pro Wresting to facilitate their rental requests at the Cobourg Community Centre while awaiting the recommendations of the Ad hoc committee for the reimagining of the Memorial Arena.

  Carried

12.4.3

Motion from Regular Council, regarding the appointment of Public Members to the Memorial Arena Ad Hoc Committee.

THIS MOTION WAS WITHDRAWN BY COUNCILLOR EMILY CHORLEY

• Resolution MOTION WITHDRAWN

  WHEREAS at the Regular Council Meeting on October 12, 2021, Council considered applications from members of the public to participate on the Memorial Arena Ad Hoc Committee; 

  NOW THEREFORE BE IT RESOLVED THAT Council appoint the following members of the public to the Memorial Arena Ad Hoc Committee:

12.5

Protection Services

• Resolution
  Moved by Councillor Adam Bureau

  MOTION TO RECCESS

  THAT Council take a five (5) minute recess (8:13 PM). 

  Carried

12.5.1

Motion from the Committee of the Whole regarding regarding the Town of Cobourg Flood Response Plan and Flood Preparedness Guide

• Resolution 437-21
  Moved by Councillor Aaron Burchat
  Seconded by Councillor Emily Chorley

  WHEREAS at the Committee of the Whole Meeting on October 4, 2021, Council considered a Memo from the Emergency Planner, regarding the Town of Cobourg Flood Response Plan and Flood Preparedness Guide;

  NOW THEREFORE BE IT RESOLVED THAT Council instructs staff to add the Flood Plan Annex 12 to the Towns Emergency Plan; and 

  FURTHER THAT Council authorize Staff to proceed with public education plans for flooding awareness for residents of the Town of Cobourg.

  Carried

12.6

Arts, Culture and Tourism Services

12.6.1

Motion from the Committee of the Whole regarding Cobourg Concert Hall Reopening

• Resolution 438-21
  Moved by Councillor Adam Bureau
  Seconded by Councillor Nicole Beatty

  WHEREAS at the Committee of the Whole Meeting on October 4, 2021, Council considered a Memo from the Deputy Director of Community Services and delegations from Leona Woods, Victoria Hall Volunteers, Carla Jones, Cobourg & District Historical Society (CDHS), Jeff Halligan and Joel Varty, VOS Theatre (Victorian Operetta Society), Micol Marotti, Film Access Northumberland, and Jack Boyagian, Northumberland Players, regarding Cobourg Concert Hall Reopening; 

  NOW THEREFORE BE IT RESOLVED THAT Council direct staff to reopen the Concert Hall located in Victoria Hall for Monday, November 1, 2021, to accommodate potential weddings, holiday shows and concerts as the province gathering restrictions are reducing; and

  FURTHER THAT the cost to reopen will not exceed $ 2,500.00 to restock the bar. 

  Carried

13.

BYLAWS

13.1

General Government Services

13.2

Planning and Development Services

13.2.1

By-law 080-2021, being a by-law to authorize the Execution of a Severance Agreement with 2471366 Ontario Inc. (105 Havelock Street, Cobourg)

• Resolution 439-21
  Moved by Councillor Nicole Beatty
  Seconded by Councillor Brian Darling

  THAT Council adopt By-law 080-2021, being a by-law authorize the Mayor and Municipal Clerk to execute on behalf of the Corporation an agreement with 2471366 Ontario Inc. for an infill residential lot with 367 m2 area and 10.71 m frontage on Havelock Street from 105 Havelock Street, Cobourg.

  Carried

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

14.

PETITIONS

15.

COMMITTEE/BOARD MINUTES (INFORMATION PURPOSES ONLY)

16.

CORRESPONDENCE

16.1

Correspondence, David O'Flynn, regarding the Nickerson Drive Development and current Traffic Signage. 

• Resolution 440-21
  Moved by Councillor Aaron Burchat
  Seconded by Councillor Nicole Beatty

  That Council receive the correspondence for information purposes.

  Carried

17.

NOTICE OF MOTION

18.

COUNCIL/COORDINATOR ANNOUNCEMENTS

18.1

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

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

19.

UNFINISHED BUSINESS

19.1

Unfinished Business Tracking Table

20.

CONFIRMATORY BY-LAW

20.1

Bylaw 081-2021, being a bylaw to confirm the proceedings of the Council Meeting of October 12, 2021.

• Resolution 441-21
  Moved by Deputy Mayor Suzanne Séguin
  Seconded by Councillor Aaron Burchat

  THAT leave be granted to introduce Bylaw 081-2021 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 October 12, 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. 

  Carried

21.

ADJOURNMENT

• Resolution
  Moved by Councillor Emily Chorley

  THAT the meeting be adjourned (8:59 PM)

  Carried