The Corporation of The Town of Cobourg
REGULAR COUNCIL MEETING
AGENDA

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

 

Notice - This Regular Council Meeting will be held using a hybrid meeting model. Members of Council will have the choice to participate in-person in Council Chambers or to participate via Electronic Participation. All Members of Staff will be participating via electronic attendance and delegations will be heard via electronic participation. Please note that in-person attendance in Council Chambers by members of the public is still not permitted. The public may still view the Council meeting live via the Town of Cobourg live stream. If you have any questions or would like to provide feedback, please email [e-mail]. 

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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 employees: Citizen Appointment Applications -- Memorial Arena Ad Hoc Committee

2.2

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

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 September 20 , 2021, Regular Council Minutes.

• Action Recommended:

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

7.2

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

• Action Recommended:

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

8.

PRESENTATIONS

9.

DELEGATIONS

9.1

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

9.2

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

9.3

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

10.

DELEGATION ACTIONS

• Action Recommended:

  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

• Action Recommended:

  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

11.

REPORTS

11.1

General Government Services

11.1.1

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

• Action Recommended:

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

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

• Action Recommended:

  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.

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.

• Action Recommended:

  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. 

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.

• Action Recommended:

  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”)

12.1.2

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

• Action Recommended:

  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.

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.

• Action Recommended:

  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.

12.1.4

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

• Action Recommended:

  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.

12.1.5

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

• Action Recommended:

  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". 

12.1.6

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

• Action Recommended:

  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.

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

• Action Recommended:

  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. 

12.3.2

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

• Action Recommended:

  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.

12.3.3

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

• Action Recommended:

  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.

12.3.4

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

• Action Recommended:

  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.

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

• Action Recommended:

  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)

• Action Recommended:

  MOTION TO AMEND:

  FURTHER THAT the Outdoor Adult Fitness Park be installed at: 

  Cobourg Community Centre (CCC)

• Action Recommended:

  MOTION TO AMEND:

  FURTHER THAT the Outdoor Adult Fitness Park be installed at: 

  Victoria Park

• Action Recommended:

  MOTION TO AMEND:

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

• Action Recommended:

  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

12.4.2

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

• Action Recommended:

  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.

12.4.3

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

• Action Recommended:

  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

• Action Recommended:

  MOTION TO RECCESS

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

12.5.1

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

• Action Recommended:

  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.

12.6

Arts, Culture and Tourism Services

12.6.1

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

• Action Recommended:

  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. 

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)

• Action Recommended:

  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.

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. 

• Action Recommended:

  That Council receive the correspondence for information purposes.

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

• Action Recommended:

  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. 

21.

ADJOURNMENT

• Action Recommended:

  THAT the meeting be adjourned (8:59 PM)