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

Monday, October 04, 2021

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

Electronic Participation

Please be advised that the Regular Council Meeting will begin at 4:00 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 Committee of the Whole 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 (2) 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.

TRADITIONAL LAND ACKNOWLEDGMENT STATEMENT

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.

ADDITIONS TO THE AGENDA

4.1

Leona Woods, Victoria Hall Volunteers, to speak regarding the opening and maintenance of Victoria Hall and Concert Hall.

4.2

Carla Jones, Cobourg & District Historical Society (CDHS), to speak regarding the Victoria Concert Hall and Cultural Plan

4.3

Jeff Halligan and Joel Varty, VOS Theatre (Victorian Operetta Society), to speak regarding re-opening of Victoria Hall and Concert Hall rentals

4.4

Micol Marotti, Film Access Northumberland, to speak regarding the reopening of Concert Hall for possible rental/use by community groups

4.5

Jack Boyagian, Northumberland Players, to speak regarding the future plans for use of Concert Hall

4.6

Memo from the Chief Administrative Officer, regarding the Town of Cobourg Vaccination Policy Update

4.7

Memo from the Deputy Clerk/Records Management Coordinator, regarding a Request for Proclamation and Flag Raising on November 25, 2021

4.8

Memo from the Manager of Human Resources, regarding the Code of Conduct Policy and the Long Service Recognition Policy.

4.9

Memo from the Chief Administrative Officer, regarding the Municipal Modernization Program Intake 3, Town of Cobourg Projects.

4.10

Memo from the Deputy Director of Community Services, regarding the award of Contract for the Outdoor Adult Fitness Park

• Action Recommended:

  THAT the matters be added to the Agenda.

5.

DISCLOSURE OF PECUNIARY (FINANCIAL) INTEREST

6.

PRESENTATIONS

6.1

Oscar Poloni, Office Managing Partner, KPMG, regarding the Town of Cobourg Organizational Review.

7.

DELEGATIONS

7.1

Leona Woods, Victoria Hall Volunteers, to speak regarding the opening and maintenance of Victoria Hall and Concert Hall.

7.2

Carla Jones, Cobourg & District Historical Society (CDHS), to speak regarding the Victoria Hall Concert Hall and Cultural Master Plan.

7.3

Jeff Halligan and Joel Varty, VOS Theatre (Victorian Operetta Society), to speak regarding re-opening of Victoria Hall and Concert Hall Rentals.

7.4

Micol Marotti, Film Access Northumberland, to speak regarding the reopening of Concert Hall for possible rental/use by community groups

7.5

Jack Boyagian, Northumberland Players, to speak regarding the future plans for use of Concert Hall

8.

DELEGATION ACTIONS

9.

GENERAL GOVERNMENT SERVICES

9.1

Final Report, submitted by KPMG on the Town of Cobourg Organizational Review.

• Action Recommended:

  THAT Council receive the Organization Report from KPMG for the Corporation of the Town of Cobourg for information purposes; and

  FURTHER THAT Council provide direction to the Chief Administrative Officer on next steps. 

9.2

Memo from the Chief Administrative Officer, regarding the Town of Cobourg Vaccination Policy Update

• Action Recommended:

  THAT Council receive this staff report for information purposes; and

  FURTHER 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 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.

9.3

Memo from the Deputy Clerk/Records Management Coordinator, regarding a Request for Proclamation and Flag Raising on November 25, 2021

• Action Recommended:

  THAT Council receive the report for information purposes; and

  FURTHER THAT Council consider the proclamation of November 25th, 2021 as the International Day for the Elimination of Violence Against Women and raising a Wrapped in Courage flag on November 25^th 2021, to raise awareness and promote gender equality.

9.4

Memo from the Manager of Human Resources, regarding the Code of Conduct Policy and the Long Service Recognition Policy.

• Action Recommended:

  THAT Council receive the report from the Manager of Human Resources for information purposes; and

  FURTHER THAT Council approve the Employee Code of Conduct Policy and the Employee and Service Recognition Policy for the Town of Cobourg. 

9.5

Memo from the Chief Administrative Officer, regarding the Municipal Modernization Program Intake 3, Town of Cobourg Projects.

• Action Recommended:

  THAT Council receive the report for information purposes; and

  FURTHER 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 15^th  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

10.

PLANNING AND DEVELOPMENT SERVICES

10.1

Memo from the Manager of Planning regarding 105 Havelock Street, B-06-20 Severance Agreement

• Action Recommended:

  THAT Council receive the Staff Reports for information purposes; and,

  FURTHER 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 a Severance Agreement with 2471366 Ontario Inc. for the proposed severance of a new infill lot from 105 Havelock Street in accordance with Condition a) of the Committee of Adjustment Consent decision.

11.

PUBLIC WORKS SERVICES

11.1

Memo from the Director of Public Works regarding the Sidewalk Snow Clearing Expansion Options.

• Action Recommended:

  THAT Council receive the report from the Director of Public Works for information purposes; and  

  FURTHER THAT Council select a preferred option to expand the sidewalk clearing program as outlined or Council choose to maintain existing operations.

11.2

Memo from the Manager of Environmental Services regarding the Gas Detection System at Water Pollution Control Plant #2 (WPCP2).

• Action Recommended:

  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.

11.3

Memo from the Manager, Roads and Sewers, regarding the replacement of the Combination Snowplow/Dump Truck.

• Action Recommended:

  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. 

11.4

Memo from the Recording Secretary, Transportation Advisory Committee, regarding the creation of a Zero Emission Vehicle Ad Hoc Committee

• Action Recommended:

  THAT Council receive the memo from the Transportation Advisory Committee for information purposes recommending the creation of a Zero Emission Vehicle Ad Hoc Committee to assist with the Town of Cobourg’s Zero emission strategy for municipally owned vehicles, consistent with the Climate Change initiatives adopted in Cobourg’s Strategic Plan.

12.

PARKS AND RECREATION SERVICES

12.1

Memo from the Deputy Director of Community Services regarding the Northumberland Pro Wrestling Memorial Arena Proposal.

• Action Recommended:

  THAT Council receive this report for information purposes; and

  FURTHER 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. 

12.2

Memo from the Deputy Director of Community Services, regarding the award of Contract for the Outdoor Adult Fitness Park.

• Action Recommended:

  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)

  OR

  Peter Delanty Park.

13.

PROTECTION SERVICES

13.1

Memo from the Emergency Planner , regarding the Town of Cobourg Flood Response Plan and Flood Preparedness Guide.

• Action Recommended:

  THAT Council receives the Flood Plan approved by the Community Emergency Management Program Committee on September 23, 2021;

  FURTHER THAT Council receive the Flood Preparedness Guide for information purposes and 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.

14.

ARTS CULTURE AND TOURISM SERVICES

14.1

Memo from the Deputy Director of Community Services regarding Cobourg Concert Hall Reopening

• Action Recommended:

  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.

   

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

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