Regular Council

MOTION TO SUSPEND That Council suspend the rules and regulations of Procedural By-law 2023-085-RE, as amended, section 7.12 pertaining to Delegations to allow addendum item 2.8, agenda item 11.1 Delegation from Michael Eden to be considered today.

That Council confirm the agenda, as amended.

THAT Council meet in Closed Session in accordance with the Municipal Act, 2001 regarding:  personal matters about an identifiable individual, including municipal or local board employees (s. 239 (2) (b)); and  a proposed or pending acquisition or disposition of land by the municipality or local board (s. 239 (2) (c)); and  information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them (s. 239 (2) (h)); and  a trade secret or scientific, technical, commercial or financial information that belongs to the municipality or local board and has monetary value or potential monetary value (s.239 (2)(j)).

THAT Council approve the minutes of Cobourg Municipal Council, as circulated.

THAT Council receive the minutes of Cobourg Municipal Standing Committees for informational purposes.

MOTION TO AMEND That the wording be replaced with the following: THAT Council refer the delegation from Michael Eden on behalf of Branch 133, Legion Village Inc regarding a request for a letter of support for provincial and federal grants to authorize staff to approve and write a letter of support from the Town of Cobourg.

THAT Council refer the delegation from Michael Eden on behalf of Branch 133, Legion Village Inc regarding a request for a letter of support for provincial and federal grants to authorize staff to approve and write a letter of support from the Town of Cobourg.

THAT Council receive the presentation from the Cobourg Public Library for information purposes.

THAT Council receive the memo from the Downtown Business Improvement Area Board of Management regarding Display of Wares By- law recommendation for information purposes.

THAT Council provide that the DBIA Board of Management shall be composed of nine (9) members, with Seven (7) Voting Members which will include:  One (1) Member of the Cobourg Municipal Council as a voting member;  Six (6) appointments of the Cobourg Downtown Business Improvement Area, appointed by Council as voting Members; and  Two (2) citizens members at large as non-voting members; FURTHER THAT Council amend the Terms of Reference to provide that a quorum of the Board is four (4) members.

MOTION TO AMEND That the motion be replaced with the following wording: THAT Council direct Staff to review and prepare a revised Corporate Business Services Unit MOU with the Cobourg Police Service Board to be brought back to Council in September 2024 and following review and consideration by Council, that Staff engage in discussions with the Police Service Board on an updated Corporate Business Services Unit MOU to be considered and then the final Corporate Business Services Unit MOU be brought back to Council for final approval.

THAT Council direct Staff to review and prepare a revised Corporate Business Services Unit MOU with the Cobourg Police Service Board to be brought back to Council in September 2024 and following review and consideration by Council, that Staff engage in discussions with the Police Service Board on an updated Corporate Business Services Unit MOU to be considered and then the final Corporate Business Services Unit MOU be brought back to Council for final approval.

THAT Council adopt the following recommendations from the Standing Committees contained within the consent agenda as a single motion. 13.1 Strategic Priorities and Policy Standing Committee 13.1.1 Report No. LS-2024-017 from Town Clerk/Director, Legislative Services regarding Flag Raising and Proclamation Policy Amendment WHEREAS at the Strategic Priorities and Policy Standing Committee meeting on June 4, 2024, the Committee considered Report No. LS-2024-017 from Town Clerk/Director, Legislative Services regarding Flag Raising and Proclamation Policy Amendment. NOW THEREFORE BE IT RESOLVED THAT Council receive the staff report for information purposes; and FURTHER THAT Council approve the amendment to the Flag Raising and Proclamation Policy amending the implementation of standard procedures for flag raisings, half-staffing for former Cobourg Town Employees. 13.1.2 Report No. LS-2024-013 from Deputy Clerk / Manager, Legislative Services regarding Council Appointment to Accessibility Advisory Committee WHEREAS at the Strategic Priorities and Policy Standing Committee meeting on June 4, 2024, the Committee considered Report No. LS-2024-013 from Deputy Clerk / Manager, Legislative Services regarding Council Appointment to Accessibility Advisory Committee. NOW THEREFORE BE IT RESOLVED THAT Council appoint Councillor Adam Bureau from June 2024 – August 2025 and Councillor Aaron Burchat from September 2025 – November 2026 to the Accessibility Advisory Committee. Page 10 of 37 June

MOTION TO AMEND That Council add the following wording to the motion: FURTHER THAT Council direct staff to calculate a recommended percentage budget allocation for 2025 to account for an increase in core and non-core assets replacement moving forward.

THAT Council recognize that every municipality shall prepare an asset management plan in respect of its non-core municipal infrastructure assets on or before July 1, 2024 in accordance with Ontario Regulation 588/17: Asset Management Planning for Municipal Infrastructure; and FURTHER THAT Council’s asset management policy as adopted on July 22, 2019 is required to be reviewed and updated every five (5) years; and FURTHER THAT Council adopt the updated 2024 Asset Management Policy; and FURTHER THAT Council adopt the Asset Management Plan for non-core infrastructure as prepared by Watson & Associates Economists Ltd; and FURTHER THAT Council direct staff to calculate a recommended percentage budget allocation for 2025 to account for an increase in core and non-core assets replacement moving forward.

MOTION TO SUSPEND That Council suspend the rules and regulations of Procedural By-law 2023-085-RE, as amended, subsection 7.15 b) pertaining to Speakers Regarding an Item on the Agenda, to allow a Member of the public to speak to an item when a "Request to Speak Form" was provided following the commencement of the meeting.

WHEREAS at the Public Works, Planning, and Development Standing Committee meeting on June 5, 2024, the Committee considered Report No. PW-2024-014 from Director of Public Works regarding Stormwater Rate Structure Review. NOW THEREFORE BE IT RESOLVED THAT Council receive the Stormwater Rate Structure Review as prepared by Watson & Associates for information purpose.

MOTION TO EXTEND MEETING THAT Council extend the duration of the meeting past four (4) hours, pursuant to subsection 5.9 (a) of the Procedural By-law 085-2023 with the meeting adjourning at 12:00 a.m.

MOTION TO AMEND That Council add the following wording to the amended motion: FURTHER THAT Council exempt cemeteries, vacant land, and agricultural land, as well as the interest rates for 2023.

MOTION TO DIVIDE That the motion be divided into two with the following being the first part of the motion: THAT Council direct the waiving of interest rates for all outstanding stormwater invoices until further notice; and FURTHER THAT Council reclassify cemeteries as vacant land.

THAT Council direct the waiving of interest rates for all outstanding stormwater invoices until further notice; and FURTHER THAT Council reclassify cemeteries as vacant land.

THAT Council direct staff to finalize an alternative rate structure C to have an effective date of January 1, 2024; and FURTHER THAT Council direct Staff to prepare a by-law with the new Stormwater Rate Structure, including an implementation plan for final review and approval by Council; and FURTHER THAT Council direct Staff to consult with Lakefront Utilities Services Inc. with options to reconcile 2023 billings in alignment with alternative rate structure C and report back to Council in September.

MOTION TO AMEND That the following wording be included in the motion: THAT Council direct staff to finalize an alternative rate structure B to have an effective date of January 1, 2024; and

MOTION TO AMEND That the wording be revised to remove the reference to structure C in the motion.

THAT Council direct staff to finalize an alternative rate structure B to have an effective date of January 1, 2024; and FURTHER THAT Council direct Staff to prepare a by-law with the new Stormwater Rate Structure, including an implementation plan for final review and approval by Council; and FURTHER THAT Council direct Staff to consult with Lakefront Utilities Services Inc. with options to reconcile 2023 billings in alignment with alternative rate structure B and report back to Council in September; and FURTHER THAT Council direct the waiving of interest rates for all outstanding stormwater invoices until further notice; and FURTHER THAT Council reclassify cemeteries as vacant land. Recorded vote requested by Councillor Miriam Mutton YES (5): Councillor Miriam Mutton, Deputy Mayor Nicole Beatty, Councillor Adam Bureau, Councillor Brian Darling, Councillor Aaron Burchat NO (2): Councillor Randy Barber, Mayor Lucas Cleveland

THAT Council receive this report for information purposes; and FURTHER THAT Council amend Schedules A and B of the Parks and Facilities Regulations Bylaw 022-2016 to include the Town-owned lots west of Glen Watford Road and Ravensdale Road.

THAT Council receive the 2024 Operational Plan and dashboard for information.

MOTION TO AMEND That the motion be replaced with the following wording: THAT Council refer the request from Lakefront Utilities Services Inc. in the amount of $8,214,169 until October 2024 and FURTHER THAT Council direct staff to come up with a future debt prediction, including the lakefront utilities, any additional Town debt needs to be brought back to Council for consideration.

THAT Council receive the letters from Lakefront Utility Services Inc. requesting the approval for growth related debenture of $8,214,169; and FURTHER THAT Council authorize the Treasurer to borrow and enter into a bank loan agreement up to $8,214,169 over a ten-year period to be repaid using development charges, subject to the terms of the facility agreement with the lender.

WHEREAS at the Strategic Priorities and Policy Standing Committee meeting on June 4, 2024, the Committee considered Report No. CAO- 2024-002 from Manager, Human Resources regarding Human Resources Policy Report. NOW THEREFORE BE IT RESOLVED THAT Council review and approve the revised Non-Union Compensation – Salary Structure Policy; and FURTHER THAT Council review and approve the revised Non-Union Benefits Policy; and FURTHER THAT Council review and approve the Flexible Working Arrangements Policy.

WHEREAS at the Strategic Priorities and Policy Standing Committee meeting on June 4, 2024, the Committee considered Report No. LS-2024- 015 from Deputy Clerk/Manager, Legislative Services regarding Public Notice Policy Update. NOW THEREFORE BE IT RESOLVED THAT Council receive this report for information purposes; and FURTHER THAT Council approve the amended Public Notice Policy as required pursuant to Section 270 (1) (4) of the Municipal Act, 2001 as amended.

WHEREAS at the Strategic Priorities and Policy Standing Committee meeting on June 19, 2024, the Committee considered Report No. COR- 2024-011 from Manager, Human Resources and Director of Corporate Services regarding Compensation Review. NOW THEREFORE BE IT RESOLVED THAT Council receive the compensation study from Gallagher Benefit Services (Canada) Group Inc for information purposes; and FURTHER THAT Council direct staff to implement the updated annual staffing costs of $444,278 effective August 1, 2024 for a prorated amount of $185,116 to be paid utilizing the Staff Contingency Reserve and that Council direct staff to include the updated salaries in the 2025 budget for an increase of 1.60%.

MOTION TO AMEND That the motion be replaced with the following wording: THAT Council approve the sole-sourcing of a recruitment agency being Feldman Daxon Partners Inc. as a result of a informal market review and request for quotes, with Staff recommending Feldman Daxon Partners Inc, in the amount of $60,0000, being $25,000 per position with a $10,000 contingency to recruit a qualified Principle Planner and a Manager of Development Review, in order to accelerate the process for the recruitment of these positions, as a result of the Planning Department vacancies.

THAT Council approve the sole-sourcing of a recruitment agency being Feldman Daxon Partners Inc. as a result of a informal market review and request for quotes, with Staff recommending Feldman Daxon Partners Inc, in the amount of $60,0000, being $25,000 per position with a $10,000 contingency to recruit a qualified Principle Planner and a Manager of Development Review, in order to accelerate the process for the recruitment of these positions, as a result of the Planning Department vacancies.

WHEREAS at the Strategic Priorities and Policy Standing Committee meeting on June 4, 2024, the Committee considered Report No. COR- 2024-009 from Treasurer/Director of Corporate Services regarding Procurement Policy Update. NOW THEREFORE BE IT RESOLVED THAT Council receive this report for information purposes; and FURTHER THAT Council approve the Town of Cobourg updated Procurement Policy with implementation effective July 1, 2024. Recorded vote requested by Councillor Miriam Mutton YES (6): Councillor Randy Barber Deputy Mayor Nicole Beatty, Mayor Lucas Cleveland, Councillor Adam Bureau, Councillor Brian Darling, Councillor Aaron Burchat NO (1): Councillor Miriam Mutton

MOTION TO AMEND THAT Council direct Staff to amend the by-law to more accurately reflect the staff report with respect to Council’s ability to revoke delegated authority as deemed necessary.

WHEREAS at the Strategic Priorities and Policy Standing Committee meeting on June 4, 2024, the Committee considered Report No. LS-2024- 016 from Town Clerk/Director, Legislative Services regarding Council Delegation of Powers and Duties. NOW THEREFORE BE IT RESOLVED THAT Council receive the Staff Report for information purposes; and FURTHER THAT Council endorse and approve the Delegated Authority By-law.

MOTION TO AMEND THAT Council direct Staff to exempt the Cemetery from Stormwater Charges due to the land being transferred to the Town.

THAT Council direct Staff to exempt the Cemetery from Stormwater Charges due to the land being transferred to the Town.

THAT Council receive this report for information purposes.

THAT Council approve the community event Multicultural Food Festival as a stand-alone new event or as an important addition to an existing event.

THAT Council approve the purchase of a Green Frog Raked Bar Screen system at a cost of $153,732 (price includes non-refundable HST) which is within the approved 2022 capital budget of $200,000.

THAT Council receive this Report for information purposes; and FURTHER THAT Council authorize the passing of the by-law included as Attachment 1 approving the Draft Plan of Subdivision and Draft Plan Conditions included in the By-law for 540 King Street East; and, FURTHER THAT Council authorize the passing of the by-law included as Attachment 2 approving the Zoning By-law Amendment for 540 King Street East.

MOTION TO AMEND That the motion be replaced with the following wording: THAT Council direct staff to draft a letter requesting additional funding from the provincial government, to be signed by the Mayor.

THAT Council direct staff to draft a letter requesting additional funding from the provincial government, to be signed by the Mayor.

THAT Council authorize the Chief Administrative Officer who is delegated as the Shareholder representative to represent the Town of Cobourg Council to support the proposed resolutions as presented below: (1) Audited Financial Statements BE IT RESOLVED THAT: a. The Shareholders receive the Audited 2023 year-end Town of Cobourg Holdings Inc. (Holdco) Consolidated Financial Statements as presented. b. The Cobourg Shareholder post the 2023 year-end HOLDCO Consolidated Financial Statements on-line upon receipt. Revised Resolution c. The Audit & Risk Committee and the Town of Cobourg Holdings Inc. recommend to the Shareholder, the Town of Cobourg Council, that KPMG be appointed as the external auditors for the Town of Cobourg Holdings Inc. and Subsidiary Companies, for a period of two years, effective the fiscal 2024 year. Page 33 of 37 June 26, 2024 (2) Annual Dividend and Benefits BE IT RESOLVED THAT: a. The Shareholders acknowledge that a community services benefit of $129,600 including the provision of fibre-optic network services, was provided to the Town of Cobourg Shareholder in 2023 by the Lakefront Group of Companies. b. The Shareholders acknowledge that the Holdco Board has decided to declare no dividend for 2023 to meet its financial obligations and maintain flexibility for dealing with other financial effects of the economy, including high inflation. c. The Shareholders acknowledge that the cumulative Shareholders Financial Benefit since deregulation as of 2023 year-end

MOTION TO AMEND THAT Council direct staff to indicate where free internet is available and to have a high-level staff comment back about cycle paths.

THAT Council direct staff to indicate where free internet is available and to have a high-level staff comment back about cycle paths.

THAT Council receive the correspondence from Lets Talk Books regarding the closure of King Street West from Hibernia to Division on July 12 and 13 for information purposes.

BE IT RESOLVED THAT leave be granted to introduce By-law No.040- 2024 to By-law No.046-2024 and to dispense with the reading of the bylaw 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.

THAT leave be granted to introduce By-law 047-2024 and to dispense with the reading of the By-law by the Municipal Clerk to confirm the proceedings of Council of the Town of Cobourg at its Regular Council Meeting held on June, 26, 2024 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.