the corporation of the town of cobourg 2021 operating and

The Corporation of The Town of Cobourg2021 OPERATING AND CAPITAL BUDGET REVIEW MEETING

AGENDA

Tuesday, December 8, 2020, 1:30 p.m.Electronic Participation

Pages

1. CALL TO ORDER

Deputy Mayor Seguin, Coordinator of General Government Services.

2. INTRODUCTION

Chair, Deputy Mayor Seguin, Coordinator of General Government Services

Deputy Mayor Seguin explains the general purpose of the meeting, which is toreceive presentations from Municipal Staff on the 2021 Operating and CapitalBudget Estimates. Council may seek clarification by Staff on particular items ofconcern or interest. The final budget will be reviewed and debated on January21, 2021.

3. DECLARATION OF PECUINARY INTREST

4. NOTIFICATION

Municipal Clerk

Notice published in the local newspaper and posted on the Municipal Websitewww.cobourg.ca pursuant to the Town of Cobourg Public Notice Policy.

5. DIVISIONAL STAFF PRESENTATIONS

5.1. Art Gallery of Northumberland 1

5.2. Cobourg Public Library 9

5.3. Economic Development

5.4. Venture 13 Innovation Centre

5.5. Planning and Development Services and Protection Services - BuildingServices

17

5.6. General Government Services and Protection Services - By-LawEnforcement/Animal Control

53

6. CLOSED SESSION

Action RecommendedTHAT Council meet in Closed Session in accordance with Section 239 (2) of the

Municipal Act S.O. 2001 regarding:

6.1. s. 239(2)(b) personal matters about an identifiable individual, includingmunicipal or local board employees:

7. FURTHER NOTICE

Deputy Mayor Seguin, Chair to explain the next steps regarding the review andapprovals of the 2021 Budget Deliberations.

8. ADJOURNMENT

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2021ART GALLERY OF

NORTHUMBERLAND

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60 Years an Anniversary

Paavo Airola Boats 1961

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Going Digital during COVID

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Community Engagement

• Spotlight Series: annual fundraiser supporting Arts Education

launching digital in 2021. Spotlight Series bridges visual art with the

written word, music, dance and film in support of arts education.

•We supported 50 families in our community with art supplies and

projects through our Art in Box program and partnered with Local

Food for Local Good to deliver the boxes.

•We launched online programming and engagement and saw an

increase of Social Media engagement of 15%

• Zoom conferencing kept us connected to our invaluable volunteers.

• Funding opportunities include: Ontario Trillium Foundation Resilient

Communities Fund to support and rebuild our programs and services.

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Cultural Tourism

• After 60 years we continue to be a cultural driver--supporting the Master Cultural Plan, providing a hub of artistic and cultural energies through inspiring educational experiences for all audiences.

• We are an economic asset to our community and a destination within Victoria Hall which is a National Designated Building.

• Through our publications and exhibitions, we represent Cobourg Regionally, Provincially and Nationally.

• Our vision is focused on providing superior opportunities for growth and engagement in our community and beyond.

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Permanent Collection

We are a Public Art Gallery. The stewards of over 1,000 works of art. In 2020, we acquired 45 works ranging from small watercolours to a large sculpture to our collection.

We collect, preserve, present, and interpret works of art. We ignite the power of art, embracing our responsibility to engage and educate our community, contribute to cultural knowledge and advance creative endeavour.

We received federal funding from Museums Assistance Program (MAP) providing us with continuous care for our heritage collection during COVID.

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AGN

Engaging our community with ART!

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THANK YOU!

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Cobourg Public Library2021 Budget

Presented by Tammy Robinson, CEO Cobourg Public Library

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2020

With the impacts of COVID-19, 2020 caused all of us to adapt like never before. The Library was one of the first Town facilities to offer modified service to the public.

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2020The Library started a contactless curbside pick-up service. This service has continued while the Library has opened and expanded services.

Photo Courtesy of Snap’d

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2020

The Library’s computer lab opened in July, the first in our area to do so.


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2020

The Library offered Story Time on the Lawn – a safe, and popular, alternative to in-person programming.


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Service Delivery Review• The Library is one of the most used services in

the Town of Cobourg• The Library is one of the most important

services to the residents of Cobourg• The level of service provided by the Library is

one of the best in Cobourg• The Library provides the service for much less

than some other services in Cobourg, and in good comparison with similar municipalities

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Plans for 2021• Creating rejuvenated and safe programming

spaces for our community, both virtually and in-person.

• Increase hours from the current reduced schedule due to COVID-19

• Work with Town of Cobourg to implement the MOU regarding facilities

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Cobourg Public Library

A vital and resilient community service.

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2021 Operating Budget, Special Projects and General Information Presentation

Tuesday, December 8, 2020

Pgs. 268 - 280

TOWN OF COBOURG

PLANNING &

DEVELOPMENT SERVICES

BUDGET MEETING

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• Director – Glenn McGlashon, MCIP, RPP

• Manager – Rob Franklin, MCIP, RPP

• Planner II/Intermediate Planner – Vacant

• Planner I - Heritage – Dave Johnson, CAHP (Intern)

• Planner I - Development – Vacant

• Administrative Assistant (50%) –Adriane Miller

Planning Department Staffing

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FUNCTION / RESOURCES

This Budget is responsible for:

• The Corporation’s land use planning,

development and heritage preservation

programs

• Administering Town’s Official Plan, Zoning

By-law, Land Subdivision, Urban and

Landscape Design Guidelines, Heritage Designation By-laws & Guidelines, & Site

Plan Control By-law

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Planning Department acts as the “One

Window” service for all planning &

development matters

First point of contact and central co-ordinator

for development enquiries, consultations andapprovals under the Planning Act

• initial development pre-consultation;

• application receipt;

• circulation;

• site inspections,

• evaluation & reporting;

• policy-regulatory approval;• final approval and construction;

• development- and post-

development monitoring, inspections,

and compliance evaluations;Page 20 of 87

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Planning Department present workflow:

16 planning applications (2020) in

addition to approx. 37 ongoing active

development projects at various stages

of process (zoning, plans of subdivision,

site plan control)

11 Committee of Adjustment

applications

29 Heritage Permit applications

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Special Planning Projects

1. Affordable & Rental Housing CIP

Implementation

2. County Affordable Housing Strategy

Implementation Plan

3. Comprehensive Zoning By-law Review

(incl. addiction rehab treatment

facilities)

4. Integrated Community Sustainability

Plan (ICSP) and Green Development

Standards (GDS)

5. Tannery District Sustainable Master Plan

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Policy and legislative reviews

1. PPS & Growth Plan Review

2. More Homes More Choice Act

3. COVID Economic Recovery Act

4. Development Charges Act

5. County Official Plan Review

Regular day-to-day administration

of Departmental activities and

services to the public Page 23 of 87

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Planning & Development Budget

Four Budget Sections:

Planning

Committee of Adjustment

Heritage

Affordable Housing Assistance*

*Social & Family Services – pg. #166

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P & D Revenues 2020 YTD: (pg. #269)

• Planning Applications: ~$90,000*

*down from 2019; budget in 2020 = $110,000

• Zoning Reports: ~$4,000**

**slightly down from 2019; budget in 2020 = $5,000

• Committee of Adjustment:

~$15,300***

***down from 2019; budget in 2020 = $15,000

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2021+ Revenues:

• Planning Application Fees Review

(2021)

• Incremental increase in fees to

reflect actual costs for development

review and reduce impact on tax

levy (40-50% of expenditures, per

KPMG Service Delivery Report)

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Planning 2021 (pg. #270)

Salaries, Wages & Benefits: +$38,540*

*includes 70% of Planner I – Development

position for 12 full months

Conferences/Travel Expense: -$3,350

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Planning Special Projects 2021+

1. Comprehensive Zoning By-law Review

(incl. addiction rehab treatment

facilities) -- $30,000 ($13,500 from

DC’s)

2. Integrated Community Sustainability

Plan (ICSP) & Green Development

Standards (GDS) -- $131,000 (2nd year

of budgeting for total of $257,000 from

Northam & Federal Gas Tax Reserves,

possible additional funding of

~$71,500 from FCM)Page 28 of 87

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Planning Special Projects 2021+

3. Tannery District Sustainable Master

Plan -- $0 (funded from prior budget

years + FCM 50% grant)

4. Official Plan 5-Year Review and

Growth Plan Conformity Exercise

(2021/2022) -- $40,000 (1st year of 2

year funding program - $18,000 from

DC’s)

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Planning 2021

Total Planning -- $471,324* (+$74,187

from 2020)

*includes +$38,540 salary and +$38,500 Official

Plan and Zoning By-law update projects in 2021

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Committee of Adjustment 2021 (pg. #274)


*includes 20% of Planner I - Development position

for 12 full months

Conference/Training & Travel: -$4,500

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Committee of Adjustment 2021

Total CoA: $87,311* (+6,118 from 2020)

*includes +$10,318 salary for Planner I –

Development for full 12 months in 2021

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Heritage 2021 (pg. #277)


*includes 10% of Planner I – Development position

for 12 full months

Conference/Training & Travel: -$2,450

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Heritage Special Projects 2021+

1. Heritage Conservation District Study

(2021/22): $40,000/yr for 2 years –

from Holdco*

*Recommendation 1c. of the Heritage Master

Plan 2016 and Council’s Strategic Plan Action

#1 - Places

2. CAPS Reserve: $3,000**

**annual contribution

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Heritage 2021

Total Heritage -- $135,675*(+$11,655)

*includes +$11,055 salary for Planner I –

Development for full 12 months in 2021

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Planning & Development Summary

2021 (pg. #268)

Total Expenditures: $694,310 (+$91,960)*

Total Revenues: $155,000 (+$25,000)

Total Planning & Development: $539,310

(+$66,960)

*reflects full 12 months of Planner I – Development position,

staff salary adjustments and $38,500 non-recoverable costs

for Official Plan and Zoning By-law Reviews

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Affordable Housing Assistance 2021+: (Social & Family - pg. #166)

Affordable & Rental Housing CIP

Implementation -- $250,000 ($125,000

from Holdco)

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QUESTIONS?

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TOWN OF COBOURG

BUILDING DEPARTMENT AND BUILDING BY-LAWBUDGET MEETING2021 Operating Budget and General Information Presentation

Tuesday, December 8, 2020

Pgs. 92 - 99

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• Director – Glenn McGlashon, MCIP, RPP

• Chief Building Official – David Hancock, CPSO

• Building Inspector – Jered Marshall

• Plans Examiner/Inspector – Pharen Wilson

• Administrative Assistant (50%) –Adriane Miller

Building Department Staffing

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FUNCTION / RESOURCES

This Budget is responsible for:

• Enforcement of the OBC

• Property Standards By-Law

• Sign By-Law

• Pool By-law

• Administering Plumbing Permits

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BUDGET SECTIONS

1. Building Department (pg. #93)

• Based on a revenue neutral

philosophy

• Expenses covered by Permit

revenues

• Surplus transferred into a special

Building Reserve

• Ontario Building Code

administrationPage 42 of 87

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BUDGET SECTIONS

2. Building - By-law Department (pg. #97)

• Non-Ontario Building Code

Administration & Enforcement

• Property Standards, Signs,

Pools, Liquor Licensing

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Building & By-law Dep’t Statistics(through November 2020)

173 Building Permits worth

over $33M construction

value (137 dwelling units)

137 Plumbing Permits

11 Pool Permits

68 Sign PermitsPage 44 of 87

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Building Department Statistics(actual through November 2020)

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2020 Building & By-law Dep’t Revenues(to Dec 3, 2020) pgs. #92 & 96

• Building Permits: $765,948*

*up from 2019; budget in 2020 = $410,000;

includes GPL $335,000

• Sign Permits: $5,650**

**down from 2019; budget in 2020 = $13,000

• Pool Permits: $2,550***

***down from 2019; budget in 2020 = $2,200

• Property Standards: $2,400****

****down from 2019; budget in 2020 = $3,000

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Building Department Revenue(actual through November 2020)

*2018 revenue reflects TVM-Legion and FV Pharma;

Nov 2020 revenue reflects Golden Plough Lodge re-development

For Budget

Presentation

Purposes Only

For Budget

Presentation

Purposes

Only

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Building Department 2021 (pg. #93)

Salaries, Wages & Benefits: +$5,316

Conferences/Training: -$3,250

Vehicle Maintenance: -$1,250

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Building Department 2021

Total Building: $415,000*

*revenue neutral -- recoverable via Building

Permit revenues or the Building Reserve

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Building - By-law 2021 (pg. #97)

Salaries, Wages & Benefits: +$1,036

Conferences/Training/Vehicle: -$1,150

Vehicle Maintenance: -$550

Legal Fees: -$5,000

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Building - By-law 2021

Total Building - By-law: $90,576

(-$5,189)

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QUESTIONS?

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Electronic Participation, Zoom Video Conference

December 8, 2020 | 3:00 p.m. – General Government Services

Brent Larmer – Manager Legislative Services/Municipal Clerk

LEGISLATIVE SERVICES/MUNICIPAL CLERKS OFFICE BUDGET PRESENTATION

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Meet the Legislative Services TeamBrent LarmerMunicipal Clerk/Manager of Legislative

Krystal ChristopherDeputy Clerk, Records Mgmt. Coordinator

Angela Stewart, Licensing

Jamie KramerAccessibility Coordinator

Tayla Kennedy Legislative Services, Secretary (Mat)

By-law Enforcement TeamChristian Young, Property Standards Officer

Mark, McMurtry, Municipal By-law Officer

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VISIONCobourg...a vibrant inclusive community whereeveryone has access to meaningful opportunitiesand experiences.

MISSIONThe Town of Cobourg is committed to openand accountable governance and theprovision of quality, accessible programsand services in a sustainable manner.

MUNICIPAL COUNCIL MISSION AND VISION

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LEGISLATIVE SERVICES DEPARTMENT • The Town of Cobourg Legislative Services

Department strives to meet customers’ diverseservice needs by providing statutory and legislatedservices to the Public, Municipal Council and otherInternal and External customers through a multitudeof service channels.

• The Office of the Town Clerk is legislated by theMunicipal Act, 2001, and other various pieces oflegislation and is the interface between CouncilAdministration and the Public. The Town’s Clerks’Office is committed to serving the Council of the Townof Cobourg, all Municipal Departments/Divisions andthe residents of the community through thedemocratic processes such as Council meetings,elections, access to municipal records, accessibility,by-law enforcement, and all legislative actionsensuring transparency to the public in every step.Page 56 of 87

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LEGISLATIVE SERVICES DEPARTMENT Mandate:To provide open and accessible MunicipalGovernment by ensuring that independent andimpartial statutory and regulatory services aredelivered in a progressive, innovative, effective andefficient manner.

Service Level Highlights:• Provide access to information and ensure transparency;• Conduct open, fair and impartial Municipal Elections;• Ensure compliance with legislation;• Deliver Vital statistics services such as marriage licences,

burial permits, and registrations of deaths;• Manage Corporate records for all Divisions and

Departments within the Corporation;• Drive continuous improvement of services by modernizing

our technology and processes;• Provide exceptional customer service; and• Administer Council, Advisory Committee, and Quasi-

Judicial meetings, with oversight of Agendas and Minutes.Page 57 of 87

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Legislative Services Responsibilities

Accessibility By-law Enforcement

Resident/Front Desk

Services

Licensing and

Regulatory Services

Records Management

Access Services

Vital Statistics

Council and Advisory

Committee Secretariat

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Legislative ComplianceThe Town Municipal Clerk is the corporate signatory and has avariety of responsibilities under: the Planning Act, LiquorLicence Act, Marriage Act, Ontario Heritage Act and theMunicipal Act and many more Provincial Statutes.Commissioning of documents is also offered to the public inthe Office of the Town Clerk. Fulfilling these legislatedresponsibilities provides essential services to the public andthe Corporation.COVID-19 Impact on Service:The Province of Ontario issued amendments to statutes andvarious omnibus pieces of legislation that changed the way theClerks Office functions and operates daily. The Clerk’s Officewas able to navigate the changes and pivot to the newregulations that best served our community (i.e. Virtual Councilmeetings, Virtual Commissioner of Oaths, Burial PermitsDelegation of Sub Registrar.) The Clerks Office is alsoresponsible for navigating and interpreting Emergency Orders.

LEGISLATIVE SERVICESService Trends and COVID-19 Impacts

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Vital StatisticsThe Town Clerks Office provides services to thecommunity as Division Registrar under the Vital StatisticsAct and Marriage Act. Marriage Licences are processedas a same day service and completed within minutes.The number of Marriage Licences and Civil MarriageCeremonies performed by Municipal Staff increased in2020.COVID-19 Impact on Service:As the Province declared a State of ProvincialEmergency in March of 2020, many municipalitiesclosed their doors to Marriage License processing. TheTown of Cobourg Clerk’s Department continued toprovide these services and some weeks processing 25Marriage License Applications per week. As a result ofthe continuation of services, there was an increase inrevenues for both Marriage Licenses issued by the Townand Civil Ceremonies being preformed in 2020.


Year Service Revenue2019 Marriage Licence $14,784

2020YTD

Marriage Licence $21,175

Year Service Revenue2019 Civil Ceremony $17,255

2020YTD

Civil Ceremony $21,146

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Dog Tag LicensingIn 2019, Municipal Council approved the recommendationby Legislative Services Staff to introduce a Electronic andOnline System to licence Dogs within the Town of Cobourg.In January 2020, Cobourg’s DocuPet solution waslaunched. The fully implemented solution includes a newonline environment for licensing, account access, and profilemanagement, outsourced tag fulfillment and customerservice, automated communications, and a plethora ofoptional services designed to create more value for petowners.COVID-19 Impact on Service:Prior to the launch of the DocuPet System, residents wererequired to license their dog by only attending Victoria HallIn-Person. Once DocuPet was implemented/launched, thepublic had the option of In-Person or Virtual Dog Licensingas an option. But since Victoria Hall has been closed to thePublic, Dog Licensing has still occurred virtually daily.


Year Service Revenue2019 Dog Tag Sales $6,610

2020YTD

Dog Tag Sales $14,563

Dogs Licensed to Date:

801Page 61 of 87

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Lottery LicensingThe Town issues lottery licences and permits to eligible non-profit organizations. Lottery licensing refers to lotteryschemes permitted by a licence under the Criminal Code ofCanada. Typically, these may include bingos, raffles, breakopen tickets and social gaming events held by charitable orreligious organizations. In Ontario, Order in Council 1413/08authorizes the licensing framework for eligible charitable orreligious organizations to hold lottery events and sets outthe limits of municipal and provincial licensing.COVID-19 Impact on Service:As a result of COVID-19 Emergency measures and theProvincial shutdown, this caused a reduction in the amountof licences issued in the Town and limited the amount ofLotteries that would have been conducted in 2020 due tothe Public Health Measures that were put into place. TheTown is slowly seeing more licenses being requested andmay see the revenue come close to the average revenue.


Year Service Revenue

2019 Lottery/BingoLicensing

$109,836

2020YTD

Lottery/BingoLicensing

$63,586

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By-law Enforcement ServicesMunicipal By-Law Enforcement Services is responsible for avariety of legislative, corporate and public services. Adedicated team, it is committed to supporting corporategoals and objectives by enhancing a healthy, safecommunity while engaging residents and working withcommunity partners.Throughout the COVID-19 pandemic, the Town of Cobourgby-law officers have worked to protect the health and safetyof the community, and support the decisions of the Town’sEmergency Operations Centre. They also enforced theTown’s Parks by-law, and all of the park and beach closures.In addition to all other enforcement activities, officers workedseven days a week and had approximately 10,000interactions with the public due to the pandemic.


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By-law EnforcementOn March 27, 2020 the Provincial Government signed a ministerialdesignation under the Provincial Offences Act to authorized all by-law enforcement officers of any municipality, personnel to enforceEmergency Management Civil Protection Act (EMCPA) orders in theTown of Cobourg. The Town’s By-law Enforcement Departmentstrives to achieve compliance first and provide education and allenforcement is at the discretion of the By-law Enforcement Officerand based on the facts that are presented before them.

COVID-19 Impact on Service:By-law Enforcement on top of COVID Measures, engaged in regularand routine enforcement matters and duties that have not beeneliminated in the wake of COVID-19, although parking has beenfree, Municipal By-law Enforcement has pivoted to enforcing safetyparking enforcement such as accessible parking, parked in a fireroute and other safety concerns related to parking within the Town’sjurisdiction.


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Investigation Type YTDNoise 7

Property 65Parking 37

Animal Control 17Other 31Total 164

By-law Enforcement Investigations 2020 Statistics (Oct)

Type of Infraction

Amount Corrective Action Required

Long Grass 23 11Debris 8 1Pool 2 0Other 3 1

Property Orders/Notices Issued

311

10137 2 4 4 16

494

252

PARKING INFRACTIONS BY MONTH

Part 1&3 OffencesA total of 10 Part 1 Offences and 1 Part 3 offences

have been issued by Cobourg By-Law to date in 2020.

Proactive PatrolsProactive patrols are done every day, andseveral warnings are given for differentissues.On average, about three warnings aregiven every day for parking in fire routes.There are also several warning given eachday for parking/stopping in noparking/stopping areas. Other warningsthat are given out include warnings fordogs on the beach, dogs off leash, andbarbeques on the beach.

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2020 BUDGET ITEM:

REPORT/UPDATE ON ACCESSIBILITY COORDINATOR ACCOMPLISHMENTS

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• Accessibility Coordinator hired on September 8 2020; (Three Months into Contract)

• Creation of an [email protected] email to receive ongoing communication andsubmissions of potential and existing barriers to accessibility to be addressed;

• Reformatting of the Town of Cobourg’s Accessibility Website to have an ease tofinding appropriate information;

• Creation, approval and implementation of the Town of Cobourg Multi-Year AccessibilityPlan 2020-2024;

• Successful approval of amendments to Accessibility Policies – Accessible Workplaceand Customer Service Policy and Integrated Accessible Standards Policy;

• Over 40 directed conversations internally and externally related to conversations onAccessibility in the workplace and the community;

• Formation of local partnerships with community organizations to build accessibilityawareness and opportunities for the Town to be a leader in accessibility;

• Creation of Inclusion, Diversity, Equity, and Accessibility lens to assist with policyreview process;

• Active Member of the Development Review Team to provide an Accessible Lens andcomments on accessibility in Developments and to assist the Accessibility AdvisoryCommittee in their review of Site Plans.

Contract Position – Accessibility Coordinator Accomplishments

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mailto:[email protected]

https://www.cobourg.ca/en/town-hall/Accessibility.aspx

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• Develop the process for an Equity, Diversity, and Inclusion Strategy at theTown of Cobourg;

• Worked with Alderville First Nations and the Nogojiwanong (Peterborough)Friendship Centre to create the Town of Cobourg’s LandAcknowledgement;

• Collaborated with the Nogojiwanong (Peterborough) Friendship Centreand the City of Toronto to create the Town of Cobourg’s LandAcknowledgement Guide;

• Formation of partnerships with Indigenous Awareness Canada and theInternational Association for Public Participation for Indigenous relations;

• Engaged with 12 community organizations related to Equity, Diversity, andInclusion Advisory Committee of Council at the Town of Cobourg;

• Advise and advocate for equity, diversity, and inclusion on over 10 internaland external matters;

• Coordinate with Women and Gender Equality Canada (WAGE) on fundingand grant opportunities for the future;

• Collaborate with the Canadian Commission for UNESCO on joining theCoalition of Inclusive Municipalities;

Contract Position – Accessibility Coordinator Accomplishments

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Contract Position – Accessibility Coordinator 2021 Goals• Begin active campaigns internally and externally to educate on

aspects related to Persons with Disabilities;• Build upon current internal awareness around accessibility needs

to further educate staff;• Work with the provincial and federal government to prepare grant

and funding proposals for future accessibility initiatives;• Train internal staff members on the principles of Accessible

Documents and websites to remain complaint in 2021;• Expand ongoing internal education and communications

regarding policies, procedures, and complaint processes currently in place that focus on diversity, accessibility, and Human Rights;

• Create local partnerships to explore possibilities to employ Persons with Disabilities;

• Engage the public to learn more about the needs for transit, including accessible taxis, active transit, and specialized transit;

• Work with internal and external stakeholders and rights holders to create Facility Accessible Design Standards for the Town of Cobourg.

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Contract Position – Accessibility Coordinator 2021 Goals• Review applications for the Equity, Diversity, and Inclusion Advisory

Committee of Council;• Formation of further partnerships with local agencies and

organizations to assist with bringing more awareness to EDI;• Conduct the remaining aspects of the EDI Strategy development

process:• Internal Benchmarking,• Leadership Interviews,• Document Review,• Workplace Census and Engagement Survey,• Internal (Anonymous) Focus Groups,• External Public Engagement.

• Analyze the data and information to create robust recommendations for the future of EDI at the Town of Cobourg;

• Create a dual-stream mentoring programming for women and non-binary individuals who wish to run for politics or work in local government. Page 70 of 87

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Inclusive Communities Grant

The Inclusive Communities Grant focuses on boththe physical and social dimensions that contribute toindependent and active living, leading to benefitssuch as improved accessibility, walkability, andsafety of communities.

The Town of Cobourg will be applying for the Grantin the amount of $60,000 to:

1. Inform the public about how to engage with theTown of Cobourg.

2. Provide media literacy and information training toseniors and Persons with Disabilities.

3. Increase accessibility in the Town of Cobourg'sdowntown core area.

4. Increase public awareness around accessibilityissues.

5. Work towards becoming a more Age FriendlyCommunity. Page 71 of 87

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Council Strategic Plan Priorities that align with Legislative Services Department 2020

Accomplishments.

LEGISLATIVE SERVICESAND

MUNICIPAL COUNCIL STRATEGIC PLAN

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LEGISLATIVE SERVICES 2020Accomplishments

Hired Accessibility Coordinator to focus on Accessibility

within the Town of Cobourg and pursued many Initiatives.

Multi-Year Accessibility Plan 2020-2024 approved and

implemented.

Updated the Town of Cobourg Accessible Customer

Service and Integrated Accessible Standards Policy.

LEGISLATIVE SERVICES ACCOMPLISHMENTS AND


1

2

3

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MUNICIPAL COUNCIL STRATEGIC PLAN WORK PLAN ALIGNMENT

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LEGISLATIVE SERVICES 2020 Accomplishments

Corporate Records Management Policy and Program and

Classification Schedule;

Launch of more effective Agenda Meeting Management

Software Upgrade -eSCRIBE;

Successful Switch to Electronic Council and Committee

Meetings Via Electronic Participation Zoom Live Streaming and eSCRIBE;

Successful Launch or Dog Licensing Program –

DocuPet;

Municipal Government Transparency with introduction of

the Closed Meeting Session Guidelines and Protocol.

LEGISLATIVE SERVICES ACCOMPLISHMENTS AND


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MUNICIPAL COUNCIL STRATEGIC PLAN WORK PLAN ALIGNMENT

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LEGISLATIVE SERVICESOther 2020 Accomplishments

1. Special Valentines Weddings Program – 14 Weddings in One Day – February 14, 2020;

2. Equity Diversity and Inclusion Strategy Terms of Reference and initiated a Town wide EDI Strategy;

3. Hired Deputy Clerk/Records Management Coordinator to assist Legislative Services Department with Statutory Duties and Functions and lead Corporate Records Program;

4. Hired Full-Time Property Standards Officer to assist with increasing Service Demands for Enforcement in Community;

5. Maintaining Essential and Critical Services to the Town of Cobourg Residents during COVID-19 Pandemic.

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LEGISLATIVE SERVICES2021 Goals and Projects

1. Full Implementation of Workflow Report Writing througheSCRIBE System to better manage Council Reports andStaff Memos;

2. Intergrate new Advisory Committee Management Modelthrough eSCRIBE to help manage and organize Advisoryand Board Meetings and Member vacancies efficiently;

3. Implement development and planning of the TownElectronic Documents Record System in Spring 2021. Thissystem will modernize how electronic records are managedand made available to the public and better protectinformation assets while moving them through theinformation lifecycle.

4. Complete, finalize and implement the Equity Diversity andInclusion Strategy for the Town.

5. Start Corporate Policy Review Working Group and bringforward urgent Policy Review to Council for updates andapproval

6. Start 2022 Municipal and School Board Election Planning.Page 78 of 87

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Changing technologies, demand for electronic andonline services and increasing demand fortransparency of local government means residentsare becoming more dependent on services andmethods based through technology. The COVID-19Pandemic can be a testament to this change inbehavior as accommodations were required to bemade, in order to deliver the same level of Servicesthe Community expects, in the wake of current PublicHealth Measures.The Legislative Services Department will continue toexpand their use of technology in creative andinnovative ways to interact with and serve our internaland external customers, this will be a key theme for2021 and beyond for the Legislative ServicesDepartment.

LEGISLATIVE SERVICES2021 Expectations and Future

Digital Town Hall

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LEGISLATIVE SERVICES/MUNICIPAL CLERKS

OPERATING BUDGET

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LEGISLATIVE SERVICESHighlights/Change in 2021

2021 Budget Request Explanation of Change

1150171 – Software Maintenance

1. eSCRIBE Meeting Manger and Video Plus Streaming

Council, Advisory Committee and Local BoardsMeeting Management Software

$24,570

1. Note: eSCRIBE Contract $19,570 (increase includes Video Manager which in 2020 was in the Communications Budget).

Approved July 2020 -312-20. - Added functions incl. hosting own video, delegations, website integration, Advisory Committee Manager, increased Accessibility.

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LEGISLATIVE SERVICES/MUNICIPAL CLERKS

OPERATING BUDGETSPECIAL PROJECTS

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LEGISLATIVE SERVICESMulti-Year Accessibility Plan Budget

Multi-Year Accessibility Plan2021 Budget Request

Special Considerations

Closed Captioning $10,450

Information and Communications Standard

Awareness Campaigns $1,000

TOTAL: $11,450

Customer Service Standard

Video Remote Interpreting Costs (2022) $8,000Page 83 of 87

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Multi-Year AccessibilityWCAG 2.0 Level AA - AODA

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LEGISLATIVE SERVICESEquity Diversity and Inclusion Budget

Considerations

EDI Strategy2021 Budget Request

Training

Intercultural Development Inventory® (IDI®) $5,500

Indigenous Awareness and Inclusion $4,300

Anti-Racism Workshop $1,350

TOTAL: $11,150Page 85 of 87

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Service Delivery Review Snapshot

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THANK-YOU

EMAIL COMMENT OR INQUIRES

[email protected]

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mailto:[email protected]