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

Monday, September 26, 2022

6:00 P.m. - 7:00 P.m.

Hybrid Meeting (In-Person and Electronic)

Please be advised that the Committee of the Whole Council Meeting will begin at 5:30 P.M. and Council will hold a Closed Session prior to the Open Session of Council. The Public will see a Closed Session Screen on the Live-Stream of the Committee of the Whole Meeting indicating Council is in Closed Session. The open session will appear live directly following the Closed Session and can be viewed using the same Live-Stream Link. 

 

This Committee of the Whole Meeting will be held using a hybrid meeting model. Members of Council and Municipal Staff will have the choice to participate in-person in Council Chambers or to participate via Electronic Participation. Please note that in-person attendance in Council Chambers by members of the public is now permitted. The public may also 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.

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.

3.

CLOSED SESSION

• Action Recommended:

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

3.1

S.239 (2) (a) Advice that is subject to solicitor-client privilege, including communications necessary for that purpose - 

4.

ADDITIONS TO THE AGENDA

5.

DISCLOSURE OF PECUNIARY (FINANCIAL) INTEREST

6.

PRESENTATIONS

6.1

Brent Larmer, Director of Legislative Services/Clerk and Kevin Feagan, Manager, By-law Enforcement and Licensing, regarding an overview of the Administrative Monetary Penalty System for the Town of Cobourg (AMPS).

7.

DELEGATIONS

8.

DELEGATION ACTIONS

9.

GENERAL GOVERNMENT SERVICES

9.1

Memo from the Chief Administrative Officer regarding the Service Delivery Report – Quarterly Review

• Action Recommended:

  THAT Council receive the Service Delivery Review Report bi-annual review from the Chief Administrative Officer for information purposes.

9.2

Memo from the Chief Administrative Officer, regarding the 2022 Organizational Review Update Report

• Action Recommended:

  That Council receive this 2022 Organizational Review Update Report for information purposes.

9.3

Memo from the Chief Administrative Officer, regarding the 2022 Strategic Plan Report

• Action Recommended:

  THAT Council receive the 2022 Strategic Plan Report for information purposes.

9.5

Memo from the Manager, Human Resources, regarding the Non-Union Compensation – Salary Structure

• Action Recommended:

  THAT Council receive the Staff Report for information purposes; and 

  FURTHER THAT Council approve the Non-Union Compensation – Salary Structure Policy for the Town of Cobourg Non-Union Employees. 

9.6

Memo from the Manager, Human Resources, and the Director, Community Services, regarding the Volunteer Management Policy - Update

• Action Recommended:

  THAT Council receive the Staff Report for information purposes; and

  FURTHER THAT Council approve the updated Volunteer Management Policy for the management of Volunteers for the Town of Cobourg. 

9.7

Memo from the Grant and Policy Writer, regarding the Electronic Monitoring of Employees Policy- Bill 88 - Digital Platform Workers’ Rights Act, 2022.

• Action Recommended:

  THAT Council receive the Staff Report for information purposes; and

  FURTHER THAT pursuant to Bill 88, that Council approve and adopt the Electronic Monitoring of Employees at Work Policy as set out in Schedule “A” of the Staff Report.

9.8

Memo from the Grant and Policy Writer, regarding the Town of Cobourg Flag Raising and Proclamation Policy.

• Action Recommended:

  THAT Council receive the Staff Report for information purposes; and

  FURTHER THAT Council approve the Town of Cobourg Flag Raising and Proclamation Policy to implement standard procedures for flag raisings, half-staffings, and proclamations in the Town of Cobourg.

9.9

Memo from the Grant and Policy Writer, regarding the Town of Cobourg 2022 Grant Update.

• Action Recommended:

  THAT Council receive the Staff Report for information purposes

9.10

Town of Cobourg Homelessness Update - Verbal - Chief Administrative Officer.

• Action Recommended:

  THAT Council receive the September 26, 2022, Homelessness Verbal Update from the Chief Administrative Officer for information purposes.

10.

PLANNING AND DEVELOPMENT SERVICES

10.1

Memo from the Director, Planning and Development, regarding the Clearance of Conditions and Final Subdivision Approval - Marshall Homes (Cobourg) Ltd. – 160 Densmore Road (Northeast Corner of Densmore Road and Birchwood Trail)

• Action Recommended:

  THAT Council receive this Staff Report for information purposes; and

  FURTHER THAT Council authorize Staff to continue to implement the original 2005 draft approval and conditions subject to the minor redlined revisions to the Draft Plan of Subdivision proposing a mix of 39 townhouse units and 84 stacked townhouse units (Appendix I); and

  FURTHER THAT the amendment to Draft Plan Approval be deemed minor in nature and not subject to further notice provisions under the Planning Act; 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 Pre-Servicing Agreement and Subdivision Agreement with Marshall Homes (Cobourg) Ltd. for a residential development located at 160 Densmore Road (northeast intersection of Birchwood drive and Densmore Road).

10.2

Memo from the Director of Planning and Development, regarding the Cash-in-Lieu of Parking - 173-185 Division Street & 9 Albert Street – Mixed-use Development (2692004 Ontario Inc.

• Action Recommended:

  THAT Council receive the Staff Report 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 Clerk to enter into a Cash-in-Lieu of Parking agreement with 2692004 Ontario Inc. for the purposes of providing relief of ten (10) parking spaces in the amount of $86,930.00 upon resolution of all other site plan matters and approval of the site plan drawings.

10.3

Memo from the Director, Planning and Development, regarding the Municipal Land Inventory Engagement Results and Next Steps

• Action Recommended:

  THAT Council receive the Staff Report for information purposes; and

  FURTHER THAT Council approve Priority Site #1 being the lands to the west of Memorial Area as a site to be further reviewed for the potential disposition of land for housing purposes; and

  FURTHER THAT Council direct Planning Staff to further explore one of the following housing options for Priority Site #1:

  1. Tiny Home Demonstration Development;
  2. Transitional Housing; and
  3. Affordable Rental Apartment Building

   

  AND FURTHER THAT Staff report back on the feasibility and options for delivering a housing special project on Priority Site #1 no later than January 31, 2023; and

   

  FURTHER THAT Staff maintain a roster list of the seven (7) remaining sites to form part of the Planning & Development Division’s work program; and to further investigate the remaining sites upon completing the investigation and implementation of any opportunity identified for Priority Site #1.

10.4

Memo from Manager, Planning Planning and Development, regarding the Interim Delegation of Authority for Heritage Permit Approvals

• Action Recommended:

  THAT Council receive this Staff Report for information purposes, and

  FURTHER THAT Council authorize the preparation of a by-law to be presented to Council at a Regular Council Meeting to delegate the authority to issue Heritage Permits, with the exception of major alterations and demolition, to the Director of Planning & Development or their designate until December 31, 2022.

10.5

Memo from the Planner II - Development, regarding the approval of an Official Plan Amendment, Zoning By-law Amendment and a Draft Plan of Subdivision for Stage 2, Phase 3 of the New Amherst neighborhood.

• Action Recommended:

  THAT Council receive the Staff Report for information purpose;

  FURTHER THAT Council be advised that the Planning and Development Advisory Committee (PDAC) has duly considered the application by the D.M. Wills Associates Limited on behalf of New Amherst Ltd. for the approval of an Official Plan Amendment, Zoning By-law Amendment and a Draft Plan of Subdivision for Stage 2, Phase 3 of the New Amherst neighborhood, the last phase of the development located on the west side of New Amherst Boulevard; and

  FURTHER THAT Council receive the memo from the Planning and Development Advisory Committee endorsing the conclusions of the Planning Report; and

  FURTHER THAT Council approve the Official Plan amendment as submitted by New Amherst Ltd. and pass a by-law (Appendix IV) for the purposes of approving Official Plan Amendment No. 79 included as Appendix II

  FURTHER THAT Council approve the Zoning By-law Amendment as submitted by New Amherst Ltd. and pass the Zoning By-law Amendment (Appendix V)

  FURTHER THAT Council approve the proposed Draft Plan of Subdivision as submitted by New Amherst Ltd. and pass a By-law (Appendix II) that would have the effect of approving a 13.5 hectare draft plan of subdivision subject to draft plan conditions (Appendix I).

10.6

Memo from Planner II - Development, regarding the Clearance of Conditions of Draft Approval & Entering into Pre-Servicing and Subdivision Agreements - Kerr Street Industrial Development (Kwendill Holdings Limited)

• Action Recommended:

  THAT Council receive the Staff Report 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 Pre-Servicing Agreement and a Subdivision Agreement with Kwendill Holdings Limited for a six (6) lot industrial subdivision development located on the south side of Kerr Street between Division Street and D’Arcy Street, Cobourg. 

10.7

Memo from the Recording Secretary, Cobourg Heritage Advisory Committee, regarding 6 King Street 2 King Street East Block, HP-2022-045

• Action Recommended:

  THAT Council receive the memo from the Cobourg Heritage Advisory Committee and grant the approval of Heritage Permit No. HP-2022-045 pertaining to the single ground floor window replacement with a new commercial door and facade works at 6 King Street East, Cobourg as submitted by Chris Boot of Historic Brick Co., subject to the finalization of details by heritage planning staff.

10.8

Memo from the Recording Secretary, Cobourg Heritage Advisory Committee regarding 3 Swayne Street, HP-2022-046

• Action Recommended:

  THAT Council receive the memo from the Cobourg Heritage Advisory Committee and grant the approval of Heritage Permit No.HP-2022-046, pertaining to window replacement with wood replications and facade works at 3 Swayne Street, Cobourg as submitted by Chris Boot of Historic Brick Co., subject to the finalization of details by heritage planning staff.

10.9

Memo from the Recording Secretary, Cobourg Heritage Advisory Committee regarding 48 Park Street, HP-2022-047

• Action Recommended:

  THAT Council receive the memo from the Cobourg Heritage Advisory Committee and grant the approval of Heritage Permit No. HP-2022-047, pertaining to the new 720 sq. ft. coach house (30’x24’) accessory dwelling at 48 Park Street, Cobourg as submitted by Andrew Smith Building Design, subject to the finalization of details by heritage planning staff.

10.10

Memo from the Recording Secretary, Cobourg Heritage Advisory Committee, regarding 540 King Street East

• Action Recommended:

  THAT Council receive the memo from the Cobourg Heritage Advisory Committee recommending that the process be started to designate 540 King Street East, Cobourg as recommended in the Cultural Heritage Impact Assessment (CHIA) dated April 05, 2022.

11.

PUBLIC WORKS SERVICES

11.1

Memo from the Administrator, Engineering and Public Transit, regarding the Community Care MOU – Backup WHEELS Transportation Service

• Action Recommended:

  THAT Council receive the Staff Report for information purposes; and

  FURTHER THAT Council authorize the Mayor and Clerk to execute a memorandum of understanding with Community Care Northumberland to provide a backup WHEELS transportation service in the event of a driver shortage in the Town of Cobourg.

   

12.

PARKS AND RECREATION SERVICES

12.1

Memo from the Director, Community Services, regarding the Memorial Arena: New Use Recommendations

• Action Recommended:

  THAT Council receive the Staff Report and the attached business plan proposals from Top Prize Events and the Canadian Fire Fighter’s Museum for information purposes; and

  FURTHER THAT Council direct staff to negotiate a lease with the Canadian Fire Fighter’s Museum using the successful operating model of the Jack Heenan/ Northumberland Curling Club as a template; and

  FURTHER THAT Council direct staff to complete a detailed review of the gravel lot portion of the Memorial Arena site as a potential site to mitigate the ongoing effects of the housing crisis as also identified in the Planning Division’s work on Potential Affordable Housing Sites.

12.2

Memo from the Director, Community Services, regarding the Harbour Infrastructure Repairs – Tender Update

• Action Recommended:

  THAT Council receive the Staff Report for information purposes, and

  FURTHER THAT Council approve the cancellation of Tender CO-22-22 “Harbour Infrastructure Repairs” due to budgetary limitations.

12.3

Memo from the Director, Community of Services, regarding the 2022 Lease Renewals

• Action Recommended:

  THAT Council receive the Staff Report 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 lease amendment agreement with the West Northumberland Curling Club for the Jack Heenan Arena at 206 Furnace Street, Cobourg for the additional purposes as approved by Council on August 22, 2022, until the end of their current lease: August 31 2029.

12.4

Memo from the Chair, Parks and Recreation Advisory Committee, regarding the Parks and Recreation Advisory Committee 2021-2022 Annual Report

• Action Recommended:

  THAT Council receive the memo regarding the Annual Report for the Parks and Recreation Advisory Committee 2021-2022, for information purposes.

12.5

Memo from the Recording Secretary, Parks and Recreation Advisory Committee, regarding the Cobourg Community Centre Pro Shop Lease

• Action Recommended:

  THAT Council receive the memo from the Parks and Recreation Advisory Committee recommending that the Cobourg Community Centre Pro Shop lease be renewed for a five (5) year term at 2% per year increase, subject to the finalization of minor details by staff.

12.6

Memo from the Recording Secretary, Parks and Recreation Advisory Committee, regarding the Facility Allocation Recommendation

• Action Recommended:

  THAT Council receive the memo from the Parks and Recreation Advisory Committee regarding the updating of the Facility Allocation Policy.

12.7

Memo from the Recording Secretary, Parks and Recreation Advisory Committee, regarding the Management of Invasive Species Policy Recommendation

• Action Recommended:

  THAT Council receive the memo from the Parks and Recreation Advisory (PRAC) Committee recommending that an invasive species management policy be developed by the Town of Cobourg.

12.8

Memo from the Recording Secretary, Parks and Recreation Advisory Committee, regarding the McMurdo Park Play Structure

• Action Recommended:

  THAT Council receive the memo from the Parks and Recreation Advisory Committee recommending that funding for a play structure in McMurdo Park be included in the 2023 capital budget.

13.

PROTECTION SERVICES

13.1

Memo from the Manager, By-law Enforcement and Licensing, regarding implementation of the Administrative Monetary Penalty System for the Town of Cobourg.

• Action Recommended:

  THAT Council receive the Staff Report for information purposes; and

  FURTHER THAT Council approve the recommendations as recommended by Staff as follows:

  1. That Council authorize the preparation of various By-laws to be presented at a Regular Council Meeting that pass by-laws pursuant to the Municipal Act, 2001 as required to enact the Alternative Monetary Penalty System for the Town of Cobourg.
     1. Appendix A, Administrative Penalty System By-law;
     2. Appendix B, Hearing Officer By-law;
     3. Appendix C, Enforcement By-law;
     4. Appendix D, By-law to amend User Fees By-law; and
     5. Appendix E, By-law to amend Parking By-law;

         

  2. THAT the Director of Legislative Services be delegated to appoint a Hearing Officer as an adjudicator for disputes that are unable to be resolved through the Screening process.

      

  3. THAT each Hearing Officer be compensated on an as-needed basis at the rate of: i) $350 for hearings, individually or collectively, exceeding 3.5 hours on any day; and ii) $275 for hearings, individually or collectively, not exceeding 3.5 hours on any day; and

      

  4. THAT the Mayor and Clerk be authorized to execute inter-municipal service agreements with Northumberland County municipalities on terms acceptable to the Director of Legislative Services/Municipal Clerk and in forms acceptable to the Town’s Solicitor pursuant to which the Town of Cobourg may administer those municipalities’ administrative monetary penalty systems.

14.

ARTS CULTURE AND TOURISM SERVICES

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