The Corporation of The Town of Cobourg

COMMITTEE OF THE WHOLE COUNCIL MEETING

MINUTES

-
Electronic Participation
Members Present:
  • Mayor John Henderson
  • Deputy Mayor Suzanne Séguin
  • Councillor Nicole Beatty
  • Councillor Aaron Burchat
  • Councillor Adam Bureau
  • Councillor Emily Chorley
  • Councillor Brian Darling
Staff Present:
  • Tracey Vaughan, Chief Administrative Officer
  • Ian Davey, Treasurer/Director of Corporate Services
  • Laurie Wills, Director of Public Works
  • Teresa Behan, Deputy Director of Community Services
  • Rob Franklin, Acting Director of Planning and Development Services
  • Brent Larmer, Municipal Clerk/Manager of Legislative Services
  • Krystal Christopher, Deputy Clerk

1.
CALL TO ORDER
  

His Worship Mayor Henderson called the Meeting to Order at 6:00 P.M.

2.
CLOSED SESSION
  

Council moved into Closed at 6:02 PM

2.1
THAT Council meet in Closed Session in accordance with Section 239 of the Municipal Act S.O. 2001 regarding: 
  

  • 239(2)(b) personal matters about an identifiable individual, including municipal or local board employee - Personnel Matters

    Carried

3.
TRADITIONAL LAND ACKNOWLEDGEMENT STATEMENT
  

Council moved into Open Session at 6:15 PM

His Worship Mayor Henderson recited the Traditional Land Acknowledgment Statement

4.
ADDITIONS TO THE AGENDA
  

5.
DISCLOSURE OF PECUNIARY (FINANCIAL) INTEREST
  

There were no Declarations of Pecuniary Interest Declared by Members of Council.

Mayor Henderson advised he will be excusing himself from the meeting at 7 PM. 

6.
PRESENTATIONS
  

6.1
Pinder DaSilva and Yin Brown, Abilities Centre, regarding the LEAD Program
This item has attachments.  

P. DaSilva and Y. Brown provided information and overview of  the Abilities Centre. The presentation highlighted the challenges faced with accessibility and inclusion services; the importance of  transactional and transformational change; the LEAD program and its impact on organizations and persons with disabilities; and the value of accessibility and inclusion.

After a question and answer period, dismissed at 6:45 PM

7.
DELEGATIONS
  

7.1
Meaghan Macdonald, Habitat for Humanity Northumberland (HFHN), to speak regarding a donation of an appropriate piece of land for affordable housing and relocation of the house located at 277 College Street, Cobourg.
This item has attachments.  

M. Macdonald spoke to her request for the Town to donate land to be used for affordable home ownership within Cobourg. M. Macdonald provided information on the Affordable Home Ownership Program, Home Repair Program, and Housing Support. 

After a question and answer period, M. Macdonald was dismissed at 7:01 PM

Mayor John Henderson left the meeting  at 6:55 PM

7.2
Gigi Ludorf-Weaver, President, Sustainable Cobourg, regarding Sustainable Cobourg’s Operational Budget
This item has attachments.  

G. Ludorf-Weaver spoke to her request for an annual sum of $7000.00 to be considered in the Town of Cobourg’s 2022 Budget deliberations, to support Sustainable Cobourg’s operational budget

After a question and answer period, G. Ludorf-Weaver was dismissed at 7: 44 PM

8.
DELEGATION ACTIONS
  

8.1
Meaghan Macdonald, Habitat for Humanity Northumberland (HFHN), to speak regarding a donation of an appropriate piece of land for affordable housing and relocation of the house located at 277 College Street, Cobourg.
  

  • Moved byCouncillor Nicole Beatty

    THAT the delegation by Habitat for Humanity Northumberland’s for the request of the donation of land be received for information purposes; and

    FURTHER THAT the request be referred to Planning and Development staff for investigation after the Municipal Land Inventory Review report and recommendations have been received by Council; and

    FURTHER THAT staff provide a report back to Council on an assessment of the requested lot by December 6, 2021.

    Carried

8.2
Gigi Ludorf-Weaver, President, Sustainable Cobourg, regarding Sustainable Cobourg’s Operational Budget
  

  • Moved byCouncillor Adam Bureau

    THAT the delegation from Gigi Ludorf-Weaver, President, Sustainable Cobourg, be received for information purposes; and

    FURHTER THAT the matter be referred to 2023 Budget with justification of the ask of $7000

    Amended
  • Moved byCouncillor Emily Chorley

    MOTION TO AMEND:

    THAT the delegation from Gigi Ludorf-Weaver, President, Sustainable Cobourg, be received for information purposes; and

    FURTHER THAT the request be referred to the 2022 Community Grants process 

    Defeated
  • Moved byCouncillor Nicole Beatty

    MOTION TO AMEND:

    THAT the delegation from Gigi Ludorf-Weaver, President, Sustainable Cobourg, be received for information purposes; and

    FURTHER THAT Council direct the request for partnership funding and Terms of Refence to Planning Staff to be considered as part of the ICSP/GDS exercise

    Carried
  • Moved byCouncillor Adam Bureau

    THAT the delegation from Gigi Ludorf-Weaver, President, Sustainable Cobourg, be received for information purposes; and

    FURTHER THAT Council direct the request for partnership funding and Terms of Refence to Planning Staff to be considered as part of the ICSP/GDS exercise

    Carried

9.
GENERAL GOVERNMENT SERVICES
  

9.1
Memo from the Chief Administrative Officer regarding the Town of Cobourg Organizational Review Implementation Plan.
This item has attachments.  

  • Moved byDeputy Mayor Suzanne Séguin

    WHEREAS at the Committee of the Whole Meeting on October 4th, 2021, Council received the draft report on the Organizational Review from KPMG and directed the Chief Administrative Officer to prepare a report with recommendations from the Organizational Review findings to analyze and implement for 2022 and beyond to be brought forward to Council at the October 25th 2021, Committee of the Whole Meeting; and

    FURTHER THAT Council refer this decision and report to the October 28, 2021, Committee of the Whole Meeting with a Closed Session of Council to bein at 4PM and an Open Session to begin at 6 PM

    Carried

9.2
Memo from the Treasurer / Director of Corporate Services regarding the Comprehensive Insurance Program – November 1, 2021 to November 1, 2022
This item has attachments.  

Mayor John Henderson returned to the meeting at 7:45 PM

  • Moved byDeputy Mayor Suzanne Séguin

    THAT Council receive the memo from the Treasurer/Director of Corporate Services for information purposes; and

    FURTHER THAT Council approve the recommendation of the Town's insurance broker and award the Comprehensive Insurance program to Marsh Canada Limited for the period from November 1, 2021 to November 1, 2022 in the amount of $674,065 which includes all applicable taxes.

    Carried

9.3
Memo from the Accessibility Coordinator, regarding the Women in Governance: Leadership and Mentoring Program at the Town of Cobourg Wrap-Up
This item has attachments.  

  • Moved byDeputy Mayor Suzanne Séguin

    THAT Council receive the report from the Accessibility Coordinator for information purposes, and;

    FURTHER THAT Council consider another cohort of the “Women in Governance: Leadership and Mentoring Program”  for the Town of Cobourg once the new Accessibility Coordinator has been approved in the 2022 budget and begins their duties

    Carried

9.4
Memo from the Accessibility Coordinator regarding the Endorsement of the United Nations Declaration on the Rights of Indigenous Peoples at the Town of Cobourg
This item has attachments.  

  • Moved byDeputy Mayor Suzanne Séguin

    THAT Council accept the report from the Accessibility Coordinator for information purposes, and;

    FURTHER THAT Council endorse the United Nations Declaration on the Rights of Indigenous Peoples as the framework for the Town to use in its on-going process of reconciliation with local First Nations and urban Indigenous peoples in Cobourg.

    Carried

9.5
Memo from the Accessibility Coordinator, regarding encouraging Youths to sit and participate on Advisory Committees in the Town of Cobourg.
This item has attachments.  

  • Moved byDeputy Mayor Suzanne Séguin

    THAT Council receive the report from the Accessibility Coordinator for information purposes, and;

    FURTHER THAT Council reduce the age of participation for all Town of Cobourg’s Advisory Committees of Council to fifteen (15) to coincide with the age listed in the Equity, Diversity, and Inclusion Advisory Committee of Council for the next Council Term, and;

    FURTHER THAT Council consider incorporating funding for further youth engagement in the 2022 Budget to raise awareness of opportunities for youth to participate.

    Carried

9.6
Town of Cobourg Covid-19 Update - Verbal - Chief Administrative Officer.
  

T. Vaughan provided an update on matters pertaining to COVID-19. T. Vaughan spoke to the number of active cases in the region and the amount of individuals vaccinated. T. Vaughan provided information on the deadline for collecting the vaccination status for Town of Cobourg employees and volunteers and the status of municipal buildings. T. Vaughan provided information on the enhance QR codes and the current provincial regulations noting that limits for outdoor settings will be lifted and that some restrictions for high risk settings will be lifted in January.  

  • Moved byDeputy Mayor Suzanne Séguin

    THAT Council receive the October 25, 2021 COVID-19 Verbal Update from the Chief Administrative Officer for information purposes.

    Carried

10.
PLANNING AND DEVELOPMENT SERVICES
  

  • Moved byCouncillor Adam Bureau

    MOTION TO RECESS

    THAT Council take a five minute recess (8:29 PM)

    Carried

10.1
Memo from Planner I - Development, regarding a Draft Plan of Subdivision/Condominium and Site Plan Approval Application –Northeast Corner of Densmore Road and Corner of Birchwood Trail – Multi-Residential Development.
This item has attachments.  

  • Moved byCouncillor Nicole Beatty

    THAT Council receive the staff report and applications and refer to the Planning Department for a report; and,

    FURTHER THAT the notice requirements of the Planning Act, R.S.O. 1990, c.P.13, as amended, be implemented, including the scheduling of a Public Meeting.

    Carried

11.
PUBLIC WORKS SERVICES
  

12.
PARKS AND RECREATION SERVICES
  

12.1
Memo from the Deputy Director, Community Services, regarding the Cobourg Waterfront Water Quality Staff Update
This item has attachments.  

  • Moved byCouncillor Emily Chorley

    THAT Council receive this report for information purposes on the monitoring and potential mitigation planning for improved water quality; and

    FURTHER THAT Council direct staff to draft a water quality policy to be presented prior to summer 2022; and

    FURTHER THAT Council direct staff to include an accessible dock, E. coli DNA testing and expand yearly dredging to the 2022 budget for deliberations.

    Carried

12.2
Memo from the Town Arborist regarding the Town of Cobourg Fall 2021 Tree Planting.
This item has attachments.  

  • Moved byCouncillor Emily Chorley

    THAT Council approve the bid of $79,360.00 plus non-refundable HST submitted by Cressman Tree Maintenance & Landscaping Ltd.

    Carried

12.3
Cobourg Victoria Beach Update/Report - Verbal - Deputy Director, Community Services.
  

No update available.

  • Moved byCouncillor Emily Chorley

    THAT Council receive the October 25, 2021 Victoria Beach Report/Update from the Deputy Director of Community Services for information purposes.

    Carried

13.
PROTECTION SERVICES
  

13.1
Memo from the Municipal Clerk/Manager of Legislative Services, regarding the Short-Term Rental Accommodations (STRA) Information Report.
This item has attachments.  

  • Moved byCouncillor Aaron Burchat

    THAT Council receive the Staff Report regarding Short Term Rental Accommodations (STRAs) for information purposes; and

    FURTHER THAT Council direct Staff to report back to Municipal Council with the development of a licensing system to regulate Short-Term Rental Accommodations in the Town of Cobourg to be brought to Council for consideration; and

    FURTHER THAT the Town’s Zoning By-law be amended with provisions for Short Term Rental Accommodations; and

    FURTHER THAT Council direct Staff to engage the community and residents with a Short-Term Accommodation Survey to be posted on the Town’s Engage Cobourg Website to receive community engagement and feedback on STRAs; and

    FURTHER THAT Council direct Staff to schedule a Public Meeting to receive comments from members of the public and those currently operating Short Term Rental Accommodations to receive comments on the proposed regulations and the Draft By-laws.

    Amended
  • Moved byCouncillor Nicole Beatty

    MOTION TO AMEND:

    THAT the following be added:

    AND FUTHER  that Council direct staff to include an analysis of the implementation of a Municipal Accommodation Tax as part of its report

    Carried
  • Moved byMayor John Henderson

    MOTION TO DIVIDE

    THAT Council receive the Staff Report regarding Short Term Rental Accommodations (STRAs) for information purposes; and

    FURTHER THAT Council direct Staff to report back to Municipal Council with the development of a licensing system to regulate Short-Term Rental Accommodations in the Town of Cobourg to be brought to Council for consideration; and

    FURTHER THAT the Town’s Zoning By-law be amended with provisions for Short Term Rental Accommodations; and

    FURTHER THAT Council direct Staff to engage the community and residents with a Short-Term Accommodation Survey to be posted on the Town’s Engage Cobourg Website to receive community engagement and feedback on STRAs; and

    FURTHER THAT Council direct Staff to schedule a Public Meeting to receive comments from members of the public and those currently operating Short Term Rental Accommodations to receive comments on the proposed regulations and the Draft By-laws.

    AND FUTHER  that Council direct staff to include an analysis of the implementation of a Municipal Accommodation Tax as part of its report

    Divided
  • Moved byCouncillor Aaron Burchat

    PART 1:

    THAT Council receive the Staff Report regarding Short Term Rental Accommodations (STRAs) for information purposes; and

    FURTHER THAT Council direct Staff to report back to Municipal Council with the development of a licensing system to regulate Short-Term Rental Accommodations in the Town of Cobourg to be brought to Council for consideration; and

    FURTHER THAT the Town’s Zoning By-law be amended with provisions for Short Term Rental Accommodations; and

    FURTHER THAT Council direct Staff to engage the community and residents with a Short-Term Accommodation Survey to be posted on the Town’s Engage Cobourg Website to receive community engagement and feedback on STRAs; and

    FURTHER THAT Council direct Staff to schedule a Public Meeting to receive comments from members of the public and those currently operating Short Term Rental Accommodations to receive comments on the proposed regulations and the Draft By-laws.

    Carried
  • Moved byCouncillor Aaron Burchat

    PART 2:

    THAT Council direct staff to include an analysis of the implementation of a Municipal Accommodation Tax as part of its report

     

    Carried

13.2
Memo from the Recording Secretary, Accessibility Advisory Committee, regarding the LEAD Program from the Abilities Centre
This item has attachments.  

  • Moved byCouncillor Brian Darling

    THAT Council receive the memo from the Secretary of the Accessibility Advisory Committee for information purposes recommending that the Town of Cobourg engage with the Abilities Centre to participate in the LEAD Project for Accessibility. 

    Carried

14.
ARTS CULTURE AND TOURISM SERVICES
  

14.1
Memo from the Community Events Coordinator, regarding the 2021 Cobourg Santa Claus Parade Options in the Town of Cobourg.
This item has attachments.  

  • Moved byCouncillor Adam Bureau

    THAT Council receive this report for information purposes; and

    FURTHER THAT Council provide approve the following option:

    OPTION “A”: THAT Council authorize Staff to proceed with the traditional Santa Claus Parade event to take place on December 4, 2021 in the evening, subject to the future Provincial Orders to be passed and subject to the finalization of details from Staff

     

    Carried

15.
UNFINISHED BUSINESS
  

16.
COMMITTEE OF THE WHOLE OPEN FORUM
  

There were no submissions received by the public

17.
CLOSED SESSION
  

Council moved into Closed Session at 9:32 PM

  • Moved byDeputy Mayor Suzanne Séguin

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

    Carried

17.1
239(2)(c) proposed or pending acquisition or disposition of land by the municipality or local board - Northam Industrial Park
 

Ian Davey, Treasurer/ Director of Corporate Services, provided an overview of the report.

Members of Council raised questions regarding the information provided to which I. Davey responded

Council moved into Open Session at 9:49 PM

18.
ADJOURNMENT
  

  • Moved byCouncillor Adam Bureau

    THAT the meeting be adjourned (9:50 PM)

    Carried
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