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

Monday, November 16, 2020

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

Electronic Participation

Please note, the Presentation from Lakefront Utilities Inc. and Item 10.2 under Parks and Recreation, named Memo from the Deputy Director of Public Works, regarding Cobourg Community Centre (CCC)– Micro-Turbine Combined Heat and Power Proposal has been removed from the Agenda. 

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1.

CALL TO ORDER

2.

ADDITIONS TO THE AGENDA

2.1

Notice of Hearing of the Committee of Adjustment for the severance of a new lot for the lands known as 163 Ontario Street, Cobourg;

2.2

Notice of Hearing of the Committee of Adjustment for the severance of a new lot for the lands known as 163 Ontario Street, Cobourg;

2.3

Memo from the Secretary, Cobourg Heritage Advisory Committee, regarding 520 William Street, Cobourg, Building C (Certo Building).

• Action Recommended:

  THAT the matters be added to the Agenda. 

3.

DISCLOSURE OF PECUNIARY (FINANCIAL) INTEREST

4.

PRESENTATIONS

5.

DELEGATIONS

6.

DELEGATION ACTIONS

7.

GENERAL GOVERNMENT SERVICES

7.1

Memo from the Treasurer/Director of Corporate Services, regarding the Long-Term Debt Summary for the Town of Cobourg.

• Action Recommended:

  THAT Council receive the report from the Municipal Treasurer/Director of Corporate Services regarding the summary of the long-term debt  of the Corporation for information purposes.

7.2

Memo from the Treasurer/Director of Corporate Services, regarding the Comprehensive Insurance Program - November 1, 2020 to November 1, 2021

• Action Recommended:

  THAT the corporation accept the recommendation of our insurance broker and renew the comprehensive insurance program with Frank Cowan Company for the November 1, 2020 to November 1, 2021 policy year in the amount of $669,205 which includes Broker's fee plus all applicable taxes.

7.3

Memo from the Senior Financial Analyst, regarding Reserve projections for year-ending 2020.

• Action Recommended:

  THAT Council receive the report for information and analysis purposes for the 2021 Budget Deliberations and strategize which projects should continue in accordance with the Town's Strategic Objectives; and

  FURTHER THAT Council advise Staff if any amendments should be made for transfers to/from reserves based on amendments to capital and operating projects in 2020.

7.4

Memo from the Municipal Clerk/Manager of Legislative Services, regarding the proposed Municipal Corporate Policy Review Protocol.

• Action Recommended:

  THAT Municipal Council approve the Corporate Policy Review Protocol process as outlined in the Staff Report; and

  FURTHER THAT Council authorize the preparation of a By-law to be presented to Council for adoption at a Regular Council Meeting to amend the By-law No.008-2019, being the Town of Cobourg Terms of Reference By-law, in order to put into place the Town of Cobourg Municipal Corporate Policy Review Protocol and Team.

7.5

Memo from the Municipal Clerk/Manager of Legislative Services regarding the Town of Cobourg Accountability and Transparency Processes Update and Report  submitted to Municipal Council.

• Action Recommended:

  THAT Council receive the report from the Municipal Clerk/Manager of Legislative Services for information purposes. 

7.6

Memo from the Municipal Clerk/Manager of Legislative Services, regarding the Closed Session Meeting Protocol Guidelines and the Closed Meeting Investigation Policy and Procedures.

• Action Recommended:

  THAT Council receive the report from the Municipal Clerk/Manager of Legislative Services for information; and

  FURTHER THAT Council approve the Town of Cobourg Municipal Council Closed Session Meeting Protocol and Guidelines in order to ensure that Town of Cobourg business is conducted in the most open and transparent manner as possible; and

  FURTHER THAT Council approve the Closed Meeting Investigation Policy and Procedures which sets out the process and procedure when a request for an investigation is made pursuant to Section 239.1 of the Municipal Act, 2001 to be performed by the Town of Cobourg appointed Closed Meeting Investigator.

8.

PLANNING AND DEVELOPMENT SERVICES

8.1

Memo from the Director of Planning and Development, regarding the Town of Cobourg Affordable & Rental Housing Community Improvement Plan (CIP).

• Action Recommended:

  THAT Council receive the Staff Report for information purposes; and

  FURTHER THAT the Affordable & Rental Housing Community Improvement Plan (CIP), prepared by MacNaughton Hermsen Britton Clarkson (MHBC) Planning Limited in association with SHS Consulting, dated October 2020 and attached to the Staff Report as Appendix “I”, which provides incentive options for encouraging the creation of new affordable and rental housing and the implementation of sustainable/urban design, universal design and brownfield re-development measures for all types of new private sector development and re-development proposals in the municipality be adopted by Council; and 

  FURTHER THAT the By-laws attached to the Staff Report as Appendix “III” and Appendix “IV” which designate a Community Improvement Project Area for the entire municipality and adopt the Affordable & Rental Housing Community Improvement Plan (CIP), October 2020, be endorsed and presented to Council for final approval at a Regular Council Meeting.

8.2

Memo from the Secretary of the Planning and Development Advisory Committee regarding the Affordable and Rental Housing CIP Final Report and Response to Public Comments.

• Action Recommended:

  THAT Council receive the recommendation from the Planning and Development Advisory Committee, that Council approve and adopt the Affordable & Rental Housing Community Improvement Plan (CIP), October 2020,

8.3

Memo from the Secretary of the Cobourg Heritage Advisory Committee, regarding the Notice of Consent and Minor Variance -105 Havelock Street. (Staff Report to Follow).

• Action Recommended:

  THAT Council endorse the recommendation of the Heritage Advisory Committee regarding the Consent and Minor Variance Application for 105 Havelock Street, with the following recommendation to the Property Owner that:

  1. New development shall conform to the policies of the George Street Heritage Conservation District Plan and Guidelines for Infill Development in Heritage Conservation Districts and be subject to the approval of a Heritage Permit;
  2. A Certified Heritage Professional (CAHP) or an Architect with significant heritage experience  be enlisted for the design of the new dwelling on the severed lot; and
  3. A Cultural Heritage Impact Assessment (CHIA) be prepared by a CAHP prior to approval of any new development on the severed lot.

8.4

Notice of Hearing of the Committee of Adjustment for a Consent for Severance – New Lot and a Minor Variance from Comprehensive Zoning By-law No. 85-2003 on lands known municipally as 105 Havelock Street, Cobourg

• Action Recommended:

  THAT the report be received for information purposes.

8.5

Notice of Hearing of the Committee of Adjustment for the severance of a new lot for the lands known as 163 Ontario Street, Cobourg

• Action Recommended:

  THAT the report be received for information purposes.

8.6

Memo from the Secretary, Cobourg Heritage Advisory Committee, regarding 520 William Street, Cobourg, Building C (Certo Building)

• Action Recommended:

  THAT Council endorse the recommendation of the Cobourg Heritage Advisory Committee and grant a Heritage Permit Application HP-2020-031, submitted by Keith Colterman of Historic Carpentry Inc. on behalf of FV Pharma, for the proposed roof replacement, building stabilization and masonry restoration of Building “C” (Certo building) as specified in the engineered design drawings in Appendix “A”, be approved and implemented subject to the finalization of details by Building and Heritage staff.

9.

PUBLIC WORKS SERVICES

9.1

Memo from the Director of Public Works, regarding the Municipal Road Safety Response Team Staff Working Group for responding to technical road safety matters in the Town of Cobourg. 

• Action Recommended:

  THAT Council authorize the Municipal Clerk to initiate a Staff Committee for Reviewing Technical Traffic Matters (Traffic Review Committee) for the Town of Cobourg; and

  FURTHER THAT Council authorize the preparation of a By-law to be presented to Council for adoption at a Regular Council Meeting to amend the By-law No.008-2019, being the Town of Cobourg Terms of Reference By-law, in order to put into place the Town of Cobourg Road Safety Response Team.

10.

PARKS AND RECREATION SERVICES

10.1

Memo from the Deputy Director of Community Services, regarding the Town of Cobourg Outdoor Rink at Rotary Harbour Waterfront Park.

• Action Recommended:

  THAT Council receive this report for information purposes; and

  FURTHER THAT Council provide direction to Staff by approving one of the following recommendations to be implemented for the 2020-2021 Outdoor Rink Season:

  Option A: THAT Council authorize municipal staff to cancel the planned installation of the Outdoor Rink / Transit shelter opening at Rotary Harbourfront Park annually scheduled for mid-November due to the ongoing COVID-19 pandemic;

  OR

  Option B: THAT Council authorize municipal staff to open the outdoor rink as soon as weather permits, that signs be posted for social distancing rules and that the transit shelter remain closed for the 2020-2021 season;

  OR

  Option C: THAT Council authorize municipal staff to open the outdoor rink as soon as the weather permits and that the transit shelter also be opened for the duration of the outdoor rink being operated for the 2020-2021 season.

11.

PROTECTION SERVICES

11.1

Memo from the Fire Chief, regarding, a 2021 Budget Pre-Approval Request - Town of Cobourg Fire Department Renovation Requests.

• Action Recommended:

  THAT Council receive the report from the Cobourg Fire Chief for information purposes; and

  FURTHER THAT Council approve the request for the 2021 Budget Pre-Approval for the completion of renovations at the Cobourg Fire Station in the amount of $240,000.

12.

ARTS CULTURE AND TOURISM SERVICES

13.

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.

13.1

Municipal Council Unfinished/Outstanding Business Tracking Table.

14.

COMMITTEE OF THE WHOLE OPEN FORUM

14.1

Open Forum - Submissions from Public.

15.

ADJOURNMENT