The Corporation of The Town of Cobourg

COMMITTEE OF THE WHOLE COUNCIL MEETING

MINUTES

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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
  • eSCRIBE Contributor, eSCRIBE
Staff Present:
  • Tracey Vaughan, Chief Administrative Offcier
  • Ian Davey, Treasurer/Director of Corporate Services
  • Glenn McGlashon, Director of Planning and Devlopment
  • Laurie Wills, Director of Public Works
  • Brent Larmer, Municipal Clerk/Manager of Legisaltive Services
  • Krystal Christopher, Deputy Clerk

1.

His Worship Mayor Henderson called the Meeting to Order at 6:02 P.M.

2.

Councillor Beatty requested item 8.1. be moved to be dealt with as soon as the agenda allows as the planner on the matter has another commitment. 

  • Moved byDeputy Mayor Suzanne Séguin

    THAT the matters be added to the Agenda; and

    FURTHER THAT Item 8.1 be moved to be dealt with prior to Government Services

    Carried

4.

5.

6.

7.

  • Moved byDeputy Mayor Suzanne Séguin

    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.

    Carried

Ian Davey, Treasurer / Director of Corporate Services provided a brief overview of the report and spoke to the policy details of the insurance program. Ryan Lowe, McDougall Insurance, spoke to the comprehensive insurance coverage and noted the change to comprehensive and property coverage in the new policy.

  • Moved byDeputy Mayor Suzanne Séguin

    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.

    Carried
  • Moved byDeputy Mayor Suzanne Séguin

    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.

    Carried

Brent Larmer, Municipal Clerk / Manager Legislative Services, provided an overview of the report and spoke to the purpose of the corporate policy review, the creation of a staff working group, ongoing policy reviews and applying a diversity inclusion lens to the policy review.

Members if Council raised questions regarding the report to which Mr. Larmer responded

  • Moved byDeputy Mayor Suzanne Séguin

    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.

    Carried

Brent Larmer, Municipal Clerk / Manager Legislative Services, provided a brief overview of the report and spoke to the Integrity Commissioner's services and budget for next year.

  • Moved byDeputy Mayor Suzanne Séguin

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

    Carried
  • Moved byDeputy Mayor Suzanne Séguin

    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.

    Carried

Glenn McGlashon, Director of Planning and Development, provided an overview of the report and spoke to the impacts of the pandemic on the projects timeline, public engagement and incentivizing new affordable housing units.

Dana Anderson, Planner, MHBC, spoke to purpose base rentals, incentive programs, sustainable housing and incorporating tiny home developments into the program.

Members of Council raised questions regarding the report to which G. McGlashon and D. Anderson responded.

  • Moved byCouncillor Nicole Beatty

    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.

    FURTHER THAT Council prioritize and expedite approvals for development projects that increase the supply of purpose-built rental housing, smaller unit sizes, secondary units, and mixed-ratio builds, and support of transitional housing initiatives as part of the Cl P's 2021 intake; and

    FURTHER THAT Council direct staff to put together an inventory of potential municipal owned surplus lands, buildings and/or facilities by March 22, 2021 for it to consider as potential support for Section 3.8.8 Donation or Sale of Surplus Lands of the Affordable and Rental Housing Community Improvement Plan; and

    FURTHER THAT Council direct staff to work with the Northumberland Affordable Housing Committee and other organizations where applicable to investigate partnership opportunities for implementing programs that are created through the Affordable and Rental Housing Community Improvement Plan

    Carried
  • Moved byCouncillor Nicole Beatty

    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,

    Carried
  • Moved byCouncillor Nicole Beatty

    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.
    Carried
  • Mayor John Henderson declared a conflict on this item. (Mayor Henderson noted that Keith Colterman of Historic Carpentry Inc. is currently on contract regarding his current residence for a storm window replacement. Due to COVID-19, this agreement will continue into Spring 2021.)
  • Moved byCouncillor Nicole Beatty

    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.

    Carried

9.

Laurie Wills, Director of Public Works, provided an overview of the report and spoke to the purpose of the working group, complaint tracking and improving efficiencies of current complaint process.

  • Moved byCouncillor Brian Darling

    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.

    Carried

10.

  • Moved byCouncillor Emily Chorley

    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 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.

    Carried

11.

Mike Vilneff, Fire Chief provided an overview of the report and spoke to the request for funding to renovate the Cobourg Fire Department. Mr. Vilneff spoke to potential government funding to assist with the project and the need to renovate the Fire Department due to the inability to accommodate female firefighters.

Members of Council engaged in a discussion regarding the report and the funding required to complete the project. Mr. Vilneff, Ian Davey, Treasurer/Director Corporate Services and Tracey Vaughan, CAO, responded to questions arising from the report.

  • Moved byCouncillor Aaron Burchat

    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.

    Amended
  • Moved byCouncillor Emily Chorley

    THAT Council authorize the preparation of the Tender documents pending final approval of Council and proceed with the tender call to receive competitive bids under the Town's Purchasing Policy; 

    AND FURTHER THAT the final bid be brought forward to Council with a staff recommendation for the 2021 budget deliberations.

     

    Defeated
  • Moved byCouncillor Aaron Burchat

    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.

    Carried

12.

13.

Brent Larmer, Municipal Clerk/ Manager Legislative Services, provided an update regarding the Transit Accessibility Policy, Land Acknowledgement Statement and the report on a Ridesharing Transit Model.

14.

No public submissions were received.

15.

  • Moved byCouncillor Brian Darling

    THAT the meeting adjourn (8:56 P.M.)

    Carried
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