The Corporation of The Town of Cobourg

COMMITTEE OF THE WHOLE COUNCIL MEETING

MINUTES

Tuesday, September 06, 2022 at 6:00 P.m. - 7:00 P.m.

Hybrid Meeting (In-Person and Electronic)

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
• Brent Larmer, Municipal Clerk/Director of Legislative Services
• Krystal Christopher, Deputy Clerk
• Anne Taylor Scott, Director of Planning and Development Services
• Brian Geerts, Director of Community Services

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1.

CALL TO ORDER

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

2.

TRADITIONAL LAND ACKNOWLEDGEMENT

His Worship Mayor Henderson recited the Traditional Land Acknowledgement Statement 

3.

ADDITIONS TO THE AGENDA

• Moved by Deputy Mayor Suzanne Séguin

  THAT the following matters be added to the agenda:

  • Randy Curtis, Chair, and Bruce Bellaire, Vice-Chair, Transportation Advisory Committee (TAC), to provide an update to Council on the accomplishments and outstanding items from the TAC's Work Plan
  • Memo from the Recording Secretary, Cobourg Heritage Advisory Committee, regarding 216 King Street HP-2022-037
  • Memo from the Recording Secretary, Cobourg Heritage Advisory Committee, regarding 245 Division Street HP-2022-042
  • Memo from the Recording Secretary, Cobourg Heritage Advisory Committee, regarding 351 George Street HP-2022-028
  Carried

4.

DISCLOSURE OF PECUNIARY (FINANCIAL) INTEREST

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

5.

PRESENTATIONS

6.

DELEGATIONS

6.1

Randy Curtis, Chair, and Bruce Bellaire, Vice-Chair, Transportation Advisory Committee (TAC), to provide an update to Council on the accomplishments and outstanding items from the TAC's Work Plan

R. Curtis provided an overview of the Transportation Advisory Committee workplan, and spoke to the accomplishments and outstanding items. R. Curtis highlighted the Anti-Idling By-law, installation of additional pay and display terminals; on-demand bus service; and the Zero Emission Vehicle Ad Hoc Committee. R. Curtis provided information on postponed and ongoing tasks on the workplan.

After a question and answer period, R. Curtis was dismissed at 6:20 PM 

Mayor John Henderson joined the meeting at 6:04 PM.

Deputy Mayor Suzanne Séguin joined the meeting at 6:04 PM.

Councillor Nicole Beatty joined the meeting at 6:04 PM.

Councillor Aaron Burchat joined the meeting at 6:04 PM.

Councillor Adam Bureau joined the meeting at 6:04 PM.

Councillor Emily Chorley joined the meeting at 6:04 PM.

Councillor Brian Darling joined the meeting at 6:04 PM.

Tracey Vaughan, Chief Administrative Officer joined the meeting at 6:04 PM.

Ian Davey, Treasurer/Director of Corporate Services joined the meeting at 6:04 PM.

Laurie Wills, Director of Public Works joined the meeting at 6:04 PM.

Brent Larmer, Municipal Clerk/Director of Legislative Services joined the meeting at 6:04 PM.

Krystal Christopher, Deputy Clerk joined the meeting at 6:04 PM.

Anne Taylor Scott, Director of Planning and Development Services joined the meeting at 6:04 PM.

Brian Geerts, Director of Community Services joined the meeting at 6:04 PM.

7.

DELEGATION ACTIONS

• Moved by Councillor Brian Darling

  THAT the delegation from Randy Curtis, Chair, Vice-Chair, Transportation Advisory Committee, be received for information purposes; and 

  FURTHER THAT Council permit the Transportation Advisory Committee motion be considered at the September 12, 2022, Regular Council meeting 

  Carried

8.

GENERAL GOVERNMENT SERVICES

8.1

Memo from the Treasurer/Director of Corporate Services, regarding Comprehensive User Fee Study - Update

• Moved by Deputy Mayor Suzanne Séguin

  THAT Council receive the Staff Report on the Comprehensive User Fee Study - Update for information purposes; and 

  FURTHER THAT the staff recommendation is for Council to approve a contract to Watson & Associates Economists Ltd. at an upset limit of $84,996.60 including non-recoverable HST to be funded with the original 2021 budget amount of $35,000.00 plus an additional amount of up to $49,996.60 all from the Northam Industrial Park reserve account;

  NOW THEREFORE BE IT RESOLVED THAT Council refer the Comprehensive User Fee Study to the next term of Council that will be elected on October 24, 2022 for discussion during the 2023 budget deliberations and if approved, be scheduled for the first COW meeting after the approval of the operating budget in 2023.

  Amended
• Moved by Councillor Adam Bureau

  MOTION TO AMEND

  THAT Council receive this report for information purposes, and

  FURTHER THAT Council award a contract to Watson & Associates Economists Ltd (Watson) for the completion of a Comprehensive User Fee Study for the Town of Cobourg at with an upset limit of $83,500 plus non-recoverable HST in the amount of $1,496.60 for a total upset limit of $ 84,996.60 to be funded with the original 2021 budget amount of $35,000.00 plus an additional newly negotiated amount of up to $49,996.60 all from the Northam Industrial Park reserve account.

  Carried
• Moved by Deputy Mayor Suzanne Séguin

  THAT Council receive this report for information purposes, and

  FURTHER THAT Council award a contract to Watson & Associates Economists Ltd (Watson) for the completion of a Comprehensive User Fee Study for the Town of Cobourg at with an upset limit of $83,500 plus non-recoverable HST in the amount of $1,496.60 for a total upset limit of $ 84,996.60 to be funded with the original 2021 budget amount of $35,000.00 plus an additional newly negotiated amount of up to $49,996.60 all from the Northam Industrial Park reserve account

  Recorded Vote requested by Deputy Mayor Suzanne Séguin

  FOR (5): Councillor Nicole Beatty; Councillor Adam Bureau; Councillor Aaron Burchat; Councillor Brian Darling; Mayor John Henderson 

  AGAINST (2): Councillor Emily Chorley; Deputy Mayor Suzanne Seguin

  Carried

8.2

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

T. Vaughan provided an update to Council regarding the homelessness in Cobourg and provided information on the number of reports for homelessness issues and encampments.  T. Vaughan advised on the status of the Brookside property and noted it is currently in stage 2, which provides the opportunity for provincial ministries to determine if the property can be repurposed. 

• Moved by Deputy Mayor Suzanne Séguin

  THAT Council receive the September 6, 2022, Homelessness Verbal Update from the Chief Administrative Officer for information purposes.

  Carried

9.

PLANNING AND DEVELOPMENT SERVICES

9.1

Memo from the Director, Planning and Development, Delegation of Site Plan Control as result of Changes to the Planning Act (Bill 109)

A. Scott provided an overview of the delegation of site plan approval and spoke to the origin of the Site Plan Delegation, its purpose, the current versus proposed process, and ensuring proper communication and engagement. The presentation highlighted the recommended actions of passing a pre-consultation by-law; the delegation of site plan application matters to staff, passing of a new site plan control by-law, and establishing an annual report framework for planning applications.

Members of Council raised questions regarding the equal review of applications, ensuring the following of Green Development Standards, and the internal process and procedures in place to ensure transparency. In response, A. Scott spoke to the importance of ensuring continued transparency and communication throughout the process  and noted  internal tracking and reporting will be in place. 

• Moved by Councillor Nicole Beatty

  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, requiring pre-consultation for privately initiated applications under the Planning Act; and

  FURTHER THAT Council authorize the preparation of a by-law to be presented at a Regular Council Meeting, delegating all matters relating to Site Plan approval to staff that would have the effect of:

  1. Delegating the receipt and deeming of Site Plan Applications complete or incomplete to the Director of Planning and Development;
  2. Appointing the Director of Planning and Development and the Director of Public Works for the purposes of approving site plans and drawings; and,
  3. Authorizing the Mayor and Clerk to execute all site plan agreements upon the stamped approval of the Site Plan Drawings by the Director of Planning and Development and the Director of Public Works;

  AND FURTHER THAT Council authorize the preparation of a new Site Plan Control By-law to be presented at a Regular Council Meeting that would have the effect of establishing new and current regulations regarding site plan control and recognizing the delegation of authority to the Director of Planning and Development and the Director of Public Works; and

  FURTHER THAT the Planning and Development Division bring forward an annual Planning Act application summary in the first quarter of 2023 and every year thereafter reporting on previous years Planning Act applications and approvals including any delegated approvals.

  Carried

9.2

Memo from the Manager, Planning Planning and Development, regarding Affordable & Rental Housing Community Improvement Plan (CIP) Intake 2021 CIP Results and Recommendations

• Moved by Councillor Nicole Beatty

  THAT Council receive this staff report for information;

  FURTHER THAT Council award funding under the 2021 Affordable and Rental Housing CIP in the amount of $111,863 under the Building Fees Program, $16,050 under the Planning Fees Program, $10,000 grant and $50,000 loan under the Sustainability Program and $10,000 grant and $50,000 loan under the Universal Design Program, totaling $147,913.87 grant and $100,000 loan to Balder Corporation; and

  FURTHER THAT Council pass a By-law authorizing the Mayor and Clerk to execute the necessary funding agreements between the Town of Cobourg and Balder Corporation; and

  FURTHER THAT Staff send a letter to the unsuccessful applicants and explore any further funding opportunities during the 2022 intake period and beyond for their projects;

  FURTHER THAT the 2021 Evaluation Committee being comprised of Coordinator of Planning & Development Services; One (1) member of the Planning & Development Advisory Committee; One (1) member of the Northumberland Affordable Housing Committee; Director of Corporate Services (or designate); Director of Planning or Development (or designate); and the County Housing Services Manager (or designate) continue their work during the evaluation of the 2022 applications being received up until September 30, 2022; and,

  FURTHER THAT Council send a letter to the evaluation committee thanking members for their service. 

  Carried

9.3

Memo from Planner II – Development, regarding the Application for Site Plan Approval - 274 King Street East – Proposed Four-Plex Dwelling

• Moved by Councillor Nicole Beatty

  THAT Council receive the Staff Report for information purposes; and

  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 Development Agreement with MGM Developments Inc. and Lakefront Utilities Services inc., for a new four-plex dwelling at 274 King Street East, subject to finalization of details by municipal staff and partner agencies.

  Carried

9.4

Memo from the Recording Secretary, Cobourg Heritage Advisory Committee, regarding 216 King Street HP-2022-037

• Moved by Councillor Nicole Beatty

  THAT Council receive the memo from the Cobourg Heritage Advisory Committee and grant the approval of Heritage Permit Application HP-2022-037 to permit alterations to cap the building corners and chimney at 216 King Street West, subject to the finalization of details by Heritage and Planning staff.

  Carried

9.5

Memo from the Recording Secretary, Cobourg Heritage Advisory Committee, regarding 245 Division Street HP-2022-042

• Moved by Councillor Aaron Burchat

  THAT Council receive the memo from the Cobourg Heritage Advisory Committee and grant the approval of Heritage Permit Application HP-2022-042, 245 Division Street, as submitted by Tom Plue of Skyhigh Restoration, subject to the finalization of details by heritage planning staff.

  Carried

9.6

Memo from the Recording Secretary, Cobourg Heritage Advisory Committee, regarding 351 George Street HP-2022-028

• Moved by Councillor Aaron Burchat

  THAT Council receive the memo from the Cobourg Heritage Advisory Committee and grant the approval, Heritage Permit #HP-2022-028, as amended, to permit a garage addition at 351 George St. as submitted by Hank Tarniowy of Target Construction Inc., subject to the finalization of details by staff

  Carried

10.

PUBLIC WORKS SERVICES

11.

PARKS AND RECREATION SERVICES

12.

PROTECTION SERVICES

12.1

Memo from the Municipal Clerk/Director of Legislative Services, regarding Municipal Law Enforcement Vehicle Options for 2022.

• Moved by Councillor Aaron Burchat

  THAT Council receive the Staff Report for information purposes; and

  FURTHER THAT Council authorize the purchase of a By-law Enforcement Vehicle - Half-ton Truck in place of the approved Capital By-law Enforcement Van due to supply issues and availability and the immediate need for a By-law Vehicle; and 

  FURTHER THAT Council support the Staff recommended Option #2 out of the three (3) recommend options presented in the Staff report and approve an additional amount of $37,000 to be funded from the Parking Reserve account which includes the estimated cost of the truck and Hitch and Bedliner and aluminum cap for rear cargo box and the mobile tech and upfitting for laptop, lighting for the Mobile Technology and Officer traffic and safety components. 

  Carried

13.

ARTS CULTURE AND TOURISM SERVICES

14.

UNFINISHED BUSINESS

14.1

Unfinished Business Tracking Table

15.

COMMITTEE OF THE WHOLE OPEN FORUM

There were no submissions received by the public.

16.

ADJOURNMENT

• Moved by Councillor Adam Bureau

  THAT the meeting be adjourned. (8:15 PM)

  Carried