Cobourg public meetings in 2023

Poet Laureate Nominating Ad Hoc Committee

The Poet Laureate Nominating Ad Hoc Committee recommended that Council amend the Terms of Reference Policy to allow public nominations. This change replaces the previous process where candidates were not invited to apply. The committee noted this would better align with Equity, Diversity and Inclusion practices.

• Approved September 12, 2023 agenda
• Approved June 23, 2023 minutes
• Recommended Council amend Poet Laureate Terms of Reference to allow public nominations

Regular Council

Council approved the 2022 Consolidated Financial Statements and authorized funding for a power line extension and pump station replacements. The board also passed three by-laws related to zoning, land holding symbols, and a staff appointment.

• Approved 2022 Consolidated Financial Statements
• Approved $120,000 for Dodge Street power line extension from Lucas Point Reserve Fund
• Approved up to $70,000 for two new Xylem Pumps at Forth Street Pumping Station
• Waived Concert Hall Rental Fees for Oriana Singers Remembrance Concert
• Proclaimed October as Dress Purple Month and approved purple lighting for Victoria Hall
• Approved disposal of surplus equipment per policy FIN-ADM4
• Passed By-law 071-2023 (Zoning Amendment - Cobourg Trails Phases 2-7)
• Passed By-law 073-2023 (Appointed Kristina Lepik as Deputy Clerk)

Committee of the Whole

The Committee of the Whole approved fee waivers for a local concert and authorized several infrastructure and zoning actions. Council also approved initiatives for the National Day of Truth and Reconciliation and referred a wetlands petition to staff.

• Waived all fees for the Oriana Singers' November 11, 2023 Remembrance Day Concert (Carried)
• Referred Pebble Beach/Glen Watford wetlands petition to staff for future planning and Official Plan amendments (Carried)
• Approved recommended actions and resources for National Day of Truth and Reconciliation (Carried)
• Approved presentation of 2022 draft audited financial statements (Carried)
• Approved $120,000 revised developer capital cost for Dodge Street power line extension (Carried)
• Authorized by-law preparation for Zoning By-law Amendment for Cobourg Trails Phases 2-7 (Carried)
• Authorized by-law preparation to remove Holding (H) Symbol for East Village Blocks 55 to 57 (Carried)
• Approved purchase of two Xylem Pumps for Forth Street Pumping Station up to $70,000 (Carried)

Public Planning Meeting

The meeting was held to consider zoning by-law amendments for a townhouse development on William Street and a car dealership on Elgin Street East. No decisions were recorded in the minutes; the session consisted of presentations and public submissions.

Regular Council

Council approved a major road reconstruction contract and created a new senior planning position. They also amended the Parks By-law to regulate structures on municipal lands and authorized several equipment purchases for fire and environmental services.

• Awarded West Street Reconstruction contract to Behan Construction Limited for $3,730,155.97
• Approved amendments to Parks By-law to replace 'huts or tents in a park' with 'on municipal lands' (7-0)
• Approved creation of a permanent Senior/Principal Planner position with salary up to $120,000
• Authorized purchase of WAS Wetwell Pump from Directrik for $41,057.11
• Approved purchase of a Fire Department pick-up truck in 2023 using $40,000 in budget savings
• Directed staff to draft a Memorandum of Understanding with Cobourg Pickleball Club for courts at the Community Centre
• Endorsed Town Solicitor and Planning Staff attendance at OLT Appeal hearing for 48 Park Street
• Passed By-law No. 068-2023 to remove the Holding (H) Symbol for 7949 County Road 2

Committee of the Whole

Council approved the creation of a permanent Senior/Principal Planner position and authorized several equipment purchases for public works and fire services. The board also directed staff to draft a Memorandum of Understanding for pickleball courts at the Community Centre.

• Approved creation of permanent Senior/Principal Planner position with salary up to $120,000
• Authorized by-law preparation to remove Holding (H) Symbol for 7949 County Road 2
• Approved $41,057.11 purchase of WAS Wetwell Pump from Directrik
• Authorized staff to evaluate the single bid for West Street Reconstruction at Northam Industrial Park
• Directed staff to draft an MOU with Cobourg Pickleball Club for courts at the Community Centre
• Approved purchase of a Fire Department pick-up truck in 2023 using $40,000 in budget savings

Special Council

Council approved a request allowing the property owners of 202 Second Street to charge for parking during the final two weekends of August 2023. The decision requires that Town of Cobourg monthly parking passes be honored during this period.

• Approved allowing 202 Second Street property owners to charge for parking for the remaining two weekends of August 2023 (Carried)
• Required that Town of Cobourg monthly parking passes be honored at 202 Second Street during those two weekends (Carried)
• Approved entering a closed session regarding the 202 Second Street Lease Agreement (Carried)

Emergency Meeting

Council met for an emergency special meeting and voted to enter a closed session. No substantive public decisions were recorded in the minutes.

• Approved motion to meet in Closed Session regarding solicitor-client privilege and security of municipal property

Downtown Business Improvement Area Board of Management

The Board approved funding for the Brew Cruise and Harvest Fest entertainment. It also established a governance committee to develop a reserve fund policy and recommended increasing board composition to the Council.

• Approved $300 budget for Brew Cruise
• Declined Tattoos4Trauma sponsorship request
• Approved $3,762.81 for Black Rock Climbers entertainment at Harvest Fest
• Approved the creation of a governance committee
• Directed governance committee and staff to develop a reserve fund policy and review all policies
• Recommended Council revise DBIA Local Board terms of reference to add a second Council member or a community member at large

Special Council - Council Orientation Municipal Tour

Council met in a closed session for the purpose of educating and training members. This session consisted of the second day of the Council Orientation Department and Building Tour.

• Approved motion to meet in Closed Session for Council Orientation - Department and Building Tour - Day #2 (Carried)

Special Council - Council Orientation Municipal Tour

Council met for a special session focused on member education and training. The meeting consisted of a department and building tour.

• Approved moving into Closed Session for Council Orientation - Department and Building Tour (Resolution 274-2023)

Regular Council

Council approved a Housing Action Plan to support an application for the Canada Mortgage and Housing Corporation's Housing Accelerator Fund. The Town also authorized the preparation of a 'Right of Entry By-law' and designated August 7, 2023, as James Cockburn Day.

• Approved Housing Action Plan and application for CMHC Housing Accelerator Fund
• Authorized preparation of 'Right of Entry By-law' for property repairs (5-2)
• Established August 7, 2023, as 'James Cockburn Day'
• Approved free parking and reserved spots for 6 boats for 2023 LYRA Regatta (approx. $1,500 cost)
• Denied deferral of draft by-law 062-2023 pending solicitor opinion (2-5)
• Approved minutes from June 27, June 28, July 3, and July 17 meetings

Committee of Adjustment

The Committee of Adjustment denied a request to convert storage space into living space at 48 Park Street. It approved an expanded right-of-way easement for 431 Ontario Street. The meeting also included a discussion on parking variances for the East Village project.

• Denied minor variance to increase coach house floor area from 40% to 70.71% at 48 Park Street
• Approved expanded right-of-way easement over 431 Ontario Street, subject to submission of a Draft Reference Plan
• Adopted minutes from June 20, 2023

Committee of the Whole

Council authorized several by-laws for zoning, street renaming, and subdivision plans. It also awarded contracts for bridge and culvert engineering and campground design. Additionally, Council directed staff to explore EV charging stations and OMERS pension eligibility for council members.

• Awarded $149,950 engineering contract for William Street Bridge and King Street West Culvert to Ainley Group
• Awarded $215,240 consulting and design contract for Victoria Park Campground to Northern Lights Landscape Architect
• Authorized by-law to allow Municipal Council members to participate in the OMERS Pension Plan
• Authorized renaming of Kerr Street to 'Kerr Street East' and 'Kerr Street West' (divided by Division Street)
• Deemed zoning by-law amendment application for 867, 869, and 879 William Street complete
• Authorized removal of Holding (H) symbol for Cedar Shore Estates Subdivision
• Authorized severance agreement for 1090 Ontario Street to create two residential lots
• Approved Draft Plan of Subdivision for Cobourg Trails Phase 2

Downtown Business Improvement Area Board of Management

The Board approved recommendations to the Town of Cobourg Council to reduce parking fees and fines, introduce a 15-minute grace period, and provide free parking after 6pm. The Board also approved funding for walking map rack cards and business garbage bins.

• Recommended Town Council reduce parking fees and fines, introduce a 15-minute grace period, and implement free parking after 6pm (Carried)
• Approved $300 for walking map rack cards (Carried)
• Approved up to $2,000 plus HST for garbage bins for businesses (Carried)
• Adopted June 8, 2023 meeting minutes (Carried)
• Approved July 13, 2023 agenda (Carried)
• Accepted membership correspondence regarding parking for information purposes (Carried)

Cobourg Heritage Advisory Committee

The committee reviewed proposed architectural designs for Lot 11 at Cedar Shores to ensure compatibility with a nearby cultural heritage resource. Heritage Planner Marina Smirnova also presented available financial incentives and grants for heritage preservation in downtown Cobourg.

• Approved agenda as amended (Carried)
• Adopted May 24, 2023 meeting minutes (Carried)

Regular Council

Council approved several capital projects for the Cobourg Community Centre and endorsed new strategic plans for economic development and community sustainability. They also authorized a hybrid design for the boardwalk replacement project.

• Approved $273,000 capital project for Cobourg Community Centre score clock with $190,000 sponsor contribution
• Approved increasing Boiler Replacement Unit #5 budget from $80,000 to $169,000
• Approved $56,740 purchase of Boilers #3 and #4 from RJ Redpath and Associates
• Approved hybrid design for boardwalk replacement with a $750,000 budget limit
• Approved updated Town of Cobourg Social Media Policy
• Endorsed Economic Development and Venture13 Strategy and Action Plan 2023-2028
• Endorsed Integrated Community Sustainability Plan (ICSP)
• Waived $150 Event Permit Fee for the Terry Fox Run

Committee of the Whole

Council approved a hybrid design for the boardwalk replacement and endorsed the Integrated Community Sustainability Plan. Other key actions included approving a funding agreement for affordable housing and a new social media policy.

• Approved boardwalk replacement using pressure treated wood and recycled plastic with a $750,000 budget limit
• Endorsed the Integrated Community Sustainability Plan (ICSP)
• Approved the Economic Development and Venture13 Strategy and Action Plan 2023-2028
• Approved Funding Contribution Agreement between Town of Cobourg and Balder Corporation for affordable housing
• Approved updated Town of Cobourg Social Media Policy
• Approved $55,968 purchase of a Digester Mixing Pump plus up to $10,000 for installation
• Directed staff to draft a Memorandum of Understanding with the Cobourg Pickle Ball Club
• Deemed the Zoning By-law Amendment application for 149 Elgin Street East complete

Poet Laureate Nominating Ad Hoc Committee

The Poet Laureate Nominating Ad Hoc Committee established the process for selecting a new Poet Laureate. The committee decided to use an open application process rather than a nomination system and set a deadline for applications for the end of July.

• Appointed James Pickersgill as Chair
• Appointed Tammy Robinson as Vice-Chair
• Approved advertisement for Poet Laureate candidates to apply through the end of July
• Decided to require a statement of intent, portfolio of work, and resumes from candidates
• Agreed to create a shortlist of candidates for the selection process

Committee of Adjustment

The Committee of Adjustment approved two easement applications for an industrial subdivision along Kerr Street to facilitate internal access and stormwater management. The decisions include requirements for the owner to submit a Draft Reference Plan and convey easements to the Town.

• Approved Application B-02-23 for a 5,222 square metre access easement for Lots 1-6 (Carried)
• Approved Application B-03-23 for a drainage and access easement for a shared stormwater management facility for Lots 1-6 (Carried)
• Adopted minutes from May 16, 2023 (Carried)

Governance Review Public Meeting

Council held a public meeting to receive resident input on the Town's governance structure, by-laws, and policies. Staff presented an overview of the review process and proposed standing committee structures. No formal decisions were made; a report with recommendations will be brought to Council at a later date.

Special Council

Council met as a shareholder of Town of Cobourg Municipal Holdings Inc. to receive an information session. The session included overviews of HOLDCO, Lakefront Utilities Services Inc (LUSI), and Lakefront Utilities Inc (LUI).

• Received Municipal Holdings Inc. presentation for information purposes (Carried)

Regular Council

Council approved several capital expenditures, including emergency repairs to a secondary digester and power line extensions. The body also granted temporary use of the Memorial Arena to the Canadian Fire Fighter Museum and appointed six members to the Civic Awards Advisory Committee.

• Approved $1,000,000 for Plant #2 Secondary Digester emergency cleanout, inspection and repair
• Approved approximately $75,000 for power line installation along South Side Dodge Street
• Approved $6,000 for Butterfly Wings pole and arm maintenance at Rotary Harbourfront Park
• Approved temporary use (up to 12 months) of Memorial Arena for the Canadian Fire Fighter Museum
• Appointed Jennifer Ashley, Olinda Casimiro, Jane Connolly, Reva Nelson, Heather James, and Elizabeth Selby to the Civic Awards Advisory Committee
• Directed staff to hold a Public Information Centre for Kerr Street property owners regarding renaming to Kerr Street East and West
• Passed By-laws 050-2023 through 053-2023, including the establishment of King Street East
• Approved minutes from May 23 and June 5, 2023 meetings

Downtown Business Improvement Area Board of Management

The Board approved spending up to $1,000 for a replacement event tent and up to $1,000 for a July 8 mini-event. Members also directed staff to develop a sponsorship policy and set the hours for the upcoming Sidewalk Sale.

• Directed staff to develop a sponsorship policy (Carried)
• Approved up to $1,000 for replacement of event tent (Carried)
• Approved Sidewalk Sale hours as 10am to 6pm on Thursday, Friday, and Saturday (Carried)
• Approved up to $1,000 for 'Explore the Core' event on July 8, 2023 (Carried)
• Approved agenda dated June 8, 2023 (Carried)
• Adopted minutes from May 11th and May 17th, 2023 (Carried)

Committee of the Whole

Council approved a $1 million budget increase for emergency repairs to the Plant #2 secondary digester. The Canadian Fire Fighter’s Museum was granted temporary use of the Memorial Arena for up to 12 months for planning and fundraising. Other decisions included funding for a power line extension and public art maintenance.

• Approved $1,000,000 for Plant #2 Secondary Digester emergency cleanout, inspection, and repair
• Approved temporary use of Memorial Arena (up to 12 months) for Canadian Fire Fighter’s Museum
• Approved approximately $75,000 for Dodge Street power line extension via Lucas Point Reserve Fund
• Approved $6,000 from CAPS reserve for Butterfly Wings maintenance at Rotary Harbourfront Park
• Authorized by-law to remove Holding (H) Symbol for Nickerson Woods Subdivision
• Authorized by-law to exempt 160 Densmore Road from Part Lot Control to create 39 residential parcels
• Directed staff to engage property owners via Public Information Centre regarding renaming Kerr Street
• Directed staff to create a pedestrian opening at the bottom of 117 Durham Street

Cobourg Police Services Board Special Meeting

The Board met in a closed session to discuss public security, financial, personal, and litigation matters. Upon returning to open session, the Board approved all matters agreed upon during the closed session.

• Approved motion to meet in closed session (Carried)
• Approved all matters agreed upon in Closed Session (Carried)

Cobourg Heritage Advisory Committee

The committee adopted the May 3, 2023 minutes and reviewed a summary of Heritage Permit Applications processed since the start of 2023. Members discussed conflict of interest guidelines, the Municipal Code of Conduct, and the scope of materials required for heritage permit reviews.

• Approved agenda for May 24, 2023
• Adopted minutes from May 3, 2023

Regular Council

Council awarded a watermain improvement contract to Behan Construction Limited and hired Capital Park Consulting for a strategic plan. The board also directed staff to explore the feasibility and cost of a new disc golf course for 2024.

• Awarded Westwood Drive Watermain Improvements contract to Behan Construction Limited for $386,853.40
• Awarded Council Strategic Plan project to Capital Park Consulting for $26,000
• Directed staff to engage GRCA and cost out a disc golf course for 2024 budget (James Cockburn Park and Legion Fields)
• Endorsed 'By the Glass Permit' application for Northumberland Hills Brewery
• Authorized agreement with Watson & Associates Economists Ltd for Development Charges Background Study
• Supported City of Waterloo resolution to protect privacy of candidates and donors
• Supported Town of Lincoln's resolution on the Municipal Heritage Register
• Supported City of Cambridge request to amend the Highway Traffic Act