Municipality of the District of Clare

COUNCIL-IN-COMMITTEE MEETING

Wednesday, April 6th, 2016 at 7pm

PRESENT: Council: Warden Ronnie LeBlanc, Deputy Warden Brian Comeau, Councillors, Lester Doucet, Nil Doucet, Hector Thibault, Danny Hill, Russell Comeau and Robert Thibault.
Staff: CAO Stéphane Cyr, Administrative assistant to the CAO, Alain Poirier;
Public: Chris Atwood, CBDC Yarmouth, John Davis, COAC
ABSENT: Director of Finance, Connie Saulnier

1) Call to order

Warden Ronnie LeBlanc called the meeting to order at 7:00 pm.

2) (a) Approval of the agenda

The CAO asked that the following item be added under “Closed Session”:

7.4 Clare Health Centre

MOVED BY Deputy Warden Brian Comeau and SECONDED BY Councillor Danny Hill that the proposed agenda be approved with the above noted addition.
MOTION CARRIED

(b) Declaration of conflict of interest
Warden Ronnie LeBlanc asked for any declarations of conflict of interest.
None declared

3) Presentation

3.1 Climate Data Project – Chris Atwood
Executive Director of Yarmouth CBDC, Mr. Chris Atwood, presented an overview of the climate data project. This project is currently in its third year and is a partnership between 3 local CBDCs and the College of Geographic Sciences (COGS). By way of specialized equipment strategically placed in Digby, Yarmouth and Shelburne Counties, this project is recording a variety of climate-related data including temperature fluctuations, solar radiation, wind speed, precipitation, humidity, etc. This data is later tabulated and analyzed to establish climate trends and patterns to be used as a marketing tool to stimulate both agriculture development and private sector investment in the region. Mr. Atwood stated that the project is nearing completion and that they are seeking financial assistance from those municipal units in the defined project area to allow for its continuation for an additional 6 months. No specific amount was requested from the Municipality at his time however, a formal request is forthcoming. Given the Municipality is currently in the process of developing its 2016-2017 budget, it was recommended to Mr. Atwood that they submit their request as soon as possible for consideration by Council

3.2 Clean Ocean Action Committee – John Davis
The Director of the Clean Ocean Action Committee (COAC), Mr. John Davis, presented the organization’s concerns regarding the potential for oil exploration and drilling off the western coast of Nova Scotia, specifically lease sites 3 and 4 which encroach LFA 40. LFA 40 has already been deemed of critical importance to the fishery; so much so that lobster-fishing is not allowed in this area. Currently, the Canada Nova Scotia Offshore Petroleum Board (CNSOPB) has the authority to grant the use of lease sites 3 and 4 for oil exploration and drilling. The COAC views this as a serious threat to the protection and the sustainability of these fertile fishing grounds and is requesting the Municipality of Clare, along with other municipal units throughout the region support their efforts to:

1. Have the CNSOPB declare closed lease sites 3and 4 to all future oil and gas development

2. Forbid the use of chemical dispersants on an oil spill in the NS Offshore, except during the short timeframe when a capping stack is being installed.

3. Have a capping stack located on the East Coast of Canada or the USA, preferably in NS, on a heavy lift vessel, ready to deploy within 24 hours of a blowout.

4. Have the CNSOPB demand all oil companies granted leases on the Scotian Shelf or Scotian Slope demonstrate real capacity to clean up large offshore oil spills and remove oil from the ocean.

The CAO mentioned that he was contacted by the CAO for the Municipality of Barrington inviting the Municipality of Clare and other neighbouring municipal units to participate in the drafting of a joint resolution, reiterating the concerns expressed by the COAC, for presentation to the UNSM. Council was in support of this approach. A draft copy of the resolution will be presented at the next Council meeting.

4) Staff Reports

4.1 Financial Update – Director of Finance, Connie Saulnier
In the absence of the Director of Finance, the CAO provided a brief overview of the Municipality’s financial position. To date, the Municipality has $8,358,164 in recorded revenue, $7,630,301 in expenses and total reserve balances of $2,850,797. An operating surplus of approximately $250,000 is projected for fiscal 2015-2016. Still on the subject of finance, the CAO added that the Municipality’s auditors were in on March 29th and 30th to conduct some preliminary audit work including documenting internal processes and assessing internal controls. Although still in the initial audit planning stages, no significant issues of concern were raised.

5) Business arising from previous meetings

5.1 Cape St. Mary Lighthouse
At Council’s request, the CAO spoke with representatives from both DFO and Public Works regarding the possibility of receiving additional funds for this project. In response to this inquiry, both departments indicated that no additional funds were available and the previously announced $60,000 was the highest amongst the group of 5 similar lighthouse projects. Further discussions with the local Member of Parliament, Mr. Colin Fraser, confirmed this position. Following signature of the Memorandum of Agreement and the Instrument of Grant, the CAO was informed by DFO that one of the aforementioned 5 projects had been withdrawn by the proponent and that the funds allocated to said project would be distributed equally among the remaining applicants. In the case of the Municipality of Clare, this meant an incremental $10,000, raising the total federal contribution towards this project to $70,000. According to the Heritage Lighthouse Protection Act, this project must be announced for a period of ninety (90) days, starting April 1, 2016, before the property transfer is completed. During this period, the $70,000 contribution will be held in trust by the Municipality’s solicitor. Furthermore, Mr. Fraser is continuing this discussion with his peers in Ottawa so as to once again confirm that the amount allocated to the Municipality of Clare for this project in is fact reasonable and that no other funding is available. Should other funds be made available, the Instrument of Grant may be modified within the aforementioned 90 ninety day
period.

5.2 Waste Check Community Representative
The Municipality’s announcement of an opening for a community representative on the Waste Check Committee yielded four interested applicants. The CAO asked that these applications be discussed in camera in order for Council to select a candidate.

5.3 Dangerous and Unsightly
The CAO provided Council with an update regarding those properties discussed at the previous Council in Committee Meeting as being dangerous and unsightly.

The property situated at 104 C Boudreau Road in Mavilette has been inspected by the Senior Building Inspector. Pictures were distributed to Council for review. In the Inspector’s opinion, both the property and the building are neither dangerous nor unsightly.

With regards to the old Irving garage in Meteghan, discussions have taken place with a representative of Irving, Mr. Mike McMichael, who confirmed the company plans to demolish the building in Spring 2016. A letter outlining the company’s timeline for demolition is to be provided to the CAO by Wednesday, April 13th.

The final property was located in Saulnierville and inspected for an open well. While no open well was found on the property, the building itself is in very poor condition and given that it was not secured and is easily accessible to both adults and children, it was deemed to present a real risk. As such, the Municipality will take the necessary steps to contact the owner in writing and ask him or her to either secure the building or have it demolished.

6) New Business

6.1 Property Tax Exemption ($150)
Every year, Council grants a $150 rebate on property taxes to households with low annual income. In 2015-2016, the maximum allowable annual income to qualify for this rebate was $18,500. The CAO asked Council is they wanted to increase this income threshold for 2016-2017 or leave it at $18,500. Council asked the CAO to instruct staff to look at two scenarios: 1) To increase the rebate from $150 to $200 and 2) To consider a two-tier system within which those earning less would receive a higher rebate. Both scenarios assume the $18,500 limit. Recommendations will be prepared and discussed at the next Council meeting

6.2 Social Media Policy
The CAO informed Council that the Municipality’s intern, Jessica Wilson, has researched and drafted a Social Media Policy. This policy has been vetted internally by the Communication Committee and is being put forward to Council for consideration. Council congratulated the Committee for their excellent work.

6.3 Municipal Finance Corporation
The CAO read a letter received from the Municipal Finance Corporation (MFC). (See attached). Councillor Robert Thibault who currently sits on the MFC Board indicated his intention to renew his term and will confirm the same with the MFC.

6.4 MGA review
As part of the MGA review, Municipalities have been sent a series of 19 articles for review and asked for their respective comments and/or recommendations. The deadline for this exercise is June 30, 2016. Council has been asked to review seven of these articles and (if applicable) prepare their comments for discussion at the next Council meeting.

6.5 Naming of Road in Sainte-Alphonse
Residents of Sainte-Alphonse currently residing on an unnamed road would like it named “Old Lake Road”. The Assistant Building Inspector has contacted the affected land owners (4) and without exception, they are in favor of the proposed name. That said, Council is recommending the proposed name. A formal motion will be made at the next Council meeting.

On the subject of road names, Council expressed some concern regarding giving roads English names only and asked staff to research / develop a draft road naming policy calling for bilingual names, in keeping with the Municipality’s identity and it’s commitment to offering its services in both French and English.

6.6 Call for Tender – Purchase and Removal of Former Clare Recycling Centre Machinery/ Equipment
The CAO provided Councillors with a draft of a tender to remove the machinery and equipment at the Recycling Centre and asked to discuss the document in closed session.

7) Closed Session

MOVED BY Councillor Nil Doucet and SECONDED BY Councillor Lester Doucet that Council proceed to an In Camera Session.
MOTION CARRIED

Topics discussed:
7.1 Rural Broadband, 7.2 St. Bernard Fire Department, 7.3 Ecoparc, 7.4 Clare Health Centre,
7.5 Waste Check.

MOVED BY Councillor Robert Thibault and SECONDED BY Councillor Lester Doucet that Council pass to a regular Council in Committee Meeting.
MOTION CARRIED

8) Date and time of next Council-in-Committee Meeting

The next Council-in-Committee Meeting will be held May 4th, 2016 at 7:00 PM.

9) Adjournment

PROPOSED BY Councillor Nil Doucet to adjourn the meeting at 9:19 PM.

Submitted by

Alain Poirier,
Administrative Assistant of the CAO