Municipality of the District of Clare
COUNCIL-IN-COMMITTEE MEETING
Wednesday, February 3rd, 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; Tourism Manager, Larry Peach; Recreation Manager, Andrea Gaudet; Director of Community Development, Pam Doucet and Director of Finance, Connie Saulnier and Municipal Solicitor, Lynette Muise.
ABSENT: None


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

2) (a) Approval of the agenda
Warden Ronnie LeBlanc asked that the following items be added under “New Business”:
    5.6 Volunteer of the Year Award
    5.7 Municipal Officials – MGA
    5.8 Clare Municipal representative on Western Regional Housing Authority.
    5.9 Borrowing resolution – MFC, Spring 2016 Debenture Funding.

Warden Ronnie LeBlanc asked that the following item be added under “Closed Session”:
   6.3 Returning Officer for 2016 Municipal election.

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 Fiscal Update - Director of Finance, Connie Saulnier
The Director of Finance presented a report outlining the Municipality’s financial position as at December 31, 2015. A variance analysis comparing budgeted expenses to actual costs incurred was reviewed. The balances held in the Municipality’s various reserves were provided and appear healthy. In terms of projections for year-end, the Director of Finance is projecting an operating surplus of roughly $50,000 (see attached).

4) Business arising from previous meetings
4.1 PACE Program – Director of Community Development, Pam Doucet
The Director of Community Development presented her report regarding the proposed PACE Program (see attached). As part of her analysis and in an effort to shape her subsequent recommendations, she met with the Municipal Building Inspector to discuss current home renovation trends in Clare, reviewed other available program offerings (mostly grants), met with local lending institutions to review other funding tools which could serve as an alternative to PACE, and explored both the delivery costs to the Municipality and the incremental workload placed on staff by such a program. When taking all these factors into consideration, it was recommended by the Director of Community Development that the Municipality not pursue the implementation of the proposed PACE program at this time but rather work with provincial stakeholders towards building awareness of existing programs among area residents. Council agreed with these recommendations.

4.2 Belliveau Cove Redevelopment Project – Tourism Manager, Larry Peach.
The Tourism Manager presented an update regarding the Belliveau Cove Redevelopment Project, stating that the proposed facility included in the project is not a boat shop but rather a multi-purpose community facility. The proposal will be revised accordingly. Following this initial update, the Tourism Manager presented an email from the local Area Account Manager for ACOA, Brianne LeBlanc, in which she asks for clarification from the Municipality on its position regarding the purchase of the Jean Belliveau boat and whether or not it would consider disbursing its contribution of $150,000 over 2 years rather than 5 years, as originally approved. In light of this inquiry, Council confirmed its $150,000 commitment to the project but reiterated its lack of interest in purchasing the boat. As for the request to shorten the 5 year disbursement period, Council opted to discuss this matter in Closed Session.

4.3 Lifeguards at Mavillette Beach – Recreation Manager, Andrea Gaudet
The Recreation Manager presented a request regarding the hiring of lifeguards at Mavillette Beach for 2016. This is a recurring expense and the amount in question, $9,190.34 (inclusive of HST), is comparable to the cost incurred in the previous year. Since the 2016 deadline is quickly approaching, she recommended that the Municipality proceed with an application to hire lifeguards at Mavilette Beach, for the aforementioned amount. Council agreed with the recommendation, stating both the importance of such a service and the popularity of Mavilette Beach among residents and tourists alike. A formal motion will be made at the next regular Council meeting.

5) New business
5.1 Clare Veterans Centre – Deputy Warden Brian Comeau / Director of Community Development, Pam Doucet.
The Deputy Warden shared details regarding a recent accident at the entrance of the parking lot of the Clare Veterans Centre and questioned as to whether or not the entrances themselves posed a potential safety issue. It was recommend the Building Inspector go onsite to investigate.

The Director of Community Development detailed the renovations completed to date at the Clare Veterans Centre and informed Council that the project was currently under budget. The remaining funds will be directed towards other items consistent with the approved project scope including a sound system and removal of the elevator (currently decommissioned). The possibility of an electronic sign outside the building was also explored. However, preliminary

findings suggest the cost of such a sign would be significant and fall outside the available budget for this project. With this in mind, Council recommended a 5-year capital investment plan be development for the Clare Veterans Centre so as to both plan and prioritize future renovations to the facility.

5.2 Official Naming of Road
The CAO mentioned that residents in Meteghan have expressed an interest in naming their shared driveway. The name being considered is Dave Jubis Lane. The majority of property owners who share this driveway have approved of the new name and the necessary documents/correspondence have been provided to the Civic Number Coordinator (Gary Sullivan). Council was in favour of the proposed name change. A formal motion will be made at the next regular Council meeting.

5.3 Street lights District 1, Consultation – Councillor Nil Doucet
Councillor Doucet has been approached regarding the installation of street lights in his district. In order to gauge public interest for these lights, Councillor Doucet would like to consult with residents of his district and have approached Council for approval to proceed with consultation. Council was in favour of the proposal. A formal motion will be made at the next regular Council meeting.

5.4 Federation of Canadians Municipalities- 2016 Annual Conference.
The 2016 FCM Annual Conference is scheduled for June 2nd to 5th in Winnipeg. Both the Warden and CAO will be attending. Other councillors interested in attending were asked to communicate with the CAO in a timely fashion so as to coordinate registrations, flight schedules and hotel accommodations. Councillors Lester Doucet and Danny Hill have both expressed an interest in attending the conference.

5.5 Presentations to Council – Policy Development.
The CAO asked Council if they preferred to have the requested policy added to by-law 36 or simply as a standalone policy. The Council’s preference was to leave it as a standalone policy, not part of the proposed by-law. The CAO will draft a policy and present it to Council for review

5.6 Volunteer of the Year Award – Recreation Manager, Andrea Gaudet.
As was the case in previous years, the Recreation Manager asked Council to establish a small committee to review nominations and select the Volunteer of the Year for the Municipality of Clare. Deputy Warden Brian Comeau, Councillor Nil Doucet and Councillor Russell Comeau were appointed to the committee. Rather that having the Volunteer of the Year chosen solely by Council members, it was recommended that the award recipient from the previous year be invited to sit on the committee and participate in the selection process.

5.7 Municipal Officials – MGA
According to the MGA, the CAO shall designate an employee(s) of the municipality to perform the duties of clerk, treasurer, engineer and administrator. In order to comply with the MGA, the CAO has appointed himself as both clerk and treasurer, and the municipal building inspector as both engineer and administrator. Council accepted these appointments.

5.8 Clare Municipal representative on the Western Regional Housing Authority.
The Municipality's representative on the Western Regional Housing Authority, Mariette Byzewski, is nearly done her 3-year term with the Authority and has expressed interest in serving a second term. According to the Authority, representatives are allowed to serve 2 consecutive, 3-year terms. The CAO has approached Council as to whether they want to appoint Mrs. Byzewski for a second term or if they want to post the opening and look for another candidate. Council highlighted the work done by Mrs. Byzewski in her capacity as the Clare Municipal Representative on the Western Regional Housing Authority and recommended she be appointed for another term. A formal motion will be made at the next regular Council meeting.

5.9 Borrowing resolution – MFC, Spring 2016 Debenture Funding.
As a follow-up to Council’s decision to secure funding from the MFC for the Meteghan sewer extension project, the CAO is requesting a formal borrowing resolution from Council (as required by the MFC) in the amount of $440,000 amortized over 10 years. Council agreed to this request. A formal motion will be made at the next regular Council meeting.

6) 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:
6.1 Beach Access,
6.2 Belliveau Cove Redevelopment Project,
6.3 Returning Officer for 2016 Municipal election.

MOVED BY Councillor Nil Doucet and SECONDED BY Councillor Danny Hill that Council pass to a regular Council in Committee Meeting.
MOTION CARRIED


7) Date and time of next Council-in-Committee Meeting
The next Council-in-Committee Meeting will be held March 2nd, 2016 at 7PM.

8) Adjournment
PROPOSED BY Councillor Nil Doucet to adjourn meeting 10:17PM.

Submitted by

Alain Poirier,
Administrative Assistant of the CAO