Municipality of the District of Clare

COUNCIL-IN-COMMITTEE MEETING

Wednesday, February 7th, 2018 at 7:00 pm

PRESENT: Council: Warden Ronnie LeBlanc, Deputy Warden Nil Doucet, Councillors,
Danny Hill, Hector Thibault, Carl Deveau, Brian Comeau, Eric Pothier and Yvon LeBlanc.
Staff: CAO, Stéphane Cyr; Administrative Assistant to the CAO, Alain Poirier, Director of Finance, Ginette Cheff; Tourism Manager, Larry Peach; Community Development Officer, Réanne Flynn and Communications Officer, Rachel Amirault
Public: Christiane Theriault, Gary Theriault, Marc Blinn
ABSENT:


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

2) (a) Approval of the agenda

The Warden asked that the agenda be approved as presented.

MOVED BY Councillor Danny Hill and SECONDED BY Councillor Hector Thibault that the proposed agenda be approved as presented.
MOTION CARRIED

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

3) Presentations
3.1 Belliveau Cove Development Commission – Christiane Theriault
Ms. Christiane Theriault, Mr. Gary Theriault and Mr. Marc Blinn gave an update on the Commission’s effort to secure the Jean Belliveau boat as part of a larger development project for the site. (See attached) Mr. Theriault explained that the project was first presented to Council in 2015 at which time a financial commitment of $150,000 ($30,000/year for 5 years) was made by the Municipality, subject to confirmation of balance of funding. Unfortunately, the project was delayed shortly thereafter for a number of reasons including negotiating the acquisition of the boat and obtaining the necessary permits from both DFO and the Province of Nova Scotia. These issues have now been addressed and the Commission is hoping to move forward with the project. An agreement has been reached between the Commission and Mr. Belliveau’s family as to the sale price of the boat, the purchase of which will not be included as part of the revised project. With that said, the Commission is requesting the Municipality honour its original commitment of $150,000 and in doing so, shorten the disbursement period from 5 years to 2 years. Council conveyed its support of the project and indicated it would take the Commission’s request under consideration.

4) Staff reports

4.1 Clare 250th – Special Project – Tourism Manager, Larry Peach
Tourism Manager, Larry Peach, Community Development Officer, Réanne Flynn and Communications Officer, Rachel Amirault, all members of the Clare 250th Committee, presented a proposal for a Legacy Project as part of Clare’s 250th anniversary. The proposal consists of branding Clare as the new “Clam Capital” and building a “Grosse Coque / Big Clam” outdoor interactive exhibit. (See attached) Similar projects include the Shediac Lobster, the Big Fiddle in Sydney and the Big Wave along the Halifax Waterfront. In the case of Clare, the “Big Clam” has deep ties to Acadian culture and history and presents interesting opportunities in terms of tourism product development and commercial spinoffs. Council was in favor of the idea but expressed some concern regarding the cost of the project which is as of yet unknown. Staff is proposing an RFP process as a means of generating project concepts and arriving at an estimated cost. Council agreed to revisit this proposal at the February 21st Council meeting.

4.2 Financial Report – Ginette Cheff, Director of Finance
The Director of Finance provided an update on the Municipality`s financial position. (Available at Municipal Office)

5) Business arising from previous meetings
5.1 Tender Results – St. Bernard Firehall and Community Centre
The tender for the St. Bernard Firehall and Community Centre closed on Monday, February 5th. A total of 4 bids were received. (See attached)

The tender was divided into two segments: Segment A which consisted of the new community centre, and Segment B which consisted of the new firehall. Additional sundry items (such as furnishings, cabinets, shelving, etc.) were not included in the tender itself but later added to the overall bid amount. Upon review of the submissions, staff is recommending Council award the tender to Delmar Construction Ltd. in the amount of $168,500 plus HST and $540,275 plus HST for Segments A and B respectively. An additional $48,348 plus HST will be added to Segment A and $13,028 plus HST to Segment B for additional sundry items. Staff is further recommending that Segment A be financed through the Municipality`s Gas Tax Reserve, while funding for Segment B be secured through the Municipal Finance Corporation. Council passed the two following motions to recommend:

PROPOSED BY Deputy Warden Nil Doucet and SECONDED BY Councillor Eric Pothier
that the Council for the Municipality of the District of Clare recommend awarding the tender (Segment A) for the new St. Bernard Community Centre to Delmar Construction Ltd. in the amount of $168,500 plus HST. Furthermore, an additional $48,348 plus HST in furnishings and other sundry items is also being recommended for a total of $216,848 plus HST to be funded from the Municipality`s Gas Tax Reserve.
MOTION CARRIED

PROPOSED BY Councillor Brian Comeau and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare recommend awarding the tender (Segment B) for the new St. Bernard Firehall to Delmar Construction Ltd. in the amount of $540,275 plus HST. Furthermore, an additional $13,028 plus HST for garage doors and a compressor is also being recommended for a total of $553,303 plus HST. These funds are to be requested from the Municipal Finance Corporation, but cash flowed in the interim through the Municipality`s Capital Reserve.
MOTION CARRIED

5.2 Fire and Emergency Services Provider Registration Policy
At the recommendation of their provincial association, Clare Ground Search and Rescue has asked to be registered as an emergency services provider with the Municipality of Clare. This is allowed for under the MGA and is expected to lead to greater efficiencies in terms of deployment and member recruitment. In order to proceed with this registration, the Municipality must first develop and adopt a registration policy for fire and other emergency services providers. That said, a draft policy has been prepared and circulated for Council’s review and consideration. (See attached) Council passed the following motion to recommend:

PROPOSED BY Councillor Brian Comeau and SECONDED BY Councillor Eric Pothier that the Council for the Municipality of the District of Clare recommend adopting the proposed Fire and Emergency Services Provider Registration Policy.
MOTION CARRIED

6) New business
6.1 Project Proposal – Société acadienne de Clare
Inspired by the recent report authored by the Commission on Effective Electoral Representation of Acadians and African Nova Scotians, as well as the Municipality’s ongoing Boundary review exercise, “La Société acadienne de Clare” has developed a project concept focusing on citizen engagement and municipal governance. (See attached) The project is comprised of a series of workshops, the development of a toolkit and the production of a play (focusing on youth engagement). The notion of establishing a youth council may also be explored as part of this effort. Funding is being sought from Canadian Heritage for this effort. In addition to a letter of support, Council sees much merit in this initiative and, in addition to a letter of support, is proposing to commit some funding towards the development and delivery of the aforementioned workshops and/or toolkit.

The CAO added that the project is eligible under the Grants to Organizations program and the funds could be committed from the 2018-19 municipal budget. Council passed the following motion to recommend:

PROPOSED BY Councillor Brian Comeau and SECONDED BY Councillor Hector Thibault that the Council for the Municipality of the District of Clare recommend contributing $3,000 from its 2018-19 Grants to Organizations program to la Société acadienne de Clare for its project entitled “Engageons nos citoyens”.
MOTION CARRIED

6.2 Lifeguards for Mavillette Beach 2018
The CAO presented the 2018 budget for lifeguarding services at Mavillette Beach. (See attached) As required by the Province, Council must approve the budget via formal motion prior to April 15, 2018. Council passed the following motion to recommend:

PROPOSED BY Councillor Yvon LeBlanc and SECONDED BY Deputy Warden Nil Doucet that the Council for the Municipality of the District of Clare recommend approving the expenses budgeted by Recreation Services in the amount of $10,275.66 including HST to provide lifeguard service at Mavillette Beach during Summer 2018, on weekends only, from June 30th to August 26th.
MOTION CARRIED

6.3 Municipal Finance Corporation – Notice of Balloon Payment
The CAO read a letter from the Municipal Finance Corporation. (See attached) As per the letter, the Municipality has until October 2018 to either pay the remainder of the $1,250,000 loan for the Clare Health Centre or refinance the balance owing over the remaining life of the term of the original debenture (10 years). Staff is recommending the Municipality opt to refinance the outstanding balance. Council passed the following motion to recommend:

PROPOSED BY Councillor Hector Thibault and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare recommend refinancing the balance owing on the Clare Health Centre, in the amount of $1,250,000, with the Municipal Finance Corporation for the remaining life of the term of the original debenture.
MOTION CARRIED

6.4 Property Tax Write-offs (Fire damage)
Over the last year, 4 house fires have occurred in which the house was a complete loss. For this reason, the CAO is asking Council to pass a motion to write off the property taxes (prorated to the dates of the fires) for these 4 accounts. Council passed the following motion to recommend:

PROPOSED BY Councillor Danny Hill and SECONDED BY Deputy Warden Nil Doucet
that the Council for the Municipality of the District of Clare recommend writing off the following noted tax amounts for the reasons described herein.

Compte /                   Montant /                Année /                   Raison /
Account #                   Amount                  Year                        Reason

00697958                    $425.10                2017                        Raisons d’incendie / Fire damage
_____________________________________________________________________
01667793                    $176.58                2017                        Raisons d’incendie / Fire damage
_____________________________________________________________________
00278297                    $1,148.30             2017                        Raisons d’incendie / Fire damage
_____________________________________________________________________
05382386                    $342.55                2017                        Raisons d’incendie / Fire damage

MOTION CARRIED

6.5 Doctor Recruitment – Networking Session, Sherbrooke University
The Municipalities of Clare and Digby have been invited to a networking session at Sherbrooke University in Quebec to meet with medical students. This is part of the Municipality’s ongoing recruitment efforts. Although Warden LeBlanc had not planned on attending this particular event, he has been asked to go by both the Warden for the Municipality of Digby and the MLA for Digby-Clare, in order to facilitate their efforts to meet and network with these students in a French setting. While he remains uncertain as to whether he’ll attend the event, Warden LeBlanc is seeking Council’s input and approval. Council fully approved of the Warden’s participation in this event (should he choose to attend), citing the importance of continued doctor recruitment for the operations of our Centre and the well-being of our community.



6.6 FCM Conference
The 2018 FCM Conference will be held in Halifax from May 31st to June 3rd. Given that this conference will be held in Nova Scotia, all Councillors are welcomed to attend.

6.7 Fundraising Campaign – Fondation des Jeux de l’Acadie
The Municipality has received a financial request from “la Fondation des Jeux de l’Acadie” as part of this organization’s ongoing fundraising campaign. The Foundation is requesting a contribution of $1,000. Given the importance of these games, Council passed the following motion to recommend:

PROPOSED BY Councillor Danny Hill and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare recommend contributing $1,000 from its Grants to Organizations program to “la Fondation des Jeux de l’Acadie”.
MOTION CARRIED

7) Questions and comments from the public
None

8) Closed Session
PROPOSED BY Deputy Warden Nil Doucet and SECONDED BY Councillor Yvon LeBlanc that Council proceed to closed session.
MOTION CARRIED

Topics discussed:
- 8.1 Cultural Hub
- 8.2 Clare Health Centre
- 8.3 Paving Project – Transportation and Infrastructure Renewal
- 8.4 Order of Canada Nominations
- 8.5 Cape St. Mary Lighthouse Park
- 8.6 Volunteer of the Year

PROPOSED BY Deputy Warden Nil Doucet and SECONDED BY Councillor Yvon LeBlanc that Council proceed to the Regular Council Meeting.
MOTION CARRIED

9) Date and time of next Council-in-Committee Meeting
The next Council-in-Committee Meeting will be held on March 7th, 2018 at 7:00 PM.

10) Adjournment
PROPOSED BY Deputy Warden Nil Doucet to adjourn the meeting at 9:49 PM.

Submitted by

Alain Poirier,
Administrative Assistant of the CAO