Municipality of the District of Clare
COUNCIL-IN-COMMITTEE MEETING
Wednesday, January 8, 2025, at 7:00 pm
Meeting held at 1185 Highway 1, Little Brook

PRESENT: Council:Warden Yvon LeBlanc, Deputy Warden Eric Pothier, Councillors Réanne Evans, Réanne Cooper, Carl Deveau, Brian Comeau, and Nadine Comeau
Staff: CAO, Stéphane Cyr, Executive Assistant, Ashley Hanks, Communications Officer, Anique Dugas, and Director of Finance, Christien Deveau
Presenters:
ABSENT: Councillor Danny Hill

1) Call to Order
The Warden called the meeting to order at 7:00 pm.

2) Approval of the Agenda

MOVED BY Councillor Réanne Cooper and SECONDED BY Councillor Réanne Evans that the proposed agenda be approved as presented.
MOTION CARRIED

3) Declaration of Conflict of Interest.
Councillor Réanne Cooper declared a conflict of interest with item 7.2 Funding Request – Société Acadienne de Clare.

4) Presentations
None.

5) Staff Reports  
5.1 Financial Update – Christien Deveau, Director of Finance
The Director of Finance provided an overview of the Municipality’s financial position. (See attached)

6) Business Arising from Previous Meetings
None.

7) NEW BUSINESS
7.1 Request for Proposals – External Auditing Services
A Request for Proposals for External Auditing Services for the next five fiscal years was issued in December with a closing date of January 8, 2025. A total of two bids were received, both from reputable firms who are known to the Municipality – White Perkins Associates and Doane Grant Thornton. Over the next two weeks, the CAO and the Director of Finance will review the aforementioned bids with the intention of making a recommendation for award at the January 22, 2025, meeting of Council.   

7.2 Funding Request – Société Acadienne de Clare
On December 18, 2024, Natalie Robichaud, Executive Director of the Société Acadienne de Clare presented before Council and provided an overview of the Society’s strategic priorities and active projects moving forward. As part of this presentation, the Pomme Belliveau project was discussed and a request made for $950 to aid with its implementation.

Council has since considered this request and sees value in the project. That being the case, the following motion to recommend was made:   

PROPOSED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare recommend approving the funding request from the Société Acadienne de Clare in the amount of $950 for their Pomme Belliveau project and that these funds be taken from the Municipality’s Grants to Organizations fund.
MOTION CARRIED

7.3 Municipal Hospitality Policy
According to Section 23 (7) of the Municipal Government Act (MGA), the Municipality’s Hospitality Policy must be reviewed by the 31^st of January immediately following a regular election held under the Municipal Elections Act and following a motion by Council, either re-adopted or amended. In accordance with the MGA, Council reviewed the Municipality’s Hospitality Policy and made the following motion to recommend:

PROPOSED BY Councillor Carl Deveau and SECONDED BY Councillor Réanne Evans that the Council for the Municipality of the District of Clare recommend re-adopting the Municipal Hospitality Policy as presented, in accordance with Section 23 (7) of the Municipal Government Act.
MOTION CARRIED

7.4 Municipal Expense Policy
According to Section 23 (7) of the Municipal Government Act (MGA), the Municipality’s Expense Policy must be reviewed by the 31^st of January immediately following a regular election held under the Municipal Elections Act and following a motion by Council, either re-adopted or amended. In accordance with the MGA, Council reviewed the Municipality’s Expense Policy and made the following motion to recommend:

PROPOSED BY Councillor Nadine Comeau and SECONDED BY Councillor Réanne Cooper that the Council for the Municipality of the District of Clare recommend re-adopting the Municipal Expense Policy as presented, in accordance with Section 23 (7) of the Municipal Government Act.
MOTION CARRIED

8) Questions and Comments from the Public
None.

9) Closed Session
PROPOSED BY Councillor Nadine Comeau and SECONDED BY Councillor Réanne Evans that Council proceed to closed session.
MOTION CARRIED

Topics Discussed:
9.1 Contract Negotiations

PROPOSED BY Councillor Nadine Comeau and SECONDED BY Councillor Carl Deveau that Council proceed to the Regular Council Meeting.
MOTION CARRIED

9) Date and time of the next Council-in-Committee Meeting
The next Council-in-Committee Meeting will be held on February 5, 2025, at 7:00 pm.

10) Adjournment
PROPOSED BY Councillor Réanne Evans to adjourn the meeting at 8:30 pm.

Submitted by
Ashley Hanks,
Executive Assistant