Municipality of the District of Clare
COUNCIL-IN-COMMITTEE MEETING
Wednesday, September 5, 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; Receptionist/Administrative Assistant, Ashley Hanks, Director of Finance, Ginette Cheff, and Community Development Officer, Réanne Flynn
Presenters: Anne LeBlanc, Patrick Duffy, Adrien Comeau, Wayne Doucet, Aimélie Comeau, Laura Redman & Carolyn Sloan
ABSENT:
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 item be added to the Agenda.
• 6.8 Rails to Trails Culvert Repair
Chief Administrative Officer Stéphane Cyr asked that the following item be added to the Agenda.
• 6.9 Fire Services – Capital Purchases
Councillor Brian Comeau asked that the following item be added to the Agenda in Closed Session.
• 8.3 Dangerous and Unsightly Premises
MOVED BY Councillor Danny Hill and SECONDED BY Councillor Yvon LeBlanc that the proposed agenda be approved with the above noted changes.
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 Presentation for the Clare 250th anniversary – Anne LeBlanc
As part of the Clare 250th celebrations, Mrs. Anne LeBlanc, Mr. Patrick Duffy, Mr. Adrien Comeau, Mr. Wayne Doucet and Ms. Aimélie Comeau presented a skit re-enacting the arrival of Joseph Dugas and his family in Clare. September 5th is the anniversary of their arrival at Majors Point.
3.2 Letter of Support for Farm Residence in Clare - Laura Redman & Carolyn Sloan
Ms. Laura Redman and Ms. Carolyn Sloan presented their project to create a farm residence in Clare. This is a joint project between the Atelier de Clare and C.O.R.D. This project would create affordable housing in Clare and provide a space for a therapeutic farm that would not only benefit the residents, but also the community. They are asking for a letter of support from Council to be able to apply for grants to fund a feasibility study with the CDÉNÉ.
Council thanked Ms. Redman and Ms. Sloan for their presentation and indicated that it would take their request under consideration.
4) Staff reports
4.1 Financial Report – Ginette Cheff, Director of Finance
The Director of Finance provided an overview of the Municipality’s financial position.
(See attached)
5) Business arising from previous meetings
None.
6) New business
6.1 Clare Community Representative for the WREN Board of Directors
The Municipality of Clare still has an open seat on the WREN Board of Directors. Mr. Charles Surette of Meteghan has the necessary experience and has expressed an interest in joining the Board. No other nominations were put forward. Council passed the following motion to recommend:
PROPOSED BY Councillor Danny Hill and SECONDED BY Councillor Yvon LeBlanc that the Council for the Municipality of the District of Clare recommend appointing Charles Surette as the Clare community representative on the WREN Board of Directors.
MOTION CARRIED
6.2 Exterior Painting at Municipal Building
The tender for exterior painting at the municipal office building in Little Brook closed on August 20, 2018. Shep-Com Construction Ltd. was the sole bidder at $4,500 plus HST. Staff had budgeted $9,000 plus HST for this project. Council passed the following motion to recommend:
PROPOSED BY Councillor Eric Pothier and SECONDED BY Councillor Hector Thibault that the Council for the Municipality of the District of Clare recommend awarding the tender for the exterior painting at the municipal building located at 1185 Highway 1, Little Brook, to Shep-Com Construction Ltd. in the amount of $4,500 plus HST.
MOTION CARRIED
6.3 Exterior Stage at Rendez-vous de la Baie
A tender was issued for relocating the exterior stage at the Rendez-vous de la Baie. Funds for this project were already budgeted as part of the Clare 250th celebrations. Two bids were received. Louco Contracting Inc. submitted a bid in the amount of $14,987 plus HST and Spectacle Lake Resources submitted a bid in the amount of $15,360 plus HST. Staff reviewed both submissions and are recommending the contract be awarded to Louco Contracting Inc., as the low bidder. Council passed the following motion to recommend:
PROPOSED BY Councillor Carl Deveau and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare recommend awarding the tender for the relocation of the outdoor stage at the Rendez-vous de la Baie to Louco Contracting Inc. in the amount of $14,987 plus HST.
MOTION CARRIED
6.4 Roofing of Wastewater Plant in Belliveau Cove
The tender to replace the roof at the wastewater treatment plant in Belliveau Cove closed on August 9, 2018. Two bids were received. Blue Bay Construction Ltd submitted a bid in the amount of $6,989 plus HST and Shep-Com Construction Ltd. submitted a bid in the amount of $6,340 plus HST. The amount budgeted for this project was $5,500 plus HST however, when looking at the Municipality’s overall capital budget, this particular variance of $840 is considered immaterial. Seeing as there were no other bids submitted and this was a project identified two years ago, staff is recommending Council award the contract to Shep-Com Construction Ltd., as the low bidder. Council passed the following motion 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 for the roofing of the wastewater treatment plant in Belliveau Cove to Shep-Com Construction Ltd. in the amount of $6,340 plus HST.
MOTION CARRIED
6.5 Storage Building next to Clare Health Centre
The Municipality’s 2018-2019 capital budget included $9,500 for repairs to the storage building next to the Clare Health Centre. Needed repairs included replacing three windows, repairing the roof, replacing the siding, and adding an electrical panel and outlets. The tender for this project closed on August 20, 2018. Shep-Com Construction Ltd. was the sole bidder at $17,979 plus HST. In light of the variance between the bid submission and the amount budgeted, staff is not recommending awarding the contract at this time and will re-tender at a later date.
6.6 Public Hearings - Electoral Boundaries Commission
The Nova Scotia Electoral Boundaries Commission has scheduled a public hearing at the Clare Veterans Centre in Saulnierville on September 8, 2018. The hearing will explore the subject of effective electoral representation and the possible return of the protected minority riding of Clare. Warden LeBlanc will address the Commission on behalf of Council.
6.7 Lobster Cars – Site for Repair and Maintenance
Councillor Eric Pothier was approached by a fisherman from Meteghan on behalf of a larger group of fishermen and was told that Comeau's Sea Foods Ltd. is planning on installing a fence along their piece of property near the Meteghan wharf. The installation of this fence would mean that fishermen would only have access to their lobster cars during hours that are convenient for Comeau's Sea Foods Ltd. The fisherman wanted to know if they could put their lobster cars next to the Municipality’s waste water treatment plant in Meteghan. The land belongs to the Municipality and is deeded separately from the waste water treatment plant. Although Council is not averse to assisting the affected fishermen, it would prefer outsourcing the management of the site to a third-party organization such as the Meteghan Harbour Authority, rather than deal with each individual lobster car owner. Councillor Eric Pothier will contact the fisherman who made the original request and ask them to contact the Harbor Authority and in turn, have the Harbor Authority contact the CAO to explore this matter further.
6.8 – Rails to Trails Culvert Repair
Larry Dawson has residential property in Hectanooga that is continuing to flood due to two culverts that are not properly draining. Nova Scotia Transportation and Infrastructure Renewal (NSTIR) is refusing to fix a broken and rusting culvert across the Norwood Road that is causing most of the flooding unless l’Association sentier de Clare Rails to Trails Association lowers their culvert by two feet, as they do not think fixing the culvert beneath the Norwood Road alone will stop the flooding. Mr. Dawson has spoken with NSTIR on several occasions and has had MLA Gordon Wilson visit his property to see the flooding. MLA Wilson has spoken with Warden LeBlanc as to the Municipality’s willingness to share the cost of lowering the culvert, as requested by NSTIR, and estimated to be roughly $8,000. In light of the circumstances and in an effort to properly mitigate the flooding, Council passed the following motion to recommend:
PROPOSED BY Councillor Yvon LeBlanc and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare recommend awarding a grant of up to $4,000 to l’Association sentier de Clare Rails to Trails Association to lower a drainage pipe currently installed under the railway bed, conditional upon the Province providing the balance of funding and Nova Scotia Transportation and Infrastructure Renewal replacing the damaged pipe under the Norwood Road.
MOTION CARRIED
6.9 Fire Services – Capital Purchases
While responding to a large fire in Weymouth, the plastic tank on the tanker truck belonging to the Meteghan Fire Department once again cracked and they lost all their water. The tank will be repaired and the Meteghan Fire Department will cover the cost. However, this is viewed as a short-term solution since the welder doing the work cannot guarantee how long the tank will last. As per the 2018 operational budget, funds have been set aside to hire a qualified individual/firm to assess the equipment and needs of the fire departments within the Municipality, with a particular focus on trucks, and to create a priority list for Council. In light of the recent events, an invitational tender will be prepared and released shortly.
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 Eco-parc
- 8.2 Human Resources
- 8.3 Dangerous and Unsightly
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 the next Council-in-Committee Meeting
The next Council-in-Committee Meeting will be held on October 3, 2018 at 7:00 pm.
10) Adjournment
PROPOSED BY Deputy Warden Nil Doucet to adjourn the meeting at 9:20 pm.
Submitted by
Ashley Hanks,
Receptionist/Administrative Assistant