Municipality of the District of Clare
REGULAR COUNCIL MEETING
Wednesday, November 21, 2018 at 7:00 pm

PRESENT: Council: Warden Ronnie LeBlanc, Deputy Warden Nil Doucet; Councillors, Hector Thibault, Carl Deveau, Brian Comeau, Eric Pothier, Yvon LeBlanc, and Danny Hill
Staff: CAO Stéphane Cyr, Executive Assistant, Ashley Hanks and Communications Officer, Amy Paradis
ABSENT:

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

2) (a) Approval of the Agenda
Warden LeBlanc asked that the following correction be made to the Agenda.

• Change the date from October 21, 2018 to November 21, 2018.

CAO Stéphane Cyr asked that the following items be added to the Agenda.

• 8.4 Letter – Karen Mattatall, Mayor of the Town of Shelburne
• 8.5 Letter - Leland Anthony, Warden of the Municipality of the District of Yarmouth
• 8.6 Letter - Lisa Newell-Bain, Executive Director of Juniper House

MOVED BY Councillor Yvon LeBlanc and SECONDED BY Councillor Danny Hill that the proposed agenda be approved with the above noted correction and additions.
MOTION CARRIED

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

3) Presentations
None.

4) Adoption of the Minutes from Previous Council Meetings
4.1 October 17, 2018 - Regular Council Meeting
MOVED BY Councillor Danny Hill and SECONDED BY Councillor Yvon LeBlanc that the minutes of October 17, 2018 be accepted as circulated.
MOTION CARRIED

4.2 November 14, 2018 - Council-In-Committee Meeting
MOVED BY Councillor Hector Thibault and SECONDED BY Councillor Carl Deveau that the minutes of November 14, 2018 be accepted as circulated.
MOTION CARRIED

5) Business Arising from Previous Meetings
5.1 Tender - Roofing of Storage Building next to Clare Health Centre
This tender bid was presented at the November 14, 2018 Council-in-Committee meeting. By recommendation of the CAO, Council decided to not award the tender as the bid was deemed high for shingling the roof in question. However, a follow-up discussion with Shep-Com Construction Ltd. (the sole bidder) and a subsequent review of the specifications included in the tender document revealed that the work which was in fact requested included more than simply shingling the roof. With this new information and in fairness to the bidder, the CAO once again presented the bid to Council for consideration. Council passed the following motion:

MOVED BY Councillor Danny Hill and SECONDED BY Councillor Eric Pothier that the Municipality of the District of Clare award the tender for the roofing of the storage building next to the Clare Health Centre to Shep-Com Construction Ltd. in the amount of $5,797.00 plus HST and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED

5.2 Grants to Organizations – Cash Flow Update
The CAO presented an update on the funds approved and disbursed to date, via the Municipality’s Grants to Organizations Program.

6) Warden’s Activity Report – Warden Ronnie LeBlanc
The Warden provided a summary of the meetings and events the he attended since the last Council meeting.

October 20 - Attended the community celebration in honor of the 80th anniversary of A. F. Theriault & Son Ltd.

October 24 - Attended the Board of Directors meeting for Université Sainte-Anne.

October 29 – Attended a ceremony organized by Canada Post honoring Clare's Emergency Responders. The ceremony was held at the Meteghan Fire Station.

October 30 - Attended the Board of Directors meeting of the Harborside Lodge in Yarmouth.

November 2 - Attended the Board of Governors meeting for Université Sainte-Anne.

November 6-9 - Attended the NSFM Fall Conference in Halifax.

November 9 - Attended the AGM for the Société acadienne de Clare at the Clare Golf & Country Club.

November 10 – Attended a banquet organized by the International Students' Association, as part of their "72 Hours of Multiculturalism" Festival at Université Sainte-Anne.

November 13 - Attended a meeting and tour of the Clare Health Centre with the MLA for Halifax- Needham, Lisa Roberts (NDP).

November 13 – Attended a thank you supper for Dr. Courtney Mazeroll, organized by the Physician Recruitment Committee, in recognition of her years of service to the Municipality.

November 15 – Attended a thank you supper for the Gran Fondo organizing committee.

November 17 - Attended the annual St. Bernard Firefighters Banquet.

November 19 - Attended a presentation offered by the Nova Scotia Department of Community Services at the Harborside Lodge to discuss program planning.

November 19 - Met with the President of the International Students Association, Moussa Gueye, to discuss the integration of students into our community.

7) Official Statements from Members of Council
Councillor Carl Deveau provided a summary of the meetings and events that he attended since the last meeting.

November 6-9 - Attended the NSFM Fall Conference in Halifax.

November 11 – Had the honor of placing a wreath on behalf of the Municipality as part of the Remembrance Day ceremony at the Clare Veterans Centre.

Councillor Brian Comeau announced that Hubert and Odette Comeau celebrated their 50th wedding anniversary on October 28, 2018. A certificate has been mailed to them on behalf of Council.

Warden Ronnie LeBlanc thanked Councillor Carl Deveau for placing the wreath at the Remembrance Day Ceremony. Councillor Deveau is a veteran and it is an honor to have him place the wreath.

8) Correspondence
8.1 Letter – Sargent Daniel Gaudet, Detachment Commander, RCMP
The CAO read a letter from Sargent Daniel Gaudet, Detachment Commander, RCMP. (See attached)

This letter is in response to a letter sent to the RCMP by Council regarding concerns expressed by residents on Chemin de la Montagne Road. The CAO will advise the residents in question that Council has reached out to the RCMP regarding their concerns.

8.2 Letter – Laura Simmons, Executive Director, Wharf Rat Rally Motorcycle Association
The CAO read a letter from Laura Simmons, Executive Director, Wharf Rat Rally Motorcycle Association. (See attached)

8.3 Letter – Glenda Doucet-Boudreau, President, Association Madeleine LeBlanc
The CAO read a letter from Glenda Doucet-Boudreau, President, Association Madeleine LeBlanc. (See attached)

In the absence of a formal process to officially name buildings, Council has asked the CAO to establish a naming of buildings policy. This policy is to include public consultation and will serve to inform Council efforts moving forward.

8.4 Letter – Karen Mattatall, Mayor of the Town of Shelburne
The CAO read a letter from Karen Mattatall, Mayor of the Town of Shelburne. (See attached)

8.5 Letter - Leland Anthony, Warden of the Municipality of the District of Yarmouth
The CAO read a letter from Leland Anthony, Warden of the Municipality of the District of Yarmouth. (See attached)

8.6 Letter - Lisa Newell-Bain, Executive Director of Juniper House
The CAO read a letter from Lisa Newell-Bain, Executive Director of Juniper House. (See attached)

Warden LeBlanc invited Council to wear the purple ribbons from November 25th to December 10th in support of the campaign to raise awareness for the prevention of violence against women.

9) CAO Report – Chief Administrative Officer - Stéphane Cyr
The CAO presented his report for the month of November 2018. (See attached)

10) Committee Reports
10.1 Building Permits – Councillor, Danny Hill
Councillor Danny Hill read the building permits report for the month of October.

October 2018
Year       Permits     Construction Value
2017       17              $ 1,084,485
2018       26              $ 2,012,192

11) New Business
11.1 Motion to Award Tender – Renovations to the Lower Hall, Clare Veterans Centre
This tender was issued earlier this year but was not awarded as the sole bid was much higher than originally budgeted. As such, the decision was made to revise and re-issue the tender. As a result, three companies responded to the tender and all three bids were within budget.

PROPOSED BY Councillor Hector Thibault SECONDED BY Deputy Warden Nil Doucet that the Municipality of the District of Clare award the tender for the renovations to the lower hall at the Clare Veterans Centre to Kevin Comeau Construction Ltd. in the amount of $29,545.00 plus HST and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED

11.2 Motion to Award Tender – Sprung Floor in Lower Hall, Clare Veterans Centre
This tender was issued earlier this year but was not awarded as the sole bid was much higher than originally budgeted. As such, the decision was made to revise and re-issue the tender. As a result, three companies responded to the tender and all three bids were within budget.

PROPOSED BY Councillor Yvon LeBlanc SECONDED BY Councillor Eric Pothier that the Municipality of the District of Clare award the tender for the sprung floor, in the lower hall at the Clare Veterans Centre, to Kevin Comeau Construction Ltd. in the amount of $28,361.61 plus HST and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED

11.3 Motion to Write Letter Regarding Offshore Drilling
PROPOSED BY Councillor Danny Hill SECONDED BY Councillor Carl Deveau that the Municipality of the District of Clare write a letter to the Province of Nova Scotia asking them to conduct a full and independent public inquiry into the pros and cons of the oil industry exploration in offshore Nova Scotia.
MOTION CARRIED

11.4 Motion to Write NSTIR Regarding Road Safety Concerns, Highway 1, Saulnierville
PROPOSED BY Councillor Yvon LeBlanc SECONDED BY Councillor Hector Thibault that the Municipality of the District of Clare send a letter to the Nova Scotia Department of Transportation and Infrastructure Renewal asking them to complete a study of a section of Highway 1 in Saulnierville due to the potential road safety concerns stemming from the proximity of the parking curbs of certain commercial establishments to the main road.
MOTION CARRIED

11.5 Motion to Approve Funding Request - L’Union des pécheurs des Maritimes
PROPOSED BY Councillor Eric Pothier SECONDED BY Councillor Danny Hill that the Municipality of the District of Clare award a grant in the amount of $200 to ‘‘L’Union des pêcheurs des Maritimes (UPM)” Local 9 to assist with the purchase of signs.
MOTION CARRIED

11.6 Motion to Award Tender – Volunteer Fire Service – Vehicle Assessment
A more expansive version of this tender was issued earlier this year. Only one bid was received. The bid in question, although thorough, was well in excess of what the Municipality budgeted and was subsequently rejected. The tender was later revised to focus specifically on a vehicle assessment and re-issued. Again, only one bid was received. The bid amount in this instance was $21,220; $6,220 over the $15,000 the Municipality had initially budgeted for the exercise. Despite this overage, it remains that the information sought via this exercise is of strategic importance to the Municipality’s budgetary planning efforts moving forward. As such, Council passed the following motion:

PROPOSED BY Councillor Danny Hill SECONDED BY Deputy Warden Nil Doucet that the Municipality of the District of Clare award the tender for the Volunteer Fire Service - Vehicle Assessment to Emergency Management & Training Inc. in the amount of $21,220.00 plus HST. 
MOTION CARRIED

12) In-Camera Session

PROPOSED BY Deputy Warden Nil Doucet SECONDED BY Councillor Yvon LeBlanc that Council proceed to an in-camera session.
MOTION CARRIED

Topics Discussed
12.1 Tax Sale by Tender – Southwest Eco Energy Ltd.

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

13) Date and time of the next Regular Council Meeting
The next Regular Council Meeting will be held on December 19, 2018 at 7:00 pm.

14) Adjournment
MOVED BY Deputy Warden Nil Doucet to adjourn the meeting at 8:40 pm.

Submitted by:

Ashley Hanks,
Executive Assistant