Municipality of the District of Clare
REGULAR COUNCIL MEETING
Wednesday, September 21, 2022, at 7:00 pm
Meeting held at 1185 Highway 1, Little Brook, NS

PRESENT: Council: Warden Yvon LeBlanc, Deputy Warden Eric Pothier; Councillors, Carl Deveau, Brian Comeau, Nil Doucet, Philippe Gaudet and Nadine Comeau
Staff: CAO Stéphane Cyr, Communications Officer, Amy Paradis, Director of Finance, Ginette Cheff and Executive Assistant, Nicole Comeau
Presenters: Gloria Banks and Angelique LeBlanc of Grant Thornton LLP, and Chad Comeau          
ABSENT: Councillor Danny Hill

1) Call to Order
Warden Yvon Leblanc called the Council meeting to order at 7:10 pm.

2) Adoption of the Agenda

MOVED BY Councillor Philippe Gaudet and SECONDED BY Councillor Nadine Comeau that the proposed agenda be approved as circulated.
MOTION CARRIED          

3) Declaration of conflict of interest
None declared.

4) Presentations
4.1 2021-2022 Audited Financial Statements – Angelique LeBlanc and Gloria Banks, Grant Thornton LLP
Angelique LeBlanc presented the 2021-2022 Audited Financial Statements for the Municipality of Clare. (See attached)

4.2 Clare Cuisine + – Chad Comeau
Chad Comeau updated Council on the status of his app “Clare Cuisine +”. Council has previously supported Mr. Comeau in various project development efforts and had expressed an interest in this app as a means of promoting Acadian culture and heritage, as well as other cultures, through food. The app was also cited as a potential pilot project which could be rolled out to other communities, as part of the Municipality’s Welcoming Communities Initiative. To this end, Mr. Comeau must further refine/develop his app and is requesting $10,000 from Council in order to do so. Council agreed to the request and passed the following motion: 

MOVED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Brian Comeau that the Council for the Municipality of the District of Clare approve the request from Chad Comeau for $10,000 in order to finalize the development and roll-out of his app “Clare Cuisine +”.
MOTION CARRIED

5) Adoption of the Minutes from Previous Council Meetings
5.1 July 21, 2022 – Regular Council Meeting

MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Nadine Comeau that the minutes of the July 21, 2022, Regular Council Meeting be accepted as presented.
MOTION CARRIED

5.2 September 7, 2022 – Council in Committee Meeting

MOVED BY Councillor Philippe Gaudet and SECONDED BY Deputy Warden Eric Pothier that the minutes of the September 7, 2022, Council in Committee Meeting be accepted as presented.
MOTION CARRIED

6) Business Arising from Previous Meetings
6.1 Grand Réveil Acadien
A letter was received from the Grand Réveil Acadien 2020 inviting the Municipality of Clare to attend its festivities, as a lead up to the CMA 2024. Unfortunately, the onset of COVID-19 led to the cancellation of this event. Now in 2022, the Grand Réveil Acadien has returned, and organizers have once again reached out to Council inviting them to attend the event in October. The CAO believes this is a valuable opportunity to promote both the CMA 2024 and the Municipality of Clare and as such, is recommending Council consider sending a delegation. Council agreed and will be sending a delegation comprised of:

• Warden Yvon LeBlanc
• Councillor Nadine Comeau
• Councillor Phillippe Gaudet (to be confirmed)
• Amy Paradis, Communication Officer
• Stephane Cyr, CAO

Planning for the trip is currently underway with events scheduled for October 5^th to 9^th, including a renewal of the twinning agreement with Church Point, LA on October 8^th. As part of this renewal, the CAO is requesting Council pass a motion to adopt a resolution (see attached) authorizing the renewal of the twinning agreement and a second motion naming the Mayor of Church Point Louisiana, Ryan “Spanky” Meche, an honorary citizen of Clare. Council agreed and passed the following motions: 

MOVED BY Councillor Philippe Gaudet and SECONDED BY Councillor Nil Doucet that the Council for the Municipality of the District of Clare adopt the resolution authorizing the Warden of the Municipality of Clare to negotiate with officials of Church Point, Louisiana, and to execute such documents as required for the renewal of the twinning agreement. 
MOTION CARRIED

MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Philippe Gaudet that the Council for the Municipality of the District of Clare name the Mayor of Church Point, Louisiana, Ryan “Spanky” Meche, an honorary citizen of the Municipality of Clare. 
MOTION CARRIED

7) Warden’s Activity Report – Warden Yvon LeBlanc
July 21 – Attended a meeting with Fisheries and Oceans Canada to discuss the crisis in the lobster fishery and the situation in St. Mary's Bay.

July 31 – Attended the Festival Acadian de Clare parade and bazaar.

August 10 – Participated in the funding announcement for the CMA 2024 at the Village Historique Acadien de la Nouvelle-Écosse in Pubnico.

August 14 – Attended the 25th anniversary of Transport de Clare

August 15 – Attended the flag raising ceremony at the municipal office as part of National Acadian Day.

August 15 – Attended the August 15 concert, Havre au T'chai, at Dennis Point Wharf in Pubnico.

August 18 – Attended a meeting of the “Conseil de développement économique de la Nouvelle-Écosse” to discuss the development of the organization’s new strategic plan.

August 30 – Attended a meeting of the Board of Directors of the Villa Acadienne.

August 31 – Met with a representative of PVSC to discuss the services offered by the organization.

September 16 - Attended a meeting of the “Conseil de développement économique de la Nouvelle-Écosse’s” Audit Committee.

September 20 – Attended a meeting of the Municipality’s Audit Committee.

8) Official Statements from Members of Council

Councillor Philippe Gaudet requested a certificate be sent to Medora and Herado Dahlgren in recognition of their outstanding dedication and continued commitment to the Clare Special Olympics. Council agreed.

Councillor Carl Deveau attended a ceremony for Korean war veterans where his father and other veterans were awarded the Ambassador for Peace medal for their service. Councillor Deveau thanked these veterans for their service.

9) Correspondence
9.1 The Honourable Colton LeBlanc, Minister of the Office of Acadian Affairs and Francophonie
The CAO read a letter from the Honourable Colton LeBlanc, Minister of the Office of Acadian Affairs and Francophonie. (See attached)

9.2 Lisa Doucette, Executive Director, CIFA
The CAO read a letter from Lisa Doucette, Executive Director of CIFA. (See attached)

10) CAO Report – Chief Administrative Officer – Stéphane Cyr
The CAO presented his report for the month of September. (See attached)

11) Committee Reports
11.1 Building Permits Report – Councillor Philippe Gaudet
Councillor Philippe Gaudet read the building permit report for the months of July and August.

July 2022

Year	Permits	Construction Value	Year to Date
2021	26	$ 859,460	$ 37,586,393
2022	25	$ 1,431,740	$ 10,232,560

August 2022

Year	Permits	Construction Value	Year to Date
2021	27	$ 2,079,000	$ 39,665,393
2022	39	$ 2,498,280	$ 12,730,840

11.2 Waste Check – Councillor Carl Deveau
The Waste Check Board met on September 13, 2022.

Divert Nova Scotia presented the results of an audit they conducted regarding curbside garbage. The audit looked specifically at how garbage was being separated. Samples were taken from 75 sites across the Province. Councillor Deveau inquired as to whether the audit results could be mined further to focus specifically on SWNS.

Waste Check has purchased $70,538 worth of green bins to replace old or damaged bins. Whereas this is a substantial cost, Waste Check is once again reminding the public to please be careful with their bins. It was also mentioned that commercial haulers are a recurring source of damage to these bins.

Councillor Doucet observed a flyer distributor throwing flyers at the end of driveways, in contravention of the existing by-law. The CAO asked Councillor Doucet to provide further details in order to pass on this information to the Municipality’s By-law Enforcement Officer, Jade Bloom.

11.3 Police Advisory Board – Councillor Brian Comeau
Councillor Brian Comeau, newly elected Chair of the Police Advisor Board, presented his report. (See attached)

11.4 Audit Committee – Councillor Philippe Gaudet
The Audit Committee met with the auditors (Grant Thornton) on September 20, 2022, to review the Municipality’s 2021-2022 Audited Financial Statements. During this meeting, the auditors highlighted the Municipality’s sound financial position as well as the cooperation they received from both management and staff throughout their audit engagement. The auditors once again gave the Municipality a clean audit opinion. In light of this opinion, the Audit Committee is making the following two recommendations for Council’s consideration:

1. That the annual operating surplus of $543,996 for the 2021-2022 fiscal year be transferred from the Operating Fund to the Operating Reserve.

2. That the Municipality of the District of Clare approve the 2021-2022 Audited Financial Statements for the Municipality of the District of Clare, as prepared by Grant Thornton.

12)  New Business
12.1 Motion to Transfer $543,996 from the Operating Fund to the Operating Reserve

MOVED BY Councillor Philippe Gaudet and SECONDED BY Councillor Nil Doucet that the Council for the Municipality of the District of Clare transfer the annual operating surplus of $543,996 for the 2021-2022 fiscal year from the Operating Fund to the Operating Reserve.
MOTION CARRIED

12.2 Motion to Approve the 2021-2022 Audited Financial Statements

MOVED BY Councillor Philippe Gaudet and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare approve the 2021-2022 audited financial statements for the Municipality of the District of Clare, as prepared by Grant Thornton LLP.
MOTION CARRIED

12.3 Motion to Approve the Capital Investment Plan (CIP) 2022-2026
The CAO presented the Municipality’s proposed 5-year Capital Investment Plan (2022-2026) for Council’s review and consideration.

This annual document must be approved via motion of Council and submitted to the Province of Nova Scotia no later than September 30, 2022. The plan itself is subject to change should new project opportunities present themselves or if a decision is made to no longer move forward with a specific project. Council was supportive of the proposed plan and made the following motion:

MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Nadine Comeau that the Council for the Municipality of the District of Clare approve the Municipality’s five-year Capital Investment Plan (2022-2026), as presented.
MOTION CARRIED

12.4 Motion to Award the Tender for Flood Line Mapping – Meteghan Watershed
The Province of NS approached the Municipality with a request to partner on the mapping of flood lines in the Meteghan Watershed. The mapping exercise itself is managed by municipal staff and funded entirely (100%) by the Province of NS, with the goal of informing development opportunities within the Municipality and future revisions to its Land Use By-Law.

In response to the Province’s request, the Municipality issued a tender for flood line mapping of the Meteghan Watershed. The closing date for this tender was July 29, 2022. A total of 4 bids were received. Following a review of these bids by both the CAO and provincial representatives, it is recommended the tender be awarded to WSP Canada Inc in the amount of $80,647 plus HST. Council agreed and made the following motion:

MOVED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare award the tender for Flood Line Mapping of the Meteghan Primary Watershed to WSP Canada Inc. in the amount of $80,647 plus HST.
MOTION CARRIED

12.5 Motion to Award the Contract for the Conceptual and Interpretation Plan – Rendez-vous de la Baie
This project is essentially a plan to refresh the existing museum at the RVB, something which has not been done since its opening in 2010. The tender for this plan closed on August 12, 2022. A total of 2 bids were received. Following a review of the bids, both the Tourism Manager and CAO are recommending the tender be awarded to Denise Saulnier Design in the amount of $20,000. The Province and Université Sainte-Anne have already committed $10,000 and $5,000 respectively towards this plan. The other $5,000 was previously accounted for in the Municipality’s 2022-23 operational budget. Council agreed and made the following motion:

MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Brian Comeau that the Council for the Municipality of the District of Clare award the tender for the Conceptual and Interpretation Plan of Rendez-vous de la Baie to Denise Saulnier Design in the amount of $20,000.
MOTION CARRIED

12.6 Motion to Increase Municipal Funding Contribution – Clare Veterans Centre Revitalization Project
During a virtual meeting on August 11^th with representatives from the Green and Inclusive Community Buildings program (GICB), the Municipality was asked to update its numbers and increase its proposal from roughly $2.3M to $3M (the max. allowable under this particular program stream), in order to account for inflation and rising construction costs. Doing so would mean 80% federal funding or $0.20 dollars, the maximum allowable (excellent leveraging). Although the individual in question was clear that they were not the one making the final funding decision, they indicated announcements would likely come down in October and strongly recommended the Municipality increase its numbers now and get these in quickly given that it cannot go back for additional funds once the project is approved. However, in order to do so (and apply for the full $3M), the Municipality would need to increase its original contribution by $62,557, from $537,443 to an even $600,000, in order to equal 20% and maximize available project dollars. The CAO strongly recommends moving forward with this increase given recent conversations with GICB. Council agreed and made the following motion:

MOVED BY Councillor Brian Comeau and SECONDED BY Deputy Warden Eric Pothier that the Council for the Municipality of the District of Clare increase the municipal contribution to the proposed Clare Veterans Centre Revitalization Project from $537,443 to $600,000 and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED

12.7 Motion to Award the Tender for the Preparation and Paving of Parking Lot – Cultural Hub
A tender was issued for the preparation and paving of the parking lot at the Cultural Hub. The closing date for the tender was August 26, 2022. A total of 3 bids were received. Following a review of the bids, it is recommended the tender be awarded to Aberdeen Paving Ltd. in the amount of $58,300 plus HST and that these funds be taken from the Municipality’s Canada Community-Building Fund Reserve. Council agreed and made the following motion:

MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Nadine Comeau that the Council for the Municipality of the District of Clare award the tender for the Preparation and Paving of the Parking Lot at the Cultural Hub to Aberdeen Paving Ltd. in the amount of $58,300 plus HST and that these funds be taken from the Municipality’s Canada Community-Building Fund Reserve.
MOTION CARRIED

12.8 Motion to Refund Taxes – Fire Damage
It is the practice of Council to refund a pro-rated tax amount in the case of fire. Council passed the following motion:

MOVED BY Councillor Nadine Comeau and SECONDED BY Deputy Warden Eric Pothier that the Council for the Municipality of the District of Clare refund the following tax amounts in accordance with the assessment reductions of the Property Valuation Services Corporation for the reasons described herein:

Account #	Assessment Amount	Tax Refund	Year	Reason
02622874	$22,300	$870.09	2022	Fire Damage
08498423	$9,800	$1,551.87	2021 & 2022	Fire Damage
04575067	$21,700	$834.34	2021 & 2022	Fire Damage

MOTION CARRIED

12.9 Motion to Adopt Terms of Reference – Police Advisory Board
At its September 12, 2022, meeting, the Police Advisory Board approved its new terms of reference. This terms of reference has also been presented to Council for review. Council passed the following motion:

MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Philippe Gaudet that the Council for the Municipality of the District of Clare adopt the Terms of Reference for the Police Advisory Board as presented.
MOTION CARRIED

12.10 Motion to Approve Policy – Disposal of Surplus Assets
At the September 7, 2022, Council-in-Committee meeting, the CAO circulated a draft policy to Council for its review and consideration. The policy focused on the orderly disposal of surplus assets owned by the Municipality. Acceptable disposal methods, as outlined in the policy, would be at the discretion of the CAO. Following a review of the policy, Councillor Brian Comeau recommended a $10,000 limit be established for asset value which if attained, would require consultation with Council prior to disposal. Both the CAO and Council, agreed. This recommendation has since been incorporated into the current draft policy. Council made the following motion:

MOVED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Nil Doucet that the Council for the Municipality of the District of Clare approve the Disposal of Surplus Asset Policy as presented.
MOTION CARRIED

13) In Camera Session

MOVED BY Councillor Nil Doucet SECONDED BY Councillor Nadine Comeau that Council proceed to an In-Camera Session.
MOTION CARRIED

Topics Discussed
13.1 Public Safety
13.2 Contract Negotiations
13.3 Personnel Matters

PROPOSED BY Councillor Carl Deveau and SECONDED BY Councillor Nadine Comeau that Council for the Municipality of the District of Clare send a letter to the Minister of Environment, the Honourable Tim Halman, outlining its concerns with the methods of communication employed by the Province to inform residents of the planned aerial spraying of the herbicide glyphosate on the property bearing PID 30051759 in the village of Concession, Municipality of Clare.
MOTION CARRIED

PROPOSED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Carl Deveau that Council, for the Municipality of the District of Clare award the contract for the necessary repairs to the Cultural Hub, as detailed below, for a total of $16,474 plus HST, and that these funds be taken from the Municipality’s Capital Reserve:

• New drain, including pipe and cement pad – Ocean Side Excavating Ltd. - $6,030 plus HST
• Installation of new gutters and downpipe – Clare Seamless Gutters - $7,800 plus HST
• Installation of snow guards – Shep-Com Construction Ltd. - $2,644 plus HST 

MOTION CARRIED

PROPOSED BY Councillor Nil Doucet and SECONDED BY Councillor Philippe Gaudet that Council proceed to the Regular Council Meeting.
MOTION CARRIED

14) Date and time of the next Regular Council Meeting
The next Regular Council Meeting will be held on Wednesday, October 19, 2022, at 7:00 pm.

15) Adjournment

MOVED BY Councillor Nil Doucet to adjourn the meeting at 9:45 pm.

Submitted by:
Nicole Comeau
Executive Assistant