Regular Council Minutes

Municipality of the District of Clare
REGULAR COUNCIL MEETING
Wednesday, October 21st, 2015 at 7pm

PRESENTS: Council: Warden Ronnie LeBlanc; Deputy Warden Brian Comeau; Councillors, Lester Doucet, Nil Doucet, Danny Hill, Hector Thibault, Russel Comeau and Robert Thibault.
Staff: Chief Administrative Officer Connie Saulnier, Administrative assistant to the CAO, Alain Poirier
Public: Director of Community Development, Pam Doucet, Manager of Recreation, Andrea Gaudet, Director of Tourism, Larry Peach and M. André Valotaire, former EMO Coordinator.
ABSENT: None

_______________________________________________________________________________________

1) Call to order
Warden Ronnie LeBlanc called the Council Meeting to order at 7pm.

2) (a) Approval of the agenda
Warden Ronnie LeBlanc asked that the following item be removed
- Motion to award snow removal tender

Warden Ronnie LeBlanc asked that the following item be added under (Closed Session) Item 12.1
Hiring committee

CAO Connie Saulnier asked that the following item be added under (Closed Session) Item 12.2
Contracts

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

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

3) Presentation
3.1 Presentation to André Valotaire (EMO)
Warden Ronnie LeBlanc, mentioned about all the devoted work that Mr. André Valotaire did for the Municipality of Clare as Emergency Measures Organization (EMO) Coordinator during the last 11 years. Also Mr Valotaire did many things for the community for different organizations, such as Wharf Rat Rally, Poker Run, Tourism, Church Point Church and many more. Council presented him with a Certificate of Recognition for his dedicated work throughout his 11 years.

4) Adoption of the minutes from previous council meetings
September 23rd, 2015 Regular Council Meeting
MOVED BY Councillor Nil Doucet and SECONDED BY Councillor Russel Comeau that the Minutes of September 23rd, 2015, be accepted as circulated.
MOTION CARRIED

October 7th, 2015 Council In Committee Meeting
MOVED BY Councillor Danny Hill and SECONDED BY Councillor Lester Doucet that the Minutes of October 7th, 2015, be accepted as circulated.
MOTION CARRIED

5) Business arising from previous meetings
5.1 Blue Dot Community
Warden Ronnie LeBlanc mentioned that while the Municipality has a desire to join the movement, it is too soon to make a decision at the moment. This will be discuss at a further date.

Councillor Robert Thibault also mentioned that the general idea is excellent, however the wording need some modifications.
Deputy Warden Brian Comeau stated that some municipalities in Nova Scotia joined the movement, so it reinforced the idea that the movement is really good.

5.2 Saulnierville Legion Heating
CAO Connie Saulnier mentioned that they did not receive any bids for the Saulnierville Legion Heating Tender, so she asked the building inspector, Arnold Comeau to make calls to request invitational tenders. CAO Connie Saulnier stated that she is currently waiting for responses, and she should have some answer by the end of the week.

6) Warden’s Activity Reports – Warden Ronnie LeBlanc
Warden Ronnie LeBlanc listed the meetings and events he attended since the last Council Meeting
September 29th Meeting of the Liaison & Oversight committee in Digby and AGM of the WREN
October 7th Participate in a consultation session of the UNSM on the revision of MGA
October 12th Participate at the AGM of “Société Acadienne de Clare”
October 20th Participate in the networking lunch organized by CDÉNÉ with some contractor and some student for Clare High School for the “Petite et Moyenne Entreprise” week.

7) Official statements from the members of the council
Warden Ronnie LeBlanc mentioned that Council should send a letter to the new elect federal MP and for the former MP, the Honorable Greg Kerr. Council agreed.

8) Correspondance
8.1 Letter from Nancy LeBlanc
CAO Connie Saulnier read a letter from Nancy LeBlanc, a mother of a child with disabilities, who is asking why the animal shelter didn't received the exact amount for the grant they requested. She explained in her letter that her son learned many things, when he goes at the shelter. She also mentioned all the benefits her son gets back just by going there to play with the animals. She would like to understand why the shelter, which is a non-profit organization, can't receive the exact amount they requested.
Councillor Robert Thibault suggested that a letter should be sent to Nancy LeBlanc to explain her how grants are distributed, and to explain to her that the money is not given for cost of operations, but for capital.

8.2 Digby Port Days
CAO Connie Saulnier read a letter from Digby Port Days Committee. They send a letter to express their gratitude regarding the sponsorship for their event that was held September 17th, 18th and 19th.

9) C.A.O. Report – Cheif Administrative Officer Connie Saulnier
CAO Connie Saulnier presented her report (See attached)

10) Committee Reports
10.1 Building Permits Reports: Councillor Danny Hill
September
Year      Permit        Construction Value
2014       24            $1 089 049
2015      26             $1 116 216

10.2 Community Development Committee: Director, Pam Doucet
Director of Community Development Committee, Pam Doucet, Manager of Recreation Department, Andrea Gaudet and Manager of Tourism, Larry Peach presented a report from their new annual event, the Gran Fondo. They gave some information regarding number of participants, number of volunteers, the budget for the first year and their projections for the next year. The committee is really satisfied with the results and expressed that the event went beyond their expectation.
Councillor Robert Thibault, expressed how amazing his experience was, as a volunteer. He mentioned that it was well organized. He also mentioned to the committee that there is nothing to change; they should keep the same recipe and the event will grow by itself. Deputy Warden asked if the accommodation for rooms to stay will be taken care for next year. He also mentioned that the event was a real success.
Councillor Lester Doucet also expressed his thoughts on how good the event was, and how residents speak positively about this event in Clare. Councillor Russel Comeau mentioned that people from the community also contributed a lot to the event by being on the side of the road to cheers for the bikers.
Warden Ronnie LeBlanc congratulated the committee for their excellent work during the entire organization of this event.

10.3 Planning Advisory Committee: Councillor Danny Hill
No report

10.4 Villa Acadienne: Deputy Brian Comeau
No report

10.5 Waste Check: Councillor Robert Thibault
CAO Connie Saulnier stated that she went at the last Waste Check meeting, and she reported that they have been talking about a recycling process, called EPR (Extended Producer Responsibility) which consist of removing the cost of recycling from the municipality to product producers. They discussed the two (2) following options:
Option 1: 100% of the costs to the producers
Option 2: The costs would be divided 50/50 between the producers and the Municipality.

There will be a workshop in Truro at the end of the week, and CAO Connie Saulnier and Warden Ronnie LeBlanc will attend the workshop. Representants from the Province will be present to explain more about those two (2) options. CAO Connie Saulnier mentioned that it is certain that the procedure will change from what it is at the moment.

10.6 RCMP Advisory Board – Nil Doucet
Councillor Nil Doucet read a report from the last meeting of the RCMP Advisory Board.
(See attachment)

11) New business
11.1 Motion to Award Snow Removal Contract
This Item has been removed from the Agenda.

11.2 Motion to Award Legion Renovations Tender
CAO Connie Saulnier mentioned that there is only one bid for the Legion renovations that has been received, and the contractor who placed the bid is Shep-Com Construction Ltd. Council passed the following motion.
PROPOSED BY Deputy Warden Brian Comeau and SECONDED BY Councillor Danny Hill that the Municipality of the District of Clare accept the tendered bid in the amount of $71,676.05 ($62,327.00 plus $9,349.05 HST) as submitted by Shep-Com Construction Ltd. on September 25th, 2015 for the renovation of the Saulnierville Legion.
MOTION CARRIED

11.3 Motion to Appoint Auditors for 2015-2016
PROPOSED BY Councillor Danny Hill and SECONDED BY Councillor Russel Comeau that the Council for the Municipality of the District of Clare appoint Grant Thornton as the auditing firm for 2015/2016.
MOTION CARRIED

11.4 Amendment to By-Law 31 – Fire Prevention By-Law
CAO Connie Saulnier brought forward a request that the By-Law regarding Fire Prevention, be amended. She explained that the fire departments have request that section 1,3b) be removed from the by-law as burning permits are no longer required by the Nova Scotia department of Natural Resources. However, burning permits are still required from the Clare Fire Departments. Council pass the following motion.
PROPOSED BY Councillor Hector Thibault and SECONDED BY Councillor Nil Doucet that the Municipality of the District of Clare read By-Law No. 31 Amendment No. 31-01-2015, a By-Law Respecting Fire Prevention and that the By-Law be read for the first time by Title only.
MOTION CARRIED

Councillor Hector Thibault read By-Law Amendement No. 31-01-2015 by title only.

11.5 Motion to Set Fees for Connection to the Meteghan Sewer Extension
CAO Connie Saulnier mentioned that the following motion is to set the fees for connecting to the Meteghan Sewer Extension and for the annual user fees. Council passed the following motion:
PROPOSED BY Deputy Warden Brian Comeau and SECONDED BY Councillor Russel Comeau that the Municipality of Clare set the fees for connecting to the new Meteghan Sanitary Sewer Extension System as follows:

Property Type      Frontage Costs                                                       Current Annual Service Rates                             Connection Deadline
A) Residential         $3,000.00 lump sum or $303.84/yr for 15 years                $200.00/ yr                                   If you connect by December 31st, 2016
B) Residential         $4,000.00 lump sum or $405.00/yr for 15 years                $200.00/yr or current rate              If you connect after December 31st, 2016
C) Commercial        $5,000.00 lump sum or $506.28/yr for 15 years                $200.00/unit/yr                             If you connect by December 31st, 2016
D) Commercial        $6,000.00 lump sum or $607.56/yr for 15 years                $200.00/unit/yr or current rate       If you connect after December 31st, 2016
MOTION CARRIE

11.6 Questions for Minister’s panel at UNSM 2015 Conference
Warden Ronnie LeBlanc asked councillors if they have any questions for the UNSM Conference. Councillor Robert Thibault stated that at the moment, they don’t have any questions, but they are sure they will have some by the time the conference is held.

12) Closed Session
PROPOSED BY Councillor Nil Doucetand SECONDED BY Councillor Russel Comeau that the Council proceed to an In Camera Session.
MOTION CARRIED

Topic discussed : Hiring committee, Contracts

PROPOSED BY Councillor and SECONDED BY Councillor that the Council proceed to the Regular Council Meeting.
MOTION CARRIED

13) Date and time of next Regular Council Meeting
The next Regular Council Meeting will be held on November 18, 2015 at 7PM.

14) Adjournment
PROPOSED BY Councillor Nil Doucet the adjournment of the meeting at 9:20 PM.

Submited by

Alain Poirier,
Administrative Assistant of the CAO

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