Municipality of the District of Clare
COUNCIL-IN-COMMITTEE MEETING
Wednesday, March 4, 2020 at 7:00 pm
PRESENT: Council: Warden Ronnie LeBlanc, Councillors, Hector Thibault, Brian Comeau, Yvon LeBlanc, Eric Pothier, Danny Hill and Carl Deveau
Staff: CAO, Stéphane Cyr, Director of Finance, Ginette Cheff, Executive Assistant, Ashley Hanks, and Communications Officer, Amy Paradis
Presenters: Philippe Gaudet and André LeBlanc
ABSENT: Deputy Warden Nil Doucet
1) Call to Order
Warden LeBlanc called the meeting to order at 7:00 pm.
2) (a) Approval of the Agenda
Warden LeBlanc asked that the following additions / revisions be made to the agenda:
• 6.13 Chemin Point Road Administration Association – By-Law 34 Application
• 6.10 should be Request for a Guard Rail – Hilltown Cross Road
MOVED BY Councillor Danny Hill and SECONDED BY Councillor Yvon LeBlanc that the proposed agenda be approved with the above noted revisions.
MOTION CARRIED
(b) Declaration of Conflict of Interest
Warden Ronnie LeBlanc asked for any declarations of conflict of interest.
None.
3) Presentation
3.1 Atlantic Canada BBQ Championships – Philippe Gaudet and André LeBlanc
The Atlantic Canada BBQ Championship is the first of its kind in Atlantic Canada and is a sanctioned event of the Kansas City Barbeque Society (KCBS). The event will be held from August 14-16, 2020 at Université Sainte-Anne and will complement the Festival acadien. Seven teams have already registered. Once ten teams have registered, it becomes a qualifying event for the American Royale World Series of BBQ and the Jack Daniel's 2019 World Championship Invitational Barbecue Championship, which will attract groups from all over North America. Event organizers are anticipating 2,500 attendees over the duration of the event. More information on the event can be found at https://www.atlanticcanadabbq.com/
In order to host the event, organizers must have the necessary equipment to comply with food health and safety regulations. Therefore, Mr. LeBlanc and Mr. Gaudet, on behalf of the Atlantic Canada BBQ Championships, are asking Council for a contribution of $5,000 towards the purchase of this equipment.
Warden LeBlanc thanked the group for their presentation. Council will consider this request and respond within two weeks.
4) Staff Reports
4.1 Financial Update – Director of Finance, Ginette Cheff
The Director of Finance provided an overview of the Municipality’s financial position. (See attached)
Whereas the Municipality sets aside funds annually for prospective capital projects at Université Sainte-Anne (US-A), it is recommended that a new reserve specific to US-A be created to properly reflect the allocation of those funds. Both the CAO and the Municipality’s auditors agree with the recommendation. If Council is in favor of this reserve, $50,000 would immediately be transferred to the reserve, which represents $25,000 from each of the 2018-2019 and 2019-2020 fiscal years. Council passed the following motion to recommend:
PROPOSED BY Councillor Hector Thibault and SECONDED BY Councillor Eric Pothier that the Council for the Municipality of the District of Clare recommend creating a reserve account for prospective capital projects at Université Sainte-Anne and that $50,000 be transferred to the reserve, which represents $25,000 from each of the 2018-2019 and 2019-2020 fiscal years.
MOTION CARRIED
4.2 Asset Management Program
The Province of Nova Scotia continues to strongly encourage municipal units to undertake asset management training and develop an asset management plan. This will likely be made a condition of accessing gas tax funding. The Atlantic Infrastructure Management Network (AIM) is once again launching its Asset Management Cohort Program. Past participants including the Municipalities of Yarmouth and Argyle have found value in the program. For these reasons, the Municipality of Clare is seeking to participate in this upcoming program offering. The cost of this 18-month program is $7,500 and is gas tax eligible. 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 participating in the Asset Management Cohort Program, as offered by the Atlantic Infrastructure Management Network, and that the $7,500 registration fee be taken from the Municipality’s Gas Tax Reserve.
MOTION CARRIED
5) Business arising from Previous Meetings
5.1 Capital Projects 2020-2021
The CAO reviewed a list of possible capital projects for Council’s consideration as part of the Municipality’s 2020-21 Capital Budget. In light of the significant investments earmarked for rural internet, Council’s preference is to limit its capital investments to a handful of other capital projects. Based on this feedback, the CAO and Director of Finance will prepare a draft capital budget for presentation to Council in April 2020.
6) New Business
6.1 Dangerous and Unsightly
The CAO updated Council on two properties previously reported by Councillors Brian Comeau and Danny Hill. Both properties are considered by the Building Inspector to be dangerous. Letters will be issued to the respective property owners. A third property had been identified by Councillor Thibault and will be evaluated shortly.
Warden LeBlanc was contacted about a site in his district that may be dangerous and unsightly. The CAO will advise the Building Inspector accordingly.
6.2 Defibrillators
There are approximately 800 defibrillators available across the province. Unfortunately, not enough people are properly trained on how to use them. Councillor Danny Hill would like to send a letter to the Honourable Zach Churchill, Minister of Education and Early Childhood Development, asking that programs be made available in schools to teach students how to properly use defibrillators. Council agreed and passed the following motion to recommend:
PROPOSED BY Councillor Danny Hill and SECONDED BY Councillor Hector Thibault that the Council for the Municipality of the District of Clare recommend writing a letter to the Honourable Zach Churchill, Minister of Education and Early Childhood Development, asking that programs be available in schools to teach students how to properly use defibrillators.
MOTION CARRIED
6.3 Audit Committee
The Audit Committee met on February 11, 2020. The Community Development Department presented their three-year plan for the Gran Fondo Baie Sainte-Marie. The presentation was well received and after much discussion, the Committee, in consultation with the Municipal Auditor, made the following two recommendations:
1. Phase out the municipal contribution over the next three years
2. Revise the budget for 2020 to reflect year one of the phase out
The CAO advised that the Gran Fondo Baie Sainte-Marie Committee is already aware of these recommendations and revisions will be made.
6.4 Recycling Program – C & D Site
The CAO was asked to consider offering a public reclamation program at the C & D site of the Municipal Transfer Station. These programs exist in a handful of locations across the province including the Municipality of Yarmouth. Discussions were held with the Municipality’s solicitor and insurance provider, both of whom were apprehensive about the program and had concerns. Currently, the Municipality’s Transfer Station is limited to three staff. One of these is always at the scale house. The two others are most often at the Transfer Station. When time permits, one staff member tends to the
C & D Site. In speaking with the Transfer Station Supervisor, both he and the CAO agree that the Municipality does not have sufficient staff resources onsite to properly monitor the safe delivery of such a program. Furthermore, the wood at the C & D Site is currently being chipped and used by the Municipality to maintain the newly constructed access roads to the site’s 29 wells.
Council thanked the CAO and agreed that a public reclamation program at the C & D would not be favorable at this time due to the aforementioned safety concerns and lack of resources.
6.5 Wentworth Municipal Park
At Council’s request, the CAO spoke with Upland to inquire as to the possibility and cost of adding the Wentworth Park to the Tourism Public Spaces Development and Improvement Project. Upland is certainly open to this addition. The cost to do so is $8,000. This price represents a significant reduction as it is part of a larger project. Doing so as a standalone venture later-on would be more expensive.
The CAO also added that whereas the project had already been amended to include the Clare Veterans Centre and the project budget increased by $20,000, he did not recommend going to ACOA a second time for additional funding. Rather, the CAO is recommending the Municipality, in the absence of provincial funding, absorb the incremental $8,000 in project costs. Council agreed and passed the following motion to recommend:
PROPOSED BY Councillor Danny Hill and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare recommend increasing its original contribution to Upland as part of the Tourism Public Spaces Development and Improvement Project, from $25,000 up to a maximum of $38,000, to allow for the addition of the Clare Veterans Centre and the Wentworth Park.
MOTION CARRIED
6.6 Sponsorship Request – Clare Curling Association
The Clare Curling Association approached the Municipality with a sponsorship request for the Club. The Clare Curling Club was built by the community and remains operated by volunteers. The Association rarely asks for any funding from the Municipality. For this reason, Council is prepared to support this request. Of the available sponsorship packages, Council’s preference would be to sponsor the Summerspiel over the next five years as the popularity of this event would provide good visibility to the Municipality. Council passed the following motion to recommend:
PROPOSED BY Councillor Eric Pothier and SECONDED BY Councillor Yvon LeBlanc that the Council for the Municipality of the District of Clare recommend awarding an annual sponsorship of $500 for the next five years, in support of the Clare Curling Association’s Summerspiel.
MOTION CARRIED
Warden LeBlanc suggested developing a sponsorship policy to help guide how these requests are dealt with moving forward.
6.7 Community Flag Pole Request – Société acadienne de Clare
The Société acadienne de Clare submitted a request to fly the pride flag on the Municipality’s community flagpole, in recognition of pride week, from June 8 up to and including June 13, 2020. This request complies with the terms and conditions set forth in the Municipality’s Flag Flying Policy. Council passed the following motion to recommend:
PROPOSED BY Councillor Brian Comeau and SECONDED BY Councillor Eric Pothier that the Council for the Municipality of the District of Clare recommend approving the Societé acadienne de Clare’s request to fly the pride flag on the Municipality’s community flagpole, in recognition of pride week, from June 8 up to and including June 13, 2020.
MOTION CARRIED
6.8 Revision to NSCAF – Belliveau Cove
Canada Post requested a clarification on the correct spelling of Belliveau’s Cove, more specifically if it should be spelled with an apostrophe “s”. After much research and discussion, the correct spelling was deemed to be Belliveau Cove. This is consistent with the current road signs but inconsistent with NSCAF mapping. For the sake of consistency, the CAO is asking Council to send a letter to NSCAF advising them of the proper spelling and asking them to update their records.
PROPOSED BY Councillor Danny Hill and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare recommend sending a letter to the Nova Scotia Civic Address File (NSCAF) advising it of the proper spelling of “Belliveau Cove” and requesting that it update its records accordingly.
MOTION CARRIED
6.9 Request for Resolution – Villa acadienne
With the new Villa to be built soon, the Board of the Villa acadienne would like to avoid any confusion as to their ownership and operation. In order to do so, the Board is seeking to dissolve the incorporation under the Municipal Housing Corporations Act, as advised by their lawyer. Council recommended making the following resolution:
WHEREAS :
1. Villa Acadienne was incorporated by the Municipality pursuant to the Municipal Housing Corporations Act, RSNS 1989, c 304 (the "MHCA Organization");
2. Villa Acadienne is also an incorporated society pursuant to the Societies Act, RSNS 1989, c 435 (the "Villa"), which operates a Home for Special Care pursuant to the Homes for Special Care Act, RSNS 1989, c 203, and its regulations;
3.The MHCA Organization has not been operating the Home for Special Care since the Villa was incorporated and in order to reduce confusion regarding which organization operates the Villa;
PROPOSED BY Councillor Yvon LeBlanc and SECONDED BY Councillor Hector Thibault that the Council for the Municipality of the District of Clare recommend the following:
1. It approves the wind-up of the MHCA Organization;
2. It approves the transfer by the MHCA Organization of all of its existing assets and liabilities, if any, to the Villa, at such date and time as to be determined (the "Transfer");
3. The Chief Administrative Officer of the Municipality is hereby authorized and directed to do, execute, and deliver such things or documents as may be necessary in order to carry out such Transfer.
RESOLUTION PASSED
6.10 Request for a Guard Rail – Hilltown Cross Road
Councillor Danny Hill requested a letter be sent to the Nova Scotia Department of Transportation and Infrastructure Renewal asking them to complete a study of a section of the Hilltown Cross Road due to road safety concerns stemming from the lack of guardrails and a very steep embankment. Council made the following motion to recommend:
PROPOSED BY Councillor Danny Hill and SECONDED BY Councillor Eric Pothier that the Council for the Municipality of the District of Clare recommend sending a letter to the Nova Scotia Department of Transportation and Infrastructure Renewal asking them to complete a study of a section of the Hilltown Cross Road due to road safety concerns stemming from the lack of guardrails.
MOTION CARRIED
6.11 Transfer of Land – Former Richfield School
The CAO was contacted by Lucille White regarding the possible transfer of a parcel of land from the Richfield Community Church to the Municipality for $1. The parcel in question is the site of the former Richfield Schoolhouse and was originally granted by the Municipality to the community in 1958. With the ongoing dissolution of the Richfield Community Church, residents have requested the land be transferred back to the Municipality and be made available to the community as a public green space. Council agreed and passed the following motion to recommend:
PROPOSED BY Councillor Danny Hill and SECONDED BY Councillor Hector Thibault that the Council for the Municipality of the District of Clare recommend the purchase of a parcel of land (PID 30376370) from the Richfield Community Church for the price $1, for use as a community park and in recognition of the former Richfield Schoolhouse.
MOTION CARRIED
6.12 Approval of Polling Locations – 2020 Municipal and School Board Elections
The CAO circulated a list of potential polling locations for the upcoming 2020 Municipal and School Board Elections. Council reviewed the list and agrees with all the location but would like to add a third polling station in the Hectanooga area as residents would currently have to drive 30 minutes to vote. The CAO will consult with the Municipality’s Returning Officer with regards to establishing another polling station in District 2.
PROPOSED BY Councillor Carl Deveau and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare recommend approving the proposed polling station locations for the upcoming 2020 Municipal and School Board elections.
MOTION CARRIED
6.13 Chemin Point Road Administration Association – By-Law 34 Application
The Municipality received an application from the Chemin Point Road Administration Association as per our By-Law No. 34 Private Road Maintenance Charges. The group has followed the application process and satisfies all the criteria as outlined in the by-law. As per their application, permanent residents would have $400 added to their annual tax bills while seasonal residents and vacant landowners would pay $200 and $100 respectively. These numbers are based on historical road maintenance cost and may be adjusted annually. Council passed the following motion to recommend:
PROPOSED BY Councillor Yvon LeBlanc and SECONDED BY Councillor Brian Comeau that the Council for the Municipality of the District of Clare recommend approving the Chemin Point Road Administration Association’s application under By-Law #34, a by-law respecting private road maintenance charges.
MOTION CARRIED
7) Questions and Comments from the Public
None.
8) Closed Session
PROPOSED BY Councillor Carl Deveau and SECONDED BY Councillor Yvon LeBlanc that Council proceed to closed session.
MOTION CARRIED
Topics Discussed:
8.1 Rural Internet
8.2 Human Resources
PROPOSED BY Councillor Danny Hill 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 April 1, 2020 at 7:00 pm.
10) Adjournment
PROPOSED BY Councillor Danny Hill to adjourn the meeting at 9:30 pm.
Submitted by
Ashley Hanks,
Executive Assistant