Municipality of the District of Clare

COUNCIL-IN-COMMITTEE MEETING

Wednesday, July 5th, 2017 at 7:00 pm

PRESENT: Council: Warden Ronnie LeBlanc, Deputy Warden Nil Doucet, Councillors, Hector Thibault, Carl Deveau, Brian Comeau, Eric Pothier and Yvon LeBlanc.

Staff: CAO, Stéphane Cyr; Administrative Assistant to the CAO, Alain Poirier, Director of Finance, Ginette Cheff

Public: Brenda LaGrandeur (WREN) & Jennifer Lamrock (NSHA)

ABSENT: Councillor Danny Hill

1) Call to order

Warden Ronnie LeBlanc called the meeting to order at 7:00 pm.

2) (a) Approval of the agenda

The Warden asked that the following changes be made to the Agenda

-   6.5 Funding Request – Cedar Lake Cooperative, be removed
-   6.5 Naming of the New Park – Cape St. Mary`s Lighthouse be added under “New Business”
-   6.6 Fire Departments – 2017/2018 Operational Funding be added under “New Business’’
-   8.4 Eco-park be added under “Closed Session”
-   8.5 Clare Veteran`s Centre be added under “Closed Session”

MOVED BY Councillor Brian Comeau and SECONDED BY Councillor Hector Thibault 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 Connector Program – Brenda LaGrandeur, WREN

Mrs. Brenda LaGrandeur from the WREN presented the Connector Program; a pilot program focusing on the importance of networking and qualified referrals as a means of helping people find employment. (See attached) 

3.2 Tri-County Housing Needs Assessment – Jennifer Lamrock, NSHA

Mrs. Jennifer Lamrock from the Tri-County Women`s Centre presented a brief overview of the proposed housing needs assessment and the accompanying funding request. The funds requested will aid with data collection and analysis. Council agreed with the importance of such an assessment in terms of exploring the Municipality’s various housing needs and as such passed the following motion to recommend:

PROPOSED BY Councillor Brian Comeau and SECONDED BY Councillor Yvon LeBlanc that the Council for the Municipality of the District of Clare recommend contributing $1,150 to the Tri-County Women`s Centre for the completion of the proposed housing needs assessment.
MOTION CARRIED



4) Staff reports

4.1 Financial Report – Ginette Cheff, Director of Finance

The Director of Finance provided an update on the Municipality`s financial position. (See attached)

5) Business arising from previous meetings

5.1 Animal Control

The CAO confirmed that the proposed contract between the Municipality and the SPCA Nova Scotia has been reviewed and subsequently approved by the Municipality’s Solicitor. Furthermore, the changes requested by Council have been accepted by the SPCA Nova Scotia and the contract revised accordingly. Finally, the CAO met with Arnold LeBlanc from La Baie SPCA who conveyed the group’s support for the proposed service delivery model. In light of this support, it was suggested by Mr. LeBlanc that a joint meeting between Council, SPCA Nova Scotia and La Baie SPCA (as previously requested by Council) was no longer required.

Now satisfied with the proposed terms and conditions outlined in the contract, Council passed the following motion to recommend

PROPOSED BY Councillor Eric Pothier and SECONDED BY Councillor Brian Comeau that the Council for the Municipality of the District of Clare recommend the appointment and therefore appoint the SPCA Nova Scotia as the Municipality`s Peace Officer, Animal Control Officer and Pound Keeper in accordance with sections 2(11), 1(14), 9 and 10 of the Municipality`s Dog By-Law.
MOTION CARRIED

6) New business

6.1 Transfer Station Repairs

The CAO informed Council that repairs are required at the Clare Transfer Station. More specifically, the four (4) commercial garage doors need to be replaced. Furthermore, four (4) roof purlins are deformed and must be reinforced to ensure the structural integrity of the roof. Given that the needed work is beyond the scope of routine repairs and maintenance, it is believed eligible for gas tax. The CAO is currently awaiting word from the Nova Scotia Department of Municipal Affairs regarding gas tax eligibility. Council passed the following motion:

PROPOSED BY Councillor Hector Thibault and SECONDED BY Deputy Nil Doucet that the Council for the Municipality of the District of Clare recommend the purchase of 4 new commercial garage doors and repairs to the roof at the Clare Transfer Station, conditional upon confirmation of eligibility for use of gas tax.
MOTION CARRIED

6.2 Fire Departments – 2017/2018 Capital Funding (Area Rate)

The CAO presented the proposed 2017/2018 capital funding expenditures for each of the Municipality’s eight fire departments. (See attached)

PROPOSED BY Councillor Brian Comeau and SECONDED BY Councillor Carl Deveau that the Municipality of the District of Clare recommend approving the proposed 2017/2018 fire department capital funding expenditures as presented.
MOTION CARRIED

6.3 Audio/Video Equipment – Council Chambers

The audio/video equipment in Council Chambers is dated, not working properly and in need of replacement. Efforts to source a local supplier for this type of equipment have been unsuccessful. Staff was therefore referred to Backman Vidcom, a Halifax-based company specializing in these types of systems. A representative of Backman Vidcom met with staff to assess both our current system and Council’s needs in terms of video recording and broadcasting. Subsequently, a quote for a turn key audio/video system, tailored to Council’s needs, was provided in the amount of $55,793.95 + HST. Council recognizes that its current equipment is failing which is problematic in terms of effective communication and transparency. As such, the following motion to recommend was made:

PROPOSED BY Councillor Eric Pothier and SECONDED BY Councillor Yvon LeBlanc that the Council for the Municipality of the District of Clare recommend purchasing new audio/video equipment for the Council Chamber, from Backman Vidcom in the amount of $55,793.95 + HST.
MOTION CARRIED

6.4 Funding Request – Clare Columbus Club (Knights of Columbus)

At the June 7th Council-in-Committee meeting, Mr. Richard Landry presented a request for financial assistance to Council, on behalf of the Clare Columbus Club (Knights of Columbus), in the amount of $4,000 or 1/3 of the total projected cost of replacing their aging stove. Although not yet confirmed, the balance of funding is expected to be shared equally between both the federal and provincial government. At the time, Council indicated that it would take this request under consideration and inform the group of its decision before the end of July.

Having now reviewed this request, and given this organization’s many contributions to the community, Council passed the following motion:

PROPOSED BY the Deputy Warden Nil Doucet and SECONDED BY Councillor Hector Thibault that the Council for the Municipality of the District of Clare recommend granting the Knights of Columbus 1/3 of the proposed purchase price of a new commercial stove, up to a maximum of $4,000, conditional upon confirmation of balance of funding.
MOTION CARRIED

6.5 Naming of the new Park - Cape Saint Mary`s Lighthouse

With renovations to the Cape Saint Mary’s Lighthouse site set to commence, including the design and installation of interpretive panels and signage, the Municipality must officially name the new park. It was strongly recommended that the chosen name be historically significant and for this reason, staff consulted Mr. Harold Robichaud from Meteghan. Mr. Robichaud is very knowledgeable with the history of both Cape Saint Mary and the lighthouse. According to Mr. Robichaud, Cape Saint Mary was given its name on May 24, 1604 by Samuel de Champlain. He is therefore recommending the Municipality honor this history by naming the park Cape Saint Mary Lighthouse Park. Council passed the following motion:

PROPOSED BY Councillor Brian Comeau and SECONDED BY Councillor Yvon LeBlanc that the Council for the Municipality of the District of Clare recommend officially naming the new park at Cape Saint Mary as follows:

In English: Cape Saint Mary Lighthouse Park
In French: Parc du phare au Cap Sainte-Marie

MOTION CARRIED

6.6 Fire Departments 2017/2018 Operational Funding

The Municipality has budgeted a total of $285,803 in operational funding for 2017/2018. This amount represents an 1.8% increase over 2016/2017 levels and is to be allocated amongst the Municipality’s eight fire departments. As a condition of funding, all eight fire departments were asked to submit their 2016 year-end financial statements for review. At this point, the CAO asked Council to move this item into Closed Session so as to review and discuss the aforementioned financial statements.

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 an in-camera session.
MOTION CARRIED

Topics discussed:

- 8.1 Clare Health Centre
- 8.2 Rural Internet
- 8.3 FCM – Climate Change Program Application
- 8.4 Ecopark
- 8.5 Clare Veteran`s Centre
- 8.6 Fire Departments 2017/2018 Operational Funding

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

Motion to recommend the approval of the 2017/2018 Fire Department Operational Funding allocations.

PROPOSED BY Councillor Yvon LeBlanc and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare recommend the approval of the proposed 2017/2018 Fire Department Operational Funding allocations, conditional upon receipt of the department`s 2016 financial statements as requested in the letter to this effect sent on April 25th, 2017.
MOTION CARRIED

9) Date and time of next Council-in-Committee Meeting

The next Council-in-Committee Meeting will be held on September 6th, 2017 at 7:00 PM.

10) Adjournment

PROPOSED BY Deputy Warden Nil Doucet to adjourn the meeting at 9:57 PM.