Municipality of the District of Clare

COUNCIL-IN-COMMITTEE MEETING

Wednesday, March 2nd, 2016 at 7pm


PRESENT: Council: Councillors, Lester Doucet, Nil Doucet, Hector Thibault, Danny Hill, Russell Comeau and Robert Thibault.
Staff: CAO Stéphane Cyr, Administrative assistant to the CAO, Alain Poirier; Director of Finance, Connie Saulnier
Public: Carl Deveau
ABSENT: Warden Ronnie LeBlanc, Deputy Warden Brian Comeau


1) Call to order
Councillor Danny Hill called the meeting to order at 7:00 pm.

2) (a) Approval of the agenda

The CAO asked that the following items be added under “New Business”:
    5.8 Spring Gala.
    5.9 Annual Review of Municipal Building

Councillor Russell Comeau asked that the following item be added under “New Business”
    5.10 Green Cart

Councillor Lester Doucet asked that the following item be added under “New Business”
    5.11 Road signs.


MOVED BY Councillor Hector Thibault and SECONDED BY Councillor Lester Doucet that the proposed agenda be approved with the above noted addition.
MOTION CARRIED

(b) Declaration of conflict of interest
Councillor Danny Hill asked for any declarations of conflict of interest.
None declared

3) Presentation
None


4) Business arising from previous meetings

4.1 Financial Update – Director of Finance, Connie Saulnier
The Director of Finance presented a report outlining the Municipality’s financial position. A variance analysis comparing budgeted expenses to actual costs incurred was reviewed. The balances held in the Municipality’s various reserves were provided and appeared healthy. The total amount in reserve is $2,660,685.63 (see attached).


4.2 RCMP Policing Review– CAO
The CAO summarized the report received from the RCMP at the meeting that was held in Digby, February 17th, 2016. (See attachment)


4.3 Street Lights John Thibodeau – CAO
The CAO gave an update that the Street lights have been installed, instead of installing 6 lights, as it was originally planned, Nova Scotia Power opted to install 7 lights. Riverside Lobster Inc have been consulted since the installation of the street lights and they are satisfied with the new street lights.


5) New business
5.1 Presentation to Council Policy
The CAO updated Council on a discussion that was taken place at the previous meeting concerning the new policy for presentations in front of Council. He mentioned that a drafted version of the policy has been sent to all the councillors to be evaluated. Council recommended to have a motion prepared for the next regular Council meeting.


5.2 Salary Administration Policy
The policy comes from the Organizational Review made for the Municipality of Clare by the Rick Ramsay Consultant firm. This policy is to formalize the process of employee evaluation and to create an updated job description for each employee position. This will highlight the evaluations of each employee and their performance on an annual basis. From this process, we will be able to determine the pay scale and what salary would be completive, satisfactory for the employee, and feasible for the Municipality. Rick Ramsay Consultant will conduct a market survey to help determine where the Municipality is situated. This policy will not penalize the employees to reducing their salary but could simply freeze their salary until their position reaches the scale.
Council recommended to have a motion prepared for the next regular Council meeting.


5.3 Procurement Policy
The CAO mentioned that the report from the Organizational Review conducted by Rick Ramsay Consultant resulted to prioritizing the municipal policies and by-laws. The firms’ preoccupation was the lack of a purchasing policy. He adds that the Municipality of Clare based their policy on the Municipality of Argyle's in order to properly create the policy. The CAO mentioned a point concerning the subject of a purchase over $1500 and this should subject to a call to tender. He also mentioned that the amount on which the province is based is $1000. He asks the Council’s advise concerning the price or if it should be adjusted accordingly. Council supports the policy. Council asks that the 40% variation be changed to 10%. Council recommended to have a motion prepared for the next regular Council meeting.


5.4 Wastecheck – Community Representative
The CAO mentioned that it was brought to his attention during the last meeting with Wastecheck of having another community representative on the committee. A member could either be a councillor or a representative of the community. The CAO wanted to bring this attention to the councillors in order to get their input. Council believes the position could be filled by a member of the community.


5.5 Church Point Sewer Treatment Plant
The CAO explained that the municipal employees are currently in the preparation period for the budget. The employee for public works raised an important point concerning the sewer treatment plant in Church Point. Currently, the Municipality is operating 3 sewer treatment plants on 2 different systems. The system in Church Point is becoming less efficient and more demanding. Also, the courtesy required by the province are not achieved. The chlorine residues requested by the province is 0.02 per liter milligram, and currently, the system can only do 0.5 milligrams per liter. There are 2 options, a UV light system or update the actual system that is being used with chemical products. The Meteghan Plant has a large system and the Belliveau Cove has a smaller system, therefore the proposed system for the Church Point Plant would be between both. The estimated cost for such a system is roughly 80 000$ plus or minus a 10% variance for the cost of an engineer. The CAO stated that this is only to inform Council for the moment.


5.6 Municipal Advisor
The CAO mentioned that Rob Frost, the Municipal Advisor, has accepted a job offer as CAO for the Municipality of Barrington. Mr. Frost will be starting his new job on March 4th, 2016.


5.7 Roadside Safety- Cape St. Mary
The CAO explained that the Municipality of Clare had been tagged in a post on facebook regarding a situation at Cape St. Mary, where cars were stopping on the side of the road to take pictures of the magnificent view, and this spot is a really dangerous place to stop. He explained that he has spoke with the Tourism Manager who lives in the area, and Mr. Peach mentioned that there is a look out just down the road.
Members of Council suggested that this situation be reported to the department of Transportation.


5.8 Spring Gala
The CAO asked the members of Council who would like to attend the Spring Gala on April 30th 2016. He mentioned that the Municipality will, once again, buy a table at the gala. Some members of council have shown interest of attending. He mentioned if there were not enough councillors who wanted to attend there is a possibility of inviting spouses or employees to fill the empty places. Council mentioned there is usually a spot reserved for the volunteer of the year.


5.9 Annual Review of Municipal Building.
The CAO stated that the building inspector, Arnold Comeau, brought to his attention that each year the Public Works Committee visits the municipal facilities to make a list of the necessary repairs or other maintenance work that must be done to incorporate the cost in the budget. M. Comeau asks if there are councillors who would like to volunteer to do this exercise.


5.10 Green Cart
Councillor Russell Comeau explained that two residences living in the Meteghan area. 8382. 8381., lost their green carts after the big winds in the region. Councillor Comeau asked if it was possible to buy two small green carts for those residents. The CAO mentioned that a Wastecheck representative will be contacted to have them verify if the green carts are reparable or if they must be replaced.


5.11 Road Signs
Councillor Lester Doucet mentioned that it has been brought to his attention that there are road signs missing in Hectanooga. He stated that this problem has already been reported in the past but nothing has been done. He asks Council to send the building inspector, Arnold Comeau, to verify where the road signs are supposed to be placed and the people to contact are Gilles and Yvonne Fréchette. If M. Comeau can determine to where these road signs disappear, Council will contact the department of transportation in order to have them replaced.


6) Closed Session
no item


7) Date and time of next Council-in-Committee Meeting
The next Council-in-Committee Meeting will be held April 6th, 2016 at 7PM.


8) Adjournment
PROPOSED BY Councillor Nil Doucet to adjourn meeting at 8:21.

Submitted by

Alain Poirier,
Administrative Assistant of the CAO