Municipality of the District of Clare

COUNCIL-IN-COMMITTEE MEETING

Wednesday, March 7th, 2018 at 7:00 pm

PRESENT: Council: Warden Ronnie LeBlanc, Deputy Warden Nil Doucet, Councillors, 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: Odette Gaudet, Adrien Comeau, Darlene Saulnier, Réjean LeBlanc, Christine Amirault, Renee Cleveland, Alex Comeau
ABSENT: Councillors Danny Hill & Hector Thibault


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 items be added to the Agenda.

 6.4 Letter of Support – Société Acadienne de Clare, under “New Business”
 6.5 Public Hearing – UARB, under “New Business”
 8.6 Eco-Park, under “Closed Session”

MOVED BY Councillor Brian Comeau and SECONDED BY Councillor Carl Deveau 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. Councillor Carl Deveau declared himself in a conflict of interest given that he sits on the Jeux de l’Acadie Regional Games Organizing Committee. Councillor Eric Pothier also declared himself in a conflict of interest for the same agenda item as he is an employee of the CSAP and oversees all the transportation for the Regional Games.

3) Presentations
3.1 Regional Games Organizing Committee – Jeux de l’Acadie
The Chair of the Regional Games Organizing Committee, Odette Gaudet, delivered a presentation to Council on the upcoming regional games in Clare. She outlined the many benefits of the games for Clare`s youth, coaches and economy. (See attached)

The committee is asking Council for a financial contribution in the amount of $10,000 to help organize the games. Council congratulated the committee for its excellent work and committed to providing a response to their request at the March 21st Council meeting.

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 Clare Ground Search and Rescue
Clare Ground Search & Rescue had previously requested to be registered as an emergency services provider with the Municipality of Clare. In order to do, the Municipality had to first write a policy to this effect. With the Municipality’s Emergency Services Provider Registration Policy now adopted, Council passed the following motion to recommend:

PROPOSED BY Councillor Yvon LeBlanc and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare recommend registering Clare Ground Search and Rescue with the Municipality as an emergency services provider.
MOTION CARRIED

6) New business
6.1 Low Income Property Tax Exemption
In 2016-2017, the Municipality increased its low income property tax exemption for households earning less than $18,500 per year from $150 to $300. No changes were made in 2017-2018. Following a cursory review of the tax exemptions granted by neighboring municipal units, staff is recommending the exemption for 2018-2019 remain fixed at $300 and the threshold for household earnings be increased from $18,500 to $19,000. Council passed the following motion to recommend:

PROPOSED BY Councillor Brian Comeau and SECONDED BY Deputy Warden Nil Doucet that the Council for the Municipality of the District of Clare recommend setting the 2018-2019 low income property tax exemption amount at $300 for households earning less than $19,000 per annum.
MOTION CARRIED

6.2 Recommendations – Commission on Effective Electoral Representation of Acadians and African Nova Scotians.
In its report entitled ‘‘Representation: Toward More Effective Representation for Acadian and African Nova Scotians’’, the Commission on Effective Electoral Representation of Acadians and African Nova Scotians put forward two recommendations (i.e. recommendations 20 & 21) specific to the Municipality of Clare. Council agreed with both recommendations and asked staff to write the Nova Scotia Department of Municipal Affairs and Nova Scotia Acadian Affairs and Francophonie requesting a meeting to discuss plans for their implementation.

PROPOSED BY Councillor Eric Pothier and SECONDED BY Councillor Yvon LeBlanc that the Council for the Municipality of the District of Clare recommend writing a letter to the NS Department of Municipal Affairs and NS Acadian Affairs and Francophonie requesting a meeting to discuss the recommendations put forward by the Commission on Effective Electoral Representation of Acadians and African Nova Scotians.
MOTION CARRIED

6.3 Human Resources Policy Manual
Many of the Municipality’s human resources policies are dated and in need of revision. The Municipality’s Management Team initiated a review but given the amount of work and the specialized skill set required, is now recommending this project be outsourced to a qualified, third party consultant/firm. Council agreed with the recommendation. A request for proposals will be advertised shortly and an allowance made in the 2018-2019 municipal budget.

6.4 Letter of Support – Société acadienne de Clare
La Société acadienne de Clare is requesting a letter of support for its project entitled ‘‘Leader d’aujourd’hui et demain’’. This project builds on the Société’s other project focusing on youth leadership and civic engagement, ‘‘Engageons nos citoyens’’, to which Council recently lent its support. Council passed the following motion to recommend:

PROPOSED BY Deputy Warden Nil Doucet and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare recommend writing a letter to “La Société acadienne de Clare” in support of their project entitled “Leader d’aujourd’hui et demain”.
MOTION CARRIED

6.5 Public Hearing - UARB
As part of the ongoing Boundary Review process, the CAO informed Council that the UARB Public Hearing will be held at the Municipal Office on April 26, 2018. There will be two meetings. The first will be held at 1:00 pm and the second at 7:00 pm. Both meetings will be open to the public. The UARB may at its discretion cancel the second meeting if it deems it unnecessary.

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 closed session.
MOTION CARRIED

Topics discussed:
- 8.1 Private Sector Roundtable
- 8.2 Southwest Eco Energy Ltd.
- 8.3 Order of Nova Scotia nominations
- 8.4 CAO Evaluation
- 8.5 Personnel
- 8.6 Eco-Park

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

9) Date and time of next Council-in-Committee Meeting
The next Council-in-Committee Meeting will be held on April 4th, 2018 at 7:00 PM.

10) Adjournment
PROPOSED BY Deputy Warden Nil Doucet to adjourn the meeting at 10:27PM.

Submitted by

Alain Poirier,
Administrative Assistant of the CAO