Municipality of the District of Clare
COUNCIL-IN-COMMITTEE MEETING
Wednesday, May 1, 2024, at 7:00 pm
Meeting held at 1185 Highway 1, Little Brook

PRESENT:
Council: Warden Yvon LeBlanc, Deputy Warden Eric Pothier, Councillors Nil Doucet, Danny Hill, Carl Deveau, Nadine Comeau, and Philippe Gaudet
Staff: CAO, Stéphane Cyr, Executive Assistant, Aimélie Comeau, Director of Finance, Ginette Cheff, and Communications Officer, Anique Dugas
Presenters:
ABSENT: ouncillor Brian Comeau

1) Call to Order
The Warden called the meeting to order at 7:00 pm.

2) Approval of the Agenda

MOVED BY Councillor Danny Hill and SECONDED BY Councillor Carl Deveau that the proposed agenda be approved as circulated.
MOTION CARRIED

3) Declaration of Conflict of Interest.
None.

4) Presentations
4.1 Clare Firefighters Association (CFFA) – Dave Doucette and Shawn Craven
Shawn Craven presented the CFFA’s May 1, 2024, report to Council. (See attached)

5) Staff Reports  
None.

6) Business arising from Previous Meetings
None.

7) New Business
7.1 Fire Services Review
The Municipality of Clare issued a request for proposal (RFP) for a Fire Services Review. Six proposals were received in response to this RFP. Following a review of these proposals, the CAO is recommending that Council accept the proposal from Emergency Management Group (EMG) in the amount of $67,538 plus HST. Council agreed and made the following motion to recommend:

PROPOSED BY Councillor Carl Deveau and SECONDED BY Councillor Philippe Gaudet that the Council for the Municipality of the District of Clare recommend accepting the proposal from Emergency Management Group for the completion of a comprehensive review of the Municipality’s volunteer fire service in the amount of $67,538 plus HST.
MOTION CARRIED

7.2 Public Works Trailer – Ground Maintenance
The Municipality’s 2024-2025 Capital Budget calls for the purchase of a new 16-foot enclosed aluminum trailer. To this end, a tender was issued and multiple bids were received. Following a review of these bids by both the CAO and staff, it is recommended that Council award the tender to J. P. Cross Holdings Inc. in the amount of $14,211 plus HST. Council agreed and made the following motion to recommend:

PROPOSED BY Councillor Nil Doucet and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare recommend awarding the tender for the purchase of a new 16-foot enclosed aluminum trailer to J. P. Cross Holdings Inc. in the amount of $14,211 plus HST and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED

7.3 Public Works Truck
The Municipality’s 2024-2025 Capital Budget calls for the purchase of a new 4x4, ½ ton truck. To this end, an invitational tender was issued to both Clare Dodge Chrysler Ltd. and Belliveau Motors Ltd. Following a review of these bids by both the CAO and staff, it is recommended that Council award the tender to Clare Dodge Chrysler Ltd. in the amount of $52,624 plus HST. Council agreed and made the following motion to recommend:

PROPOSED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare recommend awarding the tender for the purchase of a new 4x4, ½ ton truck for the Municipality’s Public Works Department to Clare Dodge Chrysler Ltd. in the amount of $52,624 plus HST and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED

7.4 Property Tax Write-Off
The CAO was approached by a local family whose property was destroyed by vandals. The structure on the property was written off by the family’s insurance provider and the parcel of land will remain vacant as the family has no intentions of rebuilding in the immediate future. In light of this unfortunate incident, the CAO was asked about the possibility of property tax relief, similar to what is offered to residents whose homes are destroyed by fire. After reviewing the account in question (AAN 02491303) and making the necessary calculations to reflect the loss of property, the CAO is recommending that Council write off $886.65 in property taxes, and simply tax the account as a vacant lot. Council agreed and made the following motion to recommend:

PROPOSED BY Councillor Danny Hill and SECONDED BY Councillor Nadine Comeau that the Council for the Municipality of the District of Clare recommend writing off $886.65 in municipal property taxes for Assessment Account Number 02491303.
MOTION CARRIED

7.5 Funding Request – Clare Columbus Club
Staff was approached by the Clare Columbus Club with an application to the Municipality’s Grants to Organizations program. The organization is looking to purchase a double door cooler, to replace their existing cooler, and has sourced a slightly used model ideally suited for their needs. The unit in question is priced at $1,479 plus HST. Whereas this request is in keeping with the terms and conditions of the Municipality’s Grants to Organizations program, it is the CAO’s recommendation that Council approve the request. Council agreed and made the following motion to recommend:

PROPOSED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare approve the funding request from the Clare Columbus Club, in the amount of $1,479, for the purchase of a double door cooler and that these funds be taken from the Municipality’s Grants to Organizations program.
MOTION CARRIED

8) Questions and Comments from the Public
Dave Doucette from the CFFA inquired about the start date for the fire services review. The CAO explained that if Council agrees, the tender will be awarded at the May 15^th Council meeting. From there, the successful bidder will be notified and every effort made to start the review in June 2024.

9) Closed Session
PROPOSED BY Councillor Nil Doucet and SECONDED BY Councillor Nadine Comeau that Council proceed to closed session.
MOTION CARRIED

Topics Discussed:
9.1 Contract Negotiations (Grants to Organizations)

PROPOSED BY Councillor Nadine Comeau and SECONDED BY Councillor Nil Doucet 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 June 12, 2024, at 7:00 pm.

10) Adjournment

PROPOSED BY Councillor Nil Doucet to adjourn the meeting at 8:47 pm.

Submitted by
Aimélie Comeau,
Executive Assistant