July 19, 2023 - Regular Council Meeting

Details
Aussi offert en français 

Municipality of the District of Clare
REGULAR COUNCIL MEETING
Wednesday, July 19, 2023, at 7:00 pm
Meeting held at 1185 Highway 1, Little Brook, NS

PRESENT:Council: Warden Yvon LeBlanc; Deputy Warden Eric Pothier; Councillors, Danny Hill, Philippe Gaudet, Brian Comeau, and Nadine Comeau
Staff: CAO Stéphane Cyr, Executive Assistant, Ashley Hanks, Communications Officer, Anique Dugas
Presenters:
ABSENT: Councillors Carl Deveau and Nil Doucet

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

2)  Adoption of the Agenda

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

3) Declaration of conflict of interest
None declared.

4) Presentations
None.

5) Adoption of the Minutes from Previous Council Meetings
5.1 June 21, 2023 – Regular Council Meeting

MOVED BY Councillor Philippe Gaudet and SECONDED BY Councillor Danny Hill that the minutes of the June 21, 2023, Regular Council Meeting be accepted as presented.
MOTION CARRIED

5.2 July 5, 2023 – Council in Committee Meeting

MOVED BY Councillor Danny Hill and SECONDED BY Deputy Warden Eric Pothier that the minutes of the July 5, 2023, Council in Committee Meeting be accepted as presented.
MOTION CARRIED

6) Business Arising from Previous Meetings
None.

7) Warden’s Activity Report – Warden Yvon LeBlanc

June 24 – Attended an open house hosted by the Salmon River Fire Department.

June 27 – Attended the Villa Acadienne AGM. Marcel Cottreau was re-elected president and Councillor Brian Comeau was elected vice-president.

June 27 – Attended the regular meeting of the Villa Acadienne.

June 28 – Attended the AGM of the Conseil de développement économique de la Nouvelle-Écosse (CDÉNÉ). Suzanne Roy has accepted the presidency of CDÉNÉ, replacing Allister Surette. I remain vice-chair of CDÉNÉ.

June 28 – Attended the regular CDÉNÉ meeting.

July 1 – Attended the Canada Day celebration at the Richelieu. It was a great afternoon with food, music, and lots of fun activities for the kids.

8) Official Statements from Members of Council
None.

9) Correspondence
9.1 Janice Thimot-LeBlanc, Secretary, La Guilde Acadienne de Clare
The CAO read a letter from Janice Thimot-LeBlanc, Secretary for la Guilde Acadienne de Clare. (pdfSee attached)

9.2 The Honourable John Lohr, Minister of Municipal Affairs and Housing
The CAO read a letter from the Honourable John Lohr, Minister of Municipal Affairs and Housing. (pdfSee attached)

10) CAO Report – Chief Administrative Officer – Stéphane Cyr
The CAO presented his report for the month of July. (pdfSee attached)

11) Committee Reports
11.1 Building Permits Report – Councillor Danny Hill
Councillor Danny Hill read the building permits report for the month of June.

June 2023

Year

Permits

Construction Value

Year to Date

2022

20

$ 2,415,600

$ 8,800,820

2023

30

$ 1,993,980

$ 13,346,270

12)  New Business
12.1 Motion to Accept Proposal – Municipal Planning Strategy and Land Use By-law
To comply with the new, mandatory provincial planning requirements, Council has agreed to a joint municipal planning effort with the Municipality of the District of Shelburne. Similar planning exercises conducted elsewhere in the province have cost in the range of $250,000. To help offset this expense, the Municipalities of Clare and Shelburne have submitted a joint application to the NS Department of Municipal Affairs and Housing (DMAH), under its Municipal Innovation Program (MIP), for 75% of eligible project costs up to a maximum of $175,000. The remaining 25% or $75,000 will be shared equally between the two participating municipal units. Whereas neither municipal unit has a municipal planner on staff, the proposed approach is believed to be the most efficient and cost effective to achieve compliance. To this end, the Municipalities have issued a request for proposals. A total of four proposals were received. Following a review of the proposals by both the CAO and Director of Community Development, and in discussion with the Municipality of the District of Shelburne, it is recommended that Council accept the bid from Stantec in the amount of $181,129 plus HST. Council agreed and made the following motion:

MOVED BY Councillor Nadine Comeau and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare accept the proposal from Stantec for the Municipal Planning Strategy and Land Use By-law, in the amount of $181,129 plus HST.
MOTION CARRIED

12.2 Motion to Reallocate Fireworks Budget – We Rise Again Fund
In lieu of fireworks this year, the Municipality will be donating $3,500 to the We Rise Again Fund, in support of those impacted by wildfires in Shelburne County. In order to do so, a motion is required to reallocate those funds. Council agreed and made the following motion:

MOVED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Philippe Gaudet that the Council for the Municipality of the District of Clare reallocate its fireworks budget of $3,500 to the We Rise Again Fund, in support of those impacted by wildfires in Shelburne County.
MOTION CARRIED

12.3 Motion to Award Tender – Installation of 2” Sewer Line by Horizontal Drilling
The above noted tender was launched by the Municipality to enable a new housing project on Peter Dugas Road to connect to the municipal wastewater system. A total of two bids were received. Following a review of the bids, both the CAO and the Public Works Supervisor are recommending the tender be awarded to Split Pine Construction Ltd. in the amount of $16,300 plus HST. Council agreed and made the following motion:

MOVED BY Councillor Danny Hill and SECONDED BY Councillor Nadine Comeau that the Council for the Municipality of the District of Clare accept the proposal from Split Pine Construction Ltd. for the installation of a 2" pressure sewer line by horizontal drilling on Peter Dugas Road, in the amount of $16,300 plus HST, and that these funds be taken from the Municipality’s Canada Community-Building Fund Reserve.
MOTION CARRIED

12.4 Motion to Award Tender – Wentworth Lake Park Parking Lot and Trail Improvements
The tender for the Parking Lot and Trail Improvements at Wentworth Lake Park generated two bids.  Unfortunately, both bids far exceeded the available project budget. In an effort to move the project forward in a timely fashion, the CAO and staff have worked with the low bidder, Deveau’s Dirtworks Ltd., to identify potential costs savings without sacrificing project deliverables. Three options have been put forward for Council’s considerations. Following a review of these options, Council passed the following motion:

MOVED BY Councillor Philippe Gaudet and SECONDED BY Deputy Warden Eric Pothier that the Council for the Municipality of the District of Clare award the tender for the Wentworth Lake Park Parking Lot and Trail Improvements to Deveau’s Dirtworks Ltd. in the amount of $222,150 plus HST, and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED

12.5 Motion to Increase Municipal Funding Contribution – Wentworth Lake Park Parking Lot and Trail Improvements
Please see context provided under item 12.4.

MOVED BY Councillor Danny Hill and SECONDED BY Councillor Nadine Comeau that the Council for the Municipality of the District of Clare increase its contribution towards the Wentworth Lake Park Trail Improvements Project from $71,155 to $88,355, and that these additional funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED

12.6 Motion to Increase Municipal Funding Contribution – New Fire Hall, Hectanooga Fire Department
The 2023-24 Capital Budget included $230,000 for a much-needed fire hall for the Hectanooga Fire Department. Following a public tendering process, the contract was awarded to Shep-Com Construction Ltd. in the amount of $203,222 plus HST. That said, a handful of small items were accidently omitted from the tender documents. Other items were treated as one-offs and tendered separately. Lastly, following the start of construction, the Municipality was advised that the existing roof needed to be replaced. When factoring in all these items, the total construction cost increased from $203,222 plus HST to $258,761 plus HST. This increase notwithstanding, the CAO still viewed this project as good value for money. Council agreed and passed the following motion:

MOVED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare increase its contribution towards the new fire hall for the Hectanooga Fire Department from $203,222 plus HST to $258,761 plus HST and that these additional funds be taken from the Municipality’s Canada Community-Building Fund Reserve.
MOTION CARRIED

12.7 Motion to Approve the Capital Investment Plan (CIP) 2023-2028
The CAO presented the Municipality’s proposed 5-year Capital Investment Plan (2023-2028) for Council’s review and consideration.

This annual document must be approved via motion of Council and submitted to the Province of Nova Scotia no later then September 1, 2023. The plan itself is subject to change should new project opportunities present themselves or if a decision is made to no longer move forward with a specific project. Council was supportive of the proposed plan and passed the following motion:

MOVED BY Councillor Philippe Gaudet and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare approve the Capital Investment Plan (CIP) 2023-2028 as presented.
MOTION CARRIED

12.8 Motion to Name a New Road – Socco Road
A request was made to name a new road. Of the 6 affected property owners, 4 responded to the Municipality’s notice by expressing their support for the proposed name. The 2 other property owners did not respond. The name itself is compliant with the Municipality’s Road Naming Policy. This being the case, Council made the following motion:

MOVED BY Councillor Danny Hill and SECONDED BY Deputy Warden Eric Pothier that the Council for the Municipality of the District of Clare approve the request to name the road shared by the PIDs (Property Identification Numbers) listed below, as follows:

In English: Socco Road
In French: chemin Socco

30356851

30356844

30356836

30269930

30040042

30040158

30381297

30381289

30381271

30381263

30343313

30020846

30020838

30020713

30020721

MOTION CARRIED

12.9 Motion to Award Tender – Demolition of 9125 and 9127 Highway 1 Meteghan River
After multiple failed attempts to communicate with the owners, including via registered mail, the properties at 9125 and 9127 have been slated for demolition. To this end, an invitational tender was issued to 3 contractors. Following a review of the bids, it is the recommendation of the CAO and staff that the tender be awarded to DX Excavating Ltd. in the amount of $7,920 plus HST. Council agreed and made the following motion:

MOVED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Nadine Comeau that the Council for the Municipality of the District of Clare award the tender for the demolition of 9125 and 9127 Highway 1, Meteghan River to DX Excavating Ltd. in the amount of $7,920 plus HST.
MOTION CARRIED

13) Closed Session

PROPOSED BY Councillor Nadine Comeau and SECONDED BY Councillor Danny Hill that Council proceed to an In-Camera Session.
MOTION CARRIED

Topics Discussed:
13.1 Contract Negotiations

PROPOSED BY Councillor Danny Hill and SECONDED BY Councillor Nadine Comeau that Council proceed to the Regular Council Meeting.
MOTION CARRIED

PROPOSED BY Councillor Danny Hill and SECONDED BY Deputy Warden Eric Pothier that Council for the Municipality of the District of Clare pass a temporary borrowing resolution with a request to borrow a sum not exceeding $7,000,000 for purposes of capital borrowing related to the Clare Health Centre expansion.
MOTION CARRIED

14) Date and time of the next Regular Council Meeting
The next Regular Council Meeting will be held on Wednesday, September 20, 2023, at 7:00 pm.

15) Adjournment
MOVED BY Councillor Nil Doucet to adjourn the meeting at 9:30 pm.

Submitted by:
Ashley Hanks
Executive Assistant