Municipality of the District of Clare
REGULAR COUNCIL MEETING
Wednesday, May 15, 2024, at 7:00 pm
Meeting held at 1185 Highway 1, Little Brook, NS

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

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

2)  Adoption of the Agenda
The CAO asked that the following item be added to the agenda:

• 13.1 – Contract Negotiations

MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Danny Hill that the proposed agenda be approved with the above noted addition.
MOTION CARRIED          

3) Declaration of Conflict of Interest
None.

4) Presentations
None.

5) Adoption of the Minutes from Previous Council Meetings
5.1 April 17, 2024 – Regular Council Meeting

MOVED BY Councillor Danny Hill and SECONDED BY Councillor Carl Deveau that the minutes of the April 17, 2024, Regular Council Meeting be accepted as presented.
MOTION CARRIED

5.2 May 1, 2024 – Council-In-Committee Meeting

MOVED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Danny Hill that the minutes of the May 1, 2024, 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
April 24 - Attended a tour of the Clare Health Centre with MLA Ronnie LeBlanc and members of the Liberal caucus.

April 24 - Attended a networking session with MLA Ronnie LeBlanc, members of the Liberal caucus, and members of Council.

April 25 - Participated in an interview with Le Téléjournal Acadie (Radio-Canada) to discuss the expansion of the Clare Health Centre, the CMA 2024, and other ongoing municipal projects.

May 8-9 - Attended the NSFM's annual spring conference.

May 10 - Attended a meeting of the Board of Governors of Université Sainte-Anne.

May 10 - Attended a gathering to celebrate the retirement of Allister Surette, who served as President and Vice-Chancellor of Université Sainte-Anne since 2011 and as Vice-President, Development and Partnerships from 2003 to 2011.

8) Official Statements from Members of Council
Councillor Nil Doucet congratulated Jean LeBlanc, owner of Chez Jean Dairy Twirl, on his well-deserved retirement.

Chez Jean Dairy Twirl closed its doors on May 13, 2024, after 35 years of operation. At one point, Chez Jean Dairy Twirl remained open for 11,111 consecutive days, from April 17, 1989, to September 19, 2019; a true testament to Mr. LeBlanc and his many employees over the years.

In recognition of this and many other remarkable achievements, Councillor Nil Doucet asked that Council send a congratulatory letter to Mr. LeBlanc recognizing his many years of service to the community and his well-deserved retirement. Council agreed and passed the following motion:

MOVED BY Councillor Nil Doucet and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare write a letter to Jean LeBlanc (Chez Jean Dairy Twirl) for his many years of service and dedication to the community, and wishing him a wonderful, well-deserved retirement.
MOTION CARRIED

Councillor Brian Comeau congratulated Kenneth Deveau on his recent appointment as President of Université Sainte-Anne and asked that a letter to this effect be sent to Mr. Deveau from Council. Council agreed and passed the following motion:

MOVED BY Councillor Brian Comeau and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare write a congratulatory letter to Kenneth Deveau in recognition of his recent appointment as President of Université Sainte-Anne.
MOTION CARRIED

Deputy Warden Eric Pothier recognized Allister Surette for his many accomplishments and contributions to the community during his term as President of Université Sainte-Anne and asked that a letter to this effect be sent to Mr. Surette from Council. Council agreed and passed the following motion:

MOVED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Brian Comeau that the Council for the Municipality of the District of Clare write a letter to Allister Surette, in recognition of his many accomplishments and contributions to the community during his term as President of Université Sainte-Anne.
MOTION CARRIED

9) Correspondence
9.1 Haylee Crichton – Executive Director, Public Safety and Security Division, Nova Scotia Department of Justice
The CAO read a letter from Haylee Crichton, Executive Director, Public Safety and Security Division, Nova Scotia Department of Justice. (See attached)

9.2 The Honourable Tim Halman, MLA – Minister of Environment and Climate Change
The CAO read a letter from the Honourable Tim Halman, Minister of Environment and Climate Change. (See attached)

9.3 Pierre Potvin – Vice-President Taxation, BCE & Bell Canada
The CAO read a letter from Pierre Potvin, Vice-President Taxation, BCE & Bell Canada. (See attached)

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

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

April 2024

Year	Permits	Construction Value	Year to Date
2023	64	$ 1,634,020	$ 9,862,010
2024	53	$ 1,203,880	$ 3,859,460

11.2 Waste Check – Councillor Carl Deveau
The Waste Check Annual General Meeting was held on May 14, 2024, followed by a regular board meeting.  

The phasing out of opaque (black) garbage bags has greatly increased the number of incoming calls to the Waste Check office. To date, over 700 calls have been received on this matter.

As of June 1^st, 2024, electronics will no longer be picked up by curbside waste collection services.  Instead, residents are asked to dispose of their electronics at the Enviro Depot in Meteghan.

Extended Producer Responsibilities (EPR) will be implemented next year. EPR will shift the financial obligation of collecting, sorting, and processing curbside recyclables to producers and away from municipal governments and taxpayers. In doing so, municipalities across Nova Scotia are expected to save up to $25M collectively.

12)  New Business
12.1 Motion to Accept Proposal – Fire Service 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:

MOVED BY Councillor Danny Hill and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare accept 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

12.2 Motion to Approve 2024-2025 Volunteer Fire Department Capital Funding Expenditures
The CAO presented the proposed 2024-2025 capital funding allocations for each of the seven fire departments within the Municipality (see attached). The total amount available this year for equipment, as generated by the uniform $0.05 area rate, is $180,839. Council agreed with the proposed distribution of funds and made the following motion:

MOVED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Brian Comeau that the Council for the Municipality of the District of Clare approve the proposed 2024-2025 Volunteer Fire Department Capital Funding Expenditures as presented.
MOTION CARRIED

12.3 Motion to Award Tender – 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 the 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:

MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare award 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

12.4 Motion to Award Tender – 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 the Council award the tender to Clare Dodge Chrysler Ltd. in the amount of $52,624 plus HST. Council agreed and made the following motion:

MOVED BY Councillor Danny Hill and SECONDED BY Councillor Nil Doucet that the Council for the Municipality of the District of Clare award 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

12.5 Motion to Approve Municipal 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:

MOVED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare write-off $886.65 in municipal property taxes for Assessment Account Number: 02491303.
MOTION CARRIED

12.6 Motion to Approve 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:

MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Danny Hill 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

12.7 Motion to Rescind Motion from February 21, 2024 – E-voting Services Contract
In preparation for the October 2024 municipal election, a motion was passed on February 21, 2024, to award the E-voting Services Contract to Scytl Canada Inc. Shortly thereafter, the Municipality was advised that the parent company of Scytl Canada Inc. had declared bankruptcy, effectively terminating the contract. In light of this unforeseen event, the CAO is recommending that the February 21, 2024, motion be rescinded. Council agreed and passed the following motion:

MOVED BY Councillor Danny Hill and SECONDED BY Councillor Nil Doucet that the Council for the Municipality of the District of Clare rescind the motion from February 21, 2024, accepting the proposal from Scytl Canada Inc. to provide e-voting services for the 2024 Municipal and School Board Elections for the Municipality of the District of Clare, in the amount of $27,510 plus HST.
MOTION CARRIED

12.8 Motion to Accept Proposal – E-voting Services Contract
In light of the aforementioned bankruptcy, a new tendering process was launched to award the Municipality’s E-voting Services Contract. Following discussions with multiple service providers and other municipal units, the CAO is recommending the tender be awarded to Intelivote Systems Inc in the amount of $19,250 plus HST.  Council agreed and made the following motion:

MOVED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Brian Comeau that the Council for the Municipality of the District of Clare accept the proposal from Intelivote Systems Inc. to provide e-voting services for the 2024 Municipal and School Board Elections for the Municipality of the District of Clare, in the amount of $19,250 plus HST.
MOTION CARRIED

12.9 Dangerous and Unsightly – PID 30275945
Councillor Carl Deveau received dangerous and unsightly complaints regarding the building located at 703 Saulnierville Road, Saulnierville Station (PID 30275945). More specifically, the building is believed to be infested with rodents which are now spreading to neighboring properties. In light of these complaints, the issue will be referred to the Municipality’s By-law Enforcement Officer.

13) Closed Session

PROPOSED BY Councillor Nil Doucet and SECONDED BY Councillor Carl Deveau that Council proceed to closed session.
MOTION CARRIED

Topics Discussed:
13.1 Contract Negotiations

PROPOSED BY Councillor Nil Doucet and SECONDED BY Councillor Carl Deveau that Council proceed to the Regular Council Meeting.
MOTION CARRIED

MOVED BY Councillor Danny Hill and SECONDED BY Councillor Brian Comeau that the Council for the Municipality of the District of Clare contribute up to $15,000 to the Havelock Fire Department to aid with pressing renovations to the firehall, in order to accommodate the pending arrival of the department’s new fire truck.
MOTION CARRIED

14) Date and Time of the next Regular Council Meeting
Wednesday, June 19, 2024, at 7:00 pm.

15) Adjournment
MOVED BY Councillor Nil Doucet to adjourn the meeting at 8:42 pm.

Submitted by:
Aimélie Comeau
Executive Assistant