Municipality of the District of Clare
REGULAR COUNCIL MEETING
Wednesday, September 27, 2023, 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, Carl Deveau, Brian Comeau, and Nadine Comeau
Staff: CAO Stéphane Cyr, Executive Assistant, Ashley Hanks, Communications Officer, Anique Dugas, Director of Finance, Ginette Cheff
Presenters: Angélique LeBlanc and Gloria Banks, Grant Thornton LLP
ABSENT: Councillors Danny Hill 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
MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Nadine Comeau that the proposed agenda be approved as circulated.
MOTION CARRIED
3) Declaration of conflict of interest
None declared.
4) Presentations
4.1 2022-2023 Audited Financial Statements – Angélique LeBlanc and Gloria Banks, Grant Thornton LLP
Angélique LeBlanc of Grant Thornton presented the Audited Financial Statements for the 2022-2023 fiscal year (
See attached).
5) Adoption of the Minutes from Previous Council Meetings
5.1 July 19, 2023 – Regular Council Meeting
MOVED BY Councillor Nadine Comeau and SECONDED BY Councillor Carl Deveau that the minutes of the July 19, 2023, Regular Council Meeting be accepted as presented.
MOTION CARRIED
5.2 September 6, 2023 – Council in Committee Meeting
MOVED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Nil Doucet that the minutes of the September 6, 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
July 30 – Attended the Festival acadien de Clare parade.
August 2 – Hosted a tourism delegation from Louisiana to discuss, among other things, the links between our two communities and the CMA 2024.
August 3 – Attended an evening organized by the Clare Health Foundation to recognize and thank the sponsors of the annual golf tournament. Here, I had the opportunity to address those in attendance and underline the good collaboration between the Foundation, the Municipality de Clare, and the Clare Health Centre.
August 3 – Attended the wine and cheese evening organized by the Festival acadien de Clare and the Chambre de commerce de Clare.
August 21 – Attended a special meeting of the CDÉNÉ to discuss the recruitment of a new executive director.
August 24 – Attended a meeting of the WREN.
August 25 – Attended a meeting of the CDÉNÉ Board of Directors.
August 29 – Attended the regular meeting of the Villa Acadienne (at the new site).
August 30 – Attended a meeting with the Consul General of France and representatives of the Société Nationale de l'Acadie to explore opportunities for collaboration.
September 6 – Attended a meeting of the WREN’s Liaison and Oversight Committee.
September 10 – Attended the start of the Gran Fondo Baie Sainte-Marie.
September 12 – Attended a special meeting of the Board of Governors of Université Sainte-Anne.
September 21 – Attended the Audit Committee meeting to review the Municipality's financial statements for the fiscal year ending March 31, 2023.
September 22 – Attended an Executive Committee meeting for the CDÉNÉ.
September 23 – Attended a regular meeting of the Board of Governors of Université Sainte-Anne.
September 26 – Attended the regular meeting of the Villa Acadienne.
September 27 – Attended a meeting with representatives from IRCC and CDÉNÉ to discuss issues related to economic immigration in our region.
8) Official Statements from Members of Council
None.
9) Correspondence
9.1 The Honourable Tory Rushton – Minister, Natural Resources and Renewables
The CAO read a letter from the Honourable Tory Rushton, Minister of Natural Resources and Renewables. (See attached)
9.2 Cody Gray – President and CEO, Louisiana’s Cajun Bayou Tourism
The CAO read a letter from Cody Gray, President and CEO of Louisiana’s Cajun Bayou Tourism. (See attached)
9.3 The Honourable John Lohr – Minister, Municipal Affairs and Housing
The CAO read a letter from the Honourable John Lohr, Minister of Municipal Affairs and Housing. (See attached)
9.4 The Honourable John Lohr – Minister, Municipal Affairs and Housing
The CAO read a letter from the Honourable John Lohr, Minister of Municipal Affairs and Housing. (See attached)
9.5 Erika Rolston – Project Lead, Turning the Tide
The CAO read a letter from Erika Rolston, Project Lead for Turning the Tide. (See attached)
9.6 Jean Gauvin – Clare Columbus Club
The CAO read a letter from Jean Gauvin of the Clare Columbus Club. (See attached)
Mr. Gauvin’s request was previously turned down by staff. The CAO is recommending Council follow suit. Council agreed. A letter will be sent to Mr. Gauvin to inform him of Council’s decision.
10) CAO Report – Chief Administrative Officer – Stéphane Cyr
The CAO presented his report for the months of August and September. (See attached)
11) Committee Reports
11.1 Building Permits Report – Councillor Nil Doucet
Councillor Nil Doucet read the building permits report for the months of July and August.
July 2023
|
Year |
Permits |
Construction Value |
Year to Date |
|
2022 |
25 |
$ 1,691,480 |
$ 10,492,300 |
|
2023 |
24 |
$ 715,000 |
$ 14,061,270 |
August 2023
|
Year |
Permits |
Construction Value |
Year to Date |
|
2022 |
39 |
$ 2,498,280 |
$ 12,985,580 |
|
2023 |
26 |
$ 1,122,220 |
$ 15,183,490 |
11.2 Audit Committee – Councillor Brian Comeau
The Audit Committee met with the auditors (Grant Thornton) on September 21, 2023, to review the Municipality’s 2022-2023 Audited Financial Statements. During this meeting, the auditors highlighted the Municipality’s sound financial position as well as the cooperation they received from both management and staff throughout their audit engagement. The auditors once again gave the Municipality a clean audit opinion. In light of this opinion, the Audit Committee is making the following two recommendations for Council’s consideration:
- That the annual operating surplus of $675,080 for the 2022-2023 fiscal year be transferred from the Operating Fund to the Operating Reserve.
- That the Municipality of the District of Clare approve the 2022-2023 Audited Financial Statements for the Municipality of the District of Clare, as prepared by Grant Thornton.
11.3 Police Advisory Board – Councillor Brian Comeau
- The Police Advisory Board met on September 25, 2023, with Sergeant Jeff LeBlanc and Corporal Vincent Lacroix.
- Meteghan Detachment has a compliment of 7 members. Staff levels are currently at 5 members, plus 1 member on maternity leave until March 2024 and 1 vacancy. New member – Constable Gabriel Morel - starting in October 2023, contingent on successful completion of training. Fluently bilingual.
- The home invasion in Concession is still being investigated. Things are progressing on a positive note with some recent activity, as a results of forensic evidence results being received from the lab. The RCMP remains in contact with the family of the deceased.
- The RCMP is involved in meetings with DFO, commercial fishers, and indigenous fishers. The goal is to avoid civil unrest and maintain public safety. A team comprised of local RCMP resources is ready and on standby to deal with incidents as they arise (i.e., confrontation on Saulnierville Wharf). As for DFO, they have brought in a lot more resources and have been much more present over the past week.
- Speeding in Salmon River was raised as an issue. Sergeant LeBlanc will advise Traffic Services to monitor the area in question in an effort to appease resident concerns. The Board discussed the possibility of purchasing an electronic speed monitoring sign. The sign records valuable data in terms of both speed and traffic flow. The purchase price is $3,700 plus tax and would have to be purchased by the Municipality. RCMP cannot purchase the sign. Sergeant LeBlanc would welcome having such a sign at his disposal and sees it as a valuable deterrent to speeding. The CAO will report back to Council on this issue.
- Sergeant LeBlanc confirmed that when children are present, the speed limit in school zones drops to 50 km/h. If the posted speed limit is already 50 km/h, the speed limit drops to 30 km/h. This is not limited to only school hours, applies 24/7 when children are present.
- The RCMP is aware of the allegations being made by Université Sainte-Anne students. Between 2015 and 2019, no cases were reported to the RCMP. Since 2020, four cases have been reported. RCMP is asking individuals who have been victimized to please come forward. In these circumstances, the victim is in control. The RCMP does not have to proceed if the victim doesn’t wish to do so. RCMP will be hosting a public talk with US-A students focusing on “consent”, “how to report an incident”, and “what to expect in an investigation”.
- Quick Statistics from May to September 2023
- Speeding – 110 violations
- Impaired driving – 5 (all alcohol). More cases are pending.
- Motor Vehicle Collisions (including ATV’s) – 25
- Checkpoints - 20
12) New Business
12.1 Motion to Transfer from the Operating Fund to the Operating Reserve
MOVED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Brian Comeau that the Council for the Municipality of the District of Clare transfer the annual operating surplus of $675,080 for the 2022-2023 fiscal year from the Operating Fund to the Operating Reserve.
MOTION CARRIED
12.2 Motion to Approve the 2022-2023 Audited Financial Statements
MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Nil Doucet that the Council for the Municipality of the District of Clare approve the 2022-2023 audited financial statements for the Municipality of the District of Clare, as prepared by Grant Thornton LLP.
MOTION CARRIED
12.3 Motion to Award Tender – Supply and Installation of Heat Pumps at Cultural Hub
At present, the Cultural Hub is heated using electric baseboard heaters. The proposed switch to heat pumps is considered more environmentally friendly, more cost effective, and is a much-needed improvement in terms of tenant comfort (i.e., availability of air conditioning).
Despite the tender being advertised throughout our traditional channels, Acadian Refrigeration Ltd. (out of Comeauville) was the sole bidder. The tender asked the bidders to break down their bids between the first and second floor, knowing that this is an older building and that each floor may require its own solution.
A total of $30,000 in gas tax was included in this year’s capital budget for this project, based on the report received from NS Efficiency. Unfortunately, the report from NS Efficiency didn’t take into account the fact that the building doesn’t have any heating ducts. That said, the bid from Acadian Refrigeration came in as follows:
- $16,398 for the first floor - 4 mini-splits, more efficient that the current baseboard heaters, no need for ductwork or fire dampers
- $38,301 for second floor – large commercial unit in the attic with ductwork to CIFA and EMO, unit contains backup electric heater which will allow for the removal of some baseboard heaters (if not all) on the second floor.
The combined total for these two floors is $54,699. However, NS Efficiency has confirmed that the Municipality is pre-approved for a rebate of $14,224, bringing the net amount payable for this project to $40,475. HST is not a factor as the Municipality receives a 100% rebate in this case.
As such, the CAO recommended Council move forward and accept the bid from Acadian Refrigeration Ltd. The Municipality has the funds available under gas tax and doing so now would allow it to wrap up this small project in its entirety this fiscal, rather than spread it out over 2 (or more) years – risking further price increases and/or tenant displeasure. Council agreed and made the following motion:
MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Nadine Comeau that the Council for the Municipality of the District of Clare accept the proposal from Acadian Refrigeration Ltd. for the supply and installation of heat pumps at the Cultural Hub, in the amount of $54,699 plus HST, and that these funds be taken from the Municipality’s Canada Community-Building Fund Reserve.
MOTION CARRIED
12.4 Motion to Accept Proposal – Project Management Services, Sunset Road Sewer Extension
As part of its funding contribution towards this project, Infrastructure Canada requires the Municipality hire a third-party project manager. This is a standard clause which applies to all successful funding recipients. That said, the Municipality issued a tender for project management services which closed on August 25, 2023. A total of 7 bids were received. Following a review of the bids, the CAO recommended that Council accept the bid from Grey Cardinal Management Inc. in the amount of $31,524 plus HST. Council agreed and made the following motion:
MOVED BY Councillor Nadine Comeau and SECONDED BY Deputy Warden Eric Pothier that the Council for the Municipality of the District of Clare accept the proposal from Grey Cardinal Management Inc. for project management services for the Sunset Road sewer extension, in the amount of $31,524 plus HST, and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED
12.5 Motion to Accept Proposal – Engineering Services, Sunset Road Sewer Extension
Engineering services are required for the Sunset Road Sewer Extension. Given their previous knowledge of the project, including the preparation of preliminary design plans, the CAO is recommending Council accept the proposal from EXP in the amount of $80,000 plus HST. 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 accept the proposal from EXP for engineering services for the Sunset Road sewer extension, in the amount of $80,000 plus HST, and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED
12.6 Motion to Write a Letter of Support - Société Nationale de l’Acadie
On August 30, 2023, the Warden and CAO met with the Consul General of France and representatives from la Société Nationale de l’Acadie (SNA). During this meeting, the SNA raised the recent decision by Canadian Heritage to discontinue its funding support for la Fête Nationale de l’Acadie. Traditionally, the SNA received $500,000 from Canadian Heritage for this celebration, a portion of which (roughly 50%) was used to fund a signature event, with the remainder distributed to individual Acadian communities to help fund their own events / celebrations. The SNA is quite vocal in its objection to this decision and has asked for a letter from Council in support of its efforts to have this funding reinstated. Council agreed with this request and made the following motion:
MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Nil Doucet that the Council for the Municipality of the District of Clare send a letter to the Minister of Canadian Heritage requesting it permanently reinstate the Celebrate Canada Fund ($500,000) in support of National Acadian Day and Acadian events across the country.
MOTION CARRIED
12.7 Motion to Approve Municipal Tax Write-Off – PID 30039101
PID 30039101 had two houses on it. The smaller of the two has recently been demolished and the larger house is being sold. In order to properly update the tax account in preparation for the new buyers, the sellers are asking Council to write off the outstanding amount related to the smaller house, as it was added to the account post demolition. Council agreed and made the following motion:
MOVED BY Councillor Nil Doucet and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare write off $434.73 in taxes for PID 30039101.
MOTION CARRIED
12.8 Motion to Approve Funding Request – Bangor Mill Museum
MOVED BY Councillor Brian Comeau and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare award an additional $10,000 to the Bangor Development Commission for needed repairs to the dam and that these funds be taken from the Municipality’s 2023-24 Grant to Organizations funding.
MOTION CARRIED
12.9 Motion to Accept Proposal – Heat Pump, Council Chambers
The old AV equipment in the Council chambers had to be replaced due to the room having little to no air circulation and overheating the system. In order to avoid this same situation with the new AV system, the Municipality’s supplier strongly recommended the installation of a heat pump to better regulate temperature and air flow. Cost estimates were requested from local providers with only one company, Acadian Refrigeration Ltd., providing a quote. Whereas the heat pump is necessary in protecting the Municipality’s sizeable investment in new AV equipment, the CAO recommended accepting the quote from Acadian Refrigeration Ltd. in the amount of $4,982 plus HST. Council agreed and made the following motion:
MOVED BY Councillor Nadine Comeau and SECONDED BY Councillor Brian Comeau that the Council for the Municipality of the District of Clare accept the proposal from Acadian Refrigeration Ltd. for the supply and installation of a heat pump in the Council Chambers, in the amount of $4,982 plus HST, and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED
12.10 Motion to Accept Proposal – Videography for Gran-Fondo Baie Sainte-Marie
An RFP was issued for videography services for the Gran-Fondo Baie Sainte-Marie. A total of ten bids were received. After careful review of the bids, it is the recommendation of both staff and the CAO that Council accept the proposal from Ghostjunk Studios in the amount of $6,000 plus HST. Council agreed and made the following motion:
MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Nadine Comeau that the Council for the Municipality of the District of Clare accept the proposal from Ghostjunk Studios for videography for the 2023 Gran Fondo Baie Sainte Marie, in the amount of $6,000 plus HST.
MOTION CARRIED
12.11 Motion to Accept Proposal – Research for Interpretive Panels
An RFP was issued to conduct research which will inform the content of 40 interpretive panels, as part of the Clare & Argyle Acadian Tourism Development Project. The budget for this research and content development piece is $15,000. Denise Saulnier Design submitted the only proposal in response to this RFP, in the amount of $14,750 plus HST. Following a review of the bid, it is the recommendation of both staff and the CAO that Council accept the proposal from Denise Saulnier Design, subject to confirmation of project funding. Council agreed and made the following motion:
MOVED BY Councillor Nil Doucet and SECONDED BY Deputy Warden Eric Pothier that the Council for the Municipality of the District of Clare accept the proposal from Denise Saulnier Designs for the research of interpretative panels, as part of the Clare & Argyle Acadian Tourism Development Project, in the amount of $14,750 plus HST.
MOTION CARRIED
12.12 Motion to Accept Proposal – Design of Interpretive Panels
An RFP was issued for the design of 40 interpretive panels, as part of the Clare & Argyle Acadian Tourism Development Project. The budget for this design work is $40,000. A total of seven bids were received. After careful review of the bids, it is the recommendation of both staff and the CAO that Council accept the proposal from Chris Abbott in the amount of $36,859, subject to confirmation of project funding. Council agreed and made 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 accept the proposal from Chris Abbott for the design of interpretative panels, as part of the Clare & Argyle Acadian Tourism Development Project, in the amount of $36,859.
MOTION CARRIED
12.13 Motion to Accept Proposal – Filming and Production of Video Vignettes
An RFP was issued for the filming and production of 40 video vignettes, as part of the Clare & Argyle Acadian Tourism Development Project. The budget for this design work is $41,000. A total of 18 bids were received. After careful review of the bids, it is the recommendation of both staff and the CAO that Council accept the proposal from Greenlight Studios Ltd. in the amount of $32,000 plus HST, subject to confirmation of project funding. Council agreed and made the following motion:
MOVED BY Councillor Nadine Comeau and SECONDED BY Deputy Warden Eric Pothier that the Council for the Municipality of the District of Clare accept the proposal from Greenlight Studios Ltd. for filming and production of video vignettes, as part of the Clare & Argyle Acadian Tourism Development Project, in the amount of $32,000 plus HST.
MOTION CARRIED
12.14 Motion to Award Tender – Biosolid Disposal, Meteghan Wastewater Treatment Plant
The Wastewater Treatment Plant in Meteghan uses geotubes as part of its treatment system. Once the geotubes are full, they are transported to the municipal transfer station and the contents are land applied. To this end, a tender was issued for biosolid disposal. A total of three bids were received. Following a review of the bids, it is the recommendation of both the CAO and the Public Works Supervisor that Council accept the bid from Spec Resources Inc. in the amount of $5,100 plus HST. Council agreed and made the following motion:
MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Nil Doucet that the Council for the Municipality of the District of Clare accept the proposal from Spec Resources Inc. for the disposal of biosolids, in the amount of $5,100 plus HST.
MOTION CARRIED
12.15 Motion to Write a Letter of Support – Clare Bluegrass Association
The Clare Bluegrass Association is applying to the New Horizons for Seniors Program for funding to purchase new portable toilets and a six-person golf cart to transport individuals with mobility issues. As part of its application, the Association is requesting a letter of support from the Municipality. As evidenced by the support previously granted the organization, Council is very supportive of the Clare Bluegrass Association and made the following motion:
MOVED BY Councillor Nadine Comeau and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare send a letter to the Clare Bluegrass Association in support of their application to the New Horizons for Seniors Program.
MOTION CARRIED
12.16 Motion to Reallocate Funding – La Boule Acadienne
Boule acadienne was awarded $1,529 for maintenance to the bocce ball court in Belliveau Cove. However, rather than use these funds, the club was able to complete the necessary work via donations and in-kind contributions. That being the case, Boule acadienne is requesting Council reallocate the $1,529 in funding to allow the club to purchase equipment (i.e., 10 kits) that can be used to play bocce ball indoors (i.e., in school gymnasiums, community centres, etc.), thus extending the season and fostering greater interest in the sport. Council was supportive of the proposed reallocation of funds and made the following motion:
MOVED BY Councillor Nil Doucet and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare allow the Club de petanque – La boule acadienne to reallocate the previously granted $1,529 in municipal funding towards the purchase of indoor bocce ball equipment.
MOTION CARRIED
12.17 Motion to Write a Letter to the Honourable Tory Rushton – Smuggler’s Cove Provincial Park
Following the decision of the Department of Natural Resources and Renewables to not replace the stairs descending to the beach, coupled with the lack of planned upgrades to the park in the foreseeable future, the CAO recommended the Municipality query the Province as to their interest in a possible divestiture. 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 send a letter to the Honourable Tory Rushton, Minister of Natural Resources and Renewables, respectfully requesting the divestiture of the Smugglers Cove Provincial Park from the Province of NS to the Municipality of Clare.
MOTION CARRIED
12.18 Motion to Approve Sponsorship Request – La Fédération Acadienne de la Nouvelle-Écosse
The CAO received an email from the Fédération Acadienne de la Nouvelle-Écosse asking the Municipality to support its Équipe Acadie initiative and proposed networking event. The FANE is a valued municipal partner, and the CAO sees much value in this event. Council agreed and made the following motion:
MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Nadine Comeau that the Council for the Municipality of the District of Clare approve the sponsorship request from la Fédération Acadienne de la Nouvelle-Écosse in the amount of $2,000, in support of Équipe Acadie’s networking event.
MOTION CARRIED
13) Closed Session
PROPOSED BY Councillor Nil Doucet and SECONDED BY Councillor Nadine Comeau that Council proceed to an In-Camera Session.
MOTION CARRIED
Topics Discussed:
13.1 Contract Negotiations
13.2 Personnel Matters
PROPOSED BY Councillor Nil Doucet and SECONDED BY Councillor Nadine Comeau that Council proceed to the Regular Council Meeting.
MOTION CARRIED
14) Date and time of the next Regular Council Meeting
The next Regular Council Meeting will be held on Wednesday, October 18, 2023, at 7:00 pm.
15) Adjournment
MOVED BY Councillor Nil Doucet to adjourn the meeting at 9:25 pm.
Submitted by:
Ashley Hanks
Executive Assistant