Latest Council Minutes

Municipality of the District of Clare
REGULAR COUNCIL MEETING
Wednesday, January 15, 2019 at 7:00 pm

PRESENT: Council: Warden Ronnie LeBlanc, Deputy Warden Nil Doucet; Councillors, Hector Thibault, Carl Deveau, Danny Hill, Brian Comeau, Eric Pothier and Yvon LeBlanc
Staff: CAO Stéphane Cyr, Communications Officer, Amy Paradis, and Executive Assistant, Ashley Hanks
Presenters:

ABSENT:

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

2) (a) Approval of the Agenda
Warden Ronnie LeBlanc asked that the following items be added to the agenda:

  • • 8.2 Letter – Alia Yassin-Saied, NDP Caucus Coordinator
    • 12.2 Rural Internet

MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Danny Hill 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.
None declared

3) Presentations
3.1 NSFM Long Service Awards
Warden Ronnie LeBlanc presented the NSFM Long Service Awards.

“Every year, the Nova Scotia Federation of Municipalities (NSFM) presents long service awards to councillors province-wide who have devoted their time and knowledge to municipal government for a milestone number of years.

In 2019, three councillors from the Municipality of Clare received long service awards from the NSFM. This evening, it is my honour to present them on behalf of the NSFM and the Municipality of the District of Clare.

I would like to congratulate the following councillors:

From District 1: Deputy Warden Nil Doucet for his 15 years of service;
From District 2: Councillor Danny Hill for his 15 years of service;
From District 5: Councillor Brian Comeau for his 15 years of service.”

Deputy Warden Doucet thanked past and present Councils, stating that although much has been accomplished in the past 15 years, more work remains.

Councillor Danny Hill thanked the residents of District 2 for their confidence and trust in him over the last 15 years.

Councillor Brian Comeau thanked the residents of his district and the Municipality at large, stating that it indeed his honour to serve as a municipal councillor for the Municipality of Clare.

4)Adoption of the Minutes from Previous Council Meetings

4.1 December 18, 2019 – Regular Council Meeting

MOVED BY Councillor Danny Hill and SECONDED BY Councillor Yvon LeBlanc that the minutes of December 18, 2019 be accepted as circulated.
MOTION CARRIED

4.2 January 8, 2020 – Council-In-Committee Meeting

MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Yvon LeBlanc that the minutes of January 8, 2020 be accepted as circulated.
MOTION CARRIED

5) Business Arising from Previous Meetings
None.

6) Warden’s Activity Report – Warden Ronnie LeBlanc
The Warden provided a summary of the meetings and events the he attended since the last Council meeting.

January 2 – Attended a Christmas supper at the Cuisine Robicheau with four medical students, doctors from the Clare Health Centre, and members of the Doctor Recruitment Committee as part of the Municipality’s ongoing doctor recruitment efforts.

January 7 – Attended a meeting with Jeff Nickerson and representatives of Cook Aquaculture to discuss their operations in South West Nova Scotia.

January 9 – Attended a meeting of the Clare Community Health Board to discuss challenges faced by the Municipality and possible opportunities for collaboration.

January 11 – Attended the Little Brook Firefighters banquet.

7) Official Statements from Members of Council
Councillor Danny Hill requested Council send a letter to André LeBlanc in recognition of his retirement from the volunteer fire service after 40 years of service to his community. Council agreed and thanked Mr. LeBlanc for his service.

Councillor Eric Pothier would like to congratulate Kathleen and Gerald Maillet of Meteghan Station on their 60th wedding anniversary which they celebrated on December 28, 2019. Council will send them a congratulatory certificate.

8) Correspondence
8.1 Letter – Chris Frotten, CAO, Municipality of Barrington
The CAO read a letter from Chris Frotten, CAO of the Municipality of Barrington. (See attached)

Council agreed unanimously to send a letter of support to the Municipality of Barrington as requested given the ongoing challenges faced by the Municipality’s volunteer fire service in recruiting new members.

8.2 Letter – Alia Yassin-Saied, NDP Caucus Coordinator
The CAO read a letter from Alia Yassin-Saied, NDP Caucus Coordinator. (See attached)

The CAO will contact the NDP Caucus Coordinator to extend an invitation to NDP Leader Gary Burrill to an upcoming Council meeting.

9) CAO Report – Chief Administrative Officer - Stéphane Cyr
The CAO presented his report for the month of January 2020. (See attached)

10) Committee Reports
10.1 Building Permits Report – Councillor Danny Hill
Councillor Danny Hill read the building permit report for the month of December.

December 2019
Year         Permits     Construction Value       Year to Date
2018        6                 $ 313,000                        $ 10,561,579
2019        9                 $ 1,619,100                     $ 10,113,635

10.2 Police Advisory Board – Deputy Warden Nil Doucet
The Police Advisory Board met on January 6, 2020. Sgt. Daniel Gaudet presented his report and introduced Cpl. Jeff LeBlanc. Cpl. LeBlanc is originally from Wedgeport.

The following statistics are taken from Sgt. Gaudet’s report, for the period of September 1, 2019 to December 31, 2019:

Break and Entre (Business) – 1
Break and Entre (Other) – 1
Break and Entre (Residences) – 4
Impaired Driving – 20 total, 6 charged and 14 with insufficient evidence
Assaults – 16, 3 charged and 13 with insufficient evidence

Common Police Activities
CSO Checks (House Arrest Checks) – 101
911 Act – 18
Check Stops – 34
Mental Health Act – 23
Suspicious Persons with Vehicles - 6
Wellbeing Checks – 6
Off-road Vehicle Act – 2

Traffic Offences
Speeding – 30
Other Moving Traffic – 13
Other Non-moving Traffic – 34

When compared to similar communities in the province, the numbers for the Municipality of Clare are thankfully low.

11) New Business
11.1 Motion to Award a Grant – École secondaire de Clare
On February 20, 2019, Council awarded a grant to the École secondaire de Clare (ESDC) in the amount of $1,500 to help with the purchase of a $6,000 Badminton Training System (BK Knight Trainer Pro). The Badminton Training System was ordered in March of 2019. Unfortunately, the System was placed on backorder and only delivered in December 2019. Furthermore, the price of the equipment was roughly $1,000 more than expected. The delay in receiving the equipment meant the previously approved funds were never spent in 2019-2020 as intended and thus returned to the municipal reserves. Whereas this circumstance was in no way caused by the proponent, the CAO is recommending Council honor its previous commitment and revise its earlier motion to allow a pro-rated increase to its funding contribution in light of the higher than expected cost of the System.

MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Yvon LeBlanc that the Municipality of the District of Clare award a grant of 25% of the purchase price of a Badminton Training System (BK Knight Trainer Pro), up to a maximum of $1,750, to l’École secondaire de Clare.
MOTION CARRIED

11.2 Motion to Award Request for Proposal – External Auditing Services
A Request for Proposals for External Auditing Services for the next five fiscal years was issued on December 6, 2019 and closed on January 3, 2020. Grant Thornton LLP was the only firm to submit a proposal. Grant Thornton is the Municipality’s current auditor. Both the CAO and staff are very pleased with the quality of service received to date. The bid amount over the next five years closely mirrors what the Municipality is currently paying and in the CAO’s opinion, represents good value for money. As such, it is the recommendation of both the CAO and staff that Council accept the proposal submitted by Grant Thornton LLP.

MOVED BY Councillor Brian Comeau and SECONDED BY Councillor Hector Thibault that the Municipality of the District of Clare accept the proposal submitted by Grant Thornton LLP in response to the External Auditing Services Request for Proposal, in the following amounts for each of the next five fiscal years:

  • $25,000 plus HST for the 2019-2020 fiscal year;
  • $25,500 plus HST for the 2020-2021 fiscal year;
  • $25,500 plus HST for the 2021-2022 fiscal year;
  • $26,000 plus HST for the 2022-2023 fiscal year;
  • $26,000 plus HST for the 2023-2024 fiscal year. 

    MOTION CARRIED

11.3 Motion to Award Submission – Capacity Assessment of the Wastewater Treatment Plants
A capacity assessment of the wastewater treatment plant in Meteghan was included in the 2018-19 budget in light of expected pressures on the system stemming from the construction of the new home for special care to replace the Villa Acadienne. Due to competing priorities that year, the assessment was never completed. Since then, the Municipality has been contacted by provincial engineers as to the plant’s capacity given the pending construction of the new elementary school by 2021.

In an effort to be proactive, staff has contacted EXP regarding the cost of such a study and the necessary timeline for completion. EXP was chosen given their recent work for the Municipality and their familiarity with our systems. They have responded with a quote of $9,850 plus HST. This is very much an enabling piece which both the CAO and staff believe to be good value for money.

MOVED BY Councillor Eric Pothier and SECONDED BY Councillor Danny Hill that the Municipality of the District of Clare accept the proposal submitted by EXP for the Meteghan and Belliveau Cove Wastewater Treatment Plant Assessments in the amount of $9,850 plus HST.
MOTION CARRIED

11.4 Motion to Name Road – Patrice Lake Road
The residents of Patrice Lake are requesting their private road be named as follows:

In English: Patrice Lake Road
In French: chemin du Lac Patrice

The request is compliant with the Municipality’s Road Naming Policy in that the chosen name is bilingual and has approval from 66.6% or more of those property owners whose land abuts the road in question. In this particular case, support for the proposed name was received from three of the four (75%) affected property owners. The fourth property owner has not responded to the letter issued by the Municipality.

MOVED BY Councillor Danny Hill and SECONDED BY Councillor Carl Deveau that the Municipality of the District of Clare name the road shared by the properties PID (Property Identification Number) 30201131, 30013874, 30014567, 30014575 and 30013866 as follows:

In English: Patrice Lake Road
In French: chemin du Lac Patrice
MOTION CARRIED

11.5 Motion to Write a Letter of Support – Université Sainte-Anne
Université Sainte-Anne (US-A) is in discussions with both the federal and provincial governments regarding a proposed track and field facility at their campus in Church Point. As part of this process, US-A is requesting a letter of support from the Municipality.

Council has previously discussed this project in 2018-2019. During this discussion, Council support was unanimous. The project scope has since evolved, and the project budget has yet to be finalized. Although a request for municipal funding is likely, US-A’s current request is simply for a letter expressing the Municipality’s support in principle

MOVED BY Councillor Hector Thibault and SECONDED BY Deputy Warden Nil Doucet that the Municipality of the District of Clare write a letter in support of the proposed track and field facility at Université Sainte Anne.
MOTION CARRIED

11.6 Motion to Award Tender – Renovations to 4628 Highway 340, Havelock
The Municipality submitted a request to the New Horizons program for renovations to the Havelock Community Centre and is still waiting to hear if it will be receiving funding. In an effort to move the process forward, a tender for the work was issued and closed on January 9, 2020. Three submissions were received, and it is the recommendation of the CAO and staff that Council accept the lowest submission, as submitted by Shep-Com Construction Ltd., in the amount of $27,488 plus HST. This tender is dependant on funding through New Horizons and the bidder is aware of this clause.

MOVED BY Councillor Danny Hill and SECONDED BY Councillor Carl Deveau that the Municipality of the District of Clare award the tender for the Renovations to 4628 Highway 340, Havelock, to Shep-Com Construction Ltd. in the amount of $27,488 plus HST and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED

11.7 Dr. Alban Comeau – Retirement
Dr. Alban Comeau officially retired on December 31, 2019. In lieu of a banquet and open house in recognition of his years of service to the community, Dr. Comeau has requested that a donation be made in his name to the Yarmouth Hospital Foundation. The CAO suggested a donation of $5,000 which is on par with the costs of hosting an open house and banquet.

MOVED BY Councillor Eric Pothier and SECONDED BY Councillor Carl Deveau that the Municipality of the District of Clare make a donation in the amount of $5,000 to the Yarmouth Hospital Foundation on behalf of Dr. Alban Comeau in celebration of his career and years of service to the community.
MOTION CARRIED

12) In Camera Session

PROPOSED BY Deputy Warden Nil Doucet and SECONDED BY Councillor Yvon LeBlanc that Council proceed to an In-Camera Session.
MOTION CARRIED

Topics discussed:
12.1 Public Security
12.2 Rural Internet

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

13) Date and time of the next Regular Council Meeting
The next Regular Council Meeting will be held on February 19, 2020 at 7:00 pm.

14) Adjournment
MOVED BY Deputy Warden Nil Doucet to adjourn the meeting at 9:00 pm

Submitted by:

Ashley Hanks
Executive Assistant

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1185 Highway 1

Little Brook, Nova Scotia
B0W 1Z0

Phone: 902-769-2031
Fax: 902-769-3773

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