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Municipality of the District of Clare
COUNCIL-IN-COMMITTEE MEETING

Wednesday, January 6, 2021 at 7:00 pm
Meeting held at 1185 Highway 1, Little Brook, NS

PRESENT: Council: Warden Ronnie LeBlanc, Deputy Warden Yvon LeBlanc, Councillors, Nil Doucet, Danny Hill, Philippe Gaudet, Carl Deveau, Brian Comeau, and Eric Pothier
                     Staff: CAO, Stéphane Cyr, Executive Assistant, Ashley Hanks, Communications Officer, Amy Paradis, and Director of Finance, Ginette Cheff
                     Presenters:

ABSENT:  

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

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

  • 4 Garbage Collection – Point Road
  • 2 Public Security

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
The Warden asked for any declarations of conflict of interest.
None declared.

3) Presentations
None.

4) Staff Reports

4.1 Financial Update – Director of Finance, Ginette Cheff
The Director of Finance provided an overview of the Municipality’s financial position. (pdfSee attached)

The Municipality is nearing completion of needed repairs and upgrades to the scale at the transfer station. The repairs and upgrades are being completed by Advatek Systems Inc. Given the evolving scope of work relating to the scale, the decision was made to temporarily cash flow these costs from the Municipality’s operating fund. With the work now almost complete and the total costs better defined, the CAO and Director of Finance are recommending the funds be taken from the capital reserve, rather than the operating fund. Council agreed and passed the following motion to recommend:

PROPOSED BY Councillor Danny Hill and SECONDED BY Councillor Eric Pothier that the Council for the Municipality of the District of Clare recommend approving up to $18,000 plus HST for needed repairs and upgrades to the scale at the transfer station, as completed by Advatek Systems Inc., and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED

5) Business arising from Previous Meetings

5.1 Generator – Clare Health Centre
As a follow-up to the December 16th Council meeting discussion regarding the purchase and installation of a generator for the Clare Health Centre, the Municipality has received four bids for the generator and transfer switch connection. Upon review of the bids, the CAO and staff determined the low bid to be incomplete as it did not address all the requested items in the request for proposals. That said, it is the recommendation of both the CAO and staff that Council accept the second lowest bid and award the contract for the generator and transfer switch connection B. LeBlanc Electrical Ltd. in the amount of $36,958 plus HST. The CAO further recommended that the Municipality purchase motorized louvres from Philip LeBlanc Diesel Repairs Ltd. in the amount of $5,296 plus HST. Council agreed and made the following motion to recommend:

PROPOSED BY Councillor Eric Pothier and SECONDED BY Deputy Warden Yvon LeBlanc that the Council for the Municipality of the District of Clare recommend awarding the tender for the generator and transfer switch connection at the Clare Health Centre and the purchase of motorized louvers for the building housing the generator, as detailed below, for a total of $42,254 plus HST, and that these funds be taken from the Municipality’s Capital Reserve:

  • Generator and transfer switch connection – B. LeBlanc Electrical Ltd. - $36,958 plus HST
  • Purchase of motorized louvers – Philip LeBlanc Diesel Repairs Ltd. - $5,296 plus HST

MOTION CARRIED

6) New Business

6.1 Letter of Support – Rails to Trails Association
The CAO received a request from the President of l’Association sentier de Clare Rails to Trails Association asking for a letter in support of their application to the OHV Infrastructure Fund. The Association has made similar applications to the OHV Infrastructure Fund in previous years. These applications all enjoyed municipal support.  Council made the following motion to recommend:

PROPOSED BY Councillor Carl Deveau and SECONDED BY Deputy Warden Yvon LeBlanc that the Council for the Municipality of the District of Clare recommend sending a letter to the Association sentier de Clare Rails to Trails Association in support of their application to the OHV Infrastructure Fund.
MOTION CARRIED

6.2 Funding Request – Gerald Comeau
Council received a funding request from Mr. Gerald Comeau for the newest edition of his Clare photo book. Mr. Comeau has been publishing these books since 2014 and this is the 9th edition. In the past, local businesses have been approached to help offset the printing cost for these books but due to COVID-19, fewer businesses are able to contribute and Mr. Comeau is asking Council for $1,800 to help lower the cost of his books to make them affordable to residents.

The Warden indicated that Council has on one occasion supported Mr. Comeau and in return, received a quantity of books equivalent in value to their contribution, to give out as promotional items. However, the Warden also stated that this was not common practice for Council, which has traditionally declined requests for funding assistance for the publishing of books. After much discussion, Council decided to not approve Mr. Comeau’s request for funding, choosing rather to adhere to its current practice of not providing funding assistance for the publishing of books.

6.3 Appointment of Community Representative – Yarmouth Hospital Foundation
In late December, the CAO received a single application in response to the Municipality’s expression of interest for a community representative to sit on the Board of the Yarmouth Hospital Foundation. Lisa Doucette was the applicant. The Warden and CAO both endorse this application. Council passed the following motion to recommend:

PROPOSED BY Councillor Carl Deveau and SECONDED BY Deputy Warden Yvon LeBlanc that the Council for the Municipality of the District of Clare recommend nominating Lisa Doucette to the Yarmouth Hospital Foundation as the community representative for the Municipality of Clare.
MOTION CARRIED

6.4 Garbage Collection – Point Road
The residents of Point Road approached Councillor Doucet requesting garbage collection. Whereas Point Road is a private road, these residents do not currently receive curbside garbage collection and must bring their garbage at the end of the Point Road for pick-up. Now that they have successfully applied to the Municipality’s Private Road Maintenance Charge By-law (By-law #34), they are hopeful the Municipality will grant their request. Council has referred the matter to the By-law Committee for further discussion.

7) Questions and Comments from the Public
None.

8) Closed Session

PROPOSED BY Councillor Nil Doucet and SECONDED BY Deputy Warden Yvon LeBlanc that Council proceed to closed session.
MOTION CARRIED

Topics Discussed:
8.1 Personnel Matters
8.2 Public Security

PROPOSED BY Councillor Nil Doucet and SECONDED BY Deputy Warden Yvon LeBlanc 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 February 3, 2021 at 7:00 pm.

10) Adjournment
PROPOSED BY Councillor Nil Doucet to adjourn the meeting at 9:35 pm.

Submitted by
Ashley Hanks,
Executive Assistant