(Disponibles en anglais seulement pour le moment)

Municipality of the District of Clare
COUNCIL-IN-COMMITTEE MEETING
Wednesday, April 7, 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, Philippe Gaudet, Carl Deveau, Danny Hill, Brian Comeau, and Eric Pothier
Staff: CAO, Stéphane Cyr, Tourism Manager, Larry Peach, Executive Assistant, Ashley Hanks, Communications Officer, Amy Paradis and Director of Finance, Ginette Cheff
Presenters: Anna D’Alessio
ABSENT: 

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

2) Approval of the Agenda
Deputy Warden Yvon LeBlanc asked that the following item be added to the agenda:

  • 6 Letter to NSTIR – Lake Doucette Road

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
The Warden asked for any declarations of conflict of interest.

Warden LeBlanc declared himself in conflict with item 9.2 Personnel Matters.

4) Presentations
4.1 Anna D’Alessio – Belliveau Cove Sewer Line
Anna D’Alessio is proposing a new housing development project on Belliveau Cove Road in Belliveau Cove. Phase 1 of the project would see four new housing units constructed, with a projected start date in 2022. Phase 2 would follow thereafter and includes 17 luxury residential living accommodations. Prior to commencing this project, Ms. D’Alessio is seeking Council’s commitment to extending the municipal sewer line to her property. The Municipality’s Public Works Supervisor has already confirmed that the Belliveau Cove Wastewater Treatment Plant has the capacity to accommodate the proposed residential housing development.

Council thanked Ms. D’Alessio for her presentation. The Municipality is currently working on its 2021-2022 Capital Budget and will take this project into consideration.

5) Staff Reports
5.1 Tourism Public Spaces – Tourism Manager, Larry Peach

Tourism Manager Larry Peach presented a summary of the Tourism Public Spaces Plan. The plan includes 25 specific site improvements, across six sites, over an eight-year period. Both the Tourism Manager and the CAO were seeking Council direction and guidance as to there priorities for detailed design and engineering, in an effort to continue moving this project forward. Whereas this was Council’s first time seeing the complete list of proposed site improvements, including some basic cost estimates for both detailed design and construction, it was decided that the discussion would be moved to the April 14, 2021 Special Meeting of Council, so as to afford councillors more time to review the information and determine their priorities.

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

6) Business arising from Previous Meetings
6.1 Status Review of Requests Submitted to the Nova Scotia Department of Transportation and Infrastructure Renewal
At Council’s request, the CAO compiled all letters sent by the Municipality to NSTIR, from April 1, 2019 to March 31, 2021 in order to assess which of these had been acted upon. Despite having confirmed receipt of these letters, it was apparent during this review that very little had been done in response and that the majority of these issues of concern remain unaddressed. A copy of this report will be sent to the NSTIR Manager and Area Manager. Furthermore, the Warden has suggested that these same NSTIR representatives be invited to future Council meetings on a regular basis so as to improve communication and oversight. Council agreed.

6.2 Fire Truck Purchase – Little Brook Fire Department
Council was approached by the Little Brook Fire Department (LBFD) last year regarding the fire truck replacement schedule. The LBFD is currently in position four and position six on the fire truck replacement schedule. Rather than having to cost share with the Municipality on the purchase of two trucks, the LBFD is proposing the Municipality fund 100% of the cost of a new fire truck. In exchange, they will request the second proposed truck be removed from the list. According to the LBFD, public safety will in no way be impacted by this decision since its truck, currently slated for replacement in year 6, remains in good working order with several remaining years of useful life. The cost of the truck proposed by the LBFD is $476,383 plus HST. Council’s practice throughout the implementation of its vehicle replacement strategy has been to contribute $350,000 per new truck, via its 6¢ area rate.  By accepting the LBFD’s proposal and including the non-rebated portion of the HST, the Municipality will effectively reduce its contribution from $700,000 to $512,112, a savings of $187,888, while also adding a new truck to the Department’s fleet. Council agreed and passed the following motion to recommend:

PROPOSED BY Councillor Eric Pothier and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare approve the purchase of a new fire truck for the Little Brook Fire Department in the amount of $476,383 plus the non-rebated portion of the HST, for a total cost of $512,112.
MOTION CARRIED

7) New Business
7.1 Tender – Refuse Collection and Disposal Services 2021-2026
The tender for refuse collection and disposal services closed on April 1, 2021. Two submissions were received. Waste Co Ltd. submitted a bid in the amount of $463,605.42 plus HST, with a 5% increase per year. G & N Excavating and Logging Ltd. submitted a bid in the amount of $450,000 plus HST, with a 5% increase per year. Both bids were reviewed by the CAO and staff, taking into consideration supplier experience, equipment, benefits to the community and cost to the Municipality. Following this review, both the CAO and staff are recommending the tender be awarded to G & N Excavating and Logging Ltd. Council agreed and passed the following motion to recommend:

PROPOSED BY Deputy Warden Yvon LeBlanc and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare recommend awarding the Refuse Collection and Disposal Services 2021–2026 tender to G & N Excavating and Logging Ltd. in the amount of $450,000 plus HST for the period of October 1, 2021, to September 30, 2022, and increasing by 5% per annum for every year thereafter.
MOTION CARRIED

7.2 Funding Request – Western Counties Regional Library
Council received a letter from the Western Counties Regional Library (pdfsee attached) regarding additional funding for the upcoming fiscal year. A similar request was sent to the other member municipal units who fund the Western Counties Regional Library. Council was given no advanced notice of this request. The letter references a new funding formula which was developed in 2019 by the Province of Nova Scotia and the province’s libraries, with no municipal consultation. This same funding formula however requires municipalities to increase their respective contributions to libraries. For the Municipality of Clare, it would be required to increase its annual contribution by $11,123, from $53,377 to $64,500. It should also be noted that the Municipality provides additional operational funding to the WCRL which is not reflected in the above-noted amounts. 

Given that this request is voluntary (mandatory increase only scheduled to take effect in 2022-2023) and the lateness at which it was received (Municipality’s 2021-2022 draft budget already complete), it is the recommendation of the CAO to politely decline the request until there have been further discussions with the Province. Council agreed.

7.3 Fire Departments – Capital Funding 2021-2022
All seven of the Municipality’s volunteer fire departments have submitted their 5-year capital plans (2021-2026). These in turn have been reviewed by the CAO and the funds generated by the 5¢ area rate, a total of $131,183 for 2021-2022, allotted accordingly. (pdfSee attached)

PROPOSED BY Councillor Danny Hill and SECONDED BY Deputy Warden Yvon LeBlanc that the Council for the Municipality of the District of Clare recommend approving the 2021-2022 volunteer fire department capital funding expenditures as presented.
MOTION CARRIED

7.4 Preliminary Design – Meteghan Sidewalks
A preliminary design for the repair and extension of the Meteghan Sidewalk was submitted to Council for review and consideration. Council had no issue with the design. From here, a meeting will be set with Able Engineering to discuss material options and cost estimates, prior to the completion of project specifications and tender documents.

7.5 Community Flag Pole Request – Société acadienne de Clare
The Société acadienne de Clare has submitted a request to fly the Pride Flag on the Municipality’s community flagpole from June 7 to June 12, 2021. The request is compliant with the Municipality’s Flag Flying Policy. Council made the following motion to recommend:

PROPOSED BY Councillor Nil Doucet and SECONDED BY Councillor Eric Pothier that the Council for the Municipality of the District of Clare recommend approving the Societé acadienne de Clare’s request to fly the pride flag on the Municipality’s community flagpole, in recognition of Pride Week, from June 7, 2021, up to and including June 12, 2021.
MOTION CARRIED

7.6 Letter to NSTIR – Lake Doucette Road
Deputy Warden Yvon LeBlanc was contacted by his constituents regarding safety and accessibility concerns stemming from the poor condition of the Lake Doucette Road. Deputy Warden LeBlanc is requesting that a letter be sent to the Department of Transportation and Infrastructure Renewal requesting an evaluation of the road. Council agreed and passed the following motion to recommend:

PROPOSED BY Deputy Warden Yvon LeBlanc and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare recommend sending a letter to the Department of Transportation and Infrastructure Renewal asking it to evaluate the Lake Doucette Road in light of concerns relating to both safety and accessibility.
MOTION CARRIED

8) Questions and Comments from the Public
Dave Doucette of the Little Brook Fire Department thanked Council for accepting their proposal for the purchase of a new fire truck.

9) Closed Session

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

Topics Discussed:
9.1 Acquisition and Sale of Municipal Property
9.2 Public Safety

PROPOSED BY Councillor Nil Doucet and SECONDED BY Councillor Carl Deveau 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 May 5, 2021 at 7:00 pm.

10) Adjournment
PROPOSED BY Councillor Nil Doucet to adjourn the meeting at 9:45 pm.

Submitted by  
Ashley Hanks,
Executive Assistant