HomeMy Public PortalAbout2020-11-05_COW_Public Agenda Package
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Committee of the Whole
AGENDA
Thursday, November 5, 2020
Chester Municipal Council Chambers
Via Facebook Live
151 King Street, Chester, NS
1. MEETING CALLED TO ORDER
2. APPROVAL OF AGENDA/ORDER OF BUSINESS
3. PUBLIC INPUT SESSION (8:45 A.M. – 9:00 A.M.)
4. MINUTES OF PREVIOUS MEETING
4.1 Committee of the Whole – March 19, 2020
5. MATTERS ARISING
6. POLICY DEVELOPMENT/REVIEW
7. CORRESPONDENCE
8. NEW BUSINESS
8.1 Request for Decision prepared October 28, 2020 – Community Development and
Recreation – Registration for The Great Trail.
8.2 Request for Decision prepared October 22, 2020 – Finance and Information Services –
Council iPads.
8.3 Request for Decision prepared October 28, 2020 – Infrastructure and Operations – Heavy
Equipment Contract Award.
8.4 Request for Decision prepared October 29, 2020 – Infrastructure and Operations – J Class
Roads.
8.5 Request for Decision – Infrastructure and Operations – Community Christmas Trees.
9. IN CAMERA
10. ADJOURNMENT
95
MUNICIPALITY OF THE DISTRICT OF CHESTER
Minutes of Meeting of
COMMITTEE OF THE WHOLE
Council Chambers, 151 King Street, Chester, NS
On Thursday, March 19, 2020
MEETING CALLED TO ORDER/ROLL CALL
Warden Webber called the meeting to order at 8:48 a.m.
Present: Warden Webber (District 4) Councillor Church (District 7)
Councillor Assaff (District 5) Councillor Hector (District 1)
Councillor Connors (District 6) Councillor Barkhouse (District 3)
Deputy Warden Shatford (District 2)
Staff: Dan McDougall, CAO Tara Maguire, Deputy CAO
Pamela Myra, Municipal Clerk Jennifer Webber, Communications Officer
Christa Rafuse, Director of Infrastructure and Operations
Cliff Gall, Director of Information Services
Chad Haughn, Director of Community Development and Recreation
Legal: Sam Lamey, Municipal Solicitor
Public: There were no members of the public in attendance.
Press: There were no members of the press in attendance.
APPROVAL OF AGENDA/ORDER OF BUSINESS
2020-099 MOVED by Councillor Church, SECONDED by Councillor Barkhouse the Agenda and
Order of Business be approved as circulated. ALL IN FAVOUR. MOTION CARRIED.
Warden Webber welcomed live streaming spectators. He indicated that these are unique
circumstances, and some may be wondering why Council is meeting today. The Municipal
Government Act requires Councillors to be present to vote on issues. Council wants to move
forward and also reduce meetings. The Municipality provides essential services and wants to
maintain those to the best of our ability. The Municipality has a Business Continuity Plan, but it
doesn’t necessarily deal with what is happening. Council will consider what changes can be
made to continue our work and are hoping to accomplish as much as we can to provide service
to the community but reduce the number of times meeting to bring us all together.
Committee of the Whole (continued) March 19, 2020 96
PUBLIC INPUT SESSION (8:45 A.M. – 9:00 A.M.)
Warden Webber noted that there was no public in attendance due to COVID-19
mitigation measures. Those who are watching the live stream can ask questions or
make comments if they wish.
MINUTES OF PREVIOUS MEETING
4.1 Committee of the Whole – March 5, 2020
2020-100 MOVED by Councillor Hector, SECONDED by Councillor Assaff the minutes
be approved as circulated. CARRIED.
MATTERS ARISING
Birthday wishes were extended to Deputy Warden Shatford on his 70th Birthday.
5.1 2020/21 Operating and Capital Budget.
Malcolm Pitman, Director of Finance and Information Services, reviewed the information
provided in the agenda package, outlining in more detail the information provided,
commenting on the following items:
Operating Budget
Capital Budget
2020/21 Tax Rates
Impact of the Tax Rate
Budget Highlights
Comparison of Residential Tax Rates
Comparison of Commercial Tax Rates
Municipality’s Tax Rate History
District Budget Summary
Non-Discretionary Expenditures
Municipal Services Provided by Others
How the 2020/21 Tax Dollar is Spent
Revenue Summary
Additions – Budget Revenue Adjustments
Additions – Budget Expenditure Adjustments
Committee of the Whole (continued) March 19, 2020 97
Additions – New Revenue Budget Items
Additions – New Expense Budget Items and Net Change
Summary of Budget Changes
2019-20 Operations Variances
Landfill Budget
Waste Collection & Disposal Area Rate
Revenue 2020-21
Valuation Difference Between Assessed Value and Capped Assessment
Pie Charts showing Tax Revenue and Non-Tax Revenue
Sewer Rate and Sewer Rate Analysis
Mill Cove Hydrant Area Rate
Area Rates
Street Light Rates
2020-21 Grants
o Council Grants
o District Grants
o Tourism Grants
o Major Project Grant Requests
Tax Exemption Policy
2020-21 Proposed Capital Budget
Debt Service Ratio
Reserves
o Reserve Projections
Supplementary Info – Operating Budget by Expense Object (vs by program)
Draft Required Motions
Warden Webber indicated that the residential rate has remained the same as last year,
but doesn’t tell the whole story. We have been in the fortunate position for the past
three to four years of having the second lowest tax rate in the province. Guysborough
County had been ahead in terms of the lowest tax rate. Currently, this Municipality has
the lowest tax rate in the province. This does not tell the entire story, as we all do
business in a slightly different fashion.
The following was commented on/discussed with regard to the budget presentation:
Deputy Warden Shatford commented that in 1997, the residential tax rate was .69
cents; the rate has been very stable.
Councillor Hector indicated that he would like to have the rate identified –
without the CAP on applied – for the information for residents.
Committee of the Whole (continued) March 19, 2020 98
The CAO reviewed the public library funding and the additional provincial
funding being provided. Municipalities will be required to pay the increased
amount in the next fiscal year, but in this upcoming year they can increase the
contribution if they wish to do so. The increased amount of $85,000 is not
currently in the budget. This will be considered.
Councillor Assaff asked if there was any indication that the province was
considering providing an additional amount of gas tax in the upcoming year.
o The Director of Finance indicated that he had not seen any information
regarding an increase.
o Warden Webber commented that, with additional expenditures during this
COVID-19 situation, it was not likely there would be additional funding to
municipalities.
Deed transfer tax is likely to decrease due to the current situation.
Councillor Connors asked about adjustments regarding staff cost centres.
o The Director of Finance indicated that with the reorganization and moving
people to other departments, those costs were redistributed from one
department (cost centre) to another.
Councillor Connors asked about potential beautification and the Deputy CAO
commented that one example would be work done at the parade square or
façade improvements throughout the Municipality. This will come back to
Council with options.
Councillor Connors asked about the equipment at schools and it was indicated
that the amount was for an Automatic External Defibrillator at New Ross School.
The CAO noted that in the expenditure adjustments is the potential for
significant swings in expenses for Sustane operations. Staff is not confident on
the proposed expenditures for solid waste – it’s not imprudent to have a reserve
or a surplus in waste costs until have more certainty related to 3-5 year costs at
the landfill.
Councillor Barkhouse asked on behalf of a viewer, the value of the fire equipment
budget.
o The Director of Finance indicated that $10,000 was discretionary and
$20,000 was proposed for dry hydrants – both would come back to
Council for review and approval.
The Director of Finance indicated that, if there was no CAP applied to the
assessments this year, to generate the same amount of revenue, the proposed
.705 cents would be reduced by .0844 cents to .62 cents. The impact of the CAP
is 8.4 cents on the residential rate.
Councillor Hector asked that the dollar figures, as well as the percentage, be on
the information provided to residents in the tax bills.
Committee of the Whole (continued) March 19, 2020 99
o All Councillors agreed
Councillor Assaff indicated that he would like to see the wind turbine revenue
separately, showing the revenue.
The CAO noted that staff will be working on a Request for Decision regarding the
Mill Cove hydrant system with regard to potential repairs to the system, the
expected increase on the rate, and whether the developer would be constructing
homes or apartments in the development. Staff will be reviewing the long term
viability for operating and capital. The benefits will be reviewed compared to the
majority of homes not protected by hydrants of this type. The review may
require a cost benefit analysis. It may be too early to make an adjustment to the
rate. He wanted to recognize that sometime this fiscal year staff will come
forward with a long range analysis.
o Deputy Warden Shatford commented that previously at the park
gatehouse there is room to have a fire truck located as was done in the
past.
o It was agreed to leave the rate as is an analysis done.
It was noted that the new lights were reversed – there will be 8 new lights in
District 7 and 28 new lights in District 5.
It was noted that once the budget process was reviewed, there may be some
adjustments to grants for the upcoming year.
o Councillor Connors commented on the impact to the many groups that
fundraise, like ProKids, who will feel the effects of the COVID-19 situation.
o The Director of Finance and Information Services indicated that the
Municipality has set up an account through Canada Helps and people can
make donations online and are able to identify where they want the
money to go.
Deputy Warden Shatford asked whether resource centres will the opportunity to
apply for a major grant and refuse the $5,000.
o There was discussion on the options and possibilities, and it was indicated
that there is no clear policy. The intent is that they are not eligible; but if a
request was received it would be something Council would have to
consider.
o Councillor Connors didn’t feel the resource centres agreed to not ask for
additional funding if they had a special project in a year.
o Deputy Warden Shatford commented that he would not like to have them
work on a request if Council was not going to consider it.
o Warden Webber noted that there is no policy; the only policy is that the
Municipality can only provide one grant per fiscal year.
Committee of the Whole (continued) March 19, 2020 100
o Councillor Connors commented that she would be supportive of any
organization that is looking at creative solutions/projects that add to
revenue generation and visitors to the community.
o Deputy Warden Shatford noted that his direction to the group will be to
submit an application and, if it is not approved, they will receive the
$5,000.
The Director of Community Development and Recreation noted that Council has
received presentations from each of the three groups applying for Major Project
Grants. He also noted that another, the New Ross Community Care Society, had
received pre-approval of $100,000; the money has not yet been distributed as
there were conditions to be adhered to.
o Councillor Hector asked how long the Municipality would be holding the
funds.
o Councillor Connors indicated that rather than revisiting the motion, she
noted that in addition the Age Friendly Report, the CAO has been working
with the team as well. The project is moving forward.
o It was agreed to have the Director of Community Development and
Recreation provide a status report on the project.
o The Deputy CAO reviewed the process to date – the applicants present to
Council and then the requests are referred to the budget process.
Normally budget approval also indicated approval of the projects. Those
items Council didn’t want to fund were removed prior to budget approval.
Staff was directed to email the organizations after today’s meeting
to advise them of that funds are included the budget, but the
project applications have not yet been dealt with and would be
coming back to Council with a Request for Decision.
It was noted that Council may wish to review the Tax Exemption Policy in
response to the situation we find ourselves in with COVID-19. This will be
discussed further.
Councillor Hector asked about the debt service ratio and the Director of Finance
& Information Services noted the 10% is good as the province does not want
Municipalities to be over 15%.
o The great majority of the debt is related to programs that actually
generate revenue, i.e. the wind turbine and landfill – bot generate revenue
to service the debt. A much smaller amount is serviced by the tax rate.
Warden Webber indicated that, under normal circumstances, the budget would be
reviewed at Committee of the Whole and Councillors would have from now until next
week to think about the budget before consideration by Council. However, later today
Committee of the Whole (continued) March 19, 2020 101
Council will have opportunity to approve the budget or not. There are other issues
related to current circumstances that may have some impact on what we do.
Councillor Connors asked for clarification on the road rehabilitation to be sure it is a
placeholder only ($550,000) and it was noted that the funds will not be used until
information is received from the NS Department of Transportation (TIR) and
Infrastructure Renewal. At that time, depending on what TIR will fund, Council may or
may not approve proceeding with the project(s).
A recess was held from10:40 a.m. to 11:00 a.m.
POLICY DEVELOPMENT/REVIEW – none at this time.
CORRESPONDENCE
7.1 Email from Lynn Somers dated February 25, 2020 regarding Library Funding
Formula Update for 2020/21.
The CAO indicated that the province is contributing an additional $2 Million to the
public libraries. As part of that announcement they also provided 12 months’ notice
that municipalities that in 2021/22 they would be obligated to match the increased
premium. However, in 2020/21 Municipalities have the option to make the higher
contribution – or not. The increased contribution for Chester in this upcoming year
would be $85,700. This is discretionary and Council can match - or not match - if they
wish, for the upcoming year. He indicated that the Municipality of Queens has
approved the full amount, but he is unaware of decisions by the remaining units.
Councillor Connors provided a brief update from the Library Board Meeting held last
evening by phone. She also indicated that an application that will be forwarded to the
$2 Million Budget for the South Shore’s proposed new bookmobile.
Following discussion, it was agreed to pay the increased amount of $85,700 if all other
units also contributed the increased payment amount, with the exception of the Town
of Lunenburg.
2020-101 MOVED by Councillor Barkhouse, SECONDED by Deputy Warden Shatford
that the Committee of the Whole recommend to Council to approve an
increase of $16,685 in funding for the South Shore Regional Library Board
for a total 20/21 contribution of $85,700 subject to all the municipal units
Committee of the Whole (continued) March 19, 2020 102
served by the South Shore Regional Library Board also providing funding to
match the provincial increase pursuant to the current funding formula
model summary circulated by the Province on February 25, 2020.”. ALL IN
FAVOUR. MOTION CARRIED.
NEW BUSINESS
8.1 Request for Decision – Infrastructure and Operations Department - prepared
February 18, 2020 – Counter Security Barrier (request from Department of
Finance).
2020-102 MOVED by Deputy Warden Shatford, SECONDED by Councillor Barkhouse
that the Committee of the Whole recommend to Council that the counter
security barrier (for the Finance Department counter) be approved and have
it also include the wording “Welcome/Payments and Information” on the
barriers. ALL IN FAVOUR. MOTION CARRIED.
8.2 Request for Decision – Corporate and Strategic Management – prepared February
24, 2020 - Cost of Living Adjustment (consumer price index) for 2020/21.
2020-103 MOVED by Councillor Hector, SECONDED by Councillor Church that the
Committee of the Whole recommend to Council to approve Option 1 as
noted below from the Request for Decision with the Cost of Living increase
to be 1.6%:
• Approve the Draft 2020/21 Employee Salary Bands - Approve the Cost of
Living increase by the Consumer Price Index – All Items for Nova Scotia
2019 by 1.6% Effective April 1, 2020.
• Recommend the amendment to Policy P-09 Warden, Deputy Warden, and
Councillors Salaries - Give Notice of Intention to Amend Policy P-09
Sections A, B, and C to increase annual remuneration Cost of Living by the
Consumer Price Index – All Items for Nova Scotia 2019 by 1.6% Effective
April 1, 2020.
ALL IN FAVOUR. MOTION CARRIED.
8.3 Request for Decision - Corporate and Strategic Management – prepared March
11, 2020 - Resident Water Survey.
Committee of the Whole (continued) March 19, 2020 103
The Deputy CAO reviewed the Request for Decision regarding the Resident Water
Survey. The staff recommendation is option 3; however, due to the current COVID-19
situation, timelines will differ.
2020-104 MOVED by Councillor Barkhouse, SECONDED by Deputy Warden Shatford
that the Committee of the Whole recommend to Council the following
options be approved by Council regarding the water survey:
1. Endorse the Municipality of Chester Resident Water Survey; and
2. Proceed with Survey Package Option #3 - production of 6,100 print
surveys; unaddressed neighbourhood mailing of print surveys along
with return envelopes; unique alpha-numeric code on each return
envelope; clip seal tab instead of carrier envelope for mailing surveys;
production and mailing of postcard reminder; and
3. Direct staff to transfer $11,563.25 of the 2019-20 consulting budget
to operating reserves to be used for the funding of the water survey
in 2020-21.
ALL IN FAVOUR. MOTION CARRIED.
This is already included in the current 2019/20 fiscal year’s budget.
8.4 Request for Decision – Finance and Information Services – prepared March 13,
2020 – Transfer of Accumulated Operating Surplus to Operating Reserve Fund.
The Director of Finance and Information Services reviewed the information included in
the March 13, 2020 Request for Decision with regard to the transfer of Accumulated
Operating Surplus to the Operating Reserve Fund. This fund provides Council with
flexibility if needed.
2020-105 MOVED by Councillor Hector, SECONDED by Councillor Assaff that the
Committee of the Whole recommend to Council to approve the Transfer of
Accumulated Operating Surplus of to Operating Reserve Fund as outlined in
the March 13, 2020 Request for Decision - $2,000,000 to be transferred to
the Operating Reserve and $2,000,000 be transferred from accumulated
surplus to revenue. ALL IN FAVOUR. MOTION CARRIED.
8.5 Request for Direction dated March 17, 2020 regarding Covid-19 Mitigation –
Finance and Information Services.
Committee of the Whole (continued) March 19, 2020 104
The CAO indicated that Council will no doubt have future discussions on initiatives they
may wish to take related to the impact of the COVID-19 pandemic. This is one item
staff was able to prepare for today.
The Director of Finance & Information Services indicated that a number of people will
be working from home. Staff is determining ways to manage with fewer people and to
be able to deal with fewer customers. He outlined the information detailed in the
Request for Direction prepared on March 17, 2020:
Consider delaying the interim tax bills normally sent in April – send out in May –
this is a practice so a motion of Council would not be required;
Consider a reduced interest rate on past due accounts – currently the interest
rate is 1% per month and a policy would be required to change the rate; and
Consider adjusting the deadline for the 2019/20 low income tax exemptions.
Following discussion, it was agreed that bills would be sent out in May to delay the
requirement of residents coming in to pay tax bills and the interest rate would be left as
is for now. The hope is that the COVID-19 matter will subside within a short period of
time. It was noted that staff could still provide tax information.
The CAO indicated that the Tax Exemption Policy requires First and Second Notice; if
Council was to approve the amendment today to extend the deadline to June 30, 2020
it would give comfort to those residents who depend on the exemption that they don’t
need to come in to the office to apply for it in the near future. Second Notice will be
held at a later date.
2020-106 MOVED by Councillor Barkhouse, SECONDED by Deputy Warden Shatford
that the Committee of the Whole recommend to Council amend Policy P-25
Tax Exemption Policy to extend the deadline for the 2019/20 fiscal year to
June 30, 2020. ALL IN FAVOUR. MOTION CARRIED.
It was noted that after the Special Council meeting a media release will be send out
providing all the pertinent information to the public.
Councillor Connors asked if Warden Webber would consider having live streamed
messages and updates to residents and Warden Webber replied that some of those
decisions will be conveyed following the Special Council Meeting on the live streaming
being done today.
Committee of the Whole (continued) March 19, 2020 105
8.6 Information from Mayor Pam Mood, NSFM President, regarding the MGA and
meetings.
There was a brief discussion regarding the requirements of the Municipal Government
Act. Council agreed that for some matters, a formal meeting and approval would not be
required as they would be operational items; however, there are other approvals that
will require Council to meet and be present to vote.
Staff will confirm the requirements of a quorum and voting.
8.7 Request for Decision prepared March 18, 2020 regarding Municipal Election
requirements for voting list, polling divisions, and polling stations.
2020-107 MOVED by Councillor Church, SECONDED by Councillor Hector that the
Committee of the Whole recommend to Council to approve the polling
divisions, provincial voting list use, and polling stations as outlined in the
March 18, 2020 Request for Decision. ALL IN FAVOUR. MOTION CARRIED.
Deputy Warden Shatford indicated that he was not in favour of electronic voting; this
will be discussed at a future meeting.
Warden Webber indicated that a live streamed Council meeting would take place this
afternoon.
ADJOURNMENT
2020-108 MOVED by Councillor Hector, SECONDED by Councillor Assaff the meeting
adjourn. ALL IN FAVOUR. MOTION CARRIED. (11:54 a.m.)
____________________________ ____________________________
Allen Webber Pamela Myra
Warden Municipal Clerk
REQUEST FOR DECISION/DIRECTION
Prepared By: Chad Haughn, Director
Community Development &
Recreation
Date October 28, 2020
Authorized By: Dan McDougall, CAO Date October 28, 2020
CURRENT SITUATION
On October 8, 2020 the Municipality received correspondence from the Trans Canada Trail
indicating that the Municipality of Chester section of the Western Loop (Chester Connection and
Aspotogan trail) had been approved to join The Great Trail. If the Municipality chooses to join
The Great Trail we are required to register.
RECOMMENDATION
It is recommended that Council direct staff to complete the registration process and join the
Western Loop section of The Great Trail.
BACKGROUND
Construction of the Trans Canada Trail began in 1992 as part of Canada’s 125th birthday and it
was completed in 2017 during the Canada 150 celebrations. The longest recreational trail in
the world, The Great Trail stretches 27,000 kilometers from coast to coast to coast across the
country.
In Nova Scotia, the trail runs from the New Brunswick border south to Halifax and east to Cape
Breton. The routing of The Great Trail in Nova Scotia has been discussed since its inception,
however, in 2010 any spurs or loops not 95% completed were removed from planning so that
the focus was on the primary trail connection. In January 2018, after the main trail was
completed and with some lobbying from the Nova Scotia Trails Federation, TCT announced that
it was open to extending the trail to include the Western Loop.
Since February 2019, the Nova Scotia Trails Federation has been working with trail groups and
municipalities from around the western end of Nova Scotia to consider and discuss the
opportunity to join the Western Loop of The Great Trail.
REPORT TO: Municipal Council
SUBMITTED BY: Chad Haughn, Community Development &
Recreation
Meeting DATE: November 5, 2020
SUBJECT: Registration for The Great Trail
ORIGIN: Announcement of the Western Loop
2 Information Report
The main benefits of joining The Great Trail include:
- Brand recognition
- Connection to the rest of Canada
- Access to capital and other funding
All groups joining the Western Loop will retain their individual identity as a trail and will
continue to be responsible, if applicable, to adhere to their existing Letter of Authority with
Nova Scotia Lands & Forestry. Individual groups will continue to manage and maintain their
section of trail as they did previously. Individual trail groups are required to register their
section of trail in order to become part of The Great Trail.
There has been overwhelming support from local trail groups to join The Great Trail and
complete the Western Loop. There are a few sections of trail not currently open, however, the
plan is to work on those sections over the next ten years.
3 Information Report
DISCUSSION
The Trail Network
Local: Chester Connection (35km) and Aspotogan Trails (11km)
Regional: Rum Runners Trail (119km), Halifax to Lunenburg
Provincial: Western Loop (Approximately 800km) added to existing TCT trail
Nova Scotia Trails Federation – Shared Strategy for Trails in Nova Scotia
National: The Great Trail (27,000km)
Locally, the Municipality of Chester manages a 46km section of trail and annually conducts
maintenance such as brush cutting, surface repairs, sign replacement and bridge deck repairs.
MOC is also improving the trail experience over the next few years by adding trail art as well as
developing adjacent municipal properties through the Plan for Open Spaces.
Regionally, MOC works with our partners on the Rum Runners Trail. Most recently, a new
website was developed (https://destinationtrailsnovascotia.com/) and launched in an attempt
to further promote the trail as a signature destination for tourists. The six regional trail
partners work together to ensure a consistent trail experience from Halifax to Lunenburg.
Provincially, the Nova Scotia Trails Federation is a resource and voice for trails in the province
and is helping to coordinate the implementation of the Shared Strategy for Trails in NS. The
Trails Federation also has a Great Trail Officer who is a resource and coordinates all activity in
NS related to The Great Trail.
Nationally, it is exciting to be a part of the cross Canada trail system. One important note, The
Great Trail has a “Greenways Vision” that promotes non-motorized trail use. The Nova Scotia
4 Information Report
Trails Federation has been very clear with the discussions about the Western Loop that the
majority of trail in this section is multiuse and permits and promotes Off Highway Vehicle users.
The community development model of trail building and the multiuse of local rail trails will not
change. Instead, it will be labelled yellow trail where users can expect to encounter motorized
vehicles.
IMPLICATIONS
Policy
NA
Financial/Budgetary
There are no membership fees or other financial commitments to be part of The Great Trail. All
the trail related requirements are already met through our past trail development activity and
annual maintenance. We will add TCT branding to our existing signs, however this does not
require immediate full sign replacement. Signs can be changed or updated at the time of their
normal replacement or the Municipality can apply for funding to update signage sooner to
include TCT.
If the Municipality joins The Great Trail, we will have access to the Capital Improvement
Program as well as other funding such as the Spring cleanup grant or signage grant.
Environmental
NA
Strategic Plan
Goal #3: Ensure sufficient infrastructure is available to best serve our residents and businesses.
Goal #4: Will strengthen and support, environmental, cultural, and social resources.
Goal #6: Promote conditions conducive to fostering economic prosperity.
Work Program Implications
There will be no significant impact on work program by joining The Great Trail.
Has Legal review been completed? ___ Yes _x_ No ___ N/A
OPTIONS
Option A – Direct staff to complete the registration process to join The Great Trail.
Option B – Maintain status quo and do not join The Great Trail.
Option C – Defer decision to join the Great Trail to a later date.
ATTACHMENTS
1. Letter from Mattieu Roy, The Great Trail
COMMUNICATIONS (INTERNAL/EXTERNAL)
If the decision is made to join The Great Trail, relevant announcements and promotion will take place to
notify the public and trail users.
October 8, 2020
Municipality of Chester
151 King St., P.O. Box 369
Chester, B0J 1J0
By email to: chaughn@chester.ca
Dear Chad,
I am pleased to inform you, on behalf of Trans Canada Trail (TCT) that your trail on the Western Loop has been
approved to become a registered section of The Great Trail of Canada. Stretching 27,000 kilometres and profiling
Canada’s diverse landscapes and communities, The Great Trail touches just over 15,000 communities, and we are
thrilled to include your trail in our network.
In order to complete the registration agreement and prepare it for signature, we require the following information
from you:
• Confirmation of the trail route, trail name and the Major Category and Primary Type of the trail as defined in
the category table of the enclosed Capital Improvement Plan (CIP) Guidelines
• A Trail maintenance plan
• Proof of liability insurance, or confirmation that you hold insurance through NS Trails
• Confirmation that your organization is the Owner / Manager of this section of Trail. (NOTE: if you are the
manager but not the owner, please provide contact information for the owner for our records)
• Additional items may be required over time as TCT implements new programs and seeks information to improve
user experiences and safety
If you have any questions or you want to request onboarding/training support, please contact TCT Signage and Trail
Coordinator, Angela Morin at amorin@tctrail.ca, or NS Trails GT Officer, Rachel Robin at gt@novascotiatrails.com.
We look forward to working with you as we continue to maintain, develop, improve and expand The Great Trail
from coast to coast to coast.
Sincerely,
Mathieu Roy, P. Eng
Vice-President, Trail Development and Management
Enclosed: Western Loop Route map and detailed section map; CIP Guidelines
CC: Rachel Robin, gt@novascotiatrails.com; Rick Jacques, valleytrailcoordinator@gmail.com
REQUEST FOR DECISION
Prepared By: Cliff Gall, Director of
Information Services
Date October 22, 2020
Reviewed By: Malcolm Pitman, Director of
Finance and Information
Services
Date October 27, 2020
Authorized By: Dan McDougall, CAO Date October 29, 2020
CURRENT SITUATION
During the May 28th, 2020 meeting Council noted it was difficult to read reports and agendas using the
smaller iPad screen. The concerns raised have been reviewed by the IS Director to ensure new equipment
purchased for the new Council term will be satisfactory to conduct business. The purpose of this Request
for Direction is to determine which size iPad to purchase for the next Council term.
RECOMMENDATION
For Council discussion.
BACKGROUND
The 2020/21 Operating Budget includes $5,000 for the purchase of new 10.5” iPads for the new Council
term. The Municipality replaces Council iPads every four years due to support, aging battery concerns and
security. iPads are considerably easier to support vs laptops given the continuous increase in demand on
technical support services. The use of an iPad by councilors saves us time, effort and cost in the
production and distribution of Council agenda packages and Council internal and external
communication.
Listed below is a size comparison of the two devices in consideration:
REPORT TO: Municipal Council
SUBMITTED BY: Cliff Gall, Director of Information Services
DATE: 2020-10-02
SUBJECT: Council IPads (new term)
ORIGIN: 2020/21 Operating Budget
2 Request for Decision-Direction
DISCUSSION
The Municipality budgets for new iPads every new council term. Some Council members have discussed
getting larger screens for display purposes. Therefore, we are seeking direction.
IMPLICATIONS
Policy
Procurement Policy-04
Financial/Budgetary
The 2020-21 Operating Budget currently includes $5,000 for new Council IPads.
Strategic Plan
3). Continually improve public satisfaction with municipal services
4). Ensure sufficient infrastructure is available to best serve our residents and businesses
Work Program
Accommodated within existing work plan.
OPTIONS
1. Purchase 7 12.9” iPad Pros including keyboards utilizing the general reserve fund to
cover the additional $9,732.95.
2. Continue with the existing operating budget of $5,000 (net HST) for the purchase of 7
new generation smaller iPads including keyboards.
3. Give Councilors the option of which iPad to purchase (10.5 “or 12.9”) and utilize the
general reserve fund for the remaining amount not to exceed $9,732.95.
4. Do not purchase new IPads.
REQUEST FOR
DECISION/DIRECTION
Prepared By: Greg Jonah, C.E.T. Date October 29, 2020
Reviewed By: Tara Maguire, Deputy CAO Date October 30, 2020
Authorized By: Dan McDougall, CAO Date October 30, 2020
CURRENT SITUATION
Infrastructure and Operations staff assist in purchasing, placing and decorating Christmas trees
throughout the Municipality and are presently planning for the 2020 Christmas season.
Funding for Indoor and outdoor Christmas trees in at the Municipal Administration Building, the
Annex, and the Landfill office is included in the 2020/21 budget.
RECOMMENDATION
It is recommended by Infrastructure and Operations that Council provide direction to staff with
respect to in-kind (labour, maintenance, etc.) and financial support for community/district
Christmas Trees.
BACKGROUND
Some Christmas trees and wreaths are included in the annual MODC budget. This includes
Infrastructure and Operations supplying interior and exterior trees (including lights) to the
Municipal Administration Building, the Annex, and the Landfill office.
Over the years, some individual councilors have secured donations for Christmas trees and
lights in their district. Infrastructure and Operations staff would provide support by installing,
decorating, maintaining, and removing the trees during normal working hours.
In 2019, in addition to the above, Infrastructure and Operations incurred additional expenses
regarding Christmas trees. Specifically:
Supplying a Christmas tree for Wild Rose Park in Western Shore.
Supplying a Christmas Tree for Anvil Park in Chester Basin.
Supplying a Christmas Tree next to the band stand in Chester including a stand, lights,
and rental of “bucket truck” to safely complete this task.
REPORT TO: Municipal Council
SUBMITTED BY: Infrastructure and Operations
DATE:
SUBJECT: Christmas Trees on Municipal properties
ORIGIN:
2 Request For Decision
Other communities in the Municipality organize, install, maintain and fund Christmas trees and
holiday events without in kind or financial support from the Municipality.
DISCUSSION
Christmas decorations, including Christmas trees on Municipal properties other than at the
Municipal office & Annex building, and the landfill office are not included in the 2020/21
Municipal budget.
The location of Christmas trees installed, maintained, and funded by the Municipality have
been in public spaces. Organized tree lighting events, and other community organized activities
are celebrated in these public spaces throughout the holiday season.
Municipal staff would benefit from having a general guideline and budget so that planning,
scheduling, and procurement can occur consistent with Council direction.
IMPLICATIONS
Policy
N/A
Financial/Budgetary
Should Council choose to direct staff to provide additional Christmas decorations, Council could
approve an additional expenditure for 20/21; and, direct staff to include a budgeted amount for
fiscal year 21/22 and beyond.
Environmental
N/A
STRATEGIC PLANNING GOALS
1. Maintain a high level of fiscal responsibility.
2. Continually improve public satisfaction with municipal services.
5. Continually reinforce the positive image of the Municipality through leadership
in public engagement and communication.
OPTIONS
1. Direct staff to only provide in-kind support (labour, maintenance, etc.) and not
additional financial support/costs for communities that request assistance
installing trees and decoration (one location per district, or such other amount).
3 Request For Decision
2. Direct staff to provide in-kind and financial support for the installation of
Christmas trees and decorations, and approve an additional expenditure not
exceeding a specific amount per district for 20/21 and beyond.
3. Such other option as directed by Council.