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HomeMy Public PortalAbout2020-11-05_COW_Public Agenda Package Page 1 of 1 of Agenda Cover Page(s) 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.