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Committee of the Whole
AGENDA
Thursday, January 21, 2021
Chester Municipal Council Chambers / 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 – December 3, 2020
5. MATTERS ARISING
5.1 Investing in Canada Infrastructure Program (ICIP) - Update and Status (information to be
circulated).
6. POLICY DEVELOPMENT/REVIEW
7. CORRESPONDENCE
7.1 Region 6 Solid Waste-Resource Management:
a. Request for Decision prepared January 15, 2021 – Infrastructure and Operations –
2021/22 Region 6 Solid Waste-Resource Management Budget.
b. Correspondence dated December 10, 2020 from Region 6 Solid Waste-Resource
Management regarding 2021/22 Budget.
8. NEW BUSINESS
8.1 Request for Decision – Infrastructure an Operations – Dozer Purchase for Kaizer Meadow
(information to be circulated).
9. IN CAMERA
10 ADJOURNMENT
Due to COVID-19 measures, the Minister of Municipal Affairs and Housing is allowing
Municipalities to video or teleconference Council meetings. When meetings are conducted in
this manner during the pandemic, the draft minutes must be posted within 24 hours. Meetings
are livestreamed on the Municipality’s Facebook Page.
445
MUNICIPALITY OF THE DISTRICT OF CHESTER
Minutes of
COMMITTEE OF THE WHOLE
Via Facebook Live from 151 King Street, Chester, NS
On Thursday, December 3, 2020
MEETING CALLED TO ORDER
Warden Webber called the meeting to order at 8:49 a.m.
Present: District 1 – Councillor Veinotte District 2 – Deputy Warden Shatford
District 3 – Councillor Barkhouse District 4 – Warden Webber
District 5 – Councillor Assaff District 6 – Councillor Connors
District 7 – Councillor Church
Staff: Dan McDougall, CAO Tara Maguire, Deputy CAO
Pamela Myra, Municipal Clerk Jennifer Webber, Communications Officer
Solicitor: Samuel Lamey, Municipal Solicitor
APPROVAL OF AGENDA AND ORDER OF BUSINESS
Amendments:
Addition to Correspondence – International Day of Persons with Disabilities.
Addition to In Camera – Develop NS.
Addition presentation from Bonny Lea Farm – Councillor Church.
Addition of Village Commission – Councillor Barkhouse.
2020-513 MOVED by Councillor Assaff, SECONDED by Councillor Church the Agenda and
Order of Business be approved as amended. ALL IN FAVOUR. MOTION CARRIED.
PUBLIC INPUT (15 Minutes)
There was no public input received.
MINUTES OF PREVIOUS MEETING
Committee of the Whole (continued) December 3, 2020 446
4.1 Committee of the Whole – November 19, 2020.
2020-514 MOVED by Deputy Warden Shatford, SECONDED by Councillor Barkhouse the
minutes of the November 19, 2020 meeting of Committee of the Whole be
approved as circulated. CARRIED.
MATTERS ARISING
5.1 Tower Siting Policy (discussed at Council November 26, 2020 meeting) – Councillor
Veinotte.
a. Copy of excerpt from Land Use By-Law Section 4.19.1.
2020-515 MOVED by Councillor Veinotte, SECONDED by Councillor Assaff that the Committee
of the Whole recommend to Council to direct staff to prepare a report on what our
obligations are for siting towers and if there should be consideration of a policy for
tower siting. ALL IN FAVOUR. MOTION CARRIED.
POLICY DEVELOPMENT/REVIEW
There were no policy development matters for review.
CORRESPONDENCE
7.1 International Day of Persons with Disabilities – Dan McDougall, CAO.
Council agreed to have staff create a post to the social media page.
NEW BUSINESS
8.1 Council District Grant Request:
a. New Ross Community Care Centre – District 6 - $1,000.
Councillor Connors reviewed the project details.
2020-516 MOVED by Councillor Connors, SECONDED by Councillor Assaff that the Committee
of the Whole recommend to Council to approve a Council District Grant for District
6 in the amount of $1,000 to the New Ross Community Care Centre Society. ALL IN
FAVOUR. MOTION CARRIED.
8.2 Request for Decision prepared November 27, 2020 – Corporate and Strategic
Management - Wastewater Service Study RFP.
Committee of the Whole (continued) December 3, 2020 447
Councillor Veinotte declared conflict of interest and left the table.
Jonathan Meakin, Strategic Initiatives Coordinator and Christa Rafuse, Director of Infrastructure
and Operations were present and reviewed the Request for Decision regarding the Wastewater
Service Study Request for Proposals.
2020-517 MOVED by Councillor Barkhouse, SECONDED by Councillor Church that the
Committee of the Whole recommend to Council to approve and issue the proposed
Wastewater Service Study Request for Proposal that will fund a study resulting in a
detailed, evidence-based framework that will provide options for the capital
projects for the Municipality’s wastewater systems. ALL IN FAVOR. MOTION
CARRIED.
Councillor Veinotte returned to the Council table.
8.3 Fire Services Review Update – Councillor Connors.
Councillor Connors asked if there have been any updates to provide for Council, noting that
most recently Council talked about bringing in a facilitator to guide the discussion and
determine what the fire services were looking for and to have a dialogue. It has been two years
since the Request for Decision has been approved. Her concern is that the delay may be
holding up any departments that are trying to move forward.
It was noted that it was thought there had been a recent meeting; however, Council has not
received any updates or reports.
Some discussion took place with regard to possible issues that have been well received and
others that may not be, and the contract with the Village Commission.
8.4 Presentation from Bonny Lea Farm – Councillor Church.
Councillor Church presented a thank-you certificate to Council for providing emergency
assistance funding during COVID-19. Council thanked Bonny Lea for acknowledging.
8.5 Village Commission of Chester Announcement – Councillor Barkhouse.
Councillor Barkhouse read an announcement from the Village Commission of Chester which
indicated they have purchased the Windjammer Motel property on which they will be
constructing a new fire hall.
Recess from 9:28 a.m. to 9:48 a.m.
Committee of the Whole (continued) December 3, 2020 448
IN CAMERA
9.1 Section 22(2)(e) of the Municipal Government Act – Contract Negotiations.
9.2 Section 22(2)(e) of the Municipal Government Act – NS Development.
2020-518 MOVED by Deputy Warden Shatford, SECONDED by Councillor Church the
meeting convene “In Camera” as per Sections 22(2)(e) Contract Negotiations.
ALL IN FAVOUR. MOTION CARRIED.
Following a meeting held “In Camera” the meeting convened in Regular Session.
ADJOURNMENT
2020-519 MOVED by Deputy Warden Shatford, SECONDED by Councillor Church the
meeting adjourn. (11:11 a.m.)
___________________________ ___________________________
Allen Webber Pamela Myra
Warden Municipal Clerk
REQUEST FOR DECISION/DIRECTION
Prepared By: Christa Rafuse, P. Eng. Date January 15, 2021
Reviewed By: Date
Authorized By: Dan McDougall, CAO Date January 15, 2021
CURRENT SITUATION
The annual Region 6 Solid Waste Management Budget is presented by the Region 6 Inter-
Municipal Committee for the upcoming fiscal year. The budget requires council review and
submission of approval or refusal on or before March 14th, 2021.
RECOMMENDATION
It is respectfully recommended that Council approve to support the Region 6 Solid Waste
Management Budget for 2021/22 as per the attached budget letter and respond to the Regional
Coordinator on or before March 14, 2021.
BACKGROUND
As per the Region 6 Inter-Municipal Agreement, item 34-39 this process of review an approval is
completed annually.
DISCUSSION
The Region 6 Inter-Municipal Committee met December 4, 2020 regarding the budget for the
upcoming fiscal April 1, 2021 – March 31, 2022. The following motion was passed:
MOTION: to recommend approval of the 2021-22 Region 6 Inter-Municipal Budget in the amount
of $913, 830 to member council as presented.
Please reference the attached letter and documentation received from the Regional Coordinator.
REPORT TO:
Municipal Council
SUBMITTED BY: Infrastructure and Operations
DATE: January 21, 2021
SUBJECT: Administration Building Renovations
ORIGIN: Region 6 Solid Waste Management
2 Request For Decision
FINANCIAL IMPLICATIONS
The Municipality billing for 2021/22 at 11.53% population of the Region will be $8,336.93.
STRATEGIC PLANNING GOALS
1. Maintain a high level of fiscal responsibility.
3. Ensure sufficient infrastructure is available to best serve our residents and
businesses.
OPTIONS
See recommendation.
PO Box 639 / 45 School St , Suite 304
Mahone Bay, NS B0J 2E0
Region 6 Solid Waste -Resource Management Phone: 902-624-1339
E-mail: Valda.Walsh@Region6SWM.ca
Dan McDougall
Municipality of the District of Chester
151 King St
PO Box 369
Chester, NS B0J 1J0 December 10, 2020
RE: Budget Approval 2021-22
Dear Mr. McDougall,
On Friday, December 4, 2020, the Region 6 Inter-Municipal Committee met regarding
the budget for the upcoming fiscal April 1, 2021 – March 31, 2022.
The following motion was passed:
MOTION: to recommend approval of the 2021-22 Region 6 Inter-Municipal Committee
Budget in the amount of $913,830 to member councils as presented. M/C
Pursuant to FINANCES of the Region 6 Inter-Municipal Agreement; items 34 – 39
“34. The proposed Committee budget shall be submitted to the Councils of each of the Parties prior to
4:30 p.m. on December 31st of each year.
35. The Councils of each of the Parties shall approve said budget, or refuse to do so, by 4:30 p.m. on
March 14th of the year to which said budget applies.
36. Should the Council of any of the Parties fail to approve or refuse to approve the proposed Committee
budget and so notify in writing the Committee by the stated deadline, then the said budget is deemed
to have been approved by that Council.
37. The proposed Committee budget shall be binding on all of the Parties if approved by the Councils of
75% or more of the Parties, so long as the Parties whose Councils have approved represent a
minimum of 50% of the total population represented by the Parties to this agreement – said figures
to be taken from the most recent available Census of Canada statistics.
38. In the event that motions of refusal to approve result in a proposed Committee budget not receiving
approval of the necessary majority of Councils, the Committee shall revise the proposed budget
taking into account any comments that may have been provided and submit a revised budget to the
Councils of the Parties.
39. Should the Council of any of the Parties fail to approve or refuse to approve a revised proposed
Committee budget within 45 days after receipt of same then the said budget is deemed to have been
approved by that Council.”
Respecting the enclosed budget, please review with your council and respond to Region 6
before 4:30 pm, March 14, 2021 on your approval or refusal.
Should you have any questions on either document please feel free to contact myself at
902-624-1339 or Chair, Wayne Thorburne at 902-543-7771.
I would be happy to attend the council meeting when the budget is up for discussion, feel
free to contact me by phone or email.
Regards,
Valda Walsh BSc TME EP
Regional Coordinator
encl.
INCOME 2020-21 Projection 2020-21 Budget 2021-22 ESTIMATE
Contracts/Service Agreements
Education Contract 1 80,392 70,163 80,392
Coordinator Agreement 43,286 43,286 43,286
Enforcement Contract 89,425 89,425 89,425
Services 3,000 3,000 0
Sub-total 216,103$ 205,874$ 213,103$
Stewardship/Incentives
Dairy Stewardship 99,256 87,000 87,000
Diversion 2 432,219 365,200 440,000
Municipal Approved Programs 80,500 80,500 80,500
Interest 0
Sub-total 611,975$ 532,700$ 607,500$
Municipal Contribution
Municipal Billing 3 94,699 94,699 93,227
Sub-total $94,699 $94,699 $93,227
TOTAL 922,777$ 833,273$ 913,830$
F2021
Forecast
Approved
Expense
Program amount
remaining
Public Bins Program 2021 5,400$ 30,000$ 24,600$
On June 12,2020 Region 6 Inter-Municipal Committee approved a cap of $30,000 from Future Project Reserves
to achieve the goal of 1. Removal of catch-all garbage cans; and 2. Purchase and proper placement of multi-
stream sorting containers throughout Region 6.
This schedule shows the anticipated application amount in the current year and the remainder left in the
program to be carried over for the next fiscal
Region 6 Solid Waste Management
INTER-MUNICIPAL RESERVES Schedule
Page 1 DRAFT Region 6 SWM Budget
Region 6 Solid Waste Management
EXPENSES 2020-21 Projection 2020-21 Budget 2021-22 ESTIMATE
OPERATING EXPENSE
Coordinator Salary 4 74,664 67,448 65,000
Coordinator Benefits 4 12,643 10,334 10,327
Travel (Coordinator)1,000 5,500 5,500
Training and conference 1,600 2,040 2,040
Office Rental 9,198 8,760 9,198
Cleaning 300 780 780
Cell phones 1,027 1,100 1,100
Phone/internet 1,254 1,500 1,300
Office supplies and services 3,500 3,500 3,500
Advertising 5 700 500
Computer/materials 4 3,631 1,500 3,000
Insurance 3,364 3,100 3,400
Administration 9,390 9,390 9,390
Legal 1,000 1,000 1,000
Auditor 8,239 8,240 8,866
Sub-total 131,509$ 124,192$ 124,901$
EDUCATION
Education salary 52,284 52,284 53,330
Educator Benefits 9,397 7,971 9,474
Travel (education)10,500 10,500 10,500
Advertising 5 1,800 - 2,500
R6RECYCLES 10,800 12,000 12,000
Program materials 1,200 4,200 4,200
Sub-total 85,981$ 86,955$ 92,004$
PAYMENTS TO UNITS
Enforcement Contract 89,425 89,425 89,425
Dairy Stewardship 99,256 87,000 87,000
Diversion 2 432,219 365,200 440,000
Municipal Approved Programs 80,500 80,500 80,500
Sub-total 701,400$ 622,125$ 696,925$
TOTAL 918,890$ 833,273$ 913,830$
Revenue/Expenditure 3,886$ 0-$ 0-$
Page 2 DRAFT Region 6 SWM Budget
Region 6 Solid Waste Management
Municipal area serviced:Pop'n % of Region 2021-22
Shelburne Shared Services 6,562 7.25%5,244.14$
Town of Bridgewater 8,532 9.43%6,818.51$
Town of Mahone Bay 1,036 1.15%827.94$
Municipality of Lunenburg 24,863 27.49%19,869.73$
Municipality of Barrington 6,646 7.35%5,311.28$
Town of Clark's Harbour 758 0.84%605.77$
Municipality of Chester 10,432 11.53%8,336.93$
Town of Lunenburg 2,263 2.50%1,808.52$
West Hants Regional Municipality 19,016 21.02%15,196.99$
Region of Queens Municipality 10,351 11.44%8,272.20$
Total 90,459 100.00%72,292.00$
Notes to BUDGET:
1. Education Contract - The scehdule for this years' contract included an extra $10,000 to support strategic
direction by our partners at Divert NS. These included generating nominations for the annual Mobius Awards,
promotion of the Divert Scholarship, Organizing a WRW contest, and collaborative social media content.
2. Diversion Credits - Due to anticipated constraints as a result of COVID-19, Divert NS added $1M to the
provincial Diversion account (borrowed from future reserves). Region 6 typically recieves 8 - 8.5% of this
based on waste diverted from landfill.
3. Municipal Billing (details below) - this line pays for the operations that are not covered through grant and
contracted services. $93,227 estimate will be offset by $20,935 surplus made up from the $32,287 as reported
in the 2019-20 audited financial statements less the cost of the R6RECYCLES from 2018-19 that was not
transferred from our future projects fund for 11,352.
Actual to be billed to municipal members will be $ 72,292
4. Coord. Salary and benefits plus computer – Forecast for March 31 is higher than expected due to
anticipated overlap with Valda leaving and a new coordiantor starting. New laptop and programs will need to
be purchased as well as paying extra salary during the transition time.
5. Advertising - Due to our experiences with COVID-19 and our new obligations under the Education contract,
Region 6 will incur new costs for advertising. A website was developed as well as paid stories and some social
channel propmotions to aide in outreach to areas we cannot reach in person (ex. in schools and general public
since we cannot be present at community events). Some advertsinging expenses were also incurred to post
jobs - this is carried under out operations.
TABLE 1: Municipal billing 2021-22
Page 3 DRAFT Region 6 SWM Budget