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HomeMy Public PortalAbout2021-02-04_COW_Website Agenda Package Committee of the Whole AGENDA Thursday, February 4, 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 – January 21, 2021 (to be circulated) 5. MATTERS ARISING 6. POLICY DEVELOPMENT/REVIEW 7. CORRESPONDENCE 8. NEW BUSINESS 8.1 Quarterly Report – Infrastructure and Operations Q3 2021-22 a. Public Works and WW b. Solid Waste 8.2 Request for Decision - Cleaner Agreement Extension 8.3 Request for Decision – African Heritage Month Flag Raising Request (to be circulated) 9. IN CAMERA 9.1 Contract Negotiations 9.2 Personnel 10 ADJOURNMENT Page 1 of 1 of Agenda Cover Page(s) 29 MUNICIPALITY OF THE DISTRICT OF CHESTER Minutes of COMMITTEE OF THE WHOLE Via Facebook Live from 151 King Street, Chester, NS On Thursday, January 21, 2021 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 Chad Haughn, Director of Community Development and Recreation Gord Tate, Active Living Coordinator Christa Rafuse, Director of Infrastructure and Operations Solicitor: Samuel Lamey, Municipal Solicitor APPROVAL OF AGENDA AND ORDER OF BUSINESS Amendments/Additions:  Steps going into Recreation Department - Councillor Barkhouse.  REMO Update – Deputy Warden Shatford. 2021-035 MOVED by Councillor Assaff, SECONDED by Deputy Warden Shatford 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. Committee of the Whole (continued) January 21, 2021 30 MINUTES OF PREVIOUS MEETING 4.1 Committee of the Whole – December 3, 2020. 2021-036 MOVED by Councillor Church, SECONDED by Councillor Barkhouse the minutes of the December 3, 2020 meeting of Committee of the Whole be approved as circulated. CARRIED. MATTERS ARISING 5.1 Investing in Canada Infrastructure Program (ICIP) - Update and Status. Present were Chad Haughn, Director of Community Development and Recreation and Gord Tate, Active Living Coordinator. The Active Living Coordinator briefly reviewed the original submission sent in September 2020. That submission has been reviewed and looked upon favourably and the Municipality provided some more information requested, i.e., additional levels of detail and budget. Staff have been advised that there is some additional room to add more projects before the application is finalized. The new submissions that staff provided to Council was the addition of paving shoulders of roads that are slated to be paved in 2021/22 (Chester Basin to Vaughan Road) and in 2025 (Vaughan Road to Martins River) as well as the potential for repairs of the Gold River Bridge. It was noted that before those projects could be approved there are two analysis that are required at an approximate cost of $30,000 (Greenhouse Gas Mitigation and Climate Resilience Analysis). The projects would be paid for as they are completed and then repayment from the provincial and federal levels for their portion, leaving the Municipality to pay .27 cents on the dollar. Staff were also advised that some of Parks and Recreation Project might not be eligible and suggested they be removed; however, it was conveyed to the province that staff felt that the Haughn Property is more of an active transportation activity project and it was agreed to keep it in the application. The projects had been approved in the Capital Improvement Budget in December and these new projects (shoulders and Gold River Bridge repairs) are new additions. The cost estimates were noted at $534,000 for paved shoulders and $1,954,000. The estimates for the updated list of projects are: Committee of the Whole (continued) January 21, 2021 31 ELIGIBLE ACTIVE TRANSPORTATION NETWORK PROJECTS MOC (27%) TOTAL Paved Shoulders $341,820 $1,266,000 Sidewalks and Connector Trail $1,576,800 $5,840,000 Bridges $865,080 $3,204,000 RRFBs $83,241 $308,300 Greenhouse Gas and Resilience Analysis $8,100 $30,000 TOTAL $2,875,041 $10,648,300 Comments:  Councillor Barkhouse felt that the Gold River Bridge repair was a provincial issue.  Councillor Connors requested a copy of the slide deck.  Staff will be reviewing the schedule and annual cash flow.  If Council determines not to move forward with a project, it can be removed.  Councillor Veinotte requested a list of projects.  The applications are forwarded to the province and once they are approved at that level they are sent to the federal government; the deadline is soon.  Councillor Connors did not vote in favour of the Capital Budget because there was no rationale in the order of those projects. 2021-037 MOVED by Councillor Church, SECONDED by Deputy Warden Shatford that the Committee of the Whole recommend the following two projects be added to the Investing in Canada Infrastructure Program (ICIP) application previously submitted:  Paved Shoulders with the 2025 Paving Project from Chester Basin to Vaughan Road ($534,000); and  Gold River Bridge Repair ($1,954,000). FIVE IN FAVOUR. TWO OPPOSED. MOTION APPROVED. POLICY DEVELOPMENT/REVIEW There were no policy development matters for review. 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. Committee of the Whole (continued) January 21, 2021 32 b. Correspondence dated December 10, 2020 from Region 6 Solid Waste-Resource Management regarding 2021/22 Budget. Christa Rafuse, Director of Infrastructure and Operations reviewed the request from Region 6 Solid Waste-Resource Management regarding the upcoming 2021/22 budget. 2021-038 MOVED by Councillor Church, SECONDED by Councillor Barkhouse that the Committee of the Whole recommend to Council to approve the annual Region 6 Solid Waste-Resource Management as outlined in the correspondence dated December 10, 2020 from Region 6 Solid Waste-Resource Management; the Municipality of Chester’s share is 11.53% of the budget. ALL IN FAVOUR. MOTION CARRIED. NEW BUSINESS 8.1 Request for Decision – Infrastructure and Operations – Dozer Purchase for Kaizer Meadow. Christa Rafuse, Director of Infrastructure and Operations reviewed the Request for Decision prepared January 15, 2021 regarding the purchase of a new dozer for Kaizer Meadow. It was noted that the quote received was over the estimated budget of $350,000. Staff have negotiated with the bidder an updated price of $468,203.00 plus HST with trade-in of the D5 Dozer. 2021-039 MOVED by Councillor Barkhouse, SECONDED by Deputy Warden Shatford that the Committee of the Whole recommend to Council the purchase of a new D6Dozer with waste handling equipment and trade in the existing D5 dozer at a total price of $468,203.00 plus HST from Toromont CAT. ALL IN FAVOUR. MOTION CARRIED. 8.1 Steps into annex building (Recreation Department) – Councillor Barkhouse. Councillor Barkhouse raised a trip hazard and the CAO noted that staff are aware of the issue and are working on a fix for the step. 8.2 REMO – Deputy Warden Shatford. Deputy Warden Shatford reported on the recent meeting where the comfort centre, emergency centre, and guidelines for elected officials were approved. Committee of the Whole (continued) January 21, 2021 33 It was noted that uniform signage was also discussed with more discussion to follow. IN CAMERA There were no In Camera items for discussion. ADJOURNMENT 2021-040 MOVED by Deputy Warden Shatford, SECONDED by Councillor Barkhouse the meeting adjourn. (9:22 a.m.) ___________________________ ___________________________ Allen Webber Pamela Myra Warden Municipal Clerk Committee of the Whole (continued) January 21, 2021 34 THIS PAGE INTENTIONALLY LEFT BLANK Infrastructure and Operations PART I - QUARTERLY REPORT (Oct to Dec 2020) Municipality of Chester- Quarterly Report STRATEGIC PRIORITIES (2020/21 Work Program) Initiative Status Delivery Date Roads Strategy 2020/2021 J class road paving program complete. J Class road application submitted for 2021/22. Complete Aspotogan Ridge Dev. – Service Request Council has approved to complete a sewer service extension upon proof of construction. Further expansion of the WWTP is available when additional capacity is required.a Approved - On Hold 2021/22 Wastewater Strategy Staff have funding/capital budget for 2020/21 to further assess the immediate needs and continue to work on the wastewater strategy. Examining the current infrastructure, service levels, challenges, opportunities, planned improvements, as well as growth. RFP issued and closes Jan 29/21 Award Q4 Haughan Property Condition Assessment has been completed and an RFD is forthcoming to Council outlining options and recommendations. Q4 Accessibility Plan The Lunenburg Regional Committee was established and continues to meet. An internal committee to be established at MOC. MOC operational planning to inform development of Accessibility plan. Ongoing Q4 Asset Management Policy & Strategy The committee is preparing, in conjunction with the wastewater strategy an asset management plan. Funding has been approved from FCM for data collection. Ongoing January 2021 Village of Chester Parking & Traffic Flow RFD to Council with drafted RFP for study Q4 OTHER PRIORTIES Activity Status Administration and Annex Building Renovations Front Counter main admin building barrier installed Q4 (complete) Building maintenance repairs such as windows, and south side cladding and portion of front side (main admin building) Complete by Q4 Oil tank at admin building replaced. Complete New IT vault heat pump required. Complete Annex vestibule step repair (tripping hazard), Q4 Driveway/parking area sealed and re-lined. Complete Infrastructure and Operations PART I - QUARTERLY REPORT (Oct to Dec 2020) Municipality of Chester- Quarterly Report LATER COUNCIL PRIORITIES Activity Status Wastewater Management District By-Law (potential for use in the Municipality). Potential to explore after Wastewater Service Study report completed. ON HOLD OTHER ACTIVITIES Activity Status Lift Station Panel upgrades (17) and two generators Council has approved implementation of the project over the next two years. Lift station no 2 Western Shore is now on-line. Generator install WS Q4 and Lift station no 1 Western Shore online, Q4. Groundwork starts October 2020. - ongoing Manhole repairs and Infiltration/Line cleaning Ongoing manhole repairs throughout the Municipality. Line cleaning completed annually at various locations on a 5-year rotation. Fall line cleaning complete 2020. Chester WWTP – UV installation (removal of Chlorine) UV installation complete Dec 31, 2020. Chlorine has been removed from site. Clarifier Rebuilds at Chester and Western Shore Q4 - To be inspected and scoped by a professional and then an RFQ for repairs (RFD to Council) Wastewater Overflow system enhancement - Western Shore. Plant upgrade project complete in Q4. Wastewater Operations – Treatment plant/Reporting Plant’s continuing to operate and be maintained in accordance with NSE approvals with monthly testing being completed. Manuals require updating and simplification for better asset and record management. Submitted quarterly reports, Federally (5) and Provincially for one (1) of the six (6) wastewater treatment plants. In addition to annual reporting that is required. We are currently having disinfection issues at both Western Shore (during rain events), Otter Point, and Chester Basin. Letter submitted to NSE with respect to Otter Point permit requirement which outlined plan will be developed as part of the WW service study. Wastewater Operations – Lift stations & tankage Maintenance on lift stations ongoing – cleaning floats, etc. Wastewater Operations – Collection system Ongoing maintenance and repairs as needed Wastewater Operations – Service connections Eleven (11) sewer permits have been issued to date. We attempt to garner as much information (including GPS and video) as we can at the time of inspection. There are still a handful of permits that are not closed from 2019 and 2020 to date. Infrastructure and Operations PART I - QUARTERLY REPORT (Oct to Dec 2020) Municipality of Chester- Quarterly Report Mill Cove Fire Protection – Rehabilitation The two (2) reservoirs (300 m3 each) have been inspected, and based on preliminary findings and review, it would appear the reservoirs are worth salvaging. A consultant’s report detailing the necessary repairs to the pump house and reservoirs was received and an update to Council will be provided in Q4 Wharves, Boat Launches & Floats ABLE completed design and staff tendered for a new Aspotogan Wharf. Unfortunately, the project is 2.5 over the estimated cost. An RFD will go to Council Q4. Municipal Office/Annex minor work A portion the main Admin building siding, including doors and some windows, has been completed (south side and partial east side). Property Maintenance Fall maintenance complete and Winter maintenance prepped. Inspections are performed bi-annually to ensure sidewalks and wharves etc. across the Municipality are in good condition. Winter sidewalk and road inspections are ongoing after each storm. Garbage collection continues throughout Chester/trails by staff. Trail Work Working closely with the Recreation Department, staff continue to inspect and maintain the trails. Brush cutting is ongoing and completed in preparation for grading various sections of the trail. Staff continue to monitor and make minor repairs to the bridges, respond to washout issues and place signage as required. Additional work was delayed, such as the East River trail head parking and foot bridge. An RFD of bridge inspections and repairs will be coming to Council Q4. Transportation - Road Maintenance Completed routine inspections of roadways and sidewalks. We have a good working relationship with NSTIR. We continue to take calls on roads and ditches needing repair etc., a majority which are directed to NSTIR. Ongoing. Transportation – Streetlighting Dealing with several streetlight repair and installation requests in conjunction with NSP. Ongoing Transportation Services – Traffic Control The radar unit was deployed throughout the Municipality during various times of the year, based on a list of locations that has been vetted by RCMP and approved by NSTIR. The RCMP has also committed to increasing presence in those areas where unit is being deployed. Ongoing (report completed and program will continue in 2021 Contract Services There are several routine service contracts either expired or set to expire that we will prepare for tender. The Heavy Equipment services contract was awarded. Administration & Safety Hazard inspections up to date, staff, and toolbox meeting’s to be refocused on following COVID-19. Staff have come together as Infrastructure and Operations and over time will discover efficiencies and benefits in the coming year 2021. Infrastructure and Operations PART 2 - QUARTERLY REPORT (Oct to Dec 2020) Municipality of Chester- Quarterly Report STRATEGIC PRIORITIES (20/21 Work Program – SW Lead) Initiative Status Target Delivery Date Transition to Sustane Unknown 2021/22 Kaizer Meadow Road Improvements (short-term and long term) Short Term: Staff will be adding signage to direct landfill and Sustane traffic to ensure safety, etc. Will be put in place when required. Long term: Subject to Kaizer Meadow planning and design being led by Economic Development. 2021 TBD OTHER ACTIVITIES Initiative Status Chlorine Contact Chamber to address overflow from septage ponds Work completed in November. Scale house Software Complete Scale house Renovation Ongoing. New customer window on order. New doors replaced. Gas generator in place. Repairs to freezing pipe infrastructure underway. New Dozer D6 Excavator (new) Approved to purchase. RFD to Council Q4 to issue RFQ Public Drop off renovation RFD to Council Q4. New ¾ tonne truck New truck for PW received Leachate Treatment Plant Upgrades Phase 1 – EVC tower infrastructure under construction Phase 2- Equalization Lagoon – RFD coming to Council for design and tender Maintenance on Site The KM road is in good condition and maintained Ongoing Heavy equipment maintenance and repairs – Compactor wheel rebuild being conducted by Municipal mechanic - welding on new traction studs is underway. Monthly ground water/surface water sampling ongoing Litter picking ongoing and litter fence repairs complete Clay cover is completed daily Bio-file issue on site presently under control with occasional pumping and maintenance. HHW collected and packed daily at the HHW depot. In-house Large stockpile of clean wood to be buried at C&D site– no market for chipping it. In-house Infrastructure and Operations PART 2 - QUARTERLY REPORT (Oct to Dec 2020) Municipality of Chester- Quarterly Report Large stock of refrigerators requiring CFC removal prior to recycling. Looking into options to complete in-house as options limited. Repair of the organics/recycling transport area -inhouse repair (rockwall) for Spring 2021 Repairs to Asphalt shingle dumping area – in-house 2021 Maintenance off-site Inspections and repairs to garbage corrals and compounds Requires some assistance from PW staff Cleanups due to illegal dumping as required– staff and GE’s Curbside waste collection Going very well, new 5-year contract with GEs effective April 2020. Valley Waste Liaison Committee Ongoing meetings with Valley Waste. Includes 2021/22 budgets, 5- year plan and an equipment replacement policy. Q3 MATERIAL TONNAGE Q1 TONNAGE Q2 TONNAGE Q3 Total To Date RESIDUAL WASTE (A) 12,978.30 12,618.50 13,156.19 38,753 SEPTIC WASTE (B) 3,044.37 3,626.02 3,407.68 10,078 WOOD (C) 168.83 392.52 245.48 806.83 ASPHALT (D) 170.43 388.01 452.40 1,010.84 ORGANICS (E) 413.91 446.76 476.65 1,337.32 RECYCLABLES, CARDBOARD & PAPER (F) 216.50 238.14 224.02 678.66 MIXED C&D WASTE (G) 508.36 510.46 623.88 1,642.7 REQUEST FOR DECISION/DIRECTION Prepared By: Christa Rafuse, P.Eng. Date January 29, 2021 Reviewed By: Date Authorized By: Dan McDougall, CAO Date January 29, 2021 CURRENT SITUATION On July 21, 2020, a term position for a cleaner was accepted. The term has been fulfilled now approximately six (6) months and an extension is recommended to meet ongoing public health guidelines. RECOMMENDATION It is respectfully recommended that Council direct staff to continue its commitment to increased cleaning to protect health and safety to our employees, council and to the public. In doing so, we recommend that the existing resource providing this service be extended until December 31, 2021, with staff approving in three (3) month increments for renewal. BACKGROUND On June 3, 2020, Council received communication via email as part of the phased approach of our return to office plan as staff retuned to the office outlining the main components. As a part of the office plan, increased cleaning to protect staff, council, and the public as part of health and safety obligations were specified. Internal resources were utilized as a temporary solution but not sustainable, with increased work- load, vacations, and availability. An ad was posted for a short-term cleaner and a successful applicant selected and accepted the offer July 21, 2020. DISCUSSION The term cleaner has proven to be a positive experience and has provided staff with confidence in their working environment conditions along with meeting the public health guidelines. The additional cleaning regiment reduces the potential for public health issues and uncertainty for all during the changing COVID-19 restrictions. The cleaner (term position) will continue to report to the Director of IAO as a Labourer, Level 3. REPORT TO: Municipal Council SUBMITTED BY: Infrastructure and Operations DATE: February 4, 2021 SUBJECT: Cleaner Agreement Extension ORIGIN: Office Plan for Covid-19 2 Request For Decision FINANCIAL IMPLICATIONS Unbudgeted for 20/21, will be included in forecast. For 21/22 the costs will be included in operations budget for Council consideration. STRATEGIC PLANNING GOALS 1. Maintain a high level of fiscal responsibility. 2. Continually improve public satisfaction with municipal services. OPTIONS 1. Direct staff continue with the additional cleaning as recommended. 2. Direct staff to discontinue the additional cleaning service. REQUEST FOR DECISION Prepared By: Tara Maguire, Deputy CAO Date: February 1, 2021 Reviewed By: Date: Authorized By: Dan McDougall, CAO Date: February 1, 2021 CURRENT SITUATION MOC has received a request from the South Shore Regional Centre for Education (SSRCE). Council has passed a proclamation in recognition African Heritage Month in February. The SSRCE has reached out to their various partners regarding their plans to mark this occasion. SSRCE has provided a flag to MOC and would like to request that we fly the flag in recognition of African Heritage month. RECOMMENDATION It is recommended that Committee of the Whole recommend Council approve the request of the SSRCE to fly the Pan African flag during African Heritage Month. BACKGROUND The Pan-African Flag used in Nova Scotia to represent people of African descent. The SSRCE requests that MOC show support for this “important and historic month of celebration” by flying the flag at the Municipal Office. Policy P-103 – Flag Raisings & Protocol Policy contains policy regarding the flying of special purpose flags. The policy recognizes the importance and symbology of special flag raisings to enhance public awareness for diversity and inclusion of marginalized groups, and to raise awareness of activities such as cultural events and commemorations that are important to members of our community. The policy requires Council to review applications for special purpose flag raisings. The policy permits flags to be flown for no more than 2 weeks per year to ensure fairness and equitable opportunities for community organizations and causes to be represented. The Community Flagpoles may be used to fly flags: (i) in honour national or independence days important to the residents of Municipality (ii) in support of fund-raising drives important to the residents of the Municipality. (iii) to celebrate multi-cultural, social, and civic events important to the residents Municipality (iv) to help increase public awareness of the programs, activities, or objectives of community organizations. The Community Flagpoles will not be used to fly flags: (i) of political parties or political organizations. (ii) of religious groups or the celebration of religious event. (iii) that promote or symbolize social or racial intolerance, violence, or hatred. (iv) if the intent is to defame the integrity of Council. REPORT TO: Municipal Council SUBMITTED BY: Corporate & Strategic Management DATE: February 4, 2021 SUBJECT: African Heritage Month Flag request 2 Information Report (v) representing or advertising commercial operations or organizations. (vi) in support of fund-raising drives that are political or religious in nature. (vii) in support of groups, organizations, or events that promote beliefs contrary to any other Municipal policy. The request from the SSRCE is consistent with the policy. The procedure does require at least a month notice; however the notice is intended to ensure that there is enough advance notice to accommodate multiple request. This is the only request that has been received for February to date and the requests are generally first come first served. Policy The request is consistent with Policy P-103 Financial/Budgetary The flag has been provided and there is no additional cost to the municipality Environmental n/a Strategic Plan n/a Work Program Implications n/a Has Legal review been completed? ___ Yes ___ No _x__ N/A OPTIONS 1 Approve the request to fly the Pan African Flag for a two week period, from February 15-30, 2021. 2 Deny the request to fly the Pan African Flag. ATTACHMENTS COMMUNICATIONS (INTERNAL/EXTERNAL)