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)
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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)