HomeMy Public PortalAbout2021-02-25_Council Website Agenda Package
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MUNICIPAL COUNCIL
AGENDA
Thursday, February 25, 2021 following Public Hearing
Via Facebook Live
Office Location: 151 King Street, Chester, NS
1. MEETING CALLED TO ORDER
2. APPROVAL OF AGENDA/ORDER OF BUSINESS
3. PUBLIC INPUT SESSION (15 minutes)
4. MINUTES OF PREVIOUS MEETING
4.1 Council – February 11, 2021.
5. COMMITTEE REPORTS
5.1 Committee of the Whole (recommendations for approval) – February 18, 2021 – Warden
Webber.
5.2 Nominating Committee – February 11, 2021 – Councillor Connors.
5.3 Lunenburg County Seniors’ Safety Program – Councillor Connors:
a. 2020 Annual Report.
b. January 2021 Monthly Report.
5.4 Any Other Committee Meetings.
6. MATTERS ARISING:
6.1 Second/Final Notice – Amendments to Policy P-100 Hospitality Policy.
6.2 Corporate and Strategic Management Department Quarterly Report – 3rd Quarter.
6.3 Request for Decision prepared February 19, 2021 – Corporate and Strategic Management
– Wastewater Service Study RFP MODC-T-2020-014.
7. CORRESPONDENCE
7.1 Email from New Ross Regional Development Society with letters to Council dated February
16, 2021 and May 12, 2014 regarding sewer capacity at the New Ross Wastewater
Treatment Plant related to Strategic Planning for New Ross and area.
8. PUBLIC PRESENTATIONS
Page 2 of 2
8.1 Peter Cullen, Executive Director of Ross Farm Museum regarding 2021/22 Major Projects
Grant Presentation.
9. NEW BUSINESS
9.1 Request for Decision prepared February 17, 2021 – Corporate and Strategic Management
Department - Fire Services Association of Nova Scotia nomination to represent Lunenburg
County.
9.2 Request for Decision prepared February 17, 2021 – Community Development and
Recreation - Major Project Grant – Ross Farm Museum.
9.3 Emergency Grant Funding Application – New Ross Regional Development Society (time
sensitive COVID-19 Response).
9.4 Request for Decision prepared February 19, 2021 – Corporate and Strategic Management
Department - IT Partnership – Chester/Town of Lunenburg.
10. IN CAMERA
11. ADJOURNMENT
APPOINTMENT
9:45 a.m. Peter Cullen, Ross Farm Museum
51
MUNICIPALITY OF THE DISTRICT OF CHESTER
Minutes of
COUNCIL MEETING
Via Facebook Live from 151 King Street, Chester, NS
On Thursday, February 11, 2021
MEETING CALLED TO ORDER
Warden Webber called the meeting to order at 8:52 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/ORDER OF BUSINESS
Councillor Assaff – South Shore Housing Action Coalition Report.
2021-072 MOVED by Deputy Warden Shatford, SECONDED by Councillor Barkhouse the agenda and order
of business for the February 11, 2021 Council meeting be approved as amended. ALL IN FAVOUR.
MOTION CARRIED.
PUBLIC INPUT SESSION (8:45 a.m. to 9:00 a.m.)
No public input received.
MINUTES OF PREVIOUS MEETING
4.1 Council – January 28, 20201.
2021-073 MOVED by Councillor Barkhouse, SECONDED by Deputy Warden Shatford the minutes of the
January 14, 2021 Council meeting be approved as circulated. ALL IN FAVOUR. MOTION CARRIED.
COMMITTEE REPORTS
5.1 Committee of the Whole (recommendations for approval) – January 21, 2021 – Warden Webber.
2021-074 MOVED by Councillor Church, SECONDED by Councillor Barkhouse the following recommendation
from the February 4, 2021 meeting of the Committee of the Whole:
Council (continued) February 11, 2021 52
2021-063 – “… staff continue its commitment to increased cleaning to protect the health and safety
of employees, Council, and the public and extend the additional cleaning until December 31, 2021,
with staffing approving in three (3) month increments for renewal.”
2021-064 – “… approve the request of the South Shore Regional Centre for Education to fly the Pan
African Flag during African Heritage month as per Policy P-103 Flag Raisings and Protocol Policy.”
2021-065 - “… Council to write the Provincial Government requesting that an appointment from
the Nova Scotia Federation of Municipalities be appointed to the Housing Commission.”
2021-066 – “… Council to forward correspondence to the Federal and Provincial Governments
requesting consideration be given to funding not-for-profit organizations with the Safe Start
funding.”
ALL IN FAVOUR. MOTION CARRIED.
5.2 South Shore Housing Authority Coalition - Councillor Assaff.
Councillor Assaff updated Council on recent initiatives, including a homeless study being done in
Lunenburg County. As well, the Town of Bridgewater is reviewing where there could be some tax
reduction base on the Municipal Government Act for private/public partnerships regarding affordable
housing.
5.3 Recreation and Parks Committee – February 8, 2021 – Chad Haughn, Director of Community
Development and Recreation.
Chad Haughn, Director of Community Development and Recreation provided an overview of the
nominations received for the 2021 Volunteer Award and noted that Erin Gore was the selected candidate.
The individuals nominated were William Burns, John Chandler, Dawn Curry, Erin Gore, Colin Hughes, Anita
Hume, Suzanne Isaacs, Cecil Joudrey, Kelly McCann, John Mosher, Marty Murphy, Carol Nauss, Paul Rowe,
Rufus Sweet, Carol Vaughan, Family - Joanne Corbett & Greyson Corbett-Lumb, and Family - Roger and
Christine Hirtle.
2021-075 MOVED by Councillor Barkhouse, SECONDED by Councillor Church that Council approve the
following recommendation from the Recreation & Parks Committee:
2021-070 – “…Volunteer Erin Gore of Chester, represent the Municipality of the District of Chester
at the Provincial Awards Ceremony in Halifax on Monday, April 26, 2021.”
ALL IN FAVOUR. MOTION CARRIED.
MATTERS ARISING
6.1 Finance and Information Services Department Quarterly Report – 3rd Quarter:
a. Finance.
Malcolm Pitman, Director of Finance and Information Services was present via Zoom and reviewed the
information provided in the Quarterly Report related to Finance.
Council (continued) February 11, 2021 53
b. Information Services.
Cliff Gall, Director of Information Services was present via Zoom and reviewed the information provided in
the Quarterly Report related to Information Services.
PUBLIC PRESENTATION
8.1 Reverend Joe Green and Dale Rafuse from Chester Golf Club (via Zoom).
Reverend Joe Green, President of the Chester Gold Club and Dale Rafuse, Secretary and Past President
were present via Zoom.
It was indicated by Councillor Church that she has been asked by residents why they are unable to join the
Chester Golf Club due to a boundary set by the Club as the Club is receiving a tax exemption from the
Municipality.
Reverend Green and Mr. Rafuse explained that over the years the boundary in the by-laws has changed
(expanding and contracting) when reviewed regularly. The reason for the expansion/contraction has
been due to supply/demand. There is only so much time available in any day for tee-offs. Too many
members would make it difficult to be able to provide time for members to play. It was also noted that
any resident under the age of 19 can join the club regardless of where they live; if they maintain their club
status, they can retain their membership into adulthood.
Members of Council voiced their preference to have the membership opened to the entire Municipality,
particularly when there are members who are not permanent residents of the Municipality and may even
live outside of Canada (with a summer residence in Chester).
Councillor Connors indicated that former Councillor Hector raised a question previously asking if the
restaurant was part of the exemption for the Golf Club; his concern was around the restaurant and being
on the same playing field as other restaurants.
The CAO indicated that the exemption is the commercial assessment. Commercial is reduced to the
residential rate and is about an $8,000 reduction. Warden Webber noted that is part of the revenue
stream of other organizations as well.
Questions were asked regarding other non-profits within the Municipality receiving an exemption that
may have an exclusion for some residents of the municipality? The CAO noted that there are two Lodges
that have membership exclusions, but they are not location based.
Councillor Veinotte asked for a report at some time regarding the Tax Exemption By-Law.
Councillor Church stated that when the next boundary review is considered that she hoped they consider
including all residents and Dale Rafuse suggested it would be helpful to have a written request outlining
Council’s position.
Councillor Veinotte indicated that it is within the Club’s right to include/exclude for their own club. What
we are talking about is property taxes and the amount we exempt them is paid for by all residents of the
Municipality.
Council (continued) February 11, 2021 54
Discussion was held around the number of rounds per member and tracking those rounds to ensure there
are enough tee times for members and green fee golfers.
It was noted that the course is also wide open for four months of the year for anyone – walkers and
during the winter months children coast down the hill at the 17th hole.
Warden Webber commented that he understood the issue of a large membership but hopes there can be
some change. Staff was directed to prepare a letter for the Chester Golf Club regarding membership and
bring back to Council for review.
A break was held from 9:59 a.m. to 10:12 a.m.
6.2 Trail Bridges presentation – Infrastructure and Operations.
Greg Jonah, Engineering Technologist was present in the room to review the Trail Bridges presentation.
There is 47 km of trails which include 12 bridges. The report outlined the current situation of each bridge
and the required inspections. Also included was a ten year plan for inspections and required repairs. He
also reviewed the Municipality’s responsibilities for the bridges outlined in the Letter of Understanding
with the Province. The potential funding options were also discussed as well as the asset management
plan, which is underway for several focus areas, the most significant of which is the wastewater
infrastructure; and the gas tax program requires Municipalities to develop and asset management
program. Presently underway is the development of a replacement policy for landfill equipment using
the same methodology.
Discussion was held regarding:
The procurement process and a suggestion made to, as part of the procurement process, have them
do an inspection – if they bid, they will have a list of what needs to be done and should inspect prior
to providing a bid.
Intention to secure qualified consultants to provide recommendations for immediate and long term
repairs, continued use and to provide recommendations for immediate and long term repairs, cost
estimate to complete repairs, and determine remaining life of the bridge.
Next steps for routine inspection program over ten years, financial implications, funding for repairs
through other sources, budgetary requirements.
Council agreed for staff to continue with the project as outlined and direct consultants to look for
alternatives, or alternate solutions with less of a financial burden.
6.3 First Notice – Amendment to Policy P-100 – Hospitality Policy.
2021-076 MOVED by Councillor Church, SECONDED by Councillor Assaff that the amendments to Policy P-100
Hospitality Policy be referred approved and referred to Second Notice at Council on February 25,
2021. ALL IN FAVOUR. MOTION CARRIED.
MATTERS ARISING
There were no matters arising.
Council (continued) February 11, 2021 55
CORRESPONDENCE
None received.
NEW BUSINESS
9.1 Request for Decision prepared January 28, 2021 – Community Development and Recreation – New
Road Name Assignment.
2020-077 MOVED by Councillor Church, SECONDED by Councillor Barkhouse that Council that Council
approve the name Rocky Run and direct staff to make the usual notifications. ALL IN FAVOUR.
MOTION CARRIED.
9.2 Request for Decision prepared February 4, 2021 – Community Development and Recreation –
Animal Control Request for Proposals.
The CAO indicated that information included in requests for decision regarding procurement had
previously been discussed; there may be questions that cannot be answered in a public forum. A general
review can be held in regular session.
Chad Haughn, Director of Community Development and Recreation reviewed the details of the February
4, 2021 Request for Decision regarding the Animal Control Request for Proposals and the
recommendation to award the contract to Oceanmark K-9 Resort.
IN CAMERA
10.1 Section 22(2)(e) of the Municipal Government Act – Contract Negotiations.
2021-078 MOVED by Councillor Barkhouse, SECONDED by Deputy Warden Shatford the meeting convene “In
Camera” as per Section 22(2)(e) of the Municipal Government Act – Contract Negotiations. ALL IN
FAVOUR. MOTION CARRIED.
Following a brief meeting held “In Camera” the meeting reconvened with all members present.
2021-079 MOVED by Councillor Barkhouse, SECONDED by Councillor Assaff that Council approve the
following recommendations:
Award the Animal Control Service and Impound Facilities contract to Oceanmark K-9 Resort for
the period of February 1, 2021 to January 31, 2026 for the monthly fixed cost of $2,500 per
month + HST; and
Enter into a service agreement with the Municipality of the District of Lunenburg and extend the
Animal Control and Impound Facilities service at a cost of $3,000 per month + HST, plus an
administrative fee of 10%.
ALL IN FAVOUR. MOTION CARRIED.
ADJOURNMENT
Council (continued) February 11, 2021 56
2021-080 MOVED by Councillor Church, SECONDED by Deputy Warden Shatford the meeting adjourn.
(11:30 a.m.)
___________________________ ___________________________
Allen Webber Pamela Myra
Warden Municipal Clerk
MOTIONS FOR APPROVAL OF COUNCIL FROM FEBRUARY 18, 2021
COMMITTEE OF THE WHOLE MEETING
2021-072 Approval of Agenda/Order of Business
2021-073 Approval of February 4, 2021 Minutes of Committee of the Whole.
2021-074 LUNENBURG COUNTY ACCESSIBILITY PLAN APPROVAL
MOVED by Councillor Church, SECONDED by Deputy Warden Shatford that the Committee of the Whole
recommend to Council to approve the Lunenburg County Accessibility Plan as presented by the
Lunenburg County Accessibility Committee and authorize the submission of the Plan to the Provincial
Accessibility Directorate. ALL IN FAVOUR. MOTION CARRIED.
2021-075 ACCESSIBILITY PLAN STEPS
MOVED by Councillor Barkhouse, SECONDED by Councillor Church that the Committee of the Whole
recommend to Council to:
o Write the Nova Scotia Premier, the Minister of Justice Mark Furey, Minister responsible for the
Accessibility Act, as well as the Nova Scotia Federation of Municipalities (NSFM) to lobby for municipal
funding programs for the implementation of Municipality Accessibility Plans; and
o Direct staff to develop the Municipality of Chester’s Accessibility Action Plan which will become
an appendix to the overarching Lunenburg County Accessibility Plan for consideration of Council at a
future meeting.
ALL IN FAVOUR. MOTION CARRIED.
2021-076 DISPOSITION OF SURPLUS IT EQUIPMENT
MOVED by Deputy Warden Shatford, SECONDED by Councillor Connors that the Committee of the Whole
recommend to Council to direct staff to develop a disposition policy for information technology assets to
include a process for disposition and sale to municipal staff with proceeds to be donated to ProKids. ALL
IN FAVOUR. MOTION CARRIED.
2021-077 Adjournment.
MOTIONS REQUIRING APPROVAL OF COUNCIL
FROM NOMINATING COMMITTEE OF FEBRUARY 11, 2021
2021-081 APPROVAL OF AGENDA/ORDER OF BUSINESS
2021-082 APPROVAL OF DECEMBER 9, 2020 MEETING
2021-083 RECOMMENDATION TO COMMITTEES
MOVED by Councillor Barkhouse, SECONDED by Warden Webber the following persons be appointed to
the Committees noted, with the exception that Dennis Wood be given the option to accept or not accept
the position representing District 5:
Committee Vacancies Applications from
Audit 1 – Any District Heather McLeod – District 6
Municipal Planning Advisory
Committee
2 – Districts 2 and 5 Ross Shatford – District 2
Dennis Wood – District 2 5
Recreation & Parks Committee 1 – District 4 Olivia Corkum - District 4
2021-084 ADJOURNMENT
Lunenburg County Seniors’ Safety Program (LCSSP) 2020 Annual Report
A project of the Lunenburg County Seniors’ Safety Partnership Society
Prepared by: Chris Acomb and Carole Hipwell, LCSSP Coordinators
January 25, 2021
LCSSP is a free community-based service that works collaboratively with Bridgewater Police Service, RCMP, and
many community partners to help address the safety concerns of older adults residing in Lunenburg County.
Service is provided through awareness campaigns, advocacy, educational programs, community presentations
and one to one service.
For our most vulnerable seniors, the effects of the pandemic have been far-reaching and the demand for LCSSP
service has grown exponentially. The current world pandemic has impacted LCSSP service parameters and
resources. With creative resiliency and trusted partnerships, our program has continued to provide service and
support to our community.
LCSSP 2020 HIGHLIGHTS IN REVIEW:
March 13, 2020 – LCSSP staff were advised to begin working from home and service would need to be modified.
Home Visitation – In-person visits were not possible at times due to the pandemic. The Workplace COVID-19
Prevention Plan: LCSSP Home Visits was created and revised as needed to support safe home visit protocol. The
focus on door-step deliveries to help meet needs while reducing isolation increased.
Information Sharing and Support – Regular teleconferencing with Department of Seniors, Community Links and
fellow Seniors’ Safety Programs encouraged information-sharing and provided support.
Staffing – With emergency funding provided by the Dept. of Seniors we were able to add additional staffing
hours to provide service to our community.
Nature of Referrals – The most notable point regarding 2020 referrals is the complexity of needs; compounded
by the pandemic. We also experienced a high volume of calls from community members and partners needing
information and direction to supports. During the pandemic we identified a notable increase in short-term
needs expressed by partners and community members, increased risk of home takeovers and elder abuse.
Presentations – The transition to on-line presentations negatively impacted our target audience who are often
not technologically versed or equipped. We returned to small in-person presentations with an on-line option
and found participation remained low as clients were hesitant to venture out. We presented to Prime Timers,
Eastside Manor, Elder Dog, MB Rotary Club, NSCC students and hosted a Mini Legal Series. Subjects of
presentations ranged from the SSP, Scams/Frauds, Elder Abuse, Building Respectful Communities, Volunteer
Topics and Legal Access. A joint on-line Coffee and Conversation project was trialed with small numbers in
attendance.
Leveraging and Growing Partnerships – Actively assisting with community asset mapping and leveraging
community partnerships became more necessary as our community worked together. We participated in Aging
Well Together Coalition, South Shore Housing Action Coalition, Single Entry Access – Smart Cities Challenge, the
LCSSAP, Built for Zero -Rural Housing NS Strategy, SSP Networking Session and the HVH Accreditation process.
We also participated in provincial meetings with SSPS, Community Links and government.
Ongoing Education – Coordinators attended on-line education such as the Legal Information Society of NS
Senior Legal Navigator training, Advanced Directives presentation, First Aid training and more.
Lunenburg County Seniors’ Safety Program (LCSSP) 2020 Annual Report
A project of the Lunenburg County Seniors’ Safety Partnership Society
Prepared by: Chris Acomb and Carole Hipwell, LCSSP Coordinators
January 25, 2021
Identifying and Responding to Needs – As we worked with partners, community members and government we
identified areas of need and responded. With the help of the United Way, volunteers, private entrepreneurs
and the South Shore Multicultural Association we were able to increase financial aid and the availability of
personal protective equipment supplied directly to seniors in our community.
Seniors’ Safety Legal Navigator Project –The effect of legislation relating to Adult Protection, Estates, Probate,
and the Public Trustee emphasize the gaps and challenges faced by our aging population. We presented an in-
person and on-line three-session Legal Information Series in partnership with experts in addition to NSCC
presentations to students. Thanks to approved budget re-allocation to purchase technological equipment, we
have been able to assist clients with form completion and access information within the safety of their home.
STATISTICS:
2020 LCSSP Statistics 2020 LCSSP Statistics
Client Base 1508
New Referrals 339
Home Visits/Drop Offs 334
Presentation Participation 170
Vial of LifeTM Distributed 520
# of telephone calls and emails are not recorded. There were periods
during the the pandemic that comprehensive record-keeping was not
possible.
Lunenburg County: Total pop = 47,126 / 55+ = 20, 970 = 44.5%
Municipality Total Population # of individuals 55+ Aver. of Pop. 55+
Town of Mahone Bay 1036 575 55.5%
Town of Lunenburg 2263 1165 51.5%
MODL 24,863 10,880 43.7%
MODC 10,310 4,780 46.4%
Town of Bridgewater 8,532 3,545 41.5%
40%
18%
31%
4%
6%1%
2020 LCSSP Service in Municipal Units
MODL
MODC
TOB
TOL
TOMB
Other
2020 LCSSP PARTNERSHIP PROJECTS: MODC MODL TOB TOMB TOL
75 Isolation Care Packages Project, (funded by United Way) 15 21 25 7 5
25 Fresh Cuts Meals for the Town of Bridgewater Project, (funded by Fresh Cuts) 0 3 22 0 0
24 Lunches Earth Angels / Everything Nice Café Project, (funded by Earth Angels and
Everything Nice Café)
7 6 8 3 1
24 Lunches Earth Angels / Fresh Cuts / Everything Nice Café Project, (funded by Earth
Angels, Fresh Cuts and Everything Nice Café)
5 7 8 2 3
1000 VON FF's and Small Isolation Packages, (funded by United Way) 28 95 41 25 11
36 We Are Young Little Wishes Project, (funded by We Are Young Association) 10 10 11 3 2
25 South Shore Multicultural Association, Art Kits for Seniors, (New Horizons Grant) 10 10 3 3 1
33 Secret Santa Participation, (South Shore Secret Santa's and Santa's For Seniors,
(Community Initiatives)
5 8 16 2 2
100 We Are Young Christmas Card Deliveries, (funded by We Are Young Association) 20 14 10 25 31
25 Souls Harbour Lunch Delivery, (Partnership Project – UW, TOB, Souls Harbour, SSRL) 3 22
34 Caring Calls and Warm Line Telephone Reassurance Program Referrals, (Shelburne
Mental Health, SSRL and UW Partnership)
8 10 12 2 2
Lunenburg County Seniors’ Safety Program (LCSSP) 2020 Annual Report
A project of the Lunenburg County Seniors’ Safety Partnership Society
Prepared by: Chris Acomb and Carole Hipwell, LCSSP Coordinators
January 25, 2021
2020 FUNDING:
LCSSP core funding is provided by five municipalities, United Way of Lunenburg County and the Department of
Seniors. One-year project funding for the LCSSP Seniors’ Legal Navigator was received from the Law Foundation
of NS ($28,231.00).
ADDITIONAL FUNDING BREAKDOWN:
United Way of Lunenburg County Grants:
o 75 Large Isolation Kits and 200 Small Isolation Kits $1,000
o LCSSP CECF $2,000
o LCSSP CECF $3,000 + $665 (PPE)
South Shore Multicultural Society Donation to the LCSSP CECF:
o LCSSP CECF $1,500
Dept. of Seniors Emergency Funding:
o LCSSP $20,000 + $200 (printing costs)
We are being considered for several other grant projects we have applied for through,
o New Horizons grant – IT Project,
o Building Vibrant Communities grant – Lunenburg Co. Rental Housing Directory project.
Lunenburg Seniors’ Safety Advisory Partnership Society Budget
as at January 4, 2021
2020‐2021 2020‐2021 VARIANCE
BUDGET ACTUAL Pos (Neg)
REVENUE
Province of NS Seniors 25,000 25,000 0
Municipal Contributions 27,169 27,169 0
Other Revenue 53,231 46,173 ‐7,058
Interest Income 0 0 0
Transfer from Reserves ** 7,357 0 ‐7,357
112,757 98,342 ‐14,415
EXPENSES
Salaries (to December 19, 2020) 56,438 41,381 15,057
Part Time Wages (to December 19, 2020) 23,811 12,546 11,265
DoS emergency fund (to December 19, 2020) 20,018 10,938 9,080
Facility Rentals 1,200 0 1,200
Professional Development 500 0 500
Vehicle Maintenance (gas posted to Nov/20) 2,500 2,371 129
Office Equipment 0 404 ‐404
Travel 2,000 424 1,576
Cell Phones 2,200 1,176 1,024
Hospitality 700 77 623
Materials 800 2,318 ‐1,518
Insurance 2,090 1,733 357
Clothing Allowance 0 0 0
Honorariums 500 0 500
112,757 73,369 39,388
NET 0 24,973 24,973
*In an addition to the Municipal Contribution of $4,784, The Town of Bridgewater also provides the following in-kind service, ∙ provision of
vehicle (excluding gas, insurance & repairs), ∙ clothing, ∙ office space, ∙ supervision,
∙ accounting services, ∙ computer, ∙ employment management (payroll, HR, etc.)
**Budgeted reserves are currently held by LSSAPS. The Reserves currently held by the Town will depend on the final balance at year end.
Lunenburg County Seniors’ Safety Program (LCSSP) 2020 Annual Report
A project of the Lunenburg County Seniors’ Safety Partnership Society
Prepared by: Chris Acomb and Carole Hipwell, LCSSP Coordinators
January 25, 2021
2020 LCSSP CLIENT EMERGENCY CONTINGENCY FUND (CECF):
LCSSP CECF CASE STUDY ‘A’:
A client was referred by a concerned neighbor because they were being evicted due to failure to pay rent. After speaking with the client,
it was discovered they had fallen injuring themselves, were being financially abused, their license had been suspended, they needed home
support and were living in squalor. Law enforcement, continuing care, St. Vincent de Paul, the landlord, the neighbor, VON, Lunenburg
County Home Support, Seniors’ Community Health Team, Salvation Army, banking institution, DMV, physici an and the LCSSP partnered
to support this client. One component of service included, home clean-up funded by the LCSSP CECF at the cost of under $75. This meant
that safety risks were mitigated and home care services could be implemented without delay.
THE PANDEMIC AND THE CECF:
Most needs addressed prior to COVID-19 were relatively low-cost. This has changed. Financial hardship has
expanded during the pandemic and need often occurs outside the hours of some programs and services.
Barriers to accessing funding may include,
• Support systems and processes have changed and/or take longer/longer wait periods.
• Income/budget costs negatively impacted by COVID-19.
• Housing overall has been a challenge as people are shifting out of homes, finding themselves at risk of
losing their housing and the access to / availability of affordable accessible housing is limited,
• Loss of some home support services deemed non-essential and/or meals on wheels.
• Long wait-lists for home care services and/or long-term care placement.
• Changes in routine and opportunities that negatively impact budgets – i.e. increased food costs.
The ripple effect of assistance is at times unmeasurable. For example, the CECF may assist one client with
housing clean-up which mitigates their risks, improves wellbeing and quality of life. That clean-up can also
reduce risk for the whole neighbourhood as fire risks, air quality and rodent control are impacted.
Food Insecurity
9%
Emergency Home
Care 4%
Emergency Housing
10%
Isolation Kits
2%
Incontinent
Products 1%
Medication
4%
Transportation
7%
Rent Subsidy 15%Personal Safety
9%
Hoarding
6%
Housing Repair
13%
Pest Control
5%
Property Taxes
4%
Tax Related
0%
Utilities
10%
Secret Santa Prg.
2%
LCSSP CLIENT EMERGENCY CONTINGENCY FUND
EXPENSES
LCSSP CLIENT EMERGENCY CONTINGENCY FUND
(CECF)
Thanks to the support of organizations within our
community we have been able to increase the support
provided by the CECF and have experienced expanded
collaborative partnerships with other groups offering
support.
LCSSP CECF has received the following 2020 support,
• $2,000 grant from the United Way of
Lunenburg County.
• $1,500 donated by the South Shore Multi-
Cultural Association through their New
Horizons’ Grant.
• $3,665 grant from the United Way of
Lunenburg County and the Federal
Government - Emergency Community
Support Fund ($665.00 to be used for PPE).
• We accept donations but are unable to
provide a receipt.
• 12/31/20 Balance: $3,196.41
Lunenburg County Seniors’ Safety Program (LCSSP) – January 2021
Submitted by: Chris Acomb, January 22nd, 2021
LCSSP is a free community-based service that works collaboratively with Bridgewater Police Service,
RCMP, and many community partners to help address the safety concerns of older adults residing in
Lunenburg County. Service is provided through awareness campaigns, advocacy, educational programs,
community presentations and one to one service. We continue to carry out as much service as we can
via telephone and email with home visits occurring when necessary.
MONTH IN REVIEW:
• Nature of referrals include, health and wellbeing, cognitive impairment, adult protection
concerns, homelessness, precarious housing, maintenance/repair issues, home takeover,
financial hardship, transportation needs, food insecurity, elder abuse, financial scams, hoarding,
social isolation, assistance with legal issues, and need of information and supports.
• HeartWood Centre for Community Youth Development (in collaboration with Community
Services) have created mindful-activity kits called HEART in a Box as part of their Stepping
Stones project. We have 20 kits that are being delivered to clients in the New Year!
• LCSSP 2020 Annual Report available.
LCSSP Service in Municipal Units % Data to Date January
MoDL 30% Total # of clients 114
MoDC 27% # of clients receiving service 69
Bridgewater 34% # of new referrals 23
Lunenburg 4% # of home visits / door step deliveries 17
Unknown 1% # of closed files 8
Data is subject to change and is approximate values only.
MEETINGS, GRANTS & PRESENTATIONS:
• Coordinated Access to Housing Zoom meeting attended,
• LCSSPS Fundraising Sub-Committee meeting attended,
• Weekly Flourish Coffee & Conversation Zoom meeting(s) – cancelled until further notice,
• LCSSPS is researching logo designs for the partnership society,
• P2P Digital Literacy for Lunenburg County, New Horizons grant application submitted ($5000),
• Lunenburg County Rental Housing Directory project, Building Vibrant Communities grant
application submitted ($5,000),
• Department of Seniors’ $25,000 annual grant approved.
LCSSP CLIENT EMERGENCY CONTINGENCY FUND (CECF) REPORT:
• The CECF assisted seniors with the cost of,
o Emergency home repair assessment,
o De-cluttering of a home,
o The month-end balance is $2,873.41.
Municipality of the District of Chester
Hospitality Policy
Policy P-100
Effective Date: May 7, 2020
Policy P-100 – Hospitality Policy Page | 2
Notice of Intention to Adopt: Council – April 23, 2020 (2020-173)
First Notice: Council – April 23, 2020 (2020-173)
Second Notice: Council – May 7, 2020 (2020-194)
Effective Date: May 7, 2020
MUNICIPALITY OF THE DISTRICT OF CHESTER
POLICY P-100 - HOSPITALITY POLICY
1. PURPOSE
1.01 The Municipality of the District of Chester recognizes that gifts and hospitality related
activities are, at times, appropriate and legitimate expenses to support the
Municipality’s strategic and business objectives. The offering of gifts and hospitality will
be done in such a manner to reflect the prudent stewardship of public funds and
should be a reasonable expense based on the circumstances. Expenses incurred by
the Municipality in offering hospitality for purposes of diplomacy, protocol, business
development, or promotional advocacy are acceptable providing they satisfy the
standards and procedures outlined in this Hospitality Policy.
1.02 This Hospitality Policy provides direction and guidance to Council and the Chief
Administrative Officer (CAO) in determining appropriate hospitality expenses that
support the objectives of the Municipality while in accordance with the following
standards and procedures of this policy, which include:
(a) Clearly identifying the circumstances for which hospitality expenses may be
permitted.
(b) Establishing the expenditures that may qualify as a hospitality expense.
(c) Establishing the approval process for authorizing hospitality expenses.
1.03 Authority for the Hospitality Policy is derived from Section 23(3), 23(5), (6), and (7)
along with Section and 65D(3), and (4), (5), and (6) of the Municipal Government Act.
Section 23(3) directs the adoption of a hospitality policy; Section 23(5) states the
minimum requirements for such a policy; Section 23(6) stipulates an expense may only
be reimbursed if authorized by a hospitality policy; Section 23(7) states that the
hospitality policy must be reviewed and adopted following each regular election and
Section 65D(3) and (4) outlines requirements for hospitality expense reporting.
1.04 This policy does not apply to expenses associated with events for Municipal
employees only, such as retirement ceremonies or staff appreciation events.
2. PRINCIPLES
2.01 The following underlying principles inform this policy:
(a) Any hospitality related activity must be provided in an accountable, economical,
and consistent manner that facilitates government business in the areas of
diplomacy, protocol, business development or promotional advocacy.
Policy P-100 – Hospitality Policy Page | 3
Notice of Intention to Adopt: Council – April 23, 2020 (2020-173)
First Notice: Council – April 23, 2020 (2020-173)
Second Notice: Council – May 7, 2020 (2020-194)
Effective Date: May 7, 2020
(b) Any hospitality related activity must serve a clear strategic or business purpose for
the Municipality and not provide any personal benefit to Reportable Individuals or
employees of the Municipality.
(c) Public funds are used prudently and responsibly with a focus on accountability and
transparency.
3. POLICY
3.01 Signing Authorities
(a) The following are the Signing Authorities responsible for administering this policy
with respect to the individuals in those positions.
Position Signing Authority
Member of Council CAO or designate
CAO Warden or Deputy Warden
Employees of the
Municipality
Immediate Supervisor or CAO (or designate)
(b) The CAO may designate a secondary Signing Authority. The designation of a
secondary Signing Authority will be in writing and will state the name and position
of the designate.
(c) All Signing Authorities are prohibited from authorizing payment of a hospitality
expense incurred on their own behalf.
3.02 Hospitality Events
(a) A hospitality event is a reception, ceremony, conference, or other event that
involves hosting individuals from outside the Municipality. Hospitality may be
offered under the following circumstances in accordance with this policy:
i. hosting foreign dignitaries;
ii. engaging in official public matters with representatives from other
governments;
iii. hosting business, industry/labour leaders, or other community leaders;
iv. sponsoring or hosting conferences;
v. hosting ceremonies / recognition events; and
Policy P-100 – Hospitality Policy Page | 4
Notice of Intention to Adopt: Council – April 23, 2020 (2020-173)
First Notice: Council – April 23, 2020 (2020-173)
Second Notice: Council – May 7, 2020 (2020-194)
Effective Date: May 7, 2020
vi. other official functions, as approved by either Council or CAO (or designate),
as appropriate.
3.03 Hospitality Expenses
(a) Hospitality expenses include, but are not limited to (pending prior authorization
procedure as outlined in Section 5.01), the following:
i. meals/catering (including gratuities);
ii. beverages;
iii. accommodation;
iv. professional serving staff; and
v. gifts
3.04 Serving Alcohol
(a) While the standard for hospitality is the provision of non-alcoholic beverages, the
provision of alcohol in the context of hospitality for reasons of diplomacy, protocol,
business development, or promotional advocacy is deemed an acceptable
expense in limited circumstances. Any request for approval to serve alcohol at a
hospitality event requires prior approval by either Council or CAO (or designate),
as appropriate.
(b) All Reportable Individuals and employees of the Municipality are expected to act
responsibly in the care and well-being of themselves, other employees, and their
respective guests with respect to the provision of alcohol.
(c) The Municipality will demonstrate good judgment in the reasonableness of the
quantity and expense of alcoholic beverages offered to guests.
(d) If alcohol is provided at a Municipal hospitality event, all applicable liquor laws and
licensing requirements must be adhered to in addition to the principles of this
policy. Food will be served at all events where alcohol is provided for hospitality
purposes.
(e) Alcohol is not an allowable expense for Reportable Individuals or employees of the
Municipality while travelling for Municipal business.
3.05 Gifts
(a) For reasons of diplomacy, protocol, business development, or promotional
advocacy, giving gifts to individuals who are not employees or representatives of
Policy P-100 – Hospitality Policy Page | 5
Notice of Intention to Adopt: Council – April 23, 2020 (2020-173)
First Notice: Council – April 23, 2020 (2020-173)
Second Notice: Council – May 7, 2020 (2020-194)
Effective Date: May 7, 2020
the Municipality is sometimes appropriate. Any giving of individual gifts exceeding
$50 in value requires prior approval by either Council or CAO (or designate), as
appropriate.
4. SCOPE
4.01 This Hospitality Policy applies to all Reportable Individuals and employees of the
Municipality who incur approved hospitality expenses while conducting Municipality of
the District of Chester business.
5. PROCEDURES
5.01 Prior Authorization for Hospitality Event Requests
(a) Subject to this policy, all hospitality events require prior authorization. (See the
electronic form Appendix A: Hospitality Event RequestExpense Form)
(b) A hospitality event request requires the following information for prior authorization:
i. rationale/purpose of the event;
ii. estimated number of attendees and their respective affiliations;
iii. if alcohol is to be provided at the event, reasons the provision of alcohol is
appropriate and warranted in the circumstances;
iv. estimated itemized hospitality expenses, including gratuities and
supplementary expenses.
(c) Hospitality event requests shall be reviewed by either the CAO (or designate) or
Council, as appropriate, who shall consider the value and benefit of the proposed
event in relation to its cost in deciding whether to approve the hospitality event.
(d) In instances where a hospitality event has been held without prior approval, claims
for reimbursement must provide the details outlined above and a document
outlining the reasons prior approval was not possible.
5.02 Submission of Hospitality Expenses
(a) Hospitality expenses claims incurred by individuals must be submitted on the
electronic expense claims section of the Hospitality Expense Claim form
Hospitality Expense Form containing that references and links to the already
authorized Hospitality Event Request formevent request section. The completed
expense claim must be signed by the Claimant and submitted to the appropriate
Signing Authority within 30 days after the hospitality event.
Policy P-100 – Hospitality Policy Page | 6
Notice of Intention to Adopt: Council – April 23, 2020 (2020-173)
First Notice: Council – April 23, 2020 (2020-173)
Second Notice: Council – May 7, 2020 (2020-194)
Effective Date: May 7, 2020
(b) Hospitality Eexpense Cclaims must include the following:
i. a copy of the signed prior authorization for the hospitality event for which the
expense was incurred;
ii. the names and positions of the guests at the hospitality event;
iii. the business objective for the expense;
iv. detailed, itemized receipts for the expenses to support the claim.
(c) In instances where prior approval of the hospitality event was not possible, a
completed Hospitality Expense ClaimForm must be submitted to the appropriate
Signing Authority within 30 days of the expense being incurred along with detailed
reasoning as to why prior approval was not sought prior to reimbursement.
(d) If no receipt is available for a hospitality expense, a written attestation signed by
the Claimant must be submitted to explain why the receipt is unavailable, and a
description itemizing and confirming the expense must be provided. Debit or credit
card transaction records are not acceptable as receipts.
(e) Hospitality expenses incurred by one individual on behalf of another must be
attributed to the individual for whom those expenses were incurred.
(f) No hospitality expense claim shall be paid unless the claim is first approved for
payment by the appropriate Signing Authority. Before approving a hHospitality
Eexpense Cclaim, a Signing Authority must ensure that:
i. the claim is consistent with this policy;
ii. the expenses claimed were necessarily incurred in the performance of
Municipal business;
iii. appropriate receipts (or a written attestation as stipulated in Section 5.02(d)
of this policy) or invoices are provided to support the claim, and that the claim
documentation is appropriately filed;
iv. the expenses claimed have appropriate justification;
v. a copy of the appropriate liquor licence, if applicable; and
vi. all requirements for a hospitality expense claim have been fulfilled.
(g) In considering a Hhospitality Eexpense Cclaim for payment, a Signing Authority
may request additional explanations, documentation, or justification from the
Claimant, and may refuse to approve any claim or expense that did not have prior
authorization and which the Signing Authority decides is unreasonable or not in
compliance with this policy.
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Policy P-100 – Hospitality Policy Page | 7
Notice of Intention to Adopt: Council – April 23, 2020 (2020-173)
First Notice: Council – April 23, 2020 (2020-173)
Second Notice: Council – May 7, 2020 (2020-194)
Effective Date: May 7, 2020
(h) The use of petty cash to pay a Hhospitality Eexpense Cclaim is prohibited.
5.03 Reporting Requirements
(a) In accordance with the requirements section 65d of the Municipal Government Act,
the CAO shall ensure that Municipality:
i. prepares a Hospitality Expense Report that describes all the hospitality
expenses incurred by the Municipality, including purchases of alcohol, for
each fiscal quarter, and posts that report on the Municipality’s website within
ninety (90) days of the end of each quarter; and
ii. prepares an annual report that summarizes the hospitality expense reports
for the preceding fiscal year in compliance with the requirements of the
Department of Municipal Affairs and Housing and of the Financial Reporting
and Accounting Manual, and files that annual summary report with the
Minister of Municipal Affairs and Housing by September 30 each year.
5.04 Review Requirements
(a) The Municipality’s Audit Committee shall review the hospitality annual summary
report by September 30 of each year.
(b) By January 31 immediately following a regular election held under the Municipal
Elections Act, Council shall review this policy and, following a motion by Council,
either re-adopt the policy or amend the policy and adopt the policy as amended.
6. REFERENCES AND RELATED STATEMENTS OF POLICY
Municipal Government Act Section 23(3), (5), (6), and (7) and 65D(3), (4), (5), and (6).
Financial Reporting and Accounting Manual (FRAM), Department of Municipal Affairs
& Housing, Government of Nova Scotia.
As of the date of adoption by Council, this Hospitality Policy replaces any related
sections of Municipality of the District of Chester policies and procedures concerning
the approval and reimbursement of expenses for hospitality related activities.
6.7. DEFINITIONS
7.01 “CAO” means the Chief Administrative Officer of the Municipality of the District of
Policy P-100 – Hospitality Policy Page | 8
Notice of Intention to Adopt: Council – April 23, 2020 (2020-173)
First Notice: Council – April 23, 2020 (2020-173)
Second Notice: Council – May 7, 2020 (2020-194)
Effective Date: May 7, 2020
Chester.
7.02 “Claimant” means the individual submitting hospitality expenses claim in accordance
with the standards and procedures of this policy.
7.03 “Council” means the elected officials that make up the Council of the Municipality of
the District of Chester.
7.04 “Employee” means any person directly employed by the Municipality of the District of
Chester.
7.05 “Hospitality Event” means an event or function for purposes and reasons outlined in
this policy where the provision of food, beverages, accommodations, or other
approved items are provided, at public expense, to people who are not engaged in
work for the Municipality.
7.06 “Hospitality Event Request” means an electronic form for the submission of details
about the proposed event, attendees, estimates costs, and intent to serve alcohol for
prior authorization.
7.057.07 “Hospitality Expense Claim” means an electronic form for the submission of details
about the completed event, the attendees, and actual expenses incurred, along with
receipts and/or invoices, as appropriate.
7.06 “Hospitality Expense Form” means the form containing both the hospitality event
request and hospitality expense claim sections.
7.077.08 “Hospitality Expense Report” means a report on all hospitality expenses incurred by a
municipality during a fiscal quarter, including purchases of alcohol, shared on the
Municipal website within ninety (90) days of the end of each quarter.;
7.087.09 “Municipality” or “Municipal” means the Municipality of the District of Chester.
7.097.10 “Reportable Individual” means the Warden, Deputy Warden, Councillor, Chief
Administration Officer (CAO), and any employee of the Municipality delegated the
responsibilities of the CAO.
7.107.11 “Signing Authority” means an individual authorized to sign on behalf of the Municipality
8. ATTACHMENTS
8.01 The Hospitality Event Request and Hospitality Event Expense Claim are forms available
electronically to Reportable Individuals and employees of the Municipality.
8.01 Attachment A: Hospitality Expense Form
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Policy P-100 – Hospitality Policy Page | 9
Notice of Intention to Adopt: Council – April 23, 2020 (2020-173)
First Notice: Council – April 23, 2020 (2020-173)
Second Notice: Council – May 7, 2020 (2020-194)
Effective Date: May 7, 2020
ATTACHMENT A: HOSPITALITY EXPENSE FORM
MUNICIPALITY OF THE DISTRICT OF CHESTER
HOSPITALITY EXPENSE FORM
Instructions: All hospitality related expenses require prior authorization. All hospitality
expenses incurred must be supported by itemized receipts. Refer to Policy P-100 - Hospitality
Policy for full regulations and requirements.
There are two parts to this Hospitality Expense Form:
1. For prior authorization: Complete Section 1 and the estimated costs portion of Section 2 for
the proposed Hospitality Event.
2. For expense claims reporting: Complete the remainder of Section 2 and submit to appropriate
Signing Authority within 30 days of the Hospitality Event.
SECTION 1
HOSPITALITY EVENT REQUEST
Event:
Location:
Date and time:
Name of Municipal event lead (councillor or
staff person):
Purpose/objective of the event:
If alcohol will be provided, indicate how the
reasons for doing so are appropriate and
warranted
Estimated number of attendees & their
affiliations
Hospitality Event Request authorized by:
__________________________________ _______________________________________
(Signature) (Name & title)
__________________________________________
(Date)
Policy P-100 – Hospitality Policy Page | 10
Notice of Intention to Adopt: Council – April 23, 2020 (2020-173)
First Notice: Council – April 23, 2020 (2020-173)
Second Notice: Council – May 7, 2020 (2020-194)
Effective Date: May 7, 2020
SECTION 2
HOSPITALITY EVENT EXPENSE CLAIM
Names and positions of the guests at the hospitality event.
(Attach list on a separate sheet if more space needed.)
NAME POSITION
Itemized list of estimated and actual expenses. Note section 3:03(a) of P-100 - Hospitality
Policy identifies common hospitality expenses. (Attach detailed receipts.)
ESTIMATE ACTUAL
We hereby certify that the information contained in this Hospitality Expense Form is accurate &
complete:
Event Lead:
__________________________________ _______________________________________
(Signature) (Name & title)
__________________________________________
(Date)
Signing Authority:
__________________________________ _______________________________________
(Signature) (Name & title)
__________________________________________
(Date)
This completed Hospitality Expense Form must be submitted with any reimbursement
process and filed as support for quarterly and annual expense reporting, as required.
Policy P-100 – Hospitality Policy Page | 11
Notice of Intention to Adopt: Council – April 23, 2020 (2020-173)
First Notice: Council – April 23, 2020 (2020-173)
Second Notice: Council – May 7, 2020 (2020-194)
Effective Date: May 7, 2020
Version
Number
Amendment
Description
Policy Editor Policy Sponsor Approval Date
2020-04-16 Policy created CAO and
Deputy CAO
Corporate and
Strategic
Management
2020-05-07
Annotation for Official Policy Book
Reason for Amendment
Notice of Intention to Adopt
Date of First Notice at Council
Date of Second Notice at
Council
Effective Date
I certify that this Policy was amended by Council as indicated above.
_______________________________________
Pamela M. Myra, Municipal Clerk Date
REQUEST FOR DIRECTION
Prepared By: Jonathan Meakin, Strategic
Initiatives Coordinator & Christa
Rafuse, Director of Infrastructure
& Operations
Date February 19, 2021
Reviewed By: Tara Maguire, Deputy CAO Date February 19, 2021
Authorized By: Dan McDougall, CAO Date February 19, 2021
CURRENT SITUATION
Council identified the development of a Wastewater Strategy as a Strategic Priority that will
include multiple projects and initiatives to address a range of challenges and opportunities
facing the Municipality’s wastewater systems.
In May 2020, the Municipality applied for and secured a Provincial Capital Assistance Program
(PCAP) grant to fund an extensive study that will result in a detailed, evidence-based framework
that will provide options for renewals, upgrades, and new builds for the Municipality’s
wastewater collection and treatment systems. An RFP (MODC-T-2020-014) was issued for a
Wastewater Service Study with a deadline for proposal submissions of January 29, 2021.
RECOMMENDATION
It is recommended that Council award the Wastewater Service Study contract to EXP in the
amount of $235,870 (+HST) for a four-month term to begin once the contract is awarded.
BACKGROUND
Council reviewed the draft Wastewater Service Study RFP during the December 3, 2020 meeting
of the Committee of the Whole. From the date of issue on December 11, 2020 to the deadline
for submissions on January 29, 2021, the RFP and Addendum #01 (issued January 8, 2021) and
Addendum #02 (issued January 18, 2021) were promoted through our Municipal website, Nova
Scotia Procurement Portal, and MERX for interested Proponents.
Proposals received were evaluated by three Municipal employees familiar with the objectives of
the Wastewater Service Study along with a Municipal Engineer from NS Municipal Affairs and
Housing. In addition, two additional employees were on hand as advisors to provide advice
REPORT TO: Council
MEETING DATE: February 25, 2021
SUBMITTED BY: Corporate & Strategic Management
SUBJECT: Wastewater Service Study RFP
ORIGIN: Strategic Priorities – Wastewater Strategy
2 Request for Decision
concerning any specific matters about the Municipality’s current wastewater facilities or about
the procurement process.
The four-person review panel scored the proposals individually using standard scoring system,
and then met as a group on February 10, 2021 to discuss the proposals as a group and decide
on a recommendation for the successful Proponent to Council.
DISCUSSION
Six proposals were received for the Wastewater Service Study. All four reviewers evaluated the
proposals using a scoring system rating of 0 through 5 for each evaluation category (see Table
1) which was then weighted with each evaluation category’s percentage allocation (Table 2). For
each proposal, the reviewers’ four scores were combined and the median score calculated.
All four reviewers agreed on the overall scoring and recommended that EXP provides the most
viable, cost-effective, and clearly articulated and detailed approach to the Wastewater Service
Study project, providing almost 300 additional hours of work for an additional $2,000 compared
to the next highest ranking proposal.
Table 1: Scoring System
0 Totally unresponsive, does not meet minimum requirements.
1 Well below average, barely meets minimum requirements.
2 Slightly below average, meets minimum requirements.
3 Average, meets minimum requirements, exceeds minimum requirements in some
areas.
4 Above average, exceeds minimum requirements in many or all areas.
5 Outstanding, far exceeds minimum requirements in most areas.
Table 2: Evaluation Criteria
20% Understanding of the Project
20% Approach & Methodology
15% Relevant Experience / References of Proponent’s Team
20% Timeline
25% Cost
IMPLICATIONS
Policy
None.
3 Request for Decision
Financial/Budgetary
Provincial Capital Assistance Program (PCAP) grant of $260,716 ($130,358 from DMAH) awarded
on July 27, 2020.
Environmental
None.
Strategic Plan
A comprehensive, long range Wastewater Strategy will assist the Municipality in advancing the
following of the Municipality’s six Strategic Goals:
#1 Maintain a high level of fiscal responsibility
#3 Ensure sufficient infrastructure is available to best serve our residents and businesses
#6 Promote conditions to foster economic prosperity
Work Program Implications
The Director of Infrastructure & Operations will be Municipality’s project manager and main
point of contact for the successful Proponent, and IAO Dept staff such as the Administration
Coordinator and the Wastewater Facilities Supervisor, along with the Municipality’s GIS
Specialist and Strategic Initiatives Coordinator will provide additional support as required. All
work to award and administer the Wastewater Services Study contract will be completed with
existing staff resources and financed through the PCAP grant allocation.
Has Legal review been completed? ___ Yes ___ No _X__ N/A
OPTIONS
Option A - Direct staff to award the Wastewater Service Study contract to EXP.
Option B – Do not award the Wastewater Service Study contract as recommended and provide
alternative direction to staff.
ATTACHMENTS
None.
COMMUNICATIONS (INTERNAL/EXTERNAL)
None.
1
Pam Myra
From:Jeanette Reeves <jeanette@reeveschristmasgreens.ca>
Sent:February 16, 2021 1:46 PM
To:Pam Myra
Cc:Tina Connors; Scott Hamlin
Subject:#External: attached letters
Attachments:waste water letter 2021.pdf; council letter sewer.pdf
Pam:
Please find attached a letter from the New Ross Regional Development Society that we would like to have brought
forward at the next Council meeting. Also attached is a copy of the letter we refer to that was sent to Council in
2014. Please let me know if you have any questions or require anything further. Thanks
Jeanette Reeves
Secretary, NRRDS
Jeanette Reeves
Secretary, J & M Reeves Christmas Greens
Office: 902-689-2471
Cell: 902-690-5041
----------------------------------------
IMPORTANT NOTICE: This message is intended only for the use of the individual or entity to which it is addressed. The message may contain
information that is privileged, confidential and exempt from disclosure under applicable law. If the reader of this message is not the intended
recipient, or the employee or agent responsible for delivering the message to the intended recipient, you are notified that any dissemination,
distribution or copying of this communication is strictly prohibited. If you have received this communication in error, please notify us immediately.
Thank you.
This email originated from outside of the organization. Do not click links or open attachments unless you
recogize the sender and know the content is safe.
===========================================================================================
NEW ROSS ………………..PAST, PRESENT AND WORKING TOWARDS THE FUTURE
New Ross Regional Development Society
P O Box 23
7 Forties Rd
New Ross, NS B0J 2M0
February 16, 2021
Municipality of the District of Chester
P O Box 369, 151 King Street
Chester NS B0J J0
Dear Council Members:
The New Ross Regional Development Society is a non-profit organization that works to promote tourism and
economic development in our rural community to ensure its sustainability in the future. Our commitment to the
community of New Ross is to engage the skills and talents of community members to develop solutions to the
challenges we face. In 2014 we developed a Strategic Development Plan for New Ross and Area. The six goals of
that Strategic Development Plan are as follows:
1. Increase business in the community
2. Retain present business in the community
3. Increase visitors to New Ross
4. Increase community vitality
5. Improve and expand partnerships
6. Improve community assets
We are currently in the very early stages of reviewing our Strategic Plan with the aim of updating it to reflect our
community and its needs as they are now, seven years after our initial plan. We have identified that the above six
goals as still being our main goals for our community. With regards to retaining and keeping businesses in our
“downtown core” we would like to have an update on the Municipal Waste Water Strategy. The following
paragraph is taken from a letter that we sent to you in 2014 (see attached) and is still very much applicable to our
situation today.
“We understand that the current sewer system in New Ross will need to be expanded before there can be any new
hookups. This situation definitely limits any future growth or development (attracting new businesses or expanding
existing businesses) in the “downtown” area of our community. We ask that Council give strong consideration to
expanding the sewer system in the community, as it will have a direct correlation to the future development in the
New Ross core.”
Information on what Council has done or plans to do in the near future with regards to expanding the sewer capacity
in New Ross would be most helpful to us in our upcoming Strategic Development Planning sessions. Thank you in
advance for your attention to this matter.
Yours truly,
Jeanette Reeves, Secretary
For Scott Hamlin, President
New Ross Regional Development Society
jer
_________________________________________________________________________________________________
NEW ROSS ……….PAST, PRESENT AND WORKING TOWARDS THE FUTURE
New Ross Regional Development Society
P O Box 23
New Ross, NS B0J 2M0
May 12, 2014
Municipality of the District of Chester
P O Box 369, 151 King Street
Chester, NS B0J 1J0
Dear Council Members:
It has come to our attention recently that the Chester Municipal Council is looking
at instituting a universal sewer rate for the Municipality, which would be based on
usage. We would like to go on record as being in support of this plan, as long as
it is fair and equitable to everyone in the Municipality. Based on what other
people in the Municipality are currently paying, it seems to us that the people in
New Ross who are hooked up to the sewer system here have been paying far too
much for far too long.
We have recently completed a Strategic Plan for New Ross and area, a project that
has taken us considerable time and work on the part of many volunteers to
complete. According to our plan, some of the main things we need to focus on
are: to retain the businesses we have, and increase new business; increase
community vitality; improve community assets; and support and improve current
infrastructure, among other things.
We understand that the current sewer system in New Ross will need to be
expanded before there can be any new hookups. This situation definitely limits
any future growth or development (attracting new businesses or expanding
existing businesses) in the “downtown” area of our community. We ask that
Council give strong consideration to expanding the sewer system in the
community, as it will have a direct correlation to the future development in the
New Ross core.
Yours truly,
Jeanette Reeves
President, NRRDS
cc: Tina Connors, Councillor
Ross Farm MuseumMajor Projects GrantTrail Upgrade and Mi’KmawInclusion Project
1816 Sherbrooke SettledGold River Band here for milleniaEarly cooperation –then difficultiesTime is right for completing the storyUplands tied to coast through outdoor spaces
StoryInclusionCooperationDevelopment
Working with Acadia First Nation – Shubenacadie First NationSupported by Nova Scotia MuseumProject developed, expanded with First Nations•Staffing•Interpretation•Site usage•First Nations usage•Public usageDialogue, learning, skills
Thank YouTo be continued…
REQUEST FOR D ECISION
Prepared By: Bruce Blackwood Date February 17, 2021
Reviewed By: Tara Maguire Date February 17, 2021
Authorized By: Dan McDougall Date February 17, 2021
CURRENT SITUATION
In accordance with MODC GOG-009 the Chiefs of the 7 Fire Departments registered with the Municipality
of Chester have nominated and elected Gordon Appleby of the Martins River Volunteer Fire Department to
serve in 2021/22 as Director, Fire Services Association of Nova Scotia for Lunenburg County.
Four (4) of seven (7) submitted nominations by the deadline of February 5, 2021. Gordon Appleby, the
incumbent Alternate Director, was the only name submitted.
MODC GOG 009 needs an update as it currently does not address the situation of only one person (or none)
on the nomination list and a process for acclamation of existing Directors/Alternates needs to be defined.
As FSANS has recently changed their fiscal period our process will need to reflect the change in the date
for their Annual General meeting and election of Officers. Revisions will be brought to the Chiefs for review.
The nomination and election process was held in February 2021 to correspond as best possible to the FSANS
AGM currently anticipated in late March 2021. The election process was terminated on February 12, 2021
with 5 of 7 Departments returning their numbered ballots in support of Gordon Appleby to serve in 2021/22
as Director, Fire Services Association of Nova Scotia for Lunenburg County. One Department abstained and
one Department did not return a vote by the election deadline.
RECOMMENDATION
It is recommended that Council accept the recommendation from a majority of the MOC Chiefs and send
confirmation of support to the Fire Services Association of Nova Scotia, recommending Gordon Appleby
(Martins River Volunteer Fire Department) to serve as Director, Fire Services Association of Nova Scotia for
Lunenburg County in 2021/22.
B ACKGROUND
Historically, MODC Council has appointed the Director/Alternate upon acceptance of recommendation of
the Chiefs through the Fire Advisory and Chief officers Review meetings. As these committees are no longer
active, in 2019 MOC and the Chiefs developed and approved MODC GOG-009 to provide a fair and
equitable process for the nomination and selection of the FSANS representative for MOC.
REPORT TO: Municipal Council
SUBMITTED BY: Corporate and Strategic Services
DATE: February 17, 2021
SUBJECT: FSANS Director for Lunenburg County
ORIGIN: MODC Fire Services
2 Request For Decision
D ISCUSSION
The FSANS Director/Alternate are accountable to the Chief Officers of the registered fire departments of
the Municipality of the District of Chester and Fire Departments (MODL) with membership in the Lunenburg
Regional Fire and Emergency Services Association. They are responsible for serving on the Board of
Directors of FSANS and representing the fire service within Lunenburg County on fire and emergency
services issues determined to be of Provincial or National significance.
The Director is to attend regular meetings of the Board of Directors. They are to bring fire service issues
with background and supporting information to the Board and request consideration of resolutions on such
issues. The Director/Alternate is expected to attend the Lunenburg Fire and Emergency Services and the
Lunenburg East Fire and Emergency Services meetings, providing reports on FSANS activities.
IMPLICATIONS
Policy
MODC GOG-009 (MOC Operating Guideline)
Financial/Budgetary
The travel expenses for the FSANS Director or Alternate as appointed by MOC Council, when acting on
behalf of the Fire Departments with MOC, are reimbursed under the MOC Fire Services budget.
Environmental
Not applicable.
Strategic Plan
Maintain a high level of fiscal responsibility;
Continually improve public satisfaction with municipal services;
Work Program Implications
Staff administrative support and coordination from Fire Services Coordinator’s current workplan.
OPTIONS
1. Council send a letter of support to the Fire Services Association of Nova Scotia recommending
Gordon Appleby (Martins River Volunteer Fire Department) represent the Municipality of Chester
as Director for Lunenburg County at that Association for 2021/22.
ATTACHMENTS
N/A
COMMUNICATIONS (INTERNAL/EXTERNAL)
Direct communication with Fire Chiefs on nomination and election of FSANS representative with
recommendations to Council.
REQUEST FOR DECISION-DIRECTION
Prepared By: Chad Haughn Date February 17, 2021
Reviewed By: Date
Authorized By: Dan McDougall Date February 19, 2021
CURRENT SITUATION
The deadline for not-for-profit organizations to submit Major Project Grant applications for the
2021-2022 fiscal year was January 31, 2021. An application from the New Ross District
Museum Society was the only request received prior to the deadline.
RECOMMENDATION
It is recommended that Council review the Major Project Grant request and determine the level
of financial support.
BACKGROUND
The New Ross District Museum Society (Ross Farm Museum) was the only not-for-profit
organization to submit a major project grant request this year. The Society is requesting
$100,000 to support an enhancement and expansion of trails as well as the addition of outdoor
learning space.
Note - $100,000 was approved for the New Ross Community Care Society in 2018-19
but the funds have not been released to date. Each year since that approval the funds
have been earmarked for that organization and have been part of the budget
calculations.
A small portion ($22,000) of the Major Project Grants approved for 2021-22 is yet to be
paid. This final payment is expected to be released in the next couple of months.
DISCUSSION
The application from the New Ross District Museum Society meets all of the basic grant criteria
as outlined in the guidelines. The application includes connections to the organizations
strategic plan as well as the broader community and includes various letters of support. Ross
Farm Executive Director, Peter Cullen, is scheduled to present the grant application and project
overview to Council on February 25th. The details of the project will be presented and there will
be an opportunity to ask questions.
REPORT TO: Municipal Council
MEETING DATE: February 25, 2021
SUBMITTED BY: Chad Haughn, Community Development &
Recreation Department
SUBJECT: Major Project Request
ORIGIN: MOC Grant Program
2 Request for Decision-Direction
IMPLICATIONS
Policy
The Grant was reviewed based on criteria outlined in the MOC grant guidelines. The Wind
Energy Revenue Policy (Policy P-79) directs one-third of revenue to be used for community-
based projects.
Financial/Budgetary
Following is a projection of the one-third Wind Revenue for community-based projects.
Forecast One-Third Wind Reserve Balance at March 31, 2021 $843,000
Previous commitments not paid to date: New Ross Community Care $100,000
New Request: Ross Farm Museum $100,000
The forecasted balance at March 31, 2022, considering all of the previous commitments, the
2021-22 request as well as anticipated revenue and interest, is $867,000.
Environmental
NA
Strategic Plan
Strengthen and support environmental, cultural, and social resources.
Work Program Implications
NA
Has Legal review been completed? ___ Yes ___ No _X__ N/A
ATTACHMENTS
1. Copy of the Major Project Grant Application from New Ross District Museum Society
Page 1 of 2
Municipality of the District of Chester
EMERGENCY ASSISTANCE FUND
for COMMUNITY GROUPS that DO NOT OWN A FACILITY
Option B “Pandemic Response” – Application Form
Name of Organization / Facility:
Contact Person:
Mailing Address:
Email: Phone:
Date:
Please complete the questions below. If more space is required, please attach a separate sheet.
1. What is the name of your new program, event or activity?
2. Please describe your project including the date(s).
3. How will you address Covid-19 restrictions?
Page 2 of 2
4. Please provide a budget for your new program, event or activity. List all anticipated revenue and
expenses.
5. How much Emergency funding are you asking for on this application ?
$___________________________
6. Any additional comments about your application?
Please forward your application by any of the following methods:
Submit Online: If you are submitting an online form, click the SUBMIT button. By clicking the
button it will generate an email that will automatically attach the form. Before
pressing send, you can also attach any additional documents (i.e. financial,
supporting, etc.).
Email: recreation@chester.ca
Fax: 902-275-3630
Mail: Recreation & Parks Services
“Emergency Assistance Fund Request”
Municipality of the District of Chester
186 Central Street, PO Box 369
Chester NS B0J 1J0
Drop-Off box: Municipal Annex Building Drop-Off box
186 Central Street, Chester
Questions? Call Recreation & Parks Services at 902-275-3490.