HomeMy Public PortalAbout2021-05-20_COW_Website Agenda PackagePage 1 of 1 (Cover Pages)
Comm ittee of the Whole
AGENDA
Thursday, May 20, 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 (9:00 a.m. to 9:15 a.m.)
4. MINUTES OF PREVIOUS MEETING
4.1 Committee of the Whole – April 29, 2021.
4.2 Committee of the Whole – May 6, 2021.
5. PUBLIC PRESENTATIONS
5.1 Sandy Dumaresq at 9:15 a.m. (via Zoom) regarding St. Vincent de Paul.
6. MATTERS ARISING
6.1 Request for Decision prepared January 14, 2021 – Infrastructure and Operations – Haughn
Property.
6.2 Quarterly Report of 4th Quarter – Financial and Information Services.
7. CORRESPONDENCE
7.1 Correspondence dated May 10, 2021 from Shoreham Village Senior Citizens Apartment
Association regarding request to waive dump fee for the waste produced by re-shingling the
apartment buildings.
8. NEW BUSINESS
8.1 Request for Decision prepared April 27, 2021 – Fire Services - Amendment to Policy P-33
Terms of Reference (COVID related changes).
9. IN CAMERA
10. ADJOURNMENT
APPOINTMENT
9:15 a.m. Sandy Dumaresq regarding St. Vincent de Paul.
161
MUNICIPALITY OF THE DISTRICT OF CHESTER
Minutes of
COMMITTEE OF THE WHOLE
Via Facebook Live from 151 King Street, Chester, NS
On Thursday, April 29, 2021
CALLED TO ORDER
Warden Webber called the virtual meeting to order at 10:30 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
Malcolm Pitman, Director of Financial and Information Services
Chad Haughn, Director of Community Development and Recreation
Christa Rafuse, Director of Infrastructure and Operations
Solicitor: Samuel Lamey, Municipal Solicitor
APPROVAL OF AGENDA AND ORDER OF BUSINESS
2021-191 MOVED by Deputy Warden Shatford, SECONDED by Councillor Barkhouse the
Agenda and Order of Business for the April 29, 2021 Committee of the Whole
meeting be approved as circulated. ALL IN FAVOUR. MOTION CARRIED.
APPROVAL OF AGENDA AND ORDER OF BUSINESS
3.1 Committee of the Whole – April 22, 2021
2021-192 MOVED by Councillor Church, SECONDED by Councillor Barkhouse the minutes of
the April 22, 2021 meeting of the Committee of the Whole meeting be approved
as circulated. ALL IN FAVOUR. MOTION CARRIED.
Special Committee of the Whole – Budget (continued) April 29, 2021 162
MATTERS ARISING
4.1 2021/22 Operating and Capital Budget.
Malcolm Pitman, Director of Financial and Information Services joined the meeting via
Zoom and began review of the Budget document provided to members of Council:
1. Executive Summary:
There have been some changes since the information package was provided to
Council, i.e., the RCMP increase is approximately 5% rather than the 2.6% estimated.
These updates will be in the final document to Council for approval.
Approximately 43% of tax revenue is paid out to non-discretionary provincial services
(education, regional housing, and corrections).
Approximately 19.8% tax revenue is paid out to non-discretionary municipal services
(RCMP, public libraries, provincial roads, property valuation services)
Deed transfer tax – this is an unknown annually.
Landfill fees are down because of a drop in tipping fees.
Some tax revenues have their own rates.
Discussion regarding landfill revenue and what the actual cost to running a landfill is,
i.e., tracking revenue and expenses, allocating costs appropriately, allocating use of
equipment appropriately, funds to surplus, host fee, current undertaking to track
activities to ensure accurate costs are allocated, and determining if the landfill is
making a profit or not.
2. Strategic Priorities – including description, budget initiatives, and funding
sources.
Economic Development.
Environmental Stewardship.
Governance and Engagement.
o A question was asked if the financing program for home services would be
opened to more than just water – it was noted that does not affect expenses,
but the Municipality would just need funds to finance the loans.
Healthy and Vibrant Communities.
Infrastructure and Service Delivery.
3. General Changes
Assessment value change of $220,982.
Special Committee of the Whole – Budget (continued) April 29, 2021 163
Revenue changes.
Expenditure changes.
4. New Initiatives
Each Department Head will review the new initiatives. It was noted that one time projects
were funded from reserves.
5. Director Explanation of New Initiatives
Corporate and Strategic Management - Tara Maguire, Deputy CAO reviewed the
following projects:
Assistance to Non-Profit Organizations – pandemic relief and response (programming
assistance).
Accessibility Coordinator – shared with regional partners.
Asset Management - a lengthy discussion was held regarding this proposed project
regarding how the data will be collected, what data will be collected, the desired
outcome which is to develop an asset management plan. It was questioned whether
the funds allocated will be sufficient. Staff indicated that this is the start of the plan
and once the data is collected it will be used to develop the plan. The asset
management plan will include other assets such as roads, buildings, etc.
Broadband – concern was noted that there are many areas with gaps. It was also
noted that this does not seem proactive but more as if we are waiting for someone
else to take charge and tell us what to do. Staff is working with Develop Nova Scotia
and they respond to citizen inquiries. Until Council provides an alternate direction to
staff, they will continue to liaise with providers, communicate with Develop NS and
bring to Council any proposals received from internet service providers and address
gaps in the mapping that may not be accurate. It was suggested that reserves be set
aside to promote broadband initiatives (from the Economic Development Reserve). It
was suggested that staff could develop a report to identify some options for
development of a dedicated reserve/allocation from one of the reserves and provide
alternatives for Council as well as how to accelerate service to communities.
o It was agreed that the amount of $250,000 would be dedicated for use for the
purpose of broadband and the restriction would be in place until the
restriction was removed by Council. The CAO indicated that a staff would
develop a motion that will come forward with other motions to approve the
budget approval to identify that objective and source of funds and will use
250,000 as the placeholder.
Special Committee of the Whole – Budget (continued) April 29, 2021 164
Business Attraction/Hosting Expenses.
Haughn Property Facilitator.
o It was asked why the report has not yet been received by Council and it was
explained that the report was provided in a timely manner but was being
reviewed by staff and once the edits are sent back to the consultant, the final
report will come to Council. It has also been reviewed by other departments.
ICIP Grant Application.
Salary and Benefits Review – staff will come back with a scope of work. This will be a
jurisdictional review completed externally and will come back to Council for award.
Personnel Policy Review.
Litter Campaign.
Annual Report.
Summer Student.
Contingency – funds for consultants and/or, if needed, resources for different projects
(i.e., diversity and inclusion).
Fire Services Review – $22,00 for additional studies requested from the Fire Services
Review Committee.
Fire Services Equipment Purchases – for shared equipment such as dry hydrants.
o It was noted that it was earmarked for dry hydrant program. It was noted that
some departments were interested in a drone.
o The question was asked why the Municipality is purchasing equipment for fire
departments as they can produce budgets and taxes through the fire area rate.
It was suggested that the departments work together for shared equipment.
o The CAO indicated that staff would bring forward more detail on this budget
item as well as information on expenditures authorized in the past.
Ergonomic Assessment for staff.
Business Capacity Building (funds to support capacity building and navigation for
small businesses).
Business Park Site Assessment – Wake Up Hill Property.
Kaizer Meadow Land Valuation.
Kaizer Meadow Industrial Park Concept Plan.
o Staff indicated that the amount was determined based on some high level cost
estimates from industry; it was suggested that the amount is more than
required. It was also noted there is a concept plan from ten years ago that
could be used; staff indicated that this would be the next step from that
previous plan as a step to be investment ready. It was also noted that once the
first few businesses move in, the plan will change. It was suggested that it may
Special Committee of the Whole – Budget (continued) April 29, 2021 165
be better to leave the amount as is, rather than not enough. There can be
adjustments to the scope of work later.
It was agreed to meet on Thursday, May 6th at 8:00 a.m. to continue discussion before the
NSFM Spring conference begins.
2021-193 MOVED by Deputy Warden Shatford, SECONDED by Councillor Assaff the
meeting adjourn. ALL IN FAVOUR. MOTION CARRIED. (12:17 p.m.)
____________________________ ________________________________
Allen Webber Pamela Myra
Warden Municipal Clerk
171
MUNICIPALITY OF THE DISTRICT OF CHESTER
Minutes of
COMMITTEE OF THE WHOLE
Via Facebook Live from 151 King Street, Chester, NS
On Thursday, May 6, 2021
CALLED TO ORDER
Warden Webber called the virtual meeting to order at 8:02 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
Malcolm Pitman, Director of Financial and Information Services
Chad Haughn, Director of Community Development and Recreation
Christa Rafuse, Director of Infrastructure and Operations
Warden Webber indicated that this was a one-item agenda – Capital and Operating Budget.
MATTERS ARISING
4.1 2021/22 Operating and Capital Budget.
Malcolm Pitman, Director of Financial and Information Services joined the meeting via
Zoom and continued the review of the Budget document provided to members of the
Committee on April 29, 2021. He also provided another document via email that outlined
the amendments made following the April 29th meeting.
Financial and Information Services – Malcolm Pitman, Director of Financial and
Information services reviewed the following:
IT Analyst Support Staff – Council previously approved a motion and staff is in the
process of developing of an agreement with the Town of Lunenburg to sharing
that staff person. The agreement will come back to Council for approval.
Special Committee of the Whole – Budget (continued) May 6, 2021 162
Cyber Insurance – to protect against risk of cyber-attacks at an estimated annual
cost of $12,000.
Budget Software / e-bids – staff are investigating the purchase of budgeting
software to replace use of spread sheets to create the budget. It may also be able
to be used for asset management. It will also allow the electronic submissions of
procurement documents. These will come back to Council and at that time staff
will review procurement with Council.
Overlap for Director Position – June 1st start.
Procurement Policy Review – staff are looking to engage a procurement policy
expert on changes and the content before it goes to Council for approval.
Added fees for financial modeling around landfill site – added $7,000. Total cost is
about $20,000 but he was able to find the remainder for financial modeling.
It was asked if there was a plan to get a better allocation of cost centres on solid waste
and the Director of Financial and Information Services indicated that it could be
something that can be done with staff. At this time, he is not aware of any additional
costs.
Infrastructure and Operations – Christa Rafuse, Director of Infrastructure and Operations
reviewed the following:
Assistant Director Position – this was filled on March 22, 2021.
COVID Cleaning – this is still taking place.
Trail Bridge Repairs – the RFQ is closing next week, and staff will come back to
Council with a recommendation.
Community Wells – this is being scoped and will come back to Council for further
review.
Road Items – traffic study and permanent speed bumps – the traffic study is
underway and speed bumps are being reviewed.
Community Development and Recreation – Chad Haughn, Director of Community
Development and Recreation reviewed the following:
Village Plan Review – the RFP for a consultant to assist with architectural controls
will come back to Council for review.
Grants Program – a lengthy discussion was held regarding the following:
o Church Memorial Park – increased request from $50,000 to $75,000 for four
years. They have identified capital projects from 2021 to 2024. Council
Special Committee of the Whole – Budget (continued) May 6, 2021 163
agreed to approve the increase of $25,000. The letter from the Board will
be circulated to Councillors.
o Our Health Centre Request for a $10,000 grant budgeted annually.
Municipalities are not in the health business. It was agreed that Council
would not consider an annual $10,000 budget but that Our Health Centre
could apply annually for funding for programming for residents of the
Municipality. They currently have a tax exemption as well.
o Council Grants.
o Tourism Grants.
o Council District Grants - $72,000 ($2,000 carried forward from 2020/21).
Some Councillors indicated they would not support the move of an
increase of Council District Grants to $10,000 per district because of
reasons such as geographical approval rather than merit approval, political
decisions, lack of groups in some districts and more groups in other
districts, scrutiny on a level playing field rather than rubber stamping
projects. Other Councillors were in favour to fund groups that may not
qualify for other grants, assisting with funding for programs in districts
other than their own, finding a better system to deal with projects and
requests, and suggested a trial period for this year. The funding for Card
Lake Park was also discussed.
o Water Quality Monitoring Programs – there was discussion regarding the
merits of the programs. Council agreed to fund the list of water quality
monitoring projects except for the Sherbrooke Lake Algae Program and
Probe (this will be removed). It was agreed that the increased testing of
waters at Sherbrooke Lake would not be necessary as there has been no
development by MODL of the park site to allow more users/boaters at the
lake – there has been no impact yet.
A break was held from 9:17 a.m. to 9:28 a.m.
o Community Schools – CAMS and CDS – this is underway and with
implementation over the past year. Staff will bring back a report on how
the year went. There has been a good response to date. It was noted that
the final amount may be less depending on COVID.
The Director of Finance confirmed with Council to remove the following items:
o $10,000 for Our Health Centre.
Special Committee of the Whole – Budget (continued) May 6, 2021 164
o $9,000 New Testing program for Sherbrooke Lake and Probe.
Area Rates Reviewed were:
Solid Waste – a slight decrease.
Sewer Rates – after discussion, it was agreed to increase the universal rate to $650.
This may change once the wastewater needs assessment is completed.
Streetlight Area Rates – there were no changes to the rates except for D104,
Chester Basin, which was changed back to its prior year amount of 2.2 cents. It
was also agreed to discuss the topic of global rates at a later date.
Mill Cove Hydrants Area Rate – it was suggested this rate be determined later
(before the final billing) until the Infrastructure & Operations Department has
provided options for Council to review.
Capital Budget 2021/22
The Director of Financial and Information Services indicated that Council has already
approved the capital budget; however, not in the capital budget were the enviro toilets
and Wild Rose Park washroom.
Required Motions
The Director of Financial and Information Services indicated that due to some changes,
the motions provided will change for final review next week.
Supplementary Information
He also outlined additional information provided in the report package:
Multiyear capital budget;
Reserve slide;
Debt;
General operating statement of operations; and
History of gas tax usage.
Reserves
Reserves are expected to be $21 Million at end of the year. He indicated that there is
likely to be much more gas tax available. As well, there is now a reserve to be used for
solid waste equipment replacement ($200,000).
Debt and Debt Charges Over Next Five Years
Special Committee of the Whole – Budget (continued) May 6, 2021 165
The Director of Financial and Information Services indicated that debt charges for this year
will be 7.3% and in the Green Zone (which is below the 10% threshold). It will grow to be
a bit more for landfill debt if there is a need to replace equipment or build a cell. He
noted that most of the debt is paid by non-general tax revenue, i.e., wind turbine and
tipping fees from the landfill.
Statement of Operations
The Director of Financial and Information Services reviewed the Statement of Operations.
Gas Tax Funding
The Director of Financial and Information Services outlined the gas tax funds spent since
2014/15.
He indicated that with the feedback received, the budget information will be updated for
discussion at Council on May 13, 2021.
Discussion was held regarding:
Gas tax funding over the years and to districts;
Multi-year capital budget reviewed in December and January; and
Open space budgeting.
Councillor Connors asked for consideration of funding trails not on municipally or
provincially owned property; in particular, a budget for maintenance in the vicinity of
$6,000 to $10,000. For instance, the trails in New Ross that are on private lands.
She also asked about funds for additional trail development on private land when there is
no public land available. The development of the New Ross trails has sparked interested
elsewhere.
Councillor Veinotte agreed noting that if we can find a willing organization to build
infrastructure with a small amount of money it is a way to create trail networks we have
not considered before. There need to be parameters, i.e., a memorandum of
understanding or easement with landowners. He indicated his support in trail
development.
Special Committee of the Whole – Budget (continued) May 6, 2021 166
There was a lengthy discussion regarding trail development and maintenance, funding,
use of grant money, initiation by community groups or trail associations, connection of
existing trails, etc.
Councillor Connors asked for a breakdown of the two components she was suggesting –
funds for maintenance of trails not on municipally or provincially owned lands and funds
for the development of new trails.
Councillor Veinotte raised the idea of investment in arts and culture. This municipality
could be famous for the artists it has and suggested there should be funding for that.
It was indicated that there have been no projects proposed. It was asked if Economic
Development has any type of proposals. The Deputy CAO indicated that the Economic
Development Officer could prepare something for Council’s review.
It was suggested that if something were proposed for arts and culture, Council could
consider using some of the $20 Million in reserves to budget for it. Warden Webber
suggested that a staff report could be requested and the Deputy CAO indicated that there
is funding in contingency and consulting to carry out that type of a project.
Deputy Warden Shatford suggested these items could have been identified as a priority to
work on.
Councillor Veinotte suggested that more time be allotted to work with draft budgets so
more can be discussed.
Warden Webber directed the Director of Financial & Information Services to prepare the
revised budget for review.
2021-197 MOVED by Deputy Warden Shatford, SECONDED by Councillor Barkhouse
the meeting adjourn. ALL IN FAVOUR. MOTION CARRIED. (10:35 a.m.)
____________________________ ________________________________
Allen Webber Pamela Myra
Warden Municipal Clerk
The Society of Saint Vincent de PaulPresentation to the Municipality of ChesterMay 2021
MissionTo serve the poor withlove,respect,justice, andjoy.
Service AreaThe St Joseph Conference provides service to all of Lunenburg county which includes the Municipality of Chester
Neighbours-in-Need ProgramWho do we assist?•Seniors•Youth•Disabled•Abused•Working Poor•Unemployed•Refugees
Types of Financial Assistance30%18%16%11%7%11%7%Power 30%Rent 18%Fuel 16%Medical 11%Food 7%Other Needs 11%Administration 7%
Hubbards
Chester
New Ross
Assistance provided in Lunenburg County2020 2019 2018 2017Requests for helpTotal phone call348 552 487 389Total number of individuals helped601 884 1055 820Total numbers of individuals in Municipality of Chester2945 46
St Joseph Conference VolunteersAn autonomous lay organization with lay volunteers•All persons welcome to volunteer•Many volunteers have more than 20 years commitment
Response ProcessFair, Efficient and ResponsibleInitial phone call for assistanceInterview Confirmation of needDirect payment towards billResponsible record keeping procedures
Helping Neighbours in NeedMobile Office
Furniture
Linens & Bedding
Household Items
Social Justice •Collaboration with like-minded groups in the community. We work together with other organizations to help neighbours in need.•Support for programs that improve life for low-income earners•Advocacy
Letter of Support
Society of Saint Vincent de PaulVALUES•See Christ in anyone who suffers•Come together as a family•Have personal contact with the poor•Help in all possible ways
Thank YouFor more information:The Society of St Vincent de PaulSt Joseph’s Conference123 Pleasant StreetBridgewater, NSB4V 1N3902-527-6431
REQUEST FOR DECISION/DIRECTION
Prepared By: Greg Jonah, C.E.T. Date Jan 14, 2021
Reviewed By: Christa Rafuse, P. Eng.
Malcolm Pitman
Chad Haughn
Date
Date
Date
April/May 2021
Jan 21, 2021
April/May 2021
Authorized By: Dan McDougall, CAO Date May 5, 2021
CURRENT SITUATION
The Danny Haughn Property, located at 4956 Highway 3, Middle River, Nova Scotia, is owned
by the Municipality of Chester.
The residence and surrounding property were formally designated as a Municipal Heritage
property on April 9th, 1991 and listed in the Canadian Registry on March 14, 2008. The property
has been identified as a gem property by MODC and is an integral part of the Municipality’s Open
Space Plan.
To determine the future use of the property, it was necessary to assess the current condition of the
building complete with estimated costs to make any necessary repairs to meet the National
Building Code and CSA standards.
Infrastructure and Operations received the building condition assessment completed by EXP
Engineering.
RECOMMENDATION
For Council discussion and direction with respect to the future use of the Haughn Property and
any preferred option.
BACKGROUND
The Countway Mosher Home is valued for its age, historical associations, and architecture. The
home was constructed as a multiple dwelling (double house) by two brothers, Francais and John
Countway circa 1839. The home’s double house construction is unique to this area and most rural
areas of Nova Scotia. Eventually, both sides of the home were purchased by the same person, the
late John Chataway, and consolidated them into a single residence. Although numerous additions
have been made to the home, most have been done in keeping with the style of the original
building. The original home consisted of a single gabled roof and a double main entrance facing
the main road that passes through Middle River.
REPORT TO: Municipal Council
SUBMITTED BY: Infrastructure and Operations
DATE: May 13, 2021
SUBJECT: Haugh Property Building
ORIGIN: Recreation and Parks
2 Request For Decision
The building is situated on approximately 29 acres of land that abuts Trunk 3 on the Southwest
end and the Chester Connection trail on the Northeast. MOC Parks and Recreation has identified
the property as one of its GEM properties, and an integral part of the Council approved Open Space
Plan.
The structure, in its current condition, is not occupiable. MOC, in 2020, paid $2456 in power
usage expenses, and contributed Municipal staff and equipment time to regularly inspect the
building, and perform landscaping and winter maintenance (plowing) on the property.
DISCUSSION
The “double house” situated on the Danny Haughn Property is in poor condition and in need of
repair. MOC Staff have reviewed several alternatives for the building.
Restore the building to meet CSA and National Building Code requirements
EXP completed a detailed condition assessment of the building. The report detailed the
necessary work required to meet CSA and National Building Code requirements and restore the
building to usable condition.
A breakdown of the estimated cost (Class “D”) to fully restore the building and meet CSA and
Building Code regulations is included in the attached report. The total estimated cost, including
Engineering costs and construction contingency is $726,000 Net HST. Some significant
expenses, including construction contingency and engineering costs, included in the estimate are:
Repairs to exterior (siding) $144,000 Net HST
Roof $101,000 Net HST
Structural repairs to basement $101,000 Net HST
Well and septic $71,000 Net HST.
HVAC system $60,000 Net HST
Doors / Windows $40,000 Net HST
Plumbing $35,000 Net HST
Electrical $29,000 Net HST
Repairs to stone foundation $29,000 Net HST
Flooring $22,000 Net HST
The estimated cost to restore the building does not include any cost associated with renovations
required due to a change of use. If Council decides to proceed with the building restoration,
prior to completing any work, staff could evaluate several different options for future use of the
building and return to Council with options for future use of the building. Some of these options
could include using the building for additional Municipal work and/or meeting space;
Community meeting space (rentals); Recreational programs and Rental office space.
3 Request For Decision
Demolish, partially demolish, or complete a major alteration to the existing building.
The “double house” is registered as a Municipal Heritage building. Prior to demolishing,
partially demolishing, or completing a major renovation that would significantly alter the
building, an application to the Municipal Heritage Advisory Committee is required. The
Committee would, upon review of the application, make a recommendation to Municipal
Council.
The Municipal Heritage Property By-law establishes a Committee, but generally defers to the
Provincial Heritage Property Act regarding applications to alter/demolish heritage buildings.
Barring some sort of accident or natural occurrence which significantly damages the building so
that its heritage value is lost, there is only one option available; to deregister the structure. The
Municipality would need to apply to de-register a heritage structure. This application would be
reviewed by the Municipal Heritage Advisory Committee. The recommendation from the
Heritage Advisory Committee would then go to Council for a final decision.
Based on review of the Municipal Heritage Property By-Law, it is unlikely the Committee would
present a recommendation in support of de-registration. Although Municipal Council has final
authority on de-registration, it is expected Council would consider the Committees
recommendation prior to reaching any decision.
The estimated cost to demolish the existing building and reinstate landscaping is $70,000 Net
HST.
Selling the Building
Resident(s) of MOC have expressed an interest in purchasing and restoring the Countway
Mosher Home. Council may direct staff to develop a plan to sell the building. Staff does not
recommend selling more land than necessary to accommodate the building and/or securing
appropriate rights-of-way prior to selling to maintain public access to the remaining property.
Seek proposal from “Not for Profit” organizations to restore / re-purpose the building.
MOC Staff could prepare a Request for Proposals and to out to open competition targeting “Not
for Profit” organizations interested in developing the building for their own purposes.
Although it is not anticipated an organization would be interested in restoring and repurposing
the existing building for only their own interests at their own cost, a mixed use, shared cost
formula may be desirable.
For example, MOC could stipulate that the proposed use of the building must include a public
accessible washroom facility, 200 square feet of Municipal Parks and Recreation office space,
and 500 square feet of open space available for Municipal Parks and Recreation organized
4 Request For Decision
activities such as kids camp functions. Since the estimated cost of a stand-alone facility with
these accommodations is estimated to be $260,000 plus HST, MOC could commit to contribute
this equivalent amount as part of the Request for proposals.
Potential Candidate for a Community Well Location
The Haughn property is a potential location for a community well. The location would need
testing for good quality and quantity of water on the site. Ample parking is also required.
IMPLICATIONS
Policy
Procurement (P-04)
FINANCIAL/BUDGETARY
There is no financial contribution towards this building currently in the Capital Budget. Funding
towards the building repairs, whether repairs are completed entirely by MOC, or, as a joint
venture with a “not for profit” organization through an RFP process, could be from operating
reserves, or from borrowing with debt payments incorporated in future operating budgets.
Additionally, there may be an opportunity for repairs to the building to be funded from The
Chataway Haughn Trust. The Chataway Haughn Trust has been set up and could receive
Applications from eligible parties. The Municipality, as the owner of the former Haughn
property, would be eligible insofar as it is seeking to restore or preserve the old house and about
recreational opportunities on the land.
The Trust is set up to run for 21 years so a limited amount of money can be disbursed each
year. No decisions have been made on what those yearly amounts might be but likely it could be
around $10,000.00 to $20,000.00. What each Applicant would receive is going to depend upon
the nature of the projects and the number of Applications received each year. The Grants would
be limited to one a year, but that could spread over several years for a multi-year project.
Estimated Costs for Potential Options:
Option Estimate (Gross)
Restore $726,000
Not for Profit (Grant) $260,000
Open Space, stand-alone
building/structures
$250-$300,000
Demolish $70,000
Funding for the demolition could be funded as an operating expense.
5 Request For Decision
STRATEGIC PLANNING GOALS
1. Maintain a high level of fiscal responsibility.
2. Continually improve public satisfaction with municipal services.
3. Ensure sufficient infrastructure is available to best serve our residents and
businesses.
4. Strengthen and support environmental, cultural, and social resources.
5. Continually reinforce the positive image of the Municipality through leadership in
public engagement and communication.
OPTIONS
1. Direct Staff to prepare a request for quotation to complete the work as per the
recommendations in the attached condition assessment report and approve an expenditure
not exceeding $750,000 to complete the project and direct staff to return to Council for
direction on future use of the building.
2. Direct staff to develop a plan to sell the Countway Mosher Home and return to Council to
present the plan.
3. Direct staff to apply to demolish the Countway Mosher Home to the Municipal Heritage
Advisory Committee, and approve an expenditure not exceeding $70,000.
4. Direct Staff to prepare a Request for Proposals and to out to open competition targeting
“Not for Profit” organizations interested in developing the building and commit to
providing financial support as directed by Council.
5. Direct staff to report back to council with additional information as directed by Council.
ATTACHMENTS
Presentation - Power Point Slides
COMMUNICATIONS (INTERNAL/EXTERNAL)
Public Engagement to determine potential uses may be beneficial via voice and choices, open
house on site and other means of public consultation to be explored.
Danny Haughn Property & House
Danny Haughn Property4952 Highway 3, Marriott’s Cove•29 Acres•400’ Road Frontage on Highway 3•400’ of water frontage on Cooks Branch Halfway River•685’ abutting the Rum Runners Trail
OPEN SPACE
Danny Haughn HouseWhat is the future of the house?1. Renovate existing home for Municipal & Community use.2. Retain the property but sell the house.3. Demolish the home and build a new structure.4. Request For Proposals from local not for profit organizations.
Danny Haughn HouseHISTORICAL CONTEXT•Countway Mosher Home Circa 1839•Uniquely constructed as a multiple dwelling (double house/duplex)•Georgian style with Victorian themes: ornate designs & features•Municipal Heritage Designation
Interior
1. Renovation•Maintain / Restore historical value of the house.•Keep with the spirit of the donation - donors interest in local history.Challenges•Renovation projects are expensive and frequently exceed estimated budget.•Challenging to repurpose the existing space for new use.
Building Condition AssessmentClass D EstimateWork required to meet CSA & National Building Code Requirements$726,000 net HSTNote – this estimate does not include any renovations or changes.
2. Sell the HouseCouncil could consider keeping the property for open space purposes but sell the house.•The house is currently on two separate PIDs and has a right of way over the common driveway.•Remove any Municipal responsibility for the house.•Transition to private ownership with no control over what happens to the house.
3. A) Partial DemolitionKeep only a portion of the house and renovate.3. B) Complete Demolitioni) Estimate for demolition & reinstate landscaping is $70,000 net HST.ii) Construct new facility to meet open space and other needs.Note– Proper process must be followed given the Heritage designation.
Construction of a New FacilityRough Estimate $250,000 - $300,000Accessible WashroomsProgram SpaceKitchenetteSummer Office SpaceStorageOther…The Graves Island shelter provides an idea of the size of possible program space.
4. Request For ProposalsIssue an RFP to gage interest from local not-for-profit organizations.•MOC could stipulate public use of the building including accessible washrooms and multiuse space.
Chataway/ Haughn TrustThe Municipality is eligible to apply to the Chataway Haughn Trust for building renovations and/or the recreation projects on the Haughn Property.
Danny Haughn HouseCouncil Input Required
1
FINANCE AND INFORMATION SERVICES
FINANCE DEPARTMENT – 4th QUARTER REPORT – 2020-21
Finance Department and Information Services merged into Finance and Information Services. A separate
Information Services report will outline Information Services activities.
2020/21 ACHIEVEMENTS
Posting of Council and CAO quarterly remuneration and expenses on Web site
Multi-year capital budgets approved & submitted to Province in Capital Investment Plan (CIP)
Prepared 3rd quarter statement of operations and year end forecast
Audit planning started for the 20–21 year-end.
KM landfill 21-22 budget approved.
Continued implementation of GP purchase order module.
Annual filing of payroll T4’s and related reports.
METRICS
4th qtr. 20-21 HST return due Filed on time – April 30/21
CRA payroll remittances 9 remittances - 9 filed on time
CRA monthly WCB remittances 4 remittances –4 filed on time
By-law 148 Water supply loans - # loans One new (total at fourteen)
By-law 148 Water supply loans - $ value
approved (max $150,000)
$6,268 new (total at $109,644)
Final tax bills issued Sept. 18, 2020 13,710 bills (538 bills to foreign owners)
Outstanding bills as of May 13, 2021 $734,795 or 8% of the total
A financial Operating Fund statement, and variance analysis is attached on pages 3-5.
2021/22 1st QUARTER PRIORITIES
Complete Budget preparation for 2021-22 operating budget – May 13, 2021 approval.
Procurement function update – procurement policy review.
Fourth quarter financial report prior to audit
Audit planning, audit file preparation, year-end financial statement preparation
Fall temporary borrowing delated by NSMFC – expect completion in May 2021.
2020/21 FINANCIAL RESULTS
The preliminary unaudited Operating Fund Statement of Operations, for the twelve months ended March
31, 2021, shows a surplus for the year ended March 31, 2021 of $1.893,922 (3rd quarter was $1,169,241),
which is a $724,681 increase since the 3rd quarter. Major changes since third quarter are deed transfer tax of
$296k, general government expense of $226k and fire protection expenses of $108k.
The statement on pages 2 and 3 shows revenues and expenses by program areas. Page 4 contains a variance
analysis and page 5 contains the capital project expenditures.
2
2020/21 FINANCIAL RESULTS (continued)
Municipality of the District of Chester
Operating Fund Prior Year Year Ended March 31, 2021
Statement of Operations 2019-20 2020-21 2020-21 2020-21 Variance
Actual (budget) Actual (variance) % Variance explanations
REVENUE $ $ $ $
Taxes 14,360,758 14,519,854 15,383,985 864,131 6.0%Deed tfr tx $883k(3rd Q $587k), ppty tx $(22)k, NSP HST
$(13)k, Wind Farm $20k
Fed and prov grants 1,265,649 626,125 744,453 118,328 18.9%
Gas Tax $(17)k, Prov safe start $272k - $54k recognized,
infrastructure grants $83k
Revenue by Program
Finance 345,106 253,549 260,115 6,566 2.6%
fines $(15)k, water loans $3k
Public works 9,477 9,477 9,477 0 0.0%
General government 354,583 263,026 269,592 6,566 2.5%
Animal Control 36,368 34,925 36,252 1,327 3.8%
REMO 7,353 7,003 7,377 374 5.3%
Fire Protection 2,017,761 2,067,586 2,064,214 (3,372)-0.2%
Building inspection 39,817 71,636 76,991 5,355 7.5% Building permit fees $16k, Shared insp. $(10)k
Fire inspection 10,299 10,464 10,464 (0)0.0%
Protective services 2,111,598 2,191,614 2,195,298 3,684 0.2%
Roads 169,695 165,496 178,760 13,264 8.0% Private Rd $(12) - see expens e
Streetlights 107,895 117,642 102,788 (14,854)-12.6% Install New lights D5 & D7 did not occur
Transportation services 277,590 283,138 281,547 (1,590)-0.6%
Sewers 987,302 989,470 1,001,529 12,059 1.2%
Waste collection 2,131,029 2,198,975 2,174,680 (24,295)-1.1% Town L'Burg waste processing fee $(26)k budget error
Landfill 3,591,349 3,998,444 3,646,990 (351,454)-8.8% Refund Valley Waste $(484)k (3rd Q $(812)k), HRM $66k,
misc tip fee $72k
Recycling 41 500 203 (297)-59.5%
Environmental health services 6,709,721 7,187,389 6,823,402 (363,988)-5.1% Green shading variance analysis below
Economic development 7,000 85,000 69,250 (15,750)-18.5% Doctor recuitment & beautification $(37)k, trail art project $21k
Planning 69,237 68,582 66,819 (1,763)-2.6%
EcoPark 38,012 25,000 38,336 13,336 53.3% Internet services rev not budgeted
Wind turbine 698,867 760,000 817,212 57,212 7.5% Green shading variance analys is below
Environmental development services 813,116 938,582 991,616 53,034 5.7%
Recreation 113,010 134,850 91,343 (43,507)-32.3% Programs $(23)k, Cut n Run $(7)k, ProKids $(9)k, Gov wage
grants $7k, facilty rental $(3)k
Recreation and cultural services 113,010 134,850 91,343 (43,507)-32.3%
Tfrs from reserves & prior surplus 2,815,204 630,717 337,072 (293,645)-46.6% Opr Res - elections (29)k, Gas tax - (142)k, wind - 88k
Total revenues 28,821,230 26,775,295 27,118,308 343,013 1.3%
3
Operating Fund Prior Year Year Ended March 31, 2021
Statement of Operations 2019-20 2020-21 2020-21 2020-21 Variance
Actual (budget) Actual (variance) % Variance explanations
EXPENDITURES
Council 679,440 773,997 751,979 22,018 2.8%
Covid-19 assistance (111)k, elections 29k, misc. 20k,
mileage meals PD conference 41k, computer service (8)k,
CAO 649,197 878,620 761,995 116,625 13.3%
Special projects/consultants 44k, Assessibilty advise
committee 13k, mileage meals PD conference 35k
Finance 1,302,905 1,453,553 1,375,783 77,770 5.4%
Low income tax exemptions 19k, Computer Service 40k,
mileage meals PD conference 10k
Information services 457,266 531,589 449,369 82,221 15.5%
Computer service 39k, Conferences 11k, vulnerability
assessment85k, meals travel PD $12k
Municipal properties 414,373 659,504 476,683 182,821 27.7% Capital from revenue $115K, Trail mtce 48k
Public works 267,982 248,292 304,682 (56,390)-22.7% Covid cleaning (21)k, Salary allocation, based on time sheets,
higher (53)k, engineering $11k, Debt serv $10k
Contingency - 163,549 - 163,549 Delayed approval and hiring of new positions
General government 3,771,163 4,709,104 4,120,490 588,613 12.5%
Policing & corrections 2,085,159 2,104,757 2,126,087 (21,330)-1.0% Policing $(29); Forensics/prosecutor $8k
Bylaw 34,109 64,298 36,180 28,119 43.7% New part time inspector position not filled
Animal Control 63,645 70,400 65,200 5,200 7.4%
REMO 50,053 55,796 66,627 (10,831)-19.4% Water program for dry wells $(13)k
Fire Protection 2,075,212 2,234,962 2,114,428 120,534 5.4%
Dry Hydrant $20k, recruitment $13k, Fire equip $10k,
consultant $31k
Building inspection 218,191 314,737 194,184 120,553 38.3%
Wages $60k, Casual summer staff not hired 17k, shared insp
$13k, Comp serv $21k
Fire inspection 75,687 52,065 76,939 (24,874)-47.8% Wages $(34)k, Vehicle Rep&Mtce 3k, training PD conference
3k
Protective services 4,602,057 4,897,016 4,679,643 217,372 4.4%
Roads 944,654 560,909 520,966 39,943 7.1%
Private Rd $(13) - see rev., sidewalk repair $(11)k, Sidewalk
snow $20k, Mun. roads $33k
Streetlights 107,251 121,726 109,620 12,106 9.9% Install New lights D5 & D7 did not occur
Transportation services 1,051,905 682,635 630,586 52,049 7.6%
Sewers 779,405 855,984 811,416 44,568 5.2%
Wages budget omission error $(36)k, operating exp $64k,
capital $17k
Waste collection 1,412,707 1,334,225 1,382,007 (47,782)-3.6% Collection contract (32)k, Organic, blue bags, paper $21kk,
transportation (26)k, Green carts/garbage boxes $(8)k
Landfill 3,655,511 4,239,277 3,745,018 494,259 11.7% Sustane $1,367k, closure costs $(747)k, debt charges $(207)
Recycling 56,126 62,940 42,248 20,692 32.9% Advert/Promo $9k, blue bins $5k
Environmental health services 5,903,749 6,492,425 5,980,688 511,737 7.9% Green shading variance analysis below
Public health 96,141 106,971 106,674 296 0.3% Health wellness safelty $10k, housing $(10)k
Public health services 96,141 106,971 106,674 296 0.3%
Economic development 264,095 552,496 317,369 235,128 42.6%
Special projects $86k, Beautification $76k, Touris m
development $37k, Reg. Eco. Network $10k
Planning 503,645 546,293 454,385 91,908 16.8%
Wages underbudget $17k vacancy, special projects $23k,
plan review $14k, meals PD travel $26k
EcoPark 15,701 21,617 11,332 10,285 47.6% Internet services exp not budgeted - see revenue above
Wind turbine 437,900 439,445 417,383 22,062 5.0% Green shading variance analys is below
Environmental development services 1,221,342 1,559,851 1,200,469 359,382 23.0%
Recreation 798,081 760,754 641,146 119,608 15.7%
Salaries $28k, Program exp 8k, Commumity schools 4 9k, trail
art project $(21)k, grants $18k, pro kids $13k
Heritage properties and Library 68,715 86,200 68,035 18,165 21.1% Extra library funding budget $17.6k not approved
Recreation and cultural services 866,796 846,954 709,181 137,773 16.3%
School Board mandatory contribution 4,958,834 5,093,419 5,093,419 0 0.0%
Transfers to reserves 5,287,252 2,386,922 2,703,235 (316,313)-13.3% See variance analysis explanation + parkland var. $2.5k
Total expenditures 27,759,240 26,775,296 25,224,386 1,550,910 5.8%
Surplus - General Operating 1,061,990 (1) 1,893,922 1,893,922 0.0%
4
2020/21 FINANCIAL RESULTS (continued)
Variance analysis 1
Transfers to Reserves - Program where surplus is transferred to reserves
Tfr to Res Tfr to Res 2020-21 Tfr to Reserves Previous 2nd QTR
Program (budget) (forecast) (variance) Variance Quarte r Change
Waste collection - net 864,750 792,673 (72,077)
Landfill - net (240,833) (98,027) 142,805
Recycling - net (62,440) (42,045) 20,395
Transfer to reserves host fees (211,913) (169,680) 42,233 42,233 46,613 (4,380)
Interest on landfill receivables 2,500 5,364 2,864
352,065 488,285 136,221
Transfer to reserves - waste coll area
rate (349,523) (488,285) (138,762) (138,762) (331,079)192,316
2,542 (0) (2,542)
Wind turbine - net 983,657 1,083,025 99,367
Transfer to reserves (983,657) (1,083,025) (99,367) (99,367) (21,896) (77,472)
- - -
Sewer - net 133,486 190,113 56,627
Pron of NS sewer infrastructure grants 83,092 83,092
Transfer to reserves (133,500) (273,205) (139,705) (139,705)2,500 (142,205)
(14) 0 14
Gas Tax revenue 616,150 599,418 (16,732)
Transfer to reserves (616,150) (599,418) 16,732 16,732 16,732 0
- - -
Miscellaneous 56 56 0
Net Revenue 2,085,358 2,360,841 275,483
Transfer to reserves (2,294,743) (2,613,612) 318,869 (318,813) (287,073) (31,740)
Other reserve transfers (92,179) (89,623) (2,556)
Total transfers to reserves (2,386,922) (2,703,235) 316,313
Net variance 2,528 0 (2,528)
Positive and negative variances in other programs
2020-21 Variance 3rd Qtr.
(variance)% variance Change Variance explanations
Above solid waste, sewer, wind (2,528) (2,448) (80)
Revenues
Taxes (excluding wind farm)844,037 6.0% 551,465 292,572 Deed tfr tx $883k(3rd Q $587k), ppty tx $(22)k, NSP HST $(13)k, Wind Farm $20k
Provincial grants (excl. sewer/gas tax)51,968 50,306 1,662 Gas Tax $(17)k, Prov safe start $272k - $54k recognized, infrastructure grants $83k
Finance (excl int on landfill AR)3,702 2.6%(6,392)10,094 Return on investments $(23)k, Interest on accounts $38k, fines $(15)k, water loans $3k
Recreation (43,507)-32.3%(38,349) (5,158)
Expenditures 0
General government 588,613 12.5% 362,096 226,517 see statement of operations
By-law 28,119 43.7% 38,531 (10,412)New part time inspector position not filled
Fire protection 120,534 5.4% 12,376 108,158 Dry Hydrant $20k, recruitment $13k, Fire equip $10k, consultant $31k
Planning 91,908 16.8% 61,497 30,411
Recreation 119,608 15.7% 114,249 5,358
Heritage properties and Library 18,165 21.1% 18,165 0 Extra library funding budget $17.6k not approved
Eco Park 10,285 47.6%(3,757)14,042 Internet services exp not budgeted - see revenue above
Other variances 63,020 11,503 51,518
Surplus (deficit) - General Operating 1,893,922 1,169,242 724,682
Surplus (deficit) - per statement 1,893,922 1,169,241 724,682
Variances by Object (vs. program)2020-21 3rd Qtr.
Revenue (variance) variance Change
Taxes 862,549 567,315 295,234
Landfill fees other government (384,941) (737,160) 352,220
Landfill fees non-government 25,942 58,507 (32,565)
Landfill host fees 7,545 (46,613) 54,158
Transfers from reserves (262,990) (53,244) (209,746)
Other revenue variances 94,907 (16,317) 111,225
Total revenues variance 343,013 (227,512) 570,525
Expenditures
Salary/wages and employee benefits 49,340 50,251 (911)
Covid-19 expense (136,920) (192,563) 55,643
Mileage 46,412 42,856 3,556
Meals and accommodations 47,389 42,303 5,087
Training & PD 76,975 46,502 30,473
Conferences 65,385 54,692 10,693
Operating expenses excl Covid, mileage meals PD Conf 590,366 248,758 341,608
Contracts for municipal services (Sustane)1,367,288 1,367,288 -
Contracts for municipal services (other)(31,849) (99,848) 67,999
Landfill closure costs (747,020) (212,677) (534,343)
Transfer to reserves *(316,313) (285,073) (31,240)
Transfers to capital fund to fund capital projects * 139,858 163,573 (23,715)
Contingency 163,549 161,698 1,851
Transfers to Province for provincial services 7,051 17,664 (10,613)
Other expenditures variances 229,398 (8,670) 238,067
Total expenditures variance 1,550,910 1,396,754 154,156
Surplus (Deficit)1,893,922 1,169,242 724,681
Programs $(23)k, Cut n Run $(7)k, ProKids $(9)k, Gov wage grants $7k, facilty rental
$(3)k
Salaries $28k, Program exp 8k, Commumity schools 49k, trail art project $(21)k,
grants $18k, pro kids $13k
Wages underbudget $17k vacancy, special projects $23k, plan review $14k, meals PD
travel $26k
5
2020/21 FINANCIAL RESULTS (continued)
The surplus of $1,893,922 is mainly due to an increase in deed transfer tax of $883k, A reduction in capital
out of revenue expenses of $139k, a one-time provincial grant as part of the Safe Restart Agreement of
$54k, a net reduction in recreation costs of $76kdue to Covid-19, an overall reduction in travel, education,
conference, the extra library budget that will not be spent, and general government delay in spending the
contingency budget of $163k for extra positions.
The Operating Fund also includes expenditures for transfers to Reserves. There is a $318,813 increase in the
transfers to reserves due to net program surpluses. This is largely related to waste collection & disposal area
rate surplus, wind turbine surplus and sewer rate surplus. The landfill costs to Sustane did not yet
materialized for this fiscal year. Therefore, overall, the Municipality is forecast to have a $2,212,735 surplus
when you consider the increase in the Reserve funds.
Capital budget actuals.
Municipality of the District of Chester
Capital Budget - actuals - 2020/21
Funding Reserve Grants Operations Fund from 4th qtr Variance
Department Project Name Project Cost Reserves Type Other or Area Rate Borrowing YTD Actual
Trails - Bridge Evaluation- Carried forward from 2019-20 25,000 25,000 Gas Tax - - 25,000
East River trail foot bridge - Carried forward from 2019-20 - 25,000 9,000 Gas Tax 16,000 - - 25,000
Trail Surface Upgrades 25,000 25,000 Gas Tax 18,154 18,154 6,846
East River Trail Parking Area 30,000 30,000 Operating - - 30,000
Leachate treatment plant upgrade - carried forward from 2019-202,200,000 2,200,000 383,387 383,387 1,816,613
Road Improvements (Valley)50,000 50,000 1,101 1,101 48,899
Excavator Replacement 350,000 350,000 - - 350,000
Scalehouse Renovation 75,000 75,000 6,369 6,369 68,631
Scalehouse software 26,427 26,427 (26,427)
Public Drop off Renovation 100,000 100,000 - - 100,000
Coastal Floodplain mapping 100,000 100,000 Gas Tax - - 100,000
Joint building inspection software 21,900 14,167 7,733 - - 21,900
Roads Rehabilitation 550,000 550,000 Gas Tax 601 1,190,294 (640,294)
Kaizer Meadows - Industrial Park Development 75,000 75,000 Wind Rev - - 75,000
VMWARE Infrastructure 60,000 60,000 Equipment - - 60,000
Hardware Replacement 98,000 98,000 Equipment 88,079 88,079 9,921
Manhole Repairs & Infiltration Reduction 50,000 25,000 25,000 73,362 73,362 (23,362)
Lift Station Panel Upgrades 480,000 ?? Gas Tax 480,000 124,892 124,892 355,108
Pump Replacements - Allowance 25,000 25,000 - - 25,000
Pump Station - Permanent Generators (2)160,000 40,000 Gas Tax 80,000 40,000 46,930 46,930 113,070
Wastewater needs assessment 250,000 250,000 Gas Tax - - 250,000
Wastewater collection extension 52,000 52,000 Gas Tax 3,984 3,984 48,016
WWTP removal of chlorine and install UV system 320,000 320,000 520,493 520,493 (200,493)
WWTP Improvements - Clarifier #2 Rebuild - Chester 100,000 100,000 Sewer - - 100,000
Overflow issue solution 110,000 110,000 Sewer 6,023 6,023 103,977
WWTP Upgrades - Clarifier rebuild 200,000 200,000 - - 200,000
Municipal Office Renovations 135,000 135,000 Operating 139,055 139,055 (4,055)
Truck Replacement - 3/4 tonne - PM 55,000 55,000 58,854 58,854 (3,854)
Fire Protection System - Option Selected-Const 771,600 771,600 - - 771,600
Wharf Repairs- New wharf or new boat launch 150,000 150,000 12,504 12,504 137,496
Total Projects & Funding Contributions 6,643,500 1,659,000 135,167 302,733 4,546,600 1,510,213 2,699,906 3,943,594
Funding
1,659,000 Reserves 1,474,364 (184,636)
135,167 Grants - (135,167)
302,733 Operations 162,875 (139,858)
4,546,600 Borrowing 1,062,668 (3,483,932)
6,643,500 2,699,907 (3,943,593)
Recreation &
Parks
Universal
Sewer
Projects:
Municipal
Property:
Information
Services
Community
Development
Solid Waste
6
2020/21 COUNCIL PRIORITIES FOR FINANCE (FIS)
PRIORITIES
SPECIFIC ACTIONS & NOTES RESPONSIBLE TIMING
LEAD SUPPORT
BILL 10 MGA
AMENDMENTS
In progress - Expense Reimbursement
Policy & accompanying Request for
Direction
CSM FIS Q1 / 2020-21
Q4 / 2020-21
STREETLIGHT POLICY
A strategy to manage
the funding and
installation of
streetlights in MOC in a
consistent & transparent
manner
Finish mapping & correlation to
streetlights (include in active
transportation, where appropriate)
FIS INO/CDR Q2 / 2021-22
Draft Streetlight Area Rate Policy &
Procedure for Council discussion;
policy should be flexible, recognize
differences in practices in each
District, enable input from
Councillors, and require Council
approval for streetlight decisions in
each District
FIS CSM Q3 / 2021-22
FUNDING &
INVESTMENT STRATEGY
Reserve funds, tax rates,
debt & debt service ratio
Linkages: Wastewater
Strategy; growth
strategies
Approved by Council – Investment
Policy concerning investment of
reserve funds.
Approved by Minister
FIS CSM Q1/ 2020-21
done
Q2/ 2020-21
done
Research report on equipment
replacement strategy
FIS ????
PROCUREMENT
STRATEGY
Develop procurement module that
aligns with existing systems,
Procurement and P-Card Policy, and
other tools for integrated
procurement process
FIS CSM Q4 / 2020-21
DEFINITIONS OF COUNCIL PRIORITIES CODING: NOW | NEXT | LATER
NOW – Priorities established by Council that will require Council discussion, direction, or decisions, or which
have already been made operational by Council, for the fiscal year (2020-21)
NEXT – Priorities established by Council that will require Council discussion, direction, or decision in the next
fiscal year (2021-22)
LATER – Priorities with actions forecast beyond the next two fiscal years
This Work Plan does not capture Department operational priorities & projects nor day-to-day work
programs that affect the Municipality’s organizational capacity or resources
REQUEST FOR DECISION
Prepared By: Bruce Blackwood Date April 27, 2021
Reviewed By: Tara Maguire Date April 27, 2021
Authorized By: Dan McDougall Date April 27, 2021
CURRENT SITUATION
In accordance with the Rural Fire District Act and other specific Acts of Incorporation, Fire
Commissions are required to hold an Annual General Meeting for the ratepayers in their District
to review the past operating period and announce the budget and fire tax rate for the next
period. Following these meetings, the Fire Commissions submit their annual registration
updates and Fire Tax rates required under our Policy P33.
Due to Covid-19 gathering limit restrictions, in April of 2020 Council approved amendments to
Policy P33, extending the deadline for the annual registration updates required from July 31, 2020
until September 30, 2020 and accepting the fire tax rate as presented by the Fire Commissions
(P33, Schedule C) without reference to the annual general meeting for the 2020/21 period.
RECOMMENDATION
Due to the recently heightened restrictions on public gatherings due to the pandemic the Fire
Commissions, continue to find it difficult to hold their AGMs. The Department of Municipal
Affairs continues to allow these AGMs to be delayed until 90 days after the State of Emergency
expires.
It is recommended that the Municipality of Chester:
1. accept the fire tax rate as presented by the Fire Commissions (P33, Schedule C) without
reference to the annual general meeting and use the submitted tax rate in its collection
process for the 2021/22 period; and
2. maintain the deadline (pre 2020 amendments) for the annual registration updates
required under Policy P33 at July 31, 2021.
REPORT TO: Municipal Council
SUBMITTED BY: Bruce Blackwood, Fire Services
Coordinator
DATE: April 27, 2021
SUBJECT: AGMs and Fire Tax Rates under Policy
P33
ORIGIN: Fire Services
2 Request For Decision
BACKGROUND
Section 5 of Policy P33 requires updates to the annual registration be submitted no later than
July 31 of each year in order that the Fire Commission may receive fire taxes as collected by the
Municipality. This includes submission of a signed Schedule C outlining the fire tax to be set and
as announced at an annual general meeting with the ratepayers of the fire district.
DISCUSSION
Registrations were completed for 2020/21 and the approved fire tax rates were used for the
collection and distribution of revenue to the Fire Commissions.
IMPLICATIONS
Policy
P33 Fire services Registration
Financial/Budgetary
No impact
Environmental
No Impact.
Strategic Plan
Reference to:
• Maintain a high level of fiscal responsibility
• Continually improve public satisfaction with municipal services
Work Program Implications
Covered in work program of Fire Services Coordinator.
OPTIONS
1. Provide temporary exemptions to the Policy P33 to allow for acceptance of the fire tax rate as
submitted by the Fire Commission without reference to an annual general meeting as referenced
in Schedule C of Policy P33. Ensure an adequate process is in place to collect and distribute the
fire tax revenue to the registered Commissions
2. Not proceed with P33 exemptions.
A TTACHMENTS
None
COMMUNICATIONS (INTERNAL/EXTERNAL)
N/A
RECOMMENDATION TO COUNCIL BY COMMITTEE – MAY 20, 2021
FIRST NOTICE READ BY COUNCIL – MAY 27, 2021
SECOND/FINAL NOTICE READ BY COUNCIL – JUNE 10, 2021
Municipality of the District of Chester
Terms of
Reference for
Registration of Fire
and Emergency
Service Providers
Policy P-33
Effective Date: April 9, 2020
P-33 Fire and Emergency Service Providers – Registration and Annual Updates Page 2 of 29
_____________________________________________________________________________________________________________
Notice of Intention – Committee of the Whole – May 20, 2021
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FIRE AND EMERGENCY SERVICE PROVIDERS – REGISTRATION AND ANNUAL UPDATES
POLICY P-33
In accordance with the Municipal Government Act, the Municipality of the District of Chester has
established a registration system for those organizations providing fire and other emergency
services within the Municipality.
Section 1: Definitions
1) “Municipality” means the Municipality of the District of Chester.
2) “Commission” means the organization through its incorporation under the MGA, an Act of
Legislature, or the Rural Fire District Act, is authorized and empowered to provide for the
inhabitants of the district a good and sufficient system of fire protection.
3) “Body Corporate” refers to the organization(s) that provide fire and/or emergency services on
a not for profit basis and is incorporated by way of an Act of Legislature, the Rural Fire District
Act, the Societies Act, the Companies Act or the Canada Business Corporations Act.
4) “Application for Registration” refers to the information and supporting documentation as
outlined in Schedule A of this Policy.
5) “Registration” means the acceptance by the Municipality of the Application for Registration to
permit a Body Corporate to provide Fire and/or Emergency Services on a not for profit basis
to a prescribed area within the Municipality.
6) “Applicant” refers to a Body Corporate applying for registration as a fire and/or emergency
service provider within the Municipality.
7) ‘Audited financial statement’ means a year-end financial report audited in accordance with the
organization’s Act of Incorporation or Provincial requirement.
8) “NFPA” means the National Fire Protection Association which provides generally recognized
codes and standards for fire and emergency services.
Section 2: Forms of Request
The Municipality will register Commissions themselves or appropriate Body Corporates that the
Commissions may choose to engage to provide fire and/or emergency services. Requests for
registration as a fire and/or emergency services provider shall be completed on the Application
for Registration (Schedule A). The Application for Registration must be accompanied with the
organization’s Act of Incorporation and a description of the area of coverage and all required
supporting documentation as outlined in Schedule A. The Application for Registration must be
signed by the individual(s) as assigned with signing authority under its Act of Incorporation.
Section 3: Criteria for Approval of Registration
The criteria for Registration of Fire and/or Emergency Service Providers is:
1) An Application for Registration and accompanying supporting documentation, providing
sufficient evidence of the Applicant’s ability to provide directly or under agreement with a
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service provider, the emergency services it intends to provide, and signed by the individual(s)
with signing authority under its Act of Incorporation.
2) The Municipality must be satisfied that the Applicant is capable of providing the services and
corresponding service levels that it intends to register.
3) The Applicant must be a Body Corporate in good standing intending to provide the services
on a not for profit basis and must provide a copy of the organization’s Act of Incorporation.
4) The Municipality does not provide the same services for the same area.
5) Evidence that the Body Corporate carries liability insurance coverage in the minimum amount
as required by the Municipality.
6) Evidence that the Body Corporate carries accident and sickness insurance or worker’s
compensation coverage for all membership providing emergency services.
7) An audited financial statement, for the Commission as the registered Body Corporate
Section 4: Registration Approval
4.1 The Municipality may ask for a review, by an appropriate agency, to determine if an
Applicant is capable of providing the services it intends to provide.
4.2 The Municipality, if satisfied with information and evidence provided for all items in Section
2, shall register the Applicant as a Fire and/or Emergency Services Provider for the
Municipality. This Registration shall continue in force until withdrawn by the Municipality
for cause or the registered Body Corporate requests that the Registration be revoked.
Section 5: Changes in Services and Annual Registration Update
5.1. Any significant changes that may impact the registered services provided by the registered
Body Corporate shall be filed immediately with the Municipality.
5.2. Annual Updates of the registration form for each registered Body Corporate shall be
submitted to the Municipality no later than July 31st of each year, for the registered
Body Corporate to receive fire taxes, in accordance with the rates as set by the
Commission (Schedule C) and collected on their behalf by the Municipality and / or
other Municipal funding. With the exception of the year 2021/22 due to the COVID
19 measures in place, to facilitate the collection of fire tax revenue, Schedule C
should be submitted as soon as the Fire Commission has set the fire tax rate without
reference to their Annual General Meetings.
Annual Updates of the registration form for each registered Body Corporate shall be
submitted to the Municipality no later than July 31st of each year, with the exception of
the year 2021/22 when the deadline will be extended to September 30, 2020 due to
COVID-19 measures in place for the registered Body Corporate to receive fire taxes, in
accordance with the rates as set by the Commission (Schedule C) and collected on their
behalf by the Municipality and / or other Municipal funding. With the exception of the
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year 2020/21 due to the COVID 19 measures in place, to facilitate the collection of
fire tax revenue, Schedule C should be submitted as soon as the Fire Commission has
set the fire tax rate without reference to their Annual General Meetings.
5.3. In addition to the update of organizational and operational information (Schedule A) and
Fire Tax Rates (Schedule C), proof of the renewal of liability insurance coverage, firefighter
accident and sickness insurance coverage and an audited annual financial statement must
be provided.
5.4. To facilitate the annual Registration update, the Municipality shall maintain a data base of
information submitted by the registered Body Corporate. The most current Registration
information on file with the Municipality will be provided in advance and no later than May
30 of each year to each registered Body Corporate for review and update.
Section 6: Notification
The Municipality shall advise the Body Corporate by providing a letter (Schedule B) stating
approval by Council of the Registration and/or the Annual Registration update.
Section 7: Definitions of Service Levels
NFPA 1500 should be the corner stone upon which each Applicant attempts to meet the highest
standard of safety. When evaluating the services to be provided, the Applicant shall refer to the
general definitions of service levels following:
Structural: means the activities of rescue, fire suppression, and property conservation in
buildings, enclosed structures, vehicles, vessels, or like properties that are involved in a fire or
emergency situation. The Applicant should have as a minimum: firefighters trained to NFPA 1001,
protective personal equipment, PASS alarms, a personnel accountability system, adequate water
supply, pumping capacity and an Incident Command (IC) system. The Applicant should also have
the proper training and protective clothing for wild land fires in accordance with the Nova Scotia
Department of Natural Resources’ provincial standard.
Defensive: means actions that are intended to control a fire by limiting its spread to a defined
area, avoiding the commitment of personnel and equipment to dangerous hazard areas.
Defensive operations are generally performed from the exterior of structures and are based on a
determination that the risk to personnel exceeds the potential benefits of offensive actions. The
Applicant without the ability to carry out structural firefighting may register as providing property
protection through defensive strategies. Rescue may be undertaken if the benefit warrants the
risk. The Applicant should have proper training and protective clothing for wild land fires in
accordance with the Nova Scotia Department of Natural Resources’ provincial standard.
N/A: means the Applicant does not respond to these calls.
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Registered Medical First Responder: means the Applicant is registered with the Nova Scotia
Department of Health through the Emergency Health Services (EHS) Medical First Responder
(MFR) program and responds to medical calls or provides medical assistance at the scene of an
incident.
Medical Assistance: means the Applicant who has standard or emergency first aid and responds
to medical emergencies or provides medical assistance at the scene of an incident. Equipment
includes basic first aid supplies.
The activities of vehicle rescue, water/ice rescue, structural/excavation collapse and high angle
rescue should be carried out in accordance with NFPA 1670.
Vehicle Rescue: means removal of victims from a vehicle following an accident. This may require
elaborate or simple tools and knowledge depending upon the incident. The Applicant should be
aware of its abilities and when it is necessary to request a higher level of service.
o Technician: properly maintained complete set of heavy hydraulic extrication
equipment and associated spreaders, cutters, rams, chains, cribbing etc. and
trained as a team to use the equipment, recognize hazards and protect the victim.
o Operations: hand tools, manual hydraulic tools, air tools and trained as a team to
use the equipment, recognize hazards and protect the victim.
o Awareness: Does not have the equipment for extrication but does respond to
motor vehicle accidents.
Water Rescue: means rescue of individuals from rivers, lakes, ponds, and may include body
retrieval.
o Technician: survival suits, water rescue kit, if diving is provided-- appropriate
equipment for conditions, a boat including life jackets. Training to a level for the
service provided, either surface rescue or diving. Ropes and other similar
equipment should meet NFPA 1983.
o Operations: approved life jackets for each rescuer, throw ropes, life ring with rope,
a boat. Training should include boating safety. Ropes and other similar equipment
should meet NFPA 1983.
o Awareness: Responds but does not have the equipment or training.
Ice Rescue: means rescue of individuals from extremely cold water or ice
o Technician: complete ice rescue kit including floatation suit and ice board or
equivalent. Training for cold water rescue. Ropes and other similar equipment
should meet NFPA 1983.
o Operations: approved life jackets for each rescuer, throw ropes, life ring with rope.
Trained respecting safety of rescuer and victim. Ropes and other similar equipment
should meet NFPA 1983.
o Awareness: Responds but does not have the equipment or training.
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High Angle Rescue: means rescue of persons from building faces, cliffs trees or other locations
where individuals must be lowered or raised by the rescuer.
o Technician: equipment recommended by and training provided by a recognized
high angle rescue organization.
o Operations: Ropes and other similar equipment should meet NFPA Standards.
gloves, protective clothing required for the incident. Training on knot tying.
o Awareness: secures the scene, stabilizes the incident.
Structural/ Excavation Collapse: means rescue of persons from collapsed ditches, etc. or
collapsed structures.
o Technician: providing this service should meet the full requirements of NFPA 1670.
o Operations: provides a medium level of service in accordance to NFPA 1670.
o Awareness: assists visible victims; prevents further collapse.
All levels of HAZMAT response should be carried out in accordance with NFPA 472.
Hazardous Materials: means response to chemical incidents or other HAZMAT incidents in
accordance with NFPA 472. Fuel spills such as oil, gas and diesel may be handled by all three
levels if the spill is minor and stabilized. There is a wide range of service, from a domestic oil spill
to an upset gasoline tanker. The important fact is recognizing the Applicant’s limitations.
o Technician: Hazardous materials technicians are those persons who respond to
releases or potential releases of hazardous materials for the purpose of controlling
the release. Hazardous materials technicians are expected to use specialized
chemical protective clothing and specialized control equipment.
o Operations: First responders at the operations level are expected to respond
defensively to control the release and spread from a safe distance.
o Awareness: First responders at the awareness level are those persons who could
be the first on the scene of an emergency involving hazardous materials. First
responders at the awareness level are expected to recognize the presence of
hazardous materials, protect themselves, call for trained personnel and secure the
area.
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Schedule A
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Schedule A (continued)
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Schedule A (continued)
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Schedule A (continued)
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Schedule A (continued)
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Schedule A (continued)
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Schedule A (continued)
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Schedule A (continued)
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Schedule A (continued)
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Schedule A (continued)
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Schedule A (continued)
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Schedule A (continued)
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Schedule A (continued)
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Schedule A (continued)
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Schedule A (continued)
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Schedule A (continued)
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Schedule A (continued)
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Schedule A (continued)
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Schedule A (continued)
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Schedule B
Notification of Registration (Annual Update) Approval
Mailing Address Date
Dear:
Pursuant to the Municipal Government Act, please be advised that Municipal Council in session
on _________________ approved ________________________________________________________________
as a Fire and Emergency Services Provider for the specific emergency services as indicated on
your Schedule A Application Form.
This Registration continues in force until withdrawn by the Municipality of Chester for cause, or
you request that the
Registration be revoked.
As part of the annual registration process, you are required to provide proof of the ability to
meet Registration criteria outlined in
Municipal Policy P33, Registration and Annual Update of Fire and/or Emergency Providers, and
provide an update of information outlined in the Schedule A.
Any significant changes to the information provided on Schedule A, must be brought to the
attention of the Municipality of Chester when they occur.
Yours Truly,
Municipality of Chester
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Schedule C
FIRE TAX RATE NOTIFICATION FORM
SECTION A
The Fire Tax Rate, approved by the __________________ Fire Commission for Fire District
# ____________ is set at ___________________ per $100.00 assessment; with the exception of the
2021/22 year as Council will accept the fire tax rate as presented by the Fire Commissions
without reference to the annual general meeting and use the submitted tax rate in its
collection process for the 2021/22 period due to COVID-19 measures in effect.
The Fire Tax Rate, approved by the __________________ Fire Commission for Fire District #
____________ at its annual meeting held on _______________, is set at ___________________ per
$100.00 assessment; with the exception of the 2020/21 year as Council will accept the fire
tax rate as presented by the Fire Commissions without reference to the annual general
meeting and use the submitted tax rate in its collection process for the 2020/21 period
due to COVID-19 measures in effect.
FOR THE PERIOD APRIL 1, 20___ TO MARCH 31, 20___
As Officers of the __________________________ Fire Commission,
we hereby certify that the above information is correct.
Date: ______________________________________
Authorized Signature: ______________________________________
Position: ______________________________________
Date: ______________________________________
Authorized Signature: ______________________________________
Position: ______________________________________
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RECORD OF ADOPTION/AMENDMENTS
Effective
Date
Reason for Adoption/Amendment
April 9, 2020 Amendment due to COVID-19 measures: Section 5.2 and Schedule C
2021 Amendment due to COVID-19 measures: Section 5.2 and Schedule C.
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Official Annotation
Reason for Amendment Amendment due to COVID-19 measures:
Section 5.2 and Schedule C
Notice of Intention to Amend Committee of the Whole – May 20, 2021
Date of First Notice Council – May 27, 2021
Date of Second Notice Council – June 10, 2021
Effective Date
I certify that this Policy was amended by Council as indicated above.
_______________________________________ __________________
Pamela M. Myra, Municipal Clerk Date