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HomeMy Public PortalAbout2021-08-26_Council_Website Agenda Package_Updated August 25, 2021 Page 1 of 2 of Agenda Cover Page(s) MUNICIPAL COUNCIL AGENDA Thursday, August 26, 2021 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 – August 19, 2021. 5. COMMITTEE REPORTS 6. PUBLIC PRESENTATIONS 6.1 New Ross Community Care Society Project (9:15 a.m.): a. Correspondence dated August 18, 2021, from New Ross Community Care Society regarding the Affordable Housing Conditional Grant approved in 2018 for the New Ross Community Care Society Project. b. Copy of letter dated September 27, 2018, to New Ross Community Care Society regarding Conditional Grant and Waiving of Fees approved by Council. 7. MATTERS ARISING: 7.1 Second/Final Notice – Amendment of Policy P-39 Chester Village Planning Advisory Committee – regarding removal of dealing with heritage properties. 7.2 Second/Final Notice – Amendment of Policy P-63 Chester Municipal Planning Advisory Committee – regarding removal of dealing with heritage properties. 7.3 Information Memo prepared August 16, 2021 – Corporate and Strategic Management – Highway Signage. 8. CORRESPONDENCE 8.1 Request to proclaim September 6-10, 2021, as Fetal Alcohol Spectrum Disorder Awareness Week from Fetal Alcohol Syndrome Disorder Newfoundland. Page 2 of 2 9. NEW BUSINESS 10. IN CAMERA 11. ADJOURNMENT APPOINTMENT 9:15 a.m. New Ross Community Care Society – Valerie White and others. 284 MUNICIPALITY OF THE DISTRICT OF CHESTER Minutes of COUNCIL MEETING 151 King Street, Chester / Facebook Live, NS On Thursday, August 19, 2021 MEETING CALLED TO ORDER Warden Webber called the virtual meeting to order at 8:46 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 Emily Lennox, Executive Secretary Chad Haughn, Director of Community Development and Recreation Garth Sturtevant, Senior Planner Jordan Daniels, Summer Planner Solicitor: Samuel Lamey, Municipal Solicitor Congratulations were extended to Councillor Barkhouse on her election as the new Chester-St. Margaret’s MLA. APPROVAL OF AGENDA/ORDER OF BUSINESS  The In Camera item was removed.  Port-a-potty Request – Councillor Connors.  Trails Discussion – Councillor Assaff.  Fire Contract – Councillor Church – it was noted that the draft agreement has been provided to the Village Commission; they are meeting tonight and a response regarding a meeting date is expected soon. Council (continued) August 19, 2021 285 2021-322 MOVED by Councillor Barkhouse, SECONDED by Deputy Warden Shatford the agenda and order of business for the August 19, 2021, Council meeting be approved as amended. ALL IN FAVOUR. MOTION CARRIED. MINUTES OF PREVIOUS MEETINGS 4.1 Council – August 12, 2021. 2021-323 MOVED by Councillor Church, SECONDED by Councillor Assaff the minutes of the August 12, 2021, Council meeting be approved as circulated. ALL IN FAVOUR. MOTION CARRIED. 4.2 Public Hearing – August 12, 2021. 2021-324 MOVED by Deputy Warden Shatford, SECONDED by Councillor Church the minutes of the August 12, 2021, Public Hearing be approved as circulated. ALL IN FAVOUR. MOTION CARRIED. PUBLIC INPUT SESSION There was no Public Input received. COMMITTEE REPORTS There were no Committee Reports. PUBLIC PRESENTATIONS There were no public presentations. MATTERS ARISING 7.1 Second/Final Notice – Adoption of Policy P-108 Terms of Reference for an Equity, Diversity, and Inclusion Advisory Committee. 2021-325 MOVED by Councillor Barkhouse, SECONDED by Councillor Connors that Second/Final Notice of the adoption of Policy P-108 Terms of Reference for an Council (continued) August 19, 2021 286 Equity, Diversity, and Inclusion Advisory Committee be undertaken. ALL IN FAVOUR. MOTION CARRIED. The By-Law can be found at the end of these minutes. 7.2 Request for Decision dated August 19, 2021 - Heritage Committee Policy Clean-up – Community Development & Recreation Department. Garth Sturtevant, Senior Planner and Jordan Daniels, Summer Student Planner were present to review the Request for Decision regarding the Heritage Committee Policy Clean-up. The Summer Student Planner outlined the amendments to remove the duplicated language in Policy P-39 Village Planning Advisory Committee and Policy P-63 Municipal Planning Advisory Committee. The Solicitor agreed that the policies require change and advertisement will be required to fill the Committee vacancies. The options provided were reviewed. 2021-326 MOVED by Councillor Assaff, SECONDED by Deputy Warden Shatford that Council conduct First Notice to amend Policy P-39 (Chester Village Planning Advisory Committee (VPAC)) and P-63 (Chester Municipal Planning Advisory Committee (MPAC)) by deleting 3. (b), (i), (ii), (iii), (iv), & (v) and following Second/Final notice to direct staff to inform current MPAC and VPAC members of the change to the Committee mandates and place advertisements to begin to populate the Heritage Advisory Committee as outlined in the Heritage Property By-law (By-law No. 76). ALL IN FAVOUR. MOTION CARRIED. 7.3 Request for Decision prepared August 5, 2021 – Community Development & Recreation Department – Unsigned Development Agreement for Aspotogan Ridge Golf Village. Present was Garth Sturtevant, Senior Planner who reviewed the Request for Decision prepared August 5, 2021, regarding the unsigned Development Agreement for Aspotogan Ridge Golf Village. He noted that there was a minor amendment entertained in 2020 and Schedule B was updated; however, the agreement still remains unsigned. This is causing some difficulty for staff who have also received an application for a development that also wishes to connect to the Municipal sewer system in Mill Cove Park; however, it is difficult to negotiate because staff is unsure about what is happening with the Aspotogan Ridge developer. The Aspotogan Ridge Developer has been advised of the situation. Council (continued) August 19, 2021 287 Discussion followed regarding timelines, deed package for play park parcel, deed package, and possible expiration date. Staff reviewed the options provided. It was noted that item 17.4 indicates the Development Agreement may be discharged if no activity has commenced within 24 months; however, the timeline does not commence until the document is signed. 2021-327 MOVED by Deputy Warden Shatford, SECONDED by Councillor Barkhouse that Council direct staff to contact the property owner, Aspotogan Ridge Golf Village by Registered Mail and establish a timeline of 30 days from receipt of the letter that the signed Agreement and accompanying deed package must be submitted for Municipal review and signature. If more than 30 days elapse without such submission, Council will deem the approved but unsigned Agreement discharged by Motion at a future Council meeting. ALL IN FAVOUR. MOTION CARRIED. CORRESPONDENCE There were no items of correspondence. NEW BUSINESS 9.1 Meeting Schedule – September to December 2021. 2021-328 MOVED by Councillor Assaff, SECONDED by Deputy Warden Shatford that the following changes be made to the Council Meeting Schedule from September to December 2021:  September – cancel the September 30, 2021, Council meeting and hold meetings as follows: Committee of the Whole on September 2 and 16 and Council on September 9 and 23.  October – no changes.  November – cancel the November 4th Committee of the Whole Meeting, change the November 11th meeting to November 10th.  December – change the December 16th Committee of the Whole meeting to a Council meeting. ALL IN FAVOUR. MOTION CARRIED. 9.2 District Council Grant Request – Districts 1 ($1,000), 3 ($500), and 7 ($1,000) – Chester Yacht Club Junior Sailing Program. Present was Chad Haughn, Director of Community Development and Recreation. Council (continued) August 19, 2021 288 2021-329 MOVED by Councillor Barkhouse, SECONDED by Councillor Church that Council approve Council District Grants to the Chester Yacht Club Junior Sailing Program from District 1 in the amount of $1,000, District 3 in the amount of $500, and District 7 in the amount of $1,000. ALL IN FAVOUR. MOTION CARRIED. 9.3 Port-a-potty request in New Ross – Councillor Connors. Councillor Connors made a request, similar to that of the Heritage Society, to have a port-a- potty placed by the Municipality in New Ross due to the increased tourist traffic. Following a discussion by Council, it was agreed that a location at Ross Farm near the trailhead (which is across from the school and near a picnic area) would be an appropriate location. Staff was directed to place a port-a-potty (depending on availability) at the trailhead near Ross Farm for the remainder of the season. 9.4 Trails – Councillor Assaff. Councillor Assaff voiced concern on the increase in traffic on the trail over the past years. The additional use puts more stress on the maintenance program. He was concerned there may not be sufficient funds in the budget. The Director of Community Development and Recreation indicated that there has not been a great deal of trail maintenance carried out this summer, but it is in the work schedule to be done. Staff have identified the Western Shore and Martins River area as one that needs work. At this point in time, he is not sure if there is a lack of budget (more work than budget) but that can be reviewed at the end of the construction season and discussed during budget deliberations. 9.5 Municipal Planning Advisory Committee – Councillor Church. Councillor Church reported that the Municipal Planning Advisory Committee met last night to discuss lake rezoning. The Committee agreed to send Option 2 back to Council. However, they would like to see a petition go to property owners. They would also like to see a caveat that forestry is allowed. It had been discussed previously to send a notice to property owners, but the Committee felt a petition would provide more opportunity to say yes or no. Council (continued) August 19, 2021 289 Also discussed was the possibility of one owner having 5 properties/PIDs around the lake and the number of signatures that person would have. The Director of Community Development and Recreation indicated that would have to be clearly determined at the time of discussion when the report was provided to Council. Also discussed were problems with petitions on planning issues, the process, and decisions made by elected officials. Concern was expressed that the same lakefront zone could be used in other jurisdictions without the community having input on what they would like in their area. IN CAMERA 10.1 Section 22(2)(a) of the Municipal Government Act – Land Negotiations – Mahone Island Conservation Association. This item was removed from the agenda at this time. ADJOURNMENT 2021-330 MOVED by Deputy Warden Shatford, SECONDED by Councillor Church the meeting adjourn. (9:25 a.m.) ___________________________ ___________________________ Allen Webber Pamela Myra Warden Municipal Clerk ****************************************** Equity, Diversity, & Inclusion Advisory Committee Terms of Reference Policy P-108 1. Establishment of the Committee The Municipality of the District of Chester approved a preliminary Equity, Diversity, & Inclusion Action Plan. The plan includes an action item to establishes a Citizen Advisory Committee. Council (continued) August 19, 2021 290 2. Purpose/Objective The Municipality of Chester is committed to supporting equity, diversity, inclusion, and dignity of all people, and to establishing equal opportunities in employment. The Equity, Diversity & Inclusion Advisory Committee (the “Committee”) will provide support to staff in the implementation of the Equity, Diversity and Action Plan. The Committee will be a forum for consultation, feedback, and discussion on matters of diversity, equity, and inclusion in the Municipality of Chester. The goals of this Committee are to: a. Develop and promote a vision of inclusion based on the Municipality of Chester’s preliminary Equity, Diversity, & Inclusion Action Plan; b. Strive to achieve suitable representation of designated and underrepresented groups, in the Municipality's workplace, activities and services; c. Further refine and develop the Municipality’s Equity, Diversity & Inclusion Action Plan; d. Be committed to operating with effective, respectful, and inclusive communication; e. Promote and operate through a consensus decision–making process; f. Be responsive to community needs; g. Foster a greater understanding and awareness of diversity, equity and inclusion matters within the community by fostering collaboration and building partnerships; and h. Facilitate opportunities to educate and celebrate the diverse social, cultural, and traditional elements that make up our Municipality. To achieve this, the Committee will: i. Provide a diversity lens for, and resulting recommendations to, the Municipality respecting materials, social media strategies, educational training, community engagement, and other issues that are believed to support diversity and increase inclusion for all throughout the Municipality; j. Provide advice and recommendations to Council concerning opportunities to: advance community education about diversity and inclusion; review names of infrastructure and amenities; determine minimum training requirements for municipal staff and Council; include more diversity and inclusion in programs, services, and infrastructure, ensuring a respectful and equitable community for all to live and work; k. Provide input to Municipal staff on the elimination of barriers faced by our community in accessing Municipal programs, services, and policies; l. Recommend policies, programs and practices designed to eliminate racism, discrimination, and exclusion; m. Establish a work plan and, if approved by Council, share the plan with the Municipality's employees and its residents; n. Engage community groups, provincial agencies, and organizations active in diversity, inclusion, and equity to keep apprised programs and services for marginalized communities; and o. Act as an information resource by providing advice and capacity building to community organizations and businesses to educate them on the importance and benefits of diversity in their organizations or businesses and facilitate the provision of diversity and inclusion training when appropriate or requested. Council (continued) August 19, 2021 291 3. Appointment of the Committee 3.1 Committee Membership a. The Committee shall be comprised of a minimum of six and a maximum of nine voting members including: i. Two municipal councillors and the warden; and ii. Three to six members who are residents of, or operate businesses within, the Municipality. b. There will be goals in terms of Committee composition, but not a quota system. Membership should endeavour to: i. Represent a balance of perspectives from the community at large ii. Include culture and language representation iii. Include individuals from organizations challenging discrimination and racism iv. Include representation from First Nations v. Include gender balance vi. Include representation from youth and older adults vii. Include representation from the business community c. Membership is limited to those who live or work in the Municipality of Chester. d. The Municipality will advertise Committee positions in accordance with current Municipal procedures. The advertisement shall contain the following statement: “As one example of this initiative to ensure recognition of the diversity within the Municipality of the District of Chester, we are actively seeking applications from racially visible persons, persons with disabilities, members of other traditionally underrepresented groups, and citizens with an interest in advancing anti-discrimination programs generally.” e. Municipal staff, consisting of at least one supervisory/management employee, two non- management employees, and the Director of Human Resources will be ex-officio members of the committee and are not voting members. They do not count towards quorum of the committee. f. The Committee may also invite external non-voting participants as advisors who represent key partner organizations and/or who bring expertise in relevant areas. 3.2 Membership Responsibilities a. Initial appointments will be made for two- or three-year rolling terms in order to maintain continuity. In terms of membership: i. Committee members may be reappointed for additional two- or three-year terms; ii. New members will be added to replace those who are completing terms or leaving the committee for other reasons; iii. There will not be set terms for Municipal staff and advisors; iv. Members of the Committee shall hold office until their term expires or they provide notice of resignation, with their successors to be appointed within three months; and v. The maximum number of consecutive terms any members may serve on the Committee is two. b. In meeting the Committee’s objectives, members will be responsible for attending regular meetings of the Committee. Attendance includes teleconferencing and videoconferencing as Council (continued) August 19, 2021 292 needed. Voting members are expected to attend and participate in a minimum of 75% of regularly scheduled meetings over the course of a calendar year. If they do not, or if they miss three consecutive meetings, they will be asked to reconfirm their commitment to serving on the Committee. c. The Committee will discuss all concerns or issues related to discrimination, racism, and barriers to inclusion and make recommendations to Council and/or administration with the full understanding that it is the role of Council to make policy, procedural, capital budget, and operational budget decisions and investments. 3.3 Sub-committees a. The Committee may establish sub-committees as required. b. The Committee Chair will be an ex-officio member of all sub-committees. c. The Committee may appoint persons from outside the committee to a sub-committee. d. Sub-committees shall be chaired by a Committee member and report back to the Committee for consideration of findings. 3.4 Voting a. Municipal Councillors and public members are considered voting members of the Committee. b. Municipal staff members and advisors to the committee do not have a vote. c. Municipal staff members’ positions on decisions will be noted in the minutes and identified as non-voting contributions. Advisory members’ positions on decisions will be noted in the minutes and identified as non-voting contributions. 4. Roles and Responsibilities 4.1 Individual Committee Members The responsibilities of individual committee members are as follows: a. Attend Committee meetings. b. Share information from the Committee with the organizations/communities they are representing. c. Gather input on relevant matters from the organizations/communities they are representing to share with the Committee. d. Represent the Committee as required at community functions. e. Report to the Committee with regards to any functions at which they have represented the Committee. f. Guide the implementation of the Action Plan. g. Contribute to the implementation of the Action Plan. Committee members will work together to prepare an annual budget based on the annual allocation approved by Council. 4.2 Chair a. The Chair is selected by from the voting membership by committee members. The Chair is responsible for: Council (continued) August 19, 2021 293 i. Ensuring the timely delivery of all Committee agendas and minutes. ii. Serving as the chair of Committee meetings, calling the meeting to order, and ensuring that appropriate procedures are followed. iii. The delivery of Committee reports and recommendations to Council. iv. Serving as the representative of the Committee at official functions. They may delegate this role to the Vice Chair or other Committee members, as required. b. The Chair is considered a voting member of the Committee. c. The Chair’s term will be for a maximum of two years at which time the voting members will vote for a new Chair. d. The Chair can hold consecutive terms if voted in by the members. e. Voting for the Chair and Vice-Chair will occur every two years at the April meeting (or other designated time). 4.3 Vice-Chair a. The Vice-Chair is selected by from the voting membership by committee members. The Vice- Chair is responsible for: i. Convening and conducting meetings if the designated Chair is not available; and informing the Chair as to the salient points/decisions raised or agreed to at that meeting. ii. Serving as the official representative of the Committee at official functions, when delegated by the Chair. iii. Reporting to the Chair with regards to any functions at which they have represented the Chair. b. The Vice-Chair is considered a voting member of the Committee. c. The Vice-Chair’s term will be for a maximum of two years at which time the voting members will vote for a new Vice-Chair. d. The Vice-Chair can hold consecutive terms if voted in by the members. 5. Decision Making a. All decisions of the Committee shall be made by majority vote of Committee members who are present and eligible to vote. Where a majority is not forthcoming, the vote shall be determined in the negative. All decisions of the Committee will be made without undue influence or biased decision-making favouring any Committee member’s personal or financial interests, or that of family members or close friends. b. When decisions are required between meetings: i. To the greatest extent possible, staff will consult with Committee members. They will send an electronic message to Committee members outlining the decision to be made, providing any available materials to inform the decision, and indicating the timeline for making the decision. The decision will be made based on a majority vote of voting members, as above. ii. When time does not permit consultation with Committee members and a decision must be made immediately, the Chair (or Vice-Chair, if delegated by the Chair) may make a decision on behalf of the Committee, using all available and relevant information. They must immediately inform the Committee of the decision. Council (continued) August 19, 2021 294 7. Meetings a. Meetings will take place once a month at a date and time agreed upon by the Committee. b. Additional meetings will be scheduled as needed. c. No decisions or recommendations to Council may be made at any Committee meeting unless a quorum of a majority of the current members of the Committee is present in person. d. Meetings will generally take place at the Municipal office in Chester. e. To facilitate connections with diverse groups in the community, meetings may take place in other locations across the Municipality as agreed by the Committee. f. Meetings will be open to the public unless the nature of Committee business (such as dealing with issues under the Municipal Government Act) requires a closed Committee meeting. 8. Communications a. All communications and messaging from the Equity, Diversity, & Inclusion Committee’s work and activities shall come from the Chair or their designate. b. It is expected that all decisions of the Committee will be supported by all members of the Committee upon ratification. c. The foregoing does not limit the ability of an individual Committee member from speaking freely with the media, but in all such cases the individual Committee member should be clear that it is their personal opinion and not that of the Equity, Diversity, and Inclusion Advisory Committee. 9. Definitions a. Discrimination is broadly defined to include action, speech or behaviour by individuals, organizations or groups which may bring about or have the effect of producing, directly or indirectly, hatred, intolerance and/or prejudice against other individuals or groups based on any prohibited ground covered by the Nova Scotia Human Rights Act and the Canadian Charter of Rights and Freedoms. Illegal and/or arbitrary denial of the rights guaranteed to individuals or groups under the Nova Scotia Human Rights Act and the Canadian Charter of Rights and Freedoms, with a view to exclude or limit the exercise of these rights in equal participation in the economic, political, social, and cultural life of society. b. Diversity is a combination of differences and similarities among people. It is more than race, ability, sexual orientation, language, gender, or any other descriptive category. Diversity means understanding and utilizing different views, ideas, life experiences, skills, and knowledge. c. Equity is a condition or state of fair, inclusive, and respectful treatment of all people. Equity does not mean treating people the same without regard for individual differences. d. Inclusion is about community actions meant to eliminate barriers so all its members can fully participate in and contribute to the community. It means being supported and valued within the community and organization. New Ross Community Care Centre newrosscare@gmail.com 1 August 18, 2021 Municipality of the District of Chester 151 King Street P.O. Box 169 Chester, NS B0J 1J0 Attn: Warden Allen Webber CAO Dan McDougall Dear Allen and Dan, Thank you for joining us this morning for an update on the NRCCC affordable housing project, and for sharing your thoughts and enthusiasm for the project. As per our conversation at the meeting, we are writing to you to confirm the Municipality’s conditional grant of $100,000 made on September 27, 2018, and to once again thank Council for their faith in us as we attempt to complete this project during a pandemic. We are happy to report that the project is moving forward. Since last we met, we have conducted a housing feasibility study, financed a survey on the site, fostered a partnership with the local credit union and are currently applying to Housing Nova Scotia through their Affordable Housing Demonstration Project Initiative. This work has shown us that Council’s advocacy for this project, and commitment to the grant are vital. As we work through the conditions set out in your original letter, we find ourselves in a typical log jam situation, in that we cannot secure the land without funding and we cannot find suitable funding without the land. This presents an opportunity for Council to truly show support and advocacy for affordable housing in our Municipality. A site assessment conducted in 2018 used multiple factors (including access, amenities, site conditions and cost) to confirm that the identified site on Rosebank Road, New Ross is the most appropriate site for the NRCCC project. The site abuts the community school and resource centre, as well as a ball field, walking track and tennis courts, is close to shops and services and offers access to connector trails suitable for motorized scooters. New Ross Community Care Centre newrosscare@gmail.com 2 In that regard we write to Council with a request to modify the terms of the agreement, releasing the grant to the NRCCC to allow us to purchase the land for this project. If the New Ross Community Care Centre Society dissolves and the project does not move forward, ownership of the land would revert to the Municipality of Chester. The past two years have been positive and have reinforced the need for appropriate housing, which leads to better mental and physical health, self-sufficiency and economic growth. Building on the resources in our community and the Municipality we create security for people in New Ross and beyond providing a solution for improved and enriched housing options leading to more satisfying, and healthy, happy lifestyles. Thank you for your ongoing support and partnership. Sincerely, Valerie White, President New Ross Community Care Centre (902) 222-3007 First Notice – August 19, 2021 (2021-326) – Delete Section 3B Second/Final Notice – August 26, 2021 (Delete Section 3B) Municipality of the District of Chester Chester Village Planning Advisory Committee Policy P-39 Amended – Effective Date – February 13, 2020 P-39 Chester Village Planning Advisory Committee (continued) First Notice to Amend – Council – August 19, 2021 (2021-326) Second Notice – Council – August 26, 2021 Effective Date – Page 2 MUNICIPALITY OF THE DISTRICT OF CHESTER POLICY P-39 CHESTER VILLAGE PLANNING ADVISORY COMMITTEE 1. This Policy applies to the Committee expressly established by this policy. 2. Council hereby establishes the Planning Advisory Committee for the Village of Chester as a standing Committee of Council. 3. The mandate of this Committee shall be as follows: (a) Under the Municipal Government Act: (i) To advise Council on planning matters that have been referred to it by Council, including the preparation, amendment, and administration of the Secondary Planning Strategy, the Land Use By-law, and the Subdivision By- law which apply to Chester Village. (ii) The Committee may request that Council refer to it for study and recommendation any planning related matter that has come to the Committee’s attention. (b) Under the Heritage Property Act, but not including any part of the District outside of Chester Village to advise Council on: (i) The inclusion of buildings, streetscapes, and areas in the Municipal Registry of Heritage Property; (ii) Any application for permission to substantially alter or demolish a Municipal Heritage Property; ( iii) The guidelines to be used in evaluating proposals to include buildings in the Registry or to alter or demolish Heritage Properties; ( iv) Building, zoning or other regulations that affect the attainment of the intent and purpose of the Provincial Heritage Property Act; (v) Any other matters conducive to the effective carrying out of the Provincial Heritage Property Act. 4. The Committee may be made up of eight (8) members composed as follows: (a) The member of Council representing District 3, being the only Council District affected by the Chester Village Secondary Planning Strategy; (b) The Warden (ex officio); P-39 Chester Village Planning Advisory Committee (continued) First Notice to Amend – Council – August 19, 2021 (2021-326) Second Notice – Council – August 26, 2021 Effective Date – Page 3 (c) Up to four (4) members appointed by Council from the general public residing within the area affected by the Chester Village Secondary Planning Strategy; (d) One (1) member nominated by the Commissioners for the Village of Chester; and (e) The Chair, or their designate, of the Chester Municipal Planning Advisory Committee. 5. The following provisions shall apply to the Committee: (a) The Council member shall be appointed for a one (1) year term and all other members shall be appointed for a two (2) year term unless Council, by resolution, appoints for either a shorter or longer term at its discretion. The Warden shall be an ex officio member during the term of office; (b) The Chair and Vice-Chair of the Committee shall be elected by the Committee for a two (2) year term; (c) Members of the Committee shall receive remuneration for attendance at all meetings called to deal with Committee business in accordance with the rates established by Council for Standing Committees; (d) The Committee shall meet as frequently as necessary upon the call of the Chair to deal with its mandate as expressed in this policy. All motions of the Committee shall be reported to the Citizen Planning Advisory Committee meeting which next follows each Committee meeting; (e) The Committee may request, through the Chief Administrative Officer, assistance from Municipal Staff in the form of advice, consultation, background research, preparation of materials for meetings, and attendance at meetings. (f) All Committee meetings shall be open to the public unless the Committee by majority vote moves to a meeting in private to discuss matters related to personnel, certain types of legal advice or other issues in accordance with Section 203 of the Municipal Government Act. (g) Notice of Committee meetings shall be posted in a conspicuous place in the Municipal building for five (5) days prior to the date of the meeting and notice of the meeting shall be given either on the Municipal Website or in a local newspaper. (h) Minutes of Committee meetings shall be made available to the Public after the minutes are approved by the Committee. P-39 Chester Village Planning Advisory Committee (continued) First Notice to Amend – Council – August 19, 2021 (2021-326) Second Notice – Council – August 26, 2021 Effective Date – Page 4 (i) The Chair of the Committee may request through the Chief Administrative Officer that the Municipal Solicitor attend meetings of the Committee or otherwise advise the committee. (j) The Chair of the Chester Village Planning Advisory Committee, or their designate, shall serve as a regular member of the Municipal Planning Advisory Committee and shall attend meetings held by both Committee’s. P-39 Chester Village Planning Advisory Committee (continued) First Notice to Amend – Council – August 19, 2021 (2021-326) Second Notice – Council – August 26, 2021 Effective Date – Page 5 Annotation for Official Policy Book Date of First Notice at Council August 19, 2021 (2021-326) Date of Second Notice at Council August 26, 2021 Effective Date I certify that this Policy was amended by Council as indicated above. _______________________________________ ______________________ Pamela M. Myra, Municipal Clerk Date P-39 Chester Village Planning Advisory Committee (continued) First Notice to Amend – Council – August 19, 2021 (2021-326) Second Notice – Council – August 26, 2021 Effective Date – Page 6 ADOPTION/AMENDMENT INFORMATION Date Reason for Adoption/Amendment 2014 To establish the terms of the Chester Village Area Advisory Committee, which will allow for the mandate of the Citizens Planning Advisory Committee and its review of the Municipal Planning Strategy and Land Use By-law, and to direct the Committee to advise Council on matters under the Heritage Act. 2020 To re-establish a Planning Advisory Committee for the Village of Chester. This change coincides with the adoption of the new Municipal Planning Strategy and Land Use By-law and the disbanding of the Citizen’s Planning Advisory Committee. 2021 To amend the policy to remove mandate for Heritage Properties from the Chester Village Area Advisory Committee. First Notice – August 12, 2021 (2021-326) Remove Section 3b Second/Final Notice – August 26, 2021 – Remove Section 3b Municipality of the District of Chester Chester Municipal Planning Advisory Committee Policy P-63 Amended – Effective Date – February 13, 2020 Chester Municipal Planning Advisory Committee – P-63 (continued) ___________________________________________________________________________________ First Notice – Council – August 19, 2021 (2021-326) Second/Final Notice – Council – August 26, 2021 Effective Date – Page 4 MUNICIPALITY OF THE DISTRICT OF CHESTER POLICY P-63 CHESTER MUNICIPAL PLANNING ADVISORY COMMITTEE 1. This Policy applies to the Committee expressly established by this policy. 2. Council hereby establishes the “Chester Municipal Planning Advisory Committee” as a standing Committee of Council. 3. The mandate of this Committee shall be as follows: (a) Under the Municipal Government Act: (i) To advise Council on planning matters that have been referred to it by Council, including the preparation, amendment, and administration of the Planning Strategy, the Land Use By-law, and the Subdivision By-law which apply to the whole of the District of Chester. (ii) The Committee may request that Council refer to it for study and recommendation any planning related matter that has come to the Committee’s attention. (b) Under the Heritage Property Act, but not including the Village of Chester, to advise Council on: (i) The inclusion of buildings, streetscapes, and areas in the Municipal Registry of Heritage Property; (ii) Any application for permission to substantially alter or demolish a Municipal Heritage Property; (iii) The guidelines to use in evaluating proposals to include buildings in the Registry or to alter or demolish Heritage Properties; (iv) Building, zoning or other regulations that affect the attainment of the intent and purpose of the Provincial Heritage Property Act; (v) Any other matters conducive to the effective carrying out of the Provincial Heritage Property Act. 4. The Committee may be made up of eleven (11) members composed as follows: (a) Two (2) members of Council; (b) The Warden (ex officio); (c) Seven (7) members appointed by Council from the general public, one member from each Council District. Chester Municipal Planning Advisory Committee – P-63 (continued) ___________________________________________________________________________________ First Notice – Council – August 19, 2021 (2021-326) Second/Final Notice – Council – August 26, 2021 Effective Date – Page 5 (i) With respect to the member appointed to represent District 3, preference shall be given to applicants who reside within District 3 but outside of the Village of Chester; and (d) The Chair, or their designate, of the Chester Village Planning Advisory Committee. 5. The following provisions shall apply to the Committee: (a) The two Council members shall be appointed for a one (1) year term and all other members shall be appointed for a two (2) year term unless Council, by resolution, appoints for either a shorter or longer term at its discretion. The Warden shall be an ex officio member during the term of office; (b) The Chair and Vice-Chair of the Committee shall be elected by the Committee for a two (2) year term; (c) Members of the Committee shall receive remuneration for attendance at all meetings called to deal with Committee business in accordance with the rates established by Council for Standing Committees; (d) The Committee shall meet as frequently as necessary upon the call of the Chair to deal with its mandate as expressed in this policy. All motions of the Committee shall be reported to Council at the earliest possible opportunity following the Committee meeting; (e) The Committee may request, through the Chief Administrative Officer, assistance from Municipal Staff in the form of advice, consultation, background research, preparation of materials for meetings, and attendance at meetings. (f) All Committee meetings shall be open to the public unless the Committee by majority vote moves to a meeting in private to discuss matters related to personnel, certain types of legal advice or other issues in accordance with Section 203 of the Municipal Government Act. (g) Notice of Committee meetings shall be posted in a conspicuous place in the Municipal building for five (5) days prior to the date of the meeting and notice of the meeting shall be given either on the Municipal Website or in a local newspaper. (h) Minutes of Committee meetings shall be made available to the Public after the minutes are approved by the Committee. (i) The Chair of the Committee may request through the Chief Administrative Officer that the Municipal Solicitor attend meetings of the Committee or otherwise advise the committee. (j) The Chair of the Municipal Planning Advisory Committee, or their designate, shall serve as a regular member of the Chester Village Planning Advisory Committee and shall attend meetings held by both Committee’s. Chester Municipal Planning Advisory Committee – P-63 (continued) ___________________________________________________________________________________ First Notice – Council – August 19, 2021 (2021-326) Second/Final Notice – Council – August 26, 2021 Effective Date – Page 6 Annotation for Official Policy Book Date of First Notice to Amend Council – August 19, 2021 (2021-326) Date of Second/Final Notice to Amend Council – August 26, 2021 Effective Date I certify that this Policy was amended by Council as indicated above. ________________________________________ Pamela M. Myra, Municipal Clerk ____________________________ Date Chester Municipal Planning Advisory Committee – P-63 (continued) ___________________________________________________________________________________ First Notice – Council – August 19, 2021 (2021-326) Second/Final Notice – Council – August 26, 2021 Effective Date – Page 7 ADOPTION/AMENDMENT INFORMATION Date Reason for Adoption/Amendment 2014 To establish the terms of the Chester Municipal Area Advisory Committee, which will allow for the mandate of the Citizens Planning Advisory Committee and its review of the Municipal Planning Strategy and Land Use By-law, and to direct the Committee to advise Council on matters under the Heritage Act. 2020 To re-establish a Planning Advisory Committee for the Municipality of Chester. This change coincides with the adoption of the new Municipal Planning Strategy and Land Use By-law and the disbanding of the Citizen’s Planning Advisory Committee. 2021 To amend the policy to remove mandate for Heritage Properties (Section 3b) from the Chester Municipal Planning Advisory Committee. INFORMATION MEMO August 5, 2021 Prepared By: Tara Maguire, Deputy CAO Date August 16, 2021 Reviewed By: Date Authorized By: Dan McDougall, CAO Date August 19, 2021 CURRENT SITUATION At the May 21 Council meeting, staff were directed to prepare a report on the costs for adding welcome signs at the entrance of the Municipality in Martins River, New Ross, and Hubbards. In addition, at the July 15 Council meeting, Council discussed a request from a resident to consider adding Mi’kmaw community names to municipal signage. Staff were directed to research which community name signs or welcome signs were owned by the Municipality. RECOMMENDATION For discussion and direction BACKGROUND Currently the Municipality does not own any welcome signs. There are two signs along Highway 103, one along the westbound lanes between exit 7 and 8 and the other along the Eastbound lanes between Exit 8 and 9. Both signs say “Welcome to Chester” with the sailboat image and the Municipal Crest. These signs were a project led by VOCTADA with support from the Municipality. They are designed to the specifications of NSTAT as they are located on a controlled access highway. In discussion with NSTAT the cost to install new signs like these (new posts and sign board) is approximately $14,000 per sign. The location would be determined by NSTAT but would need to be at least 300’ from any existing signage. There is also a “{Village of Chester” sign that was placed by the Home Hardware in Chester in partnership with Bluenose Coast in 2012. The sign was designed to coordinate with the wayfinding program proposed by Bluenose Coast signage program. Bluenose Coast led this project with support from MOC. It was designed in a manner that would allow it to be used as design template that could be used throughout the Municipality. That sign cost around $11,000 (which also included removal of an older sign that was in that location). This sign is an 8' x 5' 4" aluminum sign that is approximately 13’ high with the posts. REPORT TO: Council MEETING DATE: August 26, 2021 SUBMITTED BY: Corporate & Strategic Management SUBJECT: Highway Signage ORIGIN: Council May 21, July 15 2 Request for Decision Staff have also received a cost of $1,000-$2,500 per sign for smaller signs that would be plywood with a three post (a-frame style) with installation included. This is an option for the signs that are not located on Highway 103. The wooden signs would need more frequent maintenance and replacement, but they should still last for at least 5-10 years before full replacement would be necessary. POLICY Financial/Budgetary Currently there is no funds identified in the 2021-22 budget for community signs. Depending on the options chosen, staff could identify funding opportunities, which may include existing operating funds or reserve funds to cover the costs of any new signage. Strategic Priorities n/a Work Program Implications In order to ensure minimal impact on current work program, the signs should be installed by a contractor rather than using public works staff to do installation of the signage. Has Legal review been completed? ___ Yes ___ _ No _ X _ N/A District Council Grants 2021 - 2022 Updated August 25, 2021 Requested Approved Date Approved *Ocean Swells Community Association: Maintain facility 1,000.00$ 1,000.00$ April 15, 2021 *District 1 Community Centre: Maintain facility 1,000.00$ 1,000.00$ April 15, 2021 District 1 Community Centre: Water Softener 547.50$ 547.50$ June 24, 2021 District 1 Community Centre: Parking Lot Repairs 1,000.00$ 1,000.00$ June 24, 2021 Chester Jr Sail Program: Equipment & Repairs 1,000.00$ 1,000.00$ August 19, 2021 TOTAL FUNDS APPROVED 3,547.50$ *Funds Carried Forward from 2020-2021 2,000.00$ TOTAL FUNDS REMAINING 8,452.50$ Chester Brass Band: Summer Band Stand Concerts 600.00$ 600.00$ June 24, 2021 Hubbards Area Lions Club: Purification System 2,000.00$ 2,000.00$ May 27, 2021 Through the Years Day Care & Comm Centre: Court Surface 2,000.00$ 2,000.00$ June 10, 2021 TOTAL FUNDS APPROVED 4,600.00$ TOTAL FUNDS REMAINING 5,400.00$ Chester District Soccer Association: Purchase New Jerseys 500.00$ 500.00$ April 15, 2021 Chester Farmers' and Artisan Market: Storage Shed 800.00$ 800.00$ June 24, 2021 Chester Municipal Heritage Society: Farmers Market Pavillion 2,500.00$ Chester Theatre Council (Playhouse): Summer Programs 1,000.00$ 1,000.00$ June 10, 2021 Chester Yacht Club: Race Week Adaptations (Virtual, PPE, etc.) 500.00$ 500.00$ May 27, 2021 Starfish Reunite, St Stephens Parish: Refugee Family Fundraising 500.00$ 500.00$ August 12, 2021 Chester Jr Sail Program: Equipment & Repairs 500.00$ 500.00$ August 19, 2021 TOTAL FUNDS APPROVED 3,300.00$ TOTAL FUNDS REMAINING 6,700.00$ RC Legion, Br 88, Chester Basin: Community Banner Project 4,000.00$ 4,000.00$ August 12, 2021 TOTAL FUNDS APPROVED 4,000.00$ TOTAL FUNDS REMAINING 6,000.00$ Western Shore & Area Improvement Asso: Flower Baskets 3,248.75$ 3,248.75$ June 24, 2021 Western Shore & District Fire Department: Western Shore Days 2,000.00$ 2,000.00$ August 12, 2021 TOTAL FUNDS APPROVED 5,248.75$ TOTAL FUNDS REMAINING 4,751.25$ Forties Community Centre: Oktoberfest 500.00$ 500.00$ May 27, 2021 RC Legion, Br 79 New Ross: Canada Day & Remembrance Day 1,500.00$ 1,500.00$ June 24, 2021 New Ross Community Care Centre: Communications 1,000.00$ 1,000.00$ July 22, 2021 New Ross Farmers Association: Septic Upgrades & Maintenance, etc. 1,500.00$ 1,500.00$ August 12, 2021 New Ross Community Rink Project: Rink Materials & Supplies 1,500.00$ 1,500.00$ August 12, 2021 TOTAL FUNDS APPROVED 6,000.00$ TOTAL FUNDS REMAINING 4,000.00$ Chester District Soccer Association: Purchase New Jerseys 1,000.00$ 1,000.00$ April 15, 2021 District 7 Chester Jr Sail Program: Equipment & Repairs 1,000.00$ 1,000.00$ August 19, 2021 TOTAL FUNDS APPROVED 2,000.00$ TOTAL FUNDS REMAINING 8,000.00$ Total Funds Approved 28,696.25$ District Grant Budget 2021-2022 70,000.00$ Plus 2020-2021 Carried Forward 2,000.00$ Total District Grant Budget 72,000.00$ Remaining Funds 43,303.75$ District 1 District 2 District 3 District 4 District 5 District 6 MUNICIPALITY OF THE DISTRICT OF CHESTER GRANT APPLICATION FORM - District Council Grant Request Name of Organization: Chester Municipal Heritage Society Contact Person: Carol Nauss Mailing Address: 80 Main Street, Box 321, Chester NS B0J 1J0 Email: canauss@gmail.com Phone: 902-275-3826 Name Signature Carol Nauss Date ____August 25, 2021___________________________________ ___Amount Requested: $2500.00_____Municipal District # three________________ Please provide a brief description of your project or event: The money I am requesting is for the cost of drawings necessary to obtain a building and development permit from the Municipality . It is necessary in order to complete the ACOA application form for the Farmers Market pavilion and the addition of a boarding platform to the front of the station at 20 Smith Road. Please provide a brief description of how you plan to spend any Council Grant funding received: The funding will be used to pay for the structural and construction plans for the pavilion at the train station. __________________________________ _ If funding is approved, who should the cheque be made payable to: _Chester Municipal Heritage Society Please forward applications to the following: Director of Community Development and Recreation “District Council Grant” Municipality of the District of Chester PO Box 369 Chester NS B0J 1J0 Email: chaughn@chester.ca ScaleDrawn byDateProject numberCOVER Project Number Chester Market Pavilion Issue Date Author A104CHESTER MUNICIPAL HERITAGE SOCIETY MARKET PAVILION SMITH ROADPARKINGNORTH STREETVICTORIA STREETWALKER CUTH AD D O N H I L L R O A D PUBLIC HIGHWAY No. 3EXISTING TRAIN STATIONNEW MARKET PAVILIONRAILS TO TRAILSScaleDrawn byDateProject number 1" = 100'-0" SITE PLAN Project Number Chester Market Pavilion Issue Date Author A105 1" = 100'-0"1Site Plan 8' - 0"16' - 0"8' - 0"ROOF OVERHANG8 VENDOR STALLS8 VENDOR STALLS6' - 0"6' - 0"16' - 0"76' - 8"44' - 8"ScaleDrawn byDateProject number 3/32" = 1'-0" FLOOR PLAN Project Number Chester Market Pavilion Issue Date Author A106 ScaleDrawn byDateProject numberFRAMING VIEW Project Number Chester Market Pavilion Issue Date Author A10713D VIEW ScaleDrawn byDateProject number 3/32" = 1'-0" ELEVATION 1 Project Number Chester Market Pavilion Issue Date Author A108 3/32" = 1'-0"1East ScaleDrawn byDateProject number 3/32" = 1'-0" ELEVATION 2 Project Number Chester Market Pavilion Issue Date Author A109 3/32" = 1'-0"1South