HomeMy Public PortalAbout2021-09-09_Council_Website Agenda Package_Updated September 8, 2021
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MUNICIPAL COUNCIL
AGENDA
Thursday, September 9, 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 26, 2021.
5. COMMITTEE REPORTS
6. PUBLIC PRESENTATIONS
7. MATTERS ARISING
7.1 Quarterly Report – Corporate and Strategic Management Department (material to follow).
7.2 Investment Marketing Plan – Economic Development.
7.3 Request for Decision prepared August 27, 2021 – Corporate and Strategic Management
Department – Special Election for District 3 Vacancy.
7.4 Request for Decision prepared August 4, 2021 – Financial & Information Services
Department – Private Street Improvement By-Law – Administration Fees.
8. CORRESPONDENCE
8.1 Right to Know Week Proclamation – Week of September 27 to October 3, 2021.
9. NEW BUSINESS
9.1 Request for Decision prepared August 26, 2021 – Financial & Information Services
Department – Annual Review of Low Income Tax Exemption Policy P-25.
9.2 Request for Decision prepared August 31, 2021 – Financial & Information Services
Department – 2021/22 Capital Budget Adjustment (CCBF review of proposed Gas Tax
Funded Projects).
Page 2 of 2
9.3 Request for Decision prepared September 2, 2021 – Financial & Information Services
Department – Server Infrastructure Replacement.
9.4 Council District Grant – District 6:
a. Grant Listing.
b. Council District Grant Application – District 6 – Charing Cross Garden Club - $500.
9.5 Short Term Rental Regulation Discussion – Councillor Veinotte.
9.6 Highway 329 Speed Limits – Deputy Warden Shatford.
10. IN CAMERA
296
MUNICIPALITY OF THE DISTRICT OF CHESTER
Minutes of
COUNCIL MEETING
151 King Street, Chester / Facebook Live, NS
On Thursday, August 26, 2021
MEETING CALLED TO ORDER
Warden Webber called the virtual meeting to order at 8:49 a.m.
Present: District 1 – Councillor Veinotte District 2 – Deputy Warden Shatford
District 3 – Councillor Barkhouse District 4 – Warden Webber
District 5 – Councillor Assaff District 6 – Councillor Connors
District 7 – Councillor Church
Staff: Dan McDougall, CAO Tara Maguire, Deputy CAO
Pamela Myra, Municipal Clerk Jennifer Webber, Communications Officer
Emily Lennox, Executive Secretary Emily Statton, Planner
Jordan Daniels, Summer Planner
Solicitor: Samuel Lamey, Municipal Solicitor
APPROVAL OF AGENDA/ORDER OF BUSINESS
Deputy Warden Shatford - Council requests process.
Deputy Warden Shatford - Guidelines for COVID-19.
Councillor Barkhouse - Letter of resignation.
2021-331 MOVED by Deputy Warden Shatford, SECONDED by Councillor Church the agenda
and order of business for the August 26, 2021, Council meeting be approved as
amended. ALL IN FAVOUR. MOTION CARRIED.
MINUTES OF PREVIOUS MEETINGS
4.1 Council – August 19, 2021.
Council (continued) August 26, 2021 227
2021-332 MOVED by Councillor Church, SECONDED by Councillor Barkhouse the minutes of
the August 19, 2021, Council meeting be approved as circulated. ALL IN FAVOUR.
MOTION CARRIED.
PUBLIC INPUT SESSION – No public input received.
COMMITTEE REPORTS – No committee reports received.
MATTERS ARISING
7.1 Second/Final Notice – Amendment of Policy P-39 Chester Village Planning Advisory
Committee – regarding removal of dealing with heritage properties.
Present were Emily Statton, Planner and Jordan Daniels, Summer Student Planner.
2021-333 MOVED by Councillor Barkhouse, SECONDED by Councillor Church that Council
conduct Second and Final Reading to amend Policy P-39 Chester Village Planning
Advisory Committee – regarding removal of dealing with heritage properties. ALL
IN FAVOUR. MOTION CARRIED.
7.2 Second/Final Notice – Amendment of Policy P-63 Chester Municipal Planning Advisory
Committee – regarding removal of dealing with heritage properties.
2021-334 MOVED by Councillor Barkhouse, SECONDED by Deputy Warden Shatford that
Council conduct Second and Final Reading to amend Policy P-63 Chester Municipal
Planning Advisory Committee – regarding removal of dealing with heritage
properties. ALL IN FAVOUR. MOTION CARRIED.
Emily Statton, Planner and Jordan Daniels, Summer Student Planner left the meeting.
7.3 Information Memo prepared August 16, 2021 – Corporate and Strategic Management –
Highway Signage.
Tara Maguire, Deputy CAO, reviewed the information memo further to Council’s request. It was
noted that the Municipality does not own any signs on the trunk highways, but it does own two
on Highway 103.
Council (continued) August 26, 2021 228
Types of signage, potential costs, and locations of “welcome” signs at all entrances to the
Municipality were discussed. It was agreed to have staff provide information and costs on
uniform signage, which has been discussed for quite some time, for welcome signs into the
Municipality. The signage should be metal and approximately the same size as the sign near the
Chester Home Hardware location.
PUBLIC PRESENTATIONS
6.1 New Ross Community Care Centre Society Project:
a. Correspondence dated August 18, 2021, from New Ross Community Care Centre
Society regarding the Affordable Housing Conditional Grant approved in 2018 for
the New Ross Community Care Centre Society Project.
b. Copy of letter dated September 27, 2018, to New Ross Community Care Centre
Society regarding Conditional Grant and Waiving of Fees approved by Council.
Present were Valerie White, Teresa Workman, and Syd Dumaresq from the New Ross
Community Care Centre Society.
Valerie White thanked Council for the opportunity to update Council on the New Ross project.
She noted that they have had struggles but have learned a lot and are ready to move ahead. It
was also noted that decisions about housing are now being made in Toronto.
Teresa Workman outlined the steps they have taken since the project start four years ago. They
had thought the building would be done by now, however, they have not reached that point
due to the requirements needed, grants not received, etc.
There have been calls for housing, however, many were unavailable. Now, in 2021, there is a
new fund – Demonstration Fund – and for once it seems their goals align with goals of this
funding stream. The meeting with them was positive but they said need equity of 25% of the
costs including the land piece.
Syd Dumaresq agreed that affordable housing is a crisis on everybody’s list and not everyone is
doing anything about it except the Municipality of Chester, which is one of the few actually
prepared to do something about it. One condition is that it be affordable housing and this
project in New Ross will be affordable housing. The proposal would be stronger if we could say
we own the land which will be included in the 25% equity. The Committee intends to work with
the Community of New Ross to raise the necessary sweat equity, and he is donating his
Council (continued) August 26, 2021 229
architectural services. If Council agrees to provide the money to buy the land that would be a
tremendous help. If the project does not go ahead the Municipality can take over the land.
Teresa Workman provided handouts to Councillors which provided more information on the
project and the group. She noted that they have hired a young New Ross resident, Natalie
Baker, to provide information on the importance of the project.
Valerie White noted that recently Ken Rockwood (interviewed on CBC) noted that Baby Boomers
will turn 75 this year – ten years will make a significant difference for people of that age – many
will need some support of some kind and that will grow as they age. Residents don’t want to
leave their community when they need support. She asked if Council would agree to the terms
outlined in the letter so that they can purchase the property. They are also in discussions with
the Credit Union for financing – this will be included in the application being submitted next
week to Housing Nova Scotia.
It was noted that they originally wanted to build 30 units, however, it was felt that was too big.
In the end, they have decided on ten units – two 5-units of townhouse accommodation –
accessible and at grade on both levels due to the grade. It was agreed that ten units is not
enough, but it is a start.
Councillor Connors read three emails from residents/former residents – Eleanor Barkhouse,
Marty Murphy, and Don Barkhouse – all in favour of the project and asking what they can do.
Warden Webber indicated that some documentation will be required that will include the land
reverting to the Municipality if the project does not proceed and a performance clause of five or
ten years.
It was agreed to have a five-year window with an option to renew. The Municipality has a good
relationship with development group; if the group or Council see nothing happening and
nothing on the horizon then the agreement could be reviewed.
2021-335 MOVED by Councillor Barkhouse, SECONDED by Councillor Assaff that Council
rescind the following motion from 2018:
“2018-394/402 - “… award a grant to the New Ross Community Care Centre Society
in the amount of $100,000 subject to the following conditions being satisfied:
1. That a Feasibility Study be completed that demonstrates to Council’s
satisfaction:
a. Need/Demand
Council (continued) August 26, 2021 230
b. Community support
c. Financial viability and stability
d. Estimated costs of construction
e. Number of units and proposed rent/term of rent
2. That there be a demonstration of funding/financing being secured for the
project.
3. That there be a Signed Agreement with Housing Nova Scotia and/or CMHC for
Affordable Housing Units to provide assurance of affordable housing units and
term.
4. That Planning Approval is obtained, as may be applicable, and that
5. There is an ongoing annual reporting on progress of the project.
And Further that funding for this conditional grant be taken from the Wind Revenue
Reserve, Community Development Component.”
ALL IN FAVOUR. MOTION CARRIED.
2021-336 MOVED by Councillor Barkhouse, SECONDED by Councillor Assaff that subject to an
Agreement being entered into between the New Ross Community Care Centre
Society and the Municipality to be formalized through the solicitor and the CAO,
which would provide that the Grant is conditional upon the first phase of the project
being completed within five years of the Agreement and if not, the Grant is subject
to a review which could involve either an extension for the time to complete phase
one of the project or for the conveyance of title by the New Ross Community Care
Centre Society free and clear of encumbrances to the Municipality, both to be at the
discretion of Council. ALL IN FAVOUR. MOTION CARRIED.
The New Ross Community Care Centre Society representatives thanked Council and left the
room.
CORRESPONDENCE
8.1 Request to proclaim September 6-10, 2021, as Fetal Alcohol Spectrum Disorder Awareness
Week from Fetal Alcohol Syndrome Disorder Newfoundland.
2021-337 MOVED by Councillor Barkhouse, SECONDED by Deputy Warden Shatford that
Council proclaim September 6-10, 2021, as Fetal Alcohol Spectrum Disorder
Awareness Week in the Municipality of the District of Chester and post the
proclamation in the usual manner. ALL IN FAVOUR. MOTION CARRIED.
Council (continued) August 26, 2021 231
NEW BUSINESS
9.1 Council District Grant (District 3) Request from Chester Municipal Heritage Society in the
amount of $2,500.
2021-338 MOVED by Deputy Warden Shatford, SECONDED by Councillor Church that Council
approve the Council District Grant (District 3) Request from Chester Municipal
Heritage Society in the amount of $2,500. ALL IN FAVOUR. MOTION CARRIED.
9.2 September 2, 2021, Committee of the Whole Meeting.
It was agreed that due to a lack of agenda items, there would not be a Committee of the Whole
meeting next week.
9.3 Council Requests – Deputy Warden Shatford.
Deputy Warden Shatford noted he understood that some things requested by Council can be
delayed for various reasons, but he would like to see a monthly report so that Council knows
where projects and tasks are in the process. The CAO indicated that there is a system that can
track and provide update status.
9.4 COVID-19 – Deputy Warden Shatford.
Deputy Warden Shatford asked if there were going to be any protocols after September 15th if
the next phase goes ahead. There was discussion on what other places are doing, however,
there have been no discussions with the COVID-19 Committee as yet. The Deputy CAO
indicated that she attended a session regarding rights of the employer, and it was advised that
we do not have the right to ask staff for mandatory vaccinations.
Deputy Warden Shatford voiced concern for front line staff who serve the public. There is no
way to know if the public is vaccinated. If September 15th comes and things open up, what, if
any protocols would be in place?
It was suggested that staff obtain legal advice on the matter and noted that there are
differences in the public and private sector.
The Deputy CAO noted that the locking/unlocking of the upper back door is a discussion to be
held from a safety point of view.
Council (continued) August 26, 2021 232
9.5 Letter of Resignation – Councillor Barkhouse.
Councillor Barkhouse provided her letter of resignation as Councillor for District 3 effective 5:00
p.m. on Friday, August 27, 2021, as she has been elected as MLA for Chester-St. Margaret’s.
Councillor Barkhouse thanked Councillors and Staff, noting that she looked forward to serving
and working with everyone as the MLA.
Warden Webber and members of Council wished Councillor Barkhouse all the best as the area
MLA.
It was noted that information will come to Council on September 9, 2021, regarding the next
steps to fill the vacancy in District 3.
IN CAMERA
There were no In Camera items for discussion.
ADJOURNMENT
2021-339 MOVED by Councillor Barkhouse, SECONDED by Councillor Church the meeting
adjourn. (9:47 a.m.)
___________________________ ___________________________
Allen Webber Pamela Myra
Warden Municipal Clerk
Corporate & Strategic
Management
Quarterly Update
Special Projects
Strategic
Planning
• 2021-24
Strategic
Priorities
Framework &
Chart approved
by Council
• Staff have held
meetings to
discuss detailed
workplan and
resources
• Council
presentation in
late September
or October
Diversity &
Inclusion
• Equity Diversity
and Inclusion
Committee to
Council TOR
approved by
Council
• Currently
advertising for
new members
Accessibility
• Ellen Johnson
has been hired
as our new
Accessibility
Coordinator
• Workplan being
developed and
meeting with
partner units
• Regional
Committee will
meet in fall
Rural Internet
• DNS/Bell Phase
3 project
communication
• Bell/DNS Phase
2 projects
funding
agreement has
been signed
• Ongoing
communication
with residents
and DNS
• Rural Internet
Strategy
Workshop for
Council to be
held in early
October
Transition 2050
• Completion of
two-year term
to develop GHG
Emissions data
modelling
(Motions 2018-
8143 & 2019-
2019) with
Clean
Foundation
• Working on
Transition 2050
report on
options for
GHG emissions
reductions
targets and
action plan for
Council in
September
Outdoor Burning
Bylaw
•First reading conducted
•Will be advertised in
upcoming Oct newsletter
prior to 2nd reading
Fire Services
Completed Fire Department P33 registrations. Re-issued for current period
2021/22.
Completed Risk Assessment Phase 1-3 review SCM.
Scheduling for follow up SCM visits and discussions with Fire Services in September to close out
project.
Secured 1 year extension to our Superior Water Shuttle Accreditation. Preparing for
practice in October 2021 and reaccreditation testing in spring 2022.
Completed vehicle fleet insurance review.
Completed update of Department membership lists and issued new IDs. Request
has been made for MOC to issue cards to retired firefighters.
Completed AGM planning with Fire Commissions
Preparing RFD on fire services Drone program.
Working on trail access issues with Fire Departments and Recreation.
Continued work on FD accident and Disability market survey and program review.
Continuing administration of Workers Compensation Board (WCB) accounts for Fire
Services.
Submitted amended Resolution to DMA on behalf of WS Commission to bring them
under the Rural Fire District Act. Pending DMA review and Order in Council.
REMO
Continued update of critical
infrastructure (pump stations)
listing for MOC.
Updating status of MOC
comfort centers.
Participated in new Website
review.
Reviewing Chester ECC
requirements and facilities.
Health and Safety
Working on plan for Phase 5 of COVID-19
Completed annual site inspections.
Completed Safety Orientation program updates.
Completed fire alarm panel upgrade at Annex. Now ULC rated with cell phone back up.
Completed risk management review of proposal on Epi-pen program. Risk is seen to be high and it is not
recommended to proceed at this time.
Working on ergonomic program with WCB. Education sessions scheduled for September/October
Preparing for NSCA site audit of our Safety Program.
Preparing for staff recognition on 50,000 hour without serious injury milestone. (September)
Working on security upgrade at Kaizer Meadow sites.
Continuing work on safe work practices and training program per safety Workplan.
Continuing review of Comprehensive Hazard Assessment for MOC sites.
Working on proposal for training in communications/conflict management.
2491
likes
181
1391
followers
24
1,164 users visited COVID-19 micro
48,014 views and average
Tancook Ferry
Waste/Recycling
Employment
Contact information
Building &
Development Permits
Tax Sales
Zoning
Best Of Business
Awards
Planning &
Development
Council
Top 10 pages910followers
277
Media
Inquiries 3
Media releases 4
Special
Observances 13
Special Mention
Property Taxes & Rates
By-laws and Policies
Communication
Support
Trail ArtTrail Art
Volunteer WeekVolunteer Week
Best Of Business AwardsBest Of Business Awards
Kaizer Meadow education campaignKaizer Meadow education campaign
Earth DayEarth Day
Traffic Impact StudyTraffic Impact Study
Village Plan Review Resident SurveyVillage Plan Review Resident Survey
KM fireKM fire
KM litterKM litter
COVIDCOVID
Tourism map updatesTourism map updates
Budget documentBudget document
Strategic Plan document formattingStrategic Plan document formatting
Invest Chester (integration with chester.ca)Invest Chester (integration with chester.ca)
Ergonomic surveyErgonomic survey
Investment
Attraction
•Website investchester.ca completed and
press release sent out
•Sector profiles for each sector completed
•Commercial property inventory launched
and base map completed
•Website analytic snapshots are attached
to this email for Q1.
Parade Square
Beautification Project
•Phase 1 of the project has been completed.
•Staff held the first in-person public
consultation event in April.
•Public consultation meetings continue to be
scheduled.
Kaizer Meadow
Industrial Park
•Concept map and marketing profile on
Investchester.ca
•Featured in Nova Scotia presentation at the
Nova Scotia – Finland Forestry Bioeconomy
Online Trade and Study Mission as a host site
for forestry sector investment
•Awarded Phase 1 ESA expected to be
completed in September
Other ED
Initiatives
•Physician Recruitment And Retention Project
•Staff and GM of Our Health Centre delivered “thank you”
gift boxes to Dr. Dickson, Dr. McGuire, Dr. Hackshaw and
Dr. Lucas as part of our retention program.
•Staff continue to collaborate with OHC and Western Zone
Recruiter from NS Heath to attract physicians to MOC.
•Meetings and Business Engagements
•2 meetings with regional Tourism colleagues from MODL,
Region of Queens, Shelburne County and Municipality of
Barrington
•3 South Shore Tourism Cooperative Board meetings
•Economic Developers Network of Nova Scotia regional
meetings x3
•Attended the Nova Scotia – Finland Forestry Bioeconomy
Online Trade and Study Mission
•Attended Atlantic Provinces Economic Council Major
Projects conference
•8 South Shore Tourism Marketing Committee meetings
•4 new investment inquiries
•5 Business Engagement Meetings
•Staff Development
•E.Lowe completed Year 1 of Ec.D certification
•Tourism Chester was successful in receiving partner funding from Tourism Nova Scotia for the Digital Marketing Partnership Program.
•Tailored online marketing campaigns include social media advertising, search engine marketing, display and video advertising. A three-month campaign began in July.
•Tourism engagement on our social media channels, leveraged through this program, are up significantly over last year – trending towards over 500%, compared to last summer.
•A full report will come in November.
•A temporary, full-time summer tourism student was hired in June to manage the Mobile Kiosk program. The contract goes until Aug. 27th.
•The “Picture Perfect” marketing campaign continues to run on social media channels.
September 2021 Investment Marketing Plan
1 Executive Summary The purpose of this marketing plan is to set forth the goals and strategies for the MOC marketing effort for investment attraction and retention. The intended result of this strategic marketing plan is a more focused and therefore more cost-effective effort to attract new firms and facilitate growth from existing firms. This plan will be the roadmap for the marketing activity, telling us where we are, where we want to go, and how to get there. We will target: ● Current MOC business owners / leaders ● Regional & Intermediary Organizations ● Real Estate Brokers / Developers ● Local influencers such as elected officials, news media and industry associations ● Site Selectors ● MOC residents ● Domestic and foreign businesses poised for growth in targets sectors Our goals include: ● Facilitating the expansion of current businesses ● Increasing jobs ● Attracting new investment ● Highlighting the strength of specific industry sectors by showcasing current businesses, recent investments and gathering testimonials ● Highlight advantages of locating in the MOC ● Continue to build upon existing brand ● Drive traffic to the Invest Chester website ● Identify opportunities and gaps and proactively work to find compatible investment interests to fill those gaps
2 Background Our Messages Our messaging is authentic and positions the Municipality of Chester as the best place to live, work and do business while enjoying all the benefits of Maritime life. It promises the MOC is a place where you can make a life, a living, and a profit. ● Our overall place brand message is: The Best of Nova Scotia in One Place ● Our business brand message is: The Municipality of Chester is a treasure chest enriched by tradition and filled with opportunity. Additionally, we have developed messaging for each of our target sectors: ● Arts, Culture & Recreation: The Municipality of Chester has a higher concentration of arts, entertainment and recreation workers when compared to similar communities. Our creative economy positively impacts the quality of life, attracts more creators and innovators and contributes to our community’s prosperity. ● Business Services: The comparatively low cost of doing business, diverse labour force and proximity to both Halifax and the U.S, all make the Municipality of Chester a low risk, high benefit option for business services providers. Our Messages ● Construction: Our vibrant construction industry is fueled by our high concentration of skilled trades workers which is higher than both similar communities and the province as a whole. ● Green Industries: The Municipality of Chester's Green Sector is strong and growing. Anchored by a world class solid waste facility and environmental management centre, green industries can take advantage of these facilities as well as the abundance of adjacent land for development. ● Niche Manufacturing / Value-Added: The Municipality of Chester is home to several niche manufacturers and offers a low-cost alternative that is close to major markets, ports and airports. ● Industrial Development: The Kaizer Meadow Industrial Park is an excellent investment and development opportunity. Featuring 150 acres of land and close proximity to the Port of Halifax, Halifax City Centre and Halifax Stanfield International Airport it is zoned heavy industrial with no conflicting land uses. The park is home to Sustane Technologies, Rainbow Net & Rigging and the Municipality of Chester's proven world class solid waste facility and environmental management centre.
3 Background Our Economic Development Products Defining our service products will help us to achieve our economic development goals. Our products are: ● The competitive economic and lifestyle advantage of our community. ● Property and Land Development: We will promote both privately owned and publicly owned commercial property and land in the MOC as well as provide support for those seeking property. ● Business support o Tourism Chester o Referrals o Making connections / opportunity matchmaking
4 Marketing Plan The following are our recommendations for strategic tactics for an integrated economic development marketing plan for the Municipality of Chester. Activities: ● The Invest Chester Website ● Search Engine Optimization ● Social Media ● Advertising ● Content & Collateral ● Email Marketing ● Trade Shows & Events ● Public Relations ● Direct Outreach
5 Marketing Plan The New Invest Chester Website The new website is an excellent launchpad to tell MOC success stories and provide a hub for content that inspires people to work and start or grow a business. Featuring "bite-sized" copy that draws visitors in, it also includes clear “calls to action” to learn more, download content, and connect on social media. The site reflects the Municipality's unique character and value proposition and does not use bureaucratic government language. High-quality photos, balanced with whitespace, bold colors and infographics visually communicate the MOC's creative, entrepreneurial spirit and innovative qualities. The new Invest Chester Website The site also utilizes landing pages, sometimes known as a lead capture page are single web pages that appear in response to clicking on a search engine optimized search result, marketing promotion, marketing email, call-to-action or online advertising. The new site utilizes landing pages to enable a user to enter their contact details in exchange for content. The site also integrates with other marketing activities detailed in this report such as email marketing, social media, content marketing and SEO. Website Key Performance Indicators ● Bounce Rate ● Unique Visitors ● Page views per Session ● Average Time on Page ● Top Landing Pages ● Traffic Sources ● Visits, Leads, Conversions
6 Marketing Plan SEO Search Engine Optimization (SEO) focuses on expanding a company’s visibility in the organic search results. It helps organizations rank more pages higher in SERPs (Search Engine Result Pages.) And in turn, drive more visitors to the site, increasing chances for more conversions. By utilizing an SEO friendly platform for the website (HubSpot), Invest Chester has been able to ensure relevant keywords are integrated into title tags, meta descriptions, page content and images. This ensures the site isn’t ignored or devalued by search engines. SEO Within HubSpot’s SEO tool, recommendations are organized according to their impact on your site's SEO and the technical difficulty of resolving them. This makes it easy to manage and deploy SEO tactics. SEO Key Performance Indicators ● Organic traffic growth ● Keyword rankings ● Conversions from organic traffic ● Average time on page and the bounce rate ● Top landing pages attracting organic traffic ● Number of indexed pages ● Links growth
7 Marketing Plan Social Media Social media usage continues to grow. According to SmartInsights, as of April 2021, the total number of active social media users has grown again, to 4.33 billion. That's an increase of 9.6% in 9 months. With this level of participation, social media continues to represent an opportunity for savvy marketers. Facebook, Instagram and LinkedIn are the platforms we will focus on. The MOC's scenic landscapes, cultural amenities and innovative businesses lend themselves very well to pictures and videos, which is why a great deal of content is already out there. ● Continued Use Multi-Media - Mixing more high-resolution photos, videos and other visual elements into your social posts is a proven strategy for increasing engagement. Specifically for business attraction via social media. ● Be a Reliable Resource - If you become a resource to your key audiences, your following will naturally grow. Part of being a resource is posting consistently. Schedule evergreen content that promotes your website and videos in advance and mix in timely news to ensure consistent posting. Social Media Key Performance Indicators ● Social traffic growth ● Website visits ● Followers ● Follower growth ● Clicks ● Comments ● Likes ● Shares ● Inquiries
8 Marketing Plan Advertising Traditional advertising is often too expensive for economic development. Nevertheless, there are targeted opportunities to advertise in local media, select industry related trades and as part of larger regional advertising campaigns. Digital advertising is where you’ll get the biggest “bang for your buck” in the paid media arena. Each platform offers a plethora of targeting parameters. Beyond basic user demographics, you can choose from psychographic factors such as interests, hobbies, personality types, and more. Digital advertising offers several types of ads depending on budget, goals, and audience, including: ● AdWords (Google’s online Pay-Per-Click [PPC] offering) and Bing (Microsoft’s online PPC offering) ● Display Ads: banners at the top, sides or footer of a website or search engine result pages (SERP’s) ● Retargeting Ads: ads that display on other websites based on a user’s previous searches ● Boosted posts: Displaying your organic content and posts to targeted audiences who are not following you. Digital advertising has several benefits for the MOC: ● It is an important conversion driver. Unlike typical organic results, paid ads are (or at least should be) linked to landing pages. ● It works with almost any budget. ● It is especially helpful for local marketing. For search queries like “commercial land near me”, local marketing results make those queries connect with your ads. ● PPC search ads allow you to target specific demographics and create custom audiences who are far more likely to see and engage with your ads than the average searcher. ● Ads appear first in search engine results. Having a paid search ad gives you a good chance of being at the top of the Search Engine Results Pages if your keyword bid is high enough and your quality score is good. Advertising Key Performance Indicators ● Impressions ● Reach ● Paid traffic growth ● Clicks ● Click Through Rate (CTR) ● Cost Per Click (CPC) ● Engagement Rate ● Conversion Rate
9 Marketing Plan Content & Collateral Content marketing is the process of creating relevant and valuable content—from blog posts to infographics to video—that attracts, engages, and serves your audience. By becoming a credible, authoritative resource on topics that matter to visitors, residents and investors, the MOC is more likely to get discovered by the right audience and earn their trust—which, in turn, enables you to build marketing relationships and grow your database. Content should live in multiple formats: video, blog, social share, collateral. Developing the same story line in multiple formats enables you to stretch budgets and provide multiple engagement points. We have already started the process by developing and adding to our site: ● Community Profile ● Sector Profiles ● Videos ● Local Success Stories Print collateral is less necessary as business attraction goes digital however creating digital-first collateral that can be easily updated and printed on demand according to need is recommended. In addition, we will ● Create content that showcases the Municipality’s point-of-view and speaks in our voice ● Make content downloadable where possible: by incorporating higher value downloadable content, such as helpful infographics, guides, etc., we gain the opportunity to further engage visitors and potential investors with the MOC, generate leads and nurture them through the customer management process. ● Utilize data as content for infographics or other relevant content. ● Share more success stories ● Expand use of GIS for real estate marketing
10 Marketing Plan Content Ideas ● Meet the Professionals: Showcase CEO and young professionals and let them tell their stories ● “Why the Municipality of Chester”: Testimonials from major companies, small businesses, and entrepreneurs in a range of industries. ● Green Biz Powers the Economy feature telling how efforts at Kaizer Meadow help fuel the MOC economy and paint the picture of the opportunity for other Green Sector businesses. ● New in Town feature on a person who recently moved to the MOC and invested in / started a business. ● Boomerangs feature residents who have returned “home” and why. ● Old Meets New showcases a traditional business that employs staff in a way not normally associated with the industry (i.e. IT professionals in a construction business or finance in a niche manufacturer) ● The Business of Tourism highlights a tourism business operator ● Meet a Tourist: Showcase visitors and let them tell their stories. ● Chester Municipality is Hiring: could target regional college and university students to plant seeds early that the MOC offers job and career opportunities, as well as fertile ground for entrepreneurs to start a business. Video Invest Chester has started to build a library of videos to showcase the community. We will continue to build out this library, both by creating new, streamlined content of our own and by editing video assets already available. Content & Collateral Key Performance Indicators ● Collateral ● Video ● Downloads ● Conversion rate ● # of leads generated ● Shares ● Inquiries ● Number of views ● View-through rate ● Watch time ● Shares
11 Marketing Plan Email Marketing HubSpot provides toolsets that can enable Invest Chester to use email for both broad awareness campaigns and specific follow up activities. Announcement Campaigns: Email is a simple and low-cost way to provide local business, residents, visitors, Chambers, elected officials and the news media a steady stream of “good news” and all the positive things happening. SEO Drip Campaigns: Drip campaigns are automated sets of emails that go out based on specific timelines or user actions. They enable you to stay in touch with groups of people based on events like when a user downloads content or how often that user visits your site. Each time a drip email is sent out, it comes from a queue of already-written emails—there’s no need to manually write and send each one. They can even be personalized with your contacts’ name, company info, and more. Drip campaigns can also be created for various scenarios such as follow up after an event, site tour or in response to inquiries. Email Marketing Key Performance Indicators ● Delivery rate ● Unsubscribe rate ● Open rate ● Click through rate ● Conversion rate ● Forward/shares ● Website visits ● Content downloads ● Inquiries
12 Marketing Plan Events & Tradeshows Event and Tradeshow marketing includes: ● Participating in trade missions, webinars or other events put on by regional, Provincial and Federal Economic Development organizations and target sector associations ● Attending an event as an exhibitor to educate influencers and prospects Examples: ● Atlantic Provinces Economic Council Major Projects Event ● Business Development Canada events and webinars ● Centre for Ocean Ventures and Entrepreneurships events and mixers ● Christmas Tree Council of NS events ● Innovacorp events ● Maritimes Energy Association CORE Conference ● Nova Scotia Innovation Hub ● Perennia Events and Conferences ● Site Selectors Guild events ● Southwest Nova Scotia Agriculture Day ● Trade missions such as the recent NS – Finland Forestry Bioeconomy Online Trade and Study Mission via Nova Scotia Business Inc., Community Business Development Corporation, Atlantic Canada Opportunities Agency, Global Affairs Canada, and Export Development Canada. ● Volta Labs events ● World Biogas Association ● Western Woodlands Association and NS Forestry conferences ● Etc., Events and Tradeshows Key Performance Indicators ● Leads generated ● Meetings held ● Inquiries
13 Marketing Plan Public Relations Public relations is convincing trusted sources who have an audience, inside the MOC and outside our usual sphere of influence, to promote business and tourism, support our positions, and recognize our accomplishments. An ideal PR plan would have us push out a steady stream of positive MOC business news to targeted in-province, trade and national media through proactive pitching. SEO As a start we will: ● Encourage local companies and industry leaders to send business news our way in advance. ● Partner with regional economic development agencies on pushing out newsworthy announcements to relevant trade and media. PR Key Performance Indicators ● Frequency ● Traffic generated to website from press releases, and news
14 Marketing Plan Direct Outreach Although direct outreach falls last on this long list of tactics, it is far from least. Regular communications to existing businesses is a high priority and part of Invest Chester's everyday job. By connecting directly with visitors, residents, businesses and investors, Invest Chester can utilize very specific content and offers which can help drive better ROI. There are two specific initiatives that relate to direct outreach: Business Retention & Expansion A Business Retention and Expansion (BRE) program works to improve the competitiveness of local businesses by identifying and addressing their needs while building on business development opportunities. This process is essential to the sustained vitality of the MOC since businesses that stay competitive are more likely to remain and expand in the community. Some goals and objectives for developing this program include: ● Build relationships with existing businesses ● Build a database of businesses in our community (who they are, what do they do, local or foreign ownership) SEO ● Collect relevant data on local companies (# of employees, location details, export status, expansion or change in operations) ● Identify opportunities and actions to assist local businesses in expansion. ● Assist in retaining and creating of jobs ● Identify opportunities and gaps and proactively work to find compatible investment interests to fill those gaps. ● Establish and implement strategic actions for economic development. Research and anecdotal evidence have shown that the majority of new jobs created in a community come from existing businesses highlighting the point that an effective investment marketing program must first and foremost be inward looking in the community. Details on the development of MOC’s BRE program will be outlined in the next and final phase of the Sector Marketing Strategy.
15 Marketing Plan Direct Outreach Business Attraction & Foreign Direct Investment Partnerships Investment attraction activities are being done by several organizations both provincial and federal including: ● Atlantic Canada Opportunities Agency (via funding programs and Atlantic Canada Site Certification Program) ● Business Development Canada ● Canadian Trade Commissioners ● Centre for Ocean Ventures & Entrepreneurship ● Consider Canada City Alliance ● Economic Developers Association of Canada ● Export Development Canada ● Global Affairs Canada ● Immigrant Services Association of Nova Scotia ● Innovacorp ● Invest in Canada ● Intergovernmental Affairs ● Nova Scotia Business Inc. ● Nova Scotia Department of Communities, Culture and Heritage ● Nova Scotia Innovation Hub ● Screen Nova Scotia We believe the best use of the Municipalities’ resources (both budget and staff) is to develop partnerships with these organizations and develop recognition of the MOC as an attractive location for business and industry. Potential activities for this include: ● Develop and send a “marketing piece” to relevant regional economic development organizations, along with a letter or announcement concerning the new, improved Invest Chester website. ● Meet with key staff of the relevant regional economic development organizations on a regular basis to discuss prospect activity. ● Participate in marketing opportunities as presented by regional economic development organizations. Direct Outreach Key Performance Indicators ● # of visits ● Actions taken as a result of ● # Referrals
16 Marketing Action Plan for Remaining FY 2021-22 Tactics Resources / Costs Possible future initiatives (new plan to be created each fiscal) Website ➔ News updates ➔ Business count data updates ➔ Commercial property inventory updates and Kaizer Meadow Industrial Park updates ➔ Staff time ➔ Statistics Canada data charge ➔ News updates ➔ Campaign related landing pages ➔ Tracking URLs SEO ➔ Address current on page issues ➔ Add keyword rich content via news/announcements and landing pages ➔ Staff time ➔ Arrange for links on relevant partner / industry websites ➔ Create employment lands / industrial lands specific content to promote Kaizer Meadow Industrial Park ➔ Keyword research tool (i.e. SEMRush) Social Media ➔ Post 2x weekly ➔ Develop a social media calendar ➔ Share expansions and success stories ➔ Continue to share 3rd party endorsement ➔ Promotion of available public and privately owned properties ➔ Staff time ➔ Increase # of weekly posts ➔ Automate some social publishing ➔ Schedule at least 1 post per week (evergreen content) for 3 months Advertising ➔ Boost select social media posts ➔ Start process for 103 Highway signage for Kaizer Meadow Industrial Park ➔ Plan marketing campaign for biz owners (letter from Warden/info package/Industrial Lands awareness) ➔ Receive Atlantic Canada Site Certification for Kaizer Meadow Industrial Park ➔ Staff time ➔ Social media boosting costs ➔ Printing ➔ Postage ➔ Boost select social media posts ➔ Race Week Sponsorship campaign ➔ Digital display Halifax International Airport ➔ Google AdWords campaign ➔ Plan / Deploy marketing campaign for Site Selectors (postcard mailout, LinkedIn) ➔ 103 Highway Signage installation ➔ Highway 14 signage update ➔ Create tax bill insert ➔ Advertise Kaizer Meadow on Viewpoint
17 Content & Collateral ➔ Develop success story ➔ Develop marketing piece for regional economic development organizations ➔ Provide content for Municipal newsletter ➔ Develop helpful guides that are sector specific for setting up new business ➔ Staff time ➔ Develop success story ➔ TBD content Email Marketing ➔ Email to support campaigns ➔ Plan & deploy follow up drip campaign ➔ Good news content / updates Tradeshows & Events ➔ Update pullup banners ➔ Agriculture Day 2022 ➔ APEC Major Projects Event ➔ EDAC Conference ➔ Identify other events to attend this fiscal ➔ Continue to sponsor ED events ➔ Printing ➔ Updated pullup banners x3 ➔ Conference costs ➔ Participate in partner events ➔ Updated tradeshow booth Public Relations ➔ Press release announcing new website ➔ Staff time ➔ Press releases Direct Outreach ➔ Build out Business Retention and Expansion Program ➔ Identify key regional economic development staff ➔ Set up meetings with key regional economic development staff ➔ Marketing campaign for economic development organizations where it is not possible to meet face to face ➔ Identify and meet with commercial realtors ➔ Printing ➔ Postage ➔ Consultant costs for BRE build-out ➔ BRE business visits /survey ➔ BRE data analysis ➔ BRE service delivery ➔ Continue to meet with key regional economic development staff ➔ Identify marketing opportunities with regional economic development partners
REQUEST FOR DECISION
Prepared By: Pam Myra, Municipal Clerk Date August 27, 2021
Reviewed By: Sam Lamey, Solicitor Date September 1, 2021
Authorized By: Dan McDougall, CAO Date September 3, 2021
CURRENT SITUATION
Municipal Elections occur every four years. The 2020 Municipal Election was held on October 17,
2020. On August 17, 2021, Councillor Barkhouse was elected as the MLA for Chester-St.
Margaret’s leaving the seat for Council District 3 vacant. A special election is required to fill the
vacancy. Within four weeks of Councillor Barkhouse’s resignation (August 28), Council is
required to set an election date – either at Council September 9, 2021 or September 23, 2021.
1. Dates for Special Election Day and Advance Polls
As per Section 13 (2) of the Municipal Elections Act, the Special Election shall be a “Saturday not
more than eleven weeks after the meeting of the Council at which day was named.” Section
13(3) notes “Nomination day for a special election shall be the fourth Tuesday preceding
ordinary polling day.”
If Electronic Voting is chosen, then the dates of November 13 or 20 for an Election are preferred.
If paper ballot voting is chosen, then later dates would be preferred to allow for hiring staff and
renting facilities.
Possible Election Dates if declared September 9, 2021:
Timeline Election Day Nomination Day
11 Weeks Saturday, November 20, 2021 Tuesday, October 26, 2021
10 Weeks Saturday, November 13, 2021 Tuesday, October 19, 2021
9 Weeks Saturday, November 6, 2021 Tuesday, October 12, 2021
Possible Election Dates if declared September 23, 2021:
Timeline Election Day Nomination Day
11 Weeks Saturday, December 4, 2021 Tuesday, November 9, 2021
10 Weeks Saturday, November 27, 2021 Tuesday, November 2, 2021
9 Weeks Saturday, November 20, 2021 Tuesday, October 26, 2021
REPORT TO: Municipal Council
SUBMITTED BY: Corporate and Strategic Management
MEETING DATE: September 9, 2021
SUBJECT: Special Election – District 3
ORIGIN: Resignation of District 3 Councillor
2 Request For Decision
2. Appointment of Returning Officer and Assistant Returning Officer
The Municipal Solicitor and the Municipal Clerk have previously been appointed by Council to
Serve as Returning Officer and Assistant Returning Officer.
3. Polling Divisions
Polling Divisions were confirmed in the 2020 Municipal Election (previously approved by the NS
Utility and Review Board on July 13, 2015). There are three polling divisions in District 3 –
Division 12, Division 13, and Division 14 (Shoreham).
4. Preliminary List of Electors
Municipalities have been using the Provincial List of Electors for Municipal Elections - there is an
agreement in place for municipalities to utilize the Provincial List of Electors.
5. Voting:
The 2020 Municipal Election was carried out entirely electronically due to the COVID-19
Pandemic. The 2012 and 2016 Elections had both electronic voting (advance voting period) with
voting in person on Election Day only. Note: Electronic Voting provides two modes of voting -
internet and telephone.
Electronic Voting - Due to potential COVID-19 restrictions, consideration is suggested to
carry out this special election electronically. Electronic voting can be done by phone or
internet (computer, iPad, tablet, or cell phone).
For those who are unable to vote electronically at home by the methods noted above,
the Saturday Advance Poll date could be used, and a kiosk provided at the Municipal
Building - by appointment. In the 2020 Municipal/School Board Election there were
fewer than 15 people who required in person assistance by the Assistant Returning
Officer.
The estimated cost for electronic voting is approximately $5,600 as per the information
received from Intelivote and estimates. The quote from Intelivote includes training
services, help desk training, and mailing out the Voter Instruction Letter. Intelivote has
conducted electronic elections for this Municipality since 2012.
Traditional Paper Ballot Voting – Due to ongoing potential COVID-19 concerns, voting
with a traditional paper ballot would require additional staffing at polls to control
entrance, exit, and cleaning. There would be three polls requiring a Deputy Returning
Officer, Poll Clerk, and one additional person to admit voters, and to carry out the
3 Request For Decision
necessary cleaning protocols if any are in place as per Public Health. There would also
be the requirement two Advance Voting Polls and the ballots themselves.
Requirements would be 12 staff, the cost of 3 polling stations (Shoreham Village, and
two polling stations broken down by A-H and I-Z) as well as the two Advance Voting Poll
Days. At this time some facilities are opening up, however, it is noted that if another
wave of COVID-19 takes place, it could affect the use of facilities.
It is estimated that a paper ballot election would cost approximately $10,000.00 and
does not include training or mailing the Voter Instruction Letter or additional costs for
printing and postage for the Voter Instruction Letter and ballots.
6. Voting Period:
With Electronic Voting, the voting period can take place over an extended period of time at the
convenience of Electors who are able to vote from anywhere, 24 hours a day; whereas paper
ballots provide electors limited opportunities to vote in person at a physical location (advance
poll or election day). In the 2020 Election the electronic voting period was 10 days.
7. Revision Period:
As per Section 33, 34, and 35 of the Municipal Elections Act, the Revising Officer is directed to
ensure the list is revised by adding/deleting/correcting the voter information.
In a municipal-wide election, this is advertised as a three week process carried out by the
Revising Officer, however, since this is an election for one district, it is suggested that a two-
week time frame will be sufficient as there is still a process for electors to be added/deleted
from the list following the revision period, up to and including Election Day.
8. Voter Information Letter/Voter Instruction Letter:
In past elections, a Voter Information Letter was sent to all electors on the preliminary list of
electors indicating what information was on file for them. Ads are also placed in the circulating
newspapers advising residents of the upcoming election and how to determine if they are on
the List of Electors. When Electors receive this information, they are able to advise the Election
Staff if there are any revisions to their information, i.e., the information is incorrect, or they did
not receive a Voter Information Letter.
Since the Preliminary List of Electors received from the province is up to date as of July 2021, it is
suggested that the first Voter Information Letter not be distributed, and that notice be provided
as per Section 34(4) of the Municipal Elections Act – in the circulating newspapers, Municipal
4 Request For Decision
Newsletter, social media, and the Municipal website. Those who are not sure they are on the
voters list can contact the Election Staff for confirmation.
Following the Revision Period and prior to the election, a Voter Instruction Letter will be sent to
all voters on the list. The Voter Instruction Letter will provide the information required to vote.
8. Revising Officer for Revision Period:
This has been carried out by the Assistant Returning Officer for previous elections.
10. 2021 Election Fees:
A draft schedule of fees has been prepared for the Committee’s review showing the 2020
Election Fees and the increase using CPI for 2021 (0.3%) for the 2021 Special Election.
OPTIONS:
1. Election Date:
a. Election Day as chosen by Council – November 6, November 13, November 20, November
27, or December 4.
b. Another date as proposed by Council.
2. Appointment of Returning Officer and Assistant Returning Officer:
a. Appoint the Solicitor as Returning Officer and the Municipal Clerk as Assistant Returning
Officer for the 2021 Special Election.
b. Appoint alternate persons.
3. Polling Divisions:
a. Confirm Polls as approved by the NS Utility and Review Board on July 13, 2015.
b. Other.
4. Preliminary List of Electors:
a. Use the Provincial List of Electors.
b. Use another method to establish a List of Electors.
5. Voting:
a. Conduct the election electronically by internet and telephone.
b. Conduct the election electronically and use a kiosk for those unable to vote electronically
located at the Municipal Building on the Saturday Advance Poll Day by appointment.
5 Request For Decision
b. Conduct the election using traditional paper ballots with three polls (9 staff) on Election
Day and two Advance Polls (3 staff).
d. Other.
6. Voting Period:
a. Electronic Advance Poll Period and Election Day – depending upon the election date,
begin electronic voting on the 2nd Wednesday before Election Day allowing 11 days for
electronic voting to take place.
b. Paper Ballot Voting. – Two Advance Polls as well as Election Day.
c. Other.
7. Revision Period:
a. Two weeks – dates depend upon date of election chosen.
b. Other.
8. Voter Information Letter:
a. Not send the initial Voter Information Letter as the Preliminary List of Electors received
from the Province is up to date as of July 2021. Advertisements in the local newspapers, in
the municipal newsletter and on social media will be carried out.
b. Send the Voter Information Letter to those listed on the Preliminary List of Electors
received from the Province. Advertisements in the local newspapers, in the municipal
newsletter and on social media will be carried out.
9. Revising Officer for Revision Period:
a. Assistant Returning Officer.
b. Other.
10. Election Fees:
a. Approval of Draft Schedule of Fees (attached).
b. Other.
IMPLICATIONS
Policy
n/a
Financial/Budgetary
For the 2020/21 Year, $19,000 has been transferred to Reserves for Elections/Plebiscites.
Environmental
n/a
6 Request For Decision
Strategic Plan
n/a
Work Program Implications
This can be accommodated in the current work plan
ATTACHMENTS
Schedule A –2021 draft fee schedule for approval.
Schedule B – 2021 Estimated costs with 2021 Fees used.
COMMUNICATIONS (INTERNAL/EXTERNAL)
Newspapers
Municipal Newsletter
Social media
2021 SPECIAL ELECTION - DISTRICT 3 - SCHEDULE OF FEES20172018201920202021RECOMMENDATIONRETURNING OFFICER1.2%1.1%2.2%1.6%0.3%For all services in connection with an election:a. If no poll is held, for each polling division$110.31$111.52$111.40$113.18$113.52115.00$ b. If a poll is held with one election per polling division$208.47$210.77$210.53$213.90$214.54215.00$ c. Each additional poll$73.88$74.69$74.61$75.80$76.0376.00$ ASSISTANT RETURNING OFFICERFor assisting the Returning Officer in connection with an election, an allowance of:a. If no poll is held, for each polling division$55.66$56.27$56.21$57.11$57.2858.00$ b. If a poll is held with one election per polling division$104.24$105.38$105.27$106.95$107.27108.00$ c. Each additional poll$37.44$37.86$37.81$38.42$38.5339.00$ DEPUTY RETURNING OFFICERa. For all services/expenses in connection with training$91.08$92.08$91.98$93.45$93.7394.00$ b. If a poll is held with one election per polling division$177.10$179.05$178.85$181.71$182.26183.00$ c. Each additional poll$25.30$25.58$25.55$25.96$26.0426.00$ d. For standby service as a substitute, a daily allowance of$35.42$35.81$35.77$36.34$36.4537.00$ POLL CLERKa. For all services/expenses in connection with training$91.08$92.08$91.98$93.45$93.7394.00$ b. If a poll is held with one election per polling division$146.74$148.35$148.19$150.56$151.01151.00$ c. Each additional poll$15.18$15.35$15.33$15.58$15.6216.00$ d. For standby service as a substitute, a daily allowance of$35.42$35.81$35.77$36.34$36.4537.00$ RECOUNTS OR CONTROVERED ELECTIONS (Section 131(2) of the Elections Act)For required attendance by the Returning Officer at recount or hearing of a complaint$175.08$177.00$176.81$179.63180.00$ regarding controverted election, a daily allowance ofPOLLING STATIONS (Sections 60-63 of Elections Act)For the use of a building or part of a building including fuel, lights, cleaning services,$151.80$153.47$153.30$155.75160.00$ opening/closing, and furniture for one or more ordinary polling stations - per poll stationREVISING OFFICER (Section 33 of the Elections Act)Revision Period - September 20 to October 1, 2021 (excluding holidays) from 8:30 a.m to 5:00 p.m. a daily allowance of 50.00$ CONSTABLESA daily allowance of (Previously was a standby position)200.00$ ANNUAL CPI
2021 SPECIAL ELECTION - DISTRICT 3 - ESTIMATE OF COSTS
FEE PAPER BALLOT ELECTRONIC
RETURNING OFFICER
For all services in connection with an election:
a. If no poll is held, for each polling division 115.00$
b. If a poll is held with one election per polling division 215.00$ 3 645.00$ 215.00$
c. Each additional poll 76.00$
ASSISTANT RETURNING OFFICER
For assisting the Returning Officer in connection with an election, an allowance of:
a. If no poll is held, for each polling division 58.00$
b. If a poll is held with one election per polling division 108.00$ 3 324.00$ 108.00$
c. Each additional poll 39.00$
DEPUTY RETURNING OFFICER
a. For all services/expenses in connection with training 94.00$ 12 is 1,128.00$ -$
b. If a poll is held with one election per polling division 183.00$ 12 is 2,196.00$ -$
c. Each additional poll 26.00$
d. For standby service as a substitute, a daily allowance of 37.00$
POLL CLERK
a. For all services/expenses in connection with training 94.00$ 12 is 1,128.00$ -$
b. If a poll is held with one election per polling division 151.00$ 12 is 1,812.00$ -$
c. Each additional poll 16.00$
d. For standby service as a substitute, a daily allowance of 37.00$
RECOUNTS OR CONTROVERED ELECTIONS (Section 131(2) of the Elections Act)
For required attendance by the Returning Officer at recount or hearing of a complaint 180.00$
regarding controverted election, a daily allowance of
POLLING STATIONS (Sections 60-63 of Elections Act)
For the use of a building or part of a building including fuel, lights, cleaning services,160.00$ 4 is 640.00$ -$
opening/closing, and furniture for one or more ordinary polling stations - per poll station
REVISING OFFICER (Section 33 of the Elections Act)
Revision Period - September 20 to October 1, 2021 (excluding holidays) from 8:30 a.m to 5:00 p.m. a daily allowance of 50.00$ 9 450.00$ 450.00$
CONSTABLES
A daily allowance of (Previously was a standby position)200.00$
INTELIVOTE (Electronic voting, voter instruction letters, training)4,554.80$
Mailout of Voter Instruction Letter 1,554.80$
Ballots 150.00$
Additional Staff Time (Estimate)250.00$ 250.00$
10,277.80$ 5,577.80$
PAPER BALLOT ELECTRONIC
REQUEST FOR DIRECTION
Prepared By: Tim Topping, Director of Financial
and Information Services
Date August 4, 2021
Reviewed By: Dan MacDougall, CAO Date August 23, 2021
Authorized By: Dan MacDougall, CAO Date August 23, 2021
CURRENT SITUATION
Private Street Improvement and Maintenance By-Law No. 72 allows for property owners on a private
street to have the Municipality complete or facilitate the completion of the required improvements and/or
distribute the funding for approved maintenance activities. The costs of this work, or distribution, is then
recovered by the Municipality through a special tax is levied in the amount of the direct costs plus interest
and a 10% administration charge.
Administration has been asked to review the 10% administration charge in order to determine if that
charge may be reduced or removed.
Any reduction in administration charge will not have an immediate impact on 2020/21 area rates as the
association budgets and rates have already been approved by the associations for the year, however, a
reduction would lead to a rebate being provided to the owners’ associations and will provide them the
opportunity to budget for a lower rate in future years.
RECOMMENDATION
That Council direct Administration to reduce the administration charge to 5% (option 2, below). This
option would still apply a sufficient administration charge to cover the direct costs of administering the
program, while also bringing the cost of Chester’s program more in-line with similar programs in
neighbouring communities and direct staff to review By-Law 72
BACKGROUND
Per paragraph 4 of By-Law No. 72, “The total amount of the special tax levied by the Municipality under
this By-Law shall not exceed the cost of the street improvements and/or maintenance to the Municipality
plus interest and an administration charge of ten percent (10%)”. This wording (“shall not exceed”)
provides for the ability to apply and administration charge of less than 10% without requiring a change to
the By-Law.
There are currently 12 owners’ associations participating in this program, with administration charges for
their roads ranging between $63 and $2,200 per year.
REPORT TO: Municipal Council
SUBMITTED BY: Finance Department
DATE: September 2, 2021
SUBJECT: Private Street Improvement By-Law –
Administration Fees
ORIGIN: Administrative Review
2 Request For Direction /Direction
The practice has been to recover the full 10% amount provided for in the By-Law. The total administration
charges for the year ended March 31, 2021, were $12,275 ($11,263 in 2020, and $10,510 in 2019).
Comparable administration charges levied by other municipalities include:
- Municipality of the District of Lunenburg: 5%
- East Hants: 5%
- Municipality of Shelburne: 5%
- County of Kings: 4%
This program ensures that owners of property on private roads are able to access the resources of the
Municipality to achieve required improvements and/or maintenance activities for their private roads, but
no one is compelled to utilize this program, so property owners are still free to arrange improvements and
maintenance of their private roads without participating in this program or paying the administration
charge.
DISCUSSION
What property owners must do to participate in the program
Owners must submit a petition to the Municipality, representing the support of at least 67% of property
owners, owning at least 67% of the real property in the affected area, requesting an improvement or
maintenance for an approved purpose. Owners will pay for the work required plus interest and the
administration charge on their property taxes (annually for maintenance, and over a period of up to 10
years for improvements).
What property owners receive for participating in the program
Once the application is approved, the Municipality will either make the improvements or provide the
budget for the maintenance requested. The costs of such improvements and/or repairs plus interest and
administration charge will be collected from property owners via a special tax levied over a period of up
to ten years (for improvements), or annually (for maintenance). This means that property owners are not
required to manage the collection of funds from their neighbours to pay for the approved repairs or
maintenance, and in the case of improvements, owners don’t have to deal with hiring, managing, and
paying for the construction work, and are given up to 10 years to pay for the work.
IMPLICATIONS
Policy
N/A
Financial/Budgetary
Option 1 will have no implication to the Municipality. Options 2 and 3 would reduce the revenue received,
thus reducing the General Operating Reserve Fund balance
Environmental
N/A
Strategic Plan
Reviewing and revising the private roads administration charge amounts will assist the Municipality in
advancing the following Priority Areas of the 2021-24 Strategic Priorities Framework:
3 Request For Direction /Direction
Governance & Engagement
Priority Outcome 1: Ensure municipal service delivery is efficient and effective, communicated and
accessible
Priority Outcome 2: Ensure municipal bylaw and policy frameworks reflect current and changing
needs
Healthy & Vibrant Communities
Priority Outcome 1: Ensure residents have access to facilities, natural assets, programs, and services
that enrich a quality of life and provide safe communities for residents and visitors alike.
Work Program Implications
N/A
OPTIONS
Option 1 – Continue the practice of recovering an administration charge of 10% for the municipal
services provided under By-Law No. 72
Option 2 – Direct administration to reduce the Administration Charge to 5% (or some other amount less
than 10%, as determined by Council)
Option 3 – Direct administration to cease the practice of recovering an administration charge for
municipal services provided under By-Law No. 72
Other options considered – Administration has considered the implementation of a flat rate
administration charge for each association. This option is not recommended due to the varying sizes of
the approved roads budgets. This option would create a situation where the smaller associations would
be paying a significantly higher percentage of their budget than the larger associations. For example, if
the Municipality was aiming to recover the equivalent of a 5% administration charge, this would lead to
some associations paying as low as 2% of their budget, while others paid more than 20% (and in one case
74%!)
ATTACHMENTS
List attachments here.
COMMUNICATIONS (INTERNAL/EXTERNAL)
Internal – Finance staff
External – public via website, newsletter, and directly to the affected owners’ associations
PROCLAMATION
RIGHT TO KNOW WEEK
September 27 to October 3, 2021
WHEREAS the Municipality of the District of Chester has adopted the
principles of openness, transparency, and accountability; and
WHEREAS Part XX of the Municipal Government Act gives citizens a
right of access to information in the custody or under the control of
the Municipality of the District of Chester; and
WHEREAS access to information ensures citizens of Nova Scotia have
the opportunity for meaningful participation in the democratic
process; and
WHEREAS a celebration of the right of citizens to access information
will facilitate informed public participation in policy formulation,
ensure fairness in government decision-making and permit the airing
and reconciliation of divergent views; and
WHEREAS Municipality of the District of Chester joins all other
Canadian jurisdictions and democracies world-wide in acknowledging
international Right to Know Week;
THEREFORE, be it resolved that I, Allen Webber, Warden of the
Municipality of the District of Chester, do hereby proclaim September
27 to October 3, 2021, to be Right to Know Week in the Municipality
of the District of Chester.
________________________________________
Allen Webber
Warden
REQUEST FOR DIRECTION/DECISION
Prepared By: Tim Topping, CPA, CA, Director of
Financial and Information Services
Date August 26, 2021
Reviewed By: Date
Authorized By: Dan McDougall, CAO Date August 31, 2021
CURRENT SITUATION
MODC’s Tax Exemption policy provides low income tax exemptions as allowed under section 69 of the
Municipal Government Act (MGA). Section 7.0 of the current policy has the following guidance for annual
adjustment of income levels and exemption amounts:
7.0 Annually tax exemption income levels and the exemption amounts will be adjusted as follows:
(i) Annual adjustments in the income levels, below which an exemption for taxation is
granted, will be adjusted by either the annual increase in CPI for Nova Scotia or to the
extent that council considers appropriate.
(ii) Annual adjustments in the scale of exemption amounts granted will be adjusted by either
the annual increase in the average residential tax bill for the general tax rate and waste
collection and disposal area rate or to the extent that council considers appropriate.
On May 13, 2021 the annual budget of the Municipality for 2021/22 was approved with a reduction of the
annual budget for low income tax exemptions from $114,000 to $104,000. This document looks at options
for amending the tax exemption amounts granted by the Municipality for individuals with low income.
RECOMMENDATION
That Municipal Council approve the following changes to the Tax exemption policy (Option 1), to increase
the income thresholds and exemption amounts by 0.3%:
Amend section 2.0 i), ii) and iii) as follows:
2.0 The Municipality shall grant an exemption as follows:
i) For owners with an Income Level of $16,160 $16,208 or less the tax exemption shall be
the lessor of $769.00 $771 or the tax on the general tax rate and the waste collection and
disposal area rate only;
ii) For owners with an Income Level of $16,160 $16,208 to $20,161 $20,221 the tax
exemption shall be the lessor of $769.00 $771 less the bracket’s change in the exemption
amount ($308 $309) prorated for the income above $16,160 $16,208 divided by the
REPORT TO: Municipal Council
SUBMITTED BY: Finance Department
DATE: Sept 9, 2021
SUBJECT: Amendments to Policy P-25 Tax
Exemption
ORIGIN: Annual review of low income exemption
amounts
2 Request For Direction/Decision /Direction
bracket’s income size* or the tax on the general tax rate and the waste collection and
disposal area rate only.
* i.e. $769 – (((income - $16,160) / ($20,161 - $16,160)) x ($769 - $461))
* i.e. $771 – (((income - $16,208) / ($20,221 - $16,208)) x ($771 - $462))
iii) For owners with an Income Level of $20,161 $20,221 to $27,123 $27,204 the tax
exemption shall be the lessor of $461.00 $462 less the bracket’s change in the exemption
amount ($153) prorated for the income above $20,160 $20,221 divided by the bracket’s
income size^ or the tax on the general tax rate and the waste collection and disposal area
rate only.
^ i.e. $461 – (((income - $20,160) / ($27,123 - $20,160)) x ($461 - $308))
^ i.e. $462 – (((income - $20,221) / ($27,204 - $20,221)) x ($462 - $309))
Amend Appendix A as follows:
SCHEDULE A
MUNICIPALITY OF THE DISTRICT OF CHESTER – PROPERTY TAX EXEMPTION AFFIDAVIT
YEAR DISTRICT ACCOUNT EXEMPTION AMOUNT NUMBER
2020/21
2021/22
I/We, ____________________ & ____________________, property owners of ____________________ in the County of
Lunenburg, Province of Nova Scotia, and is our principal residence, make oath and say as follows:
1. That the total income before deductions of all assessed owners, their spouses (including Common
Law Spouses) who occupy the property as their principal residence, family members residing at the
same household, who contribute to household expenses and those who hold an interest in the
property and contribute to household expenses was as follows during the calendar year 2018 2019.
Any Allowance paid pursuant to the War Veterans Allowance Act (Canada) or pension paid pursuant
to the Pension Act (Canada) is not to be included in a person’s total income for this purpose.
___ Combined Income was $16,159 $16,207 or less; OR
___ Combined Income was between $16,160 $16,208 and $20,160 $20,220; OR
___ Combined Income was between $20,161 $20,221 and $27,123 $27,204 AND
BACKGROUND
Section 69 of the MGA states that Council may, by policy, grant an exemption from taxation, in the
amount or to the extent set out in the policy, for a person whose income is below the amount set out in
the policy and may prescribe a scale of exemptions related to income.
Historically, the income thresholds and exemption amounts have been increased annually to align with
increases in the Consumer Price Index (“CPI”). In 2020/21, the thresholds and exemption amounts were
increased by 25% to help alleviate some of the financial burden low-income residents were experiencing,
at least in part due to the impacts of the Covid-19 pandemic.
3 Request For Direction/Decision /Direction
In 2020/21, tax exemptions were granted in the amount of $95,473 versus a budget of $114,000. The
budget amount has changed to $104,000 for 2021/22. Tax exemption expenses for the last five years were
as follows:
- 2020/21 $95,473
- 2019/20 $53,491
- 2018/19 $51,786
- 2017/18 $33,978
- 2016/17 $30,457
The exemptions provided in 2020/21 break down as follows:
On May 13, 2021, the annual budget of the Municipality for 2021/22 was approved with a $10,000
reduction of the annual budget for low income tax exemptions from $114,000 to $104,000.
DISCUSSION
Given the actual cost of this program in 2020/21 ($95,473), the current 2021/22 budget of $104,000 would
be sufficient to absorb an additional 9% growth of use in the program above what was experienced last
year.
IMPLICATIONS
Policy – N/A
Financial/Budgetary
Increasing the income limits and exemption amounts will likely increase the costs associated with the
program. A year-over-year cost increase of 9% has been provided for in the 2021/22 budget already.
Environmental – N/A
Strategic Plan
Revising the low income exemption amounts will assist the Municipality in advancing the following
Priority Areas of the 2021-24 Strategic Priorities Framework:
Governance & Engagement
Priority Outcome 2: Ensure municipal bylaw and policy frameworks reflect current and changing
needs
4 Request For Direction/Decision /Direction
Work Program Implications – N/A
OPTIONS
Option 1 (recommended): Increase the income limits and exemption amounts by 0.3% to align with the
annual Nova Scotia CPI increase. This option would set the income thresholds at $16,208, $20,221, and
$27,204, and the exemption amounts at $771, $462, and $309.
Option 1A: Increase the income limits and exemption amounts by some amount other than CPI (0.3%). If
this option is selected, Council should provide an alternative percentage by which the amounts will
increase.
Option 2: Leave the income limits and exemption amounts bat the current levels. This option would leave
the income thresholds at $16,160, $20,161, and $27,123, and the exemption amounts at $769, $461, and
$308.
Option 3: Reverse the prior year 25% increases and adjust the income limits and exemption amounts by
2.4% for the last two years of Nova Scotia CPI increase (2019 2.2%, 2020 0.3%). This option would set the
income thresholds at $13,237, $16,597, and $22,219, and the exemption amounts at $630, $378, and $252.
ATTACHMENTS
Draft amendments to policy P-25
COMMUNICATIONS (INTERNAL/EXTERNAL)
Internal – Finance staff
External – public via website, newsletter
FIRST NOTICE – SEPTEMBER 9, 2021
REFER TO SECOND NOTICE (SEPTEMBER 23, 2021)
Municipality of the District of Chester
Tax Exemption
Policy
Policy P-25
Amended - Effective Date: TBD
Fiscal Year 2021/2022
Tax Exemption Policy (continued) 2
MUNICIPALITY OF THE DISTRICT OF CHESTER
POLICY P-25
TAX EXEMPTION POLICY
WHEREAS Section 69 of the Municipal Government Act permits a Municipality to grant a tax
exemption for low income earners;
THEREFORE, BE IT RESOLVED that Council of the Municipality of the District of Chester adopts
the following policy respecting property tax exemptions.
1.0 In this Policy,
1.1 INCOME means a person’s total income (total income before deductions) from all
sources for the calendar year preceding the fiscal year of the Municipality of the District
of Chester, excluding any allowances paid pursuant to the War Veterans Allowance Act
(Canada) or Pension paid pursuant to the Pension Act (Canada) and includes:
i) The income of all assessed owners, their spouse(s), including common law
spouses who occupy the property as their principal residence;
ii) The income from members of the same family residing in the same household,
who contribute to the household expenses; and
iii) Those who hold an interest in the property and contribute to the household
expenses.
1.2 Owner and those who an interest in the property includes:
i) The person assessed for the property;
ii) A person who holds title including a part owner, joint owner, tenant in common,
or joint tenant of the property; and
ii) A person with a life interest in the property; and
iv) A person with a matrimonial interest.
Not included are those with a leasehold interest and those with an interest under an
agreement of purchase and sale.
1.3 Principal Residence is the ordinary place of residence for greater part of the year of an
owner as well as an owner in a hospital or nursing care facility, unless that person has not
slept at the property for a period of two (2) years or more, or unless the property has
been rented to paying tenants, in either of which events, the property shall be deemed to
cease being the owner’s ordinary place of residence.
1.4 SAME FAMILY in section 1.1(ii) is defined as including, but not limited to, children and
step-children connected to at least one of the legally married or common-law couples
included in section 1.1(i).
2.0 The Director of Finance of the Municipality shall grant an exemption as follows:
Tax Exemption Policy (continued) 3
i) For owners with an Income Level of $16,208 or less the tax exemption shall be the
lessor of $771 or the tax on the general tax rate and the waste collection and
disposal area rate only;
ii) For owners with an Income Level of $16,208 to $20,221 the tax exemption shall
be the lessor of $771 less the bracket’s change in the exemption amount $309)
prorated for the income above $16,208 divided by the bracket’s income size* or
the tax on the general tax rate and the waste collection and disposal area rate
only.
* i.e. $771 - (((income - $16,208) / ($20,221 - $16,208)) x ($771 - $462))
iii) For owners with an Income Level of $20,221 to $27,204 the tax exemption shall
be the lessor of $462 less the bracket’s change in the exemption amount $153)
prorated for the income above $20,221 divided by the bracket’s income size^ or
the tax on the general tax rate and the waste collection and disposal area rate
only.
^ i.e. $462 - (((income - $20,221) / ($27,204 - $20,221)) x ($462 - $309))
3.0 A person or persons applying for an exemption must:
i) Make an affidavit:
a) Regarding his/her income from all sources in the calendar year preceding
the Municipal taxation year for which the exemption is sought.
Satisfactory verification of income must be presented to substantiate the
exemption. Exemption form attached as Schedule "A”.
b) Verify that any person who either holds an interest in the property or are
family members residing in the same household, whose income is not
included in household income pursuant to clause 1.1 (ii), does not
contribute to paying household expenses.
c) Provide satisfactory verification of income to substantiate the exemption.
Satisfactory evidence includes a CRA notice assessment, GST/HST credit
notice, and copy of tax return prepared by a third-party tax preparer.
iii) Apply for the exemption each year prior to March 31st of the Municipal taxation
year, with the exception of the 2019/20 fiscal year – the deadline for applications
will be June 30, 2020.
4.0 The exemption shall only apply to a property where at least one of the assessed owners
occupies it as his/her principal residence;
5.0 Prior to an exemption being granted, all outstanding debts to the Municipality, which are
not a lien on the property, shall be paid in full. This would include any fees such as
building permit fees, landfill tipping fees, recreation fees, etc.
Tax Exemption Policy (continued) 4
6.0 A refusal to grant an exemption pursuant to this Policy may be appealed to Council.
7.0 Annually tax exemption income levels and the exemption amounts will be adjusted as
follows:
i) Annual adjustments in the income levels, below which an exemption for taxation
is granted, will be adjusted by either the annual increase in CPI for Nova Scotia or
to the extent that council considers appropriate.
ii) Annual adjustments in the scale of exemption amounts granted will be adjusted
by either the annual increase in the average residential tax bill for the general tax
rate and waste collection and disposal area rate or to the extent that council
considers appropriate.
Tax Exemption Policy (continued) 5
SCHEDULE A
MUNICIPALITY OF THE DISTRICT OF CHESTER – PROPERTY TAX EXEMPTION AFFIDAVIT
YEAR DISTRICT ACCOUNT EXEMPTION AMOUNT NUMBER
2021/22
I/We, ____________________ & ____________________, property owners of ____________________ in the
County of Lunenburg, Province of Nova Scotia, and is our principal residence, make oath and say
as follows:
1. That the total income before deductions of all assessed owners, their spouses (including
Common Law Spouses) who occupy the property as their principal residence, family
members residing in the same household, who contribute to household expenses and those
who hold an interest in the property and contribute to household expenses, was as follows
during the calendar year 2019. Any Allowance paid pursuant to the War Veterans Allowance
Act (Canada) or pension paid pursuant to the Pension Act (Canada) is not to be included in a
person’s total income for this purpose.
___ Combined Income was $16,207 or less; OR
___ Combined Income was between $16,208 and $20,220; OR
___ Combined Income was between $20,221 and $27,204 AND
2. ___ Verification Provided of combined income of $______________. Check one of the following:
___ Notice of Assessment, _____ GST/HST Credit Notice, _____Copy of tax return.
NOTE: - THIS IS A LEGAL SWORN AFFIDAVIT AND THE APPLICANTS SIGNATURE(S)
ENDORSED BELOW ARE VERIFICATION THAT THE INFORMATION PROVIDED IS TRUE IN
ALL RESPECTS.
THE AMOUNT OF EXEMPTION GRANTED WILL BE DETERMINED AFTER THE FINAL TAX BILL IS
PRODUCED AND WILL BE LIMITED TO THE GENERAL RESIDENTIAL TAX AND WASTE
COLLECTION AND DISPOSAL AREA RATE PORTION OF THE OVERALL TAX BILL (I.E. DOES NOT
INCLUDE OTHER AREA RATES).
Sworn to at ______________ in the County of Lunenburg, Nova Scotia on the ____ day of ________,
20___.
______________________________________ ______________________________________
Staff Signature ______________________________________
______________________________________ ______________________________________
A Commissioner of the Supreme Court of Signature of Applicant(s)
Nova Scotia or a Municipal Councillor
REQUEST FOR DECISION
Prepared By: Tim Topping, CPA, CA, Director of
Financial and Information Services
Date August 31, 2021
Reviewed By: Date
Authorized By: Dan McDougall, CAO Date September 1, 2021
CURRENT SITUATION
Review of the approved 2021/22 capital budget funding has identified that the Recreation & Parks
project, Trails – Bridge Evaluation, does not qualify for funding under the Gas Tax, as was initially
approved.
RECOMMENDATION
That Council approve modifying the funding source for the Trails – Bridge Evaluations project to the
General Operating Reserve
BACKGROUND
On May 13, 2021, Council approved the 2021/22 Capital Budget, which included the Trails – Bridge
Evaluation project, with an expected cost of $25,000 to be funded through the Gas Tax funding provided
by the Canada Community-Building Fund (CCBF).
This project is near complete (~90%), and the total cost is now known to be $19,120.84, net of HST.
On review, CCBF has noted that this project does not qualify for Gas Tax funding, as it does not contribute
directly to the development or improvement of an asset. The results of the evaluation may lead to further
work which does qualify for Gas Tax funding; however, the evaluation portion of the work does not qualify
under current guidelines.
The amount that does not qualify for funding through the Gas Tax, will remain in reserve, available to be
used on future qualified costs. MODC does not lose any existing Gas Tax funding by changing the funding
source of this project.
DISCUSSION
Current balance of the General Operating Reserve is $11,378,221.40
Total cost for this project (net of HST) is $19,120.84
REPORT TO: Municipal Council
SUBMITTED BY: Finance Department
DATE:
SUBJECT: 2021/22 Capital Budget Adjustment
ORIGIN: CCBF review of proposed Gas Tax funded
projects
2 Request For Decision /Direction
IMPLICATIONS
Policy – N/A
Financial/Budgetary
Approving the recommended change in approved funding sources will reduce the General Operating
Reserve Fund balance by $19,120.84, and the available Gas Tax funding will increase by that same amount.
Environmental – N/A
Strategic Plan
Updating the funding source for the Trails Bridge Evaluation project will assist the Municipality in
advancing the following Priority Areas of the 2021-24 Strategic Priorities Framework:
Governance & Engagement
Priority Outcome 2: Ensure municipal bylaw and policy frameworks reflect current and changing needs
Work Program Implications – N/A
OPTIONS
Other than the recommended option, Administration has considered recommending the use of the
Capital Reserve Fund, however, that funding source has legislated allowable uses defined in the MGA, and
this project is not considered to be any of the legislated allowable purposes.
Administration also considered borrowing to fund this project, however, since the project is not directly
contributing to the creation or improvement of an asset, it does not qualify to be funded through
borrowing.
ATTACHMENTS
Capital budget slide from the 2021/22 Budget presentation. This RFD is referencing the first item on this
list (“Trails – Bridge Evaluation”).
COMMUNICATIONS (INTERNAL/EXTERNAL)
Internal – Finance and Recreation staff
External – public via website, newsletter
7.
Municipality of the District of Chester
Capital Budget - 2021/22
Reserve Grants Grants Funding Operations Fund from
Department Project Name Project Cost Type Federal Provincial Reserves or Area Rate Borrowing
Trails - Bridge Evaluation- Carried forward from 2019-20 25,000 Gas Tax - - 25,000 - -
Wild Rose Park washroom renovation 54,000 Gas Tax - - 54,000 - -
East River trail foot bridge 25,000 Private grant/Gax Tax 16,000 9,000 - -
East River Trail Parking Area 30,000 - - - 30,000 -
Leachate treatment plant upgrade (phase 2)1,850,000 - - - - 1,850,000
Dozer D6 500,000 - - - - 500,000
Public Drop off Renovation 100,000 - - - - 100,000
Landfill cell 3B design & construction 75,000 - - - - 75,000
Heavy equipment (320 excavator)425,000 - - - 100,000 325,000
CFC removal 10,000 - - - 10,000 -
Green carts 200 15,000 - - - 15,000 -
Information
Services VMWARE Infrastructure 60,000 Equipment - - 60,000 - -
Mantenance hole Repairs & Infiltration Reduction 50,000 - - - 50,000 -
Lift Station Panel Upgrades and generators 350,000 - - - - 350,000
Pump Replacements - Allowance 30,000 - - - 30,000 -
Wastewater needs assessment 310,716 Gas Tax - 130,358 180,358 - -
Wastewater collection extension 52,000 Gas Tax - - 26,000 26,000 -
Mill Cove – Addition of Biofilter Unit 310,000 - - - 310,000
Fire Protection System - Option Selected-Const & Design 124,900 - - - 124,900
Wharf Repairs- New wharf or new boat launch 150,000 - - - 150,000 -
Boat launch upgrade 30,000 - - - 30,000 -
Municipal Building Improvements & Repairs-Annex 60,000 Operating - - 60,000 - -
Truck Replacement - 3/4 tonne 55,000 - - - - 55,000
Trail Surface Upgrades 25,000 - - - 25,000 -
Roads Rehabilitation (J-Class)550,000 Gax Tax - - 550,000 - -
Enviro Toilets and Wild Rose Park washroom 245,000 Operating 122,500 - 122,500 - -
1. Hwy 3 - Chester Basin to Western Shore (6km)660,000 Operating 264,000 217,800 178,200 - -
SIDEWALKS and other AT SOLUTIONS
3. Hwy 329 to trail (60m)72,000 Operating 28,800 23,760 19,440 - -
4. Hwy 3 to Croft Road (265m)318,000 Operating 127,200 104,940 85,860 - -
5. Our Health Centre to Pig Loop (160m)192,000 Operating 76,800 63,360 51,840 - -
6. Duke St. to Victoria St. (660m)792,000 Operating 316,800 261,360 213,840 - -
RAPID RECTANGULAR FLASHING BEACONS (RRFB’s)
18. Hwy 3 at Walker Cut Rd trail cross 20,000 Operating 8,000 6,600 5,400 - -
19. Hwy 3 at East River trail cross 20,000 Operating 8,000 6,600 5,400 - -
24. Hwy 3 at Lawrence Hatt Rd.20,000 Operating 8,000 6,600 5,400 - -
26. Hwy 3 at hwy 12 20,000 Operating 8,000 6,600 5,400 - -
Open Space/Parks (locations 25-29)
Gold River 16,000 Operating 3,200 2,640 10,160 - -
Haughan 5,000 Operating 2,000 1,667 1,333 - -
Moland Point 14,200 Operating 5,900 4,867 3,433 - -
East River 17,300 Operating - - 17,300 - -
Castle Rock 40,200 Operating 4,500 3,713 31,988 - -
Total Projects & Funding Contributions 7,718,316 983,700 856,865 1,721,852 466,000 3,689,900
Recreation &
Parks
Active
Transportation
Universal
Sewer
Projects:
Municipal
Property:
Solid Waste
REQUEST FOR DECISION
Prepared By: Cliff Gall, Director of Information
Services
Date September 2, 2021
Reviewed By: Tim Topping, Director of Finance
and Information Services
Date September 2, 2021
Authorized By: Dan McDougall, CAO Date September 2, 2021
CURRENT SITUATION
The purpose of this report is to obtain Council approval to award a contract in the amount of
$55,865 including HST to IMP Solutions for the supply of server infrastructure to replace our
existing servers and storage.
RECOMMENDATION
1. THAT a contract for the supply of 3 Dell Servers and 1 Storage Array be awarded to IMP
Solutions in the amount of $55,865, including HST.
2. THAT the Director of Information Services be authorized to execute the contract.
BACKGROUND
As part of our server replacement program, servers and/or storage devices are replaced on a
four-year cycle, with funding provided from the IT Equipment Reserve. The 2021/22 Capital
Budget includes $60,000 for the replacement of server infrastructure.
DISCUSSION
Request for Quotation for the supply of server infrastructure was requested from IMP Solutions who is
currently the vendor of record (Standing Offer Outline Agreement - 4600021764) for Dell Server
Infrastructure for the Provincial Government of Nova Scotia. After review, the following Dell
configurations meet our requirements:
Dell PowerEdge R640 x 3
Dell EMC ME4023 Storage Array
IMPLICATIONS
Policy
Procurement Policy-04, Alternative Procurement – Appendix 1 A 5. Ensure compatibility with existing
products (Dell infrastructure).
Financial/Budgetary
$55,865 from the 2021/22 Capital Budget (IT Equipment Reserve, Balance as of 2021-09-02 - $70,888)
REPORT TO: Municipal Council
SUBMITTED BY: Cliff Gall, Director of Information Services
DATE: 2021-09-09
SUBJECT: Server Infrastructure Replacement
ORIGIN: 2021/22 Capital Budget
2 Request for Decision-Direction
Environmental
N/A
Strategic Priorities
By replacing our aging server infrastructure, we will advance the following Priority Areas of the 2021-24
Strategic Priorities Framework:
Governance & Engagement
Priority Outcome 1: Ensure municipal service delivery is efficient and effective,
communicated and accessible.
Infrastructure & Service Delivery
Priority Outcome 1 Develop and implement evidence-based plans for future
infrastructure and service needs, along with related funding models, to accommodate
sustainable growth and levels of service.
Priority Outcome 2: Create efficiencies through innovative service delivery, and
proactive maintenance and operations of existing infrastructure.
Work Program
This Project will be accommodated in the baseline work program of the Information Services
department.
OPTIONS
1. Do not purchase server equipment at this time.
2. Purchase server infrastructure in the amount of $55,865 including HST.
ATTACHMENT
a) 2016-06-09_Request for Decision – VMWare Server Infrastructure Replacement
COMMUNICATIONS (INTERNAL/EXTERNAL)
District Council Grants 2021 - 2022
Updated September 2, 2021
Requested Approved Date Approved
*Ocean Swells Community Association: Maintain facility 1,000.00$ 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$ 2,500.00$ August 26, 2021
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 5,800.00$
TOTAL FUNDS REMAINING 4,200.00$
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$
Charing Cross Garden Club 500.00$
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 Farmers Association: Comm 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 31,196.25$
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 40,803.75$
District 1
District 2
District 3
District 4
District 5
District 6