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HomeMy Public PortalAbout2021-10-07_COW_Website Agenda PackagePage 1 of 1 (Cover Pages) Committee of the Whole AGENDA Thursday, October 7, 2021 Chester Municipal Council Chambers / Facebook Live 151 King Street, Chester, NS 1. MEETING CALLED TO ORDER 2. APPROVAL OF AGENDA/ORDER OF BUSINESS 3. PUBLIC INPUT SESSION (9:15 a.m.) 4. MINUTES OF PREVIOUS MEETING 4.1 Committee of the Whole – June 17, 2021. 5. PUBLIC PRESENTATIONS/APPOINTMENTS 6. MATTERS ARISING 6.1 Request for Decision prepared September 28, 2021 – Corporate and Strategic Management – J- Class Road Candidate List for submission to NS Department of Transportation & Active Transit. 6.2 Request for Decision prepared September 27, 2021 – Corporate and Strategic Management – Fences and Detention of stray Livestock Act. 7. CORRESPONDENCE 7.1 Letter dated September 22, 2021, from Village of Chester requesting waiving of tipping fees for the demolition of the former motel property in preparation of construction of a new fire hall. 8. NEW BUSINESS 8.1 Request for Decision prepared September 17, 2021 – Infrastructure and Operations – Additional Green Carts. 8.2 Gold River Bridge – Summary of Findings of the Conditions Assessment Report. 9. IN CAMERA 9.1 Section 22(2)(a) of the Municipal Government Act – Acquisition, sale, lease, or security of municipal property. 10. ADJOURNMENT 209 MUNICIPALITY OF THE DISTRICT OF CHESTER Minutes of COMMITTEE OF THE WHOLE Via Facebook Live from 151 King Street, Chester, NS On Thursday, June 17, 2021 CALLED TO ORDER Warden Webber called the meeting to order at 8:46 a.m. Present: District 1 – Councillor Veinotte District 2 – Deputy Warden Shatford District 3 – Councillor Barkhouse District 4 – Warden Webber District 5 – Councillor Assaff District 6 – Councillor Connors District 7 – Councillor Church Staff: Dan McDougall, CAO Tara Maguire, Deputy CAO Pamela Myra, Municipal Clerk Jennifer Webber, Communications Officer Erin Lowe, Economic Development Officer Solicitor: Samuel Lamey, Municipal Solicitor APPROVAL OF AGENDA AND ORDER OF BUSINESS Additions:  Fire Services – Warden Webber.  Correspondence from Minister for Teams Meeting – CAO. 2021-241 MOVED by Councillor Church, SECONDED by Deputy Warden Shatford the Agenda and Order of Business be approved as amended. ALL IN FAVOUR. MOTION CARRIED. PUBLIC INPUT There was no public input received. MINUTES OF PREVIOUS MEETING Committee of the Whole (continued) June 17, 2021 210 4.1 Committee of the Whole – May 20, 2021. 2021-242 MOVED by Councillor Barkhouse, SECONDED by Deputy Warden Shatford the minutes of the May 20, 2021, meeting of Committee of the Whole be approved as circulated. ALL IN FAVOUR. MOTION CARRIED. PUBLIC PRESENTATIONS There were no public presentations. MATTERS ARISING 6.1 Quarterly Report of 4th Quarter – Corporate and Strategic Management. Tara Maguire, Deputy CAO and Erin Lowe, Economic Development Officer were present to review the Quarterly Report of 4th Quarter – Corporate and Strategic Management. Staff reviewed the special projects on the horizon commenting on strategic planning, hospitality policy, diversity and inclusion, accessibility policy and position, rural internet, and wastewater strategy, outdoor burning by-law, fire services, REMO, health and safety, various stats for the quarter, communication and public support, investment attraction, Parade Square beautification project, Kaizer Meadow Industrial Park, economic development initiatives, Best of Chester Municipality Business Awards, and tourism Chester. CORRESPONDENCE 7.1 Correspondence dated June 8, 2021, from the NS Minister of Environment and Climate Change regarding 60 day public engagement on creating goals under the Sustainable Development Goals Act and new Climate Change Plan for Clean Growth. The CAO indicated that no discussion on this has taken place and encouraged Council to review and forward to him anything that they would like to see discussed. 7.2 Minister of Municipal Affairs Invitation – CAO. Committee of the Whole (continued) June 17, 2021 211 The CAO indicated that Minister Brendan Maguire, Minister for Municipal Affairs has invited Council to a Teams Meeting on June 24 at 3:00 p.m. The Deputy CAO has developed a slide deck providing information that the Municipality is working on and that will be circulated to Council and the meeting will be put in calendars in order for Councillors to participate. NEW BUSINESS 8.1 Request for Decision prepared June 2, 2021 – Community Development & Recreation – New Road Name Assignment – Anchors Way (District 1). 2021-243 MOVED by Councillor Assaff, SECONDED by Councillor Barkhouse that the Committee of the Whole recommend to Council approval of the road name Anchors Way in District 1 and direct staff to update the appropriate agencies. ALL IN FAVOUR. MOTION CARRIED. 8.2 Request for Decision prepared June 8, 2021 – Corporate and Strategic Management – Fire Services – Outdoor Fire By-Law # 142 – Amendment. Tara Maguire, Deputy CAO and Bruce Blackwood, Fire Services Coordinator were present to review amendment to the current Outdoor Fire By-Law #142. Following discussion regarding the areas of concern such as prohibited materials, hazardous waste, provincial/federal regulations, larger smoldering fires, enforcement, action that could be taken by municipal/provincial governments and fire departments, burning brush or grass, appropriate burning appliances, setbacks, prohibition of paper that should be changed to allow starting a fire, garden waste, size limits of fires, frequency, size, type of material, determining a nuisance (daily or weekly fires affecting neighbours), changing language to “may” instead of “shall” to allow the by-law officer some discretion. Staff was directed to make adjustments as discussed and bring back to Council for further consideration. 8.3 Chester Playhouse Theatre Fire. Committee of the Whole (continued) June 17, 2021 212 Warden Webber indicated that the fire and loss of the Chester Playhouse Theatre was tragic, particularly in light of the Board nearing the end of their renovations and upgrades to the building. It was very fortunate that it was no other buildings were lost. Warden Webber read out the names of the Fire Departments who participated in knocking down the fire as well as those who were on standby for departments on scene and felt it would have been a lot worse without the fire services. It was agreed to send a letter/certificate of thanks to each department. He anticipated that the fire services review committee will have some discussions regarding the event. It was also noted that the Municipality has reached out and offered some office space if required by the Playhouse Theatre staff. Warden Webber expressed thanks and gratitude to the following Fire Departments who assisted in the efforts of fighting the fire at the Chester Playhouse Theatre:  Chester Volunteer Fire Department  Chester Basin Volunteer Fire Department  Western Shore and District Volunteer Fire Department  Martins River Volunteer Fire Department  New Ross Volunteer Fire Department  Hubbards and District Volunteer Fire Department  Blandford and Area Fire Rescue  Hantsport Fire Department  Hantsport Station 2 Fire Department  Brooklyn Volunteer Fire Department  Lunenburg and District Fire Department  Blockhouse Fire Department  Halifax Regional Municipality Station 56 Fire Department  Bridgewater Fire Department  Windsor Fire Department  Mahone Bay Fire Department  Oakhill and District Fire Department  Cornwall and District Fire Department Committee of the Whole (continued) June 17, 2021 213 IN CAMERA There were no In Camera items for discussion. ADJOURNMENT 2021-244 MOVED by Councillor Barkhouse, SECONDED by Councillor Church the meeting adjourn. ALL IN FAVOUR. MOTION CARRIED. (10:02 a.m.) ___________________________ ___________________________ Allen Webber Pamela Myra Warden Municipal Clerk REQUEST FOR DECISION/DIRECTION Prepared By: Christa Rafuse, P.Eng. Date September 17, 2021 Reviewed By: Tim Topping Date September 21, 2021 Authorized By: Dan McDougall, CAO Date September 23, 2021 CURRENT SITUATION The approved 2021-2022 Capital Budget included $15,000, including net HST for the purchase of residential green carts used for organics collection. Due to the increasing demands for new carts and/or repairs the purchase of carts has increased and will continue to grow as the existing carts have reached their 20-to-25-year lifespan. The delivery of carts has been an issue this past year and may continue with Covid. RECOMMENDATION It is recommended that Council approve the purchase of 500 additional green carts (plus parts/lids) that may take 3 to 6 months for delivery. The additional cost would be approximately $46,931 including net HST. BACKGROUND The request for a bulk order of carts is due to the unknown manufacturing and delivery time and efforts to ensure that we are providing good timely service to the public. We will stockpile and delivery and monitor accordingly. DISCUSSION Up until November 2020, we had been ordering 100 large carts per year. Every order we would also add 100 to 200 mini-bins and on average, every other year or two, we would also order 100 of the 40 lt. carts. In December 2020, we ordered 200 carts and those arrived around Feb/March of 2021. By June 2021, we “ordered” 200 more carts at an increased price of @ $83 per cart (also ordered extra parts/lids). That put that bill at $19,815 including net HST and the delivery delayed until November 2021. We are out of carts and people continue to wait and we have looked to others to borrow but nothing to date available. We have a waitlist close 120 carts as of September 20th. REPORT TO: Municipal Council SUBMITTED BY: Infrastructure and Operations DATE: October 7, 2021 SUBJECT: Request for Direction - Additional Green Carts ORIGIN: 2021-2022 Capital Budget 2 Request For Decision (RFQ MODC-T-2019-009) Due to the delivery times and the increased demand for replacement carts and/or repairs due to general wear and tear we need to increase the cart budget for the next few years. The plan is to budget and purchase 500 carts per year for the next few years then back down to 200 carts per year. Due to the increased demand and issues with delivery times we recommend ordering 500 additional carts now to carry us into the next fiscal year if possible. IMPLICATIONS Policy Procurement would follow P-04, Procurement Policy. Financial/Budgetary The capital budget for 2021-2022 included $15,000 including net HST from accumulated surpluses in Waste Collection and Disposal Area Rate. However, the delivery issues and increased costs in manufacturing has exceeded our budget to $19,815 including net HST (200 carts). In addition, it seems we have reached the 20-to-25-year life span of the existing green carts and demand is high. Over half of the 200 carts are already spoken for in September and we expect new carts to arrive in November 2021. The purchase of an additional 500 carts would be approximately $46,931 including net HST from operating reserves. We anticipate the bulk order will carry over into next fiscal year 2022/23. Strategic Plan 1. Maintain a high level of fiscal responsibility. 2. Continually improve public satisfaction with municipal services. 3. Ensure sufficient infrastructure is available to best serve our residents and businesses. Work Program Implications Increased staff time administering and delivering the green carts.