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HomeMy Public PortalAbout2021-12-16_Council_Website Agenda Package_Updated Dec 14, 2021 (2nd edition) Page 1 of 2 of Agenda Cover Page(s) MUNICIPAL COUNCIL AGENDA Thursday, December 16, 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 – December 9, 2021. 5. COMMITTEE REPORTS 5.1 Lunenburg County Seniors’ Safety Program – Councillor Connors. 6. PUBLIC PRESENTATIONS 7. MATTERS ARISING: 7.1 Information Update – Community Development & Recreation - Uniform Signage. 8. CORRESPONDENCE 8.1 Letter dated December 1, 2021 from Kelly Cove Salmon Ltd. regarding presentation at the November 10, 2021 Council meeting regarding Saddle Island noise. 9. NEW BUSINESS 9.1 Request for Decision – Community Development & Recreation – Appointment of Building Official, Jim Holt. 9.2 Request for Decision prepared December 7, 2021 – Community Development & Recreation – New Private Road Name Request – Scotch Cove Lane. 9.3 Request for Direction – Financial & Information Services – Update of the Private Street Improvement By-Law No. 72. 9.4 Request for Decision – Financial & Information Services – Tax adjustment due to fire. Page 2 of 2 10. IN CAMERA 10.1 In Camera as per Section 22(2)(a) of the Municipal Government Act – Acquisition, sale, lease, or security of municipal property – Countway Mosher Property. 11. ADJOURNMENT 404 MUNICIPALITY OF THE DISTRICT OF CHESTER Minutes of COUNCIL MEETING 151 King Street, Chester / Facebook Live, NS On Thursday, December 9, 2021 MEETING CALLED TO ORDER Warden Webber called the meeting to order at 9:03 a.m. Present: District 1 – Councillor Veinotte District 2 – Deputy Warden Shatford District 4 – Warden Webber District 5 – Councillor Assaff District 6 – Councillor Connors District 7 – Councillor Church District 3 – Councillor Wells Staff: Dan McDougall, CAO Tara Maguire, Deputy CAO Pamela Myra, Municipal Clerk Emily Lennox, Executive Secretary Jennifer Webber, Communications Officer Solicitor: Samuel Lamey, Municipal Solicitor APPROVAL OF AGENDA/ORDER OF BUSINESS  Item 5.3 – This will be dealt with at the December 16th meeting as Warden Webber’s notes are at the office.  In Camera – CAO – An information item regarding a land matter.  Committee Report – Councillor Veinotte – Region 6 update.  The Public Presentation by Community Wheels is deferred. 2021-458 MOVED by Councillor Assaff, SECONDED by Councillor Church the agenda and order of business for the December 9, 2021, Council meeting be approved as amended. ALL IN FAVOUR. MOTION CARRIED. PUBLIC INPUT There was no public input received. Council (continued) December 9, 2021 405 MINUTES OF PREVIOUS MEETINGS 4.1 Council – November 25, 2021. 2021-459 MOVED by Deputy Warden Shatford, SECONDED by Councillor Church the minutes of the November 25, 2021, Council meeting be approved as circulated. ALL IN FAVOUR. MOTION CARRIED. COMMITTEE REPORTS 5.1 Committee of the Whole – December 2, 2021 – Warden Webber. 2021-460 MOVED by Deputy Warden Shatford, SECONDED by Councillor Church that the motions from the December 2, 2021 meeting of the Committee of the Whole be approved as follows: 2021-452 – “… refer the amended Outdoor Fire By-Law No. 142 to Council for First Reading.” 2021-453 – “… the January 2022 meeting schedule for Committee of the Whole and Council be approved as follows:  Committee of the Whole – January 6, 2022 is cancelled (offices are closed the week before when the agenda would be put together).  Council – January 13, 2022.  Committee of the whole – January 20, 2022.  Council – January 27, 2022. ALL IN FAVOUR. MOTION CARRIED. 2021-454 – “… authorize an expenditure of up to $30,000 to replace three existing floats and add two additional floats/fingers for the 2022 boating season for the Chester Back Harbour Wharf.” 2021-455 – “… the Municipality contribute $75,000 towards the purchase of Birch Island (PID 60141041), conditional upon the $250,000 contribution from the Province and the $75,000 contribution from Mahone Island Conservation Association and that the purchase be completed before March 31, 2022.” Council (continued) December 9, 2021 406 ALL IN FAVOUR. MOTION CARRIED. 5.2 Nominating Committee – November 25, 2021 – Councillor Church. 2021-461 MOVED by Councillor Church, SECONDED by Deputy Warden Shatford the motion from the November 25, 2021 meeting of the Nominating Committee be approved as follows: 2021-448 – “… appointments of Councillors as well as the removal of appointments to the Victorian Order of Nurses and Maibec Community Liaison Committee and the removal of an alternate member of Council for the Chester Village Planning Advisory Committee: COMMITTEE/ORGANIZATION PUBLIC TERM MEMBER RECOMMENDATION Audit Committee 2 Years for Public Appointments All members of Council All Members of Council Sandra Dumaresq Sandra Dumaresq Heather McLeod Heather McLeod Building Code & Unsightly Premises Committee N/A Councillor Connors Councillor Connors Deputy Warden Shatford Deputy Warden Shatford Chester Municipal Planning Advisory Committee 2 Years for Public Appointments District 1 – Leslie Taylor District 1 – Leslie Taylor District 2 – Ross Shatford District 2 – Ross Shatford District 3 – Hugh Harper District 3 – Hugh Harper District 4 – Lee Harnish District 4 – Lee Harnish District 5 – Dennis Wood District 5 – Dennis Wood District 6 – Margeson Reeves District 6 – Margeson Reeves District 7 – Hassen Hammond District 7 – Hassen Hammond Councillor Church Councillor Church Councillor Assaff Councillor Assaff Council (continued) December 9, 2021 407 COMMITTEE/ORGANIZATION PUBLIC TERM MEMBER RECOMMENDATION Chester Village Planning Advisory Committee (continued next page) 2 Years for Public Appointments Carol Nauss Carol Nauss Ray Cambria Ray Cambria Sydney Dumaresq Sydney Dumaresq John Carroll John Carroll Village Comm – Nancy Hatch Village Comm – Nancy Hatch Councillor Barkhouse Councillor Wells Councillor Church REMOVE THIS APPOINTMENT Committee of the Whole N/A All members of Council All members of Council Equity, Diversity, and Inclusion Advisory Committee 2-Year and 3-Year Terms Lorraine Burch – 2 Year Term Lorraine Burch – 2 Year Term David Broome – 2 Year Term David Broome – 2 Year Term Joud Alouch – 2 Year Term Joud Alouch – 2 Year Term Robert Young – 3 Year Term Robert Young – 3 Year Term Shelley McCorriston – 3 Year Term Shelley McCorriston – 3 Year Term Carol Millett – 3 Year Term Carol Millett – 3 Year Term Council – Vacant Councillor Assaff Council - Vacant Councillor Connors Health and Wellbeing Committee Councillor Assaff Councillor Assaff Heritage Advisory Committee 1 Year Carol Nauss Carol Nauss Robert Young Robert Young Public – Vacant Public - Vacant Public – Vacant Council (continued) December 9, 2021 408 COMMITTEE/ORGANIZATION PUBLIC TERM MEMBER RECOMMENDATION Chester Municipal Heritage Society - Vacant Chester Municipal Heritage Society - Vacant Chester Municipal Heritage Society – Vacant Chester Municipal Heritage Society – Vacant Council – Vacant Deputy Warden Shatford Council – Vacant Councillor Assaff Landfill Citizens Monitoring Committee 2 Years for Public Appointments Brad Armstrong Brad Armstrong Herbert Fraser Herbert Fraser Robb Manuel Robb Manuel Robert Mitchell Robert Mitchell Councillor Church Councillor Church Councillor Barkhouse Councillor Veinotte Joint Building/Fire Inspection Services Steering Committee N/A Deputy Warden Shatford Deputy Warden Shatford Warden Webber Warden Webber Joint Fire Services Committee None Set Vacant Vacant Angela Jessome Angela Jessome Debra Bond Debra Bond Landfill Consultation Committee N/A Warden Webber Warden Webber RCMP Advisory Board (continued next page) 2 Years for Public Appointments Arthur Vardjas Arthur Vardjas Terri DeMont Terri DeMont Beverly Armstrong Beverly Armstrong Warden Webber Councillor Connors Councillor Connors Deputy Warden Shatford Deputy Warden Shatford Provincial Appointment Council (continued) December 9, 2021 409 COMMITTEE/ORGANIZATION PUBLIC TERM MEMBER RECOMMENDATION Recreation & Parks Committee 3 Years for Public Appointments (No more than 2 consecutive terms) District 1 – Leslie Taylor 2nd Term District 1 – Leslie Taylor 2nd Term District 2 – Suzanne Brown 2nd Term District 2 – Suzanne Brown 2nd Term District 3 – Brad Armstrong 2nd Term District 3 – Brad Armstrong 2nd Term District 4 – Olivia Corkum 1st Term District 4 – Olivia Corkum 1st Term District 5 – Ross Shatford 1st Term District 5 – Ross Shatford 1st Term District 6 – Patricia Bates 1st Term District 6 – Patricia Bates 1st Term District 7 – Sandy Kaizer 1st Term District 7 – Sandy Kaizer 1st Term Councillor Veinotte Councillor Church Alternate - Councillor Barkhouse Councillor Wells Sherbrooke Lake Park Advisory Committee (2017- 529/540) 3 Years for Public Appointments Hugh Harper Hugh Harper Heather Dyment Heather Dyment Councillor Connors Councillor Connors Water Quality Monitoring Committee 2 Years Aspotogan Heritage Trust – Kathy Gamache Aspotogan Heritage Trust – Kathy Gamache Municipal AAC – Chairperson Municipal AAC – Chairperson Fox Point Lake Owners Association – John McNeil Fox Point Lake Owners Association – John McNeil Council (continued) December 9, 2021 410 COMMITTEE/ORGANIZATION PUBLIC TERM MEMBER RECOMMENDATION Aspotogan Developments – Ged Stonehouse Aspotogan Developments – Ged Stonehouse Technical Consultant – Amina Stoddard Technical Consultant – Amina Stoddard Deputy Warden Shatford Deputy Warden Shatford REPRESENTATIVES TO OTHER BODIES Church Memorial Park Trustees 1 Year Councillor Church Councillor Church Community Use of Schools – ACES 1 Year Councillor Connors Councillor Connors Warden Webber Warden Webber Deputy Warden Shatford Deputy Warden Shatford Community Use of Schools – FHCS 1 Year Councillor Connors Councillor Connors Warden Webber Warden Webber Councillor Assaff Councillor Assaff Fences and Arbitration Committee 1 Year Gene Seaboyer Gene Seaboyer Deputy CAO Deputy CAO Alternate: CAO Alternate: CAO Lunenburg County Accessibility Advisory Committee 1 Year Councillor Barkhouse Councillor Assaff Alternate: Councillor Assaff Councillor Wells Lunenburg County Seniors’ Safety Program 1 Year Councillor Connors Councillor Connors Maibec Community Liaison Committee Member (formerly Louisiana Pacific) 1 Year Councillor Veinotte REMOVE THIS FROM THE LISTING Council (continued) December 9, 2021 411 COMMITTEE/ORGANIZATION PUBLIC TERM MEMBER RECOMMENDATION Region 6 Solid Waste Management Committee 1 Year Councillor Veinotte Councillor Veinotte Regional Emergency Measures (REMO) 1 Year Warden Warden Deputy Warden Deputy Warden CAO/Deputy CAO CAO/Deputy CAO Alternate: Councillor Barkhouse Councillor Wells South Shore Housing Action Coalition 1 Year Councillor Assaff Councillor Assaff South Shore Regional Library Board 1 Year Councillor Connors Councillor Connors South West Regional Community Advisory Board (formerly Flight Engineering) 1 Year Councillor Assaff Councillor Assaff Western Regional Crown Land Stakeholder Interaction Committee 1 Year Councillor Barkhouse Councillor Veinotte Western Regional Housing Authority 3 Years David Murdoch David Murdoch Victorian Order of Nurses 1 Year Councillor Connors REMOVE FROM LISTING Zoe Valle Library Municipal Trustee 1 Year Councillor Barkhouse Councillor Wells ALL IN FAVOUR. MOTION CARRIED. 5.3 Mayors/Wardens Meeting Update – Warden Webber. This was deferred to the December 16, 2021 Council meeting. 5.4 Region 6 – Councillor Veinotte. Council (continued) December 9, 2021 412 Councillor Veinotte indicated that at the December 3, 2021 meeting Sustane was present to provide an overview on their operations. They also described some of the challenges they are facing with the variety of waste they are dealing with and sorting issues. They are still optimistic but vague on the timelines. He expects they will come to see Council soon. The budget for 2022/23 was approved by the Region 6 Intermunicipal Committee and that will come to Council soon. Councillor Veinotte outlined the history and mandate of Region 6 for Councillor Wells. 5.5 South Shore Housing Action Coalition – Councillor Assaff. Councillor Assaff reviewed the meeting held on December 1st noting that there may be a housing pilot project taking place in Bridgewater. As well, the Coalition will be inviting the three MLAs to an upcoming meeting to discuss accessible housing in the near future to bring them up to date on what is taking place and how they may help. It is also anticipated that they will hear from the provincial government when there may be funding available. It was acknowledged that municipalities have not traditionally been involved in housing but, from what he’s been hearing, they do want to have some involvement. PUBLIC PRESENTATIONS Due to weather, the Community Wheels presentation has been rescheduled to a later date. MATTERS ARISING 7.1 Information Report prepared November 29, 2021 regarding Extension of Winter Sidewalk Maintenance Service Contracts. Christa Rafuse, Director of Infrastructure & Operations reviewed the information included in the Information Report prepared November 29, 2021 regarding sidewalk maintenance on the 4.5 km of sidewalks in the Municipality. She noted that due to resources, the call for snow maintenance services has been delayed but staff has secured the current contractor for another season. She noted that the item of concern currently is plowing at the roundabout in Marriotts Cove. The roundabout sidewalks were cleared last season; however, it is not something that was in the contract. It was noted that the cost would be $10,125 for the year. Council (continued) December 9, 2021 413 A lengthy discussion was held with regard to the Municipality becoming responsible for sidewalks installed by the province or property owners. It was agreed that the Municipality should be involved in discussions and agree to maintaining sidewalks if they are being put in and not advised after the fact. It was suggested that it be determined whether or not the sidewalks at the roundabout are beneficial for the community; do the residents use the sidewalks to go to the trails or walking? Concern was voiced regarding potential maintenance costs if the sidewalks deteriorate. Council did not want to be responsible for something built by someone else. Snow maintenance is a possibility but accepting the liability for something constructed by someone else without the Municipality’s involvement was not something Council wanted to do. The CAO indicated he would not be optimistic that the Province would accept responsibility of sidewalk clearing. They would be mindful of setting a precedence for other counties and they don’t likely have the required equipment because municipalities plow sidewalks. However, they can be asked formally. Councillor Veinotte indicated his interest in how much the sidewalks are used by the residents. If Councillor Church felt that the people in the area are using the sidewalk then he would be inclined to support the plowing. Councillor Church agreed to contact some area groups and residents to get some feedback. The COA noted that it was also important to provide information on a 10-20 m section of sidewalk that was constructed privately on Regent Street. The Municipality was not consulted although he understands the property owner had a discussion with the province and permission was received from the province. We were not involved in the discussion. Concern was noted about the expectation that the Municipality will maintain sidewalks. Following discussion, it was agreed that a policy on sidewalks was needed to make it clear. The Solicitor suggested what might be important is to ask if the sidewalk serves a useful public function, i.e., the sidewalk in front of Our Health Centre was a private construction but Council agreed that it had a useful purpose and took over maintenance. There may be a policy that can be considered that included whether a sidewalk, built to municipal standards, that connects to an existing sidewalk system could be built with the consultation of the Municipality – before it is accepted by the Municipality for maintenance. It was noted that the public good would need to be included in policy; so that the Municipality isn’t inundated with sections of sidewalk at various locations. Warden Webber noted that Council (continued) December 9, 2021 414 provincial sidewalks are one thing, but there does need to be some policy with regard to private sector construction. 2021-462 MOVED by Councillor Church, SECONDED by Councillor Veinotte that the Municipality clear the sidewalks at the roundabout constructed in Marriotts Cove by the NS Department of Public Works; however, because the Municipality did not construct the sidewalks, the Department of Public Works will be advised that the Municipality will not accept responsibility for long term maintenance. As well, staff are directed to draft a sidewalk policy that will deal with sidewalks constructed by people or entities other than the Municipality. The property owner who constructed a sidewalk on Regent Street will be advised that it is not the Municipality’s intention to plow or maintain the sidewalk they constructed. ALL IN FAVOUR. MOTION CARRIED. 7.2 First Reading – Outdoor Fire By-Law #142 – amendment in section 4.3 for Chester outer fire control area as per the direction of Council on November 25, 2021. 2021-463 MOVED by Councillor Assaff, SECONDED by Deputy Warden Shatford that Council conduct First Reading of the Outdoor Fire By-Law #142 and refer to Second reading following the required advertisement. ALL IN FAVOUR. MOTION CARRIED. CORRESPONDENCE 8.1 Correspondence dated November 30, 2021 from Minister of Municipal Affairs and Housing John Lohr regarding the establishment of a Code of Conduct Working Group for Municipalities and Villages. If any Councillors are interested, they were directed to contact Municipal Affairs directly. 8.2 Correspondence dated November 29, 2021 from Lunenburg County Seniors’ Safety Partnership Society to Honourable Barbara Adams, Minister of Seniors and Long Term Care regarding funding for Seniors’ Safety Program. 2021-464 MOVED by Councillor Connors, SECONDED by Councillor Assaff that Council direct staff to prepare a letter to the Province indicating support for the increase in funding to Seniors’ Safety Program. ALL IN FAVOUR. MOTION CARRIED. Council (continued) December 9, 2021 415 NEW BUSINESS 9.1 District Council Grant Request: a. District 4 - Forest Heights Community School – Christmas Dinner and Artwork - $1,000. 2021-465 MOVED by Councillor Assaff, SECONDED by Deputy Warden Shatford that Council approve a District 4 Council Grant in the amount of $1,000 for Forest Heights Community School (Christmas Dinner and Artwork). ALL IN FAVOUR. MOTION CARRIED. 9.2 Request for Decision prepared November 3, 2021 – Community Development Recreation - Designated Community Fund Grant Request: a. Chester Basin Volunteer Fire Department - $100. 2021-466 MOVED by Councillor Assaff, SECONDED by Deputy Warden Shatford that Council approve a Designated Community Fund Grant Request in the amount of $100 for the Chester Basin Volunteer Fire Department. ALL IN FAVOUR. MOTION CARRIED. A break was held from 9:43 a.m. to 9:56 a.m. IN CAMERA 10.1 Section 22(2)(a) of the Municipal Government Act – Acquisition, sale, lease, and security of municipal property – Kaizer Meadow Property; and Legal. 2021-467 MOVED by Deputy Warden Shatford SECONDED by Councillor Assaff the meeting convene “In Camera” as per Section 22(2)(a) of the Municipal Government Act – Acquisition, sale, lease, and security of municipal property – Kaizer Meadow Property. ALL IN FAVOUR. MOTION CARRIED. Following a brief meeting held “In Camera” the meeting reconvened with all members present. ADJOURNMENT 2021-468 MOVED by Councillor Assaff, SECONDED by Deputy Warden Shatford the meeting adjourn. (10:41 a.m.) ___________________________ ___________________________ Allen Webber Pamela Myra Warden Municipal Clerk Lunenburg County Seniors’ Safety Program Monthly Report - November 2021 Report prepared: December 7th, 2021 The LCSSP is a free confidential community-based non-profit service that works collaboratively with BPS, RCMP, and many community partners to help address the safety concerns of older adults (55 years of age+), residing in Lunenburg County. Service is provided through awareness campaigns, advocacy, community outreach projects, educational programs, community presentations and one to one service. Nature of Referrals November Service in Municipal Units November Supports needed 63 MODC 21% Reported elder abuse 19 MODL 36% Driving decisions/transportation 4 Mahone Bay 5% Personal safety 10 Lunenburg 5% Health & wellness 52 Bridgewater 32% Supports needed – hoarding 9 Other/Unknown 1% Precarious housing concerns 38 Data to Date November Assistance with forms/applications 13 Total # of clients 121 Financial management/hardship 9 # of new referrals 23 Reported scams/fraud 4 # of clients receiving service 79 Housing repair 4 # of home visits/door step visits 22 Reported domestic violence risk 4 # of closed files 42 Legal issues 4 Equipment needs 3 Need of financial trustee 4 Social isolation and loneliness 1 LCSSP UPDATES: • 2/11/21 – Last class of the Flourish – LCSSP Seniors’ Safety Academy was held. Thank you to the many participants and presenters. • 2/11/21 – LCSSP Coordinators presented to members of Saint Vincent de Paul Society. • Senior Friendly ProgramTM on-site check-ins were carried out with two local organizations, the new MODL building (10/11/21) and the Bridgewater United Church (15/11/21). • 24/11/31 – LCSSPS presented to the Board of the Health Services Foundation of the South Shore • Nov. LCSSP LAC focus – Adult Capacity & Decision-Making Act & the Protection of Persons in Care Act. • LCSSP - P2P Digital Literacy for Lunenburg County –New Horizons grant project ongoing. This project has been especially helpful for those in rural communities without access to technology. • 23/11/21 - SSC’s attended Aging Well Together (AWT) Coalition meeting. • Seniors’ Legal Navigator Phase 2, Law Foundation of NS grant application has been submitted. • LCSSP helped to connect 40 older adults with Secret Santa programs and the Flourish Giving Tree! LCSSP CLIENT EMERGENCY CONTINGENCY FUND (CECF) REPORT: The CECF continues to serve the community in partnership with other organizations to help mitigate risk for seniors experiencing financial hardship. Clothing and necessities for someone being taken into care, housecleaning to reduce fire hazard and transportation costs were supported during this period of reporting ($39.07). The November 30th, 2021 balance is: $474.68. ‘Thank you to all Lunenburg County Seniors’ Safety Program supporters. We couldn’t do what we do without you.’ REQUEST FOR DIRECTION REPORT TO: Municipal Council MEETING DATE: December 16, 2021 DEPARTMENT: Community Development & Recreation SUBJECT: Uniform Advertising Signage By-law & Program ORIGIN: Council Motion 2019-034 Date: November 20, 2021 Prepared by: Emily Statton, Planner Date: November 26, 2021 Reviewed by: Garth Sturtevant, Senior Planner Date: December 10, 2021 Authorized by: Tara Maguire, Deputy CAO RECOMMENDED MOTION/ACTION For discussion and confirmation on the Uniform Advertising Signage Bylaw implementation plan. CURRENT SITUATION Council gave the bylaw second reading on October 14th, 2021, and is now awaiting Municipal Affairs review and approval. Once the bylaw is approved, an ad will appear in the paper giving notice of the bylaw being in effect. Once the bylaw is officially in effect, staff can begin the implementation process. BACKGROUND Conversations on lack of enforcement for advertising signage began in 2017 resulting in Council directing staff to provide options for a uniform signage policy. Fast forward to 2021, staff provided a final document of the Uniform Advertising Signage Bylaw and Program to pilot at exit 6 along Highway 3, with review and approval from Nova Scotia Public Works (formerly NSTAT). During this time staff have conducted various reports, legal review, workshops, business engagement and many reviews by Council & Nova Scotia Public Works. The document has received 1st and 2nd reading(s) with the required minimum 14 days between readings (this timeline included an ad in the paper as well as a section within the Municipal Newsletter to inform residents about the upcoming changes). The document is in the process of being submitted to Municipal Affairs for final review. Staff conducted a site visit this past spring (2020) and compiled a list of existing signs and contacted the owners via letter mail regarding the upcoming by-law & program and what to expect. The By-law notes that staff shall begin contacting business owners via letter for a minimum of two weeks before the sign(s) will be removed, however, staff will work with businesses well in advance. After this waiting period staff is to administer the removal of illegal signage. Staff completed a second site visit this fall (2021) and GPS-ed potential sign locations in preparation for installation of sign structures. DISCUSSION Administration of Signs Planning staff have been in communication with all related internal departments involved with the bylaw (Infrastructure & Operations, Community Development, Economic Development, and Finance and Information Services (GPS)) regarding the bylaw progression on implementation roll out. The application process has been reviewed by staff and is ready for administration. Within the By-law the CAO, or their designate, will act as the Registrar of signs. The responsibility of the Registrar includes issuing, refusing, or revoking permission to install R e q u e s t f o r D i r e c t i o n P a g e | 2 uniform signage. This roll has been designated to the Development & Planning Technician who will handle application submissions and any program-related inquiries from business owners. Final Sign Locations Staff conducted a site visit (Fall 2021) and GPS-ed each potential sign location. The locations of the signs are shown in Figure 1 below. Staff will need to apply for a ‘work within TIR right-of-way’ before beginning installation of each sign. Figure 1 Map of potential sign structure locations The location of each sign structure was chosen based on staff assessment from multiple departments, regarding ditch size & elevation, ability to install the telespar (option to add a sleeve for aesthetics) sign structure, distance from intersections (following bylaw requirements), visibility and distance from homes, and sightlines for residents. R e q u e s t f o r D i r e c t i o n P a g e | 3 Figure 2 Site visit to evaluate and GPS sign structure locations Sign Design The sign structure example has been shown in previous reports with the Municipal logo (below in Figure 3). The use of the Municipal logo was discussed internally and sought to be the most visually appealing option for branding. Figure 3 Sign example with MODC logo R e q u e s t f o r D i r e c t i o n P a g e | 4 Timeline Implementation of the By-Law and Program is anticipated for the Spring of 2022, as installing signage in the winter isn’t ideal for municipal staff or tourism businesses. Staff anticipate an initial installation of two signs (one for each direction) and have two other sign structures ordered and waiting. To build momentum for the program, these initial signs will each have an advertisement sign saying, “if you want your business name on this sign call …”. Once staff start to accept applications, there will be a good sense of demand and staff can order signs as the requests come in. It would be good to have at least one spare sign in inventory at all times depending on demand. Letters to business owners can be sent out once the timeline is established. This timeline for roll out of the pilot program will hinge on approval from Municipal Affairs. Realistically the removal of ‘illegal’ (those that do not comply with the By-law) signs and installation of new uniform sign structures should happen relatively close in time, so businesses have optimal advertising. Staff recommends this happens early Spring post-frost (likely March). OPTIONS 1) Direct staff to proceed with the Uniform Signage implementation plan as outlined. Staff will provide a more detailed timeline for issuance of letters and removal of signage once approval is received from Municipal Affairs. 2) Suggest changes to the Uniform Signage implementation plan. IMPLICATIONS By-Law/Policy N/A Financial/budgetary The costs established within the draft Uniform Advertising Signage By-law for the construction, installation, and maintenance of uniform signage will generally be recouped by the Municipality over the course of approximately a six-year period (calculated as a function of three (4) signs posted on a structure that are each renewed over the course of five (5) additional years). The sign structures are estimated (prices from early 2021) to cost $267.14 (per post plus shipping) and $438.90 for 4 business signs and the 1 half-moon sign located at the top of the structure (approximately $974 per structure plus estimated shipping). As stated in the Program businesses are to pay $150 per business sign, with a $40 annual fee for the following years. This is under a working assumption that there will be no sign-altering damage occurring over time (ie. a tree falling due to storm). The fee schedule is stated in the Program. Environmental N/A Strategic Priorities The Uniform Advertising Signage will assist the Municipality in advancing the following Priority Outcomes of the 2021-24 Strategic Priorities Framework: Priority Outcomes: Economic Development R e q u e s t f o r D i r e c t i o n P a g e | 5 1. Partner in the development of infrastructure and opportunities for business development and attraction. 2. Promote and grow the Municipality’s economic sectors. 3. Position the Municipality as Nova Scotia’s south shore community of choice for residents, businesses, and organizations, and as an international tourism destination. Priority Outcomes: Governance & Engagement 1. Ensure municipal service delivery is efficient and effective, communicated and accessible. Priority Outcomes: Infrastructure & Service Delivery 1. Create efficiencies through innovative service delivery, and proactive maintenance and operations of existing infrastructure. 2. Plan for and create infrastructure that improves the connectivity of roads, multi-use trails, natural assets, and facilities as part of an active transportation network. Work Program Implications Based on the current level of capacity, the Infrastructure and Operations Department can administer the removal of illegal signage in addition to supply and install of signage at Exit 6. However, the level of service provided will determine how the department is able to facilitate the program. Additional resources may be required if the program is expanded throughout the Municipality. The administration of applications for uniform signage will also have implications on the Staff Work Program. The responsibility of the Registrar includes issuing, refusing, or revoking permission to install uniform signage which will be in the authority of the Development & Planning Technician and related planning staff. Has Legal review been completed? _X_ Yes _ _ No __ N/A COMMUNICATIONS (INTERNAL/EXTERNAL) All outreach up to the date of second hearing has been noted above. Moving forward, staff will be reaching out to currently erected sign owners as well as business owners in the area. ATTACHMENTS Learn more about our family of companies at cookeseafood.com December 1, 2021 Tara Maguire Deputy CAO Municipality of Chester 151 King Street P O Box 369 Chester, NS B0J 1J0 Dear Ms. Maguire, It has been brought to our attention that a public presentation was made by Mr. Chris Stackhouse, Mr. John MacDonald, and Mr. Tim Smith at the Municipality of The District of Chester Council Meeting on November 10, 2021, regarding Saddle Island noise. Like all working waterfronts in Nova Scotia where fisheries and aquaculture take place, the Bayswater community can expect to see vessel operations in the area as required under our farm management plan. As a local food production business there will be sound associated with the salmon farming. In early October, following a visit by our staff to his home, Mr. Stackhouse sent us a message indicating that many of his neighbours adjacent to the Saddle Island facility appreciate our continuing efforts to silence the feeding and cleaning equipment. As such, we were surprised to learn about this presentation to Council, and wish to share some information about this site and our operating practices in Nova Scotia: • Kelly Cove Salmon Ltd. has been operating the Saddle Island Bayswater finfish aquaculture farm (#1006) in Aspotogan since 2001. It was owned by Eskasoni First Nation prior and has been in operation since the mid 90’s. At one point the site held 24 cages and over 600,000 fish. We have since lowered the number of fish grown on site and reduced the number of cages to six. 2 • Our net wash vessel only visited the Saddle Island farm twice in 2021 for a total of four days. In response to residents’ concerns, we modified the vessel which resulted in a 15% decrease in ambient noise during operations. The vessel did not exceed noise standards before the modifications were completed. In September we exchanged the generator on site for a quieter model and decommissioned the supplemental oxygen system for the season in mid-November. • Our Saddle Island Bayswater finfish aquaculture farm (#1006) is operated within the Government of Canada CCOHS (Canadian Center for Occupational Health & Safety) guidelines. We also follow municipal guidelines if they are available in the area where we operate. • The Saddle Island farm has undergone annual environmental performance monitoring and audits and has met environmental regulatory requirements set out by the Provincial Government. Kelly Cove Salmon Ltd. has fully participated in the Environmental Monitoring Program (EMP) as set out by the Aquaculture Management Regulations. • Several of Kelly Cove Salmon Ltd.’s salmon farming sites have recently had licenses and leases renewed by government regulators after years of scientific review, recognizing our strong environmental performance and best aquaculture practices. We take great care to follow provincial and federal regulations and have our practices independently audited. The draft Municipality of The District of Chester Council Meeting minutes of November 10, 2021, note that the group expressed concerns about an expansion of the farm site. Our Saddle Island farm application to the Aquaculture Review Board is for a site boundary amendment required by the Department of Fisheries and Aquaculture to accommodate the existing moorings and equipment only, not an increase in salmon production through expansion. While the application is in the review stage by the Department, the full documentation can be read here: https://novascotia.ca/fish/aquaculture/KCS_1006.pdf I will take this opportunity to point out that there is a significant amount of disinformation about finfish aquaculture and our operations being spread by groups like The Healthy Bays Network, The Ecology Action Centre and other individuals. All forms of Nova Scotian aquaculture are based on science, follow best practices, are regulated by governments, maintain a focus on responsible food production, create jobs in coastal communities and keep the carbon footprint of food production low. At Kelly Cove and Cooke Aquaculture we work each day to produce a sustainable food source for our communities. For over 35 years, we have been working to improve and advance our industry with the help of our key partners in science, engineering, and sustainable development. Watch this video to learn more about what we do: https://youtu.be/IgutL6Ky9DE. 3 We have established Community Liaison Committees (CLC) in the communities where we operate to engage two-way education and dialogue, and to ensure ongoing, open lines of communication. These committees include representation from municipal government, the local business community, and interested citizens, and this forum a valuable way to share useful information and ideas. We would welcome a representative from the Municipality of The District of Chester on a Saddle Island CLC. As a final note, we are hiring in the Municipality of The District of Chester with good pay, health benefits, a retirement savings plan and a real opportunity to grow. Job seekers can view the full list of our Nova Scotia jobs and apply online at MyCookeCareer.com or visit @MyCookeCareer on Facebook. Please contact me anytime should you have any questions. We would also welcome the opportunity to present information and/or host a farm site tour for Council. We look forward to hearing from you. Sincerely, Joel Richardson Vice President Public Relations Cooke Aquaculture Inc. / for Kelly Cove Salmon Ltd. 40 Wellington Row, Saint John, NB, Canada E2L 3H3 (506) 694-4939 office / (506) 721-1093 mobile Joel.Richardson@cookeaqua.com Cc: Allen Webber, Warden Andre Veinotte, Councillor, District 1 Floyd Shatford, Deputy Warden, District 2 Derek Wells, Councillor, District 3 Abdella Assaff, Councillor, District 4 Tina Connors, Councillor, District 5 Sharon Church, Councillor, District 6 Dan McDougall, CAO MP Rick Perkins, South Shore-St. Margaret’s Hon. Steve Craig, Department of Fisheries and Aquaculture MLA Danielle Barkhouse, Chester-St. Margaret’s April Howe, Deputy Minister, Department of Fisheries and Aquaculture Bruce Hancock, Executive Director, Department of Fisheries and Aquaculture Jeff Nickerson, NS Business Development Manager, Kelly Cove Salmon Ltd. Att: Municipality of The District of Chester Council Meeting minutes Nov. 10, 2021 Council (continued) November 10, 2021 374 Chad Haughn, Director of Community Development and Recreation was present to review the Quarterly Report for the April 1 to September 30 period. He reviewed the highlights listed in the material. There was discussion regarding staffing and the increase in services required, i.e., zoning throughout the Municipality, an increase in development and building inquiries and permits as well as the sale of services to other Municipalities. Councillor Veinotte stated that it looks as though the Halifax side of the Municipality has the most increase in development activity and he anticipates more. There were other comments/questions on community use schools, trails, volunteers, fundraising, and staffing impacts. PUBLIC PRESENTATIONS 6.1 Chris Stackhouse, John MacDonald, and Tim Smith regarding Saddle Island noise. (Appointment at 9:15 a.m.) Chris Stackhouse, John MacDonald, and Tim Smith were in attendance to provide information to Council on the noise generated by the Saddle Island fish facility. Noise samples were also provided -noise generated from pressure washing of the nets, feeders, aerators, generators, and support vessels that come and go to do servicing of equipment. The group provided input on the following: •Mr. Stackhouse lives approximately 700 m from the pens (100 m back from Highway 329); he cannot see the pens as there are trees there, but he certainly does hear them. •The trees act as a sound barrier for the ocean but not the fish farm noises. •The noise sometimes goes from dawn until dusk. •They often leave their property to get away from the noise. •They have been visited by Cooke Aquaculture who say they are within the guidelines and regulations set out by Department of Fisheries and the Municipality's by-laws. •Sound recordings were played. •Information on sound frequency and effect on wellbeing. •Acknowledgement that Council has no jurisdiction over aquaculture but why no dialogue between the Municipality and the Department of Fisheries and Aquaculture (DFA) regarding operations offshore? •Noise By-Law amendment -this would only apply to new operations and not current operations. •Concern about an expansion (application has been ongoing for five years and still not approved) and the number of fish and area of operation. Council (continued) November 10, 2021 •This has been the worst year they have experienced with regard to noise. •A larger operation with more fish will require more aeration -noise. 375 •The view will get worse, and noise will increase -this area is part of the Lighthouse Route - this type of industry will be detrimental to the environment and tourism. •Hope that the Municipality would support the community's concerns at the upcoming agriculture review board and that someone could represent them at the process to stop the expansion and shrink it back to what it was •They would also like to see some changes to the Noise By-Law to further restrict the ability of fish farm expansion. They understand that industries come/go but there is no reason why this shouldn't be encouraged to come ashore as a land based facility. •They would also like to know that the Municipality is working with the government to allocate land to allow Cooke's to establish themselves on land and return to the bay to a more natural environment. •There are other fish farms that are inland and recommended that Council visit that facility. •Companies need to stop treating the environment and ocean as a toilet. •This type of industry does not fit with the values of the environment -the farm is less than 1 km from the most important beach in the Municipality. The Deputy CAO outlined the information received from DFA -they have broad requirements in fish farm management plan but not any specific thresholds are put in there. They are in process of reviewing policies to have some enforceable thresholds and any excessive noise complaints can be forwarded to them. Counc�or Veinotte noted that when he was going door to door, he didn't meet anyone in the communitt in favour of the fish farm. From that perspective, he is supporting the presentation as echoing the sentiments of the people in the community. If there was to be legislation created, it would need to be such that it did not prohibit meaningful employment. He referred to Maibec that creates meaningful employment and noted that they have a community liaison committee that meets regularly and does a good job in communicating with the community. It was noted that Council had sent a letter to the province stating that they are not in favour of fish farms. Mr. Stackhouse asked if the letter they sent would be part of the public record, and Warden Webber noted that it has been included online as part of the agenda package. 6.2 Michael Graves, United Way of Lunenburg County, regarding transportation options to the South Shore. (Appointment at 9:30 a.m.) Council (continued) November 10, 2021 376 Michael Graves, United Way of Lunenburg County, was present to promote the regional transit service. He reviewed the information included in the presentation. It was agreed that information on the transportation service would be included in the Municipal newsletter (the Communications Officer will be advised) and the schedule can be available at the offices. Councillor Connors suggested the Municipality include information on the program in community newsletters, i.e., Aspotogan Heritage Trust, ARA, and the New Ross Family Resource newsletters. Mr. Graves also noted that the Coats for Kids program is underway, and any support would be very helpful. Councillor Connors noted that the United Way has been very helpful to the Seniors Safety program, and she wanted to thank the organization for that assistance. She also noted that there may be an increase in the financial ask from the Seniors Safety Program for the next budget year. Mr. Graves noted that 22% of seniors in this County live in poverty and also noted that any support would be appreciated. A break was held from 10:15 a.m. to 10:28 a.m. 7.1 Request for Decision/Direction prepared October 1, 2021 – Corporate & Strategic Management – Saddle Island Noise (from September 9, 2021, Council Meeting). Tara Maguire, Deputy CAO reviewed the RFD prepared October 1, 2021 – Corporate & Strategic Management – Saddle Island Noise noting that the current Noise By-Law is not very comprehensive and only certain types of noises are addressed. Generators are not specifically included but included in construction equipment. She noted that the equipment must be not functioning properly or happening outside of hours noted for the by-law to apply. She also noted that Section 4(2) indicates the noise must be coming from real property in the Municipality and when this was discussed with the Solicitor, it was noted that it could be a jurisdictional issue because the noise is created offshore. Considerations would be whether to apply the by-law when property is offshore and noise coming from “on the water”. She also spoke with the Aquaculture Division at the NS Department of Fisheries and Aquaculture. They do expect operations to comply with industry best practices, but they are looking at putting regulations into their plans. In this instance they did make sure it was passed on to enforcement officials to follow up. Issues noted were whether or not the Municipality has jurisdiction, how a change could affect other businesses, time restriction of 11 pm to 7 am, types of equipment, etc. For future siting and expansions, how is noise considered? For example, the residents are concerned it means REQUEST FOR DECISION REPORT TO: Municipal Council MEETING DATE: December 16, 2021 DEPARTMENT: Community Development & Recreation SUBJECT: Appointment of Building Official ORIGIN: Hiring of Casual Building Official Date: December 7, 2021 Prepared by: Chad Haughn Date: Reviewed by: Date: December 7, 2021 Authorized by: Dan McDougall RECOMMENDED MOTION It is recommended that Council appoint James (Jim) Holt as Building Official and Special Constable for the Municipality of Chester to administer and enforce the Municipality of Chester Building Bylaw and the Nova Scotia Building Code Act and Regulations. CURRENT SITUATION The Community Development & Recreation Department has hired a Casual Part-time Building Official, Jim Holt, to ensure that Building Services can respond in a timely manner to inspection requests. Building officials are required to be appointed by Council prior to carrying out the duties of that position. BACKGROUND In June 2021, Building Official Erin Schurman-Kolb ended her employment with the Municipality and since that time, the Municipality has been operating short staffed. The combination of reduced Building Official staff with high demand for inspections has created pressure on our single Building Official and has also resulted in some increased wait times for inspections to be booked and carried out. DISCUSSION Jim Holt is a retired Level 1 Building Official. It is anticipated that Jim will work 1 - 2 days per week which meets the hours Jim is interested to work and at the same time provides valuable hours that will help offset the Municipalities need to provide timely inspections. Orientation and training are taking place immediately and once appointed by Council, inspections can be conducted. OPTIONS 1. Appoint Jim Holt as Building Official for the Municipality of Chester. 2. Do not appoint Jim Holt as Building Official and request additional information from staff. IMPLICATIONS By-Law/Policy Appointment of the Building Official is directly related to the enforcement of the Municipal Building Bylaw. R e q u e s t f o r D e c i s i o n P a g e | 2 Financial/budgetary The Municipality has had a Building Official staff vacancy since June, therefore, based on the salary savings from June to November, hiring a causal part-time staff will not result in an over expenditure in the budgeted salaries for the fiscal year 2021-22. At the time a full time building official is hired, the Casual position will be re- evaluated. Environmental NA Strategic Priorities Appointing a Casual Building Official will assist the Municipality in advancing the following Priority Outcomes of the 2021-24 Strategic Priorities Framework: Priority Outcomes: Governance & Engagement Ensure municipal service delivery is efficient and effective, communicated and accessible. Work Program Implications Having a Casual Building Official to assist with building inspections will allow staff to improve inspection services responsiveness to inspection requests from developers and builders. Has Legal review been completed? ___ Yes _ X_ No __ N/A ATTACHMENTS NA REQUEST FOR DECISION REPORT TO: Municipal Council MEETING DATE: DEPARTMENT: Community Development & Recreation Dept. SUBJECT: New Road Name Assignment ORIGIN: New Private Road Name Request Date: December 7, 2021 Prepared by: Sylvia Dixon, Development & Planning Technician Date: December 8, 2021 Reviewed by: Chad Haughn, Director of CDRD Date: December 8, 2021 Authorized by: Dan McDougall, CAO RECOMMENDED MOTION It is recommended that Municipal Council approve the proposed private road name Scotch Cove Lane. CURRENT SITUATION A private right-of-way accessed off of Scotch Cove Road in East Chester (map attached) that will provide access for a future development of three or more addressable structures requires a name. The landowners have proposed the road name of Scotch Cove Lane. BACKGROUND When there are three or more addressable structures using an unnamed shared right-of-way/driveway, the Nova Scotia Civic Address Users Guide states that this point of access must be named. According to P-44, the road name is suggested following a majority agreement (66%) from the landowners that are served by the shared right-of-way. In this instance, the property owners have proposed the road name of Scotch Cove Lane as their first choice. The proposed name was suggested by a majority of the property owners, representing 85.7% of the properties. One property owner for a vacant lot has not responded. DISCUSSION Scotch Cove Lane would be a unique road name in the Municipality of Chester and Nova Scotia. It is of note that the proposed new road name is similar to the road it is accessed from, Scotch Cove Road. Comments received for Scotch Cove Lane - District 1 Councillor – Councillor Andre Veinotte: no objection with the proposed name. - Municipal Engineer – Christa Rafuse: no objection with the proposed name. - Chester Area Fire Dept. – Fire Chief Hiltz: no major concerns, but potential for confusion with the proposed name and the access road. “I’d relate these to Walker Rd and Walker Cut in the back harbour. Historically they caused confusion which modern mapping has helped curve. No major concerns but, there is always potential for confusion and delayed arrival.” A road prefix, such as lower or south, may help differentiate between Scotch Cove Road and the proposed new private road name of Scotch Cove Lane. R e q u e s t f o r D e c i s i o n P a g e | 2 OPTIONS 1. Municipal Council can approve the road name Scotch Cove Lane. 2. Municipal Council can decide not to approve the name and direct staff to assign a name of Council’s choosing. IMPLICATIONS By-Law/Policy Policy P-44 – New Road Names and Road Name Changes. Financial/budgetary A new road sign (with accessory materials) will be purchased and posted by the Infrastructure & Operations Department. Environmental N/A Strategic Priorities N/A Work Program Implications N/A Has Legal review been completed? N/A COMMUNICATIONS (INTERNAL/EXTERNAL) N/A ATTACHMENTS 1. Petition Received 2. Location Map 38 30 89 95 9759 75 67 89 44 40 30 37 74 28 ScotchCove R d Rev.:Date:Description: 0 MUNICIPALITY OF THEDISTRICT OF CHESTER From Date: N /ATo Da te : N/ADate Printed: 21/12/01 ® Legend ^_New Civic Address Civic Address Private Road Name Required Road Driveway/Trail Building Footprint Affected Properties Property Boundary Waterbody 60 0 6030 Metres 21/09/28 Digital Folders Entry ID:1148321 Status: Ex istsProject ID: N/AClassification #: N/A Representation of Municipality of Chester within Nova ScotiaScale: 1:12 ,500 ,0 00 Scale: 1:3,000 New Private Road Name Proposed:Scotch Cove Lane New Private Road Naming Sources:Digital Base Map Data from Service N ova Scotia andMunicipal Relations Prepared by the Municipality of the District of Chester Coordinate System/Datum: UTM NAD83 CSRS ZONE20N Map Disclaim er:Information shown on these drawings is compiledfrom numerous sources and may not be complete oraccurate. The Municipality of the District of Chester isnot responsible for any erro rs, omissions ordeficiencies in these drawings. Date printed do es notreflect date ofdata. Actual Map Size: w 11" x h 8.5" Address:New Private Road Name RequirementCommunity:East ChesterFire Dept:Chester Area Fire Dept.Description:New private road name required foraccess to three or more residential dwellings. Private Road Name RequiredProposed: Scotch Cove Lane ) REQUEST FOR DIRECTION REPORT TO: Municipal Council MEETING DATE: December 16, 2021 DEPARTMENT: Financial and Information Services SUBJECT: Private Street Improvement & Maintenance ORIGIN: Bylaw #72 Date: December 10, 2021 Prepared by: Tim Topping, Director of Financial and Information Services Date: Reviewed by: [staff, title] Date: December 13, 2021 Authorized by: Dan McDougall, CAO RECOMMENDED MOTION/ACTION That Council provide direction to staff on the upcoming update of Bylaw #72 (“the bylaw”), including selecting an option for modifications to the administrative fee, and any other input Council feels important to provide to staff at this time, around any of the items mentioned in this report, or any other items that Council wishes to provide direction on. CURRENT SITUATION The current version of the bylaw, dated May 12, 2009, is in need of updates to reflect Council’s direction to revise the administration fees, to ensure continued relevance to the Municipal Government Act (“MGA”), and to provide clarity around some definitions and wording used in the current version. This is an opportunity to ensure that the bylaw reflects the wishes of Council in all respects. BACKGROUND Earlier this year, Council requested that staff review the bylaw and to recommend changes to the administration fees. In performing reviews of the bylaw for that request, further areas of the bylaw were identified where updates and clarification would be useful to Council, staff, and residents. DISCUSSION Administration fee The current version of the bylaw includes a 10% administration charge to be applied to each Road Associations’ budget, which is recovered by the Municipality through a special tax. This fee is intended to cover the costs of the work done by staff in support of private roads, as well as to recognize that there is a value to residents in the service being provided under the bylaw. As participation in this program grows, the fees have grown to a point where they are exceeding the costs of providing the program, and some larger roads associations are paying more than $2,000 each year to participate. The amount of staff time spent on this bylaw varies depending on interest from residents, but generally falls within 15-30 total working days per year (~100-200 labour hours). The total administration charges for the year ended March 31, 2021, were $12,275 ($11,263 in 2020, and $10,510 in 2019). Definitions Staff would like to provide clarity around the definitions of “Applicant” and “Owner”, as these are areas where we experience substantial confusion from residents, and increased workloads on staff. R e q u e s t f o r D i r e c t i o n P a g e | 2 Since the bylaw requires that any private road accepted into this program be an incorporated association under the Societies Act, we would like to clarify that applicants to participate in the program need to be incorporated associations. This will reduce the staff time spent on requests made by individual property owners who do not have the support of their neighbours. Currently, the majority of Planning staff time is spent on requests that do not lead to participation in the program (and therefore none of the associated costs are ever recovered). This change would be consistent with other municipalities, such as The County of Kings, which uses the following definition: “Applicant: means a community organization incorporated pursuant to the Societies Act, R.S.N.S., c.435, which submits an application for a private road maintenance charge.” While the current bylaw already includes definitions of “Owner”, there is some ambiguity around how that definition applies for the purposes of voting on initial participation in the program. We are not looking to change how the definition impacts voting, but simply to codify the definitions as currently used, to reduce confusion for residents who are considering participation. An example of how some other municipalities define “owner” for voting purposes, is from MODL’s street improvement bylaw: “An Owner is entitled to one vote for each individual property parcel he/she owns within the Defined Area. In the case where an individual property has more than one Owner, all Owners must agree on the single response. If all Owners are not in agreement, it will be deemed that the Owner’s response is negative.” Funding allocation options The current bylaw includes four options for allocating the special tax among owners on the road: (1) by assessed value, (2) by property, (3) by owner, and (4) by road frontage. Based on input from residents and consistent with other municipalities, we would like Council to consider other allocation methods for inclusion in the bylaw. One such additional method would be to allow allocation by lot, with consideration for factors such as developed/vacant, seasonal/year-round, and/or commercial/residential. OPTIONS Administration fee Administration recommends modifying the current 10% uncapped fee, to 5% with a cap of $1,000. With current existing associations, this would bring the total fees charged down to $7,042. Under this option, all existing associations would experience savings of at least half of their current admin fees and ~17% of existing associations would be capped at the $1,000 limit, thus experiencing greater proportional savings. Council could also direct staff to use any other percentage amount and/or cap to annual administration fees, as desired. Definitions Administration requests that Council provide direction on the proposed definition changes. Please indicate whether Council agrees with the proposed changes, and/or if there are any other areas for clarity or changes to definitions desired within the bylaw. Funding allocation Please indicate whether Council would like to see any changes to the available allocation options. IMPLICATIONS By-Law/Policy Bylaw #72 will be updated to reflect changes to the MGA, as well as to reflect any direction provided by Council on any of the items discussed in this report. R e q u e s t f o r D i r e c t i o n P a g e | 3 Financial/budgetary Any changes to the administration fee will have an impact on the revenues of the Municipality Environmental None Strategic Priorities The updates to bylaw #72 will assist the Municipality in advancing the following Priority Outcomes of the 2021- 24 Strategic Priorities Framework: Priority Outcomes: Governance & Engagement 1. Ensure municipal service delivery is efficient and effective, communicated and accessible 2. Ensure municipal bylaw and policy frameworks reflect current and changing needs Priority Outcomes: Healthy & Vibrant Communities 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 None Has Legal review been completed? ___ Yes _ X_ No __ N/A COMMUNICATIONS (INTERNAL/EXTERNAL) Administration will take Council’s direction from this report, and will return to Council with proposed amendments to Bylaw #72 ATTACHMENTS None REQUEST FOR DECISION Prepared By: Tim Topping, CPA, CA, Director of Finance Date December 3, 2021 Reviewed By: Date Authorized By: Dan McDougall, CAO Date December 13, 2021 CURRENT SITUATION A property owner has submitted a request in writing for a reduction in taxes as their property was destroyed by fire. The property is 245 Lakewood Drive, Chester Grant, AAN 06091482. Section 69A of the Municipal Government Act provides that Council may, by policy, provide for a reduction in taxes payable, to the extent that council considers appropriate, and reimburse any overpayment because of the reduction. Under policy P- 23, upon request from the Treasurer, the Director of Assessment shall value the property to provide the current assessment value to be used to calculate the amount of taxes to write off. RECOMMENDATION That Council approve a reduction in 2021/22 taxes payable for assessment account number 06091482 in the amount of $64.39. This tax reduction will be written off to allowance for uncollectible taxes 01-00-000-451100. BACKGROUND As required by policy a written request was received from Wendy Anderson (attached). Under policy P-23, upon receipt of the written request, The Director of Finance/Treasurer requested Property Valuation Services Corporation (PVSC) to conduct an inspection of the property and provide a revised opinion as to its value. A letter was received from PVSC with a revised opinion of value of $90,700 (attached) versus the assessed value of $384,800 (capped $356,400). DISCUSSION The tax reduction based upon the revised opinion of value is reduction in value of $15,800 times the rates charged of $0.9355/$100 is $147.81. Taxes for the interim bill have been paid. The rate of $0.9355 includes the Waste Collection & Disposal rate, the Residential rate, and the Fire Protection rate (which is 100% offset by an exemption provided under Schedule “A” of By-Law No. 74). Since the fire occurred on October 24, 2021, after 206 days into the year, it would be fair to base the tax reduction upon pro-rating the taxes from the date of destruction to the end of the tax year. This would be $147.81 X 159 / 365 = $64.39. REPORT TO: Municipal Council SUBMITTED BY: Finance Department DATE: December 16, 2021 SUBJECT: Reduction of Taxes under policy P-23 ORIGIN: Tax-payer request 2 Request For Decisioecision IMPLICATIONS Policy – in compliance with policy P-23. Financial/Budgetary – Reduction of the allowance may increase uncollectible taxes expense for the year Environmental – n/a Strategic Plan – n/a Work Program Implications -n/a OPTIONS 1. Approve the recommended tax reduction of $64.39. 2. Approve the reduction to the extent that Council considers appropriate REFERENCES Municipal Government Act section 69A Policy P-23 COMMUNICATIONS (INTERNAL/EXTERNAL) Internal – n/a External- the property owner 15 Arlington Place, Suite 6 Tel 1.902.893.5800 Truro NS 1.800.380.7775 B2N 0G9 Fax 1.902.893.6101 1.888.339.4555 www.pvsc.ca November 26, 2021 Re: Fire Damaged Property: AAN #06091482, 245 Lakewood Drive, Chester Grant, Victor J. Anderson ATTN: Angela Schnare, Revenue Administrator Our records indicate the above referenced property sustained significant fire damage on Sunday October 24, 2021. A photo taken November 26, 2021, is attached for reference. The Municipal Government Act (MGA) 1998, c. 18, s.1 provides at s. 69A that a municipal council may, by policy, provide for reduction or re-imbursement of taxes payable in cases of property destroyed or damaged by fire. This section of the MGA sets out that Property Valuation Services Corporation (PVSC) provide a new opinion of value reflecting the damage or destruction upon request of the Clerk, to support such a policy. Further to your request respecting the above referenced property, please find below a revised opinion of value reflecting damage or destruction for taxation purposes pursuant to the municipality’s policy in this regard. Pursuant to the legislation, the revised value below will not be reflected on the current year assessment roll. If you have any questions or require anything further, please contact me at 1-800-380-7775 Sincerely, Paul Beazley, Regional Manager Property Valuation Services Corporation 2021 Assessed Value Class Revised opinion of Value Reflecting Damage or Destruction (use for tax purposes) Class $137,700 CAP $90,800 01 $75,000 01 Exterior View of Property on November 26, 2021 REQUEST FOR DECISION REPORT TO: Municipal Council MEETING DATE: December 16, 2021 DEPARTMENT: Community Development & Recreation SUBJECT: Designated Community Fund Request ORIGIN: Designated Community Fund Policy Date: December 13, 2021 Prepared by: Chad Haughn Date: December 14, 2021 Authorized by: Dan McDougall, CAO RECOMMENDED MOTION It is recommended that Council provide a Designated Community Fund Grant to Chester Minor Hockey in the amount of $2,000. BACKGROUND The Municipality of Chester has a Designated Community Fund Policy (P-77) which provides an opportunity for individuals or businesses to donate funds to the Municipality with direction that it be deposited into a Designated Community Fund Account for a specific group. The donor receives a charitable donation receipt for their contribution. After a period of time, the community organization requests a Designated Community Fund Grant from the Municipality equivalent to the funds collected. DISCUSSION Chester Minor Hockey has followed the policy by establishing a Designated Community Fund Account and formally requesting the grant payment (see attached letter). Chester Minor Hockey has been raising funds to cover ice time and they are at a point in the season where they need the funds to pay for ice rental. The Department of Finance has confirmed that as of December 10, 2021 there is $2,000 in the Chester Minor Hockey Designated Community Fund Account. OPTIONS 1. Approve the request to provide a Designated Community Fund grant to Chester Minor Hockey in the amount of $2,000. 2. Deny the Designated Community Fund grant request from Chester Minor Hockey. IMPLICATIONS By-Law/Policy If Council approves the grant payment, they will have adhered to the process outlined in the Designated Community Fund Policy (P-77). R e q u e s t f o r D e c i s i o n P a g e | 2 Financial/budgetary Payment of the $2,000 grant is equivalent to the amount of funds collected. Approval of this request will have no impact on the Council budget for 2021-22. Environmental NA Strategic Priorities The approval of Designated Community Fund Grants will assist the Municipality in advancing the following Priority Outcomes of the 2021-24 Strategic Priorities Framework: Priority Outcomes: Healthy & Vibrant Communities 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 NA Has Legal review been completed? ___ Yes _ _ No _X_ N/A ATTACHMENTS 1. Letter of Request from Chester Minor Hockey President, Vanessa Stevens. To whom it may concern, Chester Minor Hockey is requesting to withdraw $2000 from our Designated Community Fund Account for extra ice slot costs for our U13 A team. These funds can be e-transferred to Treasurer@chesterminorhockey.com If you have any questions please feel free to reach out at any time. Thank you, Vanessa Stevens President, Chester Minor Hockey President@chesterminorhockey.com