HomeMy Public PortalAbout2022-01-20_COW_Website Agenda PackagePage 1 of 1 (Cover Pages)
Committee of the Whole AGENDA
Thursday, January 20, 2022
Livestreamed via YouTube at
https://www.youtube.com/channel/UC_uKlob3qOA6eD62x1kK5Kw
151 King Street, Chester, NS
1. MEETING CALLED TO ORDER
2. APPROVAL OF AGENDA/ORDER OF BUSINESS
3. PUBLIC INPUT SESSION (9:00-9:15 a.m. if any)
4. MINUTES OF PREVIOUS MEETING
4.1 December 2, 2021.
5. PUBLIC PRESENTATIONS/APPOINTMENTS
6. MATTERS ARISING
6.1 Quarterly Report – Quarter 1 and Quarter 2 – Corporate & Strategic Management.
6.2 Draft Vaccination Policy P-108 for review and consideration to forward to First Notice by Council.
6.3 Request for Decision prepared January 10, 2022 – Corporate & Strategic Management – Year End
2021 Safety Report and 2022 Work Plan.
6.4 Request for Decision prepared January 14, 2022 – Infrastructure & Operations – Purchase of
Pickup truck.
7. CORRESPONDENCE
8. NEW BUSINESS
9. IN CAMERA
9.1 Section 22(a) of the Municipal Government Act – Acquisition, sale, lease and security of municipal
property – Countway/Mosher House.
10. ADJOURNMENT
396
MUNICIPALITY OF THE DISTRICT OF CHESTER
Minutes of
COMMITTEE OF THE WHOLE
Via Facebook Live from 151 King St, Chester, NS
On Thursday, December 2, 2021
CALLED TO ORDER
Warden Webber called the meeting to order at 8:47 a.m.
Present: District 1 – Councillor Andre Veinotte District 4 – Warden Allen Webber
District 2 – Deputy Warden Shatford District 3 – Councillor Derek Wells
District 5 – Councillor Abdella Assaff District 6 – Councillor Tina Connors
District 7 – Councillor Sharon Church
Staff: Dan McDougall, CAO Tara Maguire, Deputy CAO
Jennifer Webber, Communications Officer Pamela Myra, Municipal Clerk
Emily Lennox, Executive Assistant
Solicitor: Samuel Lamey, Municipal Solicitor
APPROVAL OF AGENDA AND ORDER OF BUSINESS
Additions:
Councillor Church – Correspondence from Troy Johnson regarding membership at Chester
Golf Club.
Councillor Assaff – Upcoming paving project from Chester Basin to Vaughan’s Road,
Western Shore.
2021-450 MOVED by Councillor Church, SECONDED by Councillor Assaff the December 2,
2021, Agenda and Order of Business be approved as amended. ALL IN FAVOUR.
MOTION CARRIED.
PUBLIC INPUT
There was no public input received.
Committee of the Whole (continued) December 2, 2021 397
MINUTES OF PREVIOUS MEETING
4.1 Committee of the Whole - October 7, 2021.
2021-451 MOVED by Deputy Warden Shatford, SECONDED by Councillor Church the
minutes of the October 7, 2021, meeting of Committee of the Whole be approved
as circulated. ALL IN FAVOUR. MOTION CARRIED.
MATTERS ARISING
6.1 Outdoor Fire By-Law No. 142 – amendments are per direction of Council on November
25, 2021 (refer to First Reading).
The Deputy CAO reviewed the amendments as discussed by Council on November 25,
2021 regarding Section 4.3. The by-law was amended to read as follows:
4.3 On any land within the Chester Outer Fire Control Area, persons shall be permitted
to have Open-Air Fires or Outdoor Burning for removing or burning of Garden and Yard
Waste provided:
(a) the fire does not exceed the size of 3 meters in diameter and 2 meters in
height,
(b) the fire is located no closer than 9 meters 4.5 meters from any building, shed,
garage, out building, trees or other combustibles or bordering property line
and no closer than 9 meters from the bordering property line,
and
(c) only one fire is burned on the property at a time.
2021-452 MOVED by Councillor Church, SECONDED by Councillor Assaff that the
Committee of the Whole recommend to Council to refer the amended Outdoor
Fire By-Law No. 142 to Council for First Reading. ALL IN FAVOUR. MOTION
CARRIED.
CORRESPONDENCE
There was no correspondence received.
Committee of the Whole (continued) December 2, 2021 398
NEW BUSINESS
8.1 January 2022 Meeting Calendar.
2021-453 MOVED by Deputy Warden Shatford, SECONDED by Councillor Assaff that the
Committee of the Whole recommend to Council that 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.
8.2 Request for Decision – Chester Wharf.
The CAO reviewed the Request for Decision, indicating that in 2020, correspondence from
Andre Veinotte was given to former Councillor Hector regarding the Red Cross Wharf, 3
Victoria Street, Chester (Back Harbour). It was agreed that an evaluation of all Municipal wharf
sites would be completed to determine if more floating docks are required. After review, it
was also agreed that floats would not be installed at that time/summer of 2021, due to
COVID-19 measures, however, boat launches would stay open, and wharves would remain
open.
There continues to be concern about the availability of building materials and supplies; so, it
was suggested to complete the tender process for the next boating season in 2022. Staff
anticipate the Municipality will have an overall surplus overall for operations so there is
adequate room in the budget to extend more on this activity and not compromise the
upcoming year end.
2021-454 MOVED by Councillor Wells, SECONDED by Councillor Veinotte that the Committee
of the Whole recommend to Council to 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. ALL IN FAVOUR. MOTION
CARRIED.
Committee of the Whole (continued) December 2, 2021 399
Councillor Wells indicated that he would like to discuss the overall policy on wharves at a
future Committee of the Whole meeting.
PUBLIC PRESENTATIONS
5.1 Sydney Dumaresq, Mahone Island Conservation Association (MICA).
Sydney Dumaresq reviewed the values of MICA noting there were three things to remember
about the Association:
It is 100% volunteer driven by unpaid volunteers.
They do not like to own anything. At the moment the only island they own is Little Duck
Island there is a certain number of years where we can’t do anything with it, but it will be
transferred to the province once that time period passes.
They love to work on partnerships and love to work on partnerships with the Municipality
Chester and he noted some islands that were acquired with the Municipality’s assistance.
They have collaborated with various groups to get islands from private ownership to public
ownership.
Mr. Dumaresq outlined the Islands around the mainland of the Municipality commenting on
how different the coastline would be without those islands buffering the mainland from
incoming storms. When an island is purchased, it is an investment in the Municipality and its
future. He referred to the various islands within the bay that are being kept in their natural
state – this encourages more people to want to live and work here. He is asking the
Municipality to make another investment with the purchase of Birch Island (photos were
shown on screen). The island is valued and used by the entire Municipality.
The province has agreed to support the purchase of Birch Island at a price of $400,000 (the
average of two appraisals); their investment would be $250,000 leaving the remaining amount
of $150,000. MICA is prepared to fundraise $75,000 and they are asking the Municipality to
invest the remaining $75,000 for the purchase. The agreement of purchase and sale will be
signed by the end of December with purchase to be completed by the end of March 2022.
It was noted that there was an In Camera request for Decision, however, with the matter being
dealt with now there would be no reason for an In Camera Session.
2021-455 MOVED by Councillor Church, SECONDED by Councillor Veinotte that the
Committee of the Whole recommend to Council that the Municipality contribute
Committee of the Whole (continued) December 2, 2021 400
$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. ALL IN FAVOUR. MOTION CARRIED.
8.3 Information Report – Economic Development Sponsorship – Western Riptide U11 A
Sponsorship.
This was considered information to Council.
8.4 Letter from Troy Johnson regarding membership at the Chester Golf Club – Councillor
Church.
Councillor Church reviewed the correspondence from Troy Johnson, Canaan, who is unable to
join the Chester Golf Club because of the boundary for membership. He also voiced concern
that the Municipality is providing tax relief for a golf club that all residents are not able to join.
He suggested those funds could be better spent for a rebate for people in need or for the
foodbank.
A discussion took place regarding a review of the by-law, whether the organization is non-
profit, consideration of Council to review financials of organizations, whether this the only
non-profit group that excludes people based on geography, the cap on membership, the
ability of people to use the course without being a member, the opportunity for youth to join
and remain a member when they reach adult age no matter where they live, Council’s ability to
approve an organization or not approve an organization be added to the listing in the by-law,
whether the Golf Club requires financial assistance, and possible restrictions in the by-law.
Councillor Veinotte noted that Council seldom exercises the right to say “no”. This is against
his values and the values of the people he represents. He values the Golf Course but does not
agree to provide public money if it excludes some people.
Councillor Wells asked for a copy of the information and to have a discussion at an upcoming
meeting.
The Deputy CAO indicated that the Director of Financial & Information Services has this by-law
on his task list and was targeting either this quarter or the next to have it completed.
Committee of the Whole (continued) December 2, 2021 401
It was noted that the reason for a policy that Council approves is to be informed by the policy
so arbitrary decisions are not made, i.e., saying yes to one group but not another. However, it
can be amended to provide more discretion but, ultimately Council must follow something.
It was agreed to consider amendments to the by-law once it has been reviewed by Staff.
8.5 Paving project – Chester Basin to Martins River Bridge – Councillor Assaff.
Councillor Assaff reminded Council that the paving project from Chester Basin to Vaughan
Road, Western Shore, was to take place last year but the project was delayed by the Province.
He asked that a letter be forwarded to the Provincial Department of Public Works requesting
that the paving project be extended to the Martins River Bridge.
It was agreed to forward a letter the Province requesting consideration, but it was asked that
the project from Chester Basin to Vaughan Road NOT be delayed if they can add the section
from Vaughan Road to Martins River Bridge.
IN CAMERA
9.1 Section 22(2)(a) of the Municipal Government Act – Acquisition, sale, lease, and security
of municipal property – MICA.
This matter was dealt with when Sydney Dumaresq was in to review the Birch Island purchase
with Council.
ADJOURNMENT
2021-456 MOVED by Councillor Assaff, SECONDED by Councillor Assaff Church the meeting
adjourn. ALL IN FAVOUR. MOTION CARRIED. (9:20 a.m.)
___________________________ ___________________________
Allen Webber Pamela Myra
Warden Municipal Clerk
2022-01-14
1
Corporate & Strategic
Management
Quarterly Update
Special Projects
•Strategic Planning
•Revised priorities chart to include more detail on resource
allocations, timing, as well as strategic, capital, and
operational priorities (June-July, 2021)
•Workshop with Council on updated Priorities Chart and
review/update discussion of holistic snapshot of Priorities
(September 28, 2021)
•Diversity & Inclusion
•New members appointed
•First meeting scheduled in January
•Rural Internet
•led workshop with Council on “Develop Nova Scotia
Internet Projects in MOC” to Council; included project
updates, contexts, and possible actions (October 22, 2021)
•facilitated meeting with Develop Nova Scotia; discussion
of project updates & ongoing service access (December 2,
2021)
•Transition 2050
•Working on Transition 2050 report on options for GHG
emissions reductions targets and action plan for Council –
targeting Q4 for report to Council
1
2
2022-01-14
2
Accessibility
Lunenburg County Accessibility Advisory Committee (LCAAC)
•In process of filling vacancies and reappointing members
•Supported process to recruit 3 new members
•Updated accessiblelunenburgcounty.ca website, which hosts information about the
LCAAC, the Lunenburg County Accessibility Plan and other relevant information about
accessibility.
Lunenburg County Accessibility Plan
•Working on an Action Planning Template to provide a means to organize actions and
assign budgets
•Presented to SMT and Council about accessibility and coordinator role
•Initiated creation of Chester Accessibility Implementation Team (AIT) to create Action
Plan
Accessibility
Specific Projects and Activities
•Supporting planning related to using Enabling Accessibility Fund from the federal government to increase accessibility of washrooms
•Providing input into creation of Outdoor Dining Bylaw to ensure inclusion of accessibility considerations
•Working collaboratively to initiate Accessibility Audit process for Admin and Annex buildings
•Exploring accessibility issues related to recreation facilities and programming
Joint Projects/Activities
•Presentation Skills Training: Project initiated by Town of Bridgewater to provide training to staff focused on the creation and delivery of meaningful,
inclusive presentations.
•This has the potential to be a custom training designed for municipalities in Lunenburg County and will be useful in increasing effectiveness
and accessibility of presentations to Councils, the public, and others.
•Participating in Rural Accessibility and Age Friendliness Assessment Project; (partnership through Dalhousie University’s School of Planning,
Planning for Equity, Accessibility and community Health (PEACH) Research Unit.
•All five municipal units in Lunenburg County intend to participate in this project that will create and use an assessment tool specifically for
rural communities to assess their accessibility and age friendliness.
3
4
2022-01-14
3
Outdoor Burning
Bylaw
Following a first reading, bylaw
was advertised in newsletter
Comments from public were
considered by Council at second
reading
Council requested additional
changes
Staff provided revised bylaw
Council gave first reading to
revisions and we are in process
of advertising for second
reading in newspaper
Fire Services
Registration documents 2021/22 continue to be reviewed. Waiting for
receipt of audited financial statements from two Commissions.
Completed follow up meetings with Fire Departments on risk assessment.
Final report from consultant due in January. Next step is to review report
with Steering Committee and bring recommendations to Council.
Completed training and practice run with all Fire Departments on
Superior Water Shuttle Accreditation. Working towards final
reaccreditation testing in spring 2022.
Completed purchase, DOT registration and insurance coverage of fire
services drone. Fire service has registered 3 pilots with more to be
trained.
Completed Resolution to DMA on behalf of WS Commission. Order in
Council approved to bring them under the Rural Fire District Act. Working
on final update of boundaries and Commission By-laws.
Renewed fire scene security contract with Commissionaires.
Procedures issued for MOC to issue cards to retired firefighters.
Working on new Terms of Reference for Fire Advisory Committee.
Working on trail access issues with Fire Departments and Recreation.
Lock replacement underway.
Continued work on FD accident and Disability market survey and program
review.
Continuing administration of Workers Compensation Board (WCB)
accounts for Fire Services.
5
6
2022-01-14
4
REMO
Completed Wildfire Prevention
Community Day as hosted by
Chester Basin FD.
Updating status of MOC comfort
centers.
Staff have visited the new offices at
MODL to review processes and
procedures in case of activation of
ECC.
Reviewing Chester ECC requirements
and facilities.
Staff have participated in two
desktop training exercises
Health and Safety
Completed annual site safety inspections. Corrective action in progress.
Completed Safety Orientation program. Completed 4 sessions to date. Looking
to move online.
Completed first aid training for new employees.
Completed confined space training for Public Works staff.
Completed Construction Safety site audit of our Safety Program with a score of
97%. Certificate of Recognition and Letter of Good Standing have been issued.
Completed security upgrade at Kaizer Meadow site.
Continuing work on Covid safety protocols.
Working on ergonomic program with WCB. Program to be issued for approval
in January.
Preparing for staff recognition on 100,000 hours without serious injury
milestone. (January)
Continuing review of Comprehensive Hazard Assessment for MOC sites.
Working on proposal for training in communications/conflict management.
7
8
2022-01-14
5
Social Media Statistics
3100
likes
609
1421
followers
30
1,514
users visited COVID-19 micro
103,538
website views and average
Top 10 pages
Tancook Ferry
Tax Sales
Waste/Recycling
Contact information
Employment
Building & Development Permits
Events
Property Taxes & Rebates
Zoning
Council
953 followers
43
Media
Inquiries 4
Media releases 3
Special
Observances 18
Communication
Support
Campaigns
•Trail Art (campaign and launch)
•Kaizer Meadow education
•District #3 Special Election
Outreach
•Traffic Impact Study
•Village Plan Review Resident Survey
•Playhouse fire
•COVID
•Sherbrooke Lake Stewardship Committee communications
•Uniform Signage
•EDI Advisory Committee prep
•Gold River Bridge closure
•Build Forms/Character-Defining Elements in Village of Chester
9
10
2022-01-14
6
Investment
Attraction
•Completed investment marketing plan
•Business inquiries:
•5 (Q2)
•4 (Q3)
•2 meetings held with NSBI including investment attraction team
•Meeting held with NS Innovation Hub
•InvestChester analytics
•Total sessions for Q2 = 466 and added 5 new contacts
•Total sessions for Q3 = 643 and added 7 new contacts
•Top 5 Countries who visited site:
•Canada
•US
•China
•Dominican Republic
•Germany
Kaizer Meadow Industrial Park
•Requested pricing for highway signage
•Opinion of valuation received from commercial real estate companies
•Phase 1 Environmental Site Assessment Complete (report to come to council)
•Revised scope of work for concept map near completion (RFD to come to council)
•Draft Terms and Conditions of Sale completed (legal review complete. RFD to come.)
•3 of our investment inquiries received were for the KMIP. So far, 1 has resulted in a Letter of Intent to
Purchase
11
12
2022-01-14
7
Business Retention
and Expansion
•Business engagement
•2 (Q2) - one resulting in collab
between two businesses
•6 (Q3)
•Research for Arts, Culture and Recreation
strategy
•Scope of work near completion for overall
BR+E Program (RFD to come to council)
•E. Lowe received certification as BR&E
Coordinator
Physician Recruitment
& Retention Program
•The print and digital marketing campaign, in
partnership with Canadian Medical Journal is
compete which resulted in a number of inquiries.
•1 new doctor recruited to Hubbards clinic, and a
1.3 position (2 doctors) recruited to Our Health
Centre.
•6 MOC Nova Boxes delivered:
•4 delivered to existing Nurse Practitioners
•2 delivered to prospective Doctors
•Meetings with OHC to develop proposal for new
phase of funding via the Culture Innovation Fund’s
Healthy Communities Stream.
13
14
2022-01-14
8
•Assistance with planning day trip itineraries for the
North American Christmas Tree Council Conference
•Mobile booth was at 27 locations in June, July &
August – 2x at the Halifax Waterfront. Booth visitor
stats:
•June = 20
•July = 94
•August = 144
•Increase awareness of Chester Municipality throughout the Maritimes
•Increase website traffic to tourismchester.ca
15
16
2022-01-14
9
Social Ads
Social Videos
YouTube Ads
Web Ads
17
18
2022-01-14
10
3549
followers
307
1. Sensea Nordic Spa
2. Lovely Lido Pool
3. Stay
4. Castle Rock Club
5. Eat
6. The Legend of Oak
Island
7. Events
8. Shop
9. Beach Bound Wave
Cravers
10.Dish on Food
Top 10 pages2,097
followers
53
300
users
Other ED
Updates
•Outdoor Dining Bylaw Development
•MOC received the Community Spirit Award from
Screen NS
•Shoreham Village recruitment video support
•4 economic development sponsorships approved
•Interview with CTV morning (Q2) Spokesperson to
highlight the positives about living in the Chester area
•Other municipal land sales
•PID#60129319 (Whalen Lake)
•PID#60128220 (Whalen Lake)
•PID#60128188 (Whalen Lake)
•Agriculture Day planning meetings
•E. Lowe completed Year 2 of Ec.D certification
•Hired new Community Economic Development
Officer!
•Meetings and Business Engagements
•EDAC Annual Conference
•APEC Economic Outlook conference
19
20
DRAFT
Requires referral to Council for 1st Notice (January 27, 2022)
Municipality of the District of Chester
Covid-19 Vaccination Policy
Policy P-108
Effective Date: To be determined
Policy P-108 – Covid-19 Vaccination Policy Page | 2
Notice of Intention to Adopt: Committee of the Whole – January 20, 2022
First Notice: Council – Council – January 27, 2022
Second Notice: Council – Council – February 10, 2022
Effective Date:
1. BACKGROUND
The Municipality of Chester (the “Municipality”) is committed to providing a safe working
environment. The health and safety of the Municipality employees, Council, and members of the
public is a key priority. The Municipality is committed to taking every precaution reasonable in
the circumstances for the protection of the health and safety of employees from the hazard of
COVID-19.
Vaccination is a key element in the protection of employees against the hazard of COVID-19.
Full vaccination has been shown to be effective in reducing COVID-19 virus transmission and
protecting vaccinated individuals from severe consequences of COVID-19 and its variants. There
is evidence demonstrating a higher incidence of COVID-19 among unvaccinated populations.
2. PURPOSE
The purpose of this policy is to provide the Municipality’s expectations and requirements of
employees, Council, volunteers, and committee members with respect to COVID-19 vaccination
requirements so that all Municipality personnel can do their part to keep each other and the
public safe.
By doing so, the Municipality is committed to ensuring to those working or interacting with
others in Municipal work environments a level of comfort that all within the workplaces have a
minimum level of vaccine protection.
3. SCOPE
This policy applies to all Municipality of Chester employees, Council, volunteers, and public
Committee members, regardless of workplace location. This Policy does not apply to members
of the public who are accessing Municipal services and programs; however, Municipal staff may
require proof of vaccination status from members of the public in accordance with Provincial
directives.
The Municipality, at the discretion of the Chief Administrative Officer or their designate, apply
this Policy to contractors who are working on Municipality premises.
4. DEFINITIONS
4.1. “Booster” means an additional dose of an approved COVID-19 vaccine received after 168
or more days have passed since becoming Fully Vaccinated” in accordance with guidelines
from Nova Scotia Health.
Policy P-108 – Covid-19 Vaccination Policy Page | 3
Notice of Intention to Adopt: Committee of the Whole – January 20, 2022
First Notice: Council – Council – January 27, 2022
Second Notice: Council – Council – February 10, 2022
Effective Date:
4.2. “Fully Vaccinated” means meeting the requirements for full vaccination, as may be
changed from time to time, by Nova Scotia Health. Currently this means:
a) 14 days or more have passed since having received the second dose of a two-dose
series of an approved COVID-19 vaccine;
b) 14 days or more have passed since having received a single dose series of an
approved one-does service of COVID-19 vaccine.
4.3. “Proof of Vaccination” means the presentation of an acceptable copy of a Nova Scotia or
Health Canada COVID-19 Vaccination record. For those vaccinated outside of Canada,
they may use the proof of vaccination record obtained from another jurisdiction to apply
for a Nova Scotia Proof of Vaccination card.
4.4. “Vaccine” means a vaccine against COVID-19 and its variants that has been approved by
either Health Canada or the World Health Organization.
5. POLICY
5.1. The Municipality requires all current and new employees, Council, public members of
Committees of Council, and volunteers, to be Fully Vaccinated from COVID-19 and its
known or future variants. Proof of vaccination must be provided within two weeks of the
effective date of this policy.
5.2. The Municipality requires all current and new employees, Council, public members of
Committees of Council, and volunteers to obtain a Booster dose as soon as they are
eligible, and it is reasonably practicable for them to schedule and attend an appointment
for the Booster dose.
5.3. Any employee who fails to comply with the requirements of this Policy within 60 calendar
days of the effective date of this Policy will be placed on an immediate unpaid leave of
absence and may be subject to disciplinary action, up to and including dismissal.
5.4. Prior to being placed on an unpaid leave of absence, any employee who has not provided
proof of full vaccination will be considered unvaccinated, may be subject to temporary
health and safety measures during the period of time they remain unvaccinated.
5.5. Based on operational needs, positions vacated by employees who have been placed on
unpaid leaves of absence may be temporarily filled.
Policy P-108 – Covid-19 Vaccination Policy Page | 4
Notice of Intention to Adopt: Committee of the Whole – January 20, 2022
First Notice: Council – Council – January 27, 2022
Second Notice: Council – Council – February 10, 2022
Effective Date:
5.6. Volunteers, students, and contractors who fail to comply with the requirements of this
Policy within 60 calendar days of the effective date of this Policy will be prohibited from
working on municipal properties and work sites.
5.7. Council and Committee members who fail to comply with the requirements of this Policy
within 60 calendar days of the effective date of this Policy, will be prohibited from
attending meetings in person and may be subject to further penalties, including
suspension of any financial compensation.
5.8. The Municipality will verify proof of Full Vaccination but will not retain copies of
vaccination documentation. The Municipality may request proof of booster doses.
5.9. The Municipality will provide adequate paid time off work when operationally feasible for
employees to attend their vaccine appointment(s).
5.10. The Municipality recognizes that it has a duty to accommodate to the point of undue
hardship employees who cannot receive the vaccine for any reason protected by the
Nova Scotia Human Rights Act, such as medical restrictions or religion. Employees may be
required to provide appropriate documentation to support their inability to receive the
COVID-19 vaccine. Employees seeking an exemption from this Policy must do so by
submitting a request in writing to the Chief Administrative Officer.
a. The Municipality will review the information on a case-by case basis and inform
the employee of the outcome of their request.
b. If approved, employees will be expected to participate in the accommodation
process with the CAO and their direct supervisor.
c. Anyone who receives an employer approved exemption will be accommodated in
the workplace to the point of undue hardship. The Municipality may make
accommodations, including alternate measures to protect the employee and the
workplace from the transmission of COVID-19. Employees with an approved
accommodation will be required to meet additional health and safety
requirements such as wearing specific personal protective equipment (PPE),
undergoing rapid testing and/or may be relocated or reassigned.
Policy P-108 – Covid-19 Vaccination Policy Page | 5
Notice of Intention to Adopt: Committee of the Whole – January 20, 2022
First Notice: Council – Council – January 27, 2022
Second Notice: Council – Council – February 10, 2022
Effective Date:
5.11. Any form of harassment based on vaccination status is not acceptable in the workplace.
Employees who are found in violation of this section may be subject to disciplinary action,
up to and including dismissal.
5.12. Failure to adhere to the conditions of an Employer-approved exemption, or the provision
of any false information in relation to vaccination status or an exemption request, may be
considered misconduct and subject to disciplinary action up to and including dismissal.
5.13. This Policy may be revised by the Municipality from time to time in accordance with
directives from the Province of Nova Scotia and/or Nova Scotia Health.
Version
Number
Description Policy Editor Policy Sponsor Approval Date
2022-01-20 Policy created CAO and
Deputy CAO
Corporate and
Strategic
Management
Annotation for Official Policy Book
Reason for Adoption
Notice of Intention to Adopt Committee of the Whole – January 20, 2022
2022-???
Date of First Notice at Council Council – January 27, 2022
2022-???
Date of Second Notice at Council Council – February 10, 2022
2022-???
Effective Date
I certify that this Policy was adopted by Council as indicated above.
_______________________________________
Pamela M. Myra, Municipal Clerk Date
REQUEST FOR D ECISI ON
Prepared By: Bruce Blackwood Date January 10, 2022
Reviewed By: Tara Maguire Date January 10, 2022
Authorized By: Dan McDougall Date January 10, 2022
CURRENT SITUATION
This 2021 year-end report provides a summary of our overall health and safety performance and the workplan
for 2022. Budget estimates are included.
RECOMMENDATION
Develop and implement the 2022 Safety Work Plan and Safety Budget in support of continuous improvement to
the MOC Health and Safety Program.
BACKGROUND
In accordance with its Safety Policy, MOC continues to hold health and safety a priority in the workplace.
Working closely with its Joint Occupational Health and Safety Committee, MOC continues to implement an
annual Safety Work Plan with a focus on continuous improvements to its Health and Safety Program.
D ISCUSSION
Section 1: Incident Review 2021
In accordance with Section 10 of the OHS Program, staff continues to report health and safety hazards, near
misses and incidents. Investigations are completed and corrective actions are implemented as required. Fourteen
(14) employee related incidents and twenty (20) non-employee incidents were recorded in 2021.
Incidents Reported by Major Category
Incidents 2015 2016 2017 2018 2019 2020 2021
Minor Incidents 17 13 8 7 19 8 11
Incidents involving some injury 0 1 0 1 0 0 2
Lost time Incidents 2 0 1 1 0 4 0
Near Miss Incidents 1 3 4 1 4 0 1
Hazardous Conditions 2 3 0 1 1 1 0
Ergonomic 0 0 0 0 0 0 0
Total Employee Incidents 22 20 13 11 15 13 14
Non-employee Incidents 3 2 6 7 12 11 20
Total Incidents Reported 25 22 19 18 27 24 34
*data not consolidated prior to 2013
REPORT TO: Council
SUBMITTED BY: Corporate and Strategic Services
DATE: January 10, 2022
SUBJECT: Year End 2021 Safety Report and 2022
Work Plan
ORIGIN: MODC OHS Program
2 Request For D ecision
Of the 14 employee incidents no serious injuries were recorded. Most importantly there were no lost time
incidents recorded in 2021 compared to 4 LTIs in 2020. As of January 2022 to date workplace hours since the
last lost time incident have exceeded our 100,000 hours milestone.
Incidents Reported by Type
Further training on proper material storage and distribution, proper lifting techniques and prevention of slips
trips and falls is recommended.
There were 6 incidents involving members of the public who suffered minor injuries:
• 3 incidents involved slips and falls at Parade Square and the Chester Wharf. We have 2 incidents which
involve injury claims and pending court actions referred to our insurance company.
• 3 incidents involved minor property damage resulting from routine Public Works field activities.
Although we had no injury there were slips and fall reported at the newly installed walkway leading to the Chester
Yacht Club at Parade Square. Due to the slate stone materials and the slope of this walkway, there is a higher risk
of slips and falls especially when the walkway is wet. Interim corrective action included the installation of traction
tape and warning signage on this portion of the walkway. Discussions continue concerning a long-term solution.
It is to be noted that due to further corrective action (chains, curbs, and signage) at the public drop off bins at the
Kaizer Meadow site, we are seeing a reduction in the number of incidents in this area. Due to the continuing risk
of injury, it is recommended that the public drop area facility and procedures continue to be reviewed under our
risk management and hazard assessment programs.
Incidents 2015 2016 2017 2018 2019 2020 2021
Major cuts, skeletal breakages, tissue damage 0 1 0 0 0 1 0
Back injuries and muscle sprains, strains 5 0 0 0 2 2 0
Slips trips and falls 6 7 4 2 0 1 2
Incidents involving equipment/machinery 1 1 1 1 2 1 3
Minor cuts, bruises, sprains, first aid 0 3 2 4 0 4 2
Incidents involving MOC vehicles 7 1 1 2 4 2 3
Hazardous conditions/concerns/near misses 1 4 4 1 4 2 3
Environmental/health conditions/concerns 1 3 0 0 1 0 2
Fire and fire related incidents 0 0 1 5 6 1 9
Incidents involving members of the public 2 1 2 3 5 7 6
Incidents involving contractors 2 1 4 0 2 3 4
Ergonomic conditions/work methods/PPE 0 0 0 0 1 0 0
Total Incidents Reported 25 22 19 18 27 24 34
*data not consolidated prior to 2013
3 Request For D ecision
There were 4 incidents involving contractors, 3 of which resulted in minor public property damage. No injuries
were reported.
Incidents involving MODC vehicles and equipment remained low due to continued improvements in operator
awareness and training. There were no major traffic accidents reported with municipal vehicles. Vehicle/driving
safety continues to be a subject of department toolbox talks.
There was a significant increase in the number of fire and fire related incidents at the landfill with 9 incidents being
recorded in 2021. There was one significant fire requiring response from multiple Fire Departments. All other
incidents were minor in nature and easily extinguished by the Kaizer Meadow staff. Causes of landfill fires are
difficult to determine precisely however most can be attributed to improper materials, flares, fireworks and
batteries being placed in the waste materials. Public education continues. Recommendations on further fire
preventive measures and emergency response improvements are under review by the Kaizer Meadow
management team.
Section 2: Investigations and Recommendations Review 2021
Under Section 11, the Department Head is responsible for ensuring the investigations are completed, corrective
action outlined and implemented as appropriate. The JOHSC continues to offer its support in completing the
investigations and implementation of corrective actions.
Thirty-four (34) incident investigations were initiated in 2021. Twenty-six (26) investigations have been
completed, leaving eight (8) and the corresponding recommendations pending.
From the 2021 investigations completed to date there were 36 recommendations made and of these 14 were
completed. There are regular follow ups with management team on the outstanding items.
Incidents/Investigations/Recommendations 2015 2016 2017 2018 2019 2020 2021
Incidents Reported 25 22 19 18 27 24 34
Investigations Completed 25 22 19 18 27 24 26
Investigations Outstanding 0 0 0 0 0 0 8
Recommendations Submitted * 31 34 27 34 45 41 36
Recommendations Completed 31 34 27 34 38 20 14
Recommendations under review * 0 0 0 0 7 21 22
*Does not include recommendations possible from
outstanding investigations
Although good progress is being made there is still need for improvement in the incident investigation programs.
There are several recommendations from 2019 and 2020 that have yet to be implemented. Some of the
outstanding recommendations are ongoing and will take some time to review and complete.
4 Request For D ecision
To ensure timely corrective action can be implemented, it is important that these outstanding investigations be
completed as soon as possible. Efforts must continue to close out recommendations from prior years.
Department Heads need to ensure that the investigations are completed within the designated 30 days. Work
continues making program improvements in this area and administrative loads should be reduced with the
implementation of an integrated software system.
Section 3: Workplace inspections
Section 12 of the OHS Program established a systematic approach of scheduled workplace inspections to identify
hazards, sub-standard conditions/practices and risks and to implement the appropriate and effective corrective
action.
We completed all scheduled inspections for 2021. Corrective actions are in progress on the hazards identified
during the site inspections.
Section 4: Worker’s Compensation Review 2020
Our current Safety Program is designed to help prevent workplace injury and have a positive impact on MOC’s
WCB experience rating. We have moved steadily from a rate demerit position in 2016 to rate merit position
through 2021. The 2022 rate continues in a merit position compared to the sector’s base rate.
WCB MODC Assessment Rate Historical Trend
Year Industry Base Rate Min/Max Range MODC Rate Cost Ratio Merit/Demerit
2016 $ 1.99 $ 1.40 - $ 3.18 $ 2.66 244. 9 % Higher 33.6 % Demerit
2017 $ 2.01 $ 1.41 - $ 3.21 $ 2.12 37.6 % Higher 5.5 % Demerit
2018 $ 2.04 $ 1.43 - $ 3.26 $ 2.04 1.54 % Lower 0.5 % Merit
2019 $ 2.07 $ 1.45 - $ 3.31 $ 1.77 48.8 % Lower 14.7 % Merit (- $0.30)
2020 $ 2.12 $ 1.49 -$ 3.39 $ 1.65 74.3 % Lower 22.3 % Merit (- $0.47)
2021 $ 2.43 $ 1.71- $ 3.88 $ 1.99 61.59% Lower 18.49 % Merit) (- $0.44)
2022 $ 2.93 $ 2.06 - $ 4.68 $ 2.61 37.35 % Lower 11.21 % Merit ( -0.32)
$0.00
$1.00
$2.00
$3.00
$4.00
2016 2017 2018 2019 2020 2021 2022
WCB Rates, $ per $ 100 of assessable payroll
Industry Rate MOC Rate
5 Request For D ecision
The cost experience ratio for NS Municipalities increased significantly resulting in the Basic Industry Rate for our
municipal category increasing this year from of $ 2.43 to $ 2.93 per $100 assessable payroll.
Fortunately, we currently maintain an experience rating significantly below the Basic Rate for municipal units.
This rate is 37.3 % lower than the industry average and we continue to enjoy a 11.2 % merit position. This merit
position dropped our rate by $ 0.32 to $ 2.61 per $100 assessable payroll. Based on assessable payroll (2020)
savings from this merit position are estimated at $ 10,000.
There were no major claims in 2021. There were several WCB claims in 2020 totaling just over $ 3300. As rates are
calculated using 3 years of claim experience it is important that we minimize any claim that may result from a
workplace injury by facilitating a quick and safe return to work.
Section 5: Joint Occupational Health and Safety Committee
The Safety Committee continues to meet each month to review overall safety performance and program
development. All incidents, investigations and the status on corrective actions are reviewed. The Committee
provides ongoing training and support to the departments specific to their safety requirements.
Some significant highlights of the 2021 Workplan included:
1. Continuing development and implementation of Covid-19 work plans and preventive best practices.
2. Completion of the Construction Safety external audit and receipt of 2022 Certification.
3. Development of and implementation of New Employee Safety Orientation program.
4. Development of ergonomic program in conjunction with WCB. Implementation in 2022.
5. Expansion of the Safety Resource Center (AMANS) for staff use.
6. First Aid training for staff.
7. Development and implementation of the winter safety campaign with a focus on prevention of slips, trips
and falls and driving and holiday home safety.
JOHSC members continue to contribute to overall safety program development with implementation of the 2022
Safety Workplan.
Section 6: Nova Scotia Construction Safety Certificate of Recognition program
The Municipality completed its external audit (Year 4) with a score of 97 % from Construction Safety Nova Scotia
and received a Certificate of Recognition and Letter of Good Standing for 2022. Areas of continuous improvement
are under review and will be addressed in the 2022 workplan.
Section 7: Department of Labour, Skills and Immigration
We continue to enjoy a favorable and cooperative working relationship with the Department of Labour.
There were no compliance issues raised and comments on our overall OHS program continue to be positive.
6 Request For D ecision
Section 8: Safety Program Work Plan Update
The 2022 Work Plan is focused on continuous improvement of our existing program with an emphasis on the
key areas of hazard assessment, safe work practices, employee training and communication to address
opportunities for improvement outlined in recent audits.
The 2022 Work plan includes the licensing and implementation of integrated health and safety software to
address the increasing administrative load required to maintain regulatory compliance and audit
requirements.
The MOC Emergency response plan and Comprehensive Hazard Assessment are scheduled for update in 2022
and JOHSC is looking to implement an ergonomics program.
I MPLICATIONS
Policy
Section 2 OHS Policy
Financial/Budgetary
Work Plan covered in current OHS Budget.
Environmental
N/A.
Strategic Plan
Maintain a high level of fiscal responsibility;
Continually improve public satisfaction with municipal services;
Work Program Implications
Requires ongoing resources from Safety Coordinator, JOHSC, Directors and staff.
OPTIONS
1. Accept the Year End 2021 Health and Safety Report and direct staff to continue development of the
2022 Safety Workplan and associated operating budget to include the implementation of integrated
health and safety software in support of the continuing development and implementation of the MOC
Health and Safety Program.
2. Direct staff to revise the 2022 Safety Budget and 2022 Workplan.
ATTACHMENTS
Safety Workplan 2022 summary
COMMUNICATIONS (INTERNAL/EXTERNAL)
Internal to staff on program implementation. External with regulatory agencies, suppliers and associations.
Health and Safety Program Work Plan 2022
1
Program
Section
Area Section Summary
Schedule 2022
Summary Major Deliverables External
Resources
Estimated
costs
Q1 Q2 Q3 Q4
Section 1: Regulatory Established. Annual training requirements for Management. Int., OEA $ 2 K
Section 2: Health and Safety Policy Established. Annual review. Staff Communication and Metrics Internal
Section 3: Health and Safety Committee Established. Improved input from staff. Integrated software systems. Internal $ 10 K
Section 4: Hazard Assessment and Control Established. CHA Annual review and contractor program Int., CSNS
Section 5: Safe Work Practices and Procedures Established. Implementation of critical SWPs linked to CHA Internal
Section 6: General Rules and Responsibilities Established: Development of Employees Handbook and Orientation Internal $ 5 K
Section 7: Personnel Protective Equipment Established. Finalize PPE Specifications, Inspection/Maintenance Internal
Section 8: Preventative Maintenance Established. Preventative Maintenance records management in place Internal
Section 9: Training and Communications Established. SWPs, Back to work program, Ergonomics OHSC, WCB
Section 10: Incident Reporting Established. Finalize closed loop tracking and reporting with SMT Internal
Section 11: Incident Investigations Established. Finalize closed loop tracking and reporting with SMT Internal
Section 12: Workplace Inspections Established. Finalize closed loop tracking and reporting with SMT Internal
Section 13: Statistics and Records Established. Update on Leading indicators, Staff recognition program. Internal
Section 14: Emergency Preparedness/Response Established. Annual review, update and additional training. Internal
Section 15: WHMIS Established. Complete Inventory and secure SDS as required. Internal
Section 16: Ergonomics New. Ergonomics program approved and implemented. Internal, WCB
Review and Development
Implementation and Process Integration
External Resources OHS, WCB, Construction Association Nova Scotia, Safety Services, other OHS Consultant (OHSC)
Internal Resources Safety Coordinator (SC), Health and Safety Committee (JOHSC), MODC Departments Heads (DH), Department Employees (DE)