HomeMy Public PortalAbout2022-10-20_COW_Website Agenda Package.pdfPage 1 of 1 (Cover Pages)
Committee of the Whole
AGENDA
Thursday, October 20, 2022
Livestreamed via YouTube at
www.youtube.com/modcvideo
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 September 15, 2022.
5. PUBLIC PRESENTATIONS/APPOINTMENTS
6. MATTERS ARISING
6.1 Request for Decision prepared October 5, 2022 – Infrastructure & Operations – J-Class Road
Proposed Evaluation Matrix.
6.2 Fire Advisory Committee – Options for discussion.
6.3 Request for Decision prepared September 14, 2022 – Infrastructure & Operations and Financial
and Information Services - ArcGIS ESRI Upgrade for Asset Management.
6.4 Request for Direction prepared October 7, 2022 – Infrastructure & Operations – Parade Square
Gazebo Lighting.
6.5 Request for Decision prepared October 11, 2022 – Infrastructure & Operations - Snow & Ice
Control Contracts (Roads and Sidewalks).
7. CORRESPONDENCE
8. BY-LAWS AND POLICIES
9. NEW BUSINESS
10. IN CAMERA
11. ADJOURNMENT
388
MUNICIPALITY OF THE DISTRICT OF CHESTER
Minutes of
COMMITTEE OF THE WHOLE
Via YouTube Live from 151 King St, Chester, NS
On Thursday, September 15, 2022
CALLED TO ORDER
Warden Webber called the meeting to order at 8:52 a.m.
Present: District 1 – Councillor Andre Veinotte District 2 – Deputy Warden Shatford
District 3 – Councillor Derek Wells District 4 – Warden Webber
District 5 – Councillor Abdella Assaff
District 7 – Councillor Sharon Church
Staff: Dan McDougall, CAO
Tara Maguire, Deputy CAO
Pamela Myra, Municipal Clerk
Jennifer Webber, Communications & Outreach Officer
Emily Lennox, Executive Secretary
Matthew Blair, Director of Infrastructure & Operations
Chad Haughn, Director of Community Development & Recreation
Tim Topping, Director of Financial & Information Services
Garth Sturtevant, Senior Planner
Emily Statton, Planner
Regrets: District 6 – Councillor Tina Connors
Samuel Lamey, Municipal Solicitor
Gallery: There were approximately nine members of the public present in the gallery.
APPROVAL OF AGENDA AND ORDER OF BUSINESS
Addition:
Addition Water Program Update.
Committee of the Whole (continued) September 15, 2022 389
2022-367 MOVED by Councillor Church, SECONDED by Deputy Warden Shatford the
September 15, 2022, Agenda and Order of Business for the Committee of the Whole
be approved as amended. ALL IN FAVOUR. MOTION CARRIED.
PUBLIC INPUT
A letter dated September 13, 2022 was read by the Communications & Outreach Officer from
Gerald Bremner regarding properties at East Chester, further to the public input of Sharon
Bremner at the September 8, 2022 Council meeting. The correspondence outlined a legal issue
that was resolved in 1997 with regard to the Quieting of Titles Act and unopened road.
The Deputy CAO indicated that more information will be provided to Council when the Solicitor
is available on September 29, 2022.
MATTERS ARISING
6.1 Request for Direction prepared August 21, 2022 – Community Development &
Recreation – Municipal Land Use By-Law and Village Land Use By-Law Amendments.
Emily Statton, Planner, outlined the suggested amendments to be considered in the Municipal
Land Use By-Law (MLUB) and Village Land Use By-Law (VLUB) included in the Request for
Direction as follows:
• MLUB Section 2.0 – revise definition of ‘Tourist Home’;
• MLUB Section 3.2, VLUB Section 3.4 – revise wording to address the adoption of revised
maps;
• MLUB Sections 4.1.3, VLUB Section 4.5 – add language explaining that certain By-laws are
exempt from LUB provisions, including but not limited to: Mobile Vending, Uniform
Signage & Outdoor Dining;
• MLUB Section 4.18.1 – use single unit dwelling setbacks as the standard for private
storage;
• MLUB Section 4.28.1 – (1) clarify that any development on a lot subject to Lakefront
Overlay requires a development permit, and (2) revise lot coverage language;
• MLUB Sections 6.4.1 – (1) list campgrounds and RV parks as permitted uses in the SR-2
zone (2), limit camp sites/RVs to 10, and (3) impose 10m setbacks equal to those found in
the Hamlet Zone;
Committee of the Whole (continued) September 15, 2022 390
• MLUB Section 6.4.1 revise setbacks for 3-11 dwelling units on a lot from 1.5m to 3m and
Tourism Accommodations setbacks from 7m to 7.5m to match Mixed Use Zone
requirements;
• MLUB Section 6.5.1 – revise language for larger campgrounds and RV parks to “21 or more
sites”; and
• MLUB Section 9.4.3-add Waterfront Parks not owned by the Municipality by Development
Agreement to list of Permitted Uses and Developments.
It was noted that the amendments are considered minor housekeeping amendments by staff.
There was some discussion regarding potential controversy about tourist homes.
2022-368 MOVED by Deputy Warden Shatford, SECONDED by Councillor Wells that the
Committee of the Whole recommend to Council to give direction to staff to prepare
a report and draft amendments to the Municipal Land Use By-law and Chester
Village Land Use By-law that address the list of housekeeping amendments outlined
in the Request for Direction prepared August 21, 2022 “Municipal Land Use By-Law
and Village Land Use By-Law Amendments” and schedule a date for a Public
Information Meeting. ALL IN FAVOUR. MOTION CARRIED.
PUBLIC PRESENTATIONS
5.1 9:00 a.m. – Mahone Islands Conservation Association – Moorings Project - Sydney
Dumaresq, John Meisner, and Bryan Palfreyman.
Mr. Dumaresq began by presenting a plaque to the Municipality regarding the assistance with
obtaining Birch Island.
John Meisner and Bryan Palfreyman also thanked Council for their past support on assistance
with acquiring Squid Island and Birch Island.
Mr. Meisner and Mr. Palfreyman outlined to Council the mooring program they wished to
implement at Squid and Birch Islands. Currently there are moorings placed around the islands,
however, these are private moorings. The intent of the program is to have private unregistered
Committee of the Whole (continued) September 15, 2022 391
moorings removed from both Squid and Birch Islands and replaced with common moorings that
can be used by everyone.
MICA has been working with NS Department of Natural Resources (DNR) and the Municipality
of the District of Lunenburg (MODL) to have public moorings placed near islands within Mahone
Bay off of the MICA islands in that area. They also outlined the process of applying for formal
registration and DNR has agreed to not accept any requests for moorings off MICA islands.
They will be holding a tour with the Minister, MLAs, and DNR to outline the issues and locations
of six new moorings in the near future. The process is complex to get underway. The moorings
will be bright yellow, and locations have been agreed to. The information in the package is
from their partnering with MODL.
The request of this Council was to go through the process as they did with MODL and locate
two moorings at Squid Island and two moorings at Birch Island with costs for installation shared
50/50. They also outlined the process for checking them and replacing chains regularly with a
contractor who is able to do so. The cost would be approximately $3,000 for the Municipality
for the four moorings. The MICA representatives explained the information that would be
included on the “tag” encouraging people to share and be polite and pleasant to users.
Members of Council agreed that this would be good access for public, however, prior to the
decision it was suggested that the information be reviewed, and insurance concerns dealt with.
MINUTES OF PREVIOUS MEETING
4.1 Committee of the Whole – August 4, 2022 – Warden Webber.
2022-369 MOVED by Deputy Warden Shatford, SECONDED by Councillor Church the minutes
of the August 4, 2022, meeting of Committee of the Whole be approved as
circulated. ALL IN FAVOUR. MOTION CARRIED.
PUBLIC PRESENTATIONS
5.2 9:15 a.m. - South Shore Tourism - Stephanie Miller Vincent, Peter Cullen, and Joanne
Cooper.
Peter Cullen, Chair, and Joanne Cooper, former Chair were present and reviewed a presentation
to Council on the services of South Shore Tourism. They outlined the experiences that visitors
Committee of the Whole (continued) September 15, 2022 392
and residents have been experiencing year-round due to the promotions of South Shore
Tourism, commenting on the Lobster Crawl and the www.visitsouthshore.ca website which is
helping people find places to stay and activities to take part in.
Mr. Cullen indicated that South Shore Tourism would like to transfer from a project based
funding to line item funding. The financial support would also provide the Municipality with a
voice on the Board.
The request was to have South Shore Tourism added to the 2022/23 budget as a line item in the
amount of $4,221.66. It was clarified that if the line item budget was approved the Municipality
would not be asked to contribute to specific events or projects in addition.
It was indicated that Council wished to discuss the matter with Economic Development staff
prior to making a decision.
Deputy Warden Shatford asked for a list of funding partners and Councillor Veinotte asked for
the annual budget of the organization.
The South Shore Tourism representatives thanked Council for their time and left the meeting.
5.3 9:30 a.m. - FBM Architecture Report “Built Form & Character-Defining Elements Study for
the Village of Chester”.
a. Slide Presentation.
b. Architecture Report.
David Paterson, Planner with FBM reviewed a slide show provided in the agenda package and
outlined the overview as follows:
1 Analysis + Principles (Winter/Spring 2022):
a. Previous Engagement.
b. History, Heritage, and Legacy Buildings.
c. Street Types and Character Areas.
d. Frequently Observed Character Elements.
e. Guiding Principles for Compatibility.
2 Engagement (May 2022):
a. Discussion Paper.
b. Survey.
c. Public Meetings.
d. Stakeholder Meetings.
Committee of the Whole (continued) September 15, 2022 393
e. Village Planning Advisory Committee.
3 Policy Considerations (September 2022):
a. Building Height.
b. Roof Shape.
c. Massing.
d. Materials.
e. Garages.
f. Landscape and Trees.
g. Housing Needs/Concerns.
h. Commercial Core.
i. Connection to Water.
j. Waterfront Zones.
k. Scale and Impact of Development.
Comments/Discussions regarding:
Other jurisdictions where lawns have been replaced with aggregate. There could be
consideration that the front yard be a ratio of the square footage of the building.
Types of trees that are resistant to wind/damage.
Warden Webber left the room briefly at 10:29 a.m. and returned at 10:31 a.m.
Mr. Paterson indicated that the detailed information contained in the report are considerations
to be brought forward.
Senior Planner, Garth Sturtevant noted that the information will be used as part of the plan
review and over the winter the process will move to the drafting stage in hopes that potentially
by late next summer there will be a draft to take to public engagement.
Councillor Veinotte indicated that were a number of topics discussed that are included in a
control document. He would like to see portions of the work to come back to Council for
discussion, rather than having a draft prepared first. He suggested separating the presentation
into topics, get advice from the committee and then report to Council.
There was discussion on the work required and other projects requiring attention of the Senior
Planner and how to achieve the results required.
The Deputy CAO noted that previously there were joint meetings between Council and Planning
Committees as workshops.
Committee of the Whole (continued) September 15, 2022 394
Councillor Wells indicated that the report was very reflective of what was said, and he indicated
that the meetings excellent and very well done. He would not want to slow down the process.
The Senior Planner advised that he would speak with his Director and come back to Council with
suggestions on the path forward. He also noted that he has three upcoming development
agreements to deal with, but he would return with an update on where staff is with regard to
timelines for the Village Plan Review.
A break was held from 10:44 a.m. to 10:58 a.m.
MATTERS ARISING (continued)
6.2 Quarterly Report – Financial & Information Services.
Tim Topping, Director of Financial & Information Services was present to review the 1st Quarter
Report ending June 30, 2022. He updated Council on the Quarter 1 Achievements, Priorities
for Quarter 2, excerpts from Strategic Priorities Chart relating to the Financial & Information
Services Department, Quarter 1 Capital Budget Update. 2022/23 Financial Forecast, Statement
of Operations (funding by program), and Variance analysis.
The Director of Financial & Information Services noted that the Municipality continues to
experience historically highs in the deed transfer tax received and overall, with surplus and
growth in reserve funds he expects a $2,583,580 surplus for the current fiscal year.
6.3 Water Program Update – Deputy CAO.
Tara Maguire, Deputy CAO, provided an update from the Fire Services Coordinator, noting that
a full report will be received at the Committee of the Whole on October 6, 2022, noting that as
of end of day September 14th, 195 low or dry wells have been recorded throughout the
Municipality. Of those 195 reports, 23% are from Chester and 8% from Martins Point. A total
of 7,050 coupons have been issued for weeks 3 and 4. There has been little change in the
precipitation forecast, which is predicting dryer than normal conditions.
The Independent stores are experiencing a shortage of 4L bottles of President’s Choice water.
If 4L cannot be sourced, they may need to move to Big 8 distributors which would eliminate
Independent stores from providing the water.
Committee of the Whole (continued) September 15, 2022 395
Councillor Veinotte asked if there was an update on the well program and the Director of
Financial & Information Services would have to check on the July and August reports.
The liability issues for fire departments providing water were also discussed as well as
community wells.
It was also noted that since there had been no budget to provide water this year, the cost will
be an unbudgeted expenditure. The program was not implemented in 2021 as there had been
enough rain.
CORRESPONDENCE
There were no items of Correspondence.
NEW BUSINESS
8.1 Flag Raising & Protocol Policy P-103 – Intention to amend policy in Section 3.03.
a. Current Policy.
b. Policy with proposed amendments.
Jennifer Webber, Communications & Outreach Officer reviewed the information that Council
had requested from the Equity, Diversity & Inclusion Committee, noting that there were five
flags to add to the Flag Raising and Protocol Policy.
2022-370 MOVED by Councillor Assaff, SECONDED by Councillor Church that the Committee
of the Whole give Notice of Intention and recommend to Council to amend Policy
P-103 Flag Raising & Protocol Policy as follows:
Section 3.03 c add the following to the clause “… except by resolution of
Council. If an observance is recurring, requests can be made to fly a flag on a
specific date(s) annually without submitting a request every year.”
Section 3.03 i – new clause – In the absence of a representing community
organization, and when appropriate, the Equity, Diversity, and Inclusion
Advisory Committee may submit a flag flying request for Council’s review.”
Section 3.03 j – new clause – The Municipality will fly a list of pre-approved
flags, without a written request.
These flags are:
Committee of the Whole (continued) September 15, 2022 396
i. Pan-African flag – first two weeks of February (African Heritage
Month).
ii. Trans flag – March 31 (Transgender Day of Visibility) and November 20
(International Transgender Day of Remembrance).
iii. South Shore Autism flag – first week of April (Autism Acceptance
Month).
iv. Pride flag – first two weeks of June (Pride Month).
v. All Children Matter flag – September 30 (National Day for Truth &
Reconciliation/Orange Shirt Day).
ALL IN FAVOUR. MOTION CARRIED.
IN CAMERA
There were no “In Camera” items for discussion.
ADJOURNMENT
2022-371 MOVED by Deputy Warden Shatford, SECONDED by Councillor Church, the meeting
adjourn. ALL IN FAVOUR. MOTION CARRIED. (11:20 a.m.)
___________________________ ___________________________
Allen Webber Pamela Myra
Warden Municipal Clerk
REQUEST FOR DECISION
REPORT TO: Council
MEETING DATE: October 20, 2022
DEPARTMENT: Infrastructure & Operations
SUBJECT: J-Class Road Proposed Evaluation Matrix
ORIGIN: Council Request
Date: October 5, 2022 Prepared by: Tammie Bezanson, CET
Date: October 7, 2022 Reviewed by: Matthew Blair, Director of Infrastructure and Operations
Date: October 14, 2022 Authorized by: Dan McDougall, CAO
RECOMMENDATION
It is recommended to Council, by the Department of Infrastructure & Operations (I&O), that Council considers
the following proposed evaluation matrix and approve it as presented with attachments. It will be used to
evaluate the J-Class roads within the Municipality of the District of Chester for consideration under the 50/50
cost share program for NSDPW J-Class roads.
CURRENT SITUATION
The Municipality of the District of Chester (MODC) contains approximately 35km of Provincially owned J-Class
roads. There is a J-Class road paving program which provides a 50/50 cost share between MODC and NSDPW for
paving of J-class roads within the MODC.
To qualify for this program, the MODC is required to submit a candidate list to NSDPW by November 30, 2022
for work to be completed in the 2023/24 fiscal year. NSDPW will determine, based on ranking and available
funding, which roads are accepted into the program.
BACKGROUND
The MODC submits an annual list of Provincially owned J-Class roads for consideration under the 50/50 cost
share program, which is reviewed by NSDPW for potential approval in the following fiscal year.
I&O staff wish to strengthen the selection process for the recommended J-Class roads, by adding measurable
criteria in order to more accurately capture the current road conditions and vehicle traffic volumes, as well as
potential future construction projects.
R e q u e s t f o r D e c i s i o n P a g e | 2
DISCUSSION
The Infrastructure & Operations department wish to introduce additional criteria, illustrated in the table below,
to evaluate the J-Class roads, so that they better reflect the physical condition and user traffic.
EVALUATION CRITERIA CURRENT MATRIX PROPOSED MATRIX
EXISTING CRITERIA
Access & Use * *
Street Classification * *
Road Condition * *
Executive *
PROPOSED CRITERIA
Business *
Municipal Infrastructure Upgrades *
Community Services *
School Bus Route *
Summary of the Existing Evaluation Criteria
Access & Use
This criterion is based on the number of properties accessing and/or using the road.
This criterion will remain.
Street Classification
All provincial J-Class roads are given a sub- classification:
1g – Local existing gravel (dead end or connector)
1a – Local a (access to residential units on this street only – dead end)
1b – Local b (access to residential units on street and other streets)
1c – Local c (access to residential and commercial on this street only – dead end)
1d – Local d (access to significant residential and/or commercial on street and other streets)
2a – Collector minor (Secondary collector connects to arterial)
2b – Collector major (Primary collector connects to arterial)
R e q u e s t f o r D e c i s i o n P a g e | 3
Based on the sub-classification, a score was awarded to each road.
See attachment 2 for score/rating.
This criterion will remain.
Road Condition
Road condition was a rating of Poor to Very good.
See attachment 2 for score/rating.
I&O wish to retain this criterion with the following amendment:
Road Condition Amendment
In the proposed evaluation matrix criteria, I&O wish keep the ‘Road Condition’ criteria, but align it to the Asset
Management standard Asset Condition Rating (ACR) ranking system as follows:
1 – Excellent condition
2 – Good condition
3 – Satisfactory condition
4 – Poor condition
5 – Hazardous condition
Executive
Executive section was based on three components:
General Priority
Strategic or Desired Routes
Executive Directive (economic factors, council direction etc.)
See attachment 2 for score/rating.
Executive Amendment
I&O is recommending the removal of ‘Executive’ as a criterion, as it is not measurable.
The ‘Executive’ decision may still be a deciding factor in the selection of J-Class Roads recommended to NSDPW
for resurfacing, however I&O wish only to present physical and environmental conditions of each road before
further deliberation.
R e q u e s t f o r D e c i s i o n P a g e | 4
Summary of the Proposed Evaluation Criteria
Business
Businsses have been added to the matrix due to the potential for increased vehicle traffic. As this information
changes, so would the matrix to reflect these changes. A J-Class road with a business would benefit from
additional points based on total, combined parking bay numbers
Municipal Infrastructure Upgrades
A J-Class road scheduled for municipal infrastructure upgrade, repair or installation, would receive additional
points due to coordination of construction.
See attachment 1 for score/weighting.
Community Services
Publicly accessed buildings would receive points due to increased traffic. These destinations include, but are not
limited to:
Library
Church
Medical Facility
School
Community Mailboxes
See attachment 1 for score/weighting.
School Bus Route
School bus routes receive points due to increased vehicle traffic from the busses themselves, and the potential
for parents driving children to designated school bus stops or drop-off locations.
See attachment 1 for score/weighting.
Additional Considerations
Road Length
I&O are recommending that these J-Class roads are split into shorter lengths, with a maximum length of
approximately 400-500m. Shortening a 1,000m+ length of road would potentially enable road sections assessed
with an asset condition rating (ACR) of 4 or 5 to be evaluated independently of an adjoining section in better
condition so that paving occurs where need most.
R e q u e s t f o r D e c i s i o n P a g e | 5
District-Based Selection
I&O are recommending that these J-Class roads considered using a district-based method. This method would
apply the criteria previously highlighted in this document and present them in rank order according to which
District they are located. The final list submitted to NSDPW would be created via a more collegial process so that
each affected district would be included.
OPTIONS
Option A – Accept the new evaluation matrix.
Option B – Direct staff to revise the evaluation matrix.
IMPLICATIONS
By-Law/Policy
Not Applicable
Financial/budgetary
No funding requirements are necessary for the implementation of the proposed matrix.
Environmental
Not Applicable
Strategic Priorities
1. Continually improve public satisfaction with municipal services
2. Ensure sufficient infrastructure is available to best serve our residents and businesses
3. Promote conditions conductive to fostering economic prosperity.
Priority Outcomes: Governance & Engagement
1. Ensure municipal service delivery is efficient and effective, communicated, and accessible.
2. Continue to develop an asset management system that will inform decisions about infrastructure,
development, levels of service, risk assessment, and associated financing.
Priority Outcomes: Infrastructure & Service Delivery
1. Develop and implement evidence-based plans for future infrastructure and service needs, along with
related funding models, to accommodate sustainable growth and levels of service.
2. Create efficiencies through innovative service delivery, and proactive maintenance and operations of
existing infrastructure.
Has Legal review been completed? ___ Yes _ _ No _X_ N/A
R e q u e s t f o r D e c i s i o n P a g e | 6
COMMUNICATIONS (INTERNAL/EXTERNAL)
No communication needs are anticipated at this stage of the project.
ATTACHMENTS
1. Proposed criteria weighting
2. Current criteria weighting
3. J-Class road list
R e q u e s t f o r D e c i s i o n P a g e | 7
1. PROPOSED CRITERIA WEIGHTING
CAT. CRITERIA DESCRIPTION SCORING WEIGHTING CATEGORY
TOTAL
EC
O
N
O
M
I
C
Street Classification 1g 1
10%
60%
1a 2
1b 2
1c 2
1d 3
2a 4
2b 5
Business # of Parking Bays at
Businesses
<5 1
10%
5-10 2
11-15 3
16-20 4
>20 5
Road Condition Asset Condition Rating
(ACR)
Excellent 1
30%
Good 2
Satisfactory 3
Poor 4
Hazardous 5
Municipal
Infrastructure
Upgrades
Scheduled Capital
Infrastructure
Construction Work
Within 2 Years
5 10%
SO
C
I
A
L
/
C
U
L
T
U
R
A
L
Community Service Church/Cemetery 1
10%
40%
Library 2
Community Mailbox 3
Medical Facility 4
School 5
Other TBD
School Bus Route No Bus Route 0
10% Bus Route on Abutting
Road 3
Bus route on the Road 5
Access & Use Number of Units on
Road
<5 1
20%
5 - 10 2
11 - 15 3
16 - 20 4
>20 5
R e q u e s t f o r D e c i s i o n P a g e | 8
2. CURRENT CRITERIA WEIGHTING
Accesses / Use 15%
Calculated Value for residential and commercial accesses using street Rating (1-5)
0 20 1
20 50 2
50 90 3
90 180 4
180 5
Street Class 15%
Description Rating (1-5)
1g – Local existing gravel (dead end or connector) 1
1a – Local a (access to residential units on this street only – dead end) 2
1b – Local b (access to residential units on street and other streets) 2
1c – Local c (access to residential and commercial on this street only – dead
end)
2
1d – Local d (access to significant residential and/or commercial on street and
other streets)
3
2a – Collector minor (Secondary collector connects to arterial) 4
2b – Collector major (Primary collector connects to arterial) 5
Road Condition 50%
Description of Condition Rating (1-5)
Very good: only planned operational required 1
Good: Some surface maintenance required plus operational maintenance 2
Fair: significant maintenance, and/or repairs recommended to avoid complete
failure
3
Poor: significant renewal/rehabilitation required 4
Very Poor: physically unsound and/or beyond rehabilitation 5
Executive 20%
Description of Condition Rating (1-5)
General priority 1
2
Strategic or desired routes 3
4
Executive directive (economic factors, council direction, etc.) 5
R e q u e s t f o r D e c i s i o n P a g e | 9
3. J-CLASS ROAD LIST
Road
Name Location Description MODC
District
Centre
Line
LENGTH
(m)
Surface
Type
ADAMS ROAD Western Shore
HWY 3 IN WESTERN SHORE
WESTERLY TO END OF SERVICE
AT C.N.R. BOUNDARY
5 150 PA
BEECH STREET East Chester MAPLE STREET IN EAST CHESTER
SOUTHERLY TO PINE STREET 1 110 PA
BIRCH STREET East Chester
OLD TRUNK 3 IN EAST CHESTER
SOUTHERLY TO JCT. OF MAPLE
AND BEECH STREET
1 180 PA
BOEHNER ROAD Western Shore
HWY 3 NEAR VAUGHN RIVER IN
WESTERN SHORE NORTHERLY TO
END OF SERVICE
5 400 GR
BRUNSWICK STREET Chester
REGENT STREET IN CHESTER
SOUTHERLY TO END AT UNION
ST
3 170 PA
CEDAR STREET East Chester MAPLE STREET IN EAST CHESTER
SOUTHERLY TO PINE STREET 1 110 PA
CENTRAL STREET Chester VALLEY ROAD IN CHESTER
SOUTHERLY TO REGENT STREET 3 480 PA
CENTRAL STREET Chester REGENT STREET IN CHESTER
SOUTHERLY TO SOUTH STREET 3 550 CS
CHANDLER ROAD Chester
MILLENNIUM DR IN CHESTER
COMMONS SOUTHERLY TO END
OF SERVICE
3 195 PA
CHANDLER ROAD Chester PIG LOOP TO MELLENNIUM DR 3 285 CS/GR
CHARLES HILTZ Western Shore
HWY 3 IN WESTERN SHORE
EASTERLY TO END OF LISTED
ROAD (SEE PLAN)
5 210 GR
CHESTER
COMMONS Chester OLD TRUNK 3 EASTERLY
AROUND TO ISLANDVIEW ROAD 3 249.5 SS/GR
CHESTER
COMMONS Chester ISLANDVIEW ROAD TO CIVIC 86 3 235.5 SS
CHESTER
COMMONS Chester CIVIC 86 TO WEST TO OLD
TRUNK 3 3 435.2 SS/GR
CHESTER DOWNS East Chester OLD TRUNK 3 IN EAST CHESTER
NORTHWESTERLY TO CIVIC 100 1 500 SS
CHESTER DOWNS East Chester
CIVIC 100 NORTHWESTERLY
AROUND LOOP TO
INTERSECTION
1 520 SS
CHESTER SHORE Chester PIG LOOP ROAD IN CHESTER
EASTERLY DISTRICT LINE 3 1060 PA
CHESTER SHORE East Chester HWY 3 TO DISTRICT LINE IN EAST
CHESTER 1 220 PA
DUKE STREET Chester HWY 3 TO MAIN ST 3 251 PA
DUKE STREET Chester MAIN ST TO VALLEY RD 3 270 PA
DUKE STREET Chester VALLEY RD TO WATER ST 3 558 PA
R e q u e s t f o r D e c i s i o n P a g e | 10
EAST WIND DRIVE Robinsons Corner
HADDEN HILL ROAD IN
ROBINSONS CORNER S/W
AROUND LOOP TO WEST WIND
DR.
3 450 PA
FOREST VILLAGE RD Simms
Settlement
HWY 3 IN SIMMS SETTLEMENT
SOUTHEASTERLY TO CIVIC 81 2 400 CS
FOREST VILLAGE RD Simms
Settlement
CIVIC 81 SOUTHEASTERLY TO
END AT CUL-DE-SAC 2 400 CS
FRANK SWINIMER Western Shore
END OF PAVEMENT AT NORTH
STREET IN WESTERN SHORE
WESTERLY TO END OF TURNING
CIRCLE
5 250 PA
FRANK SWINIMER Western Shore
HWY 3 IN WESTERN SHORE
WESTERLY TO END OF
PAVEMENT AT NORTH STREET
5 350 PA
FREDA'S HILL Chester
PENINSULA ROAD IN CHESTER
WESTERLY TO END AT PRIVATE
DRIVEWAY ON THE PENINSULA
3 180 SS
GEORGE DOREY Western Shore
HWY 3 AT WESTERN SHORE
WESTERLY TO END AT TURNING
CIRCLE
5 220 GR
GOLF COURSE ROAD Chester
PIG LOOP ROAD IN CHESTER
COMMONS SOUTHERLY TO END
OF CHIP SEAL
3 470 PA
GRANITE STREET Chester TREMONT STREET IN CHESTER
NORTHERLY TO END OF SERVICE 3 60 CS/GR
GRANITE STREET Chester
REGENT STREET IN CHESTER
NORTHERLY TO TREMONT
STREET
3 170 CS
HADDEN HILL RD Chester DISTRICT 3 LINE TO HWY 3
(CHESTER) 3 582 PA
HADDEN HILL RD Robinsons Corner DISTRICT 3 LINE TO BIRCHVIEW
DRIVE 7 367 PA
HADDEN HILL RD Robinsons Corner BIRCHVIEW DRIVE TO HWY 3
(ROBINSONS CORNER) 7 480 PA
HUBBARDS ESTATE
RD Fox Point
ROUTE 329 IN HUBBARDS
WESTERLY TO END AT TURNING
CIRCLE
2 540 PA
KING STREET Chester HWY 3 IN CHESTER NORTHERLY
TO FORMER C.N.R. OVERPASS 3 530 PA
KING STREET Chester HWY 3 TO VALLEY RD 3 180 PA
KING STREET Chester PLEASANT ST TO SOUTH ST 3 190 PA
KING STREET Chester TREMONT ST TO PLEASANT ST 3 180 PA
KING STREET Chester VALLEY RD TO TREMONT ST 3 170 CS/GR
LAWRENCE HATT RD Western Shore NORTH ST TO START OF
TURNING CIRCLE 5 140 PA
LAWRENCE HATT RD Western Shore HWY 3 TO NORTH ST 5 470 PA
LAWRENCE HATT RD Western Shore TURNING CIRCLE 5 30 GR
MAIN STREET Chester VICTORIA ST TO PRINCE ST 3 100 CS/SS
MAIN STREET Chester PRINCE STREET TO CENTRAL ST 3 100 CS/SS
R e q u e s t f o r D e c i s i o n P a g e | 11
MAIN STREET Chester CENTRAL ST TO VALLEY RD 3 140 CS/SS
MAIN STREET Chester QUEEN ST TO DUKE ST 3 100 CS/SS
MAIN STREET Chester VALLEY RD TO QUEEN ST 3 100 PA
MAIN STREET EXT Chester VICTORIA ROAD IN CHESTER
WESTERLY TO END AT SHORE 3 50 GR
MAPLE STREET East Chester BIRCH STREET IN EAST CHESTER
TO CEDAR STREET 1 240 PA
MAPLEWOOD DRIVE Chester
HWY 3 IN CHESTER COMMONS
NORTHERLY TO CHESTER
COMMONS ROAD
3 220 CS
MYRA Western Shore
HWY 3 IN WESTERN SHORE
WESTERLY TO END AT C.N.R.
BOUNDARY
5 170 PA
NAUSS POINT Chester FROM PIG LOOP RD TO WWTP 3 230 PA
NAUSS POINT Chester WWTP and beyond (285m?) 3 410 PA
NORTH STREET Western Shore STATION STREET NORTHERLY TO
FRANK SWINIMER ROAD 5 539 PA
NORTH STREET Western Shore
LAWRENCE HATT ROAD IN
WESTERN SHORE NORTHERLY TO
ADAM RD
5 272 PA
NORTH STREET Western Shore ADAM RD NORTHERLY TO
STATION STREET 5 387 PA
OLD TRUNK 3 Chester HWY 3 TO TRAIL CROSSING 1 378.5 PA
OLD TRUNK 3 Chester BIRCH STREET TO EVANS LANE 3 354.6 PA
OLD TRUNK 3 Chester CHESTER COMMONS RD TO
DISTRICT 1 LINE 1 367.6 PA
OLD TRUNK 3 Chester DISTRICT 1 LINE TO BIRCH
STREET 3 467.6 PA
OLD TRUNK 3 Chester EVANS LANE TO HWY 3 3 288 PA
OLD TRUNK 3 Chester TRAIL CROSSING TO ISLAND
VIEW RD 1 303.4 PA
PENINSULA RD Chester
SOUTH STREET IN CHESTER
WEST TO CIVIC 102, START OF
PENINSULA RD EXT
3 580 CS
PETERSON LANE Chester HWY 3 IN CHESTER SOUTHERLY
TO DUKE STREET 3 150 GR
PIG LOOP RD Chester CHANDLER ROAD TO DUKE
STREET 3 430 PA
PIG LOOP RD Chester HWY 3 TO CHESTER SHORE
ROAD 3 430 PA
PIG LOOP RD Chester CHESTER SHORE ROAD TO
CHANDLER ROAD 3 475 PA
PINE STREET East Chester
BEECH STREET IN EAST CHESTER
TO CEDAR STREET AND BRANCH
TO END
1 250 PA
PLEASANT STREET Chester KING STREET IN CHESTER
EASTERLY TO DUKE STREET 3 200 CS
PLEASANT STREET Chester PRINCE STREET IN CHESTER
EASTERLY TO KING STREET 3 150 PA
R e q u e s t f o r D e c i s i o n P a g e | 12
PRINCE STREET Chester
PLEASANT STREET IN CHESTER
NORTHERLY TO END AT MAIN
STREET
3 710 PA
QUEEN STREET Chester
SOUTH STREET IN CHESTER
NORTHERLY TO END OF
PAVEMENT AT VALLEY ROAD
3 780 PA
QUEEN STREET Chester VALLEY ROAD IN CHESTER
NORTHERLY TO HWY 3 3 300 CS
REGENT STREET Chester WATER ST TO KING ST 3 100 PA
REGENT STREET Chester BRUNSWICK ST TO END 3 100 CS
REGENT STREET Chester VICTORIA ST TO GRANITE ST 3 240 PA
REGENT STREET Chester KING ST TO CENTRAL ST 3 100 PA
REGENT STREET Chester PRINCE ST TO VICTORIA ST 3 120 PA
REGENT STREET Chester CENTRAL ST TO PRINCE ST 3 100 PA
REGENT STREET Chester GRANITE ST TO BRUNSWICK ST 3 100 PA
SMITH ROAD Robinsons Corner HWY 3 PARALLEL TO C.N.R. TO
END OF SERVICE 3 150 GR
SOUTH STREET Chester VICTORIA ST TO CENTRAL ST 3 100 PA
SOUTH STREET Chester CENTRAL ST TO KING ST 3 100 PA
SOUTH STREET Chester KING ST TO QUEEN ST 3 45 PA
STANFORD LAKE Robinsons Corner
HWY 3 IN ROBINSONS CORNER
EASTERLY AROUND STANFORD
LAKE TO CIVIC 80
7 459.3 GR
STANFORD LAKE Chester
DISTRICT LINE EASTERLY
AROUND STANFORD LAKE TO
Civic 266
3 407.1 GR
STANFORD LAKE Chester
CIVIC 266 EASTERLY AROUND
STANFORD LAKE TO OLD TRUNK
3 IN CHESTER
3 338.6 GR
STANFORD LAKE Robinsons Corner
CIVIC 80 EASTERLY AROUND
STANFORD LAKE TO DISTRICT
LINE
7 447.5 GR
STATION STREET Western Shore
HWY 3 IN WESTERN SHORE BY
FIRE HALL WESTERLY TO NORTH
STREET
5 360 PA
STEVENS ROAD East Chester
HWY 3 IN EAST CHESTER
NORTHERLY TO END OF SAND
SEAL
1 400 SS
SWINIMER ROAD Western Shore
HWY 3 IN WESTERN SHORE
WESTERLY TO END AT C.N.R.
BOUNDARY
5 330 GR
TARGET HILL Chester
OLD TRUNK 3 IN CHESTER
COMMONS NORTHWESTERLY TO
END OF SAND SEAL
3 340 SS
TREMONT STREET Chester DUKE ST TO VALLEY RD 3 520 CS
TREMONT STREET Chester VALLEY RD TO KING ST 3 140 PA
TREMONT STREET Chester KING ST TO CIVIC 138 3 363 CS
TREMONT STREET Chester CIVIC 138 TO END OF GRAVEL
SURFACE 3 130 GR
R e q u e s t f o r D e c i s i o n P a g e | 13
UNION STREET Chester WATER ST TO DUKE ST 3 190 CS / SS
UNION STREET Chester DUKE ST TO KING ST 3 55 PA
UNION STREET Chester KING ST TO BRUNSWICK ST 3 495 PA
VALERIE AVE Chester Basin
LACEY MINES ROAD IN CHESTER
BASIN SOUTHEASTERLY TO END
AT CUL-DE-SAC
4 160 GR
VALLEY ROAD Chester
HWY 3 IN CHESTER
SOUTHEASTERLY TO DUKE
STREET
3 530 PA
VAUGHN ROAD Western Shore
END OF CHIP SEAL SECTION IN
WESTERN SHORE EASTERLY TO
END OF SAND SEAL
5 210 PA
VAUGHN ROAD Western Shore
HWY 3 IN WESTERN SHORE
EASTERLY TO END OF CHIP SEAL
(To Treasure Drive)
5 260 PA
VICTORIA STREET Chester TREMONT STREET IN CHESTER
SOUTHERLY TO UNION STREET 3 352.5 PA
VICTORIA STREET Chester UNION STREET IN CHESTER
SOUTHERLY TO SOUTH STREET 3 413 PA
VICTORIA STREET Chester HWY 3 IN CHESTER SOUTHERLY
TO TREMONT STREET 3 374.5 PA
WALKER ROAD Chester VICTORIA STREET IN CHESTER
WESTERLY TO CIVIC 83 3 408.8 CS
WALKER ROAD Chester CIVIC 83 WESTERLY TO CIVIC 162 3 404.9 CS
WALKER ROAD Chester CIVIC 162 WESTERLY TO CIVIC
208 SOUTHERN BORDER 3 463 CS
WATER LANE Chester
WATER AND DUKE STREET
INTERSECTION IN CHESTER
SOUTHERLY TO QUEENS STREET
3 120 PA
WATER STREET Chester DUKE STREET IN CHESTER
SOUTHERLY TO DUKE STREET 3 570 PA
WESTWIND DRIVE Robinsons Corner
EASTWIND DRIVE IN ROBINSONS
CORNER SOUTHWESTERLY TO
EASTWIND DRIVE
3 200 CS
YOUNG ROAD Western Shore
HWY 3 IN WESTERN SHORE
WESTERLY TO C.N.R. BOUNDARY
THEN TO STATION STREET
5 400 GR
ZINCK ROAD Robinsons Corner HWY 3 IN ROBINSONS CORNER
EASTERLY TO END OF ROAD 3 140 GR
2022-10-18
1
Fire & Emergency
Services
REVIEW OF FIRE ADVISORY COMMITTEE TERMS OF REFERENC E
October 20, 2022
Establishing an FAC
•Council approved a motion to re-establish a Fire Advisory Committee as a Committee of Council
•Part of the motion was direction to include the Fire Services from the Municipality to determine
the terms of reference with all seven fire services represented
•Staff would like some input from Council as we feel it would be best if there was a draft policy
we can have the fire service provide feedback on
•Staff have incorporated input from the P66 review committee and informal discussion with Fire
Service regarding establishing a committee
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2022-10-18
2
MOC Council – Role in Fire Services
MGA- Section 293
•A Municipality may maintain and provide fire and emergency services by providing the service,
assisting others to provide the service work with others to provide the service or a combination of
means
MGA- Section 294 / 295
•A Municipality shall not refuse to register a Body Corporate who applies to a municipality for
registration as a Fire Department or to provide emergency services if :
a) the municipality is satisfied the entity is capable of providing fire services;
b) the body corporate has liability insurance as required by the municipality;
c) the body corporate does not provide the fire service for profit
d) the municipality does not provide the same service for the same area
MODC Role in Fire Services
MGA – Sec 296- Municipal Policies respecting Fire Services:
•Requirements and procedures for registration (MOC Policy P33)
•The manner of accounting to the Council for the use of funds provided by the Municipality
•An annual meeting to report to the public respecting fire and emergency services
•Other such matters as are necessary and expedient for the provision of emergency services in the
Municipality
•A Council may require proof of compliance with its policies before advancing any funds
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4
2022-10-18
3
Background
•The Fire Advisory Committee was originally established in 1996 as Committee of Council.
•Terms of Reference (TOR) for the Committee were updated in 2009 as a Committee of Council with
mandate of providing advice and making recommendations to Council on fire services matters.
•included representation of all Commissions and Fire Departments.
•Committee’s TOR revised & established as Policy P66 in 2011
•Governance - Commissions
•Operations - Fire Departments
•The committee membership was limited to the Commission as the incorporated governing bodies
•Separate meetings (Chiefs Officer’s Review) with the Fire Chiefs were established, providing input to the
FAC.
•Timely and majority supported recommendations to Council were an ongoing challenge
•concerns on the roles and responsibilities of the various stakeholders, communications amongst the Commissions and Departments
and the varying individual needs of each district.
Background
•March 2015 - ad hoc P-66 Review Committee
•review and revise Policy P66 with the intent of making improvements to increase its effectiveness.
•met several times and worked on drafts of revised terms.
•In August 2015, the MOC received notice that several of the Commissions and Fire Departments wished to withdraw representation on
the Fire Advisory Committee.
•MOC advised each Commission and Departments that it was suspending the FAC until further discussion could be completed.
•MOC stipulated Council would continue to seek the input of both the Commissions and the Departments as may be necessary and encourage both to continue meeting
amongst themselves to discuss common issues and opportunities.
•Some Commissions and Departments chose to form a new organization, the Lunenburg East Fire and Emergency Services Committee
(LRFES).
•Unfortunately, as there was not representation from all Districts on this new Committee, it was difficult for staff to bring forward fully
supported recommendations to Council on significant fire services issues.
•The FAC did not reconvene and Council repealed Policy P66 Fire Advisory Committee Terms of Reference in Motion 2021-055 of January
28, 2021.
•Council has requested that a new FAC policy be developed and meeting re-commence.
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2022-10-18
4
Discussions from P66 Review
What was working well?
•FAC provided an opportunity to share ideas, obtain reference materials and advice from peers and staff. Opportunity
to share knowledge, recommendations for improvement and continuity of effective fire services.
•Good liaison with Council.
Where were there difficulties?
•14 different bodies (Commissions and Fire Departments) with varying local needs and perspectives
•Majority versus consensus on recommendations
•Differences of opinion on representation (Commissions as governing bodies and FDs as operations)
•Questions on role of Council on the Committee
•Long process on decision making, agenda lag, communications, resources
•Lack of strategic objectives
•Limited responsibilities, all recommendations subject to further approval by Council
Current Situation
•FAC is not active. Council has requested new FAC be established
•No fully representative forum for review of fire services issues ( some Committees, Chief’s
meetings)
•Current focus is more operational than governance and strategic
•Fire service representation and access Council remains unclear
•Change in some Commissions (new members) and Chief Officers
•Continuing discussions on roles and responsibilities of Commissions, Departments and Council
7
8
2022-10-18
5
Roles and Responsibilities – Options
•Establish the FAC as a Committee of Council ( with ad hoc committee support) in an advisory role on fire and emergency services
within MOC
•Option 1 Governance Focused
•Local, provincial or federal legislation that could impact on the fire and emergency response services within the Municipality
•Fire service issues from Provincial and National Associations, Fire Service Association (FSANS), Joint Municipal Advisory
Committee
•By-laws and legislation (P33, WCB, Rural Fire District Act, MGA)
•Option 2 Expand advisory to policy, programs, standards, best practices
•Development of Municipal Fire Service Policy and programs to mitigate risk and meet the needs of the fires services and the
communities served
•Recommendations on Municipal standards, best practices, bylaws
•Strategic plans to support and maintain effective fire and emergency services
•Involved in assisting Commissions/Departments with fire service resources? General Rate allocations? Capital and Operational
Grants?
•Option 3 Referrals from Council
•Would Council like to refer fire service issues to FAC?
Membership
•Governance:6 Commission and new Chester Advisory Committee
•Operations:7 Fire Departments
•Representation from all operational and governing bodies would be 14 on FAC
•Inclusion of two Councilors would move membership to 16 (supportive role or voting members)
•Options:Governing bodies only, representatives from fire service operations, members of public)
•Fire service membership selected by fire services organizations
•Council representatives (and Public if decided) appointed by Council
•Terms of representation to be considered
•Voting options: (by all members, with/without Councilor’s vote, by governing bodies, by District )
•MOC staff attendance in supporting role (non Voting) for research reports, minutes,
communications, logistics etc.
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10
2022-10-18
6
Structure
•Chairperson and Vice-Chairperson presides over FAC meetings and represents FAC with Council
•P66 review indicated possible potential for bias if Chair with meeting oversight and vote) was
from specific District
•Some options:
•Nominated and elected by the voting members with approval by Council
•Independent Chairperson (non voting)
•Appointed by Council
•Specific/Staggered terms of office
Motions and Voting
•P66 review indicated some difficulties in FAC motions being adopted by majority vote alone without
consideration of Districts having potential difficulties to implement. Limited ability by Council to judge
compliance. (P33?)
•Some options
•Motions expected to represent the best interests of both the MOC and the fire services
•Voting members are entitled to make motions. Must be seconded before going to vote. No Proxy
votes. Abstention is a negative vote.
•All motions decided by a majority 50 % +1, 2/3s or other) of votes. Ties are determined in the
negative.
•All motions carried by the Committee must be approved by Council before implementation.
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2022-10-18
7
Meetings and Schedules
•Reference to Policy #79 rules on Proceedings of Council and (Policy P 58) reimbursement for members
•P66 review indicated some difficulties in attendance, agenda lag, resources, timing and communications
•Some options:
•Quarterly or Bi-monthly in evenings in Council Chambers ( consider virtual options?)
•Agendas and meeting schedules issued well in advance ( on line?)
•Quorum = 2/3rds of voting members (use of designated alternates)
•Presentations by appointment in advance and on agenda
•Open to public. Public need unanimous approval of the Committee to address FAC
•Minutes (drafts) distributed quickly for review by all stakeholders
•Timely discussion at Commission and Department levels for additional feedback before next meeting
•Regular reports/presentations to Council in writing (quarterly?)
13
REQUEST FOR DECISION
REPORT TO: Council
MEETING DATE: October 20, 2022
DEPARTMENT: Infrastructure & Operations; Financial & Information
Services
SUBJECT: ArcGIS ESRI Upgrade for Asset Management
ORIGIN: Strategic Priorities
Date: September 14, 2022 Prepared by: Nick Zinck, GIS Specialist;
Jonathan Meakin, Strategic Initiatives Coordinator
Date: October 4, 2022 Reviewed by: Matthew Blair, Director of Infrastructure & Operations
Date: October 5, 2022 Authorized by: Dan McDougall, CAO
RECOMMENDED MOTION
That Council approves an addition to the current 2022/23 budget of $18,000 + HST for the purchase of
the ESRI Workforce Starter Solution (WSS) add-on app. This is unbudgeted expenditure funded via the
General Reserve.
CURRENT SITUATION
The Infrastructure & Operations Department is leading the development of the Municipality’s inter-
departmental, cross-functional asset management system which, when complete, will rely heavily on
an enhanced ArcGIS system. Although the Municipality currently uses the industry standard ESRI
ArcGIS platform, the current system does not allow for the functionality required for future asset
management practices.
BACKGROUND
The Infrastructure & Operations and Financial & Information Services Departments wish to purchase
the ESRI Workforce Starter Solution (WSS) app to complement and develop the Municipality’s existing
ArcGIS software.
The WWS app will enable the Municipality to develop and refine asset management processes and
workflows to capture and update our asset inventory efficiently and effectively, using the industry
standard software.
R e q u e s t f o r D e c i s i o n P a g e | 2
DISCUSSION
Management of municipal assets is fundamental to the successful maintenance and capital renewal of
public infrastructure and the delivery of public services. Asset management enables MoC to create
future operational and budget plans to provide infrastructure and services to the public in a safe,
sustainable manner. It also provides evidence-based information to council for future considerations.
To address the complex needs for municipal asset management, a functioning ArcGIS system is
required. MoC’s current system only acts as a basic asset repository.
The proposed addition of WSS will enable Infrastructure & Operations to create four asset categories:
Roads
Wastewater
Vehicles & Equipment (fleet)
Buildings & Structures
The WSS app will enable staff to assign Asset Condition Ratings (ACR); document installation and repair
dates; identify materials, dimensions, manufacturers as well as other relevant information.
It will also allow field operators to upload accurate and current data directly into ArcGIS via their work
devices and allow them to view asset specific information on-site to make quick, evidence-based
decisions, in a very user-friendly manner.
By automating data capture and analysis of assets, the app will speed up a time-consuming, labour
intensive and inefficient processes, which in turn would reduce costs and human error.
Training on the WSS app will be conducted in-house via the GIS Specialist.
The two remaining, current operational categories that can be added in the future are:
Open Spaces
Solid Waste
Should future new asset categories emerge, they can be added to the current ArcGIS with the purchase
of an additional WSS (or similar) application.
OPTIONS
Option A – Direct staff to purchase the Workforce Starter Solution
Option B – Direct staff to investigate alternative products.
R e q u e s t f o r D e c i s i o n P a g e | 3
IMPLICATIONS
By-Law/Policy
Not applicable
Financial/budgetary
The $18,000 + HST is unbudgeted for in the 2022/23 financial year and would need to be funded via the General
Reserve. There are no on-going annual costs associated with the WSS app.
Environmental
By having all asset information at hand in the field, this reduces the need to make vehicle trips to an office to
retrieve the same, thus lowering MoC’s carbon emissions.
Strategic Priorities
The implementation of an ArcGIS ESRI Upgrade & associated training for Asset Management practices 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. Continue to develop an asset management system that will inform decisions about infrastructure,
development, levels of service, risk assessment, and associated financing.
Priority Outcomes: Infrastructure & Service Delivery
1. Develop and implement evidence-based plans for future infrastructure and service needs, along with
related funding models, to accommodate sustainable growth and levels of service.
2. Create efficiencies through innovative service delivery, and proactive maintenance and operations of
existing infrastructure.
Work Program Implications
The WSS application being asked for in this RFD only has the capacity for four (4) asset categories.
To accommodate the remaining two (2) asset categories and up to two (2) currently unknown, future asset
categories, Administration will require additional budget approval from Council.
Has Legal review been completed? ___ Yes _ _ No _X_ N/A
COMMUNICATIONS (INTERNAL/EXTERNAL)
No communication needs are anticipated at this stage of the project.
ATTACHMENTS
N/A
REQUEST FOR DIRECTION
REPORT TO: Council
MEETING DATE: October 20, 2022
DEPARTMENT: Infrastructure and Operations
SUBJECT: Parade Square Gazebo Lighting
ORIGIN: Citizen Complaint
Date: October 7, 2022 Prepared by: Tammie Bezanson, CET
Date: October 11, 2022 Reviewed by: Matthew Blair, Director of Infrastructure and Operations
Date: October 14, 2022 Authorized by: Dan McDougall, CAO
RECOMMENDATION
That council provide direction to address the citizen complaint regarding the Parade Square gazebo lighting,
with respect to both the short-term and long-term approach to lighting.
CURRENT SITUATION
The current Parade Square gazebo lighting schedule has been operational since 2020. The current lighting
schedule is between 05:00 to 07:00 and 17:00 to 23:00.
The distance from the gazebo to the nearest residences are:
9 Peninsula Road - 15m
34 South Street - 50m
30 South Street - 55m
44 South Street - 60m
A lux meter measured the luminescence of the lights during darkness on Friday, 7th October. The lux level was
96.87 (9 footcandles). The Illuminating Engineering Society of North America (IESNA) which establishes
standards and illuminating guidelines to the light industry, suggest a maximum lux/footcandle for a comparable
structure not to exceed 54 (5 footcandles). By this standard the current lighting is approximately twice the
recommended luminescence.
The current gazebo lighting are LED ‘pot’ lights, inserted flush into the ceiling of the gazebo structure. They are a
complete, sealed units which means:
LED bulbs cannot be simply removed and replaced. The entire unit must be replaced.
The light housing will not accommodate new cowls for directional lighting.
This type of unit was selected due to its robust performance in maritime weather conditions and the
inaccessible LED bulbs which may be subject to vandalism and/or theft.
The lights are currently set at their lowest dimmable level.
It was reported that the recent power outages had affected the timing of the lighting as it was digital.
R e q u e s t f o r D e c i s i o n P a g e | 2
The current lighting provides necessary lighting levels to satisfy accessibility issues for most users. It was noted
during the assessment that the gazebo only has stair access and would benefit from reflective strips at the toe of
each stair tread. The gazebo is not accessible to wheelchair users due to an absence of a suitably inclined ramp.
BACKGROUND
An adjacent resident to Parade Square has requested the Parade Square gazebo lighting be turned off. The
citizen advised that the light is so intense (glaring, bright blue LED lights) that it is affecting their quality of life.
The citizen understands the need for lighting during special events, but requested they be turned off otherwise.
The citizen also advised that the lighting is on between the hours of 6pm and 11pm, regardless of whether an
event is being held.
The CAO requested staff assess the site for accessibility issues/compliance and report back to council with
recommendations.
DISCUSSION
There are several organizations (IESNA; International Dark Skies Association etc.) that provide advice and
guidance on illumination levels is public spaces. General principles of best practice include:
Identifying where and when lighting is required
Directing lighting downward
Limiting lighting that crosses property lines
Utilizing shut-off controls
Using the correct levels of light for the intended purpose
The gazebo is occasionally booked during evening hours and lighting is required. The existing lighting is directed
downwards, however, whilst it is on a digital timer, the lighting does not have shut-off controls or motion
sensors. The current lux levels exceed recommend levels and does cross property lines.
In order for the lighting level to be adjusted to be more flexible and appropriate to citizen/user requirements, all
of the existing lighting fixtures and associated controls must be replaced.
Short Term
In the short term, the following options can be undertaken with the existing lighting and controls:
Continue with the current lighting schedule
Reduce the scheduled daily lighting schedule
Only turn on the lights for pre-approved, schedule events
R e q u e s t f o r D e c i s i o n P a g e | 3
Long Term
In the long term, the following options may be considered:
Turn on the existing lighting only for pre-approved, scheduled events
Replace the existing lighting and associated electrical system with equipment that:
o Does not exceed recommended illumination levels
o Can be activated by motion sensors
o Can be remotely operated to allow for flexible daily and scheduled use
Create a gazebo lighting policy that includes the above and/or additional requirements
OPTIONS
Short Term
Option A – Direct staff to continue with current lighting schedule
Option B – Direct staff to reduce scheduled lighting hours
Option C – Direct staff to turn on lighting only during scheduled events
Long Term
Option D – Direct staff to investigate lighting options that following recommended IESNA guidelines
IMPLICATIONS
By-Law/Policy
Procurement, if necessary, would follow P-04, Procurement Policy.
Financial/budgetary
Costs would be established upon the direction given by Council.
Strategic Priorities
The design and future construction 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.
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.
2. Develop an accessibility, diversity, and equity lens for municipal plans and services, and support
partners in advancing accessible and inclusive communities.
R e q u e s t f o r D e c i s i o n P a g e | 4
Infrastructure & Service Delivery
1. Develop and implement evidence-based plans for future infrastructure and service needs, along
with related funding models, to accommodate sustainable growth and levels of service.
2. Create efficiencies through innovative service delivery, and proactive maintenance and operations
of existing infrastructure.
3.
Work Program Implications
Will the subject of this report have an impact on staff’s work programs? Are additional resources needed or will
the action delay or change any timelines of the departmental work program?
Has Legal review been completed? ___ Yes _ _ No _X_ N/A
COMMUNICATIONS (INTERNAL/EXTERNAL)
N/A
ATTACHMENTS
Various site photos illustrating current site conditions.
Photos of the current lighting in the gazebo and area:
Gazebo with no lights on
R e q u e s t f o r D e c i s i o n P a g e | 5
Gazebo lit
View of Gazebo from South Street
R e q u e s t f o r D e c i s i o n P a g e | 6
View of South Street with the street lights
View of South Street in front of the residence
4 Central .Street
Chester NS B0.1 110
October 17, 2022
DELIVERED Y HAND
Municipality of Chester Council
152 King Street
Chester N5 I i7J 110
Clear Councillors,
Further to nay letter of September 20 to Council, I understand that Council and Staff will
consider the undersigned's request for elimination in the lighting in the Gazebo; with ce
exceptions (Christmas, band concerts, special events).
In the
giant
could Council be prepared to consider a slight r modification now?
It would be greatly appreciated if morning lights did not co on until 7 a.rn. (they presently
turn on at 6:00 a. m,
would also be greatly appreciated if evening lights turned off at 8:00 p.m. (they presently turn
just after 9:00 p.m.).
Kindly bear in mind that the lights are located within 5C' or rtoughly 5 rrmetres tat the windows
in the Cavendish House.
I have spoken with Barbie Nunn -Porte r of the Cavendish House, who confirms her agreemment
with this interim proposal.
Thank you in advance for you consideration of this request.
Respectfully yours,
Nancy Murray
34 Central Street
REQUEST FOR DECISION
REPORT TO: Council
MEETING DATE: October 20, 2022
DEPARTMENT: Infrastructure and Operations
SUBJECT: Snow and Ice Control Contracts
Roads and Sidewalks
Date: October 11, 2022 Prepared by: Fred Whynot, P. Eng., Director of Public Works
Date: October 14, 2022 Reviewed by: Matthew Blair, Director of Infrastructure and Operations
Date: October 14, 2022 Authorized by: Dan McDougall, CAO
RECOMMENDED MOTION
That council award the following Snow and Ice Control three-year contracts:
MODC-T-2022-004: Winter Sidewalk Maintenance
Western Shore: $48,028.96 + HST William Gerhardt Property Improvement
Chester Basin: $42,460.39 + HST William Gerhardt Property Improvement
New Ross: $52,021.00 + HST Danny Hiltz Excavating
Chester: $121,464.56 + HST William Gerhardt Property Improvement
Hubbards: $34,803.60 + HST William Gerhardt Property Improvement
MODC-T-2022-005: Winter Road Maintenance Aspotogan and East River Point Area
$52,050.00 + HST George Zinck Excavation & Trucking
MODC-T-2022-006: Winter Road Maintenance Mill Cove
$42,600.00 + HST BA Saulnier Cabinet Making
CURRENT SITUATION
The Department of Infrastructure and Operations issued three Request for Quotation (RFQ) documents seeking
the services of a qualified firm or individuals to provide snow and ice control services for a three-year term for
our sidewalks and roads. Our sidewalk RFQ was broken into five communities (Western Shore, Chester Basin,
New Ross, Chester, and Hubbards) allowing proponents to bid on separate areas or all areas. Our RFQ for
Winter Road Maintenance Aspotogan and East River Area included the roads Captains Way, Commodores Drive,
Endeavor Avenue, and Landing Drive West. Our RFQ for Winter Road Maintenance Mill Cove included the roads
Parkwood Drive and Foxwood Drive. Only one bid was received for each area but each of the bidders has
provided the same service in the past for each area.
BACKGROUND
The Municipality has a policy of reviewing such services as Traffic Control (flagging), Snow Removal, Vehicle
Repair, etc. on a rotating basis. These services will be contracted as noted and reviewed regularly based upon
R e q u e s t f o r D e c i s i o n P a g e | 2
qualifications, experience, services offered, past performance, proposed fees and other relevant considerations.
The CAO and appropriate Department Heads are responsible to carry out that process and file a
recommendation to Council for the appropriate appointment.
The past contracts for snow and ice control for the above-mentioned areas have expired and new contracts are
required. All contracts were written for a three-year period.
DISCUSSION
Three RFQs were prepared and placed on the Provincial Public Procurement website for snow and ice control
services for our sidewalks in five separate communities and roads in two separate areas (Aspotogan/East River
Point and Mill Cove). Each area matched previously serviced areas, but some changes were made with the new
RFQs.
In past RFQs, the only related criteria was price. Department of Public Works staff used the following criteria in
each RFQ in addition to price:
Rated Criteria Category Points
Experience 15
Personnel 10
Equipment 15
Price 60
Total 100
Only one bid for each area was received by the relevant RFQ deadline. Each proponent for each area had the
previous contract. Each proponent has the required experience, personnel and equipment to provide the
required services.
Following are the financial bids for each area:
MODC-T-2022-004 Winter Sidewalk Maintenance - William Gerhardt Property Improvement
Schedule
Period
Western
Shore
Chester Basin New Ross Chester Hubbards
Lump Sum Lump Sum Lump Sum Lump Sum Lump Sum
Year 1 Nov 1/22-Oct
31/23
$15,235.20 $13,468.80 $ $38,529.60 $11,040.00
Year 2 Nov 1/23-Oct
31/24
$15,996.96 $14,142.24 $ $40,456.08 $11,592.00
Year 3 Nov 1/24-Oct
31/25
$16,796.80 $14,849.35 $ $42,478.88 $12,171.60
Total $48,028.96 $42,460.39 $ $121,464.56 $34,803.60
R e q u e s t f o r D e c i s i o n P a g e | 3
MODC-T-2022-004 Winter Sidewalk Maintenance – Danny Hiltz Excavating
Schedule
Period
Western
Shore
Chester Basin New Ross Chester Hubbards
Lump Sum Lump Sum Lump Sum Lump Sum Lump Sum
Year 1 Nov 1/22-Oct
31/23
$ $ $16,500.00 $ $
Year 2 Nov 1/23-Oct
31/24
$ $ $17,324.69 $ $
Year 3 Nov 1/24-Oct
31/25
$ $ $18,196.31 $ $
Total $ $ $52,021.00 $ $
MODC-T-2022-005: Winter Road Maintenance Aspotogan and East River Point Area
George Zinck Excavation & Trucking
Schedule
Period
Captains Way Commodores
Drive
Endeavor
Avenue
Landing Drive
West
Lump Sum Lump Sum Lump Sum Lump Sum
Year 1 Nov 1/22-Oct 31/23
$4,100.00 $4,100.00 $4,550.00 $3,900.00
Year 2 Nov 1/23-Oct 31/24
$4,200.00 $4,250.00 $4,650.00 $4,200.00
Year 3 Nov 1/24-Oct 31/25
$4,400.00 $4,450.00 $4,850.00 $4,400.00
Total $12,700.00 $12,800.00 $14,050.00 $12,500.00
MODC-T-2022-006: Winter Road Maintenance Mill Cove
BA Saulnier Cabinet Making
Schedule
Period
Parkwood Drive Foxwood Drive
Lump Sum Lump Sum
Year 1 Nov 1/22-Oct 31/23
$8,100.00 $5,900.00
Year 2 Nov 1/23-Oct 31/24
$8,200.00 $6,000.00
Year 3 Nov 1/24-Oct 31/25
$8,300.00 $6,100.00
Total $24,600.00 $18,000.00
R e q u e s t f o r D e c i s i o n P a g e | 4
OPTIONS
Option A – Direct staff to award the contracts as detailed above.
Option B – Direct back to staff for further information.
IMPLICATIONS
By-Law/Policy
Not Applicable
Financial/budgetary
These contracts are part of annual winter maintenance services.
Strategic Priorities
The snow and ice control contracts 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. Continue to develop an asset management system that will inform decisions about infrastructure,
development, levels of service, risk assessment, and associated financing.
Priority Outcomes: Infrastructure & Service Delivery
1. Develop and implement evidence-based plans for future infrastructure and service needs, along with
related funding models, to accommodate sustainable growth and levels of service.
2. Create efficiencies through innovative service delivery, and proactive maintenance and operations of
existing infrastructure.
Work Program Implications
MODC will have contractors in place to provide winter maintenance services in the areas detailed above.
Has Legal review been completed? ___ Yes _ _ No _X_ N/A
COMMUNICATIONS (INTERNAL/EXTERNAL)
No communication needs are anticipated at this stage of the project.
ATTACHMENTS
N/A