HomeMy Public PortalAbout2022-12-01_COW_Website Agenda Package.pdfPage 1 of 1 (Cover Pages)
COMMITTEE OF THE WHOLE
AGENDA
Thursday, December 1, 2022 at 9:00 a.m.
Livestreamed via YouTube at
www.youtube.com/modcvideo
from Forest Heights Community School
847 Highway 12, Chester Grant
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 November 17, 2022.
5. PROCLAMATIONS
6. PUBLIC PRESENTATIONS/APPOINTMENTS
7. MATTERS ARISING
7.1 Corporate & Strategic Management 2nd Quarter Quarterly Report.
7.2 Grants Overview Summary – Community Development & Recreation.
7.3 Correspondence from Chester Art Centre (along with Financial Statements for the year ended
September 30, 2021) requesting funding.
7.4 Strategic Plan Update.
8. CORRESPONDENCE
8.1 Webform Submission received from Peter Clements regarding littering on Wake Up Hill Road.
9. BY-LAWS AND POLICIES
9.1 Request for Decision prepared November 14, 2022 – Infrastructure & Operations – Asset
Management Policy.
9.2 Council and Committee Procedural Policy P-109 – Councillor Connors.
10. NEW BUSINESS
11. IN CAMERA
12. ADJOURNMENT
487
MUNICIPALITY OF THE DISTRICT OF CHESTER
Minutes of
COMMITTEE OF THE WHOLE
Via YouTube at www.youtube.com/modcvideo
Live from 151 King St, Chester, NS
On Thursday, November 17, 2022
CALLED TO ORDER
Warden Webber called the meeting to order at 8:46 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 6 – Councillor Tina Connors
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
Tammie Bezanson, Certified Engineering Technologist
Olivia Corkum, Community Economic Development Officer
Solicitor: Samuel Lamey, Municipal Solicitor
Gallery: There were no members of the public in the gallery.
APPROVAL OF AGENDA AND ORDER OF BUSINESS
2022-478 MOVED by Councillor Church, SECONDED by Deputy Warden Shatford the
November 17, 2022, Agenda and Order of Business for the Committee of the Whole
be approved as amended. ALL IN FAVOUR. MOTION CARRIED.
Committee of the Whole (continued) November 17, 2022 488
PUBLIC INPUT SESSION (15 minutes)
There was no public input.
MINUTES OF PREVIOUS MEETING
4.1 Committee of the Whole – October 20, 2022 – Warden Webber.
2022-479 MOVED by Deputy Warden Shatford, SECONDED by Councillor Church that the
minutes of Committee of the Whole of October 20, 2022 be approved as circulated.
ALL IN FAVOUR. MOTION CARRIED.
PUBLIC PRESENTATIONS/APPOINTMENTS
There were no public presentations or appointments.
MATTERS ARISING
6.1 Request for Direction prepared October 25, 2022 – Infrastructure & Operations – J-
Class Road Evaluation List.
Matthew Blair, Director of Infrastructure & Operations was present to review the Request for
Direction prepared October 25, 2022 regarding the J-Class Road Evaluation List.
The Director reviewed the information which was provided in three different formats outlining
the top ten roads to be added to the list to go to the province if Council has no changes.
Discussion was held on: other roads that seem to be much worse than those listed, roads that
Councillors may be called on that are not included on the list, knowing which roads are more
important to residents to be paved/maintained, there are too many roads that need work
done to them but the province does not have funds to do them all, not wishing to pave a J-
Class Road that may require improvements before paving, roads that are further down the list
that are more of a priority, a human side to choosing a J-Class Road to pave rather than
relying on the criteria that produces a “listing significance” for each road, the amount of funds
to be provided to all of Nova Scotia is only $2 Million, so many roads that are in poor
condition Council is trying to make a differentiation between levels of badness, presentation
by Walker Road residents that was agreed needed structural work done by the province before
Committee of the Whole (continued) November 17, 2022 489
it could be paved under the J-Class Road program, potential options of the Service Exchange
with the province, including a road with a very large budget amount may not be approved,
potential of submitting sections of road that may be accepted as some portions are worse
than others, options of submissions, road selections by NS Department of Public Works may
be chosen using a different criteria, gravel J-Class Roads, senseless to pave if there is
infrastructure work required.
It was agreed to request staff provide the top twenty-five roads on the expanded list, including
weighted score and potential costs for Council to review and choose the top ten to review,
discuss, and submit.
6.2 Request for Direction prepared November 1, 2022 – Corporate & Strategic
Present was Olivia Corkum, Community Economic Development Officer to review the request
from South Shore Tourism Cooperative Funding to be included in the budget as a line item in
the amount of $4,221.66rather than to apply annually. There was some question as to whether
the funding formula normally used was accurate. It was noted that the other units have paid
their amounts as a line item.
2022-480 MOVED by Councillor Veinotte, SECONDED by Deputy Warden Shatford that the
Committee of the Whole recommend to Council to approve the addition of South
Shore Tourism Cooperative to the budget as a line item in the amount of $4,221.66
subject to confirmation that the funding formula being used is correct.
DISCUSSION
Councillor Connors indicated that she would be voting in favour but wants
clarification on the amount.
Councillor Veinotte asked staff if the Municipality would be getting value for this
addition to the budget and it was noted that yes, they do serve a purpose that no
other organization provides.
The CAO noted that staff would verify the formula and amounts.
Councillor Connors referred to other funding formula examples noting there is a
bit more of a differential between the Municipality of Lunenburg and the
Municipality of Chester. She is in favour and has heard positive comments.
ALL IN FAVOUR. MOTION APPROVED.
6.3 Request for Direction prepared November 1, 2022 – Infrastructure & Operations and
Strategic & Corporate Management – Community Welcome Signs.
Committee of the Whole (continued) November 17, 2022 490
This item was moved to the November 24, 20202 Council agenda.
6.4 Request for Decision prepared November 7, 2022 – Community Development &
Recreation – Updated Municipal Grants Program.
Chad Haughn, Director of Community Development & Recreation was present to review the
Request for Decision prepared November 7, 2022 regarding the Updated Municipal Grants
Program. He provided a spreadsheet outlining the discussions held and changes suggested at
the workshops for the following Grants: District Grants ($70,000), Operating Grants ($33,000),
Small Capital Grants ($25,000, one-third of Wind reserve, Max $10,000), Major Capital Grants
($250,000, ½ wind reserve, min $10,000 and max $100,000), Recreation Grants ($25,000, max
$3,000), and Budgeted Grants (Varies).
There was a lengthy discussion regarding: the various grants and options, budget amount,
deadlines, improvement of application forms, Small Capital Grants vs Major Capital Grants, the
Tourism Grant was removed but organizations are still eligible through the other grants,
improved District Grant application form, amounts of Grants suggested, no separate trails
grant as they would be eligible for any grant program established (request to have easements
in place on private lands, review of other models and MOUs used throughout the province),
budgeted grants sometimes tired to agreements (Church Memorial Park and Card Lake Park),
whether to allow organizations who have a Budgeted Grant to apply for Small or Major Capital
Grants, grants that align with values in our Sector Strategy, how much would an organization
be provided through a Budgeted Grant (depending on size of operation and budget), treating
all organizations the same, dealing with Budgeted Grants on a case by case basis and rationale
for the amounts provided, day care amounts provided to be discussed, extenuating
circumstances,
2022-481 MOVED by Councillor Veinotte, SECONDED by Councillor Wells that the Committee
of the Whole recommend to Council that if an organization receives a Budgeted
Grant from the Municipality annually, they will be eligible to apply for a Major
Capital Grant. FIVE IN FAVOUR. TWO OPPOSED. MOTION CARRIED. FIVE IN
FAVOUR. TWO OPPOSED. MOTION CARRIED.
The Director will take the decisions and repackage to provide to all community groups.
It was agreed to hold Wastewater Systems Workshop on Wednesday, November 23rd from 4:0
p.m. to 6:00 p.m.
Committee of the Whole (continued) November 17, 2022 491
A break was held from 10:31 a.m. to 10:52 a.m.
CORRESPONDENCE
There were no items of correspondence.
BY-LAWS AND POLICIES
8.1 Request for Decision prepared November 4, 2022 – Corporate & Strategic Management
– Amendment to Policy P-33 Terms of Reference for Registration of Fire and Emergency
Service Providers to:
a. Remove the temporary provisions of accepting the fire tax rate as presented by the Fire
Commissions without reference to the annual general meeting for the 2020/21 period –
Section 5.2 and Schedule C.
b. Provide for a new Section 5.4 establishing the need for Commissions to provide evidence
that the annual report and financial statements of the previous year and election of
commissioners as necessary has been completed at an Annual General Meeting.
Bruce Blackwood, Fire Services Coordinator was present to review the Request for Decision
prepared November 4, 2022 regarding amendments to Policy P-33 Terms of Reference for
Registration of Fire and Emergency Service Providers to remove COVID exemptions and add a
request for evidence for an annual meeting.
2022-482 MOVED by Councillor Church, SECONDED by Councillor Assaff that the Committee
of the Whole recommend to Council to give notice to amend Policy P-33 Terms of
Reference for Registration of Fire and Emergency Service Providers as follows:
a. Remove the temporary provisions of accepting the fire tax rate as presented
by the Fire Commissions without reference to the annual general meeting for
the 2020/21 period – Section 5.2 and Schedule C.
b. Provide for a new Section 5.4 establishing the need for Commissions to
provide evidence that the annual report and financial statements of the
previous year and election of commissioners as necessary has been
completed at an Annual General Meeting.
ALL IN FAVOUR. MOTION CARRIED.
Committee of the Whole (continued) November 17, 2022 492
8.2 Request for Direction prepared November 8, 2022 – Corporate & Strategic Management
– Property Assessed Clean Energy (PACE) By-Law and Program to adopt:
a. Draft By-Law 154 PACE By-Law.
b. Draft Policy P-111 PACE Program Policy.
Jonathan Meakin, Strategic Initiatives Coordinator was present to review Request for Direction
regarding Property Assessed Clean Energy (PACE) By-Law and Policy.
He outlined the need for a separate by-law and policy for ease of administration. Also included
in the material was a FAQ for the energy financing program.
It was agreed that Council did not want the fees to become a burden on the homeowner so that
amount would be included in the funds borrowed. Also of concern was that an assessment
would take place and it would be determined that the home wouldn’t qualify – who would pay
for the assessment? It was felt this fee should be absorbed by the Municipality if they did not
qualify but not if they later decide not to follow through with the program.
Staff was proposing the same language used in the water program. It was noted that the
Municipality is not able to borrow for this program and would be using funds from reserves and
using a rate as low as possible.
Staff recommendation is to keep streamlined with the water supply lending program applying
Scotiabank’s prime interest rate unless Council wants to set their own interest rate. The
Municipality would not be borrowing but also not investing the funds.
The following matters were discussed: maximum financing of $40,000 or 15% whichever is less,
ten-year program, year by year or multi-year programs, debt service ratio, provincial programs
offering similar support for low-income homeowners (this would be for any resident and not
dependent on income thresholds), and the cost of the upgrade remains with the home.
It was requested to clarify Section 4.01 to make it clear the debt is to be repaid by owner (make
clearer), and Section 4.04 add “at the option of the Municipality.”
2022-483 MOVED by Councillor Church, SECONDED by Councillor Wells that the Committee of
the Whole recommend to Council to give notice of intention to adopt a Property
Assessed Clean Energy (PACE) Program to provide an option for homeowners to
enter into an agreement with the Municipality to finance eligible energy efficiency
Committee of the Whole (continued) November 17, 2022 493
measures, and the Municipality apply a lien on the property as security for the cost
of the upgrades, rate of interest, and any associated program fees.
DISCUSSION
The interest rate would be adjusted.
The Strategic Initiatives Coordinator indicated that he would be back at the next
Council meeting with a proposal of what will work and then finalize the details in the
proposed Policy.
It was noted that the fee could be dealt with in the policy rather than the by-law and
to eliminate a potential barrier.
It was agreed that if a report comes back indicating an upgrade doesn’t make sense, it
was requested that be captured in the Clean NS Resources.
ALL IN FAVOUR. MOTION CARRIED.
NEW BUSINESS
There were no items of New Business.
IN CAMERA
10.1 Section 22(2)(a) of the Municipal Government Act – acquisition of municipal property.
2022-484 MOVED by Councillor Assaff, SECONDED by Councillor Church that the meeting
convene “In Camera” as per Section 22(2)(a) of the Municipal Government Act –
Acquisition, sale, lease, and security of municipal property. ALL IN FAVOUR.
MOTION CARRIED.
ADJOURNMENT
2022-485 MOVED by Councillor Assaff, SECONDED by Deputy Warden Shatford, the meeting
adjourn. ALL IN FAVOUR. MOTION CARRIED.
___________________________ ___________________________
Allen Webber Pamela Myra
Warden Municipal Clerk
The video recording of this meeting can be viewed at www.youtube.com/modcvideo
2022-11-18
1
Corporate & Strategic
Management
Quarterly Update
Special Projects
•Request for Direction: analysis and context for boundary changes and number of polling
districts (May)
•Request for Direction: detailed options report for changes to polling district boundaries
(August)
•Voices & Choices page content developed & uploaded, including maps and survey
(August & September)
•Voices & Choices Boundary Review Page – visits: 93 (September), 79 (October)
•Internal and external communications for Boundary Review (August & September)
Boundary Review
•Draft Personnel policies are being reviewed
•Discussion with Consultant to provide initial feedback in November
•Next Step: consultant to revise based on feedback
•Salary Review has not been received from consultant
Personnel Policy Review and Salary and Benefits Review
•Voices & Choices updates: Satellite program, Eastlink and Bell projects (August &
October)
•Voices & Choices Rural Internet Page – visits: 35 (July), 64 (August), 39 (September), 42
(October)
•Ongoing communications with residents
•Verbal update to Council on status of internet projects in MOC (August)
Rural Internet
•RFD, Draft Policy and Draft Bylaw to council in November
PACE Program
1
2
2022-11-18
2
Priorities & Grants
Strategic Planning
•Overview & update of Strategic Priorities Framework and
Priorities Chart at Municipal staff meeting (June)
Grant Management
•Cash flow reports (June and September) for ICIP Active
Transportation grant
•Final claim and final report for PCAP Wastewater Service
Study grant (July and September)
•Application to the Municipal PACE Program Support
Grant, Dept of Natural Resources & Renewables
(September)
•Policy Development
•Adoption of Code of Conduct
•Flag Raising Policy & Protocol Amendments
Accessibility
Lunenburg County Accessibility
Advisory Committee (LCAAC)
Committee
•Supporting appointment of new community
committee members and planning for
meetings.
•Currently vacancies on the committee with
recommendations for members to be
appointed being considered by each council
•e committee has a regular meeting schedule
for the
•Remainder of 2022 and will be working to
clarify processes and increase member
capacity.
3
4
2022-11-18
3
Accessibility
Joint Projects/Activities
•Process of working with small groups and individual staff to identify actions to address the commitments made in the
Lunenburg County Accessibility Plan continues
•Small actions are being implemented where appropriate and others are being incorporated into new and existing projects,
ongoing planning, and funding applications.
•Action planning in progress to identify how each municipal unit will meet commitments in regional accessibility plan.
•Of the 25 documents, 16 (64%) have a draft, which will be edited when all other categories are complete; 5/25 (20%) are in
progress; and 4/25 (16%) have yet to be started (although they will be based on existing completed drafts).
Accessibility
Accessibility Coordinator attended the Accessibility Directorate PPSB Virtual Gathering on September 29
Highlights:
•The next standard area to be created is Goods and Services. This follows Built Environment, Education, and Employment,
which are already in development.
•Expect Built Environment Draft Standard to be released for public review and comment in 2023 then return to the
interdepartmental provincial government working group to be finalized and then enacted. This may take until 2024.
•In general, it is expected that the standard will apply to new construction and major renovations, although it is still in development.
•The standard is expected to include additions and amendments to the NS Building Code Regulations, regulations under the Accessibility Act, and
guidelines.
•The Education Standard is expected to be ready for enactment in 2025. This does not directly apply to municipalities.
•The Employment Standard is expected to be ready for public review in 2025 and then enacted in 2026.
•The Goods and Services Standard is expected to be ready for public review in 2026 and enacted in 2027.
5
6
2022-11-18
4
Accessibility Training
•Working on accessibility and disability awareness training for all 5 Municipal Councils
•Staff have viewed the Accessibility Directorate’s Introduction to Disability video as introductory information
•TOB is leading an initiative to provide staff with training focused on the creation and deliviery of meaningful, inclusive
presentations
•Accessibility Coordinator supported MODL and MODC recreation staff to meet and explore ideas around accessibility and
consistency of trail signage in Lunenburg County.
Accessibility
MOC Projects
•Continuing work with staff on accessibility action plans with focus
moving to Transportation, Employment, and Built Environment.
Drafts from the other municipal units will be used to support
completion of these action plans.
•Supported procurement process for accessibility audits for
Administration and Annex Buildings. The work was completed in
July by Atlantic Accessibility and the report was presented to
Senior Management.
•Continuing to support the process to renovate Wild Rose Park
washrooms to increase accessibility.
7
8
2022-11-18
5
Fire Services
Fire Risk Assessment
•Fire Services Review Report (March 2022) and Steering Committee priorities received by Council on
October 13, 2022.
Fire Advisory Committee
Discussion with council on the FAC terms
Draft terms have been sent to Fire Commissions and Departments for input
Draft and input from Fire Services will be coming to council before end of
calendar year for review
Fire Services
Other Projects
•Registration (P33) approved by Council and schedule B letters forwarded
to Commissions.
•Successfully complete Superior Water Shuttle Accreditation on September
10, 2022.
•Certificates forwarded to each Department and Insurance gradings
updated for all Districts. Certification is good for 5 years.
•Attended Fire Smart Community Day and Fire Prevention in Western Shore
and Chester Basin.
•Initiated new Fire Smart program for The Pointe in the Aspotogan.
•Initial community assessment by DNR scheduled for mid November.
•Continued training with departments on fire services drone program.
•4 new certified pilots.
•Continued fit testing schedule for all department. Contract under review.
•Working on final update of boundaries and Western Shore Commission
By-laws following move to Rural Fire District Act.
•Final arguments and draft bylaws sent to DMA for review.
•Working on trail access issues with Fire Departments and Recreation.
•New Keys issued to Departments and RCMP.
•Fire Department Training on trail access to Castle Rock completed by
Chester FD.
•Suggestions for possible improvement under review with Recreation.
9
10
2022-11-18
6
REMO
Updating status of MOC comfort centers.
Completing applications for generator grants.
Updating contact and infrastructure lists following
Fiona storm in September.
Reviewing Chester ECC requirements and facilities.
ECC supplies now available on site.
Working with Planning Committee on Hazard Risk
Assesment updates
Health and Safety
Working on follow up presentations on ergonomics for
office and non-office staff.
Completed Safety Orientation program for new
employees.
Reviewed amended first aid regulations. No compliance
issues. More training required.
Continued work on Construction Safety Certificated of
Recognition (COR) audit for 2023.
Continued follow up on site safety inspections and
accident investigation
Continuing review of Comprehensive Hazard Assessment
for MOC sites.
Continued work on fire inspection corrective actions for
Annex.
Updated site emergency response plan. Signage pending
review with Accessibility committee.
11
12
2022-11-18
7
Canada
United States
India
Germany
United Kingdom
Top 5 Countries
Investment Attraction
1,852 visitors
to our website and
2 subscribers
Top 5 Pages
Kaizer Meadow
Industrial Park
Quality of Life
About Chester
Municipality
Sites & Buildings
Business ResourcesResponded to 12
business investment
inquiries
Kaizer Meadow Industrial Park
•4 of our 12 investment inquiries were for KMIP
•Continued negotiations on 2-acre purchase
•Concept plan development in-house
•Marketing:
•Google ads
•allNovaScotia | allNewfoundlandLabrador|
allNewBrunswick
•ViewPoint
•Municipal Insights
3,261 clicks
on
Viewpoint
13
14
2022-11-18
8
Physician Recruitment & Retention Program
CONDUCTED FOUR PHYSICIAN
COMMUNITY TOURS, DELIVERED
WELCOME BOXES TO SAME
PLANNING FOR DOCTOR/STAFF
APPRECIATION EVENT COMPLETED
REGULAR MEETING COMPLETED WITH
EXECUTIVE DIRECTOR OF OHC, PHYSICIAN
AND RECRUITMENT CONSULTANT & CEDO
Best of
Chester
Municipality
Business
Award
Distribution
- All awards distributed (winners &
runners up)
- Presentations with winners
completed
15
16
2022-11-18
9
Tourism Chester
additions
•DCMP through TNS underway
•Mobile booth attended 3 events
•Additional monies from TIANS
•Fielded 11 inquiries from people
•Spa, live music, historical
questions, tourism materials, etc.
1. Lovely Lido Pool
2. Take a Trip to
Tancook
3. Sensea Nordic Spa
4. Beach Bound Wave
Cravers
5. Events
6. The Legend of Oak
Island
7. Eat
8. Castle Rock Club
9. Stay
10. Bayswater Beach
Provincial Park
Top 10 pages:
10,507 users
10,405 new
17
18
2022-11-18
10
269
page visits
10.2%321
page visits
70.7%
Business Support
•18 interactions with local businesses
•Upcoming events/grant help/general pathfinding
•Feedback on funding
•Tourism ambassador support/other inquiries
•Expansion meetings
•BR+E project rollout
•Request for Quotations issued and awarded to Deloitte
•MOC Business Directory completed – over 300
businesses/organizations now listed
•Business survey initiated
•Arts, Culture + Recreation Sector Strategy research completed
•Desktop research 10 communities
•4 one-on-one interviews
19
20
2022-11-18
11
Other
Economic
Development
Q2 2022-23
Updates
•1 economic development sponsorship approved
•Exit 6 Growth Strategy preparation for council
workshop
•Lunenburg – Queens EDO staff meeting
•Community welcome signs
•Acadia First Nation reach out
•Parade Square Beautification Project
•Internal accessibility, infrastructure & operations meetings
held
•Economic Developers Association of Canada 2022
annual conference
21
Municipality of Chester Grants Program
2023-2024
Eligibility All groups are eligible for a District Grant and there is no impact on ability to apply for other Municipal grants.
Within a fiscal year (April 1 – March 31) groups may only apply for one of the following: Operating Grant, Small Capital Grant, Major Capital Grant or Recreation Grant
Groups that receive a Budgeted grant, are eligible to apply for a Major Capital Grant.
Note - Trail Groups are eligible for grants as outlined above, however, if applying for a Major Capital Grant, the group must own the land or have an easement in place.
District Grant Operating Grant Small Capital Grant Major Capital Grant Recreation Grant Budgeted Grant
Budget: $70,000.
Max: $10,000 per District.
Eligibility:
No restrictions on projects.
Example:
Forties Community Centre
Variety Show.
Review: Council
Deadline: NA
Budget: $33,000
Maximum: $3,000.
Eligibility:
Programs, activities and
events.
Capital projects are not
eligible.
Churches are not eligible,
except if Councill deems it
the only organization in the
area providing the event.
Private member clubs may
apply for events open to the
public.
Example:
Musical Friends Program.
Review: Council
Deadline: April 30.
Budget: $25,000 (1/3 Wind
Reserve)
Maximum: $10,000.
Eligibility:
Capital projects only –
improvements, upgrades and
equipment.
Regular maintenance is not
eligible.
Churches are not eligible.
Private member clubs are not
eligible.
Example:
Canaan Community Hall front
door replacement.
Review: Council
Deadline: Jan 31.
Budget: $250,000 (1/3 Wind
Reserve)
Min: $10,000 Max $100,000.
Eligibility:
Supports new construction
and capital upgrades and
equipment that enhance
service.
Eligible to apply once every
two years.
Churches are not eligible.
Private member clubs are not
eligible.
Eligible approval once every
two years.
MOC will contribute up to
70% of project budget. Of
the other 30%, a minimum of
10% must be cash.
Example:
New Bonny Lea Facility
Construction.
Review: Council
Deadline: Jan 31.
Budget: $25,000
Maximum: $3,000
Eligibility:
Recreation, Sport and
Culture: programs, events
and equipment.
Churches are not eligible.
Private member clubs may
apply for events open to the
public.
Example:
ARA Pickle Ball Program.
Review: Recreation Committee
Deadline: First Friday in Oct.
Budget: Varies
Maximum: None. Funding level
determined by Council
Eligibility:
Groups providing core service
to the community.
Letter of request to apply.
Annual report on activities.
Example:
Community Wheels
Transportation Service.
Review: Council
Deadline: NA - Council finalizes
list during budget deliberations.
Attn: Andre Veinotte
Councillor District 1
Municipality of the District of Chester
The Chester Art Centre (CAC) serves the entire Municipality and needs operational funding to ensure it
can continue to expand its outreach and community engagement. Arts experiences foster creative problem
solving, adaptability, emotional intelligence, immunity and resilience. The CAC creates opportunities for
socialization and life-long learning for all ages and abilities to experience in all seasons.
In the past 16 years, the CAC has been successful in offering a wide variety of free programming such as
the Art Cart (workshops in the community), family open studio days, kids create days, community murals
for OHC and much more. However many of these are grant based programs could only be offered once or
intermittently due to inconsistent funding. A new grant was required for each initiative. Grants of this type
require new projects rather than funding existing programs even if they are wildly successful.
The arts are vital to a healthy connected community and foster a sense of belonging and well-being. They
play an essential role in bringing people together to share ideas. With increased operating funding the
CAC can continuously undertake outreach initiatives in each district, catalyzing, coordinating and
collaborating with the other community groups and organizations to offer joint initiatives and share local
wisdom to ensure the opportunities offered meet the needs of the different districts and their specific
populations. “The medical profession has come a long way in recognizing the healing benefits of art. My
hope is that someday the arts will be considered as significant in everyone’s lives as breathing fresh air,
eating clean foods, and performing physical exercise.” ~ Renee Phillips, arts advocate.
One needn’t be an artist to benefit from the arts! Simply seeing art, having the opportunity to get messy
and express oneself is enough to improve well-being. The pandemic has created space for reflection and
creativity in how we view connection. Please help us continue to grow to serve the Municipality.
Warm regards,
Sue LeBlanc
Executive Director
Chester Art Centre
60 Queen Street, PO Box 654, Chester, Nova Scotia B0J 1J0 902.275.5789 info@chesterartcentre.ca www.chesterartcentre.ca
CHESTER ART CENTRE ASSOCIATION
Financial Statements
Year Ended September 30, 2021
(Unaudited - See Notice To Reader)
NOTICE TO READER
On the basis of information provided by management, we have compiled the statement of financial
position of Chester Art Centre Association as at September 30, 2021 and the statements of revenues and
expenditures and changes in fund balances for the year then ended.
We have not performed an audit or a review engagement in respect of these financial statements and,
accordingly, we express no assurance thereon.
Readers are cautioned that these statements may not be appropriate for their purposes.
Bridgewater, Nova Scotia CHARTERED PROFESSIONAL ACCOUNTANTS
December 14, 2021
CHESTER ART CENTRE ASSOCIATION
Statement of Financial Position
September 30, 2021
(Unaudited - See Notice To Reader)
Page 2
2021 2020
ASSETS
Current
Cash (Schedule 1) $ 144,348 $ 69,878
Accounts receivable (Schedule 1) 6,700 63
HST rebate receivable (Schedule 1) 2,913 1,025
Prepaid expenses (Schedule 1) 2,843 2,695
156,804 73,661
Property and equipment (Schedule 1) 385,473 394,483
$ 542,277 $ 468,144
LIABILITIES AND FUND BALANCES
Current
Accounts payable (Schedule 1) $ 21,017 $ 8,417
Deferred revenue (Schedule 1) 14,600 5,000
Fund balances (Page 4)
ON BEHALF OF THE BOARD
35,617 13,417
506,660 454,727
$ 542,277 $ 468,144
Director Director
See accompanying notes to the financial statements
CHESTER ART CENTRE ASSOCIATION
Statement of Revenues and Expenditures
Year Ended September 30, 2021
(Unaudited - See Notice To Reader)
Page 3
2021
2020
REVENUE
Earned Revenue (Schedule 2)
Interest Income
Private Sector Revenue (Schedule2)
Public Sector Revenue (Schedule 2)
EXPENSES
Administrative Expenses (Schedule3)
Facility Expenses (Schedule 3)
Fundraising Expenses (Schedule3)
Marketing and Communication Expenses (Schedule 3)
Programming Expenses (Schedule 3)
EXCESS (DEFICIENCY) OF REVENUE OVER EXPENSES FROM
OPERATIONS FOR THE YEAR
OTHER INCOME (EXPENSES)
Building Reserve Fund (Schedule 4)
Donald Curley Fund (Schedule 4)
General Reserve Fund (Schedule 4)
Capital Fund (Schedule 4)
Facilities Expansion Fund (Schedule 4)
DEFICIENCY OF EXPENSES OVER REVENUE FOR THE YEAR
$ 62,770
7
144,030
50,917
257,724
90,413
15,432
38,119
10,762
65,921
220,647
37,077
1,000
(2,850)
2,000
(12,492)
27,198
14,856
$ 23,466
37
34,409
34,708
92,620
55,014
9,555
1,495
9,930
17,371
93,365
(745)
(142)
(12,298)
(12,440)
$ 51,933 $ (13,185)
See accompanying notes to the financial statements
CHESTER ART CENTRE ASSOCIATION
Statement of Changes in Fund Balances
Year Ended September 30, 2021
(Unaudited - See Notice To Reader)
Page 4
Excess of
2020 revenue over 2021
Balance expenses Contributions Withdrawals Balance
Operating Fund $ 33,784 $ 37,077 $ - $ (39,284) $ 31,577
Capital Fund 394,483 (12,492) 3,482 385,473
Donald Curley Fund 13,708 (2,850) 10,858
Building Fund 7,752 1,000 - 8,752
General Reserve Fund 5,000 2,000 7,000
Facilities Expansion Fund 27,198 35,802 63,000
$ 454,727 $ 51,933 $ 39,284 $ (39,284) $ 506,660
See accompanying notes to the financial statements
CHESTER ART CENTRE ASSOCIATION
Notes to Financial Statements
Year Ended September 30, 2021
(Unaudited - See Notice To Reader)
Page 5
1. PROPERTY AND EQUIPMENT
Cost Accumulated
amortization
2021
Net book
value
2020
Net book
value
Land
Buildings (4% DB)
Equipment (20% DB)
Computer equipment (55% DB)
Signage (20% DB)
$ 111,062 $ - $
349,864 79,366
3,263 1,832
4,863 2,888
1,099 592
111,062 $ 111,062
270,498 280,989
1,431 1,789
1,975 10
507 633
$ 470,151 $ 84,678 $ 385,473 $ 394,483
CHESTER ART CENTRE ASSOCIATION
Detailed Stateme nt of Financial Positi on
Ye ar Ended September 30, 2021
(Unaudited - See Notice To Reader)
(S ch edule 1)
Donald General Facilities
Operating Capital Curley Building Reserve Exp an sion TOTAL
Fund Fund Fund Fund Fund Fund 2021
ASSETS
Cash $ 54,738 $
Accounts receivable 6,700
HST Rebate Receivable 2 .913
Prepaid expenses 2,843
Property and Equipment (N ote 1)
$ 67 .194 $
$ 10,858 $ 8,752
7,000 $ 63,000 $ 144 ,348
6,700
2,913
2 .843
$ 10,858+ :, $ 8,752 $ 7,000 $ 63,000 $ 156,804
$ $ 385,473 $ $ $ $ $ 385,473
$ 67,194 $ 385,473 $ 10,858 $ 8,752 $ 7,000 $ 63,000 $ 542,277
LIABILITIES
Accounts pa yable $ 21,017
Deferred revenue 14:600
FUND BALANCES
See accompa nying notes to the financial statements
35.617 $
$ $ $ $ $ 21,017
14,600
$ $ $ $ $ 35,617
$ 31,577 $ 385,473 $ 10,858 $ 8,752 $ 7.000 $ 63 ,000 $ 506,660
$ 67,194 $ 385,473 $ 10,858 $ 8,752 $ 7,000 $ 63,000 $ 542,277
CHESTER ART CENTRE ASSOCIATION Page 7
Revenue (Schedule 2)
Year Ended September 30, 2021
(Unaudited - See Notice To Reader)
2021 2020
Earned Revenue
Class Fees, Teaching and Workshops $ 62,324 $ 22,930
Materials Cost Recovery 426
Miscellaneous Revenue, Sundry 110
Single Ticket Admission 446
$ 62,770 $ 23,466
Private Sector Revenue
Individual Donations: General $ 33,870 $ 31,509
Corporate Donations: General 1,090 2,400
Corporate Donations: Fundraising - 500
Fundraising Event Revenue (gross) 80,911
Bingo, Lottery, Casino Revenue 1,021
In -Kind Donations 27,138
144,030 $ 34,409
Public Sector Revenue
Dept of Canadian Heritage: Programs $ 15,300 $ 2,400
Federal Employment Programs 6,327 17,308
Provincial/Territory Ministry: Operations 19,060 10,000
Provincial/Territory Employment 2,730 -
Other Regional, Municipal Department 7,500 5,000
$ 50,917 $ 34,708
See accompanying notes to the financial statements
CHESTER ART CENTRE ASSOCIATION Page 8
Expenses (Schedule 3)
Year Ended September 30, 2021
(Unaudited - See Notice To Reader)
2021 2020
Programming Expenses
Classes & Art Materials $ 4,569 $ 1,322
Event Signage & Decor - 11
Exhibition & Promotion 8,021 531
Instructor Fees 41,136 14,517
Performance, Exhibition Venue Short 12,195 -
Professional Workshop Leaders, Mentors 433
Programming & Production Equipment - 535
Programming Research & Development 22
65,921 $ 17,371
Facility Expenses
Building Maintenance & Repairs $ 4,384 $ 181
Cleaning Supplies 131 195
Equipment Maintenance & Non -capital 366 823
Landscape & Grounds Maintenance 2,514 1,296
Liability and Property Insurance 4,231 3,961
Other Expenses 51
Property Taxes 1,195 1,186
Utilities, Heating & Cooling 2,560 1,913
$ 15,432 $ 9,555
Marketing and Communication Expenses
Advertising Purchases $ 101 $
Direct Mail Campaigns, Postage - 294
Electronic Newsletters 120 210
Marketing & Communications Contract 9,509 8,384
Marketing Materials, Supplies, Office 157 -
Printing of Posters, Flyers, Postcards, 662
Promotional Listings, Press Release 52
Web -site Maintenance & Hosting Fees 823 380
$ 10,762 $ 9,930
(continues)
See accompanying notes to the financial statements
CHESTER ART CENTRE ASSOCIATION
Expenses (continued)
Year Ended September 30, 2021
(Unaudited - See Notice To Reader)
Page 9
(Schedule 3)
2021 2020
Fundraising Expenses
Direct Mail Campaigns, Postage $ 2 $ 97
Fundraising Event Expense 37,837
Fundraising Materials, Supplies, Office - 323
Printing of Fundraising Materials 280
Umbrella Fundraising Fees and Commission 1,075
$ 38,119 $ 1,495
Administrative Expenses
Administrative Contract Personnel $ 9,265 $
Administrative Employees 39,123 36,660
Association Dues & Fees, Conference 177 241
Bank Service Charges, Credit Card 2,696 1,224
Board Meetings, Annual General Meeting - 79
Email & Internet Services, Domain 694
General Copying and Printing 58 219
Legal Fees, Audit Fees 9,849 2,000
Magazine Subscriptions, Publication 70 -
Mandatory Employment Benefits 21,417 11,138
Office Equipment Maintenance, Lease 290 283
Office Supplies 3,631 1,294
Postage, Courier, Customs and Broker 489
Recruiting expense 400
Telephone, Long Distance, Teleconference 2,254 1,876
$ 90,413 $ 55,014
See accompanying notes to the financial statements
CHESTER ART CENTRE ASSOCIATION
Other Income (Expense)
Year Ended September 30, 2021
(Unaudited - See Notice To Reader)
Page 10
(Schedule 4)
2021 2020
Building Fund income $ 1,000 $
Donald Curley Fund
Revenue $ 1,925 $ 470
Individual donations 1,850 2,000
Expenses (6,625) (2,612)
Donald Curley Fund income (expenses) $ (2,850) $ (142)
Operating Fund income $ 2,000 $
Capital Fund income (expenses) $ (12,492) $ (12,298)
Facilities Expansion Fund income $ 27,198 $
See accompanying notes to the financial statements
Webform Submission from Peter Clements, Wake Up Hill
I wish to voice my complaint about people littering on Wake Up Hill Road.
Not a day goes by where, in my short journey from my house to the mail boxes, that I do not have to
stop and pick up litter from the roadside ditches. This litter is thrown from cars using the road and
varies from drink cans and coffee cups to other various items.
I realise that this is not the fault of the municipality and is difficult to enforce any existing bylaws,
however this is a big problem and would like the council to give it some consideration. Ignorant and
selfish people are at fault here and some action has to be taken. I can fill a garbage bag in a week.
2022-11-25 01:15:31 PM AST
Web Form
Contact Information
First Name: Peter
Last Name: Clements
REQUEST FOR DECISION
REPORT TO: Committee of the Whole
MEETING DATE: December 1, 2022
DEPARTMENT: Infrastructure & Operations
SUBJECT: Asset Management Policy
ORIGIN: Council
Date: November 14, 2022 Prepared by: Matthew Blair, Director of Infrastructure & Operations
Date: November 23, 2022 Reviewed by: Dan McDougall, Chief Administrative Officer
Date: November 23, 2022 Authorized by: Dan McDougall, Chief Administrative Officer
RECOMMENDED MOTION
That Council adopts the Asset Management Policy to establish a framework for the on-going, management of
municipally owned and/or maintained assets.
CURRENT SITUATION
There are currently no policy or guidelines in place to effectively manage the variety of assets required for the
safe, efficient, and effective operations needed to provide the multitude of services the MODC currently offers.
BACKGROUND
In order to modernize the MODC’s full range of assets, a policy is required to provide guidance on how these
assets should be maintained, repaired and replaced. In addition, future federal and provincial capital funding will
be made available to municipality’s who have adopted a comprehensive Asset Management Policy, departmental
Asset Management Strategy and departmental Asset Management Plans.
DISCUSSION
1 PRINCIPLES
o The MODC establishes asset management as an integrated approach that involves all of the Municipality’s
departments in order to deliver value to the community through the effective management of existing and
new assets.
o To maximize benefits, reduce risk, and provide appropriate levels of service to the community in a sustainable
manner.
o Good asset management is fundamental to achieving sustainable and resilient communities.
o The MODC is committed to balancing stakeholder expectations, risk, affordability, time constraints; support
of Council’s strategic priorities, and to explore technological and practical advances.
R e q u e s t f o r D e c i s i o n P a g e | 2
2 POLICY
o The Asset Management Policy applies to all assets owned and/or maintained by the MODC to deliver a range
of appropriate services to residents and visitors.
o Specific asset focus will be provided in the most current version of the departmental Asset Management Plans.
o The MODC recognizes the importance of natural assets and will include these in its service inventories and
asset management practices, where applicable.
o Where service provision is supported by assets not owned by the MODC, the MODC will work collaboratively
with those asset owners and promote the principles outlined in this policy. As a result, the departmental Asset
Management Plans will include, where appropriate, processes and procedures for those assets the MODC
does not own.
o The Asset Management Policy does not replace existing strategic priority planning, capital planning, or
budgeting processes currently and actively utilized by the MODC. Instead, the Asset Management Policy
complements, aligns with, and serves as cross-departmental and cross-functional framework.
o The implementation, review, and reporting associated with this Policy will be integrated with the MODC’s
existing reporting processes.
o The progress of the departmental Asset Management Strategies and Asset Management Plans will be
reviewed periodically to ensure levels of service are achieved, as well as legislative, regulatory and policy
compliance is maintained.
OPTIONS
1. Adopt the Asset Management Policy
2. Direct staff to gather additional information and return to council.
By-Law/Policy
P-04: Procurement Policy
P-26: Procedures & guidelines of Private Streets Policy
P-43: Municipally Owned Vehicles Policy
P-73: Active Transportation Policy
P-110: Infrastructure Development Fund Policy
Financial/budgetary
The are no immediate budgetary implications for the adoption of this policy.
Environmental
Adoption of the Asset Management Policy embeds environmental considerations into the management of
municipally owned and maintained assets
R e q u e s t f o r D e c i s i o n P a g e | 3
Strategic Priorities
The Asset Management Policy will assist the Municipality in advancing the following Priority Outcomes of the
2021-24 Strategic Priorities Framework:
Priority Outcomes: 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.
Priority Outcomes: Economic Development
1. Partner in the development of infrastructure and opportunities for business development and
attraction.
2. Promote and grow the Municipality’s economic sectors.
3. Position the Municipality as Nova Scotia’s south shore community of choice for residents, businesses,
and organizations, and as an international tourism destination.
Priority Outcomes: Environmental Stewardship
1. Seek opportunities for innovation and leadership in waste management.
2. Explore options for integrating green energy and sustainable technologies in municipal infrastructure
and program delivery.
3. Support environmental conservation & protection initiatives and efforts to tackle the impact of climate
change.
Priority Outcomes: Governance & Engagement
1. Ensure municipal service delivery is efficient and effective, communicated and accessible.
2. Ensure municipal bylaw and policy frameworks reflect current and changing needs
3. Continue to develop an asset management system that will inform decisions about 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
There are no immediate work program implications.
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 | 4
COMMUNICATIONS (INTERNAL/EXTERNAL)
None
ATTACHMENTS
Draft Asset Management Policy
Municipality of the District of Chester
Asset
Management
Policy
Policy P-?
Effective Date:
Policy P- ??? - Asset Management Policy
Notice of Intention to Adopt – Council:
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Second Notice – Council:
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MUNICIPALITY OF THE DISTRICT OF CHESTER
ASSET MANAGEMENT POLICY
1 PURPOSE
1.01 The Asset Management Policy establishes a framework and guide for a range of services
for the community that require management. The framework should consider, where
applicable, the following options during the useful life of and asset and/or asset category:
Design
Acquisition
Construction
Operation
Maintenance
Repair
Modification
Reuse
Repurpose
Refurbishment
Replacement
Disposal
The Municipality of Chester provides a wide range of services to the community that require
the ownership and responsible operation, maintenance and rehabilitation of physical assets
including land, buildings, equipment, sewer infrastructure, landfill and fleet. Asset
management is an integrated approach involving all Municipality of Chester departments, to
delivering value to the community through the effective management of existing and new
infrastructure assets.
The intent is to maximize benefits, reduce risk and provide quality levels of service to the
community in a sustainable manner. Good asset management practices are fundamental to
achieving sustainable and resilient communities.
The policy outlines the fundamental asset management principles to be implemented by the
Policy P- ??? - Asset Management Policy
Notice of Intention to Adopt – Council:
First Notice – Council:
Second Notice – Council:
Effective Date: Page | 2
Municipality of Chester.
2 PRINCIPLES
The Municipality of Chester will clearly define level of service objectives that balance community
expectations and regulatory requirements with risk, affordability, and available resources. This
will be achieved by:
2.01 Level of Service Delivery
(a) The Municipality of Chester will manage assets appropriately to deliver the defined
levels of service efficiently and effectively.
(b) The Municipality of Chester will monitor and periodically review level of service
objectives to ensure that the meet or support community and council expectations
and other strategic objectives.
(c) The Municipality of Chester will ensure transparency and accountability to the
community of service delivery. This will include regular communications to council
to share information on service performance as well as technical information such
as asset conditions.
(d) The Municipality of Chester will comply with all relevant legislative, regulatory, and
statutory requirements.
(e) The Municipality of Chester will implement an asset management system that
incorporates risk-based and data driven decision-making that appropriately
considers the impact of potential asset failures and on-going service delivery
(f) The Municipality of Chester will ensure that decisions regarding the need for new
assets are made with appropriate due diligence and that these needs are evaluated
with a focus on service delivery to the community, supported with a valid business
case, that articulates costs and benefits.
(g) The Municipality of Chester will prioritise and direct resources and expenditures in
order to deliver levels of service and other community benefits at an acceptable
level of risk.
2.02 Long-Term Sustainability & Resilience
(a) The Municipality of Chester asset management decision-making will consider the
needs of both current and future generations and the challenges associated with
changing community demographics and expectations related to service delivery, as
well as modifications to legislative requirements.
(b) The Municipality of Chester asset management decision-making will consider the
effects of climate change and other environmental issues, and how the increased
severity and frequency may affect levels of service.
(c) The Municipality of Chester will adopt a proactive approach to mitigating the
Policy P- ??? - Asset Management Policy
Notice of Intention to Adopt – Council:
First Notice – Council:
Second Notice – Council:
Effective Date: Page | 3
potential impacts of climate change.
(d) The Municipality of Chester will consider socio-cultural, environmental, and
economic factors and implications when making and implementing asset
management decisions.
2.03 Holistic Approach
(a) The Municipality of Chester will support asset management decision-making, taking
steps to connect with all appropriate departments, functions, and support activities
to build effective working relationships and encourage information sharing.
(b) The departments and functions include, but are not limited to, Public Works, Solid
Works, Planning, Parks & Recreation, Finance & IT and Corporate Strategic
Management.
(c) The Municipality of Chester will ensure that decisions are made collaboratively and
consider al life-cycle stages and the inter-relationships between asset performance,
operational performance, and overall service delivery.
(d) The Municipality of Chester will recognize the interconnected nature of asset
systems and how decisions about one asset category may affect assets controlled
by other departments and/or functions.
2.04 Fiscal Responsibility & Asset Management Decision-Making
(a) The Municipality of Chester will develop and maintain appropriate plans for
infrastructure renewal, for the purchase or construction of new infrastructure and
the decommissioning of redundant assets.
(b) This includes:
(i) Developing long-term projections for investment needs
(ii) Applying rigourous analysis, including consideration of risk, to identify
short-term investment needs
(iii) Implementing processes to ensure that proposed investment plans
address needs efficiently and effectively.
(iv) Implementing processes to address the operational budget implications of
capital investments
(v) Exploring efficiency opportunities where appropriate, including new
technologies and best practices.
(vi) Analyzing investment plans and associated funding requirements and
Policy P- ??? - Asset Management Policy
Notice of Intention to Adopt – Council:
First Notice – Council:
Second Notice – Council:
Effective Date: Page | 4
putting mechanisms in place to ensure long-term financial sustainability.
(vii) Working collaboratively between all departments to ensure efficient and
effective analysis.
(c) The Municipality of Chester will evaluate relevant asset investment decisions based
on whole-life costs associated with managing assets through their entire life cycle
(d) The Municipality of Chester will develop prioritized capital investment plans that
reflect community and stakeholder expectations with regard to level of service and
other strategic objectives.
(e) The Municipality of Chester will evaluate the magnitude, nature and overall balance
of investment plans considering the aggregate value derived for the community,
affordability, willingness to pay and intergenerational equity.
2.05 Innovation & Continual Improvement
(a) The Municipality of Chester views continual improvement as a key part of our asset
management approach and will focus on driving innovation in the development of
tools, techniques, and solutions.
(b) The Municipality of Chester will monitor and periodically review the effectiveness of
asset management processes and wider management system in supporting the
delivery of strategic objectives and will make adjustments as required.
(c) The Municipality of Chester will assess the asset management competencies
required to implement the asset management system and provide necessary staff
support, education and training to staff engaged in asset management.
(d) The Municipality of Chester will review the asset management policy in conjunction
with its review of the asset management strategy every five years.
3 POLICY STATEMENTS
(a) The Municipality of Chester will establish and maintain asset management
strategies.
(b) The Municipality of Chester will establish and maintain asset management plans.
(c) This Asset Management Policy applies, in principle, to all assets owned or utilized
by the Municipality to deliver defined Levels of Service to residents. The detailed
and specific asset focus of the Asset Management System at any given time will
be provided in the most current version of the Asset Management Plan.
(d) The Municipality recognizes the importance of natural assets and will include
these in its service inventories and asset management practices, where
applicable.
(e) Where service provision is supported by assets not owned by the Municipality, the
Policy P- ??? - Asset Management Policy
Notice of Intention to Adopt – Council:
First Notice – Council:
Second Notice – Council:
Effective Date: Page | 5
Municipality will work collaboratively with those asset owners and promote the
principles outlined in this policy. As a result, the Asset Management Plan will
include, where appropriate, activities for those assets the Municipality does not
own.
(f) The Asset Management System does not replace existing strategic priority
planning, capital planning, or budgeting processes currently and actively utilized
by the Municipality. Instead, the Asset Management System complements, aligns
with, and serves as cross-departmental and cross-functional framework for such
plans and processes.
(g) The implementation, review, and reporting associated with this Policy will be
integrated with the Municipality’s existing reporting processes. Moreover, the
progress of the Asset Management Plan (and, by extension, the Asset
Management System) will be reported annually to stakeholders, and this Policy
will be reviewed annually by Council.
4 PROCEDURES
4.01 Roles & Responsibilities
(a) The Chief Administrative Officer (CAO) and staff will administer and implement the
operational and corporate practice of asset management through:
i. implementing this Asset Management Policy using accepted industry guidelines
and best practices, where appropriate, and in compliance with all applicable
legislation and regulations;
ii. developing guidelines and practices for the management, financing, and
operation of current and future assets and the delivery of services;
iii. providing Council with appropriate and timely advice regarding the Asset
Management Plan’s effectiveness in achieving Asset Management Objectives;
and
iv. working collaboratively as a cross-functional team to develop and update, as
required, the Municipality’s Asset Management Plan, which will include as a
minimum the following components:
plans and associated budgets for the management of the
Municipality’s assets;
an inventory of assets by major service and asset category that
constitute the current scope of the Municipality’s asset
management practice; and
a clear process for assessing the condition, use, and performance
of assets.
Policy P- ??? - Asset Management Policy
Notice of Intention to Adopt – Council:
First Notice – Council:
Second Notice – Council:
Effective Date: Page | 6
(b) Departmental Directors are responsible for the adoption of the asst management
policy within their departments and for allocating appropriate resources to its
implementation and associated requirements.
(c) Council will establish as a component of responsible governance the practice of
asset management by the Municipality through:
i. reviewing and adopting this Policy as a governance commitment to Asset
Management;
ii. incorporating this Policy into its strategic planning, risk management, and
long-term capital planning processes;
iii. approving plans and budgets associated with the Municipality’s Asset
Management practices;
iv. ensuring necessary capacity (including, but not limited to resources,
financial support, staff competencies, business processes, and
integrated information systems) to support the practices of an Asset
Management System; and
v. setting priorities and articulating community values to the Municipality’s
administration.
4.02 Procurement
(a) The Municipality will follow its Procurement Policy P-04 when acquiring assets
pursuant to this policy.
5 COMMUNICATIONS
6 CHANGE MANAGEMENT
7 DEFINITIONS
7.01 “Asset” means all municipally owned static, active and passive assets under the
ownership and stewardship of the Municipality of Chester.
7.02 “Planning Document” means the spreadsheet and/or other documents that forms the
basis for long range equipment maintenance and replacement.
7.03 “Asset” means an item, thing or entity that has potential or actual value to the
Municipality. Assets may be ‘physical assets’ (including land, buildings, equipment,
software, transportation, sewer and water infrastructure); and ‘natural assets’
(including water bodies, forests, and wetlands). Assets may have value that is tangible
or intangible, financial or non-financial.
7.04 Asset Management” (AM) means coordinated activities that balance costs,
opportunities, and risks against the desired performance of assets to achieve
organizational objectives over time. AM enables an organization to examine the need
Policy P- ??? - Asset Management Policy
Notice of Intention to Adopt – Council:
First Notice – Council:
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for, and performance of, assets and asset systems at different levels and in
conjunction with non-asset solutions. In principle, and when integrated as part of
current and active AM practices, AM encompasses all asset types and all activities
involved in an asset's life cycle.
7.05 “Asset Management Objectives” means results achieved by providing a link between
organizational objectives, especially as they relate to levels of service, and asset
management plans. Asset management objectives describe, in general terms, the
activities and actions required to achieve required asset outcomes as services
provided by the Municipality. These activities and actions are described in detail in the
Municipality’s Asset Management Plan.
7.06 “Asset Management Plan” (AMP) means a plan developed for the management of
assets that combines cross-functional management strategies (including technical and
financial) over the lifecycle of the asset in the most cost-effective manner to deliver a
specified level of service. The Plan specifies the activities, resources, and timescales
required for assets in order to achieve the Asset Management Objectives.
7.07 “Asset Management Policy” means the governance statement of an organization's
principles and approach to asset management.
7.08 “Asset Management System” means a system for asset management that
encapsulates all the components that make up the Municipality’s approach and
practices for effective asset management. An AM system should be able to
accommodate the management of assets at various organizational levels ranging from
the operational level where assets are directly managed; through the corporate level
where integration across asset groups, levels of service, and departments is
facilitated; to the governance level where assets and levels of service articulate
visioning frameworks and long-term capital planning.
7.09 “CAO” means the Chief Administrative Officer of the Municipality of the District of
Chester, or their designate.
7.10 “Council” means the elected officials that make up the Council of the Municipality of
the District of Chester.
7.11 Infrastructure” means the network of physical and natural assets developed and/or
utilized by the Municipality to support its social, cultural, and economic activities and
services.
7.12 “Levels of Service” means statements of service performance delivery and are
established through Council direction, the needs and wants of the community, as well
as legislative and regulatory requirements, where appropriate. Levels of Service may
be assessed using indicators such as quality, quantity, reliability, responsiveness,
safety, and cost for an activity or service area against which service performance may
be measured.
7.13 “Life Cycle Cost” means consideration of all recurring and one-time costs over the full
life-span or a specified period of an asset, including costs for the following, as
appropriate: acquisition, design, construction, operation, maintenance, modification,
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rehabilitation, replacement, and disposal.
7.14 “Municipality” means the Municipality of the District of Chester.
7.15 “Resilience” means the capacity, created through proactive asset management, to
withstand disruption, absorb disturbance, act effectively in a crisis, adapt to changing
conditions including climate change, and grow over time; in short, resilience is an
expression of the Municipality’s principle of strategic business continuity.
7.16 “Stakeholders” means persons (such as residents, visitors) and organizations (such as
businesses, public sector agencies) that can affect, be affected by, or perceive
themselves affected by an activity or decision made by MODC.
7.17 “Sustainability” means, in an AM context, managing assets using a balanced approach
to meet the long-term economic, social, cultural, physical, and environmental needs of
the community.
7.18 “Triple Bottom Line” means an expansion of the traditional view of a financial bottom
line by also measuring an organization's commitment to socio-cultural and
environmental factors in order to include all three factors in decision-making.
Annotation for Official Policy Book
Reason for Amendment
Notice of Intention to Adopt
Date of First Notice at Council
Date of Second Notice at
Council
Effective Date
I certify that this Policy was amended by Council as indicated above.
_______________________________________
Pamela M. Myra, Municipal Clerk Date
Municipality of the District of Chester
Council and Committee
Procedural Policy
Policy #109
Effective: May 12, 2022
Council and Committee Procedural Policy P-109 2
MUNICIPALITY OF THE DISTRICT OF CHESTER
POLICY #P-109
COUNCIL AND COMMITTEE PROCEDURAL POLICY
1. COUNCIL AND COMMITTEE PROCEDURAL POLICY PURPOSE
1.1. In order for any organization to function smoothly, it is critical that all members clearly understand its
governing rules and operating principles. This Council Procedural Policy outlines the operating
principles and procedures for the municipal Council and Council committees of the Municipality of
Chester
1.2. The objectives of the Council Procedural Policy are to:
a. Clearly communicate the procedures to be used for Council and committees of Council in the
execution of all business for the Municipality of Chester relating to meeting protocol, election of
officers, committee composition, public presentations, rules of order and debate, motions and
voting, choices in governance by Bylaw, policy or resolution;
b. Provide a guide to procedural motions.
2. SCOPE
2.1. This policy applies to meetings of Chester Municipal Council and committees of Council.
3. DEFINITIONS
3.1. In this policy, all words shall have their meaning as described in standard English dictionaries except
for the following:
a. Lot" means the method of determining the successful candidate by placing the names of the
candidates on equal size pieces of paper and placed in a box and one name being drawn by the
Clerk as set out in the Municipal Elections Act.
b. "Meeting" means a complete meeting and covers the period of time in which members are
actually sitting, from the official opening of a meeting until the final adjournment thereof,
regardless of the number or length of sessions which may be held and then terminated by
temporary recesses or adjournments.
C. "Point of Order" means:
i. any breach of the rules of order of Council; or
ii. any defect in the constitution of any meetings of the Council; or
iii. the use of improper, offensive or abusive language; or
iv. any other informality or irregularity in the proceedings of Council.
d. "Presiding Officer" means the person presiding over a meeting. This may also be referred to as
chair".
e. "Procedural Motion" means any motion dealing strictly with procedure and, without limiting the
generality of the foregoing, includes the following: motions to extend the time of a meeting,
motions to refer, motions to amend, motions to table, motions to postpone indefinitely or
definitely, motions to adjourn.
First Notice: Council —April 28, 2022 (2022-172)
Second Notice: Council — May 12, 2022 (2022-198)
Effective Date: May 12, 2022
Council and Committee Procedural Policy P-109 3
f. "Session" means the proceedings of Council held on any one day.
g. "Substantive Motion" means any motion other than a procedural motion, a question of privilege
or a point of order.
4. PRESIDING OFFICER
4.1. The presiding officer at all Council meetings shall be:
i. The Warden; or
ii. in the absence of the Warden, the Deputy Warden; or
iii. in the absence of the Warden and the Deputy Warden, the member appointed by Council to
preside; or
iv. until a Warden has been elected, the Clerk.
4.2. The chair, or vice -chair in the chair's absence, of each standing committee of Council will serve as its
presiding officer. The Warden may act as presiding officer at the request of the Chair if he/she desires
to leave the chair for the purposes of taking part in the debate.
4.3. It shall be the duty of the presiding officer to:
a. Open the meeting by taking the chair and calling the members to order;
b. Ensure the meeting agenda is followed and that the meeting progresses with due efficiency;
c. Receive and put to a vote all motions presented by members and to announce the results;
d. Rule as out of order motions which infringe the rules of procedure, or which are illegal or beyond
the powers of the assembly;
e. Enforce the rules of order and the observance of order and decorum among members;
f. Call by name any member persisting in breach of the rules or order of the Council, thereby
ordering him to vacate the Council chambers;
g. Receive all messages and other communications and announce them to the Council/committee;
h. Authenticate, by signature, when necessary, by-laws, resolutions, and minutes of the
Council/committee;
i. Preserve order and decide points of order;
j. Represent and support the Council/committee, declaring its will and implicitly obeying its
decisions in all things;
k. Ensure that decisions of committee/Council are in conformity with the laws governing the
activities of committee/Council;
I. Adjourn the meeting when the business is concluded;
m. Adjourn the meeting, without question put, in the cause of grave disorder arising in the Council
chambers.
4.4. The presiding officer may recess a meeting once without a vote for up to ten minutes
First Notice: Council —April 28, 2022 (2022-172)
Second Notice: Council — May 12, 2022 (2022-198)
Effective Date: May 12, 2022
Council and Committee Procedural Policy P-109 4
S. ELECTION OF PRESIDING OFFICERS
5.1. The Council members shall elect the Warden at the inaugural meeting afterthe election of the Council,
immediately after the Councillors -elect have taken the Oath of Office. All nominations will be received
verbally, with nominations to be closed by motion. After nominations have closed, Councillors having
let their names stand for election may be permitted to have an equal amount of time, as agreed by
Council, to address Council.
5.2. Voting will take place via secret ballot with counting to take place by scrutineers approved by Council.
After counting, the scrutineers will announce if a majority was achieved by any candidate.
5.3. Where only one person is nominated for an office and nominations have been closed by resolution,
the chair shall declare that person elected to the office in question, by acclamation.
5.4. Subject to Sections 12 and 16 of the Municipal Government Act:
Where more than two persons are nominated for election to an office and no nominee receives,
on the first vote or ballot, a majority of the votes of the Councillors present, the name of the
nominee who receives the least number of votes shall be dropped from the vote or ballot and the
Council shall vote again.
In the event of a tie vote for two or more nominees having the least number of votes and the
addition of one vote would entitle one or more of the nominees to remain on subsequent ballots,
the Clerk shall determine the nominee to be added to the subsequent ballot by Lot.
The Council shall vote up to three times after the number of candidates still on the ballot has been
reduced to two or until one of the nominees has a majority of the votes of the Councillors present.
5.5. In the event of a tie vote for two or more candidates for the office being voted upon and the addition
of one vote would entitle one or more of the candidates to be declared elected and where Council has
voted up to three times to break the tie vote, the Clerk shall determine the candidate or the candidates
to be declared elected by lot.
5.6. The term of office of the Warden shall be when the term of the Council expires.
5.7. If the office of Warden becomes vacant, the Council shall elect a Warden at the first meeting following
such vacancy.
5.8. The Council may elect a Deputy Warden at any meeting after the election of Council and thence upon
the expiry of the Term of Office for Deputy Warden.
5.9. The term of office of the Deputy Warden shall consist of two terms within a Council term, with the first
term expiring at the end of the second year of the Council term and the second term expiring at the
end of the Council term.
6. MEETINGS
6.1. Except where some other place is designated by a resolution of Council, or as provided for in this policy,
all meetings of the Council shall be held in the Council Chamber of the Municipal Administration
Building.
First Notice: Council —April 28, 2022 (2022-172)
Second Notice: Council — May 12, 2022 (2022-198)
Effective Date: May 12, 2022
Council and Committee Procedural Policv P-
6.2. Except as provided in sections 6.3 and 6.4, Council members must attend Council meetings in person.
6.3. Not withstanding Section 6.1, a Council meeting or Council committee meeting may be conducted by
videoconference, if, at least two days prior to the meeting, notice is given to the public respecting the
way in which the meeting is to be conducted.
a. The notice to the public must be given by:
i. publication in a newspaper circulating in the municipality.
ii. posting on the Municipality's publicly accessible Internet site and in at least five conspicuous
places in the municipality; or
iii. such other method permitted by regulation.
6.4. Notwithstanding section 6.1, where the Warden determines that there is an emergency, a meeting
may be conducted by videoconference without notice or with such notice as is possible in the
circumstances.
6.5. A Council member may participate in a meeting, that is otherwise being held in person, by
videoconference if:
a. prior to the meeting, the Council member provides written notice to the Clerk indicating that the
Council member wishes to attend the meeting by videoconference,-
b. the Council member has not participated in more than [2] meetings by videoconference in the
preceding [12] months in addition to meetings in which all Council members participated by
videoconference;
c. the Council member has videoconferencing equipment available that will:
i. enable the public to see and hear the Council member participate in the meeting by
videoconference; and
ii. enable the Council member to see and hear each of the Council members who are attending
the Council Meeting by videoconference or in person.
d. the Municipality has videoconferencing equipment available that will:
i. enable the public to see and hear the Council member participate in the meeting by
videoconference;
ii. enable the Council member to see and hear each of the Council members who are attending
the Council Meeting by videoconference or in person; and
enable every Council member who is attending the meeting by videoconference or in person
to see and hear all other Council members who are attending the meeting by
videoconference or in person.
6.6. Notwithstanding 6.5(b) Council may, by motion, approve a request for a member to attend virtually in
excess of 3 meetings per year for exceptional circumstances including but not limited to illness, injury
or medical care, and family emergencies.
6.7. Any person who attends a Council or committee meeting by videoconference, pursuant to this policy
will be deemed to be present at the meeting.
First Notice: Council —April 28, 2022 (2022-172)
Second Notice: Council — May 12, 2022 (2022-198)
Effective Date: May 12, 2022
ncil and Committee Procedural Policv P-109
6.8. Regular meetings of Council will be held on the Second and Last Thursday of each month at a time
determined by Council.
6.9. Council may by resolution alter the time, day, and place of any meeting previously approved under this
policy.
6.10. Meetings of Council shall be livestreamed. Those recordings shall remain on the municipal website or
another selected social media channel for a period of no less than six (6) months.
6.11. In addition to regular meetings, the Council may hold such other meetings as may be necessary or
expedient for the dispatch of business at such time and place as the Council determines, if each Council
member is notified at least three days in advance and the clerk gives at least two days public notice of
the meeting.
6.12. Where the warden determines that there is an emergency, the Council may meet without notice or
with such notice as is possible in the circumstances.
6.13. The Clerk shall cause notice of each meeting of the Council to be given as required by the Municipal
Government Act.
6.14. Every meeting of Council shall be presided over by the Warden or, in their absence, by the Deputy
Warden.
6.15. If both the Warden and the Deputy Warden are absent, the Council may appoint a chair from the
members present.
6.16. All meetings of Council and Committees of Council shall be open and public except where may be
permitted to be In Camera pursuant to the provisions of the Municipal Government Act.
6.17. All or any persons not Councillors or officials, attending meeting of Council merely as spectators or
otherwise, shall observe silence and order. Any such persons interrupting the proceedings of the
Council after being called to order by the Warden or Chair and failing to comply, shall be ordered to
leave the room.
6.18. Subject to the Municipal Conflict of Interest Act, no Councillor shall leave the Council while in session
without permission of the Warden or Chair.
6.19. Special Committees may retire to transact business with the consent of the Council.
7. ROLL CALL AND QUORUM
7.1. A majority of the members of Council (and the Warden or Chair is considered a member of Council)
shall constitute a quorum for the transaction of business.
7.2. At the time appointed for any meeting of the Council, if ten minutes elapses without a quorum being
present, the members present shall meet, and
a. Adjourn the Council; or
b. Extend the time for the meeting of the Council for one half hour from the hour fixed for such
meetings when, if a quorum is still not present, the Council shall stand adjourned.
First Notice: Council — April 28, 2022 (2022-172)
Second Notice: Council — May 12, 2022 (2022-198)
Effective Date: May 12, 2022
Council and Committee Procedural Policy P-109 7
7.3. A Councillor not present when the meeting is called to order may have their name entered as present
if he joins the Council at the place of meeting within thirty minutes after the opening of the session in
questions and if the Councillor calls the attention of the Clerk to that fact immediately on arrival.
7.4. Council may excuse, by resolution, the absence of a Councillor if it feels there is just cause.
7.5. A Councillor who, without the leave of Council is absent from three consecutive regular meetings of
the Council shall thereby vacate their office, and the office shall be declared vacant by the Council,
whether or not the Councillor has vacated their office (Section 16(3A) of the Municipal Elections Act).
8. MINUTES
8.1. The Clerk shall verify and maintain the minutes of all Council and committee meetings.
8.2. All minutes recorded for Council/committee shall record all resolutions, decisions and other
proceedings at a meeting of the body.
8.3. Minutes of meetings shall record:
a. The type, place, date and time of meeting;
b. The name of the presiding officer and the record of attendance of the members and the names of
those Council members attending who are not part of the committee (if applicable);
c. The time of late arrival or early departure of members of committee/Council;
d. The substantive decisions made, and actions taken;
e. The results of votes on all motions;
f. Attendance of staff,
g. The time the meeting went in and out of an in -camera session.
8.4. The minutes of each Council meeting shall be presented to Council at the next regular meeting for
confirmation. A copy of the minutes, corrected with any amendments shall be printed and entered
into the Minute Book and shall be deemed to be the original minutes of the Council.
8.5. The minutes of each committee meeting shall be presented to the committee at the next regular
meeting for confirmation.
a. Minutes of Committees may be provided to Council for information and receipt
b. Recommendations of Committees shall be provided to Council for review and decision
8.6. The warden and the clerk shall sign minutes of Council after Council approval.
9. AGENDA
9.1. The clerk, under the direction of the chief administrative officer in accordance with the warden, will
prepare the agenda for all regular and special meetings of Council.
9.2. The business of committee/Council shall be taken up in the order in which it stands on the agenda,
unless otherwise decided by committee/Council.
First Notice: Council —April 28, 2022 (2022-172)
Second Notice: Council — May 12, 2022 (2022-198)
Effective Date: May 12, 2022
Council and Committee Procedural Policy P-109 8
9.3. Any business not listed on the agenda is not permitted to be introduced at a meeting unless authorized
by motion of committee/Council.
9.4. Generally, the Agenda shall contain the following:
i. Call to order and opening
ii. Reading or circulation and approval of the minutes of the last meeting(s)
iii. Reports of officers, committees, boards and commissions
iv. Business arising from the minutes or previous reports
v. Any necessary appointments of officers
vi. New Business
vii. Adjournment
10. VOTING
10.1. No motion shall be voted upon unless seconded and no un-seconded motion shall be made twice in
one session.
10.2. When a decision on any question is demanded, the chair shall ask for a show of hands and the Chair
shall then declare the result.
10.3. When any Councillor so requests, the name of the Councillor voting on any questions, and the way
they voted shall be entered in the minutes.
10.4. Subject to the Municipal Conflict of Interest Act, every member of Council, including the Chair, who is
present when a motion is put, shall, vote on that motion.
10.5. Any Councillor who does not vote shall be deemed as voting in the negative.
10.6. As to the proceedings of Council, all questions arising in the Council shall be decided by a majority of
votes. In the event of a tie, the question voted on shall be deemed to be determined in the negative.
10.7. As to the proceedings of committees of Council, all questions shall be decided by a majority of votes.
10.8. The majority of members of a committee of Council shall constitute a quorum for the transaction of
business of that Committee.
11. RULES OF DEBATE
11.1. The rules and regulations contained in this policy shall be observed in all proceedings of Council and
any of its committees; and in any case for which provision is not made herein the procedure to be
followed shall be as described in Robert's Rules of Order as revised from time to time.
11.2. The Council or a committee, by unanimous vote, may suspend any rule of order provided for in this
policy and the suspension shall apply to all specified proceedings of that particular meeting other than
those that may be mandatory under the Municipal Government Act.
11.3. Every member, prior to speaking to any question or motion, shall raise their hand and wait to be
recognized by the Chair. When two or more members raise their hands to speak, the Chair shall
First Notice: Council —April 28, 2022 (2022-172)
Second Notice: Council — May 12, 2022 (2022-198)
Effective Date: May 12, 2022
Council and Committee Procedural Policy P-109 9
designate the member who has the floor and that member shall be the member who, in the opinion
of the Chair, first raised their hand.
11.4. No Councillor shall speak more than twice on any motion except to explain a misconception of their
remarks; however, the mover of a substantive motion shall have the right to speak a third time, if
necessary, to reply and sum up in closing the debate.
11.5. No Councillor shall speak more than ten minutes upon any matter at any one time, without the leave
of Council.
11.6. No Councillor shall stand, speak, or whisper, so as to interrupt any Councillor who is speaking in
Council.
11.7. If a Councillor wishes to explain a misunderstanding of a point they have made, they shall ask leave of
the chair; if permitted, they shall explain only the misunderstanding of their words, without any further
comment.
11.8. When a Councillor speaks, they shall address their remarks to the chair, confine themselves to the
matter in question, avoid mentioning personalities, and avoid unbecoming language.
11.9. The Chair may censure any Councillor who:
a. while speaking, impeaches the motives of another Councillor;
b. while speaking, treats another Councillor with personal disrespect;
C. passes between the chair and a Councillor who is speaking;
d. uses unbecoming language;
e. talks or acts so as to distract a Councillor who is speaking;
f. willfully violates any rule of order.
11.10. If a Councillor considers themself to have been personally aggrieved by a censure of the Chair, they
may appeal such censure to the Council.
11.11. Any such Councillor may speak on their own behalf in relation to any such censure being appealed to
Council.
12. POINTS OF ORDER
12.1. The presiding officer shall decide all points of order.
12.2. The presiding officer shall call to order any member who violates any rule of order.
12.3. When a member wishes to raise a point of order, the member shall ask leave of the presiding officer
and after leave is granted, the member shall state the point of order to the presiding officer.
12.4. Once a point of order is raised, the presiding officer may decide on the point of order immediately or
they may permit debate on a point of order before making a decision.
First Notice: Council —April 28, 2022 (2022-172)
Second Notice: Council — May 12, 2022 (2022-198)
Effective Date: May 12, 2022
Council and Committee Procedural Policy P-109 10
12.5. The member shall only address the presiding officer for the purpose of appealing the decision to
Council or committee, as the case may be. If the member does not appeal, the decision of the presiding
officer shall be final.
12.6. If the member appeals to Council or committee as the case may be, Council/committee shall decide
the question without debate and the decision shall be final.
12.7. The decision of the presiding officer may be challenged by a motion from the floor, which must be duly
seconded, to dissent from the ruling of the presiding officer. Such a motion is not debatable, and the
presiding officer shall forthwith put the question in this manner "Shall the decision of the chair be
upheld?"
12.8. If the question does not receive majority support, the ruling of the presiding officer on the point is not
sustained and is overturned.
13. MOTIONS
13.1. When a motion is before the Council/committee and under debate no other motion shall be
entertained until the motion under debate is decided, except for the following:
a. A motion in amendment to the original motion;
b. A motion to refer the matter, including the motion, to any board, or committee or staff
member(s);
C. A motion to close the debate at a specified time;
d. A motion that the motion be now put;
e. A motion to lay on the table;
f. A motion to adjourn.
13.2. A motion to refer a matter shall state to whom the matter is referred, what information is desired and
when the matter shall be brought back to the floor of Council to resume consideration and debate.
13.3. A motion to adjourn shall always be in order, except in the following cases:
a. When a Councillor/member is speaking;
b. When the Council/committee is voting;
c. When the preceding motion was one of adjournment.
13.4. No debate shall be allowed on the following motions:
a. A motion to set the time for adjournment but only as to the time of adjournment;
b. A motion to adjourn;
c. A motion to reconsider an earlier decision of Council except as allowed in section 53;
d. A motion for leave for any person, not a member of Council/committee, to address the
Council/committee;
e. A motion to change or suspend the order of business;
First Notice: Council — April 28, 2022 (2022-172)
Second Notice: Council — May 12, 2022 (2022-198)
Effective Date: May 12, 2022
Council and Committee Procedural Policy P-109 11
f. A motion to allow a member to speak more than the prescribed number of times;
g. A motion to dissent from the ruling of the chair on a point of order.
13.5. Limited debate only shall be allowed on the following motions:
a. A motion to refer a matter to a board or committee or staff and to be brought back to
Council/committee at a specified time may be debated only as to whom the matter is to be
referred, what specific information is desired, or when the matter shall be brought back to the
floor of Council/committee;
b. A motion that the motion be now put shall not be voted on until after every member who has not
spoken on the motion already, and who wishes to speak, has been heard.
14. AMENDMENTS
14.1. An amendment must be relevant to the subject matter of the motion under debate.
14.2. An appeal shall lie to the members of the Council/committee from any decision of the chair on the
relevancy or acceptance of an amendment and the appeal shall be handled similarly to an appeal of
the chair's decision on a point of order.
14.3. Each amendment, when properly on the floor, shall be decided before the main question is to put to a
vote.
14.4. No more than one amendment and a sub -amendment shall be received by the chair or considered by
Council/committee at any one time.
14.5. The chair shall make all efforts to clarify the wording being voted on when Council/committee is ready
to vote on a sub -amendment, an amendment and then the main motion.
15. RECONSIDERATION
15.1. After a question has been decided, whether in the affirmative or the negative, and after the decision
has been announced from the Chair any member of the Council/committee who voted on the
prevailing side may give notice at the same meeting that they will move a reconsideration of the
question at the next meeting of that body.
15.2. After notice of reconsideration has been given, no action shall be taken to carry into effect the main
motion until after the motion to reconsider has been disposed of at the next meeting. The main motion
to be reconsidered does not come back on the floor of Council/committee for debate until the motion
to reconsider has been moved, seconded and has received the majority vote of Council.
15.3. A motion to reconsider shall not be debatable except that the member who gave the notice of motion
to reconsider has the privilege of stating their reasons for doing so.
15.4. Any question shall not be reconsidered more than once; nor shall a vote on a motion to reconsider be
reconsidered.
First Notice: Council —April 28, 2022 (2022-172)
Second Notice: Council — May 12, 2022 (2022-198)
Effective Date: May 12, 2022
Council and Committee Procedural Policy P-109 12
16. NOTICE OF MOTION
16.1. Verbal notice of motion should be made at a meeting if a member is intending to bring up an important
or complicated matter for discussion at the next meeting of the same body and failure to give such
notice may, at the discretion of the Chair, result in the motion being deferred to a subsequent meeting.
16.2. When a member is absent from a meeting for which they have previously given a notice of motion,
such motion may be taken up by any other member at that meeting and that other member may make
a motion in accordance with the notice of motion.
16.3. When a member's notice of motion has been called for from the Chair at two successive meetings and
has not been proceeded with, it shall be dropped from the agenda, and deemed to have been
withdrawn, unless Council otherwise decides.
17. PETITIONS
17.1. Every ratepayer, resident or elector of the Municipality, and every corporation doing business therein,
shall have the right to be heard before Council by petition and every petitioner, if there is only one, or
by representative, if there is more than one, shall be entitled to be heard at the time of presentation
of the petition.
17.2. Persons accompanying the petitioner may be heard, in support of such petition, if they have obtained
consent by a majority vote of the Council.
17.3. Every petition shall be presented to the Council either by a member of Council or by the Clerk and the
individual representing the petition shall be prepared to advise Council that the petition does not
contain any impertinent or improper matter and that the petition shows due respect and reference in
its language and contents.
17.4. When petitioners, or persons speaking in support of a petition, address Council, they shall exhibit the
utmost of respect and reverence for the Council and its members both in speech and in action; and
they shall at no time argue with the Council in answer to any question put by the Council or by a Council
member, but they shall answer the same respectfully.
17.5. Every communication, including a petition designed to presented to the Council, shall be legibly written
or printed and shall not contain any obscene or improper matter or language and shall be signed by at
least one person and filed with the Clerk.
17.6. The filing of a petition with the Clerk shall be done at least one week before the first day of the meeting
of Council at which it is to be considered, and the Clerk shall keep a book containing a record of all
petitions so filed.
18. VERBAL PRESENTATIONS (DEPUTATIONS)
18.1. No person, not a member of Council/committee, shall be heard without permission of the
Council/committee; and such person shall be limited to ten minutes in addressing the
Council/committee.
First Notice: Council — April 28, 2022 (2022-172)
Second Notice: Council — May 12, 2022 (2022-198)
Effective Date: May 12, 2022
Council and Committee Procedural Policy P-109 13
18.2. Any delegation, wishing to address the Council/committee, shall give notice of such request to the
Clerk at least seven clear days prior to the Council/committee meeting at which such delegation is to
appear.
18.3. All clauses in this policy, except the ones under the heading "MEETINGS" shall apply to meetings of
Councillors when meeting as "Committee -of -the -Whole", and in such cases, the words "Committee -
of -the -Whole" shall be read in the place of the word "Council".
18.4. By -Law #79 " Governing Proceedings of Council", and Policy P-10 "Regular Council Meetings" are
hereby repealed.
First Notice: Council — April 28, 2022 (2022-172)
Second Notice: Council — May 12, 2022 (2022-198)
Effective Date: May 12, 2022
Council and Committee Procedural Policy P-109 14
Annotation for Official Policy Book
1. To replace Policy P-10 Regular Meetings of
Council; and
Reason for Adoption
2. To replace By -Law #79 Rules Governing
Proceedings of Council.
Date of First Notice April 28, 2022 (2022-172)
Date of Second Notice May 12, 2022 (2022-198)
Effective Date May 12, 2022
I certify that this Policy was adopted by Council as indicated above.
May 18, 2022
Pamela M. yra, Ounicipal Clerk Date
First Notice: Council — April 28, 2022 (2022-172)
Second Notice: Council — May 12, 2022 (2022-198)
Effective Date: May 12, 2022
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GRANT APPLICATION FORM
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Contact Person:
Mailing Address:
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Email: lone:
Name Signature Date
Amount Requested: Municipal District 4
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Please provide a brief description of ]low you plan to spend any Council Grant funding received;
If funding is approved, who should the cheque be made payable to: [ven uorc) CLV
Please forward applications to the following: Director of Community Development and Recreation
District Council Grant"
Municipality of the District of Chester
PO Box 369
I I G A IIA
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