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MUNICIPAL COUNCIL
AGENDA
Thursday, January 19, 2023
Livestreamed via YouTube at
www.youtube.com/modcvideo
Office Location: 151 King Street, Chester, NS
1. MEETING CALLED TO ORDER
2. APPROVAL OF AGENDA/ORDER OF BUSINESS
3. PUBLIC INPUT SESSION (15 minutes – 8:45 a.m. to 9:00 a.m.)
4. MINUTES OF PREVIOUS MEETING
4.1 Council – January 12, 2023.
5. PROCLAMATIONS
6. COMMITTEE REPORTS
6.1 Mayors and Wardens of Lunenburg County – Warden Webber (appointment to Lunenburg
County Accessibility Advisory Committee).
6.2 December 2022 Lunenburg County Seniors’ Safety Program Monthly Report - Councillor
Connors.
7. PUBLIC PRESENTATIONS
8. BY-LAWS AND POLICIES
9. MATTERS ARISING
9.1 Information Report prepared January 9, 2023 – Corporate & Strategic Management
Department – 2022 Year End Fire Department Call Report.
Page 2 of 2
9.2 Request for Direction prepared January 4, 2023 – Corporate & Strategic Management –
Fire Advisory Committee Structure.
9.3 Request for Decision prepared January 5, 2023 – Infrastructure & Operations regarding
Otter Point Wastewater Treatment Plant Upgrades.
10. CORRESPONDENCE
11. NEW BUSINESS
11.1 Request for Decision prepared January 9, 2023 – Solid Waste/Infrastructure & Operations
– Region 6 Solid Waste Management 2023/24 Budget.
11.2 Request for Direction prepared January 10, 2023 – Community Development & Recreation
– Highway 3 Repaving (5 Year Capital Budget).
12. IN CAMERA
13. ADJOURNMENT
PLEASE NOTE: THERE WILL BE AN ICIP SIDEWALK WORKSHOP HELD
FOLLOWING COUNCIL
1
MUNICIPALITY OF THE DISTRICT OF CHESTER
Minutes of
COUNCIL MEETING
Livestreamed via YouTube www.youtube.com/modcvideo
from 151 King Street, Chester, Nova Scotia
On Thursday, January 12, 2023
MEETING CALLED TO ORDER
Warden Webber called the meeting to order at 8:51 a.m.
Present: District 1 – Councillor A. Veinotte District 2 – Deputy Warden F. Shatford
District 3 – Councillor D Wells District 4 – Warden A. Webber
District 5 – Councillor A. Assaff District 6 – Councillor T. Connors
District 7 – Councillor S. Church
Staff: Dan McDougall, CAO
Tara Maguire, Deputy CAO
Pamela Myra, Municipal Clerk
Jennifer Webber, Communications & Outreach Coordinator
Emily Lennox, Executive Assistant
Matthew Blair, Director of Infrastructure & Operations
Chad Haughn, Director of Community Development & Recreation
Solicitor: Samuel Lamey, Municipal Solicitor
Public: There were approximately 30 members of the public in the gallery.
APPROVAL OF AGENDA/ORDER OF BUSINESS
Additions:
Personnel Matter.
Contract Negotiations – Fire Services.
Council (continued) January 12, 2023 2
2023-001 MOVED by Councillor Assaff, SECONDED by Deputy Warden Shatford the agenda
and order of business for the January 12, 2023, Council meeting be approved as
amended. ALL IN FAVOUR. MOTION CARRIED.
SPECIAL PRESENTATION
Warden Webber thanked those present for their attendance. He noted that Council wished to
recognize the service Mr. Mohinder Sehmbey has provided to our community, ourselves, our
children, and grandchildren as a teacher. He arrived here in 1966. He has known Mr. Sehmbey
all his life and if nothing else, Mr. Sehmbey has taught him to be a nice person.
Mr. Sehmbey never seemed to get upset and the Warden noted that he still looks forward to
speaking with him when he sees him around the community. He told Mr. Sehmbey that it was a
pleasure to have him here and especially nice to see the former students and fellow teachers in
the gallery.
It was noted that Mr. Sehmbey will be 88 in a few days – and is still teaching when needed.
Councillor Wells noted that his children had Mr. Sehmbey as a teacher and indicated that he
children said they loved and respected him and wished to thank Mr. Sehmbey for being such a
wonderful person and teacher.
Councillor Veinotte noted that he grew up next door to Mr. Sehmbey and has since bought the
house across the road and continues to be his neighbour. There may be other teachers who
have taught for a long time but he can attest to the genuine and kind person that Mr. Sehmbey
is. He sees it every day. He thanked Mr. Sehmbey.
Warden Webber and Councillor Veinotte then presented Mr. Sehmbey with a plaque stating “in
recognition of your 56 Years of incredible success and dedication in the field of teaching. Your
legacy is of the highest caliber, to which many can only aspire. Thank you for your service.”
PUBLIC INPUT - There was no public input.
MINUTES OF PREVIOUS MEETINGS
4.1 Council – December 22, 2022.
Council (continued) January 12, 2023 3
2023-002 MOVED by Councillor Church, SECONDED by Councillor Assaff that the minutes of
the December 22, 2022 Council Meeting be approved as circulated. ALL IN FAVOUR.
MOTION CARRIED.
PROCLAMATIONS – There were no proclamations for consideration.
COMMITTEE REPORTS - There were no committee reports at this time.
PUBLIC PRESENTATIONS - There were no public presentations.
BY-LAWS/POLICIES
8.1 Asset Management Policy P-092 – 2nd/Final Notice to Adopt the Policy.
Present was Matthew Blair, Director of Infrastructure & Operations, to answer any questions.
2023-003 MOVED by Councillor Assaff, SECONDED by Councillor Church that Council conduct
Second/Final Notice to adopt an Asset Management Policy. ALL IN FAVOUR.
MOTION CARRIED.
MATTERS ARISING
9.1 Request for Decision prepared December 19, 2022 – Infrastructure & Operations
Department – Community Wells and Potable Water Supply Next Steps.
Present was Fred Whynot, Director of Public Works, and Leigh Besanger, Wastewater Project
Engineer who reviewed the Request for Decision prepared December 19, 2022 regarding
Community Wells and Potable Water Supply Next Steps.
A discussion was held with regard to next steps, i.e., reaching out to community groups to
potentially partner with them for water, determining if the Middle River area has potential for a
water supply, coverage of associated costs, infrastructure required, any water standards, testing
requirements, identify what organizations could be considered and determine which is most
beneficial, securing a hydrogeology assessment.
2023-004 MOVED by Councillor Wells, SECONDED by Councillor Connors that the following be
approved:
Council (continued) January 12, 2023 4
That Council direct staff to approach community organizations in the
Municipality to determine interest in providing community well access.
That Council direct staff to prepare a Request for Proposals (RFP) for a
Hydrological Assessment of the Middle River area at an estimated value of
$60,000 including our portion of HST.
That Council continue to provide the Bottled Water Distribution program until
another source(s) is developed.
That Council continue to provide the Water Supply Upgrade Lending program.
ALL IN FAVOUR. MOTION CARRIED.
9.2 Quarterly Report – Community Development & Recreation Department.
Chad Haughn, Director of the Community Development & Recreation Department was present
to review the Quarterly Report and updated Council on:
Planning matters.
Subdivision applications.
Development Permits.
Building Services.
By-Law Enforcement.
Fire Inspections.
Animal Control.
Recreation & Parks Services.
South Shore Connect web page (southshoreconnect.ca).
Trails.
ProKids.
Open Spaces – Gold River, Haughn Property, and Castle Rock.
CORRESPONDENCE - There were no items of correspondence for review.
NEW BUSINESS
11.1 Request for Decision prepared December 14, 2022 – Financial & Information Services –
Reduction of Taxes as per Policy P-23 Reduction of Taxes for Buildings Destroyed or
Partially Destroyed by Fire – AAN 04826507 (Borgels Point Road, Chester Basin).
Council (continued) January 12, 2023 5
Present was Tim Topping, Director of Financial & Information Services to review the December
14, 2022 Request for Decision. PVSC neglected to reduce the assessment previously, but staff
have confirmed with PVSC that the assessment has been revised.
2023-005 MOVED by Deputy Warden Shatford, SECONDED by Councillor Church that Council
approve a reduction in 2022/23 taxes payable for assessment account number
04826507 in the amount of $3,169.21. This tax reduction will be written off to
allowance for uncollectible taxes 01-00-000-451100. ALL IN FAVOUR. MOTION
CARRIED.
11.2 Request for Decision prepared December 12, 2022 – Community Development &
Recreation Department – New Private Road Name Request – Sperry Ridge (Chester Basin
off Lacey Mines Road).
Sylvia Dixon, Planning and Development Technician, was present to review the Request for
Decision prepared December 12, 2022 regarding a new private road name request for Sperry
Ridge (Chester Basin off Lacey Mines Road).
2023-006 MOVED by Councillor Church, SECONDED by Councillor Assaff that Council approve
the new private road name of Sperry Ridge (Chester Basin off Lacey Mines Road) and
staff be directed to notify the appropriate agencies/organizations. ALL IN FAVOUR.
MOTION CARRIED.
A break was held from 9:50 a.m. to 10:10 a.m.
Councillor Veinotte left the room to answer a call.
11.3 Request for Decision prepared January 3, 2023 – Community Development & Recreation
Department - Appointment of Elaine Brunn Shaw as Development Officer.
Chad Haughn, Director of Community Development & Recreation Department was present to
review the requirement of the employee to be appointed by Council.
2023-007 MOVED by Deputy Warden Shatford, SECONDED by Councillor Wells that Council
appoint Elaine Brunn Shaw as Development Officer for the Municipality of the
District of Chester. ALL IN FAVOUR. MOTION CARRIED.
Council (continued) January 12, 2023 6
11.4 Request for Decision prepared January 4, 2023 – Community Development & Recreation
Department – Designated Community Fund Request from Chester Minor Hockey in the
amount of $3,000.
2023-008 MOVED by Councillor Wells, SECONDED by Councillor Church that Council designate
$3,000 to Chester Minor Hockey from the Designated Community Fund. ALL IN
FAVOUR. MOTION CARRIED.
11.5 District Council Grants:
a. District 1 - Aspotogan Arts & Crafts Association $550.
2023-009 MOVED by Deputy Warden Shatford, SECONDED by Councillor Assaff that Council
award a District 1 Council Grant to Aspotogan Arts and Crafts Association in the
amount of $550. ALL IN FAVOUR. MOTION CARRIED.
Councillor Veinotte returned to the meeting room.
b. District 5 – Together We Can Community Care Society $1,600.
It was noted that the amount available in this District Budget is $1,543.
2023-010 MOVED by Councillor Assaff, SECONDED by Councillor Church that Council award a
District 5 Council Grant to Together We can Community Care Association in the
amount of $1,543. ALL IN FAVOUR. MOTION CARRIED.
IN CAMERA
12.1 Section 22(2)(a) of the Municipal Government Act – Acquisition, sale, lease, and security of
municipal property – Kaizer Meadow Industrial Park.
2023-011 MOVED by Councillor Assaff, SECONDED by Councillor Church that Council convene
“In Camera” as follows:
In Camera as per Section 22(2)(a) – Acquisition, sale, lease, and security of
municipal property – Kaizer Meadow Industrial Park (Rainbow Net & Rigging).
In Camera as per Section 22(2)(c) – Personnel Matter.
In Camera as per Section 22(2)(e) – Contract Negotiations (Joint Fire
Committee).
Council (continued) January 12, 2023 7
ALL IN FAVOUR. MOTION CARRIED.
Following a brief meeting held “In Camera” the meeting reconvened in Regular Session.
2023-012 MOVED by Deputy Warden Shatford, SECONDED by Councillor Church that Council
direct staff to remove the “right of first refusal” clause from purchase agreements
for land with developments on them; but retain the “right of first refusal” for vacant
land at Kaizer Meadow Industrial Park. ALL IN FAVOUR. MOTION CARRIED.
ADJOURNMENT
2023-013 MOVED by Councillor Assaff, SECONDED by Deputy Warden Shatford the meeting
adjourn. (10:42 a.m.)
_________________________ _________________________
Allen Webber Pamela Myra
Warden Municipal Clerk
NOTE: The recorded version of this meeting is available at www.youtube.com/modcvideo.
Lunenburg County Seniors’ Safety Program
Monthly Report –December 2022
prepared: January 3, 2023
The LCSSP is a free confidential community-based non-profit service that works collaboratively with BPS, RCMP, and many
community partners to help address the safety concerns of older adults (55 years of age+), residing in Lunenburg County. Service
is provided through awareness campaigns, advocacy, community outreach projects, educational programs, community
presentations and one to one service.
2022 has been a transitional year for the Seniors’ Safety Program. The Board’s patience and understanding
throughout this time is appreciated. 2023 promises to be a promising year of continued collaboration,
information share and support for older adults in our communities.
LCSSP updates and training opportunities:
• Progressing with the Home Management Navigator Grant project. The Goal is to start
presenting/providing the Home management binder to seniors in January.
• Riverport Fraud Prevention Scheduled for January 28th at the Community Centre.
• 2 Tentative Fraud Presentations for March at the Flourish Centre in Bridgewater.
• SSC delivered donated Secret Santa presents to isolated seniors throughout Lunenburg County.
• Volunteers signed just under 100 Christmas cards that where also delivered to seniors; including isolated
older adults who are in Long Term Facilities.
• Attended a Fraud Prevention Presentation Discussion with the Better Business Bureau.
• CRA Canada Dental Benefit and one-time top-up to the Canada Housing Benefit Info Session. No new
info on the new dental benefit for seniors 65+.
• Virtual meeting with Leon and Meghan from Energize Bridgewater on new program.
• Thank you notes sent to Bridgewater Pharmasave for bottles donated for the Vial of Life program,
Sam’s No Frills for reusable bag donation for a client, and NSBS for a donation dust masks in assisting a
client.
Referrals:
New Referrals: 17 Home/site Visits: 14 # referrals are previous clients: 8
Closed files: 1
Referral Source:
Community Partner 6 Self/Family 9 RCMP 2
Areas of concern: Food security/Christmas, Adult Protection, Safe housing, Community resources/connections,
Mental Wellness.
LCSSP Client Emergency Contingency Fund (CECF):
The CECF continues to serve the community in partnership with other organizations to help mitigate risk for
seniors experiencing financial hardship. The December, 2022 float count balance is: $2,388.66 + 1 $25.00 Tim
Horton’s Gift Card. $74.64 used for winter gear for a senior with hard to find sizing through donation options.
Happy New Year!!
‘Thank you to all Lunenburg County Seniors’ Safety Program supporters.
We couldn’t do what we do without you.’
INFORMATION REPORT
Prepared By: Bruce Blackwood Date January 9, 2023
Reviewed By: Tara Maguire Date January 9, 2023
Authorized By: Dan McDougall Date January 9, 2023
CURRENT SITUATION
Fire and Emergency Services continue to be handled through our 7 Fire Departments operating in Martin’s
River, Western Shore, Chester Basin, Chester, Blandford, Hubbards and New Ross. All Departments are
currently meeting their registered service levels.
Following the lifting of restrictions issued during the pandemic, s ome Departments have resumed full medical
response while others have limited response to critical incidents e.g. cardiac arrests. With medical responses
the total number of calls across the Municipality increased significantly from 481 in 2021 to 914 in 2022. These
numbers reflect the pre pandemic levels of 2019.
RECOMMENDATION
It is recommended to continue monitoring call volume and type for the Fire Departments serving the
Municipality.
B ACKGROUND
All Fire Department emergency dispatches within MODC are logged on a monthly basis. Data is categorized by
Department and Call type. Three (3) Departments retain dispatch services from Scotia Business and four (4)
receive services from Valley Communications. All Department continue with “I am Responding” software for
text dispatch messaging. REMO and the MOC continue to monitor the dispatches where available facilitating the
Municipality and REMO to quickly evaluate the urgency and extent of any incident and the likelihood of our
departments needing additional assistance.
DISCUSSION
Overall District Responses
• The total number of calls across the Municipality increased significantly from 483 in 2021 to 914 in 2022
primarily from the resumption of medical response following the removal of pandemic response restrictions.
• Structure fires decreased in 2022 with 13 incidents reported, representing 1.4 % of the total calls across the
Municipality.
• Non-structural fires increased in 2022 with 68 incidents e.g. chimney, grass, vehicle fires represented
approximately 7.4 % of total calls.
• The number of medical responses increased significantly 2022 with 428 calls dispatched compared to
112 in 2021 . This response is actually above the 2019 levels of 380 medical emergencies annually.
REPORT TO: Council
SUBMITTED BY: Corporate and Strategic Management
DATE: January 9, 2023
SUBJECT: 2022 Y/E Fire Department Call Report
ORIGIN: Fire Services
2 Information Report
2022 Y/E Fire Department Call Report
Chester, Western Shore and Hubbards have resumed full medical response levels and responded to
131, 138, and 67 calls respectively. Response levels in the other areas were less as the departments
are responding only to critical calls or upon paramedic request.
• The number of Motor Vehicle Accidents (MVA) responses increased from 76 in 2021 to 88 in 2022 but
remained below the high incident rate of 94 in 2019. MVAs represented 9.6 % of the total call in 2022.
• The number of “Other” responses by our departments increased from 51 in 2021 to 95 in 2022. These
types of calls (many adverse weather related) fall outside of the typical classifications and are not fire
related. e.g. flooded basement, power lines down, police assist, etc.
• Fire (and carbon monoxide alarms) have increased slightly from 60 in 2021 to 80 in 2022 representing
approximately 8.8 % of our total calls. Chester FD continues to record the highest number of alarms due to
a higher level of buildings equipped with monitored alarm systems. Educational articles concerning the False
Alarm By-law continue to be issued. Our new Bylaw Officer is working with the Fire Departments to facilitate
more accurate and timely reporting of these calls.
• The number of multiple alarm incidents as mutual aid calls increased to 141 calls in 2022. The departments
continue to rely on support from their neighboring departments during major incidents with mutual aid and
automatic aid agreements in place.
Chart 1 MODC Fire Department Calls by Type 2 0 2 2
Medical 428
Structural Fires 13Non Structural Fires 68
Motor Vehicle 88
Mutual Aid 141
Hazmat 1
Alarms 80
Other 95
2022 Calls by Type
3 Information Report
2022 Y/E Fire Department Call Report
Table 1 MODC Fire Department Calls by Type 202 0 /20 2 1 Comparison
Call Type Calls
2018
Calls
2019
Calls
2020
Calls
2021
Calls
2022
Var. from
2021
Call Type %
2022
Call Type %
2021
Medical 383 380 86 112 428 + 316 46.9 23.2
Structural Fire 18 6 11 23 13 - 10 1.4 4.8
Non-Structural Fire 68 67 96 58 68 + 10 7.4 12
MVA 85 94 49 76 88 + 12 9.6 15.7
Mutual Aid 76 90 94 101 141 + 40 15.4 20.9
Hazmat 0 0 0 2 1 - 1 0.1 0.4
Alarms 62 67 52 60 80 +20 8.8 12.4
Other 52 105 78 51 95 +44 10.4 10.6
Total 744 809 466 483 914 + 431
Chart 2 MODC Fire Department Calls by Department 2022
Blandford, 68
Chester, 274
Chester Basin, 85
Hubbards, 147
Martins River, 69
New Ross, 66
Western Shore, 205
Calls By Department 2022
4 Information Report
2022 Y/E Fire Department Call Report
Table 2 MODC Fire Department Calls by Department 2020/2021 Comparison
Department Calls 2018 2019 2020 2021 2022 Variance
2021/2022
% Increase
2022
Blandford 63 67 28 34 68 + 34 100
Chester 102 135 109 114 274 + 160 140
Chester Basin 51 73 58 79 85 + 6 7.6
Hubbards 176 205 111 56 147 + 91 162
Martins River 73 49 31 36 69 + 33 91.7
New Ross 139 131 59 34 66 + 32 94.1
Western Shore 140 149 70 130 205 + 75 57.7
Total 744 809 466 483 914 431 89.2
Table 3 MODC Fire Department Calls by Type 2022
Department Responses
• All departments met their service responsibilities throughout the year.
• There were no major injuries to any of our firefighters during the year of response calls.
• Department membership remained steady at approximately 200 volunteer firefighters.
IMPLICATIONS
Policy
Policy P33 Fire Services Registration.
Call Type Blandford Chester Chester
Basin
Hubbards Martins
River
New Ross Western
Shore
Total
# % # % # % # % # % # % # %
Medical 39 57.3 131 47.9 9 10.6 67 45.5 35 50.7 9 13.6 138 67.3 428
Structural Fire 0 0 5 1.8 1 1.2 1 0.7 0 0 1 1.5 5 2.4 13
N-Structural Fire 7 10.3 17 6.2 9 10.6 7 4.8 2 2.9 14 21.2 12 5.8 68
MVA 7 10.3 26 9.4 13 15.2 13 8.9 8 11.6 10 15.2 11 5.3 88
Mutual Aid 2 2.9 21 7.7 37 43.5 34 23.1 24 34.8 2 3.0 21 10.4 141
Hazmat 0 0 1 0.3 0 0 0 0 0 0 0 0 0 0 1
Alarms 8 11.8 41 15.0 6 7.1 6 4.2 0 0 10 15.2 9 4.4 80
Other 5 7.4 32 11.7 10 11.8 19 12.8 0 0 20 30.3 9 4.4 93
Total 68 274 85 147 69 66 205 914
5 Information Report
2022 Y/E Fire Department Call Report
Financial/Budgetary
Staff work covered in existing Fire Service budget.
Environmental
Not Applicable.
Strategic Plan
Maintain a high level of fiscal responsibility;
Continually improve public satisfaction with municipal services;
Work Program Implications
Staff work covered in existing Fire Service Work Plan.
OPTIONS
Not Applicable
ATTACHMENTS
None
COMMUNICATIONS (INTERNAL/EXTERNAL)
Ongoing communication with Fire Commissions and Departments.
REQUEST FOR D IRECTION
Prepared By: Bruce Blackwood Date January 4, 2023
Reviewed By: Tara Maguire Date January 4, 2023
Authorized By: Dan McDougall Date January 4, 2023
CURRENT SITUATION
Council was presented with a background on the previous Fire Advisory Committee structure and
some options to re-establish this Committee of Council per their request. Discussion at COW on
October 20, 2022 indicated:
• importance of having both the Commissions and the Fire Departments (Chiefs) represented
and that the Chiefs would likely attend in an advisory capacity similar to other organizations
such as the NS Federation of Municipalities. There were comments that some Chiefs would
like to have more input. It was stated that if the Chiefs were in attendance with the
Commission they could sort out the issues themselves.
• the position of Chair be a one-year term so that all could have an opportunity to lead the
Committee.
• Council Members on the Committee would not have voting privileges.
Staff was directed to include these amendments and issue a Term of Reference for review and
comment by all Commissions and Fire Departments
Draft Terms of Reference were distributed to all 6 Commissions, the Village Commission and all 7
Fire Chiefs on October 25, 2022 with a request for comment by November 10, 2022. Due to
schedules of internal Commission and Fire Department meetings the period for comment needed
to be extended into December.
A follow up request was issued in December to those groups that had not responded. After no
further input all comments and suggestions received were compiled in early January for
presentation to Council.
Comments received from the Commissions and Fire Departments are now brought to Council for
review and consideration.
REPORT TO: Municipal Council
SUBMITTED BY: Bruce Blackwood, Fire Services
Coordinator
DATE: January 4, 2023
SUBJECT: Fire Advisory Committee
ORIGIN: Fire Services
2 Request For Direction
RECOMMENDATION
It is recommended that Council review the input received on the draft Terms of Reference and
provide direction to staff on any amendments to be brought back to the Commissions and Fire
Departments.
BACKGROUND
Full background on the Fire Advisory Committee was provided in COW of October 20 th 2022.
Following discussion in COW of October 20, 2022, D raft Terms of Reference were sent out on
October 25, 2022 and the comments received back from the Commissions and Fire Departments
are under review by Council.
D ISCUSSION
Comments received from the Commissions were generally supportive of Draft Terms of Reference
(October 25, 2022). It was suggested that Fire Chiefs be considered as voting members. One
Commission provided some detailed suggestions as to timing on issuing of agendas and minutes
Comments from the Fire Departments were received in two formats:
• Compilation of the Chiefs’ comments by Lyle Russell, New Ross Fire Chief, following
meetings held by the Chiefs. It was noted that comments issued may not represent
the opinion of all Chiefs and that further comments may be received. He did not
identify those in agreement or not.
• Chester Volunteer Fire Department stated that they were not in agreement with the
other Chiefs’ submission and submitted comments and suggested revisions to the
Draft Terms of Reference independently.
There was basic agreement on having representatives of both the Commission and the Fire
Departments as members. In addition, it was agreed to have 2 Councilors as members bring total
membership to 16.
With membership established the major issue to be resolved rests with voting privileges. The Chiefs
(other than CVFD) suggest that only the Chiefs have voting rights and that Commissioners and
Councilors both be nonvoting. The Chester Fire Department has suggested that membership be
3 Request For Direction
designated as Governance or Operational and that voting be determined by the type of motion on
the table.
There were other specific suggestions related to general meeting proceedings e.g. public
participation, definition of majority, voting abstentions which can be incorporated into future drafts
if consistent with MOC Policy # 109.
A detailed review of the comments by Section of the Draft Terms of Reference is provided in the
attached presentation.
The Draft Terms of Reference of October 25, 2022 and correspondence fo r the Commissions and
the Fire Departments have been attached for reference.
IMPLICATIONS
Policy
Policy TBA: Fire Advisory Terms of Reference
Financial/Budgetary
Meeting Travel expenses for committee members.
Environmental
No Impact.
Strategic Plan
Reference to:
• Maintain a high level of fiscal responsibility
• Continually improve public satisfaction with municipal services
Work Program Implications
• Covered in work program of Fire Services Coordinator.
OPTIONS
1. Re-establish the Fire Advisory Committee under current draft Terms of Reference
2. Direct staff to provide further revisions to the Terms of Reference as may be required following
the input from the Commissions and Fire Departments.
A TTACHMENTS
1. FAC Draft Terms of Reference (October 25, 2022).
2. Correspondence received from Commissions and Fire Departments related to the review of the
draft Terms of Reference of October 25, 2022.
4 Request For Direction
3. Summary of input received from Commissions and Fire Departments on draft Terms of
Reference dated October 25, 2022
C OMMUNICATIONS (INTERNAL/EXTERNAL)
N/A
MOC Fire Advisory Committee: Terms of Reference: Municipality of the District
of Chester October 2022
Revision 1 October 25, 2022 Page 1 of 4
Section 1: General
The MOC Fire Advisory Committee (FAC) is a Committee of Council of the Municipality of Chester,
appointed by Council, to review, advise and recommend upon issues pertaining to the development and
maintenance of cost-effective fire and emergency response services meeting the needs of the citizens of
the Municipality.
As a Committee of Council, it is generally governed by the Municipal Government Act and Municipal Policy
on Committees of Council and their Duties and shall operate in accordance with Policy # 109 Council and
Committee Procedural Policy unless otherwise specified in these Terms of Reference.
Section 2: General Duties and Responsibilities:
The General Duties and Responsibilities of the FAC shall consist of, but not be limited to, the following:
1. To encourage the development and maintenance of a modern, efficient and effective fire and
emergency response service that serves and meets the needs of the Municipality of the District
of Chester.
2. To provide an open forum to develop a cooperative and cost-effective approach utilizing a
competent volunteer force of first responders to meet the needs of the Municipality for the
ongoing protection from fire and other emergencies.
3. To advise, report and make recommendations to Municipal Council on:
a. municipal, provincial and/or federal legislation that could impact the fire and
emergency response services
b. strategic priorities to support and maintain effective fire and emergency services
c. fire services policy and programs, best practices, standards consistent with good risk
management principles and effectively mitigate risk within the communities
d. fire service issues referred by MOC Council
Section 3: Committee Membership
1. The Membership shall be a total of 16 Members consisting of:
1 Commissioner from each of the 6 Fire Commissions as voting members
1 Representative from the Chester Fire Advisory Committee as a voting member
1 Fire Chief from each of the 7 Fire Departments as non-voting members
2 Municipal Councilors as non-voting members
MOC Fire Advisory Committee: Terms of Reference: Municipality of the District
of Chester October 2022
Revision 1 October 25, 2022 Page 2 of 4
2. The 6 Fire Commissions and the representative from the Chester Fire Advisory Committee are,
hereafter, in this document, referred to as Voting Members.
3. The representatives of the Voting Members shall be the respective Chairperson or appointed
alternate.
4. The representatives for the Fire Departments shall be the respective Fire Chief or appointed
alternate.
5. The representatives for Council will be appointed by Council.
6. The membership nominations will be presented to Council for approval. If any member wishes to
resign from the FAC, this resignation shall be presented to Council in writing and shall not take
effect until it is accepted by Council.
7. The Fire Services Coordinator and support staff will be available to the Committee as required.
Section 4: Chairperson and Vice-Chairperson
It shall be the general duty of the Chairperson to open, preside over and adjourn the Committee meetings.
The Chairperson and vice Chairperson are to be nominated from the Voting Members and duly elected by
the Voting Members at the first meeting of the Committee. In the event of more than one nomination for
each position, the selection will be made by secret ballot.
These positions are elected for a one-year term. Incumbents may re-offer for each position.
In the event of a tie vote for two nominees for the positions being voted upon and where the Committee
has voted up to three times to break the tie, the Chairperson shall determine the nominees to be declared
elected by “Lot”, one name being drawn by the Municipal Clerk or a designated alternate member of staff.
If the position of Chairperson becomes vacant, the vice Chairperson will take on responsibility until the
Committee can fill the vacancy.
Section 5: Motions and Voting
1. There will be one (1) Voting Member and an Alternate identified for each Fire District. The
appointed Alternate will vote only in the absence of the Voting Member.
2. The Chairperson will vote on all matters. The Chairperson’s vote is counted as the Fire District
vote that is represented in this position.
MOC Fire Advisory Committee: Terms of Reference: Municipality of the District
of Chester October 2022
Revision 1 October 25, 2022 Page 3 of 4
3. The Vice-Chairperson will vote in the absence of the Chairperson. The Vice-Chairperson’s vote is
counted as the Fire District vote that is represented in this position. The Chairperson’s vote, in
this case, will revert to the Voting Member or Alternate of the Chairperson’s district.
4. Proxy votes are not accepted.
5. Every Voting Member (or Alternate), who is in attendance, shall vote on motions. Abstention is
deemed as a negative vote.
6. Fire Department, Council members, and support staff are not entitled to vote.
7. All motions shall be decided by a majority of votes. In the event of a tie, the motion voted on shall
be deemed to be determined in the negative.
8. The Chairperson shall call for any vote required and declare the result.
9. Where necessary, motions carried by the Committee must be approved by Council before
implementation.
Section 6: Meeting Schedule
1. The FAC shall meet bi-monthly at a date and time agreed to by the Committee.
2. All meetings will be held in the Council Chambers at the Municipal Offices in Chester, or at a
location agreed to by the committee from time to time.
Section 7: Meeting Agendas and General Proceedings
1. A quorum will represent two thirds (2/3) of the Voting Members of Committee. No
business may be conducted if quorum is not achieved.
2. Members of the public or fire service who wish to attend and listen to proceedings are welcome
however can address the Committee only upon unanimous approval of the Committee.
3. The Chairperson may call special meetings at such a time and place as may be required.
MOC Fire Advisory Committee: Terms of Reference: Municipality of the District
of Chester October 2022
Revision 1 October 25, 2022 Page 4 of 4
Section 8: Meeting Minutes and Agendas
1. Support staff from the Municipality will compile and distribute the draft minutes of each meeting
in a timely manner, generally within two weeks of the date of the meeting.
2. Minutes will be approved at the next scheduled meeting, be printed and entered into the Minute
Book and shall be deemed to be the original minutes of the meeting.
3. Agendas will be distributed to the Membership at least one week prior to the next scheduled
meeting.
Section 9: Remuneration:
1. Members are remunerated by Council at the current rate ($/km) for the fuel expense incurred
to and from the scheduled meetings.
Section 10: Reporting to Council:
1. The FAC will provide Council a written summary of activities annually and interim reports as may
be requested by Council.
Bruce Blackwood
From: Bruce Blackwood
Sent: November 23, 2022 4:19 PM
To: Len
Cc: 'Wendy Rafuse; Cliff MacKinnon
Subject: RE: FAC Terms of Reference
Hi Len,
Thank you for your comments and suggestions. I am still awaiting comments from the other Commissions and Chiefs.
Hopefully we will get these soon at which time a I will compile all for review.
Best regards
Bruce
Consider the environment. Do you really need to print this email?
This message contains confidential information and is intencled only for the intended
recipients in c0rnmunication with the IVlunicipality of Chester. h you are not an intended
recipient you should not disserninate, distribute or copy this e.-rail. Plea.se notify the
sencle:r inimediately by e-mail if you have received this e-mail by rnisiake and delete
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any errors or omissions in the contents of this message, which arise as a result of e-
mail transmission. If verification is required ple ase request a hard-coily version.
From: Len <Istevens@eastlinl<.ca>
Sent: November 21, 2022 8:02 PM
To: Bruce Blackwood <bblacl<wood@chester.ca>
Cc:'Wendy Rafuse' <wendyrafuse @gmail.com>; Cliff MacKinnon <cliffmacl<innon02@gmail.com> Subject:
FAC Terms of Reference EXTERNAL
EMAIL ** Please
do not open attachments or click links from an unknown or suspicious origin.
Bruce, Chester Basin Fire Commission agrees in principle with the TOR provided. We would prefer that Minutes be
provided within a week of the meeting. Also, that the Agenda for each meeting be forwarded two weeks in advance to
enable time for discussion. As to voting members, we suggest that in the absence of the Commission rep or alternate
the district Chief be permitted to vote.
Regards;
Len
Virus-free.www. avast. com
N
Bruce Blackwood
From: Bruce Blackwood
Sent: November 28, 2022 8:51 AM
To: Hubbards FireCommission; Chief Coolen; Joan Kaizer; Matthew Townson; Clarissa
Coolen; Heather Norwood; Suzanne & Jeff Brown
Subject: RE: MOC Fire Advisory Committee, Draft Terms of Reference
Thank you Tina for your comments. I am compiling comments and suggestions from the other Commissions and the
Chiefs. I will revert to all with revisions. To address your question, the initial draft of the Terms included a representative
of the Chester Fire Advisory Committee. Although not a formal Commission it is an advisory board to the Village
Commission and the Chester Fire Department.
Once I have reviewed all comments I will send out a another draft for review. Hopefully we can settle on the Terms in
December, allowing me to get the terms in front of Council early in the new year.
Best regards
Bruce
From: Hubbards FireCommission <hubbardschair@gmail.com>
Sent: November 26, 2022 8:32 PM
To: Bruce Blackwood <bblackwood@chester.ca>; Chief Coolen <hubbardschief@gmail.com>; Joan Kaizer
joan.l<aizer@gmail.com>; Matthew Townson <townsonl@icloud.com>; Clarissa Coolen
clarissa_coolen@hotmail.com>; Heather Norwood <ceramichip64@gmail.com>; Suzanne & Jeff Brown
jeffsuzl53@gmail.com>
Subject: Re: MOC Fire Advisory Committee, Draft Terms of Reference
EXTERNAL EMAIL **
Please do not open attachments or click links from an unknown or suspicious origin.
Hi Bruce,
Sorry for the delay in getting this to you. We as a Commissions sat down and reviewed the attached document as
requested. Our concerns surround the fact that the Chiefs are required to be members of the committee but are not
able to vote. The concern we have with this is that asking the Fire Chiefs to attend but to not be able to vote will not
give any incentive to attend. Also, there are 7 Fire Departments and 6 Commissions, so does that mean that 1
department has no way of voting?
We feel that the Chiefs should be a voting body in this, as frankly they are the ones who deal with the day to day of the
Fire Departments.
Hope this helps,
Tina
Tina Schwartz
Chair
District 2 Fire Commissions
Hubbards, Nova Scotia
Call or text: 902 830 8547
On Thu, Nov 10, 2022 at 8:49 AM Bruce Blackwood <bblackwood@chester.ca> wrote:
Thanks Tina. I will await your input.
Best regards
Bruce
From: Tina Schwartz <tschwartz1975@gmail.com>
Sent: November 10, 2022 7:58 AM
To: Bruce Blackwood <bblackwood@chester.ca>
Cc: hubbardschair@gmail,com
Subject: Re: MOC Fire Advisory Committee, Draft Terms of Reference
EXTERNAL EMAIL **
Please do not open attachments or click links from an iunknown or suspicious origin.
Good morning Bruce,
We will provide you a response from our commissions after our next meeting on the 24th of November.
Tina
On Wed., Nov. 9, 2022, 8:48 p.m. Len, <Istevens@eastlink.ca> wrote:
Bruce, our Commission will provide a joint response to the Draft with the Fire Service after their Chief's meeting Nov.
20 / 22.
Regards;
Len
2
Bruce Blackwood
From: c.welIs@ns.sympatico.ca
Sent: December 9, 2022 9:27 AM
To: Bruce Blackwood
Subject: Re: FW: MOC Fire Advisory Committee, Draft Terms of Reference
EXTERNALEMAIL'** Please
do not open attachments or click links from an unknown or suspicious origin. Hi
Bruce The
Commission is good with the terms of References but as you are aware the Fire Chiefs disagree with
the fact they do not have a vote. They
have yet to meet but apparently that is coming up. This Committee is important so the hope is that
the Terms of Reference will be agreed on by everyone. Good
luck. Carolyn Original
Message ------ From:
bblackwood@chester.ca To:
c.wells@ns.sympatico.ca Sent:
Thursday, December 8, 2022 9:17 AM Subject:
FW: MOC Fire Advisory Committee, Draft Terms of Reference Good
Morning Carolyn, I
was just wondering if you (Commission) have comments/suggestions the draft terms of
Reference for the Fire Advisory Committee. I am currently compiling comments from the
other Commissions and from the Fire Chiefs with the intent to review and edit the draft
as may be required. It
is important that we get feedback from all. Thanks
Bruce
From:
Bruce Blackwood Sent:
November 14, 2022 8:06 AM To:
c.wells@ns.sympatico.ca Subject:
RE: MOC Fire Advisory Committee, Draft Terms of Reference Thanks.
Let me know as soon as possible.
Bruce
From: c.wells@ns.sympatico.ca <c.wells@ns.sympatico.ca>
Sent: November 13, 2022 9:36 AM
To: Bruce Blackwood <bblackwood@chester.ca> Chuck Bennett
bennett_chuck@hotmail.com> Nancy Hatch <Nancy.Hatch@villageofchesterns.ca>
Andrew Boehner (akjl.boehner@eastlink.ca) <akjl.boehner@eastlink.ca> Tina Schwartz
tschwartz1975@gmail.com> Len Stevens (Istevens@eastlink.ca)
Istevens@eastlink.ca> Dale Broome (dabroome7@gmail.com)
dabroome7@gmail.com> Lyle Russell <lylerussell@newrossfire. ca> Mike Schnare - Blandford
Chief (blandfordfirechief@gmail.com) <blandfordfirechief@gmail.com> Scott Rafuse (
srafuse@martinsriverfire.ca) <srafuse@martinsriverfire.ca> Jared Swinemar jared_
swin@hotmail.com> cjstevens@chesterfd.ca; Clary Coolen hubbardschief@gmail.
com) <hubbardschief@gmail.com> Doug Rines d.
rines@hotmail.com) <d.rines@hotmail.com> Cc:
Tara Maguire <tmaguire@chester.ca> Subject:
Re: MOC Fire Advisory Committee, Draft Terms of Reference EXTERNAL
EMAIL'** Please
do not open attachments or click links from an unknown or suspicious origin. Hi
Bruce: We
will be discussing this at our meeting Tuesday, Nov 15th. will advise. Thanks.
Carolyn Original
Message ------ From:
bblackwood(c chester.ca To:
bennett chucK@hotmail.com; Nancy.Hatch(a villa eofchesterns.ca; akjl.
boehner(a7eastlink.ca; c.wells{a ns.sympatico.ca; tschwartz1975
gmail.com; Istevens(c_eastlink.ca; dabroome7erussell
newrossfire.ca; blandfordfirechief(c
g mail.com; srafuse(c)martinsriverfire.ca; fared swims
hotmail.com; cjstevens @chesterfd.ca; hubbardschief@_gmail.
com; d.rines(cDhotmail.com Cc: tma
uire@chester.ca Sent: Tuesday,
October 25, 2022 1:54 PM Subject: MOC
Fire Advisory Committee, Draft Terms of Reference Hello everyone,
The final
fire services risk assessment report of March 2022 was received by Council
in session on October 13, 2022. In the same session, Council received the
Steering Committee's advice on the priority recommendations drawn
from the March 2022 report as developed at the Steering Committee
meeting of September 7, 2022.
To continue to move forward on fire service priorities, Council has asked
that we re-establish a Fire Advisory Committee (FAC) as a Committee of
Council, with representation from all Commissions and Fire Departments.
This FAC would advise, report and make recommendations to Council on
fire service policy and programs to support the fire services and effectively
mitigate risk within our communities.
Staff has worked on an initial draft of Terms of Reference for the FAC
based upon some previous discussion with the fire services and more
recently with Council on feedback they have received from their Districts
have attached an initial draft Terms of Reference (October 25, 2022) for
the MOC Fire Advisory Committee intended for review and comment by
the fire services.
Please review these within each District and advise on any suggestions
for change, clarification or other edits. Comments from each District will
be reviewed and brought to Council for final review.
It is important that we can establish the Committee under agreed upon
Terms of Reference as quickly as possible. To this end please forward all
comments in writing to myself on or before November 10, 2022, allowing
some time to review and prepare for Council. If you have no comments or
suggestions please indicate your acceptance of the draft Terms as
written.
Looking forward to continue work on the fire services priorities.
Best regards
Bruce
F
ruse Blackwood
e Services Coordinator
orporate & Strategic Management
51 King Street, Chester, NS, BOJ 1J0
ffice: 902-275-4136
eneral I nqu i ries:902-275-3554
ell: 902-277-2577
reb: www.chester.ca
Consider the environment. Do you really need to print this email?
I l i:- 1 (Iolli,lily: iniol1111tdiolI .nd i:. iln,'ndud (,)nly [(m ihl„ in l'lI(!,,
in (,()I Ill vviln .I OI i;lli V/oil nOi -m llli,,xrld"d 111''
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h(ml Yom i--Ili ;il II'll "sill Jo jI c'llnwi i}:` i(1 d),7 3E:GIIf 7
r il r irr c illi(wi rli im lw 01-wt; Mod' r;xit_li)i r I< ,i, tr,ili y_@, ,llivc kh-
Bruce Blackwood
Boom
From: Lyle Russell <lylerussell@newrossfire.ca>
Sent: December 5, 2022 7:18 PM
To: Bruce Blackwood
Cc: Clary Coolen; Mike Schnare; cjstevens@chesterfd.ca; Doug Rines; Jared Swinemar;
srafuse@martinsriverfire.ca; Tara Maguire
Subject: Re: MOC Fire Advisory Committee, Draft Terms of Reference
Attachments: General Chiefs Comments FAC Terms of Reference 2022-11-20.pdf
EXTERNAL EMAIL**
Please do not open attachments or click links from an unknown or suspicious origin.
Bruce,
Attached are some of the comments taken from the Chiefs. It may not necessarily speak for all the Chiefs and hopefully
you receive other opinions.
I think we all need to sit down and hammer this out. The FAC in the past has not worked with all people attending
voting, it did not work when it was split apart. I think a good conversation on the purpose of the committee is a good
place to start in order to draft terms of reference that will work for the group. One thing everyone can agree on is that
in the way they are currently written will not work.
Feel free to contact to discuss.
Lyle
From: Bruce Blackwood <bblackwood@chester. ca> Date:
Thursday, October 27, 2022 at 08:35 To:
Lyle Russell <lylerussell@newrossfire.ca>, Chuck Bennett <bennett_chucl<@hotmail.com>, Nancy Hatch Nancy.
Hatch @villageofchesterns.ca>, Andrew Boehner (al(jl.boehner@eastlinl<.ca) al<
jl.boehner@eastlinl<.ca>, Carolyn Wells (c.wells@ns.sympatico.ca) <c.wells@ns.sympatico.ca>, Tina Schwartz <
tschwartz1975@gmail.com>, Len Stevens (Istevens@eastlin<.ca) <Istevens@eastlinl<.ca>, Dale Broome (
dabroome7@gmail.com) <dabroome7@gmail.com>, Mike Schnare - Blandford Chief blandfordfirechief@gmail.
com) <blandfordfirechief@gmail.com>, Scott Rafuse (srafuse@martinsriverfire.ca) srafuse@martinsriverfire.
ca>, Jared Swinemar <jared_swin@hotmail.com>, cjstevens@chesterfd.ca cjstevens@chesterfd.
ca>, Clary Coolen (hubbardschief@gmail.com) <hubbardschief@gmail.com>, Doug Rines (
d.rines@hotmail.com) <d.rines@hotmail.com> Cc:
Tara Maguire <tmaguire@chester.ca> Subject:
RE: MOC Fire Advisory Committee, Draft Terms of Reference Thank
you Lyle. Awaiting your comments. Bruce
From:
Lyle Russell <lylerussell@newrossfire.ca> Sent:
October 26, 2022 8:03 PM To:
Bruce Blackwood <bblacl<wood@chester.ca>; Chuck Bennett <bennett_chuck@hotmail.com>; Nancy Hatch Nancy.
Hatch @villageofchesterns.ca>; Andrew Boehner (al<jl.boehner@eastlinl(.ca) <al<jl.boehner@eastlinl<.ca>; Carolyn
Wells (c.wells@ns.sympatico.ca) <c.wells@ns.sympatico.ca>; Tina Schwartz <tschwartz1975@gmail.com>; Len 1
Stevens (Istevens@eastlink.ca) <Istevens@eastlinlc.ca>; Dale Broome (dabroome7@gmail.com)
dabroome7@gmail.com>; Mike Schnare - Blandford Chief (blandfordfirechief@gmail.com)
blandfordfirechief@gmail.com>; Scott Rafuse (srafuse@martinsriverfire.ca) <srafuse@martinsriverfire.ca>; Jared
Swinemar <jared_swin@hotmail.com>; cjstevens@chesterfd.ca; Clary Coolen (hubbardschief@gmail.com)
hubbardschief@gmail.com>; Doug Rines (d.rines@hotmail.com) <d.rines@hotmail.com>
Cc: Tara Maguire <tmaguire@chester.ca>
Subject: Re: MOC Fire Advisory Committee, Draft Terms of Reference
EXTERNAL EMAIL**
Please do not open attachments or click links from an unknown or suspicious origin.
Hi Bruce,
Please find this email as acknowledgement of receipt of the draft terms of reference for review. Given current schedules
of many of the Chief's we have added this to the agenda for our next meeting, which is later this month, we will provide
comment following that which will be after the November loth deadline.
Any questions please feel free to reach out.
Thanks,
Lyle
From: Bruce Blackwood <bblackwood@chester.ca>
Date: Tuesday, October 25, 2022 at 14:54
To: Chuck Bennett <bennett chuck@hotmail.com>, Nancy Hatch <Nancy.Hatch @villageofchesterns.ca>,
Andrew Boehner (akil.boehner@easthnk.ca) <akil.boehner@eastlink.ca>, Carolyn Wells
c.wells@ns.sympatico.ca) <c.wells@ns.sympatico.ca>, Tina Schwartz <tschwartzl975@gmail.com>, Len
Stevens (Istevens@eastlink.ca) <Istevens@eastlink.ca>, Dale Broome (dabroome7@gmail.com)
dabroome7@gmail.com>, Lyle Russell <lylerussell@newrossfire.ca>, Mike Schnare - Blandford Chief
blandfordfirechief@gmail.com) <blandfordfirechief@gmail.com>, Scott Rafuse (srafuse@martinsriverfire.ca)
srafuse@martinsriverfire.ca>, Jared Swinemar <iared swin@hotmail.com>, cistevens@chesterfd.ca
cistevens@chesterfd.ca>, Clary Coolen (hubbardschief@gmail.com) <hubbardschief@gmail.com>, Doug
Rines (d.rines@hotmail.com) <d.rines@hotmail.com>
Cc: Tara Maguire <tmaguire@chester.ca>
Subject: MOC Fire Advisory Committee, Draft Terms of Reference
Hello everyone,
The final fire services risk assessment report of March 2022 was received by Council in session on October 13, 2022. In
the same session, Council received the Steering Committee's advice on the priority recommendations drawn from the
March 2022 report as developed at the Steering Committee meeting of September 7, 2022.
To continue to move forward on fire service priorities, Council has asked that we re-establish a Fire Advisory Committee
FAC) as a Committee of Council, with representation from all Commissions and Fire Departments. This FAC would
advise, report and make recommendations to Council on fire service policy and programs to support the fire services
and effectively mitigate risk within our communities.
Staff has worked on an initial draft of Terms of Reference for the FAC based upon some previous discussion with the fire
services and more recently with Council on feedback they have received from their Districts. I have attached an initial
draft Terms of Reference (October 25, 2022) for the MOC Fire Advisory Committee intended for review and comment
by the fire services.
Please review these within each District and advise on any suggestions for change, clarification or other edits.
Comments from each District will be reviewed and brought to Council for final review.
It is important that we can establish the Committee under agreed upon Terms of Reference as quickly as possible. To
this end please forward all comments in writing to myself on or before November 10, 2022, allowing some time to
review and prepare for Council. If you have no comments or suggestions please indicate your acceptance of the draft
Terms as written.
Looking forward to continue work on the fire services priorities.
Best regards
Bruce
Bruce Blackwood
Fire Services Coordinator
Corporate & Strategic Management
1 151 King Street, Chester, NS, 130J 1J0
THE MUNICIPALITY OF
CHESTER Office: 902-275-4136
General Inqui ries:902-275-3554
Cell: 902-277-2577
Web: www.chester.ca
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MODC FAC Terms of Reference Chief's Comments
Section 1: General
Paragraph 1— reads as an amalgamated service, should be reworded.
Section 2: General Duties and Responsibilities
Subsection 1— reads as primary goal to operate an amalgamated service, should be reworded.
Section 3: Committee Membership
Subsection 1 — voting members to be a representative (Fire Chief) from each department, commission
members to be non -voting members.
Subsection 2 — revise to Fire Departments to be Voting Members
Subsection 3&4—to be reversed, Fire Departments voting members, commissions non -voting members.
Section 4: Chairperson and Vice -Chairperson
Chairperson and vice -chairperson of the committee to be non -voting members, elected to the position by
the voting members.
Section 5: Motions and Voting
Subsection 2&3 — remove, chairperson and vice -chairperson to be non -voting members
Subsection 5 — remove, all members must vote, abstention of voting shall be noted as such and not a
negative vote.
Subsection 6 — replace Fire Department with Commission as not eligible to vote.
Subsection 7 — define majority to be two-thirds (5 of 7), there shall be no ties, therefore remove a tie is a
negative.
Subsection 9 — add wording that motions requesting support of Council shall be sent to Council for voting
and implementation, items that do not require Council support do not need to go for review.
Add a new subsection requiring a notice of motion. Any items requiring a vote shall be first presented at
a meeting, with the vote happening at the next scheduled meeting.
Section 6: Meeting Schedule
No Comment
Section 7: Meeting Agendas and General Proceedings
Subsection 1— revise that quorum shall require all voting members to be present, in the absence of the
voting member they must appoint a member to vote, no business shall be transacted if a voting member
from each district is not present.
Subsection 2 — remove, no requirement for public to be present, they currently have avenues to bring
items forward. Could be revised to allow for presentations to FAC by select groups/agencies/etc, as
requested.
Section 8: Meeting Minutes and Agendas
No Comment
Section 9: Remuneration
No Comment
Section 10: Reporting to Council
No Comment
Bruce Blackwood
From: Cody Stevens <cjstevens@chesterfd.ca>
Sent: December 5, 2022 10:02 PM
To: Bruce Blackwood
Cc: gconron@chesterfd.ca
Subject: F.A.C. Terms of reference
Attachments: terms of reference fac .pdf
EXTERNAL EMAIL **
Please do not open attachments or click links from an unknown or suspicious origin.
Hi Bruce
Attached is a suggestion from the CVFD. We don't agree with the views sent to you from Lyle. Feel free to reach out to
me to discuss.
Thanks
Cody
1
Section 1: General
The MOC Fire Advisory Committee (FAC) is a Committee of Council of the Municipality Chester,
appointed by Council, to encourage and enable cooperation between the seven fire districts in
pursuing the goals of efficient, effective, and safe fire and emergency services for the residents
and businesses of the Municipality, and, when necessary, review, advise and recommend to
Council upon issues pertaining to fire and emergency response services.
As a Committee of Council, it is generally governed by the Municipal Government Act and
Municipal Policy on Committees of Council and their Duties and shall operate in accordance
with Policy # 109 Council and Committee Procedural Policy unless otherwise specified in these
Terms of Reference.
Section 2: General Duties and Responsibilities:
The General Duties and Responsibilities of the FAC shall consist of, but not be limited to, the
following:
1. To provide a forum for open discussion on feasible ideas and opportunities for
cooperation and interoperability regarding operational matters.
2. To provide a forum for the exchange of best practices pertaining to the governance and
administration of fire and emergency services in the seven districts.
3. To advise, report and make recommendations to Municipal Council on:
a. municipal, provincial and/or federal legislation that could impact fire and
emergency response services
b. opportunities for the municipality to support in the governance, administration,
and delivery of fire and emergency services.
c. fire service issues referred by MOC Council
Section 3: Committee Membership
1. The Membership shall be a total of 16 Members consisting of:
1 Commissioner from each of the six Fire Commissions as voting members
1 Representative from the Chester FAC as a voting member
1 Fire Chief from each of the seven Fire Departments, each a voting member
2 Municipal Councillors as ex-officio, non -voting members
2. Representatives of the six fire commissions and the representative of the Chester Fire
Advisory Committee are, hereafter, known in this document as
governance/administration members.
3. Representatives of the seven fire departments will be, hereafter, known in this document
as operational members.
4. The representatives for Council will be appointed by Council.
5. The membership nominations will be presented to Council for approval. If any member
wishes to resign from the FAC, this resignation shall be presented to Council in writing
and shall not take effect until it is accepted by Council.
6. The Fire Services Coordinator and support staff will be available to the Committee as
required.
Section 4: Chairperson and Vice -Chairperson
1. It shall.be the general duty of the Chairperson to open, preside over and adjourn the
Committee meetings. In the absence of the Chairperson, the Vice -Chairperson will act in
the Chairperson's stead.
2. A representative of the governance/administration members will be elected Chairperson
by all voting members of the committee
3. A representative of the operational members will be elected as Vice -Chairperson,
elected by all voting members of the committee.
4. The Chairperson and the Vice -Chairperson cannot be from the same Fire District.
5. In the event of more than one nomination for each position, the selection will be made by
secret ballot.
6. These positions are elected for a one-year term. Incumbents may re -offer for each
position.
7. In the event of a tie vote for two nominees for the positions being voted upon and where
the Committee has voted up to three times to break the tie, the Chairperson shall
determine the nominees to be declared elected by "Lot", one name being drawn by the
Municipal Clerk or a designated alternate member of staff.
8. If the position of Chairperson becomes vacant, the Vice -Chairperson will take on
responsibility until the Committee can fill the vacancy.
Section 5: Motions and Voting
1. On motions pertaining to the conduct of committee business, all voting members will
vote.
2. On motions pertaining to issues deemed by the committee as operational in nature, the
seven operational members will vote.
3. On motions pertaining to issues deemed by the committee governance or administrative
in nature, the seven governance/administration members will vote.
4. The Chairperson will vote on all matters. The Chairperson's vote is counted as the Fire
District vote that is represented in this position.
5. The Vice -Chairperson will vote in the absence of the Chairperson. The
Vice -Chairperson's vote is counted as the Fire District vote that is represented in this
position.
6. Proxy votes are not accepted.
7. Abstentions will be recorded as abstentions.
8. All motions shall be decided by a majority of votes. In the event of a tie, the motion voted
on shall be deemed to be determined in the negative.
9. The Chairperson shall call for any vote required and declare the result.
10. Where necessary, motions carried by the Committee must be approved by Council
before implementation.
Section 6: Meeting Schedule
1. The FAC shall meet bi-monthly at a date and time agreed to by the Committee.
2. All meetings will be held in the Council Chambers at the Municipal Offices in Chester, or
at a location agreed to by the committee from time to time.
Section 7: Meeting Agendas and General Proceedings
1. A quorum will represent two thirds (2/3) of the governance/administrative members and
to thirds (2/3) of operational members. No business may be conducted if quorum is not
achieved.
2. Members of the public or fire service who wish to attend and listen to proceedings are
welcome however can address the Committee only upon unanimous approval of the
Committee.
3. The Chairperson may call special meetings at such a time and place as may be
required.
4. For matters permitted by legislation, the Committee may enter in camera proceedings.
Section 8: Meeting Minutes and Agendas
1. Support staff from the Municipality will compile and distribute the draft minutes of each
meeting in a timely manner, generally within two weeks of the date of the meeting.
2. Minutes will be approved at the next scheduled meeting, be printed and entered into the
Minute Book and shall be deemed to be the original minutes of the meeting.
3. Agendas will be distributed to the Membership at least one week prior to the next
scheduled meeting.
Section 9: Remuneration
Members are remunerated by Council at the current rate ($/km) for the fuel expense incurred to
and from the scheduled meetings.
Section 10: Reporting to Council
The FAC will provide Council a written summary of activities annually and interim reports as may
be requested by Council.
Fire & Emergency
Services
REVIEW OF FIRE ADVISORY COMMITTEE TERMS OF REFERENCE
January 4, 2023
Background
•Council was presented with a background on the previous Fire Advisory Committee structure and some options to re –
establish this Committee of Council per their request.
•Discussion at COW on October 20, 2022 indicated:
•Important that both the Commissions and the Fire Departments (Chiefs) be represented and that the Chiefs would likely attend in an
advisory capacity similar to other organizations such as the NS Federation of Municipalities. There were comments that some C hiefs
would like to have more input . It was stated that if the Chiefs were in attendance with the Commission they could sort out t he issues
themselves.
•It was agreed that the position of Chair be a one-year term so that all could have an opportunity to lead the Committee.
•It was agreed that Council Members on the Committee would not have voting privileges.
•Staff was directed to include these amendments and issue a Term of Reference for review and comment by all Commissions
and Fire Departments.
•Draft Terms of Reference were distributed to all 6 Commissions, the Village Commission and all 7 fire Chiefs on October 25,
2022 with a request for comment by November 10, 2022. Due to schedules of internal Commission and Department
meetings the period for comment needed to be extended into December.
•A follow up request was issued in December to those groups that had not responded. After no further input all comments
and suggestions received were compiled for presentation to Council.
Comments from Commissions and Fire Departments
As of January 3, 2023, comments and suggestions were received:
From Commissions: (3 of 7 providing suggestions)
•Generally supportive of Draft Terms of Reference (October 25, 2022).
•Suggested that Fire Chiefs be included as voting members.
•Some detailed suggestions as to timing on issuing of agendas and minutes
From Fire Departments:
•Comments were received in two formats:
•Compilation of comments by Lyle Russell, New Ross Fire Chief, following meetings held by the Chiefs. It was
noted that comments issued may not represent the opinion of all Chiefs and that further comments may
be received. He did not identify those in agreement or not.
•Chester Volunteer Fire Department stated that they were not in agreement with the other Chiefs’
submission and submitted comments and suggested revisions to the Draft Terms of Reference
independently.
Roles and Responsibilities
Section 1 and 2 of draft TOR
•Chiefs (other than CVFD) felt the wording in these two sections can be interpreted as pointing to an
amalgamated fire service and should be reworded. No specific comments as to any suggested changes.
•CVFD had no changes significant changes in Section 1 i.e. Committee of Council operating in accordance
with MOC Policy # 109.
•CVFD also provided some suggestions on rewording of responsibilities covering provision of an open forum
for discussion on cooperation and interoperability on operational matters and exchange of best practices
on governance and administrative matters. Reduced focus on strategic priorities and policy and program
development.
Membership and Voting Privileges
Section 3 of draft TOR
•Agreement that both Commissions and Chiefs be represented on the Committee and 2 councillors bringing
total membership to 16.
•Agreement that representation would be approved by Council.
•Chiefs (other than CVFD) suggested that the voting members be a Fire Department Chief or Delegate and
that the Commissions and Council be nonvoting members.
•CVFD suggested that the membership be identified as either Governance/Administrative (Commissions) or
Operational (Chiefs) and that voting be distributed along these lines
Chairperson and vice chairperson
Section 4 of draft TOR
•Chiefs (other than CVFD) suggested that the Chairperson and vice Chairperson be elected by the voting members
(Chiefs). Both positions are to be nonvoting.
•CVFD suggested that the governance membership elect the Chairperson and the operational Membership elect the
vice Chair. Chair and vice Chair retain a vote but cannot be from the same district.
Motions and Voting
Section 5 of draft TOR
•Chiefs (other than CVFD) suggest removal of all subsections related to Chair, vice Chair and
Commissions voting privileges and the have these positions as nonvoting. They also suggest that
majority vote be defined as 2/3 of voting members. A notice of motion should be added.
•CVFD suggested that Commissions to vote on motions deemed to be Governance related and Chiefs to
vote on motions deemed Operational. All voting members vote on general conduct of business
motions. No further definition of majority i.e. 2/3 as a majority vote.
•Agreement that abstentions are to be recorded but not as a vote in the negative.
Meeting Agendas and General Proceedings
Section 7 and 8 of draft TOR
•No change to quorum set at 2/3 of voting members. No business conducted without quorum. Chiefs also
indicate that a voting representative of each district be present for any business to be conducted.
•Chiefs (other than CVFD) suggest that the public not be allowed to be present but can be invited to make
presentations.
•CVFD suggests that public be allowed to attend but can speak to the committee only upon unanimous
approval of the committee. In camera sessions can be held if required and in compliance with legislation.
•Suggestion (one Commission) that the minutes be provided within a week of the meeting and the agenda for
each meeting should be forwarded two weeks in advance to enable time for discussion.
Schedules,Remuneration and Reports to Council
Section 6, 9 and 10 of draft TOR
•No suggested changes to meeting bimonthly in Council Chambers.
•No change to Remuneration at for travel at rate set by MOC policy
•No change to Annual reporting to Council with interim reports upon request.
REQUEST FOR DECISION
Date: January 5, 2023 Prepared by: Leigh Besanger, Wastewater Project Engineer
Date: January 5, 2023 Reviewed by: Matthew Blair, Director of Infrastructure and Operations
Date: January 13, 2023 Authorized by: Dan McDougall, CAO
RECOMMENDED MOTION
Motion #1: That Council approve Able Engineering Services Ltd. (ABLE) to proceed with detailed design and
tendering of the Otter Point WWTP upgrades.
Motion #2: That Council approve the use of solar back-up power for the Otter Point WWTP upgrades, instead of
a diesel or propane powered generator.
BACKGROUND
The Otter Point WWTP has been in operation since 1975 (approx. 48 years). In recent years, the effluent
monitoring results have shown that the plant is regularly out of compliance as per the Provincial Department of
Environment and Climate Change (NDECC) permit requirements.
Furthermore, the plant services 26 residential homes, and EXP’s 2022 Wastewater Services Study discussed
undeveloped areas adjacent to plant that could result in an additional 63 future units to be serviced by plant.
With the potential for future development, the age of the existing plant, and the known environmental
compliance issues, it is evident that plant upgrades are required.
CURRENT SITUATION
Able has completed preliminary design for the Otter Point WWTP which proposes two phases of upgrades:
The Phase 1 upgrades are intended to upgrade the plant, restoring treatment to environmentally
compliant levels, and increase design capacity from 34,000 L/day to 40,000 L/day. With existing flows in
the range of 24,000 L/day, the Phase 1 upgrades would provide additional capacity for approximately 16
future residences. Additionally, Phase 1 would include site works, shoreline protection, and infilling to
fortify the plant against ocean level rise and storm surges.
o ABLE’s Class C estimate for the Phase 1 portion of the upgrades is:
$844,853 + 20% contingency + HST = $1,165,897
o With Council’s approval, Phase 1 construction will be tendered in the coming months with
award of the construction tender coming back to Council for approval.
o The major treatment components of the Phase 1 upgrades are expected to have a 25-year
service life, not limited to general repairs, part replacement, and maintenance costs over this
REPORT TO: Council
MEETING DATE: January 19, 2023
DEPARTMENT: Infrastructure and Operations
SUBJECT: Otter Point WWTP Upgrades
ORIGIN: Council
R e q u e s t f o r D e c i s i o n P a g e | 2
25-year expectancy. The site works/storm surge protection are anticipated to have a service life
well beyond 25 years and will raise the critical infrastructure 3.5 m above existing high-water
level.
Phase 2 is intended to expand treatment as the population increases in Otter Point. Under the Phase 2
upgrades, the plant would have the capacity to treat 80,000 L/day (which would be sufficient to treat
the existing residences plus the 63 future units EXP indicates in their study).
o ABLE’s Class C estimate for the Phase 2 expansion is:
$164,220 +20% contingency + HST = $226,623
o The timing for Phase 2 construction is yet to be determined as it is dependent upon population
growth in Otter Point.
Note, Class C estimates are intended to have a degree of accuracy of 20 – 25%. Within the preliminary design
and estimated construction costs, Able has recommended the Waterloo Biofilter treatment system which is the
same system in operation at the Mill Cove WWTP. Other systems will be considered.
DISCUSSION
Solar Back-up Power Supply
As part of ABLE’s preliminary design, they have included a solar back-up power supply as part of the Phase 1
upgrades. Typically, WWTPs have diesel or propane fueled generator back-up power supplies, and presently, all
the WWTPs the Municipality operates have diesel fueled generators as back-up power supplies. Two main
advantages to using a solar back-up power supply are:
(1) The need for fuel delivery is eliminated.
(2) The risk of a fuel spill is negated.
ABLE’s Class C Cost Comparison Between Back-up Power
Supply Options
Solar Diesel or Propane Fueled
$150k $45k
Project Funding
In December 2022, a submission was made for the Province’s Sustainable Communities Challenge Fund (SCCF)
with a funding request of just over $600k (approximately 50% of the Phase 1 construction cost estimate) for the
Otter Point WWTP upgrades. We expect to know in February if our submission was successful.
The Sustainable Communities Challenge Fund is a provincial grant program for local action on climate
change in Nova Scotia. It supports community efforts to reduce or remove greenhouse gas emissions, or
to prepare for and respond to the impacts of a changing climate.
Our funding request application highlighted two vulnerabilities of the existing plant, the first related to the built
environment which is addressed by the site works and shoreline protection, and the second related to service
continuity, which is addressed by the solar back-up power supply option.
R e q u e s t f o r D e c i s i o n P a g e | 3
Presently the Municipality’s Sewer Reserve Fund (SRF) holds approximately $1.3M. Assuming ABLE’s
construction cost estimates are representative of the bids received during tendering, the following scenarios are
presented as potential options to fund the Phase 1 construction costs:
Funding Source Options:
Option A: If the application for funding to the NSFM Sustainable Communities Challenge Fund is
successful and the remainder is funded equally from the Development Fund and the Wastewater
Reserve.
Option B: If the application for funding to the NSFM Sustainable Communities Challenge Fund is
unsuccessful and Gas Tax is used for 50% of estimated project costs and the remainder is funded
equally from the Development fund and the Wastewater Reserve.
Option C: If the application for funding to the NSFM Sustainable Communities Challenge Fund is
unsuccessful and the entire cost is funded from the Wastewater Reserve.
Staff are developing a multi-year funding model for all wastewater projects being advanced by Council that
would consider the use of potential funding sources including the Development Fund, Community Capacity
Building Fund (Gas Tax), other Federal/Provincial grant programs, Wastewater Reserves, borrowing and any
other identified options. For this project Council can endorse one of the funding options above, identify another
option for staff to develop, or make final funding decisions after review of the multi-year funding model.
OPTIONS
Option 1 – Approve Motion #1 and #2.
Option 2 – Approve Motion #1 and deny #2. Under this option Able will proceed with detailed design with a
diesel or propane fueled generator for the plant’s back-up power supply, instead of the solar option.
Option 3 – Deny Motion #1 and #2 and request staff to come back with more information.
IMPLICATIONS
Applicable By-Laws
N/A
Financial/budgetary
Between approximately $600k to $1.2M depending on the success of our funding application.
Environmental
An environmentally compliant WWTP.
Work Program Implications/Impacts
N/A
Development Wastewater Reserve
Fund Gas Tax Reserve SCCF Borrowing Total Remaining
Option A 282,950$ -$ 282,950$ 600,000$ -$ 1,165,900$ 1,017,050$
Option B 291,475$ 582,950$ 291,475$ -$ -$ 1,165,900$ 1,008,525$
Option C -$ -$ 1,165,900$ -$ -$ 1,165,900$ 134,100$
R e q u e s t f o r D e c i s i o n P a g e | 4
Strategic Priorities
The Otter Point WWTP upgrades align with the following Priority Outcomes of the 2021-24 Strategic Priorities
Framework:
Priority Outcomes: Economic Development
1. Partner in development of infrastructure and opportunities for business development and attraction.
2. Position the Municipality as Nova Scotia’s south shore community of choice for residents, and as an
international tourism destination.
Priority Outcomes: Environmental Stewardship
1. Explore options for integrating green energy and sustainable technologies in municipal infrastructure
and program delivery.
2. 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.
Priority Outcomes: Healthy & Vibrant Communities
1. Ensure residents have access to facilities, natural assets, programs, and services that enrich the quality
of life and provide safe communities for residents and visitors alike.
Priority Outcomes: Infrastructure & Service Delivery
1. Develop and implement evidence-based plans for future infrastructure and service needs, along with
related funding models, to accommodate sustainable growth and levels of service.
2. Create efficiencies through innovative service delivery, and proactive maintenance and operations of
existing infrastructure.
Has Legal review been completed? ___ Yes _ _ No _X_ N/A
COMMUNICATIONS (INTERNAL/EXTERNAL)
No communication needs are anticipated at this stage.
REQUEST FOR DECISION
REPORT TO: Municipal Council
MEETING DATE: January 19, 2023
DEPARTMENT: Solid Waste, IAO
SUBJECT: Annual Budget Approval
ORIGIN: Region 6 Solid Waste Management
Date: January 9, 2023 Prepared by: Christa Rafuse, P.Eng.
Date: January12, 2023 Reviewed by: Matthew Blair, Director of Infrastructure & Operations
Date: January 13, 2023 Authorized by: Dan McDougall, CAO
RECOMMENDED MOTION
It is respectfully recommended that Council approve to support the Region 6 Inter-Municipal Committee Solid
Waste Management Budget for 2023/24 for the amount of $14,208.09 as per the attached budget letter, and
respond to the Regional Coordinator on or before March 14, 2023.
CURRENT SITUATION
The annual Region 6 Solid Waste Management Budget is presented by the Region 6 Inter-Municipal Committee
for the upcoming fiscal year. The budget requires council review and submission of approval or refusal on or
before March 14, 2023.
BACKGROUND
As per the Region 6 Inter-Municipal Agreement, items 34-39, this process of review for approval is completed
annually.
DISCUSSION
The Region 6 Inter-Municipal Committee met December 2, 2022, regarding the budget for the upcoming fiscal
April 1, 2023 – March 31, 2024. The following motion was passed:
“MOTION: to recommend approval of the 2023-24 Region 6 Inter-Municipal Committee Budget in the amount of
$121, 379.00 to be invoiced to member councils as presented.”
Please reference the attached letter and documentation received from the Regional Coordinator.
The Municipality of the District of Chester billing for 2023/24, at 11.71% population of the Region, will be
$14,208.09 which is slightly lower than the contribution in 2022/23 ($15,012.16).
Allocations between member municipalities have remained consistent with previous years.
R e q u e s t f o r D e c i s i o n P a g e | 2
OPTIONS
Option A – Approve the MODC budget contribution of $ 14,208.09 to the Region 6 Inter-Municipal Committee
for the financial year 2023/24.
Option B – Reject the MODC budget contribution of $ 14,208.09 to the Region 6 Inter-Municipal Committee to
the Region 6 for the financial year 2023/24.
Option C – Direct back to staff for further information.
IMPLICATIONS
By-Law/Policy
P-04
Financial/budgetary
The Municipality billing for 2023/24 at 11.71% population of the Region will be $14,208.09 which is slightly
lower than the contribution in 2022/23 ($15,012.16).
Allocations between member municipalities have remained consistent with previous years (so we are all sharing
in the disproportionate increase of costs).
Environmental
Membership of Region 6 Inter-Municipal Committee enables MODC to track hazardous waste and recycling
volumes for submission to Divert Nova Scotia.
Strategic Priorities
The MODC contribution Region 6 Inter-Municipal Committee will assist the Municipality in advancing the
following Priority Outcomes of the 2021-24 Strategic Priorities Framework:
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 infrastructure,
development, levels of service, risk assessment, and associated financing.
R e q u e s t f o r D e c i s i o n P a g e | 3
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
Will the subject of this report have an impact on staff’s work programs? Are additional resources needed or will the action
delay or change any timelines of the departmental work program?
Has Legal review been completed? ___ Yes _ _ No _X_ N/A
COMMUNICATIONS (INTERNAL/EXTERNAL)
NA
ATTACHMENTS
1. Region 6 Inter-Municipal Committee Budget Approval Letter dated December 9, 2022.
PO Box 639 / 45 School St , Suite 304
Mahone Bay, NS B0J 2E0
Region 6 Solid Waste-Resource Management Phone: 902-624-1339
E-mail: Christine.McClare@Region6SWM.ca
Dan McDougall
Municipality of the District of Chester
151 King St
PO Box 369
Chester, NS B0J 1J0 December 9, 2022
RE: Budget Approval 2023-24
Dear Mr. McDougall,
On Friday, December 2, 2022, the Region 6 Inter-Municipal Committee met regarding
the budget for the upcoming fiscal April 1, 2023 – March 31, 2024.
The following motion was passed:
MOTION: to recommend approval of the 2023-24 Region 6 Inter-Municipal Committee
Budget in the amount of $121,379.00 to be invoiced to member councils as presented.
M/C
Pursuant to FINANCES of the Region 6 Inter-Municipal Agreement; items 34 – 39
“34. The proposed Committee budget shall be submitted to the Councils of each of the Parties prior to
4:30 p.m. on December 31st of each year. 35. The Councils of each of the Parties shall approve said budget, or refuse to do so, by 4:30 p.m. on
March 14th of the year to which said budget applies.
36. Should the Council of any of the Parties fail to approve or refuse to approve the proposed Committee
budget and so notify in writing the Committee by the stated deadline, then the said budget is deemed
to have been approved by that Council.
37. The proposed Committee budget shall be binding on all of the Parties if approved by the Councils of
75% or more of the Parties, so long as the Parties whose Councils have approved represent a
minimum of 50% of the total population represented by the Parties to this agreement – said figures
to be taken from the most recent available Census of Canada statistics.
38. In the event that motions of refusal to approve result in a proposed Committee budget not receiving
approval of the necessary majority of Councils, the Committee shall revise the proposed budget
taking into account any comments that may have been provided and submit a revised budget to the
Councils of the Parties.
39. Should the Council of any of the Parties fail to approve or refuse to approve a revised proposed
Committee budget within 45 days after receipt of same then the said budget is deemed to have been
approved by that Council.”
Respecting the enclosed budget, please review with your council and respond to Region 6
before 4:30 pm, March 14, 2023 on your approval or refusal.
Should you have any questions on either document please feel free to contact myself at
902-624-1339 or Chair, Wayne Thorburne at 902-543-7771.
If you require my attendance at the council meeting when the budget is up for discussion,
feel free to contact me by phone or email.
Regards,
Christine H. McClare BA Psych
Regional Coordinator
encl.
PO Box 639 / 45 School St , Suite 304
Mahone Bay, NS B0J 2E0
Region 6 Solid Waste-Resource Management Phone: 902-624-1339
E-mail: Christine.McClare@Region6SWM.ca
INCOME 2022-23 Actuals as
of September 30 2022-23 Projection 2022-23 Budget 2023-24 ESTIMATE
Contracts/Service Agreements
Education Contract 25,451 80,392 80,392 80,392
Coordinator Agreement 21,643 43,286 43,286 43,286
Enforcement Contract 13,353 89,425 89,425 89,425
Sub-total 60,447$ 213,103$ 213,103$ 213,103$
Stewardship/Incentives
Dairy Stewardship 0 75,000 75,000 90,000
Diversion 1 0 310,000 310,000 350,000
Municipal Approved Programs 0 80,500 80,500 80,500
Interest 1,858 1,858
Sub-total 1,858$ 467,358$ 465,500$ 520,500$
Municipal Contribution
Municipal Billing 2 97,631 109,422 109,422 127,975
Sub-total $97,631 $109,422 $109,422 $127,975
TOTAL 159,936$ 789,883$ 788,025$ 861,578$
Inter-Municipal Reserves
Schedule
Previous Years
Expenses F2022-23 Projection Approved Expense Program Amount
Remaining
Inter-Municipal program 30,000 7,432 30,000 -
Region 6 Solid Waste Management
EXPENSES 2022-23 Actuals as
of September 30 2022-23 Projection 2022-23 Budget 2023-24 ESTIMATE
OPERATING EXPENSE
Coordinator Salary 33,225 66,450 77,077 85,329
Coordinator Benefits 7,818 12,856 12,856 11,350
Travel (Coordinator)580 1,161 4,500 3,500
Training and conference 739 1,478 2,000 2,000
Office Rental & Cleaning 3 3,833 7,665 10,000 10,000
Cell phones 356 711 1,100 1,000
Internet/Phone/Fax 519 1,037 1,300 1,300
Office supplies and services 1,605 3,209 3,500 3,500
Computer/materials 524 1,048 1,500 1,500
Insurance 2,582 3,572 3,500 3,700
Administration - 9,390 9,390 9,390
Legal & Auditor 4 8,760 10,000 10,000 10,000
Sub-total 60,539$ 118,576$ 136,723$ 142,569$
EDUCATION
Education salary 28,535 57,070 59,459 66,305
Educator Benefits 6,314 9,918 9,918 11,279
Travel (education) 5 7,580 15,160 10,500 14,000
Advertising 1,570 3,139 1,500 1,500
R6RECYCLES 10,347 11,000 11,000 12,000
Program materials 1,196 2,392 4,000 4,000
Sub-total 55,542$ 98,679$ 96,377$ 109,084$
PAYMENTS TO UNITS
Enforcement Contract - 89,425 89,425 89,425
Dairy Stewardship - 75,000 75,000 90,000
Diversion 1 - 310,000 310,000 350,000
Municipal Approved Programs - 80,500 80,500 80,500
Sub-total -$ 554,925$ 554,925$ 609,925$
TOTAL 116,081$ 772,181$ 788,025$ 861,578$
Revenue/Expenditure 43,855$ 17,702$ -$ -$
Notes to BUDGET:
1. Diversion Credits - $5 million is available Provincial, up from $4.1 million available last year. It is expected that a new
smoothing agreement will take place during this year.
2. Municipal Billing (details below) - this line pays for the operations that are not covered through grant and contracted services.
2023-24 estimate will be decreased by the 2021-22 surplus of $6,596.
Actual to be billed to municipal members will be $121,379.00
3. Office Rental and Cleaning have been combined into one line on the budget, this amount includes $9,500 for the office rental
and $500 for cleaning.
4. Legal and Audit Fees have been combined into one line for the budget, this amount includes $500 for legal and $9,500 for
audit.
5. Current projections include added expenses related to the Summer Intern. 2023-24 will be the first full year back since Covid.
PO Box 639 / 45 School St , Suite 304
Mahone Bay, NS B0J 2E0
Region 6 Solid Waste-Resource Management Phone: 902-624-1339
E-mail: Christine.McClare@Region6SWM.ca
Municipal Area Serviced:2021 Population % of Region 2023-24
Shelburne Shared Services 6,456 6.99%8,490.14$
Town of Bridgewater 8,790 9.52%11,559.53$
Town of Mahone Bay 1,064 1.15%1,399.24$
Municipality of Lunenburg 25,545 27.68%33,593.65$
Municipality of Barrington 6,523 7.07%8,578.25$
Town of Clark's Harbour 725 0.79%953.43$
Municipality of Chester 10,804 11.71%14,208.09$
Town of Lunenburg 2,396 2.60%3,150.93$
Region of Queens Municipality 10,486 11.36%13,789.90$
West Hants Regional Municipality 19,509 21.14%25,655.84$
Total 92,298 100.00%121,379.00$
TABLE 1: Municipal billing 2023-24
REQUEST FOR DIRECTION
REPORT TO: Municipal Council
MEETING DATE : January 19, 2023
DEPARTMENT: Community Development and Recreation
SUBJECT: Highway 3 repaving
ORIGIN: 5 Year Capital Budget
Date: January 10, 2023 Prepared by: Gord Tate, Active Living Coordinator
Date: January 11, 2023 Reviewed by: Chad Haughn, Director, Community Development and Recreation; Fred
Whynot, Director, Public Works
Date: January 11, 2023 Authorized by: Dan MacDougall, CAO
RECOMMENDED MOTION/ACTION
To enter into a cost sharing agreement with NS-Department of Public Works for the addition of paved shoulders
on highway 3 from Western Shore to Martins River Bridge this year (2023-24).
CURRENT SITUATION
This project was included in our ICIP submission. Paved shoulders do not currently exist through this 4.4
kilometer stretch of highway 3. This would complete paved shoulder work from East River to Martins River.
BACKGROUND
Repaving highway 3 from Western Shore to Martins River was originally scheduled for the 2025-26 fiscal year.
NS-DPW recently notified us that that have advanced that project to the 2023-24 fiscal year.
They are currently preparing tender documents for construction this year and require a motion from Council by
Thursday, January 19 that we are still committed to the project.
This project, and our contribution of $556,961 (including eligible HST @ 4.29%) has been budgeted under our
ICIP program and is included in our five-year capital plan. Under the ICIP program, MOC’s actual contribution is
$148,541, while the remaining cost is shared between the federal government (40%) and the Province (33.3%)
Unlike the previous repaving project from Chester Basin to Western Shore, this next phase has been deemed as
‘no concern’ by the Mi’kmaw land negotiation agency (KMKNO). Therefore, an Archaeological Resource Impact
Assessment (ARIA) is not required.
While there have been pressures on the ICIP funding due to cost escalations since our initial budgets, the NS-
DPW seems ready to commit to the originally budgeted amount. We have told them we have allotted
$534,050 (total estimate minus HST).
R e q u e s t f o r D i r e c t i o n P a g e | 2
DISCUSSION
Council is being asked to consider whether we would still like to proceed with this project or not. Should we
choose to proceed, Council is then asked to consider the source of the funds as per the options noted below.
The final source of funds can be determined during budget discussions.
OPTIONS
1. Take no action. Pass on the opportunity. DPW will continue on their advanced schedule. Re-paving will
proceed, but shoulders will not be added.
2. Commit to the repaving opportunity and maintain the project under the ICIP program. Move previously
budgeted funds from 2025-26 to 2023-24. MOC contribution @26.7% = $148,541.
3. Commit to the repaving opportunity but use gas tax funds. MOC contribution @50% = $278,480. $4M
will be in Gas Tax reserves at year end. Re-allocated ICIP funds could be used to support the remaining
projects.
IMPLICATIONS
By-Law/Policy
None.
Financial/budgetary
Capital reserves funds have been designated for this project, but would need to be advanced from the 2025-26
budget year. If the Council chooses option 3, to use gas tax, then an additional $129,939 would need to be used
to achieve our 50% contribution ($148,541 budgeted + $129,939 additional = $278,480 50% contribution).
Environmental
None at this time. An Archaeological Resource Impact Assessment is not required.
Strategic Priorities
Adding paved shoulders on highway 3 will assist the Municipality in advancing the following Priority Outcomes
of the 2021-24 Strategic Priorities Framework:
Priority Outcomes: Economic Development
1. Partner in the development of infrastructure and opportunities for business development and
attraction.
2. 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. Support environmental conservation & protection initiatives and efforts to tackle the impact of climate
change.
Priority Outcomes: Governance & Engagement
R e q u e s t f o r D i r e c t i o n P a g e | 3
1. Continue to develop an asset management system that will inform decisions about infrastructure,
development, levels of service, risk assessment, and associated financing.
Priority Outcomes: Healthy & Vibrant Communities
1. Ensure residents have access to facilities, natural assets, programs, and services that enrich a quality of
life and provide safe communities for residents and visitors alike.
Priority Outcomes: Infrastructure & Service Delivery
1. Create efficiencies through innovative service delivery, and proactive maintenance and operations of
existing infrastructure.
2. Plan for and create infrastructure that improves the connectivity of roads, multi-use trails, natural
assets, and facilities as part of an active transportation network.
Work Program Implications
Continued coordination with DPW and oversight of the construction.
Has Legal review been completed? ___ Yes _x_ No __ N/A
COMMUNICATIONS (INTERNAL/EXTERNAL)
None to date.
ATTACHMENTS
None.