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2023-03-09_Council Website Agenda Package.pdf
Page 1 of 2 of Agenda Cover Page(s) MUNICIPAL COUNCIL AGENDA Thursday, March 9, 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 – February 23, 2023. 5. PROCLAMATIONS 6. COMMITTEE REPORTS 6.1 Committee of the Whole - March 2, 2023 - Warden Webber. 6.2 Recreation & Parks Committee - February 21, 2023 - Councillor Veinotte. 6.3 Equity, Diversity, & Inclusion Committee - Action Plan - Councillors Assaff and Connors. a. Request for Decision prepared February 23, 2023 - Corporate & Strategic Management Committee - EDI Advisory Committee Action Plan. 6.4 Lunenburg County Seniors’ Safety Program Monthly Report - January 2023. 7. PUBLIC PRESENTATIONS 8. BY-LAWS AND POLICIES 8.1 Policy - Request for Direction prepared March 1, 2203 - Corporate & Strategic Management - 2023 North American Indigenous Games Policy. Page 2 of 2 9. MATTERS ARISING 10. CORRESPONDENCE 10.1 Copy of correspondence dated February 20, 2023 from residents of Eisnor Road to the NS Department of Public Works regarding the condition of the road. 10.2 Correspondence dated February 27, 2023 requesting funding in the amount of $60,000 to complete the analysis, preliminary design, and budgeting for the facility. 11. NEW BUSINESS 11.1 Request for Direction prepared March 1, 2023 - Community Development & Recreation - Request to Rezone Properties on Sawler Lake to Lakeside Zone. 11.2 Request for Decision - Community Development & Recreation - Council District Grants: a. District 2 - Aspotogan Fitness Club - $1,800. b. District 3 & 7 - Chester United Soccer - $2,000. c. District 4 - Chester Basin Fire Commission - $2,000. 11.3 Request for Decision prepared February 28, 2023 - Community Development & Recreation - Budgeted Grants Guidelines. 11.4 Request for Decision prepared March 3, 2023 - Corporate & Strategic Management - Fire Services Association of Nova Scotia (FSANS) Alternate Director for Lunenburg County. 11.5 Request for Decision prepared March 2, 2023 - Infrastructure & Operations - Chipped wood/Plywood Tip Fee. 12. IN CAMERA 13. ADJOURNMENT 51 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, February 23, 2023 MEETING CALLED TO ORDER Warden Webber called the meeting to order at 8:48 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 Emily Lennox, Executive Assistant Chad Haughn, Director of Community Development & Recreation Matthew Blair, Director of Infrastructure & Operations Tammie Bezanson, Engineering Technologist Solicitor: Samuel Lamey, Municipal Solicitor Public: There were two members of the public in the gallery APPROVAL OF AGENDA/ORDER OF BUSINESS Addition: District Grants. Addition: Councillor Connors - Sledge Event taking place at the New Ross Rink. 2023-058 MOVED by Deputy Warden Shatford, SECONDED by Councillor Assaff the agenda and order of business for the February 23, 2023, Council meeting be approved as amended. ALL IN FAVOUR. MOTION CARRIED. Council (continued) February 23, 2023 52 PUBLIC INPUT There was no public input. MINUTES OF PREVIOUS MEETINGS 4.1 Council – February 9, 2023. 2023-059 MOVED by Councillor Church, SECONDED by Deputy Warden Shatford that the minutes of the February 9, 2023 Council Meeting be approved as circulated. ALL IN FAVOUR. MOTION CARRIED. PROCLAMATIONS There were no proclamations for consideration. COMMITTEE REPORTS 6.1 Committee of the Whole - February 16, 2023 - Warden Webber. 2023-060 MOVED by Deputy Warden Shatford, SECONDED by Councillor Assaff that the following recommendations from the February 16, 2023 Committee of the Whole meeting be approved: 2023-054 - “… approve the 2021-2024 Priorities Chart, updated February 2023, as the current summary of actions that will advance priority areas and outcomes established by Council in the Municipality of the District of Chester 2021-2024 Strategic Priorities Framework.” 2023-055 MOTION DEFEATED 2023-056 - “… approve the 2023/24 Regional Emergency Management Budget in the amount of $171,800.00, with the Municipality of the District of Chester’s portion to be $51,676.71. ALL IN FAVOUR. MOTION CARRIED. Council (continued) February 23, 2023 53 PUBLIC PRESENTATIONS 7.3 Chester Municipal Heritage Society at 9:50 a.m. Present was Carol Nauss of the Chester Municipal Heritage Society. Who outlined the intent of the Society to develop a railway museum at the Chester Train Station location. She outlined the following: How the Heritage Society came to be in possession of a caboose (donated by the Nolan Family) and the costs to move and settle it at its final location ($43,000). The Chester Train Station is the last train station in existence at this end of the province. The location will be a way to display railway artifacts (some of which have come from the former Lunenburg Railway Museum). Maintaining the heritage of the property. Making the property accessible and the costs to do so. The ability to use the Train Station as a central point to send them off in all directions throughout the Municipality. Ms. Nauss outlined the request to Council for $77,000 to see the project completed and also outlined the other funding requests that have been sent to other organizations, such as the Village Commission and Haughn Trust. Ms. Nauss had provided an artifact at the beginning of the meeting, noting that the Society had puzzled over what it was. In the end, it was a modern day weight to hold helium balloons down to the floor. She also indicated that there has been a plaque placed by the gazebo at Lordly Park recognizing Danny Haughn and John Chataway for their work at Lordly Park and throughout the Municipality. 7.1 Church Memorial Park at 9:00 a.m. Present were Michael O’Connor and Tommy Graves to outline the request of Council for funding toward Church Memorial Park Rink Complex. Mr. O’Connor and Mr. Graves reported on the information included in the presentation material and what has been done over the past couple of years as follows: Thank you to the Municipality for their continued support. Operations in 2021 and 2022. Council (continued) February 23, 2023 54 Significance of revenue from the production companies using the facility (Sinners). Ice rentals and competition with other rinks. Primary focus on the roof and the structural analysis investigation underway (approximately 70% complete) by WRD to determine the best way forward with a restoration. They have held off on other capital investments due to this. Anticipated costs of $1.2 to $1.5 Million for restoration. Expenses to date of $115,000 and the need for another $65,000 to complete the investigation. Members of Council thanked the Church Memorial Park representatives for the work they have done to date and asked questions with regard to the possibility of building a new rink, if the rink would have to be shut down for the restoration work to be done, and the potential for solar panels to offset electricity costs - once the roof is restored. The CAO indicated that the District of Guysborough has received funding to install solar panels on the rink as well as a few other municipal buildings. He wasn’t sure of the content of that funding and if it included structure work for the installation but they could check with the public body to see what their application looked like. 7.2 Lighthouse Foodbank at 9:20 a.m. Present was Scott Milner, Vice Chair for the Lighthouse Foodbank and Joyce Young, Treasurer of the Foodbank. They conveyed Wendy Sheppard’s regrets for not being there as she is away. Mr. Milner gave an overview of the foodbank from when it began as a temporary fix in 1986 to today as an essential community need. The organization is completely volunteer and are proud of the Best of Award received in 2022. They outlined the reason for the request of $53,707.50 to purchase walk-in freezers and refrigerators that are modular and are able to be moved. They provided statistics, data, and testimonials from clients of the service and the need for a foodbank in an area that many people don’t realize there is the need for the foodbank. The goal is to improve service by reducing wait times and providing a confidential area to speak with clients since some need to leave work or have kids at home or in care. Mr. Milner outlined their support of municipal priorities, mission, vision, and values: Economic Development. Council (continued) February 23, 2023 55 Environmental stewardship. Governance and engagement - they are not a municipal service but a significant resource/service for residents. Healthy and vibrant communities. Infrastructure and Service Delivery. The estimated cost of the modular units is $76,700 and they are requesting support in the amount of $53,707.50. A review of expenses over the past five years shows an increase - due to prices and new clients using the service. Their revenue is based on donations with very little active fundraising and the Municipality has helped in the past as well. They need to evolve and grow and improve the service as the numbers are expected to go up due to rising costs in food and electrical/heating costs. The average use of the service by clients is about seven times per year. Often people who have used the service come back with donations as they want to give back. There are families who are upset at having to use the foodbank due to stigma and they work with those clients to make it easier for them to use the service. Members of Council thanked Mr. Milner and Ms. Young and the other volunteers for their work - the foodbank is an important part of our community and the residents who use the service are very appreciative of it. Mr. Milner extended an invitation to members of Council to visit and see what they do on Wednesday mornings. 7.4 Through the Years Day Care at 10:15 a.m. Mary Ellen Shatford, Executive Director of Through the Years Early Learning Centre was present to review the request for a grant to fund the outdoor setting of the Centre. In the ten years they have been in the building they have used the money for inside requirements such as chair lifts, buttons for automatic doors, adaptive equipment for children, and hiring additional staff to enhance ratios. Now, they would like to turn their energy to outdoor settings. She reviewed the photos outlining what each piece of equipment was for and for what ages. They have partnered with Cobequid Consulting - a unique company in eastern Canada that specializes in natural and inclusive outdoor spaces. She also noted that Cobequid Consulting does not pick every project to work on but since the Centre’s mission and values were in line with theirs, they did choose this project. Council (continued) February 23, 2023 56 The price tag is high, but it is unique. They have all the experience regarding equipment and children and are willing to work with them no matter the budget. She outlined the applications to other organizations and departments. She outlined the new early learning and childcare initiative that is Canada wide - with money being filtered in to child care - but it is not operational money. They get the money directly based on enrolment only. They also are fortunate enough to get is to help with salaries as well. But they still struggle with funds for power, propane, groceries, etc. While projects like this may seem above and beyond or frivolous, they will never have a large amount of money to put into capital projects. It is important for children to be outside - that is where we stay healthiest. Children love to be outside and need an environment they can enjoy and is inclusive for all is where they are putting their energy. Deputy Warden Shatford thanked Ms. Shatford and supported what she is saying for children to be outdoors. He was happy to see that they have applied to other organizations as well. Councillor Connors asked about the balance sheet and the deferred revenue of $470,000. Ms. Shatford indicated that thought it may be the mortgage through the Housing Authority but indicated that she would get the information back to Council. A break was held from 10:55 a.m. to 11:05 a.m. BY-LAWS AND POLICIES 8.1 Second/Final Notice - Municipality of the District of Chester Fire Advisory Committee Terms of Reference Policy P-112. 2023-061 MOVED by Deputy Warden Shatford, SECONDED by Councillor Assaff that Council conduct Second/Final Notice to adopt Policy P-112 Municipality of the District of Chester Fire Advisory Committee Terms of Reference. ALL IN FAVOUR. MOTION CARRIED. MATTERS ARISING 9.1 Request for Decision prepared February 2, 2023 - Infrastructure & Operations - Mill Cove Fire Protection - Next Steps. Council (continued) February 23, 2023 57 This was deferred to the end of the regular meeting agenda. 9.2 Request for Decision prepared February 7, 2023 - Infrastructure & Operations - Provincial Traffic Calming Policy. Manny traffic calming policy - request to send letter to minister requiring an update on the policy so that we can form plans. 2023-062 MOVED by Councillor Church, SECONDED by Councillor Assaff that Council approve the submission of a letter to the Minister of Transportation to inquire on the status of the Provincial Traffic Calming Policy and indicate that not having the Policy for reference is delaying key projects for the Municipality of the District of Chester. ALL IN FAVOUR. MOTION CARRIED. CORRESPONDENCE 10.1 Correspondence from Michael Greek to waive tipping fees from the 71 Bridgeview Drive structure that was demolished. Councillor Assaff suggested a 50% reduction in the tipping fee as it is a complicated issue. Councillor Wells declared a CONFLICT OF INTEREST and left the meeting room. It was noted that the material has been delivered to Kaizer Meadow. After discussion, it was agreed to wait until later in the meeting to give staff an opportunity to determine how much material is involved with regard to the request to waive the tipping fee. Councillor Wells returned to the meeting room. NEW BUSINESS 11.1 Information Report prepared January 31, 2023 - Infrastructure & Operations - Construction & Demolition Regulations (Province of NS). Christa Rafuse, Director of Solid Waste was present to review the information included in the Information Report prepared January 31, 2023 regarding construction and demolition regulation changes from the Province. Council (continued) February 23, 2023 58 The main amendment is the ban of chemically treated wood from C&D sites; it will have to be landfilled instead. This means an impact on finances, the lifespan of cells, additional sorting and inspections, staffing, time, fuel, and the potential for illegal dumping. There are still many unanswered questions that she hopes to get answers to in upcoming meetings. 11.2 Request for Decision prepared February 16, 2023 - Corporate & Strategic Management - MOC Growth Plan Workshop Summary and Next Steps. Erin Lowe, Senior Economic Development Officer, was present to review the Request for Decision prepared February 16, 2023 - MOC Growth Plan Workshop Summary and Next Steps. The Senior Economic development Officer reviewed the information included in the document provided, commenting on the following elements: 1. Population and workforce growth projections - forecasting - how can we quantify expected growth as well as taking into account that workforce piece. What would affordable housing look like? 2. Three elements at the same time - Public Education and Awareness Campaign Industry and Agency Engagement, Housing Infrastructure Planning (already started with wastewater expansion workshop). 3. Housing Policy Analysis 4. Public consultation with residents and community organizations. 5. Industry and Agency Attraction/Engagement 6. Workforce Attraction and Retention Plan 7. Recreation Needs Assessment /transportation Active Transportation Infrastructure There was discussion held regarding feedback from the public, housing, workforce, reducing the stigma about housing projects in the community, engagement, education and awareness, serviceable boundaries, expanding infrastructure, mandatory connections, development charges, policy framework, etc. Councillor Veinotte suggested this discussion merited a more fulsome discussion about water. He realizes it is on the work plan, but it is vague and not specific enough for what we want to do. He advocated for Hubbards first, but a new system may be in Chester Basin. If that is the plan, when we dig up all roads in Chester Basin to put in sewer, are we going to put in lines for water as well? We are having background conversations about the Haughn Property - 1 km away from core of Chester Basin. This is not a comfortable political topic to talk about, but the original conversation was about having water for the village of Chester. What we are talking about is building infrastructure for developers. In order to create wastewater we need water to Council (continued) February 23, 2023 59 turn it into wastewater. The ask of $50,000 should be expanded to have a more serious discussion about water and what that system would look like. Maybe Chester Basin is the first place it goes if we are digging up everything anyway. Members of Council felt it would be important to move forward and important for communities to buy-in. There needs to be some sense of urgency in making it a priority. The CAO reported to Council that what was in front of them is essentially the collection of existing and new elements. Some are already being funded under budget requests that came to Council - community wells and water supply sources. Community Development has funding to use subject matters to help them with their priorities. This $50,000 is a place holder to help elements that are not already funded. If this comprehensive growth planning document is accepted by Council, he can see it evolve over time. That $50,000 helps advance some of the components. 2023-063 MOVED by Councillor Assaff, SECONDED by Councillor Connors that Council direct staff to move forward with the scope of work proposed in the Request for Decision prepared February 16, 2023 - Municipality of Chester Growth Plan Workshop Summary and Next Steps. ALL IN FAVOUR. MOTION CARRIED. 11.3 District Council Grant Requests. District 2 - Hubbards Area Lions Club - $3,000. 2023-064 MOVED by Deputy Warden Shatford, SECONDED by Councillor Church that Council approve the amount of $3,000 for the Hubbards Area Lions Club for a Council District Grant (District 2). ALL IN FAVOUR. MOTION CARRIED. District 3 - Chester Minor Hockey Association - $2,000. Councillors Church and Wells agreed to split the request from their District Council Grant funds. 2023-065 MOVED by Councillor Church, SECONDED by Councillor Wells that Council approve the amount of $2,000 for the Chester Minor Hockey Association - $1,000 from District 3 and $1,000 from District 7 funds. ALL IN FAVOUR. MOTION CARRIED. 11.4 Sledge Event - New Ross - Councillor Connors. Council (continued) February 23, 2023 60 Councillor Connors reported that this evening the South Sledge Hockey Team will be at the New Ross ice rink for the evening. Everyone is invited. The event will take place from 6:00 pm to 9:00 p.m. this evening. The 4H Club will be providing refreshments. CORRESPONDENCE (continued) 10.1 Correspondence from Michael Greek to waive tipping fees from the 71 Bridgeview Drive structure that was demolished. The Director of Solid Waste indicated that approximately 60 has been delivered at an estimated tipping fee cost of $3,000. 2023-066 MOVED by Councillor Veinotte, SECONDED by Councillor Assaff that Council approve to waive all but $500 of the tipping fee generated from the demolition of 71 Bridgeview Drive at the request of Michael Greek. ALL IN FAVOUR. MOTION CARRIED. MATTERS ARISING 9.1 Request for Decision prepared February 2, 2023 - Infrastructure & Operations - Mill Cove Fire Protection - Next Steps. Fred Whynot, Director of Public Works was present to review the Mill Cove Fire Protection matter. It was reported that the utility is under-funded and there are three options that have financial implications on contracts. It was noted that this required “In Camera” discussions. IN CAMERA 12.1 Section 22(2)(e) of the Municipal Government Act – Contract Negotiations. 2023-067 MOVED by Deputy Warden Shatford, SECONDED by Councillor Church that the meeting convene “In Camera” to discuss Contract Negotiations as per Section 22(2)(e) of the Municipal Government Act. ALL IN FAVOUR. MOTION CARRIED. ADJOURNMENT Council (continued) February 23, 2023 61 2023-068 MOVED by Deputy Warden Shatford, SECONDED by Councillor Wells the meeting adjourn. (12:10 a.m.) _________________________ _________________________ Allen Webber Pamela Myra Warden Municipal Clerk MOTIONS FOR APPROVAL OF COUNCIL FROM MARCH 2, 2023 COMMITTEE OF THE WHOLE MEETING 2023-072 APPROVAL OF AGENDA/ORDER OF BUSINESS 2023-073 APPROVAL OF February 16, 2023 MINUTES 2023-074 DEVELOPMENT AGREEMENT - BONNY LEA FARM MOVED by Councillor Wells, SECONDED by Councillor Assaff that the Committee of the Whole recommend to Council to enter into a Development Agreement with Bonny Lea Farm (South Shore Community Service Association) to facilitate the development of a 313 square metre structure and two identified future development sites, and further, schedule a date for the public hearing. ALL IN FAVOUR. MOTION CARRIED. 2023-075 PUBLIC HEARING - DEVELOPMENT AGREEMENT - BONNY LEA FARM MOVED by Councillor Church, SECONDED by Councillor Wells that the Committee of the Whole recommend to Council that a Public Hearing be held on Thursday, March 23, 2023 beginning at 8:45 a.m. consider the matter to enter into a Development Agreement with Bonny Lea Farm (South Shore Community Service Association) to facilitate the development of a 313 square metre structure and two identified future development sites. ALL IN FAVOUR. MOTION CARRIED. 2023-076 LETTER TO PROVINCE RE BAYSWATER BEACH MOVED by Councillor Veinotte, SECONDED by Councillor Wells that the Committee of the Whole recommend to Council that the Municipality correspond with the appropriate departments in the Provincial Government (Agriculture and Aquaculture), as well as the MLA, requesting they investigate the black liquid that is running out of the sand at Bayswater Beach. ALL IN FAVOUR. MOTION CARRIED. 2023-077 IN CAMERA 2023-078 ADJOURNMENT MOTION FOR APPROVAL OF COUNCIL FROM FEBRUARY 21, 2023 RECREATION & PARKS COMMITTEE 2023-069 APPROVAL OF JANUARY 16, 2023 MINUTES 2023-070 GRANT TO DANIELLE SWINAMER $1,500 - CHEERLEADING WORLDS IN FLORIDA MOVED by Ross Shatford, SECONDED by Kevin Marczak, that the Recreation Committee recommend to Council that we give Danielle Swinamer of Chester Basin $1,500 for her participation in the Cheerleading Worlds in Orlando, Florida from April 20 to 24, 2023. MOTION CARRIED. 2023-071 ADJOURNMENT REQUEST FOR DECISION REPORT TO: Committee of the Whole MEETING DATE: March 9, 2023 DEPARTMENT: Corporate & Strategic Management SUBJECT: EDI Advisory Committee Action Plan ORIGIN: 2021-24 Strategic Priorities Framework Date: February 23, 2023 Prepared by: Jonathan Meakin, Strategic Initiatives Coordinator Jennifer Webber, Communications Officer & Outreach Coordinator Date: March 2, 2023 Reviewed by: Tara Maguire, Deputy CAO Date: March 2, 2023 Authorized by: Dan McDougall, CAO RECOMMENDED MOTION That Council approves the Equity, Diversity and Inclusion Advisory Committee Action Plan, updated February 17, 2023, which provides an overview of internal and external actions to advance equity, diversity, and inclusion goals within the corporation and the community. CURRENT SITUATION Over the course of several planning workshops, from November 2022 to February 2023, the Equity, Diversity, and Inclusion (EDI) Advisory Committee developed an Action Plan that establishes clear objectives and actions to advance EDI Goals as outlined in Policy 108: Terms of Reference for the Equity, Diversity, and Inclusion Advisory Committee. The resulting Action Plan is a living document that will be actively updated by the EDI Advisory Committee as progress on actions is made and as new actions are developed. In so doing, the Action Plan will help Council achieve Outcome 2: Develop an accessibility, diversity, and equity lens for municipal plans and services, and support partners in advancing accessible and inclusive communities of the Healthy & Vibrant Community Priority Area of the Municipality of Chester 2021-24 Strategic Priorities Framework. BACKGROUND The Equity, Diversity, and Inclusion (EDI) Advisory Committee works to provide an EDI lens for the governance, administration, and programming functions of the Municipality of the District of Chester. The Committee is also an EDI resource for the broader business, cultural, and social spheres of our communities. To implement a full range of actions, the Committee draws on the administrative and programming resources of Municipal Staff as well as the governance of Municipal Council. As a group of community representatives, councillors, and staff, the Committee provides a forum for consultation, feedback, and discussion to help inform and guide municipal policies, practices, and programs. R e q u e s t f o r D e c i s i o n P a g e | 2 DISCUSSION Note on Local and Regional EDI Committees It is anticipated that in the next couple of weeks, a recommendation from Mayors and Wardens will be presented regarding participation on a regional diversity initiative. Although Council will be considering options for engaging in a regional EDI Committee for Lunenburg County, ongoing EDI work in our communities would benefit greatly from a local EDI Advisory Committee regardless of any course of action regarding a regional body. A Municipality of Chester EDI Advisory Committee would provide effective grassroots engagement as well as networking with local resources informed by local knowledge, which, in turn, could be brought to a regional committee by a representative from our local committee. Working in tandem, these groups would ensure the experiences and input of MOC residents would be represented. Action Plan Development During the workshop process, the EDI Advisory Committee undertook several key steps to provide structure, focus, and clarity to the entire EDI framework for the Municipality and its actions. These steps included: 1. Review of a proposed structure for the Action Plan by establishing a clear definition of key terms. Definitions the Advisory Committee settled on include: Goals – how the Advisory Committee conducts its work and the desired change in perspectives & understanding throughout and within the Municipality. Objectives – the changes we need to make happen to advance those Goals as measurable Objectives that can be shared through reports to Council, staff, and our communities. Actions – the things we’ll do to achieve those Objectives. 2. Review of Goals outlined in the Policy 108: Terms of Reference for the Equity, Diversity, and Inclusion Advisory Committee, and slight edits to address clarity and remove redundancy. These broad Goals establish how the Committee conducts its work and the changes the Committee would like to see in the communities they serve. Those tweaked Goals are as follows: Develop and promote a vision of inclusion based on the Municipality of Chester's Equity, Diversity, & Inclusion Action Plan. Support the representation of underrepresented groups in the Municipality's workplaces, activities and services. Commit to operating with effective, respectful, and inclusive communication. Promote and operate through a consensus decision-making process. Respond to community needs. Foster a greater understanding and awareness of equity, diversity, and inclusion matters within the community through collaboration and building partnerships. R e q u e s t f o r D e c i s i o n P a g e | 3 Facilitate opportunities to educate and celebrate the diverse social, cultural, and traditional elements that make up our Municipality. 3. Establish a Vision for the Advisory Committee. A Vision statement is an expression of a desired future state, which, along with the Goals, will help guide any new Outcomes and Actions. That Vision statement is as follows: The EDI Advisory Committee envisions a Municipality of Chester in which: Equity, diversity, and inclusion are recognized as core values that help inform decision- making, resource allocation, and the development of by-laws, policies, and practices. Diverse staff, committee members, and volunteers are recruited, retained, and supported. Collaborative internal and external partnerships support the emerging needs of Council and administration, residents, businesses, and organizations, to ensure a respectful and equitable community for all to live and work. 4. Review of Objectives that provide a clear, achievable, and measurable focus in distinct areas of work. Those Objectives are as follows: OBJECTIVE 1: Provide advice and support to help the Municipality of Chester develop, where relevant, communications plans, social media content, and community engagement strategies that feature our communities as respectful and equitable places for all to live and work. OBJECTIVE 2: Provide advice and support to help the Municipality of Chester eliminate barriers to its public-facing programs, services, and facilities. OBJECTIVE 3: Provide advice and support to help the Municipality of Chester develop internal governance and administrative capacity, practices, and tools that proactively counter, and enable immediate reaction against, all forms of discrimination, exclusion, and racism in our communities. OBJECTIVE 4: Develop a network of agencies and organizations active in equity, diversity, and inclusion work in order to share information, opportunities, and resources with community organizations and businesses that will advance and support their EDI initiatives in our communities. R e q u e s t f o r D e c i s i o n P a g e | 4 OBJECTIVE 5: Provide advice and recommendations to Council concerning opportunities to create welcoming and inclusive cultural and social spaces ensuring a respectful and equitable community for all to live and work. 5. Define and develop Actions that will advance each Outcome. These Actions are listed in the EDI Advisory Committee Action Plan table. It’s important to note the following: The Action Plan is a living document that the Advisory Committee will revisit and refine regularly. Any Actions that require Council direction or decision will be brought forward on an individual basis. The equity and inclusion element of some Objectives is not to be confused with the ongoing work to develop an accessibility lens for the built environment, programs & services, etc., which is underway through the Accessibility Coordinator, Accessibility Committee, and outcomes of the Municipality’s accessibility audit. There will be, however, some overlap in the underlying principle of removing barriers to access. OPTIONS 1. Council approves the Equity, Diversity and Inclusion Advisory Committee Action Plan, updated February 17, 2023, that continue to help achieve equity, diversity, and inclusion goals within the Municipality and throughout the communities we serve. 2. Council does not approve the Equity, Diversity and Inclusion Advisory Committee Action Plan, updated February 17, 2023, and provides direction to the EDI Advisory Committee for additional updates to the Action Plan. IMPLICATIONS By-Law/Policy None. Financial/budgetary Any projects/initiatives listed in the EDI Advisory Committee Action Plan that have a specific budget resource allocation will be captured in municipal budgets, as appropriate. If projects arise that require funding, a separate request will be made to Council to deliberate. Environmental None R e q u e s t f o r D e c i s i o n P a g e | 5 Strategic Priorities The Priorities Update will assist the Municipality in advancing the following Priority Outcomes of the 2021-24 Strategic Priorities Framework: Healthy & Vibrant Community Priority Area Outcome 2: Develop an accessibility, diversity, and equity lens for municipal plans and services, and support partners in advancing accessible and inclusive communities. Work Program Implications Staff will prioritize actions with the EDI Advisory Committee in accordance with organizational capacity and resource needs. Has Legal review been completed? ___ Yes _ _ No _X_ N/A COMMUNICATIONS (INTERNAL/EXTERNAL) Once approved, the EDI Advisory Committee Action Plan will be shared with internal and external stakeholders, and the Municipality more broadly, through a range of communications and community engagement initiatives. ATTACHMENTS Equity, Diversity, and Inclusion Advisory Committee Action Plan (updated February 17, 2023) Equity, Diversity, and Inclusion Advisory Committee ACTION PLAN Updated February 17, 2023 Page | 1 The Equity, Diversity, and Inclusion (EDI) Advisory Committee provides EDI advice and support for the governance, administration, and programming functions of the Municipality of the District of Chester, as well as for the broader business, cultural, and social spheres of our communities. With the administrative and programming resources of Municipal Staff, and with direction from Municipal Council, the EDI Advisory Committee works to advance the following Vision and Committee Goals: VISION The EDI Advisory Committee envisions a Municipality of Chester in which: Equity, diversity, and inclusion are recognized as core values that help inform decision-making, resource allocation, and the development of by-laws, policies, and practices. Diverse staff, committee members, and volunteers are recruited, retained, and supported. Collaborative internal and external partnerships support the emerging needs of Council and administration, residents, businesses, and organizations, to ensure a respectful and equitable community for all to live and work. EDI COMMITTEE GOALS: The Goals of the EDI Advisory Committee are to: Develop and promote a vision of inclusion based on the Municipality of Chester's Equity, Diversity, & Inclusion Action Plan. Support the representation of underrepresented groups in the Municipality's workplaces, activities and services. Commit to operating with effective, respectful, and inclusive communication. Promote and operate through a consensus decision-making process. Respond to community needs. Foster a greater understanding and awareness of equity, diversity, and inclusion matters within the community through collaboration and building partnerships. Facilitate opportunities to educate and celebrate the diverse social, cultural, and traditional elements that make up our Municipality. This EDI Advisory Committee Action Plan is a living document that we will revisit and refine regularly. Below are the Objectives (the changes we need to make to cause the effect of the Goals in the people and organizations we serve) and the Actions (the things we’ll do cause those changes). Equity, Diversity, and Inclusion Advisory Committee ACTION PLAN Updated February 17, 2023 Page | 2 OBJECTIVE 1: Provide advice and support to help the Municipality of Chester develop, where relevant, communications plans, social media content, and community engagement strategies that feature our communities as respectful and equitable places for all to live and work. ACTION WHO TIMING NOTES Present the EDI Advisory Committee revised Action Plan to Council for adoption Tina, Abdella, Jennifer, Jonathan March 2023 Recognition that this is a ‘living document’; recognition that specific actions will require staff bringing Requests for Direction/Decision to Council, as required Develop EDI project page on MOC’s Voices & Choices community engagement website to feature Action Plan, etc. Jennifer March 2023 https://www.voicesandchoices.ca/ Solicit feedback, generate dialogue, connect with & encourage adopters and champions in our communities Present Action Plan at community meetings in the spring May / June 2023 What communities? Cost? Materials? Range of outcomes: communication & awareness; adopters & champions; further actionable ideas? Pop-ups for in-person engagement; focus on aspects Present Action Plan at full MOC staff meeting in the summer Jennifer July/August 2023 Equity, Diversity, and Inclusion Advisory Committee ACTION PLAN Updated February 17, 2023 Page | 3 Develop EDI Committee website page for Agendas, Minutes, etc. and link to Voices & Choices EDI project page Jennifer March 2023 Series profiling local businesses EDI stories in Municipal Insight Economic Development June 2023 and ongoing Community context/lived experiences Stories about employers’ experience removing accessibility barriers Economic Development, Accessibility Coordinator Fall 2023 and ongoing Stories from programs such as South Shore Work Activity Program (SSWAP), Bonny Lea Farm Series profiling recreational experiences, etc. in Explore Life brochure Recreation Promote MOC actions around EDI to reinforce commitment Jennifer March 21, 2023 Launch landing page on website Launch Voices & Choices page Compose and distribute media release re Coalition of Inclusive Municipalities membership, MOC’s Action Plan, and next steps Compose piece in April/May Municipal Insight Equity, Diversity, and Inclusion Advisory Committee ACTION PLAN Updated February 17, 2023 Page | 4 OBJECTIVE 2: Provide advice and support to help the Municipality of Chester eliminate barriers to its public-facing programs, services, and facilities. NOTE: The equity and inclusion Objective here is not to be confused with the ongoing work to develop an accessibility lens for the built environment, programs & services, etc. underway through the Accessibility Coordinator, Accessibility Committee, and outcomes of the Municipality’s accessibility audit. ACTION WHO TIMING NOTES Work with staff to complete a programs and services review Ongoing Committee could consult with various department representatives to discuss barriers and potential solutions There is a need to pay particular attention to language Prioritize specific program and service areas Apply an EDI lens to the Best of Chester Awards for example Develop a welcome program for new Canadians moving to MOC Spring/ Summer 2023 Committee will develop a package of municipal information to share with newcomers. Support community groups already in place that engage with new arrivals. Review Truth & Reconciliation Commission’s Calls to Action and identify municipal actions Committee Ongoing Strike a sub-committee to select items for larger committee review and potential recommendations to Council. Equity, Diversity, and Inclusion Advisory Committee ACTION PLAN Updated February 17, 2023 Page | 5 OBJECTIVE 3: Provide advice and support to help the Municipality of Chester develop internal governance and administrative capacity, practices, and tools that proactively counter, and enable immediate reaction against, all forms of discrimination, exclusion, and racism in our communities. ACTION WHO TIMING NOTES Develop EDI considerations for MOC By-Laws, Policies, and Forms, including: Gendered language Plain language considerations Policy analyst, various staff, CAO, Council Ongoing By-Laws, Policies, and Forms are also being reviewed with an accessibility lens, so staff should coordinate process Staff could establish a By-Law & Policy working group that has core team of writer/editor and EDI review as well as content experts, as appropriate Approaches could include committing to a full audit OR prioritization of By- Laws, Policies, and Forms to review? MOC Human Resources framework review to address explicit & implicit biases and barriers: o EDI training for those hiring staff & recruiting volunteers o Consider broadening definition of relevant background, training, experience Current consultant, CAO, HR Director, Council, Accessibility Coordinator, Ongoing Work to develop accessibility lens to built environment, programs & services, etc. underway through the Accessibility Coordinator, Accessibility Committee, and outcomes of accessibility audit Equity, Diversity, and Inclusion Advisory Committee ACTION PLAN Updated February 17, 2023 Page | 6 o EDI training for staff o Broaden representation on MOC Committees o Directly promote staff & volunteer opportunities to equity-seeking groups Outreach Coordinator Coordinate with existing Personnel Policy Review EDI training for MOC staff Program scope; budget allocation Outreach Coordinator, Deputy CAO, Directors May 2023 and ongoing Budget allocation for training service provider Schedule foundational EDI training for municipal staff and follow-up with regular workshops, lunch & learns, etc. EDI training for elected officials Outreach Coordinator, CAO, Council Budget allocation for training service provider Provide options to staff on how and why to provide pronouns in professional correspondence/emails. Jennifer, Nadine, IT March 2023 Equity, Diversity, and Inclusion Advisory Committee ACTION PLAN Updated February 17, 2023 Page | 7 OBJECTIVE 4: Develop a network of agencies and organizations active in equity, diversity, and inclusion work in order to share information, opportunities, and resources with community organizations and businesses that will advance and support their EDI initiatives in our communities. ACTION WHO TIMING NOTES Develop and facilitate relationships with groups, agencies, and organizations active in EDI work Ongoing Think about the challenges and opportunities of local contexts and needs; consider best practices that could be grounded in local experience, where appropriate Compile and share opportunities for local training and awareness programs and workshops for community groups March 2023 and ongoing Share information with the community through the EDI project page on Voices & Choices Share opportunities with target groups/organizations. Develop list. Compile and share opportunities for local guest-speakers to speak to Council, community groups, and businesses March 2023 and ongoing Share information with the community though the EDI project page on Voices & Choices Develop list of target audiences Facilitate training/awareness sessions for local businesses Consult with Economic Development Equity, Diversity, and Inclusion Advisory Committee ACTION PLAN Updated February 17, 2023 Page | 8 Explore a possible program scope to connect businesses with equity-seeking groups and possible partnerships Economic Development Review the Anti-Racism Charter in Recreation and identify strategies, lessons learned, and resources in that document that could be shared with local businesses and organizations Recreation Again, the EDI Advisory Committee could share resources and information on the EDI project page on the Voices & Choices website Equity, Diversity, and Inclusion Advisory Committee ACTION PLAN Updated February 17, 2023 Page | 9 OBJECTIVE 5: Provide advice and recommendations to Council concerning opportunities to create welcoming and inclusive cultural and social spaces ensuring a respectful and equitable community for all to live and work. ACTION WHO TIMING NOTES Installation of community flagpole to promote awareness of equity-seeking groups and events Council DONE Compilation and recognition of EDI events, observances, flag raisings, proclamations Jennifer DONE Recognition of international, national, and provincial declared events commemorating equity, diversity, and inclusion Municipal signage o Gender neutral washroom signage in Municipal buildings Public Works DONE Facilitate art installations from BIPOC artists o Installations in community spaces o Identify grant opportunities for a program that could be modelled on the MOC’s Trail Art program Recreation 2023-24 Identify grant opportunities for a program that could be modelled on the MOC’s Trail Art program, which received a Beautification & Streetscaping Program application Equity, Diversity, and Inclusion Advisory Committee ACTION PLAN Updated February 17, 2023 Page | 10 Explore how to incorporate an EDI lens in MOC’s Arts & Culture Strategy as a measurable outcome Economic Development, Outreach Coordinator Discuss with economic development staff what an EDI lens for the Arts & Culture Strategy might look like Review naming of infrastructure, facilities, roads Discuss program scope – including process, outcomes Develop a global welcome statement for public meetings that has local relevance Nadine Hackney Fall 2023 Lunenburg County Seniors’ Safety Program Monthly Report –January 2023 prepared: February 7, 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. As we welcome 2023 we also welcome 2 new board members to the team. It truly takes a team effort in supporting our older adults. I look forward to working together. LCSSP updates and training opportunities: • Progressing with the Home Management Navigator Grant project. 12 older adults are reviewing and using the book and are providing feedback on chances and/or inclusions. Presented the project for the first time at the Riverport Fraud presentation on January 28th. Stickers are being designed in use similarly to the Vial of Life program. • Riverport Fraud Prevention held January 28th at the Community Centre in collaboration with the R.CM.P.. 35 registered for the event. 65 attended. The participants were engaged asking lots of questions. CST. Upshaw and RCMP Pastor Dave were amazing. • he Wellness program at the Flourish on Feb.20th – info session on Seniors’ Safety program. • LSSC will be presenting in a virtual webinar for CARP on March 22. This is on Fraud Prevention. • 2 Fraud Presentation sessions for March 10 at the Flourish Centre in Bridgewater in collaboration with the BBB. • Thank you to Kinburn Pharmacy for the donation of 100 vials for the Vial of Life Program and to Allison at the Chester detachment for prepping them to hand out. • Attended Seniors Access to MHA (Intake and General Access to MHA Services) virtual meeting on Jan. 10, Community Services Recovery Fund Webinar: How to Apply on Jan. 12 and Aging Well on Jan.25th. Referrals: New Referrals: 20 Home/site Visits: 15 Active clients: 36 Closed files: 2 Service in Municipal Units % MODC 12% MODL 38% Mahone Bay 4% Lunenburg 8% Bridgewater 38% Referral Source: Community Partner 42% Self/Family 17 % RCMP 17% BSP 14% Areas of concern: Adult Protection, Safe housing, Transportation, Community resources/connections, Mental Wellness and Addiction. LCSSP Client Emergency Contingency Fund (CECF): unchanged The CECF continues to serve the community in partnership with other organizations to help mitigate risk for seniors experiencing financial hardship. The January, 2023 float count balance is: $2,388.66 + 1 $25.00 Tim Horton’s Gift Card. ‘Thank you to all Lunenburg County Seniors’ Safety Program supporters. We couldn’t do what we do without you.’ REQUEST FOR DIRECTION REPORT TO: Municipal Council MEETING DATE: March 9, 2023 DEPARTMENT: Corporate & Strategic Management SUBJECT: NAIG 2023 ORIGIN: Date: March 1, 2023 Prepared by: Jennifer Webber, Communications Officer & Outreach Coordinator Date: March 2, 2023 Reviewed by: Tara Maguire, Deputy CAO Date: March 2, 2023 Authorized by: Dan McDougall, CAO RECOMMENDED MOTION That Council direct staff to prepare a Policy similar to Policy P-62 Volunteers – Halifax 2011 Winter Games Policy to provide guidance to staff interested in volunteering for the 2023 North American Indigenous Games taking place from July 15 to 23, 2023. CURRENT SITUATION Staff have expressed interest in volunteering for the 2023 North American Indigenous Games (NAIG), a prestigious event that will bring together 5,000 athletes from 756 Indigenous Nations. NAIG happens every four years, and this year, it is taking place in Halifax, Dartmouth, and Mill Brook First Nation. The Games require around 3,000 volunteers. BACKGROUND NAIG is a multi-sport and cultural celebration for Indigenous athletes from across North America that has been in existence since the 1990s. DISCUSSION In 2010, Council adopted Policy P-62 Volunteers – Halifax 2011 Winter Games Policy (attached for reference) that permitted permanent staff up to five days’ leave to volunteer for the Games, half of which would be their own vacation or banked time and the other half matched by the Municipality. NAIG is requesting an 18-hour minimum commitment from volunteers. Each will receive a uniform kit, cultural awareness training, and free access to Halifax Transit. Requirements are to be 16 years of age, be fully vaccinated against COVID-19 or have a valid exemption, and complete a Criminal Record check (cost covered by NAIG). OPTIONS 1) Council direct staff to prepare a Policy similar to Policy P-62 Volunteers – Halifax 2011 Winter Games Policy to provide guidance to staff interested in volunteering for the 2023 North American Indigenous Games taking place from July 15 to 23, 2023. 2) Council opt to permit staff to volunteer during work time but to use their own vacation or banked time. R e q u e s t f o r D i r e c t i o n P a g e | 2 3) Council choose not to direct staff to develop a policy related to volunteering for the NAIG 2023. IMPLICATIONS By-Law/Policy A new policy will be developed based on Policy P-62 if Option 1 is chosen. Financial/budgetary Financial impact will be cost of employee hours donated by the Municipality under Option 1 or no financial impact with Options 2 or 3. Work Program Implications It is unknown at this time how many staff will volunteer, if given the option. Has Legal review been completed? ___ Yes _X_ No __ N/A COMMUNICATIONS (INTERNAL/EXTERNAL) If Option 1 is chosen, management will inform staff of Council’s direction. ATTACHMENTS Policy P-62 Volunteers – Halifax 2011 Winter Games Policy MUNICIPALITY OF THE DISTRICT OF CHESTER POLICY P-62 VOLUNTEERS - HALIFAX 2011 WINTER GAMES POLICY 1. PURPOSE The Halifax Canada Winter Gaines will take place from February 10 - 27, 2011. This event is heavily dependant upon the recruitment of 5,000+ volunteers. Employees are expressing an interest in volunteering. The Municipality of the District of Chester will provide employees with guidelines to grant special leave for employees volunteering with the Games. 2. SCOPE a. All permanent employees of the Municipality of the District of Chester who: i. Have been selected by the Halifax 2011 Canada Games Host Society to serve as a Planning Volunteer or an Official; and ii. Wish to serve as a Games -Time Volunteer for the Halifax 2011 Canada Games; and iii. Have permission from their direct Supervisory/Department Head to volunteer for the Halifax 2011 Canada Games. are eligible for a special leave of up to five (5) days to volunteer at the Halifax 2011 Canada Games. Half of that time would be their own vacation or banked time and that time would be matched by the Municipality. 3. PROCESS a. Leave for Volunteers and Officials - Where an employee has been selected as a Volunteer or Official, the Director may grant up to five (5) working days special leave as outlined in 2(a). Any period of leave granted in excess of the five days shall be charged against the employees annual vacation leave entitlement or banked time. b. Requesting Volunteer Leave - Employees wishing to take special leave in order to fulfill their volunteer responsibilities may access matching leave by providing confirmation from Halifax 2011 Canada Games detailing their assignment as a Notice of Intention to Adopt - By -Law Committee - September 2, 2010 (2010-412) First Notice - Council - September 9, 2010 (2010-427) Second Notice - Council - September 30, 2010 (2010-463) Effective Date - September 30, 2010 volunteer to their supervisor, along with a leave request form (Appendix B attached). Employees must have regular leave (vacation or banked time) available equal to half of the leave being requested. Volunteers will be required to volunteer a minimum of 24 hours during the games period. The special leave with pay will be on a 50/50 basis. A payroll code will be provided to record the leave. The Department Head will provide final approval for all requests. Each department will be responsible to record all approved volunteer leaves to Payroll. C. Expenses - Any out-of-pocket expenses incurred by employees, i.e. travel, parking, meals, accommodations, etc., for the purposes of volunteering are the sole responsibility of the employee. 4. ATTACHMENTS: a. Appendix A - Frequently Asked Questions b. Appendix B - Application for Special Leave Notice of Intention to Adopt - By -Law Committee - September 2, 2010 (2010-412) First Notice - Council - September 9, 2010 (2010-427) Second Notice - Council - September 30, 2010 (2010-463) Effective Date - September 30, 2010 IIaye 3 o 7 Policy P-62 - Volunteers - Halifax 2011 Winter Games Policy (continued) APPENDIX A - FREQUENTLY ASKED QUESTIONS 1. How do I apply to volunteer? You can apply to volunteer by going to www.canadagames201 Lca/volunteer and looking for the "Volunteer Apply Now" button - this will take you directly to the online application form. The form will guide you through a process to identify your interests and availability during the Games. Volunteers can apply to be either a Planning Volunteer and Major Official or a Games - Time Volunteer and Minor Official. 2. What is the time commitment to be a volunteer? The Halifax 2011 Canada Games are being held February 11027, 2011. Volunteers are required to work a minimum of 24 hours of volunteer service over the two (2) week period of the Games. Generally most volunteer shifts are 4 to 6 hours long. Volunteers can also choose to do two four-hour shifts back to back to make one 8 hour shift/day. 3. Is there a deadline for applying? No, but it is to your advantage to submit your application as early as possible so that you can be assigned to a volunteer role based on your preferences. A cut-off date may be set at a later time if there are sufficient volunteers to fill all required positions. 4. Is the Municipality of the District of Chester giving employees time off to volunteer for the Games? Employees who are volunteers or officials with the Games may be granted up to five (5) working days special leave with pay. All requests are subject to operational requirements. For example: if an employee takes two (2) vacation days to volunteer, the Department Head may match that time with two (2) additional days special leave with pay for the purpose of volunteering for the Games. If an employee volunteers outside of their regular work hours the Department Head may match that time with special leave with pay during regular work- hours. Employees wishing to take advantage of the special leave with pay are encouraged to submit leave request forms as early as possible. Notice of Intention to Adopt - By -Law Committee - September 2, 2010 (2010-412) First Notice - Council - September 9, 2010 (2010-427) Second Notice - Council - September 30, 2010 (2010-463) Effective Date - September 30, 2010 na7E; 4 o 7 Policy P-62 - Volunteers - Halifax 2011 Winter Games Policy (continued) 5. Can youth volunteer with the Halifax 2011 Canada Games? Yes, the Halifax 2011 Canada Games considers youth volunteers to be anyone between the ages of 14 (as of February 1, 2011) and 18 years old. A youth volunteer requires the consent of their parent or guardian in order to volunteer. 6. I signed up to be a planning volunteer but was not contacted. Do I need to go through the application again? Yes, you must fill out the online application form. The application process for Games - Time volunteer roles is different and will capture your skills, background and qualifications as well as your availability to volunteer during the Games period. 7. I am currently a Planning Volunteer, do I need to re -apply for a Games -Time role? Yes, everyone taking part in the Games during the two -week period will need to be in the online system in order to be accredited for the Games. Planning volunteers will be entered into the system by the Host Society. An email notification will be sent out with a user ID and password to update your volunteer information. 8. How many volunteers will be needed? Approximately 5,000 volunteers will be needed over the two -week Games period. 9. Do they need bilingual volunteers? Yes, they are committed to offering to offering services in both official languages, English an French. A minimum of 600 bilingual volunteers will be needed. Volunteers in a bilingual role will be required to pas a French language skills assessment as part of the selection process. 10. How will applicants be screened? In order to be considered as a volunteer, and to ensure the safety and well-being of everyone involved in the Games, all volunteers will be required to undergo a Criminal Records Check (CRC). The CRC process is coordinated by the Halifax Regional Police and the RCMP for the Halifax 2011 Canada Games. The cost of completing CRCs will be covered by the Host Society - volunteers will not have to pay to complete a CRC. More information about the Criminal Records Check process will be sent to applicants once they've submitted their online application. Notice of Intention to Adopt - By -Law Committee - September 2, 2010 (2010-412) First Notice - Council - September 9, 2010 (2010-427) Second Notice - Council - September 30, 2010 (2010-463) Effective Date - September 30, 2010 Hays 5 o 7 Policy P-62 - Volunteers - Halifax 2011 Winter Games Policy (continued) Applicants will also be required to complete a short interview process. Applicants will either complete a short telephone interview, assessing core competencies for a volunteer, or participate in an in -person interview, assessing both the core competencies for a volunteer as well as leadership competencies. In -person interviews are required in order to be considered for leadership volunteer roles. Out-of-town applicants will be accommodated through the use of telephone interviewing. In addition to the CRC process and completing an interview, all volunteer applicants will be required to complete the orientation process before being assigned to a specific role with the Games. 11. What if I have already completed a Criminal Records Check for my employment or for previous volunteer work? Completed Criminal Records Checks from previous volunteer work or employment will not be accepted. Applicants will be required to complete the CRC process specifically for the Games. 12. Will I need to pay for my volunteer uniform? No, the Host Society will cover the cost of the volunteer uniform. In return, volunteers are asked to volunteer for a minimum of 24 hours during the games period. 13. How will I find out abut the latest news and developments? Electronic (email) communications will be the way they communicate with volunteer applicants. You can also sign up for the Games e-newsletter, by visiting the following website: http://www.canadagames20lI.ca/en/home/news/mailin ligst.aspx . In addition, you can follow the information on Twitter at the following address: http://twitter.com/2011CanadaGames and can become a fan of the Halifax 2011 Canada Games on Facebook. 14. Will I be fed during my volunteer shift? Yes, snacks and refreshments will be available for volunteers during their shift. If you are volunteering for more than 4-6 hours, you may choose to bring meal items with you to your shift. Notice of Intention to Adopt - By -Law Committee - September 2, 2010 (2010-412) First Notice - Council - September 9, 2010 (2010-427) Second Notice - Council - September 30, 2010 (2010-463) Effective Date - September 30, 2010 na7s 6 o 7 Policy P-62 - Volunteers - Halifax 2011 Winter Games Policy (continued) 15. How many volunteers do you have already? The core group of Planning Volunteers continues to grow. Over 550 volunteers have been working with the committees and teams to plan and organize the Games. 16. Will the Municipality reimburse my out-of-pocket expenses? Any out-of-pocket expenses incurred by employees, i.e. travel, parking, meals, accommodations, etc., fo the purpose of volunteering are the sole responsibility of the employee. Notice of Intention to Adopt - By -Law Committee - September 2, 2010 (2010-412) First Notice - Council - September 9, 2010 (2010-427) Second Notice - Council - September 30, 2010 (2010-463) Effective Date - September 30, 2010 na76 7 oi 7 Policy P-62 - Volunteers - Halifax 2011 Winter Games Policy (continued) APPENDIX B MUNICIPALITY OF THE DISTRICT OF CHESTER APPLICATION FOR SPECIAL LEAVE VOLUNTEER - HALIFAX 2011 CANADA WINTER GAMES Name Title Department Contact Numbers Work: Home: Cell: Letter attached from Halifax 2011 Games Host Society confirming volunteer status. Choose one PLANNING VOLUNTEER GAMES TIME VOLUNTEER Division Chair Minor Official Assistant Division Chair Other (please specify role title: Project Manager Venue Team Rep Coach/Athlete Other Employee's Signature: Date: Notice of Intention to Adopt - By -Law Committee - September 2, 2010 (2010-412) First Notice - Council - September 9, 2010 (2010-427) Second Notice - Council - September 30, 2010 (2010-463) Effective Date - September 30, 2010 Mitchell Conrad Area Manager, Lunenburg/Queens Highway Programs Nova Scotia Public Works Bridgewater, NS February 20, 2023 Dear Mr. Conrad, This letter is on behalf of all the residents who live along the Eisnor Road, as well as those who must drive along the Eisnor Road to reach their homes on Shaw Island and Hebb Lane. The Eisnor Road is located directly across from the Department of Transportation highways garage in Marriott’s Cove, between Chester and Chester Basin. This road is in deplorable shape, has been for the past decade or more and continues to deteriorate. It is at least 30 years since the Eisnor Road last received a sand-seal top. Since then the road has worn down, is severely cracked and broken, rocks are being pushed up by the frost and at every corner there is significant sloping. Not only are the bumps and hollows hard on vehicles, the slopes and broken pavement are dangerous for children and adults riding bicycles and those who walk the road for exercise – as encouraged by the Nova Scotia Department of Health and Wellness. In recent years similar roads in our vicinity have received upgrades from sand-seal to paving. Some of these roads are not as long as the Eisnor Road, do not have the number of residents as the Eisnor Road and some were not in as deteriorated shape as the Eisnor Road when the work was done. As you prepare your plans for road work in the spring and summer of 2023 we ask that the Eisnor Road be included for upgrades. We request that you see to the reconstruction of the Eisnor Road so that it is brought up to provincial standards, making it safe for vehicles and pedestrians. All residents, have asked to have their names added to the list attached to this letter. Together, we respectfully request your earliest attention to our concerns for the Eisnor Road in Marriott’s Cove. Yours truly, Gretchen McCurdy c.c. Kim Masland, Minister of Public Works Danielle Barkhouse, MLA Honourable Sharon Church, District 7, Chester Municipal Council Dan Leopold, Western District Director, NS Public Works Attachment: Names of Concerned Eisnor Road Residents Residents Who Access Their Homes Via the Eisnor Road Marriott’s Cove, between Chester and Chester Basin, NS All residents of the Eisnor Road request that the situation be rectified. Please note, both Shaw Island Road and Hebb Lane are at the end of the Eisnor Road. Blair Hodgeman & Bruce Allen, 199 Eisnor Road John & Marsha Barkhouse, 71 Eisnor Road Charles Bishop, 129 Shaw Island Road Donald & Lorraine Burch, 23 Eisnor Road Edward & Eleanor Chase, 297 Shaw Island Road David & Nancy Connolly, 133 Eisnor Road Paul & Patty Conrod, 290 Eisnor Road Extension Allen Eaves, 205 Shaw Island Road Barry & Delores Eisnor, 68 Eisnor Road Gabrielle Shaw & Patrick Elliott, 76 Shaw Island Road Lynne & Clyde Evans, 193 Shaw Island Road Jay & Carla Forbes, 217 Shaw Island Road Nancy Freedman, 328 Eisnor Road Extension James & Margaret Godfrey, 131 Eisnor Road Reg & Christine Goodday, 101 Shaw Island Road Katherine & Chuck Gyles, 269 Shaw Island Road Wanda Hatt, 94 Eisnor Road Ellen Hebb, 209 Eisnor Road Robert & Anna Healy, 327 Shaw Island Road Mark & Shannon Heine, 52 Eisnor Road Walter & Becky Hodder, 11 Eisnor Road Edward & Elizabeth Holt, 84 Eisnor Road Nicholas & Anna Hounsell, 51 Shaw Island Road Estate of Maxine Jodrey & The Estate of Kathryn Porter, 255 Shaw Island Road Travis & Sierra Kaizer, 8 Eisnor Road Mark & Any (Ring) MacGillivary, 36 Eisnor Road Linda MacIntosh, 321 Shaw Island Road Laurie & Landon Mallery, 69 Shaw Island Road Sarah Shaw & Peter Mann, 76 Shaw Island Road Don & Sue McAlpine, 119. Shaw Island Road Christopher & Gretchen McCurdy, 80 Eisnor Road Justin McDonough, 68 Shaw Island Road Margaret Taylor & Travis McDonough, 68 Shaw Island Road Michael & Stephanie Morris, 137 Shaw Island Road Elizabeth Mulrooney & Greg Marshment, 30 Eisnor Road Paul & Lois Niven, 331 Shaw Island Road Jane & Ron Paul, 27 Hebb Lane Jackie Hunt & Bruce Peddle, 178 Eisnor Road Kirby Putnam, 164 Eisnor Road Elihu & Wendy Rees, 56 Shaw Island Road Margaret Romkey, 285 Shaw Island Road Matthew & Jessica Sawler, 14 Eisnor Road Allan & Lesley Shaw, 107 & 113 Shaw Island Road Captain Ralph Shaw, 175 Shaw Island Road Robbie & Jean Shaw, 223 Shaw Island Road Jim Smith, 35 Hebb Lane Victor & Donna Stanhope, 337 & 341 Shaw Island Road April Stevens & Brian Melanson, 144 Eisnor Road Gordon Stewart & Diane Scott 135 Eisnor Road Bill Crozier & Monica Sontrop, 43 Eisnor Road Kirk Swinimer, Colonial Woodworks 2008 Inc, 18 & 20 Eisnor Road Lois Wolfson, 88 Shaw Island Road Chad Haughn Director Recreation, Parks and Development Chester Municipality, Chester NS February 27, 2023 Dear Chad Haughn, re: CMP Presentation 021323 to Council and Funding There are a couple of issues from our presentation and in response to questions suggestions from those around the table which should be clarified and explored further. There are three key steps to our restoration project for the arena. These are described in the attached draft budget. In short the first step is well underway and well defined with quotes but in need of further funds to complete. Church Memorial Park Trustees will need immediate support from the Municipality for $60,000 to complete the analysis, preliminary design and budgeting. The next step is preparing the beams for retrofit by removing the steel panels and recent temporary supports. This depends on the engineering instructions and design in step 1 for safe removal and to stabilize the beams' loading ability in the near term (2 years). The cost of this step is not well defined. We have one quote for steel removal and a rough estimate from WRD on near term reparations. The cost is likely under $600,000 but will depend on the condition of several beams currently covered by steel panels. We may have to break this step into two to meet schedule and funding limitations. When we are sure about the cost of this step and next we will seek funding support from the Municipality and others as well. The suggestion to explore funding linkages between the restoration of the roof beams and CMP's future plans to consider solar panels is well worth considering. The Federal Green Infrastructure Program to refit buildings and improve energy efficiency and Canada Community Building Fund (CCBF) appear to be vehicles used by other municipalities and arenas in Atlantic Canada. The funding for these have been allocated to Natural Resources and bilaterally to Provinces and their qualifying Municipalities. The ACOA Innovative Communities fund may also be an opportunity for funding. We have approached Derek Wells and he is willing to meet to discuss funding sources and next steps. Thank you for considering our request for immediate funding support and exploring the opportunities to link our restoration plan with a future renewable energy initiative. Yours Sincerely, r Michael O'Connor Trustee Church Memorial Park cc Bill Church M N N CN N O LL 7m N O N N O N 4) m Al Tr a 0 0 Em d Lm e E k c I CLkEc nC km E 0 0 ft 2 r 2 c a c g§ 2 k EoE k o g k U c c E0 c c E ac2m 2 J 0 @ 0 kfk2c a2 J § k L 0a k g co kwI- V o 0 0 0 G G 8 G w LO N t4 k CL k V tt mc o E E 2 c R a 2 a c tp e 2f 41 E M ® J E IL22 N J q Q CD 0 0 CL q n m REQUEST FOR DIRECTION REPORT TO: Municipal Council MEETING DATE: March 9, 2023 DEPARTMENT: Community Development & Recreation SUBJECT: Request to Rezone Properties on Sawler Lake to Lakeside Zone ORIGIN: Request from Andrew Burchell Date: March 1, 2023 Prepared by: Garth Sturtevant, Senior Planner Date: Reviewed by: Date: March 2, 2023 Authorized by: Dan McDougall, CAO RECOMMENDED MOTION/ACTION Staff are recommending the following motions: On the first decision staff recommend Option 1 as follows: 1. Accept the request to consider rezoning properties on Sawler Lake to the Lakeside Zone and direct staff to prepare a staff report for consideration by the Municipal Planning Advisory Committee and schedule a Public Information Meeting. On the second decision, staff recommend Option 3 as follows: 3. In keeping with policy as described in the Fee Policy (P-20), deny the request to waive the Application Fee $300.00 and Advertising Deposit $500.00. CURRENT SITUATION By letter (attached as Appendix A) from Jeff Aucoin on behalf of Jeffery and Andrew Burchell (the Applicant) owners of PID 60593043, dated February 8, 2023, the Applicant is requesting an amendment to the Municipal Land Use By-law. The specific ask is that Council rezone properties within the Municipality of Chester that border Sawler Lake from the Mixed Use Zone to the Lakeside Zone (Figure 1 and 2). The letter is supported by a completed application form confirming the rezoning request. The stated intent is to protect Sawler Lake from the impacts of Highway development and potential future commercial growth in the area near Highway 103 Exit 6. BACKGROUND Following a decision of Council to rezone a portion of a property near Exit 6 from Settlement Residential Two to Mixed Use, staff have had several discussions with property owners and members of the public concerned with the potential environmental impacts on Sawler Lake. These discussions included the recently approved Lakeside Zone, created by Council in response to requests from property owners seeking additional environmental protections and regulation on Sherbrooke Lake. When creating the Lakeside Zone, Council was clear that the zone was intended to be available for application in other parts of the Municipality when and if needed. The Applicant is seeking similar protections as those that spurred the creation of the Lakeside Zone in 2022. The request is seeking application of the Lakeside Zone to Sawler Lake at a depth appropriate for environmental protection of the lake. 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 If the file proceeds, the next step is for staff to undertake a detailed analysis of Sawler Lake, the bordering properties and surrounding landscape. All lakes within the Municipality are subject to the Lakefront Overlay. This existing protection (see Figure 1) requires new main buildings to be setback a minimum of 20 m from the Ordinary High Water Mark. Additionally, the Lakefront Overlay limits hard surfaces (buildings, pavement etc.) within 20 m of a lake. The Lakeside Zone, if applied to lands on Sawler Lake would provide additional environmental protections including prohibiting commercial and industrial development within the zone. The Lakeside Zone also requires a vegetated buffer be maintained within 10 m of the lake. The Applicant is seeking to have the Lakeside Zone applied in addition to the existing protections offered by the Lakefront Overlay. In addition to the policy decision whether to rezone the properties, the Lakeside Zone also requires analysis to determine the appropriate extent (depth) of the zone. The Lakeside Zone was designed to be flexible and Figure 1 - showing properties requested to be rezoned to Lakeside Zone (in purple) and the existing Lakefront Overlay (orange hatched area) extending 20m inland of the lake. R e q u e s t f o r D i r e c t i o n P a g e | 3 responsive to local conditions and context. Each time the Lakeside Zone is considered for application to properties, an analysis is performed to review topography, existing development pattern and other local contextual criteria before recommending how far back from the Ordinary High Water Mark the zone and its protections should extend. This work and analysis will be completed and included in the staff report that is then considered by the Municipal Planning Advisory Committee and Council. In this specific instance, it will also be important to consider the recent rezoning of one of the impacted properties to support future commercial development. Council should consider the impact that the application of the Lakeside Zone may have on the proposed commercial use. This may be addressed during the discussion on the appropriate extent of the Lakeside Zone for this specific location. It should be noted that due to Sawler Lake being primarily located in HRM, any changes made by Council will only impact properties within the Municipality of Chester. Finally, the letter submitted on behalf of the Applicant has requested that Council consider waiving the Application Fee $300.00 and the advertising deposit of $500.00. The stated reasoning is that the Applicant and other owners they are representing in making this application believe the change would be beneficial to Sawler Lake and the surrounding area while allowing the historic use of the land to continue by current owners. The Municipal Fee Policy (P-20) states the following regarding waiving of fees: OPTIONS Staff are seeking direction on two items from Council as follows: 1. Accept the request to consider rezoning properties on Sawler Lake to the Lakeside Zone and direct staff to prepare a staff report for consideration by the Municipal Planning Advisory Committee and schedule a Public Information Meeting; 2. Other (please specify) If Council selects Option 1 above, a decision regarding waiving of the application fee and advertising deposit is required: 1. That Council agrees to waive the application fee $300.00 and advertising deposit $500.00 required for the Land Use By-law amendment; 2. That Council agree to waive the application fee $300.00 only. The advertising deposit $500.00 would still be required to be paid; 3. Deny the request to waive the Application Fee $300.00 and Advertising Deposit $500.00. Figure 2 – aerial photo of properties requested to be rezoned to Lakeside Zone (in purple) and the existing Lakefront Overlay (orange hatched area) extending 20m inland of the lake. R e q u e s t f o r D i r e c t i o n P a g e | 4 IMPLICATIONS By-Law/Policy The request is in keeping with Municipal Planning Policy regarding environmental protection and application of the Lakeside Zone for such use. Financial/budgetary No significant costs are anticipated. The Applicant has requested fees be waived in this instance, but otherwise staff time is the only expected cost. Environmental If the request proceeds, application of the Lakeside Zone to properties on Sawler Lake are likely to improve existing and future conditions by limiting development at the waters edge and ensuring vegetated buffers will remain in place. Strategic Priorities The request to rezone properties on Sawler Lake to the Lakeside Zone will assist the Municipality in advancing the following Priority Outcomes of the 2021-24 Strategic Priorities Framework: Priority Outcomes: Environmental Stewardship 1. Support environmental conservation & protection initiatives and efforts to tackle the impact of climate change. Priority Outcomes: Governance & Engagement 1. Ensure municipal bylaw and policy frameworks reflect current and changing needs. Priority Outcomes: Healthy & Vibrant Communities 1. Ensure residents have access to facilities, natural assets, programs, and services that enrich a quality of life and provide safe communities for residents and visitors alike. Work Program Implications Planning staff time is the only perceived impact on work program. This will take away some time of the Senior Planner from the Village Review, but is not expected to significantly impact this work. Has Legal review been completed? ___ Yes _X_ No __ N/A COMMUNICATIONS (INTERNAL/EXTERNAL) If direction to proceed is given to staff, the file will follow the standard Public Engagement Program as detailed in the Municipal Planning Strategy including Public Information Meeting, Municipal Planning Advisory Committee Meeting, Council 1st Reading and a Public Hearing followed by the Council vote and a 14 day appeal period. Notification to all property owners within 30m of a property proposed to be rezoned would also be sent in advance of the Public Hearing date. ATTACHMENTS Appendix A - Letter of request from Jeff Aucoin District Grants 2022-2023 Updated March 2, 2023 Requested Approved Date Approved Aspotogan Arts & Crafts Association: Clay Workshops 550.00$ 550.00$ January 12, 2023 East River Village Hall: Christmas Event & Hall operating costs 2,000.00$ 2,000.00$ November 10, 2022 Forest Heights Community School: Prom 2022 300.00$ 300.00$ May 12, 2022 Ocean Swells Community Association:Parking Lot & Garbage Box 2,500.00$ $2,500.00 September 8, 2022 Parish of Blandford: Community Gardens 200.00$ 200.00$ November 10, 2022 TOTAL FUNDS APPROVED 5,550.00$ TOTAL FUNDS REMAINING 4,450.00$ Aspotogan Fitness Club: Treadmill 1,800.00$ Chester Municipal Heritage Society: Caboose Project 500.00$ 500.00$ September 29, 2022 Forest Heights Community School: Prom 2022 300.00$ 300.00$ May 12, 2022 Hubbards Area Lions Club: Septic System Repairs 2,000.00$ 2,000.00$ May 12, 2022 Hubbards Area Lions Club: Breakfast with Santa 300.00$ 300.00$ December 8, 2022 Hubbards Area Lions Club:Wheelchair accessible-comfort centre shower 3,000.00$ 3,000.00$ February 23, 2023 Through the Years Day Care and Community Centre: Heat Pumps 4,000.00$ 2,000.00$ May 12, 2022 TOTAL FUNDS APPROVED 8,100.00$ TOTAL FUNDS REMAINING 1,900.00$ Chester Brass Band: Summer Concerts 500.00$ 500.00$ June 23, 2022 Chester Minor Hockey Association: Jerseys & Benefit Tournament 1,000.00$ 1,000.00$ February 23, 2023 Chester Municipal Heritage Society: *Canada Day RE-purposed to Caboose 3,000.00$ 2,000.00$ May 12, 2022 Chester Playhouse: Pearle Harbour Performance 1,000.00$ 1,000.00$ September 8, 2022 Chester Playhouse: By Folk-EI Variety Show 1,000.00$ 1,000.00$ September 8, 2022 Chester United Soccer: Soccer Nets 2,000.00$ Forest Heights Community School: Prom 2022 300.00$ 300.00$ May 12, 2022 Royal Canadian Legion, Br. 44, Chester: 4 events-Canada Day, Vets Lunch, Remembrance Day & NYLevee2,000.00$ 1,000.00$ June 23, 2022 TOTAL FUNDS APPROVED 6,800.00$ TOTAL FUNDS REMAINING 3,200.00$ Aenon Baptist Church:AED Machine 1,000.00$ 1,000.00$ September 8, 2022 Chester Basin Fire Commission: Community Comfort Centre 2,000.00$ Chester Municipal Heritage Society: Caboose Project 1,000.00$ 1,000.00$ September 29, 2022 Forest Heights Community School: Prom 2022 300.00$ 300.00$ May 12, 2022 TOTAL FUNDS APPROVED 2,300.00$ TOTAL FUNDS REMAINING 7,700.00$ Forest Heights Community School: Prom 2022 300.00$ 300.00$ May 12, 2022 Together We Can Community Society: Christmas in the Park 1,600.00$ 1,543.00$ January 12, 2023 Royal Canadian Legion, Br. 144, Western Shore:Remembrance Day & Xmas 2,000.00$ 2,000.00$ September 8, 2022 Western Shore Fire Department: Garden Party 2,500.00$ 2,500.00$ June 23, 2022 Western Shore & Area Improvement Association: Hanging Baskets 3,657.00$ 3,657.00$ June 23, 2022 TOTAL FUNDS APPROVED 10,000.00$ TOTAL FUNDS REMAINING -$ Charing Cross Garden Club: Purchase plants and management 500.00$ 500.00$ June 30, 2022 Forest Heights Community School: Prom 2022 300.00$ 300.00$ May 12, 2022 Forties Community Centre: Oktoberfest 500.00$ 500.00$ May 12, 2022 Handy Hands 4H Club: BBQ 200.00$ 200.00$ February 9, 2023 New Ross Consolidated School: Outdoor Classroom Bench & Chalkboard 2,000.00$ 2,000.00$ June 30, 2022 (RCL) New Ross Summer Evening Market: Summer Evening Market 500.00$ 500.00$ June 30, 2022 New Ross Trails Society: Fairy Walk & Little Ladybug Library 1,000.00$ 1,000.00$ May 26, 2022 New Ross Trails Society: Trail Development / Improvement 3,000.00$ 3,000.00$ November 24, 2022 Royal Canadian Legion, Br. 79, New Ross: Vet Banners, Rem. Day & other 1,000.00$ 1,000.00$ June 30, 2022 New Ross Preschool Society: Muddy Buddies & Storage Shed 1,000.00$ 1,000.00$ July 28, 2022 TOTAL FUNDS APPROVED 10,000.00$ TOTAL FUNDS REMAINING -$ Canaan & District Hall: Faciltiy Maintenance & Repairs 4,000.00$ 4,000.00$ May 26, 2022 Chester Brass Band: Summer Concerts 500.00$ 500.00$ June 23, 2022 Chester Minor Hockey Association 1,000.00$ 1,000.00$ February 23, 2023 Chester Municipal Heritage Society: *Canada Day RE-purposed to Caboose 3,000.00$ 500.00$ May 12, 2022 Chester Municipal Heritage Society: Caboose Project 500.00$ 500.00$ September 29, 2022 Chester United Soccer: Soccer Nets 1,500.00$ District 7 Forest Heights Community School: Prom 2022 300.00$ 300.00$ May 12, 2022 Studio Singers: Accompanist 1,500.00$ 1,500.00$ September 29, 2022 TOTAL FUNDS APPROVED 8,300.00$ TOTAL FUNDS REMAINING 1,700.00$ Total Funds Approved 51,050.00$ District Grant Budget 2022-2023 70,000.00$ Remaining Funds 18,950.00$ District 6 District 1 District 2 District 4 District 5 District 3 MUNICIPALITY OF THE DISTRICT OF CHESTER GRANT APPLICATION FORM District Council Grant Request Name of Organization: Aspotogan Fitness C Cub Contact Person: Kathy Mullane Mailin Address: 272 Mill Cove Shore Rd, Mill Cove, Nova Scotia BO TO Email: Phone: ksnnullane c7gmail.com Name Signature Date Amount Requested: $ 1800. Municipal District # Please provide a brief description of your project or event: The volunteer run AspotoganFitness Club has grown beyond our initial expectation. Not only has membership increased to over 110 members but the composition of membership has changed dramatically. When the gym opened the membership was mostly composed of retired individuals 50 years of age and over. In the past year our demographics have changed to include a large numbers of members between the ages of 18 to 40. As a result the equipment is being used more and with heavier workouts. This has led to 1 of our treadmills getting close to the end of its lifespan. We are requesting funds to help in the replacement cost of the treadmill. Attached is a quote for a treadmill. Additional quotes will be forwarded as they are received. A final decision will be made when all quotes are received. Please provide a brief description of how you plan to spend any Council Grant funding received: The grant would cover one third of the replacement cost of the treadmill. The attached quote shows the cost of a new commercial treadmill to be in the vicinity of 55000. A grant proposal will be submitted to The Aspotogan Heritage Trust Fund to cover another third and membership fees will cover the remainder. The attached financial papers show that we have sufficient funds to replace the treadmill at this time. However due to the increased use of our facilities, the universal gym is also nearing the end of its lifespan and will need to be replaced in the very near future. The replacement cost of the universal gym will be in excess of 515,000. Thus mernebership fees are being put aside to help with the replacement costs of the universal gym. If funding is approved, who should the cheque be made payable to: The Aspotogan Fitness Club. Please forward applications to the folio g: Director of Community Development and Recreation 'District Council Grant" Municipality of the District of Chester PO Box 369 Chester NS BOJ 1,10 Email: chaughn °chester.ca A brand of Johnson Health Technologies Canada Commercial Inc. 10401 Rey Lawson blvd., Montreal, QC HIJ 1M3 514.330-0006 ca.malrl,Illnoss,com PROPOSAL Sub)ect to the attached JHTCA Terms and Conditions of Sale Primary Solos Contact: Steve Ball M: 902.710.7025 F: 514.565-9879 stevo.ball@matfIAlitness.com BIII To: Aspotogan Fitness Kathy Mullane 20 Lions Club Road Highway 329, NS BOJ ITO ksmullanei9pmad.ccan Ship To: Aspotogan Fitness 20 [irons Club Road Highway 329, N5 1304 110 Data: 23/02/2023 Quote e: QUO.37137-VORIYO Expires On: 25/03/2023 Comments: Delivery Includes freight from Montreal Distribution Centre Install includes Inside delivery and assembly Shipping Notes: Tail lift Delivery Commercial Address Appointment Required Ship Booed Qty Model Number Description (hyperllnks In Blur) MSRP Price Net Unll Price Eel Price 1 T•LS•F/LED-CJGG Matrix Lile,tyle Treadmill wl LED Gmphan Grey 57,128.00 53,599.00 53.599.00 Ir t .I 1 r t10II .1 n'pr01 to C :p'.L u , bb, , 'up ,l II rtrcrcJ0 1,' �.i tC d 111 aod,n i vn.o-•: , rrn u,. ,r Irq PRICES BASSO UPON TOTAL PURCHASE • FREIGHT QUOTES ARE SUBJECT TO CHANGE BASED ON INFORMATION CONTAINED IN THE SITE SURVEY - ADDITIONAL CHARGES MAY APPLY • SHIPPING a ASSEMBLY 1101 INCLUDED UNLESS SPECIFIED HEREIN, Equipment Sales PIi00 Install Delivery Customer Subtotal H ST!G ST 806 232 724 RT0001 Total Amount Due (CAD)pncluding tax) 53,599.00 5300.00 5525.00 4,424.00 5663.60 $5,087.60 Payments must be made payable to: Johnson Heath Technologies Canada Commercial Ina Payment Terms: 50^x. down, 50'1' PT5 This Quote is valid for 30 days unless otherwise specified. 50% deposit of total Is required prior to shipment, unless otherwise specified. Subject le express written agreement to the contrary signed by bosh panics, this Quote constitutes nn oiler by Johnson Health Technologies Canada Commercial Int. to sell to the Purchaser Identified on this Quote the goods and/or the services set out in this Wole, sublaa 10 the terns and condrlions of sates ( the 'Terms of Sale') attached to this Quote. IMPORTANT NOTICE: By signing Oils 01/010. nccepting delivery ol any goods or services specified herein Of making any payment for such goods or services, Purchaser accepts the forms and conditions sot out In the Quote and Terms ol Salo. No odor terms and conditions provided by the Purchser shall apply to this transaction, Representative of Johnson Health Tochnoiogies Canada Commercial Inc.: Name Signature Date Approved by purchaser; Name Signature Date Deposit $ BALANCE SHEET FOR ASPOTOGAN FITNESS CLUB FOR FISCAL PERIOD ENDING 12-31-2022 2022 ASSETS Current Assets Cash and deposits Prepaid insurance Capital/Fixed Assets Equipment TOTAL ASSETS LIABILITIES Current Liabilities Accounts payable TOTAL LIABILITIES EQUITY Retained Earnings/deficit General Reserve Total Equity TOTAL LIABILITIES AND EQUITY 11,705 880 8,489 21,074 2,519 2,519 11,371 7,184 18,555 21,074 STATEMENT OF INCOME AND EXPENDITURES FOR ASPOTOGAN FITNESS CLUB FOR FISCAL PERIOD ENDING 12-31-2022 2022 INCOME Membership fees 19,840 Grants & Events 4,150 Interest & General Donations 262 TOTAL INCOME 24,252 EXPENDITURES Donations, Postage, Fees, Bank Charges 1,120 Insurance 2,260 Depreciation 2,838 Fixtures, Supplies, Repair 2,952 Cleaning, Rent 7,898 17,068 TOTAL EXPENDITURES NET SURPLUS 7,184 SURPLUS OR DEFICIT BEGINNING OF YEAR 11,371 SURPLUS OR DEFICIT END OF YEAR 18,555 MUNICIPALITY OF THE DISTRICT OF CHESTER DISTRICT GRANT APPLICATION Deadline to Apply: February 28 Name of Organization Chester United Soccer Contact Person John Atherton Position with Organization VP Organization Mailing Address PO Box 4 Chester, NS Phone: 902-279-0113 Email: chesterunitedvp@gmail.com Date: March 1, 2023 Signature of Signing Officer(s) and their position with Organization: Name (printed) Position Endorsement yes I declare I am a member of the organization and have authority to submit this application. _John Atherton______ __________________________ New Soccer nets for u13 field as the current nets we have for our u13 soccer teams are way too heavy and very hard/dangerous for players to move. The nets for this age are smaller than the regular soccer nets and they use a smaller field so the nets are moved on and off the field depending on the age group that is playing. When moving them the field gets torn up as they are too heavy even for a full team to lift so they must be dragged over the turf ripping it up. A new proper set made of aluminum (which other fields on South Shore use) would be easily moved when needed. Sand bags would be used on the backs to anchor them for safety reasons. These also used by CAMS gr 5/6 soccer teams and at every lunch and recess time when the weather is fine. 1) Please provide a brief description of your project or event. (Maximum 1250 characters) Amount Requested: $2000 from District 3 $1500 from District 7 Municipal District # 3 & 7 Custom mesh built to fit them: est: $500 Sandbags to anchor them: est: $50 We are also applying to the CAMS SAC for funding towards this project. Who should the cheque be made payable to?Chester District Soccer Association Please forward applications to the following: ATTN: Recreation & Parks Services Municipality of the District of Chester POBox 369 Chester NS B0J 1J0 Email:recreation@chester.ca 2) Please provide a brief description of how you plan to spend any District Grant funding.(Max 800 characters) Two new nets made: est $3500-$4500 Name of Organization Contact Person Position with Organization Organization Mailing Address Phone: 901,- 17 r- E MUNICIPALITY OF THE DISTRICT OF CHESTER DISTRICT GRANT APPLICATION Deadline to Apply: February 28 Date: � Z / Z3 ?P r 3 '7,.. Signature of Signing Officers) and their position with Organization: Name (printed) Position Amount Requested: $ Z nuo ot..) Endorsement (check box) I declare I am a member of the organization and have authority to submit this application. Municipal District# 1) Please provide a brief description of your project or event. (Maximum 125© characters) ) Please provide a brief description of how you plan to spend any District Grant funding. (max 80o characters Who should the cheque be made payable to? Cket r -Ft n._ Please forward applications to the following: ATTN: Recreation & Parks Services Municipality of the District of Cheste PO Box 369 Chester NS Bal 110 REQUEST FOR DECISION REPORT TO: Municipal Council MEETING DATE: March 9, 2023 DEPARTMENT: Community Development & Recreation SUBJECT: Budgeted Grants Guidelines ORIGIN: Municipal Grant Program Date: February 28, 2023 Prepared by: Chad Haughn, Director of Community Development & Recreation Date: March 2, 2023 Authorized by: Dan McDougall, CAO RECOMMENDED MOTION It is recommended that Council review the draft guidelines for budgeted grants and discuss the annual process for reviewing the lists of organizations that receive budgeted grants. CURRENT SITUATION In 2022 Council conducted a review of the grants program and made several changes. Staff immediately started updating the guidelines and applications so that information could be distributed to the public prior to deadlines. During the grants review, Council debated the Budgeted Grants category, specifically, the circumstances in which groups may be added or removed from this list. Staff were asked to bring back ideas that could be incorporated into a guidelines document to assist with decision making. Background During the 2022-23 budget deliberations, a letter was presented from the Chester Art Centre requesting annual grant funding through budgeted grants. Since there is no formal process in place for groups to be added to this list, a $25,000 placeholder was included in the grants budget, however, this funding was not issued to the group with the intention that Council would have further discussions as part of the grants review. For context around the budgeted grant category, following is the draft Budgeted Grants for 2023-24: Church Memorial Park $135,000 (Increase of 60,000 for 2023-24 for roof project) Community Wheels $11,500 (Increase of $1,500) Lunenburg County Seniors Safety $10,700 Card Lake Park $ 2,000 Chester & Area Family Resource $ 5,000 New Ross Family Resource Centre $ 5,000 Through The Years Learning Centre $ 5,000 New Ross Regional Development $ 490 Chester Art Centre $25,000 Total $199,690 R e q u e s t f o r D e c i s i o n P a g e | 2 DISCUSSION Attached to this report is draft guidelines for budgeted grants which act as preliminary ideas for Councils consideration. OPTIONS 1. Provide comments on the draft Budgeted Grants Guidelines 2. Request additional information. IMPLICATIONS By-Law/Policy Council can provide grants to groups as outlined in the Municipal Government Act. Financial/budgetary There will be a financial impact if Council chooses to add groups to the lists of budgeted grants. Environmental NA Strategic Priorities Providing grants to community groups will assist the Municipality in advancing the following Priority Outcomes of the 2021-24 Strategic Priorities Framework: Priority Outcomes: Economic Development 1. Promote and grow the Municipality’s economic sectors. 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: Healthy & Vibrant Communities 1. Ensure residents have access to facilities, natural assets, programs, and services that enrich a quality of life and provide safe communities for residents and visitors alike. 2. Develop an accessibility, diversity, and equity lens for municipal plans and services, and support partners in advancing accessible and inclusive communities. Work Program Implications There will be no significant impact on work program related to the finalization of grant guidelines. Has Legal review been completed? ___ Yes _ _ No _X_ N/A COMMUNICATIONS (INTERNAL/EXTERNAL) NA ATTACHMENTS 1. Draft Budgeted Grant Guidelines. MUNICIPALITY OF THE DISTRICT OF CHESTER BUDGETED GRANT GUIDELINES The Municipality of Chester Council is committed to provide financial investment to help community organizations succeed as they enrich our community with facilities and services. Several key organizations within the Municipality play a significant role in enhancing the quality of life for local residents. Through the annual operating budget deliberations, Municipal Council provides yearly funding to some of these specific community organizations so that they can continue to contribute to a healthier and more vibrant community. There are two scenarios when organizations are supported through budgeted grants: 1. The organization has a formal agreement with the Municipality or has a commitment through motion of Council. Examples – Church Memorial Park and New Ross Regional Development Society 2. The organization provides a core public service and / or who directly and significantly support the strategic priorities of the Municipality. Examples – Community Wheels and Lunenburg County Seniors Safety Eligible Applicants You must be a non-profit organization, or otherwise comply with the requirements of the Municipal Government Act for eligibility for a grant or contribution by a Municipality (Section 65(AU). Funding Organizations can request a specific amount of funding; however, Council will determine the amount of approved funding based on one or more of the following factors: - The magnitude and scope of the organizations overall budget. - Use of a funding formula (most commonly applied to groups seeking funding from multiple municipal units in the region). - Equity among similar organizations. - The overall impact and benefit the organization has on the community (i.e. economically, socially, culturally). - Strong alignment with the Municipality’s strategic goals. Unless specifically designated by Council, groups determine the use of the Municipal funding within their financial plans and operations. Application Procedure Groups submit a letter of request that includes, at minimum, the following details: - Primary contact information for the group. - Indicate how the group fits into one of the two funding scenarios outlined above and provide evidence to support that claim. - Detailed description of the positive impact the organization has on the community. - Demonstrate that the organization can function at a high-capacity long term (sustainability of the organization). - A copy of the organizations most recent annual financial statements. - Any other important details that will help Council make a final decision. Council will review funding requests, typically as part of budget deliberations, and determine if a group will receive funding. Reporting Consistent with all Municipal grants, organizations are required to submit a report annually to update the Municipality on how the grant funding was used and to provide operational highlights from the year. Groups have an option to schedule an appointment and provide an in- person update directly to Council. REQUEST FOR D ECISION Prepared By: Bruce Blackwood Date March 3, 2023 Reviewed By: Tara Maguire Date March 3, 2023 Authorized By: Dan McDougall Date March 3, 2023 CURRENT SITUATION Chief Cody Stevens of the Chester Volunteer Fire Department was appointed to the position of Fire Services Association of Nova Scotia (FSANS) Alternate Director for Lunenburg County in February 2022. He has since taken on the position of 2nd VP for FSANS. In accordance with the FSANS By-laws he cannot serve in both positions, resulting in a vacancy for Alternate Director. To fill this vacancy, the MOC proceeded with the nomination process i n accordance with MODC GOG-009 seeking nominations from each of the 7 Chiefs serving the MOC. The nominations from the Chiefs for FSANS Alternate Director were received and complied as of the deadline of February 10, 2023. Nominations were received from 3 of 7 Fire Chiefs. The eligibility of each nominee was verified and each nominee was asked if they accepted the nomination. Of the two (2) persons nominated, one (1) declined, leaving Chief Clary Coolen of the Hubbards Fire Department as the sole eligible nominee. MODC GOG-009 does not yet cover an acclamation process where the nomination process results in only one eligible nominee. As we have done in the past, we proceeded with the election process as outlined in MODC GOG-009. Numbered ballots were issued to each of the 7 Department Chiefs and a deadline of March 3, 2023 was established for the return of the votes. As of end of day March 3, 2023, 6 of 7 Fire Chiefs returned their Ballots. All votes were in the favor of Chief Clary Coolen. There was one Department that did not return their vote by the deadline, and this was counted as an abstention. RECOMMENDATION It is recommended that Council accept the nomination and election from a majority of the MOC Chiefs that Chief Clary Coolen (Hubbards Volunteer Fire Department) serve as Alternate Director, Fire Services REPORT TO: Municipal Council SUBMITTED BY: Corporate and Strategic Services DATE: March 3, 2023 SUBJECT: FSANS Alternate Director for Lunenburg County ORIGIN: MODC Fire Services 2 Request For Decision Association of Nova Scotia for Lunenburg County in 2023 and send confirmation of this acceptance to the Fire Services Association of Nova Scotia. B ACKGROUND In 2019 MOC and the Chiefs developed and approved MODC GOG-009 to provide a fair and equitable process for the nomination and selection of the FSANS representative for MOC. This process has been successfully utilized twice since 2019. D ISCUSSION The FSANS Director/Alternate is accountable to the Chief Officers of the registered fire departments of the Municipality of the District of Chester and the Fire Departments (MODL) with membership in the Lunenburg Regional Fire and Emergency Services Association. They are responsible for serving on the Board of Directors of FSANS and representing the fire service within Lunenburg County on fire and emergency services issues determined to be of Provincial or National significance. The Director/Alternate is to attend regular meetings of the Board of Directors. They are to bring fire service issues with background and supporting information to the Board and request consideration of resolutions on such issues. The Director/Alternate is expected to attend appropriate fire services meetings with MODL and MOC providing reports on FSANS activities. IMPLICATIONS Policy MODC GOG-009 (MOC Operating Guideline) Financial/Budgetary The travel expenses for the FSANS Director or Alternate as appointed by MOC Council, when acting on behalf of the Fire Departments with MOC, are reimbursed under the MOC Fire Services budget. Environmental Not applicable. Strategic Plan Maintain a high level of fiscal responsibility; Continually improve public satisfaction with municipal services; Work Program Implications Staff administrative support and coordination from Fire Services Coordinator’s current workplan. 3 Request For Decision OPTIONS 1. Council send a letter of support to the Fire Services Association of Nova Scotia recommending Chief Clary Coolen (Hubbards Volunteer Fire Department) represent the Municipality of Chester as Alternate Director for Lunenburg County at that Association for 2023. A letter of gratitude for past service with FSANS is to be sent to Chief Cody Stevens. ATTACHMENTS N/A COMMUNICATIONS (INTERNAL/EXTERNAL) Direct communication with Fire Chiefs on nomination and election of FSANS representative with recommendations to Council. REQUEST FOR DECISION REPORT TO: Council MEETING DATE: March 9, 2023 DEPARTMENT: Infrastructure & Operations SUBJECT: Chipped Wood/Plywood Tip Fee ORIGIN: Municipal Joint Services Board Date: March 2, 2023 Prepared by: Matthew Blair, Director of Infrastructure & Operations Date: March 2, 2023 Reviewed by: Christa Rafuse, P.Eng. Date: March 3, 2023 Authorized by: Dan McDougall, CAO RECOMMENDED MOTION That council direct the Solid Waste department to accept the specific tip fee of $25/MT for construction and demolition waste; pre-chipped wood products (includes painted wood/plywood/various contaminated materials) from the Municipal Joint Services Board (MJSB). CURRENT SITUATION MJSB currently delivers non-chipped painted wood, plywood, contaminated (glues, cements, nails and screws) materials to Kaizer Meadows landfill as part of a general Construction & Demolition (C&D) debris process. The 2022/23 tip fee for that service is $48.79/MT. BACKGROUND The Infrastructure and Operations department received a proposal from MJSB to accept sorted, chipped, painted wood and plywood (considered ‘dirty’ wood) to be disposed of at Kaizer Meadows landfill. MJSB currently has approximately 1,200 tonnes of painted wood and plywood, accumulated over the course of a calendar year. MJSB have advised that a typical annual accrual of ‘dirty’ wood to be approximately 1,000MT/yr. Any of the clean wood they have separated (free of paint, glues etc.) is chipped/managed elsewhere. DISCUSSION MJSB have been sorting the contaminated, pressure-treated wood from the ‘dirty’ and ‘clean’ wood to fulfill the new provincial C&D regulations banning this material, to be implemented in phased approach starting July 2023. The new Provincial C&D Regulations regarding the disposal of wood have three categories: “Clean” wood which may be recycled and have a resale market. This wood may be disposed of in the C&D pile. “Dirty” wood which cannot be recycled and would be disposed of in a C&D pile. “Contaminated” wood which is pressure-treated with chemicals, must be disposed of in the landfill cell as general waste material. The chipped wood provides a greater compaction rate than non-chipped wood due to the size of the pieces, as well as reduced costs for Solid Waste staff time in manually sorting through the pile at Kaizer Meadows. R e q u e s t f o r D e c i s i o n P a g e | 2 MJSB have committed to chip and haul the C&D materials at their cost. Delivery of the chipped “dirty’ wood would be an annual event, typically conducted during the month of March, weather permitting. The annual proposed $25/MT tip fee would increase annually by CPI. The Solid Waste Department has consulted with Valley Waste on the tip fee requested and Valley Waste is in support of the proposed $25/MT tip fee rate, commencing FY 2022/23. The general C&D rate would remain the same. OPTIONS Option A – Direct the Solid Waste department to accept the chipped C&D materials at a tip fee of $25/MT for the 2022/23 FY, increasing by CPI in all future year. Option B – Direct back to staff for further information. IMPLICATIONS By-Law/Policy N/A Financial/budgetary An approximate additional increase of $30,000 in revenue would be generated as this material would be processed elsewhere. Strategic Priorities The approval of this specific tip fee 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. Support environmental conservation & protection initiatives & 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: 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. R e q u e s t f o r D e c i s i o n P a g e | 3 Work Program Implications Will the subject of this report have an impact on staff’s work programs? Are additional resources needed or will the action delay or change any timelines of the departmental work program? Has Legal review been completed? ___ Yes _ _ No _X_ N/A COMMUNICATIONS (INTERNAL/EXTERNAL) N/A ATTACHMENTS None