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HomeMy Public PortalAbout2023-04-06_COW_Website Agenda Package.pdfPage 1 of 1 (Cover Pages) COMM ITTEE OF THE WHOLE AGENDA Thursday, April 6 2023 Livestreamed via YouTube at www.youtube.com/modcvideo 151 King Street, Chester, NS 1. MEETING CALLED TO ORDER 2. APPROVAL OF AGENDA/ORDER OF BUSINESS 3. PUBLIC INPUT SESSION (15 minutes) 4. MINUTES OF PREVIOUS MEETING 4.1 March 16, 2023 - Committee of the Whole. 4.2 March 16, 2023 - Committee of the Whole - Budget. 5. PUBLIC PRESENTATIONS/APPOINTMENTS 6. MATTERS ARISING 6.1 Request for Decision prepared March 29, 2023 - Community Development & Recreation - Public Moorings - Request from Mahone Island Conservation Association. 6.2 Information Report prepared March 1, 2023 - Corporate & Strategic Management - South Shore Tourism Cooperative Confirmation (SSTC) Formula Update. 6.3 Grant Considerations (follow-up): a. Request from Chester Municipal Heritage Society - Major Capital Grant $77,766. b. Chester Art Centre - Budgeted Grant $25,000. 7. CORRESPONDENCE 8. BY-LAWS AND POLICIES 9. NEW BUSINESS 10. IN CAMERA 10.1 In Camera as per Section 22(2)(e) of the Municipal Government Act - Contract Negotiations - Village Commission of Chester. 11. ADJOURNMENT 89 MUNICIPALITY OF THE DISTRICT OF CHESTER Minutes of COMMITTEE OF THE WHOLE Council Chambers 151 King Street, Chester, NS Livestreamed at www.youtube.com/modcvideo On Thursday, March 16, 2023 at 8:45 a.m. CALLED TO ORDER Warden Webber called the meeting to order at 8:47 a.m. Present: District 1 – Councillor Andre Veinotte District 2 – Deputy Warden Floyd Shatford District 3 – Councillor Derek Wells District 4 – Warden Allen Webber District 5 – Councillor Abdella Assaff District 6 – Councillor Tina Connors District 7 – Councillor Sharon Church Staff: Dan McDougall, CAO Tara Maguire, Deputy CAO Pamela Myra, Municipal Clerk Jennifer Webber, Communications & Outreach Officer Matthew Blair, Director of Infrastructure & Operations Chad Haughn, Director of Community Development & Recreation Solicitor: Samuel Lamey Public: There was one member of the public in the gallery. APPROVAL OF AGENDA AND ORDER OF BUSINESS Warden Webber indicated that items 6.1, 9.1, and 9.2 would be dealt with before Councillor Wells left for an appointment, and that he would be returning. 2023-098 MOVED by Councillor Assaff, SECONDED by Councillor Church the March 16, 2023 Agenda and Order of Business for the Committee of the Whole be approved as amended. ALL IN FAVOUR. MOTION CARRIED. Committee of the Whole (continued) March 16, 2023 90 PUBLIC INPUT SESSION (15 minutes) Nancy Hatch, Village Commission, noted that the Commission would also like to ensure public access is maintained with the unopened roads within the Village. They forwarded a letter yesterday to Public Works requesting that the lands remain open to the public. She advised Council the Commission would like to work with them on these types of items. MATTERS ARISING 6.1 Request for Decision prepared March 10, 2023 - Infrastructure & Operations - Unopened Roads/ Trails Acquisition. Present was Matthew Blair, Director of Infrastructure and Operation who reviewed the Request for Decision prepared March 10, 2023 - Unopened Roads/ Trails Acquisition. He also suggested that the Municipality work with the Village Commission on this matter. He outlined information in the Request for Decision commenting on the 2018 Recreation Playbook that identified some of the unopened roads from an Active Transportation point of view. The request is to begin discussions with the province to determine what the process would be to obtain ownership of the unopened roads and trails within the Municipality. The CAO noted that the last time Council pursued ownership, the arrangement suggested by the province was not supported by Council. We can formally request the province to identify the land and ask for a transfer for a nominal amount or does it still require appraisal and market value exchange. We are interested in the properties. He has asked staff to find the previous file so that they have information on what was discussed previously. Council suggested obtaining a list of the properties throughout the Municipality and they can be prioritized while staff is in discussions with the province. Nancy Hatch, Village Commission, noted that the Commission would not be interested in purchasing the land because of budgeting and the same reason that Council might not be. However, they are disturbed about the permitting process for NS Department of Public Works to allow landowners to encroach without asking local government. 2023-099 MOVED by Councillor Wells, SECONDED by Councillor Church that the Committee of the Whole recommend to Council to direct staff to engage with the appropriate provincial departments regarding Unopened Roads/Trails Acquisition in the Municipality of Chester. ALL IN FAVOUR. MOTION CARRIED. Committee of the Whole (continued) March 16, 2023 91 NEW BUSINESS 9.1 Request for Decision prepared March 10, 2023 - Regional CAOs - Regional Equity, Diversity, and Inclusion Shared Position. Tara Maguire, Deputy CAO reviewed the Request for Decision prepared March 10, 2023 regarding a Regional Equity, Diversity, and Inclusion Shared Position. She noted that this has been discussed by the Mayors and Wardens over the past year and at the January meeting the CAOs were given direction to prepare a model and budget to hire a regional coordinator to lead the work. She outlined the budget information. A discussion was held regarding where other units are with their local Equity, Diversity, and Inclusion Committees; some have one in place and others are waiting for the regional committee. Also discussed was the funding formula, term position housed here (1-2 days per wee) similar to the Accessibility Coordinator position, consistency across Lunenburg County, whether to keep the local EDI Committee, additional layers of committees, length of the term, and the Memorandum of Understanding. It was suggested that the Municipality’s EDI Committee review the information and provide some feedback on the regional committee. 2023-100 MOVED by Councillor Connors, SECONDED by Councillor Assaff that the Committee of the Whole recommend to Council to provide the information provided in the Request for Decision prepared March 10, 2023 (Regional CAOs) regarding the proposed Regional Equity, Diversity, and Inclusion Shared Position. ALL IN FAVOUR. MOTION CARRIED. MINUTES OF PREVIOUS MEETING 4.1 Committee of the Whole – March 2, 2023 – Warden Webber. 4.2 Committee of the Whole – March 9, 2023 – Warden Webber. 2023-101 MOVED by Councillor Church, SECONDED by Deputy Warden Shatford that the minutes of Committee of the Whole meetings of March 2, 2023 be approved as circulated. ALL IN FAVOUR. MOTION CARRIED. 2022-102 MOVED by Councillor Church, SECONDED by Councillor Assaff Deputy Warden Shatford that the minutes of Committee of the Whole meetings of March 9, 2023 be approved as circulated. ALL IN FAVOUR. MOTION CARRIED. Committee of the Whole (continued) March 16, 2023 92 PUBLIC PRESENTATIONS/APPOINTMENTS There were no public presentations. NEW BUSINESS 9.2 Request for Decision prepared March 10, 2023 - Corporate & Strategic Management - Cost of Living Considerations - Salary for 2023/24. Tara Maguire, Deputy CAO reviewed the Request for Decision prepared March 10, 2023 - Cost of Living Considerations - Salary for 2023/24, noting that the number used is All Items for NS. The Cost of Living is traditionally approved prior to the April 1 fiscal year to make a smooth transition. It was noted that the number is high, but so is the cost of living. Deputy Warden Shatford and Councillor Connors noted that some other organizations are using different numbers. It was noted that there are various formulas that can be used, but this is the number that is included in policy and has been used consistently for many years. 2023-103 MOVED by Councillor Veinotte, SECONDED by Deputy Warden Shatford that the Committee of the Whole recommend to Council to approve the annual Cost of Living at 7.5% (All Items for Nova Scotia Annual Average) for 2023/24 by: • Approving the Draft 2023/24 Employee Salary Bands - Approve the Cost-of- Living increase by the Consumer Price Index – All Items for Nova Scotia Annual Average 2022 by 7.5% Effective April 1, 2023. And • Recommend the amendment to Policy P-09 Warden, Deputy Warden, and Councillors Salaries - Give Notice of Intention to Amend Policy P-09 Sections A, B, and C to increase annual remuneration Cost of Living by the Consumer Price Index – All Items for Nova Scotia 2021 by 7.5% Effective April 1, 2023. DISCUSSION: Councillor Veinotte noted that the Cost of Living is a high amount, but not so many years ago it was 0.3% - it seems to be smoothing out. ALL IN FAVOUR. MOTION CARRIED. IN CAMERA 10.1 In Camera as per Section 22(2)(a) of the Municipal Government Act - Acquisition, sale, lease, and security of municipal property - Fox Point. 2023-104 MOVED by Deputy Warden Shatford, SECONDED by Councillor Church the meeting convene “In Camera” as per Section 22(2)(a) of the Municipal Government Act - Committee of the Whole (continued) March 16, 2023 93 Acquisition, sale, lease, and security of municipal property - Fox Point. ALL IN FAVOUR. MOTION CARRIED. Following a meeting held In Camera the meeting reconvened. A recess was called until after the Audit Committee Meeting which was being held at 10:30 a.m. The Committee of the Whole meeting reconvened at 11:07 a.m. CORRESPONDENCE There were no items of Correspondence. BY-LAWS AND POLICIES There were no by-laws or policies for consideration. MATTERS ARISING (continued) 6.2 Request for Decision prepared February 28, 2023 - Community Development & Recreation - Capital Grant Applications Review. Chad Haughn, Director of Community Development & Recreation, was present to review the Request for Decision prepared February 28, 2023 - Capital Grant Applications Review. He outlined the submissions. Small Capital Grant - New Ross Fire Department - $8,640.00. A lengthy discussion was held on the application from the New Ross Fire Department and it was noted that a group of partners (Fire Department, Farmers Association, etc.) are working together on a community project (New Ross Rink at the New Ross Fair Grounds), but the Fire Department was the organization who provided the application. It was noted that the Farmers Market will also be able to put in a request for the same property and could be a potential loophole of different organizations requesting grants for the same property. It was suggested that there should only be one application per location or the applicant must be the owner of the property. 2023-105 MOVED by Councillor Veinotte, SECONDED by Councillor Assaff that the Committee of the Whole recommend to Council to approve a Small Capital Grant Committee of the Whole (continued) March 16, 2023 94 in the amount of $8,640.00 to New Ross Fire Department (Rink Committee). ALL IN FAVOUR. MOTION CARRIED. The Major Capital applications were reviewed and it was noted that all three made presentations to Council.  Chester Municipal Heritage Society - $99,753 (up from $77,766). The Director noted that Carol Nauss had requested an updated amount to be considered - $99,753.  Lighthouse Foodbank - $53,707.  Through the Years Learning Centre - $20,000. It was noted that there is $250,000 in the budget and $173,460 in requests. Discussion took place regarding the following:  Deadline of January 31 and changes in an application sent after the deadline. It was agreed that no changes to applications would be accepted after the deadline.  Revenue outside of the budget year.  Applications from early learning centres - they can apply for capital grants only.  Backing out HST in applications as that would be funds returned. It was agreed that HST would be backed out of the applications.  Merit of railway museum. It was agreed to request Carol Nauss come to Council on March 23rd to outline the plan. The Director confirmed that he would request Ms. Nauss to come in and provide the financial statements and will advise her of the HST rebate concern and group contribution. Net HST amounts would be eligible. 2023-106 MOVED by Deputy Warden Shatford, SECONDED by Councillor Assaff that the Committee of the Whole recommend to Council to approve a Major Capital Grant in the amount of $53,707 to the Lighthouse Foodbank. ALL IN FAVOUR. MOTION CARRIED. 2023-107 MOVED by Deputy Warden Shatford, SECONDED by Councillor Church that the Committee of the Whole recommend to Council to approve a Major Capital Grant in the amount of $20,000 to Through the Years Early Learning Centre. ALL IN FAVOUR. MOTION CARRIED. ADJOURNMENT 2023-108 MOVED by Deputy Warden Shatford, SECONDED by Councillor Church, the meeting adjourn. ALL IN FAVOUR. MOTION CARRIED. (11:50 a.m.) Committee of the Whole (continued) March 16, 2023 95 ___________________________ ___________________________ Allen Webber Pamela Myra Warden Municipal Clerk NOTE: The recorded version of this meeting is available at www.youtube.com/modcvideo. 97 MUNICIPALITY OF THE DISTRICT OF CHESTER Minutes of COMMITTEE OF THE WHOLE - BUDGET 2023/24 Council Chambers 151 King Street, Chester, NS Livestreamed at www.youtube.com/modcvideo On Thursday, March 16, 2023 at 8:45 a.m. CALLED TO ORDER Warden Webber called the meeting to order at 8:47 a.m. Present: District 1 – Councillor Andre Veinotte District 2 – Deputy Warden Floyd Shatford District 3 – Councillor Derek Wells District 4 – Warden Allen Webber District 5 – Councillor Abdella Assaff District 6 – Councillor Tina Connors District 7 – Councillor Sharon Church Staff: Dan McDougall, CAO Tara Maguire, Deputy CAO Pamela Myra, Municipal Clerk Jennifer Webber, Communications & Outreach Officer Tim Topping, Director of Financial & Information Services Matthew Blair, Director of Infrastructure & Operations Chad Haughn, Director of Community Development & Recreation Solicitor: Samuel Lamey 2023/24 BUDGET Present was Tim Topping, Director of Financial & Information Services who provided an update from the March 9, 2023 Budget discussions and changes determined. Then Council will discuss how to balance the budget with the changes and discussions of today. He reviewed changes made since the March 9, 2023 meeting and included in the information provided, noting that surplus is down to $433,283. COMMITTEE OF THE WHOLE - BUDGET (continued) March 16, 2023 102 The CAO noted that page 40 included “parking lot” items that have not been included. The majority of them are one-time items. If there is a decision after receiving a report from staff to invest in the moorings program, it would primarily be one-time costs. One technique in budgeting is to transfer to reserves from general reserves 100,000 for unbudgeted items. Or identify specific numbers for others. Deputy Warden Shatford noted that it makes sense to put some funds in for unbudgeted items. The CAO outlined costs that had been incurred by MODL for the installation of moorings ($3,000) and noted that MICA had asked for six in this Municipality. This would include future costs for annual operating and inspection. With regard to the Haughn property we are expecting an update and presentation from the society. An Arts and Culture Funding Strategy was discussed and it wads noted that there is presently $25,000 in the budget for the Chester Art Centre. It was noted that the Chester Playhouse is also interested in applying to become a line item for funding. Councillor Veinotte asked if it was or intent to hire a consultant to say this is how to fund arts in your community. The Deputy CAO noted that Council approved the strategy; some of the work would be done in- house and there is $25,000 earmarked for consultants. If something comes out of that - a new grant program for example - that is what the parking lot item is. There may be more costs related to a strategy. Whether the strategy tells you it would be appropriate for funding other organizations is something we will learn. It was noted that there are other groups interested. Deputy Warden Shatford asked if there should be a strategy first and then determine a budget. He would not want to give an organization a grant and then have the strategy say that they should be funded less than that. Day cares were briefly discussed and it was noted that one organization is not a day care but is actually a family resource centre. It was noted that if the daycares come off, they should have a year’s notice that they are coming off the list. It was agreed that the day care component needs to be separate from the resource centre component. COMMITTEE OF THE WHOLE - BUDGET (continued) March 16, 2023 103 Deputy Warden Shatford noted that previously they were restricted but now can apply for operating grants. Councillor Connors noted that years ago the other organizations were offering those programs, whereas now they are not. It is important to her community to explore. Those that we are taking off we will give them a year’s notice. Deputy Warden Shatford suggested reducing the commercial rate to $1.45 and the residential rate drop by .05 cents, leaving $245,000 in surplus. Councillor Veinotte suggested a residential/resource rate of 69.5 cents per $100 of assessment and $1.50 for commercial with the remaining to go to reserve. Warden Webber noted that it would be good to put some into reserve, because there is so much on the go. The CAO noted that deed transfer tax can be volatile. It was suggested that the deed transfer be increased to 60% from 50% in reserves to tackle infrastructure programs. It could be changed at a later date. Allen asked if we Council agreed to increase the deed transfer tax transfer by 10% could we still afford to drop the residential and commercial rates. Councillor Veinotte noted that he would like to give a break to someone who owns a house and Warden Webber noted that residential assessments are capped and we provide a low-income benefit to residential taxpayers. Commercial properties are not capped and not eligible for grants that we provide. Councillor Connors noted that there haven’t been a great number of units who have set their tax rates. She did a Google search. The property tax rebate we offer is not better than other units and they have a healthier drop of ½ cent for residential. She prefers the one cent decrease for the residential rate and a three cent decrease for the commercial rate. All agreed to a one cent drop in the residential rate and a three cent drop in the commercial rate, with the rest in reserve for infrastructure development fund. COMMITTEE OF THE WHOLE - BUDGET (continued) March 16, 2023 104 2023-109 MOVED by Councillor Assaff, SECONDED by Councillor Church that the Committee of the Whole recommend to Council to direct staff to revise the 2023/24 budget based on discussion today to: • Reduce the Residential/Resource Tax Rate by One Cent; and • Reduce the Commercial Tax Rate by Three Cents; and • Transfer Surplus to Reserve for Infrastructure Development; and Bring forward a revised budget and motions for Council’s consideration. ALL IN FAVOUR. MOTION CARRIED. 2023-110 MOVED by Councillor Assaff, SECONDED by Councillor Church the meeting adjourn. ALL IN FAVOUR. MOTION CARRIED. (12:33 a.m.) _________________________________ _________________________________ Allen Webber Pamela Myra Warden Municipal Clerk NOTE: The recorded version of this meeting is available at www.youtube.com/modcvideo. REQUEST FOR DECISION REPORT TO: Municipal Council MEETING DATE: April 6, 2023 DEPARTMENT: Community Development & Recreation SUBJECT: Public Moorings ORIGIN: Request From MICA Date: March 29, 2023 Prepared by: Chad Haughn, Director of Community Development & Recreation Date: March 29, 2023 Reviewed by: Mathew Blair, Director of Infrastructure & Operations Date: March 30, 2023 Authorized by: Tara Maguire, CAO RECOMMENDED MOTION It is recommended that Council approve participation in the public mooring project and the cost associated with the installation of six public moorings in the waters near Chester. CURRENT SITUATION The 2023 boating season is approaching and in preparation Council needs to make a final decision on whether or not they would like to participate in a public moorings project in partnership with the Mahone Island Conservation Association (MICA). BACKGROUND On September 15, 2022, members of the Mahone Island Conservation Association (MICA) presented a public moorings project to Council. MICA had previously partnered with MODL who was granted approval from the Province to install 24 public moorings at various islands in their district. In 2022, 6 of those moorings were installed and the remaining 18 are planned for installation in 2023. MICA requested that the Municipality of Chester join the project and establish similar public moorings at several locations in the Chester area. The installation of public moorings is important because of the increase in private moorings around islands and the challenges associated with them. The main challenges with private moorings, as outlined in the MICA presentation of September 15, 2022, include: - They ‘stake private claim’ by the owner. - They can restrict access to the shore. - Most are set in preferred popular locations. - They reduce space available for anchoring. - Unattended or abandoned moorings are a hazard. - They are contrary to the work MICA and partners have worked for acquiring islands for public use. The public moorings would be identified with a distinctive colored ball and would be marked “Public Mooring”. A tag would also be attached to the pennant that outlines the proper use of the mooring. They would be installed at MICA owned islands and specific locations will be selected in partnership with MICA representatives. R e q u e s t f o r D e c i s i o n P a g e | 2 On January 11, 2023 MOC staff participated in a meeting with representatives from MODL, MICA and NS Department of Natural Resources and Renewables (DNRR) staff and Minister about the project. DNRR plan to use an educational approach in dealing with private mooring owners. They are supportive of the project and are willing to work together on outcomes such as transition of private moorings to public moorings, installation of public moorings and removal of illegal moorings as appropriate. DISCUSSION Municipal staff have had preliminary discussions with MODL and are aware of the process and costs associated with the mooring installation and maintenance. MICA has suggested 6 moorings for the Chester area, two each at Birch, Squid and Clay islands. If Council chooses to proceed with this project, staff would work with MICA representatives to select the optimal locations for each site. Staff will then follow the proper application and approval process through DNRR. OPTIONS 1. Approve the recommendation to install 6 moorings as outlined above. 2. Take no action and notify MICA that the Municipality will not participate in the public mooring project. 3. Provide alternative direction to staff related to the public moorings project. IMPLICATIONS By-Law/Policy NA Financial/budgetary Initial cost to purchase and install moorings: $1,700 each x 6 moorings = $10,200 Annual Costs: There will be annual mooring winterization costs. $100 each x 6 moorings = $600 Note – MOC staff will use the same specifications for the moorings that have already been developed. Specifications include things such as size of bottom mooring block, type and length of chain, size and length of pennant, size and wording of notification tag. Environmental NA Strategic Priorities The installation of public moorings will assist the Municipality in advancing the following Priority Outcomes of the 2021-24 Strategic Priorities Framework: Priority Outcomes: Economic Development 1. Position the Municipality as Nova Scotia’s south shore community of choice for residents, businesses, and organizations, and as an international tourism destination. R e q u e s t f o r D e c i s i o n P a g e | 3 Priority Outcomes: Healthy & Vibrant Communities 1. Ensure residents have access to facilities, natural assets, programs, and services that enrich a quality of life and provide safe communities for residents and visitors alike. Priority Outcomes: Infrastructure & Service Delivery 1. Create efficiencies through innovative service delivery, and proactive maintenance and operations of existing infrastructure. Work Program Implications If a decision is made to proceed with the moorings project, the Infrastructure & Operations Department will lead the work to install and maintain the moorings. Staff will continue to work with MICA and MODL staff to efficiently install and maintain the moorings. This work will either happen directly with a contracted company or in partnership with MODL. Has Legal review been completed? ___ Yes _ X_ No __ N/A COMMUNICATIONS (INTERNAL/EXTERNAL) If this project proceeds, staff will work on communication options through our own communications tools (i.e. newsletter, social media) as well as work with MICA, who have already begun to promote public moorings. Main elements of the project such as location of the moorings and proper use of the moorings will be promoted. ATTACHMENTS NA INFORMATION REPORT REPORT TO: Committee of the Whole MEETING DATE: April 6, 2023 DEPARTMENT: Corporate & Strategic Management SUBJECT: SSTC Formula Update ORIGIN: 2022-480 Date: March 1, 2023 Prepared by: Olivia Corkum, Community Economic Development Officer Date: March 22, 2023 Reviewed by: Erin Lowe, Senior Economic Development Officer Date: March 31, 2023 Authorized by: Tara Maguire, Deputy CAO CURRENT SITUATION South Shore Tourism Cooperative (SSTC) has re-evaluated the formula dictating annual budgeted contribution amounts from governmental partners. BACKGROUND This originates from a Sept. 15, 2022, presentation by SSTC board members, Peter Cullen and Joanne Cooper, requesting Council to support operational funding of SSTC as a budgetary line item moving forward. Historically, most of the funding has been provided to SSTC through annual tourism grants. In November 2022, Council approved the addition of South Shore Tourism Cooperative to the budget as a line item in the amount of $4,221.66 subject to confirmation that the funding formula being used is correct. DISCUSSION/UPDATES Staff contacted the SSTC to confirm the funding formula for governmental contribution in November 2022. This request prompted SSTC to re-evaluate the formula the organization has used in the past, resulting in a delay in response to the Municipality’s request. Staff received the funding formula details from the SSTC in February 2023. The new formula consists of: 1) An overall base rate of $500, or $1000 if the population comprises 5,000 people or more), plus 2) 20 per cent of the population, converted into dollars SSTC’s ask from local government units for 2023/24 are outlined in Figure 1: SSTC Government Contribution Request under attachments. Their ask of the Municipality of Chester for this period is $3,138.60. Our annual contribution amount will remain the same until the next census data becomes available. Additionally, contributions are capped at $5,000 per unit. This concept has been approved current governmental partners on the board and if a partner chooses not to pay, other units will not be asked to cover their share. R e q u e s t f o r D e c i s i o n P a g e | 2 ATTACHMENTS Figure 1: SSTC Government Contribution Request Received from: SSTC – Feb. 28, 2023