HomeMy Public PortalAboutCOW A 2014-07-24MUNICIPALITY OF THE DISTRICT OF CHESTER
COMMITTEE OF THE WHOLE
Thursday, July 24, 2014 – 8:45 a.m.
AGENDA
1. MEETING CALLED TO ORDER.
2. MINUTES OF PREVIOUS MEETING:
2.1 Committee of the Whole – July 3, 2014
3. MATTERS ARISING:
3.1 Financial Report – Quarterly report from April 1, 2014 to June 30, 2014
4. CAO REPORT/STRATEGIC PLAN UPDATE:
4.1 CAO Report – July 24, 2014
5. CORRESPONDENCE:
5.1 Memo from Bruce Blackwood, Fire Services Coordinator dated June 12, 2014 regarding
Municipal Firefighter Long Services Awards (appointment at 9:00 a.m.)
5.2 Memo from Matthew Davidson, Director of Public Works dated June 14, 2014 regarding
Sludge Removal and Disposal Services (appointment at 9:20 a.m.)
5.3 Report from Lyle Russell, Assistant Engineer dated July 21, 2014 regarding Award
Recommendation – Tender T-2014-005 Public Works Maintenance Truck (appointment at 9:40
a.m.)
5.4 Follow-up report from Tara Maguire, Director of Community Development regarding 3976
and 3980 North Street concerning Highway 3 Commercial zone implications.
5.5 Letter of response from Shoreham Village dated July 8, 2014 regarding confirming the
response from the Department of Health and Wellness regarding the request to them for
additional operational funding to offset the $30,000 increase in our 2014-15 sewer tax.
6. NEW BUSINESS.
7. ADJOURNMENT.
APPOINTMENTS ARRANGED
8:45 a.m. Producer Dawn Harwood-Jones regarding Music Video Shout
9:00 a.m. Bruce Blackwood, Fire Services Coordinator regarding Municipal Firefighter Long Services
Awards (see item 5.1)
9:20 a.m. Director of Public Works and Director of Solid Waste regarding Sludge and Dewatering Truck
9:40 a.m. Lyle Russell, Assistant Engineer regarding Four Wheel Drive Municipal Truck Tender.
In Camera following regular session under Section 22 of the MGA if required
MUNICIPALITYOFTHE
DISTRICTOFCHESTER
MEMO
DATE: July24, 2014
TO: CommitteeoftheWhole
FROM: ErinBeaudin
DEPARTMENT: OfficeoftheCAOandMunicipalClerk
SUBJECT: CAOReport
1.Maintainahighleveloffiscalresponsibility;
The2013-14AuditedFinancialStatementshavenowbeenapprovedbyCouncil;
TheQuarterlyFinancialReportforApril1 – June30 hasbeenpreparedandisattachedforth
information;
StaffareintheprocessofsubmittingallfinancialreportsrequiredbytheProvince.
2. Continuallyimprovepublicsatisfactionwithmunicipalservices;
TheexternalauditfieldworkforourISOCertificationbeganlastweek. Theinitialmanagement
reviewoftheauditresultswilltakeplacethefirstweekofAugust. Thegoalremainstohave
certificationinplacebytheendofAugust2014.
3. Ensuresufficientinfrastructureisavailabletobestserveourresidentsandbusinesses;
WehavesentinourapplicationfortherenewaloftheWesternShoreNSEapprovaltooperatethe
WastewaterTreatmentplant;
Staffcontinuetomanage theGRWS project. AfundingapplicationtotheProvincehasbeen
submittedandSNCLavalinareintheprocessoffinalizingthedetaileddrawings, whichare
expectedbyJuly30; th
TheCell3Aconstructionprojecthascommencedandisprogressingwell. Itisonscheduleand
budgetsofar. Therewillbeenoughspaceintheexistingcelltoaccommodatewasteuntilthenew
celliscompleted.
TheCAOhashaddiscussionswiththeVillageClerkaboutacquiringtheiroldPumperTruckforuse
atKaizerMeadow. TheVillagewillbeorganizingameetingshortlytodiscussoptions;
DraftagreementsforthesaleoftheBoatPumpOuthavebeenpreparedandsenttotheVillage
Commissionfortheirreviewandcomment;
MinasBasincontinuetoworkonourEnergyStrategy. Thisprojectisproceedingonscheduleand
wewillreportbacktoCouncilshortlywithfindingsandrecommendationstodate;
Weinstalledbridgeidentificationsignsonall12bridgesandtrailcrossingsingswerepostedatall
themajorroadandtrailintersectionstohighlightthecrossings. Theroadsignswillhelpto
increasethevisibilityofthetrailwithinthecommunityandhopefullyhelptomakedriversmore
awareofthetrailanditsusers. Alltrailsafetysigns (i.e. stop, bridgeahead) thatwereidentifiedas
missingorbrokenintheSpringinspectionhavebeenrepairedorreplaced;
RecreationstaffandNewRossRegionalDevelopmentSocietyvolunteerscompletedatrail
inspectionoftheNewRossLionsTrailonFriday, July11. Thetrailisingreatconditionbutdoes
requiresomebrushcutting, acoupleofbenchesrelocatedandasmallculvertreplaced. Wewill
makearrangementstohavetheworkcompletedinthenearfuture;
4. Strengthenandsupportenvironmental, cultural, andsocialresources;
The “HottestNightoftheYear” fundraisertookplaceonSaturday, July5, despitethetropicalstorm
andlackofpower. TherewasagreatturnoutandaportionoffundswillbegiventoPROKids.
AnotherfundraiserwasorganizedbylocalbasketballcoachDonWeaglewhoputtogethera3-on-3
basketballtournamentwhichtookplaceonJuly12 & 13. AllproceedsfromtheeventwillgotoPRO
Kids. Finally, theChesterOldTimersHockeyGrouparemakingadonationtoPROKidsfromfunds
theyaccumulatedoverthepastyear;AftertheJuly5 tropicalstormatrailinspectionwasrequiredth
toassessthedamagecausedbythestorm. Theinspectionresultedintheremovalofapproximately
25-30treesofvarioussizesthathadfallenandcreatedahazardfortrailusers. Anofficialdamage
reportwassubmittedtotheDepartmentofNaturalResourcesupontheirrequest.
Treesblowndownontrailafterthetropicalstorm. NewtrailcrossingsignatEastRiver.
Summerstaffhavecompletedtheirorientationandtrainingandhavebeguntoworkprogramsand
events. StaffattendedcombinedtrainingwiththeotherRecreationDepartmentsinLunenburg
QueensontopicssuchasHighFive, SunSafetyandLeadershipSkills;
Wehadafewearlysummerprogramscancelledduetolowregistrationbutotherssuchasour
Tancooktrip, CandleMakingandAnimalManiahavehadgoodnumbers. Wehadabout75people
involvedinacommunitygameofHumansvsZombiesattheHubbardsBarnonJuly7. “Picnicinth
thePark”, organizedinpartnershipwiththeChesterMunicipalHeritageSociety, startedonJuly8
andwehadover80peoplethefirstweek;
Canada’sParkDaywasSaturday, July19 andtheDepartmentofNaturalResourcescelebratedatth
ourveryownGravesIslandProvincialPark. TheRecreationDepartmentpartneredwithDNRinthe
planningandhelpeddeliversomefunprogramstofamilies;
Staffareworkingonaregionalcommitteetosecureadditional “FacilityAccessFunding” tohelpget
morepeopleusinglocalrecreation & sportfacilitiesthisFall & Winter;
WehadaninlineskatingeventattheSkateParkinJunewithskatersfromallovertheMaritimes
attending;
ThefirstdraftoftheupdatedActiveLivingStrategyisalmostcomplete;
TherewasaFederalFundingAnnouncementfortrails (NationalTrailsCoalition), wewillbe
submittinganapplicationbytheAugust15 deadline; th
SouthShoreConnectors – twostudentswillbetravelingthesouthshorethissummerusingonly
activetransportation. Theywilltakephotosandvideosofallthegreatthingstoseeanddoonthe
southshore. Theinformationwillbeusedaspartofsouthshoreconnect.ca;
StaffhavestartedtoworkontheCrosswalkFlagprogramwithintheMunicipality;
Bruceisworkingtofinalizethetestingprogramforourvermicompostingmachinefor2014-15to
utilizethefundingwereceivedfromtheRRFB.
5. ContinuallyreinforcethepositiveimageoftheMunicipalitythroughleadershipinpublic
engagementandcommunication
Weareintheprocessofworkingonchangestoourwebsitestructureaspartofourre-design;
StaffhavespokenseveraltimeswithrepsfromNewRossRegionalDevelopmentSocietytohelp
withgettingtheirwebsiterefreshofftheground;
Ongoingitems:
CompletedJuly/Augustnewslettero
CompletedCouncilmeetingsummarieso
Socialmedia (13newfollowersonTwittersinceJune17…nowat486; 4newlikesono
FB…nowat256)
Website (2,466usersfromJune13toJuly13accordingtoGoogleAnalytics) o
HelpedstaffandCouncillorswithvariousthings (Intranet, website, letterofsupport, article) o
MunicipalAlerts (includinganti-spamlegislationrequest – 45peoplerespondedyes) o
CTVCommunityCorrespondentspot (twice) o
6. Promoteconditionsconducivetofosteringeconomicprosperity.
VillageBusinessCoreWaterProject
MarianneisworkingtodeterminethecostsofproceedingwiththeprojectsothatCouncilo
canmakeadecisiononwhetherornottoproceed;
CouncillorArmstrongisassistingMarianneinreachingthebusinessesandresidentsthato
didnotrespondtotheinitialsurvey;
MarianneisworkingwiththeFriendsofOakIslandregarding their planforanewOakIsland
Museumandanincreasednumberofsummertours;
MarianneisworkingwiththeNewRossFamilyResourceCenteronafoodsustainabilityproject;
WecontinuetoparticipateontheWhyHereSteeringCommittee;
Adrafttermsofreferencefortheindustrial parkstudyhavebeendevelopedandwehave
submittedafundingapplicationtotheProvince. Thetermsofreferencewillbecomingbackto
Councilinthenextweekortwoforfeedback.
7. Ongoingoperationalupdates
BruceBlackwoodhasbeencertifiedasa level1FireInspector;
Canada’santi-spamlegislationcameintoeffectonJuly1, 2014. Someofthebusinessthatthe
Recreation & ParksDepartmentconductsfallsunderthelegislation (i.e. thesaleofrecreation
programs) sowewererequiredtogetconsentfromindividualsandorganizationstosendthem
messagesthroughanyelectronicmeansincludingemailandActiveNeteblasts. Wealsonow
providedetailedcontactinformationaswellasanoptionto “unsubscribe”, twoimportantpartsof
thelegislation. ThiswasdonepriortotheJuly1 deadlinesowearenowincompliancewiththisst
legislation;
AllenandBruceprovidedatourofourwindturbinetodignitariesfromKazahkstan. Itisalwaysa
goodthingtogetinternationalexposureforourprojects;
JeffreyBordenhasacceptedthepositionofWastewaterFacilitiesSupervisorandwillstartwithus
onAugust18!; th
MarkJamieson, ourpart-timeBuildingOfficial, willbeleavingustopursueafulltimepositionwith
EastHants. HislastdaywillbeJuly26; th
SarahMcKelvie hasacceptedthePlanningandResearchAnalystpositioninCommunity
Development. ThisisaoneyeartermpositionandreplacesJamiwhilesheisoff. Sarahwillbe
startingwithusonJuly21. st