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HomeMy Public PortalAbout2015-08-20_COW_Public Agenda Package (addition - last page 6.3)MUNICIPALITY OF THE DISTRICT OF CHESTER COMMITTEE OF THE WHOLE Thursday, August 20, 2015 - 8:45 a.m. AGENDA 1. MEETING CALLED TO ORDER. 2. MINUTES OF PREVIOUS MEETING: 2.1 Committee of the Whole - July 23, 2015 3. MATTERS ARISING: 3.1 Request for Decision dated July 29, 2015 from Director of Solid Waste regarding Special Collection. 3.2 Request for Decision dated August 4, 2015 from Fire Services Coordinator regarding Funding Support for Fire Services District Programs. 4. CORRESPONDENCE: 4.1 Email from UNSM Info dated August 10, 2015 regarding an invitation from Town of Windsor to Mayors, Wardens, Councillors, and CAO's, all units to a "Drive to Action" Breakfast Panel taking place on Friday, September 11 at the Avon Golf and Country Club in Falmouth from 8:00 a.m. to 11:00 a.m. - the purpose of the panel is to discuss various economic development initiatives taking place in regions across Nova Scotia. 4.2 Email from David Atchison, AMANS regarding request from the Department of Municipal Affairs seeking feedback on proposed changed to the Municipal Government Act as follows: a) Discussion Paper - Municipal Government and School Board Elections - Proposed Changes, Current Issues, and Discussion Questions - Summer 2015 (Feedback will be accepted by mail or email until September 4th, 2015 and submitted to: localelections@novascotia.ca or Minister of Municipal Affairs, PO Box 216, Halifax, NS B3J 2M4. b) Department of Municipal Affairs - Participant Feedback from the Local Elections Workshops held in July. S. GRANT REQUESTS: 5.1 Grant Requests: a. Hubbards Community Waterfront Association - $1,000 (Tourism) b. Royal Canadian Legion Branch #88 Chester Basin - $950 6. NEW BUSINESS: 6.1 Wind Turbine Monthly Report - July 2015. 6.2 Report - Gold River Bridge Repairs. 7. ADJOURNMENT. Page 1 of 1 Ty NI CHE LT R MUNICIPALITY OF THE 4 DISTRICT OF CHESTER REQUEST FOR DECISION (OR DIRECTION) REPORT TO Council SUBMITTED BY Bruce Forest, Director of Solid Waste DATE July 29, 2015 SUBJECT Special Collection ORIGIN C 0 W - July 23, 2015 3.1 CURRENT SITUATION: Currently, our Municipality offers two special collections; one in the spring and one in the fall. Our spring collection is in April and the fall collection is in October. RECOMMENDATION: We recommend to move the spring special from April to the last two weeks of June, and to keep the last two weeks of October for the fall collection. BACKGROUND: In 2014, the Municipality decided to reduce our special collections from four times per year to two times per year. The collections that were dropped were a winter collection in January and a summer collection in July. DISCUSSION: When the decision was made to reduce the number of special collections, there was some concern about summer residents not receiving a collection. At the time, we were going to monitor the situation to see how it worked out. We have received a number of complaints from residents not having access to a curbside special collection event during the summer months. IMPLICATIONS: The recommendation to move the spring collection into June is in response to complaints we have received from the public. Most of the people we have heard from are summer residents who feel they are not being serviced by our two present collections. We will have to consider how many complaints we will receive from all other residents with the moving of the spring collection. Almost all municipalities that operate with two collections do so in spring and fall. The spring collection is the heavier are two collections. 1 Policy: Collection frequency is at the discretion of Council. 2 Financial/Budgetary: There is no financial implication to move our spring special collection. 3 Environmental: There is no environmental impact from moving our collection date. 4 Strategic Plan: #2 - Continually improve public satisfaction with municipal services. 5 Work Program Implications The collector has approved the recommended new dates. The Kaizer Meadow site will not be impacted by the change. 6 Consultation/Communications (External v Internal) N/A ATTACHMENTS: Email from Pam Myra. Letter from Peggie Wood. OPTIONS: The April collection needs to be moved based on possible snow/weather conditions. Other options would include considering adding a summer collection, for a total of three collections per year. The price quoted in the collection contract was $21,218.00 per collection. Prepared BY Bruce Forest Date July 29, 2015 Reviewed BY Date Authorized BY Date C1 / 0 !drefs Oriviral to /4,FM11^. �sW2.�R.g'� y:R,,,,,R"JK/'k. F.✓ LA1w'7.+�!/M✓'O"'".f+%_ F'"" J�/-�y 'l.I� w.I Il��,-k,�r�^.✓"'a�..�'�=�'/�/(.Lt�w�•'�lY��w��«�.� .!'"1�..1."�'"�.� M1 ,.�,��,7.,�k'„�%�' Ar A` ullW'6�.+•�wJ�l M� fJ�.r4p ✓.sG .M"v^'7na..w'rG/:�RI+�14a:MPYW'W.",�•.FPC.rt^» �j�+. "lw.""'f,.'/C/�'�.✓•o"r 4.r;�"� flay /���° C�'cd r ✓ ay c.e el"d, M REPORT TO: SUBMITTED BY DATE: SUBJECT: ORIGIN: CURRENT SITUATION: MUNICIPALITY OF THE DISTRICT OF CHESTER REQUEST FOR DECISION Tammy Wilson Bruce Blackwood, Fire Services Coordinator 04 August 2015 Funding Support for Fire Services District Programs Fire Services Budget 3.2 Following a request (June 5, 2015) from the Chester Basin Volunteer Fire Department on behalf of the organizers, the Fire Services Coordinator submitted a cheque requisition in the amount of $ 400 to support the 3rd annual Female Firefighters Networking and Training Day scheduled for October 25, 2015 at the Dayspring and District Fire Department. Funding is intended to be allocated from the Fire Services District training budget. RECOMMENDATION: The Female Firefighters Training Day is in its 3rd year and has been historically supported by the Municipality. It is recommended that the Municipality continue its support to this firefighter training day. In the past such support has come directly from the fire services budget. As the funding support is general in nature and is not attributed to or reimbursement for any specific direct expense, it should be considered as a sponsorship or grant request requiring Council approval. Actual funds would continue to be budgeted in Fire Services. BACKGROUND: The Female Firefighters Training Day is open to active female firefighters in Lunenburg and Queens Counties. The event has been held successfully in the past at Lunenburg FD and Riverport FD. The Municipality of Chester has provided the same funding for these past two training days. Female firefighters with MODC have attended and all have benefited from the peer to peer networking, information sessions and both theoretical and hands on training. The attendance continues to grow each year. DISCUSSION: The Fire Services budget each year provides limited funding for support of district wide training programs that supplement Department training programs and benefit our fire services across the Municipality. Funding may fall into several categories ranging from general support to reimbursement for expenses. IMPLICATIONS: 1 Policy: There is currently no policy on fire services funding. 2 Financial/Budgetary: Funding and direct expense for district firefighter training is currently provided in the Fire Services budget. 3 Environmental: Not applicable. 4 Strategic Plan: Goal 2: The Municipality will continually improve satisfaction with municipal services. 5 Work Program Implications: Staff co-ordination required for communication and follow ups of district training events. ATTACHMENTS: 1. Funding Request from Chester Basin Volunteer Fire Department, June 5, 2015 OPTIONS: 1. Approve the request to support the Female Firefighters Training Day and direct staff to include future requests for non -direct funding to a workshop on Council grants and sponsorship. 2. Not approve the funding request to support the Female Firefighters Training Day. Prepared BY Bruce Blackwood, Fire Services Date 4 August 2015 Coordinator Reviewed BY Tara Maguire, Director, Comm. Date 4 August 2015 D ev't. Authorized BY Tammy Wilson, CAO Date AMOUNT S PAYABLE TO and ADDRESS: 2e be?Ame..t 431 �o o J SA 2 .Ra.t QS 6�v i s C� CHEQUE REQUISITION _$ 00 , oo VCH # Goods/Services Rec'd Prices/Ext. Checked HST Code (YES) 2 (NO) TOTAL G/L Accounty b o — Za 2Z 00 Date to be Paid Date Return Cheque To: Submitted: Or Mail Cheque As Is: Dept. Approval Admin Approval PLEASE ATTACH SUPPORTING DOCUMENTS/INVOICES. ANY SPECIAL INSTRUCTIONS: $ 40o , ao J /� �M� � � a', � , � G � � l � �-- -, ►,.e �- � ��� tis �ye-� �.9��.,�c �� � A j BRIEF EXPLANATION: V V1 C", pA l'S nl N �J4 l �CA-cla ZS , io cs . s i Vv CHESTER BASIN VOLUNTEER FIRE DEPT. BOX 94 - CHESTER BASIN, N.S. B0J 1 KO GENERAL INQUIRIES 902-275-5525 FAX 902-275-5520 June 5`h/15 Dear Bruce, On behalf of the Lunen burg/Queens County Female Firefighters Networking Day committee, I am writing to you requesting a financial donation towards this event from the Chester Municipality. For the past two years, Chester Municipality has given $400 each year towards this event which enables female firefighters to meet and learn firefighting skills together. This year's event is being hosted by the Dayspring Fire Department on Sunday, October 25`h. We have invited Andrea Speranza (founder of Camp Courage) to give an inspirational message and hype up the day. This will be followed with pre- planning for the afternoon sessions which include skills around Vehicle Fires, Vehicle Extraction & Vehicle Stabilization. Lunch is included for participants and the cost per participant is $25.00, thanks to the help from all of our sponsors. Info for all fire departments, specifically female members, will be forthcoming. If the Chester Municipality will once again help sponsor this event, the cheque can be written to Bridgewater Fire Department (attention Tammy Harris) and please make note that the donation is for the 2015 Female Firefighter Networking Day. If you require further information, please feel free to contact me. Sincerely, Wendy Rafuse Pam Myra oj —1 UNSM From: Mond Info <Infgust 1 , 2015 11 Sent: Monday, August 10, 2015 11:03 AM ►�_' // To: Tracy Verbeke Subject: "DRIVE TO ACTION" BREAKFAST PANEL --Action Required: For Information Purposes TO: Mayors, Wardens, Councillors and CAO's, all units: RE: "DRIVE TO ACTION" BREAKFAST PANEL Mayor Paul Beazley from the Town of Windsor would like to invite you to a "Drive to Action" Breakfast Panel taking place on: Friday, September 11 Avon Golf and Country Club 595 Falmouth Back Rd, Falmouth 8:00 a.m. - 11:00 a.m. The purpose of the panel is to discuss various economic development initiatives taking place in regions across Nova Scotia. Panel members include: Dianne Kelderman, President of Atlantic Economics, a firm specializing in economic analysis and development, related public policy and alternative governance. Danny Graham, Chief Engagement Officer with Engage NS and Management Team Member of the law firm McInnes Cooper Eleanor Beaton, an award-winning business journalist, women's leadership coach and the founder of Fierce Feminine Leadership, a leadership development company for emerging women leaders. For more information or to register for this event, visit htt42://w«-,v.sipchatconnect.com/#!scc-the-big-one/c6o2 and scroll down to Drive to Action Breakfast Panel and click on the "Learn More" link. You can also phone 902- 828-1088. Regards, Lyle Goldberg, Policy Analyst Union of Nova Scotia Municipalities ph. 902423-8673 email: lnoldbetn.ungmca u ! 1 _i Phone: -(902) 423-8331 Fax: (902) 425-5592 www.unsm.ca / 2 Pam Myra From: David Atchison <datchison@amans.ca> Sent: Tuesday, August 11, 2015 8:47 AM To: AMA Maritime List Serve Subject: DMA seeks feedback on proposed changes to the Municipal Elections Act Attachments: ans-elections-discussion-paper.pdf Importance: High This email was forwarded via the AMANS listserv. If you reply to this message it will be sent to all members. To reply privately to the sender - please delete the amans@lists.gov.ns.ca e-mail from the To: Make sure you only have the person you wish to see the message in the To: e-mail address. Good Morning, The Department of Municipal Affairs is seeking feedback on proposed changes to the Municipal Elections Act. I have included the discussion paper on municipal and school board elections as an attachment. Feedback will be accepted by mail or email until September 4`h, 2015. Feedback should be submitted to: locale lectionsPnova scotia.ca or Minister of Municipal Affairs, P.O. Box 216, Halifax, NS B3J 2M4. Kind Regards, David David Atchison Policy Analyst/Project Coordinator AMANS T: (902) 225-2288 1 E: datchisonCa!amans.caI W: www.amans.ca OWN amans "Making municipal government the place to work: Where you can make a difference." You are currently subscribed to amans as: pmyra@chester.ca To unsubscribe send a blank email to leave -550775- 1247256. 27fef774e25f95840d3f473f5618fce2@lists.gov.ns.ca Discussion Paper Municipal Governs, lent and School Board Elections Proposed Changes, Current Issues, and Discussion Questions 469 rm Il 271 IM -1 Lei V Table of Contents Minister's Message.......................................................................................... 2 ExecutiveSummary......................................................................................... 3 How Do I Give My Feedback........................................................................... 4 Part 1: Proposed Changes to Municipal and School Board Elections Legislation ......... ............................................. E • Summary of Proposed Changes to Election Legislation.......................................................... 5 • Discussion of Proposed Changes to Election Legislation...................................................... 6 Part 2: Campaign Financing for Municipal and School Board Elections... ............ ............................... 14 • Discussion Questions .................................................... 15 NextSteps........................................................................................................16 How Do I Give My Feedback.........................................................................16 DISCUSSION PAPER 1 Minister's Message As the Minister of Municipal Affairs, I would like to take this opportunity to invite your feedback on potential changes to municipal and school elections legislation. As we move towards elections in October 2016, the department is striving to engage the public by gathering input on these proposed changes and increasing awareness of local government and the services it provides. The content of this document stems from the work of the Elections Review Committee. I would like to thank the members of the committee for their work towards ensuring that legislation about municipal and school board elections is current and reflects the needs of Nova Scotians. Improving accessibility to electors is one of the key goals of the committee's work. Voter turnout at the municipal level has been consistent for several years, averaging at about 40 per cent province wide. It is hoped, through increased awareness of the importance of local government in the everyday lives of Nova Scotians, that voter turnout will increase. The changes proposed by the Elections Review Committee in this document will also work towards increasing accessibility for electors. �n JWA Zach Churchill Minister Municipal Affairs Executive Summary Part is Proposed Changes to Municipal and School Board Elections Legislation Following each municipal and school board election, the Department of Municipal Affairs and an Elections Review Committee reviews election issues and related legislation. The Elections Review Committee is composed of municipal employees who are election officers that have been directly involved in municipal and school board elections. This committee received and considered comments from elected officials through the Union of Nova Scotia Municipalities. After a review of the 2012 election, the committee is proposing 11 legislation changes. These are summarized in the Table of Proposed Election Legislation Changes in this document. The Department of Municipal Affairs is presenting these proposed changes to municipal and school board staff and elected officials in workshops during the summer 2015. The goal is to simplify the voting process and to improve the voting experience for the public. Part 2: Discussion Section — Campaign Financing, Municipal and School Board Elections The Department of Municipal Affairs would also like to ask for feedback on campaign financing for municipal and school board elections. Refer to the "Current Election Issues & Discussion Questions" section of this document for more information and a list of discussion questions. DISCUSSION PAPER 3 How do I give my feedback? Throughout this document you will see discussion questions. You may wish to answer some or all of these questions directly in your comments, or you may wish to provide general feedback. We invite any and all comments. Please provide your written comment by September 4, 2015: Email: localelections@a novascotia.ca Mail: Minister of Municipal Affairs PO Box 216 Halifax, NS B3J 2M4 4 MUNICIPAL GOVERNMENT AND SCHOOL BOARD ELECTIONS Part 1: Proposed Changes to Municipal and School Board Elections Legislation The 11 proposed legislative changes to the Municipal Elections Act (MEA) are summarized in the table below. The acts in their current form can be found at nslegislature.ca/legc/sol.htm Summary of Proposed Election Legislation Changes Proposed Change Summary 1 Change the residency Change the time frame and place of residence for requirement a person to be considered an ordinary resident. Add a direct reference into the campaign disclosure statement section, emphasizing that there are penalties for non-compliance. Limit the start date of e -voting to the first possible regular advanced poll, which is nine days before ordinary polling day. Create a more accurate voters' list and allow voters to be easily added to the list into October. Change the identification requirements: if the voter doesn't have identification they can swear an oath to affirm their legal identity and address. Stop people from being able to take pictures of the ballots. Let people either put the ballot into the box or hand it to the election officer. Add a statement clarifying whether the candidate is a municipal employee or not, and whether they have obtained leave. Make the same requirements for school board elections as for municipal elections. Change ballot printing requirements to be more flexible and cost effective. Require auditors to take an oath Add electronic auditors to list of those required to 11 relating to confidentiality, when take an oath. using e -voting DISCUSSION PAPER 5 Clarify penalties for not 2 I submitting campaign financing statements Provide consistent dates for 3 all advanced polls, including electronic Finalize the voters' list after 4 election day Allow electors to take an rj oath when they don't have identification 6 Prohibit taking a picture of a ballot Permit voters to physically place 7 their own ballots in the ballot box Clarify that it is the candidate's responsibility to obtain a leave 8 of absence from employment, if required. 9 Require retention of campaign disclosure statements Permit returning officers to 10 determine the quality, color and size of the ballot Add a direct reference into the campaign disclosure statement section, emphasizing that there are penalties for non-compliance. Limit the start date of e -voting to the first possible regular advanced poll, which is nine days before ordinary polling day. Create a more accurate voters' list and allow voters to be easily added to the list into October. Change the identification requirements: if the voter doesn't have identification they can swear an oath to affirm their legal identity and address. Stop people from being able to take pictures of the ballots. Let people either put the ballot into the box or hand it to the election officer. Add a statement clarifying whether the candidate is a municipal employee or not, and whether they have obtained leave. Make the same requirements for school board elections as for municipal elections. Change ballot printing requirements to be more flexible and cost effective. Require auditors to take an oath Add electronic auditors to list of those required to 11 relating to confidentiality, when take an oath. using e -voting DISCUSSION PAPER 5 1. Change the residency requirement for qualified electors for both municipal and school board elections. Current legislation: As per section 14 of the Municipal Elections Act (MEA), a person must be "ordinarily resident" in the municipality or in an area annexed to the municipality for three months prior to ordinary polling day and must continue to reside in the municipality. "Ordinarily resident" is a term defined by section 16 of the MEA and includes criteria such as where the person lives, when they intend to return, and that they live in only one place at a time. It also includes special criteria for determining the "ordinary residence" for students and persons who live at a residence only between the beginning of May and the end of October. Proposed change: Amend the MEA so voters must be ordinarily resident in the province for six months preceding ordinary polling day and ordinarily resident in the municipality on ordinary polling day. In practical terms, this means that if someone moves from one municipality to another within Nova Scotia, they could vote in the municipal election immediately, even if the election were held on the day they move. They wouldn't need to wait for three months in order to vote as they currently do. However, if someone moved from another province to Nova Scotia, they would have to wait six months in order to vote. Reason for the change: • Makes the municipal elections consistent with the provincial elections practices. This will allow the municipalities to use the provincial voters' list. Increases accessibility of the vote for Nova Scotians. Voters who move within the province would be able to vote in a municipal election without having to wait. Additional information: This amendment would have no effect on first-year post -secondary students from Nova Scotia. They will continue to be able to vote in a municipal election in the location of their choice (either in the polling district where their family home is or where they go to school). Out of province students will still have to wait until their second year of post- secondary studies to vote in municipal and school board elections. 6 MUNICIPAL GOVERNMENT AND SCHOOL BOARD ELECTIONS E,> 2. Clarify and emphasize the existing penalties for candidates who do not submit campaign disclosure statements. Current legislation: Section 49 of the Municipal Elections Act contains the following information about campaign financing of municipal and school board elections: Contributions shall be made only to an agent. Contributions shall be deposited into a separate account from the candidate's personal funds. Contributions shall not be anonymous. • Contributions may be deposited into a trust or fund. • Contributions can be services or money. Candidates must file a disclosure statement (Form 40) within 60 days after the election showing the name and address of each contributor whose contributions exceed $50 in total. Disclosure statements must be available for examination at the municipal clerk's office. Only nominated candidates are required to file a disclosure statement. Failure to file a disclosure statement within 60 days is an offence under the act, and a person could be fined up to $2,500 or imprisoned for up to six months. These penalties are outlined in the general penalty section, Section 156 of the MEA. Proposed change: Add a direct reference about the penalties into the campaign disclosure statement section (49(A)(12)). Reason for the change: • Make the penalty clear and emphasize it. The penalty currently exists, but is only found in the general penalties section and not directly referenced in the campaign financing section. DISCUSSION PAPER 7 3. Provide consistent dates for all advance polls, including those conducted by electronic voting. Current legislation: Under section 146A (3) (cc) of the Municipal Elections Act, municipalities are permitted to make a by-law to set any date for the advanced poll for electronic voting. PROPOSED CHANGE: This change will allow the start date of advanced electronic voting to be no earlier than the first possible regular advanced poll, which is nine days before ordinary polling day. Reason for the change • Allows for adequate time for candidates to campaign before voting begins and brings consistency across municipal units. Certain electronic voting polls have been open too far in advance of the first "in-person" advanced poll. Additional information: In 2012, in-person advanced polls were held on October 16 and either October 11 or October 13 (as per the municipal council's choice). Ordinary polling day was October 20. Halifax Regional Municipality had electronic voting available for 12 days (from October 6 to October 18)-60 per cent of voters voted online. Cape Breton Regional Municipality had electronic voting available for 7 days (October 9 to October 16)-32 per cent voted online. 4. Amend the timing of production of the voters' list. Current legislation: Section 40 of the Municipal Elections Act states that the current revision period for the voters' list is July 1 to August 31. The legislation currently requires candidates to be given a copy of the voters' list on nomination day (early September). After that date, candidates are made aware of amendments via copies of "certificates of eligibility" that are sent to candidates each time one is issued. There is no provision in the legislation requiring that candidates be given an updated voters' list at some point during the campaign period. Proposed change: This proposed change would allow for production of an interim voters' list 72 hours (or 3 days) before the first paper ballot poll and production of a final voters' list 60 days after ordinary election day (which is the third Saturday in October). This would extend the revision period from July 1 to 12 days before ordinary election day (which in 2016 would be October 3). Candidates will be provided at least one updated voters' list between nomination day and the first advanced poll. Reason for the change: • Improves accuracy of the voter list. An ability to edit the voters' list in September and into October will produce a more accurate voters' list. Currently, between the time the list is finalized (end of August) and election day, thousands of Nova Scotians move or change their status. This change will benefit the provincial voters' list as well, as municipal lists are forwarded to the province for generating provincial voter lists. In addition, many of the changes that are required to the voters' list arise once candidates start campaigning door-to-door. Makes it easier for voters to be added to the voters' list. If a person could simply be added to the voters' list at any time prior to 72 hours (or three days) before advanced polling day, there would be no need for certificates of eligibility. In the event that someone is not on the list 72 hours (or three days) before ordinary polling day, they can always be added at the polls. Makes municipal elections consistent with provincial election practices and with other provinces. No province in Canada, other than Nova Scotia, uses the certificate of eligibility. Three provinces produce a final list after the election, including Prince Edward Island, Newfoundland and Labrador, and Ontario. Elections Nova Scotia only produces a final voters' list after the provincial election. Additional information: If a municipality is using electronic voting only, there is no need for an interim voters' list to use at the physical polling station on advance voting day. The software will continually update the voters' list automatically. Therefore, if a municipality is using electronic voting only, their by-law can have a provision allowing for a continuous updated voters' list. DISCUSSION PAPER 9 5. Permit electors to take an oath when they do not have proof of identity and address. Current legislation: As per section 98 and 98(2) of the Municipal Elections Act, if a voter is not on the voters' list, the voter must produce evidence of identification to the elections officer and take an oath prior to voting. Proposed change: With the proposed change it would be sufficient for a person to swear or affirm their legal identify and address via an oath. Identification would not be required.This is consistent with the amended provincial Elections Act, section 111 (1) (ca), expected to be proclaimed on January 1, 2016. Reason for the change: Gives access to the vote in the event the elector does not have satisfactory identification with them at the polling station. Makes municipal elections consistent with provincial election practices. 6. Prohibit taking a photograph of a ballot with an electronic device. Current legislation: Currently legislation is silent on the issue of taking pictures of ballots with electronic devices (e.g., cell phones). Proposed Change: The wording would be similar to section 301 (2) of the amended provincial Elections Act, expected to be proclaimed on January 1, 2016, which states: "Every person is guilty of an offence who takes a photograph with an electronic device of the person's ballot." Reason for the change: Protects the secrecy of the ballot. Makes municipal elections consistent with provincial election practices Eases enforcement for election officials at polling stations—they can point to legislation. Additional information: Permitting voters to take pictures of their ballots could lead to the possibility of coercion or bribery. For example, someone could pay for a vote or coerce a voter and ask that the voter show proof of how they voted. 10 MUNICIPAL GOVERNMENT AND SCHOOL BOARD ELECTIONS 7. Permit voters to physically place their own ballots in the ballot box. Current legislation: Section 85(1)(c) of the Municipal Elections Act states that an elector, on receiving ballot papers, shall return and hand the ballot papers to the deputy returning officer. This means that voters are not permitted to place their own ballot in the ballot box. Proposed change: Amend the MEA to allow voters either to place their own ballots in the ballot box or to have the deputy returning officer place the ballot in the box for the elector. Reason for the change: • Allows the voters to have a higher degree of participation in the voting process. Makes municipal elections consistent with provincial election practices. 8. Clarify that it is the candidate's responsibility to obtain a leave of absence from employment. Current legislation: Subsection 18 (1) (d) of the Municipal Elections Act disqualifies a municipal employee from being nominated or serving as a municipal councillor unless the person first obtains a leave of absence. Section 47 of the Education Act also provides for a similar disqualification (from being nominated or serving as a member of a school board) where a person "accepts or hold office or employment in the service of a school board." However, the Education Act does not provide an option for a leave of absence for these employees. Form 11 and Forms 11 A, B, and C of the Municipal Elections Act require candidates to swear that, "I have read the sections of the Municipal Elections Act and the Education Act related to persons disqualified to vote, to be nominated or to serve on a school board and none of the reasons for disqualification listed in those sections apply to me." Proposed change Amend Form 11, 11 A, 11 B and 11 C of the MEA (Consent and Oath or Affirmation of Candidate) to include a specific clause acknowledging that the nominee is (or is not) an employee of the municipality or the school board in which the nominee is offering. If they are an employee of a municipality, the form will include a clause confirming that the nominee has obtained a leave of absence under section 17C of the MEA. DISCUSSION PAPER 11 Reason for the change: Makes it clear that the onus is on the candidate to affirm his or her employment status and, if necessary, to obtain a leave of absence. Additional information: There were two Supreme Court cases in relation to the "leave of absence" issue related to municipal employment or "employment -like" relationships in the 2012 elections. Municipal and provincial election officials have an administrative role, not an investigative role, in reviewing nomination papers. At the municipal level, there is no responsibility for the returning officer to determine eligibility of a candidate—this is the same approach as taken by Elections Nova Scotia. In summary, at the provincial and the municipal level, it is the responsibility of the candidate to take a leave of absence. 9. Require retention of campaign disclosure statements for school board elections. Current legislation: Section 141 of the Municipal Elections Act requires the clerk of a municipality to retain certain specified municipal election documents for one year, including poll books and voters' lists. The Retention of Documents Regulations additionally require the municipal clerk to retain campaign disclosure statements. There are no similar provisions for school board elections. Proposed change: Amend section 141 of the MEA to Add the requirement for the secretary of a school board to retain election documents. Add campaign disclosure statements to the list of documents to be retained by a clerk and secretary; and subsequently, repeal the Retention of Documents Regulations. Reason for the change: Provides documentation in the event of a court challenge of a school board election. • Makes school board election practices consistent with municipal election practices. Places the requirement to retain campaign disclosure statements in the MEA as opposed to in the regulations. 12 MUNICIPAL GOVERNMENT AND SCHOOL BOARD ELECTIONS 1Q Provide discretion to the returning officer to determine quality, weight, colour and size of the ballot, whether it is in electronic or paper form. Current legislation: Section 66 of the Municipal Elections Act prescribes the form and content of the paper ballot, including a requirement to print in black ink. Proposed change: Amend section 66(4) of the MEA to replace "printed in black ink" with "discretion in the returning officer to determine quality, weight, colour, and size of the ballot paper." Reason for the change: • Provides some flexibility for the form of ballot for each municipality. Makes printing the ballots more cost effective. Provides flexibility for possible future use of ballot scanners. 11. When municipalities use electronic voting, require auditors to take an oath. Current legislation: Section 146A of the Municipal Elections Act permits a council to make a by-law to authorize votes by electronic or other means. However, the act does not explicitly refer to the appointment of an auditor, or an auditor taking an oath. Proposed change: Amend 146 (A)(3) of MEA to state that a by-law may provide for the appointment of an auditor and if so appointed, to require the auditor to take an oath similar to that of other election officials, including that they will maintain confidentiality in relation to the election. A form will be created in regulation. Reason for the change: • Makes the auditor take the same oath of confidentiality as other election officials. DISCUSSION PAPER 13 Part 2. Campaign Financing for Municipal and School Board Elections Purpose of this discussion The issue of campaign financing was discussed at Halifax Regional Municipality Council in 2015, was raised in the Election Review Committee report in 2013, and has garnered some media attention. The purpose of the discussion questions below is to gather some feedback on the issue. Additional information: Campaign financing questions are being discussed in municipalities across the country. Some issues not currently covered in the Nova Scotia legislation include limits to the size of contributions, restrictions on who can contribute, limits to spending on campaigns, tighter disclosure requirements on who gave what, and definitions of campaign periods. While all provinces have legislation for municipal elections, some provinces permit municipalities to pass by-laws putting specific additional rules in place to meet the circumstances of particular municipalities (for example, the province of Saskatchewan). In relation to school board campaign financing, some provinces have no campaign financing legislation for school boards, some apply the municipal campaign financing rules to school boards as well, and another allows school boards to adopt their own guidelines. Section 49 of the Municipal Elections Act contains the following information about campaign financing of municipal and school board elections: Contributions shall be made only to an agent. Contributions shall be deposited into a separate account from the candidate's personal funds. Contributions shall not be anonymous. Contributions may be deposited into a trust or fund. Contributions can be services or money. Candidates must file a disclosure statement (Form 40) within 60 days showing the name and address of each contributor whose contributions exceed $50 in total. Disclosure statements must be available for examination at the municipal clerk's office. Only nominated candidates are required to file a disclosure statement (ask for clarification). Failure to file a disclosure statement within 60 days is an offence under the act, and a person could be fined up to $2,500 or imprisoned for up to six months. These penalties are outlined in the general penalty section, Section 156 of the Municipal Elections Act. 14 MUNICIPAL GOVERNMENT AND SCHOOL BOARD ELECTIONS Discussion Questions 1. To your knowledge, is campaign financing an issue in your municipality or school board? If yes, how has it presented itself in your community? 2. Do you think that the elections financing rules in Nova Scotia need to be changed? Why or why not? If you believe they should be changed, how should they be changed? 3. If you support changing campaign financing rules, how do you think they should be enforced and who should enforce them? 4. Do you think that municipalities should be able to make their own by-laws in relation to campaign financing or should the rules be made by the provincial government? 5. Would you support increased rules around campaign financing only for the Halifax Regional Municipality, or only for municipalities of a certain population? Or do you think the same rules should apply in all municipalities across Nova Scotia? DISCUSSION PAPER 15 Next Steps What happens with the feedback from stakeholders? In addition to seeking feedback on this paper, the Department of Municipal Affairs is conducting workshops with municipal and school board stakeholders. All feedback gathered will be summarized and presented to the Minister of Municipal Affairs for consideration when developing changes to legislation. How would changes to the Municipal Elections Act and the Education Act be implemented? Like all legislation, amendments to the Municipal Elections Act and the Education Act would be tabled for the Legislature's consideration. For more information on the legislation process, visit nslegislature.ca/index. php/proceedings/how-a-bill -becomes -law/ For a graphic representation of the process, see pages 56 and 57 of Parliamentary Democracy in Nova Scotia: How It Began, How It Evolved at ns leg islature. ca/pdfs/about/ParliamentaryDemocracy.pdf Now Do I Give My Feedback Please provide your written comment by August 28, 2015: Email: local election s@novascotia.ca Mail: Minister of Municipal Affairs PO Box 216 Halifax, NS B3J 2M4 NOVA"SCbTIA Pam From: Bray, Nancy <Nancy.Bray@novascotia.ca> Sent: Wednesday, August 12, 2015 1:33 PM To: 'Linda Gregory'; 'madams@ municipal ity.digby. ns.ca'; Janet Redden; 'Shelleena Thornton'; 'Leslie Young'; 'eossinger@digby.ca'; 'hbmiddleton@eastlink.ca'; jsunderland@municipality.digby.ns.ca'; Tina Connors; 'councillor.winsor@county.kings.ns.ca'; 'njakeman@hrsb.ca'; 'bboutlier@hrsb.ca'; 'mdaye@hrsb.ca'; 'district6@annapoliscounty.ca'; 'Carolyn Young'; 'Lavinia.parrish- zwicker@avrsb.ca'; 'district8@annapoliscounty.ca'; 'npynch-worthylake@nssba.ca'; 'al.alta@bellaliant.net'; 'Deborah Wadden'; 'Sally Fraser'; 'cblair@colchester.ca'; 'Rhonda Brown'; Kelly Sloan (Kelly.Sloan@newglasgow.ca); 'Carolyn MacIntosh'; 'Pamela Lovelace'; 'Sheldon Dorey'; 'Norval Mitchell'; Pam Osborne; Linders, Christy; 'Glenda Richards'; David Myles; 'Herb Steeves'; 'thompsont@ccrsb.ca'; 'Debbie Buott-Matheson'; 'adamsgs@ccrsb.ca'; 'Marvin MacDonald'; 'ed.mj.macdonald@ns.sympatico.ca'; 'Dianne Wilson'; 'Glenn Horne'; 'Ashley Cunningham'; Deborah Campbell (dacampbell@cbrm.ns.ca) (dacampbell@cbrm.ns.ca);'tanya.tibbo@invernesscounty.ca'; 'Joan MacInnes'; 'joe.oconnor@invernesscounty.ca'; 'gloria.leb@ns.sympatico.ca'; 'slmacsween@cbrm.ns.ca'; 'malcolm.b@ns.sympatico.ca'; 'steve.sampson@rich mondcounty.ca'; 'mfreimanis@townofph.ca'; 'bjmaclean@townofph.ca'; 'fraser.patterson@countyvictoria.ns.ca'; 'idoncaster@cbrm.ns.ca'; 'w.budge@hotmaiLcom'; 'slboutlier@cbrm.ns.ca'; 'dmbest@cbrm.ns.ca'; 'mmacleod@cbrrsb.ca'; 'bmacisaac@cbvrsb.ca'; 'vdavid@rich mondcounty.ca';'dwayne.macdonald@invernesscounty.ca'; Fougere, Charlene; 'ecrossland@ssrsb.ca'; 'sbmac@eastlink.ca'; 'mernst@modl.ca'; 'terry.dorey@eastlink.ca'; 'frankfawson@gmail.com'; 'cclarke@regionofqueens.ca'; 'rmaclellan@regionofqueens.ca'; 'awhynotlohnes@regionofqueens.ca'; 'warden@municipalityofshelburne.ca'; 'Penny Smith'; 'adentremont@munargyle.ca'; 'Jimmy MacAlpine'; rbugley@cumberlandns.ca; Shelley Hoeg (shoeg@cumberlandcounty.ns.ca); 'ccoon@cumberlandcounty.ns.ca'; 'Sherry Conrad'; 'Kevin Malloy'; 'adumaresq@modl.ca'; Floyd Shatford; Robert Myra; Tammy Wilson; Pam Myra; 'briangfralic@gmail.com' Subject: Election workshop follow up and discussion paper Attachments: workshops feedback summary FINAL.docx We would like to thank you for your participation in the local election workshops which were hosted by the Department of Municipal Affairs in July. As promised during the workshop, attached is a summary of what was heard. We would also like to direct your attention to the discussion paper which has been posted on DMA's web site here: http://www. novascotia.ca/dma/ The deadline to respond to the discussion paper is September 4th As stated in the original invitation for the workshops, to ensure all views are accurately received, official input will be through written submissions from municipal councils and school boards. The deadline for these official written submission has been extended from August 28th to September 11th. Written submissions should be sent to the Minister of Municipal Affairs. If you have any questions or concerns, please contact me via email or at 902-424-0072. Once again, thank you for your time and input. Nancy Bray Senior Policy Analyst Department of Municipal Affairs ,�/ -,2 �) Participant Feedback Local Elections Workshops Department of Municipal Affairs August 11 th 2015 In July the Department of Municipal Affairs (DMA) hosted four workshops for municipal and school board elected officials and staff to obtain input in relation to proposed changes to the Municipal Elections Act and other election related issues. Topics discussed at the workshops included: o Recommendations for changes to legislation from the Elections Review Committee o Campaign financing o Election awareness efforts (voter turnout, campaign schools): suggestions for 2016 o Potential future role of Elections Nova Scotia in relation to election administration o Update from the new Municipal Election Officer, Bernie White The workshops were held in the following locations: July 15th, Truro, Holiday Inn (23 attendees in total: 16 municipal representatives, 7 school board representatives) July 16th, Baddeck, Inverary Inn (19 attendees in total: 17 municipal representatives, 2 school board representatives) July 201h, Wolfville, Old Orchard Inn (22 attendees in total: 15 municipal representatives, 7 school board representatives) July 21St, Liverpool, Queens Place Emera Centre (25 attendees in total: 23 municipal representatives, 2 school board representatives) In addition to the topics listed above, participants provided various general comments throughout the sessions, which are also captured in this document. Summary of Participant Feedback o Overall the majority of participants were supportive of all of the Elections Review Committee recommendations, with the exception of number 10 (refer to the table below), which is "to permit Returning Officers to determine the quality, color, and size of the ballot". Participants favored consistency over permitting this choice. Other points that stood out in relation to the ERC recommendations include: In relation to ERC Recommendation number 1, a few participants voiced preference for the status quo, stating that they didn't think the proposed residency requirement in the municipality was long enough. In relation to ERC Recommendation number 4, some participants were concerned about the administrative burden that may be created for election officials if the voters list is continuously updated, as candidates may be asking for updated voter lists on a frequent basis. Despite this concern, participants still said they liked the recommendation of finalizing the voters list after election day. In relation to ERC Recommendation number 5, some participants were concerned that if it was possible for electors to swear an oath to their identity (in the event they are not on the voters list, and don't have identification) that the chance of fraud would be too high. However, the majority of participants were in favor of the recommendation. • In relation to ERC Recommendation number 6, a few participants questioned if prohibiting taking photos of ballots could be enforced and how taking screen shots could be prevented when electronic voting was happening in private locations. o In relation to campaign financing, no one at any of the four workshops said that campaign financing was an issue in their municipality or school board. o In relation to election awareness efforts (voter turnout, campaign schools, etc.) some suggestions for potential future activities included: • Civics education in school (especially in grade 12) • Efforts to inform the public about how local government impacts them • Targeting younger demographic • Use of social media/online resources • Considering the impact of council environments • Considering current barriers for serving on council (example, meetings during the day) • Campaign schools should be for everyone, not just segments of the population • Municipalities themselves should consider workshops/sessions • Candidate debates o The majority of workshop participants supported Elections Nova Scotia (ENS) conducting a study of a potential role for ENS in administering municipal and school board elections. However, the majority were concerned about costs and how those costs would be divided among municipalities. Comments in relation to recommendations from the Elections Review Committee (ERC) The Election Review Committee proposes eleven changes to the Municipal Elections Act. Each proposed change was reviewed with workshop participants. A summary of overall feedback and general comments are in the table below. Proposed Change 1 Change the Stakeholders were asked what their preference was: residency 1. Status quo (3 month residency requirement in the municipality) requirement 2. ERC Recommendation: 6 months in the province, ordinarily resident on polling day in the municipality 3. Some other residency requirement Overall: - The majority of stakeholders in all four locations preferred the ERC recommendation to status quo or other options (6 months in the province, ordinarily resident on polling day in the municipality). Truro notes/comments: - Asked five tables what they're preference was — four out of five tables preferred the ERC recommendation to status quo or another option - One table said they were concerned it wouldn't give the candidates enough time to reach the voters - Special consideration should be given to permanent residents - Status quo limits ability of citizens to engage ERC recommendation makes sense, more consistent with rest of the country - Suggests growth and movement of populations (people are more mobile) Democracy/right to vote, outweighs the "cons" associated with option 2 If people want to vote the day or close to when they move, they will most likely do their research Limit disenfranchisement/increase accessibility is the goal Baddeck notes/comments: Important so people can move within the province and vote There was some discussion about ordinarily resident "on the day" versus "a week". At one of the five tables, no consensus reached in relation to a preferred option. One person believed that land owners (in this case owners of seasonal dwellings) should be able to vote. Wolfville notes/comments: Good for candidates. Lots of people move in September. Recognizes the broader geographic area. Liverpool note/comments: 8 out of 10 tables preferred option 2 (the ERC Recommendation). 2 tables preferred the status quo. Comments from the 2 tables that preferred status quo: o Interpretation of legislation must be transparent o General public and electorates must be given clear access to communication and access to information o Online access to verify status of eligibility to vote and where the polling stations are located o Could be clarified at advance polling stations - Comments from the 8 out of 10 tables that preferred the ERC recommendation: o Extend the time for municipal units to respond to these changes to the end of September o Non-resident voting, too many issues o Maybe there shouldn't be any voters list at all o The principle of one vote per person is good o One person, one vote o Municipal councillors represent all residents (voters and non -voters) o Permanent residency is very important and needs to determine criteria o One vote per person 2 Clarify penalties for Overall: not submitting - The majority were in favor of this proposed change, no opposition voiced. campaign financing statements Truro notes/comments: - All agreed. - One comment "should have CRA income tax deduction for municipal contributions". Baddeck notes/comments: - All agreed. - Agree to address funding large contributors. - Tax receipts for municipal contributions. - What happens to money not spent? Liverpool notes/comments: So what are the penalties? - Who enforces? What is the process for non-compliance? In support of this if process is clearly defined. 3 Provide consistent Overall: dates for all - The majority were in favor of this proposed change, no opposition voiced. advanced polls including electronic Truro notes/comments: - All agreed. Baddeck: - All agreed. Liverpool: Good, help with clarity and advertising across the province. Agree, dates in HRM are too early. OK with this change as long as municipalities retain the right to choose a time frame. Would like to have open voting days prior to establishing dates. - Very important. 4 Finalize the voters Overall: list after election - The majority were in favor of this proposed change. Some concern about a day potential administrative burden related to producing more copies of voters lists for candidates. Truro notes/comments: Comments: -How will ongoing changes to the lists be communicated to candidates? Would it cause confusion on election day? -Clarify: two things: up to the election and after the election. Both need to be done. Candidates should have updated lists at least 1 week before and definitely before advanced polls. Baddeck notes/comments: - All agreed. - Could possibly be administrative nightmare providing updated lists to candidates. It's a concern, but we still like this option. - Gives election staff ample time to make changes and revisions. - Accuracy for future lists. - Allows add-ons to be included from ordinary polling day. Wolfville notes/comments: Most agreed. - One comment "disagree — how does this help after election day?" - Municipalities should get a subsidy to enumerate. Liverpool notes/comments: Allowing more time to be added to the votes list is better. Would work with e -voting but if it was just paper copy, there would be extra demands on election staff to constantly revise the list. 5 Allow electors to Overall: take an oath when - The majority of participants at the workshops were in favour, however they don't have there was some opposition voiced to this proposed change. identification Truro notes/comments: Everyone in favour of this proposed change at the Truro session. Very important, I know people that left (the poll) because of this. You needed a piece of mail to identify your address. Baddeck notes/comments: - Agree. Lost identification/time for replacement. Wolfville notes/comments: 11 people in the room were in support, 5 were unsure. Feel ID should be provided. There are people (i.e. homeless) who can't provide ID. - ID must be mandatory. - Continue to require ID if not on the voters list. - Continue to require ID. - Continue to support encouraging people to vote, but not to the extent of possible integrity breaches. - Either on the voters list or ID (too much chance of abuse). - Mandatory to have some form of ID — otherwise could be problematic. Liverpool notes/comments: Will quicken the process at the polls. No — require ID or confirmation of individual that they are who they say they are and live where they say they live. 6 Prohibit taking a Overall: picture of a ballot - The majority were in favor of this proposed change. Truro note/comments: - All agreed. Baddeck notes/comments: - All agreed. Wolfville notes/comments: - All agreed, however questions around enforcement. - Cost to enforce — is it worth it? - How do we prevent taking a screen shot at home with e -voting? - The term "photograph" may need to be elaborated. - What are the consequences? Need to be included as part of this. - Should be a message on the e -voting screen. Liverpool notes/comments: - All agreed. - Important to keep up with privacy laws. 7 Permit voters to Overall: physically place - The majority were in favor of this proposed change. their own ballots in the ballot box Truro notes/comments: - All agreed. Baddeck notes/comments: - Voter knows their ballot is in the box. Wolfville notes/comments: - Agree, this happens in my riding anyway. Liverpool notes/comments: - No need to change. Like the formality. 8 Clarify that it is the Overall: candidate's - The majority were in favor of this proposed change. responsibility obtain a leave of absence Truro notes/comments: from employment. if - All agreed. required. Baddeck notes/comments: All agreed. In a school board election, an employee who takes a leave of absence is still an employee and cannot run for school board election. Wolfville notes/comments: - Define employee — citizen member on committees also receive remuneration. - Consider changes to the Education Act to be consistent with the MEA. Liverpool notes/comments: - Timelines need to be communicated and who is responsible. 9 Require retention of Overall in all four locations: campaign - The majority were in favor of this proposed change. disclosure - Consistency was mentioned as positive. statements 10 Permit Returninq Overall: Officers to This is the only ERC recommendation that the majority of participants determine the opposed quality, color and Most said they wanted consistency and this recommendation went against size of the ballot the rest, which were towards increasing consistency. Truro notes/comments: Seems to fly in the face of consistency across the province. Too much flexibility could translate to great differences in the ballot. Create a ballot without a dark background. Baddeck notes/comments: - Disagree, consistency. Wolfville notes/comments: - Should remain consistent across the board. If cost is an issue, use alternative but not the discretion of the Returning Officer. - Should remain consistent. - Should remain consistent. Some may have difficulty reading depending on size. Liverpool notes/comments: - Agree. 11 Require auditors to Overall: take an oath - The majority were in favor of this proposed change. relatin to confidentiality, All four locations: when using e- All agreed voting Campaign Financing Overall: Not one participant at any of the four sessions said that campaign financing was an issue in their municipality or school board. Participants were simply asked if it was an issue or not in their municipality or school board. The question as to why contributions for municipal campaigns were not tax deductible was raised at every session. Jurisdictional information was provided. The issue wasn't discussed much further. One participant in Liverpool commented that members of the public weren't aware you could give money to a municipal campaign. The same individual said that an opponent in the last election tried to use the fact that he did collect some funds against him, implying that is wasn't right to do so. Election Awareness Efforts (voter turnout, campaign schools): suggestions for 2016 Truro notes/comments: Springtide collective do this type of outreach. High school civics. It is the candidates' responsibility to get out the vote. Get people excited. Make it mean something to them. Younger demographic should be the target" — someone commented on the fact that this demographic is shrinking in rural Nova Scotia and that targeting them might not have the impact on voter turnout that one would expect. Grade nine students — understanding the role of municipalities. Could be incorporated into school curriculum. Two streams "what municipalities/school boards do — should be consistent messaging" and "get out the vote". "Rock the vote" might be used as an example Go to the people where they are (social media, coffee shops, use music). You Tube series, online. How does it impact you? Find ways to make it personal. Baddeck notes/comments: Province should help municipalities engage citizens. Web sites. Civics class — grade 12. Information package for students. Education for families. Realize the importance of local government. Mandatory voting. Why do we have Saturday voting and not a week day? Wolfville notes/comments: - Council environment is important (i.e. quality of work environment). - Grade 12 — year before the election. - Limited terms for councilors/mayor. - People aren't aware of the campaign schools. - Campaign schools should be for all. - Overall disillusionment with government o Long term strategy o School system (civics) o NSSBA partnership - Resources at the federal level for curriculum. - Re-engaging older adults. - Education about what municipalities do, supplementary funding. - Better communication about the school board vote/election required. Liverpool notes/comments: - See how first time councilors are doing after 2 years in (survey). - Municipalities themselves are doing sessions/workshops. - Need to be more visible in the communities. - Talking one on one important. - Open up opportunities to participate throughout. - Youth engagement. - Municipalities doing workshops prior to election (comment that municipal staff may feel in conflict having to do this). - Candidate debates. - Social media. - Barriers — what are the barriers to serving on council (i.e. meetings during the day when people work). - Consider those who live in special care. - Proxy voting — can it be made easier. - Lowering voting age to 16. Potential Future Role of Elections Nova Scotia Attendees were asked: 1. Overall, do you support Elections Nova Scotia (ENS) conducting a study regarding a potential role for ENS in administering municipal and school board elections? The vast majority said yes, they support the idea of a study and felt it was worth looking into. 2. What are your concerns/general thoughts? See comments below. The majority questioned the costs. They were concerned that it would cost municipalities more and they were concerned about how costs would be distributed among municipalities (for example, would the total cost for all of the elections just be divided among all municipalities — i.e. rural municipalities paying for elections in Halifax). Truro notes/comments: Participants voted "yes" or "no" vote, in relationship to conducting the study by table. Four tables voted "yes", one table voted "no". Cost savings (need information on whether or not there would be cost savings to make a decision). By-elections (there are no municipal budgets for these). Training of election workers and the standardization in training would be a good thing. Want to know the impact on costs. Won't know the costs unless we study it. More consistent on process. Concerned about how costs would be calculated, based on districts and participation. Consistency and professionalism, reducing duplication, would be good things. What about e -voting? Possible advantage of consistency. Advantage of alignment of process/lines of communication for school boards. Advantage in clarity of messaging and missed importance of school boards. Distribution of costs: might benefit smaller municipalities. One pro: more consistency. Con: cost (unknown) however appears to be more if ran by the province. Municipal units have efficiencies already built it — leave it alone. Elected councilors may be provincial returning officers; continue to allow this, do not change. Baddeck notes/comments: All were in support of the study. One comment in support said that they were a CAO in New Brunswick were Elections NB runs the municipal elections. They were surprised it's not the same here in NS. The attendee said they find it to be a conflict at times, as some of these individuals will be their boss. Consistency/simplify. Wolfville notes/comments: Division of costs is a concern. Non -local people for officials is a concern. How do people know about these jobs (of Returning Officer)? There are inconsistencies between municipal units in terms of election administration. Opportunity for school board elections to have a greater profile. Liverpool notes/comments: Support if consistent between municipalities. Impact on municipal employees would be positive. ENS would be more objective, consistent, professionals. Election experts. Keeping it closer to home is best (opposed to ENS study), but ENS might do the school board elections. Other Various Comments: Truro notes/comments: Legislate minimum requirements to vote for all elections (referring to qualifications to vote for school board elections). Legislate minimal requirements for eligibility clarification (signage, communications, visual prompts). The language that the Returning Officers use is important (referring to ANS/CSAP elections). Closing polls early has happened — Returning Officers taking it on themselves to make the decision if few people are showing up to vote. Questions around access to e -voting in rural areas, where broadband can be limited. One participant said that they were given a council ballot only — asked later if they wanted the school board ballot and that this sent the message that the school board elections are less important. People without children are unsure if they can vote in a school board election. Awareness of voter qualifications — needs to carry right to the ballot box. Needs to be consistency across the province. - The NSSBA (NS School Board Association) has a communications committee. Baddeck notes/comments: - Cottage owners — where do they vote? Can/should they vote in both locations? Wolfville notes/comments: - Every individual should have to self -identify for the school board elections — therefore doesn't segregate individuals. - How do out of province students vote? Process is unclear/untimely. - Permanent residents having the ability to vote, run, nominate? - Concern when using e -voting only and no paper option. Some voters have a fear of the screen and walk away. - Should track demographic profile of voters. - Some Returning Officers have questioned voter's qualifications for ANS/CSAP when they request a ballot. - There has been an incident of the ANS School Board box being placed to the side. - There should be a large sign "STOP" as soon as you come into the poll, with the qualifications for ANS/CSAP elections. - Language used is important. - Polling stations and how they are divided is a concern, in terms of convenient access to the polls. Liverpool notes/comments: - There is confusion at the polls regarding seasonal dwellers. - One vote per resident — maybe allow people to vote in the main municipal and seasonal municipality. - No, seasonal people do not have the same interests in the municipality. - Separate school board election. - Separate returning officers for school boards. - Inconsistency in the way municipalities are reimbursed for school board elections. 10 jjomrtll CAI, ra MUNICIPALITY OF THE DISTRICT OF CHESTER GRANT APPLICATION FORM �������������Lt��sK���rant��eqDests Council Grants are provided at Lhe (IiSffetioll Of CoUnCil 1701' 110ji-profit organizations benefiting the residents ofthe Municipality o[the District n[Chemtac PLEASE NOTE. L Organizations are Only eligible for 0NDgrant from the Municipality per fiscal year which bApril 1toMarch 3 1 in any given year (that ONP grant could be from Council, the Recreation & Parks Department, ol, Tourism). The Recreation & Parks Department has its own application form. 2. YOU musibeauno-ymO(.Vol mlLeel' organization. 3. Yourydmuryporpoacmustbeiouppraie,ayoonororoocoo,u8apiogams,mtivNmxorfadUUoxwkbiudbe Municipality n[the District ofChester. 4. &groupthat does not fit items 2or3.but are the only group intile area providing the service aulybe n`uxNer»d. 5Financial assistance should not be alitiCil)aLed oil all annual basis. 6 Royal Canadian Legions located with tile MUniCipality 11layal)ply f0)' gi-ant fUnding to SUPpOrt PrOgranlS and events which are open tothe public. General operating expenses n,capital improvements will not ho conuidarod. Signature of Signing Officer(s) and their position with Organization: Signature Position ORGANIZATION AND/OR EVENT" INFORMATION, 1. Pur •e ot',ork)e�/t;fvep) ofQrgzatiorn (i.e 7aission statenlenCa: r , G+� � t�G.r � _ . �r��%o° �" !' .... •,;. /%�r�p�-�.F�.. lr _ Gt,7..!'?.'Kr�2 � . � f �'S,!� �,. ,apfg c" �s�3zd'^�-'`t ,�+., �'" 1tt•?.Q 2. 1Nr' n rihne the projept andits benef/i�t' to r �suie,}i s (please attachepar�ly if insufficient spa e). d4G�o+� ✓ t�<y� l✓( I C tar t to DOR- o ) s e d 3. Hots much money you reoluestfng 1 4. � What portion/percentage e t your budget do youexpt to )e fu and ratse(V � f ._.,_v.(r",.w..a..,.,......,w_...,<,......._...,.,�_........).`..... ... �r..�. r. .., .„ .. .,. I 7 9 I loin da your plan 10 siVIld ally Council Grant: dollars received? Plertsca attach a 1)1'oje(:tbudget if requesting ��'� �� u ��' ••iii Is the t - a de�adhne fur• your gi aiat reoiuest or a date of an event to he rora5idet ed Is there additional intornaation that play support your grant application? Please attach letters of support, etc. 9. Did your nization ret eive funds hast year from the Municipality of tiae District of Chester? � Yes Council Grant — OlR Recreation Grant ..__ Oil Tourism Grunt No _. If yes, flow much? �%f_ 00 t).. (Attach copy of report) DID YOU INCLUDE WITH YOUR APPLICATION: --A tvrit:ten outline of the project and its benefits to residents Project budget including Revenues and Expenses (for requests exceeding $1,000.00)a� Financial Statements (for projects excee}ling $5,000.00) Incorporation Number (if applicable List of Directors Application signed by signing officers) ✓ / Copy of report regarding previous year's grant (if a grant MIS received last year) v if you require assistance, please contact the Director of Recreation & Parks at. Phone (902) 275-3490 Fax (902) 275-3630 Page 2 of 3 Email claau pia{« �c'I�eater �tia REPORTTO COUNCIL - HOW WAS YOUR EVENT AND 1 O WERE "r FUNDS SPENT? Following your event or upon the completion of your project it is requested that you provide a very brief report regarcling the 1)1'oject and how the Grant money was spent. Ifa follow-up report is not received future requests may be affected. PIC, -Ise forward the report to the following: Director of Recreation 8', Parhs "Grant Report" Municipality of the District ol'Chester 110 Box 369 Chester, NS BOJ 110 TYPES OF GRANTS CD1111(jiLfir'llit: If your Organization falls within one of the following, you world apply for a Council Grant: 9 Essential Services * Regional Services 0 Local Non -Profit * Community Halls * National, PI-OVillCial, CLIKII-al, or Health Services 'I'QuELS111a t: If your organization contributes to all increase in visitation while sustaining the unique CUltural - QLJL and natul-al envil,onment of the Municipality, then you)- application will be considered under tourism grant. ATTENTION LEGIONS: Royal Canadian Legions located with tile Municipality may apply for grant funding to support programs and events which are open to the public. General operating expenses or capital improvements will not be considered. OFFICE USE ONLY Essential Services Local Non -Profit National/Provincial, Regional Services Community Halls cultur"'11/1-lealth Services Report Received Page 3 of 3 Printer Friendly Version -Registry of Joint Stock Companies Profile Profile Info * Pea le Info * Activites Info ;- Related Rea's Info https:Hrjsc.gov.ns.ca/rjsc/search/vi.ewProflle.do a P, Printer Version PROFILE - HUBBARDS COMMUNITY WATERFRONT ASSOCIATION - as of: 2015-08-10 06:31 PM Business/Organization HUBBARDS COMMUNITY WATERFRONT ASSOCIATION Name: Registry ID: 3000979 Type: Society Nature of Business: Status: Active Jurisdiction; Nova Scotia Registered Office: 20 YACHT CLUB ROAD HUBBARDS NS Canada BOJITO Mailing Address: 20 YACHT CLUB ROAD, PO BOX 190 HUBBARDS NS Canada BOJ IT0 HUBBARDS COVE WATERFRONT DEVELOPMENT Previous Name: ASSOCIATION PEOPLE [Name Position F.Civic Address Mailing Address Jason Breeze Director 72 Conrads Road Hubbards NS BOJ 1TO 10439 St. Margarets Bay Ron Walker Director Road Hubbards NS BOJ IT0 42 Lighthouse Road Shawn Langille Director Hubbards NS BOJ 1T0 � Ferry MacLean Director 75 Conrads Branch Hubbards NS BOJ iTO 1 of 4 8/10/2015 6:31 PM Printer Friendly Version-Registty of Joint Stock Companies https://rjsc.gov.ns.calr.ise/seareli/viewProfile.do Sandra Turple Director 50 Osprey Court Hubbards NS BOJ IT0 19 Yacht Club Road Garnet Burns Director Hubbards Nova Scotia BOJ 1TO Paul Duncan [Director 6 Duncan Lane Hubbards NS BOJ ITO David Joy Director 19 Joy Rd Hubbards NS BOJ 1BO 9712 St. Margarets Bay Duncan Foote Director Road Queensland NS BOJ ITO SEANA M. Director 42 LIGHTHOUSE ROAD LANGILLE HUBBARDS NS BOJ ITO SEANA M. SECRETARY 42 LIGHTHOUSE ROAD LANGILLE HUBBARDS NS BOJ ITO Shawn Langille VICE CHAIR 42 Lighthouse Road Hubbards NS BOJ IT0 10439 St. Margarets Bay Ron Walker Chair Road Hubbards NS BOJ ITO Jason Breeze Treasurer 72 Conrads Road . _ _. r__ Hubbards sNS BOJ ITO Recognized 10439 St. Margarets Bay PO BOX 190 Ran Walker Agent Road HUBBARDS NS BOJ Hubbards NS BOJ ITO IT0 ACTIVITIES Activity Date Annual Statement Filed 2014-07-24 Annual Renewal 2014-07-24 Change of Directors 2014-04-17 Annual Statement Filed 2013-07-19 ..__...,.__.._...._........_._._._.._..........._...... AnnualRenewal L13�-0_7-_1_.a9 E20� 2012-07-26 Filed Financial Statement Annual Statement Filed 2012-07-22 Annual Renewal 2012-07-22 2 of4 8/10/2015 6:31 PM NLJNI�PALY" � ceesh:A Q � MUNICIPALITY OF THE DISTRICT OF CHESTER GRANT APPLICATION FORM Council and Tourism Grant Requests 5.1b) Council Grants are provided at the discretion of Council for non-profit organizations benefiting the residents of the Municipality of the District of Chester. PLEASE NOTE: 1. Organizations are only eligible for ONE grant from the Municipality per fiscal year which is April 1 to March 31 in any given year (that ONE grant could be from Council, the Recreation & Parks Department, or Tourism). The Recreation & Parks Department has its own application form. 2. You must be a non-profit, volunteer organization. 3. Your primary purpose must be to operate, sponsor or encourage programs, activities or facilities within the Municipality of the District of Chester. 4. A group that does not fit items 2 or 3, but are the only group in the area providing the service may be considered. 5. Financial assistance should not be anticipated on an annual basis. 6. Royal Canadian Legions located with the Municipality may apply for grant funding to support programs and events which are open to the public. General operating expenses or capital improvements will not be considered. Name of Organization Applying j�Ol C�_ l�Ct% 1 F i 1 �� L 7"� �� • # Ci Contact Person Position with Organization + '!-2 Mailing Address X i Ci I" Je r j )as i :l I" l l %J i i< Ci Incorporation Number and date of Incorporation date with Registry of Joint Stocks V —A ( C—I C,_ 4vu C . Phone: y-_7 U-7 Fax: Email: I�`i'1C{'l eCS4ihJ• ale: J_LL� Type o Grant (see page 3) Council Grant V' OR Tourism Grant Signature of Signing Officer(s) and their position with Organization: ane CLLi�� IVB b 4o Lc'S Forin Updated March 1 , 2015 Signature Page 1 of 3 Potion I►�C'S � C� .cam-� CZ - ORGANIZATION AND/OR EVENT INFORMATION: 1. Purpose or objective(s) of Organization (i.e. mission_ statement): lA{� h�iS5ii tel-, > 5- � 5e_1-V61/2-�-&nS y<J{�1 c: l-, inC v Ci.,e S ekv� _ I -0 i Ii +� ,J a n d RG X ? xu44x�o V3 e+e- is a in ci r- -F'a m l 1 e 5 - vu ate Qe,+1-,Crn�rC��,� Q0J to Serve- ou c=C�cY,rti��_n�ttc Ctnr� 2. Wr'tt n outline of the project and its benefits to residents (please attach separately if insufficient space). Li 0U` 3. How much money are you requesting? q5o 4. What at portion/percentage of your budget do you expect to be fund raised? �p_8 5. How do you plan to spend any Council Grant dollars received? Please attach a project budget if requesting m re than 1,000.00. 7. Is there a deadline for your grant request or a date of an event to be considered? OCA'D f] C-1— 14 1_? Q 1!; 8. Is there additional information that may support your grant application? Please attach letters of support, etc. 9. Did your organization receive funds last year from the Municipality of the District of Chester? Yes _ Council Grant _ OR Recreation Grant _ OR Tourism Grant _ No If yes, how much? (Attach copy of report) DID YOU INCLUDE WITH YOUR APPLICATION: _ A written outline of the project and its benefits to residents _ Project budget including Revenues and Expenses (for requests exceeding $1,000.00) _ Financial Statements (for projects exceeding $5,000.00) _ Incorporation Number (if applicable) _ List of Directors —Application signed by signing officer(s) Copy of report regarding previous year's grant (if a grant was received last year) If you require assistance, please contact the Director of Recreation & Parks at: Phone (902) 275-3490 Fax (902) 275-3630 Email chaughnPchester.ca Form Updated June 13, 2014 Page 2 of 3 REPORT TO COUNCIL - HOW WAS YOUR EVENT AND HOW WERE THE FUNDS SPENT? Following your event or upon the completion of your project it is requested that you provide a very brief report regarding the project and how the Grant money was spent. if a follow-up report is not received future requests may be affected. Please forward the report to the following: Director of Recreation & Parks "Grant Report" Municipality of the District of Chester PO Box 369 Chester, NS BOJ 1J0 TYPES OF GRANTS Council Grant: If your organization falls within one of the following, you would apply for a Council Grant: • Essential Services • Regional Services • Local Non -Profit • Community Halls • National, Provincial, Cultural, or Health Services Tourism Grant: If your organization contributes to an increase in visitation while sustaining the unique cultural and natural environment of the Municipality, then your application will be considered under a tourism grant. ATTENTION LEGIONS: Royal Canadian Legions located with the Municipality may apply for grant funding to support programs and events which are open to the public. General operating expenses or capital improvements will not be considered. OFFICE USE ONLY ❑ Essential Services ❑ Regional Services ❑ Local Non -Profit ❑ Community Halls ❑ National/Provincial, Cultural/Health Services ❑ Report Received Form Updated March 16, 2015 Page 3 of 3 Part of the mandate of the Legion is to perpetuate Remembrance. Every year the Chester Basin Legion hosts the community at a service of Remembrance on November 11th followed by entertainment and lunch. Community groups such as the CBVFD, First Chester Basin Beavers/Cubs, RCMP, Cadets, and others are represented and take part in the service by handing out programs, lunch prep, laying of wreaths, flag duty, cenotaph duty, color party duty etc. It shows solidarity at this most important time as we come together as a community to show support for those still in uniform, reminisce about the past events and perpetuate remembrance that shows the next generation that we will not forget the sacrifices of those who served and are serving. 2015 Service of Remembrance/Social Programs 200 programs printed by Shelter Nova Scotia Program sheets Outside Sound (Provide by FHCS in exchange for a wreath) Piper Food (Cold cuts, bakery, Solomon Gundy) $20.00 $10.00 $45.00 $100.00 $450.00 (Almost all the perishable food and misc (napkins, cups, plates etc.) is donated by the members) Entertainment (Studio Singers provide war era music after the service.) $200.00 Inside sound equipment rental $100.00 Beavers/Cubs (Prepare children's lunch for a donation) $25.00 Total: $950.00 The Legion was incorporated as a not for profit organization under its own Act of Parliament on 1981 and is registered with Industry Canada under 058870-9-M. 2015 Legion Executive Comrade Jayne MacKenzie, President Comrade Nancy Timbrell-Muckle, First Vice and Service Officer Comrade Don Ruston, Second Vice and Sergeant at Arms Comrade Betty Hughes, Secretary Comrade Danette Gray, Treasurer Comrade Richard Eldridge, Chaplain Comrade Jim Muckle, Service Officer Executive at Large: Comrades Anita Hume, Natalie Forsyth, Chad Walters, Tammy Smith, Debbie Robidoux O c 0 O n o c a n E a 0 3 o � N O T c c 0 o v a E c� 0 0 2 c cR G O c CL a y a 3 c£ m m `—' x m N Q a H H❑ u.i H J u -❑ C t6 O N M N Ott I� n N O V1 N c-I N ey 3 a C c-I l(1 W I� u cfC C vt O O N M VT CO lD N O 3 a a LL O O O O W in of of N lD 3 C t6 O O o �n M in l0 O W � W � W SII u D o � o a N l0 0 z a N h m in o in v � 0 O �n ro o N a a a o oo vo rn o m v� 3 m 3 I" O� W o c lD .-I �^ O O m oN N o N T M Vf � 3 h rooc C0 0 m m in .ti T h N O mvT �vT O1 �.ti N a M i? C 3 m N^ O O N oo n O N M N T 1? m O of 0 0 } N O M N o �nLr rn ti W Ln Ln m oo oo o M o o N o C rl N O N N W oo O — M N Q O O O O O O O O O O O O O O O O O O O O O O O O O O O O O 0 0 o O o 0 0 n in a c 0 c a n E a 0 3 T c c 0 o v a E c� 0 0 2 c Y C L c CL a y a 3 c£ m m `—' x m w w y Q a H H❑ u.i H J u -❑ MUNICIPALITY OF THE DISTRICT OF CHESTER 6.2 REQUEST FOR DECISION/REQUEST FOR DIRECTION REPORT TO Warden and Council SUBMITTED BY Chad Haughn, Recreation & Parks Director DATE August 13, 2015 SUBJECT Gold River Trail Bridge Repair Update ORIGIN Gold River Trail Bridge Repair Tender CURRENT SITUATION: A tender was issued in April 2015 for the repairs to the Gold River Trail Bridge and the sole bid that was received greatly exceeded the budget for the project. On May 28, 2015 Council asked for more information as to why this price discrepancy may have occurred. In order to continue to operate and manage both the Chester Connection and Aspotogan Trails, there needs to be a plan of action to ensure that the Municipality meets the requirements outlined in the Letter of Authority (LOA). As managers of the trail, the Municipality also wants to ensure that all trail bridges continue to be safe for trail users. RECOMMENDATIONS: 1. That Council send correspondence to the Department of Natural Resources requesting that the province contribute financially to structural repairs to trail bridges as well as assist with future engineered trail bridge inspections. 2. That Council reallocate funds designated for the Gold River bridge repairs and use it for the completion of all engineered trail bridge inspections. This reallocation will allow the Municipality to be in compliance with the terms of our LOA. The completion of engineered inspection of the remaining 8 bridges would cost approximately $57,000. BACKGROUND: The Municipality of Chester has a LOA through the NS Department of Natural Resources to manage the abandoned rail line as a multiuse trail. One of the responsibilities of the Municipality that is outlined in the LOA is to conduct engineered inspections of all trail bridges. In the late Fall of 2012, SNC Lavalin Inc (SNC) completed a preliminary inspection of all 12 trail bridges. In February 2013, a report was received from SNC which outlined a schedule for full engineered bridge inspections and the cost to complete those inspections. The Gold River bridge was inspected first and in February 2014 a detailed report was received that outlined the description of work, findings as well as recommendations for repairs and estimated costs of those repairs. Based on information in that report a capital project was created (masonry repair and bearing replacement) in the amount of $110,000. In April 2015 a tender was issued for the Gold River Trail Bridge Repair Project. One bid was received from Eastern Infrastructure at a cost of approximately $1.54 million. DISCUSSION: A) SNC Lavalin Report SNC was asked to comment on the large discrepancy between the budget and the tender bid for the Gold River Trail Bridge Repair Project. A report was received in June 2015 (see attached). Two main areas were identified that may have contributed to the discrepancy. One, the budget for the project was based on SNC's "Rough Order of Magnitude" (ROM) estimate and not a final estimate from tender drawings and specifications. A final estimate may have been more in line with the bid received. Secondly, the bid received was based on the use of scaffolding for access and the budget was based on a company using similar access techniques (rappelling) as RAT, the way in which the bridge was inspected. The additional cost of scaffolding plus a few other items such as environmental controls was more than 40% of the bid price from Eastern Infrastructure. The SNC report also outlined a few options to try and reduce the scope and costs of the project. B) Future Trail Bridge Maintenance The Municipality has a LOA to manage the trail, however, the land and infrastructure (i.e. bridges) are owned by the province. For this reason, it is suggested that the province should have some responsibility for any significant repairs to these structures. The detailed bridge reports received so far indicate that the trail bridges are in good condition, however, to extend the life of the bridges and to ensure continued public safety of trail users, the recommended maintenance work should be completed. It is further suggested that Council ask the province to consider the use of existing provincial staff to complete future engineered trail bridge inspections. *Note - over the past two years the Municipality has received engineering assistance grants from NS Health & Wellness towards the trail bridge inspections that have been completed. IMPLICATIONS: 1 Policy: 2 Financial/Budgetary: The current approved capital budgetfor this project is$110,000. The reallocation offunds to complete all trail bridge inspections would be approximately $57,000. Deck repairs to the trail bridges will continue to be carried out, however, no significant structural repairs will be undertaken until a response is received from the provincial government requesting assistance with repairs. 3 Environmental: 4 Strategic Plan: S Work Program Implications ATTACHMENTS: SNC Lavalin Report: Gold River Bridge Repairs - Comparison of Repair Estimate vs Tender Bid OPTIONS: 1. Send correspondence to DNR outlining the request to have provincial involvement with trail bridge structural repairs and inspections and reallocate the Gold River Bridge Repair budget to complete the inspection of the remaining 8 bridges. 2. Send the above noted correspondence to DNR and spend no further funds on bridge repairs or inspections. 3. The Municipality takes full responsibility for all trail bridge inspections and repairs and sets budgets accordingly. Prepared BY Chad Haughn Date August 13, 2015 Reviewed BY Date Authorized BY Date 6.2 SNC -LAVALIN 24 June 2015 Municipality of the District of Chester 151 King Street P.O. Box 369 Chester, Nova Scotia BOJ 1J0 Attention: Matthew Davidson, P.Eng. Director of Public Works Dear Mr. Davidson: 7 SNC-LAVALIN INC. Suite 200 Park Lane Terraces 5657 Spring Garden Road Halifax, Nova Scotia Canada, 133] 3R4 Telephone: 902-492-4544 Fax: 902-492-4540 RE: Gold River Bridge Repairs — Comparison of Repair Estimate vs. Tender Bid In October of 2013, SNC-Lavalin Inc. (SLI), with the assistance of Remote Access Technology (RAT), conducted a structural inspection of the Gold River Railway Bridge along the Chester Connection Trail in Lunenburg County, Nova Scotia. The report was prepared by SLI titled Gold River Rai/way Bridge Fina/ Inspection Report dated Feb 26, 2014. The report included a "Management Strategy Table" indicating recommended repairs, complete with priority and order of magnitude estimated costs for each recommended repair. Based on this report, the Municipality of the District of Chester (MODC) elected to proceed with the two "Priority A" recommendations, which consist of (1) Removal of Vegetation and Mortar Repointing; and (2) Replacement of Bearings. The order of magnitude cost estimates attributed to these items were $85,000 and $25,000 respectively. As such, MODC carried a budget of $110,000 for this work within their Capital Plan with the expectation to have this work completed via public tender. SLI prepared Issued for Tender Drawings and Specifications tendered on April 17, 2015, to include the following work: 1. Stone removal and replacement for inspection of pier fill 2. Masonry cleaning of pier faces and pier caps Member of the SNC • LAVALIN Group •J) Matthew Davidson, P.Eng. 24 June 2015 Page 2 3. Masonry repointing of pier faces and pier caps 4. Cracked Stone Repair 5. Bridge bearing replacement at three piers (8 bearings Total); a. Remove existing bearings/ lead abatement b. Supply and install new bearing assemblies c. Jack and shore bridge 6. Environmental protection 7. Lump Sum Items including but not limited to: Mobilization, demobilization, access, temporary utilities, construction facilities, including temporary cofferdams(s), dewatering and water controls, temporary barriers, signage and enclosures, access systems such as scaffolding, testing, inspections and permits, submittals, Waste Management and Disposal, Field surveys for layout of the construction work items and for collection of as -built condition information, cleaning and reinstatement of the work site Only one tender bid was received (from Eastern Infrastructure) which greatly exceeded the planned project budget. The sole tendered price (exclusive of HST and "Alternative Items' was approximately $1.54 million. A post -tender meeting was held on May 4, 2015 with MODC, SLI and Eastern Infrastructure to discuss tender, cost saving opportunities and any ambiguities or uncertainties related to tender documents. Meeting minutes are available. SNC Lavalin Inc. Preliminary Cost Estimate The SLI cost estimates as provided in "Table B.1 — Management Strategy Table" of the Gold River Railway Bridge Final Inspection Report are identified as being rough order of magnitude (ROM) estimates, consisting of: (1) Removal of Vegetation and Mortar Repointing: $85,000 and (2) Replacement of Bearings: $25,000 as noted above. ROM estimates are provided at the early stages of a project when scope and requirements have not been fully defined. In arriving at ROM estimates, one often looks at costs from similar past projects, when available. Given the unique nature of this project, there were no similar projects recently completed locally by SLI. Design work had not commenced at the time this estimate was submitted. •J) Matthew Davidson, P.Eng. 24 June 2015 Page 3 During preparation of the inspection report, SLI determined the ROM costs based on the following: • SLI reviewed the Abandoned Rail Bridge Evaluation Gold River Bridge Report by Waugh and Associates (2001), which indicated the following estimate of associated costs for this work; (1) Remove vegetation and clean masonry piers: $1000; (2) Erect staging/repoint masonry faces and caps: $7500; Wire Brush/Clean/Lubricate bearings: $1000. This report indicated that the cost estimates used unit rates from repairs to the CNR Bridge over LaHave River in Bridgewater (1999). • A cost estimating handbook (RSMeans 2013) was used by SLI as a reference in preparing the estimate. RSMeans provides a unit rate range of approximately $3.53 to $6.75 per square foot ($38 to $73 per m2) for masonry repointing. Using the high end of this range equates to approximately $62,000 for the approximately 850m2 of masonry pier face (corresponds to 2600 lineal metres of mortar joints) making up the Gold River Bridge piers. The structural inspection of the Gold River Bridge pier was primarily conducted by RAT (due to the access challenges) and did not include a detailed quantity take -off of joints requiring repointing. It was conservatively assumed that all joints would require remediation. This estimate was increased to $85,000 to account for vegetation removal prior to repointing. Rough order of magnitude cost estimates are intended to provide information to an owner of client so that a decision can be made whether to proceed with a project. Actual costs may differ substantially from an Order of Magnitude cost estimate depending on number of variables including but not limited to: scope and extent of work, unique nature of work, work schedule, time of year, tendering process, contractor availability in area, mobilization, distance of available contractors, site access restrictions, environmental approvals, unexpected commodity price increases, etc. and should only be used for preliminary budgetary purposes with the knowledge that actual cost may vary considerably. Tendering provides more accurate costs prior to committing to work. During the design of repair work and preparation of tender drawings and specifications, MODC did not require a final cost estimate from SLI for this project. A final estimate would have included the complete extent of work included in the tendered design drawings and specifications and would have reflected considerations made during the design process. •J) Matthew Davidson, P.Eng. 24 June 2015 Page 4 Received Tender Bid Only one tender bid was received. The sole tendered price (exclusive of HST and "Alternative Items' was approximately $1.54 million, and comprised of the following pay items; ITEM # DESCRIPTION UNIT EST. QTY UNIT PRICE TOTAL PRICE 1.0 General 1.1 Lump Sum Item L.S. 1 $641,303 $641,303 2.0 Stone Removal/ Replacement 2.1 Remove/Replace Stones for Inspection of Fill (4 per Pier) Each 12 $3,557 $42,684 3.0 Masonry Cleaning 3.1 Masonry Cleaning 3 Piers incl. Pier Caps S.M. 850 $24 $20,400 4.0 Masonry Repointing 4.1 Masonry Repointing 3 Piers incl. Pier Caps M. 2600 $270 $702,000 5.0 Cracked Stone Repair 5.1 Cracked Stone Repair EA 5 $1,260 $6,300 6.0 Bridge Bearing Replacement 6.1 Remove and Replace 8 Brid a Bearings L.S. 1 $63,858 $63,858 7.0 Environmental Protection 7.1 Erosion and Sediment Control, Watercourse Alteration L.S. 1 $66,019 $66,019 8.0 Total Tendered Price(Excluding HST $1,542,564.00 As can be seen in the above table, $20,400 of the total price is attributed to masonry cleaning, $702,000 to masonry repointing and $63,858 is attributed to bearing replacement. These three pay items account for 51% of the tendered price, with the majority of the remaining balance (46%) being attributed to items 1.1 and 7.1 to cover mobilization and demobilization, access, dewatering and water controls, scaffolding, erosion and sedimentation controls and watercourse alteration work and other items. •J) Matthew Davidson, P.Eng. 24 June 2015 Page 5 Additional Discussion: Moving forward, the following options may be considered by the municipality to reduce the project scope and some of the costs: 1. Reduce depth of masonry repointing: - The design drawings call for horizontal and vertical (bed and head) joints to be repointed and call for a minimum depth. - Repointing of vertical joints is primarily required to seal the masonry face from water infiltration. Although a reduced depth repair has lower durability, SLI can accept a reduction in repointing depth for the vertical joints as a medium term solution. 2. Determine whether reduced quantity of repointing may be acceptable: - The initial inspection of masonry pier faces found a large percentage of joints in poor condition. The depth of sound back-up material was not quantified at all joints during this investigation. - A more detailed survey of the masonry pier joints may more accurately determine the depth and soundness of existing joints and allow for a potential reduction in repointing depth. 3. Only replace expansion bearings (leave fixed bearings): - As a minimum, replacement of the four (4) expansion joints would provide satisfactory results. The expansion bearings provide the bridge with longitudinal temperature expansion and contraction capability. Replacement of the fixed bearings is not as critical. 4. Obtain environmental approvals for erosion control and watercourse alteration: - Providing more explicit and specific requirements for environmental protection and controls would reduce uncertainty for the contractor and allow for potential cost reductions (eg. scaffold may be permitted to be built off river bed). S. Replace Historic Railway Bridge with New Trail Bridge: - The existing railway bridge would have been designed for heavy railway loads and the length and height of the bridge would have been governed by strict grade requirements for rail. A trail with steeper grades may allow a shorter structure. In addition the load requirements for a trail bridge are lower. •J) Matthew Davidson, P.Eng. 24 June 2015 Page 6 We trust that the information provided above meets with your present requirements. Please contact the undersigned with any questions. Yours truly, SNC*L"ALIN INC. doddarkhouse, P.Eng., Structural Engineer TB/ac 509985 -0017 -C -LET -0003 REV 0. zle4��� Jeffrey Theriault, P.Eng., Civil Engineer MUNICIPALITY OF THE DISTRICT OF CHESTER PO Box 369, Chester, NS BOJ DO 151 King Street, Chester, N5 Telephone: 902-275-3554 Facsimile: 902-275-4771 email: administrati on@ district, chester.ns.ca RE: 2003-741 December 12, 2003 Mr, Rod Fraser Land Administration Officer Crown Land Disposals j IV NS Department of Natural Resources u PO Sox 698 Halifax, NS B33 2T9 Dear Mr. Fraser: RE: MULTI -USE RECREATIONAL TRAIL - ABANDONED CORRIDOR BETWEEN HUBBARDS AND MARTINS RIVER, LUNENBURG COUNTY Enclosed please find the duplicate of your Letter of Authority dated October 21, 2003 countersigned by the signing officers of the Municipality of the District of Chester as requested. 11 Ch� Ad inistrative Officer /pmm Enclosure 1 Natural NOVA\�SCCFM Resources October 31, 2003 Mr. B. K. Lenihan, Chief Administrative Officer Municipality of the District of Chester PO Box 882 Chester NS B0J 1J0 Dear Mr. Lenihan: PO Box 698 Fax: 402 424-7737 Halifax, Nora Smia B33 _2T9 Orin rile Namber: LOA 2003-048 DUPLICATE RE: Multi -Use Recreational Trail -Abandoned Rail Corridor between Hubbards and Martins River, Lunenburg County. This letter supersedes letter of authority LOA 2000-049 dated December 18, 2000. The purpose of this ietter is to provide the Municipality of the District of Chester, its agents and independent contractors, authority pursuant to the Crown Lands Act to construct, maintain and operate a multi -use recreational trail and related facilities on 46.5 kilometres of the Crown owned segment of the abandoned rail corridor located between Hubbards and Martins River at the .approximate location shown marked in red on the attached map. Construction, maintenance and operation of the trail must be carried out in accordance with the following terms and conditions: 1. This letter of authority permits entry on the Crown land referred to herein for the construction, maintenance and operation of a multi -use recreational trail and related facilities as generally described in the Trail Project Plan prepared by the Municipality of Chester Recreation Department, dated August 2000 for that portion of tra0 from Martins River to East River and in the "Aspotogan Trails Association Proposal to Convert the Abandoned Rail Line to Multi -use Trail, Hubbards to East River" as submitted February 11, 1999; 2. Unless terminated or suspended as provided for herein, this letter of authority is valid for one year and shall be automatically renewed annually; 3. The Department of Natural Resources may terminate or suspend this letter of authority at any time for any reason whatsoever by notifying the Municipality of the District of Chester at its last known address. The Department of Natural Resources shall not be responsible for any costs incurred by the Municipality of the District of Chester should this letter of authority be terminated or suspended; ....12 Nova Scoffs Government Web Site ` http:/!Nvwwgor:ns.ca Municipality of the District of Chester Page 2 October 31, 2003 4. The Municipality of the District of Chester may terminate or suspend this letter of authority, for any reason whatsoever, provided 30 days notice is given to the Department of Natural Resources, PO Box 698, Halifax, NS, B3J 2T9; 5. Upon termination of this letter of authority, the Department of Natural Resources may, at its sole option and discretion, request that the Municipality of the District of Chester remove any or all of the fixtures, buildings, signage, structures, facilities and works which have been installed by, or assigned to, the Municipality of the District of Chester, located on the subject lands. Any such fixtures, buildings, signage, structures facilities or works which are not removed within the specified time period for removal shall become the property of the Province of Nova Scotia and no compensation shall be payable to the Municipality of the District of Chester for such fixtures, buildings, etc.; 6. The Department of Natural Resources may close the trail, or any specific portion of the trail or related site or facility within the trail, for a period which may be specifiied or indefinite, for any reason whatsoever. The Municipality of the District of Chester shall promptly cooperate in the closure of the trail, or the specific portion of the trail or related site or facility within the trail. The Department of Natural Resources shall not be liable for any damage, expense or loss the Municipality of the District of Chester may incur as a result of the closure, 7. Prior to commencing any construction of the trail or related facilities, the Municipality of the District of Chester must consult with the Department of Natural Resources to review and finalize the construction schedule, and design and construction standards, with respect to the trail or any structure or facility to be established thereon. Please contact Mr. Ron Lawson, Area Supervisor, Department of Natural Resources, Provincial Building, 99 High Street, Bridgewater, Nova Scotia, B4V 1V8, Telephone (902) 543-0628, for further information in this regard, 8. Prior to opening any portion of the trail for public use, the Municipality of the District of Chester must arrange for the trail and related facilities to be inspected and approved by the Department of Natural Resources staff. Please contact. Mr. Ron Lawson, Area Supervisor, Department of Natural Resources, Provincial Building, 99 High Street, Bridgewater, Nova Scotia, B4V 1 V8, Telephone (902) 543-0628, to arrange for this inspection and approval; 13 Municipality of the District of Chester Page 3 October 31, 2003 9. Prior to the opening of the trail to the public, the Municipality of the District of Chester must erect signs to indicate that the lands are a trail and advising of any restrictions or permitted and prohibited activities; 10. The contents of all identification, informational, interpretive, regulatory, and directional signs and notices must be approved by the Department of Natural Resources. The Municipality of the District of Chester is responsible for posting signs at the usual points of access to the trail, and at al! road crossings, and at any other hazards to warn trail users and users of the road crossings,- 11. rossings; 11. The Department of Natural Resources shall not be responsible for the cost of constructing, maintaining or operating any trails or related facilities within the subject lands; 12. Construction, maintenance and operation of the trail and related facilities as authorized herein must not interfere with or impede others who have existing rights with respect to the subject lands; 13. The Municipality of the District of Chester shall ensure the trail and any related structures, facilities and like works forming part of the trail are properly maintained in a good and workmanlike manner. In particular, the Municipality of the District of Chester shall ensure the placement and replacement or repair, as necessary, of signage and structures to ensure proper and safe use of the trail and related facilities. The Department of Natural Resources reserves the right to inspect the trail and related facilities for hazardous conditions at any time. The Municipality of the District of Chester shall, at its own expense, perform such repairs or do such work as may be requested by the Department of Natural Resources to correct such conditions; 14. The Municipality of the District of Chester shall provide structural assessments, completed by a qualified engineer, indicating the general condition of all bridge structures and box culverts which have a span greater than 2.0 metres, in accordance with the following schedule: before the trail is opened to -the public; and at intervals which do not exceed five years for any structure; and Municipality of the District of Chester Page 4 October 31, 2003 whenever a regular inspection of the trail reveals a change in the integrity of a particular structure. The assessments shall indicate the capability of the structures to carry their intended loads, overall condition of the structures, remaining life expectancy and recommended short term and long term maintenance. A copy of the structural assessments are to be provided to Mr. Terry Amirault, Engineer, Department of Natural Resources, Parks and Recreation Division, R. R. #1, Belmont, NS, BOM 1CO, Telephone Nc. (902) 662-3030; 15. For the repair of any bridge which has a total span which is less than 15.0 metres; and • has decking which does not exceed a height of 3.0 metres above the ground; and • only requires the addition of railings and decking and does not require structural repairs to make the bridge capable of carrying intended loads. The Municipality of the District of Chester must submit a detailed sketch showing the proposed work including the size and type of materials to be used, to Mr. Terry Amirault, Engineer, Department of Natural Resources, for review and approval prior to construction, 16. For the repair of any bridge or culvert which has a span greater than 2.0 metres and exceeds the criteria outlined in clause 15, the Municipality of the District of Chester must provide a stamped drawing, prepared by an approved engineer. The engineering drawings are to be submitted to Mr. Terry Amirault, Engineer, Department of Natural Resources for review and approval prior to construction; 17. The Municipaiity of the District of Chester, its agents and independent contractors, must at ail times comply with any applicable federal, provincial and municipal laws and regulations related to the activities authorized by this letter of authority. It is the sole responsibiiity of the Municipality of the District of Chester to obtain any other permits which may be required for its proposed activities; ....15 Municipality of the District of Chester Page 5 October 31, 2003 18. Without limiting the generality of clause no. 17, the Municipality of the District of Chester must fully comply with the Occupational Health and Safety Act; 19. Without limiting the generality of clause no. 17, the Municipality of the District of Chester must obtain the appropriate permits from the Nova Scotia Department of Environment and Labour for the construction of any portion of the trail or related facilities which cross, or are adjacent to a watercourse. Appropriate erosion control must be implemented for any construction of the trail and related facilities which occurs in the vicinity of a watercourse; 20. Without limiting the generality of clause no. 17, the Municipality of the District of Chester must obtain the appropriate permit from the Nova Scotia Department of Transportation and Public Works for any construction of the trail and related facilities which occurs within 100 metres of the centre line of a public highway, or within 60 metres of the limit of a controlled access highway; 21. Without limiting the generality of clause no. 17, if any bridges over navigable waters are to be constructed or altered, an approval or exemption under the Navigable Waters Protection Act may be required. For further information in this regard, please contact Fisheries and Oceans Canada, Coast Guard, P. O. Box 1000, Dartmouth, Nova Scotia, B2Y 3Z8, Phone No. 426-2726; 22. The Municipality of the District of Chester agrees that it responsible for ensuring that the trail and related facilities authorized by this letter of authority are constructed and maintained in a manner suitable for the uses authorized pursuant to this letter of authority and as such is considered to be an "occupier' for the purposes of the Occupiers' Liability Act; 23. The Municipality of the District of Chester will, in cooperation with the Department of Natural Resources, determine any conditions necessary for the safe use and operation of the trail and related facilities, and shall take all measures required in that regard -including but without limiting the foregoing, the placement of signage, barriers and warnings, identification of dangerous areas (including but not limited to mine workings or mineral exploration sites), the clearance of obstructions (whether on the trail or overhead), marking the boundaries of the trail, determining rules and determining and undertaking a regular schedule of inspections; „lp Municipality of the District of Chester Page 6 October 31, 2003 24. Where the Department of Natural Resources has advised the Municipality of the District of Chester of a pre-existing authorized use of the subject lands, the Municipality of the District of Chester shall be responsible for taking such pre --existing authorized uses into account when determining its responsibilities pursuant to clause 23; 25. The Municipality of the District of Chester shall ensure the trail and related facilities are kept free from litter arising from its use of the lands, 26. The Municipality of the District of Chester shall not cause any nuisance or damage to adjacent lands, whether Crown or privately owned; 27. The Minister of Natural Resources shall not be liable for any injury or damage (including death) to the person or for the loss of or damage to the property of the Municipality of the District of Chester attributable in any way to the performance of any act under this letter of authority; 28. The Municipality of the Distdct of Chester shall at all times indemnify and save harmless the Minister of Natural Resources, or the Minister's officers, employees or agents, from and against all claims, demands, losses, costs, debts, damages, actions, suits or other proceedings by whomsoever made, sustained, brought or prosecuted, or from anything done or omitted by the Municipality of the District of Chester, in any manner based upon, occasioned by or attributable to the execution of this letter of authority, unless such claims, etc., result from the negligence of any officer, employee or agent of the Minister while acting within the scope of his or her duty or employment, 29. The Municipality of the District of Chester agrees to provide and maintain, at its own expense, during the term of this letter of authority, General Liability Insurance covering bodily injury, personal injury or death to any person, and property damage, with the Province of Nova Scotia named as an insured party. The minimum limit of coverage shall be not less than $2,000,000 with respect to each occurrence or accident, $2,000,000 annual aggregate on an occurrence (not claims made) basis. Ail such insurance policies shall be endorsed to provide a minimum advance written notice to the Department of Natural Resources of not less than 30 days in the event of cancellation, termination, or reduction in coverage or limits, such notice to be made to the Department of Natural Resources by the insurer. 17 Municipality of the District of Chester Page 7 October 31, 2003 The Municipality of the District of Chester shaill not do or omit to do or suffer anything to be done or omitted to be done which will in any way impair or invalidate such policy or policies, The Municipality of the District of Chester shall be responsible for payment of any deductible payable with respect to such insurance policies, 30. Details of claims or other proceedings brought against the Municipality of the District of Chester with respect to the trail or related facilities are to be immediately reported to the Department of Natural Resources. To signify acceptance of the terms and conditions contained herein please have the attached duplicate of this letter countersigned by the authorized signing officers of the Municipality of the District of Chester and returned to the attention of Mr. Rod Fraser, Land Administration Officer, Crown Land Disposals, at the above noted address. Yours truly, Harm Ashcroft meager Crown Land Disposals Section /ha. Attachment c Don Howard Ron Lawson Chris Allen Melinda Donovan Ted Scrutton Jeff Garnhum GIDNRW A tLandAdmnlDisposalTRASERRA\CNl0&048 Mun of the district of chester.wpd Municipality of the District of Chester Page 8 October 31, 2003 On behalf of the Municipality of the District of Chester, we agree to the terms and. conditions contained herein. Date -"VD� Date Municipality of the District of Chester (Authorized signing officer) (Auth V of the District of Chester signing officer) (Print Seal) V 296m { �� - /' U ST '� �15' c�l,ake La ` ,QJine Shea S '�J Firs. 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Upper 'G wa i %' prcl �7 �, Tarda aril C PrJal 'iratR - A�"- }/i iariUOTI! �7eVs�` `fir v i r- L. k m✓ r, a s7r'-` Hunts i,)/, -r[ - �•"y Cov¢ysPt Un 8iarkly' Wn� i4 afar Lblevsf i J 5o,r3, I: -?oa iSrloaPC .._.I.�-\<i•%-'`ndrr ,ad& w�� ........I- - 1, -Y� :-S.iash r - -`--- '--.. Shoa?:. 's OG,i}1tt-'is rd _ - • } .y t' 6 leis l - `_. ` ,Cove•,{ f ,-, fray . n. ,.Gravel �nsq . �iF . ' fi AT71ltS i01rt }'Jnd 151and \¢=G�rr r �• <MJu 4 i . r - ' �.(31,G5PL� Rural I' i--% CHESTER piS, 1viJ J rYOurtg Ll.'H�N6i]RG IJI� 'AUN _ MapSowing &ru BIG a dcr ern he I TAN OOK h'ut I : ? 46.5 km of Crown owned Abandoned Rail r r3.,. no(l'itn cztut � �l p} Kaz� 'fir � •. - ISLANi; --•, n Line between Hubbards and Mar -tins ins River, Y Brill Pi - Li!tle i.',u :r Cms ova agi'S), v, erl Lunenbur a Count! b J f r�,rd 1-Sm.vesl8eami. ,'rry T=' Jras rnH -�; - - Saerlhwest- Sauthea; k`t .t CJ hake k nryrcw, , �, _ }. - .Cave Cave '. T,� 77 6Mi or ti < .: n,m f - Sl v r Hd - � ' ' rr TI ca _ Raa Bank _ w nth er e f Tree rhg the development of a Multi -use r�rzur� 1 aaer5 SOV c ay Ba eQvens rye r, year Recreational Trail t� 4M_A_N51-- a-� i Yf� r ani ;�' Eackmaru By y ` f�.y*i5larrrt 6 amara 5e ;Lit He nl - c 18jel as lore Pcrad Be r the Municipality of the District of Chester L -� \ r P ;• . S -. `,. �r :rz4?��,1'-i ,��'�'"t�\. ,.. Sa„ I °` o,R� I FL_c'r,e' - �r vC peF r t rl r It ill �,T - ,va , . '•' -.,._ T e nc >~tF (dgrrff}'��r er L, f'•� ✓errs �\ !v te_ �?eri.� F r"`�rrrL��lt�'c� ,TecRulli IIaa�' PF -AFL ; WILIPUFF - t C ,A b- /7 HlsMANAGEMvNT AKEA _ r.cr tYt �'.•• \ef tins '' - 13ac1�-�ira � 7�) 5" I�``' �,� L S ��'r i •iEsJ - x �Sfflrl�hr eC t �$11�c� u 5 ir?n urs E¢si" e0�d 1 n.v ` ] Qr111 g., m �.Faasati. _ .t Rad Hd'ir?ti:r ry, "� =•_ _ .r June 17 2015 Andre Veinotte Councillor District 1 Municipality of the District of Chester PO Box 369 151 King Street Chester, Nova Scotia B0J 1J0 Dear Councillor Veinotte Further to our recent meeting of Monday June 8, 2015 this letter will serve as the formal request through you to the Municipality of the District of Chester to amend existing Land Use By-Laws. The specific request is for the existing Land Use By-Laws to be amended to exclude and prevent any application for a permanent asphalt plant in District 1. I thank you in advance for your support and cooperation in this important matter and look forward to any next steps in the Municipality’s process for consideration of this request. Sincerely, Don Horne 4 Sunny Point Lane East River