HomeMy Public PortalAbout2015-09-03_COW_Public Agenda Package (addition - 6.2)MUNICIPALITY OF THE DISTRICT OF CHESTER
COMMITTEE OF THE WHOLE
Thursday, September 3,2 015 - 8:45 a.m.
AGENDA
1. MEETING CALLED TO ORDER.
2. MINUTES OF PREVIOUS MEETING:
2.1 Committee of the Whole - August 20,201S
3. MATTERS ARISING.
4. CORRESPONDENCE:
4.1 Copy of letter of response to Mayor of Town of Shelburne dated August 19, 2015 regarding the
sinking of the MV Farley Mowatt alongside the Shelburne Marine Terminal.
S. GRANT REQUEST:
5.1 Grant Request:
a) Chester Brass Band - $1000
6. NEW BUSINESS:
6.1 Request for Decision from Senior Economic Development Officer dated August 26, 2015 regarding
Electronic Charging Station Installation.
6.2 Tender T-2014-016 - Septage Lagoons Dredging (report to be circulated separately)
6.3 Request for Direction from CAO dated August 27, 2015 regarding One Counter Customer Approach.
7. ADJOURNMENT.
In Camera following regular session under Section 22 of the MGA
Page 1 of 1
THE PREMIER
HALIFAX, NOVA SCOTIA
B3J 2T3
August 19, 2015
Her Worship Karen Mattatall
Mayor of Town of Shelburne
PO Box 670
Shelburne, NS BOT 1WO
Dear Madam Mayor:
;:.•
Ufa AUGIis3a,t,i;: {::; U 2 4 2015
o9gink 1 to --
rlavlavvad by
I read with interest your July 2, 2015, correspondence regarding the sinking of the MV Farley Mowatt
alongside the Shelburne Marine Terminal. I can assure you that I, too, share your concern with the
impact resulting from the abandonment of derelict vessels in Nova Scotia harbours and along our
coastline.
If a vessel sinks and either poses a navigational obstruction or an environmental risk, it is the mandate of
Transport Canada to take appropriate action. In the situation of the MV Farley Mowatt, both
navigational and environmental risks existed. I will, therefore, request the appropriate provincial
government staff follow up with Transport Canada to determine their plans for the removal of the re-
floated vessel from Shelburne Harbour.
In reaction to the grounding of the MV Miner on Scatarie Island, we have had discussions and
correspondence with appropriate federal officials, outlining our concern and requesting an examination
of the Canada Shipping Act to further avoid similar incidents. On August 20, 2014, my Transportation
and Infrastructure Renewal Minister, The Honourable Geoff MacLellan, wrote the federal Transport
Canada minister requesting "the bolstering of our national shipping laws to ensure this doesn't happen
again".
Also, our provincial officials dealing with the salvage of the MV Miner have requested a "lessons
learned" discussion with Transport Canada relating to what steps could be taken to avoid future such
incidents,
I thank you for sharing your thoughts and concerns on this issue.
Sincerely,
l� I
Honourable Stephen McNeil, MLA
Premier
Her Worship Karen MattataU
Page
,. �`
Copy To: ' � Honourable Geoff MacLellan, Minister ofTransportation and Infrastructure Renewal
Honourable Sterling 8eUivea4E.C.N.S,MLA Queens —Shelburne
Honourable Jamie Baillie, MLA, PC Party Leader
Honourable Maureen MacDonald, E.C.N.S. MLA, NDP Party Leader
Warden Allen Webber, -District ofChester
Mayor JooephFeeney, nofK4ahoneBay
�NRachel
' | Bailey, ' " fL b
Mayor Racne|ovvno Lunenburg
Mayor Don Do .ne, E.C.N.S., District ofLunenburg
Mayor David Walker, Town ofBridgewater
Mayor Chris Clarke, Region ofQueens
Warden Roger Taylor, District ofShelburne
Mayor Dorian Huski|son, Town ofLockepurt
VVo'denEddieNickerson,[hstrkfof Barrington
Mayor ' Leigh^ Stoddart, Town of Clark' Harbour ^
Warden A|d 'd'Entremon¢District ofArgyle
Warden Murray Goodwin, District ofYarmouth
Mayor Pam Mood, Town ofYarmouth
Warden Ronnie LeBlanc, District ofClare
Mayor Ben Cleveland, TownofDigby
Warden Linda Gregory, District ofDigby
5.1
MUNIM
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MUNICIPALITY OF THE DISTRICT OF CHESTER
GRANT APPLICATION FORM
Council and Tourism Grant Requests
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, tire 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 riot be
considered.
Name of Organization Applying
Chester Brass Band
Contact Person
Payson Rowell
Position with Organization
President
Mailing Address
P.O. Box 734, Chester, NS BOJ UO
Incorporation Number and date of Incorporation
date with Registry of joint Stocks
Charitable Registration #0616656-22
Incorporated 1906
Phone: 902-857-3943
Fax: None
Email: pyrowell@hotmaii.com
Date: August 10, 2015
1Type of Grant (see page 3) Local
CouncilGrant. X OR 'Tourism Grant —
Signature of Signing Officer(s) and their position with Organiz ion:
Name n t e Position
Payson Rowell LAX– President
Gregor Fraser Treasurer
---- ------- --- ----
Page 1 of 3
ORGANIZATION AND/OR EVENT INFORMATION:
1. Purpose or objective(s) o'Or gaSnizPatio" e. mission statement):
_Please see enclose supplementary entary infonmatm page._
2. Written outline of the project and its benefits to residents (please attach separately if insufficient space).
Please see enclosed supplementary page.
3. How much money are you requesting? $1,000
4. What %tioty&rfent eol'your bud et do ).b6 Slt6arV?
n represents app oxfr-AtelV'694, N rass is responsible for 50%.
is a P K
S. How do you plan to spend any Council Grant dollars received? Please attach a project budget if requesting
more than $1,0()0.0().
Please see enclose supplementary information page.
7. Is there a deadline for your grant request or a date of an event to be considered?
We would appreciate your decision bV September 30, 2015, please.
R. Is there additional information that may support your grant application? Please attach letters of support, etc.
Please see enclosed supplementary information Rage_
9. Did your organization receive funds last year from the Municipality of the District of Chester?
Yes X Council Grant -X OR Recreation Grant OR Tourism Grant
No
Ifyes, howmuch? $1,000
(Attach copy of report)
DID YOU INCLUDE WITH YOUR APPLICATION:
- X A written outline of the project and its benefits to residents
_4roject budget including Revenues and Expenses (for requests exceeding $1,000.00)
wFinancial Statements (for projects exceeding $5,000.00)
Incorporation Number (if applicable)
List of Directors
Application signed by signing officer(s)
-X 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) 27S-3490 Fax (902) 275-3630 Email chaugci�chesl rca
hnC - sl
2 of 3
PO Box 734
Chester, NS
BOJ UO
INCORPORATED 1906
Municipality of the District or Chester Grant Application Form Supplementary Information
I Our Purpose or Mission:
Our purpose is to contribute to the Nova Scotian quality of life, with particular emphasis on
Chester Area residents, by providing the general public an opportunity to learn about and eiljoy
music in the brass band tradition.
2 Benefit to Residents:
The Chester Brass Band is an internationally renowned 30 -piece brass ensemble based in
Chester, Nova Scotia. It is a registered charity, volunteer organization which is funded wholly by
concert revenues and local patrons.
Chester Brass has been part of the Chester community since 1873. We follow the British brass
hand tradition and our unique Nova Scotia heritage. Our repertoire includes arrangements of
classical works, original works written for brass bands, marches, hymns, and arrangements of
modem and popular melodies. The Band has its own Dixieland hand, its own stage hand and
small brass ensembles. We perform with other musical ensembles, guest choirs and with
vocalists and instrumental soloists of distinction.
The Band Performs in concert balls, theatres, schools, churches, parks and for charitable
organizations and other community activities. We play concerts for public observances and legal
holidays, parties, weddings and other celebrations.
2/3/5 Outline of Project/Amount Requested/How we plan to spend:
I am writing on behalf of the Chester Brass Band to request a $1,000 grant for 2015. Our annual
revenues are I imited to concert receipts and donations. The municipal grant of 9'x'1,000 will
augmented our free-will collections to help us cover expenses associated with the summer
bandstand concert series. In addition, we have contracted with Ketchup Studios of Dartmouth for
a redesign and complete upgrade of our website. The grant will support this summer's Sunday
evening bandstand concerts and the redesign and upgrade to our website which is currently in
progress.
We have been hosting these summer bandstand concerts for a long number of years. The Series
runs from late June through the end of August each year. Chester Brass plays three concerts, with
an additional performance by our Dixieland group. Guest groups play the other concerts. The
audiences are residents of the Municipality of the District of Chester and visitors to the area.
4 Portion we fundraise:
We "pass the hat" to collect donations at each bandstand concert which cover approximately
50% of the concert expenses. These donations vary depending upon attendance and the ability of
the audience to be generous. This request for a municipal grant of $1,000 represents
approximately one-half of the expenses for the concerts and the website redesign and upgrade.
9 Report on 2014 Grant:
In July 2014 we requested and received a Municipal Grant of $1,000 to help offset the costs of
the summer bandstand concert series. This grant together with the free-will collections covered
our costs for the summer, being the cost of guest performers, the PA system and miscellaneous
ancillary costs associated with the performances.
We had planned to create a DVD to celebrate our lengthy heritage and to publicize Chester Brass
as one of Chester's important cultural and quality of life contributors, however, after researching
both of the historical information and the technical aspects of this endeavor, it became evident
this was significantly beyond our means. Our goal was revised to redesign our website as the
principal means of promoting Chester Brass. This work is expected to be completed in the fall of
2015.
I extend appreciation on behalf of the entire Chester Brass Band Executive for Council's
consideration of this year's request.
i
Sjnec Y,
PaysoiRowell, President
August 10, 2015
List of Directors (Band Executive):
Michael Morrissey, Past -President
Payson Rowell, President
Rod MacGillivary, Vice -President
Gregor Fraser, Treasurer
Marlene Blezy, Secretary
Sarah Gates, Librarian
Donald Burch, Quartermaster
Michael Charles, At Large
Matthew Himmelman, At Large
Scott Pronch, At Large
George Morrison, Conductor
REPORT TO: Council
MUNICIPALITY OF THE
DISTRICT OF CHESTER
REQUEST FOR DECISION
SUBMITTED BY: Marianne Gates
DATE: August 26, 2015
SUBJECT: Electric Charging Station Installation
ORIGIN
CURRENT SITUATION:
Sun Country Highway's Destination Program provides charging stations no capital cost. The
stations become part of the Nova Scotian Electric Vehicle Highway network and encourage
sustainability and environmental stewardship.
The following locations were suggested and the two non -municipal sites are agreeable to explore
the program:
1. Aspotogan Trust Building
2. Ross Farm Learning Centre
3. Gold River School- Municipal Building
RECOMMENDATION:
MODC submit an application to participate in Sun Country Highway's Destination Program.
BACKGROUND:
The Sun Country Highway program's goal is to expand electric vehicle (EV) infrastructure across
North America, driving EV adoption and a model for social, environmental, and economic
sustainability. This program is catered to municipalities, tourist locations that qualify through a
formal corporate review process. The program offers qualifying properties up to three (3) Electric
Vehicle (EV) charging stations with no capital cost for the changing station. This initiative
embraces an emerging industry and allows capitalization of the green movement.
Sun Valley Program Benefits:
• No capital costs on charging stations: this may never be available again;
• The Tesla charging stations show up on the in -vehicle screen, navigating visitors to the
area;
All locations promoted on the Sun Country Highway EV Charging Station Map;
• Increase PR and media; and
• Strong green messaging to community.
6.1
Program Details:
• Each property would receive one (1) Tesla Chargers (scalable from 50-100 amps) and one
(1) Sun Country Highway EV -40 or EV -60 Charger
• The Tesla charger (s) will allow property owners to install the units on 50-100 amp
breakers, depending on service availability. This adds greater flexibility and will lower
install costs.
• Within the network there is an understanding that drivers receive electricity free of
charge.
Service Requirements:
• 208-240v Service Entrance (existing panel or subpanel)
• 50 -100 -amp breaker for the Tesla EV Charger (s)
Changers supplied by Sun Country: ($2199.00 per station) $6797.00 for three
Municipal Cost Estimate:
Estimated electrical costs to MODC:
Assumes the connection distance not to
exceed 30 meters.
$2,650.00
Basic Signage cost to MODC:
$100.00
Per Station Cost
$2,750.00
Total estimated cost to MODC for
three charging stations :
$8,250.00
IMPLICATIONS:
1 Policy:
Procurement
2 Financial/Budgetary:
$8250.00 no- budgeted.
3 Environmental:
Encourage sustainable transportation.
4 Strategic Plan:
Ensure sufficient infrastructure is available to best serve our residents and businesses.
5 Work Program Implications
Marianne Gates to oversee.
ATTACHMENTS:
n/a
C721"s 03
1. Direct staff to submit an application to participate in Sun Country Highway's Destination
Program and agree to fund the required $8250 for installation and signage.
2. Do not participate in the program.
Prepared BY Marianne Gates Date August 27, 2015
Reviewed BY Date
Authorized BY Date
MUNICIPALITY OF THE 0'3
DISTRICT OF CHESTER
«III fill I 111 1 M41-1111 1
REPORT TO Warden Webber and Members of Municipal Council
SUBMITTED BY Tammy S Wilson, MURP, MCIP, Chief Administrative Officer
DATE August 27, 2015
SUBJECT One Counter Customer Approach
ORIGIN Strategic Priorities Chart
CURRENT SITUATION
When Municipal Council made the decision to renovate the Gold River School to accommodate the
delivery of municipal services Council directed that the transition in service delivery be seamless,
and to this end, staff ensure a one counter customer approach to service delivery. In other words,
residents are able to access the basic municipal services at either location (Village or Gold River)
location.
Staff are in the process of developing a One Customer Approach plan for implementation. To do so,
direction is required so as to ensure that the service level approach developed meets the
expectations of Council.
RECOMMENDATION:
Direction from Council is requested as to how Council wishes to proceed with the provision of a One
Counter Customer Approach. Options for consideration:
• Option 1. Implement duplication of services in both Gold River and the Administration
building with the exemptions noted (see Discussion Section of Report);
• Option 2. Implement duplication of services at Administration Building with exemptions noted
(see Discussion Section of the Report), and provide only the full suite of Community
Development and Recreation Services at Gold River (i.e. do not provide tax payments etc.
at Gold River).
It is recommended that Option 2 be implemented and evaluated over a one to two year period.
Demand for additional services at this location could then be assessed and accommodated if so
desired.
BACKGROUND:
At the October 30, 2013 Council Meeting, Council directed that the Gold River School renovation
proceed, with portions of the municipal operations to be relocated to this space once complete.
Council further discussed the need to ensure minimal service level impact in the move of portions
of the municipal operations to Gold River.
Council reaffirmed its desire for a One Counter Customer Approach during its Strategic Planning
Workshop in January 2015.and the approval of the Strategic Priorities Chart in which the One
Counter Customer Approach is listed as a high priority. As per the work plan developed the first step
for staff is to obtain direction from Council as to their intention with respects to services levels
provided at both Gold River and the Village locations.
A One Counter Customer Approach Working Group is being formed that will consist of front line
service staff and management to develop and implement a plan for the one Counter Customer
Approach. The direction provided by Council will be valuable in moving forward with the
development of this plan and will ensure that when implemented the expectations of Council are
achieved.
DISCUSSION:
The following are the primary services presently offered at the front counters of both the
Administration Office and the Annex Building. The list is not an exhaustive list of what services
MODC provides to the public, rather it is a list of those services in which the public access the facility
for.
ADMINISTATION BUILDING
• Property tax inquiries
• Tax Payments
• Municipal Tax Exemption Applications / Seniors Property Tax Rebate Forms
• Property Tax Assessment Inquiries
• Processing of Municipal Tax Exemptions
• Land fill Payments
• Civic Numbering Payments
• Parking Ticket Payments
• Dog Tag- Registration / Payments
• Dog Kennel License payments
• Vendor License payments
• Community Development Application Fee Payments (building, development permits etc.)
• Sewer hookup Fees
• Recycling Container Payments
• Commissioner of Oaths Service
• Fax and Photocopying Services
• Hand out Water Test Kits
• By-law violations- Intake of Complaints
Recreation
• Program Registration
• Program Registrations- Refunds
• Photocopying / Laminating Services for Community Groups
• Equipment Loans (booking, pick up and drop off)
• Band stand bookings
• Pro Kids- Applications / Donations
• General information
Engineering / Public Works
• General inquiries — Re: Roads, Sidewalks, Solid Waste; Sewers
• Sewer Permit Application — pick up and drop off
• Recycling Container pick up
Legislative / Administration
• Constituent Meetings
ANNEX BUILDING
Building Inspection
• General Inquiries
• Applications
• Inspection Scheduling
• Payment of Fees
• Scheduled and drop in appointments
Development Permits / Subdivision
• General Inquiries
• Applications
• Payment of Fees
• Scheduled and drop in appointments
Zoning Confirmations
• Drop In's
• Applications
• Payment of Fees
• Scheduled and drop in appointments
Civic Numbering
• Applications
• Pick up of numbers
Amendments / Development Agreements
• Applications - -
• Scheduled drop-in appointments
• Payment of Fees
Fire Inspections
• Applications
• Scheduled drop-in appointments
By-law Enforcement
• Complaint In -Take
Economic Development
• General Inquiries
• Scheduled and drop in appointments
Preliminary discussions with the Strategic Management Team have concluded that the majority of
the services could be duplicated at each Counter. The following are the exception to this:
• Property Tax Inquiries beyond basic questions limited to Admin Bldg.
• Payment of Tax Bills beyond basic payments (i.e. taxes in arrears would need to be done at
Admin Office) limited to Admin Bldg.
• Processing of Municipal Tax Exemption forms limited to the Admin Bldg.
• Unscheduled meetings and General Inquiries for Community Development (Planning
Building Inspection) and Pro Kids would be limited to Gold River.
• Building Inspection / Planning — General Inquiries and unscheduled meetings would be
limited to Gold River.
• Economic Development- General Inquiries and unscheduled meetings would be limited to
Gold River
To duplicate services at both facilities will result in increased responsibilities and duties for front line
staff at both locations. It will further require additional training and software licenses (finance for
Community Development; Recreation and Community Development for finance). Consideration
would also be required to be given to cash payments and security measures (deposits; locked
drawers etc.) at Gold River. The demand on staff resources can only be estimated at this point,
however, it could result in the need for additional front line staff at one or both locations (at least on
a part time basis, such as during tax payment periods). Continual assessment would be required to
refine the additional staff resource need.
The options for Council in the One Customer Counter Approach:
• Option 1. - Implement duplication of services in both Gold River and the Administration
building with the exemptions noted.
This option, while more resource intensive in terms of staff and IT resource needs, will increase
services levels in MODC, by providing an alternate location for Municipal Services.
Additional resources may be required, and would be assessed over the first year of
implementation. There would be increased demand for training, software and equipment to
duplicate services, as one software program is not used for every service provided in MODC
(i.e. tax billing has its own software, as does planning and building inspection and as does
recreation).
• Option 2. Implement duplication of services at Administration Building with exemptions
noted, and provide only the full suite of Community Development and Recreation Services
at Gold River (i.e. do not provide tax payments etc. at Gold River).
This option will ensure a level of service at the Administration for most services that meets
existing levels, with the exception of unscheduled, drop in meetings with Community
Development and Recreation.
Service levels in Gold River will increase with the addition of Recreation and Community
Development Services.
This option would still have some demand on staff resources at the Village Location (extra
services offered at the front counter ... i.e. program registration), but would have, overall, less
demands on staff resources, training and IT needs than Option 1 while maintaining and
enhancing service levels. (Service level impacts would be assessed over the first year to
determine whether the impact is such that additional resources would be required.)This option
will enable Council to match resources to future demand as well.
Council may wish to consider Option Two (2). This option enables Council to maintain service levels
at the Village location, and enhance services in Gold River. Furthermore, rather than designing a
service level without knowing the demand for the same, MODC would be afforded the ability to
assess the need for additional services at the Gold River and Village location and adjust service
levels accordingly. This would be a more efficient approach to the utilization of resources (sizing
resources according to demand, as opposed to potentially oversizing)
Internal Organization Services
In addition to services to the public, there are departments that provide services to the organization,
such as IT and Finance. Various process improvements have occurred over the last few years to
ready MODC for this move. These include, Network improvements, Records Management, Mango
Aps (for communications) and Electronic Invoicing. These improvements better position MODC to
have satellite operations. Further improvements are planned in Purchasing this fiscal year.
IMPLICATIONS:
1 Policy:
N/A
2 Financial/Budgetary:
Option 1- Software costs $ 20,000 ( Full Diamond licenses; Town Suite Licenses and Active Net
Licenses); Security measures $1- $5,000; Additional Staff Resources- TBD
Option 2- Active Net License (2) - $
3 Environmental: n/a
4 Strategic Plan:
1. Continually improve satisfaction with municipal services
5 Work Program Implications
One Counter Customer Approach is a Strategic Priority for Council. Impact to work program
through front line staff assuming additional responsibilities / workloads.
6 Consultation/Communications (External v Internal)
Internal - Communication of Decision, Process to develop Plan with Working Group and
timelines will be critical. Support of the Working Group in these communications will be important
as well.
External Communications respecting timelines, services levels, and interruptions to service
during move, etc. should be considered. Direction to develop a Communications Plan is
recommended.
ATTACHMENTS:
None:
OPTIONS:
• Implement duplication of services in both Gold River and the Administration building with the
exemptions noted;
• Implement duplication of services at Administration Building with exemptions noted, and provide
only the full suite of Community Development and Recreation Services at Gold River (i.e. do not
provide tax payments etc. at Gold River).
Prepared BY Tammy Wilson, CAO Date August 27, 2015
Reviewed BY Date
Authorized BY Date