HomeMy Public PortalAbout2016-01-14_Council_Public Agenda PackageOF THE DISTRICT OF CHESTER
CHESTER MUNICIPAL COUNCIL
Thursday, January 14, 2016 at 8:45 a.m.
AGENDA
1. MEETING CALLED TO ORDER.
2. MINUTES OF PREVIOUS MEETING:
2.1 Council - Thursday, December 10, 2015.
2.2 Council - Thursday, December 17, 2015.
3. MATTERS ARISING
3.1 Request for Decision from Senior Planner - Radiocommunications Facilities - Amendments to
Planning Documents.
4. COMMITTEE REPORTS:
4.1 Committee of the Whole Meeting - Thursday, December 17,201S - Warden Webber
a) Notice - P-25 Tax Exemption Policy- Amendments to the policy (motion - 2015-512)
b) Notice - P-04 Procurement Policy - Amendments to the policy (motion - 2015-515)
4.2 Committee of the Whole Meeting - Thursday, January 7, 2016 - Warden Webber
S. CORRESPONDENCE:
5.1 Appointment with Council - Bob Youden regarding lack of water in the Village of Chester.
(appointment at 9:15 a.m. - document to be circulated separately).
5.2 Letter from Wendy Sheppard dated December 16,201S regarding Lighthouse Food Bank
Tenancy/186 Central Street/Notice to Vacate.
5.3 Letter of thanks from Clarks Lodge #61 dated November 24,201S regarding Municipal sponsorship
for Annual Charitable Golf Tournament on October 1, 2015.
6. NEW BUSINESS.
7. ADJOURNMENT.
APPOINTMENT
9:15 a.m. Bob Youden regarding lack of water in the Chester Village.
In Camera following regular session under Section 22 of the MGA if necessary
Page 1 of 1
MUNICIPALITY OF THE 3.1
DISTRICT OF CHESTER
REQUEST FOR DECISION
REPORT TO: Tammy Wilson, CAO
SUBMITTED BY: Bill DeGrace, Senior Planner
DATE: January 6, 2016
SUBJECT: Radiocommunications facilities - Amendments to Planning Documents
ORIGIN: 2015-420: Council decision October 8, 2015 to utilize CRINS services
CURRENT SITUATION:
Council's decision to utilize the services of the Canadian Radiocommunications Information and
Notification Service (CRINS), and to adopt its Protocol for all radiocommunications applications,
necessitates text amendments to the Municipal Planning Strategy and Land Use By-law, as well as to
the Chester Village Area Secondary Planning Strategy and Land Use By-law.
RECOMMENDATION:
Adopt the text amendments as attached.
BACKGROUND:
Council, at its meeting of October 8, 2015 agreed to participate and become a member of the Canadian
Radiocommunications Information and Notification Service (CRINS), and to utilize its services
including its Antenna System Siting Review and Consultation Protocol, Reference Issue 3 as may be
amended from time to time, for all radiocommunications applications in the District.
While radiocommunications falls under the jurisdiction of Industry Canada, the local Land Use
Authority (LUA) is recognized as an essential part of antenna system siting and design. A procedure
is currently in place within the Municipal and Secondary Planning Strategies which follows that of a
development agreement, but with specific criteria. These criteria are used to assess the suitability of a
proposed site to enable a recommendation to issue either a Letter of Concurrence or Letter of Non-
concurrence.
By utilizing the services of CRINS, and adopting its Protocol, the relevant sections of the two Planning
Documents detailing MODC's current procedure are no longer relevant. Staff proposes that these
sections be repealed and substituted with text that formally identifies CRINS as the review, notification
and consultation provider. CRINS undertakes all siting review, notification by mail and local media,
and public consultation on behalf of the Land Use Authority, although the Land Use Authority is
implicated in the Protocol.
IMPLICATIONS:
1 Policy:
Repeal of Policies 9.A.0 in the Municipal Planning Strategy and 3.9 in the Village Area Secondary
Planning Strategy, and replacement with new policy statements.
2 Financial/Budgetary:
N/A
3 Environmental:
N/A
4 Strategic Plan:
Goal 5: Continually reinforce the positive image of the Municipality through leadership in public
engagement and communication;
5 Work Program Implications
CRINS is responsible for public notification. In the Protocol there is no public information meeting
unless the "Degree of Visual Change" (visual impact) has been rated "High" and there is no public
hearing under any circumstance.
The utilization of the CRINS protocol has the following implications for staff and Council:
5.1 Staff participates in the process by issuing, in collaboration with CRINS, the required Land
Use Authority Recommendations Report. This Report includes a statement on the choice of site
relative to community sensitive locations, fire routing and access, compatibility with existing plans,
and environmental concerns.
5.2 Staff reviews the siting analysis which is based on established criteria, and reviews the
resulting "Degree of Visual Change" (Low, Medium, High).
5.3 The Director of Planning (i.e. Director of Community Development) signs the Statement of
Concurrence when the Degree of Visual Change has been rated "Low" or "Medium."
5.4 The relevant planning committee and/or Council reviews the proposal when the Degree of
Visual Change has been rated "High."
5.5 Staff may participate in the Public Information Meeting, which is held when the Degree of
Visual Change has been rated "High."
5.6 Council must approve the issuance of a Statement of Concurrence when the Degree of Visual
Change has been rated "High."
ATTACHMENTS:
■ Proposed Municipal Planning Strategy, Secondary Planning Strategy and Land Use By-law
amendments
■ CRINS-SINRC, Antenna System Siting Review and Consultation protocol, Reference Issue 3 [2014]
OPTIONS:
a) Adopt the text amendments as attached;
b) Adopt alternate text amendments;
c) Request further study.
Prepared BY Bill DeGrace Date 7 January 2016
Reviewed BY Tara Maguire Date 7 January 2016
Authorized BY Date
Municipality of the District of Chester
A BY-LAW AMENDING THE MUNICIPALITY OF THE DISTRICT OF CHESTER MUNICIPAL
PLANNING STRATEGY AND LAND USE BY-LAW
Be it enacted by the Council of the Municipality of the District of Chester as follows:
Municipal Planning Strategy Amendments
1. Part 9A.0, RADIOCOMMUNICATIONS TOWERS, is amended by striking out "TOWERS" in the title
and substituting "FACILITIES".
2. Sections 9A.0.1 through 9A.0.8 are repealed and substituted with:
"Council recognizes that the sole authority for issuing licenses for radiocommunications facilities lies with
the Federal Government and specifically with Industry Canada under the Radiocommunications Act. The
Municipality is a participating Land Use Authority with the Canadian Radiocommunications Information
and Notification Service (CRINS). Consequently, the Municipality authorizes CRINS to conduct siting,
review and public consultation processes in accordance with the CRINS Antenna System Siting Review and
Consultation Protocol, Reference Issue 3 [2014] (as amended from time to time). The role of the
Municipality shall be to provide input and comments as part of this Protocol."
Land Use By-law Amendment
1. Part 4, GENERAL PROVISIONS, is amended by adding after Subsection 4.4.9 a new Subsection:
"4.4.9A Radiocommunications facilities
Nothing in this by-law shall prevent the use of land for the installation of radiocommunications facilities
that have been issued a license by the Federal Government and specifically by Industry Canada, following
due process as prescribed in the Canadian Radiocommunications Information and Notification Service
(CRINS) Antenna System Siting Review and Consultation Protocol, Reference Issue 3 [2014] as amended
from time to time."
Clerk's Annotation for Official By-law Book
Date of First Reading:
Date of Advertisement — Notice of Intention:
Date of Second Reading:
Date of Advertisement of Passage of By-law:
Certification and seal:
Municipality of the District of Chester
A BY-LAW AMENDING THE CHESTER VILLAGE AREA REVISED SECONDARY PLANNING
STRATEGY AND LAND USE BY-LAW
Be it enacted by the Council of the Municipality of the District of Chester as follows:
Secondary Planning Strategy Amendments
Part 3.9, RADIOCOMMUNICATIONS TOWERS, is amended by striking out "TOWERS" in the title and
substituting "FACILITIES".
2. Sections 3.9.1 through 3.9.8 are repealed and substituted with:
"Council recognizes that the sole authority for issuing licenses for radiocommunications facilities lies with
the Federal Government and specifically with Industry Canada under the Radiocommunications Act. The
Municipality is a participating Land Use Authority with the Canadian Radiocommunications Information
and Notification Service (CRINS). Consequently, the Municipality authorizes CRINS to conduct siting,
review and public consultation processes in accordance with the CRINS Antenna System Siting Review and
Consultation Protocol, Reference Issue 3 [2014] (as amended from time to time). The role of the
Municipality shall be to provide input and comments as part of this Protocol."
Land Use By-law Amendment
Part 4, GENERAL PROVISIONS FOR ALL ZONES, is amended by adding after Subsection 4.4. 18 a new
Subsection:
"4.4.19 Radiocommunications facilities
Nothing in this by-law shall prevent the use of land for the installation of radiocommunications facilities
that have been issued a license by the Federal Government and specifically by Industry Canada, following
due process as prescribed in the Canadian Radiocoininunications Information and Notification Service
(CRINS) Antenna System Siting Review and Consultation Protocol, Reference Issue 3 [2014] as amended
from time to time."
Clerk's Annotation for Official By-law Book
Date of First Reading:
Date of Advertisement — Notice of Intention:
Date of Second Reading:
Date of Advertisement of Passage of By-law:
Certification and seal:
Antenna System Siting Review
and Consultation Protocol,
Reference Issue 3
July 15, 2014
Introduction......................................................................................................................................................4
1 Objectives................................................................................................................................................
5
2 Jurisdiction and Interpretation.............................................................................................................6
3 Radiocommunications Development Plan................................................................................................7
3.1 Annual Review...................................................................................................................................7
4 Excluded Antenna Systems.....................................................................................................................
7
4.1 Basic Exclusions.................................................................................................................................
7
4.2 Additional Exclusions.....................................................................................................................8
4.3 Confirmation of Exclusion.............................................................................................................. 8
4.4 Community Sensitive Locations.......................................................................................................8
5 Application Requirements (for Non -Excluded Applications).................................................................... 9
5.1 Pre -consultation Review....................................................................................................................
9
5.2 Non -Excluded Radiocommunications Facilities................................................................................
9
5.3 Complete Application......................................................................................................................
11
5.4 Additional Information....................................................................................................................11
6 Siting on LUA-owned Properties.............................................................................................................
11
7 LUA Recommendations Report...............................................................................................................
11
7.1 Statement on Land Use...................................................................................................................
12
7.2 Antenna Siting Design Framework Criteria................................................................................
12
7.3 Statement on Compliance with General Design Recommendations ..........................................
13
7.4 Siting of Facility Relative to Existing Use..........................................................................................
14
7.5 Statement of Concurrence..............................................................................................................
15
8 Public Consultation..............................................................................................................................
16
8.1 Notification Package....................................................................................................................
16
8.2 Notice Sign.....................................................................................................................................
17
8.3 Public Information Meeting...........................................................................................................
18
8.4 Local Media Notice..........................................................................................................................
19
8.5 Timelines and Concluding Consultation..........................................................................................
20
9 Deliverables.............................................................................................................................................20
2
9.1 LUA Recommendations Report and Concurrence ............................................
9.2 Circumstances of Municipal Non -concurrence .................................................
9.3 Time Frames..........................................................................................................
10 Definitions.............................................................................................................
v
CRI - NRC
The purpose of the Antenna System Siting Review and Consultation Protocol, Reference Issue 3 pis to detail the review
process for an application submitted through CRINS-SINRC to a participating Land Use Authority (LUA) for the siting and
construction of an antenna system, as well as defining the participating LUA's expectations relating to the location and
design of radiocommunications facilities.
This protocol applies to any proponent planning to install a new or modify an existing radiocommunications facility
regardless of the type of installation or service. This includes, but not limited to:
• Personal Communications Services (PCS);
• Cellular operators;
• Fixed wireless operators;
Broadcasting operators;
• Land -mobile operators;
• License -exempt operators; and,
Amateur radio operators.
All new radiocommunications facilities are expected to follow this process to obtain either a Notice of Facility
Exemption or a Notice of Completion relating to the consultation and the corresponding Land Use Authority (LUA)
Recommendations Report.
i [Short Title: CRPVS-SPVRC Reference Protocol, Issue 3 (2014)]
4
CBI S- NRC
The goal of this protocol is to provide a framework which sets out the LUA's expectations for appropriate design and
satisfactory public consultation for proposed radiocommunications facilities. The objectives that implement this goal
are:
1.1 Having regard for Industry Canada's legislative authority in a protocol which also respects the
context for development, and land -use mandate of the LUA;
1.2 Setting out a transparent, consistent, and predictable process for the evaluation of all
radiocommunications facility proposals that:
a) Establishes objective criteria and guidelines for evaluating and processing applications seeking
LUA concurrence;
b) Specifies the LUA's expectations as to how new radiocommunications facilities are to be sited
and designed in a manner that compliments the surrounding landscape and public realm;
C) Defines a clear consultation process administered through CRINS-SINRC that requires proponents
to engage and inform stakeholders about radiocommunications facilities; and,
d) Develops a predictable timeline for issuing of LUA recommendations that incorporates early
consultation to identify potential issues with applications in order to meet Industry Canada's
timeline requirements.
1.3 Detailing the roles and responsibilities of the various parties in the radiocommunications facility
consultation process;
1.4 Ensuring that the LUA's residents and businesses are made adequately aware of radiocommunications facility
proposals through education and public consultation; and,
1.5 Establishing an appropriate conclusion to the LUA consultation process, including specific outcomes and
deliverables.
U-0 1 M - • - •
2.1 Wireless communications and broadcast operators in Canada are licensed by the Department of Industry
(Industry Canada) in accordance with the exclusively federal jurisdiction vested in the Radiocommunications
Act Section 5(1) (a) (1.1). Additionally, the broadcasting communication operator's activities are licensed
separately by the Canadian Radio -television and Telecommunications Commission (CRTC).
2.2 As a federal undertaking, radiocommunications sites must adhere to all applicable federal regulations and
guidelines, including but not limited to:
The National Building Code and National Fire Code;
Canadian Environmental Assessment Act;
• Industry Canada's CPC -2-0-17 - Conditions of Licence far Mandatory Roaming and Antenna Tower and
Site Sharing and to Prohibit Exclusive Site Arrangements;
• Health Canada's Safety Code 6; and,
• Industry Canada's CPC -2-0-03.
2.3 Radiocommunications sites are not subject to either municipal or provincial land -use legislation
including the Planning Act and /or Municipal Governance Act of a province or territory. No formal
development or planning agreements can be executed and registered on title with respect to
radiocommunications facilities.
2.4 For the purposes of this protocol, the Land Use Authority (LUA) shall be the municipal government, or in
the case of land administered by the Crown, the relevant provincial government or federal government
agency.
2.5 For radiocommunications facilities not excluded under Section 4 of this protocol, proponents are expected to
satisfy the public consultation requirements of the applicable LUA. The role of the LUA is to provide input
and comments to Industry Canada as part of that process.
2.6 This protocol is to be read in its entirety as a comprehensive and integrated policy framework to establish
the site criteria and process leading to the issuing of a Notice of Completion or Notice of Facility
Exemption, and a LUA Recommendations Report for a proposed facility.
2.7 For the purposes of this protocol, the only member of LUA staff having the authority to manage and
exercise responsibilities under this protocol shall be the Director of Planning or his or her designate. No
powers or privileges under this protocol shall at any time be interpreted to extend to any other member of
staff.
RI - NRC.
3.1.1 Proponents shall be invited to submit within 90 days of the adoption of this protocol and by September 30`h of
each subsequent year, a written Radiocommunications Development Plan (RDP) which outlines the
proponent's expected areas of infrastructure development for the coming year.
3.1.2 The LUA shall review each proponent's plan and identify areas of common interest between proponents. The
LUA shall host a meeting with all Proponents who submitted an RDP to identify opportunities for joint build
and co -location pursuant to Industry Canada's CPC 2-0-03 and CPC 2-0-17.
3.1.3 The LUA shall identify, as part of the meeting, areas of development and development applications within its
jurisdiction where Proponents may have an interest in expanding their services. The LUA may facilitate
discussion with land developers, and other interested parties, to allow the Proponents to consider infrastructure
options during the planning stage.
3.1.4 Where feasible, the LUA may offer the Proponents an option for pre -approval on proposed facilities where a
joint build option exists.
Excludedt
Industry Canada excludes a number of proposals from consultation with the public. The exclusions
are as follows:
a) The maintenance of existing radio apparatus including the antenna system, transmission line, mast,
power, or other antenna -supporting structure;
b) Addition or modification of an antenna system (including improving the structural integrity of its
integral mast to facilitate sharing), the transmission line, antenna -supporting structure, or other
radio apparatus to existing infrastructure, building, or other structure, provided the addition or
modification does not result in an overall height increase above the existing structure of no greater
than 25% of the height of the original structure. For greater clarity, Industry Canada extends this
exclusion to radiocommunications facilities proposed to be attached or affixed to any building or
structure, including a rooftop or support pillar;
C) Maintenance of a radiocommunications facility's painting or lighting in order to comply with
the requirements of Transport Canada;
d) Installation of a radiocommunications facility used for a limited duration for a special event or to
support local, provincial, or national emergency operations during that emergency, and is removed
CRI - NRC.
within three months after the special event or emergency; and,
C) All radiocommunications facilities less than 15 metres (50 feet) in height except when the proponent
is a telecommunications company as defined under the Telecommunications Act.
FINMEXAM
The LUA additionally excludes the following radiocommunications facilities from public consultation:
a) Any facility which has been pre -approved as part of a proponent's annual Radiocommunications
Development Plan; and,
b) Additional equipment shelters associated with a new co -located facility.
4.3.1 Notwithstanding 4.1 and 4.2 above, the proponent is required to confirm with the LUA that the proposed
facility meets the exclusion criteria by submitting proposal information in accordance with Section 5.1 of this
protocol.
4.3.2 Where a proponent demonstrates that their proposal meets one or more of the exclusion criteria of Sections 4.1
or Section 4.2, the LUA shall issue a Notice of Facility Exemption to the proponent and Industry Canada.
4.3.3 Proponents are asked to incorporate the design recommendations provided in Section 7.2 of this protocol (as
applicable), even if a Notice of Facility Exemption has been issued.
. - =N ooTM1jjM=MM-
4.4.1 Notwithstanding the exclusions outlined in Section 4.1 and Section 4.2 of this protocol, Industry Canada
states in Section 6 of CPC -2-0-03 that exclusion criteria should be applied with consideration for local
surroundings. To that end, proponents are expected to engage in a pre -consultation review with the LUA,
even where a proposed radiocommunications facility is excluded, to allow the LUA an opportunity to
determine if the proposed facility falls within a Community Sensitive Location.
4.4.2 A Community Sensitive Location shall be defined as any property, which under the relevant LUA
regulations:
• is currently designated as a Heritage Property;
• is an area of designated architectural significance;
• contains a site of archeological significance; or,
• is an natural conservation area.
4.4.3 A proposed facility will not be eligible for an exemption from consultation, and the LUA will request that
Industry Canada override their policy on radiocommunications facilities excluded from consultation, where
a facility is proposed within a Community Sensitive Location.
CRINS- NRC.
Proponents shall request a pre -consultation review through the CRINS-SINRC system. Requests for pre -
consultation will be accepted once the proponent has submitted the following information to the CRINS-
SINRC online system:
• The location of the proposed radiocommunications facility, including its address and location on the
lot or structure (CRINS-SINRC Site Information Abstract);
• A short summary of the proposed radiocommunications facility and, if applicable, how it meets one of
the exclusion criteria under Section 4 of this protocol (CRINS-SINRC Facility Type Abstract);
Set of drawings illustrating the proposal, including a conceptual site plan, elevation drawings, and
context plan showing the development within the existing neighborhood (which can be supplied using
an aerial photograph base) according to the drawing guidelines outlined in Section 5.2 (c) and (d).
Such a request shall not be deemed by the LUA as the official commencement of the 120 -day
consultation process, in accordance with Section 5.3 of this protocol.
Any proposals for non -excluded radiocommunications facilities will require the submission of a complete
application through the CRINS-SINRC online system. This includes completing the online application
information, payment of fees, and uploading electronic versions of supporting documentation as follows:
a) CRINS-SINRC online data entry of the following information :
• The location of the proposed radiocommunications facility, including its
geographic coordinates, its address and location on the lot or structure (CRINS-
SINRC Site Information Abstract),-
.
bstract);• A description of the proposed structure type, shelter type, height, access, and
utility sources (CRINS-SINRC Facility Type Abstract);
b) Upload a written justification on the CRINS-SINRC Facility Type Abstract containing:
• The rationale for the selection of the proposed site (indication of whether the site provides
coverage and/or capacity, what communities / areas will benefit from the new facility);
• Description of co -location alternatives considered within a 3 km radius of the proposed site;
• A statement indicating the justification for the height of the proposed radiocommunications
facility (towers only);
• A statement on future co -location possibilities for the support structure, if applicable (CPC -2-0-
17);
• A statement on how the radiocommunications facility, if located in an area designated for
future urban development, shall complement and become a part of the future community
without unduly limiting the potential for future urban development; and,
• A statement indicating the justification for not complying with any of the LUA's preferred
design criteria in Section 7.3 of this protocol, as applicable.
CRINS- NRC
c) Upload to the CRINS-SINRC system a set of colour photographs of the subject lot, oriented toward
the proposed radiocommunications facility from at least three landmarks or important locations in the
vicinity of the proposed site:
• One set showing the current site conditions (minimum 3 photos); and,
• One set including superimposed images of the proposed radiocommunications facility
(minimum 3 photos).
A topographical map or satellite image showing the location from which the pictures were taken
(1 image).
d) Upload to the CRINS-SINRC system a site plan, elevations, and survey drawings prepared to appropriate
metric scale showing:
• The subject lot and lease area (a key plan can be used for properties having an area of 2.0
hectares or greater);
General site grading;
The location of existing lot lines, and setbacks from those for the proposed
radiocommunications facility;
Setbacks from existing and proposed buildings and structures for the proposed
radiocommunications facility;
Setbacks from the nearest building not on the subject property, measured from the nearest
point of the building, structure, or feature;
The staked limits of significant natural heritage features and other sensitive lands and
setbacks from those for the proposed radiocommunications facility within 3 times the height
of the proposed structure (if applicable);
• Existing and proposed landscaping, including an inventory of existing vegetation and any
plantings proposed to screen the base of the tower and any structures on the ground where
applicable;
• Access proposed to the radiocommunications facility, including any motor vehicle
parking spaces including dimensions; and,
• The structure type and height of the proposed radiocommunications facility.
e) Upload to the CRINS-SINRC system mapping prepared to appropriate metric scale
showing:
The location of the proposed radiocommunications facility within the community; and,
Network coverage mapping showing the applicant's current coverage and anticipated
coverage (including signal strengths in dBm) with the installation of the proposed
radiocommunications facility including the nearest existing antenna systems
belonging to the proponent.
f) Upload approvals from Transport Canada's and NAV Canada outlining aeronautical obstruction
marking requirements (whether painting, lighting, or both) if available. If unavailable, the proponents
can provide their applications to Transport Canada and NAV Canada together with an undertaking to
provide those requirements once they become available;
g) Upload a written attestation that the proposed radiocommunications facility will comply with Safety
Code 6, including combined effects within the local radio environment at all times, signed by the
Professional Engineer taking responsibility for the site's compliance;
10
CRI - NRC.
h) Upload a statement on the potential effects that the proposal may have on nearby electronic equipment
(both existing and proposed) in accordance with CPC -2-0-03 and EMCAB-2, as well as measures
proposed to mitigate those effects; and,
i) Upload a written attestation that the proposed radiocommunications facility will comply with the
National Building Code and National Fire Code in accordance with the proponent's responsibilities
under enabling federal legislation, signed by the Professional Engineer taking responsibility for the
site's compliance.
To clarify Industry Canada's requirements of Section 4 of CPC -2-0-03, the LUA shall consider the date a
Complete Application was received as the official commencement of the 120 -day consultation process.
Such a process is consistent with and required for other development applications in the LUA. A
determination on the completeness of an application or request for additional information will be provided
within five days of receipt of the application by the LUA.
If a request is made to the proponent for additional information prior to the LUA deeming the application
to be complete and no additional information is supplied within 90 days, the LUA shall advise Industry
Canada of the incomplete nature of the application and will deem the application abandoned.
Any request to install a radiocommunications facility on lands owned by the LUA shall be made to the Manager of
Realty Services, in accordance with LUA policy. Independently, an application shall be required by the proponent in
accordance with Section 5.2 of this protocol.
The LUA acknowledges that proponents can install radiocommunications facilities in almost any location. It is the
LUA's position to work with proponents to achieve the best possible design of a radiocommunications facility for
constituents. Such design strikes an appropriate balance between technological and network coverage requirements,
and unobtrusive development that compliments or improves the surrounding landscape and public realm.
As part of the input provided to proponents and Industry Canada, an LUA Recommendations Report will be provided
for all proposed installations and shall be a required deliverable for non -excluded applications prior to a Notice of
Completion being issued. The LUA Recommendation report shall consist minimally of the following elements:
11
CRINS- INRC
The LUA shall provide a statement on the Proponent's choice of site relative to the following criteria:
• Community Sensitive Locations
• Fire routing and access.
• Zoning and compatibility with existing Strategic Plans.
• Environmental Concerns
7.2.1 The LUA shall provide Antenna Siting Design Framework (ASDF) criteria for the proposed site to the
proponent through the CRINS-SINRC system. The ASDF criteria shall outline design goals for the
proposed site based on the location chosen by the proponent. The LUA shall inform its recommendations
based on how well the proponent's design meets the ASDF design criteria.
7.2.2 The ASDF provides an overall classification of the proposed design through a concept known as "Degree
of Visual Change" which is characterized as "Low", "Medium" or "High'.
7.2.3 The level of public consultation required for a proposed site shall be dictated by the ASDF "Degree of
Visual Change" classification as follows:
• "Low" — the proposed facility requires that land owners within a minimum of 120 metres or 3
times the structure height, whichever is greater, be notified by mail/courier requesting
comments or questions over a 30 day period. No road signage is required. No public meeting is
required. LUA Staff shall issue a LUA Recommendation Report within 30 days. A Notice of
Completion shall be issued by CRINS-SINRC upon receipt of the LUA Recommendation
Report and approval by the LUA Designated Representative.
• "Medium" — the proposed facility requires that land owners within a minimum of 120 metres or
3 times the structure height, whichever is greater, be notified by mail/courier requesting
comments or questions over a 30 day period. A Public Notice shall be placed in local media
outlets requesting comments or questions over a 30 day period. Road signage shall be erected
prior to the mailout to adjacent landowners and publication of the Public Notice. No public
meeting is required. Staff shall issue an LUA Recommendation report within 30 days and such
report shall be accompanied by a summary of public comments received from adjacent
landowners and members of the public. A Notice of Completion shall be issued by CRINS-
SINRC upon receipt of the LUA Recommendation Report and approval by the LUA
Designated Representative.
• "High" — the proposed facility requires that land owners within a minimum of 120 metres or 3
times the structure height, whichever is greater, be notified by mail/courier requesting
comments or questions over a 30 day period. Road signage shall be erected prior to the mailout
to adjacent landowners. A Public Information Meeting shall be held no later than 14 days atter
the closing date for submissions from adjacent landowners. LUA staff shall prepare an LUA
Recommendations Report within 60 days, including a summary of public comments received
during the public information meeting, and shall present the report to the LUA's Planning
Committee and/or Council for review. A Notice of Completion shall be issued by CRINS-
12
SINRC on the date the LUA Recommendation Report is presented to Council. However, a
statement of concurrence from the LUA will only occur with the approval of Council.
wr,"M�11 19111111,
The following general design guidelines shall apply for all radiocommunications facilities in the LUA and proponents
are asked to follow these guidelines, as applicable, for all proposed facilities:
7.3.1 Colors used for all components of the radiocommunications facility shall be compatible with the
surrounding landscape and public realm:
a) Color matching shall be the first preference for the LUA, with the exact color(s)
determined on a case-by-case basis to enhance the surrounding landscape and public realm;
b) Neutral colors shall be the second preference; and,
C) Non -reflective surfaces and paints shall be used.
7.3.2 Designs requiring no illumination are expected except where Transport Canada and NAV Canada
requirements for illumination of the radiocommunications facility are identified.
7.3.3 Where a proposed radiocommunications facility requires an equipment shelter:
a) The first preference is to locate such structures within a main or accessory building used for
other uses on the same lot;
b) A new, above -ground equipment shelter at the base of the structure or abutting the penthouse of a
building is the next preference of the LUA; and,
c) Any new equipment shelter shall require architectural treatments sensitive to the
surrounding landscape and public realm and in the case of a building, consistent with the
architectural style of the building.
7.3.4 Where a proposed radiocommunications facility requires screening and access restriction:
a) Existing vegetation shall be preserved wherever possible, with new plantings provided to
enhance the surrounding landscape and public realm;
b) Where fencing is proposed, design details including the materials proposed and
elevation drawings showing details and gate locations shall be provided in the drawings
uploaded with the application;
C) Fencing shall use materials sensitive to the surrounding landscape and public realm; and,
d) The use of razor wire requires analysis in the justification report, including how its use
will not compromise the surrounding landscape and public realm.
13
CRI S- NRC.
7.3.5 Vehicular access to the proposed radiocommunications facility should be provided as follows:
a) Access needs to be suitably provided to a public street or across a private right-of-way;
and,
b) Any parking space provided shall not be within a road allowance.
7.3.6 Where a proposed radiocommunications facility is located on the roof of a building or structure:
a) Support structures and equipment shelters should be color -matched or designed
with architectural treatments and/or shrouding to compliment or blend in with the
existing building; and,
b) Antennas should be flush -mounted wherever possible.
7.3.7 New radiocommunications facilities shall avoid obscuring significant views and vistas.
7.3.8 Where a proposed radiocommunications facility is located on the roof of a building or structure:
a) Any signage required by Industry Canada shall be permitted to be posted on
the radiocommunications facility;
b) The LUA shall require the posting of a small plaque at the base of the
radiocommunications facility, identifying its owner/operator and contact information for
that party; and,
c) No third -party signage, flags, or graphics are permitted on a telecommunication facility
except where such signage is part of the shrouding scheme for the site and the signage is
compliant with the LUAs existing signage requirements.
The LUA acknowledges that radiocommunications facilities are not subject to the requirements of a Zoning
By-law. Notwithstanding this, the following requirements apply to radiocommunications facilities:
7.4.1 The placement of any parking space or any component of a radiocommunications facility shall not
create or cause a situation of non-compliance with any LUA Zoning By-law for any other use,
building, or structure on the same lot.
14
CRI S-SNRC.
The LUA shall provide a statement of concurrence or non -concurrence with the proposed facility, signed by
the Director of Planning.
7.5.1 If the LUA concurs with the proposed facility subject to conditions, the Statement of Concurrence
shall state any conditions to be satisfied by the proponent, and the Proponent shall be asked to
provide a Letter of Undertaking on their letterhead agreeing to satisfy the conditions.
7.5.2 If the LUA does not concur with proposed facility, then the Statement of Non -Concurrence shall
detail the reasons that the proposed facility is deemed unacceptable, and any remedies available to
the Proponent to satisfy the LUA and bring their proposal into an acceptable state.
7.5.3 In the case that non -concurrence is due to the Proponent not being prepared to satisfy the
conditions provided under a conditional Statement of Concurrence, then the LUA shall request that
Industry Canada not provide a license to the Proponent for the proposed site.
15
CRI - NRC.
In completing a public consultation process for a new, non -excluded radiocommunications facility, it is expected
that CRINS-SINRC and LUA staff shall facilitate the process with support from the proponent as required. A Public
Consultation shall be required only for facilities that do not meet the exclusion criteria of Section 4 of this protocol,
and shall be conducted according to the following process:
a) The LUA will provide CRINS-SINRC staff with a list of landowners and tenants, where applicable,
within a radius of the greater of 120 metres or three times the height of the proposed
radiocommunications facility. This distance shall be measured outward from the furthest point of the
radiocommunications facility's supporting mechanism (i.e. outermost guy line, building edge, or tower
face). All properties within this distance shall be included on the mailing list.
b) CRINS-SINRC will prepare and distribute the notification package to the following recipients:
To the landowners within a radius the greater of 3 times the tower height or 120 metres from
the proposed radiocommunications facility, addressed to the name on the list and "or the
occupant";
The Director of Planning or his or her designate;
The CAO of the LUA;
If an adjacent municipality is located within 120 metres or three times the tower height of the
proposed radiocommunications facility, the CAO of that municipality; and,
• The local councilor(s).
c) The package shall include the following items submitted under Section 5.2 of this protocol:
Description of and rationale for the proposed structure including structure type and design,
dimensions, height, color, lighting, and site access (including measures to control public
access);
Superimposed images of the proposed radiocommunications facility;
• Attestation that the general public will be protected in compliance with Safety Code 6,
including combined effects within the local radio environment at all times;
The project's status under the Canadian Environmental Assessment Act;
A description of Transport Canada's and NAV Canada's aeronautical obstruction marking
requirements (whether painting, lighting, or both) if available. If unavailable, the proponents
can provide their expectation of Transport Canada's requirements together with an
undertaking to provide those requirements once they become available;
A statement on the potential effects, measures that the proposal may have on nearby
electronic equipment (both existing and proposed) in accordance with CPC -2-0-03 and
EMCAB-2, as well as measures proposed to mitigate those effects;
Attestation that the proposed facility shall comply with all structural codes and regulations;
Notice that general information relating to antenna systems is available on the CRINS-SINRC
website;
16
GRANS- INRC
• Contact information for CRINS-SINRC, a representative of the proponent, the Director of
Planning Services or his or her designate, and a representative from Industry Canada; and,
• Information on how to submit comments and the closing date for submission of written public
comments (which shall be not less than 30 days from the date of transmission of the
notification).
a) The proponent shall erect, when required under this protocol, one notice sign along each lot line abutting
a public street or roadway.
b) Where a public meeting is required, the sign shall be posted at least 21 days before the public
information meeting. Where no public information meeting is required, the sign shall be posted for
three weeks at any point during the consultation process.
c) All notice signs shall be erected on the lot so that it is clearly visible and legible from all public streets
or roadways abutting the subject lot. The signs shall be provided by CRINS-SINRC and conform to
the following format:
caaadian gad mmaai—rans s ry e d inra ma, an at d aY flcarian
Information and Notification Service en radiocommunications canadiennes
Public Notice
[Name of Proponent]
Has submitted an appiwaHion to construct a
Radiocommunications
Facility
[Civic Address]
For Further Information visit
www.,crins-sinrc,.ca
r� I or ��cryryaH �I �r
1 -855-502-7467
Refer to
Case dumber:
IXXXX-XXX-XXXXI
17
CRINS- NRC
d) Photographs illustrating all notice signs posted and the date on which they were installed on the
subject lot shall be uploaded to the CRINS-SINRC online system by the proponent as soon as
possible after installation.
C) All notice signs must be removed no later than 21 days after an issuance of a Notice of Completion.
a) The Public Information Meeting shall be required for all non -excluded facilities classified as
"High" under ASDF criteria, and shall be open and accessible to all members of the public and
local stakeholders.
b) The convener shall make it clear at the beginning of the public meeting that the LUA is a commenting
agency only, and that all decisions relating to the proposal are to be made by Industry Canada at a later
date.
c) The public information meeting will be convened and facilitated by the LUA or CRINS-SINRC at the
LUA's request. A representative from the LUA may attend to assist in answering questions.
d) The proponent shall provide, at a minimum, two sets of display panels containing a site plan
drawing and colour photographs of the subject lot, oriented toward the proposed
radiocommunications facility from at least three landmarks or important locations in the vicinity
of the proposed site:
One set showing the current site conditions; and,
One set including superimposed images of the proposed radiocommunications facility.
The convener shall record all names, addresses, and contact information for attendees.
e) All Public Information Meetings convened by CRINS-SINRC shall be video recorded and
made available on the CRINS-SINRC website for viewing.
LN
CRINS-SlNRC
Where a Notice in the local media is required under this protocol, CRINS-SINRC shall additionally place a
notice in the outlets identified by the LUA. Publication of this notice shall be synchronized with the
distribution of the public notification package. The notice shall be consistent with the following format:
CRINS-SINRC
Public Notice
In accordance with the RadiocornMUnjCafi01)S
Act and Industry Canada procedure CPC -2-0-
03, Issue 5 (2014), be advised that
[Name of Proponent]
has submitted an application and notified [IName
of LUAI of its intentions to develop a
Radiocommunications Site located at
[LOCATION OF PROPOSED SITE]
For further information on the above proposall
visit the CRINS-SINRC website:
hftp://www,crins-sinrc.ca/
or call
1-855-502-7467
Please reference the following Case (Number:
XXXX-XXXX-XXXX
ANIY PERSON may make a written submission
by [DATE] with respect to this matter addressed
to
Canadian Radiocommunications Information
and INotificatiion Service
501-1500 Bank Street,
Ottawa, Ontario
K1H 722
Fax: 613-482-2299
Email: submissionsQcrins-sinrc.ca
19
CRINS- NRC.
a) All written submissions received from the public by a means other than direct entry into the CRINS-SINRC
online system by a registered user shall be entered into the online system by CRINS-SINRC staff with 24
hours of receipt. Once entered into the online system an acknowledgement by the proponent shall be made
within 14 days.
b) A dialogue between a party who has provided a written submission and a proponent shall continue until all
Relevant Concerns are answered, or a further response or inquiry is not received from either party within 21
days, whichever occurs first. A proponent must respond to all reasonable and relevant inquiries within 60 days
or provide a reason why the question or concern is not relevant.
c) CRINS-SINRC will maintain the official records of public consultation for the LUA containing, at a
minimum, the following:
• Copies of all letters and other written communications received on or before the last day for
comments associated with the application;
• Copies of responses outlining how the concerns and issues raised were or will be addressed
or, alternatively, clearly setting out the reasons why such concerns are not reasonable or
relevant; and,
• Copies of any follow-up responses received from residents.
• Summary of the public information meeting including attendee list and contact information (if
applicable);
Copies of the Notice of Facility Exemption or Notice of Completion, and LUA Recommendations Report shall be
sent directly to Industry Canada with copies sent to the following parties:
• The proponent;
• The CAO of the LUA;
• The applicable Councilors;
• If an adjacent municipality is located within 120 metres of the proposed radiocommunications facility, the CAO
of that municipality; and,
• The Director of Planning for the LUA.
Copies of the above notices and reports shall be maintained by CRINS-STNRC online for 7 years following the
completion of the consultation.
20
RI - NRC
The end result of a successful land use authority consultation process consists of two parts:
9.1.1 The first component is an LUA Recommendation Report. This report shall outline the recommendations of
the LUA with respect to the design of the proposed facility. This part of the Concurrence shall only be signed
by the Director of Planning once a Letter of Undertaking signed by the proponent is received by the LUA.
This Letter of Undertaking shall form a Schedule(s) to the final LUA Recommendations Report and shall
include the following requirements, if applicable:
a) Attestation that the proponent shall construct and operate the radiocommunications facility in
accordance with the drawings and justification report submitted; and
b) Any noted design requirements or considerations and other conditions to meet LUA expectations.
9.1.2 The second component is a Notice of Completion of Public Consultation, or a Notice of Facility Exemption.
This part of the Concurrence shall only be signed by the Executive Director of CRINS-SINRC and the LUA
Director of Planning, or his designate, once proponent has completed the consultation as set out in this
protocol.
9.1.3 A proposal which has received a Notice of Facility Exemption or Notice of Completion, and a LUA
Recommendations Report where the LUA has approved the site and the proponent have agreed to be bound
by the conditions of the approval (if applicable) shall be deemed to have received Municipal Concurrence.
9.1.4 The only valid Municipal Concurrence statement the LUA shall issue is one attached to the LUA
Recommendations Report and signed by the Director of Planning or his or her designate and sent directly to
Industry Canada, with a copy to CRINS-SINRC for publication and archive.
9.2.1 Where the LUA is not in concurrence with a proposal, the LUA will advise the proponent and Industry
Canada within the Industry Canada stipulated 120 -day period of its non -concurrence with the proposal.
9.2.2 The LUA will request, for a radiocommunications facility not yet constructed, that Industry Canada not
issue radio license prior to the LUA issuing a Municipal Concurrence.
9.2.3 The LUA will request, for a radiocommunications facility constructed without a Municipal Concurrence, that
Industry Canada direct the proponent to consult with the LUA or use its own powers to remedy the situation.
21
RI - NRC
9.3.1 If, in the mutual opinion of the Director of Planning Services and the proponent, outstanding issues are close
to being resolved approaching the end of the 120 -day period but more time is required to finalize, the LUA
shall advise Industry Canada of the situation and provide an estimated date for delivery of a Municipal
Concurrence. The LUA will also request Industry Canada not issue a radio license prior to the LUA issuing a
Municipal Concurrence.
Co -location (and co -located)
Means the placement of antenna systems on an existing building or structure, or the placement of additional antenna
systems on an existing support structure, by one or more proponents.
Complete application
Means an application for Letter of Municipal Concurrence where all of the items listed in Section 4.1 of this
protocol have been provided to the LUA.
CPC 2-0-03
Means Industry Canada's Client Procedures Circular, "Radiocommunication and Broadcasting Antenna Systems,"
Issue 5, effective July 15, 2014.
EMCAB-2
Means "Criteria for Resolution of Immunity Complaints Involving Fundamental Emissions of
Radiocommunications Transmitters," Issue 1, June 1994.
Equipment shelter
Means a structure containing equipment such as radios, electronic, and other apparatus necessary to support the
operation of the radiocommunications facility to receive or transmit signals, and which is not staffed on a
permanent basis.
Height
Means the vertical distance measured from the established grade of a building or structure to the highest point of the
building or structure, including any components attached to the building or structure.
Land Use Authority (LUA)
Means the municipal government, provincial government (Crown land), or federal agency (i.e. Indian and Northern
Affairs Canada) responsible for land use and planning and development within a jurisdiction.
LUA
Sarre as "Land Use Authorio," above.
Landlord
Means the owner of a lot, building, or structure who permits occupancy of that lot, building, or structure by a
radiocommunications facility.
Municipal Concurrence
Means satisfaction by the LUA that the proponent has given adequate regard to this protocol in the siting and
22
RI - NRC
design of a proposed radiocommunications facility, and satisfaction with the completeness of the public
consultation process undertaken by the proponent. Such satisfaction shall only be expressed through a statement
issued by the Director of Planning Services or his or her designate as part of the LUA Recommendations Report.
Proponent
Means a company, organization, or person which offers, provides, or operates a radiocommunications facility
for personal use or the general public.
Public Authority
Means the LUA, Government of Canada, Provincial Government, or a Conservation Authority.
Public Realm
Means, in an area of suburban or urban development, the appearance, form, and function of buildings, structures,
landscape, linkages, places, and activities occurring or planned on the subject lot and within the immediate vicinity,
regardless of ownership.
Radio License
Means the approval of sites to be used for radiocommunications facilities, issued only by Industry Canada.
Safety Code 6
Means Health Canada's Safety Code 6, "Limits of Human Exposure to Radiofrequency Electromagnetic Fields in
the Frequency Range from 3 kHz to 300 GHz," 2009.
Surrounding Landscape
Means, in a rural or undeveloped area, the geography of and appearance of the land and associated features
including buildings and vegetation.
Support Structure
Means a structure permanently affixed to the ground or onto an existing building or other existing structure used to
support one or more antenna systems or other platforms for the primary purpose of radiocommunications.
Radiocommunications Facility
Means the components, either individually or in combination, required to operate a wireless communications
network including cell sites, transmitters, receivers, antennae, and signaling and control equipment, and may
include an accessory equipment shelter and support structure.
23
THURSDAY, DECEMBER 1.7,2015
2015-511 APPROVAL OFMINUTES
MOVED by Councillor Armstrong, SECONDED by Councillor Myra the Minutes of the December 3, 2015
meeting of the Committee of the Whole be approved as circulated. CARRIED.
I I 1* 1 . I I I I I 1 11 � F 1
MOVED by Councillor Church -Cornelius, Seconded by Councillor Myra that the Committee of the Whole
recommended to Municipal Council that Municipal Council amend Policy P-25, Tax Exemption Policy as
presented by Staff in a report dated November 26, 2015, and further that this motion serve as seven days'
notice, pursuant to Section 48 of the Municipal Government Act, that at the January 14, 2016 Council
meeting Council will consider the same. CARRIED.
2015-513 APPROVE GOLD SPONSOR OF THE ATLANTIC CANADIAN CHAMPIONSHOP FOR ELITE
BANTAM FEMALE HOCKEY PLAYERS
MOVED by Councillor Myra, SECONDED by Deputy Warden Shatford that the Committee of the Whole
recommend to Municipal Council that Municipal Council be a Gold Sponsor of the Atlantic Canadian
Championship for elite Bantam Female Hockey players, with the award of a grant in the amount of $825, to
be funded $600 from Council Grants and $225 from the Recreation Grants. CARRIED.
2015-51.4 DIRECT STAFF TO REVISE PROCUREMENT PROCEDURES TO CHANGE THE
REQUIREMENTS FOR BID BONDS FOR CONTRUCTION PROJECTS AND ARRANGE AND
HOST WORKSHOP FOR SMALL CONTRACTORS TO COMPLY WITH OH S.
MOVED by Councillor Church -Cornelius, SECONDED by Councillor Armstrong that the Committee of the
Whole recommend to Municipal Council that Municipal Council direct staff to:
a) Revise Procurement Procedures to change the requirement for Bid Bonds for
constructions projects, from those valued at $100,000 to those valued at $200,000; and
b) Arrange and host a workshop in which a recognized Safety Association is engaged to
build the capacity of'small contractors to comply with Occupational Health and Safety
legislation and regulations, thus facilitating their ability to comply with Municipal
contract requirements.
CARRED.
2015-51.5 APPROVE AMENDMENTS TO SCHEDULE A OF THE PROCUREMENT POLICY P-04
MOVED by Deputy Warden Shatford, SECONDED by Councillor Veinotte that the Committee of the Whole
recommend to Municipal Council that Municipal Council approve amendments to Schedule A of the
Procurement Policy (P-04) to:
a) Change the Length of Contract for Engineering Services from 5 years to 3 years; and
b) Change the Length of Contract for Audit Services and Legal Services to be an unspecified
term, to be at the discretion of Council; and
Further that this motion serve as seven days' notice, pursuant to Section 48 of the Municipal Government
Act, that at the January 14, 201.6 Council meeting Council will consider the same.
CARRIED.
2015-516 APPROVE THE FIRE DEPARTMENT REGISTRATION UPDATES, AND SCHEDULE B
CONFIRMATIONS OF REGISTRATION NOTIFICATIONS BE SENT TO INDIVIDUAL
COMMISSIONS/DEPARTMENTS
MOVED by Deputy Warden Shatford, SECONDED by Councillor Myra that the Committee of the Whole
recommend to Municipal Council that Municipal Council approve the Fire Department Registration Updates,
and Schedule B confirmations of registration notifications be sent to the individual Commissions /
Departments confirming the same; and that this notification include a notice outlining the audit requirements
of P-33, and advise the Commissions have 24 months to comply with the requirements to provide the same;
and further to this notification, the Hubbard's Commission be notified to resolve the status of "Good Standing"
with the Registry of joint Stocks for the Fire Department within six months of this notice. CARRIED.
2015-517 STAFF BE DIRECTED TO REVIEW POLICY P-33 AS IT PERTAINS TO THE FINANCIAL
REPORTING REQUIREMENTS OF FIRE DEPARTMENTS AND BRING BACK OPTIONS TO
COUNCIL
MOVED by Deputy Warden Shatford, SECONDED by Councillor Myra that the Committee of the Whole
recommend to Municipal Council that staffbe directed to review Policy P-33 as it pertains to the financial
reporting requirements of Fire Departments and bring back options to Council for consideration. CARRIED.
2015-518 ADJOURNMENT
MOVED by Councillor Church -Cornelius, SECONDED by Councillor, Armstrong the meeting adjourn.
CARRIED.
4.1 a)
(COW motion - 2015-512)
AMENDMENT 2015/16—January 14, 2015 (Second Notice)
tiliii l l pl iii ty (4 1:1l e IID uo st uu l (: IIII uu "sf e lurw
Iramul. ""E",
.mul.
el"m pti,on,
Ic"I'lly,
��IdHcy 11...'
Tax Exemption Policy (continued)
MUNICIPALITY OF THE DISTRICT OF CHESTER
POLICY P -2S
TAX EXEMPTION POLICY
WHEREAS Section 69 of the Municipal Government Act permits a Municipality to grant a tax
exemption for low income earners;
THEREFORE BE IT RESOLVED that Council of the Municipality of the District of Chester
adopts the following policy respecting property tax exemptions.
1.0 In this Policy,
1.1 INCOME means a person's total income ftotal income before deductionsl from all
sources for the calendar year preceding the fiscal year of the Municipality of the
District of Chester, excluding any allowances paid pursuant to the War Veterans
Allowance Act (Canada) or Pension paid pursuant to the Pension Act (Canada) and
includes:
i) The income of all assessed owners, their spouse(s). including common law
spouses residing at the property: and
ii) Those who hold an interest in the property and contribute to the household
expenses.
1.2 Owner includes:
i) The person assessed for the property;
ii) A person who holds title including a part owner, joint owner, tenant in
common, or joint tenant of the proper1y: : and
iii) A person with a life interest in the property.
1.3 Principal Residence is the ordinary place of residence for greater part of the year of
an owner as well as an owner in a hospital or nursing care facility, unless that person
has not slept at the property for a period of two () years or more, or unless the
property has been rented to paving tenants, in either of which events, the property
shall be deemed to cease being the owner's ordinary place of residence.
2.0 The Municipality shall grant an exemption as follows:
i) For owners with an Income Level of $12,000 or less the tax exemption would shall
be a maximum of $500.00 (on the general tax rate only);
ii) For owners with an Income Level of $12,001 to $ 15,000 the tax exemption shall
Abe a maximum of $300. 00 (on the general tax rate only).
First Notice - Committee of the Whole - December 17, 2015 (2015-512)
Second Notice - Council - January 14, 2016
Effective - Page 2
Tax Exemption Policy (continued)
iii) For owners with an Income Level of $15,001 to $19,000 the tax exemption shall
Abe a maximum of $200. 00 (on the general tax rate only).
3.0 A person or persons applying for an exemption must:
i) Make an affidavit:
a) Regarding his/her income from all sources in the year preceding the
Municipal taxation year for which the exemption is sought. Satisfactory
verification of income must be presented to substantiate the
exemption. Exemption form attached as Schedule "A".
b) Verify that any person who holds an interest in the property. whose
income is not included in household income pursuant to clause 1.1 (H).
does not contribute to paving household expenses.
ii) Provide satisfactory verification of income to substantiate the exemption:
ii) Apply for the exemption each year prior to March 31St of the Municipal
taxation year:
4.0 The exemption shall only apply to a property where at least one of the assessed owners
occupies it as his/her principal residence;
5.0 Prior to an exemption being granted, all outstanding debts to the Municipality, which are
not a lien on the property, shall be paid in full. This would include any fees such as building permit
fees, landfill tipping fees, recreation fees, etc.
6.0 A refusal to grant an exemption pursuant to this Policy shall maybe annealed to ache
sof Council.
First Notice - Committee of the Whole - December 17, 2015 (2015-512)
Second Notice - Council - January 14, 2016
Effective - Page 3
Tax Exemption Policy (continued)
MUNICIPALITY OF THE DISTRICT OF CHESTER - PROPERTY TAX EXEMPTION AFFIDAVIT
YEAR DISTRICT ACCOUNT EXEMPTION AMOUNT I NUMBER
2015/16
I/We, _ &** property owners of _ in the County of
Lunenburg, Province of Nova Scotia, and Nv Fe we ~___a_ for a greaLe~ paFt _f the yea~ is our principal
residence, make oath and say as follows:
1. That the total r income before deductions of all assessed owners, their spouses (including Common
Law Spouses) residing at the residence and those who hold an ^^.•,, :D interest in the property and
contribute to household expenses was as follows during the calendar year 2014. Any Allowance paid
pursuant to the War Veterans Allowance Act (Canada) or pension paid pursuant to the Pension Act
(Canada) is not to be included in a person's total income for this purpose.
__ Combined CrAq,; Income was less than $12,000.00; OR
Combined Gress Income was between $12,001.00 and $15,000.00; OR
Combined gess Income was between $15,001.00 and $19,000.00 AND
Verification Provided
NOTE: THIS IS A LEGAL SWORN AFFIDAVIT AND THE APPLICANTS SIGNATURES) ENDORSED BELOW
ARE VERIFICATION THAT THE INFORMATION PROVIDED IS TRUE IN ALL RESPECTS,
THE AMOUNT OF EXEMPTION GRANTED WILL BE DETERMINED AFTER THE FINAL TAX BILL IS
PRODUCED AND WILL BE LIMITED TO THE GENERAL RESIDENTIAL TAX PORTION OF THE
OVERALL TAX BILL (I.E. DOES NOT INCLUDE AREA RATES).
Sworn to at _ _ in the County of Lunenburg, Nova Scotia on the _ day of 20
Staff'Signature
A Commissioner of the Supreme Court of Signature ofApplicant(s)
Nova Scotia or a Municipal Councillor
First Notice - Committee of the Whole - December 17, 2015 (2015-512)
Second Notice - Council - January 14, 2016
Effective - Page 4
4.1 b)
(COW motion - 2015-515)
DRAFT - AMENDMENT - JANUARY 2016
Amendments to Appendix 3 - change in length of terms for Engineering Services, Auditing Services,
and Legal Services
MUNICIPALITY OF THE DISTRICT OF
CHESTER
PROCUREMENT POLICY
P-04
Amended Effective: ?
Procurement Policy P-04 (continued)
Table of Contents
1.0 Purpose and Objectives.....................................................................................................................................3
2.0 Definitions..........................................................................................................................................................3
3.0 Application.........................................................................................................................................................5
4.0 Directives............................................................................................................................................................5
5.0 Alternative Procurement Practices..................................................................................................................6
6.0 Bid Opening, Evaluation, and Award................................................................................................................6
7.0 Fair Treatment for Nova Scotia Suppliers........................................................................................................7
8.0 Other Considerations.........................................................................................................................................7
9.0 Obligations under the Public Procurement Act...............................................................................................8
10.0 Amendments....................................................................................................................................................9
Appendix1..............................................................................................................................................................10
Appendix2. ........... ....... ....... ........... ....... ........... ....... ....... ........... ....... .......
........... ....... ....... ....... - 12
Appendix3. ........... ....... ....... ........... ....... ........... ....... ....... ........... ....... .......
........... ....... ....... ....... - 13
Notice of Amendment - Committee of the Whole - December 17, 2015 (2015-515)
11t Notice - Committee of the Whole - December 17, 2015 (2015-515)
2nd Notice - Council - January 14, 2016
Effective Date -
Procurement Policy P-04 (continued)
1.0 Purpose and Objectives
The Municipality of the District of Chester (Municipality) is committed to acquiring goods and
services on a competitive basis to ensure that best value is received for our taxpayers and that
procurement opportunities are handled in a transparent, accessible and equitable manner.
The Municipality is committed to:
• Providing for the procurement of goods, services, construction and facilities in a fair, open,
consistent, and transparent manner resulting in best value;
• Encouraging competition, innovative ideas and solutions, while respecting all Legislative and
Trade Agreement obligations;
• Promoting sustainable procurement in procurement decisions, including identifying and
exploring opportunities to work with and support social enterprises and businesses that are
owned by and who employ under -represented populations;
• Ensuring that qualified suppliers have equal opportunity to bid on the Municipality's
procurement activity;
• Being accountable for procurement decisions.
2.0 Definitions
For the purposes of this policy, the following definitions are provided:
Atlantic Standard Terms & Conditions
Standard instructions that support public tenders issued by the four Atlantic provinces for
goods and services. Supplements may be added if and when required.
Best Value
Evaluating bids not only on purchase price and life cycle cost considerations, but also taking
into account items such as environmental and social considerations, delivery, servicing, and
the capacity of the supplier to meet other criteria as stated in the tender documents.
Bid
A supplier response to a public tender notice to provides goods, services, construction or
facilities.
Construction
The construction, reconstruction, demolition, repair, or renovation of a building, structure,
road or other engineering or architectural work, excluding the professional consulting
services related to the construction contract unless they are included in the procurement.
Construction Contract Guidelines
Standard instructions developed in consultation with the Construction Association of Nova
Scotia that support construction tenders.
Notice of Amendment -Committee of the Whole -December 17, 2015 (2015-515)
11t Notice - Committee of the Whole - December 17, 2015 (2015-515)
2nd Notice - Council - January 14, 2016
Effective Date -
Procurement Policy P-04 (continued)
Goods
Materials, furniture, merchandise, equipment, stationery, and other supplies required by the
Municipality for the transaction of its business and affairs and includes services that are
incidental to the provision of such supplies.
Facilities (also referred to as Building Leases)
All building lease requirements covering the conveyance of the right to use tangible building
property for a specified period of time in return for rent.
Procurement Advisory Group
The advisory group established by the Public Procurement Act to provide advice and
recommendations to advance the outcomes of the Act.
Procurement Activity
The acquisition of all goods, services, construction, or facilities procured by purchase,
contract, lease, or long-term rental.
Procurement Value
The value of the total contract excluding taxes but including all options whether exercised or
not. For Facilities this value is determined by the monthly lease/rent times the term of the
contract.
Procurement Web Portal
The public website maintained by the Province where all public tender notices are posted.
Public Advertisement
Advertising a public tender notice on the procurement web portal.
Public Procurement Act (PPA)
An Act outlining the rules related to the procurement activity of all public sector entities in
the Province of Nova Scotia.
Public Tender
Procurement for goods, services, construction, or facilities obtained through public
advertisement.
Public Tender Notice
Notice of intended procurement for goods, services, construction, or facilities obtained
through public advertisement.
Services
Services required by the Municipality for the transaction of its business and affairs, excluding
services provided by an employee through a personal services contract.
Standing Offer
A standing offer is a contractual arrangement with a supplier to provide certain goods or
services on an `as required' basis, during a particular period of time, at a predetermined price
or discount, generally within a predefined dollar limit.
Notice of Amendment -Committee of the Whole -December 17, 2015 (2015-515)
11t Notice - Committee of the Whole - December 17, 2015 (2015-515)
2nd Notice - Council - January 14, 2016
Effective Date -
Procurement Policy P-04 (continued)
Sustainable Procurement
Sustainable Procurement involves taking a holistic approach to obtain best value. This will be
done by integrating the following considerations in the procurement process:
• Environmental considerations: e.g. Green House Gas Reduction, Waste Reduction,
Toxic Use Reduction
• Economic considerations: e.g. Life Cycle Cost, Fiscal Responsibility, Support for the
Local Economy
• Social considerations: e.g. Employee Health and Safety, Inclusiveness and Fair Wage,
Health Promotion.
3.0 Application
This policy applies to all procurement activity of the Municipality effective June 1, 2012.
The Chief Administrative Officer of the Municipality is responsible for ensuring compliance with this
policy.
All Municipal personnel who have responsibility for the procurement of goods, services,
construction, or facilities must adhere to this policy. Failure to adhere may result in a temporary or
permanent loss of procurement privileges or in more extreme cases result in disciplinary action
and/or dismissal.
4.0 Directives
4.1 Low Value Procurement
• Goods up to and including $ 25,000
• Services up to and including $ 50,000
• Facilities up to and including $ 50,000
• Construction up to and including $ 100,000
For all low value procurement activity with a procurement value as outlined above (excluding taxes),
Municipal personnel are expected to, as far as practicable, attempt to obtain at least three quotes and
recommend award to the supplier offering best value. The only exception to this would be when the
Municipal personnel are using Alternative Procurement Practices as outlined in section 5.0 of this
Policy, or are accessing a publicly tendered standing offer. Where increased competition is
appropriate, Municipal personnel may choose to publicly tender for goods, services, construction or
facilities that fall within the above thresholds.
When selecting the list of suppliers to be provided the opportunity to quote, Municipal personnel will
make every effort to ensure a fair and open process is followed. While Municipal personnel are
expected to invite only qualified suppliers, they are not to consistently invite bids from only one or a
select group of suppliers. Invitations and bidding opportunities are to be equitably distributed
among all potential bidders in an area, and all interested and qualified suppliers are to be evaluated
on a consistent and equitable basis. The evaluation criteria will be determined prior to soliciting
quotations, and will include various elements to allow for the determination of best value. For low
Notice of Amendment -Committee of the Whole -December 17, 2015 (2015-515)
11t Notice - Committee of the Whole - December 17, 2015 (2015-515)
2nd Notice - Council - January 14, 2016
Effective Date -
Procurement Policy P-04 (continued)
value procurement activity, the evaluation criteria may also include a preferential component for
local suppliers.
For all low value procurement, the Chief Administrative Officer is authorized to award to the supplier
offering best value for all contracts under the amounts listed above in value, in any one case, provided
that the expenditure is included in the approved budget allocation. An information report will be
provided to Council for all expenditures that fall between $10,000 and the amounts noted above.
Approval of the Council of the Municipality will be required for all purchases of goods, services and
construction that exceed the above noted values or which are not included in the approved budget
allocation.
4.2 High Value Procurement:
• Goods over
$ 25,000
• Services over
$ 50,000
• Facilities over
$ 50,000
• Construction over
$ 100,000
All procurement activity with a procurement value over the thresholds (excluding taxes) outlined
above must be obtained through a public tender. See appendix 2 of this Policy for an outline of the
various tools that can be used for public tender. The only exception to this would be when Municipal
personnel are using an Alternative Procurement Practices as outlined in section 5.0 of this policy, or
is accessing a publicly tendered standing offer. All public tender opportunities must be posted on the
Province of Nova Scotia Procurement Web Portal. Municipal personnel may, where appropriate, also
advertise in local, provincial, or national media; however, there is no obligation to do so. In addition,
a notice of tender opportunity may be sent to selected suppliers where required to ensure an
adequate degree of competition.
4.3 Schedule for Routine Procurement
Ongoing service -related contracts with the Municipality will be routinely tendered in accordance
with this Policy as outlined in Appendix 3.
5.0 Alternative Procurement Practices
In order to balance the need for open, competitive process with the demands of urgent or specialized
circumstances, Alternative Procurement Circumstances have been developed. These circumstances
must be used only for the purposes intended and not to avoid competition or used to discriminate
against specific suppliers. To ensure appropriate use, each circumstance must be documented by
Municipal personnel stating the rationale permitting the Alternative Procurement Circumstance, and
signed by the Chief Administrative Officer. All documents must be filed and maintained for audit
purposes. See Appendix 1 for a list of the Alternative Procurement circumstances, as well as further
requirements on documentation.
6.0 Bid Opening, Evaluation, and Award
6.1 Bid Opening
Bids are accepted in accordance with the closing time, date, and place stipulated in the bid request
documents. Members of the public may receive the list of bidders electronically after bid opening.
Notice of Amendment - Committee of the Whole - December 17, 2015 (2015-515)
11t Notice - Committee of the Whole - December 17, 2015 (2015-515)
2nd Notice - Council - January 14, 2016
Effective Date -
Procurement Policy P-04 (continued)
6.2 Bid Evaluation
All bids are subject to evaluation after opening and before award of contract. The bid request
documents must clearly identify the requirements of the procurement, the evaluation method,
evaluation criteria based on the purpose and objectives of this policy, and the weights assigned to
each criterion.
6.3 Award
The winning bidder and contract award amount for all high value procurement activity must be
posted on the Province of Nova Scotia's Procurement Web Portal. After contracts have been awarded,
routine access to information at the vendors request shall be provided in the following areas:
• Bidders list
• Name of winning bidder
• Award price excluding taxes of the winning bidder
If the tender is not awarded for any permissible reason, all bidders will be informed of the decision.
Should the project be re -tendered at a future date, all bidders will be contacted to re -submit a bid at
their discretion.
Access to tender documents or other proprietary information is subject to the provisions of the
Freedom of Information and Protection of Privacy Act.
6.4 Supplier Debriefing
At the request of a supplier who submitted a bid, Municipal personnel will conduct a supplier
debriefing session to provide feedback on the evaluation of the public tender. Suppliers can find out
how their proposal scored against published criteria, obtain comments on their bid, and gather
information on how future bids may be improved. Supplier's bids are not compared to other bids,
nor will information on other bids be provided.
6.5 Supplier Complaint Process (SCP)
When a supplier is not satisfied with the information provided in a supplier debriefing, the supplier
may file a complaint in accordance with the Supplier Complaint Process as defined in the Public
Procurement Act. The SCP is not a dispute resolution process, but rather is intended to handle
supplier complaints and to improve faulty or misleading procurement processes. The SCP is an
integral part of a fair and open procurement policy.
7.0 Fair Treatment for Nova Scotia Suppliers
The preference is to give preference to local (our Municipality) unless otherwise directed by council
for Low Value Procurement. Preference will be given by applying a 5% bonus to bidders located
within the Municipality. This preference will be clearly communicated as part of each procurement
procedure.
8.0 Other Considerations
8.1 Cooperative Procurement
Notice of Amendment -Committee of the Whole -December 17, 2015 (2015-515)
11t Notice - Committee of the Whole - December 17, 2015 (2015-515)
2nd Notice - Council - January 14, 2016
Effective Date -
Procurement Policy P-04 (continued)
Municipal personnel are encouraged to look for opportunities to collaborate with government
agencies when the arrangement may result in overall cost savings or other substantial advantages.
For example, joint procurement may be appropriate to procure commonly used goods, services, fuel
oil, natural gas, telecommunications, etc.
8.2 Standing Offers
Municipal personnel may access all Province of Nova Scotia standing offers, as well as any standing
offer established through the Procurement Advisory Group for the Province should Municipal
personnel wish to make use of the savings opportunities. Standing offers can be used up to $25,000
per project for goods, or $100,000 per project for services. For consulting services, Municipal
personnel should prepare a Statement of Work and obtain 3 quotes from vendors on the standing
offer.
9.0 Obligations under the Public Procurement Act
In addition to the areas already covered by this Policy, the following are additional obligations of the
Public Procurement Act that the Municipal personnel are required to adhere to with their
Procurement practices.
9.1 Terms and Conditions
Every public tender notice must include or have attached the terms and conditions that govern the
purchase of goods, services, construction, or facilities. The terms and conditions of every public
tender notice must be consistent with the Atlantic Standard Terms and Conditions for the
procurement of goods, services, or facilities and the Construction Contract Guidelines developed in
collaboration with the Construction Association of Nova Scotia for the procurement of construction.
9.2 Posting Tender Notices and Awards
All opportunities subject to a public tender must be advertised on the Province of Nova Scotia
Procurement Web Portal. The Municipality must also post on the Procurement Web Portal the name
of the successful bidder for the public tender and the contract amount awarded.
9.3 Code of Ethics
Municipal and board members must ensure their conduct in relation to procurement activity is
consistent with the "Duties of public sector entity employees" in the Public Procurement Act. This
includes a request for removal from a procurement activity when a personal conflict of interest is
perceived.
9.4 Other
Policy Posting
The Municipal Clerk personnel will ensure this policy is posted on the Municipality web site.
Supplier Develop men t Activities
Municipal will make every attempt where appropriate to participate in vendor outreach
activities as requested by the Procurement Governance Secretariat
Regulations
Municipal will make sure that procurement practices remain consistent with any regulations
that are adopted under the Public Procurement Act.
Notice of Amendment -Committee of the Whole -December 17, 2015 (2015-515)
11t Notice - Committee of the Whole - December 17, 2015 (2015-515)
2nd Notice - Council - January 14, 2016
Effective Date -
Procurement Policy P-04 (continued)
10.0 Amendments
This policy may be amended from time to time with the approval of the Municipal Council. Such
amendments will be communicated to the public on the Municipal website.
Notice of Amendment -Committee of the Whole -December 17, 2015 (2015-515)
11t Notice - Committee of the Whole - December 17, 2015 (2015-515)
2nd Notice - Council - January 14, 2016
Effective Date -
Procurement Policy P-04 (continued)
Appendix 1
Alternative Procuremen t Approval, Consultation, and Reporting Process
Low Value:
Municipal personnel wishing to make use of a low value alternative procurement practice
(with the exception of an emergency) must consult with the Chief Administrative Officer to
obtain approval and identify the most appropriate means by which to proceed with the
satisfaction of the requirement. If in agreement, the Chief Administrative Officer may direct
Municipal personnel to proceed with the procurement. The Chief Administrative Officer may
wish to confer with provincial government procurement officials for discussion, validation,
and or alternative options.
High Value:
Municipal personnel wishing to make use of a high value alternative procurement practice
(with the exception of an emergency) must consult with the Municipal Council to obtain
approval and identify the most appropriate means by which to proceed with the satisfaction
of the requirement. If in agreement, the Municipal Council may direct Municipal to proceed
with the procurement. The Chief Administrative Officer may wish to confer with provincial
government procurement officials for discussion, validation, and or alternative options.
Alternative Procurement Circumstances
A. No Threshold Restrictions
Municipal personnel may use the following Alternative Procurement practices as
described below for the procurement of goods, services, construction or facilities, with
no threshold restrictions:
1. Where an unforeseeable situation of urgency exists and the goods, services, or
construction cannot be obtained in time by means of open procurement procedures.
Entities must ensure inadequate planning does not lead to inappropriate use of this
exemption.
2. Where goods or consulting services regarding matters of a confidential or privileged
nature are to be purchased and the disclosure of those matters through an open
tendering process could reasonably be expected to compromise government
confidentiality, cause economic disruption, or otherwise be contrary to the public
interest.
3. Where compliance with the open tendering provisions set out in this Chapter would
interfere with a Party's ability to maintain security or order, or to protect human,
animal, or plant life or health.
10 Notice of Amendment -Committee of the Whole -December 17, 2015 (2015-515)
11t Notice - Committee of the Whole - December 17, 2015 (2015-515)
2nd Notice - Council - January 14, 2016
Effective Date -
Procurement Policy P-04 (continued)
4. In the absence of tenders in response to an open or selective tender, or when the
tenders submitted have been collusive, or not in conformity with the essential
requirements in the tender.
S. To ensure compatibility with existing products, to recognize exclusive rights, such as
exclusive licenses, copyright, and patent rights, or to maintain specialized products
that must be maintained by the manufacturer or its representative.
6. Where there is an absence of competition for technical reasons and the goods or
services can be supplied only by a particular supplier and no alternative or substitute
exists.
7. For the procurement of goods or services the supply of which is controlled by a
supplier that is a statutory monopoly.
8. For the purchase of goods on a commodity market.
9. For work to be performed on or about a leased building or portions thereof that may
be performed only by the lessor.
10. For work to be performed on property by a contractor according to provisions of a
warranty or guarantee held in respect of the property or the original work.
11. For the procurement of a prototype or a first good or service to be developed in the
course of and for a particular contract for research, experiment, study or original
development, but not for any subsequent purchases.
12. For the purchase of goods under exceptionally advantageous circumstances such as
bankruptcy or receivership, but not for routine purchases.
13. For the procurement of original works of art.
14. For the procurement of subscriptions to newspapers, magazines, or other periodicals.
15. For the procurement of real property.
16. For the procurement of goods intended for resale to the public.
17. For the procurement from philanthropic institutions, prison labour, persons with
disabilities, sheltered workshop programs, or through employment equity programs.
18. For the procurement from a public body or a non-profit organization.
19. For the procurement of services of expert witnesses, specifically in anticipation of
litigation or for the purpose of conducting litigation
11 Notice of Amendment -Committee of the Whole -December 17, 2015 (2015-515)
11t Notice - Committee of the Whole - December 17, 2015 (2015-515)
2nd Notice - Council - January 14, 2016
Effective Date -
Procurement Policy P-04 (continued)
Appendix 2
Below is an outline of the tools to be used when issuing a public tender:
Request for Proposal (RFP)
Used when a supplier is invited to propose a solution to a problem, requirement, or objective.
Suppliers are requested to submit detailed proposals (bids) in accordance with predefined
evaluation criteria. The selection of the successful proposal is based on the effectiveness,
value, and price of the proposed solution. Negotiations with suppliers may be required to
finalize any aspect of the requirement.
Request for Construction (RFC)
Used to publicly tender for a construction, reconstruction, demolition, remediation, repair, or
renovation of a building, structure, road, bridge, or other engineering or architectural work.
When a supplier is invited to bid on a construction project the tender documents usually
contain a set of terms and conditions and separate bid form that apply to that specific project.
Suppliers are requested to submit a response (bid) in accordance with predefined criteria.
The selection of the successful proposal is based on a number of factors as described in the
tender documents. A request for construction usually does not include professional
consulting services related to the construction contract, unless they are included in the
specifications.
Requestfor Quotation (RFQ)
A request for quotation on goods or products with a minimum specification. Award is usually
made based on the lowest price meeting the specification. An RFQ does not normally but may
sometimes include evaluation criteria.
Request for Standing Offer (RSO)
A public tender to provide commonly used goods or services. The term of the standing offer
can vary in duration but will be clearly defined in the tender documents. RSO's may include
evaluation criteria depending on the requirement.
Request for Expression of Interest (REI)
The Request for the Expression of Interest is similar to the Request for Proposal and is
sometimes referred to as a Pre -Qualification, where suppliers are invited to propose a
solution to a problem. The REI, however, is only the first stage in the procurement process.
Bidders responding to the REI will be short listed according to their scoring in the evaluation
process. The short listed firms will then be invited to respond to a subsequent Request for
Proposal. A REI does not normally include pricing as price is a key evaluation criteria used in
the second stage RFP process.
12 Notice of Amendment -Committee of the Whole -December 17, 2015 (2015-515)
11t Notice - Committee of the Whole - December 17, 2015 (2015-515)
2nd Notice - Council - January 14, 2016
Effective Date -
Procurement Policy P-04 (continued)
Appendix 3
Schedule of Routine Procurement Activities
Every Syears
Animal Control
Sewer Repair
Waste Collection
Wood Grinding/Chipping
Every 3 vears
Derelict Vehicle Collection
Engineering Services
Flagging
HHW Services
Printing Services - commencing April 1, 2013
Snow Removal
Vehicle Repair
Banking Services
Surveying Services
Every 2 years
Legal SeFViees (at the diSffetion of Ceunc4)
Paper Shredding
Salting
Annually
Courier Services
Heating and Air Conditioning
Heavy Equipment Services
Trail Work
At the Discretion of Council
Auditing Services
Legal Services
13 Notice of Amendment -Committee of the Whole -December 17, 2015 (2015-515)
11t Notice - Committee of the Whole - December 17, 2015 (2015-515)
2nd Notice - Council - January 14, 2016
Effective Date -
Procurement Policy P-04 (continued)
Annotation for Official Policy Book
Notice of Intention to Adopt/Amend
Council - May 14, 2015
Date of First Notice at Council
Council - May 14,201S
Date of Second Notice at Council
Council - May 28, 2015
Effective Date
May 28, 2015
I certify that this Policy was adopted by Council as indicated above.
June 4. 2015
Pamela M. Myra, Municipal Clerk Date
14 Notice of Amendment - Committee of the Whole - December 17, 2015 (2015-515)
11t Notice - Committee of the Whole - December 17, 2015 (2015-515)
2nd Notice - Council - January 14, 2016
Effective Date -
Procurement Policy P-04 (continued)
ADOPTION/AMENDMENT INFORMATION
Date
Reason for Adoption/Amendment
2014
To include consideration for local preference and low threshold value and
Amendment
inclusion of 20% value for local (Municipal submissions)
2015
To change the low threshold value from 20% to 5% for local preference.
Amendment
2016
Amendments to Appendix 3 - change in length of terms for Engineering
Amendment
Services, Auditing Services, and Legal Services
15 Notice of Amendment - Committee of the Whole - December 17, 2015 (2015-515)
11t Notice - Committee of the Whole - December 17, 2015 (2015-515)
2nd Notice - Council - January 14, 2016
Effective Date -
Committee of the Whole (continued) January 7, 2016
M31
%111, "1 11 1116,11TTIMITU""filly MM Ili,
2016-001 APPROVAL OFDECEMBE-R 17, 2015 MINUTES
2016-002 IN CAMERA
Following a meeting held "In Camera" the meeting reconvened in Regular Session.
Page 5
201.6-003 RENEW MUNICIPAL PHYSICAL ACTIVITY LEADERSHIP PROGRAM MOU WITH
PROVINCE OF NOVA SCOTIA.
MOVED by Councillor Myra, SECONDED by Councillor Armstrong that the Committee of the Whole
recommend to Council to renew the Municipal Physical Activity Leadership Program Memorandum of
Understanding with the Province of Nova Scotia for the three year period April 1, 201.6 to March 31, 2019
CARRIED.
2016-004 ADJOURNMFNT
S.1
Cindy Hannaford (appointment at 9:15 a.m. - Bob Youden)
From: Cindy Hannaford
Sent: Monday, January 11, 2016 9:19 AM
To: Cindy Hannaford
Subject: Request to speak before Council
From: Bob youden [! gi[to bo�t�y�gdfmn..C��crtrnn�i��0
Sent: Sunday, January 10, 2016 7:49 PM
To: Marianne Gates <m a
Subject: Request to speak before Council
Jan 10, 2016
To Chester Municipal Council,
I would like to meet with the MODC Council to discuss our concerns about water issue in Chester and the
impact on the restrictions it places on operating a business in Chester as well as the detrimental effect on
attempts to solicit new businesses to the Village.
The number one factor in limiting development in any community is the availability of water.
I would like to discuss the possibility that council re -investigate the installation of a village municipal water
system. This could be village wide or service a portion of the business core.
The water situation in Chester continues to worsen with no action plan even being contemplated. The new
federal government has repeatedly stated that they intend to invest heavily in infrastructure. Now may be the
best time in the foreseeable future to move forward.
Thank you,
Bob Youden
Fo'c'sle
5
December 16"', 2015
Ms,Tarnrny S. Wilson
Chiel"Adi-ninistnative Officer
Municipality oil' [fie District ol'Chester
151 King Street
CHESTER, Nova Scotia
130,11.10
Dear Ms. Wilson:
Re: lighthouse Food Bank "Tenancy/ 186 Central Street/Notice to Vacate
t,],, a n k You for your letter ot'June 1, 2015, with respect to the I ighthOLISe Food Bank tenancy.
The letter was based on the preniise that the Community DeVCIOPIuCnt Department WOUldbe re-
locating to the (Jold River facility, We now understand that this re -location will not be occurring
and it is the desire of the Lighthouse Food Bank to remain in its present location at 186 C'eritral
Street, Chester.
I Understand that this; issue will be considered by COUnCil and we Should appreciate your advising
when this inay happen as We would like to have representatives present and speak to the matter.
Yours very truly
A
Wendy Sheppard
PO Box 179, Chester NS BOJ 1 A (902) 275-5304 Proud Member ofvai"i1j"ii'l."t
P.0. Box 357
Meets 2~Thursday each month Chester, Nova Scotia
except July & August BOJ IJO
November 24, 2015,
Municipality o[The District ofChester
151 King Street '
P.O. Box
Chester, S.
BOJ 1|O
The members, Brethren, of Clarke Lodge # 61 in Chester wish to thank you for the sponsorship your
business provided us with for our Annual Charitable Golf Tournament on October 1, 2015 at the Chester
Golf Course,
Again, this year we had a very successful I tournament, both financially and very enjoyable and are now
planning for a repeat performance in 2016.
This Tournament helps the, 75 or more, members of our lodge to continue sponsoring 2 Scholarship
Awards for $GOQ.00each for students atForest Heights School, wehave also continuously supported
The Shoreham Village Palliative Care Project, the Bonny Lee Farm School, The Callow Wheelchair Buses,
the Royal Canadian Sea Cadets, Corps 351 Llewellyn and the last 3years xve have helped Our Health
Center with $1,300.00. All of the help we give to these organizations is partly from your sponsorship,
We at Clarke Lodge -express our.apprecladonfor your support and wish you e Merry Christmas and
Happiness for the New Year.
Respectfully Submitted,
Harold McDow, Secretary.