HomeMy Public PortalAbout2016-04-28_Council_Public Agenda PackagePage 1 of 2
MUNICIPALITY OF THE DISTRICT OF CHESTER
CHESTER MUNICIPAL COUNCIL
Thursday, April 28, 2016 at 8:45 a.m.
AGENDA
1. MEETING CALLED TO ORDER.
2. MINUTES OF PREVIOUS MEETING:
2.1 Council – Thursday, April 14, 2016.
5.1 REMO Revisions to Inter-Municipal Agreement - request for approval.
5.2 Letter from South Shore Regional Enterprise Network Liaison and Oversight Committee dated April
12, 2016 regarding SSREN 2016/17 Budget and Business Plan.
5.3 Letter dated April 6, 2016 from James Corkum with regard to request to obtain ownership of a
portion of a Municipal Road Reserve between Highway 3 and Old Trunk 3.
5.4 Letter of thanks from Western Riptide Female Hockey regarding supporting the 2016 Bantam AA
Female Atlantics.
5.5 Letter of Thanks from Our Health Centre dated April 18, 2016 regarding your assistance in helping
the people of the Municipality of the District of Chester build Our Health Centre.
5.6 Card of thanks from Team Canada (Team Fay) regarding Municipal support.
6. NEW BUSINESS:
6.1 Request for Decision dated April 19, 2016 regarding:
a) Passing of Councillor Myra - Vacant Council Seat
b) Quorum
c) Special Election
d) Vacant Committees/Appointments
6.2 Request for Direction from Director of Engineering and Public Works dated April 21,
2016 regarding Proposed Renovation to Municipal Office and Annex Building (Lower Level)
6.3 Request for Decision dated April 14, 2018 from Building and Development Assistant with regard to
a new road name off Deer Lane, Deep Cove – Sea Hawk Lane
3. COMMITTEE REPORTS:
3.1 Audit and Budget Committee – April 11, 2016 – Warden Webber
a) Operating and Capital Budget 2016-17 – Presentation from CAO
b) Capital Budget 2016-17 – Presentation from CAO
3.2 Building Code and Unsightly Premises Committee – February 16, 2016 – Warden Webber
3.3 Any Other Committee Reports.
4. MATTERS ARISING.
5. CORRESPONDENCE:
Page 2 of 2
6.4 Wind Turbine Log Report – March 2016.
6.5 Mileage Rate Consideration:
a) Provincial mileage rates for 2016/17
b) Personnel Policy - Section 6 – Travel Expense and Meal Allowance (6.4.1)
6.6 Request for Decision from Dan Pittman regarding Award of Proposal Call Re: ISO 9001:2015
Certification (to be circulated).
6.7 Cancellation of May 5, 2016 Committee of the Whole Meeting (UNSM Spring Workshop being held
from May 4 to 6).
7. ADJOURNMENT.
In Camera following regular session under Section 22 of the MGA if necessary
Audit and Budget Committee (continued) April 11, 2016 2
MOTIONS REQUIRING APPROVAL OF COUNCIL FROM
APRIL 11, 2016 AUDIT AND BUDGET COMMITTEE
2016-168 2016/17 BUDGET RECOMMENDATIONS
MOVED by Councillor Church-Cornelius, SECONDED by Councillor Armstrong that the Audit and
Budget Committee recommend to Council as follows:
• That Municipal Council approve the 2016/17 Operating Budget and Business Plan
with an operating expense of $28,399,212;
• That Municipal Council approve the 2016/17 Capital Budget and Plan in the amount
of $ 8,173,025;
• That Municipal Council sets the 2016/17 Residential and Resource Rate at 68.5
cents per $100 of assessment;
• That Municipal Councils sets the 2016/17 Commercial Rate at $1.53 per $100 of
assessment;
• That Municipal Council sets the 2016/17 Waste Collection and Disposal Rate at 9.4
cents per $100 of assessment; and
• That Municipal Council sets the 2016/17 EDU Rate for Sewer Services at $550 per
unit.
• That Municipal Council approve a transfer to Operating Reserve from the 2015/16
Operating Budget in the amount of $40,000 to fund the Purchase Order Module in the
2016/17 Fiscal Year.
• That Municipal Council approve a transfer from 2015/16 Operating Reserve
Account $120,000 to fund its Capital Expenses related to the Gold River Building in lieu of
Borrowing for the same.
2016-169 ADJOURNMENT AT 4:36 P.M.
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P
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-1-
Formatted: Left, Tab stops: 0.21", Left
AN INTER-MUNICIPAL EMERGENCY SERVICES AGREEMENT
THIS AGREEMENT is made in five sevenix copies this 15th 215th day of ________ April,
MayMarch2011 20165.
AMONG:
The MUNICIPALITY OF THE District of Lunenburg, a municipal body corporate
pursuant to the Municipal Government Act;
-and-
The Municipality of the District of Chester, a municipal body corporate pursuant to the
Municipal Government Act;
- and -
The TOWN OF Bridgewater, a municipal body corporate pursuant to the Municipal
Government Act;
-and-
The TOWN OF Mahone Bay, a municipal body corporate pursuant to the Municipal
Government Act.
-and-
The TOWN OF Lunenburg, a municipal body corporate pursuant to the Municipal
Government Act.
WHEREAS 4 of the 5 the parties hereto previously entered into an inter-municipal emergency
services agreement, effective on August 1, 2005
AND WHEREAS 4 of the 5 the parties previously hereto now wish to enteredr into a new inter-
municipal emergency services agreement to be effective April 1, 2011
AND WHEREAS the 4 previous parties wish to include the 5th party (Town of Lunenburg)all
parties now wish to enter a new into a new inter-municipal emergency services agreement to be
effective Marchy 215stth 20165.
NOW THEREFORE witness in consider of the mutual promises and covenants contained herein
The parties hereto agree as follows:
General
Formatted: Superscript
Formatted: Superscript
Formatted: Superscript
-2-
Formatted: Left, Tab stops: 0.21", Left
1. The Purpose of this inter-municipal services agreement, hereafter called (Agreement) is
to provide for a coordinated response to an emergency occurring within Lunenburg
County, including the Municipality of the District of Lunenburg, the Municipality of the
District of Chester, the Town of Bridgewater, and the Town of Mahone Bay, and the Town
of Lunenburg referred to in this Agreement as the (region).
2. This Agreement also provides for the parties to render mutual aid with respect to
personnel and equipment during an emergency.
3. This Agreement is to provide for the joint provision of services and facilities by the
municipal units in the region pursuant to Part III – 60 (1) of the Municipal Government
Act and section 10 (2) (c) of the Emergency Management Act.
4. The planning for and coordination of emergency service delivery during a real or imminent
emergency as defined by the Emergency Management Act, shall be provided by the
Regional Emergency Measures Organization, referred to in this Agreement as the
(REMO).
Host Municipality
5. The Municipality of the District of Lunenburg is hereafter called the Host Municipality,
and as such, will provide a communications room and the Regional Emergency
Operations Centers (REOC). The District of Chester shall also provide the alternate an
EOC site for the REMO.
6. The Host Municipality will be responsible for all administrative functions including
financial, record keeping, minute taking and reporting on behalf of REMO during non-
emergency situations.
7. The Host Municipality will include the Regional Emergency Management Coordinator,
assets and activities on their Municipality’s liability insurance policy.
Structure
8. The REMO shall consist of a Regional Emergency Management Advisory Committee, a
Regional Emergency Management Planning Committee and the Regional Emergency
Management Coordinator and Assistant Emergency Management Coordinators from
each unit.
Regional Advisory Committee
9. The Regional Emergency Management Advisory Committee shall be responsible for the
direction and management of emergency preparedness activities within the region and to
advise the appointing Councils pursuant to section 10 (1) (d) of the Emergency
-3-
Formatted: Left, Tab stops: 0.21", Left
Managements Act.
a. Each party to this agreement shall appoint to the Regional Emergency
Management Advisory Committee two (2) members of its Council, one of
whom shall be the Mayor or Warden. Each party shall further appoint an
alternate to act in the place of a member if absent.
b. Members of the Regional Emergency Management Advisory Committee
are appointed for the same term of office as the Council that appoints them
and hold office until their successors are named. (subject to a. above)
c. In the event of a vacancy occurring, the Council that appointed the member
shall appoint a replacement within six weeks after the vacancy occurs.
d. The Regional Emergency Management Advisory Committee shall annually
name one of its members to be chair and one to be vice-chair, to act in the
absence of incapacity of the chair.
e. The chair or other person presiding shall vote on every question before the
Regional Emergency Management Advisory Committee.
g. Quorum for the Regional Advisory Committee shall be 50% plus one.
h. The Chief Administrative Officers/Managers and the Assistant Emergency
Coordinators for each Municipal unit as well as the Regional Emergency
Management Coordinator shall be non-voting members of the Regional
Advisory Committee
Regional Planning Committee
10. The Regional Emergency Management Planning Committee shall be responsible for
recommending policy and procedures to the Regional Emergency Management
Advisory Committee for maintaining a reasonable state of preparedness for emergencies
and shall consist of representatives of emergency services and other agencies which may
have direct operational responsibilities in an emergency.
a. Each party to this agreement shall appoint the respective Assistant Emergency
Management Coordinator, staff members, and where it is appropriate volunteer
agency representatives, to the Regional Emergency Management Planning
Committee.
b. The Regional Emergency Management Coordinator (REMC) shall chair the Regional
Emergency Management Planning Committee.
Regional Emergency Management Coordinator
-4-
Formatted: Left, Tab stops: 0.21", Left
11. All parties agree that the Regional Emergency Management Coordinator shall be an
employee of the Municipality of the District of Lunenburg and shall serve as the staff member
of REMO. The Regional Emergency Management Coordinator (REMC) shall be appointed by
the Advisory Committee to act as the REMC
a. Should the position of the Regional Emergency Management Coordinator become
vacant, it will be the responsibility of the CAO of the Municipality of the District of
Lunenburg to fill the vacancy in accordance with the hiring policies of the
Municipality of the District of Lunenburg. The selection committee shall consist of
the CAO’s of the participating municipalities.
Assistant Emergency Management Coordinators
12. The parties agree that each Municipality shall appoint a staff member as an Assistant
Emergency Management Coordinator to act as a liaison with the REMC.
Emergency Operations
13. The REMO shall be the organization directly responsible for the control and conduct of
emergency response operations according to the plans and procedures adopted by the
parties from time to time. When the capacity of REMO is exceeded, or is likely to be
exceeded, REMO will activate support from other agencies in accordance with formal
or informal arrangements.
14. The REMO is authorized to operate, maintain and manage physical facilities for
emergency activities both at the scene of the emergency and at a centralized
coordination facility.
15. The host Municipality is empowered to acquire or contract for the use of equipment,
facilities and personnel necessary or advisable to carry out the responsibilities assigned
to REMO by this Agreement.
16. The host Municipality may contract with any person or organization, including a
municipal unit and a municipal unit which is party to this agreement, for the provision
of any service of facility necessary or advisable to carry out the responsibilities
assigned to the REMO by this Agreement.
17. Any capital asset created or acquired by the REMO shall be owned jointly by the parties
in the proportion they contributed at the time of purchase except for assets contributed solely by
a particular municipality and those assets shall remain the property of that municipality.
18. The REMO shall establish its own Concept of Operations to guide the Regional
Emergency Operations Center.
-5-
Formatted: Left, Tab stops: 0.21", Left
19. The parties recognize that an emergency may require the sharing or redeployment of
personnel and equipment in order to save lives or minimize damage to property or the
environment, and undertake to provide personnel and equipment as deemed appropriate
by the Regional Emergency Management Advisory Committee and recommended by
the Regional Emergency Management Planning Committee.
a. Any cost eligible for DFA funding and associated with the deployment of resources
of a responding municipality during a present of imminent emergency will be borne
by the requesting municipality.
b. Other extraordinary costs incurred in the provision or assistance of a municipality shall
be borne by the requesting Municipality. Extraordinary costs are defined as including,
but not limited to, costs that are above and beyond the usual day to day expenses,
including payment of overtime, payment of travel expenses (meals, accommodations
and mileage), repairs to equipment damaged while rendering aid and any other items
which would be mutually agreed to by the parties to this Agreement.
20. The parties shall share the cost of operations of the REMO based on an annual budget
divided proportionally based upon current uniform assessment.
a. The Advisory Committee shall recommend to the parties of this Agreement an
Operating and Capital Budget by February 1 of the fiscal year prior to the fiscal
year of the recommended budget. The approval of the Operating and Capital
Budget will be subject to the approval of a minimum of two municipal units
containing at least 51% of the uniform assessment.
b. actual dollar contribution of the Municipalities shall be based on the annual budget
of the REMO.
c. The host municipality will invoice the other contributing Municipality(s) for their
portion of the actual costs that are additional to their annual contribution. Billing
after year end to be adjusted to reflect actuals.
d. In the event the REMO requires additional money for capital or operating purposes,
any such increase shall be approved by the parties in accordance with clause 20(a).
21. The fiscal year of the REMO shall be from April 1 to March 31 of the following year.
22. This Agreement is conditional on the parties passing a complementary by-law respecting
the coordinated response to an emergency pursuant to the Emergency Management Act.
Termination of Agreement
23. This Agreement has effect commencing April 1, 2011March 21y 25 20165, and replaces
-6-
Formatted: Left, Tab stops: 0.21", Left
the former Agreement which was effected on April 1, 200115
24. This Agreement has effect from year to year until terminated by the agreement of all
parties.
25. This Agreement continues in force until notice of termination is given by the Council of
any party to the Councils of the other parties not less than one (1) year prior to the
intended termination date, which shall be the 31st day of March in a year to be specified
in the notice of termination.
26. Any party withdrawing from this Agreement remains responsible for its share of any
liabilities of the REMO incurred up to the date of the withdrawal and any severance,
penalty or other costs necessarily incurred by the REMO as a result of the withdrawal.
27. Upon dissolution of the REMO by unanimous consent of the parties, the assets of the
REMO are vested in the parties and the parties are responsible for the liabilities of the
REMO in proportion to the amounts contributed by the parties at that time. The Host
Municipality shall reimburse the other units based on an appraised value of the assets
multiplied by their percent contribution at the time of purchase. This excludes the assets
of the alternative EOC which the Municipality of the District of Chester shall reimburse
the other units based upon the appraisal of the assets multiplied by their percent
contribution at the time of purchase.
Indemnification
28. Each party shall indemnify its representatives from any liability that may arise as a result
of that member acting as a member of the REMO.
Dispute Resolution
29. If any disagreement arises among the parties as to the proper interpretation of this
agreement that cannot be resolved, the parties shall submit the area of disagreement to
an arbitrator as provided by the Arbitration Act.
30. The parties acknowledge and agree that all headings are inserted for convenience only
and do not form part of the agreement.
31. This Agreement is governed by the laws of Nova Scotia.
-7-
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-8-
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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by the hands of their duly authorized officers
and the affixing of their respective seals the day and year first above written (15)
Dated this ____ day of __________, _________ A.D.
Signed, sealed and delivered in the presence of;
Per: _______________________ Municipality of the District of Lunenburg
____________________________ Per ________________________________
Witness Mayor
Per: ________________________________
Deputy Mayor
Per: _______________________ Municipality of the District of Chester
____________________________ Per ________________________________
Witness Warden
Per: ________________________________
Deputy Warden
Per: _______________________ The Town of Bridgewater
____________________________ Per ________________________________
Witness Mayor
Per: ________________________________
Deputy Mayor
Per: _______________________ The Town of Mahone Bay
____________________________ Per ________________________________
Witness Mayor
Per: ________________________________
Deputy Mayor
Per: _______________________ The Town of Lunenburg
____________________________ Per ________________________________
Witness Mayor
Per: ________________________________
Deputy Mayor
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-9-
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January 1, 2016 - March 31, 2017
South Shore Regional
Enterprise Network
INAUGURAL PERIOD WORK PLAN
PAGE 1
Work Plan - Inaugural Agreement
During the Start-up Phase, the Board has completed a Board of Directors Policy
Manual as well as an Asset Inventory. The Board has also participated in Investment
Readiness training as well as Policy Governance. A recruitment committee was
established that resulted in the hiring of a Chief Executive Officer on November 23,
2015.
The first year of operations will be focused on developing the relationships,
governance structures and policy practices require for the successful operations of a
Regional Enterprise Network. This includes both internal planning and
development activities as well as external initiatives. Many of the activities will be
required to run concurrently while the strategy is under development, in order for
the SSREN to become operational. It is during this period that the office will be
established and resource planning will be completed. The key focus will be engaging
partners and stakeholders in the development of a regional economic strategy that
is reflective of provincial and regional economic development priorities. The
strategy will consider assets, business community, sector strengths, and regional
challenges and opportunities. The strategy should also align with provincial
priorities in order to maximize the REN’s leverage of programs, policies and services.
One of the unique aspects of the SSREN is also the inclusion of tourism as a sector
in the mandate. The SSREN will work with industry partners to develop a regional
strategic plan for the tourism sector. Collaboration and coordination will be critical
to developing priorities that will lead to revenue growth in the tourism industry.
The 15 - month inaugural period will be broken up into 5 quarters that will focus on
the following priorities:
Deliverable Schedule
Establishing operations and the SSREN office January – March, 2016
Regional Economic Strategy Planning and Development April - June, 2016
Regional Strategy Action and Communications Plan July – September, 2016
Tourism Sector Strategic Plan Development October – December, 2016
Business Retention & Expansion Program January – March, 2017
During this period, the SSREN will continue to fulfill their day to day mandate
according to their Inter-Municipal Agreement
PAGE 2
The core activities of the South Shore REN are:
1. Develop, implement, and monitor a regional economic development strategy
that is reflective of current provincial and regional (participating municipal
and First Nation band councils) economic development priorities. The
strategy should consider assets, business community, sector strengths, and
regional challenges and opportunities. The strategy should also align with
provincial priorities in order to maximize the REN’s leverage of programs,
policies and services.
2. Cultivate close working relationships with the business community and work
with key partners to support the development and attraction of new
businesses, and retain and expand existing businesses. RENs will support
local businesses in navigating, and making referrals to, programs and
services.
3. Inform partners and stakeholders about local business-climate conditions as
well as regional challenges and opportunities. RENs will work with partners
and stakeholders to provide investment-readiness and labour market
information.
4. To deliver strategic tourism sector support, including a three-year plan
developed in conjunction with partners and stakeholders, which will
facilitate collaboration and coordination to focus on tourism revenue growth
along the south shore.
Deliverables
January 1, 2016 - March 31, 2016
• Functional SSREN office
• Regional Economic Development Strategy Framework
• Stakeholder Engagement Plan
• Financial Operations Policy
• Staff Travel Policy
• Governance Model Regional Economic Development Strategy
• Revised and updated economic data set
• Regional Economic Development Strategy Steering Committee
• Regional Economic Development Strategy Working Groups
PAGE 3
• Accounts Payable Process Map
• Signed Inaugural Agreement
• Work Plan April 2016 – March 2017
• Amended Inter-Municipal Agreement
April 1, 2016 – June 30, 2016
• Regional Economic Strategy business consultation sessions
• Tourism Steering Committee
• SSREN Staffing plan
• Tourism Strategic Plan Framework
• Tourism strategy data gathering and assessment
• Website re-development and design
• Business Programs and Services Inventory
• Draft Regional Economic Development Strategy
• First Annual General Meeting
• Business Workshop
• Visitor Information Center Proposal
July 1, 2016 – September 30, 2016
• Regional Economic Strategy Action Plan
• Evaluation Framework for Strategy
• Communication Plan SSREN
• SSREN Strategic Marketing Planning
• SWOT South Shore Tourism Industry
• Why Here? Re-design
• Tourism Stakeholder Engagement Session
• Tourism industry baseline data assessment
• SSREN Office Operations Manual
October 1, 2016 – December 31, 2016
• Business data feasibility study
• Tourism Sector Plan
• Tourism Sector Plan Communications
• Sector Committees
• Why Here? Release
• Tourism Productivity Research
PAGE 4
• Business Retention and Expansion (BRE) Training
• BRE Framework Agreement
• BRE Steering Committee
• South Shore Labour Market Partnership Pilot Event
• Customer Relationship Management system development
January 1, 2017 – March 31, 2017
• Business Retention & Expansion Pilot Project
• Business Retention & Expansion Pilot Evaluation
• Business Retention & Expansion Program kick-off
• SSREN year - end evaluation and reporting
• Audit and Annual Financial Statements
• Regional Economic Strategy progress report and update
• Tourism Sector Plan interim report
• Review of Administrative Process
Budget Allocation in support of Work Plan
Human Resources
Approximately 46% of the inaugural budget is allocated to human resources, which
includes wages, salaries, mandatory employment-related costs (MERC) and
benefits. The SSREN office currently includes one staff and a part-time
administrative assistant, but will increase to three by the end of the fiscal year t0
include a Chief Executive Office, Business Strategist, Administrative Assistant.
Services
The budget includes an allocation for services related to operating the REN at
roughly 15% of the total budget. This includes consultants and services related to
research, website services, data as well as audit, insurance banking, tech support and
administrative services. This also includes marketing, advertising, communication
and promotion services.
Operations
For the inaugural budget 13% of the funding will be directed to rent, utilities, office
equipment, supplies/ support as well as training, travel and meeting/events
PAGE 5
expenses. The is a contingency allocation for technology and office equipment in
case of replacement.
Board Costs & Expenses
The Board of Directors costs and expenses will be limited to 4% of the budget.
Projects
This budget allocation will support the action plan that will be developed as part of
the Regional Economic Development Strategy. Approximately 10% of the budget
will be directed to Regional Economic Development Strategy implementation.
Tourism
As the SSREN is developing a Strategic Tourism Plan along with the South Shore
Tourism Team, 4% of the budget has been set aside to support the partnership
development and coordination of this plan.
Other
The remaining 8% of the inaugural budget will be directed to developing and
implementing a customer relationship management system (CRM), business data
gathering/analysis, survey, business retention and expansion program.
The SSREN anticipates completion of a regional strategy document in June. The
Strategy will proceed to the SSREN Board for review and approval. The final
document will be presented to the Liaison and Oversight Committee and
Implementation will begin immediately after approval.
Budget Item Details Allocation (percentage)
Human Resources wages, salaries, MERC and benefits 46%
Services research, website,data,audit, insurance banking, tech
support,marketing, advertising, communication and promotion
services
15%
Operation rent, utilities, office equipment, supplies/ support as well as training,
travel and meeting/events expenses
13%
Board meeting, training, events 4%
Projects Regional Economic Development Strategy 10%
Tourism Strategic Tourism Plan 4%
Other BRE/CRM, business data, engagement 8%
100%
PAGE 6
The governance model developed for the regional strategy will be evaluated for
adjustments to support successful implementation of the plan.
The planning and governance framework for the tourism strategy will begin in May.
The assessment and analysis of research data will be ongoing as part of the overall
regional strategy.
The South Shore Regional Economic Development Strategy will be a living
document and developed with a flexible approach to respond to issues that may
arise. It can be adjusted and amended as conditions require.
As a result of the completion of the Regional Economic Development Strategy and
the Tourism Sector Plan, this document (Work Plan) will be updated to
accommodate the deliverables. A communication plan will be developed to support
the release of the Strategy as well as the Tourism Sector Plan.
There will be additional committees and working groups developed to support the
priorities of the Regional Economic Development Strategy as well as other
deliverables including the Business Retention and Expansion Program.
Information and relationship tracking will be supported by a CRM (customer
relationship management) system that also supports the export of data to Executive
Pulse. The SSREN will manage the CRM.
There is considerable financial and human resources within the municipal units
currently dedicated to individual development plans. The success of the South
Shore Regional Enterprise Network will depend on the commitment by the nine
municipal units to work collaboratively on priorities for the overall benefit of the
south those region, versus the individual benefit of one particular region. This will
require the alignment of both human and financial resources, in a strategic manner,
to support the implementation the SSREN Regional Economic Development
Strategy
Submitted by
CL Reinhardt, MPA, CPA, CMA
CEO, South Shore Regional Enterprise Network
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MUNICIPALITY OF THEDISTRICT OF CHESTER
REQUEST FOR DIRECTIONREPORT TO:Warden Webber and Municipal Council MembersSUBMITTED BY:Matthew Davidson, P.Eng.Director of Engineering & Public WorksDATE:April 21, 2016SUBJECT:Proposed Renovation to Municipal Office &Annex Building(Lower Level)ORIGIN:Committee of Whole______________________________________________________________________________________________________________________
CURRENT SITUATION:At the February 18th, 2016 Committee of Whole Meeting, the CAO presented a Space Options Report.Council expressed some concern regarding the accurateness of the estimated budget to renovate thelowerlevelof the Annex building,which formed that first phase of a multi-phased plan to renovate theexistingmunicipalbuildings. Council directed staff to obtain contractor estimates for the renovationsproposedby staff, deferring any decision until more information is provided.
RECOMMENDATION:To proceed with renovations to the lower level of the Annex this fiscal year,as budgeted and continueplanningto maximize space within the existing Main Office and Annex Buildings.
BACKGROUND:In a report dated February 4th,2016,Staff provided Council with a capital budget estimate of $80,000
(net HST)to renovate 800 sq.ft.,including furnishings,moveable partitions, and filing cabinets forimprovedfilestorage.Furthermore, within contained in the proposed FY 2016-07 Capital Budget,there is a $20,000 allowance for repairs to the Main Office Building, providing a total capital investmentof$100,000 (net HST).A contractor was randomly selected locally by staff to provide an estimate and guidance for renovating800 sq.ft of the lower level of the Annex building to make the space more functional for staff upon thefood banks departure were considered.
DISCUSSION:A meeting with the contractor took place on March 4th, 2016,followed by a walk-through of the lowerlevel of the Annex.Staff provided their overall expectations of an 800 sq. ft. renovation of the areascurrentlyfunctioningas the staff exercise room and Food Bank.At the meeting, Staff raised some concerns with regards to renovating the older building,public access,water leaks,building heating and load bearing walls. The Contractor stated that while it is common forthere to be underlying issues when renovating any older structure, the Annex seemed to be in goodcondition and well maintained. The Contractor also gave advice on dealing wit h leaks, and improvingheatingand space functionality. As for the load bearing walls, while not immediately apparent,it wouldbe easier to identify after demolition and regardless we could easily work around any load bearing wallswithout compromising the overall plan or budget.
On March 18, 2016, the Contractor provided detailed costing for renovating the selected areas of theAnnex. A meeting was held on March 22, 2016 to review the estimate with the Contractor.TheContractor’s estimated budget seemed to cover all the proposed work and provided a smallcontingency.However,the budget also included an increase in project scope, which was thereplacement of the primary heating source. The work involved would the removal of the large/olderinterior oil tank located in the basement of the Annex, followed with the installation of a propane tankon the exterior of the building and a propane fired boiler.Completing this work now will prevent anyfuture issues with leaking/replacing of an oil tank,as presently the interior condition of tank isunknown and no spill apron exists should a leak occur. In addition the space it occupies in side can beutilizedtoimprovestorage. A propane boiler and heat pump system to service the basement willprovide both heat and air conditioning for the warmer months.Furthermore, the foundation requireswork to prevent leaks and requires a barrier free entrance to the ground floor for customers to accessthe office. Allowances have also been made for electrical, lighting,and flooring.Taking into account thestaff proposed renovations and the contractor’s recommendations,which are practical and make senselong term,the total estimated budget was revised for a total of $116,317.26 (net HST).On April 7th, 2016,Staff then again fully reviewed the breakdown of costing,adding and or subtractingitemsthat may or may not be required at this time.The additions relate to exterior window and finishrepairs, asbestos abatement,communications, flooring, and reductions to general requirements andstaff completing interior finishes.Furthermore, staff are suggesting to defer any additional capitalrepairs to the Main Office Building to reduce the overall capital investment required and provide staffadditional time to focus its efforts on the Annex renovations.In summary staff have the budget reducedto $106,689.70 (net HST). However, a mark-up of 15% and a contingency at 10% will bring the finalproposed budget to $140,747.04 (net HST).Depending on the schedule for the proposed work,MODC staff will endeavor to be available to closelysupervise and assist with the work in an effort to further reduce costs.There is a possibility foradditionalcost savings if able to furnish from the provincial warehouse.Furthermore, should Councilnot wish to proceed with the recommended heating system changes further savings would be in therange of $12,000 net HST.However, interior storage space and space functionality would be lost andshould the oil tank leak and/or require replacement in the future the costs are anticipated to be muchhigher.
IMPLICATIONS:
1 Policy:P-04 Procurement Policy
2 Financial/Budgetary:It is anticipated that $140,750.00 net HST will be required to renovate the lower level of the Annexbuilding.
3 Environmental:N/A
4 Strategic Plan:1.Ensure sufficient infrastructure is available to best serve our residents and businesses
5 Work Program Implications:
ATTACHMENTS:Table 1. Renovation of Municipal Office & Annex Building, Lower Level Budget
OPTIONS:1.To proceed with the renovations of the Annex (lower level) this fiscal year 2016/17, as outlinedin this report.
2.Defer any decision on the matter and direct staff to bring back further information as identifiedby Council.
Prepared BY Christa Rafuse, P.Eng.Date April 15, 2016ReviewedBYMatthew Davidson, P.Eng.Date April 21, 2016Authorized BY Tammy Wilson, CAO Date
Table 1. Renovation of Municipal Office & Annex Building, Lower Level Budget Dated: April 7, 2016
Item Task Cost (Pre HST)Cost (Net HST)Comments
1 R&M Allowance of Municipl Office 19,177.99$20,000.00$
2 Furnishings for Annex lower level 19,177.99$20,000.00$
3 Renovation of Annex lower level 57,533.98$60,000.00$
Total 95,889.97$100,000.00$
Item Task Cost (Pre HST)Cost (Net HST)Comments
1 R&M Allowance for Municipl Office 19,177.99$20,000.00$
2 Furnishings for Annex lower level 19,177.99$20,000.00$
3 General Requirements 4,750.00$4,953.59$
4 Site Work 12,280.00$12,806.34$
Recommend removal of oil tank and install of propane tank
($ 2,380)
5 Foundation 1,635.00$1,705.08$
6 Interior Framing 1,237.30$1,290.33$
7 Exterior Finishes 3,968.27$4,138.36$
8 Insulation & Vapour Barrier 3,330.00$3,472.73$
9 Interior Finishes 9,760.03$10,178.36$
10 Labour Framing 1,400.00$1,460.01$
11 Exterior Windows Repair 1,000.00$1,042.86$
12 Commercial Entrance 6 ft 3,200.00$3,337.16$
13 Auto Opener 2,000.00$2,085.72$
14 Plumbing 6,820.00$7,112.32$Recommend insall of propane boiler ($6,820)
15 Heating/Cooling 7,200.00$7,508.61$New heat pump to service basement only
16 Electrical 3,700.00$3,858.59$Allowance - currently do not see any issues
17 Lighting 1,200.00$1,251.43$Allowance - reuse what we can
18 Heating System/Air Exchange 2,100.00$2,190.01$
19 Security/Communications Rough in 1,200.00$1,251.43$
20 Flooring 6,400.00$6,674.32$
Total 111,536.59$116,317.26$
Item Task Cost (Pre HST)Cost (Net HST)Comments
1 R&M Allowance for Municipl Office (19,177.99)$(20,000.00)$Defer all maintanence until next year
3 General Requirements (1,750.00)$(1,825.01)$No disposal fees or additional insurance
7 Exterior Finishes 6,000.00$6,257.17$
No repairs to existing entrances, demo shed and install false
roof
9 Interior Finishes (3,704.00)$(3,862.76)$
Staff complete painting, additional steel door for furance
room
11 Exterior Window Repair 3,000.00$3,128.59$
Recommend vinyl inserts installed by staff rather than fixing,
no parts
20 Subfloor & Flooring selection 3,200.00$3,337.16$
Allowance for better subfloor and flooring due to floor
condition/issues
21 Asbetos Abatement 1,200.00$1,251.43$Contractor estimate - floor only
22 Telephone/Internet Set up 2,000.00$2,085.72$IS Dept Estimate
Total (9,231.99)$(9,627.70)$
Item Description Cost (Pre HST)Cost (Net HST)Comments
1 March 18th Estimate 111,536.59$116,317.26$
2 Sum of Additions & Subtractions (9,231.99)$(9,627.70)$
3 Subtotal 102,304.59$106,689.57$
4 Mark-up (15%)15,345.69$16,003.43$
5 Subtotal 117,650.28$122,693.00$
6 Contigency (10%)11,765.03$12,269.30$
7 Subtotal 129,415.31$134,962.30$
8 HST (15%)19,412.30$20,244.35$
9 Total (HST)148,827.61$155,206.65$
10 Total (Net HST)134,962.30$140,747.04$
Summary of Revised Staff Est. Capital Budget for Renovation of 800 sq. ft on April 7, 2016
Staff Est. Capital Budget for Renovation of 800 sq. ft on January 31, 2016
Staff Est. Budget Additions/Subtractions of 800 sq. ft on April 7, 2016
Contractor Est. Capital Budget for Renovation of 800 sq. ft on March 18, 2016
MUNICIPALITY OF THE
DISTRICT OF CHESTER
REQUEST FOR DECISION
REPORT TO Tammy Wilson, CAO
SUBMITTED BY Garth Sturtevant, Building & Development Assistant
DATE April 14th, 2016
SUBJECT New Road Name off Deer Lane, Deep Cove
ORIGIN
______________________________________________________________________________________________________________________
CURRENT SITUATION:
A recent building permit has been issued which will result in 3 addressable properties off a shared
driveway/right-of-way Deer Lane, Deep Cove. The land owners have agreed to propose to name the
road “Sea Hawk Lane”.
RECOMMENDATION:
It is recommended that Municipal Council approve the road name “SEA HAWK LANE”.
BACKGROUND:
When there are three or more addressable properties using an unnamed shared right-of way/driveway,
the Nova Scotia Civic Address User Guide states that this point of access must be named. According to
P-44, the road name is suggested following majority agreement from the land owners supplied by the
shared right-of way. In this instance, there a three landowners affected, all in favour of proposing the
name “Sea Hawk Lane” due to the area being home to a pair of nesting ospreys for the last 10 years. Sea
Hawk is an alternative name for osprey.
DISCUSSION:
There are no similar road names in the Municipality of Chester. There is one similar road name in Cow
Bay, Halifax Regional Municipality:
“Seahawk Close”, Cow Bay
Comments received for “Sea Hawk Lane”:
• District 1 Councillor – Andre Veinotte: YES
• Municipal Public Works Director – Matthew Davidson: YES
• Blandford Fire Department Chief – Marshal Hector: YES
IMPLICATIONS:
1 Policy:
Policy P-44 – New Road Names and Road Name Changes
2 Financial/Budgetary:
A new road sign (with accessory materials) will be purchased and posted by the Public Works
Department. Two new blue and white reflective civic number plate will be purchased and given to the
existing dwellings. The third blue and white reflective civic number plate is included as part of the
building permit process.
3 Environmental:
n/a
4 Strategic Plan:
n/a
5 Work Program Implications
n/a
ATTACHMENTS:
• Petition Summary
• Signed Petition
• Map
OPTIONS:
n/a
Prepared BY Garth Sturtevant Date March 23 , 2016
Reviewed BY Tara Maguire Date April 04, 2016
Authorized BY Date
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