HomeMy Public PortalAbout2016-08-25_Council_Public Agenda Package
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MUNICIPAL COUNCIL
AGENDA
Thursday, August 25, 2016 at 8:45 a.m.
Chester Municipal Council Chambers
151 King Street, Chester, NS
1. MEETING CALLED TO ORDER.
2. MINUTES OF PREVIOUS MEETING:
2.1. Council – August 11, 2016
3. COMMITTEE REPORTS:
3.1. Committee of the Whole Meeting – August 18, 2016 – Warden Webber
3.2. Any other Committees.
4. MATTERS ARISING.
5. CORRESPONDENCE:
5.1. Letter from Michael Wilcox, New Ross Credit Union Limited dated July 19, 2016
regarding taxes owed on Property located at 167 Owls Head.
5.2. Email from Robb Manuel, Chair of Joint Fire Advisory Committee dated August 4,
2016 regarding Joint Fire Advisory Committee Request.
5.3. Letter of congratulations from Our Health Centre dated August 15, 2016 regarding
new partnership with Sustane Technologies.
5.4. Letter from Parachute, Canada’s Leader in injury prevention regarding proclamation
of National Teen Driver Safety Week taking place October 16-22, 2016.
6. NEW BUSINESS:
6.1. Request for Decision from Director of Engineering and Public Works regarding
Sidewalk in front of Our Health Centre.
6.2. Request for Decision from Director of Engineering and Public Works regarding
Tender RFP – Municipal Truck – No award.
6.3. Request for Decision from Director of Solid Waste regarding – Tip Fees – Shoreham
Village Senior Citizens Apartments Association.
6.4. Request for Decision from Director of Solid Waste regarding Tip Fees – Jehovah
Witness Kingdom Hall.
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6.5 Request for Decision from Senior Economic Development Officer regarding
Chamber of Commerce.
7. IN CAMERA.
8. ADJOURNMENT.
REQUEST FOR
DECISION /DIRECTION
Prepared By:Matthew S. Davidson, P.Eng Date:August 17, 2016
Reviewed By:Tammy S. Wilson, CAO Date August 18, 2016
Authorized By:Tammy S. Wilson, CAO Date August 18, 2016
CURRENT SITUATION
On August 5th, 2016, Council received a letter from C.D. (Kit) McCurdy on behalf of the Our Health
Centre (OHC) Building Committee requesting the Municipality to assume responsibility (i.e.
ownership) of the short section sidewalk newly constructed in front of the OHC.
RECOMMENDATION
It is recommended that the Municipality accepts the OHC Building Committee ’s request and
assume responsibility (i.e. Ownership) of the section of sidewalk in front of the O HC, subject to
NSTIR’s approval, receipt of as-builts,any testing/inspection reports and a one (1) year warranty
bond (i.e.Bond valued at 10 % of construction cost) or other method acceptable to Council,
effective from the date of take-over.
BACKGROUND
Engineering and Public Works Staff brought forward their concerns regarding the installation of
sidewalk in front of the OHC, specifically that the sidewalk was constructed over top of both the
gravity and pressure mains beneath the shoulder of Highway 3. When this issue was investigated,
it was determined that the Development Approval issued on September 23, 2015 had not
included the sidewalk’s approval since the criteria to warrant a sidewalk had not been met,
therefore a review of the sidewalk was not requested.To be proactive, Staff issued a letter to the
OHC to address the matters of ownership and maintenance.
REPORT TO:Municipal Council
SUBMITTED BY:Engineering and Public Works Dept.
DATE:August 17, 2016
SUBJECT:Our Health Centre –Sidewalk
ORIGIN:OHC Letter dated August 5th, 2016
2 Request For Decision/DIRECTION
DISCUSSION
The sidewalk in question is approximately 33.5 metres (110 feet) in length and 1.8 m (6 feet) in
width. It does not technically meet one (1) of the two (2) standard sidewalk cross -sections that
MODC has been utilizing with its sidewalk projects and it is unclear whether NSTIR has approved
it installation. Furthermore, staff were not onsite during its construction and no inspection or
testing reports have been received. However, with that all being sa id, the sidewalk looks to be of
good construction and condition, generally meets municipal (i.e. NSTIR)standards,and provides
connectivity to the existing municipal sidewalk and sufficient snow storage along Highway 3.
While it is understood that the sidewalks resides directly above the gravity and pressure mains,
to the best of staff’s knowledge, these sewer lines are in good condition.It should be noted that
it is in the best interest of the Public that there is a continuity of maintenance services, an d the
Public likely has this expectation regardless of ownership.
IMPLICATIONS
Policy
N/A
Financial/Budgetary
Municipal sidewalk maintenance is budgeted on an annual basis, factoring in both summer and
winter maintenance. Given that the sidewalk is new,staff do not expect any summer repairs (i.e.
concrete or asphalt work) in the foreseeable future. However, since this sidewalk is less than a
year old, and hasn’t gone through a freeze/thaw cycle, therefore staff recommend that MODC
not be responsible for any work and or costs for a period of one (1) year from the proposed take-
over, and that any issues be addressed under warranty through the OHC building Committee. It
is understood that staff would maintain any grass area between the sidewalk and Highway 3 . This
maintenance should have little impact on day to day operations. As for winter maintenance, we
currently contract this service through William A. Gerhardt Property Improvements. While the
exact price for snow clearing and deicing work will be determined based on the tender clauses
associated with sidewalk extensions, staff do not expect a contract increase more than $ 500.00
per year for winter maintenance.Staff do not expect that this area will normally be an area which
will require snow removal and disposal.
Environmental
N/A
3 Request For Decision/DIRECTION
Strategic Plan
Continually improve public satisfaction with municipal services;
Ensure sufficient infrastructure is available to best serve our residents and businesses;
Work Program Implications
As noted above, maintaining this small section of sidewalk should have little impact on day -to-
day operations.
OPTIONS
1)To accept OHC request and assume responsibility of sidewalk in front of OHC,
2)Do not accept request,
3)Defer any decision on the matter and direct staff to bring back further information
as identified by Council.
ATTACHMENTS
None
COMMUNICATIONS (INTE RNAL/EXTERNAL)
REQUEST FOR
DECISION/DIRECTION
Prepared By: Matthew S. Davidson, P.Eng Date August 18, 2016
Reviewed By: Tammy S. Wilson, CAO Date August 19, 2016
Authorized By: Tammy S. Wilson, CAO Date August 19, 2016
CURRENT SITUATION
On April 28th, 2016, Municipal Council approved the 2016-17 Capital and Operating Budget. The
Capital Budget included the Supply and Delivery of a Public Works Truck. The budget for this
project was estimated at $ 37, 500, NET HST.
RECOMMENDATION
It is recommend that staff not award the Supply and Delivery of a Public Works Truck, as
tendered. Furthermore, it is recommended the staff re-tender for a 2015 ¾ Ton Truck with less
than 25,000 Km.
BACKGROUND
The purpose of purchasing a new (2016) ¾ ton four (4) wheel drive truck is to replace the current
municipal property maintenance vehicle which is a 2008 GMC Sierra with approximately 300,000
km. Furthermore, over the past year the vehicle has grown less dependable and maintenance
costs have increased.
DISCUSSION
Following the Municipality’s Procurement Policy, P-04, the project was tendered during the
month of June, closing on June 22nd, 2016. Three (3) submissions were received and reviewed for
the conformity to specification, completeness and mathematical accuracy. Below is a summary
of each submission.
PRICE ITEMS PER TENDER CARROLL SOUTH
SHORE
ATLANTIC DODGE VALLEY FORD
RSO PRICE (PRE HST) $ 50,015.00
$ 43,412.50
$ 42,100.99
EXTENDED WARRANTY ($0
DEDUCTIBLE)
$ 4,905.00
$ 3,100.00
$ 3,895.00
ESTIMATED RESIDUAL VALUE $ 21,750.00
$ 21,200.00
$ 20,500.00
REPORT TO: Municipal Council
SUBMITTED BY: Engineering & Public Works
DATE: August 18, 2016
SUBJECT: Tender Results & Recommendation
ORIGIN: T-2016-012 – Supply & Delivery of Public
Works Truck
2 Request For
Decision
REPAIRS & MAINT. (5 YRS) $ 980.29
$ 2,573.18
$ 1,080.87
FUEL MILEAGE
CITY (L/100KM)
HIGHWAY (L/100KM)
11.60
16.30
15.40
15.40
N/A*
N/A*
*The Dealership could not provide this information, therefore staff utilized fuel mileage data from a fleet vehicle, a
2015 Ford F250, which is a comparable vehicle to the one in their submission.
All submissions were evaluated according to the Evaluation Criteria which were Delivery
Schedule (10 points), Life Cycle Cost Analysis over a five (5) year period (80 points) and Truck
Specification list (10 points). A summary of the evaluations can be seen below, based on
purchasing a new truck with and without extended warranty. A more detailed evaluation is
attached for reference.
EVALUATION CRITERIA - WITH EXTENDED
WARRANTY
PTS CARROLL
SOUTH
SHORE
ATLANTIC
DODGE
VALLEY
FORD
SUPPLY AND DELVERY OF TRUCK AS DETAILED IN
SECTION 7.0 OF SCHEDULE A
10.0 9.66 8.97 10.00
LIFE CYCLE COST ANALYSIS (OVER 5 YEAR PERIOD) 80.0 69.90 80.00 78.20
SCHEDULE - DATE OF DELIVERY 10.0 10.00 0.00 0.00
TOTAL 100.0 89.55 88.97 88.20
EVALUATION CRITERIA - WITHOUT EXTENDED
WARRANTY
PTS CARROLL
SOUTH
SHORE
ATLANTIC
DODGE
VALLEY
FORD
SUPPLY AND DELVERY OF TRUCK AS DETAILED IN
SECTION 7.0 OF SCHEDULE A
10.0 9.66 8.97 10.00
LIFE CYCLE COST ANALYSIS (OVER 5 YEAR PERIOD) 80.0 72.63 80.00 79.60
SCHEDULE - DATE OF DELIVERY 10.0 10.00 0.00 0.00
TOTAL 100.0 92.28 88.97 89.60
Both Carroll’s South Shore and Valley Ford have successfully and satisfactorily supplied and
maintained trucks to the Municipality in the past. Carroll’s South Shore (2012 GMC 2500) and
Valley Ford (2015 F250).
IMPLICATIONS
Policy
Tender T-2016-012 followed Policy P-04 – Procurement Policy.
3 Request For
Decision
Financial/Budgetary
In both scenarios, the purchase of the truck with and without extended warranty, the highest
rated submission is Carroll’s South Shore’s. The variance with the project budget, in either
scenario is significantly over budget as seen below.
TRUCK & EXTENDED WARRANTY TRUCK & NO EXTENDED WARRANTY
BUDGET, NET HST $ 37,500.00 BUDGET, NET HST $ 37,500.00
TENDER PRICE $ 63,158.00 TENDER PRICE $ 57,517.25
HST REBATE $ 5,884.02 HST REBATE $ 5,358.51
NET TENDER $ 57,273.98 NET TENDER $ 52,158.74
VARIANCE $ (19,773.98) VARIANCE $ (14,658.74)
Environmental
N/A
Strategic Plan
1. Maintain a high level of fiscal responsibility;
2. Continually improve public satisfaction with municipal services;
3. Ensure sufficient infrastructure is available to best serve our residents and businesses;
Work Program Implications
The 2008 GMC is still operating, with only a minor breakdown recently. Therefore a replacement
truck is not required imminently, however a new truck is required before winter.
OPTIONS
1. Award the purchase to the highest rank submission,
2. Not award the purchase to any submission, and retender for a new or used 2015 ¾ ton
truck with less than 25,000 Km,
3. Defer any decision on the matter and direct staff to bring back further information, as
identified by Council.
ATTACHMENTS
2016-08-17_Public Works Truck Tender Evaluation and Recommendation (Excel Worksheets)
FROM ENGINEERING AND PUBLIC WORKS DEPARTMENT
FOR MUNICIPAL COUNCIL
PROJECT NAME:SUPPLY AND DELIVERY OF A FOUR (4) WHEEL DRIVE MUNICIPAL TRUCK
PROJECT SCOPE:THE PROJECT CONSISTS OF THE SUPPLY AND DELIVERY OF A FOUR (4) WHEEL DRIVE TRUCK WHICH WILL BE USED PRIMARLY FOR
MUNICIPAL PROPERTY MAINTENANCE, REPLACING THE CURRENT VEHICLE WHICH IS A 2008 GMC SEIRRA WITH ~ 300,000 KM.
PROPOSAL SUBMITTALS REQUIRED:
SCHEDULE "A" COMPLETED YES
LIFE CYCLE COST INFORMATION
BASIC & EXTENDED WARRANTY FORMATION YES
ESTIMATED RESIDUAL VALUE YES
ANNUAL REPAIR AND MAINTENANCE COSTS YES
ADDENDA NO
RSO ISSUED WEDNESDAY, JUNE 1, 2016
RSO CLOSED WEDNESDAY, JUNE 22, 2016 AT 3 PM
NO. RECEIVED 3
NO. OF REJECTED 0
PROPOSAL RESULTS:
PRICE ITEMS PER TENDER
Carroll South
Shore
Atlantic
Dodge
Valley
Ford
50,015.00$43,412.50$42,100.99$
4,905.00$3,100.00$3,895.00$
ESTIMATED RESIDUAL VALUE 21,750.00$21,200.00$20,500.00$
REPAIRS & MAINT. (5 YRS)980.29$2,573.18$1,080.87$
CITY (L/100KM)11.60 15.40 N/A
HIGHWAY (L/100KM)16.30 15.40 N/A
EXTENDED WARRANTY
RSO PRICE (PRE HST)
FUEL MILEAGE
PROPOSAL ANALYSIS:
A TOTAL OF THREE (3) BIDS WERE RECEIVED, ALL OF WHICH WERE DEEMED COMPLIANT AND EVALUATED AS PER THE CRITERIA.
ALL BIDS REQUIRED TELEPHONE CALLS FOR CLARIFICATIONS OF THEIR BIDS. STAFF USED FUEL MILEAGE DATA FOR THE 2015 F250 TO COMPLETE ANALYSIS.
POINTS
Carroll South
Shore
Atlantic
Dodge
Valley
Ford
10.0 9.66 8.97 10.00
80.0 69.90 80.00 78.20
10.0 10.00 0.00 0.00
100.0 89.55 88.97 88.20
CARROLL'S SOUTH SHORE AND VALLEY FORD HAVE SUCCESSFULLY AND SAFTISFACTORILY SUPPLIED AND MAINTAINED TRUCKS TO THE MUNICIPALITY
IN THE PAST. CARROLL'S SOUTH SHORE (2012 - GMC 2500), VALLEY FORD (2015 - F250). DETAILS OF EVALUATION ARE ATTACHED.
VARIANCE WITH PROJECT BUDGET:
INCL. EX. WARRANTY
OVER BUDGET
POINTS
Carroll South
Shore
Atlantic
Dodge
Valley
Ford
10.0 9.66 8.97 10.00
80.0 72.63 80.00 79.60
10.0 10.00 0.00 0.00
100.0 92.28 88.97 89.60
VARIANCE WITH PROJECT BUDGET:
NOT INCL. EX. WARRANTY
OVER BUDGET
RECOMMENDATION (S):
IT IS RECOMMENDED THAT STAFF NOT AWARD THE SUPPLY & DELIVERY OF A NEW PUBLIC WORKS TRUCK.
FURTHERMORE, STAFF RECOMMENDED THE RETENDER FOR A 2015 3/4 TON TRUCK WITH LESS 25000 KM.
x
MATTHEW S. DAVIDSON, P. ENG., DIRECTOR OF ENGINEERING AND PUBLIC WORKS
DATE:
TENDER PRICE
HST REBATE
NET TENDER
VARIANCE
37,500.00$
57,517.25$
5,358.51$
52,158.74$
(14,658.74)$
SUPPLY AND DELVERY OF TRUCK AS DETAILED IN SECTION 7.0 OF SCHEDULE A
EVALUATION CRITERIA - WITH EXTENDED WARRANTY
AUGUST 17 2016
LIFE CYCLE COST ANALYSIS (OVER 5 YEAR PERIOD)
SCHEDULE - DATE OF DELIVERY
TOTAL
EVALUATION CRITERIA - WITHOUT EXTENDED WARRANTY
SUPPLY AND DELVERY OF TRUCK AS DETAILED IN SECTION 7.0 OF SCHEDULE A
LIFE CYCLE COST ANALYSIS (OVER 5 YEAR PERIOD)
SCHEDULE - DATE OF DELIVERY
TOTAL
BUDGET, NET HST
BUDGET, NET HST
NET TENDER 57,273.98$
VARIANCE (19,773.98)$
37,500.00$
TENDER PRICE 63,158.00$
HST REBATE 5,884.02$
REQUEST FOR DECISION
Prepared By: Bruce Forest,
Director of Solid Waste
Date: August 18, 2016
Reviewed By: Tammy Wilson, CAO Date: August 19, 2016
Authorized By: Tammy Wilson, CAO Date: August 19, 2016
CURRENT SITUATION
We have received a request from the Board of Shoreham Village Senior Citizens Apartment
Association to exempt them from all tip fees associated with the remodeling of their seven
boardwalk units.
RECOMMENDATION
It is at Council’s discretion as to what their decision may be.
BACKGROUND
On August 9th, I was contacted by Rick Casavant and was asked to exempt the tip fees for this
project. The boardwalk apartments require extensive work based on their age. The work
includes roofing and siding. The work would be completed under tender, by contract.
DISCUSSION
Shoreham Village apartments are at the age that roof shingles and siding needs to be replaced.
There is also some discussion about the possibility that roof boards will also require
replacement.
It is unclear as to how much waste will be generated at this time. We will know more once the
project gets started.
REPORT TO: Municipal Council
SUBMITTED BY: Solid Waste Department
DATE: August 18, 2016
SUBJECT: Tip Fee Exemption
ORIGIN: Request from Board Member –
Shoreham Village
2 Request For Decision/Direction
IMPLICATIONS
Policy
This decision would be governed by Policy P-20. Shoreham Village Senior Citizens Apartment
Association is a non-profit organization and meets the requirements of the Policy for
consideration of a tip fee exemption.
Financial/Budgetary
The work will have to get underway to get a true cost of the amount of waste that will be
generated from this project. My estimation at this time would be in the range of $1,500 -
$3,000.
Environmental
There are no environmental impacts associated with this material/decision.
Strategic Plan
Continually improve public satisfaction with municipal services.
Work Program Implications
No other departments would be involved.
OPTIONS
The options are as follows:
1) Approve the exemption of all associated tip fees,
2) Grant an exemption to a percentage of the tip fees; or
3) Deny the exemption.
ATTACHMENTS
1) Letter from Rick Casavant.
COMMUNICATIONS (INTERNAL/EXTERNAL)
Not applicable.
REQUEST FOR DECISION
Prepared By: Bruce Forest,
Director of Solid Waste
Date: August 16, 2016
Reviewed By: Tammy Wilson, CAO Date: August 19, 2016
Authorized By: Tammy Wilson, CAO Date: August 19, 2016
CURRENT SITUATION
The Jehovah Witnesses are replacing the shingles on the roof at their Kingdom Hall in Simms
Settlement. They have requested an exemption from the tipping fees.
RECOMMENDATION
Based on the small amount of material and similar decisions that we have made in the past, I
recommend that we waive the tipping fees.
BACKGROUND
On August 9th, I was contacted by Gary Armstrong, a member of the group, and he asked if the
Municipality could help them by waiving the fees.
DISCUSSION
This request is in keeping with similar requests made by non-profit organizations. The amount
of material is relatively small and has little financial impact.
IMPLICATIONS
Policy
This decision would be governed by Policy P-20.
Financial/Budgetary
Based on the material specified in the letter, the financial implications should be less than $100.
Environmental
There are no environmental impacts associated with this decision.
REPORT TO: Municipal Council
SUBMITTED BY: Solid Waste Department
DATE: August 16, 2016
SUBJECT: Tip Fee Exemption
ORIGIN: Request from Contractor –
Kingdom Hall of Jehovah Witnesses
2 Request For Decision/Direction
Strategic Plan
Continually improve public satisfaction with municipal services.
Work Program Implications
No other departments would be involved.
OPTIONS
The options are as follows:
1) Approve the exemption.
2) Deny the exemption.
ATTACHMENTS
1) Letter from Gary Armstrong.
COMMUNICATIONS (INTERNAL/EXTERNAL)
Not applicable.
REQUEST FOR DECISION
Prepared By: Marianne Gates Date August 17, 2016
Reviewed By: Tammy Wilson Date August 19, 2016
Authorized By: Tammy Wilson Date August 19, 2016
CURRENT SITUATION
The Chester Municipal Chamber of Commerce (Chamber) is undergoing significant
changes which impact several projects that MODC partners with the Chamber.
RECOMMENDATION
ISSUE 1
Direct the SEDO to contract the current website host to add the business
directory component. Not to exceed $2000.
ISSUE 2
Direct the SEDO to work with community groups interested in tourism to find a
solution to VIC operation into the future.
ISSUE 3
Direct to SEDO to research possible options for tourism information hosting
and updating.
BACKGROUND
The included letter from the Chamber outlines the changes and highlights three
significant projects where there is the greatest impact on MODC.
ISSUE 1
Several years ago MODC and the Chamber worked collectively on updating the
municipal business directory. The Chamber hosted this Business Directory on the
Chamber website. MODC’s website links to the Chamber site. The Business Directory
is a valuable resources to the businesses in the municipality. This change will take
effect shortly. As such, MODC used a summer student to update the listings on the
directory and have received pricing to migrate the business directory to the MODC
website.
ISSUE 2
Visitor Information Centre (VIC). Historically the Chamber leveraged staff of the
Chamber for expertise and operational work at the VIC. The VIC was managed by the
REPORT TO: Municipal Council
SUBMITTED BY: Economic Development
DATE: August, 2016
SUBJECT: Chester Municipal Chamber Changes
ORIGIN:
2 Request For Decision/Direction
Chamber with an approximately contribution of $25,000 per annum from MODC. The
Chamber will have no ability to support managing the VIC for the Municipality
forward past December 31, 2016.
ISSUE 3
While the Chamber continues to develop a permanent Chamber website, the VIC
portion that contains tourism information about the area will not continue past
December 31, 2016.
DISCUSSION
ISSUE 1
The cost to add the business directory to the MODC website is estimated by the
company that currently hosts our website to cost $1071 plus HST. It will require
periodic updates which can be completed by a summer student.
ISSUE 2
The VIC is housed at the Train Station Building owned by the Chester Historical
Society. The VIC is considered an important asset to many community organizations.
The SEDO is hosting a meeting of organizations that are interested in discussing how
the VIC could continue to operate and will keep Council informed.
ISSUE 3
MODC tourism information can be migrated to the current MODC website at minimal
cost. However, keeping this information updated and relevant does pose a challenge.
Another option is to populate the Nova Scotia Tourism website with this information.
More research is required for this issue.
IMPLICATIONS
Please provide general overview of implications in this cell.
Policy
N/A
Financial/Budgetary
ISSUE 1 -$2000
ISSUE 2 -Not determined
ISSUE 2 -Not determined
Environmental
N/A
Strategic Plan
Promote conditions conducive to fostering economic prosperity.
Work Program Implications
SEDO, Communications Officer (Website)
OPTIONS
3 Request For Decision/Direction
ISSUE 1
1. Direct the SEDO to contract the current website host to add the business
directory component. Not to exceed $2000.
2. Do not have a municipal business directory.
ISSUE 2
1. Direct the SEDO to work with community groups interested in tourism to find a
solution to VIC operation into the future.
2. Do not proceed with involvement in the VIC.
ISSUE 3
1. Direct to SEDO to research possible options for tourism information hosting
and updating.
2. Do not assist with promoting MODC for tourism purposes.
ATTACHMENTS
Chamber letter
COMMUNICATIONS (INTERNAL/EXTERNAL)
Promote conditions conducive to fostering economic prosperity.
Marianne Gates August 10, 2016
Senior Economic Development Office
Municipality of the District of Chester
Chester, Nova Scotia
Dear Marianne,
In response to your request concerning formalizing our conversations and meetings over the past few
months on the Next Steps for the Chester Municipal Chamber of Commerce, we have prepared the
following.
Last summer the Chamber identified that in order to make progress and plan our future we needed to
first determine where we truly were. We engaged in several preliminary strategic planning sessions to
and we quickly identified that with our current resources our Chamber would simply not be able to
accomplish anything more than what has always been done in the past. This was increasingly seen as
not enough to justify the cost of the membership.
We hired a dedicated person who was able to devote the energy that was needed to determine what
was considered benefits and value by the members and potential members. Reviews were also
completed with other Chambers, Boards of Trade and business groups from along the South Shore and
your office to determine what was possible to improve our own organization. A membership review was
conducted and it was identified that most of our members were within 5kms of the Village of Chester. I
will also note that about 75% of the Chamber funding comes from the “Associate Members”. These are
members from outside our municipality that are only members to get access to the Chamber Group
Insurance.
We realized much of what we do is trying to get enough money together to continue to operate. This is
why the “Associate member” was created; this is why the fundraising events are needed. Unfortunately,
this also means that what little time people have to volunteer is used up not really doing much for the
businesses in the municipality.
With the information gathered over the past months we considered several options on what the next
steps for the Chamber could be and the Board unanimously agreed to move forward with the
recommendation to change the way the Chamber is operated.
The biggest change is the removal of the membership dues. Without the need to track membership
dues we will no longer need staff, office space or fundraising events. We will represent all the
businesses within and only within the Municipality. This membership redefinition requires a new set of
By Laws which are currently in progress and expect to be ratified at a Special Meeting of the
membership in October 2016. The By Laws will not reflect the 'no dues' decision and will permit future
Boards to determine if this model is suitable for them at the time. The change in Membership will be
made formally and as such we will not have a designation of Associate Members therefore eliminating
our handling of Chamber Insurance and any work with members who have no interest in our District. As
a result our membership list will significantly decrease to approximately 50 members.
We had previously worked with the Municipality to host a Business Directory. As we do not have the
resources to maintain this going forward and we have handed this over to the Municipality.
Another area of concern for the Municipality is the Visitor Information Centre. Historically we leveraged
off the staff of the Chamber for that expertise and operational work. As we have no income, and no
staff, we will have no ability to support managing the Visitor Information Center for the Municipality
with staff going forward past December 31, 2016.
While the Chamber continues to develop a permanent Chamber site, the VIC portion that contains
tourism information about the area will not continue past December 31, 2016. At that time it is
expected the Municipality will provide direction on what to do with the site. We will work with the
municipality prior to December 31, 2016 to enable the current information to be used should the
municipality wish to provide tourism information.
This change will require a 'decoupling' of the current Chamber/VIC website and we are working to have
this done as soon as possible. Currently there are technical connections that will not work once we have
made the appropriate changes to the Chamber website.
We will continue to have a membership list and a Chamber website and encourage membership through
our email and social media channels, and we will be a fully volunteer organization. This will allow for
any member who wishes to engage in a special project that meets our objectives to work with the Board
and other members to bring this to fruition. These projects will have a very specific scope and end date
and if no volunteers come forward these projects will not move forward.
We also encourage Business After Hours events to be hosted by interested members and we encourage
any member to use the social media channels and email mailing list to gather support for any business
issue or proposal that will encourage the economic development of our District. This work is typically
done by staying informed, attending meetings and writing letters which can be completed in our new
model of operation by volunteers.
These changes will only take effect at the end of the year when our current commitments have been
fulfilled.
Just to be clear we plan to offer the things that have shown to be most important to the businesses
within our Municipality. We have a plan to do this with no charge to the businesses and in a much more
streamlined way. This is not the end of the Chamber only a focusing on what we need to be doing going
forward.
Marianne, I hope this letter meets your objectives and I look forward to working with you in the future.
Anthony Smith
Chair, Chester Municipal Chamber of Commerce