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HomeMy Public PortalAbout2016-12-16_COW_Public_Agenda PackagePage 1 of 2 COMMITTEE OF THE WHOLE AGENDA Friday,December 16, 2016 Chester Municipal Council Chambers 151 King Street, Chester, NS 1.MEETING CALLED TO ORDER. 2.APPROVAL OF AGENDA/ORDER OF BUSINESS. 3.PUBLIC INPUT SESSION -IMMEDIATELY FOLLOWING SPECIAL MEETING OF COUNCIL (TENTATIVELY 9:45 A.M.–10:00 A.M.) 4.MINUTES OF PREVIOUS MEETING: 4.1.Committee of the Whole –November 17, 2016. 5.MATTERS ARISING: 6.CORRESPONDENCE: 6.1 Presentation from Chris Acomb, Seniors’ Safety Coordinator regarding Seniors’ Safety Program, Lunenburg County (appointment at 10:15 a.m.) 6.2 Letter from Jonathan Cuming, TMC Lawyers dated June 7, 2016 regarding Land Titles Clarification (appointment at 10:30 a.m.) 7.NEW BUSINESS: 7.1 Request for Decision prepared by Fire Services Coordinator dated November 23, 2016 regarding Fire Services Registration 2016-2017. 7.2 Request for Decision prepared by Development Control/Planning Assistant dated November 21, 2016 regarding Road Maintenance Petition –Clayton Drive, Fox Point, NS. 7.3 Complaint by resident from North Middle River Road, Chester inquiring if a competition was held to find a volunteer to represent Chester for the 150th Celebrations by the Federal government next year. 7.4 Strategic Priorities Update –Tammy Wilson, CAO a)CAO Report b)Strategic Priorities Chart –December 2016 Update c)Strategic Priorities Chart –December 2016 Final Page 2 of 2 d)Request for Direction prepared by Bruce Blackwood dated December 8, 2016 regarding 2016 Safety Work Plan Update. 8.IN CAMERA: 8.1 Land Negotiations –East River. 8.2 Contract Negotiations –Sherbrooke Lake (TBC) 9.ADJOURNMENT APPOINTMENTS ARRANGED 10:15 a.m.Chris Acomb, Seniors’ Safety Coordinator regarding Seniors’ Safety Program, Lunenburg County. 10:30 a.m.Jonathan Cuming, TMC Lawyers regarding Land Titles Clarification. REQUEST FOR DECISION Prepared By: Bruce Blackwood Date November 23, 2016 Reviewed By: Tara Maguire Date November 23, 2016 Authorized By: Tara Maguire Date November 23, 2016 CURRENT SITUATION Fire and Emergency Services are provided to the Municipality by 6 Fire Commissions and their associated Fire Departments in Martins River (District 5), Western Shore (District 5), Chester Basin (District 4), New Ross (District 6), Hubbards (District 2), and Blandford (District 1). The Chester Village Commission, through the Chester Volunteer Fire Department, provides fire and emergency services to the Chester Village (District 3) and under contract with the Municipality to the outside areas in District 1 (Partial) and District 7. RECOMMENDATION It is recommended that the P-33 registration updates be brought to Council for approval and Schedule B confirmation of registration notifications be sent to the individual Commissions for those meeting the registration criteria. Where required, a covering letter should be included with Schedule B re-stating the requirement and deadline for audited financial statements. With reference to the Hubbard’s District 2 Commission, as the associated Hubbard’s Fire Department remains in a Default position with the Joint Stocks Registry, it is recommended that Council seek legal advice as to Council’s ability to continue the Registration in accordance with criteria outlined in the MGA. BACKGROUND Policy P-33 requires that each Fire and Emergency Service provider provide the Municipality with appropriate evidence annually of its ability to provide the services it has registered. The fire tax rate to be levied for the next year to fund such services, proof of appropriate liability and firefighter insurance coverage and audited financial statements from the prior year are required. Information received from the Chester Village Commission, Fire Commissions, and the Fire Departments on Schedule A (Services) and Schedule C (Fire Tax Rate) of Policy P33 has been reviewed by the Fire Service Coordinator. REPORT TO: Tammy Wilson, CAO SUBMITTED BY: Bruce Blackwood, Fire Services Coordinator DATE: November 23, 2016 SUBJECT: Fire Services Registration 2016-2017 ORIGIN: Policy P33 2 Request For Decision Registration data submitted indicate that Fire Departments are adequately funded (by Commissions), equipped and trained to provide the service levels that have registered. There are administrative issues related to financial records and body corporate good standing that need to be resolved. DISCUSSION A summary of the key registration data with notes to significant changes is attached. Highlights of the registration review are provided following. 1. Fire Tax Rates: Confirmations of approved tax rates are on file from all Commissions: a. With the new MODC/VOC contract, the tax rate Chester Village (District 3) has been set at 4.07 cents/$100 assessment and 6.48 cents/$100 assessment for the Outside areas (District 7 and part of District 1) b. There were no changes to the fire tax rates in the other Districts. (Range 10.5 cents to 17 cents) 2. Financials: Commissions under the Rural Fire District Act must submit annual statements audited by an organization recognized by the Province. Fire Departments under the Society Act, may submit financial statements audited internally, with no reference to Provincial standards. Requirements under local statute are not outlined. Policy P-33 requires that all Fire and/or Emergency Service providers submit their annual audited financial statements to the Municipality. Council approved the 2015/2016 Registration documents (January 14, 2016) and requested that the Commissions be notified that audited financial statements, in accordance with the existing Policy P33 (2010) are required. Each Commission was notified (February 1, 2016) of this requirement and given 24 months to prepare for audit. Audited financial reports will be required for the reports of year ending March 31, 2018. Information and guidance to meet audit requirements have been provided to the Commissions over the past period. Discussions on added costs to the Commissions for these audits continues. Year-end financial reviews have been provided by the Commission/Departments. With the Hubbard’s financials under review, they continue to submit year end and budget figures as presented at their annual rate payer meeting. Chester (VOC) submitted 3rd party audited reports and Martins River Commission has provided self-audited records. The remaining organizations submitted un-audited financial reviews or audited statements from organizations not recorded on the Provincial accredited firms list. 3 Request For Decision Financial information received and on file with the Municipality is summarized in the table following: 3. Corporate Status Policy P-33 requires that all Fire and/or Emergency Service providers be a body corporate (not for profit) in good standing. The Commissions remain incorporated under the Rural Fire District Act, MGA (Village) or specific statute. The Fire Departments are incorporated under the Societies Act and are required to register with Joint Stocks annually. All fire departments with the exclusion of Hubbard’s Fire Department, are in good standing with the Joints Stocks registry. Hubbard’s Fire Department continues in Default status due primarily to failure to submit their financial statements and renew their registration. The Hubbard’s Fire Commission was notified by MODC (February 1, 2016) that the Default status with the Joint Stocks Registry be rectified within 6 months. Hubbard’s Commission has experienced delays in obtaining the audited financial statements from Grant Thorton and continues to work toward a resolution. Audited financials are being prepared for 2012 to date and will be submitted as available. There is no exact timing for completion. A legal opinion is required on the continuing Default position and its impact on the ability for Council to retain the Registration. 4. Insurances: All 7 departments continue with the group policy from Bell and Grant. (Martins River has insurance with Bell and Grant through the Municipality of the District of Lunenburg and Chester is insured with Bell and Grant through the Village Commission.) As recommended, additional Fire District Financial Documents submitted Blandford (#1) Grant Thorton: (Unaudited) Financial Statement 03/31/2016 Chester ( # 1,3,7) Grant Thorton: (Audited) VOC Financial Statement 03/31/2016 Chester Basin (#4) H. P. Creighton) (Audited by firm not on Provincial list) Financial Statement 03/31/2016 Hubbards (#2) Forecasted Operational Costs for Fire Services in District 2. (as approved at AGM) Martins River (#5) (Internally Audited) Financial Statement 05/03/2016 New Ross (#6) Grant Thorton: (Unaudited) Financial Statement 03/31/2016 Western Shore (#5) Grant Thorton: (Unaudited) Financial Statement 03/31/2016 4 Request For Decision environmental coverage on oil tanks continues to be held by Hubbards and New Ross. The status of the insurance coverage for District 2 (Hubbards) is to be verified in light of the continuing Default position of the Fire Department. Directors’ liability and bonding coverage for the Commissions has been maintained as required under the Rural Fire District Act. All 7 departments are providing line of duty insurance for their volunteer members. Policy coverage varies but are generally reasonable. Some departments have extended coverage to 24 hr. off duty plans and one Commission supports an Employee Assistance Program for its membership. Past studies show little cost savings in a possible group policy for accident coverage. 5. Registered Service levels: An overview of registered service levels shows: a. Chester Volunteer Fire Department has now registered as a EHS Level 2 response. b. There were no changes in other service levels currently registered. c. There were no changes in the Fire District boundaries. d. Fire and emergency services contract with the Village Commission for the Outside Areas (District 7 and Part of District 1) was renewed for a 5 year term. e. Service levels for hazmat response remain at the Awareness level although some departments have a few members trained to the Operational and Technician level. There is no MODC Hazmat team. Hazmat response is currently available from Kings County or HRM. REMO Advisory has requested a risk assessment and response plan from the Province. 6. Emergency Calls: An overview of emergency calls shows: a. Fire Departments responded effectively (alone or with mutual aid support) to 678 emergency calls in calendar 2015 and over 500 calls in 2016 (10 months YTD) within MODC. b. Mutual and automatic aid agreements continue to be important to ensure adequate response to structural and other complex emergency situations. 7. Operations: An overview of current operations shows: a. Volunteer membership in each department has remained steady at approximately 200 volunteer first responders across MODC. Recruitment and retention continues to be a concern with several Departments. b. Day coverage continues to be problematic as many volunteers are working out of their response area. Mutual aid agreements amongst the MODC Departments are required to provide an adequate response to major emergencies. Automatic aid protocols continue to be developed and work has started on inter-municipal agreements with Departments outside MODC borders. 5 Request For Decision c. The Junior Firefighter programs continue at 4 of the 7 Departments with approximately 15 members. d. Departments continue with implementation of best practices and are making progress on adoption of National Fire Protection Association (NFPA) guidelines i.e. NFPA 1720. (rural FD organization and response capability) and NFPA 1500 (organizational health and safety) where feasible. This is a long process but is focused on critical areas of qualifications, training, safety and accountability. e. Officer development and basic (Level 1) firefighting training programs continue successfully. f. New Ross Fire Department has replaced their tanker apparatus. (November 2016). Chester Fire Department is reviewing the replacement of their pumper/tanker and Chester Basin Fire Department is requested proposals for the replacement of their pumper in 2017. g. Chester Fire Department has acquired a new rescue boat and trailer for use in lake rescues. IMPLICATIONS Fire Services registration remains in effect unless revoked by the Municipality or as requested by any specific Commission or Fire Department. De-registration of any particular service provider would have serious impact on district fire protection and public safety. For this reason, P33 requires the Commissions and Fire Departments provide an annual update on fires services governance and operational status, providing evidence for the Municipality to ensure the registered services can be effectively provided and any deficiencies addressed in a timely manner. Policy Requirements in accordance with Policy P 33. Financial/Budgetary Fire Services continue to be funded through the fire tax levy. Environmental No Impact. Strategic Plan Reference to:  Maintain a high level of fiscal responsibility  Continually improve public satisfaction with municipal services 6 Request For Decision Work Program Implications Covered in work program of Fire Services Coordinator. OPTIONS The following options are presented: 1. Per Policy P-33 the registrations summary be brought to Council for approval. Upon approval, Schedule B confirmation of registration notifications be sent to the individual Commissions for those meeting the registration criteria as outlined in the MGA. A cover letter providing clarification and notification of the requirements for the financial statements be included where required. 2. Seek legal advice as to the continuance of registration status of the District 2 Commission with reference to the continuing default status of the Fire Department under the Joint Stocks Registry. ATTACHMENTS Fire and Emergency Services Registration Summary 2016-2017. COMMUNICATIONS (INTERNAL/EXTERNAL) N/A Emergency Services Registration Summary for 2016/2017 (Per Policy P33 dated September 30, 2010) Fire Commission and Associated Fire Department Fire District Schedule A Services Schedule C Tax Rate 2016/17 (cents per $100 ) Annual Statement Filed with Joint Stocks Insurance Joints Stocks Registry # Joints Stocks Renewal Fire Department Chief Contact Name Contact Number Hubbards 2 Yes 10.5 (No Change) Budget Only 1 Bell & Grant 1273381 (FD) Defaulted 2 Chief Clary Coolen 902-483-7069 Blandford 1 Yes 13.0 (No Change) 2016-06-17 Bell & Grant 1258462 (FD/C) Active Chief Marshal Hector 902-299-0345 New Ross 6 Yes 17.0 (No Change) 2016-02-09 Bell & Grant 3039664 (FD) Active Chief Lyle Russell 902-275-8571 Chester Basin 4 Yes 11.0 (No Change) 2016-07-19 Bell & Grant 3032174 (FD) Active Chief Doug Rines 902-275-2170 Martins River 5 Yes 15.0 (No Change) cents) 2016-06-03 Bell & Grant 2166651(FD) Active Chief Stuart Hirtle 902-624-9857 Western Shore 5 Yes 14.0 (No Change) 2016-05-31 Bell & Grant 2534963 (FD/C) Active Chief Ira Sawler 902-277-1282 Chester Village 3 Yes 4.07 (contract) 2016-10-27 Bell & Grant 3033377 (FD) Active Chief Dave Richardson 902-275-8303 Chester (Outside) 7, part 1 Yes 6.48 (contract) Changes noted in red. Refer to notes Department/District Fire/ Fire Related Medical Emergencies Vehicle Rescue Water Rescue Ice Rescue High Angle Rescue Structural Collapse HAZMAT Ground Search and Rescue Hubbards and District FD District 2 Structural EHS Level 3 Technician Awareness Technician Awareness Awareness Awareness Assistance Blandford and Area Fire Rescue District 1 Structural EHS Level 4 Technician Technician Technician Operational Awareness Awareness 4 Assistance New Ross FD District 6 Structural EHS Level 4 Technician Awareness Technician Awareness Awareness Awareness Assistance Chester Basin FD District 4 Structural EHS Level 6 Technician Awareness Awareness Awareness Awareness Awareness Assistance Martins River FD District 5 (partial) Structural EHS Level 4 Technician Awareness Awareness Not Equipped Awareness Awareness Assistance Western Shore FD District 5 Structural EHS Level 3 Operational Awareness Operational Awareness Awareness Awareness Assistance Chester FD District 3, 7 Structural EHS Level 2 3 Operational Operational Awareness Not Equipped Awareness Awareness Assistance Changes noted in red. Refer to notes Emergency Services Registration Summary for 2016/2017 (Per Policy P33 dated September 30, 2010) Note (1): District 2 Commission 2017 Budget submitted at AGM. Commission is still working with accountants on audit of previous financial statements. Note (2): Hubbards Fire Department is registered separately with the Joint Stocks. They are currently in default for not submitting financial statements and non-payment of renewal. Primary issue is the lack of an audited financial statement which the Commission is working on. Note (3): The Chester Fire Department registered with Emergency Health Services (EHS) as a service provider at Level 2. The Department now maintains trained and registered medical first responders. Note (4): Blandford Fire Rescue dropped their service level for Hazmat response from Operational to Awareness. They still maintain some menbers with training at the Operations and Technician level. They have retained their hazmat supply trailer. Prepared from Schedule A data as submitted by Fire Commissions after review with respective Fire Departments. Reviewed by B. Blackwood, Fire Services Coordinator REQUEST FOR DECISION Prepared By: Garth Sturtevant Date November 21, 2016 Reviewed By: Date Authorized By: Date CURRENT SITUATION Property owner, Christine Westhaver, has worked with staff to petition owners of property along Clayton Drive in the hopes of establishing a Private Street Maintenance program. A petition package was prepared and distributed to property owners for consideration. Following a positive response from the majority of property owners, a Street Maintenance Association has been formed and registered as Clayton Drive Home Owners Association (Registry ID 3303357). The association has now held its first meeting and passed a budget to determine the amount required to be collected during the first year of the Street Maintenance tax. The result is a Street Maintenance special tax proposed to be $570.00 per owner for the 2017/2018 fiscal year. Staff have now compiled the complete petition package, results, Association registration certificate, association minutes and proposed budget for review and consideration by Council. RECOMMENDATION Accept the Clayton Drive Petition Package for Private Street Maintenance and direct finance staff to implement a special tax for the affected accounts to take effect in 2017/2018 fiscal year; BACKGROUND / DISCUSSION Ms. Westhaver first contacted staff in 2015 to receive information on how to establish a Street Maintenance Association for Clayton Drive. Staff worked with Ms. Westhaver to determine which method of billing would be utilized. Staff prepared the petition document and package (including a map). The package was sent to all listed property owners along Clayton Drive with four exceptions. Three properties (PIDs 60079746, 60079753 & 60497518) are addressed from Highway 329 and do not currently use Clayton Drive for access to their properties. Should these properties seek access from Clayton Drive in the future, Council could include them in the properties billed for the annual maintenance. The fourth property that was not petitioned is PID 60424470. This parcel is listed as being owned by the William F Shatford Estate. This undeveloped parcel is unassessed and staff were unable to determine a mailing address or contact information, meaning that there is no way to collect the annual improvement fee REPORT TO: Council SUBMITTED BY: Garth Sturtevant – Development Control/Planning Assistant DATE: December 16, 2016 SUBJECT: Road Maintenance Petition – Clayton Drive ORIGIN: Property Owners 2 request for decision through Municipal Taxes. Should ownership of this parcel be determined in the future, Council could opt to include it in the properties billed for annual Street Maintenance. The petition circulated to owners, proposed collecting fees on a per owner basis. The petition must receive support from 67% of the owners of real property who must represent at least 67% of the real property within the affected area. In order for the petition to move forward, the parcel owned by the William Shatford Estate was excluded from the affected area of the petition. Due to its size, a non- response from this property would effectively halt the petition and would prohibit the remaining property owners from reaching the required 67% of real property within the affected area. Petition packages were sent to property owners within the affected area on September 13, 2016. The package requested that the signed petition be returned by October 7, 2016. The responses received by October 7, 2016 showed that 13/21 property owners replied in favour of the petition. This represented 62% of property owners who represented 80% of the real property within the affected area, this failed to meet the required 67% of owners. However, several submissions were received after October 7, 2016 which greatly affect the results. As of October 24, 2016, a total of 17/21 property owners have responded in favour of implementing the Street Maintenance program. This brings the positive responses well above the threshold, with 81% of property owners, representing 90% of real property within the affected area providing a positive response. One negative response was received and three packages did not receive a response either positive or negative (for the purposes of the petition, a non-response was counted as a negative). Two of the properties which did not provide a response changed ownership during the time the petition was being circulated. As per section 3.6 of the Private Street Improvement & Maintenance By-law, copies of the petition package were sent via registered mail to those property owners who did not submit a response to the initial petition package. The petition deadline of October 7, 2016 was not required under the Private Street Improvement & Maintenance By-law, and was only included in order to elicit a prompt response from property owners. Staff believe it is reasonable for Council to accept the results including the “late” submissions. Further, by including the “late” submissions, the overall response rate is very high and the percentage in favour significantly exceeds the threshold outlined in the By-law. IMPLICATIONS Policy – N/A 3 request for decision Financial/Budgetary – N/A Environmental – N/A Strategic Plan (Goal) – Goal #2 “The Municipality will continually improve satisfaction with municipal services.” AND Goal #3 “The Municipality will ensure sufficient infrastructure is available to best serve our residents and businesses.” Work Program Implications – N/A OPTIONS  Accept the Clayton Drive Petition Package for Private Street Maintenance and direct finance staff to implement a special tax for the affected accounts to take effect in 2017/2018 fiscal year;  Refuse to accept the petition. Collection of fees to maintain the private street will remain solely with the private land owners;  Defer making a decision and require additional criteria or information. ATTACHMENTS  Clayton Drive Street Maintenance Petition Package  Petition Package Response (17 yes, 1 no)  Proof of Registered Mail for Petition Packages for property owners who did not submit a response (3 non-response)  Road Association Registration Confirmation – Registry of Joint Stocks Print-out  Road Association meeting minutes  Road Association approved 1st year budget  Private Street Improvement & Maintenance By-law COMMUNICATIONS (INTERNAL/EXTERNAL) None Page 1 of 2 APPENDIX “A” - FORM “A” PETITION FOR STREET IMPROVEMENT & MAINTENANCE To the Municipal Council of the Municipality of the District of Chester. Date: The undersigned, representing at least 67% of owners (who own at least 67% of real property within the specified area/street/street portion) whose signatures appear below, respectively propose that the Municipal Council accept this as a petition, in compliance with section 3 of the Private Street Improvement and Maintenance By-Law, and pray that they be levied for a portion of the tax (calculated by the selected method below), in respect of the street improvement and/or maintenance as indicated for: Road Name: Clayton Drive Community: Fox Point The improvements and/or maintenance is required for the following approved purpose: (State Reason) ☐ The nature of the improvement required is: (i.e. one-off capital project) ☒ The nature of the maintenance required is: (i.e. annual snow removal, grading etc) Annual regular maintenance and snow clearing Tax Recovery Calculation Method will be: ☒ By a per owner basis – In the case of recovery of the cost of street improvement and/or maintenance on a per owner basis, multiple owners of the same real property shall be considered as one owner. For the purpose of this paragraph, an owner of real property shall be defined as an owner of an area of land that forms one contiguous parcel of land upon which not more than one dwelling unit is constructed and contains at least one lot (lot shall mean each individual developed lot, approved building lot or lot capable of being approved in its existing condition for development purposes). If an owner has more than one parcel of land within the affected area separated by intervening property owners, then that owner shall be assessed individually for each separate parcel of land provided that each parcel has at least one lot. Further if any parcel of land has more than one dwelling unit constructed upon it, then that owner shall be assessed individually for each dwelling unit. PLEASE NOTE: owners of undeveloped (vacant) lots shall be charged a rate equal to twenty-five (25) percent of the rate applied to owners of developed lots (contain dwellings or structures). The name of the responsible person or association representing the owners is: Christine Westhaver NAMES, SIGNATURES and AGREEMENT OF PROPERTY OWNERS: Name Civic +/or Property Identification Number (PID#) Signature Do You Agree? Yes / No (Please circle) CHRISTINE WESTHAVER PID: 60079738 Yes / No DAVID & MARY ELLEN HANDLEY 344 Yes / No KEVORK & ANNE PELTEKIAN 339 Yes / No THOMAS & MARIAN MACKENZIE 331 Yes / No KIMBERLY SHAVER 321 Yes / No KEVIN & JANICE HAMILL 305 Yes / No GEORGE & JULIE THEORET 99 & PID: 60497609 & 60497583 Yes / No Page 2 of 2 APPENDIX “A” - FORM “A” PETITION FOR STREET IMPROVEMENT & MAINTENANCE Name Civic +/or Property Identification Number (PID#) Signature Do You Agree? Yes / No (Please circle) ROY & PENELOPE UFFINDELL 73 Yes / No CECIL & JOANNE DAUGHNEY 55 Yes / No HEATHER & MARK HARGREAVES 35 Yes / No SALLY & TODD BANKS 27 Yes / No GEORGE ABBOTT 92 Yes / No CHRISTINE & JEFFREY HIRSCH 86 Yes / No JAMES WESTHAVER 76 Yes / No DAVID ROBSON 128 Yes / No CHERYL MEISNER & TIMOTHY WEBBER 100 Yes / No SHAN & DAVID ANDERSON 151 Yes / No DARRIN WILSON & JILL KELLY-WILSON 178 Yes / No ANDREA & JASON MACKAY 201 Yes / No MARGARET & BARRY SLAUNWHITE 209 Yes / No WILLIAM F SHATFORD ESTATE PID: 60424470 Yes / No ANDREW HUNGATE & NICOLA NEWTON 345 Yes / No H i g h w a y 3 2 9 C h a d L a n e C o ole n R d R e d F o x R u n Deer Walk K e l l y D rAlexander Ave W il l i e s L a ne Mount Marina Rd L i o n s C l u b R d Cl ayto n Dr 73 76 178 345 209 201 100 99 339 55 35 305 151 92 86 321344 331 128 27 64°4'10"W 64°4'10"W 4 4 °3 6 '4 0 "N 4 4 °3 6 '4 0 "N Rev.:Date:Description: MUNICIPALITY OF THEDISTRICT OF CHESTER Clayton Drive Road Maintenance Petition Created December 15, 2015 ® Clayton Drive PropertiesClayton DriveProperties Civic NumbersRoadsWater 225 0 225112.5 Metres Representation of "Enter Description Here"Scale: 1:12,500,000 Sources:Digital Base Map Data from Service Nova Scotia andMunicipal Relations Prepared by the Municipality of the District of Chester Coordinate System/Datum: UTM NAD83 CSRSZONE 20N Map Disclaimer:Information shown on these drawings is compiled fromnumerous sources and may not be complete oraccurate. The Municipality of the District of Chester isnot responsible for any errors, omissions or deficienciesin these drawings. Actual Map Size: w 11" x h 8.5" Scale: 1:9,500 Date: 2016/10/18 Dear Sir or Madam Please find below the scanned delivery date and signature of the recipient of the item identified below: Item Number RN154459248CA Product Name Not Available Reference Number 1 Not Applicable Reference Number 2 Not Applicable Delivery Date (yyyy/mm/dd) 2016/10/18 Signatory Name Signature option was not requested. Signature Yours sincerely, Customer Relationship Network 1-888-550-6333. Czl From outside Canada 1 416 979-3033) This copyconfirms to the delivery date and signature of the individual who accepted and signed for the item in question. This information has been extracted from the Canadapost data warehouse Date: 2016/10/24 Dear Sir or Madam Please find below the scanned delivery date and signature of the recipient of the item identified below: Item Number RN154459234CA Product Name Not Available Reference Number 1 Not Applicable Reference Number 2 Not Applicable Delivery Date (yyyy/mm/dd) 2016/10/20 Signatory Name A ARIF Signature Yours sincerely, C{. 6B fcl Customer Relationship Network 1-888-550-6333. From outside Canada 1 416 979-3033) This copy confirms to the delivery date andsignature of the individual who accepted and signed for the item in question. This information has been extracted from the Canadapost data warehouse 33.006.504 (14-06) Date: 2016/10/18 Dear Sir or Madam Please find below the scanned delivery date and signature of the recipient of the item identified below: Item Number RN154459225CA Product Name Not Available Reference Number 1 Not Applicable Reference Number 2 Not Applicable Delivery Date (yyyy/mm/dd) 2016/10/18 Signatory Name Signature option was not requested. Signature Yours sincerely, Customer Relationship Network 1-888-550-6333. From outside Canada 1 416 979-3033) This copy confirms to the delivery date and signature of the individual who accepted andsigned for the item in question. This information has been extracted from the Canadapost data warehouse y CPCTnckingNumEx NumbrotlerepEmgetlalaSCP s-oasass iia -ori 12/6/2016 Registry of Joint Stock Companies gov.ns.ca Government of Nova Scotia I gov.ns.ca Government of Nova Scotia Nova Scotia, Canada Francais Government Home > Service NS Home > Access NS > Services for Businesses > Registry of Joint Stock Text Size A+ A- Companies > Search our Database > Name Inquiry Results List > Profile III Profile 10, Printer Version New Search Back to Inquiry Results 3 Profile Info 3 People Info Activites Info > Related Reo's Info PROFILE - CLAYTON DRIVE HOME OWNERS ASSOCIATION - as of: 2016-12-06 10:57 AM Business/ Organization Name: CLAYTON DRIVE HOME OWNERS ASSOCIATION Registry ID: 3303357 Type: Society Nature of Business: Status: Active Jurisdiction: Nova Scotia 345 CLAYTON DRIVE Registered Office: HUBBARDS NS Canada BOJ 1T0 345 CLAYTON DRIVE Mailing Address: HUBBARDS NS Canada 601 1T0 PEOPLE Name Position Civic Address Mailing Address 339 CLAYTON DRIVE KEVORK M. PELTEKIAN Director HUBBARDS NS BOJ 1T0 345 CLAYTON DRIVE ANDY M. HUNGATE Director HUBBARDS NS BOJ 1T0 76 CLAYTON DRIVE CHRISTINE A WESTHAVER Director HUBBARDS NS BOJ IT0 345 CLAYTON DRIVE NICOLA J. NEWTON Director HUBBARDS NS BOJ 1T0 305 CLAYTON DRIVE KEVIN J HAMILL Director HUBBARDS NS BOJ 1T0 345 CLAYTON DRIVE ANDY M. HUNGATE VICE PRESIDENT HUBBARDS NS BOJ 1T0 https://rjsc.gov.ns.ca/rjsc/searchtviewProfiile.do 1/2 12/6/2016 Registry ofJoint Stock Companies KEVORK M. PELTEKIAN PRESIDENT 339 CLAYTON DRIVE HUBBARDS NS BOJ 1T0 345 CLAYTON DRIVE NICOLA J. NEWTON SECRETARY HUBBARDS NS BOJ 1T0 76 CLAYTON DRIVE CHRISTINE A WESTHAVER TREASURER HUBBARDS NS BOJ 1T0 345 CLAYTON DRIVE 345 CLAYTON DRIVE NICOLA NEWTON Recognized Agent HUBBARDS NS BOJ 1TO HUBBARDS NS BOJ 1T0 ACTIVITIES Activity Date Incorporated 2016-11-23 Filed Document 2016-11-23 RELATED REGISTRATIONS There are no related registrations on file for this company. New Search Back to Inquiry Results Crown copyright ©2016, Province of Nova Scotia, all rights reserved. Come to life - Discover Nova Scotia https:/Irjsc.gov.ns.ca/rjsc/search/viewProfile.do 2/2 Clayton Drive Home Owners Association MINUTES Meeting date I time Sunday 13th November 2016 @ 1.30pm Location Fox Point Lions Club Meeting called by Type of meeting Facilitator Note taker Timekeeper AGENDA TOPICS Home Owners Association Special meeting Kevork Peltekian Nicola Newton Nicola Newton II. Attendees: Christine Westhaver, Charlie and Terry Daughney, Jeff Hirsh, Dave Anderson, Barry and Margaret Slaunwhite, Kevin Hamill, Anne & Kevork Peltekian, Andrew Hungate and Nicola Newton Apologies: David and Mary Ellen Handley and Jon Shaver Agenda topic Call to Order I Presenter Kevork P Discussion: Kevork P offered to chair the meeting and asks if everyone is in agreement with this: Nicola N offered to minute the meeting and asks if everyone is in agreement: Conclusion: All Agreed III, Agenda topic Approval of Agenda I Presenter Kevork P Discussion: Kevork asks if everyone is in agreement of the agenda and what is to be covered if any other items should be added. Conclusion: All Agreed No added items IV, Agenda topic Financial Report I Presenter Christine W Discussion: Showed how the monies had been spent in the previous year up to date balance Conclusion: Fee's outstanding, residents that have not paid = $810. Fee's owed out = $940 and a balance in credit of $144.26 V, a) Agenda topic Director Confirmation /Roles I Presenter Kevork Discussion: Kevork Peltekian, Andrew Hungate, Nicola Newton, Kevin Hamill and Christine Westhaver proposed as directors. Kevork asked if any persons opposed to any of these members as director. Kevork asked if any persons expressed and interest or would like to be a director. Conclusion: None opposed. No other interest expressed. Show of hands All Agreed Kevork was proposed as President, Andrew Hungate as Vice- President, Christine Westhaver as Treasure and Nicola Newton as Secretary Dave Anderson motioned, Barry Slaunwhite second and Jeff Hirsh Ok'd Conclusion: Show of hands All Agreed V, b) Agenda topic By -Laws I Presenter Kevork Discussion: An explanation of By-laws and why the society needs them was discussed. Kevork asked if all understood the need for them and expressed how they needed to be kept simple so they can be easily understood. A draft of by-laws was presented previously via email to all the members and given out at the beginning of the meeting. Kevork gave an explanation how this draft was formed with a previous draft by -Law that had been written by George Theoret, an example of another road association, examples from municipality and feed- back from a lawyer who had reviewed them. Charles Daughney mentioned important sections that had been missed: -The municipality requirement of a budget and the budget to be written by and passed by the society then to be returned by the municipality. The quorum in draft was 20% and could be deemed as 2 couples. Dave A proposed this number to be higher to ensure a better reflection of homeowners. As "special resolution" means a resolution can be passed by not less than3/a of members when PRESENT or by proxy. Dave suggested making it 25% Charles D asked when the budget had to be submitted for the following year: - End of March and this could be written and reviewed by the society at the AGM. Charles D asked about the Role of the Society, the memorandum was read and agreed that was in line with why the society was formed. Jeff Hirsh suggested it to be attached to the By -Laws as an Appendix Jeff H asked about the definition of a proxy vote. This section was discussed and Jeff H suggested adding it to definitions as a section G. Kevork offered these draft By -Laws to be approved by the society so amendments could be made/added today going through each section at a time. Nicola N forwarded and Anne P seconded. Agreed by others, declined by Charles. Conclusion: A section g) was to be added in definitions giving definition of Proxy voting and to ensure two people were to be informed of your vote Jeff H motioned this Dave A second, show of hands ALL Agreed Charles D suggested amount of Quorum to be changed from 20% to 25% Dave A proposed Andrew H second, show of hands ALL Agreed Charles D suggested the removal of "of the whole or part of in section c) under definitions Jeff H proposed, Dave A second, show of hands ALL Agreed Charles D asked why in section e "on any subsidiary roads, lanes or otherwise that are directly accessed by Clayton Drive" was needed and proposed that it was removed. Charles D forwarded, Ann P second, show of hands and ALL Agreed Jeff H suggested a reference to the memorandum could be added to section 4b) and Memorandum added as an appendix with By-laws Andrew H second, show of hands ALL Agreed Kevork P asked if there were to be proposed any changes to be made under the Members Meeting. Charles D suggested that there was a blanket change to be made on all sections that read notification to be given to members by newsletter, newspaper, television, radio etc. and simplify it by email, telephone or other electronic means. Andrew second, show of hands ALL Agreed Charles D moved to add section 49. 50. And 51 to by- laws about budget to be prepared by members and approved prior to submission to Municipality of Chester, as is required by Municipality. Andrew H second, show ofhands ALL Agreed Kevork proposed that the document is on the table and when changes are made would be complete and sent to municipality. Andrew H second, show of hands Agreed (Dave A, subject to review) Directors signed the memorandum. Charles D thanked the directors for the By-laws and managing to complete them. Page 2 V, c) Agenda topic Approval of Budget I Presenter Christine W Discussion: Kevork gave an explanation that there are two budgets to review. One was the interim from now until 311 March 2017 mainly for emergency work that would need to be completed before winter. The second was the budget proposed for April 2017 until March 2018 and was to be reviewed and completed as to be sent to the Municipality of Chester. Budget I. Nov 2016 — March 2017 It was discussed how it was too expensive to hire contractors for the brush cutting and the Snow plow would not be able to clear the roads due to some trees becoming over grown along the roadside. Barry S offered to do some work and Jeff H offered to help clear. Action: Kevin H to organize a brush cutting team to be paid $15 per hour as this is a cheaper options and makes it more affordable for the residents. Money is still owed by 4 homeowners for work done Action: Christine W to send registered letters of overdue payment and include an invoice for new payments due. Money has been put aside to enable the Society to take these people to small claims when/if needed. Total expenses including 15% tax approx. $300.00 per household. Kevork asked for the budget to be agreed — show of hands ALL Agreed Budget H. April 2017 — March 2018 It was discussed how the road is in poor shape. The ditching was a priority but only 10 hours could be budgeted which would enable the hills to be completed. Kevin was no longer able to do the Grading which added a larger amount of expense. 7 loads of gravel are to be bought but there would be no brush cutting unless the budget was larger. The following years' (2018-2019) budget would have to reflect this. Total expenses including 15% tax was approx. $575.00 per household plus the administration fee charged by the Municipality. Charles proposed to accept budget, Dave, Barry second, show of hands ALL Agreed. Kevork motioned to close meeting unless any other business- none offered. Kevork thanked everyone for coming and closed meeting 3.30 pm Brush Cutting Money Owed Kevin Hamill December 2016 Christine Westhaver December 2016 Page 3 L Page 1 of 8 MUNICIPALITY OF THE DISTRICT OF CHESTER CAO UPDATE REPORT TO Warden Allen Webber and Municipal Council Members SUBMITTED BY Tammy Wilson, MURP, MCIP, Chief Administrative Officer DATE December 4, 2016 SUBJECT Strategic Priorities Update- December 4, 2016 ___________________________________________________________________________________________________ The following reports on the activities of the Municipality of District of Chester Administration and Departments for the period of July 1, 2016 to November 30, 2016. The Report provides updates on the actions identified on the Strategic Priorities Chart, as well as other activities identified as important to update Council on. NOW PRIORITIES ACTION STATUS Organics Processing  EOI for analysis and project development for anaerobic digestion issued May 2015. Report to Council in September 2015regarding results of EOI. A decision has been made by Council to defer any decision on moving forward with the Anaerobic Digestion until such time as the status of the COMFIT approval has been determined, and there is more clarity around volumes  COMFIT approval remains in place (expires 2019)  July 2015- Council passed a motion to not proceed with Anaerobic Digestion due to volume requirements and costs  No action taking during the period of this report  Organics continue to be shipped to the Joint Services Board (Whynott’s Settlement) Page 2 of 8 Landfill Options (Sustane)  Hosting and Supply Agreement with Sustane completed;  Extension to Valley Waste Disposal Agreement negotiated and finalized  Draft Land Lease prepared and pending Sustane’s review  Insurance requirement proposal completed and pending Sustane’s review  Subdivision of land in Progress (Survey completed; awaiting QP report re Septic)  Recent meeting with Sustane- Nov 25 (update in- camera) Energy Project- COMPLETED  Inter-Municipal MOU executed  Contract with Minas Energy executed  Draft Option to Lease lands received re Timberland Holdings  Appraisal and Review of Lease completed by Turner Drake (LVP)  Alternative Site Option- Ellerhouse; Business Case prepared; Presentation to Joint Council’s completed  Proposal developed and send to AREA  AREA has indicated they will proceed on their own  NS Dept of Energy announcement re: Solar- Preliminary review being completed by Staff to identify opportunities. Gold River Western School Disposition EOI - COMPLETED  RFP for Purchase of School – April 2016; Closed June 3, 2016  Review of Proposals- June 23rd and July 7th  Public meeting held – June 20th  Pubic meeting -July 11th  Decision by Council to demolish school  Surplus Equipment RFD completed and Open House for Non-Profits completed  Community Group request for siding, windows etc- Group has concluded that the costs to remove materials is beyond their means.  Asbestos’s abatement near completion; Demolition Tender – Dec 2016. Page 3 of 8 Municipal Election - COMPLETED  Returning Officer- Sam Lamey  Assistant Returning Officer- Pam Myra  All Municipal Election Act requirements met (voters list; nominations, notices, poll stations, e- voting etc)  Live Poll results on webpage Councillor Orientation – COMPLETED  One Drive used to provide resource information to Councilors  Oct 19, 2016- General Session- What you need to know in the First Week  October 25, 2016- Meeting procedures, By-laws; Strategic Priorities; Review of First Meeting Agenda  Nov 8, 2016- Admin, Finance and Information Services  Nov 15- Community Development; Engineering and Public Works  Nov 16, 2016- Joint Orientation re: Internet  Nov 22- Recreation and Solid Waste  Dec 14- SSREN Orientation for Liaison and Oversight Committee members  Joint REMO Orientation- Pending  Joint Energy Projects Orientation – Pending NEXT PRIORITIES ACTION STATUS Municipal Infrastructure Plan  Plan Review Discussions commenced re: Infrastructure  10 Year Capital Plan in Progress- will be presented to Council in early January 2107 Marketing Strategy (MODC / KM)  Not Started Mill Cove Fire Protection  $150,000 in 2016-17 Capital Budget (design)  Final Report received from SNC Re Assessment of System for Fire Protection identification of capital improvements /upgrades. Report to Council – November 2016. In excess of $750K required to address deficiencies in system. Page 4 of 8  Staff directed to advise of modifications to Strategic Priorities Chart that would be required to complete research required for exploring decommissioning of fire protection system. Report pending Municipal Plan Review  Staff continue to work with CPAC on draft MPS Policy. (Dec 12- Next meeting)  Public Meeting held in Hubbards at request of community in Sept 2016  Consultation sessions held in Village during summer months. Land Investigation  $300,000 in 2016-17 Capital Budget  Several sites explored by Broker and Staff;  Report to Council August 2016 on sites  As per direction of staff, sites are undergoing preliminary analysis. NSDOTIR requirements have been determined; preliminary site constraint analysis completed; Cost Benefit analysis completed; Appraisal pending  10 Year Capital Plan being completed and to be brought to Council to aid in establishing infrastructure priorities Affordable Housing- Deferred to 2017- 18  Age Friendly Housing Study completed: Request for Direction to COW – July 7, 2016 . Staff directed to explore incorporating into mandate of Department- facilitator for Age Friendly Housing  Nov 24, 2016- Put on Hold due to Plan Review staff challenges and reorganization of work load in Department to address the same.  Affordable Housing Policy in Plan Review. Organization Review  In-Camera Discussion Parking Study – Deferred to 2017-18  $35,000 in 2016-17 Budget  Project has been forwarded to the 2017-18 fiscal year due to plan review staff challenges and reorganization of work load in Department to address the same. Page 5 of 8 Streetscape Plan (Prioritize)- Deferred to 2017-18  Put on hold until 2017-18. Discussions with NSDOTIR suggest that a review n 2017-18 will not be too late in terms of building off of NDOTIR’s road upgrade/repair plans Open Space Strategy - Background/ Land Inventory and Assessment  Review of Municipal properties has started. Most parcels have been assessed  Land Inventory/Asset Management- Mapping to be completed in Jan 2017  Dalhousie Planning Student is completing Best Practice Research, which will inform the development of an Open Space Strategy Debt Strategy  Municipal Finance Corporations Debt Affordability model has been obtained and finance staff have started to input MODC data into this model  Best Practice Research on Debt Policies and Investment has been completed Land Use By-law – Change in Use and Site Plans - Complete  Staff Report Completed.  Public Information Meeting held  Meetings held with VAAC and CPAC.  Report to Dec 16 – Special Council Land Uses By-law – Use of Storage Containers in Hwy 3 Zone  Staff Report Completed  Public Information Meeting held  Meetings held with VAAC and CPAC  Report to Jan 12 Council Rural Broadband – Deferred to 2017 /18 (after provincial strategy developed)  Several meetings held with municipal partners in South West Nova Scotia  Discussion held with the Department of Business re: Rural Broadband Strategy for NS  Draft Memorandum of Understanding (MOU) prepared for consideration by partner municipal units, re: Middle Mile /Backbone  Joint Info Session – Nov 16, 2016  Update to Council re: MOU- Dec 8, 2016 Page 6 of 8 DEPARTMENTAL ACTIONS ON STRATEGIC PRIORITIES CHART ACTIONS STATUS Succession Plan- Community Development  Training of existing staff member for Level 1 complete  Inter-Municipal Discussions ongoing re options ISO 9001:2015  Contract Awarded for Auditor – SAI  Preliminary Assessment completed  Report to Council – Dec /Jan Procurement Guidelines  Will be completed following implementation of PO Module PO Module Implementation  Module selected  Work Flow under development  Purchase Card Report to Council – Dec 8, 2016  Implementation to commence with the start of fiscal year 2017-18 Investment Policy – KM  Draft Policy completed; Review pending Standard Operating Procures (Sewers)  Ongoing  Tenders- Surveying  Surveying Tender – to be issued December 2016 (LVP) Sewer Infiltration Program  $92,500 in 2016-17 Capital Plan; PCAP funding not received, thus project scaled back 50%  Inspected and raised manholes  Cleaned and videoed 1 km out of 4.5 km Capital Works Program  Update provided in separate report Road/Sidewalks Mtce Program  Not completed; Facilitate Proposal Writing Workshop  No progress during the period of this report  Safety Program Implementation  Comprehensive Hazard Assessment completed for all worksites and corrective actions identified  Emergency Response Procedure developed  Report on Program to be provided in separate report Public Participation Program Policy – Deferred until 2017-18  Part of Plan Review  Nov 24, 2016- Put on Hold due to plan review staff challenges and reorganization of work load in Department to address the same. Page 7 of 8 Flood Plain Mapping  $130,000 in 2016-17 Capital Budget  LIDAR Contract Completed (partnership with MODL and the Province of NS)  LIDAR flown; Data undergoing quality control.  Modelling to be deferred until 2017-18 Communications Strategy  Draft completed Website Phase 2  Website Committee formed to develop plan for improvements Sewer Asset Collection Project (GPS)  Ongoing  Assessment Management Session attended by GIS Specialist, Director of Engineering, Director of Finance and CAO VM Upgrade -  Completed Diamond E-Post  Agreement with Canada Post and PVSC Completed  Diamond Software upgrades completed  Communications in Spring 2017tax bill- implementation in Fall 2017 PC Roll Out-  Completed Cloud Migration Strategy  In Progress/Ongoing  Migration to Office 365 completed After School Programs  Secured funding of $9600 for ACES, Forest Heights and CAMS programs. Funding comes for School Board and the After the Bell program from province Trail Enhancement Projects  Surface upgrades to 6 km – Marriotts Cove to Chester Basin; 1.5 km Martins River Trail Head to Martins River bridge  Connector Trail in Hubbards (Hwy 329 to trail)- support provided to AHT to complete project in 2016 Recreation 4 Life  Complete.  Contract position finished mid Dec  Report pending Page 8 of 8 Outdoor Recreation Development  Guided hikes every quarter (10-15 participants / event)  Partnered with Outdoor Council of Canada to offer Hike Field Leader Course  Installed nine hole Disc Golf Course at FHS  Open Air Society has 10 youth registered to learn outdoor recreation skills and safety Water Tower Options  Report Assessment completed  Application to NSDOE completed Loader Tender  Tender to be issued Jan/Feb 2017 Landfill Gas Exploration  No Progress during period of this report South Canoe Look Off-  Completed Other Items ACTION ITEM Year -End Audit Completed Chester Water Study RFP – Scope of Work completed; Report on Cost Estimates from previous reviews; Report on previous reports/studies Fall Tax Billing Completed; Financial Quarterly Report Completed Public Parks on Lakes- MPS / LUB Amendments Completed – First Reading; Second Reading deferred until MOU option investigated MODL/MODC- MOU re Sherbrooke Lake In Progress (In Camera- Dec 16) Halloween Event at the Tower – Planning Completed MUNICIPALITY OF THE DISTRICT OF CHESTER STRATEGIC PRIORITIES CHART BLUE= COUNCIL – NOW PRIORITIES GREEN – COUNCIL – NEXT PRIORITIES Brown = Dept. Projects Dec 16, 2016 NOW Milestone 1. LANDFILL OPTIONS Jan 2017 2. ORGANIC PROCESSING OPTIONS Feb 2017 3. ENERGY- RENEWABLE TO RETAIL (Municipal Corp) Sept 2016 5. GRWS - Disposition (EOI) August 2016 6. MUNICIPAL ELECTION Sept 2016 7. COUNCILLOR ORIENATION August 2016 4. CHESTER WATER NEEDS ANALYSIS March 2017 NEXT PRIORITIES Milestone MUNICIPAL INFRASTRUCTURE PLAN- (Plan Review / Str. Location for ED) Jan 2017 MARKETING STRATEGY (MODC and KM) June 2016 MILL COVE FIRE PROTECTION Jan 2017 MUNICIPAL PLAN REVIEW March 2017 LAND INVESTIGATION Jan 2017 AFFORDABLE HOUSING Deferred ORGANIZATION REVIEW March 2017 PARKING STUDY Deferred STREETSCAPE PLAN - PRIORITIZE Deferred OPEN SPACE – LAND INVENTORY / ASSESSMENT March 2017 DEBT STRATEGY Feb 2017 LAND USE BY-LAW - CHANGE IN USE AMENDMENTS – SITE PLANS; MPS/LUB - STORAGE CONTAINERS RURAL BROAD BAND March 2017 CAO/ ADMINISTRATION ENERGY- RENEWABLE TO RETAIL MUNICIPAL ELECTION COUNCILLOR ORIENTATION ORGANIZATION REVIEW  Succession Plan- Finance , Comm Dev’t  ISO 9001:2015 Certification  Brand Implementation FINANCE DEBT STRATEGY  Procurement Guidelines  PO Module  Investment Policy – KM Landfill Reserve PUBLIC WORKS MILL COVE FIRE PROTECTION MUNICIPAL INFRASTRUCTURE PLAN CHESTER WATER NEEDS ANALYSIS  Standard Operating Procedures – STP’s  Tender’s- Surveying;  Sewer Infiltration Program  Capital Works Program  Road/Sidewalks Mtc Program ECONOMIC DEVELOPMENT LAND INVESTIGATION- BUSINESS / INDUSTRIAL PARK MARKETING STRATEGY RURAL BROAD BAND  Facilitate Proposal Writing Workshop MUNICIPALITY OF THE DISTRICT OF CHESTER STRATEGIC PRIORITIES CHART BLUE= COUNCIL – NOW PRIORITIES GREEN – COUNCIL – NEXT PRIORITIES Brown = Dept. Projects Dec 16, 2016 COMMUNITY DEVELOPMENT MUNICIPAL PLAN REVIEW AFFORDABLE HOUSING LAND USE BY-LAW - CHANGE IN USE AMENDMENTS – SITE PLANS; MPS/LUB - STORAGE CONTAINERS  Safety Program Development / Implementation  Public Participation Program Policy INFORMATION SERVICES  Flood Plain Mapping (with CDD)  Communications Strategy  Website Content- Ph 2  Sewer Asset Collection Project  VM Upgrade  Diamond Upgrade- E- Post  PC Roll Out  Cloud Migration Strategy RECREATION OPEN SPACE LAND INVENTORY / ASSESSMENT  After School Program Implementation  Trail Enhancement Projects  Recreation 4 Life Project  Outdoor Recreation Development SOLID WASTE ORGANICS PROCESSING OPTIONS REPORT LANDFILL OPTIONS REPORT  Water Tower Options  Loader Tender  Landfill Gas Exploration  South Canoe Look Off Items Parked for now 1. Noise By-law- Research and Report on options (Council – June 30) 2. Sale of Surplus Property – Policy/Procedures (Council – June 30) Nov 24- Items deferred until 2017-18 3. AFFORDABLE HOUSING 4. Age Friendly (Nov 24) 5. Public Participation Program (Nov 24) MUNICIPALITY OF THE DISTRICT OF CHESTER STRATEGIC PRIORITIES CHART BLUE= COUNCIL – NOW PRIORITIES GREEN – COUNCIL – NEXT PRIORITIES Brown = Dept. Projects Dec 16, 2016 NOW Milestone 1. LANDFILL OPTIONS Jan 2017 2. ORGANIC PROCESSING OPTIONS Feb 2017 3. CHESTER WATER NEEDS ANALYSIS March 2017 NEXT PRIORITIES Milestone MUNICIPAL INFRASTRUCTURE PLAN- (Plan Review / Str. Location for ED) Jan 2017 MARKETING STRATEGY (MODC and KM) June 2016 MILL COVE FIRE PROTECTION Jan 2017 MUNICIPAL PLAN REVIEW March 2017 LAND INVESTIGATION Jan 2017 AFFORDABLE HOUSING Deferred ORGANIZATION REVIEW March 2017 PARKING STUDY Deferred STREETSCAPE PLAN - PRIORITIZE Deferred OPEN SPACE – LAND INVENTORY / ASSESSMENT March 2017 DEBT STRATEGY Feb 2017 MPS/LUB - STORAGE CONTAINERS Jan 2017 RURAL BROAD BAND March 2017 CAO/ ADMINISTRATION ORGANIZATION REVIEW  Succession Plan- Finance , Comm Dev’t  ISO 9001:2015 Certification  Brand Implementation FINANCE DEBT STRATEGY  Procurement Guidelines  PO Module  Investment Policy – KM Landfill Reserve PUBLIC WORKS MILL COVE FIRE PROTECTION MUNICIPAL INFRASTRUCTURE PLAN CHESTER WATER NEEDS ANALYSIS  Standard Operating Procedures – STP’s  Tender’s- Surveying;  Capital Works Program  Road/Sidewalks Mtc Program ECONOMIC DEVELOPMENT LAND INVESTIGATION- BUSINESS / INDUSTRIAL PARK MARKETING STRATEGY RURAL BROAD BAND  Facilitate Proposal Writing Workshop MUNICIPALITY OF THE DISTRICT OF CHESTER STRATEGIC PRIORITIES CHART BLUE= COUNCIL – NOW PRIORITIES GREEN – COUNCIL – NEXT PRIORITIES Brown = Dept. Projects Dec 16, 2016 COMMUNITY DEVELOPMENT MUNICIPAL PLAN REVIEW AFFORDABLE HOUSING MPS/LUB - STORAGE CONTAINERS  Safety Program Development / Implementation  Public Participation Program Policy INFORMATION SERVICES  Flood Plain Mapping (with CDD)  Communications Strategy  Website Content- Ph 2  Sewer Asset Collection Project  Cloud Migration Strategy RECREATION OPEN SPACE LAND INVENTORY / ASSESSMENT  After School Program Implementation  Outdoor Recreation Development SOLID WASTE ORGANICS PROCESSING OPTIONS REPORT LANDFILL OPTIONS REPORT  Water Tower Options  Loader Tender  Landfill Gas Exploration Items Parked for now 1. Noise By-law- Research and Report on options (Council – June 30) 2. Sale of Surplus Property – Policy/Procedures (Council – June 30) Nov 24- Items deferred until 2017-18 3. AFFORDABLE HOUSING 4. Age Friendly (Nov 24) 5. Public Participation Program (Nov 24) REQUEST FOR DIRECTION Prepared By: Bruce Blackwood Date December 8, 2016 Reviewed By: Tara Maguire Date December 8, 2016 Authorized By: Tara Maguire Date December 8, 2016 CURRENT SITUATION Work continues and good progress has been made on the 2016 Safety Work Plan. This update supersedes the last submitted on July 4, 2016. RECOMMENDATION Continue actions on the 2016 Safety Work Plan. Develop and issue the 2017 Work Plan focused on development of the 2016 base, completion of the overall OHS program and positioning of MODC for a future certification audit. Continue to provide necessary resources to complete the 2017 Safety Work Plan. BACKGROUND Council approved the 2016 Safety Work Plan and provided requested resources to ensure implementation. Safety has been placed on the regular management agenda and integrated with the strategic planning process. DISCUSSION Work to date on the 2016 Work Plan has established critical regulatory areas of the overall OHS program i.e. Comprehensive Hazard Assessment, Incident Reporting and Investigation, Emergency Response Plan and established the base for program enhancement and improvement in 2017. With the base established the 2017 Safety Work plan will focus on completion of some key areas such as safe work practices, employee training and communication with the overall goal of providing a positive and recognizable safety culture. Highlights of the Safety Work Plan status are provided below. Details can be referenced in the Table attached. 1. Section 1 Regulatory (95 %) Section 1 developed and submitted for approval. Reference Resource established in AMANS and Mango. Initial management training completed. Annual review process established. 2. Section 2 OHS Policy (100%) Annual review process established. Policy updates posted and available to all employees. 2017 Plan to review incorporation of safety reviews into the new business opportunity processes. REPORT TO: Tammy Wilson CAO SUBMITTED BY: Bruce Blackwood DATE: December 8, 2016 SUBJECT: 2016 Safety Work Plan Update ORIGIN: Safety Work Plan 2016 2 Request For Direction/Direction 3. Section 3 JOHSC (100 %) JOHSC meetings continue on a monthly basis. Minutes are posted and now available through the Safety Resource Library. 4. Section 4 Comprehensive Hazard Assessment and Control (100 %) has been approved by the SMT fulfilling the initial regulatory requirement. Action plans resulting from the baseline are being developed for inclusion in the 2017 Work Plan. Annual review process has been established. 5. Section 5 Safe Work Practices (50%) This section was dependent upon completion of the CHA. With this assessment complete Section 5 can be developed and the review and upgrade of the SWPs will move forward. There is a good base of SWPs established however they need to be reviewed and re-issued with a new focus placed on approval, training and accountability. 6. Section 6 General Rules and Responsibilities (50%) This section was dependent upon completion of the CHA. With this assessment complete Section 6 can be developed. Plan is to include these general rules and responsibilities in an Employees Handbook and tie to the HR Policy. 7. Section 7 Personal Protective Equipment (80 %) The PPE requirements were reviewed during development of the CHA. Section 7 is in draft. 8. Section 8 Preventative Maintenance (30%) Verification of Safety Equipment and its maintenance was reviewed during development of the CHA. Section 8 needs to be developed in the 2017 Program. 9. Section 9 Communications and Training (75%) Regulatory requirements verified and implemented i.e. safety boards, JOHSC minutes etc. Section 9 drafted with focus on staff awareness, involvement and recognition. Incentive program under review. Focus on employee orientation program. Section 9 to include mandatory training and accountability. 10. Section 10 Incident Reporting (100%) Section 10 updated and approved. Process moved to electronic forms with closed loop. Launched to staff. Process ongoing. 11. Section 11 Incident Investigation (100%) Section 11 updated and approved. Process moved to electronic forms with closed loop. Launched to staff. Process ongoing. 12. Section 12 Workplace Inspections (100%) Section 12 updated and approved. Inspection schedule for 2016 completed on schedule. Process ongoing. 13. Section 13 Statistics and Records (95 %) Section 13 drafted and awaiting approval. Core lagging indicators developed and reported. Incorporation of key leading indicators i.e. inspections, training etc. are being added. 14. Section 14 Emergency Preparedness and Response (95%) Section 14 submitted for approval. Emergency response plan developed for all sites. Plan has been consolidated to address current threats from personal injury from accident, first aid fire, explosion, bomb and other security threats, robbery, etc. Training Drill completed for Administrative offices. 3 Request For Direction/Direction IMPLICATIONS Progress on the OHS program is essential to maintain regulatory compliance and the health and safety of our employees. Policy Health and Safety Policy Section 2 of the OHS Program. Financial/Budgetary The 2016 Safety Work plan is funded adequately in the current budget. Environmental Not Applicable Strategic Plan Maintain a high level of fiscal responsibility; Continually improve public satisfaction with municipal services; Work Program Implications Continuance of Safety Coordinator work program with JOHSC Support. Directors to provide up to 3 hours per week for OHS Program implementations and support. OPTIONS Continue with development and implementation of OHS program. ATTACHMENTS OHS 2016 Work Plan Update Table. COMMUNICATIONS (INTERNAL/EXTERNAL) Primarily internal however MODC is receiving external recognition of safety initiatives and has developed positive relationships with regulatory agencies. MODC Safety Work Plan 2016 Update December 8, 2016 Program Section Major Element/Deliverable Status Section 1 Regulatory OHS regulatory reference manual and resource center established and available to all operating areas 95% Section 1 developed and submitted for approval. Reference resource center established in AMANS. Training program established and incorporated into Section ( Training and Communications 100% Training requirements covered in Section 1. Initial training program covering Employment, OHS and WCB legislation provided to SMT and key supervisors. Process and schedule established at SMT for annual management review of Regulatory environment 95% Annual review included in Section 1. Implementation ongoing. Section 2 OHS Policy Section 2 Health and Safety Policy fully developed and implemented including cross reference to Section 9 Communications 100 % Section 2 developed and approved. Incorporates Safety Policy as part of overall program and formalizes the communication and annual review process. Safety Policy included as an evaluation criteria in Business development process 75 % Section 1 calls for a safety review on new business opportunities. Need to incorporate with overall business development process. Safety review of business development with Sustane initiated by Kaizer Meadow. Section 3 JOHSC Revised terms of reference for JOHSC allowing time to complete special projects 100 % Section 3 approved. Meetings continue on a monthly basis. New membership has received required training and provisions for establishing quorum have been updated. Section 4 Hazard Assessment and Control SMT approval of Comprehensive Hazard Assessment 100 % SMT approval received on base line CHA for MODC Operations, including Kaizer Meadow, Public Works, Recreation, Building and Fire Inspection, and Administrative/IT services. Action plans being developed from items identified in CHA. Annual review process implemented. Annual review included in program and completed 100 % Annual review process included in Section 4 and started implementation which is due in November 2017. Section 4 updated to include contractor evaluations 100% Contractors included in Section 4 and associated hazards in the CHA. Council upheld Safety requirements in tenders. Local workshop and NSCSA training programs established. MODC Safety Work Plan 2016 Update December 8, 2016 Section 5 Safe Work Practices and Procedures Section 5 approved and implemented 50 % With CHA approved focus will shift to the review of existing SWPs and development of new ones as required. Section 5 drafted and pending last section related to approval and accountability. Expected completion in February 2017. Implementation of applicable SWPs 50% SWP and training completed on two high hazard tasks, namely Welding and Lock Out Tag Out. Implementation on SWP required in higher hazard areas is ongoing. Ongoing process. CHA requirements due by annual review date of November 2017. Section 6 General Rules and Responsibilities Section 6 approved and implemented 50 % Tied to CHA and approval of Section 5 on Safe work Practices. Established but being held over until we can finalize the employee Safety Handbook per the Communication plans. Expected to be issued in February 2017. Safety performance linked to HR policy and outlined in employee manual 10 % Pending review of HR manual and performance measurements. In discussion. Section 7 Personal Protective Equipment Section 7 approved and implemented 80% PPE usage verified during development of CHA. Section 7 in draft. Expect completion in March 2017. Implementation of PPE program for all operations 50 % PPE usage verified. Focus on requirements and responsibility for inspection and maintenance. Section 8 Preventative Maintenance Section 8 developed and approved 10 %. Initial discussions held with Public Works and Kaizer Meadow. MODC Safety Work Plan 2016 Update December 8, 2016 Section 9 Communications and Training Section 9 including communication plan approved 75% Regulatory requirements verified and implemented, i.e. safety boards, JOHSC minutes. Section 9 Communications drafted with focus on staff awareness, involvement and recognition. Incentive program under review pending resolution of target objectives on leading indicators versus lagging i.e. work hours without lost time. Training requirements outlined in Section 9 50% Focus on employee orientation program. Section 9 to include mandatory training and accountability. On Line training program being developed. Job Specific training requirements outlined in Section 9 50% Job Specific training determined through completion of CHA with reference to CHA and OHS Regulations. Return to work program approved and recognized by WCB 50 % Secured resources through OEA and WCB to formalize this program. Initiated early steps of process during a recent LTI case. Need to develop final program and provide management training. Section 10 Incident Reporting Incident reporting process improvements and closed loop implemented 100 % Section 10 updated and approved. Process moved to electronic forms with closed loop. Launched to staff. Process ongoing. Section 11 Incident Investigation. Process improvements implemented and investigations fully integrated 100 % Section 11 updated and approved. Process moved to electronic forms with closed loop. Launch to staff. Process ongoing. Section 12 Workplace Inspections Section 12 updated and implemented 100 % Section 12 updated and approved. Inspection schedule for 2016 completed on schedule. Process ongoing. Process improvements under review related to tracking system requirements on corrective actions. Need decision from IT on appropriate software. MODC Safety Work Plan 2016 Update December 8, 2016 Section 13 Statistics and Records Leading indicators established and tracked with quarterly report to CAO 95 % Section 13 drafted and awaiting approval. Core lagging statistics developed and reported. Key leading indicators i.e. inspections, training are being added. Quarterly report established and annual staff meeting has OHS report included on agenda. Safety Performance integrated with HR performance reviews 10 % Pending review of HR manual Section 14 Emergency Preparedness and Response Approval and implementation of Emergency Response Plan 95% Section 14 submitted for approval. Emergency response plan developed for all sites. Plan has been consolidated to address current threats from personal injury from accident, first aid fire, explosion, bomb and other security threats, robbery, etc. Training Drill completed for Administrative offices.