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HomeMy Public PortalAbout2017-04-27_Council_Public_Agenda Package_ at FHCSPage 1 of 2 MUNICIPAL COUNCIL AGENDA Thursday,April 27, 2017 at 9:10 a.m. Change of Location to: Forest Heights Community School 847 Highway 12, Chester Basin, NS 1.MEETING CALLED TO ORDER. 2.APPROVAL OF AGENDA/ORDER OF BUSINESS. 3.PUBLIC INPUT SESSION (9:10 A.M.–9:25 A.M.) 4.MINUTES OF PREVIOUS MEETING: 4.1 Council –April 13, 2017 5.COMMITTEE REPORTS: 5.1.Citizens Landfill Monitoring Committee –December 19, 2016 –Councillor Church (received minutes only) 5.2 Village Area Advisory Committee –December 20, 2016 –Councillor Church (received minutes only) 5.3 Village Area Advisory Committee –April 18, 2017 –Councillor Church (motions to be approved) a)Request for Decision prepared by Community Development Department dated April 21, 2017 regarding Advertising for Public Information Meeting for Request to Amend LUB to permit Shipping Containers South of Highway 3. 6.MATTERS ARISING: 6.1 Visitor Information Centre –Expressions of Interest –Request for Decision. (deferred from March 23, 2017). 6.2 Email from Village of Chester dated April 20, 2017 regarding Capital Budget 2017/18. 6.3 Request for Decision prepared by Solid Waste Department dated April 20, 2017 regarding update on T-2016-025 Wheel Loader Tender Results. Page 2 of 2 7.CORRESPONDENCE: 7.1 Presentation by Robert Manual,Chair of the Joint Fire Advisory Committee regarding Chester Joint Fire Advisory Committee Report –March 2017 (appointment at 9:25 a.m.) 7.2 Proclamation –May 2017 Lyme Disease Awareness Month. 7.3 Letter from New Ross Regional Development Society dated April 12, 2017 regarding Property Valuation Services presentation and letters to Council. 7.4 Email from Trudy Payne, MODL dated April 19, 2017 regarding Sherbrooke Lake Stewardship Committee -Terms of Reference. 8.NEW BUSINESS: 8.1 Sustane update by Peter Vinall, Sustane Technologies Inc. (appointment at 10:00 a.m.) 9.IN CAMERA: 9.1 Contract Negotiations -Chester Municipal Heritage Society-Visitor Information Centre. 10.ADJOURNMENT. ARRANGED APPOINTMENTS 9:25 a.m.Robert Manual, Joint Fire Advisory Committee regarding Chester Fire Advisory Committee Report –March 2017. 10:00 a.m.Peter Vinall, Sustane Technologies Inc. regarding Sustane update. MOTIONS FOR COUNCIL’S CONSIDERATION FROMTUESDAY,APRIL 18, 2017VILLAGEAREAADVISORY COMMITTEE MEETING 2017-219 STAFF REVIEW AMENDMENT REGARDING LIMITATIONS ON SIZE OF PERMITTED CONTAINERSMOVED by Ray Cambria, SECONDED by Brad Armstrong that the Village Area Advisory Committeerecommends that Staff review the recent amendment with the possibility of imposing limitations onsize of permitted containers, with a view to restricting them to 40 foot containers of a standard heightand that units with built-in refrigeration units should not be permitted under any circumstances.CARRIED. 2017-220 PUBLIC INFORMATION MEETINGMOVED by Brad Armstrong, SECONDED by Ray Cambria that the Village Area Advisory CommitteedirectStaff to hold a Public Information Meeting to solicit input from members of the public on therequest to allow shipping containers on the South side of Highway 3. Summarize the feedback andreport back to VAAC. CARRIED. REQUEST FOR DECISION Prepared By:Garth Sturtevant Date April 21, 2017 Reviewed By:Tara Maguire Date April 21, 2017 Authorized By:Date CURRENT SITUATION A request to amend the Chester Village Secondary Planning Strategy and Land Use By-law has been received. Council referred the matter to staff to bring a report to the Village Area Advisory Committee (VAAC)to consider the request. At the April 18, 2017 meeting of the Village Area Advisory Committee (VAAC), there was significant concern raised about the proposed amendment.Following discussion, VAAC members made a motion “…that the Village Area Advisory Committee direct Staff to hold a Public Information Meeting to solicit input from members of the public on the request to allow shipping containers on the South side of Highway 3. Summarize the feedback and report back to VAAC.” Throughout the discussion,VAAC members suggested that the Public Information Meeting should be advertised more thoroughly than the standard process followed by staff.Several ideas were discussed, including radio advertisements and a general mail-out leaflet to property owners. This request will require additional funds,beyond what is normally spent on newspaper advertising. Staff are seeking direction from Council as to what methods and budget Council would like to allocate to advertising the upcoming Public Information Meeting. IMPLICATIONS Policy none Financial/Budgetary Potential for increased cost to advertise through additional methods Environmental none Strategic Plan none Work Program Implications none REPORT TO:Municipal Council SUBMITTED BY:Community Development DATE:April 27, 2016 SUBJECT:Advertising for Public Information Meeting for Request to Amend LUB to permit Shipping Containers South of Highway 3 ORIGIN:Staff 2 Request For Decision/Direction OPTIONS1.Direct staff to proceed with the standard process for advertising Public InformationMeetings(advertisement placed in Progress Bulletin, posted on Municipal Website andPosted on Municipal Office doors).2.Direct staff to proceed with the standard process for advertising, and in addition run asecond advertisement in the Progress Bulletin for a second consecutive week prior to thePublic Information Meeting.3.Direct staff to proceed with the standard process for advertising and in addition,prepare ageneral mail-out leaflet to be sent via regular mail to all property owners within the Chester Village planning area to advise of the Public Information Meeting.4.Direct staff to proceed with the standard process for advertising and in addition,prepare ageneral mail-out leaflet to be sent via regular mail to all property owners within the Municipality to advise of the Public Information Meeting. Request for Decision Prepared By:Tammy Wilson, CAO Date April 20, 2017; Reviewed By:Date Authorized By:Date CURRENT SITUATION The deadline for Expressions of Interest to be submitted for the Visitor Information Services Expression of Interest was March 3, 2017. The deadline for submission of grant applications from non-profit organizations for Visitor Information Services was also March 3, 2017. There submissions were received under the Expression of Interest Call: 1.George Evans-Not a For Profit Organization; Not a Non-Profit Organization 2.Aspotogan Heritage –Registered Non-Profit Organization 3.Annette Collicutt-For Profit Organization -Laundromat There were no submissions under the Grant Application call. At the March 23, 2017 Council meeting, Council received a verbal presentation from the Chester Municipal Heritage Society advising that they would be prepared to be the lead organization under the George Evans proposal, thus satisfying the requirement to contract with an incorporated entity. Council deferred a decision on the matter of a short list or award and directed that staff meet with the historical society to determine if a contract can be negotiated with terms suitable to both parties. Legal Counsel advised that this would be appropriate. RECOMMENDATION That Municipal Council not award the Expression of Interest any of to the three submissions; and That Municipal Council authorized the execution of the contract with the Chester Municipal Heritage Society as included with the agenda, for the operation of a Visitor Information Centre for the 2017 Season. BACKGROUND See attached report dated March 20, 2017 REPORT TO:Warden Webber and Members of the Committee of the Whole SUBMITTED BY:Administration DATE:April 20, 2017 SUBJECT:Visitor Information Centre ORIGIN:Council -January 19, 2017; Council March 23, 2017 2 Request For Decision DISCUSSION The contract drafted addresses all the criteria established by Council within the Expression of Interest document. IMPLICATIONS Policy The Expression of Interest has been issued in accordance with P-04 –Procurement Policy.Legal Counsel has advised that Municipal may accept the proposal from the Chester Municipal Heritage Society. Financial/Budgetary Maximum municipal contribution is $25,000 Environmental n/a Strategic Plan Please provide Strategic Plan reference/implications in this cell. Work Program Implications A VIC Strategy is a Strategic Priority for Council OPTIONS 1.Shortlist the proponents and invite submission of a detailed proposal in response to an RFP 2.Not proceed with submissions and: a.Direct that steps be taken for MODC to operate a VIC this tourism season, or b.Not provide Visitor Information Services this tourism season 3.Proceed with the proposal from the Chester Municipal Heritage Society and authorize execution of the contract as submitted or as revised. ATTACHMENTS Draft Contract COMMUNICATIONS (INTERNAL/EXTERNAL) External-To be determined once decision is made Proponents to be advised of decision. Request for Decision Prepared By:Tammy Wilson, CAO Date March 20, 2017 Reviewed By:Date Authorized By:Date CURRENT SITUATION The deadline for Expressions of Interest to be submitted for the Visitor Information Services Expression of Interest was March 3, 2017.The deadline for submission of grant applications from non-profit organizations for Visitor Information Services was also March 3, 2017. There submissions were received under the Expression of Interest Call: 1.George Evans-Not a For Profit Organization; Not a Non-Profit Organization 2.Aspotogan Heritage –Registered Non-Profit Organization 3.Annette Collicutt-For Profit Organization -Laundromat There were no submissions under the Grant Application call. RECOMMENDATION No recommendation. Council’s direction was that Council would evaluate the proposals based upon the criteria established. Once evaluated, the next step would be for Council to invite a detailed proposal from a short list of applicants.This would be for a Contract for Services. BACKGROUND In late January 2017 Council issued an Expression of Interest to solicit interest from non-profit and for profit organizations to operate a Visitor Information Centre. Attached is a copy of the Expression of Interest and the agreed upon Evaluation Criteria.Council also issued a call for grant applications for non- profit organizations. The intent of the Expression of Interest was to determine what organizations (for profit or non-for profit) would be willing to provide Visitor Information Services for a Contract for Services. The organization would be the employer, would have to carry insurance have WCB etc. REPORT TO:Warden Webber and Members of the Committee of the Whole SUBMITTED BY:Administration DATE:March 20, 2017 SUBJECT:Visitor Information Centre ORIGIN:Council -January 19, 2017 2 REQUEST FOR DECISION/Direction The intent of the grant application was to enable non-profit organizations providing Visitor Information Services to apply for a grant. Under this scenario, MODC would not be contracting for services and thus insurance, WCB etc., would not be a requirement of MODC. The entity would have to be a Non-Profit Organization to qualify for such a grant. Council has passed a motion to clarify for organizations that receiving a VIC grant would not disqualify the organization from receiving another grant (Council; Tourism, Recreation; sponsorship). As per the Procurement Policy, an Expression of Interest is only the first stage in the procurement process. Bidders responding to the EOI are to be shortlisted per their scoring in the evaluation process. The short- listed firms will then be invited to respond to a subsequent Request for Proposals. (Appendix 2 -P-04- Procurement Policy, p. 12).If only one submission is suitable, Council may wish to proceed to invite that proponent to submit a detailed proposal and negotiate directly with the proponent respecting the same. DISCUSSION Attached are the proposals received as well as a table summarizing the criteria to be considered. As per the Expression of Interest, the following criteria is mandatory: Meet Tourism NS Requirements WCB-Clearance letter Commercial –General Liability Insurance ($2M) The following criteria is to be used to score projects meeting the mandatory Location (max 15 points) Facility (amenities; parking etc.)–(max 15 points) Relevant Experience (max –20 points) Scope of Services (season, hours etc.)-(max-35 points) VIC operation Costs (max 10 points) Quality of Submission (max 5 points) IMPLICATIONS Policy The Expression of Interest has been issued in accordance with P-04 –Procurement Policy. Next steps as per this same policy is to shortlist and invited a detailed proposal in response to an RFP Financial/Budgetary Maximum municipal contribution is $25,000 Environmental n/a Strategic Plan Please provide Strategic Plan reference/implications in this cell. 3 REQUEST FOR DECISION/Direction Work Program Implications A VIC Strategy is a Strategic Priority for Council OPTIONS 1.Shortlist the proponents and invite submission of a detailed proposal in response to an RFP 2.Not proceed with submissions and: a.Direct that steps be taken for MODC to operate a VIC this tourism season, or b.Not provide Visitor Information Services this tourism season ATTACHMENTS Scoring Spreadsheet Proposals submitted Expression of Interest Document Grant Solicitation Document COMMUNICATIONS (INTERNAL/EXTERNAL) External-To be determined once decision is made Proponents to be advised of decision. Capital Budget 2017/2018 Village of Chester April 6, 2017 Capital Summary 17/18 Total Capital Budget 2017/2018 $477,000 Funded by: Reserves $250,000 Fire Rate $227,000 551-1997 Tanker Replacement $400,000 Apparatus Reserves 250,000 Fire Rate -Reserve contribution 150,000 The current fire apparatus 551-‘97 tanker has reached it’s useful life and replacement is required. The tanker is and will remain an essential part of the CVFD fire service. Village of Chester 17/18 - Apparatus Reserve Budget Year 17/18 18/19 19/20 20/21 21/22 22/23 23/24 24/25 25/26 26/27 27/28 Opening Balance 250.00 - 150.00 300.00 450.00 - 70.00 220.00 370.00 520.00 670.00 Contributions 150.00 150.00 150.00 150.00 150.00 150.00 150.00 150.00 150.00 150.00 150.00 Purchases 551 Tanker 400.00 521 Rescue 600.00 511 Utility 80.00 541 Pumper/Tanker 700.00 Closing Balance - 150.00 300.00 450.00 - 70.00 220.00 370.00 520.00 670.00 120.00 SCBA Cylinders $11,000 Fire Rate -Capital 11,000 As part of the Village of Chester’s asset management, a replacement plan for 25 cylinders expiring in 2022 has been put in place. The Capital Budget reflects the replacement of 5 cylinders per year. Bunker Gear Washer $15,000 Fire Rate -Capital 15,000 The CVFD currently does not reach the recommended standard for bunker gear cleaning and inspection. The bunker gear washer will reduce contamination of PPE and prolong the life of equipment. The purchase of this washer will bring the CVFD in line with national standards and will reflect a decrease in operating expenses. E-Draulic Spreaders $22,000 Fire Rate -Capital 22,000 As part of Village of Chester’s asset management plan, the E-Draulic spreaders is identified to upgrade our Jaws of Life equipment and will replace current aging equipment (25 years old). 521 Cascade Upgrade to 6000 psi $15,000 Fire Rate -Capital 15,000 The current cascade system on 521-Rescue Truck is unable to fill full SCBA cylinders after 4 tanks. This upgrade from 4,500 to 6000 psi will allow the continued filling of essential equipment while at an emergency scene. Light Upgrades $8,000 Fire Rate -Capital 8,000 The funds will be used to upgrade the halogen lights that currently make up the portable generator fed scene lights. As well an upgrade of the halogen emergency lights on the rear of 521 to larger LED lights. Inland Boat Equipment $4,000 Fire Rate -Capital 4,000 The funds will provide a custom quick remove cover constructed with multiple zipper access doors and a zipper hatch to allow the motor to be raised and lowered without removal. This cover will be on the boat for 90% of it's service only to be removed for emergency situations. We will also be purchasing handheld re-chargeable battery LED search lights. The current ones no longer hold a charge and use legacy bulbs. Percing Nozzle $2,000 Fire Rate -Capital 2,000 The purchase will replace the current aged and damaged piercing nozzle. 17/18 18/19 19/20 20/21 21/22 22/23 23/24 24/25 25/26 26/27 27/28 Capital Projects Total Cost Apparatus Reserve 551 Tanker 400,000.00 400,000.00 511 Utility 80,000.00 80,000.00 521 Rescue 600,000.00 600,000.00 541 Pumper/tanker 700,000.00 700,000.00 1,780,000.00 400,000.00 - - - 600,000.00 80,000.00 - - - - 700,000.00 Building Reserves Lido Reserves ext wall 200,000.00 200,000.00 200,000.00 - - - - 200,000.00 - - - - - - Utilities Water needs 30,000.00 30,000.00 30,000.00 30,000.00 - - - - - - - - - - FD Capital SCBA cylinders 55,000.00 11,000.00 11,000.00 11,000.00 11,000.00 11,000.00 Gear Washer 15,000.00 15,000.00 Gear Dryer 15,000.00 15,000.00 Edraulic spreaders 22,000.00 22,000.00 Edraulic cutters 20,500.00 20,500.00 Edraulic Ram 17,000.00 17,000.00 521 Cascade Upgrade to 6000psi 15,000.00 15,000.00 High pressure air bags 4,800.00 4,800.00 Wildland Fire Coveralls 22,000.00 5,500.00 5,500.00 5,500.00 5,500.00 Hazmat Equipment 15,000.00 5,000.00 5,000.00 5,000.00 Water & Ice Rescue Equipment 15,000.00 7,500.00 7,500.00 MVC Stabilization upgrades 5,000.00 5,000.00 Thermal Imaging Cameras 35,000.00 17,500.00 17,500.00 Gas Detector 9,000.00 9,000.00 nozzles 2,000.00 2,000.00 Light Upgrades 8,000.00 8,000.00 Lake Boat Equipment 4,000.00 4,000.00 279,300.00 77,000.00 56,800.00 38,500.00 51,500.00 55,500.00 - - - - - - Total 2,289,300.00 507,000.00 56,800.00 38,500.00 51,500.00 855,500.00 80,000.00 - - - - 700,000.00 REQUEST FOR DECISION Prepared By:Bruce Forest Date April 20, 2017 Reviewed By:Date Authorized By:Tammy Wilson Date April 20, 2017 CURRENT SITUATION At this time, our loader is well past its recommended hours of operation. We are seeing significant costs trying to keep the machine running and we are being inconvenienced by excessive down-times. We have recently produced a tender document for a used loader and received no submissions to our request. RECOMMENDATION The difficulty with purchasing used machinery is availability. We have recently been contacted by Atlantic Tractors to explain they have two machines available. Both these machines would fall under the price that we have budged and will not be available for very long.The cost would be approximately $170,000 plus applicable taxes. This includes everything as described in the tender document. I recommend we negotiate for the machine that best suits our needs and thus use alternative procurement to acquire the same. BACKGROUND The cost of equipment in US dollars has risen significantly. We do not put a lot of operational pressure on our equipment so used equipment is suitable to us. The problem with that equipment is timing and availability. DISCUSSION The equipment that Atlantic Tractors has now meets all our requirements for warranty and can fall under the Municipal Maintenance Programs at a cost of approximately $170,000 plus taxes. IMPLICATIONS By putting out our tender,we ascertained that there is no other suitable equipment available the market. With that in mind, it is reasonable to believe that Atlantic Tractors equipment is the only equipment available and reflects a competitive market price at approximately $170,000 (plus taxes). REPORT TO:Municipal Council SUBMITTED BY:Solid Waste DATE:April 20, 2017 SUBJECT:Loader Tender Results ORIGIN:Tender # T-2016-025 Issued March 17th,2017 2 Request For Decision/Direction Policy We followed our Purchasing Policy and submitted a tender in all the appropriate locations and were contacted by all the equipment suppliers. Financial/Budgetary The equipment that we are recommending falls within the parameters of the original tender and is basically new equipment at a reduced price. Environmental There are no environmental impacts considering this equipment is used. Strategic Plan Ensure sufficient infrastructure is available to best serve our residents and businesses Work Program Implications No other work or departments will be affected. OPTIONS There are no other options available. ATTACHMENTS There are no attachments. COMMUNICATIONS (INTERNAL/EXTERNAL) N/A F Atlantic Tractors & Equipment Ltd. 175 Akerley Blvd. PO Box 953 Dartmouth, NS B2Y 3Z6 902.468.0581 tel 902.468.4224 fax April 26, 2017 Bruce Forest Kaiser Meadows Landfill 450 Kaizer Meadow Rd Chester, NS Canada B0J 1J0 One (1) Used 2015 Caterpillar 930M Wheel Loader S/N KTG00858 (866 Hours) C/W All Standard Equipment Quotation Standard Equipment: POWERTRAIN Axle seal guards Auto idle shut down feature Cat C7.1ACERT engine -Power modes (standard and performance) -Power by range (high Power in range 4) -Tier 4 Final/Stage IV compliant -Turbocharged and aftercooled -Filtered crankcase breather -Diesel particulate filter -Selective catalyst reduction Coolant protection to -34C (-29F) Differential lock in front axle Dry type air cleaner Enclosed wet disc full hydraulic brakes Fuel priming pump, automatic Fuel water separator Hydraulically driven demand cooling fan Hydrostatic transmission with electronic control -Operator modes (default, TC, hystat and ice) -Directional shift agressiveness (fast, medium, slow) -Rimpull control, adjust wheel torque -Creeper control, adjust ground speed Lubed for life driveshafts Parking brake, electric Single plane cooling package wide 6 fins per inch density S-O-S port,engine,coolant,transmission oil HYDRAULICS Automatic lift and bucket kickouts, adjustable in-cab Bucket and fork modes, adjustable in-cab Cylinder damping at kickout and mechanical end stops Fine mode control (fast, medium, slow) in fork mode Hydraulic response setting (fast, medium, slow) Hydraulic diagnostic connectors and S-O-S ports Hydraulic sight gauge, visible Load sensing hydraulics and steering Seat mounted hydraulic joystick controls ELECTRICAL Alternator, 115-amp, heavy duty 12V power supply in cab (2) Batteries, 1,000 CCA (2) 24 volt system, disconnect switch Back up alarm Emergency shutdown switch LED rear stop and turn lights Heavy duty gear reduction starter Product Link Remote jump start post Resettable main and critical function breakers Roading lights front and rear OPERATOR ENVIRONMENT 75 mm (3 in) retractable seatbelt Automatic temperature control Cab, enclosed ROPS/FOPS pressurized and sound suppressed Cup holders External heated mirrors with lower parabolic Ground level cab door release Gauges Kaiser Meadows Landfill 930M Wheel Loader April 26, 2017 -Digital hour meter, odometer and tachometer -Digital ground speedometer and direction indicator -Engine coolant temperature gauge -Fuel and diesel exhaust fluid level indicator -Hydraulic oil temperature gauge Hydraulic control lockout Interior cab lighting, door and dome Interior rearview mirrors (2) Lunch box storage Operator warning system indicators Radio ready speakers Rear window defrost, electric Seat mounted electronic implement controls, adjustable Sliding glass on the side windows Column mounted multi function control -lights, wipers, turn signal Suspension seat, fabric Tilt and telescope steering wheel Tinted front glass Wet arm wiper/washer, 2-speed and intermittent, front Wet arm wiper washer, rear OTHER STANDARD EQUIPMENT Large-access enclosure doors with adjustable close/open force Parallel lift loader linkage Recovery hitch with pin Remote mounted lubrication points Vandalism protectionlockable compartments ADDITIONAL EQUIPMENT Craig IT 28 Coupler compatible with site attachments 3 Y Bucket 3rd Function Jumper Lines Install Craig Wing and Plow components at Craigs shop in Hartland NB Michelin Sno Plus Tires Kaiser Meadows Landfill 930M Wheel Loader April 26, 2017 Sell Price……………………………………………………………………$222,500.00 CAN Less: Trade of Cat 930H……………………………..……………………$ 37,500.00 CAN Sub Total…………………………..……………………………………….$ 185,000.00 CAN FOB Kaiser Meadows Landfill WARRANTY Powertrain Warranty until Dec. 3, 2017 Anticipated Delivery Time TBD Source Stock TAXES Extra if applicable TERMS Net 30 days (see below) Currency CAN Dollar Conditions PRICE VALID FOR 30 DAYS Martin Benvie Governmental Account Manager Atlantic Cat Kaiser Meadows Landfill 930M Wheel Loader April 26, 2017 JFAC REPORT March 2017 Chester Joint Fire Advisory Committee Report March 2017 The Chester JFAC has met 4 times since the last report and has held one public meeting. The meetings continued to focus on understanding of our role, gaining knowledge regarding the structure and provision of fire services in the area of our responsibility and learning more about the roles of the various equipment owned by the Village of Chester and used by the Chester Volunteer Fire Department. The chairperson has also attended 1 MODC meeting, 2 VOC meetings, 1 Lunenburg East Fire & Emergency Services Committee, and met with the VOC Clerk Treasurer. Comments Regarding Items from October Report:  The appearance of significant friction between the various parties to the Fire Services agreements: The JFAC feels there has been improvement in this regard and improvement in communication between the parties.  Whether or not short, medium and long term planning exists with regard to ongoing requirements for replacement and new acquisition of equipment: (Refer to the VOC March 1 COW minutes) There has also been a meeting of the VOC and CFD officers. Improvement noted and the planning referenced by the VOC is supported by the JFAC as a positive step going forward.  Amount of resident knowledge, support and pride regarding the CVFD: The first public meeting was poorly attended. More meetings will be held in April, May, September and October. A JFAC Facebook page is being developed.  What strategies are in place to ensure funding for building and equipment replacement, repair and upgrades are in place. See above re planning. Some progress being made however JFAC will discuss further.  Replacement of Tanker: A letter has been received from the Village Commission indicating that the VOC intends to move forward with the replacement. The JFAC is VERY pleased that the VOC has decided in favor of moving forward with this replacement. Other: Dry Hydrants Access to water in a must when it comes to fire fighting. Currently the CFD must carry water to the fire and then set up lines from streams, ponds, lakes, salt water, etc. Access to these sources is limited in many instances and in spring and winter can be non existent due to muddy roads, snow and ice. In addition, the source is often frozen over and cutting through the ice to access water takes valuable time and can be dangerous. As well, access is sometimes limited or reduced due to development of the land around the source. JFAC REPORT March 2017 A Dry Hydrant (usually an unpressurized, permanently installed pipe that has one end below the water level of a lake, stream or pond), properly installed, strategically located and maintained, provides year-round access to water simply by connecting a hose and pump. This facilitates the filling of tankers to transport water to the fire and/or the pumping of water to the scene. There is currently only 1 dry hydrant in the CFD area. It is located at the government wharf in the Village of Chester. Because this is installed in salt water it suffers from corrosion, mussel and algae growth which impedes water flow. There are two dry hydrants in the Chester Basin fire district. Recommendation: 1) The JFAC recommends that the MODC, VOC, CFD and a subject consultant, if required, work together to establish the number of dry hydrants that might be required and best locations for them. The results should then be costed, a plan for installation developed and carried out in an agreed upon time frame. A plan should be completed in 2017 with installation beginning in 2018 or earlier. These would be considered Municipal Infrastructure installations. 2) We note minutes from MODC meetings indicate that the SUSTANE project appears to be moving ahead. Our understanding is that this will be a large building with refuse and recycle and machinery inside. The Card Lake landfill and recycling facility currently experiences some fires in its cells. These can be difficult to extinguish, even being outside. Should a fire or fires break out in the SUSTANE structure it may require a much larger volume of water to extinguish that what is needed now. The JFAC recommends that the installation of a dry hydrant in the area be considered as a requirement for the developer to meet if/when a development permit is issued. Respectfully submitted Robert Manuel Chair, Joint Fire Advisory Committee Attachments: Web links regarding dry hydrants JFAC REPORT March 2017 Following are a few links to Dry Hydrant information that may be useful moving forward: http://www.fireengineering.com/articles/print/volume-153/issue-2/features/dry-hydrants-and-static- water-supplies.html http://www.co.larimer.co.us/wildfire/dry_hydrant_concept.htm Nova Scotia https://novascotia.ca/nse/water/docs/WAS.DryHydrantsNon-FlowingWatercourses.pdf NOVA SCOTIA WATERCOURSE ALTERATION SPECIFICATIONS (2005) Dry Hydrants in Non-flowing Watercourses: DH1. All work operations shall are to be conducted in a manner to protect the watercourse from the release of silt and sediment. DH2. No infilling of the watercourse is to take place associated with the installation of the dry hydrant. DH3. If any instream or bank excavation is required for the installation of the intake structure it shall be limited to a narrow trench no wider than that necessary to accommodate the pipe. No other instream excavation is to take place, such as the creation of a sump without prior Approval in writing from the Minister or Administrator. DH4. The height of fill in the trench is to be level with the bed of the watercourse. DH5. To minimize siltation, the area of work is to be isolated from the watercourse by means of a silt curtain or cofferdam. Earthen cofferdams are not permitted. DH6. The silt curtain or cofferdam must remain in place surrounding any trench excavation until the silt has settled out in the water column. DH7. The intake pipe is to be screened in accordance with the requirements of the Department of Fisheries and Oceans. DH8. Any disturbance to the banks or bed caused by installation of the intake structure must be immediately stabilized to prevent sedimentation of the watercourse. DH9. At no time is machinery permitted to enter the watercourse. Pictou County http://www.ngnews.ca/news/local/2016/7/29/dry-hydrant-eases-access-to-water-in-win-4602132.html 1 Cindy Hannaford Subject:FW: Stewardship CommitteeAttachments:Sherbrooke Lake Stewardship Committee.docx From:Trudy Payne [mailto:Trudy.Payne@modl.ca] Sent:Wednesday, April 19, 2017 1:16 PM To:Tammy Wilson <twilson@chester.ca>; Chad Haughn <chaughn@chester.ca> Subject:Stewardship Committee Hi Tammy and Chad: The draft Stewardship Committee Terms of Reference went to MODL’s Policy and Strategy Committee and they made a motion that Council approved the amended Terms of Reference which are attached.The changes made are in red.This will be on the Council agenda for Tuesday. Trudy Sherbrooke Lake Stewardship Committee Terms of Reference Introduction In 2015,the Municipality of the District of Lunenburg (MODL)appointed a Sherbrooke Lake Access Advisory Committee (SLAAC) which consisted of ten community volunteer members from both MODL and the Municipality of the District of Chester (MODC). MODL made the commitment of providing public access to Sherbrooke Lake. The mandate of the committee was “to provide broad based community advice to the Municipality, provide options available for establishing public access to Sherbrooke Lake, and to engage the public using various methods to ensure community input throughout the process of determining public access to Sherbrooke Lake.” In 2015, UPLAND Planning + Design was hired to conduct an extensive public consultation process which consisted of a survey (over 1,000 valid responses), three public open houses and a focus group. This public consultation report helped SLACC in assessing potential properties and making recommendations to MODL Council.The report was presented to the two Councils in June/July 2016.One of the recommendations was to establish a Sherbrooke Lake Stewardship Committee who would be responsible for a water quality monitoring program for the Lake. The Municipality of the District of Lunenburg (MODL)has a vision in that Sherbrooke Lake remains a popular and desirable destination where people can enjoy recreational activities and feel safe with the quality of the water and the surrounding environment, as referenced in the Memorandum of Understanding (MOU)with the MODC and the SLAAC’s final report (www.modl.ca/sherbrooke). Mandate/Purpose 1.The purpose of the Sherbrooke Lake Stewardship Committee, hereinafter referred to as the Committee,will be to develop a water quality monitoring program to establish a baseline to aid in the evidence based decisions concerning the development of the properties acquired by MODL for public use. This approach will aid in gathering essential data and research when making decisions beyond phase one (as outlined in the MOU) of the properties’development. The water quality monitoring program will begin in 2017-2018 fiscal year which would provide a baseline.For clarity, the role of the Committee shall be strictly advisory in nature. The Committee is only responsible for the water quality monitoring program and will provide both MODL and MODC with any information it obtains. The Committee shall not participate in any management structure or decision making pertaining to the proposed park site (properties owned by MODL). Composition 2.The Stewardship Committee is a volunteer committee of the MODL Council, and shall be composed of the following: ●One representative of the Bluenose Coastal Action Foundation,who will act as an ex- officio member ●At least one person with professional knowledge of the techniques of water quality monitoring in the fields of source water protection, ground water protection, waste water management, and storm drainage. ●Two residents and/or land owners in MODL ●Two residents and/or land owners in MODC Members that serve on this Committee are ineligible to serve on the Sherbrooke Lake Park Advisory Committee. All Committee appointments are subject to approval of MODL Council, and Council may change the composition or membership of the Committee at any time. Term 3.One resident and/or land owner from MODL and MODC will serve one year and one resident and/or land owner from MODL and MODC will serve for two years. With each new appointment, a term will be for three years. Absences 4.If a Committee members is absent for three (3) consecutive meetings without reasonable cause, the Committee can make a request to MODL Council to replace the absent member. Structure 5.The Committee shall elect a Chair, Vice-Chair and Secretary annually. The term of appointment shall be for one year, renewable. 6.The Chair will be responsible for calling and chairing meetings,developing the meeting agenda and distributing it to all Committee members in advance of the meeting,ensuring the active participation of members and that decisions are made based on consensus.Where consensus cannot be reached, a decision will be made by simple majority.The Chair will serve as the spokesperson of the Committee.In the absence of the Chair, the Vice-Chair will assume the responsibilities of the Chair, or if neither the Chair or Vice-Chair are available an alternate may be appointed by the Committee. 7.The Secretary of the Committee will take minutes, distribute them to all Committee members and ensure they are posted on both MODL’s and MODC’s websites.Minutes will not be posted until approved by the Committee. 8.Quorum will be 50% + 1. 9.Sub-committees or working groups to address specific responsibilities outlined in the terms of reference may be established by the Committee.Sub-committees will report back to the Committee. 10.All members of the Committee shall serve in a volunteer capacity without remuneration from MODL or MODC, other than travel costs which will be based on an established per km rate by MODL. 11.The Committee shall meet as necessary, but no less than three times a year. 12.An orientation session will be held annually to review the Committee’s purpose and duties. 13.When a member’s term is up an ad will be posted seeking individuals to apply to serve on the Committee. Applications will be forwarded to the MODL Nominating Committee of Council, who will then make recommendations of appointments to MODL Council. All Committee member appointments will be made by MODL Council. 15.All meetings will follow the meeting procedures and rules of debate as per policy MDL-01 and the Government of Nova Scotia Conflict of Interest Policy shall be followed. Duties/Responsibilities 16.To develop and implement a water quality monitoring program. 17.To identify the boundary of the area for monitoring, including, lakes, streams, wetlands and other water bodies associated with Sherbrooke Lake, that shall be monitored. 18.To work closely with Bluenose Coastal Action Foundation and their water quality monitoring program of the LaHave River;and with the residents who currently conduct water quality testing on Sherbrooke Lake. 19.To identify and assess risks to water quality associated with development in the affected area, including but not limited to: ●construction activity, including construction equipment and ●storage/disposal of construction materials; ●watercourse and wetland alteration; ●silvicultural operations; ●vegetation removal; ●soil erosion and siltation; ●land level alteration; ●pesticide use ●recreation activity, including use of all-terrain vehicles ●malfunctioning septic systems And make recommendations to MODL and MODC. 20.To compile information about water quality monitoring and protection programs for MODL, MODC and their residents. 21.To determine an appropriate protocol for water quality monitoring, including periodic monitoring and an annual review. 22.To participate in locally available workshops about water quality monitoring. 23.To train volunteers in the practice of water quality monitoring. 24.From time to time, to request that individuals or groups make representations to the Committee on matters affecting the area. 25.Strive to obtain and become familiar with information and reports related to Sherbrooke Lake. 26.Participate in field tours and site visits as required. 27.Share resources, creativity, experiences and expertise. 28.Reflect community interests. 29.Locate and harness local human and other resources, where possible. 30.Engage in public education activities to educate residents and visitors about water stewardship and conservation, water quality, responsible boating, boating safety, healthy shoreline practices, and habitat restoration. 31.Coordinate with various levels of government in outreach activities and sharing of information. 32.To engage the technical services through Bluenose Coastal Action Foundation to assess the water samples of the Lake. 33.To produce an annual report outlining the water quality monitoring program;the results of the water testing and provide recommendations. 34.Look at best practices and make adaptions to water quality monitoring program. 35.The Chair of the Committee may be requested to provide updates to MODL and MODC Councils. Administration 36.The Committee shall be supported by MODL staff and consulting resources when required.Staff at MODL will attend meetings as a resource to the Committee. 37.MODL shall provide administrative services such as map production,photocopying, seeking funding and posting minutes on the websites. Funding 38.Any related expenses will be shared by MODL and MODC, to a maximum of $7,000 annually from MODC unless otherwise agreed to by MODC. 39.The Committee must present a budget to MODL and MODC each year in February to enable MODL to budget for the upcoming fiscal year. Reporting Structure and Annual Report The Committee will prepare an annual report to MODL and MODC Councils reviewing its purpose, responsibilities and recommendations. The process will be led by the Chair of the Committee and may include a presentation to the Councils. The Committee may provide interim updates through the year if required. Minutes and agendas are to be posted on MODL’s and MODC’s websites. Minutes will be posted once approved by the Committee. Review The Terms of Reference will be reviewed at least once every five years.