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Home My Public Portal About2017-05-04_COW_Public_Agenda PackagePage 1 of 2 COMMITTEE OF THE WHOLE AGENDA Thursday,May 4,2017 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 ((8:45 A.M.–9:00 A.M.) 4.MINUTES OF PREVIOUS MEETING: 4.1.Committee of the Whole –April 6, 2017 5.MATTERS ARISING. 6.CORRESPONDENCE: 6.2 Copy of letter to Minister of Municipal Affairs from Fire Protection Commissioners for the District of Blandford dated April 10, 2017 regarding Needed Clarification and Revision to the Rural Fire District Act, R.S, c. 406, s.1. 7.NEW BUSINESS: 7.1 Request for Decision prepared by Senior Planner dated April 28, 2017 regarding request for additional funds for the Fox Point Lake Water Quality Monitoring. 7.2 Request for Decision prepared by Engineering and Public Works Department dated April 26, 2017 regarding Tender Award T-2017-007 –Mill Cove Fire Protection System. 7.3 Report for Information prepared by Director of Information Services dated April 4, 2017 regarding ESRI Small Government Enterprise Licence. 6.1 Presentation/Request from Gail Fraser and Jo-Ann Grant, VOCTADA regarding signage and tourism in Village (appointment at 9:00 a.m.) see page 3 Page 2 of 2 8.IN CAMERA. 9.ADJOURNMENT. ARRANGED APPOINTMENTS 9:00 a.m.Gail Fraser and Jo-Ann Grant, VOCTADA regarding signage and tourism in Village. THE FIRE PROTECTION COMMISSIONERS FOR THE DISTRICT OF BLANDFORD April 10, 2017 To Hon. Zach Churchill, Minister of Municipal Affairs Department of Municipal Affairs 14th Floor North, Maritime Centre 1505 Barrington St. P.O. Box 216 Halifax, NS B3J3K5 Copy Recelved APR 2 4 2917m Original to Reviewed by Dear Minister Re: Needed Clarification and Revision to the Rural Fire District Act, R.S, c. 406, s. 1. The purpose of this letter is to apprise you of several issues arising from the Rural Fire District Act (RFDA) in connection with audit requirements, and to request your support and action to remedy this, and thereby save Nova Scotia taxpayers a substantial sum annually. ' Background The RFDA was last amended in 2005. In Sec 30 it presently requires that for each Rural Fire District, an audited financial statement be presented at an annual meeting of taxpayers (R.S. c.406, s 30; 1990, c.19, s.88). Further, the RFDA presently requires in Sec 48 that an auditor registered as a municipal auditor pursuant to Sec 42 of the Municipal Government Act be appointed. Unfortunately, Sec 42 does not elaborate on the level or quality of audit required. An audit has a specific definition and is the highest level of financial statement service a CPA can provide. An audit as opposed to a review) of financial statements is estimated to cost between $7,000 and $10,000 for a Rural Fire District, whereas a review of financial statements presently costs approximately $2500. Up to the present time these expensive audits have not been performed, and in some cases financial statements are only certified by two Fire Commissioners. As an example, six of the seven fire districts within the Municipality of the District of Chester are governed by the RFDA, and there exist in the order of 300 Rural Fire Districts within the province. The Municipality of the District of Chester is now also requiring an annual audit of financial statements for each Rural Fire District, in order to comply with provincial legislation. This implies that as much as $3M of taxpayer money would be spent annually across the province to perform the required audits, as opposed to a small fraction of that for a review only of financial statements. This would represent not only a significant burden for taxpayers, but would also be a large fraction of the annual budget of many individual fire services in these Rural Fire Districts, and would negatively impact the delivery of fire services by diverting essential expenditures on training and equipment. It is worth noting that all fire services operating under the RFDA are operated by volunteers (firefighters and commissioners), and the commissions exist primarily to exercise fiduciary responsibility for taxpayer monies and to ensure safety and the best possible fire and rescue service for the budgeted ratepayer funds. There also exist two other requirements in the current RFDA which work for a fiscal year-end of 31 December, but not for 31 March as exists currently. These are not feasible to comply with at present, but could be easily remedied, namely; Sec 27 of the RFDA requires an Annual Meeting to be held first Tuesday in May each year, which does not leave enough time for an audit review following the 31 March fiscal year end. Sec 49 requires audited statements to be completed by 1 May, and this does not allow sufficient time after a 31 March fiscal year end. 30-A Firehall Rd RR#1 Hubbards, NS BOJ 1TO (p)902-228-2812 (f) 902-228-2407 email blandfordcommission@bellaliant.com Recommended Actions 1. Sec 30 RFDA: A clarification of the audit requirement in this section is urgently needed. It is suggested that a requirement for uniform, clear, transparent purchasing policies in each Rural Fire District, it combination with a limited audit or review annually, be substituted for the current RFDA audit requirement. This may require change to RFDA Sec 48 as well. 2. Sec 49 RFDA: Suggest revision to require audited statements be completed by 1 June annually 3. Sec 27 RFDA: Suggest revision to require an Annual Meeting by end August annually Thank you in advance for your interest in this important matter, the resolution of which will save taxpayer money and contribute to a more effective rural fire service in the province. I would be pleased to discuss any of the above at your convenience, and I look forward to your response. Sincerely Y urs, Susan Neilson, Chair Fire Protection Commission Rural Fire District #1 Municipality of the District of Chester Cc: Warden, Councillors MODC LEFESC Members Union of Nova Scotia Municipalities Association of Fire Departments of Nova Scotia 30-A Firehall Rd RR#1 Hubbards, NS BOJ 1TO (p)902-228-2812 (f) 902-228-2407 email blandfordcommission@bellaliant.com REQUEST FOR DECISION Prepared by:Bill DeGrace Date April 28, 2017 Reviewed by:Tara Maguire Date April 28, 2017 Authorized by:Date CURRENT SITUATION At its meeting of March 30, 2017,Council approved a Pre-Budget sum not to exceed $3,000 for a third testing season at Fox Point Lake, to be overseen by the Water Quality Monitoring Committee.The Committee received a quote and is requesting additional funds. RECOMMENDATION That Council approve an additional $2,000 for the third testing season. BACKGROUND The Municipality appointed a Water Quality Monitoring Committee in response to concerns expressed at a Public Hearing for the rezoning of nearby lands in the Mill Cove area to permit a commercial golf course.This is the third testing season for the Committee. DISCUSSION The Pre-Budget request of $3,000 was based on last year’s price of $5,796 and the understanding that Aspotogan Heritage Trust would once again contribute half the total cost. MODC issued a request for quotations on April 3rd.By the deadline, one supplier responded,Bluenose Coastal Action Foundation, being the same supplier as in the previous two years. BCAF’s quote was $10,035, HST included. The supplier explained that the 2016 price was the result of an accounting error: Laboratory fees were significantly undercharged to us and the total should have been over $8,600. Nevertheless,BCAF honoured the contract and absorbed the cost.The accounting error was corrected this year. Further costs are for an analysis of two sediment samples and a more detailed assessment of the South Inlet stream. Both were recommended in the report from 2016.The Committee feels this work should be done, but that only one sediment sample is required.These adjustments considered, the cost with HST would be $9828±. REPORT TO:Tammy Wilson, CAO SUBMITTED BY:Bill DeGrace, Senior Planner DATE:April 28, 2017 SUBJECT:Fox Point Lake Water Quality Monitoring ORIGIN:2017-179: Pre-budget approval for third testing season 2 request for decision BCAF has an active arrangement with Maxxam Laboratories of Bedford.Maxxam fees are included in the price.Staff was requested to obtain fees for similar work by AGAT Laboratories of Dartmouth, MODL’s supplier.The resulting cost is about $700 less.However,BCAF’s travel expenses ($436)would be slightly higher as the distance to the AGAT lab is farther. BCAF would work with an alternate laboratory if so instructed. Staff understands that the Aspotogan Heritage Trust will be able to contribute half the cost once again, i.e. in the range of $5,000. Owing to the unforeseen circumstance as described herein, staff is requesting a boost of the Pre-Budget approval amount from $3,000 to $5,000. IMPLICATIONS 1.Policy Water quality monitoring as an activity addresses the current MPS Policy 6.1.6:It is the intention of Council to encourage land use and development in a manner that will preserve, enhance and protect the natural environment and the living environment of the District of Chester. 2.Financial/Budgetary The 2017 monitoring season is being cost-shared between MODC and the Aspotogan Heritage Trust.An additional $2500 has been included in the 2017-18 budget to cover this cost and any other incidental costs. 3.Environmental This project addresses a site-specific issue. 4.Strategic Plan Goal 4:Strengthen and support environmental, cultural and social resources. 5.Work Program Implications Staff co-ordination of this activity is required. OPTIONS 1.Approve an additional $2,000 to the pre-approved sum of $3,000 2.Decline the request REQUEST FOR DECISION/DIRECTION Prepared By:Christa Rafuse, P.Eng Date April 26,2017 Reviewed By:Matthew S. Davidson, P.Eng Date April 26,2017 Authorized By:Tammy S. Wilson, CAO Date April 26,2017 CURRENT SITUATION On April 28th, 2016, Municipal Council approved the 2016-17 Capital and Operating Budget. Included in the Capital Budget were improvements to the Mill Cove Fire Protection System, which can be generally described as the design of a selected improvement option, which includes the installation of a new fire pump and controller. The budget for this project was estimated at $150,000, Net HST. On April 13, 2017. Motion 2017-2018 was passed for the 2017/18 fiscal year for the Mill Cove Fire Protection System to be budgeted at $165,700. RECOMMENDATION It is recommended that the Municipality award Tender No.T-2017-007 Mill Cove FPS Building Upgrades be awarded the only bidder Life Safety Systems (A Division of Atlantica Mechanical Contractors Inc.), Dartmouth,NS for the amount of $139,550 plus HST BACKGROUND On February 23,2017 Council accepted the recommendation by Staff that Council proceed with the purchase and installation of a new diesel fired fire pump for the Mill Cove Fire Protection System (Motion 2017-104). DISCUSSION A tender was issued in April 2017 for the replacement of a new diesel fire pump and controller for the Mill Cove Fire Protection System, closing on April 21, 2017. There was one (1) submission received from a qualified bidder. Life Safety Systems is the bidder, who has the necessary equipment and experience to perform the work as outlined in the tender documents. IMPLICATIONS Policy Procurement would follow P-04, Procurement Policy. REPORT TO:Committee of the Whole SUBMITTED BY:Engineering & Public Works Department DATE:May 4,2017 SUBJECT:Tender Award T-2017-007 -Mill Cove Fire Protection System ORIGIN:2016-2017 Capital Budget 2 Request For Decision Financial/Budgetary Budget Details Tender (including HST)$160,482.50 Tender (net HST)$145,531.38 FY 2017-2018 –Project Budget, net HST $165,700.00 Difference *$ 20,168.62 *contingency and project engineering/management Environmental N/A Strategic Plan 2. Continually improve public satisfaction with municipal services; 3. Ensure sufficient infrastructure is available to best serve our residents and businesses; Work Program Implications N/A OPTIONS N/A ATTACHMENTS N/A REPORT FOR INFORMATION Prepared By:Cliff Gall, IS Director Date April 4, 2017 Reviewed By:Date Authorized By:Tammy Wilson Date April 28, 2017 CURRENT SITUATION Our ESRI Small Local Government Enterprise Licence provides uncapped access to ArcGIS software along with timely and expert assistance from ESRI so that we can focus on building a successful and scalable enterprise GIS. The 2017/18 Operating Budget includes $17,500 for this Licence renewal. As per Subsection 4.1 of the Municipality’s Procurement Policy (P-04), an information report is required to be provided to Council advising of all Low Value Procurement over $10,000. This report is to advise that MODC has procured the 2017/18 Licence renewal from ESRI for $17,206.53 net HST. BACKGROUND / DISCUSSION What is GIS? A geographic information system (GIS) lets us visualize, question, analyze, and interpret data to understand relationships, patterns, and trends. With the EAL (Enterprise Agreement Licence) we will continue to: 1.Reduce Complexity a.Unites software licensing for GIS into a single organization-wide agreement 2.Optimize technology spending a.Lower the costs of software compliance and asset management 3.Increase flexibility a.Build a scalable system that aligns with our strategic priorities 4.Maximize value a.Provide mapping and GIS services where it’s needed; when its needed REPORT TO:Warden Webber and Members of The Committee of the Whole SUBMITTED BY:Cliff Gall, Director of Information Services DATE:May 4, 2017 SUBJECT:ESRI Small Government Enterprise Licence ORIGIN:2017/18 Operating Budget 2 GIS provides the foundation for critical business decisions in every department at the Municipality of Chester.In the future GIS will play a critical role in our asset management program. IMPLICATIONS Policy Procurement Policy-04, Alternative Procurement (Sole Source, Manufacturer) Financial/Budgetary $17,206.53 net HST from the 2017/18 Operating Budget Environmental N/A Strategic Plan (Goal) 3) Continually improve public satisfaction with municipal services 4) Ensure sufficient infrastructure is available to best serve our residents and businesses