HomeMy Public PortalAbout2017-10-05_COW_Public_Agenda PackagePage 1 of 2
COMMITTEE OF THE WHOLE
AGENDA
Thursday,October 5,2017
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 –September 7, 2017
5.MATTERS ARISING:
5.1 Information Report prepared by Community Development Department dated
September 19, 2017 regarding Overview of Civic Numbering Process. (Origin: COW
Meeting –August 24, 2017)
5.2 Update/Memo from Community Development Department dated September 27,
2017 regarding Information Meeting and Advertising for Proposed Changes to the
Regulation of Portable Signage, (Origin:COW Meeting –August 3, 2017)
5.3 Request for Decision prepared by Community Development Department dated
September 28, 2017 regarding Open Data –LiDAR products (Origin: COW Meeting –
May 5, 2017)
6.CORRESPONDENCE:
6.1 Letter from Nova Scotia Transportation and Infrastructure Renewal dated September
25, 2017 regarding Cost Share Agreement 2018-006.
7.NEW BUSINESS:
7.1 Request for Decision prepared by Information Services Department dated September
25, 2017 regarding New Road Name Assignment.
7.2 Request for Decision prepared by Engineering and Public Works Department dated
September 29, 2017 regarding Winter Road Maintenance –Mill Cove, Tender Award.
Page 2 of 2
8.IN CAMERA.
9.ADJOURNMENT.
INFORMATION REPORT
Prepared By:Tara Maguire, Director Date 9/19/2017
Reviewed By:Date
Authorized By:Tammy Wilson, CAO Date 9/21/2107
CURRENT SITUATION
On August 24, 2017, Annette Collicutt appeared before Committee of the Whole to advise them
that she has had some issues with the civic addressing process. She cited two recent files that
that she is aware of which have experienced unreasonable delays in obtaining a civic address.
She explained to council that the civic number was the last step in the construction process and
since it was not issued until there was a building in place, it affected the ability to get a
mortgage on the property.
RECOMMENDATION
Given the directives and standards for Civic addressing from the E911 and NSCAF system, staff
do not feel that MODC’s process has resulted in unreasonable delays or is significantly different
from other municipal units. It is recommended that the current process for civic numbering in
MODC remain unchanged.
BACKGROUND
The two files that Ms. Collicutt identified were 587 Borgels Point Road and 292 Chester Grant
Road.
The file for 587 Borgels Point Road indicates the following timeline:
Building Permit Application -November 30, 2016
Inspector GPS Civic Point –January 5, 2017*
Civic Address Assigned –January 6, 2017
Client Advised of Civic Number –January 6, 2017 (by letter)
*The municipal offices were closed from 12pm Dec.23, 2016 until Jan.3, 2017
The file for and 292 Chester Grant Road indicates the following timeline:
Building Permit Application –August 17, 2017
Inspector GPS Civic Point –August 28, 2017
Civic Address Assigned –September 6, 2017**
REPORT TO:Municipal Council
SUBMITTED BY:Community Development
DATE:September 19, 2017
SUBJECT:Overview of Civic Numbering Process
ORIGIN:COW –August 24,2017
2 Information Report
Client Advised of Civic Number –September 8, 2017 (by email)
**The municipal office was closed September 4 and the GIS Specialist was on vacation Aug.31-Sept. 4
DISCUSSION
Civic addresses are assigned by municipalities, and we are the first point of contact for civic
addresses. The provincial 911 system relies on municipalities maintaining an accurate and up to
date civic addressing database. As such, all of our civic addresses are entered into a provincial
database, the Nova Scotia Civic Address file (NSCAF). This system has a set of standards that we
must follow when assigning a civic address. A civic addressable point is a permanent physical
location of human activity that is accessible by emergency vehicles. A civic addressable point
was originally envisaged to be an inhabited building with a telephone. This was found to be too
narrow a definition, and it has subsequently been expanded to accommodate a variety of other
uses (i.e.parks, forestry operations, dry hydrants etc. where there may not be a building but it
is the location of “human activity”).
Our current civic address bylaw was last updated in 2004. It provides ability to assign a civic
number at the time of a subdivision.However, our current policy which was updated in 2014,
state that MODC shall follow the current procedures and standards contained in the “Nova
Scotia Civic Address User Guide”.Current civic address guidelines/standards from the province
do not follow this practice and instead require that the address be assigned using a
combination of driveway location and building centroid. In MODL, the Civic Address bylaw
prohibits the Civic Address Coordinator from assigning a civic address to an undeveloped lot.
Their by-law states
5.7 Civic numbers for new buildings shall be assigned when the Municipality’s Building Official
has completed the footing inspection, or when the building has been located on the lot and
the first inspection has been completed.
5.3 The Civic Address Coordinator is not authorized to assign civic numbers to undeveloped lots.
A key factor when calculating the civic number is the civic location. Within the NSCAF, the civic
number is typically assigned to the centroid of the building (although other anchor points are
accommodated if there is no current or planned building). However, the civic numbers are
usually calculated based on a combination of the driveway access point and the location of the
building on a lot. The provincial standard mandates that the number be assigned to the building
centroid and there is some calculation necessary that requires both the driveway location and
the centre of the building. Therefore, MODC’s civic address process requires that the Building
Inspector capture the building footprint at the footing inspection stage (the first inspection in
the construction process).
3 Information Report
Once a building permit application is received, the civic address point is not assigned until the
first inspection occurs.Normally, this means that the application for permit is received, but the
review of the plans and issuance of the building permit must occur before the footing
inspection can be scheduled. Once the footing inspection is scheduled, the building inspector
goes out to the site, completes the inspection and uses a GPS unit to capture the footprint of
the building. This allows us to update our building footprint database. Once back at the office,
the data is downloaded to our GIS system by the GIS Specialis. The data is processed and a the
centre point of the building footprint is determined by the GIS. The centre point is then used to
calculate the correct civic address according the provincial civic addressing guidelines. This
process can take up to a half a day and often there is more than one civic address at a time to
process. Once the GIS Specialist has assigns the number, the Community Development
Department is notified and the Administrative Assistant prepares a letter to notify the owner
and processes the order for a new civic plate. There may be a delay in ordering the civic plate,
as a we typically will wait until we have a sufficient number of plates to place an order to
minimize shipping and processing costs.This is not a process unique to MODC, the same
process is used in MODL, CBRM, Municipality of Argyle, municipalities within the Eastern
District Planning Commission, and Mahone Bay are among those that follow this same process.
In the files that were referenced by Ms. Collicut followed a similar process, however both files
involved a mini/mobile home. In the case of a mobile home, there is not a need to do a footing
inspection. Normally the process for a mini/bile home is that the inspector does not do an
inspection until the building is in place and there is only one final inspection completed. It is at
this stage that the inspector captures the footprint/civic address point. It should be noted that
it may be possible to speed this process up by a week or two if the pad is in place earlier than
the structure.However,the inspection fee for a mobile home (under $100,000) is $65.00. This
fee includes the review of the building permit, all administrative time, the civic addressing fee
(excluding the cost of the plate), the travel time, mileage and any inspection time.If Council
wishes to change the process and direct staff to provide an option to issue the civic address
earlier in the case of a mobile home, council should be aware that this will require an additional
site visit by either the building inspector or the GIS Specialist/Civic Address Coordinator and
may consider reviewing the fee schedule.
In researching the process used by other municipal units, no other units have had issues with
mortgage companies needing a civic address. The PID is typically sufficient information to
encumber the property.CBRM staff went the extra step to confirm that no banks ever withheld
approving a mortgage because the civic address wasn’t assigned.
4 Information Report
The most common roadblock or complaint reported by municipalities, including our own, is that
often Nova Scotia power refuses to connect power until the civic address is assigned. The
director of the Eastern District Planning Commission noted that before Municipalities were first
given the responsibility of civic addressing he made a submission to the Province that Nova
Scotia Power should be responsible for issuing civics since they are the "Agency of First
Contact".At the time,it was understood that Saskatchewan Power did civic numbering for this
very reason. Nova Scotia Power countered that they were not the "Agency of First Contact" but
rather that Municipalities served that role.It was determined that Municipalities should be the
point of first contact.Now every time NSPC tells a new home builder that they need a civic
address to put power to a lot prior to permits being issued (i.e. they are in fact the agency of
First Contact) the staff at Eastern District Planning Commission advise the property owner to
ask for a supervisor because it is not a requirement for power.
We have identified some internal communication and administration issues that could cause
delays in processing the files. We are working on addressing these issues to ensure that the
process runs smoothly and that when one step is missed, there are ways to identify the issue
and allow the process to continue so that there are no delays when processing civic numbers.
Given the directives and standards for Civic addressing from the E911 and NSCAF system, staff
do not feel that MODC’s process has resulted in unreasonable delays or is significantly different
from other municipal units.
IMPLICATIONS
Policy
Our current civic address bylaw provides ability to assign a civic number at the time of a
subdivision. Current civic address guidelines/standards from the province do not follow this
practice and instead require that the address be assigned using a combination of driveway
location and building centroid. Council may wish to direct staff to review the existing bylaw,
policy and procedures to reflect the current provincial civic addressing guidelines.
Financial/Budgetary
Changing the process for mini/mobile homes would have cost implications in terms of
additional the staff time and administrative time to arrange and conduct an additional site visit
for mini/mobile homes.
Environmental
N/A
Strategic Plan
Maintain a high level of fiscal responsibility;
Continually improve public satisfaction with municipal services
5 Information Report
Work Program Implications
Changing the process for mini/mobile homes could impact service delivery implications.
OPTIONS
1.Maintain status quo
2.Direct staff to review current bylaw and policy and present Council with amendments
that reflect current provincial guidelines/standards for civic addressing.
3.Direct staff to review current policy and process to allow civic addresses to be assigned
to vacant lots prior to building footprints. This may result in situations where civic
numbers are assigned that do not comply with current provincial guidelines.
ATTACHMENTS
List attachments here.
COMMUNICATIONS (INTERNAL/EXTERNAL)
Staff could prepare an educational piece for the next newsletter to remind residents of the civic
address process and how/why we issue civic numbers. The article could include the suggestions
to speak to supervisors for NS power when they state that they require a civic number before
they will hook up power.
MEMORANDUM
Prepared By:Garth Sturtevant Date:September 27, 2017
Reviewed By:Tara Maguire Date:September 28, 2017
Authorized By:Tammy Wilson, CAO Date:September 28, 2017
CURRENT SITUATION
At a Committee of the Whole meeting held on August 3, 2017,Council gave direction to staff regarding a
proposed approach to alter the methods used to regulate and control portable signs within Chester
Village. The general direction was to define specific standards for the size, height and number of signs
permitted and to no longer require a Development Permit for this type of signage.
Staff prepared draft amendments and presented these at the Village Area Advisory Committee Meeting
held on September 19, 2017. VAAC members expressed some concerns with the proposed amendments
and directed staff to hold a targeted information meeting to discuss the proposed changes with local
business owners who are interested in the potential use of portable signage for advertising. Staff have
contacted the Chester Merchants Association and the Chester Municipal Chamber of Commerce and have
scheduled a meeting to be held on October 18th, 2017 beginning at 8:00 a.m. in Council Chambers. Staff
have also submitted an advertisement to the Progress Bulletin to advertise the date and time of the
meeting. While targeted primarily at business owners, the meeting is being advertised as open to any
interested members of the public.Refreshments and baked goods will be provided for attendees.
Staff have distributed flyers (attached as Appendix A)by hand to businesses within the applicable area
(Central Commercial and Highway Commercial Zones) and additionally have posted the flyer at several
locations around Chester Village.
Council members are invited and encouraged to take part in this meeting and additionally to extend the
invitation to any community members who are interested. The meeting will be structured with a brief
presentation to review the existing regulations for portable signs, followed by an overview of the
proposed amendments. This will be followed by time for questions, comments and discussion. Comment
Cards will be provided for any attendee wishing to leave written comments.
REPORT TO:Committee of the Whole
SUBMITTED BY:Garth Sturtevant –Planning
Assistant/Development Control
DATE:October 5th, 2017
SUBJECT:Information Meeting &Advertising for
Proposed Changes to the Regulation of
Portable Signage
2 Request for Decision
APPENDIX A
REQUEST FOR DIRECTION
Prepared By:Tara Maguire Date September 28, 2017
Reviewed By:Date
Authorized By:Tammy Wilson, CAO Date September 28, 2017
OVERVIEW
The 2016 Flight for LiDAR data acquisition has been completed apart from MODC and MODL Municipal
staff performing quality control procedures on the value-added products received 2017-09-26 from the
provincial government. These products Include contour lines, Digital Elevation Models, floodplain lines,
etc. Staff was asked by the Committee of the Whole to look at how we can provide this data to the public
and if it was possible to do so by utilizing Open Data (data provided at no cost, except perhaps a cost for
the media or shipping). The following has been offered by the Provincial Geomatics Centre, located in
Amherst, NS:
The Provincial Geomatics Centre, located in Amherst, NS has offered to host and distribute all the
Lunenburg/Chester Lidar data sets (las files, DEMs, and any other lidar derived products) via their self-
serve Data Locator Elevation Explorer. All data on the Data Locator Elevation Explorer is open and free of
charge.The data is hosted on the Nova Scotia Geographic Infrastructure (NSGI) so it is secure and backed
up. If the municipality gets requests for data we can direct them to the Provincial portal where data can be
downloaded with no cost for the data. The Geomatics Centre will offer support to anyone using the portal
but it is quite simple to use and has a modern design that is in step with other download services.
RECOMMENDATION
It is recommended that the Municipality agree to the open data sharing services offered, and have the
data hosted by the Provincial Government.
REPORT TO:Committee of the Whole
SUBMITTED BY:Community Development Department
DATE:September 28, 2017
SUBJECT:Open Data –LiDAR products
ORIGIN:COW Meeting –May 5, 2017
REQUEST FOR DECISION
Prepared By: Nick Zinck Date Sept. 25, 2017
Reviewed By: Cliff Gall Date Sept. 26, 2017
Authorized By: Tammy Wilson Date September 26, 2017
CURRENT SITUATION
A new private road naming request servicing three or more properties off a shared driveway/right-of way,
serviced by Langille Estates Dr., Simms Settlement has been received. The land owners have proposed the
road name “Noonan Lake Lane”.
RECOMMENDATION
It is recommended that Municipal Council approve the road name “Noonan Lake Lane”.
BACKGROUND
When there are three or more addressable properties using an unnamed shared right-of-way/driveway,
the Nova Scotia Civic Address Users Guide states that this point of access must be named. According to P-
44, the road name is suggested following a majority agreement from the land owners supplied by the
shared right-of-way. In this instance, there are more than three properties affected, with all owners in
favor of the proposed name “Noonan Lake Lane”.
DISCUSSION
There are no similar road names within Chester Municipality.
Comments received for “Noonan Lake Lane”:
- District 3 Councillor – Floyd Shatford: YES
- Municipal Public Works Director – Mathew Davidson: YES
- Hubbards Fire Department – Chief Coolen: YES
IMPLICATIONS
Policy
Policy P-44 – New Road Names and Road Name Changes
Financial/Budgetary
A new road sign (with accessory materials) will be purchased and posted by the Public Works Department.
Environmental
N/A
Strategic Plan
N/A
REPORT TO: Municipal Council
SUBMITTED BY: IS Department
DATE: Sept. 25, 2017
SUBJECT: New Road Name Assignment
ORIGIN:
2 Request For Decision/Direction
Work Program Implications
N/A
OPTIONS
1. Municipal Council can approve the road name “Noonan Lake Lane”.
2. Municipal council can decide not to approve the name and direct staff to assign a different
name of Council’s choosing.
ATTACHMENTS
- Request for Decision Form
- Signed Petition
- Location Map
COMMUNICATIONS (INTERNAL/EXTERNAL)
N/A
3 Request For Decision/Direction
4 Request For Decision/Direction
REQUEST FOR DECISION/DIRECTION
Prepared By:Matthew S. Davidson, P.Eng Date September 26, 2017
Reviewed By:Tammy S. Wilson, CAO Date September 28, 2017
Authorized By:Tammy S. Wilson, CAO Date September 29,2017
CURRENT SITUATION
Staff prepared and issued a Request for Quotation (RFQ), as directed by Council (Motion 2017-
103),to complete winter maintenance for the roads (i.e. Parkwood Dr., Foxwood Dr. and Lake
Road) in Mill Cove for a three (3) year period.The other municipal roads are to be completed by
NSTIR, as requested by Council.
RECOMMENDATION
It is recommended that:
1)The Municipality contract winter maintenance for the roads in Mill Cove through Nova
Scotia Transportation and Infrastructure Renewal, beginning in the 2017-2018 fiscal year.
2)The Municipality continue to maintain the trail on an as required basis through the safest
and most efficient manner possible determined by Staff
BACKGROUND
The winter maintenance services for the roads in Mill Cove, listed below,were previously
tendered on a three (3) year rotation, with the current contract expiring August 31, 2017. William
A. Gerhardt Property Improvements provided the services,except for Lake Road which was
completed in-house since it services the Fire Protection System only.The trail adjacent to the
Parkwood Drive, that extends from Foxwood Drive to ACES, was also maintained by William A.
Gerhardt on an as needed basis.Alternatively,the Municipality has the option, under NSTIR
policy PO1004 Maintenance of Operations, to request NSTIR to complete winter maintenance
services on a per kilometer lump sum basis.
Community Road Name Length
Mill Cove Parkwood Drive 0.75 km
Mill Cove Foxwood Drive 0.35 km
Mill Cove Lake Road 0.13 km
REPORT TO:Municipal Council
SUBMITTED BY:Engineering & Public Works Department
DATE:September 26, 2017
SUBJECT:Winter Maintenance –Municipal Roads
ORIGIN:2017-02-23_Council Meeting
2 Request For Decision
DISCUSSION
The level of service specified in the RFQ for the municipal roads in Mill Cove is based upon the
NSTIR standard, generally described below:
-Snow Plowing and salting will be performed as outlined for Level III roads in the NSTIR
Plowing Priorities, latest edition.
-Level III roads are classified as local paved roads, most subdivision and residential streets.
-Roads are cleared within 24 hours after snow stops
-Salted to achieve a base center line and salted only after a storm
-Sand may be used to provide improved traction if temperatures are below -12oC
The recently issued RFQ was also issued based on a lump sum basis (i.e. an annual price regardless
how much it snows).This will allow MODC to compare, as best as possible,and select the service
provider for winter maintenance that is in the Municipality’s best interest.
These roads are all located near or intersect with NSTIR roads, therefore,if NSTIR is selected,the
roads will be maintained with the existing equipment on their regular routes and we can expect
a consistent service level overall.NSTIR currently provides winter maintenance services for
Millennium Drive, Chester. They have provided excellent service in the past and Municipality
does not have a record of any complaints due to winter road conditions for past several years.
It should be noted however,the previous contract was based on a “per occurrence basis” and
requests for additional service (i.e.additional salting/sanding or snow disposal) were made and
work completed (i.e. follow ups from inspections or public complaints).Snow disposal is outside
NSTIR service standard and was not included in the RFQ for winter services. Therefore,this will
remain a municipal responsibility, if required, will be done through existing contracts at an
additional cost.Also,any complaints regarding slippery road conditions will be dealt with on a
priority manner as deemed by the service provider, based on the service standard.
On September 22, 2017, Tender T-2017-02 Winter Road Maintenance –Mill Cove closed, with
only one (1) submission from B A Saulnier Cabinet Making. The contractor has shown that he has
the necessary WCB coverage and can obtain the necessary Insurance. The contractor does not
currently have the necessary safety certification, but has submitted documentation to indicate
they are in the process of obtaining NSCSA Certificate of Recognition. Therefore, the bid will be
considered compliant for comparison purposes.
3 Request For Decision
IMPLICATIONS
Policy
Procurement would follow P-04, Procurement Policy, for any municipal controlled snow removal
services, which would be another three (3) year contract, beginning September 2017.
NSTIR services for 2017-2018 would be similar to the agreement in place for Millennium Drive.
The current Procurement Policy would have to be amended if we were to contract services
through NSTIR.
Financial/Budgetary
NSTIR can provide winter maintenance services for the Mill Cove Roads this fiscal year
(2017/2018)on a per km cost of $ 9279.00 Net HST, factoring in administration costs.If NSTIR
were to maintain the roads in Mill Cove, they would charge an estimated $6,959.25, $3,247.65
and $1,206.27 for Parkwood Dr., Foxwood Dr., and Lake Road respectively.Future years would
need to be adjusted based on CPI, currently CPI is tracking at about 1% next year.
B A Saulnier Cabinet Making submitting the following pricing, adjusted to net HST for comparison:
SCHEDULE PERIOD Parkwood Dr.Foxwood Dr.Lake Rd
Lump sum Lump Sum Lump Sum
YEAR 1 Oct 1/17-Sept 30/18 $7, 195.75 $5, 162.17 $2, 059.65
YEAR 2 Oct 1/18-Sept 30/19 $7, 300.03 $5, 214.31 $2, 059.65
YEAR 3 Oct 1/19-Sept 30/20 $7, 404.32 $5, 318.60 $2, 190.01
Lake Road does not need to be maintained to the service standard since it only services the Fire
Protection system and there is no other public need. Therefore, when comparing the submitted
year 1 prices for both Parkwood Dr. and Foxwood Dr. to the estimated NSTIR charges, the
Municipality would realize an estimated savings of $2,150.00 in total for the 2017-18 fiscal year.
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;
4 Request For Decision
Work Program Implications
The current operational work program includes the re-tendering of the winter service contract
for municipal roads, as well as the management and inspection of services provided by local
contractor.
If winter maintenance services are provided by NSTIR, it is assumed staff would no longer
regularly inspect road conditions, but we would continue to receive, follow up and record any
public complaints.Furthermore,it is also assumed by staff that there would be a consistency of
service provided since NSTIR is already in the area, and reduced conflicts with two (2) different
service providers in the area. With that said, it is would also be assumed that MODC would have
more control over services if services were completed by a certified local contractor.
OPTIONS
1.Proceed with award of service contract to the lowest compliant bidder;
2.Defer any decision on the matter and direct staff to bring back further information as
identified by Council.
ATTACHMENTS