HomeMy Public PortalAbout2018-03-22_COW_Public_Agenda PackagePage 1 of 2 of Agenda Cover Page(s)
Committee of the W hole
AGENDA
Thursday,March 22, 2018
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 –March 1, 2018.
5.MATTERS ARISING:
6.POLICY DEVELOPMENT/REVIEW:
6.1 Request for Decision prepared by Administration Department dated March 2,
2018 regarding Policies to be Repealed as follows:
a)P-03 Business Occupancy Tax Collection Policy
b)P-07 Computer Passwords Policy
c)P-16 MGA Designation –Appointment of Municipal Auditor
d)P-24 Chester Fire Search and Rescue Boat Policy
i.Chester Municipal Council Emergency Meeting Minutes –
December 16, 2010
ii.Letter from MODC CAO to Village of Chester –December 16, 2010
e)P-27 Valuation Allowance Policy
f)P-53 Data Back-Up Policy
g)P-62 Volunteers -Halifax 2011 Winter Games Policy
7.CORRESPONDENCE:
7.1 Presentation by Gina Green,Together We Can Community Society regarding
Gold River School Property Proposal (appointment at 9:00 a.m.)
a)Appendix A –Design Concept
b)Appendix B –De-Pave Project
Page 2 of 2
7.2 Letter from Through The Years Day Care & Community Centre dated March 1,
2018 regarding request for help in obtaining a crosswalk at the junction of
Highway 3 and 329.
7.3 For Information –Email from UNSM dated March 12, 2018 regarding UNSM
Board Report –March 2, 2018.
8.NEW BUSINESS:
8.1 Request for Decision prepared by Community Development Department dated
February 28,2018 regarding Private Street Maintenance –Kelly Drive.
8.2 Request for Decision prepared by Recreation and Parks Department dated March
15, 2018 regarding Council Grant Request –2018 Esso Cup, Female Midget AAA
National Championship.
8.3 Request for Decision prepared by Solid Waste Department dated March 12, 2018
regarding Special Collection.
9.IN CAMERA:
10.ADJOURNMENT.
APPOINTMENT
9:00 a.m.Gina Green regarding Gold River School Property Proposal.
9.1 Land Negotiations – Section 22(2)(a) of the MGA - Simms Settlement RFP
9.2 Legal Advice – Section 22(2)(g) of the MGA – UARB/Cannabis for Life
9.3 Contract Negotiations – Section 22(2)(e) of the MGA – Valley Waste
9.4 Personnel Matters – Section 22(2)(c) of the MGA – B. Forest
REQUEST FOR D ECISION
Prepared By:Jonathan Meakin,
Strategic Initiatives Coordinator
Date March 2, 2018
Reviewed By:Date
Authorized By:Tammy Wilson, MURP, MCIP, CAO Date March 14, 2018
CURRENT SITUATION
Several existing MODC policies are no longer meaningful or relevant because of changes to
legislation or regulations,to Council and Administration practices, or to the content and
contexts for which some policies were adopted.Outdated policies are at risk of providing
unclear or potentially inaccurate guidance for Council, staff,residents, and other stakeholders.
This Request for Decision provides brief reasons for repealing the policies identified. The policies
in question are included as attachments for Council’s review,along with additional
documentation where relevant.
RECOMMENDATION
That Council repeal the following policies (see Attachments) for the reasons provided in this
Staff Report:
P-03 Business Occupancy Tax Collection Policy
P-07 Computer Passwords Policy AND P-53 Data Back-Up Policy
(Note: P-07 and p-53 may be repealed in the same Motion as the reason for Repeal
is essentially the same.)
P-16 MGA Designation -Appointment of Municipal Auditor
P-24 Chester Fire Search and Rescue Boat Policy
P-27 Valuation Allowance Policy
P-62 Volunteers -Halifax 2011 Winter Games Policy
BACKGROUND
The policies presented here for repeal are part of an ongoing policy review workplan first
identified by Council in the Municipality’s 2017-18 Strategic Priorities Chart, and subsequently
established as a standing COW Agenda item as per Council Motion 2018-047.
REPORT TO:Committee of the Whole
SUBMITTED BY:Administration
DATE:March 22, 2018
SUBJECT:Policies to be Repealed
ORIGIN:Standing CoW Agenda Item
2 Request For D ecision
The Municipal Government Act,Section 48(1) states that:Before a policy is passed, amended or
repealed the council shall give at least seven days notice to all council members.
DISCUSSION
Polices are ‘living documents’ that, done well and done right, provide guidance and flexibility for
Municipal Council, clear direction and delegation for staff, and an understanding of Municipal
requirements for residents. Staff will assist Council in implementing a manageable, regular cycle
of review of MODC policies to ensure policies remain meaningful and relevant for the
Municipality as a whole.
The following Policies and reasons for their repeal are provided to Committee of the Whole as
part of this review:
P-03 Business Occupancy Tax Collection Policy
Rationale:MODC no longer collects this tax, nor was it replaced with a comparable model of
taxation. When the Business Occupancy Tax was repealed,Municipalities had to adjust their
commercial tax rate to make up the lost revenue. This transition was phased in over five years.
P-07 Computer Passwords Policy
P-53 Data Back-Up Policy
Rationale:These two policies no longer reflect MODC’s current information technology
practices. The updated purpose of these policies is now c overed under MODC’s IT risk
mitigation as business continuity and cybersecurity processes and procedures.
P-16 MGA Designation –Appointment of Municipal Auditor
Rationale:The Municipal Auditor appointment by Motion is not a policy.,The P-04 Procurement
Policy note the timeframes that the audit service shall be put out to tender or RFP (every five
years)
P-24 Chester Fire Search and Rescue Boat Policy
Rationale: As indicated by the attached Minutes of the Council Emergency Meeting on
December 16, 2010, along with the subsequent letter from MODC CAO to the Village of Chester
on the same date, ownership of the Fire Search and Rescue Boat was transferred from MODC to
the Village of Chester.As a result, this policy is null and void given the Municipality no longer
owns the boat.
3 Request For D ecision
P-27 Valuation Allowance Policy
Rationale: This policy is contrary to the Municipal Accounting and Reporting Manual and GAAP
(Generally Accepted Accounting Principles). Moreover, since the process to be followed is
documented in these accounting pronouncements, there is no need to have a distinct municipal
policy for this process.
P-62 Volunteers -Halifax 2011 Winter Games Policy
Rationale: This policy was created to manage a personnel matter, namely to provide a
mechanism through which the Municipality and staff could partner on providing paid leave to
enable staff to volunteer for the Canada Winter Games in Halifax seven (7) year s ago. As the
policy was created for a specific, one-off purpose, the policy has no bearing on existing
personnel management needs.
IMPLICATIONS
Policy
Repeal of the following policies: P-03, P-07, P-16, P-24, P-27, P-53, P-62
Financial/Budgetary
N/A
Environmental
N/A
Strategic Plan
Ongoing policy review work supports the following components of the Strategic Plan:
Continually improve public satisfaction with municipal services.
Continually reinforce the positive image of the Municipality through lea dership in public
engagement and communication.
Work Program
N/A
OPTIONS
The following options are available to Council:
1.Propose Motions (one for each Policy to be Repealed)that the Committee of the Whole
recommend to Council to Repeal the following Policies for the reasons provided in the
Recommendation section of this report:
4 Request For D ecision
P-03 Business Occupancy Tax Collection Policy
P-07 Computer Passwords Policy AND P-53 Data Back-Up Policy
(Note: P-07 and p-53 may be repealed in the same Motion as the reason for Repeal
is essentially the same.)
P-16 MGA Designation -Appointment of Municipal Auditor
P-24 Chester Fire Search and Rescue Boat Policy
P-27 Valuation Allowance Policy
P-62 Volunteers -Halifax 2011 Winter Games Policy
2.Propose Motions (one for each Policy to be Repealed)that the Committee of the Whole
recommend to Council to Repeal specific Policies from the list provided,for the reasons
provided in the Recommendation section of this report, with direction to Staff to submit
additional information for the remaining Policies on the list for further consideration.
3.Not approve the Repeal of any Policies recommended in this report.
ATTACHMENTS
P-03 Business Occupancy Taxes Collection Policy
P-07 Computer Passwords Policy
P-16 MGA Designation -Appointment of Municipal Auditor
P-24 Chester Fire Search and Rescue Boat Policy
o Chester Municipal Council Emergency Meeting Minutes –December 16, 2010
o Letter from MODC CAO to Village of Chester –December 16, 2010
P-27 Valuation Allowance Policy
P-53 Data Back-Up Policy
P-62 Volunteers –Halifax 2011 Winter Games Policy
COMMUNICATIONS (INTE RNAL/EXTERNAL)
None
What is Depave Paradise?
Depave Paradise is an initiative of Green Communities Canada coordinated locally by Blyenose
Coastal Action Foundation and funded through the EcoAction Community Funding Program.
Community members come together to tear up unused pavement and create community-
friendly green spaces that capture rainwater, create habitat for wildlife, and transform the way
rain is managed with green infrastructure.
Impervious surfaces, such as driveways, parking lots, and buildings interrupt the natural water
cycle by preventing rainwater from soaking into the ground.The consequences of this
stormwater runoff can include increased erosion;the transport of contaminants and sediment
into surrounding watersheds; flooded infrastructure; and damage to aquatic, riparian and/or
coastal habitat. In some towns throughout southwestern Nova Scotia, 'combined' storm sewer
systems are also set-up to release untreated sewage waste into surrounding water bodies when
overwhelmed by heavy rainfall. In these areas, increased volume of stormwater runoff will have
obvious consequences to water quality and public health
By removing pavement and replacing it with native plants, we increase infiltration of rain into
soils;reduce flood and combined sewer overflow rise; recharge groundwater supplies;help
protect local waterways;create habitat for pollinators;increase general well-being with green
space, and encourage walking. In addition, the depaving event itself is fun and brings
community together. Furthermore, it creates an opportunity for awareness raising and education
about stormwater management
With your help,our community can replace ___m2 of asphalt with green space,which will:
1)help to educate community members about stormwater management during the event;
2)be a visible demonstration site for low-impact development stormwater management in our
community;
3)improve water infiltration and quality by removing approximately 30kg of contaminants from
stormwater annually;
4)Be planted with at least 45 native plants that will create habitat and food for pollinators;
5)Divert at least 80m3 of rain water annually;
6)Create ___m2 of land available for habitat restoration,pollinators,and native vegetation;
7)Bring community members closer together over a shared project and;
8)Add a beautiful landscape feature to our community.
What is involved?
Site Host Expectation and Responsibilities:
-Meetings between site host and delivery agent on a regular basis and communication via email
and/or phone as many times as necessary to complete the project and then again within two
weeks post event to confer on evaluation and maintenance plan;
-Research the site history and do any testing needed to determine that the site is contaminant
free;
-Assist with fundraising to help pay for the redevelopment;
-Galvanize community support for the project;
-Develop a site plan to remove a minimum of 150m2 (or equivalent to 10m x 10m) of hard
surface to improve infiltration of stormwater and water quality and reduce flooding well in
advance of the desired depaving event date (minimum three weeks in advance);
-Develop a vision and a stewardship plan for the site post-depaving that includes weeding,
watering and occasional tours/interviews with interested persons;
-Recruit community volunteers and partners: Agencies, neighborhood associations, parents,
teachers and school staff, non-profit organizations, funding entities, etc.
-Identify needs for and pricing of site improvements beyond the pavement removal: garden
shed, park bench, tree and plant materials, water system, etc;
-Secure the safety of the site to ensure non-participants are kept away from the area while work
is going on;
-Arrange for pre-cutting of pavement in the days before the event;
-Arrange pickup and disposal of pavement;
-Work with delivery agent to negotiate replacing or fixing any equipment damaged or broken
during depave events;
Delivery Agent Expectations and Responsibilities:
-Assist as needed with all of the above expectations by providing templates, guides, advice and
coaching;
-Secure grants, financial donations, and assist with fundraising to help pay for the
redevelopments;
-Galvanize community support for the project;
-Recruit community volunteers and partners: Agencies, neighborhood associations, parents,
teachers and school staff, non-profit organizations, funding entities, etc.;
-Ensure that participants are given adequate notice to wear safety shoes;
-Solicit donations of food, music, opening words of inspiration, and/or other means of
recognizing the work of volunteers on this project;
-Plan the events and select event dates that link up with other neighborhood events when
possible;
-Arrange for children’s activity to run concurrently that will allow full participation of parents;
-Secure the safety of participants as outlined in the project safety plan.
Provide health and safety briefing, stretching
Check that volunteers are wearing steel toed safety boots
Arrange for first aid trained volunteer and tent
Ensure children and other non-participants are kept out of the depave area
-Order materials and other services required on the day as laid out in the project plan;
-Ensure adequate tools are provided (gloves, pry-bars, shovels, rakes, wheelbarrows);
-Arrange for photo and video documentation of the event;
-Issue press release and arrange media briefing;
-Conduct media interviews and social media engagement on the day;
-Create and install signage;
-Write final report and blog;
-Work with site host to negotiate replacing or fixing any equipment damaged or broken during
depave events
1
Cindy Hannaford
Subject:FW: UNSM BOARD REPORT—MARCH 2, 2018-Action Required: For InformationPurposesAttachments:image001.jpg; ATT00001.htm; UNSM Board Initiatives Report--March 2, 2018.pdf;ATT00002.htm
Begin forwarded message:
From:UNSM Info <Info@unsm.ca>
Date:March 12, 2018 at 3:11:09 PM ADT
To:Tracy Verbeke <TVerbeke@unsm.ca>
Subject:UNSM BOARD REPORT—MARCH 2, 2018-Action Required:For Information
Purposes
March 12, 2018
TO:Mayors, Wardens, Clerks, All Units
CC:UNSM Membership
FR:Geoff Stewart, President, Union of Nova Scotia Municipalities
RE:UNSM BOARD REPORT—MARCH 2, 2018
I am pleased to send you the UNSM Board Report from ou r March 2, 2018, meeting.We ask that
you include this report on your Council Agenda.We would be pleased to answer any questions that
may arise, or hear any comments and/or suggestions.
Also attached is the update on our initiatives report.
1.Municipal Modernization:The Board endorsed a Letter or Understanding with the AMANS,
Department of Municipal Affairs and UNSM to enter into a partnership to complete the first
(development) phase of the Municipal Modernization project. This phase will develop a
framework for the project, identifying the approach, timelines, and possible actions leading to
better understanding of how municipal modernization might best be achieved.It will also
identify the issues that would not be included in the project.A decision to continue to Phase
11, or implementation, would need to be made following discussion of the framework
developed.
2.Rebranding:The Rebranding Committee met with the Executive to choose colours for the
logo and the tagline.The Board agreed that the UNSM would go forward with the launch at
the Spring Workshop.The new website will also go live at that time.
3.PVSC Memorandum of Understanding:The governance changes to the PVSC Legislation
are expected to be tables in the spring sitting of the Legislation.One of the elements of the
governance changes supported by UNSM included a Memorandum of Understanding (MOU)
between the two organizations.The Board discussed a proposed MOU, but will wait until the
actual legislation is tabled before signing off on the MOU
2
4.211 Nova Scotia Board Appointment:Councillor Tina Connors, District of Chester, was
appointed to the 211 Nova Scotia Board.
5.Resolutions Process:The Board discussed feedback from last year’s resolution.Ideally, the
resolutions developed would align with UNSM priorities. The Board agreed to seek Council
feedback on the priorities the UNSM should address this year.To this end, a request will be
sent to every council, asking them to discuss their top priorities.The priorities identified by
councils will be presented at the UNSM spring conference.Further discussion at that meeting
will provide input to the development of the 2018 resolutions.
6.Advocacy Strategy Workshop:The Board agreed to participate in workshop to review
current advocacy strategies, to receive information on best practices, and to develop an
advocacy framework.
The Board also agreed to hold Advocacy Days in the Fall.
7.Fire Services:A few changes to the Fire Services Phase I, Terms of Reference were
needed.The Board approved these changes.
REQUEST FOR DECISION
Prepared By:Chad Haughn Date March 15, 2018
Reviewed By:Date
Authorized By:Tammy Wilson, CAO Date March 15, 2018
CURRENT SITUATION
A request for Council Grant support was received on February 27, 2018 for the 2018 Esso Cup,
the Female Midget AAA National Championship .
REQUEST
Events Lunenburg County is hosting the Esso Cup from April 22-28, 2018 at the Lunenburg
County Lifestyle Centre. The total budget for the Esso Cup tournament is $219,000 and they
have requested that Council support this event up to $5,000.
Sponsorship:Platinum $10,000
Gold $ 5,000
Silver $ 2,500
Bronze $ 1,500
Friends $ 500
DISCUSSION
Like other large-scale events taking place in Lunenburg County,residents will attend the hockey
tournament, volunteers will assist with tournament logistics and local businesses will benefit
from teams, officials and fans coming to the area (i.e. Atlantica Oak Island is the # 2 hotel
provider for the tournament).The Championship game will be broadcast on TSN giving the
region some national attention.
In addition, the tournament will help raise the profile of female hockey and there is a proposal
to support local female hockey players through a legacy plan –female hockey development
programs and coaching clinics.
REPORT TO:Municipal Council
SUBMITTED BY:Chad Haughn,Recreation & Parks Dept.
DATE:March 15, 2018
SUBJECT:Council Grant Request
ORIGIN:Council Grants
2 Request For Decision /Direction
IMPLICATIONS
Policy
Financial/Budgetary
There was a total of $72,000 in the Council Grants budget for 2017-18. As of March 15, 2018,
$59,390 has been distributed to groups leaving $12,610 remaining in the budget.
Environmental
Strategic Plan
Strengthen and support environmental, cultural, and social resources
Work Program Implications
NA
OPTIONS1.Approve a Council Grant up to $5,000.2.Deny the grant request.
ATTACHEMENTS1.Copy of the Esso Cup 2018 Council Grant application.
REQUEST FOR D IRECTION
Prepared By:Bruce Forest/Christa Rafuse, P.Eng.Date March 12, 2018
Reviewed By:Tammy Wilson Date March 14,2018
Authorized By:Tammy Wilson Date March 2018
CURRENT SITUATION
Presently the waste collection contract includes special collections throughout the year to residents of the
Municipality of Chester. There are three (3) special collections scheduled between Spring and Fall to accept
large bulky items and other items not typically placed at the curb during regular collection days.
The solid waste collection contract will be coming up for retender and we have made arrangements to work
together with Lunenburg County municipalities to benefit our area and maximize quality and economies of
scale. We have requested a one-year extension with our existing hauler in order to complete the process.
We have asked for no fee increase for this 12-month extension
We have also approached the existing hauler to extend our collection contract for a one -year term and
discussed our future plan to provide bulky item collection bi-weekly, all year round, rather than the
infrequent special collection days where the program is sometimes abused and offered sporadically.
The Hauler has indicated that that they are prepared to maintain the 2017 -18 fees for 2018-19 provided
MODC implements a bi-weekly bulky item collection and phases out special collection.
RECOMMENDATION
Staff respectfully recommend that Council approve revisions to the Waste Collection Contract that will”
Implement a by-weekly bulky item collection, commencing in May/June
Phase out Special Collection after 2018
And that this be subject to no additional contract costs.Rather than take the special collection days away
as scheduled,we would keep as is but also promote the changes for next year and the addition of the
new bi-weekly bulky item collection service (at no additional cost to MODC).
BACKGROUND
Special waste collections have been adapted over the years to provide residents of MODC with bulky item
and larger than normal waste pickup between Spring and Fall.Although it has been somewhat abused over
time with the varying volumes that are encountered by the haulers it has been successful overall. The
residents are appreciative and the haulers work very hard to keep residents happy a nd do a great job.
REPORT TO:CAO and Council
SUBMITTED BY:Christa Rafuse, P.Eng/Bruce Forest
DATE:March 12, 2018
SUBJECT:Special Waste Collection
ORIGIN:
2 Request for Direction
The annual waste collection calendar, website and other forms of communication have worked very well to
keep the residents informed of the special collection days.
DISCUSSION
Currently MODC offers special waste collections throughout the year to its residents to provide the
opportunity to dispose of bulky items and other waste not typically accepted in larger quantities a t the curb.
Bi-weekly bulky item collection is not unheard of and very successful in other jurisdictions ,including Halifax.
This program gives the hauler and resident more flexibility and cuts down on those large surges of waste
at the incoming facilities.
With Sustane in operation this change will be beneficial given that the tipping floor volume should be
relatively consistent to work efficiently. There are potential savings to MODC via the next tender and the
implementation time with the contract extension can make this transition very doable and accepted by the
residents in the Municipality. The opportunity then exists for the successful contractor to order new
collection vehicles and staff as needed as part of a new configuration.
There will be no additional cost to MODC for the additional service and commitment to honor the special
collection days during this one-year extension period.
IMPLICATIONS
Policy
N/A
Financial/Budgetary
No increase for this additional service during the one -year extension of the waste collection contract.
Environmental
N/A
Strategic Plan
1.Maintain a high level of fiscal responsibility;
2.Continually improve public satisfaction with municipal services;
3.Ensure sufficient infrastructure is available to best serve our residents and businesses.
Work Program Implications
Increased level of service at no cost to MODC and of benefit to all.
OPTION S
1.Maintain special waste collection program as is for 2018-19
2.Implement bi-weekly bulky item program along with this last year of special waste collection
program (3 dates).
3.Implement the bi-weekly bulky item collection program following the spring special waste
collection and discontinue the remaining 2 dates for the year.
ATTACHMENTS
N/A
2 Request for Direction
COMMUNICATIONS (INTE RNAL/EXTERNAL)
N/A