HomeMy Public PortalAbout2018-05-24_COW_Public Agenda PackagePage 1 of 2 of Agenda Cover Page(s)
Committee of the W hole
AGENDA
(to follow Public Hearing at 8:45 a.m.)
Thursday,May 24, 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 (to follow Public Hearing)
4.MINUTES OF PREVIOUS MEETING:
4.1.Committee of the Whole –May 3, 2018
5.MATTERS ARISING:
5.1 Request for Decision prepared by Administration dated May 18, 2018 regarding
FCM/Sustane Event Sponsorship Opportunity (Follow up from COW Meeting –
March 1,2018)
6.POLICY DEVELOPMENT/REVIEW.
7.CORRESPONDENCE:
7.1 Council Grant Request/Application –Chester Drama Society.
7.2 Council Grant Request/Application –Canadian Cancer Society –Chester Relay for
Life.
8.NEW BUSINESS:
8.1 Request for Decision prepared by Stephanie Beaumont, Tourism Team dated May
16, 2018 regarding Nova Scotia’s Treasure Treat Truck.
8.2 CAO Report dated May 17, 2018
a)Strategic Priorities Chart Update (marked up)
b)Strategic Priorities Chart Update
8.3 Departments Quarterly Reports –January to March 31, 2018
a)Administration
b)Community Development
c)Engineering and Public Works
d)Finance
Page 2 of 2
e)Information Services
f)Recreation and Parks
g)Solid Waste
8.4 Finance –4th Quarter (2017-2018) Final Report (TBC)
8.5 Information Report prepared by Economic Development Officer dated May 11,
2018 regarding Economic Development Sponsorship
a)Hubbards Barn Association 2018 Food Truck Rally
b)Swing for Shoreham Golf Tournament
8.6 South Shore Regional Enterprise Network –Winter Videos and Photography for
Tourism Season.
Partnership.
9.2 Section 22(2)(e) of the MGA –Contract Negotiations –Update -Wet Anaerobic
10.ADJOURNMENT.
APPOINTMENT
10:00 a.m.Dawn Harwood-Jones, Chester Drama Society regarding Grant Request.
Digestion/Project/Legal Advice.
9.3 Section 22(2)(c) of the MGA - Personnel Matter
8.7 Chester ‘Best of’ Business Awards – Announcement of Winners
9.IN CAMERA:
9.1 Section 22(2)( e) of the MGA – Contact Negotiations – Update - Valley Waste
REQUEST FOR D ECISION
Prepared By:Tammy Wilson, CAO Date May 18, 2018
Reviewed By:Date
Authorized By:Date
CURRENT SITUATION
The Federation of Municipalities National Conference is hosted by Halifax Regional Municipality this June
2018. At the March 1, 2018 Committee of the Whole Meeting (COW) the Committee received
correspondence from Halifax seeking sponsors of conference even ts (gala, receptions, mobile workshops,
etc). Staff was directed to explore what opportunities may exists to sponsor a Sustane Technologies event
occurring with the FCM conference.
RECOMMENDATION
That Municipal Council authorizes up to $1800 to co -host a reception with Sustane Technologies.
BACKGROUND
Staff have been in contact with FCM and have determined that the Sustane Tour is not one that is being
run through the conference committee and thus is not an activity on the list for sponsorship. Staff thenc e
contacted Sustane to see how MODC could assist in sponsoring their presence at FCM, given that they
will be providing a tour and session to many municipal unit representatives across Canada. Tours will be
offered at Kaizer Meadows and it is a great opportunity to showcase our investment in our Solid Waste
Management Facility and Eco Park as well as MODC overall.
Sustane Technologies has proposed that MODC consider co-hosting a reception on Saturday, June 2 (5
pm to 8 pm). MODC would have an opportunity t o have promotional material on hand (banner, flyers etc).
IMPLICATIONS
Policy
MODC does not have a Hospitality Policy in place and thus this is being forwarded to Council for
consideration. MODC may wish to specify what its contribution is to be used for (ie. facility rental, food)
Financial/Budgetary
Estimated costs are $1800
Environmental
n/a
Strategic Plan
n/a
REPORT TO:Municipal Council
SUBMITTED BY:Administration
DATE:May 18, 2018
SUBJECT:FCM Event Sponsorship Opportunity
ORIGIN:COW -March 1, 2018
2 REQUEST FOR D ECISION /Direction
Work Program Implications
If approved, Staff will assist Sustane with the invite list and hosting activ ities.
OPTIONS
The options available are:
1.To co-host event with Sustane at recommended amount, or less
2.To not co-host the event with Sustane
ATTACHMENTS
none
COMMUNICATIONS (INTE RNAL/EXTERNAL)
Invitations will be sent to our municipal partners in solid waste (Valley, Lunenburg Co., HRM)
REQUEST FOR DECISION
Prepared By:Stephanie Beaumont Date May 16, 2018
Reviewed By:Erin Lowe Date May 16, 2018
Authorized By:Tammy Wilson, CAO Date May 17, 2018
CUR RENT SITUATION
MOC’s new Visitor Information Services (VIS)strategy includes the rollout of an Ambassador
Partnership Program.See attached Visitor Information Services Plan for a complete overview of
what is proposed for the 2018 Pilot Season.
The Ambassador Partnership Program creates opportunities for local businesses to increase
their exposure and generate free advertising as well as lend several static locations for tourism
information rather than one, centralized location.For the 2018 Pilot Season, there will be 12
spots available.
To further enhance the Ambassador Program and increase visibility for our 12 partners, staff
propose to add a ‘Nova Scotia Treasure Treat Truck' to the program as outlined in the attached
plan. Given that this is a pilot year for our program we are pro posing our Nova Scotia’s Treasure
Treat Truck be the one currently operated by Charles Brown of The Stretch Diner Restaurant –
this vehicle would join us at events selling ice cream, other frozen treats, snacks and drinks.
DISCUSSION
The cost of approximately $5,000 to vinyl wrap the truck is not included in the approved VIS
budget.However, we have $20,000 in the budget for Tourism Advertising;which is currently
allotted to purchasing ads in the Saltscapes Magazines,Doers and Dreamers and South Shore
Guides.Staff see value in reducing ad sizes in these publications and reallocating $5,000
towards the cost of the vinyl wrap to increase promotion for our partners.
Considering that it is our pilot year and that the tourism season is about to kick off, we have
only spoken to one potential business who could operate this function for us.
REPORT TO:Municipal Council
SUBMITTED BY:Stephanie Beaumont, Tourism Team
DATE:May 16, 2018
SUBJECT:Nova Scotia’s Treasure Treat Truck
ORIGIN:Visitor Information Services Program
2
request for decision
The contract put forward with the ‘Treasure Truck’operator would include the following
conditions:
Only to participate at events where there is no other business/organization providing
food and refreshments;
Use of the vehicle outside of our activities would have to be approved by the
municipality.Bearing in mind that most things would be approved (more exposure is a
good thing);but events would have to be non-partisan, etc.
The truck would have to have the ability to be wrapped at a reasonable price.
OPTIONS
1.Council approve a reallocation of $5,000 from the tourism advertising budget to fund
the vinyl wrap of the treasure truck and enter into a contract with Charles Brown for the
2018 Pilot Year with the intent that, if successful, open it up in Year 2 to other operators
who may want to provide this service.
2.Council approve a reallocation of $5,000 from the tourism advertising budget to fund
the vinyl wrap of the treasure truck and issue a public expression of interest to identify
any other possible vendors for the 2018 Pilot Year.
3.Council remove the ‘Nova Scotia’s Treasure Treat Truck’from the Ambassador
Partnership Program as a service offering to our partners.
IMPLICATIONS
Policy
N/A
Financial/Budgetary
This would require reallocation of existing budget.
Environmental
N/A
Strategic Plan (Goal)
Promote conditions conducive to fostering economic prosperity
Work Program Implications
N/A
ATTACHMENTS
TOURISM CHESTER 2018 VISITOR INFORMATION SERVICES PROGRAM (PILOT YEAR)
Page 1 of 6
MUNICIPALITY OF THE
DISTRICT OF CHESTER
CAO UPDATE
REPORT TO Warden Allen Webber and Municipal Council Members
SUBMITTED BY Tammy Wilson, MURP, MCIP, Chief Administrative Officer
DATE May 17, 2018
SUBJECT Strategic Priorities Update-May 8, 2018
_________________________________________________________________________________________________
The following reports on the activities of the Municipality of District of Chester Administration
and Departments for the period of Feb 1, 2017 to May 8, 2018. This report provides updates on
the actions identified on the Strategic Priorities Chart, as well as other activities identified as
important to update Council on.
NOW PRIORITIES
ACTION STATUS
SOUTH SHORE REN –IN OR OUT
COMPLETED
Report to Council on Options.
Joint Council session held March 1, 2018
Decision made March 29, 2018. Notice to
Withdraw given
CAO’s are meeting to develop windup plan and
options for immediate termination or 12-month
notice. Report to Mayors/CAO’s will be made June
6thth.
STREETSCAPE PLAN-TIR/PLAN Workshop held with Council –Feb 2018
Meeting with NSDOTIR to discuss Council’s
interest in pursuing opportunities that may exist.
NSDOTIR completing preliminary estimates of
costs
Expressed in interest in paved shoulders along
Highway 3 (Marriots Cove to Chester Basin).
NSDOTIR provided cost estimate ($276,000 to be
funded by MODC); report to Council pending
INVESTMENT STRATEGY Meeting with Bank of Nova Scotia to discuss
investment portfolio opportunities.
Page 2 of 6
CHESTER WATER Survey developed and distributed (800
properties); 50% response rate
Water Sampling of 80 properties completed
Update to Council on results of survey and
sampling –July 2017
Final Analysis and options Report-September
2017
Technical Analysis and opinion of probable costs
completed; Socio-Economic Analysis to be
completed by May 11
SHARED SERVICES Inter-Municipal Agreement drafted
Approved by MODC and TOMB
TOL and MODL approval pending
Budget for 2018-19 approved for implementation
Next step will be planning and implementation of
Phase 1
SUSTANE TRANSITION Sustane not operational yet. Once operational
plan will be put in place for development of
synergies
2018-19 Budget includes transition to processing
by Sustane (Aug/Sept 2018)
WELL UPGRADE BY-LAW Report to COW re: Options for By-law-May 3,
2018; Draft By-law presented-pending revision
and legal review
Financing Agreement drafted and pending review
Targeting June 2018 approval and implementation
of By-law
COMFIT Council approved entering into a contract with
Minas Energy and Wintech (Dec 2017) to
complete a Wet Anaerobic Digestion Feasibility
study
Study completed March 2018;
Expression of Interest completed for Technology
provider
Council awarded Phase 0 to Anaergia for $30,000.
Contract executed
Negotiations with feedstock supplier underway
Dept.of Energy and NSPI approval for change in
feedstock pending;
NSPI approval pending
DMA approval for borrowing pending
Page 3 of 6
NEXT PRIORITIES
ACTION STATUS
Waste Water Strategy 2018 action
Commenced assessment of Chester Basin
Sewer (2018-19 Budget)
Business/Industrial Park Land acquired April 2018
Traffic Impact Analysis underway to
determine NSDOTIR requirements re: ingress
and egress
Funds in 2018-19 for design and
construction of access and sirte
Rural Internet
COMPLETED
I Valley Report completed Feb 2018
Joint Council session-Feb 28, 2018
Next steps –CIRA Map; and thence awaiting
funding plan from provincial trust
Marketing Strategy (MODC / KM)Report to Council on approach to Marketing
Strategy, with Sector Strategy as step one
RFP for Sector Strategy completed and
awarded
Village SPS/LUB-Review No progress during the period of this report
Alternative Revenue No work completed during the period of this
report
Open Space Plan Background Report and Workshop held
December 2017
Agreement reached on priority parcels
No further progress during the period of this
report
Signage By-law Program Draft report completed-to COW in May
2018
Waste Water Management District By-
law
Workshop held in December 2017
Priority areas are:
o By-law for Business Industrial Park
o Gold River –Research files/issues
o Subdivision By-law Review (2019/2020)
Page 4 of 6
Sewer Capacity Analysis Looking at Chester Basin in 2018/19 and
New Ross in 2019/20
Active Living Strategy No progress on review/update
Salary Review/Remuneration
(Staff/Council)
Funds included in 2018/19 budget
Waiting for completing of AMA salary review
New Ross Community Use Project Preliminary discussions held with SSRSB
Report to Council in August 2017
Meeting held with SSRSB –Oct 24, 2017
Waiting for approval from Dept.of Educ
Plan Review –Public Engagement Draft MPS and LUB completed
Reviewed by PAC and Council
Public Engagement commenced April 2018
11 meetings completed; 3 meetings remain
to be completed
Facilitator engaged-C Randall
Asset Management Asset Management Readiness test
completed and results presented to Council.
Direction given to proceed with grant
application-which is underway
Funds included in the 2018-19 budget
Waste Collection Contract Agreement given by Council to extend by
one year to allow for regional contract to be
explored;
Extension Agreement developed and
executed
Code of Conduct Best Practice Research completed
Waiting for regulations to be approved
which will set out minimum requirements f
Expense / Hospitality Policy Drafting of policy underway
Best Practice research completed
Template developed for on-line reporting
Page 5 of 6
DEPARTMENTAL ACTIONS ON STRATEGIC PRIORITIES CHART
Please refer to Quarterly Reports for additional Departmental activities.
ACTIONS STATUS
Service Inventory Completed Solid Waste
Business Planning Completed for 2018/19
10 Year Capital Plan Completed
2018-19 Operating Plan Completed
Internal Process/Control Review Not Started
Audit Committee Startup Completed
PO Module/Procurement Policy Not Started
Debt Strategy Municipal Finance Corporations Debt Affordability
model has been obtained and finance staff have
started to input MODC data into this model.
No further progress during the period of this
report.
Roll out of Diamond Access to Directors No progress during the period of this report
UARB Appeal On hold pending Charter challenge
Shattford by the Sea –Development
Agreement
Application has been withdrawn
Village Parking Amendments 1St Reading Completed; Public Hearing May 2018
Portable Sign Amendments Completed
Business Park-Commercial Entrance Completed
Fire Inspection Policy Draft 1 completed and under review by CAO
Annex Renno-Main Floor Completed;File Storage on lower level under
development
Western Shore/Mill Cove Sewer To be completed by June 30, 2018
NSE Sewer Permit Assessments Outstanding
NSE Sewer Annual Reports 3 of the required 5 have been completed
Website Improvements Website Committee has been formed
Website design approved by COW
Target date for Website to be live in late June or
early July 2018
IT Risk Mitigation Plan Disaster Recovery Site established at Kentville
Laserfiche Cloud initiative being explored
Gold River Park –Community Use Public Meeting held in April 2018
Proposal approved by Council; Lease entered into
Page 6 of 6
Sherbrooke Lake Park Design &
Stewardship
RFP for Design issued by MODL
Water quality monitoring program under
development
Safety Program Update to be provided separately
Other Items
ACTION ITEM
Year -End Audit Audit Plan developed
Interim Tax Billing Underway
Financial Quarterly Report (2017-18)Underway
HR—Recruitment of Planning Technician Completed
HR –Recruitment-Planner Completed
HR –Recruitment –Building / Fire
Inspector
Completed
HR-Succession Plan-Solid Waste
Operations Manager
Completed
HR-Recruitment-Engineering Tech Underway
MUNICIPALITY OF THE DISTRICT OF CHESTER
STRATEGIC PRIORITIES CHART
BLUE= COUNCIL –NOW PRIORITIES
GREEN –COUNCIL –NEXT PRIORITIES
Brown = Dept. Projects
February 1,May 8 2018
NOW Milestone
1.SOUTH SHORE REN-IN OUR OUT WIND UP February 22,June 2018
2.STREET SCAPE PLAN-TIR/PLAN March June 2018
3.INVESTMENT STRATEGY July 2018
4.CHESTER WATER April May 2018
5.SHARED SERVICES March June 2018
6.SUSTANE TRANSITION March 2018
7.WELL UPGRADE BY-LAW March June 2018
8.COMFIT March June 2018
NEXT PRIORITIES ACTIVE LIVING STRATEGY
MARKETING STRATEGY GOLD RIVER SEWER ASSESSMENT
SECTOR STRATEGY SALARY/RENUMERATION/BENEFIT REVIEW
BUSINESS/IND AND ECO PARK DEVELOPMENT PLAN NEW ROSS SCHOOL –COMMUNITY USE
VILLAGE SPS / LUB PLAN REVIEW-PUBLIC ENGAGEMENT
ALTERNATE REVIEW ASSET MANAGEMENT
OPEN SPACE PLAN WASTE COLLECTION CONTRACT
SIGNAGE BY-LAW PROGRAM EXPENSE /HOSPITALITY POLICY
WASTE WATER MANAGEMENT DIST BY-LAW CODE OF CONDUCT
SEWER CAPACITY ANALYSIS ROAD UPGRADE POLICY
CAO/ ADMINISTRATION
SOUTH SHORE REN
SHARED SERVICES
WELL UPGRADE BY-LAW
COMFIT
EXPENSE/HOSPITALITY POLICY
ROAD UPGRADE POLICY
Service Inventory
Business planning
FINANCE
INVESTMENT STRATEGY
ALTERNATE REVENUE
10 Year Capital Plan
2018-19 Operating Plan
Internal process/control review
Audit Committee –Startup
PO Module/ procurement policy
Tax Rate and debt strategy
Roll out Diamond access to Directors
HR succession
PUBLIC WORKS
CHESTER WATER
SEWER CAPACITY ANALYSIS
WASTE WATER MANAGEMENT DISTRICT BY-LAW
Annex Reno-main floor
Western Shore/Mill Cove Sewer Projects
NSE Permit Sewer Assessments (5)
NSE Permit Sewer Annual Reports (5)
ECONOMIC DEVELOPMENT
BUSINESS INDUSTRIAL PARK/ECO PARK
RURAL INTERNET /BROADBAND
SECTOR STRATEGY
BRE
Business Engagement
Visitor Info Service –start up
COMMUNITY DEVELOPMENT
PLAN REVIEW -Public Engagement
STREETSCAPE PLAN
SIGNAGE PROGRAM/BY-LAW
UARB Appeal
Shatford’s by the Sea DA and Amendment
Village Parking Amendment
Portable Signage Amendment
Business Park Commercial Entrance Approval
Public Participation policy/program
Planner and Planning & Dev. Tech recruitment
Fire Inspection Policy
CORPORATE
ASSET MANAGEMENT [ CAO]
IT Risk Mitigation Plan
GIS Data Base Awareness Initiative
Website Upgrade-Ph 2RECREATION
OPEN SPACE PLAN
NEW ROSS SCHOOL -COMMUNITY USE
ACTIVE LIVING STRATEGY UPDATE
Gold River Park -Community Use
Sherbrooke Lake Park Design & Stewardship
SOLID WASTE
SUSTANE TRANSITION
WASTE COLLECTION CONTRACT
ADVOCACY
PUBLIC, PRIVATE, PARTNERSHIP
CHESTER COMMISSION
MUNICIPALITY OF THE DISTRICT OF CHESTER
STRATEGIC PRIORITIES CHART
BLUE= COUNCIL –NOW PRIORITIES
GREEN –COUNCIL –NEXT PRIORITIES
Brown = Dept. Projects
May 8, 2018
NOW Milestone
1.SOUTH SHORE REN-Wind Up June 2018
2.STREET SCAPE PLAN-TIR/PLAN June 2018
3.INVESTMENT STRATEGY (Audit Committee)July 2018
4.CHESTER WATER May 2018
5.SHARED SERVICES June 2018
6.WELL UPGRADE BY-LAW June 2018
7.COMFIT June 2018
NEXT PRIORITIES ACTIVE LIVING STRATEGY
MARKETING STRATEGY GOLD RIVER SEWER ASSESSMENT
SECTOR STRATEGY SALARY/RENUMERATION/BENEFIT REVIEW
BUSINESS/IND AND ECO PARK DEVELOPMENT PLAN NEW ROSS SCHOOL –COMMUNITY USE
VILLAGE SPS / LUB PLAN REVIEW-PUBLIC ENGAGEMENT
ALTERNATE REVENUE ASSET MANAGEMENT
OPEN SPACE PLAN WASTE COLLECTION CONTRACT
SIGNAGE BY-LAW PROGRAM EXPENSE /HOSPITALITY POLICY
WASTE WATER MANAGEMENT DIST BY-LAW CODE OF CONDUCT
SEWER CAPACITY ANALYSIS
CAO/ ADMINISTRATION
SOUTH SHORE REN-Wind up
SHARED SERVICES
WELL UPGRADE BY-LAW
COMFIT
EXPENSE/HOSPITALITY POLICY
ROAD UPGRADE POLICY
Service Inventory
FINANCE
INVESTMENT STRATEGY
ALTERNATE REVENUE
Internal process/control review
PO Module/ procurement policy
Tax Rate and debt strategy
Roll out Diamond access to Directors
HR succession
PUBLIC WORKS
CHESTER WATER
SEWER CAPACITY ANALYSIS
WASTE WATER MANAGEMENT DISTRICT BY-LAW
Western Shore/Mill Cove Sewer Projects
NSE Permit Sewer Assessments (5)
NSE Permit Sewer Annual Reports (2)
ECONOMIC DEVELOPMENT
BUSINESS INDUSTRIAL PARK/ECO PARK
RURAL INTERNET /BROADBAND
SECTOR STRATEGY
BRE
Business Engagement
Visitor Info Service –start up
COMMUNITY DEVELOPMENT
PLAN REVIEW -Public Engagement
STREETSCAPE PLAN
SIGNAGE PROGRAM/BY-LAW
UARB Appeal
Village Parking Amendment
Public Participation policy/program
Planner recruitment
Fire Inspection Policy
CORPORATE
ASSET MANAGEMENT [ CAO]
IT Risk Mitigation Plan
GIS Data Base Awareness Initiative
Website Upgrade-Ph 2RECREATION
OPEN SPACE PLAN
NEW ROSS SCHOOL -COMMUNITY USE
ACTIVE LIVING STRATEGY UPDATE
Sherbrooke Lake Park Design & Stewardship
SOLID WASTE
SUSTANE TRANSITION
WASTE COLLECTION CONTRACT
ADVOCACY
PUBLIC, PRIVATE, PARTNERSHIP
CHESTER COMMISSION
ADMINISTRATION QUARTERLY REPORT (January to March 31,2018))
Municipality of Chester-Quarterly Report
SIGNIFICANT INITIATIVES (2017/18 Work Program)
Initiative Status Target
Delivery Date
PACE By-Law On hold per Council direction TBD
Water Supply
Upgrade Lending
Program
Best Practice Research completed; Draft By -law and Report to
COW-May 3, 2018;Draft Financing Agreement completed
June 2018
Inter-Municipal
Shared Services
MOU draft completed and approved by MODC; TOMB
approved; MODL and TOL-approval pending
May 2018
Service capacity Inventory continues; Not a priority project September 2018
Bio Mass Feedstock Characterization Study done, Technology
Assessment completed and an award to Anaergia to
complete preliminary engineering; Negotiations re Feedstock
undertaken, Request for change in Feedstock sent to
Department of Energy; NSPI approval for change requested;
DMA approval for borrowing-pending review
June 2018
Business/Industrial
Park
Land Acquired; Traffic Impact Analysis Scope of Work
completed and awarded
June 2018
REN-MODC role Report to COW –March 2018; Notice of Withdraw
completed; Working on windup plan with partners
May 2018
OTHER ACTIVITIES
Activity Status
HR Recruitment
-Planner
-Director of Solid Waste
Ongoing; Second round of advertising completed
Succession Plan completed; C. Rafuse has accepted position
Valley Waste Agreement-
Amendments
Amendments to Agreement completed and approved by
MODC; Valley Waste Approval Pending
Councillor Expense Policy
Hospitality Policy
Code of Conduct
Best Practice Research ongoing for these related legislated
documents;Policies being drafted ;regulations for Policies
from Gov of NS expected in June 2018
Asset Management Asset Management Readiness test completed; Report to
Council on options for proceeding; Funding for Strategy
Development sourced and Municipal Asset Management
Program grant application being drafted
Grant Program Research Research for following grant programs / funding
opportunities completed:Municipal Asset Management
Program; Smart Cities Challenge; Barrier Buster Program (Rick
Hansen Foundation);Climate Change Staff Grants;Low
Carbon Economy Challenge Fund;Climate Lens
(Infrastructure Canada);Clean Growth Hub;Municipalities for
Climate Innovation Program (MCIP);Green Municipal Fund
(GMF);Enabling Accessibility Fund; Investing in Canada Plan
and review of Infrastructure Canada overall;Culture
Innovation Fund;funding programs for the Visitor
ADMINISTRATION QUARTERLY REPORT (January to March 31,2018))
Municipality of Chester-Quarterly Report
Information Strategy;and a range of potential funding
programs for support of broadband development.
Grant Applications completed 2018-19 Provincial Capital Assistance Plan (PCAP); Workplace
Wellness Grant program.
PLUS:claims reports and grant management process review
for existing PCAP and Clear Water and Wastewater Fund
(CWWF)agreements for capital projects.
Research to Support Strategic
Initiatives and Council Direction
Wastewater Strategies research and workshop
Policy Development/Review Report to Council re: Repeal of various policies
Professional Development DMA’s Municipal Govt Employee Orientation; Substance
Abuse Policy Development Workshop; Online WHMIS
Training Module
Business Plan Completed/compiled information for Business Plan
METRICS
Council Agendas 5
COW Agendas 6
Audit/Budget Agendas 0
Noise By-law Applications 0
FOIPOP Applications 2
COMMUNITY DEVELOPMENT
QUARTERLY REPORT (January to March 2018)
Municipality of Chester-Quarterly Report
SIGNIFICANT INITIATIVES (2017/18 Work Program)
Initiative Status Target
Delivery Date
PLAN REVIEW –DRAFT
LUB
Strategy and Draft Land Use By-law approved
by CPAC
Council gave approval to bring to the public for
comments and feedback
Staff have scheduled 14 public meetings to be
held (2 in each Council district) to provide
information and answer questions on the draft
MPS & LUB
Preparation of Engagement Materials (summary
sheets, mapping, newsletter)
April/May 2018
SIGNAGE BY-
LAW/PROGRAM
Item prioritized during strategic planning, draft
RFD complete
May 2018
BUSINESS INDUSTRIAL
PARK
Site has been selected. Negotiating purchase (as
of April this is complete).
Working with Able to secure commercial
entrance (complete)
Buy Land:April,
2018
Traffic impact
analysis: June,
2018
Infrastructure
report: August
2018
RURAL INTERNET The Broadband Network Design &
Implementation Report, completed by i-Valley
Intelligent Community Association, was
presented by the consultant at a Special Council
Meeting on February 28. This meeting was held
jointly with the Municipality of the District of
Lunenburg and the Region of Queens
Municipality. The study was undertaken to
provide the partnering municipal units with a
high-level overview of the overall network
design throughout the districts; recommended
technology; and i-Valley’s recommended
ownership model.
Next step for MODC, MODL, and ROQ is to
conduct CIRA bandwidth testing to assist in
business case development to be used for
future funding opportunities .
Preliminary
report:
Completed
Report on
funding options:
Completed
Joint Session:
Completed
Provincial
Strategy:TBD
Decision on
Possible Role:
TBD
Initiate CIRA
Testing: May,
2018
KAIZER MEADOW Public Works to deliver report on the type of
infrastructure required to be site ready.
Infrastructure
report: June,
2018
COMMUNITY DEVELOPMENT
QUARTERLY REPORT (January to March 2018)
Municipality of Chester-Quarterly Report
Expecting Sustane supply chain opportunities in
near future.
SECTOR STRATEGY RFP for Phase 1 of the sector strategy has closed
and we received six submissions. Currently
drawing up contract for successful proponent.
RFP release:
completed
Project award:
end of April
Sector strategy
completion:
August, 2018
OTHER ACTIVITIES
Activity Status
Amendments to Village Parking
requirement
Through VAAC and CPAC
Going for first reading April 26
Fire Services Completed initial Fit testing program for all MODC FDs.
Completed development of Western Shore Fire
Commission by-laws and transition to Rural Fire District
Act
Completed fire District Boundary review with Western
Shore and Martins River.
Complete Schedule B Registration letters to Commissions
and issued AGM notifications.
Development of Request for Proposals for Fire Dispatch
Services for Lunenburg County (REMO issue)
Completed Fire Services Coordinator Survey for Fire
Marshal
Completed Fire Department Insurance renewals for 2018 -
2019
Continuing work on Fire Scene Security proposal
Working on inter municipal mutual aid agreements.
Finalizing upgrade of Fire services website
Hwy 3 Streetscape Workshop Completed
Service Capacity Review Community Development approx. 60% complete
Portable Signage Completed
Safety Work Plan Section 15 ( WHMIS 2015 ) developed and approved.
Development and Implementation of WHMIS 2015
training program
Section 6 (General Safety Rules) developed and
submitted for approval
Implementation of SWP on Ladder Safety. Replacement
of ladders not meeting safety standards.
Implementation of SWP on Posting of Properties.
COMMUNITY DEVELOPMENT
QUARTERLY REPORT (January to March 2018)
Municipality of Chester-Quarterly Report
Developing program on “ working alone” check in
procedures and employee accountability
Visitor Information Services Tourism Manager has been hired.
Currently interviewing student ambassador.
Mobile kiosk has been ordered.
Developing ambassador program.
New website being developed.New social media pages
have been created. (@tourismchester)
Professional Development “Shifting Demographics: A World of Opportunity ” seminar
–E. Lowe
“Carbon Pricing in the Atlantic Provinces: Implications for
Business and Competitiveness’ APEC webinar –E. Lowe
“A Thriving Downtown –Part I: What’s Included in the
Perfect Business Mix” Roger Brooks webinar –E. Lowe
NSBOA Part 3-Classification and Construction in
February –E. Schurman-Kolb
Attended annual Health and Safety Conference in Halifax
–B.Blackwood
Ongoing fire inspection training at FIANS –B. Blackwood,
E. Schurman-Kolb
Business Retention and Expansion
Program
Pending Sector Strategy
Marketing Levy Commencing with industry engagement.
Agriculture Day Held in Yarmouth on March 3, 2018.
100 attendees
Business Engagement 11 meetings attended (Chamber; NRRDS, Merchants, etc).
2 investment inquiries;
2018 business awards program launched April 1.
Attended Lunenburg-Queens Business Awards Ceremony.
Capacity Building Business events & learning opps listing in Municipal
Insights; email updates to business groups re: new
programs and grant opps as they come available; on
planning committee for 2018 business summit
Tourism Advertising MODC booth at Saltscapes Expo, April 20-22nd in Halifax.
Full page ad in Saltscapes Food and Travel Guide
Full page ad in South Shore Guide
Commercial/Industrial Property
Inventory
NSBI is working on creating a central source of
information on industrial and commercial properties or
land for development. Have sent them information on
municipally owned properties.
Bylaw 11 bylaw complaints (building and dangerous/unsightly).
Three (3) of those have were either invalid or not deemed
to be dangerous/unsightly and one (1) has been dealt
with and closed leaving seven (7) open and in process .
COMMUNITY DEVELOPMENT
QUARTERLY REPORT (January to March 2018)
Municipality of Chester-Quarterly Report
Five (5) bylaw complaints remain open from 2017 and
are in process.
Fire Inspection Draft Fire Inspection policy complete –waiting for
director to review
METRICS
VAAC Meetings -CM 2
CPAC Meetings -CM 2
MAAC Meetings -CM 1
Public Hearings -CM 1
Public Information Meetings -CM 1
Dangerous and Unsightly Premises Meetings -CM 1
Council &PAC -MB 0
Public Hearings -MB 0
Public Information Meetings -MB 0
Sponsorship Grants Approved 2
Business Engagement Meetings 9
Investment Inquiries 2
Fire Services meetings 2
By-law Complaints 11
REMO Advisory 1
FINANCE QUARTERLY REPORT (January to March 2018 )
Municipality of Chester-Quarterly Report
SIGNIFICANT INITIATIVES (2017/18 Work Program)
Initiative Status Target
Delivery Date
Tax Sale policy Completed in January 2018
OTHER ACTIVITIES
Activity Status
Tax sale Tax sale held on January 23, 2018.
Audit Committee policy Completed in January 2018.
Yea end financial statement audit Interim audit completed by Grant Thornton in January
Orientation of new Audit Committee
members
Targeted for April 13, 2018
3rd quarter interim financial statements Completed and reviewed with Council in February
2018-19 Capital Budget process 2018-19 capital budget drafted and reviewed with Directors
and Council
2018-19 Operating Budget process 2018-19 operating budget drafted and reviewed with
Directors. Council’s first review April 10th
Capital borrowing Short term borrowing put in place with Scotiabank for
Landfill Cell 4A. Long term debenture borrowing will happen
in spring 2018.
Zoe Valle registered charity return Annual charitable return prepared and filed
METRICS
3rd qtr.HST return due Jan.31 Filed on Jan.25, 2018
CRA bi-weekly/monthly payroll remittances 12 returns -8 filed on time, 4 filed after due date*
CRA monthly WCB remittances 3 returns –2 filed on time,one filed after due date*
Finance Team meetings held Two
*Note: all future CRA remittances will have their own AP batch with one off cheques to eliminate late
payments
INFORMATION SERVICES QUARTERLY REPORT (January –March 2018)
Municipality of Chester-Quarterly Report
SIGNIFICANT INITIATIVES (2018/19 Work Program)
Initiative Status Target
Delivery Date
Website Redesign Wireframes completed.
Council has decided on a design (Wood with boat footer)
Design Concept being built, content revision taking place
July 2018
IT Risk Mitigation Documentation of critical systems continues On-going
Laserfiche Cloud Town of Kentville now utilizing Laserfiche repository. the
following other municipalities are also interested:
1.County of Kings
2.Town of Middleton
2018
Orthophotograpy
RFQ
Draft RFP started Spring of 2019
Voicesandchoices.ca Plan Review is now live on Voices and Choices website for
online engagement.
April 2018
OTHER ACTIVITIES
Activity Status
Onboarding and setup Onboarding of new hires (Planner, Tourism Coordinator,
Develop Control Support, summer staff, etc) ongoing
Server Upgrades and Maintenance 1.Work has started on diamond upgrades to the latest
version. This will be completed July of 201 8.
2.Upgraded to the latest version of Laserfiche
3.Planning has started on migration path servers in the
CHESTER domain to Windows Server 2016
VoicesandChoices.ca Continue supporting the roll out of our new Online
Engagement Platform. Developing protocol and supporting
documents for project admin.
Bell Unified Communications Final SoW received.Determining best plan of action on how
to move forward with implementation of new Phone system
Security Awareness Training
(Beauceron Security)
Targeting May 2018 after budget approval
Plotter Install New Plotter installed in the Community Development
Department
Assessment Import and Tax Billing
Support
2018 Tax Roll Import and Tax Bill completed
Municipal programming Provided significant communications support for Mosaic
Canada Murals, Mayfest, Best Of Business Awards, Plan
Review, Saltscapes, and VIS.
Publications 3 newsletters
7 news releases
INFORMATION SERVICES QUARTERLY REPORT (January –March 2018)
Municipality of Chester-Quarterly Report
Mapping Updates 1.Web mapping system being created for Recreation
Dept.,along with individual secondary mapping
systems with editability.
2.Pilot training for iSXBlue GPS system and iPhone
mapping.
3.Server upgrade required, timelines may not allow for
the process to be completed at this time.
4.Work with building inspector to get integrated data
collection from the field into the primary database.
5.Civic Address complexity issues due to past practices
arising. Foresee heavy work load which includes
public/effected home owners engagement to correct
these issues.
6.Daily activities and database maintenance continues
as usual.
Private Wireless Access –KM Landfill Draft Tenant Agreement started
Target delivery –4-weeks
Professional Development IT Director –will be starting Security + training, Atlantic
Security Conference
METRICS
Assets Collected Geo-Rectified N/A
Service Desk Tickets 368 Requests
Website Views 9,084 users (-12%)
Facebook Engagements (likes, shares,
visits)
5,567 (+28%)
832 page views (-1%)
Twitter Engagements (mentions, visits)71 tweets (19.7K impressions)
994 visits/mentions
Civic Addresses Issued 30 civics, 2 identified severe road
issue in progress of repair.
RECREATION & PARKS QUARTERLY REPORT (January to March 2018)
Municipality of Chester-Quarterly Report
Graves Island Snowshoe Hike
SIGNIFICANT INITIATIVES (2017/18 Work Program)
Initiative Status Target
Delivery Date
Open Space
Planning
Open space site visits and planning underway.December 2018
New Ross
School:
Community Use
A draft agreement has been created and is being reviewed by
the municipal solicitor. MODC staff will be working with New
Ross School and SSRSB staff on operational details.
September 2018
Active Living
Strategy Update
Work will begin later this Spring.December 2018
Sherbrooke Lake
Park Design
A draft RFP to hire a consultant to do the design work is ready.
Committee members have met on site and are working through
the RFP process.
November 2018
OTHER ACTIVITIES
Activity Status
Summer Programs & Events Summer staff hiring and planning is underway.
Gold River Park Continue to work with TWCCS related to the development of
the Gold River Property.Public meeting will be held in April
and final decision from Council will be made in May.
Castle Rock Property The grand opening event was rescheduled to May 5 th.
Trail Upgrades Maintenance plans are underway for summer 2018 work.
Surface repairs are planned for sections near Beech Hill Rd
and Henneberry Lake.
Mural Mosaic Staff have been working with Mural Mosaic Canada, partners
and FHCS on the planning for the mosaic project. Public
paint time are scheduled for May 9 & 10. Project will be
completed by end of May.
METRICS (January to March 2018)
Programs Offered 64
Registered Program Participants 524
After School Program (ACES) **NEW 16
After School Programs Participants (FHCS)19
Equipment Bookings 18
Bandstand Bookings 0
FHCS Visitor Stats 2200
ACES Visitor Stats 380
Community Group Photocopy Jobs 77
South Shore Connect: MODC Hits 19,293
PRO Kids Applications 42
PRO Kids Fundraisers 4
PRO Kids Funds Raised: Events,
Memorial Donations
$4,443.75
SOLID WASTE QUARTERLY REPORT (January to March)
Municipality of Chester-Quarterly Report
SIGNIFICANT INITIATIVES (2017/18 Work Program)
Initiative Status Target
Delivery Date
Second tower
site
Mobile Tower Unit approved and ordered –work to begin asap
on the site itself
June 2018
Sustane
progress report
Building complete,equipment arriving and setting up, working
on synergies and planning for installation of an electronic gate
June 2018
Chlorine Contact
Chamber
Awaiting approval from NSDOE to move forward July to August
2018
Waste
Collection
Contract with
GE
Contract agreement has been extended for one year term and a
bulky item collection program added as of May 7 th
New Tender to be prepared through Region 6
Complete
August 2018
OTHER ACTIVITIES
Activity Status
2017-18 Business Plan Completed.
EVC tower operational Waiting for tower unit delivery and piping installation being
scheduled.
Sustane Technologies Fine tuning operational changes and looking at all
opportunities to utilize resources.We have met and discussed
several options,some work remaining.
Transfer station Looking at options to reduce costs. Will be addressed in new
contract
Leachate Mitigation CBCL assisting with leachate issues (part of cell 4A followup)
Operational budget New budget completed
Scale House software We are talking with software supplier to tender by July 2018
Landfill Gas Dillon to provide letter report on the potential to utilize
landfill gas
The new 1 tonne truck to be equipped
with dump box and plow from old
truck
To be complete when time permits (some of the work will
need to be out sourced)
Extension of Recyclables agreement
with Halifax
Approached them on a year extension and th ey are prepared
to move forward; pending report to Council
METRICS
MATERIAL Tonnage
Septic Waste 1118.73
Construction & Demolition -Wood 194.71
Asphalt 33.05
Organics 329.42
Recyclables, Cardboard & Paper 201.19
Mixed Construction & Demolition
Waste
200.02
Municipality of the District of Chester
Preliminary Statement of Operations
Preliminary Statement of Capital Project
For the Twelve Months Ended March 31, 2018
The financial report on the preliminary year end operating results shows a surplus for the year ended March
31, 2018 of $981,614 versus a budgeted surplus of $53,851. The report explains most of the line items
variances, but a few highlights are as follows:
The majority of the surplus of $981,614 can be explained by major variances such as:
Finance revenue $70k –Return on investments $23k; Interest on taxes $47k
Eco Park revenue $19k –rent from Sustane
Transfers from reserves $(36k)–prior years’ surplus (not transferred as not required)
CAO exp.$54 –vacant position; ISO certification
Info Services $35 –computer service and maintenance
Building inspection $51k –vacant position
Roads $134k -Provincial contract $53k; municipal roads $53k; sidewalks $10k; snow $18k
Waste collection exp.$41k –transportation overbudget $25k;blue bags expense under budget $65k
Economic development $94k –vacant position; promotions exp.
Planning $124k –vacant positions; professional development; photocopier
Recreation exp. under budget $101k –trail maintenance $46k;other operating exp’s $33k;capital
out revenue $22k
Transfer to reserves –Landfill tip fee transfer $129k less than budgeted
These items make up $816k of the $981k surplus.
Capital projects forecast shows that expenditures on capital project will be $6,055,095 versus a budget of
$9,027,100.The major project variances are:
Cell 4A Landfill $536,895 –underbudget
WWTP upgrade Western Shore $525,370 -carried forward
WWTP upgrade Mill Cove $122,153 –carried forward
VoC water system design $447,038 –carried forward
Industrial park development/acquisition $448,436 –carried forward
2nd Tower Landfill $173,738 –carried forward
Flood plain modeling $100,000 –carried forward
Wind project $85,000
Permit tracking software $60,000 –carried forward
Annex building improvements $58,754 –carried forward
Parkland $40,000 -underbudget
Council should be cautioned that these are only preliminary results as many year-end reconciliations and
calculations of estimates are yet to be completed. When these are done, there will be additional entries to
adjust items such as allowance for doubtful accounts, capital asset funding, prepaid expenses, deferred
revenue, landfill closure liability, etc.
Malcolm Pitman, CPA, CA
Director of Finance
May 22, 2018
INFORMATION REPORT
Prepared By:Erin Lowe Date May 11, 2018
Reviewed By:Date
Authorized By:Tammy Wilson Date May 17, 2018
CURRENT SITUATION
For the 2018-19 fiscal year, Council has an Economic Development Sponsorship fund to sponsor events or
initiatives within the municipality that are designed to help achieve Council priorities and generate local
economic development benefit in one or more of the following areas:
Supporting business growth and employment.
Increasing visitor attraction.
Promoting the municipality to residents and visitors.
RECOMMENDATION
For Information
BACKGROUND
Sponsorship is a form of marketing in which organizations pay to be associated with certain events.
Additionally, sponsorship provides community relations benefits by increasing visibility and recognition as
a good community partner.
Organizations are recognized as good community citizens when they support initiatives that assist groups
that benefit or improve the quality of life and/or programing in their community.
Sponsor opportunities are evaluated by the following criteria:
Relevance to the community.
The Municipal logo must be displayed on some marketing of the event.
The audience should be significant in size or targeted.
REPORT TO:Municipal Council
SUBMITTED BY:Erin Lowe,Economic Development Officer
DATE:May 11, 2018
SUBJECT:ED Sponsorship
ORIGIN:Sponsorship Policy, P-87
2 Information Report
DISCUSSION
The following sponsorships were issued by the Economic Development Officer as of May 11, 2018:
Budget 2018-19 $5,000.00
Balance May 11, 2018 $5,000.00
Recent Sponsorships
Hubbards Barn Association 2018 Food Truck Rally $500.00
Swing for Shoreham Golf Tournament $700.00
Previously Approved
N/A
Balance $3,800.00
IMPLICATIONS
Policy
Sponsorship P-87
Financial/Budgetary
This request has been accommodated within the approved budget of $5000 for municipal sponsorships.
Environmental
None
Strategic Plan
Goal 6-Promote conditions conducive to fostering economic prosperity .
Work Program Implications
N/A
OPTIONS
For Information
ATTACHMENTS
Hubbards Barn Association Food Truck Rally Sponsorship Request
Shoreham Village Swing for Shoreham Sponsorship Request
COMMUNICATIONS (INTE RNAL/EXTERNAL)
Goal
Promote conditions conducive to fostering economic prosperity.