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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.