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Home My Public Portal About2018-08-02_COW_Public_Agenda PackagePage 1 of 2 of Agenda Cover Page(s) Committee of the W hole AGENDA Thursday,August 2, 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 –July 5, 2018 5.MATTERS ARISING. 6.POLICY DEVELOPMENT/REVIEW. 7.CORRESPONDENCE: 7.1 Letter from Aspotogan Fitness Club dated July 19, 2018 regarding the request to 8.NEW BUSINESS: 8.1 CAO Updates as follows: a)Quarterly Reports:(April to June 2018) i.Engineering and Public Works ii.Finance iii.Solid Waste iv.Information Services i.Strategic Priorities Chart use the fitness equipment located at the Fox Point Community Centre. (see 8.6) v. Recreation and Parks vi. Community Development vii. Administration b) Strategic Priorities Update – May 8, 2018 to July 16, 2018 Page 2 of 2 8.2 Request for Decision prepared by Community Development Department dated June 8, 2018 regarding Fire Department Scene Security Services. 8.3 Request for Decision prepared by Community Development Department dated July 23, 2018 regarding New Road Name Assignment. 8.4 Request for Decision prepared by Solid Waste Department dated July 24, 2018 regarding Tip Fee Exemption. 8.5 Information Report prepared by Solid Waste Department dated July 24, 2018 regarding Landfill Fire at Kaizer Meadow. 8.6 Request for Decision prepared by Recreation and Parks Department dated July 26, 2018 regarding Fox Point Community Centre future use. 9.IN CAMERA: 9.1 Section 22(2)(g)of the MGA –Legal Advice –Inter-Municipal Service Agreement. 10.ADJOURNMENT. APPOINTMENT 8.45 a.m.Public Input. *TENTATIVE –PLAN REVIEW WORKSHOP TO FOLLOW COW MEETING (CONTINUATION FROM JULY 25, 2018) FINANCE QUARTERLY REPORT (April to June 2018) Municipality of Chester-Quarterly Report SIGNIFICANT INITIATIVES (2018/19 Work Program) Initiative Status Target Delivery Date 2018-19 Operating and Capital Budgets Approved by Council on May 10, 2018 Complete OTHER ACTIVITIES Activity Status Orientation of new Audit Committee members Held April 13, 2018 Interim tax bills Interim tax bills were mailed out in April with a due date of June 15 th. Interest to be charged on July 31st. 18-19 Solid Waste budget Meeting held with Valley Waste to review budget May 1, 2018 Audit Committee First meeting of new committee held May 15, 2018 4rd quarter preliminary financial statements Completed and reviewed with Council in May 24, 2018 Capital borrowing Landfill Cell 4A long term debenture borrowing issued 0n May 30, 2018. Short term borrowing repaid. Yearend financial statement audit Audit field work completed by Grant Thornton June25 -29, 2018. Date yet to be set for Audit Committee meeting to review financial statements. AMA Spring Conference June 13-15, 2018 Internal controls Reviewing processes and identifying their related controls,risks and mitigations. Results will be reviewed with the Audit Committee. Insurance renewal Reviewed coverages with Directors and forwarded changes to Broker. Exploring optional insurance coverages and comparing to risks/need (i.e. added volunteer accident insurance). EI premium reduction Explored EI premium reduction with Service Canada. Current sick leave program would need adjustment to allow for EI premium reduction. Looking at cost benefit of changes and other alternatives (i.e. insurance vs sick leave). Tax sale Started preparations for tax sale in late Fall. Fourteen -day notices mailed out in early July METRICS 4rd qtr.17-18 HST return due Apr. 30 Filed on Apr.30, 2018 CRA bi-weekly/monthly payroll remittances 10 remittances -6 filed on time, 4 filed after due date* CRA monthly WCB remittances 3 remittances –3 filed after due date* Finance Team meetings held Two No. of interim tax bills distributed 14,903 $ value of interim tax bills $8,209,674 *Started process of using one-off batches for CRA remittances which has improved remittance time. Looking at using electronic funds transfer vs. manual cheques to eliminate any future late payments. SOLID WASTE QUARTERLY REPORT (April to June) Municipality of Chester-Quarterly Report SIGNIFICANT INITIATIVES (2018/19 Work Program) Initiative Status Target Delivery Date Second tower site (EVC) Mobile Tower Unit received –work to begin asap on the site itself Sept 2018 Sustane Transition As part of the Sustane transition we are preparing for the installation of an electronic gate (quotes have been requested) Sept/Oct 2018 Chlorine Contact Chamber Awaiting approval from NSDOE to move forward August 2018 Waste Collection Contract New Tender to be prepared through Region 6 and issued Sept 2018 OTHER ACTIVITIES Activity Status Bulky Item Collection Program Bulky item collection program under way and to reviewed September by Council Organics Processing Options Examining options for anaerobic digestion project .Included is a full review of the lagoons and leachate management capacity by CBCL Sustane Technologies Fine tuning operational changes and looking at all opportunities to utilize resources.We have met and discussed several options (discussions to include snow removal etc) 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 follow -up) Operational budget New budget completed Scale House software We are talking with software supplier to tender by October 2018 Landfill Gas Dillon to provided letter report on the potential to utilize landfill gas –a report to Council to follow The new 1 tonne truck to be equipped with dump box and plow from old truck Quotes collected and selection will be made for the work following chloride application (after grading the road), July 2018 Extension of Recyclables agreement with Halifax Halifax to accept one year extension;Report to Council July 2018 SOLID WASTE QUARTERLY REPORT (April to June) Municipality of Chester-Quarterly Report METRICS MATERIAL Tonnage Septic Waste *2988.31 Construction & Demolition –Wood **255.92 Asphalt ***223.55 Organics ****382.32 Recyclables, Cardboard & Paper *****233.63 Mixed Construction & Demolition Waste ****** 454.52 * Municipal Septage = 1,410.9 metric tonnes, Billed Septage = 1,577.41 metric tonnes ** Mun Wood = 9.02 metric tonnes, TOL Wood = 2.29 metric tonnes, Wood = 244.61 metric tonnes *** Asphalt = 119.86 metric tonnes, Asphalt (Residential) = 75.63 metric tonnes, Mun Shingles = 28.06 metric tonnes **** This figure is based on the compost that we sent out for recycling. It doesn’t include any compost that would have gone over to our leaf pile. ***** Based on the figures for recyclables sent out to the recycling centre. ****** Mixed C&D = 413.86 metric tonnes, Municipal Mixed C&D = 33.52 metric tonnes, TOL Mixed C&D = 7.14 metric tonnes INFORMATION SERVICES QUARTERLY REPORT (April –July 2018) Municipality of Chester-Quarterly Report SIGNIFICANT INITIATIVES (2018/19 Work Program) Initiative Status Target Delivery Date Website Redesign Website Launched July 13, 2018 Launching tourismchester.ca site Wednesday,July 25, 2018 July 2018 IT Risk Mitigation Cyber Risk Policy develop Policy and start implementing security protocols October 2018 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 Chester Water Supply online by August 2018 August 2018 OTHER ACTIVITIES Activity Status Onboarding and setup Onboarding of new hires –Greg Jonah –Engineer Technician Server Upgrades and Maintenance 1.Work has started on diamond upgrades to the latest version. This will be completed Fall of 2018. 2.Upgraded to the latest version of Laserfiche –10.3.1 expected Fall 2018 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 Tentative launch August 9, 2018 Security Awareness Training (Beauceron Security) User Awareness Training starting week of July 30 -August 3rd Private Wireless Access –KM Landfill Wireless installation scheduled to occur week of July 30 - August 3rd Organizational Policies Development The following security protocols have been identified: 1.Password Construction and Storage 2.Clean Desk 3.IT Disaster Recovery and Business Continuity 4.Security Response Municipal programming Provided significant communications support for Mosaic Canada Murals, Mayfest, Best Of Business Awards, Plan Review, Saltscapes, and VIS. INFORMATION SERVICES QUARTERLY REPORT (April –July 2018) Municipality of Chester-Quarterly Report Mapping Updates 1.Web mapping system being created for all Dept., along with individual secondary mapping systems with editability. 2.Pilot training for iSXBlue GPS system and iPhone mapping. To be continued. 3.Server upgrade required, timelines may not allow for the process to be completed at this time. Ini 4.Work with building inspector to get integrated data collection from the field into the primary database. Continuing process, now including the fire inspector as well. 5.Daily activities and database maintenance continues as usual. 6.Removal of the civic addressing job component and transferred to the new planning technician. Includes training and process setup. Professional Development Attended the ESRI international user conference (Nick) Helped set goals to improve database structuring Introduced to new software tech that will aid in, stream lining the muni cipal GIS, Many more possibilities to aid in future endeavors. METRICS Assets Collected Geo-Rectified N/A Service Desk Tickets 261 Requests Website Views 10,413 pageviews (since launch) RECREATION & PARKS QUARTERLY REPORT (April to June 2018) Municipality of Chester-Quarterly Report SIGNIFICANT INITIATIVES (2018/19 Work Program) Initiative Status Target Delivery Date Open Space Planning Open space site visits and planning is underway.Visits to Castle Rock, Buccaneer Road and Danny Haughn property are completed. December 2018 New Ross School: Community Use The draft community use agreement has been reviewed by MODC & SSRCE solicitors and is ready for final approval. The steering committee has done the prep work for a September start of community use. September 2018 Active Living Strategy Update Data collection, research and document planning is in progress. South Shore MPAL’s met with CCH staff. Federal/Provincial “Let’s Get Moving” strategy released. December 2018 Sherbrooke Lake Park Design MODL hired EDM to complete the park design. Work will be completed by November 2018 and presented to both MODL & MODC Councils. November 2018 OTHER ACTIVITIES Activity Status Programs & Events 8th Annual Cut N Run event was held on June 3rd with 300 participants and 50+volunteers. Volunteer Recognition Ceremony The MODC Volunteer Ceremony took place in New Ross on April 18th. Eight individual volunteers and one family were recognized. Mural Mosaic The Mural Mosaic project is complete. Public painting sessions taken place on May 9 & 10 and the grand unveiling was at FHCS on June 14th. Castle Rock Property The grand opening of Castle Rock took place on May 5 th with over 130 hikers attending. Permanent way finding signage has been ordered and will be posted soon. Trail Upgrades Spring/Summer maintenance work is underway. Surface repairs are completed near Beech Hill Rd and Henneberry Lake. Repairs were made to a washout near East River caused by beavers. Ten swing gates are being installed. Provincial Conference Planning Recreation staff are part of the planning committees for both the Recreation Nova Scotia Conference (October 2018) as well as the Hike Nova Scotia Summit (May 2019), both taking place at Oak Island Resort. Fox Point Community Centre The Fox Point Community Centre was officially returned to the Municipality as outlined in the agreement with HHELLPS who dissolved as an organization. RECREATION & PARKS QUARTERLY REPORT (April to June 2018) Municipality of Chester-Quarterly Report METRICS (April to June 2018) Programs Offered 51 Registered Program Participants 600 After School Program (ACES) **NEW 16 After School Programs Participants (FHCS)19 Equipment Bookings 22 Bandstand Bookings 1 FHCS Visitor Stats 1710 ACES Visitor Stats Unavailable Community Group Photocopy Jobs 80 South Shore Connect: MODC Hits 19,569 PRO Kids Applications 85 PRO Kids Fundraisers 5 PRO Kids Funds Raised: Events, Memorial Donations $3,197.36 Castle Rock Grand Opening Mural Mosaic Project COMMUNITY DEVELOPMENT QUARTERLY REPORT (April to June 2018) Municipality of Chester-Quarterly Report SIGNIFICANT INITIATIVES (2018/19 Work Program) Initiative Status Target Delivery Date PLAN REVIEW –DRAFT LUB 14 public meetings held (2 in each Council district) to provide information and answer questions on the draft MPS & LUB Youth Engagement Session held at Forest Heights School Voices and Choices launched for Public Engagement Program. Public Engagement report prepared and workshop for Council held July 25 with tentative second date of August 5 April/May 2018 SIGNAGE BY- LAW/PROGRAM Item prioritized during strategic planning, draft RFD in progress August 2018 UARB APPEAL On Hold pending Charter Challenge FIRE INSPECTION POLICY Draft policy and inspection schedule complete CAO currently reviewing draft RURAL INTERNET CIRA Test underway CIRA test started https://chester.ca/internet Advertising campaign for CIRA testing in progress In Camera presentation re ISP Proposal Preliminary report: Completed Report on funding options: Completed Joint Session: Completed Provincial Strategy:initial report released but pending details on implementation Decision on Possible Role: TBD Initiate CIRA Testing: In progress KAIZER MEADOW Public Works to deliver report on the type of infrastructure required to be site ready. Expecting Sustane supply chain opportunities in near future. Infrastructure report: June, 2018 COMMUNITY DEVELOPMENT QUARTERLY REPORT (April to June 2018) Municipality of Chester-Quarterly Report SECTOR STRATEGY RFP completed –Gardner Pinfold awarded contract Sector Strategy Development underway Report to Council re: Stakeholder consultation/engagement-pending RFP release: completed Project award: completed Sector strategy completion: Fall 2018 VISITOR INFO SERVIC E Tourism Manager and summer staff hired Business Ambassador Program underway Tourism Manger and Summer Student hired Treasure Truck wrapped and out to events Mobile Kiosks scheduled for events Breakfast Television spot (“Garden Party”) in planning phase “Love Where You Live” campaign in progress New website launched –tourismchester.ca with incorporated business directory, events calendar and MODC experiences o Continue to add new experiences, third party updating of events and businesses continues o “Virtual Ambassador” in progress OTHER ACTIVITIES Activity Status Amendments to Village Parking requirement completed Fire Services Submitted (via Lamey) Western Shore Fire Commission by-laws and Resolution to transition to Rural Fire District Act Completed P33 registration packages and forwarded to Commissions for completion. (due July 30) Completed Request for Decision on Fire Scene Security Standing Offer Completed launch of new fire services website (redesign and security upgrades) Completed 3rd annual Mutual Aid Live Fire Training Day with District Departments (Fire Services grant) Met with West Hants Council and Fire Advisory concerning fire services coordinators roles and responsibilities Initiated Fire Smart Community programs with Marvins Island and Shaw Island owners associations COMMUNITY DEVELOPMENT QUARTERLY REPORT (April to June 2018) Municipality of Chester-Quarterly Report Continuing work on inter municipal mutual aid agreements. Continuing work on proposal for MODC fire services study and risk assessment Continuing work on second round of Fit testing program for all MODC FDs. Continuing work with Scotia Business Center in development of improved Fire Dispatch Services for Lunenburg County (REMO follow up)  Hwy 3 Streetscape Workshop Completed Service Capacity Review IT and Solid Waste completed; Recreation and Administration approx. 2/3 complete; CDD approx. 50% complete; remaining departments to be completed fall 2018 Fox Point Lake Water Quality Monitoring Committee Contracted Bluenose Coastal Action Foundation to conduct 3rd year of water testing held 1 Committee meeting to discuss current program participated in 1st sampling day to observe testing procedures Safety Program Completed staff presentation and awards for 100,000 workhours without injury Completed implementation of WHMIS 2015 on line training program Completed AED Registry (Chester and Kaizer Meadow) Completed Lyme Disease Awareness Program (Staff and Public) Completed Heat Stress Awareness Program Section 6 (General Safety Rules) developed and submitted for approval Continued work on “working alone” check in procedures and employee accountability Continued work on internal office security (desktop solution) Continued work on investigation of landfill fire and update to Kaizer Meadow emergency response plan Professional Development Provincial Consultation on legislative changes NS Planning Directors Conference NS Development Officers Conference NS Association of Municipal Administrators –Spring Workshop NS Association of Municipal Administrators Regional Meeting (2) NSBOA zone meeting COMMUNITY DEVELOPMENT QUARTERLY REPORT (April to June 2018) Municipality of Chester-Quarterly Report FIANS –workshop and Continuing Education May 18, Zone 4 Meeting Working Alone Safety Program NSBOA spring conference &Continuing education Atlantic Association of Planning Technicians Conference – Working Minds Mental Health Training FCM Cohousing Conference Business Retention and Expansion Program Pending Sector Strategy Marketing Levy Industry engagement in progress 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 22 bylaw complaints logged o 3 building without a permit o 17 Dangerous/Unsightly o 2 Solid Waste 2 Dangerous properties were demolished 25 Site Visits Completed Fire Inspection Draft Fire Inspection policy complete –waiting for director to review Todd Road & Mary Lane Road Maintenance Petition Complete –unsuccessful petition METRICS VAAC Meetings -CM 0 CPAC Meetings -CM 0 MAAC Meetings -CM 0 Public Hearings -CM 1 Public Information Meetings -CM 1 (plus plan review engagement sessions) Dangerous and Unsightly Premises Meetings -CM 1 Council & PAC -MB 0 Public Hearings -MB 0 Public Information Meetings -MB 0 Investment Inquiries 2 Various fire services and REMO meetings REMO Advisory and AEC meetings Fire Services Coordinators COMMUNITY DEVELOPMENT QUARTERLY REPORT (April to June 2018) Municipality of Chester-Quarterly Report teleconferences New Ross and Western Shore Commissions Lunenburg East Fire Services Lunenburg Regional Fire Services West Hants Council and Fire Advisory ADMINIISTRATION QUARTERLY REPORT (April to June 2018)) Municipality of Chester-Quarterly Report SIGNIFICANT INITIATIVES (2018/19 Work Program) Initiative Status Target Delivery Date Well Rehabilitation Program Completed. Second Reading July 26, 2018 Financing Agreement completed and ready for implementation Ad will be in paper on August 1, 2018 (Effective Date) June 2018 Inter-Municipal Shared Services MOU draft completed and approved by MODC; TOMB and MODC.Responded to TOL solicitor correspondence and still awaiting TOL approval Phase One Planning underway August 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 has resulted in a Letter of Intent being prepared and executed;Request for change in Feedstock s ent 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 completed; NSDOTIR approval pending August 2018 REN-Windup Windup underway; Termination Agreement drafted and executed; Employee notice given. September 2018 OTHER ACTIVITIES Activity Status HR Recruitment -Planner -Engineering Tech Completed Completed AMANS CAO and Clerk attended AMANS MGA Changes (power to expend; coastal planning, minimum planning) Attended DMA Session Simms Settlement Agreement of Purchase and Sale; Performance Clause terms drafted Councillor Expense Policy Best Practice Research Completed;Policy being drafted Legalization of Cannabis Research and report re Impact of the legalization of Cannabis. Direction given to prepare a Substance Abuse Policy; and consider planning implications for production facilities Infrastructure Funding-Priorities List Prepared and sent to DMA Asset Management Asset Management funding application being prepared. Grant Applications completed -Beautification Grant ($17,250)-Applied for Streetscape design work. Grant denied -PCAP-pending ADMINIISTRATION QUARTERLY REPORT (April to June 2018)) Municipality of Chester-Quarterly Report -AMA/UNSM Wellness Grant-Awarded $800 for fitness room improvements -Climate Change Staff Grant (FCM)($125,000 over two years)flood plain modelling and staff resource to implement Climate Change Plan/Asset Management - (pending) -Expression of Interest submitted to partner with Clean Foundation in FCM Transition 2050 Grant (energy efficiency/carbon emissions reduction) GAS Tax –Reports re Grant -Completed Grant Management Process -Currently defining process to ensure adherence to grant requirements; claims, etc. Policy Development/Review Fee Policy being updated;Code of Conduct, Expens e Policy and Road Upgrade Policy under development Professional Development AMA Spring Workshop METRICS Council Agendas 7 COW Agendas 6 Audit/Budget Agendas 1 Noise By-law Applications 5 FOIPOP Applications 1 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 July 26, 2018 SUBJECT Strategic Priorities Update-July 26, 2018 _________________________________________________________________________________________________ The following reports on the activities of the Municipality of District of Chester Administration and Departments for the period of May 8, 2018 to July 26, 2018. This report provides updates on the actions identified on the Strategic Priorities Chart, as w ell as other activities identified as important to update Council on. NOW PRIORITIES ACTION STATUS SOUTH SHORE REN-Wind Up CAO’s have been appointed to the Board: Registry of Joint Stocks updated Board has created working groups 1) Wind Up Logistics (led by MODC) 2) Business Plan/Budget (led by TOB); 2) Communications (MODC/MODL) Termination Agreement completed and approved by all Municipal Units Termination date –Sept 30, 2018; Employee notice given AGM held –July 18, 2018 STREET SCAPE PLAN-Confirmation provided to NSDOTIR re Paved Shoulders funded by MODC from Wake-up Hill Rd to Chester Basin Awaiting correspondence from NSDOTIR re: costs of other streetscape improvements. INVESTMENT STRATEGY Meeting held with Bank of Nova Scotia to discuss investment portfolio opportunities Page 2 of 6 CHESTER WATER Socio-Economic Analysis and Technical Analysis / Opinion of probable costs completed and presented to Council –July 2018 Next Step meeting with Commission –July 24, 2018. Report being prepared for Council on next steps re: Plebiscite; Communications Strategy and next steps for engineering (test, pre-design) including costs. SHARED SERVICES Inter-Municipal Agreement drafted and approved by MODC, TOMC and MODL. The TOL approval outstanding. Response to TOL’s questions provided June 2018 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 in Aug/Sept 2018 WELL UPGRADE BY-LAW – Completed By-law draft completed,and First Reading conducted July 2018; Second Reading –July 26, 2018 Financing Agreement; Process completed Application intake estimated for August 2, 2018 COMFIT Council approved contract with Minas Energy and Wintech Dec 2017-Wet Anaerobic Digestion Feasibility Study. This was completed March 2018 Council aware Phase 0 of a Technology provide EOI to Anaergia for $30K; Contract was executed Letter of Intent re: Feedstock supply completed Dept of Energy approval for feedstock pending Dept of Environment approval pending DMA approval for borrowing pending Draft consulting and contract agreements prepared Draft Operations and Maintenance Agreements submitted to MODC for review Assessment of Lagoons and leachate treatment for receiving sludge/effluent underway Geotechnical completed Page 3 of 6 NEXT PRIORITIES ACTION STATUS Business / Industrial Park Land acquired in 2018 Traffic Impact Analysis completed to determine ingress and egress requirements. NSDOTIR review / comments pending Rural Internet CIRA Test underway Campaign re CIRA test to begin July / August 2018 In Camera presentation re ISP Proposal Marketing Strategy (MODC / KM)Will commence once Sector Strategy is completed Sector Strategy RFP completed; Sector Strategy Development underway Report to Council re: Stakeholder consultation/engagement-pending Village SPS/LUB-Review No progress during the period of this report Alternative Revenue Fee Policy under review No further work completed during the period of this report Open Space Plan Background Report and Workshop held Dec 2017 Site visit to 9 priority priorities completed Report pending –Dec 2018 Draft Signage Program In Progress Report pending (August 2018) Road Upgrade Policy-Reports on options and best practices presented to Council July 20, 2017 and August 17, 2017; Direction not to proceed Direction given to prepare a Road Upgrade Policy –April 2018; No progress during the period of this report Waste Water Management District By- law Priority Areas are: o By-law for Business/Industrial Park o Gold River-Research files/issues o Subdivision By-law Review (2019/20) Page 4 of 6 No progress made during the period of this report Sewer Capacity Analysis Chester, Chester Basin and Otter Point under RFP being prepared Active Living Strategy Research underway for review  Salary Review/Remuneration (Staff/Council) Funds included in 2018/19 Budget Waiting for completion of AMA salary review New Ross Community Use Project- Completed Agreement drafted and presented at July 26, 2018 Council meeting for approval. Recruitment for staff position underway September start date targeted Plan Review –Public Engagement 14 Public Engagement meetings held Results presented at workshop July 25, 2018 Asset Management No progress during the period of this report Waste Collection Contract One Year contract extension completed Regional Meeting held to discuss regional contract Scope of Service Report to Council –July 26, 2018 re Scope/Level of Services Code of Conduct Draft completed, and pending approval of provincial regulations to ensure minimum requirements are met Expense/Hospitality Policy Drafting of policy underway Best Practice research completed Template developed for on-line reporting Awaiting approval of provincial regulations Substance Abuse Policy -NEW Report to Council on matters to be considered. No further work completed during the period of this report Page 5 of 6 DEPARTMENTAL ACTIONS ON STRATEGIC PRIORITIES CHART ACTIONS STATUS Service Inventory Public Works underway Internal Process / Control Review Reviewing processes and identifying their related controls, risk and mitigations Results will be reviewed with the Audit Committee PO Module/ Procurement Policy Not started Tax Rate and Debt Strategy Not started Roll out of Diamond Module to Directors Not started HR Succession (Finance)Not started UARB Appeal On hold pending Charter challenge Village Parking Amendments - COMPLETED Second / Final Reading –May 2018 Public Participation Program Voices and Choices implemented for Plan Review Engagement Planner Recruitment -COMPLETED  Fire Inspection Policy Revised draft completed and with CAO for review Western Shore / Mill Cove Western Shore-near completion Mill/Cove-Effluent test not sufficient; issues needs to be rectified NSE Permit Sewer Assessments (5) COMPLETED Completed NSE Sewer Annual Reports COMPLETED Completed Visitor Information Service –Startup COMPLETED Business Ambassador Program underway Tourism Manger and Summer Student hired Treasure Truck wrapped and out to events Mobile Kiosks scheduled for events IT Risk Mitigation Plan Cyber Insurance application complete Cyber Risk Policy to be developed GIS Database Awareness-COMPLETED Workshop held with Directors to increase aware of data sets and GIS and how it can positively impact decision making Website Upgrade-Ph2 -COMPLETED Website went live July 2018 Sherbrooke Lake Park Design & Stewardship Design RFP awarded to EDM Page 6 of 6 Other Items ACTION ITEM Year -End Audit Completed –pending Auditors Report to Council Interim Tax Billing Completed Financial Quarterly Report (1st Quarter 2018-19) In progress HR Recruitment –Engineering Tech Completed MUNICIPALITY OF THE DISTRICT OF CHESTER STRATEGIC PRIORITIES CHART BLUE= COUNCIL –NOW PRIORITIES GREEN –COUNCIL –NEXT PRIORITIES Brown = Dept. Projects July 27,2018 NOW Milestone 1.SOUTH SHORE REN-Wind Up June Sept 2018 2.STREET SCAPE PLAN-TIR/PLAN June Sept 2018 3.INVESTMENT STRATEGY (Audit Committee)July 2018 4.CHESTER WATER May August 2018 5.SHARED SERVICES June 2018 6.WELL UPGRADE BY-LAW June 2018 7.COMFIT June August 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-Phase 1 Implementation WELL UPGRADE BY-LAW COMFIT EXPENSE/HOSPITALITY 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 REQUEST FOR D ECISION Prepared By:Bruce Blackwood Date June 8, 2018 Reviewed By:Tara Maguire Date June 8, 2018 Authorized By:Tammy Wilson, CAO Date July 23, 2018 CURRENT SITUATION The Chief Officers of the MODC registered Fire Departments serve as Local Assistants to the Provincial Office of the Fire Marshal (OFM). The Local Assistant is responsible under the NS Fire Safety Act (NSFSA)to ensure a fire is investigated.If it is determined that the OFM will be responding to a fire scene to investigate,the Local Assistant is responsible to secure the scene until the arrival of the OFM investigator. Providing scene security places an addition al burden on the Local Assistant and his/her Fire Department as it may be necessary to remain on scene long after the fire has been extinguished. Fulfilling the requirements of a Local Assistant becomes difficult for the Fire Department as they must maintain personnel and apparatus on scene and out of service for other potential emergency calls.Securing a fire scene for extended periods of time e.g. overnight or longer burdens the volunteers with additional responsibilities and becomes problematic when they may have to report to their place of emp loyment the following morning or fulfill other personal commitments. There is further administrative burden on the Local Assistant in making the security arrangements and any subsequent cost recovery efforts. Even with the agreement of the owner and the insurance company, there may be delays in mobilizing such services as there may not be appropriate arrangements in place nor capable local security services available. Ideally, a 3rd party licensed security firm can be engaged to provide scene security. In a case where the Local Assistant cannot get such services directly through the owner or insurance company, an order can be issued, and appropriate arrangements be made to install a security watch. Under the Fire Safety Act the owner is responsible to pay the costs of this security. RECOMMENDATION To facilitate rapid mobilization of capable security services and reduce the administrative, personnel and equipment burden on the Local Assistant and Fire Departments, it is recommended that the Municipality of Chester proceed with issuing a Request for Standing Offer to provide local fire scene security services in accordance with the requirements of the OFM under the NSFSA.All costs for security watches are recoverable from the owner as provided for in the NSFSA in Sections 30 (4) and 31 (1). REPORT TO:Municipal Council SUBMITTED BY:Community Development DATE:July 20, 2018 SUBJECT:Fire Department Scene Security Services ORIGIN:MODC Fire Services 2 Request For Decision /Direction B ACKGROUND Under Section 14 of the Fire Safety Act the Fire Marshal appoints a qualified Fire Chief or Deputy Fire Chief as a Local Assistant, who, within their territorial jurisdiction and subject to the directions of the Fire Marshal, assists in administering the Fire Safety Act and the Fire Code. Under Section 32 (1) of the Fire Safety Act the Local Assistant shall immediately (no case later than 24 hours) investigate the cause, origin and circumstances of every fire that occurs within the Municipality. In most cases the Local Assistant (Section 32 (4) and (5))would request assistance from the Fire Marshal or determine that the Fire Marshal take responsibility for the fire investigation if the fire resulted in any injuries or fatalities, was of a large dollar loss,was suspected of arson, or the complexity of the investigation was beyond the comfort level of the Local Assistant. Scene security and protection of evidence must be maintained from the time of final fire suppression and overhaul to the arrival of the Fire Marshal.Under the NSFSA, Section 33 (3), for the purposes of completing a fire investigation, the Local Assistant,may close the property and post a security watch to prohibit persons from entering the fire scene.The Local Assistant will first request the owner or insurance company to secure the scene until the OFM investigator arrives. If the owner or insurance comp any cannot be reached or refuse to take the appropriate actions, the Local Assistant may choose to secure the scene with the volunteer firefighters (without compensation) or request a 3 rd party licensed security firm to provide the service. Under Section 30 (3) of the Fire Safety Act the Local Assistant,with the approval of the Fire Marshal, can cause the security watch to be carried out up to associated costs of $2000 and subsequently order the owner to pay the bill. Under Section 30 (4) of the NSFSA,if an owner has not repaid the Local Assistant for the costs incurred for the security watch by the time the right to appeal under the Fire Safety Act has been exhausted, then the Local Assistant can obtain payment from the Municipality by submitting rece ipts of the expenses incurred and filing a copy of the order to pay per Section 31(1) of the Fire Safety Act. The Municipality is authorized under Section 31 of the NSFSA to seek interest on any unpaid costs ordered, place a lien on the property tax which was the subject of the security watch, to use the Municipal tax payment process to collect or the Municipality may have an unpaid order to pay treated as a judgement from the Supreme Court. DISCUSSION Firefighters are not specifically trained in security services. They are not licensed security personnel and cannot be legally compensated for such work. The use of volunteer firefighters to secure a fire scene puts an additional burden on the Fire Department’s personnel, apparatus and equipment. The Local Assistant can use a 3rd party security firm and relieve the Fire Department’s equipment and personnel, returning them to active response status for other potential emergencies. The current process involves the Local Assistant requesting the owner or insurance company to provide the services and cover the costs.If the owner or insurance company refus e to provide the service,the Local Assistant will order it and make appropriate arrangements. The Local Assistant however is still burdened with the administrative duties of the initial service arrangements and the recovery of costs incurred. 3 Request For Decision /Direction Having a Municipal standing offer in place, provides for the required security services to be pre-determined, easily activated and mobilized to the fire scene in minimum time.The Municipality will pay the bill and charge back costs to the owner or the insurance company. If the owner or insurance company refuses to pay the Municipality may place a lien on the property under Section 31 of the Fire Safety Act. The actual use of the standing offer for security services would be very limited as historically within the Municipality, the occurrence of major structure fires requiring investigation by the Fire Marshal’s office is quite low.Overall, structure fires (investigated by the OFM or not)account for less than 3 % of the total emergency calls within the Municipality. The use of a Municipal standing offer for security services is not unique.The Municipality of East Hants has been successfully using such services to the benefit of their 13 Fire Departments since 2015. The MODC service proposal is based on this model.The Municipality of the District of Lunenburg is considering similar arrangements for their Fire departments. IMPLICATIONS Policy P33 Registration of Fire Service providers Fire Safety Act of Nova Scotia Financial/Budgetary There are limited financial/budgetary implications as the standing offer is not subject to the acquisition of any minimum services. All actual service costs that are incurred are recoverable by the Municipality under current legislative provisions in Section 31 of the Fire Safety Act. Environmental Not applicable. Strategic Plan Maintain a high level of fiscal responsibility; Continually improve public satisfaction with municipal services; Work Program Implications Staff administrative support from Fire Services Coordinator OPTIONS 1.To facilitate rapid mobilization of security services and reduce the administrative, personnel and equipment load on the Fire Departments,proceed with a Request for Standing Offer for fire scene security services. 2.Develop a Request for Standing Offer in conjunction with the Municipality of the District of Lunenburg (Joint Services). This option may complicate the service arrangements due to varying 4 Request For Decision /Direction administrative policies. As the standing offer is not subject to contractual minimums and actual service demand is likely to be low,reductions in any rate structures are not anticipated. 3.Do not proceed with a Standing Offer and leave the Local Assistant (and Fire Department) with the responsibility and administrative load to secure the fire scene and recover costs that may be incurred. ATTACHMENTS Email Correspondence April 12, 2018 from OFM (Fred Jeffers, NS Fire Marshal) Fire Safety Act, Sections 33 and 31. Draft Request for Standing Offer COMMUNICATIONS (INTE RNAL/EXTERNAL) Standard Operating Procedures to be published to all MODC Fire Departments REQUEST FOR D IRECTION Prepared By:Christa Rafuse, P.Eng. Director of Solid Waste Date July 24,2018 Reviewed By:Date Authorized By:Tammy (Crowder)Wilson, CAO Date July 24, 2018 CURRENT SITUATION The Kingdom Hall of Jehovah Witnesses in Simms Settlement is planning on the demolition of the existing building later in August 2018. They have requested an exemption on tipping fees. RECOMMENDATION Staff respectfully request direction on the request for exemption. BACKGROUND The Municipality of Chester approved a request from Kingdom Hall in August 2016 for the exemption of tipping fees for the disposal of roofing materials. A letter was received July 12th, 2018 from Gary Armstrong, a member of the group, asking the Municipality for an exemption from the tipping fees for the demolition of the existing building. DISCUSSION It is not unheard of for non -profit organizations to request exemptions for C&D materials. IMPLICATIONS Policy Policy P-20 Financial/Budgetary Based on the material specified in the letter, the financial implications should be in the $1000 -$1500 range. Environmental N/A Strategic Plan N/A Work Program Implications N/A REPORT TO:CAO and Council SUBMITTED BY:Christa Rafuse, P.Eng DATE:August 2, 2018 SUBJECT:Tip Fee Exemption ORIGIN:Request from Kingdom Hall of Jehovah Witnesses, Simms Settlement 2 Information Report OPTIONS1.Approve the exemption request2.Deny the exemption request ATTACHMENTS Letter from Gary Armstrong COMMUNICATIONS (INTE RNAL/EXTERNAL) N/A INFORMATION REPORT Prepared By:Christa Rafuse, P.Eng.Date July 24, 2018 Reviewed By:Tammy (Crowder)Wilson, CAO Date July 25, 2018 Authorized By:Tammy (Crowder)Wilson, CAO Date July 25, 2018 CURRENT SITUATION On Tuesday, July 10, 2018, at approximately 6:50 AM our Site Supervisor noticed smoke bellowing from the Kaizer Meadow from Route #14 (coming from Highway 103 direction). He immediately contacted 911 for assistance and staff worked together to contact all affected including haulers, clients under contract and the public. RECOMMENDATIO N N/A BACKGROUND The Kaizer Meadow landfill has experienced a few fires in the past but they have been relatively infrequent. A landfill fire is not unusual. Typically, there is no way to know what will start a landfill fire. Potentially a battery, glass in the sun can be to blame but no way to know for certain. DISCUSSION Upon discovering the landfill all safety precautions were considered.The equipment on site was moved upon staff arrival and the first fire department arrived sometime after 7AM.Our Fire Services Coordinator was also on site throughout the day to assist.A good amount of smoke flowed from the working site area and to ensure the site was secure Sustane shut down for the day at their discretion. No evacuation was warranted and we KM continued to operate the recycling transfer area as its far from the working area and behind the garage area where all was safe and secure. The public drop off area was closed for the day as we had no resources to relocate full bins, the mixed C&D site was off limits due to potential wind change. The plan was to keep the area free of local traffic to allow firefighters and related personnel to work safely and not to impede them in any way. Our operators and staff worked together to keep things going smoothly. The scale house informed incoming vehicles of closure and our site operators and staff fueled and provided heavy equipment service to ass ist with the fire fighting. Our closure communications were placed on a variety of media sources as quickly as possible. KM worked with our Municipal hauler to continue with regular collection and made temporary arrangements and backup plans with Whynott’s Settlement. Everyone worked hard to keep services on track and provide the best information possible as the fire was put out. REPORT TO:CAO and Council SUBMITTED BY:Solid Waste Department DATE:August 2, 2018 SUBJECT:Landfill Fire at Kaizer Meadow 2 Information Report At approximately 6PM the fire was out and crews continued to monitor and pack up later in the evening. KM had staff to complete spot checks around the clock to prevent any possibility of a flare up. A few hot spots were noticed along the southeast side early this morning whereby KM trained staff utilized onsite equipment to spray water and deter any further risk. It was then busi ness as usual at KM 24hr after finding the landfill on fire. It is estimated that approximately 3,000 square meters burned to a maximum depth of 60 cm on the eastern end of Cell 2B.No incidents on site to report.No damage to the cell liner.We truly appreciate all those fire departments and people involved across the region in their efforts of safely putting out the fire at the Kaizer Meadow landfill. Follow up to the Landfill Fire: A debriefing meeting was held on July 28, 2018 at the Chest er Fire Department. They discussed operations and recommendations for consideration. The Chester Fire Chief commented on the great support from the mutual aid partners and other agencies. Also, commented on the great cooperation and support received from the KM staff. A question was asked about the installation of a dry hydrant at the final settling lagoon. They discussed and felt not the best option due to high water flow requirements and the need for the pumper draft with two lines.Having access for two pumpers using flotation suction may be a better idea. Additional items discussed and will further review. They have suggested a meeting and site tour in the near future to get some plans in place. IMP LICATIONS Policy N/A Financial/Budgetary ITEMS COST (incl. tax) Foam Cost (total)–236 containers $46,663 Food and Rehab supplies $1,294.85 LRCRC (temporary organic/waste accepted)$1,032.71 Diesel supplied by KM (approx.)$2,500 Waste Collection Hauler (GE’s)assistance to transport to LRCRC while closed No charge TOTAL (approx.)$51,490.58 * *Does not include use of KM excavator, OT for staff, food, use of Kubota etc. Note: KM staff provided the overnight checks as these were not included. Environmental N/A 2 Information Report Strategic Plan1.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 N/A ATTACHMENTS N/A COMMUNICATIONS (INTE RNAL/EXTERNAL) N/A REQUEST FOR D IRECTION Prepared By:Chad Haughn Date July 26,2018 Reviewed By:Tammy (Crowder) Wilson, CAO Date July 27, 2018 Authorized By:Tammy (Crowder)Wilson, CAO Date July 27, 2018 CURRENT SITUATION This past Spring the Municipality was notified that the community group HHELLPS would be dissolving as an organization and that they would no longer require the use of the Fox Point Community Centre.Based on the original agreement with HHELLPS, the building was required to be returned to the Municipality once they no longer required the space to conduct their activities.All the official paperwork to transfer ownership of the property and building from HHELLPS back to the Municipality was completed in June 2018.The Municipality must now decide what to do with this property. REC OMMENDATION It is recommended that Council give staff direction on the future use of the Fox Point Community Centre property and building. BACKGROUND Facility History: 1951 -Fox Point School was built. 2000 -The school closed when the new Aspotogan Elementary School opened. The School Board turned the building over to the Municipality at that time. 2002 -The Municipality allowed Through the Years to transition the facility into a daycare. Through the Years used the space until 2010 when they opened their new facility at 20 Pte Richard Green Lane.The Fox Point building was again given back to the Municipality. 2011 -The not-for-profit group HHELLPS requested the building for use as a community centre.HHELLPS offered numerous community programs, operated a fitness centre in a portion of the upstairs,rented space to groups and ran several community projects until they dissolved in May 2018.The building was once again given back to the Municipality. REPORT TO:Municipal Council SUBMITTED BY:Chad Haughn,Recreation & Parks Department DATE:July 26, 2018 SUBJECT:Future of the Fox Point Community Centre ORIGIN:Returned Ownership of Fox Point Community Centre 2 Request For Direction The building has a long history and a considerable amount of time and energy has gone into offering great services to the community at that location.The time has come for Council to work through another transition and to decide the future use of the building. DISCUSSION There are several options that Council could considered for the Fox Point Community Centre: 1.Municipal Use A)Keep the building for Municipal purposes.Presently,there is no Municipal demand for the type of space available at the Community Centre. Although the community has appreciated the activities previously available at the Centre, the Municipality has community use of the Aspotogan Elementary School and we do not require two facilities in the same community to offer programs nor do we currently have the human resource capacity to manage an additional facility.Other Municipal department heads have not suggested any need for the space.If this option were selected, the full cost of operating the building would be the responsibility of the Municipality. B)Demolish the building and keep the property. If it is determined that the building is not suitable for any Municipal purpose, it could be demolished and the land retained for some other future use. 2.Expression of Interest (EOI) An EOI could be issued to determine if there are any local groups that would like to use the space for some community purpose, similar to previous use by Through the Years and HHELLPS.The EOI process would allow Council to hear ideas from the community and then determine if any of the ideas are suitable and in the best interest of the community. 3.Sale of Property The property could be sold to the private sector.The Municipality would gain the revenue from the sale but would lose the ability to provide direct input into the use of the building or property. Note –The Municipality owns a small parcel of land on the opposite side of highway 329 from the Community Centre. This should be kept in mind when decisions are being made. 3 Request For Direction IMPLICATIONS Policy The Municipal Government Act (Sections 50 & 51) allows the Municipality to sell land at market value when it is no longer required for municipal purposes. The Act also gives the Municipality the ability to sell or lease land to a not-for-profit organization for less than market value. Financial/Budgetary Since May 2018 the Municipality has been doing routine inspections and maintenance on the building. The annual operating cost is expected to be approximately $6,000 plus staff time plus any repair costs.Costs will continue to be incurred as long as the Municipality is responsible for the building. Note –there are outstanding work orders related to a recent fire inspection. This work will need to be completed prior to any new use of the facility. Environmental NA Strategic Plan Strengthen and support environmental, cultural, and social resources Work Program Implications Now that the building is owned by the Municipality, Public Works staff have an increased work load to complete regular inspections of the facility for insurance purposes and to ensure the building is maintained and not deteriorating . ATTACHEMENTS NA