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MUNICIPAL COUNCIL
AGENDA
Thursday,September 27, 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. to 9:00 a.m.)
4.MINUTES OF PREVIOUS MEETING:
4.1 Council –September 13,2018
5.COMMITTEE REPORTS:
5.1 Committee of the Whole –September 20,2018 –Warden Webber
(approval of motions only)
5.2 Committee of the Whole –August 23,2018 –Warden Webber
(receive minutes only)
5.3 Audit Committee –August 17, 2018 –Warden Webber
(approval of motion only)
a)Request for Decision prepared by Finance Department dated September
25, 2018 regarding Consolidated Financial Statements of the year ended
March 31, 2018.
b)DRAFT Consolidated Financial Statements of the year ended March 31,
2018.(Revised Statements)
5.4 Recreation and Parks Committee –July 23, 2018 –Councillor Hector
(received minutes only)
5.5 For information -REMO Advisory Committee –Deputy Warden Shatford
a)Tuesday, May 22, 2018
b)Monday, July 16, 2018
(received as information)
5.6 Citizens Planning Advisory Committee –March 27, 2018 –Warden Webber
(received minutes only)
5.7 Any other Committees.
Page 2 of 2
6.MATTERS ARISING:
6.1 Policy P-25 Tax Exemption Policy Amendments –Second and Final Notice.
6.2 Policy P-4 Procurement Policy -Amendment to add Sludge Removal and
Disposal Services to a three (3) year term –First Notice.
7.CORRESPONDENCE:
7.1 Council District Grant Request –St. Stephen’s Parish (Musical Friends)–District#3.
7.2 For Information –Workers’ Compensation Board of NS dated August 8, 2018
regarding Experience Rating Statement for 2019.
7.3 For Information -Regional Emergency Management Organization (REMO)
Comfort Center Policy -2018-05-09 (Revision from 2014 Appendix A -EM Plan)
a)Q & A for Councillors
8.NEW BUSINESS:
8.1 Draft letter to Nova Scotia Department of Environment dated September 18,
2018 regarding Changes to the Management of Construction and Demolition
Materials.
8.2 Registration request for the 2018 Nova Scotia Federation of Municipalities Fall
Conference –November 6 –9, 2018 at the Westin Nova Scotian Hotel, Halifax.
(please respond to Cindy by October 12, 2018)
8.3 First Quarter Financial Report/Forecast –Director of Finance.
8.4 Request for Decision prepared by Administration regarding Chester Water –Next
Steps. (Origin –July 5, 2018 –COW Meeting)
9.IN CAMERA:
9.1 Section 22(2)(a) of the MGA –Land Negotiations –Simms Settlement.(TBC)
10.ADJOURNMENT.
Page 1 of 2
MOTIONS FOR COUNCIL APPROVAL
FROM SEPTEMBER 20, 2018 COMMITTEE OF THE WHOLE
2018-390 APPROVAL OF AGENDA/ORDER
2018-391 APPROVAL OF AUGUST 23, 2018 COMMITTEE OF THE WHOLE MINUTES
2018-392 RESOLUTIONS TO NS FEDERATION OF MUNICIPALITIES
MOVED by Councillor Assaff, SECONDED by Councillor Church that the Committee of the Whole
recommend to Council to submit the following five possible resolutions to the Nova Scotia
Federation of Municipalities as priorities:
o Municipal Funding;
o Roads;
o Extended Producer Responsibility;
o Municipal Responsibilities; and
o Surplus Schools.
CARRIED.
2018-393 RECEIVE LETTER RE PLEBISCITE
MOVED by Councilor Barkhouse, SECONDED by Councillor Assaff that the Committee of the
Whole recommend to Council the letter from Brad Armstrong dated September 10, 2018
regarding Plebiscite for water supply be received as information. CARRIED.
2018-394 NEW ROSS HOUSING PROJECT –CONDITIONAL GRANT
MOVED by Councillor Barkhouse, SECONDED by Councillor Assaff that the Committee of the
Whole recommend to Council that Council to award a grant to the New Ross Community Care
Centre Society in the amount of $100,000 subject to the following conditions being satisfied:
1.That a Feasibility Study be completed that demonstrates to Council’s satisfaction:
a.Need/Demand
b.Community support
c.Financial viability and stability
d.Estimated costs of construction
e.Number of units and proposed rent/term of rent
2.That there be a demonstration of funding/financing being secured for the project.
3.That there be a Signed Agreement with Housing Nova Scotia and/or CMHC for
Affordable Housing Units to provide assurance of affordable housing units and term.
4.That Planning Approval is obtained, as may be applicable, and that
5.There is an ongoing annual reporting on progress of the project.
Page 2 of 2
And Further that funding for this conditional grant be taken from the Wind Revenue Reserve,
Community Development Component.CARRIED.
2018-395 NEW ROSS HOUSING PROJECT –WAIVING OF FEES
MOVED by Councillor Barkhouse, SECONDED by Councillor Hector that the Committee of the
Whole recommend to Council that any Municipal Fees associated with the construction and
development of the New Ross Housing Project be waived. CARRIED.
2018-396 SLUDGE REMOVAL AND DISPOSAL SERVICES
MOVED by Councillor Church, SECONDED by Councillor Hector that the Committee of the
Whole recommend to Council the following with regard to Sludge Removal and Disposal
Services:
1.The next tender and subsequent contract for Sludge Removal and disposal Services be
for a length of three (3) years; and
2.Appendix 3, Schedule of Routine Procurement Activities in Policy P -04 be amended to
include this routine procurement activity in its proposed contract length.
CARRIED.
2018-397 REPURPOSING OF DEWATERING TRUCK
MOVED by Councillor Assaff, SECONDED by Councillor Hector that the Committee of the Whole
recommend to Council to direct staff to pursue the repurposing of the dewatering truck in to a
tandem axle dump truck and retain a Heavy Equipment Operator position to maintain
operations and aid in the Landfill Closure, utilizing internal resources, subject to Nova Scotia
Environment approval to remove the dewatering truck from the treatment p rocess for the
Septage Lagoon and Approval to Operate. CARRIED.
2018-398 GENERAL BASIC ZONE REQUEST FOR PLAN REVIEW
MOVED by Councillor Hector, SECONDED by Councillor Barkhouse that the Committee of the
Whole recommend to Council to direct staff to amend the proposed zoning to extend the
General Basic Zone on Highway 329 from Civic Number 7498 to the end of Highway 329 at the
intersection and extend the General Basic Zone up Highway 3 east and west from Civic Number
2005 to Civic Number 2177. CARRIED.
2018-399 ADJOURNMENT.
MOTION REQUIRING APPROVAL OF COUNCIL
FROM AUDIT COMMITTEE
FRIDAY,AUGUST 17, 2018
2018-362 APPROVAL OF THE CONSOLIDATED FINANCIAL STATEMENTS FOR THE YEAR
ENDED MARCH 31, 2018
MOVED by Bruce Phinney, SECONDED by Councillor Assaff that the Audit Committee recommend to
Council the approval of the Consolidated Financial Statements for the year ended March 31, 2018.
CARRIED.
Chester Municipal Recreation and Parks Committee (continued)327Monday,July 23, 2018__________________________________________________________________________________________________________________
3.3 Next meeting Monday, September 17, 2018 Municipal Building, Council Chambers 7:00 pm.
4.0 ADJOURNMENT
2018-307 MOVED by Brad Armstrong,SECONDED by Adam Kaizer, that the meeting adjourn.
CARRIED. (6:25 pm)
_______________________________________________________________________________________________
Kevin Marczak Chad Haughn
Chair Recreation Director
179MUNICIPALITY OF THE DISTRICT OF CHESTERMinutes of Meeting of the
CITIZENS PLANNING ADVISORY COMMITTEEHeld in Council Chambers, 151 King Street, Chester, NSOnTuesday, March 27, 2018
ROLL CALL
Committee MembersArt Backman Mary Ellen Clancey Nancy GreenTrevor Hume Carol Nauss Nacny HatchDebbie Reeves Kerry Keddy Brad ArmstrongLeslie Taylor Larry Ryan
RegretsHeather Brooker John Carroll Mark NarsanskyMathew Nightingale
Staff:Tammy Wilson, C.A.O.(Chair)Tara Maguire, Director of Community DevelopmentGarth Sturtevant,Planner Tammy Hamm, Administrative Coordinator
Council:
Warden Webber Councilor Church
Councilor Barkhouse
Gallery:There were 2 persons in the public gallery.
1.CALL TO ORDER / ADOPTION OF AGENDAThe meeting was called to order at 6:30 p.m.
2.MINUTES OF MEETING OF DECEMBER 4, 2017
2018-178 MOVED Carol Nauss, SECONDED by Mary Ellen Clancey the minutes of the December
4, 2017 meeting of the Citizens Planning Advisory Committee be approved.CARRIED.
3.BUSINESS ARISING FROM MINUTESThere were no items arising from the minutes.
4.NEW BUSINESS
4.1 CONSIDERATION OF PROPOSED AMENDMENTS TO THE CHESTER VILLAGE
SECONDARY PLANNING STRATEGY AND LAND USE BY-LAW:To Relax and Clarify
Regulations for Off-site Parking in the Central Commercial Zone.
CPAC (Continued)Tuesday, March 27, 2018 180
_________________________________________________________________________________________________________The Planner presented his report. Council had given direction to staff to prepare draftamendmentsthatwould relax existing regulations for off-site parking within the CentralCommercial Zone.The intended purpose is to permit off-site parking and establish standardsand regulations for when and where off-site parking is allowed.
DISCUSSIONThe committee had the following questions:
Q.Existing structures should be protected using off-site storage as they are more limited andthis would be an incentive to keep old buildings?
A.Current rules would apply and you would be able to provide a locations certificate of thebuilding and rebuild to that lot coverage.
Q.Off-site parking could encroach on existing parking is it possible to make streets wider?
A.Streets are owned by province and would have to be addressed by the province.However,Council may have interest in cash in lieu in parking.
Q.New entrances may actually reduce public parking in some businesses on street parking andin fact reduce spaces.
A.We are still attempting to protect street parking and hopefully the street parking will beaddressed when the village planning strategy is under reviewed.
2018-179 MOVED Art Backman, SECONDED by Mary Ellen Clancey that the Citizens Planning
Advisory Committee recommend that Municipal Council move forward and give first
reading to the proposed amendments attached as Appendix A, which will clarify
regulations for the provision of off-site parking within the Central Commercial Zone.
CARRIED.
4.2 JOINT MEETING WITH VILLAGE (VAAC) AND MUNICIPAL (MAAC) AREA ADVISORY
COMMITTEES.Presentation of Draft Planning Strategy and Land Use By-Law for the
Municipality of Chester (not including Chester Village)The Planner presented a power point presentation to the Committee providing history on howthe Planning Strategy and Land Use By-Law was developed to this point and highlighted thechanges to each of the proposed zones.
Considerations raised
Lake Front Overlay: Has there been a consideration to protec t the cutting of trees.Suggesting keeping a minimum percentage of vegetation.
Vehicle Habitation: Houseboats should be considered on lakes.
Hamlet Area: What will happen with existing chicken farms that do not meet therequirements. Existing non-conforming uses will have protection but not permitted toexpand.Existing non-conforming uses will have to be confirmed through municipalrecords or an affidavit.
Municipality of the District of Chester
Tax Exemption
Policy
Policy P-25
Amended -Effective Date:
Tax Exemption Policy (continued)
First Notice –Committee of the Whole –June 15, 2017 (2017-309)Second Notice –Council –June 22, 2017 (2017-309/333)Effective –June 22, 2017 Page 2
MUNICIPALITY OF THE DISTRICT OF CHESTER
POLICY P-25
TAX EXEMPTION POLICY
WHEREAS Section 69 of the Municipal Government Act permits a Municipality to grant a taxexemption for low income earners;THEREFORE BE IT RESOLVED that Council of the Municipality of the District of Chester adopts thefollowing policy respecting property tax exemptions.1.0 In this Policy,1.1 INCOME means a person’s total income (total income before deductions) from all sourcesforthe calendar year preceding the fiscal year of the Municipality of the District of Chester,excluding any allowances paid pursuant to the War Veterans Allowance Act (Canada) orPension paid pursuant to the Pension Act (Canada) and includes:i)The income of all assessed owners, their spouse(s), including common law spousesresiding at who occupy the property as their principal residence;andii)The income from members of the same family residing in the same household, whocontribute to the household expenses; andiii)Those who hold an interest in the property and contribute to the householdexpenses.1.2 Owner and those who an interest in the property includes:i)The person assessed for the property;ii)A person who holds title including a part owner, joint owner, tenant in common, orjoint tenant of the property; andiii)A person with a life interest in the property; andiv)A person with a matrimonial interest.Not included are those with a leasehold interest and those with an interest under anagreement of purchase and sale.1.3 Principal Residence is the ordinary place of residence for greater part of the year of anowner as well as an owner in a hospital or nursing care facility, unless that person has notslept at the property for a period of two (2) years or more, or unless the property has beenrented to paying tenants, in either of which events, the property shall be deemed to ceasebeing the owner’s ordinary place of residence.1.4 SAME FAMILY in section 1.1(ii)is defined as including, but not limited to,children and step-children connected to at least one of the legally married or common-law couples included insection1.1(i).
Tax Exemption Policy (continued)
First Notice –Committee of the Whole –June 15, 2017 (2017-309)Second Notice –Council –June 22, 2017 (2017-309/333)Effective –June 22, 2017 Page 3
2.0 The Director of Finance of the Municipality shall grant an exemption as follows:i)For owners with an Income Level of $12,000 $12,649 or less the tax exemption shallbea maximum the lessor of $500.00 $601.00 or the tax (on the general tax rate andthe waste collection and disposal area rate only);ii)For owners with an Income Level of $12,001 $12,650 to $ 15,000 $15,859 the taxexemptionshallbea maximum the lessor of $300. 00 $601.00 less the bracket’schange in the exemption amount ($241)prorated for the income above $12,649divided by the bracket’s income size* or the tax (on the general tax rate and thewaste collection and disposal area rate only).*i.e. $601-(((income-12,649) / (15,859-12,649)) x (601-$360))iii)For owners with an Income Level of $15,001 $15,860 to $21,000 $21,231the taxexemptionshallbea maximum the lessor of $200. 00 $360.00 less the bracket’schange in the exemption amount ($120) prorated for the income above $15,859divided by the bracket’s income size^or the tax (on the general tax rate and thewaste collection and disposal area rate only).^ i.e.$360-(((income-15,859) /(21,231-15,859)) x (360-$240))3.0 A person or persons applying for an exemption must:i)Make an affidavit:a)Regarding his/her income from all sources in the calendar year precedingthe Municipal taxation year for which the exemption is sought.Satisfactoryverification of income must be presented to substantiate the exemption.Exemption form attached as Schedule "A”.b)Verify that any person who either holds an interest in the property or arefamily members residing in the same household, whose income is notincluded in household income pursuant to clause 1.1 (ii ),does not contributeto paying household expenses.c)Provide satisfactory verification of income to substantiate the exemption.Satisfactory evidence includes a CRA notice assessment,GST/HST creditnotice, and copy of tax return prepared by a third party tax preparer.iii)Apply for the exemption each year prior to March 31st of the Municipal taxationyear;
Tax Exemption Policy (continued)
First Notice –Committee of the Whole –June 15, 2017 (2017-309)Second Notice –Council –June 22, 2017 (2017-309/333)Effective –June 22, 2017 Page 4
4.0 The exemption shall only apply to a property where at least one of the assessed ownersoccupies it as his/her principal residence;5.0 Prior to an exemption being granted, all outstanding debts to the Municipality, which arenot a lien on the property, shall be paid in full. This would include any fees such as building permitfees, landfill tipping fees, recreation fees, etc.6.0 A refusal to grant an exemption pursuant to this Policy may be appealed to Council.7.0 Annually tax exemption income levels and the exemption amounts will be adjusted asfollows:(i)Annual adjustments in the income levels, below which an exemption for taxation isgranted, will be adjusted by either the annual increase in CPI for Nova Scotia or tothe extent that council considers appropriate.(ii)Annual adjustments in the scale of exemption amounts granted will be adjusted byeither the annual increase in the average residential tax bill for the general tax rateand waste collection and disposal area rate or to the extent that council considersappropriate.
Tax Exemption Policy (continued)
First Notice –Committee of the Whole –June 15, 2017 (2017-309)Second Notice –Council –June 22, 2017 (2017-309/333)Effective –June 22, 2017 Page 5
MUNICIPALITY OF THE DISTRICT OF CHESTER –PROPERTY TAX EXEMPTION AFFIDAVIT
YEAR DISTRICT ACCOUNT EXEMPTION AMOUNT NUMBER
2017/182018/19
I/We, ____________________ & ____________________,property owners of ____________________ in the County ofLunenburg, Province of Nova Scotia, and is our principal residence,make oath and say as follows:1.That the total income before deductions of all assessed owners, their spouses (including Common LawSpouses)who occupy the property as their principal residence,family members residing in the samehousehold,who contribute to household expenses and those who hold an interest in the property andcontribute to household expenses,was as follows during the calendar year 20172014.Any Allowancepaid pursuant to the War Veterans Allowance Act (Canada) or pension paid pursuant to the Pension Act(Canada) is not to be included in a person’s total income for this purpose.
___ Combined Income was $12,649.00 or less;OR___ Combined Income was between $12,650 and $15,859;OR___ Combined Income was between $15,860 and $21,231 AND2.___ Verification Provided of combined income of $_____________________ .Check one of the following:_____ Notice of Assessment, _____ GST/HST credit notice ______ , Copy of tax return ______ .
NOTE:THIS IS A LEGAL SWORN AFFIDAVIT AND THE APPLICANTS SIGNATURE(S) ENDORSED BELOW
ARE VERIFICATION THAT THE INFORMATION PROVIDED IS TRUE IN ALL RESPECTS.THE AMOUNT OF EXEMPTION GRANTED WILL BE DETERMINED AFTER THE FINAL TAX BILL ISPRODUCED AND WILL BE LIMITED TO THE GENERAL RESIDENTIAL TAX AND WASTE COLLECTION ANDDISPOSAL AREA RATE PORTION OF THE OVERALL TAX BILL (I.E. DOES NOT INCLUDE OTHER AREARATES).Sworn to at ______________ in the County of Lunenburg, Nova Scotia on the ____ day of ________, 20___
____________________________________________________________________________
Staff Signature __________________________________________________________________________________________________________________
A Commissioner of the Supreme Court of Signature of Applicant(s)
Nova Scotia or a Municipal CouncillorAnnotation for Official Policy Book
Tax Exemption Policy (continued)
First Notice –Committee of the Whole –June 15, 2017 (2017-309)Second Notice –Council –June 22, 2017 (2017-309/333)Effective –June 22, 2017 Page 6
Reason for AmendmentNotice of Intention to AmendDate of Second NoticeEffective Date
I certify that this Policy was amended by Council as indicated above.
_________________________________________________________________Pamela M. Myra, Municipal Clerk Date
1
Cindy Hannaford
Subject:FW: District Council Grant Request for September 27thAttachments:2018-2019-District Council Grant_St Stephens (Musical Friends).tif
From:Chad Haughn
Sent:Tuesday, September 18, 2018 10:56 AM
To:Tammy (Crowder) Wilson, MURP, MCIP <twilson@chester.ca>
Subject:District Council Grant Request for September 27th
Hi Tammy,
I received a District Council Grant application from St Stephen’s (Musical Friends) for the September 27 th Council
meeting –see attached.Danielle is aware of this application.For your information, below is an update on where we
are to date with the District Council Grants:
District Council Grants 2018-2019
Update September 20, 2018
Requested ApprovedDistrict 1 Deep Cove Fireworks & Weiner Roast $500.00 $500.00Parish of Blandford: Swissair 20th Anniversary Event $500.00 $500.00
TOTAL FUNDS APPROVED $1,000.00
District 2 Hubbards Area Lions Club: Renos $1,000.00 $1,000.00Aspotogan Fitness Club: Fitness Equipment Move $500.00 $500.00
TOTAL FUNDS APPROVED $1,500.00
District 3 Chester Legion: Summer Picnic $500.00 $500.00Church Memorial Park: Beer Garden $500.00 $500.00St Stephens: Musical Friends Program $250.00
TOTAL FUNDS APPROVED $1,000.00
District 4 Friends of 250th Legacy Park $1,000.00 $1,000.00
TOTAL FUNDS APPROVED $1,000.00
District 5 Royal Canadian Legion, Branch 144: Canada Day $833.00 $833.00Western Shore & Area Improvement: Canada Day $833.00 $833.00Western Shore Fire Dept Annual Parade $833.00 $833.00
TOTAL FUNDS APPROVED $2,499.00
District 6 TOTAL FUNDS APPROVED $-
2
District 7 TOTAL FUNDS APPROVED $-
CHAD HAUGHN
Director of Recreation and Parks
Office:902-275-4124
Cell:902-275-8191
September 18, 2018
Attn. Mr. Chuck McKenna, Manager, Resource ManagementConstruction and Demolition Materials Management CommentsNova Scotia EnvironmentSolid Waste Resource Management UnitPO Box 442Halifax, NS B3J 2P8Email: policy1@novascotia.ca
RE:Changes to the Management of Construction & Demolition Materials
Dear Mr.McKenna,Thank you for the opportunity to provide feedback on the potential changes to themanagement of demolition materials in the province.We currently have an approval permit to operate here at the Kaizer Meadow Landfill UntilDecember 31, 2025. We report annually to NSE and our permit details what we can andcannot accept. We presently monitor numerous wells on site but see the potential here to beexpected to complete additional surface and ground water monitoring. Our existingconstruction materials are placed outside of any lined cell and should this change it will costmuch more and the life of our existing cell shortened.We have a relatively large site with good separation distances which should satisfy theregulations.With a good size working area we have the flexibility on site to divert our C&Dmaterials. We have chipped and ground materials for landfill cover and utilize asphalt for newroads. To ban and remove wood, gyproc and asphalt off site would be a bigger expense thanhandling on site and we would be unable to classify as diversion.We can potentially gainrevenue but at the same time our landfill cell fills much faster.We would agree that changes to the management at many sites across the province to includepermitting should be required for storage and transfer at any facility. Unlike our site wherewe follow specific guidelines this would potentially assist with ongoing issues (watercontamination and fires) that may occur now at other sites.
P a g e |2
We support the provinces efforts for changes to the management of construction anddemolition materials as it relates to storage and transfer,but we also require clarity on howour approval to operate would be affected. As a disposal site we would like further discussionon the potential ban of certain types of C&D materials as this impacts our long-term plans atKaizer Meadow.Respectfully,
Tammy (Crowder) Wilson, MURP, MCIPCAO, Municipality of Chester
cc.Councilor Floyd ShatfordWarden Allen WebberChrista Rafuse, P.Eng, Director of Solid Waste
1
Cindy Hannaford
From:Cindy HannafordSent:Monday, September 10, 2018 11:16 AMTo:CouncilSubject:Nova Scotia Federation of Municipalities (NSFM) Fall ConferenceAttachments:2018-11-06_NSFM Fall Conference Program_Westin Nova Scotian Hotel.pdf
Importance:High
Good morning,
Please find attached the Nova Scotia Federation of Municipalities 2018 Fall Conference Program held on November 6 to
9, 2018 at the Westin Nova Scotian Hotel for your information.
Please respond to Cindy before October 16th or sooner if you will be attending the NSFM
conference and if you need an extra Banquet Ticket for your spouse.
Delegate Before October 16th (includes Banquet)$480 +HST+Carbon Surcharge *($557)savings
Delegate After October 16th (includes Banquet)$530 +HST +Carbon Surcharge *($614.50)
Non-Member Delegate Before October 16th $530 +HST +Carbon Surcharge *($614.50)
Non-Member Delegate After October 16th $580 +HST +Carbon Surcharge *($672)
Banquet Ticket $ 65 +HST ($74.75)for spouse
*Carbon Surcharge Fund
CANCELL ATION POLICY:
DELEGATE:All cancellations of delegates must be received in writing (by fax or e-mail [tverbeke@nsfm.ca])before
4:30 p.m.on Thursday,October 25th,2018.No Cancellation Fee will be incurred prior to this time.
DELEGATE CANCELLATION FEE POLICY:Cancellations received between 4:30 p.m.on October 25th and 4:30 p.m.
on
November 1st,2018,will be subject to a $175 (plus taxes) charge.CANCELLATION FEE AFTER 4:30 P.M.,NOVEMBER 1ST,2018:Cancellations of Delegates received after 4:30p.m., November 1st,2018,are subject to the full registration fee.BANQUET:No refunds on banquet ticket cancellations received after 4:30 p.m.on Thursday,October 25th,2018.
SUBSTITUTIONS ARE WELCOME AT NO CHARGE
2
Thank you,
Cindy
REPORT FOR INFORMATION
Prepared By:Malcolm Pitman, CPA, CA, Director
of Finance
Date September 24, 2019
Reviewed By:Date
Authorized By:Tammy (Crowder) Wilson, CAO Date September 24, 2018
CURRENT SITUATION
The financial forecast on the Operating Fund results shows a surplus forecast for the year ended March 31,
2019 of $534,729 versus a balanced budget.
Capital Fund forecast shows that expenditures on capital project will be $3,443,265 versus a budget of
$8,428,425.
RECOMMENDATION
Forecast for information.
BACKGROUND
Council should be cautioned that a forecast is an estimate of the most likely results and as a result is subject
to change as actual results occur. The assumption used in the preparation of the forecast are noted below.
Adjustments made to the forecast for the #3 and $4 assumptions below were determined through
consultation with each program Director via a review of line by line revenues and expenditures.
Assumptions Made
1.Revenues and non-salary expenses forecast used actuals in first three months (end of June) and then
assumed they will continue at same rate in the remaining nine months. The end of June actuals was used
vs. August as the 1st quarter (June) included accruals for payables and the month of August did not.
2.Salary expenses forecast used actuals in the first five months (end of August) plus an accrual for one
week and then assumed they will continue at the same rate in the remaining seven months.
3.Adjustments were made to #1 & #2 for any known one-time revenues/expenditures in first three
months.
4.Adjustments were made to #1 & #2 for any known future changes in rate of accumulation of revenues or
expenditures in the remaining nine months.
DISCUSSION
The surplus of $534,729 can be explained by a few major variances as follows:
$1,074,799 -landfill revenues up due to high volumes
338,393 –landfill expenditures down -Sustane fees down $439,825 as not forecast to start until
Dec vs. Aug; landfill closure costs up $124,465 due to higher volume and less diversion
(824,568)–landfill transfer to reserve (surplus paid to Valley) due to higher net revenue
(70,410)-landfill transfer to reserves due to higher host fee related to higher volumes
Total $518,214
REPORT TO:Council
SUBMITTED BY:Finance Department
DATE:September 27, 2018
SUBJECT:Financial Forecast for 2018-19
ORIGIN:
2 Report For
Other 16,515
Variance $534,729
The major project variance is the Anaerobic Digestion project that is not going ahead
IMPLICATIONS
Policy –n/a
Financial/Budgetary
No impact as the forecast is that MODC will be within budget. Continue to monitor results and provide staff
and Council with the second quarter results and an updated year end forecast in October 2018.
Environmental –n/a
Strategic Plan –n/a
Work Program Implications -n/a
OPTIONS
n/a
ATTACHMENTS
Operating Fund forecast
Capital Fund forecast
COMMUNICATIONS (INTE RNAL/EXTERNAL)
Internal –n/a
External-n/a
REQUEST FOR DECISION
Prepared By: Tammy (Crowder) Wilson, CAO Date September 24, 2018
Reviewed By:Date
Authorized By:Date
CURRENT SITUATION
At the July 5, 2018 Committee of the Whole (COW) meeting, the Committee received the Chester Water -
Socio-Economic Analysis and rough engineering estimate of costs.At this same meeting and upon review
of the report the Committee discussed next steps. Staff were directed to bring back a report that outlined
a Communications Plan, work plan for a plebiscite and an estimate of costs for next steps in further
exploring a central water system from a technical perspective.
RECOMMENDATION
Staff respectfully recommends that Council:
Proceed with Poll:
1)Using Tax Roll for determining voters list (one vote per property)
2)Enable E-Voting
3)Mandatory Capital Costs Recovery Charge;
Proceed with Communications Plan;
Proceed with Pre-design work;and
Authorize the expenditures for the same.
BACKGROUND
In July of 2018 COW received a final Report from CBCL respecting a Water System Study for the Village of
Chester .The report identified two source options for the development of a Central Water System 1)
Surface Water (Spectacle Lake) and 2) Ground Water (Middle River). The Costs were estimated (Class D -
-22.5% to +35%)) at $44,522,000 (incl HST) and $46,519,000 (incl HST), respectively.
A socio-economic analysis was also presented that identified that a Central Water System would:
1)Mitigate impacts associated with poor water quality (ashethics, salt water intrusion, bacteria,etc.)
and quantity for residents as well as businesses constrained from investment expansions.
2)Address 16 weakness identified in MODC’s Integrated Community Sustainability Plan.
3)Enable the ability to attract investment /growth.
4)Address threats caused from Climate Change.
REPORT TO:Council
SUBMITTED BY:Administration
DATE:September 27,2018
SUBJECT:Chester Water-Next Steps
ORIGIN:COW-July 5, 2018
2 REQUEST FOR DECISION
A joint meeting was held with the Village Commission and Municipal Council to discuss the findings of the
report. From this meeting staff were directed to id entify what the next steps would be in:
1)Determining public support for a central water system for the Village of Chester .
2)A communication strategy to ensure a clear and consistent message respecting the next steps,
facts and costs.
3)Costs associated with proceeding to the next step in developing a Central Water Syst em (Pre-
Design).
DISCUSSION
The following summarizes the next steps
1.Determining Public Support
A)A Plebiscite or Poll?
The Committee expressed interest in having a non -binding Plebiscite to determine Public Support. The
Municipal Government Act sets out the provisions for a Plebiscite, in Section 53 .
53 (1) A council may direct that a plebiscite be held in all or part of the municipality and that the
clerk holds a public meeting in connection with the plebiscite.
(2) Where a plebiscite is directed, the clerk shall require the returning officer appointed pursuant
to the Municipal Elections Act to conduct the plebiscite and it shall be conducted as closely as
possible to the manner provided for the conduct of a special election pursuant to that Act .
(3) A plebiscite shall be held on a Saturday, as specified in the resolution, which shall be not less
than ten weeks after the resolution directing the plebiscite is passed. 1998, c. 18, s. 53.
The Municipal Election Acts requires that a Special Electi on be conducted as closely as possible to the
procedure governing a regular election. The Municipal Election Act requires that there be a List of Eligible
Voters.The Act further sets out to define an eligible voter which would be those ordinarily resident in the
Village, over 18 years of age and a Canadian Citizen.As discussed by the Committee, Voters are not
necessarily rate payers. It was determined that those who vote should be those who pay, thus to meet
this objective MODC will be required to deviate from the requirements specified for plebiscite, by having
the eligible voters be the assessed owner of a property. The list will be derived from the assessment / tax
roll.
In addition, given that the project is dependent upon federal and provincial f unding to proceed, and that
there is no current open grant programs for the same, the plebiscite would be non -binding. If funding is
not received, or received in a sufficient amount, the project would not be able to proceed. In addition, as
the project design progresses,costs will move from a Class D to Class A.As these are firmed up, there will
be more confidence in the project costs which may cause Council to reconsider any decision.The
Plebiscite would be a “Yes” or “No” Plebiscite.
3 REQUEST FOR DECISION
These two variations warrant a change from Plebiscite to Poll. That being said, it is recommended that to
ensure the integrity of the voting process the requirements of the Municipal Elections Act be followed,
where possible. E-voting would be used so as to ensure those who are not resident in MODC but own
property are able to vote without having to attend a polling station.
If Council opts to proceed the Poll is to occur no sooner than 10 weeks form the date of Council’s motion
(if the requirements of the MGA and MEA are followed for a plebiscite).This would enable information to
be relayed to eligible voters and municipal residents.
The costs of a Plebiscite or Poll,excluding staff resource costs is estimated at $8000.00 (E-voting; ballots,
RO costs, advertising).
B.Secrecy of Vote
Traditional with an election, there is secrecy to the vote. Steps are incorporated into the elections process
to ensure this occurs.Council may wish to know where people voted in favor or not in favor (by property )
so as to aid in making any decision on phasing. The disadvantage would be that it may discourage some
from voting as they may only vote if their vote remains secret.
C.Mandatory Capital Cost Recovery Charge-Yes or No
The costs per lot is based upon requiring all properties with in the service area to pay a charge for capital
costs recovery.If not all property owners with the service area are to require to fund the capital costs, the
costs per lot will increase.
Decisions to Make-
There are some items that require a decision prior to moving forward with determining public support
1.Plebiscite or Poll?
2.Secrecy of Vote -Do you wish to track votes to determine if there are locations in favor or not in
favor (Some may not wish to have their vote know and wish for it to remain secret ).
3.Will there be mandatory Capital Cost Recovery Charges to Property regardless of connection.
4.Agreement with just providing a range (source has not yet been determined -surface water or
ground).
5.Financing Option provided by CBCL-25 years.
2.Communications
In order to ensure voters are providing with the information required to vote at the Plebiscite, the manner
in which information is communicated is critical. It is important to ensure that the information is clear and
easy to understand. The assistance of a Communications firm will aid Municipal Staff and Council in
ensuring information is provided in this manner.
4 REQUEST FOR DECISION
Attached is a draft of a Communications Strategy developed by the Municipality’s Communication Officer
that outlines the foreseen communication requirements.The dates in the attached Communications
Strategy may vary, depending on the date a decision is made to proceed with a Po ll.Assistance will be
solicited from a communications firm to prepare information pieces and key messages prior to poll as well
as after the poll is completed and a decision is made.
It is estimated that communication support will costs $10,000-$15,000.
3.Next Steps –Pre-Design Work
Committee has asked that staff identify the next steps in pre-design. CBCL has been consulted and the
following summaries the project estimates from pre-design to construction:
2024 estimate of project costs:
Ground Water $47,921,000
Surface Water $45,742,000
Step - PreDesign & Eng Serv 2018$ Estimate 2018/2019 2019/2020 2020/2021 2021/2022 2022/2023 2023/2024
Groundwater exploration 60,000.00$60,000.00$
Evaluate surface water 15,000.00$15,000.00$
Predesign Study 65,000.00$67,275.00$
Engage URAB -$
Water Protection Plan 2,000.00$2,100.00$
Production Well 370,000.00$396,353.25$
Design & Approval 1,720,000.00$1,840,000.00$
Construction services 1,350,000.00$500,000.00$516,000.00$534,000.00$
Construction Closeout 60,000.00$73,000.00$
Contingency - Surface 597,000.00$10,000.00$10,350.00$358,860.38$83,153.84$88,359.27$106,891.77$
Contingency - Ground 787,000.00$12,000.00$10,350.00$476,695.13$110,871.79$114,752.30$142,522.36$
Design - Surface (no HST)4,239,000.00$85,000.00$79,725.00$2,595,213.63$583,153.84$604,359.27$713,891.77$
Design - Surface (NET HST)4,420,691.68$88,643.26$83,142.17$2,706,449.47$608,148.93$630,263.27$744,490.54$
Design - Ground (no HST)4,429,000.00$87,000.00$79,725.00$2,713,048.38$610,871.79$630,752.30$749,522.36$
Design - Ground (NET HST)4,618,835.45$90,728.99$83,142.17$2,829,334.84$637,054.93$657,787.56$781,648.32$
Const. Phase - incl tax/infl 2018$ Estimate 2018/2019 2019/2020 2020/2021 2021/2022 2022/2023 2023/2024
Groundwater 37,565,972.12$-$-$-$19,179,625.89$11,629,566.28$12,035,273.92$
Surface water 35,953,707.59$-$-$-$20,630,206.01$9,952,709.63$10,301,054.47$
SUMMARY (NET HST)2018$ Estimate 2018/2019 2019/2020 2020/2021 2021/2022 2022/2023 2023/2024
Groundwater 42,185,000.00$90,000.00$83,000.00$2,829,000.00$19,816,000.00$12,287,000.00$12,816,000.00$
Surface water 40,374,000.00$88,000.00$83,000.00$2,706,000.00$21,238,000.00$10,582,000.00$11,045,000.00$
5 REQUEST FOR DECISION
VOC -Gross/Village Ratepayer: Alt. Water Systems' Gross & Net Cost Village Ratepayer (2024$) *
Surface Water Gross Cost/Ratepayer Ins Save/Ratepayer Net Cost/Ratepayer
Year 1-10 $ 1,655.81 $ 403.20 $ 1,252.61
Year 11-25 $ 958.82 $ 403.20 $ 555.62
Total 1-25 $ 30,942.82 $ 10,088.50 $ 20,854.32
Ground Water Gross Cost/Ratepayer Ins Save/Ratepayer Net Cost/Ratepayer
Year 1-10 $ 1,516.90 $ 403.20 $ 1,113.71
Year 11-25 $ 882.61 $ 403.20 $ 479.41
Total 1-25 $ 28,400.72 $ 10,088.50 $ 18,312.22
*excludes consumption
If the Committee would like to be ready for grant application intakes that may occur the pre-design work
and design work is important to get completed. Infrastructure funding (New Build Canada Fund –
National and Regional Projects and Small Communities Fund)close 2023/24. As per the outline above,
proceeding with work in 2018/19 will see the project complete in 2023/24.
IMPLICATIONS
Policy
N/A
Financial/Budgetary:
2018-19:$114,000
Estimated costs for determining public support is $23,000, excluded staff resource costs ($15,000 for
Communications; $8,000 for Poll-E-voting).These funds would be operational and unbudgeted.
Estimated costs to proceed with pre-design work for 2018-19 is $91,000 (funded from Gas Tax and
included in the capital budget for 2018-19.
Council may wish to seek funding from the Village Commission for this initial stage.
The above tables provide the costs going forward beyond 2018 -19.
Environmental-N/A
Strategic Plan
o This is a strategic initiative of Council
Work Program Implications
The work program will need to be adjusted to provide internal staff resources to see the completion of
the public engagement and pre-design work in 2018-19. If Committee choose to proceed, resources will
be required from CAO Office, Engineering and Publ ic Works, Communications and legal.
6 REQUEST FOR DECISION
OPTIONS
Council has the following options:
1.Proceed with Poll and Communications Plan and Pre-design work for 2018-19 and authorize the
expenditure respecting the same.
2.Not proceed.
3.Proceed with Poll and Communications Plan and defer pre-design work until such time as public
support is determined.
4.Proceed with Poll and Communication Plan, with modifications and pre -design work for 2018-19.
5.Proceed with Poll and Communications Plan with modifications and defer pre-design work until
such time as the public support is determined.
ATTACHMENTS -
Communications Strategy
COMMUNICATIONS (INTE RNAL/EXTERNAL)
Council’s decision regarding next steps will be communication using Voice and Choices and Newsletter.
Chester Village Central Water Supply
Communications Strategy
Objectives
Primary Objectives:
1.Ensure residents within the Village of Chester boun daries are well informed and have
sufficient access to all public documentation .
2.Ensure residents are aware of the plebiscite and voter turnout is high .
3.Ensure Council is kept up-to-date on emerging situations/events and well represented
throughout the process.
Secondary Objectives:
1.Ensure broader public within the Municipality is informed .
Key Messages
Village residents:
Background
What are the costs, benefits, and disadvantages of a central water system
What is a plebiscite and what it means for the project
Who is affected (boundaries) and what it means for property owners, tenants,
businesses and community organizations
MOC residents:
General project updates (result of plebiscite, boundaries)
If we proceed with installing a system, how will it be paid for?
Action Plan and Timeline
*The Village of Chester Commission can be included in any or all of these
Audience Action and Tool Timeline Who
Village Residents
Update and direct traffic to
Voices & Choices (will open
for public comment upon
Council approval)
Develop a mail list for
notifications
Post Sept. 27
September 24
EPW
Comms Officer
Initial direct mailout (fact
sheet and voter
information letter)
October 18
EPW
Comms Officer
CAO
Municipal Clerk
Have a presence at several
public events/locations to
distribute information
TBD
October
November
EPW
Councillors
Public information meeting November 13
or 14
Councillors
CAO
EPW
Hold plebiscite
-Electronic voting
-Polling day
November 23-29
December 1
CAO
Municipal Clerk
Council
Be available for residents
through direct contact,
public events, public
meeting (be prepared for
residents outside of
Village)
September 27 to
end of project Councillors
Regular updates will be
prepared on feedback
received for information
and consultation
Post Sept. 27 CAO
Comms Officer
Key messages will be
prepared for Q & A October 4 –6 Comms Officer
Set date for plebiscite October 11 Councillors
Broader public
(entire Mun)
Post documents and
updates on website
September to
December EPW
Post updates on Voices &
Choices October 4 or 11 EPW
Prepare a media release or
position statement for
press and municipal staff**
October 11 and
December 3 -6 Comms Officer
Publish project updates via
Municipal Insight October 12 Comms Officer
EPW
Post on social media for
public meeting and general
updates.
November 13-14 Comms Officer
Measuring
Are we achieving our objectives and is it on time? The only real metrics we can use is measuring
engagement on the communications platforms we have in place.
1.Is there adequate engagement at public venues? Social media, including Voices &
Choices?Direct contact with Councillors and staff?
2.Achieve high voter turnout during plebiscite.
3.Inspire meaningful, mature discussion by providing information that is accurate,
unbiased, and timely. Is this happening?
4.Have we successfully reached Village of Chester residents with information that is
important to their decision-making?
5.Have we successfully reached MOC residents with information that is important to
them?