HomeMy Public PortalAbout2018-10-18_COW_Public Agenda PackagePage 1 of 1 of Agenda Cover Page(s)
Committee of the W hole
AGENDA
Thursday,October 18, 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 –October 4, 2018
5.MATTERS ARISING.
6.POLICY DEVELOPMENT/REVIEW:
6.1 Request for Decision prepared by Administration dated October 11, 2018
regarding Amendments to Policy P-20: Fees Policy.
a)P-20 Fees Policy (proposed amended version)
b)P-20 Fees Policy (current version -effective date:July 10, 2014)
c)P-28 Residual Waste Policy
7.CORRESPONDENCE.
8.NEW BUSINESS:
8.1 Information Report prepared by Solid Waste Department dated October 5, 2018
regarding Bulky Item Collection Evaluation.
8.2 Request for Decision prepared by Solid Waste Department dated October 5, 2018
regarding Electronic Gate.
8.3 Referral from Council Meeting –October 11, 2018 –Fire Advisory Committee –
next steps.
8.4 Request for Decision prepared by Fire Services Coordinator dated October 9,
2018 regarding Fire Services Registration 2018-19. (Origin –Policy P-33 (2017)).
9.IN CAMERA.
10.ADJOURNMENT.
REQUEST FOR D ECISION
Prepared By:Jonathan Meakin,
Strategic Initiatives Coordinator
Date October 11, 2018
Reviewed By:Date
Authorized By:Tammy (Crowder)Wilson, CAO Date October 12,2018
CURRENT SITUATION
During a review of the Municipality’s P-20:Fees Policy, staff discovered several discrepancies
between the Policy’s “Schedule A” and some of the fees currently in use by departments. Staff
updated fees listed in “Schedule A”to ensure they are accurate and consistent with current
practice.
Staff also took the opportunity to make several amendments to the policy’s structure and
content to ensure it conveys the functionality and authority to ensure the regular review and
documentation of the Municipality’s fees as part of Council’s annual budgeting process.
As a result of the significant overhaul and refresh of P-20: Fees Policy, tracked changes have
not been recorded on current version of the policy. Instead, clean copies of both the current and
amended versions of P-20: Fees Policy are attached to this Staff Report, with significant
changes in content identified in the report,for review by the Committee of the Whole.
RECOMMENDATION
Staff respectfully submit two recommendations for the Committee of the Whole to consider:
1.That the Committee of the Whole review the proposed amendments to P-20:Fees
Policy outlined in this Staff Report and captured in the accompanying draft version of
the amended policy, and make a Motion recommending Council adopt the amended
policy.
2.That the Committee of the Whole make a Motion recommending that Council repeal
P-28: Residual Waste Policy for the reason outlined in this Staff Report.
REPORT TO:Committee of the Whole
SUBMITTED BY:Administration
DATE:October 18, 2018
SUBJECT:Amendments to Policy P-20: Fees Policy
ORIGIN:Standing COW Agenda Item
2 Request For D ecision
BACKGROUND
The proposed policy amendment work presented here is part of an ongoing policy review
workplan first identified by Council in the Municipality’s 2017-18 Strategic Priorities Chart, and
subsequently established as a standing COW Agenda item as per Council Motion 2018-047.
A reminder that, in terms of due process, the Municipal Government Act,Section 48(1) states
that:“Before a policy is passed, amended or repealed the council shall give at least seven days
notice to all council members.”
DISCUSSION
P-20 –Fees Policy Amendments
The following are highlights of significant proposed amendments made to the P-20: Fees Policy:
Addition of clauses 3.1 and 4.1 that outline reasons the Municipality charges fees as
part of a cost recovery, user-pay approach to the administration of licenses, permits, and
services.
Addition of clause 3.8 that outlines the conditions for the Municipality providing
refunds for fees, where applicable.
Review and record procedure outlined throughout the policy that clarifies and
authorizes the review of the Municipality’s fees and the resulting official record in
“Schedule A”as part of the annual budgeting process.
Consolidation of photocopying fees and updates to the types of photocopying and
their rates to ensure clarity,relevance, and consistency with current practice.
Addition of “Construction Value”Fee that consolidates the “New Construction” and
“Renovations” fee categories. As these two previous construction categories provided no
distinction as fee categories,consolidation into a single,inclusive category helps provide
clarity to the Schedule of Fees.
Listing “Civic Number Plate”Fee as a separate fee only and not lumped in with
‘construction’to ensure consistency of fee structure and provide further clarity to the
Schedule of Fees.
Processing Agreement clients are identified in Schedule A as information and so
provide a useful composite check list for Solid Waste staff to maintain the Tipping Fee
Schedule at Kaizer Meadows. However,as the tipping fees determined in such
processing agreements are not subject to the annual fee review process applied to the
Municipality’s other fees, they are not captured here.
P-28: Residual Waste Policy Repeal
The P-28: Residual Waste Policy is recommended for repeal as the policy does not reflect current
practice regarding waste originating from outside the Municipality.
3 Request For D ecision
IMPLICATIONS
Policy
Amendment of P-20: Fees Policy
Repeal of P-28: Residual Waste Policy
Financial/Budgetary
N/A
Environmental
N/A
Strategic Plan
Ongoing policy review work supports the following components of the Strategic Plan:
Continually improve public satisfaction with municipal services.
Continually reinforce the positive image of the Municipality through leadership in publ ic
engagement and communication.
Work Program
N/A
OPTIONS
The following options are available to Committee of the Whole:
1.Propose a Motion that recommends Council adopt the proposed amendments to P-20:
Fees Policy as presented.
OR
2.Direct staff to further review proposed amendments to P-20: Fees Policy following
questions or comments made during Committee of the Whole’s review.
AND
3.Propose a Motion that recommends Council repeals P-28: Residual Waste Policy for the
reason provided in this Staff Report.
ATT ACHMENTS
P-20: Fees Policy (with proposed amendments)
P-20: Fees Policy (current version, effective July 10, 2014)
P-28: Residual Waste Policy
COMMUNICATIONS (INTE RNAL/EXTERNAL)
None
Municipality of the District of Chester
Fees Policy
Policy P-20
Effective Date:
Fees Policy P-20 (continued)
Page 2 of 10
MUNICIPALITY OF THE DISTRICT OF CHESTER
POLICY P-20
FEES POLICY
1.PURPOSE
1.1.To establish a Schedule of Fees for licences,permits, and services provided by the
Municipality of the District of Chester that Council will review and,if necessary,revise
during the annual budgeting process.
2.DEFINITIONS
2.1.“CAO” means the Chief Administrative Officer for the Municipality, or her/his designate.
2.2.“Council” means the elected officials that make up the Council of the Municipality of the
District of Chester.
2.3.“Director” means the senior staff person that leads one of the Municipality’s seven
administrative departments and who reports to the CAO.
2.4.“Municipality” means the Municipality of the District of Chester.
2.5.“Schedule A” means the authorized and consolidated list of fees that the Municipality
charges for a wide range of licences, permits, and services.
3.POLICY STATEMENTS
3.1.It is appropriate for Council to charge fees, as authorized by the Municipal Government
Act and as applied through the Municipality’s by-laws, resolutions, and policies,in order
to help offset administrative costs through partial cost recovery.
3.2.This policy applies to all fees included in Schedule A unless in conflict with applicable
provincial legislation, or with fees set out in a by-law, resolution,or policy with an
effective date after the date this Fees Policy was last amended.
3.3.By listing all of the Municipality’s fees in one consolidated Fees Policy, the Municipality
is able to coordinate the review of fees for licences, permits, and services and the
impact of any adjustments to these fees on projected revenues as part of the annual
budgetary process.
3.4.The responsibility for the accuracy and currency of the fees outlined in Schedule A rests
with the Municipality’s Directors. However,the CAO will coordinate the review of
Schedule A on an annual basis as part of the budgeting process and recommend
Fees Policy P-20 (continued)
Page 3 of 10
changes, if any, to Council for review.
3.5.Once approved by Council, the most recent amended version of this policy and the
associated Schedule of Fees will be shared by Directors with all staff and applied to the
Municipality’s administration of licences, permits, and services.
3.6.Processing Agreements for materials from outside the Municipality are not subject to
the annual budgeting and fee review process outlined in this policy.Fee schedules
approved through Processing Agreements will be shared promptly by the CAO and the
Director of Solid Waste with Department of Solid Waste staff and applied to the
Municipality’s administration of Tipping Fees at Kaizer Meadows.
3.7.Council delegates the authority for setting fees for recreation programs to the Director of
Recreation & Parks or her/his designate. Such fees and any associated refund policy
will be managed outside of this policy.
Waiving Fees
3.8.The Municipality may waive fees for non-profit organizations or groups that do not have
the ability to raise revenue via taxation, with the exception of Fire Commissions when
applying for Letters of Concurrence. Proof of non-profit status is required prior to the
Municipality waiving fees.
Refunding Fees
3.9.The Municipality provides limited refunds for fees, but with the following restrictions:
3.9.1.For fees greater than $50,a refund will be issued with a deduction of $50 for
administration costs.
3.9.2.For fees of $50 or less, no refund will be provided.
3.9.3.For permits, refunds are available prior to the permit being issued only.
4.GUIDING PRINCIPLES AND VALUES
4.1.This policy communicates the Municipality’s principle of charging fees to help offset
costs for providing licences, permits, and services.In so doing, Council works to
maintain a commitment to fiscal responsibility by partially recovering associated
administrative costs through user fees rather than through the general tax rate.This is
the guiding principle and approach that the Municipality may choose to apply at any
time to user fees not covered by this policy.
Fees Policy P-20 (continued)
Page 4 of 10
5.POLICY ROLES AND PROCEDURES
5.1.The following is a summary overview of roles and, where applicable, procedures
associated with the ongoing maintenance of this policy. Further detail for all policy
development and review work is captured in the Policy Review Check List.
Responsible Council
Accountable CAO; Municipal Clerk
Consulted All Department Directors
Informed All staff of the Municipality; residents
6.RELATED DOCUMENTATION
6.1.The following is related legislation, regulations, by-laws, resolutions, policies,and other
documentation that relate to this policy.
Document Name Document Type
Municipal Government Act Legislation
Tipping Fee Schedule, Solid Waste Department Administration
Processing Agreements, Solid Waste Department/CAO Administration
7.REVIEW REQUIREMENTS
7.1.The CAO will lead a review of this policy as part of the annual budgetary process. Any
recommendations for amendments or repeal must be authorized by Council.
Amendments must be captured in the Version Log below.Note any former policies
replaced by a new or amended policy under ‘Amendment Description’, when applicable.
Version
Number
Amendment
Description
Consulted Accountable Approval Date
2014 Policy amended
to update
Engineering &
Public Works
and Solid Waste
fees.
Department
Directors
CAO July 10, 2014
2018 Clarification of
policy
statements;
updates to
Schedule A;
updates to
policy format
Department
Directors
CAO ###
Fees Policy P-20 (continued)
Page 5 of 10
SCHEDULE A
Administration Fee Other Information
MPS and LUB $10.00 per full document
Fax –Received $1.00 per page
Fax –Sent $2.00 per page
Parking Tickets $15.00
Photocopies -Colour (Single
Sided)$0.30
per page (service only for
residents copying Municipal
documents and for non-profit
groups copying their own
documents)
Photocopies -Colour (Double
Sided)$0.50
per page (service only for
residents copying Municipal
documents and for non-profit
groups copying their own
documents)
Photocopies -Black & White
(Single Sided)$0.10
per page (service only for
residents copying Municipal
documents and for non-profit
groups copying their own
documents)
Photocopies -Black & White
(Double Sided)$0.12
per page (service only for
residents copying Municipal
documents and for non-profit
groups copying their own
documents)
Photocopies -Plans & Drawings
(Black & White)$10.00
per sheet; limit 15 (service
only for residents copying
Municipal documents and for
non-profit groups copying
their own documents)
Photocopies -Plans & Drawings
(Colour)
$20.00
per sheet; limit 15 (service
only for residents copying
Municipal documents and for
non-profit groups copying
their own documents)
Photocopies -Plans & Drawings
(Scan only)$3.00
per sheet; limit 15 (service
only for residents copying
Municipal documents and for
non-profit groups copying
their own documents)
Vendor License -Ratepayer (1
year)No Charge
Vendor License –Non-
Ratepayer (1/4 year)$25.00
unprocessed products of the
farm, forest, or sea
Vendor License –Non-
Ratepayer (1/2 year)$50.00
unprocessed products of the
farm, forest, or sea
Fees Policy P-20 (continued)
Page 6 of 10
Vendor License –Non-
Ratepayer (1 year)$100.00
unprocessed products of the
farm, forest, or sea
Vendor License –Non-
Ratepayer (1/4 year)$50.00
all other goods, wares, or
merchandise
Vendor License –Non-
Ratepayer (1/2 year)$100.00
all other goods, wares, or
merchandise
Vendor License –Non-
Ratepayer
(1 year)$200.00
all other goods, wares, or
merchandise
Auctioneers $20.00
Tax Certificate Fee $30.00
NSF Cheque Fee $30.00
Deed Transfer Tax
percentage established in
By-Law #137: Deed Transfer
Tax
Interest on Overdue Taxes 12%1% per month
Third Party Credit Service Fee
$3.00
per bill if the amount is less
than $100
$3.00
per $100 of bill amount up to
$500
2.65%of the bill amount over $500
Animal Control Fee Other Information
Dog License $15.00
five-year period; non-
transferable
Redemption Fee for Dogs $50.00
Kennel Application Fee $75.00 one-time fee
Kennel License $150.00
Building Inspection Fee Other Information
Construction Value -$0.00 to
$10,000 $10.00
Construction Value-$10,001 to
$20,000 $16.00
Construction Value-$20,001 to
$50,000 $35.00
Construction Value -$50,001 to
$100,000 $65.00
Construction Value-$100,001 to
$200,000 $125.00 plus $1.10 per $1,000 over
$100,001
Construction Value -$200,001
and over $250.00 plus $1.10 per $1,000 over
$200,001
Zoning Confirmation Letters $30.00
Civic Number Plate $14.00
Public Hearing Documents -
Entire package with all public
comments $0.12 per page
Fees Policy P-20 (continued)
Page 7 of 10
LUB Amendment Application
Fee
$300.00
(refundable if
withdrawn within seven
business days)
plus a $500 deposit towards
advertising costs
MPS Amendment Application
Fee
$500.00
(refundable if
withdrawn within seven
business days)
plus a $500 deposit towards
advertising costs
Development Agreement
Application Fee or Substantial
Amendments to DA
$400.00
(refundable if
withdrawn within seven
business days)
plus a $500 deposit towards
advertising costs
Discharge of Development
Agreement Registry Fee
recording fees in accordance
with Land Registry office
fees
Unsubstantial Amendment to
Development Agreement $100.00 plus a $500 deposit towards
advertising costs
Development Permit
(construction value up to
$5,000)
$40.00
Development Permit
(construction value over $5,000)$60.00
Site Plan Approval
$75.00
(refundable within
seven days)
Final Subdivision Approval App.
Fee (six lots or fewer)$200.00 plus recording fees & public
open space dedication
Final Subdivision Approval App.
Fee (seven lots or more)$400.00 plus recording fees & public
open space dedication
Tentative Subdivision Approval $50.00
Zoning Confirmation Letters $30.00
Application for Letter of
Concurrence (Communication
Towers)
$400.00
(no refund)
plus a $500 deposit towards
advertising costs
Wharves & Berthage $40.00
Public Works Fee Other Information
Sewer Application Fee $50.00
Sewer Hook Up Deposit Varies
Based on estimate to do the
job
Driveway Culvert Replacement Varies
Based on estimate to do the
job
Sidewalk Entrance Replacement Varies
Based on estimate to do the
job
Kaizer Meadow Fee*Other Information
*’Inside’ &‘Outside’ refers to materials originating from inside or outside the Municipality.
Interest on Overdue Accounts 12%1% per month
Asphalt & Brick
$35.00 Inside
$40.00 Outside per tonne
Fees Policy P-20 (continued)
Page 8 of 10
Cardboard & Paper
No Charge Inside
$275.00 Outside per tonne
Direct Haul –Bridgewater as per processing agreement
Direct Haul –Commercial
Organics as per processing agreement
Direct Haul –Lunenburg as per processing agreement
Direct Haul –Mahone Bay as per processing agreement
Direct Haul –Mirror as per processing agreement
Direct Haul –Other as per processing agreement
Mixed Construction & Demolition
Waste
$60.00 Inside
$66.00 Outside per tonne
Mixed Waste $175.00 per tonne
Organics & Blue Bags (Chester)No Charge
Residual Waste -Curbside
Collection $89.06 per tonne
Residual Waste -
Residential/Commercial
(Chester)
$89.06
per tonne
Sand Blasted Sand $89.06 per tonne
Soil -Contaminated
$45.00 Inside
$50.00 Outside per tonne
Soil -Non-Contaminated $15.00 per tonne
Scrap Metal (commercial &
residential)
$35.00 Inside
$40.00 Outside per tonne
Septic Waste
$22.00 Inside
$30.00 Outside per tonne
Wood (clean; residential)
$35.00 Inside
$40.00 Outside per tonne
Tires -landfilled $89.06 per tonne
CKF/Minas Basin Residuals as per processing agreement
HRM -Compost (landfilled)
including host fee as per processing agreement
LRCRC Residuals (including
host fee)as per processing agreement
LRCRC Direct Haul Commercial
(including host fee)as per processing agreement
LRCRC C & D as per processng agreement
LRCRC Shingles as per processing agreement
Michelin –Bridgewater $89.06 per tonne
Michelin –Pictou $89.06 per tonne
Town of Lunenburg -Residuals
(including host fee)as per processing agreement
Town of Lunenburg -Blue Bags
& Cardboard as per processing agreement
Town of Lunenburg -Organics as per processing agreement
Town of Lunenburg -
Commercial as processing agreement
Fees Policy P-20 (continued)
Page 9 of 10
Town of Lunenburg -Special
Collection as per processing agreement
Town of Lunenburg -Scrap
Metal, Wood, Asphalt as per processing agreement
Town of Lunenburg -Mixed C &
D as per processing agreement
Town of Lunenburg -Leaf &
Yard Waste as per processing agreement
Valley Waste -Residuals
(including host fee)as per processing agreement
Valley Waste –Asphalt &gyproc as per processing agreement
Dead Animals
No Charge Inside
(under 500lbs)
$35.00 Insider (over
500lbs)
$100.00 Outside (per
tonne)
Household Hazardous Waste
(HHW)
No Charge Inside
Cost Recovery Outside
Paint and Propane Tanks No Charge Inside
Cost Recovery Outside
Septic Gravel (ICI)$35.00 Inside
$88.05 Outside per tonne
Septic Gravel (Residential)No Charge Inside
$88.05 Outside per tonne
Fees Policy P-20 (continued)
Page 10 of 10
Annotation for Official Policy Book
Reason for Amendment
Notice of Intention to Adopt
Date of First Notice at Council
Date of Second Notice at
Council
Effective Date
I certify that this Policy was amended by Council as indicated above.
________________________________________________
Pamela M. Myra, Municipal Clerk Date
INFORMATION REPORT
Prepared By:Christa Rafuse Date:October 5, 2018
Reviewed By:Date:
Authorized By:Tammy (Crowder) Wilson, CAO Date:October 10, 2018
CURRENT SITUATION
Bulky Item collection was integrated into the Municipality of Chester waste collection in early May. The
program as well as the scheduled large collection days are proceeding for 2018. The program seems to
well be accepted by many residents according to our incoming calls.
Council requested a report providing an evaluate of the bulky collection program, which this report
provides.
RECOMMENDATION
N/A
BACKGROUND
Bulky Item collection was integrated into the Municipality of Chester waste collection in early May.
Motion 2018-130 was passed by Council to increase special collection service by: implementing a bi -
weekly bulky item collection May/June 2018 and phasing out special collection after 2018.
To evaluate and transition into this new service Council agreed to proceed with the three (3) scheduled
large pickup collections for 2018. The waste collection hauler agreed to provide this new service at no
extra cost for 2018/19 knowing the large pickups would be phased out after 2018.
The CAO also indicated that the matter would be brought back to Council in three months to evaluate.
DISCUSSION
With the implementation of the bulky item collection program the waste hauler reported that the Summer
cleanup was significantly smaller than other years they expect the Fall cleanup to be the same. This tells us
that the residents of MODC are accepting the program.Bulky item waste collection was implemented as
both a potential cost saving measure and an increase in service for the residents.
According to the existing hauler, from an operational standpoint, the additional resources needed daily to
collect bulky items bi-weekly has been much easier to manage than any cleanup they have been part of.
REPORT TO:CAO and Council
SUBMITTED BY:Christa Rafuse, P.Eng
DATE:October 18, 2018
SUBJECT:Bulky Item Collection Evaluation
ORIGIN:
2 Information Report
There’s also the positive impact on the community. Nothing gets stored in the back yard anymore while
waiting for a cleanup.It’s hopeful that over time, the issue of illegal dumping may start to decline.There
are also fewer traffic disruptions as it often can take 5-10 minutes to load at a heavy stop in areas wher e
it’s difficult to pass the waste collection vehicles.
For Kaizer Meadow operations there has been some difference noticed with the collection vehicles not
calling in as late during the last heavy pickup ,which in turn can reduce operating costs.During the
preparation of this report the Fall heavy pickup would be starting in a few weeks. We can better compare
then and into 2019 when the heavy pickups are discontinued.
This is not an uncommon program and has been in place for many years within HRM and other
Municipalities and understood to work well.Any calls from residents we have received have been
primarily for clarification on types of items and quantity. Overall, it has gone well but we will re -evaluate
again in 2019 once the special collections are no longer available.
IMPLICATIONS
N/A
Policy
N/A
Financial/Budgetary
Anticipated cost savings
Environmental
N/A
Strategic Plan
1.Maintain a high level of fiscal responsibility;
2.Continually improve public satisfaction with municipal services;
3.Ensure sufficient infrastructure is available to best serve our residents and businesses.
Work Program Implications
N/A
OPTIONS
N/A
ATTACHMENTS
N/A
COMMUNICATIONS (INTE RNAL/EXTERNAL)
N/A
REQUEST FOR D ECISION
Prepared By:Christa Rafuse, P.Eng.Date October 05, 2018
Reviewed By:Tammy (Crowder)Wilson, CAO Date
Authorized By:Tammy (Crowder)Wilson, CAO Date October 10, 2018
CURRENT SITUATION
Presently, the Kaizer Meadow Landfill is secured with a double swing gate with a lock and key system.This
fence system works well under our present operating conditions but with the impending transition to
Sustane operating outside normal business hours,it was determined an electronic gate would be better
suited for a more active site.
RECOMMENDATION
Staff respectfully recommend that Council approve the purchase and installation of an electronic gate
system for the Kaizer Meadow Landfill and approve the additional expenditure of approximately $9,000
that is in addition to the budgeted amount of $20,000.
BACKGROUND
The electronic gate provides access 24/7 to all those authorized to be on site during and after regular landfill
hours. With Sustane to operate around the clock and the potential for additional businesses to locate within
the Ecopark in the future it’s a practical option.
Staff requested quotes for the installation of an electronic gate system from local companies.Only one
company responded.The quote received exceeded the budget of $20,000 for 2018/19 so staff alter ed the
scope and the project requirements to reduce the overall cost.The company has provided a revised cost
for an electronic gate system to secure the site and monitor access effectively at Kaizer Meadow.
DISCUSSION
The replacement of Kaizer Meadows existing double swing gate to an electronic cantilever gate will allow
access to the Eco Park for the Sustane workers and others utilizing a card reading system. The gate will be
equipped with a camera and emergency opening system for the site.
Northeastern Protection Services Inc is the bidder and the total gate cost is $23, 948.00 plus applicable
taxes. This includes, a one-year parts and labour warranty from the date of installation; a manufacturer
warranty of a Kantech door controller, 5 years; Kantech card readers, lifetime limited; Samsung camera, 3
years limited; Lifemaster gate operator, 2 years limited,and Viking Intercom 2 years limited.
REPORT TO:CAO and Council
SUBMITTED BY:Solid Waste Department
DATE:October 18, 2018
SUBJECT:Electronic Gate
ORIGIN:Budgeted in 2018/19
2 Request for Direction
Additional costs not included as part of this quote include civil works and electrical. Civil works will be
provided in cooperation of Kaizer Meadow staff and Sustane. Sustane will be placing concrete pad(s) and
conduit at their cost. Electrical is unknown at this time but has been scoped and estimated in the $10 -
$15,000 range.
Estimated Total Cost:$33,948 to $$38,948
If practical, its proposed to relocate the existing double swing gate and/or purchase a simple bar gate to
prevent access to all Ecopark personnel to the landfill working areas after Kaizer Meadows regular
working hours.
IMPLICATIONS
Policy
Procurement Policy P-04
Financial/Budgetary
The purchase of equipped was approved as part of the 2017-18 capital budget and carried over to the
2018-19 capital budget.The estimated amount is over the budgeted amount of $20,000 by approximately
$9000. The project was to be funded through borrowing. Council will be required to approve the over
budget expenditure.
Environmental
N/A
Strategic Plan
1.Maintain a high level of fiscal responsibility;
2.Continually improve public satisfaction with municipal services;
3.Ensure sufficient infrastructure is available to best serve our residents and businesses.
Work Program Implications
N/A
OPTIONS1.Municipal council defer a decision and request further information.2.Accept Staff’s recommendation.3.Not proceed with the electronic gate.
ATTACHMENTS
N/A
COMMUNICATIONS (INTE RNAL/EXTERNAL)
N/A
1
Cindy Hannaford
Subject:FW: FAC
The Committee of the Whole want to have a discussion on what progress the group has made towards
determining what type of committee structure they feel would be most effective.
COMMITTEE OF THE WHOLE –APRIL 6, 2017
7.3 Status of the Fire Advisory Committee -Councillor Connors
• It was agreed to give more time to determine how the newly established group
will proceed; it was suggested one year and Councillors felt that was reas onable.
COMMITTEE OF THE WHOLE –NOVEMBER 21, 2017
7.5 Request for Direction prepared by Community Development Department dated
November 6, 2017 regarding Fire Advisory Committee.
•Warden Webber suggested having the group determine how they want to
move forward and determine if Hubbards can also be included at the table.
TAMMY (CROWDER)WILSON,MURP,MCIP
Chief Administrative Officer
Office:902-275-4111
Cell:902-275-7544
Referral from Council Meeting – October 11, 2018
REQUEST FOR DECISION
Prepared By:Bruce Blackwood Date October 9, 2018
Reviewed By:Tara Maguire Date October 9, 2018
Authorized By:Tammy (Crowder)Wilson Date October 9, 2018
CURRENT SITUATION
Fire and Emergency Services are provided to the Municipality by 6 Fire Commissions and their
associated Fire Departments in Martins River (District 5), Western Shore (District 5), Chester
Basin (District 4), New Ross (District 6), Hubbards (District 2), and Blandford (District 1). The
Chester Village Commission, through the Chester Volunteer Fire Department,provides fire and
emergency services to the Chester Village (District 3)and under contract with the Municipality
to the Outside Areas in District 1 (Partial)and District 7.
RECOMMENDATION
It is recommended that the P-33 (June 2017)registration updates be brought to Council for
approval and Schedule B confirmation of 2018/2019 registration notifications be sent to the
individual Commissions.
With reference to the Hubbard’s District 2 Commission,a reminder of the need and urgency of
finalizing the audited financial statements up to the year ending March 31, 2018 and resolution of
the default status with Joint Stocks should be sent with their Schedule B notifications.
With reference to the Western Shore District 5 Commission,a reminder of the need to resolve the
default status (at time of writing)with Joint Stocks should be sent with their Schedule B
notifications.In addition,the Western Shore District 5 Commission is to be reminded of the need
to fill current vacancies (3)on the Commission and restore it to the membership requirement (by
statute)of 7 Commissioners.
BACKGROUND
Policy P-33 (June 22, 2017)requires that each Fire and Emergency Service provider provide the
Municipality with appropriate operational evidence annually of its ability to provide the services
it has registered. The fire tax rate to be levied for the next year to fund such services, proof of
REPORT TO:Warden Webber, Chair and Members of
the Committee of the Whole
SUBMITTED BY:Bruce Blackwood, Fire Services
Coordinator
DATE:October 18, 2018
SUBJECT:Fire Services Registration 2018-2019
ORIGIN:Policy P33 (2017)
2 Request For Decision
appropriate liability and firefighter insurance coverage and audited financial statements from the
prior year are required.
Policy P33 (June 22, 2017)clarified the need for audited financial statements from the
Commissions.The Municipality provided each Commission and Fire Department with a copy of
Policy P33, held several meetings to review the P33 requirements and provided ongoing support
through a 24 month implementation period. Audited financial statements are due from each
Commission for the year ending March 31, 2018.
Information received from the Chester Village Commission, Fire Commissions, and the Fire
Departments on Schedule A (Services) and Schedule C (Fire Tax Rate) of Policy P33 has been
reviewed by the Fire Service Coordinator.
Registration data submitted indicate that Fire Departments are adequately funded (by
Commissions), equipped and trained to provide the service levels that they have registered.
DISCUSSION
A summary of the key registration data with notes to significant changes is attached. Highlights
of the registration review are provided following.
1.Fire Tax Rates:
Confirmations of approved tax rates are on file from all Commissions and the VOC :
a.The fire tax rate Chester Village (District 3)has been set at 7.40 cents/$100
assessment which is down from 8.00 cents/$100 assessment in the previous year. The
same rate has been applied to the Outside areas (District 7 and part of District 1)which
is up from the 6.48 cents/$100 assessment in the previous year.
b.The fire boat tax rate for MODC Islands has been set at 9.5 cents/$100 assessment.
(reduction of 2.55 cents/$100 assessment from the previous year.)
c.Martins River raised their tax rate by 2 cents to 17 cents /$100 assessment.
d.There were no changes to the fire tax rates in the other Districts.(Range 10.5 cents to
17 cents)/$100 assessment
2.Financials:
Financial information for the past period received and on file with the Municipality is summarized
in the table following:
3 Request For Decision
At the time of writing, audited financial records for the year ending March 31, 2018 have been
received from all Commissions except Hubbards (District 2).
It is noted District 2 continues in the audit process and have submitted audited Financial
Statements through the year ending March 31, 2016. Audits of the 2017 and 2018 periods are
currently underway with Grant Thornton and District 2 expects to have them before the end of
this calendar year.With these financial statements still pending, District 2 has submitted internal
year-end review and budget figures as presented at their annual rate payer meeting .
3.Corporate Status
Policy P-33 (2017)requires that all Fire and/or Emergency Service providers be a body corporate
(not for profit) in good standing.
The Commissions remain incorporated under the Rural Fire District Act, MGA (Village) or specific
local statute.The Fire Departments are incorporated under the Societies Act and are required to
register with NS Joint Stocks annually.
All fire departments with the exclusion of Hubbard’s Fire Department and the Western Shore Fire
Department, are in good standing with the Joints Stocks Registry.
Hubbards District 2 continues work with the NS Joint Stocks Registry on re -establishing their
status of good standing.Once all financial audits are completed, District 2 will submit
documentation to Joints Stocks, pay any penalties, request the Default be removed and the
registration be recorded as active and in good standing.
Fire District Financial Documents submitted
Blandford (#1)Grant Thornton: (Audited) Financial Statement 03/31/2018
Chester (#1,3,7)Moore Brewster Lake:(Audited) VOC Financial Statement 03/31/2018
Chester Basin (#4)Beliveau Veinotte (Audited)Financial Statement 03/31/2018
Hubbards (#2)Operational Costs for District 2 as presented at AGM. (2017 and 2018
Audits from Grant Thornton are pending)
Martins River (#5)Grant Thornton:(Audited) Financial Statement 03/31/2018
New Ross (#6)Grant Thornton: (Audited) Financial Statement 03/31/2018
Western Shore (#5)Grant Thornton: (Audited) Financial Statement 03/31/2018
4 Request For Decision
The NS Joint Stock Registry status of the Western Shore organization slipped into Default due to
an oversight of the renewal deadline. This is being resolved by the Commission.
MODC’s legal counsel has advised that although the status of a Fire Department with the Registry
of Joint Stock Companies is in default,to date the Registrar has not struck any from the Registry.
Thus, the two Fire Departments mentioned are still Body Corporates which is what is required
under the Municipal Government Act for us to register the Department.The risk remains
however,that given a continuing default status,the Register could strike the Society from the
Register at any time.To date here has been no indication of such actions.
4.Insurances:
All 7 departments continue with the group policy from Arthur J Gallagher (Cowan).(Martins River
has insurance with Arthur J Gallagher (Cowan)through the Municipality of the District of
Lunenburg and Chester is insured with the same through the Village Commission.)Additional
environmental coverage on oil storage tanks continues to be held by Hubbards and New Ross.
Directors’ liability and bonding coverage for the Commissions has been maintained as required
under the Rural Fire District Act.Martins River,under the MODL policy,does not currently have
this coverage.
MODC hosted a workshop with Arthur J Gallagher (Cowan) for Commissions and Departments to
review current insurance coverage. Although our policy is not up for renewal currently we are
planning to provide some recommendations on increasing some of the general liability and
environmental coverage.We will also review the proposals that will be submitted to MODL as
they have recently gone to tender for their general Municipal policy.
All 7 departments are providing accident/sickness line of duty insurance for their volunteer
members.The majority of Departments are with VFSIS or MEBA. Both are excellent policies. We
plan on participating with a review of the policies being offered to see if there is an advantage to
forming a group policy. Past studies have shown this not to be the case as our numbers are just
not large enough.Some departments have extended coverage to 24 hr.off duty plans and two
Commissions support an Employee Assistance Program for its membership.There are early
discussions on potentially offering dental and medical coverage on a co -funded basis.
5.Registered Service levels:
An overview of registered service levels shows:
a.Hubbards Fire Department has reduced it registered service level for Vehicle
Rescue from Technician to Operational. There is no impact in actual service level
as they have maintained training and equipment necessary.
b.There were no changes in other fire service levels currently registered.
5 Request For Decision
c.There were no changes in the Fire District boundaries although the established
boundary between Martins River and Western Shore Fire Districts was updated
with the submission of their by-laws. These by laws remain under review with the
Minister of Municipal Affairs.
d.Service levels for hazmat response remain at the Awareness level although some
departments have a few members trained to the Operational and Technician level.
There is no MODC Hazmat team. Hazmat response is currently available from
Kings County or HRM. REMO Advisory requested a risk assessment an d response
plan from the Province.The Province has yet to address this issue and appears
satisfied with the status.
6.Emergency Calls:(Reference 2016 YE Fire Department Call Report)
An overview of emergency calls shows:
a.Fire Departments responded effectively (alone or with mutual aid support) to 721
emergency calls in calendar 2017 within MODC.This was an increase of
approximately 18 % from 2016.
b.Over 50 % of the 2017 responses were to EHS Medical call outs even though some
Departments have reduced their EHS service levels to eliminate unnecessary call
outs.
c.Structural (2%) and non-structural fires (9%)were significantly higher
(approximately 27%) than 2016.
d.Mutual and automatic aid agreements continue to be important to ensure
adequate response to structural and other complex emergency situations.
7.Operations:
An overview of current operations shows:
a.Everett Hiltz is the new the Fire Chief at Chester Fire Department.
b.Volunteer membership in each department has remained steady at 20 0 plus
volunteer first responders across MODC.Recruitment and retention continues to
be a concern with the Departments.
c.Day coverage continues to be problematic as many volunteers are working out of
their response area.Mutual and automatic aid agreements amongst the MODC
Departments are required to provide an adequate response to major
emergencies.The Chester Fire Department is evaluating the use of “mutual aid”
firefighters who may be working locally through the day to respond in their district
even though they are not full members of the department.
d.The Junior Firefighter programs continue at 4 of the 7 Departments .
e.Departments continue with implementation of best practices and are making
progress on adoption of National Fire Protection Association (NFPA)guidelines.
This is a long process and places additional burden on the organizations. Focus is
on critical areas of qualifications, training, safety and accountability.
f.MODC continues to fund respiratory protection mask fit testing across the
6 Request For Decision
District which is a requirement under NFPA 1500.
g.The review of fire dispatch services continues through the Fires Services
Association of Nova Scotia (FSANS).
h.There were no major injuries to our firefighters in 2017.
i.MODC firefighters successfully attended the new Level 1 Hybrid program which is
a mixture of on line and hands on education.
j.Chester Fire Department is reviewing the manufacturing specifications for the
truck to replace their current pumper/tanker.
k.Chester Basin Fire Department has acquired their new pumper.
l.New Ross Fire department put their new tanker into operation.
IMPLICATIONS
Fire Services registration remains in effect unless revoked by the Municipality or as requested by
any specific Commission or Fire Department. De-registration of any particular service provider
would have serious impact on district fire protection and publ ic safety. For this reason, P33
requires the Commissions and Fire Departments provide an annual update on fires services
governance and operational status, providing evidence for the Municipality to ensure the
registered services can be effectively provided and any deficiencies addressed in a timely
manner.
Policy
Requirements in accordance with Policy P 33 (2017).
Financial/Budgetary
Fire Services continue to be funded through the fire tax levy.
Environmental
No Impact.
Strategic Plan
Reference to:
Maintain a high level of fiscal responsibility
Continually improve public satisfaction with municipal services
Work Program Implications
Covered in work program of Fire Services Coordinator.
OPTIONS
The following options are presented:
1.Per Policy P-33 (2017)the registrations summary be brought to Council for approval.
Upon approval, Schedule B confirmation of registration notifications be sent to the
individual Commissions.A reminder of the need and urgency of finalizing the audited
financial statements up to the year ending March 31, 2018 and resolution of the
7 Request For Decision
default status with Joint Stocks be sent with the Schedule B notifications to the
Hubbards District 2 Commission.A reminder of the need to resolve the default status
with Joint Stocks and to fill the required vacancies on the current Commission be sent
with the Schedule B notifications to the Western Shore District 5 Commission.
2.Per Policy P-33 (2017) the registrations summary be brought to Council for approval.
Upon approval, Schedule B confirmation of registration notifications be sent to the
individual Commissions.Hold schedule B approval for Hubbards District 2 and
Western Shore District 5 pending submission of financial statements (Hubbards) and
resolution of NS Joint Stocks Registry status (Hubbards and Western Shore)
ATTACHMENTS
Fire and Emergency Services Registration Summary 201 8-2019.
COMMUNICATIONS (INTE RNAL/EXTERNAL)
N/A
Emergency Services Registration Summary for 2018/2019 (Per Policy P33 dated June 22,2017)
Fire Commission
and Associated
Fire Department
Fire
District
Schedule A
Services
Schedule C Tax Rate
2017/18 (cents per
$100 )
FD Annual
Renewal with
Joint Stocks
Joints Stocks
Registry #
Insurance
Liability and
Property
InsuranceFi
refighter
Sickness
and Injury
Financials Fire Department Chief Contact
Number
Hubbards 2 Yes 10.5 (No Change)Pending
Defaulted 1
1273381 AJG 2018 VFIS 2018 (Unaudited)Chief Clary Coolen 902-483-7069
Blandford 1 Yes 13.0 (No Change)2018-07-25
(Active)
1258462 AJG 2018 VFIS 2018 GT (Audited)Chief Mike Schnare 902-275-8730
New Ross 6 Yes 17.0 (No Change)2018-01-09
(Active)
3039664 AJG 2018 VFIS 2018 GT (Audited)Chief Lyle Russell 902-275-8571
Chester Basin 4 Yes 11.0 (No Change)2017-07-19
(Active)
3032174 AJG 2018 VFIS 2018 BV (Audited)Chief Doug Rines 902-275-2170
Martins River 5 Yes 17.0 (Up 2 cents )2018-02-28
(Active)
2166651 MODL 2018 MEBA 2018 Internal Audit Chief Stuart Hirtle 902-624-9857
Western Shore 5 Yes 14.0 (No Change)Pending
Defaulted 1
2534963 AJG 2018 MCT 2018 GT (Audited)Chief Jamie Hatt 902-275-0271
Chester Village 3 Yes 7.40 (previous 8.00)2018-10-03 3033377 AJG 2018 VFIS 2018 MBL (Audited)Chief Everett Hiltz 902-275-8303
Chester (Outside)7, part 1 Yes 7.40 (previous 6.48)AJG Arthur J. Gallagher MBL Moore Brewster Lake
Chester (Islands)MODC Limited 2 9.5 (previous 11.55)MODL (AJG)Municipality of Lunenburg MEBA McKee Employee Benefits Administration
Changes noted in red. Refer to notes VFIS Vol.FF.Insurance Services MCT MacDonald, Chisholm, Trask
GT Grant Thornton
BV Belliveau Veinotte
Department/District Fire/ Fire
Related
Medical
Emergencies
Vehicle
Rescue
Water
Rescue
Ice Rescue High Angle
Rescue
Structural
Collapse
HAZMAT Ground Search and Rescue
Hubbards and District FD
District 2
Structural EHS Level 3 Operational 3 Awareness Technician Awareness Awareness Awareness Assistance
Blandford and Area Fire
Rescue District 1
Structural EHS Level 4 Technician Technician Technician Awareness Awareness Awareness Assistance
New Ross FD
District 6
Structural EHS Level 4 Technician Awareness Technician Awareness Awareness Awareness Assistance
Chester Basin FD
District 4
Structural EHS Level 6 Technician Awareness Awareness Awareness Awareness Awareness Assistance
Martins River FD
District 5 (partial)
Structural EHS Level 4 Technician Awareness Awareness Not Equipped Awareness Awareness Assistance
Western Shore FD
District 5
Structural EHS Level 3 Operational Awareness Operational Awareness Awareness Awareness Assistance
Chester FD
District 3,7
Structural EHS Level 6 Technician Technician Technician Awareness Not
Equipped
Operational Assistance
Changes noted in red. Refer to notes
Emergency Services Registration Summary for 2018/2019 (Per Policy P33 dated June 22,2017)
Note (1):
The District 2 Commission is still working with auditors on audit of previous financial statements.Previous years from 2012 through 2016 are completed.
The audits for 2017 and 2018 are expected before the end of calendar year 2018.Hubbards Fire Department is registered separately with the Joint Stocks.
They are currently in default for not submitting financial statements and non-payment of renewal.This will be resolved with the submission of the audited
financial statement as note above. Joints stocks has kept status as Default and h as not to date revoked registration.
The District 5 Commission, through a simple oversight failed to renew their Joint stocks registry for 2018, putting them into a default status. This w ill be
corrected over the next month once renewal documents and paym ents are forwarded. Joints stocks has kept status as Default and has not to date revoked
registration.
Note (2):Due to the remote nature of the islands, Chester Fire Department has limited capability for fire suppression activities. Excl uding the winter
months, they do operate a boat with mobile water pumps and other firefighting equipment.
Note (3):Hubbards has changed their Service Level for Vehicle Rescue from Technician to Operational. There is no impact on actual service level to the
public.
Prepared from Schedule A data as submitted by Fire Commissions after review with respective Fire Departments.
Reviewed by B. Blackwood,Fire Services Coordinator