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HomeMy Public PortalAbout2018-11-29_Council_Public Agenda_PackagePage 1 of 2 of Agenda Cover Page(s) MUNICIPAL COUNCIL AGENDA Thursday,November 29, 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 –November 15,2018 5.COMMITTEE REPORTS: 5.1 Committee of the Whole –November 22,2018 –Warden Webber (approval of motions only) 5.2 Committee of the Whole –November 1,2018 –Warden Webber (receive minutes only) 5.3 Recreation and Parks Committee –November 19, 2018 –Councillor Hector (approval of motion only) 5.4 Recreation and Parks Committee –October 15, 2018 –Councillor Hector (receive minutes only) 5.5 Any other Committees. 6.MATTERS ARISING: 6.1 Provincial Street Improvement Policy P-90 –Second/Final Notice. 6.2 Provincial Street Improvement By-law No. 149 –Second/Final Reading. a)Letter from Gail Bond, East Chester dated November 6, 2018 regarding new Municipal By-law pertaining to Street Improvement. b)Letter from Lynn Cochrane dated November 21, 2018 regarding critique of By-Law 149. (appointment at 9:20 a.m.) Page 2 of 2 7.CORRESPONDENCE: 7.1 Presentation from Bernice Williams regarding An Age Friendly Communities Project "Taming the Octopus –Creating an Information Friendly Region." (appointment at 9:00 a.m.) 7.2 Letter from Navy League of Canada Chester Branch -Royal Canadian Sea Cadets Corps 351 Llewellyn Chester dated November 19, 2018 regarding request to spend approved council grant on Duke of Edinburg’s Award Program instead of the storage barn. 8.NEW BUSINESS: 8.1 Council District Grant Request -Aspotogan Recreation Association –District 1. 8.2 Regional Delivery of Services (Origin -Shared Services Memorandum of Understanding. a)Request for Decision prepared by Community Development Department dated November 20, 2018 regarding Cross Appointment of Building & Fire Inspectors. b)Shared Services Implementation Timeline 9.IN CAMERA. 10.ADJOURNMENT. APPOINTMENTS 9:00 a.m.Bernice Williams regarding Lunenburg County Project “Taming the Octopus – Creating an Information Friendly Region.” 9:20 a.m.Lynn Cochrane regarding critique of By-Law 149. MOTIONS REQUIRING APPROVAL OF COUNCIL FROM NOVEMBER 22, 2018 COMMITTEE OF THE WHOLE MEETING 2018-520 Approval of Agenda and Order of Business 2018-521 Approval of Minutes of November 1, 2018 Committee of the Whole 2018-522 RECEIVE LETTER FROM CHESTER MERCHANTS MOVED by Deputy Warden Shatford, SECONDED by Councillor Barkhouse that the letter from Chester Merchants Group dated November 14, 2018 regarding the closure of the Visitor Information Centre be received as information. CARRIED. 2018-523 PRE-BUDGET APPROVAL –ASSET MANAGEMENT STRATEGY MOVED by Deputy Warden Shatford, SECONDED by Councillor Barkhouse that the Committee of the Whole recommend to Council to approve $62,500 as a pre-budget item for 2019/20 for the development of an Asset Management Strategy. CARRIED. 2018-524 In Camera -Section 22(2)(c)–Personnel Matters. 2018-525 Adjournment. MOTION FOR COUNCIL’S CONSIDERATION FROM MONDAY,NOVEMBER 19, 2018 RECREATION AND PARKS COMMITTEE 2018-502 YOUTH SPONSORSHIP APPLICATION –KATE MACKINNON MOVED by Brad Armstrong, SECONDED by Leslie Taylor, that the Recreation Committee recommend to Council that we give Kate MacKinnon of East Chester $1,000 for her participation in the Snowboard Cross on January 7, 2019 in Panorama, BC.MOTION CARRIED. Taming the Octopus Municipality of the District of Chester November 29,2018 Financial Assistance / Management Research What services are you using? Where do you find information / Demographics What services are missing / More Information How do we share information? Where will this live after completed? Interested Organization with more flexibility How can you help? Council Print some additional templates Be a location where volunteers could pick up and drop off the information How can you help? Council Print some additional templates Be a location where volunteers could pick up and drop off the information Individual Councilors Book a time to sit down with Bernice to learn more Promote this project to everyone Take a template and talk to YOUR community How can you help? Council Print some additional templates Be a location where volunteers could pick up and drop off the information Individual Councilors Book a time to sit down with Bernice to learn more Promote this project to everyone Take a template and talk to YOUR community General Public Volunteer to complete a template with friends and neighbors Connect with Bernice to complete the questions Results / Goal Report completed by the end of April Creation of Pieces that can be used to Inform Promote Educate Not a traditional “shelf bound” report Taming the Octopus QUESTIONS? An Age Friendly Communities Project With funding from the NS Department of Seniors -2018 “Taming the Octopus –Creating an Information Friendly Region” The Lunenburg County Project: Seeks to enhance the collective impact of groups and organizations in Lunenburg County by ~ 1.Creating a developmental action plan that enhances communication and collaboration amongst groups and agencies that support older adults; and, 2.Developing strategies that ensure information reaches those who need and want to learn about resources and supports that could improve their lives. Desired outcome of the project:Reliable methods of sharing information amongst agencies, community groups, support networks, and individuals. The Lunenburg County Project will ~ Create a “social map” that identifies gaps and duplication in the county’s service and support networks (sometimes described as an “octopus”) Determine if and how services/supports might be optimally linked; and how to ensure that all parts of the “octopus” are connected through access to information about available services. Make recommendations about how organizations can “reach people’ and how community members can enhance their own access to information. Collaborate with 211 in stimulating an information feedback process that will contribute to the 211 data banks while also serving to strengthen local community linkages. Agencies, community groups, support networks and individuals will be impacted by – their involvement in the participatory and experiential research process emerging awareness of the complex ‘social map’ of resources for older adults in Lunenburg County new information about services and communities “hands-on” feedback processes New tools for community collaboration This project has the potential to contribute significantly to the 211 data bank by providing new information, by creating heightened awareness of 211 and by stimulating new ways of using the 211 service The hope is to enhance our collective impact by building on the many existing programs and networks to stimulate a regional perspective that includes municipal stakeholders. The goal is to enhance the way service providers communicate and collaborate, and to create systems that enhance the flow and effective use of information in the community. REQUEST FOR DECISION Prepared By:Tara Maguire Date November 20, 2018 Reviewed By:Malcolm Pitman, Acting CAO Date November 23, 2018 Authorized By:Malcolm Pitman, Acting CAO Date November 23, 2018 CURRENT SITUATION At the November 5 meeting of the Shared Services Joint Governance Committee, a motion was passed to recommend cross appointment of inspectors to support the shared services initiative. RECOMMENDATION To appoint Mike Bevis, Earl Woodworth, and Kyle Whynot as Building Officials to administer and enforce the Nova Scotia Building Code Act and Regulations. Further to appoint Mike Bevis and Kyle Whynot as Fire Inspectors pursuant to the Nova Scotia Fire Safety Act and Regulations. Further, to appoint Mike Bevis, Earl Woodworth, and Kyle Whynot as Special Constables for the purpose of administering the Municipality of the District of Chester Building By-law, the Nova Scotia Building Code Act and Regulations,the Nova Scotia Fire Safety Act and Regulations and the Dangerous and Unsightly Premises Regulations pursuant to Section 234 of the Municipal Government Act. DISCUSSION Council has entered into an agreement with the Municipality of the District of Lunenb urg, the Town of Lunenburg and the Town of Mahone Bay to enter into a memorandum of understanding (MOU) for the delivery of Building Inspection, Fire Inspection and Dangerous and Unsightly Property enforcement services. The agreement has been executed by all parties and staff are now working on an implementation. At the November 5 meeting of the Shared Services Joint Governance Committee, a motion was passed to recommend cross appointment of inspectors to support this initiative. Following the cross -appointment by each of the partner units, building inspectors wil l be able to provide fire and building inspection as well as dangerous and unsightly premises enforcement in each of the units. This will help to ensure continuity of the services and will be the first step in working towards a regional approach to inspect ion services. Working groups have been established to begin the process of reviewing by -laws and policies, ensuring consistency in approach and interpretation. Staff is also working on the necessary IT infrastructure and software to support the project.It is anticipated that this work will take approximately one year. A REPORT TO:Municipal Council SUBMITTED BY:Community Development Department DATE:November 29, 2018 SUBJECT:Cross Appointment of Building & Fire Inspectors ORIGIN:Shared Services Memorandum of Understanding 2 Request For Decision /Direction separate working group will also begin on reviewing potential funding and governance models for phase 2. The working groups will report to the CAOs. The CAOs will report to the Joint Governance Committee who will make recommendations to the partner Councils. IMPLICATIONS Policy The Nova Scotia Fire Safety Act authorizes municipal council to appoint a Municipal Fire Inspector for the purpose of administering the municipal authority grante d in the Nova Scotia Fire Safety Act and regulations. The Nova Scotia Building Code Act authorizes municipal council to appoint a Municipal Building Official for the purpose of administering the municipal authority granted in the Nova Scotia Building Code Act and regulations. The MGA designates the authority to appoint the Administrator of Dangerous and Unsightly to the CAO. Council must approve appointment of special constables and they are then appointed and regulated by the Department of Justice in accordance with the Police Act. Financial/Budgetary n/a Environmental n/a Strategic Plan This supports the implementation of Shared Services which is a priority item in the Work plan. Work Program Implications This will allow staff to begin supporting inspection services across municipal boundaries and will not impact current work program. OPTIONS 1.To proceed with cross appointment of inspectors as recommended by the Joint Governance Committee. 2.To not proceed with cross appointment of inspectors. ATTACHMENTS List attachments here. Shared Services Implementation Timeline Fall 2018 •Kickoff Meeting with Joint Governance Committee •Cross Appointments of Inspectors •Staff working on Policy/By-law consistency •Approval of salary adjustments (if necessary) •Staff working on IT strategy Winter 2019 •2019/20 Budget draft Standards to Joint Governance Committee for discussion & recommendation •Service Standards to Joint Governance Committee for Review •Laserfiche and Townsuite implementation in progress Spring/Summer 2019 •Phase 2 Funding Formula for discussion •Building By-law, Fee Policy, Fire Inspection Policy to Joint Governance Committee for review & recommendation Fall 2019 •Dangerous and Unsightly Premises policy to Joint Governance Committee for review & recommendation Winter 2020 •Funding Formula recommendation reviewed by Joint Governance Committee •2020-21 Budget to Joint Governance Committee for review & recommendation Summer/Fall 2020 •Governance structure & funding model for Phase 2 to Joint Governance Committee for review & recommendation •Dangerous and Unsightly Premises and OH&S policy to Joint Governance Committee for review & recommendation •Councils to review and decide on phase 2 Winter/Spring 2021 •One point of contact (phone numbers, website) established for the service •Consolidate offices Joint Governance Committee 2 elected representatives from each partner unit CAOs Policy & Procedure Working Group Tara Maguire Jeff Merrill 2 Building Inspectors 1 admin staff from each partner unit Other staff as necessary (i.e. DO, IT, Records Management) Finance & Governance Working Group CAOs Finance Directors Planning/CDD Directors Building Officials All Building/Fire Inspectors Planning/CDD Directors as needed IT Working Group IT Directors Records Management staff Planning/CDD Directors Shared Services Governance & Committee Structure