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HomeMy Public PortalAbout2012-05-24_COW Agenda MUNICIPALITY OF THE DISTRICT OF CHESTER Minutes of Meeting of COMMITTEE OF THE WHOLE Held in Council Chambers at 151 King Street, Street, Chester, NS On Thursday, May 24, 2012 The meeting was called to order by Warden Webber at 8:47 a.m. ROLL CALL Councillors Warden Allen Webber Deputy Warden Shatford Councillor Sharon Church-Cornelius Councillor Hector Councillor Brad Armstrong Councillor Cheryl Scott Councillor Robert Myra Staff Erin Beaudin,CAO Cindy Hannaford,Administrative Assistant Sam Lamey, Municipal Solicitor Jennifer Veinotte,Communications Officer Steve Graham, Director of Finance Regrets Pamela Myra,Municipal Clerk MINUTES OF PREVIOUS MEETING 2.1 Committee of the Whole-May 3, 2012 2012-299 MOVED by Deputy Warden Shatford,SECONDED by Councillor Myra the minutes of the May 3,2012 Committee of the Whole be approved as circulated. CARRIED. MATTERS ARISING 3.1 Report from CAO The CAO provided a report with brief updates on the following matters: • ICSP Update • Municipal Staff Meeting held on May 7, 2012 • Public Procurement Act Requirements • AMA Spring Workshop being held at the Atlantica Oak Island Resort on June 20-22,2012. • FCM/CAMA Conferences • Records Management and Quality Control Coordinator(Two-year term position advertised) • Information Technology(the Municipality has active Twitter and Facebook accounts) • Chester Basin Sidewalk • Duke Street Sidewalk • Valley Road Intersection • Gold River Sewer Extension • Municipal Climate Change Adaptation Plan (MCCAP) • Senior Planner Position advertised • Fire Services • Compost Study -full funding for Compost Study • SNC Lavalin • Recreation&Parks Department Summer Staff • Explore Life publication to go out on June 6 • Cut`N Run-scheduled for June 3, 2012 • Trails funding from NS Off Highway Vehicle Infrastructure Fund • Ipsos Reid Survey Results • GAP Trail Mission - report to follow from the Director of Recreation and Parks for Council review. Committee of the Whole (Continued) 259 Thursday,May 24, 2012 Councillor Armstrong noted that it is nice to hear the positive. Deputy Warden Shatford noted that he had questions regarding a printing error in the Building Code and Unsightly Premises Minutes that Councillor Hector brought up at the last meeting and it was noted the wording has been clarified and the property is no longer considered an Unsightly Premises. 3.2 ICSP Follow-up (Feedback from Council) - ICSP Staff Committee - Tara Maguire, Gord Tate and Jennifer Veinotte. APPT. Present at the meeting was Gord Tate and Jennifer Veinotte,ICSP Staff Committee. Mr. Tate noted that the ICSP Committee is looking for feedback and direction from Council regarding the Integrated Community Sustainability Plan 2012. Warden Webber asked if the Committee if they wanted to revisit the plan. Deputy Warden Shatford indicated that the new draft made it easier to read. Mr. Tate noted that they received a template from Service Nova Scotia and Municipal Relations to do a status report which is due in September. Councillor Hector noted that the Climate Change Study will affect a lot that is in the ICSP and noted that there should be a separate meeting on its own for discussion. Warden Webber indicated that it will take more than one meeting to review and revise and should it be done now or after the election. Councillor Hector indicated that climate change will change our priorities. The CAO noted that the MCAP has to be submitted by December 2013 and noted that they will have the background information. Councillor Armstrong suggested that the Municipality should be building a relationship with the Department of Environment. The Solicitor indicated that the Municipality can prohibit development. Warden noted that there are action items involved and a decision needs to be made if we need to make it a part of our priority. The Solicitor noted that the Municipality can have the land use By-Law to reflect it. Warden Webber indicated that Council will review the ICSP and pick out the priorities. He also noted that Council will review the report in September. 2012-300 MOVED by Councillor Hector, SECONDED by Councillor Myra that this Committee of the Whole recommend to Council to delay the review of the Integrated Community Sustainability Plan (ICSP) until the fall of 2012. CARRIED. 3.3 Fibre Communication at the Kaizer Meadow Environmental Management Centre - Director of Information Services. The Director of Information Services reported on the following: Background Committee of the Whole (Continued) 260 Thursday,May 24, 2012 The Director of Information Services noted that over the part number of years communication has been a constant issue between the Administration Offices and the Kaizer Meadow Environmental Management Centre (KMEMC) and noted that as a result of poor speed the Environmental Management Centre cannot take advantage of many computer services available at the Administrative building. He indicated that he Municipality also intends to create a business park at the KMEMC and running a fibre connection will be a value-added service for potential Lessors. He also noted that with the fibre communication the Municipality they intend to: 1. Utilize their existing VOIP phone system (currently the landfill runs a separate phone system) 2. Connect directly to the Municipality's existing network through VPN site-to-site access (allowing for secure communication between the two sites) 3. Reduce maintenance cost improve reliability (Bell Aliant owns the equipment 99.9% uptime) 4. Allow for video conferencing without latency issues S. Ensure their mission critical applications perform with the highest availability and performance - 6. Ability to offer fibre connectivity to the internet in the Kaizer Meadow Business Park 7. As outlined in option 3 above,run required communications to the Comfit location Financial Implications The Director of Information Services indicated that over the past year and a half, a number of companies where approached and asked to provide solutions to the Municipality's communications issues at the KMEMC. Both Eastlink and Internetworking Atlantic provided cost prohibitive options in their opinion. He noted that the Bell Aliant quote can be outlines as follows: • $50,000 capital investment in building the Bell Aliant owned fibre communications to the Kaizer Meadow Environmental Management Centre • 5 year agreement for internet connectivity Councillor Church-Cornelius asked if they will be able to Debit at the landfill. It was noted that it is very costly. Councillor Hector asked if people hook on does the Municipality get money back. The Director of Information noted that he can look into it. The Solicitor indicated that it is something to keep in mind. Warden Webber noted that option 3 was already in the budget and asked what would be the cost. The Director of Information Services indicated that it would tall within$12,000. Councillor Hector indicated that there is potential. Warden Webber noted that there is no reason the Municipality can't get costing on the other two items. The CAO indicated that they can and noted that anything over$25,000 has to come to Council. The Director of Finance indicated that the amount will be cost shared with Valley Waste. 2012-301 MOVED by Councillor Hector, SECONDED by Councillor Armstrong that this Committee of the Whole recommend to Council to approve the recommendations from the Director of Information Services to make a one-time capital investment of $50,000.00 to install fibre communications to the Kaizer Meadow Environmental Management Centre and enter into five year (60 months) agreement with Bell Aliant for Sustained 10/10mbps fibre communications. CARRIED. Committee of the Whole (Continued) 261 Thursday, May 24,2012 Warden Webber asked the Director of Information Services if he can get the cost of the two additional pieces. 3.4 ESRI Small Local Government Enterprise License Agreement Program - Director of Information Services. The Director of Information Services reported the following: Background The Director of Information Services noted that the Small Local Government Enterprise License Agreement SLG-ELA grants the Municipality unlimited access to ESRI software including maintenance on all software for the term of the agreement and noted that it will provide the Municipality with numerous benefits as follows: • Lower cost per unit for licensed software • Substantially reduced administrative and procurement expenses • Maintenance on all ESRI software deployed under this agreement • Complete flexibility to deploy software products when and where needed Warden Webber noted that it will give the Municipality flexibility. The Director of Information Services indicated that it is part of the budget but noted it is a three- year agreement program. He noted that it will help with sewer and lighting and it will allow the Municipality to see what we own and can do long term planning with the sewer. Warden Webber asked what was budgeted. It was noted that$18,000. The Director of Information Services reviewed the financial implications for payment terms for Enterprise License Agreement as follows: Total Annual Fee Year 1 -$15,500 Year 2-$15,500 Year 3 -$15,500 Total Fee-$46, 500 The Director of Information Services noted they want to give it to the engineering people and noted that they need to partnership more with Public Works and give them a management tool. He indicated that the Municipality needs the software. Councillor Hector asked if it would be good for the Community Development Department. It was noted yes. The Director of Finance noted that it will help out. 2012-302 MOVED by Councillor Church-Cornelius, SECONDED by Deputy Warden Shatford that this Committee of the Whole recommend to Council to approve the recommendation from the Director of Information Services to enter into a three-year Small Local Government Enterprise License Agreement with ESRI Canada as per the annual fee of $15,500.00 for the next three-years. CARRIED 3.5 Vmware Project-Director of Information Services The Director of Information Services reported on the following: Background Committee of the Whole (Continued) 262 Thursday,May 24, 2012 The Director of Information Services that the Municipality intends to sole source Dell Servers due to compatibility issues within our existing environment and continues to invest in virtualization to do the following: 1. Reduce capital costs by increasing energy efficiency and requiring less hardware while increasing our server to admin ratio 2. Ensure that the Municipality's mission critical applications perform with the highest availability and performance 3. Build up business continuity through improved disaster recovery solutions and deliver high availability throughout computer services in the Municipality of the District of Chester. The Director of Information Services indicated that they have a number of servers out of warranty and underutilized. Warden Webber asked if the Director of Information Services was connecting the other servers to one server. The Director of Information Services indicated yes and that it is easier to maintain. He noted that he is moving the physical server into a super server. Deputy Warden Shatford asked if it requires less equipment. It was noted yes. The Director of Information Services indicated that there is a video that shows the whole process. Councillor Hector asked if it was budgeted for. The Director of Information Services indicated yes and noted that they can't buy someone else's gear. Councillor Scott asked if it will provide more space in the office. The Director of Information Services indicated that there will be less administration and reduced operating cost. Warden Webber indicated that he had no issues. 2012-303 MOVED by Councillor Myra, SECONDED by Councillor Hector that this Committee of the Whole recommend to Council to approve the recommendation from the Director of Information Services to purchase Dell Servers for the Municipality's Vmware Infrastructure for a total cost not to exceed $41,500.00 including HST as per the approved 2012/13 Capital Budget. CARRIED. Warden Webber asked if the Director of Information Services has the video. It was noted that he will get it. There was discussion regarding the courses the Director of Information Services has taken. Warden Webber indicated that in Lunenburg County Mr. Gall is the go-to guy who can help other people. The Director of Information Services noted that Council needs to see the Service Catalogue. Warden Webber indicated that the Municipality of Chester is more technically advanced compared to others. The CAO asked if Council wanted to buy the Ipad's now or wait till November. The Director of Information Services noted that if they wait till November it will be too long. Warden Webber directed the Director of Information Services to go ahead and purchase them. A short break was held. Committee of the Whole (Continued) 263 Thursday, May 24, 2012 2012-304 MOVED by Councillor Myra, SECONDED by Councillor Church-Cornelius the meeting convene"In Camera"to discuss negotiations. CARRIED Councillor Hector left the meeting at 10:13 a.m. Following a brief meeting held"In Camera"the meeting reconvened in Regular Session. 2012-305 MOVED by Councillor Myra, SECONDED by Councillor Church-Cornelius that this Committee of the Whole recommend to Council to forward a letter of request to Gina and Martin Green agreeing to accept the proposal of$10,000 for lot#12 forming part of Wild Rose Park, Western Shore and in return the Municipality of the District of Chester would make the request to the Western Shore Wharf Corporation to allow Martin Green the same access as his father Vincent Green. CARRIED. 2012-306 MOVED by Councillor Armstrong, SECONDED Councillor Myra that this Committee of the Whole recommend to Council to enter into an Interim Agreement for Regular Maintenance on the Wild Rose Park property from May 2012 to November 2012 with Western Shore Area and Improvement Association. CARRIED. 2012-307 MOVED by Councillor Armstrong, SECONDED by Deputy Warden Shatford that this Committee recommend to Council to authorize the signing of the Right of First Refusal Agreement between Ronald Burton and the Municipality of the District of Chester. CARRIED. CORRESPONDENCE/INFORMATION 4.1 Correspondence from Service Nova Scotia & Municipal Relations to UNSM dated April 26, 2012 regarding UNSM 12 month notice of any legislation, regulation or administrative actions that could have the effect of decreasing revenues or increasing the required expenditures of municipalities for fiscal year 2013-2014. Warden Webber noted that the letter is so general and lacks information. The CAO indicated that some Municipalities are writing letters. 2012-308 MOVED Deputy Warden Shatford, SECONDED by Councillor Church-Cornelius that the Committee of the Whole recommend to Council to write a letter to Service Nova Scotia and Municipal Relations expressing the lack of information in the correspondence dated April 26, 2012 with no sufficient detail to allow Municipalities to plan for the impact of the changes for fiscal year 2013-2014. CARRIED. 4.2 Correspondence from Union of Nova Scotia Municipalities dated May 15, 2012 regarding UNSM Response to LED Roadway Lighting Regulations. Deputy Warden Shatford indicated that he has streetlights in his area and will it increase the rates by changing to LED streetlights. The CAO indicated that the Municipality has two options as follows: • Nova Scotia Power replace them • The Municipality puts it up themselves The CAO noted that Nova Scotia Power is arguing that the LED Streetlights are a tremendous value. Warden Webber indicated the Value of the stranded asset can be avoided if the Municipality replaces the streetlights themselves. Committee of the Whole (Continued) 264 Thursday, May 24, 2012 Deputy Warden asked if the streetlights can be removed. It was noted that there would be a savings on the power. Warden Webber indicated that the Municipality does not pay based on consumption and that the Municipality could do one LED streetlight every third pole. The Solicitor asked who triggers this. The CAO indicated that it is completely the Municipality's decision. Warden Webber indicated that there is no clarity and noted that the Municipality will wait for a response from the UNSM. 4.3 Correspondence from the Minister of State Atlantic Canada Opportunities Agency dated May 22, 2012 regarding termination of funding to Regional Development Authorities which will take effect one year from now,in May 2013. Warden Webber indicated that the Federal Government gave one year's notice and nobody truly knows what it means yet. He noted that the long and short is that the core funding component is gone and noted that Minister said that the Federal Government cannot afford it. He indicated that at the moment people are trying not to over react but one certainty is something is going to change and noted that everyone will have to deal with the fallout from the Federal Government walking away. 4.4 Financial Sheets Update on impact of MOU Implemented/MOU Discontinued-CAO The CAO reviewed what the impacts are if the MOU stayed in place or MOU broken. She noted that it will have a negative impact on the Municipality. Warden Webber noted 2014/2015 is not far off and proceeded to ask the CAO if the Municipality is using the same assumptions. The CAO indicated no. Warden Webber indicated that the Municipality has no control on the budget and the Province still thinks it is not an additional cost. 4.5 Capped Assessment Figures-CAO The CAO reviewed the budget information and capped assessments that Councillor Hector asked the Director of Finance to break down in a dollar amount at the last Council meeting. NEW BUSINESS 5.1 Tancook Meeting-Councillor Armstrong Councillor Armstrong indicated that he attended the Tancook meeting on evening of May 17,2012. He noted that the meeting was quite vocal. He also indicated that the Parking Committee will be meeting with Joe Crowell,DOTIR to discuss one way streets and signage. 2012-309 MOVED by Councillor Church-Cornelius,SECONDED by Councillor Armstrong the meeting adjourn. CARRIED. (11:22 a.m.) CI- . Allen Webber Cindy Hannaf rd Warden Administrative Secretary