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HomeMy Public PortalAbout2019-08-29_Council_Public Agenda_PackagePage 1 of 2 of Agenda Cover Page(s) MUNICIPAL COUNCIL AGENDA Thursday,August 29, 2019 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 –August 8,2019 4.2 Public Hearing –August 1, 2019 5.COMMITTEE REPORTS: 5.1 Recreation and Parks Committee –August 22, 2019 -Councillor Hector (approval of motions only) 5.2 Recreation and Parks Committee –July 22, 2019 –Councillor Hector (receive minutes only) 5.3 Any other Committees. 6.MATTERS ARISING: 6.1 Request for Decision from Director of Engineering and Public Works dated August 2,2019 regarding Service Contract -Winter Sidewalk Maintenance. 7.CORRESPONDENCE: 7.1 Introduction and presentation from Angela Henhoeffer, Emergency Management Coordinator (appointment at 9:00 a.m.) 7.2 Email and information from South Shore Housing Action Coalition dated August 2019 “Chester Short Term Accommodation Report.” 7.3 Letter of thanks from Chester Playhouse dated August 19, 2019 regarding Council Grant. 7.4 Letter of thanks from Maria Kirby-Breen dated August 22, 2019 regarding FHCS Merit Award. Page 2 of 2 8.NEW BUSINESS: 8.1 Director of Solid Waste -2019-20 Quarterly Report Update (April to June 2019). 8.2 Information Report prepared by Economic Development Officer dated August 22, 2019 regarding Economic Development Sponsorship –10th Annual Masonic Charitable Golf Tournament. 8.3 Request for Decision prepared by Community Development Department dated August 23, 2019 regarding MODC General Operating Guidelines (GOG-009)Fire Services Association of Nova Scotia (FSANS)Representative. 9.IN CAMERA: 9.1 Section 22(2)(e) of the Municipal Government Act –Contract Negotiations (TBC) 9.2 Section 22(2)(a) of the Municipal Government Act –Land Negotiations (TBC) 10.ADJOURNMENT. APPOINTMENT 9:00 a.m.Angela Henhoeffer, Emergency Management Coordinator regarding introduction and presentation.(see item 7.1) MOTION FOR COUNCIL’S CONSIDERATION FROM THURSDAY, AUGUST 22, 2019 RECREATION AND PARKS COMMITTEE 2019-383 YOUTH SPONSORSHIP APPLICATION FOR JUSTICE & FAITH BRIGLEY MOVED by Brad Armstrong, SECONDED by Leslie Taylor, that the Recreation Committee recommend to Council that we give Justice & Faith Brigley (twins) of Chester $400.00 for their participation in the U17 Soccer Provincials in Cape Breton from August 23 to 25. MOTION CARRIED. 2019-384 YOUTH SPONSORSHIP APPLICATION FOR PARKER COLLICUTT MOVED by Leslie Taylor, SECONDED by Susan Larder, that the Recreation Committee recommend to Council that we give Parker Collicutt of Windsor Road $500.00 for his participation in the U15 AAA Soccer Nationals in Edmonton, Alberta from October 9 to 14. MOTION CARRIED. REQUEST FOR DECISION /DIRECTION Prepared By:Matthew S. Davidson,P. Eng.Date August 2, 2019 Reviewed By:Dan McDougall, CAO Date August 13, 2019 Authorized By:Dan McDougall, CAO Date August 23, 2019 CURRENT SITUATION The five (5) year contract for winter maintenance (snow and ice control)along municipal sidewalks (~3.85 km), located in Western Shore (0.75 km), Chester Basin (0.60 km), Chester (2.00 km), Hubbard’s (0.5 km) expired on May 31, 2019.William A. Gerhardt Property Improvements completed the service contract work, with the last year of the contract valued at approximately $45,000 net HST. This does not include snow removal and disposal, which was completed last year,by the same contractor,at a cost of approximately $11,250 net HST; considered to be a light snowfall year.Additional contract costs are provided in financial/budgetary implications section. Winter maintenance for the gravel surface pathway, 0.38 km in length,adjacent to Parkwood Dr. in Mill Cove is completed in-house, with exception to sanding,which is completed by a local contractor when required. The sidewalks in New Ross (0.45 km)are completed by local contractor, based on a year to year quotations with the same service standards. Last year, the estimated contracted costs to manage snow and ice in each location was approximately $125.00 and $14,400.00,net HST respectively. RECOMMENDATION Staff are requesting direction from Municipal Council with regards to Winter Sidewalk Maintenance. BACKGROUND In the summer of 2014, staff reviewed winter maintenance service options with Council, with Council electing to contract out winter sidewalk maintenance. Staff were directed to issue a five (5) year contract, based on input from the previous contractor,apart from not specifying the equipment necessary to complete the work. REPORT TO:Municipal Council SUBMITTED BY:Engineering & Public Works Department DATE:August 29, 2019 SUBJECT:Service Contract –Winter Sidewalk Maintenance ORIGIN:Expiry of existing contract 2 Request For Decision The level of service was documented and compared to service levels from neighbouring jurisdictions to ensure the service was reasonable, and then subsequently tendered.It is understood that snow and ice control can be very challenging, therefore, staff felt it sensible to provide common service limitations to provide the contractor some flexibility when completing the service, especially during challenging conditions. The previous tender document is attached if Council wishes to review it in its entirety, however, key excerpts or sections from the document are presented below for specific discussion. DISCUSSION Contracted Service This last time this service was discusse d with Council, staff provided the option of completing work in-house, which was declined. This option was based on the annual cost of the contracted work, improving service and response times to ever changing winter conditions, as well as using the workforce and equipment during the summer for trail/property maintenance to reduce other operational costs and improve services.The option to complete work in-house again presents itself with the expiry of the current contract. While staff could not be prepared to do the work this season, staff could be ready to begin work next season.Staff recommend the investigation of performing the work in-house and reporting back to Council.To provide the time necessary to complete this investigation, staff would also recommend the negotiation of a one -year contract extension with William Gerhardt Property Improvements, based upon the expired service contract requirements.If Council does not wish to preceed with the investigation, staff recommend the immediate issuance of an RFP,subject to council review. The tender should also be based on a jurisdictional scan and comparison of service levels. Length of contract Currently, the procurement policy requires snow removal to be procured routinely every three (3) years. This is done for municipal roads, except for Millennium Drive which is done by NSITR and Kaizer Meadows roads which is complete in -house.The last time winter sidewalk maintenance was procured, it was done so through a five (5) year contract, with the understanding that the procurement policy would be modified. If work continues to be contracted out, staff would recommend the procurement of services every five (5) years, at a minimum,based similar discussions with the Sludge Removal & Disposal contract (i.e. allows for contractor to invest in both equipment and community, development of good working relationships, increases efficiency and decreases administration).Options to extend within the five (5) years, for example three (3) years with option to extend two (2) additional years on a year by year basis, can be drafted into the tender. 3 Request For Decision Snow plowing, Equipment & Experience Snow plowing has been required after a snowfall event (or an accumulation from consecutive events) greater the 5 cm (2 inches)since it is very hard to plow anything less effectively.The contractor is to commence work within one (1) hour of end of snowfall and have sidewalks substantially cleared, the full width, within six (6) hours. The Municipality may deem additional work necessary, and if requested, the contractor is to respond within four (4) hours, and the time to complete will be negotiated and based on level of effort required to compl ete the work. The greatest challenge that is faced, and likely continue to encounter, when plowing snow, is combatting the lack of storage space to push and bank snow. This normally results in the sidewalks being filled back in after each occurrence of p lowing the adjacent roads by NSTIR. It is this challenge that results in numerous requests for additional work, whether it be plowing, sanding or snow removal.The option of waiting until all roads are fully clear ed by NSTIR is not practical. Work would not begin on the sidewalks until 24-hours after a snow event, and the resulting conditions (i.e. increased volume and weight of snow, as well as frozen and compacted sections) would make it more difficult to clear the sidewalks. While we have not specified equipment in the previous contract,and we may not specify equipment again in the next contract;the service requirements suggest that they need to be well equipped in all four (4) areas to meet the service levels.Therefore, staff recommend that the tender require the submissions to include a method of work and detail their experience as well as equipment in order to evaluate whether our expectations can be met.Staff recommend that another clause be added which requires that the sidewalks in school zones be made a priority during snowfall events, subject to school closures. Sanding &Ice Control Sanding the full width of the sidewalk is to be completed immediately after each plowing event. The Contractor is to use a sand/salt mixture that contain s salt to a maximum percentage of 7%, by weight. For snowfall events less than 5 cm, it is at the contractor’s discretion to apply sand. The Municipality may deem additional sanding necessary, and if requested, the contractor is to respond within four (4) hours, and the time to complete will be negotiated and based on level of effort required to complete the work. The reasoning behind using the sand/salt mixture is related to NSTIR using only sand on the roads in the Village in order not to contaminant the wells in the area . Most of the wells are dug wells that do not meet today’s construction standard and are vu lnerable to surface water with dissolved solids like salt. 4 Request For Decision Over the past years, staff have observed that the lack of salt on the sidewalks has caused a build up of ice and very slippery conditions, which poses a challenge all winter long and leads to slip and fall incidents.To date, none of the reported slip and fall incidents have led legal action or insurance claims.Staff are recommending that based on an expected minor budget impact, as well as limited amount of sidewalk,their locations and the way they are constructed (i.e. curb, gutter and sidewalk slope towards the road) that staff investigate and report back to Council on the use of salt as the primary material used to control slippery/ice conditions ,and obtain provisional pricing for the use of 100% salt in contract. Snow Removal and Disposal As per Council motion (2013-016),accumulated snow is to be removed from the areas (i.e. Village “T”, Duke Street, Highway 3)specified,after any single snowfall event equal to or greater than 15 cm.Snow removal operations is to commence with within forty-eight (48) hours after the snowfall has ended, or as advised by staff.The time to complete the work will depend on the level of service required, and therefore will be mutually agreed upon.The Contractor is to arrange all the necessary personnel, equipment, and disposal areas necessary to perform the work in an expedient manner. The Municipality will provide site supervision and traffic control. Council’s motion/policy for the removal and disposal of snow is vital to public safety, staff are not recommending any changes to the policy. Common Limitations 1.Service specifications apply during normal periods of snowfall, which is considered to November 1 through to April 30. Service standards may not be followed in response to a severe weather events or weather events outside these dates. 2.The Contractor cannot guarantee that the sidewalks will be cleared to base concrete or asphalt pavement. 3.In the case of multiple snowfalls in short succession, significant blowing snow or snowfall events greater than 20 cm, the likelihood that the service standards may not be achieved increases. 4.Moving snow from the sidewalk onto private property is prohibited unless the Contractor has obtained written permission from the property owner. 5.The Contractor cannot be held responsible for snow placed on the sidewalk by an individual or organization. 6.The Contractor cannot be held responsible fo r snow that is inadvertently placed or accumulates in private driveways as a result of snow plowing. 5 Request For Decision MODC Inspection Sidewalks inspections are a priority during the winter months, however staff normally complete inspections and report on conditions during normal working hours (7 am –3 pm).Increasing inspection would require a change in work hours as well as an increase in overtime. Overtime is normally incurred to complete snow removal and disposal so that the work can happen as efficiently as possible.Staff are not recommending a change in the inspection program. IMPLICATIONS Policy MODC’s Procurement Policy (P-04)requires that snow removal services be procured every three (3) years without defining the exact purposes.Municipal sidewalks were last tendered on a five (5) year contract, with municipal roads last tendered on a three (3) contract. If municipal properties require any services that cannot be completed in-house, the heavy equipment services tender that is issued annually has provisions for snow and ice control services. Staff are recommending the procurement policy be updated to reflect the current routine procurement frequencies for snow and ice control services. Financial/Budgetary The last year (2013-2014)of Hayden and Hayden Home Care’s contract was valued approximately at $70,000 net HST, which included snow removal and disposal. W. Gerhardt Property Improvements Contract Breakdown by Year: Contract Year Contract Value (Net)Est. Snow Disposal (Net)Total Value (Net) Year 1 -14-15 $ 39,276.99 $ 21,160.01 $ 60,437.00 Year 2 -15-16 $ 39,472.30 $ 22,716.70 $ 62,189.00 Year 3 -16-17 $ 40,515.17 $ 43,920.83 $ 84,436.00 Year 4 -17-18 $ 40,150.16 $ 18,965.84 $ 59,116.00 Year 5 -18-19 $ 45,011.06 $ 11,258.94 $ 56,270.00 Total $ 204,425.68 $ 118,022.32 $ 322,448.00 The operational budget for winter sidewalk maintenance is $90,000 for this fiscal year (2019 -20). This should accommodate any potential increase that may be the result of publicly tendering, as well as a heavy snowfall winter which would require more snow removal and disposal. 6 Request For Decision Additionally, the operations budget allocates staff time for the provision of the service and associated contracts. While we do not track staff time for this service, it is estimated that approximately 400 staff hours are expended on this service at a minimum, which equates to $ 12,000.00 per year. Environmental The use of road salt on sidewalks would be a change in service levels. Therefore, the Municipality may want to consult the public on this potential change and encourage them to express their concerns.Inspecting their wells and testing of their water would be encouraged to baseline quality prior to the winter season. Strategic Plan 2. Continually improve public satisfaction with municipal services; 3. Ensure sufficient infrastructure is available to best serve our residents and businesses; Work Program Implications Tendering and managing a contracted service is within the current work program, although the amount of work per year depends on the severity of winter weather. Completing work in-house is an option and it is recommended to reviewed. OPTIONS 1.Contract work by issuing the RFP, as drafted previously; 2.Contract work by issuing the RFP,as modified and approved by Council, as well as investigate the use of salt on the sidewalks; 3.Negotiate a one (1) year extension with the previous service provider, investigate completing the work in-house as well as the use of salt on the sidewalks. 4.Defer any decision on the matter and direct staff to bring back further information as identified by Council. ATTACHMENTS 2014-08_Tender No. T-2014-008_Winter Sidewalk Maintenance Services 7 Request For Decision 1)Prepare a Request for Proposal, to be reviewed and approved by Council prior to issuance. 2)Investigate performing sidewalk snow removal, as well as other relevant work, in -house and report back to Council. Chester Playhouse 22 Pleasant Street Chester NS BOJ 1JO To the Councilors of the Chester Municipality, We, at the Chester Playhouse were absolutely delighted to receive the $ 7,500 grant from the Municipality, funds which will be designated to replacing and upgrading our lighting systems at the Playhouse. The mission of the Chester Playhouse is to offer and promote cultural experiences that engage both our local residents and visitors t o the region. The Playhouse is a preferred venue for both artists and patrons and our goal is to be a house of excellence,therefore, it is imperative we are able to address these technical issues. We remain committed to offering year round presentations for our residents, and visitors with the ultimate goal being to increase the economic impact in our region. Your support has shown a tremendous vote of confidence in the work we are doing and the importance of supporting this venue in the village of Chester. On behalf of the Board of Directors, I extend a heart -felt thank-you. Kindly, Roma Roma Dingwell General Manager Chester Playhouse Cc: Susan Crocker; Liz Crocker KAIZER MEADOW LANDFILL QUARTERLY REPORT April to June 2019 C. Rafuse 2019-08-20 STRATEGIC PRIORITIES Transition to Sustane A skilled professional has been selected to assist staff with the effective transition to Sustane, starting in September 2019. Target Delivery Date: Q4 (2019/20) STRATEGIC PRIORITIES Kaizer Meadow Road Improvements (short-term and long term) Short Term: Once the Engineering contract is awarded a scope will be provided to engage a firm to complete the work. Long Term: TBD Target Delivery Date: Q3 (2019/20) STRATEGIC PRIORITIES Kaizer Meadow Industrial Park Concept Plan EPW has engaged ABLE to survey the area. Presently with CDD and EPW for review. Target Delivery Date: Q4 (2019/20) STRATEGIC PRIORITIES Leachate Treatment Plant The LTP concept and approval to proceed with the design process has been approved. We have engaged ABLE to complete surveying and also Geotech to be completed through CBCL. The consultant is reviewing existing information and will be working on design for the upgrades. A report to Council will be presented upon the completion of the design and specifications. Target Delivery Date: Q4 (2019/20) OTHER ACTIVITIES Second Tower Site (EVC) The new mobile tower unit is working well and provides much more flexibility. Our consultant is reviewing the data collected as part of the environmental monitoring program. From the review, they will provide feedback and additional locations for monitoring wells in the new dispersion area. OTHER ACTIVITIES CONT’D… Chlorine Contact Chamber: approval received in 2018 by NSE. A design is underway and construction by Kaizer Meadow staff planned for Fall 2019 Scale House Software: A draft RFP has been prepared with Dan Pitman’s assistance to be issued early September 2019 A new Dozer (D6): RFP being drafted and to be issued mid- September 2019 A new ¾tonne truck RFP was issued and prepared by EPW, closes August 30th OTHER ACTIVITIES CONT’D… Roof Replacements: Repairsand roof replacement will bemade to the process buildingand former dewatering truckgarage (now housing the firetruck) will be completed.Quotes received Dewatering of Septagelagoon(s) and pond,including the replacement ofgeo-tubes will be under wayFall 2019. A draft RFP isprepared and will be issuedshortly. The contents of thegeo-tubes are beingremoved by staff at KaizerMeadow. Bulky Item CollectionProgram: This program is wellunderway and receivingpositive feedback from thepublic to date. OTHER ACTIVITIES CONT’D… Maintenance on Site Trees along the main roads have been cut back, calcium chloride (dust suppression) and grading has occurred, along with staff actively clearing the grass and shrubs around the septage/leachate areas as per our NSE permit requirements. Litter Picking A casual staff person is completing litter picking and general on site work for the summer. OTHER ACTIVITIES CONT’D. Sustane Synergies: We anticipate Sustane to operate Fall 2019 andhave implemented an electronicgate for after hours use. The gatewill be fully functional September2019. Valley Waste and staff haveformed a technical committee todiscuss synergies, projects and budgets on an as required basis. Landfill Gas Monitoring: A gasmonitor has been purchased tobe used around the site and in buildings to ensure all meetsguidelines. Training required. KAIZER MEADOW LANDFILL STATS FOR APRIL to JUNE 2019 * This number does not include all materials that went to landfill. It does include the following: Direct Haul(Mirror) = 2,875.71 metric tonnes, LRCRC Residuals = 2,910.69 metric tonnes, Mun Residuals = 607.62 metrictonnes, Residuals (Chester Area) = 339.28 metric tonnes, TOL Residuals (Combined) = 213.72 metric tonnes,Valley Residuals = 6,479.50 metric tonnes ** Municipal Septage = 1,374.16 metric tonnes, Billed Septage = 1,406.91 metric tonnes *** Mun Wood = 6.22 metric tonnes, TOL Wood = 5.28 metric tonnes, Wood = 261.64 metric tonnes, Wood(Outside) = 5.78 metric tonnes **** Asphalt = 88.94 metric tonnes, Asphalt (Outside) = 0.43 metric tonnes, Asphalt (Residential) = 64.80 metrictonnes, LRCRC Shingles = 121.23 metric tonnes ***** This number is based on the compost that we sent out to the recycling facility. It doesn’t include anycompost that would have gone to our leaf pile. ****** This number is based on the recyclables that we sent out to the recycling facility. ******* LRCRC C&D = 288.92 metric tonnes, Mixed C&D = 151.41 metric tonnes, Mixed C&D (Outside) = 5.57metrictonnes, Municipal Mixed C&D = 0.20 metric tonnes, TOL Mixed C&D = 51.74 metric tonnes MATERIAL TONNAGE RESIDUAL WASTE*13,426.52 SEPTIC WASTE**2,781.07 WOOD***278.92 ASPHALT****275.40 ORGANICS*****411.20 RECYCLABLES, CARDBOARD & PAPER******217.35 MIXED C&D WASTE*******497.84 STAFF AT KAIZER MEADOWSite Supervisor/HE Operator, Ben Heavy Equipment Operators Tim W Scale House Operator, Ryan Joey Mechanic, Robert Josh Wastewater Facilities Supervisor, Tim T Client Services/ Recycling Coordinator , Tammy INFORMATION REPORT Prepared By:Heather Hennigar Date August 22, 2019 Reviewed By:Dan McDougall, CAO Date August 22, 2019 Authorized By:Dan McDougall, CAO Date August 22, 2019 CURRENT SITUATION For the 2019-20 fiscal year, Council has an Economic Development Sponsorship fund to sponsor events or initiatives within the municipality that are designed to help achieve Council priorities and generate local economic development benefit in one or more of the following areas: Supporting business growth and employment. Increasing visitor attraction. Promoting the municipality to residents and visitors. RECOMMENDATION For Information BACKGROUND Sponsorship is a form of marketing in which organizations pay to be associated with certain events. Additionally, sponsorship provides community relations benefits by increasing visibility and recognition as a good community partner. Organizations are recognized as good community citizens when they support initiatives that assist groups that benefit or improve the quality of life and/or programing in their community. Sponsor opportunities are evaluated by the following criteria: Relevance to the community. The Municipal logo must be displayed on some marketing of the event. The audience should be significant in size or targeted. REPORT TO:Municipal Council SUBMITTED BY:Heather Hennigar DATE:August 29, 2019 SUBJECT:ED Sponsorship ORIGIN:Sponsorship Policy, P-87 2 Information Report DISCUSSION The following sponsorships were issued by the Economic Development Officer and the Director of Community Development as of August 22, 2019: Budget 2019-20 $5,000.00 Recent Sponsorships Marvel Mattson (Annual Masonic)Charitable Golf Tournament $200.00 Previously Approved Chester Chamber of Commerce Raising Sales Summit $1,500.00 Swing for Shoreham Golf Tournament $700.00 Lunenburg County Sport Heritage Society's Ceremony for Induction into the Wall of Fame $300.00 Hubbards Barn Association Annual Food Truck Rally $500.00 MICA 17th Annual Gala Dinner and Auction $1,000.00 Balance $800.00 IMPLICATIONS Policy Sponsorship P-87 Financial/Budgetary This request has been accommodated within the approved budget of $5000 for municipal sponsorships. Environmental None Strategic Plan Goal 6-Promote conditions conducive to fostering economic prosperity . Work Program Implications N/A OPTIONS For Information ATTACHMENTS COMMUNICATIONS (INTE RNAL/EXTERNAL) Goal Promote conditions conducive to fostering economic prosperity. REQUEST FOR D ECISION Prepared By: Bruce Blackwood Date August 23, 2019 Reviewed By: Tara Maguire Date August 23, 2019 Authorized By: Dan McDougall Date August 23, 2019 CURRENT SITUATION At the Lunenburg East Meeting of July 4, 2019 a motion to appoint a MODC representative for the Fire Services Association of Nova Scotia (FSANS) was carried by those present. Historically, MODC Council has appointed the Director/Alternate upon recommendation of the Fire Advisory Committee (FAC) as bought forward by the Chiefs from the Chief Officers Review (COR) meetings. Council has historically accepted the recommendations from the Chiefs and forwarded the confirmation to FSANS. The Lunenburg Fire and Emergency Services Association appoints the representative for the Municipality of the District of Lunenburg. As the Fire Advisory Committee (FAC) and the Chief Officers Review (COR) are not currently active, the MODC Fire Services Coordinator advised that as the Chiefs currently did not have a defined process to nominate and appoint this FSANS representative, such a process would need to be developed and approved by Council before this motion could be brought to Council. The nomination and appointment process is now defined in MODC GOG-009 and provides a fair and equitable process for the nomination and selection of the FSANS representative for MODC. This procedure has been reviewed and approved by a majority of the MODC Fire Chiefs. RECOMMENDATION It is recommended that Council approve MODC GOG-009 and that the Fire Services Coordinator proceed with the nomination and election of a FSANS representative (Alternate Director) for appointment by Council in advance of the FSANS Annual General Meeting scheduled for October 2019. B ACKGROUND The Fire Service Association of Nova Scotia is the official liaison between the fire services of the Province and the Government of the Province. FSANS membership is open to all members of the Fire Service in Nova REPORT TO: Municipal Council SUBMITTED BY: Community Development DATE: August 29, 2019 SUBJECT: MODC GOG-009 FSANS Representative ORIGIN: MODC Fire Services 2 Request For Decision Scotia who are active members of a Fire Department, Office of the Fire Marshal, Mutual Aid Associations, other fire service organizations or an employee of a corporation or municipality whose responsibilities include fire or emergency services. Each County is represented by a single Director and an Alternate. The term for the positions is 2 years. In those Counties that include a ‘District’ e.g. Lunenburg/Chester, the Director and the Alternate are from different Municipal units and alternate roles on an annual basis. The Alternate may attend meetings of the Board of Directors as an observer and will serve as Director in his/her absence. The Director/Alternate for Lunenburg County is reappointed or replaced at the regularly scheduled FSANS Annual General Meeting (AGM) normally held in October. FSANS is to advise the Municipalities/Associations of the need for confirmation of Directors/Alternates 3 months in advance of their AGM. Unfortunately, FSANS has been remiss in issuing the annual notifications for Directors and Alternates and for various reasons we have not been reviewing these positions on a regular basis. Over the years, as there has not been other names brought forward by the Chiefs, the incumbent representative for MODC has continued in these alternating positions. DISCUSSION The FSANS Director/Alternate are accountable to the Chief Officers of the registered fire departments of the Municipality of the District of Chester and fire departments with membership in the Lunenburg Regional Fire and Emergency Services Association. They are responsible for serving on the Board of Directors of FSANS and representing the fire service within Lunenburg County on fire and emergency services issues determined to be of Provincial or National significance. The Director is to attend regular meetings of the Board of Directors normally held in January, March, May, September and November and the Annual and semi-Annual General Meeting (AGM) of the Association normally held in the month of October and April respectively. They are expected to cast one vote on FSANS motions in accordance with the majority opinion of the Fire Chiefs representing the fire services in the Municipality of the District of Chester and the members of the Lunenburg Regional Fire and Emergency Service Association. They are to bring fire service issues with background and supporting information to the Board of Directors of the Association and request consideration of resolutions on such issues. The Director/Alternate is expected to attend the Lunenburg Fire and Emergency Services and the Lunenburg East Fire and Emergency Services meetings, providing reports on FSANS activities. MODC GOG-009 has been developed to provide a fair and equitable process for the nomination and selection of the FSANS representative for MODC. Nominations are provided directly by the Fire Chiefs. The incumbent may include his/her name on the list of nominations if so desired. The nominations are reviewed for eligibility and qualifications by the Fire Services Coordinator and the representative is determined by majority vote from the MODC Chiefs. This recommendation is then brought to Council for support and notification of FSANS. 3 Request For Decision IMPLICATIONS Policy Currently there is no MODC procedure for representation of the MODC fire services on the FSANS Board. MODC GOG-009 now outlines the process. Financial/Budgetary The travel expenses for the FSANS Director or Alternate as appointed by MODC Council, when acting on behalf of the Fire Departments with MODC, are reimbursed under the MODC Fire Services budget. Environmental Not applicable. Strategic Plan Maintain a high level of fiscal responsibility; Continually improve public satisfaction with municipal services; Work Program Implications Staff administrative support and coordination from Fire Services Coordinator’s current workplan. OPTIONS 1. Approve MODC GOG-009 and proceed with process of nomination, selection and appointment of the FSANS representative for MODC. 2. Not approve MODC GOG-009 and direct staff to review and modify process as may be determined. ATTACHMENTS 1. MODC GOG-009 COMMUNICATIONS (INTE RNAL/EXTERNAL) Direct communication with Fire Chiefs on nomination and election of FSANS representative with recommendations to Council.