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HomeMy Public PortalAbout2019-09-26_Council Public Agenda Package (added 8.2)Page 1 of 2 of Agenda Cover Page(s) MUNICIPAL COUNCIL AGENDA Thursday,September 26, 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 –September 12,2019 5.COMMITTEE REPORTS: 5.1 Committee of the Whole –September 19, 2019 –Warden Webber (receive motions only) 5.2 Committee of the Whole –August 1,2019 –Warden Webber (receive minutes only) 5.3 Recreation and Parks Committee –September 16, 2019 -Councillor Hector (approval of motions only) 5.4 Recreation and Parks Committee –August 22, 2019 (receive minutes only) 5.5 Audit Committee –September 19, 2019 –Warden Webber (approval of motion only) 5.6 Audit Committee –July 25, 2019 –Warden Webber (receive minutes only) 5.7 Nominating Committee –August 14, 2019 –Warden Webber (approval of motion) 5.8 Nominating Committee –July 4, 2019 –Warden Webber (received minutes only) 5.9 Any other Committees. 6.MATTERS ARISING: 6.1 Second Notice –Policy P-25 –Tax Exemption Policy –amendments to adjust income levels and scale of exemption amounts. Page 2 of 2 7.PUBLIC PRESENTATIONS 7.1 Presentation by Church Memorial Park Trustees –Mike O’Connor, Bill Church, and Tommy Graves regarding CMP Annual Report Update. (appointment at 9:00 a.m.) 8.CORRESPONDENCE: 8.1 Council District Grant Applications: a.Current Listing of Grants and Funds remaining. b.Church Memorial Park -$500 c.Chester Municipal Heritage Society -$2,000 d.Hubbards Lions Club -$1,300 9.NEW BUSINESS: 9.1 Proclamation -Fire Prevention Week 2019 “Not Every Hero Wears a Cape, Plan and Practice your Escape© 9.2 CAO/Clerk Department -2019-20 Quarterly Report Update (April to June 2019).(Deferred from September 19, 2019 COW Meeting) 9.3 Request for Decision prepared by Recreation and Parks Department dated September 18, 2019 regarding Designated Community Fund Request –New Ross Farmers’ Association. 11.ADJOURNMENT. APPOINTMENT 9:00 a.m.Church Memorial Park Trustees –Mike O’Connor, Bill Church, and Tommy Graves regarding Annual Report Update. 10. IN CAMERA: MOTIONS FROM COMMITTEE OF THE WHOLE THURSDAY, SEPTEMBER 19, 2019 2019-416 Approval of Agenda as amended. 2019-417 Approval of August 1, 2019 Committee of the Whole minutes. 2019-418 In Camera –Unsightly Premises. 2019-419 Adjournment. MOTION FOR COUNCIL’S CONSIDERATION FROM MONDAY, SEPTEMBER 16, 2019 RECREATION AND PARKS COMMITTEE 2019-412 SELECTION OF CHAIR MOVED by Brad Armstrong, SECONDED by Suzanne Brown, that Kevin Marczak be Chair. MOTION CARRIED. 2019-413 YOUTH SPONSORSHIP APPLICATION FOR ALEXANDER RUSSELL MOVED by Leslie Taylor, SECONDED by Brad Armstrong, that the Recreation Committee recommend to Council that we give Alexander Russell of Chester Basin $500.00 for his participation in the U15 AAA Soccer Nationals in Edmonton, Alberta from October 9 to 14. MOTION CARRIED. 2019-414 YOUTH SPONSORSHIP APPLICATION FOR MOHAMMED ZEINA MOVED by Leslie Taylor, SECONDED by Brad Armstrong, that the Recreation Committee recommend to Council that we give Mohammed Zeina of Hubbards $500.00 for his participation in the U15 AAA Soccer Nationals in Edmonton, Alberta from October 9 to 14. MOTION CARRIED. MOTIONS FROM AUDIT COMMITTEE –SEPTEMBER 19, 2019 2019-420 Agenda and order of business approved. 2019-421 Approval of July 25, 2019 Audit Committee Minutes. 2019-422 APPROVAL OF CONSOLIDATED FINANCIAL STATEMENTS FOR YEAR ENDED MARCH 31, 2019 MOVED by Councillor Barkhouse, SECONDED by Councillor Hector that the Audit Committee recommend to Council approval of the Consolidated Financial Statements for the year ended March 31, 2019. ALL IN FAVOUR. MOTION CARRIED. 2019-423 Adjournment. MOTION FOR APPROVAL BY COUNCIL – NOMINATING COMMITTEE – AUGUST 14, 2019 2019-424 Approval of agenda and order of business 2019-425 Approval of July 4, 2019 Nominating Committee Minutes 2019-426 APPROVAL OF REPRESENTATIVES FROM DISTRICTS 2 AND 6 – CHRISTINA MACLEAN AND MARGESON REEVES MOVED by Deputy Warden Shatford, SECONDED by Councillor Barkhouse that the Nominating Committee recommend to Council the following Nominations to the Municipal Area Advisory Committee and, recognizing there were insufficient applications for the Municipal Area Advisory Committee (Districts 2 and 6). COMMITTEE VACANCIES TERM RECEIVED NOMINATED Municipal Area Advisory Committee 2 2 Years Districts 2 and 6 District 2: Christina MacLean District 6: Margeson Reeves District 1 – Leslie Taylor (2019) District 2 – Christina MacLean (2019) District 3 – Carol Nauss (2018) District 4 – Lee Harnish (2019) District 5 – Roy Conrad (2019) District 6 – Margeson Reeves (2019) District 7 – Herb Fraser (2018) CARRIED. 2019-427 ADJOURNMENT FIRST NOTICE – COUNCIL – SEPTEMBER 12, 2019 / SECOND NOTICE – COUNCIL – SEPTEMBER 26, 2019 REQUEST FOR DECISION REPORT TO: Municipal Council SUBMITTED BY : Finance Department DATE: September 12, 2019 SUBJECT : Amendments to Policy P-25 Tax Exemption OR IGIN: Annual review of low income exemption amounts Prepared By: Reviewed By: Malcolm Pitman, CPA, CA, Director of Finance Dan McDougall, CAO Date September 3, 2019 Date September 6, 2019 Authorized By: Dan McDougall, CAO Date September 6, 2019 CURRENT SITUATION MODC’s Tax Exemption policy provides low income tax exemptions as allowed under section 69 of the Municipal Government Act (MGA). Section 7.0 of the current policy has the following guidance for annual adjustment of income levels and exemption amounts: 7.0 Annually tax exemption income levels and the exemption amounts will be adjusted as follows: (i) Annual adjustments in the income levels, below which an exemption for taxation is granted, will be adjusted by either the annual increase in CPI for Nova Scotia or to the extent that council considers appropriate. (ii) Annual adjustments in the scale of exemption amounts granted will be adjusted by either the annual increase in the average residential tax bill for the general tax rate and waste collection and disposal area rate or to the extent that council considers appropriate. RECOMMENDATION That Municipal Council approve the following changes to the Tax exemption policy: Amend section 2.0 i), ii) and iii) as follows: 2.0 The Municipality shall grant an exemption as follows: i) For owners with an Income Level of $12,649 $12,927 or less the tax exemption shall be the lessor of $601.00 $615.00 or the tax on the general tax rate and the waste collection and disposal area rate only; ii) For owners with an Income Level of $12,650 $12,928 to $15,859 $16,208 the tax exemption shall be the lessor of $601.00 $615.00 less the bracket’s change in the exemption amount ($241 $246) prorated for the income above $12,649 $12,927 divided by the bracket’s income size* or the tax on the general tax rate and the waste collection and disposal area rate only. * i.e. $601- (((income-12,649) / (15,859-12,649)) x (601-$360)) * i.e. $615- (((income-12,927) / (16,208-12,927)) x (615-$369)) iii) For owners with an Income Level of $15,860 $16,209 to $21,231 $21,698 the tax exemption shall be the lessor of $360.00 $369.00 less the bracket’s change in the exemption amount 2 Reque s t F o r D e c i s i o n ($120 $123) prorated for the income above $15,859 $16,208 divided by the bracket’s income size^ or the tax on the general tax rate and the waste collection and disposal area rate only. ^ i.e. $360- (((income-15,859) / (21,231-15,859)) x (360-$240)) ^ i.e. $369- (((income-16,208) / (21,698-16,208)) x (369-$246)) Amend Appendix A as follows: SCHEDULE A MUNICIPALITY OF THE DISTRICT OF CHESTER – PROPERTY TAX EXEMPTION AFFIDAVIT YEAR DISTRICT ACCOUNT EXEMPTION AMOUNT NUMBER 2019/19 2019/20 I/We, & , property owners of in the County of Lunenburg, Province of Nova Scotia, and is our principal residence, make oath and say as follows: 1. That the total income before deductions of all assessed owners, their spouses (including Common Law Spouses) who occupy the property as their principal residence, family members residing at the same household, who contribute to household expenses and those who hold an interest in the property and contribute to household expenses was as follows during the calendar year 2017 2018. Any Allowance paid pursuant to the War Veterans Allowance Act (Canada) or pension paid pursuant to the Pension Act (Canada) is not to be included in a person’s total income for this purpose. Combined Income was $12,649.00 $12,927.00 or less; OR Combined Income was between $12,650 $12,928 and $15,859 $16,208; OR Combined Income was between $15,860 $16,209 and $21,231 $21,698 AND BACKGROUND Section 69 of the MGA states that Council may, by policy, grant an exemption from taxation, in the amount or to the extent set out in the policy, for a person whose income is below the amount set out in the policy and may prescribe a scale of exemptions related to income. In 2018-19 tax exemptions were grants in the amount of $51,786 versus a budget of $40,000. The budget amount has changed to $52,000 for 2019-20. Tax exemption expenses for the last four years were as follows: 2018-19 $51,786 2017-18 $33,978 2016-17 $30,457 2015-16 $37,807 The top income bracket was increased from $21,000 to $21,231 for the 2018-19 year. Annually, Council reviews the threshold and exemption amounts included in the policy. Last year’s policy amendments added section 7.0 of the policy which provided guidance for annual adjustments. DISCUSSION Following section 7.0 of the policy the adjustments would be as follows: 3 Reque s t F o r D e c i s i o n (i) Annual adjustments in the income levels, below which an exemption for taxation is granted, will be adjusted by either the annual increase in CPI for Nova Scotia or to the extent that council considers appropriate. CPI for NS for 2018 = 2.2% Adjustment in Income levels: $12,648 x 1.022 = $12,927 $15,859 x 1.022 = $16,208 $21,231 x 1.022 = $21,698 (ii) Annual adjustments in the scale of exemption amounts granted will be adjusted by either the annual increase in the average residential tax bill for the general tax rate and waste collection and disposal area rate or to the extent that council considers appropriate. 2019-20 residential assessment $1,481,800,500 x rates 0.8255 (.705 + .1205) Divided by no. of occurrences of 9,291 = average tax bill of $1,316.57 2018-19 residential assessment $1,442,951,400 x rates 0.8255 (.705 + .1205) Divided by no. of occurrences of 9,262 = average tax bill of $1,286.07 Percentage increase of $1,316.57 over $1,286.07 = 2.37% Adjustment in scale of exemption amounts: Low $601 x 1.0237 = $615 Mid $360 x 1.0237 = $369 High $240 x 1.0237 = $246 IMPLICATIONS Policy – n/a Financial/Budgetary An unknown impact for the effect of raising the income brackets and exemption amounts. Environmental – n/a Strategic Plan – n/a Work Program Implications – n/a OPTIONS Each of the discussion points above can be either accepted, rejected or modified. ATTACHMENTS Draft section 2.0 of policy P-25 Draft Appendix A of policy P-25 4 Reque s t F o r D e c i s i o n COMMUNICATIONS (INTE RNAL/EXTERNAL) Internal – Finance staff External – public via website, newsletter Church Memorial Park Presentation to Chester Municipal Council September 26,2019 Purpose •Thank you for continued support of CMP •Highlights of 2018/19 Season •Plans for 2019/20 Season •50th Anniversary Highlights 2018/19 Season •Operations –Skating, hockey rink: September 27 -March 17 –Curling rink: October 5 –April 7 –Ice & Facilities Rentals generated revenue of$180,000 –Major expenses: roof, sprinkler & ice plant repairs –No Ice user rent increases •Grants / Support Received –Chester Municipality •Annual contribution to CMP •Special grant for roof repairs •Support from Councillors, Rec. Department Highlights (cont’d) •Grants –PEW •All 2015/18 grants received •2019/2022 year #1 grant received •Community Outreach –Bursary –Auction –Donated ice time: Chester Municipality; Chester MinorHockey Fund Raiser; CAMS Fund Raiser –Discounted Ice: Daytime Groups –Beer Garden –Property Taxes Plans 2019/20 Season •Operations –Summer Usage: Auction, Beer Garden, Pickle Ball,Rental space for new film, Other –Fall/Winter Schedule/hours > 2018/19: new Junior Chockey team •Projects –Water: work underway to improve water Q&Q –Energy: NS energy efficiency –Capital projects per 2nd year of plan (Stantec Report) –50th Anniversary Plans •Grants –Chester Municipality: operating funds –PEW: 2nd year funds from 4 year agreement –Province of Nova Scotia: energy efficiency projects 50th Anniversary •To celebrate the 50th Anniversary of Eleanor Pew Morris Memorial Rink in Church Memorial Park. •Main "kick-off" celebration to take place on February 17, 2020 Heritage Day. •Additional celebratory events planned late 2019 & through 2020. •Theme for event:“mindful of our past- looking to the future”. Anniversary Logo Future •Strengthen connections between likeminded organizations promoting healthy living, wellness & quality of life: –Establish community vegetable gardens & public outdoor exercise stations on 6,000 sqft of CMP land. –Create wheelchair accessibility between CMP & Shoreham Village. –Renovate tennis club facilities. •Promote celebrations of 50 th Anniversary. •Create exterior mural celebrating CMP. Park Overview North Garden South Garden Exercise Stations Multi-use Accessible Trail Shoreham CMP Support •Estimated cost of celebrations & projects $140,000 from Provincial, Federal Applications for grants, donations, sponsorships & CMP funding. •Focus on promotion, community outreach, volunteers and fundraising. •Thank you CAO & CORPORATE SERVICES QUARTERLY REPORT (Q1:April–June 2019) Municipality of Chester-Quarterly Report SIGNIFICANT INITIATIVES (2019/20 Work Program) Initiative Status Delivery Date Strategic Priorities Workshop Led strategic priorities workshop with staff and Council; captured discussion, internal/external scan results, and resulting priorities. Completed April 2019 Transition to Sustane/Valley Waste –Liaison Committee & Budget approval Liaison Committee meeting, Technical Committee Meeting, and Presentation to Valley Waste and participating municipal units to confirm 19/20 budget and tip fee. Completed May 2019 Aspotogan Ridge Development Central wastewater collection and treatment plan for Phase I of the development reviewed and confirmed by Council. Completed June 2019 Highway 3 Streetscape Completed negotiations with NSTIR and confirmed Council decision on paved/shoulders and intersection improvements on Route 3. Completed June 2019 Strategic Priorities Chart & Work Plan Developed draft 2019-20 Strategic Priorities Work Plan, Chart, and reporting cycle/process. Presented with report to Council for review and approval. Completed June 2019 Rural Internet Met with Develop Nova Scotia (DNS) and several internet service providers (ISPs)to facilitate RFP process for Internet for Nova Scotia Initiative (INSI) throughout April, May, and June; Information Reports to Council on INSI, DNS process, draft proposals from ISPs; letters of support for proposed internet projects in the Municipality. Completed June 2019 Partners for Climate Protection (PCP)& Transition 2050 Project Report to Council outlining next steps for the Transition 2050 project and the PCP resolution (May 22).Transition 2050 kick-off meeting with Clean Foundation (June 25). Two-year project Municipal Water Strategy Water Strategy committee meetings; contributed to development of Water Strategy & Action Plan Completed July 2019 OTHER ACTIVITIES Activity Status Council & Committee Meetings Fourteen (14)meetings in the first quarter. Mayors/Wardens One meeting in the first quarter. District Tours/Council & CAO Completed district tours with Council members –April 2019 Conferences/Workshops -CAO NSFM regional meeting, NSFM Spring Conference, FCM Conference and CAMA Conference. Infrastructure Funding Prioritization & Updates Information Report to Council for priori tization and updates to on Investing in Canada Infrastructure Program (ICIP) appl ication. Professional development, workshops/conferences, networking - Strategic Initiatives Coordinator Weekly online course resulting in draft asset management plans for MODC wastewater systems (February 26 –May 13, 2019); webinar on capital planning and asset management software application;member of AMANS Communications Committee Grant Management /Funding Partnerships & Research Information Report to Council for priori tization and updates to on Investing in Canada Infrastructure Program (ICIP) application (May CAO & CORPORATE SERVICES QUARTERLY REPORT (Q1:April–June 2019) Municipality of Chester-Quarterly Report 13);Gas Tax Fund projects signage report (June 24); Develop Nova Scotia stakeholder meetings on Internet for Nova Scotia Initiative; Federal funding program announcement on rural internet and rural economic development (June 27) Awesome Awards April Award –Gippy, Jared,and Ben for office renovations in the Planning Department. May Award –Ben and Christa –Owl Prowl snow removal! June Award –Nick –Wastewater infrastructure data entry for Public Works. METRICS Q1 April, May, June Agendas Prepared/Held -Council 8 Agendas Prepared/Held –Committee of the Whole 7 Agendas -Audit/Budget 0 Applications -Noise By-Law Applications Processed 0 Policies Adopted/Amended 0/1 P-4 Procurement By-Laws Adopted/Amended 0/0 Hires/Resignations/Retirements Processed Summer Staff Hired 3/1/0 8 Tender Files Opened/Posted 4 2019-004 2019-005 2019-006 2019-007 FOIPOP Applications Opened/Completed (Dan P) Complaints 5 2 Waste, Prov Rds, Dog, Credit Card Use Option Compliments 2 Trail work and garden REQUEST FOR DECISION Prepared By:Chad Haughn Date September 18, 2019 Reviewed By:Dan McDougall, CAO Date September 18, 2019 Authorized By:Dan McDougall, CAO Date September 18, 2019 CURRENT SITUATION The New Ross Farmers Association has requested a Designated Community Fund Grant in the amount of $125. RECOMMENDATION It is recommended that Council provide a Designated Community Fund Grant to the New Ros s Farmers Association in the amount of $125. BACKGROUND The Municipality of Chester has a Designated Community Fund Policy (P -77) which provides an opportunity for individuals to donate funds to the Municipality with direction that it be deposited into a Designated Community Fund Account for a specific group. The donor receives a charitable donation receipt for their contribution.After a period of time, the community organization requests a Designated Community Fund Grant from the Municipality equivalent to the funds collected. DISCUSSION The New Ross Farmers Association has followed the policy by establishing a Designated Community Fund Account and formally requesting the grant payment.The Municipality has provided the Farmers Association with two Designated Community Fund grants to date totaling $7,950.This third payment will be the final installment as the project has come t o an end and no further donations are being accepted for the Association . The Department of Finance has confirmed that as of September 13, 2019 an additional $125 has been collected on behalf of the New Ross Farmers Association.The new roof structure at the fairgrounds is completed and was used for this year’s annual Fair on August 17 & 18. REPORT TO:Municipal Council SUBMITTED BY:Chad Haughn,Recreation & Parks Department DATE:September 26, 2019 SUBJECT:Designated Community Fund Request ORIGIN:Designated Community Fund Account 2 Request For Decision /Direction IMPLICATIONS Policy Designated Community Fund Policy (P-77). Financial/Budgetary $125 grant,equivalent to the amount of funds collected. Environmental Strategic Plan Strengthen and support environmental, cultural, and social resources Work Program Implications NA ATTACHMENTS1.Email from Grant Reeves