HomeMy Public PortalAbout2019-10-10_COW_Public Agenda Package
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Committee of the Whole
AGENDA
Thursday, October 10, 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. – 9:00 A.M.)
4. MINUTES OF PREVIOUS MEETING:
4.1. Committee of the Whole – September 19, 2019
5. MATTERS ARISING.
5.1 Strategic Priorities Update 2019/20 – Corporate Services:
a. Request for Decision – October 4, 2019
b. 2019/20 Strategic Priorities Chart Update
c. 2019/20 Strategic Priorities Work Plan Update
5.2 Request for Decision dated September 27, 2019 – Service Contract Extension –
Winter Sidewalk Maintenance.
6. POLICY DEVELOPMENT/REVIEW.
7. CORRESPONDENCE:
8. NEW BUSINESS:
8.1 Request for Decision prepared by Finance Department dated September 24, 2019
regarding Reduction of Taxes under Policy P-23:
a. Correspondence dated August 19, 2019 from Property Valuation Services
regarding fire damaged property.
b. Correspondence dated September 24, 2019 from Danielle Barkhouse
requesting consideration of Section 69A of the Municipal Government Act
regarding a fire damaged property.
8.2 Request for Direction dated October 10, 2019 – RFP MODC-T-2019-012 Lagoon
Dredging and Dewatering at Kaizer Meadow.
8.3 Quarterly Report Update – July to September 2019 – Economic Development.
8.4 Quarterly Report Update – July to September 2019 – Community Development.
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9. IN CAMERA.
9.1 Section 22(2)(e) Contract Negotiations – DOTIR
10. ADJOURNMENT.
APPOINTMENT
10:00 a.m. Special Meeting of Council - Appeal of Dog Kennel License Denial
REQUEST FOR DECISION
Prepared By: Jonathan Meakin,
Strategic Initiatives Coordinator
Date October 4, 2019
Reviewed By: Date
Authorized By: Dan McDougall, CAO Date
CURRENT SITUATION
The Municipality of Chester’s Strategic Plan guides the priorities of Council during its
governance term. Each fiscal year, Council reviews Strategic Priorities framed by the Strategic
Plan to ensure they remain relevant within the context of current issues and opportunities.
On April 30, 2019, Council and Senior Management Team participated in a Strategic Priorities
Workshop in order to review & refresh Council’s strategic priorities for the 2019-20 fiscal year,
and to produce a provisional list of outcomes for those priorities. Council adopted the resulting
2019-20 Strategic Priorities Chart and 2019-20 Strategic Priorities Work Plan on June 13, 2019.
These documents outline the actions and outcomes associated with priorities established by
Council as well as priorities already made operational and underway.
This current Request for Decision presents updates (as of October 4, 2019) to the 2019-20
Strategic Priorities following work completed during the first two quarters of the fiscal year.
NOTE: The list of priorities does not capture Department operational priorities & projects nor
day-to-day work programs that affect the Municipality’s organizational capacity or resources.
Regular demands on, and work plans for, Municipal business—along with external factors such
as regulatory requirements or opportunities—have a direct impact on the Strategic Priorities
Work Plan in the context of the Municipality’s organizational capacity and allocation of
resources. These factors have been considered in updates to Work Plan.
Following Council’s review and approval, the updated 2019-20 Strategic Priorities Chart and
Work Plan will inform Department business plans and work plans.
RECOMMENDATION
That Council approves the October 4, 2019 Updated 2019-20 Strategic Priorities Chart and
2019-20 Strategic Priorities Work Plan as attached.
REPORT TO: Committee of the Whole
SUBMITTED BY: Corporate Services
DATE: October 10, 2019
SUBJECT: Strategic Priorities 2019-20 Update
ORIGIN: Strategic Priorities Management
2 Request for Decision
BACKGROUND
Municipality of Chester Strategic Plan
Although the timeframe of the 2013-2016 Municipality of Chester Strategic Plan has technically
expired, the Strategic Plan still provides guidance for the balance of Council’s term. Council’s six
(6) Goals from Strategic Plan are as follows:
1. Maintain a high level of fiscal responsibility;
2. Continually improve satisfaction with municipal services;
3. Ensure sufficient infrastructure is available to best serve our residents and businesses;
4. Strengthen and support environmental, cultural, and social resources;
5. Continually reinforce the positive image of the Municipality through leadership in public
engagement and communications; and
6. Promote conditions to foster economic prosperity.
As part of a strategic planning process, a regular review & refresh of Strategic Priorities offers
numerous benefits for the Municipality:
• Promotes strategic thought and action
• Focuses attention to critical issues
• Enhances organizational responsiveness and performance
• Makes decision makers and staff more effective and efficient
• Provides the framework & focus for business plans
• Provides internal & external communication concerning Council’s strategic priorities
Next Steps
Further updates to the Chart and Work Plan will be brought before Council at the beginning of
Q4 / 2019-20. At that time, staff will also facilitate a brief review & refresh of Strategic Priorities
with Council as part of the 2020-21 budget process.
At any time, any recommendations from staff for significant changes to the priorities &
timeframe of associated actions outlined in Work Plan will be presented for Council discussion,
direction, or decision, as appropriate.
DISCUSSION
The 2019-20 Strategic Priorities Chart and Work Plan summarize Council’s priorities for the
2019-20 fiscal year and beyond. Council’s priorities help inform the 2019-20 Budget & Business
Plan, and demonstrate a critical alignment between the Municipality’s overarching strategic
direction, Council’s priorities, and the work plans of Municipal staff.
3 Request for Decision
Any changes to timing and status of Strategic Priorities in this update are captured in the Work
Plan and summarized in the Chart. Any proposed changes to a Strategic Priority as NOW, NEXT,
LATER are captured in the Notes to the Update in the Strategic Priorities Work Plan cover page.
NOTE: he 2019-20 Strategic Priorities Work Plan is the product of the latest internal and
environmental scans available at the time. However, the Strategic Priorities Chart and Work Plan
are best considered as ‘living documents’, as a form of project portfolio management based on
ongoing assessment of external and internal factors that may require Council’s reconsideration
and re-evaluation of priorities at any given time.
IMPLICATIONS
Policy
N/A
Financial/Budgetary
The 2019-20 Budget & Business Plan includes allocated funds for the implementation of
Strategic Priorities once they have been approved by Council.
Strategic Plan
As noted above, the 2019-20 Strategic Priorities will help advance the Goals of the 2013-16
Municipality of Chester Strategic Plan.
Work Program Implications
As noted, the 2019-20 Strategic Priorities Chart and Work Plan will be incorporated into the
2019-20 Business Plan & associated work programs.
OPTIONS
Council may:
1. Defer the decision on approval of the 2019-20 Strategic Priorities October 4, 2019
Update pending the review of additional information, as required.
2. Approve the 2019-20 Strategic Priorities as presented.
3. Approve the 2019-20 Strategic Priorities as revised by Council.
4. Not approve the 2019-20 Strategic Priorities.
ATTACHMENTS
2019-20 Strategic Priorities Chart
2019-20 Strategic Priorities Work Plan
4 Request for Decision
COMMUNICATIONS
Once approved, the 2019-20 Strategic Priorities will be communicated:
Externally through ‘Voices & Choices’, the Municipal website, the Municipal newsletter,
and social media
Internally through staff meetings and department work plans
Municipality of the District of Chester 2019-20 Strategic Priorities Chart – updated October 4, 2019 CS = CAO & Corporate Services | CD = Community Development | FN = Finance EPW = Engineering & Public Works | IS = Information Services PR = Parks & Recreation | SW = Solid Waste NOW COUNCIL PRIORITIES (2019-20) New or underway | Details in Priorities Work Plan | *Department Lead RURAL INTERNET – actions completed; next actions BILL 10 MGA AMENDMENTS – revised timing WATER QUALITY TESTING – revised timing SIGNAGE BY-LAW – actions completed; next actions INFORMATION ACCESS & PROTECTION POLICY – revised timing ROADS STRATEGY -- actions completed; next actions ASPOTOGAN RIDGE DEVELOPMENT -- actions completed; next actions TRANSITION 2050 PROJECT -- actions completed; next actions TRANSITION TO SUSTANE – revised timing; WASTEWATER STRATEGY – actions on hold; next actions HIGHWAY 3 STREETSCAPE – revised timing FIRE PROTECTION SERVICES REVIEW -- actions completed; next actions DANNY HAUGHN PROPERTY – revised timing KAIZER MEADOW ROAD IMPROVEMENTS (SHORT-TERM) – in progress OPEN SPACE PLAN – in progress MUNICIPAL WATER STRATEGY -- actions completed; next actions RE:VISION PLAN REVIEW -- actions completed; next actions FLOOD PLAIN MAPPING (INLAND WITH MODL) – in progress SHARED SERVICES – in progress SECTOR STRATEGY – in progress LEACHATE TREATMENT PLANT -- actions completed; next actions KAIZER MEADOW INDUSTRIAL PARK CONCEPT – in progress ACCESSIBILITY PLAN -- actions completed; next actions ACTIVE LIVING STRATEGY ASSET MANAGEMENT POLICY & STRATEGY – in progress COASTAL FLOOD RISK ASSESSMENT – in progress BY-LAWS & POLICIES REVIEW – in progress CS*/CD CS*/FN PR*/EPW/SW/CD CD* IS* EPW*/CS/CD CD*/EPW/PR CS* SW*/EPW EPW*/CS PR*/EPW/CD CD* PR*/EPW/CD SW*/EPW PR*/EPW CS*/CD/EPW/IS CD* CD*/IS CD* CD*/CS SW* CD*/EPW/SW EPW* (for MoC) PR* CS*/EPW/IS/FN CD*/IS/EPW CS*/ALL Q1 / 2019-20 Q3 / 2019-20 Q1 / 2019-20 Q3 / 2019-20 Q1 / 2019-20 Q3 / 2019-20 Q2 / 2019-20 Q4 / 2019-20 Q2 / 2019-20 Q3 / 2019-20 Q2 / 2019-20 Q3 / 2019-20 Q2 / 2019-20 Q3 / 2019-20 Q2 / 2019-20 Q3 / 2019-20 Q2 / 2019-20 Q3 / 2019-20 Q2 / 2019-20 Q3 / 2019-20 Q2 / 2019-20 Q3 / 2019-20 Q2 / 2019-20 Q3 / 2019-20 Q2 / 2019-20 Q3 / 2019-20 Q3 / 2019-20 Q3 / 2019-20 Q3 / 2019-20 Q3 / 2019-20 Q3 / 2019-20 Q4 / 2019-20 Q3 / 2019-20 Q3 / 2019-20 Q4 / 2019-20 Q3 / 2019-20 Q1 / 2019-20 Q4 / 2019-20 Q4 / 2019-20 Q2 / 2019-20 Q4 / 2019-20 Q4 / 2019-20 Q4 / 2019-20 Q4 / 2019-20 Q3 / 2019-20
Municipality of the District of Chester 2019-20 Strategic Priorities Chart – updated October 4, 2019 CS = CAO & Corporate Services | CD = Community Development | FN = Finance EPW = Engineering & Public Works | IS = Information Services PR = Parks & Recreation | SW = Solid Waste NEXT COUNCIL PRIORITIES (2020-21) ADMINISTRATION BUILDING PLAN OPTIONS FOR WETLANDS PARCEL OF LAND AFFORDABLE HOUSING STRATEGY STREETLIGHT STRATEGY FUNDING STRATEGY KAIZER MEADOW ROAD IMPROVEMENTS (LONG-TERM) EPW*/CS EPW*/PR CD* FN*/CS/IS/EPW FN*/CS SW*/EPW/CD Q1 / 2020-21 Q1 / 2020-21 Q2 / 2020-21 Q3 / 2020-21 Q3 / 2020-21 Q3 / 2020-21 LATER COUNCIL PRIORITIES SUBDIVISION BY-LAW & MUNICIPAL SPECIFICATIONS WASTEWATER MANAGEMENT DISTRICT BY-LAW VILLAGE OF CHESTER PARKING VILLAGE OF CHESTER LAND-USE BY-LAW
ASSUMPTIONS This Strategic Priorities Work Plan is a ‘living document’ that will be managed on the following assumptions: THAT this Work Plan captures Council priorities as determined through discussion during the Strategic Priorities Workshop for Council and Strategic Management Team in April 2019 THAT the six (6) Goals of the 2013-2016 Strategic Plan are current and provide guidance for the Municipality’s strategic priorities THAT significant changes to the priorities & timeframe of associated actions outlined in Work Plan will be brought before Council for discussion, direction, or decision, as appropriate THAT regular consultation with Strategic Management Team and Council will capture progress, adjustments, and additions to this Work Plan THAT this Work Plan does not capture Department operational priorities & projects nor day-to-day work programs that affect the Municipality’s organizational capacity or resources, so changes to this Work Plan must also consider the impact on capacity & resources & existing work programs NOTES ON OCTOBER 4, 2019 UPDATE Update reflects work completed during Q1 & Q2 of the 2019-20 fiscal year. Changes to Timing identified with strikethrough text followed by revised quarter DONE and in progress and ON HOLD indicate status of specific task; action & note may be revised to reflect status change Highlighted orange indicates a new action added to an existing Strategic Priority By-Laws & Policies Review moved to NOW priority as per Council’s direction DEFINITIONS OF COUNCIL PRIORITIES CODING: NOW | NEXT | LATER NOW – Priorities established by Council that will require Council discussion, direction, or decisions, or which have already been made operational by Council, during the current fiscal year (2019-20) NEXT – Priorities established by Council that will require Council discussion, direction, or decision during the next fiscal year (2020-21) LATER – Priorities with actions forecast beyond the next two fiscal years 2019-20 Strategic Priorities Work Plan Municipality of the District of Chester Updated October 4, 2019
Municipality of the District of Chester 2019-20 Strategic Priorities Work Plan – updated October 4, 2019 CS = CAO & Corporate Services | CD = Community Development | FN = Finance | EPW = Engineering & Public Works | IS = Information Services PR = Parks & Recreation | SW = Solid Waste PRIORITIES CODING: NOW PRIORITIES (2019-20) | NEXT PRIORITIES (2020-21) | LATER PRIORITIES Page | 2 PRIORITIES SPECIFIC ACTIONS & NOTES BUDGET IMPACT RESPONSIBLE TIMING LEAD SUPPORT RURAL INTERNET TNC Project Contract ($64.3 also in 2020-21 budget) $85K CD CS Q1 / 2019-20 DONE Facilitating ISPs with MOC information for Develop Nova Scotia RFP process (June 28, 2019 deadline) N/A CS CD Q1 / 2019-20 DONE Report to Council & possible 2019-20 budget impact for partnering on projects DNS Project N/A CS CD Q1 / 2019-20 DONE Update on CTI/TNC/MOC internet project; communication of timeline – in progress N/A CS IS Q3 / 2019-20 Update on DNS Projects in MOC; communication of project in coordination with DNS and successful internet service provider $TBA CS IS Q3 / 2019-20 BILL 10 MGA AMENDMENTS Expense Reimbursement Policy reviewed by Council – in progress N/A CS FN Q1 / 2019-20 Q3 / 2019-20 Hospitality Policy reviewed by Council – in progress N/A CS FN Q1 / 2019-20 Q3 / 2019-20 Code of Conduct (Best practice research & policy options workshop with Council) N/A CS Q4 / 2019-20
Municipality of the District of Chester 2019-20 Strategic Priorities Work Plan – updated October 4, 2019 CS = CAO & Corporate Services | CD = Community Development | FN = Finance | EPW = Engineering & Public Works | IS = Information Services PR = Parks & Recreation | SW = Solid Waste PRIORITIES CODING: NOW PRIORITIES (2019-20) | NEXT PRIORITIES (2020-21) | LATER PRIORITIES Page | 3 PRIORITIES SPECIFIC ACTIONS & NOTES BUDGET IMPACT RESPONSIBLE TIMING LEAD SUPPORT WATER QUALITY TESTING Establish scope of water quality testing; determine consistent approach & parameters to water testing Linkages: Water Strategy? Assess current water quality testing practices for potable water, compliance with environmental regulations, and recreational use; review existing water testing, and determine requirements for any additional monitoring to be done – in progress $5K PR EPW/SW CD Q1 / 2019-20 Q3 / 2019-20 Report to Council for discussion N/A PR EPW/SW Q4 / 2019-20 SIGNAGE BY-LAW Authority to address signage near highway interchanges along Highway 3 Community engagement / stakeholder consultation. Meetings with local area associations N/A CD Q1 / 2019-20 DONE Report containing feedback & draft By-Law to Council; budget allocation for program implementation. Draft approved by Council and sent to NSTIR for Ministerial Review $10K CD EPW Q2 / 2019-20 DONE First reading of By-Law and adoption process N/A CD Q4 / 2019-20 INFORMATION ACCESS & PROTECTION POLICY Complete draft policy – in progress N/A IS CS Q2 / 2019-20 Q3 / 2019-20 Policy & Report reviewed by Council N/A IS Q2 / 2019-20 Q3 / 2019-20
Municipality of the District of Chester 2019-20 Strategic Priorities Work Plan – updated October 4, 2019 CS = CAO & Corporate Services | CD = Community Development | FN = Finance | EPW = Engineering & Public Works | IS = Information Services PR = Parks & Recreation | SW = Solid Waste PRIORITIES CODING: NOW PRIORITIES (2019-20) | NEXT PRIORITIES (2020-21) | LATER PRIORITIES Page | 4 PRIORITIES SPECIFIC ACTIONS & NOTES BUDGET IMPACT RESPONSIBLE TIMING LEAD SUPPORT ROADS STRATEGY To develop clarity & consistency for funding of roads in MOC. Linkages: review of Municipal Specifications; growth strategy Workshop with Council: discussion of best practice research, funding and policy options N/A EPW CS/CD Q2 / 2019-20 DONE Report to Council: outline evaluation criteria and process for road prioritization; recommend J-class roads for 50/50 cost sharing program with TiR to maximize request of $800K total work. $400K EPW Q3 / 2019-20 Develop for Council review: a long-term funding, reserves, and priority setting plan for roads. N/A EPW CS Q4 / 2019-20 ASPOTOGAN RIDGE DEVELOPMENT Development Agreement reviewed by Council. (DA not yet signed.) N/A CD EPW/PR Q2 / 2019-20 DONE Re-zoning proposal reviewed by Council N/A CD Q2 / 2019-20 DONE Mill Cove sewer service extension installation $55K EPW Q3 / 2019-20 PARTNERS FOR CLIMATE PROTECTION / TRANSITION 2050 PROJECT PCP Resolution to Council N/A CS Q1 / 2019-20 DONE Kick-off meeting with Clean Foundation N/A CS FN/EPW Q1 / 2019-20 DONE GHG emissions inventory data sheet with Clean Foundation & Sustainability Solutions Group – in progress N/A CS FN/EPW Q2 /2019-20 Q3 /2019-20 TRANSITION TO SUSTANE Implementation of agreement for sharing costs & resources Design and implement operational & staffing transition. NOTE: timing of action & budget impact determined by Sustane’s operational plans. Sustane not operational (as of Oct 4); met with transition consultant in September – in progress $15K SW EPW Q2 / 2019-20 Q3 / 2019-20
Municipality of the District of Chester 2019-20 Strategic Priorities Work Plan – updated October 4, 2019 CS = CAO & Corporate Services | CD = Community Development | FN = Finance | EPW = Engineering & Public Works | IS = Information Services PR = Parks & Recreation | SW = Solid Waste PRIORITIES CODING: NOW PRIORITIES (2019-20) | NEXT PRIORITIES (2020-21) | LATER PRIORITIES Page | 5 PRIORITIES SPECIFIC ACTIONS & NOTES BUDGET IMPACT RESPONSIBLE TIMING LEAD SUPPORT WASTEWATER STRATEGY Develop coordinated strategy that prioritizes wastewater development projects; link in to associated Asset Management Plan VoC Wastewater Treatment Plant Upgrade ICIP Grant result (late June 2019) –ON HOLD – no ICIP results from DMA as of October 2019 302K for VoC WWTTP reflects MOC %age of total ICIP $1.2M ICIP result impact on work plan for Chester Basin (2020-21) and Otter Point (2021-22) ON HOLD DOE permit limits compliance by January 2020 $320K EPW CS Q2 / 2019-20 (VoC WWTP construction complete by Q4/2019-20) ON HOLD Wastewater Strategy Workshop with Council. Growth management framework: should wastewater investment drive or respond to development? N/A EPW CD/CS Q3 / 2019-20 Report led by external consultant concerning growth & infrastructure $25K EPW CD/CS Q3 / 2019-20 Q4 / 2019-20 HIGHWAY 3 STREETSCAPE 2019-20 paving and hard shoulder cost-sharing agreement; discussion with Council re: other proactive actions relating Highway 3 Streetscape Plan TIR paving project on Highway 3 is proceeding & will include paved shoulders. Roundabout in Marriott’s Cove is outside the scope of the Streetscape Plan. Council committed to no more than $450K for the paved shoulders component – in progress $450K PR EPW/CD Q2 / 2019-20 Q3 / 2019-20 Revisit Highway 3 Streetscape Plan for discussion with Council N/A CD PR/EPW Q1 / 2020-21 FIRE PROTECTION SERVICES REVIEW Award tender to external consultant. Contract awarded to SCM (Ontario) N/A CD Q2 / 2019-20 DONE Establish steering committee N/A CD Q2 / 2019-20 DONE Consultant’s work plan (phases to follow) & report (due in December) – in progress $60K CD Q3 / 2019-20
Municipality of the District of Chester 2019-20 Strategic Priorities Work Plan – updated October 4, 2019 CS = CAO & Corporate Services | CD = Community Development | FN = Finance | EPW = Engineering & Public Works | IS = Information Services PR = Parks & Recreation | SW = Solid Waste PRIORITIES CODING: NOW PRIORITIES (2019-20) | NEXT PRIORITIES (2020-21) | LATER PRIORITIES Page | 6 PRIORITIES SPECIFIC ACTIONS & NOTES BUDGET IMPACT RESPONSIBLE TIMING LEAD SUPPORT DANNY HAUGHN PROPERTY Immediate course of action for building based on external inspection report. Linkages: Open Space Plan Building contents need to be removed. External inspection report on condition of, and options for, the building. (Unbudgeted expense.) $TBD PR EPW/CD Q2 / 2019-20 Q3 / 2019-20 Report on options reviewed by Council to establish a plan for the building; may then be part of Open Space Plan, depending on course of action N/A PR EPW/CD Q3 / 2019-20 Q4 / 2019-20 KAIZER MEADOW ROAD IMPROVEMENTS (SHORT-TERM) Linkages: Long-term KM Road Improvements; Sustane transition Short-term stop-gap solution to infrastructure development pressure. Scope and quote received from CBCL – in progress $50K SW EPW Q3/ 2019-20 OPEN SPACE PLAN Linkages: Danny Haughn Property Community consultation: guided hikes on Gem properties completed in spring and summer of 2019; public input currently being accepted through the Municipality’s community engagement tool, Voices & Choices – in progress N/A PR EPW Q3 / 2019-20 Draft Open Space Plan reviewed by Council N/A PR EPW Q4 / 2019-20
Municipality of the District of Chester 2019-20 Strategic Priorities Work Plan – updated October 4, 2019 CS = CAO & Corporate Services | CD = Community Development | FN = Finance | EPW = Engineering & Public Works | IS = Information Services PR = Parks & Recreation | SW = Solid Waste PRIORITIES CODING: NOW PRIORITIES (2019-20) | NEXT PRIORITIES (2020-21) | LATER PRIORITIES Page | 7 PRIORITIES SPECIFIC ACTIONS & NOTES BUDGET IMPACT RESPONSIBLE TIMING LEAD SUPPORT MUNICIPAL WATER STRATEGY A strategy to establish the Municipality’s role in the provision of potable water quantity and quality throughout MOC. Linkages: Recreational water needs Water Strategy and Action Plan document prepared for review by Council N/A CD CS/EPW Q1 / 2019-20 DONE Community Engagement regarding issues & current water situation in MOC; develop scope of work for consultant and community engagement program – in progress N/A CS CD/IS Q3 / 2019-20 Best practice research of water management programs & initiatives in other jurisdictions – in progress N/A CS Q3 / 2019-20 Draft Water Strategy produced with external consultant & reviewed by Council $15K CS CD/EPW VoC Q4 / 2019-20 RE:VISION PLAN REVIEW Completion of revised Municipal Planning Strategy (MPS) and Land Use By-Law (LUB) Linkages: Subdivision By-Law; Municipal Specifications Final draft of Re:VISION Plan Review & recommendations for Council’s review. (Budget allocation for advertising, printing.) Final draft prepared; Council/CPAC joint meeting on October 7 $15K CD Q3 / 2019-20 DONE Seeking recommendation from CPAC to bring Final Draft to Council for first reading – in progress N/A CD Q4 / 2019-20
Municipality of the District of Chester 2019-20 Strategic Priorities Work Plan – updated October 4, 2019 CS = CAO & Corporate Services | CD = Community Development | FN = Finance | EPW = Engineering & Public Works | IS = Information Services PR = Parks & Recreation | SW = Solid Waste PRIORITIES CODING: NOW PRIORITIES (2019-20) | NEXT PRIORITIES (2020-21) | LATER PRIORITIES Page | 8 PRIORITIES SPECIFIC ACTIONS & NOTES BUDGET IMPACT RESPONSIBLE TIMING LEAD SUPPORT FLOOD PLAIN MAPPING (INLAND WITH MODL) Mapping completed. (Budget amount preapproved carry-over from previous fiscal; $38.5K off-set from Flood Risk Infrastructure Investment Program (FRIIP) funding.) Presentation by CBCL at a joint MODC/MODL meeting. Finalizing data and report – in progress $76.3K CD IS Q3 / 2019-20 SHARED SERVICES Building & fire inspection services Software implementation ($25K operating; $36K capital). Townsuite permit tracking software in the process of being implemented – in progress $61K CD Q3 / 2019-20 SECTOR STRATEGY Proposed Priority Sectors approved by Council N/A CD Q1 / 2019-20 DONE Foreign Direct Investment (FDI) strategy development for two sectors (business services and green technology) by external consultant Global Affairs Canada grant funding secured ($7.5K towards $15K total project costs) – in progress $7.5K CD CS Q4 / 2019-20 Q3 / 2019-20 Write and submit grant application for CanExport Community Investments 2020, Global Affairs Canada for FDI tools and material development. Any corresponding budget impact likely next fiscal year – in progress N/A CS CD Q3 / 2019-20 Determine strategy for additional four sectors N/A CD Q4 / 2020-21 Sector Marketing Strategy execution $30K CD Q1 / 2021-22
Municipality of the District of Chester 2019-20 Strategic Priorities Work Plan – updated October 4, 2019 CS = CAO & Corporate Services | CD = Community Development | FN = Finance | EPW = Engineering & Public Works | IS = Information Services PR = Parks & Recreation | SW = Solid Waste PRIORITIES CODING: NOW PRIORITIES (2019-20) | NEXT PRIORITIES (2020-21) | LATER PRIORITIES Page | 9 PRIORITIES SPECIFIC ACTIONS & NOTES BUDGET IMPACT RESPONSIBLE TIMING LEAD SUPPORT LEACHATE TREATMENT PLANT Report to Council on increased capacity: disposal of solids; budget for service; operating manual updates; etc. N/A SW Q1 / 2019-20 DONE Award tender for design; recommendation to Council for approval; construction – in progress; survey & geotechnical report completed $2.5M SW Q4 / 2019-20 KAIZER MEADOW INDUSTRIAL PARK CONCEPT PLAN Development & marketing of an Industrial Park concept Linkages: review of Municipal Specifications & growth strategy. Report on the concept plan by external consultant reviewed by Council $50K CD EPW/SW Q4 / 2019-20 Report to Council on KM road standards (Note: Road Strategy & distinct KM Road Improvements actions) N/A SW EPW/CD Q4 / 2019-20 ACCESSIBILITY PLAN Access By Design 2030: Achieving an Accessible Nova Scotia provides a framework for achieving an accessible Nova Scotia by 2030 in six core standards: goods and services; information and communication; transportation; employment; education; built environment Formation of Accessibility Committee for five Lunenburg Co. municipalities and Village of Chester N/A EPW (for MOC) Q2 / 2019-20 DONE Development of Accessibility Plan– in progress N/A EPW (for MOC) Q4 / 2019-20
Municipality of the District of Chester 2019-20 Strategic Priorities Work Plan – updated October 4, 2019 CS = CAO & Corporate Services | CD = Community Development | FN = Finance | EPW = Engineering & Public Works | IS = Information Services PR = Parks & Recreation | SW = Solid Waste PRIORITIES CODING: NOW PRIORITIES (2019-20) | NEXT PRIORITIES (2020-21) | LATER PRIORITIES Page | 10 PRIORITIES SPECIFIC ACTIONS & NOTES BUDGET IMPACT RESPONSIBLE TIMING LEAD SUPPORT ACTIVE LIVING STRATEGY Framework strategies from the province (“Trails Strategy” & “Let’s get Moving: Physical Activity Strategy”) & new Municipal Physical Activity Leadership Program (MPAL) agreement will inform strategy Draft Active Living Strategy N/A PR Q4 / 2019-20 ASSET MANAGEMENT POLICY & STRATEGY Linkages: Wastewater Strategy; AM Planning course focus on wastewater systems Completion of Asset Management Planning Course N/A EPW CS/IS Q1 / 2019-20 DONE Asset Management Workshop & associated AM Policy presentation for Council discussion N/A CS EPW/IS Q4 / 2019-20 Wastewater Asset Management Plan N/A EPW CS/FN IS Q1 / 2020-21 COASTAL FLOOD RISK ASSESSMENT Linkages: Wastewater Asset Management Plan; climate change adaptation (revisited MCCAP?) Prepare scope of work for an RFP – in progress $100K CD IS/EPW Q4/ 2019-20 BY-LAWS & POLICIES REVIEW Review out-of-date provisions & regulations & make recommendations for Council discussion & direction Draft a report for Council outlining what staff identify as By-Laws & Policies requiring review for possible amendment or repeal. Council to prioritize list of By-Laws & Policies requiring review to ensure best use of staff time & resources N/A CS ALL Q3/ 2019-20
Municipality of the District of Chester 2019-20 Strategic Priorities Work Plan – updated October 4, 2019 CS = CAO & Corporate Services | CD = Community Development | FN = Finance | EPW = Engineering & Public Works | IS = Information Services PR = Parks & Recreation | SW = Solid Waste PRIORITIES CODING: NOW PRIORITIES (2019-20) | NEXT PRIORITIES (2020-21) | LATER PRIORITIES Page | 11 PRIORITIES SPECIFIC ACTIONS & NOTES BUDGET IMPACT RESPONSIBLE TIMING LEAD SUPPORT ADMINISTRATION BUILDING PLAN Facility plan to address office & storage space, as well as accessibility needs Linkages: Accessibility Plan Small & short-term changes (including maintenance) $250K EPW CS Q1 / 2020-21 OPTIONS FOR WETLANDS PARCEL OF LAND Develop options study for Council discussion & direction N/A EPW/CD PR Q1/ 2020-21 AFFORDABLE HOUSING STRATEGY Determine desired Municipal role, outcomes, and associated outcomes N/A CD Q2/ 2020-21 STREETLIGHT STRATEGY A strategy to manage the funding and installation of streetlights in MOC in a consistent & transparent manner Finish mapping & correlation to street lights (include in active transportation, where appropriate) N/A FN EPW/IS PR Q2 / 2020-21 Research on the history of streetlight practices in MOC and comparative jurisdictional review N/A FN IS/EPW Q2 / 2020-21 Draft Policy & Procedure and Report to Council for discussion and direction N/A FN CS/EPW Q3 / 2020-21 FUNDING STRATEGY Reserve funds, tax rates, debt & debt service ratio Linkages: Wastewater Strategy; growth strategies Develop comprehensive draft funding strategy for Council’s discussion N/A FN CS Q3/ 2020-21 KAIZER MEADOW ROAD IMPROVEMENTS (LONG TERM) Linkages: Roads Strategy; Sustane transition; KM Industrial Park Concept Plan Scope of work for a long-term solution to infrastructure development pressure at KM N/A SW EPW/CD Q1/ 2020-21 Concept design & construction of comprehensive KM Road improvements TBD SW EPW Q3/ 2020-21
Municipality of the District of Chester 2019-20 Strategic Priorities Work Plan – updated October 4, 2019 CS = CAO & Corporate Services | CD = Community Development | FN = Finance | EPW = Engineering & Public Works | IS = Information Services PR = Parks & Recreation | SW = Solid Waste PRIORITIES CODING: NOW PRIORITIES (2019-20) | NEXT PRIORITIES (2020-21) | LATER PRIORITIES Page | 12 SUBDIVISION BY-LAW & MUNICIPAL SPECIFICATIONS Linkages: Revised Municipal Planning Strategy (MPS) and Land Use By-Law (LUB); Open Space Plan Revision of Subdivision By-Law & Municipal Specifications N/A CD EPW/PR Q#/ FISCAL WASTEWATER MANAGEMENT DISTRICT BY-LAW Relates to land use by-law; Gold River reports re septic systems & straightpipes Linkages: Wastewater Strategy; growth strategies; Development & implementation of By-Law & program N/A EPW CD/CS Q#/ FISCAL VILLAGE OF CHESTER PARKING Linkages: Roads Strategy N/A CD EPW Q#/ FISCAL VILLAGE OF CHESTER LAND-USE BY-LAW N/A CD Q#/ FISCAL PROCUREMENT STRATEGY N/A FN Q#/ FISCAL
REQUEST FOR DECISION/DIRECTION
Prepared By: Matthew S. Davidson, P. Eng. Date September 27, 2019
Reviewed By: Dan McDougall, CAO Date October 1, 2019
Authorized By: Dan McDougall, CAO Date October 3, 2019
CURRENT SITUATION
At the Council Meeting on August 29, 2019, staff were directed (Motion 2019-391) to negotiate
a one (1) year extension with the previous service provider, as well as investigate completing the
service work in-house and with the use of salt on the sidewalks beginning in the 2020-2021 fiscal
year.
RECOMMENDATION
Staff recommend extending the winter sidewalk maintenance service contract for a one (1) year
period, from June 1, 2019 until May 31, 2020) with Gerhardt Property Improvement, for a lump
sum cost of $47,437.21 plus HST.
Additionally, Staff recommend sidewalk snow removal and disposal be completed by Gerhardt
Property Improvement on an as required basis and previously specified, at a cost of $82.90/hour.
BACKGROUND
In the summer of 2014, staff issued and awarded a 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), which expired on May 31, 2019.
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.
REPORT TO:
Municipal Council
SUBMITTED BY: Engineering & Public Works Department
DATE: September 27, 2019
SUBJECT: Service Contract Extension – Winter
Sidewalk Maintenance
ORIGIN: Expiry of existing contract
2 Request For Decision
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.
DISCUSSION
On September 25, 2019, staff received a quote from Gerhardt Property Improvement to extend
the winter sidewalk maintenance services for a period of one (1) year, June 1 – Mary 31, 2020,
based on the specifications of the original service contract. The quote is attached.
IMPLICATIONS
Policy
MODC’s Procurement Policy (P-04) specifies that contract services valued under $50,000 net HST
are considered low value procurement.
Financial/Budgetary
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 value of the one (1) year extension is valued at $49,470.46 net HST, an increase of 9.9% from
last year. This does not include snow removal and disposal, which varies per year. The operational
budget for winter sidewalk maintenance is $90,000 for this fiscal year (2019-20). This budget
should accommodate the quoted value of the one (1) extension, as well as all cost associated
with snow removal and disposal, unless snowfall amounts are exceptionally above normal.
3 Request For Decision
Environmental
The use of road salt on will be monitored closely to ensure contract specifications are met, unless
sidewalk conditions warrant increasing salt use on a case by case basis for public safety.
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. Extend the service contract for a period of one (1) year (June 1, 2019 - May 31, 2020), with
the previous service provider, as per the quotation submitted;
2. Defer any decision on the matter and direct staff to bring back further information as
identified by Council.
ATTACHMENTS
2019-09-25_Ltr from Gerhardt Property Improvement RE Winter Sidewalk
Maintenance_Contract Extension
REQUEST FOR DECISIO N
Prepared By:Malcolm Pitman, CPA, CA, Director
of Finance
Date September 24, 2019
Reviewed By:Dan McDougall, CAO Date September 24, 2019
Authorized By:Dan McDougall, CAO Date September 24, 2019
CURRENT SITUATION
A property owner has submitted a request in writing for a reduction in taxes as their prop erty was destroyed
by fire. The property is 250 Chester Shore Road,Chester, AAN 00570265. Section 69A of the Municipal
Government Act provides that Council may, by policy, provide for a reduction in taxes payable, to the extent
that Council considers appropriate,and reimburse any overpayment because of the reduction. Under policy P-
23, upon request from the Treasurer, the Director of Assessment shall value the property to provide the
current assessment value to be used to calculate the amount of taxes to write off.
RECOMMENDATION
That, Council approve a reduction in 2019-20 taxes payable for assessment account number 00570265 in the
amount of $684.95.This tax reduction amount is based upon the pro-rating the taxes using the revised
assessment value from the date of destruction to the end of the tax year.This tax reduction will be written off
to allowance for uncollectible taxes 01-00-000-451100.
BACKGROUND
As required by policy,a written request was received from the property owner Daniel Barkhouse (attached).
Under policy P-23, upon receipt of the written request, The Director of Finance/Treasurer request s Property
Valuation Services Corporation (PVSC)to conduct an inspection of the property and provide a revised opinion
as to its value.A letter was received from PVSC with a revised opinion of 2019 value of $107,600 (attached)
versus the assessed value of $214,200.
DISCUSSION
Based upon the revised opinion of value,there is a reduction in assessment value of $106,600. This reduction
times the rates charged of $0.9772/$100 is $1,041.70. Taxes for the 2019-20 year have not been paid. The
rates charged of $0.9772 includes the general tax rate (.0705),village tax rate (0.1517),and the solid waste
area rate (0.1205).
Since the fire occurred on August 3, 2019,125 days into the year,it would be fair to base the tax reduction
upon pro-rating the taxes from the date of destruction to the end of the tax year.This would be $1,041.70 X
240 / 365 =$684.95.
REPORT TO:Municipal Council
SUBMITTED BY:Finance Department
DATE:October 10,2019
SUBJECT:Reduction of Taxes under policy P-23
ORIGIN:
2 Request For Decisio n
Options for the tax reduction approved include:
1.A tax reduction as recommended in the amount of $684.95. or
2.Some other amount that Council considers appropriate.
IMPLICATIONS
Policy –in compliance with policy P-23.
Financial/Budgetary –Reduction of the allowance may increase uncollectible taxes expense for the year
Environmental –n/a
Strategic Plan –n/a
Work Program Implications -n/a
OPTIONS
1.Approve the recommended tax reduction of $684.95.
2.Approve the reduction to the extent that Council considers appropriate
REFERENCES
Municipal Government Act section 69A
Policy P-23
COMMUNICATIONS (INTERNAL/EXTERNAL)
Internal –n/a
External-the property owner
REQUEST FOR DIRECTION
Prepared By: Christa Rafuse, P.Eng. Date October 10, 2019
Reviewed By: Dan McDougall Date
Authorized By: Dan McDougall Date October 10, 2019
CURRENT SITUATION
The septage ponds and equalization and retention lagoons require regular maintenance which includes the
removal of sludge. In addition, the use of dewatering tubes is required and the existing tubes require
replacement. The 2019/20 Capital Budget includes $100,000 for the purpose of replacing the dewatering
tubes. Operations Budget included $175,000 for the dredging and dewatering of ponds/lagoons for this
fiscal year. The plan was to complete an RFP and complete as many ponds/lagoons as possible.
RECOMMENDATION
Staff respectfully recommend that Council authorize staff to spend up to $100,000 capital and $175,000
operating budget this fiscal year. To award work to complete the proposed supply of dewatering tubes and
dredging of Septage of Lagoon 1 (and potentially a portion of Lagoon 2) to Terrapure Environmental for
the cost of $170,300 plus HST (approximate $38,000 capital and $132,300 operating). Should time permit
we may be able to complete additional within our allotted budget approved by Council 2019/20.
BACKGROUND
The Septage Lagoon 1 was dredged and dewatered in the 2014/15 timeframe and Septage Lagoon 2 has
never been dredged. It is very important to keep these ponds/lagoons operating at their full potential to
handle the treatment for capacity that is required. Overflowing lagoons and ponds are not acceptable per
our approval permits. The issues include blocking piping and preventing the intended treatment of both
septage and leachate in those ponds. These lagoons and ponds need to be regularly maintained every 2
to 3 years.
DISCUSSION
We had three (3) proposals received on October 2, 2019 from the following companies:
Bio-Liquid Waste Disposal Inc. -$200,000
Geo-Dredging and Dewatering Inc. - $220,538.69
Terrapure Environmental- $170,300
REPORT TO: CAO and Council
SUBMITTED BY: Christa Rafuse, P.Eng
DATE: October 10, 2019
SUBJECT: RFP 2019-012: Lagoon Dredging and
Dewatering at Kaizer Meadow
2 Request for Direction
The following criteria was evaluated and scored as provided below:
Evaluation Criteria Companies
Points Bio-Liquid Waste Geo-Dredging Terrapure
Methodology/Equipment
Schedule
Description method/equipment 20 20 20 20
Project schedule 10 9 9 10
Vendor Qualifications/Experience 20 20 20 20
Contract Price 50 43 39 50
Total 100 92 88 100
All three proposals were very good and it basically came down to schedule and pricing. The highest points
as shown above, based on the listed criteria went to Terrapure Environmental. They can start work upon
approval of Council for the approximate cost of $170,300 plus HST and the removal of 400 BDMT (bone
dry metric tonnes) from the Lagoons. The amounts are roughly estimated, if there are less BDMT (sludge
in the Lagoons) we can continue as time, weather, budget and space in the dewatering tubes permits. We
can adjust our work to maximize the best use of our budget. Following this project, we intend to propose
additional budget to complete the remaining dredging and dewatering for the next fiscal year 2020/21.
IMPLICATIONS
Policy
Procurement Policy P-04
Financial/Budgetary
The capital and operating budgets for 2019/20 approved by Council for $100,000 and $175,000 respectively
to complete this dredging and dewatering of sludge process. Any remaining monies will be requested to
carryover for the 2019/20 fiscal year to continue to complete any additional lagoons/ponds as part of
regular maintenance at Kaizer Meadow.
Environmental
This work is required under our permit to operate. This work will be performed in an environmentally sound
way.
Strategic Plan
1. Maintain a high level of fiscal responsibility;
2. Continually improve public satisfaction with municipal services;
3. Ensure enough infrastructure is available to best serve our residents and businesses.
Work Program Implications
Timing of this project is of the essence due to the colder temperatures and the use of polymers and working
in this type of environment.
3 Request for Direction
Our clients will not be affected and business as usual during this work. Safety is also a priority for clients,
staff and contractors on site.
OPTIONS
1. Municipal council can provide direction and/or request further information.
2. Accept Staff’s recommendation.
ATTACHMENTS
N/A
COMMUNICATIONS (INTERNAL/EXTERNAL)
N/A
ECONOMIC DEVELOPMENT
QUARTERLY REPORT (July - September 2019)
Municipality of Chester- Quarterly Report
SIGNIFICANT INITIATIVES (2019/20 Work Program)
Initiative Status Target Delivery
Date
RURAL INTERNET
Waiting for Develop NS announcements
KAIZER MEADOW Completed Wetland Delineation
Preparing RFD for further direction on next steps
Wetland Delineation
& Boundary Survey:
June, 2019 -
COMPLETED
SECTOR STRATEGY
Phase 2 (A) of our Investment Attraction
Strategy is underway and will be complete for
our first two sectors, Greentech and Business
Services on December 31st.
applying for the next round of Global Affairs’
CanExport Community Investments Program (a
matching $7,500 contribution) to support Phase
2 (B), which will support our Investment
Attraction Strategy remaining identified sectors
Sector Marketing
Strategy Phase 1:
COMPLETED
Sector Marketing
Strategy Phase 2-
Foreign Direct
Investment Project:
March, 2020
TOURISM CHESTER Advertising
Via South Shore Tourism Cooperative:
2019 Travel Guide to Canada
Saltscapes Food and Travel Guide
2019 South Shore Guide
Via Tourism Nova Scotia:
2019 Doers and Dreamers Guide
2019 Road Map
2019 Provincial VIC Advertising Program
2019 Tourism Season highlights
The 2019 Summer Tourism Season has wrapped
up. All in all, it was a busy summer season. -
Our Tourism Ambassador Program continued - with
one partner retiring last year at Christmas last year -
we were able to add 3 new partners (one in the
Village, one in Western Shore and once again at the
old train station) all three of which saw a great
volume of visitors.
A Tourism Ambassador Map was created for the
Municipality as a means of both showcasing our
communities and identifying the locations of our 12
Ambassador Locations.
15ft flags were erected at Ambassador locations
where feasible and a special sign was crafted to
withstand the wind at our Blanford location.
ECONOMIC DEVELOPMENT
QUARTERLY REPORT (July - September 2019)
Municipality of Chester- Quarterly Report
Hiring challenges for the Mobile Ambassador
position meant a later than planned start to kiosk
efforts. We did however honour our golf tournament
commitments and set up at Peggy's Cove for the big
July 4th weekend and were a part of the Hubbards
Food Truck Rally
Eventually a great candidate - Jonathan Haase - was
hired by August 6th bringing the kiosk to locations
throughout the Municipality as well as a return to
Peggy's Cove along with the Halifax Waterfront and
Lunenburg Waterfront. All customer service
feedback on Jonathan were exceptional.
We were pleased to team up with the Treasure Treat
Truck for a few events this summer - including the
Sunday Bandstand Concert Series and Chester Race
Week.
From a residential standpoint - a great effort was
made to promote and attend as many community
events as possible. Our #LOVEwhereyoulive
campaign continued through the summer and is
ongoing. More merchants are being added each
week - with the window clings now available to pick
up at our Municipal Office locations.
OTHER ACTIVITIES
Activity Status
Business Retention and
Expansion Program
No update
Events Levy Currently sitting with the Province – attended meeting with
representatives from DMA and NS Tourism
Business Engagement E. Lowe Attended: 2 Hugh MacKay BDAG mtgs; 2 Chester
Merchants Mtgs.; 2 New Ross Regional Dev. Society Mtgs.; 1
Chester Municipal Chamber of Commerce Mtg.; 1 Events
Lunenburg County mtg.; 2 business meetings; 1 HABA mtg; SSTC
AGM; and attended the Lunenburg Queens Business Excellence
Awards.
S. Beaumont attended: 3 Chester Merchants Mtgs; 1 New Ross
Regional Dev. Society mtg; 3 Hugh MacKay TSN Mtgs; 1 HABA
mtg; 12 South Shore Tourism Coop Board Mtgs; 1 Graves Island
Season Mtg; 1 Tourism Nova Scotia Experience Seminar; and 3
Chester Heritage Society mtgs
ECONOMIC DEVELOPMENT
QUARTERLY REPORT (July - September 2019)
Municipality of Chester- Quarterly Report
6 new investment / navigation inquiries
Completed 2019 Best of Chester Municipality Business Awards
campaign. Had 877 nominations and 12,172 votes. Currently
working on new plaques for the winners and brochure.
Industry consultation session held with business community for
Phase 1 of sector strategy.
Capacity Building 2nd Annual Raising Sales South Shore Business Summit held at
Oak Island Resort
Collaborating with Our Health Centre on an application: Culture
Innovation Fund’s Healthy Communities Stream; a provincial
grant to support physician recruitment here
Commercial/Industrial Property
Inventory
Project planning with Lunenburg County Economic Development
staff working group.
Meetings & Professional
Development
two COVE (Centre for Ocean Ventures & Entrepreneurship)
events in Dartmouth
8 planning meetings for Raising Sales Summit
HABA meeting
MLA hosted EconDev meetings
two Events Lunenburg County meetings
6 Regional Economic Development meetings
4 business meetings
METRICS
Sponsorship Grants Approved 4
Business Engagement Meetings Not tracked
New Investment / Navigation Inquiries Not tracked
COMMUNITY DEVELOPMENT
QUARTERLY REPORT (July - September 2019)
Municipality of Chester- Quarterly Report
SIGNIFICANT INITIATIVES (2019/20 Work Program)
Initiative Status Target
Delivery Date
RE: VISION PLAN
REVIEW
Reinitiated reVISION Plan Review, staff report with
revised timeline presented to Council
Completed Final Draft Documents to go to CPAC in
October;
Information memos on reVISION Plan Review timeline,
and Ad price options to go to CPAC/Council
Presented summary of proposed documents to the
Sherbrook Lake Steering Committee – lakefront overlay
and Watercourse setbacks
Q3 / 2019-20 –
ON SCHEDULE
SIGNAGE BY-
LAW/PROGRAM
Completed draft with Council approval of Uniform
Advertising By-law, submitted to NSTIR for Ministerial
Review;
Q2 / 2019-20 –
Delivery of draft
document on
schedule but
waiting for NSTIR
approval
SHARED SERVICES
Townsuite permit tracking software is in process of being
implemented; MODL will be moving to this new system
and MODC will be updated to a newer version than we
currently have
A demonstration site (sandbox) will be created for staff
to learn the new software and to use the software to
help determine the new processes that will be put in
place
Working with IT from MODC and MJSB to host Laserfiche
for the shared services team
Q3 / 2019-20
FIRE PROTECTION
SERVICES REVIEW
Steering Committee established, recommendation for
consultant made to Council
Awarded RFP for MODC fire services study and risk
assessment to SCM.
First phase of study commenced September 9th, 2019.
Steering Committee to review phase 1 work
Q2 / 2019-20
FLOOD PLAIN MAPPING
(INLAND WITH MODL)
Presentation by CBCL to staff and council at a joint
MODC/MODL council meeting September 17
In process of finalizing report and data
Q3 / 2019-20
COASTAL FLOOD RISK
ASSESSMENT
Staff in process of preparing a scope of work in order to
issue and RFP
Q4 / 2019-20
ASPOTOGAN RIDGE
DEVELOPMENT
Completed NCDD Rezone (Public Hearing, Approval, In
Effect)
Completed approval of Development Agreement for
Phase 1 Aspotogan Ridge Golf Village (not yet signed);
Q2 / 2019-20
MUNICIPAL WATER
STRATEGY
Staff working on scope of work for consultant and public
consultation program
Q3 / 2019-20
COMMUNITY DEVELOPMENT
QUARTERLY REPORT (July - September 2019)
Municipality of Chester- Quarterly Report
OTHER ACTIVITIES
Activity Status
Fire Services Continuing working with DMA on Western Shore Fire/Martins River
Commission on by-laws, boundaries and transition to Rural Fire District Act.
Updating P33 registration packages for 2019/20. Some delays in financial
packages from audit firms.
Continuing review of firefighter accident/disability policies with options for
medical and dental coverage.
Initiating a review of Cowan’s general property and liability in view of new
competitive program from BFL insurance.
Coordinated additional Class 3 Driver training and certification.
Continued committee work on Dispatch Protocols for Lunenburg County and
provided input through NSFM on Provincial dispatch review.
Supported Mutual Aid practices for all Departments with planning under way
for October Mobile Burn Unit practices.
Worked with Office of Fire Marshal to develop standard Property Release
Forms. Supplies have been sent to all Fire Departments.
Continuing with other municipal Fire Service Coordinators on input to
Municipal Joint Services Committee on the Fire Services (POMAX) review.
Updated Narcan program for protection of firefighters from opioid
exposures.
Issued Request for Decision for Council recognition of Firefighter’s Memorial
Day (September)
Issued Request for Decision for Warden’s Proclamation of Fire Prevention
Day. Planning continues for District FP event on October 6, 2019 at the
Chester Shore Mall.
Developed and implemented MODC GOG 009 for the election and support
the Fire Services Association of Nova Scotia (FSANS) representative. Issued
Request for Decision on new representative for MODC.
Continuing inter-municipal support on various fire services issues.
Continuing work on inter municipal mutual aid agreements.
Continuing work to model a revised fire advisory committee with MODC
Council.
Fox Point Lake Water
Quality Monitoring
Committee
Meeting Held, monitoring work continues
Safety Program
Extended Staff Safety Resource Center and monthly communications to staff
and supervisors.
Completed safety orientations for new and summer staff. Continuing
development of standard on line program.
Continued work on external safety audit follow ups and preparation for next
audit due in October 2019.
Continuing work on recommendations from Fire Department and update on
Emergency Response Plan for Kaizer Meadow following landfill fires.
Participated in Youth Safety Survey in conjunction with Department of Labor.
Implemented Sun Safety program and training in conjunction with Sun Safety
Canada.
COMMUNITY DEVELOPMENT
QUARTERLY REPORT (July - September 2019)
Municipality of Chester- Quarterly Report
Issued staff safety awards in recognition of 50,000 hrs worked without serious
injury. First aid including sun safety and tick safety kit was supplied to all.
Completing workplace site inspection items and update of program.
Planning Projects Completed approval on three heritage property alterations
Mahone Bay - Completed LUB amendment to add “existing” to Residential
Conversions
Mahone Bay - Workshop with PAC to discuss Short-Term Rental Regulations
and potential
Mahone Bay - Initiated and continual work on Development Agreement for
96 Bed Nursing Home (Site Visits, meetings with Developers, meeting with
and responding to neighbour concerns, public info meeting, PAC meeting,
drafting reports and DA)
Civic Addressing
2 new private road names added (Kwyet Lane in Windsor Road, Sea Oaks
Lane in Martins Point)
27 new civic address, 8 civic address retired
Emergency
Management (EMO)
Met with new REMC to review REMO roles and responsibilities.
Met with Mahone Bay water utility personnel and REMC to develop
operational plan in the event of a major contamination of water supply.
Worked on REMO ECC for Chester and Mahone Bay for duration and recovery
from Hurricane Dorian.
Implemented Municipal water voucher program for the public reporting dry
wells.
UARB Appeal Suspended pending outcome of Charter Challenge
Professional
Development
South Shore Housing Action Coalition meeting
Placemaking Workshop Bridgewater
NS Biodiversity Act Consultation
Accessibility Act Workshop
Dalhousie Strategic Planning Session
AMANS Board Meetings
FIANS fire inspection continuing education training.
2019 Safety Conference (Halifax)
METRICS
Planning Committee Meetings (VAAC, CPAC, MAAC) 2
Public Hearings 2
Public Information Meetings 0
Council Workshop/Joint Meetings 1 – Roads and Grants workshop
Dangerous and Unsightly Premises Meetings - CM 2
Mahone Bay meetings 3
Various fire services and REMO meetings JOHSC
REMO Advisory and AEC meetings
Fire Services Coordinators teleconferences
Fire Commissions and Fire Departments
Lunenburg East Fire Services
COMMUNITY DEVELOPMENT
QUARTERLY REPORT (July - September 2019)
Municipality of Chester- Quarterly Report
Lunenburg Regional Fire Services
Canadian Volunteer Fire Services
Conference
FSANS Director’s meetings and AGM
REQUEST FOR D ECISION
Prepared By: Bruce Blackwood Date September 20, 2019
Reviewed By: Tara Maguire Date September 20, 2019
Authorized By: Dan McDougall Date September 20, 2019
CURRENT SITUATION
The Chiefs of the 7 fire Departments registered with the Municipality of Chester have nominated and elected
Gordon Appleby of the Martins River Volunteer Fire Department to serve as the Alternate Director for the
Fire Services Association of Nova Scotia.
RECOMMENDATION
It is recommended that Council send a letter of support to the Fire Services Association of Nova Scotia
recommending Gordon Appleby (Martins River Volunteer Fire Department) represent the Municipality of
Chester as Alternate Director for Lunenburg County at that Association.
It is recommended that Council send a letter of thanks to Bill Falkenham (Chester Basin Volunteer Fire
Department) in appreciation of the many years of service representing the Municipality as Director and
Alternate Director of Lunenburg County for the Fire Services Association of Nova Scotia.
B ACKGROUND
Historically, MODC Council has appointed the Director/Alternate upon recommendation of the Fire Advisory
Committee (FAC) as brought 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.
As the Fire Advisory Committee (FAC) and the Chief Officers Review (COR) are not currently active, the
nomination and appointment process has now been defined in MODC GOG-009 providing a fair and
equitable process for the nomination and selection of the FSANS representative for MODC.
D ISCUSSION
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
REPORT TO: Municipal Council
SUBMITTED BY: Community Development
DATE: September 20, 2019
SUBJECT: FSANS Representative
ORIGIN: MODC Fire Services
2 Request For Decision
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. 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.
IMPLICATIONS
Policy
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. Council send a letter of support to the Fire Services Association of Nova Scotia recommending
Gordon Appleby (Martins River Volunteer Fire Department) represent the Municipality of Chester
as Alternate Director for Lunenburg County at that Association.
2. Council send a letter of thanks to Bill Falkenham (Chester Basin Volunteer Fire Department) in
appreciation of the many years of service representing the Municipality as Director and Alternate
Director of Lunenburg County for the Fire Services Association of Nova Scotia.
ATTACHMENTS
N/A
COMMUNICATIONS (INTE RNAL/EXTERNAL)
Direct communication with Fire Chiefs on nomination and election of FSANS representative with
recommendations to Council.
Director/Alternate of Fire Services Association of Nova
Scotia (FSANS) for Lunenburg County
MODC FS GOG # 009
Fire Departments : Municipality of the District of Chester Approved Rev 0 Date: July 24, 2019
1
INTRODUCTION
The Fire Service Association of Nova Scotia is the official liaison between the fire protective services of the
Province and the Government of the Province. Membership of the FSANS is open to all members of the Fire
Service in Nova 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.
DIRECTORS AND ALTERNATES
Each County shall be 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 will be 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 shall be reappointed or replaced at each regularly scheduled
Annual General Meeting (AGM) normally held in October.
If a Director/Alternate becomes ineligible to continue to serve due to a change in his/her relationship with the
fire service or has shown to not be capable of satisfactorily meeting his/her responsibilities, he/she at the
request of a majority of the Chiefs shall tender his written resignation from the position to the FSANS Executive
Director.
Directors/Alternates who have, or could reasonably be seen to have, a conflict of interest, have a duty to
declare this conflict.
MINIMUM QUALIFICATIONS
• For the Municipality of Chester, must be an Active Member of a Fire Department registered with the
Municipality of Chester.
• For the Municipality of the District of Lunenburg must be a member of a fire department holding
membership in the Lunenburg Regional Fire and Emergency Services Association.
• Must be an Active Member of the Fire Services Association of Nova Scotia.
• 5 years minimum experience working with a registered fire department
• Knowledge of federal, provincial, and municipal firefighting standards and regulations.
KEY RESPONSIBLITIES AND ACCOUNTABILITIES
• 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.
• 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.
Director/Alternate of Fire Services Association of Nova
Scotia (FSANS) for Lunenburg County
MODC FS GOG # 009
Fire Departments : Municipality of the District of Chester Approved Rev 0 Date: July 24, 2019
2
• Attend Regular Meetings of the Board of Directors normally be held on the last Sunday 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.
• Cast one vote 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.
• Present fire service issues with supporting and background information to the Board of Directors of
the Association and request consideration of resolutions on such issues.
• Create and distribute reports and or minutes of each of the Association meetings.
• Attends the Lunenburg Fire and Emergency Services and the Lunenburg East Fire and Emergency
Services meetings, providing reports on FSANS activities.
• Participates as may be requested or required on various FSANS Committees.
APPOINTMENT
Municipality of the District of Chester
No later than 2 months prior to the Annual General Meeting of FSANS, The Municipality of the District of
Chester will request nominations for the position of FSANS Director/Alternate for Lunenburg County to
represent the registered fire services of the Municipality. This written request will go to the Chiefs of each Fire
Department registered with the Municipality of the District of Chester.
The incumbent Director/Alternate will be contacted and will be included on the list of candidates if he/she
expresses interest in writing to the Municipality.
The Municipality will compile a list of all candidates that meet established eligibility and qualifications as
received in writing, on or before the established deadline, from the Chiefs of each Fire Department registered
with the Municipality. Nominations received after the deadline will not be considered. The Fire Services
Coordinator will advise each Chief of the final nomination list.
The Chiefs of each Fire Department registered with the Municipality of the District of Chester will review the
list of candidates and submit their final vote to the Municipality via the Fire Service Coordinator. Voting will be
done by numbered and secret ballot, one vote per Chief. Only ballots received by the Fire Service Coordinator
on or before the established due date will be considered valid.
The Fire Services Coordinator (with witness) will count all votes from the Chiefs, advise the Chiefs and take the
name of candidate receiving the majority of votes forward to MODC Council for the appointment of the FSANS
Director/Alternate position.
Council will advise FSANS in writing of their decision on the appointment as Director/Alternate to the FSANS
Board.
Director/Alternate of Fire Services Association of Nova
Scotia (FSANS) for Lunenburg County
MODC FS GOG # 009
Fire Departments : Municipality of the District of Chester Approved Rev 0 Date: July 24, 2019
3
Nomination Form for FSANS Director/ Alternate
MINIMUM QUALIFICATIONS
• For the Municipality of Chester, must be an Active Member of a Fire Department registered with the
Municipality of Chester.
• For the Municipality of the District of Lunenburg must be a member of a fire department holding
membership in the Lunenburg Regional Fire and Emergency Services Association.
• Must be an Active Member of the Fire Services Association of Nova Scotia.
• 5 years minimum experience working with a registered fire department
• Knowledge of federal, provincial, and municipal firefighting standards and regulations.
FSANS Director for Lunenburg County
Due date for Nomination: _______________________
I, ___________________________________, Fire Chief of the _________________________Volunteer
Fire Department, on the date of ___________________, nominate _____________________________
for the position of FSANS Director for Lunenburg County, having determined that he/she meets the
minimum qualification and eligibility as outlined in MODC GOG 009.
Signature ____________________________________
FSANS Alternate Director for Lunenburg County
Due date for Nomination: _______________________
I, ___________________________________, Fire Chief of the _________________________Volunteer
Fire Department, on the date of ___________________, nominate _____________________________
for the position of FSANS Alternate Director for Lunenburg County, having determined that he/she
meets the minimum qualification and eligibility as outlined in MODC GOG 009.
Signature ____________________________________
Director/Alternate of Fire Services Association of Nova
Scotia (FSANS) for Lunenburg County
MODC FS GOG # 009
Fire Departments : Municipality of the District of Chester Approved Rev 0 Date: July 24, 2019
4
Ballot for FSANS Director/ Alternate
FSANS Director for Lunenburg County
Ballot # ______ of 7
Due date for Vote: _______________________
I, ___________________________________, Fire Chief of the _________________________Volunteer
Fire Department, on the date of ___________________, cast my vote for _________________________
for the position of FSANS Director for Lunenburg County, having determined that he/she was listed
on the MODC approved list of nominations as outlined in MODC GOG 009.
Signature: ____________________________________
Date: ____________________________________
FSAN Alternate Director for Lunenburg County
Ballot # ______ of 7
Due date for Vote: _______________________
I, ___________________________________, Fire Chief of the _________________________Volunteer
Fire Department, on the date of ___________________, cast my vote for _________________________
for the position of FSANS Director for Lunenburg County, having determined that he/she was listed
on the MODC approved list of nominations as outlined in MODC GOG 009.
Signature: ____________________________________
Date: ____________________________________
REQUEST FOR DECISION
Prepared By: Emily Statton, Planner Date: September 25, 2019
Reviewed By: Garth Sturtevant Date: October 08, 2019
Authorized By: Dan McDougall Date: October, 8, 2019
RECOMMENDATION
Staff recommend that Council proceed with Option 1: Special Newsletter – a single page, double-sided
reVISION brochure is printed and mailed out as a Special Newsletter. The newsletter is distributed to every
physical address within the Municipality (flyer mail).
This choice is consistent with Council’s previous decision regarding distribution of a Newsletter Insert in
2018. In addition, by selecting Option 1, the project will remain within budget and additional funds are
not expected to be needed to complete the statutory approval process.
BACKGROUND
Work is now complete on the Final Draft of the new Municipal Planning Strategy (MPS) and Land Use By-
law (LUB). The draft documents are moving to the Citizen’s Planning Advisory Committee to receive a
recommendation that Council proceed with adoption. The Final Draft MPS & LUB will then be brought to
Council for 1st reading. Once 1st reading has been given, advertisement of the new documents will occur
and allow members of the public an opportunity to review the draft documents and provide comments at
a Public Hearing. Formal notice of the Public Hearing will be completed as required by the Nova Scotia
Municipal Government Act (MGA). This Special Newsletter is in addition to advertising requirements of the
MGA but is a continuation of Council’s desire to advertise and promote significant milestones in the
reVISION process.
Staff have prepared three options for production and circulation of a Special Newsletter to advise
community members of the new planning documents. In addition to the Special Newsletter, staff will also
place posters in each Council District and continue to update the Municipal Website as well as Voices and
Choices with current information and timelines.
DISCUSSION
In 2018 prior to the 14 public engagement sessions held by staff throughout the Municipality, Council
produced and included a six-page insert with a normally scheduled Municipal Insight Newsletter. At that
time Council chose an option similar to Option 1 below to distribute through admail via the Municipal
Newsletter. Due to the anticipated approval schedule for the new planning documents, it is not practical
REPORT TO: Municipal Council
SUBMITTED BY: Community Development
DATE: October 10, 2019
SUBJECT: Plan Review Special Newsletter Pricing
Options
2 Information Report
to wait for the next regularly scheduled publication of Municipal Insight. Therefore, staff have compiled
three options for distribution of a Special Newsletter.
IMPLICATIONS
Financial/Budgetary
The budget for the reVISION Plan Review (2019/2020) is $15,000. The budgeted funds are expected to
cover: rental space for hold the Public Hearing, advertising for the Public Hearing and production of final
copies of the new documents. All options outlined in this report are within the budgeted amount,
however, selection of Option 2 or 3 may require that additional funds be added to the budget to ensure
all other requirements are met.
OPTIONS
The following options for distribution of the Special Newsletter include details on the extent of
distribution in addition to cost (exclusive of taxes):
1. Special Newsletter – a single page, double-sided reVISION brochure is printed and mailed out as
a Special Newsletter. The newsletter is distributed to every physical address within the
Municipality (flyer mail). This would reach residents of the Municipality, but not necessarily all
property owners. This option price is based on flyer postage via Canada Post and the printing
company (Advocate Printing).
2. Individual Addressed Ad-Mail - a single page, double-sided reVISION brochure is mailed to
every mailing address from the Municipal Tax Roll. This option ensures that all property owners
will receive the reVISION brochure but does not guarantee that all residents (ie. Renters) will
receive a copy. Domestic mail price is based on addressed ad mail. USA and International pricing
is based on 1st class mail.
OPTION 2 – Individual Addressed
Mail
Costs
Printing (13 501 total copies) $2362.68
Inside & Outside MODC Addresses
(12 933 x $0.87)
$11 251.71
US Addresses (459 x $1.23) $564.57
International Addresses (109 x $2.52) $274.68
TOTAL: $14 453.64
OPTION 1 – Insert into Municipal
Insight
Costs
Postage for ‘flyer’ style in each Municipal
mailbox (0.175 cents each)
$1050.00
Printing (6000 newsletter copies) $ 940.53
TOTAL: $1990.53
3 Information Report
3. Special Newsletter & Individual Addressed Ad-Mail outside of MODC – a single page,
double-sided reVISION brochure is mailed as a special newsletter (Option 1) and additionally,
individually addressed ad-mail reVISION brochures will be sent to all mailing addresses outside
the Municipality. This will ensure that all property owners and all residents receive a copy of the
brochure. This option price is based on mailing costs to send the flyer and individual addressed
mail for addresses outside of the Municipality, and printing costs.
OPTION 3 – Special Newsletter & Individual
Addressed Ad-Mail
Costs
Printing 12 560 (6000 newsletters + 6560 extra
copies)
$2198.00
Postage for ‘flyer’ style in each Municipal
mailbox (0.175 cents each)
$1050.00
Addresses outside MODC (approx. 6000 x
$0.87)
$5220.00
US Addresses (459 x $1.23) $564.57
International Addresses (109 x $2.52) $274.68
TOTAL $9307.25
ADDITIONAL ADVERTISING SCHEDULE
Our minimum requirement is to advertise in the local paper for a minimum of 3 consecutive weeks. Once
a hearing date is set, we will endeavor to advertise an all newsletters that will be published within the
notification window. In addition to a Special Newsletter, staff propose additional advertising for the Public
Hearing including:
Advertisements in the Progress Bulletin (minimum three weeks consecutive ads)
Posting on Municipal Website
Posting on Voices & Choices
Municipal Alerts
Placing posters at various locations in the Municipality
Advertisement in local/area newsletters (dependent on publication deadlines)