HomeMy Public PortalAbout2019-10-31_Council_Public Agenda_Package UPDATED
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MOTIONS REQUIRING APPROVAL OF COUNCIL
FROM OCTOBER 24, 2019 COMMITTEE OF THE WHOLE MEETING
2019-448 Approval of Agenda/Order of Business.
2019-449 Approval of October 10, 2019 corrected Committee of the Whole minutes.
2019-450 J-CLASS ROAD LISTING TO DOTIR FOR 2020/21 CONSTRUCTION
SEASON
MOVED by Councillor Assaff, SECONDED by Councillor Barkhouse that the Committee
of the Whole recommend to Council to submit the following J-class road listing to NS
Department of Transportation & Infrastructure Renewal for the cost shared paving
program 2020/2021 construction season:
1. Frank Swinimer Road in Western Shore (0.35Km);
2. Islandview Subdivision Roads (Beech Street (0.11Km), Birch Street (0.18Km), Pine
Street (0.25 km), Cedar Street (0.11 km), Maple Street (0.24 km);
3. Nauss Point Rd in Chester, South of the Chester Waste Water Treatment Plant
entrance (0.41Km)
4. Prince Street in Chester from Pleasant Street to Main Street (0.71Km)
5. Chester Shore Rd from Pig Loop in Chester to Hwy 3 in East Chester (1.28Km)
6. Main Street in Chester from Valley to Queen (0.10Km)
7. Regent Street in Chester from Central to Prince and from Granite to Brunswick
(0.20Km)
ALL IN FAVOUR. MOTION CARRIED.
2019-451 Adjournment.
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REQUEST FOR DECISION
Prepared By:Jennifer Webber, Communications Date October 25, 2019
Reviewed By:Dan McDougall, CAO Date October 28, 2019
Authorized By:Dan McDougall, CAO Date October 28, 2019
CURRENT SITUATION
Municipal Awareness Week (MAW)is the third week in November. It is designed to
bring attention to municipalities and how they serve the citizens of Nova Scotia.As such,
the MAW Committee would like to propose a schedule of events that support that
intent. The Committee also recognizes that awareness of programs, services and
resources provided by municipalities should be a year-long endeavour and not just
reserved for one week.
RECOMMENDATION
To move ahead with the proposed, tentative schedule of events with the understanding
that the Committee will return to Council with plans around the spring event for
separate approval.
BACKGROUND
In 2016, Council directed staff to participate in MAW. Three Councillors and the
Communications Officer were appointed to an informal planning committee to explore
ways to highlight municipal services in the community. It serves as a reminder to citizens
of our role and the opportunities available to not only taxpayers, but all residents and
businesses.Since 2016, we have actively participated with recreational events,
informative activities, and the distribution of relevant information.
DISCUSSION
The Committee has selected events from previous years that were successful.Based on
previous experience, the Committee also tweaked some of the events to max imize
participation. For example, although we receive interest from all schools for classroom
presentations, we traditionally only get one school to participate. We will try to
REPORT TO:Municipal Council
SUBMITTED BY:Municipal Awareness Week Committee
DATE:October 25, 2019
SUBJECT:Proposed 2019-20 MAW schedule
ORIGIN:Municipal Awareness Week Committee
2 Request For Decision
accommodate schools by offering presentations outside of the mandated week set
aside for municipal awareness.
Also, because the interest in some of the previous events was low (ex. sewer treatment
plant tour), the Committee will attempt to incorporate awareness of those servi ces into
other activities, such as the ‘municipal expo’ proposed for Spring .
IMPLICATIONS
Financial/Budgetary
$15,000.00 is the existing budget, but the municipal expo budget is unknown at this
time. The estimated budget for each activity is noted on the attached schedule.
Work Program Implications
While Municipal Awareness Week is not listed in the Strategic Priorities, it does support
Council’s commitment to reinforce a positive image through public engagement. Staff
workloads, outside of the Communications Officer, will be affected during certain events
but should only be affected during set up and execution. The spring event, if approved,
will have a greater impact on some staff’s time but will be identified once plans become
more solid.
OPTIONS
1.Execute the proposed schedule of events with the understanding that plans
around the municipal expo will be brought to Council for separate approval and
budget discussion.
2.Execute a schedule of events modified by Council.
3.Abandon efforts to recognize Municipal Awareness Week.
COMMUNICATIONS (INTE RNAL/EXTERNAL)
Continually improve public satisfaction with municipal services;
Strengthen and support environmental, cultural, and social resources;
Continually reinforce the positive image of the Municipality thro ugh leadership in public engagement and
communication;
Promote conditions conducive to fostering economic prosperity.
Municipal Awareness Week 2019-20
Proposed Schedule of Events
Date Event Description Location/
District Budget
Nov.17 Launch of online
campaign
Two posts per day (one
current, one historical) on
our website and all social
media channels.Content
could include photos,
interesting facts, landmark
information, etc.
One district/day
online
Salary
expense
covered by
existing
departmental
budget
Nov.19 “Meet Your
Councillor”*Options listed on reverse.$500.00
Nov. 21 Special COW Meeting and refreshments
with Student Government 4 -FHCS $300.00
All year
Livestream Public
Information
Meetings
Provide coverage/online
engagement during Public
Information Meetings
throughout the year at
Council’s direction.
All districts
Salary
expense
covered by
existing
departmental
budget
TBD Classroom
presentations
Classroom presentations on
municipal services and
partnerships. Will tentatively
do in conjunction with RCMP
K-9 and local fire depts.
2 -ACES
3 -CDES
6 -NRCS
Salary-
Council
expenses
covered by
existing
operations
budget
Spring Municipal Expo
Indoor/outdoor event with
demos, games, workshops,
on-the-spot services,
entertainment, market, etc
that will represent Council
and departments. Examples
of attractions include: first
responder vehicles on site,
tai chi demo, contractor
and/or small business
workshops, application/grant
writing workshops,sewer
and budget games, recycling
relays, vermicomposting,
recreation etc.
4 -FHCS
TBD and
discussed at
future
Council
meeting
Spring Community Garden
kick-off
Officially open the garden
with a spring planting
party/potluck with
Councillors and possibly a
workshop or guest speaker
around accessibility and food
security.
3 -Municipal Office $500
November 19 event options for discussion:
Community BBQ (lunch time): An appreciation-type event with available Councillors in
attendance for an open discussion about current topics.
Council Coffee Break (morning): Informal discussion forums about specific “10 -minute
topics” (like speed dating) or have your coffee break delivered to your workplace by
your district Councillor who will visit and listen to your ideas for next year’s strategic
priorities,budget,etc.?
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F I N A N C E
Description 2018-19 2019-20 2019-20 2019-20 2019-20 Variance
(audited)(YTD)(f o r e c a s t)(budget)(variance)%
12 6 6
Revenue
T o t a l r e v e n u e s 295,685 150,2 93 300,585 25 3,549 47 ,53 6
Expenditures (excluding depreciation)
Cost of municipal services 1,306,096 858,158 1,367,357 1,363,936 (3,421)
Expenditures not related to services -----
1,306,096 858,158 1,367,357 1,363,936 (3,421)
Add back: Amortization of capital assets ^(32,361)-(23,153)(23,153)-
T o ta l e x p e n d i t u r e s 1,273,736 858,1 58 1,344,204 1,34 0,783 (3 ,42 1)
S u r p l u s (d e fi c i t)(978,050)(707,8 66)(1,043,619)(1,08 7,234)44 ,11 5
6.00
R e v e m u e s
01-00-000-151000 Licenses & Permits - Misc.870 585 1,170 150 1,020 680.0%
01-00-000-151300 Tax Certificates 3,420 1,890 3,780 3,600 180 5.0%
01-00-000-151400 Photocopying/Faxing 261 1 2 25 (24)-94.0%
01-00-000-152000 Fines - Parking Tickets -15 30 800 (770)-96.3%
01-00-000-152100 Fines - Dept. Justice 29,965 18,410 36,820 29,000 7,820 27.0%
01-00-000-152200 Revenue - NSF Fees 360 90 180 350 (170)-48.6%
01-00-000-155000 Return on Investments 96,637 47,933 95,865 50,000 45,865 91.7%
01-00-000-155100 Interest on Overdue Taxes 159,771 80,244 160,488 166,624 (6,135)-3.7%
01-00-000-155200 Interest on Landfill Tip Fees 2,689 1,110 2,219 2,500 (281)-11.2%
01-00-000-155300 Interest on Water Supply Upgrade Loans 234 500 -500
01-00-000-159000 Misc. Revenue - From Own Sources 1,480 15 30 500 (470)-94.0%
$295,685 $150,293 $301,085 $2 53,54 9 $47,5 36 18.7%
E x p e n d i t u r e s
01-10-105-201000 Salaries & Wages - Regular 328,497 168,992 342,985 372,403 29,419 7.9%
Salary review - estimated impact on salaries -2,574 2,574 -0.0%
01-10-105-211000 Sick Leave Benefits 10,739 7,817 15,634 -(15,634)#DIV/0!
01-10-105-201050 Salaries & Wages - Overtime 10,817 6,954 13,908 -(13,908)#DIV/0!
01-10-105-201051 OT paid 2,161 595 1,191 5,110 3,919 76.7%
01-10-105-201100 Salaries & Wages - Casual 5,755 ----#DIV/0!
01-10-105-201400 Employment Insurance 6,128 3,149 6,299 6,225 (74)-1.2%
Salary review - estimated impact on benefits -426 426 -0.0%
01-10-105-201500 Canada Pension Plan 13,071 6,956 13,913 13,895 (17)-0.1%
01-10-105-201600 Pension Plan 21,188 11,223 22,445 22,651 205 0.9%
01-10-105-201700 Medical/Dental 11,304 5,542 11,084 10,981 (102)-0.9%
01-10-105-201800 Group Insurance 4,041 2,163 4,325 4,990 665 13.3%
01-10-105-201900 Workers Compensation 7,025 2,736 5,472 5,248 (223)-4.3%
01-10-105-202000 Mileage 718 460 920 760 (160)-21.1%
01-10-105-202100 Meals/Accomodations 2,174 332 664 300 (364)-121.3%
01-10-105-202200 Training/Professional Development 2,575 -2,132 2,132 -0.0%
01-10--105-202205 Membership dues 2,109 1,366 2,732 2,943 211 7.2%
01-10-105-202300 Conferences 2,282 2,655 5,310 4,040 (1,270)-31.4%
01-10-105-202400 Advertising ---500 500 100.0%
01-10-105-202500 Phone/Fax/Internet 3,074 1,325 2,650 2,500 (150)-6.0%
01-10-105-202600 Books/Subscriptions --558 500 (58)-11.6%
01-10-105-202700 Postage 4,506 1,772 3,545 3,500 (45)-1.3%
01-10-105-202800 Postage Meter 1,072 823 1,646 1,500 (146)-9.7%
01-10-105-202900 Stationary 3,265 4,357 8,714 3,000 (5,714)-190.5%
01-10-105-203000 Courier Service -22 43 50 7 13.2%
01-10-105-203100 Computer Service & Maintenance 34,057 23,675 74,350 75,000 650 0.9%
01-10-105-203200 Photocopier 1,272 2,185 4,369 2,000 (2,369)-118.5%
01-10-105-203300 Insurance 51,660 52,270 52,270 53,188 918 1.7%
01-10-105-203400 Legal 1,400 104 509 500 (9)-1.7%
01-10-105-211500 Auditors 45,261 10,742 40,484 40,000 (484)-1.2%
01-10-105-211600 Bank Charges 7,566 3,884 7,767 7,500 (267)-3.6%
01-10-105-212400 Tax Exemptions - Low Income 51,786 3,089 56,177 52,000 (4,177)-8.0%
01-10-105-212410 Tax Rebates - Charitable Organizations 237,181 232,892 232,892 237,281 4,389 1.8%
01-10-105-212420 Tax Exemptions - Seasonal Business 1,258 1,258 1,258 1,300 42 3.2%
01-10-105-212430 Tax Sale Expenses 1,808 (643)315 200 (115)-57.3%
01-10-105-212480 Transfers for Assessment Services 347,880 264,439 352,585 352,585 -0.0%
01-10-105-212490 Tax Billing 37,665 34,989 39,989 40,000 11 0.0%
01-10-105-212900 Miscellaneous 3,774 35 70 1,000 930 93.0%
01-10-105-213000 Minor Assets - Not Capitalized --2,000 2,000 -0.0%
01-10-105-218110 Uncollectable Taxes Allowance 8,668 -10,000 10,000 -0.0%
01-10-105-296000 Depreciation Expense 32,361 -23,153 23,153 -0.0%
$1,306,096 $858,158 $1,367 ,357 $1,3 63,93 6 -$3,4 21 -0.3%
S a l a ri e s 357,968 184,359 3 7 6 ,2 9 1 380,087 3,796
A d m i n i s tr a t i o n E x p e n s e s 229,522 137,775 2 7 4 ,6 9 6 267,330 (7,367)
P r o p e r t y T a x A d m i n i s t r a ti o n 338,366 271,586 3 4 0 ,6 3 1 340,781 150
A s s e s s m e n t R e c o v e r y C o s t s 347,880 264,439 3 5 2 ,5 8 5 352,585 0
D e p r e c i a ti o n 32,361 0 2 3 ,1 5 3 23,153 0
$1,306,096 $858,158 $1,367 ,357 $1,3 63,93 6 -$3,4 21
Salaries and benefits 420,725 216,127 440,254 444,504 4,249
Goods and services 214,905 140,353 261,037 253,113 (7,924)
Government transfer and board contributions 347,880 264,439 352,585 352,585 -
Amortization 32,361 -23,153 23,153 -
Other 290,226 237,239 290,327 290,581 254
1,306,096 858,158 1,367,357 1,363,936 (3,421)
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REQUEST FOR DECISION/DIRECTION
Prepared By: Greg Jonah, C.E.T. Date October 15, 2019
Reviewed By: Matthew S. Davidson, P. Eng. Date
Authorized By: Dan McDougall, CAO Date
CURRENT SITUATION
The Municipality of the District of Chester owns the Zoé Vallé Memorial Library located at 63
Regent Street, Chester, Nova Scotia. The Zoé Vallé Memorial Library Trustees, as per an
agreement with MODC (latest agreement dated September 14, 2005) are responsible to
complete the property maintenance and repair of the library lands. The Trustees, through the
custodian Glen MacLeod (agreement between Trustees and Glen MacLeod dated November 25,
1994) keep the premises and grounds in a neat and tidy condition.
The agreement between MODC and the Trustees also stipulates that MODC is hold and manage
the endowment fund, provide insurance, designate committee members, promote the use of the
Library Lands by the public, encourage members of the public to subscribe to the endowment
fund, and conduct annual inspections of the Library Lands to ensure they are being kept good
and serviceable. As a result of these inspections, MODC Public Works and Engineering
determined that the custodian has been doing a great job keeping the property well maintained,
however some major work on the property outside the requirements of the Trustees is
necessary.
MODC Engineering and Public Works has completed some of the necessary major maintenance
work and is preparing to have additional work completed.
RECOMMENDATION
It is recommended to Council, by the Engineering and Public Works Department, that MODC:
Hire Colebuilt to complete work (insulating the walls, and, replacing the cedar shakes on
the “older” portion of the building as well as making necessary repairs to the entrances,
and, improving the insulating value of the windows by installing aluminum storm windows
purchased by the Zoé´Vallé Board of Trustees) to the Zoé Vallé Memorial Library.
REPORT TO: Municipal Council
SUBMITTED BY: Engineering & Public Works Department
DATE: October 15, 2019
SUBJECT: Zoé Vallé Memorial Library Upgrades
ORIGIN: 2019/2020 Annual Budget
2 Request For Decision
Increase on the budget to complete work on the Zoé Vallé Memorial Library from $75,000
to $83,000 Net HST.
BACKGROUND
MODC completes the necessary maintenance that falls outside the Trustees required work
and/or work beyond available funding of the endowment fund. Furthermore, from time to time,
MODC has budgeted for and completed these repairs. Some recent works completed by the
Municipality includes a new roof (2015), New oil tank, chimney repairs, and basement window
replacement (2018).
As a result of 2017 MODC inspection of the site, it was determined that insulating the walls, and,
replacing the cedar shakes on the “older” portion of the building as well as making necessary
repairs to the entrances, and, improving the insulating value of the windows by installing
aluminum storm windows purchased by the Zoé´Vallé Board of Trustees would be appropriate.
This property is currently registered as a Municipal Heritage Property. The work described above
was postponed pending a decision on the building’s federal Heritage Status and possible Federal
funding. It was determined the site would not be receiving Federal Heritage Status or Federal
funding.
Engineering and Public Works estimated $75,000 to complete these upgrades/repairs, and,
Municipal Council approved this amount in the 2019/2020 budget.
DISCUSSION
MODC Engineering and Public Works contacted several General Contractors in an effort to collect
multiple estimates to complete the work at the Zoé Vallé Memorial Library. Many contractors
were either unable or unwilling to provide estimates to complete the work, and, only one
estimate was received. Colebuilt provided an estimate in the amount of $76,000 plus HST
($83,000 Net HST) to complete the work. It should be noted the estimate is for budget purposes
only, and, actual work will be billed by actual time and materials used. Having had Colebuilt
complete work on Municipal properties previously, MODC EPW has confidence in Colebuilt to
complete the work with the high quality required as well as in a safe, efficient and ethical manner.
Because of this, and, because other qualified contractors were not willing and/or able to
estimate/complete the work as per MODC expectations, EPW did not secure additional quotes.
3 Request For Decision
IMPLICATIONS
Policy
Scope of Work complies with Heritage Property Policy - Alterations (P-46)
There is an agreement in place between MODC and the Zoé Vallé Memorial Library Trustees
There is an agreement in place between the Zoé Vallé Memorial Library Trustees and Glen
MacLeod
Financial/Budgetary
Work expected to be approximately 11% over the original 2019/2020 budget. As this is a
managed property, the Zoé Vallé Memorial Library is not eligible for funding through the
provincial Conservation of Heritage Properties Grants program.
Environmental
N/A
Strategic Plan
1. Maintain a high level of fiscal responsibility;
2. Continually improve public 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;
6. Promote conditions conducive to fostering economic prosperity
Work Program Implications
N/A
OPTIONS
1. Secure Colebuilt to complete the work (insulating the walls, and, replacing the cedar shakes
on the “older” portion of the building as well as making necessary repairs to the entrances, and,
improving the insulating value of the windows by installing aluminum storm windows purchased
by the Zoé´Vallé Board of Trustees) and increase the budget to $83,000 Net HST.
2. Defer any decision on the matter and direct staff to bring back further information as
identified by Council.
ATTACHMENTS
N/A
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REQUEST FOR DECISION
Prepared By: Tara Maguire, DIrector Date 10/30/2019
Reviewed By: Date
Authorized By: Dan McDougall, CAO Date 10/30/2019
CURRENT SITUATION
In November 2018, a motion was passed to recommend cross appointment of inspectors to support the
shared services initiative. At that time, Council cross-appointed three inspectors from MODL. A new
inspector was hired in 2019 who requires appointment in MODC in order to perform duties under the
shared services agreement.
RECOMMENDATION
To appoint Ryan Whynot as a Fire Inspector pursuant to the Nova Scotia Fire Safety Act and Regulations.
Further, to appoint Ryan Whynot as Special Constables for the purpose of administering the Nova Scotia
Fire Safety Act and Regulations and the Dangerous and Unsightly Premises Regulations pursuant to
Section 234 of the Municipal Government Act.
DISCUSSION
Council has entered into an agreement with the Municipality of the District of Lunenburg, the Town of
Lunenburg and the Town of Mahone Bay to enter into a memorandum of understanding (MOU) for the
delivery of Building Inspection, Fire Inspection and Dangerous and Unsightly Property enforcement
services. The agreement has been executed by all parties and staff are now working on an
implementation.
Ryan has qualifications for Fire Inspection and is currently working on his qualifications for building
inspection. Following the cross-appointment by each of the partner units, Ryan will be able to provide fire
inspection as well as dangerous and unsightly premises enforcement in each of the units. This will help to
ensure continuity of the services is consistent with the Shared Service contract.
IMPLICATIONS
Policy
The Nova Scotia Fire Safety Act authorizes municipal council to appoint a Municipal Fire Inspector for the
purpose of administering the municipal authority granted in the Nova Scotia Fire Safety Act and
regulations.
REPORT TO: Municipal Council
SUBMITTED BY: Community Development Department
DATE: October 31, 2019
SUBJECT: Cross Appointment of Fire Inspector
ORIGIN: Shared Services Memorandum of
Understanding
2 Request For Decision/Direction
The MGA designates the authority to appoint the Administrator of Dangerous and Unsightly to the CAO.
Council must approve appointment of special constables and they are then appointed and regulated by
the Department of Justice in accordance with the Police Act.
Financial/Budgetary
n/a
Environmental
n/a
Strategic Plan
This supports the implementation of Shared Services which is a priority item in the Work plan.
Work Program Implications
This will allow staff to begin supporting inspection services across municipal boundaries and will not
impact current work program.
OPTIONS
1. To proceed with cross appointment of Ryan Whynot as recommended.
2. To not proceed with cross appointment of Ryan Whynot.
ATTACHMENTS
List attachments here.