HomeMy Public PortalAbout2019-12-05_COW_Public Agenda PackagePage 1 of 2 of Agenda Cover Page(s)
Committee of the W hole
AGENDA
Thursday,December 5, 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 –November 21, 2019
5.MATTERS ARISING.
6.POLICY DEVELOPMENT/REVIEW.
7.CORRESPONDENCE:
7.1 Letter of thanks from the IWK Foundation dated November 26, 2019 regarding
the generous gift directed to the Burn Unit.
8.NEW BUSINESS:
8.1 Request for Decision prepared by Fire Services Coordinator regarding Fire
Services Registration 2018-2019.
8.2 Request for Decision prepared by Engineering and Public Works regarding
Tender Award for RFQ MODC-T-2019-013, Supply and Delivery of one (1) 4X4
Diesel ¾ ton truck.
8.3 Request for Decision prepared by Finance Department regarding Borrowing
Resolution for Line of Credit.
8.4 Request for Decision prepared by Finance Department regarding Request for
Reduction of Interest.
8.5 Solid Waste Department – Quarterly Update/Report.
Page 2 of 2
9.IN CAMERA.
10.ADJOURNMENT.
REQUEST FOR DECISION
Prepared By:Bruce Blackwood Date November 20, 2019
Reviewed By:Tara Maguire Date November 27, 2019
Authorized By:Dan McDougall Date November 27, 2019
CURRENT SITUATION
Fire and Emergency Services are provided to the Municipality by 6 Fire Commissions and their
associated Fire Departments in Martins River (District 5), Western Shore (District 5), Chester
Basin (District 4), New Ross (District 6), Hubbards (District 2), and Blandford (District 1). The
Chester Village Commission, through the Chester Volunteer Fire Department,provides fire and
emergency services to the Chester Village (District 3)and under contract with the Municipality
to the Outside Areas in District 1 (Partial)and District 7.
RECOMMENDATION
It is recommended that the P-33 (June 2017)registration updates be brought to Council for
approval and Schedule B confirmation of 2019/2020 registration notifications be sent to the
individual Commissions.
With reference to the Hubbard’s District 2 Commission,a reminder of the need and urgency of
finalizing the audited financial statements up to the year ending March 31, 2019 and resolution of
the default status with Joint Stocks should be sent with their Schedule B notifications.It is noted
that the District 2 Fire Commission has continued great efforts to secure the required audited
financials. They are now up to date for the period ending March 31, 2018 and have the 2019
reports in progress with the audit firm.
BACKGROUND
Policy P-33 (June 22, 2017)requires that each Fire and Emergency Service provider provide the
Municipality with appropriate operational evidence annually of its ability to provide the services
it has registered. The fire tax rate to be levied for the next year to fund such services, proof of
REPORT TO:Municipal Council
SUBMITTED BY:Bruce Blackwood, Fire Services
Coordinator
DATE:November 20, 2019
SUBJECT:Fire Services Registration 2018-2019
ORIGIN:Policy P33 (2017)
2 Request For Decision
appropriate liability and firefighter insurance coverage and audited financial statements from the
prior year are required.
Information received from the Chester Village Commission, Fire Commissions, and the Fire
Departments on Schedule A (Services) and Schedule C (Fire Tax Rate) of Policy P33 has been
reviewed by the Fire Service Coordinator.It is noted that it is the responsibility of the Commission
/Fire Department to bring any limitations on registered services to the attention of the
Municipality.
Registration data submitted indicate that Fire Departments are adequately funded (by
Commissions), equipped and trained to provide the service levels that they have registered.
DISCUSSION
A summary of the key registration data with notes to significant changes is attached. Highlights
of the registration review are provided following.
1.Fire Tax Rates:
Confirmations of approved tax rates are on file from all Commissions and the VOC:
a.The fire tax rate Chester Village (District 3)has been maintained at 7.40 cents/$100
assessment. The same rate has been applied to the Outside Areas (District 7 and part 1)
b.The fire boat tax rate for MODC Islands has been set at 7.1 cents/$100 assessment.
(reduction of 2.40 cents/$100 assessment from the previous year.)
c.The Martins River Commission raised their fire tax rate by 3 cents to 20 cents /$100
assessment.
d.The Western Shore Commission raised their fire tax rate by 2 cents to 16 cents /$100
assessment.
e.There were no changes to the fire tax rates in the other Districts.(Range 10.5 cents to 17
cents /$100 assessment)
2.Financials:
Financial information for the past period received and on file with the Municipality is summarized
in the table following:
Fire District Financial Documents submitted
Blandford (#1)Grant Thornton: (Audited) Financial Statement 03/31/2019
Chester (#1,3,7)Moore Brewster Lake:(Audited) VOC Financial Statement 03/31/2019
Chester Basin (#4)Beliveau Veinotte (Audited)Financial Statement 03/31/2019
Hubbards (#2)2017 and 2018 Audits from Grant Thornton. Audit 03/31/2019 is underway
Martins River (#5)Grant Thornton:(Audited)Financial Statement 03/31/2019
New Ross (#6)Grant Thornton: (Audited) Financial Statement 03/31/2019
Western Shore (#5)Grant Thornton: (Audited) Financial Statement 03/31/2019
3 Request For Decision
It is noted District 2 continues in the audit process and have submitted audited Financial
Statements through the year ending March 31, 2018. Audits of the 2019 periods are currently
underway with Grant Thornton and District 2 expects to have them before the end of this
calendar year.With these financial statements still pending, District 2 has submitted internal
year-end review and budget figures as presented at their annual rate payer meeting.
3.Corporate Status
Policy P-33 (2017)requires that all Fire and/or Emergency Service providers be a body corporate
(not for profit) in good standing.
The Commissions remain incorporated under the Rural Fire District Act, MGA (Village) or specific
local statute.The Fire Departments are incorporated under the Societies Act and are required to
register with NS Joint Stocks annually.
All fire departments with the exclusion of Hubbard ’s Fire Department are in good standing with
the Joints Stocks Registry.Hubbards District 2 continues work with the NS Joint Stocks Registry
on re-establishing their active status.Once all financial audits are completed, District 2 will submit
documentation to Joints Stocks, pay any penalties, request the Default be removed and the
registration be recorded as active and in good standing.
MODC’s legal counsel has advised that although the status of a Fire Department with the Registry
of Joint Stock Companies is in default,to date the Registrar has not struck any from the Registry.
Thus, the Hubbards Fire Department is still a Body Corporate which is what is required under the
Municipal Government Act for us to register the Department.The risk remains however,that
given a continuing default status,the Register could strike the Society from the Register at any
time.To date here has been no indication of such actions.
4.Insurances:
Five departments continue with the group policy from Arthur J Gallagher (Cowan).Chester FD is
insured with the same through the Village Commission.)Martins River has insurance with BFL
through the Municipality of the District of Lunenburg .Additional environmental coverage on oil
storage tanks continues to be held by Hubbards and New Ross with Encon.
Directors’ liability and bonding coverage for the Commissions has been maintained as required
under the Rural Fire District Act.Martins River,under the MODL policy,does not currently have
this coverage.
Following consultation with the participating Commissions,MODC increased its FD General
Liability coverage to $ 10 million. In addition ,accident and disability coverage was provided for
4 Request For Decision
non-member volunteers who occasionally do work for the Fire Departments.
MODC,Commissions and Departments continue to review insurance coverage.With reference
recent information on possible improvements to our coverage and potential cost savings we are
planning to request competitive quotes before renewal in April 2020.
All 7 departments are providing accident/sickness on duty insurance for their volunteer
members.The majority of Departments are with VFSIS or MEBA. Both are excellent policies.
Some departments have extended coverage to 24 hr. off duty plans and several Commissions
support an Employee Assistance Program for its membership. There were early discussions on
potentially offering dental and medical coverage on a co -funded basis,but this proposal proved
to be expensive and was put on hold.
With the passing of Bill 204 in October 2019, the Municipalities across Nova Scotia are now
mandated to provide basic Worker’s Compensation Board (WCB) insurance coverage to the
volunteer firefighters. This legislation is a positive move forward for the volunteers as many
across the Province had no insurance provided for them. The level of WCB coverage to be
provided and the provision of insurances beyond this coverage under private policies is under
review. Administration of the WCB coverage needs to be in place effective October 2020.
5.Registered Service levels:
An overview of registered service levels shows:
a.Hubbards Fire Department has reduced it registered service level for Ice Rescue from
Technician to Operational. There is no impact in actual service level to the community.
b.There were no changes in other fire service levels currently registered.
c.There were no changes in the Fire District boundaries although the established boundary
between Martins River and Western Shore Fire Districts was updated by Resolution to
convert from the 1962 incorporating statute to the Rural Fire District Act. This Resolution
remains under review (since 2018) with the Minister of Municipal Affairs.
d.Service levels for hazmat response remain at the Awareness level although some
departments have a few members trained to the Operational and Technician level. There is
no MODC Hazmat team. Hazmat response is currently available from Kings County or HRM.
REMO Advisory received little response from the Province on the need for a Hazmat plan.
6.Emergency Calls:(Reference 2018 YE Fire Department Call Report)
An overview of emergency calls shows:
a.Fire Departments responded effectively (alone or with mutual aid support) to 744
emergency calls in calendar 2018 within MODC.This was an increase of
approximately 3 %over 2017.
b.Over 50 % of the 2018 responses were to EHS Medical calls even though some
Departments have reduced their EHS service levels to eliminate unnecessary calls.
5 Request For Decision
c.Structural (18 incidents,2%) and non-structural fires (68 incidents,9%)were
similar to calls in 2017.
d.Mutual and automatic aid agreements continue to b e important to ensure
adequate response to structural and other complex emergency situations.
7.Operations:
An overview of current operations shows:
a.There were no changes in the Chief Officers of the 7 fire Departments in 2018.
b.Volunteer membership in each department has remained steady at over 200
volunteer first responders across MODC.Recruitment and retention continues to
be a concern with the Departments.
c.Day coverage continues to be problematic as many volunteers are working out of
their response area.Mutual and automatic aid agreements amongst the MODC
Departments are required to provide an adequate response to major
emergencies.
d.The Chester Fire Department is evaluating the use of “mutual aid” firefighters who
may be working locally through the day to respond in their district even though
they are not full members of the department.
e.The Junior Firefighter programs continue at 4 of the 7 Departments .
f.Departments continue with implementation of best practices and are making
progress on adoption of National Fire Protection Association (NFPA) guidelines .
This is a long process and places additional burden on the organizations. Focus is
on critical areas of qualifications, training, safety and accountability.
g.MODC continues to fund respiratory protection mask fit testing across the District
which is a requirement under NFPA 1500.
h.MODC firefighters continue to pursue Level 1 Training for Interior Firefighters
i.The review of fire dispatch services continues through the Fires Services
Association of Nova Scotia (FSANS).
j.There were no major injuries to our firefighters in 201 8.
IMPLICATIONS
Fire Services registration remains in effect unless revoked by the Municipality or as requested by
any specific Commission or Fire Department. De-registration of any particular service provider
would have serious impact on district fire protection and public safety. For this reason, P33
requires the Commissions and Fire Departments provide an annual update on fires services
governance and operational status, providing evidence for the Municipality to ensure the
registered services can be effectively provided and any deficiencies addressed in a timely
manner.
Policy
Requirements in accordance with Policy P 33 (2017).
6 Request For Decision
Financial/Budgetary
Fire Services continue to be funded through the fire tax levy.
Environmental
No Impact.
Strategic Plan
Reference to:
Maintain a high level of fiscal responsibility
Continually improve public satisfaction with municipal services
Work Program Implications
Covered in work program of Fire Services Coordinator.
OPTIONS
The following options are presented:
1.Per Policy P-33 (2017)the registrations summary be brought to Council for approval.
Upon approval, Schedule B confirmation of registration not ifications be sent to the
individual Commissions.A reminder of the need and urgency of finalizing the audited
financial statements up to the year ending March 31, 2019 and resolution of the
default status with Joint Stocks be sent with the Schedule B notifications to the
Hubbards District 2 Commission.
2.Per Policy P-33 (2017) the registrations summary be brought to Council for approval.
Upon approval, Schedule B confirmation of registration notifications be sent to the
individual Commissions.Hold schedule B approval for Hubbards District 2 pending
submission of financial statements (Hubbards) and resolution of NS Joint Stocks
Registry status.
ATTACHMENTS
Fire and Emergency Services Registration Summary 201 9-2020.
COMMUNICATIONS (INTERNAL/EXTERNAL)
N/A
Emergency Services Registration Summary for 2019/2020 (Per Policy P33 dated June 22,2017)
Fire Commission
and Associated
Fire Department
Fire
District
Schedule A
Services
Schedule C Tax Rate
2019/20
(cents per $100 )
FD Annual
Renewal with
Joint Stocks
Joints Stocks
Registry #
Insurance
Liability
and
Property
Insurance
Firefighter
Sickness
and Injury
Financials Fire Department Chief Contact
Number
Hubbards 2 Yes 10.5 (No Change)Pending 1 1273381 AJG 2019 VFIS 2019 2018 GT (Audited)1 Chief Clary Coolen 902-483-7069
Blandford 1 Yes 13.0 (No Change)2019-07-07 1258462 AJG 2019 VFIS 2019 GT (Audited)2019 Chief Mike Schnare 902-275-8730
New Ross 6 Yes 17.0 (No Change)2019-01-28 3039664 AJG 2019 VFIS 2019 GT (Audited)2019 Chief Lyle Russell 902-275-8571
Chester Basin 4 Yes 11.0 (No Change)2019-09-23
(Active)
3032174 AJG 2019 VFIS 2019 BV (Audited)2019 Chief Doug Rines 902-275-2170
Martins River 5 Yes 20.0 (Up 3 cents )2019-03-12
(Active)
2166651 MODL 2019 MEBA 2019 GT (Audited)2019 Chief Stuart Hirtle 902-624-9857
Western Shore 5 Yes 16.0 (Up 2 cents)2019-06-12 2534963 AJG 2019 MCT 2019 GT (Audited)2019 Chief Jamie Hatt 902-275-0271
Chester Village 3 Yes 7.40 (no change )2019-10-24 3033377 AJG 2019 VFIS 2019 MBL (Audited)2019 Chief Everett Hiltz 902-275-8303
Chester (Outside)7, part 1 Yes 7.40 (no change)AJG Arthur J. Gallagher MBL Moore Brewster Lake
Chester (Islands)MODC Limited 4 7.10 (down 2.4 cents)MODL (BFL)Municipality of Lunenburg MEBA McKee Employee Benefits Administration
Changes noted in red. Refer to notes VFIS Vol.FF.Insurance Services MCT MacDonald, Chisholm, Trask
GT Grant Thornton
BV Belliveau Veinotte
Department/District Fire/ Fire
Related
Medical
Emergencies
Vehicle
Rescue
Water
Rescue
Ice Rescue High Angle
Rescue
Structural
Collapse
HAZMAT Ground Search and Rescue
Hubbards and District FD
District 2
Structural EHS Level 3 Operational Awareness Operational 2 Awareness Awareness Awareness Assistance
Blandford and Area Fire
Rescue District 1
Structural EHS Level 4 Technician Technician Technician 3 Awareness Awareness Awareness Assistance
New Ross FD
District 6
Structural EHS Level 4 Technician Awareness Technician Awareness Awareness Awareness Assistance
Chester Basin FD
District 4
Structural EHS Level 6 Technician Awareness Awareness Awareness Awareness Awareness Assistance
Martins River FD
District 5 (partial)
Structural EHS Level 4 Technician Awareness Awareness Not Equipped Awareness Awareness Assistance
Western Shore FD
District 5
Structural EHS Level 3 Operational Awareness Operational Awareness Awareness Awareness Assistance
Chester FD
District 3,7
Structural EHS Level 6 Technician Technician Technician Awareness Not Equipped Operational Assistance
Changes noted in red. Refer to notes
Emergency Services Registration Summary for 2019/2020 (Per Policy P33 dated June 22,2017)
Note (1):The District 2 Commission has completed the 2017 and 2018 audits with Grant Thornton. The audit or March 31, 2019 is expected within the next
two months.Hubbards Fire Department is registered separately with the Joint Stocks. They are currently in default for not submitting financial statements and
non-payment of renewal.This will be resolved with the submission of the audited financial statement as note above.Joints stocks has kept status as Default
and has not to date revoked registration.
Note (2):Hubbards has changed their Service Level for Ice Rescue from Technician to Operational. There is no impact on actual service level to the public.
Note (3):Blandford Fire Rescue has recently acquired a 2019 Whaly watercraft for water rescue incidents.
Note (4):Due to the remote nature of the islands, Chester Fire Department has limited capability for fire suppression activities. Excluding the winter months,
they do operate a boat with mobile water pumps and other firefighting equipment.
*Prepared from Schedule A data as submitted by Fire Commissions after review with respective Fire Departments.
*Reviewed by B. Blackwood,Fire Services Coordinator
REQUEST FOR DECISION /DIRECTION
Prepared By:Greg Jonah, CET Date November 28,2019
Reviewed By:Christa Rafuse,P.Eng.Date November 28, 2019
Authorized By:Dan McDougall, CAO Date November 29, 2019
CURRENT SITUATION
The approved 2019-20 Capital Budget included the Supply and Delivery of one (1) 4X4 Diesel ¾
ton truck.The budget for this project was estimated at $55,000, Net HST.
R ECOMMENDATION
It is recommended that the Municipality purchase a new 2020 Ford F250 Regular Cab 4X4
Diesel for $47,710.00 plus HST from GW Mosher Motors
BACKGROUND
This truck will be used primarily for travelling on the Kaizer Meadows site for various operations
activities, as well as plowing the gravel surface roads (~ 5 km’s)and parking lots within the
KMEMC.
DISCUSSION
A tender was issued in October and closed on November 27, 2019.Four (4)submissions were
received.Staff completed the evaluation based on the information submitted based on the
criteria as outlined in the RFQ.
The four (4)submissions received were:
Submission Vehicle Price (Net HST)
Atlantic Dodge 2019 Dodge Ram 2500 Tradesman 4X4
Regular Cab
$57,010
GW Mosher Motors 2020 Ford F250 Regular Cab 4X4 Diesel.$49,576
Saunders Motors Company 2020 Dodge Ram 2500 Tradesman 4X4
regular cab
$57,180
Valley Ford 2020 Ford F250 Regular Cab 4X4 Diesel.$50,562
REPORT TO:Municipal Council
SUBMITTED BY:Engineering & Public Works Department
DATE:November 28,2019
SUBJECT:Tender Award for RFQ MODC-T-2019-013,
Supply and Delivery of one (1) 4X4 Diesel
¾ ton truck
ORIGIN:2019-2020 Capital Budget
2 Request For Decision (RFQ MODC-T-2019-009)
For evaluation of the RFQ, the following criteria was used:
Evaluation Criteria Points
Supply and Delivery of Truck as detailed in Schedule A 25
Purchase price including warranty 65Schedule–date of delivery within 12 weeks 10
Results of evaluation were as follows:
Atlantic Dodge –90.7 points
GW Mosher Motors –98.0 points
Saunders Motors Company –89.6 points
Valley Ford –95.0 points
IMPLICATIONS
Policy
Procurement follows P-04, Procurement Policy.
Financial/Budgetary
GW Mosher Motors received 98.0 of the maximum 100 points with a price (Net HST) of
$49,576.00.This is approximately 9.8% below the budget of $55,000.
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;
Work Program Implications
N/A
OPTIONS
1.Award the RFQ to GW Mosher Motors for the purchase of a 2020 Ford F250 RegularCab 4X4 Diesel
2.Not award the RFQ and direct staff to provide additional information.
ATTACHMENTS
N/A
REQUEST FOR DECISION
Prepared By:Malcolm Pitman, CPA, CA,Director
of Finance
Date November 29, 2019
Reviewed By:Dan McDougall, CAO Date November 29, 2019
Authorized By:Dan McDougall, CAO Date November 29, 2019
CURRENT SITUATION
MODC annually renews a line of credit with Scotiabank to provide overdraft protection. This was last
renewed for $600,000 on December 13, 2018 and, therefore expires on December 14,2019.
RECOMMENDATION
That Municipal Council approve the attached Bank of Nova Scotia borrowing resolution renewal in the
amount of $600,000,
BACKGROUND
This line of credit is part of our overall banking arrangement with Scotiabank and there will only be fees if
it is used.
DISCUSSION
The line of credit is not expected to be used bu t is in place as a precaution against overdrawing the
Municipality’s account.
IMPLICATIONS
Policy –n/a
Financial/Budgetary –risk management measure
Environmental –n/a
Strategic Plan –n/a
Work Program Implications -n/a
OPTIONS
ATTACHMENTS
Borrowing resolution from the Bank of Nova Scotia
COMMUNICATIONS (INTE RNAL/EXTERNAL)
Internal –n/a
External-Scotiabank
REPORT TO:Municipal Council
SUBMITTED BY:Finance Department
DATE:December 5, 2019
SUBJECT:Borrowing Resolution for line of credit
ORIGIN:Annual Renewal
2312913 (10/04)
N.S. AND P.E.I.
DATE RECEIVED
..............................
RECORDED...........
APPROVED...........
E.O.
AUDITOR...............
( INSERT TITLES
RATHER
THAN NAMES)
(
NOT APPLICABLE)
**DELETE IF
BORROWING RESOLUTION
MUNICIPALITIES AND SCHOOL BOARDS
COPY OF RESOLUTION PASSED AT A MEETING OF THE
(COUNCIL OR SCHOOL BOARD, ETC.)
of
(NAME OF MUNICIPALITY, SCHOOL DISTRICT, ETC.)
RESOLVED:
1. That the * is/are hereby authorized to borrow on
behalf of (the “Corporation”)
from THE BANK OF NOVA SCOTIA (the “Bank”) from time to time by way of promissory note a sum or sums
not exceeding at any one time dollars
($ ) to meet, until the taxes are collected, current expenditures of the Corporation for the
year .
2. That the * is/are hereby authorized
to sign on behalf of the Corporation and to furnish to the Bank from time to time a promissory note or notes
sealed with the corporate seal for the sum or sums so borrowed with interest at such rate as the Bank may
from time to time determine.
* *3. The * is/are hereby authorized to sign on
behalf of the Corporation and to furnish to the Bank an Agreement or Agreements under the seal of the
Corporation providing for payment to the Bank of all amounts required to be paid by the Bank pursuant to each
promissory note of the Corporation guaranteed by the Bank with interest at such rate as the Bank may from
time to time determine and of a guarantee fee in respect of each such promissory note at such rate as the
Bank may from time to time determine.
4. That the * is/are hereby authorized and directed
to furnish to the Bank at the time of each borrowing and at such other times as the Bank may from time to time
request, a statement showing the nature and amount of the estimated revenues of the current year not yet
collected or where the estimates for the year have not been adopted, a statement showing the nature and
amount of the estimated revenues of the Corporation as set forth in the estimates adopted for the next
preceding year and also showing the total of any amounts borrowed in the current year and in any preceding
year that have not been repaid.
5. That the * is/are hereby authorized
and directed to apply in payment of all sums borrowed from the Bank, with interest thereon, all of the moneys
hereafter collected or received on account or realized in respect of the taxes levied for the current year and for
any preceding years and all of the moneys collected or received from any other source.
CERTIFICATE
I hereby certify that the foregoing is a true copy of a Resolution of the Corporation of the
of in the
duly passed at a meeting of the Council of the said Corporation
duly held on the
at
day of , ,
signed by its proper officers as required by
law and that the said Resolution is in full force and effect.
DATED at this day
of , .
(CORPORATE SEAL)
By: Sign
Title
*
Municipality of the District of Chester
C.A.O/Municipal Clerk/ Director of Finance with Warden/ Deputy Warden
the Municipality of the District of Chester
Six Hundred Thousand..........................................................................................xx/100
600,000
2019-2020
C.A.O/Municipal Clerk/ Director of Finance with Warden/ Deputy Warden
C.A.O/Municipal Clerk/ Director of Finance with Warden/ Deputy Warden
C.A.O/Municipal Clerk/ Director of Finance with Warden/ Deputy Warden
C.A.O/Municipal Clerk/ Director of Finance with Warden/ Deputy Warden
the Municipality of the District of ChesterCouncil
County of Lunenburg
Chester, Nova Scotia
By: Sign
Title
__________________________________________
REQUEST FOR DECISION -DIRECTION
Prepared By:Christine Collicutt Date November 29, 2019
Reviewed By:Malcolm Pitman Date December 2, 2019
Authorized By:Dan McDougall, CAO Date December 2, 2019
CURRENT SITUATION
Property tax account AAN 02254212 is currently paid in full.Property owner Mrs. Deborah Winsor
submitted a letter requesting interest relief in August 2019.
RECOMMENDATION
No interest relief should be given as we are not aware of any provisions in the MGA that can be used to
write off a portion of taxes in this circumstance.
BACKGROUND
Sometime,between 2012 to 2015, Mrs. Winsor moved and had a forwarding address put on her mail in
the US. However, at that time The Municipality of Chester (MOC)was not in the practice of mailing out
copies of tax bills to property owners with mortgages on them. Therefore, Mrs. Windsor would not have
received a tax bill from the municipality and accordingly she had not updated the municipal tax office with
the new mailing address. All the tax bills and correspondence were being returned by Canada Post.
In 2018 MOC began to prepare a tax sale list and this property was on it. In one last effort MOC mailed
the tax bill to the property’s civic address. This item was not returned,and Mrs. Winsor contacted the
office and began discussions with Angela Schnare, Revenue Administrator in order to bring the account
out of the tax sale position. The account was paid off and the address updated by Mrs. Winsor. At that
time,she asked for interest relief and the Revenue Administrator explained that she would have to write a
letter to council for that to be even considered. The letter did not follow until now in 2019 after Christine
Collicutt, Manager of Finance,reminded her of this process.
DISCUSSION
Taxes, including interest, are still valid even if giving notice (mailing etc.) has not been properly done.
MGA section 164(1)(b)states “No error or omission in giving a notice required pursuant to this Act, affects
or prejudices the validity of taxes or the tax levy.”
As the taxes are still valid MGA section 70(5)states that “Except as otherwise provided by this Act or
another Act of the Legislature, a council shall not relieve a taxpayer from all or a portion of taxes.”
REPORT TO:Municipal Council
MEETING DATE:December 5, 2019
SUBMITTED BY:Finance Department
SUBJECT:Request for Reduction of Interest
ORIGIN:Taxpayer Request
2 Request for Decision-Direction
The taxes and interest are not uncollectible as they have been paid and the taxes and interest are valid as
per the above.Therefore, we are not aware of provision in the MGA that could be used to justify the
writing off any taxes/interest. It was noted by our lawyer that even if there are provisions, we would need
a policy that Council could fairly apply in all similar situations.
The Municipality’s lawyer was consulted on this request in order to determine if there are any provisions
in the MGA that could be used as a basis for recommending a reduction as requested by the taxpayer.
IMPLICATIONS
Policy -n/a
Financial/Budgetary -n/a
Environmental -n/a
Strategic Plan -n/a
Work Program Implications -n/a
OPTIONS
None
ATTACHMENTS
Letter from property owner
COMMUNICATIONS (INTE RNAL/EXTERNAL)
SOLID WASTE QUARTERLY REPORT (July to September 2019)
Municipality of Chester-Quarterly Report
STRATEGIC PRIORITIES (2019/20 Work Program –SW Lead)
Initiative Status Target
Delivery Date
Transition to
Sustane
The Sustane transition consultant has been working on a report
to assist us with a smooth transition and providing advice as
needed.
Q2 (2019-20)
In progress
Kaizer Meadow
Road
Improvements
(short-term and
long term)
CBCL Ltd has provided us with draft drawings for potential
traffic route changes to improve traffic flow and safety for all
coming and going from Sustane,public drop off and the KM
site.
Staff will be adding temporary signage .
Long term:TBD
Q3 (2019-20)
Draft complete
KM Industrial
Park Concept
Plan
Presently with CD and EPW for review.Q4 (2019-20)
Leachate
Treatment Plant
CBCL is underway with the design work on the upgrade project
and we have selected February as the tendering target date.
Construction can then be completed Spring/Summer 2020.A
report to Council will be presented upon the completion of the
design and tender specifications.
Q1 (2019/20)
On schedule
OTHER ACTIVITIES
Initiative Status
Second tower site (EVC)Dillon provided direction on the location of the four (4) new
monitoring wells required for the new EVC tower site. Staff worked
diligently to provide access to drill the wells.Complete November
We are ordering the second tower unit as part of the project and
should arrive early in 2020. The oldest tower will be decommissioned
as it’s very close to the Sustane property.Early 2020
Sustane Transition (electronic
gate)
The electronic gate will be activated in the upcoming weeks. Staff will
need to be trained and provide staff, Sustane, emergency services,
DNR and property owners with proper access (key codes/cards
assigned). The maintenance to the gate will require additional effort
on KM staff to monitor.Complete December
Chlorine Contact Chamber Approval received by NSDOE.A draft design having been completed
will be finalized once the LTP upgrade design is complete. Staff will
purchase the tank and piping required this fiscal year and complete
the work in the Spring 2020.
SOLID WASTE QUARTERLY REPORT (July to September 2019)
Municipality of Chester-Quarterly Report
Scale house Software The RFQ for the scale house software has been completed and two
proposals received. Pending staff availability these will be evaluated
and a report to Council will follow in the new year.Complete 2020
KM-Roof Replacements The process building, pump house and the former dewatering truck
garage (now housing the firetruck)were all completed and within
budget.Complete in November
Dozer D6 Tender is drafted and will be issues in the next few weeks of
December 2019.
Geotube replacement and
dewatering for septage
lagoons
The Septage lagoons (both 1 and 2) have been successfully dredged
by Terrapure and the geotubes replaced. We will look at the
equalization pond closer during the LTP upgrade.Complete in
November
New ¾ tonne truck The RFD completed by EPW will be on the agenda to Council shortly.
Environmental Monitoring Dillon Consulting has been providing updated training to staff for the
SW/GW monitoring program. A final report is expected next week
and will be submitted to NSE as per the permit requirements.
The review of environmental monitoring protocols has increas ed
sampling demands and time for staff. Staff are doing their best to
transition into the new sampling protocols.
Maintenance on Site The KM road is in good condition for Winter (recently graded) and
repaved entrance to the site at Hwy 14. Staff have work ed very hard
together to improve the site visually and to meet permits accordingly.
Fenced have been reinstated and repaired as the site bear causes
havoc, much like the heavy winds.
Repairing existing cameras to monitor the site. This will include a
quote on adding infrared technology to one camera facing the
working face of the landfill to monitor after hours.
Winter maintenance on site for KM landfill underway and options to
provide Sustane service at their request after hours have been
determined by KM staff.
Curbside collection time
change and various waste
collection route changes
The communications program is well underway for a January 1, 2020
start date. Advertising, updated collection calendar out mid -
December, notices, social media etc. will advise the Municipality of
the collection beginning 7am and those route changes for five (5)
specific areas within the Municipality.
The collection contractor will be collecting all missed garbage in the
areas that route changed for the first month as all residents are
educated.
Sustane Technologies To be open and ramping up in December 20 19 as per recent letter.
SOLID WASTE QUARTERLY REPORT (July to September 2019)
Municipality of Chester-Quarterly Report
Valley Waste Liaison
Committee
Meetings carried out as per the terms of reference to discuss budgets,
operations and Sustane startup at minimum three times per year.
Q2 -07/01/19 –09/30/19
MATERIAL TONNAGE Q2 TONNAGE Q1
RESIDUAL WASTE (A)12,776.42 13,426.52
SEPTIC WASTE (B)3,336.04 2,781.07
WOOD (C)284.37 278.92
ASPHALT (D)414.59 275.40
ORGANICS (E)415.08 411.20
RECYCLABLES, CARDBOARD & PAPER (F)238.51 217.35
MIXED C&D WASTE (G)726.72 497.84
(A) This number does not include all materials that went to landfill. It does include the
following: Direct Haul (Mirror) = 3,084.48 metric tonnes, LRCRC Residuals = 2,642.59 metric
tonnes, Mun Residuals = 639.98 metric tonnes, Residuals (Chester Area) = 4 17.30 metric
tonnes, TOL Residuals (Combined) = 381.93 metric tonnes, Valley Residuals = 5,610.14 metric
tonnes
(B) Municipal Septage = 1,705.64 metric tonnes, Billed Septage = 1,607.84 metric tonnes, Septic
Waste (Outside) = 10.96 metric tonnes, TOL Septic Waste = 11.6 metric tonnes
(C) Mun Wood = 21.61 metric tonnes, TOL Wood = 2.32 metric tonnes, Wood = 260.01 metric
tonnes, Wood (Outside) = 0.43 metric tonnes
(D) Asphalt = 99.18 metric tonnes, Asphalt (Outside) = 3.70 metric tonnes, Asphalt (Reside ntial)
= 82.27 metric tonnes, LRCRC Shingles = 219.90 metric tonnes, Mun Shingles = 9.54 metric
tonnes
(E) This number is based on the compost that we sent out to the recycling facility. It doesn’t
include any compost that would have gone to our leaf pile .
(F) This number is based on the recyclables that we sent out to the recycling facility.
(G) LRCRC C&D = 254.59 metric tonnes, Mixed C&D = 361.54 metric tonnes, Mixed C&D
(Outside) = 21.84 metric tonnes, Municipal Mixed C&D = 16.14 metric tonnes, TOL Mixe d C&D =
72.61 metric tonnes