March 16, 2022 - Regular Council Meeting

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Municipality of the District of Clare
REGULAR COUNCIL MEETING
Wednesday, March 16, 2022, at 7:00 pm
Meeting held at 1185 Highway 1, Little Brook, NS

PRESENT: Council: Warden Yvon LeBlanc; Deputy Warden Eric Pothier; Councillors, Philippe Gaudet, Brian Comeau, Carl Deveau, Danny Hill, and Nadine Comeau
Staff: CAO Stéphane Cyr, Executive Assistant, Ashley Hanks, and Communications Officer, Amy Paradis
Presenters:
ABSENT: Councillor Nil Doucet

1) Call to Order
The Warden called the Council meeting to order at 7:00 pm.

2) Approval of the Agenda
The Warden asked that the following item be added to the agenda:

  • 9.3 Letter – Cindy Melanson

MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Danny Hill that the proposed agenda be approved with the above noted addition.
MOTION CARRIED           

3) Declaration of conflict of interest
Councillor Eric Pothier declared a conflict with item 12.5 Motion to Approve Funding Contribution – Wastewater Infrastructure, Sunset Road.

4) Presentations
None.

5) Adoption of the Minutes from Previous Council Meetings
5.1 February 16, 2022 – Regular Council Meeting

MOVED BY Councillor Danny Hill and SECONDED BY Councillor Nadine Comeau that the minutes of the February 16, 2022, Regular Council Meeting be accepted as presented.
MOTION CARRIED

5.2 March 2, 2022 – Council in Committee Meeting

MOVED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Danny Hill that the minutes of the March 2, 2022, Council in Committee Meeting be accepted as presented.
MOTION CARRIED

6) Business Arising from Previous Meetings
None.

7) Warden’s Activity Report – Warden Yvon LeBlanc

February 19 – Participated in the annual municipal infrastructure review with the Public Works Committee.

February 22 – Attended a meeting of the Board of Directors of the CDÉNÉ.

February 22 – Attended a meeting of the Board of Directors of the Villa Acadienne where we participated in a training session on governance.

February 23 – Attended a regular meeting of the Board of Directors of the Villa Acadienne.

February 28 – Attended a meeting of the Mayors and Wardens for an update on the crisis in the lobster fishery and to prepare for a meeting with MP Mike Kelloway, Parliamentary Secretary to the Minister of Fisheries, Oceans, and the Canadian Coast Guard.

March 1 – Attended a meeting with MP Mike Kelloway, the Warden of the Municipality of Barrington, and the CAOs of the Municipalities of Barrington, Yarmouth, and Clare to discuss the crisis in the lobster fishery and to communicate our concerns regarding the lobsters harvested in St. Mary's Bay during the summer months.

March 7 – Attended a meeting of the Société Édifice Sainte-Marie de la Pointe to finalize the request for proposal for the hiring of a marketing firm. The selected firm will be responsible for developing a promotional/fundraising strategy for the building.

March 7 – Attended a meeting of the Mayors and Wardens to debrief on our meeting with MP Mike Kelloway.

March 8 – Attended a meeting of the Municipal Audit Committee where we discussed the process and preparation for the next audit.

March 11 – Attended a fundraising announcement for the Clare Curling Association with Councillor Nadine Comeau and MP Chris d'Entremont. The $75,000 funding contribution will aid with the costs of a new steel roof.

March 11 – Met with the Honourable Jill Balser, our MP Ronnie LeBlanc, and the CAO to tour the Clare Health Centre, explain the history of the Centre, provide an overview of its operations, and discuss the proposed expansion.

March 14 – Attended a meeting of the CDÉNÉ Board of Directors to discuss the hiring of a new Executive Director and the related contract offer.

March 15 – Attended a meeting of the Board of Directors of the Villa Acadienne, focusing on human resources.

8) Official Statements from Members of Council
None.

9) Correspondence
9.1 Marcel Jean d’Entremont – President, Association des Acadiens-Métis Souriquois
The CAO read a letter from Marcel Jean d’Entremont, President of the Association des Acadiens-Métis Souriquois. (pdfSee attached)

Université Sainte-Anne, in consultation with the Municipality, is currently developing a project for the Rendez-Vous de la Baie which includes the reopening of the Centre acadien. The CAO will advise Mr. d’Entremont accordingly.

9.2 The Honourable Kim Masland – Minister of Public Works.
The CAO read a letter from The Honourable Kim Masland, Minister of Public Works. (pdfSee attached)

9.3 Letter – Cindy Melanson
The CAO read a letter from Cindy Melanson (pdfSee attached).

Municipal staff will follow up with Mrs. Melanson regarding possible collaboration via the Municipality’s CFA program.

10) CAO Report – Chief Administrative Officer – Stéphane Cyr
The CAO presented his report for the month of March 2022. (pdfSee attached)

11) Committee Reports
11.1 Building Permits Report – Councillor Danny Hill
Councillor Danny Hill read the building permit report for the month of February.

February 2022

Year

Permits

Construction Value

Year to Date

2021

15

$ 31,254,600

$ 31,674,640

2022

16

$ 513,340

$ 1,165,940

11.2 Waste Check – Councillor Nadine Comeau
The Waste Check Committee met on March 8, 2022.

Sonya Smith of the Fishing Gear Coalition of Atlantic Canada presented the proposed end of life wire trap and recycling program to the Committee. This is a pilot project. Funding is being sought from municipal units. Waste Check is currently reviewing the project’s merits.

ERP was once again discussed. Nova Scotia is currently speaking with other provinces that have implemented EPR programs.

11.3 Accessibility Advisory Committee – Councillor Nadine Comeau
The Accessibility Advisory Committee met on March 10, 2022. The Committee approved a draft survey which will be made available to the public shortly. In an effort to bolster the survey data, a series of stakeholder questionnaires will also be launched targeting specific individuals and/or organizations. The information gathered from the survey and the stakeholder questionnaires will help inform the Municipality’s Accessibility Plan.

12)  New Business
12.1 Motion to Accept Proposal – Detailed Design – Wentworth Lake Park
An RFP was issued for the detailed design phase of the Wentworth Lake Park Project. The RFP closed on February 25, 2022. Two bids were received. Following a review of the bids, the CAO and staff are recommending Council accept the proposal from Upland Planning + Design Studio in the amount of $34,696 plus HST. Council agreed and made the following motion:

MOVED BY Councillor Danny Hill and SECONDED BY Councillor Philippe Gaudet that the Council for the Municipality of the District of Clare accept the proposal from Upland Planning + Design Studio for the detailed design of Wentworth Lake Park in the amount of $34,696 plus HST.
MOTION CARRIED

12.2 Motion to Accept Proposal – Detailed Design – Cape Saint Mary Viewing Platforms
An RFP was issued for the detailed design phase of the Cape Saint Mary Viewing Platforms. The RFP closed on February 25, 2022. Two bids were received. Following a review of the bids, the CAO and staff are recommending Council accept the proposal from Varcon Inc. in the amount of $35,320 plus HST. Council agreed and made the following:

MOVED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Nadine Comeau that the Council for the Municipality of the District of Clare accept the proposal from Varcon Inc. for the detailed design of the Cape Saint Mary viewing platforms in the amount of $35,320 plus HST.
MOTION CARRIED

12.3 Motion to Accept Proposal – Boundary Review
The Municipality issued an RFP for completion of a municipal boundary review, as mandated by the NSUARB. The closing date for this RFP was February 25, 2022. A total of two bids were received. Following a review of the bids, the CAO is recommending Council accept the proposal from C + D Community Design Inc. in the amount of $16,000 plus HST. Council agreed and made the following motion:

MOVED BY Councillor Carl Deveau and SECONDED BY Deputy Warden Eric Pothier that the Council for the Municipality of the District of Clare accept the proposal from C + D Community Design Inc. for the municipal boundary review in the amount of $16,000 plus HST.
MOTION CARRIED

12.4 Motion to Approve Funding Contribution – Construction of a 30' x 50' Storage Building, Transfer Station
In response to the call for applications under the Investing in Canada Infrastructure Program, the Municipality will be applying for funding to aid with the construction of a 30’ x 50’ storage building at the transfer station, as well as the purchase and installation of a fire alarm within the existing transfer station. The total estimated cost for this project is $240,000 plus HST. As per the stated program criteria, the combined allowable federal / provincial contribution is 73% of eligible project costs, with the Municipality responsible for the remaining 27%. The deadline for submission is April 1, 2022. In an effort to strengthen the Municipality’s application, the CAO is seeking confirmation of the required 27% contribution, up to a maximum of $64,800 plus HST, beforehand. Council agreed and made the following motion: 

MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Nadine Comeau that the Council for the Municipality of the District of Clare contribute 27% of the cost of construction for a 30' x 50' storage building and fire detection system at the Transfer Station, up to a maximum of $64,800 plus HST, and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED

12.5 Motion to Approve Funding Contribution – Wastewater Infrastructure, Sunset Road
In response to the same call for applications under the Investing in Canada Infrastructure Program, the Municipality will also be applying for funding to aid with the extension of its wastewater infrastructure along the Sunset Road, as an incentive for housing development. The total estimated cost for this project is $1,463,400 plus HST. As per the stated program criteria, the combined allowable federal / provincial contribution is 73% of eligible project costs, with the Municipality responsible for the remaining 27%. The deadline for submission is April 1, 2022. In an effort to strengthen the Municipality’s application, the CAO is seeking confirmation of the required 27% contribution, up to a maximum of $395,118 plus HST. Council agreed and made the following motion: 

MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare contribute 27% of the proposed wastewater infrastructure extension project for Sunset Road, up to a maximum of $395,118 plus HST, and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED

12.6 Motion to Name a Road – Oceanview Drive
The Municipality was approached to name a private road. All three of the affected landowners agree with the proposed name. Furthermore, the proposed name is compliant with the Municipality’s Road Naming Policy. As such, the CAO and staff are recommending Council proceed with the road naming as requested. Council agreed and made the following motion:

MOVED BY Councillor Danny Hill and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare approve the request to name the road shared by the PIDs (Property Identification Number) listed below, as follows:

In English: Oceanview Drive
In French: promenade Oceanview

30316194

30316186

30316178

30316160

30289300

30316202

MOTION CARRIED

12.7 Motion to Name a Road – Eco-Park Drive
The Municipality received a request from the new owners of the Ecoparc to name the road which crosses the length of their property. The proposed name is compliant with the Municipality’s Road Naming Policy. As such, the CAO and staff are recommending Council proceed with the road naming as requested. Council agreed and made the following motion: 

MOVED BY Councillor Nadine Comeau and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare approve the request to name the road shared by the PIDs (Property Identification Number) listed below, as follows:

In English: Eco-Park Drive
In French: promenade Eco-Park

30319917

30276778

30087985

30377964

30377972

30377980

30377998

MOTION CARRIED

12.8 Motion to Name a Road – Remi Lane
The Municipality was approached to name a private road. The approval rate for the proposed name was 66.6% amongst affected landowners, the minimum required under municipal policy. The proposed name is compliant with the remaining conditions set forth in the Municipality’s Road Naming Policy. As such, the CAO and staff are recommending Council proceed with the road naming as requested.  Council agreed and made the following motion:

MOVED BY Councillor Philippe Gaudet and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare approve the request to name the road shared by the PIDs (Property Identification Number) listed below, as follows:

In English: Remi Lane
In French: ruelle à Remi

30052260

30282974

30052187

30052427

30052435

30052476

30052559

30052567

30052591

30052344

30370042

30044713

MOTION CARRIED

12.9 Motion to Advance Funding – Hectanooga Fire Department
The Hectanooga Fire Department has recently purchased bunker suits and related gear for four new volunteer members. This purchase was slated for 2022-23, as per their 5-year capital plan. However, given the immediate need for this equipment, the Department chose to purchase the suits using their own funds. To avoid the possibility of undue cash flow pressure on the Department, the CAO is recommending the Municipality reimburse the Department for this purchase and treat these funds as an advance against their 2022-2023 capital funding allocation. Council agreed and made the following motion:

MOVED BY Councillor Danny Hill and SECONDED BY Deputy Warden Eric Pothier that the Council for the Municipality of the District of Clare provide the Hectanooga Fire Department with an advance on their 2022-2023 capital funding, in the amount of $18,126, for the purchase of four new bunker suits and gear.
MOTION CARRIED

12.10 Motion to Write a Letter – Honourable Michelle Thompson, Minister of Health and Wellness

With the detailed design of the Clare Health Centre Expansion progressing as per schedule, the CAO is recommending Council issue a letter to the Honourable Michelle Thompson, Minister of Health and Wellness, inviting her to tour the Centre and to discuss the proposed expansion. Council agreed and made the following motion:

MOVED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Philippe Gaudet that the Council for the Municipality of the District of Clare write a letter to the Honourable Michelle Thompson, Minister of Health and Wellness, inviting her to tour the Clare Health Centre and to discuss the proposed expansion.
MOTION CARRIED

12.11 Motion to Purchase Land – Little Brook Road
As part of the Municipality’s Housing Action Plan, and Expression of Interest was issued seeking individuals interested in selling land to the Municipality. Several submissions were received and subsequently reviewed. Following this review, it is the recommendation of both municipal staff and SHS Consultants that the Municipality proceed with the purchase of the 5.21-acre parcel of land located at 105 Little Brook Road (PID# 30031587). Council agreed and made the following motion:

MOVED BY Councillor Philippe Gaudet and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare purchase the 5.21-acre parcel of land located at 105 Little Brook Road (PID# 30031587) for $42,000, and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED

12.12 Letter of Support – Belliveau Cove Development Commission
The Belliveau Cove Development Commission is working on a funding application to the Province of Nova Scotia for assistance to repair five wooden bridges along the boardwalk in Belliveau Cove. In order to bolster their application, the Commission is requesting a letter of support from the Municipality. Whereas the boardwalk is a heavily utilized piece of community infrastructure, Council passed the following motion:

MOVED BY Councillor Philippe Gaudet and SECONDED BY Councillor Nadine Comeau that the Council for the Municipality of the District of Clare write a letter to the Belliveau Cove Development Commission in support of their efforts to repair five wooden bridges along the boardwalk in Belliveau Cove.
MOTION CARRIED

13) In Camera Session

PROPOSED BY Councillor Danny Hill and SECONDED BY Deputy Warden Eric Pothier that Council proceed to an In-Camera Session.
MOTION CARRIED

Topics Discussed:
13.1 Acquisition of Municipal Property
13.2 Contract Negotiations
13.3 Personnel Matters

PROPOSED BY Councillor Danny Hill and SECONDED BY Deputy Warden Eric Pothier that Council proceed to the Regular Council Meeting.
MOTION CARRIED

MOVED BY Councillor Danny Hill and SECONDED BY Councillor Philippe Gaudet that the Council for the Municipality of the District of Clare purchase a roughly 8.2-acre portion of the 50.51-acre parcel of land located on the No 340 Highway in Havelock (PID# 30027841) for $30,000, and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED

MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Danny Hill that Council award the tender for renovations to the Cultural Hub to Shep-Com Construction Ltd. in the amount of $5,773 plus HST, and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED

MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare accept the proposed CAO salary scale, as presented.
MOTION CARRIED           

14) Date and time of the next Regular Council Meeting
The next Regular Council Meeting will be held on April 20, 2022, at 7:00 pm.

15) Adjournment
MOVED BY Councillor Danny Hill to adjourn the meeting at 8:48 pm.

Submitted by:
Ashley Hanks
Executive Assistant