Municipality of the District of Clare
COUNCIL-IN-COMMITTEE MEETING
Wednesday, November 9, 2022, at 7:00 pm
Meeting held at 1185 Highway 1, Little Brook

PRESENT: Council: Warden Yvon LeBlanc, Deputy Warden Eric Pothier, Councillors Philippe Gaudet, Brian Comeau, Carl Deveau and Nadine Comeau
Staff: CAO, Stéphane Cyr, Director of Finance, Ginette Cheff, Executive Assistant, Nicole Comeau, and Communications Officer, Amy Paradis
Presenters:
ABSENT: Councillors Danny Hill and Nil Doucet

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

2) Approval of the Agenda
The Warden asked that the following revisions be made to the agenda:
7.1 Tender – Clare Health Centre Expansion - Moved to 9.3 Closed Session
7.1 Community Services, Meteghan Office – Added to New Business as Item 7.1

MOVED BY Councillor Nadine Comeau and SECONDED BY Councillor Carl Deveau that the proposed agenda be approved with the above noted revisions.
MOTION CARRIED

3) Declaration of Conflict of Interest.
None declared.

4) Presentations
None

5) Staff Reports
5.1 Financial Update – Ginette Cheff, Director of Finance
The Director of Finance provided an overview of the Municipality’s financial position. (See attached)

6) Business arising from Previous Meetings
6.1 Final Report – Boundary Review
C + D Community Design Inc. submitted the 2022 Boundary Review Report, complete with recommendations pertaining to Council size and electoral boundaries. The report was reviewed by the CAO and circulated to Council for consideration. Council approval is required prior to the report being submitted to the UARB. Council agreed with the report’s content and made the following motion to recommend:

PROPOSED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare recommend accepting the 2022 Boundary Review Report prepared by C + D Community Design Inc., including the recommendations pertaining to Council size and electoral boundaries contained therein. 
MOTION CARRIED

7) New Business
7.1    Community Services, Meteghan Office
Following word that the Community Services office in Meteghan may be closing or staffed with English speaking personnel only, Councillor Brian Comeau is asking Council to send a letter to the Honourable Karla MacFarlane, Minister of Community Services, underscoring the importance of the department’s office in Meteghan to the local community, in terms of program delivery in both official languages. Council agreed and made the following motion to recommend:

PROPOSED BY Councillor Brian Comeau and SECONDED BY Deputy Warden Eric Pothier that the Council for the Municipality of the District of Clare recommend writing a letter to the Minister of Community Services, the Honourable Karla MacFarlane, underscoring the importance of the department’s office in Meteghan to the local community, in terms of program delivery in both official languages
MOTION CARRIED

7.2 New Roof – St. Bernard Fire Department
Following a windstorm last year, the roof of the St. Bernard Fire Hall sustained considerable damage. The matter was referred to the Municipality’s insurance provider who agreed to cover a portion of the damages, given that the building remains under municipal ownership. As part of its evaluation, the insurance provider requested a number of quotes and ultimately agreed to move forward with the quote provided by Shep-Com Construction Ltd. For the Municipality’s records and to signal acceptance of Shep-Com’s bid, the CAO is requesting a motion from Council. Council agreed and made the following motion to recommend:

PROPOSED BY Councillor Philippe Gaudet and SECONDED BY Deputy Warden Eric Pothier that the Council for the Municipality of the District of Clare recommend accepting the bid from Shep-Com Construction Ltd for the new roof for the St. Bernard Fire Department, in the amount of $62,055 plus HST, and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED

7.3 Contribution Agreement – Active Transportation Fund
In order for the Municipality to access funding from the Active Transportation Fund, the Minister of Intergovernmental Affairs, Infrastructure, and Communities requires a motion from Council confirming adherence to program criteria and authorizing the Chief Administrative Officer to execute the contribution agreement. Council made the following motion to recommend:

PROPOSED BY Councillor Nadine Comeau and SECONDED BY Deputy Warden Eric Pothier that whereas the Municipality of the District of Clare meets all the requirements of the Canada – Active Transportation Fund Agreement, that the Council for the Municipality of the District of Clare recommend authorizing the Chief Administrative Officer to execute the agreement on behalf of the Municipality of the District of Clare.
MOTION CARRIED

7.4 Iris Communications
Iris Communications was hired to provide counsel to the 11 municipal units in SWNS during the height of the lobster fishery crisis in St. Mary’s Bay. Whereas tensions have subsided significantly over the last number of months, the CAO’s of these 11 municipal units have agreed to terminate the contract with Iris Communications effective December 1, 2022. Should tensions once again escalate, the need for the services provided by Iris Communications will be reassessed.  

7.5 Commemorative Banners – WW2
The Deputy Warden was approached by a member of the community regarding the possible introduction of a commemorative banners program to honor veterans leading up to Remembrance Day. The CAO reached out to neighboring municipal units who already have such programs. Based on the information received thus far, and with Council’s support, the CAO is prepared to instruct staff to further explore such a program for the Municipality of Clare with the intention of rolling it out in 2023. Council was fully supportive of this effort. 

7.6 Lease Agreements – Mainland Telecom Inc.
Mainland Telecom Inc. has drafted two lease agreements to formalize the placement of their equipment on municipal land. The placement of said equipment had been agreed to verbally at the onset of the project, with the understanding that a more formal written agreement was forthcoming. The leases have since been vetted by the municipal solicitor and the CAO, both of whom are recommending the Municipality sign. Council agreed and made the following motion to recommend:

PROPOSED BY Councillor Carl Deveau and SECONDED BY Councillor Nadine Comeau that the Council for the Municipality of the District of Clare recommend entering into lease agreements with Mainland Telecom Inc., outlining the responsibilities of both parties as it relates to the housing of Mainland’s equipment on the municipal properties located at 795 Highway 1 Comeauville and 29 Haché Rd. in Meteghan.
MOTION CARRIED

7.7 Tax Write Offs
The Director of Finance recommended the following tax write-offs. Council agreed and made the following motion to recommend:

PROPOSED BY Councillor Philippe Gaudet and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare recommend approving $5,105.12 in tax write offs, as detailed below:

8) Questions and Comments from the Public
A member of the public in attendance inquired as to when the 2022 Boundary Review Report would be made public. The CAO agreed to look into the matter and respond shortly.

9) Closed Session
MOVED BY Councillor Nadine Comeau and SECONDED BY Deputy Warden Eric Pothier that Council proceed to an In-Camera Session.
MOTION CARRIED

Topics Discussed:
9.1       Acquisition and Sale of Municipal Property
9.2       Personnel Matters
9.3       Tender – Clare Health Centre Expansion

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

PROPOSED BY Councillor Carl Deveau and SECONDED BY Councillor Nadine Comeau that the Council for the Municipality of the District of Clare purchase a limited edition, commemorative print from Saltwreck Inc., as part of ongoing fundraising efforts for La Vieille Maison, in the amount of $3,000 and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED

10) Date and time of the next Council-in-Committee Meeting
The next Council-in-Committee Meeting will be held on Wednesday, December 7^th, 2022, at 7:00 pm.

11) Adjournment

PROPOSED BY Councillor Philippe Gaudet to adjourn the meeting at 9:20 pm.

Submitted by
Nicole Comeau,
Executive Assistant