Municipality of the District of Clare
REGULAR COUNCIL MEETING
Wednesday, July 17, 2024, at 7:00 pm
Meeting held at 1185 Highway 1, Little Brook, NS
PRESENT: Council: Deputy Warden Eric Pothier; Councillors Philippe Gaudet, Carl Deveau, Nadine Comeau, and Brian Comeau
Staff: CAO Stéphane Cyr, Executive Assistant, Aimélie Comeau, and Communications Officer, Anique Dugas.
Presenters:
ABSENT: Warden Yvon LeBlanc, Councillors Nil Doucet and Danny Hill
1) Call to Order
Deputy Warden Eric Pothier called the Council meeting to order at 7:00 pm.
2) Adoption of the Agenda
The CAO asked that the following item be added to the agenda:
- 12.13 Dangerous and Unsightly
MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Nadine Comeau that the proposed agenda be approved with the above noted addition.
MOTION CARRIED
3) Declaration of Conflict of Interest
None.
4) Presentations
None.
5) Adoption of the Minutes from Previous Council Meetings
5.1 June 19, 2024 – Regular Council Meeting
MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Nadine Comeau that the minutes of the June 19, 2024, Regular Council Meeting be accepted as presented.
MOTION CARRIED
5.2 July 3, 2024 – Council-In-Committee Meeting
MOVED BY Councillor Philippe Gaudet and SECONDED BY Councillor Nadine Comeau that the minutes of the July 3, 2024, 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
In light of the Warden’s absence, the monthly activity report will be deferred to the September 18, 2024, Council meeting.
8) Official Statements from Members of Council
None.
9) Correspondence
9.1 The Honourable Barbara Adams – Minister responsible for the Office of Equity and Anti-Racism
The CAO read a letter from the Honourable Barbara Adams, Minister responsible for the Office of Equity and Anti-Racism. (
See attached)
10) CAO Report – Chief Administrative Officer – Stéphane Cyr
The CAO presented his report for the month of July. (See attached)
11) Committee Reports
11.1 Building Permits Report – Councillor Brian Comeau
Councillor Brian Comeau read the building permits report for the month of June.
June 2024
|
Year |
Permits |
Construction Value |
Year to Date |
|
2023 |
118 |
$ 1,993,980 |
$ 13,341,270 |
|
2024 |
98 |
$ 592,800 |
$ 6,798,035 |
11.2 Waste Check – Councillor Nadine Comeau
Waste Check held a public presentation at the Clare Curling Rink on July 10, 2024, entitled ‘‘Let’s Talk Trash’’. The presentation was very informative and touched on multiple topics including the importance of recycling and how to properly sort garbage.
12) New Business
12.1 Motion to Award Tender – Dangerous and Unsightly, 5192 Highway 1, Salmon River
Following multiple complaints regarding the state of the property located at 5192 Salmon River, a letter was sent to the owner, Canada Mortgage and Housing Corporation, ordering its cleanup within 60 days. Unfortunately, no action was taken by the owner. That being the case, the Municipality invited bids for the cleanup from four local companies. Following a review of the bid and given the considerable public interest in having this situation remedied in a timely fashion, the CAO recommended that Council accept the proposal from Spec Resources Inc. in the amount of $3,225 plus HST. Council agreed and made a motion to recommend accepting the bid at the July 3, 2024, Council-in-Committee meeting. To the surprise of staff, the property has since been cleaned. No communication has been received from the owner. Until it can be determined who cleaned the property and whether it has been cleaned to the satisfaction of the Municipality, it is the CAO’s recommendation that the awarding of this tender be deferred. Council agreed.
12.2 Motion to Send a Letter – Brush Cutting on Secondary Roads
The Municipality of Clare was copied on a letter from Waste Check to the Honourable Kim Masland, Minister of Public Works, regarding brush cutting along secondary roads. In its letter, Waste Check is requesting NS Public Works (NSPW) stop leaving clippings, branches, tree trunks, etc., in roadside ditches as this creates both an unsightly and potentially dangerous condition for residents. A second letter from Waste Check was addressed directly to Municipality, requesting its support in advocating to NSPW for an end to this ongoing practice. At the July 3, 2024, Council-in-Committee meeting, a motion to recommend was made by Council to issue such a letter.
However, since this meeting, NSPW has responded in writing to Waste Check. (See attached)
In light of this response, it is the CAO’s recommendation that Council delay issuing its letter an instead monitor the situation over the coming months, in order to ensure adherence to the practices put forward in the aforementioned letter from the NSPW. Council agreed.
12.3 Motion to Approve Temporary Borrowing Resolution – Clare Health Centre, Fall 2024 Debenture Funding
The Municipality has previously arranged interim funding for the Clare Health Centre expansion. However, long term funding for this project will be secured via the Nova Scotia Department of Finance’s Fall 2024 debenture offering. To apply for this debenture offering, a temporary borrowing resolution must be authorized by Council. To this end, the CAO is recommending Council pass a temporary borrowing resolution not exceeding $7,000,000 for the completion of this project. Council agreed and made the following motion:
MOVED BY Councillor Philippe Gaudet and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare pass a temporary borrowing resolution not exceeding $7,000,000 for the expansion of the Clare Health Centre.
MOTION CARRIED
12.4 Motion to Award Tender – Demolition and Abatement, Clare Veterans Centre
The tender for the demolition and abatement of the Clare Veterans Centre was issued by Bird Construction Company Limited, in their capacity as Construction Manager for this project. A total of five bids were received in response to this tender. Following a detailed review of these bids, Bird Construction is recommending the tender be awarded to the Dexter Construction Company Ltd. in the amount of $336,900 plus HST. 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 accept the proposal from Dexter Construction Company Ltd. for the demolition and abatement of the Clare Veterans Centre in the amount of $336,900 plus HST and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED
12.5 Motion to Approve Funding Request – Replacement Bridges, Belliveau Cove Development Commission
The Belliveau Cove Development Commission (BCDC) has been successful in its application to the Sustainable Communities Challenge Fund (SCCF) for financial assistance with the construction and installation of 5 replacement bridges along the Boardwalk in Belliveau Cove. As part of its funding application, the BCDC referenced a municipal contribution as part of the funding mix. This contribution in the amount of $22,891.16 was not formally discussed with Council beforehand and consequently was not budgeted for as part of the Municipality’s 2024-25 operational budget. This notwithstanding, the Boardwalk is an important and highly used piece of community / recreational infrastructure and while the practice employed by BCDC in this particular case is certainly not recommended, the project itself has considerable merit. That said, it is the CAO’s recommendation that Council approve $22,891.16 as per BCDC’s SCCF application and subsequent letter to Council. Council agreed and made the following motion:
MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Philippe Gaudet that the Council for the Municipality of the District of Clare approve the funding request from the Belliveau Cove Development Commission, in the amount of $22,891.16 for the replacement of five bridges along the boardwalk in Belliveau Cove.
MOTION CARRIED
12.6 Motion to Award Tender – Parking Lot, Transport de Clare
In 2023, the Transport de Clare relocated its offices to the St. Bernard Fire Hall. At the time, there was discussion around the Transport de Clare’s need for dedicated parking space behind the building and a commitment was made by the Municipality to assist in this regard. The Transport has since submitted a bid from a local company to complete the necessary parking lot. However, whereas the building remains under municipal ownership, it is subject to the Municipality’s procurement policy. As such, a minimum of three bids are required (given the expected price point). At this time, the CAO has only received one submission out of the minimum three bids. That being the case, the CAO recommended this item be deferred to the next Regular Council Meeting on September 18, 2024. Council agreed.
12.7 Motion to Accept Proposal – Operational Plans and Monitoring Program, C&D Debris Disposal Site
The Phase 2 Hydrogeological and Surface Water Assessment at the Municipality’s C & D Debris Disposal Site has been completed. The final step for a renewed operating permit from the Nova Scotia Department of Environment and Climate Change involves the completion of needed reporting, operational plans, and monitoring program revisions. EXP. has proposed to complete these items for $20,500 plus HST. Whereas these expenses have already been budgeted for as part of the Municipality’s 2024-25 operational budget, it is the CAO’s recommendation that Council accept this proposal. Council agreed and made the following motion:
MOVED BY Councillor Nadine Comeau and SECONDED BY Deputy Warden Carl Deveau that the Council for the Municipality of the District of Clare accept the proposal from EXP., in the amount of $20,500 plus HST, for the completion of needed reporting, operational plans, and monitoring program revisions for the Municipality’s construction and demolition debris disposal site, in support of its application for a renewed operating permit from the Nova Scotia Department of Environment and Climate Change.
MOTION CARRIED
12.8 Motion to Approve Funding Request – Clare Dog Park Society
The Clare Dog Park Society has applied to the Municipality’s Grants to Organizations Program for assistance with the purchase and installation of fencing. The application is consistent with the terms and conditions of the program. As such, it is the CAO’s recommendation that Council approve $9,438.58 in response to this funding request. Council agreed and made the following motion:
MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Philippe Gaudet that the Council for the Municipality of the District of Clare approve the funding request from the Clare Dog Park Society, in the amount of $9,438.58 for fencing and that these funds be taken from the Municipality’s Grants to Organizations program.
MOTION CARRIED
12.9 Motion to Set Completion Date – Amended List of Electors, 2024 Municipal and CSAP Elections
In preparation for this year’s municipal and school board elections, the Municipality’s Returning Officer, Pam Doucet, has recommended that the official date for the completion of the amended list of electors be set as August 26, 2024. Council agreed and made the following motion:
MOVED BY Councillor Brian Comeau and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare approve that the date for the completion of the amended list of electors for the 2024 municipal and CSAP elections be set to August 26, 2024.
MOTION CARRIED
12.10 Motion to Approve Municipal Tax Write-Off
The property at 146 Isadore Thibeau Road, Grosses Coques (Assessment Account Number 04580249) was damaged by fire on May 18, 2024. It is the practice of Council to refund a pro-rated tax amount in the case of fire. For this specific account, the proposed pro-rated tax write-off is $35.65. 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 approve writing off $35.65 in municipal property taxes for Assessment Account Number 04580249.
MOTION CARRIED
12.11 Motion to Approve Policy – Verbal Abuse Policy
Following multiple incidents of verbal abuse from members of the public directed at municipal staff, a verbal abuse policy has been drafted for Council’s review and consideration. The draft policy has been vetted by the CAO, legal council, the Municipality’s Senior Management Team and its Occupation Health and Safety Committee. Council agreed with the contents of the policy as presented and made the following motion:
MOVED BY Councillor Nadine Comeau and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare accept the new Verbal Abuse Policy as presented.
MOTION CARRIED
12.12 Motion to Approve Purchase – Replacement Pump, Meteghan Wastewater System
One of two super high head pumps at Lift Station 1 of the Meteghan Wastewater System has failed. Both pumps are 20 years old and the lead time for a replacement pump is 12 weeks. The cost to replace the failed pump is $12,916 plus HST. Should the second pump fail, the lift station in question is rendered temporarily inoperable. Given the urgency of the matter and the need to build redundancy within our wastewater system, it is recommended that two super high head pumps be purchased at a cost of $25,832 plus HST. Council agreed and made the following motion:
MOVED BY Councillor Philippe Gaudet and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare approve the purchase of two replacement pumps for the municipal wastewater system in Meteghan, in the amount of $25,832 plus HST and that these funds be taken from the Municipality’s Canada Community-Building Fund Reserve.
MOTION CARRIED
12.13 Dangerous and Unsightly
With Council adjourning until September 4, 2024, the CAO requested permission to pursue the remediation of the following three properties under the Municipality’s Dangerous and Unsightly By-Law:
- 286 d’Entremont Road, Meteghan River
- 903 Maza Road, Bangor
- 903 Riverside Road, New Endinburgh
Permission was granted to the CAO by Council.
13) Closed Session
PROPOSED BY Councillor Nadine Comeau and SECONDED BY Councillor Philippe Gaudet that Council proceed to closed session.
MOTION CARRIED
Topics Discussed:
13.1 Contract Negotiations
13.2 Personnel Matters
PROPOSED BY Councillor Philippe Gaudet and SECONDED BY Councillor Nadine Comeau that Council proceed to the Regular Council Meeting.
MOTION CARRIED
14) Date and Time of the next Regular Council Meeting
Wednesday, September 18, 2024, at 7:00 pm.
15) Adjournment
MOVED BY Councillor Carl Deveau to adjourn the meeting at 8:50 pm.
Submitted by:
Aimélie Comeau
Executive Assistant