September 15, 2021 - Regular Council Meeting

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Municipality of the District of Clare
REGULAR COUNCIL MEETING
Wednesday, September 15, 2021, at 7:00 pm
Meeting held at 1185 Highway 1, Little Brook, NS

PRESENT: Council: Deputy Warden Yvon LeBlanc; Councillors, Nil Doucet, Brian Comeau, Philippe Gaudet, Carl Deveau, Danny Hill, and Eric Pothier
Staff: CAO Stéphane Cyr, Executive Assistant, Ashley Hanks, Communications Officer, Amy Paradis, and Director of Finance, Ginette Cheff
Presenters: Gloria Banks, Grant Thornton LLP
ABSENT:

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

2) Approval of the Agenda

MOVED BY Councillor Danny Hill and SECONDED BY Councillor Carl Deveau that the proposed agenda be approved as circulated.
MOTION CARRIED

3) Declaration of conflict of interest
None declared.

4) Presentations
4.1 2020-2021 Audited Financial Statements – Gloria Banks, Grant Thornton LLP
Gloria Banks presented the 2020-2021 Audited Financial Statements for the Municipality of Clare. (See Attached)

5) Adoption of the Minutes from Previous Council Meetings
5.1 July 21, 2021 – Regular Council Meeting

MOVED BY Councillor Philippe Gaudet and SECONDED BY Councillor Danny Hill that the minutes of the July 21, 2021, Regular Council Meeting be accepted as presented.
MOTION CARRIED

5.2 September 1, 2021 – Council in Committee Meeting

MOVED BY Councillor Eric Pothier and SECONDED BY Councillor Carl Deveau that the minutes of the September 1, 2021, Council in Committee Meeting be accepted as presented.
MOTION CARRIED

6) Business Arising from Previous Meetings
None.

7) Deputy Warden’s Activity Report – Deputy Warden Yvon LeBlanc
August 13 – Attended a virtual meeting of Mayors and Wardens with the Honorable Bernadette Jordan, Minister of Fisheries and Oceans and the Canadian Coast Guard to discuss concerns with respect to public security and enforcement during the federal election, and the transfer of lobster licenses outside the region.

August 15 – Attended a flag raising ceremony at the municipal office.

August 24 – Attended a meeting of the Villa acadienne’s Board of Directors.

September 7 – Attended a meeting of the Municipality’s Audit Committee.

September 11 – Participated in the Mavillette Beach Day, as part of the Communauté francophone accueillante initiative.

September 13 – Attended a virtual meeting of the Waste Check Board of Directors.

September 13 – Participated in the flag raising ceremony at the municipal office, organized by Inclusion Clare, to celebrate Disability Pride Week.

8) Official Statements from Members of Council
None.

9) Correspondence
9.1 Ben Cleveland, Mayor, Town of Digby
The CAO read a letter from Ben Cleveland, Mayor of the Town of Digby (See attached).

Council expressed interest in participating in these meetings as a means of exchanging ideas and exploring different funding opportunities. The CAO will contact the CAO for the Town of Digby, Tom Ossinger, to confirm the Municipality’s participation.

9.2 Adam Dolliver, Executive Director, SHYFT Youth Services
The CAO read a letter from Adam Dolliver, Executive Director of SHYFT Youth Services (See attached).

The Deputy Warden is unable to attend. Councillor Brian Comeau will attend on behalf of the Municipality.

10) CAO Report – Chief Administrative Officer - Stéphane Cyr
The CAO presented his report for the month of September 2021. (See attached)

11) Committee Reports
11.1 Building Permits Report – Councillor Danny Hill
Councillor Danny Hill read the building permit report for the months of July and August.

July 2021

Year	Permits	Construction Value	Year to Date
2020	44	$ 686,260	$ 6,132,6905
2021	25	$ 464,460	$ 37,363,093

August 2021

Year	Permits	Construction Value	Year to Date
2020	41	$ 629,270	$ 6,761,960
2021	27	$ 2,079,000	$ 39,837,093

11.2 Audit Committee Report – Councillor Philippe Gaudet

The Audit Committee met with the auditors (Grant Thornton) on September 7, 2021, to review the Municipality’s 2020-2021 Audited Financial Statements. During this meeting, the auditors highlighted the Municipality’s sound financial position as well as the cooperation they received from both management and staff throughout their audit engagement. The auditors once again gave the Municipality a clean audit opinion. In light of this opinion, the Audit Committee is making the following two recommendations for Council’s consideration:

That the annual operating surplus of $766,304 for the 2020-2021 fiscal year be transferred from the Operating Fund to the Operating Reserve.
That the Municipality of the District of Clare approve the 2020-2021 Audited Financial Statements for the Municipality of the District of Clare, as prepared by Grant Thornton.

12) New Business
12.1 Motion to Transfer $766,304 from the Operating Fund to the Operating Reserve

MOVED BY Councillor Brian Comeau and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare transfer the annual operating surplus of $766,304 for the 2020-2021 fiscal year from the Operating Fund to the Operating Reserve.
MOTION CARRIED

12.2 Motion to Approve the 2020-2021 Audited Financial Statements

MOVED BY Councillor Philippe Gaudet and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare approve the 2020-2021 Audited Financial Statements for the Municipality of the District of Clare, as prepared by Grant Thornton LLP.
MOTION CARRIED

12.3 Motion to Appoint the Returning Officer for the 2021 Special Election (District 7)
Having been elected as the MLA for Clare, Ronnie LeBlanc has submitted his resignation as Councillor for District 7. As such, a date for a special election for District 7 must be set by Council within thirty days of receiving this letter.

In her presentation to Council on September 1, 2021, Pam. Doucet, Director of Community Development, provided a summary of the needed preparations for the special election, including key recommendations and required motions pertaining to:

The appointment of a returning officer
The choice of election date
The type of election
The delegation of approval authority to create the tariff of fees and election expenses
The approval of the polling divisions

Council agreed with the suggestions put forward by Ms. Doucet and made the following motions:

MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Nil Doucet that the Council for the Municipality of the District of Clare appoint Pam Doucet as the Returning Officer for the 2021 Special Election for District 7.
MOTION CARRIED

12.4 Motion to Set the Date for the 2021 Special Election (District 7)

MOVED BY Councillor Eric Pothier and SECONDED BY Councillor Nil Doucet that the Council for the Municipality of the District of Clare set November 20, 2021, as the date of the Special Election for District 7.
MOTION CARRIED

12.5 Motion to Select the Type of Election for the 2021 Special Election (District 7)

MOVED BY Councillor Danny Hill and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare have a hybrid election with electronic voting during the advanced polls, from November 12, 2021, up to and including November 20, 2021, and paper ballots on election day, November 20, 2021.
MOTION CARRIED

12.6 Motion to Delegate Approval Authority – Tariff of Fees and Election

MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare delegate approval authority to the CAO to create the tariff of fees and election expenses.
MOTION CARRIED

12.7 Motion to Approve Polling Divisions for the 2021 Special Election (District 7)

MOVED BY Councillor Eric Pothier and SECONDED BY Councillor Nil Doucet that the Council for the Municipality of the District of Clare approve two polling divisions for the 2021 Special Election for District 7: Poll 7 for all residents and Poll 7A which shall be a mobile poll for the residents of the Foyer Celeste only.
MOTION CARRIED

12.8 Motion to Approve Municipal Flagpole Request – Inclusion Clare
Inclusion Clare has submitted a request to fly the Disability Pride Flag on the community flagpole during the period of September 13^th to September 19^th. Whereas this request satisfies the requirements of the Municipality’s Flag Flying Policy, Council made the following motion:

MOVED BY Councillor Danny Hill and SECONDED BY Councillor Nil Doucet that the Council for the Municipality of the District of Clare approve Inclusion Clare’s request to fly the Disability Pride Flag on the Municipality’s community flagpole, from September 13, 2021, up to and including September 19, 2021
MOTION CARRIED

12.9 Motion to Send a Letter of Support – Far Out Festival
The Far-Out Festival is requesting a letter of support from Council as a part of their application to Canadian Heritage. No funds are being requested from the Municipality. Over the years, the Municipality has provided similar letters to the Far-Out Festival, in support of their efforts to secure financing. Council made the following motion.

MOVED BY Councillor Nil Doucet and SECONDED BY Councillor Philippe Gaudet that the Council for the Municipality of the District of Clare send a letter of support to the Far-Out Festival, as part of their funding application to Canadian Heritage.
MOTION CARRIED

12.10 Motion to Approve Funding – Far Out Festival
The Far-Out Festival has traditionally received municipal funding of $500 to offset the cost of renting the Municipality’s mobile stage. This rental fee is paid directly to Clare Search and Rescue in exchange for setting up and later dismantling the stage. This year, with all the uncertainty surrounding Covid-19, festival organizers did not apply for funding, thinking the festival would almost certainly be cancelled. The last-minute decision to go forward with the festival forced organizers to scramble in making their preparations, including paying the $500 themselves for the stage to ensure its timely installation. With the festival now over, organizers are asking the Municipality to reimburse them for the aforementioned $500 expense. In light of the challenges in organizing this year’s festival, the CAO is recommending Council contribute $500 to the Far-Out Festival to offset the stage rental costs. Council agreed and passed the following motion:

MOVED BY Councillor Eric Pothier and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare contribute $500 to the Far-Out Festival to offset stage rental costs and that these funds be taken from the Municipality’s Operating Reserve
MOTION CARRIED

12.11 Motion to Approve Funding – Société édifice Sainte-Marie de la Pointe
Société édifice Sainte-Marie de la Pointe was recently given a 1-year extension by the Diocese to secure the necessary funds to restore and take ownership of l’Édifice Sainte-Marie. In exchange for this extension, the Society would agree to pay the operating costs for this building, estimated by the Diocese to be $11,500, over this same 12-month period.

The CAO has since been approached by Hector Thibault and Guy LeBlanc, both members of Société édifice Sainte-Marie de la Pointe, as to the possibility of municipal funding assistance to aid in paying these operating costs. Recognizing the cultural and historical importance of this building and the Society’s efforts thus far to ensure its preservation, Council made the following motion:

MOVED BY Councillor Brian Comeau and SECONDED BY Councillor Eric Pothier that the Council for the Municipality of the District of Clare contribute $8,000 to the Société édifice Sainte-Marie de la Pointe as a one-time contribution to help cover operational costs over the next 12 months, as they continue their efforts to restore and preserve the building, and that these funds be taken from the Municipality’s Operating Reserve.
MOTION CARRIED

12.12 Motion to Increase Funding – Track and Field Facility
In light of cost overages stemming from the removal of higher-than-expected volumes of unsuitable material, the CAO is recommending the Municipality increase its funding contribution towards this project from $400,000 to $600,000. For its part, Université Sainte-Anne is also contributing an extra $200,000 towards this project. Council agreed and made the following motion:

MOVED BY Councillor Philippe Gaudet and SECONDED BY Councillor Nil Doucet that the Council for the Municipality of the District of Clare increase its contribution towards its Running Track and Sports Field project from the current amount of $400,000 up to a maximum of $600,000, and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED

13) In Camera Session

Topics Discussed:
13.1 Personnel Matters

PROPOSED BY Councillor Nil Doucet and SECONDED BY Councillor Danny Hill that Council proceed to an In-Camera Session.
MOTION CARRIED

PROPOSED BY Councillor Nil Doucet and SECONDED BY Councillor Danny Hill that Council proceed to the Regular Council Meeting.
MOTION CARRIED

14) Date and time of the next Regular Council Meeting
The next Regular Council Meeting will be held on October 20, 2021, at 7:00 pm.

15) Adjournment
MOVED BY Councillor Nil Doucet to adjourn the meeting at 8:25 pm.

Submitted by:
Ashley Hanks
Executive Assistant