COMMITTEE OF THE WHOLE FOR THE MUNICIPALITY OF THE DISTRICT OF SHELBURNE Committee of the Whole Meeting for the Municipality of the District of Shelburne was held on Monday,, commencing at 5:00 pm in the Council Chambers of the Municipal Administration Building, Shelburne, Nova Scotia. THOSE IN ATTENDANCE WERE: Deputy Warden David Levy Warden Penny Smith Councillor Doris Townsend Councillor Terry McIntyre Councillor Roger Taylor Councillor John Roscoe Councillor Norman Wallet Chris McNeill, CAO ALSO IN ATTENDANCE: Erin Hartley, Director of Corporate Services Adam Dedrick, Director of Parks and Recreation Val Kean, Executive Assistant 1. CALL TO ORDER: The meeting was called to order at 5:00 pm by Deputy Warden Levy. 2. APPROVAL OF AGENDA: Being duly moved and seconded, be it resolved that the Agenda of, be approved, with the following additions: 8(b) Contract Negotiations
3. APPROVAL OF MINUTES: Being duly moved and seconded, be it resolved that the Minutes of July 10, 2017, be approved as circulated. Discussion was held about recording the name of the mover and seconder for each motion. CAO will research and make a recommendation for council discussion at a future meeting. 4. Presentation: (a) Greg Stevens, Regional Senior Fisheries Management Officer Maritimes Region Re: Marine Recreational Fishing License Greg Stevens, Regional Senior Fisheries Management Officer made a presentation to Committee regarding Department of Fisheries and Ocean s proposal to introduce a marine recreational fishing license for groundfish, mackeral and striped bass. Mr. Stevens provided details of the proposed licensing system including feedback from public consultation sessions held throughout the maritime provinces. Discussion was held regarding the option to include more species in the license system, similar licensing models in western Canada, foreign interests in marine licenses and feedback from aboriginal people. It was noted that the goal of imposing a licensing system is to determine how many people are fishing, what species they are catching and what quantities are being caught. Mr. Stevens encouraged Councillors to provide feedback as the period for consultation has been extended to September 18, 2017. Council thanked Mr. Stevens for his presentation. 5. Recreation: (a) Shelburne County Arena 2016-2017 Operating Deficit 5(a)Adam Dedrick, Director of Recreation and Parks presented the Shelburne County Arena 2016-17 Operating Deficit staff report to Committee. A letter was received from the Shelburne County Arena Association on July 20, 2017, outlining the 2016-17 Arena operating budget deficit of $10,689.75, with a request for the Municipality to provide 50% of the funds to cover the deficit in the amount of $5,344.88. The same request was submitted to the Town of Shelburne. For the past two years, the Municipality has contributed $50,000 to the Operating Reserve earmarked for arena capital upgrades for a total of $100,000. In 2016-17, $60,000 of the 2
Reserve was contributed to the Arena for Phase 3 capital upgrades, leaving $40,000 remaining in the Reserve with no further contributions planned. Discussion was held regarding the Arena s operating budget, past deficits and audited financial statements. MOTION: SHELBURNE COUNTY ARENA 2016-2017 OPERATING DEFICIT Being duly moved and seconded, be it resolved that Council of the Municipality of the District of Shelburne provide the Shelburne County Arena Association with $5,344.88 to cover 50% of the 2016-2017 operating budget deficit of $10,689.75. Monies to be allocated from the Operating Reserve Fund 6. Administration: (a) Heritage Advisory By-Law Amendments (b) Shelburne County Community and Business Excellence Awards (c) Municipal Review of Fire Services in Nova Scotia (d) Agreement with Province of Nova Scotia for Three-Year Cost Share for Subdivision Streets (e) Policy 22 Non-Union Staff Salary Administration (f) Policy 23 Non-Union Staff Benefit Coverages (g) Agreement with Milne and Cathy Goulden 6(a) Director of Corporate Services presented the Municipal Heritage Properties Bylaw and Planning and Development Terms of Reference staff report to Committee. Municipal staff have met and reviewed the current Heritage Property By-law and Terms of Reference, which outline the requirements related to Municipal Heritage Properties including Municipal Heritage Registry, Heritage Advisory Committee (HAC), Registration, Deregistration, Alteration and Demolition of Municipal Heritage Properties as well as Council s Authority Currently, the Municipality s HAC meets bi-annually or as required, but doesn t usually have enough active business or files to hold regular meetings. Staff recommend combining any heritage related business with the Planning and Development Committee to streamline inquiries or required actions and improve efficiencies and effectiveness in addressing heritage relate business. 3
MOTION: MUNICIPAL HERITAGE PROPERTIES BYLAW AND PLANNING AND DEVELOPMENT TERMS OF REFERENCE Being duly moved and seconded, be it resolved that Council of the Municipality of the District of Shelburne give first reading of Municipal Heritage Properties By-Law at its regular Council meeting on September 25, 2017. AND that the Council of the Municipality of the District of Shelburne accept the Planning and Development Committee Terms of Reference as amended. 6(b) Director of Corporate Services provided details regarding nomination criteria for the 2017 Shelburne County Community and Business Excellence Awards. Councillors were encouraged to send Mrs. Hartley nominations they may have for any of the five categories; Artisan Entrepreneur Award, Business of the Year (large and small), Exporter of the Year and Rising Star Award. Councillor McIntyre volunteered to sit on the judging committee for the awards. 6(c) CAO presented the Municipal Review of Fire Services in Nova Scotia Final Report to Committee. It was noted that Councillor Taylor and Councillor Townsend attended one of eight consultation sessions held with municipal and fire representatives. Discussion was held regarding the primary issues identified during consultations, the effects training mandates would have on small departments and differences in quality standards between urban and rural departments. It was suggested this report be reviewed by the Fire Advisory Committee to provide Council with feedback and recommendations for any necessary action. 6(d) CAO presented the Agreement with Province of Nova Scotia for Three-Year Cost Share for Subdivision Streets staff report to Committee. Every three years Province of Nova Scotia supplies each municipality in the province with a draft agreement for future cost-sharing of subdivision streets within their municipality. There is no obligation to cost-share on the paving and improvements to any streets in the Municipality during the three-year term of this proposed agreement; it simply provides the mechanism that if Transportation and Infrastructure Renewal and the Municipality agree to pursue certain subdivisions upgrades in our community, the overarching agreement will be in place. MOTION: AGREEMENT WITH PROVINCE OF NOVA SCOTIA FOR THREE-YEAR COST SHARE FOR SUBDIVISION STREETS Being duly moved and seconded, be it resolved that the Council of the Municipality of the District of Shelburne enter into the Cost Share Agreement No. 2018-2019 for the cost- 4
sharing of subdivision streets with the Province of Nova Scotia; AND further that the Warden and Municipal Clerk be authorized to execute this agreement on Council s behalf. 6(e) CAO presented Policy 22 Non-Union Staff Salary Administration staff report to Committee. The proposed Policy 22 provides a salary scale for all current non-union employees, authorization for the Chief Administrative Officer to place any new hire within the appropriate band on the scale according to education, experience, and other qualifications, provides direction on annual increases, merit increases and time off in lieu of overtime. It was noted that regular work hours for non-union employees is 8:30 am to 4:30 pm with no entitlement to overtime pay. Discussion was held regarding potential advancement within the proposed salary scale. MOTION: POLICY 22 NON-UNION STAFF SALARY ADMINISTRATION Being duly moved and seconded, be it resolved that the Council of the Municipality of the District of Shelburne approve Policy 22 respecting Non-Union Staff Salary Administration.. 6(f) CAO presented Policy 23 Non-Union Benefit Coverage staff report to Committee. The proposed Policy 23 provides details of benefit coverages for all non-union staff including pension and medical plan contributions, waiting periods and parameters around vacation entitlements. Discussion was held regarding optional benefit enrollment and personal leave days. MOTION: POLICY 23 NON-UNION STAFF BENEFIT COVERAGES Being duly moved and seconded, be it resolved that the Council of the Municipality of the District of Shelburne approve Policy 23 respecting Non-Union Staff Benefit Coverage. 6(g) CAO presented a funding agreement with Milne and Cathy Goulden to Committee. The purpose of the funding provided by the Goulden s to the Municipality is to transfer and 5
deliver $200,000, to be invested and kept invested, with the annual interest to be used for a program for spaying and neutering cats and dogs. MOTION: AGREEMENT WITH MILNE AND CATHY GOULDEN Being duly moved and seconded, be it resolved that the Council of the Municipality of the District of Shelburne enter into the Agreement with Milne and Cathy Goulden for the administration of a spay and neutering program for cats and dogs in Shelburne County. AND further that the Warden and Municipal Clerk be authorized to execute this agreement on Council s behalf. 7. OTHER: (a) Letter from West Hants Councillor McIntyre (b) UNSM Resolutions Interim Report 2017 (c) Electoral Boundaries Public Meeting (d) Meeting with Minister of Municipal Affairs deferred (e) AquaNor 2017 Mission deferred (f) Regional Enterprise Network (REN) Conference deferred (g) Request to Gate Beaverdam Lake Road 7(a)Councillor McIntyre advised Committee of an item discussed at the last Region 6 Solid Waste Management meeting regarding the trial project which allows the burning of tires for fuel by Lafarge Holcim in Brookfield, NS. The Municipality of West Hants Council recently passed a motion requesting the Province waive the environmental fee charged on new tires so long as the burning of tires for fuel is permitted. Discussion was held regarding the study by Dalhousie stating the above noted burning of tires did not cause adverse effects on the environment. It was noted that more information is needed before Council was comfortable taking a position on this issue. It was agreed that staff would stay informed regarding the results of this trial burning. 7(b) Discussion was held regarding the UNSM Interim Resolutions Report. Councillors agreed the top five resolutions impacting our municipality are doctor shortage, rural internet, roads (particularly gravel roads), designated protected areas (land and marine) and the capped assessment program (CAP). Warden Smith and Councillor Taylor will provide this feedback at the upcoming UNSM meeting. 7(c) CAO advised Committee that the electoral boundaries public meeting was actually a public engagement session on effective electoral representation of Acadians and African Nova Scotians. Discussion was held regarding Council s role in this session and the effects proper representation would have on the electoral boundaries review. It was agreed Warden Smith and the CAO should be present at this session. 6
7(d) This item was deferred. 7(e)This item was deferred. 7(f)This item was deferred. 7(g)CAO presented Committee with a letter received from a Beaverdam resident with concerns about the use of Municipally owned property on Beaverdam Lake. It is requested by the resident that the Municipality erect a gate restricting access to this property. Discussion was held regarding staff s evaluation of the situation, condition of the road accessing the property and potential monitoring options. It was agreed that staff will continue to monitor the area. CAO will advise the resident of Council s discussion. 8. IN CAMERA: (a) Personnel (b) Contract Negotiations MOTION: ENTER IN CAMERA Being duly moved and seconded, be it resolved that the Municipality of the District of Shelburne enter In Camera at 7:16 pm. MOTION: EXIT IN CAMERA Being duly moved and seconded, be it resolved that the Municipality of the District of Shelburne exit In Camera and return to Regular Session at 7:25 pm. 9. ADJOURNMENT: There being no further business, the meeting was adjourned at 7:25 pm. 7
Val Kean Recording Secretary Date David Levy, Deputy Warden Erin Hartley, Director of Corporate Services 8