Municipality of the District of Clare
COUNCIL-IN-COMMITTEE MEETING
Wednesday, February 7, 2024, at 7:00 pm
Meeting held at 1185 Highway 1, Little Brook
PRESENT:
Council: Warden Yvon LeBlanc, Deputy Warden Eric Pothier, Councillors Nil Doucet, Danny Hill, Carl Deveau, Nadine Comeau, Brian Comeau and Philippe Gaudet
Staff: CAO, Stéphane Cyr, Executive Assistant, Aimélie Comeau, Director of Finance, Ginette Cheff
Presenters: Shawn Craven – Clare Firefighters Association
ABSENT: Communications Officer, Anique Dugas
1) Call to Order
The Warden called the meeting to order at 7:00 pm.
2) Approval of the Agenda
The CAO asked for the following addition to the agenda:
- 7 E-voting Services Contract
MOVED BY Councillor Danny Hill and SECONDED BY Councillor Carl Deveau that the proposed agenda be approved with the above noted addition.
MOTION CARRIED
3) Declaration of Conflict of Interest.
Councillor Philippe Gaudet declared a conflict of interest with item 4.1 Clare Firefighters Association.
4) Presentations
4.1 Clare Firefighters Association (CFFA) – Shawn Craven, Vice-President
Shawn Craven presented a letter from the CFFA to Council dated February 2, 2024, requesting additional financial support for Medical First Responder (MFR) Training. (
See attached)
The amount requested is based on 6 departments sending 2 members each, at a cost of $400 per member, for a total of $4,800. It should be noted that this in addition to the $7,500 already provided to the CFFA from the Municipality for fire fighting training.
Until recently, MFR training was funded by the Province. This is no longer the case, with individual departments now left to absorb these costs. The Fire Service Association of Nova Scotia (FSANS) is currently lobbying the Province to once again assume these costs.
After much discussion on this issue, it was recommended by the CAO that Council support this request for the 2024-25 fiscal year and that it also support FSANS in its efforts to lobby the Province for incremental MFR funding. Recognizing the value and the importance of MFR services to our community, Council agreed and made the following motion:
PROPOSED BY Councillor Brian Comeau and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare recommend approving $4,800 for MFR training for the 2024-2025 fiscal year, to be distributed evenly among the 6 volunteer departments currently providing the service, based on an allowance of $400 per member and a maximum of 2 members per department:
MOTION CARRIED
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 Roofing, Cape Saint Mary Lighthouse Park
During the last Regular Council Meeting, the Municipality of the District of Clare awarded the tender for needed roof repairs to the lighthouse and picnic shelter at the Cape Saint Mary Lighthouse Park, up to a maximum of $15,000 plus HST, to Kevin Comeau Construction Ltd. However, upon further inspection, additional damaged material was discovered. This damaged material must be removed, and the entire main roof covered with ½’’ select plywood, which in turn increases the cost by roughly $4,000, from $15,000 plus HST to $19,055 plus HST. Council agreed to the proposed increase and made the following motion to recommend:
PROPOSED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Brian Comeau that the Council for the Municipality of the District of Clare recommend increasing the project amount from $15,000 plus HST to $19,055 plus HST for needed roof repairs to the lighthouse and picnic shelter at the Cape Saint Mary Lighthouse Park, and that these funds be taken from the Municipality’s Capital Reserve:
MOTION CARRIED
7) New Business
7.1 Additional Funding Request – Western Counties Regional Library
The Western Counties Regional Library (WCRL) is requesting a 5% increase in operational funding from the Municipality, based on $64,500 per annum. However, the actual funding contributed by the Municipality of Clare is not limited to $64,500, but also includes $15,900 for heat, electricity, repairs, water, snow removal, etc., and $7,280 for janitorial, for a total $87,680. Unfortunately, neither the WCRL nor the Province factors in these additional contributions as part of the overall funding formula.
As for the current founding formula, municipalities were not consulted during its development, but rather imposed a new 5-year funding formula after the fact. By adding additional funding beyond the current formula, it can be argued the Municipality of Clare is sending the message that the formula is a minimum. Furthermore, if a 5-year review is just around the corner (2025-26), it may be in the Municipality’s best interest to wait for the outcome of that process.
The WCRL’s 2023 financial statements do not suggest an organization in financial distress. However, in the absence of additional information, the CAO is recommending this matter be referred to the municipal budget process, to allow further consultation with the WCRL, neighboring municipal units, and if possible, the Province of NS.
7.2 Sponsorship Request – Wharf Rat Rally
The CAO was approached by The Wharf Rat Rally regarding sponsorship opportunities for 2024-25. (See attached)
Given the economic benefits which will accrue to the Municipality of Clare as a result of this event, the CAO is recommending moving forward with the “Spitfire Sponsorship Package” in the amount of $2,500. Council agreed and made the following motion to recommend:
PROPOSED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Philippe Gaudet that the Council for the Municipality of the District of Clare recommend sponsoring the 2024 Wharf Rat Rally in the amount of $2,500.
MOTION CARRIED
7.3 Dangerous and Unsightly – 3232 Highway 1, Belliveau Cove
The Municipality’s By-Law Enforcement Officer is recommending Council order the demolition of the building located at 3232 Highway 1, Belliveau Cove. Based on the Officer’s assessment of the property, including photos of the building in question, the CAO is also recommending this course of action. Should the property owner fail to comply with the directions of the order, the Municipality will carry out the directions as per the powers granted it under the Municipal Government Act. Council agreed and made the following motion to recommend:
PROPOSED BY Councillor Danny Hill and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare recommend the demolition of the building located at 3232 Highway 1, Belliveau Cove and a letter to that effect be sent to the owner.
MOTION CARRIED
7.4 Electronic Access System
The Municipality included $10,000 in its 2023-24 Capital Budget for the purchase and installation of an electronic access system for the municipal office. The bid received from Langsecure Security totaled $10,826 plus HST. The CAO is recommending Council accept the bid despite the slight overage. Council agreed and made the following motion to recommend:
PROPOSED BY Councillor Eric Pothier and SECONDED BY Councillor Nil Doucet that the Council for the Municipality of the District of Clare recommend accepting the bid from Langsecure Security, in the amount of $10,826 plus HST, for the purchase and installation of an electronic access system for the municipal office, and that these funds be taken from the Municipality’s Capital Reserve
MOTION CARRIED
7.5 Property Tax Write-off (Fire Damage)
The property at 49 Blanco Bell Road was destroyed by fire on July 28th of 2023. It is the practice of Council to refund a pro-rated tax amount in the case of fire. Council passed the following motion to recommend moving forward with this process:
PROPOSED BY Councillor Danny Hill and SECONDED BY Councillor Nadine Comeau that the Council for the Municipality of the District of Clare recommend refunding the following tax amount in accordance with the assessment reduction of the Property Valuation Services Corporation for the reason described herein:
Account # Amount Year Reason
00278696 $901.98 2023 Fire Damage
MOTION CARRIED
7.6 Letter of support – Save Our Daycares Campaign
The CAO received a letter of from the president of the Équipe Alphabétisation Nouvelle-Écosse, Liane Roy, requesting the Municipality’s written support for the proposed amendments to Bill C-35 which seek to guarantee long-term federal funding for French daycare services. Council agreed to the request and made the following motion to recommend:
PROPOSED BY Councillor Nadine Comeau and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare recommend writing a letter as part of the Save Our Daycares Campaign, in support of the proposed amendments to Bill C-35 which seek to guarantee long-term federal funding for French daycare services in official language minority communities.
MOTION CARRIED
7.7 E-voting services contract for the October elections
The Municipality of Clare will be offering both e-voting and paper ballot options in the October 2024 municipal election. As was the case in the last municipal election (2020), the procurement process to ensure an e-voting service was led by the Halifax Regional Municipality (HRM) and the terms negotiated as part of this process have been offered to all other municipal units in Nova Scotia interested in offering an e-voting option. The chosen provider for 2024 is Scytl Canada Inc. Both the Returning Officer and the CAO are recommending Council accept the proposal from Scytl Canada Inc. in the amount of $27,510 plus HST. Council agreed and made the following motion to recommend:
PROPOSED BY Councillor Danny Hill and SECONDED BY Councillor Nil Doucet that the Council for the Municipality of the District of Clare recommend accepting the proposal from Scytl Canada Inc. to provide e-voting services for the 2024 Municipal and School Board Elections for the Municipality of the District of Clare, in the amount of $27,510 plus HST.
MOTION CARRIED
8) Questions and Comments from the Public
None.
9) Closed Session
PROPOSED BY Councillor Nil Doucet and SECONDED BY Councillor Nadine Comeau that Council proceed to closed session.
MOTION CARRIED
Topics Discussed:
9.1 Contract Negotiations
9.2 Personnel Matters
9.3 Setting a Minimum Price – Municipal Tax Sales
PROPOSED BY Councillor Nil Doucet and SECONDED BY Councillor Nadine Comeau that Council proceed to the Regular Council Meeting.
MOTION CARRIED
PROPOSED BY Councillor Eric Pothier and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare recommend accepting the proposal from Encompass Surveying & Engineering Ltd. for the legal retracement survey of the property located at 15 Cottreau Road, Little Brook, NS (PID #30033575).
MOTION CARRIED
PROPOSED BY Councillor Danny Hill and SECONDED BY Councillor Nil Doucet that the Council for the Municipality of the District of Clare recommend accepting the proposed amendments to the municipal employee salary scales, for the period commencing April 1, 2024, and ending March 31, 2025, as presented.
MOTION CARRIED
PROPOSED BY Councillor Nadine Comeau and SECONDED BY Councillor Eric Pothier that the Council for the Municipality of the District of Clare approve a funding contribution of $6,672 plus HST as part of its application to the Community ACCESS-Ability Program for the purchase of a covered shelter, accessible picnic tables and a mobi-mat, and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED
PROPOSED BY Councillor Carl Deveau and SECONDED BY Councillor Philippe Gaudet that the Council for the Municipality of the District of Clare write off the outstanding balance on account for AAN 08517126, as of March 2, 2024.
MOTION CARRIED
PROPOSED BY Councillor Eric Pothier and SECONDED BY Councillor Nadine Comeau that the Council for the Municipality of the District of Clare write off the outstanding balance on account for AAN 05166918, as of March 2, 2024.
MOTION CARRIED
9) Date and time of the next Council-in-Committee Meeting
The next Council-in-Committee Meeting will be held on March 6, 2024, at 7:00 pm.
10) Adjournment
PROPOSED BY Councillor Nadine Comeau to adjourn the meeting at 9:53 pm.
Submitted by
Aimélie Comeau,
Executive Assistant