Municipality of the District of Clare
COUNCIL-IN-COMMITTEE MEETING
Wednesday, July 5, 2023, 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, Philippe Gaudet, and Nadine Comeau
Staff: CAO, Stéphane Cyr, Executive Assistant, Ashley Hanks, Communications Officer, Anique Dugas, Director of Finance, Ginette Cheff
Presenters:
ABSENT: Councillors Carl Deveau and Brian Comeau

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

2) Approval of the Agenda 
The CAO asked that the following item be added to the agenda:

• 7.6 Tender – Installation of 2" Pressure Sewer Line by Horizontal Drilling

MOVED BY Councillor Nadine Comeau and SECONDED BY Councillor Danny Hill that the proposed agenda be approved with the above noted addition.
MOTION CARRIED

3) Declaration of Conflict of Interest.
None.

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
None.

7) New Business
7.1 Request for Proposal – Municipal Planning Strategy and Land Use By-law
To comply with the new, mandatory provincial planning requirements, Council has agreed to a joint municipal planning effort with the Municipality of the District of Shelburne. Similar planning exercises conducted elsewhere in the Province have cost in the range of $250,000. In order to help offset this expense, the Municipalities of Clare and Shelburne have submitted a joint application to the NS Department of Municipal Affairs and Housing (DMAH), under its Municipal Innovation Program (MIP), for 75% of eligible project costs up to a maximum of $175,000. The remaining 25% or $75,000 will be shared equally between the two participating municipal units. Whereas neither municipal unit has a municipal planner on staff, the proposed approach is believed to be the most efficient and cost effective to achieve compliance. To this end, the Municipalities have issued a request for proposals. A total of four proposals were received. Following a review of the proposals by both the CAO and Director of Community Development, and in discussion with the Municipality of the District of Shelburne, it is recommended that Council accept the bid from Stantec in the amount of $181,129 plus HST. Council agreed and made the following motion to recommend:

PROPOSED BY Councillor Philippe Gaudet and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare recommend accepting the proposal from Stantec for the Municipal Planning Strategy and Land Use By-law, in the amount of $181,129 plus HST.
MOTION CARRIED

7.2 Capital Investment Plan (CIP) 2023-2028
The CAO presented the Municipality’s proposed 5-year Capital Investment Plan (2023-2028) for Council’s review and consideration.

This annual document must be approved via motion of Council and submitted to the Province of Nova Scotia no later then September 30, 2023. The plan itself is subject to change should new project opportunities present themselves or if a decision is made to no longer move forward with a specific project. Council was supportive of the proposed plan. Following minor revisions, a formal motion to accept the plan will be made at the July 19^th Council meeting.

7.3 Wentworth Lake Park
The tender for the Parking Lot and Trail Improvements at Wentworth Lake Park generated two bids.  Unfortunately, both bids far exceeded the available project budget. In an effort to move the project forward in a timely fashion, the CAO and staff have worked with the low bidder, Deveau’s Dirtworks Ltd., to identify potential costs savings without sacrificing project deliverables. Three options have been put forward for Council’s considerations. Whereas the remainder of this discussion pertains to contract negotiations, the CAO requested it be moved to closed session. Council agreed.

7.4 Municipal Donation – We Rise Again Fund - Shelburne County
In lieu of fireworks this year, the Municipality will be donating $3,500 to the We Rise Again Fund, in support of those impacted by wildfires in Shelburne County. In order to do so, a motion is required to reallocate those funds. Council agreed and made the following motion to recommend:

PROPOSED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare reallocate its fireworks budget of $3,500 to the We Rise Again Fund, in support of those impacted by wildfires in Shelburne County.
MOTION CARRIED

7.5 Letter – Société acadienne de Clare
The Société acadienne de Clare is writing a letter to the Minister of Community Services requesting the Sub-Office for Employment Support and Income Assistance / Child and Youth Strategy Welfare, located on the Peter Dugas Road, be opened during regular working hours and staffed with employees who are fluently bilingual. At present, the office is open by appointment only and not always able to offer French language services. Council has already written to the Minister on two separate occasions regarding this same issue. A draft of the proposed letter was forwarded to Council for review prior to being sent. Council made a few minor recommendations which will be communicated to the Société via the CAO.

7.6 Tender – Installation of 2" sewer line by horizontal drilling
The above noted tender was launched by the Municipality to enable a new housing project on Peter Dugas Road to connect to the municipal wastewater system. A total of two bids were received. Following a review of the bids, both the CAO and the Public Works Supervisor are recommending the tender be awarded to Split Pine Construction Ltd. in the amount of $16,300 plus HST. Council agreed and made the following motion to recommend:

PROPOSED BY Councillor Nadine Comeau and SECONDED BY Deputy Warden Eric Pothier that the Council for the Municipality of the District of Clare recommend accepting the proposal from Split Pine Construction Ltd. for the installation of a 2" pressure sewer line by horizontal drilling on the Peter Dugas Road, in the amount of $16,300 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

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

PROPOSED BY Councillor Danny Hill and SECONDED BY Councillor Nadine Comeau that the Council for the Municipality of the District of Clare recommend awarding the tender for the Wentworth Lake Park Parking Lot and Trail Improvements to Deveau’s Dirtworks Ltd, in the amount of $222,150 plus HST, and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED

PROPOSED BY Councillor Philippe Gaudet and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare recommend increasing its contribution towards the Wentworth Lake Park Trail Improvements Project from $71,155 to $88,355, and that these additional funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED

9) Date and time of the next Council-in-Committee Meeting
The next Council-in-Committee Meeting will be held on September 6, 2023, at 7:00 pm.

10) Adjournment
PROPOSED BY Councillor Nil Doucet to adjourn the meeting at 8:45 pm.

Submitted by
Ashley Hanks,
Executive Assistant