Municipality of the District of Clare
COUNCIL-IN-COMMITTEE MEETING
Wednesday, September 6, 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, Carl Deveau, Brian Comeau, and Nadine Comeau
Staff: CAO, Stéphane Cyr, Executive Assistant, Ashley Hanks, Communications Officer, Anique Dugas, Director of Finance, Ginette Cheff
Presenters: David Cvet, Atalanta Hospice Society
ABSENT:
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:
- 7.15 Boule acadienne – Reallocation of Funding
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.
None.
4) Presentations
4.1 Fundy Hospice Initiative - David Cvet, Atalanta Hospice Society
David Cvet presented the Atalanta Hospice Society’s Fundy Hospice Initiative. (
See attached)
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 Tender – Supply and Installation of Heat Pumps at Cultural Hub
At present, the Cultural Hub is heated using electric baseboard heaters. The proposed switch to heat pumps is considered more environmentally friendly, more cost effective, and is a much-needed improvement in terms of tenant comfort (i.e., availability of air conditioning).
Despite the tender being advertised throughout our traditional channels, Acadian Refrigeration Ltd. (out of Comeauville) was the sole bidder. The tender asked the bidders to break down their bids between the first and second floor, knowing that this is an older building and that each floor may require its own solution.
A total of $30,000 in gas tax was included in this year’s capital budget for this project, based on the report received from NS Efficiency. Unfortunately, the report from NS Efficiency didn’t take into account the fact that the building doesn’t have any heating ducts. That said, the bid from Acadian Refrigeration came in as follows:
- $16,398 for the first floor - 4 mini-splits, more efficient that the current baseboard heaters, no need for ductwork or fire dampers
- $38,301 for second floor – large commercial unit in the attic with ductwork to CIFA and EMO, unit contains backup electric heater which will allow for the removal of some baseboard heaters (if not all) on the second floor.
The combined total for these two floors is $54,699 however, NS Efficiency has confirmed that the Municipality is pre-approved for a rebate of $14,224, bringing the net amount payable for this project to $40,475. HST is not a factor as the Municipality receives a 100% rebate in this case.
As such, the CAO recommended Council move forward and accept the bid from Acadian Refrigeration Ltd. The Municipality has the funds available under gas tax and doing so now would allow it to wrap up this small project in its entirety this fiscal, rather than spread it out over 2 (or more) years – risking further price increases and/or tenant displeasure. Council agreed and made the following motion to recommend:
PROPOSED BY Councillor Carl Deveau and SECONDED BY Deputy Warden Eric Pothier that the Council for the Municipality of the District of Clare recommend accepting the proposal from Acadian Refrigeration Ltd. for the supply and installation of heat pumps at the Cultural Hub, in the amount of $54,699 plus HST and that these funds be taken from the Municipality’s Canada Community-Building Fund Reserve.
MOTION CARRIED
7.2 RFP – Project Management Services, Sunset Road Sewer Extension
As part of its funding contribution towards this project, Infrastructure Canada requires the Municipality hire a third-party project manager. This is a standard clause which applies to all successful funding recipients. That said, the Municipality issued a tender for project management services which closed on August 25, 2023. A total of 7 bids were received. Following a review of the bids, the CAO recommended that Council accept the bid from Grey Cardinal Management Inc. in the amount of $31,524 plus HST. Council agreed and made the following motion to recommend:
PROPOSED BY Councillor Brian Comeau and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare recommend accepting the proposal from Grey Cardinal Management Inc. for project management services for the Sunset Road sewer extension, in the amount of $31,524 plus HST.
MOTION CARRIED
7.3 Letter of Support – Société Nationale de l’Acadie
On August 30, 2023, the Warden and CAO met with the Consul General of France and representatives from la Société Nationale de l’Acadie (SNA). During this meeting, the SNA raised the recent decision by Canadian Heritage to discontinue its funding support for la Fête Nationale de l’Acadie. Traditionally, the SNA received $500,000 from Canadian Heritage for this celebration, a portion of which (roughly 50%) was used to fund a signature event, with the remainder distributed to individual Acadian communities to help fund their own events / celebrations. The SNA is quite vocal in its objection to this decision and has asked for a letter from Council in support of its efforts to have this funding reinstated. Council agreed with this request and made the following motion to recommend:
PROPOSED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Nil Doucet that the Council for the Municipality of the District of Clare recommend sending a letter to the Minister of Canadian Heritage requesting it permanently reinstate the Celebrate Canada Fund ($500,000) in support of National Acadian Day and Acadian events across the country.
MOTION CARRIED
7.4 Municipal Tax Write-Off – PID 30039101
PID 30039101 had two houses on it. The smaller of the two has recently been demolished and the larger house is being sold. In order to properly update the tax account in preparation for the new buyers, the sellers are asking Council to write off the outstanding amount related to the smaller house, as it was added to the account post demolition. 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 writing off $434.73 in taxes for PID 30039101.
MOTION CARRIED
7.5 Provincial – Municipal Service Exchange Agreement
The CAO circulated information to Council on the proposed Municipal Service Exchange Agreement which is currently being negotiated between NSFM and the Province of NS. At first glance, the proposed agreement is a positive step forward for the Municipality, highlighted by an increase to the Municipal Financial Capacity Grant, new access to infrastructure funding, and significant savings related to corrections and housing. That said, the discussion on funding for roads remains ongoing and has generated much interest and some concern from municipal units across the province. The CAO will continue to advise Council as negotiations progress.
7.6 Funding Request – Bangor Mill Museum
The CAO read a letter from the Bangor Mill Museum (see attached). Council sees great value in this project and made the following motion to recommend:
PROPOSED BY Councillor Carl and SECONDED BY Councillor Brian Comeau that the Council for the Municipality of the District of Clare recommend awarding an additional $10,000 to the Bangor Development Commission for needed repairs to the dam and that these funds be taken from the Municipality’s 2023-24 Grants to Organizations funding.
MOTION CARRIED
7.7 Funding Approval – Heat Pump, Council Chambers
The old AV equipment in the Council chambers had to be replaced due to the room having little to no air circulation and overheating the system. In order to avoid this same situation with the new AV system, the Municipality’s supplier strongly recommended the installation of a heat pump to better regulate temperature and air flow. Cost estimates were requested from local providers with only one company, Acadian Refrigeration Ltd., providing a quote. Whereas the heat pump is necessary in protecting the Municipality’s sizeable investment in new AV equipment, the CAO recommended accepting the quote from Acadian Refrigeration Ltd. in the amount of $4,982 plus HST. Council agreed and made the following motion to recommend:
PROPOSED BY Councillor Carl Deveau and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare recommend accepting the proposal from Acadian Refrigeration Ltd. for the supply and installation of a heat pump in the Council Chambers, in the amount of $4,982 plus HST, and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED
7.8 Meteghan Wastewater Treatment Plant (WWTP)
The Meteghan Wastewater Treatment Plant was struck by lightning. Although the plant remains operational, a number of components were damaged and are in need of replacement. Staff is currently assessing the extent of the damage. The CAO will advise Council of the full extent of the damage, including the cost to repair said damage, once these details are known.
7.9 RFP – Videography for Gran-Fondo Baie Sainte-Marie
An RFP was issued for videography services for the Gran-Fondo Baie Sainte-Marie. A total of ten bids were received. After careful review of the bids, it is the recommendation of both staff and the CAO that Council accept the proposal from Ghostjunk Studios in the amount of $6,000 plus HST. Council agreed and made the following motion to recommend:
PROPOSED BY Councillor Nadine Comeau and SECONDED BY Councillor Philippe Gaudet that the Council for the Municipality of the District of Clare recommend accepting the proposal from Ghostjunk Studios for videography for the 2023 Gran Fondo Baie Sainte Marie, in the amount of $6,000 plus HST.
MOTION CARRIED
7.10 RFP – Research for Interpretive Panels
An RFP was issued to conduct research which will inform the content of 40 interpretive panels, as part of the Clare & Argyle Acadian Tourism Development Project. The budget for this research and content development piece is $15,000. Denise Saulnier Design submitted the only proposal in response to this RFP, in the amount of $14,750 plus HST. Following a review of the bid, it is the recommendation of both staff and the CAO that Council accept the proposal from Denise Saulnier Design, subject to confirmation of project funding. 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 Denise Saulnier Design for the research of interpretative panels, as part of the Clare & Argyle Acadian Tourism Development Project, in the amount of $14,750 plus HST.
MOTION CARRIED
7.11 RFP – Design of Interpretive Panels
An RFP was issued for the design of 40 interpretive panels, as part of the Clare & Argyle Acadian Tourism Development Project. The budget for this design work is $40,000. A total of seven bids were received. After careful review of the bids, it is the recommendation of both staff and the CAO that Council accept the proposal from Chris Abbott in the amount of $36,859, subject to confirmation of project funding. Council agreed and made the following motion to recommend:
PROPOSED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare recommend accepting the proposal from Chris Abbott for the design of interpretative panels, as part of the Clare & Argyle Acadian Tourism Development Project, in the amount of $36,859.
MOTION CARRIED
7.12 RFP – Filming and Production of Video Vignettes
An RFP was issued for the filming and production of 40 video vignettes, as part of the Clare & Argyle Acadian Tourism Development Project. The budget for this design work is $41,000. A total of 18 bids were received. After careful review of the bids, it is the recommendation of both staff and the CAO that Council accept the proposal from Greenlight Studios Ltd. in the amount of $32,000 plus HST, subject to confirmation of project funding. Council agreed and made the following motion to recommend:
PROPOSED BY Councillor Carl Deveau and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare recommend accepting the proposal from Greenlight Studios Ltd. for filming and production of video vignettes, as part of the Clare & Argyle Acadian Tourism Development Project, in the amount of $32,000 plus HST.
MOTION CARRIED
7.13 Tender – Biosolid Disposal, Meteghan Wastewater Treatment Plant
The Wastewater Treatment Plant in Meteghan uses geotubes as part of its treatment system. Once the geotubes are full, they are transported to the municipal transfer station and the contents are land applied. To this end, a tender was issued for biosolid disposal. A total of three bids were received. Following a review of the bids, it is the recommendation of both the CAO and the Public Works Supervisor that Council accept the bid from Spec Resources Inc. in the amount of $5,100 plus HST. Council agreed and made the following motion to recommend:
PROPOSED BY Councillor Carl Deveau and SECONDED BY Councillor Nadine Comeau that the Council for the Municipality of the District of Clare recommend accepting the proposal from Spec Resources Inc. for the disposal of biosolids, in the amount of $5,100 plus HST.
MOTION CARRIED
7.14 Letter of Support – Clare Bluegrass Association
The Clare Bluegrass Association is applying to the New Horizons for Seniors Program for funding to purchase new portable toilets and a six-person golf cart to transport individuals with mobility issues. As part of its application, the Association is requesting a letter of support from the Municipality. As evidenced by the support previously granted the organization, Council is very supportive of the Clare Bluegrass Association and made the following motion to recommend:
PROPOSED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Nadine Comeau that the Council for the Municipality of the District of Clare recommend sending a letter to the Clare Bluegrass Association in support of their application to the New Horizons for Seniors Program.
MOTION CARRIED
7.15 Boule acadienne – Reallocation of Funding
Boule acadienne was awarded $1,529 for maintenance to the bocce ball court in Belliveau Cove. However, rather than use these funds, the club was able to complete the necessary work via donations and in-kind contributions. That being the case, Boule acadienne is requesting Council reallocate the $1,529 in funding to allow the club to purchase equipment (i.e., 10 kits) that can be used to play bocce ball indoors (i.e., in school gymnasiums, community centres, etc.), thus extending the season and fostering greater interest in the sport. Council was supportive of the proposed reallocation of funds 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 allowing the Club de pétanque – La boule acadienne to reallocate the previously granted $1,529 in municipal funding towards the purchase of indoor bocce ball equipment.
MOTION CARRIED
8) Questions and Comments from the Public
Representatives from the Bangor Mill Museum thanked Council for their support and advised them of an upcoming fundraiser on September 24, as well as a supper on October 24, in support of the Mill.
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 Acquisition and Sale of Municipal Property
9.3 Personnel Matters
PROPOSED BY Councillor Nadine Comeau and SECONDED BY Councillor Danny Hill that Council proceed to the Regular Council Meeting.
MOTION CARRIED
PROPOSED BY Councillor Nadine Comeau and SECONDED BY Deputy Warden Eric Pothier that the Council for the Municipality of the District of Clare recommend sending a letter to the Honourable Tory Rushton, Minister of Natural Resources and Renewables, respectfully requesting the divestiture of the Smugglers Cove Provincial Park from the Province of NS to the Municipality of Clare.
MOTION CARRIED
10) Date and time of the next Council-in-Committee Meeting
The next Council-in-Committee Meeting will be held on October 4, 2023, at 7:00 pm.
11) Adjournment
PROPOSED BY Councillor Nil Doucet to adjourn the meeting at 9:35 pm.
Submitted by:
Ashley Hanks,
Executive Assistant