September 18, 2024 - Regular Council Meeting

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Municipality of the District of Clare
REGULAR COUNCIL MEETING
Wednesday, September 18, 2024, at 7:00 pm
Meeting held at 1185 Highway 1, Little Brook, NS

PRESENT: Council: Warden Yvon LeBlanc; Deputy Warden Eric Pothier; Councillors Danny Hill, Philippe Gaudet, Carl Deveau, Brian Comeau, and Nadine Comeau
Staff: CAO Stéphane Cyr, Executive Assistant, Ashley Hanks, Communications Officer, Anique Dugas
Presenters: Jasmine Thibodeau and Gloria Banks, Grant Thornton LLP
ABSENT: Councillor Nil Doucet

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

2) Adoption 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 – 2023-2024 Audited Financial Statements – Jasmine Thibodeau and Gloria Banks, Grant Thornton LLP
Jasmine Thibodeau of Grant Thornton LLP presented the Audited Financial Statements for the 2023-2024 fiscal year (See attached).

5) Adoption of the Minutes from Previous Council Meetings
5.1 July 17, 2024 – Regular Council Meeting

MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Nadine Comeau that the minutes of the July 17, 2024, Regular Council Meeting be accepted as presented.
MOTION CARRIED

5.2 September 4, 2024 – Council in Committee Meeting

MOVED BY Councillor Danny Hill and SECONDED BY Councillor Philippe Gaudet that the minutes of the September 4, 2024, Council in Committee Meeting be accepted as presented.
MOTION CARRIED

6) Business Arising from Previous Meetings
None.

7) Warden’s Activity Report – Warden Yvon LeBlanc
June 26 - Attended a meeting with representatives of the Nova Scotia Department of Natural Resources and Renewals to discuss the staircases at Smugglers Cove Provincial Park and Mavillette Beach.

July 12 - Attended the retirement celebration for Jody Comeau, the Municipality's former Public Works Supervisor.

July 23 - Attended the regular meeting of the Villa Acadienne.

July 28 - Participated in the Festival acadien de Clare parade.

July 29 – Participated in a tour of the Clare Health Centre with the Honourable Tim Houston, Premier of Nova Scotia, and the Honourable Colton LeBlanc, Minister of Service Nova Scotia and Minister of Acadian Affairs and Francophonie.

August 2 - Attended the Belliveau Motors Golf Tournament, a fundraiser for the Clare Health Centre.

August 9 - Met with Mayor Ryan ''Spanky'' Meche and the Louisiana delegation to welcome them to Clare and the CMA 2024.

August 10 - Attended a reception at the CMA 2024 Opening Ceremony to welcome delegates.

August 11 - Attended a Fête de l'Acadie at the Moulin de Bangor.

August 12 - Attended an event sponsored by the Grand réveil acadien and met with members of the tourism department for Lafourche Parish / Louisiana Cajun Bayou.

August 13 - Attended the LeBlanc family reunion at the former Saint-Bernard Church.

August 14 - Attended a reception hosted by the Lieutenant-Governor of Louisiana.

August 15 - Attended the raising of the Acadian flag at the Rendez-vous d'la Baie.

August 15 - Attended a networking session at the economic forum organized by the CDÉNÉ.

August 16 - Participated in a roundtable session organized by Afri-acadie to discuss immigrant retention and population maintenance in the Municipality of Clare.

August 26 - Attended the Villa Acadienne AGM.

September 13 - Attended a meeting of the CDÉNÉ Selection Committee.

September 16 - Attended a meeting of the Municipality of Clare’s Audit Committee.

8) Official Statements from Members of Council
Councillor Philippe Gaudet wished a happy retirement to Odette Gaudet. Ms. Gaudet was a paramedic for 30 years and devoted countless hours to volunteering in her community. Council agreed to send Ms. Gaudet a certificate in recognition of her retirement.

Donna and Simon LeBlanc will be celebrating their 40^th wedding anniversary on September 22^nd. Councillor Phillipe Gaudet wished them both a happy anniversary and asked that a congratulatory certificate be sent in recognition of this milestone. Council agreed.

Joseph and Anna Doucet will be celebrating their 70^th wedding anniversary on September 25^th. Councillor Phillipe Gaudet wished them both a happy anniversary and asked that a congratulatory certificate be sent in recognition of this milestone. Council agreed.

9) Correspondence
9.1 The Honourable Sean Fraser – Minister of Housing, Infrastructure and Communities
The CAO read a letter from the Honourable Sean Fraser, Minister of Housing, Infrastructure and Communities. (See attached)

9.2 Mr. Joseph Feeney – Board Chair, Property Valuation Services Corporation
The CAO read a letter from Joseph Feeney, Board Chair for Property Valuation Services Corporation. (See attached)

9.3 Mrs. Denise Comeau-Desautels – President, Bangor Development Commission
The CAO read a letter from Denise Comeau-Desautels, President of the Bangor Development Commission. (See attached)

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

11) Committee Reports
11.1 Audit Committee – Councillor Philippe Gaudet
The Audit Committee met with the auditors (Grant Thornton LLP) on September 16, 2024, to review the Municipality’s 2023-2024 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 $766,623 for the 2023-2024 fiscal year be transferred from the Operating Fund to the Operating Reserve.
That the Municipality of the District of Clare approve the 2023-2024 Audited Financial Statements for the Municipality of the District of Clare, as prepared by Grant Thornton LLP.

11.2 Building Permits Report – Councillor Danny Hill
Councillor Danny Hill presented the building permits report for the months of July and August.

July 2024

Year	Permits	Construction Value	Year to Date
2023	24	$ 715,000	$ 14,056,270
2024	20	$ 1,505,980	$ 8,304,015

August 2024

Year	Permits	Construction Value	Year to Date
2023	26	$ 1,122,220	$ 15,178,490
2024	9	$ 4,159,040	$ 12,463,055

11.3 Waste Check – Councillor Carl Deveau
The Waste Check Committee met on September 10^th in Yarmouth.

Waste Check has been receiving several requests for new and/or replacements bins. As such, an order for new bins will be placed shortly. Driving this demand is the old age of the existing bins and the increase focus on proper sorting of organic waste, stemming for the elimination of the opaque (i.e.., black) garbage bags.

Waste Check will be hiring two additional staff members.

As a region, Waste Check is seeing an increase in blue bags going to Valley Waste. This is welcomed news and suggests residents are taking the time to sort their recyclables.

12) New Business
12.1 Motion to Transfer from the Operating Fund to the Operating Reserve

MOVED BY Councillor Philippe Gaudet and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare transfer the annual operating surplus of $766,623 for the 2023-2024 fiscal year from the Operating Fund to the Operating Reserve.
MOTION CARRIED

12.2 Motion to Approve the 2023-2024 Audited Financial Statements

MOVED BY Councillor Philippe Gaudet and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare approve the 2023-2024 audited financial statements for the Municipality of the District of Clare, as prepared by Grant Thornton LLP.
MOTION CARRIED

12.3 Motion to Award Tender – Parking Lot, Transport de Clare
In 2023, the Transport de Clare relocated its offices to the St. Bernard Fire Hall. At the time, there was discussion around the Transport de Clare’s need for dedicated parking space behind the building and a commitment was made by the Municipality to assist in this regard. Since then, an invitational tender was issued, and three bids were received for the completion of the necessary parking lot. Following a review of these bids with the Transport de Clare, it is the recommendation of the CAO that Council accept the proposal from Spec Resources Inc. in the amount of $8,735 plus HST. Council agreed and passed the following motion:

MOVED BY Councillor Danny Hill and SECONDED BY Councillor Nadine Comeau that the Council for the Municipality of the District of Clare accept the proposal from Spec Resources Inc. for the construction of a new parking lot for the Transport de Clare, to be located behind the St. Bernard Fire Hall, in the amount of $8,735 plus HST and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED

12.4 Motion to Award Tender – Dangerous and Unsightly, 3232 Highway 1 Belliveau Cove
The property at 3232 Highway 1 in Belliveau Cove has been deemed dangerous by both the Municipality’s By-Law Enforcement Officer and Building Inspector. Previous efforts to contact the owner asking that it be torn down and cleaned up have gone unanswered. That being the case, and considering the complaints received from the public regarding this property, an invitational tender was issued for its demolition. A total of four bids were received. Following a review of these bids, it is the recommendation of the CAO that the tender be awarded to Ocean Side Excavating Ltd. in the amount of $6,234 plus HST. Council agreed and made the following motion:

MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Nadine Comeau that the Council for the Municipality of the District of Clare accept the proposal from Ocean Side Excavating Ltd. for the demolition of 3232 Highway 1, Belliveau Cove, in the amount of $6,234 plus HST.
MOTION CARRIED

12.5 Motion to Approve Policy – Comfort Centres and Emergency Shelters
The Municipality has drafted a formal policy pertaining to comfort centres and emergency shelters. The purpose of this policy is to provide both information and clarity regarding the establishment and operation of comfort centres and emergency shelters. The proposed policy closely mirrors the policy adopted and currently employed by the Municipality of Kings REMO and is supported by both the CFFA and the fire departments. Council made the following motion:

MOVED BY Councillor Danny Hill and SECONDED BY Deputy Warden Eric Pothier that the Council for the Municipality of the District of Clare approve the Comfort Centres and Emergency Shelters policy as presented.
MOTION CARRIED

12.6 Motion to Approve Purchase – Generator, Hectanooga Fire Hall
A generator was planned as part of the construction of the new Hectanooga Fire Hall to allow for both the continuation of fire services and the opening of a comfort centre if required, during a power outage or emergency. To this end, quotes totaling $17,745 plus HST were received for the needed purchase and installation of a Generac generator. Municipal staff was anticipating the launch of a provincial funding program to assist with this purchase. However, in the current absence of such a program and with the winter season quickly approaching, it is the recommendation of both the CAO and staff that Council proceed with the purchase and installation of a generator for the Hectanooga Fire Hall. Council agreed and made the following motion:

MOVED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare proceed with the purchase and installation of a generator for the Hectanooga Fire Hall in the amount of $17,745 plus HST, as allocated below, and that these funds be taken from the Municipality’s Canada Community-Building Fund Reserve.

Gittens Electrical Ltd. - $14,895 plus HST
Spec Resources Inc. - $2,250 plus HST
Superior Propane - $600 plus HST

MOTION CARRIED

12.7 Motion to Send Letter to NS Public Works – Crosswalk, Villa d’la Baie
The CAO received a letter from the CEO of the Villa d’la Baie asking for the Municipality’s support for the installation of a crosswalk in front of the Villa d’la Baie, citing resident safety as the impetus for this request. The decision of whether to install a crosswalk lies with NS Public Works. The Department’s internal processes require a letter from the Municipality to initiate the review process. Although there have been previous issues with sidewalks throughout the Municipality which have subsequently resulted in their removal, Council agreed to support the Villa d’la Baie’s request and made the following motion:

MOVED BY Councillor Nadine Comeau and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare send a letter to the Nova Scotia Department of Public Works inquiring as to the possibility of adding a crosswalk in front of the Villa d’la Baie in Meteghan.
MOTION CARRIED

12.8 Motion to Approve Municipal Tax Write-Off – Assessment account number (AAN) 10995019
The Director of Finance informed Council that an error occurred at the Land Registry Office which resulted in an additional tax bill being issued for a property owner. The Land Registry Office has since been advised of the error. However, to correct this error, the Municipality must write-off the amount in question. Council passed the following motion:

MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare write off $255.94 in municipal property taxes for Assessment Account Number 10995019.
MOTION CARRIED

12.9 Motion to Write Letter of Support – Société Acadienne de Clare
The Société Acadienne de Clare is asking Council for a letter in support of their three-year operational funding application to Canadian Heritage. The Municipality had provided the Society with such a letter in 2018 and 2021, in support of their previous applications to Canadian Heritage. Council made the following motion:

MOVED BY Councillor Nadine Comeau and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare write a letter for the Société Acadienne de Clare in support of its operational funding request to Canadian Heritage.
MOTION CARRIED

12.10 Motion to Award Tender – Demolition of Washroom Building, Joseph and Marie Dugas Park
The washroom building at the Joseph and Marie Dugas Park suffered extensive damage as a result of a recent fire and cannot be salvaged. In its current state, the remaining structure poses a potential safety risk to the public and as such must be removed. To this end, an invitational tender was issued by the Municipality. A total of 4 bids were received. Following a review of these bids, it is the recommendation of both the CAO and staff that the tender be awarded to Deveau’s Dirtworks Ltd in the amount of $2,230 plus HST. Council agreed and passed the following motion:

MOVED BY Councillor Philippe Gaudet and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare accept the proposal from Deveau’s Dirtworks Ltd. for the demolition of the washroom building located at Joseph and Marie Dugas Park in the amount of $2,230 plus HST.
MOTION CARRIED

12.11 Request for Decision – Dangerous and Unsightly, 286 d’Entremont Rd., Meteghan River
The property at 286 d’Entremont Road in Meteghan River has been deemed dangerous by both the Municipality’s By-Law Enforcement Officer and Building Inspector. Previous efforts to contact the owner have gone unanswered. That being the case, it is the recommendation of the CAO and staff that it be torn down in accordance with the Municipality’s Dangerous and Unsightly Premises By-Law. Council agreed and made the following motion:

MOVED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Brian Comeau that the Council for the Municipality of the District of Clare authorize the demolition of the house and garage located at 286 d’Entremont Road, Meteghan River, in accordance with the Municipality’s Dangerous and Unsightly Premises By-Law.
MOTION CARRIED

12.12 Motion to Approve Purchase –Air Conditioning and Air Handling Unit, Municipal Office
One of the four air conditioning units in the municipal office is no longer functional and cannot be repaired. All four units are original to the building and have exceeded their reasonable life expectancy. Whereas the cost to replace this unit was not planned for in the Municipality’s 2024-2025 operational or capital budgets, the CAO is requesting Council’s approval to purchase a new air conditioning and air handling unit from Acadian Refrigeration Ltd., in the amount of $11,053 plus HST, with the understanding that the remaining 3 units will be scheduled for replacement as part of next year’s capital budget. Council agreed and made the following motion:

MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Nadine Comeau that the Council for the Municipality of the District of Clare approve the purchase of an air conditioning and air handling unit for the municipal office from Acadian Refrigeration Ltd. in the amount of $11,053 plus HST and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED

12.13 Motion to Approve Purchase – Portable Washrooms
The Municipality borrowed 6 portable washrooms from the Clare Bluegrass Association in preparation for the CMA 2024 and placed these at the Joseph and Marie Dugas Park. Unfortunately, during a recent fire at the park, 5 of the 6 portable washrooms were destroyed and must now be replaced. Council passed the following motion:

MOVED BY Councillor Philippe Gaudet and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare approve the purchase of five portable washrooms from PolyJohn Canada Inc. in the amount of $7,101.25 (including HST).
MOTION CARRIED

13) Closed Session

PROPOSED BY Councillor Nadine Comeau and SECONDED BY Deputy Warden Eric Pothier that Council proceed to an In-Camera Session.
MOTION CARRIED

Topics Discussed:
13.1 Contract Negotiations

PROPOSED BY Councillor Nadine Comeau 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 Wednesday, October 23, 2024, at 7:00 pm.

15) Adjournment
MOVED BY Deputy Warden Eric Pothier to adjourn the meeting at 9:45 pm.

Submitted by:
Ashley Hanks
Executive Assistant