- Audit and Program Services Minutes
AUDIT AND PROGRAM SERVICES COMMITTEE MEETING
February 23, 2011
The Audit and Program Services Committee Meeting was held on Wednesday, February 23, 2011 in the 3rd Floor Council Chambers of the Municipal Administration Building, Shelburne, Nova Scotia.
THOSE IN ATTENDANCE WERE:
- Warden Sherman Embree
- Councillor Norman Wallet
- Councillor Ardith VanBuskirk
- Councillor Cathy Holmes
- Deputy Warden John Roscoe
- Councillor Doris Townsend
- Dwayne Carey, Director of Finance
- Erin Hartley, Recording Secretary
- Kirk Cox, CAO
- Penny Smith, Municipal Clerk
- Marilyn Johnston, Director of Recreation & Parks
REGRETS:
- Councillor Roger Taylor
- Members of the public and the press were also present.
1. The meeting began at 5:00 pm, chaired by Warden Embree.
2. The meeting notes of January 26, 2011 were accepted as circulated.
The following additions were made to the agenda:
8. (a) Barrington Ground Search & Rescue – Invitation
8. (b) Indian Fields – Power Update
8. (c) Eastlink
9. (a) RCMP Advisory Board
9. (b) Heritage Advisory Committee
4. Andrew Goreham, Director of Inspection Services
(a) Civic Addressing By-Law C-100
4. (a)
The Director of Inspection Services reviewed the draft by-law with Councillors, noting that a number of updates had been made including, layout, costs for road signage and private roads. Further discussion on this item will be held at March Committee of the Whole.
6. Dwayne Carey, Director of Finance
(a) Financial Snapshot – January 31, 2011
(b) Low Income Property Tax Exemption Policy
6. (a)
The Director of Finance noted that the revenues and expenses are on track with the projection to year end. A more detailed report will be available in March.
3.
Presentation: Department of Transportation and Infrastructure Renewal
Greg Newell, Area Manager and Benny Acker, Local Supervisor
Re: Road Improvement Priorities and RIM Budget Allocation
Greg Newell, Area Manager and Benny Acker, Local Supervisor from the Department of Transportation and Infrastructure Renewal spoke with Committee regarding budget and the need for road improvements throughout the municipality.
Discussion was held regarding the DOTIR’s 5 year plan for trunks and routes, RIM funding to address minor deficiencies in roads, 3 year paving preservation plan which is an extension of the RIM program to extend the life of roads and the 3 year gravel patching plan.
Conversion to chipped sealed roads, the surface stabilization program, provincial capital programs and prioritization considerations were also discussed. Councillors expressed certain concerns pertinent to their Districts.
Committee noted that at the very minimum all roads should be passable and safe to drive over without damage to a vehicle at any time of the year.
It was stated that although every area has a number of unacceptable road conditions, some of the worst roads in the western area are in Shelburne County, most likely due to the fact that the provincial funding has been allocated to more high traffic areas. Council was encouraged to lobby at the provincial level for their fair share of funding.
Mr. Acker was thanked for his courteous and honest service at the local level. Mr. Newell and Mr. Acker were thanked for their attention and advice on rural road improvements.
5. Emily Tipton, Sustainable Development Coordinator
(a) Wind Energy Development Plan
5. (a)
Emily Tipton, Sustainable Development Co-ordinator presented the Draft Municipal Planning Strategy, the Draft Land Use By-Law and the Draft Public Participation Policy for Planning Documents. These documents, in relation to Wind Energy Development, were reviewed and discussed in detail including uploading of services, special area designation, different scales of wind development, public participation, set back regulations as well as administration fees and support.
It was agreed that the Draft Public Participation Policy for Planning Documents be further discussed at the March Committee of the Whole meeting.
6. (b)
Dwayne Carey, Director of Finance noted that the draft Low Income Property Tax Exemption Policy reflects current practices. It was agreed that the policy be recommended to Council for approval, with further discussions to take place regarding the particulars of the policy during budget deliberations.
7. Penny Smith, Municipal Clerk
- Action List
- 2011 Associations, Boards and Committees – Member Review
- Election Deposit By-Law
- Street Lighting Policy
- LED Lighting
7. (a) The Action List was reviewed.
7. (b)
The Municipal Clerk noted that Council membership on associations, boards and committees was required. Committee went through the list and advised of which committees are no longer functioning as well as the number of representatives appointed to each committee. A revised list will be discussed at the March Committee of the Whole meeting.
7. (c)
The Municipal Clerk advised that 85% of municipal units that responded to our survey charge an election deposit. It was noted that the Municipal Elections Act covers this practice, therefore if Council wishes to apply this to the municipality, the current by-law would be required to be repealed. This matter will be further discussed at the March Committee of the Whole meeting.
7. (d)
The Municipal Clerk presented a draft Street Lighting Policy for discussion, which included decreased lighting, removal and relocation, maintenance and repairs, annual assessment and the current moratorium. Various suggestions were made and a revised draft policy will be discussed at the March Committee of the Whole meeting.
7. (e)
The Municipal Clerk presented a recommendation that a comprehensive Request for Proposal be prepared for the possible implementation of LED Street lighting in the Municipality. Discussion was held including lifespan, warranty, maintenance, efficiency targets, replacement costs, discussion with other units that have implemented this lighting, competitive contracting and NSPI rates.
It was agreed that staff develop a Request for Proposals and bring back to a future meeting for further discussion.
8. Council Information/Updates
- Barrington Ground Search and Rescue - Invitation
- Indian Fields – Power Update
- Eastlink
8. (c)
Councillor VanBuskirk noted that the Eastlink internet service has been inadequate in her area and other Councillors are having the same issues. It was noted that staff have been in contact with Eastlink and are trying to obtain information.
9. Committee Reports
- RCMP Advisory Board
- Heritage Advisory Committee
9. (a)
Councillor VanBuskirk noted that Sgt. Barry MacLellan, RCMP Shelburne Detachment is working on next year’s strategic plan; Councillors were encouraged to submit any input to Councillor VanBuskirk or Councillor Wallet.
Discussion was held regarding the Crown Attorney’s Office, noting that service delivery is suffering due to the lack of a local Crown Attorney. It was noted that a number of domestic abuse cases were dropped due to the lack of representation and resources. It was stated that the service has been dysfunctional and inconsistent for the past six weeks.
The Chair of the Board and Council will write a letter to the Minister of Justice to express these concerns.
Discussion was also held regarding the possibility of the Town of Shelburne and the Municipality of Shelburne combining RCMP contracts.
9. (b)
Councillor VanBuskirk gave a brief update on the Heritage Advisory Committee meeting including railroad station signage depicting former station location that have been vandalized as well as historical community boundary concerns.
8. (b)
Councillor Holmes noted that the residents of Indian Fields received letters from the MLA regarding the local power project. Councillor Holmes expressed cost concerns.
8. (a)
An invitation was received from Barrington Ground Search & Rescue to their appreciation night on March 5th on Sherose Island. Councillors are unable to attend; staff will send regrets.
10. Adjournment
The meeting was adjourned at 8:09 pm and Council met in camera to discuss personnel and legal matters.
|
