AUDIT AND PROGRAM SERVICES COMMITTEE MEETING

June 22, 2011

The Audit and Program Services Committee Meeting was held on Wednesday, June 22, 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 Roger Taylor
Councillor Doris Townsend
Kirk Cox, CAO
Erin Hartley, Recording Secretary
Val Kean, Waste Diversion Coordinator
Darrell Locke, By-Law Enforcement Officer

REGRETS:
Penny Smith, Municipal Clerk
Dwayne Carey, Director of Finance

1. The meeting began at 5:00 pm, chaired by Warden Embree.

2. The meeting notes of May 25, 2011 were accepted as circulated.

3. The agenda was accepted with the following additions and amendments:
5. (a) will be presented by Val Kean, Waste Diversion Coordinator
6. and 7. will be presented by Kirk Cox, CAO
8. (b) MDS Building
8. (c) National Shipbuilding Strategy
8. (d) Highway 103 Oil Spill

4. Presentations:

None

5. Val Kean, Waste Diversion Coordinator
(a) Solid Waste Management By-Law

5. (a) Val Kean, Waste Diversion Coordinator reviewed the draft amended Solid Waste Management By-Law noting the proposed major changes to the document.

Discussion was held regarding disposal, waste reduction, inspections, responsibility of owners, burning garbage, enforcement and penalties, bag limits, Freon removal, education, condition of green carts, bundling cardboard, time restraints, removal of oil tanks as well as this by-law’s relation to the Municipal Bins Policy.

Ms. Kean will prepare a staff report for July Committee of the Whole that will incorporate this discussion.

8. Kirk Cox, Chief Administrative Officer
(a) SWSDA Bankruptcy Proposal
(b) MDS Building
(c) National Shipbuilding Strategy
(d) Highway 103 Oil Spill

8. (a) Kirk Cox, CAO reviewed documents filed by Grant Thornton on behalf of SWSDA to formally begin bankruptcy proceedings. Discussion was held regarding cash flow, assets, claimants, creditors and the Seacoast Entertainment Arts Property.

It was noted that the bankruptcy proposal allows non-governmental, non-secured creditors (local businesses) to be paid before governmental agencies including the Municipality. It was also noted that the Director of Finance will attend the next meeting where creditors vote on this proposal. The Director of Finance was directed to vote yes to accepting the proposal as is; should there be changes it should come back to Council for review.

6. Kirk Cox, Chief Administrative Officer
(a) SCEEMO Funding
(b) Financial Snapshot – May 31, 2011

6. (a) Kirk Cox, CAO advised that Shelburne County East Emergency Management Organization (SCEEMO) has a funding agreement with municipal units to finance a set budget annually. It was recommended that actual expenses be financed to avoid an unnecessary surplus accumulating. A staff report with the recommended amendments to the SCEEMO funding agreement will be presented at July Committee of the Whole.

6. (b) This item was reviewed.

7. Kirk Cox, Chief Administrative Officer
(a) Action List

7. (a) The Action List was reviewed. Discussion was held regarding policies/by-laws, medical clinic funding, Inter-Municipal Service Agreement and the Director of Finance recruitment process.

8. (b) Kirk Cox, CAO advised that he met with representatives from the Town of Shelburne who advised they would like to discuss partnerships in relation to collaborating in creation of a new municipal building. The CAO stated that the only steadfast condition is that the Town must have their building within the Town of Shelburne limits and are open to exploring options for such a building. The Council suggested the CAO continue with discussions on this topic.

8. (c) It was noted that a National Shipbuilding Strategy will bring an approximately $30 billion initiative and approximately 11,000 jobs to the province. Combat and non-combat yards will take on larger jobs moving smaller operations to rural areas such as the Shelburne shipyard. Council suggested a letter of support be written to endorse economic development, noting that Shelburne has the infrastructure and workforce as well as noting the current high unemployment rate for the area.

8. (d) Kirk Cox, CAO advised that he spoke with a representative from the NS Department of Environment regarding the recent accident on Highway 103 in relation to environmental concerns caused by the oil spill. He noted that there have not yet been, and there is not expected to be, any major environmental impact to waterways. There is an environmental strategy in place to monitor this situation.

9. Council Information/Updates
(a) Dialysis at Roseway Hospital – Councillor Holmes – Deferred to July COW

10. Committee Reports

None

10. Adjournment

The meeting was adjourned at 6:49 pm.