AUDIT AND PROGRAM SERVICES COMMITTEE MEETING

March 30, 2011

The Audit and Program Services Committee Meeting was held on Wednesday, March 30, 2011 in the 3rd Floor Council Chambers of the Municipal Administration Building, Shelburne, Nova Scotia.

THOSE IN ATTENDANCE WERE:

1.

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

2.

The meeting notes of February 23, 2011 were accepted as circulated.

The following additions were made to the agenda:

9. (b) SWSDA/Seacoast issues
10. (a) Invitations
10. (b) Volunteer Group – SIndHI
10. (c) Councillor Wallet – BLHS activities

5. Emily Tipton, Sustainable Development Coordinator

(a) Sewage Treatment Plant – Verbal Update

5. (a)

Emily Tipton, Sustainable Development Co-ordinator provided an update to Committee regarding the status of two tenders for the Sewage Treatment Plant site. The supply and installation of the lagoon liner system was awarded and the liner has arrived and is being stored in the Industrial Park. The tree clearing contract was awarded to Harlow’s Construction and is nearly complete.

Ms. Tipton noted that the next step is to finish the detailed design and work can start in May 2011. Discussion was held regarding budget, ability to add on if needed, life and size of the lagoon liner, new plant capacity and more sustainable options for treating sewage.

6. Marilyn Johnston, Director of Recreation and Parks

(a) Sun Safety Policy

6. (a)

The Director of Recreation and Parks advised of a long standing practice of her staff that she wished to make policy. The importance of sun safety, in particular the application of sun block at summer camps was discussed, noting the risks of skin cancer and other health issues related to overexposure to the sun.

This policy will be further discussed at the April Committee of the Whole meeting.

3.

Presentation: Anne Sinclair Architect
Anne Sinclair, Architect
Re: Building Feasibility Study Results

Anne Sinclair presented the Municipal Administration Building Feasibility Study results to Council on behalf of her team of consultants and engineers.

Ms. Sinclair reviewed the results of the study outlining the goals, research and analysis, proposed programme, site selection, design options, costing and projections.

Discussion was held regarding the goal of the Municipality to create a well designed, sustainable and cost effective facility which can provide residents with one stop shopping.

In order to make recommendations on how to move forward with this possible project, the following work was done:

• site visits resulting in condition reports;
  
• review of existing documentation, energy data, previous reports;
  
• interviews with building occupants and prospective tenants;
  
• integrated team session with client to set sustainability goals and approach;
  
• evaluation of potential sites to determine which sites meet the needs of the organizations and the citizens they serve;
  
• development of programme of space needs;
  
• concept designs for two options;
  
• energy modeling for each option; and
  
• preliminary construction cost estimates for each option.

Overall, the main conclusion from these studies is that the current facility is not functioning well for its purposes. Additional, well designed space is required to solve the issues. Two options were discussed to increase productivity for occupants as well as users, which included renovation and expansion of the existing building as well as construction of a new facility.

Discussion was held regarding both suggested options as well as other possibilities. It was noted that the next step would be preparation of a staff report on this issue for further discussion and exploration.

Ms. Sinclair was thanked for her presentation and left the meeting.

4.

Presentation: Health Care
Blaise MacNeil, CEO South West Health
Re: Health Care – Update

Blaise MacNeil, CEO of South West Health along with a number of staff members spoke with Committee regarding health care in our area. Discussion was held regarding physician recruitment and retention, Roseway Hospital and Medical Clinic updates and renovations, views on the pending budget, the number of District Health Authorities in the Province, kidney dialysis, electronic medical records, funding proportions being determined by services and not population as well as working with high school students to make medical profession options and assistance known to them.

Mr. MacNeil and staff were thanked for their information and left the meeting.

7. Dwayne Carey, Director of Finance

7. (a)

The Director of Finance advised that DOTIR will be setting up traffic counts in our region. It was noted that if specific areas are wished to be targeted there is an additional cost per location. It was agreed that no action be taken on this matter.

8. Penny Smith, Municipal Clerk

(a) Action List
(b) Budget Meeting Dates

8. (a)

The Action List was reviewed. Discussion was held regarding tax sale proceedings, Joint Services Board agreement and LED Street Lighting.

8. (b)

Budget meeting dates were scheduled for April 27th, May 3rd and 4th, all beginning at 5:00 pm.

9. Kirk Cox, Chief Administrative Officer

(a) New RDA Consultant
(b) SWSDA/Seacoast Update

9, (a)

The CAO gave a brief update on the status of regional development authority discussions in our area. He noted that the province is paying for a consultant for development of a regional RDA.

Discussion was held regarding a number of units researching a smaller RDA of one or two partnering municipalities, structure, mandate, funding, projects as well as Council input.

9. (b)

10. Council Information/Updates

(a) Invitations
(b) Volunteer Group - SIndHI
(c) Councillor Wallet – BLHS Activities

10. (a)

The Warden noted invitations to an RCMP Dinner and Gala as well as to the Tri-County Regional School Board’s AGM. Councillors will advise if interested in attending.

10. (b)

The Warden advised that he has been attending meetings of a new volunteer group called Seniors Independent Housing Initiative (SIndHI), which is currently undertaking a needs analysis survey. It was noted that this initiative relates to goal 4.2 of our ICSP.

10. (c)

Councillor Wallet provided an update on the Black Loyalist Heritage Society’s project. Discussion was held regarding fundraising, funding, museum designation and employment opportunities. It was noted that a letter will be sent to the Municipality requesting financial support.

11. Committee Reports

None

12. Adjournment

The meeting was adjourned at 7:56 pm.