March 14, 2011

The Committee of the Whole Meeting for the Municipality of the District of Shelburne was held on Monday, March 14, 2011 commencing at 5:00 pm in the Council Chambers of the Municipal Administration Building, Shelburne, Nova Scotia.

THOSE IN ATTENDANCE WERE:

• Warden Sherm Embree
  
• Deputy Warden John Roscoe
  
• Councillor Cathy Holmes
  
• Councillor Ardith VanBuskirk
  
• Kirk Cox, CAO
  
• Penny Smith, Municipal Clerk
  
• Dwayne Carey, Director of Finance
  
• Erin Hartley, Recording Secretary
  
• Emily Tipton, Sustainability Coordinator
  
• Andrew Goreham, Director of Inspection Services

REGRETS:

• Councillor Norman Wallet
  
• Councillor Doris Townsend
  
• Councillor Roger Taylor

ALSO PRESENT:

• Members of the Public

1. CALL TO ORDER:

The Meeting was called to order at 5:00 pm by Deputy Warden Roscoe.

2. APPROVAL OF MINUTES:

Being duly moved and seconded, be it resolved that the Minutes of February 14, 2011 be approved as circulated.

-MOTION CARRIED

3. APPROVAL OF AGENDA:

Being duly moved and seconded, be it resolved that the Agenda of March 14, 2011 be approved with the following additions:

8. (a) Grants Committee
10. (a) Invitations for Council
10. (b) Economic Development Task Force
10. (c) Town of Shelburne approach to new Regional Development Authority

-MOTION CARRIED

5. BUSINESS ARISING FROM THE MINUTES

None

6. MEMBERS OF COUNCIL:

None

7. STAFF REPORTS:

1. Civic Numbering – Private Road Name, East Sable River
   
2. Civic Addressing By-Law C-100
   
3. Public Participation Policy for Planning Documents
   
4. List of Boards and Committees – Membership Review
   
5. Repeal of By-Law #22- Deposit by Candidates at an Election
   
6. Street Lighting Policy
   
7. Write-off Old Accounts
   
8. Financial Report – February 2011
   
9. Amendment to Fees Policy
   
10. Appointment of Development Officers

7. (c)

Emily Tipton, Sustainability Coordinator noted that the Public Participation Policy for Planning Documents is required to move ahead with wind turbine development and can be used for any planning projects.

MOTION: PUBLIC PARTICIPATION POLICY FOR PLANNING DOCUMENTS

Being duly moved and seconded, be it resolved that Committee of the Whole recommend to Council that the staff report regarding Public Participation for Planning Documents be approved, which states that:

The Municipality of the District of Shelburne adopt the proposed Statement of Policy for Public Participation Program Respecting Planning Documents.

-MOTION CARRIED

7. (a)

Andrew Goreham, Director of Inspection Services advised that a subdivision application was received by the Inspection Department. Approval of the road name is required for the subdivision to be completed.

MOTION: PRIVATE ROAD NAME APPROVAL – EAST SABLE RIVER

Being duly moved and seconded, be it resolved that Committee of the Whole recommend to Council that the staff report regarding Private Road Name Approval – East Sable River be approved, which states that:

The Municipality of the District of Shelburne approve the naming of a private lane, Bunny Lane, within the community of East Sable River.

-MOTION CARRIED

Discussion was held regarding the need to review the municipality’s current subdivision by-law including standards for low volume roads and for consistency with our civic numbering by-law in relation to private roads.

MOTION: SUBDIVISION BY-LAW REVIEW

Being duly moved and seconded, be it resolved that staff review and amend the existing Subdivision By-Law.

-MOTION CARRIED

7. (b)

Andrew Goreham, Director of Inspection Services noted that the draft by-law was reviewed at the February APS and a few minor amendments have been made to reflect that discussion.

MOTION: CIVIC ADDRESSING BY-LAW C-100

Being duly moved and seconded, be it resolved that Committee of the Whole recommend to Council that the staff report regarding Civic Addressing By-Law C-100 be approved, which states that:

The Municipality of the District of Shelburne give first reading to the amended Civic Addressing By-Law C-100, at its Council Meeting scheduled for March 28, 2011.

-MOTION CARRIED

4. PRESENTATIONS:

1. Shelburne Count Health Care Recruitment and Retention Committee
   Emily Tipton, Committee Member
   RE: Health Care
   
   
2. Senior Services
   Shawna Symonds, Coordinator
   RE: Annual Update

4. (a)

Emily Tipton, Committee Member of the Shelburne County Health Care Recruitment and Retention Committee gave an update of the Committee’s activities over the past year and their plans for the next year.

Discussion was held regarding committee membership, terms of reference, Shelburne County’s current situation vs. need, recruitment progress for doctors and nurses, creation of a scholarship, finances, budget and volunteers.

Mrs. Tipton requested that the Municipality consider funding this project in the range of $5-7,000 when deliberating their budget. She noted that the Committee will make requests of the Town of Shelburne and Town of Lockeport along with consideration for in kind contributions.

Mrs. Tipton was thanked for her presentation and it was noted how this committee is making a difference in our communities.

7. (d)

Penny Smith, Municipal Clerk advised that the List of Boards and Committees was reviewed at February’s APS Meeting and amendments were made to the list after those discussions. A number of additional changes were noted and the updated list will go to Council to be approved.

7. (e)

MOTION: REPEAL OF BY-LAW #22 – DEPOSIT BY CANDIDATES AT AN ELECTION

Being duly moved and seconded, be it resolved that Committee of the Whole recommend to Council that the staff report regarding Repeal of By-Law #22 – Deposit by Candidates at an Election be approved, which states that:

The Council of the Municipality of the District of Shelburne give first reading to repealing By-Law #22 Deposit by Candidates at an Election, at its Council Meeting scheduled for March 28, 2011.

-MOTION CARRIED

Discussion was held regarding the conditions which need to be met in order to receive a reimbursement of the deposit.

4. (b)

Shawna Symonds, Senior Safety Officer, made a presentation to Committee regarding Senior Services for Shelburne County including friendly visits, check in programs, senior information hotline, low income tax program, bus tours, senior safety, skills development program, website, volunteer recruitment with South West Health and Canadian Red Cross as well as community partnerships.

Discussion was held regarding the visibility and use of the programs being offered, budget and the main issues affecting seniors’ ability to stay in their homes, being health care and transportation.

Ms. Symonds requested funding support of $4,999.15 for 2011/12, which amounts to an annual contribution of $4.25 per senior citizen in the Municipality of Shelburne.

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

7. (f)

MOTION: STREET LIGHTING POLICY

Being duly moved and seconded, be it resolved that Committee of the Whole recommend to Council that the staff report regarding Street Lighting Policy be approved, which states that:

Council approve the attached Street Lighting Policy, as amended.

-MOTION CARRIED

Discussion was held regarding the moratorium, populated areas, lighting for public places, lighting for private roads and the need for lighting to be assessed annually.

7. (g)

Discussion was held regarding a list of items the Director of Finance suggested be written off with no affect to the budget. Councillors expressed concern regarding one item on the list and requested further research be completed to determine if collection procedures are a possibility in this case.

7. (h)

Dwayne Carey, Director of Finance provided an information update for the projection to year end for the current budget. It was noted that the budget is on track and may result in a small surplus. Discussion was held regarding objectives and challenges faced in budgeting, workers compensation and a training session being offered by UNSM for those interested in learning more about municipal finance.

7. (i)

Dwayne Carey, Director of Finance noted that the amended Fees Policy includes the $5.00 renewal fee for a building permit, which has been practiced but was omitted from the policy.

MOTION: AMENDMENT TO FEES POLICY

Being duly moved and seconded, be it resolved that Committee of the Whole recommend to Council that the staff report regarding Amendment to Fees Policy be approved, which states that:

• Schedule “A” of the fees policy be amended to include paragraph (c) which states as follows:
  • Any expired permit may be renewed upon payment of a $5.00 fee, provided that at least one inspection has been carried out by the authority having jurisdiction within a twelve (12) month period either from date of issuance or last renewal date and the building permit renewal application has been completed.

-MOTION CARRIED

7. (j)

Penny Smith, Municipal Clerk advised of the requirement for the appointment of a Development Officer to administer land-use and subdivision by-laws pursuant to the MGA. Andrew Goreham, Director of Inspection Services has experience in this capacity and is willing to take on the role as well as training his assistant, Tina McKay to carry out these duties in his absence.

It was noted that no formal training is required and the new duties will not affect the employees’ salaries.

MOTION: APPOINTMENT OF DEVELOPMENT OFFICERS

Being duly moved and seconded, be it resolved that Committee of the Whole recommend to Council that the staff report regarding Appointment of Development Officers be approved, which states that:

• Andrew Goreham, CRBO and Tina McKay, QBI be appointed as Development Officers for the Municipality of the District of Shelburne pursuant to Section 243 (1) of the Municipal Government Act.

-MOTION CARRIED

8. COMMITTEE REPORTS:

8. (a)

Grants Committee

8. (a)

Councillor VanBuskirk advised that the total requests received in Grant Applications for this year exceeds $60,000; it was noted that the current budget is $40,000.

9. INFORMATION AND OTHER REPORTS:

1. Physical Activity and Community School Coordinator Report (February 2011)
   
2. Assistant to the Director of Recreation and Parks Report (February 2011)
   
3. Recreation and Parks Advisory Committee Meeting Minutes (February 16, 2011)
   
4. Building Inspection Report (February 2011)
   
5. Tourism Manager’s Report (January 2011)

9. (a) This item was noted.

9. (b) This item was noted.

9. (c) This item was noted.

9. (d) This item was noted.

9. (e)

It was noted that a funding request had not yet been received for the Shelburne County Tourism Manager’s position. A presentation has been scheduled for April COW and the CAO noted that a five year funding agreement is in place.

10. ADDED ITEMS:

1. Invitations for Council
   
2. Economic Development Task Force
   
3. Town of Shelburne’s approach to a new Regional Development Authority

10. (a)

The Warden advised that Council has been invited to a number of events. Councillors will determine who attends.

10. (b)

Warden Embree advised that he received a phone call last week stating that there is $100,000 available to be used towards economic development through the economic development task force. It was noted that opinions differ on the best use of these funds in different areas.

10. (c)

The Mayor and a Councillor from the Town of Shelburne met with the Warden and CAO to discuss how the Town wishes to approach a new Regional Development Authority. The Warden suggested that starting with the nine municipal units that have previously comprised SWSDA and if our needs are not met, consider moving to a smaller RDA.

Discussion was held regarding the Province’s preference and funding for all nine units on the South West Shore of Nova Scotia forming an RDA. It was noted that ACOA and the Province are funding a consultant to assist municipalities in establishing an economic development mechanism. It was advised that discussions of developing a RDA are in beginning stages and that an RDA is required to develop and complete projects for this area.

12. MOTION: IN CAMERA

None

MOTION: ENTER “IN CAMERA” SESSION

Being duly moved and seconded, be it resolved that Committee enter into an “In Camera” session to discuss Labour Relations.

-MOTION CARRIED

MOTION: EXIT “IN CAMERA” SESSION

Being duly moved and seconded, be it resolved that Committee exit the “In Camera” session.

-MOTION CARRIED

13. MOTION: ADJOURNMENT

Being duly moved and seconded, be it resolved that there being no further business, the meeting be adjourned at 7:09 p.m.

-MOTION CARRIED