REGULAR SESSION OF THE 49TH COUNCIL

OF THE

MUNICIPALITY OF THE DISTRICT OF SHELBURNE

November 23, 2009

The Regular Session of the 49th Council of the Municipality of the District of Shelburne was held on Monday, November 23, 2009 commencing at 5:00 p.m. in the Council Chambers of the Municipal Administration Building, Shelburne, Nova Scotia.

THOSE IN ATTENDANCE WERE:

• Warden Sherm Embree
  
• Deputy Warden John Roscoe
  
• Councillor Doris Townsend
  
• Councillor Norman Wallet
  
• Councillor Cathy Holmes
  
• Councillor Ardith VanBuskirk
  
• Kirk Cox, CAO
  
• Lydia Deinstadt, Recording Secretary
  
• Dwayne Carey, Director of Finance
  
• Marilyn Johnston, Director of Recreation & Parks

REGRETS:

Councillor Roger Taylor

1. CALL TO ORDER:

The Regular Session of Council was called to order at 5:00 p.m.

2. BLESSING:

Warden Sherman Embree led Council in repeating the Lord's Prayer.

3. PROCLAMATIONS:

None

4. APPROVAL OF MINUTES - October 26, 2009

Being duly moved and seconded, be it resolved that the Council Minutes of October 26, 2009 be approved as circulated.

-MOTION CARRIED

5. APPROVAL OF AGENDA

Being duly moved and seconded, be it resolved that the Council Agenda of November 23, 2009 be approved with the following additions:

• Item 14(d), Amalgamation discussion with Mayor John Leefe
  
• Item 14(e), Council Meeting Times

-MOTION CARRIED

6. PRESENTATIONS:

None

7. BUSINESS ARISING FROM THE MINUTES:

None

8. PUBLIC HEARING:

None

9. STAFF REPORTS:

1. Kid’s Fair Play FUNd – Special October Application Review
   
2. Anti-Litter Campaign
   
3. Beulah Burman Memorial Animal Shelter – Grant
   
4. Installment Billing Policy
   
5. Dry Hydrants
   
6. Shelburne Historical Society Funding Request
   
7. Shelburne County East RCMP Board – Citizen Appointments
   
8. Sandy Point Sewage Treatment Plant Project – Steering Committee and Contract Selection Process
   

9. (a)

MOTION: KID’S FAIR PLAY FUNd – SPECIAL OCTOBER APPLICATION REVIEW

Being duly moved and seconded, be it resolved that Council accept the staff report regarding the Kid’s Fair Play FUNd – Special October Application Review which states that:

It is recommended that Council approve the Kid’s Fair Play FUNd Special Application Review Committee Minutes of October 29, 2009 (attached).

-MOTION CARRIED

9. (b)

MOTION: ANTI-LITTER CAMPAIGN

Being duly moved and seconded, be it resolved that Council accept the staff report regarding an Anti-Litter Campaign, which states:

It is recommended to Council that staff seek funding partners for a potential municipal an anti-litter campaign.

-MOTION CARRIED

It was stated that this was a much welcomed report. Litter is a constant problem that needs to be resolved. It was also noted that this campaign may also be a starting point where the Municipality may advocate the province for more rigid littering fines.

9. (c)

MOTION: BEULAH BURMAN MEMORIAL ANIMAL SHELTER - GRANT

Being duly moved and seconded, be it resolved that on the recommendation of the Committee of the Whole, Council accept the staff report regarding the Beulah Burman Memorial Animal Shelter Grant which states that:

It is recommended that Council approve a grant of up to $2,400.00 to the BBMAS and that the funds be retained to reduce the outstanding taxes for fiscal year 2007-08 on their property in Sandy Point.

-MOTION CARRIED

It was agreed that this group provides a much needed service, however it was questioned regarding the need for such a large building. It was requested by Council that the Beulah Burman Memorial Animal Shelter Committee make a presentation to Council regarding the building.

9. (d)

MOTION: INSTALMENT BILLING POLICY

Being duly moved and seconded, be it resolved that on the recommendation of the Committee of the Whole, Council accept the staff report regarding the Instalment Billing Policy, which states that:

It is recommended to Council that the following policy be adopted.

Instalment Billing Policy

1. In each year an amount equal to 60% of the rates and taxes levied against a property in the previous year shall be due and payable to the treasurer on the 1st day of May.
   
2. The full rates and taxes levied against the property for the current year, less the payment made under section #1 above, shall be due and payable on a date to be determined by Council by resolution.

-MOTION CARRIED

9. (e)

MOTION: DRY HYDRANTS

Being duly moved and seconded, be it resolved that on the recommendation of the Committee of the Whole, Council accept the staff report regarding Dry Hydrants, which states that:

It is recommended to Council the immediate expenditure for repairs to the dry hydrants included on the Work Schedule for 2009/10, with the exception of the Jordan Falls Site; monies to be expended from the Dry Hydrant Account - #0022490200.

-MOTION CARRIED

9. (f)

MOTION: SHELBURNE HISTORICAL SOCIETY FUNDING REQUEST

Being duly moved and seconded, be it resolved that on the recommendation of the Committee of the Whole, Council accept the staff report regarding the Shelburne Historical Society Funding Request, which states that:

It is recommended that a $5,000.00 grant be awarded to the Shelburne Historical Society for immediate infrastructure repairs to their property.
It is also recommended that the contribution come from the 2009-2010 operating budget Museum and Tourism S-22.

-MOTION CARRIED

It was clarified that this grant is not the same as funds that have been allocated in the past for the museums operation budget. The CAO stated these funds are from a separate account set aside each year for museums, organizations, etc. for specific projects. It was also noted the museum has not requested funds for their operation budget and they are an independent society that seeks their own funding sources.

9. (g)

MOTION: SHELBURNE COUNTY EAST RCMP ADVISORY BOARD – COMMUNITY MEMBERS APPOINTMENTS

Being duly moved and seconded, be it resolved that Council accept the staff report regarding the Shelburne County East RCMP Advisory Board – Community Members Appointments, which states:

It is recommended that the Council of the Municipality of the District of Shelburne appoint the following as community members of the Shelburne County East RCMP Advisory Board, subject to appropriate security clearances:

• Stacey deMolitor, Jordan Falls
  
• Jackie Race-Retfalvi, Birchtown

-MOTION CARRIED

Although there were no expressions of interest for these positions when it was advertised in the local paper, these names were put forth by committee members. It was also noted that Council was glad to see local residents on this board.

9. (h)

MOTION: SANDY POINT SEWAGE TREATMENT PLANT PROJECT STEERING COMMITTEE AND CONTRACTOR SELECTION PROCESS

Being duly moved and seconded, be it resolved that on the recommendation of the Committee of the Whole, Council accept the staff report regarding the Sandy Point Sewage Treatment Plant Project Steering Committee and Contractor Selection Process, which states that:

It is recommended that:

• The Municipality of the District of Shelburne appoint a Project Steering Committee for the Sandy Point Sewage Treatment Plant Upgrade Project with the Terms of Reference described in Attachment 1 of this document; and
• The Municipality of the District of Shelburne direct the Sandy Point Sewage Treatment Plant Upgrade Project Steering Committee to review proposals for the engineering design and provide a recommendation to Council at the Committee of the Whole meeting on December 7, 2009 for the engineering contractor based on the selection criteria provided in Attachment 2 of this document.

(a) Promoting Age Friendly Communities – Councillor VanBuskirk

10. (a)

Councillor VanBuskirk stated that at the UNSM Conference she attended a presentation on Promoting Age Friendly Communities. It was noted that this presentation was very interesting and could be something that may be worked into the ICSP. Council has suggested that staff arrange to have the CEO of the Nova Scotia Department of Seniors, Valerie White, come to make a presentation. It was suggested that this presentation could be open to the four other municipal units in Shelburne County as well the RCMP Advisory Boards, Roseway Manor, etc.

11. NOTICE OF MOTIONS:

None

12. COMMITTEE REPORTS:

None

13. INFORMATION & OTHER REPORTS:

1. Monthly Building Report – October, 2009
   
2. Town of Shelburne Letter – Economic Development Meeting
   
3. Shelburne County Arena Update – Ownership & Operation
   
4. UNSM Council Team Workshop
   

13. (a)

The Monthly Building Report for October, 2009 was reviewed by Council.

13. (b)

This item was tabled to be discussed with #14 B.

13. (c)

The Director of Recreation & Parks presented Council with a draft letter, addressed to the Town of Shelburne, regarding the issues of governance and ownership of the arena. Before the Municipality or the arena board can move forward it needs to know the position of the Town of Shelburne. Issues such as the bylaw will also need to be addressed at a later date.

13. (d)

The topic of the Council Team Workshop with Jack Novack was discussed at the C.O.W on November 9, 2009. It was felt that the cost of this workshop may be less expensive if we can bring the workshop to the Shelburne area. It was decided that the Clerk would contact other municipal governments in the area to see if there is any interest and then verify costs.

14. ADDED ITEMS:

1. Private Road Name in the Community of West Green Harbour
   
2. SWSDA – Letter of Request - November 19, 2009
   
3. Joint New Year’s Levee
   
4. Amalgamation meeting with Mayor John Leefe
   
5. Council Meeting Times

14. (a)

MOTION: PRIVATE ROAD NAME IN THE COMMUNITY OF WEST GREEN HARBOUR

Being duly moved and seconded, be it resolved that on the recommendation of the Committee of the Whole, Council accept the staff report regarding Private Road Name In The Community Of West Green Harbour, which states that:

It is recommended that Council approve the following private road name:

Dolphin Drive, West Green Harbour.

-MOTION CARRIED

It was clarified that this motion did in fact, go through the Committee of the Whole in July 2009 but was overlooked with the transition of staff in the Inspection Department.

14. (b)

The Municipality has received a letter from SWSDA requesting that a letter be sent to them by December 11th, informing them of the Municipality’s intentions regarding their partnership with this organization. With an economic development meeting regarding SWSDA scheduled for December 1, 2009 at the Town of Shelburne’s Council Chambers, it was felt that this question should be answered after that meeting. Attendance at this meeting was encouraged. It was also noted that the meeting is scheduled at 9:00 am and not a convenient time for all Councillors that work during the day.

14. (c)

MOTION: JOINT NEW YEAR’S DAY LEVEE

Being duly moved and seconded, be it resolved that Council participate in a joint New Year’s Levee with the Town of Shelburne; costs for the levee be split equally with the Town.

-MOTION CARRIED

Location of this event will be announced.

14. (d)

John Leefe, Mayor of the Region of Queens Municipality, will be in Shelburne on November 25, 2009 at 9:00 am at the Shelburne Community Centre to discuss the benefits of amalgamation. Members from the other municipal units in Shelburne County will also be in attendance. Accompanying Mayor Leefe will be the Finance Officer for the Region of Queens and a Councillor who has been on council prior to and post amalgamation. Attendance was encouraged. It was also noted that the time of this meeting is not convenient for Councillors who work during the day.

14. (e)

There was a brief discussion regarding the times of the council meetings. It was suggested that the early time of 5:00 pm does not allow any down time for staff and Councillors after work. It was felt that a later start of 6-6:30 pm would give people ample time for personal use. This matter will be raised again during discussions concerning amending the Proceedings of Council policy.

15. “IN CAMERA” MOTIONS:

None

16. ADJOURNMENT:

Being duly moved and seconded, be it resolved that there being no further business, the meeting be adjourned at 6:10 pm.

-MOTION CARRIED