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Municipality of the District of Clare
COUNCIL-IN-COMMITTEE MEETING
Wednesday, July 3, 2024, at 7:00 pm
Meeting held at 1185 Highway 1, Little Brook

PRESENT:
Council: Warden Yvon LeBlanc, Deputy Warden Eric Pothier, Councillors Danny Hill, Carl Deveau, Brian Comeau, Nadine Comeau, and Philippe Gaudet
Staff: CAO, Stéphane Cyr, Director of Finance, Ginette Cheff, Executive Assistant, Aimélie Comeau and Communications Officer, Anique Dugas
Presenters:
ABSENT:
Councillor Nil Doucet

1) Call to Order
The Warden called the meeting to order at 7:00 pm.

2) Approval of the Agenda
The CAO asked that the following items be added to the agenda:

• 7 Parking Lot - Transport de Clare
• 8 Approval to Operate, C & D Debris Disposal Site

MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Danny Hill that the proposed agenda be approved with the above-noted additions.
MOTION CARRIED

3) Declaration of Conflict of Interest.
None.

4) Presentations
4.1 25-year Service Award Presentation – Jody Comeau
On behalf of Council and staff, the Warden thanked Jody Comeau for his 25 years of service to the Municipality of Clare, wished him best of luck on his well-deserved retirement, and presented him with a congratulatory certificate and gift.

5) Staff Reports  
5.1 Financial Update – Ginette Cheff, Director of Finance
The Director of Finance provided an overview of the Municipality’s financial position. (See attached)

6) Business arising from Previous Meetings
6.1 Dangerous and Unsightly – 5192 Highway 1, Salmon River
Following multiple complaints regarding the state of the property located at 5192 Salmon River, a letter was sent to the owner, Canada Mortgage and Housing Corporation, ordering its cleanup within 60 days. Unfortunately, no action was taken by the owner. That being the case, the Municipality invited bids for the cleanup from four local companies. Only one was received. Following a review of the bid and given the considerable public interest in having this situation remedied in a timely fashion, it is the recommendation of the CAO that Council accept the proposal from Spec Resources Inc. in the amount of $3,225 plus HST. Council agreed and made the following motion to recommend:

PROPOSED BY Councillor Carl Deveau and SECONDED BY Councillor Philippe Gaudet that the Council for the Municipality of the District of Clare recommend accepting the proposal from Spec Resources Inc, in the amount of $3,225 plus HST, for the clean-up of the property located at 5192 Highway 1, Salmon River, under its Dangerous and Unsightly Premises By-Law, and that these costs be added to the owner’s municipal property tax account.
MOTION CARRIED

6.2 Waste Check Letter – Brush Cutting on Secondary Roads
The Municipality of Clare was copied on a letter from Waste Check to the Honourable Kim Masland, Minister of Public Works, regarding brush cutting along secondary roads. In its letter, Waste Check is requesting NS Public Works stop leaving clippings, branches, tree trunks, etc., in roadside ditches as this creates both an unsightly and potentially dangerous condition for residents. A second letter from Waste Check was addressed directly to Municipality, requesting its support in advocating to NS Public Works for an end to this ongoing practice. Council agreed and made the following motion to recommend:

PROPOSED BY Councillor Brian Comeau and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare recommend sending a letter to the Nova Scotia Department of Public Works in support of Waste Check’s request to end the practice of leaving brush cuttings, limbs and tree trunks in ditches along secondary roads.
MOTION CARRIED

7) New Business
7.1 Borrowing Resolution – Clare Health Centre, Fall 2024 Debenture Funding
The Municipality has previously arranged interim funding for the Clare Health Centre expansion. However, long term funding for this project will be secured via the Nova Scotia Department of Finance’s Fall 2024 debenture offering. To apply for this debenture offering, a temporary borrowing resolution must be authorized by Council. To this end, the CAO is recommending Council pass a temporary borrowing resolution not exceeding $7,000,000 for the completion of this project. Council agreed and made the following motion to recommend:

PROPOSED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare recommend passing a temporary borrowing resolution not exceeding $7,000,000 for the expansion of the Clare Health Centre.
MOTION CARRIED

7.2 Demolition Tender – Clare Veterans Centre
The tender for the demolition and abatement of the Clare Veterans Centre was issued by Bird Construction Company Limited, in their capacity as Construction Manager for this project. A total of five bids were received in response to this tender. Following a detailed review of these bids, Bird Construction is recommending the tender be awarded to the Dexter Construction Company Ltd. in the amount od $336,900 plus HST. Council agreed and made the following motion to recommend:

PROPOSED BY Councillor Philippe Gaudet and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare recommend accepting the proposal from Dexter Construction Company Ltd. for the demolition and abatement of the Clare Veterans Centre in the amount of $336,900 plus HST and that these funds be taken from the Municipality’s Capital Reserve.
MOTION CARRIED

7.3 Date for Completion – Amended List of Electors
In preparation for this year’s municipal and school board elections, the Municipality’s Returning Officer, Pam Doucet, has recommended that the official date for the completion of the amended list of electors be set as August 26, 2024. Council agreed and made the following motion to recommend:

PROPOSED BY Councillor Danny Hill and SECONDED BY Councillor Nadine Comeau that the Council for the Municipality of the District of Clare recommend that the date for the completion of the amended list of electors for the 2024 municipal and school board elections be set as August 26, 2024.
MOTION CARRIED

7.4 Cemeteries and Graveyards
Councillor Danny Hill was approached as to possible assistance with the maintenance of cemeteries and graveyards. The CAO is unaware of any programs offering assistance to groups for the ongoing maintenance of cemeteries and graveyards but did offer to make some inquiries and meet with the groups in question if requested. The Municipality does have one example of entering into an agreement with an individual whereby municipal staff would maintain a small cemetery and invoice the gentleman in question accordingly. However, this should be viewed as a one-off. In the future, any such requests are to be reviewed individually as to their feasibility (i.e., staff availability, time, cost, etc.) and then discussed with Council for decisioning.  

7.5 Letter of Support – Yarmouth Art Society
The Municipality of Clare was contacted by the Yarmouth Art Society requesting support for its efforts in advocating for the re-opening of the Western Branch of the Nova Scotia Art Gallery, situated in the Town of Yarmouth. Although the Board of Directors of the Art Gallery of Nova Scotia has recently closed the Yarmouth Branch, it has publicly stated its commitment to ensuring the programming previously delivered at the facility continue to be offered at other venues throughout the community. To date, the Municipalities of Digby and Yarmouth have issued letters of support. The Municipality of Argyle has not, and the position of the Town of Yarmouth (although likely supportive) remains unknown. That said, the CAO is recommending this matter be deferred to a future meeting, until more is known on this issue. Council agreed.

7.6 Property Tax Write-off (Fire Damage)
The property at 146 Isadore Thibeau Road, Grosses Coques (Assessment Account Number 04580249) was damaged by fire on May 18, 2024. It is the practice of Council to refund a pro-rated tax amount in the case of fire. For this specific account, the proposed pro-rated tax write-off is $35.65. Council made the following motion to recommend:

PROPOSED BY Councillor Danny Hill and SECONDED BY Councillor Philippe Gaudet that the Council for the Municipality of the District of Clare recommend writing off $35.65 in municipal property taxes for Assessment Account Number 04580249.
MOTION CARRIED

7.7 Parking Lot - Transport de Clare
In 2023, the Transport de Clare relocated its offices to the St. Bernard Fire Hall. At the time, there was discussion around the Transport de Clare’s need for dedicated parking space behind the building and a commitment was made by the Municipality to assist in this regard. The Transport has since submitted a bit from a local company to complete the necessary parking lot. However, whereas the building remains under municipal ownership, it is subject to the Municipality’s procurement policy. As such, a minimum of three bids are required (given the expected price point). That said, the CAO will work with the Transport de Clare in securing two additional bids for Council’s consideration at the July 17^th meeting of Council.

7.8 Approval to Operate – C & D Debris Disposal Site
The Phase 2 Hydrogeological and Surface Water Assessment at the Municipality’s C & D Debris Disposal Site has been completed. The final step for a renewed operating permit from the Nova Scotia Department of Environment and Climate Change involves the completion of needed reporting, operational plans, and monitoring program revisions. EXP. has proposed to complete these items for $20,500 plus HST. Whereas these expenses have already been budgeted for as part of the Municipality’s 2024-25 operational budget, it is the CAO’s recommendation that Council accept this proposal. Council agreed and made the following motion to recommend:

PROPOSED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Brian Comeau that the Council for the Municipality of the District of Clare recommend accepting the proposal from EXP., in the amount of $20,500 plus HST, for the completion of needed reporting, operational plans, and monitoring program revisions for the Municipality’s construction and demolition debris disposal site, in support of its application for a renewed operating permit from the Nova Scotia Department of Environment and Climate Change.
MOTION CARRIED

8) Questions and Comments from the Public
None.

9) Closed Session
PROPOSED BY Councillor Nadine Comeau and SECONDED BY Councillor Eric Pothier that Council proceed to closed session.
MOTION CARRIED

Topics Discussed:
9.1 Contract Negotiations
9.2 Personnel Matters

PROPOSED BY Councillor Carl Deveau and SECONDED BY Councillor Philippe Gaudet that Council proceed to the Regular Council Meeting.
MOTION CARRIED

9) Date and time of the next Council-in-Committee Meeting
The next Council-in-Committee Meeting will be held on September 4, 2024, at 7:00 pm.

10) Adjournment
PROPOSED BY Councillor Nadine Comeau to adjourn the meeting at 8:23 pm.

Submitted by
Aimélie Comeau,
Executive Assistant