PUBLIC COUNCIL SESSION
AGENDA PACKAGE
For the meeting of
Date: Wednesday, July 8, 2020 Time: 6:00 p.m. Place: Zoom Meeting AGENDA PACKAGE PUBLIC COUNCIL Date: July 8, 2020 Time: 6:00 p.m. TELECONFERENCE
1. CALL TO ORDER 1.1 O’ Canada 1.2 Roll Call 1.3 Moment of Silence At this time, Warden Gillis will hold a minute of silence for a former employee of the Town of Springhill, Mr. Bob Arsenault. Bob worked for the Town of Springhill for 23 years and retired in 2012. Bob was recently recognized by the Province of NS for his quick thinking and timely response in evacuating close to 150 people when the roof of the Springhill Arena collapsed on February 1, 2001.
2. ADMINISTRATIVE AND PROCEDURAL ISSUES 2.1 Approval of Agenda 2.2 (i) Approval of the minutes of the June 8, 2020 Special Council session (ii) Approval of the minutes of the June 17, 2020 Council session (iii) Approval of the minutes of the June 25, 2020 Special Council session.
2.3 (i) Approval of the Business Arising of the April 14, 2020 Council session (ii) Approval of the Business Arising of the May 6, 2020 Council session (iii) Approval of the Business Arising of the May 20, 2020 Council session (iv) Approval of the Business Arising of the June 3, 2020 Council session (v) Approval of the Business Arising of the June 17, 2020 Council session (vi) Approval of the ONGOING Business Arising
2.4 Presentations, Delegations, Petitions, Public Hearing(s) There are no presentation, delegations, petitions or Public Hearings for today’s meeting.
3. STRATEGIC PRIORITIES ISSUES There are no strategic priority issues for today’s meeting.
4. MAJOR ORGANIZATIONAL ISSUES 4.1 Update on the Consultation Process – Former Parrsboro Town Hall Supporting documents will be provided prior to the Council meeting.
5. ORGANIZATIONAL POLICY/BYLAW ISSUES 5.1 First Reading on Amendment to Land Use Bylaw to rezone PID 25176561, 45 North Shore Road, East Wallace Staff have provided a memo containing the background on an application to rezone a property located at 45 North Shore Road, East Wallace. Staff are requesting first reading to the proposed amendments and approval of a public hearing for September.
Action: Motion to approve First Reading of the proposed amendments, followed by a Public Hearing in September and followed by Second Reading.
5.2 Dr. Carson and Marion Murray Ice Allocation Policy In order to implement Council’s decision to provide free ice time to organized youth groups, staff have been working with Town of Amherst staff to develop a consistent pricing and ice time allocation process that will hopefully make things easier for the youth groups and that will maximize facility usage, especially for youth, while maintaining reasonable revenue. A draft Ice Allocation Policy is included in the package. It is recommended that Council give notice to all Councillors that an Ice Allocation Policy will be considered for adoption at the Council Meeting on July 22nd.
Action: Discussion and Motion to give notice to all Councillors that an Ice Allocation Policy will be considered for adoption at the July 22nd Council meeting.
6. BUSINESS ISSUES 6.1 Remittal Request for AAN 02849577 Staff have provided a memo outlining a remittal request. Staff recommends that council consider a remittal in the amount of $244.64 to adjust the 2019 commercial tax levy portion.
Action: Motion to approve a remittal in the amount of $244.64 to adjust the 2019 commercial tax levy portion.
6.2 Grant Request – Cumberland County Exhibition Staff have provided a memo outlining a grant request from the Cumberland County Exhibition.
Action: Motion to approve grant request from Cumberland County Exhibition
6.3 Grant Request – Amherst Little League A memo from staff is included in your package requesting reconsideration of the grant request from Amherst Little League.
Action: Motion to approve grant request to Amherst Little League
6.4 Town of Oxford Arena Grant Funds Reallocation to Regional Funds A memo is included informing Council that the Oxford arena will close for 2020/21. As a result, staff recommends that the grant fund that was approved for the arena be reallocated to Regional funds for new applications.
Action: Motion to approve reallocation of Town of Oxford Arena grant fund of $18,500 to Regional grant funds.
6.5 Cumberland YMCA 2nd Quarter Installment As a result of COVID-19 uncertainty, the Municipality reserved the full amount of last year’s grant to the Y and approved payment of the first quarterly installment. Although the Y has re-opened, significant uncertainty remains. A Memo from the Director of Community Development and additional information from the Y is included in the package. Action: Discussion and a motion to approve payment of the 2nd quarterly installment to the Cumberland YMCA in the amount of $33,066.
6.6 Permanent Memorial for the Victims of the April 18 and 19, 2020 Tragedy Correspondence was received from the Municipality of Colchester, and is included in your package, proposing a joint committee consisting of the Mayors/Wardens and CAO’s of each of the affected Municipalities (Colchester, Cumberland, East Hants and HRM) to discuss opportunities to collaboratively memorialize the victims of the April 18 and 19 tragedy.
Action: Motion to approve the Warden and CAO to represent the Municipality on a joint committee to discuss a permanent memorial for the victims of the April 18 and 19 tragedy.
7. INFORMATION ITEMS 7.1 Election Information Warden Gillis requested this item as an information item. Information will be provided at the meeting.
8. ADJOURNMENT 8.1 The Queen
2.2 (i)
Municipality of the County of Cumberland
Committee of the Whole Budget Meeting Via Zoom
Monday, June 8, 2020 In March of 2020, in response to the Covid 19 Pandemic the Minister of Municipal Affairs and Housing declared that Municipal Councils will not meet in person but will instead hold virtual meetings. Under this order Council of the Municipality of the County of Cumberland held the June 8, 2020 Committee of the Whole Meeting via Zoom. This meeting was live streamed on the Municipality’s Facebook page.
A complete hard copy package of the meeting material was delivered to each Councillor on the weekend prior to this meeting. This provided opportunity for each councillor to review and submit questions on the individual items in the budget.
1. CALL TO ORDER The meeting was called to order at 6:00 p.m. by Deputy Warden Gilbert
The Municipal Clerk called the roll with the following Councillors being present, Councillor Chase, Councillor vanVulpen, Warden Gillis, Councillor Welton, Councillor Palmer, Councillor Rector, Deputy Warden Gilbert, Councillor Fletcher, Councillor Jackson, and Councillor Rafuse. Councillor Williams arrived late and had no audio Absent Councillor Porter Councillor McLellan,
Staff Present: Andrew MacDonald, Director of Finance; Steven Ferguson, Director of Community Development; Shelley Hoeg, Communications and Executive Secretary to the CAO; Dannie Sampson, IT; Amanda MacLeod, Sustainable Communities Marketing Officer; Vicki Weaver Recreation and Physical Activities Coordinator; Michelle Byers, Manager of Community Economic Development; Melanie Prendergast Administrative Assistant and Brenda Moore, Municipal Clerk who recorded the minutes.
Media Present: Bill Martin Six Rivers News
2. ADMINISTRATIVE AND PROCEDURAL ISSUES: 2.1 Approval of Agenda The agenda was approved with the following addition
IT WAS MOVED by Warden Al Gillis seconded by Councillor Welton to add Public Access to the beach through Glooscap Campground to the agenda as item 6.2 No Objections MOTION CARRIED
3. STRATEGIC PRIORITIES ISSUES There are not strategic priorities issues for today’s meeting.
4. MAJOR ORGANIZATIONAL ISSUES There are no major organizational issues for today’s meeting. 2 Committee of the Whole (COW) Budget Meeting Minutes June 8, 2020
5. ORGANIZATIONAL POLICY / BYLAW ISSUES There were no Organizational Policy of By-Law issues for this meeting.
6. BUSSINESS ISSUES 6.1 Grants IT WAS MOVED by Councillor vanVulpen seconded by Councillor Fletcher that the Committee of the Whole refer the staff grant recommendations with an additional $5,000 to the Geopark Grant, to Council for approval. No Objections MOTION CARRIED Grant recommendations included in the minutes as Appendix A.
6.2 Public Access to the beach through Glooscap Campground IT WAS MOVED BY Councillor Rafuse seconded by Councillor Chase to give direction to staff to leave the rules governing public access to the beach through the Glooscap Campground the same as the previous year.
No Objections MOTION CARRIED
7. INFORMATION ITEMS There were no information items for this meeting.
There was some discussion surrounding the opening of the transfer stations. Stephen Ferguson informed Council Justin Waugh-Cress is working on a reopening plan for the transfer stations and the information will be sent to Council when complete.
8. ADJOURNMENT The meeting adjourned at 6:53 p.m.
2.2 (i)
APPENDIX A
4 Committee of the Whole (COW) Budget Meeting Minutes June 8, 2020 5 Committee of the Whole (COW) Budget Meeting Minutes June 8, 2020
2.2 (ii)
Cumberland Municipal Council, June 17, 2020 Page 1 of 10
In March of 2020, in response to the Covid 19 Pandemic, the Minister of Municipal Affairs and Housing declared that Municipal Councils will not meet in person but will instead hold virtual meetings. Under this order Council of the Municipality of the County of Cumberland held the June 17, 2020 Council video meeting via Zoom. This meeting was also streamed live on Facebook.
1. CALL TO ORDER 1.1 Warden Al Gillis called the June 17, 2020 Council session of the Municipality of the County of Cumberland to Order at 6:00 p.m.
1.2 Roll Call Municipal Clerk, Brenda Moore, called the roll with the following Councillors present: Councillor Paul Porter; Councillor Marlon Chase; Councillor Joe Van Vulpen, Warden Al Gillis; Councillor Welton, Councillor Barb Palmer, Councillor Dan Rector, Deputy Warden Ernie Gilbert, Councillor Mike McLellan, Councillor Don Fletcher, Councillor Doug; Williams, Councillor Maryanne Jackson; and Councillor Norman Rafuse.
Staff present Rennie Bugley, Chief Administrative Officer; Steve Ferguson, Director of Community Development; Andrew MacDonald, Director of Finance; Justin Waugh Cress, Director of Operations and Engineering; Shelley Hoeg, Communications and Executive Assistant to the CAO; Amanda MacLeod, Sustainable Communities Marketing Officer; Eric Levy, Organizational Development; Dannie Sampson, IT; Vicki Weaver, Physical Recreation Coordinator; and Brenda Moore, Municipal Clerk who recorded the meeting.
Media representatives present: Bill Martin, Six Rivers News Darrell Cole, Saltwire Maurice Rees, Shoreline Journal
2. ADMINISTRATIVE AND PROCEDURAL ISSUES 2.1 Approval of Agenda The agenda was approved as presented.
2.2 Approval of the Minutes of the June 3, 2020 Council Meeting IT WAS MOVED BY Councillor Fletcher seconded by Councillor Jackson to approve the minutes of the June 3, 2020 meeting. No Objections MOTION CARRIED
2.3 Action List and on-going Action List from the June 3, 2020 Council Meeting This item was deferred to the July
2.4 Presentations, Delegations, Petitions, Public Hearing(s) Elizabeth Smith-McCrossin, MLA Cumberland North was on hand to discuss issues with our Provincial Border(s) during the pandemic. Ms. Smith- McCrossin Being contacted by angry residents and business owners regarding the border restrictions farmers and business owners being denied entrance to New Brunswick. Wrote many letters Wants the maritime provinces to work as a region in relation to COVID19 restrictions. Residents in this area often work in New Brunswick and live in Nova Scotia or vice versa these people deal with different restrictions in each province. Also, many businesses operate in more than one province. These businesses are operating under different restrictions in each province. Any support council can give would be greatly appreciated.
IT WAS MOVED by Councillor van Vulpen seconded by Deputy Warden Gilbert that the municipality send letters of support for a Maritime or Atlantic Bubble regarding border crossings. No Objections MOTION CARRIED
3. STRATEGIC PRIORITIES ISSUES There were no strategic priority items. Cumberland Municipal Council, June 17, 2020 Page 2 of 10
4. MAJOR ORGANIZATIONAL ISSUES There were no major Organizational Issues for today’s meeting.
5. ORGANIZATIONAL POLICY/BY-LAW ISSUES 5.1 Alternative Voting By-Law IT WAS MOVED by Councillor van Vulpen seconded by Councillor Mary Anne Jackson to approve First Reading of the Alternative Voting By-Law
MUNICIPALITY OF THE COUNTY OF CUMBERLAND ALTERNATIVE VOTING BY-LAW
BE IT ENACTED by the Council of the Municipality of the County of Cumberland, under the authority of Section 146A of the Municipal Elections Act, 1989 R.S.N.S. c. 300, as amended, as follows: Short Title 1. This By-law shall be known as the “Alternative Voting By-law”.
Definitions 2. In this by-law:
(a) “Act” means the Municipal Elections Act, 1989 R.S.N.S. c. 300, as amended;
(b) “advance poll” means the Tuesday immediately preceding ordinary polling day; and either
(i) one other day fixed by the Council by resolution that is either Thursday, the ninth day before ordinary polling day, or Saturday the seventh day before ordinary polling day; or
(ii) if Council has delegated its authority to fix a day to the Returning Officer, one other day fixed by the Returning Officer that is either Thursday, the ninth day before ordinary polling day, or Saturday the seventh day before ordinary polling day;
(c) “alternative polling days” means any hours and dates fixed by a resolution of Council for alternative voting;
(d) “alternative voting” means voting by telephone or via the internet and includes a combination of telephone and internet voting;
(e) “ballot box” means a computer database in the system where cast internet ballots and telephone ballots are put;
(f) “candidate” means a person who has been nominated as a candidate pursuant to the Act;
(g) “Council” means the Council of the municipality;
(g) “Deputy Returning Officer” means a person appointed under the Act to preside over a polling station; (h) “Education Act” means the Education Act, 1995-1996 S.N.S. c. 1, as amended; ( i) “election” means an election held pursuant to the Act, including a school board election, special election and a plebiscite; ( j) “Election Officer” means an “election official” under the Act; (k) “elector” means a person: (i) qualified to vote pursuant to the Act and the Education Act; and
(ii) entitled to vote for an election pursuant to section 7 of this by-law;
( l) “final list of electors” means the final list of electors completed pursuant to section 40 of the Act; (m) “friend voter” means a friend who votes for an elector pursuant to section 9 of this by-law; (n) “internet ballot” means an image of a ballot on a computer screen including all the choices available to an elector and the spaces in which an elector marks a vote; (o) “municipality” means the Municipality of the County of Cumberland; Cumberland Municipal Council, June 17, 2020 Page 3 of 10
(p) “normal business hours” means the time between 8:30 am and 4:30 pm Monday through to and including Friday; (q) “ordinary polling day” means the third Saturday in October in a regular election year and in the case of any other election means the Saturday fixed for the election; (r) “PIN” means the Personal Identification Number issued to an elector for alternative voting on alternative polling days; (s) “plebiscite” means a plebiscite directed to be held by the Council pursuant to section 56(2) of the Municipal Government Act; (t) “proxy voter” means an elector who votes by a proxy pursuant to the Act; (u) “regular election year” means 2016 and every fourth year thereafter; (v) “rejected ballot” means the refusal by an elector to accept a ballot in a race; (w) “Returning Officer” means a Returning Officer appointed pursuant to the Act; (x) “seal” means to secure the ballot box and prevent internet and telephone ballots from being cast; (y) “special election” means a special election held pursuant to the Act, including a special election for a vacancy on a school board; (z) “spoiled ballot” means an internet ballot or telephone ballot marked by an elector indicating a refusal to cast a vote for any candidate in a race; (za) “system” means the technology, including software, that: (i) records and counts votes; and
(ii) processes and stores the results of alternative voting during alternative polling days;
(zb) “System Elections Officer” means: (i) a person who maintains, monitors, or audits the system, and (ii) a person who has access to the system beyond the access necessary to vote by alternative voting. (zc) “telephone ballot” means: ( i) an audio set of instructions which describes the voting choices available to an elector; and (ii) the marking of a selection by an elector by depressing the number on a touch tone keypad; Alternative Voting Permitted 3. Subject to this by-law, alternative voting shall be permitted on alternative polling days.
Notification of Electors 4. (1) The Returning Officer shall cause notice of alternative polling days to be published in a newspaper circulating in the municipality.
(2) The notice of alternative polling days shall:
(a) identify the alternative polling days for alternative voting; and
(b) inform the elector that telephone voting and internet voting is permitted during alternative polling days.
(3) The notice may include any other information the Returning Officer deems necessary.
Form of Telephone and Internet Ballots 5. (1) A telephone ballot and internet ballot shall:
(a) identify the title “Election for Mayor” or “Election for Councillor” or “Election for School Board Member”, as the case may be;
(b) identify the names or names by which they are commonly known of the candidates with given names followed by surnames, arranged alphabetically in order of their surnames and, where necessary, their given names, and
(c) warn the elector to “vote for one candidate only” or “vote for not more than (the number of candidates to be elected) candidates” as the case may be. Cumberland Municipal Council, June 17, 2020 Page 4 of 10
(2) No title, honour, decoration or degree shall be included with a candidate’s name on an internet ballot or telephone ballot. Oath 6. Any oath that is authorized or required shall be made in the form specified by the Act.
Electors 7. No person shall vote by alternative voting unless:
(a) the person’s name appears on the final list of electors on the date chosen by Council for the final list of electors to be completed pursuant to section 40 of the Act; or
(b) the person’s name does not appear on the final list of electors and:
(i) the person appears before the Returning Officer or the Deputy Returning Officer during normal business hours during alternative polling days; and
(ii) the person swears an oath in the prescribed by the Act.
Proxy Voting 8. A proxy voter shall not vote for an elector by alternative voting.
Friend Voting 9. (1) A friend voter shall only vote for an elector by alternative voting if:
(a) an elector is unable to vote because:
(i) the elector is blind;
(ii) the elector cannot read; or
(iii) the elector has a physical disability that prevents him or her from voting by alternative voting.
(b) the elector and the friend appear, in person, before the Returning Officer or the Deputy Returning Officer and take the prescribed oaths.
(2) A candidate shall not act as a friend voter unless the elector is a child, grandchild, brother, sister, parent, grandparent, or spouse of the candidate. (3) The elector shall take an oath in the form prescribed by the Act providing that he or she is incapable of voting without assistance. (4) The friend of the elector shall take an oath in the prescribed form to this by-law that: (a) the friend has not previously acted as a friend for any other elector in the election other than an elector who is a child, grandchild, brother, sister, parent, grandparent, or spouse of the friend of the elector;
(b) the friend will mark the ballot as requested by the elector; and
(c) the friend will keep secret the choice of the elector.
(5) The Returning Officer shall enter in the poll book: (a) the reason why the elector is unable to vote; (b) the name of the friend; and (c) the fact that the oaths were taken. Voting 10 (1) The system shall put internet ballots and telephone ballots cast by an elector in the ballot box. (2) The system shall put spoiled ballots in the ballot box. Seal 11. (1) Where alternative voting closes before the close of the polls on ordinary polling day, the system shall seal the ballot box until after the close of the poll on ordinary polling day.
(2) The system shall seal the ballot box even where fewer than ten persons from any polling district voted for a candidate during alternative polling days. List of persons who voted Cumberland Municipal Council, June 17, 2020 Page 5 of 10
12. Where alternative voting closes before the close of the polls on ordinary polling day, the system shall:
(a) generate a list of all electors who voted by alternative voting; and
(b) on the Final List of Electors cause a line to be drawn through the name of all the electors who voted during alternative polling days.
13. (a) A printed and electronic copy of the lists under section 12 shall be delivered to the Returning Officer within 24 hours of the close of alternative voting.
(b) Where alternative voting closes at the close of the polls on ordinary polling day, the system shall generate a list of all electors who voted by alternative voting. Counting 14. (1) At the close of ordinary polling day, the system shall generate a count of the telephone ballots and internet ballots in the ballot box that were cast for each candidate during alternative polling days.
(2) In counting the votes that were cast for each candidate during alternative polling days, the system shall count spoiled ballets and shall not count rejected ballots. Tallying of Spoiled Ballots 15. At the close of ordinary polling day, the system shall tally the number of spoiled ballots that were cast during alternative polling days and the tally shall be delivered to the Returning Officer.
Recount by System 16. In the event of a recount, the system shall regenerate the election count and a printed copy of the regenerated count shall be given to the Returning Officer.
17. If the initial count and the regenerated count match, the regenerated count shall be the final count of the votes cast by alternative voting.
18. (1) If the regenerated count and the initial count do not match, the Returning Officer shall:
a) direct one final count be regenerated by the system of the votes cast by alternative voting, and
b) attend while the final count is being regenerated.
(2) The regenerated final count pursuant to subsection (1) shall be the final count of the votes cast by alternative voting. Recount by Court 19. (1) For a recount, the judge shall only consider the final count by the system, as determined by section 17 or 18, of the total number of votes that were cast by alternative voting for each candidate.
(2) The final count by the system, as determined by section 17 or 18, of the total number of votes that were cast by alternative voting for each candidate shall be added to the judge’s count of the number of votes for each candidate cast by non alternative voting. Secrecy 20. An election officer and system election officer shall maintain and aid in maintaining the secrecy of the voting.
21. Every person in attendance at a polling station, or at the counting of the votes, shall maintain and aid in maintaining the secrecy of the voting.
Other Methods of Voting 22. If voting via the Internet through the unsupervised use of a personal computing device is permitted during an election, voting shall be permitted by some other means on each advance polling day and on ordinary polling day.
Severability 23. If a court of competent jurisdiction should declare any section or part of a section of this by-law to be invalid, such section or part of a section shall not be construed as having persuaded or influenced Council to pass the remainder of the by-law and it is hereby declared that the remainder of the by-law shall be valid and shall remain in force. Cumberland Municipal Council, June 17, 2020 Page 6 of 10
Prohibitions 24. No person shall:
(a) use another person’s PIN to vote or access the system unless the person is a friend voter;
(b) take, seize, or deprive an elector of his or her PIN; or
(c) sell, gift, transfer, assign or purchase a PIN.
25. No person shall:
(a) interfere or attempt to interfere with an elector who is casting an internet ballot or telephone ballot;
(b) interfere or attempt to interfere with alternative voting; or
(c) attempt to ascertain the name of the candidate for whom an elector is about to vote or has voted.
26. No person shall, at any time, communicate or attempt to communicate any information relating to the candidate for whom an elector has voted.
Offences and Penalty 27. (1) A person who:
(a) violates any provision of this by-law; or
(b) permits anything to be done in violation of any provision of this by-law; is guilty of an offence.
(2) A person who contravenes subsection (1) of this section is guilty of an offence and is liable, on summary conviction, to a penalty of not less than five thousand dollars and not more than ten thousand dollars and in default of payment, to imprisonment for a term of two years less a day, or both.
(3) In determining a penalty under subsection (2), a judge shall take into account:
(a) the number of votes attempted to be interfered with;
(b) the number of votes interfered with; and
(c) any potential interference with the outcome of an election.
(4) Pursuant to section 146A of the Act: (a) the limitation period for the prosecution of an offence under this by-law is two years from the later of the date of the commission of the offence and the date on which it was discovered that an offence had been committed; and (b) The Remission of Penalties Act, 1989 SNS c. 397, as amended, does not apply to a pecuniary penalty imposed by this by-law.
No Objections MOTION CARRIED
6. BUSINESS ISSUES 6.1 2020/2021 Grant Requests Staff have provided a memo which outlines the grant requests that were discussed at the June 8th Committee of the Whole. Staff are requesting ratification of these grants.
IT WAS MOVED BY Councillor Palmer that $1000 be added to the schedule of grants for the Cumberland Genealogical society. Motion died for want of a seconder
IT WAS MOVED by Councillor Welton seconded by Councillor Rafuse that the grants be approved, in the amounts indicated in the memo from Vicki Weaver to Council dated June 10th (shown below) with the following conditions: Cumberland Municipal Council, June 17, 2020 Page 7 of 10
• Grants with outstanding paperwork will be required to have all documentation completed before receipt of grant funding; • The Cumberland YMCA amount shall be held in reserve, pending receipt of additional information; • The Town of Oxford amount shall be held in reserve, pending receipt of additional information; • The Malagash Area Development Association amount shall be moved to the Regional Grants fund. •
Cumberland Municipal Council, June 17, 2020 Page 8 of 10 Cumberland Municipal Council, June 17, 2020 Page 9 of 10
No Objections MOTION CARRIED
6.2 Distinguished Persons Selection Team Grant Request IT WAS MOVED by Councillor Fletcher seconded by Councillor Jackson to approve a District Grant for the Distinguished Persons Selection Team in the amount of $140. Funds to come from District 4 Funds. No Objections MOTION CARRIED
6.3 Special Constables Justin Waugh-Cress, Director of Engineering and Operations will provide the CJSMA Board members with notice of the Municipality’s wish to appoint Brenda Rioux and Michelle Canfield as Special Constables.
IT WAS MOVED by Councillor Jackson seconded by Councillor Williams that Council authorize application by Brenda Rioux and Michelle Canfield to become Special Constables pursuant to Nova Scotia's Police Act, for the purpose of enforcing the Municipality of Cumberland's Solid Waste By-Law.
No Objections MOTION CARRIED Cumberland Municipal Council, June 17, 2020 Page 10 of 10
IT WAS MOVED by Councillor Williams seconded by Councillor van Vulpen that Council authorize application by Jaime Spicer, By-Law & Canine Control Officer to become Special Constable pursuant to Nova Scotia's Police Act, for the purpose of enforcing the Municipality of Cumberland's By-Laws. No Objections MOTION CARRIED
6.4 Public Consultation – Fate of Building at 4030 Eastern Ave, Parrsboro A memo from staff was included in the meeting material regarding a public consultation that they would like to undertake through a mailout to the residents of Parrsboro in regard to gathering community input for proposed uses of the property located at 4030 Eastern Ave., Parrsboro.
IT WAS the consensus of Council that staff carry out the mailout to gather feedback on the property at 4030 Eastern Avenue.
6.5 Dangerous and Unsightly Premise Update A memo was included in the meeting material outlining the activities of the By-Law Enforcement, Canine Control and Solid Waste departments over the last couple of months.
6.6 Paving in Springhill and Parrsboro Councillor Jackson indicated that she is not comfortable with the capital budget that was approved with no paving for Springhill and Parrsboro for this year and she asked Council to reconsider this decision. Discussion followed with each Councillor stating their position on this subject. 9 Councillors wished to leave the Capital Budget as it was approved while 4 were willing to reconsider the decision. The budget remains as is.
7. INFORMATION ITEMS 7.1 Temporary Borrowing Resolutions Three approved Temporary Borrowing Resolutions were included in the meeting material. They are for the River Hebert Lagoons, Various Capital and the Former CIBC Building.
July meetings will be held July 8 and the July 22, 2020
8. ADJOURNMENT
8.1 Adjournment The meeting was adjourned at 7:27 p.m.
______Warden Allison Gillis Municipal Clerk Brenda Moore 2.2 iii)
Cumberland Municipal Council, June 25, 2020 Page 1 of 2
In March of 2020, in response to the Covid 19 Pandemic, the Minister of Municipal Affairs and Housing declared that Municipal Councils will not meet in person but will instead hold virtual meetings. Under this order Council of the Municipality of the County of Cumberland held the June 25, 2020 Special Council video meeting via Zoom.
1. CALL TO ORDER The Special Council session of the Municipality of the County of Cumberland was called to order at 7:06 p.m.
Roll Call Municipal Clerk, Brenda Moore, called the roll with the following Councillors present: Councillor Paul Porter; Councillor Marlon Chase; Councillor Joe Van Vulpen, Warden Al Gillis; Councillor Welton, Councillor Barb Palmer, Deputy Warden Ernie Gilbert, Councillor Mike McLellan, Councillor Don Fletcher, Councillor Doug Williams, Councillor Maryanne Jackson; and Councillor Norman Rafuse.
Councillors Absent: Councillor Dan Rector
Staff present Rennie Bugley, Chief Administrative Officer; Steve Ferguson, Director of Community Development; Shelley Hoeg, Communications and Executive Assistant to the CAO; and Brenda Moore who recorded the meeting.
Staff and Council from the Town of Amherst as well as staff and Council the Town of Oxford were also in attendance.
2. MAJOR ORGANIZATIONAL ISSUES 2.1 Solid Waste Management Issue Warden Gillis introduced the topic by reading the following synopsis:
The Town of Amherst, the Town of Oxford and the Municipality of the County of Cumberland are taking steps to ensure that the region’s solid waste disposal system continues to deliver good service at favourable cost.
The three municipalities will this month issue a Request for Proposals to companies that may be interested in buying the waste disposal system that serves the region. It is proposed that the administration of the RFP will be guided by the following guiding principles:
1. With high fixed costs, the solid waste business is essentially a volume business and, given demographic trends in Cumberland County, per unit costs for waste disposal are likely to rise. The three municipal Councils are collectively of the opinion that being good stewards requires them to explore solutions that will allow the citizens and businesses of the region access to per unit costs that reflect the advantages of higher volumes. 2. All efforts should be made to ensure continuity of existing facility expertise and knowledge through retention of existing staff 3. A favourable long-term royalty and tipping-fee arrangement for the three (3) municipalities that provides long-term disposal for the municipalities over the life of the facility 4. Development of a communication plan to keep citizens informed about the sale and the continuation of waste management programs and services 5. Optimizing proceeds of sale based on an asset valuation and a business valuation approach to the divestiture of the facility; 6. The interest of the three municipalities to divest themselves of any environmental liabilities regarding past, present and future operations and solid waste facilities located at Little Forks 7. Ensure the facility maintains the necessary environmental approvals and meets all applicable environmental laws and regulations 8. The Committee makes all decisions by consensus, with the understanding that any final agreement must be approved by all three (3) municipal councils Cumberland Municipal Council, June 25, 2020 Page 2 of 2
IT WAS MOVED by Councillor Paul Porter seconded by Councillor Norm Rafuse That Council approves the issuance of a Request for Proposals (RFP), jointly with the Councils of the Town of Amherst and the Town of Oxford, for the (i) divestiture of Cumberland Central Landfill assets and (ii) a long-term waste/resource benefits agreement for future operation of the facility; and
That the current Steering Committee consisting of the Warden of the Municipality of the County of Cumberland, the Mayors of Oxford and Amherst, the Chief Administrative Officers of all three municipalities and the General Manager of the Cumberland Central Landfill be tasked with administering the RFP process together with the Lead Negotiator and making a recommendation back to the Councils, and;
That Council approves the Guiding Principles attached to this resolution, jointly with the Councils of the Town of Amherst and the Town of Oxford and;
That any sale or long-term agreement waste/resource benefits agreement resulting from this RFP requires the prior approval of ALL of the Councils.
That the (i) selection of a preferred proponent and (ii) any sale or long-term agreement waste/resource benefits agreement resulting from this RFP requires the prior approval of ALL of the Councils.
No Objections MOTION CARRIED
8. ADJOURNMENT
8.1 ADJOURMENT The meeting was adjourned at 7:15 p.m.
______Warden Allison Gillis Municipal Clerk Brenda Moore
MUNICIPALITY OF THE COUNTY OF CUMBERLAND
ACTION LIST
Public Council Meeting April 14, 2020
Action List from The Wednesday, April 1, 2020 Responsibility Completion Public Council Meeting
1. Complete and distribute Action List. Rennie Completed
2. Complete and distribute Meeting Minutes. Brenda Completed
3. Post draft minutes on our website Shelley Completed
4. Follow up on the approval of the 2020/2021 Capital Budget, including the following: i) Prepare and issue a media release Justin Completed
ii) Communication to staff and residents via Shelley Completed weekly communications and posting on the Amanda Leigh website.
5. Follow up on Council’s ratification of the items that were approved by Council via the March 19, 2020 email poll: i) TBR in the amount of $1,557,000 to be Andrew Completed borrowed through MFC for a number of projects.
ii) TBR in the amount of $200,000 for the Andrew Completed purpose of acquiring and renovating the CIBC Building located in Parrsboro.
iii) Award the RFP for the medium duty truck Justin, Jon Completed and service body.
iv) Inform the citizen/volunteer appointments of Shelley Council’s decisions regarding the Accessibility Committee.
6. Follow up on the direction from Council to staff regarding the 2020/2021 Operations budget, including the following: i) Staff to present options to address the CAO & Directors Completed preliminary $1.2M budget shortfall. ii) Include 50% of the debt service charges for Andrew, Justin Completed
the Parrsboro Wastewater Treatment Facility in the funding for this project.
iii) Information from NSFM and AMA to be Rennie Completed considered in Council’s discussions/approval of budget and specifically regarding tax deferrals and tax relief.
7. Defer the Public Sewer Bylaw item to the April 15, Brenda Completed 2020 Council meeting and report back to Council on Shelley how public participation can be achieved.
8. Include the draft Local Improvement Charge Bylaw, Justin Completed including a capital cost contribution in the amount of Andrew 50% of the debt servicing costs to be funded from the general tax rate, on the April 15, 2020 Council meeting agenda. The amount for 2020/2021 is $210,167
9. Councillors to advise staff of the specific Boards, Council Completed Committee’s and Agencies that continue to conduct business and the manner in which they are doing so.
10. Follow up on the award of RFP Tourism Brand, Michelle B Completed Marketing Strategy and Website Design to N.S. Marketing in the amount of $167,250 plus HST.
11. Follow up on the approval to purchase the former Steve Completed CIBC Building in Parrsboro. Rennie
12. Prepare a summary of rates, capital cost Andrew Completed contributions from users, general rate and funding Justin for the more recent capital projects. 13. Forward the YMCA their first quarter funding based Andrew Completed on the 2019/2020 approved grant and request financial information regarding the funding required for 2020/20021 and future years. 14. Schedule Council meetings to address the 2020/2021 Brenda Completed Operations Budget for April 22 and April 29, 2020. Sheley
2.3 (ii)
MUNICIPALITY OF THE COUNTY OF CUMBERLAND
ACTION LIST
Public Council Meeting May 6, 2020
Action List from The Wednesday, May 6, 2020 Responsibility Completion Public Council Meeting 1. Complete and distribute Action List. Rennie Completed 2. Complete and distribute Meeting Minutes. Brenda Completed
3. Post draft minutes on our website Shelley Completed
4. Follow up on approval of the Parental Brenda Completed Accommodations policy.
5. Follow up on the approval of the Remuneration Brenda Completed Policy for Members of Council. 6. Have approval of the COVID 19 Property Tax Andrew Completed Financing Policy on the next Council agenda. Shelley 7. Warden and designate to sign the Department of Warden Completed Transportation and Infrastructure Renewal's Three- CAO Year Cost Share Agreement for Subdivision Streets 8. Follow up on the award of RFP-MCC-2008 - Supply of Jon E Completed One Commercial Cargo Van to Dartmouth Dodge in the amount of $38,500 plus HST. 9. Advise Colchester Council of Council’s approval to Rennie Completed provide up to $5000 (per victim) for funeral expenses to the families of Cumberland County victims of the April 18 and 19, 2020 tragedy. 10. Follow up on the award of T-MCC-2004 - Springhill Justin Completed Service Centre Renovations to RCS Construction Inc. Jon E in the amount of $711,431.00 plus HST. 11. Follow up on increasing the budget for the Springhill Andrew Completed Storm Sewer Replacement project $400,000 to allow Justin a modest construction contingency) and to award the Jon E. contract for T-MCC-2005 Springhill Storm Sewer Replacement based on the reduced scope of work to Nova Construction Co. Ltd. in the amount of $379,805.00 plus HST. 12. Finance Department to follow up on the motion of Andrew Completed Council to waive interest for the months of March, Jen M April, May of 2020 for all outstanding tax and miscellaneous accounts and that accounts that remain outstanding after June 30, 2020 will attract
interest.
13. Follow up on waiving interest for the months of Andrew Completed March, April and May of 2020 for outstanding water Jen M. accounts and that accounts that remain outstanding after June 30 will attract interest 14. Staff to receive comments and compile a Steve Completed summary of all concerns and comments regarding Amanda the operation of the Glooscap Campground and provide this summary to Council prior to the May 20, 2020 Council meeting
2.3 (iii)
MUNICIPALITY OF THE COUNTY OF CUMBERLAND
ACTION LIST
Public Council Meeting May 20, 2020
Action List from The Wednesday, May 20, 2020 Responsibility Completion Public Council Meeting 1. Complete and distribute Action List. Rennie Completed 2. Complete and distribute Meeting Minutes. Brenda Completed
3. Post draft minutes on our website Shelley Completed
4. Have the Amendment to the Land Use Bylaw to Nelson Completed rezone PID 25337460, 647 MacDonald on the June 3rd Shelley Council agenda.
5. Have the 2nd Reading of the Livestock Control Bylaw Brenda Completed on the June 3rd Council agenda Shelley
6. Follow up on the budget approval. Finance Completed Department 7. Follow up on the approval of the COVID – 19 Tax Finance Completed Financing Policy. Department
8. Follow up on approval of a $2,000 grant toward the Melanie Completed Springhill High School grad posters project, pursuant Shelby to receiving a compliant application from the Communities in Bloom. Funds to come from District 11 and 12 District Grant funds, in the amount of $1,000 each
9. Provide information to Council, at a future meeting, Justin Completed regarding the appointment of Special Constables. 2.3 (iv)
MUNICIPALITY OF THE COUNTY OF CUMBERLAND
ACTION LIST
Public Council Meeting June 3, 2020
Action List from The Wednesday, June 3, 2020 Responsibility Completion Public Council Meeting 1. Complete and distribute Action List. Rennie Completed 2. Complete and distribute Meeting Minutes. Brenda Completed
3. Post draft minutes on our website Shelley Completed
4. Follow up on the approval of the 5 year capital CIP Committee Completed investment plan. Andrew Justin 5. Follow up on the submission of our Spring Debenture Andrew Completed issue for River Hebert Lagoons Refinance, Pugwash Water Supply, Maccan Sewer, and Purchase of CIBC Building in Parrsboro.
6. Follow up on the approval of the Low Income Tax Jen M Completed Exemption Policy. Brenda
7. Follow up on the approval of the 2nd Reading and Nelson Completed adoption of the Amendment to the Land Use By-Law to Rezone 467 MacDonald Road, Upper Nappan, from Residential to General Commercial [CGen].
8. Follow up on the approval of 2nd Reading and Brenda Completed adoption of the Livestock Control Bylaw
9. Advise the Christie Foundation that we will receive Andrew Completed their donation of $15,000 and disperse it to the Amherst Golf Club.
10. Follow up on Council’s decision to cancel the July 1st Rachael Completed fireworks, via communications to the public. Carolyn
11. Follow up on Council’s decision to open the Glooscap Steve Completed Campground to seasonal campers on June 17, 2020.
12. Follow up with DOTIR on a previous request to have Justin Completed the speed limit reduced on D’Orsay Road.
13. Provide a letter to Athol Forestry in support of the Brenda Completed proposed Springhill Penitentiary Conversion Project for converting the penitentiary from oil to wood heat
MUNICIPALITY OF THE COUNTY OF CUMBERLAND
ACTION LIST
Public Council Meeting June 17, 2020
Action List from The Wednesday, June 17, 2020 Responsibility Completion Public Council Meeting
1. Complete and distribute Action List. Rennie Completed
2. Complete and distribute Meeting Minutes. Brenda Completed
3. Post draft minutes on our website within 24 hours of Shelley Completed the meeting.
4. Advertise public hearing and 2nd reading of the Brenda Completed Alternative Voting ByLaw for the July 22 Council session.
5. Follow up on the grants approvals. Vicki Completed Melanie Shelby 6. Follow up on Council’s approval of a District Grant for Melanie Completed the Distinguished Persons Selection Team in the Shelby amount of $140. Funds to come from District 4 Funds.
7. Advise CJSMA that the Municipality has started the Ron Completed process to have Brenda Rioux and Michelle Canfield appointed Special Constables for the Municipality of Cumberland pursuant to Nova Scotia's Police Act, for the purpose of enforcing the Municipality of Cumberland's Solid Waste By-Law.
8. Advise Jaime Spicer, By-Law & Canine Control Officer, Ron Completed that the Municipality has started the process to have her appointed Special Constable pursuant to Nova Scotia's Police Act, for the purpose of enforcing the Municipality of Cumberland's By-Laws.
9. Move forward with a mail-out to gather feedback on Amanda Macleod the property at 4030 Eastern Avenue.
MUNICIPALITY OF THE COUNTY OF CUMBERLAND
ONGOING ACTION LIST (Public Council Meetings)
Ongoing Action Lists From Previous Public Council Meetings Responsibility Completion
1. Prepare a summary of rates, capital cost Andrew Completed contributions from users, general rate and funding Justin for the more recent capital projects.
2. Distribute the total budget and funding for the Andrew Mechanic Street Park to Council 3. Follow up on Council’s decision to provide free ice Steve Ongoing time for Youth programs, effective the next Rachael recreation season (Fall, 2020)
4. Follow up on ice usage reports to measure whether Steve enrolments in programs increase due to free ice time. Rachael
5. Prepare a communication on Council’s decision for Shelley Ongoing in free ice time. conjunction with other items related to this issue. 6. Provide an update on the replacement of street signs Michelle B Ongoing project for Springhill. Steve
7. Follow up on the approval of the grant to RHJADA, Melanie Pending land $2,250 from District 2 transaction
8. Follow up on approval of Demolition Order for 2595 Ron M. Completed Wyvern Road, River Philip by April 15, 2020. 9. Follow up on the approval of the following Ron M. Demolition Orders: (i) Property located at 3011 Highway 307, Completed Wallace, N.S. (ii) Property located at 6 North Greville Rd, Port Pending Greville, N.S. 10. Follow up on the approval for staff to investigate the Mike J. need and cost of backup power for the Community The plan is to put plugs in the two larger Centre. rooms to accommodate the present generators at the Center. This work will be done from EMO’s present year’s budget and should be completed by end of March. The larger picture of a generator and separate switch panels is more complicated, and I hope to have a total cost for this in Spring.
11. Prepare a report regarding the potential incremental Ron M. Ongoing, collection costs and tipping fees for not for profit Justin Acquiring info organizations. delayed due to pandemic 12. Follow up on the approval of Council to relocate the Jon E. Ongoing Carnegie Medal currently located in the former Town Rachel Hall building to the Dr. Carson and Marion Murray Community Center.
13. Defer the grant request of the Chignecto Glooscap Andrew Pending info re: Snowmobile Association to a future meeting pending Steve HST Rebate information on the eligibility of the assoc’n to receive a 50% rebate on HST. 14. Follow up on the approval of the Programs and Rennie Ongoing Services Review, including the following: Andrew a. Discussions with Municipal Affairs staff regarding information requirements and support. b. Develop an Action List with responsibilities and timelines. 15. Complete a document that details a program that Rennie Ongoing encourages voter turnout, candidate interest, and Shelley women candidates for the 2020 municipal election.
5.1
MEMORANDUM
TO: Warden and Council FROM: Nelson Bezanson, Municipal Planner DATE: June 24, 2020 RE: First Reading on amendment to Land Use Bylaw to rezone PID 25176561, 45 North Shore Road, East Wallace
Background: On June 2, 2020, Planning staff received an application from Matina Jost, President of 3336894 Nova Scotia Limited (the “applicant”) regarding the property at 45 North Shore Road, PID 25176561 (the “subject property”).
The subject property is owned by 3336894 Nova Scotia Limited and is located in the community of East Wallace. The property is undeveloped and is approximately 23 hectares (57 acres) with 760m (2500 ft) of frontage on Lazy Bay. The application is to rezone the property to Commercial Recreation to permit the development of an RV Park and Campground in up to 3 phases (phasing plan attached).
Regulatory and Land Use Context: Current Zone: Recreational Residential Proposed Zone: Commercial Recreation
The subject property is designated as Resource on Schedule A of the Municipal Planning Strategy and zoned as Recreational Residential. The current Recreational Residential. (RRec) zoning of the property does not permit the development of an RV Park or Campground.
4 km to W a lla ce
A majority of the neighboring properties are cultivated fields, a horse pasture and a few dwellings. The property to the west has a small motorcycle campground.
Rezoning the property to Commercial Recreation (CRec) would allow the development of an RV Park and Campground, is consistent with the Resource Designation, and is supported by MPS Policy 4-66A: “Council shall, in the Land Use By-law, create the Commercial Recreation Zone, intended to permit outdoor commercial recreation uses, such as campgrounds, RV parks, golf course, and driving ranges. Permitted uses shall include outdoor commercial recreation operations, limited residential development, and a limited range of supportive commercial uses. Zone standards shall be in keeping with the large area of land these uses require for the activity, parking, and on-site services.”
Next Steps: If the amendment passes first reading, staff will prepare advertisements for the public hearing to be held prior to second reading and place a Notice on the property to further advise the community of the upcoming hearing.
Recommendation: Give first reading to the proposed amendments to the Land Use Bylaw and call a public hearing for September, followed by a second reading.
Alternative: Council can decide to reject the proposed amendment, or request that further information be provided.
5.2
Municipality of Cumberland Ice Allocation Policy
PURPOSE:
The purpose of the ice allocation policy is to provide a set of consistent guidelines for all ice user groups of the Dr. Carson & Marion Murray Community Centre, Richard Calder Arena. This policy will be implemented in a manner that ensures the Municipality is providing equitable and fair ice times that allows for optimal facility usage.
This policy applies to all ice user groups who utilize the Dr. Carson & Marion Murray Community Centre, Richard Calder Arena.
DEFINITIONS:
In this Policy, ice user groups include but are not limited to:
1) Community Groups • A not-for-profit organization that offers programs and services to meet the needs of the community.
2) Figure Skating Club Association • Groups affiliated with a skating club; or • Groups affiliated with Skate Nova Scotia and/or Skate Canada.
3) Minor Hockey Association • Groups affiliated with Cumberland County Minor Hockey Association; or • Groups affiliated with another minor hockey association; or • Groups affiliated with Hockey Nova Scotia and/or Hockey Canada.
4) Cumberland Jr. B Blues • Groups affiliated with Cumberland Jr. B Blues
5) Private • A group or individual requesting for a privately run program or service that is for profit.
6) Recreational • A group or individual participating for recreational and/or leisure purposes in an unstructured program for personal satisfaction. This includes groups such as Pick Up Hockey, Cross Border Women’s Hockey, and Nova Scotia Community College Hockey.
7) Schools • A school within the jurisdiction of Cumberland County.
Last Edit: June 29. 2020 Municipality of Cumberland Ice Allocation Policy
OPERATING SEASON
As a general guideline, the length of the ice season will be from September 1st until April 15th. The length of the season will be determined annually by the Municipality of Cumberland after consultation with local user groups. All user groups that rent ice on a regular basis will be invited to an annual user group meeting. Generally, the Richard Calder Arena will be closed for regular operations on:
• Labour Day • Thanksgiving Day • Christmas Day • Boxing Day • New Year’s Day • Heritage Day • Good Friday • Easter Sunday
TIME DESIGNATION
Fair Time Designation is considered: • 8:00 am – 5:00 pm (Monday – Friday)
Prime Time Designation is considered: • 5:15pm- 11:00pm (Monday – Friday) • 8:00am-11:00pm (Saturday & Sunday)
Statutory Holidays (if applicable) • 7:00am-12:00am
Last Edit: June 29. 2020
RATES AND FEES
The below chart identifies what the prices were previously and the new proposed prices.
PREVIOUS PROPOSED – NEW PRICING PRICES
Holidays Monday Tuesday Wednesday Thursday Friday Saturday Sunday - - Fair Time $90.00 $99.00 $99.00 $99.00 $99.00 $99.00 $128.00 8:00am -5:00pm
Prime Time $130.00 $128.00 $128.00 $128.00 $128.00 $128.00 $128.00 $128.00 $128.00 5:00-12:00am
**The rates above are per hour and include HST*
• Cumberland County Minor Hockey Association - 270 hours free; Everything above and beyond, $99.00 (includes HST) must be paid. • Tournaments - & Special Events affiliated with Cumberland County Minor Hockey or Skating Clubs- Free • Skating Clubs- Free • Not- for -profit community groups – Free • Schools- Free • Recreational – As set out in the above table. • Private – As set out in the above table. • Tournaments – Free **Additional hours may be granted if ice is available**
Last Edit: June 29. 2020
ICE ALLOCATION GUIDELINES The Municipality of Cumberland reserves the right to allocate ice time to maximize the rental of available ice time to increase the sustainability of the Richard Calder Arena.
It is recognized that it is advantageous to maintain a reasonable amount of consistency with ice time scheduling from year to year therefore; consideration shall be given to the allocation of ice time based on the previous year as well as demand.
Ice time is not guaranteed to any user until a final schedule is received and approved by the Administrative Assistant.
ICE ALLOCATION PROCESS Ice allocation timeline (to be used as a guideline; actual date will vary from year to year.)
• Ice Requests are due by previous ice season user groups. o Requests are to include regular ice schedule and special event schedule. • Draft schedule is sent to previous ice user groups with meeting date reminder. • User group meetings will be facilitated by the Municipality of Cumberland to discuss proposed ice schedules and special events. • Revisions to drafts completed and tentative schedule released. • May 31 o Ice rental packages sent to previous ice season user groups. o Ice rental packages include: . Ice request forms . Ice start dates . Upcoming meeting dates • July 1 o Ice Requests are due by previous ice season user groups. o Requests are to include regular ice schedule and special event schedule. • July 10 o Draft schedule is sent to previous ice user groups with meeting date reminder. • July 15 o User group meeting facilitated by the Municipality of Cumberland to discuss proposed ice schedules and special events. • August 10 o Revisions to drafts completed and tentative.
ICE RE-ALLOCATION The Municipality of Cumberland reserves the right to re-allocate ice time in the event of cancellations.
SPECIAL EVENTS AND TOURNAMENTS Special event and tournament requests must be submitted at the same time as regular ice requests.
Last Edit: June 29. 2020
Municipality of Cumberland Ice Allocation Policy
GENERAL ICE AND FACILITY MANAGEMENT
Ice flood schedules
15 minutes is allocated for normal resurfacing. Resurfacing will occur when ice time is complete unless otherwise requested by the user.
Resurfacing schedule is at the sole discretion of the Municipality of Cumberland and maintenance staff to ensure safe ice conditions. The decision to resurface the ice at any time is the sole discretion of the maintenance staff. No persons are allowed on the ice until ice resurfacing machine and all Arena employees have left the ice surface and the doors have been closed.
Dressing Room
The Municipality of Cumberland and maintenance staff reserve the right to allocate dressing rooms based on the number of participants and/or teams using the ice and other uses occurring in the Arena.
Any damages are to be reported to the Administrative Assistant or the Manager of Recreation Programs and Services at the Dr. Carson & Marion Murray Community Centre.
Dressing rooms will be available 30 minutes prior to scheduled agreement times and shall be vacated within 30 minutes of the expiration of the agreement time.
Curfew Ice
During special events and seasonal playoffs, all efforts will be made to maintain the Arena regular ice schedule. However, should a game run over its scheduled time, the subsequent users will have their time adjusted accordingly. Users will be charged for extra time at the policy rate in effect at the time.
New Organization or Emerging Sport
When reasonable, the Municipality of Cumberland will recognize a new organization or emerging ice sport and will make reasonable effort to allocate ice time to enable establishment of its programs and services. Recognition and ice allocation will occur once the conditions and criteria outlined in the policy are met and existing users are not adversely impacted. New organizations/programs will be accommodated only to provide for and meet community needs and Arena sustainability.
Operating Stadium Outside of Standard Hours
The opening of the Arena during times when it is closed, or beyond established operating hours may be considered if the applicant agrees to pay full operational costs for opening and pending staff availability. Application does not guarantee approval.
Last Edit: June 29. 2020
Municipality of Cumberland Ice Allocation Policy
GENERAL ADMINISTRATION
Application
All applicants and users must submit all requests for ice time applications, amendments, and cancellations on Municipality of Cumberland approved forms.
The Municipality of Cumberland reserves the right to reject applications and requests from users submitting forms which are incomplete or contain in correct information.
Payment of Ice
As a general principal payment for ice time shall be made at the time of booking or in advance of usage. User groups making commitments(s) for ice time in advance of the season, in accordance with the ice allocation policy, shall be invoiced monthly provided a signed contract is completed. User groups booking ice on a semi-regular basis throughout the season maybe invoiced on a weekly basis at the discretion of the Municipality of Cumberland. The Municipality of Cumberland reserves the right to cancel and reallocate ice time due to delinquent accounts.
The nonpayment of invoices issued, or repetitive late payments may result in the denial of future rental.
The user shall be responsible for any damage incurred to the premises or property of the Municipality of Cumberland as a result of any act or omission of the applicant or the group named or their members. Damages which occur to the facility shall be the responsibility of the group or individual who signs the rental agreement.
Cancellation
The Municipality of Cumberland will implement the following:
• Requires two days’ (48 hours) notice via email for all cancellations, addressed to the Municipality of Cumberland, Administrative Assistant or designate. • The Municipality of Cumberland may accept cancellations of ice time that do not meet a 2-day (48 hour) minimum in the event the vacant time slot can be filled. Should ice time not be filled, the user shall be held responsible for the payment of the rental. • In the case of inclement weather, the Municipality of Cumberland reserves the right to wave the cancellation requirements at its discretion. • The Municipality of Cumberland reserves the right to cancel any rental agreement upon notice to the user should the facility be required for emergency purposes. • The Municipality of Cumberland shall not be held responsible for any failure in suppling ice time due to circumstances beyond its control.
Last Edit: June 29. 2020
Municipality of Cumberland Ice Allocation Policy
SUBLET
The user shall not sublet or render to others the facility without written authorization from the Municipality of Cumberland.
INSURANCE REQUIREMENTS FOR ALL ICE USERS
The organization shall provide certificates of insurance evidencing the coverage as required to the Municipality of Cumberland. Upon expiry, documents of renewed coverage are again to be provided and the organization will make policies available to the Municipality for review and in the event of claim.
Last Edit: June 29. 2020
6.1
MEMORANDUM
TO: Council
FROM: Kim Sears
DATE: June 29, 2020
RE: Remittal Request for AAN 02849577
Account#: AAN 02849577
District: 1
Issue:
In December 2018, the assessed owner called Property Valuation Services to notify them of her business closure on December 31, 2018. However, the closure was after Property Valuation Services cut off date of December 1, 2018. This was not understood by the assessed owner until it was too late to amend the 2019 levy. Customer appealed the commercial assessment when she received her 2019 assessment from PVSC however PVSC is restricted from being able to retroactively change the 2019 commercial assessment.
Staff recommends that council consider a remittal in the amount of $244.64 to adjust the 2019 commercial tax levy portion.
Re: Remittal Request Page 1 of 1 6.2
MEMORANDUM
TO: Staff & Council FROM: Melanie Prendergast DATE: June 26, 2020 RE: Grant Request for Council Review
Organization Project Request Staff Recommends Cumberland County This year the Exhibition will not be held in the $3000 or $2500 (half of Exhibition normal manner. However, they are still going to any assistance project cost) be working hard to make sure that they enter 2021 that can be in the best possible position. They are seeking provided assistance to work on the grounds this summer which will include cleaning them, painting the barns and buildings, repairing benches, building stalls in the barns and to do general repairs and maintenance to the grounds and buildings.
They anticipate these projects will cost approximately $5000 to complete.
Uncommitted funds that are left in Regional Funds as of June 10, 2020: $15,000 with possibility of extra $18,500 reallocated to this funds that will be decided at Council.
Uncommitted funds that are left in District Funds as of June 26, 2020:
District 1 923.00 District 8 923.00 District 2 923.00 District 9 923.00 District 3 923.00 District 10 923.00 District 4 783.00 District 11 depleted, over by $77 District 5 923.00 District 12 depleted, over by $77 District 6 923.00 District 13 923.00 District 7 923.00
Community Development Grants June 26, 2020 Page 1 of 1 6.3
MEMORANDUM
TO: Council
FROM: Vicki Weaver
DATE: June 29, 2020
RE: Amherst Little League
The purpose of this memo is to explain that staff have been made aware that circumstances have changed for the Amherst Little League Baseball Association, and we would like Council to reconsider their grant application for 2020-21.
Amherst Little League provides FREE baseball to kids ages 5-12 and has done so for over 60 years. Council and staff have always been very supportive of this organization and the work that they do.
In following budgetary direction to assume all events and programs would not happen before September 1st, staff did not recommend any funding for Little League.
We have, however, been notified that the organization has made a plan to get back to play on July 9th.
Their original request was for $2,500 to be used as part of their annual operating funds. Their season will now be shorter, but they received none of the student grants they had been hoping for.
We would ask that Council reconsider this grant for $2,500 from regional grants.
Page 1 of 1 6.4
MEMORANDUM
TO: Staff & Council FROM: Melanie Prendergast DATE: June 23, 2020 RE: Reallocation of Town of Oxford Arena Grant Funds
On June 23rd, Town of Oxford CAO, Rachel Jones, sent an email stating that the Town Council approved a balanced budget at their June 22nd meeting and as a result, the Oxford Arena will remain closed for the 2020/21 fiscal year. Their intent is to focus efforts on community input and involvement and to consider all staffing and service levels into the next fiscal year.
It was stated in her email that it is understood that the grant that was initially applied for and awarded from the County of Cumberland for the arena will consequently not be issued. It is therefore the recommendation of staff that the $18,500 that was approved for this purpose be reallocated to the Regional grant funds for new applications.
Community Development Grants June 23, 2020 Page 1 of 1 6.5
MEMORANDUM
TO: Council FROM: Steve Ferguson
DATE: June 29, 2020
RE: CUMBERLAND YMCA GRANT 2nd QUARTERLY INSTALLMENT
The purpose of this memo is to recommend that Council approve the next grant payment to the Cumberland YMCA.
Due to uncertainties as a result of COVID-19, Council has reserved funds for a grant to the Y in the amount of $132,264, but as of yet only approved the payment of a first quarterly installment, in the amount of $33,066, pending receipt of additional financial information, including an approved budget.
On June 26th, I received an email from the YMCA’s CEO which stated as follows:
“Please find the most recent cash flow attached. We will be moving to monthly cash flow projections instead of weekly now. At this time the board will be reviewing a re-forecasted budget in September which will include our actuals from April-August. This enables us to have a better understanding of the duration and speed of our recovery process and will enable what we hope to be a more accurate budget for the last 7 months of our fiscal year. In addition this fall we were supposed to be engaging in a strategic planning process. We will be discussing moving towards a Dynamic Plan format which means our plan will be updated and changed month to month. This has been a recommended approach by governance leaders within the federation as so much is changing and trying to plan a 3-5 year strategy is just not realistic.”
The cash flow information was supplied in the form of an Excel Spreadsheet, which will be forwarded to all Councillors by separate email (it cannot be included in the package due to formatting issues). I understand the same information has been provided to the Town of Amherst.
It is recommended that a second quarterly installment in the amount of $33,066 be approved for the Cumberland YMCA at this time.
Page 1 of 1 6.6