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

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

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

2) Approval of the Agenda
Councillor Danny Hill asked that the following item be added to the agenda:

• 6 - Emergency Management Organization

MOVED BY Councillor Carl Deveau and SECONDED BY Councillor Brian Comeau that the proposed agenda be approved with the above noted addition.
MOTION CARRIED

3) Declaration of Conflict of Interest.
Councillor Nadine Comeau declared a conflict of interest with item 9.1 Contract Negotiations.

4) Presentations
None.

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
None.

7) New Business
7.1 RFP – New Website Design, Acadian Shores Interpretive Tour      
The Municipality of Clare issued an RFP for professional design services to create a new website for the Acadian Shores Interpretive Tour. Several proposals were received in response to this RFP which closed on March 15, 2024. It should be noted that the design of this new website is funded entirely by ACOA. Following a review of the proposals by the project committee (i.e., staff from both Clare and Argyle), it was recommended that Council accept the proposal from VOX Interactif in the amount of $17,077 plus HST. Council agreed and made the following motion to recommend:

PROPOSED BY Councillor Carl Deveau and SECONDED BY Councillor Nadine Comeau that the Council for the Municipality of the District of Clare recommend accepting the proposal from VOX Interactif for the design of a new website, as part of the Acadian Shores Interpretive Tour project, in the amount of $17,077 plus HST.
MOTION CARRIED

7.2 RFP - New Website Design, Discover La Baie Sainte-Marie
The Municipality of Clare issued an RFP for professional design services to create a new website for Discover La Baie Sainte-Marie. The RFP closed on March 15, 2024. A total of 18 proposals were received. Following a review of the proposals by both the CAO and staff, it was recommended that Council accept the proposal from VOX Interactif in the amount of $18,242 plus HST. Council agreed and made the following motion to recommend:

PROPOSED BY Councillor Danny Hill and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare recommend accepting the proposal from VOX Interactif for the re-design of the Municipality’s Discover La Baie Sainte-Marie website in the amount of $18,242 plus HST.
MOTION CARRIED

7.3 Equipment Purchase – Groundskeeping
The CAO is seeking to purchase a new zero turn commercial lawn mower and a 14-foot trailer for the Municipality’s Public Works Department. Two quotes were received for the mower. Pricing is still being sought for the trailer.

With regards to the mower, both the CAO and staff are recommending the Municipality accept the quote from Leonard C. Comeau General Store Ltd. Normally this purchase would be discussed as part of the capital budget deliberations which usually occur in May, however there is currently a special promotion on the mower in question. The promotion ends in April. As such, the CAO is seeking Council’s approval to take advantage of this additional discount and proceed with this purchase in April, with the understanding that a formal motion will follow once the numbers for the mower (and the trailer) have been finalized. Council agreed.

7.4 Road Naming Request – Sunrise Drive
The Municipality was approached to name a private road. All affected parcels of land are owned by the individual making the request. Furthermore, the proposed name is compliant with the Municipality’s Road Naming Policy. As such, the CAO and staff are recommending Council proceed with the road naming as requested. Council agreed and made the following motion to recommend:

PROPOSED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare recommend approving the request to name the road shared by the PIDs (Property Identification Number) listed below, as follows:

In English: Sunrise Drive

In French: Promenade du lever du soleil

MOTION CARRIED

7.5 Road Naming Request – Sunshine Drive
The Municipality was approached to name a private road. All affected parcels of land are owned by the individual making the request. Furthermore, the proposed name is compliant with the Municipality’s Road Naming Policy. As such, the CAO and staff are recommending Council proceed with the road naming as requested.  Council agreed and made the following motion to recommend:

PROPOSED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare recommend approving the request to name the road shared by the PIDs (Property Identification Number) listed below, as follows:

In English: Sunshine Drive

In French: Promenade beau soleil

MOTION CARRIED

7.6 Emergency Management Organization
Councillor Danny Hill raised concerns about the lack of communication available during an emergency to citizens that reside in more rural parts of the Municipality. The CAO agreed that this has been an ongoing issue. To help address this issue, the Municipality is purchasing communications software, Voyent Alert, which allows messages to be sent directly, in both official languages, to anyone who has a cell phone and chooses to subscribe. There is no cost to the end user, only the Municipality. The Municipality is also exploring options for making better use of both CJLS and Radio CIFA in the event of an EMO activation.

The CAO will invite the Municipality’s EMO Coordinator to a future Council meeting to further this discussion.

8) Questions and Comments from the Public
None.

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

Topics Discussed:
9.1 Contract Negotiations
9.2 Personnel Matters

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

PROPOSED BY Councillor Danny Hill and SECONDED BY Councillor Carl Deveau that the Council for the Municipality of the District of Clare recommend amending its previous motion granting a municipal tax exemption to the Clare Curling Association (AAN # 06078044) to reflect a rebated amount of 73% of the commercial tax amount and fire rates, effective April 1, 2023. 
MOTION CARRIED

PROPOSED BY Deputy Warden Eric Pothier and SECONDED BY Councillor Danny Hill that the Council for the Municipality of the District of Clare recommend reimbursing $4,586.85 to the Clare Curling Association for fiscal 2023-24, as per the motion to recommend dated April 3, 2024, granting a municipal tax exemption of 73% of the commercial tax amount and fire rates, effective April 1, 2023.
MOTION CARRIED

9) Date and time of the next Council-in-Committee Meeting
The next Council-in-Committee Meeting will be held on May 1, 2024, at 7:00 pm.

10) Adjournment
PROPOSED BY Councillor Nil Doucet to adjourn the meeting at 8:25 pm

Submitted by
Aimélie Comeau,
Executive Assistant