The URL can be used to link to this page

Home My Public Portal About2023-01-10 Community Services Minutes1 Sussex Minutes of Meeting of Community Services Committee #01-23 January 10, 2023 6:00 p.m. Present: Mayor Thorne, Deputy Mayor Wilson, Councillor Nelson, Councillor Brenan, Councillor Milner, Councillor Bobbitt, Councillor MacLeod, Councillor Maguire Staff Present: Scott Hatcher, Chief Administrative Officer, Community Services Director Thorne, Heather Moffett, Treasurer 1. APPROVAL OF AGENDA Moved by: Deputy Mayor Wilson Seconded by: Councillor Milner THAT the Committee approve the agenda as circulated. Motion Carried 2. RECORDING OF ATTENDANCE 3. DISCLOSURE OF CONFLICT OF INTEREST The Committee members did not disclose any conflict of interest with any of the items on the agenda at this time. 4. APPROVAL OF MEETING MINUTES #19-22 Moved by: Councillor Brenan Seconded by: Deputy Mayor Wilson THAT the Committee approve the Minutes of Meeting #19-22 as circulated. Motion Carried 5. PRESENTATIONS / DELEGATIONS There were no delegations present at the meeting. 2 6. COMMUNITY SERVICES DIRECTOR'S REPORT 6.a ADMINISTRATION 6.a.1 DEPARTMENTAL OVERTIME DETAILS. The Community Services Director reviewed the overtime details for the period of January 1 to December 31, 2022, showing the Sports Centre over budget by 67.25 hours, Parks and Playgrounds over budget by 115.75 hours and Community Services over budget by 39.25 hours. 6.a.2 RECREATION MASTER PLAN / STAKEHOLDER ENGAGEMENT. The Community Services Director reviewed a project proposal which outlines a process where staff will conduct a formal stakeholder/community engagement exercise to solicit feedback in order to prepare a planning/visioning framework for planning and investment going forward. This information would be gathered during a series of in -person user group meetings and compiled into a summary report to be presented to Council. 6.a.3 2023 SUMMER STUDENTS The Community Services Director informed the Committee that applications for summer students are now being accepted through the Town website. 6.b COMMUNITY EVENTS 6.b.1 2022 PARTNER EVENTS — EVENTS MANAGEMENT COMMITTEE REPORT. There is nothing new to report on this item at this time. 6.b.2 CHRISTMAS LIGHTS CONTEST - DECEMBER 2022 The Community Services Director reviewed the winners of the 2022 Winter Lights Contest as follows: 1st Place - 214 St. George Street ($100 Sobeys gift card) 2nd Place - 955 Main Street ($75 Sobeys gift card) 3rd Place - 86 Maple Avenue ($50 Sobeys gift card) 6.b.3 8TH HUSSARS — 175TH ANNIVERSARY EVENT MAY 18 — 21, 2023 There is nothing new to report on this item at this time. The Community Services Director indicated that pre -planning for this event is well underway. 3 6.c COMMUNITY RECREATION ORGANIZATIONS 6.c.1 SUSSEX & DISTRICT CHAMBER OF COMMERCE There is nothing new to report on this item at this time. 6.d FACILITIES OPERATIONS & MAINTENANCE 6.d.1 MAINTENANCE ACTIVITIES — MAINTAIN X DECEMBER 2022. The Community Services Director reviewed screenshots of the work order details for the department for the period December 1 to December 31, 2022. There were 643 work orders created, 635 were completed; 68 of the work orders were reactive and 575 were repeatable. There were 329 work orders pass, 16 flagged for follow up, 8 fails, 405 on time and 226 overdue. 6.d.2 SPORTS CENTRE 6.d.2.1 HUSSARS 2050 — ARENA CAPITAL RENOVATION PLANNING There is nothing new to report on this item at this time. 6.d.2.2 HUSSARS 2050 — ENERGY AUDIT. There is nothing new to report on this item at this time. 6.d.2.3 REAR EXTERIOR CLADDING — PHASE 3. There is nothing new to report on this item at this time. 6.d.2.4 CALENDAR OF EVENTS The following events are scheduled to take place at the 8th Hussars Sports Centre: JANUARY 14-15 MARCH 18 MARCH 24-26 MARCH 26 MINOR HOCKEY NOVIC JAMBOREE SKATING CLUB ICE SHOW PROVINCIALS (TBD) ICE SEASON ENDS 6.d.2.5 ICE SPONSORSHIP PROGRAM The Community Services Director reviewed a report showing the ice sponsorship received to date. Staff continue to follow up with area businesses to solicit support. 6.d.3 BEAUTIFICATION & LANDSCAPE: 6.d.3.1 SHARP'S PARK There is nothing new to report on this item at this time. 4 6.d.3.2 IMPERIAL PARK PROJECT There is nothing new to report on this item at this time. 6.d.3.3 GREENHOUSE PROPOSAL There is nothing new to report on this item at this time. 6.d.3.4 PARK - SIGNAGE DEFICIENCY There is nothing new to report on this item at this time. 6.d.3.5 BROAD STREET PARK There is nothing new to report on this item at this time. 6.d.4 LEONARD'S GATE HOLIDAY DISPLAYS 6.d.4.1 TRELLIS SYSTEM There is nothing new to report on this item at this time. 6.d.5 COMFORT STATION — O'CONNELL PARK. 6.d.5.1 PARKING AREA DEVELOPMENT The Community Services Director informed the Committee that Works Department personnel are continuing to work on the initial development of this site. 6.d.6 MURAL MAINTENANCE PROGRAM 6.d.6.1 ARTS AND CULTURAL COMMITTEE The Community Services Director informed the Committee that Administration is currently working on the terms of reference and process to solicit members to this new committee. 6.d.7 URBAN FOREST MANAGEMENT — UNB 4020 There is nothing new to report on this item at this time. An update on the program will be completed over the winter of 2022-2023. 6.e COMMUNITY SERVICES DEPARTMENT PROGRAMS 6.e.1 POLICY CS -17: SCHEDULE A - PROGRAMS The Community Services Director reviewed a copy of Policy CS -17: Schedule Al - Programs; showing the proposed programs and associated cost recovery targets, fees, and resident rebates. 5 6.f TOURISM 6.f.1 DESTINATION MARKET READINESS (DMR) — DRAFT REPORT DESTINATION DEVELOPMENT INITIATIVE. The Community Services Director informed the Committee that Administration has prepared a discussion document to be reviewed in closed session to be held at the Administration Committee meeting scheduled for January 12th at 6:OOpm. 6.f.2 UPPER BAY OF FUNDY DESTINATION DEVELOPMENT INITIATIVE There is nothing new to report on this item at this time. 6.f.3 EXPLORE SUSSEX NB. There is nothing new to report on this item at this time. 7. REQUESTS FOR APPROVAL 7.a ADMINISTRATION - NIL 7.b COMMUNITY EVENTS - NIL 7.c COMMUNITY RECREATION ORGANIZATIONS - NIL 7.d FACILITIES - NIL 7.e COMMUNITY SERVICES PROGRAMS 7.e.1 POLICY CS -17: SCHEDULE A - PROGRAMS Moved by: Councillor Brenan Seconded by: Councillor Bobbitt THAT the Committee recommend to Council that Council approve Policy CS -17: Schedule Al - Programs. Motion Carried 7.f TOURISM - NIL 8. BUSINESS ARISING OUT OF MINUTES - NIL 9. NEW BUSINESS - NIL 10. PERSONNEL — NIL 6 11. ACCOUNTS Moved by: Deputy Mayor Wilson Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council approve for payment accounts for the month of December 2022 totaling $34,576.68. Motion Carried 12. SCHEDULE FOR NEXT MEETING - FEBRUARY 14, 2023, 6:00 PM 13. ADJOURNMENT Moved by: Councillor Brenan Seconded by: Deputy Mayor Wilson THAT this regular meeting of the Community Services Committee be adjourned Motion Carried 14. CLOSED SESSION — NIL COUNCILLOR MacLEOD, CHAIRPERSON 2if e, S.M. HATCHER, P. ENG., CAO