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Home My Public Portal About2023-01-12 Administration Minutes1 Sussex Minutes of Meeting of Administration Committee #01-23 January 12, 2023 6:00 p.m. Present: Staff Present: Mayor Thorne, Deputy Mayor Wilson, Councillor Nelson, Councillor Brenan, Councillor Milner, Councillor MacLeod, Councillor Bobbitt, Councillor Maguire Scott Hatcher, Chief Administrative Officer, Heather Moffett, Treasurer, Tara Olesen, Town Clerk, Jason Thorne, Community Services Director 1. APPROVAL OF AGENDA Moved by: Councillor Nelson Seconded by: Deputy Mayor Wilson THAT the Committee approve the agenda as presented with the additions of 7.k) IOM Treasurer Moffett - Internal Interest Rate and 7.1) Municipal Elections. Motion Carried 2. RECORDING OF ATTENDANCE 3. DISCLOSURE OF CONFLICT OF INTEREST No members present declared a conflict of interest on any of the items on the agenda at this time. 4. APPROVAL OF MEETING MINUTES 4.a MEETING MINUTES #19-22 Moved by: Councillor Maguire Seconded by: Councillor Nelson THAT the Committee approve the minutes of meeting 19-22 as circulated. Motion Carried 5. DELEGATIONS There were no delegations present at the meeting. 2 6. BUSINESS ARISING OUT OF MINUTES 6.a LOCAL GOVERNANCE REFORM 6.a.1 IOM PNB LOCAL GOVERNMENT DATA FILES 22-12-2022 CAO Hatcher reviews with the Committee the transfer of digital files in an ESCRIBE shape file format for the new town procedures as well as all files related to the new entities in Region 8. Letter received and filed by the Committee. 6.a.2 REGULATION 2022-50 - UNDER THE LOCAL GOVERNANCE ACT - UPON REQUEST CAO Hatcher provides at the meeting a printed copy of Section 37 of Regulation 2022-50 under the Local Governance Act as well as Schedule 37 Map of the New Municipal Boundaries of Sussex. Committee requests that Town Administration provide a link to the text of the regulation for Committee members information. Information received and filed by the Committee. 7. NEW BUSINESS 7.a 2023 GENERAL FUND AND UTILITY FUND PNB APPROVED BUDGETS 7.a.1 CHANGES RECONCILIATION SUBMITTED VS APPROVED Treasurer Moffett reviews with the Committee the town reconciliation of the various differences of the 2023 General Fund Operating and the Utility Fund Budgets approved by the Province of New Brunswick vs the budget submitted by Town Administration for provincial approval. Brief discussion highlighting changes in revenue items in the amount of $15,364, and total increase in expenditures in the amount of $15,364. Most notably an added expense for the mandated services in the Region by the transition leader. These expenses were submitted in the budget for approval under line #2.1.2.7.0 and then again added for the second time. There was also an adjustment in debenture funds in 2022 Capital in the amount of removing a $20,800 expense. Brief discussion on the differences and impact on 2023 operation. Treasurer Moffett outlined there were no changes made to the utility budget when comparing the submitted for approval budget and the budget approved by PNB on January 11, 2023. 7.a.2 2023 GENERAL AND UTILITY FUND BUDGETS Treasurer Moffett reviews with the Committee the 2023 approved General Fund Operating Budget and the 2023 Utility Fund Budget. 3 Brief discussion on the 2023 tax rates and the operations of the new Municipality of Sussex. Information received and filed by the Committee. 7.b BUSINESS IMPROVEMENT AREA LEVY - BY-LAW 154-22 The signed/approved Business Improvement Area Levy By-law #154-22 was reviewed, received, and filed by the Committee. 7.c TOWN PLANNER - OFFER OF SERVICES CAO Hatcher reviews with the Committee the offer of services received from Dillon Consulting Ltd. These services are required for the Town to meet and exceed the legislation requirements for land use planning in the new municipality. Moved by: Councillor Bobbitt Seconded by: Deputy Mayor Wilson THAT the Committee recommend to Council that Council accept the planning services proposal submitted by Dillon Consulting Ltd in accordance with the offer of services proposal dated July 25,2022. Motion Carried 74 MUNICIPAL PLAN AND ZONING BY-LAW AMENDMENTS CAO Hatcher reviews with the Committee the proposed planning fee proposal submitted by Dillon Consulting to review, develop, and execute the work necessary to implement a new municipal plan and Zoning By-law for the new Municipality of Sussex. Brief discussion. Moved by: Mayor Thorne Seconded by: Deputy Mayor Wilson THAT the Committee recommend to Council that Council accept the fee proposal of Dillon Consulting to implement the new Municipal Plan and Zoning By-law amendments as highlighted in the work plan proposal dated August 31, 2022, in the amount of $34,375.00 exclusive of HST. Motion Carried 7.e IOM CAO HATCHER - COAT OF ARMS, TOWN CREST, TOWN FLAG. CAO Hatcher reviews with the Committee his recommendation to makes application to the Canadian Heraldic Authority through the Chief Herald of Canada Office to begin the process of developing a new Town Crest, Town Flag, and Town Coat of Arms. The estimated cost of the process is believed to be estimated at $3,000.00. Brief discussion. 4 Moved by: Councillor MacLeod Seconded by: Councillor Bobbitt THAT the Committee recommend to Council that Council the Town Administration make application to the Canadian Heraldic Authority through the Chief Herald of Canada to develop a new Town Crest, Town Flag, and Town Coat of Arms. Motion Carried 7.f FISCAL SERVICES - DISCUSSION ON DEBT CAPACITY 7.f.1 IOM TREASURER MOFFETT - DEBT AND CAPITAL RESERVE FUNDS Treasurer Moffett reviews with the Committee the Debt and Capital Reserve Funds held by the new Town. 7.f.2 ENTITY #44 - SUSSEX - SUSSEX CORNER FISCAL SERVICES Lengthy discussion of the fiscal services philosophy of the new community to manage capital projects and the amount of debt to total budget thresholds to be administered by Town Administration. Information received and filed by the Committee. 7.g WATER AND WASTEWATER - SCHEDULE OF 2023 USER FEES 7.g.1 IOM TREASURER MOFFETT - USER FEES Treasurer Moffett reviews with the Committee the recommended changes in the fee schedules and implementation of semi-annual billing to be undertaken in 2023 to adjust user fees at an equal fee for service for all residential connections in the new community. Lengthy discussion. 7.g.2 WATER AND SEWER FEES - WARD 1 Treasurer Moffett reviews with the Committee the proposed water and sewer fees in Ward 1 with the Committee. 7.g.3 WATER AND SEWER FEES - WARD 2 Treasurer Moffett reviews with the Committee the proposed water and sewer fees in Ward 2 with the Committee. Both amendments to the By-law schedules will be added to the January 16th, 2023, Council meeting to begin the process of implementing the 2023 user fees. The Committee requests Town Administration inform all users by letter of the 2023 changes. 5 Administration requested to add both schedule A amendments to the Council agenda for the January 16th, 2023, meeting. 7.h COUNCIL ORIENTATION TRAINING OPPORTUNITIES 7.h.1 PNB ONLINE SESSIONS CAO Hatcher outlines the upcoming online training and orientation opportunities provided by PNB. Information received and filed by the Committee. 7.h.2 UMNB TRAINING - FEBRUARY 11 - 12, 2023 CAO Hatcher outlines the upcoming training opportunities provided by UMNB February 11 & 12, 2023, in Fredericton. Information received and filed by the Committee. 7.i APPROVED KINGS RSC8 2023 OPERATING BUDGET The Committee received and filed the approved 2023 Operating Budget of the Kings Regional Service Commission. 7.j DOWNTOWN BUSINESS ASSOCIATION - JANUARY 5, 2023, MEETING MINUTES Deputy Mayor Wilson reviews with the Committee the Downtown Business Association January 5th, 2023, meeting minutes. Brief discussion, minutes received and filed by the Committee. 7.k IOM TREASURER MOFFETT - INTERNAL INTEREST RATE Treasurer Moffett reviews with the Committee the recommended 2023 internal interest rate. Town Administration recommends the internal rate be increased to 4.45%. Moved by: Councillor Maguire Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council adjust the internal interest rate to 4.45% for interfund loans and balance effective January 1, 2023. Motion Carried 7.1 MUNICIPAL ELECTIONS Councillor Maguire requests the Committee consider having a discussion at the next Economic Development and Long Range Planning Committee meeting in February a discussion on what each Councillor has heard on the campaign trail. 6 Town Administration will add this item to the upcoming ED&LRP Committee meeting agenda. 8. PERSONNEL 8.a CALL FOR VOLUNTEERS - PAC, HERITAGE COMMITTEE, ARTS COMMITTEE, STANDARDS. CAO Hatcher reviews with the Committee a proposed online process to develop interested residents in volunteering on Town Committees. Brief discussion and the Committee consensus are to implement an online application process to develop names of interested volunteers for Town Committees. 8.b KINGS REGIONAL SERVICES COMMISSION - APPOINTMENT OF MEMBERS AND ALTERNATES CAO Hatcher reviews with the Committee the request received from Kings RSC8 to notify them of the members that will be serving on their board and an alternate for services. Mayor Thorne advises that he has requested Deputy Mayor Wilson serve with him as Sussex members of the Kings RSC8 Board and that he has requested Councillor Maguire serve as our alternate. 9. ACCOUNTS Moved by: Councillor Milner Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council approve the Community Services Accounts for the month of December 2022 in the amount of $34,576.68. Motion Carried Moved by: Councillor Bobbitt Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council approve the Works Committee accounts for the month of December 2022 in the amount of $256,734.33. Motion Carried Moved by: Deputy Mayor Wilson Seconded by: Councillor Milner THAT the Committee recommend to Council that Council approve the Protective Services accounts for the month of December 2022 in the amount of $289,559.63. Motion Carried 7 Moved by: Councillor MacLeod Seconded by: Councillor Maguire THAT the Committee recommend to Council that Council approve for payment the Administration accounts for the month of December 2022 totaling $36,568.46. Motion Carried 10. SCHEDULE FOR NEXT MEETING - Thursday February 16th, 2023. The next regular meeting is scheduled for February 16th, 2023, at 6:00 PM. 11. ADJOURNMENT Moved by: Councillor Milner Seconded by: Councillor Bobbitt THAT this regular monthly meeting of the Administration Committee be adjourned. Motion Carried 12. CLOSED SESSION 12.a LOCAL GOVERNANCE ACT SECTION 68 1 (J) - LABOUR AND EMPLOYMENT MATTERS 12.b LOCAL GOVERNANCE ACT SECTION 68 1 (c) - AGREEMENTS AND CONTRACT MATTERS COUNCILLOR BRENAN, CHAIRPERSON S.M. HATCHER, P. ENG., CAO