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Home My Public Portal About2023-02-14 Community Services Minutes1 Sussex Minutes of Meeting of Community Services Committee #02-23 February 14, 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: Councillor Brenan Seconded by: Deputy Mayor Wilson 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 Moved by: Deputy Mayor Wilson Seconded by: Councillor Brenan THAT the Committee approve the minutes of Community Services Committee Meeting 01-23 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 January 31, 2023, showing the Sports Centre under budget by 22.5 hours. 6.a.2 RECREATION MASTER PLAN - COMMUNITY STAKEHOLDER ENGAGEMENT The Community Services Director reviewed a summary presentation and spreadsheet which were created based on the feedback received from a stakeholder/ community engagement exercise. The committee is asked to bring any questions or additions to the next meeting, and senior staff will also review the information and provide recommendations and discussion points. The committee held a lengthy discussion on the engagement sessions and the information gained from the meeting. 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 and will be accepted until the end of March. 6.a.4 POLICY CS -17: RECREATION USER FEES The Community Services Director reviewed a revised copy of Policy CS -17: Recreation User Fees and the accompanying Schedules Al and A2. Schedule A2 has been updated to include adjusted ball field rental fees for the 2023 season as well as rental fees for the back room of the Ward 2 community building (Community Services Department Offices). 6.b COMMUNITY EVENTS 6.b.1 2022 PARTNER EVENTS — EVENTS MANAGEMENT COMMITTEE REPORT. The Community Services Director reviewed the minutes of the February 10th Events Management Committee. The Committee discussed the details of the upcoming Rotary Brewfest and the closure of Broad Street on May 21, 2023 for as long as is deemed necessary for support of the 8th Hussars Anniversary event being held at the Intercolonial Railway Station. 3 6.b.2 8TH HUSSARS — 175TH ANNIVERSARY EVENT MAY 18 — 21, 2023 The Community Services Director reviewed the preliminary layout of the grounds on Broad Street in support of this 175th Anniversary event. 6.c COMMUNITY RECREATION ORGANIZATIONS 6.c.1 SUSSEX & DISTRICT CHAMBER OF COMMERCE - MAIN STREET GRANT The Community Services Director reviewed a proposal and quotation of $41,675A3, HST included, from Hansen Signs for the supply and install of LED sign panels, location will be determined at a later date. Grant funding will provide for 60% reimbursement of this project upon claim. 6.c.2 FIBROMYALGIA ASSOCIATION OF CANADA REQUEST The Community Services Director reviewed a request from the Fibromyalgia Association Canada to light the gates at O'Connell Park purple on May 12th in support of Fibromyalgia Awareness Day. Moved by: Councillor Brenan Seconded by: Councillor Nelson THAT Committee approve the lighting of the gates at O'Connell Park purple on May 12th in support of Fibromyalgia Awareness Day. Motion Carried 6.c.3 8TH HUSSARS MUSEUM - MOU The Community Services Director reviewed a copy of the updated Memorandum of Understanding for the use of the Train Station by the 8th Hussars Museum. 6.c.4 SULLY'S LEASE AGREEMENT The Community Services Director reviewed a copy of the agreement between the Town and Ryan Sullivan (operating as Sully's Ice Cream). 6.c.5 COMMUNITIES IN BLOOM 2023 The Community Services Director reviewed an invoice for $1,175, HST included, from Communities in Bloom for Sussex's participation in the 2023 International Challenge Category. 4 6.d FACILITIES OPERATIONS & MAINTENANCE 6.d.1 MAINTENANCE ACTIVITIES — MAINTAIN X JANUARY 2023. The Community Services Director reviewed screenshots of the work order details for the department for the period January 1 to January 31, 2023. There were 270 work orders created, 259 were completed; 54 of the work orders were reactive and 216 were repeatable. There were 169 work orders pass, 3 flagged for follow up, 7 fails, 133 on time and 120 overdue. 6.d.2 SPORTS CENTRE 6.d.2.1 CALENDAR OF EVENTS The following events are scheduled to take place at the 8th Hussars Sports Centre: MARCH 18 SKATING CLUB ICE SHOW MARCH 31 -APRIL 2 U13C PROVINCIALS APRIL 2 ICE SEASON ENDS 6.d.2.2 ICE SPONSORSHIP PROGRAM There is nothing new to report on this item at this time. 6.d.3 COMFORT STATION — O'CONNELL PARK. 6.d.3.1 PARKING AREA DEVELOPMENT The Community Services Director informed the Committee that the Works Department personnel are continuing to work on the initial development of this site. 6.d.4 MURAL MAINTENANCE PROGRAM 6.d.4.1 STREET ART - MAINTENANCE PROGRAM The Community Services Director reviewed a revised discussion document related to the future of the murals and street art for discussion and consideration. The Committee held a lengthy discussion on the changes needed to remain a vibrant display. 6.d.5 URBAN FOREST MANAGEMENT — UNB 4020 There is nothing new to report on this item at this time. Community Services Director Thorne indicated that a preliminary report will be available at the March Committee meeting. 6.e COMMUNITY SERVICES DEPARTMENT PROGRAMS — NIL 5 6.f TOURISM 6.f.1 SUSSEX TOURISM WORKING GROUP MEETING 6.f.1.1 DESTINATION MARKET READINESS (DMR) — DRAFT REPORT DESTINATION DEVELOPMENT INITIATIVE. The Community Services Director informed the Committee that Administration will be meeting later this month with representatives of ACOA and RDC to discuss the scope of work suggested in the Destination Market Readiness Program report and action matrix, specifically the non - motorized trail development and street art items. 6.f.1.2 UPPER BAY OF FUNDY DESTINATION DEVELOPMENT INITIATIVE The Community Services Director informed the Committee that Administration will circulate a link to a short video (13mins) which outlines the work undertaken to date, as well as the next steps in the development of this project. 6.f.1.3 EXPLORE SUSSEX NB. There is nothing new to report on this item at this time. 7. REQUESTS FOR APPROVAL 7.a ADMINISTRATION 7.a.1 POLICY CS -17: RECREATION USER FEES Moved by: Councillor Brenan Seconded by: Deputy Mayor Wilson THAT Committee recommend to Council that Council adopt Policy CS - 17 and the accompanying Schedules Al and A2 as presented. Motion Carried 7.b COMMUNITY EVENTS 7.b.1 EVENTS MANAGEMENT COMMITTEE Moved by: Councillor Bobbitt Seconded by: Councillor Maguire THAT Committee recommend to Council that Council authorize the closure of Broad Street on May 21, 2023 for as long as is deemed necessary for support of the 8th Hussars Anniversary event being held at the Intercolonial Railway Station. Motion Carried 6 7.c COMMUNITY RECREATION ORGANIZATIONS 7.c.1 SUSSEX & DISTRICT CHAMBER OF COMMERCE - MAIN STREET GRANT Moved by: Mayor Thorne Seconded by: Deputy Mayor Wilson THAT Committee recommend to Council that Council accept the quotation of $41,675.43, HST included, from Hansen Signs for the supply and install of LED sign panels, locations to be determined at a later date. Councillor Maguire voted nay. Motion Carried 7.c.2 8TH HUSSARS MUSEUM - MOU Moved by: Councillor Maguire Seconded by: Councillor Brenan THAT Committee recommend to Council that Council authorize the Mayor and Clerk to sign the updated Memorandum of Understanding for the use of the Train Station by the 8th Hussars Museum for a 10 year period on behalf of the Town. Motion Carried 7.3.3 SULLY'S LEASE AGREEMENT Moved by: Mayor Thorne Seconded by: Councillor Bobbitt THAT Committee recommend to Council that Council authorize the Mayor and Clerk to sign the updated Rental Agreement for the use of the Train Station by Sully's Ice Cream Parlour on behalf of the Town. Motion Carried 7.c.4 COMMUNITIES IN BLOOM 2023 Moved by: Mayor Thorne Seconded by: Councillor Nelson THAT Committee recommend to Council that Council approve the Registration of Sussex in the 2023 Communities n Bloom competition and payment of the invoice of $1,175, HST included, for the same. Motion Carried 7 7.j FACILITIES - NIL 7.k COMMUNITY SERVICES PROGRAMS - NIL 7.1 TOURISM — NIL 8. BUSINESS ARISING OUT OF MINUTES — NIL 9. NEW BUSINESS 9.a VALLEY MARKETING - VIDEO PROPOSAL The Committee held a brief discussion on the unsolicited email received from Valley Marketing related to a video proposal to promote tourism regionally. Committee requested Town Administration forward the proposal to the Regional Service Commission for consideration as they are responsible for the new mandated service. 9.b CANADIAN HERALDIC AUTHORITY CAO Hatcher reviewed with Committee the correspondence received from the office of the Chief Herald of Canada related to the development of the crest, flag and shield. Correspondence received and filed by Committee. 9.c NUTRIEN CIVIC CENTRE - NOVEMBER 30TH BOARD OF DIRECTOR'S MEETING The Committee held a brief discussion on the November 30th, 2022 Nutrien Civic Centre Board of Director's meeting. Correspondence received and filed by Committee. 9.d SPONSORSHIP REQUEST - NB DRAFT HORSE ASSOCIATION CAO Hatcher reviewed with the Committee the sponsorship request received from the NB Draft Horse Association. The Committee requested Town Administration to advise the organization of the Committee decision. Moved by: Councillor Milner Seconded by: Mayor Thorne To file the correspondence and to request Town Administration advise the NB Draft Horse Association of the Town's decision not to sponsor the events. Motion Carried 8 9.e SPONSORSHIP REQUEST - MARITIME QUARTER HORSE ASSOCIATION CAO Hatcher reviewed with the Committee the sponsorship request received from the Maritime Quarter Horse Association. The Committee requested Town Administration to advise the organization of the Committee decision. Moved by: Councillor Milner Seconded by: Mayor Thorne To file the correspondence and to request Town Administration advise Maritime Quarter Horse Association of the Town's decision not to sponsor the events. Motion Carried 9.f COMMUNITY ROOM RENTAL REQUEST - BGC GREATER SAINT JOHN CAO Hatcher and Community Services Director Thorne request this item of correspondence be deferred to a future meeting as the Community Services Department reviews the request with BGC Greater Saint John. 10. PERSONNEL - NIL 11. ACCOUNTS Moved by: Deputy Mayor Wilson Seconded by: Councillor Bobbitt THAT the Committee recommend to Council that Council approve for payment the Community Services Committee accounts for the month of January 2023, totaling $67,283.35. Motion Carried 12. SCHEDULE FOR NEXT MEETING - MARCH 14, 2023 13. ADJOURNMENT Moved by: Councillor Brenan Seconded by: Councillor Bobbitt THAT this regular meeting of the Community Services Committee be adjourned Motion Carried 9 13. CLOSED SESSION - NIL r COUNCILLOR MacLE• r, CHAIRPERSON S.M. HATCHER, P. ENG., CO