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Home My Public Portal About2023-02-16 Administration Minutes1 Sussex Minutes of Meeting of Administration Committee #02-23 February 16, 2023 6:00 p.m. Present: Absent: Staff Present: Mayor Thorne, Councillor Maguire, Councillor Brenan, Deputy Mayor Wilson, Councillor Nelson, Councillor MacLeod, Councillor Milner Councillor Bobbitt Treasurer Moffett, CAO Hatcher, Town Clerk Olesen 1. APPROVAL OF AGENDA MEETING #02-23 Moved by: Councillor MacLeod Seconded by: Councillor Nelson THAT the Committee approve the agenda as circulated. 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 #01-23 Moved by: Councillor Nelson Seconded by: Deputy Mayor Wilson THAT the Committee approve the minutes of meeting 01-23 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 CAO Hatcher reviews with the Committee the latest correspondence on the Local Governance Reform from the Province of New Brunswick. Brief discussion. Information received and filed by the Committee. 7. NEW BUSINESS 7.a WAYNE WILKINS - BY-LAW #204-22 Chairman Brenan welcomes Mr. Wayne Wilkins to the meeting and introduces his email and letter. Mr. Wilkins reads his letter aloud and his views with respect to By-law 204-22, a By-law regarding remuneration of Council. Mr. Wilkins requests Council remove article/clause V. CAO Hatcher reviews his recall of the series of events that lead to the Minister approval of the 4 start By-laws for the new community identified at the time as Entity #44. Mayor Thorne spoke on his views of remuneration and Councils history on a fair and equal adjustment of Council remuneration. Deputy Mayor Wilson spoke on his views on the views expressed by Mayor Thorne and Mr. Wilkins' letter. Councillor Maguire spoke on the need to maintain the base remuneration rate. Mr. Wilkins final comment was that there are many communities that do not have this type of By-law. Chairman Brenan thanks Mr. Wilkins for the presentation to the Committee. Moved by: Councillor Milner Seconded by: Councillor Maguire THAT the Committee file Mr. Wilkins correspondence. Motion Carried 3 7.b WORKING TOGETHER FOR A BETTER FUTURE 7.b.1 IOM DEPUTY MINISTER DONAGHY - TRAINING SESSION MARCH 31, 2023 CAO Hatcher reviews the upcoming training session on March 31, 2023. CAO Hatcher indicated that he would like to attend and Town Administration at Mayor Thorne's request. 7.c IOM PNB EARLY LEARNING - CHILD CARE Correspondence received from the Province of New Brunswick on Early Learning - Child Care received and filed by the Committee. 7.d IOM PNB - AGE -FRIENDLY ACTIVE COMMUNITIES CAO Hatcher reviews with the Committee the memorandum received from the Province of New Brunswick on Age -Friendly Communities. Brief discussion on the merits of participating in 2024. Correspondence received and filed by the Committee. 7.e ASSOCIATION HERITAGE NEW BRUNSWICK - CONFERENCE BUTTERNUT VALLEY 7.e.1 EMAIL CAO ERIN SWEET, BUTTERNUT VALLEY - REQUEST TO SHARE SPONSORSHIP CAO Hatcher reviews the sponsorship request from the association. Consensus is not to provide sponsorship to this event. Committee request Town Administration reply with the Town's decision. 7.f HEART AND STROKE FOUNDATION OF NEW BRUNSWICK CAO Hatcher reviews the Heart and Stroke Foundation upcoming door to door fund campaign. Committee requests this correspondence be placed on the February 21st Council meeting agenda. 7.g BUTTERNUT VALLEY WASTEWATER TREATMENT REQUEST CAO Hatcher reviews with the Committee the request from Mayor Brown of Butternut Valley wastewater treatment request. 4 Lengthy discussion on the merits and issues surrounding the scope of the request. Lengthy discussion on the area of the former LSD of Sussex in the Four Corners area and their need for services. Committee requested CAO Hatcher to review with NBDOE&L6 this issue and the potential of a joint solution for both problem areas. Town Administration will report back to the Committee on the discussions. 7.h IOM DIRECTOR OF PUBLIC WORKS - WORKS OPERATION POLICY REVISIONS 7.h.1 IOM DPW BUTCHER - POLICY REVISIONS AND MODIFICATIONS CAO Hatcher reviews with the Committee the request from Director of Public Works Butcher to review the recommended Policy revision for the Works Department Operation. Brief discussion on the reasoning and merits of the revisions. 7.h.1.1 POLICY 2012-05 PUBLIC NOTIFICATION OF WATERMAIN FLUSHING Moved by: Councillor Milner Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council rescind Policy 2015-05 related to Public Notification of Water Main Flushing. Motion Carried 7.h.1.2 POLICY 2008-01 FLOOD ASSISTANCE Moved by: Councillor Milner Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council rescind Policy 2008-01 related to Flood Assistance. Motion Carried 7.h.1.3 NEW SUSSEX POLICY WD -15 BASEMENT FLOOD PREVENTION SUBSIDY PROGRAM Moved by: Councillor MacLeod Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council adopt the new policy, WD -15 related to the Basement Flooding Prevention Subsidy Program. Motion Carried 5 7.i SUSSEX POLICY CONSOLIDATION 7.i.1 IOM TOWN CLERK OLESEN - POLICY RECOMMENDATIONS Town Clerk Olesen reviews with the Committee administration's recommendations of consolidating policy documents to set a clear path forward for Council and staff of the new town of Sussex. Administration is requesting that the following Village of Sussex Corner policies be rescinded: Moved by: Councillor Nelson Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Policy 2011-01 related to Communicating to Council and Staff be rescinded. Motion Carried Moved by: Councillor Milner Seconded by: Councillor Nelson THAT the Committee recommend to Council that Policy 2012-02 related to Council Members and Guests be rescinded. Motion Carried Moved by: Councillor MacLeod Seconded by: Councillor Nelson THAT the Committee recommend to Council that Policy 2012-04 related to Notice of Council Meeting Agenda be rescinded. Motion Carried Moved by: Councillor MacLeod Seconded by: Councillor Milner THAT the Committee recommend to Council that Policy 2013-01 related to Attendance at Conferences be rescinded. Motion Carried Town Administration is recommending the Committee consider consolidation of the following policies: Moved by: Councillor MacLeod Seconded by: Councillor Maguire THAT the Committee recommend to Council that Policy 2011-03 related to No Smoking be rescinded. Motion Carried 6 Moved by: Councillor Milner Seconded by: Councillor MacLeod THAT the Committee recommend to Council that a new Sussex Policy C-28 related to Non -Smoking be adopted. Motion Carried Moved by: Councillor MacLeod Seconded by: Councillor Nelson THAT the Committee recommend to Council that Policy 2017-01 related to Electronic Equipment be rescinded. Motion Carried Moved by: Councillor MacLeod Seconded by: Councillor Milner THAT the Committee recommend to Council that a new Sussex Policy C-31 related to Electronic Device Disposal be adopted. Motion Carried Moved by: Councillor Maguire Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Policy C-24 related to Certification Requests be rescinded. Motion Carried Moved by: Deputy Mayor Wilson Seconded by: Councillor Nelson THAT the Committee recommend to Council that Policy C-33 related to Planning and Development Fees be adopted. Motion Carried Moved by: Councillor MacLeod Seconded by: Deputy Mayor Wilson THAT the Committee recommend to Council adopt the amended Policy C-11 related to Municipal Plans and Zoning By-law Amendment Procedure. Motion Carried 7.j FEDERAL PROCUREMENT INSTRUMENT ACCESS CAO Hatcher reviews with the Committee the request from Purchaser Scott to request Sussex Council consider joining the Federal Procurement 7 Instrument Access as another means of acquiring competitive prices for town procurement. Moved by: Councillor Maguire Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council authorize the Mayor and Town Clerk to execute the Federal Procurement Instrument Access Agreement on behalf of the Town. Motion Carried 7.k DOG KENNEL - 1105 MAIN STREET MS. KELLY -SHARP CAO Hatcher reviews with the Committee the draft correspondence related to the 2023 Kennel License issued to Ms. Kelly -Sharp of 1105 Main Street. Brief discussion and the Committee is satisfied the draft correspondence will address the issue. 7.1 MUNICIPAL CAPITAL BORROWING BOARD 7.1.1 IOM TREASURER MOFFETT - TENDER T-01-23 SINGLE AXLE PLOW -DUMP TRUCK Treasurer Moffett reviews with the Committee the recently closed Tender T-01-23 Single Axle Plow/Dump Truck. Moved by: Deputy Mayor Wilson Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council award Tender T-01-23 Single Axle Plow/Dump Truck to the low bidder Applied Pressure Inc for the tender amount of $356,000 exclusive of HST, subject to Municipal Capital Borrowing Board approval. Motion Carried 7.1.2 IOM TREASURER MOFFETT - 2023 MCBB CAPITAL BORROWING AUTHORITY Treasurer Moffett reviews with the Committee her recommendation related to a 2023 Municipal Capital Borrowing Board Authority. Brief discussion on the funding amounts in each category. Moved by: Deputy Mayor Wilson Seconded by: Councillor Maguire THAT the Committee recommend to Council that Council authorize the Municipality of Sussex submit to the Municipal Capital Borrowing Board an application for authorization to borrow for a capital expense for the following terms and amounts: 8 Community Services: 8th Hussars Facility Upgrade at $180,000 for 10 years. Transportation Services: Plow/Dump Truck at $375,000 for 10 years. 2 Half -ton Trucks at $102,000 for 5 years. One -ton Truck c/w Plow at $125,000 for 10 years. Drainage Improvements - Maxwell Drive at $55,000 for 10 years. Traffic Lights, Signs, for Signals at $81,000 for 10 years. Utility Water: Watermain Extensions - Leonard Drive at $225,000 for 10 years. Water Quality - St. George Street at $125,000 for 10 years. Motion Carried 8. PERSONNEL 8.a 2023 STUDENT WAGE POLICY - EFFECTIVE APRIL 01, 2023 Moved by: Councillor Milner Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council adopt the draft 2023 Student Wage Policy effective April 1, 2023, as presented. Motion Carried 8.b DRAFT JOB DESCRIPTION - ADMINISTRATIVE ASSISTANT Moved by: Councillor Milner Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council adopt the draft Administrative Assistant Job Description as presented. Motion Carried 8.c DRAFT JOB DESCRIPTION - ASSISTANT BUILDING INSPECTOR - BY-LAW ENFORCEMENT Moved by: Councillor MacLeod Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council adopt the draft Assistant Building Inspector Job Description as presented Motion Carried 8.d DRAFT JOB DESCRIPTION - FACILITIES MANAGER Moved by: Councillor MacLeod Seconded by: Councillor Nelson 9 THAT the Committee recommend to Council that Council adopt the draft Facilities Manager Job Description as presented. Motion Carried 8.e INTERVIEW COMMITTEE - JOB POSTINGS CAO Hatcher reviews the upcoming job vacancies set to close the intake of qualified candidates on Friday, February 17th, 2023. An interview Committee will be required with a request that two Council members be identified to sit on the interview Committee. Councillor Nelson and Councillor MacLeod volunteered to sit on the interview Committee. Deputy Mayor Wilson was named as an alternate. 8.f DESIGNATION OF "HEAD OF PUBLIC BODY" UNDER RTIPPA CAO Hatcher reviews with the Committee the Town's requirement to name a "Head of Public Body" under RTIPPA legislation. Moved by: Councillor MacLeod Seconded by: Councillor Maguire THAT the Committee recommend to Council that Council hereby designate the Town Clerk to serve as the "Head of Public Body", that being Sussex pursuant to the right to Information and Protection of Privacy Act of the Province of New Brunswick; and Be it further resolved that the Council of Sussex acknowledge the Town Clerk as "Head of Public Body", may delegate in writing a duty or power of the "Head of Public Body" under the Act for a member of the Municipal Staff, except the power to delegate, and can impose terms and conditions as considered appropriate and as prescribed under the Act. Motion Carried 9. ACCOUNTS Moved by: Deputy Mayor Wilson Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council approve the Community Services Accounts for the month of January 2023 in the amount of $67,283.35. Motion Carried Moved by: Councillor Nelson Seconded by: Deputy Mayor Wilson THAT the Committee recommend to Council that Council approve the Works Committee accounts for the month of January 2023 in the amount of $432,564.59. 10 Motion Carried Moved by: Councillor Milner Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council approve the Protective Services accounts for the month of January 2023 in the amount of $38,123.22. Motion Carried Moved by: Councillor MacLeod Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council approve for payment the Administration accounts for the month of January 2023 totaling $81,400.54. Motion Carried 10. SCHEDULE FOR NEXT MEETING - THURSDAY MARCH 16TH, 2023 11. ADJOURNMENT Moved by: Councillor Milner Seconded by: Councillor Nelson THAT this regular monthly meeting of the Administration Committee be adjourned. Motion Carried COUNCILLOR BRENAN, CHAIRPERSON S.M. HATCHER, P. ENG., CAO