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Home My Public Portal About2023-03-14 Community Services Minutes1 Sussex Minutes of Meeting of Community Services Committee #03-23 March 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 Milner 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 Meeting #02-23 as circulated. Motion Carried 2 5. PRESENTATIONS / DELEGATIONS URBAN FOREST MANAGEMENT - 2023 UNB DRAFT FINDINGS Chairperson MacLeod welcomed the students of the UNB 4020 class Nathan Benner and Pierre Shaftoe, as well as Professor Jasen Golding, who sat in on the student presentation via Zoom. The students expanded on the Phase 1 Urban Forest Management Plan which includes the Nature Trail Walkway area trees. The plan includes inventory of the park trees and highlights the study area for this phase of work. Several inventory methods were used in the study for single tree sampling and forested areas. Results from the study show that Austrian Pine, Red Pine and Norway Maple make up half of all species found in the mature forest and does present an R4 risk of dead trees. Carbon sequestration was calculated across all forested areas, the total carbon is 9231 tonnes. A modelling background program called i-Tree is being used to develop a planting plan with scenarios based on planting rates which are based on mortality rate. Nine trees per year would need to be planted to achieve a minimal planting plan. The Committee reviewed the monetary value of the forest based on planting rate which ranged between $2.7 million to $5.3 million. The final Urban forest Management report is to be compiled in the next few months. The Committee had an opportunity to ask the presenters questions and Chairperson MacLeod thanked the students of UNB 4020 and Professor Golding for their presentation and work on behalf of Sussex. 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 1st to February 28th, 2023, showing the Sports Centre under budget by 36.5 hours, Parks and Playgrounds over budget by 3.0 hours. 6.a.2 RECREATION MASTER PLAN - STAKEHOLDER ENGAGEMENT The Community Services Director informed the Committee that the list of items provided last month are being reviewed by senior staff for consideration in the Capital Plan for future Council consideration. This item will be removed and dealt with as part of that exercise. 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. 3 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. The next meeting is scheduled for March 21st. 6.b.2 8TH HUSSARS — 175TH ANNIVERSARY EVENT MAY 18 — 21, 2023 The Community Services Director informed the Committee that staff will be meeting with the pre -planning entourage for this event later in March. An application has been submitted under the Community Investment Fund through RDC in support of the Civic Reception component of this anniversary event. The administration has requested approximately $9,400 in support. 6.c COMMUNITY RECREATION ORGANIZATIONS 6.c.1 SUSSEX & DISTRICT CHAMBER OF COMMERCE - MAIN STREET GRANT. There is nothing new to report on this item at this time. 6.c.2 SUSSEX ROTARY BREWFEST - SPONSORSHIP REQUEST The Community Services Director reviewed a request from the Rotary Club of Sussex for $800 in support of the Rotary Brewfest event scheduled for May 27th at the 8th Hussars Sports Centre. 6.c.3 SUSSEX MINOR HOCKEY - SPONSORSHIP REQUEST The Community Services Director reviewed a request from Sussex Minor Hockey for $1,000 in support of the U13C Provincial tournament scheduled for March 30 -April 2 at the 8th Hussars Sports Centre. 6.c.4 SUSSEX SKATING CLUB - SPONSORSHIP REQUEST The Community Services Director reviewed a request from Sussex Skating Club for sponsorship of the annual ice show scheduled for March 18th at the 8th Hussars Sports Centre. 6.c.5 SUSSEX MINOR BASEBALL REQUESTS 6.c.5.1 CANTEEN REQUEST The Community Services Director reviewed a request from Sussex Minor Baseball for the exclusive use of the Princess Louise Park Canteen building for the sale of goods during the 2023 summer season. 4 6.c.5.2 SACFI - SPONSORSHIP REQUEST The Community Services Director reviewed a request from Sussex Minor Baseball for municipal support for an application that their association intends to submit to the Sussex & Area Community Foundation for a proposed scoreboard for Eagles Field. 6.c.6 BOYS AND GIRLS CLUB - RENTAL SPACE REQUEST The Community Services Director reviewed a request from the Boys and Girls Club of Greater Saint John for a rate of $50 per day for the use of the Community Services rental space for the period from June 26th to September 1st. 6.c.7 SUSSEX TENNIS ASSOCIATION REQUEST — 2023 INVOICE The Community Services Director reviewed an invoice from the Sussex Tennis Association for $4,000. This invoice is part of the agreement in place between the Town and the association to support their programming. 6.d FACILITIES OPERATIONS & MAINTENANCE 6.d.1 MAINTENANCE ACTIVITIES — MAINTAIN X FEBRUARY 2023. The Community Services Director reviewed screenshots of the work order details for the department for the period February 1st to February 28th, 2023. There were 241 work orders created, 223 were completed; 40 of the work orders were reactive and 201 were repeatable. There were 174 work orders pass, 10 flagged for follow up, 7 fails, 138 on time and 78 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. 5 6.d.2.3 REFRIGERATION RELIEF VALVE REPLACEMENT The Community Services Director reviewed a quotation of $5,536.79, HST included, from CIMCO Refrigeration to supply and replace 9 relief valves that are due for replacement in accordance with Provincial Regulations. 6.d.3 STREET ART - MURAL MAINTENANCE PROGRAM There is nothing new to report on this item at this time. 6.d.4 URBAN FOREST MANAGEMENT — UNB 4020 This item was addressed under 5. Presentations/Delegations. 6.d.5 FACILITY SECURITY & ACCESS The Community Services Director reviewed a quotation of $32,974.93, HST included, from Atlantic Alarm & Sound. This quotation provides for security and access upgrades to Town Hall, Fire Station, Tennis Centre, Jubilee Hall, Library, Train Station, Arena, Community Services Offices, Works Garage, and Well Houses. 6.d.6 BALLFIELDS - TURF MAINTENANCE The Community Services Director reviewed a quotation of $5,463.25, HST included, from Ernie's Landscaping for the supply and install of a preventative grub control insecticide on the turf areas of Eagles and Carr field. 6.e COMMUNITY SERVICES DEPARTMENT PROGRAMS - NIL 6.f TOURISM 6.f.1 DESTINATION MARKET READINESS (DMR) — DRAFT REPORT DESTINATION DEVELOPMENT INITIATIVE. The Community Services Director informed the Committee that Administration are scheduled to meet with representatives of ACOA and RDC on March 15th 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.2 UPPER BAY OF FUNDY DESTINATION DEVELOPMENT INITIATIVE There is nothing new to report on this item at this time. 6.f.3 RSC TOURISM PROMOTION / LOCAL PROMOTION /EXPLORE SUSSEX NB. There is nothing new to report on this item at this time. 6 7. REQUESTS FOR APPROVAL 7.a ADMINISTRATION - NIL 7.b COMMUNITY EVENTS - NIL 7.c COMMUNITY RECREATION ORGANIZATIONS 7.c.1 SUSSEX ROTARY BREWFEST - SPONSORSHIP REQUEST Moved by: Councillor Milner Seconded by: Deputy Mayor Wilson THAT Committee recommend to Council that Council approve sponsorship of the Rotary Club of Sussex in the amount of $800 in support of the Rotary Brewfest event scheduled for May 27th at the 8th Hussars Sports Centre. Motion Carried 7.c.2 SUSSEX MINOR HOCKEY - SPONSORSHIP REQUEST Moved by: Deputy Mayor Wilson Seconded by: Councillor Brenan THAT Committee recommend to Council that Council approve the Sussex Minor Hockey sponsorship request of $1,000 in support of the U13C Provincial tournament scheduled for March 30 -April 2 at the 8th Hussars Sports Centre. Motion Carried 7.c.3 SUSSEX SKATING CLUB - SPONSORSHIP REQUEST Moved by: Councillor Brenan Seconded by: Councillor Bobbitt THAT Committee recommend to Council that Council approve the Sussex Skating Club sponsorship request of the annual ice show scheduled for March 18th at the 8th Hussars Sports Centre. $1,000 is budgeted annually for this event. Motion Carried 7.c.4 SUSSEX MINOR BASEBALL - CANTEEN REQUEST Moved by: Mayor Thorne Seconded by: Deputy Mayor Wilson THAT Committee recommend to Council that Council authorize Sussex Minor Baseball for the exclusive use of the Princess Louise Park Canteen building for the sale of goods during the 2023 summer season. Motion Carried 7 7.c.5 SUSSEX MINOR BASEBALL - SACFI SPONSORSHIP REQUEST Moved by: Mayor Thorne Seconded by: Councillor Brenan THAT Committee recommend to Council that Council authorize the Treasurer to forward a letter of support to the Sussex & Area Community Foundation for the Sussex Minor Baseball application for a proposed scoreboard for Eagles Field. Motion Carried 7.c.6 SUSSEX TENNIS ASSOCIATION 2023 INVOICE Moved by: Councillor Brenan Seconded by: Councillor Bobbitt THAT Committee recommend to Council that Council authorize the payment of the invoice from the Sussex Tennis Association as part of the agreement. Motion Carried 7.d FACILITIES 7.d.1 FACILITY SECURITY & ACCESS UPGRADES Moved by: Councillor Milner Seconded by: Councillor Nelson THAT Committee recommend to Council that Council accept the quotation of $32,974.93, HST included, from Atlantic Alarm & Sound for upgrades to security and access at various Town Facilities. Motion Carried 7.d.2 BALLFIELDS - TURF MANTENANCE Moved by: Councillor Brenan Seconded by: Mayor Thorne THAT Committee recommend to Council that Council accept the quotation of $5,463.25, HST included, from Ernie's Landscaping for the supply and install of a preventative grub control insecticide on the turf areas of Eagles and Carr field. Motion Carried 8 7.d.3 REFRIGERATION RELIEF VALVE REPLACEMENT Moved by: Councillor Maguire Seconded by: Councillor Nelson THAT Committee recommend to Council that Council accept the quotation of $5,536.79, HST included, from CIMCO Refrigeration to supply and replace 9 relief valves at the 8th Hussars Sports Centre. Motion Carried 7.e COMMUNITY SERVICES PROGRAMS - NIL 7.f TOURISM - NIL 8. BUSINESS ARISING OUT OF MINUTES - NIL 9. NEW BUSINESS 9.a IOM TREASURER MOFFETT - SACFI SPONSORSHIP AGREEMENT MINOR BASEBALL Treasurer Moffett reviewed with Committee the SACFI Sponsorship Agreement in relationship to the request/agreement with minor baseball. 9.b EMAIL ROSE COOK MARITIME QUARTER HORSE ASSOCIATION - FIREWORKS CAO Hatcher reviewed the email request received from Ms. Rose Cook, show manager of the Maritime Quarter Horse Association for the Town to reconsider the use of fireworks during the Town's Canada Day celebrations. The Committee held a brief discussion on the request to move the location of the fireworks. The Committee requested Administration contact Ms. Cook on the Town's decision. 9.c U13 SUSSEX RANGERS -SPONSORSHIP REQUEST CAO Hatcher reviewed with Committee the U13 Sussex Ranger sponsorship request as the hosts of the U13C Provincial Tournament on behalf of Sussex Minor Hockey. Moved by: Mayor Thorne Seconded by: Councillor Bobbitt THAT Committee receive and file the request from the Sussex Rangers. Motion Carried 9 10. PERSONNEL — NIL 11. ACCOUNTS Moved by: Deputy Mayor Wilson Seconded by: Councillor Milner THAT the Committee recommend to Council that Council approve for payment the Community Services Committee accounts for the month of February 2023, totaling $56,997.31. Motion Carried 12. SCHEDULE FOR NEXT MEETING - APRIL 18, 2023 13. ADJOURNMENT Moved by: Councillor Milner 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. S.M. HATCHER, P. ENG., CAO