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Home My Public Portal About2023-03-16 Administration Minutes1 Sussex Minutes of Meeting of Administration Committee 03-23 March 16, 2023 6:00 p.m. Present: Absent: Staff Present: Visitors: Mayor Thorne, Deputy Mayor Wilson, Councillor Nelson, Councillor Brenan, Councillor MacLeod, Councillor Maguire Councillor Milner, Councillor Bobbitt Scott Hatcher, Chief Administrative Officer, Heather Moffett, Treasurer, Tara Olesen, Town Clerk Sgt. Tyson Nelson, RCMP, Lucy Creighton, Andrew Turnbull, Ascend, Doris Davis, Buckley Professional Corporation 1. APPROVAL OF AGENDA Moved by: Councillor Nelson Seconded by: Councillor MacLeod THAT the Committee approve the agenda as amended. The agenda was amended by moving item 6(c) to 4(a) Motion Carried 2. DISCLOSURE OF CONFLICT OF INTEREST No members present declared a conflict of interest on any of the items on the agenda at this time. 3. APPROVAL OF MEETING MINUTES 3.a MEETING MINUTES #02-23 Moved by: Councillor MacLeod Seconded by: Deputy Mayor Wilson THAT the Committee approve the minutes of meeting 02-23 as circulated. Motion Carried 2 4. DELEGATIONS 4.a RCMP SUSSEX - MAYOR'S REPORT, FEBRUARY 2023 Sgt. Tyson Nelson reviews with the Committee the March RCMP Report: Battle of the badges in Hampton last week. Raised $9,600 to Benefit P.R.O. Kids. - 286 calls over the last month. Review of homeless incident, he now has a place to stay. - 1 break and enter on McKenna Avenue and Floral Avenue. An arrest was made. - Church Avenue focus, check stops. No speed issues or other offenses found. - Patrol in subdivisions underway. - 2 sudden deaths in Sussex. - 5% vehicles towed. - 24 stops for speeding. - 1 extortion file. - 7 fraud files advertising online to a fake address. - 4 hit and runs, 2 charges related to vehicles. - 4 information reports related to drugs. - 13 mental health calls. - 2 mailbox break and enters. - Damage at sign at the sports arena. - Coin operated car wash break and enter. - 17 shop lifting files. - 1 sexual assault. - 16 motor vehicle collisions. Brief discussion on the incidents reported. 4.b 2022 AUDITED FINANCIAL STATEMENTS - TOWN OF SUSSEX Chairman Brenan welcomes Auditor Andrew Turnbull of Ascend and his presentation of the 2022 Audited Financial Statements for the former Town of Sussex for the year ending December 31, 2022. Auditor Turnbull introduces himself and the final audit of the Town of Sussex. Highlighted in the "Basis of Opinion", the audit was conducted in accordance with Canadian generally accepted auditing standards. The accompanying consolidated financial statements are presented fairly in all material respects to the consolidated financial position of the Town of Sussex as at December 31, 2022. Highlighted in the "Emphasis of Matter" was the Local Governance Reform in New Brunswick requiring the Town of Sussex to form part of a new municipality January 1, 2023. 3 Highlights from page 4 of the Consolidated Statement of Financial Position are: - Liabilities are down 15%. - Low debt services of 4.7%, well below the 20% allowable. - Maintained a positive net asset position. - New standard in 2023 will be obligated to report asset retirement costs. Highlights on page 3 of the Consolidated Statement of Operation are: - Unconditional grant down. - 8.3% increase in expenditures. - Revenue increases less than $7,000 in 2022. - Accumulated deficit at the end of 2022 of $202,666 after public sector accounting standards applied. Chairman Brenan thanks Mr. Turnbull for his audit presentation. Moved by: Deputy Mayor Wilson Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council accept the 2022 External Audit Report from the firm of Ascend, that Council approve the 2022 Financial Statements and that Council authorize the Mayor and the Town Clerk to sign the 2022 Financial Statements on behalf of Sussex. Motion Carried 4.c 2022 AUDITED FINANCIAL STATEMENTS - VILLAGE OF SUSSEX CORNER Chairman Brenan welcomes Auditor Doris Davis from Buckley Professional Corporation and requests Ms. Davis present the 2022 Audited Financial Statements for the year ending December 31, 2022, for the former Village of Sussex Corner. Ms. Davis thanks Council for the opportunity to present the 2022 Audited Financial Statements for the Village of Sussex Corner. Ms. Davis reads the "Basis for Opinion" paragraph: I conducted my audit in accordance with Canadian generally accepted auditing standards. My responsibilities under those standards are further described in the Auditor's Responsibilities for the Audit of the Financial Statements section of my report. I am independent of the Village in accordance with the ethical requirements that are relevant to my audit of the financial statements in Canada, and I have fulfilled my other ethical responsibilities in accordance with these requirements. I believe that the audit evidence I have obtained is sufficient and appropriate to provide a basis for my opinion. 4 Review of page 5 on Consolidated Statement of Operation states an overall surplus of $16,485 after the application of public sector accounting standards. Review of page 6 on Consolidated Statement of Financial Position. Review of page 14 highlights the Reserves of the Village with an accumulated surplus in excess of $960,000. Page 13 shows a General Operating surplus of $8,514 for 2022 and a water and sewer surplus of $114,841. Brief discussion on the 2022 audit for the Former Village of Sussex Corner for the year ending December 31, 2022. Chairman Brenan thanks Auditor Doris Davis for her presentation. Moved by: Councillor MacLeod Seconded by: Deputy Mayor Wilson THAT the Committee recommend to Council that Council accept the 2022 External Audit Report for the Village of Sussex Corner from the firm of Buckley Professional Corporation, that Council approve the 2022 Financial Statements and that Council authorize the Mayor and the Town Clerk to sign the 2022 Financial Statements on behalf of Sussex. Motion Carried 5. BUSINESS ARISING OUT OF MINUTES 5.a LOCAL GOVERNANCE REFORM 5.a.1 REALLOCATION OF CCBF (Former Gas Tax) - Consolidated Capital Investment Plans CAO Hatcher reviews the IOM received from Minister Allain and the extra funding under the CCBF (former Gas Tax) program. Sussex can apply for an extra $4,586 in year 2023 for the former LSD area of Sussex. It will be necessary to forward for approval a new Capital Investment Plan in 2023 for the new community of Sussex their consolidating the former municipalities and the small area of the former LSD of Sussex outlining the use of the funding above. 5.a.2 IOM PNB - NB 911 Civic Addressing CAO Hatcher reviews the process of civic addressing as outlined in the PNB memo. Correspondence received and filed by the Committee. 5.a.3 IOM PNB - Audited Financial Statements Deadline 5 CAO Hatcher reviews the PNB correspondence related to the deadline for the audited financial statements for the year ending in December 31, 2022. Correspondence received and filed by the Committee. 5.b COLLECTIVE BARGAINING AGREEMENT NEGOTIATIONS 5.b.1 CUPE SJ LETTER DATED MARCH 13, 2023 CAO Hatcher highlights the correspondence received from CUPE representative highlighting his absence over the 1st quarter of 2023 and now seems prepared to begin supplying available dates in his busy schedule. The Committee reviews the Town's response and the upcoming dates in April, May, and June. 6. NEW BUSINESS 6.a IOM TREASURER MOFFETT - 2022 DEBENTURE REQUIREMENTS Treasurer Moffett reviews with the Committee the 2022 debenture requirements. Brief discussion on the purpose/projects related to the $430,000 debenture. Treasurer Moffett indicates the request introduces the purchase of a plow truck and storm sewer repairs. Moved by: Deputy Mayor Wilson Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council approve the following: BE IT RESOLVED THAT the Clerk and/ or Treasurer and/ or Mayor be authorized to issue and sell to the New Brunswick Municipal Finance Corporation a Municipality of Sussex Debenture in the principal amount of $430,000 on such terms and conditions as are recommended by the New Brunswick Municipal Finance Corporation, and THAT the Municipality of Sussex agrees to issue post-dated cheques payable to the New Brunswick Municipal Finance Corporation as and when they are requested in payment of principal and interest charges on the above debenture. Motion Carried 6 6.b AED REGISTRATION PROVINCE WIDE 6.b.1 EMAIL MR. BRIAN MCKIEL - REGISTRATION OF AED DEVICES IN NEW BRUNSWICK CAO Hatcher reviews the email request received from Mr. Brian McKiel of Quispamsis related to a province wide registration of AED locations in New Brunswick. Town Administration were requested by the Committee to advise Mr. McKiel the town has no objection to provide location details of AED devices in town owned facilities. Correspondence received and filed by the Committee. 6.c LUCY CREIGHTON SUBDIVISION - REZONING 6.c.1 LUCY CREIGHTON REZONING APPLICATION Chairman Brenan welcomes Ms. Creighton to the Committee related to her rezoning application to subdivide 3 residential lots on Dutch Valley Road. CAO Hatcher reviews with the Committee the proposed By-law 125- 14-03 inclusive of the recommended terms and conditions. The following items were reviewed with the Committee: - The rezoning application - The draft By-law 125-14-03 - The draft terms and conditions - The Planners reviews and assessment of the application - Proposed schedule A -03 -Rezoning map - Draft resolution of Council to set the time, date, and place of a hearing of objections. Brief discussion. Moved by: Councillor Maguire Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council approve the following: BE IT RESOLVED THAT Sussex Council, directs that an appropriate by-law be prepared to adopt a revised Rural Plan By-law, that the by-law be referred to the Planning Advisory Committee for their views; that the public notice requirements of the Community Planning Act be fulfilled with respect to the proposed by-law by setting a Council meeting of, April 24th at 6:30 pm in the Municipal Office, 524 Main Street, Sussex, N.B. as the date, 7 time and place for the Public Hearing of Consideration of Objections to the proposed by-law. Motion Carried 6.d TENTATIVE SUBDIVISION APPROVAL - 735772 NB LTD. 6.d.1 TENTATIVE SUBDIVISION PLAN - PHASE 1 CAO Hatcher reviews with the Committee the proposed tentative subdivision plan submitted by 735772 NB Ltd. for a 23 R1 lot subdivision extending Buchanan Drive in Waycon Heights. Brief discussion on the technical issues related to the tentative approval. Information received and filed by the Committee. 6.e 2023 ASPHALT PATCHING CAO Hatcher reviews with the Committee Purchaser Scott's recommendation to award T-02-23 for asphalt patching. Moved by: Councillor MacLeod Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council accept the bid of $175,467.00, HST inclusive from Brown's Paving Ltd. for Tender T-02-23 Asphalt Patching as the lowest bidder meeting the required specifications. Motion Carried 6.f 2023 SUPPLY OF AGGREGATES - IOM PURCHASER SCOTT, TENDER T-04-23 CAO Hatcher reviews with the Committee Purchaser Scott's recommendation to award Tender T-04-23 for the supply of aggregates. Moved by: Deputy Mayor Wilson Seconded by: Councillor Maguire THAT the Committee recommend to Council that Council approve items 1,5, and 7 be awarded to E.J. Cunningham Ltd; items 2,4, and 6 be awarded to Sussex Excavators (2010) Ltd; and that item 3 be awarded to T.A. Raymond Environmental as identified below for the amounts reported by Tender T-04-23. 8 Item # Description 1 100 — 500 m.t. pit run gravel, per year; price per metric tonne delivered 2 100 — 300 m.t. 3/a" — 1/4' washed clear screened gravel, per year; price per metric tonne delivered 3 300 — 900 m.t. 3/d' crushed construction grade gravel, per year; price per metric tonne delivered 4 Approximately 200 m.t. screened washed sand, per year; price per metric tonne delivered 5 100 — 400 m.t. '/a" crusher dust / blue stone, per year; price per metric tonne delivered 6 Approximately 50 m.t. flower bed weed free black mulch, per year; price per metric tonne delivered 7 100 — 300 m.t. top dresser, screened top soil, per year; price per metric tonne delivered Motion Carried 6.g 2023 EQUIPMENT RENTALS - IOM PURCHASER SCOTT TENDER T- 03-23 CAO Hatcher reviews with the Committee Purchaser Scott's recommendation to award Tender T-03-23 for equipment rentals. Moved by: Mayor Thorne Seconded by: Councillor Maguire That the Committee recommend to Council that Council award items 7 and 10 to Sussex Excavators (2010) Ltd.; and items 2,3,4, and 6 be awarded to E.J. Cunningham Ltd; and items 1,5, and 8 be awarded to T.A Raymond Environmental and that item 9 be awarded to L. Sanford & Sons Ltd as identified below for the amounts reported in Tender T-03-23. Item Description 1 Full Size Excavator 2 Truck c/w Minimum 25 Ton Flat Bed Float 3 Gravel Truck, Tandem 4 Gravel Truck, Float/Trailer 5 Dresser Bull Dozer 6 Mini Excavator 7 Backhoe 8 Grader 9 Wheel Loader 10 Single Drum Vibratory Roller 5 Ton Min. Motion Carried 9 6.h MULTICULTURAL ASSOCIATION OF SUSSEX LANGUAGE TRAINING SCHEDULE Deputy Mayor Wilson reviews with the Committee the Sussex Multicultural Association language training and event schedule. Brief discussion. Correspondence received and filed by the Committee. 6.i CAPITAL IMPROVEMENT PLANNING 2023 AND BEYOND CAO Hatcher reviews with the Committee the methodology of the development of a new capital improvement program for the new Sussex. Lengthy discussion on the available methods of payment. Reviewed the debt management discussion undertaken by Sussex Council at Committee in January 2023. Lengthy discussion on the reviewed funding estimates to undertake the installation of storm sewer in Waycon Heights, Construction costs have escalated to over $1.6M to complete Meredith Drive. Far in excess of the $387,000 deferred revenue of the former Village of Sussex Corner set aside to address the important issue. CAO Hatcher highlighted the recommended solution of the Tower Street discharge and the inadequate solution completed in February 2022 on Michael Street. Given the needs of future development the capacity of the drainage easement on 8 Michael Street will be quickly exceeded. Review of the needs to draft a Local Levy Improvement By-law to add additional tools for Council to address improvement. Lengthy discussion on the limitation of existing reserve funds and the legislated requirements of accessing the funds. Lengthy discussion on the monetary value and an equitable sharing of a future Capital Program in each ward and again equitable sharing by department. Town administration recommended an initial $1.2M Capital Program equitably split as follows: Capital Program of $309,000 community wide: - Protective Services, less RCMP - Administrative Services Capital Program $668,000 in Ward 1: - Transportation Services - Community Services - New projects identified by Council Capital Program $223,000 in Ward 2: - Transportation Services 13.75% - $165,000 12% - $144,000 43.17% - $388,530 15.28% - $137,520 15.8% - $142,200 43.17% - $129,510 10 - Community Services 15.28% - $45,840 - New projects identified by Council 15.8% - $47,400 CAO Hatcher highlights again the issue of Waycon Heights and expressed concern that funding that improvement as noted above will take 17 years to complete while providing no capital improvements in other areas of Ward 2 until 2041. Clearly unacceptable. Brief discussion with the Committee the 2023 reconciliation of the 2023 CCBF (Gas Tax) funding and the recommended process of expecting the Gas Tax amount to complete the waterline improvement on Leonard Drive and Cougle Road. Brief discussion on the proposed debt profile to undertake the recommended Capital Program as well as highlighting the impact on the tax rate with the assumptions made by Treasurer Moffett to project future tax rates. Correspondence received and filed by the Committee. 7. PERSONNEL 7.a DRAFT P-1 POLICY EMPLOYEE FRINGE BENEFITS CAO Hatcher reviews the proposed revisions to the existing P-1 Policy originally implemented in 1993. Brief discussion. Moved by: Councillor Maguire Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council adopt the revised policy P-1 Non -Union Personnel Fringe Benefits Motion Carried 8. 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 February 2023 in the amount of $56,997.31 Motion Carried Moved by: Councillor Nelson Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council approve the Works Committee accounts for the month of February 2023 in the amount of $399,108.18 11 Motion Carried Moved by: Councillor MacLeod Seconded by: Deputy Mayor Wilson THAT the Committee recommend to Council that Council approve the Protective Services accounts for the month of February 2023 in the amount of $21,057.59 Motion Carried Moved by: Councillor Nelson Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council approve for payment the Administration accounts for the month of February 2023 totaling $39,749.04 Motion Carried 9. SCHEDULE FOR NEXT MEETING - APRIL 20, 2023 The next regular meeting is scheduled for April 20th, 2023, at 6:00 PM. 10. ADJOURNMENT Moved by: Councillor MacLeod Seconded by: Councillor Maguire THAT this regular monthly meeting of the Administration Committee be adjourned. Motion Carried COUNCILLOR BRENAN, CHAIRPERSON S.M. HATCHER, P. ENG., CAO