Loading...
HomeMy Public PortalAbout2023-04-20 Administration Committee MinutesSussex Minutes of Meeting of Administration Committee 04-23 April 20, 2023 6:00 p.m. Present: Mayor Thorne, Deputy Mayor Wilson, Councillor Nelson, Councillor Brenan, Councillor Milner, Councillor MacLeod, Councillor Bobbitt, Councillor Maguire Staff Present: Scott Hatcher, Chief Administrative Officer, Heather Moffett, Treasurer, Tara Olesen, Town Clerk 1. APPROVAL OF AGENDA Moved by: Deputy Mayor Wilson Seconded by: Councillor MacLeod THAT the Committee approve the agenda as amended. The agenda was amended by moving Section 6.1 Rezoning St. George Street to Delegations. 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 #03-23 Moved by: Councillor Nelson Seconded by: Councillor Milner THAT the Committee approve the minutes of meeting 03-23 as circulated. Motion Carried 4. DELEGATIONS 4.a Rezoning Application - 358 St. George Street Chairman Brenan welcomes Mr. Andrew Hunt to the meeting as the agent for 358 St. George Street. - No balconies on the residential site of the project. Administration Committee Minutes April 20, 2023 04-23 - Two 40 -unit buildings, 4 stories in height. - Rendering will be provided by the end of next week. CAO Hatcher provides an explanation of the application received by Council in March 2023. Agent letter and the proposed aerial site plan. CAO Hatcher advises Town Administration has included the following draft: - Municipal Plan 704-20-02. - Zoning By-law amendments By-law 1350-21-03. - Map and schedules for both By-laws. CAO Hatcher advises that if the Committee wishes to advance the amendment, the attached resolution is required to be a motion of Council. Moved by: Deputy Mayor Wilson Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council approve the following: WHEREAS Council has considered revising By-law #704-20, "Town of Sussex Municipal Plan By-law" and By-law #1350-21, "Town of Sussex Zoning By-law" for a portion of the property bearing P.I.D. #00265041, to permit High Density Residential ("R4") on a portion of these lands. BE IT RESOLVED THAT the Council for the town of Sussex, directs that an appropriate by- law be prepared to adopt a revised Municipal Plan and Zoning Bylaw, 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 May 11, 2023 at 6:00 pm in the Municipal Office, 524 Main Street, Sussex, N.B. as the date, time and place for the Public Presentation of Council's intent to adopt a revised Municipal Plan By-law and sets a Council meeting of June 19, 2023 at 6:30pm in the Municipal Office, 524 Main Street, Sussex, NB as the date, time and place for the Public Hearing of Consideration of Objections to the proposed by-laws. Motion Carried 4.b Jennifer Brown - Dillon Consulting Chairman Brenan welcomes Ms. Jennifer Brown, Town Planner to tonight's meeting. Ms. Brown highlights the process and outlines her experience and her role as the Planning Director for the Town. - Highlights the Dillon Consulting team that supports her role and the Administration Committee Minutes April 20, 2023 04-23 team bench strength working on behalf of the Town. - Highlights the Planning and Local Governance Reform requirements for planning. - The project highlighted the new Municipal and Zoning By-law Amendments and process to incorporate existing plans into 1 document. - Review of existing future land use map. - This is the kickoff of the public engagement process expected in the first week of May 2023 and the Legislative process beginning in June and July 2023. - 2 days of open house afternoon and evenings. Chairman Brenan thanks Ms. Brown for her presentation 5. BUSINESS ARISING OUT OF MINUTES 5.a LOCAL GOVERNANCE REFORM CAO Hatcher reviews with the Committee the various items of correspondence received since the Committee's March meeting related to Local Governance Reform. Brief discussion. All 4 items of correspondence received and filed by the Committee. 6. NEW BUSINESS 6.a ACOA Payment Letter Project 219392 CAO Hatcher reviews with the Committee the ACOA payment correspondence for Project #219392 (Pedestrian Walking Bridge) highlighting payment of the Towns first project claim totaling $77,756.00. Correspondence received and filed by the Committee. 6.b Pearson's Corner Market - Food Truck Request 2023 Season CAO Hatcher reviews the food truck request for the 2023 season received from Pearson's Corner Market. Chairman Brenan welcomes Ms. Beth Johnston, business owner who is making the request. Chairman Brenan asks if Ms. Johnston has anything else she wishes the Committee to consider. Moved by: Deputy Mayor Wilson Seconded by: Councillor Milner THAT the Committee recommends to Council that Council authorize the hosting of food truck Thursdays at Pearson's Corner Market beginning May 1st and ending October 25, 2023, involving up to 5 food trucks. Motion Carried Administration Committee Minutes April 20, 2023 04-23 6.c UMNB 2023 Provincial Budget Recap CAO Hatcher provides the UMNB 2023 Provincial Budget Summary for information. Correspondence received and filed by the Committee. 6.d IOM SNB Municipal Review Statistics The correspondence received from Service New Brunswick related to the Municipal Property Tax review statistics were received and filed by the Committee. 6.e IOM Treasurer Moffett - 1 Quarter Statement of Revenue and Expenditures Treasurer Moffett reviews with the Committee the 1st quarter statement of revenue and expenditures ending March 31, 2023. The budgeted amounts for the revenue and expenditures are the annual budget for each classification. a) Revenue — General Fund The total revenues for the period were $2,258,335, of which $2,029,012 is the warrant and unconditional grant. b) Services Provided to Other Governments Services provided to other governments are expected to be within budget, however, the invoices to the province were sent out late, so payment has not been received. c) Sale of Services Sale of Services is back on track with no covid-related losses of revenue for the first time since 2020. A total of $4,932 was received for recreation programs. d) Other Revenues from Own Sources A total of $368 was received for animal licenses, $0 for taxi licenses, and $1,322 in building permits. e) Expenditures — General Fund The total expenditures for the period were $1,895,421 with $2,170,927 in purchase orders outstanding. Administration Committee Minutes April 20, 2023 04-23 f) Protective Services Protective Services are within budget for the quarter. The first quarter policing bill has not yet been received. g) Transportation Services Transportation services are overall over budget having spent 35.5% of the 2023 budget as of March 31st. The following are codes of interest: Annual Actual Budget YTD % of Annual Budget Salt $90,000 $0 0.0% Winter Sand $4,500 $0 0.0% Meal Allowance $8,500 $4,211 49.5% Major Equipment Repairs $30,000 $0 0.0% Vehicle Fuel $74,100 $27,070 36.5% Asphalt $140,000 $3,272 2.3% h) Environmental Development Services Environmental Development Services are over budget. Most amalgamation costs are captured under the Community Development section. To date, $85,188 has been spent on items such as printing, technical services, and compensation to village employees for loss of benefits. i) All Other Services All other services are within budget for the quarter. j) Capital Expenditures Capital expenditures were $226,562 for the quarter, with $202,524 in additional outstanding purchase orders. k) Utility Fund Total revenue in the utility fund for the quarter is $393,974 with total expenses of $268,117. The outstanding accounts receivable for the former town for the utility fund is $69,481 and is broken down as follows: 2023 2022 2021 Prior Outstanding $2,853 $52,239 $12,032 $2,357 The former village utility fund revenue and accounts receivable have not yet been accounted for (transfer is anticipated to be completed by July 2023). Administration Committee Minutes April 20, 2023 04-23 6.f Letter Sean deWinter - PID 00270256 CAO Hatcher reviews with the Committee the letter received from Mr. Sean DeWinter related to a proposed land use planning request for PID 00272256. Brief discussion. CAO Hatcher indicates the request has been forwarded to the Town Planner for review. 6.g MAS Special Meeting Minutes - Diversafest 2023 Preliminary correspondence related to the 2023 preplanning of the Multicultural Association of Sussex was received and filed by the Committee. 6.h IOM Treasurer Moffett - Rangers Trust Agreement Treasurer Moffett reviews with the Committee the 2023 status of the Rangers Trust Agreement. Brief discussion on the Trust Agreement maintenance of the monument and the commitment to gift a bursary annually. Moved by: Councillor Maguire Seconded by: Deputy Mayor Wilson THAT the Committee recommend to Council that Council award a scholarship in the amount of $500 to a student entering a university program in 2023 from the Rangers Trust Account. Motion Carried 6.i MSB Radio - Destination Sussex Campaign 2023 The Committee considers the MBS Radio - 2023 Destination Sussex Campaign anticipated to run 13 weeks in out-of-town markets to attract day trips to, the Sussex Area. Moved by: Mayor Thorne Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council engage MBS Radio to initiate a 13 -week Radio Campaign for Destination Sussex at a cost of $280 per week. Motion Carried 6j DRAFT Building By-law 151-23 CAO Hatcher Reviews with the Committee a proposed Draft Building By- law 151-23 for Committee review. The goal is to standardize the process Administration Committee Minutes April 20, 2023 04-23 of administering a process of approving permits for building in the new town of Sussex. CAO Hatcher identifies the issue of the process of permitting homeowners to re -shingle their homes periodically without the need to pay a fee. The Town would only charge a fee if the roof structure was being altered. Brief discussion by the Committee that the consensus of the Committee would be to waive the fee upon enactment of the new By-law. Moved by: Councillor Bobbitt Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council begin the legislated process of enactment of By-law 151-23, a By-law to regulate building in the town of Sussex. Motion Carried 6.k DRAFT Subdivision By-law 1006-23 CAO Hatcher reviews with the Committee the recommended draft of a new Subdivision By-law 1006-23 and the associated change in the proposed By-law. CAO Hatcher advises the By-law has a multitude of formatting issues as well as the necessity of Council to consider: - Development incentives in consideration of the existing By-laws. - Development fee in consideration. - A process and By-law to encourage subdivision plan submissions. Lengthy discussion Moved by: Councillor Maguire Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council begin the legislative process to enact a By-law 1006-23 a By-law to regulate subdivision in the town of Sussex. Motion Carried 6.m CORRESPONDENCE - MR. WAYNE WILKINS, March 27, 2023 Correspondence received by the Committee from resident Wayne Wilkins dated March 27th, 2023, related to a number of items Mr. Wilkins wishes Council address. Chairman Brenan asked Mr. Wilkins if he wished to speak on his correspondence. Mr. Wilkins declined the offer to address the Committee. Administration Committee Minutes April 20, 2023 04-23 Brief discussion with a number of Committee members speaking about issues identified by resident Wilkins. Correspondence received and filed by the Committee. 6.n SHORT TERM RENTAL DISCUSSION Councillor Milner speaks to the Committee regarding his email related to the issue of short-term rentals experienced in other communities and questions if there is a need for the Committee/Council to consider or explore regulation related to Airbnb. Lengthy discussion. The Committee ends the discussion following 30 minutes of debate. 6.o IOM TREASURER MOFFETT - INSURANCE APPRAISAL SUSSEX PROPERTIES Treasurer Moffett reviews the memo regarding appraisal of assets. The former town had an appraisal done by DeStecher Appraisals Ltd. in 2019, and the former village does not have a recent replacement cost assessment for their assets. The Town's insurer, Gallagher Insurance has requested an appraisal for the former village assets. Moved by: Councillor Maguire Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council engage de DeStetcher Appraisals Ltd. to conduct an appraisal of the 36 buildings for Sussex for a cost of $10,500 plus HST Motion Carried 6.p Sussex Regional High School - Scholarships 2023 The Committee reviewed the correspondence from Sussex Regional High School related to the request to Education partners related to 2023 scholarships. Lengthy discussion. The Committee received and filed the letter. 6.q Hospice Sussex - 2023 Donation Request The Committee requested the correspondence received from Hospice Sussex be moved to the Committee of the Whole for discussion. Administration Committee Minutes April 20, 2023 04-23 6.r IOM CHIEF REICKER - Repeater Relocation CAO Hatcher reviewed with the Committee the recommendation from Fire Chief Reicker on the recommended move of the Town's radio repeater and antenna from Marshall Hill to the top of Ward 2 water tower. Brief discussion on the costs, the need, and the elimination of a monthly lease agreement with Bell Aliant. This recommendation would be approved in accordance with the budget reallocation as outlined by Chief Reicker. Moved by: Councillor Milner Seconded by: Councillor Maguire THAT the Committee recommend to Council that Council approve the Custom Communications be engaged to complete the move of the Fire Department radio repeater and antenna from its current location and move the equipment to the Ward 2 water tower for the amount of $8,101.75 inclusive of HST. Motion Carried 6.s IOM PURCHASER SCOTT Tender T-07-23 - Half Ton Trucks CAO Hatcher reviews with the Committee the recommendation of Purchaser Scott for the award of Tender T-07-23 and the purchase of 2 half ton trucks. Brief discussion on Town Administrations need to realign the 2023 Capital Program to maintain global budget control. Moved by: Deputy Mayor Wilson Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council award Tender T- 07-23 to MacDonald Buick GMC for the off the lot purchase be accepted as the lowest compliant bid for both vehicles in the amount of $136,090.08 inclusive of HST contingent of Capital Borrowing Board approval. Motion Carried 6.t COVENTRY WALK SUBDIVISION - PHASE 3 CAO Hatcher reviews with the Committee the Town Administration request to request the "assent" of Council to create the future street, easement and land for public purposes in accordance with Section 88 of the Community Planning Act. Moved by: Councillor Bobbitt Seconded by: Councillor MacLeod Administration Committee Minutes April 20, 2023 04-23 10 THAT the Committee recommend to Council that Council assent to the Coventry Walk Subdivision Plan Phase 3 prepared by Don -More Surveys Ltd dated September 16th, 2022 by NBLS Garrett J. Keirstead creating and laying out of the public and future streets and the setting aside of the lands for public purpose and the local government services easements as identified on the plan in accordance with Section 88 of the Community Planning Act Chapter 19, RSNB 2017. Motion Carried 7. PERSONNEL 7.a IOM Town Clerk Olesen - Professional Development Moved by: Deputy Mayor Wilson Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council approve the professional development related to managing dangerous & unsightly premises that is to be held virtually on May 17th and 18th at the cost of $460.82 inclusive of HST. Motion Carried 7.b IOM Community Services Director Thorne - Professional Development 7.b.1 2023 Summer Course Registration CAO Hatcher reviews with the Committee the request for professional development in the first course in a series of courses related to a master program of Public Administration. Moved by: Councillor MacLeod Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council approve the registration of a series of courses with a graduate diploma in Public Administration at Dalhousie University over the next three years. And, beginning in the summer of 2023 that Council approve the course fee of $2,125 for the May 1, 2023, start date. Motion Carried 7.b.2 Course 3rd Party Billing Form Moved by: Deputy Mayor Wilson Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council authorize the Town Treasurer to set up the third -party billing form for course fees Administration Committee Minutes April 20, 2023 04-23 11 under the Diploma in Public Administration at Dalhousie University for payment of course fees. Motion Carried 7.c Kings Regional Service Commission - Committees Procedure The Committee received and filed the Kings Regional Service Commission Committees procedural governance. 7.d Compressed Work Week Discussion CAO Hatcher reviews with the Committee the Town Administration request to further explore the merits and costs of a trial of a compressed work week for Committee discussion at a later date. Lengthy discussion. CAO Hatcher requests in the interest of discussing the merits in a more reasoned approach that this agenda item be removed from discussion with the approval of the Administration Committee. Approval granted. 7.e IOM TREASURER MOFFETT - AMANB 2023 Annual Conference - TRAINING Moved by: Councillor Maguire Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council authorize the Town Treasurer and the Town Clerk to attend the 2023 AMANB Annual Conference for professional development to be held June 6-9, 2023, in Edmunston, N.B. in the amount of $1,094.00 plus HST and fees per person. Motion Carried 8. ACCOUNTS Moved by: Councillor MacLeod Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council approve the Community Services Accounts for the month of March 2023 in the amount of $129,285.80 Motion Carried Moved by: Deputy Mayor Wilson Seconded by: Councillor Bobbitt THAT the Committee recommend to Council that Council approve the Works Committee accounts for the month of March 2023 in the amount of $683,501.19 Administration Committee Minutes April 20, 2023 04-23 12 Motion Carried Moved by: Councillor Milner Seconded by: Councillor Bobbitt THAT the Committee recommend to Council that Council approve the Protective Services accounts for the month of March 2023 in the amount of $58,341.02. 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 March 2023 totaling $85.577.73. Motion Carried 9. SCHEDULE FOR NEXT MEETING - MAY 11, 2023 The next regular meeting is scheduled for May 11, 2023, at 6:00 PM. 10. ADJOURNMENT THAT this regular monthly meeting of the Administration Committee be adjourned. COUN ILLOR BRENAN, CHAIRPERSON S.M. HATCHER, P. ENG., CAO