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Home My Public Portal About2023-04-18 Community Services MinutesCommunity Services Minutes April 18, 2023 ussex Minutes of Meeting of Community Services Committee #04-23 April 18, 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. 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. 3. APPROVAL OF MEETING MINUTES Moved by: Councillor Maguire Seconded by: Councillor Milner THAT the Committee approve the Minutes of Meeting #03-23 as circulated. Motion Carried 4. PRESENTATIONS/DELEGATIONS 4.a Nutrien Civic Centre - General Manager Sandra Kent Chairperson MacLeod welcomed General Manager Sandra Kent from the Nutrien Civic Centre to the Committee meeting. Ms. Kent thanked the Committee for allowing her to update them on the programs planned at the Civic Centre and introduced herself and her background in sports and communicated that she is proud to support and manage the centre. Community Services Minutes April 18, 2023 2 The Civic Centre currently holds 1,200 memberships which is up 100% in the last nine months and operates similar to the typical operation of any YMCA facility, Ms. Kent informed the Committee that the centre has a family fun day planned for June 2023. The Committee held a lengthy discussion and had the opportunity to ask questions. Chairperson MacLeod thanked General Manager Kent for her presentation to Committee, 4.b Sussex Ale Works - 2023 Outdoor Patio Submission for Approval - Alaina and Rick Lockhart Chairperson MacLeod welcomed Rick Lockhart, owner of Sussex Ale Works, to the meeting for his presentation on his 2023 outdoor patio submission for the Summer and Fall season. Mr. Lockhart spoke on the success of Sussex Ale Works and informed Committee that an essential part of their business is the installation of the summer patio which provides the business with 40 additional seats and is identical to their setup from last year's season. The committee held a brief discussion on the summer patio application. Mayor Thorne spoke on the approval of the patio and to have Administration work with Mr, and Mrs. Lockhart, Mr. McNair and Mr. Black. Town Administration will make a recommendation to the next Committee of the Whole meeting scheduled for Monday, April 24, 2023. Chairperson MacLeod thanked Mr. Lockhart for his presentation to Committee. 4,c Sussex Tennis Association - Kirk Sabine and Delegates Chairperson MacLeod welcomed Kirk Sabine and delegates representing the Sussex Tennis Association. Mr. Sabine presented a hand delivered project proposal to enlarge the facility by adding one new court as the youth camp currently exceeds the facilities capacity. The proposal would involve relocating the existing basketball court to a new location. The estimated project costs would be estimated at $40,000 to $60,000 to construct the renovation. The Tennis Association has $20,000 to contribute to the project. The Tennis Association requests Town leadership and a monetary contribution to this important project. The Committee held a lengthy discussion on the need for Town Administration to complete costings for a future Committee meeting. Chairperson MacLeod thanked Mr. Sabine and delegates for their presentation to Committee. Community Services Minutes April 18, 2023 0 4.d Maritime Quarter Horse Association Chairperson MacLeod welcomed Ms. Rose Cook to the meeting. Ms, Cook represents the Maritime Quarter Horse Association. Ms. Cook reviewed with the Committee the request of the Town to sponsor the association with the purchase of $1,000 worth of horse earplugs given the planned event of a fireworks display on Canada Day as part of the long-standing Town event. The Committee held a lengthy discussion on the support of the purchase of the horse earplugs, The Committee requested Community Services Director Thorne review and recommend to Council details of the sponsorship request. The Town Administration will report to the next meeting, COMMUNITY SERVICES DIRECTOR'S REPORT 5.a ADMINISTRATION 5.a.1 Departmental Overtime Details - March 2023 The Community Services Director reviewed the overtime details for the period of March 1st to March 31st, 2023, showing the Sports Centre under budget by 19,5 hours. 5.b 2023 SUMMER STUDENTS 5.b.1 Canada Summer Jobs Grants There is nothing new to report on this item at this time. 5.b.2 New Brunswick Seeds Grants The Community Services Director informed the Committee that confirmation of funding has been received for one labourer position under this program. 5.c 2023 TEMPORARY SUBFOREMAN POSITION The Community Services Director informed the Committee that one application was received for the Temporary Subforeman position with the Community Services Department. Community Services Minutes April 18, 2023 4 Moved by: Councillor Brenan Seconded by: Councillor Milner THAT Committee recommend to Council that Council appoint Mr. Schriver to this role from the first day following ice operations (April 3, 2023) until the start of ice season shift work (September 21st, 2023), and that Mr. Darrell Butcher be re-classified to this role in the event that Mr. Schriver is unable to serve in this role as a result of vacation or illness. Motion Carried 5.d POLICY CS -21: SPECIAL EVENTS POLICY The Community Services Director reviewed a revised copy of Policy CS - 21: Special Events Policy. The policy is updated to reflect the new community name. Moved by: Councillor Milner Seconded by: Councillor Nelson THAT Committee recommend to Council that Council adopt Policy CS -21 as presented. Motion Carried 5.e COMMUNITY EVENTS 5.e.1 EVENTS MANAGEMENT COMMITTEE The Community Services Director reviewed the minutes of the Events Management Committee held on Thursday, April 13th. Below are the requested motions: Moved by: Deputy Mayor Wilson Seconded by: Councillor Brenan THAT Committee recommend to Council that Council authorize the Administration to sign the special occasion permit application for the "Let the Good Times Roll" event scheduled to be held at the.Nutrien Civic Centre on June 3rd, 2023. Motion Carried Moved by: Deputy Mayor Wilson Seconded by: Councillor Bobbitt THAT Committee recommend to Council that Council authorize the closure of Main Street from Church Avenue to Winter Street from 4:OOpm to 10:00pm on June 8th for a Main Street Car Show by the Sussex Asphalt Angels. Motion Carried Community Services Minutes April 18, 2023 5 Moved by: Deputy Mayor Wilson Seconded by: Councillor Bobbitt THAT Committee recommend to Council that Council authorize the closure of Main Street from Church Avenue to Winter Street from 4:OOpm to 8:00pm on June 24th for Diversifest by the Multicultural Association of Sussex. Motion Carried Moved by: Councillor Brenan Seconded by: Councillor Nelson THAT Committee recommend to Council that Council authorize the Administration to sign the special occasion permit application for the "Ellen's Tour" event scheduled to be held at Leonard's Gate on June 10th, 2023. Motion Carried Moved by: Deputy Mayor Wilson Seconded by: Councillor Milner THAT Committee recommend to Council that Council authorize the closure of Perry Street from October 20th to 22nd for the Mobile Eco- Depot by the Kings Regional Service Commission. Motion Carried 5.e.2 SUSSEX FUNDY FEST REQUEST The Community Services Director reviewed the application received from the organizers of the Sussex Fundy Fest event scheduled for July 23rd. The application is requesting event support. Information was received and filed by Committee. 5.e.3 8TH HUSSARS - 175TH ANNIVERSARY EVENT - MAY 21, 2023 5.e.3,1 Event Recce - Schedule The Community Services Director informed the Committee that staff met with the delegation planning the May 21st event on March 28th. The full program of the activities are being prepared by the program manager to HRH and will be shared with Council as soon as they are available. Community Services Minutes April 18, 2023 6 5.e,3.2 RDC - Community Investment Fund Application The Community Services Director informed the Committee that the application submitted under the Community Investment Fund through RDC in support of the Civic Reception component of this anniversary event has been amended to request 85,000 in support for the commemorative plaque to mark the royal visit. 5.e.3.3 Flewelling Press Quotation The Community Services Director reviewed a quotation of $5,890.19, HST included, for the purchase of a 24" x 36" brass plaque to be unveiled by HRH and Mayor Thorne and installed at the train station. Moved by: Deputy Mayor Wilson Seconded by: Councillor Brenan THAT Committee recommend to Council that Council accept the quotation of $5,890.19, HST included, from Flewelling Press. Motion Carried 5.e.4 2023 TOWN EVENTS SCHEDULE The Community Services Director reviewed a summary of current events which the department is hosting as follows: April 12 May 25 June 3 June 6 June 15 July 1st July 5th July 6th July 13th July 13th July 14th July 19th July 20th July 27th July 28th August 2nd August 3rd Volunteer Appreciation Roller Disco Town wide Yard Sale Roller Skating Community Clean up Canada Day 2023 Movies in the park Music Night Roller Skating Music Night Bubble Party Movies in the Park Music Night Music Night Bubble Party Movies in the Park Music Night All Seasons Inn Sports Centre Sussex Sports Centre Sussex Burton Park Rotary Amphitheatre Rotary Amphitheatre Sports Centre Amphitheatre Ward 2 O'Connell Park Rotary Amphitheatre Rotary Amphitheater Amphitheatre Ward 2 O'Connell Park Burton Park Rotary Amphitheatre Community Services Minutes April 18, 2023 7 August 7th August 9th August 10th August llth New Brunswick Day Movie in the Park Music Night Bubble Party 5.e,5 2023 PARTNER EVENTS O'Connell Park Rotary Amphitheatre Amphitheater Ward 2 O'Connell Park The Community Services Director reviewed a summary of current partner events which the department is supporting as follows: May 5 Sussex Farmer's Market (Fridays) Leonard's Gate May 21 8CH 175th Anniversary Train Station May 26 Wrestling Show Sports Centre May 27 Rotary Brewfest Sports Centre June 10 Ellen's Tour Leonard's Gate June 22 SRHS Graduation Sports Centre August 19-21 NBAAC Flea Market PLP August 23 Sussex SummerFEST - Musical Ride Showcentre August 21-25 Agricultural Fair Sports Centre/PLP September 7-10 Atlantic Balloon Fiesta Sports Centre/PLP 5.e.6 CANADA DAY 2023 5.e.6.1 Heritage Canada Grant The Community Services Director informed the Committee that confirmation of funding has been received in the amount of $8,500.00 from Heritage Canada in support of the Sussex Canada Day 2023 activities. 5.e,6.2 IOM Purchaser Scott RFP-01-2023 Recommendation, Fireworks The Community Services Director reviewed a memo from Purchasing agent Scott concerning the results of the request for proposals for fireworks. Moved by: Councillor Brenan Seconded by: Councillor Milner THAT Committee recommend to Council that Council accept the bid of 58,695.00, plus HST, per event, from Fireworks FX Inc. for the 2023, 2024, and 2025 Canada Day fireworks displays, with an additional fee of S500.00 plus HST, if applicable, for postponement per event. Motion Carried Community Servioes Minutes April 18, 2023 8 5.e.6.3 2023 Canada Day Entertainment Quotation The Community Services Director reviewed a quotation of 57,446.25, plus HST, from Morris Music Ltd. for entertainment, sound, tent, and lights on July 1st. Moved by: Councillor Maguire Seconded by: Deputy Mayor Wilson THAT Committee recommend to Council that Council accept the quotation of S7,446.25, plus HST, from Morris Music Ltd. for July 1st Canada Day celebrations. Motion Carried 5.e.6.4 2023 Canada Day Bouncers and Inflatables Quotation The Community Services Director reviewed a quotation of 59,251.75, HST included, from Bounce Kingdom Party Rentals for bouncers and inflatables on July 1st. Moved by: Councillor Milner Seconded by: Councillor Bobbitt THAT Committee recommend to Council that Council accept the quotation of S9,251,75, HST included, from Bounce Kingdom Party Rentals for July 1st Canada Day celebrations. Motion Carried 5.e.6.5 2023 Canada Day Axe Throwing Quotation The Community Services Director reviewed a quotation of $1,998.13, HST included, from HaliMac Axe Throwing for services on July 1st, Moved by: Councillor Milner .Seconded by: Councillor Nelson THAT Committee recommend to Council that Council accept the quotation of $1,998.13, HST included, from Halimac Axe Throwing for July lst Canada Day celebrations. Motion Carried Community Services Minutes April 18, 2023 9 5.e.7 NBAAC Flea Market - 2023 Draft Agreement The Community Services Director reviewed a draft copy of the 2023 Flea Market agreement. Moved by: Councillor Milner Seconded by: Councillor Nelson THAT Committee recommend to Council that Council authorize the Mayor and Town Clerk to sign the NBAAC Flea Market agreement on behalf of the Town. Motion Carried 5.f COMMUNITY ORGANIZATIONS 5.f.1 Sussex & District Chamber of Commerce - Main Street Grant 5,f.1.1 LED Message Boards The Community Services Director informed the Committee that Administration has requested adjusted pricing for this work to include the expansion of the existing sign at the 8th Hussars in lieu of the sign(s) at Leonard's Gate. More details will be brought forward for consideration. 51.2 Boys and Girls Club - Rental Space Request The Community Services Director informed Committee that the Boys and Girls Club of Greater Saint John have secured rental space at Sussex Corner Elementary School for the summer and will no longer require the meeting space at 1067 Main Street. 5.f.3 Bonny Hill - Phyllis Webstad Art Installation The Community Services Director informed the Committee that Administration has met with Mrs. Hill to discuss her event following the presentation to Council last month. Staff will be supporting the install the week of May 22nd. CSD Thorne reviewed a quotation of x2,126.88 for 100 Every Child Matters orange shirts. Moved by: Mayor Thorne Seconded by: Deputy Mayor Wilson THAT Committee recommend to Council that Council accept the quotation of S2,126.88, HST included, from Kit and Caboodle for 100 Every Child Matters t -shirts. Motion Carried Community Services Minutes April 18, 2023 10 5.g FACILITIES OPERATIONS & MAINTENANCE 5.g.1 Community Services Maintenance Activities - March 2023 The Community Services Director reviewed screenshots of the work order details for the department for the period March 1st to March 31st, 2023. There were 224 work orders created, 229 were completed; 23 of the work orders were reactive and 201 were repeatable. There were 189 work orders passed, 14 flagged for follow up, 6 fails, 174 on time and 47 overdue, 5.g.2 8th Hussars Sports Centre 5.g.2.1 Refrigeration Relief Valve Replacement There is nothing new to report on this item at this time, 5.g.2.2 Brine Piping Repairs The Community Services Director reviewed a memo concerning the results of the request for quotations for brine piping repairs at the 8th Hussars Sports Centre. Moved by: Councillor Brenan Seconded by: Councillor Nelson THAT Committee recommend to Council that Council accept the quotation of $4,301.00, HST included, from Black & McDonald for brine piping repairs at the 8th Hussars Sports Centre. Motion Carried 5.g.2.3 Change Room Renovations - Tender #PD23-049 The Community Services Director informed the Committee that bids are currently being accepted for the renovation of dressing rooms spaces at the 8th Hussars Sports Centre. Closing date is May 4th at 3:00pm AST, 5.8.2.4 Staff Area Renovations - 8th Hussars Sports Centre The Community Services Director reviewed photos showing the renovated staff areas at the 8th Hussars Sports Centre. New lockers, tables, and chairs have been ordered and are expected to arrive shortly. Community Services Minutes April 18, 2023 11 5.g.3 FACILITY SECURITY & ACCESS The Community Services Director informed the Committee that Administration will be overseeing the 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 during the week of April 17th. 5.h LANDSCAPE & BEAUTIFICATION 5.h.1 Street Art There is nothing new to report on this item at this time. 5.h.2 Urban Forest Management - UNB 4020 The Community Services Director informed the Committee that Administration attended the final presentation of this project at UNB Fredericton on March 31st. Copies of the completed report will be filed with Council once they are received. 511.3 2023 Street Banners The Community Services Director reviewed a quotation of 54,857.60, HST included, from Flags Unlimited Corporation for 50 new Canada Day Street Banners. This will allow the administration to adjust the brackets in Ward 2 and have the same size banners in the entire community. We will continue to phase other banner sets each year moving forward. This item was tabled. 5.114 Ballfields - Turf Maintenance The Community Services Director reviewed a memo concerning the results of the request for quotations for turf maintenance. Moved by: Councillor Brenan Seconded by: Councillor Nelson THAT Committee recommend to Council that Council accept the quotation of 56,000.82, HST included, from Atlantic Turf Solutions for turf maintenance on Carr and Eagles fields. Motion Carried Community Services Minutes April 18, 2023 12 5.i RECREATION PROGRAMS 5.i.1 Cheerleading - Winter 2023 The Community Services Director informed the Committee that the department hosted a successful cheerleading program with 30 registered participants. Planned service cost - S1,492.00 Actual service cost - $1,831.00 Cost recovery target — 100% Actual cost recovery - 122% ($2,250.00) 5,j TOURISM 5.a.1 Destination Market Readiness (DMR) The Community Services Director informed the Committee that Administration met with representatives of ACOA and RDC on March 27th 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, More information will follow on the suggested avenues for funding support. 5.j.2 Upper Bay of Fundy Destination Development Initiative There is nothing new to report on this item at this time. 5.j.3 RSC Tourism Promotion / Local Promotion / Explore Sussex NB The Community Services Director informed Committee that Administration will be participating in the Economic Development and Tourism Stakeholder Consultations scheduled for Tuesday, May 2nd. This invitation has also been extended to the members of the Sussex Tourism Working Group who had assisted with the development of the DMR report. BUSINESS ARISING OUT OF MINUTES - NIL 7. NEW BUSINESS 7.a Sussex Regional High School 2023 Graduation Activities 7.a.1 Letter Invitation to Mayor Thorne, 2023 Graduation Ceremony Mayor Thorne spoke to the letter addressed to his office relating to the 2023 High School graduation Ceremony. Community Services Minutes April 18, 2023 13 7.a,2 Parade Route Request 2023 Graduation Activities CAO Hatcher reviewed with Committee the parade route request received from Principal Lori -Ann Lauridsen of the Sussex Regional High School for the 2023 graduation ceremonies and events. CAO Hatcher reviewed the draft Town approval letter. Moved by: Councillor Brenan Seconded by: Councillor Bobbitt THAT Committee recommend to Council that Council authorize the approval of the 2023 Sussex Regional High School Graduation events as requested and to request that Town Administration send the approval letter as presented. Motion Carried 7.b Sussex Health Centre Foundation 7.b.1 Letter from Sussex Health Centre Foundation CAO Hatcher reviewed the Sussex Health Centre Foundation request for their annual golf fundraiser scheduled for July 7th, 2023. The Committee held a brief discussion on the great work the hospital foundation does for the greater region. Moved by: Mayor Thorne Seconded by: Deputy Mayor Wilson THAT Committee recommend to Council that Council approve that the Town sponsor a hole in the golf tournament in the amount of $300 in support of the 2023 Sussex Health Centre Foundation fund raising campaign. Motion Carried 7.c Rainbow Printing - Promotional Regional Map CAO Hatcher reviewed with Committeethe request received .from Rainbow Printing related to the production of Sussex and Area regional maps. Committee held a brief discussion on the merits of deferring this map until the new mandated services at the Kings Regional Service Commission are developed, The Committee requested that Town Administration advise Mr. Obermeier on the new regional approach to tourism and economic development through Kings Regional Service Commission. Community Services Minutes April 18, 2023 8, PERSONNEL 14 8.a Sussex Regional Library Board - Vacancy The Committee held a brief discussion on the request from the Sussex Regional Library Board to have a Council representative as a liaison member. Mayor Thorne requests that Councillor's consider service on the Library Board and to contact Community Services Director Thorne with their interest. 9. ACCOUNTS Moved by: Councillor Milner Seconded by: Deputy Mayor Wilson THAT the Committee recommend to Council that Council approve for payment the Community Services accounts for the month of March 2023, totaling $129,285.80. Motion Carried 10. SCHEDULE FOR NEXT MEETING - MAY 9, 2023 11. ADJOURNMENT Moved by: Councillor Milner Seconded by: Councillor Bobbitt THAT this regular meeting of the Community Services Committee be adjourned Motion Carried 12. CLOSED SESSION — NIL COUNCtLLC!R S.M. HATCHER, P. ENG., CAO c�EOD, CHAIRPERSON