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Home My Public Portal About2023-05-09 Community Services MinutesCommunity Seivices Minutes Meeting #05-23 May 9, 2023 Sussex Minutes of Meeting of Community Services Committee #05-23 May 9, 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: Councillor Milner THAT the Committee approve the agenda as amended. The agenda was amended by adding under Presentations/Delegations 4.b Sussex Vale Transition House - Julie Matthews and under New Business 7.c Trails Grooming. 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 Milner Seconded by: Deputy Mayor Wilson THAT the Committee approve the Minutes of Meeting #04-23 as circulated. Motion Carried Community Services Minutes Meeting #05-23 May 9, 2023 4. PRESENTATIONS / DELEGATIONS 4.a SALUTE TO VETERANS - DARYL CAINES Chairperson MacLeod welcomed Daryl Caines to the meeting to discuss the Salute to Veterans and the proposed banner location expansion. Mr. Gaines along with Lorraine Pollock are the administrators of the veteran banner program. Mr. Gaines informed the Committee that there are currently 165 veteran banners and there are 10 more pending. To accommodate the increase and there is a need for more space to hang the banners. Some of the ideas Mr. Caines discussed was to add more of the banner brackets, utilizing the poles near the legion and utilizing the train station by installing multiple banners. The Committee held a brief question and answer period on the request. Chairperson MacLeod thanked Mr. Gaines for his presentation. 4.b SUSSEX VALE TRANSITION HOUSE - JULIE MATTHEWS Chairperson MacLeod Welcomed Ms. Julie Matthews to discuss a funding opportunity to access federal funding for a housing accelerator project related to the National Housing Strategy through CMHC. Ms. Matthews described the opportunity to access $4 billion country wide and the necessity for the town to make an application. The funding application would require an action plan developed by the town, it is believed the application would fall under small/rural and indigenous application streams. This would be a four-year plan with an application portal opening on the government website set to close early in the fall of 2023. The committee held a brief discussion on how Sussex could potentially develop an application on behalf of the Sussex Vale transition House to expand housing for families and women in crisis. Chairperson MacLeod thanked Ms. Mathews for her presentation and for highlighting the potential opportunity. 5. COMMUNITY SERVICES DIRECTOR'S REPORT 5.a ADMINISTRATION 5.a.1 DEPARTMENTAL OVERTIME DETAILS The Community Services Director reviewed the overtime details for the period of April 1st to April 30th, 2023, showing the Sports Centre under budget by 18 hours. Community Services Minutes Meeting #05.23 May 9, 2023 5.a.2 2023 SUMMER STUDENTS 5.a.2.1 Canada Summer Jobs Grants The Community Services Director informed the Committee that his department received confirmation of funding for one civil engineering technician, one tourism consultant and two labourer positions under the Canada Summer Jobs prog ram. 5.a.3 ADMINISTRATIVE SUPPORT POSITION The Community Services Director reviewed a memo concerning adjustments to the hours of the administrative support position. Moved by: Mayor Thorne Seconded by: Councillor Nelson THAT Committee recommend to council that Council authorize that from May 18th to November 22nd that the administrative assistant be offered 37.5 hours per pay period and that paid time off calculations be adjusted to reflect these additional hours of work. Motion Carried 5.b COMMUNITY EVENTS 5.b.1 EVENTS MANAGEMENT COMMITTEE The Community Services Director reviewed the minutes of the Events Management Committee held on Wednesday, May 3rd. Below are the requested motions. Moved by: Councillor Brenan Seconded by: Councillor Nelson THAT Committee recommend to Council that Council authorize the closure of Main Street from Church Avenue to Winter Street from 4:30pm to 9:00pm on July 14th for a Collector Car Appreciation event by the NB Antique Auto Club. Motion Carried 5.b.2 8TH HUSSARS - 175TH ANNIVERSARY EVENT, MAY 21, 2023 5.b.2.1 Event Recce — Schedule The Community Services Director reviewed the details of the May 21st event shared by the regiment. Community Services Minutes Meeting 005-23 May 9, 2023 5.b.2.2 RDC - Community Investment Fund Application There is nothing new to report on this item at this time. 5.b.2.3 Flewelling Press Quotation The Community Services Director informed the Committee that Administration has received shipping confirmation of the plaque. 5.b.3 2023 TOWN WIDE EVENTS The Community Services Director reviewed a summary of current events which the department is hosting: May 25 June 3 June 15 July 1 July 5 July 6 July 13 July 13 July 14 July 19 July 20 July 27 July 28 August 2 August 3 August 7 August 9 August 10 August 11 August 25 Roller Disco Town wide Yard Safe Roller Skating Canada day 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 New Brunswick Day Movie in the Park Music Night Bubble Party End of Summer party 8th Hussars Sussex 8th Hussars Burton Park Rotary Amphitheater Rotary Amphitheater 8th Hussars Amphitheater Ward 2 O'Connell Park Rotary Amphitheater Rotary Amphitheater Amphitheater Ward 2 O'Connell Park Rotary Amphitheater Rotary Amphitheater O'Connell Park Rotary Amphitheater Amphitheater Ward 2 O'Connell Park O'Connell Park 5.b.4 2023 COMMUNITY PARTNER EVENTS The Community Services Director reviewed a summary of current partner events which the town is supporting. Those in bold print involve a closure of Main Street: May 5 — Oct. 27 May 13 May 18 May 21 May 22 May 26 May 27 June 1 June 3 Sussex Farmer's Market (Fridays) Leonard's Gate Green Party Event Leonard's Gate Asphalt Angels Car Show Burton Park 8CH 175th Anniversary Train Station Phylis Webstad Art Install SRHS/SMS Wrestling Show Sports Centre Rotary Brewfest Sports Centre Asphalt Angels Car Show Burton Park NCC Event Nutrien Civic Centre Community Services Minutes Meeting #05-23 May 9, 2023 June 8 June 9 June 10 June 15 June 22 June 24 June 29 July 8 July 13 July 14 July 27 July 28 August 10 August 19-21 August 23 August 24 August 21-25 September 7-10 September 21 October 20-22 Main Street Car Show Pre -School Graduation Ellen's Tour Asphalt Angels Car Show SRHS Graduation Diversifest Asphalt Angels Car Show Memorial Car Meet Asphalt Angels Car Show Collector Car Event Asphalt Angels Car Show Rocking the Corner Asphalt Angels Car Show Sussex Flea Market Sussex SummerFEST - Musica Asphalt Angels Car Show Agricultural Fair Atlantic Balloon Fiesta Asphalt Angels Car Show Mobile Eco-Depot Leonard's Gate O'Connell Park Leonard's Gate Burton Park Sports Centre Leonard's Gate Burton Park Burton Park Burton Park Leonard's Gate Burton Park Ward 2 Amphitheatre Burton Park PLP Showcentre I Ride PLP Burton Park Sports Centre/PLP Sports Centre/PLP Burton Park Perry Street 5.b.5 CANADA DAY 2023 There is nothing new to report on this item at this time. 5.c COMMUNITY ORGANIZATIONS 5.c_1 SUSSEX & DISTRICT CHAMBER OF COMMERCE - MAIN STREET GRANT 5.c.1.1 LED Message Boards - Quotation This item has been moved to the Administration Committee Meeting to be held on May 11, 2023. 5.c.2 SUSSEX MINOR HOCKEY - DAY OF CHAMPIONS REQUEST The community Services Director reviewed a request from Sussex Minor Hockey for sponsorship support of $2,500 per year for the hosting bid for the Southern NB Minor Hockey Association Day of Champion tournament for 2024 and 2025. Moved by: Mayor Thorne Seconded by: Councillor Bobbitt THAT Committee recommend to Council that Council approve the sponsorship request of $2,500 per year subject to a successful hosting bid by Sussex Minor Hockey in year 2024 and 2025. Motion Carried Community Services rvlinutes Meeting 1105-23 May 9, 2023 5.d FACILITIES OPERATIONS & MAINTENANCE 5.d.1 MAINTENANCE ACTIVITIES - APRIL 2023 The Community Services Director reviewed screenshots of the work order details for the department for the period April lst to April 30th, 2023. There were 200 work orders created, 195 were completed; 10 of the work orders were reactive and 190 were repeatable. There were 44 work orders passed, 6 flagged for follow up, 8 fails, 66 on time and 28 overdue. 5.d.2 SPORTS CENTRE 5.d.2.1 Refrigeration Relief Valve Replacement There is nothing new to report on this item at this time. 5.d.2.2 Brine Piping Repairs There is nothing new to report on this item at this time. 5.d.2.3 Tender #PD23-049- Changeroom Renovations The Community Services Director informed the Committee that this tender closed on May 41h at 3:00pm. Three bids for this work were received. Administration is working through the consultant to amend the proposed scope of work to better align with budget requirements. A recommendation is expected to be brought forward during this month's Committee cycle. 5.d.3 FACILITY SECURITY & ACCESS The Community Services Director informed the Committee that Administration is continuing to oversee 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. 5.d.4 PLP CANTEEN UPGRADE The Community Services Director reviewed a quotation of $9,920.00 plus HST for the design and construction administration of the proposed upgrades to the canteen building in Princess Louise Park. Moved by: Councillor Maguire Seconded by: Councillor Nelson THAT Committee recommend to Council that Council accept the quotation of $11,408.00, HST included, from Polyline Designs Inc. for upgrades to the canteen building in Princess Louise Park. Motion Carried Community Services Minutes Meeting #05-23 May 9, 2023 5.e LANDSCAPE & BEAUTIFICATION 5.e.1 STREET ART - MURAL MAINTENANCE PROGRAM There is nothing new to report on this item at this time. 5.e.2 URBAN FOREST MANAGEMENT - UMNB 4020 There is nothing new to report on this item at this time. 5.e.3 TOWN WIDE SPRING CLEAN-UP 2023 The Community Services Director informed the Committee that staff are continuing to work on spring clean-up of all planting and landscaped areas of both wards in preparation for the planting season. 5.f RECREATION PROGRAMS - NIL 6.g TOURISM 6.g.1 DESTINATION MARKET READINESS (DMR) The Community Services Director informed the Committee that Administration participated in the 6 month check -in prescribed as part of the Destination Market Readiness Program plan. We are continuing to work to advance the non -motorized trail development and street art items. 6.g.2 UPPER BAY OF FUNDY DESTINATION DEVELOPMENT INITIATIVE There is nothing new to report on this item at this time. 6.g.3 RSC TOURISM PROMOTION / LOCAL PROMOTION / EXPLORE SUSSEX NB The Community Services Director informed the Committee that Administration participated in the Economic Development and Tourism Stakeholder Consultations held on May 3rd. The outcome of these sessions will be shared once they become available. 6. BUSINESS ARISING OUT OF MINUTES - NIL 7. NEW BUSINESS 7.a VETERANS BANNER RECOGNITION This item was presented to Committee under 4.Presentations/Delegations. 7.b ROTARY CAPITAL PROJECT PROPOSAL Community Services Director Thorne reviewed with Committee the generous offer received from the Rotary Club of Sussex and their willingness to participate in a project to further develop the canteen structure serving the ballfields. Community Services Minutes Meating 1405-23 May 9, 2023 The Rotary Club indicated their willingness to fund this project in the amount of $50,000 paid in two installments, $20,000 on June 23rd and the balance of $30,000 in December 2023. Mayor Thorne suggested the timing of the contribution may need to be reconsidered given the process necessary to vet a 2024 Capital Project and to facilitate a project scope agreeable to all parties. Given their timeline the Rotary Club may choose to hold funds to gain interest prior to the project kick off. Town Administration will contact the Rotary Club and discuss funding timing. 7.c TRAILS GROOMING Councillor Brenan requested that Town Administration review the Trails Grooming with our current service provider as he has heard they may be considering ending this service. Committee requested Town Administration follow-up and present a proposal for continuing this service using our forces. 8. PERSONNEL - NIL 9. ACCOUNTS Moved by: Councillor Milner Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council approve for payment the Community Services accounts for the month of April 2023, totaling $72,418.92 Motion Carried 10. SCHEDULE FOR NEXT MEETING The next regular meeting is scheduled for June 13, 2023 at 6:00pm. 11. ADJOURNMENT Moved by: Councillor Babbitt Seconded by: Councillor Milner THAT this regular meeting of the Community Services Committee be adjourned Motion Carried Community Services Minutes Meeting #05-23 May 9, 2023 12. CLOSED SESSION — NIL 1 COUNCILLOR MacLEOD, CHAIRPERSON S.M. HATCHER, P. ENG., CAO