The URL can be used to link to this page

Home My Public Portal About2023-05-11 Administration Minutesussex Minutes of Meeting of Administration Committee 05-23 May 11, 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 circulated. 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 #04-23 Moved by: Councillor Milner Seconded by: Councillor Bobbitt THAT the Committee approve the minutes of meeting 04-23 as circulated. Motion Carried 4. DELEGATIONS There were no delegations present at the meeting. 2 5. BUSINESS ARISING OUT OF MINUTES 5.a LOCAL GOVERNANCE REFORM CAO Hatcher reviews with the Committee the recent correspondence related to the Local Governance Reform since the last Committee meeting. 5.a.1 Letter PNB - Finance Summit Fall 2023 Letter reviewed from Deputy Minister Ryan Donaghy of Local Governance related to the upcoming Finance Summit planned for September 2023. 5.a.2 IOM PNB - Upcoming Governance Commission Act CAO Hatcher advises that Bill 45 has been introduced in the legislature to establish the framework of a Governance Commission through an Act of the Legislature. 5.a.3 Bill 45 - Introduction of the Governance Commission Act The Committee advised of the link to review Bill 45 on the Province of New Brunswick website. 6. NEW BUSINESS 6.a KINGS RSC - LETTER REGIONAL INFRASTRUCTURE CAO Hatcher reviews with the Committee the letter received from the Kings Regional Service Commission requesting information in accordance with Section 3.4 of the Regional Service Delivery Act to request the following: - A List of existing sport, recreational and cultural infrastructure in our community. - A future list of sport, recreational, and cultural infrastructure. The Town's views with respect to having some or all of the community . infrastructure designated regional in nature subject to subsection 3.4 of the Regional Service Delivery Act. Lengthy discussion on the Town owned infrastructure that should be submitted for consideration: - 8th Hussars Sports Centre. - Sussex Regional Library. - Compost facility and the merits of having the KRSC operate the facility regionally. Committee request Town Administration forward to the Kings Regional Service Commission information related to Town owned facilities for regional consideration. 3 6.b FUNDY CIVIC CENTRE - PROPOSED BY-LAW SECTION The Committee reviewed the proposed Fundy Civic Center proposed By- law Section 2.01 related to Composition of the Board. Lengthy discussion on representation and if this proposed amendment is part of a larger By-law. Moved by: Mayor Thorne Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council approve the proposed amendment of Section 2.01 of By-law 2.03 with the edit of the "Town of Sussex" in article 2.01a) to just "Sussex". Motion Carried 6.c IOM CHIEF REICKER - CAPITAL ASSET DISPOSAL. CAO Hatcher requests the Committee approve the request to dispose of the Town's capital asset specifically the old washing machine at the Sussex Fire Station. Moved by: Councillor Bobbitt Seconded by: Councillor Milner THAT the Committee recommend to Council that Council authorize the disposal of the Maytag Commercial Washing Machine Model # MFR60PNCTS from the Fire Department capital assets. Motion Carried 6.d TRANSIENT TRADERS APPLICATION - BE REFRESHED SMOOTHIE TRUCK 6.d.1 DRAFT Approval Letter - Be Refreshed Smoothie CAO Hatcher reviews with the Committee the transient Traders Application received from the food truck - Be Refreshed Smoothie Truck for the 2023 season. Brief discussion. Moved by: Mayor Thorne Seconded by: Deputy Mayor Wilson THAT the Committee recommend to Council that Council approve the Transient Trader Application for Be Refreshed Smoothie Truck dated May 04, 2023, pursuant to the terms outlined in the Letter of Approval dated May 16, 2023. Motion Carried 4 6.e IOM TREASURER MOFFETT - BAYVIEW CREDIT UNION SIGNING AUTHORITY Treasurer Moffett reviews with the Committee the necessary authority for Council to begin the process of consolidation of the Town's bank accounts. Moved by: Councillor Milner Seconded by: Councillor Maguire THAT Council approve that as of May 15, 2023, the Mayor and Town Treasurer, or in the absence or inability of the Town Treasurer, the Director of Finance of Sussex be and is hereby authorized for and on behalf of the Corporation to negotiate with, deposit with or transfer to the Brunswick Credit Union Limited all or any cheques or other items on behalf of the Corporation. That all cheques of the Corporation be drawn in the name of the Corporation and signed on its behalf by Marc Thorne, Mayor and Heather Moffett, Town Treasurer, or in the absence or inability of the Town Treasurer, the Director of Finance, Roberta Obermeier. That Heather Moffett, Town Treasurer, or in the absence of or inability of the Town Treasurer, the Director of Finance, Roberta Obermeier, is hereby authorized for and on behalf of the Corporation from time to time to receive from its said bank, the statement of account of the Corporation together with all relative vouchers and unpaid bills lodged for collection by the Corporation and all items returned unpaid or charged to the account of the Corporation, and are hereby authorized for and on behalf of the Corporation, to obtain from the said bank all or any other stock, bonds or any other securities held by said bank in safekeeping or otherwise for account of the Corporation and give valid and binding receipts thereof and that this resolution be communicated to the said bank and remain in force until written notice to the contrary shall have been given to the Manager for the time being of the branch of the said bank at which time the account of the Corporation is kept. Motion Carried 6.f DRAFT WD -1 POLICY - WORKS DEPARTMENT STANDARD CHARGES CAO Hatcher and Treasurer Moffett review with the Committee the proposed drafts of Policy WD -1, Works Department Standard Charges. Brief discussion on the necessity to include a section that Council authorize any and all work, if any, outside the municipal boundaries of the town. Moved by: Deputy Mayor Wilson Seconded by: Councillor MacLeod 5 THAT the Committee recommend to Council that Council adopt the revised Sussex Policy WD -1 Works Department Standard Charges. Motion Carried 6.g DRAFT WORKPLACE UTILITY DEDUCTION POLICY CAO Hatcher and Treasurer Moffett review with the Committee the proposed new Policy related to payroll deduction of utility user fees of persons on the Town payroll. CAO Hatcher advises the Town has 19 staff out of 32 currently using payroll deductions to pay the utility fees for their residential properties with 19 separate arrangements. The Policy would standardize the Policy for all that choose to use it. Moved by: Councillor Bobbitt Seconded by: Councillor Milner THAT the Committee recommend to Council that Council adopt the revised Sussex Policy P-14 Workplace Utility Deduction Policy. Motion Carried 6.h COMMITTEE MINUTES APPROVALS CAO Hatcher request the Committee approve minutes not included in the May 8th, 2023, Protective Services Committee and Works Committee meetings. 6.h.1 Protective Services Committee Minutes 04-23 Moved by: Councillor Nelson Seconded by: Deputy Mayor Wilson THAT the Committee approve the minutes of the Protective Services Committee Meeting 04-23 as circulated Motion Carried 6.h.2 Works Committee Meeting Minutes 04-23 Moved by: Councillor Milner Seconded by: Councillor MacLeod THAT the Committee approve the minutes of the Works Committee Meeting 04-23 as circulated Motion Carried 6.i WORKPLACE MOBILE DEVICE POLICY CAO Hatcher reviews with the Committee the proposed Workplace Mobile Device Policy. Brief discussion on the draft policy and the purpose of the policy. 6 Moved by: Councillor Bobbitt Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council adopt the revised Sussex Policy P-15 Workplace Mobile Device Policy Motion Carried 6j IOM TREASURER MOFFETT - SNOW PLOWING AGREEMENT WARD 2 Treasurer Moffett and CAO Hatcher reviews with the Committee the proposed extension of the Ward 2 snow plowing contract through April 2024 to the current service provider at the current rate charged in 2023. Moved by: Councillor MacLeod Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council extend the contract with John Dysart Ltd for the November 2023 to April 2024 winter season for Ward 2 as follows: - A sum of $6,420.00 for the months of November 2023 and April 2024 and; - A sum of $21,336.88 per month for the period of December 1, 2023, to March 30th, 2024. Motion Carried 6.k IOM COMMUNITY SERVICES DIRECTOR - COMMUNITY INVESTMENT FUND CAO Hatcher reviews with the Committee the community investment fund approval for the costs associated with the plaque commemorating the Princess Anne visit on May 21, 2023. Moved by: Councillor Milner Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council authorize the Mayor and Town Clerk to sign the letter of offer of financial support of $5,000 from the Community Investment Fund in support of the commemorative plaque to mark the visit of HRH, Princess Anne on behalf of the Town. Motion Carried 6.1 IOM COMMUNITY SERVICES DIRECTOR - SUSSEX TOURISM FESTIVAL INC. CAO Hatcher reviews with the Committee the request received from the Sussex Tourism Festival Inc. to authorize the Town to sell RCMP Musical Ride tickets for the upcoming shows in Sussex. 7 Moved by: Councillor MacLeod Seconded by: Councillor Bobbitt THAT Committee support the use of the new Community Services Department offices at 1067 Main Street as the in -person ticket sales location for Sussex Tourism Festival. Motion Carried 6.m IOM COMMUNITY SERVICES DIRECTOR - LED SIGNAGE UPGRADES CAO Hatcher reviews with the Committee the LED sign upgrade request referral from the recent Community Services Committee. Town Administration has confirmed there was a motion made by Sussex Council at their February 2023 meeting that needs to be rescinded to further consider the amended price and location of the new sign at the entrance to the 8th Hussars Sports Centre. Moved by: Councillor Milner Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council rescind the following motion of Council of February 21, 2023: THAT Council accept the quotation of $41,675.43, HST included, from Hansen Signs for the supply and install of LED sign panels, locations to be determined at a later date. Motion Carried Moved by: Councillor MacLeod Seconded by: Deputy Mayor Wilson THAT the Committee recommend to Council that Council accept the revised quotation of $45,478.83 from Hansen Signs to expand the existing . sign panels at the entrance to the 8th Hussars Sports Centre and to proceed with the installation at the Comfort Station. Motion Carried 7. PERSONNEL 7.a PAC MEMBER APPLICATION - VOLUNTEER CAO Hatcher reviews with the Committee a volunteer application received from Mr. Eric Falkjar interested in serving on the Town's Planning Advisory Committee. Brief discussion. 8 Moved by: Mayor Thorne Seconded by: Councillor Bobbitt THAT the Committee recommend to Council that Council appoint Eric Falkjar to the Planning Advisory Committee for a term pursuant to the PAC By-law/constitution. Motion Carried 8. ACCOUNTS Moved by: Councillor Milner Seconded by: Deputy Mayor Wilson THAT the Committee recommend to Council that Council approve the Community Services Accounts for the month of April 2023 in the amount of $72,418.92 Motion Carried Moved by: Councillor Nelson Seconded by: Councillor Bobbitt THAT the Committee recommend to Council that Council approve the Works Committee accounts for the month of April 2023 in the amount of $380,128.20. Motion Carried Moved by: Councillor Milner Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council approve the Protective Services accounts for the month of April 2023 in the amount of $407,143.54. Motion Carried Moved by: Deputy Mayor Wilson Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council approve for payment the Administration accounts for the month of April 2023 totaling $55,666.45. Motion Carried 9. SCHEDULE FOR NEXT MEETING - JUNE 15, 2023 The next regular meeting is scheduled for June 15th, 2023 9 10. ADJOURNMENT Moved by: Councillor Milner Seconded by: Councillor MacLeod THAT this regular monthly meeting of the Administration Committee be adjourned. Motion Carried COUNCILLOR BRENAN, CHAIRPERSON S.M. HATCHER, P. ENG., CAO