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Home My Public Portal About2023-06-13 Community Services Meeting MinutesCommunity Services Minutes Meeting #06-23 June 13, 2023 Sussex Minutes of Meeting of Community Services Committee #06-23 June 13, 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 APPROVAL OF AGENDA Moved by: Councillor Nelson Seconded by: Councillor Bobbitt 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: Mayor Thorne Seconded by: Councillor Nelson THAT the Committee approve the Minutes of Meeting #05-23 as circulated. Motion Carried Community Services Minutes Meeting #06-23 June 13, 2023 2 4. PRESENTATIONS / DELEGATIONS 4.a MULTICULTURAL ASSOCIATION OF SUSSEX - EXECUTIVE DIRECTOR BRIDGET RYAN Chairperson MacLeod welcomed Bridget Ryan, Executive Director of the Multicultural Association of Sussex. Ms. Ryan thanked Deputy Mayor Wilson for the time given to MAS as the Council representative and also thanked the town of Sussex for their continued support. Ms. Ryan informed the Committee that the Multicultural Association began in 2018 and currently has 450 active members with 58 new members just in the last few months and their clients represent 42 countries worldwide. The association is mandated to have 10 partnerships within the service area and receives funding through Rural Settlement Networking. Ms. Ryan described some of the classes offered such as cooking, there are also 20 language classes offered per week. The Multicultural Association currently has seven full-time staff as well as 3 contracted employees and is busy with upcoming events such as Diversifest 2023 which is planned for June 29th and is their largest event for 2023. The MAS is currently seeking volunteers to help with this event. The vision of the Multicultural Association is to make the organization sustainable and is looking for a larger facility. The MAS has lost funding for their settlement agent and plans to reach out to all stakeholders to identify the need and funding. The Committee held a brief question and answer period. Chairperson MacLeod thanked Executive Director Ryan for her presentation. 5. COMMUNITY SERVICES DIRECTOR'S REPORT 5.a ADMINISTRATION 5.a.1 DEPARTMENTAL OVERTIME DETAILS - MAY 2023 The Community Services Director reviewed the overtime details for the period of January 1st to May 31st, 2023, showing the Sports Centre under budget by 67.5 hours and Parks & Playgrounds over budget by 49 hours. 5.a.2 SUMMER STUDENTS - 2023 There is nothing new to report on this item at this time. Community Services Minutes Meeting #06-23 June 13, 2023 3 5.a.3 INTERNSHIP OPPORTUNITY The Community Services Director reviewed a memo concerning an international internship opportunity that has presented itself. Moved by: Councillor Milner Seconded by: Councillor Bobbitt THAT the Committee recommend to Council that Council authorize the Administration to sign the contract with Amsterdam University of Applied Sciences, for an internship for Robbie McTavish. Motion Carried 5.a.4 POLICY CS -18 REVIEW The Community Services Director reviewed an updated copy of Policy CS -18: Sponsorship Signage. Moved by: Councillor Brenan Seconded by: Councillor Bobbitt THAT the Committee recommend to Council that Council approve the revised Policy CS -18 as presented. Motion Carried 5.a.5 OFFICE FURNITURE - PURCHASE RECOMMENDATION The Community Services Director reviewed two quotations for office furniture from Office Interiors. Moved by: Mayor Thorne Seconded by: Councillor Brenan THAT the Committee recommend to Council that Council approve the purchase of office furniture from Office Interiors totaling $9,967.11, plus HST, for the Community Services Officer and Facilities Manager offices. 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 Thursday, June 8th and highlighted the Rotary Club undertaking off -site parking. There are no motions for consideration. Community Services Minutes Meeting #06-23 June 13, 2023 5.b.2 8TH HUSSARS - 175TH ANNIVERSARY, MAY 21ST, 2023 5.b.2.1 EVENT PHOTOS The Community Services Director reviewed photos of the May 21st event shared by the regiment. 5.b.2.2 RDC - COMMUNITY INVESTMENT FUND APPLICATION There is nothing new to report on this item at this time. 5.b.3 2023 TOWN EVENTS The Community Services Director reviewed a summary of current events which the department is hosting: 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 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 5.b.4 2023 PARTNER EVENTS 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 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 June 15 June 15 June 22 June 24 June 26-30 June 29 Sussex Farmer' s Market (Fridays) Asphalt Angels Car Show SES Track & Field Meet SRHS Graduation Diversifest Treasure Seekers Asphalt Angels Car Show Leonard's Gate Burton Park SES Sports Centre Leonard's Gate Sunnyside Park Burton Park Community Services Minutes Meeting #06-23 June 13, 2023 5 July 7-9 July 8 July 13 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 Fundy Agility & Sports Team Memorial Car Meet Asphalt Angels Car Show Volunteer Expo Collector Car Event Asphalt Angels Car Show Rocking the Corner Asphalt Angels Car Show Sussex Flea Market Sussex SummerFEST — Music Asphalt Angels Car Show Agricultural Fair Atlantic Balloon Fiesta Asphalt Angels Car Show Mobile Eco-Depot PLP Burton Park Burton Park Leonard's Gate Leonard's Gate Burton Park Ward 2 Ampitheatre Burton Park PLP PLP Showcentre 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 MINOR HOCKEY - ADVERTISING AGREEMENT This item has been moved to Administration Committee meeting. 5.c.2 SUSSEX SKATING CLUB -ADVERTISING AGREEMENT This item has been moved to the Administration Committee meeting. 5.c.3 SUSSEX SKATING CLUB - PARKING REQUEST The Community Services Director reviewed a request from the Sussex Skating Club to permit the association to park cars in O'Connell Park during the 2023 Flea Market and Balloon Fiesta events. Moved by: Mayor Thorne Seconded by: Councillor Brenan THAT the Committee recommend to Council that Council authorize the parking of cars in O'Connell Park by the Sussex Skating Club during the 2023 Flea Market and Balloon Fiesta events. Motion Carried Community Services Minutes Meeting #06-23 June 13, 2023 5.d FACILITIES OPERATIONS & MAINTENANCE 5.d.1 MAINTENANCE ACTIVITIES - MAY 2023 The Community Services Director reviewed screenshots of the work order details for the department for the period May 1st to May 31st, 2023. There were 157 work orders created, 163 were completed; 55 of the work orders were reactive and 102 were repeatable. 5.d.2 SPORTS CENTRE 5.d.2.1 Refrigeration Relief Valve Replacement This work has been completed. 5.d.2.2 Brine Pump Repairs This work has been completed. 5.d.2.3 Tender PD23-049 - Change -room Renovations The Community Services Director informed the Committee that the project to renovate dressing rooms #4 and #6 has begun and is expected to be completed before the end of August. 5.d.3 FACILITIES 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 - CAPITAL UPGRADE The Community Services Director informed the Committee that Polyline Designs Inc. have begun the process of design and costing for this project. More information will be filed when it is available. 5.d.5 SERVICE CLUB SIGNS The Community Services Director reviewed a memo concerning service club signage. The Committee consensus is to develop an acceptable inclusion and come back to Committee with a recommendation. 5.d.6 TRAIL VANDALISM - GRAFFITI The Community Services Director reviewed photos showing graffiti vandalism that has occurred recently on the nature walkway. Administration has opened a file with the RCMP and are taking step to repair the damages and to deter a reoccurrence. Community Services Minutes Meeting #06-23 June 13, 2023 7 Committee held a brief discussion on horse use of the trails and Perry Street and request the Princess Louise Park Show Centre to take steps to make regular patrols and to scoop their poop. 5.e LANDSCAPE & BEAUTIFICATION 5.e.1 STREET ART - MURAL MAINTENANCE PROGRAM The Community Services Director updated the Committee on a new contract to review and engage an artist to revise a 2023 maintenance program. 5.e.2 URBAN FOREST MANAGEMENT - UNB 4020 The Community Services Director reviewed a copy of the Phase Two report of the UNB 4020 class. Administration will be using this to inform recommendations for 2024. 5.e.3 FLORAL DISPLAYS The Community Services Director informed the Committee that baskets, cubes, and beds are scheduled to be planted during the week of June 13th. 5.f RECREATION PROGRAMS - NIL 5.g TOURISM 5.g.1 DESTINATION MARKET READINESS (DMR) The Community Services Director informed the Committee that Administration is continuing to work to advance the non -motorized trail development and street art items. 5.g.2 UPPER BAY OF FUNDY DESTINATION DEVELOPMENT INITIATIVE There is nothing new to report on this item at this time. 5.g.3 RSC TOURISM PROMOTION / LOCAL PROMOTION / EXPLORE SUSSEX NB The Community Services Director reviewed a document shared with the RSC Board to introduce the framework for the development of the mandated RDMO. 6. BUSINESS ARISING OUT OF MINUTES — NIL Community Services Minutes Meeting #06-23 June 13, 2023 7 NEW BUSINESS 7.a MULTICULTURAL ASSOCIATION OF SUSSEX Correspondence received and filed by Committee. 7.b BASIC DESIGN ARCHITECTS - STREETS SCAPE PROPOSAL CAO Hatcher, Councillor MacLeod, and Community Services Director Thorne reviewed with Committee the meeting held with Jim Sackville related to his Basic Design Architects proposal related to street scapes. The Committee requested that town Administration finalize the details of the proposal with Mr. Sackville and report back to Committee. 7.c MUSCULAR DYSTROPHY CANADA - ATLANTIC The correspondence received from Muscular Dystrophy Canada Atlantic was filed for information by the Committee. 7.d MAS SPONSORSHIP REQUEST - DIVERSIFEST 2023 Correspondence received and filed by Committee. 7.e LETTER - SUSSEX SKATING CLUB, JUNE 09, 2023 Community Services Director Thorne reviewed with Committee the letter received from the Sussex Skating Club dated June 09, 2023. The club is currently $30,000 in arrears for the ice time rentals and plans to raise the money prior to the start of the 2023-2024 ice season. Correspondence received and filed by Committee. 7.f TURNBULL (NB) CHAPTER - CANADIAN AVIATION HISTORICAL SOCIETY 7.f.1 Letter Turnbull (NB) Chapter - Canadian Aviation Historical Society Town Administration reviewed with Committee the correspondence and banner project proposal received from Turnbull (NB) Chapter of the Canadian Aviation Historical Society. The chapter is developing a banner project that will see aviator banners placed similar to the Salute to Veterans banners. Their goal is to have the banners in place for 6 months at a time. Town Administration advised of the current banner display in Sussex and the $6,000 cost of rotation. It is also believed the town is out of poles for additional displays. Committee held a brief discussion and the Committee received and filed the correspondence. 8. PERSONNEL — NIL Community Services Minutes Meeting #06-23 June 13, 2023 9 9. ACCOU TS oved by: Councillor Bobbitt Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council approve for payment the Community Services Committee accounts for the month of May 2023, totaling $98,257.99. oion Carried 10. SCHEDULE FOR EXT EETI G The next regular meeting is scheduled for July 11, 2023 at 6:OOpm. 11. ADJOURN ENT oved by: Councillor Milner Seconded by: Councillor Brenan THAT this regular meeting of the Community Services Committee be adjourned otion Carried 12. CLOSED SESSION — NIL COUNCILLOR MacLEOD, CHAIRPERSON S.M. HATCHER, P. ENG., CAO