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HomeMy Public PortalAbout2023-06-15 Administration Committee Meeting Mintues1 Sussex Minutes of Meeting of Administration Committee 05-23 June 15, 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 APPROVAL OF AGENDA as amended with the addition of item 6.k.2 - Designated Highways Contract Moved by: Councillor MacLeod Seconded by: Councillor Milner THAT the Committee approve the agenda as amended with the addition of 6.k.2, and IOM from CAO Hatcher regarding The 2023 Designated Highways Contract. 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 #05-23 Moved by: Councillor Nelson Seconded by: Councillor MacLeod THAT the Committee approve the minutes of meeting 05-23 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 5.a.1 PNB BUDGET PORTAL UPDATE CAO Hatcher reviews with Committee the new PNB Budget portal update for use in the 2024 budget submission. Treasurer Moffett spoke on her involvement in the new portal. Correspondence was received and filed by the Committee. 5.a.2 PNB BUDGET PORTAL GRAPHIC 5.a.3 IOM PNB FINANCE SUMMIT SEPTEMBER 21, 2023 CAO Hatcher reviews with Committee that the PNB finance summit is to be held on September 21, 2023. CAO Hatcher believes treasurer Moffett and a member of Council with a financial background to attend. Seconded by: Councillor Milner THAT the Committee recommend to Council that Council approve that the Treasurer and one elected official attend the Finance Summit to be held September 21, 2023. 6. NEW BUSINESS 6.a 2023 CCBF (GAS TAX) FUNDING ALLOCATION CAO Hatcher reviews with Committee the letter received from PNB outlining the Town's 2023 funding allotment of $431,728 paid in two equal installments. 6.b UMNB 6.b.1 UMNB PRESS RELEASE - BILL 45 CAO Hatcher provides information the Town received from UMNB related to the provincial legislative introducing Bill 45, an amendment to the Local Governance Act prescribing authority to overturn By -Laws enacted by a Municipal Council through the public process. Mayor Thorne spoke on the Legislation and believes our Municipality should support UMNB and the other associations by way of drafting a letter under the Mayor's signature addressed to MinisterAllain. A lengthy discussion took place by the Committee with support of the Mayor's position. Moved by: Councillor Maguire Seconded by: Deputy Mayor Wilson THAT the Committee recommend to Council that Council forward a letter to the Minister expressing their concerns with Bill 45. Motion Carried 3 6.b.2 ASSOCIATION JOINT LETTER TO MINISTERALLAIN Received and filed by the Committee. 6.b.3 TEMPLATE LETTER TO MINISTER ALLAIN Received and filed by the Committee. 6.b.4 UMNB TALKING POINTS BILL 45 Received and filed by the Committee. 6.b.5 COUNCILLOR MILNER - UMNB ZONE MEETING REPORT Councillor Milner updated Committee on the recent UMNB zone meeting and the resolution guidelines distributed for members of our zone in lead up to the October 25, 2023 UMNB annual conference. 6.b.6 HOUSING HUB - BRAINSTORMING SESSION CAO Hatcher advises Committee on the recent and upcoming meeting related to the Housing Hub N.B. and the Housing Acceleration Fund. Sussex has a meeting scheduled next week with ACOA to discuss further. Correspondence received and filed. 6.c KINGS COUNTY HISTORICAL SOCIETY - MUSEUM Chairman Brenan welcomes Ms. Melanie Wade of the King's County Historical Society. Ms. Wade introduces herself and reintroduces her ask to Sussex Council to reconsider the societies request for sponsorship. A brief discussion takes place with Committee Members. Committee requests this item be placed on the Committee of the Whole agenda for the Monday June 19, 2023 meeting. Chairman Brenan thanks Ms. Wade for the presentation. 6.d IOM TREASURER MOFFETT - FIREFIGHTER INSURANCE POLICY Treasurer Moffett reviews with Committee the firefighter's insurance policy and the Town contribution to the policy with Andrew MacDonald Insurance and to provide a grant to the Sussex Firefighters Association. Moved by: Councillor MacLeod Seconded by: Councillor Milner THAT Committee recommend to Council that Council approve a grant of $2,651.00 to the Sussex Firefighters Association to be used towards the payment of the annual premium of the Volunteer Firefighters Accident and Sickness Insurance Policy with Andrew Macdonald Insurance. Motion Carried 4 6.e THANK -YOU LETTER - BUCKINGHAM PLACE DATED MAY 24, 2023 Committee holds a brief discussion on the Thank you letter received from Buckingham Palace dated May 24, 2023. The private secretary to The Princess Royal wrote Mayor Thorne, thanking him for hosting Princess Anne during her visit to Sussex the week prior. Correspondence received and filed by the Committee. 6.f TRANSIENT TRADERS LICENSE - WOULD YOU LIKE A CHEESE BURGER Mr. John Hitchcliff outlines his transient trader application for "Would you like a cheeseburger". Topics covered in the discussion included: • Permanently left on site • Self-contained for water sanitary • Take out only • No washrooms on site • Indicates he has Report of Health approval, then indicates Health Approval pending town Administration approval • Highlights he wishes to get Sussex's approval prior to finalizing with the Department of Health Lengthy discussion with Committee Members. They discuss "Craveable" limited menu items, and leading metrics on employment opportunities. Town Administration will be in touch with Mr. Hitchcliff Friday June 16, 2023. Chairman Brenan thanks Mr. Hitchcliff for his presentation. Moved by: Mayor Thorne Seconded by: Councillor Bobbitt THAT the Administration write a draft a letter of agreement. Motion Carried 6.g 2022 DRAFT ANNUAL REPORTS CAO Hatcher and Town Clerk Olesen review the draft annual report for 2022 for the former Town of Sussex and Former Village of Sussex Corner. Town Clerk Olesen advises that the report submissions are a requirement of Provincial Legislation. 6.g.1 DRAFT 2022 ANNUAL REPORT - TOWN OF SUSSEX Moved by: Councillor Nelson Seconded by: Mayor Thorne THAT Committee recommend to Council that Council approve the 2022 Town of Sussex Annual Report as presented and request the Town Clerk submit the report to the Province of New Brunswick. Motion Carried 5 6.g.2 DRAFT 2022 ANNUAL REPORT - VILLAGE OF SUSSEX CORNER Moved by: Councillor Bobbitt Seconded by: Councillor Milner THAT Committee recommend to Council that Council approve the 2022 Village of Sussex Corner Annual Report as presented and request the Town Clerk submit the report to the Province of New Brunswick. Motion Carried 6.h IOM PNB - TAX RATE DIFFERENTIAL REGULATION Correspondence received from PNB related to Tax Rate Differential Regulation. Correspondence received and filed by Committee. 6.i SMH and SSC AMMENDED AGREEMENTS 15-06-2023 CAO Hatcher reviews with Committee the amended advertising agreements between Sussex and Sussex Minor Hockey, and a separate agreement with the Sussex Skating Club. The prohibition of betting/gambling has been added/amended at the Committee's request. Moved by: Councillor MacLeod Seconded by: Councillor Bobbitt THAT Committee recommend to Council that Council authorize the Mayor and Town Clerk to execute the agreement with Sussex Minor Hockey on behalf of Sussex. Motion Carried Moved by: Councillor MacLeod Seconded by: Councillor Nelson THAT Committee recommend to Council that Council authorize the Mayor and Town Clerk to execute the agreement with The Sussex Skating Club on behalf of Sussex. Motion Carried 6.j COURAGEOUS K9 2023 A brief discussion takes place regarding the advertisement request received from Courage K9 and the good work undertaken by first responders and military service members. Moved by: Mayor Thorne Seconded by: Councillor Milner 6 THAT Committee recommend to Council that Council authorize the purchase of a 1/8 page advertisement in the amount of $395.00. Motion Carried 6.j.1 COURAGEOUS K9 -ADVERTISEMENT REQUEST 2023 6.j.2 NEWSLETTER - COURAGEOUS K9 - VOL 3 ISSUE 3 6.k 2023 DESIGNATED HIGHWAYS TENDER RECOMENDATION 6.k.1 ENGINEERING RECOMMENDATION OF AWARD CAO Hatcher reviews with Committee Tender Number 22-4095D, NBDT&I Number 22-D257 for the 2023 Designated Highway work on Leonard Drive and the consultants recommendation on award. A publicly advertised tender was completed by Sussex to undertake improvements on Leonard Drive under the assistance of NBDT&I. The Town has received five (5) tender submissions, one with a mathematical correction, for the above -mentioned contract at a public tender opening conducted on Wednesday, June 14, 2023 at 11:00am, local time. The following is a summary of the results: Galbraith Construction Ltd - $1,485,841.00 L. Sanford and Sons Ltd. - $1,521,627.44 Brown's Paving Ltd. - $1,572,536.00 Debly Enterprise Limited - $1,572,865.00 Dexter Construction Limited - $1,789,510.00 Engineer's Estimate - $1,501,350.00 The Town and NBDT&I Have allocated $1, 127,000.00 inclusive of HST to undertake the work as outlined in the tendered items and this approval is inclusive of engineering fees as well as HST. This contract carries $40,000.00 in contingent amounts. The Town is co -funding this project in the amount of 15% in the former Town and 5% in the former Village of the approved amount amended by the department in early 2023 to adjust for anticipated inflationary costs anticipate in 2023. Engineering on this project is expected to be $177,095.00. This Tender also includes watermain work to undertake the necessary upgrade to that section of watermain along Leonard Drive. In Ward 2 to interconnect the watermain on Cougle Road and the existing watermain on Leonard Drive at the former Town boundary. This will replace a 1 -inch poly line servicing multiple dwellings and business connected. This line has never been flushed and is highly susceptible to quality issues related to the Canadian Drinking Water Standards. The costs of this watermain upgrade in Ward 2 are $305,21 1.00 inclusive of HST. The Designated Highways portion of this project is $1,180,630.00 inclusive of HST and engineering is over budget by $209,056. It is recommended to maintain 7 strict control over the unit pricing contract through limiting the provision sums and to adjust lineal meters of the scope of work. 1. Reduction of the Extra Work / Provisional sum included in the contract from $40,000 to $15,000 ($25,000 reduction). To maintain strict controls on the extra work under the contract. 2. Reduction of the contracted scope of work under the designated highways portion by $176,650.00 inclusive of HST by adjusting the lineal meterage of the work completed in 2023. This will also save the costs of engineering overhead. Moved by: Councillor Nelson Seconded by: Councillor Milner THAT committee recommend to Council that Council award of Tender Number 22-4095D, NBDT&I Number 22-D257 to the low bidder, Galbraith Construction Ltd. for the tender pricing with the adjustment in the scope of work from the tender approval and award the Tender in the amount of $1,485,841.00 inclusive of HST conditional on a reduction in the approval of contingency amount of this contract by $25,000 inclusive of HST, and the deletion of lineal meterage from the scope of work in an amount of $176,630.00 inclusive of HST, in the designated highway portion of work. Motion Carried 6.1 WARD 2 - MAINTENANCE REQUESTS CAO Hatcher reviews the letter of request from Councillor MacLeod on maintenance issues on a vacant lot in Ward 2. Mayor Thorne spoke on the letter received from Maurice Fleming related to a grub infiltration on a future road right of way between 36 and 38 Meredith. Brief Discussion and Committee advertised this is currently being assessed by the Works Department Councillor MacLeod spoke on the 3 lots owned by the Province of New Brunswick and the lack of mowing maintenance causing aesthetic issues, varmint, and a fire hazard. Brief discussion and Committee requested Town Administration contact PNB related to the maintenance and to discuss acquisition of the property. Correspondence received and filed by the Committee. 6.1.1 LETTER MAURICE FLEMING - VACANT FUTURE ROAD, BETWEEN 36 - 38 MEREDITH DRIVE 6.1.2 LAWN MAINTENANCE, VACANT PRIVATE LOTS 6.m MUNICIPAL CAPITAL BORROWING BOARD - LOAN DETAILS 2023 8 7 PERSONNEL 7.a PROBATIONARY PERIOD ENDS - ADMINISTRATIVE ASSISTANT, CLERK'S OFFICE Moved by: Councillor MacLeod Seconded by: Councillor Nelson THAT Committee recommend to Council that Council approve Ms. Carrie Corbett to the position of Town Administrative Assistant to the Clerk's Office effective July 2, 2023. Motion Carried 7.b PROBATIONARY PERIOD ENDS - FACILITIES MANAGER Moved by: Councillor MacLeod Seconded by: Councillor Milner THAT Committee recommend to Council that Council approve Ms. Sandra Corkum as the Facility Manager effective June 27, 2023. Motion Carried 7.c KINGS REGIONAL SERVICE COMMISSION - ACTING CEO CAO Hatcher reviews with Committee the correspondence received from the Chair of King's Regional Service Commission on the appointment of Ms. Andrea Davis-Hourihan as Chief Executive Officer of Kings Regional Service Commission effective June 12, 2023. Correspondence received and filed by the Committee. 8. ACCOUNTS Moved by: Councillor Nelson Seconded by: Councillor Bobbitt THAT the Committee recommend to Council that Council approve the Community Services Accounts for the month of May 2023 in the amount of $98,25T99. Motion Carried Moved by: Councillor MacLeod Seconded by: Deputy Mayor Wilson THAT the Committee recommend to Council that Council approve the Works Committee accounts for the month of May, 2023 in the amount of $377,777.28. Motion Carried 9 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 May, 2023 in the amount of $33,786.10. Motion Carried Moved by: Councillor Bobbitt Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council approve for payment the Administration accounts for the month of May, 2023 totaling $90,678.64. Motion Carried 9. SCHEDULE FOR NEXT MEETING - JULY 13, 2023 10. ADJOURNMENT Moved by: Councillor MacLeod Seconded by: Councillor Milner THAT this regular monthly meeting of the Administration Committee be adjourned. Motion Carried COUNCILLOR BRENAN, CHAIRPERSON S.M. HATCHER, P. ENG., CAO