The URL can be used to link to this page

Home My Public Portal About2023-07-11 Community Services Meeting MinutesCommunity Services Minutes Meeting #07-23 July 11, 2023 1 Sussex Minutes of Meeting of Community Services Committee #07-23 July 11, 2023 6:00 p.m. Present: Mayor Thorne, Deputy Mayor Wilson, Councillor Nelson, Councillor Brenan, Councillor Milner, Councillor MacLeod, Councillor Maguire Staff Present: Scott Hatcher, Chief Administrative Officer, Community Services Director Thorne 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: Deputy Mayor Wilson Seconded by: Councillor Nelson THAT the Committee approve the Minutes of Meeting #06-23 as circulated. Motion Carried 4. PRESENTATIONS / DELEGATIONS There were no delegations present at the meeting. Community Services Minutes Meeting #07-23 July 11, 2023 5. COMMUNITY SERVICES DIRECTOR'S REPORT 5.a ADMINISTRATION 5.a.1 DEPARTMENTAL OVERTIME - JUNE 30, 2023 The Community Services Director reviewed the overtime details for the period of January lst to June 30th, 2023, showing the Sports Centre under budget by 53.75 hours and Parks & Playgrounds over budget by 40 hours. 5.a.2 2023 SUMMER STUDENTS There is nothing new to report on this item at this time. 5.a.3 INTERNSHIP OPPORTUNITY The Community Services Director informed the Committee that after speaking with the program administrator's it was determined that this is not.an appropriate opportunity for this particular program and will not proceed in 2023. 5.b COMMUNITY EVENTS 5.b.1 EVENTS MANAGEMENT COMMITTEE The Community Services Director reviewed the minutes of the Events Management Committee held on Tuesday, June 27th. Below are the requested motions: Moved by: Deputy Mayor Wilson Seconded by: Councillor Milner - Vice Chairperson THAT Committee recommend to Council that Council approve to hold the 36th Annual Atlantic Balloon Fiesta in Princess Louise Park and Burton Park; including the 8th Hussars Sports Centre, Golden Jubilee Hall, and the Rotary Amphitheatre, from September 7th - 10th, 2023, inclusive, with set-up to begin on Tuesday, September 5th. Motion Carried Moved by: Councillor Milner -- Vice Chairperson Seconded by: Councillor Brenan THAT Committee recommend to Council that Council approve to conduct launches, landings and tethering of balloons to, from, and in Princess Louise Park from September 5th - llth, 2023, inclusive, Motion Carried Community Services Minutes Meeting #07-23 July 11, 2023 3 Moved by: Councillor Brenan Seconded by: Deputy Mayor Wilson THAT Committee recommend to Council that Council approve to hold midway rides in Princess Louise Park from September 7th - 10th, 2023, Inclusive. Motion Carried Moved by: Councillor Milner - Vice Chairperson Seconded by: Councillor Nelson THAT Committee recommend to Council that Council approve to erect manned barricades at both ends of Perry Street and the entrance of the 8thHussars Sports Centre during the event as a means of controlling traffic and providing an emergency entrance as required by Transport Canada. Motion Carried 5.b.2 8TH HUSSARS -- 175TH ANNIVERSARY EVENT, MAY 21, 2023 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: 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 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 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 Community Services Minutes Meeting #07-23 July 11, 2023 4 5.b.4 2023 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 July 13 July 13 July 14 July 27 July 28 August 10 August 19-21 August 23 August 24 Asphalt Angels Car Show August 21-25 Agricultural Fair September 7-10 Atlantic Balloon Fiesta September 21 Asphalt Angels Car Show October 20-22 Mobile Eco-Depot October 21 Rising Tides Festival Asphalt Angels Car Show Volunteer Expo Collector Car Event Asphalt Angels Car Show Rocking the Corner Asphalt Angels Car Show Sussex Flea Market Sussex Farmer's Market (Fridays) Leonard's Gate Burton Park Leonard's Gate Leonard's Gate Burton Park Ward 2 Amphitheatre Burton Park PLP/8th Hussars Sussex SummerFEST - Musical Ride PLP Burton Park Sports Centre/PLP Sports Centre/PLP Burton Park Perry Street Leonard's Gate 5.c COMMUNITY ORGANIZATIONS -- NIL 5.d FACILITIES OPERATIONS & MAINTENANCE 5.d.1 MAINTAIN X - JUNE 2023 WORK ORDER REPORT The Community Services Director reviewed screenshots of the work order details for the department for the period June 1st to June 30th, 2023. There were 161 work orders created, 165 were completed; 54 of the work orders were reactive and 107 were repeatable. 5.d.2 SPORTS CENTRE - CHANGE ROOMS RENOVATION The Community Services Director informed the Committee that the project to renovate dressing rooms #4 and #6 continues and is expected to be completed before the end of August, 2023. 5.d.3 PLP CANTEEN - CAPITAL UPGRADE The Community Services Director informed the Committee that Polyline Designs Inc have begun the process of designs and costing for this project. More information when be provided when available. 5.d.4 SERVICE CLUB SIGNAGE There is nothing new to report on this item at this time. Community Services Minutes Meeting #07-23 July 11, 2023 5 5.d.5 NATURE TRAIL VANDALISM - GRAFFITI The Community Services Director informed the Committee that there have been no more incidents reported since the last meeting. Staff will continue to monitor. 5.d.6 FENCING REPAIRS -- TRAILS - TENNIS FACILITY The Community Services Director reviewed a memo concerning fencing repairs along the Nature Walkway and Tennis Centre. Moved by: Deputy Mayor Wilson Seconded by: Councillor Nelson THAT Committee recommend to Council that Council accept the quotation of $5,156.60, HST included, from Fundy Fencing Ltd. for fencing repairs on the Nature Walkway and the Tennis Centre. Motion Carried 5.e LANDSCAPE & BEAUTIFICATION 5.e.1 STREET ART - MURAL MAINTENANCE PROGRAM The Community Services Director reviewed a quotation from Evelyn Flynn for the maintenance of several murals.The Committee reviewed the recommendation to commission artists to review the mural inventory on a 5 year rotational basis in accordance with the DMR report. Moved by: Deputy Mayor Wilson Seconded by: Councillor Maguire THAT Committee recommend to Council that Council accept the estimate of $19,300 from Evelyn Flynn for the maintenance of the specified murals. The Committee reviewed the recommendation to commission artists to review the mural inventory on a 5 -year rotational basis in accordance with the DMR report. Motion Carried 5.e.2 URBAN FOREST MANAGEMENT -- UNB 4020 There is nothing new to report on this item at this time. 5.e.3 STREET TREE PROJECT - BASIC DESIGN ASSOCIATES PROJECT The Community Services Director informed the Committee a project kick-off meeting with the Town, CIB and DBA representatives is to be tentatively held on July 24th. 5.f COMMUNITY SERVICES DEPARTMENT PROGRAMS — NIL Community Services Minutes Meeting #07-23 July 11, 2023 5.g TOURISM 5.g.1 DESTINATION MARKET READINESS (DMR) The Community Services Director informed the Committee that a meeting is scheduled for July 20th to further discuss the priority projects (non -motorized trails and street art) with potential funding partners (ACOA and RDC). 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 There is nothing new to report on this item at this time. 6. BUSINESS ARISING OUT OF MINUTES - NIL 7. NEW BUSINESS 7.a LETTER OF OFFER - RDC TENNIS FACILITY 21-06-2023 CAO Hatcher reviewed with Committee the Letter of Offer received from RDC related to a PNB contribution of $108,000 towards the 2024 project upgrade to add one tennis court to the town facility. Moved by: Councillor Brenan Seconded by; Councillor Nelson THAT Committee recommend to Council that Council authorize the Mayor and Town Clerk to execute the RDC Letter of Offer for the tennis facility project #16466. Motion Carried 7.b LETTER OF OFFER - RDC EMO WARMING CENTRE IMPROVEMENTS CAO Hatcher reviewed with Committee the Letter of Offer received from RDC related to a project to enhance the Emergency Management Operations to upgrade the former village hall with a generator install to assist during emergencies for the facility to act as a warming centre in the amount of $21,100.00. Moved by: Councillor Brenan Seconded by: Councillor Milner - Vice Chairperson THAT Committee recommend to Council that Council authorize the Mayor and Town Clerk to execute the RDC Letter of Offer for $21,100 towards a generator for the warming centre improvement, project # 16480. Community Services Minutes Meeting #07-23 July 11, 2023 7 Motion Carried 7.c INSTALLATION AND MAINTENANCE OF RAINBOW SPACES 30-06- 2023 Community Services Director Thorne reviewed with Committee the request received from Ms. Chelsie Nightingale related to the painting of a sidewalk portion in rainbow colours in the vicinity of the Community Services offices. Moved by: Councillor Brenan Seconded by: Councillor Maguire THAT Committee recommend to Council that Council authorize the rainbow paint on the sidewalk in the vicinity of the Community Services Office. Motion Carried 7.d EMAIL CHAIRPERSON MACLEOD - FIREWORKS CONCERN Chairperson MacLeod reviewed with Committee the concern expressed by an unnamed resident related to the fireworks and the issues with wildlife and domestic animals. The Committee held a brief discussion on the need to have an individual complainant and for the concern to be expressed by that person. Correspondence received and filed by Committee. 7.e BELL MOBILITY - SPECIAL EVENTS LICENSE CAO Hatcher reviewed with Committee that his office and the office of the Community Services Director to contact Bell Mobility and Rogers to inquire whether portable units could be placed at Princess Louise Park to add cellular capacity during large town events. The lease agreement from Bell Mobility would locate a portable unit between the date of August 17th to September 21st at no cost to the town. Moved by: Deputy Mayor Wilson Seconded by: Councillor Nelson THAT Committee recommend to Council that Council authorize the Mayor and Town Clerk to execute the Bell Mobility Lease Agreement with the Town of Sussex. Motion Carried 8. PERSONNEL — NIL Community Services Minutes Meeting #07-23 July 11, 2023 8 9. ACCOUNTS Moved by: Councillor Brenan Seconded by: Deputy Mayor Wilson THAT the Committee recommend to Council that Council approve for payment the Community Services Committee accounts for the month of June 2023, totaling $145,609.66. Motion Carried 10. SCHEDULE FOR NEXT MEETING - AUGUST 15, 2023 11. ADJOURNMENT Moved by: Councillor Milner - Vice Chairperson Seconded by: Councillor Nelson THAT this regular meeting of the Community Services Committee be adjourned Motion Carried 12. CLOSED SESSION COUNCILLOR MacLEOD, CHAIRPERSON