HomeMy Public PortalAbout2023-07-13 Administration Meeting Minutes1
Sussex
Minutes of Meeting of Administration Committee
July 13, 2023
6:00 p.m.
Present:
Mayor Thorne, Deputy Mayor Wilson, Councillor Nelson,
Councillor Brenan - Chairperson, Councillor Milner, Councillor
MacLeod, Councillor Maguire
Absent: Councillor Bobbitt
Staff Present: Scott Hatcher, Chief Administrative Officer, Heather Moffett,
Treasurer
Staff Absent: Tara Olesen, Town Clerk
1. APPROVAL OF AGENDA
Moved by: Councillor MacLeod
Seconded by: Deputy Mayor Wilson
THAT the Committee approve the agenda as circulated with the addition of the
Administration Accounts in the Committee meeting packages.
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 - 06/23
Moved by: Councillor Nelson
Seconded by: Deputy Mayor Wilson
THAT the Committee approve the minutes of meeting O6-23 as circulated.
Motion Carried
4. DELEGATIONS
There were no delegations present at the meeting.
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5. BUSINESS ARISING OUT OF MINUTES
5.a LOCAL GOVERNANCE REFORM
5.a.1 IOM PNB - STATEMENT OF PUBLIC INTEREST DEVELOPMENT
CAO Hatcher reviews with Committee the interoffice memorandum received from
the Province of New Brunswick related to a statement of public interest
regulation.
This regulation will establish a Province -wide land use planning framework on the
topics of settlement patterns, agriculture, climate change, flood and natural
hazard areas, and natural resources.
Correspondence was received and filed by the Committee.
5.a.2 IOM PNB INCLUSIONARY ZONING - NEW REGULATION UNDER THE CPA
CAO Hatcher reviews with Committee the interoffice memorandum received from
the Province of New Brunswick related to inclusionary zoning. Under this
proposed new regulation under the Community Planning Act to enable a new
affordable housing option.
The draft regulation is to be publicly posted until August 1, 2023 for public
comment.
Correspondence received and filed by the Committee.
5.a.3 IOM PNB DEPUTY MINISTER DONAGHY -- BILL 45 - ROYAL ASSENT
CAO Hatcher reviews the interoffice memorandum received from Deputy Minister
Donaghy related to Bill 45 receiving royal assent.
Correspondence was received and filed by the Committee.
6. NEW BUSINESS
6.a IOM TREASURER MOFFETT -APPOINTMENT OF THE EXTERNAL
AUDITORS
Treasurer Moffett reviews the request for proposals for Financial Audit Services
that closed on June 30, 2023. The RFP included the examination of financial
records, system, and contracts on the General and Utility operating and Capital
Funds, Reserve Funds, and Trust Funds of Sussex in accordance with Public
Sector Accounting Standards, generally accepted auditing standards, and the
New Brunswick Municipal Financial Reporting Manual.
One proposal was submitted by Ascend LLP. The proposal was complete with all
required information submitted.
Moved by: Mayor Thorne
Seconded by: Deputy Mayor Wilson
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THAT Committee recommend to Council that Council appoint Ascend LLP
as Sussex's external auditor for 2023.
Motion Carried
6.b IOM TREASURER MOFFETT - PROFESSIONAL DEVELOPMENT
REQUEST
Treasurers Moffett reviews with Committee her request for attendance in
an upcoming Professional Development CPA virtual public sector
conference to be held October 17 to 18 at a cost of $1398.00 plus HST.
Moved by: Mayor Thorne
Seconded by: Councillor MacLeod
That Committee recommend to Council that Council approve Treasurer
Moffett to attend the CPA virtual Public Sector Conference for professional
development being held October 17 to 18.
Motion Carried
6.c RURAL PLAN AMENDMENT -1125 MAIN STREET
CAO Hatcher reviews with Committee the letter received from Mr. Bruce
McNeil, owner of 1125 Main Street, Sussex Corner.
Mr. McNeil requests a mapping error on a portion of his property identified
as a floodway zone be corrected
Moved by: Mayor Thorne
Seconded by: Deputy Mayor Wilson
THAT Committee recommend to Council that Council accept Mr. McNeil's
application to rezone a portion of PID 00207555 and requests that town
Adminsitration draft the requirements under the legislation to set the time,
date, and place for a public presentation of the map amendment as well
as a time, date, and place for a hearing of objections.
6.d SUSSEX ENGAGEMENT SESSIONS - MUNICIPAL PLAN AMENDMENT
NEW TOWN
CAO Hatcher reviews with Committee the draft public notice of the
planned Sussex engagement session to conduct the Municipal Plan
Amendment for the new Town.
The engagement sessions are scheduled to begin August 21 throughout
both Wards of the new community.
Information received and filed by the Committee.
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6.e COMMUNITY INVESTMENT PLAN 2023
6.e.1 CAPITAL INVESTMENT PLAN 2023
Town Treasurer Moffett and CAO Hatcher review with Committee the revised
community investment plan for 2023 requested by the Province.
2023 is the last year of the current phase of the former gas tax program.
Treasurer Moffett reviews with Committee the revised plan and the detailed
description of the projects to be submitted to the Province of New Brunswick.
Moved by: Councillor Maguire
Seconded by: Councillor Nelson
THAT Committee recommend to Council accept by resolution the document
entitled Capital Investment Plan for the CCBF Administrative Agreement for
Sussex 2023.
Motion Carried
Moved by: Councillor Milner
Seconded by: Councillor Nelson
THAT Committee recommend to Council that Council approve the detailed
project list for 2023 as presented.
Motion Carried
6.e.2 SUSSEX CAPITAL INVESTMENT BUDGET SUMMARY
6.f COMMUNITY SERVICES COMMITTEE ACCOUNTS
CAO Hatcher reviews with Committee the Community Services Accounts that
were not included in error at the July 11, 2023 meeting. Brief discussion follows.
7. PERSONNEL
8. ACCOUNTS
Moved by: Councillor MacLeod
Seconded by: Councillor Milner
THAT the Committee recommend to Council that Council approve for payment
the Administration Committee accounts for the month of June 2023 totaling
$27,645.99
Motion Carried
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Moved by: Councillor Nelson
Seconded by: Councillor MacLeod
THAT the Committee recommend to Council that Council approve for payment
the Works Committee accounts for the month of June 2023 totaling $479,396.62.
Motion Carried
Moved by: Councillor Milner
Seconded by: Councillor MacLeod
THAT the Committee recommend to Council that Council approve for payment
the Protective Services Committee accounts for the month of June 2023 totaling
$410,665/11.
Motion Carried
Moved by: Councillor MacLeod
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
9. SCHEDULE FOR NEXT MEETING - AUGUST 17, 2023
10. ADJOURNMENT
Moved by: Councillor MacLeod
Seconded by: Councillor Nelson
THAT this regular monthly meeting of the Administration Committee be
adjourned.
Motion Carried
11. CLOSED SESSION
COUNCILLOR BRENAN, CHAIRPERSON
S.M. HATCHER, P. ENG., CAO