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Home My Public Portal About2023-08-15 Community Services Meeting MinutesCommunity Services Minutes Meeting #08-23 August 15, 2023 1 Sussex Minutes of Meeting of Community Services Committee #08-23 August 15, 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 APPROVAL OF AGENDA Moved by: Councillor Nelson 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: Councillor Brenan Seconded by: Councillor Milner - Vice Chairperson THAT the Committee approve the Minutes of Meeting #07-23 as circulated. Motion Carried 4. PRESENTATIONS / DELEGATIONS There were no delegations present at the meeting. Community Services Minutes Meeting #08-23 August 15, 2023 5. COMMUNITY SERVICES DIRECTOR'S REPORT 5.a ADMINISTRATION 5.a.1 DEPARTMENTAL OVERTIME REPORT - JULY 2023 The Community Services Director reviewed the overtime details for the period of January 1st to July 31st, 2023, showing the Sports Centre over budget by 22.5 hours and Parks & Playgrounds over budget by 31 hours and Community Services under budget by 32 hours. 5.a.2 POLICY CS - 17 SCHEDULE Al - FACILITIES The Community Services Director reviewed a copy of Policy CS -17: Schedule A2 - Facilities showing the proposed rental fees for the 8th Hussars Sports Centre. Moved by: Deputy Mayor Wilson Seconded by: Mayor Thorne THAT Committee recommend to Council that Council approve Policy CS -17: Schedule A2 - Facilities showing the proposed rental fees for the 8th Hussars Sports Centre. Motion Carried 5.a.3 DISPOSAL OF ASSETS The Community Services Director reviewed a memo concerning the disposal of a fleet vehicle, a 2008 Dodge 1 Ton, which is deemed obsolete. Moved by: Councillor Brenan Seconded by: Deputy Mayor Wilson THAT Committee recommend to Council that Council approve the disposal of a fleet vehicle, a 2008 Dodge 1 Ton, which is deemed obsolete. 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 Tuesday, July 27th. Below are the requested motions: Community Services Minutes Meeting #08-23 August 15, 2023 3 Moved by: Councillor Milner - Vice Chairperson Seconded by: Councillor Maguire THAT Committee recommend to Council that Council approve sponsorship support in the amount of $3,500 in support of the Atlantic Balloon Fiesta annual brunch. Motion Carried Moved by: Councillor Milner - Vice Chairperson Seconded by: Mayor Thorne THAT Committee recommend to Council that Council authorize the closure of Main Street from Church Avenue to Winter Street from 2:00 pm to 9:00 pm on October 21st for the Sussex portion of the Rising Tides Festival. Motion Carried 5.b.2 2023 TOWN EVENTS The Community Services Director reviewed a summary of current events which the department is hosting: August 25 August 30 October 29 November 24 December 2 End of Summer party Movie in the Park Halloween Skate Mayor's Tree Lighting Annual Santa Clause Parade 5.b.3 2023 PARTNER EVENTS O'Connell Park Rotary Amphitheatre 8th Hussars Rotary Amphitheatre Main Street 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: August 19-21 August 23 August 24 August 21-25 September 7-10 September 21 October 20-22 October 21 Sussex Flea Market PLP/8th Hussars Sussex SummerFEST - Musical Ride PLP Asphalt Angels Car Show Agricultural Fair Atlantic Balloon Fiesta Asphalt Angels Car Show Mobile Eco-Depot Rising Tides Festival 5.c COMMUNITY ORGANIZATIONS — NIL Burton Park Sports Centre/PLP Sports Centre/PLP Burton Park Perry Street Leonard's Gate Community Services Minutes Meeting #08-23 August 15, 2023 5.d FACILITIES OPERATIONS & MAINTENANCE 5.d.1 MAINTENANCE ACTIVITIES - JULY 2023 The Community Services Director reviewed screenshots of the work order details for the department for the period July 1st to July 31st, 2023. There were 163 work orders created, 155 were completed; 56 of the work orders were reactive and 107 were repeatable. 5.d.2 SPORTS CENTRE The Community Services Director reviewed Tender #PD23-049 to renovate dressing rooms #4 and #6. This project continues and is expected to be completed before the end of August. 5.d.3 PLP CANTEEN - CAPITAL UPGRADE The Community Services Director reviewed the conceptual drawings and initial opinion of probable cost of the PLP Show Centre canteen upgrade project. 5.d.4 SERVICE CLUBS SIGNS There is nothing new to report on this item at this time. 5.e LANDSCAPE & BEAUTIFICATION 5.e.1 STREET ART - MURAL MAINTENANCE PROGRAM The Community Services Director reviewed images showing the work completed to the first mural "Early Pioneers". Administration has asked the vendor to proceed to the second mural to continue their work. 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 reviewed a draft program design and scope showing the street tree and beautification efforts for the West Main Street and Broad Street portions of the downtown. Administration will be working with partners (DBA, Chamber of Commerce, Communities in Bloom) to solicit grant funding support for this work and bring forward a recommendation in the 2024 budget deliberations. 5.f RECREATION PROGRAMS — NIL Community Services Minutes Meeting #08-23 August 15, 2023 5.g TOURISM 5.g.1 DESTINATION MARKET READINESS (DMR) The Community Services Director informed the Committee that Administration will be providing an update on this project work in closed session. 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 informed the Committee that Administration will be attending the inaugural meeting of the newly formed Regional Destination Marketing Organization being held on August 16th. 6. BUSINESS ARISING OUT OF MINUTES - NIL 7. NEW BUSINESS 7.a SUMMERFEST SPONSORSHIP REQUEST - RCMP MUSICAL RIDE This item was tabled by the Community Services Committee to be included in the Administration Committee meeting being held August 19th, 2023. 7.b 8TH CANADIAN HUSSARS (PRINCESS LOUISE) THANK -YOU LETTER The Committee discussed the thank you letter received from Lieutenant Colonel C.A. Beazley, Commanding Officer of the 8th Hussars (Princess Louise's). The correspondence was received and filed by Committee. 8. PERSONNEL - NIL 9. ACCOUNTS Moved by: Mayor Thorne 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 July, totaling $125,363.91. Motion Carried Community Services Minutes Meeting #08-23 August 15, 2023 6 10. QUESTIONS FROM PUBLIC Chairperson MacLeod acknowledges Mr. Pearson and asked Mr. Pearson what is the issue he wishes to discuss with the Committee. Mr. Pearson makes various comments related to local governance reform. Mayor Thorne reviews the purpose of the Standing Committee and their purpose to make recommendations to Council. Mayor Thorne explained that this is not a Town Hall meeting where the public is provided an opportunity to debate issues. Mr. Pearson was argumentative but did not provide a question for the Committee's consideration. A lengthy discussion was held between Mr. Pearson, Chairperson MacLeod and Mayor Thorne. Chairperson MacLeod requested that Committee consider adding Mr. Pearson to the agenda to discuss an item or specific topic. Mr. Pearson would not indicate what he wished to discuss with Committee. The Committee immediately began the motion to adjourn the meeting. 11. SCHEDULE FOR NEXT MEETING — SEPTEMBER 12, 2023 12. ADJOURNMENT Moved by: Mayor Thorne Seconded by: Councillor Brenan THAT this regular meeting of the Community Services Committee be adjourned Motion Carried 13. CLOSED SESSION — NIL COUNCII'LOR (A acLEOD, CHAIRPERSON S.M. HATCHER, P. ENG., CAO