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Home My Public Portal About2023-08-17 Adminsitration Meeting Minutes1 Sussex Minutes of Meeting of Administration Committee August 17, 2023 6:00 p.m. Present: Mayor Thorne, Deputy Mayor Wilson, Councillor Nelson, Councillor Brenan - Chairperson, Councillor Milner, Councillor MacLeod, Councillor Bobbitt, Councillor Maguire Staff Present: Scott Hatcher, Chief Administrative Officer, Tara Olesen, Town Clerk, Roberta Obermeier, Director of Finance APPROVAL OF AGENDA Moved by: Councillor Milner Seconded by: Deputy Mayor Wilson THAT the Committee approve the agenda as circulated. Motion Carried 2. DISCLOSURE OF CONFLICT OF INTEREST Councillor Milner declared a conflict of interest on item 6(g) on the agenda. Councillor Maguire declared a conflict under item 11(a) of the closed session. 3. APPROVAL OF MEETING MINUTES 3.a MEETING MINUTES #07-23 Moved by: Deputy Mayor Wilson Seconded by: Councillor Maguire THAT the Committee approve the minutes of meeting 07-23 as circulated. Motion Carried 2 4. DELEGATIONS 4.a FRESH START SERVICES - HEATHER CONNELL Chairman Brenan welcomes Ms. Connell from "Fresh Start" and Lee Penny from the Human Development Council and introduces them to the Committee. Ms. Connell highlights Fresh Start's services. Fresh Start is based in Saint John, providing services for all genders. They use an outreach fashion to get a homeless person on the "By -Names -List", to assist them with getting housing. Fresh Start's own searches are coming up empty, and they are looking for leads to identify rentals. Penny identifies funding where the HDC works in the Saint John Area, and notes "By -Names -List" Unit funding is within a week up to 2 months. Discussion and questions are posed from the Committee on homeless issues and the lack of identified units that may be able to help. Rent threshold is around $1200 per month with a split by the tenant and the other funding agencies picking up the difference. Mayor Thorne outlines the recent work that the Town is currently reviewing and developing. Chairman Brenan thanks Ms. Connell and Lee Penny for their presentation and the awareness provided to the Committee that evening. 5. BUSINESS ARISING OUT OF MINUTES 5.a LOCAL GOVERNANCE REFORM CAO Hatcher reviews with Committee the correspondence received PNB related to the Local Governance Act. 5.a.1 LETTER PNB - LGR IMPLEMENTATION FUNDING PNB has implemented a Local Governance Reform Implementation Funding Stream for various amalgamation costs beginning in April 2023. A brief discussion follows. The Director of Finance and the Town Treasurer are currently working with department heads for a Sussex submission. Correspondence was received and filed by the Committee. 5.a.1.1 Application Form 5.a.1.2 LGF Support Funds FQA 3 5.a.2 PROPOSED NEW REGULATION - LG COMMISSION CAO Hatcher outlines the feedback period ending on September 15, 2023 for the proposed new Provincial Registration that will form a new Local Governance Reform. Correspondence received and filed by the Committee. 5.b 1125 MAIN STREET RURAL PLAN AMMENDMENT 5.b.1 PROPOSED BY-LAW 125-14-04 CAO Hatcher reviews with Committee the proposed Rural Plan amendment By -Law, By -Law 125-14-04 related to the correction of the Floodway Zone to mirror reality at Civic 1125 Main Street. 5.b.2 MAP SCHEDULE A-04 CAO Hatcher reviews schedule A-04 and the text corrections completed by Town Clerk Olesen. The Committee requested an approval from the Town Planner related to the presentation of the non -conforming use with the Floodway Zone. 6. NEW BUSINESS 6.a VALLEY WATERS - COMPLIANCE TESTING REVIEW 6.a.1 Norton COA- 3046 CAO Hatcher and Mayor Thorne review with Committee the services provided to the former village of Norton, now Valley Waters, to provide compliance testing and reporting for the operation of the Norton Wastewater treatment facility under their certificate of Approval to Operate #3046. Lengthy discussion on the Town's internal capacity issues and the need to refocus the Town's efforts on Town operations of it's own facilities. It is the consensus of the Committee that CAO Hatcher provide notice to Valley Watters that the Town will end its equipment for compliance testing and reporting on October 31, 2023. 6.b 2023 FSDNL ATLANTIC -AWARENESS MONTH 6.b.1 2023 PROCLAMATION The Committee reviewed the request received from the Executive Director of the Fetal Alcohol Spectrum Disorder (FASD) in Newfoundland and Labrador and Atlantic Canada for the Town to proclaim the month of September 2023 as FASD awareness month. The Committee requested this correspondence be placed on the August 21, 2023 Council Agenda. 4 6.c MAS TRAINING INVITATION - AUGUST 24, 2023 6.e.1 EVENT POSTER CAO Hatcher advises Committee on the Multicultural Association of Sussex upcoming training on Interculture Competency training to be held on August 24 from 9am to 12:30pm. Chairperson Brenan requested the Committee to advise Town Administration if they wish to attend. Correspondence received and filed by the Committee. 6.d FRESH START SERVICES - HEATHER CONNELL A lengthy discussion focused on Fresh Start Services was covered under delegations. 6.e IOM CHIEF REICKER - QUINT AERIAL CABLE REPLACEMENT CAO Hatcher reviews with Committee the IOM from Chief Reicker related to the maintenance requirements to change out the aerial cables on the Fire Department Quint approvals. CAO Hatcher advises that this is scheduled maintenance and is a budgeted item. Moved by: Councillor Milner Seconded by: Councillor MacLeod THAT Committee recommend to Council that Council approve the replacement of eight (8) cables following the 2022 adjustment of the ladder cables and to engage G. LeBlanc Fire Truck Repair Ltd. inclusive of Labour and Material in the amount of $13,884.52, exclusive of HST and exclusive of shipping of the cables from Sutpher in the USA. Motion Carried 6.f RCMP SUMMERFEST SPONSORSHIP REQUEST 6.f.1 2023 SPONSORSHIP SUMMARY REPORT CAO Hatcher reviews with Committee the sponsorship request received from Sussex Summerfest. Committee reviews the 2023 sponsorship summery report provided by Community Services Director Thorne. A brief discussion follows. Moved by: Councillor Maguire Seconded by: Mayor Thorne THAT the Committee recommend to Council that Council approve the sponsorship request to Sussex Summerfest as a Silver Sponsor contributor in the amount of $500.00. Motion Carried 5 6.g SUSSEX CHRISTIAN SCHOOL - EARLY CHILDCARE, 43 CHAPMAN DRIVE Councillor Milner left the Council Chambers for any and all discussion and vote on this issue. A brief discussion on the Christian School Letter in their efforts to add early childhood care for 12 children between the age of 1 and 2 years located at 42 Chapman Drive. CAO Hatcher reviews the requirements and the requests permitted use under the Town Zoning By -Law, By -Law 1350-21. CAO Hatcher advises that he plans to review the letter with the Town Planner to confirm Town Administration By -Law review and to advise the Christian School of the Town's Approval. Councillor Milner returned from his conflict of interest. 6.h IOM WATER - WASTEWATER SUPERINTENDENT, TURBIDITY EQUIPMENT CAO Hatcher reviews with Committee the recommendation of the Town Superintendent of Water and Wastewater of the necessary equipment purchase in Ward 1 and Ward 2 related to the recent Boil Water Advisory in Ward 2 and the Town's submission of a recommendation plan to implement continuous testing of turbidity in Ward 1 and Ward 2 and continuous chlorine monitoring in Ward 2. Ward 1's chlorine monitoring has been in service over the last 4 to 5 years. Moved by: Councillor MacLeod Seconded by: Mayor Thorne THAT the Committee recommend to Council that Council authorize an expenditure of up to $60,000.00 for the purchase, installation, and training required for staff for continuous chlorine monitoring in Ward 2 and continuous turbidity monitors on 4 wells in both Ward 1 and Ward 2. Motion Carried 7 PERSONNEL 7.a LOCAL SERVICES MANAGER - NOTICE CAO Hatcher reviews with Committee the personnel changes in Region 8. Mr. Ron Gaudet will now be acting Rural District Manager in Regions 8 and 9. Correspondence was received and filed by the Committee. 8. ACCOUNTS Moved by: Councillor Nelson Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council approve the Community Services Accounts for the month of July 2023 in the amount of $125,363.91 Motion Carried 6 Moved by: Councillor Bobbitt Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council approve the Works Committee accounts for the month of July 2023 in the amount of $460,110.61 Motion Carried 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 July 2023 in the amount of $31,581.23 Motion Carried Moved by: Councillor Nelson Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council approve for payment the Administration accounts for the month of July totaling $82,313.99. Motion Carried 9. SCHEDULE FOR NEXT MEETING 10. ADJOURNMENT Moved by: Councillor MacLeod Seconded by: Councillor Nelson THAT this regular monthly meeting of the Administration Committee be adjourned. Motion Carried COUNCILLOR BRENAN, CHAIRPERSON S.M. HATCHER, P. ENG., CAO