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Home My Public Portal About2023-09-12 Community Services Committee Meeting MinutesCommunity Services Minutes Meeting #09-23 September 12, 2023 1 Sussex Minutes of Meeting of Community Services Committee #09-23 September 12, 2023 6:00 p.m. Present: Deputy Mayor Wilson, Councillor Nelson, Councillor Milner - Vice Chairperson, Councillor Bobbitt, Councillor MacLeod - Chairperson, Councillor Maguire Staff Present: Scott Hatcher, Chief Administrative Officer: Jason Thorne, Community Services Director: Heather Moffett, Treasurer 1. APPROVAL OF AGENDA Moved by: Deputy Mayor Wilson Seconded by: Councillor Milner - Vice Chairperson 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 #08-23 Moved by: Councillor Nelson Seconded by: Deputy Mayor Wilson THAT the Committee approve the Minutes of Meeting #08-23 as circulated. 4. PRESENTATIONS / DELEGATIONS There were no delegations present at the meeting. Community Services Minutes Meeting #09-23 September 12, 2023 5. COMMUNITY SERVICES DIRECTOR'S REPORT 5.a ADMINISTRATION 5.a.1 DEPARTMENTAL OVERTIME - AUGUST 2023 The Community Services Director reviewed the overtime details for the period of January lst to August 31st, 2023, showing the Sports Centre over budget by 47 hours, Parks & Playgrounds over budget by 22 hours and Community Services over budget by 22.75 hours. 5.a.2 POLICY CS -10: TOBACCO FREE FACILITIES The Community Services Director reviewed a revised copy of Policy CS -10: Tobacco Free Facilities. CSD Thorne requested that this item be removed for consideration until a later date. 5.b COMMUNITY EVENTS 5.b.1 EVENTS MANAGEMENT COMMITTEE The Community Services Director reviewed the minutes of the Events Management Committee held on Thursday, August 24th. There were no motions required from this meeting. 5.b.2 2023 TOWN EVENTS The Community Services Director reviewed a summary of current events which the department is hosting: October 21 Fall Bus Tour Smitty's October 23 Annual Fall Clean-up Sussex October 29 Halloween Skate 8th Hussars November 24 Mayor's Tree Lighting Rotary Amphitheatre December 2 Annual Santa Clause Parade Main Street 5.b.3 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: September 21 September 30 October 20-22 October 21 October 24 Asphalt Angels Car Show Burton Park National Day for Truth and Reconciliation Burton Park Mobile Eco-Depot Perry Street Rising Tides Festival Leonard's Gate Advance Care Planning 1067 Main Street 5.c COMMUNITY ORGANIZATIONS - NIL Community Services Minutes Meeting #09-23 September 12, 2023 5.d FACILITIES OPERATIONS & MAINTENANCE 5.d.1 MAINTENANCE ACTIVITIES -AUGUST 2023 The Community Services Director reviewed screenshots of the work order details for the department for the period August 1st to August 31st, 2023. There were 135 work orders created, 158 were completed; 38 of the work orders were reactive and 97 were repeatable. There were 55 work orders pass, 47 flagged for follow up, 0 fails, 66 on time and 27 overdue. 5.d.2 SPORTS CENTRE 5.d.2.1 TENDER PD23-049 - CHANGE ROOM RENOVATIONS The Community Services Director informed the Committee that a substantial completion review of the changeroom renovations is scheduled to be completed during the week of September llth. 5.d.3 PLP CANTEEN - CAPITAL UPGRADE There is nothing new to report on this item at this time. 5.d.4 SERVICE CLUBS SIGNAGE There is nothing new to report on this item at this time. 5.d.5 MINI SPLIT QUOTATION - 1067 MAIN STREET The Community Services Director reviewed with Committee a memo from Purchasing Agent Scott concerning quotations for a new mini -split heat pump for 1067 Main Street. Moved by: Councillor Milner - Vice Chairperson Seconded by: Deputy Mayor Wilson THAT Committee recommend to Council that Council accept the quotation from Riteway Heating & Ventilation Service Ltd. to supply and install the mini -split heat pump at 1067 Main Street for a total cost of $4,843, HST included. Motion Carried 5.e LANDSCAPE & BEAUTIFICATION 5.e.1 STREET ART - MURAL MAINTENANCE PROGRAM The Community Services Director informed the Committee that the mural artist is continuing the repair work to the second mural. All four sites are expected to be repaired this season; weather issues have impacted the schedule for 2023. Community Services Minutes Meeting #09-23 September 12, 2023 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 DESIGN SUBMISSION The community Services Director informed the Committee that the Administration is working with the project partners (DBA, Chamber of Commerce, Communities in Bloom) to solicit grant funding support for this work. Landowners are being approached to solicit support for this project. 5.f RECREATION PROGRAMS - NIL 5.g TOURISM 5.g.1 DESTINATION MARKET READINESS (DMR) The Community Services Director informed the Committee that the final stages of this project include a 12 -month check -in with the steering committee and the AMR participants. The Administration has suggested that the consultant attend a special meeting of the Regional Destination Marketing Organization (RDMO) for the Kings RSC and present her report and share insights on how the RDMO might incorporate the action plan items into their own planning. 5.g.2 UPPER BAY OF FUNDY DESTINATION DEVELOPMENT INITIATIVE The Community Services Director informed the Committee that planning of the second edition of the Fundy Connects Tourism Summit is currently underway and is scheduled for November lst - 3rd at Paley Mountain. More details to follow. 5.g.3 RSC TOURISM PROMOTION - LOCAL PROMOTION - EXPLORE SUSSEX NB The Community Services Director reviewed minutes of the first meeting of the Regional Destination Marketing Organization held on August 16th, and a copy of the Terms of Reference for this committee which was reviewed and updated. 6. BUSINESS ARISING OUT OF MINUTES NIL 7. NEW BUSINESS 7.a FUNDING REQUEST - PORTAGE ATLANTIC CAO Hatcher introduced the funding request received from Portage Atlantic soliciting sponsorship for their upcoming Portage Atlantic Recognition 2023. Community Services Minutes Meeting #09-23 September 12, 2023 5 The Committee held a brief discussion and Committee requested that the request be forwarded to the Regional Service Commission for consideration. 7.b CANADIAN AMYLOIDOSIS SUPPORT NETWORK PROCLAMATION CAO Hatcher reviewed with Committee the proclamation request received from the Canadian Amyloidosis Support Network to mark March 2024as an awareness month. CAO Hatcher will bring this item back to the Committee in February 2024 for the Committee to consider closer to the awareness month. 8. PERSONNEL - NIL 9. ACCOUNTS Moved by: Councillor Milner -- Vice Chairperson Seconded by: Councillor Maguire THAT the Committee recommend to Council that Council approve for payment the Community Services Committee accounts for the month of August 2023, totaling $42,298.02. Motion Carried 10. SCHEDULE FOR NEXT MEETING — OCTOBER 17, 2023, at 6:00pm 11. ADJOURNMENT Moved by: Councillor Milner - Vice Chairperson Seconded by: Deputy Mayor Wilson THAT this regular meeting of the Community Services Committee be adjourned Motion Carried 12. CLOSED SESSION — NIL „O COUN LL• R MacLEOD, CHAIRPERSON