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Home My Public Portal About2023-09-14 Administration Committee Meeting Minutes1 Sussex Minutes of Meeting of Administration Committee 09-23 September 14, 2023 6:00 p.m. Present: Absent: Staff Present: Deputy Mayor Wilson, Councillor Nelson, Councillor Brenan - Chairperson, Councillor Milner, Councillor MacLeod, Councillor Bobbitt, Councillor Maguire Mayor Thorne Scott Hatcher, Chief Administrative Officer, Heather Moffett, Treasurer, Tara Olesen, Town Clerk, Tony Reicker, Fire Chief 1. APPROVAL OF AGENDA Moved by: Councillor Nelson Seconded by: Councillor MacLeod THAT the Committee approve the agenda as circulated. 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 3.a MEETING MINUTES #08-23 Moved by: Councillor Milner Seconded by: Deputy Mayor Wilson THAT the Committee approve the minutes of meeting 08-23 as circulated. Motion Carried 4. DELEGATIONS There were no delegations present at the meeting. 2 5. BUSINESS ARISING OUT OF MINUTES 5.a LOCAL GOVERNANCE REFORM 5.a.1 IOM PNB - STATISTICS CANADA DATA CAO Hatcher reviews with Committee the correspondence received from PNB related to the update of Statistic Canada Data for the new entities under Local Governance Reform. Correspondence received and filed by the Committee. 5.a.2 IOM PNB - WORKING TOGETHER MUNICIPALITIES WEEK CAO Hatcher reviews the IOM received from PNB related to Municipality Week and the 2023 Working Together correspondence. Correspondence received and filed by the Committee. 5.a.3 PUBLIC SAFETY LETTER TO THE RSC'S CAO Hatcher reviews the PNB letter received from Public Safety Minister Austin related to Public Safety. The town will attend a private in camera session with the Minister on Tuesday September 19, 2023. Correspondence received and filed by the Committee. 6. NEW BUSINESS 6.a DRAFT 2024 GENERAL FUND BUDGETS 6.a.1 DRAFT 2024 SUSSEX REGIONAL LIBRARY BUDGET CAO Hatcher introduced the draft budget for both the Sussex Regional Library as well as the Sussex Fire Department. Treasurer Moffett reviews with Committee the Draft 2024 Sussex Regional Library in lead up to the Town submitting to the Kings Regional Service Commission if the Committee is in Agreement to present the draft budget. Moved by: Deputy Mayor Wilson Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council approve the Draft 2024 Sussex Regional Library Budget and to forward the budget to the Kings Regional Service Commission. Motion Carried 3 6.a.2 DRAFT 2024 SUSSEX FIRE DEPARTMENT BUDGET CAO Hatcher introduces the draft 2024 Sussex Fire Department budget. This budget is to provide the prefinancing budget to our external funding agencies. Treasurer Moffett reviews the draft 2024 budget and highlights the next increase of 4.1% over the 2023 budget amount. A brief discussion covering various items including salaries, training, insurance, and clothing follows. Moved by: Deputy Mayor Wilson Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council approve the proposed 2024 Sussex Fire Budget as presented. Motion Carried 6.b LANDSCAPE PLANNING 6.b.1 DRAFT LANDSCAPE PLAN - WESTGATE ESTATES CAO Hatcher reviews with Committee the proposed Landscape Plan for the Westgate Estates R4 Complex currently under construction. CAO Hatcher reviews the Town owned land adjacent to the project entrance and the request from The Developers to modify landscape and replant the area. A lengthy discussion follows. Moved by: Deputy Mayor Wilson Seconded by: Councillor Maguire THAT the Committee recommend to Council that Council approve the draft landscaping plan and forward the plan to the Town's Planning Advisory Committee for review and comment. Motion Carried 6.b.2 JIM SACKVILLE - COMMENTS CONCERNS LANDSCAPE DEVELOPMENT CAO Hatcher reviews with Committee the correspondence forwarded directly to Council on September 10 and September 11 by Mr. Sackville, a resident of 836 Main Street. CAO Hatcher advises of conversations with Mr. Sackville last week were had and Town Administration advised Mr. Sackville not to publicly critique a group of developers that have invested several million on the improvement and construction of the ARK development. 4 The Town has apologized to the developers and indicated to them that Mr. Sackville is not a consultant with or for the Town related to the approvals of the ARK Development. CAO Hatcher reviews the By -Law sections cited by Mr. Sackville have been repealed in Sussex for almost 2 years. CAO Hatcher reviews with Committee a draft letter to be sent to Mr. Sackville on September 15 highlighting the Town's disappointment of this form of interference and perception of his standing related to development in Sussex. The following items of correspondence were received and filed by the Committee. 6.b.2.1 Town Administration response to ARK Development Owners 6.b.2.2 6.b.2.3 6.b.2.4 6.b.2.5 Town Administration Email to Mr. Sackville 30-08-2023 J. Sackville - By-law comments 11-09-2023 J. Sackville Letter 10-09-2023 DRAFT Letter to Jim Sackville - September 15, 2023 6.c RETIREMENT OF TOWN ASSETS - INFRASTRUCTURE 6.c.1 IOM TREASURER MOFFETT - 2023 PSAS ASSET RETIREMENT OBLIGATIONS Treasurer Moffett reviews with Committee the new requirements in 2023 Public Sector Accounting Standards to develop and identify asset retirement obligations as part of the Town's future audited financial standards. Treasurer Moffett outlines her office is in contact with the Town's Auditors and is seeking confirmation on the assets/facilities to be included in the assessment. It is believed the wastewater treatment plant is the single facility to be assessed. The Town has requested a proposal from Gemtec Consulting Engineers and Scientists Limited to complete the assessment. Moved by: Deputy Mayor Wilson Seconded by: Councillor MacLeod THAT Committee recommend to Council that Council approve the Sussex lagoon assessment and asset retirement options proposed as submitted by Gemtec Consulting Engineers and Scientists Limited for the upset proposal fee of $15,000.00 exclusive of HST. Motion Carried 5 6,d LETTER OF OFFER ADDITIONAL FUNDING - PEDESTRIAN BRIDGE CAO Hatcher reviews with Committee the RDC Letter of Offer of $300,000 Additional Funding for the Trout Creek Pedestrian Bridge Project. Moved by: Councillor Milner Seconded by: Councillor MacLeod THAT Committee recommend to Council that Council authorize the Mayor and Town Clerk to sign the RDC Letter of offer for an additional $300,000.00 in funding for the Trout Creek Pedestrian Bridge. Motion Carried 6.e MULTICULTURAL ASSOCIATION OF SUSSEX 6.e.1 2023 FUNDING REQUEST - MAS CAO Hatcher reviews with Committee the 2023 MAS request for $1,000.00 in funding. Moved by: Deputy Mayor Wilson Seconded by: Councillor Bobbitt THAT Committee recommend to Council that Council approve $1,000.00 in Funding for the Multicultural Association of Sussex in 2023. Motion Carried 6.e.2 2024 MAS FUNDING REQUEST Deputy Mayor Wilson reviews with Committee the request from the Multicultural Association of Sussex for the Town to consider $20,000.00 in funding in 2024. A lengthy discussion on the efforts of MAS and how the request could elevate support of the growth in our region. The Committee requests the funding request be forwarded to the Kings Regional Service Commission and as well this request be reviewed as part of the Town's Budget Process. 6J CANADIAN MENTAL HEALTH ASSOCIATION OF NB - 2023 ADVERTISEMENT REQUEST 6 CAO Hatcher reviews with Committee the advertisement opportunity for the Canadian Mental Health Association of New Brunswick in 2023. CAO Hatcher advised that the Town purchased an ad in 2022. A brief discussion followed. Moved by: Deputy Mayor Wilson Seconded by: Councillor Bobbitt THAT Committee recommend to Council that Council purchase a 1/8 page color advertisement in the 2023 CMHA-NA publication in the amount of $250.00 inclusive of HST. Motion Carried 6.g KIRK HILL CENTENARY FUNDING REQUEST CAO Hatcher reviews with Committee the correspondence received from Kirk Hill Cemetery. A brief discussion followed. Moved by: Councillor Maguire Seconded by: Deputy Mayor Wilson To file the correspondence. Motion Carried 6.h IOM PURCHASER SCOTT - JANITORIAL SERVICES RECOMMENDATION CAO Hatcher reviews with Committee the Janitorial Services Recommendation from Purchaser Scott. Moved by: Councillor MacLeod Seconded by: Deputy Mayor Wilson THAT Committee recommend to Council that Council approve the extension of the janitorial services undertaken by Brazclean Technical Cleaning Services for a two-year extension ending on December 31, 2025 for the proposed rates. Motion Carried Town Hall Library Works Garage 22 $1,297.89 $1,297.89 $259.58 2023 $'1,323.85 $1,323.85 $264.77 Proposed 2024 $1,360.33 $1,350,33 $270.06 Pro osed 2025 $1,377.33 $1,377.33 $275,47 7 6.i IOM PURCHASER SCOTT - TOWN HALL UPSTAIRS KITCHEN BATHROOM RENOVATION CAO Hatcher reviews with Committee the recommendation of Purchaser Scott to undertake a renovation of the upstairs washroom and kitchen area in early 2024. A brief discussion followed. Moved by: Councillor Maguire Seconded by: Councillor Milner THAT Committee recommend to Council that Council approve the upstairs men's washroom and kitchen renovation at Town Hall by O'Neill Handyman Services in the amount of $10,033.08 exclusive of HST. Motion Carried 6.j IOM CLERK OLESEN DOWNTOWN BUSINESS ASSOCIATION DRAFT BUDGET Clerk Olesen reviews with committee the approval process of the proposed 2024 BIA budget and advises this levy is implemented by By - Law each year and requests the Committee schedule a Hearing of Objections of the proposed By -Law on October 23, 2023. Moved by: Councillor MacLeod Seconded by: Deputy Mayor Wilson THAT Committee recommend to Council that Council set a time, date, and place for a By -Law to set the 2024 Downtown Business Association Budget and that a hearing of objections be held in the Council Chambers at Town Hall on October 23, 2023 beginning at 6:30pm. Motion Carried 6.k EOCG PRE -EVENT MEETING - HURRICANE LEE CAO Hatcher reviews with Committee the pre -event meeting of the Town EOCG related to Hurricane Lee held on September 13, 2023. CAO Hatcher advises the next meeting is scheduled for Friday September 15, 2023 at 2:00pm. Correspondence was received and filed by the Committee. 8 7. PERSONNEL 7.a UMNB ANNUAL CONFERENCE - FREDERICTON NOVEMBER 24 .. 26, 2023 CAO Hatcher requests Council advise Town Clerk Olesen on their attendance at the upcoming UMNB Annual Conference scheduled for November 24 to 26, 2023. 7.b SAFETY HUB - ONLINE TRAINING MATERIAL AND COMPLIANCE DOCUMENTATION CAO Hatcher reviews with committee a recommended on-line safety training compliance platform that Town Administration would like to test. Moved by: Councillor Milner Seconded by: Councillor MacLeod THAT Committee recommend to Council that Council authorize a one (1) year subscription of SafetyHub Video and LMS for the subscription cost of $1500.00 plus HST. Motion Carried 8. ACCOUNTS Moved by: Councillor Nelson Seconded by: Deputy Mayor Wilson THAT the Committee recommend to Council that Council approve the Community Services Accounts for the month of August 2023 in the amount of $43,298.02 Motion Carried Moved by: Councillor MacLeod Seconded by: Councillor Bobbitt THAT the Committee recommend to Council that Council approve the Works accounts for the month of August, 2023 in the amount of $206,547.56 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 August 2023 in the amount of $14,330.12 Motion Carried 9 Moved by: Councillor MacLeod Seconded by: Councillor Nelson THAT the committee recommend to Council that Council approve the Administration Committee accounts for the month of August 2023 in the amount of $37,696.69 Motion Carried 9. SCHEDULE FOR NEXT MEETING, WEDNESDAY OCTOBER 17, 2023. 10. ADJOURNMENT Moved by: Councillor Milner 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