The URL can be used to link to this page

Home My Public Portal About2023-10-17 Community Services Committee Meeting MinutesCommunity Services Minutes Meeting #10-23 October 17, 2023 Page 1 of 7 Sussex Minutes of Meeting of Community Services Committee #10-23 October 17, 2023 6:00 p.m. Present: Mayor Thorne, Deputy Mayor Wilson, Councillor Nelson, Councillor Milner - Vice Chairperson, Councillor Bobbitt, Councillor MacLeod - Chairperson, Councillor Maguire, Councillor Brenan Staff Present: Scott Hatcher, Chief Administrative Officer: Heather Moffett, Treasurer 1. APPROVAL OF AGENDA Moved by: Councillor Brenan Seconded by: Councillor Bobbitt 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: Deputy Mayor Wilson Seconded by: Councillor Nelson THAT the Committee approve the Minutes of Meeting #09-23 as circulated. Motion Carried 4. PRESENTATIONS / DELEGATIONS There were no delegations present at the meeting. Community Services Minutes Meeting #10-23 October 17, 2023 5. COMMUNITY SERVICES DIRECTOR'S REPORT 5.a ADMINISTRATION 5.a.1 DEPARTMENTAL OVERTIME DETAILS Page 2 of 7 CAO Hatcher reviewed the overtime details for the period of January 1st to September 30th, 2023, showing the Sports Centre over budget by 57.75 hours, Parks & Playgrounds over budget by 36.25 hours and Community Services over budget by 20.25 hours. 5.a.2 POLICY 2012-03: REPLACEMENT OF PARK FENCING CAO Hatcher reviewed Policy #2012-03: Replacement Park Fencing which was approved by motion of the former Village of Sussex Corner Council on July 17, 2013. The Administration is recommending that this policy be rescinded by motion of the current council. Moved by: Councillor Maguire Seconded by: Deputy Mayor Wilson THAT Committee recommend to Council that Council rescind Village of Sussex Corner Policy #2012-03: Replacement of Park Fencing. Motion Carried 5.b COMMUNITY EVENTS 5.b.1 EVENTS MANAGEMENT COMMITTEE CAO Hatcher reviewed the minutes of the Events Management Committee meeting held on Thursday, September 28th, 2023, there were no motions required from this meeting. 5.b.2 2023 TOWN EVENTS CAO Hatcher reviewed a summary of current events which the department is hosting: October 21 November 3 November 13 November 13 Nov. 24 - Dec. November 24 December 2 December 8 December 24 December 31 Fall Bus Tour Smitty's Extended Public Skate (PD Days) 8th Hussars Extended Public Skate (PD Days) 8th Hussars Extended Public Skate (PD Days) 8th Hussars 15 Winter Lights Contest Town Wide Mayor's Tree Lighting Rotary Amphitheatre Annual Santa Clause Parade Main Street Extended public Skate (PD Days) 8th Hussars Annual Christmas Skate (11am) 8th Hussars New Years Eve Skate (2pm) 8th Hussars Community Services Minutes Meeting #10-23 October 17, 2023 5.b.3 2023 PARTNER EVENTS Page 3 of 7 CAO Hatcher reviewed a summary of current partner events which the town is supporting. Those in bold print involve a closure of Main Street: October 20-22 Mobile Eco-Depot October 21 Rising Tides Festival October 24 Advance Care Planning 5.c COMMUNITY ORGANIZATIONS 5.c.1 SUSSEX MIDDLE SCHOOL - GRANT REQUEST Perry Street Leonard's Gate 1067 Main Street CAO Hatcher reviewed the request from Sussex Middle School for administrative support for a project to purchase and install new swings at the school. This project would be very similar to the bleacher project that was supported by making an application for financial support through the Community Investment Fund (CIF) administered through the MLA's office. Moved by: Mayor Thorne Seconded by: Deputy Mayor Wilson THAT Committee recommend to Council that Council authorize Administration to submit an application under the Community Investment Fund in support of the inclusive swing project on behalf of the Sussex Middle School. Motion Carried 5.c.2 SUSSEX TENNIS ASSOCIATION AGREEMENT CAO Hatcher reviewed a draft of the agreement between the Town and the Sussex Tennis Association. This agreement is due for renewal in 2024, and the Administration is seeking direction at this time where there may be budget implications. 5.d FACILITIES OPERATIONS & MAINTENANCE 5.d.1 MAINTENANCE ACTIVITIES - SEPTEMBER 2023 CAO Hatcher reviewed screenshots of the work order details for the department for the period September lst to September 30th, 2023. There were 149 work orders created, 125 were completed; 28 of the work orders were reactive and 121 were repeatable. There were 54 work orders passed, 4 flagged for follow-up, 0 fails, 66 on time and 27 overdue. Community Services Minutes Meeting #10-23 October 17, 2023 5.d.2 SPORTS CENTRE 5.d.2.1 TENDER PD23-049 Page 4 of 7 CAO Hatcher reviewed before and after photos of the spaces which have been renovated under Tender #PD23- 049: Changeroom Renovations. A brief discussion was held of the various improvements over the years and the goal of extending the useful life of the facility to 2050. 5.d.2.2 ICE RESURFACER CAO Hatcher reviewed a memo related to the ice resurfacer and recommendations for the future of this asset as well as the carbon monoxide problem in early September and the work necessary to correct this equipment. 5.d.3 PLP CANTEEN - CAPITAL UPGRADE CAO Hatcher reviewed the preliminary drawings of the proposed facility upgrades. This project has been identified in the 2024 Capital Programs for Community Services. 5.d.4 SERVICE CLUB SIGNS There is nothing new to report on this item at this time. 5.d.5 TRAIN STATION GUTTERS CAO Hatcher reviewed a quotation to repair and install guards over the rain gutters at the Train Station which appear to have been struck by a vehicle. Moved by: Councillor Brenan Seconded by: Councillor Nelson THAT Committee recommend to Council that Council accept the quotation of $5,905.25, HST included, from Gutte R Done Right Inc. to install screens on all gutters and replace a piece of damaged gutter at the Train Station. Motion Carried 5.d.6 VANDALISM POLICE FILES CAO Hatcher reviewed a memo from Facilities Manager Corkum concerning several incidents of vandalism at several town -owned facilities including Jubilee Hall, O'Connell Park comfort station and Leonard's Gate. CAO Hatcher indicated discussions are ongoing with the RCMP. Community Services Minutes Meeting #10-23 October 17, 2023 Page 5 of 7 5.e LANDSCAPE & BEAUTIFICATION 5.e.1 STREET ART - MURAL MAINTENANCE PROGRAM CAO Hatcher informed the Committee that the mural artist is completing the work to mural three of four. The fourth mural is expected to be completed before the end of October. 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 CONCEPT CAO Hatcher informed the Committee that this work is ongoing. The Administration is approaching landowners to solicit support for this project. 5.f RECREATION PROGRAMS 5.f.1 CHEERLEADING CAO Hatcher informed the Committee that registration is open to anyone who wishes to join the cheerleading program. Currently there are 20 participants with room for 5 more. Classes run from 6-7pm on Sundays and end on December 17th. It is believed this program will be near full complement in 2023. 5.g TOURISM 5.g.1 DESTINATION MARKET READINESS (DMR) Deputy Mayor Wilson reviewed the meeting held with Bremner and Associates who were brought into a special meeting of the Kings RSC Regional Destination Marketing Organization (RDMO) held October 17th. The group discussed the action matrix developed under this initiative and how the RDMO might be able to assume responsibility for several areas of this action plan, as appropriate. This concludes the final portion of this contract with this vendor. 5.g.2 UPPER BAY OF FUNDY DESTINATION DEVELOPMENT INITIATIVE CAO Hatcher reviewed details for the second edition of the Fundy Connects Tourism Summit scheduled for November 1 -3rd at Poley Mountain. Community Services Minutes Meeting #10-23 October 17, 2023 5.g.3 KINGS RSC - REGIONAL DESTINATION MARKETING ORGANIZATION Page 6 of 7 CAO Hatcher reviewed the minutes of the first meeting of the Regional Destination Marketing organization held on October 4th. Committee held a brief discussion. Minutes received and filed by Committee. 6. BUSINESS ARISING OUT OF MINUTES — NIL 7. NEW BUSINESS 7.a YMCA PEACE METALAWARDS BREAKFEST CAO Hatcher reviewed with Committee the Saint John YMCA Peace Medal awards breakfast invitation for 2023 to be held on November 15th, 2023, at the Saint John Delta. The Committee was advised that if anyone wished to attend that they contact Town Clerk Olesen or CAO Hatcher to arrange tickets for the event. Correspondence received and filed by Committee. 7.b DONATION REQUEST - 2023 GFL HOLIDAY PARTY RAFFLE CAO Hatcher reviewed with Committee the request for a donation for the 2023 GFL Holiday Party Raffle. Town Administration advised Committee that the Town supports this fundraising event with a modest donation of Town branded merchandise. Moved by: Mayor Thorne Seconded by: Councillor Maguire THAT the Town provide Town branded merchandise to support the 2023 GFL Holiday Party Raffle. Motion Carried 8. PERSONNEL — NIL 9. ACCOUNTS THAT the Committee recommend to Council that Council approve for payment the Community Services Committee accounts for the month of September 2023, totaling $141,083.50. 10. SCHEDULE FOR NEXT MEETING - NOVEMBER 21, 2023 The next regular scheduled meeting is November 21, 2023, at 6:00pm. Community Services Minutes Meeting #10-23 October 17, 2023 Page 7 of 7 11. ADJOURNMENT Moved by: Councillor Milner Seconded by: Deputy Mayor Wilson THAT this regular meeting of the Community Services Committee be adjourned Motion Carried COUNCILLOR MacLEOD, CHAIRPERSON S.M. HATCHER, P. ENG., CAO