The URL can be used to link to this page

Home My Public Portal About2023-10-19 Adminsitration Committee Meeting MinutesSussex Minutes of Meeting of Administration Committee 10-23 October 19, 2023 6:00 p.m. Present: Mayor Thorne, Deputy Mayor Wilson, Councillor Nelson, Councillor Brenan - Chairperson, Councillor MacLeod, Councillor Bobbitt, Councillor Maguire - Vice Chairperson Absent: Councillor Milner Staff Present: Scott Hatcher, Chief Administrative Officer, Heather Moffett, Treasurer, Tara Olesen, Town Clerk APPROVAL OF AGENDA Moved by: Councillor MacLeod Seconded by: Councillor Nelson THAT the Committee approve the agenda as amended. The agenda was amended by the addition of item 6(q) — Donations and item 6.b.2 for the policy title to read "2011-02". 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 #09-23 Moved by: Councillor Nelson Seconded by: Councillor Babbitt THAT the Committee approve the minutes of meeting 09-23 as circulated. 4. DELEGATIONS There were no delegations present at the meeting. 2 5. BUSINESS ARISING OUT OF MINUTES 5.a LOCAL GOVERNANCE REFORM CAO Hatcher advises the Committee that this is the first month in over a year where there was no correspondence related to the ongoing Local Government Reform. 6. NEW BUSINESS 6.a IOM TOWN CLERK OLESEN - POLICIES RECOMMENDATION Town Clerk Olesen reviews with Committee that Town Administration has been finalizing the consolidation of policies from the former Town of Sussex and former Village of Sussex Corner in effort to set a clear path forward for Council and staff of the new Sussex. The following policies have been reviewed by Town Administration and have been deemed redundant or unnecessary as the directive in the policies are already identified in current By-law practices or legislation. Moved by: Councillor MacLeod Seconded by: Deputy Mayor Wilson THAT Committee recommend to Council that Council rescind policy 2012-06 entitled "Employee Evaluations" and policy 2012-01 entitled "Prohibited Sales Activity" from the former Village of Sussex Corner. Motion Carried 6.b POLICIES RECOMMENDED TO BE RESCINDED 6.b.1 POLICY 2005-01 - HARASSMENT AND DISCRIMINATION CAO Hatcher requests the policy 2005-01 entitled "Harassment and Discrimination Policy" be rescinded. Moved by: Councillor Maguire Seconded by: Councillor Bobbitt THAT Committee recommend to Council that Council rescind policy 2005-01 entitled "Harassment and Discrimination Policy." Motion Carried 3 6.b.2 POLICY 2011-02 HEALTH AND SAFETY CAO Hatcher requests Committee consider the rescinding of policy 2011-02 entitled "Health and Safety". Moved by: Deputy Mayor Wilson Seconded by: Councillor MacLeod THAT Committee recommend to Council that Council rescind policy 2011-02 entitled "Health and Safety". Motion Carried 6.c DRAFT POLICY C-20 WORKPLACE HARASSMENT VIOLENCE CAO Hatcher requests the Committee review and approve the draft policy C-20 "Workplace Harassment Violence". Moved by: Deputy Mayor Wilson Seconded by: Councillor Bobbitt THAT Committee recommend to Council that Council adopt Policy C-20 "Workplace Harassment Violence" as presented. Motion Carried 6.d DRAFT POLICY P-13 JOINT HEALTH AND SAFETY TERMS OF REFERENCE Town Administration reviews with Committee the draft policy P-13 entitled "Joint Health and Safety Terms of Reference". A brief discussion followed. Moved by: Councillor Maguire Seconded by: Deputy Mayor Wilson THAT Committee recommend to Council that Council adopt policy C-13 entitled "Joint Health and Safety Terms of Reference" as presented. Motion Carried 6.e COVENTRY WALK SUBDIVISION CAO Hatcher reviews with Committee the progress of all three phases of the Coventry Walk subdivision. The Town and Developer have now reached a point where articles in the Developers agreement are triggered where the Town accepts the streets as Town streets and to reduce the subdivision to 15% of bonding held. 4 This will trigger a one-year warranty period and signal the end/full build out of the lots. 6.e.1 TOWN COST SHARING OF SERVICES - PHASE 3 CAO Hatcher reviews with Committee the developers request for the Town to pay its share of the development costs of Phase 3. This is the amount identified in the executed development agreement. A brief discussion followed. Moved by: Mayor Thorne Seconded by: Deputy Mayor Wilson THAT Committee recommend to Council that Council authorize the payment of $53,449.41 inclusive of HST as the Town's proportionate share of the services identified in the Coventry Walk Phase 3 Development Agreement. Motion Carried 6.e.2 BONDING RELEASE PHASE 1 CAO Hatcher reviews with Committee the Developers request that the Town release 100% of the Coventry Walk Subdivision Phase 2 - Thomas Lane. A brief discussion followed. Moved by: Deputy Mayor Wilson Seconded by: Councillor MacLeod THAT Committee recommend to Council that Council accept Thomas Lane as a Town street and refund the full amount of the $20,000.00 security/bonding amount for Coventry Walk Subdivision Phase 2. Motion Carried 6.e.3 BONDING RELEASE PHASE 3 CAO Hatcher reviews the Developers request to release 85% of the security/bonding amount in accordance with the Development Agreement and begin the 1 year warranty period. Moved by: Councillor MacLeod Seconded by: Councillor Nelson THAT Committee recommend to Council that the Town accept the Bryant Drive extension as a Town street and release 85% of the subdivision Phase 3 security in the amount of $34,000.00 of the $40,000.00 amount and to begin the one (1) year warranty period for Coventry Walk Subdivision Phase 3. Motion Carried 5 6.e.4 EASEMENT - BRYANT DRIVE CAO Hatcher reviews with Committee the easement document related to a drainage corridor on PID's #30353437 and #30353445 off of Bryant Drive. Moved by: Councillor Nelson Seconded by: Councillor Bobbitt THAT Committee recommend to Council that Council authorize the Mayor and Town Clerk to execute the drainage easement centered along the common property line of lots 59 and 60 on Bryant Drive extension, Phase 3, of the Coventry Walk Subdivision. Motion Carried 6.f 2024 GENERAL FUND AND UTILITY OPERATING BUDGETS 6.f.1 PRELIMINARY DISCUSSION 2024 Treasurer Moffett reviews with Committee the preliminary numbers in the formation of the 2024 General Fund Budget. Treasurer Moffett reviews with Committee the identified changes in the budget amounts for 2024. A lengthy discussion takes place on the preliminary budget numbers. 6.g Councillor Maguire would like to see a 2 -cent reduction as well as status quo on donations and a further look at non -tax revenue in 2024. Mayor Thorne recommends a more robust capital program on roads improvement. The following documents were received and filed by the Committee: -2024 Cost of Assessment -Tax base and core funding 2024 -NBDT&I Winter and Summer Rates on Provincial Highways PUBLIC ENGAGEMENT SESSIONS - MUNICIPAL PLAN SURVEY RESULTS CAO Hatcher reviews with Committee the report and survey results from the Public Engagement Sessions for the amendment of the Municipal Plan and Zoning By -Law for the new Town. A lengthy discussion followed. CAO Hatcher advises that Town Administration will set a private session with the Town Planner to review in detail the results as well as the draft Municipal Plan By -Law and future land use map. 6.h TRADEMARK RENEWAL - MURAL CAPITAL OF ATLANTIC CANADA CAO Hatcher advises the Town has secured its registered trademark as The Mural Capital of Atlantic Canada. Correspondence received and filed by the Committee. 6 6.i KINGS REGIONAL SERVICE COMMISION 6.i.1 LETTER KRC 2024 BUDGET CAO Hatcher and Treasurer Moffett review with Committee the draft 2024 Kings Regional Service Commission Budget sent for consultation. A lengthy discussion on the budget and service area took place. The budget lacks expenditures to undertake any meaningful work. Nothing is budgeted other than overhead for service areas without actually providing the service. 6.i.2 KRSC - DRAFT 2024 BUDGET - STAKEHOLDER CONSULTATION 6.i.3 VALLEY WATERS REVIEW - KRSC 2024 BUDGET The Committee reviews the Valley Waters letter related to that municipalities request for more information. It is believed at this point that the CEO of the Kings Regional Service Commission will respond to the Valley Waters letter/question. The consultation process will be 45 days ending at the next KRSC board meeting. 6.j IOM PURCHASER SCOTT - WIRELESS ACCOUNT RECOMENDATION CAO Hatcher reviews with Committee the recommendation received from Purchaser Scott on the Town wireless account. A brief discussion followed. Moved by: Councillor Maguire Seconded by: Councillor MacLeod THAT Committee recommend to Council that the Town accept the proposed wireless contract package and that Council authorize the Mayor and Town Clerk execute the contract on behalf of Sussex. Motion Carried 6.k WINTER MAINTENANCE FUEL ESCALATION RECOMMENDATION - WARD 2 Treasurer Moffett reviews with Committee the recommended fuel escalation review from the Ward 2 winter maintenance contractor. A brief discussion followed. Moved by: Deputy Mayor Wilson Seconded by: Councillor Nelson THAT Committee recommend to Council that Council authorize the 5% increase over the 2023 - 2024 winter maintenance period in the agreement between the Town and John Dysart Ltd. in the amount of $103,096.90 inclusive of HST. Motion Carried 7 6.1 SUSSEX DISTRICT CHAMBER OF COMMERCE 6.1.1 SUSSEX DISTRICT CHAMBER OF COMMERCE AWARDS NIGHT - NOVEMBER 16TH, 2023 CAO Hatcher reviews with Committee the upcoming Sussex District Chamber of Commerce awards night to be held at Poley Mountain on November 16, 2023. Town Administration requests those interested in attending with a guest advise Town Administration to secure tickets. 6.1.2 SUSSEX DISTRICT CHAMBER OF COMMERCE - LUNCH N' LEARN OCTOBER 18TH, 2023 Councillor MacLeod reviewed her notes on the October 16, 2023 Lunch and Learn session with the SDCC. Correspondence received and filed by the Committee. 6.m IOM PURCHASER SCOTT -ACCESSORY EQUIPMENT FOR NEW 1 TON CAO Hatcher reviews with Committee the recommendation from Purchaser Scott related to the purchase of the accessory equipment to outfit the recent purchase of the 1 -ton truck by the Town. CAO Hatcher also reviews the quotation to install a full white vinyl wrap. Moved by: Councillor MacLeod Seconded by: Councillor Nelson THAT Committee recommend to Council that Council accept the quotation from "Parts for Trucks" to purchase and install the plow, spreader, and body to upfit the 2023 Ford F-350 at a cost of $53,701.44 inclusive of HST. Motion Carried Moved by: Councillor Nelson Seconded by: Deputy Mayor Wilson THAT Committee recommend to Council that Council accept the quotation from "The Sign Shop" to supply and install a full white vinyl wrap in the amount of $3,336.10 inclusive of HST. Motion Carried 6.n PROJECT 219392 - ACOA PAYMENT ADVICE CAO Hatcher reviews with Committee a progress payment from ACOA for project no. 219392. Correspondence received and filed by the Committee. 6.o LETTER REQUESTING INVESTMENT - SUSSEX AND AREA SENIORS CENTRE CAO Hatcher reviews with Committee the letter received from the Sussex and Area Senior Centre requesting consideration for a capital improvement to the Jubilee Hall. A brief discussion followed. 8 Correspondence received and filed by the Committee. 6.p UMNB - THRONE SPEECH SUMMARY CAO Hatcher indicates the UMNB summary of the latest Throne Speech is provided for information. A brief discussion followed. Correspondence received and filed by the Committee. 6.q DONATIONS Councillor Maguire asks Town Administration for an update related to the cancellation of the Rising Tides Festival Event scheduled for Saturday October 21, 2023. Town Administration advises recovery of the $5000 in funding as a result of the event being moved to Riverview, N.B. Town Administration will keep the Committee advised of this item. 7. PERSONNEL 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 September, 2023 in the amount of $141,083,50 Motion Carried Moved by: Councillor MacLeod Seconded by: Councillor Bobbitt THAT the Committee recommend to Council that Council approve the Works Committee accounts for the month of September, 2023 in the amount of $628,482.41. Motion Carried Moved by: Councillor MacLeod Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council approve the Protective Services accounts for the month of September, 2023 in the amount of $13,923.36. Motion Carried Moved by: Councillor Bobbitt Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council approve for payment the Administration accounts for the month of September, 2023 totaling $48,401.69. Motion Carried 9 9. SCHEDULE FOR NEXT MEETING - NOVEMBER 23, 2023 The next regular scheduled meeting is November 23, 2023, at 6:00pm. 10. ADJOURNMENT Moved by: Councillor MacLeod Seconded by: Councillor Nelson THAT this regular monthly meeting of the Administration Committee be adjourned. Motion Carried COUNCILLOR RENAN, CHAIRPERS S.M. HATCHER, P. ENG., CAO