The URL can be used to link to this page

Home My Public Portal About2023-11-21 Community Services Committee Meeting MinutesCommunity Services Minutes Meeting #11-23 November 21, 2023 Page 1 of 7 Sussex Minutes of Meeting of Community Services Committee #11-23 November 21, 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; Jason Thorne, Community Services Director 1. APPROVAL OF AGENDA Moved by: Councillor Nelson Seconded by: Deputy Mayor Wilson 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 MEETING #10-23 Moved by: Councillor Brenan Seconded by: Deputy Mayor Wilson THAT the Committee approve the Minutes of Meeting #10-23 as circulated. Motion Carried 4. PRESENTATIONS / DELEGATIONS There were no delegations present at the meeting. Community Services Minutes Nieefing #11-23 November 21, 2023 Page 2 of 7 5. COMMUNITY SERVICES DIRECTOR'S REPORT 5.a ADMINISTRATION 5.a.1 DEPARTMENTAL OVERTIME DETAILS - OCTOBER 2023 The Community Services Director reviewed the overtime details for the period of January 1st to October 31st, 2023, showing the Sports Centre over budget by 71.25 hours, Parks & Playgrounds over budget by 36.25 hours and Community Services over budget by 20.25 hours. 5.b COMMUNITY EVENTS 5.b.1 EVENTS MANAGEMENT COMMITTEE REPORT The Community Services Director informed the Committee that the next Events Management Committee meeting is scheduled to be held on Thursday, November 23rd. Any recommendations coming from this meeting will be brought forward for consideration at the November 27th Committee of the Whole meeting. 5.b.2 2023 TOWN EVENTS The Community Services Director reviewed a summary of current events which the department is hosting: November 24 Nov. 24 - Dec. 15 November 24 December 2 December 8 December 23 December 24 December 31 Extended Public Skate (PD Days) 8th Hussars Winter Lights Contest Town Wide Mayor's Tree Lighting Rotary Amphitheatre Annual Santa Clause Parade Main Street Extended public Skate (PD Days) 8th Hussars Family Christmas Movie (1:00pm) 8th Hussars Annual Christmas Skate (11 am) 8th Hussars New Years Eve Skate (2pm) 8th Hussars 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: December 6 Remembrance Vigil Leonard's Gate December 7 Olde Tyme Christmas Leonard's Gate Community Services Minutes Meeting #11-23 November 21, 2023 Page 3 of 7 5.b.4 COMMUNITY INVESTMENT FUND GRANT The Community Services Director reviewed a letter of offer for consideration in the amount of $500 from the Regional Development Corporation's Community Development Fund in support of the Truth & Reconciliation Day events held in Sussex on September 30th. Moved by: Deputy Mayor Wilson Seconded by: Councillor Milner THAT Committee recommend to Council that Council authorize the Mayor and CAO to sign this letter of offer on behalf of the Town in the amount of $500 from the Regional Development Corporation's Community Development Fund in support of Truth & Reconciliation Day events held in Sussex on September 30th. Motion Carried 5.c COMMUNITY ORGANIZATIONS - NIL 5.d FACILITIES OPERATIONS & MAINTENANCE 5.d.1 MAINTENANCE ACTIVITIES - OCTOBER 2023 The Community Services Director reviewed screenshots of the work order details for the department for the period October 1st to October 31st, 2023. There were 157 work orders created, 159 were completed; 13 of the work orders were reactive and 144 were repeatable. There were 115 work orders pass, 4 flagged for follow-up, 0 fails, 106 on time and 64 overdue. 5.d.2 PLP CANTEEN - CAPITAL UPGRADE There is nothing new to report on this item at this time. 5.d.3 SERVICE CLUB SIGNS There is nothing new to report on this item at this time. 5.e LANDSCAPE & BEAUTIFICATION 5.e.1 STREET ART - MURAL MAINTENANCE PROGRAM The Community Services Director informed the Committee that the mural artist has completed the maintenance to the fourth mural. This concludes the work scheduled under the 2023 maintenance program. The Administration plans to complete a similar scope of work in 2024. Community Services Minutes Meeting #11-23 November 21, 2023 Page 4 of 7 The Administration has spoken to representatives from the Department of Tourism, Heritage and Culture concerning the longer -term plans for murals in Sussex. The Town was encouraged to work through the Arts & Culture Centre to request funding support to develop a term of reference for commissioning new artwork in the current fiscal year and also apply for funds to replace a mural in the following fiscal year. There will be more details to come. The Administration has spoken to the property owners of the four mural locations in Ward 2 and will be taking steps to formalize agreements for continuance of these mural sites in keeping with the steps taken in the former Town. The Committee held a brief discussion on the progress on each mural site in Ward 2. The work continues on establishing a new agreement with each property owner. 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 The Community Services Director informed the Committee that this work is ongoing. The Administration is continuing to approach landowners to solicit support for this project. 5.e.4 TENDER T-10-23 - FLOWERS 2024 The Community Services Director reviewed a memo from Purchasing Agent Scott concerning the results and recommendations of tender T- 10-23 which closed on November 2nd. Moved by: Mayor Thorne Seconded by: Deputy Mayor Wilson THAT Committee recommend to Council that Council accept the quotation of $16,971.99, HST included, from Farmer Brown's Greenhouse Ltd. as the lowest compliant bidder for tender T-10-23: Flowers 2024. Motion Carried Community Services Minutes Meeting #11-23 November 21, 2023 Page 5of7 5.f COMMUNITY SERVICES DEPARTMENT PROGRAMS 5.f.1 YOUTH CHRISTMAS PROGRAMS (5-9 YEAR OLDS) The Community Services Director informed the Committee that the following programs for youths aged 5-9 will be held in the community room of the arena on Saturdays starting at 11:00am. Registration is required, online registration is currently open. December 2 Cookie decorating December 9 Christmas craft December 16 Christmas games 5.f.2 YOUTH CHRISTMAS PROGRAMS (10-14 YEAR OLDS) The Community Services Director informed the Committee that the following programs for youths aged 10-14 will be held in the community room of the arena on Wednesdays starting at 6:00pm. Registration is required, online registration is currently open. November 29 December 6 December 13 December 20 Christmas karaoke Paint & Sip (hot chocolate bar) Christmas stocking making Christmas cookie baking and exchange 5.g TOURISM 5.g.1 DESTINATION MARKET READINESS (DMR) The Community Services Director informed the Committee that Administration has prepared a memo for closed session to provide an update on the non -motorized trail development. 5.g.2 RURAL UPPER FUNDY PARTNERSHIP INSTITUTE 5.g.2.1 Fundy Connects Summit The Community Services Director informed the Committee that this group held a successful second tourism summit at Poley Mountain from November 1 -3rd. There were approximately 75 attendees from around the region. 5.g.2.2 Canadian Geographic Article The Community Services Director reviewed an article that was included in the Canadian Geographic. Community Services Minutes Meeting #11-23 November 21, 2023 Page 6of7 5.g.3 KINGS RSC - REGIONAL DESTINATION MARKETING ORGANIZATION The Community Services Director reviewed the minutes of the Regional Destination Marketing Organization held on October 30th. The group is continuing to advance the brand development exercise and learn more about the Tourism Marketing Levy. 6. BUSINESS ARISING OUT OF MINUTES - NIL 7. NEW BUSINESS 7.a LETTER MS. SARAH SMITH - HOMELESSNESS, POVERTY CAO Hatcher and the Community Services Director reviewed with Committee the letter received from Ms. Sarah Smith relating to homelessness and poverty. CSD Thorne reviewed his conversation with Ms. Smith and her concerns and observations of these issues in Sussex. Mayor Thorne provided information that CSD Thorne could pass along to Ms. Smith. The Correspondence was received and filed by Committee. 7.b WALTER'S GARDEN - MAPLE AVENUE Mayor Thorne introduced the plaque concept that could be added to Walter's Garden off Maple Avenue. Moved by: Deputy Mayor Wilson Seconded by: Councillor Nelson THAT Committee recommend to Council that Council authorize Town Administration to solicit pricing for a commemoration plaque for Walter's Garden. Motion Carried 8. PERSONNEL — NIL Community Services Minutes Meeting #11-23 November 21, 2023 Page 7 of 7 9. ACCOUNTS Moved by: Councillor Milner Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council approve for payment the Community Services Committee accounts for the month of October, 2023, totaling $1125,997.14 Motion Carried 10. SCHEDULE FOR NEXT MEETING, DECEMBER 12, 2023, 6:00 PM. 11. ADJOURNMENT Moved by: Councillor Brenan Seconded by: Councillor Bobbitt THAT this regular meeting of the Community Services Committee be adjourned Motion Carried 12. CLOSED SESSION -- NIL COUNCILLOR MacLEOD, CHAIRPERSON S.M. HATCHER, P. ENG., CAO