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Home My Public Portal About2023-11-23 Administration Committee Meeting MinutesSussex Minutes of Meeting of Administration Committee 11-23 November 23, 2023 6:00 p.m. Present: Mayor Thorne, Deputy Mayor Wilson, Councillor Nelson, Councillor Brenan - Chairperson, Councillor Milner, Councillor MacLeod, Councillor Bobbitt, Councillor Maguire - Vice Chairperson Staff Present: Scott Hatcher, Chief Administrative Officer, Heather Moffett, Treasurer, Tara Olesen, Town Clerk APPROVAL OF AGENDA Moved by: Councillor Nelson Seconded by: Deputy Mayor Wilson THAT the Committee approve the agenda as amended. The agenda was amended with the addition of delegation Andrew Hunt. Motion Carried 2. DISCLOSURE OF CONFLICT OF INTEREST Chairperson Brenan, Councillor MacLeod and Councillor Nelson declared a conflict of interest on item 6(f) on the agenda. 3. APPROVAL OF MEETING MINUTES 3.a MEETING MINUTES #10-23 Moved by: Councillor MacLeod Seconded by: Councillor Milner THAT the Committee approve the minutes of meeting 10-23 as circulated. Motion Carried 4. DELEGATIONS 4.a ELIZABETH COLLINGS, RN - NURSING HOMES WITHOUT WALLS Ms. Elizabeth Collings is welcomed to the Committee by Chairperson Brenan. Ms. Collings introduces her colleague Sam Corbett attending with her. ADMINISTRATION COMMITTEE MEETING 11-23 NOVEMBER 23, 2023 • Highlights the program Nursing Homes Without Walls at Kiwanis Nursing Home. • Activities • In home visits for resources. • Trying to partner with community businesses and the Town. • November 5th was the first visit by seniors. • Budget of up to 10 visitors. • Just starting the program. Mayor Thorne suggested the age friendly community program be undertaken by Community Services Committee and that the Director of Community Services pursue the requirements of Sussex. Brief discussion. Chairman Brenan thanks Ms. Collings and Mr. Corbett for their presentation. 4.b 358 ST GEORGE STREET - TERMS AND CONDITIONS CHANGE 4.b.1 COUNCIL RESOLUTION - HEARING OF OBJECTIONS Chairman Brenan welcomes Andrew Hunt to the meeting. CAO Hatcher reviews with the Committee the requested increase in R4 apartment units from 40 to 42 per building. Given the representations made to the public during the initial rezoning, town administration recommends a public hearing be scheduled to advise the public of the change in number of units. Moved by: Councillor Maguire Seconded by: Mayor Thorne THAT the Committee recommends to Council that Council undertake the following resolution: WHEREAS Council has enacted Zoning By-law Amendment, By-law #1350-21-03" for a portion of the property bearing P.I.D. #00265041, to permit High Density Residential ("R4") on a portion of these lands; AND WHEREAS the developer has submitted an amended development proposal altering the number of residential units by the addition of two (2) units per building, BE IT RESOLVED that the Council for the Town of Sussex, sets a Council meeting of January 15th, 2024, at 6:30pm in the Municipal Office, 524 Main Street, Sussex, NB as the date, time and place for the ADMINISTRATION COMMITTEE MEETING 11-23 NOVEMBER 23, 2023 3 Public Hearing of Consideration of Objections to the amended development proposal. Motion Carried 4.c REZONING REQUEST - 377 MAIN STREET Andrew Hunt introduces the request of Cambridge Equity and application to rezone 377 Main Street. CAO Hatcher reviews the concept sketches, Draft By-laws and the necessary resolution if Committee recommends to proceed. Mayor Thorne spoke on the housing needs in Sussex. Moved by: Mayor Thorne Seconded by: Deputy Mayor Wilson WHEREAS Council has considered revising By-law #1350-21, "Town of Sussex Zoning By-law" for a portion of the property bearing P.I.D. #00267666, to permit High Density Residential ("R4") on these lands. BE IT RESOLVED that the Council for the Town of Sussex, directs that an appropriate by-law be prepared to adopt a revised Zoning By-law, that the by-law be referred to the Planning Advisory Committee for their views; that the public notice requirements of the Community Planning Act be fulfilled with respect to the proposed by-law by setting a Council meeting of January 11, 2024 at 6:00 pm in the Municipal Office, 524 Main Street, Sussex, N.B. as the date, time and place for the Public Presentation of Council's intent to adopt a revised Municipal Plan By- law and sets a Council meeting of February 20, 2024 at 6:30pm in the Municipal Office, 524 Main Street, Sussex, NB as the date, time and place for the Public Hearing of Consideration of Objections to the proposed by-laws. Motion Carried 5. BUSINESS ARISING OUT OF MINUTES 5.a LOCAL GOVERNANCE REFORM 5.a.1 LETTER FROM THE 3 ASSOCIATIONS, ON REFORM NEXT STEPS CAO Hatcher reviews with the Committee the correspondence from Association francophone des municipalites du Nouveau -Brunswick, Cities of New Brunswick Association and the Union of Municipalities of New Brunswick regarding local governance reform. Correspondence received and filed by the Committee. ADMINISTRATION COMMITTEE MEETING 11-23 NOVEMBER 23, 2023 4 5.b DEVELOPERS AGREEMENT - LUCY CREIGHTON CAO Hatcher reviews with the Committee the Developer's Agreement between Sussex and Lucy Creighton for PID 30355564, 30355572 and 30355580. The Planning Advisory Committee has reviewed the agreement as per the requirements of the Community Planning Act and have no concerns or comment. Moved by: Councillor Bobbitt Seconded by: Deputy Mayor Wilson THAT the Committee recommend to Council that Council authorize the Mayor and Town Clerk to sign the Development Agreement between Sussex and Lucy Creighton for lands on the Dutch Valley Road having PID 30355564, 30355572 and 30355580. Motion Carried 5.c VALLEY WATERS BUDGET QUESTIONS KRSC CAO Hatcher reviewed with the Committee the response to the RSC Budget comments from Valley Waters for the Committee's information. This item was mistakenly omitted from the Economic Development and Long -Range Planning Committee's agenda. 6. NEW BUSINESS 6.a MUNICIPAL CAPITAL BORROWING BOARD - 2024 MEETING DATES Correspondence received and filed by the Committee. 6.b LETTER UMNB - LETTER TO PREMIER HIGGS, HAF FUNDING Correspondence received and filed by the Committee. 6.c UMNB FALL CONFERENCE - NOVEMBER 24 - 26 2023, FREDERICTON, NB CAO Hatcher provides the Committee with a tentative schedule for the upcoming UMNB conference in Fredericton as well as the proposed resolutions for the Annual General Meeting. 6.d IOM TREASURER MOFFETT - 3RD QUARTER STATEMENT OF REVENUE AND EXPENDITURES Treasurer Moffett reviews with the Committee the 3rd Quarter Statement of Revenue and Expenditures ending September 30, 2023. The budgeted amounts for the revenue and expenditures are the annual budget for each classification. ADMINISTRATION COMMITTEE MEETING 11-23 NOVEMBER 23, 2023 5 Revenue — General Fund is $2,680,837, of which $2,029,012 is the warrant and unconditional grant. Services Provided to Other Governments are expected to be within budget, however the designated highway funds were not yet received by September 30th. Sale of Services is back on track with our first year with no covid related losses of revenue. A total of $32,359 was received for sports centre and recreation programs. Other Revenues from Own Sources A total of $95 was received for animal licenses, $30 for taxi licenses, and $38,563 in building permits in the 3rd quarter. Due to the high bank prime interest rate, the town has received a total of $249,891 in interest to date. Of that, the reserves have earned $175,759 and the remainder of $74,132 is for general investment revenue. Expenditures — General Fund total expenditures for the period were $1,780,523 with $677,850 in purchase orders outstanding. Protective Services are within budget for the quarter. Transportation services are overall over budget having spent 81.1% of the 2023 budget as of September 30th, with another $205,718 in outstanding purchase orders. The following are codes of interest: Vehicle fuel Major equipment repairs Meal allowance Winter sand Salt Asphalt Annual Actual Budget YTD $ 74,100 $ 49,824 30,000 16,391 8,500 5,306 4,500 0 90,000 96,466 140,000 174,677 % of Annual Budget 67.2% 54.6% 62.4% 0.0% 107.2% 124.8% Sponsorships and Grants to date is $17,204.25. This includes $6,750 to memorials and local community organization and $9,500 to sports organizations, of which $3,500 was received from Sussex & Area Community Foundation and provided to Sussex Disc Golf Association. All other services are within budget for the quarter. Capital expenditure was $597,377 for the quarter, with $1,580,000 in additional outstanding purchase orders. Utility Fund total revenue for the quarter is $735,786 with total expenses of $488,025. The outstanding accounts receivable for the ADMINISTRATION COMMITTEE MEETING 11-23 NOVEMBER 23, 2023 former town utility fund as of September 30th is $668,197 and is broken down as follows: 2023 2022 2021 Prior Outstanding $ 668,302 $ 105 $ 0 $ 0 6.e IOM TREASURER MOFFETT - PROFESSIONAL DEVELOPMENT REQUEST. Treasurer Moffett reviews with the Committee her request for approval for online professional development. Moved by: Deputy Mayor Wilson Seconded by: Councillor MacLeod THAT the Committee recommends to Council that Council authorize Treasurer Moffett to register for a number of online, on -demand seminars through CPA Canada to a maximum of $1,500. Motion Carried 6.f IOM TREASURER MOFFETT - CHRISTMAS GIFT CERTIFICATES Chairman Brenan, Councillor Nelson, Councillor MacLeod, CAO Hatcher, Town Clerk Olesen, Treasurer Moffett declare conflict of interest and leave the room for the entirety of the discussion. Deputy Mayor Wilson assumes the chair for this item. Moved by: Councillor Bobbitt Seconded by: Councillor Milner THAT the Committee recommend to Council that Council provide $40 gift certificates from local grocery stores to the following staff and volunteers: • PAC members. (12) • Crosswalk Guard. (1) • EMO Coordinator. (1) • Volunteer Firefighters (30) • Permanent Staff (40) Motion Carried Councillor Brenan, Councillor Nelson, Councillor MacLeod, Treasurer Moffett, Town Clerk Olesen and CAO Hatcher returned to the meeting. 6.g TOWN CREST CREATION - CHIEF HERALD OF CANADA CAO Hatcher reviews with the Committee the process to create a new town crest and flag through the Chief Herald of Canada. ADMINISTRATION COMMITTEE MEETING 11-23 NOVEMBER 23, 2023 Lengthy discussion on the creative process backgrounder and the tips provided by the Chief Herald to assist the town as a petitioner. Information received and filed by the Committee. 6.h DECEMENTFEST 2023 6.h.1 DECEMENTFEST 2023 - INVITATION CAO Hatcher reviews the invitation received from Concrete Atlantic for Mayor and Council to attend the 2023 Decementfest to be held in Moncton on December 4th, 2023. Correspondence received and filed by the Committee. 6.i WARD 2 WELL 3 PUMP REPLACEMENT RECOMMENDATION CAO Hatcher reviews with the Committee the merits of installing a new pump on the Ward 2- Well 3 as part of the Town's remediation. Brief Discussion on the process and request. Moved by: Deputy Mayor Wilson Seconded by: Councillor Nelson THAT the Committee recommends to Council that Council authorize the purchase and installation of the new 6" 10 hp 150gpm well pump from Bill Kyte Well Drilling in an amount not to exceed $23,285.78 inclusive of HST. Motion Carried 7. PERSONNEL 7.a CHRISTMAS KETTLE CAMPAIGN 2023 CAO Hatcher advises the Committee that the Town has provided assistance for the 2023 Christmas Kettle Campaign and that all time requests have been met by the Town. 7.b IOM TOWN CLERK OLESEN - APPEALS COMMITTEE APPOINTMENT Town Clerk Olesen reviews with the Committee the recommendation that Richard Sullivan be appointed to the Dangerous & Unsightly Premises Appeals Committee during the temporary absence of Michael Cummings. Moved by: Councillor MacLeod Seconded by: Councillor Nelson THAT the Committee recommends to Council that Council that Richard Sullivan be appointed to the Dangerous & Unsightly Premises Appeals Committee pursuant to By-law #701-19 a By-law Respecting the Occupancy Standards for Residential Properties within Sussex during the temporary absence of Michael Cummings ADMINISTRATION COMMITTEE MEETING 11-23 NOVEMBER 23, 2023 8 Motion Carried 8. ACCOUNTS Moved by: Deputy Mayor Wilson Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council approve for payment the Community Services accounts for the month of October 2023 totaling $125,997.14. Motion Carried Moved by: Councillor MacLeod Seconded by: Councillor Milner THAT the Committee recommend to Council that Council approve for payment the Works Committee accounts for the month of October 2023 totaling $666,939.22. Motion Carried Moved by: Deputy Mayor Wilson Seconded by: Councillor Milner THAT the Committee recommend to Council that Council approve for payment the Protective Services accounts for the month of October 2023 totaling $476,893.82. Motion Carried Moved by: Councillor MacLeod Seconded by: Councillor Bobbitt THAT the Committee recommend to Council that Council approve for payment the Administration Committee accounts for the month of October 2023 totaling $54,089.24. Motion Carried 9. SCHEDULE FOR NEXT MEETING - WEDNESDAY DECEMBER 13, 2023 The next regular meeting is scheduled for December 14th, 2023, at 6 pm. ADMINISTRATION COMMITTEE MEETING 11-23 NOVEMBER 23, 2023 10. ADJOURNMENT Moved by: Councillor MacLeod Seconded by: Councillor Bobbitt THAT this regular monthly meeting of the Administration Committee be adjourned. Motion Carried COUNCI OR BRENAN, CHAIRPERSON S.M. HATCHER, P. ENG., CAO