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Home My Public Portal About2023-12-12 Community Services Committee Meeting MinutesCommunity Services Minutes Meeting #12-23 December 12, 2023 Page 1 of 7 Sussex Minutes of Meeting of Community Services Committee #12-23 December 12, 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; Heather Moffett, Treasurer 1. APPROVAL OF AGENDA Moved by: Councillor Brenan 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 #11-23 Moved by: Deputy Mayor Wilson Seconded by: Councillor Nelson THAT the Committee approve the Minutes of Meeting #11-23 as circulated. Motion Carried Community Services Minutes Meeting #12-23 December 12, 2023 Page 2 of 7 4. PRESENTATIONS 1 DELEGATIONS 4.a MS. LEDA KUIN - WARMING SHELTERS FOR HOMELESS Chairperson MacLeod welcomed Leda Kuin to the meeting to discuss the issue of homelessness in Sussex. Ms. Kuin was unsure of the number of homeless people in the area but knows from what she has seen and read on social media that there is a need for the community to come together to provide for the needs of the homeless, including a warming shelter. Ms. Kuin spoke on one idea to provide a trailer that could accommodate six individual sleeping areas. The trailer would need a place or land to set up and provide power but not sewer. One suggestion is next to the Agricultural Museum. Service groups could play a large role in making the idea happen as it would require many volunteers. Mayor Thorne held a lengthy discussion on the overwhelming issue and the need for a not for profit or government lead agency to spearhead this initiative. There would need to be an agency to quantify the issue and the need within Sussex. A discussion was held on the merits of first contacting Social Services to quantify the client base that would be present in the Sussex area. A discussion was also held on the role of the Regional Service Commission and the realization that the new mandate is currently just beginning. The Committee requested that Town Administration contact the Miramichi City to discuss their model to scale costs in that city. 4.b MS. SARAH SMITH Chairperson MacLeod welcomed Sarah Smith to the meeting to speak on her letter dated November 17, 2023, regarding homelessness and poverty in Sussex. Ms. Smith indicated that the latest request through the Salvation Army is for tents and shelters, and they feel there is approximately 20 people in need. Ms. Smith shared some of her ideas on ways of helping the homeless such as a van or facility to serve hot drinks, a designated van for warming and distributing necessities such as blankets, a dedicated manager of homeless and housing development, and a homeless shelter to offer warmth and safety to the homeless which would require finding a location for a three-month period somewhere in Sussex. Ms. Smith indicated that she currently has 8 people willing to volunteer to do something and has contacted the MLA's office for support. Community Services Minutes Meeting #12-23 December 12, 2023 Page 3 of 7 Chairperson MacLeod believes a letter from Sussex Council to Provincial Social Development to identify the issue in Sussex and request assistance in the Town is required. 4.c MS. LYNNE SOMERVILLE Lynne Sommerville also attended the Committee meeting and wanted to add that the issue of homelessness is a wake-up call and attended the meeting to learn more about the issue of homelessness in Sussex. The number of homeless people she is hearing is between five and thirty. Ms. Sommerville believes she can speak to Social Development regarding these issues. Chairperson MacLeod thanked all the presenters that took the time this evening to help Sussex understand the issues. 5. COMMUNITY SERVICES DIRECTOR'S REPORT 5.a ADMINISTRATION 5.a.1 DEPARTMENTAL OVERTIME DETAILS -- NOVEMBER 2023 The Community Services Director reviewed the overtime details for the period of January lst to November 30th, 2023, showing the Sports Centre over budget by 81.25 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 There is nothing new to report on this item at this time. 5.b.2 2023 TOWN EVENTS The Community Services Director reviewed a summary of current events which the department is hosting: December 23 Family Christmas Movie (1 pm) 8th Hussars December 24 Annual Christmas Skate (11:30am) 8th Hussars December 31 New Year's Eve Skate (2pm) 8th Hussars 5.b.3 2023 PARTNER EVENTS There are no further partner events planned at this time. 5.c COMMUNITY ORGANIZATIONS - NIL Community Services Minutes Meeting #12-23 December 12, 2023 Page 4of7 5.d FACILITIES OPERATIONS & MAINTENANCE 5.d.1 MAINTENANCE ACTIVITIES - NOVEMBER 2023 The Community Services Director reviewed screenshots of the work order details for the department for the period November 1st to November 30th, 2023. There were 242 work orders created, 252 were completed; 59 of the work orders were reactive and 183 were repeatable. There were 131 work orders pass, 4 flagged for follow-up, 3 fails, 119 on time and 97 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.d.4 SUSSEX REGIONAL LIBRARY - 2023 COMPUTER PURCHASES The Community Services Director reviewed a memo from Purchasing Agent Scott concerning the purchase of two Dell Optiplex Micro desktop computers for the library from IMP Solutions for a cost of $2,161.66, HST included. These items were included in the 2023 General Fund Budget. Moved by: Deputy Mayor Wilson Seconded by: Councillor Brenan THAT Committee recommend to Council that Council accept the recommendation from Purchasing Agent Scott for two Dell Optiplex Micro desktop computers from IMP Solutions for a cost of $2,161.68, HST included, for the library. Motion Carried 5.e LANDSCAPE & BEAUTIFICATION 5.e.1 STREET ART - MURAL MAINTENANCE PROGRAM The Community Services Director informed the Committee that Administration has requested that the Town solicitor prepare novation agreements for the four mural sites in Ward 2. The Administration has worked with the Executive Director of AX to prepare an application under the Strategic Initiatives Fund (Wellness Component) to solicit funds to support engaging a consultant to develop a Public Art Policy which will then feed into a broader Cultural Policy to be developed at a later date. Community Services Minutes Meeting #12-23 December 12, 2023 Page 5 of 7 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 - MAIN STREET WEST. 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.f COMMUNITY SERVICES DEPARTMENT PROGRAMS 5.f.1 YOUTH PROGRAMS (10-14 YEAR OLDS) The Community Services Director informed the Committee that the following programs will be held in the community room of the arena on Wednesdays starting at 6:00pm. Registration is required, online registration will be open January lst. January 10 Paint and sip (hot chocolate) January 24 Entry level baking/making and exchange 5.f.2 YOUTH PROGRAMS (5-9 YEAR OLDS) The Community Services Director informed the Committee that the following programs will be held in the community room of the arena on Saturdays starting at 11:00am. Registration is required, online registration will be open January lst. January 13 Arts and crafts January 27 Group games 5.f.3 YOUTH CHEER PROGRAM (5-12 YEAR OLDS) The Community Services Director informed the Committee that the cheerleading program will be held in the community room of the arena on Sundays starting at 6:00pm. Registration is required, online registration will be open January 1st or before. New session starts January 14th. 5.g TOURISM 5.g.1 DESTINATION MARKET READINESS (DMR) There is nothing new to report on this item at this time. 5.g.2 RURAL UPPER FUNDY PARTNERSHIP INITIATIVE There is nothing new to report on this item at this time. Community Services Minutes Meeting #12-23 December 12, 2023 Page 6 of 7 5.g.3 KINGS RSC - REGIONAL DESTINATION MARKETING ORGANIZATIONS There is nothing new to report on this item at this time. 6. BUSINESS ARISING OUT OF MINUTES- NIL 7. NEW BUSINESS 7.a WALTER'S GARDEN 7.a.1 BRASS PLAQUE - PROOF CAO Hatcher reviewed with Committee the rendering of the plaque to commemorate Walter's Garden. The Committee reviewed the wording, granite and concrete mount to be fabricated and installed. The estimated cost is $1,904, HST included. Moved by: Mayor Thorne Seconded by: Councillor Maguire THAT Committee recommend to Council that Council accept the estimate from Nelson Monuments in the amount of $1,904, HST included, for the plaque to commemorate Walter's Garden. Motion Carried 7.b ALZHEIMER'S AWARENESS MONTH - JANUARY 2024 The Committee reviewed the request from the Alzheimer's Society of New Brunswick to declare January 2024 as Alzheimer's Awareness month in Canada. The Committee requested that Community Services Department Tight the gates of O'Connell Park in blue to raise Alzheimer's awareness and requested Town Administration to procure Forget Me Not pins. 7.c KRSC -- SUSSEX REGIONAL LIBRARY COST SHARING AGREEMENT CAO Hatcher reviewed with Committee the recommended draft Cost - sharing Agreement with Kings Regional Service Commission and the Town related to the Sussex Regional Library. The Committee held a brief discussion. Community Services Minutes Meeting #12-23 December 12, 2023 Page 7 of 7 Moved by: Councillor Brenan Seconded by: Councillor Nelson THAT Committee recommend to Council that Council authorize Deputy Mayor Wilson and Town Clerk Olesen to execute the Sussex Regional Library Cost -Sharing Agreement on behalf of Sussex. Motion Carried 8. PERSONNEL 9. ACCOUNTS THAT the Committee recommend to Council that Council approve for payment the Community Services Committee accounts for the month of November 2023, totaling $52,846.60. 10. SCHEDULE FOR NEXT MEETING - JANUARY 09, 2024, 6:O0pm 11. ADJOURNMENT Moved by: Councillor Milner Seconded by: Deputy Mayor Wilson 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