HomeMy Public PortalAbout2023-12-13 Administration Committee Meeting Minutes1
Sussex
Minutes of Meeting of Administration Committee
December 13, 2023
6:00 p.m.
Present:
Absent:
Staff Present:
Mayor Thorne, Deputy Mayor Wilson, Councillor Nelson,
Councillor Brenan - Chairperson, Councillor Milner, Councillor
MacLeod, Councillor Bobbitt, Councillor Maguire - Vice
Chairperson
Councillor MacLeod
Scott Hatcher, Chief Administrative Officer, Heather Moffett,
Treasurer, Tara Olesen, Town Clerk
1. APPROVAL OF AGENDA
Moved by: Councillor Bobbitt
Seconded by: Deputy Mayor Wilson
THAT the Committee approve the agenda as circulated.
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 #11-23
Moved by: Councillor Nelson
Seconded by: Councillor Bobbitt
THAT the Committee approve the minutes of meeting 11-23 as circulated.
Motion Carried
4. DELEGATIONS
There were no delegations present at the meeting.
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5. BUSINESS ARISING OUT OF MINUTES
5.a LOCAL GOVERNANCE REFORM
There was nothing new to report at this time.
6. NEW BUSINESS
6.a UMNB CORRESPONDANCE
6.a.1 UMNB CORRESPONDENCE - POLITICAL DONATIONS
CAO Hatcher reviews with Committee the UMNB correspondence
related to the new regulation on Political Donation.
Correspondence was received and filed by the Committee.
6.a.2 UMNB 2024 DUES CHART UPDATE 27-11-2023
CAO Hatcher reviews the UMNB dues chart that was updated
following the association AGM held in Fredericton on November 26,
2023
A brief discussion took place. Correspondence received and filed by
the Committee.
6.a.3 UMNB - UPCOMING CHANGES TO PROPERTY TAXATION
CAO Hatcher reviews with Committee the UMNB correspondence
related to the changes in property taxation to provide increased
property tax protection for property owners.
Correspondence received and filed by the Committee.
6.b ACOA PROJECT 219392 - AMENDMENT IN FUNDING
CAO Hatcher advises the Committee that ACOA has reviewed the Town
request for additional funding for the Trout Creek Pedestrian Bridge,
Project 219392, to provide an additional $250,000.00 in project funding. A
brief discussion follows.
Moved by: Councillor Milner
Seconded by: Councillor Nelson
THAT the Committee recommend to Council that Council authorize the
Mayor and Town Clerk to sign the agreement with ACOA for Project
219392 on behalf of Sussex.
Motion Carried
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6.c SUSSEX WASTEWATER TREATMENT FACILITY - RETIREMENT
OPTIONS
CAO Hatcher introduces the Sussex Wastewater Treatment Facility
(WVVTP) retirement options.
Treasurer Moffett provides an explanation of the need to complete this
review and the new requirements under the Public Sector Accounting
Standards to itemize the liability of ending and assessment, and how it is
accounted for in the Town's financial statements treated like amortization.
Treasurer Moffett is to provide the Committee with clarification and will
keep the Committee informed as this proceeds.
The Gemtec report was received and filed by the Committee.
6.d 2024 INSURANCE ASSESSMENT - GALLAGHER INSURANCE
CAO Hatcher advises the Committee that the 2024 insurance rates are
still not finalized as issues related to amalgamation throughout the
province are finalized.
The insurers have requested more information than normal. Given this,
Gallagher has provided a conservative insurance estimate used in the
Town's 2024 budget and the actual number will be subsequently adjusted
early in the new year.
Correspondence received and filed by the Committee.
6.e ELECTIONS NB - POLITICAL CONTRIBUTIONS
CAO Hatcher provides a copy of the correspondence received from
Elections NB related to the new regulation on Political Contributions.
The correspondence was received and filed by the Committee.
6.f IOM PURCHASER SCOTT - TENDER RECOMMENDATION UNIFORM
RENTAL
CAO Hatcher reviews with Committee the request for proposal submission
for RFP-02-23, along with purchases Scott's review and recommendation.
The RFP evaluation metric and scoring was reviewed by the Committee.
Moved by: Mayor Thorne
Seconded by: Councillor Bobbitt
THAT Committee recommend to Council that Council award RFP-02-23
uniform rental to Cintas Canada as the top-ranking proponent in both price
and overall evaluation.
THAT Council award to Cintas Canada a three (3) year contract in the
amount of $31,205.87 inclusive of HST with an option to extend the
contract annually for three (3) additional years.
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THAT Council approve the Advantage Program in the amount of $100.62
per year inclusive of HST to the contract amount to be added or removed
at any time throughout the term of the contract.
Motion Carried
7. PERSONNEL
7.a PROPOSED 2024 COUNCIL MEETING DATES
CAO Hatcher provides the Committee with the proposed 2024 Council meeting
dates.
The Committee requested that a PDF copy of the schedule be forwarded to each
member of Council.
Correspondence received and filed by the Committee.
8. ACCOUNTS
Moved by: Councillor Nelson
Seconded by: Councillor Milner
THAT the Committee recommend to Council that Council approve for payment
the Community Services accounts for the month of November totaling
$52,846.60.
Motion Carried
Moved by: Councillor Milner
Seconded by: Deputy Mayor Wilson
THAT the Committee recommend to Council that Council approve for payment
the Works accounts for the month of November totaling $1,506,186.20
Motion Carried
Moved by: Councillor Milner
Seconded by: Councillor Nelson
THAT the Committee recommend to Council that Council approve for payment
the Protective Services accounts for the month of November totaling $18,324.28
Motion Carried
Moved by: Councillor Bobbitt
Seconded by: Councillor Milner
THAT the Committee recommend to Council that Council approve for payment
the Administration accounts for the month of November totaling $28,375.67.
Motion Carried
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9. SCHEDULE FOR NEXT MEETING e JANUARY 11, 2024
10. ADJOURNMENT
Moved by: Councillor Milner
Seconded by: Deputy Mayor Wilson
THAT this regular monthly meeting of the Administration Committee be
adjourned.
Motion Carried
i9. CLOSED SESSION
COUNCILLOR BRENAN, CHAIRPERSON
S.M. HATCHER, P. ENG., CAO