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Home My Public Portal About2024-01-11 Administration Committee Meeting MinutesSussex Minutes of Meeting of Administration Committee 13-24 January 11, 2024 6:00 p.m. Present: Mayor Thorne, Deputy Mayor Wilson, Councillor Nelson, Councillor Brenan - Chairperson, Councillor Milner, Councillor MacLeod, Councillor Maguire - Vice Chairperson Staff Present: Scott Hatcher, Chief Administrative Officer, Heather Moffett, Treasurer, Tara Olesen, Town Clerk APPROVAL OF AGENDA Moved by: Deputy Mayor Wilson Seconded by: Councillor MacLeod 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 #12-23 Moved by: Councillor Milner Seconded by: Councillor Nelson THAT the Committee approve the minutes of meeting 12-23 as circulated. Motion Carried 4. DELEGATIONS There were no delegations present at the meeting. 5. BUSINESS ARISING OUT OF MINUTES 5.a LOCAL GOVERNANCE REFORM CAO Hatcher reviews with the Committee the fiscal report - State of Municipal and Regional Finances in New Brunswick. Administration Committee Minutes #13-24 2 This report is the report discussed at the Saturday seminar at the November 2023 UMNB conference with the Minister of Local Governance Reform Savoy. This report is a difficult read. CAO Hatcher also discussed the UMNB Press Release on the Fiscal Report as well as the UMNB 2023 Highlights of the Expert Financial Report. Correspondence and Fiscal Report received and filed by the Committee. 5.b RFP 2024-01 - 63 BROAD STREET DEVELOPMENT 5.b.1 LETTER - NEW BRUNSWICK ARCHITECTS ASSOCIATION CAO Hatcher reviews with the Committee the currently issued RFP 2024- 01 related to the development of 63 Broad Street on the land parcel owned by the Town. This RFP is scheduled to close on January 19th, at 3 pm local time. CAO Hatcher reviews with the Committee the letter received from the New Brunswick Architects Association. Brief discussion. The Committee received and filed RFP 2024-01 and the letter correspondence. 6. NEW BUSINESS 6.a KINGS REGIONAL SERVICES COMMISSION CAO Hatcher indicates to the Committee that the Town has received a copy of the approved 2024 Kings Regional Service Commission Budget. Correspondence received and filed by the Committee. 6.b 2024 CANADIAN NATIONAL AUTISM FOUNDATION - ADVERTISEMENT REQUEST. CAO Hatcher reviews with the Committee the advertisement request received from the 2024 Canadian National Autism Foundation. Brief discussion. Moved by: Councillor Milner Seconded by: Councillor MacLeod THAT the Committee recommends to Council that Council purchase a business card advertisement in the 2024 Canadian National Autism Foundation publication at a cost of $250 exclusive of HST. Administration Committee Minutes #13-24 6.c UNION OF NEW BRUNSWICK MUNICIPALITIES CAO Hatcher reviews with the Committee the correspondence received from UMNB providing more details on the 2023 membership rates. UMNB has also provided a membership letter related to the December 2023 discussion on the merger of UMNB and the Cities of New Brunswick Association (CNBA). This merger takes effect January 1, 2024, following a December 19, 2023, vote by both Boards of Directors of UMNB and CNBA. Brief discussion on the positive impact this merger will have on a united municipal voice in Fredericton. Correspondence received and filed by the Committee. 6td 1OM PNB 2024 PROCUREMENT THRESHOLDS SCHEDULE B2 CAO Hatcher advises the Committee of the Province of New Brunswick Procurement Thresholds, Schedule B2 as outlined in the interoffice memorandum from PNB. Correspondence received and filed by the Committee. 6.e DRAFT POLICY C-5; PROPOSED SPENDING LIMIT POLICY CAO Hatcher reviews with the Committee Town Administrations recommendation to consolidate Policy C-5 and Policy C-6 into a new/proposed Spending Limit Policy. Brief discussion on the reasoning and threshold changes recommended. Moved by: Councillor Milner Seconded by: Deputy Mayor Wilson THAT the Committee recommend to Council that Council adopt as presented Policy C-5 as the Town's new Spending Limit Policy. Motion Carried Moved by: Councillor Milner Seconded by: Deputy Mayor Wilson THAT the Committee recommend to Council that Council rescind Policy C6 of the former Town of Sussex. Motion Carried 6.f SMALL CLAIMS COURT DECISION - SUSSEX VS. BRIAN A. DAVIS CAO Hatcher reviewed with the Committee the Small Claims Action of Sussex vs Brian Davis to recover damages in public infrastructure due to a January 2023 collision of Mr. Davis's vehicle. Mr. Davis refused to Administration Committee Minutes #13-24 4 CAO Hatcher reviewed with the Committee the Small Claims Action of Sussex vs Brian Davis to recover damages in public infrastructure due to a January 2023 collision of Mr. Davis's vehicle. Mr. Davis refused to reimburse the Town on the costs of repair in March 2023 and the Town filed a small courts claim to seek recovery of the damage costs. Mr. Davis did not submit a Statement of Defense to the Courts. The Court provided an interim Judgement by default in September 2023. Town Administration attended a hearing on January 03, 2024, to secure a formal judgement against Mr. Davis. CAO Hatcher reviewed the Court's decision with the Committee. CAO Hatcher also advised Mr. Davis attended Town Hall on January 08, 2024, and voluntarily paid the entire costs of the damage claim as well as court fees to Sussex. This damage claim has reached a successful conclusion. Committee receives and files the correspondence. 6.g PORTAGE ATLANTIC 2024 FUNDING CAMPAIGN CAO Hatcher reviews with the Committee the additional information received from Portage Atlantic as requested by the Community Services Committee and the consideration of providing a donation of funds in the amount of $1,000 on behalf of Sussex. Moved by: Mayor Thorne Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council approve a $1,000 donation to the fund-raising campaign of Portage Atlantic to support youth addiction programming at their facility. Motion Carried 7 ACCOUNTS Moved by: Deputy Mayor Wilson Seconded by: Councillor MacLeod THAT the Committee recommends to Council that Council approve for payment Community Services accounts for the month of December 2023, totaling $53,221.25. Motion Carried Moved by: Deputy Mayor Wilson Seconded by: Councillor Nelson THAT the Committee recommends to Council that Council approve for payment Works Services accounts for the month of December 2023, totaling $556,799.29. Administration Committee Minutes #13-24 5 Moved by: Councillor Milner Seconded by: Councillor Nelson THAT the Committee recommends to Council that Council approve for payment Protective Services accounts for the month of December 2023, totaling $391,690.29. oion Carried oved by: Councillor MacLeod Seconded by: Councillor Milner THAT the Committee recommend to Council that Council approve for payment !the Administration accounts for the month of December 2023 totaling $45,178.49. otion Carried i 9. SCHEDULE FOR NEXT EETING The next regular meeting is scheduled for February 15, 2024, at 6 pm. 10. ADJOURNMENT Moved by: Councillor MacLeod • Seconded by: Councillor Nelson THAT this regular monthly meeting of the Administration Committee be adjourned. otion Carried COUNCILLOR ,BRENAN, CHAIRPERSON S.M. HATCHER, P. ENG., CAO