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Home My Public Portal About2024-01-09 Community Services Committee Meeting MinutesCommunity Services Minutes Meeting #13-24 January 9, 2024 Page 1 of 8 Sussex Minutes of Meeting of Community Services Committee #13-24 January 9, 2024 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 Milner 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, #12-23 Moved by: Deputy Mayor Wilson Seconded by: Councillor Brenan THAT the Committee approve the Minutes of Meeting #12-23 as circulated. Motion Carried 4. PRESENTATIONS / DELEGATIONS There were no delegations present at the meeting. Community Services Minutes Meeting #13-24 January 9, 2024 Page 2 of 8 5. COMMUNITY SERVICES DIRECTOR'S REPORT 5.a ADMINISTRATION 5.a.1 DEPARTMENTAL OVERTIME DETAILS The Community Services Director reviewed the overtime details for the period of January 1st to December 31st, 2023, showing the Sports Centre over budget by 58.25 hours, Parks & Playgrounds over budget by 36.25 hours and Community Services over budget by 24.25 hours. 5.a.2 SUMMER STUDENTS 2024 The Community Services Director informed the Committee that applications for summer students are now being accepted through the Town website. Councillors are advised to direct interested candidates to the Town website. 5.a.3 POLICY CS -17, SCHEDULE A - PROGRAMS The Community Services Director reviewed a copy of Policy CS -17: Schedule A1 - Programs showing the proposed programs and associated cost recovery targets, fees, and resident rebates for the ball hockey program. Moved by: Councillor Brenan Seconded by: Councillor Bobbitt THAT Committee recommend to Council that Council approve Policy CS -17: Schedule A1 - Programs. Motion Carried 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 2024 TOWN EVENTS There are no town hosted events on the calendar for January. 5.b.3 2024 PARTNER EVENTS There are no further partner events planned at this time. Community Services Minutes Meeting #13-24 January 9, 2024 Page 3 of 8 5.b.4 2023 CHRISTMAS LIGHTS CONTEST The Community Services Director informed the Committee that the winners of the 2023 Winter Lights Contest were as follows: 1st Place - 36 Stewart Avenue ($100 Sobeys gift card) 2nd Place - 91 Queen Street ($75 Sobeys gift card) 3rd Place - 955 Main Street ($50 Sobeys gift card) 5.c COMMUNITY ORGANIZATIONS 5.c.1 AGE FRIENDLY COMMUNITIES The Community Services Director informed the Committee that Administration met with Elizabeth Collings, RN to discuss the Nursing Homes without Borders and Age -Friendly Communities initiative that she is advancing on behalf of Kiwanis Nursing Home. With Committee agreement, Administration will work with Ms. Collings to establish a working group to advance these initiatives at a community level. 5.d FACILITIES OPERATIONS & MAINTENANCE 5.d.1 DECEMBER 2023 MAINTENANCE ACTIVITIES The Community Services Director reviewed screenshots of the work order details for the department for the period December 1st to December 31st, 2023. There were 258 work orders created, 261 were completed. There were 134 work orders pass, 2 flagged for follow-up, 0 fails, 151 on time and 71 overdue. 5.d.2 WARD 1 FIELD HOUSE - CAPITAL PLANNING There is nothing new to report on this item at this time. 5.d.3 SPORTS CENTRE 5.d.3.1 CALENDAR OF EVENTS The Community Services Director informed the Committee that the following events are scheduled to take place at the 8th hussars Sports Centre: January 20-21 March 2 March 23 March 29-31 March 31 SMH Novice Jamboree SSC Clinic (Kurt Browning- Elvis Stojko) SSC Ice Show SMH Provincials (TBD) Ice Season Ends Community Services Minutes Meeting #13-24 January 9, 2024 Page 4 of 8 5.d.3.2 ICE SPONSORSHIP PROGRAM The Community Services Director reviewed a report showing the ice sponsorships received to date. Staff continue to follow up with area businesses to solicit support. 5.d.3.3 COOLING TOWER REGISTRY - 8TH HUSSAR'S SPORTS CENTRE The Community Services Director informed the Committee that Administration is aware of the new provincial regulations concerning cooling towers in New Brunswick and is working to prepare a recommendation for Council consideration. 5.d.4 WARD 2 - FIELD HOUSE AND COMPLEX The Community Services Director reviewed a memo concerning actions planned by staff to reconcile some property use/agreement issues that exist with the lands housing the Ward 2 field house, amphitheatre and other community assets. Moved by: Mayor Thorne Seconded by: Councillor Bobbitt THAT Committee recommend to Council that Council approve that staff move forward to secure a new agreement with ASDS and Sussex Minor Baseball to reflect the current community assets in the Ward 2 field house and complex. Motion Carried 5.d.5 COMMUNITY EMO SHELTER UPGRADES The Community Services Director reviewed a quotation from Stiles Plumbing Ltd. to build and furnish the new ADA compliant washroom in the Community Services Department building (1067 Main Street). This project was included in the grant application for funding support for the shelter operations at this location. Moved by: Mayor Thorne Seconded by: Councillor Nelson THAT Committee recommend to Council that Council accept the quotation from Stiles Plumbing Ltd. to build and furnish the new ADA compliant washroom in the Community Services Department building (1067 Main Street) in the amount of $25,713.64, HST included. Motion Carried Community Services Minutes Meeting #13-24 January 9, 2024 Page 5 of 8 5.e LANDSCAPE & BEAUTIFICATION 5.e.1 STREET ART - MURAL MAINTENANCE PROGRAM 5.e.1.1 WARD 2 - NOVATION AGREEMENTS The Community Services Director informed the Committee that Administration has requested the Town solicitor prepare novation agreements for the four mural sites in Ward 2. There is nothing new to report on this item at this time. 5.e.1.2 PUBLIC ART POLICY - ARTS CENTRE NB The Community Services Director reviewed a letter confirming a grant of $7,000 under the Strategic Initiatives Fund- Arts Wellness Component. These funds will be used to engage a consultant to develop a Public Art Policy. The Administration is requesting to contribute $1,000 to this project through AX. In the short term this project will guide the engagement of an aboriginal artist to replace the artwork on the library building. In the longer term, this policy will feed into a broader Cultural Policy to be developed at a later date. Moved by: Councillor Brenan Seconded by: Councillor Nelson THAT Committee recommend to Council that Council approve a contribution of $1,000 to the Arts and Culture Centre of Sussex in support of the development of a Public Art Policy. Motion Carried 5.e.1.3 MURAL REMOVAL - 10 NEEDLE STREET The Community Services Director informed the Committee that Administration has requested a quotation from mural artist Evelyn Flynn for the removal (painting over) of the mural at 10 Needle Street. 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. Community Services Minutes Meeting #13-24 January 9, 2024 Page 6 of 8 The Community Services Director informed the Committee that this work is ongoing. 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 YEARS) 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 1st. January 10 Paint and sip (hot chocolate) January 24 Entry level baking/making and exchange 5.f.2 YOUTH PROGRAMS (5-9 YEARS) 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 1st. January 13 Arts and crafts January 27 Group games 5.f.3 YOUTH CHEER PROGRAMS (5-12 YEARS) 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 16th. New session starts January 29th. 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 BAY OF FUNDY PARTNERSHIP INITIATIVE The Community Services Director reviewed the final report of the Upper Bay of Fundy Rural Region Destination Development Project - Phase Two. The next steps for the project are outlined on pages 15 and 16, under the three year workplan. 5.g.3 KINGS RSC - REGIONAL DESTINATION MARKETING ORGANIZATION There is nothing new to report on this item at this time. Community Services Minutes Meeting #13-24 January 9, 2024 Page 7 of 8 6. BUSINESS ARISING OUT OF MINUTES — NIL 7. NEW BUSINESS 7.a PORTAGE ATLANTIC REQUEST FOR FUNDING CAO Hatcher introduced the request for a donation of $1,000 in support of Portage Atlantic's programs. The Committee held a brief discussion on the merits of contributing to the programs in light of the recent delegation in December and January on the drug issues the community is facing. The Committee requested that this item be placed on the Administration Committee agenda for Thursday, January 11th. 7.b SUSSEX FUNDY FEST 2024 CAO Hatcher and CSD Thorne reviewed the sponsorship request received from the 2024 Sussex Fundy Fest organizers. Committee held a brief discussion on the Town policy and where sponsorship would only be considered for events within the municipal boundaries of Sussex. Moved by: Councillor Brenan Seconded by: Councillor Milner THAT the Committee file the correspondence. Motion Carried 7.c 2023 SUSSEX REGIONAL LIBRARY BOARD HIGHLIGHTS CAO Hatcher reviewed with Committee the 2023 Sussex Regional Library Board highlights brochure. This document was handed out at the Christmas social to acknowledge the volunteer service at the library. The Committee held a brief discussion on the highlights which indicated that 26,840 people visited the library in 2023 which is an increase of 10,000 from 2022. There are 693 new members, up 130 new members compared to 2022. There were 53,903 items borrowed from the library and reading club programs for 439 children. The library community outreach includes Roachville, Apohaqui, Norton and Belleisle. The library is a valued learning and regional programming facility as well as a social gathering place. The Correspondence was received and filed by Committee. Community Services Minutes Meeting #13-24 January 9, 2024 Page 8 of 8 7.d AIM FIRE - SAINT JOHN, DISTRICT MEDICAL OFFICER OF HEALTH, COMMUNITY GARDENS 7.d.1 DR. KIMBERLY BARKER, DISTRICT MEDICAL OFFICER OF HEALTH CAO Hatcher reviewed correspondence received through the District Medical Office of Health, Dr. Barker on the Department of Health guidelines for growing edible gardens. The Committee held a brief discussion. The correspondence was received and filed by Committee. 8. PERSONNEL - NIL 9. ACCOUNTS THAT the Committee recommend to Council that Council approve for payment the Community Services Committee accounts for the month of December 2023, totaling $53,221.25. 10. SCHEDULE FOR NEXT MEETING, TUESDAY FEBRUARY 13, 2024. 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 COUNCILLIC}R- cLEOD, CHAIRPERSON S.M. HATCHER, P. ENG., CAO