HomeMy Public PortalAbout2024-02-15 Administration Committee MeetingSussex
Minutes of Meeting of Administration Committee
14-24
February 15, 2024
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
The agenda was amended by the removal of item 6k Planning Services
Quotation - Dillon Consulting and replaced with item 6k Rezoning Application 377
Main Street.
Moved by: Councillor MacLeod
Seconded by: Councillor Nelson
THAT the Committee approve the agenda as amended.
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 #13-24
Moved by: Councillor Milner
Seconded by: Councillor Nelson
THAT the Committee approve the minutes of meeting 13-24 as circulated.
Motion Carried
Administration Committee Meeting
February 15, 2024
Meeting #: 14-24
4. DELEGATIONS
4.a DILLON CONSULTANTS - JENNIFER BROWN - PROPOSED
MUNICIPAL PLAN AND ZONING BYLAW
Chairman Brenan welcomes Town Planner Jennifer Brown to the meeting.
Ms. Brown of Dillon Consultants presents to Committee the planning
process to implement a Municipal Plan and new Zoning By-law for the
new Community.
Highlights on the presentation include the sentiment that it is not a brand-
new Municipal Plan or Zoning By-law, but rather amendments for
consolidating the Rural Plan into the new Municipal Plan By-law. Dillon is
presently in the process of developing the drafting of the amendments and
future land use map.
Ms. Brown provides the purpose of a Municipal Plan, which includes
flexible guidelines, having a guide for economic development direction,
provides direction and guidance for a Zoning By-law, and the benefits of
having the plan prepared in consultation with residents and stakeholders.
Ms. Brown indicates that the Zoning By-law is implemented in the
Municipal Plan. It facilitates orderly development and minimizes land use
conflict by providing detailed guidelines and standards for development,
and by having the municipality divided into zones with specific
requirements.
Ms. Brown reviews the engagement session that was completed
throughout August and September 2023. There were 100 survey
participants for the online survey, but limited attendance at the open
houses. Common themes that they heard were such as an engaging and
complete Town Centre. There is interest in seeing Sussex grow, and the
desire to maintain a strong downtown core and Village character areas.
Business development and expansion was also of interest. Residents are
interested in business attraction and retention, generating job
opportunities, and improving the process for businesses looking to
relocate to Sussex.
In regard of infrastructure and transportation, improved transportation
options, enhanced accessibility and safety, as well as concerns about
traffic congestion were noted. The engagement also brought forward the
topic of housing affordability and diversity. There was feedback on the
maintenance of properties, and interest in increased access to affordable
units for households of all sizes. Rent control is of interest, and the need
of supporting and promoting a variety of housing types for future needs.
Community enhancement, public safety, and climate change and
sustainability were also common themes with highlights on preserving the
natural areas of Town environment, improved policing services, and
request for increased Municipal sustainability initiatives.
Administration Committee Meeting
February 15, 2024
Meeting #: 14-24
Ms. Brown provides the purpose of the updates to capture the new
Municipal Boundary to provide consistent land use framework throughout
the new municipality.
There is a detailed review of each section of the Municipal Plan proposed
amendments, as well as a detailed review of the Zoning By-law proposed
amendments.
Ms. Brown detailed the next steps in the updates of the future Land Use
and Zoning map from Staff review, as well as the Legislative process to
ensure public and Council review.
There was a lengthy period of questions and answers on various topics,
including:
- Flood Mapping
- Residential Uses
- Exclusions in the Downtown core and Residential areas.
- Process to review shelter locations and the necessary public process to
review future applications.
Chairman Brenan thanks Planner Jennifer Brown for her presentation and
the work to date on the Town's new Municipal Plan By -Law.
5. BUSINESS ARISING OUT OF MINUTES
5.a LOCAL GOVERNANCE REFORM
5.a.1 CCBF FUNDING - FORMER LSD AREAS
CAO Hatcher reviews with Committee the received correspondence
dealing with the CCBF Funding scenarios for the next phase of the
program.
Information received and filed by the Committee.
5.a.2 2024 CCBF ALLOCATIONS
Information received and filed by the Committee.
5.a.3 IOM CAO HATCHER - CCBF SCENARIOS
Information received and filed by the Committee.
5.a.4 REGIONAL LAND USE PLANNING - DISCUSSION PAPER
CAO Hatcher reviews with Committee the Regional Land Use Planning
discussion paper. A brief discussion takes place on the interesting PNB
initiative in the Kings Regional Service Commission.
Correspondence received and filed by the Committee.
Administration Committee Meeting
February 15, 2024
Meeting #: 14-24
6. NEW BUSINESS
6.a SUSSEX OPT OUT CONFIRMATION - CIRCULAR MATERIALS
CAO Hatcher reviews with the Committee a letter of receipt from Circular
Materials confirming Sussex's intention to opt -out of contraction with
Circular Materials.
Correspondence received and filed by the Committee.
6.b ACOA PROJECT 219392 - PAYMENT CLAIM 3
CAO Hatcher reviews with Committee the payment confirmation from
ACOA related to the third claim for the Pedestrian Bridge Project.
Correspondence received and filed by the Committee.
6.c MUNICIPAL REVIEW STATISTICS - ASSESSMENT REFERALS
CAO Hatcher reviews with Committee the 3rd quarter 2023 Municipal
Review Statistics.
Correspondence received and filed by the Committee.
6.d SUSSEX COMMUNITY HEATH CARE UPDATE - FEBRUARY 05, 2024
6.d.1 MEET THE BOARD HORIZON HEALTH - INVITATION
CAO Hatcher provides to Committee the February 5, 2024 Sussex
Community Health Centre Update. A brief discussion is held on the
progress made.
CAO Hatcher also reviews the Town's invitation to meet the Board of
the Horizon Health network on February 22 in Saint John, N.B. Anyone
wishing to attend is asked to confirm with the Town Clerk's office to
RSVP.
Correspondence received and filed by the Committee.
6.e UMNB - LETTER RELATED TO PROPERTY TAX ASSESSMENTS
CAO Hatcher advises of the recent letter sent to Minister Wilson related to
the Property Tax Assessment by UMNB.
Correspondence received and filed by the Committee.
6.f UMNB BULLETIN - FEBRUARY 06 2024
CAO Hatcher advises of the inaugural 1.5 -day event entitled "UMNB
Advocacy Days 2024" scheduled for March 20 and 21 in Fredericton.
Administration Committee Meeting
February 15, 2024
Meeting #: 14-24
Anyone interested in attending are asked to contact the Town Clerk's
office to commence the RSVP process.
Correspondence received and filed by the Committee.
6.g MOFFETT SUBDIVISION - CREATION OF A PUBLIC STREET
CAO Hatcher reviews with Committee the creation of an additional 811m2
of Moffett Avenue public street and a 6 meter wide Local Government
Service Easement.
Moved by: Councillor Bobbitt
Seconded by: Councillor Nelson
THAT the Committee recommend to Council that Council assent to the
Moffett Subdivision Plan dated January 4, 2024 pursuant to section 88 of
the Community Planning Act, RSNB Ch. 19, 2017 and authorize the Town
Clerk to stamp the plan for registration.
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Motion Carried
6.h SAINT JOHN BIG BROTHERS - BIG SISTERS
6.h.1 BOWL FOR KIDS SAKE INVITATION
The Committee reviewed correspondence of upcoming events in 2024
undertaken by Saint John Big Brothers - Big Sisters.
Correspondence received and filed by the Committee.
6.h.2 MEGA BIKE INVITATION
Correspondence received and filed by the Committee.
6.i PROFESSIONAL DEVELOPMENT - TOWN CLERK
CAO Hatcher reviews a request from Town Clerk Olesen regarding a
professional certification in Local Government Administration. Town Clerk
Olesen is seeking approval to register for the Mastering Social Media &
Cyberbullying workshop that is to be held virtually on February 27-29 for a
cost of $546.25 inclusive of HST, as part of the Municipal Management
training program.
Moved by: Councillor Milner
Seconded by: Mayor Thorne
THAT the Committee recommend to Council that Council approve Clerk
Olesen's request to register for the Mastering Social Media &
Cyberbullying workshop held virtually from February 27 - 29 for a cost of
$546.23 inclusive of HST, as part of the Municipal Management training
program.
Motion Carried
Administration Committee Meeting
February 15, 2024
Meeting #: 14-24
6.j IOM PURCHASER SCOTT - TENNIS COURT EXPANSION,
EXCAVATION QUOTATION
CAO Hatcher reviews with Committee an IOM from Purchaser Scott
regarding the excavation quotations for the Tennis Court expansion
project.
The quotes were as follows, inclusive of HST:
E. J. Cunningham Ltd. $43,125.00 March 31, 2024
Sussex Excavators (2010) Ltd. $76,322.86 March 4, 2024
It is recommended by Purchaser Scott to request Council approval to
engage E. J. Cunningham Ltd. for the excavation work required to expand
the Hans Lemmens Tennis Centre for a total cost of $43,125.00, inclusive
of HST.
Moved by: Councillor Nelson
Seconded by: Councillor Maguire
THAT the Committee recommend to Council that Council approve to
engage E.J. Cunningham Ltd. for the excavation work required to expand
the Hans Lemmens Tennis Centre for a total cost of $43,125.00, inclusive
of HST.
Motion Carried
6.k REZONING APPLICATION 377 MAIN STREET
CAO Hatcher advises the Developer has withdrawn the zoning application
for 377 Main Street. Town Administration requested that the Committee
confirm the withdrawal by motion.
Moved by: Councillor Milner
Seconded by: Councillor Nelson
THAT the Committee recommend to Council that Council accept the letter
from the property owners Cambridge Equity Holdings Inc. to withdraw their
application for the rezoning of 377 Main Street.
Motion Carried
Administration Committee Meeting
February 15, 2024
Meeting #: 14-24
6.1 WATER DISTRIBUTION SYSTEM MODELING - ANALYSIS, GEMTEC
FEE PROPOSAL
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CAO Hatcher reviews with Committee a fee proposal received from
Gemtec Consulting Engineers to complete a Sussex Water Distribution
System Model and to complete an analysis of the existing system.
Moved by: Deputy Mayor Wilson
Seconded by: Councillor MacLeod
THAT the Committee recommend to Council that Council accept the fee
proposal from Gemtec Consulting Engineers in the amount of $80,300.00,
exclusive of HST, to complete a Water Distribution System Model/Analysis
pursuant to the fee proposal dated February 13, 2024.
Motion Carried
7. PERSONNEL
7.a 2024 STUDENT WAGE POLICY - MINIMUM WAGE CHANGES APRIL
01, 2024
CAO Hatcher reviews with Committee the recommended 2024 student
wage policy as a result of the changes to minimum wage effective April 1,
2024.
Moved by: Councillor Nelson
Seconded by: Councillor Bobbitt
THAT the Committee recommend to Council that Council adjust as
presented the 2024 Student Wage Policy.
Motion Carried
7.b DRAFT JOB DESCRIPTION - EVENTS AND PROGRAMS MANAGER
CAO Hatcher reviews with Committee the proposed job description of the
Events and Programs Manager in the Community Services Department. A
brief discussion follows.
Moved by: Councillor Milner
Seconded by: Councillor MacLeod
THAT the Committee recommend to Council that Council approve the job
description of the Events and Programs Manager as presented.
Motion Carried
Administration Committee Meeting
February 15, 2024
Meeting #: 14-24
7.c SDCC - LUNCH AND LEARN, JANUARY 24 2024
Councillor MacLeod reviews with Committee the recent Sussex and
District Chamber of Commerce Lunch -and -Learn event held on January
2024.
Correspondence received and filed by the Committee.
8. ACCOUNTS
Moved by: Councillor MacLeod
Seconded by: Councillor Nelson
THAT the Committee recommend to Council that Council approve for payment
the Community Services accounts for the month of January 2024 totaling
$158,085.87.
Motion Carried
Moved by: Councillor Bobbitt
Seconded by: Deputy Mayor Wilson
THAT the Committee recommend to Council that Council approve for payment
the Works accounts for the month of January 2024 totaling $1,522,179.30
Motion Carried
Moved by: Councillor Nelson
Seconded by: Councillor MacLeod
THAT the Committee recommend to Council that Council approve for payment
the Protective Services accounts for the month of January 2024 totaling
$59,564.48.
Motion Carried
Moved by: Councillor Milner
Seconded by: Councillor MacLeod
THAT the Committee recommend to Council that Council approve for payment
the Administration accounts for the month of January 2024 totaling $204,556.17.
Motion Carried
Administration Committee Meeting
February 15, 2024
Meeting #: 14-24
9. SCHEDULE FOR NEXT MEETING - MARCH 14, 2024
10. ADJOURNMENT
Moved by: Councillor Nelson
Seconded by: Councillor MacLeod
THAT this regular monthly meeting of the Administration Committee be
adjourned.
COUNCILLOR BRENAN, CHAIRPERSON
S.M. HATCHER, P. ENG., CA
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Motion Carried