Loading...
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. 5 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 7 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 9 Motion Carried