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Home My Public Portal About2024-03-12 Community Services Committee Meeting MinutesCommunity Services Minutes Meeting #15-24 March 12, 2024 Present: Page 1 of 10 Sussex Minutes of Meeting of Community Services Committee #15-24 March 12, 2024 6:00 p.m. Mayor Thorne, Deputy Mayor Wilson, Councillor MacLeod - Chairperson, Councillor Milner — Vice Chairperson, Councillor Maguire, Councillor Brenan, Councillor Bobbitt Staff Present: Scott Hatcher, Chief Administrative Officer; Jason Thorne, Community Services Director; Heather Moffett, Treasurer 1. APPROVAL OF AGENDA Moved by: Councillor Brenan Seconded by: Councillor Maguire THAT the Committee approve the agenda as amended. The agenda was amended by adding under Presentations/Delegations: Luke Belyea - Noise Complaint Broad Street. 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 Moved by: Deputy Mayor Wilson Seconded by: Councillor Bobbitt THAT the Committee approve the Minutes of Meeting #14-24 as circulated. Motion Carried 4. PRESENTATIONS / DELEGATIONS Chairperson MacLeod welcomed Mr. Luke Belyea to the meeting. Mr. Belyea is a resident of Sussex and lives on Broad Street in the same building as the Spin North spin studio. Community Services Minutes Meeting #15-24 March 12, 2024 Page 2 of 10 Mr. Belyea explained to the Committee that the spin classes take place from 5:45am to 9:30pm, Monday to Friday with loud music and a constant booming sound. The noise from the spin classes is having an effect on his sleep as well as his children's. Mr. Belyea has talked to the building owner, Mr. Black, about how to co -exist in the same building. Mr. Belyea is looking for support from the Town to enforce the Town's nuisance by-law. Councillor Milner believes this complaint needs to be filed with the RCMP under the Criminal code of Canada. Mr. Belyea agreed to take a decibel reading at the property line on the street location and provide the reading to Town Administration. Chairperson MacLeod thanked Mr. Belyea for his presentation. 5. COMMUNITY SERVICES DIRECTOR'S REPORT 5.a ADMINISTRATION 5.a.1 2024 Community Services Overtime Details The Community Services Director reviewed the overtime details for the period of January 1st to February 28th, 2024, showing the Sports Centre over budget by 10.5 hours. 5.b COMMUNITY EVENTS 5.b.1 Events Management Committee The Events Management Committee held a regular meeting on February 22nd, 2024. Below are the requested motions: Moved by: Councillor Brenan Seconded by: Councillor Milner THAT the Committee recommend to Council that Council approve the closure of Perry Street on October 26th and 27th from 8:00am to 4:00pm daily to permit the hosting of the ECO Depot event by the Kings Regional Service Commission. Motion Carried Moved by: Deputy Mayor Wilson Seconded by: Councillor Babbitt THAT the Committee recommend to Council that Council authorize the Community Services Director to sign the special occasion permit application for the "Ellen's Tour" event scheduled to be held at Leonard's Gate on June 8th, 2024. Motion Carried Community Services Minutes Meeting #15-24 March 12, 2024 5.b.2 2024 TOWN EVENTS Page 3 of 10 The Community Services Director reviewed a summary of current events which the department is hosting: Event Date May 3 -5th May 16 May 30 June 8th June 27 July 11 July 25 July 26 August 22 Event Name Location Maritime Quarter Horse Association Asphalt Angels Car Show Asphalt Angels Car Show Ellens tour Asphalt Angels Car Show Asphalt Angels Car Show Asphalt Angels Car Show Rocking the Corner Asphalt Angels Car Show September 19 Asphalt Angels Car Show October 26-27 ECO Depot 5.b.3 Canada Day Canada Day is the largest civic pride event in Sussex, and the largest community event hosted by the Community Services Department staff. The day is comprised of family -oriented services offered by third -party vendors and coordinated by the Events & Programs Manager. Community Services Director Thorne is requesting approval to engage vendors for this year's Canada Day celebrations as follows: Moved by: Councillor Brenan Seconded by: Deputy Mayor Wilson THAT the Committee recommend to Council that Council approve the expenditure of $800 inclusive of HST for two face painters and supplies from Courtney Sayers as per their quotation dated March 1st, 2024. PLP Show Centre Arena Parking Lot Arena Parking Lot Leonard's Gate * Arena Parking Lot Arena Parking Lot Arena Parking Lot Ward 2 Amphitheatre Arena Parking Lot Arena Parking Lot Perry Street * Motion Carried Moved by: Councillor Bobbitt Seconded by: Deputy Mayor Wilson THAT the Committee recommend to Council that Council approve the expenditure of $8,251.25 inclusive of HST for commercial tent set use, AV equipment, and musical talent from Morris Music Ltd. as per their quotation dated February 20th, 2024. Motion Carried Community Services Minutes Meeting #15-24 March 12, 2024 Page 4 of 10 Moved by: Mayor Thorne Seconded by: Councillor Brenan THAT the Committee recommend to Council that Council approve the expenditure of $8,717.95 inclusive of HST for inflatables, games and staffing from Maritimes Event Rentals Inc. as per their quotation dated January 23rd, 2024. Motion Carried Moved by: Deputy Mayor Wilson Seconded by: Councillor Bobbitt THAT the Committee recommend to Council that Council approve the expenditure of $690 inclusive of HST for magic performance and ballon animals from Zap Magic c/o Kurt Fuerniss as per their quotation dated February 28th, 2024. Motion Carried Moved by: Councillor Milner Seconded by: Deputy Mayor Wilson THAT the Committee recommend to Council that Council approve the expenditure of $1,811.25 inclusive of HST for mobile axe throwing and staffing from Halimac Axe Throwing Fredericton as per their quotation dated February 23rd, 2024. Motion Carried 5.c COMMUNITY ORGANIZATIONS 5.c.1 Kings County Historical Society — Request for Support At the February Community Services Committee meeting, the Committee reviewed a request for financial support from the Kings County Historical and Archival Society. At this time, it was noted that the group was currently paying for the use of meeting space. It was suggested that perhaps a reasonable way to support this group would be to provide meeting space at no charge. The Administration met with Melanie Wade of the Society to discuss the group's needs, and to view the space at 1067 Main Street. Ms. Wade has requested the use of this space on April 20, May 18, and October 19. Under Policy CS -17: Recreation User Fees, the fees for these rentals would be $80 per rental, for a total of $240.00. Community Services Minutes Meeting #15-24 March 12, 2024 Page 5 of 10 Moved by: Mayor Thorne Seconded by: Deputy Mayor Wilson THAT the Committee recommend to Council that Council approve the sponsorship request from the Kings County Historical Society for a total of $240.00, subject to rental of the Ward Two Community Room for the same amount. Motion Carried 5.d FACILITIES OPERATIONS & MAINTENANCE 5.d.1 New Brunswick Cooling Tower Registry In July 2022 the province of New Brunswick announced changes to the Public Health Act requiring all owners of buildings with cooling towers to license their systems and adhere to standards to prevent the development and spread of legionnaires disease. Arena owners and municipalities were made aware of these regulations in late 2023. Committee is being asked to approve three quotations which will permit the administration to engage a private vendor to undertake the installation of a chemical treatment system at the 8th Hussars Sports Centre in order to achieve compliance with the Public Health Act and the Water Circulation Systems Regulation. The Administration solicited pricing from two vendors who work in this field. Below is a summary of the quotations received: I Company State Chemical T. Donovan & Sons Testing & Treatment Equipment (one time) $4,494.20 $6,346.62 Inspections Maintenance (Annual — variable) $6,254.85 $3,967.50 Chemistry (Annual — variable) $7,399.10 2,506.80 Total $18,148.15 $12,820.92 Community Services Minutes Meeting #15-24 March 12, 2024 Page 6 of 10 Moved by: Deputy Mayor Wilson Seconded by: Councillor Milner THAT the Committee recommend to Council that Council approve the expenditure of $12,820.92 inclusive of HST for chemical treatment equipment and testing services from T. Donovan & Sons as per their quotations dated February 14th, 2024. Motion Carried 5.d.2 Tennis Centre Expansion Project In 2023 Council received a grant of $108,000 from the Regional Development Corporation for the expansion of the tennis courts at the Hans Lammens Tennis Centre. The scope of work includes land preparation for an area to accommodate three future courts, fencing for this area, asphalt for one court, and a plexipave surface for that new court. Council has already approved a quotation from EJ Cunnigham Ltd for excavation and land preparation. In order to further advance this project, approvals are required to engage other contractors to complete the fencing, paving, and surfacing. Moved by: Councillor Milner Seconded by: Deputy Mayor Wilson THAT the Committee recommend to Council that Council approve the expenditure of $47,582.26 inclusive of HST for 842m2 of asphalt surfacing from Brown's Paving as per their quotation dated February 16th, 2024. Motion Carried Moved by: Councillor Milner Seconded by: Councillor Maguire THAT the Committee recommend to Council that Council approve the expenditure of $30,935.00 inclusive of HST to supply and install 9,052 sqft of 4 coat plexipave on new asphalt from Playteck Enterprises Inc. as per their quotation dated February 22nd, 2024. Motion Carried Community Services Minutes Meeting #15-24 March 12, 2024 Page 7 of 10 Moved by: Councillor Milner Seconded by: Deputy Mayor Wilson THAT the Committee recommend to Council that Council approve the expenditure of $40,865.25 inclusive of HST to supply and install 442' of 12' industrial galvanized chain link fencing from Eastern Fence Limited as per their quotation dated February 28th, 2024. Motion Carried 5.d.3 Intercolonial Railway Station Painting In 2023 the administration was informed by the tenant at Sully's Ice Cream that the Department of Health were requiring that the space they occupied required painting. Community Services Director Thorne is requesting authorization to engage a third -party vendor to complete this work. Moved by: Councillor Milner Seconded by: Councillor Bobbitt THAT the Committee recommend to Council that Council approve the expenditure of $6,900.00 inclusive of HST to supply and install new paint in the Sully's Ice Cream portion of the intercolonial train station from Sal's Contracting as per their quotation dated March 10th, 2024. Motion Carried 5.e LANDSCAPE & BEAUTIFICATION 5.e.1 Street Art — Mural Maintenance Program Committee is being asked to approve three mural maintenance agreements which will formalize the relationship between the town and the owners of four properties in Ward Two which house murals which were installed during the original mural project led by the now -defunct Kings East Development Partnership. The town is assuming maintenance responsibility of these murals for a 25 -year period. Moved by: Councillor Brenan Seconded by: Deputy Mayor Wilson THAT the Committee recommend to Council that Council authorize the Mayor and Town Clerk to sign the mural maintenance agreements for the properties at 4 Needle Street, 1149 Main Street, 1143 Main Street, and 10 Needle Street on behalf of the town. Motion Carried Community Services Minutes Meeting #15-24 March 12, 2024 5.f RECREATION PROGRAMS - NIL 5.g TOURISM — NIL 6. BUSINESS ARISING OUT OF MINUTES — NIL 7. NEW BUSINESS 7.a IOM PURCHASER SCOTT T-24-02 PORTABLE TOILET RENTAL Page 8 of 10 CAO Hatcher reviewed with Committee the memo from Purchaser Scott regarding Tender T-24-02, Portable Toilet Rental. The Committee held a brief discussion on the cost difference compared to 2023. The Committee requested an assessment report of total rental units be prepared for review of the Administration Committee held on March 14, 2024. Plaggenborgs Ltd. $58.65 Portable Toilets - 2026 2025 $57.45 2024 $57.45 2023 $25.30 Hand Sanitizer - 2026 $2.88 2025 $2.88 2024 $2.88 2023 $2.01 Accessible Unit - 2026 $78.89 2025 $70.44 2024 $70.44 2023 $54,63 Trailer Unit - 2026 $586.45 2025 $574.95 2024 $574.95 2023 $200.39 Moved by: Councillor Brenan Seconded by: Deputy Mayor Wilson THAT Committee recommend to Council that Council award the Tender T- 24-02 Portable Toilet Rentals from Plaggenborgs Ltd. at the rental rates for 2024, 2025 and 2026 being the lowest bidder meeting the specifications. Motion Carried Community Services Minutes Meeting #15-24 March 12, 2024 7.b NUTRIEN CIVIC CENTRE 7.b.1 MEETING MINUTES OCTOBER 2023 Page 9 of 10 CAO Hatcher informed the Committee that the Nutrien Civic Centre Board meeting minutes for the October 25, 2023; November 2, 2023, and November 30, 2023, have been received from the civic centre. The Committee held a brief discussion on each of the meetings and the importance of the minutes being received by Committee. The correspondence was received and filed by Committee. 7.c IOM PURCHASER SCOTT - TEMPORARY TRUCK LEASING 2024 CAO Hatcher reviewed with Committee Purchaser Scott's recommendation for temporary rental of two half ton trucks for the summer period for use by the Community Services Department. Moved by: Mayor Thorne Seconded by: Deputy Mayor Wilson THAT Committee recommend to Council that Council authorize Town Administration to secure the reservation for rental of two half ton trucks from April 1st to September 20th, 2024, with Econo Leasing Ltd. at the following pricing: - $1,275 monthly, plus HST - 3,500 km monthly free - $0.18 per km excess kilometers fee, plus HST Motion Carried 7.d 2024 MARITIME QUARTER HORSE SPONSORSHIP LETTER CAO Hatcher reviewed with Committee the 2024 Maritime Quarter Horse Association sponsorship letter. The Committee held a brief discussion on the current in -kind services provided by the Town. Moved by: Deputy Mayor Wilson Seconded by: Mayor Thorne THAT the correspondence from the Maritime Quarter Horse Association be received and filed. Motion Carried Community Services Minutes Meeting #15-24 March 12, 2024 Page 10 of 10 7.e EPILEPSY ASSOCIATION OF THE MARITIMES - PURPLE DAY 7.e.1 LETTER - Epilepsy Association of the Maritimes CAO Hatcher reviewed the request from the Epilepsy Association of the Maritimes to light the gates of O'Connell Park purple on March 26, 2024, in significance of Cassidy Megan's creation of Purple Day in 2008. The Committee agreed to light the O'Connell Park gates purple. 8. PERSONNEL - NIL 9. ACCOUNTS Moved by: Councillor Milner Seconded by: Councillor Brenan THAT the Committee recommend to Council that Council approve for payment the Community Services Committee accounts for the month of February 2024, totaling $83,145.38. Motion Carried 10. SCHEDULE FOR NEXT MEETING - TUESDAY APRIL 16, 2024, 6:00 PM 11. ADJOURNMENT Moved by: Councillor Milner Seconded by: Deputy Mayor Wilson THAT this regular meeting of the Community Services Committee be adjourned. Motion Carried 12. CLOSED SESSION — NIL i COUNC!'LLO S.M. HATCHER, P. ENG., CAO MacLEOD, CHAIRPERSON