HomeMy Public PortalAbout2024-03-14 Administration Committee Meeting MinutesSussex
Minutes of Meeting of Administration Committee
March 14, 2024
6:00 p.m.
Present:
Absent:
Staff Present:
Mayor Thorne, Deputy Mayor Wilson, Councillor Brenan -
Chairperson, Councillor Milner, Councillor MacLeod, Councillor
Bobbitt, Councillor Maguire - Vice Chairperson
Councillor Nelson
Scott Hatcher, Chief Administrative Officer, Heather Moffett,
Treasurer, Tara Olesen, Town Clerk
1. APPROVAL OF AGENDA
Moved by: Deputy Mayor Wilson
Seconded by: Councillor MacLeod
THAT the Committee approve the agenda as amended. The agenda was
amended by the addition of item 4(c) Richard Pearson who will be speaking on
item 6(i).
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 #14-24
Moved by: Councillor Milner
Seconded by: Councillor Maguire
THAT the Committee approve the minutes of meeting #14-24 as circulated
Motion Carried
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4. DELEGATIONS
4.a ASCEND LLP - 2023 FINANCIAL AUDIT, ANDREW TURNBULL
Chairperson Brenan welcomes Mr. Andrew Turnbull of the firm Ascend
LLP.
Mr. Turnbull provides the Committee with his responsibilities as an
independent auditor of Sussex. He indicates management maintains a
system of internal controls designed to provide reasonable assurance that
the assets are safeguarded, and transactions are properly authorized and
recorded in compliance with legislative and regulatory requirements as
well as reliable financial information is available on a timely basis for
preparation of the financial statements.
The consolidated financial statements have been audited by Ascend LLP,
independent at external auditing, appointed by Sussex.
Mr. Turnbull outlines the responsibilities of his firm related to the audit and
the draft 2023 financial statements as of December 31, 2023. Mr. Turnbull
advises the consolidated financial statements comprise the consolidated
statement of financial position presented fairly in all material respects the
consolidated financial position of Sussex as of December 31, 2023 and
the results of its consolidated operations, change in net assets and its
cash flows for the year end in accordance with the Canadian Public Sector
Accounting Standards.
Mr. Turnbull thanks Treasurer Moffett for her assistance and open and
timely access to Sussex's financial records.
Mr. Turnbull advises the Committee that his audit is unqualified.
Mr. Turnbull highlights the auditor responsibilities for the Audit of the
consolidated financial statements and his review of the 2023 financial
records for Sussex. He highlights note 2, page 8, opening balances of the
former entities.
Note 16, Asset Retirement Obligation, is highlighted. Recognition of future
retirement of an existing asset in 2023, the asset retirement of the sewage
treatment facility. Each future year there should be a review of asset
retirement obligations.
Mr. Turnbull highlights note 19 related to a "subsequent event" related to
the February 29, 2024 flood.
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The highlights of the consolidated Statement of Financial position as of
December 31, 2023 are as follows:
- Financial assets up 12% in 2023
- Liability up $3M at year end including new asset retirement obligation
- Net financial assets are $1.280M
- The town is in an accumulated surplus position.
- 4.2% debt ratio is well below the allowable 20%
Statement of Operations are as follows:
- $15M revenue in Sussex and $3.1M over budget
- Expenditure over $600K to $12,997,394
- Finished the year with an accumulated surplus at yearend of
$42,622,323.
A brief discussion on the draft 2023 financial statements took place.
Councillor Maguire questions if there could be a breakdown of the reserve
account for each of the former entities in accordance with the Local
Governance Reform Legislation.
Chairman Brenan thanks the staff for their participation in the work
necessary to complete this audit.
Mayor Thorne speaks to the strengths of the Town's financial position.
Chairman Brenan thanks Mr. Turnbull for his audit presentation.
4.b STEPHANIE MAH TROTTIER - CLAYTON DEVELOPMENTS LTD.
Chairperson Brenan welcomes Ms. Stephanie Mah Trottier of Clayton
Development and Jeremy Howley of Prestige Homes located in Sussex to
speak on the items listed under item 6.g.
Ms. Mah Trottier outlines their development proposed for their vacant
property located at 15 Marble Street.
Clayton Development is a division of the Shaw Group of companies and is
partnering with Prestige Homes in Sussex, another company in the Shaw
Group. Their proposal is to rezone their property from R3 to R4 to
accommodate 11 additional units. All other R3 requirements of the Town
Zoning By -Law are met.
The proposed development is a mix of 1 and 2 bedroom apartment units.
Prestige Homes in Sussex needs housing for their own employees, and
Mr. Howley advises that Prestige is in need of an additional 40 skilled
workers in Sussex.
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This project is a research and development project for Clayton
Developments to introduce modular construction and erection of the
apartment units on site in modules.
The proposal is to develop high quality and affordable housing, lowering
rental costs by introducing modular construction, adjusting the size of
apartment units, and project impact by adding the third floor.
Ms. Mah Trottier provides landscape options and optional site plans as
part of the discussion.
A lengthy discussion follows. The Committee offers a positive response for
the zoning proposal.
Chairperson Brenan thanks Ms. Mah Trottier and Mr. Howley for their
presentation.
4.c MR. RICHARD PEARSON BY-LAW REQUESTS, BY-LAW 701-24, 1100-
24 AND 151-23
Chairperson Brenan welcomes Mr. Richard Pearson to the meeting.
Mr. Pearson indicates that he has spoken to Building Inspector Butcher
regarding certain things that are exempt from requiring a building permit.
Mr. Pearson feels as though he has been impacted by the types of By-
laws he is speaking on. He reviews his belief on entry's conducted by a
building inspector.
Next, he speaks on habitual space vs non -habitual space. Mr. Pearson
believes this change should not be part of a by-law.
A lengthy discussion ensues on the reasoning behind the Building By-law,
By-law 151-23, enacted back in the Spring of 2023.
Chairman Brenan thanks Mr. Pearson for his presentation to the
Committee.
5. BUSINESS ARISING OUT OF MINUTES
5.a LOCAL GOVERNANCE REFORM
5.a.1 REGIONAL LAND USE PLANNING IN NEW BRUNSWICK
CAO Hatcher reviews with Committee the information related to the
Local Governance Reform on the upcoming discussion paper on
Regional Land Use Planning in New Brunswick and the draft Local
Governance Commission Act.
Correspondence received and filed by the Committee.
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5.a2 DRAFT LOCAL GOVERNANCE COMMISSION ACT
Draft of the Local Governance Commission Act was reviewed by the
Committee.
6. NEW BUSINESS
6.a 2023 AUDITED FINANCIAL STATEMENTS
Review of the 2023 Audited Financial Statements took place during Mr.
Andrew Turnbull's presentation, item 4.a.
6.b UNION OF MUNICIPALITIES NEW BRUNSWICK
6.b.1 UMNB PRE BUDGET SUBMISSION 2024
CAO Hatcher reviews with Committee the UMNB pre -budget
submission from UMNB to PNB in lead up to the 2024-2025 Provincial
Budget.
6.b.2 UMNB ADVOCACY DAYS 2024
CAO Hatcher advises of the upcoming inaugural 2024 UMNB
Advocacy Days. Information has been received and filed by the
Committee.
6.b.3 UMNB LETTER TO MINISTER SERVICE NEW BRUNSWICK
CAO hatcher reviews with Committee the UMNB letter sent to the
Minister responsible for Service New Brunswick.
The Committee also reviewed the template letter provided by UMNB if
any member of the Municipality wish to send their own correspondence
to Minister Wilson.
Correspondence received and filed by the Committee.
6.c ACOA LETTER PROJECT 219392 - CLAIM APPROVAL
The ACOA claim approval letter has been received and filed by the
Committee.
6.d INVITATION - WE BELEIVE
The Committee requested further information on the "We Believe"
invitation and requests that the item be placed on the agenda of the
Committee of the Whole meeting scheduled for Monday, March 18, 2024.
6.e IOM TREASURER MOFFETT - 2024 DEBENTURE REQUIREMENTS
Treasurer Moffett reviews with Committee the 2024 Debenture
Requirement followed by a brief discussion on the requirement for each
area of operation.
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Councillor Maguire requests Town Administration develop a report on
breaking down the Capital expenditures by Department and by Ward to
provide the Committee the context to the Town's important spending. Town
Administration has committed to providing the report.
Moved by: Deputy Mayor Wilson
Seconded by: Councillor Maguire
THAT the Committee recommend to Council that Council resolve that the
Clerk and/or Treasurer and/or Mayor be authorized to issue and sell to the
New Brunswick Municipal Finance Corporation a Municipality of Sussex
Debenture in the principal amount of $595,000 on such terms and
conditions as are recommended by the New Brunswick Municipal Finance
Corporation, and be it resolved that the Municipality of Sussex agrees to
issue post-dated cheques payable to the New Brunswick Municipal
Finance Corporation as and when they are requested in payment of
principal and interest charges on the above debenture.
Motion Carried
6.f SUSSEX MUNICIPAL PLAN, ZONING BY-LAW AMMENDMENTS
CAO Hatcher introduces the draft Municipal Plan Amendment and draft
Zoning By-law amended for the consolidated Municipal Plan and Zoning
By-law for the new Municipality.
CAO Hatcher reviews with Committee the draft Future Land Use Map and
the draft Zoning Map for Council review.
CAO Hatcher provides a summary document for both the Municipal Plan
and Zoning By-law draft for Council's review of the amendments. CAO
Hatcher also advises the Town's Planning Consultants have provided
additional considerations that Council may wish to include.
A lengthy discussion followed.
Councillor Maguire believes the accessory building size on the smaller lots
needs to be reviewed given the lot sizes evaluated.
Chairperson Brenan believes that Councillor Maguire's observation will
provide the PAC with Council guidance.
CAO Hatcher requests Council comments prior to the Committee's April
meeting cycle to conclude the formal draft by-law.
Once complete the Town will provide the drafts for public comment with
the planned schedule of enactment in June 2024.
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6.g REZONING APPLICATION - PID 30272892
Moved by: Mayor Thorne
Seconded by: Deputy Mayor Wilson
THAT the Committee recommend to Council that Council resolve that:
WHEREAS Council has considered revising By-law #1350-21, "Town of
Sussex Zoning By-law" for a parcel of land on the south side of Marble
Street with civic address of 15 Marble Street and having P.I.D. #30272682
from Medium Density Residential ("R3") zone to a Multiple Family
Residential ("R4") zone permitting a High Density Residential development
with terms and conditions.
BE IT RESOLVED that the Council for the town of Sussex, directs that an
appropriate by-law be prepared to adopt a revised Zoning By-law, that the
by-law be referred to the Planning Advisory Committee for their views; that
the public notice requirements of the Community Planning Act be fulfilled
with respect to the proposed by-law by setting a Council meeting of April
22, 2024 at 6:30pm in the Municipal Office, 524 Main Street, Sussex, NB
as the date, time and place for the Public Hearing of Consideration of
Objections to the proposed by-law
Motion Carried
6.h INFORMATIONAL BRIEF — T-24-02 Portable Toilets
CAO Hatcher reviews with Committee a review of the Town's annual
usage of portable toilets at the recreational facilities.
The latest Tender has added $11,000 additional costs versus the planned
budget.
A brief discussion followed. Correspondence received and filed by the
Committee.
6.1 MR. RICHARD PEARSON BY-LAW REQUESTS, BY-LAW 701-24, 1100-
24 AND 151-23
This item was covered during Mr. Pearson's delegation, item 4.c.
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6.j TOWN SPONSORSHIP - TENNIS ASSOCIATION SACFI GRANT
APPLICATION
The Committee requests the report be redrafted to reflect the sponsorship
request and that the request be added to the agenda of the Committee of
the Whole meeting scheduled for Monday, March 18, 2024.
7. PERSONNEL
7.a IOM COMMUNITY SERVICES DIRECTOR THORNE - PROFESSIONAL
DEVELOPMENT REQUEST
CAO Hatcher reviews with Committee the professional development
request of the Community Services Director.
Moved by: Deputy Mayor Wilson
Seconded by: Councillor MacLeod
THAT Committee recommend to Council that Council authorize the
payment of the enrollment fee of $2,264.87 for the MGMT 5250: Strategic
Financial Management course to Dalhousie University.
Motion Carried
Moved by: Deputy Mayor Wilson
Seconded by: Councillor MacLeod
THAT Committee recommend to Council that Council approve that the
Community Services Director attend the professional development related
to Strategic Financial Management through the Graduate Diploma in
Public Administration Program that is to be held in Halifax, Nova Scotia on
April 13th to 15th at the cost of $438.70 inclusive of HST for
accommodation and parking.
Motion Carried
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7.b IOM TREASURER MOFFETT - PROFESSIONAL DEVELOPMENT
REQUEST
CAO Hatcher reviews with Committee the professional development
request for three (3) staff members to attend a March 27, 2024, seminar
entitled "The Employment Relationship: From Start to Finish" taking place
in Fredericton N.B.
Moved by: Deputy Mayor Wilson
Seconded by: Councillor Milner
THAT the Committee recommend to Council that Council authorize the
Town Treasurer, Town Clerk and Community Services Director attend the
professional development seminar titled "The Employment Relationship:
From Start to Finish". on March 27, 2024 in Fredericton, for a cost is
$30.00 for each participant.
Motion Carried
8. ACCOUNTS
Moved by: Councillor MacLeod
Seconded by: Councillor Milner
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
Moved by: Councillor Bobbitt
Seconded by: Councillor Milner
THAT the Committee recommend to Council that Council approve for payment
the Works Committee accounts for the month of February 2024, totaling
$1,488,853.23.
Motion Carried
Moved by: Councillor Milner
Seconded by: Councillor MacLeod
THAT the Committee recommend to Council that Council approve for payment
the Protective Services Committee accounts for the month of February 2024,
totaling $32,917.28
Motion Carried
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Moved by: Councillor MacLeod
Seconded by: Councillor Bobbitt
THAT the Committee recommend to Council that Council approve for payment
the Administration accounts for the month of February 2024 totaling 549,949.50.
Motion Carried
9. SCHEDULE FOR NEXT MEETING - APRIL 18TH, 2024 6:00 PM
10. ADJOURNMENT
Moved by: Councillor Milner
Seconded by: Councillor MacLeod
THAT this regular monthly meeting of the Administration Committee be
adjourned.
Motion Carried
COUNCILLOR BRENAN, CHAIRPERSON
S.M. HATCHER, P. ENG., CAO