Loading...
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 2 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. 3 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. 4 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. 5 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. 6 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. 7 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. 8 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 9 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 10 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