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Home My Public Portal About2023-01-09 Works Minutes1 Sussex Minutes of Meeting of Works Committee Meeting # 01-23 January 9, 2023 7:00 p.m. Present: Mayor Thorne, Deputy Mayor Wilson, Councillor Nelson, Councillor Brenan, Councillor Milner, Councillor Bobbitt, Councillor MacLeod, Councillor Maguire Staff Present: Scott Hatcher, Chief Administrative Officer, By-law Enforcement Officer Butcher, Tara Olesen, Clerk, Heather Moffett, Treasurer 1. APPROVAL OF AGENDA Moved by: Councillor Brenan Seconded by: Deputy Mayor Wilson THAT the Committee approve the agenda as presented Motion Carried 2. RECORDING OF ATTENDANCE 3. APPROVAL OF MINUTES OF MEETING #19-22 Moved by: Deputy Mayor Wilson Seconded by: Councillor Milner THAT the Committee approve the Minutes of Meeting #19-22 as circulated. Motion Carried 4. DISCLOSURE OF CONFLICT OF INTEREST No members present declared a conflict of interest on any of the items on the agenda at this time. 5. PRESENTATIONS/DELEGATION There were no delegations at this time. 6. ADMINISTRATION REPORT TO COMMITTEE 6.a ADMINISTRATION REPORT - OVERTIME SUMMARY • In the General Fund the overtime hours were under budget for the month of December by 71.50 hours and over budget for the year to the end of December by 495.00 hours. 2 • In the Utility Fund the overtime hours were equal budgeted for the month of December by 00.00 hours and under budget for the year to the end of December by 171.75 hours. 6.b OVERTIME DETAILS Overtime details were reviewed by the Committee. 6.c LABOR MANAGEMENT MEETING MINUTES The Labour/Management Committee meeting for January was held on January 6, 2023. Director of Public Works Butcher reviewed the Labour/Management meeting minutes with the Committee. 6.d JOINT HEALTH AND SAFETY DRAFT MINUTES The Joint Health and Safety Committee meeting for December was held on December 16, 2022. Director of Public Works Butcher reviewed the meeting minutes with Committee. 6.e REQUESTS FOR APPROVAL Director of Public Works Butcher advises Committee there are no requests at this time. 7. WORKS OPERATIONS REPORT TO COMMITTEE 7.a MONTHLY WORKS MAINTENANCE PROGRAMS AND WORK SCHEDULE 7.a.1 MAINTAIN X WORK ORDER REPORT Director of Public Works Butcher reviews with Committee the 85 work orders created in December. There were 96 completed work orders. 22 were reactive and 63 were repeatable. There is 1 work order on hold with 1 currently open. 7.b STORM WATER MANAGEMENT 7.b.1 MONTHLY SCHEDULE During November, the Works Department was involved in routine checking and cleaning of storm sewer lines, storm manholes and catch basins. 7.c SOLID WASTE MANAGEMENT 7.c.1 REGULAR GARBAGE COLLECTION During December the Works Department was involved in collecting refuse from all Town containers on streets at convenience stores and Town -owned or operated buildings on Mondays, Wednesdays and Fridays as needed. 3 Regular household garbage collection reported by the contractor on Monday, Tuesday, Wednesday and Thursday. The works department was also involved in collecting leaves that were set out by homeowners. 7.d TRANSPORATION MANAGEMENT 7.d.1 O'CONNELL PARK EV CHARGING STATION The Works Department completed the excavation and installation of the underground conduit and concrete pad for the new EV charging station located at O'Connell Park. Summit Electric has completed the electrical component of this project. 7.d.2 ROADWAYS - ASPHALT PATCHING The Works Department worked for 2 days installing and compacting asphalt cold patch in various potholes located around Sussex. 7.d.3 WINTER MAINTENANCE The Works Department completed construction of a salt storage area in the back portion of the of the Leonard Drive garage. The Department also took a few days to go around town and cut back any tree limbs that will contact plow equipment during plowing operations. 7.d.4 STREET LIGHTING Repairs were done to a decorative streetlight located on Malone Way to get it to work properly. 7.d.5 GRAVEL REPAIR TO ROADWAY Repairs to the access road off of Rockridge Drive to the well house was completed after a rain event. 7.e COMMUNITY SERVICES 7.e.1 LANDSCAPING - CHRISTMAS DECORATIONS The Works Department complete various maintenance issues relating to the Christmas Decorations and lighting to ensure everything was working properly over the holiday season. 7.e.2 SPECIAL EVENTS The Works Department provided the manpower and equipment to execute the setup and tear down for 3 separate holiday events, including the annual Christmas parade. 7.f REQUESTS FOR APPROVAL Director of Public Works Butcher advises Committee there are no requests at this time. 4 8. WATER AND WASTEWATER OPERATIONS REPORT TO COMMITTEE 8.a WATER MANAGEMENT 8.a.1 POTABLE WATER TESTS Regular weekly sampling was performed on the water facilities and test locations. All samples submitted were tested by Saint John Laboratory Services Ltd. and all results reported with "ND" no detectable results for both total coliforms as well as e-coli. 8.a.2 WATER SYSTEM COMPLAINT REGISTRY DPW Butcher informs Committee there are no water system complaints to report for the period. 8.a.3 HYDRANT REHABILITATION The thirteen privately owned hydrants still require plugging. Contact with the owners will be required to facilitate completion of this task. 8.a.4 WATER BREAK DPW Butcher informs Committee there is nothing new to report for the period. 8.b WASTEWATER MANAGMENT 8.b.1 REGULAR TESTING Regular testing was performed on the wastewater facilities as set forth in our Approval to Operate and all results were satisfactory. 8.b.2 LAGOON FLOATING SLUDGE The bacterial trial to treat sludge and FOG entering the Lagoon is over half completed. Early results are promising. 8.b.3 WASTEWATER LIFT STATIONS DPW Butcher informs Committee there is nothing new to report for the period. 8.b.4 SEWER MAIN REPAIRS DPW Butcher informs Committee there is nothing new to report for the period. 8.c MONTHLY MAINTENANCE 8.c.1 MAINTAIN X WORK ORDER REPORT DPW Butcher reviews the MaintainX work orders for December 2022 with Committee. There were 275 work orders created. There were 275 work orders completed in the month of December with 21 reactive and 254 repeatable. There is 4 work order open and 0 on hold and 1 in progress. 5 8.d WATER AND WASTEWATER CAPITAL IMPROVMENTS 8.d.1 STEWART AVENUE LIFT STATION UPGRADE DPW Butcher informs Committee that TerraEx has started work at the Stewart Avenue Lift Station. 8.d.2 SCADA SYSTEM Preliminary work will begin to determine what improvements are necessary to merge the two old municipal systems into one. Once details are finalized further information will be made available. 8.e WATER AND WASTEWATER STRUCTURES DPW Butcher informs Committee there is nothing new to report for the period. 8.f REQUESTS FOR APPROVAL DPW Butcher informs Committee there are no new requests for the period. 9. BUSINESS ARISING OUT OF MINUTES 9.a FLOOD MASTER PLAN Chief Administrative Officer Hatcher informs Committee that there is nothing new to report on the flood master plan. 9.b MAPLE AVENUE / MAIN STREET/ BROAD STREET RECONFIGURATION 9.b.1 TRANSPORT CANADA CORRESPONDENCE - LETTER OF NON- COMPLIANCE CAO Hatcher reviews with the Committee the correspondence dated December 01, 2022. This letter of Non -Compliance was received when the former Council had restricted powers to plan corrective actions due to the Local Governance Reform. 9.b.2 SUSSEX CORRESPONDENCE - RECONFIGURATION LAYOUT CAO Hatcher provides the history on the planned intersection improvement currently being reviewed by Transport Canada. Correspondence was received in response to the former town's request to the Minister of Transportation for the Government of Canada. The town's application asks for an exemption under the Railway Safety Act. In addition to the intersection upgrade, the December 1, 2022 non- compliance notice relates to two additional issues: 1. The Main Street crosswalk at Church Avenue. 2. The adjustments of the sidewalk panels on the southside of Main Street as a result of the crossing work completed by CN in June 2022. 6 Brief discussion. Town Administration indicates the Town's Engineering Consultant, CBCL, has begun a review of the issue and a modification, if any, will be brought forward for Committee review and approval. 9.c COMMUTER PARKING DISCUSSION CAO Hatcher advises there is nothing new to report. 10. NEW BUSINESS 10.a KWRC DRAFT MEETING MINUTES - DECEMBER 13 2022 CAO Hatcher reviews with Committee the Kennebecasis Watershed Restoration Committee draft December 13th, 2022 meeting minutes. Director of Public Works Butcher was in attendance representing the Town. Correspondence received and filed by Committee. 10.b AITON ROAD SERVICING ESTIMATE - SEWER AND WATER ESTIMATES CAO Hatcher reviews with Committee the servicing estimate for the Aiton Road, Marble Street, Morrow Avenue and the northern end of Stewart Avenue with Committee. This estimate was developed at the request of Transition Leader Thompson. At the time the request for servicing was being submitted to the Province of New Brunswick for review and consideration. Lengthy discussion on a similar servicing need in the Cougle Road area of Ward 2 to address servicing the increase in permitted density should development occur. Information received and filed by Committee. 11. PERSONNEL -Nil 12. ACCOUNTS Moved by: Deputy Mayor Wilson Seconded by: Councillor Milner THAT the Committee recommend to Council that Council approve for payment the Works Committee accounts for the month of December 2022, totaling $256,734.33. Motion Carried 13. SCHEDULE FOR NEXT MEETING - February 13, 2023. 7 14. ADJOURNMENT Moved by: Councillor Brenan Seconded by: Councillor MacLeod THAT this meeting of the Works Committee be adjourned Motion Carried 15. CLOSED SESSION COU eL O i B ITT , CHAIRPERSON M. ATC R, P. ENG., CAO