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HomeMy Public PortalAbout2023-02-13 Works Minutes1 Sussex Minutes of Meeting of Works Committee 02-23 February 13, 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, Heather Moffett, Treasurer 1. APPROVAL OF AGENDA Moved by: Councillor MacLeod Seconded by: Deputy Mayor Wilson THAT the Committee approve the agenda as circulated. Motion Carried 2. RECORDING OF ATTENDANCE 3. APPROVAL OF MINUTES OF MEETING MINUTES #01-23 Moved by: Councillor Milner Seconded by: Deputy Mayor Wilson THAT the Committee approve the minutes of Works Committee meeting 01-23 as circulated. Motion Carried 4. DISCLOSURE OF CONFLICT OF INTEREST No members present declared a conflict on any of the items on the agenda at this time. 5. PRESENTATIONS/DELEGATION 5.a JEFF McALOON - THE SMART ENERGY COMPANY Chairperson Bobbitt welcomes Mr. Jeff McAloon to the meeting. • Smart Energy was founded in 2016. • 15 staff. Design construction and management company focused on solar energy. • Installation of more than 50% of all solar in NB. • 80% of customers are farmers. • Manufacture ground mounted solar - Noreaster Micro Solar System 2 • Mr. McAloon speaks on why you should use a ground mounted system and why his company uses bi-facial solar panels. • Bi-facial adds 8% more energy capture. • Modularized or phased approach to address your energy needs. Lengthy discussion on Pilots and return on investment. Chairperson Bobbitt thanks Mr. McAloon for his interesting presentation. Moved by: Councillor Milner Seconded by: Councillor Maguire THAT the Committee recommend to Council that Council approve the town to explore the potential of a pilot project related to the feasibility study for 2 sites in Sussex. Motion Carried 6. ADMINISTRATION REPORT TO COMMITTEE 6.a ADMINISTRATION REPORT - OVERTIME SUMMARY • In the General Fund the overtime hours were over budget for the month of January by 97.50 hours and over budget for the year to the end of January by 97.50 hours. • In the Utility Fund the overtime hours were under budget for the month of January by 6.50 hours and under budget for the year to the end of January by 6.50 hours. 6.b OVERTIME DETAILS Overtime details were reviewed by the Committee. 6.c LABOR MANAGEMENT MEETING MINUTES The Labour/Management Committee meeting for February was held on February 10, 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 January was held on January 25th, 2023. Director of Public Works Butcher reviewed the meeting minutes with Committee. 3 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 115 work orders created in January. There were 118 completed work orders. 27 were reactive and 88 were repeatable. There are 2 work order on hold with 1 currently open work order. 7.b STORM WATER MANAGEMENT 7.b.1 MONTHLY SCHEDULE During January, the Works Department was involved in routine checking and cleaning of storm sewer lines, storm manholes and catch basins. 7.b.2 STORM SEWER INFRASTRUCTURE Director of Public Works Butcher advises Committee there is nothing new to report at this time. 7.c SOLID WASTE MANAGEMENT 7.c.1 REGULAR GARBAGE COLLECTION During January 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. 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 SIGNAGE The Works Department completed the installation of an existing crosswalk sign and post that had been run over by a vehicle. 7.d.2 STREET SWEEPING Director of Public Works Butcher advises Committee there is nothing new to report at this time. 4 7.d.2 ROADWAYS (ASPHALT PATCHING) The Works Department worked for 2 days installing and compacting asphalt cold patch in various potholes located around town. 7.d.3 SIDEWALKS (WINTER MAINTENANCE) The Works Department deployed the full plowing crew twice during the month of January. The department also deployed 2 salt trucks 15 additional times to the full deployment mentioned above. The Department completed 2 snow removal shifts (3.30 am to 7:30 am) to remove snow from the downtown core. Tree trimming continued for snow maintenance vehicles. 7.e COMMUNITY SERVICES 7.e.1 LANDSCAPING (CHRISTMAS DECORATIONS) The Works Department completed the removal and storage of all Christmas decorations and lighting. 7.e.2 8TH HUSSARS SPORTS CENTRE (SPECIAL EVENTS) The Works Department provided and delivered the signage required for the EC0360 household hazardous waste collection event located by Jubilee Hall. 7.e.3 SPECIAL EVENTS (CHRISTMAS TREE PICK UP) The Works Department spent several days going around town and picked up any trees left out by the end of the driveways. 7.f REQUESTS FOR APPROVAL (EMO-WARD 2 RIVER SENSOR) The Works Department excavated, installed and backfilled galvanized conduit between an existing pole and the DTI bridge on Post Road. This is to relocate the river sensor to a more suitable location. 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. 5 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, noticeable changes have been achieved. 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 January 2023 with Committee. There were 317 work orders created. There were 311 work orders completed in the month of January with 21 reactive and 296 repeatable. There are 2 work orders open and 0 on hold and 0 in progress. 8.d WATER AND WASTEWATER CAPITAL IMPROVMENTS 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 8.e.1 STEWART AVENUE WASTEWATER PUMPING STATION UPGRADE TerraEx has begun work at this location. Inflow of ground water has been an issue for the contractor, but work has been progressing with the placement of the wet -well structure. 6 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 9.a.1 EMAIL KURTIS CARTER - 17 MEADOW CRESCENT Councillor MacLeod reviews with Committee the correspondence received from a new resident Kurtis Carter related to the purchase disclosures at 17 Meadow Crescent. Brief Discussion. Information received and filed by Committee. 9.b MAPLE AVENUE / MAIN STREET/ BROAD STREET RECONFIGURATION 9.b.1 RECONFIGURATION PROPOSAL - CBCL JANUARY 2023 Chief Administrative Officer Hatcher reviews with Committee the intersection diagram submitted by Sussex to CN and Transport Canada related to pedestrian issues at the intersection of Main Street, Broad Street, Maple Avenue, Park Street and Church Avenue. CAO Hatcher indicates the turnaround for feedback will be a slow process. 9.b.2 COST ESTIMATE - MAIN STREET RECONFIGURATION 2023 The estimated costs of this improvement is in the vicinity of $650,000 to complete/construct the upgrade. 9.b.3 EMAIL PROPOSAL DETAILS TO CNR - TRANSPORT CANADA Town Administration will keep Committee informed on the progress of the CN and Transport Canada review. 9.c COMMUTER PARKING DISCUSSION CAO Hatcher advises there is nothing new to report. 10. NEW BUSINESS 10.a RRFB - CROSSWALK UPGRADES 2023 10.a.1 RRFB 2023 SOJOURN QUOTATION 5224 CAO Hatcher reviews with Committee the 2023 Sojourn Signs quotations for the installation of 2 new RRFB crosswalk lights in 2023. One to be located at the Sussex Regional High School and the other at the crosswalk on Maple Avenue at the Ax Centre. The quotation included the aluminum poles necessary to upgrade 4 existing locations in Ward 2 to conform with the Transportation Association of Canada Standards. 7 Moved by: Deputy Mayor Wilson Seconded by: Councillor Milner THAT the Committee recommend to Council that Council authorize the purchase of the necessary equipment to complete the 2023 RRFB upgrade from Sojourn Signs in the amount of $35,966.20 inclusive of HST. Motion Carried 10.a.2 ENERGY ANALYSIS - LEONARD DRIVE LOCATION Correspondence received and filed by Committee. 10.a.3 ENERGY ANALYSIS - MAPLE AVENUE LOCATION Correspondence received and filed by Committee. 10.b REQUEST INFORMATION - SPEED INFORMATION SCHOOL ZONES 10.b.1 SPEEDCHECK 12 - PROGRAMMABLE RADAR SPEED SIGNS CAO Hatcher reviews the quotations for information if the town decides to install a speed radar signage as well as enhanced school zone flashing LED signs. 10.b.2 SCHOOL ZONE ENHANCED FLASHING LED HIGHLIGHTS Information received and filed by Committee. 10.c POLICY REVISIONS AND MODIFICATIONS - SUSSEX 10.c.1 IOM DIRECTOR OF PUBLIC WORKS BUTCHER, RECOMENDATIONS Town Administration requests this item be forwarded to the upcoming Administration Committee for discussion. 10.d WINTER MAINTENANCE STANDARDS - SUSSEX 10.d.1 EMAIL RANDY HALL JANUARY 31, 2023 Lengthy discussion by Committee related to the Randy Hall email sent to Councillor MacLeod related to the winter maintenance standards. 10.d.2 IOM DPW BUTCHER - SNOW PLOW OPERATIONS Director of Public Works Butcher reviews with Committee all three existing service standards. All three standards related to the commencement of operations are identical to the start of operations following 7.5 cm of accumulation. 10.d.3 NBDT&I - WINTER LEVELS OF SERVICE Information received and filed. 8 10.d.4 VILLAGE OF SUSSEX CORNER EXISTING STANDARD - CONTRACTED AREA Information received and filed. 10.d.5 TOWN OF SUSSEX EXISTING STANDARD TOWN MAINTAINED AREA Information received and filed. 10.d.6 TOWN OF SUSSEX - WINTER DEICING - SAND AND SALT PROGRAM Information received and filed. 10.d.7 WINTER MAINTENANCE - COSTS 2022 - 2023 CAO Hatcher reviewed with Committee the related costs of service for each plow area in both Wards of the new town. 10.e POLICY REVISION - FLOOD SUBSIDY PROGRAM 2023 Item has been moved to Administration Committee meeting on Thursday, February 16, 2023. 11. PERSONNEL 12. ACCOUNTS Moved by: Councillor Maguire Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council approve for payment the Works Committee accounts for the month of January 2023, totaling $432,564.59. Motion Carried 13. SCHEDULE FOR NEXT MEETING - MARCH 13, 2023 14. ADJOURNMENT Moved by: Councillor Brenan Seconded by: Deputy Mayor Wilson THAT this meeting of the Works Committee be adjourned Motion Carried 15. CLOSED SESSION OB:ITT, C AIRPpRSON .HATCHER, P. - .,CA