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
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• 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.
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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.
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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.
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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.
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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.
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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.
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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