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Home My Public Portal About2023-03-13 Works Meeting1 Sussex Minutes of Meeting of Works Committee 03-23 March 13, 2023 7:00 p.m. Present: Mayor Thorne, Deputy Mayor Wilson, Councillor Nelson, Councillor Brenan, Councillor Milner, Councillor Maguire Absent: Councillor Bobbitt, Councillor MacLeod Staff Present: Scott Hatcher, Chief Administrative Officer, By-law Enforcement Officer Butcher, Heather Moffett, Treasurer 1. APPROVAL OF AGENDA Moved by: Councillor Brenan Seconded by: Councillor Milner THAT the Committee approve the agenda as circulated. Motion Carried 2. RECORDING OF ATTENDANCE 3. APPROVAL OF MINUTES OF MEETING Moved by: Councillor Milner Seconded by: Councillor Nelson THAT the Committee approve the minutes of Works Committee meeting 02-23 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 2 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 February by 10.50 hours and under budget for the year to the end of February by 3.00 hours. • In the Utility Fund the overtime hours were under budget for the month of February by 37.5 hours and under budget for the year to the end of February by 44.00 hours. 6.b OVERTIME DETAILS Overtime details were reviewed by the Committee. 6.c LABOR MANAGEMENT MEETING MINUTES The Labour/Management Committee meeting for March was held on March 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 February was held on February 22, 2023. 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 78 work orders created in February. There were 76 completed work orders. 12 were reactive and 66 were repeatable. There are 41 work orders passed with 1 failed work order. 3 7.b SOLID WASTE MANAGEMENT 7.b.1 REGULAR GARBAGE COLLECTION During February 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. 7.c TRANSPORATION MANAGEMENT 7.c.1 SIGNAGE The Works Department executed maintenance of existing signs and posts around town that have been damaged or bent during the winter months. 7.c.2 ASPHALT PATCHING The Works Department completed 4 days of installing and compacting asphalt cold patch in various potholes located in town limits. 7.c.3 WINTER MAINTENANCE The Works Department deployed the full plowing crew 4 times during the month of February. The department also deployed 2 salt trucks 8 additional times to the full deployment mentioned. The department completed 3 snow removal shifts (3:30 am to 7:30 am) to remove show from the downtown core. The department also spent several days widening secondary streets. Tree trimming continued for snow maintenance vehicles. 7.c.4 E.M.O. 7.c.4.1 WARD 2 - RIVER SENSOR The Works Department completed the installation/relocating of the River Sensor in Ward 2. 7.d 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. A survey of Ward 2 fire hydrants will have to be undertaken this year to determine their condition and drain status. Future rehabilitation and plugging may be required. 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 has now been completed. Noticeable changes have been achieved however a continuation of the program is recommended for a period of time to attempt to eliminate the remaining floating sludge as well as the sludge at the bottom of the pond. 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. 5 8.c MONTHLY MAINTENANCE 8.c.1 MAINTAIN X WORK ORDER REPORT DPW Butcher reviews the MaintainX work orders for February 2023 with Committee. There were 271 work orders created. There were 277 work orders completed in the month of February with 19 reactive and 252 repeatable. There are 141 work orders that passed and 1 failed work order. 8.d WATER AND WASTEWATER CAPITAL IMPROVMENTS 8.e WATER AND WASTEWATER STRUCTURES 8.e.1 STEWART AVENUE WASTEWATER PUMPING STATION UPGRADE Work is progressing with the construction of the new lift station. The wet well has now been placed and underground servicing is being installed. 8.e.2 SCADA SYSTEM IMPROVEMENTS Preliminary work to determine what improvements are necessary to merge two old municipal systems into one has been requested. A report has not yet been received but once details are finalized, further information will be made available. 8.f REQUESTS FOR APPROVAL 8.f.1 LAGOON SLUDGE AND FOG TREATMENT A continuation of the lagoon sludge treatment program is recommended for 6 months to continue to treat remaining floating sludge and to see how the lagoon reacts to treatment during the summer months. Moved by: Councillor Milner Seconded by: Councillor Maguire THAT the Committee recommend to Council that Council approve the continuation of the lagoon sludge treatment program by State Chemical for a 6 month period for a cost of $10,575.30 excluding taxes and shipping as per their proposal dated January 27, 2023. Motion Carried 8.f.2 MPWWA CONFERENCE - CHARLOTTETOWN, PEI Moved by: Councillor Brenan Seconded by: Councillor Nelson 6 THAT the Committee recommend to Council that Council authorize that Stephen Hayward and Tom Lewis attend this year's MPWWA annual conference in Charlottetown, PEI on April 2 -5th for a cost of $2,715.40, taxes included to cover registration and hotel stay. Motion Carried 8.f.3 WATER DISTRIBUTION TRAINING COURSE Moved by: Councillor Milner Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council approve that Craig Dixon and Sean McLaughlin attend a training seminar on Classes 1 and 2 in Water Distribution in Dieppe on April 24 -27th, 2023 for a cost of $2,737.50 inclusive of HST covering registration and accommodations. Motion Carried 9. BUSINESS ARISING OUT OF MINUTES 9.a FLOOD MASTER PLAN Chief Administrative Officer Hatcher advises that the Flood Mitigation Funding application under the Disaster Mitigation and Adaptation Fund through the Government of Canada has been internally reviewed and submitted for consideration on March 02, 2023. The town's application is currently under review and town Administration will keep committee advised on the status of this application. 9.b MAPLE AVENUE / MAIN STREET/ BROAD STREET RECONFIGURATION CAO Hatcher advises there is nothing new to report. 9.c COMMUTER PARKING DISCUSSION CAO Hatcher advises there is nothing new to report. 10. NEW BUSINESS 10.a WORKS GARAGE PROPOSAL - NEEDS ASSESSMENT DESIGN PROPOSAL CAO Hatcher reviews with the committee the Needs Assessment Design Proposal for the consolidation of the works garage facilities and the establishment of a new emergency operation center. CAO Hatcher reviews the scope of work of this proposal and the anticipated early 3rd quarter delivery of the findings. 7 Brief discussion. Moved by: Councillor Brenan Seconded by: Councillor Milner THAT the Committee recommend to Council that Council accept the fee proposal from Polyline Designs for design services for Sussex Works Garage expansion on Cougle Road for a cost of $8,700 exclusive of HST. Motion Carried 11. PERSONNEL 12. ACCOUNTS Moved by: Councillor Milner Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council approve for payment the Works Committee accounts for the month of February 2023, totaling $399,108.18. Motion Carried 13. SCHEDULE FOR NEXT MEETING - April 17, 2023 14. ADJOURNMENT Moved by: Councillor Milner Seconded by: Councillor Brenan THAT this meeting of the Works Committee be adjourned. 15. CLOSED SESSION EPUTY MAYOR WILSON, ICE -CHAIRPERSON S.M. HATCHER, P. ENG., CAO