Loading...
HomeMy Public PortalAbout2023-04-17 Works MinutesSussex Minutes of Meeting of Works Committee April 17, 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, Director of Public Works Butcher, Treasurer Moffett 1. APPROVAL OF AGENDA Moved by: Councillor Milner Seconded. by: Deputy Mayor Wilson THAT the Committee approve the agenda as amended to provide Mr. Lee Killam time to address sidewalk issues on St. George Street. Motion Carried 2. APPROVAL OF MINUTES OF MEETING Moved by: Councillor Brenan Seconded by: Councillor Nelson THAT the Committee approve the minutes of Works Committee meeting #03-23 as circulated. Motion Carried 3. DISCLOSURE OF CONFLICT OF INTEREST No members present declared a conflict on any of the items on the agenda at this time. 4. PRESENTATIONS/DELEGATION 4.a Christina Zardo - Food Cycle Science Chairman Bobbitt welcomes Christina Zardo of Food Cycle Science via Zoom. Christina opens her presentation by establishing their outreach across 81 municipalities, 8 provinces, and 1 territory. Works Committee Meeting Minutes Meeting 04-23 April 17, 2023 2 She reviews with Committee the problem of food waste. The issues at hand being unnecessary disposal in landfills, and environmental harm of CO2 emissions, including animal/rodent related issues. The presentation leads into their solution of a FoodCycler Appliance which reduces food waste volume by up to 90% using a Net Negative Carbon Solution. She advises of a pilot program that includes 40 municipalities with 4700 devices installed across Canada. The pilot program is reviewed with Committee. It is a 12 week program where residents receive a FoodCycler device from their Municipality. She states that Sussex would be an ideal Pilot Program location. For the size of Sussex, there could be 100 households in the pilot program. The retail price is $500, with a Municipal investment of $10,000 for the program. A lengthy discussion follows on the device and Pilot in Sussex. Chairman Bobbitt thanks Christina Zardo for her interesting presentation. 4.b Mr. Bill Cox - 11 Meadow Crescent Excavation Bill Correspondence was received from Bill and Shirley Cox of 11 Meadow Crescent regarding their concern of an excavation bill to access a sewer blockage on their property. Chairman Bobbitt welcomes Mr. Cox to the meeting. Mr. Cox reviews with committee the difficulty he and his wife have had with their Sewer Lateral. Upon returning from a trip to Florida their sewer lateral was slow/blocked. Town staff were contacted and assessed the situation. It was recommended the private lateral be flushed and Town offered to video the lateral to determine the cause of obstruction as well as advising against open excavation. Mr. Cox requests Council consider covering the cost of the excavation bill estimated at approximately $400 for the open excavation conducted by Sussex Excavators. Brief discussion with Committee. Chairman Bobbitt thanks Mr. Cox for his patience and presentation to Committee. 4.c Mr. Killam - St. George Street Sidewalks Mr. Killam of St. George Street made a presentation to Committee related to the condition of the sidewalks on St. George Street. Mr. Killam discussed his wife's mobility issues that require her to use a mobility scooter to travel the street. He spoke to Committee about the poor condition of the sidewalks, indicating sections of the sidewalk are missing or joints have raised up to create trip and travel hazards. Works Committee Meets, ig Minutes Meting 04-23 April 17, 2023 3 Committee held a brief discussion of the issue including the steps and timing of the necessary repairs. Town administrator will review necessary repairs and schedule work shortly when the asphalt plant opens for 2023. Chairman Bobbitt thanks Mr. Killam for making Administration aware of the sidewalk condition on St. George Street. 5. ADMINISTRATION REPORT TO COMMITTEE 5.a ADMINISTRATION REPORT - OVERTIME SUMMARY The overtime hours for the Works Department for March 2023 in the Utility and General Fund are as follows: • In the General Fund the overtime hours were under budget for the month of March by 48.50 hours and under budget for the year to the end of March by 51.50 hours. • In the Utility Fund the overtime hours were under budget for the month of March by 21.50 hours and under budget for the year to the end of March by 38.50 hours. 5.b OVERTIME DETAILS Overtime details were reviewed by the Committee. 5.c LABOUR MANAGEMENT MEETING MINUTES The Labour Management Committee meeting for March was held on Friday April 14th, 2023 beginning at 8:30 am. Director of Public Works Butcher reviewed the Labour Management meeting minutes with the Committee. 5.d JOINT HEALTH AND SAFETY DRAFT MINUTES The Joint Health and Safety Committee meeting for March 2023 was held on March 22, 2023. Director of Public Works Butcher reviewed the meeting minutes with Committee. 5.e REQUESTS FOR APPROVAL Director of Public Works Butcher advises Committee there are no requests at this time. Works Committee Meeting Minutes Meeting 04-23 April 17, 2023 4 6. WORKS OPERATIONS REPORT TO COMMITTEE 6.a MONTHLY WORKS MAINTENANCE PROGRAMS AND WORK SCHEDULE 6.a.1 MAINTAIN X WORK ORDER REPORT FOR MARCH 2023 Director of Public Works Butcher reviews with Committee the 83 work orders created in March. There were 85 completed work orders. 13 of those orders were reactive and 70 were repeatable. 6.b STORM WATER MANAGEMENT 6.b.1 MONTHLY SCHEDULE The Works Department participated in routine checking of Storm Manholes and Catch Basins to ensure they are open and opening properly. 6.b.2 STORM SEWER INFRASTRUCTURE • The Works Department re -installed 1 storm pipe grate located in Buchanan subdivision. (Ward 2) • They also installed 2 new storm pipe grates located at Malone Park (Ward 1) 6.c SOLID WASTE MANAGEMENT 6.c.1 REGULAR GARBAGE COLLECTION The following is completed on a routine monthly basis: • Weekly household garbage collection done by the Contractor on Monday, Tuesday, Wednesday in Ward 1, and Thursday in Ward 2. • The Works Department Collected refuse from all Town containers on streets, at convenience stores, trails and Town -owned or operated buildings on Monday, Friday, and Wednesday as needed. • There was a reminder that Spring cleanup is scheduled for the week of May 8, 2023 and October 23, 2023 for fall cleanup. 6.d TRANSPORATION MANAGEMENT 6.d.1 SIGNAGE The Works Department executed maintenance of existing signs and posts around town that have been damaged or bent during the winter months. Works Committee Meeth,g Minutes MGdting 04-23 April 17, 2023 5 6.d.2 ASPHALT PATCHING The Works Department completed 3 days of installing and compacting asphalt cold patch in various potholes located in town limits. 6.d.3 WINTER MAINTENANCE • The Works Department deployed the full plowing crew 3 times during the month of March • The Department also deployed 2 salt trucks 10 additional times to the full deployment mentioned above. • The Department completed 1 snow removal shift (3:30am to 7:30am) to remove snow from the downtown core. • Tree trimming continued for snow maintenance vehicles. 6.e COMMUNITY SERVICES 6.e.1 ROYAL VISIT - MAY 21ST, 2023 The Works Department completed snow removal and pressure washer cleaning in and around the train station for the on -site meeting with the Buckingham Palace Representatives. 6.e.2 LAWN MAINTENANCE - PRE SUMMER PLANNING The Works Department held a pre summer lawn maintenance meeting to get an understanding of what the needs will be in Ward 1 and Ward 2. 6.f REQUESTS FOR APPROVAL Director of Public Works Butcher advises Committee there are no requests at this time. 7. WATER AND WASTEWATER OPERATIONS REPORT TO COMMITTEE 7.a WATER MANAGEMENT 7.a.1 POTABLE WATER TESTS Regular weekly sampling was performed on the water facilities and test locations and set forth in both Wards 1 & 2 approvals to operate. 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. 7.a.2 WATER SYSTEM COMPLAINT REGISTRY DPW Butcher informs Committee there are no water system complaints to report for the period. 7.a.3 HYDRANT REHABILITATION Works Committee Meeting Minutes Meeting 04-23 April 17, 2023 6 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. 7.a.4 WATER BREAK - CIVIC 129 MAGNOLIA AVENUE DPW Butcher reviews a watermain break which occurred March 17, 2023, at #129 Magnolia Ave. Repairs to the main were completed under lowered pressure by noon that day. Backfilling was completed by 3:00pm. 7.a.5 2023 UNIDIRECTIONAL FLUSHING PROGRAM DPW Butcher reviews the planning for the annual hydrant flushing program. Flushing for Ward 1 will begin on the evening of April 30 this year, The program will run for 17 consecutive nights, ending on May 17. Immediately following the program, Ward 2 hydrant flushing will then take place. 7.b WASTEWATER MANAGMENT 7.b.1 REGULAR TESTING DPW Butcher informs Committee that regular testing was performed on the wastewater facilities as set forth in our Approval to Operate. All results were satisfactory. 7.b.2 LAGOON FLOATING SLUDGE DPW Butcher reviews the situation. The 6 -month continuation of the sludge treatment plan will begin soon, once materials arrive. 7.b.3 WASTEWATER LIFT STATIONS DPW Butcher informs Committee there is nothing new to report for the period. 7.b.4 SEWER MAIN REPAIRS DPW Butcher informs Committee there is nothing new to report for the period. 7.c MONTHLY MAINTENANCE 7.c.1 MAINTAIN X WORK ORDER REPORT, MARCH 2023 DPW Butcher reviews the MaintainX work orders for March 2023 with Committee. Usual repairs were carried out as requested and required during the month. There were 298 work orders created and there were 305 work orders completed in the month of March. 7.d WATER AND WASTEWATER CAPITAL IMPROVEMENTS Works Committee Meeti1,g Minutes Meting 04-23 April 17, 2023 7 7.d.1 Stewart Avenue Lift Station Renewal DPW Butcher reviews with Committee that work is progressing with the construction of the new lift station. The wet well has now been placed and underground servicing is being installed. Nothing new to report at this time. 7.d.2 SCADA Improvements - Merging of Systems 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. 7.e WATER AND WASTEWATER STRUCTURES DPW Butcher informs Committee there is nothing new to report for the period. 7.f REQUESTS FOR APPROVAL DPW Butcher informs Committee there is nothing new to report for the period. 8. BUSINESS ARISING OUT OF MINUTES 8.a FLOOD MASTER PLAN CAO Hatcher advises Committee that there is nothing new to report on this topic, followed by a brief discussion on the Town's March submission for federal support for the flood mitigation. 8.b MAPLE AVENUE / MAIN STREET/ BROAD STREET RECONFIGURATION CAO Hatcher advises Committee that there is nothing new to report on this topic. 8.c COMMUTER PARKING DISCUSSION CAO Hatcher advises Committee that there is nothing new to report on this topic. 9. NEW BUSINESS 9.a CNR 2023 VEGETATION CONTROL PROGRAM 9.a.1 CNR Letter to Mayor Thorne - CN Right-of-way Vegetation Control 9.a.2 CNR Annual Vegetation Management Program FAQ's CAO Hatcher advises and reviews the recently received 2023 CNR vegetation control program as well as CN's FAQ related to their vegetation control program. Works Committee Meeting Minutes Meeting 04-23 April 17, 2023 8 9.b KIRK HILL CEMETARY 9.b.1 Letter Chairman Lee Sharp - Maintenance Request CAO Hatcher reviews with Committee the correspondence received from Kirk Hill Cemetery related to Their request for asphalt Maintenance. The Cemetery requests the Town's attention to complete the necessary asphalt patching on the East/West Road that is being used by the public. Resolution Number: 04-23 Moved by: Mayor Thorne Seconded by: Councillor Maguire THAT the Committee recommend to Council that Council approve the necessary asphalt patching of the portion of the EastNVest Road that is being plowed and used by the public Motion Carried 9.c IOM PURCHASER SCOTT - TENDER T-05-23 STREET LINE PAINTING Resolution Number: 04-23 Moved by: Councillor MacLeod Seconded by: Councillor Brenan THAT the committee recommend to council that council award T-05-23 Street Line Painting to Four Season Sports Ltd. for a three-year contract for street line painting commencing May 2023. Motion Carried 9.d IOM PURCHASER SCOTT - PROVINCIAL CONTRACT FOR BULK FUELS Resolution Number: 04-23 Moved by: Councillor Brenan Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Town enters into an agreement for a Provincial Contract for Bulk Fuels as approval is requested for execution of the Memorandum for Procurement of Bulk Fuels between Service New Brunswick and Sussex and to authorize the Mayor and Town Clerk to execute the agreement on behalf of Administration. Motion Carried Works Committee Meeti .g Minutes Mbting 04-23 April 17, 2023 9 9.e EMAIL BILL AND SHIRLEY COX - 11 MEADOW CRESCENT Committee discussed the details of the request from Mr. Cox and his request to have the excavation cost authorized by himself covered by the town. CAO Hatcher spoke on the by-law requirements of the ownership differences of lateral servicing properties in Ward 1 and Ward 2. Both Wards are consistent that the property owners are responsible for blockages in their own laterals. Lengthy discussion follows on the merits of the Town to consider cost sharing. Resolution Number: 04-23 Moved by: Councillor Brenan Seconded by: Deputy Mayor Wilson THAT the Committee recommend to Council that Council authorize the expenditure of 50% of the excavation cost to a maximum of 50% not to exceed a town share of $200.00 reimbursement. Motion Carried 10. PERSONNEL 11. ACCOUNTS THAT the Committee recommend to Council that Council approve for payment the Works Committee accounts for the month of March 2023, totaling $683,501.19. 12. SCHEDULE FOR NEXT MEETING - MAY 8, 2023 13. ADJOURNMENT THAT this meeting of the Works Committee be adjourned Resolution Number: 04-23 Moved by: Councillor Brenan Seconded by: Councillor Milner Motion Carried Works Committee Meeting Minutes 14. CLOSED SESSION Meeting 04-23 April 17, 2023 10 TT, CHAIRPER S.M. HATCHER, P. ENG., CAO