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.
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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.
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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.
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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.
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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
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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
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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.
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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
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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
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TT, CHAIRPER
S.M. HATCHER, P. ENG., CAO