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Home My Public Portal About2023-05-08 Works Minutes1 Sussex Minutes of Meeting of Works Committee May 8, 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 1. APPROVAL OF AGENDA Moved by: Councillor Nelson Seconded by: Councillor Milner THAT the Committee approve the agenda with the substitution of 5.a with the May 8th amendment. Motion Carried 2. APPROVAL OF MINUTES OF MEETING Moved by: Deputy Mayor Wilson Seconded by: Councillor MacLeod THAT the Committee approve the minutes of Works Committee meeting 04-23 that will be available to review at the May 11 Administration meeting. 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. 2 4. PRESENTATIONS/DELEGATION There were no presentations or delegations. 5. ADMINISTRATION REPORT TO COMMITTEE 5.a ADMINISTRATION REPORT - OVERTIME SUMMARY The overtime hours for the Works Department for April 2023 in the Utility and General Funds are as follows: • In the General Fund the overtime hours were: under budget for the month of April by 51.00 hours and under budget for the year to the end of April by 102.50 hours. • In the Utility Fund the overtime hours were: over budget for the month of April by 22.00 hours and under budget for the year to the end of April by 16.50 hours. 5.b OVERTIME DETAILS Overtime details were reviewed by the Committee. 5.c LABOR MANAGEMENT MEETING MINUTES The Labour Management Committee meeting for May was held on May 5, 2023. DPW Butcher reviewed the Labour Management meeting minutes with the Committee. The progress of the CBA negotiation was reviewed. 5.d JOINT HEALTH AND SAFETY DRAFT MINUTES The Joint Health and Safety Committee meeting for May was held on May 3, 2023. DPW Butcher reviewed the meeting minutes with Committee. 5.e REQUESTS FOR APPROVAL DPW Butcher advises Committee that there were no requests at this time. 3 6. WORKS OPERATIONS REPORT TO COMMITTEE 6.a MONTHLY WORKS MAINTENANCE PROGRAMS AND WORK SCHEDULE 6.a.1 MAINTAIN X WORK ORDER REPORT Report noted to be the prior month report. DPW Butcher advises that he will include the April report at the next Committee meeting on June 12, 2023. 6.b STORM WATER MANAGEMENT 6.b.1 MONTHLY SCHEDULE The Works Department participated in routine inspection of the storm manholes and catch basins to ensure they are open and operating properly. 6.b.2 STORM SEWER INFRASTRUCTURE There was nothing new to report at this time. 6.c SOLID WASTE MANAGEMENT 6.c.1 REGULAR GARBAGE COLLECTION • The Committee reviewed the monthly routine which includes garbage collection done by the contractor on a weekly basis taking place on Monday, Tuesday, and Wednesday in Ward 1, and Thursday in Ward 2. • The Works department collected refuse from all Town -owned or operated buildings on Monday, Friday, and Wednesday as needed. 6.c.2 2023 SPRING CLEAN-UP WEEK Spring clean-up began today. The Works Department started to collect items set out for the Spring clean-up week such as leaves, brush, etc. 6.d TRANSPORATION MANAGEMENT 6.d.1 SIGNAGE The Works Department executed the replacement of an existing crosswalk sign and signpost located on Leonard Drive that had been run over. They also replaced approximately 12 stop signs in Ward 2 that were faded and cracked, and added a new stop sign on Canterbury Court at the intersection of Bryant Drive. 4 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. A continuation with hot asphalt will begin the week of May15. 6.d.3 WINTER MAINTENANCE The Department deployed 3 salt trucks at two separate times in a 24 - hour period on April 6, 2023. Tree trimming continued for snow maintenance vehicles. 6.d.4 STREET SWEEPING The Works Department has completed all sidewalk sweep offs in both Ward 1 and Ward 2. They have also commenced street sweeping in both Ward 1 and Ward 2 simultaneously. This will be an ongoing task for the remainder of the year. 6.e COMMUNITY SERVICES 6.e.1 ARENA ICE REMOVAL The Works Department completed the ice removal from the 8th Hussars Arena and trucked it to the Works Department facility on Leonard Drive early in April. 6.e.2 LAWN MAINTENANCE The Works Department commenced lawn repairs caused by winter maintenance in Ward 1. It was noted that all mowing equipment has been serviced and is ready for the start of the mowing season. 6.f REQUESTS FOR APPROVAL Director of Public Works Butcher informs the Committee that there is nothing new to report nor request. 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 as set forth in both Ward 1 & 2. All samples submitted were tested by Saint John Laboratory Services Ltd. and all results reported with "ND" non -detected for both total coliforms as well as e-coli. 5 7.a.2 WATER SYSTEM COMPLAINT REGISTRY There was nothing to report for this period. 7.a.3 HYDRANT REHABILITATION Thirteen privately owned hydrants still require plugging. Contact with the owners will be required to facilitate completion of this task. 7.a.4 WATER BREAK There was nothing new to report at this time. 7.a.5 UNIDIRECTIONAL FLUSHING - 2023 WARD 1 The annual hydrant flushing program for Ward 1 is underway. The program will run for 17 consecutive nights, ending on May 17tH Immediately following this program, Ward 2 hydrant flushing will then take place. 7.b WASTEWATER MANAGMENT 7.b.1 REGULAR TESTING Regular testing was performed on the wastewater facilities as set forth in our approval to operate, with all results satisfactory. 7.b.2 LAGOON FLOATING SLUDGE The 6 -month continuation of the sludge treatment plan is now underway. 7.b.3 WASTEWATER LIFT STATIONS There was nothing new to report at this time. 7.b.4 SEWER MAIN REPAIRS There was nothing new to report at this time. 7.c MONTHLY MAINTENANCE 7.c.1 MAINTAIN X WORK ORDER REPORT The March report was provided in error. Director of Public Works Butcher advises April report will be included in the June 12th Committee meeting. 7.d WATER AND WASTEWATER CAPITAL IMPROVMENTS 7.d.1 STEWARTAVENUE WASTEWATER PUMPING STATION UPGRADE There was nothing new to report at this time. 6 7.d.2 SCADA SYSTEM Preliminary work to determine what improvements are necessary to merge the 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. Nothing new to report at this time. 7.e WATER AND WASTEWATER STRUCTURES There was nothing new to report at this time. 7.f REQUESTS FOR APPROVAL There were no requests at this time. 8. BUSINESS ARISING OUT OF MINUTES 8.a FLOOD MASTER PLAN CAO Hatcher advises that he has no new information to provide to the Committee. The Town Administration will keep the Committee updated on this file. 8.b MAPLE AVENUE / MAIN STREET/ BROAD STREET RECONFIGURATION CAO Hatcher advises that he has no new information to provide to the Committee. The Town Administration will keep the Committee updated on this file. 8.c COMMUTER PARKING DISCUSSION CAO Hatcher advises that he has no new information to provide to the Committee. The Town Administration will keep the Committee updated on this file. 9. NEW BUSINESS 9.a IOM PURCHASER SCOTT - TENDER T-08-23 SEWER CLEANING SERVICES CAO Hatcher reviews with Committee the office memorandum from Purchaser Scott related to a recently closed tender, Tender T-08-23, for sewer cleaning services in 2023. CAO Hatcher noted that The Town received four (4) competitive bids at the tender opening that took place at 12pm on April 27, 2023. Moved by: Councillor Brenan Seconded by: Councillor Nelson THAT Committee recommend to Council that the Council award Tender T- 08-23 to Eastern Trenchless LTD. for sewer cleaning services as the 7 lowest compliant bidder with a bid of $24,375.79 for services in 2023 and 2024. Motion Carried 10. PERSONNEL 11. ACCOUNTS Moved by: Councillor Milner Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council approve for payment the Works Committee accounts for the month of April 2023, totaling $380,128.20 Motion Carried 12. SCHEDULE FOR NEXT MEETING - JUNE 12, 2023 13. ADJOURNMENT Moved by: Councillor Milner Seconded by: Councillor MacLeod THAT this meeting of the Works Committee be adjourned. Resolution Number: 05-23 Motion Carried 14. CLOSED SESSION COU IL o' BiBBITT, CHAIR'ERSO S.M. HATCHER, P. ENG., CAO