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HomeMy Public PortalAbout2023-06-12 Works Committee Meeting Minutes1 Sussex Minutes of Meeting of Works Committee 06-23 June 12, 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, Kris Butcher, Director of Public Works, Heather Moffett, Treasurer 1. APPROVAL OF AGENDA Moved by: Councillor Milner Seconded by: Councillor Brenan THAT the Committee approve the agenda as circulated with the addition of correspondence from the District Medical Officer of Health as item 7 a) 4.1. Motion Carried 2. APPROVAL OF MINUTES OF MEETING Moved by: Councillor Milner Seconded by: Councillor Brenan THAT the Committee approve the minutes of the Works Committee meeting 05-23 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 CHERYL CHOUINARD - MAGNOLIAAVENUE Chairman Bobbitt reads the Ms. Chouinard email in its entirety. An email invitation was extended to Ms. Chouinard but she was not present at the meeting. A lengthy discussion follows on the details of developing a new 5 -year 2 Capital Plan to address road surface issues and a preventative maintenance schedule. The planning is currently underway. 4.a.1 EMAIL CHERYL CHOUINARD - MAGNOLIA AVENUE 4.a.2 EMAIL INVITATION TO ATTEND WORKS COMMITTEE MEETING 4.b LEE KILLAM - ST. GEORGE STREET FOLLOW UP Mr. Lee Killam was in attendance to discuss an update on the conditions of the sidewalks on St. George Street. Director of Public Works Butcher reviews the schedule and confirms the work will be completed prior to June 23, 2023. 4.c EILEEN BROWN - MOBILITY ACCESS Ms. Eileen Brown was in attendance to advise the Committee of the Leonard Drive Bridge issue on the west side sidewalk. A brief discussion followed. ADMINISTRATION REPORT TO COMMITTEE 5.a ADMINISTRATION REPORT - OVERTIME SUMMARY The overtime hours for the Works Department for May 2023 in the Utility and General Funds are as follows: ® In the General Fund the overtime hours were: over budget for the month of May by 14.50 hours and under budget for the year to the end of May by 88.00 hours. ® In the Utility Fund the overtime hours were: over budget for the month of May by 34.5 hours and over budget for the year to the end of May by 18.00 hours. 5.b OVERTIME DETAILS Overtime details were reviewed with the Committee. 5.c LABOUR MANAGEMENT MEETING MINUTES The Labour/Management Committee meeting for May was held on June 9, 2023. 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 May was held on June 7, 2023. Director of Public Works Butcher reviewed the meeting minutes with Committee. 5.e REQUESTS FOR APPROVAL Director of Public Works Butcher informs the Committee that there is nothing new to report nor request. 3 6. WORKS OPERATIONS REPORT TO COMMITTEE 6.a MONTHLY WORKS MAINTENANCE PROGRAMS AND WORK SCHEDULE 6.a.1 MAINTAIN X WORK ORDER REPORT The Maintain X report for April and May work orders were reviewed with the Committee. 6.b STORM WATER MANAGEMENT 6.b.1 MONTHLY SCHEDULE The Works Department participated in routine inspection of Storm Manholes and Catch Basins to ensure they are open and operating properly. 6.c SOLID WASTE MANAGEMENT 6.c.1 REGULAR GARBAGE COLLECTION The following is completed on a weekly basis: • Weekly household garbage collection is done by the Contractor on Mondays, Tuesdays, Wednesdays in Ward 1, and Thursdays in Ward 2. • The Works Department Collected refuse from all Town containers on streets, at convenience stores, trails and Sussex -owned or operated buildings on Mondays, Fridays, and Wednesdays as needed. • The Works Department has placed the seasonal garbage cans out within the community. 6.c.2 SPRING CLEAN-UP WEEK • The Works Department completed Spring Cleanup week. Waste collected was 75.54 tons, 66 appliances and 37 tires. • A tub grinder was brought in and mulched all trees and branches in the compost area. 6.d TRANSPORATION MANAGEMENT 6.d.1 ASPHALT PATCHING Brown's Paving has commenced the patching of streets within the municipal boundaries. This will be ongoing for the next few months. 6.d.2 LINE PAINTING - LANE MARKINGS The Department has started the line painting within the municipal boundaries. This should be completed in the month of June. All contracted painting has been completed. 4 6.d.3 STREET SWEEPING The Works Department has completed all sidewalk and street sweeping within the municipal boundaries. This will continue as needed for the remainder of the year. 6.d.4 SIGNAGE • The speed sign has been removed from Church Avenue and has been sent off for repair. Speed bump profile recorded. • The Works Department has begun the seasonal placement of a crosswalk sign every Friday located behind Leonard's Gate for the Farmer's Market. 6.d.5 ROYAL VISIT - MAY 21, 2023 • The Works Department helped prepare for Princess Anne's visit by completing street sweeping and line painting in the Broad Street Area. ® The Department also provided staff, equipment, and barricades to close Broad Street off to vehicles during the event. 6.e COMMUNITY SERVICES 6.e.1 LANDSCAPING - LAWN MAINTENANCE The Works Department commenced lawn mowing and whipper snipping for the season within the municipal boundaries. 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 and set forth in both Ward 1 and Ward 2 approvals to operate. 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. 7.a.2 WATER SYSTEM COMPLAINT REGISTRY Two water quality complaints were received in the month of May. On May 9, a resident on Skyline Ave. called to complain about rusty water in their supply. The system on their street was flushed, and this seemed to clear up the issue. 5 On May 16, a resident of Chessvale Close called to complain about a drop in pressure the previous evening. She mentioned this was a temporary issue and it was explained to her that hydrant flushing had been taking place at the time which would cause a temporary drop in pressure. She appeared to be satisfied with this explanation. A review will take place to determine if changes can be made to the flushing program to reduce issues of this type. 7.a.3 HYDRANT REHABILITATION Thirteen privately owned hydrants still require plugging. Contact with the owner 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 On May 3 a main line valve at the corner of Lowell St and Oxford St failed while being used during the hydrant flushing program. This required a complete shutdown of the immediate area to perform repairs. As a resilt, a boil order was necessary, affecting approximately 16 homes and businesses. After two consecutive clean tests, the Health Department approved the lifting of the boil order. 7.a.4.1 CORRESPONDENCE FROM DMO HEALTH CAO Hatcher advises with Committee of the service lateral repair undertaken at 444 Main Street. Administration believes the first letter received from the District Medical Officer of Health was unwarranted given the circumstances. Administration was then supplied a follow-up letter by DMO of Health. A brief discussion took place on the issue and compliance to demonstrate AWWA 651 and/or 652. Correspondence was received and filed by the Committee. 7.a.5 2023 UNIDIRECTIONAL FLUSHING PROGRAM The annual hydrant flushing program for Ward 1 is complete. No major issues were discovered in the system. Ward 2 flushing began on May 29 and is expected to run until June 9. 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 and all results were satisfactory. 7.b.2 LAGOON FLOATING SLUDGE There was nothing new to report at this time. 7.b.3 WASTEWATER LIFT STATIONS There was nothing new to report at this time. 6 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 Usual repairs were carried out as requested and required during the month. 7.d WATER AND WASTEWATER CAPITAL IMPROVMENTS 7.d.1 STEWARTAVENUE WASTEWATER PUMPING STATION UPGRADE Work is progressing with the construction of the new lift station. Preparations are being made to place the new structure, complete the underground pipe installation, and install the generator sometime during the summer, based on availability of components. Nothing else new to report at this time. 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 else 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 7.f.1 CHLORINE RETURN LINE - WARD 2, WELL 3 It is requested that a chlorine return line be installed at well 3 in Ward 2. This will be the first of three to be done in Ward 2. This will allow for the immediate display of chlorine levels being injected at the well. Not currently a requirement in Ward 2, but once the water systems are combined, this will become a requirement of the Approval to Operate, as it currently is in Ward 1. Two prices were received with the price of $14,375.00, HST included, from E.J Cunningham being the lowest. It is recommended that this bid be accepted and approved. This cost can be managed within the current Utility budget. Moved by: Councillor Brenan Seconded by: Councillor Milner THAT Committee recommend to Council that Council accept and approve E.J. Cunningham's bid with a price of $14,375.00, HST included. Motion Carried 7 8. BUSINESS ARISING OUT OF MINUTES 8.a FLOOD MASTER PLAN There was nothing new to report at this time. 8.b MAPLE AVENUE / MAIN STREET/ BROAD STREET RECONFIGURATION There was nothing new to report at this time. 9. NEW BUSINESS 9.a MAGNOLIAAVENUE - CHERYL CHOUINARD CONCERN 9.a.1 Email Reply to Ms. Cheryl Chouinard 9.a.2 Meeting Invitation - Ms. C. Chouinard 9.b RRFB CONCRETE BASES - QUOTATION STRESCON CAO Hatcher reviews with Committee the quote received from Strescon. At this time, Deputy Mayor Wilson declares a conflict of interest and exists the Council Chambers for the duration of the discussion. CAO Hatcher indicates the concrete bases would be used to support the two (2) new installs of RRFB's in 2023 and as well to upgrade the four (4) existing installs in Ward 2 to achieve conformance of the Transportation Association of Canada Standards. A vote took place. After completion Deputy Mayor Wilson returns to the meeting. Moved by: Mayor Thorne Seconded by: Councillor Maguire THAT Committee recommend to Council that Council approve the Strescon Limited price of $17, 307.50 inclusive of HST to produce 12 type E — 24 inch X 6 feet long concrete prefab bases to support RRFB in 2023. Motion Carried 10. PERSONNEL 11. ACCOUNTS Moved by: Deputy Mayor Wilson Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council approve for payment the Works Committee accounts for the month of May 2023, totaling $377,777.28. Motion Carried 12. SCHEDULE FOR NEXT MEETING - JULY 10, 2023 at 7pm 8 13. ADJOURN ENT oved by: Councillor Brenan Seconded by: Councillor MacLeod THAT this regular meeting of the Works Committee be adjourned. otion Carried 14. CLOSED SESSION S.M. HATCHER, P. ENG., CAO