Loading...
HomeMy Public PortalAbout2023-07-10 Works Meeting Minutes1 Sussex Minutes of Meeting of Works Committee July 10, 2023 7:00 p.m. Present: Mayor Thorne, Deputy Mayor Wilson - Vice Chairperson, Councillor Nelson, Councillor Brenan, Councillor Milner, Councillor MacLeod, Councillor Maguire Absent: Councillor Bobbitt --- Chairperson Staff Present: Scott Hatcher, Chief Administrative Officer, Kris Butcher, Director of Public Works Staff Absent: Tara Olesen, Clerk 1. APPROVAL OF AGENDA Moved by: Councillor Milner Seconded by: Councillor MacLeod THAT the Committee approve the agenda as circulated. Motion Carried 2. APPROVAL OF MINUTES OF MEETING Moved by: Councillor Nelson Seconded by: Councillor MacLeod THAT the Committee approve the minutes of Works Committee meeting 06-23 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. 2 4. PRESENTATIONS/DELEGATION 5. ADMINISTRATION REPORT TO COMMITTEE 5.a ADMINISTRATION REPORT - OVERTIME SUMMARY The overtime hours for the Works Department for June 2023 in the Utility and General Funds are as follows: In the General Fund the overtime hours were: over budget for the month of June by 5.00 hours and under budget for the year to the end of June by 83.00 hours. In the Utility Fund the overtime hours were: over budget for the month of June by 103.25 hours and over budget for the year to the end of June by 121.25 hours. 5.b OVERTIME DETAILS 5.c LABOUR MANAGEMENT MEETING MINUTES The Labour Management Committee meeting for July was held on Friday July 07, 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 June was held on June 7, 2023. Director of Public Works Butcher reviewed the meeting minutes with Committee. The Safety Committee meeting for July is scheduled to be held on July 7, 2023. 5.e REQUESTS FOR APPROVAL • There were no new requests at this time. 6. WORKS OPERATIONS REPORT TO COMMITTEE 6.a MONTHLY WORKS MAINTENANCE PROGRAMS AND WORK SCHEDULE 6.a.1 MAINTAIN X WORK ORDER REPORT During the month of June 2023 there were 99 work orders created, 110 work orders completed, 25 reactive and 94 repeat requests. 3 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 Routine collection took place during the month of June 2023. The following was completed on a weekly basis: Weekly household garbage collection is done by the Contractor on Monday, Tuesday, and Wednesday in Ward 1 and on 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. Compost yard had waste materials remove and disposed of. 6.d TRANSPORATION MANAGEMENT 6.d.1 ASPHALT PATCHING Brown's paving continued with asphalt paving. June was a difficult month considering the amount of rain. 6.d.2 LANE 1 LINE MARKING The department has continued with Line Painting. 6.d.3 STREET SWEEPING The Works Department have completed sweeping the curbed streets for a second time. 6.d.4 SIGNAGE Ward 2 had 8 crosswalk signs replaced due to fading. Ward 2 had 2 yield signs replaced due to fading. 6.d.5 STREET CLOSURES The Works Department executed road closures for the Prom, Graduation, and Diversifest in June 2023. 4 6.d.6 TRAFFIC LIGHTS Traffic Lights at the intersection of Queen Street and Main Street were repaired. All traffic Lights within municipal boundaries have had the dates and times changed to the current date and time. They were not correct due to a recent power outage. 6.d.7 SEASONAL WALKING BRIDGE The Works Department installed the seasonal footbridge that connects O'Connell Park to the trail system spanning Trout Creek. This footbridge had to be tethered to the shore later in the month due to continuous heavy rains throughout the month of June. 6.e COMMUNITY SERVICES 6.e.1 LAWN MAINTENANCE The Works Department continued routine ongoing maintenance of lawn mowing and whipper snipping for the season within municipal boundaries. Lawn repairs due to plowing operations have commenced. 6.e.2 COMMUNITY SERVICE LOCATION - WARMING CENTRE GENSET PAD The Works Department installed 2 concrete pads at the Community Services Office for future generators and propane tanks. 61 WATER AND SEWER SERVICES 6.f.1 Water Service Lateral Repair -- 444 main street The Works Department assisted the Water and Wastewater Department with a water service repair at 444 Main Street. 6.g STAFFING 6.g.1 2023 Summer Employment - Students The Works Department has had 12 summer students employed this summer. All have had their orientation and commenced working with the full-time staff. 6.h REQUESTS FOR APPROVAL There were no requests for approvals at this time. 5 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 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 conforms as well as a-coli. 7.a.2 WATER SYSTEM COMPLAINT REGISTRY One water quality complaint was received in the month of June. On June 30 a resident on Skyline Ave. called with concern that their water was rusty in their supply. As this was the second recent occurrence in the same area, we wanted to investigate it a little deeper. We checked with neighbors, and it appeared to be unique to the one residence. Internal flushing cleared up the dirty water. Further checks may be necessary if there is a reoccurrence. 7.a.3 HYDRANT REHABILITATION Nothing new to report at this time. 7.a.4 WATER BREAK on June 12 a service line at 444 Main Street was discovered to be leaking. This ultimately required the replacement of the service line from the watermain to the curb stop. Due to the time the service would be off for repair, the Health Department required a boil order for the one property until two clean sample results were received. Three days later notice was given to residents that they would no longer need to boil their water. 7.a.5 UNIDIRECTIONAL FLUSHING The semi-annual hydrant flushing program for Ward 2 was completed by June 13. No major issues were discovered. 7.a.6 WARD 2 - ELECTRICAL STORM RELATED TROUBLE SHOOTING During the early morning hours of June 18, there was an electrical storm that originally caused some issues by disrupting the power to a lift station in Ward 2. SCADA system checks at the time and later in the day showed no issues in the system. Later that day it was discovered that the Ward 2 water reservoir had run dry, and we were only alerted to the issue when people started to notify us of the loss of water pressure. Once the problem arose, we 6 responded quickly by turning on pumps by hand to replenish the reservoir. We then began to diagnose what caused the issue and discovered that a level sensor at well #2 had been damaged and was putting out a false signal that the reservoir was near full when it really was not. We later discovered that the level sensor at well #1 was also not functioning. These are sensitive devices and we concluded they were damaged by lightning about 17 hours earlier, around the same time lightning disrupted power at the lift station. New devices have been ordered and temporary fixes are in place until the new devices can be installed. 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. 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. 408 work orders were created, 421 completed, 38 reactive, and 370 repeated requests. 7.d WATER AND WASTEWATER CAPITAL 1MPROVMENTS 7.d.1 STEWARTAVENUE WASTEWATER PUMPING STATION UPGRADE There was nothing new to report at this time. 7.d.2 SCADA SYSTEM There was 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 7.f.1 2023 ATLANTIC CANADA WATER AND WASTEWATER ASSOCIATION CONFERENCE 7 DPW Butcher requested approval for the Water and Wastewater Superintendent and himself to attend the ACWWA Conference on October 15th to 17th in Charlottetown PEI. The conference registration meals and accommodations are in the amount of $3475.60; HST included. This is a budgeted item. Moved by: Councillor Milner Seconded by: Councillor Maguire THAT the Committee recommend to Council that Council approve for DPW Butcher and the Water and Wastewater Superintendent to attend the ACWWA Conference on October 15 - 17 in Charlottetown PEI for the amount of $3475.60 HST included. Motion Carried 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 PACKAGING AND PAPER EXTENDED PRODUCER RESPONSIBILITY PROGRAM IN NB CAO Hatcher reviews with Committee the upcoming changes that will be implemented Province wide in 2023 through the end of 2024. Circular Materials is a non-profit company that represents companies, organizations, and producers that supply products in packaging and paper to the residents of New Brunswick. The change in legislation in New Brunswick has this company developing a stewardship plan for the packaging and paper in 2023 and they are now obligated to recycle products of recyclables phased at the residential curbside. The implementation in New Brunswick has been broken into 2 phases where the phase 1 centers will have the plan operational by the end of November 2023. This new program will see new revenue services for the Town. Sussex has been identified as a center for Phase 2 implementation beginning on March 1, 2024 but no later than November 30, 2024; Change is coming and town Administration will keep the Committee advised of the issue and change in service delivery. 8 Lengthy discussion follows. A lengthy discussion on the determination of contamination rates and the 3% threshold prior to the implementation of non- compliant personalities. There will be upcoming teleconferencing on the changes in service delivery that town Administration will participate in and learn of the rollout issues for those centers now included in Phase 1 of the new program. 9.a.1 CIRCULAR MATERIALS - NB MASTER SERVICES AGREEMENT 9.a.2 ELIGIBLE STOP COLLECTION TEMPLATE 9.a.3 DETERMINATION OF CONTAMINATION RATES 10, PERSONNEL 11. 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 June 2023, totaling $479,396.62. Motion Carried 12. SCHEDULE FOR NEXT MEETING - AUGUST 14, 2023 13. ADJOURNMENT Moved by: Councillor MacLeod Seconded by: Councillor Maguire THAT this regular meeting of the Works Committee be adjourned. Motion Carried 14. CLOSED SESSION DPEUTY MAYOR WILSO VICE -CHAIRPERSON S.M. HATCHER, P. ENG., CAO