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