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HomeMy Public PortalAbout2023-08-14 Works Meeting Minutes1 Sussex Minutes of Meeting of Works Committee August 14, 2023 7:00 p.m. Present: Absent: Staff Present: Staff Absent: Mayor Thorne, Deputy Mayor Wilson, Councillor Nelson, Councillor Brenan, Councillor Milner, Councillor Maguire, Councillor MacLeod Councillor Bobbitt Scott Hatcher, Chief Administrative Officer, Director of Public Works Butcher Tara Olesen, Town Clerk, Heather Moffett, Treasurer 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 Milner THAT the Committee approve the minutes of Works Committee meeting 07-23 as circulated. 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 There were no presentations or delegations. 2 5. ADMINISTRATION REPORT TO COMMITTEE 5.a ADMINISTRATION REPORT - OVERTIME SUMMARY The overtime hours for the Works Department for July 2023 in the Utility and General Funds are as follows: In the General Fund the overtime hours were: over budget for the month of July by 20.50 hours and under budget for the year to the end of July by 63.00 hours. In the Utility Fund the overtime hours were: over budget for the month of July by 13.00 hours and over budget for the year to the end of July by 134.25 hours. 5.b OVERTIME DETAILS DPW Butcher reviewed with Committee the July 2023 year to date overtime details. 5.c LABOR MANAGEMENT MEETING MINUTES The Labour/Management Committee meeting for August was held on Monday, August 14, 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 July was held on July 28, 2023. Director of Public Works Butcher reviewed the meeting minutes with Committee. 5.e REQUESTS FOR APPROVAL There were no requests for approval 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 July 2023, there were 98 work orders created and there were 98 work orders were completed. 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. 3 The flushing and cleaning program has commenced. This will be ongoing for the next few months. The contractor was on site for 3 days to flush and clean various storm lines and chambers. The Department replaced a collapsed 450mm Dia. CMP culvert located on Industrial Drive with twin 450mm Dia. HDPE culverts and re -ditched approximately 70m of existing ditch. 6.b.2 STORM SEWER INFRASTRUCTURE 6.c SOLID WASTE MANAGEMENT 6.c.1 REGULAR GARBAGE COLLECTION The following was completed on a weekly basis: Weekly household garbage collection was done by the Contractor on Monday, Tuesday, 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 Town -owned or operated buildings on Mondays, Fridays, and Wednesdays as it was required. 6.d TRANSPORATION MANAGEMENT 6.d.1 ASPHALT PATCHING Brown's Paving continued with asphalt patching. 6.d.2 LINE PAINTING The Department has continued with Line Painting. 6.d.3 STREET SWEEPING The Works Department completed street sweeping of the downtown area prior to the car show on July 14tH 6.d.4 SIGNAGE A digital speed sign located on Needle Street was removed at NB Power's request. The sign had been attached to their pole that they need to do some work on. The sign will be installed again on its own post when NB Power has completed the work in this area. Bump signs and posts were replaced on Perry Street as they had been run over. 6.d.5 STREET CLOSURES The Works Department executed a street closure on Main Street between Summer Street and Church Avenue on July 14th to accommodate a local car show. 4 6.d.6 SEASONAL WALKING BRIDGE The Works Department removed, repaired, and reinstalled the foot bridge that spans Trout Creek by Castle Bridge. 6.e COMMUNITY SERVICES 6.e.1 LANDSCAPING The Works Department continued lawn mowing and whipper snipping for the season within municipal boundaries. 6.f REQUESTS FOR APPROVAL There were no requests for approval. 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 Approvals to Operate. All samples submitted were tested by Saint John Laboratory Services Ltd. Results for Ward 2 indicated an unacceptable level of Total Coliform at 2 of the sample stations. As a result, a boil advisory was declared for Ward 2. Further testing confirmed the issue seemed to be the stations themselves. After extensive flushing of the system and cleaning of the sample stations, further testing allowed for the lifting of the advisory, however the Health Department also had some concerns surrounding turbidity levels at well 2 which required the temporary shutdown of that well. As another condition of the lifting of the advisory, installation of equipment necessary to perform continuous sampling of chlorine injection and turbidity will be necessary. A lengthy discussion takes place regarding the boil water advisory implemented in Ward 2 on July 21, 2023, the follow up intervention on July 28, 2023, as well as the rescinding of the order by the District Medical Officer of Health on Saturday July 29, 2023. CAO Hatcher provides information related to the device connection on the Ward 2 system that was impacting test results. Given the regimental stance by Health Officials, there was considerable delay in granting approval to choose alternative sampling points which is normal operating procedure. It is believed the Town's messaging related to the device issues lead to the follow-up turbidity order, as well as a demand by Health Officials to preapprove Town messaging to its customers. It is believed this reactive intervention was unnecessary and prompted the Town outreach to Minister Tammy Scott -Wallace and Minister Fitch by Mayor Thorne as well as CAO 5 Hatcher's discussions with the assistant Deputy Minister of Health on Saturday July 29, 2023. At the end of the order, the Town now has a commitment to install turbidity measuring equipment on wells that do not require turbidity testing. This additional equipment is estimated to cost around $50,000.00 of added expense once procured, installed, and staff are trained on its use. In addition, the Department of Health has effectively rendered it unusable as a production well estimate is at approximately $250,000.00 if an alternate location to site a new production well was found. Follow-up consultation by Town Administration will happen with Department of Environment Officials as well as Department of Health Officials. Town Administration will keep the Committee advised of its progress. 7.a.2 WATER SYSTEM COMPLAINT REGISTRY One water quality complaint was received on Webster Ave. in July. During the operation of filling a pool, a resident observed some brownish water in their system. It is suspected the flowing of this larger than normal volume of water may have stirred up some mineral build-up in the piping of the property as there were no other issues observed in the area. As a precaution, inorganic samples were taken to determine if any mineral levels were higher than acceptable. Results determined there were no levels higher than acceptable concentrations. 7.a.3 HYDRANT REHABILITATION Nothing new to report at this time. 7.a.4 WATER BREAK Nothing new to report at this time. 7.a.5 WARD 2 - ELECTRICAL STORM ISSUES New well level devices were just received and will be installed shortly. 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 Nothing new to report at this time. 7.b.3 WASTEWATER LIFT STATIONS 6 Nothing new to report at this time. 7.b.4 SEWER MAIN REPAIRS Nothing new to report at this time. 7.c MONTHLY MAINTENANCE 7.c.1 MAINTAIN X WORK ORDER REPORT During the month of July there were 319 work orders created and there were 305 work orders completed. 7.d WATER AND WASTEWATER CAPITAL IMPROVMENTS 7.d.1 STEWARTAVE. LIFT STATION UPGRADE Nothing new to report at this time. 7.d.2 SCADA SYSTEM Nothing new to report at this time. 7.e WATER AND WASTEWATER STRUCTURES Nothing new to report at this time. 7.f REQUESTS FOR APPROVAL 7.f.1 SUBMERSIBLE PUMP PURCHASE The current water pump in use at Jonah Ct. needs some minor repairs which will require the shutdown of the facility. DPW Butcher requested an expenditure of $24,378.85, including HST, to Sansom Equipment Limited for a replacement pump to have available for direct installation when the current pump is removed. This would greatly reduce the station downtime necessary. The existing pump could then be repaired and kept on hand for future use. This will be a budgeted item. Moved by: Councillor Milner Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council approve the purchase and direct installation of a replacement water pump for Jonah Court to Sansom Equipment Limited for the amount of $24,378.85, including HST. Motion Carried 7 8. BUSINESS ARISING OUT OF MINUTES 8.a FLOOD MASTER PLAN Nothing new to report at this time. 8.b MAPLE AVENUE / MAIN STREET/ BROAD STREET RECONFIGURATION Nothing new to report at this time. 9. NEW BUSINESS 9.a BOIL WATER ADVISORY - WARD 2 A lengthy discussion covered this item of business under item 7.a.1 9.a.1 JULY 21, 2023 BOIL WATER INTERDICTION Correspondence received and filed by Committee. 9.a.2 JULY 28, 2023 BOIL WATER INTERDICTION Correspondence received and filed by Committee. 9.a.3 JULY 29, 2023 BOIL ODER REMOVAL Correspondence received and filed by Committee. 9.b LETTER - PNB - DESIGNATED HIGHWAYS CAO Hatcher reviews with Committee the letter from the Minister of Transportation related to 2023 funding increases as well as the request to provide a new Capital Improvement plan prior to September 30, 2023. A brief discussion followed. Correspondence was received and filed by the Committee. 10. PERSONNEL 11. ACCOUNTS Moved by: Councillor Milner Seconded by: Councillor Brenan THAT the Committee recommend to Council that Council approve for payment the Works Committee accounts for the month of July 2023, totaling $460,110.61. Motion Carried 12. SCHEDULE FOR NEXT MEETING - SEPTEMBER 11, 2023 13. ADJOURNMENT 8 Moved by: Councillor MacLeod Seconded by: Councillor Milner THAT this Works Committee meeting be adjourned. 14. CLOSED SESSION S.M. HATCHER, P. ENG., CAO Motion Carried