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.
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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.
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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.
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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
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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
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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
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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
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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