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Home My Public Portal About2023-09-11 Works Committee Meeting Minutes1 Sussex Minutes of Meeting of Works Committee 09-23 September 11, 2023 7:00 p.m. Present: Absent: Staff Present: Staff Absent: Deputy Mayor Wilson - Vice Chairperson, Councillor Nelson, Councillor Milner, Councillor Bobbitt - Chairperson, Councillor MacLeod, Councillor Maguire Mayor Thorne, Councillor Brenan Scott Hatcher, Chief Administrative Officer, By-law Enforcement Officer Butcher, Heather Moffett, Treasurer Tara Olesen, Town Clerk 1. APPROVAL OF AGENDA Resolution Number: Regular Meeting of the Works Committee Moved by: Councillor Milner Seconded by: Councillor MacLeod THAT the Committee approve the agenda as circulated. Motion Carried 2. APPROVAL OF MINUTES OF MEETING #08-23 Resolution Number: Regular Meeting of the Works Committee Moved by: Councillor MacLeod Seconded by: Councillor Milner THAT the Committee approve the minutes of Works Committee meeting 08-23 as circulated. Motion Carried 2 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. 5. ADMINISTRATION REPORT TO COMMITTEE 5.a ADMINISTRATION REPORT - OVERTIME SUMMARY The overtime hours for the Works Department for August 2023 in the Utility and General Funds are as follows: In the General Fund the overtime hours were over budget for the month of August by 20.75 hours and under budget for the year to the end of August by 41.75 hours. In the Utility Fund the overtime hours were over budget for the month of August by 8.00 hours and over budget for the year to the end of August 142.25 hours 5.b OVERTIME DETAILS DPW Butcher reviewed with Committee the August 2023 year to date overtime details 5.c LABOR MANAGEMENT MEETING MINUTES - SEPTEMBER 07, 2023 The Labour/Management Committee meeting for September was held on September 7, 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 August 2023 was held on August 15th, 2023. Director of Public Works Butcher reviewed the meeting minutes with Committee. 5.e REQUESTS FOR APPROVAL There are no requests for approval at this time. 3 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 August 2023 there were 92 Work Orders created and there were 99 Work Orders 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. 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 dean various storm lines and chambers. 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 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 needed. 6.d TRANSPORATION MANAGEMENT 6.d.1 ASPHALT PATCHING Brown's Paving continued with hot 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 August 24th. 4 6.d.4 STREET CLOSURES The Works Department executed a street closure on Main Street between Summer Street and Church Avenue on August 24th to accommodate a local car show. 6.e WATER AND SEWER MANAGEMENT 6.e.1 WATER DISTRIBUTION SYSTEM The Works Department provided support to the Water and Sewer Department during two service lateral repairs located on Post Road and Main Street. 6.f SPECIAL EVENTS MANAGEMENT 611 FLEA MARKET The Works Department completed the set up for the Annual Flea Market, Once the event was over, the department completed the cleanup and erected the ball field fencing. 6.f.2 ATLANTIC INTERNATIONAL BALLOON FIESTA The Works Department got a jump start on the set up for the Annual Balloon Fiesta. 6.g REQUESTS FOR APPROVAL 6.g.1 PROFESSIONAL DEVELOPMENT - CPWA FALL CONFERENCE FREDERICTON NB There was a request for approval for the Superintendent of Public Works to attend the Annual CPWA Fall Conference in Fredericton. The registration for the course is $125.00, accommodations for 2 nights is $391.00, meals for 2.5 days $236.10 for a total of $864.92 HST included and this is a budgeted item. Moved by: Councillor Milner Seconded by: Councillor Nelson THAT Committee recommend to Council that Council approve the Superintendent of Public Works to attend the Annual CPWA Fall Conference in Fredericton for a total of $864.92 HST included as a budgeted item. Motion Carried 6.g.2 RADIO COMMUNICATIONS - 5 UNITS There is a request for approval to have Custom Communications supply and install 5 two-way radios in equipment for the cost of $5,318.75. This is a budgeted item. 5 Moved by: Councillor Milner Seconded by: Councillor MacLeod THAT Committee recommend to Council that Council approve for purchase and installation of 5 two-way radios in equipment for the cost of $5318.75 as a budgeted item. Motion Carried 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. 7.a.2 WATER SYSTEM COMPLAINT REGISTRY There was nothing new to report at this time. 7.a.3 HYDRANT REHABILITATION There was nothing new to report at this time. 7.a.4 WATER BREAK There was nothing new to report at this time. 7.a.5 WARD 2 - ELECTRICAL STORM TROUBLES A new level sensor has been installed in well 1. Due to other issues at well 2, sensor installation will be delayed. 7.a.6 WARD 2 - WATER SYSTEM MITIGATION PLAN Purchase of necessary equipment to fulfill the requirements of the mitigation plan created in consultation with the Department of Health for the Ward 2 water system has been undertaken. Equipment will arrive within the next few weeks and installation will begin shortly afterwards. The assessment of issues with turbidity levels in Well 2 has begun and possible remediation options are being discussed with service providers. 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. 6 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 There were 332 Work Orders created and there were 335 Work Orders completed during the month of August 2023. 7.d WATER AND WASTEWATER STRUCTURES 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 REQUESTS FOR APPROVAL There were no requests for approval at this time. 8. BUSINESS ARISING OUT OF MINUTES 8.a FLOOD MASTER PLAN There is nothing new to report at this time. 8.b MAPLE AVENUE / MAIN STREET/ BROAD STREET RECONFIGURATION There is nothing new to report at this time. 8.c WARD 2 - WELLS 2 AND 3 - MITIGATION PLAN CAO Hatcher reviews with Committee the status of the wellfield mitigation plan for the water production Wells #2 and #3 in Ward 2. CAO Hatcher reviews with Committee the Gemtec proposal for intervention of preventative maintenance and production wells in Ward 2. He advises the proposal has been reviewed with the New Brunswick Department of Environment. The town is awaiting comment from both departments and the input is expected prior to Friday, September 15. A lengthy discussion follows on the manganese issue identified in Well #3 and CAO Hatcher questions why the former Village would not have 7 intervened in 2020, 2021, or 2022 given the manganese readings tested by the former Village and submitted to the regulating department as part of their sample testing requirements. CAO Hatcher believes there has been no ongoing maintenance in the former Village given the issues identified in the Gemtec proposal. CAO Hatcher requests Council authorize Phase 1 renovation costs estimated in the Gemtec proposal totaling $53,535.00 exclusive of HST and the budget estimate for rehabilitation of Well #3 to the amount of $35,810.00 exclusive of HST. Moved by: Deputy Mayor Wilson - Vice Chairperson Seconded by: Councillor MacLeod THAT Committee recommend to Council that Council authorize the renovation costs for assessment and maintenance intervention in the Ward 2 Water Production Wells identified in the Gemtec Sussex Corner Municipal Well assessment and proposal work in the amount of $89,345.00 exclusive of HST. Motion Carried 9. NEW BUSINESS 9.a BOIL WATER INTERDICTION - LEONARD DRIVE - COUGLE ROAD UPGRADE CAO Hatcher reviews with Committee the boil water interdiction related to a waterline replacement in Ward 2 on Leonard Drive. This order has since been lifted as a result of successful testing and compliance with the AWWA Standards. Correspondence received and filed by the Committee. 9.b IOM PURCHASER SCOTT - TENDER T-09-23 BELTS, FILTERS CAO Hatcher reviews with Committee the recommendation from Purchaser Scott related to Tender T-09-23 soliciting pricing for 3 years for belts and filters for town equipment. Moved by: Councillor Maguire Seconded by: Councillor Milner THAT Committee recommend to Council that Council award Tender T-09- 23 for the supply of Automotive Belts and Filters for a three (3) year period from October 1, 2023 to September 30, 2026 to NAPA Sussex. Motion Carried 8 9.c IOM PURCHASER SCOTT - 2023 1 TON TRUCK CAO Hatcher reviews with Committee the availability of a 2023 F-350 cab and chassis from Downey Ford Ltd. Brief discussion on the town's attempts to secure a 1 ton since 2021 without success. Moved by: Councillor MacLeod Seconded by: Councillor Nelson THAT Committee recommend to Council that Council approve the purchase of the 2023 Ford Super Duty F-350 from Downey Ford Sales Ltd. for the purchase price of $71,762.00 exclusive of HST. Motion Carried 9.d BROWN'S PAVING - COVENTRY WALK SUBDIVISION PHASE 2 AND PHASE 3 CAO Hatcher reviews with Committee the quotation to Asphalt Seal Coat a portion of Turnmill and Thomas in Coventry Walk Phase 2 and to place Asphalt base on the Bryant Street extension in Phase 3 of the Coventry walk subdivision. A brief discussion follows on the timing and budget envelope for this planned capital work. Moved by: Councillor Milner Seconded by: Councillor Nelson THAT Committee recommend to Council that Council approve the Brown's Paving Ltd. quotation to place seal asphalt on a portion of Turnmill Lane and Thomas Lane and to place base asphalt on the Bryant Street extension for the quotation price of $124,868.66 inclusive of HST. Motion Carried 10. PERSONNEL 11. ACCOUNTS Resolution Number: Regular Meeting of the Works Committee Moved by: Councillor MacLeod Seconded by: Deputy Mayor Wilson - Vice Chairperson THAT the Committee recommend to Council that Council approve for payment the Works Committee accounts for the month of August 2023, totaling $206,547.56. Motion Carried 9 12. SCHEDULE FOR NEXT MEETING - OCTOBER 16, 2023 13. ADJOURNMENT Moved by: Deputy Mayor Wilson - Vice Chairperson Seconded by: Councillor Milner On a motion duly moved and seconded the meeting adjourned. Motion Carried 14. CLOSED SESSION CO IL OR 0 TT. CHAIRPERSON S.M. HATCHER, P. ENG., CAO