HomeMy Public PortalAbout2023-10-16 Works Committee Meeting MinutesSussex
Minutes of Meeting of Works Committee
10-23
October 16, 2023
7:00 p.m.
Absent:
Mayor Thorne, Deputy Mayor Wilson - Vice Chairperson,
Councillor Nelson, Councillor Brenan, Councillor Milner,
Councillor Bobbitt - Chairperson, Councillor MacLeod,
Councillor Maguire
Staff Present: Scott Hatcher, Chief Administrative Officer, Kris Butcher, By-law
Enforcement Officer, 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 Maguire
Seconded by: Councillor MacLeod
THAT the Committee approve the minutes of Works Committee meeting 09-23 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.
4. PRESENTATIONS/DELEGATION
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5. ADMINISTRATION REPORT TO COMMITTEE
5.a ADMINISTRATION REPORT - OVERTIME SUMMARY
The overtime hours for the Works Department for September 2023 in the
Utility and General Funds are as follows:
In the General Fund the overtime hours were: under budget for the
month of September by 20.00 hours and under budget for the year to the
end of September by 42.00 hours.
In the Utility Fund the overtime hours were: over budget for the month of
September by 52.00 hours and over budget for the year to the end of
September 194.25 hours
5.b OVERTIME DETAILS
The overtime details were reviewed with the Committee.
5.c LABOR MANAGEMENT MEETING MINUTES
The Labour/Management Committee meeting for October was held on
October 13, 2023.
The Committee reviewed the Labour/Management meeting minutes and
have a brief discussion of the issues discussed at the October meeting.
5.d JOINT HEALTH AND SAFETY DRAFT MINUTES
The Joint Health and Safety Committee meeting for September was held
on September 19, 2023.
CAO Hatcher reviewed the latest Joint Health and Safety Committee
meeting minutes for the meeting held in September.
5.e REQUESTS FOR APPROVAL
There were no 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 September 2023 there were 92 work orders
created and there were 93 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.
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6.c SOLID WASTE MANAGEMENT
6.c.1 REGULAR GARBAGE COLLECTION
The following routine 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.
Fall clean-up will begin on October 23rd, 2023 in both Ward 1 and Ward 2.
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 CURBS AND SIDEWALKS
The Department completed the curb and sidewalk repair on Main
Street near Essex Street.
6.d.4 MILLINGS
The Town has received the milling material that was removed from
Leonard Drive project. The Works Department has made two
stockpiles of this material located at the Ward 1 and Ward 2 garages.
6.d.5 HURRICANE - TROPICAL STORM PREPARATION
CAO Hatcher reviews the precautionary measures taken in preparation
for Hurricane Lee. They were as follows:
-Various trees trimmed
-Cleared all catch basins
-Picked up all leaves, brush, and compost at roadside
-Removed seasonal footbridge over Trout Creek
-Checked, fueled, and ran all Town generators
-Checked backup power feed at Community Services Offices and
verified it works properly.
After the event the Works Department completed a town wide clean
up.
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6.e WATER AND SEWER MANAGEMENT
6.e.1 WATER DISTRIBUTION SYSTEM
The Works Department provided support to the Water and Sewer
Department during a service lateral repair located on Post Road.
6.f SPECIAL EVENTS MANAGEMENT
6.f.1 ATLANTIC INTERNATIONAL BALLOON FIESTA
The Works Department completed the set up for the Annual Balloon
Fiesta. Once event was over the department completed the clean up.
6.g COMMUNITY SERVICES SUPPORT
6.g.1 LAWN MAINTENANCE
The Works Department continued with mowing and whipper snipping
during the month of September.
6.g.2 MANPOWER SUPPORT
The Works Department provided manpower to the Community
Services Department to accomplish various tasks during the month of
September.
6.h REQUESTS FOR APPROVAL
6.h.1 TRUCK OR TREAT 2023
The Sussex Corner Elementary School is doing its 10th annual "Truck
or Treat" on October 28th, from 1-3 pm at the school. DPW Butcher
requested approval to take a trackless and a plow truck to attend the
event. This would be on a voluntary basis.
Moved by: Deputy Mayor Wilson
Seconded by: Councillor Milner
THAT the Committee recommend to Council that Council grant
approval to the Works Department to attend the "Truck or Treat" event
with a trackless and plow truck on a voluntary basis.
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.
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7.a.2 WATER SYSTEM COMPLAINT REGISTRY
Two water system complaints in Ward 2 were received. One on Laurie
Lane on Sept. 26th and another at 1075 Main St. on Sept. 30th. Both
complaints were regarding the appearance of dirty water in their home
plumbing. In both cases, the main lines were investigated, and no
sediment was visible in samples taken.
7.a.3 HYDRANT REHABILITATION
There was nothing new to report at this time.
7.a.4 WATER BREAK
CAO Hatcher reviewed with Committee a water break at 717 Main St.
that occurred late on Sept. 30th. Repairs were undertaken on the
morning of Oct. 1st. Repairs were performed on a shear break on the
line that crosses the river on the south side of Castle Bridge. A lowered
pressure was maintained overnight and for the duration of the repair.
7.a.5 WARD 2 WATER SYSTEM MITIGATION PLAN
CAO Hatcher reviews with Committee the 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 has begun to arrive for the installation of
chlorine analyzers and turbidity sensors.
For well 1 - a chlorine return line will be installed soon. This station will
receive a chlorine analyzer and turbidity sensor.
For well 2 - a chlorine return line will be required in conjunction with
some re -piping of the distribution main from the well to the reservoir
line to allow for the installation of this return line. Pricing for this work is
pending. This station will receive a chlorine analyzer and turbidity
sensor. Once installation is complete, the well will require disinfection,
flushing and bacterial testing prior to being brought back online.
For well 3 - the chlorine return line has been installed and once well
remediation has been completed a chlorine analyzer will be installed.
For all 3 wells - connection to the SCADA system will be required for
all new equipment to allow for continuous reporting of levels and
automatic shutdown of well pumps if levels fall outside of acceptable
parameters. Pricing on this work is pending.
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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.
7.d WATER AND WASTEWATER CAPITAL IMPROVMENTS
7.d.1 STEWARTAVENUE WASTEWATER PUMPING STATION UPGRADE
CAO Hatcher provides a status update on the work at the Stewart
Avenue lift station. The new structure, generator and pumps are in
place, as well as a connection to the force main. Some piping
installation is still required. Commissioning of the new station will likely
take place sometime in November.
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
There were no requests for approval at this time.
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8. BUSINESS ARISING OUT OF MINUTES
8.a FLOOD MASTER PLAN
CAO Hatcher reviews the recent inquiries from the RDC staff related to the
Town's submission for funding to the Federal Government. Our
application is presently under review by the program administrators.
Town Administration will advise the Committee of the Town's application
status as information becomes available.
8.b MAPLE AVENUE / MAIN STREET/ BROAD STREET RECONFIGURATION
There was nothing new to report on this item.
8.c WARD 2 - PRODUCTION WELLS REMEDIATION
8.c.1 WELL INTERVENTION WARD 2 STATUS REPORT
CAO Hatcher reviews with Committee the status report dated
September 25, 2023 and highlights the ongoing discussions with the
Department of Health and Environment and local Government.
Extensive consultation is currently underway to address turbidity
issues in Well 2 and Manganese issues in Well 3.
A brief discussion on the next steps and the Town's preparation of
isolating Well 3 and to supply a portion of Ward 2 with the Ward 1
water supply wells. CAO Hatcher provides a visual water sample taken
from a residential connection on Main Street in Ward 2. Considerable
flecks of Manganese are visually evident in this sample.
The Town's operations staff have begun the process of isolating Well 3,
flushing the lower Ward 2 system to elevate the Manganese present in
the distribution system.
CAO Hatcher advises that the finalized pricing to complete the Well 3
installation and the costs to complete those 2 interventions has
increased. CAO Hatcher requests the Committee's approval to
authorize an additional $48,700.00 exclusive of HST to complete the
Phase 2 intervention.
8.c.2 ACIDIFICATION - WELL 3 - PRICING CHANGE
Moved by: Councillor Brenan
Seconded by: Deputy Mayor Wilson
THAT the Committee recommend to Council that Council authorize an
additional expenditure of $48,700.00 exclusive of HST to complete the
Well 3 acidification process.
Motion Carried
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8.c.3 SCADA QUOTATION - WELL CHLORINATION - TURBIDITY METERS
CAO Hatcher reviews with Committee the SCADA quotation received
from Pennecon. The purpose of this work is to connect the online
monitoring equipment for chlorine and turbidity to the Town's SCADA
system.
Moved by: Councillor Nelson
Seconded by: Councillor MacLeod
THAT Committee recommend to Council that Council accept the
Pennecon quotation of $29,607.00 exclusive of HST to complete the
installation of the SCADA connection of the monitoring equipment on
the three production wells in Ward 2.
Motion Carried
8.c.4 RECONFIGURATION OF PIPING - WELL 2
CAO Hatcher reviews with Committee the necessary piping
reconfiguration on Well 2 to facilitate monitoring equipment on Well 2.
A brief discussion followed.
Moved by: Councillor Nelson
Seconded by: Deputy Mayor Wilson
THAT Committee recommend to Council that Council authorize and
estimated expenditure of $35,000.00 exclusive of HST to complete the
necessary repairs Civil and Piping reconfiguration at the Ward 2 Well 2
site.
Motion Carried
8.c.5 MR. WILKINS - QUESTIONS SEPTEMBER 2023
8.c.5.1 SEPTEMBER 19, 2023 LETTER FROM MR. WILKINS
CAO Hatcher reviews with Committee the September 19, 2023
letter from Mr. Wilkins requesting details of issues related to the
Ward 2 production wells. CAO Hatcher reviews the Town's
September 20th voluntary disclosure and supplemental follow-up
question by Mr. Wilkins. CAO Hatcher indicates that Mr. Wilkins is
confusing various approvals, Canadian Drinking Water Guidelines,
as well as misrepresenting the status of well productions and
communicating information that appears to marginalize the
Department of Health Boil Water Orders. CAO Hatcher indicates
the Town has provided updated, factually accurate communication
of the progress and the ongoing mitigation being corrected in Ward
2.
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CAO Hatcher advises 2 of the 3 water production wells have been
placed out of service to complete remedial work on the wells. The
Town's primary focus is to implement a solution and bring the Ward
2 system in compliance with the current operating approval.
There is no focus on reviewing information that may or may not
have been reviewed by the former Village as ongoing efforts and
the expense of completing the needed preventative maintenance to
correct the issues and place these production wells back in service
as soon as possible is underway, and is the utmost priority of
Sussex Council.
9. NEW BUSINESS
9.a 2024 - 2029 DESIGNATED HIGHWAYS 5 YEAR PLAN
9.a.1 2024 - 2029 DESIGNATED HIGHWAYS SUBMISSION
CAO Hatcher reviews with Committee the proposed Designated
Highway Capital Plan for the period of 2024 to 2029.
This program identifies $6,518,901.00 in 2023 over the life of the
program with the Town commitment to provide 15% assistance with
their program valued at $977,835.00 over the life of the program. A
brief discussion followed.
Moved by: Councillor Brenan
Seconded by: Councillor Nelson
THAT Committee recommend to Council that Council adopt the
following resolution:
THAT the document entitled Five Year Capital Improvement Program
on the Provincially Designated Highways in Sussex for the four-year
plan for the PMHP Program 2024 - 2029 be adopted. Motion Carried.
Motion Carried
9.a.2 COUNCIL RESOLUTION TO SUPPORT CAPITAL PLAN
2023-10-16 Moved by Councillor Brenan and Seconded by Councillor
Nelson that the document entitled Five Year Capital Improvement
Program on the Provincially Designated Highways in Sussex for the
four-year plan for the PMHP Program 2024 - 2029 be adopted. Motion
Carried.
9.a.3 LETTER TO MUNICIPAL DESIGN ENGINEER 30-09-2023
Letter received and filed by the Committee.
9.a.4 LETTER TO DISTRICT HIGHWAYS ENGINEER 30-09-2023
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Letter received and filed by the Committee.
9.b ST. GEORGE STREET WATERMAIN REPLACEMENT
9.b.1 TENDER RECOMMENDATION - ENGLOBE
CAO Hatcher reviews with Committee the tender recommendation
received from Englobe Engineering Consultants for the St. George
Street watermain replacement project. A brief discussion on the costs
and options related to finding a portion of this project when funding
would be available through the Town's recent application under the
CMHC Housing Acceleration Fund.
9.b.2 BID SUMMARY COMPARISON - ST GEORGE STREET WATERMAIN
REPLACEMENT
Moved by: Councillor MacLeod
Seconded by: Councillor Nelson
THAT Committee recommend to Council that Council award the tender
to the lowest bidder, Friar's Excavation Ltd., for the total bid price of
$528,784.75 inclusive of HST.
Motion Carried
9.c TRANSIENT TRADERS' APPLICATION - ROXIES'S
9.c.1 APPLICATION - ROXIE'S FOOD TRUCK
CAO Hatcher reviews with Committee the transient trader approval
received from Roxie's Food Truck to participate in the 2023 Burger
Week and to set up on the private lot at 312 Main Street.
Moved by: Mayor Thorne
Seconded by: Deputy Mayor Wilson
THAT Committee recommend to Council that Council grant Roxie's
Food Truck a transient trader license between October 17 to October
30 subject to the following requirements:
The basis of this approval is the pursuant to your application and
request for temporary set-up of your mobile Food Truck as outlined in
your Transient Traders Application dated October 10th, 2023. Nothing
in this approval grants to you any form of acceptance, license, nor
does it permit any approval of any modular units, modular sections or
mobile buildings setup as a stationary unit or units during the term of
this temporary approval and deemed as a building or part of a building
under the Town's Building By-law, Zoning By-law and the National
Building Code of Canada, current edition.
You will require your transient trader's permit to operate in Town ($200
during this period), paid in advance monthly.
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You are permitted to operate on private lands at 312 Main Street that is
Zoned a Highway Commercial Zone within Sussex and subject to
agreement from the property owner.
This Transient Traders Permit is effective on October 17th, 2023 and
shall expire October 30th, 2023.
Your operating hours will be limited to 11 am — 9 pm, for the week that
was described in your application.
You are responsible for the collection and disposal of your own trash /
garbage and or refuse on site, and, that disposal shall be delivered to a
licensed landfill as administered by the Kings Regional Services
Commission.
We would request your certificate issued by the New Brunswick
Department of Health, if applicable be filed with the town of Sussex
prior to beginning operations. This Transient Traders License shall
reference the Department of Health requirements as filed with the town
of Sussex prior to beginning operations The Department's
requirements shall form additional terms and conditions of the Town's
requirements of this Transient Traders License.
Motion Carried
9.c.2 DRAFT APPROVAL LETTER - ROXIE'S
Draft letter was reviewed by the Committee.
9.d WARD 2 FACILITIES - SAFETY
CAO Hatcher reviews with Committee the recommended installation of
safety equipment at the Cougle Road Works Garage and the Community
Services located at 1067 Main Street .
Moved by: Councillor Milner
Seconded by: Councillor MacLeod
THAT Committee recommend to Council that Council authorize the
purchase of two (2) AED machines from Levitt Safety in the amount of
$6,141.76.
Motion Carried
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9.e WARD 2 SIGNAGE
CAO Hatcher reviews with Committee the correspondence received by the
Town from Mr. Wilkins related to signage of the former Village of Sussex
Corner. CAO Hatcher advises the Committee the Town begun
consultations with the Chief Herald of Canada to develop a new town
crest, flag, and branding of our new community.
The plan is to complete this process over the coming months and to
reintroduce new signage as approved by Council to identify the Town's
new brand and identify the Sussex and Sussex Corner areas as the new
Town.
CAO Hatcher advises the NBDT&I has installed new town limit signs and
as well there are no plans nor direction received to date from the
Provincial Government to implement any civic address changes.
Brief discussion followed. Correspondence received and filed by the
Committee.
10. PERSONNEL
11. ACCOUNTS
Moved by: Councillor Milner
Seconded by: Deputy Mayor Wilson
THAT the Committee recommend to Council that Council approve for payment
the Works Committee accounts for the month of September, totaling
$628,482.41.
Motion Carried
12. SCHEDULE FOR NEXT MEETING - NOVEMBER 20, 2023
The next regular scheduled meeting is November 20, 2023 at 7:00pm.
13. ADJOURNMENT
Moved by: Deputy Mayor Wilson
Seconded by: Councillor Milner
On a motion duly moved and seconded the meeting adjourned.
14. CLOSED SESSION
CO
S.M. HATCHER, P. ENG., CAO