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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 2 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. 3 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. 4 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. 5 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. 6 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. 7 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 8 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. 9 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 10 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. 11 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 12 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