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HomeMy Public PortalAbout2023-11-20 Works Committee Meeting Minutes1 Sussex Minutes of Meeting of Works Committee 11-23 November 20, 2023 7:00 p.m. Present: Mayor Thorne, Deputy Mayor Wilson, Councillor Nelson, Councillor Brenan - Chairperson, Councillor Milner, Councillor MacLeod, Councillor Bobbitt, Councillor Maguire - Vice Chairperson Staff Present: Scott Hatcher, Chief Administrative Officer, Director of Public Works Butcher APPROVAL OF AGENDA Moved by: Councillor Milner Seconded by: Councillor Nelson THAT the Committee approve the agenda as circulated with the addition of Mr. Pearson under delegations. 2. APPROVAL OF MINUTES OF MEETING 10-23 Moved by: Councillor Brenan Seconded by: Councillor MacLeod THAT the Committee approve the minutes of Works Com circulated. 3. DISCLOSURE OF CONFLICT OF INTEREST Motion Carried ee meeting 10-23 as Motion Carried No members present declared a conflict on any of the items on the agenda at this time. 2 4. PRESENTATIONS/DELEGATION Chairperson Bobbitt welcomes Mr. Pearson to the meeting. Mr. Pearson is advocating for signage at the Village of Sussex Corner. He requests the signage to be added to identify the Ward 2 limits. "We are not in Sussex. We are in Sussex Corner and want it to be identified as such." states Mr. Pearson. Mr. Pearson is worried of urban sprawl and the potential for higher buildings that will lead to a downturn to the rural nature of Sussex Corner. Mr. Pearson believes the Christmas Parade should pass through both Wards. He also speaks on By -Laws and believes there is no need to change By -Laws. For example, the former Village of Sussex Corner has 20 By -Laws and the Town has 60 By -Laws, and they should be kept separate for each Ward. Mr. Pearson has a staunch belief in Private Property Rights. Mr. Pearson also highlights the requirement for fences around pools and the differences of requirements between Ward 1 and Ward 2. Many other observations followed, none connected to any common theme. Chairperson Bobbitt thanks Mr. Pearson for his presentation. 5. ADMINISTRATION REPORT TO COMMITTEE 5.a ADMINISTRATION REPORT - OVERTIME SUMMARY The overtime hours for the Works Department for October 2023 in the Utility and General Funds are as follows: - In the General Fund the overtime hours were: over budget for the month of October by 8.00 hours and under budget for the year to the end of October by 53.75 hours. - In the Utility Fund the overtime hours were: over budget for the month of October by 47.50 hours and over budget for the year to the end of October by 241.75 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 November was held on November 17, 2023. Director of Public Works Butcher reviewed the Labour/Management meeting minutes with the Committee. 3 5.d JOINT HEALTH AND SAFETY DRAFT MINUTES The Joint Health and Safety Committee meeting for October was held on October 24, 2023. Director of Public Works Butcher reviewed the meeting minutes with Committee. 5.e REQUESTS FOR APPROVAL 5.e.1 2023 CHRISTMAS PARADE The Committee reviewed a request from DPW Butcher seeking permission to enter a float in the Sussex Christmas Parade on December 2, with the use of a one ton and utility trailer and 1/2 -ton truck. DPW Butcher highlights that it would be a great team building exercise and is all done on a voluntary basis. Moved by: Councillor Brenan Seconded by: Councillor MacLeod THAT the Committee approve DPW Butcher's request to enter a float in the Sussex Christmas Parade on December 2 with the use of a truck and trailer, and a 1/2 -ton truck on a voluntary basis. Motion Carried 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 October there were 90 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. 6.b.2 STORM SEWER INFRASTRUCTURE There was nothing new to report at this time. 4 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.c.2 FALL CLEANUP The Works Department completed fall cleanup week. With the addition of Ward 2 the event took a bit longer, approximately 7 days. The weight of waste generated from Fall Cleanup week was 64.72 tons. There were 34 refrigerators, 9 air conditioners, 7 dehumidifiers,10 microwaves, 8 televisions and 12 tires with rims picked up and disposed of accordingly. 6.d TRANSPORATION MANAGEMENT 6.d.1 ASPHALT PATCHING Brown's paving continued with hot asphalt paving. 6.d.2 CURBS AND SIDEWALKS The Works Department replaced various sidewalk panels around town. 6.d.3 STRUCTURES The Works Department completed the repair of 2 storm structures on Bryant Drive. This includes the repair of the concrete curb and asphalt. 6.d.4 CROSSWALKS The Works Department installed all new concrete bases and 12' aluminum poles at all locations in Ward 2. This is to transfer existing crosswalk lights, signage, batteries, and solar panels from old 2 x 2 posts to the proper location and height on the new aluminum poles. The Department also installed 2 new concrete vases and 12' aluminum poles at the intersection of Leonard Drive and Rosemont Avenue. 5 6.e COMMUNITY SERVICES 6.e.1 LANDSCAPING There was nothing new to report at this time. 6.e.2 8TH HUSSARS SPORTS CENTRE There was nothing new to report at this time. 6.e.3 SPECIAL EVENTS There was nothing new to report at this time. 6.f COMMUNITY SERVICES 6.f.1 LAWN MAINTENANCE The Works Department completed mowing and whipper snipping for the 2023 season. 6.g REQUESTS FOR APPROVAL 6.g.1 PURCHASE OF NEW EQUIPMENT - CONCRETE CUT -SAW The Committee reviews a request from DPW Butcher for approval to purchase a new 16" Hilti concrete cutting saw from Home Depot for a price of $2632.32 inclusive of HST. The Works Department current saw has stopped working and is a required piece of equipment used for water breaks, cutting pavement, pipe, etc. The purchase is a budgeted item under GL code 5700-130, purchasing equipment. Moved by: Councillor Brenan Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council approve the purchase of a new 16" Hilti concrete cut saw from Home Depot for the price of $2632.32 inclusive of HST. Motion Carried 6.g.2 VEHICLE OPERATION AND MAINTENANCE - CARBIDE CUTTING EDGES, PLOW TRUCKS The Committee reviews a request from DPW Butcher requesting approval to purchase carbide blades for plowing equipment from LSW Wear Parts at the price of $10,105.05 inclusive of HST. They are replacement blades that are mounted to the plow truck that wear over time. The blades are a budgeted item under GL code 5290-130, purchasing of equipment. Moved by: Councillor Brenan Seconded by: Councillor Nelson 6 THAT Committee recommend to Council that Council approve the purchase of carbide blades for plowing from LSW Wear Parts at the price of $10,105.05 inclusive of HST. 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 and Ward 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 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 arrived for the installation of chlorine analyzers and turbidity sensors. For well 1, a chlorine return line will be installed as soon as the contractor can have it completed. Installation of the turbidity sensor is underway and the chlorine analyzer installation will be completed once the return line is complete. For well 2, a chlorine return line will be installed as soon as the contractor can have it completed. 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 completed 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. 7 7.b WASTEWATER MANAGMENT 7.b.1 REGULAR TESTING Regular testing was performed on the wastewater facilities as set forth in the Approval to Operate. 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 During the month of October there were 287 Work Orders created and there were 276 Work Orders completed. 7.d WATER AND WASTEWATER CAPITAL IMPROVMENTS 7.d.1 STEWARTAVENUE WASTEWATER PUMPING STATION UPGRADE Work is continuing at the Stewart Avenue life station. The new structure, generator, and pumps are in place, as well as connection to the force main. Some piping installation is still required. Commissioning of the new station will take place this month. 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 7.f.1 WATER SAMPLING STATION - WOLSELY MODEL Due to the issues that have been occurring with some of the sample stations in the community, DPW Butcher is requesting approval to purchase a different style of sample station to install and test. Based on ongoing results, further purchases may be required to replace the troublesome units. The cost of this unit and the required drain pump is $2790.30, both exclusive of HST. Funds are available in the budget for this purchase. 8 Moved by: Councillor MacLeod Seconded by: Deputy Mayor Wilson THAT Committee recommend to Council that Council approve for purchase a different style of sample station including the unit and required drain pump from Wolsely for a total cost of $2790.30, exclusive of HST. Motion Carried 712 MINI SPLIT - LAGOON LIFT STATION The Committee reviewed a request from DPW Butcher for the purchase of a mini split at the lagoon lift station. The lagoon lift station is very high with humidity in the summer. This could lead to issues in the future with electronics. DPW Butcher recommends that installing a heat pump would provide heating in the winter months and humidity control in the summer. The Committee reviews a memo highlighting a recommendation from Purchasing Agent Scott for Riteway Heating & Ventilation Service Ltd. to be engaged to supply and install a mini split heat pump at the lagoon lift station, 1567 Riverview Drive East, for a total cost of $6150.00 plus HST. Moved by: Councillor Brenan Seconded by: Councillor Nelson THAT Committee recommend to Council that Council approve Riteway Heating & Ventilation Service Ltd. to supply and install a mini split heat pump at the lagoon lift station at 1567 Riverview Drive East for a total cost of $6,150.00, plus HST. Motion Carried 8. BUSINESS ARISING OUT OF MINUTES 8.a FLOOD MASTER PLAN There was nothing new to report at this time. 8.b MAPLE AVENUE / MAIN STREET/ BROAD STREET RECONFIGURATION There was nothing new to report at this time. 9 8.c 2ND REVIEW - PRE -REFORM COMMUNITY SIGNAGE 8.c.1 LETTER - SIGNAGE PRE AMALGAMATION CAO Hatcher reviews with Committee the status of the Town's progress to develop new branding for a Town Crest, flag, and shield through the Chief Herald of Canada. The process is well underway and expected to take 3 to 6 months to complete. Once the new crest has been approved by Sussex Council and the Chief Herald of Canada, new signage will be developed for Council approval. The status of the project and the information discussed at October 2023 Committee's meeting remain current. Mayor Thorne spoke on the process the Town is undertaking to set the new identity of the new Sussex and each Ward of the new community. A brief discussion followed. Mr. Wilkins' letter was received and filed by the Committee. 8.c.2 EMAIL MAYOR THORNE - SIGNAGE Correspondence reviewed by the Committee. 8.c.3 LGR MAP AND REGULATION - SUSSEX Map reviewed by the Committee. 8.d WARD 2 WATER SUPPLY WELLS UPDATE - NOVEMBER 10, 2023 CAO Hatcher reviews with Committee the progress the Town has made in correcting water quality issues in Ward 2 and the development of a preventative maintenance schedule for the 3 production wells in Ward 2. CAO Hatcher highlights the completion of the watermain upgrades in Ward 2 on Leonard Drive to provide improved water quality to residents of Ward 2 and to provide the community options to address system issues, should the need arise. CAO Hatcher reviews the status of the temporary changeover of water supply from Ward 2, well 3, to Ward 1 water supply. Issues of color complaints have been eliminated. The changeover has been in operation since October 24 and expected to last until November 30. Well 3 remediation began on November 6, 2023 and progress continues. Acidification began on November 21 and the clean operation will continue through November 24. The Town is currently evaluating the merits of the pump replacement for well 3. CAO Hatcher reports successful remediation of well 2 turbidity issues have been addressed. The online turbidity meter has been installed. There is work remaining to install the chlorine return lines. 10 These various remediation efforts have been executed with only minor issues thus far. Work is expected to be complete by November 30, 2023. 9. NEW BUSINESS 9.a LETTER OF OFFER - ENVIRONMENTAL TRUST FUND, WARD 2 WATER WELLS. CAO Hatcher reviews with Committee that the Town has received notification that the application to assess all 3 water production wells under the Environmental Trust Fund has been approved. Under the program, 75% of the costs to a maximum of $5000 per well has been approved. CAO Hatcher requests the Committee consider authorizing The Mayor and Town Clerk to execute the EFT letter of offer on behalf of the Town. Moved by: Councillor MacLeod Seconded by: Councillor Brenan THAT Committee recommend to Council that Council accept the letter of offer received from the Environmental Trust Fund in the amount of $15000 and to authorize Mayor Thorne and Clerk Olesen to execute the Letter of Offer on behalf of Sussex. Motion Carried 9.b 2023 CNR SEASONAL WINTER MAINTENANCE LETTER CAO Hatcher reviews the CN winter maintenance correspondence with the Committee. Correspondence received and filed by the Committee. 9.c PRE -CONSTRUCTION MEETING MINUTES - ST. GEORGE STREET WATERMAIN UPGRADE CAO Hatcher reviews the pre -construction minutes of a meeting held on October 30, 2023. A brief discussion follows. Correspondence received and filed by the Committee. 11 9.d ST GEORGE STREET - BOIL WATER INTERDICTION CAO Hatcher reviews with Committee the boil water interdiction order received from Dr. Kimberly Barker, the District Medical Officer of Health. CAO Hatcher indicated construction difficulties occurred causing the section of water main servicing Kent Building Supplies to be dewatered and the need of an interdiction. The Town will begin the process of re -energizing the water main, as well as completing the testing necessary to insure potability. Correspondence received and filed by the Committee. 10. PERSONNEL 11. ACCOUNTS Moved by: Councillor Nelson Seconded by: Councillor Milner THAT the Committee recommend to Council that Council approve for payment the Works Committee accounts for the month of October 2023, totaling $666,939.82. Motion Carried 12. SCHEDULE FOR NEXT MEETING - DECEMBER 11, 2023 . 13. ADJOURNMENT On a motion duly moved and seconded the meeting adjourned. Moved by: Councillor MacLeod Seconded by: Councillor Milner Motion Carried 14. CLOSED SESSION S.M. HATCHER, P. ENG., CAO