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.
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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.
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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.
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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.
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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
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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.
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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 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.
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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.
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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.
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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.
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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