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HomeMy Public PortalAbout2023-12-11 Works Committee Meeting Minutes1 Sussex Minutes of Meeting of Works Committee 12-23 December 11, 2023 7:00 p.m. Present: 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, By-law Enforcement Officer Butcher 1. APPROVAL OF AGENDA Moved by: Councillor MacLeod Seconded by: Councillor Milner THAT the Committee approve the agenda as circulated with the addition of item 6.e.3 Main/Moffett traffic light configuration. Motion Carried 2. APPROVAL OF MINUTES OF MEETING #11-23 Moved by: Councillor Milner Seconded by: Councillor Brenan THAT the Committee approve the minutes of Works Committee meeting 11-23 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 There were no delegates present. 2 5. ADMINISTRATION REPORT TO COMMITTEE 5.a ADMINISTRATION REPORT - OVERTIME SUMMARY DPW Butcher reviewed the overtime summary with the Committee. 5.b OVERTIME DETAILS The overtime hours for the Works Department for November 2023 in the Utility and General Funds are as follows: In the General Fund the overtime hours were: under budget for the month of November by 31.50 hours and under budget for the year to the end of November by 85.25 hours. In the Utility Fund the overtime hours were: over budget for the month of November by 9.00 hours and over budget for the year to the end of November 250.75 hours 5.c LABOR MANAGEMENT MEETING MINUTES The Labour/Management Committee meeting for December was held on December 8, 2023. Director of Public Works Butcher reviewed the Labour/Management meeting minutes with the Committee. A brief discussion took place on issues with the new Collective Bargaining Agreement executed on December 7, 2023. 5.d JOINT HEALTH AND SAFETY DRAFT MINUTES NOVEMBER 29, 2023 The Joint Health and Safety Committee meeting for November was held on November 29, 2023. Director of Public Works Butcher reviewed the meeting minutes with Committee. A brief discussion took place covering the issues reviewed at the November meeting. 5.e REQUESTS FOR APPROVAL There were no requests for approval 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 November 2023, 64 Work Orders were created, and 66 Work Orders were completed. Of the Work Orders, 41 were reactive and 23 were repeatable. 3 6.b STORM WATER MANAGEMENT 6.b.1 MONTHLY SCHEDULE The Works Department participated in ongoing maintenance including routine inspection of Storm Manholes and Catch Basins to ensure they are open and operating properly. 6.b.2 STORM SEWER INFRASTRUCTURE A section of ditch along Rosemont Avenue was re -ditched. There will be some clean-up required in the spring. 6.c SOLID WASTE MANAGEMENT 6.c.1 REGULAR GARBAGE COLLECTION The following routine was 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 2023 The Tub grinder was in the compost yard in November mulching all tree limbs that have been brought to the yard in the last six months. Was not able to be completed due to the material being covered in mud. Materials were hauled away to clean up the area. 6.d TRANSPORATION MANAGEMENT 6.d.1 ASPHALT PATCHING 2023 Brown's paving has now completed hot asphalt paving for 2023. 6.d.2 CROSSWALKS The Works Department transferred all crosswalk lights, signage, and signals from the old 2x2 square tube to the new 12' aluminum tapered poles. 6.e COMMUNITY SERVICES 6.e.1 REMEMBRANCE DAY CEREMONY The Works Department completed the street closure at and around the Cenotaph to allow for the Remembrance Day activities. They also completed the rolling street closure for the parade from the Legion on 4 Magnolia to the Cenotaph on Broad Street, and then back to Magnolia following the event. 6.e.2 CHRISTMAS LIGHTS The Works Department installed all Christmas lights and decorations around town. 6.e.3 Main/Moffett Traffic Light Configuration Mayor Thorne reviews a request with the Committee related to a call he received related to the traffic light configuration at the signalized intersection of Moffett/Main/Route 121. Mayor Thorne describes the positioning of the primary and secondary traffic heads west bound on Main Street and the positioning of the turn arrows when turning on the protected left to Route 121. The caller indicated he thought a legal left turn could be made from both approaches. A brief discussion on the pavement markings and the position of the secondary traffic head. Councillor Brenan questioned the phased timing North bound off Route 121. A brief discussion follows. Town Administration will review the intersection and report back to Committee. 6.f REQUESTS FOR APPROVAL 6.f.1 EQUIPMENT PURCHASE - UTILITY TRAILER PAINT MACHINE Director of Public Works Butcher requested approval to purchase a new trailer to haul the paint machine through town. The cost of the trailer is $$2,046.00 plus HST, under GL code 5700130. Moved by: Councillor MacLeod Seconded by: Councillor Milner THAT Committee recommend to Council that Council approve for purchase a new trailer to transport the paint machine at a cost of $2,046.00 plus HST. Motion Carried 5 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 were two breaks that the Waste and Water crew dealt with on the same day. On November 20th, a repair was made to the water main on McLean St. near #69. The break was a circumferential crack, a typical break in our system, and it was repaired under a lowered pressure in the immediate area. Also on November 20th, the contractor working on the watermain project on St. George St. had been preparing to connect their new line to the existing 250mm waterline behind the Kent store when after some excavation, the gate valve at the end of the line partially detached from the watermain under pressure. Town employees were already onsite to lower line pressure for the connection, however the event occurred prior to the pressure being lowered. As a result, the line was dewatered for a period of time and a boil order was declared for the Kent store, the only customer affected. Once pressure was returned to normal, samples were taken. The bail order was lifted on November 24. 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, the chlorine return line has been installed. Installation of the turbidity sensor and chlorine analyzer has taken place with final connection to the Scada system to take place soon. 6 For well 2, the realignment of the waterline from the pump building to the watermain, and the installation of the chlorine return line, is underway. 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 had been previously installed and now that the remediation has been recently completed, a chlorine analyzer will be installed soon. This will fall within the parameters of the pending combined water system Approval to Operate; the newly required turbidity meter will be installed early in the new year. 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. 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 with all results satisfactory. 7.b.2 LAGOON FLOATING SLUDGE Further treatment of lagoon sludge is underway, with the hopes that the floating mass will diminish through the winter. Eventual mechanical removal of the reduced mass may be necessary in late spring of next year. 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 November. 279 Work Orders were created, and 285 Work Orders were completed. 7 Work Orders were reactive, and 272 were repeatable. 7.d WATER AND WASTEWATER CAPITAL IMPROVMENTS 7.d.1 STEWARTAVENUE WASTEWATER PUMPING STATION The new Stewart Avenue lift station is now online and working well. Demolition of the old facility will take place in the coming weeks, once the equipment is dismantled and removed. 7 7.e WATER AND WASTEWATER STRUCTURES There was nothing new to report at this time. 7.f REQUESTS FOR APPROVAL There was nothing new to report at this time. 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. 8.c WARD 2 -- WATER PRODUCTION WELLS CAO Hatcher reviews with Committee the preliminary observations on the rehabilitation of the Ward 2 - Well 3 over the past month. CAO Hatcher discusses with Committee the issues identified on July 18, 2023 related to elevated Manganese levels. Clear troubling results were present over the past several years with no effort to intervene and correct the problem. CAO Hatcher reviews the steps taken to bring Well 3 offline while maintaining water service in Ward 2 with a temporary water supply from Ward 1. A review takes place of the intervened steps taken to establish the first preventative maintenance steps taken since the well was placed in service in 2003. There is a review of the mineral build up on the casing and well screen, and the measurement of specific capacity before and after intervention. Increased specific capacity by 50.7 % as a result of the maintenance steps taken in November 2023, the Well is back to near new conditions of the specific capacity at the time of commission in 2003. A brief discussion follows on the data collection and the identified trigger that will schedule future interventions in 5 -to -7 -year intervals. CAO Hatcher indicates that work is ongoing on conclusive recommendations that will be brought forward in early 2024. A brief discussion on the Well 2 turbidity issues and the relative sizes of the Ward 2 well compared to the production wells in Ward 1. 8 NEW BUSINESS 9.a WASTEWATER TREATMENT FACILITY RETIREMENT OPTIONS CAO Hatcher reviews with Committee the Gemtec report of the cost of retirement/closure of the Sussex Wastewater Treatment Facility. The retirement number is estimated at $1,650,000.00 in 2023. Dollars will be included on a note on the Town financial statements in accordance with the Public Sector Accounting Standards. CAO Hatcher indicated that Treasurer Moffett will review with Committee at Administration on Wednesday December 13, 2023 meeting. Report received and filed by the Committee. 10. PERSONNEL 11. ACCOUNTS Moved by: Councillor Nelson Seconded by: Councillor MacLeod THAT the Committee recommend to Council that Council approve for payment the Works Committee accounts for the month of November 2023 totaling $1,506,186.20. Motion Carried 12. SCHEDULE FOR NEXT MEETING - JANUARY 08, 2024 13. ADJOURNMENT 14. CLOSED SESSION COUNCILLOR BOBBITT, CHAIRPERSON S.M. HATCHER, P. ENG., CAO