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.
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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.
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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
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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
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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.
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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.
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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.
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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