HomeMy Public PortalAbout2024-01-08 Works Committee Meeting MinutesWorks Committee Meeting
January 8, 2024
Meeting # 13-24
Sussex
Minutes of Meeting of Works Committee
13-24
January 8, 2024
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, 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 - #12-23
Moved by: Councillor Brenan
Seconded by: Councillor MacLeod
THAT the Committee approve the minutes of Works Committee meeting 12-23 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.
Works Committee Meeting
January 8, 2024
Meeting # 13-24
4. PRESENTATIONS/DELEGATION
4.a CIRCULAR MATERIALS - JEFF MACCALLUM, MANAGING DIRECTOR,
ATLANTIC
Chairperson Bobbitt welcomes Mr. Jeff MacCallum and his team to
tonight's Committee meeting.
Changes expected by Legislative for paper recycling where a stewardship
plan for packaging and paper was approved by Recycle NB in May 2023.
Mr. MacCallum introduces his colleagues Mr. Marcel Caissie and Mr. Josh
Lewis. He advises that team member Don Lutz was unable to travel to
attend.
The stewardship plan program has been phased in 2 phases with the
Sussex Region being part of phase 2.
For Sussex, if the Town chooses to opt in, then the program will begin on
May 1, 2024 by contract with Circular Materials. If Sussex chooses to opt
out, then on November 1, 2024 curbside collection will be procured by
Circular Materials through negotiation/competitive process. The program
will see collection on November 1, 2024 with services delivered to single
family residents, multi -unit dwellings under 4 units, and with school
collection.
On November 5, 2025 there will be an expansion of curbside recycling
and to other multi-residentials who were not receiving the service in 2024.
In November 2027 the service will be expanded to public space collection.
Circular Materials are looking for signed contracts but require written
confirmation of opting -in or opting -out of the Phase 2 launch on May 1,
2024.
Methods of existing curbside pick-up will remain unchanged, and the
same bag system is to remain. There is a standard financial offer of
$31.37 per household annual pick-up for opting in, paid per household on
a monthly basis.
A summary of opt -in and opt -out are as follows:
Opt -in vs. Opt -out Summary
Where the Entity opts -in:
• Circular Materials will contract with each entity.
• Payment based on a set cost per stop.
• Entity will then contract with the collection service provider.
• Entity will administer the collection contract and responsible for
customer service.
Works Committee Meeting
January 8, 2024
Meeting # 13-24
• Entity will continue to manage P&E with support from Circular
Materials, and a top -up will be provided for P&E and contract
administration.
Where the Entity opts -out:
• Payment for collection will defer six months.
• Circular Materials will negotiate directly with a collection service provider.
• Circular Materials will administer the collection contract.
• The collection service provider will be responsible for customer service.
• Circular Materials will directly lead P&E.
The contamination protocols were introduced with limited details provided.
Questions asked by Councilors and presenters were referred to the
contract.
There was a discussion highlighting the redemption center and their
assistance in accepting materials. A brief summary of the upcoming school
collection follows.
Review of the post Collection Facility is currently underway with the goal
to have those contracts finalized by the end of January 2024.
5. ADMINISTRATION REPORT TO COMMITTEE
5.a ADMINISTRATION REPORT - OVERTIME SUMMARY DECEMBER 2023
5.b OVERTIME DETAILS
The overtime hours for the Works Department for December 2023 in the
Utility and General Funds are as follows:
In the General Fund the overtime hours were: under budget for the
month of December by 81.5 hours and under budget for the year to the
end of December by 116.75 hours.
In the Utility Fund the overtime hours were: over budgeted for the month
of December by 7.00 hours and over budget for the year to the end of
December 257.75 hours
5.c LABOR MANAGEMENT MEETING MINUTES
The Labour/Management Committee meeting for January was held on
January 5, 2023.
Director of Public Works Butcher reviewed the Labour/Management
meeting minutes with the Committee. A brief discussion on the meeting
items took place.
Works Committee Meeting
January 8, 2024
Meeting # 13-24
5.d JOINT HEALTH AND SAFETY DRAFT MINUTES
The Joint Health and Safety Committee meeting for December was held
on December 20, 2023.
Director of Public Works Butcher reviewed the meeting minutes with
Committee. There was a brief discussion on the latest meeting with no
issues identified.
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
54 work orders were created, and 58 work orders were completed for
the period with 38 reactive and 16 repeatable.
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.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.
Works Committee Meeting
January 8, 2024
Meeting # 13-24
6.c.2 FALL CLEANUP 2023
All wood material that could not go through the tub grinder was hauled
off site and disposed of.
There was also a discussion on the proposed dates for spring/fall
clean-up 2024. The proposed dates are May 6-10 for Spring and
October 21-25 for Fall. The mentioned dates will fall on a clear week.
Moved by: Councillor MacLeod
Seconded by: Deputy Mayor Wilson
THAT Committee recommend to Council that Council set the dates of
May 6 to May 10, 2024 as the Town Spring clean-up and October 21 to
October 24, 2024 as the Town's Fall clean-up.
Motion Carried
6.d TRANSPORATION MANAGEMENT
6.d.1 WINTER MAINTENANCE
The Works Department has begun winter road and sidewalk
maintenance. The salt trucks were out 8 times in the month of
December.
6.d.2 CROSSWALKS
The Works Department has removed all the old posts used for
crosswalks in Ward 2.
6.d.3 ROAD MAINTENANCE
The Works Department has worked on upgrading the snow dump road.
They are using recycled milling material that was left from the Leonard
Drive upgrade earlier this year.
The Works Department also spent several days cleaning up branches
and debris on roadways after two separate wind and water events this
month.
6.e REQUESTS FOR APPROVAL
There were no requests for approvals at this time.
Works Committee Meeting
January 8, 2024
Meeting # 13-24
6
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 were no new complaints 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, WELL REMEDIATION
To satisfy the mitigation plan, purchases have all been made,
equipment has been installed and is awaiting some final steps to have
it connected to Scada and providing data.
For well 2, The realignment of the waterline from the pump building to
the watermain, and the installation of the chlorine return line, is now
complete. Once Scada connections are complete, we will perform a
period of flushing the well to waste to obtain some turbidity data prior
to bringing the pump back to normal operation.
For well 3, Since the well remediation, completed in November,
manganese samples have been regularly collected to determine the
level of success with the remediation work. Well flushing and sampling
continue to determine if these levels will drop to allow for eventual
connection to the water system. In the meantime, we continue to
provide ward 1 water to a portion of ward 2.
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 and all results were satisfactory.
Works Committee Meeting
January 8, 2024
Meeting # 13-24
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
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 has been completed. Some final sitework
will take place in the near future as weather allows. Scada connections
have been completed and are working well.
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 TURBIDITY MONITOR -ANALYSIS, WARD 1
DPW Butcher reviews with Committee a request for approval. To
complete installation of turbidity sensors in all well houses in Wards 1
& 2, and to satisfy the requirements of the pending Approval to
Operate, one more turbidity sensor purchase is required. Pricing is the
same as previous units purchased at $7567.09, HST included from
Wajax. This would be a budgeted purchase.
Moved by: Councillor Milner
Seconded by: Councillor MacLeod
THAT Committee recommend to Council that Council authorize
purchase and installation of a turbidity sensors from Wajax for a
purchase price of $7567.09, HST included, to satisfy the requirements
of the pending Approval to Operate.
Motion Carried
Works Committee Meeting
January 8, 2024
Meeting # 13-24
8. BUSINESS ARISING OUT OF MINUTES
8.a FLOOD MASTER PLAN
CAO Hatcher advises of a meeting of Mayor Thorne with M.P. Rob Moore
in Hampton on Monday, January 4, 2024,
M.P. Moore committed to writing to the minister responsible for the
infrastructure file. A brief discussion followed.
8.b MAPLE AVENUE / MAIN STREET/ BROAD STREET
RECONFIGURATION
There was nothing new to report at this time.
8.c WARD 2 WELLFIELD REMEDIATION - WATER PRODUCTION WELLS
CAO Hatcher reviews with Committee the December 20, 2023
maintenance intervention report for the Ward 2, Wells 2 and 3.
CAO Hatcher advises this report has been posted to the Town website as
an update to advise Town residents as to the status of the remediation
work.
The Town has all the necessary monitoring equipment now installed in
Ward 2. The SCADA programming remains and will be completed shortly.
The Town will develop operational trending of turbidity as soon as the
SCADA programming is complete. Town Administration will secure
continuous data through Winter and the Spring thaw to develop future
operation procedures.
Future preventative maintenance schedules are currently being
developed. Town Administration could not find any record of maintenance
steps nor any analysis of out of compliance data in late 2020 or 2021
when testing warranted intervention.
The Town is assessing if the scheduled maintenance practices were in
place in 2021 and would that have assisted in reducing operational impact
experienced in 2023 and 2024. To date, $381,896.57 has been spent on
mitigation and preventative maintenance on the three water production
wells in Ward 2 in 2023.
These necessary 2023 expenditures have assisted in correcting water
quality issues that were not addressed by the Former Village of Sussex
Corner as their reported testing began to exceed water quality parameters
in late 2020, 2021 and 2022.
Town Administration will continue to keep Committee informed on the
status of maintenance on the Ward 2 water supply.
Works Committee Meeting
January 8, 2024
Meeting # 13-24
9. NEW BUSINESS
9.a 30 CHAPMAN DRIVE - SUMP PUMP ISSUES
CAO Hatcher advises the Town has met with the owners of 30 Chapman
Drive to assist the resident with their sump pump issue.
It is believed the residence has a set point issue as the equipment
installed meets a reasonable standard to be effective.
Town Administration will keep the Committee informed on developments.
9.b CERTIFICATE OF APPROVAL TO OPERATE - WATER DISTRIBUTION
SYSTEM
9.b.1 DRAFT APPROVAL TO OPERATE - NBDOE
CAO Hatcher reviews with Committee the draft Certificate of Approval
to Operate the Town water distribution system in Ward 1 and 2. The
two existing drafts have been consolidated into 1 new document.
9.b.2 DRAFT WATER SAMPLING PLAN
CAO Hatcher reviews with Committee the recommended draft water
sampling plan developed by the Town's Water Operators. CAO Hatcher
highlighted the changes in monthly testing in Ward 2 to reassign that
testing to a weekly basis to assist in operations and timely analysis of
issues, should they develop.
A brief discussion followed. Correspondence was reviewed and filed by
the Committee.
9.c CERTIFICATE OF APPROVAL TO OPERATE - WASTEWATER WORKS
CAO Hatcher reviews with Committee the draft Certificate of Approval to
operate a wastewater works. This apparent change is a result of the Local
Government Reform.
10. PERSONNEL
11. ACCOUNTS
Moved by: Councillor Milner
Seconded by: Councillor MacLeod
THAT the Committee recommend to Council that Council approve for payment
the Works Committee accounts for the month of December 2023, totaling
$556,799.29.
Motion Carried
Works Committee Meeting
January 8, 2024
Meeting # 13-24
12. SCHEDULE FOR NEXT MEETING - FEBRUARY 12, 2024
The next regular meeting is scheduled for February 12, 2024, at 6:00 pm.
13. ADJOURNMENT
14. CLOSED SESSION
S.M. HATCHER, P. ENG., CAO