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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