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HomeMy Public PortalAbout2024-02-12 Works Committee Meeting MinutesSussex Minutes of Meeting of Works Committee 14-24 February 12, 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 APPROVAL OF AGENDA Moved by: Councillor Nelson Seconded by: Councillor MacLeod THAT the Committee approve the agenda as circulated. Motion Carried 2. APPROVAL OF MINUTES OF MEETING #13-24 Moved by: Councillor Milner Seconded by: Councillor Nelson THAT the Committee approve the minutes of Works Committee meeting 13-24 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 presentations or delegations. Works Committee Meeting February 12, 2024 Meeting #: 14-24 5. ADMINISTRATION REPORT TO COMMITTEE 5.a ADMINISTRATION REPORT - OVERTIME SUMMARY JANUARY 2024 DPW Butcher reviews the overtime summary for January 2024 with the Committee. 5.b OVERTIME DETAILS The overtime hours for the Works Department for January 2024 in the Utility and General Funds are as follows: In the General Fund the overtime hours were: under budget for the month of January by 88.75 hours and under budget for the year to the end of January by 88.75 hours. In the Utility Fund the overtime hours were: under budgeted for the month of January by 1.50 hours and under budget for the year to the end of January 1.50 hours. 5.c LABOR MANAGEMENT MEETING MINUTES The Labour/Management Committee meeting for February was held on February 9, 2024. Director of Public Works Butcher reviewed the Labour/Management meeting minutes with the Committee. A brief discussion followed on training. 5.d JOINT HEALTH AND SAFETY DRAFT MINUTES The Joint Health and Safety Committee meeting for January was held on January 22, 2024. Director of Public Works Butcher reviewed the meeting minutes with Committee. 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 January 2024, 57 Work Orders were created, and 54 Work Orders were completed. Works Committee Meeting February 12, 2024 Meeting #: 14-24 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 WATERCOURSE MAINTENANCE The department has received the proper WAWA permit. Any downed trees have been removed from Parsons Brook and work has been completed. 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. The Department completed the annual Christmas tree pickup, and they were taken to the compost yard for mulching. 6.d TRANSPORATION MANAGEMENT 6.d.1 WINTER MAINTENANCE The salt trucks were deployed 15 times during the month of January. The full plowing crew and equipment were deployed twice during January. 6.d.2 STREETS The following was completed during the month of January 2024: o There were two days of cold patching completed during the month of January. Cold patching will continue as needed throughout the winter months. o The road to the snow dump was upgraded using millings provided by the Leonard Drive project last summer. o The town had one of its decorative poles located in front of the post office run over by a pickup truck. The pole is in the process of being repaired and will be reinstalled. o The Works Department provided 3 jersey barriers, temporarily, to Kingswood University and installed them between Kingswood and the Nutrien Civic Centre. Works Committee Meeting February 12, 2024 Meeting #: 14-24 6.e COMMUNITY SERVICES 6.e.1 CHRISTMAS TREE LIGHTS The Works Department removed all Christmas lights and decorations throughout the town and placed them into storage. 6.f REQUESTS FOR APPROVAL 6.f.1 CANADIAN PUBLIC WORKS ASSOCIATION ATLANTIC - 2024 ANNUAL CONFERENCE DPW Butcher reviews a request for approval for Superintendent of Public Works Shane Reid to attend the CPWA Conference in Dieppe from March 26-28, 2024. The registration for the course is $125.00, accommodations for 2 nights is $361.10, meals for 2.5 days is 5236.10 for a total of $722.50 HST included as a budgeted item. Moved by: Councillor Milner Seconded by: Councillor Nelson THAT Committee recommend to Council that Council approve the request for the Superintendent of Public Works Shane Reid to attend the CPWA Conference in Dieppe from March 26-28, 2024, for a cost of $722.20 HST included. Motion Carried 6.f.2 REMOVAL - INSTALLATION PLOW GEAR ON 1/2 TON TRUCK DPW Butcher requests approval to have Peak Performance purchase and install new parts required to swap plows from U14 to G38. The cost associated with this is $4,436.64 HST included. The purchase would be under GL code 5700-130. Plow U14 has been decommissioned and is not drivable. Moved by: Councillor Brenan Seconded by: Councillor MacLeod THAT Committee recommend to Council that Council approve for purchase required parts and installation from Peak Performance in order to swap plows from U14 to U38 at a cost of $4,436.64 HST included. Motion Carried Works Committee Meeting February 12, 2024 Meeting #: 14-24 5 6.f.3 SURPLUS - DISPOSAL 2006 INTERNATIONAL TRUCK WITH PLOW EQUIPMENT. DPW Butcher requests approval to send plow truck G17 to Jardins auction. G17 is a 2006 International plow truck with plowing gear. The truck is a spare that is no longer worth investing any more money into. Moved by: Councillor MacLeod Seconded by: Councillor Milner THAT Committee recommend to Council that Council approve G17, a 2006 International plow truck with plowing gear, be sent to Jardins auction for disposal as it is a spare that is no longer in operation. Motion Carried 6.f.4 SURPLUS - DISPOSAL 2009 CHEVROLET HALF TON DPW Butcher is requesting approval to send U14 to Jardins auction. U14 is a 2009 Chevrolet half -ton that was part of the former Village of Sussex Corner fleet. Due to holes in the frame in multiple spots, it is no longer safe to drive and will not pass the safety inspection. Moved by: Councillor Brenan Seconded by: Councillor Milner THAT Committee recommend to Council that Council approve for U14, a 2009 Chevrolet half -ton previously used in the former Village of Sussex Corner fleet, be sent to Jardins auction for disposal due to its unsafe condition. 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 & 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. Works Committee Meeting February 12, 2024 Meeting #: 14-24 6 7.a.4 WATER BREAK A water break was discovered late on January 25 on the 8" line running from Freeze Court to Barbour's that runs behind some of the properties on Maple Avenue. Repairs were completed the next morning. 7.a.5 WARD 2 WATER SYSTEM MITIGATION PLAN, WELL 3 REMEDIATION To satisfy the mitigation plan, purchases have all been made, equipment has been installed and is awaiting final steps to have it connected to SCADA and is providing data. Delays have been encountered, waiting for the service provider to complete the SCADA connections, but should be completed in February. For Well 2, once SCADA connections are complete, there will be 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, continuous sampling is ongoing to collect data. The consultants are in the process of finalizing the report and once the report has been received it will be brought to the Committee. In the meantime, Ward 1 continues to provide water to a portion of Ward 2. 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 and 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 Usual repairs were carried out as requested and required during the month. 326 Work Orders were created, and 321 Work Orders were completed. 26 of the Work Orders were non -repeating, and 300 of the Work Orders were repeating. Works Committee Meeting February 12, 2024 Meeting #: 14-24 Td WATER AND WASTEWATER CAPITAL IMPROVMENTS 7.d.1 STEWARTAVENUE WASTEWATER PUMPING STATION UPGRADE The new station continues to do well. Fencing has been recently installed. 7.d.2 SCADA SYSTEM IMPROVEMENTS 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 DISTRIBUTION LEVEL 2 COURSE DPW Butcher requests approval for the Supervisor of Works, Craig Dixon, to attend a level 2 Water Distribution Course in Halifax at the end of March. Attending the course will begin the process of having Craig updated to be able to fill the role of backup operator of the water system. Costs, including registration and hotel stay, will be $2073.21 HST included as a budgeted item. Moved by: Councillor MacLeod Seconded by: Deputy Mayor Wilson THAT Committee recommend to Council that Council approve the request for Supervisor of Works, Craig Dixon, to attend a Level 2 Water Distribution Course in Halifax at the end of March to commence the process of upgrading for his role of backup operator of the water system for a cost of $2,073.21 inclusive of HST. Motion Carried 7.f.2 TURNER COURT WASTEWATER PUMPING STATION - PUMP REPLACEMENT This week there was a failure of one of the pumps at the Turner Court life station. The affected pump was repaired last year, but something caught inside and seized the motor until the electrical system shut it down. There is no warranty on the previous work. With that in mind, DPW Butcher would like to purchase a full replacement which will be more robust electrically and include a new "non -clog" feature that will be beneficial in future. The direct replacement pump, supplied by Xylem, is priced at $11,480.61 HST included. It is not a budgeted item but would be within the budget if approved. Works Committee Meeting February 12, 2024 Meeting #: 14-24 Moved by: Councillor Brenan Seconded by: Councillor Nelson THAT Committee recommend to Council that Council approve for purchase a replacement pump for the Turner Court Lift Station, supplied by Xylem, priced at $11,480.61 HST included. Motion Carried 8. BUSINESS ARISING OUT OF MINUTES 8.a FLOOD MASTER PLAN CAO Hatcher advises the Committee that there is no new information to report. 8.b MAPLE AVENUE / MAIN STREET/ BROAD STREET RECONFIGURATION There was nothing new to report at this time. 8.c SUSSEX - WATER SYSTEM OPERATING APPROVAL 8.c.1 SUSSEX - CERTIFICATE OF APPROVAL TO OPERATE W-2173 CAO Hatcher reviews with Committee the Town's new approval to Operate the Town water distribution system, now consolidated into one COA. COA W-2173 has been approved for Sussex inclusive of both Ward 1 and Ward 2 into one new operating approval. 8.c.2 SUSSEX -APPROVED WATER SAMPLING PLAN 2024 CAO Hatcher also provides the Committee with the new water sampling plan for Sussex and reviews the highlights of the changes in the COA new approval. 8.c.3 IOM DAVE MARRIOTT - COA CHANGES - 29-01-2024 Changes to the COA were reviewed with the Committee by CAO Hatcher. 8.c.4 CHURCH AVENUE WATER FOUNTAIN TESTING RESULTS JANUARY 2024 CAO Hatcher indicates that one change to the approval is the necessity to test the Church Avenue fountain twice annually for organic and inorganic parameters. CAO Hatcher reviews with Committee the January 2024 Church Avenue fountain sample results. Testing in January 2024 indicates this Works Committee Meeting February 12, 2024 Meeting #: 14-24 9 fountain meets and exceeds all parameters of the Canadian Drinking Water guidelines. Information received and filed by the Committee. 8.d TROUT CREEK PEDESTRIAN BRIDGE PROGRESS REPORT CAO Hatcher provides an update on the construction schedule and progress on the project. A brief discussion followed on the progress and schedule. Information was received and filed by the Committee. 8.e WWTP - SOLAR PILOT PROJECT CAO Hatcher advises the Solar Pilot is well into the data collection phase of this initiative. More information for the Committee's review will be available in the coming months. 9. NEW BUSINESS 9.a WAYCON HEIGHTS STORM WATER SYSTEM REVIEW 9.a.1 MICHEAL STREET - DILLON QUOTATION REVIEW CAO Hatcher reviews with Committee a fee proposal for review for storm sewer options on Michael Street in Ward 2. CAO Hatcher reviews with Committee the fee proposal as well as the added funds necessary to review the existing capacity of the installed storm sewer. Dillon believes the initial install was limited in capacity for the full build -out of the subdivision. Moved By: Councillor Maguire Seconded by: Deputy Mayor Wilson THAT Committee recommend to Council that Council approve the fee proposal of Dillon Consultants to assess storm sewer options on Michael Street in Ward 2 in the amount of $17,100.00 exclusive of HST. Motion Carried Works Committee Meeting February 12, 2024 Meeting #: 14-24 10 9.a.2 WAYCON HEIGHTS - STORM WATER SYSTEM OPTIONS 9.b SUSSEX SANITARY SEWER MASTER PLAN - ENGLOBE SERVICES PROPOSAL CAO Hatcher reviews with Committee the Englobe Proposal to Develop a town of Sussex sanitary sewer monitor plan. The project aims to complete a comprehensive study to gather information, assess existing conditions, and complete a hydrant analysis of the Town sanitary sewer system. It is envisioned this initiative will provide Sussex with comprehensive recommendations for sanitary sewer infrastructure improvements to address identifier system defects and as well identify existing system capacity to be better equipped to respond to development needs. The proposal is broken down into two parts, the assessment of Ward 1 and further assessment of the Ward 2 system. A lengthy discussion followed on the system assessment. Moved by: Councillor Milner Seconded by: Deputy Mayor Wilson THAT Committee recommend to Council that Council engage Englobe to undertake and develop a town of Sussex sanitary sewer master plan for the following fee for services: Ward 1 Assessment: $128,500 plus HST Ward 2 Assessment: $28,300 plus HST Motion Carried 10. PERSONNEL 11. ACCOUNTS Moved by: Councillor MacLeod Seconded by: Councillor Nelson THAT the Committee recommend to Council that Council approve for payment the Works Committee accounts for the month of January 2024, totaling $1,522,179.30. Motion Carried 12. SCHEDULE FOR NEXT MEETING - MARCH 11, 2024 13. ADJOURNMENT S.M. HATCHER, P. ENG., CAO