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
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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