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Home My Public Portal About2022-07-21_COW_Website Agenda Packge.pdfPage 1 of 1 (Cover Pages) Committee of the Whole AGENDA Thursday, July 21, 2022 Livestreamed via YouTube at https://www.youtube.com/channel/UC_uKlob3qOA6eD62x1kK5Kw 151 King Street, Chester, NS 1. MEETING CALLED TO ORDER 2. APPROVAL OF AGENDA/ORDER OF BUSINESS 3. PUBLIC INPUT SESSION (15 minutes) 4. MINUTES OF PREVIOUS MEETING 4.1 June 2, 2022. 5. PUBLIC PRESENTATIONS/APPOINTMENTS 6. MATTERS ARISING 6.1 Quarterly Report – Department of Infrastructure & Operations. 7. CORRESPONDENCE 8. NEW BUSINESS 9. IN CAMERA 10. ADJOURNMENT 243 MUNICIPALITY OF THE DISTRICT OF CHESTER Minutes of COMMITTEE OF THE WHOLE Via YouTube Live from 151 King St, Chester, NS On Thursday, June 2, 2022 CALLED TO ORDER Warden Webber called the meeting to order at 9:15 a.m. Present: District 1 – Councillor Andre Veinotte District 2 – Deputy Warden Shatford District 3 – Councillor Derek Wells District 4 – Warden Webber District 5 – Councillor Abdella Assaff District 6 – Councillor Tina Connors District 7 – Councillor Sharon Church Staff: Dan McDougall, CAO Tara Maguire, Deputy CAO Pamela Myra, Municipal Clerk Jennifer Webber, Communications Officer Matthew Blair, Director of Infrastructure & Operations Chad Haughn, Director of Community Development & Recreation Regrets: Samuel Lamey, Municipal Solicitor APPROVAL OF AGENDA AND ORDER OF BUSINESS Addition:  Seniors Safety Partnership Board Membership – Councillor Connors.  Email from John Macdonald regarding a meeting at Ocean Swells taking place this evening – Councillor Veinotte. All members of Council have received the email. 2022-241 MOVED by Councillor Church, SECONDED by Deputy Warden Shatford Councillor Assaff the June 2, 2022, Agenda and Order of Business for the Committee of the Whole be approved as amended. ALL IN FAVOUR. MOTION CARRIED. PUBLIC INPUT There was no public input. Committee of the Whole (continued) June 2, 2022 244 MINUTES OF PREVIOUS MEETING 4.1 Committee of the Whole – May 19, 2022 – Warden Webber. 2022-242 MOVED by Deputy Warden Shatford, SECONDED by Councillor Church the minutes of the May 19, 2022, meeting of Committee of the Whole be approved as circulated. ALL IN FAVOUR. MOTION CARRIED. PUBLIC PRESENTATIONS There were no public presentations. MATTERS ARISING 6.1 Financial & Information Services 4th Quarter Report. This item was moved to an upcoming meeting. CORRESPONDENCE 7.1 Email and Invitation from Ann Westhaver regarding meeting – Tancook Boundary. Warden Webber spoke to MODL and has a draft response to Ms. Westhaver which he will provide in camera. Since it hasn’t been sent to Ms. Westhaver would prefer to discuss before sending to Ms. Westhaver. IN CAMERA 2022-243 MOVED by Deputy Warden Shatford, SECONDED by Councillor Church the meeting convene “In Camera” as per 22(2)(a) of the Municipal Government Act – Tancook Islands. ALL IN FAVOUR. MOTION CARRIED. 2022-244 MOVED by Councillor Church, SECONDED by Deputy Warden Shatford that the Committee of the Whole recommend to Council that the email and invitation from Ann Westhaver regarding a meeting held on Tancook Island be received as Committee of the Whole (continued) June 2, 2022 245 information and await a response from the Municipality of the District of Lunenburg. ALL IN FAVOUR. MOTION CARRIED. NEW BUSINESS 8.1 a. Email from Rob Eshelby, Blandford, regarding flying the Indigenous Flag. Councillor Veinotte outlined the request from Mr. Eshelby in his email with regard to the recognition of unceded territory and the suggestion that the Indigenous Flag be flown. It was agreed to forward the matter to the Equity, Diversity, and Inclusion Committee and suggest that there be contact with the local Indigenous Community to consult with them - nothing should be done about them without them. 8.1 Mi'kmaq flags in municipal spaces. The CAO indicated that the information included was prepared by the summer student and it was agreed to forward the information along with Mr. Eshelby’s request to the Equity, Diversity, and Inclusion Committee. 8.2 Request for Decision prepared May 24, 2022 – Community Development & Recreation – Request to Discharge two development Agreements – CMDA001 and CMDA003. Garth Sturtevant, Senior Planner was present to review the Request for Decision prepared on May 24, 2022 regarding the request to Discharge two development Agreements – CMDA001 and CMDA003. At the time the Development Agreements were in place, the zoning did not allow for light industrial use but with the zoning regulations now in place, mixed use allows for the light industrial use up to 2,000 square feet and these two Development Agreements are no longer required. 2022-245 MOVED by Deputy Warden Shatford, SECONDED by Councillor Assaff that the Committee of the Whole recommend to Council to authorize the discharge of Development Agreement CMDA001 for 31 Venture Avenue, Mill Cove as per Section 6(a) of the approved Development Agreement; and further direct staff to prepare and execute a Notice of Discharge to be recorded at the Land Registry. ALL IN FAVOUR. MOTION CARRIED. 2022-246 MOVED by Deputy Warden Shatford, SECONDED by Councillor Wells that the Committee of the Whole recommend to Council to authorize the discharge of Development Agreement CMDA003 for 35 Venture Avenue, Mill Cove as per Committee of the Whole (continued) June 2, 2022 246 Section 6(a) of the approved Development Agreement; and further direct staff to prepare and execute a Notice of Discharge to be recorded at the Land Registry. ALL IN FAVOUR. MOTION CARRIED. 8.3 Request for Decision prepared May 16, 2022 – Community Development & Recreation – Unregistered Heritage Properties. John Gamey, Summer Co-Op Student and Garth Sturtevant, Senior Planner were present to review the Request for Decision prepared May 16, 2022 with regard to Unregistered Heritage Properties files. It was noted that there are 16 heritage files that have not been finalized for whatever reason. Council was asked if they wished staff to prepare a report on the status of those 16 files to determine if they can move forward or be closed. 2022-247 MOVED by Councillor Wells, SECONDED by Councillor Assaff that the Committee of the Whole recommend to Council to direct the Summer Co-Op Student to draft a report outlining the current status of the 15 unregistered heritage properties on file and located throughout the municipality. The report will categorize each property as (a) pursuable for heritage registration, or (b) no longer suitable for heritage registration. ALL IN FAVOUR. MOTION CARRIED. 8.4 Seniors Safety- Councillor Connors. Councillor Connors noted that the Seniors Safety Council is seeking new board members, not necessarily a Council representative. If there is anyone who is interested in this, they can get in touch with her or the Chair, David Murdoch. ADJOURNMENT 2022-248 MOVED by Councillor Church SECONDED by Deputy Warden Shatford, the meeting adjourn. ALL IN FAVOUR. MOTION CARRIED. (9:35 a.m.) ___________________________ ___________________________ Allen Webber Pamela Myra Warden Municipal Clerk 2022-07-15 1 Infrastructure & Operations Quarter 1 Report Infrastructure & Operations Overview 1 2 2022-07-15 2 Infrastructure & Operations Objectives •Project backlog •Reactive to proactive •Process driven •Data driven recommendations •Clarity of roles & responsibilities Director of Infrastructure & Operations Director of Public Works Administrative Coordinator Custodian Operations & Maintenance Technician Public Works Labourer Public Works Labourer Public Works Labourer Certified Engineering Technologist Wastewater Engineer Wastewater Operator Director of Solid Waste Wastewater Operator (Landfill) Site Supervisor/Heavy Equipment Operator Lead HHW/Heavy Equipment Operator Heavy Equipment Operator/Scales Heavy Equipment Operator Heavy Equipment Operator Labourer Client Service Coordinator Scalehouse Operator Labourer Organizational Chart - Titles 3 4 2022-07-15 3 Matthew Blair Fred Whynot Tami Clarke Lori-Ann Harnish Gippy Dominey Jared Stevens Ben Foote Pat Fisher Tammy Bezanson Leigh Besanger Garth McLean Christa Rafuse Tim Townsend Ben Swinamer Tim Weisner Jesse Demont Robert Russell Joey Rines Garret Acker Tammy Harnish Ryan Smith Vacant Organizational Chart - People Roles & Responsibilities Leigh Besanger - Wastewater Buildings & Structures Tammy Bezanson - Roads Vehicles & Equipment Open Space Tami Clarke - Administration Christa Rafuse - Solid Waste Fred Whynot - Public Works Manny Blair - Infrastructure & Operations 5 6 2022-07-15 4 Operations Categories Split into 7 separate categories: 1. Roads 2. Wastewater 3. Buildings & Structures 4. Vehicles & Equipment 5. Open Spaces 6. Solid Waste 7. Administration •J-Class •Private •Sidewalks •SNIC •J-Class •Private •Sidewalks •SNIC Operations Categories Split into 7 separate categories: 1. Roads 2. Wastewater 3. Buildings & Structures 4. Vehicles & Equipment 5. Open Spaces 6. Solid Waste 7. Administration •Treatment Plants •Lift Stations •Pipes •Manholes 7 8 2022-07-15 5 Operations Categories Split into 7 separate categories: 1. Roads 2. Wastewater 3. Buildings & Structures 4. Vehicles & Equipment 5. Open Spaces 6. Solid Waste 7. Administration •Admin Buildings •Plant Buildings •Bridges •Shade Structures •Washrooms Operations Categories Split into 7 separate categories: 1. Roads 2. Wastewater 3. Buildings & Structures 4. Vehicles & Equipment 5. Open Spaces 6. Solid Waste 7. Administration •Trucks •Skid Steers •Compactor •Mowers •Power & Hand Tools 9 10 2022-07-15 6 Operations Categories Split into 7 separate categories: 1. Roads 2. Wastewater 3. Buildings & Structures 4. Vehicles & Equipment 5. Open Spaces 6. Solid Waste 7. Administration •Parks •Trails •Parking Lots •Squares Operations Categories Split into 7 separate categories: 1. Roads 2. Wastewater 3. Buildings & Structures 4. Vehicles & Equipment 5. Open Spaces 6. Solid Waste 7. Administration •Cells •Compound •Ponds •Roads 11 12 2022-07-15 7 Operations Categories Split into 7 separate categories: 1. Roads 2. Wastewater 3. Buildings & Structures 4. Vehicles & Equipment 5. Open Spaces 6. Solid Waste 7. Administration •Customer Service •Plans •Schedules •Strategies •Budget •HR •Compliance Solid Waste 13 14 2022-07-15 8 Landfill Collection Update NOVA SCOTIA’S TREASURE MATERIAL TONNAGE Q1 TONNAGE Q2 TONNAGE Q3 TONNAGE Q4 Total To Date RESIDUAL WASTE (A) 16,578.63 0 0 0 16,578.63 SEPTIC WASTE (B) 2,615.18 0 0 0 2,615.18 WOOD (C) 348.85 0 0 0 348.85 ASPHALT (D) 113.57 0 0 0 113.57 ORGANICS (E) 532.38 0 0 0 532.38 RECYCLABLES, CARDBOARD & PAPER (F) 165.39 0 0 0 165.39 MIXED C&D WASTE (G) 2,091.41 0 0 0 2,091.41 Solid Waste – Stats Solid Waste - Wastewater Leachate Phase 2 - Project rationale being reviewed CBCL retained for design work 15 16 2022-07-15 9 Solid Waste – Buildings & Structures Cell 3B - NSE approval to construct received Construction has commenced with an anticipated completion date of December 2022. 2021/22 Closure report received from CBCL and reviewed. Public Drop-Off - Renovation of metal structure Quotes being gathered Anticipated completion by October 2022 Solid Waste – Vehicles & Equipment Compactor - Staff site visit to test drive potential replacement compactor Currently with Procurement RFD to Council for approval in Sept 2022 ½ Ton Truck - Currently with Procurement Green Carts - 250 carts to be purchased late summer 228 Carts delivered/repaired in Q1. 17 18 2022-07-15 10 Solid Waste – Administration Curbside Garbage - Reviewing current garbage collection Review processes to identify improvements Landfill V&E Policy- Vehicle & Equipment Replacement Policy approved by council in June 2022. Environmental - 2021/22 report submitted to NSE Report Solid Waste – Administration Landfill Strategy - Creation of a 20 year strategy, envisioning multiple scenarios to include: 5/10/20 year projections Renewal and/or expiry of existing contracts Potential new contracts (i.e. HRM) Increasing/decreasing waste volumes/tonnage Cell and leachate capacity/longevity Clay borrow pit lifespan Workforce, vehicles, and equipment requirements Capital & operating costs Fee rates Closure/post-closure rates Report to Council by December 2022 19 20 2022-07-15 11 Solid Waste – Maintenance Road - Access road graded in July 2022 Sampling - Ground/surface water sampling – monthly Biofilter - Maintenance – on-going Cell - Daily clay cover maintained Corrals - Inspected in June V&E - Maintenance – on-going HHW - Packed daily CFC - Removal now completed on site by staff Public Works 21 22 2022-07-15 12 cs for Public Works July 15, 2022 NOVA SCOTIA’S TREASURE Activity Q1 Q2 Q3 Q4 Year to Date Sewer Permits Issued 5 5 Sewer Callouts (S. Business) 36 36 EDU Increase 3 3 Utility Locates 4 4 Berthage Permits Issued 0 0 Berthage Enforcement Events 1 1 Compost Carts Delivered 228 228 Dead Marine Life Collections 0 0 Events Requiring Public Sort Station 6 6 Public Sorting Station Abuse Incidents 0 0 Bandstand Bookings 8 8 Maintenance Work Orders 24 24 Road Name Signs Installed 7 7 Streetlight Requests 2 2 Sidewalk Snow Removal Events 0 0 Mobile Radar Unit Deployments 3 3 Compliments 1 1 Public Works – Stats Public Works – Roads (ICIP) Active Transportation - Sidewalk design RFP awarded for four sidewalks Hubbards, Chester Basin and two in Chester village. These sidewalks are currently having an archeological survey conducted as per federal request, and public consultation will be required due to potential encroachment onto adjacent private lots. Anticipated construction in 2023 Remaining seven sidewalks to be designed in-house. 23 24 2022-07-15 13 Public Works – Roads (ICIP) Rapid Rectangular - NSDTPW currently assessing the Flashing Beacons proposed locations. Anticipated installation October 2022 Paved Shoulders - Anticipated installation August 2022 Speed Radar Signs - Locations sent to NSDTPW for approval Anticipated installation October 2022 Public Works – Roads J-Class Roads - Myra Road, Adams Road and Brunswick Street Anticipated construction in October 2022 Snow & Ice Control - New contracts for roads and sidewalks (SNIC) are currently being reviewed Tenders due to be distributed in August Contract award at start of September 2022 25 26 2022-07-15 14 Public Works – Wastewater (ICIP) Lift Stations & - Design RFP awarded in June 2022 Forcemains Design completed by end of Sept 2022. Construction tender pending approval from ICIP Chester WWTP - Design RFP distributed in July. Construction tender anticipated to be available in March 2023 Construction tender pending approval from ICIP Public Works – Wastewater Otter Point WWTP - Design RFP closed. Subject to MCAP funding and council approval in September Western Shore - Quotes being obtained for new equipment WWTP Upgrade Western Shore - Quotes being obtained for new infrastructure Gravity System Work anticipated for August 2022 27 28 2022-07-15 15 Public Works – Wastewater Chester Basin - Quotes being obtained for new infrastructure WWTP Construction pending council approval Mill Cove Biofilter - On hold as currently compliant Mill Cove Fire - Report due to council in September 2022 Protection Public Works – Wastewater Manhole Repairs - Inspections and repairs to commence in September 2022 Manhole Infiltration- Inspections and repairs to commence in Reduction September 2022 Lift Station - Anticipated completion September 2022 Panel Upgrades & Generators 29 30 2022-07-15 16 Public Works – Wastewater Wastewater Pumps- Contract awarded in June 2022 for replacement wastewater pumps for all treatment plants. Wastewater Study - 5 year phasing plan to be presented to Council in September 2022 Public Works – Buildings & Structures (ICIP) Gold River Bridge - Design RFP to be awarded in September 2022 Construction anticipated in 2023 Station Bridge - Design RFP to be awarded in 2023 Construction anticipated in 2024 31 32 2022-07-15 17 Public Works – Buildings & Structures Wild Rose - Plumbers, electricians and door Accessible contractors hired. Washrooms Anticipated opening in Spring 2023 Admin Building - Repairs/maintenance completed in June Heatpump Public Works – Buildings & Structures Harbour Floats - RFP awarded and floats installed June Trail Bridge Repairs- RFP to be awarded in October 2022 Deficiencies will be included in 2023 budget Admin/Annex - Accessibility audit completed July Accessible Audit Report due in early September 2022 33 34 2022-07-15 18 Public Works – Vehicles & Equipment ¾ Ton Truck - Currently with Procurement Anticipated tender in August 2022 Zero Turn Mower - Currently with Procurement Using standing offer via Canoe Anticipated delivery October 2022 Public Works – Open Space Hennebery Lake - Culvert fish passage installed. Awaiting further direction from NS Dept. of Environment Trail Maintenance - To be scheduled with contractor Anticipated start August 2022 Beach Wall Repair - Anticipated start August 2022 Haughn Property - Access road and parking lot completed. Trail work scheduled for October 35 36 2022-07-15 19 Public Works – Administration J-Class Roads - J-Class Road criteria review undertaken The new matrix includes: Social (bus routes, no. of residences) Cultural (community services/amenities) Financial (Road condition, home business, future work) Traffic volumes added when data becomes available The new matrix will be used to determine the 2023 J-Class request Public Works – Administration Wastewater Flow - Creating app to input data from WWTP Better efficiencies and mitigates human data input error. Trail Surface - Will form part of the Asset Management Assessment plan. Criteria 37 38 2022-07-15 20 Public Works – Administration Traffic Impact Study- Currently under review Workshop scheduled for November 2022 Community Wells - Currently under review Recommendations due in November Wastewater TP - Currently under review SOP Manuals Anticipated completion April 2023 Public Works – Administration Wastewater Capital- Collating information to establish rates Charge Will form part of the Wastewater 5 year plan Service Exchange - Collecting information in anticipation of future discussions with Province 39 40 2022-07-15 21 Public Works - Staffing •Leigh Besanger - Wastewater Engineer •Tami Clarke - Administrative Coordinator •Pat Fisher - Public Works Labourer Public Works - Other Business Development - Process sidewalk patio applications Provide technical advice for the Kaizer Meadows Industrial Park Providing in-house design support for Parade Square 41 42 2022-07-15 22 Infrastructure & Operations - Administration Asset Management- Creation of a comprehensive plan, Strategy ensuring delivery of services and the upkeep of I&O assets in a safe and sustainable manner Preparation work underway Anticipated completion by June 2023 Infrastructure & Operations - Administration I&O Strategy - 10 year strategy for the I&O department The strategy will guide I&O on: •People •Operations •Governance & Management Anticipated completion by June 2023 43 44 2022-07-15 23 Infrastructure & Operations - Administration Staffing Review - Independent of the personnel policy. Audit of I&O staff qualifications, training requirements, succession planning and future numbers for PW & SW Anticipated completion by Jan 2023 Tender Assessment- Establish a suite of criteria to evaluate Criteria Review Tenders/RFP’s based on project scale and complexity Anticipated completion by November 2022 Infrastructure & Operations - Administration Bylaw Reviews - Review of all relevant Bylaws to I&O and make recommendations for updates and/or inclusions Anticipated completion TBD Landscape - Create a standard set of landscape Specifications construction specifications and guidelines to clarify minimum construction standards in open space Anticipated completion TBD 45 46 2022-07-15 24 2022/23 BUDGET & STRATEGIC PRIORITIES 2022/23 "OTHER" CAPITAL PROJECTS SCHEDULED PROJECTS CAPITAL PROJECTS SCHEDULED PROJECTS ROADS 8 3 ROADS 1 1 WASTEWATER 7 0 WASTEWATER 6 5 BUILDINGS & STRUCTURES 3 0 BUILDINGS & STRUCTURES 5 3 VEHICLES & EQUIPMENT 3 0 VEHICLES & EQUIPMENT 0 3 OPEN SPACES 1 2 OPEN SPACES 2 12 SOLID WASTE 3 2 SOLID WASTE 0 3 ADMINISTRATION 6 0 ADMINISTRATION 9 6 SUB-TOTALS 31 7 SUB-TOTALS 23 33 TOTAL 38 TOTAL 56 GRAND TOTAL 94 Active Projects 47