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Home My Public Portal About2015-05-21_COW_Public Agenda PackageMUNICIPALITY OF THE DISTRICT OF CHESTER COMMITTEE OF THE WHOLE Thursday, May 21, 2015 - 8:45 a.m. AGENDA 1. MEETING CALLED TO ORDER. 2. MINUTES OF PREVIOUS MEETING: 2.1 Committee of the Whole - April 23,201S 3. MATTERS ARISING: 3.1 CAO Report - May 14, 2015 4. CORRESPONDENCE: 4.1 Presentation/Grant Request from Katherine McCarron, South Shore Community Justice regarding Community Dispute Resolution Centre (appointment at 9:00 a.m.) 4.2 Letter from Lunenburg County Lifestyle Centre Board and YMCA of Southwest Nova Scotia dated April 14, 2015 regarding assessing the level of interest in pursuing discussions around the long term strategy for facilities and recreation and wellness programs in the county. 4.3 Email from Bill Levangie dated April 20, 2015 regarding request to fly a Chester Municipality flag at their residential property. 4.4 Letter of response from Nova Scotia Transportation and Infrastructure Renewal regarding MODC request to purchase surplus lands: Granite Street and Brunswick Street, Chester. S. NEW BUSINESS: 5.1 Heavy Equipment Services Requests for Standing Offer: a. T-2015-004 - Sewer Repairs b. T-2015-005 - Trail Repairs C. T-2015-006 - Municipal Properties 5.2 Gold River School Roof Tender (information to follow) 5.3 Western Shore Sewer Forcemain Project (information to follow) 5.4 Procurement Session follow-up. 6. ADJOURNMENT. APPOINTMENTS ARRANGED 9:00a.m. Katherine McCarron, South Shore Community Justice regarding Community Dispute Resolution Centre (see item 4.1) In Camera following regular session under Section 22 of the MGA (Land/Contract Negotiations) CRESTEl1 Q MUNICIPALITY OF THE DISTRICT OF CHESTER CAO UPDATE J,1 REPORT TO Warden Allen Webber and Municipal Council Members SUBMITTED BY Tammy Wilson, MURP, MC1P, Chief Administrative Officer DATE May 14, 2015 SUBJECT Monthly CAO Report/Update to February 16, 2015 The following reports on the activities of the Municipality of District of Chester Administration and Departments for the period of February 17 2015 to May 14, 2015 The Report provides updates categorized per Council's Goals noted in the Strategic Plan and the associated actions identified in the Strategic Priorities Chart. GOAL 1 Maintain a high level of fiscal responsibility C,T][fill ..__...:. _e. ,.. _.:: _. _. _ .' _..T T�1TU .....: Financial Quarterly Operating Budget . Forecast for 2014-15 report in 2015-16 Report Operating Budget, Wind Turbine -- Performance Report . Report to COW - April 2015. Tax Sale • File Preparation for Tax Sales • 100 parcels on preliminary list; Preliminary Notifications getting ready to go out Tax Billing • Interim Tax Bills Issued; Payments due mid June 2015 Year -End Audit • Work has commenced; Preliminary audit preparation, testing and reconciliations have been completed. • Auditors to meet with Committee mid June 2015 201.5/16 Operating and Capital Budget . Capital and Operating Budget / Business Plan prepared; Meeting with Audit/Budget Committee in April (13th, 16th and 3001); Approved by Council April 23, 2015. Procurement Policy Review -- Local • Best Practice Research and Literature Review Preference completed. Report to COW - March 5, 2015. • Supplementary analysis on financial impact and Report to Council -- May 14, 2015 Laserfiche Invoice Processing System . Development completed • 'Training April 2015 • Implementation completed GOAL 2 Continually improve public satisfaction with municipal services Track Council / COW Actions and Update Councillors (raised at Strategic initiatives Workshop) • Follow up Action Report has been developed on Council / COW tasks assigned. • Last Report March 2015 One Counter Customer Approach • Directors have met and reviewed service level expectations for One Counter Customer Approach. • Report to Council pending. Website Content - Phase 2 • Continual improvements/ content added. Municipal Newsletter I . Completed and printed March 2015 GLIAL 3 Ensure sufficient infrastructure is available to best serve our residents and businesses Landfill- Cell 3 • Capital Project has been substantially complete and material is now being placed in Cell 3. • Report on final project costs pending. • Staff compiling additional costs due to delay in completion by contractor ]n -Camera Organics Processing - Solution • Anaerobic Digestion Report -- presentation to Council on Options- Feb 2015 • Vermi composter- Second Phase of testing underway. Presentation to COW in May 2015. • Meets held with neighbouring units to discuss options for volume required to pursue option • COMFIT approval obtained Feb 2015 • COMFIT milestone report submitted May 13, 2015. Septage Ponds - Dewatering • Tender awarded; work to be completed in May 2015. Kaizer Meadow Wind Turbine • Transformer ordered; to be replaced in November 2015 Western Shore Sewer System • Infrastructure Funding Application (Small Communities Fund) submitted; no update since last report. EDU Options Report • Meeting with laundromat owner completed; Assessment of calculation completed; Report on options presented to Council in March 2015. • No changes to Sewer By-law were made by Council. Western Shore/Gold River School • Retendered roof work; closed April 10, 2015; One bid received and Tender has not been awarded; Sprinkler System required for attic has caused a pause to re-evaluate flat roof option. • SNC finalized interior renovation drawings. • Asbestos RFQ issued - work has commenced. • Minor demolition work being completed by Staff. • IT Plan has been started; Work station placement required prior to finalizing. Annex Building • Report on options presented to Council. • Expression of Interest for full or partial lease prepared. • Expression of Interest closed March 30, 2015; Report on results to Council May 14, 2015. Trails Maintenance • Planning is underway for summer trail maintenance and capital projects. • Rum Runners Trail Committee and Extreme Group working on final signage and website design and content; Plans for sign installation underway. Zoe Valle Library . Staff are working with Care Taker on .booking process for Zoe Valle Library. Heavy Equipment Tender • Issued Tender Call for Heavy Equipment Tender for 1) Sewer work; 2) Trails; and 3) Public Works. IT Service Support . 147 Service request logged and completed. 0 GIS - Sewer Asset Collection/Mapping Set up • Security Desk Top Awareness Training arranged for June 3rd and 5th By-law Enforcement Module + IT, Community Development and Finance Staff have develop process for frontline staff. • Software Module customized • Module installed; Training being arranged Mango Apps (Municipal . Service Agreement for sharing of server costs with Partnerships) AMA, UNSM, Amherst and Wolfville has been signed. This will lower MODC costs. • User profiles for partners has been completed; • Town of Parrsboro, County of Richmond and Colchester County are interested in participating Crosswalk Flag Program . Application has been made to NSDOTIR for use of NSDOTIR infrastructure for a cross walk flag program, with one location in Hubbards and the other in New Ross. • NSDOTIR has approved .the use of the sign posts; Staff await approval for flag design GOAL Strengthen and Support Environmental, Cultural and Social Resources Fox Point Lake Water Quality • RFQ closed for baseline data and development of Monitoring monitoring program awarded. Additional program funding provided; Staff are working with Committee and the consultant. • Members of the Fox Point Association have volunteered to participate Wind Turbine at Kaizer Meadows . First Year of Operation. • Report to Council in April on. Turbine performance. • Dialer for Wind Turbine installed. This will notify us immediately of power outage. a Transformer order and will be installed in November 2015 • Staff have worked with Student Group at Forest Heights to assist in planning the camp at the turbine site. Exploration of Wind Energy Projects - . Met Tower installed in December 2014. Card Lake Area (motion 2014-354) . Partner opportunities being explored (In -camera Energy - Renewable to Retail discussion). • Proposal Call for Project Development/ GOAL 5 Continually reinforce the positive image of the Municipality through leadership in public engagement and communications WLb _.............. ..... ..... ............._ ..._........................ _ ..._ ._ST Management pending Anaerobic Digester for organics . Draft report received (see Goal 3). Processing . Comfit Application - has been awarded to MODC. a Comfit Milestone / Project Plan Report submitted - May 14, 2015 Exploration of alternate Landfill . Meeting with various parties to refine details. Material Processes . Exploration of options for sourcing volume. + Agreement being drafted between Sustane and MODC; Terms to be discussed with Council May 14, 2015 ReVision (Plan Review) . MPS and LUB Review process has commenced. a All Phase 1 Community Engagement completed; Deport presented to CPAC. • Presentation on Plan Review was made to Bluenose Coastal Action Program Board as well as the South Shore Housing Coalition. • Background Document- 210/3rd complete. • CPAC / Council and AAC's goals exercise completed; Policies being drafted Programming + Chester Cut and Run Planning Underway • Roller Derby Program introduced • .Facilities Workshop on May 23rd for non-profit organizations that own facilities • The hiring of Summer Program Staff has commenced (6 positions); Two students commenced employment on May 4th Community Groups . South Shore Connect was officially launched in March; Recreation Staff are promoting this to the community and encouraging its use. GOAL 5 Continually reinforce the positive image of the Municipality through leadership in public engagement and communications WLb _.............. ..... ..... ............._ ..._........................ _ ..._ ._ST Newsletter . Municipal Insights published March 2015 Public Engagement Meetings 0 See Plan Review Sherwood Golf/Residential . Early public engagement through Public Information Development - Development Session at the beginning of the review process. Agreement GOAL 6 Promote conditions conducive to fostering economic prosperity X1.��._.._. TA._,... REN- Startup • Still in Start Up Mode • MODC continues to provide primary support to REN (CAO; Clerk) • Board Meeting - March 4, March 24, 2015 • Liaison / Oversight Committee- March 9, 2015 • RFP for Environmental Scan, Asset Inventory and Regional Profile- Issued and Awarded to McSweeney.; Steering Committee established; MODC has submitted reports/studies and completed Asset Inventory Sheets • RFP for CEO Recruitment Services - Issued and will be awarded at the upcoming Board Meeting (May 19, 2015) • Draft Travel Expense Policy completed for the Board; Draft Meeting Procedure completed for the Board Industrial / Business Park Study • Phase 2 - Site Location Study -- Report received and presented to Council. Agriculture- Climate Data Study • Agriculture Day event co -hosted with MODL, Dept. of Agriculture and RQM -March 28 at Best Western, Cookville). Business Retention and Expansion • Met with four local business per month. (BRE) Tourism • Prepared a display for the Saltscapes Expo at Exhibition Park and attended April 22-24, 2016. Local Business Procurement • Staff hosted a session with local businesses to discuss Capacity opportunities to for working with MODC as a vendor. Over 130 invitations were sent out directly; Additional invitations were sent through the Chamber of Commerce. • Power Point Presentation has been placed on MODC's website and a Summary Report is being prepared for presentation to Council Other Project Updates Fire Services • First Session with FAC Terms of Reference Review Committee- April 7; • Roles / Responsibilities Workshop planned for May 20, 2015. Agenda prepared; speakers arranged and invitations sent out 0 Completed two vehicles extraction training courses • Submitted data for all Fire Departments on Superior Water Shuttle application to Fire Underwriters a Issued Insurance Renewals for Fire Dept.; Resolved Air Flight landing zones resulting in a savings to New Ross and Hubbards Fire Departments of $1500 0 Service Recognition Awards presentations for Hubbards and Blandford Safety • Review of OHS regulation changes. • JOHS members attended Safety Conference • Developing a Violence in the Workplace Program with WCB * Reviewing amendments to Household Hazardous Waste Operating Manual and permit requirements. Community Development • Development Agreement Application Sherwood Golf Course Residential Development- Public Information Session Completed; Staff Report and Draft Development Agreement prepared and reviewed with MAAC, CPAC and Council. Public Hearing scheduled for May 27, 2015 Development Control services presently being provided to the Town of L,unenburg, and Town of Mahone Bay. Two noteworthy projects are a flood project and shoreline enhancement plan with Mahone Bay; and a review of parking standards for the Town of Lunenburg. Meeting held with Area Advisory Committees to discuss amendments to the Herita e Property Act • Age Friendly Community Plan- Funding received and Request for Proposals prepared. HR Matters • Assistant Engineer Recruitment finalized; Krista Rafuse is the successful candidate • On -Site Change Management Training Program is being offered to MODC staff. Approximately 88 % of all staff are attending. This is a 40 hour program that is spread over 13 weeks. Program cost are being funded through labour and Advanced Education NOW KAd—+--- 1. IREN April 2015 2. Peb 201S 3. 11 OCAL II LJSIN11:::SS P1R:00..J1REMl:::N FCAPAG 1Y INUrr-h une-201S 4. OR(3ANIC l3R0Cl::.:SSIN(.3 OP 11 IONS March 2015 5. 11::.:NEIRGY R11::.:N11::.:WAB11 E FO IRE 11 AlI 11 May 2015 6. SEAAA.....11Y-11:::AW- -[Q-P4 4)4S D.4 e. h -) n- 1- 5 :7. : OPT404S44 ll::::: " — 111 DQQ ll" April 2015 NEXT PRIORITIES Milestone :1 EQ GQNN0":, DEE[ V::QENT PMF�VEPQ[4�1� GARD (KI�Ii's) MUMICHIAAHNIF]�kAS i IRUCi kffldE 11Ii AN- (St�ir I ocaboin foie ED) Sept 2015 MARK[:7i ZING SU RA i [:GY Tu4y Sept 2015 KkIZER ILII ADONAIS II ANC[7i II IING / RE[3RANDMG PA4y- Sept 2015 MODC VAII UE [IROPO&I MDN W;reh June 2015 (SOW) SEWER BY- I AW RE\flE\A/ Oct 2015 SCADA A r WES i IERN SI 0RE TBD SEWER IIIIVI!!]LRRAH0N IPROGRAIM Oct 2015 GGI D RIIVE[1 /WE U ERN SHIORE [1ENNO Ap4l--Oct 2015 MIH I. COVI�� [!]RE IPRC i [�(' I ON March July 2015 GNE COUN F'ER CUS F'GMER SE[WCE I EVEIi Apffl- July 2015 MUMCHIAL ilV AN REV0A/ Oct 2015 SEWER SEI1\/(. , ES Sk J RVEY June 2015 I)MONIHESH[::MS Nov 2015 CAO/ ADMINISTRATION IR 11::.: N ANN4'.'.'.X 9U4t944G O-PT4)m 11::.:NEIRGY lRH::.:N11::.:WAB11 E 110 RE 11 Al1 11 ONE COUN1 EF'% CIUOMER AfIFIROAGH 914dq� Elt 206U 5/ 1:: 6 PijT&eureirRent P&4ey REWtew Mai go Alas-- 1%,girabon firoill-II 0111N:",st: jr \Md'1<1111: PUBLIC WORKS EAWiR RY-LAVV-�.ON,.; G&ID Rkl[:R /\S/EES r1RN SVK)RE RENNO M IT I. I 0\flE PI�10 i EC i I10N SRP'S H eavy Ef,:fu -RME� FA if,:�e r 5�iliirveying fender COMMUNITY DEVELOPMENT MUMOPAL PLAV'q REVH!W f IICII!j!. i SCAPI!. ['Ii AN- IINIORI11 0!!: SEWER SEMflCES SlI IRMEY CIU, IM1 • BuHcflil-ig By :am/ IENa.va s° :ons • Shjenw�)c)d &flf DA AD Site flion- Design Siondards- Ainendinents AD Our ! Iea1:flh: Ceilitre- &te FINANCE 111'ig d 4,r d f:; let 11, 0 Ir : I i, in rr e n t C t i dl 1: 1 n es 2014/15 Ye,v IF jra(j dd�:vci y pi:'r�)jcct 4=as(,:?4:Ase1he Pr(,: Sy5t&m PC) Arlo dule ECONOMIC DEVELOPMENT 11 CCA11 BUSH1::.:SS PROCUREMEN I" CAPACITY [A";ONCOM�IG I)EVELOPMENT Ri.i10R!1!! AR M 0 D C' VA I. J R 0 [) 0 S I i 10 N 4111, I N R lill, lriveslirlreilit /3R:''quarleiy ri=lPort IT SERVICES ffpiain ", n y sill ra l et, OR Webs�te(lontert N-:2 le 1'(,nurisu i t('! Y . I aw n: forceirir,,nt Modt,d Sewei Assiet 4r)flec6iori f:lrm ject OIL RECREATION I SOLID WASTE 4.1 A Community Dispute Resolution Centre for the South Shore To provide skills, education, services, that empower people to resolve their own conflicts using restorative approaches and practices. Safe, peaceful communities and injury prevention through the use of restorative approaches as the norm for conflict resolution in the community. 'II1II N IIE IPU IIR IP 0 SIZE 0 f: ID: IR CDRCs in other communities across Canada have a mission to help people to resolve conflicts peacefully, to build capacity in the community to deal with conflict before it escalates, and in the end to create communities which have less violence, and where citizens have the tools to address conflicts constructively and positively. Lunenburg County CDRC will provide the community with conflict resolution services which are efficient, effective and safe, delivered by community members who are trained in the skills necessary to help people resolve conflict. It will also be a resource to educate and train the citizens, giving them the tools to address conflict constructively and positively in order to build a peaceful community. The Centre will be administered by a paid coordinator. IC:I11 II IC:S 0 IS IID II1 The CDRC will use conflict resolution processes based on a third party neutral volunteer who will assist people or groups to resolve conflicts by using effective non - blaming communication to make decisions. Participation in the process is voluntary. Access to services can be referral or individual request. Wddihies loir Hiie ON( • Mediation is voluntary, free, confidential, and impartial • Any age, with required consent as necessary • Case by case assessment of eligibility • Trained mediators The Centre will not accept conflicts involving labour contracts or criminal charges. 2015-05-15 3:15 PM C:\Users\pmyra\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\DAM4ZIV5\hand out for presentations. docx A One of the primary services will be third party mediation. This is a process where mediators, regarded as neutral by the people with the dispute, assist the disputants to talk about the conflict and come to a resolution that is mutually satisfactory and agreed upon. Issues often brought to a CDRC for mediation are conflicts involving families, parents and teens, seniors, landlord -tenant, organizations, community groups, neighborhoods, workplaces, employer-employee, roommates, schools, sports organizations, real estate, non -labour contracts, consumers and businesses. Fadl ii irci it i oui: The trained volunteers of the CDRC can also offer facilitation services where the resolution of a problem or dispute would benefit from a group discussion. Facilitation is an efficient and effective way for groups to discuss a problem thoroughly, present and listen to all points of view, and reach practical realistic solutions. A CDRC staffed with people experienced in a variety of conflict resolution processes may offer training in mediation, facilitation, conflict resolution and communication skills which can help reduce conflict. Training could be provided to individuals, some of whom might then volunteer for the CDRC, and to schools and community groups. Offering training is a way to build conflict resolution capacity in the community. It might also be a source of funding for the CDRC. IIPII"If"IINII..; IRIINII II Ifs The primary partner is South Shore Community Justice Society, which will provide in-kind services including space for our coordinator, space for neutral meetings, and office infrastructure. There is broad support for the CDRC in this community. Bridgewater Police Services, South Shore Safe Communities, Bridgewater Town Council, Harbour House, Second Story Women's Centre and interested citizens currently form the Advisory Board. 2015-05-15 3:15 PM C:\Users\pmyra\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\DAM4ZIV5\hand out for presentations. docx The Municipality of the District of Chester 151 King Street, PO Box 369 Chester, NS BOJ 1J0 April 14, 2015 Dear Councillors, to -- Date ApR21 205 odginal to Reviewed by On February 4, 2015 the Chairmen of the Lunen burg County Lifestyle Centre Board and the YMCA of Southwest Nova Scotia, signed a Memorandum of Understanding on behalf of their boards. The MOU came following two years of Informal discussions at various levels on how the two organizations could work together to meet the goals of the individual organizations and create an enhanced offering to the community. The MOU provides a framework for the Boards and senior staff to begin discussions around opportunities to work together. At the first meeting it was clear that there are short term objectives and long term objectives for the discussion and action. In the short term, our two organizations will be exploring ways of coordinating programming, examining membership models and establishing a joint event for the community. The long term strategy of the Y is to continue to grow in the community and offer more programming with an emphasis on youth. We have currently grown to a size that requires us to consider where we will be Located in the years to come. The logical partner forthe Y to work with is the LCLC. This will be part of our discussion with a long term focus. When discussing the long term needs for recreation and wellness programming, youth programming and the related facilities the discussion becomes more complex. The LCLC Board and the Y Board quickly recognized that there are stakeholders in the municipal units within Lunenburg County who should be engaged in a conversation about the long term strategy for facilities and recreation and wellness programs in the county. We are writing to assess.the level of interest in pursuing discussions around these issues in the context of what our two Boards have identified as common issues to us all: efficient and effective program development and delivery reflecting the needs of our community; and the capital and infrastructure that support the needs, wants and resources of the community. We look forward to hearing your thoughts on these matters and hope you will consider at least a preliminary meeting to assess interest and opportunities. Yours truly Chairman, LCLC Board Chairman, the YMCA of Southwest Nova Scotia Pam M From: Tammy Wilson Sent: Monday, April 20, 2015 3:15 PM To: Pam Myra Cc: Allen Webber Subject: FW: Chester Municipality flag Hi Given there is no policy on this, I am assuming any request to fly MODC's flag comes to Council, Tammy S Wilson, MURP, MCIP Chief Administrative Officer Municipality of the District of Chester Ph: 902-275-3554 www.chester.ca From: Bill Levangie [mailto:BillLevangie@pvsc.ca] Sent: Monday, April 20, 2015 2:41 PM To: Tammy Wilson Subject: RE: Chester Municipality flag Hi Tammy: It would be interesting. to get the Council's view on this. Maybe the option is therefor MU residents and/or Commercial entities to fly the MU flag if they desire. We are proud to live in Chester and this may be an avenue to promote our pride, Thanks, From: Tammy Wilson [ma ilto:twilson@cheste;r.ca] Sent: April -20-15 1:59 PM To: Bill Levangie Subject: RE: Chester Municipality flag Hi Bill I have checked with our Clerk and MODC does not have a Policy in place that provides guidance on this matter. As such, I would have to take your request to Council for consideration. Please advise if you wish for me to do so? Regards, Tommy S Wilson, MURP, MCIP Chief Administrative Officer Municipality of the District of Chester Ph: 902-275-3554 1 www.chester.ca From: Bill Levangie [maiIto:Bil[Levan [e.@pvsc.ca] Sent: Monday, April 20, 2015 1:18 PM To: Tammy Wilson Subject: Chester Municipality flag Hi Tammy: I hope that you are enjoying your new CAO position at Chester. I don't know if you are aware but my wife and I live in the first house past the Chester sigh coming from exit 8 towards the village. Our home is called "Serenity". Next to our driveway we have a high flag pole that has 3 flags on it,...., a Canadian Flag, A Nova Scotia Flag and room for a third flag. I thought that it would be great to have a Chester Municipality flag as the third flag to complement our Provincial Flag and Canadian Flag. If it is appropriate to fly a MU flag at a residential property, does our MU have a 3' x 5' flag that I could fly, and if so, how can I get one? Bill Levangie Chief Information Officer Property Valuation Services Corporation Park Place II Suite 200 238A Brownlow Ave. Dartmouth NS, 133B 2B4 T. 902-720-7803 M. 902-223-9589 F. 902-720-7873 13i l l Leva ngle Cay pvsc. ca www-pvsc.ca This e-mail message (including attachments, if any) is confidential. Any unauthorized distribution or disclosure to anyone other than the intended recipient is prohibited. If you have received this e-mail in error, please notify the sender and delete it and any attachments from your computer system and records. Please consider the environment before printing this email. MUNICIPALITY OF THE DISTRICT OF CHESTUR PO Box 369, Chester, NS BOJ I JO ] 5 i Icing Street, Chester, NS Telephone: 902275-3554 l'Uslmile: 902-275-4771 email: �dla�iuist�Atinncrdist�icl,chester,�is,ca MUNICIPALITY OF THE DISTRICT OF CHESTER POLICY P-57 FLAG FLYING POLICY It shall be the policy of the Municipality of the Distrlct of Chester to fly Orly Municipal, Provincial, Federal, National (foreign governments), or United Nations flags on Municipal flag poles. Reccmmenrled by Committee - By"Law Committee - 1.0/04/0?- (2007-541) 0 Notice - Council - 10/11/07 (2007••555) 2°" Notice - Councf! - 10/29/07 (2007-590) Effective Date - .10/29/07 page 1 of i Transportation and Infrastructure Renewal REAL PROPERTY SERVICES ACQUISITION AND DISPOSAL April 24, 2015 Erin Beaudin Chief Administrative Officer Municipality of the District of Chester 151 King Street PO Box 369 Chester, NS BOJ 1JO Dear Ms. Beaudin: 5�h Floor—Johnston Building 1672 Granville Street Halifax, NS B3J 2Z8 P.O. Box 186 Halifax NS B3N 2N2 Bus No. 902-424-5253 Fax No. 902-424-0583 linda, mcoachern@novascotia.ca Our File No. 70254 copy to Rteoi"+gid APR 2 9 2015 0donal to...0 eU r-) 5 Subject; Your Request to Purchase Surplus Lands: Granite Street and Brunswick Street, Chester With reference to your letter of July 28, 2014, your request for the transfer of Granite Street and Brunswick Street from the Province to the Municipality was declined. The Province is not in a financial position to transfer assets at this time. We are pleased however to inform you that we would consider a long-term license agreement to enable you to use the property for the recreational purposes you described. I invite you to contact Stephen MacKenzie to discuss this option more thoroughly. Mr. MacKenzie can be reached at 424-2363 at your earliest convenience. Kindest regards, Qf Lind McEachern Acquisition and Disposal Officer Cc: Stephen MacKenzie, Manager Nova Scotia Government Web Site http://www.gov.ns.ea M Shona Poirier z 151 King Street, PC} Box 369, Chester, NS 130J 1JO Telephone. 902-275-3554 Facsimile: 902-275-4.771 email: obeaudinff chester.ca July 28, 2014 NS Department of Transportation & Infrastructure Renewal Sth Floor Johnston Building 1672 Granville Street PO Box 186 HALIFAX NS 133J 2N2 Dear Ms. Poirier: Re: Request to Purchase Surplus Lands: Granite Street and Brunswick Street, Chester On January 17, 2011, the Municipality made application to the Province to acquire ownership of the unopened portion of Brunswick Street and two unopened portions of Granite Street in the Village of Chester. The intent of this acquisition was to allow for the Municipality to develop this land as walking trails for recreational purposes. The Municipality requested that they acquire these portions of land for a nominal fee of $1. After over two years of correspondence on this file, it was determined that the combined unopened portions of Granite and Brunswick street have a market value of $289,000.00 and that the Province was unwilling to transfer the requested land portions to the Municipality for $1. As a result, on May 23, 2013, Council passed a motion to decline purchasing these portions of surplus lands from the Province. Council still feels that there is value in developing the unopened portions of Granite Street and Brunswick Street for recreational purposes and would respectfully request that the Province review this file and provide re -consideration for transferring these assets to the Municipality for $1. Similar to the land transfer at Wild Rose Park, acquiring these land portions will allow for the Municipality to proceed with enhancing active transportation opportunities for our residents. I thankyou in advance for your consideration of this matter. Please do not hesitate to contact me if you require any further details. Yours truly, Erin Beaudin Chief Administrative Officer cc Mark Furey, Minister, Municipal Affairs Denise Peters on- Rafus e, MLA Office of the CAO and Municipal Cleric MUNICIPALITY OF THE DISTRICT OF CHESTER REPORT DATE: May 11, 2015 TO: Warden Webber and Municipal Council Members FROM: Matthew Davidson, P.Eng., Director Engineering and Public Works CC: Tammy Wilson, CAO Christa Rafuse P. Eng., Assistant Municipal Engineer DEPARTMENT: Engineering & Public Works SUBJECT: Heavy Equipment Services: Sewer Repairs -- Award Recommendation -- Tender No. T-2015-004 BACKGROUND: The Municipality owns and operates six (6) Sewage Treatment Facilities of various size in the following communities: Chester Basin, Chester Village, Mill Cove, New Ross, Otter Point (Chester Acres) and Western Shore, In all, the Municipally owned treatment facilities consist of two (2) extended aeration (oxidation ditch) plants, one (1) pre-packaged extended aeration plant, two (2) trickling sand filters, and one (1) contour system. The various collection systems comprise of approximately 18 pumping stations, and approximately 38 km of buried pipe, and 1250 services connections (— 8 km). As per the Municipality's Procurement Policy (P-04), the Municipality is to issue a Request for Standing Offer (RSO) to retain one (1) Heavy Equipment Contractor (Proponent) for a five (5) year period to support of the Municipality of the District of Chester's (Municipality) ongoing wastewater operational (i.e. Sewer Repairs) requirements. The last contract expired on October 31, 2014. The scope of work generally includes but not Iimited to the provision of excavation, trucking and labour for the following: a. Installation and repair of sanitary sewer service laterals. b. Repairs and maintenance of broken forcemains, pump stations, gravity mains and manholes. C. Repairs and maintenance that require heavy equipment at the wastewater treatment plants DISCUSSION: A RSO was issued on April 7th, 2015 Heavy Equipment Services -- Sewer Repairs, closing on May 1, 2015, with three (3) submissions received from George Zinck Excavation & Trucking Limited, Danny Hiltz Excavating and G & R Kelly Enterprises Limited. The proposals were evaluated and ranked according to the following criteria: Evaluation Criteria Points George Danny G&R Zink Hiltz Kell Price: Comparison of Equipment Hourl Rates 70 70 65.5 48.8 Technical Ability: Recent experience (company 25 22.5 22.5 2S and personnel)L, Human resources and qualifications of personnel, Completion of projects of similar scope and size. Quality of Proposal: level of effort, 5 4 3 5 presentation, thoroughness, additional eui ment available, etc. Total 100 96.5 91.0 78.8 For the basis of comparing hourly rates, the following number of hours will apply on an annual basis The Municipality does not guarantee an annual minimum amount of work related to this RSO. • 15 -- 20 tonne operating weight excavator -100 hours; • 4 -- 6 tonne operating weight excavator - 200 hours; • Backhoe -120 hours; • Tandem Dump Truck - 600 hours; • 5 - 8 Vibrating Roller Compactor - 20; • Labourer -140 hours. IMPLICATIONS: 1 Policy: The Tender followed Policy P-04 Purchasing Policy. 2 Financial/Budgetary: A summary of submitted unit prices can be seen attached, along with the estimated annual value of the contract, based on the assumed equipment and labour hours. 3 Environmental.- N/A nvironmental;N/A 4 ICSP: N/A 5 Other: N/A ATTACHMENTS: A summary of the unit prices and estimated annual value of the contract. OPTIONS: N/A RECOMMENDATION: It is recommended that the Municipality awards Tender No. T-2015-004 Heavy Equipment Services - Sewer Repairs to George Zinck Excavation and Trucking Ltd, Blandford, Nova Scotia. Matthew S. Davidson, P.Eng. Director of Engineering and Public Works, Municipal Engineer MUNICIPALITY OF THE DISTRICT OF CHESTER REPORT DATE: May 11, 2015 TO: Warden Webber and Municipal Council Members FROM: Matthew Davidson, P.Eng., Director Engineering and Public Works CC: Tammy Wilson, CAO Christa Rafuse P. Eng., Assistant Municipal Engineer DEPARTMENT: Engineering & Public Works SUBJECT: Heavy Equipment Services: Trail Repairs - Award Recommendation - Tender No. T-2015-005 BACKGROUND: The abandoned rail corridor passing through the Municipality is owned by the province of Nova Scotia through the Department of Natural Resources (DNR). The Municipality has a Letter of Authority from DNR to operate and maintain the 46km corridor as a trail system. The Chester Connection trail is 35kms and goes from Martins River to East River. The Aspotogan Trail is 11kms and goes from East River to Hubbards. The trail is multiuse meaning that both motorized and non -motorizes users are permitted. Cars, trucks and motorcycles are not permitted on the trail and access is controlled by strategically placed bollards and boulders. The trail also has regulatory and warning signage notifying users of things such as speed limits, road crossings and steep banks. There are 12 bridges and a number of storm drainage systems along the length of the trail. There are four main access points or trail heads with numerous road and driveway crossings. The trail surface material and condition varies throughout but there is an interest on behalf of the Municipality to have a consistent surface to accommodate all trail users. As per the Municipality's Procurement Policy (P-04), the Municipality is to issue a Request for Standing Offer (RSO) to retain one (1) Heavy Equipment Contractor (Proponent) for a one (1) year period to support of the Municipality of the District of Chester's (Municipality) ongoing operational requirements. The last contract expired on October 31, 2014. The scope of work generally includes but not limited to the provision of excavation, trucking and labour for the following: a. Ditching, grading and resurfacing of municipal trails; b. Replacement of culverts; C. installation and or relocation of signage, bollards, rock barriers and swing gates; d. Construction of new trails or trail features (i.e. switch backs, sitting or picnic areas) DISCUSSION: A RSO was issued on April 7111, 2015 Heavy Equipment Services - Trail Repairs, closing on May 1, 2015, with four (4) submissions received from George Excavating, G & R Kelly Enterprises Limited and prices, G&R Kelly's bid was not evaluated. Zinck Excavation & Trucking Limited, Danny Hiltz RJ Dickey Contracting Ltd. Due to the lack of unit The compliant proposals were evaluated and ranked according to the following criteria: Evaluation Criteria Points G. Zinck D. Hiltz R j Dicke Price: Comparison of Equipment Hourl Rates 70 70 67.1. 44.5 Technical Ability: Recent experience (company 25 22.5 22.5 22.5 and personnel), Human resources and qualifications of personnel, Completion of projects of similar scope and size. Quality of Proposal: level of effort, 5 4 3 4 presentation, thoroughness, additional equipment available, etc. Total 100 96.5 9.2.6 71.0 For the basis of comparing hourly rates, the following number of hours will apply on an annual basis. The Municipality does not guarantee an annual minimum amount of work related to this RSO. • 15 -- 20 tonne operating weight excavator - 40 hours; • 4 - 6 tonne operating weight excavator -100 hours; • Farm Tractor or approved equivalent - 75 hours; • Farm Tractor with grader attachment or approved equivalent -- 75 hours; • Tandem Dump Truck - 15 0 hours; • 5 -- 8 Vibrating Roller Compactor - 50; • Labourer - 60 hours. IMPLICATIONS: 1 Policy: The Tender followed Policy P-04 Purchasing Policy. 2 Financial/Budgetary: A summary of submitted unit prices can be seen attached, along with the estimated annual value of the contract, based on the assumed equipment and labour hours. 3 Environmental: N/A 4 ICSP: N/A 5 Other: N/A ATTACHMENTS: A summary of the unit prices and estimated annual value of the contract. OPTIONS: N/A RECOMMENDATION. It is recommended that the Municipality awards Tender No. T-2015-005 Heavy Equipment Services Trail Repairs to George Zinck Excavation and Trucking Ltd, Blandford, Nova Scotia. Matthew S. Davidson, P.Eng, Director of Engineering and Public Works, Municipal Engineer MUNICIPALITY OF THE � IG DISTRICT OF CHESTER REPORT DATE: May 11, 2015 TO: Warden Webber and Municipal Council Members FROM: Matthew Davidson, P.Eng., Director Engineering and Public Works CC: Tammy Wilson, CAO Christa Rafuse P. Eng., Assistant Municipal Engineer DEPARTMENT: Engineering & Public Works SUBJECT: Heavy Equipment Services: Municipal Property Repairs -- Award Recommendation - Tender No. T-2015006 BACKGROUND: The Municipality manages infrastructure and or property controlled or owned by the Municipality. Examples includes, Municipal Offices in the Village of Chester and Gold River, Zoe Valle Library, New Ross Resource Centre, Chester and Chester Basin Bandstands, as well as a number of parks, wharves and boat launches throughout the Municipality. As per the Municipality's Procurement Policy (P-04), the Municipality is to issue a Request for Standing Offer (RSO) to retain one (1) Heavy Equipment Contractor (Proponent) for a one (1) year period to support of the Municipality of the District of Chester's (Municipality) ongoing operational (i.e. Property Repairs and or Upgrades) requirements. The last contract expired on October 31, 2014. The scope of work generally includes but not limited to the provision of excavation, trucking and labour for the following: a. Landscaping and drainage improvements; b. Parr development and equipment installation or removal; C. Parking lot and retaining wall repairs; d. Snow removal and disposal (excludes snow plowing and ice control) DISCUSSION: A RSO was issued on April 7th, 2015 Heavy Equipment Services - Municipal Property Repairs, closing on May 1, 2015, with three (3) submissions received from George Zinck Excavation & Trucking Limited, Danny Hiltz Excavating and G & R Kelly Enterprises Limited. The proposals were evaluated and ranked according to the following criteria: Evaluation Criteria Points George Danny G&R Zink Hiltz Kell Price: Comparison of Equipment Hourl Rates 70 70 61.7 56.3 Technical Ability: Recent experience (company 25 22.5 22.5 25 andpersonnel),Human resources and qualifications of personnel, Completion of projects of similar scope and size. Quality of Proposal: level of effort, 5 4 3 5 presentation, thoroughness, additional equipment available, etc. Total 100 96.5 87.2 78,$ For the basis of comparing hourly rates, the following number of hours will apply on an annual basis. The Municipality does not guarantee an annual minimum amount of work related to this RSO. • 15 -- 20 tonne operating weight excavator - 20 hours; • 4 -- 6 tonne operating weight excavator -- 50 hours; • Backhoe - 500 hours; • Tandem Dump Truck -100 hours; • Labourer - 20 hours, IMPLICATIONS: I Policy: The Tender followed Policy P-04 Purchasing Policy. 2 Financial/Budgetary: A summary of submitted unit prices can be seen attached, along with the estimated annual value of the contract, based on the assumed equipment and labour hours. 3 Environmental: N/A 4 ICSP: N/A 5 Other: N/A ATTACHMENTS: A summary of the unit prices and estimated annual value of the contract. OPTIONS: N/A RECOMMENDATION.- It ECOMMENDATION:It is recommended that the Municipality awards Tender No. T-2015-006 Heavy Equipment Services -- Municipal Properties Repairs to George Zinck Excavation and Trucking Ltd, Blandford, Nova Scotia. Matthew S. Davidson, P.Eng. Director of Engineering and Public Works, Municipal Engineer