HomeMy Public PortalAbout2017-02-16_COW_Public Agenda PackagePage 1 of 1
COMMITTEE OF THE WHOLE
AGENDA
Thursday,February 16, 2017
Chester Municipal Council Chambers
151 King Street, Chester, NS
1.MEETING CALLED TO ORDER.
2.APPROVAL OF AGENDA/ORDER OF BUSINESS.
3.PUBLIC INPUT SESSION (to follow Public Hearing at 8:45 a.m.)
4.MINUTES OF PREVIOUS MEETING:
4.1.Committee of the Whole –February 2, 2017
5.MATTERS ARISING:
5.1 Strategic Priorities Chart –Review (deferred from February 2, 2017 COW meeting)
5.2 Request for Decision prepared by Engineering and Public Works Department dated
February 7, 2017 regarding Sidewalk/Entrance Markings.
5.3 Request for Decision prepared by Engineering and Public Works Department dated
February 7,2017 regarding Winter Maintenance –Municipal Roads.
5.4 Request for Decision prepared by Engineering and Public Works Department dated
February 2,2017 regarding Mill Cove Fire Protection System –update.
6.CORRESPONDENCE.
7.NEW BUSINESS.
8.IN CAMERA.
9.ADJOURNMENT.
MUNICIPALITY OF THE DISTRICT OF CHESTER
STRATEGIC PRIORITIES CHART
BLUE= COUNCIL – NOW PRIORITIES
GREEN – COUNCIL – NEXT PRIORITIES
Brown = Dept. Projects
Jan 2017
NOW Milestone
1. WINDFARM PROJECT April 2017
2. ECON DEV PROJECT LIST April 2017
3. PLAN REVIEW – COUNCIL CHECK-IN March 2017
4. BIO MASS/ ALT ENERGY EOI June 2017
5. CHESTER WATER July 2017
NEXT PRIORITIES
SERVICE CAPACITY REVIEW
WASTEWATER STRATEGY (2018)
VILLAGE SPS / LUB
10 YEAR CAPITAL PLAN
PROCUREMENT POLICY
POLICY – REVIEW LIST
INT MUNIC SHARED SERVICE
ORGANIZATION REVIEW (2018)
VIC STRATEGY
CAO/ ADMINISTRATION
WINDFARM PROJECT
BIOMASS / ALT ENERGY
PACE BY-LAW
SERVICE CAPACITY
INTER- MUNICIPAL SHARED SERVICES
FINANCE
10 YEAR CAPTIAL PLAN
PROCUREMENT POLICY
Debt Strategy
Investment Strategy
Alternate Revenue Research (Oct)
PUBLIC WORKS
CHESTER WATER
WASTE WATER MANAGEMENT STRATEGY
Mill Cove Fire Pump
Loader Tender
GRWS School Demo
ECONOMIC DEVELOPMENT
VIC STRATEGY
KM Marketing
COMMUNITY DEVELOPMENT
PLAN REVIEW – COUNCIL CHECK-IN
ED PROJECTS
Parking Study Scope of Work (March 2017)
VILLAGE SPS/LUB
Affordable Housing
CORPORATE
Website Improvements – Phase 2 (Sept)
Safety Program- Complete
IT Risk Mitigation Plan
Communications Strategy (March)
RECREATION
Open Space Report (May)
New Ross School- Community Use (June)
Sherbrooke Lake Project- Design (Dec)
Gold River Western Shore- Playground
Repairs
East River Land- Acquisition
SOLID WASTE
Sustain Start-up (Dec)
Waste Water Contract – Direct Haul Option
Recyclable Processing Contract- (Feb)
Solid Waste Contract - JSB
ADVOCACY
COMFIT
CHESTER COMMISSION
REN STRATEGY (ECON / TOURISM)
REQUEST FOR DECISION/DIRECTION
Prepared By:Christa Rafuse, P.Eng Date February 7, 2017
Reviewed By:Matthew S. Davidson, P.Eng Date February 7, 2017
Authorized By:Tammy S. Wilson, CAO Date February 9, 2017
CURRENT SITUATION
At the July 14, 2016, Council meeting a discussion was held concerning a sidewalk on Duke Street
in Chester. Councilor Church-Cornelius received a complaint about the sidewalk on Duke Street
indicating that someone had a mishap and broke their ankle.Council asked staff to review matter
and provide a report on options.
RECOMMENDATION
We are looking for Council to provide direction on how to proceed with sidewalk grade change
markings for the Municipality.
BACKGROUND
At the July 14, 2016 Council meeting it was indicated that Public Works staff would review the
use of reflective tape or paint on the sidewalk entrances to prevent trip hazards.
Councillor Church-Cornelius provided a photo of what is done in some areas to alert public of the
change in height at sidewalk/driveway entrances.
A photo of typical painted triangle markings.
REPORT TO:Municipal Council
SUBMITTED BY:Engineering & Public Works Department
DATE:February 7, 2017
SUBJECT:Sidewalk/Driveway Entrance Painting
ORIGIN:Council Discussion July 14, 2016
2 Request For Decision
DISCUSSION
It is standard to have a change in grade at driveway or walkway entrances along sidewalks. This
particular incident was caused by just that a change in grade. Council has therefore requested
staff to review the general topic of change in grades.
Staff posted on a list serve with little to no response and confirmed that typically other
Municipalities are not marking the grade changes.Marking the grade changes doesn’t appear to
be the norm but may work for smaller communities.The one location that is close by and
presently does use the triangular painted markings to identify grade changes is Mahone Bay.
They paint all entrances with triangles as shown in the photograph above,via a request for quote
annually. They alternate each year doing half of the painting to minimize the operation and
maintenance costs.
In order to determine the potential cost to complete across the Municipality of the District of
Chester staff have counted the entrances with grade changes along our sidewalks.We estimate
that the approximate cost per triangle is $10 each and will require two (2) at each grade entrance.
In addition, costs related to traffic control would be applied in those areas as needed.
Sidewalk Location No. Entrances
to be Painted
Total Markings
Required
Cost at $10 ea (per Painted
Triangle Marking)*excl tax
Chester 85 170 1700
Chester Basin 17 34 340
New Ross 10 20 200
Hubbards 14 28 280
Western Shore 31 62 620
TOTAL 157 314 3140
Note: Entrances include both driveways and pedestrian.
*traffic control is an extra cost
IMPLICATIONS
Policy
Procurement would follow P-04, Procurement Policy as recently amended for Engineering
Services. It is expected that this project would be classified as Low-Value Procurement
Financial/Budgetary
This project was not included in the 2017-18 Operating and Maintenance Budget to date.
Estimated budget cost would be $3140, plus traffic control (estimated to minor amount)
3 Request For Decision
Environmental
N/A
Strategic Plan
2. Continually improve public satisfaction with municipal services;
3. Ensure sufficient infrastructure is available to best serve our residents and businesses;
6. Promote conditions conducive to fostering economic prosperity.
Work Program Implications
The current operations and maintenance program did not account for painting sidewalk grade
change warning markers.
OPTIONS
1.Direct staff on how Council wishes to proceed with this matter;
2.Defer any decision on the matter and direct staff to bring back further information as
identified by Council
ATTACHMENTS
N/A
REQUEST FOR DECISION/DIRECTION
Prepared By: Matthew S. Davidson, P.Eng Date February 7, 2017
Reviewed By: Tammy S. Wilson, CAO Date February 8, 2017
Authorized By: Tammy S. Wilson, CAO Date February 9, 2017
CURRENT SITUATION
The Municipality contracts winter maintenance (i.e. plowing and salting) for most of its municipal
roads through various service providers.
RECOMMENDATION
It is recommended that the Municipality contract winter maintenance for all of its municipal
roads through Nova Scotia Transportation and Infrastructure Renewal, beginning in the 2017-
2018 fiscal year.
BACKGROUND
The Municipality contracts winter maintenance (i.e. plowing and salting) for most of its municipal
roads, see table below for road details, through various service providers. The roads located in
Aspotogan, East River Point and Mill Cove, have a total length of approximately 2.8 km. The
services for these roads are tendered on a three (3) year rotation, with the current contracts
expiring August 31, 2017. William A. Gerhardt Property Improvements provides services in Mill
Cove, while George Zinck Excavation provide services in East River Point and Aspotogan. Nova
Scotia Transportation and Infrastructure Renewal (NSTIR) currently provides winter maintenance
services for Millennium Drive which is approximately 0.53 km. Lake Road in Mill Cove is
completed in-house, since it services the Fire Protection System only. Furthermore, the roads
contained within KMEMC are completed by on-site staff and equipment.
Community Road Name Length
Aspotogan Captains Way 0.36 km
Aspotogan Commodores Drive 0.42 km
Chester Millennium Drive 0.53 km
East River Point Endeavour Avenue 0.65 km
East River Point Landing Drive 0.33 km
Mill Cove Parkwood Drive 0.73 km
Mill Cove Foxwood Drive 0.34 km
Mill Cove Lake Road 0.13 km
REPORT TO: Municipal Council
SUBMITTED BY: Engineering & Public Works Department
DATE: February 7, 2017
SUBJECT: Winter Maintenance – Municipal Roads
ORIGIN:
2 Request For Decision
DISCUSSION
The contracted level of service specified for the municipal roads in Aspotogan, East River Point
and Mill Cove is based upon the NSTIR standard, generally described below:
- Snow Plowing and salting will be performed as outlined for Level III roads in the NSTIR
Plowing Priorities, latest edition.
- Level III roads are classified as local paved roads, most subdivision and residential streets.
- Roads are cleared within 24 hours after snow stops
- Salted to achieve a base center line and salted only after a storm
- Sand may be used to provide improved traction if temperatures are below -12oC
After discussions with NSTIR, the roads classification would remain the same, Level III, and
therefore the service level standard for winter maintenance would remain unchanged. These
roads are all located near or intersect with NSTIR roads, therefore, the roads will be maintained
with the existing equipment on their regular routes and we can expect a consistent service level
overall. With that said, regardless of our service provider, it is expected that they would meet or
exceed the referenced service levels on a regular basis. This has created higher “standard”
expectations and thus generating complaints when expectations are not achieved. In those
situations, we must keep in mind and communicate the standard referenced above.
It should be noted however, whether based on inspections or public complaints of slippery
conditions in the Mill Cove area, requests for additional service (i.e. salting/sanding) are made
and work completed. Also the service contract has a provision for snow removal at an additional
cost. Snow removal relates mostly to Foxwood Drive due to its narrowness. NSTIR will not
removal snow as part of a winter service contract, therefore this will remain a municipal
responsibility, if required. Also any complaints regarding slippery road conditions will be dealt
with on a priority manner as deemed by NSTIR.
As stated previously, NSTIR currently provides winter maintenance services for Millennium Drive,
Chester. They have provided excellent service in the past and Municipality does not have a record
of any complaints due to winter road conditions for past several years.
IMPLICATIONS
Policy
Procurement would follow P-04, Procurement Policy, for any municipal controlled contracted
services, which would be another three (3) year contract(s), beginning September 2017.
3 Request For Decision
NSTIR services for 2017-2018 would be as per a 2017-2018 Snow and Ice Control agreement,
similar to the one in place for Millennium Drive. The current Procurement Policy would have to
be amended if we were to contract services through NSTIR.
Financial/Budgetary
In 2015-2016, it cost approximately $ 31,560.00 Net HST to maintain the approximate 2.8 km of
municipal roads in Aspotogan, East River Point and Mill Cove to the reference standard. This
translates into an average cost per km of approximately $ 11,270.00. It should be noted that
these roads are maintained on a cost per occurrence basis, and last year was considered to be a
light winter.
The 2015-2016 Snow and Ice Control Agreement for Millennium Drive was based on a per km
cost of $ 8,300.00 Net HST, which is a standard rate, increasing each year by CPI. If NSTIR were
to maintain the 2.8 km of municipal roads in Aspotogan, East River Point and Mill Cove to the
reference standard, the Municipality would realize a savings of $ 2,970 Net HST per km or in total
$ 8,316.00 Net HST, based on the 2015-2016 Agreement.
Environmental
N/A
Strategic Plan
2. Continually improve public satisfaction with municipal services;
3. Ensure sufficient infrastructure is available to best serve our residents and businesses;
Work Program Implications
The current operational work program includes the re-tendering of the winter service contract
for municipal roads in the summer of 2017. Staff would also continue to monitor the condition
of our municipal roads during the winter to gauge services and report.
OPTIONS
1. Proceed with re-tendering of the winter service contract for municipal roads as per P-04;
2. Proceed with contracting winter services through NSTIR for municipal roads;
3. Defer any decision on the matter and direct staff to bring back further information as
identified by Council.
ATTACHMENTS
REQUEST FOR DECISION
Prepared By: Christa Rafuse, P.Eng Date February 2, 2017
Reviewed By: Matthew S. Davidson, P.Eng Date February 2, 2017
Authorized By: Tammy S. Wilson, CAO Date February 2, 2017
CURRENT SITUATION
On April 28th, 2016, Municipal Council approved the 2016-17 Capital and Operating Budget.
Included in the Capital Budget were improvements to the Mill Cove Fire Protection System, which
can be general described as the design of a selected improvement option, which includes the
installation of a new fire pump and controller. The budget for this project was estimated at
$ 150,000, Net HST.
On October 13th, 2017 Municipal Council directed staff to consider the installation of an electric
fired pump with back-up diesel generator. This would allow the reuse of the diesel generator at
another location and recoup a portion of the capital investment. This relates to further direction
to staff to investigate the option of decommissioning the Mill Cove Fire Protection System and
bring back to Council the implications to the work plan and strategic priorities from undertaking
the same.
RECOMMENDATION
It is recommended by Staff that Council proceed with the purchase and installation of a new
diesel fired fire pump for the Mill Cove Fire Protection System.
BACKGROUND
The Utility was installed in 1967, making the system nearly 50 years old. It is understood that
since the Municipality assumed Utility ownership in 2003, along with a road network and sewer
system, there has not been any significant capital infrastructure investments.
In 2015, Staff retained SNC Lavalin Inc. (SNC) to provide an assessment of the suitability and
condition of the existing fire protection system. The report was to be accompanied with
improvement options and costs to extend the life of the system in order to continue the provision
of fire protection to the area.
REPORT TO:
Municipal Council
SUBMITTED BY: Engineering & Public Works Department
DATE: February 9, 2017
SUBJECT: Mill Cove Fire Protection System
ORIGIN: 2016-2017 Capital Budget
2 Request For Decision
SNC provided three (3) costing options for a range of improvements. The costs range from $
493,275 - $ 697,675, and it should be noted that these costs are Opinion of Probable Cost (OPC)
which could vary +/- 50 % from the actual cost of construction. Further design is required to refine
the costs, however, it is expected based on experience that the cost estimates will be much
higher. A fourth (4th) option, which was not reviewed by SNC, would be to potentially discontinue
or downsize municipal fire protection services in this area. This requires more study and further
direction from Council.
Regardless of the way forward, the diesel fire pump and its control panel require replacement
for the health and safety of the Community. The equipment models are discontinued and parts
are no longer available. Furthermore, there are many noticeable leaks with the pump and its
connecting piping and or valves. Department of Labour has also instructed MODC verbally to
replace the pump by July 2017. The replacement of the fire pump will provide the time required
to investigate the decommission option, as well as design and construct one (1) of the four (4)
options.
DISCUSSION
Staff issued an RFP, which was sent to the three (3) pre-qualified consultants, where only one (1)
responded. Stantec was notified on January 11, 2017 that they would complete the work. The
RFP included in its scope of work the review of new fire pump options, specifically diesel vs.
electric and a controller.
Stantec completed a site visit and reviewed the existing pump and engine, it was determined that
the rating of the existing pump skid is actually 1000 USGPM @100psi rather than previously
reported by a former consultant at 750 USGPM @90 psi.
Stantec reviewed both the diesel and electric options and associated costs based on the power
requirements of a 1000 USGPM / 100 psi fire pump (roughly 75 HP / 100 kW). It should be noted
that a new electrical service would be required for the electrical option. With that in mind,
Stantec provided preliminary costs for comparison purposes and option selection. Detailed
costing will be prepared as part of the detailed design.
Diesel Option:
Total project cost: $ 75,000
Recoverable cost: $ 40,000 (diesel skid/controller)
Unrecoverable cost: $ 35,000 (demolition, M&E installation)
Engineering cost: $ 26,200
3 Request For Decision
Electric Option:
Total project cost: $ 150,000
Recoverable cost: $ 85,000 (electric skid/controller/generator)
Unrecoverable cost: $ 65,000 (demolition, M&E installation, structural)
Engineering: $ 37,800
A few things to consider when comparing the options:
- There are more unknowns with regards to replacing the diesel fired pump with an electric
fire pump than another diesel fired pump.
- The engineering fees are approximately $ 11,000 higher for the electric option.
- The above cost comparison assumes 100% of the equipment cost could be recovered by
selling or re-purposing the equipment, which is unlikely.
- Assuming 100 % recoupment of equipment cost for option 1 but 0% for option 2, the
options are comparable.
- To justify proceeding with the electric replacement option, unrecoverable cost would
need to be lower for the electric option to justify the higher total project cost and the risk
of being unable to recover the cost of equipment purchased.
A few issues were noted onsite that would need to be addressed for the correction operation of
a new diesel skid:
• The lack of a diesel return line to the diesel storage tank;
• The lack of a combustion air opening; and
• The lack of pump room ventilation for cooling.
These issues could possibly be mitigated with standard operating procedures (SOPs) and minor
modifications to meet codes, depending on direction from the Enforcement Authority (i.e.
Municipal Building Inspector). Further review by Stantec confirmed the requirement of fuel tank
replacement, at a cost less than $10,000. Given the factors outlined above, Stantec has
recommended proceeding with the diesel replacement option due to its lower capital investment
and lower degree of uncertainty/risk.
IMPLICATIONS
Policy
Procurement would follow P-04, Procurement Policy as recently amended for Engineering
Services.
4 Request For Decision
Financial/Budgetary
This project was included in the 2016-2017 Capital Plan. On April 28th, 2016 Council approved a
project budget of $150,000 Net HST, which includes the installation of a new fire pump and
controller
The purchase and installation of a new fire pump and generator is approximately $ 75,000 and is
required no later than the summer of 2017.
Environmental
N/A
Strategic Plan
2. Continually improve public satisfaction with municipal services;
3. Ensure sufficient infrastructure is available to best serve our residents and businesses;
Work Program Implications
The current capital work program includes the installation of a new fire pump and controller
and to investigate further the option of decommissioning the Mill Cove Fire Protection System
and bring back to Council the implications to the work plan and strategic priorities from
undertaking the same.
OPTIONS
1. Complete the replacement with the recommended diesel option.
2. Defer any decision on the matter and direct staff to bring back further information as identified
by Council.
ATTACHMENTS
N/A