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Home My Public Portal About2017-03-23_COW_Public_Agenda PackageApril May June July August September October November December January February March Result April 2016 to March 2017 Expected Yield 462,550 445,775 342,375 304,700 328,900 422,125 501,325 524,150 595,650 525,800 462,825 584,100 5,500,275 Expected Revenue $60,594 $58,397 $44,851 $39,916 $43,086 $55,298 $65,674 $68,664 $78,030 $68,880 $60,630 $76,517 $720,536 Yield (kWh)649,873 406,595 340,114 232,864 312,962 358,727 386,211 470,015 631,008 604,604 4,392,973 Revenue Estimate $85,133 $53,264 $44,555 $30,505 $40,998 $46,993 $50,594 $61,572 $82,662 $79,203 $0 $0 $575,479 Availability 99.01%100.00%100.00%98.93%96.03%98.98%99.62%97.64%100.00%97.76%99.41% Power Curve (Y/N)Y Y Y Y Y Y Y Y Y Y T3 Time (Seconds)319 314 896 3,895 1,838 1,077 1,615 268 0 270 T5 Time (Seconds)11,697 139 182,539 451,230 157,527 395,774 507,425 75,527 0 21,333 Downtime (Hours)3.34 0.13 50.95 126.42 44.27 110.24 141.40 21.05 0.00 6.00 0.00 0.00 503.80 Estimated Annual Compensation -$33,289 -$36,855 -$38,044 -$36,711 -$31,732 -$31,956 -$32,774 -$31,605 -$32,584 -$31,754 Total Annual Revenue $51,845 $101,542 $144,908 $176,746 $222,723 $269,492 $319,268 $382,010 $463,692 $543,725 Legend: Calculated Fixed Data Entry 0 100,000 200,000 300,000 400,000 500,000 600,000 700,000 Expected Yield Yield (kWh) February 21, 2017 Table 1: Actual versus Predicted Turbine Performance - April 1, 2016 to March 31, 2017 Enercon Report Data NS Power Invoices Meter Read On: Proportion ofAnnualGenerationApril8.41%462,550 644,400 $60,594 $84,416 139.31%649,873 $85,133 644,400 $84,416 April 28th May 8.11%445,775 420,300 $58,397 $55,059 94.28%406,595 $53,264 420,300 $55,059 May 31st June 6.23%342,375 349,200 $44,851 $45,745 101.99%340,114 $44,555 349,200 $45,745 June 30th July 5.54%304,700 216,900 $39,916 $28,414 71.18%232,864 $30,505 216,900 $28,414 July 28th August 5.98%328,900 313,200 $43,086 $41,029 95.23%312,962 $40,998 313,200 $41,029 August 30th September 7.68%422,125 341,100 $55,298 $44,684 80.81%358,727 $46,993 341,100 $44,684 September 29th October 9.12%501,325 339,300 $65,674 $44,448 67.68%386,211 $50,594 339,300 $44,448 October 27th November 9.53%524,150 513,000 $68,664 $67,203 97.87%470,015 $61,572 513,000 $67,203 November 29th December 10.83%595,650 591,300 $78,030 $77,460 99.27%631,008 $82,662 591,300 $77,460 December 29th January 9.56%525,800 671,400 $68,880 $87,953 127.69%604,604 $79,203 671,400 $87,953 January 31st February 8.42%462,800 $60,630 0.00% March 10.62%585,100 $76,517 0.00% Total 100%5,501,250 4,400,100 $720,537 $576,411 97.53%4,392,973 $575,479 4,400,100 $576,411 2016/17 Forecasted to Budget To Date Percentage March 31, 2017To March 31st Revenue $719,650 $576,411 97.53%$719,650 Expenditures $417,646 $298,798 71.54%$417,646 Surplus $302,004 $302,004 Month PredictedProduction(kWh) ActualProduction(kWh) Predicted Revenue Actual Revenue ActualProduction(kWh) Actual RevenueActualProduction(kWh) Actual RevenueRelative Performance REQUEST FOR DECISION Prepared By:Tara Maguire Date March 8, 2017 Reviewed By:Date Authorized By:Tammy Wilson Date March 15, 2017 CURRENT SITUATION The current timeline for the plan review, as discussed at the 2017 strategic planning session, will have the plan review extending into 2018. Currently the focus is on the MPS and then the Municipal Land Use by- law.Following the Municipal document review,we will then begin the review of the Village documents. RECOMMENDATION That Council give pre-budget approval for the continuation of a Term Planning Assistant position for the 2017-18 fiscal year at an estimated costs of $40,000, plus employer costs. BACKGROUND In 2014 Council approved a two-year term Planner to support the plan Review. Sean Gillis was hired in September 2013. The position was extended until March 2017.This position became vacant in November 2016. At that time, existing planning staff was assigned to the Plan Review to ensure continuity in the policy development that has occurred with the CPAC and Council. To fill the void created by assigning existing staff to the Plan Review, a former planning student (summer 2016) was brought in to fill the gap until the end of March 2017, as a Planning Assistant The Plan Review is not complete and it is anticipated that it will be completed by January 2018 for the Municipal Planning Strategy and Land Use By-law . Work then is required to commence on the Village Secondary Planning Strategy and Land Use By-law. Given the work that has already been completed and to ensure continuity, existing planning staff (Bill DeGrace) will lead this project. DISCUSSION Given the current workload of the planning department, this position is vital to keeping projects on track, while handling the Plan Review Project.With the loss of the term Planner, as well as the elimination of the Planning Technician position in CDD, this position will fulfill both a technical and a policy role that is needed at this time Staff is requesting that Council give pre-budget approval the continuation of the Planning Assistant Position.The term would be for the FY 2017-18 to support the department during the plan review.The position will provide technical and professional support to the review as well as other planning projects. The job description for the part time term is attached. It is proposed that the position be full time (35 REPORT TO:Municipal Council SUBMITTED BY:Community Development Department DATE:February 20, 2017 SUBJECT:Pre-budget approval -Planning Assistant ORIGIN: 2 Request For Decision/Direction hours a week). As a term position, it would not qualify for Health care benefits or be eligible to participate in the Pension program. IMPLICATIONS Financial Staff has budgeted $40,000 plus CPP, EI and WCB costs to fund this position for 2017/18. Work Plan This position is necessary to fulfill the Strategic Priorities of Council.If the position is not approved, staff will review the workplan for the department and will provide Council with a report on options for reprioritization of projects/priorities . OPTIONS 1.Approve a 35-hour term position for a Planning Assistant as presented. 2.Approve the position on a part time basis. 3.Eliminate the position. ATTACHMENTS 1.Planning Assistant job description COMMUNICATIONS (INTERNAL/EXTERNAL) Request for Decision Prepared By:Tammy Wilson, CAO Date March 20, 2017 Reviewed By:Date Authorized By:Date CURRENT SITUATION The deadline for Expressions of Interest to be submitted for the Visitor Information Services Expression of Interest was March 3,2017.The deadline for submission of grant applications from non-profit organizations for Visitor Information Services was also March 3, 2017. There submissions were received under the Expression of Interest Call: 1.George Evans-Not a For Profit Organization; Not a Non-Profit Organization 2.Aspotogan Heritage –Registered Non-Profit Organization 3.Annette Collicutt-For Profit Organization -Laundromat There were no submissions under the Grant Application call. RECOMMENDATION No recommendation. Council’s direction was that Council would evaluate the proposals based upon the criteria established. Once evaluated, the next step would be for Council to invite a detailed proposal from a short list of applicants.This would be for a Contract for Services BACKGROUND In late January 2017,Council issued an Expression of Interest to solicit interest from non-profit and for profit organizations to operate a Visitor Information Centre. Attached is a copy of the Expression of Interest and the agreed upon Evaluation Criteria.Council also issued a call for grant applications for non- profit organizations The intent of the Expression of Interest was to determine what organizations (for profit or non-profit) would be willing to provide Visitor Information Services for a Contract for Services. The organization would be the employer, would have to carry insurance have WCB etc. The intent of the grant application was to enable non-profit organizations providing Visitor Information Services to apply for a grant. Under this scenario, MODC would not be contracting for services and thus REPORT TO:Warden Webber and Members of the Committee of the Whole SUBMITTED BY:Administration DATE:March 20, 2017 SUBJECT:Visitor Information Centre ORIGIN:Council -January 19, 2017 2 REQUEST FOR DECISION/Direction insurance, WCB etc., would not be a requirement of MODC. The entity would have to be a Non-Profit Organization to qualify for such a grant. Council has passed a motion to clarify for organizations that receiving a VIC grant would not disqualify the organization from receiving another grant (Council, Tourism,Recreation,and Sponsorship). As per the Procurement Policy, an Expression of Interest is only the first stage in the procurement process. Bidders responding to the EOI are to be shortlisted per their scoring in the evaluation process. The short- listed firms will then be invited to respond to a subsequent Request for Proposals. (Appendix 2 -P-04- Procurement Policy, p. 12).If only one submission is suitable, Council may wish to proceed to invite that proponent to submit a detailed proposal and negotiate directly with the proponent respecting the same. DISCUSSION Attached are the proposals received as well as a table summarizing the criteria to be considered. As per the Expression of Interest, the following criteria is mandatory: Meet Tourism NS Requirements WCB-Clearance letter Commercial –General Liability Insurance ($2M) The following criteria is to be used to score projects meeting the mandatory Location (max 15 points) Facility (amenities; parking etc.)–(max -15 points) Relevant Experience (max –20 points) Scope of Services (season, hours etc.)-(max -35 points) VIC operation Costs (max -10 points) Quality of Submission (max -5 points) IMPLICATIONS Policy The Expression of Interest has been issued in accordance with P-04 –Procurement Policy. Next steps as per this same policy is to shortlist and invited a detailed proposal in response to an RFP. Financial/Budgetary Maximum municipal contribution is $25,000 Environmental n/a Strategic Plan Please provide Strategic Plan reference/implications in this cell. Work Program Implications A VIC Strategy is a Strategic Priority for Council 3 REQUEST FOR DECISION/Direction OPTIONS 1.Shortlist the proponents and invite submission of a detailed proposal in response to an RFP 2.Not proceed with submissions and: a.Direct that steps be taken for MODC to operate a VIC this tourism season;or b.Not provide Visitor Information Services this tourism season. ATTACHMENTS Scoring Spreadsheet Proposals submitted Expression of Interest Document Grant Solicitation Document COMMUNICATIONS (INTERNAL/EXTERNAL) External to be determined once decision is made. Proponents to be advised of decision. VIC Expression of Interest T-2017-004 Criteria Evaluation %Collicutt Aspotogan Heritage Trust George Evans Mandatory Tourism NS Requirements To be Determined - Staff shared with laundromat- no directional or building signage No mention of internet accessibility Meets Tourism Requirements. Staff hired specifically for VIC (not a shared position 2.5 frontline ambassadors One staff per shift dedicated ; Facility already an approved VIC site WCB Already in Place Already in Place Not in place Insurance Already in Place Already in Place Not in place Proposes Chester Heritage Society would increase their coverage to $2 million and add municipality as 'additional insured' Evaluated Criteria Facility Overview Score Score Score Location 15 Chester Shore Mall Hubbards, AHT building on the corner of Hwy 3 and 329 Chester Train Station Facility (Amenities, Parking, Site )15 Mall services, sufficient parking, accessibility; Facility is shared with laundry mat. No mention of internet accessibility, computer or phone access Cap Site with 3 computers; near retail amenities; hubbards barn, washrooms (with infant change table), payphone, parking 10-12 vehicles and RV spot; building originally designed as a VIC, has picnic tables, patio/deck with seating, trails, community garden, amphitheater Near Trail, museum, will sell coffee and snacks; kayak and bike rental planned at site; Farmers market. Adequate parking and access to other amenities Will provide internet connection but using own computer Proponents Relevant Experience 20 No previous VIC experience Has operated a VIC in the past from this location None in operating a VIC; Has some tourism experience Scope of Services (seasons, hours, etc.)35 May to Oct; 7 days /week; 7:30 am to 7:30 pm. Did not expand on scope (i.e.. check-ins etc.) Year round with peak season May to Oct; 7 days per week; Mon-Fri 8:30 to 8:30 pm; Week-ends 8:30 to 4:30 pm. 'check-in' booking services would not be available May to Oct ; May to June 30- 10 am to 5pm; July to Sept 3- 9:30 to 5:30; Sept 3-Oct 15 - 10 am to 5 pm. Did not indicated whether check-in service would be available. Would like to sell coffee; cold beverages , baked goods and feature local art work/ farm market items VIC Operation Costs 10 $22,400 to $23,900 $25,000 $25,000 Quality of Submission 5 100 Proponent Private business owner Non-Profit Organization Not an non-profit organization ; Not a for profit organization. Indicated willingness to register