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HomeMy Public PortalAbout2019-06-06_COW_Public Agenda Package (added - 6.2 PP Presentation from Chester Playhouse and 8.5 Best of AwardsPage 1 of 2 of Agenda Cover Page(s) Committee of the W hole AGENDA Thursday,June 6, 2019 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 (8:45 A.M.–9:00 A.M.) 4.MINUTES OF PREVIOUS MEETING: 4.1.Committee of the Whole –May 22, 2019 5.MATTERS ARISING. 5.1 Information Report –Landfill Fire at Kaizer Meadow.(deferred from May 22, 2019 COW Meeting) 6.PUBLIC PRESENTATIONS 6.1 Presentation/Video from Dawn Harwood-Jones regarding update on Musical 7.POLICY DEVELOPMENT/REVIEW. 8.CORRESPONDENCE. 9.NEW BUSINESS: 8.1 Request for Decision prepared by Solid Waste Department dated May 30, 2019 regarding Environmental Monitoring for Kaizer Meadow Landfill. 8.2 Request for Decision prepared by Solid Waste Department dated May 30, 2019 regarding Leachate Treatment Upgrades and Renewal. 8.3 Information Report prepared by Strategic Initiatives Coordinator dated May 30, 2019 regarding Update on Develop Nova Scotia’s Internet for Nova Scotia Initiative.(TBC) Friends and Grant Request (appointment at 9:20 a.m.) 6.2 Presentation from Roma Dingwell regarding update on Chester Playhouse and Grant Request. (appointment at 10:00 a.m.) Page 2 of 2 10.IN CAMERA: 10.1 Section 22(2) (e) of the Municipal Government Act.–Contract Negotiations (TBC) 11.ADJOURNMENT. APPOINTMENTS 9:20 am Dawn Harwood-Jones,Musical Friends regarding update and grant request. 10:00 am Roma Dingwell,Chester Playhouse regarding update and grant request. 8.4 Information Report prepared by Economic Development Officer dated May 28, 2019 regarding Economic Development Sponsorship. Best of Chester Municipality Business Awards –Erin Lowe, Economic Development Officer. 8.5 Mission of The Chester Theatre Council •The mission of the Chester Theatre Council is to offer and promote cultural experiences that engage both our local residents and visitors to the region: and to operate a welcoming assessable arts facility in the village of Chester. Summer Season comparison 2018 •7 Weeks •8 Shows •3 Professional Theatre Shows •2 Musical Acts •2 Community Engagement Presentations 2019 •15 Weeks •15 Shows •6 Professional Theatre Shows •5 Musical Acts •4 Community Engagement Presentations 2019 Summer Season Line Up (June 8th –September 21st) Demographics We anticipate over 5000 guests will visit the Chester Playhouse this season. Our key demographics are: 1. Chester/Chester Basin 2. Halifax 3. Hubbards 4. Tantallon Community Engagement The Chester Playhouse engages community throughout the year by: -Hosting our Youth programs (Spring & Fall) -Summer Theatre School -Community Theatre (Chester Drama Society & Bonny Lea Farm) -Hosting Dance & Music Groups (En Pointe Dance Studio) -Theatre Rental (Zoe Valle Library Fundraising Event) Sound and Light Campaign $5,000 $3,875 $10,889 To date we have raised $8,875 towards our goal of $19,763.67 for lighting improvements. -$5,000 was donated by the Chester Drama Society. -$3,875 has been contributed through smaller donations by patrons. -To date we need to raise $10,888.67 to meet our goal. Chester Drama Society Donation Patron Donations Remainder to meet goal REQUEST FOR D IRECTION Prepared By:Christa Rafuse, P.Eng.Date May 30, 2019 Reviewed By:Dan McDougall,CAO Date May 31, 2019 Authorized By:Dan McDougall, CAO Date May 31, 2019 CURRENT SITUATION The Kaizer Meadow Landfill is responsible for an operational monitoring program as outlined by approvals issued by Nova Scotia Environment (NSE).Monitoring of groundwater and surface water is outlined in the Operations Manual and requires the Technical Steering Committee to review annually. RECOMMENDATION Staff respectfully recommend that Council approv e the work and cost estimate provide by Dillon Consulting for environmental consulting services for various tasks in relation to the operational monitoring program at Kaizer Meadow Landfill. The estimated cost is $61,550 plus HST (note,additional costs associated to new and/or replacement monitoring wells are anticipated during the course of the work). BACKGROUND The Municipality of Chester is presently meeting the annual report requirement as per the NSE approval requirements for Kaizer Meadow.However,further review and assessment by an environmental consultant of the groundwater and surface water data collected monthly by staff as outlined in the operations manual is required.A report to be provided to NSE. DISCUSSION In the past, review of the monitoring results for surface and ground water were completed by a former consultant and reviewed by a Technical Committee as per NSE requirements.Unfortunately, upon a changeover with consultants this work was not reassigned and was placed on hold However, NSE was aware and it was committed to be completed in the very near future. The time is now of the essence and a consultant with expertise in this field is required to review data and provide an annual monitoring report to NSE.There are benefits to completing this work such as identifying areas for improvement and/or recommended changes which long term could potentially save substantial laboratory costs. Dillon Consulting has provided a Scope of Work and outlined the following tasks to assist with our operational monitoring program. Task 1 –Prepare the annual groundwater and surface water monitoring report; REPORT TO:CAO and Council SUBMITTED BY:Christa Rafuse, P.Eng DATE:June 6, 2019 SUBJECT:Environmental Monitoring for Kaizer Meadow Landfill 2 Request for Direction Task 2 –Review the current environmental monitoring program and approvals to determine whether the Municipality is following operational monitoring requirements and provide feedback on recommended changes, as well as any concerns or areas for improvement; Task 3 –Since the Municipality has been conducting its own sampling program, provide a training refresher to KMEMC personnel. This would involve qualified Dillon personnel job shadowing in the field while KMEMC personnel are conducting a sampling event to provide feedback on timing of sample collection, sampling equipment, techniques and protocols; and Task 4 –To conduct a monitoring program optimization review. The total cost for all four (4) tasks is $61,550 plus HST. In addition to this cost, although numbers not confirmed, we know we will need new EVC Tower monitoring wells for the new area of dispersion. They are shallow wells and range from $4,000 to $5,000 plus HST per well. Should the assessment show any additional or damaged wells that are re quired they range in depth and cost between $6,000 and $9,500 plus HST. IMPLICATIONS Policy P-20 Fee Policy Financial/Budgetary The estimated cost is $61,550 plus HST (note additional costs associated to new and/or replacement monitoring wells are also anticipated later).Dillon was selected as per our existing standing offer for Solid Waste Engineering services to be the lead on this project with their expertise. Environmental N/A Strategic Plan1.Maintain a high level of fiscal responsibility;2.Continually improve public satisfaction with municipal services;3.Ensure enough infrastructure is available to best serve our residents and businesses. Work Program Implications N/A OPTIONS1.Municipal council can provide direction and/or request further information.2.Accept Staff’s recommendation. ATTACHMENTS N/A COMMUNICATIONS (INTERNAL/EXTERNAL) N/A REQUEST FOR D IRECTION Prepared By:Christa Rafuse, P.Eng.Date May 30, 2019 Reviewed By:Dan McDougall, CAO Date May 31, 2019 Authorized By:Dan McDougall, CAO Date May 31, 2019 CURRENT SITUATION The Kaizer Meadow Landfill leachate treatment system assessment was prepared by CBCL Ltd. They identified potential limiting factors for the system moving forward as additional leachate from the cells is introduced consistently.Its anticipated that the equalization lagoon will not be compliant in future wi th discharge regulations.The newer cells will have higher strength and require additional capacity for treatment. In addition, with a second EVC unit we could prevent any bottleneck to the treatment process. RECOMMENDATION Staff respectfully recommend that Council approve work to complete the proposed leachate treatment plant upgrade as proposed by CBCL Ltd (memo report –Leachate Treatment Assessment, 2019).To maintain compliance and due diligence as per NSE permits and regulations.The upgrade is primarily the addition of an equalization lagoon and aeration equipment to meet the existing capacity required and future needs for leachate treatment.The estimated cost is between 2.2 and 2.5 million (Class D estimate). In addition, it is recommended that a second EVC dispersal unit and associated piping/pump be purchased now with the budget carried over from the second tower site in 2018/19 ($90,00 pre -budget approval 2019/20). BACKGROUND The Kaizer Meadow Landfill is a second-generation landfill with a leachate treatment system consisting of pumping stations, equalization lagoon, recirculating media filters (sand and textile filters), advanced oxidation, aerated effluent equalization (EQ) lagoon and EnVapoCrystallization (EVC) system for land discharge. The second-generation landfill was built in 2005/2006 and included the existing leachate treatment system. It is believed that the treatment plant design was undersized,treating only 21 L/min and changes followed to increase the treatment capacity over the years. Not only does the system treat landfill leachate it also handles the septage effluent and rain that enters the system.The oxidation system was removed early on REPORT TO:CAO and Council SUBMITTED BY:Christa Rafuse, P.Eng DATE:June 6, 2019 SUBJECT:Leachate Treatment Plant Upgrade at Kaizer Meadow Landfill 2 Request for Direction to prevent a bottleneck which increased the capacity to 40 L/min. The Advantex system (recirculating filters) was later added to assist with nitrogen loading and BOD/TSS removal/polishing of the leachate. Following the placement of the Advantex system the geotubes were placed next to the septage lagoons impacting access during regular maintenance. Its anticipated that the geotubes have met their full life and will be moved later this year and replaced with new.Consideration will be given during the design process for the new equalization lagoon, location of geotubes and future maintenance of all ponds and equipment. DISCUSSION The proposed upgrades to the leachate treatment plant include an additional equalization lagoon added in parallel to the existing equalization lagoon to handle increased hydraulic and organic loadings and provide additional retention time. In addition, upgrades to the exis ting aeration systems for the equalization and retention lagoons.The existing recirculating sand filters (RSF)and recirculating textile filters (RTF)filters could be left in place and operational but they are overloaded in terms of nitroge n and could bottleneck the system. Therefore,they would only be used in summer during low flow for effluent polishing or just simply removed. CBCL has based its recommendations based on the available data and operating conditions. Further sampling within the leachate system and effluent dispersal area could be completed to confirm operating conditions and provide additional information on the performance of each treatment process, which would allow for further development of the recommended upgrades prior to detailed design. The purchase of the second EVC dispersal unit will prevent bottlenecks and provide backup to the existing EVC unit. The newest EVC unit purchased last year is working very well and staff are pleased with its performance.The mobile units allow placement in a larger new locatio n away from our neighbors and an already nitrate saturated site. The environmental consultants can advise on sampling areas and frequency of moving the mobile EVC units to prevent any issues within the dispersal areas. A practical and draft timeline has been set and to be further refined upon engaging the proposed consultant. Review and collect any additional data required June-July 2019 Survey the area –June 2019 Detailed design work –August to October 2019 Tender Specifications & Issue Tender –November to January 2020 Construction –Spring 2020 3 Request for Direction The Class D Cost Estimate provided by CBCL can be found in the Table below: Following tendering a report will be made to Council for approval to award the contract for construction. IMPLICATIONS Policy P-20 Fee Policy Financial/Budgetary The estimated cost is between 2.2 and 2.5 million for the leachate treatment plant upgrade project (Class D estimate). An investment of $2,500,000 is included in the long range tip fee estimates and sixteen (16) years was used as the term of debt repayment. CBCL was selected through the existing Standing Offer for Solid Waste Engineering Services. They were engaged during the time of the potential anaerobic digestion project a nd completed design work for Cell 4A. Environmental Work to be completed to maintain Nova Scotia Environment Approvals for the Kaizer Meadow Landfill. 4 Request for Direction Strategic Plan1.Maintain a high level of fiscal responsibility;2.Continually improve public satisfaction with municipal services;3.Ensure enough infrastructure is available to best serve our residents and businesses.4. Work Program Implications N/A OPTIONS1.Municipal council can provide direction and/or request further information.2.Accept Staff’s recommendation. ATTACHMENTS N/A COMMUNICATIONS (INTE RNAL/EXTERNAL) N/A INFORMATION REPORT Prepared By:Erin Lowe Date May 28, 2019 Reviewed By:Tara Maguire, Director Date May 28, 2019 Authorized By:Tara Maguire, Director Date May 28, 2019 CURRENT SITUATION For the 2019-20 fiscal year, Council has an Economic Development Sponsorship fund to sponsor events or initiatives within the municipality that are designed to help achieve Council priorities and generate local economic development benefit in one or more of the following areas: Supporting business growth and employment. Increasing visitor attraction. Promoting the municipality to residents and visitors. RECOMMENDATION For Information BACKGROUND Sponsorship is a form of marketing in which organizations pay to be associated with certain events. Additionally, sponsorship provides community relations benefits by increasing visibility and recognition as a good community partner. Organizations are recognized as good community citizens when they support initiatives that assist groups that benefit or improve the quality of life and/or programing in their community. Sponsor opportunities are evaluated by the following criteria: Relevance to the community. The Municipal logo must be displayed on some marketing of the event. The audience should be significant in size or targeted. REPORT TO:Municipal Council SUBMITTED BY:Erin Lowe,Economic Development Officer DATE:May 28, 2019 SUBJECT:ED Sponsorship ORIGIN:Sponsorship Policy, P-87 2 Information Report DISCUSSION The following sponsorships were issued by the Economic Development Officer as of May 28, 2019: Budget 2019-20 $5,000.00 Recent Sponsorships Swing for Shoreham Golf Tournament $700.00 Previously Approved Balance $4,300.00 IMPLICATIONS Policy Sponsorship P-87 Financial/Budgetary This request has been accommodated within the approved budget of $5000 for municipal sponsorships. Environmental None Strategic Plan Goal 6-Promote conditions conducive to fostering economic prosperity . Work Program Implications N/A OPTIONS For Information ATTACHMENTS COMMUNICATIONS (INTE RNAL/EXTERNAL) Goal Promote conditions conducive to fostering economic prosperity.