AGENDA
PUBLIC WORKS
COMMITTEE
Wednesday, September 23, 2015
Immediately Following Economic Development
Committee Meeting
Lanark County Administration Building
Councillor Gail Code, Chair
Page
1.
CALL TO ORDER (Reminder please silence all
electronic devices)
2.
DISCLOSURE OF PECUNIARY INTEREST
3.
APPROVAL OF MINUTES
Suggested Motion:
"THAT, the minutes of the Public Works Committee meeting
held on August 26, 2015 be approved as circulated."
4.
ADDITIONS AND APPROVAL OF AGENDA
Suggested Motion:
"THAT, the agenda be approved as presented."
5.
DELEGATIONS (10 MINUTES)
None
6.
PRESENTATIONS
None
7.
4
COMMUNICATIONS
i)
Town of Mississippi Mills: Notice of Study
Commencement Infrastructure Renewals - Almonte
Downtown Core Environmental Assessment Study
Suggested Motion:
"THAT, the communications for the September Public
Works Committee meeting be received as information."
Page 1 of 24
Page
8.
5 - 13
CONSENT REPORTS
i)
REPORT #PW-31-2015 PUBLIC WORKS CONTRACTS
STATUS REPORT #4
Suggested Motion:
"THAT, the recommendations contained in following
Consent Reports for the September Public Works
Committee meeting be approved:
Report #PW-31-2015 Public Works Contracts Status
Report #4."
9.
14 - 17
DISCUSSION REPORTS
i)
REPORT #PW-32-2015 COUNTY SUBSIDY FOR LOCAL
MUNICIPAL SIDEWALK WINTER MAINTENANCE
Public Works Business Manager, Janet Tysick
Suggested Motion:
“THAT, the County subsidy for local municipal sidewalk
winter maintenance be discontinued, effective January
1, 2016;
AND THAT, a copy of this Report be provided to the
affected municipalities.”
18 - 23
ii)
REPORT #PW-33-2015 INTERMUNICIPAL WINTER ROAD
MAINTENANCE AGREEMENTS AMENDMENTS
Public Works Business Manager, Janet Tysick
Suggested Motion:
“THAT, it is recommended that the Intermunicipal
Winter Road Maintenance Agreements be amended, for
the below listed municipalities:
i) Montague - County use of Municipal Yard $8,337.22;
ii) Beckwith – Winter Maintenance County Road 17 $13,826.30;
iii) Mississippi Mills – Winter Maintenance County
Road 16A and County Road 17 - $12,569.28;
iv) Lanark Highlands – Termination of Existing
Agreement;
v) Carleton Place – Winter Maintenance County Road
7B - $16,759.04;
Page 2 of 24
Page
vi) Tay Valley – Termination of existing Agreement;
and
vii)Town of Perth – Town use of Municipal Yard $8,337.22.
AND THAT, the Deputy Clerk prepares the necessary
By-Law to authorize the execution of the amended
Intermunicipal Winter Road Maintenance Agreements."
10.
VERBAL REPORTS
None
11.
DEFERRED REPORTS
None
12.
CONFIDENTIAL REPORTS
None
13.
24
NEW/OTHER BUSINESS
i)
14.
Meeting Schedule
Council and Clerk Services Assistant, Erica
Patterson
ADJOURNMENT
Page 3 of 24
AGENDA ITEM # 7i)
Notice of Study Commencement
Infrastructure Renewals – Almonte Downtown Core
Environmental Assessment Study
The Municipality of Mississippi Mills has initiated the Infrastructure Renewals – Almonte Downtown Core
Environmental Assessment (EA) Study.The study will address the advance planning needs for renewal of
underground servicing (water, sewer, drainage, utilities) in the downtown core. It will also involve working with the
community to develop road and streetscape designs that are complementary to local business and enable safe,
convenient and comfortable access for users of all ages and abilities regardless of their mode of transportation. The
streetscape design shall work to enhance the unique cultural and heritage features of the core that are key to the
Municipality’s continued success in local business, tourism, community events and festivals. A Recommended Plan
will be developed for the study area shown in the key map.
The study process will involve
developing, assessing and evaluating
alternatives, which will result in a
Recommended Plan which will be
presented to City Council for
approval.Open houses will be held
during the course of the study to review
and discuss the project with residents
and solicit feedback. Open house
notices will be published in local
newspapers and on the Town’s
website. Information about the study
will also be available on the Town's
website and Facebook page.
The study will be conducted in accordance with Ontario’s EA Act, fulfilling the requirements of the Municipal Class
EA process that may apply. Interested persons can provide comments throughout the study process. Any comments
received will be collected under the EA Act and, with the exception of personal information, will become part of the
public record.
For further information or to provide comments, please contact:
W. Troy Dunlop, C.E.T.
Director of Roads and Public Works
Corporation of the Municipality of Mississippi Mills
3131 Old Perth Road
Almonte, Ontario
K0A 1A0
Tel: 613-256-2064 x 233
Fax: 613-256-4242
E-mail: [email protected]
Ron Clarke, MCIP, RPP
Manager of Urban Planning and Design
Parsons Inc.
1223 Michael Street, Suite 100
Ottawa, ON K1J 7T2
Tel: 613-738-4160 x 5226
Fax: 613-739-7105
E-mail: [email protected]
Town of Mississippi Mills: Notice of Study Commencement Infr...
Page 4 of 24
AGENDA ITEM # 8i)
THE COUNTY OF LANARK
PUBLIC WORKS COMMITTEE
September 23, 2015
Report # PW-31-2015 of the
Director of Public Works
PUBLIC WORKS CONTRACTS STATUS REPORT #4
1.
STAFF RECOMMENDATIONS
"THAT, the Public Works Committee receives Report #PW-31-2015,
Public Works Contracts Status Report #4, for information."
2.
PURPOSE
The purpose of this Report is to inform the Public Works Committee
of the status of the Public Works Contracts.
3.
BACKGROUND
Contracts related to Community Forests and Facility Projects,
managed by the Public Works Department, are included in the
Contracts Status Report. Any shaded rows, in the attached
Summary (Appendix "A") indicate completed Contracts.
4.
DISCUSSION
Appendix "A" includes a Summary of the Contracts.
5.
ANALYSIS AND OPTIONS
The Table below summarizes the status of the
Contracts/Tenders/Projects being managed by the Public Works
Department:
Ongoing
Scheduled, but work not started
Tendered, but not awarded
Completed
6.
46
2
2
39
FINANCIAL IMPLICATIONS
None.
REPORT #PW-31-2015 PUBLIC WORKS CONTRACTS STATUS REPORT #4
Page 5 of 24
AGENDA ITEM # 8i)
7.
LOCAL MUNICIPAL IMPACT
None.
8.
CONCLUSIONS
Public Works Contracts are progressing in a satisfactory manner.
Staff recommends this Report be received as information.
9.
ATTACHMENTS
Appendix "A" - Public Works Contracts Status (as of September 16,
2015).
Recommended By:
Janet Tysick
Business Manager
Approved for
Submission By:
Manager Approval
By:
Terry McCann
Director of Public
Works
Kurt Greaves
Chief Administrative
Officer
REPORT #PW-31-2015 PUBLIC WORKS CONTRACTS STATUS REPORT #4
Page 6 of 24
AGENDA ITEM # 8i)
APPENDIX “A”
PUBLIC WORKS CONTRACTS STATUS
(as of September 16, 2015)
CONTRACT #
TENDER DESCRIPTION
AWARDED TO
STATUS/COMMENTS
BUILDINGS AND PROPERTIES
PW-B-ADV-1995AUTO-E0
PW-B-43-2005-09-E4
Service Contract/Agreement
Elevator Maintenance–
Administration Building
Advanced Alarms
Ongoing
Thyssenkrupp Elevator
(Canada) Limited
Ongoing
PW-B-WAS-2006AUTO-E0
Service Contract/Agreement
Waste Management
Canada
Ongoing
PW-B-MCN-2008AUTO-E0
Service Contract/Agreement
McNamee Plumbing &
Heating Ltd.
Ongoing
PW-B-39-2010-12-E2
Municipal Offices and Lanark
Lodge Winter Maintenance
Howard Home Care
November, 2014 – April,
2015
PW-B-35-2011-14-E2
Municipal Office Sidewalk
Winter Maintenance
Whyte’s Maintenance
November, 2014 – April,
2015
PW-B-03-2014-18-E2
Janitorial Services
Palmer & Associates
Ongoing
PW-B-GRE-2015-15E0
Service Contract/Agreement –
2015 Lawn Mowing and
Landscape Maintenance for
the Administration and Public
Works Building
Green Acres Greenhouse
Ongoing
PW-B-18-2015-15-E0
Site Works at New County
Facility
Arnott Brothers
Construction Ltd.
PW-B-19-2015-15-E0
Construction of the Public
Works Office/Garage
Richard D. Steele
Construction (1979) Ltd.
May – October, 2015
PW-B-29-2015-15-E0
Hot Mix Paving and
Resurfacing at County of
Lanark Site, 99 Christie Lake
Road, Perth, ON
Karson Konstruction (A
Division of West Carleton
Sand & Gravel Inc.)
August – September,
2015
PW-B-32-2015-15-E0
Sand/Salt Storage and
Equipment Storage Buildings
Wright Developments Inc.
June – August, 2015
Strathcona Solar Initiatives
Completion Date:
December 31, 2015
Wright Developments Inc.
September – October,
2015
PW-B-48-2015-15-E0
PW-B-50-2015-15-E0
PW-B-58-2015-15-E0
Request for Proposals for
Design, Supply, Install and
Commission of One (1) 10kW
Solar Roof Mount Installation
(OPA/IESO MicroFIT
Contract)
Supply and Construction of
the Union Hall Equipment
Storage Building
Request for Quotation – Roof
Repair
McKay Sheet Metal &
Roofing
April – September, 2015
Completion Date:
November 1, 2015
Page 1 of 7
REPORT #PW-31-2015 PUBLIC WORKS CONTRACTS STATUS REPORT #4
Page 7 of 24
AGENDA ITEM # 8i)
CONTRACT #
TENDER DESCRIPTION
AWARDED TO
STATUS/COMMENTS
BUILDINGS AND PROPERTIES
PW-B-59-2015-18-E2
Municipal Offices and Lanark
Lodge Winter Maintenance
Tender Opening:
September 24, 2015
PW-B-61-2015-16-E0
Request for Proposals for
Design, Supply and Install of
LED Lighting
Proposal Opening on
September 28, 2015
CONSTRUCTION
PW-C-30-2009-12-E4
PW-C-40-2010-16-E0
RFP: For Engineering
Services for OSIM Bridge
Inspections (Four-Year
Contract)
RFP: for Consulting
Engineering Services for the
Rehabilitation of Six County of
Lanark Bridges
G.D. Jewell Engineering
Inc.
McCormick Rankin
Corporation: Mississippi
River Bridge (County Road
#511)
Innovative Civil
Constructors Inc.
Ongoing
Ongoing
PW-C-26-2014-14-E0
Mississippi River Bridge
Rehabilitation
99% complete September, 2015
PW-C-02-2015-15-E0
Road Rehabilitation of County
Road #8
Thomas Cavanagh
Construction Limited
August – October, 2015
PW-C-04-2015-15-E0
Road Rehabilitation of County
Road #19
Crains’ Construction
Limited
June – September, 2015
Warm Mix Resurfacing of
County Road #10 (Drummond
Con 2)
Placement of a Stress
Absorbing Membrane
Interlayer on County
Road #10
Micro-Surfacing – County
Roads #8, #10, #12, #14 and
#21
Norjohn Contracting and
Paving Limited
Miller Paving Ltd.
(Schedules “A” – “E”)
June – July, 2015
PW-C-07-2015-15-E0
Road Rehabilitation of County
Road #24
Goldie Mohr Ltd.
May – June, 2015
PW-C-11-2015-15-E0
Culvert Replacement - County
Roads #4, #9, #14, #16, #17,
#29, #26, #43 and #511
Goldie Mohr Ltd.
May – July, 2015
PW-C-12-2015-15-E0
Surface Treatment – County
Roads #8, #14 and #22
PW-C-17-2015-15-E0
Road Rehabilitation of County
Road #511 (Hopetown)
PW-C-37-2015-15-E0
Active
Transportation/Snowmobile
Structure at Hwy. 511,
Mississippi River Bridge
PW-C-05-2015-15-E0
PW-C-06-2015-15-E0
PW-C-08-2015-15-E0
Coco Paving Inc.
Smiths Construction
Company
(Schedules “A” – “C”)
G. Tackaberry & Sons
Construction Company
Limited
Beam Construction (1984)
Co. Ltd.
June – July, 2015
June, 2015
June, 2015
June – July, 2015
July – October, 2015
Page 2 of 7
REPORT #PW-31-2015 PUBLIC WORKS CONTRACTS STATUS REPORT #4
Page 8 of 24
AGENDA ITEM # 8i)
CONTRACT #
TENDER DESCRIPTION
AWARDED TO
STATUS/COMMENTS
EQUIPMENT AND FLEET
PW-E-GLE-2009-09E3
Radio Maintenance
Agreement
PW-E-33-2009-12-E6
Provision of Diesel Fuel and
Regular Unleaded Gasoline
Fuel
PW-E-53-2012-15-E1
Glentel
Ongoing
WO Stinson Ltd. (Diesel)
MacEwen’s (Gas – Perth
Patrol) (previously
Kilpatrick’s)
Ongoing
Request for Standing Offer
(RFSO) for the Provision of
Tires for Public Works Fleet
RDB Tire Sales
Ongoing
PW-E-54-2012-14-E2
Request for Quotation (RFQ)
for Plow Blades
Creighton Rock Drill
Ongoing
PW-E-22-2015-15-E0
Supply and Delivery of One
(1) Used Pay Loader
Nortrax Canada Inc.
Delivered
Weagant Farm Supplies
Ltd.
Delivered
Equipements Lourds
Papineau Inc.
Delivered
PW-E-23-2015-15-E0
PW-E-24-2015-15-E0
Supply and Delivery of One
(1) Used Tractor and Boom
Flail Cutting Head
Supply and Delivery of One
(1) Cab and Chassis with
Tandem Snow Plow and
Harness Fully Detachable,
Tandem 30 Ton IBS System,
IBS 15 Foot Tandem Dump
Body and Flusher Kit
FOREST
PW-F-60-2014-16-E0
PW-F-51-2015-17-E0
PW-F-56-2015-25-E2
Community Forest Red Pine
Timber Harvesting, Part Lot 8,
Conc VI; Lot 6, Conc VII; and
Lot 8, Conc VII; Geographic
Township of Darling.
Part Lots 5 and 6, Conc X and
XI, Geographic Township of
Lavant. Part Lot 14, Conc XII,
Geographic Township of
South Sherbrooke
Hardwood Timber Harvest,
Part Lot 3, Concessions 10
and 11 (Thorne Community
Forest), Geographic
Township of Dalhousie
Maple Sugar Bush Tapping
Rental, Part of Lot 3,
Concession 10 and 11
(Thorne Community Forest),
Geographic Township of
Dalhousie
Lavern Heideman & Sons
Ltd.
Ongoing
Wheeler Maple Products
(Vernon Wheeler)
Completion date:
March 31, 2017
Wheeler Maple Products
(Vernon Wheeler)
December, 2015 –
December, 2025
Page 3 of 7
REPORT #PW-31-2015 PUBLIC WORKS CONTRACTS STATUS REPORT #4
Page 9 of 24
AGENDA ITEM # 8i)
CONTRACT #
TENDER DESCRIPTION
AWARDED TO
STATUS/COMMENTS
MAINTENANCE
PW-M-LEE-1971AUTO-E0
Winter Road Maintenance
Agreement for Bolingbroke
Road (County Road #36),
from Althorpe Road (County
Road #6) to the County
boundary a distance of .8 km
and Heritage Drive (County
Road #2), from East limit of
Merrickville-Wolford to the
boundary, a distance of 5 km.
In lieu the County maintains
Narrows Lock Road from the
boundary to the Narrows Lock
Swing Bridge, a distance of
1.2 km, and Rideau Ferry
Road from the Rideau Ferry
Bridge to the intersection with
Highway 15, a distance of 5.5
km.
PW-M-PEL-2000AUTO-E0
Weather Forecast Service
Contract/Agreement
PW-M-OTT-2002AUTO-E0
PW-M-BEC-2003AUTO-E0
PW-M-CAR-2003AUTO-E0
W-M-LAN-2003AUTO-E0
PW-M-MIS-2003AUTO-E0
PW-M-MON-2003AUTO-E0
Winter Road Maintenance
Agreement for March Road
(County Road #49) from the
City Boundary to Ottawa
Street, including the
roundabout, for a distance of
2.9 km. In lieu, the County
maintains Regional Road #6
from the boundary to Dwyer
Hill Road, for a distance of
2.8 km.
Winter Road Maintenance
Agreement for Cemetery Side
Road (County Road #17) 10.4 km
Winter Road Maintenance
Agreement Townline Road
(County Road #7B) 3.2 km &
2,793 metres of sidewalk
Winter Maintenance
Agreement for 1,246 metres
of sidewalk
Winter Road Maintenance
Agreement for a portion of
County Roads #16A and #17
and 5,345 metres of sidewalk
Winter Operations Agreement
– County use of Montague
Yard for truck & material
storage
The Corporation of the
United Counties of Leeds
and Grenville
Completed for the Winter
Season
Pelmorex Media Inc.
November, 2014 – April,
2015
City of Ottawa
Completed for the Winter
Season
Township of Beckwith
Completed for the Winter
Season
Town of Carleton Place
Completed for the Winter
Season
Lanark Highlands Township
Completed for the Winter
Season
Town of Mississippi Mills
Completed for the Winter
Season
Montague Township
Completed for the Winter
Season
Page 4 of 7
REPORT #PW-31-2015 PUBLIC WORKS CONTRACTS STATUS REPORT #4
Page 10 of 24
AGENDA ITEM # 8i)
CONTRACT #
TENDER DESCRIPTION
AWARDED TO
STATUS/COMMENTS
MAINTENANCE
PW-M-PER-2003AUTO-E0
PW-M-TAY-2003AUTO-E0
Winter Operations Agreement
– County maintains for the
Town a portion of Sunset
Boulevard, 0.9 km and
provides material storage for
Perth at Perth Patrol yard
Winter Road Maintenance
Agreement for Lally Road
(County Road #21) for a
distance of 5.5 km
Town of Perth
Completed for the Winter
Season
Tay Valley Township
Completed for the Winter
Season
PW-M-AND-2009AUTO-E0
Service Contract/Agreement
Trapper – Ted Anderson
Ongoing
PW-M-BIN-2009AUTO-E0
Service Contract/Agreement
Trapper – Terry Bingley
Ongoing
PW-M-CLO-2009AUTO-E0
Service Contract/Agreement
Trapper – Gord Closs
Ongoing
PW-M-GIL-2015-15E0
Service Contract/Agreement
Ken Gilpin – Weed
Inspector Services for 2015
Ongoing
PW-M-GIR-2009AUTO-E0
Service Contract/Agreement
Trapper – Dawson
Girdwood
Ongoing
PW-M-MAC-2009AUTO-E0
Service Contract/Agreement
Trapper – Bob Macfarlane
Ongoing
PW-M-SON-2009AUTO-E0
Service Contract/Agreement
Trapper – Doug
Sonnenburg
Ongoing
PW-M-WHY-2009AUTO-E0
Service Contract/Agreement
Trapper – Laurie Whyte
Ongoing
PW-M-34-2007-09E0-X6
Traffic Control Signal,
Flashing Beacons &
Illuminations Systems
Maintenance
Partham Engineering
Limited
Ongoing
PW-M-49-2008-08E0-X6
Snow Removal: Appleton
Bridge Walkway
PW-M-25-2011-13-E2
PW-M-27-2011-13-E2
PW-M-27-2011-13-E2
Cooney Construction &
Landscape
Supply and Delivery of
Commercial Identification
Signs
Combination Tandem Plow
Truck and Operator for Winter
Maintenance
Combination Tandem Plow
Truck and Operator for Winter
Maintenance
MCR Signs Inc. O/A
SIGNS@WORK
Crack Cleaning & Sealing
PW-M-46-2012-13-E1
Combination Tandem Plow
Truck and Operator for Winter
Maintenance
January - December,
2015
Nedow Construction Inc.
November, 2014 – April,
2015
Thomas Cavanagh
Construction Limited
November, 2014 – April,
2015
Roadlast Asphalt & Sealing
Maintenance Inc.
PW-M-31-2012-14-E1
Completed for the Winter
Season
Crains’ Construction
Limited
April – July, 2015
November, 2014 – April,
2015
Page 5 of 7
REPORT #PW-31-2015 PUBLIC WORKS CONTRACTS STATUS REPORT #4
Page 11 of 24
AGENDA ITEM # 8i)
CONTRACT #
TENDER DESCRIPTION
AWARDED TO
STATUS/COMMENTS
MAINTENANCE
PW-M-09-2013-15-E1
PW-M-21-2013-15-E1
PW-M-28-2013-16-E2
Roadway Sweeping
J & A Road Maintenance
3 Cable Guide Rail and Steel
Beam Guide Rail
Maintenance Contract
Supply and Delivery of Bulk
Coarse Highway Salt (2013 –
2016)
Crains’ Construction
Limited
Cargill Deicing Technology
May, 2015
April – August, 2015
Ongoing
Crains’ Construction
Limited – Schedules “A”
and “B”
PW-M-01-2014-16-E2
June – August, 2015
Roadside Brushing
Tor Mac Tree Service
Limited – Schedule “C”
PW-M-13-2014-16-E1
Standing Order for Supply
and Delivery of Bulk High
Performance Cold Mix (2014
– 2016)
PW-M-47-2015-17-E1
Combination Tandem Plow
Truck and Operator for Winter
Maintenance (2015 – 2017)
PW-M-52-2014-15-E1
PW-M-55-2014-14-E1
PW-M-57-2014-17-E2
Stone Dust Screenings
(Union Hall Depot, Perth
Garage and McDonalds
Corners Depot)
Mixing and Anti-Ice Treating
of Winter Mix (Union Hall
Depot, Perth Garage and
McDonalds Corners Depot)
Combination Tandem Plow
Truck and Operator for Winter
Maintenance (2014 – 2017)
PW-M-14-2015-15-E0
Supply and Place Shoulder
Gravel
PW-M-15-2015-15-E0
Hot Mix Patching
PW-M-16-2015-15-E1
Roadside Ditching
PW-M-20-2015-15-E3
Denchem Ltd.
Nedow Construction Inc.
Thomas Cavanagh
Construction Limited
November, 2015 – April,
2017
Karson Group
September, 2015
Denchem Ltd.
September – October,
2015
Thomas Cavanagh
Construction Limited
Crains’ Construction
Limited
(Schedules “A” and “B”)
G. Tackaberry & Sons
Construction Company
Limited
Crains’ Construction
Limited
Supply and Application of
Water Based Traffic Paint for
Pavement Markings
Ongoing
November, 2014 – April,
2015
May – July, 2015
May – November, 2015
May – July, 2015
Almon Equipment Ltd –
Schedule “A”
June – October, 2015
Howard Home Care –
Schedule “B”
Page 6 of 7
REPORT #PW-31-2015 PUBLIC WORKS CONTRACTS STATUS REPORT #4
Page 12 of 24
AGENDA ITEM # 8i)
CONTRACT #
TENDER DESCRIPTION
AWARDED TO
STATUS/COMMENTS
MAINTENANCE
PW-M-36-2015-15-E2
PW-M-38-2015-15-E0
PW-M-42-2015-15-E0
PW-M-44-2015-16-E0
PW-M-45-2015-18-E2
Request for Quotation –
Roadside Mowing
Steven Lewis
Request for Quotations (RFQ)
for Supply and Delivery of
Road Signs and Posts
Placement of Asphalt in
Depth Sealing on County
Road #10 (Perth Road)
Request for Quotation (RFQ)
for Supply and Delivery of
Winter Sand, Screen and
Stack Winter Sand
Request for Proposals for
Combination Tandem Plow
Truck and Operator for Winter
Maintenance (2015 – 2018) –
Five Routes to be Selected
June, 2015
Mechanical Advertising
Delivered
Superior Road Products
Ltd.
July, 2015
Thomas Cavanagh
Construction Limited
September, 2015
Request for Proposals
cancelled on June 11,
2015.
PW-M-51-2015-15-E0
Request for Quotation – Pay
Loader Rental
Nortrax Canada Inc.
Delivery date on
November 2, 2015
PW-M-56-2015-15-E0
Request for Quotation –
Stacker and Truck Rental
Crains’ Construction
Limited
Delivery date on
September 21, 2015
Page 7 of 7
REPORT #PW-31-2015 PUBLIC WORKS CONTRACTS STATUS REPORT #4
Page 13 of 24
AGENDA ITEM # 9i)
THE COUNTY OF LANARK
PUBLIC WORKS COMMITTEE
September 23, 2015
Report # PW-32-2015 of the
Director of Public Works
COUNTY SUBSIDY FOR LOCAL MUNICIPAL SIDEWALK WINTER
MAINTENANCE
1.
STAFF RECOMMENDATIONS
“THAT, the County subsidy for local municipal sidewalk winter
maintenance be discontinued, effective January 1, 2016;
AND THAT, a copy of this Report be provided to the affected
municipalities.”
2.
PURPOSE
The purpose of this Report is to obtain Council’s approval to
terminate the subsidy to three local municipalities for sidewalk winter
maintenance.
3.
BACKGROUND
In 1999, Council initiated a subsidy of $2.00 per lineal metre for local
municipalities with sidewalks adjacent to County Roads. At that
time, the former Director did not recommend the subsidy and
advised Council that sidewalk maintenance was not a County
responsibility.
In February, 2002, and September 2012, the former Director
recommended that the subsidy be discontinued. Council did not
accept the recommendation.
Section 55 of The Municipal Act 2001 states that:
55. (1) An upper-tier municipality is not responsible for the
construction and maintenance of sidewalks on its highways and the
lower-tier municipality in which the highways are located is
responsible for the construction and maintenance of the sidewalks
and has jurisdiction over that part of the highway, unless the
municipalities agree otherwise.
REPORT #PW-32-2015 COUNTY SUBSIDY FOR LOCAL MUNICIPAL SIDEWA...
Page 14 of 24
AGENDA ITEM # 9i)
(2) A lower-tier municipality that is responsible for the construction
and maintenance of the sidewalks on upper-tier highways is liable for
any injury or damage arising from the construction or presence of
the sidewalk to the same extent and subject to the same limitations
to which a municipality is liable under section 44 in respect of a
sidewalk on its own highway.
(3) A lower-tier municipality may, with the agreement of the uppertier municipality, construct a sidewalk or other improvement or
service on an upper-tier highway and the lower-tier municipality is
liable for any injury or damage arising from the construction or
presence of the sidewalk, improvement or service.
4.
DISCUSSION
Due to an Inflation Clause within the Intermunicipal Agreements, the
current rate, for the 2015/2016 winter season, is now $2.51 per
lineal metre. A summary of the subsidy payments at the 2015/2016
rate is at Appendix “A”.
At a meeting of the County, Single Tier (and MTO) Rural
Arterial/Collector Roads Managers of Eastern Ontario (Co.S.T. Roads
East), the Director canvassed to determine how many others pay
sidewalk subsidies. Lanark County is the only municipality, in
Eastern Ontario, that has a Sidewalk Subsidy Program.
Some Members, during the discussion at the Co.S.T. Roads East
Meeting, raised the point of liability and responsibility. Could it be
perceived, if a claim were initiated, that the County assumed some
or all responsibility for winter sidewalk maintenance due to the
County making subsidy payments?
5.
ANALYSIS AND OPTIONS
Two options are open:
i)
Option 1. Terminate the Subsidy Program effective January 1,
2016 (recommended).
ii)
Option 2. Do nothing (not recommended).
The Director recommends Option 1, since the Municipal Act assigns
responsibility for sidewalk maintenance to local municipalities.
REPORT #PW-32-2015 COUNTY SUBSIDY FOR LOCAL MUNICIPAL SIDEWA...
Page 15 of 24
AGENDA ITEM # 9i)
6.
FINANCIAL IMPLICATIONS
Termination of the Sidewalk Subsidy Program, effective January 1,
2016, to the three (3) eligible municipalities, would provide a
$23,553.84 savings to the 2016 Winter Control Budget and remove
any possibility for potential claims associated with sidewalk liability
associated with winter maintenance.
7.
LOCAL MUNICIPAL IMPACT
If Council accepts the recommendation, included in this Report, the
Town of Carleton Place, the Town of Mississippi Mills and Lanark
Highlands Township will be notified in sufficient time to make the
necessary adjustments to their 2016 Budgets.
8.
CONCLUSIONS
Termination of the Sidewalk Subsidy Program effective January 1,
2016, would allow the County to realize substantial savings in the
2016 Winter Control Budget and remove any possibility for claims
associated to winter sidewalk maintenance.
9.
ATTACHMENTS
Appendix “A” - County Sidewalk Subsidy to Local Municipalities for
Winter Maintenance.
Recommended By:
Janet Tysick
Business Manager
Approved for
Submission By:
Manager Approval
By:
Terry McCann
Director of Public
Works
Kurt Greaves
Chief Administrative
Officer
REPORT #PW-32-2015 COUNTY SUBSIDY FOR LOCAL MUNICIPAL SIDEWA...
Page 16 of 24
AGENDA ITEM # 9i)
APPENDIX “A”
COUNTY SIDEWALK SUBSIDY TO LOCAL MUNICIPALITIES
FOR WINTER MAINTENANCE
WINTER 2015/2016 @ $2.51 PER LINEAL METRE
LINEAL METRES OF
SIDEWALK
0
2,793
2015/2016
SUBSIDY
0
$7,010.43
0
0
1,246
$3,127.46
Mississippi Mills
5,345
$13,415.95
Montague
Perth
Tay Valley
TOTAL
0
0
0
9,384
0
0
0
$23,553.84
MUNICIPALITY
Beckwith
Carleton Place
Drummond/North
Elmsley
Lanark Highlands
REPORT #PW-32-2015 COUNTY SUBSIDY FOR LOCAL MUNICIPAL SIDEWA...
COMMENTS
County Road 7B
County Road 511
County Roads 9, 16A,
20 and 29
Page 17 of 24
AGENDA ITEM # 9ii)
THE COUNTY OF LANARK
PUBLIC WORKS COMMITTEE
September 23, 2015
Report # PW-33-2015 of the
Director of Public Works
INTERMUNICIPAL WINTER ROAD MAINTENANCE AGREEMENTS
AMENDMENTS
1.
STAFF RECOMMENDATIONS
“THAT, it is recommended that the Intermunicipal Winter Road
Maintenance Agreements be amended, for the below listed
municipalities:
i)
ii)
iii)
iv)
v)
vi)
vii)
Montague - County use of Municipal Yard - $8,337.22;
Beckwith – Winter Maintenance County Road 17 $13,826.30;
Mississippi Mills – Winter Maintenance County Road 16A
and County Road 17 - $12,569.28;
Lanark Highlands – Termination of Existing Agreement;
Carleton Place – Winter Maintenance County Road 7B –
$16,759.04;
Tay Valley – Termination of existing Agreement; and
Town of Perth – Town use of Municipal Yard - $8,337.22.
AND THAT, the Deputy Clerk prepares the necessary By-Law to
authorize the execution of the amended Intermunicipal Winter Road
Maintenance Agreements."
2.
PURPOSE
The purpose of this Report is to obtain Council’s authorization to
amend the Intermunicipal Winter Road Maintenance Agreements
with all local municipalities.
3.
BACKGROUND
Intermunicipal Winter Road Maintenance Agreements are in place
with the local municipalities for the transferring and off-loading of
winter maintenance and the Intermunicipal Winter Road Maintenance
Agreements provide for either party to terminate or amend the
Intermunicipal Winter Road Maintenance Agreements.
REPORT #PW-33-2015 INTERMUNICIPAL WINTER ROAD MAINTENANCE AG...
Page 18 of 24
AGENDA ITEM # 9ii)
The Director has discussed the proposed amendments with local
municipal staff.
4.
DISCUSSION
Due to route optimizations and service delivery methods, the
amendments are required prior to the commencement of the
2015/2016 winter season.
The County Insurer, Frank Cowan Company, has provided, through
their Risk Management Centre of Excellence, an updated Indemnity
Clause for Road Maintenance Agreements transferring off-loading of
winter road maintenance to another municipality. All Agreements
will be updated, even if service requirements have not changed, in
order to include this Clause.
On reviewing the existing Winter Road Maintenance Agreements,
staff has determined that even if the Sidewalk Subsidy Program were
to continue, it would be better suited to have a separate document
for that purpose, to ensure that the Indemnity Clause and
responsibilities are clearly identified.
A summary of the service areas for each Intermunicipal Winter Road
Maintenance Agreement is attached at Appendix "A".
A sample Intermunicipal Winter Road Maintenance Agreement is
attached at Appendix "B".
5.
ANALYSIS AND OPTIONS
Option 1. Amend the Intermunicipal Winter Road Maintenance
Agreements to meet current requirements and reflect the
termination of the sidewalk subsidy where applicable
(recommended).
Option 2. Do Nothing (not recommended).
6.
FINANCIAL IMPLICATIONS
The costs of the Intermunicipal Winter Road Maintenance
Agreements are included in the Public Works winter control portion of
the Operations Budget. The removal of the sidewalk subsidy, as per
Report #PW-32-2015, will recognize savings effective 2016.
REPORT #PW-33-2015 INTERMUNICIPAL WINTER ROAD MAINTENANCE AG...
Page 19 of 24
AGENDA ITEM # 9ii)
7.
LOCAL MUNICIPAL IMPACT
Amendments to the Intermunicipal Winter Road Maintenance
Agreements will formalize changes required for the 2015/2016
winter season and ensure both parties have clear terms to operate
within.
8.
CONCLUSIONS
Amending all Intermunicipal Winter Road Maintenance Agreements is
recommended by the Director, as they are required to effectively and
efficiently conduct the 2015/2016 winter season activities as
planned.
9.
ATTACHMENTS
Appendix "A" - A summary of the service areas for each
Intermunicipal Winter Road Maintenance Agreement.
Appendix "B" - A sample Intermunicipal Winter Road Maintenance
Agreement.
Recommended By:
Janet Tysick
Business Manager
Approved for
Submission By:
Manager Approval
By:
Terry McCann
Director of Public
Works
Kurt Greaves
Chief Administrative
Officer
REPORT #PW-33-2015 INTERMUNICIPAL WINTER ROAD MAINTENANCE AG...
Page 20 of 24
AGENDA ITEM # 9ii)
Appendix "A" - Intermunicipal Winter Road Maintenance Agreements Amendments Summary
Municipality
Beckwith
Carleton Place
Drummond/North
Elmsley
Lanark Highlands
Mississippi Mills
Montague
Perth
Tay Valley
Services Covered in Agreement
Total
Road KM
County
2015/2016
Expense
Winter Season
or
Total $$
Revenue
County Road 17 (County Road 10 to 9th Line
Beckwith)
7.20
Expense
$
13,826.30
County Road 7B
3.20
Expense
$
16,759.04
Not Applicable
-
N/A
$
-
Not Applicable
County Road 16A and County Road 17 (County
Road 16A to Carss Street)
County use of Montague Municipal
Yard/Material Storage
Town use of County Municipal Yard/Material
Storage
-
N/A
$
-
2.40
Expense
$
12,569.28
-
Expense
$
8,337.22
-
Revenue
$
8,337.22
N/A
$
Not Applicable
REPORT #PW-33-2015 INTERMUNICIPAL WINTER ROAD MAINTENANCE AG...
-
Page 21 of 24
AGENDA ITEM # 9ii)
PUBLIC WORKS DEPARTMENT
WINTER ROAD MAINTENANCE AGREEMENT
THIS AGREEMENT, made in duplicate, this ** day of ******, 20**.
BETWEEN:
THE CORPORATION OF THE COUNTY OF LANARK
(hereinafter referred to as the “County”)
AND
THE ***NAME OF APPLICABILE MUNICIPALITY**
(hereinafter referred to as the “****”)
WHEREAS Section 5 of the Municipal Act, 2001, S.O. 2001, C 25, as amended, provides that the powers of
a municipality shall be exercised by its council;
AND WHEREAS Section 8 of the Municipal Act, 2001, S.O. 2001, c 25, as amended, provides that a
municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising
its authority under the Municipal Act or any other Act;
AND WHEREAS Subsection 3 of the said Section 5, provides that a municipal power, including a
municipality’s capacity, rights, powers and privileges under Section 8, shall be exercised by by-law unless
the municipality is specifically authorized to do otherwise;
NOW THEREFORE the “****” hereby agrees with the County as hereinafter set out:
1.
The “****” shall provide “winter maintenance” services on those County Roads shown on the attached
Schedule “A” and known as County Road #**. The “****” and the County hereby agrees that the
“winter maintenance” services shall be provided as follows:
(a)
The “****” shall provide services, as outlined below, and the County shall pay for the said
services in accordance with the following:
Winter maintenance: $00,000.00 ($0,000.00 per km) for the road(s) shown in Schedule “A”.
(b)
The County will pay the “****” an equal amount, monthly, based on the rates provided in
Paragraph 1(a). Said payment will occur on or about the 1st day of each month from
November to April.
(c)
The services provided shall conform with Ontario Regulation 239/02, Minimum Maintenance
Standards for Municipal Highways, and will be subject to inspection by the County to ensure
conformance with this Regulation.
Page 1 of 2
REPORT #PW-33-2015 INTERMUNICIPAL WINTER ROAD MAINTENANCE AG...
Page 22 of 24
AGENDA ITEM # 9ii)
PUBLIC WORKS DEPARTMENT
2.
“Winter maintenance” shall include, snow plowing, snow removal, application of materials, as agreed
by the County, and ice removal.
3.
The “****” shall provide a Certificate of Liability Insurance, in the minimal amount of five million dollars
($5,000,000.00) and shall name the County as Additional Insured as it relates to the services
provided under this Winter Road Maintenance Agreement.
4.
The “****” agrees to defend, indemnify and save and hold harmless the County from all claims,
lawsuits, losses, expenses and costs, or any other liability imposed by statute or common law in any
way connected to or in any way arising out of any actual or alleged breach, default or neglect of duty
in respect of the winter maintenance of the roads, highways, and other areas referred to in this Winter
Road Maintenance Agreement as being the responsibility of “****” to maintain.
5.
This Winter Road Maintenance Agreement shall be deemed to be in effect, immediately, and will
remain in effect indefinitely. Either Party may terminate this Winter Road Maintenance Agreement or
propose amendments thereto by giving the other municipality a minimum of ninety (90) days’ notice,
in writing.
6.
For the duration of the Winter Road Maintenance Agreement, the payment, for the services rendered,
shall increase, annually, in accordance with the Consumer Price Index – Ontario (all-items), for the
previous year ending.
IN WITNESS WHEREOF the parties have hereunto affixed their Corporate Seals, as attested by their
respective Officers, in that behalf.
The Corporation of the “****”
The Corporation of the County of Lanark
________________________
Mayor – “X”
________________________
Warden – Keith Kerr
________________________
Clerk – “X”
________________________
Clerk – Kurt Greaves
Page 2 of 2
REPORT #PW-33-2015 INTERMUNICIPAL WINTER ROAD MAINTENANCE AG...
Page 23 of 24
AGENDA ITEM # 13i)
MEETING SCHEDULE – As at September 18, 2015
Meeting
LCMTC
Location
Carleton Place
Boardroom (PW Building)
Time
Date
9:00 a.m.
Mon. Sept 21
County Council
Economic Development Committee
Public Works Committee
Council Chambers
5:00 p.m.
Wed. Sept 23
Forest Working Group
PW Boardroom
2:30 p.m.
Wed. Oct. 7
County Council
Community Services Committee
Corporate Services Committee
Council Chambers
5:00 p.m.
Wed. Oct. 7
EOTA Meeting
Tweed
9:00 a.m.
Thur. Oct. 15
LCMTC
D/NE Boardroom
9:00 a.m.
Mon. Oct. 19
Land Division
Council Chambers
10:00 a.m.
Tues. Oct. 20
LCHC Board Meeting
LCHC Office
1:00 p.m.
Tues. Oct. 20
County Council
Economic Development Committee
Public Works Committee
Council Chambers
5:00 p.m.
Wed. Oct. 21
Lanark County Emergency Exercise
Council Chambers
9:00 a.m.
Thur. Oct. 29
Special Corporate Services – Budget Council Chambers
9:00 a.m.
Fri. Nov. 13
LCMTC
D/NE Boardroom
9:00 a.m.
Mon. Nov. 16
Land Division
Council Chambers
10:00 a.m.
Mon. Nov. 16
LCHC Board Meeting
LCHC Office
1:00 p.m.
Tue. Nov. 17
Forest Working Group
PW Boardroom
2:30 p.m.
Wed. Nov. 18
County Council
Community Services Committee
Corporate Services Committee
Council Chambers
5:00 p.m.
Wed. Nov. 18
Warden’s Banquet
Stanleyville Hall
7:00 p.m.
Fri. Nov. 20
County Council
Economic Development Committee
Public Works Committee
Council Chambers
5:00 p.m.
Wed. Nov. 25
Meeting Schedule Council and Clerk Services Assistant, Erica...
Page 24 of 24