COMMITTEE OF THE WHOLE MEETING JANUARY 9, 2017 TRANS CANADA TRAILS (TCT) PROJECT - PHASE 2D (13TH LINE TO 10TH SIDEROAD) AWARD OF TENDER T16-41

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1 REPORT #PRC COMMITTEE OF THE WHOLE MEETING JANUARY 9, 2017 TRANS CANADA TRAILS (TCT) PROJECT - PHASE 2D (13TH LINE TO 10TH SIDEROAD) AWARD OF TENDER T16-41 RECOMMENDATION THAT Council receive Report PRC ; And further that the Trans Canada Trail Phase 2D (13th Line to 20th Sideroad) construction project, which includes the Phase 2D Summary of Landowners Measures, substantially in the form as attached to PRC , be awarded to the lowest bidder TDI International Ag Inc dba Eco Blue Systems in the amount of $326,077.40, plus applicable taxes; And further that Council approve a 20% contingency in the amount of $65,215 within which the Director of Parks, Recreation and Culture or designate is authorized to approve amendments to the scope of the work; AND THAT any further changes to the costs associated with the alignment of the Trans Canada Trail through the Edwards property be funded through the approved 2017 Capital Budget carry forward sheet # OBJECTIVE The objective of this report to seek approval of the TCT Project Phase 2D (13th Line to 20th Sideroad) award of tender to complete Phase 2D prior to July 1, 2017 as a part of Canada s 150th Celebration to link the Trans Canada Trail. BACKGROUND Council approved at its meeting dated November 16, 2015, Special Committee of the Whole Meeting Report from November 9, 2015, CW-1, , in part: AND FURTHER THAT staff be directed to pursue Option B (to align the trail south on the Edward s property) for the Trans Canada Trail Phase 2d, 13th Line to 20th Sideroad (Edwards Property); Council approved at its meeting dated March 14, 2016, in part:

2 Report #PRC , January 9, 2017 And that the Request for Proposal P16-01 Consulting Services for the Trans Canada Trail Phase 2b and 2d be awarded to MMM Group - WSP of Kitchener, Ontario at a cost of $99,455.00, plus applicable taxes; And that Council approve a 15% contingency allowance in the amount of $15,000 within which the Director of Parks, Recreation and Culture or designate is authorized to approve amendments to the scope of the work; And that the Director of Parks, Recreation and Culture or designate be authorized to approve any or all of the provisional items of P16-01 for Phases 1b, 3a, and 3b to MMM Group - WSP in the amount of $22,825.00, plus a 15% contingency in the amount of $3,425.00, plus applicable taxes, subject to satisfactory performance of MMM Group WSP. At its meeting of July 4, 2016 Council approved Report PRC (Attachment #1): That Report #PRC be received; And further that, subject to any revisions by Council, the Trans Canada Trail Project (TCT) Project Phase 2D (13th Line to 14th Line) - Summary of Landowners Measures as per substantially in the form as outlined in Attachment #1 attached to Report #PRC be approved; And further that Council direct staff to initiate a detailed design and issue a tender for the construction of TCT Phase 2D project within the Abandoned Rail Corridor (ARC) that includes the mitigation measures as substantially in the form as outlined identified in Attachment #1 attached to Report #PRC , and as revised by Council; And further that staff bring forward a tender award report to a future Committee of the Whole meeting for the purpose of awarding the Phase 2D tender. And further that Council approve the Resolution between the Town and the Allen s, whose property is located at th Line, adjacent to the section 2D of the Trans Canada Trail, as outlined in Attachment #2, related to the Minimum Distance Separation (MDS). And further that staff negotiate an agreement between the Town and Edwards, whose property is located at th Line, in order to permit the Edwards use of the ARC corridor which dissects their property, in exchange for diverting a section of Phase 2D to the south along a section of the Edwards property, and bring back a report with the draft agreement to a future Committee of the Whole meeting for Council s consideration, prior to commencing construction of the southern alignment on the Edwards property. Page 2 of 24

3 Report #PRC , January 9, 2017 In November 2014, staff commenced the consultation process with landowners who are located immediately abutting the entire length of Phase 2. On November 17, 2014, staff issued a letter to all landowners and invited them to contact Town staff regarding the design and construction of the trail and to discuss specific concerns regarding the development of the trail adjacent to their property. A number of meetings were held with individual landowners to date. There were also some landowners who have not responded to the original November 17, 2014 letter from staff. On April 15, 2016, staff issued a registered letter to all landowners in Phase 2D of the TCT to notify them of Council's direction to pursue Option"B" (to align the trail south of the Edwards Property) and to provide information regarding the design and construction in this section of the trail. Landowners were invited to contact Town staff to discuss specific concerns and mitigation measures. Trans Canada Trails, Ontario, provided a grant in the amount of $300,000 for the completion of Phase 2 of the Trans Canada Trail through New Tecumseth. The purpose of the grant is to achieve its goal to link the Trans Canada Trail across the country as a legacy of the Canada 150th Birthday celebrations on July 1, The grant funding was applied to Phase 2C construction costs, but Trans Canada Trails, Ontario is eager to have TCT Phase 2 completed by July 1, 2017, and a link between Tottenham and Beeton to link Phase 1 to Phase 2A. COMMENTS AND CONSIDERATIONS As directed by Council on July 4, 2016, staff initiated a detailed design and issued a tender for the construction of TCT Phase 2D project within the Abandoned Rail Corridor (ARC) that includes the mitigation measures as substantially in the form as outlined identified in Attachment #2, attached to Report #PRC , and as revised by Council; A total of 6 bids were received. Staff recommend that the Trans Canada Trail Construction project Phase 2D (13th Line to 20th Sideroad) be awarded to the lowest bid TDI International Ag Inc dba Eco Blue Systems (Eco Blue) in the amount of $326, plus applicable taxes. The tender closed on Wednesday November 15, Council should note that the 60 day period for the current tender expires on January 15, Should Council not approve the tender award by January 16th, 2017, the low bid contractor may not hold their price, and the Town may have to move to the next bidder, or re-issue the tender which will increase the cost of the project. Page 3 of 24

4 Report #PRC , January 9, 2017 PHASE 1(20th Sideroad to Innisfil Border) The tender award includes the replacement of farm fencing along the north side of the TCT, along the property owned by Kelly Bowes at th Sideroad (Attachment #2), within the Phase 1 section of the TCT which was previously completed. This is a previous request which is being accommodated within this tender award. PHASE 2A (9th Line to 10th Line) AECOM has been contracted to complete the pedestrian bridge crossing of the Beeton Creek. An Environmental Assessment, which is required by provincial regulation, is currently wrapping up, and the detailed design process will commence shortly. The target date to have the pedestrian bridge installed in spring of PHASE 2B (10th Line to 10th Sideroad) Staff met with representatives from WD Potato on May 20, 2016 to review Phase 2B alignment around the WD Potato property. WD Potato continues to express concerns related to food safety and its impact on contracts with its suppliers. WD Potato is requesting that Phase 2B not dissect its property, nor be aligned along the front of the property, within the Town s road allowance, due to the volume of truck traffic entering and exiting the property. WD Potato s preferred option is that any alignment of the trail around its property be located on the east side along Sideroad 10. Staff are continuing to investigate alignment options, mitigation requirements with adjacent landowners, costs associated with each option, and will report back to Council at a future date with a recommended preferred alignment for Council s consideration. PHASE 2C (10th Sideroad to 13th Line) The tender award also includes a request from Mr. Sipho Celo, whose property is located at th Line for additional trees, within the Phase 2C section of the TCT (Attachment #3 ), and the property line along the trail measures approximately 253 metres. PHASE 2D (13th Line to 20th Sideroad) Staff have been negotiating an agreement with the Edwards whose property is located at th Line, to divert the TCT off of the ARC and onto a southern alignment on the Edwards property as outlined in Attachment #4. The results of the negotiations and recommended agreement is being presented this evening for Council s consideration in a separate report. Page 4 of 24

5 Report #PRC , January 9, 2017 Holdemar Ltd., through its solicitor, has requested an easement along the section of the TCT which dissects the Holdemar property. The Town s solicitor has reviewed this request and has recommended that the Town not enter into an easement agreement, but recommends that the Town enter into a farming equipment and livestock Crossing Agreement, based on the existing crossing alignment, which is consistent with other adjacent landowners. Holdemar Ltd. is reviewing this proposal and an agreement will be brought to Council for consideration in a separate report in the future. PHASE 3 Alignment Between Tottenham and Beeton Staff have initiated the process to assess alignment options, mitigation requirements with adjacent landowners, and costs associated with each option, and will report back to Council at a future date with a recommended preferred alignment for Council s consideration. PARKING Staff have initiated the process to assess parking options for trail users, costs associated with each option, and will include parking options for Council s consideration at a future meeting. FINANCIAL CONSIDERATIONS The estimated construction cost for Phase 2D is approximately $326, plus applicable taxes. This estimate includes all mitigation measures as currently shown in Attachment #1, including the southern diversion onto the Edwards property. It does not include any revisions or additions Council may wish to approve. The current cost estimate however does include a 20% contingency of $65,215. As noted above, the tender closed on Wednesday November 15, Council should note that the 60 day period for the current tender expires on January 15, Should Council not approve the tender award by this date, the low bid contractor may not hold their price, and the Town may have to move to the next bidder, or re-issue the tender which will increase the cost of the project. Attachment #5 summarizes current and committed projected Consulting Fees and Capital Purchases to complete all of Phase 2 as well as current expenditures as of December 31, Respectfully submitted: Page 5 of 24

6 Report #PRC , January 9, 2017 Patrick D Almada Director of Parks, Recreation and Culture Attachments: Attachment #1 - Report #PRC Phase 2D Mitigation Measures Attachment #2 - Kelly Bowes Location Map Attachment #3 - Sipho Cele Location Map Attachment #4 - Edwards and Martin Phase 2D Design Section Sheet L Attachment #5 - Budget for TCT Phase 2D Approved By: Department: Status: Mark Sirr, CPA, CMA Finance Approved - 05 Jan 2017 Blaine Parkin, P. Eng. CAO Approved - 05 Jan 2017 Brendan Holly CAO Approved - 05 Jan 2017 Page 6 of 24

7 REPORT #PRC COMMITTEE OF THE WHOLE MEETING JULY 4, 2016 TRANS CANADA TRAILS (TCT) PROJECT - PHASE 2D (13TH TO 14TH LINE) SUMMARY OF LANDOWNER MITIGATION MEASURES RECOMMENDATION That Report #PRC be received; And further that, subject to any revisions by Council, the Trans Canada Trail Project (TCT) Project Phase 2D (13th Line to 14th Line) - Summary of Landowners Measures as per substantially in the form as outlined in Attachment #1 attached to Report #PRC be approved; And further that Council direct staff to initiate a detailed design and issue a tender for the construction of TCT Phase 2D project within the Abandoned Rail Corridor (ARC) that includes the mitigation measures as substantially in the form as outlined identified in Attachment #1 attached to Report #PRC , and as revised by Council; And further that staff bring forward a tender award report to a future Committee of the Whole meeting for the purpose of awarding the Phase 2D tender. And further that Council approve the Resolution between the Town and the Allen s, whose property is located at th Line, adjacent to the section 2D of the Trans Canada Trail, as outlined in Attachment #2, related to the Minimum Distance Separation (MDS). And further that staff negotiate an agreement between the Town and Edwards, whose property is located at th Line, in order to permit the Edwards use of the ARC corridor which dissects their property, in exchange for diverting a section of Phase 2D to the south along a section of the Edwards property, and bring back a report with the draft agreement to a future Committee of the Whole meeting for Council s consideration, prior to commencing construction of the southern alignment on the Edwards property. OBJECTIVE The objective of this report to seek approval of the TCT Project Phase 2D (13th Line to 14th Line) Summary of Landowners Measures and seek approval to proceed with a tender call for Phase 2D, based on the mitigation measures as substantially identified in Attachment #1 of this report, in order to complete this section of the trail in Page 7 of 24

8 Report #PRC , July 4, 2016 BACKGROUND Council approved at its meeting dated November 16, 2015, Special Committee of the Whole Meeting Report from November 9, 2015, CW-1, , in part: AND FURTHER THAT staff be directed to pursue Option B (to align the trail south on the Edward s property) for the Trans Canada Trail Phase 2d, 13th Line to 20th Sideroad (Edwards Property); Council further approved Capital Budget Sheet # / (Attachment #3) to complete the construction of Phases 2B and 2D, as well as study options for linking Phase 3 between Tottenham and Beeton. Council approved at its meeting dated March 14, 2016, in part: And that the Request for Proposal P16-01 Consulting Services for the Trans Canada Trail Phase 2b and 2d be awarded to MMM Group - WSP of Kitchener, Ontario at a cost of $99,455.00, plus applicable taxes; And that Council approve a 15% contingency allowance in the amount of $15,000 within which the Director of Parks, Recreation and Culture or designate is authorized to approve amendments to the scope of the work; And that the Director of Parks, Recreation and Culture or designate be authorized to approve any or all of the provisional items of P16-01 for Phases 1b, 3a, and 3b to MMM Group - WSP in the amount of $22,825.00, plus a 15% contingency in the amount of $3,425.00, plus applicable taxes, subject to satisfactory performance of MMM Group WSP. COMMENTS AND CONSIDERATIONS As directed by Council, in February 2016, staff commenced the consultation process with landowners who are located immediately abutting the entire length of Phase 2D. (TCT Map - Attachment #4) On April 15, 2016, staff issued a registered letter (Sample Letter Attachment #5) to all landowners, Summarizing previous meeting dates held with the landowner; Summarizing standard and specific mitigation measures specific to the landowner as per meetings held; Requesting a response in writing by April 29, 2016, The landowner was invited to contact Town staff regarding the design and construction of the trail, and to discuss specific concerns regarding the development of the trail adjacent to their property. Page 28 of 14 24

9 Report #PRC , July 4, 2016 PHASE 2D A total of 10 letters were mailed, 9 were officially received by landowners, and 1 was unclaimed and returned. Some landowners who have had ongoing communications and meetings with staff were not sent a registered letter (i.e. the Edwards' and Allens). A number of meetings were held with individual landowners to date, and a summary of the mitigation items are outlined in Attachment #1. Responses to the Registered Letter At the time of writing this report, staff confirm that all registered letters have been received by all landowners, except for Innisfil Properties Inc. In addition, staff have received 9 of 13 responses to date. Where requested, subsequent meetings were held with landowners in an attempt to resolve any outstanding issues. The detailed results of the consultation process and the specific mitigation measures for each individual landowner are identified in Attachment #1. Subject to Council approval of any revisions to Attachment #1, the mitigation measures substantially identified in Attachment #1, will be included in the tender document for Phase 2D. Alternate Route Edwards and Martin Properties Staff met with the Mr. and Mrs. Edwards on April 28, 2016 and June 30, 2016 to finalize the referred alternate route within the boundary of the Hydro and Edwards properties, and discussed options for minimizing the amount of property, which will be required to complete this phase of the trail. (Attachment #6) Surveyors will further confirm the location of the trail and amenities, and the Edwards will be consulted in the final design and location of the trail. Staff met with Ms. Martin to discuss the proposed alternate route on the Edwards property and any impacts which this alignment would have on the Martin property. This was the first contact with the Martin s as their property was not adjacent to the ARC in the original alignment. Ms. Martin requested a privacy fence and additional trees along the north and west sections of the property. Minimum Distance Separation (MDS) Staff met with Mr. and Mrs. Allen on May 20, 2016 to discuss outstanding mitigation items related to the trail dissecting their property. In the past, the Allen s expressed concern regarding the Minimum Distance Separation (MDS) from the Ministry of Agricultural, Food and Rural Affairs. Staff had previously addressed this matter in Page 39 of 14 24

10 Report #PRC , July 4, 2016 Report #PRC , dated January 13, 2015 and has conducted additional research into MDS at the request of adjacent landowners. Following further consultation with the Allen s, negotiations took place between the Allen s and Town s solicitor, and there was agreement to the resolution included as Attachment #2. Staff is recommending that Council approve the resolution as stated in order to address the MDS mitigation item. Staff also walked the section of the trail adjacent to the property with Mr. and Mrs. Allen on May 20, Mitigation items, including ditching to prevent erosion and flooding, were identified and included on Attachment #1. Areas of Natural or Scientific Interest or Natural Heritage Features There was a concern from a Council Member that there may be turtle and blue heron habitat in the area of the 14th Line and 20th Sideroad. The Ministry of Natural Resources and Forestry have reviewed the TCT project and determined that there are no Areas of Natural or Scientific Interest (ANSI's) or other protected Natural Heritage Features along the proposed trail. There is a wooded area and some small patches of unevaluated wetlands, however, it was determined that the project will not affect them. In addition, there are a number of Species at Risk records also found in the area, however, depending on the timing of the work, impacts to these species could be mitigated. A fall/early winter timing was suggested. MMM Group Limited has further assessed the area and has indicated that there are no concerns related to ANSI's. Staff will report further on the assessment completed by MMM at a future Committee of the Whole meeting. Liability Insurance: Some landowners have expressed concerns that incidents and liability claims on their property resulting from trail users entering agricultural lands, should be covered by the Town s general liability insurance, and the landowners be identified as additional insurance on the Town s liability insurance policy. Staff had previously address his matter in Report #PRC , dated January 13, 2015: Some owners have made inquiries regarding insurance liability coverage. As well, some owners have requested that they be named insureds on the Town s policy. The Town s Solicitor advises that there is no need for additional insurance coverage to be provided by the Town. The Town has extensive insurance coverage with high policy limits. Separate insurance coverage is not required for the Trial as long as the Town s insurer has been advised of the existence and purpose of the Trail. Adding owners as named insureds is only more appropriate where there is an activity or enterprise where the interest of the parties overlaps. For example, the Town asks to be a named insured on a developer s policy when the developer is doing work that goes on Page 10 4 of 14 24

11 Report #PRC , July 4, 2016 to the Town s roadway. There is no common enterprise in this case that would require having other parties as a named insured. The best protection for the owners and the Town is for each party to maintain its own insurance. The Province of Ontario recently released The Supporting Ontario's Trails Act, 2016 which will strengthen Ontario's extensive trails system. It will protect and enhance thousands of kilometres of the province's urban, suburban, rural and remote land and water trails while also encouraging its expansion by: Providing the trails community with enhanced tools to effectively develop, operate and promote trails Removing barriers to help connect and expand trails across the province Increasing trail awareness and promoting local tourism by enabling the recognition of Ontario trails of distinction, supporting communities and jobs across Ontario Enabling the development of a classification system to help users find trails that match their interest and ability. The new legislation also makes amendments to existing legislation to address liability, trespassing and protection of property issues. For more information, click on this link: PHASE 2B Staff met with representatives from WD Potato on May 20, 2016 to review Phase 2B alignment around the WD Potato property. WD Potato continues to express concerns related to food safety and its impact on contracts with its suppliers. WD Potato is requesting that Phase 2B not dissect its property, nor be aligned along the front of the property, within the Town s road allowance, due to the volume of truck traffic entering and exiting the property. WD Potato s preferred option is that any alignment of the trail around its property be located on the east side along Sideroad 10. Staff are continuing to investigate alignment options, mitigation requirements with adjacent landowners, costs associated with each option, and will report back to Council at a future date with a recommended preferred alignment for Council s consideration. PHASE 3 Alignment Between Tottenham and Beeton Staff have initiated the process to assess alignment options, mitigation requirements with adjacent landowners, costs associated with each option, and will report back to Council at a future date with a recommended preferred alignment for Council s consideration. Page 11 5 of 14 24

12 Report #PRC , July 4, 2016 Parking Staff have initiated the process to assess parking options for trail users, costs associated with each option, and will include parking options for Council s consideration at a future meeting. Conclusions Based on the final draft mitigation measures, and any revisions made by Council, staff has done due diligence to complete the consultation process for Phase 2D, related to adjacent landowner amenities, and is recommending that staff be authorized to initiate a detailed design and issue a tender call for phase 2D, which includes the mitigation measures in Attachment #1, and as revised by Council. Should Council approve the recommendation as outlined in this Report #PRC , staff will proceed with the Phase 2D Trans Canada Trail alignment as illustrated in Attachment #6. FINANCIAL CONSIDERATIONS The approved Trans Canada Trail capital budget, including Phase 2D, is included as Attachment #7. The results of the tender will be brought back for approval at a future Council meeting. Respectfully submitted: Patrick D Almada Director of Parks, Recreation and Culture Attachments: ATTACHMENT #1 - TCT Phase 2d - Mitigation Summary (1) (CLOSED) ATTACHMENT #2 - DRAFT RESOLUTION FOR ALLEN'S PROPERTY ATTACHMENT #3 - Capital Budget Sheet Page 12 6 of 14 24

13 Report #PRC , July 4, 2016 ATTACHMENT #4-Trans Canada Trail Map ATTACHMENT #5 - SAMPLE MITIGATION LETTER ATTACHMENT #6 - EDWARDS ROUTE MAP ATTACHMENT #7 - PHASE 2D BUDGET Approved By: Department: Status: Mark Sirr, CPA, CMA Finance Approved - 29 Jun 2016 Brendan Holly CAO Approved - 30 Jun 2016 Page 13 7 of 14 24

14 DRAFT RESOLUTION OF COUNCIL WHEREAS the Town is the owner of a former Canadian National Railway Line that runs through the Municipality; AND WHEREAS Council has made a decision to utilize portions of the former Railway Line that is under its ownership or control in order to implement a trail that will be part of the Trans Canada Trail System (the Trail ); AND WHEREAS a portion of the Trail along the Railway Line will run through agricultural lands where there are ongoing and active farming operations of various types; AND WHEREAS the Trail is intended for pedestrian and non-motorized vehicle use; AND WHEREAS there are concerns regarding potential impacts of the Trail on adjoining agricultural uses; NOW THEREFORE the Council of The Corporation of the Town of New Tecumseth hereby resolves as follows: 1. THAT construction of the Trail is not intended to limit or restrict agricultural operations that are otherwise permitted within the Municipality, and in particular, all those properties adjacent to the Trail; 2. THAT the Municipality does not interpret its Zoning By-Law or related planning documents in such fashion as to restrict existing farm/agricultural operations or the expansion of farm/agricultural operations including any changes in the nature of those farm/agricultural operations that are otherwise permitted; 3. THAT the Municipality does not interpret its Zoning By-Law or the Minimum Distance Separation Guidelines as limiting or restricting the farm/agricultural operations that are otherwise permitted including future expansion of those operations; and 4. THAT the Municipality continues to support farm/agricultural operations as integral to the New Tecumseth community. RESOLUTION PASSED THIS DAY OF NOVEMBER, Page 14 8 of 14 24

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16 Train St. Schedule A Trans Canada Trails Project -Trails Map, New Tecumseth County Rd. 50 Highway Srd. Adjala Young St. Paris St. Falkner Rd. Ellis St. John W Taylor Ave. Victoria St. E. Industrial Pkwy. ial Pkwy. r Indust C W Leach Rd. Bella Vista Tr. Si d eroad 10 13th Line Highway 89!( 14th Line 9th Line Phase 1C Innisfil/New Tecumseth Boundary to 14th Line/20th Sideroad intersection Completed 15th Line!( $K µ King St. S. Line 13 Line Srd. Adjala Concession Rd. 7 County R County Rd. 14 d. 1 Keenansville Rd. Adjala-Tecumseth Townline 5th Line 8th Line Tottenham Rd. Phase 2B 10th Line to Sideroad 10 Beeton Creek Bridge North of 9th Line 9th Line Phase 3B 8th Line to 9th Line Nolan Rd. Dayfoot St. Sideroad 10!(!(!( 7th Line Phase 3A 5th Line to 8th Line 6th Line 5th Line Sideroad 15 8th Line Sideroad 18 12th Line 11th Line 10th Line Line 7 County Rd. 27 Line 11 County Rd. 88 Line 5 Line 12 Phase 2D 13th Line to 14th line/20th Sideroad Phase 2C 10th Sideroad to 13th Line Completed Sideroad 18 Phase 2A - T th Line to 10th Line Completed Sideroad 20 Sideroad 20 9th Line Line 6 Line 10 Line 10 Line 9 Line 8 Line 6 Concession Rd. 8 Adjala-Tecumseth Townline 4th Line!(!( $K Tottenham Rd.!( The Blvd. Sydie Ln. Phase 1B 4th Line to 5th Line 2nd Line 3rd Line 4th Line Phase 1A Hwy 9 to 4th Line/Mill Street Completed Sideroad 17 Sideroad 20 Highway 9 Line 4 Line 2!( Access Points $K Line 3 Line 2 Line 4 Start of Trail in New Tecumseth Town Boundary Canal Rd KM 1:95,000 Page of 14 24

17 ATTACHMENT #5 Parks, Recreation & Culture Department Administration Centre 10 Wellington St. E. Alliston, ON L9R 1A1 Web Address: Phone: or Fax: Via Registered Mail Dear.., RE: Trans Canada Trail Project Town of New Tecumseth Council Approval to Issue Tender Call Phase 2d - 13 th Line to 20 th Sideroad The purpose of this letter is to advise you that Council at its meeting of November 16, 2015, approved, in part: BE IT RESOLVED THAT Report #PRC be Received; AND FURTHER THAT staff be directed to pursue Option B (to align the trail south of the Edwards Property) for the Trans Canada Trail Phase 2d, 13 th Line to 20 th Sideroad (Edwards Property). As you are a landowner whose property directly abuts this portion of the Trans Canada Trail (TCT), Staff are writing you to provide you with information regarding the design and construction of the trail between 13 th Line and 20 th Sideroad. Attached is a drawing showing the location of the preferred alignment of the trail (Option B), shown in green. Staff are currently in the process of finalizing the design of the trail based on the preferred alignment and staff are inviting you to contact Town staff regarding the design and construction of the trail and to discuss specific concerns that you may have with the development of the trail adjacent to your property. At this time staff are confirming the following mitigation items are included in the current design: Appropriate signage for way finding, traffic, no trespassing, no unauthorized motorized vehicles and adjacent agricultural uses; Measures (P gates at major intersections) to assist in restricting unauthorized motorized vehicle access on the trail; Page of 14 24

18 Parks, Recreation & Culture Department Administration Centre 10 Wellington St. E. Alliston, ON L9R 1A1 Web Address: Phone: or Fax: In order to finalize the mitigation measures for your property, please review the items outlined above and check the box that best corresponds with your agreement of them in the enclosed Confirmation of Mitigation Items form, provide your signature, and return the form to us by mail, by fax ( ) or in person at one of the Town Administrative Centres (10 Wellington Street East, Alliston or th Line, Beeton) by Friday, April 29, Staff is planning to bring forward a report on the mitigation measures for Phase 2d prior to issuing the tender. It is anticipated that staff will bring forward this report to the Committee of the Whole meeting of Monday June 6, Subject to final approval at the Council meeting of June 13, 2016, staff will then issue a tender with a goal to award the tender in August This will permit construction of the trail between 13 th Line and 20 th Sideroad to commence in late August and be completed by late fall In order to finalize our staff report that will go forward to Committee of the Whole in June 6, 2016, we request your final comments on the design of the trail adjacent to your property. I would kindly ask that you respond to me in writing by Friday, April 29, 2016 at 4:00 pm. In addition if you wish to meet with staff to discuss any concerns please advise Heather Reid our Administrative Assistant at hreid@newtecumseth.ca or by phone at (705) , extension I am also advising that representing of the town landscape architectural firm (MMM Group/WSP) may be conducting fieldwork, commencing April 4, 2016, within the existing trail right of way but they will not be entering your property. Should you have any questions please feel free to contact me at (705) extension Sincerely, Patrick D Almada Director, Parks, Recreation and Culture Attachments 1. Copy of Trails Map 2. Trans Canada Trail Phase 2d Preferred Alignment 3. Confirmation of Mitigation Items Form Page of 14 24

19 ATTACHMENT #6 OPTION #3 - MULTI-USE TRAIL HYDRO CORRIDOR PROPERTY BOUNDARIES Page of 24 14

20 ATTACHMENT #7 TABLE A Trans Canada Trail Project Financial Forecast Summary for 2016 July 4, 2016 Projected Costs to Complete Includes Contingency and Net HST Amount Remaining Approved Budget 2,057,071 Capital Purchases Supplies, Materials, Printing Internal Charges 12,622 Subtotal 12,622 2,044,449 Consulting Services Legal, Bridge Engineering, Other 74,758 Subtotal 74,758 1,969,691 P16-01 Base Bid & Disbursements 99, rounded Contingency 15% 15, Subtotal 114, HST 13% 14, HST (Rebate) % -12, Sub Total P16-01 Base Bid Recommended Award 116, ,853,222 P16-01 Provisional Items & Disbursements 22, rounded Contingency 15% 3, Subtotal 26, HST 13% 3, HST (Rebate) % -2, Sub Total P16-01 Provisional Items (If Awarded) 26, ,826,510 Contracted Services Phase 2a 9th Line Bridge Construction 337,029 Phase 2b Option B Hybrid WD Potato 879,983 Phase 2d Option B Southern Re-alignment 684,317 Edwards Property Subtotal Contracted Services 1,901,329-74,819 Page of 14 24

21 ATTACHMENT #2 LOCATION MAP KELLY BOWES 4817 SIDEROAD 20 Page 21 of 24

22 ATTACHMENT #3 LOCATION MAP CELE SIPHO YVES th Line Page 22 of 24

23 KEY MAP PROPOSED TRAIL CORRIDOR 8.00m SELECTIVE PLANTINGS OF NATIVE TREES AND SHRUBS TO PROVIDE PRIVACY EXISTING TREES ON MARTIN PROPERTY MARTIN PROPERTY PROPOSED 1.50m AGRICULTURAL FENCE (POST AND WIRE WITH SINGLE STRAND BARBED WIRE) SECTION 1 Holdemar TH LINE Todd Edwards TH LINE LEGEND 2.00m +/- PROPOSED DRAINAGE SWALE 2.50m PROPOSED MULTI-USE TRAIL 1.00m +/- PROPOSED DRAINAGE SWALE 2.50m +/- PROPOSED 1.8m PRIVACY FENCE EXISTING RESIDENTIAL PROPERTY 13TH LINE EDWARDS PROPERTY MARTIN PROPERTY 1 L-6 SECTION - PROPOSED TRAIL ON EAST SIDE OF EDWARDS PROPERTY, ADJACENT TO MARTIN PROPERTY SCALE: 1:50 SECTION 3 PROPOSED TRAIL CORRIDOR 8.50m (APPROX.) PROPOSED 1.50m AGRICULTURAL FENCE (POST AND WIRE WITH SINGLE STRAND BARBED WIRE) EXISTING HYDRO TOWER GUY WIRE Hydro One 7090 HIGHWAY BENCHMARK INFORMATION ELEVATIONS ARE IN METRES AND ARE DERIVED FROM BENCHMARK No. XXXXXXXXXX, ELEVATION = XXX.XX SURVEY - DRAWING REF #: XXX-XXX-XX-XXX Page 23 of 24 EXITING CREEK 5.00m VARIES 2.50m PROPOSED MULTI-USE TRAIL 1.00m PROPOSED DRAINAGE SWALE 0.50m 2.00m TO HYDRO TOWER GUY WIRE AT CLOSEST POINT SECTION 2 BY: DATE: HYDRO ONE PROPERTY 2 L-6 SECTION - PROPOSED TRIAL PARALLEL TO CREEK ON HYDRO ONE PROPERTY SCALE: 1:50 4 L-6 KEY MAP SCALE 1:2500(m) NO DATE REVISION/ISSUED BY APPD YY/MM/DD L:\jobs\2016\ New Tecumseth TCT Phase 2b & 2d\Drawings\New Tecumseth Phase 2d Trail Design R2.dwg 3 L-6 EXISTING DITCH APPROX. 7.00m EXISTING ROAD (13th LINE) TOWN OF NEW TECUMSETH PROPERTY 20.00m RIGHT OF WAY (13TH LINE) SECTION - PROPOSED TRAIL ON EDWARDS PROPERTY PARALLEL TO 13TH LINE EXISTING HYDRO POLE APPROX. 4.00M EXISTING DITCH 1.50m VARIES 2.50m PROPOSED MULTI-USE TRAIL PROPOSED TRAIL CORRIDOR 7.00m PROPOSED CULVERT TO ROADSIDE DITCH (LOCATED APPROX. EVERY 50m ALONG TRAIL 2.00m PROPOSED DRAINAGE SWALE EDWARDS PROPERTY 2.50m VEGETATED BUFFER PROPOSED 1.50m AGRICULTURAL FENCE (POST AND WIRE WITH SINGLE STRAND BARBED WIRE EXISTING AGRICULTURAL LAND SCALE: 1:50 CLIENT: PROJECT TITLE: TCT PHASE 2d DRAWING TITLE: STAMP DESIGNED SCALE T R U C T I O N 1:xxx C O N S PROJECT NUMBER F O R N O T ADDRESS SECTIONS DRAWN STAMP DATE Landscape Architecture 582 Lancaster Street West Kitchener, ON N2K 1M3 t f TOWN OF NEW TECUMSETH SITE ADDRESS: HYDRO ONE, EDWARDS AND MARTIN PROPERTY CHECKED MAY 2016 DWG. NUMBER L-7

24 ATTACHMENT #5 TRANS CANADA TRAILS - BUDGET FOR PHASE 2D AND PROJECTED 2B FINANCIAL CONSIDERATIONS: ITEM ACTUAL BUDGET VARIANCE Capital Sheet / $2,057, Capital Purchases 2, ,570 14, Advertising 1, , Consulting 138, Legal 7, Bridge Engineering (AECOM) 70, Design & Tender Documents (MMM Group Ltd, Other) 118, Sub-total Cost 196, , Sub-Contracting 1,901, Phase 2D Construction-T , % Contingency 73, Sub-total 442, Applicable Taxes 57, Less: HST Rebate 49, Sub-Total Cost 449, ,451, PROJECTED EXPENDITURES Phase 2A - 9th Line Bridge Construction 337, Phase 2B - Option B Hybrid WD Potato 879, Sub-Total Projected Expenditures 1,217, , TOTAL ACTUAL EXPENDITURES 650, TOTAL PROJECTED EXPENDITURES 1,217, TOTAL PROJECT BUDGET as of Dec. 31, ,867, $189, Page 24 of 24