THE DISTRICT MUNICIPALITY OF MUSKOKA ENGINEERING AND PUBLIC WORKS COMMITTEE. Meeting No. PW Council Chamber, District Administration Building

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1 THE DISTRICT MUNICIPALITY OF MUSKOKA ENGINEERING AND PUBLIC WORKS COMMITTEE Meeting No. PW PLACE: TIME: Council Chamber, District Administration Building 9:00 a.m. DATE: April 30, 2008 PRESENT: ABSENT: OFFICIALS PRESENT: OTHERS PRESENT: Committee Chair L. Braid; District Chair G. Adams; Members, G. Smith; B. Thompson; S. Martin B. Colhoun J. Green, Chief Administrative Officer; T. White, Commissioner of Engineering & Public Works N. Thompson, District Councillor; S. Abouldahab, Huntsville Public School; G. Bache, Director of Environmental Services; S. Yeoman, Deputy Clerk CALL TO ORDER Committee Chair Braid called the meeting to order at 9:07 a.m. DECLARATION OF PECUNIARY INTERESTS Councillors Brian Thompson and Graydon Smith declared pecuniary interests with regard to Contract No for resurfacing on Muskoka Road #117 in the Township of Lake of Bays and Contract No for construction of a new composting facility at the Beiers Road landfill site in the Town of Gravenhurst. DELEGATIONS a) Collection of Organics from Educational Institutions Committee Chair Braid introduced and welcomed Mr. Stephen Abouldahab who is a resident of Huntsville and a teacher at Huntsville Public School. Mr. Abouldahab commended Muskoka for the kitchen organics diversion program and advised that he was attending the meeting to ask that the program be expanded to include educational institutions falling within the current collection zones. He outlined the blue box recycling process currently undertaken by students and custodial staff at the school and suggested that the organics program would fit well into this system. Mr.

2 Abouldahab noted the benefits of teaching children, as future homeowners, about recycling and composting and how they could take this knowledge home and possibly motivate other family members. He advised that Huntsville Public School would be willing to facilitate the program as a pilot project. The Committee discussed the merits of expanding the kitchen organics diversion program to public schools on a trial basis. Staff were asked to consult with Muskoka Containerized Systems (MCS) with regard to the logistics and costs and report back to the Committee with a view to starting the program in September. AWARD OF TENDERS a) Tender No Resurfacing on Muskoka Road #117 (Between Baysville and Dorset) Report No. PW Mr. White highlighted the report of the Director of Contract & Engineering Services which recommends the award of tender for resurfacing on Muskoka Road #117 in the Township of Lake of Bays. Councillor Martin expressed concern that only one bid was received of the five that were picked up and that the tendered bid was $400,000 above the estimated cost of the project. He suggested that the project should not move forward at this time. A discussion ensued regarding possible reasons why other contractors did not submit a bid, why the bid that was received exceeded the budget and the methods used by staff to estimate the costs of a project. The integrity of Muskoka s tendering policy and process was supported by the majority of members. Mr. White noted the administrative and economic impacts of not awarding the tender today. A number of options were presented and discussed including the possibility of reducing the scope of the project in order to reduce costs; reviewing the roads capital budget and moving scheduled roads projects at the bottom of the priority list to another year, referring the decision to District Council; and deferring the matter to the May 21 st Committee meeting in order to consult with the contractor. Moved by S. Martin and seconded by B. Boivin D48/2008 THAT Contract No for resurfacing on Muskoka Road #117 in the Township of Lake of Bays be awarded to Fowler Construction Company Limited in the amount of $1,334,212.21, which is included in the 2008 capital budget, as recommended in Report No. PW ; AND THAT the 2008 Capital Budget and Forecast for project be amended from $1,054,000 to $1,454,000.

3 b) Tender No Sewer Flushing & Video Inspection and Sewage Pumping Station Cleaning Gravenhurst, Bracebridge, Huntsville, Bala, Port Carling & Port Severn Report No. PW Moved by G. Smith and seconded by B. Boivin D49/2008 THAT Contract No for sewer flushing & video inspection and sewage pumping station cleaning in Gravenhurst, Bracebridge, Huntsville, Bala, Port Carling and Port Severn be awarded to the low bidder, Veolia E.S. Canada Industrial Services Inc., in the amount of $58,295.13, which was included in the 2008 sewage collection and treatment operating budgets (rate supported) for each system, as recommended in Report No. PW c) Tender No Beach Road and Fairview Road Elevated Tanks Upgrade (Gravenhurst) Report No. PW Mr. White highlighted the report of the Director of Environmental Services. In response to questions from Committee members, Mr. White outlined the reasons for financing the upgrades to the Beach Road and Fairview Road elevated tanks by debentures. In addition, he advised that it is anticipated that with continued maintenance the lifetime of the infrastructure should extend beyond that of the debenture issue. Moved by S. Martin and seconded by B. Boivin D50/2008 THAT Contract No for upgrades to the Beach Road and Fairview elevated tanks in the Town of Gravenhurst be awarded to the low bidder, Dayson Industrial Services Inc., in the amount of $685,412.00, which is included in the 2008 capital budget, as recommended by the Director of Environmental Services in Report No. PW ; and THAT Capital Projects and be financed 100% by debentures, to a maximum $1,242,500.

4 d) Tender No Landscaping Maintenance James Bartleman Island Park Port Carling Report No. PW Mr. White presented the report of the Director of Contract and Engineering Services. In response to Councillor Martin s question, Mr. White outlined the rationale for outsourcing the landscaping maintenance at James Bartleman Island Park. Moved by S. Martin and seconded by G. Smith D51/2008 THAT Contract No for landscaping maintenance at James Bartleman Island Park in Port Carling be awarded to the low bidder, Northway Gardeners Ltd, in the amount of $20,600.00, which is included in the 2008 operating budget, as recommended in Report No. PW e) Tender No Beiers Road Landfill Site (Gravenhurst) Composting Facility Report No. PW Moved by B. Boivin and seconded by S. Martin D52/2008 THAT Contract No for construction of a new composting facility at the Beiers Road landfill site in Gravenhurst be awarded to Fowler Construction Company Limited, in the amount of $424,321.31, which is included in the 2008 capital budget, as recommended in Report No. PW TRANSPORTATION a) Road Closure 2008 Muskoka Rocks Road Race Muskoka Roads # 28 (Juddhaven Road) Township of Muskoka Lakes Report No. PW Mr. White highlighted the report of the Director of Roads and Waste Management. In response to concerns expressed with regard to safety issues and parking during this event, Mr. White advised that the usual safety precautions will be taken, appropriate public notice will be given and signs will be posted in order to minimize inconvenience to the travelling public and homeowners in the immediate vicinity.

5 As the Township of Muskoka Lakes had only indicated their support of the road closure, it was recommended that Committee support of the recommendation be contingent on receipt of the formal support of the Township. The original resolution was amended accordingly. Moved by B. Boivin and seconded by G. Smith D53/2008 THAT, subject to the approval of the Township of Muskoka Lakes, the southbound lane of Muskoka Road #28 from the Peninsula Recreation Centre to Morinus Road, in the Township of Muskoka Lakes, be temporarily closed from 8:00 a.m. to 11:00 a.m. on Sunday, August 3, 2008, to facilitate the holding of the 2008 Muskoka Rocks Road Race event, as outlined in Report No. PW b) Road Closure Muskoka Road #16 Bracebridge 2008 Rotary Fireworks Display Report No. PW Moved by G. Smith and seconded S. Martin D54/2008 THAT Muskoka Road #16 (Ecclestone Drive), from Young/Shaw Streets to Ontario Street, be temporarily closed on July 1, 2008 (July 2, 2008 rain date) between the hours of 6:00 p.m. and 11:00 p.m. to accommodate the annual Rotary Fireworks Display. c) Road Closure Muskoka Road #3 Huntsville Iron Man Festival Report No. PW The Committee requested that approval of the road closure be conditional on formal approval being received from the Town of Huntsville. The resolution was amended accordingly. Moved by G. Smith and seconded by G. Adams D55/2008 THAT subject to approval of the Town of Huntsville, Muskoka Road #3 from Centre Street to Muskoka Road # 2 (Brunel Road) be temporarily closed on Saturday, September 13, 2008 between the hours of 8:00 a.m. until 6:00 p.m. to accommodate the Ironman Festival event.

6 d) Realignment Muskoka Road No. 27 (Ferndale Road) Township Of Muskoka Lakes Report No. PW Mr. White presented the report of the Director of Roads and Waste Management with regard to a proposal of the Muskoka Lakes Golf and Country Club to realign a portion of Muskoka Road #27 where it cuts through the club s golf course. Mr. White indicated that the Township of Muskoka Lakes has no objection to the realignment subject to the Ministry of Natural Resources and the District of Muskoka being similarly unconcerned. During discussion of the matter, concerns were raised with regard to the proposed transfer to the Township of Muskoka Lakes of that portion of Muskoka Road #27 that must remain open to service other property owners. The Committee also discussed possible environmental impacts of the proposed realignment. Following further discussion, it was agreed that the matter be deferred until the results of the Class Environmental Assessment are available and until the position of the Ministry of Natural Resources is known. Councillor Nancy Thompson left the meeting at 11:55 a.m. e) Appointment of Consultant for Engineering Services Reconstruction of Muskoka Road 46 Town of Bracebridge Report No. PW Moved by G. Smith and seconded by G. Adams R56/2008 THAT the firm of Triton Engineering Ltd. be appointed to complete the design and tender documents and provide contract administration for reconstruction of Muskoka Road 46, from 0.8 km north of Muskoka Road #117 northerly 2.5 kms, in the Town of Bracebridge, with funding provided for in the 2008 capital budget as project ENVIRONMENT a) Watermain And Sewer Replacement/Rehabilitation And The Ontario Municipal Infrastructure Investment Initiative Report No. PW Moved by B. Boivin and seconded by S. Martin R57/2008 WHEREAS Muskoka s application for grant funding under the Ontario Municipal Infrastructure Investment Initiative has been denied;

7 BE IT RESOLVED THAT Muskoka s 2008 watermain and sewer replacement/rehabilitation program be advanced as described under Option 3 in Report No. PW PUBLIC MEETINGS a) Council Tour - May 21, 2008, 10:00 a.m. Mr. White provided details of the upcoming tour of Muskoka s environmental and transportation facilities. CLOSED SESSION Moved by G. Smith and seconded by G. Adams THAT we do now retire to Engineering and Public Works Committee in closed session to discuss a property matter. Moved by S. Martin and seconded by B. Boivin THAT we do now rise from Engineering and Public Works Committee in closed session and immediately reconvene in open session. a) W. Hasp Inc. Permission to Construct Removable Patio Report No. PW Moved by G. Smith and seconded by G. Adams R58/2008 THAT, subject to the issuance of a licence of occupation in a form satisfactory to the District Solicitor, W. Hasp Inc. be granted permission to construct a removable patio structure on those lands that are subject to an easement in favour of Muskoka illustrated on the sketch attached to this resolution.

8 ADJOURNMENT The meeting adjourned at 12:27 p.m. Moved by G. Adams and seconded by G. Smith THAT the Engineering and Public Works Committee adjourns to meet again on Wednesday, May 21, 2008 at 9:00 a.m., or at the call of the Chair. Chair, Engineering & Public Works Committee District Clerk