MINUTES FIFTEENTH MEETING OF 2007 PUBLIC WORKS COMMITTEE OF THE WHOLE The Public Works Committee of the Whole met in regular session on Wednesday, November 7 th, 2007 immediately following the Community Development Committee meeting at Lanark Lodge, Christie Lake Road, Perth, Ontario. Members Present: Staff/Others Present: Absent: Chair S. Freeman, Warden A. Lunney, Councillors B. Fletcher, B. Horlin, B. Hurrle, J. MacTavish, P. Kavanagh, J. Fenik, W. Laut, K. Kerr, R. Kidd, S. Mousseau, E. Sonnenburg, A. Churchill and G. McConnell. P. Wagland, Chief Administrative Officer, C. Ritchie, Clerk, S. Allan, Director of Public Works, M. MacDonald, Council and Clerk Services Assistant, P. MacLaren, IT Support. Councillor P. Dulmage. PUBLIC WORKS Chair: Councillor Susan Freeman 1. CALL TO ORDER The meeting was called to order at 5:54 p.m. A quorum was present. 2. DISCLOSURE OF PECUNIARY INTEREST None at this time. 3. APPROVAL OF MINUTES MOTION #PW-2007-161 MOVED BY: Brenda Hurrle SECONDED BY: Ed Sonnenburg THAT, the minutes of the Public Works Committee meeting held on October 3 rd, 2007 be approved as circulated. ADOPTED 1 of 48
4. ADDITIONS AND APPROVAL OF AGENDA i) Under New Business: Building Renovation Update. ii) Under New Business: Town of Perth received a request for a 4 way stop on Gore Street. MOTION #PW-2007-162 MOVED BY: Sharon Mousseau SECONDED BY: Peter Kavanagh THAT, the agenda be adopted as amended. ADOPTED 5. DELEGATIONS & PRESENTATIONS deferred to later in the Agenda. 6. COMMUNICATIONS i) Ontario Good Road Association (OGRA): Heads Up Alert Few Municipal Infrastructure Details in Throne Speech. ii) iii) Notice of Public Information Centre: County Road 12 Rehabilitation. County Road 12 Pine Grove Road Proposed Improvement Highlights. MOTION #PW-2007-163 MOVED BY: Aubrey Churchill SECONDED BY: Ed Sonnenburg THAT, communication items for the November 2007 Public Works Committee meeting be received as information only. ADOPTED 7. REPORTS i) Report #PW-79-2007 Community Safety Zone: County Road 511 Village of Lanark. Director of Public Works, Steve Allan. The purpose of this report is to seek Council approval to establish a Community Safety Zone (CSZ) on County Road 511 between Owen Street and Robertson Drive, in the Village of Lanark. 2 of 48
MOTION #PW-2007-164 MOVED BY: Wendy Laut SECONDED BY: Brenda Hurrle THAT, the necessary By-Law to establish a Community Safety Zone on County Road 511 (George Street) in the Village of Lanark, between Owen Street and 100 metres north of Robertson Drive, be presented at the November meeting of County Council; AND THAT, the Clerk sends Report #PW-79-2007 to the Township of Lanark Highlands Clerk, for information. ADOPTED ii) Report #PW-80-2007 Adopt-A-Roadway Program Update. Director of Public Works, Steve Allan. The purpose of this report is to provide an update about the County Adopt-A- Roadway Program. The Committee suggested that Volunteer Groups be invited for recognition once during every term of Council. MOTION #PW-2007-165 MOVED BY: Keith Kerr SECONDED BY: Aubrey Churchill THAT, the Warden, on behalf of County Council, sends a letter to each Adopt- A-Roadway volunteer group annually to recognize their contribution to keeping the County Road system litter free; AND THAT, the Clerk sends Report #PW-80-2007 to all local municipal Clerks, including the Town of Smiths Falls, for information. ADOPTED iii) Report #PW-81-2007 Public Works Contracts Status Report #10. Director of Public Works, Steve Allan. The purpose of this report is to provide an update on the status of Public Works Contracts. MOTION #PW-2007-166 MOVED BY: Al Lunney SECONDED BY: John MacTavish THAT, Report #PW-81-2007 Public Works Contracts Status Report #10 be received as information. ADOPTED 3 of 48
iv) Report #PW-82-2007 Proposed Encroachment Agreement: Between The County of Lanark and Anna Luisa Alton. Director of Public Works, Steve Allan. The purpose of this Report is to seek approval to enter into an agreement with Anna Luisa Alton to permit a wooden retaining wall encroaching two (2) metres on the Bennett Lake Road (County Road 19) road allowance. MOTION #PW-2007-167 MOVED BY: Richard Kidd SECONDED BY: Sharon Mousseau THAT, a by-law be presented at the November meeting of County Council to deal with an inadvertent encroachment at 912 Bennett Lake Road (County Road 19), more particularly described as the lands owned by Anna Luisa Alton, being that part of Lot 15, Concession 11 and designated Part 1on Reference Plan 27R-6766, geographic Township of Bathurst, municipality of Tay Valley Township; THAT, Anna Luisa Alton pays the County of Lanark a $50.00 fee for the preparation of the Encroachment Agreement; AND THAT, the Clerk sends Report #PW-82-2007 to the Tay Valley Township Clerk, for information. ADOPTED v) Report #PW-84-2007 County Road 17 (Martin Street North): Proposed Improvements. Director of Public Works, Steve Allan. The purpose of this report was to seek Council approval of the proposed plans to reconstruct County Road 17 (Martin Street North) from the McPhail Road to the Blakeney Road in 2008. The Town of Mississippi Mills and the Director of Public Works received an email Wednesday, November 7 th, 2007 from a resident requesting adjustments to the proposed design to accommodate bicycles. The Committee directed Staff to consider the request and to provide a revised report with recommendations at the December meeting. The Warden noted that the White Tail Ridge Subdivision on County Road 17 near Almonte includes some provision for bicycles. 4 of 48
vi) Report #PW-85-2007 Jebbs Creek Bridge Rehabilitation. Director of Public Works, Steve Allan. The purpose of this report is to seek approval of the proposed plans to rehabilitate the Jebbs Creek Bridge in 2008. MOTION #PW-2007-168 MOVED BY: Keith Kerr SECONDED BY: Aubrey Churchill THAT, the Director of Public Works be authorized to tender the Jebbs Creek Rehabilitation project (Alternative 2), as described in Report #PW-85-2007; THAT, the tender document stipulates that contract award is subject to County Council 2008 budget approval; THAT, the Director of Public Works presents the results of the Jebbs Creek Bridge Rehabilitation tender call and a recommendation to the Corporate Services Committee during budget deliberations; AND THAT, the Clerk sends Report #PW-85-2007 to the Drummond/North Elmsley Township Clerk, for information. ADOPTED vii) viii) Report #PW-86-2007 Posted Speed Reduction: County Road 16A (Queen Street) Almonte Ward Deferred to the December meeting. Director of Public Works, Steve Allan. Report #PW-87-2007 McNeely Avenue Widening Preliminary Design: Coleman Street to Lake Avenue. Director of Public Works, Steve Allan. The purpose of this report is to recommend that National Capital Engineering (NCE) be retained to complete the preliminary design for the widening of McNeely Avenue between Coleman Street and Lake Avenue in 2008, subject to budget approval. MOTION #PW-2007-169 MOVED BY: Sharon Mousseau SECONDED BY: Gord McConnell THAT, in accordance with Article 26.1.6 of the County Procurement and Purchasing Policy, the Director of Public Works is authorized to negotiate, but not award, a contract with National Capital Engineering for the preliminary design for the widening of McNeely Avenue between Coleman Street and Lake Avenue; 5 of 48
THAT, the National Capital Engineering proposal for the preliminary design for the widening of McNeely Avenue between Coleman Street and Lake Avenue is referred to the 2008 budget deliberations; AND THAT, the Clerk sends Report #PW-87-2007 to the Town of Carleton Place Clerk, for information. ADOPTED ix) Report #PW-88-2007 Kerr Culvert Repair Options: County Road 10 (Scotch Line). Director of Public Works, Steve Allan. The purpose of this Report is to seek Council approval to proceed with repairs to the Kerr Culvert at Grant s Creek on County Road 10. MOTION #PW-2007-170 MOVED BY: Richard Kidd SECONDED BY: Aubrey Churchill THAT, County Council awards Contract 53-2007 Kerr Culvert Repairs to Darren Green Construction Inc for $59, 885 plus GST (Option 2); THAT, the unbudgeted portion of the cost to repair the Kerr Culvert is funded from the Roads Infrastructure Reserve, with an upset limit of $47,000; THAT, a Special County Council Meeting be held on November 7th to consider Report #PW-88-2007; AND THAT, the Clerk sends Report #PW-88-2007 to the Tay Valley Township Clerk, for information. ADOPTED x) Report #PW-89-2007 2007 Traffic Count Program. Director of Public Works, Steve Allan. The purpose of this report is to provide the results of the 2007 County Roads Traffic Count Program and to recommend the necessary amendments to By- Law 2002-39. The amended By-Law is to include the locations and the updated traffic counts for all of the sections of the County road system. MOTION #PW-2007-171 MOVED BY: Brenda Hurrle SECONDED BY: Aubrey Churchill THAT, a By-Law to amend By-Law 2002-39 A By-Law to Establish Highways and to Provide for Road Classifications be presented at the November meeting of County Council; 6 of 48
AND THAT, the Clerk sends Report #PW-89-2007 to the CAO/Clerk of all local municipalities, for information. ADOPTED xi) Report #PW-90-2007 2008 Budget: Portable Traffic Signals Purchase. Director of Public Works, Steve Allan. The purpose of this report is to seek approval to include the purchase of two R.C. Flagman Model PLT 2.4 solar powered, portable traffic signals in the 2008 budget estimates. MOTION #PW-2007-172 MOVED BY: Al Lunney SECONDED BY: Brenda Hurrle THAT, the purchase of two R.C. Flagman portable traffic signal systems, at a cost of $50,000 plus GST, be referred to the 2008 budget deliberation. ADOPTED xii) Report #PW-91-2007 Proposed Limitation Clause: Goods and Services Procurement Documents. Director of Public Works, Steve Allan. The purpose of this report is to seek Council approval to include a limitation clause, in all goods and services procurement documents to assist staff with the bid evaluation process and with the formulation of recommendations. MOTION #PW-2007-173 MOVED BY: Sharon Mousseau SECONDED BY: Ed Sonnenburg THAT, County Council authorizes staff to include the limitation clause, as described in Report #PW-91-2007, in all goods and services procurement documents; AND THAT, the Clerk sends Report #PW-91-2007 to all local municipal Clerks, for information. ADOPTED xiii) Report #PW-92-2007 Property Conveyances, Lot 5, Con VI, Geographic Township of Darling, County Road 9. Director of Public Works, Steve Allan. The purpose of this Report is to recommend revisions to the Tatlock Municipal Hall Property Purchase Agreement, which was adopted by County Council on August 29 th, 2007. 7 of 48
MOTION #PW-2007-174 MOVED BY: Keith Kerr SECONDED BY: Brenda Hurrle THAT, the Warden and Clerk, on behalf of the Corporation of the County of Lanark, be authorized to enter into an Agreement with Mr. Ron Armstrong for the purchase of property abutting County Road 9 at Lot 5 Concession VI in the Geographic Township of Darling, municipality of Lanark Highlands Township for the purpose of road construction; THAT, the Purchase Agreement between the County and the Township of Lanark Highlands for the transfer of the former Tatlock Community Hall property is revised to reflect the conveyance of Parcel #3 only; THAT, By-Law 2007-50 being A By-Law Authorizing the Execution of a Property Purchase Between the Corporation of the County of Lanark and the Corporation of the Township of Lanark Highlands is rescinded and a revised By-law is presented at the November meeting of County Council; AND THAT, the Clerk sends Report #PW-92-2007 to the Township of Lanark Highlands Clerk, for information. ADOPTED xiv) Vandalism of New 60 kph Posted Speed Signs County Road 9 (verbal) Director of Public Works, Steve Allan. The Director displayed pictures of the vandalized signs attached page 41. It took Staff a day and a half to repair and/or replace the signs. The Ontario Provincial Police are investigating the crime and a brief report was published in the Lanark Era. MOTION #PW-2007-175 MOVED BY: Bob Fletcher SECONDED BY: Brenda Hurrle THAT, the Vandalism of New 60 kph Posted Speed Signs County Road 9 Report (verbal) be received as information only. ADOPTED Presentation was done at this time to accommodate the delegates see note on page 2. 5. DELEGATIONS & PRESENTATIONS i) Perth Arterial Roadway Environmental Assessments Study Update. TSH, Consultant Project Manager, Valerie McGirr and Town of Perth, Director of Planning, Eric Cousens. V. McGirr gave a PowerPoint presentation attached, page 14. 8 of 48
MOTION #PW-2007-176 MOVED BY: John Fenik SECONDED BY: Wendy Laut THAT, the Perth Arterial Roadway Environmental Assessment Study Update be received as information only. 7. REPORTS (Continued) xv) Damage Claims Update: Hosler and Dowdall (verbal) Director of Public Works, Steve Allan. The Director noted that both claims are in the hands of our Insurers and that he would continue to provide updates at each meeting until they were resolved. MOTION #PW-2007-177 MOVED BY: Brenda Hurrle SECONDED BY: Ed Sonnenburg THAT, the Damage Claims Update: Hosler and Dowdall (verbal) be received as information only. ADOPTED xvi) McNeely Avenue Widening Project Update (verbal) Director of Public Works, Steve Allan. The bulk of the contract is completed and the Contractor should have the area cleaned up and be gone in about 10 days. The roadway and intersections are paved, but work still needs to be done on the pedestrian path and bridge. Walmart s Grand Opening was November 7 th, 2007. MOTION #PW-2007-178 MOVED BY: Brenda Hurrle SECONDED BY: Ed Sonnenburg THAT, the McNeely Avenue Widening Project Update (verbal) be received as information only. ADOPTED xvii) Report #PW-XX-2007 2008 First Draft Ten Year Road and Bridge Plan deferred to a future meeting. Director of Public Works, Steve Allan. xviii) Report #PW-XX-2007 Hours of Services Regulation and Winter Second Shift deferred to a future meeting. Director of Public Works, Steve Allan. 9 of 48
8. CONFIDENTIAL REPORTS i) CONFIDENTIAL Report #PW-83-2007 County Road 10 Remediation Plan. Director of Public Works, Steve Allan. MOTION #PW-2007-179 MOVED BY: Aubrey Churchill SECONDED BY: Ed Sonnenburg THAT, Committee move in camera at 7:05 p.m. to address a matter pertaining to a litigation or potential litigation including matters before administrative tribunals, affecting the municipality or local board; AND THAT, P. Wagland, CAO; C. Ritchie, Clerk; S. Allan, Director of Public Works and M. MacDonald, Council and Clerk Services Assistant remain in the room. ADOPTED The minutes of the in-camera session are considered to be confidential and shall be subject to the provisions contained in section 7.10 of Procedural By-Law 2006-43. MOTION #PW-2007-181 MOVED BY: Aubrey Churchill SECONDED BY: Brenda Hurrle THAT, Council return to regular session at 7:15 p.m. ADOPTED Staff was authorized to proceed with the County Road 10 remediation plan. 9. NEW/OTHER BUSINESS i) Building Renovation Update (verbal). Director of Public Works, Steve Allan. The Director provided pictures (attached, page 44) and gave a verbal update on the progress of the following milestones: November 14 th : Public Works Staff move back into the Public Works Building. November 14 th : Building Renovation Steering Committee will meet at 3:30 p.m. Suggestions for the naming of the 8 committee rooms will be done at that time. November 29 th : Members of the Accessibility Advisory Sub-Committee will tour the facility to verify that all barriers have been corrected. It will also 10 of 48
give Members a chance to provide input on the height to hang various dispensers, etc. December 3 rd 7 th : Delivery of furniture. December 20 th : Council Chambers HVAC unit arrives. January 7 th 11 th : Administrative Staff move back. January 14 th -18 th : Surplus Sale at the Brown Shoe Building. January 30 th : Council Chambers Re-Opens. The lease agreement for the Brown Shoe building has been extended until January 15 th, 2008. ii) Town of Perth received a request for a 4 way stop on Gore Street (verbal). Director of Public Works, Steve Allan. A request for clarification from the Director of Public Works on what portion of the Gore Street belongs to the County. The County portion begins at the intersection of Highway #43 to the intersection of County Road 10 on Gore Street. iii) Inaugural Meeting (verbal). Clerk, Cathie Ritchie. P. Wagland and C. Ritchie are looking into alternate arrangements for the location of the Inaugural Meeting since the Council Chambers will not be completed by December 18 th, 2007. iv) Remembrance Day (verbal). Clerk, Cathie Ritchie. C. Ritchie invited Council to the Staff memorial for Remembrance Day on Friday, November 9 th at 10:45 a.m. Tim Simpson, Lanark Highlands CAO, will be playing the bag pipes and Joyce Box, County Receptionist, will recite the poem In Flanders Field followed by 2 minutes of silence. Staff will forward the program to Council (attached, page 48). Wreaths will also be given on November 11th, 2007 at the Town Ceremony. 11 of 48
10. ADJOURNMENT The Committee adjourned at 7:36 p.m. on motion by Councillors J. MacTavish and Brenda Hurrle. 12 of 48
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REPORTS 40 of 48
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