Chair and Members Engineering and Public Works Committee. Sharon Donald Director of Budgets and Financial Planning. DATE: June 18, 2014

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1 TO: FROM: Chair and Members Engineering and Public Works Committee Sharon Donald Director of s and Financial Planning DATE: June 18, SUBJECT: of Tax Supported Capital March 31, REPORT NO: PW-7--1 RECOMMENDATION THAT the recommendations related to the individual Tax Supported Capital projects, as summarized in the following table, BE ADOPTED: Proposed Project Variance Close Project MR 13 New Signals at CN Crossing at 9 Mile Lk Rd $50,000 $23,100 $26,900 $50,000 $23,100 $26,900 Close project once final payments processed BB MR 15 Rehab Beaver Creek Bridge # $650,000 $610,000 $40, MR 4 Replace Sherwood Creek Bridge # $1,015,000 $1,015,000 $ MR 16 Kirby's Beach Rd W 1.7 km $637,000 $637,000 $ Washroom Renovation $180,000 $180,000 $ Lower Floating Docks $80,000 $80,000 $0 $2,562,000 $2,522,000 $40,000 Amend & Close Project once final payments processed Freeman Upgrade/Expansion $710,000 $735,000 ($25,000) $710,000 $735,000 ($25,000) Amend MR 117 from Stoneleigh Rd W to Hwy km $1,250,000 $1,320,000 ($70,000) MR 44 from Hwy 11 to Mack's Rd 1.2 km $500,000 $462,000 $38, Post-Closing Project Costs - Roads $70,505 $71,700 ($1,195) Watt Exfiltration Pond/Property/Rehabilitation $565,000 $515,000 $50,000 $2,385,505 $2,368,700 $16,805 Total $5,707,505 $5,648,800 $58,705 ORIGIN In 2005, Council adopted Policy AD:51 Capital Preparation, Monitoring and Reporting. The revised policy requires staff to submit formal reports to the Standing Committees and Council on the status of the District s capital program as at March 31 st, June 30 th, September 30 th and December 31 st. This report deals with the Hauled Sewage, Roads and Port Carling Locks portions of the Tax Supported Capital. Page 1

2 The purpose of this report is to provide the various Standing Committees with the opportunity to review the status of individual projects, highlight material variances, identify projects for closure and to amend the budget where appropriate, subject to approval of an amended financial plan by the Corporate and Emergency Services Committee as a result of recommendations made by the Standing Committees. ANALYSIS Attached is a schedule of capital expenditures incurred to March 31, (Schedule A ), as reported on June 4,. The column contains charges incurred from the start of the project to March 31,. The Original column includes the total of the budget allocation and prior year budgets carried forward as stated in the original Capital and approved February 18,. The column contains the amendments subsequently approved. The column is the sum of the previous two columns. The column is the difference between the and the columns. The column includes the remaining balance on contracts awarded and purchase orders outstanding as well as all other total forecasted expenditures required to complete the project. The column is the difference between the and the columns. Tenders awarded to date along with comments indicating estimated costs and/or future tender dates are noted to give Council an idea of timing for budgeted projects. A total of seven projects are being recommended for closure in this report leaving 55 active projects with a budget of $24,374,242. The following table summarizes the Hauled Sewage, Roads and Port Carling Locks programs life-to-date : Public Works (Tax Supported) # of Active Projects Total Project 62 $27,713,046 Total Project s Recommended for Closure With Increases (1) ($710,000) With Decreases (2) ($700,000) With No Change (4) ($1,912,000) Active Project Net With Increases 2 $71,195 With Decreases 2 ($88,000) New Projects 0 $0 Active Projects after s 55 $24,374,241 Costs included in subsequent budgets 0 $0 Page 2

3 FINANCIAL CONSIDERATIONS Hauled Sewage (Schedule A, pages 4 to 6): Within the Hauled Sewage program capital budget, $1,511,572 remains to be spent as of March 31,. There is a $25,000 projected favourable variance, as shown in Schedule A attached. One project is recommended for closure and a second is recommended for amendment and closure. Roads (Schedule A, pages 7 to 13): Within the Roads program capital budget, $19,471,613 remains to be spent as of March 31,. The projected forecast to complete all projects is $19,437,908, leaving a projected favourable variance of $33,705, as shown in Schedule A attached. Four projects are recommended for closure with a net savings of $66,900. Three amendments, with net cost of $33,195 are requested. Port Carling Locks (Schedule A, page 14): Within the Port Carling Locks program capital budget, $274,101 remains to be spent as of March 31,. There is no projected variance, as shown in Schedule A attached. Two projects are recommended for closure. STRATEGIC PRIORITIES The status report on the Tax Supported Capital supports the following goal as outlined in the District s Strategic Priorities: 2. Build financial strength and demonstrate fiscal responsibility and accountability through the budget process, public reporting of budget results, the corporate credit rating and debt reduction. Respectfully submitted, Sharon Donald CPA, CMA Director of s and Financial Planning Julie Stevens CPA, CA Commissioner of Finance and Corporate Services Page 3

4 Capital Variance Report Run Date: 6/4/14 2:48 PM For period ending March 31, Schedule A Hauled Sewage - Capital Projects Hauled Sewage Watt Exfiltration Pond/Property/Rehabilitation Original Expenditures 304, , , , , ,575 50,000 In progress. Expect completion under budget Fall. Total budget allocation $565,000. Amend Ryde Upgrade/Expansion Expenditures 260,000 (125,000) 135, , ,000 In progress. Expect completion Summer. Total budget allocation $135, Bracebridge Lagoon Upgrade/Expansion Expenditures 110, , , , ,987 In progress. Expect completion Summer. Total budget allocation $500, Power & Security - Various Sites Expenditures 71, , ,000 48,705 48,705 In progress. Expect completion Fall. Total budget allocation $120, Receiving Facilities PC Sewage Plant Expenditures 300, , , ,000 In progress. Expect completion in conjunction with Total budget allocation $300, Baxter Upgrade/Expansion Expenditures 29, ,000 (170,000) 320, , ,844 In progress with construction budgets in and Total budget allocation $500, McLean Upgrades Expenditures 75,000 75,000 75,000 75,000 Expect completion Fall. Total budget allocation $75,000. Total Hauled Sewage 514,889 2,210,000 (195,000) 2,015,000 1,500,111 1,450,111 50,000 Close Once Final Transactions Posted Freeman Upgrade/Expansion Expenditures 698, , , ,000 11,401 36,401 (25,000) Final inspections reveal some further work required with expected completion Summer. Finance over-run from Hauled Sewage DC (70%) and Environmental Reserve (30%). Total budget allocation will be $735,000. Amend & Close Project once final payments processed Total Close Once Final Transactions Posted 698, , , ,000 11,401 36,401 (25,000) Capital Variance Exp Dept Summ Page 4

5 Capital Variance Report Run Date: 6/4/14 2:48 PM For period ending March 31, Schedule A Original Total Hauled Sewage - Capital Projects 1,213,488 2,510, ,000 2,725,000 1,511,512 1,486,512 25,000 Total Hauled Sewage - Capital Projects 1,213,488 2,510, ,000 2,725,000 1,511,512 1,486,512 25,000 Capital Variance Exp Dept Summ Page 5

6 Capital Variance Report Run Date: 6/4/14 2:48 PM For period ending March 31, Schedule A Hauled Sewage - Non-Tangible Capital Projects Non-Capital Projects Post-Closing Project Costs - Hauled Sewage Original Expenditures 9,481 9,541 9, Post-closing costs funded from residual balances from projects being closed at Substantial Performance financed from Environmental Reserve fund. Total budget allocation $9,541. Total Non-Capital Projects 9,481 9,541 9, Total Hauled Sewage - Non-Tangible Capital Projects 9,481 9,541 9, Total Hauled Sewage - Non-Tangible Capital Projects 9,481 9,541 9, Capital Variance Exp Dept Summ Page 6

7 Capital Variance Report Run Date: 6/4/14 2:48 PM For period ending March 31, Schedule A Roads - Capital Projects Roads Construction MR 33 from Hwy 400 E 4.6 km Original Expenditures 19,721 50,000 50,000 30,279 30,279 Design in progress with construction budget in Total budget allocation $500, MR 4 from MR 35 W 3.3 km Expenditures 1,267,046 1,625, ,000 1,745, , ,954 PW-3--4 awards contract for hot mix paving and granular shouldering. Expect completion Summer. Total budget allocation $1,745, MR 4 from 3.3 km W of MR 35 to Shea Rd Expenditures 72,468 1,550,000 1,550,000 1,477,532 1,477,532 Design in progress. Expect to tender Fall. Total budget allocation $1,550, MR 4 from Shea Rd to MR 25 Expenditures 16,615 50,000 50,000 33,385 33,385 Design in progress with construction budget in Total budget allocation $2,050, Miscellaneous Land Expenditures 1, , , , ,449 Annual allocation. Total budget allocation $105, MR 2 at Iris St Expenditures 130, , , ,000 Scheduled for completion Fall. Total budget allocation $130, MR 2 from MR 10 to Riverside School 3.4 km Expenditures 73,400 1,500,000 50,000 1,550,000 1,476,600 1,476,600 PW-4--6 awards contract with expected completion Summer. Total budget allocation $1,550, MR 21 Fox Pt Rd Realignment at Church Expenditures 25,000 25,000 25,000 25,000 Construction budget in Total budget allocation $325, MR 117 from Paint Lk Bridge to Hwy km Expenditures 25,000 25,000 25,000 25,000 Construction budget in Total budget allocation $1,025, MR 17 from Oakwood Dr to Brydons Bay Rd 2.2 km Capital Variance Exp Dept Summ Page 7

8 Capital Variance Report Run Date: 6/4/14 2:48 PM For period ending March 31, Schedule A Original Expenditures 73,347 1,075,000 1,075,000 1,001,653 1,001,653 Consulting underway with construction to start Fall. Total budget allocation $3,375, HV MR 44 from Mack's Rd to MR km Expenditures 608,084 1,525, ,000 1,908,000 1,299,916 1,299,916 Expect completion Summer. Total budget allocation $1,908, MR 42 from Manitoba to Pine St 1.5 km Expenditures 6, , , , ,194 Currently underway with expected completion Fall. Total budget allocation $430, MR 17 from Ennis Bay Rd to MR km Expenditures 17,841 50,000 50,000 32,159 32,159 Design in progress with construction budget in Total budget allocation $1,050, MR 16 from MR 37 to MR km Expenditures 25,000 25,000 25,000 25,000 Construction budget in Total budget allocation $725, MR 7 from MR 28 N 1.8 km Expenditures 165, , , ,000 Expect completion Summer. Total budget allocation $165, MR 117 from Stoneleigh Rd W to Hwy km Expenditures 15,534 1,200,000 50,000 1,250,000 1,234,466 1,304,466 (70,000) PW-3--5 awards contract. Expect completion over budget Spring due to more extensive culvert repairs than originally anticipated. Finance over-run from Roads DC (10%) and Roads Capital Reserve (90%). Total budget allocation will be $1,320,000. Amend MR 24 from Hwy 141 to MR 4 5 km Expenditures 13,208 50,000 50,000 36,792 36,792 Design in progress with construction budget in Total budget allocation $900, MR 44 from Hwy 11 to Mack's Rd 1.2 km Expenditures 500, , , ,000 38,000 PW-6--2 awards contracts. Expect completion Summer. Remove Municipal Contribution $38,000 as budget included in Total budget allocation will be $462,000. Amend MR 118 Structural Repairs Indian River Bridge Capital Variance Exp Dept Summ Page 8

9 Capital Variance Report Run Date: 6/4/14 2:48 PM For period ending March 31, Schedule A Original Expenditures 516,455 1,350,000 (10,000) 1,340, , ,545 Beam replaced. Expect to start remainder of work Fall with expected completion Spring Total budget allocation $1,340, MR 13 Replace Jevins Creek Bridge # Expenditures 30,000 30,000 30,000 30,000 Expect to appoint consultant Summer with construction budget in Total budget allocation $530, MR 169 Rehab CPR Overhead Bridge # Expenditures 41,578 1,600,000 1,600,000 1,558,422 1,558,422 PW and PW-4--8 award contracts with expected completion Fall. Total budget allocation $1,600, BB MR 15 Rehab Beaver Creek Bridge # Expenditures 577, ,000 (150,000) 650,000 72,505 32,505 40,000 Minor items and final consulting to follow with expected completion under budget Spring. Total budget allocation $650, MR 4 Replace Sherwood Creek Bridge # Expenditures 980, ,000 35,000 1,015,000 34,007 34,007 Minor items and final consulting to follow with expected completion Spring. Total budget allocation $1,015,000. Close project once final payments processed Close project once final payments processed MR 169 Rehab CNR Overhead Bridge # Expenditures 35,097 1,450,000 1,450,000 1,414,903 1,414,903 PW-4--8 awards contract with expected completion Fall. Total budget allocation $1,450, MR 6 Rehab Gartersnake River Bridge # Expenditures 50,000 50,000 50,000 50,000 Expect to appoint consultant Summer with construction budget in Total budget allocation $650, Culvert Replacement Program Expenditures 325, , , ,000 Annual allocation as required. Expect completion on budget by year-end. Total budget allocation $325, Minor Structure Rehab Expenditures 200, , , ,000 Annual allocation as required. Total budget allocation $200,000. Capital Variance Exp Dept Summ Page 9

10 Capital Variance Report Run Date: 6/4/14 2:48 PM For period ending March 31, Schedule A MR 13 New Signals at CN Crossing at 9 Mile Lk Rd Original Expenditures 150,000 (100,000) 50,000 50,000 23,100 26,900 Complete under budget with final invoice posted to April. Total budget allocation $50,000. Close Project MR 169 Pedestrian Crossover at Portage Street Expenditures 50,000 50,000 50,000 50,000 Purchase order issued. Expect completion Spring. Total budget allocation $50, BB Traffic Signals at Monck Rd and MR 118 Expenditures 5, , , , ,589 PW-5--7 awards contract with expected completion Summer. Total budget allocation $200, Baysville Salt Dome Expenditures 76, , , , , ,355 In progress with expected completion Fall. Total budget allocation $950,000. Total Roads Construction 4,419,295 17,915, ,000 18,593,000 14,173,705 14,138,805 34,900 Asphalt Surfacing MR 2 from MR 10 Southerly 7.2 km Expenditures 1,374,000 1,374,000 1,374,000 1,374,000 PW-3--3 awards contract. Expect completion Spring. Total budget allocation $1,374, MR 3 from MR 31 Easterly 3.6 km Expenditures 617, , , ,000 PW-6--2 awards contracts. Expect completion Summer. Total budget allocation $617, MR 34 from Joe King's Rd Easterly to End of Rd 7.3 km Expenditures 1,222,000 1,222,000 1,222,000 1,222,000 Expect completion Fall. Total budget allocation $1,222,000. Total Asphalt Surfacing 3,213,000 3,213,000 3,213,000 3,213,000 Micro Surfacing MR 10 from Port Sydney Bridge E to Candytown Land 4 Expenditures 130,000 13, , , ,000 PW-4--5 awards contract for micro-surfacing. Expect completion Spring. Total budget allocation $143, MR 38 from MR 169 W 8.0 km Capital Variance Exp Dept Summ Page 10

11 Capital Variance Report Run Date: 6/4/14 2:48 PM For period ending March 31, Schedule A Original Expenditures 260,000 24, , , ,000 PW-4--5 awards contract for micro-surfacing. Expect completion Spring. Total budget allocation $284, MR 39 from MR 117 to Hwy km Expenditures 59,000 30,000 89,000 89,000 89,000 PW-4--5 awards contract for micro-surfacing. Expect completion Spring. Total budget allocation $89,000. Total Micro Surfacing 449,000 67, , , ,000 Emulsion Surfacing (High Float) MR 6 from McArthur Side Rd to Black River Rd 4.6 km Expenditures 436,000 (34,000) 402, , ,000 PW-4--2 and PW-4--4 award contracts for pulverization, base stabilization and high float surfacing. Expect completion Summer. Total budget allocation $402, MR 9 from Whitehouse Rd Northerly 1.0 km Expenditures 108,000 (17,000) 91,000 91,000 91,000 PW-4--2 and PW-4--4 award contracts for pulverization, base stabilization and high float surfacing. Expect completion Summer. Total budget allocation $91, MR 12 from Harrison Trail W to Moose Deer Point Rd 6.4 Expenditures 608,000 (31,000) 577, , ,000 PW-4--2 and PW-4--4 award contracts for pulverization, base stabilization and high float surfacing. Expect completion Summer. Total budget allocation $577, MR 13 from Jim Wood Lane Southerly 2.1 km Expenditures 205,000 (22,000) 183, , ,000 PW-4--2 and PW-4--4 award contracts for pulverization, base stabilization and high float surfacing. Expect completion Summer. Total budget allocation $183,000. Total Emulsion Surfacing (High Float) 1,357,000 (104,000) 1,253,000 1,253,000 1,253,000 Emulsion Surfacing (Slurry Seal) MR 7 from MR 28 N to Hwy km Capital Variance Exp Dept Summ Page 11

12 Capital Variance Report Run Date: 6/4/14 2:48 PM For period ending March 31, Schedule A Original Expenditures 63,000 9,000 72,000 72,000 72,000 PW-4--3 awards contract for slurry seal. Expect completion Summer. Total budget allocation $72, MR 16 from Kirby's Beach Rd Southerly to End 2.1 km Expenditures 25,000 4,000 29,000 29,000 29,000 PW-4--3 awards contract for slurry seal. Expect completion Summer. Total budget allocation $29, MR 22 from MR 21 to Elder Dr 6.7 km Expenditures 80,000 11,000 91,000 91,000 91,000 PW-4--3 awards contract for slurry seal. Expect completion Summer. Total budget allocation $91, MR 29 from MR 169 to East Rd 2.0 km Expenditures 24,000 3,000 27,000 27,000 27,000 PW-4--3 awards contract for slurry seal. Expect completion Summer. Total budget allocation $27, MR 46 from Child's Pit Northerly 2.3 km Expenditures 27,000 2,000 29,000 29,000 29,000 PW-4--3 awards contract for slurry seal. Expect completion Summer. Total budget allocation $29, MR 48 from MR 5 to Hwy km Expenditures 55,000 8,000 63,000 63,000 63,000 PW-4--3 awards contract for slurry seal. Expect completion Summer. Total budget allocation $63,000. Total Emulsion Surfacing (Slurry Seal) 274,000 37, , , ,000 Close Once Final Transactions Posted MR 16 Kirby's Beach Rd W 1.7 km Expenditures 630, ,000 (88,000) 637,000 6,073 6,073 Nearing completion with final purchase order outstanding. Total budget allocation $637,000. Close project once final payments processed Total Close Once Final Transactions Posted 630, ,000 (88,000) 637,000 6,073 6,073 Total Roads - Capital Projects 5,050,222 23,933, ,000 24,523,000 19,472,778 19,437,878 34,900 Total Roads - Capital Projects 5,050,222 23,933, ,000 24,523,000 19,472,778 19,437,878 34,900 Capital Variance Exp Dept Summ Page 12

13 Capital Variance Report Run Date: 6/4/14 2:48 PM For period ending March 31, Schedule A Roads - Non-Tangible Capital Projects Non-Capital Projects Post-Closing Project Costs - Roads Original Expenditures 71,670 70,505 70,505 (1,165) 30 (1,195) Post-closing costs funded from residual balances from projects being closed at Substantial Performance. Finance over-run from Roads Capital Reserve fund. Total budget allocation will be $71,700. Amend Total Non-Capital Projects 71,670 70,505 70,505 (1,165) 30 (1,195) Total Roads - Non-Tangible Capital Projects 71,670 70,505 70,505 (1,165) 30 (1,195) Total Roads - Non-Tangible Capital Projects 71,670 70,505 70,505 (1,165) 30 (1,195) Capital Variance Exp Dept Summ Page 13

14 Capital Variance Report Run Date: 6/4/14 2:48 PM For period ending March 31, Schedule A Port Carling Locks - Capital Projects Small Locks Small Lock Hydraulic System Original Expenditures 75,000 75,000 75,000 75,000 Scheduled for Fall. Total budget allocation $75,000. Total Small Locks 75,000 75,000 75,000 75,000 Large Locks Large Lock Gates Electric Enclosures & Seal Boards Expenditures 8,241 50,000 50,000 41,759 41,759 Scheduled for Fall. Total budget allocation $50,000. Total Large Locks 8,241 50,000 50,000 41,759 41,759 Park Washroom Renovation Expenditures 92, ,000 20, ,000 87,838 87,838 Complete with final invoices forthcoming. Total budget allocation $180,000. Close project once final payments processed Total Park 92, ,000 20, ,000 87,838 87,838 Close Once Final Transactions Posted Lower Floating Docks Expenditures 10, ,000 (80,000) 80,000 69,504 69,504 Complete with final invoices to follow. Total budget allocation $80,000. Close project once final payments processed Total Close Once Final Transactions Posted 10, ,000 (80,000) 80,000 69,504 69,504 Total Port Carling Locks - Capital Projects 110, ,000 (60,000) 385, , ,101 Total Port Carling Locks - Capital Projects 110, ,000 (60,000) 385, , ,101 Capital Variance Exp Dept Summ Page 14