Please Note: Cellular phones/pagers must be switched to the non-audible function during this meeting.

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1 Please Note: Cellular phones/pagers must be switched to the non-audible function during this meeting. Agenda Municipality of West Grey Committee of the Whole To be Held on Monday, August 28, 2017 at 9:00 a.m. At the Council Chambers West Grey Municipal Office 1. Call to Order 9:00 a.m. 2. Declarations of Pecuniary Interest 3. Closed Session 1:00 p.m. A proposed or pending acquisition or disposition of land for municipal or local board purposes REGULAR AGENDA: 4. Matters Arising from the Closed Session 5. Public Meetings - None 6. Delegations Stewart Steers request for building permit/development Charges refund (attachment) 10:15 a.m. 7. Business Arising From Previous Meeting 8. Staff Reports 9:05 a.m. Director of Infrastructure and Public Works Report COW #08/28/17 (attachment) Director of Finance/Treasurer Report COW #08/28/17 (attachment) Fire Chief Report COW #08/28/17 (attachment) 9. Reports/Minutes from Committees/Committee Chairs/Council Representatives 1) West Grey Economic Development Committee 2) West Grey Parks Committee

2 (2) August 28, ) West Grey Recreation Advisory Committees 10. Reports/Minutes from Other Committees/Committee Chairs/Council Representatives 1) West Grey Public Library Board 2) West Grey Police Services Board 3) Saugeen Municipal Airport Commission 4) Saugeen Valley Conservation Authority Board of Directors 5) Elmwood Community Centre Board 6) Saugeen Mobility and Regional Transit Corporation (S.M.A.R.T.) 7) West Grey Chamber of Commerce/Durham BIA/Neustadt Business Group 8) Elmwood Fire Department Joint Board of Management 9) Others 11. New Business 12. Adjournment *Please Note: all times are approximate, and are subject to change.

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4 Department: Public Works REPORT TO COMMITTEE OF THE WHOLE Monday, August 28, 2017 Subject: #1 Road Supervisor s Report Staff have been busy with the following activities: Spot grading Spot ditching Brushing Culvert replacement on Concession 6 Sign reflectivity testing completed Bentinck and Glenelg Checked rural stops signs for visibility Replaced culvert installed by Nextera at Vince Judges Driveway. Culvert was undersized and washed out during last month s heavy rain fall. Equipment New tandem truck TR28WG has arrived in Normanby

5 Subject #2 Utilities Supervisor s Report Staff have been busy with the following activities: Pavement patching, tree trimming and working around vacation time. Repaired washout issue around walkway bridge and large tree which had fallen across the creek at Neustadt Lions Park. Also installed cement blocks for replacement of wooden walking bridge (see attached photos) New Tremble Development off Chester Street connected to town water and sewer Summer students have been active with the following: Watering and Weeding gardens Misc. painting Neustadt water plant and sewage plant One student finished August 18 th and the other two students finish August 28, The Department has advertised for a part time employee to carry on the watering over the next 5-6weeks. DIPW#1 & #2: for Committee of the Whole information/discussion West Grey 2020 Action Plan Decisions respecting this subject support the following Strategic Priority and Goals identified in the approved West Grey 2020 Action Plan: Strategic Priority 3. providing information and communicating with the public. Strategy C.1 Municipal Communication

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8 Subject #3: Sale of Surplus Equipment Background: The Director provided a list of the equipment that was to be placed on the Govdeals Auction Website back at the COW meeting in July. The results of the Auction are provided below. DIPW#3: for Committee of the Whole information/discussion West Grey 2020 Action Plan Decisions respecting this subject support the following Strategic Priority and Goals identified in the approved West Grey 2020 Action Plan: Strategic Priority 1. The long-term financial sustainability of the Municipality A.3 Asset Management Planning 3. Providing information and communicating with the public. Strategy C.1 Municipal Communication

9 Subject #4 : Landfill Trash Compactor Tender WG#17-22 Background: The Director advised at the COW meeting in July that the existing Durham landfill compactor required extensive costly repairs and that moving forward with the repairs did not make sense due to the age of the machine. COW gave the Director permission to tender for late model landfill compactor. The results of the tender are below excl. taxes. Supplier Year & model Engine Hours Price Marcel Equipment F 9,068 $225,000 Toromont CAT F 11,866 $219,000 Recommendation: After reviewing both proposals, the Director recommends to COW that the Marcel Equipment be awarded Tender WG#17-22 for the supply of the F landfill compactor subject to the Director s on site mechanical assessment of the machine. DIPW#4: for Committee of the Whole approval/discussion West Grey 2020 Action Plan Decisions respecting this subject support the following Strategic Priority and Goals identified in the approved West Grey 2020 Action Plan: Strategic Priority 1. The long-term financial sustainability of the Municipality A.3 Asset Management Planning 3. Providing information and communicating with the public. Strategy C.1 Municipal Communication

10 Subject#5: Neustadt Sewage Lagoon Repairs Background: The Director had been contacted by AWWC regarding the extent of erosion taking place on water side of the dikes around the perimeter of the lagoons. The lagoons were constructed in 1975 and have never required any maintenance since construction. The Department has annually placed funds aside in reserve to be used in the future for maintenance. The current need is the east side of the west lagoon. This work involves lowering the waste water level in the west lagoon to allow an excavator to reach down as low as possible into the lagoon to retrieve the settled earth and reshape the back slope of the dike followed with the placement of concrete mats approximately 4 into the water and 4 up the back in an effort to stabilize the slope and eliminate future erosion problems. Example

11 The Director estimates this project to cost approximately $25,000 and that the funds be taken out of the reserve to complete this work. The Director recommends that the Department consider the bank stabilization of the two lagoons over an 8 to 10 year period completing approximately one side per year until completion. DIPW#5: for Committee of the Whole approval/discussion West Grey 2020 Action Plan Decisions respecting this subject support the following Strategic Priority and Goals identified in the approved West Grey 2020 Action Plan: Strategic Priority 1. The long-term financial sustainability of the Municipality A.3 Asset Management Planning 3. Providing information and communicating with the public. C.1 Municipal Communication Subject#6: Bridge #26 and Bridge #66 Tender Repair Results Background: The Department recently closed the above noted bridge repair tender with Allen Hastings Limited being the low bidder for both bridges. Tender summary Contractor Bridge #26 Bridge #66 Allen Hastings Ltd. $115, $181, Owen king Ltd. $172, $216, The Director has determined that the current available funds remaining in the bridge budget of approximately $198,000 will not be enough to award both bridges. The Director wishes to proceed with the

12 repair of Bridge #26 as it is the one with the most safety deficiencies. (See photo) The Director is seeking COW approval to award both bridges to Allen Hastings Ltd. but extend the completion date of Bridge #66 until June of 2018 so that it becomes an expenditure under 2018 budget yet West Grey benefits from the low price presently submitted. The Director has approached the contractor and he is comfortable with this approach. View looking south DIPW#6: for Committee of the Whole approval/discussion West Grey 2020 Action Plan Decisions respecting this subject support the following Strategic Priority and Goals identified in the approved West Grey 2020 Action Plan:

13 Strategic Priority 1. The long-term financial sustainability of the Municipality A.3 Asset Management Planning 3. Providing information and communicating with the public. Strategy C.1 Municipal Communication Subject #7: National Disaster Mitigation Program Funding for 2018/2019 Background: The Finance Director has recently informed the Director of IPW of funding opportunity to assist with flood planning, mapping and improvements to infrastructure. The Director met with a representative from SVCA regarding the deficiencies in the watershed assets the municipality currently owns or is responsible this past spring. One of the assets identified having deficiencies is the Durham Upper Dam. The Director is seeking COW approval to make application for the NDMP funding for completion of a detailed Engineers structural assessment of the Dam with recommendations of the sluice control to mitigate frazzle ice, improve safety and update the Durham area flood plan mapping from Funding is 50% municipality responsibility and anticipate West Grey costs to be approximately $30,000 in Dead line for application submission is September 15, DIPW#7: for Committee of the Whole approval/discussion West Grey 2020 Action Plan Decisions respecting this subject support the following Strategic Priority and Goals identified in the approved West Grey 2020 Action Plan: Strategic Priority

14 1. The long-term financial sustainability of the Municipality A.3 Asset Management Planning 3. Providing information and communicating with the public. Strategy C.1 Municipal Communication Subject #8: Unlawful Garbage Dumping Background: The Department has received several calls of illegal dumping occurring on West Grey roads sides during this summer. It is becoming a time consuming costly issue plus it is a safety issue with respect to staff handling unknown material (biological or toxic substances). The Director is recommending initiating a monetary award system (Crime Stoppers) for anyone who can provide evidence to the West Grey Police Services leading to the conviction of the perpetrators. The Director has reached out to the Police Chief to work together to revise the current Illegal Dumping Bylaw and the Director bring back to Council for review. DIPW#8: for Committee of the Whole information/discussion West Grey 2020 Action Plan Decisions respecting this subject support the following Strategic Priority and Goals identified in the approved West Grey 2020 Action Plan: Strategic Priority 3. Providing information and communicating with the public. Strategy C.1 Municipal Communication Respectfully Submitted Brent Glasier, C.E.T. Director of Infrastructure and Public Works

15 Report Committee of the Whole Director of Finance/Treasurer Report FTR#08/28/17 Page 1 of 1 Date: August 28, Budget Planning It is time to start planning for 2018 budget and scheduling potential dates for draft 2018 budget review. FTR#1 Recommendation: For Discussion. Respectfully submitted: Kerri Mighton Director of Finance/Treasurer West Grey 2020 Action Plan Decisions respecting this report should support the following Strategic Priorities and Goals identified in the approved West Grey 2020 Action Plan: Strategic Priorities 1. Ensure the Financial Sustainability of the Municipality. 2. Pursue Economic Development in West Grey. 3. Enhance Efforts to Inform and Communicate.

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