Operations Committee Meeting Agenda January 13, :00 PM Council Chambers Whitby Municipal Building. Page

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1 Operations Committee Meeting Agenda January 13, :00 PM Council Chambers Whitby Municipal Building Page 1. Declarations of Pecuniary Interest 2. Delegations/Presentations 3. Correspondence 4. Public Meetings 5. Staff Reports 5.1 Corporate Services Department Report, CS 1-14 Re: Temporary Borrowing By-law 3-4 Recommendation: That a By-law be brought forward to authorize the temporary borrowing of an amount up to Fifteen Million dollars for cash flow purposes, if required, at any one time during the calendar year Public Works Department Report, PW 2-14 Re: Winchester Road (Regional Road 3) Class Environmental Assessment Review - Winchester Road (Regional Road 3), from Baldwin Street to Garrard Road 5-29 Recommendation: 1. That Report PW be received as information; 2. That the Region of Durham be requested to include a multi-use path on the south side of Winchester Road from Baldwin Street to Cachet Boulevard; 3. That The Town of Whitby support the proposed improvements at the Winchester Road/Thickson Road intersection currently scheduled for construction in 2015; and, 4. That, as per the Environmental Study Report, the Region of Durham commit to undertaking further traffic analysis post- Highway 407 opening and prior to the scheduled 2018 construction between Baldwin Street and Anderson Street to reaffirm that the proposed 3- lane cross-section is the appropriate solution. 5.3 Public Works Department Report, PW 3-14 Re: Sole Source Purchase of One (1) Replacement Wide Cut Mower Page 1 of 89

2 Operations Committee Agenda January 13, :00 PM Page Recommendation: That staff be authorized to negotiate directly with G.C. Duke Equipment Limited for the supply and delivery of one (1) replacement Jacobsen wide cut mower as identified in the 2013 Capital Replacement Budget. 5.4 Public Works Department Report, PW 4-14 Re: Asset Management Annual Update: Road Right of Way Infrastructure Recommendation: That Report No. PW 4-14, regarding Asset Management Annual Update: Road Right of Way Infrastructure, be received as information. 6. New and Unfinished Business 6.1 New and Unfinished Business - Operations Committee Adjournment Page 2 of 89

3 Agenda Item # 5.1 Town of Whitby Report Recommendation Report Report To: Operations Committee Date of Meeting: January 13, 2014 Prepared By: Corporate Services Report Number: CS File Number(s): Location: Report Title/Subject: Temporary Borrowing By-law 1.0 Recommendation: That a By-law be brought forward to authorize the temporary borrowing of an amount up to Fifteen Million dollars for cash flow purposes, if required, at any one time during the calendar year Executive Summary: The Town of Whitby annually passes a By-law to authorize temporary borrowing requirements. These borrowings may be required to cover expenses incurred early in the year until the first tax installment is received and late in the year due to uncollected receivables. 3.0 Origin: Section 407(1) of the Municipal Act, 2001 states that a municipality may authorize temporary borrowing, at any time during a fiscal year, until the taxes are collected and other revenues are received. In the past, it has been the practice to temporarily borrow from Town reserve funds. The interest rate paid to the reserve funds is equivalent to that paid by a similar investment through approved financial institutions. The Town has not had to borrow in The last time the Town borrowed from the reserve funds was in 2010 in the amount of $7 Million. Page 3 of 89

4 Agenda Item # 5.1 Report to: Operations Committee Report Number: CS Page 2 of Background: N/A 5.0 Discussion/Options: N/A 6.0 Public Communications/Plan: N/A 7.0 Considerations: A. Public B. Financial The cost to borrow funds in 2014, if necessary, will be funded from the Reserve for Contingencies, if funding is not available in Operating Budget savings. C. Impact On and Input from Other Departments/Sources D. Corporate and/or Department Strategic Priorities 8.0 Summary and Conclusion: 9.0 Attachments: For further information contact: Nelson Tellis, Manager of Treasury Services x 2231 ORIGINAL APPROVED AND SIGNED K. R. Nix, Director of Corporate Services/Treasurer, x 4314 ORIGINAL APPROVED AND SIGNED Robert Petrie, Chief Administrative Officer, x2211 Page 4 of 89

5 Agenda Item # 5.2 Town of Whitby Report Recommendation Report Report To: Operations Committee Date of Meeting: January 13, 2014 Prepared By: Public Works Report Number: PW File Number(s): Location: Winchester Road (Regional Road 3), from Baldwin Street to Garrard Road Report Title/Subject: Winchester Road (Regional Road 3) Class Environmental Assessment Review 1.0 Recommendation: 1. That Report PW be received as information. 2. That the Region of Durham be requested to include a multi-use path on the south side of Winchester Road from Baldwin Street to Cachet Boulevard. 3. That The Town of Whitby support the proposed improvements at the Winchester Road/Thickson Road intersection currently scheduled for construction in That, as per the Environmental Study Report, the Region of Durham commit to undertaking further traffic analysis post- Highway 407 opening and prior to the scheduled 2018 construction between Baldwin Street and Anderson Street to reaffirm that the proposed 3- lane cross-section is the appropriate solution. 2.0 Executive Summary: The Regional Municipality of Durham has completed a Class Environmental Assessment (Class EA) Study to examine the need and proposed modifications to Winchester Road (Regional Road 3), from Baldwin Street to Garrard Road in the Village of Brooklin within the Town of Whitby. Page 5 of 89

6 Agenda Item # 5.2 Report to: Operations Committee Report Number: PW Page 2 of 9 The Class EA was undertaken in accordance with Schedule C of the Municipal Class Environmental Assessment. An Environmental Study Report (ESR) has been prepared which documents the planning process of the study. The study identifies the need to widen Winchester Road to address existing and future congestion, enhance transit operations and accommodate the anticipated increases in local and regional traffic. The (ESR) has been placed on public record for a 30-day review period for public review and comment (See Attachment 1). The study recommendations include: Widening of Winchester Road to 4-lanes between Chelmsford Drive and the Lynde Creek Bridge, which includes: one eastbound lane, one shared left turn lane, and two westbound lanes Widening of Winchester Road to 3-lanes from the Lynde Creek Bridge to 150 metres west of Anderson Street, which includes: one eastbound lane, one shared left turn lane, and one westbound lane; Widening of Winchester Road to 4-lanes between Anderson Street to Cachet Boulevard, which includes: two eastbound lanes; two westbound lanes; plus auxiliary turning lanes at Anderson Street, Thickson Road and Cachet Boulevard intersections; Sidewalk on the north side from Durham Street to Cachet Boulevard; Multi-use pathway on the south side from Princess Street to Simcoe Street; Sidewalk on the south side from Simcoe Street to Thickson Road. While staff are in general agreement with the recommendations, it is recommended that the multi-use pathway on the south side of Winchester Road be extended to Baldwin Street (west limit) and Cachet Boulevard (east limit). The current plan identifies a proposed multi-use path from Princess Street to Simcoe Street. In addition, staff continue to be of concern that that the proposed three-lane cross-section between the Lynde Creek Bridge and Anderson Street may create a pinch-point and motorists may use the local street network to avoid queues on Winchester Road. As such, it recommended that as per the Environmental Study Report, further traffic analysis be undertaken post-highway 407 opening and prior to the scheduled 2018 construction between Baldwin Street and Anderson Street to reaffirm that the proposed 3-lane cross-section is the appropriate solution. Page 6 of 89

7 Agenda Item # 5.2 Report to: Operations Committee Report Number: PW Page 3 of Origin: This report originates from within the Public Works Department as a review on the completed Class EA Study by the Regional Municipality of Durham. 4.0 Background: Over the past several years, Brooklin has experienced considerable growth. Significant travel demands have placed Winchester Road (Regional Road 3) at/over capacity, resulting in increased congestion and traffic delays. As such, in April 2009, the Regional Municipality of Durham initiated a Class Environmental Assessment (Class EA) to study possible improvements to Winchester Road. The limits of the project are generally between Baldwin Street (Highway 7/12) and Garrard Road, within the Town of Whitby. The purpose of the study is to evaluate the need and justification for the proposed reconstruction and widening of Winchester Road, identify alternative solutions (including other new/improved roads) to solve the defined problem(s), and select a preferred solution and implementation strategy. 5.0 Discussion/Options: The Region currently has identified that the construction of the Winchester Road and Thickson Road intersection will commence in 2015 with the remainder of the improvements between Baldwin Street and Garrard Road scheduled for Need and Justification The key problem areas associated with the existing conditions on Winchester Road are growth management, intersection/access issues, public and safety concerns. Traffic volumes on Winchester Road are approaching the threshold for a 2-lane roadway; Recent widening of Highway 7 from Brock Road in Pickering to Baldwin Street will increase travel demands in the study area (abrupt four to twolane transition); The Highway 407 East Phase 1 Extension increases the potential for some future traffic to shift from Winchester Road to Highway 407. Even with Highway 407 in place within the study area, the volume of traffic along Winchester Road would still result in unsatisfactory operating conditions; Intersections within the study area are operating at or approaching the theoretical capacity with motorists enduring long delays during both a.m. and p.m. peak periods; Turning movements at unsignalized local roads servicing the study area suffer longer delays and poor levels of service; Page 7 of 89

8 Agenda Item # 5.2 Report to: Operations Committee Report Number: PW Page 4 of 9 Heavy traffic volumes make access to adjacent properties difficult; and Several collissions have occurred within the study area at both intersections and midblock sections. 5.2 Winchester Road Plan/Profile and Cross-Section The preliminary plans and typical cross-sections for Winchester Road are shown as Attachment 2. Town staff support the proposed plan/profile and crosssections for Winchester Road which include: Chelmsford Drive to Lynde Creek Bridge Widening of Winchester Road and the Lynde Creek Bridge to a four-lane urban road generally occurring on the south side with: o (1) one eastbound lane; o (1) one shared left turn lane; o (2) two westbound lanes; o A 3.0 metre off road multi-use path on the south side; and o A 1.5 metre concrete sidewalk on the north side with increase width to 2.0 metres on the Lynde Creek Bridge. Lynde Creek Bridge to 150 metres west of Anderson Street Widening of Winchester Road to a three-lane urban road generally occurring symmetrically on both sides with: o (1) one eastbound lane; o (1) one shared left turn lane; o (1) one westbound lane; o A 3.0 metre off road multi-use path on the south side ending at Simcoe Street with a 1.5 metre concrete sidewalk to the east; and o A 1.5 metre concrete sidewalk on the north side. Anderson Street to Cachet Boulevard Widening of Winchester Road to a four-lane urban road generally occurring symmetrically on both sides with auxiliary turning lanes at Anderson Street, Thickson Road and Cachet Boulevard intersections. o (2) two eastbound lanes; o (1) one 1.7 metre wide raised median; o (2) two westbound lanes; o A 1.5 metre concrete sidewalk on the north side; o A 1.5 metre concrete sidewalk on the south side stopping at Thickson Road. Cachet Boulevard to Garrard Road Two-lane rural road tying into existing roadway east of Garrard Road. Page 8 of 89

9 Agenda Item # 5.2 Report to: Operations Committee Report Number: PW Page 5 of 9 While Town staff support the recommendations, east of Anderson Street, Staff continue to be of concern that that the proposed three-lane cross-section between the Lynde Creek Bridge and Anderson Street will create a pinch-point and motorists may likely use the local street network to avoid queues on Winchester Road. It is recognized that the opening of Highway 407 creates significant uncertainty while undertaking traffic modelling in the area. For comparison purposes, the Table below identifies the daily traffic volumes on other arterial roads within the Town of Whitby: Road Winchester Road Brock Street Location Traffic Count Year 24-Hour Volume (vpd) # of Existing Thru Lanes Durham St Princess Existing 18,800 * 2 St Durham St Princess St ,310 * 3 (proposed) Burns St Gilbert St ,200 4 Mary St Walnut St ,990 4 Timber Mill Street to ,970 4 Taunton Road Dundas Garden St Anderson ,960 4 Street St Byron St Brock St ,925 4 Jeffery St Bell Dr ,610 4 Garden Dundas St Colette ,440 4 Street Dr Mary St Kilberry Dr ,830 4 Henry Dunlop Street to ,070 2 Street Dundas Street Rossland Road Brock Street Garden Street ,190 4 East of Thickson Road Taunton Thickson Rd Garrard ,910 4 Road Road Victoria Gordon Street - Henry ,420 4 Street Street Thickson Road Hopkins Street ,360 2 *Estimated based on p.m. peak hour volumes provided in the ESR. Page 9 of 89

10 Agenda Item # 5.2 Report to: Operations Committee Report Number: PW Page 6 of 9 As such, it is recommended that the Region of Durham commit to undertaking further traffic analysis post- Highway 407 opening and prior to the scheduled 2018 construction between Baldwin Street and Anderson Street to reaffirm that the proposed 3-lane cross-section is the appropriate solution. The Region of Durham has included this commitment in the Environmental Study Report, and have also undertaken extensive discussion, along with Town staff, with the Ministry or Transportation as part of the Highway 7 widening Contract. Attachment No. 4, is a letter from Ministry staff committing to monitoring and undertaking remedial work (if necessary) to the eastbound lane transition from 4- lanes to 2-lanes east of Baldwin Street. 5.3 Sidewalks and Multi-Use Paths Town Staff are recommending extending the limits of the multi-use path on the south side of Winchester Road, from Baldwin Street to Cachet Boulevard. This multi-use facility would promote multimodal/active modes of transportation and provide access to the existing recreational facilities/businesses along Winchester Road as well as provide access to the future land uses at the southeast corner of Thickson Road/Winchester Road and the southwest corner of Highway 7/Baldwin Street. In order to accommodate the future development within the study area, it is recommended that a 3.0 metre wide asphalt multi-use path be provided on the south side of Winchester Road between Baldwin Street and Cachet Boulevard. Areas/properties of significance from west to east (Attachment 3), include: Southwest corner of Winchester Road and Baldwin Street Future Major Commercial site as designated within the Town of Whitby Secondary Plan. Southeast corner of Winchester Road and Baldwin Street Existing commercial site and major trip generator within the Brooklin Community. In addition, extending the west limit of the multi-use path to Baldwin Street provides a save north-south, signalized crossing location on Winchester Road. Luther Vipond Memorial Arena and Brooklin Memorial Park Existing and future community use facilities, including existing and future trail system on the south side of Winchester Road west of St. Thomas Street. Future trail system will connect both the north and south side of Highway 407 and ultimately Heber Down Conservation Area. Southwest corner of Winchester Road and Thickson Road Future commercial site - multiple properties currently zoned as commercial. Southeast corner of Winchester Road and Thickson Road Future Prestige Industrial site as designated within the Town of Whitby Secondary Plan. Page 10 of 89

11 Agenda Item # 5.2 Report to: Operations Committee Report Number: PW Page 7 of 9 Further to the east, it is recommended that the east limits of the proposed multi-use path extend to Cachet Boulevard (recently signalized intersection) based on the above mentioned prestige industrial site frontage and future catholic high school site on the north side of Winchester, west of Cachet Boulevard. 5.4 Illumination Illumination details have not yet been provided for the Town s review. However, it is recommended that all new and replacement roadway illumination projects include LED streetlighting. In addition, any capital costs within the project limits be borne by the Region of Durham with the exception of any development charge funds that have been identified in the Town of Whitby 2012 Development Charge Background Study. In addition, should the Town desire or request heritage style fixtures; additional costs for such would be borne by the Town. 5.5 Queen Street and St. Thomas Street Intersections Town staff worked in collaboration with Regional staff to review the realignment of Queen Street and St. Thomas Street intersections. Although from a pure design perspective, realigning the intersections and removing the jog is typically preferred operationally, the realignment is not supported by Public Works staff due to: Increased potential for traffic infiltration to the south and north on local residential streets to avoid congestion at the Baldwin Street/Winchester Road and Anderson Street/Winchester Road intersections; and Land requirements within the Brooklin Memorial Park to accommodate the realignment of St. Thomas Street. Public Works staff also reviewed the closure of Queen Street north of Winchester Road to automobile traffic. Although this does physically eliminate the jog between the Queen Street and St. Thomas Street intersections, this closure would undoubtedly increase the traffic on adjacent local/collector residential streets and increase concerns with short-cutting and operational challenges at other unsignalized Winchester Road intersections. 5.6 Other Considerations Boulevard, streetscaping and gateway features will be reviewed by Town staff during detailed design for Winchester Road (Regional Road 3) between Baldwin Street and Cachet Boulevard. Page 11 of 89

12 Agenda Item # 5.2 Report to: Operations Committee Report Number: PW Page 8 of Public Communications/Plan: The Regional Municipality of Durham s Winchester Road (Regional Road 3) Environmental Study Report (ESR) is placed on public record for a 30-day review period for public review and comment. ESR documents can be reviewed at Region of Durham Clerk s Office, Town of Whitby Central Library and Brooklin Library. In addition, the documents are posted on the Regional Municipality of Durham s website at Considerations: A. Public Public Information Centre (PIC) #1 for the Winchester Road EA was held on Thursday June 17 th, 2010 at the Brooklin Community Centre. PIC #2 was held on Wednesday May 16 th, 2012 at the St. Thomas Anglican Church. B. Impact On and Input from Other Departments/Sources N/A C. Corporate and/or Department Strategic Priorities Improve Municipal and Community Infrastructure and develop a safe and healthy community. 8.0 Summary and Conclusion: Staff are generally supportive of the Regional Municipality of Durham s Winchester Road (Regional Road 3) Environmental Study Report and are requesting that to include a multi-use path be included on the south side of Winchester Road from Baldwin Street to Cachet Boulevard. 9.0 Attachments: Attachment 1 Notice of Study Completion Attachment 2 Winchester Road: Preliminary Plan and Typical Cross-Sections Attachment 3 Areas/Properties of Significance on Winchester Road Attachment 4 June 10, 201 letter from MTO to Region of Durham Page 12 of 89

13 Agenda Item # 5.2 Report to: Operations Committee Report Number: PW Page 9 of 9 For further information contact: Michael May, Project Engineer, x2249 Greg Hardy, Manager of Engineering Services, x2259 Original Approved and Signed Suzanne Beale, Commissioner of Public Works, x4311 Original Approved and Signed Robert Petrie, Chief Administrative Officer, x2211 Page 13 of 89

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30 Agenda Item # 5.3 Town of Whitby Report Recommendation Report Report To: Operations Committee Date of Meeting: January 13, 2014 Prepared By: Public Works Report Number: PW File Number(s): Location: Town Wide Report Title/Subject: Sole Source Purchase of One (1) Replacement Wide Cut Mower 1.0 Recommendation: 1. That staff be authorized to negotiate directly with G.C. Duke Equipment Limited for the supply and delivery of one (1) replacement Jacobsen wide cut mower as identified in the 2013 Capital Replacement Budget. 2.0 Executive Summary: The Public Works Department seeks permission to enter into sole source negotiations directly with G.C. Duke Equipment Limited for the purchase of one (1) replacement Jacobsen wide cut mower. This mower is used for the grass cutting of parks and Town owned property and is transported from location to location on a trailer. There are three manufacturers of this type of mower, each with a product of varying length and weight. Only one of these manufacturers has a product that meets the Town s program. Specific to the other two manufacturer s mowers, one model is longer and therefore will not allow a second smaller mower to fit on the trailer as per our needs; and the other model s weight causes the trailer weight to exceed the limit allowed for operation of the vehicle and trailer with a class D Driver s License. 3.0 Origin: Public Works Department Report PW regarding the sole source purchase of one (1) Jacobsen wide cut mower originates within the Department. Page 30 of 89

31 Agenda Item # 5.3 Report to: Operations Committee Report Number: PW Page 2 of Background: The Town of Whitby s Purchasing Policy requires Council approval for any sole source purchase in excess of $50, It is recognized that this purchase will exceed this amount. Sole source suppliers may be used where products can be obtained from only one person or firm. Jacobsen is the only manufacturer producing the configuration for the length and weight wide cut mower required for our operation, and G.C. Duke Equipment Limited is the exclusive Ontario dealer for the Jacobsen product line. 5.0 Discussion/Options: The Department is requesting approval to sole source one (1) wide cut mower for utilization in the Parks Section to cut parkland and Town property. Provided below is the rationale outlining the need and justification based on the Department s experience. a) Sufficient funds have been approved in the 2013 Capital Replacement Budget for the purchase of one (1) wide cut mower. This replacement unit will be utilized for grass cutting in parks, Town property and facilities. b) The existing unit is seven (7) years of age and has reached its useful life cycle. Findings from the mechanical evaluation show that the required repair work for further operation would be very costly and not efficient. c) The request to sole source this unit relates to the Department s research into the types of mowers in the marketplace which meet our requirement and to maintain a consistency with the equipment within the Public Works fleet. d) There are three manufacturers of this style of mower. Due to the length and weight of two of the manufacturers models they do not fit into the Department s program. This equipment is utilized by the grass cutting crews and therefore is transported form location to location on equipment trailers. Driving this type of equipment from site to site is not desirable from a number of perspectives including safety concerns related to the interaction with other vehicular traffic, increased equipment wear and tear, increased travel time and fuel usage. The equipment trailers are 20 feet in length and are designed to accommodate a ten foot wide cut mower and a five foot out front mower along with a hand mower and grass trimmers. e) The length of one manufacturer s mower is too long and does not allow the second mower to fit on the trailer. The weight of the other manufacturer s mower is heavier and would result in increased Driver s License requirements. Only one of the 3 manufacturers, Jacobsen, therefore conforms to the Department s requirements. f) The Department currently has seven (7) Jacobsen mowers that were purchased through G.C. Duke Equipment Limited. Throughout the life cycle of Page 31 of 89

32 Agenda Item # 5.3 Report to: Operations Committee Report Number: PW Page 3 of 4 these units the Town of Whitby has received excellent technical support and parts availability thus reducing down time. g) Previously, the Public Works Department received Council approval to sole source three (3) Jacobsen wide cut mowers report PW and one (1) Jacobsen wide cut mower report PW from G.C. Duke Equipment Limited based on the aforementioned need and justification. Jacobsen is the only manufacturer producing the type and configuration of mower that will work within our system. G.C. Duke Equipment Limited is the exclusive Ontario dealer for the Jacobsen product line. Accordingly, the Department is requesting permission to negotiate directly with G.C. Duke Equipment Limited for the purchase of one (1) Jacobsen wide cut mower. 6.0 Public Communications/Plan: N/A 7.0 Considerations: A. Public N/A B. Financial Sufficient funds have been approved in the 2013 Capital Replacement Budget for the purchase of one (1) wide cut mower. The existing unit will be offered as trade-in for the purchase of this unit. This unit will be utilized within the Parks Section of the Public Works Department. C. Impact On and Input from Other Departments/Sources The Purchasing Section of Corporate Services Department would be involved in the negotiations and sole source purchase of the one (1) Jacobsen wide cut mower. D. Corporate and/or Department Strategic Priorities Work to ensure that municipal government processes are streamlined, efficient and cost effective. 8.0 Summary and Conclusion: The Pubic Works Department seeks permission to enter into sole source negotiations directly with G.C. Duke Equipment Limited, the exclusive Ontario dealer for the purchase of one (1) Jacobsen wide cut mower for the Parks Section of the Public Works Department. Page 32 of 89

33 Agenda Item # 5.3 Report to: Operations Committee Report Number: PW Page 4 of Attachments: N/A For further information contact: Leo Larkin, 4337 Original Approved and Signed Suzanne Beale, Commissioner of Public Works, Ext Original Approved and Signed Robert Petrie, Chief Administrative Officer, Ext Page 33 of 89

34 Agenda Item # 5.4 Town of Whitby Report Recommendation Report Report To: Operations Committee Date of Meeting: January 13, 2014 Prepared By: Greg Hardy Report Number: PW 4-14 File Number(s): Location: All Wards Report Title/Subject: Asset Management Annual Update: Road Right of Way Infrastructure 1.0 Recommendation: 1. That Report No. PW 4-14, regarding Asset Management Annual Update: Road Right of Way Infrastructure, be received as information. 2.0 Executive Summary: The Town of Whitby owns approximately $2 billion of public assets. We rely on these assets to provide residents, businesses, employees and visitors with safe access to important services, such as transportation, recreation, culture, economic development and much more. As such it is critical that the Town manage these assets by making the right decisions at the right time for the right reasons for the right costs. Asset Management (AM) can be best defined as an integrated business approach within an organization that minimizes the lifecycle costs of owning, operating, and maintaining assets, at an acceptable level of risk, while continuously delivering established levels of service for present and future customers. AM includes the planning, design, construction, operation and maintenance of infrastructure used to provide services. By utilizing AM processes, infrastructure needs can be prioritized over time, while ensuring timely investments to minimize repair and rehabilitation costs and maintain municipal assets. Page 34 of 89

35 Agenda Item # 5.4 Report to: Operations Committee Report Number: PW 4-14 Page 2 of 9 This report provides a high-level snapshot of 15 road right of way assets managed by the Public Works Department (roads, bridges, culverts, sidewalks, multi-use paths, street trees, fences, retaining walls, parking lots, guiderails, traffic signs, pedestrian bridges, storm sewers, parking meters and street lights). The Public Works capital program is based on the best available data/information and is refined annually based on new asset information/analysis and updated accordingly. Attachments A-N address the following questions regarding these 15 assets: What is the inventory? What is the condition? What is the Life Expectancy? What is Average Age? What is the Replacement Value? It should be noted that The Town is currently developing a comprehensive Asset Management Strategic Plan (AMSP) to review how we manage our road, bridge and sidewalk assets and to provide more certainty that we are getting the most value out of these asset investments. A primary result of this Study will be to confirm/update answers to the following questions (which will be included in future versions of our Asset Management Annual Update Reports): 3.0 Origin: What is the Infrastructure Spending Gap (how much we spend today vs. how much is needed to be spent)? How do we achieve sustainability (financial and resource requirements)? Public Works Report PW 4-14 originates from within the Public Works Department as an annual Update to Council. 4.0 Background: History of Asset Management The discipline of Asset Management (AM) is emerging as a mainstream expectation for all public organizations. It draws on both business and financial management and also from technical, engineering, operations and maintenance management. As a result of its multi-disciplinary nature, the term asset management has become a term such as safety or sustainability that in some cases has become overly broad, and sometimes misunderstood. At the international level, the International Infrastructure Management Manual (IIMM) established the foundations for effective AM. In the United Kingdom, PAS- 55 was developed as an AM standard that allowed municipalities to become certified in AM practices. Most recently, there has been a focused effort by the Page 35 of 89

36 Agenda Item # 5.4 Report to: Operations Committee Report Number: PW 4-14 Page 3 of 9 International Standards Organization to develop AM ISO standards (ISO 55000) which are expected to be finalized in In Canada, the Public Sector Accounting Board introduced the PSAB 3150 regulation on managing tangible capital assets in The Ontario Ministry of Infrastructure launched its Building Together initiative in 2012, which provides guidelines on the development of AM Plans. Going forward, the provincial government will require that any Municipality seeking provincial capital funding assistance, have a detailed AM Plan that shows how the proposed project fits within the AM Plan. There is also future anticipated Provincial Legislation (Proposed Bill 141, 1 st Reading November 26, 2013) that would require public sector entities to consider a longer term view when making decisions on infrastructure. While the focus of the legislation is related to the Provincial Government, there are elements that we expect to also relate to the broader municipal public sector (See Attachment O). What is Asset Management? Asset Management can be best defined as an integrated business approach within an organization that minimizes the lifecycle costs of owning, operating, and maintaining assets, at an acceptable level of risk, while continuously delivering established levels of service for present and future customers. The International Infrastructure Management Manual, Edition 2011, describes the key elements of asset management as: Providing a defined level of service and monitoring performance Managing the impact of growth through demand management and infrastructure investment Taking a lifecycle approach to developing cost-effective management strategies for the long-term that meet a defined level of service Identifying, assessing and appropriately controlling risks; and Having a long-term financial plan which identifies required expenditure and how it will be funded One of the main principles of an effective asset management strategy for all asset types is the implementation of a preventative maintenance program which essentially applies the right treatment at the right time over the asset s life cycle. Similar to standard household infrastructure (hot water tanks, cars, furnaces, fences, etc) - it is more cost effective over the long-term to undertake regular maintenance practices, rather than waiting until the asset has completely deteriorated and requires full replacement. Page 36 of 89

37 Agenda Item # 5.4 Report to: Operations Committee Report Number: PW 4-14 Page 4 of 9 The exhibit below illustrates a common asset deterioration curve where applying a preventative maintenance technique (i.e. asphalt rehabilitation) at the appropriate time will, over the long term, extend the asset life, and be more cost effective (approximately 4x less) than allowing the asset to completely deteriorate. Exhibit 1: Typical Asset Deterioration Curve Asset Management Strategic Plan Phase 1 (Roads, Bridges, Sidewalks) The Town is currently developing a comprehensive Asset Management Strategic Plan (AMSP) to review how we manage our road, bridge and sidewalk assets and to provide more certainty that we are getting the most value out of these asset investments. The Study will result in a living Asset Management Plan that is completed in accordance with the principles and requirements as outlined in the Ministry of Infrastructure s Building Together Guide for Municipal Asset Management Plans and will enable the municipality to easily update and expand to incorporate in the future other asset classes. Page 37 of 89

38 Agenda Item # 5.4 Report to: Operations Committee Report Number: PW 4-14 Page 5 of 9 The objectives of the AMSP project are to: Identify short and long-term infrastructure needs which are consistent with the municipalities strategic goals and objectives, minimum maintenance standards and the expected condition levels. Identify an implementation action plan that incorporates best practices in life cycle programming and financial management, that addresses coordination requirements with internal and external agencies, operating programs, and capital works. Establish a framework and guiding principles for annual updates of the AM Plan, which will be an integral component in ensuring sound decision-making in program and financial planning. Establish an AMSP that is supported and easily managed by relevant stakeholders in a cost-effective and efficient manner. A thorough understanding of the operational requirements, opportunities, and limitations, of the affected work groups is critical to ensure the long term success of the AMSP. Establish a monitoring plan which evaluates performance, levels of service and AMP updating requirements. In general terms, the AMSP will provide the confidence that the Town is making the Right decisions, at the Right time for the Right reasons for the Right costs. Reports from the Phase 1 AMSP are anticipated to be completed at the end of the first quarter of Discussion/Options: The Public Works Department is responsible for managing 15 different Road Right of Way assets. We rely on these assets to provide residents, businesses, employees and visitors with safe access to important services, such as transportation, recreation, culture, economic development and much more. In 2010, a five year plan to implement a basic Asset Management framework within the Public Works Department was initiated. The past three years have been generally dedicated for collecting the asset data. The following are key activities proposed to be undertaken in the next 3 years: Finalize Asset Management Strategic Plan Modernize/Update Data Collection/Updating Techniques Acquiring Asset Management Software specific to the Public Works Department and ultimately for the entire Corporation Undertake more detailed financial analysis to identify financial gaps in providing sustainable funding for each of the 15 asset categories Page 38 of 89

39 Agenda Item # 5.4 Report to: Operations Committee Report Number: PW 4-14 Page 6 of 9 Attachments A-N address the following questions regarding the 15 asset categories managed by the Public Works Department (roads, bridges, culverts, sidewalks, multi-use paths, street trees, fences, retaining walls, parking lots, guiderails, traffic signs, pedestrian bridges, storm sewers, parking meters and street lights): What is the inventory? What is the condition? What is the Life Expectancy? What is Average Age? What is the Replacement Value? Condition Ranking Condition assessments are undertaken using various techniques that vary from asset category to asset category. In order to standardize and provide a consistent method for rating road right of way assets the following ranking system has been used A. Excellent: The assets are generally functioning as intended with standard maintenance needs. B. Good: The assets are generally functioning as intended, with increasing maintenance needs. C. Fair: The assets are generally showing signs of deterioration and maintenance needs are continuing to increase. D. Poor: The assets are generally showing signs of significant deterioration and require significant rehabilitation. F. Critical: The assets are generally not performing as intended and major reconstruction/replacement is needed. The following table provides the summary of all road right of way assets in terms of total inventory, estimated replacement cost and overall condition. Page 39 of 89

40 Agenda Item # 5.4 Report to: Operations Committee Report Number: PW 4-14 Page 7 of 9 Road Right of Way Assets - Summary S.N Asset Name Quantity Unit 1 Roads 1092 Lane KMs Replacement Value ($M) 1,077 2 Bridges 23 No Culverts (> 3m) 21 No Sidewalks 520 KMs 87 5 Multi-Use Paths 6 KMs 1 6 Street Trees 35,539 No Arterial Fences 22 KMs 8 8 Retaining Walls 53 No. 3 Avg. Life Expectancy Surface 30 Base Avg. Age Condition Ranking B (Good) B (Good) C (Fair) B (Good) A- (Excellent) B- (Good) B (Good) B (Good) 9 Parking Lots 8 No. unavailable Surface Base N/A 10 Guardrails KMs 1 20 C 18.8 (Fair) 11 Traffic Signs No A 5.6 (Excellent) 12 Pedestrian 40 C+ 20 No Bridges (Fair) 13 Storm Sewers 365 KMs B 21.2 (Good) 14 Parking Meters 281 No B N/A (Good) 15 Street Lights No. unavailable N/A Page 40 of 89

41 Agenda Item # 5.4 Report to: Operations Committee Report Number: PW 4-14 Page 8 of Public Communications/Plan: N/A 7.0 Considerations: A. Public N/A B. Financial N/A C. Impact On and Input from Other Departments/Sources N/A D. Corporate and/or Department Strategic Priorities Improve Municipal and Community Infrastructure 8.0 Summary and Conclusion: Based on current information - the overall condition of 15 categories of road right of way assets managed by the Public Works Department can be classified as Good. In addition, the Public Works Department is in the latter stages of completing an Asset Management Strategic Plan for roads, culverts, bridges, sidewalks and multi-use pathways which will provide additional detail to be incorporated into subsequent annual update reports. 9.0 Attachments: Attachment A Roads Attachment B Bridges Attachment C Culverts Attachment D Sidewalks & Multi-Use Paths Attachment E Street Trees Attachment F - Arterial Fences Attachment G Retaining Walls Attachment H Parking Lots Attachment I Guardrails Attachment J Traffic Signs Attachment K Pedestrian Bridges Attachment L Storm Sewers Attachment M Parking Meters Attachment N Street Lights Attachment O Proposed Bill 141, 1 st reading: November 26, 2013 Page 41 of 89

42 Agenda Item # 5.4 Report to: Operations Committee Report Number: PW 4-14 Page 9 of 9 For further information contact: Imtiaz Shaikh, Asset Management Supervisor, x3510 Greg Hardy, Manager of Engineering Services, x2259 Original Approved and Signed Suzanne Beale, Commissioner of Public Works, x4311 Original Approved and Signed Robert Petrie, Chief Administrative Officer, x2211 Page 42 of 89

43 Roads: Roads is the biggest assets managed by the Town of Whitby Public Works Department. There are primarily two road cross-section types urban (curbs and storm sewers) and rural (ditches). Road standards vary depending on traffic volumes/classification (local, collector, arterial), land use (residential, commercial, industrial, institutional), and multi-modal (bikes, transit, pedestrians) transportation needs. Agenda Item # 5.4 ATTACHMENT-A Inventory: The Town currently owns approximately 1087 lane kilometers of various types of roads. The majority of our roads are made of asphalt (HCB High Class Bituminous) with a very small percentage consisting of surface treated (LCB - Low Class Bituminous) or gravel (G/S) roads Improvement Timing by Lane KM Now 1-5 Years 6-10 Years Beyond 10 years Lane_KM Condition: The Town reviews the condition of all roads on a bi-annual basis. The recent Town-wide road inspection program suggests that the overall road system is currently in a Good condition having system adequacy of 86%. (i.e 86% of the Town roads do not have a major rehabilitation need within the next 10 years) Average Age/Life Expectancy: On average, the asphalt life expectancy of roads is between years depending on traffic volumes, drainage features, etc. The average age of the Town s roads (asphalt) is 14.8 years Replacement Value: $1,077,000,000 Summary: The current system adequacy of our roads network is strongly influenced by the number of roads constructed through development over the last year period. Until now, those roads have not required significant capital expenditure. However, the impact of past development periods is imminent. Approximately 28% of our road network is anticipated to require resurfacing in the next ten years. Report Card Rating ATTACHMENT- B Page 43 of 89 B

44 Bridges: A bridge is an engineered structure (>3m span) within the road right of way that provides a roadway or walkway for the passage of vehicles, cyclists or pedestrians across an obstruction, gap or facility.. Bridges vary in type (concrete or steel beam) and crosssection (# of lanes, sidewalks, side clearance, retaining wall type, etc) Agenda Item # 5.4 Inventory: The Town currently owns an inventory of 23 Bridges of span 3 meters and greater. Condition: Under Ontario Regulation 104/97, municipalities are mandated to review and inspect all bridge and culvert structures over 3.0m span every two years. The most recent inspection project identified Nineteen (19) bridges that are in need of some type of rehabilitation at an estimated cost of $1,071,800. The average BCI (Bridge Condition Index) of our Bridge Network is (out of 100) which can be considered as Good condition. Average Age/Life Expectancy: On average, the life expectancy of bridges is 75 years. The average age of the Town s bridge structures is years Replacement Value: $71,000,000 Summary:. The data shows a big wave of bridges requiring replacement in the year 2024 for the cost of $32.6M. The Town will require approximately $40M over the next decade to undertake major rehabilitation of 16 bridges as they are reaching the end of their service life. Page 44 of 89 Report Card Rating B ATTACHMENT- C

45 Culverts (>3m span): Any structure that forms an opening through soil and is greater than 3.0 in span or any bridge that is embedded in fill and is used to convey water or pedestrians is termed as a culvert. Culverts vary in shape (rectangular, circular, arch, etc) and material (concrete, steel, etc). Agenda Item # 5.4 Inventory: The Town currently owns an inventory of 21 Culverts of span 3 meters and greater. Condition: Under Ontario Regulation 104/97, municipalities are mandated to review and inspect all the bridge and culvert structures over 3.0m span every two years. The recent inspection project identified Fourteen (14) culverts that are in need of some type of rehabilitation at an estimated cost of $662,000. The average CCI (Culvert Condition Index) of our culvert network is (out of 100) which can be considered as Fair condition. Average Age/Life Expectancy: On average, the life expectancy of culverts is years. The average age of the Town s culvert structures is years. Replacement Value: $25,000,000 Summary: The data shows a big wave of culverts requiring replacement in the year 2023 for the cost of $19.2M. The recent inspection indicates that about 50% of culvert inventory will require pre-mature replacement. On an average these culverts will need to be replaced approximately 7 years earlier than their original design life due to pre-mature deterioration and we are currently investigating the possible causes of this trend. Page 45 of 89 Report Card Rating ATTACHMENT- D C

46 Sidewalks and Multi-use Paths: Sidewalks are a key element of our urban environment and are important for the safe movement of pedestrians. Sidewalks are generally provided on one-side of all local roads, and both sides of all local and collector roads. Agenda Item # 5.4 Multi-Use Paths are intended to accommodate numerous non-auto modes of transportation including, pedestrians and cyclists. They are generally provided on arterial roadways, in lieu of a sidewalk in accordance with Town of Whitby Cycling and Leisure Trails Master Plan. Inventory: The Town currently owns an inventory of approximately 520 Kilometers of concrete sidewalk and 6km of asphalt multi-use paths Condition: Under Ontario Regulation 239/02 Minimum Maintenance Standards for Municipal Highways under the Municipal Act, 2001, sidewalks are required to be inspected every year. The Town s inspection program based on state of the art yet very cost effective technology. The recent town-wide sidewalk inspection program suggests that 82.8% of the Town s sidewalk network is currently in Good or better condition. Average Age/Life Expectancy: On average, the life expectancy of concrete sidewalks is 50 years. The average age of the Town s sidewalks is 20.1 years. Replacement Value: $87,000,000 (Sidewalks) ; $1,000,000 (Multi-use Paths) Summary:. The data identifies an annual required capital expenditure of $1.5M in order to replace deficient sidewalks over the period of 2011 to Page 46 of 89 Report Card Rating ATTACHMENT- E B

47 Street Trees: Research indicates that trees greatly improve urban life by lessoning the impacts associated with the built environment. Trees are now not only appreciated because of aesthetic reasons, but also because of other benefits such as atmospheric purification, acoustical control and privacy control etc. Agenda Item # 5.4 Inventory: The Town currently owns an inventory of approx street trees comprising of 150 different species, with approximately 27% being Norway Maple. In addition approximately 13% of the Town s Street Trees are of the Ash species which is susceptible to the complications of the Emerald Ash Borer. Condition: Based on 40% of the raw data, 81.45% of street trees are identified as in Good or better condition. Please note that this inventory currently does not include the expected impact associated with the Emerald Ash Borer -the data only identifies those Ash Trees which are currently showing visual ground level signs of deterioration. Average Age/Life Expectancy: On average, the life expectancy of street trees is 35 years. The average age of the Town s street trees is 11.4 years. Replacement Value: $50,000,000 Summary: The Town has completed an assessment of approximately 35,500 street trees. All the trees were provided with an aluminium bar code tags to easily identify the trees and store the related information accordingly. The data were collected with the help of GPS enabled tablet units. Handheld mobile devices will be provided to field staff to access the tree data, receive/close the work requests and update the tree information while they are inspecting/maintaining the trees on site. The Tree Task Force managed by Public Works Forestry staff are currently reviewing and updating planting standards to attempt to increase the life expectancy of street trees. Report Card Rating Page 47 of 89 B- ATTACHMENT- F

48 Arterial Roadway Fences: Fences are any type of barrier walls designed to restrict movement or noise across a boundary or noise sources. There are various types of fences, one of the common type are noise barrier walls (Acoustic Barriers), designed to absorb noise from commercial, industrial, residential or traffic sources. Agenda Item # 5.4 Inventory: The Town has recently completed the arterial roadway fences inventory and assessment project and inventoried and inspected a total of 354 fences having a total length of 22,062 meters. Condition: Approximately 76% of the Fences are found to be in a Good or better condition. Approximately 13% of the total inventory (2862 meters) of fences have over lived their design life and can be replaced at an estimated replacement cost of $0.76 million. Only 1% of the fences were found to be in Poor condition. The overall condition of the network can be considered as Good. Average Age/Life Expectancy: On average, the life expectancy of arterial fences is 20 years. The average age of the Town s arterial fences is 15 years. Replacement Value: $8,000,000 Summary: The data identifies an annual required capital expenditure of N/A in order to replace deficient fences. Page 48 of 89 Report Card Rating ATTACHMENT- G B

49 Retaining Walls: Any structure that holds back fill and is not connected to a bridge is called a Retaining Wall. These walls can be with or without foundations and are commonly made of reinforced concrete, masonry, precast concrete, steel piles, mortar, wire baskets and wood etc. Agenda Item # 5.4 Inventory: The Town has an inventory of 53 Retaining Walls. The majority of these retaining walls can be divided into five main types (armour stone, cast-inplace, gabion, precast, and timber).. Condition: Under Ontario Regulation 104/97, municipalities are mandated to review and inspect all the retaining walls every 2-4 years under the supervision of a professional engineer and as per the Ontario Structural Inspection Manual (OSIM). The overall condition of the retaining wall inventory was found to be Good to Fair with recommended capital works as NOW need for approximately $100,000. Average Age/Life Expectancy: On average, the life expectancy of retaining walls is 40 years. The average age of the Town s retaining walls is 14 years. Replacement Value: $3,000,000 Summary:. In total, 148 retaining walls of different types and sizes were inventoried during the project comprising of five areas (Road Right of Way, Storm Water Ponds, Parks, Open Spaces and Facilities). Out of 148 retaining walls, 53 retaining walls located within the road right of way have been inspected. Page 49 of 89 Report Card Rating ATTACHMENT- H B

50 Parking Lots: Parking lots are the parcels of land owned by the Town of Whitby dedicated for parking of vehicles. Agenda Item # 5.4 Inventory: The Town has an inventory of 9 Paid Public Parking Lots with a total of 525 parking spots. All the Town s parking lots are paved with asphalt. ( Lot #8 in Brooklin and Lot #9 in located at the Gordon Street Boat launch is not identified in the illustration to the right. Condition: Engineering and Infrastructure Services is in the process of assessing the condition of all the paid public parking lots. The report on the condition of parking lots will be available by the end of A combined condition index will be developed to indicate the overall condition of our parking lots which will reflect the condition of the parking lot inclusive of all its amenities. Average Age/Life Expectancy: Parking Lots contain various assets of various average ages/life expectancies. Replacement Value: Unavailable at this time Summary: The Town s paid public parking lots are strategically placed to allow residents and visitors to shop and conduct business in the downtown cores of the Town of Whitby. Pay and Display ticket machines are located in each parking lot for the convenience of lot users. Report Card Rating N/A ATTACHMENT- I Page 50 of 89

51 Guardrails: Guardrails are one of the most important roadside safety devices that shield vehicles from various types of roadside hazards such as cliffs and drop-offs, pillars, trees, ditches, utility poles and signs etc. Guardrails are designed to absorb the energy of a crash and restrain an impacting vehicle. Agenda Item # 5.4 Inventory: The Town currently owns an inventory of approximately 12,000 meters of Guardrails. There are 2 major types of Guardrails installed within the Town s road right of way namely: Cable Rail (Three Cable), and steel beam (W-Beam and Wood post) Condition: Approximately 50% of the Guardrail is in a NOW need for some repair or replacement work. The overall condition of the network can be considered as Fair. Average Age/Life Expectancy: On average, the life expectancy of guiderails is 20 years. The average age of the Town s guiderails is 18.8 years. Replacement Value: $1,000,000 Summary: Increased annual expenditure on guiderail replacement is recommended as approximately 50% of the Guardrail is in a NOW need for some repair or replacement work. Report Card Rating C ATTACHMENT- J Page 51 of 89

52 Traffic Signs: Roadside traffic signs are required by law to ensure that vehicle drivers are aware of the rules and hazards of the road. Agenda Item # 5.4 Inventory: The Town has an inventory of 10,976 traffic signs divided into five categories. All Regulatory and Warning signs have been provided with a bar code tag for ease of identification and data management. Condition: Under Ontario Regulation 239/02 Minimum Maintenance Standards for Municipal Highways under the Municipal Act, 2001, the Regulatory and Warning Signs are required to be inspected every year for the Retro-reflectivity (night time visibility) and Orientation (placement). The overall condition of the Traffic Signs is found to be in Excellent condition. Average Age/Life Expectancy: On average, the life expectancy of traffic signs is 10 years. The average age of the Town s traffic signs is 5.6 years. Replacement Value: $5,000,000 Summary: The town currently replaces traffic signs on a 10 year cycle as a blanket replacement policy. Over the next few months, the Town is planning to acquire necessary tools (hardware/software) and resources to ensure availability of reliable sign data for sustainable management of this asset. The Town is currently planning on launching a pilot project to provide mobile handheld units to field staff for them to update the field data, receive and close work requests and access the database while working on site. The planned completion of the pilot project is in the spring of Page 52 of 89 Report Card Rating ATTACHMENT- K A

53 Agenda Item # 5.4 Pedestrian Bridges: Any structure designed for foot traffic as opposed to vehicle traffic is called a Pedestrian Bridge. Pedestrian Bridges provides a safe way to cross an obstruction, gap or facility. Inventory: The Town has an inventory of 20 Pedestrian Bridges of various types and sizes. These Bridges can be divided into seven different types based on their construction material and type. Condition: The Public Works Department undertakes inspection of the complete Pedestrian Bridges Inventory on a biannual basis. The overall condition of 15 Pedestrian Bridges were found to be Good, 2 were Fair while 3 Pedestrian Bridges are in Poor condition with a NOW replacement need for a replacement cost of approximately $40,000. The overall condition of the Inventory can be considered from Good to Fair. Average Age/Life Expectancy: On average, the life expectancy of pedestrian bridges is 50 years. The average age of the Town s pedestrian bridges 18.5 years. Replacement Value: $3,000,000 Summary: The data identifies an annual required capital expenditure of $80,000 in order to replace deficient pedestrian bridges. Report Card Rating C+ ATTACHMENT- L Page 53 of 89

54 Storm Sewers: Storm sewers are the underground network of pipes designed to convey excess rain and ground water from paved streets, parking lots, sidewalks and roofs. Agenda Item # 5.4 Inventory: The Town has an inventory of 365 Kilometers of Storm Sewers of various types and sizes. Each year roughly 50 KMs of storm sewers will be inspected, assessed and cleaned. Condition: In 2012 the assessment and cleaning of approximately 55 Kilometers of storm sewers were completed. Approximately 70% of the storm lines assessed were identified in Good or better condition, whereas 24.41% were found to be Fair, about 5.79% in Poor and 0.03% of lines were considered to be in Critical condition. Average Age/Life Expectancy: On average, the life expectancy of storm sewer is 75 years. The average age of the Town s storm sewers is 21.2 years. Replacement Value: $205,000,000 Summary: Assessment of storm sewers (i.e. physical condition and blockages) through camera inspection is providing valuable information to the Town for managing this out of sight asset. The program involves flushing of blocked storm lines before conducting assessment of Storm sewers. Report Card Rating B ATTACHMENT- M Page 54 of 89

55 Parking Meters: A parking meter is a device used to collect money in exchange for the right to park a vehicle in a particular place for a limited amount of time. Agenda Item # 5.4 Inventory: The Town has an inventory of 281 Parking Meters within Downtown Whitby and Downtown Brooklin. Condition: Each parking meter installed within the Town of Whitby has three main components: Post, Housing and Mechanism. During the 2013 Parking Meter Assessment Project, each of these components were assessed. The overall condition of the Town s parking metres inventory can be considered as Good. Average Age/Life Expectancy: On average, the life expectancy of parking meters is 15 years. The average age of the Town s parking meters is unavailable at this time. Replacement Value: $ 500,000 Summary: During the parking meters inventory and assessment project, each of the parking meters poles and housings were provided with a bar code tag while all the mechanisms received RFID (Radio Frequency ID) tags. These tags will enable the parking field inspectors to access the mechanism information from a distance without physical opening the parking meter housing and exposing the mechanisms. Report Card Rating ATTACHMENT- N B Page 55 of 89

56 Agenda Item # 5.4 Streetlights: Street Lights are used for illumination on road rights of way, pedestrian crossovers, park walkways and parking lots etc. While Street Lighting enables roads users to see potential obstacles on the roads, they also enhance public safety, security and aesthetic appeal of the surrounding properties. Inventory: The Town has an inventory of 11,783 Street Lights which consists of three main types (Coach, Cobra Head and Square Pack) with two main wattage luminaire (100 and 250). The street lights data inventory is currently being maintained by Whitby Hydro Corporation. Condition: Street Light poles is the only asset type (out of 15 road right of way asset types) that has not yet been inspected or assessed. It is currently planned to undertake an inventory and inspection project of Town s street light poles in 2014 to determine the condition of this asset. Average Age/Life Expectancy: On average, the life expectancy of streetlights 25 years. The average age of the Town s streetlights is 19.8 years. Replacement Value: Unavailable at this time Summary: The Town is currently in the process of developing a program to convert all of the Town s existing high pressure sodium (HPS) streetlights to LED technology. This program will use existing inventories and condition ratings to assist in developing priorities for the conversion program. Report Card Rating N/A Page 56 of 89