3. Opening Ceremony for Raglan St/Downtown Reconstruction

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1 Meeting No held on November 5, 2018 at 4:00 p.m. be received. A Receive 1. Landfill Operations 1. Parking restrictions to downtown parking lots 2. Request for Lane Modification along O Brien Road 3. Opening Ceremony for Raglan St/Downtown Reconstruction 4. Capital Budget 1 of 38

2 Development & Works Committee Minutes of Meeting November 5, :00 P.M. I. ATTENDANCE Present were: Mayor Don Eady, Chair/Councillor Mike Coulas, Reeve Peter Emon, Director Asselin, Deputy Treasurer Coughlin, and Office Coordinator Errett II. III. DECLARATION OF PECUNIARY INTEREST No disclosures of pecuniary interest were declared. PETITIONS AND DEPUTATIONS None CONFIRMING OF MINUTES Motion to adopt: Mayor Eady Seconded: Reeve Emon THAT the minutes of meeting held on October 12, 2018 at 1:30 p.m. were received and approved. IV. BUSINESS ARISING FROM MINUTES 1. Queen Elizabeth School School Crossing/Traffic Concerns The committee brought forward the discussion from the last committee meeting where the parking by-law amendment was to be considered and recommended to Council on November 13, Further discussion with Clerk indicated the matter is proposed to be brought to Council tentatively November 27, Since the last meeting there has been a lot of community input being received with respect to various opinions and on what measures could be taken. Miscommunication in the media and social media has led the public to believe that Council has passed a by-law or approved proposed measures on Barr Street which is not correct. Director Asselin s main concern is that without the crossing guard in place, the existing formal school crossing is now an uncontrolled crossing where students and pedestrians do not have the right a way and this misinterpretation by drivers and the children may increase the risks. Options that provide pedestrians with the right of way would be either a stop control intersection or formal pedestrian crossover. The availability of on street parking is also important issue to residents on Barr Street. Parking restrictions are not viewed as positive for the residents of Barr Street. The School Board has not given sufficient forewarning of the removal of their crossing guard to the Town. The Town has not had adequate time to evaluate the options address the growing concern over traffic movement, parking, signage, crossing type and by-law enforcement within the area. With the community being fully engaged a 2 of 38

3 solution that meets with the expectation of the public will require careful consideration. The Committee felt that additional time is required to consider the impacts and implications and in the interim supported the preparation of a letter to the trustee to have the Board reinstate the crossing guard until such time as mutually acceptable options are explored and implemented. Further actions will be discussed in the near future based on the response to the correspondence. Motion to adopt: Mayor Eady Seconded: Reeve Emon THAT Mayor Eady sends a letter to Susan Humphries, the Renfrew County School Trustee, requesting the immediate reinstatement of the crossing guard to allow time for a more suitable solution between the Town and the School Board. The letter will request a response prior to November 9 th, V. OPEN ITEMS FOR DISCUSSION 1. Landfill Operations Council has made the decision to have the Town staff operate the landfill site as of January 1, Director Asselin requested direction from the committee as to how much authority he has been granted in order to proceed with the necessary steps required to get the Landfill site operational by January 1 st There are many moving parts that all take time and commitment. It was noted that the existing landfill contractor did not accept the option to extend their operation by 6 months. A) Staffing: Operations of the landfill require at a minimum 3 full time positions, plus an additional summer student from May August. - Environmental Engineering Officer (manager) - Landfill Operator - Machine Operator - Landfill Operator - Scales Operator - Environmental Student for hazardous waste management between May - August - Casual Staff to cover staff as and when needed. Estimated labour costs with built in contingencies (highest rate in category and 600 hours of casual) are estimated to be $240, (at the high end). The committee felt that the Director should proceed with preparation of advertisement of positons to initiate the recruitment process. B) Equipment: Site will require at a compactor and a loader and have explored the option of a track machine that would replace the two pieces of equipment. It was determined that a track machine would have higher maintenance costs, and would not be recommended for landfill operations. The proposed use of a compactor and a loader with solid tires is the most effective equipment for operations of the landfill site. Director Asselin has been in contact with Marcel Equipment, Toromont CAT, and Case to confirm pricing on both used and new equipment. Based on mechanical recommendations, Director Asselin recommends proceeding with new equipment for both the Compactor and the Loader, and 3 of 38

4 will continue to investigate options. The equipment is proposed to be used approximately 500 to 600 hours per year and a machine should last in the area of 15 to 20 years. Compactor - estimated value $644, plus taxes Loader estimated value $300, plus taxes C) Software: New computer software will need to be purchased to manage daily operations. A strong recommendation would be to have a system where the scale automatically generates a ticket that cannot be reversed or manipulated after the fact. The Finance department would like to be able to tie into the software remotely to verify the financial data as required. This would require an onsite server to be installed, in addition to the site computer. The director will proceed with the purchase of the software and coordination with our IT consultant. Estimated cost for the software is approximately $7,000 plus taxes. The cost for the server options would be an additional $3000 plus taxes. Leasing the software is also an option. Staff will discuss with finance the need for the server option prior to purchasing the software. The software will need to be coordinated with the scale company and the Town IT provider. D) Scales: GTR Scales has done a site inspection of the current landfill scale. Scale is in good working order, and no concerns have been noted at this time. To show transparency, it has been recommended to install a digital scale readout that all drivers can see. A onetime cost per remote readout is approximately $900. E) Buildings: Regardless of contracted operations or Town operations, the current scalehouse is in need of improvements and repairs. A new trailer and/or updated scalehouse will be required. Other buildings currently on site (equipment building and depot) will need a thorough cleanup, but overall are in OK shape. F) Training: New employees will be required to take landfill specific training soon after hiring. The Solid Waste Association of North America (SWANA) training module Landfill Operation Basics would be standard baseline training, along with health and safety training. Motion to adopt: Reeve Emon THAT Director Asselin proceed with the development of job descriptions and hiring, and the costing of supplies and machinery required to operate the Landfill, within an annual budget of $360, for the contracted operations portion of the budget. 2. O Brien Road Land Sale The Town was approached by O Farrell Financial to purchase a portion of the municipal land fronting on O Brien Road adjacent to Haramis Park. They are interested in roughly 1.36 acres, and are seeking to build a financial service building with related partners. Clerk Bulmer is currently having the land appraised, and will updated Director Asselin with an approximate value once received. Staff proposed that a road access be retained immediately adjacent to Haramis Park, which provides an interconnection into the remainder of the municipally owned 4 of 38

5 lands. The road would also open up the opportunity to reconfigure Haramis Park to create a future commercial lot fronting on O Brien. Motion to adopt: Reeve Emon THAT the committee endorse further refinement of the November 5, 2018 diagram with roads A (O Brien), B (Mask) and C (cul de sac). Diagram provided with D&W committee minutes to council. 3. Municipal Garage Director Asselin informed the committee that the resident whose property is adjacent to the Municipal Town Garage at 529 Lisgar has revalued his property which is in excess of the amount authorized by Council. The committee felt that the previous offers were fair. The committee has tabled the discussions until future date. VI. ADJOURNMENT There being no further business to come before the meeting, the meeting was adjourned at 5:32 PM Motion to adopt: Revee Emon 5 of 38