THE DISTRICT MUNICIPALITY OF MUSKOKA ENGINEERING AND PUBLIC WORKS COMMITTEE A G E N D A

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1 THE DISTRICT MUNICIPALITY OF MUSKOKA ENGINEERING AND PUBLIC WORKS COMMITTEE A G E N D A Meeting No. PW Wednesday, April 1, :00 a.m. Council Chamber, District Administration Building Pages 1. CALL TO ORDER 2. DECLARATION OF PECUNIARY INTERESTS 3. BUDGETS 1-5 a) Draft 2009 Operating Budgets, Capital Budgets And Forecasts For Transportation And Environment Report No. PW Please bring your copy of the 2009 Draft Tax Supported Operating Budget and Capital Budget and Forecast binder to the meeting. Recommendation THAT the Draft 2009 Operating Budgets, Capital Budgets And Forecasts For Transportation And Environment distributed to all District Councillors on March 30, 2009, and considered by the Engineering and Public Works Committee on April 1, 2009, be endorsed and forwarded to the Committee of the Whole Council for further consideration. 4. ENVIRONMENT 6-10 a) Proposed Local Improvement for Sanitary Sewers Hidden Valley Highlands, Town of Huntsville Report No. PW Recommendation THAT authorization be granted to circulate a petition for the provision of municipal sanitary sewer services consisting of a combination of gravity and low pressure sewers on Chalet Crescent, Lakeview Crescent, Mount Pleasant Crescent, Skyline Drive, Slalom Drive, Valley Road and Woodland Drive, in the Town of Huntsville, as recommended under Option 2 in Report No. PW

2 Pages b) Appointment of a Consultant to Provide Professional Engineering Services for Mountview Sewage Treatment Plant In the Town of Huntsville Report No. PW Recommendation THAT R.V. Anderson Associates Limited be retained to provide professional consulting services required for facility improvements at the Mountview Sewage Treatment Plant in the Town of Huntsville, as recommended in Report No. PW c) Long Range Solid Waste Management Plan Expansion Of The Rosewarne Drive Landfill Site In The Town of Bracebridge Report No. PW Recommendation WHEREAS resolution number R80/2007 of the Engineering and Public Works Committee authorized the submission of an application for approval to the Minister of the Environment for an environmental assessment for the expansion of the Rosewarne Drive landfill site in the Town of Bracebridge, as described in Report No. PW ; AND WHEREAS in a letter received by Muskoka on February 3, 2009, the Minister of the Environment advised that the environmental assessment had been approved, subject to certain conditions; AND WHEREAS it is necessary to proceed with the final design of the landfill expansion to secure the approvals required under the Environmental Protection Act, the Ontario Water Resources Act and the Planning Act, among others, and to comply with the conditions imposed by the Minister; NOW THEREFORE BE IT RESOLVED THAT Dillon Consulting be retained to provide the professional consulting services required to address these requirements, as recommended in Report No. PW TRANSPORTATION a) Weighted Wage Rate Township of Lake of Bays Report No. PW Recommendation THAT the weighted wage rate of $30.18 for the Township of Lake of Bays effective April 1, 2009 be approved in accordance with Report No. PW

3 Pages b) Road Closure Muskoka Road #37 (Manitoba Street) - Bracebridge Classic Car Show Event Report No. PW Recommendation (Delegated Decision) THAT Muskoka Road #37 (Manitoba Street), from Muskoka Road #42 (Taylor Road) to Ontario Street, be temporarily closed on Saturday, June 21, 2009 between the hours of 8:00 a.m. and 5:00 p.m. to accommodate the Bracebridge Classic Car Show Event. 6. AWARD OF TENDERS 20 a) Tender No Gradall Rental Various Muskoka Roads Report No. PW Recommendation THAT Tender No for gradall ditching on various Muskoka roads be awarded to the low bidder, Ley s Gradall Rental, in the amount of $57,394.40, which is included in the 2009 Operating Budget, as recommended in Report No. PW b) Tender No Pulverization and Base Stabilization Various Muskoka and Area Municipality Roads Report No. PW Recommendation THAT Tender No for pulverization and base stabilization on various Muskoka and Area Municipality roads be awarded to the low bidder, Miller Paving Limited, in the amount of $1,879,806.38, which is included in the 2009 Capital Budget, as recommended in Report No. PW c) Tender No Slurry Seal Surface Various Muskoka and Area Municipality Roads Report No. PW Recommendation THAT Tender No for slurry seal surface on various Muskoka and Area Municipality roads be awarded to the low bidder, Miller Paving Limited, in the amount of $741,493.39, which is included in the 2009 Capital Budget, as recommended in Report No. PW

4 Pages d) Tender No High Float Surface Treatment Various Muskoka and Area Municipality Roads Report No. PW Recommendation THAT Tender No for high float surface treatment on various Muskoka and Area Municipality roads be awarded to the low bidder, Fowler Construction Company Limited, in the amount of $1,824,799.65, which is included in the 2009 Capital Budget, as recommended in Report No. PW e) Tender No Routing and Crack Sealing Various Muskoka Roads Report No. PW Recommendation THAT Tender No for routing and crack sealing on various Muskoka roads be awarded to the low bidder, R & N Maintenance, in the amount of $94,500.00, which is included in the 2009 Operating Budget, as recommended in Report No. PW INFORMATION ITEMS 26 a) Tender No Culvert Supply Report No. PW b) Inflow/Infiltration Studies In The Town of Huntsville Report No. PW c) Muskoka's Local Improvement Policy AD:22 Supporting Document for Item 4 a) PW INFO-C 8. NEW BUSINESS 9. ADJOURNMENT Recommendation THAT the Engineering and Public Works Committee adjourns to meet again on Wednesday, April 22, 2009 at 9:00 a.m., or at the call of the Chair.

5 TO: FROM: Chair and Members Engineering and Public Works Committee A.J. White, P.Eng. Commissioner of Engineering and Public Works DATE: March 25, 2009 SUBJECT: Draft 2009 Operating Budgets, Capital Budgets And Forecasts For Transportation And Environment REPORT No.: PW RECOMMENDATION THAT the Draft 2009 Operating Budgets, Capital Budgets And Forecasts For Transportation And Environment distributed to all District Councillors on March 30, 2009, and considered by the Engineering and Public Works Committee on April 1, 2009, be endorsed and forwarded to the Committee of the Whole Council for further consideration. ORIGIN The draft 2009 budgets and forecasts for Transportation And Environment were included in the Draft 2009 Tax Supported Operating Budget, Capital Budget And Forecast to be distributed to all District Councillors by the Commissioner of Finance and Corporate Services on March 30, The Transportation and Environment budgets include allocations for Muskoka s Roads program, the Port Carling Locks and Hauled Sewage (Septage) Lagoons. ANALYSIS Budget Process The 2009 rate supported budgets administered by the Engineering and Public Works Department, including Water, Sewage and Solid Waste Management programs, were approved by Committee on January 28 and by Council on February 17, Following consideration of the tax supported budgets by the relevant standing committees, a Committee of the Whole Council will be convened on May 6, 2009, for a corporate budget presentation. Final approval of the budget by Council is anticipated on May 11, Managing Our Legacy Together 1.../2

6 - 2 - Transportation Budget The bulk of the transportation budget is devoted to roads and associated infrastructure (i.e. bridges, culverts, storm drainage systems, etc.). However, the Port Carling Locks and James Bartleman Island Park are also included. Roads In 1999, Council approved a plan to increase spending on roads from $11.3 million to $16.5 million by 2008 (both figures in 1999 dollars). Although the targets in the early years of the plan were largely unmet, in 2007 Council directed that sufficient funds be allocated to put the program back on track. Last year, the plan s spending objective was met, and 2008 marked the end of the plan s requirements for budgetary increases over and above inflationary adjustments. Beyond 2008, the plan calls only for inflationary adjustments, which are to reflect the change in the Reed Construction Cost Index for the year prior to the budget year. The draft 2009 budget has been developed on that basis. The expenditures and levy impact associated with the draft 2009 roads program can be summarized as follows: 2009 Expenditures Non-Levy Revenues 2009 Net Levy Requirements Net Operating Costs Net Operating Costs 7,571,860 7,571,860 Net Roads' Capital Program Costs Gross Capital Costs 15,452,000 Other Capital Funding Sources (2,452,000) 13,000,000 Roads Capital Reserve Fund Commitments Provision for Storm Damage 100,000 Provision for Active Transportation 200,000 Roads' Capital Reserve Fund (300,000) - Total 23,323,860 (2,752,000) 20,571,860 In 2008, the net levy was $19,777,122 and the projected net levy requirement for 2009 was $20,827,728. At $20,571,860, the draft 2009 total net levy requirement is slightly less than predicted and represents an increase of 4% over This increase reflects the year-over-year change in the Reed Construction Cost Index. The budget and forecast for construction and resurfacing is presented on pages 17 to 18 of the Transportation section of the draft 2009 tax supported budget. Details for Road Operations are provided on pages 4 through 15 and a summary of the complete budget is found on page 2. Some highlights of the 2009 budget are as follows: 1) Area, Special and Contract Maintenance Generally, these budgets have been increased to reflect inflationary pressures. Variations within cost centres reflect the needs and 2.../3

7 - 3 - circumstances of District Roads within the six area municipalities. This year, a further $100,000 has been set aside to assist the area municipalities in implementing the Salt Management Plan. Winter maintenance costs in 2008 were much higher than budgeted and the overrun will be financed first from any available corporate surplus and second from the road reserve fund. The temptation to dramatically increase winter maintenance budgets in 2009 has been resisted to avoid building the costs of what might be an unusual year into base budgets. However, if heavier snowfalls become a feature of Muskoka winters as some climate change theories suggest, future increases beyond the rate of inflation will be necessary. Alternatively, expansion of the scope and application of the reserve for storm damage repairs might be considered (see item 4 below). 2) Traffic Management The draft budget reflects an increase of 11.1 % over 2008, largely due to the inclusion of two Traffic Technicians to cope with increased workload as described in report number PW and as authorized by resolution number R120/2008 of the Engineering and Public Works Committee. Although characterized in the draft budget as a service level change, the additional resources are actually required to maintain the current level of service for a growing inventory of signs and signals. As noted on page 14 of the Transportation section of the draft budget, the sign inventory has increased by more than 30 percent since 1998 and the number of signal installations has risen from 18 to 31, with more planned for Despite this growth, there has been no change in staffing levels. 3) Active Transportation In each of the years 2007 and 2008, $200,000 was set aside in a reserve account for Active Transportation initiatives. It is proposed to add a further $200,000 in The first demand for a contribution from this reserve came from facilities to be incorporated into the reconstruction of Muskoka Road No. 50 (High Falls Road) which is scheduled to be completed in the Fall of ) Storm Damage Repairs For several years, Muskoka has experienced summer storms of increasing frequency and severity. Funds have been diverted from other activities (primarily construction) to finance the cost of repairing storm damage on an as-needed basis. In 2007, a specific storm damage reserve account was established with the idea that annual contributions would be made in preparation for future extraordinary expenses associated with storm damage. It is proposed that $100,000 be set aside for this purpose in 2009, which is unchanged from 2008 and However, in the future, consideration could be given to expanding the scope and application of the reserve to address unusual winter storm conditions too. The creation and use of a reserve account to address all types of unusual weather events may be preferable to a general increase in base funding levels for roads maintenance. This issue will be revisited in ) Capital Program In 2009, the road construction program includes the reconstruction of about 5 kilometres of Bonnie Lake Road (MR 46), 1.4 kilometres of Muskoka Beach Road (MR 17), and completion of the work on High Falls Road which includes 3.3 kilometres of road reconstruction and the replacement of two structures. Structural repairs to the Indian River Bridge on MR 118 will be completed and the intersection of Peninsula Road (MR 7) and MR 118 will be improved and signalized. The capital program also includes numerous asphalt and emulsion resurfacing projects as detailed on page 18 of the Transportation section of the draft budget. The program contains two G8 related projects the painting of the Muskoka River Bridge on Main Street (MR 3) and resurfacing of Canal Road (MR 23) from Highway 60 to Deerhurst Drive. 3.../4

8 - 4 - Port Carling Locks (Including James Bartleman Island Park) The 2008 capital program for the Port Carling Locks and James Bartleman Island Park reflected the recommendations of a Development Master Plan produced for the property in However, in the summer of 2009, emergency repairs had to be carried out on the fixed docks north of the locks. To finance the necessary expenditures, the capital program was amended to redirect funds from park development to dock repairs. Further details may be found in report number PW and resolution number R98/2008 of the Engineering and Public Works Committee. Despite the capital budget reallocation, the repairs were a stop-gap measure and are not considered to add value to the asset. Therefore, to comply with PSAB accounting rules, the expenditures on the dock repairs had to be charged against operating accounts. Accordingly, the 2008 actual operating expenses are correspondingly higher than the 2008 operating budget. However, there is a matching underexpenditure in the capital accounts. The 2009 capital budget contains an allocation to support removal of the damaged docks, reconstruction of a portion of the fixed docks and installation of floating docks to replace the remainder. Alternative dock systems and arrangements were discussed in report number PW and the preferred alternative was endorsed in resolution number R17/2009 of the Engineering and Public Works Committee. The abovementioned Development Master Plan for the park was, to a large extent, based on the premise that significant increases in pedestrian traffic would occur as a result of growth in the business of the Muskoka Lakes Navigation And Hotel Company Limited and the Port Carling Museum. This growth has not progressed as rapidly as had been predicted. In 2008, prior to the capital budget reallocation, it was proposed to move forward with a key element of the development plan, which is the park pavilion. However, dealing with the docks has taken precedence. Furthermore, it is feared that correction of other, as yet undetected deficiencies in structural, mechanical and electrical systems may further delay progress on the implementation of plans for the park. With this in mind, and as suggested in report number PW , an allocation of $80,000 has been included in the capital budget for an assessment of the locks and related infrastructure. The assessment will identify deficiencies and prioritize remedial works, which would then be integrated into the ten year capital forecast with the remaining park related projects. It is intended that the work would be undertaken according to a schedule that could be supported without increasing the annual contribution to reserves. Increases in operating expenses are attributable to contracted services, utility and insurance costs. The facility is operated by the Township of Muskoka Lakes on Muskoka s behalf and more significant maintenance and repairs are contracted to the private sector. The overall impact on the levy required to support the Port Carling Locks and James Bartleman Island Park is $12,650 which is a 4.5% increase over the 2008 levy. Environment Budget The Environment Budget includes contributions to reserves (environment financing) and costs associated with the treatment and disposal of hauled sewage (i.e. wastes from septic and holding tanks, otherwise known as septage) in lagoons. 4.../5

9 -5- Sewaae Laaoons The operating program for sewage lagoons in 2009 will be very similar to that for Most of the expiry dates imposed by the Ministry of the Environment on the Certificates Of Approval for the lagoon sites have been lifted. However, more work needs to be done to secure an unencumbered certificate for the 12 Mile Bay Road (Freeman) lagoons in the Township of Georgian Bay. On page 9 of the Environment section of the draft 2009 tax supported budget, it can be seen that an increase in the operating budget of 2.2% over 2008 is projected. After revenue from user fees is taken into account, the requirement for financing from the levy is down by 3.6% over 2008 levels. In report number PW it was noted that the onerous requirements of the Nutrient Management Act coupled with the expected growth in opposition to land application of biosolids will render the practice unsustainable. Currently, Muskoka successfully manages biosolids from sewage treatment plants through anaerobic digestion, dewatering and composting or landfilling. If similar techniques are to be applied to the widely dispersed hauled sewage lagoons, mobile dewatering equipment will be required. Report number PW provided an update on the status of plans to purchase such equipment. It was noted that the prices were substantially higher than the budget allocations at the time, and it was recommended that expenditures be postponed for one year. Resolution number R102/2008 approved the recommendation together with the inclusion of a revised allocation in the 2009 capital budget. An allocation of $500,000 has been made, as shown on page 11 of the Environment section of the draft budget. Other capital budget allocations of note include $100,000 for completion of work commenced at the Franklin lagoon in 2008 and $230,000 for expansion of the Ryde lagoon. Environment Financinq The amount budgeted for environment financing is up $103,000 in 2009 over The extra funding is required to finance the capital plan and represents an increase of 4.4%. When combined with the 3.6% decrease in the levy required to support the Sewage Lagoons budget, the overall levy increase for the Environment section of the budget is $76,971 or 2.5%. Respectfully submitted, With the concurrence of, A.J. White, P.Eng. Commissioner of Engineering and Public Works Stephen Cairns, Commissioner of Finance and Corporate Services AJW:OSreport\SBUDOSl.doc 5

10 TO: FROM: Chair and Members Engineering and Public Works Committee Kevin Austin, P.Eng. Director of Contract and Engineering Services DATE: February 11, 2009 SUBJECT: Proposed Local Improvement for Sanitary Sewers Hidden Valley Highlands, Town of Huntsville REPORT NO.: PW RECOMMENDATION THAT authorization be granted to circulate a petition for the provision of municipal sanitary sewer services consisting of a combination of gravity and low pressure sewers on Chalet Crescent, Lakeview Crescent, Mount Pleasant Crescent, Skyline Drive, Slalom Drive, Valley Road and Woodland Drive, in the Town of Huntsville, as recommended under Option 2 in Report No. PW ORIGIN On August 5, 2008, the Hidden Valley Property Owners Association asked Muskoka to investigate the feasibility of providing municipal sanitary sewers on the streets listed in the recommendation above. BACKGROUND The streets listed in the recommendation above are within an area known as Hidden Valley Highlands. The area lies within the urban centre of the Town of Huntsville on the south side of King s Highway No. 60 to the east of Hidden Valley Road. As such, the area is designated for service by municipal sanitary sewers according to Muskoka s Official Plan. The affected area was developed more than thirty years ago and is currently serviced by municipal watermains and private, on-site sewage systems (septic tanks and tile beds). No immediate health or environmental risks have been identified. However, the private sewage systems are at an age when problems can occur and some residents may be delaying repairs to septic systems pending a decision respecting the extension of sanitary sewers. The area abuts Peninsula Lake and drains towards the water body. The roads within the subdivision are constructed to a semi-urban standard (i.e. limited street lighting, open ditch drainage and no sidewalks) and are in various stages of repair. Based on very preliminary budget information, a business case evaluation was undertaken to determine whether or not the requested sanitary sewer project could be supported from a strictly financial perspective. This preliminary analysis yielded a positive Net Present Value (NPV), thus indicating that a business case could be made for proceeding with the project. Managing Our Legacy Together 6.../2

11 - 2 - Following the preliminary analysis, permission was sought to advance a portion of the capital expenditure from the Rate Supported Capital Budget and Forecast for the purpose of developing more accurate information for the NPV assessment. This work was authorized by Resolution No. R99/2008 of the Engineering and Public Works Committee passed on September 3, 2008, and adopted by Council on September 22, EXISTING POLICY Under Section 4.10 ii) of Muskoka s existing policy on Local Improvements (AD:22) the level of interest shown by the affected property owners requires that a report be prepared for consideration by Council through the appropriate standing committee. The report is to include a recommendation to circulate a petition, along with details of the expressions of public interest in the project, a description of the affected properties, and pertinent financial information. ANALYSIS In response to Resolution No. R99/2008, staff investigated the servicing requirements in greater detail and prepared cost estimates for two different options for addressing those requirements. The first option (Option 1) was for a sewage collection system based entirely on Low Pressure Sewers (LPS) and the second option (Option 2) was based on a combination of gravity and LPS sewers. The two options investigated are depicted in the diagrams attached as Appendices A and B. One hundred and thirty-six (136) properties are affected in both cases. In Option 1, all properties would be provided with a LPS service that will require the owner to install a grinder pump. In Option 2, 56 property owners would have access to the gravity system and 80 would be provided with an LPS service. From an engineering perspective, the second option is superior. This is not an indication of any inherent deficiency in LPS systems, many of which are in use throughout Muskoka. It is simply a reflection of the application of appropriate technologies to the specific circumstances of this project. By providing a gravity sewer where feasible and appropriate, the number of residents on each leg of the LPS system can be kept to a minimum. This will reduce the operating load on both the pipes and the pumps, and will ensure that the fewest number of people would be affected by any problems that might arise within the system in the future. It will also minimize situations in which properties are obliged to pump downhill and will conserve energy. Unlike pressure pipes, gravity sewers are easily inspected, which provides an opportunity to undertake targeted preventative maintenance before problems arise. Option 1 would create by far the largest LPS system in Muskoka, being at least double the size of the current largest system. The larger the system, the greater the opportunity for a problem to go unnoticed until it disrupts services, and the greater the number of people affected. For these reasons, and despite the negative NPV mentioned in the financial section of this report, Option 2 is recommended. The existing water distribution system in the area was not designed to provide fire protection. The watermains are not only of substandard size, but they are also located on a variety of secured and unsecured easements rather than on the municipal road allowances. Therefore, if this project advances to the construction stage, consideration should be given to replacing the watermains at the same time. STRATEGIC PRIORITIES Council s Strategic Priorities document has the twin goals of building financial strength (Goal 2) while providing reliable and progressive infrastructure (Goal 4). In an attempt to reconcile these goals, Strategy 2.1 requires that a business case test be applied to each new capital project of the type under consideration. 7.../3

12 -3- FINANCIAL For the two options considered, the current Local Improvement charges of $10,910 for gravity sewers and $7,240 for low pressure sewers were used in the related financial analyses. No account was taken of the additional private side cost of installing and operating the grinder pumps necessary for LPS services. The estimated cost of construction of the LPS system (OptionI)is $2,540,000, which includes $500,000 in related road works. The estimated construction cost for the combination gravity and LPS system (Option 2) is $3,430,000, which includes $750,000 in related road works. The estimated cost of the waterworks is $1,420,000, which includes an additional $250,000 in related road works. This project has been identified in the Draft 2009 Rate Supported Capital Budget and Forecast under project number The project is scheduled in the year 2010 and has a budget allocation of $4,475,000. This allocation is less than the sum of the currently estimated costs for Option 2 and the replacement of the watermains, but more than the sum of the estimated cost of Option 1 and the watermain replacements. In a business model approach to financial analysis, consideration is given to the NPV of the cash flow associated with the project when deciding whether or not to proceed. Usually, businesses do not proceed with projects that have a negative NPV. The Hidden Valley Highlands sewer project has been subjected to a NPV analysis based on the following assumptions: 0 An inflation rate of 2% per annum was used to discount the future cost of money 0 The taxation revenue stream is available over the next 40 years before reinvestment and upgrades are required for the proposed works 0 The cost of financing is 6% over 20 years (equivalent to Muskoka s last two debenture issues) 0 The marginal operating costs of servicing the property will be offset by user fees generated by the residents within the area. Based on these assumptions, the NPV for Option 1 (Le. LPS only) is positive $44,000 while the NPV for Option 2 (i.e. a gravity/lps combination) is negative $424,000. In the development of public infrastructure there are many other factors that come into play when deciding to proceed with any new service (e.g. wider community interests, economic factors, health risks, environmental considerations, etc.). If the Committee decides to authorize the circulation of a petition, a choice will have to be made between Option 1 and Option 2. If Option 2 is preferred due to the other positive impacts of this option on the community, it is recommended that the $424,000 shortfall be funded from Muskoka s Environmental Reserve Fund. Respectfully submitted, With the Concurrence of, Kevin Austin, P.Eng. Director of Contract and Engineering Services Sharon Donald Director of Budgets and Financial Planning 8

13 MOUNT PLEASANT CRT APPENDIX A: OPTION 1 - CONCEPT LOW PRESSURE ± WOODLAND DR SKYLINE DR SLALOM DR SKYLINE DR WOODLAND DR LAKEVIEW CRES HIDDEN VALLEY RD HIDDEN VALLEY RD 4M CHALET CRES CHALET CRES VALLEY RD SKI CLUB RD Legend 4M EXISTING MH 4M SANITARY PUMPING STATIONS EXISTING LOW PRESSURE SEWER EXISTING SANITARY SEWER PROPOSED LOW PRESSURE SEWER Peninsula Lk 9

14 APPENDIX B: OPTION 2 - CONCEPT GRAVITY & LOW PRESSURE ± WOODLAND DR WOODLAND DR SKYLINE DR SLALOM DR SKYLINE DR LAKEVIEW CRES HIDDEN VALLEY RD HIDDEN VALLEY RD MOUNT PLEASANT CRT 4M CHALET CRES CHALET CRES VALLEY RD SKI CLUB RD Legend PROPOSED MH EXISTING LOW PRESSURE SEWER 4M EXISTING MH 4M SANITARY PUMPING STATIONS EXISTING SANITARY SEWER PROPOSED LOW PRESSURE SEWER PROPOSED SANITARY SEWER Peninsula Lk 10

15 TO: FROM: Chair and Members Engineering and Public Works Committee G.R. Bache, P. Eng. Director of Environmental Services DATE: March 26, 2009 SUBJECT: Appointment of a Consultant to Provide Professional Engineering Services for Mountview Sewage Treatment Plant in the Town of Huntsville REPORT NO.: PW RECOMMENDATION THAT R.V. Anderson Associates Limited be retained to provide professional consulting services required for facility improvements at the Mountview Sewage Treatment Plant in the Town of Huntsville, as recommended in Report No. PW ORIGIN Resolution number 7/2009 of the Muskoka District Council authorized the submission of an application to the Federal government for G8 Community Project funding in the amount of $2,000,000 for the construction of covers and related structural repairs to the exterior tanks at the Mountview sewage treatment plant. ANALYSIS If the abovementioned funding for improvements to the Mountview sewage treatment plant is forthcoming, it is anticipated that a minimum of fourteen months will be required to design, secure approvals for and construct the works. Thus far, there has been no response to Muskoka s funding application, but given the time constraints, a delay in securing the professional services required for this project would be inadvisable to say the least. The necessary services include condition assessment, process and facilities design, applications for approval, contract document preparation, construction supervision, contract administration, commissioning, training, record documentation, and preparation of operation manuals. Managing Our Legacy Together 11.../2

16 -2- Muskoka s Capital Budget and Forecast contains an allocation for improvements to the Mountview plant. These funds are intended to ensure that the plant continues to satisfy regulatory requirements until such time as new legislation, obsolescence or the pressures of community growth require that the facility be replaced, as outlined in the Huntsville Wastewater Servicing Strategy presented to the Committee on July 2, These improvements are not contingent on the approval of G8 Community Project funding, but they must complement the tank covers (if approved) and they must be constructible within the prescribed timeframe. The final design and order of priority for plant improvements may vary depending on whether or not G8 funding is forthcoming. However, it is important that the engineering work commence now to ensure that there is a reasonable chance of completing the improvements before the GB summit. Given the expressed concerns of the Town of Huntsville, priority will be given to improvements that are most likely to have a positive impact on odour reduction. R.V. Anderson Associates (RVA) has had a long and successful involvement in the development of the sewage works in Huntsville, having been responsible for the design of both the Mountview and Golden Pheasant treatment plants, as well as much of the collection and transmission systems. Most recently, RVA was responsible for producing the servicing strategy presented to the Committee last summer. The Qualifications Based Selection (QBS) process endorsed by Professional Engineers Ontario and the Association of Consulting Engineers of Canada is used to select consultants. Given RVAs historical and recent work on the Mountview plant, they are considered to be best placed to deliver the professional services required within the applicable timeframe. FINANCIAL CONSIDERATIONS improvements to the Mountview sewage plant are listed under project number in the Capital Budget and Ten Year Forecast and the allocation for 2009 is $700,000. The estimated cost of engineering services to support this expenditure is$100,000. If, further to an announcement of G8 funding, the scope of the work is expanded to include tank covers, both the value of the project and the cost of engineering services will increase. However, these increases are included in the amount requested from the G8 Community Project funding. Respectfully subrnitted, With the concurrence of, G.R:Bache, P. Eng. Director of Environmental Services Stephen Cairns Commissioner of Finance And Corporate Services 12

17 TO: FROM: Chair and Members Engineering and Public Works Committee A.J. White, P.Eng. Commissioner of Engineering and Public Works DATE: March 26, 2009 SUBJECT: Long Range Solid Waste Management Plan Expansion Of The Rosewarne Drive Landfill Site In The Town Of Bracebridge REPORT No.: PW RECOMMENDATION WHEREAS resolution number R80/2007 of the Engineering and Public Works Committee authorized the submission of an application for approval to the Minister of the Environment for an environmental assessment for the expansion of the Rosewarne Drive landfill site in the Town of Bracebridge, as described in Report No. PW ; AND WHEREAS in a letter received by Muskoka on February 3, 2009, the Minister of the Environment advised that the environmental assessment had been approved, subject to certain conditions; AND WHEREAS it is necessary to proceed with the final design of the landfill expansion to secure the approvals required under the Environmental Protection Act, the Ontario Water Resources Act and the Planning Act, among others, and to comply with the conditions imposed by the Minister; NOW THEREFORE BE IT RESOLVED THAT Dillon Consulting be retained to provide the professional consulting services required to address these requirements, as recommended in Report No. PW ORIGIN On September 10, 2007, the Muskoka District Council adopted resolution number R80/2007 of the Engineering and Public Works Committee, which authorized the submission of an application for approval of an environmental assessment for the expansion of the Rosewarne Drive landfill site. ANALYSIS The expansion of the Rosewarne Drive landfill site is the centrepiece of Muskoka's Long Range Solid Waste Management Plan. As noted above, the Minister of the Environment has now issued an approval for this facility under the Environmental Assessment (EA) Act. Obtaining this approval is a significant accomplishment, and it puts Muskoka in an excellent position to deal with its residual solid waste until at least Managing Our Legacy Together 13.../2

18 -2- For municipal undertakings of any significance, and most certainly for waste disposal facilities, the approval required by the EA Act is by far the most challenging to obtain. It constitutes the Minister's approval to proceed with implementation of the project and, accordingly, it is a significant milestone in the development of the project. However, several other statutes, regulations and guidelines must be complied with, not to mention the conditions imposed by the Minister in granting approval under the EA Act. The landfill site expansion must be approved under the Environmental Protection Act, and approval for leachate control and stormwater management facilities is required under the Ontario Water Resources Act. Planning Act approvals are also required. In addition, the Minister imposed numerous conditions which may be grouped into the following categories: 1) Environmental Assessment Compliance Monitoring Program; 2) Annual EA Compliance Report; 3) Public Liaison Committee; 4) Complaints Protocol; 5) Leachate Treatability Study; and 6) Further notice to Aboriginal Communities. Professional engineering services are needed to complete the final design of the facility so that applications for approval under the abovementioned statutes can be completed. Muskoka also requires assistance with the work required to comply with the Minister's conditions. Despite the approval of the EA, consultations with aboriginal communities and the public at large remain significant obligations. Undertaking these consultations requires tact and diplomacy not to mention an unsurpassed knowledge of the project and the process followed in the EA. Muskoka uses the Qualifications Based Selection (QSS) process endorsed by Professional Engineers Ontario and the Association of Consulting Engineers of Canada to select consultants. The required work is a natural extension of the EA assignment, which was carried out exceptionally well by Dillon Consulting. This firm is in the best position to provide the required professional services and, accordingly, it is recommended that Dillon be retained for this purpose. FINANCIAL CONSIDERATIONS This project is identified in the Rate Supported Capital Budget and Forecast for Solid Waste Management as Master Plan. There is approximately $160,000 remaining in the budget, which is more than sufficient to support activities planned for However, it is anticipated that the work will span two fiscal years at an estimated cost of $250,000. Of this amount, $50,000 will be required for application fees payable to the Ministry of the Environment. Therefore, it is recommended that the budget be increased by $90,000 to be financed from the Solid Waste Reserve Fund. Respectfully submitted, With the concurrence of, A.J. White, P.Eng. Commissioner of Engineering and Public Works Stephen Cairns, Commissioner of Finance and Corporate Services AJW:OSreport\3SWMPI.doc 14

19 ENGINEERING & PUBLIC WORKS DEPARTMENT 70 PINE STREET, BRACEBRIDGE, ONTARIO P1L 1N3 Telephone (705) OR FAX (705) TO: FROM: Chair and Members Engineering and Public Works Committee N.W. Waters Director of Roads and Waste Management DATE: March 23, 2009 SUBJECT: Weighted Wage Rate Township of Lake of Bays REPORT NO: PW RECOMMENDATION THAT the weighted wage rate of $30.18 for the Township of Lake of Bays effective April 1, 2009 be approved in accordance with Report No. PW ORIGIN A request for approval of the weighted wage rate from the Township of Lake of Bays. ANALYSIS The proposed rate of $30.18 per hour, effective April 1, 2009 for the Township of Lake of Bays is an increase of 5.5% from the previous weighted wage rate. This rate will be in effect for 2 years. The calculations have been checked and are correct. Respectfully submitted, Noel W. Waters, CRS-S, CMM l Director of Roads and Waste Management 15

20 WAGE COMPARISON POSITION BRACEBRIDGE GRAVENHURST HUNTSVILLE GEORGIAN BAY LAKE OF BAYS MUSKOKA LAKES Effective Date December 27, 2008 April 1, 2009 December 31, 2008 January 1, 2008 April 1, 2009 April 1, 2007 AVERAGE WAGE $22.37 $22.95 $21.44 $21.85 $22.05 $20.88 PAYROLL BURDEN % 52.04% 47.83% 42.00% 36.36% 37.20% WEIGHTED WAGE RATE $31.56 $34.89 $31.70 $31.03 $30.18 $28.65 DIFFERENCE PREV. RATE 2.1% 4.36% 5.1% 1.50% 5.5% 8.6% To be updated for 2008 Georgian Bay updated March 13, 2008 Bracebridge updated January 13, 2009 Gravehurst updated February 3, 2009 Huntsville update February 11, 2009 Lake of Bays updated March 23, 2009 (For 2yrs) 3/24/

21 TO: FROM: Chair and Members Engineering and Public Works Committee N.W. Waters Director of Roads and Waste Management DATE: March 24, 2009 SUBJECT: Road Closure Muskoka Road #37 (Manitoba Street) Bracebridge Classic Car Show Event REPORT NO: PW RECOMMENDATION THAT Muskoka Road #37 (Manitoba Street), from Muskoka Road #42 (Taylor Road) to Ontario Street, be temporarily closed on Sunday, June 21, 2009 between the hours of 8:00 a.m. and 5:00 p.m. to accommodate the Bracebridge Classic Car Show Event. ORIGIN Correspondence, attached, from the Bracebridge B.I.A requesting the District to temporarily close a portion of Muskoka Road #37 (Manitoba Street). ANALYSIS This event requires the temporary closure of Muskoka Road #37 (Manitoba Street). Muskoka Pubic Works Department has no objection to this request, and the required agreement and insurance will be in place. Respectfully submitted, Noel W. Waters, CRS-S, CMM l Director of Roads and Waste Management 17

22 To: RelayFax via port COM5 From: /24/2009 8:48:14 AM (Page 3 of 4) 03/24/2009 TUB 8:45 FAX TOWN OP BRACEBRIDGE --- District Public Works m003/004 APPLICATION FOR SPECIAL EVENT PERMIT Must be submitted at least 90 days prior to event Application Fee: $26.00 Detailed description of event Does the event require: (please check) Electricity Tent(@ U 0 Are you serving food, beverages or alcohol? '-b ifyes, provide details L 1 &,A ', L C\ub 1 \ Are you discharging fireworks? t,p-~ Ifyes, provide details including safely precautions, licensed I personnel, etc. Do you have qualified first aidicpr personnel on-site? Please provide cdlular phone # for use in case of emergency All organizers and participants must abide by the conditions detailed in the Town of Bracebridne Soecia Events Policy. A public liability Certificate of Insurance in the amount of $2 Million naming the Town of Bracebridge as additional insured must be submitted before a permit will be issued. ALCOHOL INVOLVED? Additional "Party Alcohol Liability " naming the Town of Bracebridge as additional insured must be 04tained. mflca. NAME (PLEASE PRINT) 18

23 To: RelayFax via port COM5 From: /24/2009 8:48:14 AM (Page 4 of 4) 03/24/2009 TUB 8:46 FAX TOWN OF BRACBBRIDGE --- District Public Works m004/004 alight Polcs w/clcctricity -=$- Light Poles w/electricity to be activated 6Firc Hydrant 'TAYLOR ROAD Generator Reader'sWrld 'I'igg's 0 0 Beg Clock B1dE Bird's Variety Gmakabese Mstly Muskoka Chancery Ln Precision Msc Hart's Flwers I rn 0 3 BTSheets 2 0 -Bear We& 0 Royal Ban& Anderson Lane Pelican Bay Tastes & Trts 7: 5' Scott's LaDog HQUSC0 Ellis App CardsKoll. 0 Examiner 0 0 0t1e sweet 0 Rock Shop Mouse H.ole 0 &pice Muskoka 150 DairyBarg Applause Campbell'sg Silver Bridge ONTARIO STREET Martys 19

24 MENGINEERING AND PUBLIC WORKS DEPARTMENT 70 PINE STREET, BRACEBRIDGE, ONTARIO PIL IN3 Telephone (705) OR Fax (705) TO: FROM: DATE: Chair and Members Engineering and Public Works Committee N.W. Waters Director of Roads and Waste Management March 23,2009 SUBJECT: Tender No Gradall Rental - Various Muskoka Roads REPORT NO.: PW RECOMMENDATION THAT Tender No for gradall ditching on various Muskoka roads be awarded to the low bidder, Ley s Gradall Rental, in the amount of $57,394.40, which is included in the 2009 Operating Budget, as recommended in Report No. PW ORIGIN This contract forms a part of the 2009 Road Maintenance Program. ANALYSIS Three bids were received on March 19, 2009 in the amounts listed hereunder. An evaluation of the bids was conducted to review the experience of the contractors and sub-contractors and to identify any irregularities with the submissions. Contractor Location -Bid 1. Ley s Gradall Rental Keswick $57, McLaren Brothers Construction Co. Ltd. Sundridge $58, Weir Gradall Limited Bracebridge $95, This contract is scheduled to commence on May 25,2009 with a targeted completion date of August 28, FINANCIAL CONSIDERATIONS The tender falls within the budget allocation. This work is included in the Operating Budget under Special Maintenance (Major Contracts) with a total approved budget of $150,000. Respectfully submitted, he concurrence of. Noel W. Waters, CRS-S, CMM I Director of Roads and Waste Management Incs Managing Our Legacy Together 20 Stephen Cairns Commissioner of Finance and Corporate Services

25 ENGINEERING AND PUBLIC WORKS DEPARTMENT 70 PINE STREET, BRACEBRIDGE, ONTARIO P1L 1N3 Telephone (705) OR Fax (705) TO: FROM: DATE: Chair and Members Engineering and Public Works Committee N.W. Waters Director of Roads and Waste Management March 23,2009 SUBJECT: Tender No Pulverization and Base Stabilization - Various Muskoka and Area Municipality Roads REPORT NO.: PW RECOMMENDATION THAT Tender No for pulverization and base stabilization on various Muskoka and Area Municipality roads be awarded to the low bidder, Miller Paving Limited, in the amount of $1,879,806.38, which is included in the 2009 Capital Budget, as recommended in Report No. PW ORIGIN This contract forms a part of the 2009 Road Construction Program. ANALYSIS Three bids were received on March 19,2009 in the amounts listed hereunder. An evaluation of the bids was conducted to review the experience of the contractors and sub-contractors and to identify any irregularities with the submissions. Contractor Location -Bid 1. Miller Paving Limited Gormley $1,879, Fowler Construction Company Limited Bracebridge $1,933, Roto-Mill Services Ltd. Orangeville $1,990, This contract is scheduled to commence on May 25,2009 with a targeted completion date of July 17, FINANCIAL CONSIDERATIONS The total price for Part A of this tender, which is for work on District roads only, is $ and falls within the budget allocation. The project is included in the Capital Budget as project numbers , , and with a total approved budget of $1,298,000. Respectfully submitted, Noel W. Waters, CRS-S, CMM I Director of Roads and Waste Management lncs Managing Our Legacy Together 21 With the concurrence of, AQ -- Stephen Ckrns Commissioner of Finance and Corporate Services

26 TO: FROM: DATE: SUBJECT: REPORT NO.: ENGINEERING AND PUBLIC WORKS DEPARTMENT 70 PINE STREET, BRACEBRIDGE. ONTARIO P1L IN3 Telephone (705) OR Fax (705) ww.muskoka.on.ca Chair and Members Engineering and Public Works Committee N.W. Waters Director of Roads and Waste Management March 23,2009 Tender No Slurry Seal Surface Various Muskoka and Area Municipality Roads PW RECOMMENDATION THAT Tender No for slurry seal surface on various Muskoka and Area Municipality roads be awarded to the low bidder, Miller Paving Limited, in the amount of $741,493.39, which is included in the 2009 Capital Budget, as recommended in Report No. PW ORIGIN This contract forms a part of the 2009 Road Construction Program. ANALYSIS Two bids were received on March 19,2009 in the amounts listed hereunder. An evaluation of the bids was conducted to review the experience of the contractors and sub-contractors and to identify any irregularities with the submissions. Contractor Location -Bid 1. Miller Paving Limited Gormley $741, Duncor Enterprises Inc. Shanty Bay $862, This contract is scheduled to commence on June 15,2009 with a targeted completion date of August FINANCIAL CONSIDERATIONS The total price for Part A of this tender, which is for work on District roads only, is $355, and falls within the budget allocation. The project is included in the Capital Budget as project numbers , , , , , and with a total approved budget of $381,000. Respectfully submitted, &A&/. f' : rc Noel W. Waters, CRS-S, CMM I Director of Roads and Waste Management Incs Managing Our Legacy Together 22 Stephen Cairns Commissioner of Finance and Corporate Services

27 TO: FROM: Chair and Members Engineering and Public Works Committee N.W. Waters Director of Roads and Waste Management DATE: March 23, 2009 SUBJECT: Tender No High Float Surface Treatment Various Muskoka and Area Municipality Roads REPORT NO.: PW RECOMMENDATION THAT Tender No for high float surface treatment on various Muskoka and Area Municipality roads be awarded to the low bidder, Fowler Construction Company Limited, in the amount of $1,824,799.65, which is included in the 2009 Capital Budget, as recommended in Report No. PW ORIGIN This contract forms a part of the 2009 Road Construction Program. ANALYSIS Four bids were received on March 19, 2009 in the amounts listed hereunder. An evaluation of the bids was conducted to review the experience of the contractors and sub-contractors and to identify any irregularities with the submissions. Contractor Location Bid 1. Fowler Construction Company Limited Bracebridge $1,824, Duncor Enterprises Inc. Shanty Bay $1,888, Royel Paving Limited Lindsay $2,001, Miller Paving Limited Gormley $2,007, This contract is scheduled to commence on July 6, 2009 with a targeted completion date of August 24, Managing Our Legacy Together

28 Page 2 FINANCIAL CONSIDERATIONS The total price for Part A of this tender, which is for work on District roads only, is $558, and falls within the budget allocation. The project is included in the Capital Budget as project numbers , , and with a total approved budget of $1,298,000. Respectfully submitted, With the concurrence of, Noel W. Waters, CRS-S, CMM I Director of Roads and Waste Management Incs Stephen Cairns Commissioner of Finance and Corporate Services 24