wednesday, october 1st, 2008 immediately following ...council... · “that, communication items...

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AGENDA PUBLIC WORKS

COMMITTEE

Wednesday, October 1st, 2008 Immediately Following Community Development Committee Meeting Lanark County Municipal Office Council Chambers

Councillor Susan Freeman, Chair

1. CALL TO ORDER 2. DISCLOSURE OF PECUNIARY INTEREST 3. APPROVAL OF MINUTES

Suggested Motion: “THAT, the minutes of the Public Works Committee meeting held on September 3rd, 2008 be approved as circulated.”

4. ADDITIONS AND APPROVAL OF AGENDA

Suggested Motion: “THAT, the agenda be adopted as presented.”

5. DELEGATIONS & PRESENTATIONS

i) Network Analysis and Transportation Master Plan: Report #1 Definition of a County Road. TSH, Manager Transportation Planning, Valerie McGirr.

a) Draft Analysis of Existing Road Network Report – attached, page 7.

6. COMMUNICATIONS i) Corporation of the Municipality of Tweed: Resolution requesting the Provincial

and Federal governments to become involved and reduce taxes on petroleum products, including the Provincial road taxes and the Federal Excise Tax - attached, page 38.

ii) Lanark County: Transportation Master Plan Notice of Public Information Centre (PIC) – attached, page 39.

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iii) The Smiths Falls and District Chamber of Commerce: Encourage the City Ottawa to Consider the Inclusion of the Town of Smiths Falls and the Surrounding Municipalities in Expansion of the OC Transpo Service and the Rapid Transit Network – attached, page 40.

Suggested Motion: “THAT, communication items for the October 2008 Public Works Committee meeting be received as information only.”

7. REPORTS

i) Report #PW-10-2008 Posted Speed Reduction: County Road 16A (Queen St.) Almonte Ward – deferred to the November meeting.

Director of Public Works, Steve Allan. ii) Report #PW-86-2008 Contract #PW-13-2008 Network Analysis and TMP

Project Update #4 – attached, page 42. Director of Public Works, Steve Allan.

Suggested Motion:

“THAT, County Council receives Report #PW-86-2008 Network Analysis and Transportation Master Plan Update #4, for information;

“AND THAT, the Clerk sends Report #PW-86-2008 to all local municipal Clerks, including the Town of Smiths Falls Clerk, for information.”

iii) Report #PW-83-2008 Public Works Contracts Status Report #9 – attached,

page 54. Director of Public Works, Steve Allan.

Suggested Motion: “THAT, Report #PW-83-2008 Public Works Contract Status Report #9 be received as information”.

iv) Report #PW-84-2008 Contractors’ Requests for Fuel Surcharges – attached, page 62. Director of Public Works, Steve Allan.

Suggested Motion: “THAT, County Council provides staff direction regarding Contractors’ requests for fuel surcharge payments; AND THAT, the Clerk sends Report #PW-84-2008 to all local municipal Clerks, for information.”

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v) Report #PW-85-2008 Proposed Disposal of the Former County Road 1 between the Yacht Club Road and the Rideau Ferry Bridge – attached, page 68. Director of Public Works, Steve Allan.

Suggested Motion: “THAT, County Council authorizes the Director of Public Works to proceed with the necessary survey and legal work to convey a portion of the former County Road 1 (Parcels #1, #2 and #3), near the Rideau Ferry Bridge, to the Township of Drummond/North Elmsley, as described in Report #PW-85-2008 (Option #2), pending 2009 budget approval; THAT, the County of Lanark is responsible for all costs associated with the transfer of the portion of the former County Road 1, described as Parcels #1, #2 and #3, in Report #PW-85-2008, to the Township of Drummond/North Elmsley;

THAT, pending the completion of the survey and the Registered Plan, the Clerk prepares the necessary By-law to remove the portion of the former County Road 1, shown as Parcels #1, #2 and #3, in Report PW-85-2008, from the County Road System;

THAT, County Council declares the former County Road 1 lands, from the intersection of County Road 1 and the Yacht Club Road, to the eastern limit of Parcel #4, as shown in Report #PW-85-2008, surplus to County needs and authorizes the Director of Public Works to take the necessary steps to stop-up, close and sell the lands to the adjacent property owners, for $1 per parcel, pending 2009 budget approval;

THAT, the $20,000 estimated cost to dispose of the former County Road 1, from its intersection with the Yacht Club Road to the Rideau Ferry Bridge, is referred to the 2009 budget process;

AND THAT, the Clerk sends Report #PW-85-2008 to the Drummond/North Elmsley Township Clerk and the Rideau Ferry Public Dock delegation (Mr. Scott Cameron), for information.”

vi) Report #PW-87-2008 Proposed 2009 Road Capital Program – attached, page 79. Director of Public Works, Steve Allan.

Suggested Motion: “THAT, County Council authorizes the Director of Public Works to prepare and issue tenders in January, 2009, for the proposed 2009 Road Capital Program as described in Report #PW-87-2008; THAT, the 2009 Road Capital Program tender results are referred to the 2009 budget deliberations;

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AND THAT, the Clerk sends Report #PW-87-2008 to all local municipal Clerks, for information.”

vii) Budget Implications of Fuel and Asphalt Index Update (verbal). Director of Public Works, Steve Allan.

Suggested Motion: “THAT, the Fuel and Asphalt Index Update (verbal) be received, for information.”

8. CONFIDENTIAL REPORTS

None at this time. 9. NEW/OTHER BUSINESS

i) Meeting Schedule. Clerk, Cathie Ritchie.

Road Tour 9:00 a.m. Wed, Oct. 1st Community Development Committee: 5:00 p.m. Wed, Oct. 1st Public Works Committee: Wed, Oct. 1st

Beyond the City Lights

Rural Tourism Conference: 8:30 a.m. Thurs, Oct. 2nd

Accessible Advisory Sub-Committee: 3:00 p.m. Mon, Oct. 6th Community Services Committee: 5:00 p.m. Wed, Oct. 8th Corporate Services Committee: Wed, Oct. 8th Non-Union Discussion Committee: 8:00 a.m. Thurs, Oct. 9th

Subdivision Steering Committee: 9:00 a.m. Thurs, Oct. 9th NUG Pay Equity/Compensation Review: 12:00 p.m. Wed, Oct. 15th Strategic Planning Steering Committee: 5:00 p.m. Thurs, Oct. 16th (TENTATIVE) Agriculture Advisory Sub-Committee: 7:30 p.m. Thurs, Oct. 16th ONA Negotiations Sub-Committee: 9:00 a.m. Mon, Oct. 20th

Community Forest Sub-Committee: 4:00 p.m. Mon, Oct. 20th

LCMTC Board of Directors Meeting: 6:00 p.m. Mon, Oct. 20th

County Council: 7:00 p.m. Wed. Oct. 22nd CRST Conference - London October 26 -29th

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Lanark County Housing Corporation Board 6:30 p.m. Tues, Oct. 28th

ONA Negotiations Sub-Committee: 9:00 a.m. Wed, Oct. 29th

LL Leadership & Accreditation Steering: 4:00 p.m. Thurs, Oct. 30th

PIC Draft Com. Forest Recreation Policy: 5:00 p.m. Thurs, Oct. 30th

10. ADJOURNMENT

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DELEGATIONS

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COMMUNICATIONS

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CORPORATION OF THE MUNICIPALITY OF TWEED 255 Metcalf Street

Postal Bag 729 Tweed, On K0K 3J0 Fax: 613-478-6457

Email: [email protected] The following resolution was passed by the Council of the Municipality of Tweed at their regular meeting held July 22, 2008. WHEREAS the Municipality of Tweed is a rural municipality in eastern Ontario; AND WHEREAS the Municipality has 575 kilometres of roadway which it is responsible to maintain; AND WHEREAS the maintenance of these roads involves consumption of gasoline and diesel fuel for the municipal fleet; AND WHEREAS heating fuels for the municipal buildings has also increased considerably; AND WHEREAS the price of petroleum products are expected to continue skyrocketing prior to year’s end; AND WHEREAS our Municipality spent $128,417.55 on gasoline and diesel fuels and $40,199.68 on furnace oil in 2007; AND WHEREAS our calculation for gasoline and diesel fuels based on today’s cost per litre would be $190,485.82 and furnace oil increase would be $65,723.28, a total increase of $87,591.17 which represents a 52% increase over previous years. AND WHEREAS the increased costs of fuel oils are borne by the taxpayers of the Municipality; AND WHEREAS the majority of taxpayers living in this rural Municipality travel to their places of employment; AND WHEREAS the high gas prices discourage the sustainability of small communities and prohibits non-urban living; AND WHEREAS the taxpayers of the Municipality are facing increased municipal costs as well as individual costs for vehicle gas and home heating; NOW THEREFORE BE IT RESOLVED that the Municipality of Tweed request that the Provincial and Federal governments become involved and reduce taxes on petroleum products, including the Provincial road taxes and the Federal Excise Tax; BE IT FINALLY RESOLVED that this resolution be distributed to the Association of Municipalities of Ontario, the County of Hastings and our Provincial and Federal members of Parliament for consideration, action and support. DISCLAIMER This material is provided under contract as a paid service by the originating organization and does not necessarily reflect the view or positions of the Association of Municipalities of Ontario (AMO), its subsidiary companies, officers, directors or agents.

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REPORTS

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THE COUNTY OF LANARK

PUBLIC WORKS COMMITTEE October 1st, 2008

Report #PW-86-2008 of the

Director of Public Works

CONTRACT #PW-13-2008 NETWORK ANALYSIS

AND TRANSPORTATION MASTER PLAN PROJECT

UPDATE #4 1. STAFF RECOMMENDATIONS

It is recommended that: i) County Council receives Report #PW-86-2008 Network Analysis and

Transportation Master Plan Update #4, for information. ii) The Clerk sends Report #PW-86-2008 to all local municipal Clerks, including the

Town of Smiths Falls Clerk, for information. 2. PURPOSE

The purpose of this Report is to inform Council of the progress of Contract #PW-13-2008.

3. BACKGROUND

The fourth Meeting of the Project Technical Advisory Group (TAG) was held at the Public Works Building on August 27th, 2008. The Meeting Minutes are attached, at Appendix “A”. The monthly Project Status Report, prepared by the Project Manager, is attached at Appendix “B”.

4. DISCUSSION

Representatives from five (5) local municipalities attended the fourth TAG Meeting. Participants included the Chief Administrative Officers from two (2) local municipalities and three (2) Road Superintendents. No staff from the Town of Mississippi Mills, Beckwith Township, Drummond/North Elmsley Township or the Town of Smiths Falls attended the Meeting. The Agenda included a final review of the draft selection of criteria to define a “County Road” as well as a discussion regarding intersections and road sections of special concern. The Minutes of the fourth meeting are attached at Appendix “A.” The fifth Meeting of the TAG was held on September 25th, 2008, and included a discussion about the preparations for the Public Information Centres to be held in October, 2008. The Minutes of the fifth meeting are attached at Appendix “C.”

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The final Focus Group Meeting was held on Thursday September 26th, in the Town of Perth. The Project Team is now preparing a summary of the public input received through the six (6) Focus Groups and the on-line questionnaire. Project milestones for the month of October, 2008 are shown below:

Date Meeting/Event Comments October 1st, after Community Development Committee Meeting

Public Works Committee Meeting

Presentation by TSH of proposed criteria to define a County Road.

October 2nd, 5:00 pm Public Information Centre #1 Town of Carleton Place Council Chambers.

October 9th, 5:00 pm Public Information Centre #2 County Council Chambers. The Project Team continues to use the County’s Website and local media to keep the public up to date on the progress of the Project.

5. ANALYSIS AND OPTIONS None.

6. FINANCIAL IMPACT

None.

7. LOCAL MUNICIPAL IMPACT

The first phase of the public consultation process will end with the completion of the two Public Information Centres in October. There will be further opportunities for public input, during the second series of Public Information Centres, to be held in the February/ March timeframe.

8. CONCLUSIONS

The Network Analysis and Transportation Master Plan Project is proceeding as planned.

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9. ATTACHMENTS i) Appendix “A” - Technical Advisory Group (TAG) Meeting #4 Minutes. ii) Appendix “B” - September 2008 Project Status Report. iii) Appendix “C”- Technical Advisory Group (TAG) Meeting #5 Minutes.

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APPENDIX “A”

TECHNICAL ADVISORY GROUP (TAG) MEETING #4 MINUTES

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APPENDIX “B” SEPTEMBER 2008 PROJECT STATUS REPORT

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APPENDIX “C”

TECHNICAL ADVISORY GROUP (TAG) MEETING #5 MINUTES

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PUBLIC WORKS CONTRACTS STATUS REPORT #9

1. STAFF RECOMMENDATIONS It is recommended that:

i) The Public Works Committee receives for information Public Works Contracts

Status Report #9.

2. PURPOSE

The purpose of this Report is to inform the Committee of the status of Public Works Contracts.

3. BACKGROUND

Shaded rows in the attached summary indicate completed contracts. Contracts related to Community Forest Operations and Facilities Projects, managed by the Public Works Department, will be included in the Contract Status Reports. The

Community Forest Sub-Committee will consider all Community Forest Contracts and the Community Development Committee will make contract award recommendations to County Council. The applicable Committee considers facilities projects, before an

award recommendation is made to County Council.

4. DISCUSSION

The following projects will be underway in October:

• Roundabout: Intersection County Roads 17 and 49 • Winter Sand Stockpiling • Pre-Engineering: McIlquham, MacLan and Cockburn Creek Bridges • Evaluations: Glen Isle, Clydesville and George Street Bridges • Network Analysis and Transportation Master Plan Study

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5. ANALYSIS AND OPTIONS

The table below summarizes the status of the contracts/tenders/projects being managed by the Public Works Department.

Completed 28 Ongoing 22 Awarded, work not started yet 2 Tendered/Quoted but not awarded

yet 3

Tender preparation ongoing 4 6. FINANCIAL IMPLICATIONS

Asphalt index and fuel index changes will be presented by the Director at the Meeting.


Consultation with local municipal Public Works Staff for 2008 County Projects continues. Joint projects that have been initiated by local municipalities and County initiated Projects, which will include significant input from their local municipal staffs, include:

• Roundabout: Intersection County Roads 17 and 49 (Town of Mississippi Mills) • McNeely Avenue Phase 3 Preliminary Design (Town of Carleton Place) • Network Analysis and Transportation Master Plan (All local municipalities,

including Town of Smiths Falls)

8. CONCLUSIONS Contracts are proceeding as planned.

9. ATTACHMENTS

i) Appendix “A” - Public Works Contracts Status (as of September 30th, 2008). ii) Appendix “B” - 2008 Road and Bridge Projects. iii) Appendix “C” - 2008 Contract Schedule.

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APPENDIX “A” PUBLIC WORKS CONTRACTS STATUS

(as of September 30th, 2008)

CONTRACT # TENDER DESCRIPTION AWARDED TO: STATUS

#1-2006 RFP: Two Way Radio Maintenance Time Mobile Communications Inc. Expires December 2008

#29-2006 Forestry Management Services (Five-Years)

Mississippi Valley Conservation Ongoing

#43-2006 RFP Construction Management Services – Administration and Engineering Building Renovations

Paul Daoust Construction Canada Ltd Completed.

#PW-3-2007 Supply & Delivery of Bulk Coarse Road Salt – 3 Year Contract (est 8,000 T per year)

Cargill De-icing Technology First year completed

#PW-4-2007 Roadside Brushing Tor-Mac Tree Services Ongoing

#PW-5-2007 Roadside Ditching Thomas Cavanagh

Construction Ltd Completed

#PW-7-2007 Roadway Sweeping John Sweeping Completed

#PW-8-2007

Supply, Load, Haul and Stack Screened Winter Sand @ Perth Garage, U.H. & Lot 23 Con 3 Dalhousie and Stack Winter Sand at McDonald’s Corners Pit

Schedule A: Perth Garage (Crain’s Construction Limited) Schedule B: Union Hall (NOT AWARDED) Schedule C: Dalhousie Pit (S. Bingley Trucking) Schedule D: Almonte Garage (NOT AWARDED)

Schedule E: McDonalds Corners Pit (Thomas

Cavanagh Construction Ltd)

Completed

#PW-10-2007 Supply and Application of Water Based Traffic Paint for Pavement Markings

Trillium Pavement Marking Ontario Ltd

Phase 1: Completed Phase 2: Ongoing

#PW-21-2007 Deacon Bridge Rehabilitation Concreate USL Completed, less guide rail deficiencies

#PW-34-2007 Traffic Signal Maintenance Partham Engineering Ltd Three year contract ending 2009.

#PW-42-2007 McNeely Avenue Widening Tomlinson Construction Ltd Completed

#PW-49-2007 Community Forest Timber Harvesting (James Property) Lavern Heideman and Sons Completed

#PW-50-2007 Community Forest Timber Harvesting (Hands Property)

Contract not awarded. To be re-tendered in October, 2008.

#PW-1-2008 County Road 16 Rehabilitation Karson Kartage and Konstruction

Completed

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#PW-2-2008 County Road 1 Microsurfacing Miller Paving Ltd Completed

#PW-3-2008 County Road 9 Surface Treatment Smiths Construction Ltd Completed

#PW-4-2008 Crack Cleaning and Sealing Roadlast 2000 Inc Completed

#PW-5-2008 County Road 8 Rehabilitation (Phase 1) Crains’ Construction Limited

Completed

#PW-7-2008 County Road 17 Reconstruction Thomas Cavanagh Construction

Completed

#PW-8-2008 Supply & Install 3 Cable Guide Rail with Granular Sealant Smiths Construction Ltd

Completed

#PW-9-2008 Andrewsville Bridge Repair Lischer Construction Ltd Completed

#PW-10-2008 Appleton Bridge Rehabilitation Arnco Construction Ltd Ongoing

#PW-11-2008 Jebbs Creek Bridge Rehabilitation Lischer Construction Ltd Completed

#PW-12-2008 2009-2010 Bridge Program Pre-Engineering RFP

McCormick Rankin Corporation

Tender preparation ongoing

#PW-13-2008 Consulting Engineering Services for Network Analysis and Transportation Master Plan

Totten Simms Hubicki Ongoing. PICs scheduled October 2nd and 9th

#PW-14-2008 Roadside Mowing

First Cut - Cooney Construction

Second Cut - Lewis Farms Completed

#PW-15-2008

Supply & Delivery of Cold Patch (350 T) Innovative Ongoing

#PW-16-2008 Catch Basin and Storm Sewer Cleaning Drain-All Ltd Completed

#PW-17-2008 Bridge Inspection and Evaluation of Alternatives (Three Bridges) GD Jewell Engineering Reports to be completed

by October 2008

#PW-18-2008 Supply and Deliver Tandem Truck Oakes Truck Sales Ltd Delivery early October

#PW-19-2008 Supply and Installation of One All Season Combination Dump Body/Spreader with Snow Plough

Malmberg Truck Trailer Equipment Ltd.

Installation by November

#PW-20-2008 Supply and Deliver Crew Cab Southbank Dodge Chrysler Delivered

#PW-21-2008 Supply and Deliver ¾ Ton Extended Cab Truck Southbank Dodge Chrysler

Delivered

#PW-22-2008 Supply and Deliver ½ Ton Truck A & B Ford Sales Delivered

#PW-23-2008 Supply and Deliver Boom Mower Attachment

Not awarded.

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#PW-24-2008

Consulting Engineering Services for Andrewsville Bridge Rehabilitation

McCormick Rankin Corporation Completed

#PW-25-2008

Consulting Engineering Services for Appleton Bridge Rehabilitation

McCormick Rankin Corporation Ongoing

#PW-26-2008

Consulting Engineering Services for Jebbs Creek Bridge Rehabilitation

McCormick Rankin Corporation Completed

#PW-27-2008 Supply and Deliver Road Signs Tender closing in October

#PW-28-2008 McNeely Avenue Phase 3 Preliminary Design

National Capital Engineering/Genivar Ongoing

#PW-29-2008

2008 & 2009 Lawn Mowing & Landscape Maintenance for the County Administration Building & Lanark Lodge

Howard Home Care Ongoing

#PW-30-2008 Supply & Delivery of 35 office chairs for the Council Chambers (Quotation)

Grand and Toy Delivered

#PW-31-2008 Intersection Improvements: McNeely Avenue at Lake Avenue

Drummond Construction Ongoing

#PW-32-2008

Round-About: Intersection County Roads 17 and 49

Karson Kartage and Konstruction Ongoing

#PW-33-2008 County Road 9 (Tatlock Road) Paving

OMYA (Canada) responsible for tendering, award and contract administration

#PW-34-2008 Intersection Illumination: CR14 & CR21 Munroe Electrical Services Ongoing

#PW-35-2008 Supply and Delivery of Waterhog Grand Premier Indoor/Outdoor Mats (2)

Quotation – Action Sanitation Products Delivered

#PW-36-2008 CR36 Rehabilitation – Bolingbrooke Road Crains’ Construction Limited Completed

#PW-37-2008 Road 16A Rehabilitation Karson Kartage and Construction Completed

#PW-38-2008 Tender for McDonalds Corners Dome Re-Roofing Preparation ongoing

#PW-39-2008 Supply and Stack Winter Sand (Two Locations) Crain’s Construction Limited Completed

#PW-40-2008 Shoulder Reclaimer Handy Hitch Manufacturing Inc. Delivery in November

#PW-41-2008 Shed Repairs (Public Works Building) Skelly General Contracting Completed

#PW-42-2008 Overhead Garage Door Repairs (Almonte Garage) Al Parsons Electronics Ltd. Scheduled October

#PW-43-2008 Elevator Maintenance– Administration Building

Thyssenkrupp Elevator (Canada) Limited Ongoing

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#PW-44-2008 RFP: For Janitorial Services for the County Administration Building and the Public Works Building

RFP results to be presented at November meeting

#PW-45-2008 Municipal Offices and Lanark Lodge Winter Maintenance McMunn Excavations Limited

#PW-46-2008 County Road 511 Hot Mix Rut Repairs Provincial Paving Scheduled early October

#PW-47-2008 Dome Repairs (Union Hall) M.A. Miller and the Boys Ltd. Scheduled September

#PW-xx-2008 Supply and Deliver Diesel Fuel Tender preparation ongoing

#PW-xx-2008 Mechanical Systems Service Agreement McNamee Plumbing Ongoing

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APPENDIX “B”

C:\Gen

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SCHEDULE “C”

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CONTRACTORS’ REQUESTS FOR FUEL SURCHARGES


i) County Council provides staff direction regarding Contractors’ requests for fuel

surcharge payments. ii) The Clerk sends Report #PW-84-2008 to all local municipal Clerks, for

information.

2. PURPOSE

The purpose of this Report is to seek direction from Council regarding requests by three Contractors who are seeking fuel surcharge payments from the County.

3. BACKGROUND

On April 11th, 2007, County Council awarded Contract #PW-03-2007 Supply and Deliver Road Salt (Three Years) to the low bidder Cargill Deicing Technology. On April 24th, 2007, County Council awarded Schedule E of #PW-08-2007 Stack and Load Winter Sand (Two Years) to the low bidder, Crains’ Construction Limited. On May 3rd, 2007, County Council awarded Schedule C of Contract #PW-08-2007 Supply and Deliver Winter Sand (Two Years) to the low bidder, Shawn Bingley Trucking. None of the Contracts provided for the application of the Fuel Price Index to adjust the Contract amount, if fuel prices changed between the closing date of the tender and the date of the work. Currently, only road construction tenders include the Fuel Price Index Adjustment Clause in the Contract.

4. DISCUSSION

On August 13th, 2008, the Director received a letter from Cargill Deicing Technology (attached Appendix “A”) requesting a unit price increase of 3% for the 2008/2009 winter season to offset anticipated increased fuel costs. Assuming road salt usage of 7,000 tonnes, a 3% increase would amount to $15,773.10 for the County of Lanark. Contract #PW-03-2007 also provides for the supply and delivery of road salt, in various quantities, to all local municipalities. Therefore, the requested price increase would also impact their winter costs as summarized in the table below.

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Municipality Estimated Quantity Additional Cost (3% increase) Town of Perth 650 $ 1,464.65 Town of Smiths Falls 1,200 $ 2,703.96 Town of Mississippi Mills 600 $ 1,351.98 Town of Carleton Place 600 $ 1,351.98 Tay Valley Township 350 $ 788.66 Beckwith Township 500 $ 1,126.65 Drummond/North Elmsley Township

200

$ 450.66

Lanark Highlands Township 350 $ 788.66 Montague Township 400 $ 901.32 SUB-TOTAL 4,850 $10,928.52 County of Lanark 7,000 $15,773.10 TOTAL 11,850 $26,701.62

On September 10th, 2008, the Director received a request from Wib Crains (Appendix “B”) of Crains’ Construction Limited, noting that fuel prices had increased 79% between the date that he bid Contract #PW-08-2007 Supply, Load and Stack Winter Sand (Perth Garage), and the date that the work was done. To offset the increased fuel costs, Mr. Crain is requesting a 14% ($3,038) fuel surcharge be applied to the Contract costs. On September 22nd, 2008, the Director received a letter (Appendix “C”) from Shawn Bingley Trucking requesting a 7 % fuel surcharge ($639.10) be applied to the Contract PW-8-2007costs.


Two options are open: i) Option 1. Pay the fuel surcharges. ii) Option 2. Do not pay the fuel surcharges. The County has no obligation to pay the surcharges since none of the subject Contracts included a clause indicating that the contract price would be adjusted based on the Fuel Price Index. Contract #PW-03-2007 expires after the 2009/2010 winter season and it is likely that the Supplier, Cargill Deicing Technologies, will ask again for a fuel price surcharge next year, if fuel costs remain high. Six (6) other road maintenance contracts have been completed in recent months and none of these Contractors have requested fuel price surcharges.

6. FINANCIAL IMPLICATIONS The total cost to the County, for paying the fuel price surcharge to Cargill Deicing Technology ($15,773.10), Crains’ Construction Limited ($3,038) and Shawn Bingley Trucking ($639.10) would be $19, 450.20. If the County approves these fuel price surcharges additional requests from other Contractors are likely at both the County and local municipalities.

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The Director is uncertain if any local municipalities have agreed to pay contractors’ fuel price surcharges, even if there was no provision for such payments in their Contracts.

8. CONCLUSIONS

The unexpected volatility of fuel prices has created a difficult situation for Contractors and the County. In the interests of fairness, the Director recommends that all Contractors be treated the same by the County, with respect to fuel price surcharges. It is likely that the County’s decision on this matter will have an impact on Contractor’s expectations for similar fuel surcharge requests with local municipalities.

9. ATTACHMENTS

Appendix “A” - Cargill Deicing Technology letter dated August 13th, 2008. Appendix “B” - Crains’ Construction Ltd E-mail dated September 10th, 2008-09-24. Appendix “C” - Shawn Bingley Trucking letter dated September 19th, 2008.

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APPENDIX “A”

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APPENDIX “B”

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APPENDIX “C”

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PROPOSED DISPOSAL OF THE FORMER COUNTY ROAD 1 BETWEEN THE YACHT CLUB ROAD AND THE RIDEAU FERRY BRIDGE

1. STAFF RECOMMENDATIONS

It is recommended that: i) County Council authorizes the Director of Public Works to proceed with the

necessary survey and legal work to convey a portion of the former County Road 1 (Parcels #1, #2 and #3), near the Rideau Ferry Bridge, to the Township of Drummond/North Elmsley, as described in Report #PW-85-2008 (Option #2), pending 2009 budget approval.

ii) The County of Lanark is responsible for all costs associated with the transfer of the portion of the former County Road 1, described as Parcels #1, #2 and #3, in Report #PW-85-2008, to the Township of Drummond/North Elmsley.

iii) Pending the completion of the survey and the Registered Plan, the Clerk

prepares the necessary By-law to remove the portion of the former County Road 1, shown as Parcels #1, #2 and #3, in Report PW-85-2008, from the County Road System.

iv) County Council declares the former County Road 1 lands, from the intersection

of County Road 1 and the Yacht Club Road, to the eastern limit of Parcel #4, as shown in Report #PW-85-2008, surplus to County needs and authorizes the Director of Public Works to take the necessary steps to stop-up, close and sell the lands to the adjacent property owners, for $1 per parcel, pending 2009 budget approval.

v) The $20,000 estimated cost to dispose of the former County Road 1, from its

intersection with the Yacht Club Road to the Rideau Ferry Bridge, is referred to the 2009 budget process.

vi) That the Clerk sends Report #PW-85-2008 to the Drummond/North Elmsley

Township Clerk and the Rideau Ferry Public Dock delegation (Mr. Scott Cameron), for information.

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2. PURPOSE

The purpose of this Report is to respond to Council direction to investigate the feasibility of conveying County property, to the Township of Drummond/North Elmsley, to facilitate the proposed construction of a public dock at Rideau Ferry.

3. BACKGROUND

On August 6th, 2008, Mr. Scott Cameron appeared as a delegation at the Community Development Committee to present a proposal to construct a public dock, adjacent to the Rideau Ferry Bridge, in Drummond/North Elmsley Township. The Committee recommended: Motion #CD-2008-86 “THAT, the Rideau Ferry Public Dock Proposal be referred to the Public Works Committee to investigate the land involved, and the costs of transferring land, constraints and/or restrictions with respect to the process of transferring the land owned by the County of Lanark to the Township of Drummond /North Elmsley at the Rideau Ferry Bridge”. The Committee recommendation was accepted by County Council at their August 20th, 2008, Meeting. With respect to the transfer of a highway, Part III Section 52 of the Municipal Act 2001 states: “An upper-tier municipality may remove a highway, including a boundary line highway, from its system.” Section 52 (4)”. “If a highway is removed from an upper-tier highway system, it is under the jurisdiction of the lower-tier municipality in which the highway is located.” Section 52 (5)”.

4. DISCUSSION

As presented at the August 6th, 2008, Meeting by Mr. Scott Cameron, the proposed public dock would be constructed on Rideau Lake, adjacent to the Rideau Ferry Bridge. The proposal does not include a boat launching facility at this location, but pedestrian access from the dock to the local nearby businesses is needed. This pedestrian access would be via the former County Road 1 lands, which were created when the road was realigned between the Yacht Club Road and Rideau Lake (about 500 metres) between1965 and 1967, to accommodate the construction of the new Rideau Ferry Bridge in 1968. Since the former County Road 1 has not been stopped-up and closed, it is still part of the County Road System and Section 52 of the Municipal Act 2001 regarding removing it from the system would apply. The former road is surplus to County needs and should be removed from the County Road System as it continues to carry vehicle traffic and exposes the County to liability. Site Plans with Annotated Road Closing

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Options, site photographs and a conceptual drawing of the proposed dock are attached at Appendices “A”, “B”, “C”, “D” and “E”. Parcels #1, #2, #3, #4 and #5, as shown at Appendix “A”, “B” and “C”, are discussed below.

5. ANALYSIS AND OPTIONS The following considerations must be addressed in the development and the analysis of options open to the County: a) Conveyance of a Portion of the Former County Road 1 to Drummond/North

Elmsley Township. The property conveyance to the Township must ensure:

• Continued vehicle access by the public to the existing Community Mail Box site, via Parcels # 1 and #2

• Pedestrian access to the proposed public dock site, via Parcels #1 and #2

• Continued access by the Rideau Valley Conservation Authority to their existing gauge station, via Parcels #1 and #2

• Future access to the Rideau Ferry Bridge by the County, for maintenance and rehabilitation, via Parcels #1,#2 and #3

• Continued public access, from County Road 1 to the Shipwreck Restaurant, the Rideau Ferry Store and the Community Mail Box, via Parcel #1

A municipal parking area, with about 18 spaces near the pedestrian access to the dock site, is also desirable. This area would allow people to park their cars and join others aboard a boat that was temporarily tied-up at the public dock. It would also allow visitors to Rideau Ferry and patrons of the Shipwreck Restaurant to park. This area (Parcel #3) is currently solely used by customers of the Shipwreck Restaurant. The Restaurant also has parking to the rear of the building. In view of the above considerations, two (2) options are open for the conveyance of a portion of the former County Road 1 to Drummond/North Elmsley Township to provide access to the proposed public dock: a) Option 1. Convey Parcels #1 and #2 to Drummond/North Elmsley Township, with a Right of Way over Parcel #1 in favour of the Shipwreck Restaurant. Convey Parcel #3 to the Shipwreck Restaurant. Drummond/ North Elmsley Township and the Shipwreck Restaurant to provide easements, in favour of the County, over Parcels #1, # 2 and #3. b) Option #2. Convey Parcels #1, #2, and #3 to Drummond North Elmsley Township. Drummond/ North Elmsley Township to provide an easement, in favour of the County, over Parcels #1, #2 and #3.

Option #1 would provide 18 parking spaces to the Shipwreck Restaurant and satisfy all of the considerations for pedestrian access to the proposed

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public dock and vehicle access to the Community Mail Boxes. Option #2 would satisfy all of the considerations and it is simpler, less costly to implement and it would preserve 18 public parking spaces for visitors to the dock and surrounding area. Therefore, the Director recommends Option #2.

b) Disposal of Remaining Portions of Former County Road 1

Several years ago, prior to the sale of the existing public dock at Rideau Ferry to the Shipwreck Restaurant, the Director investigated the feasibility of stopping-up, closing and selling the former County Road 1. Since the lands provided access to the public dock, the Director was informed by Parks Canada that they would not agree to the disposal of the lands. Since the existing docks are now privately owned, it would be prudent to re-examine the feasibility of disposing of the entire former road to the abutting property owners, coincident with the conveyance of the necessary portion for the public dock to the Township of Drummond/North Elmsley. This approach would be more cost effective then dealing with the road closing process piecemeal. The Director recommends that the portion of the former County Road 1, between the Yacht Club Road and the existing common entrance to the Shipwreck Restaurant and the Rideau Ferry Store (Parcel #1) be declared surplus to County needs and that Council authorizes the Director of Public Works to take the necessary steps to stop-up, close and sell these lands to the adjacent property owners, for $1 per parcel. For example Parcel #4 would be conveyed to the owners of the Rideau Ferry Store and Parcel #5 would be conveyed to the owners of the existing right-of-way, which services the adjacent residence and the lands to the rear of the Shipwreck Restaurant and the Rideau Ferry Store. The remaining portion of the former County Road 1, between the Yacht Club Road and Parcel #5, includes frontage on several residences and is not shown at Appendix “B.” Normally the disposal of the former County Road 1 should have been completed when the newly aligned road was built in the late 1960’s. Since the former road is still in the County Road System it exposes the County to liability.

6. FINANCIAL IMPACT

The Director recommends that the County be responsible for all costs associated with the conveyance of Parcels #1, #2 and #3 (as one Part) to Drummond/North Elmsley Township. The estimated survey and legal costs for the proposed transfer (Option 2) are $5,000.

The estimated costs for surveying the remaining portion of the former County Road 1, to the Yacht Club Road, advertising for the proposed road closing and the necessary legal services is $15,000. The Director recommends that the County be responsible for these costs ($15,000) and that the abutting property owners, to whom the County will transfer portions of the former County Road 1, be responsible for their own legal costs.

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The total estimated cost to the County for the disposal of the former County Road 1 is $20,000. The Director is seeking quotations for the survey work and will have a more accurate estimated cost when the Public Works Committee meets on October 1st, 2008. The Director recommends that all costs associated with the disposal of the former County Road 1 are referred to the 2009 budget process.


Reeve Aubrey Churchill, of Drummond/ North Elmsley Township, has reviewed this Report and agrees, in principle, with the recommendation (Option #2).

8. CONCLUSIONS

The disposal of the former County Road 1 lands, between the Yacht Club Road and the Rideau Ferry Bridge, as described in Report #PW-85-2008, is recommended.

9. ATTACHMENTS

i) Appendix “A” - Former County Road 1, Option #1, Parcels #1, 2 & 3. ii) Appendix “B” - Former County Road 1, Option #2, Parcels #1, 2 & 3. iii) Appendix “C” - Former County Road 1, Parcel #4. iv) Appendix “D” - Site Photos of the proposed public dock location. v) Appendix “E” - Proposed Public Dock Site Conceptual Drawing.

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APPENDIX “A”

FORMER COUNTY ROAD 1, OPTION #1, PARCELS #1, 2 & 3

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APPENDIX “B”

FORMER COUNTY ROAD 1, OPTION #2, PARCELS #1, 2 & 3

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APPENDIX “C”

FORMER COUNTY ROAD 1, PARCEL #4

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APPENDIX “D”

SITE PHOTOS OF THE PROPOSED PUBLIC DOCK LOCATION

Former County Road 1, looking north from former bridge abutment.

Former County Road 1, looking south.

Shipwreck Restaurant

Community Mail Box

Shipwreck Restaurant

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Former County Road 1, looking south.

Rideau Valley Conservation Area Gauge Station.

Gauge Station

Old Bridge Abutment

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APPENDIX “E”

PROPOSED PUBLIC DOCK SITE CONCEPTUAL DRAWING

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PROPOSED 2009 ROAD CAPITAL PROGRAM


i) County Council authorizes the Director of Public Works to prepare and issue

tenders in January, 2009, for the proposed 2009 Road Capital Program as described in Report #PW-87-2008.

ii) The 2009 Road Capital Program tender results are referred to the 2009 budget deliberations.

iii) The Clerk sends Report #PW-87-2008 to all local municipal Clerks, for information.

2. PURPOSE

The purpose of this Report is to seek Council approval to complete the preparation and issuing of tenders for the 2009 Road Capital Program.

3. BACKGROUND At their March 29th, 2008, Meeting, County Council approved Report #PW-25-2008 “County Road Needs Study Results”, authorizing the Director to proceed with pre-engineering and public consultation for the proposed 2009 Road Capital Program. The Report introduced a Pavement Condition Index (PCI) “score card” to guide the prioritization of future road rehabilitation projects. As per the Report, when applying the PCI, the County’s aim should be to keep roads in the excellent (PCI 90 - 100) and good (PCI 75 - 89) condition categories, for as long as possible, through routine and preventative maintenance, as well as resurfacing, micro-surfacing/sealing and surface treatment. Maintaining roads in good condition extends their lives and defers the need for more costly rehabilitation. The PCI Score Card Rating recommended that roads in the fair (PCI 60 - 74) condition category should be earmarked for rehabilitation before they deteriorate to poor (PCI <60) condition. Roads, in poor condition, typically require reconstruction at twice the cost of rehabilitation.

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4. DISCUSSION

The recommended 2009 Road Capital Program is at Appendix “A”. The PCI Score Card has been used for project selection and the roads are listed in recommended priority. Estimated costs are based on 2008 project unit prices and they will be updated, prior to budget deliberations, to reflect changes in the Fuel and Asphalt Price Indices. An early tender call, in January/February, usually leads to more bids, better prices and the scheduling of the work to suit the timetable of the Public Works Department. Opening tenders, during the annual budget process, also enables County Council to adjust proposed programs, if necessary, based on the tender opening results. Early tender calls have been successful in the past; however Council has often decided not to award one or two projects due to budget constraints. To minimize this possibility in 2009, the Director proposes two tender calls for road projects as shown at Appendix “A”. A map of the proposed project locations is at Appendix “B”. All of the proposed 2009 Road Program Capital Projects are included in the October 1st, 2008, Road Tour, except County Road 22.


Specific comments, on proposed projects, are noted at Appendix “A”. The scope and the timing of the proposed County Road 17 Rehabilitation Project depends upon the schedule for the installation of the Town of Mississippi Mills water and sewer pipes for the White Tail Ridge (WTR) Subdivision, as well as Transport Canada and Ottawa Valley Railway approvals, and funding assistance for the realignment of the road at the grade crossing. As a result of these unknowns, the final design and tender for this project will not be completed until at least March, 2009. Therefore, this project should not be tendered before April, 2009. To achieve cost savings, the proposed rehabilitation of County Road 511 (Lanark Road) and County Road 1 (Gore Street), in the Town of Perth, should be completed in a single contract. Since pre-engineering and public consultation have not been completed for these projects they cannot be tendered before April, 2009.

6. FINANCIAL IMPLICATIONS

Due to the volatility of construction materials prices it is difficult to forecast the cost of the proposed projects. Moreover, since several months will pass between the tender closing date and the completion of the work, costs may rise or fall depending upon the Asphalt and Fuel Price Indices. The Director will provide an update on anticipated project costs in January 2009, prior to tendering. In addition to the road project costs, described in this Report, the Director anticipates 2009 Bridge Capital Program expenditures of about $750,000 for the proposed rehabilitation of the McLan Bridge, on County Road 16A, in Almonte Ward, Town of Mississippi Mills, and $50,000 for pre-engineering for future bridge projects.

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In 2009, the County will receive $3,226,846 in grant revenues: Federal Gas Tax Funding of $1,733,671 and $1,493,175 under the Investing in Ontario Act. Additional funding may also be available through the Building Canada Fund – Communities Component Grant Application Process, which is the subject of a separate Report.


Public Information Centres (PIC), for all of the proposed 2009 Projects, have been held, except County Roads 1, 7, 17 and 511. County Roads 7 and 17 PIC’s are scheduled in October, 2008. County Roads 1 and 511 PIC’s could be held in the Spring of 2009 and tendered shortly thereafter.

8. CONCLUSIONS

Pre-engineering and public consultation for the proposed 2009 Road Capital Program is nearing completion and tender preparation will begin shortly.

9. ATTACHMENTS

Appendix “A” – Proposed 2009 County Road Capital Program. Appendix “B” – Location Map of Proposed 2009 County Road Capital Program.

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APPENDIX “A”

PROPOSED 2009 COUNTY ROAD CAPITAL PROGRAM

Road Location Description Distance (km)

PCI Estimated Cost

Comments

43 Perth to Smiths Falls

Micro-surfacing

17.4 78 $800,000 Aims to postpone need for rehabilitation for 10 years. No PIC needed.

29 Ramsay Concession 8 to Snedden Road

Micro-surfacing

15.6 78 $800,000 Aims to postpone need for rehabilitation for 10 years. No PIC needed.

17 McPhail Side Road to Almonte High School

Rehabilitation and potential realignment at grade crossing

1.0 to 2.4

47 $300,000 to $800,000

Project scope subject to change. PIC in October. Tender in April.

12 Lanark to 7th Con A, Lanark

Rehabilitation 5.5 51 $1,300,000 Planned for 2008, but not tendered due to budget. PIC completed.

21 Mackay Farm Road to Murphy’s Point Park

Rehabilitation 6.9 59 $900,000 Deferred from 2005. PIC completed.

7 Bolton Creek Bridge to County Road 12

Rehabilitation 1.6 69 $300,000 No PIC needed.

22 Shaw Road Single Surface Treatment

2.7 61 $100,000 No PIC needed.

511 70 m north of intersection, County Road 511 to Perth Town limit

Rehabilitation 0.7 55 $500,000 For cost effectiveness this project should be done coincident with County Road 1 below. PIC and tender after April, 2009.

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1 From Craig Street to County Road 10, Perth

Rehabilitation 0.7 77 $500,000 PIC and tender after April, 2009.

TOTAL 53.5 $5.5 to $6.0 million

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APPENDIX “B”

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