August 30, 2005 Agenda
SPECIAL MEETING
ELGIN COUNTY COUNCIL
TUESDAY, AUGUST 30TH, 2005 -12:00 P.M. I
1. Call to Order
2. Disclosure of Pecuniary Interest and the General Nature Thereof
3. Motion to Move Into "Committee Of The Whole Council"
4. Reports of Council. Outside Boards and Staff - (ATTACHED)
1) Belmont Road Slope Stabilization - Update
2) Canada/Ontario Municipal Rural Infrastructure Fund - COMRIF Round Two
3) County Road #42 Transfer
4) Terrace Lodge Capital Projects - Update
5. Motion to Adopt Recommendations from the Committee Of The Whole
Council
6. By-Law
7. Adjournment
CASUAL DRESS
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REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director Engineering Services
DATE: August 3, 2005
SUBJECT: Belmont Road Slope Stabilization - Update
INTRODUCTION
On the week of April 4, 2005, staff for the Municipality of Central Elgin noticed shoulder
instability on Belmont Road (County Road #74), adjacent to the Catfish Creek and
approximately 300 metres south of Ron McNeil Line. Staff from Central Elgin contacted
the County of Elgin who immediately reviewed the situation.
At the County Council meeting of April 26, 2005 a report was presented to Council that
outlined what actions that staff have completed and what activities are required moving
forward.
DISCUSSION:
Since the slope movement on Belmont Road has been discovered, staff is monitoring and
measuring this location. Movement appears to have been reduced to a minimum,
however, further slope movement is inevitable.
As this has been deemed as an "emergent" situation, staff have obtained the services of
geotechnical and an engineering consultants to gather information, survey the area and
provide recommendations. Services that have been completed include: topographical
survey, drill boreholes and assessment of soil conditions. The slope repair has been
designed and now an approval has been received from the local conservation authority.
The long term solution to stabilize the roadside slope would involve placing engineered fill
to flatten the steep slope, moving the creek away from the slope and placing riprap at the
toe on the new slope. This project is estimated at $300,000.
Staff is requesting from County Council that this project be approved for tender. Since
staff was not aware of the situation before the budget was approved there are no capital
funds allocated in the 2005 Capital Budget. There are several options to fund this project
after the budget has been approved. Option one would be to cancel projects with a total
value of $300,000. Most of the projects in the 2005 capital program of substantial value
are in the process of being completed. Option two would be to pre-approve the funds in
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the 2006 Capital Budget. This option would not impede our current 2005 Capital program.
The third option would be to use any surplus monies from the 2005 Capital Program.
Presently engineering staff have estimated that the surplus is $400,000 from road
projects.
Staff is recommending option three to County Council. Therefore, this project will use the
surplus from the 2005 Capital program.
.. - . This. project is identical to the Plank Road Stabilization Project. A roadside stability issue
that required survey, engineering and contract administration. Since County Council
approved the use of Spriet Associates for the Plank Road Slope Stabilization Project, staff
has extended the use to this project due to the similarities, efficiencies and emergency
situation. This extension of services complies with the Purchasing Policy and Spriet
Associates have extended their pricing arrangement.
CONCLUSION:
Belmont Road immediately south of Ron McNeil Line and directly adjacent to the Catfish
Creek is experiencing some slope movement. The slope design has been designed and
approved by the local conservation authority.
Temporary safety measures including signage and concrete barriers have been installed. If
further movement occurs the road can be reduced to one lane. Although not anticipated, it
is possible that the roadway may experience substantial movement and may necessitate
emergency construction activities and the closure of the road for a period of time.
Due to this unanticipated, priority project, monies required in 2005 will be used from
efficiencies found in other capital contracts.
RECOMMENDATION:
That the Belmont Road Stabilization be approved for tender and construction; and also,
That Spriet Associates complete the engineering and contract administration for the
project; and also,
That $300,000 be allocated from the anticipated surplus of the 2005 Capital Projects.
CI ton D. Watters
Fo~ Director of Engineering Services
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REPORT TO COUNTY COUNCIL
FROM:
Clayton Watters, Director of Engineering Services
DATE:
August 12, 2005
SUBJECT: Canada Ontario
Rural Infrastructure Fund - COMRIF Round Two
Introduction
On November 15, 2004 the Federal and Provincial Governments signed the much
anticipated agreement to meet the infrastructure needs of smaller communities. This is a
five year $900 million program to communities with populations less than 250,000. There
are three intakes to this program: Intake One was January 10, 2005, Intake Two is now
September 30, 2005 and Intake three is targeted for spring of 2006.
As Council is aware, the County of Elgin has been approved for funding the $7,000,000
Rehabilitation of Sunset Road in Central Elgin from Bridge Street in Port Stanley to the City
of St. Thomas limits.
This report will discuss the infrastructure priorities for the application to COMRIF - Round
Two. The deadline for this application is September 30, 2005.
Discussion:
COMRIF is a competitive, merit based process using three key criteria to evaluate projects.
These criteria are: the need for the project based on health, the value for the money of
the project and the quality of the project based on public policy priorities.
433 Ontario municipalities are eligible for funding in this competitive programme and $360
Million (or 40% of the entire COMRIF programme dollars) is available for distribution under
Intake Two. The funding formula is similar to previous funding programmes and is split
equally between the Federal, Provincial and Municipal governments.
There are 10 eligible infrastructure project sectors that may be applied for, however,
Intake Two has the same priorities as Intake One: Water, Wastewater, Solid Waste
Management and Roads and Bridges.
Some additional COMRIF information must be understood before the County selects a
project. Eligible projects must demonstrate:
. The need for the project based on Public Health and Safety.
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. The quality of the project in addressing public policy priorities (economic impact on
investment, sustainable water and sewage systems, and broad community support
etc. ) .
. The value for the money of the project (cost per kilometer).
It should also be noted that, if an Environmental Assessment is required, it must be at a
stage where the preferred option is selected. This precludes some proposed County
infrastructure projects (i.e. Dexter Line Relocation).
The following section of this report will outline major infrastructure priorities for the
County of Elgin. Throughout the discussion, staff has attempted to explain which projects
would be eligible under COMRIF.
Wastewater Category
1. The only project under the responsibility of the County of Elgin for this category is the
replacement of the wastewater treatment plant at the Elgin Manor. The project has
commenced construction and will be completed by December 31, 2005. Therefore this
project is not considered.
Road Category
1. The first option is Miller Road in the Municipality DuttonjDunwich. This section of
County Road is in an urban setting within in the Village of Dutton. Miller Road is
scheduled to be reconstructed in 2009 and the engineering is 10% complete. This
project is estimated at $1,200,000 and an Environmental Assessment is not required.
Staff has calculated the Road Sufficiency Index, at. 75 for this project. The COMRIF
application indicates that factors 75 or higher will not be considered.
2. A second option is the major rehabilitation of Talbot Line in the Municipalities West
Elgin and DuttonjDunwich. An Environmental Assessment is not required and no
professional services have been allocated for this project. This project is presently not
on the five-year capital program.
3. Finally a third road project consideration is the relocation of Dexter Line in the
Municipality of Central Elgin and the Township of Malahide. The Environmental
Assessment is presently scheduled to begin in 2006 with an anticipated completion in
2008. Under the guidelines for Intake Two, the project must be construction ready,
therefore, this project will not qualify. The Environmental Assessment is presently on
the five-year capital program.
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Bridge Category
1. The first bridge project option is the reconstruction of the South Otter Creek Bridge (on
Glen Erie Line) in Bayham. The geotechnical and the preliminary engineering are now
completed on the bridge and approaches to the bridge. The bridge that crosses over
water is narrow, and hydraulically undersized. In the last year one fatal automobile
accident occurred at the bridge. The bridge will need to be widened, raised and the
approaches will need to be modified due to the change in bridge alignment. This
project is estimated at $1,300,000. The County has completed all the requirements as
part of the environmental assessment on Lakeshore Line and on September 13, 2005
the County will assume ownership of Glen Erie Line from the Municipality of Bayham.
2. The second option is the replacement of the New Sarum Bridge on Belmont Road in
the Municipality of Central Elgin. The engineering is complete and the project was
tendered in January 2005 for completion by the fall of 2005. The project was more
than 65% over estimates ($1,200,000) and was therefore cancelled at that time. This
is an eligible funding option, however, staff believe other considerations have a
stronger funding argument.
3. The third option is the replacement of the Black Creek Hill Bridge on Plank Road in the
Municipality of Bayham. Engineering is scheduled for 2007 with the bridge
replacement in 2008. This is an eligible funding option, however, staff believes other
considerations have a stronger funding argument.
4. A fourth option is one, some or all of the five weight restricted bridges or posted
bridges. These are: Vienna, Gillets, Jamestown, Meeks and Fulton Bridges. These
structures are all more than 80 years old and all are in need of replacement to remove
the weight restriction. No engineering has been completed on the bridge replacements
and these projects are not on the five-year capital plan. It may be possible to "bundle"
many of these structures under one application. It has been confirmed with the
COMRIF technical review personnel that bridges within a bundled application will be
assessed individually using the Bridge Sufficiency Index.
SUMMARY
Considering all of the above information, staff have concluded that the South Otter Creek
Bridge project (on Glen Erie Line), is one of the largest capital expenditures and qualifies
as our highest priority. The bridge is under sized hydraulically and the road approaches do
not offer sufficient width for safety. The bridge will be raised more than 3 meters,
therefore the road approaches will require modifications as well as the roadside drainage
system.
The Ministry of Transportation will be reviewing the application using a Bridge Sufficiency
Index to assess the project's requirement. The total estimated cost for the replacement of
Glen Erie Line Bridge and road approaches is $1,300,000.
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The County of Elgin's road infrastructure needs has a backlog of $137,000,000 and as
Council is aware, approximately $4,300,000 million is allocated for County Road Capital
Projects annually, therefore, if approved, this project would assist with our road
infrastructure deficits.
CONCLUSION:
The Canada Ontario Municipal Rural Infrastructure Fund - COMRIF is a five year, $900
million programme that is aimed at improving the quality of infrastructure in small and
rural municipalities. This program has three intakes, the first intake submission was
January 10, 2005. The priorities for the first and second intake are: water, wastewater,
waste management, municipal bridges and roads. The second intake deadline is on
September 30, 2005.
Staff is proposing a submission under the bridge sector category, South Otter Creek Bridge
on Glen Erie Line. The cost of this project is estimated at $1,300,000 million and if
successful, the 66% funding will assist our underfunded capital program.
RECOMMENDATION:
THAT the replacement of the South Otter Bridge on Glen Erie Line in the Municipality of
Bayham is the County of Elgin's highest infrastructure priority; and also,
THAT staff complete and submit an application to the COMRIF programme requesting
funding for the County of Elgin's highest infrastructure priority; and also,
THAT a letter be forwarded to the Steve Peters M.P.P. and Joe Preston M.P. thanking them
for supporting this program and assisting municipalities with infrastructure needs.
Respectfully Submitted
Approved for Submission
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Clayton Watters
Director of Engineering Services
Mark .
Chief Administrative Officer
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SUPPLEMENTAL INFORMATION
REPORT TO COUNTY COUNCIL
-
FROM: Clayton Watters, Director of Engineering Services
DATE: August 30, 2005
SUBJECT: Canada Ontario Municipal Rural Infrastructure Fund - COMRIF Round Two
Discussion I Conclusion
While compiling iDformation for the COMRIF application, it has been found that the Bridge
Condition Index (BCI) and Bridge Sufficiency Index (BSI) for the Glen Erie Line Bridge is
higher than originally anticipated.
These indexes are used by the MTO when reviewing the technical merits of COMRIF
bridge applications. Because COMRIF is a competitive process, the lower these index
numbers are, the better chance there is to receive funding. Also, the application
schedules indicate that bridge submissions must have a BSI less than 60.
Glen Erie Line Bridge
New Sarum Bridge
BCI -80
BCI -44
BSI-70
BSI-29
Due to this new data, staff have reassessed project funding options and are now
recommending that the New Sarum Bridge Replacement be chosen as the County of
Elgin's COMRIF Round Two submission. As Council will recall, the replacement of the
New Sarum Bridge was originally planned for 2005 and was deferred because of high
tender prices received.
The estimated cost for the Glen Erie Bridge Replacement is $1.3 Million while the
estimated cost of the New Sarum Bridge Replacement is $1.2 Million.
The Glen Erie Line Bridge will continue to receive inspections, have minor improvements
completed in 2006 (safety systems, riding surface) and remain on the 5-year capital plan
for replacement.
RECOMMENDATION:
THAT the replacement of the New Sarum Bridge located on Belmont Road in the
Municipality of Central Elgin is the County of Elgin's highest infrastructure priority; and
also,
THAT staff complete and submit an application to the COMRIF programme requesting
funding for the County of Elgin's highest infrastructure priority; and also,
THAT a letter be forwarded to the Steve Peters M.P.P. and Joe Preston M.P. thanking them
for supporting this program and assisting municipalities with infrastructure needs.
Respectfully Submitted
Approved for Sub
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Clayton Watters
Director of Engineering Services
REPORT TO COUNTY COUNCIL
. FROM: Peter Dutchak, Manager of Road Infrastructure
DATE: 24 August 2005
SUBJECT: County Road #42 Transfer
INTRODUCTION
As Council is aware, a section of Lakeshore Line (County Road #42) in the Municipality of
Bayham has been temporarily closed due to threatening lakeshore erosion. In 2002 an
Environmental Assessment was initiated by Council to determine the fate of Lakeshore
Line and how to best accommodate traffic.
The solution derived from the EA process was to assume Glen Erie Line as a County Road
and transfer Lakeshore Line to the Municipality of Bayham for use as a local road.
Legal surveys and descriptions of the transfer roads have been recently completed and the
roadway may now be formally transferred as identified it the Relocation Plan. Once Glen
Erie Line is assumed by the County, staff may proceed with improvements.
DISCUSSION:
Lake shore erosion has been occurring for centuries along the north shore of Lake Erie. In
the past, County roads have been relocated away from threatening lake bank erosion.
The County's recent experience with lake shore erosion began in 1996 when an erosion
gulley formed immediately south of Lakeshore Line in the Municipality of Bayham.
Between 1997 and 2000, Council allocated $130,000 towards efforts to mitigate erosion
with limited success. In 2001 a section of Lakeshore Line was closed when an erosion
gulley had moved within 25 metres of the road.
In 2002, Council initiated an Environmental Assessment to determine a preferred solution
to this issue. Through the publiC process the majority of stakeholders were comfortable
with relocating County Road #42 one concession north to Glen Erie Line as a permanent
solution.
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County Council, as the proponent of the EA, has adopted a formal Relocation Plan as the
preferred solution. The Relocation Plan is as follows:
COUNTY ROAD 42 RELOCATION PLAN
1. Glen Erie Line, from County Road 55 to County Road 19 is proposed to be designated
as the relocated County Road 42 and reconstructed to County standards. Proposed
improvements include road resurfacing, the construction of wider lanes and shoulders
and the reconstruction of the existing bridge over the South Otter Creek (located in Lot
17, Cone. 1).
2. The section of the existing County Road 42 from County Road 50 in Port Burwell east
to County Road 55 would be transferred to the Municipality of Bayham for use as a
local road. Portions of Lakeshore Line have been recently improved and resurfaced.
No additional improvements should be needed for the use of Lakeshore Line as a
municipal road.
3. The section of County Road 42 currently closed to traffic (lots 26 and 27) would be
permanently closed by by-law. The section of County Road 42 across lots 24 and 25
would also be permanently closed by by-law on the west edge of Lot 24. The existing
pavement and road granular material would be removed and regraded for future
agricultural use and this property would be offered for transfer to the adjacent owners.
4. At both ends of County Road 42 and at the end of Godby Road where "dead ends"
exist, turn-arounds will be constructed with appropriate signage and fencing.
5. A laneway would be constructed over a portion of the closed road, from Lot 28 west to
the existing residence farm in Lot 27 (Sandyshore Farms Ltd.)
6. As part of the Relocation Plan, signs on Lakeshore Line and Glen Erie Line will be
updated, and,
Once Glen Erie Line has been formally transferred to the County of Elgin and Lakeshore
Line has been transferred to the Municipality of Bayham, the County will begin to update
Glen Erie Line to County standards (pulverize, gravel base, surface treatment, safety
systems).
CONCLUSION:
Now that the Environmental Assessment process is over, a formal Road Relocation Plan
has been adopted and legal surveying completed, the transfer of roads may proceed.
Once transferred, staff is proposing to initiate the updating of Glen Erie Line to County
standards.
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RECOMMENDATION:
THAT an appropriate by-law be prepared to authorize the addition of part of the road
allowance between concessions 1 and 2, Municipality of Bayham, known as Glen Erie Line,
as set out as part 1 on reference plan 11R-8364 to the County of Elgin highway system,
and;
THAT an appropriate by-law be prepared to authorize the transfer of part of the road
allowance south of concession 1, Municipality of Bayham, known as Lakeshore Line
(County Road #42) from Victoria Street (County Road #50) in Lot 13 to Elgin County Road
#55 in Lot 28 to the Municipality of Bayham.
APPROVED FOR SUBMISSION
P ER DUTCHAK
MANAGER OF ROAD INFRASTRUCTURE
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REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: August 16, 2005
SUBJECT: Terrace Lodge Capital Projects - Update
INTRODUCTION:
In the approved 2005 Capital Program several projects were to be completed at Terrace
Lodge. These projects are; dining lounge for secured residents ($230,000), garbage
compactor ($30,000), visitor lighting ($40,000), magnetic locks ($15,000), replace flat
roofs on wings ($40,000), resident security improvements ($40,000) and ventilation in
tub rooms ($15,000). The total of these projects is $410,000.
DISCUSSION:
An engineering firm has completed the final design for the capital program at Terrace
Lodge Home for the Aged and now has one major issue that staff has to deal with prior
to commencing with the projects.
Staff estimated $40,000 for replacing the flat roof membrane on the two wings, which
are over the stairwells. The roofs have been leaking for several years and staff is
constantly patching. On top of the flat roofs are two air handling units (AHU) that
supply the heat for each wing. These AHU's provide electric heat to the wings, which
are costly, inefficient and past their normal life cycle. One unit was recently hit by
lighting and needs a bearing replaced. The other unit electric coil does not operate and
needs replacing. Staff have estimated that $30,000 is required to repair both units.
We have been informed by the engineering firm and a mechanical contractor that
removing and replacing the present AHU will result in the system not working at all or
spending an excessive amount of money on 30 year old system that is out of date and
very inefficient. They basically said the AHU's would fall apart upon removal.
We have estimated the cost of replacing the two air handling units at $200,000. The
new AHU system would use natural gas and provide 100% fresh air. The present
system runs on electricity with 0% fresh air. The new system would pay for itself within
five years of service.
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Staff believe replacing the two air handling units is the best option due to several
factors:
. energy costs are reduced
. 100% fresh air (presently 0% fresh air)
. maintenance costs are reduced.
There are several options to pay for the new system. Option one would be to cancel
one or more projects so that the two new AHU's could be installed. This would mean
cancelling the secured dining lounge, which is the most important capital program for
Terrace Lodge this year. Option two would use reserves to pay for an unexpected
expense due to research and experience. The Special Circumstances Fund is a perfect
reserve for this expense and currently holds $327,000. Option three would be to
complete the project this fall and add $200,000 to the 2006 capital budget for pre
approval.
Staff would recommend option two - using the Special Reserve Fund. This would allow
the main component of the Terrace Lodge project, dining lounge for secured for
residents, to be completed. The two new AHU's would improve efficiency and comfort
to the residents. Presently there are 12 window air conditioning units for residents with
respiratory issues. The new AHU's will eliminate the need for the room air-conditioning
units, which are expensive to operate and maintain.
One issue that council should be aware of is that the two new units require 8 weeks for
delivery. That means we would have to place an order soon to have the new units in
operation prior to the heating season.
CONCLUSION:
Terrace Lodge Home for the Aged is almost 30 years old. The costs for replacing the
original mechanical and electrical equipment will increase with time. The new
components run more effectively and efficiently and will provide greater resident
comfort.
Staff have reviewed all options and are recommending the replacement of the two air
handling units due to reduced operating and maintenance costs. These savings will pay
for the two units within five years.
Unfortunately the two units are estimated at $200,000. The Special Circumstances Fund
is designed for such an unanticipated event.
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RECOMMENDATION:
That the two Air Handling Units on the stairwells at Terrace Lodge be replaced at an
estimated cost of $200,000; and also,
That the $200,000 be allocated from the Special Circumstances Reserve.
Cia on Watters
Director, Engineering Services
Mark
Chief Administrative Officer
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