The Corporation of the Town of Huntsville

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					                          Corporation of the Town of Huntsville

                      Public Works Committee Meeting
            Meeting held on Thursday, September 10, 2009 at 1:00 p.m.
                     in the Huntsville Municipal Council Chambers




             Members:            Chair Brian Thompson
                                 Councillor Mike Greaves
                                 Councillor Chris Zanetti
                                 Mayor Claude Doughty (arrived at 1:45 p.m.)

             Guests:             Councillor Fran Coleman (left at 1:40 p.m.)

             Staff:              Kelly Pender, CA.O. (arrived at 1:47 p.m.) (left at 2:10 and
                                 returned at 2:45 p.m.)
                                 Steve Keeley, Acting Director of Public Works
                                 Lisa Smith, Human Resources Manager (arrived at 2:35 p.m.)
                                 Ted Maurer, Capital Planning Project Coordinator (left at 2:30 p.m.)
                                 George Turner, Chief By-law Enforcement Officer (left at 2:30 p.m.)
                                 Beverly Martin, Administrative Assistant


1.   CONVENE

     Moved by Chris Zanetti                                                                     PW-62-09

     IT IS RECOMMENDED THAT: We do now convene at 1:06 p.m. as a Public Works Committee.

                                                                                 Carried.

2.   ADOPTION OF AGENDA

     Moved by Chris Zanetti                                                                     PW-63-09

     IT IS RECOMMENDED THAT: The Public Works Committee Meeting Agenda dated
     September 10, 2009 be adopted as amended to switch the order of items b) & c) under
     Reports, defer item 3) under Items for Discussion and to add a Closed Session to discuss
     a personal matter.

                                                                                 Carried.

3.   DISCLOSURE OF PECUNIARY INTEREST

     None

4.   REPORTS

     a)     PW-2009-31 – Tender Awards – Sidewalk Plowing (Town Core & Port Sydney)
            (see attached)

     Stephen Keeley outlined the tender report for the Committee and explained that the bid
     from Bill Smith for Port Sydney Sidewalk Plowing was not the low bid. However; it was
     recommended that the bid be accepted because the other bid was incomplete and
     therefore, null and void.
Public Works Committee Meeting – September 10, 2009                                        -2-


       The following bids were submitted:

       Sidewalk Plowing (Town Core)
            Best Contracting                  $ 94.50/hr.
            Mark Lane                         $ 97.81/hr.
            John Warren                       $131.25/hr.

       Sidewalk Plowing (Port Sydney)
            Shawn Morgan                      $134.93/trip (plowing)
                                               $134.93/trip (sanding)
                                               No Bid       (plowing & sanding)

               Bill Smith                     $183.75/trip (plowing)
                                               $183.75/trip (sanding)
                                               $262.50/trip (plowing & sanding)

       Moved by Chris Zanetti                                                                     PW-64-09

       IT IS RECOMMENDED THAT: The Public Works Report No. PW-2009-31,
       prepared by Russ van der Jagt, regarding tender awards for sidewalk plowing
       in the Town Core and Port Sydney, dated September 10, 2009 be received;

       AND FURTHER THAT: Council accepts the following tenders:

       1.       Best Contracting Services with a low bid of $94.50/hr -  (2009-2012)
                for the purposes of municipal road winter control, sidewalk plow with
                operator (Town Core), including G.S.T. and $25.00/day standby rate for a
                three year term.

       2.       Bill Smith with a bid of $183.75/trip for plowing only, a bid of $183.75/trip
                for sanding only and a bid of $262.50/trip for plowing and sanding (2009-2012)
                for the purposes of municipal road winter control, sidewalk plow with
                operator (Port Sydney) for a three year term.

                These awards are subject to the Town of Huntsville Chief Mechanic’s
                review of equipment suitability as per the contract documents.
                                                                                       Carried.

       c)       PW-2009-33 – Ditching and High Float Road Projects (see attached)

       Mr. Keeley explained high float processes undertaken in the Public Works Department over
       the years.

       There are approximately 200+ km of high float roads and of that, approximately 10 km are being
       reclaimed each year. This would be fine if they were lasting 20 years however, they are lasting
       between 6 and 10 years. Roads with excellent roadbeds are lasting longer.

       The new recommended initiative is threefold:

       1.       Increase from 10 km to 15 km per year for 2010.
       2.       Prepare a better roadbed (8” rather than 4”) to prolong the road life.
       3.       Better maintenance through patching machinery, increased slurry seal, improved ditching and
                cross culverts.
Public Works Committee Meeting – September 10, 2009                                         -3-

       Furthermore, the preparation of cross culverts and ditching the previous year for high float roads would
       improve the finished product.


       Moved by Chris Zanetti                                                                      PW-65-09

       IT IS RECOMMENDED THAT: The Public Works Report No. PW-2009-33,
       prepared by Stephen Keeley, regarding High Float Roads Projects and related
       Ditching – Contracted Services and Machinery, dated September 10, 2009 be
       received;

       AND FURTHER THAT: The Committee support “New Initiatives” to increase
       High Float Road Projects in 2010 and related contracted services and capital
       requirements.

                                                                                        Carried
       b)       PW-2009-32 – Road Patching Equipment (see attached)

       The Committee was informed by Stephen Keeley that Public Works staff attended a
       demonstration in Armour Township to see a “Road Patcher/Pavement Edger” invented by
       Doug Bergman and featured on the Daily Planet Discovery Channel.

       Mr. Keeley explained that purchase of this piece of equipment as a new initiative would
       increase productivity, be safer, use less manpower and create a better product.
       Moreover; it would serve to preserve the high float roads longer.


       Moved by Chris Zanetti                                                                      PW-66-09

       IT IS RECOMMENDED THAT: The Public Works Report No. PW-2009-32,
       prepared by Stephen Keeley, regarding Road Patching Equipment, dated
       September 10, 2009 be received;

       AND FURTHER THAT: Committee approve this “New Initiative” based upon the
       findings and conclusion of this report; namely, the purchase of 2 patchers and
       accessories to be included in next year’s “New Initiatives” for a total cost of
       $20,000.

                                                                                        Carried.
5.     ITEMS FOR DISCUSSION


       a)       Prewet (see attached)

       Stephen Keeley provided an electronic presentation outlining equipment, staff and training
       required to undertake prewet operations this winter season. This item will be updated at
       the next Public Works Committee Meeting.

       b)       New Initiatives (see attached)

       An electronic presentation was shown to the Committee which outlined new initiatives to
       be undertaken in 2010 related to material, buildings and fleet.

       c)       Policy for Parking on Town Roads/Road Allowance

               It was recommended that a constructed parking area on town road allowance
                require a Licence of Occupation with a cancellation clause so the licence is not
Public Works Committee Meeting – September 10, 2009                                          -4-

                permanent and the document is non transferable. In some cases transfer of
                property is a better avenue in order to have better title to the property.

               It was recommended that the By-law Department, with assistance from the
                Public Works and Clerks Department finish the consolidation of the Parking
                Control and Traffic Control by-laws and also include a clause to address vehicles
                and other obstructions with a time limit for removal from the road allowance.

       This item will be brought back to the October 1st Public Works Committee Meeting.

       d)       Krochak – Chalet Crescent Drainage Issues

       The Committee was asked for a possible solution to a drainage issue being experienced
       by the above noted resident, especially during heavy rainstorms.

       It was noted that Public Works staff has looked at the situation a few times. Ted Maurer,
       will have a look and add comments for a potential solution along with another area in the
       Golden Pheasant Subdivision.

6.     CAPITAL PROJECTS

       Ted Maurer updated Committee on the status of the following projects:

       1. Hanes Road is 98% complete. Hanes Road & Centre Street Line Painting will be
          done on Hanes Road and Centre Street today and tomorrow. The rumble strip will
          be placed on Monday.

            The project will come in under budget at 2.7 million. The Gouldie Street culvert work
            cannot be included because the invoicing date is from 2008. $160,000 will be left
            to complete Centre Street landscaping and lighting.

       2. Deerhurst Drive Water main is finished on Ski Club Road. Grading and paving will be
          completed on Ski Club Road next week. The road is in good shape for the Ironman
          event.
       3. G8 Centre Parking Lot – The parking lot is complete along with line painting. 140
          extra parking spaces were gained by paving the former tennis court area and gravel
          parking area across from Muskoka Heritage Place.
       4. University of Waterloo - Arnott Construction has been awarded the contract. The
          base course of asphalt will be applied this year. Blasting complaints are being
          addressed and Arnott is operating within regulations.
          A question was asked about a potential problem with water pressure. Ted Maurer
          responded that there is no anticipated problem. Townline Road East will be paved
          with curbs by November. It was noted that some money from the rebuilding of
          Townline Road East may have to come from the Public Works 2010 Capital Budget.
       5. Forestview Drive and Pleasant Avenue will not be reconstructed this year. The
          District is doing work in both areas next year and work will be coordinated at the
          same time.
       6. Gullins Road – Forcemain work is required next year. Will coordinate with District
          next year.
       7. Lindgren Road – The engineering design is expected by the beginning of next week
          and will go out to tender in next two weeks.

       The Committee commended Ted Maurer and his staff for an excellent job with minimal
       inconvenience to the public and based on the short completion timelines imposed.
Public Works Committee Meeting – September 10, 2009                                        -5-

7.     NEW BUSINESS

       a)    Fairyview Drive

       Trees on road allowance need to be trimmed. Stephen Keeley informed the Committee
       that this will be looked into.

       b)    Transit – Bus Signs & Website

       The Committee requested that Public Works staff add a bus time reference to the new
       bus stop signs to provide a more user friendly service to the public.


8.     CLOSED SESSION

       Moved by Chris Zanetti                                                                      PW-67-09

       IT IS RECOMMENDED THAT: the next portion of the meeting be closed to the public
       for the purpose of considering personal matter (s) pursuant to Section 239 (2) (b) of the
       “Municipal Act, 2001” at 2:50 p.m.
                                                                                Carried.


       Moved by Chris Zanetti                                                                      PW-68-09

       IT IS RECOMMENDED THAT: We do now rise from a Closed Meeting and reconvene in
       open session at 3:16 p.m.
                                                                     Carried.



9.     ADJOURNMENT

       Moved by Chris Zanetti                                                                      PW-69-09

       IT IS RECOMMENDED THAT: We do now hereby adjourn at 3:17 p.m. to meet again
       on Thursday, October 1, 2009 at 1:00 p.m. in the Huntsville Municipal Council Chambers.

                                                                               Carried.




                                               _______________________________________
                                               Chair
Public Works Committee Meeting – September 10, 2009                                     -6-


                            Corporation of the Town of Huntsville

                           Public Works Committee Meeting

                 Meeting held on Thursday, September 10, 2009 at 1:00 p.m.
                        in the Huntsville Municipal Council Chambers


1.     Moved by Chris Zanetti                                                             PW-64-09

       IT IS RECOMMENDED THAT: The Public Works Report No. PW-2009-31,
       prepared by Russ van der Jagt, regarding tender awards for sidewalk plowing
       in the Town Core and Port Sydney, dated September 10, 2009 be received;

       AND FURTHER THAT: Council accepts the following tenders:

       2. Best Contracting Services with a low bid of $94.50/hr - (2009-2012)
       for the purposes of municipal road winter control, sidewalk plow with operator
       (Town Core), including G.S.T. and $25.00/day standby rate for a three year
       term.

       3. Bill Smith with a bid of $183.75/trip for plowing only, a bid of $183.75/trip for
       sanding only and a bid of $262.50/trip for plowing and sanding (2009-2012)
       for the purposes of municipal road winter control, sidewalk plow with operator
       (Port Sydney) for a three year term.

       These awards are subject to the Town of Huntsville Chief Mechanic’s review of
       equipment suitability as per the contract documents.
                                                                             Carried

2.     Moved by Chris Zanetti                                                             PW-65-09

       IT IS RECOMMENDED THAT: The Public Works Report No. PW-2009-33,
       prepared by Stephen Keeley, regarding High Float Roads Projects and related
       Ditching – Contracted Services and Machinery, dated September 10, 2009 be
       received;

       AND FURTHER THAT: The Committee support “New Initiatives” to increase
       High Float Road Projects in 2010 and related contracted services and capital
       requirements.
                                                                             Carried.

3.     Moved by Chris Zanetti                                                             PW-66-09

       IT IS RECOMMENDED THAT: The Public Works Report No. PW-2009-32,
       prepared by Stephen Keeley, regarding Road Patching Equipment, dated
       September 10, 2009 be received;

       AND FURTHER THAT: Committee approve this “New Initiative” based upon the
       findings and conclusion of this report; namely, the purchase of 2 patchers and
       accessories to be included in next year’s “New Initiatives” for a total cost of
       $20,000.
                                                                             Carried.

				
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