Public Works Subcommittee Tuesday, February 5, 2008 Minutes A meeting of the Public Works Sub-committee was held on February 5, 2008 at the Municipal Operations Centre, 408 James Street South, St. Marys. Present: Chairperson Don VanGalen Councillor Bruce Symons Councillor Bill Mustard Ex-Officio Jamie Hahn Kevin Luckhardt, Director of Public Works Councillor Gary Boyce (observing meeting) Kim Clifford (recording secretary) Bruce Grant, CAO/Clerk Tim Wolfe, Parks Manager The meeting was called to order at 9:00 a.m. 1) Approve minutes of meeting dated January 8, 2008: Moved by Councillor Bruce Symons, seconded by Councillor Bill Mustard that the minutes of the meeting dated January 8, 2008 be approved with the following correction: Change page 3, third paragraph the word completive to competitive. 2) Disclosure of Interest There was no disclosure of interest. 3) Business arising from the minutes Councillor Bruce Symons inquired if there had been any further discussions with the service clubs regarding Town entrance signage. Kevin Luckhardt replied that Bill Galloway of the Rotary Club is arranging a meeting with all service clubs to discuss ideas regarding Town entrance signage for service clubs. Kevin stated that he will also attend the meeting. Councillor Bill Mustard asked if any residents have requested that their water be tested for lead. Kevin Luckhardt replied that there have been no requests to date. 4) Correspondence Crime Stoppers of Perth County Inc.- A letter was received from Crime Stoppers of Perth County Inc. requesting that the Town of St. Marys permit five signs to be placed on the road allowance at the Town entrances. Crime Stoppers is seeking partnership from service clubs to assist with costs.
2 The committee discussed the issue and agreed that the Crime Stoppers organization be invited to the meeting of service clubs being arranged by Bill Galloway and that Crime Stoppers post their signs with the other service clubs. 5) Staff Report Stonetown Farms assumption of underground services Kevin Luckhardt stated that all services have been installed and certified by the consultant. The Town must now pass a by-law in accordance to the development agreement to assume the underground services from the developer. that the Public Works Subcommittee recommends to Council that a by-law be passed to assume the underground services for Stonetown Farms as per paragraph 12 of the Development Agreement. 6) Staff Report Municipal Infrastructure Investment Initiative Kevin Luckhardt stated that the committee should consider two projects: James Street South Water Main Project: Installation of 1100 meters of 300mm water main from Meadowridge Variety to Shur-Gain. Total Estimated cost - $500,000. Core Area Water Service Replacement Project: Replacement of all water services on Queen Street from Church Street to Peel Street. Estimated Cost - $336,000. Kevin Luckhardt stated the George/Tracy Street project is not construction ready for the 2008 season and therefore does not qualify for funding under this program. Mayor Jamie Hahn stated that if the core area water service replacement project was to be done it would either need to be completed by May 24 or commenced in September so as not to disrupt the core area during the summer months. Kevin Luckhardt stated that the work in the core area would have to be done at night due to heavy traffic volume. Chairperson Don Van Galen asked how long it would take to complete the core area water service replacement project. Kevin Luckhardt replied that it would take four to five weeks to complete the project. that the Public Works Subcommittee recommends to Council that the James Street South watermain project be submitted for MIII funding. 7) Staff Report MOE Inspection Summary Rating for 2006-2007 Kevin Luckhardt stated that the MOE has introduced a methodology for measuring inspection results as applied to municipal residential drinking water system inspections. The MOE has a rigorous and comprehensive
3 inspection program, the objective of which is to determine compliance with requirements under the Safe Drinking Water Act. The final inspection rating for the Town was 94.33% for the year 2006-2007. that the Public Works Subcommittee acknowledges receipt of the Inspection Summary Rating Record for the year 2006-2007. 8) Staff Report New Road Naming Kevin Luckhardt stated that the design has been completed for a new road that will service industrial lands behind Caledon Tube. The road will now need to be named for addressing purposes. The committee discussed various possible street names. Moved by Mayor Jamie Hahn, seconded by Councillor Bill Mustard that the Public Works Subcommittee recommends to Council that the name Enterprise Drive be submitted to Council for approval. 9) Staff Report Pickup Truck for Parks Department Kevin Luckhardt stated that at recent budget discussions it was agreed to remove budgeted monies for the purchase of a truck for the Parks Department. It was also agreed at the same meeting that this vehicle would be purchased from the Public Works equipment reserves account. Since those discussions the 1996 pickup truck used by the Parks Department has been taken out of service due to several mechanical issues. The committee discussed the options of purchasing a new or used vehicle or leasing a new vehicle for the Parks Department. that the Public Works Subcommittee tender for the purchase of a new pickup truck.. 10) Tender call for Miscellaneous Asphalt Repairs The committee agreed to call a tender for miscellaneous asphalt repairs. 11) Green Committee Green Cone Digesters Councillor Bruce Symons stated that he would like to see a program introduced to supplement costs for residents to purchase the green cone digesters. The program would be funded by Waste Diversion Ontario (WDO) monies received by the Town in 2008. He stated that 100 units would be purchased for resale to residents. The units are priced at $80 each. The WDO monies would supplement $20 per unit, leaving a cost to residents of $60 per unit. This program would be available to St. Marys residents only.
4 12) 2007 Public Works Activity Report Kevin Luckhardt expressed that it was another productive year for the Public Works Department. Councillor Bruce Symons stated that he would like to see a total weight for organic waste added to the report. 13) Cemetery by-law amendment The committee discussed the cemetery rate summary prepared by Kevin Hyatt as a comparison to other municipalities. The committee agreed to forward the cemetery by-law to the Town solicitor for review prior to forwarding it to Council for approval. 14) Revenue and Expense The committee discussed the various accounts. 15) New Business Deputation Merging Parks Department with Public Works Department Bruce Grant and Tim Wolfe were present to speak to the issue. Bruce stated that through discussions between Kevin Luckhardt and Tim Wolfe it has been determined that efficiencies exist between the Public Works Department and the Parks Department in the utilization of equipment and staff. These efficiencies could be realized if Parks were brought into the Public Works portfolio. Tim Wolfe added that both departments are already located in the same building and presently share equipment and coordinate some projects together. Mayor Hahn expressed concern that the Cemetery grounds will possibly be neglected by having Cemetery staff involved with Parks projects. Kevin Luckhardt stated that the only change in operations will be that the Cemetery Caretaker will report to Tim Wolfe. Staff will still be hired for the cemetery for the summer and staff will also be hired for the parks department for the summer. Councillor Bill Mustard asked if bookings for ball diamonds and soccer fields will be done through the Parks Department under Public Works. Tim Wolfe replied that bookings will remain with the programming portion of Recreation and will continue to be done through the Friendship Centre. that the Public Works Subcommittee recommends to Council the merging of the Parks Department with the Public Works Department.. New Business Councillor Gary Boyce stated that he is concerned with vehicles exiting the parking lot at the Pyramid Centre onto Lindsay Atkinson Drive. Councillor Boyce recommended that yield signs be considered for the location. Kevin Luckhardt stated that he will look into the issue.
5 Mayor Hahn asked when a core area snow clean-up will be completed by municipal staff. Kevin Luckhardt replied that due to anticipated warmer temperatures a core area snow clean-up would possibly not be required. He stated that staff will assess the situation near the end of the week and if necessary a core area snow clean-up will be completed. The meeting was adjourned by Councillor Bruce Symons at 11:05 a.m. Chairperson Don Van Galen Director of Public Works Kevin Luckhardt Copies to: All members of Council Bruce Grant Jim Brown