Body: Council
Type: Agenda
Meeting: Special 10 Year Capital Plan
Date: February 2, 2023
Collection: Council Agendas
[View Document (PDF)](/docs/north-frontenac/Council Agendas/2023/February 2, 2023 - Special Agenda - 10 Year Capital Plan.pdf)
Document Text
Special Council Agenda – 10 Year Capital Plan February 2, 2023 – 9:00 AM Municipal Office – Council Chambers 6648 Road 506, Plevna Zoom Meeting Registration
Page
Call to Order and Purpose of Meeting
Chair’s Opening Remarks
Approval of Agenda
a) February 2, 2023
Be It Resolved That Council approves the Agenda for the Special Meeting regarding the 10 Year Capital Plan dated February 2, 2023, as circulated.
Disclosure of Pecuniary Interest and General Nature Thereof
Council, CAO, and Managers’ Administrative Reports
4 - 6
a) Public Works Manager: Request for Maintenance of Quakenbush and Struthadam Roads
Be It Resolved That Council receives for information the Public Works Manager’s (PWM) Administrative Report entitled “Request for Maintenance of Quakenbush and Struthadam Roads”; And That Council approves an allocation to the 10 Year Capital Plan of $20,000 / year for the Struthadam Road and $50,000 / year for the Quackenbush Road to undertake capital improvements until 2032.
7 - 20
b) Director of Emergency Services/Fire Chief: Emergency Services Communication Tower
Be It Resolved That Council receives for information the Director of Emergency Services, Fire Chief’s Administrative Report entitled “Emergency Services Communication Tower”; And That Council instructs the Director of Emergency Services, Fire Chief to have the Consultant proceed with the purchase of the design Page 1 of 47 Page specific radio and antenna equipment for the Fire, Public Works and Parks and Recreation Departments radio and antenna communication equipment for the Big Lake and Ompah Towers; And That Council instructs the Treasurer to take the additional expenses for the Communication Tower from the Municipal Modernization residual balance and the final amount from the Infrastructure Sustainability Reserve Fund.
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c) Treasurer: 2022 Summary of the Ten (10) Year Capital Plan 2022-2031; Tangible Capital Asset (TCA) Replacement Schedules (planned spending) as amended
Be It Resolved That Council receives the Treasurer’s Administrative Report entitled “North Frontenac 2023 Summary of the Ten (10) Year Capital Plan 2023-2032, TCA Replacement Schedules (planned spending)” for information purposes; And That Council approves the 2023 Summary of the 10 Year Capital Plan (2022 – 2032) Tangible Capital Asset (TCA) Replacement Schedules (planned spending); And That Council authorizes the CAO and Managers to proceed with the applicable 2023 TCA Capital Purchases/Tenders (in accordance with these Schedules and the Procurement By-law); And That Council authorizes the CAO and Director of Emergency Services to Tender in 2023 for the 2026 replacement of the 2011 Ford F550 mini pumper, due to delays in manufacturing (3 years from order date to delivery date); And That Council authorizes the CAO and Public Works Manager to Tender in 2023 for the replacement of the 2015 Freightliner Tandem Truck in 2025, due to delays in manufacturing (2 years from order date to delivery date).
Public Forum
Confirmatory By-law
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a) Confirming By-law #12-23
Be It Resolved That By-law #12-23, being a By-law to confirm all actions and proceedings of Council for its Special Meeting held February 2, 2023 be read a first and second time.
Adjournment
a) Adjournment of Council Meeting
Be It Resolved That Council adjourns the Meeting at _______ .m. until February 3, 2023 or at the call of the Chair.
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Page
“Accessible formats and communication support are available upon request.
The Township of North Frontenac is committed to accessibility for persons
with disabilities. Please contact Eric Korhonen, Accessibility Coordinator at
firechief@northfrontenac.ca if you have an Accessible accommodation
request.”
Page 3 of 47 Public Works Manager’s Administrative Report Request for Maintenance of Quakenbush Road and Struthadam Road February 2, 2023 Page 1 of 3
Administrative Report
To: Mayor and Members of Council
From: Darwyn Sproule, P.Eng., Public Works Manager
Recommended by: Corey Klatt, Dipl.M.A., Chief Administrative Officer _______
Date of Meeting: February 2, 2023
Re: Request for Maintenance of Quakenbush and Struthadam Roads
Background
On October 14, 2022 Council passed Resolution #400-22:
Be It Resolved That Council receives for information an email dated September 20, 2022 from Brad Runtz, Real Estate Agent on behalf of Brett Mask, property owner, advising the property Mr. Mask owns is accessed by Quakenbush Road; and that the road leading to the property is in horrendous condition; and that Mr. Mask, and other landowners on Quakenbush Road, would like Council to provide maintenance of the road for the 2.5 kilometers that it is currently maintained under the Township’s Level of Service By-law #89-13 Schedule “C”, And That the Public Works Manager will review the condition of the Quackenbush Road and report to Council with proposed options and associated costs for consideration during the 2023 budget process.
By-Law #89-13 (Level of Service) identifies Quackenbush Road as seasonally maintained for 2.5 km (no winter maintenance). The Township has completed very limited maintenance on Quackenbush Road for a number of years. Recent maintenance has been completed primarily by Logging Companies with operations in the area.
The Township has also received concerns / several requests for maintenance on
Struthadam Road. The status of Struthadam Road is similar to Quackenbush
with approximately 6 km identified as seasonally maintained. The Township has
completed very limited maintenance on the seasonally maintained section.
There are several properties on Struthadam Road that are now accessed
seasonally but on a regular basis. In response to the concerns identified by
property owners in 2022, the Township did complete very limited work (gravel
and ditching) on Struthadam Road.
Public Works Manager: Request for Maintenance of Quakenbush and Struthad…
Page 4 of 47
Public Works Manager’s Administrative Report
Request for Maintenance of Quakenbush Road and Struthadam Road
February 2, 2023
Page 2 of 3
This report addresses an action plan for both Struthadam and Quackenbush
Roads given the similar nature of the concerns / needs and significant costs
identified.
Researched By
Darwyn Sproule P.Eng., Public Works Manager
Comments
The Public Works Manager (PWM) and Foreman (PWF) inspected Quackenbush and Struthadam Roads in the fall of 2022.
Quackenbush requires considerable work, including: brushing, ditching, culverts, granular and grading.
Limited work has been undertaken by the Township on Struthadam Road, including brushing, a culvert replacement, and granular, but considerable work remains (ditching, drainage, granular and grading).
The needs on both roads are considerable and costly. The initial draft of the Road Needs Study (RNS) completed by D.M. Wills Associated Limited (Wills) in 2022 assessed both roads and identified the capital cost for improvements at:
Quackenbush Road
- $1,091,000 Struthadam Road
- $1,475,000 These costs are substantial for our small rural Municipality. A multi-year staged approach is recommended with a committed annual expenditure to initiate capital upgrades.
I am recommending $20,000 / year for Struthadam and $50,000 / year for Quackenbush Roads. The Struthadam Road allocation reflects the work completed by the Township over the last several years.
Financial Implications
Given the significant estimated cost of the capital improvements, a multi-year
commitment is recommended. Being:
$20,000 annually for Struthadam Road, and
$50,000 annually for Quackenbush Road.
The recommended duration is ten (10) years with the need to be reassessed at
that time.
Public Works Manager: Request for Maintenance of Quakenbush and Struthad… Page 5 of 47 Public Works Manager’s Administrative Report Request for Maintenance of Quakenbush Road and Struthadam Road February 2, 2023 Page 3 of 3
Recommendation
Be It Resolved That Council receives for information the Public Works Manager’s (PWM) Administrative Report entitled “Request for Maintenance of Quakenbush and Struthadam Roads”;
And That Council approves an allocation to the 10 Year Capital Plan of $20,000 /
year for the Struthadam Road and $50,000 / year for the Quackenbush Road to
undertake capital improvements until 2032.
Public Works Manager: Request for Maintenance of Quakenbush and Struthad…
Page 6 of 47
Director of Emergency Services, Fire Chief Administrative Report
Emergency Services Communication Tower
February 2, 2023
Page 1 of 5
Administrative Report
To: Mayor and Members of Council
From: Eric Korhonen, Director of Emergency Services, Fire Chief
Recommended by: Corey Klatt, Dipl. M.A., Chief Administrative Officer
Date of Meeting: February 2, 2023
Re: Emergency Services Communication Tower
Background
The Province provided a one-time payment in 2018-2019 via the Municipal
Modernization Fund, Intake 1, to support small and rural municipal efforts to
become more efficient and reduce expenditure growth in the longer term. The
investment is unconditional, it is intended to help modernize service delivery and
reduce future costs through investments in projects such as: service delivery
reviews, development of shared service agreements, and capital investments.
On June 6, 2018 the Director of Emergency Services (DESFC) provided Council
with a Fire Master Plan. The plan identified that:
“Due to the geographic and topographic nature of the Township, radio
communications is not always optimum. The signal can be degraded by external
factors such as the weather, line of sight, proximity to the repeater towers and
Volunteer technique when using the radios. Some of these concerns are being
addressed as recommended in the 2016 Joint Frontenac Townships’ GAP Study,
through administration and training while some are beyond the Departments
control. The County/Townships continue to investigate all possible funding
opportunities to improve communications”.
On January 16, 2019 Fire Chief Casey Cuddy provided the Joint Fire Committee
for the Kaladar/Barrie Fire Department an Administrative Report, entitled “Radio
Communications Concern”, which recommended:
“BE IT RESOLVED THAT the Committee receives for information the
Administrative Report entitled “Radio Communications Concern”;
AND THAT the Committee forward this to both councils asking that this be
looked at as a joint venture”.
Director of Emergency Services/Fire Chief: Emergency Services Communicat…
Page 7 of 47
Director of Emergency Services, Fire Chief Administrative Report Emergency Services Communication Tower February 2, 2023 Page 2 of 5 On March 1, 2019 Council passed Resolution #120-19 which stated: “Be It Resolved That Council receives for information the Kaladar/Barrie Joint Fire Committee Resolution #06-19 dated January 16, 2019, receiving for information the Administrative Report entitled “Radio Communication Concern”; and instructing the report be forwarded to both Councils asking that it be looked at as a joint venture; And That Council receives for information the Kaladar/Barrie Fire Chief’s Administrative Report entitled “Radio Communication Concerns” And That Council recommends the Joint Fire Committee instruct the Kaladar/Barrie Fire Chief work with the North Frontenac Fire Chief to provide some potential options to address radio communication concerns for both Councils consideration”. Carried
On March 3, 2021 Council passed Resolution #117-21
“Be It Resolved That Council receives for information the Director of Emergency
Services, Fire Chief’s Administrative Report entitled “Communication Tower
Upgrades - Municipal Modernization Fund”;
And That Council approves installing a Communications Tower to improve our
existing system and reduce dead zones, improve Emergency Services
communications and provide for a safer operating environment;
And That Council instructs the Treasurer to transfer up to a maximum of
$180,000 from the Municipal Modernization Reserve Fund”. Carried
On October 22, 2021 Council passed Resolution #471-21
“Be It Resolved That Council receives for information the Director of Emergency
Services, Fire Chief’s Administrative Report entitled “Proposed Public Safety
Radio Tower Location”;
And That Council instructs the Clerk to continue to work with the Township’s
Solicitor to confirm the ownership of the Road Allowance between Lots 10 and
11, Concession 7, geographic Township of Miller;
And That once the ownership is confirmed to be the Township, Council instructs
the Director of Emergency Services, Fire Chief to proceed with the Request for
Proposal for a Public Safety Radio Tower to be located on the Road Allowance
between Lots 10 and 11, Concession 7, geographic Township of Miller along the
Mountain Road”. Carried
Researched By
Eric Korhonen, Director of Emergency Services, Fire Chief
Comments
The Department has retained the services of a Communications Consultant to
assist with the Request for Proposal (RFP) for a Communications Tower, liaise,
on behalf of the Township with Innovations, Science and Economic Development
Canada (ISED) and to consult with regarding the Communications Tower and
necessary equipment to provide for a cost effective project which will be flexible,
sustainable and upgradable.
Director of Emergency Services/Fire Chief: Emergency Services Communicat…
Page 8 of 47
Director of Emergency Services, Fire Chief Administrative Report Emergency Services Communication Tower February 2, 2023 Page 3 of 5 A surveyor was retained to survey the proposed property. A Property Identification Number (PIN) was assigned and the title of the property is now in the Townships name. The RFP for Tower construction has been awarded, with a scheduled completion date of May 31, 2023.
The Consultant has suggested that the required radio communication equipment be purchased to expedite installation and to ensure that the equipment meets the design requirements, reduce the installation costs of the project prior to the towers placement, reduce the effect of rising prices, and address any supply chain issues. The Consultant is able to negotiate with the various manufacturers and suppliers to acquire the specific components needed to create the designed communication system. In accordance with the Municipal Modernization requirements this meets the requirements to source the radio communication “equipment only” with the Consultant as: when specialized experience, knowledge or expertise is required when it is necessary to ensure compatibilit
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