2012 council/committee calendar - the Township of Lanark Highlands

AGENDA
COMMITTEE OF THE WHOLE
COMMITTEE
Tuesday, December 6 th , 2011
2:30 p.m.
Lanark Highlands Municipal Office - 75 George Street, Lanark, Ontario
Council Chambers
*2:30 p.m. Committee of the Whole
Chair, Deputy Mayor Brian Stewart
1. CALL TO ORDER
2. DISCLOSURE OF PECUNIARY INTEREST & GENERAL NATURE THEREOF
3. APPROVAL OF AGENDA
Suggested Motion:
“THAT, the agenda be adopted as presented.”
4. APPROVAL OF MINUTES
Suggested Motion:
“THAT, the minutes of the Committee of the Whole Committee meeting held on
November 22 nd , 2011 be approved as circulated.”
5. DELEGATIONS & PRESENTATIONS
i) Award Presentation – Volunteer of the Year
ii) Algonquin College – Lana March
6. COMMUNICATIONS
i) County of Heron Resolution supporting ODRAP funding for Wood Lot Damage.
– attached, pages 6-7.
ii) County of Heron Resolution supporting Social functions being held in farm
buildings. – attached, page 8.
iii) Ontario Good Roads Association, Final call for nominations for 2012-2013
Board of Directors. – attached, pages 9-11.
iv) Township of Muskoka Lakes Resolution supporting Municipal Planning
Authority for Renewable Energy Projects. – attached, page 12.
7. REPORTS
None
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General
None.
Community Services
i) Report of the Lanark Highlands Public Library Board (verbal).
Councillor Tom Lalonde.
Suggested Motion:
“THAT, the Report of the Lanark Highlands Public Library Board (verbal) be
received for information.”
ii) Report of the Lanark & District Museum Board (verbal).
Councillor Ken Sinclair.
Suggested Motion:
“THAT, the Report of the Lanark Museum Board (verbal) be received for
information.”
iii) Report of the Middleville Museum Board (verbal).
Councillor Bob Sutcliffe.
Suggested Motion:
“THAT, the Report of the Middleville Museum Board (verbal) be received for
information.”
iv) Report of the Lanark Highlands Youth Centre Inc. Board (verbal).
Councillor Tom Lalonde.
Suggested Motion:
“THAT, the Report of the Lanark Highlands Youth Centre Inc. Board (verbal) be
received for information.”
v) Report of the Lanark Highlands Business and Tourism Association Board
(verbal).
Councillor Bob Mingie.
Suggested Motion:
“THAT, the Report of the Lanark Highlands Business and Tourism Association
Board (verbal) be received for information.”
vi) Report of the 150th Village of Lanark Anniversary Committee
(verbal).
Councillor Bob Mingie.
Suggested Motion:
“THAT, the Report of the 150 th Village of Lanark Anniversary Committee
(verbal) be received for information.”
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vii) Report of the Township of Lanark Highlands and North Lanark Community
Health Centre – Joint Planning Committee
Mayor Peter McLaren and Deputy Mayor Brian Stewart.
“THAT, the Report of the 150 th Village of Lanark Anniversary Committee
(verbal) be received for information.”
Report CS-12-2011 Ultra Violet Water Disinfection System Maintenance
Contract – attached, pages 13-18.
CAO/Clerk Ross Trimble
Suggested Motion:
“THAT, Report #Community Services-12-2011 Ultra Violet Water Disinfection
System Maintenance Contract be received by the Committee of the Whole and
that the Committee recommend approval for the Maintenance Contract to JP
Brankin and that funding for the maintenance be drawn from the water/sewer
reserves.
Report CS-13-2011 Ultra Violet Water Disinfection Systems Middleville
Community Centre – attached, pages 19-22.
CAO/Clerk Ross Trimble
Suggested Motion:
“THAT, Report #Community Services-13-2011 Ultra Violet Water Disinfection
Systems be received by the Committee of the Whole and that the Committee
recommend approval for the installation of a new Ultra Violet Disinfection
System in the Middleville Community Centre and a refit of the old system which
is to remain in the Fire Hall. Staff recommends the tender be awarded to Valley
Plumbing & Water Treatment @ $ 2,635.00 plus taxes. The funding for this
project could be taken from the water/sewer reserves.
Corporate Services
i) 2012 Draft Council, Committee Calendar – attached, pages 23-24
ii) 2012 Budget Schedule discussion, CAO/Clerk Ross Trimble
iii) 2012 Township Tour discussion, CAO/Clerk Ross Trimble
iv) 2012 Highland Voice discussion, CAO/Clerk Ross Trimble
Building, Planning & Protective Services
i) Report #CBO-12-2011 Building Department Report – November 2011 –
attached, page 25.
Chief Building Official, Phil Borrowman
Suggested Motion:
“THAT, Report #CBO-12-2011 Building Department Report - November 2011,
be received for information.”
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ii) Report #FS-09-2011 Structure Fire 108 Clyde Lane – attached, page 26-28.
Fire Services Admin, Scott Norton
Suggested Motion:
“THAT, Report #FS-09-2011.” is received by the Committee of the Whole for
information.
Public Works & Waste Management Committee
i) Report #PMMW-13-2011 2 YEAR EXTENSION TO EXISTING WASTE AND
RECYCLING SERVICES AT WASTE SITES / TRANSFER STATIONS
CONTRACT PW2008-02” – attached, pages 29-31.
Public Works Superintendent, Scott Cameron
Suggested Motion:
“THAT, Council for the Township of Lanark Highlands extend the current
“Waste & Recycling Services at Waste Sites & Transfer Stations Contract
PW2008-02” with Mr. Ewen Alexander for an additional 2 years, until December
31 st 2013.
8. NEW/OTHER BUSINESS
None.
9. IN-CAMERA ITEMS
i) CONFIDENTIAL: Identifiable Individual – Personnel
Report attached as separate document
Suggested Motion:
“THAT, the Committee move “in camera” at ___ p.m. to address a matter
pertaining to personal matters about an identifiable individual, including
municipal or local board employees;
AND THAT, R. Trimble, CAO/Clerk and R.Wittkie Planning
Administrator/Deputy Clerk and _____________ remain in the room.”
Suggested Motion:
“THAT, the Committee return to regular session at ___ p.m.”
ii) CONFIDENTIAL: Identifiable Individual – Personnel
Suggested Motion:
“THAT, the Committee move “in camera” at ___ p.m. to address a matter
pertaining to personal matters about an identifiable individual, including
municipal or local board employees;
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AND THAT, R. Trimble, CAO/Clerk and R.Wittkie Planning
Administrator/Deputy Clerk and _____________ remain in the room.”
Suggested Motion:
“THAT, the Committee return to regular session at ___ p.m.”
10. DEFERRED ITEMS
• Site Plan Control By-Law
• Discussion on Draft Property Standards By-Law (Jan COW)
• Amending Procedural By-Law
• Amending Building By-Law 2004-481
Public Works & Waste Management Committee
• Report #PWWM-XX-2010 Policy for future development on non-maintained
township roads, including maintenance responsibilities (requested April 2010).
• ATV’s: Request to Allow on Township Roads (requested December 2008)
• Delegation of Enforcement of Winter Parking Restrictions (requested
December 2008)
11. ADJOURNMENT
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THE CORPORATION OF THE
TOWNSHIP OF LANARK HIGHLANDS
Committee of The Whole
Report #Community Services-12-2011
Ultra Violet Water Disinfection System Maintenance Contract
STAFF RECOMMENDATION(S)
“THAT, Report #Community Services-12-2011 Ultra Violet Water Disinfection System
Maintenance Contract be received by the Committee of the Whole and that the Committee
recommend approval for the Maintenance Contract to JP Brankin and that funding for the
maintenance be drawn from the water/sewer reserves.
BACKGROUND
All Township owned community centres; the Lanark & District Community Centre and the
Lanark Youth Centre have ultra violet water disinfection systems. Each system requires
regular maintenance to prevent system shut downs and exceedance.
The Safe Drinking Water Act Regulation 319/08 states;
Responsibilities of owner and operator
6. (1) Every owner shall,
(a) designate an operator who will have primary responsibility in regard to fulfilling any
of the operator’s duties under this Regulation relating to requirements for sampling,
testing and receipt of results and submission of reports;
(b) notify the medical officer of health of the health unit in which the system is located
of the name and address of the operator designated under this subsection;
(c) notify the medical officer of health of the health unit in which the system is located
of any change in the operator or in the name or address of the operator designated
under this subsection. O. Reg. 319/08, s. 6 (1).
(2) Every owner and every operator shall,
(a) maintain the small drinking water system and its equipment in a safe and sanitary
condition;
(b) ensure that all water provided by the system to the point where the system is
connected to a user’s plumbing system meets the requirements established by this
Regulation or under the Ontario Drinking Water Quality Standards;
(c) ensure that, at all times in which it is in service, the small drinking water system,
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(i) is operated in accordance with the requirements under this Regulation, and
(ii) is maintained in a fit state of repair; and
(d) ensure that all sampling, testing, monitoring and reporting requirements under this
Regulation are complied with. O. Reg. 319/08, s. 6 (2).
Maintaining the system includes replacing the pre filters, inspecting the o rings and air filters
cleaning the sleeves and replacing the light bulbs as per manufacturer recommendations.
DISCUSSION
A comprehensive binder has been prepared for each site with a UV system that includes
emergency contact information, the complete manual for each system and a laminated
trouble shooting chart for community centre users.
The trouble shooting chart quickly identifies the source of the problem and offers quick and
easy measures to determine if a professional is required.
A local contractor has provided the township with excellent pricing on pre filters. Pre filters
have been stocked at each location.
OPTIONS CONSIDERED
(A) Scheduled Maintenance Plan
Professional service should reduce system shut-downs and exceedance.
(B) Attempt to train Community Centre volunteers
Liability rests with Township for adequate training. These units are not user friendly as the
first generation were. Questionable if regular cooperation will be supplied.
FINANCIAL IMPLICATIONS
UV Systems
CONTRACTOR PRICE
J.P. Brankin Quote as per request Billed 4 times per year $3270.00 plus
4 times per year
components
Nelson Water Quote based on a $500.00 per month/12 $6,000.00
yearly contract months
Valley Plumbing Quote as per request Billed 4 times per year $3354.00 plus
4 times per year
components
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COMPONENT JP Brankin Valley Plumbing
Hallett lamps $149.00 $149.00
Hallett fan filter $13.00 $14.00
Hallett seal kit $25.00 $25.00
Hallett Quartz Sleeve $127.00 $129.00
Trojan Pro 10 lamp $159.00 $189.00
Trojan Pro 10 sleeve $39.00 $49.00
Trojan D4 Lamp $99.00 $115.00
Trojan D4 Sleeve $39.00 $41.00
$650.00 $711.00
CONCLUSIONS
Staff recommends awarding the maintenance contract to JP Brankin.
ATTACHMENTS
Quotations
Prepared for Submission by: Approved for Submission by:
Scott Norton Ross Trimble,
Chief Administrative Officer/Clerk
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THE CORPORATION OF THE
TOWNSHIP OF LANARK HIGHLANDS
Committee of The Whole
Report #Community Services-13-2011
Ultra Violet Water Disinfection Systems Middleville Community Centre
STAFF RECOMMENDATION(S)
“THAT, Report #Community Services-13-2011 Ultra Violet Water Disinfection Systems be
received by the Committee of the Whole and that the Committee recommend approval for the
installation of a new Ultra Violet Disinfection System in the Middleville Community Centre
and a refit of the old system which is to remain in the Fire Hall. Staff recommends the tender
be awarded to Valley Plumbing & Water Treatment @ $ 2,635.00 plus taxes. The funding for
this project could be taken from the water/sewer reserves.
BACKGROUND
Council had previously approved the relocation of the old UV system from the Middleville Fire
Station to the Middleville Community Centre. The contractor indicated that installation in the
basement cubby under the stairs was extremely difficult and provided little access for regular
maintenance. A second opinion was sought, and both contractors concluded the most
sensible solution was to locate the UV system in the furnace room. This relocation would
require two lines (raw water and treated water) run from the cubby, under the stairs across
the hall closet the up and across the furnace room.
DISCUSSION
The contractor who was awarded the tender for the relocation indicated that moving the
existing system would cost approximately $ 1,000.00. The contractor also indicated that the
recent problems with shut downs may be attributed to a faulty sensor and or solenoid valve.
The combined price of parts and labour was also close to $1,000.00
As the combined costs were rapidly approaching the costs of a new system the move was
put on hold.
Investing in a new system installed in the furnace room will provide access for maintenance
and should provide an easier installation in the event the community centre receives a new
well.
Repairing the old system will not remedy the access issues when a shut down occurs and
provides no treatment to the long supply line from the Fire Hall.
Refitting the old system will provide an initial UV treatment prior to reaching the new UV
system.
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OPTIONS CONSIDERED
(1) Install a new system in the Community Centre Furnace Room & refit the old system
(2) Install the old system in the Community Centre Furnace Room
FINANCIAL IMPLICATIONS
One contractor was able to quote.
(1) Valley Plumbing and Water Treatment
Install one Trojan Pro 10 UV System in furnace room and refit old system in Fire Hall
$2,635.00
(2) Valley Plumbing and Water Treatment
Remove system from Fire Station re-plumb leaving filter, replace sensor and solenoid
valve and install new filter and old system in Furnace room.
$1775.00
CONCLUSIONS
Staff recommends option # 1, that Valley Plumbing and Water Treatment install a new UV
system in the furnace room of the Middleville Community Centre and the old system be refitted
for continuous operation.
ATTACHMENTS
Quotations
Prepared for Submission by: Approved for Submission by:
Scott Norton Ross Trimble,
Chief Administrative Officer/Clerk
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2012
COUNCIL/COMMITTEE CALENDAR
Statutory Holiday Conferences
Committee of the Whole - 2:30 p.m. Feb. 26 - Feb 29 ROMA/OGRA (Toronto)
Council - 7:00 p.m. April 19 - 21 OAPSB (Ottawa)
June 1-4 FCM (Saskatoon)
Environmental Advisory Committee (1:30 p.m.) Aug. 19 - 22 AMO (Ottawa)
Police Services Board (9:00 a.m.) Sept. 12 - 14 OEMC (Kingston)
Oct. CRST (TBD)
JANUARY FEBRUARY MARCH
S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 5 6 7 1 2 3 4 1 2 3
8 9 10 11 12 13 14 5 6 7 8 9 10 11 4 5 6 7 8 9 10
15 16 17 18 19 20 21 12 13 14 15 16 17 18 11 12 13 14 15 16 17
22 23 24 25 26 27 28 19 20 21 22 23 24 25 18 19 20 21 22 23 24
29 30 31 26 27 28 29 25 26 27 28 29 30 31
APRIL MAY JUNE
S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 5 6 7 1 2 3 4 5 1 2
8 9 10 11 12 13 14 6 7 8 9 10 11 12 3 4 5 6 7 8 9
15 16 17 18 19 20 21 13 14 15 16 17 18 19 10 11 12 13 14 15 16
22 23 24 25 26 27 28 20 21 22 23 24 25 26 17 18 19 20 21 22 23
29 30 27 28 29 30 31 24 25 26 27 28 29 30
JULY AUGUST SEPTEMBER
S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 5 6 7 1 2 3 4 1
8 9 10 11 12 13 14 5 6 7 8 9 10 11 2 3 4 5 6 7 8
15 16 17 18 19 20 21 12 13 14 15 16 17 18 9 10 11 12 13 14 15
22 23 24 25 26 27 28 19 20 21 22 23 24 25 16 17 18 19 20 21 22
29 30 31 26 27 28 29 30 31 23 24 25 26 27 28 29
* July Summer Break 30
OCTOBER NOVEMBER DECEMBER
S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 5 6 1 2 3 1
7 8 9 10 11 12 13 4 5 6 7 8 9 10 2 3 4 5 6 7 8
14 15 16 17 18 19 20 11 12 13 14 15 16 17 9 10 11 12 13 14 15
21 22 23 24 25 26 27 18 19 20 21 22 23 24 16 17 18 19 20 21 22
28 29 30 31 25 26 27 28 29 30 23 24 25 26 27 28 29
30 31
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2012
Council/Committee Calendar
Statutory Holiday
Warden's Golf Tournament & Banquet
August 10 (Golf Tournament)
November 16 (Banquet)
Special Corporate Services - Budget Meeting
Inaugural Meeting
Community Development & Public Works (5:00 pm) Conferences
February 26 - 29 ROMA/OGRA (Royal York, Toronto)
Community & Corporate Services (5:00 pm)
June 1 - 4 FCM (Saskatoon)
County Council (7:00 pm)
August 19 - 22 AMO (Ottawa)
Lanark County Housing Corporation (6:30 pm)
* LCHC AGM - June 13
September 12 - 14 OEMC (Location TBD)
Land Division Committee (10:00 am)
October CRST (Date/Location TBD)
JANUARY FEBRUARY MARCH
S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 5 6 7 1 2 3 4 1 2 3
8 9 10 11 12 13 14 5 6 7 8 9 10 11 4 5 6 7 8 9 10
15 16 17 18 19 20 21 12 13 14 15 16 17 18 11 12 13 14 15 16 17
22 23 24 25 26 27 28 19 20 21 22 23 24 25 18 19 20 21 22 23 24
29 30 31 26 27 28 29 25 26 27 28 29 30 31
APRIL MAY JUNE
S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 5 6 7 1 2 3 4 5 1 2
8 9
10 11 12 13 14 6 7 8 9 10 11 12 3 4 5 6 7 8 9
15 16 17 18 19 20 21 13 14 15 16 17 18 19 10 11 12 13 14 15 16
22 23 24 25 26 27 28 20 21 22 23 24 25 26 17 18 19 19 20 21 22 23
29 30 27 28 29 30 31 24 25 26 27 28 29 30
JULY AUGUST SEPTEMBER
S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 5 6 7 1 2 3 4 1
8 9 10 11 12 13 14 5 6 7 8 9 10 11 2 3 4 5 6 7 8
15 16 17 18 19 20 21 12 13 14 15 16 17 18 9 10 11 12 13 14 15
22 23 24 25 26 27 28 19 20 21 22 23 24 25 16 17 18 19 20 21 22
29 30 31 26 27 28 29 30 31 23
30
24 25 26 27 28 29
OCTOBER NOVEMBER DECEMBER
S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 5 6 1 2 3 1
7 8 9 10 11 12 13 4 5 6 7 8 9 10 2 3 4 5 6 7 8
14 3 16 17 18 19 20 11 12 13 14 15 16 17 9 10 11 12 13 14 15
21 22 23 24 25 26 27 18 19 20 21 22 23 24 16 17 18 19 20 21 22
28 29 30 31 25 26 27 28 29 30 23 24 25 26 27 28 29
30 31
Please note: Dec. 24 & 31 are half days stats
Revised: November 23, 2011
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#CBO-11-2011 BUILDING INSPECTION SERVICE
to November 31, 2011
Comparisons to Previous Years
In November 2010 In November 2011 Total 2010 to November 30 Total 2011 to November 31
Permit Revenue $8,010 $11,399 $62,442 $58,010
Number of
Permits 21 34 154 155
Building Value $841,500 $1,724,370 $7,663,095 $8,159,468
New Housing
Starts 3 0 31 27
November 2011 Building Summary
Woodstove 5 Deck/Patio 1
Garage 2 Hunt Camp 0
Shed 6 Addition 4
SFD 5 Renovation 3
Pool 1 Car Port 0
Demolition 5 Workshop 0
Repair 2 Permit transfer 0
PERMIT Name Address Permit Building
NUMBER Amount Type
2011-082 Melanie MacKenzie 370 Stewart Gibson Road $1,351.85 S.F. Dwelling
2011-086 Denis & Christine Leduc 228 Parsons Way $1,166.00 S.F. Dwelling c/w attached garage
2011-113 Elaine Schutz 252 Upper Perth Rd $60.00 Roof over deck
2011-114 Jerry Sykora 346 Pickeral Bay Rd $112.00 Boat house
2011-115 William McKee 402 Donnelly Rd $60.00 Demo
2011-116 William McKee 402 Donnelly Rd $866.75 Addition
2011-117 John O'Toole 4291 South Lavant Rd $1,160.20 Addition
2011-118 Ed Haynes 898 Concession 7 $110.00 Shed
2011-119 Ed Haynes 898 Concession 7 $102.50 Barn
2011-120 Jean Degony 4397 Watsons Corners Rd $84.00 Shed
2011-121 Yvon Gaudreau 7236 McDonalds Corners Rd $70.00 Pool
2011-122 Frank Mitchell 749 Mitchell Rd $65.00 Chimney
2011-123 Tom Lalonde 6993 Highway 511 $97.50 Sugar shed
2011-124 Chris Waitman 652 Meadowcrest Lane $60.00 Repair of boathouse
2011-125 Linda Hansen 121 Pine Ridge Way $60.00 Demo
2011-126 Larry McDermott 345 Plenty Lane $60.00 Wood shed
2011-127 Larry McDermott 346 Plenty Lane $150.00 Solar panels on existing building
2011-128 Mark Fraser 2077 Sugarbush Hill Lane $60.00 Demo
2011-129 Mark Fraser 2077 Sugarbush Hill Lane $255.20 Addition to existing cottage
2011-130 John Lees 221 Hardwood Ridge Road $1,294.00 S.F. Dwelling
2011-131 Jahe Obrien 479 Rodger $1,051.30 S.F. Dwelling
2011-132 George Braithwaite 2751 Balfour Lane $60.00 Wheelchair access ramp
2011-133 Linda Hansen 121 Pine Ridge Way $1,592.40 S.F. Dwelling
2011-134 Albert Hum 10300 Highway 511 $60.00 Shed
2011-135 Robert Ferguson McDonalds Corners Rd $60.00 Demo
2011-136 Paul Keating 105 Clyde Lane $228.00 Roof replacement
2011-137 Yvon Gaudreau 7236 McDonalds Corners Rd $297.00 Addition to existing modular
2011-138 John & Karen Hicks 1150 Concession 3 Dalhousie $65.00 Install a solid fuel burning appliance
2011-139 Gilles LaFontane 305 Giles Road $140.00 Install a solid fuel burning appliance
2011-140 David Grahadi 6712 Highway 511 $65.00 Install a solid fuel burning appliance
2011-143 504 Iron Mine Road 504 Iron Mine Road $65.00 Install a solid fuel burning appliance
2011-144 Jean-Pierre Tardif Windy Point Side Road $270.00 Storage garage
2011-146 Barbara Flynn 993 Concession 9 A $140.00 Install a solid fuel burning appliance
2011-147 Denis & Christine Leduc 228 Parsons Way $60.00 Demo
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STAFF RECOMMENDATION(S)
THE CORPORATION OF THE
TOWNSHIP OF LANARK HIGHLANDS
COMMITTEE OF THE WHOLE
Report #FS-09-2011
Of the Fire Service Department
Structure Fire 108 Clyde Lane
“THAT, Report #FS-09-2011.” is received by the Committee of the Whole for information.
BACKGROUND
On November 24 th , 2011 @ 20:40:53 Smiths Falls Dispatch received a 911 call
reporting a structure fire at 190 Clyde Lane off the Bow Lake Road in the Township of Lanark
Highlands.
The initial dispatch occurred @20:41:42. Station # 2 responded @ 20:41:44
District Chief Station # 2 requested full response from Station # 7 Tatlock and Station # 1
Lanark Village and a tank truck from Station 3 McDonalds Corners. District Deputy Chief
Station #2 arrived on scene a few minutes after the call was paged out and reported fully
involved structure fire.
The location was corrected to 108 Clyde Lane.
District Chief Station # 2 arrived and assumed incident command.
Pumper 59 Arrived on scene @ 20:58:12 and set up as the attack pumper.
Tanker #24 arrived on scene @ 20:58:18 and supplied water to the attack pumper.
Pumper 76 arrived at Wolf Grove Road Dry Hydrant at approximately 21:00; 00 and set up a
water source.
Pumper 60 set up a water source at Bow Lake Road Bridge at approximately 21:10:00
Incident command requested ten additional firefighters from Station # 3.
Hydro was contacted @ 21:07:11 as live wires were present.
Agent was applied @ 21:10:46.
BBDNE sent a pumper and a tanker to Station # 1 for stand by @ 21:13:00
Incident command requested 20 air cylinders from BBDNE fire Department @ 21:42:51
Hydro was on scene at 21:59:59 to disconnect power.
The OPP was contacted by dispatch @ 22:07:08 regarding occupant unaccounted for.
OPP on scene @ 22:30:18
Dispatch contacted at approximately 23:00:00 for OFM contact information
Incident command spoke with the OFM duty officer @ 23:05:00
The OFM investigator contacted incident command @ 23:25:00
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The OFM investigator indicated a response in approximately 2 hours.
Incident command reported the fire extinguished 01; 35:59
The OFM investigator arrived on scene @ 01:36:32
The OFM began an investigation to determine potential point of origin; ignition source and
victim search with the assistance of station # 2 firefighters.
Search revealed no victims; evidence was collected by the OFM investigator.
Incident command reported clear of scene @ 03:48:10.
Scene was left under control by OPP.
District Chief Station #2 requested a backhoe on scene to assist the OFM investigation for
10:00 Friday morning.
The OFM investigator arrived back on scene @ 10:00.
Additional scene investigation indicated no victims.
The OFM investigator released the scene @ 12:23:25.
Trucks and firefighters from station 3, 7 and 1 were released from the scene as suppression
warranted.
CONCLUSIONS & RECOMMEDATIONS
Chris Pearman District Chief Station # 2 assumed incident command and received praise
from the District Chiefs and the OFM investigator.
As Incident Commander Chris has submitted some recommendations which include;
(1) Satellite Phone
This fire scene like most of the northerly portions of the Township were void of cell phone
signals and prevented confidential communication between agencies such as OPP and
the OFM. A significant amount of communication occurs between agencies that are not
suitable for Lanark County radio dispatch. One Satellite phone for each Station would
resolve these communication problems.
(2) Heavy Equipment on Retainer
A firm capable of supplying heavy equipment such as backhoes and tracked
loaders/dozers should be left on retainer to facilitate immediate response to fire scenes for
suppression and OFM investigation.
(3) Video cameras
OFM investigators request statements from all firefighters first on scene describing the fire
scene. Video cameras provided to incident command would assist and could be used in
fire prevention initiatives.
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(4) Standardized Portable Radios
Not all stations carry the same brand of portable radios. Switching to the tactical channels
for incidents that are longer in duration is mandatory as to free up communication on the
fire repeater channel. This created communication issues on scene as not all radios
display the channel name, as some models have channel numbers (A,B,C). More efficient
communication would be possible if the water supply team had been able to work on a
separate channel. Kenwood digital two way radios are recommended.
(5) Air Bottles
All Scott air bottles on scene were utilized. Twenty additional air bottles were requested
from Bathurst Burgess Drummond North Elmsley Fire Department. Additional Scott air
bottles should be purchased when Station # 3 is converted to Scott SCBA’s standardizing
Lanark Highlands Fire Service.
(6) Standardized Emergency Contact List
A standardized emergency contact list which includes heavy equipment operators, roads
contacts and OFM information should be created and placed in every Lanark Highlands
Fire Service emergency response vehicle.
Prepared for Submission by:
Ross Trimble,
Scott Norton CAO/Clerk
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Approved for Submission by:
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THE CORPORATION OF THE
TOWNSHIP OF LANARK HIGHLANDS
COMMITTEE OF THE WHOLE MEETING
December 6th, 2011
REPORT 2011-13
SURERINTENDENT OF PUBLIC WORKS
2 YEAR EXTENSION TO EXISTING
“WASTE AND RECYCLING SERVICES AT WASTE SITES / TRANSFER STATIONS
CONTRACT PW2008-02”
STAFF RECOMMENDATION
THAT, Council for the Township of Lanark Highlands extend the current “Waste & Recycling
Services at Waste Sites & Transfer Stations Contract PW2008-02” with Mr. Ewen Alexander
for an additional 2 years, until December 31 st 2013.
BACKGROUND
On August 14 th 2008, Lanark Highlands Township received “Requests for Quotations” for
Waste and Recycling Services at the Township’s Waste Sites and Transfer Stations from the
following three Contractors.
1) Mr. Ewen Alexander.................$442,163
2) Topps Waste Management....$662,445
3) Crain’s Construction Ltd..........$748,125
The Contract PW 2008-02 was awarded to the low bidder Mr. Ewen Alexander.
Within the existing Contract, it is noted that;
Section 3
Term of Contract – It is intended that the work under this contract commence on
January 1 st 2009, and continues for a period of three (3) years, to its termination on
December 31 st , 2011. Upon mutual agreement by both parties, the contract may be
extended for a further period of two (2) years, until December 31 st , 2013, the terms of
the extension subject to negotiations by the parties.
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DISCUSSION
On January 1 st 2009, the Township of Lanark Highlands began a new way of doing business
by contracting out the operations and maintenance of its seven (7) waste sites to a private
contractor. Over the past three years, the administration and operations for this contract has
been a learning experience for both the contractor and Township staff.
During that time, a strong working relationship has formed and continues to develop as
unique and challenging situations arise, (“Getting the bugs out”, in a manner of speaking).
Mr. Alexander has proven to be innovative with ideas of improving operational matters and
mindful of the Township’s financial interests over the past three years.
Staff feels that to change contractors at this time would be premature due to the routines that
have now been established and would not allow the full benefit of the time and resources
spent to date to be realized over the next two years.
Earlier conversations with Mr. Alexander to exercise “Section 3” of the Contract have been
positive and he would be willing to accept the extension for two years if Council also agreed.
OPTIONS CONSIDERED
Option #1 – That Council agrees to exercise “Section 3” within the current contract and
extend it from January 1 st 2012 until December 31 st 2013 with Mr. Ewen Alexander.
Option #2 – That Council direct staff to initiate a tendering process to accept Requests for
Quotes for a new 3 year contract.
FINANCIAL IMPLICATIONS
Over the past three years of the contract the expenses have been as follows:
2009 - $237,600 (actual)
2010 - $238,400 (actual)
2011 - $242,000 (year end estimate)
It is noted in the contract that the CPI be used to govern the cost of inflation each year.
If the CPI for the next two years is 3% then the proposed budget amounts will be as follows:
2012 - $249,260 (budget)
2013 - $256,740 (budget)
The main difference between the Tendered amount and the Actual amounts was based on
the C&D Waste not being hauled out of the Township.
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RECOMMENDATION
That council choose Option 1 as noted above.
Prepared and Submitted By: Approved for Submission By:
Scott Cameron. Ross Trimble,
Superintendent of Public Works CAO
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