MUNICIPAL SERVICES COMMITTEE REPORT

Transcription

1 Monday, at 12:05 p.m. Report of a meeting held on Monday, at 12:05 p.m. in the City Hall Council Chamber. The following Committee members were in attendance: Chairman: Mayor M. Heyck, Councillor R. Alty (via teleconference at 12:26 p.m.), Councillor A. Bell, Councillor L. Bussey, Councillor N. Konge, Councillor S. Morgan, Councillor J. Morse, and Councillor S. Payne. The following members of Administration staff were in attendance: S. Bassi-Kellett, W. Alexander, J. Dalley, D. A. Gillard, C. Greencorn, N. Naidoo, K. Penney, G. White, W. Yu, and D. M. Gillard. Item Description 1. At the request of Councillor Konge, Item #5 was moved to the end of the agenda as a portion of the discussion will take place in camera. 2. Councillor Bell declared a conflict of interest with regard to Item #8, a memorandum regarding whether to approve the construction and temporary placement of four log cabins,

2 at Lots 53, 54 and 55, Block 501 (Hall Crescent) as the proponent is one of his clients. 3. Committee heard a report from the RCMP regarding monthly statistics. 4. Committee heard a report from the Municipal Enforcement Division regarding monthly statistics. 5. Committee read a memorandum regarding whether to award a contract to Proform Concrete Services to complete unplanned repairs on the City s potable water reservoir (Reservoir #1) at the Water Treatment Plant. Committee noted that in 2013, the City of Yellowknife completed repairs on Reservoir #3 due to the presence of ice formation on the slope directly adjacent to the reservoir. This ice provided strong indication that there was some leaking from the concrete reservoir. The reservoir was drained and inspected for cracking, which was confirmed. The City subsequently awarded the repair work, which was deemed urgent, to line the walls and floor of the reservoir with a compound known as Xypex, which is an industry approved repair material for concrete, suitable for placement in potable drinking water reservoirs. Public Works staff observed similar ice formation at the toe of the slope adjacent to the City s water treatment plant in January 2017 and initiated a review and inspection of reservoir #1. The reservoir was built in 1991 and forms the foundation for the water treatment plant. Isolation testing indicates that the water level in the reservoir is falling by approximately 4 centimeters per day, which translates to approximately 35 cubic meters per day. The leak does not affect the quality of drinking water produced at the water treatment plant. Public Works moved forward the tender process to apply a similar method of repair that was comparable to the Xypex solution employed in 2013 due to its success in repairing the leaks at that time. For visual purposes, on the sketch below, the ice formation is located on the slope approaching Great Slave Lake. DM# Page 2

3 Committee noted that Council s policies, resolutions or goals include: Council Goal #4 Community Sustainability Committee noted that applicable legislation, by-laws, studies or plans include: 1. Water and Sewer Services By-law No. 4663, as amended; and 2. Cities, Towns and Villages Act. Committee noted that one bid submission was received from Proform Concrete Services Inc. in the amount of $596, (plus GST). As indicated in the ten-year financial plan of the 2017 Budget document, the Capital Fund is forecasted to have a balance of $6.044 million in Should Council approve proceeding with immediate repairs, Administration recommends the funding be allocated from this Fund. Utilizing the Capital Fund for projects such as this fall within the parameters for the Fund s use ( as described in the Financial Policies contained within 2017 Budget Update which state fund balances may be used at Council s discretion for emergencies and one time opportunities ) and will address the problem immediately. Public Works has been conducting isolation tests in an attempt to quantify the water loss associated with what is assumed to be leaks in the reservoir. These tests concluded that the reservoir is decreasing by approximately 4 centimeters per day, which translates into approximately 35 cubic meters per day. When compared to the City s daily consumption of 9,000 cu.m per day, this loss translates to approximately 0.4% of daily water use. While this is not significant on a daily basis it does equate to 13,140 m 3 annually. Loss of this magnitude will increase the amount of water taken from the Yellowknife River. As the City s water licence regulates how much DM# Page 3

4 water can be taken annually, this leak has the potential to put the City in violation of our water licence. In addition to lost water, these leaks could also contribute to the deterioration of the structural integrity of the reservoir, which acts as the foundation for the water treatment plant. However, the extent of this deterioration is unknown and very difficult to determine with any level of certainty. As the work to repair the reservoir will be completed from inside the reservoir, it is not weather dependent and can start as soon as possible. Committee noted that over time, cracking is expected to occur in concrete structures, and with any asset or structure, maintenance and repairs must be completed. The nature of these repairs is difficult to predict as the leaks are very small in nature but accumulate over time. They are typically subsurface and are not visible until they reach the surface, in this case in the form of ice formation on the slope adjacent to the reservoir. This recommendation is brought forward as Public Works believes that further delays will promote the continued loss of water as well as potentially compromise the integrity of the concrete structure which forms the foundation for the water treatment plant. This project will work towards Council s goal of Community Sustainability by maintaining potable water infrastructure assets that are key in the delivery of clean drinking water to residents of Yellowknife. Given the current and forecasted position of the City s Capital Fund, the costs for this work can be accounted for by this positive balance. In response to questions from Committee, Administration advised that the water going into the Reservoir is treated and that the Reservoir forms part of the foundation for the Water Treatment Plant. In response to questions from Committee, Administration advised that the water in the Reservoir is already treated and that the Reservoir forms part of the foundation for the Water Treatment Plant. Committee recommends that Council authorize the Mayor and City Administrator to enter into a contract with Proform Concrete Services Inc. for repairs to Reservoir #1 in the amount of $596, (plus GST). 6. Councillor Alty arrived at 12:26 p.m. MOVE APPROVAL DM# Page 4

5 7. Committee read a memorandum regarding whether to provide Administration guidance on the preferred option for the Homelessness Employment Program pilot project. Committee noted that during the budget deliberations, Council identified $50,000 for the purpose of conducting a Homelessness Employment Program pilot project. During the budget discussion of this item there, was reference made to the Winnipeg model which is detailed below as well as other options for Council to consider. Also identified during deliberations was the wish of Council that this work be contracted out by the City through a competitive process, and that it be brought forward to the Municipal Services Committee (MSC) for further consideration. Below are a range of options that have been identified for MSC s consideration. Option 1 Winnipeg Model: The Winnipeg model is a program where a local service provider hires homeless individuals on a daily basis to carry out work such as picking up garbage, cleaning snow, ice removal, etc. Funding for the program comes from the downtown Winnipeg business donations, fundraising initiatives and other donations to the service provider. While this provides immediate and relevant employment opportunities, there is also the risk that some individuals hired through this program may utilize their wages to fuel their addictions which adds to the workload of other agencies. Option 2 Supplement Existing Employment Programs: Currently in Yellowknife there are a number of service providers that have employment or employment related programs established to help individuals to obtain and retain employment therefore reducing the likelihood of homelessness for e.g., the Side Door Youth Centre, Salvation Army and Tree of Peace, etc. These programs are typically geared to persons with little or no employment experience and job preparation such as First Aid training, WHMIS, resume writing, job application assistance and in some cases job placement. Funding could be provided to supplement these existing programs. Option 3 Supplement Wages of Existing Homelessness Programs: Wage subsidy programs such as the CMHC Youth Internship program where service providers can obtain funding to offset costs of hiring staff to assist in delivering programs to the homeless. This option could provide a wage subsidy to current service providers such as the Yellowknife Women s Society and the YWCA that have specific homelessness programs or programs that reduce the likelihood of homelessness. Option 4 Development of On-the-Land Employment Program: The 10 Year Plan to End Homelessness consultation and research is currently underway. One of the consultation team members was in Yellowknife the week of February 27th and through consultations with the homeless, Representatives of that population identified that an employment program that includes working on the land would be very beneficial. This fourth option to consider would be to seek out proposals for an employment program that is on-the-land based. Given the recent On-The Land Collaborative which took place in DM# Page 5

6 Dettah in mid-march 2017, there may be more emerging opportunities in this area. Option 5 Open Process to receive alternate program submissions: This option would allow for the development of an alternate, creative program proposed by a proponent. This would allow for a proponent to propose an innovative solution that has not been captured in the previous options. Committee noted that Council s policies, resolutions or goals include: Council Goal#3 Strengthen and Diversify the Economy Council Goal #4 Community Sustainability Motion # That the budget be: 25. Increased by $50,000 to conduct a Homelessness Employment Program pilot project. Committee noted that applicable legislation, by-law, studies or plans include: N/A Committee noted that through regular meetings of the senior management team, all departments have been consulted. The anticipated timeline to implement the Program is May/June This will be preceded with a Request for Proposals process commencing in early April. Currently the only source of funding for this pilot project is the $50,000 from the City. The Request for Proposals would include a sustainability rating whereby the proponents would identify where they would seek outside financial support to supplement the City funding and/or carrying the program past Committee noted that moving forward with the identified option will allow Administration to prepare the Request for Proposal and award the work in a timely manner. Council s consideration of the options identified and providing input on their preferred option will assist in achieving the Council s stated Goal of Strengthening and Diversifying the Economy through the injection of $50,000 into the labour market. Additionally by building capacity within the community, Council will also assist in achieving the goal of Community Sustainability. The majority of Committee spoke in favour of Option #1 and noted that, while not a solution unto itself, it could form part of a larger framework of solutions and is worth investigating through a pilot project. DM# Page 6

7 Committee recommends that Administration be directed to proceed with Option #1 the Winnipeg Model, for the Homelessness Employment Program pilot project identified in the 2017 Budget. MOVE APPROVAL 8. Councillor Bell declared a conflict of interest and excused himself from the meeting at 12:50 p.m. 9. Committee read a memorandum regarding whether to permit the construction and temporary placement of four log cabins, classified as a type of Similar Use to construction of a Single Detached Dwelling, as a Conditionally Permitted use under the R5 Residential Manufactured Dwelling zone, at Lots 53, 54 and 55 Block 501, #186, 188 and 190 Hall Crescent. Committee noted that in January 2017, the City received an application for a Development Permit for Lots 53, 54 and 55, Block 501 (#186, 188 and 190 Hall Crescent) to construct and temporarily place four log cabins on the subject lands (Development Permit # PL ). The cabins are stick-framed with graded dimensional lumber and are clad with a log finish. Similar Use is listed as a Conditionally Permitted Use under the R5 Residential Manufactured Dwelling zone; as such, a decision of Council is required in accordance with the Zoning By-law. Construction and temporary placement of the cabins are considered to be a similar use to that of constructing a single detached dwelling on a residential lot. The subject properties are owned by Homes North Ltd. as part of the greater Block 501 development. Homes North requested permission to construct and temporarily place the cabins on the Block 501 site, because it allows the construction company to realize economies of scale by maintaining the work flow for workers associated with the 501 site during the slower winter months with the adjacent cabin project. The subject properties are located in a mostly undeveloped portion of Block 501 adjacent to Homes North s job shack and tool shed associated with the 501 development. The cabins are small, selfcontained dwelling units that could serve as a form of tiny home. Once constructed, Homes North intends to relocate the cabins to Bretzlaff Drive, next to a small series of cabins that have already been established in Old Town. A separate development permit and a building permit will be required for the future placement of the cabins on Bretzlaff Drive. Construction of three out of the four cabins has begun on Block 501 even though, pursuant to Zoning By-law No Section 3.1, a Development Permit process is required to ensure the proposed development is in accordance with the zoning by-law requirements and the terms and conditions of the development permit. DM# Page 7

8 Figure 1: Subject Property Committee noted that Council s policies, resolutions or goals include: Goal #3 Strengthen and Diversify the Economy. Goal #4 Community Sustainability. Committee noted that applicable legislation, by-laws, studies or plans include: 1. NWT Community Planning and Development Act; and 2. Zoning By-law No. 4404, as amended. Committee noted that the City of Yellowknife is granted the authority to control land uses by way of a Zoning By-law under Section 12 of the NWT Community Planning and Development Act. Section 2.4(1)(a) of Zoning By-law No. 4404, as amended, states that Council shall: Make decisions and state any terms and conditions for development permit applications for those uses listed as Conditionally Permitted Uses. The subject properties are zoned R5 Residential Manufactured Dwelling. The general purpose of the R5 Residential zone is to provide an area for low density single family residential development in the form of manufactured dwellings and single detached dwellings, and other compatible uses as listed in the zone. Similar Use is listed as a Conditionally Permitted Use under R5 zone Section (2)(b) of the Zoning By-law. Should Council choose to approve the use, there is still the requirement to complete the Development Permit process. The subject properties are located in the undeveloped portion of Block 501 adjacent to Homes North s job shack and tool shed associated with the 501 development. Adjacent land uses include a large industrial lot in the Kam Lake neighbourhood and undeveloped DM# Page 8

9 residential lots. There are two lakeside residential lots in close proximity to the cabin site that are occupied. Homes North Ltd. has been working with the occupants of the lakeside lots to ensure that construction sights and sounds associated with the cabin project do not unduly interfere with the owner s use and enjoyment of their property. Similar Use is defined in the Zoning By-law as development deemed by Council to be similar in nature to a permitted or conditionally permitted use. Pursuant to the Zoning By-law definition, the construction and temporary placement of the four log cabins in the undeveloped portion of Block 501 is considered to be a Similar Use to that of constructing a single detached dwelling on a residential lot; a permitted use under the R5 zone. During the departmental consultation, questions about potential permanent placement and occupancy of these cabins on Block 501 were raised. The cabins do not have water and sewer connections and they are not anticipated to be occupied on the current site. A term of one year was proposed by the Homes North for the four cabins to be permitted on site. Should Council approve the use, a limited term until May 30, 2018 would be a condition of the development permit, as well as the condition that construction of the cabins shall not unduly interfere with the use and enjoyment of neighbouring parcels of land. Section 3.7 (2) of the Zoning By-law specifies that all property owners within 30 metres of land under consideration for a Conditionally Permitted Use must be provided notice. On March , all owners and lessees of land within 30 m of the subject properties received a hand-delivered letter prepared by staff advising of the proposed development. To date, there have been no concerns expressed in response. Committee noted that the proposed use is considered to be a similar use to the prescribed uses in the R5 Residential Manufactured Dwelling zone. Further, the subject properties are located in a mostly undeveloped portion of the Block 501 residential subdivision; the lots are directly adjacent to the Kam Lake industrial neighbourhood; and the use is temporary for a limited term until May 30, Construction of the four cabins is not expected to negatively impact neighbouring properties. In response to a question from Committee, Administration advised that the cabins will not be occupied at this location. Committee recommends that Council approve the Conditionally Permitted Use for the construction and temporary placement of four log cabins for a limited term until May 30, 2018, as a Similar Use to construction of a Single Detached Dwelling in the R5 zone, commencing from the date of Council s resolution, at Lots 53, 54 and 55, Block 501 (#186, 188 and 190 Hall Crescent). MOVE APPROVAL DM# Page 9

10 10. Committee accepted for information the minutes of the Audit Committee for October 27, 2016 and February 3, Councillors Alty and Bell left the meeting at 12:57 p.m. 12. Councillor Konge moved, Councillor Payne seconded, That Committee move in camera at 12:57 p.m. to discuss a financial matter and a memorandum regarding whether to award a contract to Arctic Pipe Solutions Inc. for supply of piping materials for the 2017 water and sewer capital works projects for the City of Yellowknife. MOTION CARRIED UNANIMOUSLY 13. Committee discussed a financial matter. 14. Committee discussed a memorandum regarding whether to award a contract to Arctic Pipe Solutions Inc. for supply of piping materials for the 2017 water and sewer capital works projects for the City of Yellowknife. 15. Councillor Morgan moved, Councillor Bussey seconded, That Committee return to an open meeting at 1:28 p.m. MOTION CARRIED UNANIMOUSLY Business Arising from the In Camera Session 16. Committee read a memorandum regarding whether to award a contract to Arctic Pipe Solutions Inc. for supply of piping materials for the 2017 water and sewer capital works projects for the City of Yellowknife. Committee noted that on August 22, 2016, City Council approved a motion to submit four (4) funding applications to Municipal and Community Affairs (MACA) for Clean Water and Wastewater Fund (CWWF) projects, funded by the Government of Canada. These projects were approved for delivery through the construction seasons, with strict completion dates of March 31, Given the short construction seasons in Yellowknife, these projects must be substantially completed prior to October 2018, which leaves a very short time frame to complete DM# Page 10

11 preliminary surveys and engineering, detailed design, tender process and construction. This work is also in addition to the City s annual Water & Sewer (CMP) Replacement Program. Taking into consideration that all municipal governments throughout Canada will be receiving similar levels of government funding, pipe manufacturers will be in high demand and queues for supply could be lengthy, which could impact the already tight schedules and final delivery of the project to meet federal requirements for the funding. Based on this anticipated demand, the City of Yellowknife proceeded with the tendering for the supply of piping material for this project. This enables us to award a pipe supply contract ahead of the general construction contracts and provide this material to the successful general contractor as owner supplied materials which is standard practice in the construction industry. Included in the tender was the requirement for materials to be separated and delivered to each of the construction sites around the City. By delivering materials to different sites the total space required for storage of materials is lessened. Committee noted that Council s policies, resolutions or goals include: Council Goal #4 Community Sustainability Committee noted that applicable legislation, by-laws, studies or plans include: By-law No Water and Sewer Services, as amended; and Cities, Towns and Villages Act. Committee noted that the pipe supply tender closed on March 3, 2017 with a total of five (5) submissions, of which none were local. Arctic Pipe Solutions Inc. is based out of Rankin Inlet, NU. Two bids were submitted that did not meet the tender requirements, therefore neither were accepted as complete submissions. The successful submission was from Arctic Pipe Solutions Inc. in the amount of $1,348, (plus GST), FOB Yellowknife within the City s required timeframe. The funding for this contract was approved by City Council through the 2017 budget process and is included in the overall cost of the capital projects under the CWWF funding. Committee noted that the City of Yellowknife typically employs a supply and install contract method. This means tendering the entire package and choosing the lowest bidding contractor to supply the materials and install them as per the design and specifications of the contract. However, due to the very tight timelines associated with the CWWF funding, the timely delivery of pipe materials for the CWWF funded projects is critical as time will be of the essence on these projects. DM# Page 11

12 Opting to go with the traditional supply and install method increases the likelihood of not being able to access pipe when we need it based on high demand across the country for this sort of pipe; delaying pipe supply could negatively impact project schedules thus adding delays to the already demanding project timelines. Future water and sewer contracts will revert to the typical supply and install type contract. This project will work towards Council s goal of Community Sustainability by maintaining potable water infrastructure assets that are key in the delivery of clean drinking water to residents of Yellowknife. Committee recommends that Council authorize the Mayor and City Administrator to enter into a contract with Arctic Pipe Solutions Inc. for pipe materials supply in the amount of $1,348, (plus GST). 17. The meeting adjourned at 1:28 p.m. MOVE APPROVAL DM# Page 12