MINUTES

COMMITTEE OF THE WHOLE 

PUBLIC WORKS/ENVIRONMENTAL SERVICES/FACILITIES

Monday, July 18, 2022 at 6:30 P.m. - 7:30 P.m.

Council Chambers and by Zoom

18 Centre Street, Spencerville ON

Contact the Township Office to Register

[phone]

PRESENT:

• Councillor Hugh Cameron
• Mayor Pat Sayeau
• Deputy Mayor Tory Deschamps
• Councillor Stephen Dillabough
• Councillor John Hunter
• Mark Packwood, Advisory Member

REGRETS:

• John Bush, Advisory Member

STAFF:

• Rebecca Williams, Clerk
• Melanie Stubbs, Treasurer
• Gord Shaw, Director of Operations
• Mike Spencer, Manager of Parks, Recreation & Facilities
• Brian Moore, Fire Chief
• Candise Newcombe, Deputy Clerk

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1.

Call to Order – Chair, Councillor Cameron

Councillor Cameron called the meeting to order at 6:30 p.m.

2.

Approval of Agenda

The Chair made note of a small error in printing and highlighted the updated agenda cover to accurately reflect the agenda order. 

• Moved by: M. Packwood
  Seconded by: Councillor Hunter

  That the agenda be approved as presented.

  Carried

3.

Disclosure of Pecuniary Interest & the General Nature Thereof

None.

4.

Business Arising from Previous Committee of the Whole Meeting Minutes (if any)

Members inquired about pickleball participation. It was noted that attendance had decreased to 15 people over the 3 available nights.

Committee requested an update about the progress of implementing additional safety measures along Hands Road. It was noted that the brush clearing had been completed with the intention to install the crosswalk and relevant signage soon. It was noted that explosive zone signage was determined not to be required for this site. 

5.

Delegations and Presentations

None.

6.

Discussion Items

None.

7.

Action/Information Items

a.

2nd Quarter Fire Report

Committee reviewed the report and clarified that all residents, including farmers, are required to purchase a permit to burn. 

Members discussed the Ministry of Transportation of Ontario's (MTO) views regarding unpaid service calls and sought clarification of the allocation of burn permit revenues.  

b.

2nd Quarter Facility Maintenance Report

Committee reviewed the report and discussed canteen washroom maintenance, transfer station fence maintenance, minor facility repairs and the disposal process for library books. Members suggested a weed spray to control foliage intertwining the transfer station fence. It was noted that additional research would be required to determine if weed spraying is permitted near the transfer station to ensure compliance is maintained. 

c.

2nd Quarter Recreation Facilities Stats Report

Committee reviewed the report and discussed the ownership of the front ball diamond in Spencerville, upkeep of the Township flower baskets, summer camp programs and the popularity of Township amenities.

Members discussed the process of reserving a Township amenity such as the Cardinal Picnic Pavilion. There was a brief discussion about the current process to display the reservation confirmation. 

Committee verified that all of the free swimming lessons donated by Ingredion Inc. and Greenfield Global Inc. had been fully allocated. 

Members inquired about the Recreation Coordinator recruitment process. It was noted that the intention was to have the job advertisement up by the first week of August and candidate selection completed by October. 

d.

2nd Quarter Operations Report

Members noted positive feedback from residents on CoCo Paving Inc., the contractor tendered for the Spencerville Drainage project. There was one concern raised regarding a resident's refusal to move a trailer off of a road allowance to permit the contractor access to the property. 

Committee discussed the completion of the John St/New St. project, highlighting a rough spot in the transition area. There was a brief discussion on project administration and monitoring. 

e.

2022 DWQMS 3rd Party Audit Report

Committee reviewed the report and highlighted that the comments provided by the auditor were suggested opportunities for improvement and not a requirement. 

f.

Spencerville Lagoon Sluice Gate Valve Replacement

Committee reviewed the report and inquired if postponing the valve replacement was prudent. It was noted that replacement of the valve was a time-sensitive issue that had to be performed at a certain time of year due to water levels. 

Members discussed discharge events, the timeframe to change the valve and the termination of the Aqua Drain contract. 

• Moved by: Mayor Sayeau
  Seconded by: Councillor Hunter

  That Committee recommends that Council direct staff to terminate the Spencerville splitter box relining contract with Aqua Drain and reallocate the $23,000.00 budget toward the lagoon’s south cell sluice gate valve replacement.

  Carried

g.

Armstrong Road Surface Remediation

Committee reviewed the report and discussed the original road resurfacing date, reasons for road deterioration and the average lifespan of a surface-treated road. The repetitive use of large agricultural equipment and lack of a solid base and drainage uses were identified as the most likely contributors to the deterioration of the road. 

It was noted that option 1, while not the most desirable, would allow grading of the road and subsequently improved plowing conditions in the winter. Members discussed the life expectancy of a surface-treated road, the long-term plan for the road, consultation with property owners and the pulverizing process. Members requested clarification on the pulverizing process and if the intent is to return the pulverized material to the road surface. Members inquired when Rock St. was completed to gauge if/when it will need to be replaced. 

• Moved by: Mayor Sayeau
  Seconded by: M. Packwood

  That Committee recommends that Council direct staff to undertake Option 1 - Pulverize Armstrong Road surface back to gravel at an upset limit of $17,100.00 and fund the work through the Public Works Reserve.

  Carried

h.

Cedar Grove Rd Surface Remediation

Committee reviewed the report and discussed tolerance of the options to withstand increased traffic, the need for subsurface testing, and the distance $70,000 of asphalt would cover. 

• Moved by: M. Packwood
  Seconded by: Councillor Hunter

  That Committee recommends that Council direct staff to undertake Option 1 – Pad and Pave improvements to the surface of Cedar Grove Road, starting at the boundary of Augusta Township heading east toward Fraser Road, to an upset limit of $70,000.00.

  Carried

8.

Councillor Inquiries/Notices of Motion

Councillor Dillabough noted resident complaints received about the curbside collection performed by HGC Ltd and inquired what the process was for residents to report a concern. It was noted that HGC Ltd. customer service number was provided as the main customer service contact. Several factors were highlighted as contributing to the route adjustment such as personnel changes, mechanical issues and a general learning curve of the route. Members noted a less consistent curbside collection schedule with the new contractor versus the previous one.      

9.

Mayor’s Report

None.

10.

Question Period

The following questions/comments were raised:

• Discussion regarding the durability of pulverized roads, surface treatments and factors contributing to the condition of Armstrong Road. 

11.

Closed Session

None.

12.

Adjournment

• Moved by: M. Packwood
  Seconded by: Councillor Dillabough

  That Committee does now adjourn at 8:23 p.m.

  Carried