Municipality Of Northern Bruce Peninsula September 16, 2019 SPECIAL Council Meeting Minutes (Asset Management)

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MEMBERS PRESENT: Mayor Milt McIver, Deputy Mayor Debbie Myles, Councillor Laurie (Smokey) Golden, Councillor James Mielhausen 

MEMBERS ABSENT: Councillor Megan Myles

STAFF PRESENT: Bill Jones, Chief Administrative Officer, Mary Lynn Standen, Clerk, Tessa Townson, Administrative Assistant, Teresa Shearer, Treasurer, Troy Cameron, Public Works Manager

OTHERS PRESENT: Jackie Muller, OCWA, Leo-Paul Frigault, OCWA, Lisa Babel, OCWA, Matthew Wright, OCWA, Jamie Learn, OCWA

DISCLOSURE OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF

Mayor McIver called the meeting to order at 9:01 a.m. and Council members were reminded to disclose any pecuniary interest and general nature thereof that may arise during the course of the meeting.

APPROVAL OF THE AGENDA

Moved by L. Golden Resolution #28-01-2019 Seconded by J. Mielhausen

THAT the content of the agenda be approved as presented. 

Carried

ADOPTION OF THE MINUTES

There are no Minutes to adopt for Special Council Meeting No. 19-28, September 16, 2019.

PUBLIC MEETING

There is no Public Meeting for Special Council Meeting No. 19-28, September 16, 2019.

DELEGATION

There is no Delegation for Special Council Meeting No. 19-28, September 16, 2019.

CONSIDERATION OF AGENDA ITEMS

1. Ontario Clean Water Agency 

RE: Asset Management Plan

Moved by D. Myles Resolution #23-02-2019 Seconded by L. Golden

THAT Council receives as a delegation, Jackie Muller, Business Development Manager and Matthew Wright, Maintenance Systems Specialist, with the Ontario Clean Water Agency (OCWA), to address the topic of asset management. 

AND THAT Council receives as a delegation, Leo-Paul Frigault, Operations Manager, Lisa Babel, Director of Engineering and Jamie Learn, Maintenance Mechanic, with the Ontario Clean Water Agency (OCWA), to address the topic of the Tobermory Community Centre water supply challenges. 

Carried

Mayor McIver welcomed Jackie Muller, Business Development Manager, to the meeting. Ms. Muller then welcomed Matthew Wright, Maintenance Systems Specialist, to the meeting via teleconference. Mr. Wright then began the PowerPoint presentation on asset management. 

Mr. Wright defined asset management as understanding what assets you have, how much they cost, how long they last and their current condition. He explained that it is important to understand your current financial state and optimize your spending. He also touched on the impacts of spending on levels of service. 

Mr. Wright then displayed an asset management landscape and roadmap that addressed assessing the state of your assets and more. He informed Council of the work plan for the asset management project. The work plan included collecting and reviewing asset data, a workshop to review data, the development of a preliminary asset management analysis, the creation of a draft asset management plan and presentation to Council, followed by a final asset management plan and recommendations to Council. 

Mayor McIver asked Mr. Wright about the data the Municipality has on file as it may have some gaps. Mr. Wright acknowledged that there are often times data gaps that need addressed. Mr. Jones indicated that once data gaps are found an OCWA employee will visit the site with the applicable department head to determine the state of the infrastructure. 

Mr. Wright provided an example of an asset register spreadsheet. The spreadsheet’s purpose is to show the data that the Municipality currently has on assets and can also be used to determine data gaps. He also presented a budget analysis. In this spreadsheet, budget line items were categorized by the different lifecycle activities and asset hierarchies. 

A performance forecast chart was displayed by Mr. Wright. The chart depicted distribution of assets, the year and the condition of assets. Mr. Wright then explained closing the infrastructure gap and an example was used of increased funding levels to improve performance over time.

The project schedule and meetings were then addressed. The meetings include webinars, presentations to Council, copies of spreadsheets/software/asset management plans, in person training sessions for staff and one (1) year of technical support. Mr. Wright presented the schedule with the various tasks/milestones and dates. The project is set to start in September 2019 and finish in May 2020.

Mr. Wright concluded his presentation with the benefits of asset management. He noted that compliant asset management plans are a requirement for grant and funding applications. 

Mayor McIver questioned OCWA’s approach for public consultation. Mr. Jones stated that the preliminary vision is for Staff to become comfortable with the software, then proceed with showing the public the bigger picture. The plan for the public consultation process is to be completed in December 2019.

With no further questions, Mayor McIver thanked Mr. Wright for his presentation.

2. Ontario Clean Water Agency

RE: Tobermory Community Centre Water Supply Challenges

Mayor McIver welcomed Mr. Leo-Paul Frigault, Operations Manager, to the meeting.

Jamie Learn, Maintenance Mechanic, was also present to answer questions, as needed. Mr. Frigault outlined the presentation agenda. The two (2) major topics he planned to address were the Tobermory Community Centre drinking water system and the Tobermory Little Tub Harbour drinking water system. 

In regards to the Tobermory Community Centre drinking water system, Mr. Frigault stated that the system is a small drinking water system operated under O. Reg 319/08, the system draws raw water from a drilled well on site, the raw water receives various treatments, and the system supplies water to the Community Centre, Fire Hall and Ambulance Station. He advised that the well has a depth of 221 ft. with the well pump located at a depth of 203 ft. Mr. Frigault described the treatment phases the water receives in more detail. 

Mr. Frigault then indicated the water flow issues at the Tobermory Community Centre. He said that in the past few years, the Tobermory Community Centre has had some difficulty supplying enough water to satisfy the demand during high water use periods. He noted that OCWA had initially thought the cause was available water in the aquifer. The Bradley Davis Senior Apartments also showed issues with water flow. 

Messrs. Frigault and Learn explained the troubleshooting process used for the issue. Mr. Learn installed two (2) 88-gallon pressure tanks, which seemed to help the water flow problem and increased the water pressure. They also discussed the 120-gallon contact tank, that serves the purpose of ensuring that chlorine stays in contact with water before being distributed to users. Another issue that was solved was resetting the iron filtration system to backwash during the nighttime rather than the daytime. Mr. Frigault mentioned that there was an incident during the past long weekend where someone covered a toilet sensor with gum which resulted in the toilet continuously flushing, causing water flow problems. 

Long term solutions were then discussed. The Tobermory Water and Wastewater Feasibility Study conducted in 2012 by Darryl Robins proposed a preliminary cost estimate of $6,838,000 to provide water servicing to the downtown core and Community Centre. In order to take water from the Little Tub Harbour Plant, an environmental assessment would be required if Council wishes to consider supplying water to other users. However, the plant would need to transition to a new regulation to permit this, which would include many government approvals. 

Mr. Frigault explained that the latest findings suggest that the water flow issue is not as critical at the Tobermory Community Centre and Bradley Davis Senior Apartments as originally thought. The drinking water systems now seem to be meeting supply and demand needs with the existing wells on the sites.

Lisa Babel, Director of Engineering, joined the conversation via teleconference. She recommended that the constraints at the Tobermory Community Centre be determined and costs for those constraints, along with the acceptable level of service in the community. Once that is established, then long-term solutions can be explored. 

Mr. Frigault stated that the Tobermory Harbour Plant is in need of upgrades as the equipment is from the 1970s. Mr. Learn informed that the 88-gallon pressure tanks were available and seemed to help the water flow. He further advised that there is an opportunity to add more pressure tanks, which is a more affordable and manageable way to solve the problem. 

Ms. Babel commented on Mr. Frigault’s good short-term solution; however, a long-term solution should be looked at as it will take a few years to implement. She mentioned how the plans for the community will be a major factor in determining a long-term solution and investment that will last for decades. 

Mayor McIver thanked all of the presenters from OCWA. 

Councillor Golden said that funding streams should be looked into for future long-term solutions. Deputy Mayor Myles mentioned the need for more washroom facilities. Mayor McIver said that discussions need to be had regarding the Little Tub Harbour Treatment Plant.

OTHER BUSINESS 

There was no Other Business for Special Council Meeting No. 19-28, September 16, 2019.

CORRESPONDENCE

There is no Correspondence for Special Council Meeting No. 19-28, September 16, 2019.

READING OF BY-LAWS

Moved by J. Mielhausen Resolution #28-03-2019 Seconded by D. Myles 

THAT the following listed by-law be given 1st, 2nd and 3rd reading and enacted:

2019-84 BEING A BY-LAW TO CONFIRM THE PROCEEDINGS OF THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF NORTHERN BRUCE PENINSULA HELD MONDAY, SEPTEMBER 16, 2019

Carried

CLOSED SESSION

There is no Closed Session for Special Council Meeting No. 19-28, September 16, 2019.

RECONVENE FROM “CLOSED SESSION” TO RESUME COUNCIL MEETING

There is no Closed Session for Special Council Meeting No. 19-28, September 16, 2019.

ADJOURNMENT 

Moved by L. Golden Resolution #28-04-2019 Seconded by D. Myles 

THAT the meeting adjourns at 10:31 a.m.

Carried