Municipality of Northern Bruce Peninsula Special Council Meeting Minutes December 16, 2019 (Draft Design Isthmus Bay Road)

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

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

OTHERS PRESENT: Ross Slaughter, GSS Engineering 

DISCLOSURE OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF

Mayor McIver called the meeting to order at 9:02 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 #39-01-2019 Seconded by M. Myles 

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. 19-39, December 16, 2019.

PUBLIC MEETING

There is no Public Meeting for Special Council Meeting No. 19-39, December 16, 2019.

DELEGATION

There is no Delegation for Special Council Meeting No. 19-39, December 16, 2019.

CONSIDERATION OF AGENDA ITEMS

1. GSS Engineering Consultants Ltd., Ross Slaughter

RE: Draft of the Final Design Phase of Isthmus Bay Road Improvements

Mayor McIver welcomed Ross Slaughter, GSS Engineering, to the meeting. 

Moved by J. Mielhausen Resolution #39-02-2019 Seconded by D. Myles 

THAT Council agrees to permit Ross Slaughter, GSS Engineering, to address Council regarding the draft of the Final Design Phase of the Isthmus Bay Road improvements. 

Carried 

Mayor McIver expressed that he has a few concerns with the final design phase of the Isthmus Bay Road improvements project which include the increase in construction costs, drainage on the west side of the road, the open 3 foot deep ditch, costs associated with the relocation or re-bracing of hydro poles, utilities located underground and the 1.3 million dollar cost for the construction of the first phase of the road.

Mr. Slaughter advised that he and Troy Cameron, Public Works Manager, dug five (5) test holes in order to gain further knowledge of the geological features of the area. He noted that the test holes provided good insight into the project and they have prepared some ways in which costs can be saved. 

Mr. Cameron stated that there can be a compromise for the planned ditching on the west side of Isthmus Bay Road. He said that a 1.5 metre paved shoulder would be an alternative. He noted that, in discussion with some property owners, there may be constraints including walls, driveways and tile beds that are located on the right-of-way. Mr. Cameron said that it is possible to narrow each lane to 3.25 metres as opposed to a 3 metre lane with a 1.5 metre paved shoulder on each side. He said that the width reduction to 6.5 metres will be a cost saver. 

Mr. Slaughter proceeded to display photos of the various test holes along Isthmus Bay Road. He concluded that the digging should not be much of a problem based on the test holes and there is the opportunity for further cost savings in that regard. 

In response to inquiries from Mayor McIver, Mr. Slaughter stated that, with the new option being presented, hydro poles may not need as much relocating; however, that this is not certain. He also said that they have a number of the underground utilities marked. 

Mr. Slaughter then addressed encroachments on Isthmus Bay Road. Council discussed a situation where one section of Isthmus Bay Road is encroaching on private property.

Councillor Myles stated that the reasoning for the Isthmus Bay Road improvements is to address concerns with drainage, flooding, safety and speed. She said that, based on data, it is evident that people generally do not want to see the road widened. Mr. Slaughter agreed and said that reducing the road width and eliminating the need for an open ditch will reduce construction costs.

Mr. Slaughter indicated that the proposed new design will include a 1 metre gravel shoulder on each side of the 6.5 metre paved road. He also said that there will be closed ditches.

Councillor Myles recommended that the requirement of permits for fences and walls should be considered in the future.

Councillor Myles also brought up the option of extending water servicing to and along Isthmus Bay Road. She said that there is the cheaper short-term option of re-constructing the road or the more expensive long-term option of installing water servicing while the road is being re-constructed. She noted that it would be a shame to re-construct Isthmus Bay Road and in the future determine water servicing should be installed and then have to tear up the road. Mr. Slaughter said that few survey respondents supported water servicing in 2017. Councillor Myles said that opinions may have changed and as the Lion’s Head Water Plant is operating at 30% capacity there is the opportunity for more hookups and it would be a financial benefit to the Municipality. Councillor Myles stated that the previous Council made their decision about not servicing Isthmus Bay Road with water when the project was estimated at 1.5 million dollars for all three (3) phases, now the project is estimated at 1.37 million dollars for Phase 1 only. 

Council discussed the implications of reconsidering water servicing including changing the class of the environmental assessment.

Disadvantages of paving the 1 metre shoulders of the road were then discussed.

Mayor McIver requested that Mr. Slaughter provide costs associated with paving the 1 metre shoulder on one (1) side of the road for Phase 1.

Councillor Myles said that the project timeline presented is unrealistic as Mr. Slaughter has advised that it may take up to one (1) year for the environmental class assessment to be approved; however, that it is out of his control as the Ministry of Environment deals with the application. He mentioned that he may be able to argue a safety case in order to expedite the MOE approval process.

There was a break in the meeting at 10:28 a.m. 

The meeting reconvened at 10:42 a.m. 

Discussion ensued in regards to Council’s direction and the following resolution was then presented. Mrs. Standen, Clerk, read the resolution aloud. 

Moved by J. Mielhausen Resolution #39-03-2019 Seconded by L. Golden

THAT Council authorizes the Public Works Manager and Ross Slaughter, GSS Engineering, to proceed as follows as it relates to Isthmus Bay Road:

1. Pursue the encroachment of the existing roadway with property owners on the east side of Isthmus Bay Road from house number 138 to across from house number 119

2. 6.5 meter road platform, paved width

3. One (1) meter shoulders, east and west sides, gravelled

4. Installation cost for perforated pipe for drainage on west side of Isthmus Bay Road

5. Provide cost estimate, as a separate line item, for paving of the westerly one (1) meter shoulder

6. Provide a complete cost estimate for Phase I of Isthmus Bay Road based on the foregoing items

Carried

Mr. Slaughter stated that he will be aiming to present his report at the January 13, 2019 Council meeting.

OTHER BUSINESS 

There was no Other Business for Special Council Meeting No. 19-39, December 16, 2019. 

CORRESPONDENCE

There is no Correspondence for Special Council Meeting No. 19-39, December 16, 2019.

READING OF BY-LAWS

Moved by D. Myles Resolution #39-04-2019 Seconded by J. Mielhausen 

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

2019-101 BEING A BY-LAW TO CONFIRM THE PROCEEDINGS OF THE SPECIAL COUNCIL MEETING OF THE CORPORATION OF THE MUNICIPALITY OF NORTHERN BRUCE PENINSULA HELD MONDAY, DECEMBER 16, 2019

Carried

CLOSED SESSION

There is no Closed Session for Special Council Meeting No. 19-39, December 16, 2019.

RECONVENE FROM “CLOSED SESSION” TO RESUME COUNCIL MEETING

There is no Closed Session for Special Council Meeting No. 19-39, December 16, 2019.

ADJOURNMENT 

Moved by L. Golden Resolution #39-05-2019 Seconded by D. Myles 

THAT the meeting adjourns at 11:14 a.m.

Carried