TOWN OF GRIMSBY Public Works Agenda
Wednesday, April 12, 2017 4:30 p.m.
Town Hall Lakeside Room
Page
1. Call to Order
The Public Works Committee meeting will be called to order at 4:30 p.m.
2. Disclosure of Interest
To be determined.
3. Delegations
a) Kim Smith - Main Street West (RR#81)/Gibson Street/Elm Street Intersection
4. Reports
3 - 4 a) DPW17-15 - Release Holdbacks - Hot Mix Paving 2016
5 - 8 b) DPW17-16 - Sale of Eastern Portion of Concord Place Road Allowance
5. Correspondence
9 - 12 a) QEW/Casablanca Boulevard Interchange Improvements
13 - 22 b) Jerry's Peachbud, Niagara Triathlon and Irongirl Triathlon Races
Page 1 of 30 Public Works Committee Agenda April 12, 2017 Page 6. DIA Minutes
23 - 25 a) GDIA meeting minutes Feb 21, 2017
7. Other Business
27 - 30 a) Grimsby Active Transportation Advisory - Terms of Reference
b) Downtown Waste Collection Change of Pick up Day - Verbal
8. Next Meeting
The next scheduled Public Works Committee Meeting will be held Wednesday, May 10, 2017 at 4:30 p.m. in the Town Hall offices, Lakeside Room.
9. Adjournment
If you require any accommodations for a disability in order to attend or participate in meetings or events, please contact the Accessibility Advisory Administrator at 905 309-2003 or [email protected]
Page 2 of 30 Agenda item a) DPW17-1 5 C06-PWC-PWR March 16,2017 TO ALDERMAN S. BERRY, CHAIR AND MEMBERS OF THE PUBLIC WORKS COMMITTEE
DATE: March 16,2017
SUBJECT: RELEASE OF HOLDBACKS . PWC16.02.320002 2016 Hot Mix Paving Program
Recommendation
RESOLVED, That Report DPW17-15 dated March 16,2017 regarding the Release of the 10% Construction Lien Holdback and the 2% One-Year Maintenance Holdback - Contract PWC16-02-320002 - 2016 Hot Mix Paving Program be received, and that the Director be authorized to release the 10% Construction Lien Holdback in the amount of $82,680.46 and further, release the 2o/o One-Year Maintenance Holdback in the amount of $16,536.09 when December 14,2017 to Associated Paving and Materials Ltd.
Oriqin
At their meeting on May 16,2016, Council awarded PWC16-02-320002 - 2016 Hot Mix Paving Program to Associated Paving and Materials Ltd.
Backqround
This contract was substantially completed on December 14,2016. The 45-day construction lien period expired on January 28,2017 and the 10% construction lien holdback in the amount of $82,680.46 is due and payable to Associated Paving and Materials Ltd. The 2o/o One-Year Maintenance Holdback for the amount of $16,536.09 is further due and payable on December 14,2017.
Financial lmplications
Work performed under the 2016 Hot Mix Paving Program was distributed between three separate accounts: 1. 02-320002 - Hot Mix Program 2. 02-320032 - Bridge and Drainage Culverts - Rehabilitation 3. 02-320101 - West End Trail - Phase 2
Page 3 of 30 Agenda item a) DPW17-15 C06-PWC-PWR March 16,2017
Below is a financial breakdown of each account
02-320002 - Hot Mix Proqram
Total Budgeted Amount ...... $s08,000.00 Total Contract Value as per Tender ...... $940,565.00 Estimated Total Contract Payment at Completion $347,282.00
TotalAmount under Budgeted Amount ., $160,7'18.00 Funds transferred to 20'16 Cold Mix & Surface Treatment Program $(112,410.93)
Total Amount under Budgeted Amount. $48,307.07
The 2016 Hot Mix Paving Program was over the tendered amount at the end of December by approximately $6,700, but under the budgeted amount by $160,718.00. As reported in DPW16-56 - 2016 Cold Mix & Surface Treatment - Release of Holdback, $112,410.93 from the 20'16 Hot Mix Program budget was used to cover the overrun from the 2016 Cold Mix & Surface Treatment Program.
02-320032 - Bridqe and Drainaqe Culverts- Rehabilitation Total Budgeted Amount ..$60,000.00 Total Contract Value as per Tender...... $30,000.00 Total Contract Payment at Completion...... $23,875.00
Total Amount under Budgeted Amount. $36,125.00
02-320101 - West End Trail- Phase 2 Total Budgeted Amount $540,000.00 Total Contract Value as per Tender.... $542,387.00 Estimated Total Contract Payment at Completion $523,269.00
Total Amount under Budgeted Amount. $16,731.00
Submitted by, Reviewed by: r
L Ashley McCallum, C.E.T. R. Nesbitt, C.E.T. CMMlll R P. Eng Eng ineering Tech nolog ist Assistant Director of Director of Public Works Public Works
Page 4 of 30 Agenda item b) DPW17-16 C06-PWC-PWR April 5, 2017
TO: ALDERMAN S. BERRY, CHAIR AND MEMBERS OF THE PUBLIC WORKS COMMITTEE
DATE: April 5,2017
SUBJECT Sale of Eastern Portion of Goncord Place Road Allowance
Recommendation
Resolved that the Public Works Committee recommends approval of Report DPW17-16 dated April 5, 2017, regarding the Sale of the Eastern Portion of Concord Place and that the $750,000 per acre offer for approximately 0.38 acres (to be based on actual area sold) of Concord Place by Homes by DeSantis be approved and that the Mayor and Clerk be authorized to sign the Road Closure By-law and the Purchase of Sale and necessary documents.
Oriqin DeSantis Homes has submitted an offer to purchase approximately 0.38 acres of Concord Place Road Allowance at the Council approved land value of $750,000 per acre (per DPW16-53, Nov 24, 2016). The offer includes full price for the 14-metre MTO setback land. The actual acreage and final price will be based on the final area of land to be closed and sold as part of the Site Plan approval process for the Aqua Zul development. The Schedule 'A' Conditions of sale are attached for information.
Backqround The Concord Place lands to be purchased as per the attached plan are to become part of the Aqua Zul Site Plan development.
Under the Municipal Act, we are not required to advertise a road closure especially as in this case where there are no affected parties other than DeSantis Homes and the Town's roads.
Page 5 of 30 Agenda item b) DPW17-16 C06-PWC-PWR April 5, 2017
The offer is good until the 30th of April 2017 and will close within 30 days after the Aqua Zul Site plan approval date. The offer is conditional upon final site plan approval of the Aqua Zul development.
Subm by
Le x, P. Eng Director of Public Works
Attachments
Page 6 of 30 Agenda item b)
SCHEDULE I'A'' AGREEMENT OF PURCHASE AND SALE - COMMERCI.AL This Schedule is attached to and forms part of the Agreement of Purchase and Sale between:
BUYER. HOMES BY D ESANTIS ILAKE) INC.
SELLER. THE CCIRPORATION OF THE TOWN OF GRIMSBY
Dated the 3rd day of April, 2017
1. The Property is legally described as:
PART OF THE ORIGINAL ROAD ALLOWANCE BETWEEN BROKEN FRONT CONCESSION AND CONCESSION 1; GEOGRAPHIC TOWNSHIP OF NORTH GRIMSBY; TOWN OF GRIMSBY; REGIONAL MUNICIPALITY OF NIAGARA (being part of PIN 46007-0053 (LT));
2. The Froperty is currently defined and shown as Part 1 on the draft Reference Plan attached hereto as Schedule "8" and comprised of 0.3755 acres, further provided however, that Part 1 on the draft Plan shown at Schedule "8" is subject to change as a result of Site Plan approval conditions or requirements with respect to the Buyer's pending Site Plan Application relating to its development project known as "AquaZul".
3. The Purchase Price shall be Seven Hundred and Fitty Thousand ($750,000.00) Dollars per acre. For greater certainty, the acreage shall be based on the actual lands transferred and shall be certified by a land surveyor.
4. The Buyer agrees to pay the balance of the purchase price, subject to adjustments, to the Seller on completion of this transaction by rnay of certified cheque or bank draft.
5. This Agreement of Purchase and Sale shall be conditional in favour of the Buyer upon final Site Plan Approvalfor its development project known as "AquaZul" until no later than June 30th, 2017. This condition is for the sole benefit of the Buyer and may be waived by it in writing within the aforementioned time period, failing which this Agreement shall be null and void and any deposits shall be returned without interest or deduction.
6. The Closing Date shall be thirty (30) days following waiver of the Site Plan Approval Condition by the Buyer.
7. The Requisition Date shall be fifteen (15) days prior to the Closing Date
8. Where there is any conflict between the provisions of this Schedule "4" and the provisions in the body of this Agreement, the provisions of this Schedule "4" shall govern.
rNrTrALs oF BUYER(S) TNTTALS OF SELLER(s):
Page 7 of 30 Agenda item b)
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Page 8 of 30 Agenda item a)
Ministry of Ministère des Transportâtion Transports f,ÞoHtario Central Region Région du Centre Corridor Management Section section de qestion des couloirs routiers 159 Sir Will¡am Hearst Ave. Avenue 159 SirWilliam Hearst 7th Floor, Bldg. D 7e étage, édifice D Downsview, ON M3M 087 Dovvnsview ON M3M 087 fel.: 416-235-4572 Tél: 416 2354572 Fax.: 416-235-4267 Téléc: 4'16 235-4267 Email : [email protected] Email: [email protected]
March 13,2017
Mr. Bob LeRoux, P. Eng Director of Public Works Town of Grimsby i60 Livingston Avenue Grimsby, Ontario L3M 4G3
Re: QEW / Casablanca Boulevard Interchange Improvements (EA / Developments) Grimsby
Dear Mr. LeRoux:
Staff from Niagara Region, Ministry of Transportation, Town of Grimsby, Metrolinx and consultants met on January 30,20L7 for a preliminary meeting to discuss the referenced project.
The meeting highlighted the following issues: - there are a number of active and planned concurrent, residential developments in Grimsby around the vicinity of the QEW / Casablanca Boulevard that require MTO permits. - there is a need for improvements to the interchange as a result of the developments - developers are responsible for improvements to the interchange made necessary by their developments - Metrolinx is considering building a facility south of the interchange - Niagara Region will undertake an EA for improvements to Casablanca Boulevard and the interchange - the Town has collected development charges and was willing to cost-share the needed improvements to the interchange that are a result of the developments.
For MTO to issue its permits to allow the developments to proceed, MTO and the Region will have to execute alegal agreement whereby the Region undetlakes to complete the EA and construct the identified improvements to the interchange at its cost.
In the interim, a number of the developments require MTO permit(s) now. For MTO to issue permits prior to execution of the legal agreement with Niagara Region, MTO will require a letter from the Town, that the Town will retain the collected development charges and cost-share improvements to the QEW / Casablanca Boulevard interchange identified in Niagara Region's Casablanca Boulevard EA. Page 9 of 30 Agenda item a)
If you have any questions, please feel free to contact me at (4160 235-4572)
Yours truly,
- -- (ìo,nnu,lysignedbyhughjfyffe h u q h i fvffe\,l"ll*Í',lm:"1;'iJ:;,1:* r t t "óaÈi2ot7.o3.t3l:48:24-04'00, ¿ Project Manager
cc. Ron Tripp Niagara Region
Page 10 of 30 Agenda item a) TOWN OF GRIMSBY sSþø 160 LIVINGSTON AVENUE P.O. BOX 159 Office of GRIMSBY ONTARIO L3M 4G3 DIRECTOR OF PUBLIC WORKS TELEPHONE: 905-945-9634 FAX: 905-945-501 0
PLEASE REFER TO FIIE NO.
April 18,2017 A16-RDS-MTO
Hugh Fyffe M inistry of Transportation Central Region Corridor Management Section 159 Sir William Hearst Ave. 7th Floor, Bldg. D Downsview, ON M3M 087
Re: QEWGasablanca Blvd. lnterchange lmprovement (EA / Developments) Grimsby
Further to your letter of March 13,2017, the Town would like to address two issues regarding our joint meeting of January 30,2017. We also assure the MTO that the Town will retain the Town's Development Charge Reserve for the Casablanca Blvd./QEW interchange improvements for future cost sharing of these works with the Region of Niagara and/or GO Transit.
Based on the Town's Traffic Operations Study for Casablanca Blvd., November 2016 by CIMA Engineering, the review of the Town's West End Developments' ultimate traffic impacts did not show that these North Service Road Developments alone would trigger any need to modify the interchange.
1. The Study identified a need for traffic signals and associated left turn lanes on the North Service Road at two intersections (Windward Drive and at Casaþlanca Blvd.) and the Town will be constructing these this year.
2. The Town is establishing a $3 million Development Reserve for the Town to cost- share with GO Transit and/or the Region once their Traffic lmpact Studies and EA's have identified the combined traffic impacts and needs for the Casablanca / QEW interchange. The Town's Development Charge Reserve of $3 million will be specifically for cost-sharing with the Region and/or GO Transit with regard to the signalization and improvements at the two QEW off-ramps on Casablanca
2
Page 11 of 30 Agenda item a)
M in istry of Transportation -2- April 18,2017 Hugh Fyffe Corridor Management Section
Blvd.; but does not include the South Service Road intersection nor improvements to roads south, east or west thereof, which are Regional roads.
The Town shall retain this specific Development Charges Reserve fund and use it specifically for cost-share improvements to the QEWCasablanca Blvd. interchange as identified above. The Town is committed to these interchange improvements, as they will benefit future Grimsby taxpayers and active transportation on this section of Casablanca Blvd.
We also require the MTO to continue issuance of its permits to allow West End Development to proceed; noting that these developments need to proceed in order that the Town can collect Development Charges Fees required to fund the $3 million Reserve for the interchange improvements.
Sincerely,
R.LeRoux, P.Eng. Director of Public Works
RL/ra
Copy to: R. Tripp, Commissioner, Public Works, Region of Niagara Mayor and Town Council
Page 12 of 30 Agenda item b)
Roce K¡t Event Service lnc.
4269 Stotion Rood Vinelond ON L0R-2E0 Phone: 905.562.8686 Fox 905.562.6611
Town of Grimsby Wed, Februory 22,2017 Mr Bob Le Roux ló0 Livingston Ave Grimsby ON L3M-4G3
RE: Jerrys Peoch Bud Roqd Roce
Deqr Mr. LeRoux
Pleose occept this lelter os on officiol request to stoge the Jerry's Peoch Bud Rood Roce on Tuesdoy June 27th,2012. I hove included o mop of the proposed route could you pleose review it ond odvise me if there ore ony problems.
Roce Nqme:Tim Horton's Jerry's Peoch Bud Dqte: Tuesdoy June 27,2017 Sfqrt Time: lk - ó30pm, Skm - Z00pm, lOkm - Z30pm Locqtion: Grimsby Secondory School lnsuronce: Generol liobility noming the Town of Grimsby & Region of Niogoro Route: See ottoched mops lf you hove ony queslions or concerns pleose feel free to contoct me by phone 905-ó51-6959 or by e-moil [email protected]
Sincerely,
Nick Stoehr Roce Director
Page 13 of 30 oN-201G.035-BDC
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March 29,2017
Town of Grimsby 160 Livingston Ave Trisport Events Inc. P.O Box 159 4269 Station Rd. Grimsby, ON Vineland Station, ON L3M 4G3 LOR 2EO Attention: Bob LeRoux
Dear Mr. LeRoux,
This letter is a request for the Town of Grimsby to officially approve the staging of the Grimsby Triathlon on July 30,2017 based out of Nelles Beach Park. I ask that you look over the intended routes for 2017 with respect to the roads in your jurisdiction (see attached pages).
If any construction, which includes tar and chipping or culvert cuts, is scheduled for any time before this event that would conflict with bike usage on the roads please contact me as soon as possible, so alternate arrangements can be made. I would also like to request the dates of any other events in the area that would conflict with our chosen date. If there are any forms that must be submitted, please forward them to Ironman Canada Inc. Race information is as follows:
Race Name: Grimsby Triathlon Date: JuIy 30,2017 Race Time: 9:00am Location: Nelles Beach Park, Grimsby Insurance: Already sent Route: See attached map
A similar letter will be sent to the Niagara Region requesting their approval of this event as well regarding the roads in their jurisdiction. A letter will also be sent to the Niagara Regional Police Services requesting their assistance with traffic control for this event. Ifyou have any questions or concerns regarding this event, please do not hesitate to contact me and we can discuss further.
Take care,
Dave Mucyk Race Director Trisport Events Inc. dave@trisportcanada. com tel: 905-562-6670
Page 17 of 30 Pi,n. 11
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Iron irl @ CANADA
Town of Grimsby Wednesdoy, Februory 22, 2017 Mr. Bob Le Roux I ó0 Livingston Ave Grimsby ON L3M-4G3
RE: lron Girl Conodo Triolhlon
Deor Mr. Le Roux
Pleose occept this lelter os on officiol request to stoge the lron GirlConodo triothlon in support of the Conodion Breost Concer Society on Soturdoy Aug l2rh ond Sundoy Aug l3th, 2012. I hove included mops of ihe proposed route could you pleose review it ond odvise me if there ore ony problems.
Roce Nqme:Suboru lron Girl Conodo 5k Running Roce Dqte: Soturdoy Augusï 12,2017 Times: 230pm-4pm locolion: Nelles Beoch Pork Grimsby, Ontorio lnsuronce: $5,000,000 generol liobility noming the Town of Grimsby, Region of Niogoro ond other involved porties. Roule:Some Running Route os the triothlon Run Route
Rqce Nome: lron Girl Conodo Triothlon Dofe: Sundoy Augusl 13,2017 Times: 9:00 AM - l2:00 PM locolion: Nelles Beoch Pork Grimsby, Ontorio lnsurqnce: $5,000,000 generol liobility noming the Town of Grimsby, Region of Niogoro ond oiher involved porties. Route: See ottoched mops lf you hove ony questions or concerns pleose feel free to contoct me by phone 9 05- 5 62- 667 O or by e-moil nic [email protected]
Sincerely,
Nick Stoehr Roce Direcïor lron Girl Conodo
Page 21 of 30 IRON GIRL Canada Site Map
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.r¿ \ Mount/Dismount L¡ne Agenda itemb) Agenda item a)
G.D.I.A Board of Management MINUTES Feb. 21, 2017 The Forty Public House 8:30 am
Attending: R. Rebelo M. Seaborn M. Wood 2. Ouzas J. Dunstall L.Vitali
Absent: M. Dawson J. Johnston L. Foster
Delegation: L.Doig, J. Howden. Grimsby garden club
Disclosure of Interest: J. Dunstall, Associate Members M. Wood, Rent
Motion to APPROVE Minutes from Jan. 21, 2017 Meeting By: M. Wood 2nd by: L.Vitali CARRIED
Delegation: L. Doig, J. Howden. Grimsby Garden Club Welcome to garden club. Report from ggc. Increase the number of baskets last year. Requesting 3600 for 2017 plants. Suggestion to approach individual businesses to sponsor plantings to offset increasing costs. Holding a garden tour this year.
Business Arising from the Minutes: Website: change become a merchant to become a member. Ask about adding pics of board members and linksto their websites to page. Board members willhave access to page that is board members only and willinclude budgets, minutes, calendar etc Could we add a calendar widget to site. Willadd linkto DlAminutes and budget from town website Meeting dates and location of board meetings Submit an event link Rental space: willsend letter to the Fort and let them know we are vacating as of March 1,. Willneed to pay Jan and Feb rent.
Motion by: L.Vitali 2"“by: Z. Ouzas CARRIED The Board of Management agrees to move location of DIAassets to The Forty Public House at no charge for the space until further notice.
Finance:
1. Receiver General — Feb 2017- December 2017 Deductions Motion by: M. Seaborn 2"“by: M. Wood CARRIED
2. LeighJankiv: Pay wks ending: 2/24, 2/31, 3/3, 3/10, 2017 Motion by: M. Seaborn 2"“by: M. Wood CARRIED
3. LeighJankiv: $109.61——Telephone Motion by: M. Seaborn 2"**by: M. Wood CARRIED
4. Chimpanzee: $145.77——OFFlCE Motion by: M. Seaborn 2"“by: M. Wood CARRIED
Page 23 of 30 Agenda item a)
5. Obiaa: $113.00--awards submission—PROMOT|ON Motion by: M. Seaborn 2"“by: M. Wood CARRIED
6. Niagara This Week: $523.19—-AGMNotice, Girls Night Ad, Delivery of Dec. F|yer—PROMOTION Motion by: M. Seaborn 2”“by: M. Wood CARRIED
7. Grant Thornton: $565.00——firstinstallment 2016 audit Motion by: M. Seaborn 2"“by: M. Wood CARRIED
8. Grimsby Garden Club: $3374.80—cost of beds and hanging baskets 2016—BEAUT|FICAT|ON Motion by: M. Seaborn 2"“by: M. Wood CARRIED
9. PBI: $1091.25—printing flyer DEC.—PROMOTION Motion by: M. Seaborn 2"‘by: M. Wood CARRIED
10. Pics Plus: $41.25-printing 2016—PRINTING Motion by: M. Seaborn 2"“by: M. Wood CARRIED
11. Niagara Foundation for Catholic Education: $250—Grad Award 2017—PROMOT|ON Motion by: M. Seaborn 2"“by: M. Wood CARRIED
12. Grimsby Secondary School: $250—Grad Award 2017—PROMOT|ON Motion by: M. Seaborn 2"“by: M. Wood CARRIED
13. OBIAAI $239.84—2017 Membership—MEETING EXPENSES Motion by: M. Seaborn 2"“by: M. Wood CARRIED
14. Town of Grimsby: $4030.00—2""insta||ment——LONG TERM DEBT Motion by: M. Seaborn 2"“by: M. Wood CARRIED 15. Obiaa: $113.00——awardssubmission—PROMOTION 16. Town of Grimsby: $498.69—1/4 cost of tear away maps—PROMOTION 17. Ministry of Finance: $284.67—2016 remittance—ministry of finance
New Business; Would like to Incorporate the new businesses in the west end through associate memberships.
Would likethe qew signs that say Downtown rather than business area.
DSBNwillbe holding a final meeting regarding closing gss. We willsend a letter in support of having the school remain open for the mayor to take to this meeting.
Associate memberships Foster controls Us on the Docks Eatery Motion to accept foster controls as an associate member. 2. Ouzas, IVitali
Page 24 of 30 Agenda item a)
Motion to accept jjs on the docks eatery Z,Ouzas,. L.Vitali. Willinvoice each, $20 per month
Correspondence: Lincoln Leapers email requesting donation for event. Rather than us giving donation, the forty willcontribute.
Garbage collection email from region. Conducting an inspection. Collection will be later for several weeks through the end of march.
Chamber Report: J. Dunstall AGM on march 1
GEDAC: M. Seaborn 20 valley tourism...Gedac would possibly assist with an incentive to businesses who join seasonally.
NEXTMEETING:Board Meeting: Tuesday, March 21, 2017, The Forty Tuesday, April 18, 2017, The Forty
Adjournment Motion to adjourn by: Z. Ouzas 2"‘by: J. Dunstall CARRIED
‘
R. Rebelo Chair Recordi gsecretary
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Grimsby Active Transportation Advisory Gommittee
TERMS OF REFERENCE
Approved by Council: Members:
. One or more Town of Grimsby Councillors plus alternates with the Mayor as an ex-officio of the Committee . Minimum of two residents of Grimsby (all parts of the Townl . One Grimsby student representative attending Secondary School or College . One Town Public Works Department staff with additional staff as warranted (non- voting) o The Chair will be elected from the membership of the Committee o Maximum voting Committee size of approximately six plus Town Councillor(s)
Membership: lnterested residents of Grimsby will be invited to submit an application of interest with resume identifying the skills they have that will assist in the fulfilment of the mandate of the committee. Applications of interest will be approved by Town Council. Membership will continue through the term of Council. Resigning members will be replaced by appointment in accordance with Town Policy.
1.0 Purpose:
Provide a committee for residents, elected officials and staff, and health professionals to meet for the purpose of reviewing conditions for active transportation in Grimsby. Active transportation refers to walking, cycling, and other forms of human powered transportation for utilitarian and recreational purposes. Agenda items of the Committee must be within the scope of responsibilities of the Town of Grimsby.
Accessibility is a major consideration within active transporlation and is governed by the Accessibility for Ontarians with Disabilities Act with guidelines and advice provided to the Town by the Joint Accessibility Advisory Committee of Lincoln, West Lincoln, Pelham, Thorold, Niagara-on-the-Lake, and Grimsby.
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2.0 Objective:
2.1 Provide input to the Town's development of future plans to establish a vision for the Grimsby community that supports active transportation.
2.2 Act in an advisory capacity to Grimsby Council, Public Works and other staff via Public Works on issues brought forth to the committee that are specific to active transportation.
2.3 To provide an open forum to deal with issues related to improving active transportation and provide input for financially sustainable infrastructure improvements.
2.4 To create and highlight opportunities for the general public to learn about active transportation in Grimsby.
3.0 Meetings:
3.1 The committee will meet every third month and at the call of the Chair
3.2 Meetings shall be scheduled for Monday to Friday during the times of 8:30am to Noon and 1:00pm to 4:00pm and should generally be limited to one or two hour periods, or as may be required.
3.3 Subcommittees may be formed as deemed necessary by Council and will determine their own meeting times and dates.
3.4 A quorum for meetings of the committee shall be determined by the Chair at the beginning of each meeting. Approval on any motion shall require 50% plus one of the voting members in attendance at the meeting.
4.0 Reporting Structure of Committee:
4.1 The Grimsby Active Transportation Advisory Committee is a subcommittee of Public Works that reports to Council via the meeting minutes as directed to the Public Works Committee by the Director of Public Works.
4.2 The Chair will set the agenda one week prior to the next meeting. Members are responsible for fonruarding new agenda items to the chair prior to the agenda creation.
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4.3 lf unable to attend, the member will fonvard regrets to the chair prior to the meeting.
4.4 The committee will appoint the recorder of the minutes. The Committee will circulate the minutes to the membership prior to the next meeting with copies made available to others upon request.
Minutes shall only include recommendations and motions endorsed by the Committee Quorum and shall also list the members and special guests in attendance at that meeting.
4.5 Requests by the committee for consultation with experts may occur from time to time. These experts may include but are not limited to; planners, transportation engineers, urban design experts, health promoters, Recreation Facilities and Culture Department staff and the school boards
Any related costs must fit within the Committee's approved budget.
4.6 Events, education programs or volunteer work as proposed by the Committee shall first be subject to Public Works Committee and Council review and approval.
4.7 The membership can request changes to the Terms of Reference by forwarding a motion to the Public Works Committee via the Director of Public Works.
5.0 Financial Considerations and Administration:
5.1 A Budget for this Committee shall be submitted to the Director of Public Works by the Committee prior to the 1st of December each year.
The Director of Public Works shall review and endorse the Budget and submit it as part of the overall Public Works Budgets to the Public Works Committee for review and endorsement for Council's consideration.
5.2 Proposed Budget items not related to the Public Works Department will be fonrvarded to the appropriate Town Department for their separate review and Budget considerations.
5.2 All approved Budget expenditures as requested by the Committee shall comply with Town Financial procedures, approved by Public Works Committee and Council and administered by the Director of Public Works
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5.3 The Public Works Department staff representative shall provide technical advice to the Committee where possible and subject to the direction of the Director of Public Works, may provide related reports as required.
5.4 Committee members, except staff, do not receive financial or other compensation for serving on the Grimsby Active Transportation Advisory Committee nor any subcommittee thereof.
5.5 Committee recommendations or motions once received by the Public Works Committee, may be forwarded to other Town Department Committees where the issue being considered does not fall under the Public Works Department jurisdiction.
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