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Committee of the Whole Meeting Time VISION "Slave Lake is committed to building opportunities by growing business, industry and population, while promoting ourselves and our exceptional quality of life." MISSION "Working Together, Building a Better Community" 'Our Vision and Mission will serve as a guide in our decision making' COUNCIL AS COMMITTEE OF THE WHOLE and REGULAR MEETING January 8, 2019 at 1:00 PM Council Chambers AGENDA Page 1. Agenda 2. Public Hearings a) Application to amend the Land Use Bylaw #22-2007 Bylaw #37- 2018 - Laurie Skrynyk, Director of Planning and Development b) Advertising Bylaw #34-2018 - Christopher Brown, Communications Coordinator 3. Introductions 4 - 5 a) Alook Tyra Kelly, Charles 4. CAO Update 5. Question Period 6. Items for Discussion a) Survey Results - Christopher Brown b) Committee of the Whole Meeting Time Page 1 of 46 Committee of the Whole Meeting Tuesday January 8, 2019 at 1:00 PM 7. Reports and New Business 6 - 9 a) Sawridge Lift Station Upgrades Project - Doug Baird, Project Manager 10 - 18 b) Advertising Bylaw #34-2018 - Christopher Brown, Communications Coordinator 19 - 30 c) Application to amend the Land Use Bylaw #22-2007 Bylaw #37- 2018 - Laurie Skrynyk, Director of Planning and Development 31 - 32 d) Motion of Support for MD 124 Alberta Community Partnership Grant - Brian Vance, CAO e) Discussion of Fire Department service levels – Jamie Coutts. 8. Committee Minutes a) Finance, Legislative and Governmental Affairs i) Inter-Municipal Committee 33 - 38 ii) Slave Lake Watershed Council - October 11 iii) Slave Lake District Chamber of Commerce Meeting b) Community Services i) Lesser Slave Lake Regional Housing Authority Meeting ii) Tri-Council Health Committee 39 - 40 iii) Slave Lake Library Board Meeting - October 3 iv) Community Futures Lesser Slave Lake Region v) Community Education Committee 41 - 42 vi) Naming Advisory Committee - September 18 c) Property Services i) Municipal Planning Commission ii) Subdivision and Development Appeal Board Hearing iii) Lesser Slave Lake Regional Waste Management Meeting 43 - 45 iv) Slave Lake Airport Commission Meeting - November 14 v) Lesser Slave Lake Region Wildfire Legacy Corporation Meeting d) Protective Services Page 2 of 46 Committee of the Whole Meeting Tuesday January 8, 2019 at 1:00 PM i) Protective Services Committee ii) FireSmart Committee iii) Disaster Services Report (Meets four times yearly) e) Other i) Regional Economic Development Committee ii) Northern Alberta Mayors and Reeves Caucus iii) Northern Alberta Elected Leaders 9. Management Task List 46 a) January 8, 2019 Management Task List 10. Mayor's Corner 11. Adjournment Page 3 of 46 December 20, 2018 I am pleased to welcome Tyra Alook. She will be a part time Recreation Assistant I working with the Community Services Department. Please join me in congratulating Tyra on her new position with the Town. Candace Tonsi Administration Office Assistant Alook Tyra Kelly, Charles Page 4 of 46 10 Main Street SW| P.O. Box 1030 | Slave Lake, AB | T0G 2A0 | Phone 780.849.8000 Working together, building a better community December 20, 2018 I am pleased to welcome Charles Kelly. He will be a term Water Meter Technician working with the Utilities Department. Please join me in congratulating Charles on his new position with the Town. Candace Tonsi Administration Office Assistant Alook Tyra Kelly, Charles Page 5 of 46 10 Main Street SW| P.O. Box 1030 | Slave Lake, AB | T0G 2A0 | Phone 780.849.8000 Working together, building a better community TOWN OF / \ SLAVE LAKE REPORT TO COUNCIL MEETING OF Jan. 8 2019 FROM: Doug Baird, Project Manager DATE: Jan 3, 2019 Subject: SAWRIDGE LIFT STATION UPGRADES PROJECT — Award Contract PURPOSE The purpose of this report is to inform Council of the status and budget of the Sawridge LiftStation Upgrades project and then to award the site general construction contract. BACKGROUND The existing Sawridge LiftStation is the most critical pump facility in the sanitary sewer system as it collects wastewater from the entire town and is the last pump liftbefore entering the treatment lagoon system. The wet well side of the facility has not undergone any rehabilitation since its construction in 1984. The drywell side had a piping upgrade in 2008. The project was budgeted at $440,000 in 2018, however by time the engineering was completed and the RFP sent out, it was not possible to start construction until 2019. DISCUSSION This upgrade project consists of three separate projects as follows: 1) The “MuffinMonster” sewage grinder at the inlet of the wet well side runs 24/7 and requires routine maintenance and also occasionally needs to be removed from the wet well to be repaired or rebuilt. It is an extremely heavy piece of equipment to remove and with the narrow doorway and the steep stairs down into the wet well, it becomes a huge safety concern for the workers when they are twing to manhandle this equipment up the stairs and out the door. The solution to make this task safer is to design and construct a rail system on the stairs so that the equipment can be placed on a trolley and rolled up the stairs instead of manhandled and this new system will be installed under this project. 2) The inlet wet well side of the station has 2 cells that the liftstation pumps draw from and these wells fillup with solids and require cleaning a couple times a year. The project team determined that ifwe installed a continuous mixing system in the wet wells, a good portion of the solids could remain suspended and be pumped up to the lagoon system, which would reduce the amount of cleaning Sawridge Lift Station Upgrades Project - Doug Baird, Project Manager Page 6 of 46 Report to Council Page 2 of 3 Jan 3, 2018 required in the wet wells. The major issue with cleaning of the wet wells is the depth of the wells, which is beyond the liftcapability of the majority of the vacuum trucks in the area, resulting in high cleaning costs. Installing the mixer motor systems willreduce annual maintenance costs. 3) The dry well side of the station has 2 discharge lines of which only one is in service, as the second line is at the end of its useful lifeand was abandoned after a major flood incident in 2007, which prompted the installation of a new primary discharge header and line. Restoring the secondary line willallow for ease of future maintenance and increased redundancy in the system. The secondary line inside the drywell willallow for a future secondary line from the liftstation up to the lagoons for increased future capacity and redundancy. RESOURCE IMPACTS There were 4 valid bids received and the lowest bid is being recommended. Approved 2018 Budget: WTP project approved budget - $440,000 Anticipated Project Costs: Construction Contract Cost (low bid) - $286,853.18 Other Costs (TOSL time, site prep, contingency, etc.) - $96,055.95 Engineering Services - $57,370.64 Total Anticipated Project Costs - $440,279.77 The current approved budget in the 2018 budget is $440,000 which willbe carried over for the 2019 construction. Funding willbe 100% from Wastewater Reserves. Future Cost Savings: Installing the “MuffinMonster” rail system is primarilyfor worker safety, but will also see a reduction in costs for each time it is removed as the costs for a picker truck willno longer be required each time. Annual savings estimated at $5K. Installing the wet well mixer motor systems willresult in a reduction in annual cleaning costs. Cleaning willstill be required, but less frequently. Annual savings estimated at $1OKto $15K. Replacing the dry well secondary discharge is primarilyfor redundancy, but may also help reduce the need for costly temporary bypass pumping ifthe existing singular discharge line fails. The previous failure of the single discharge pipe in 2015 resulted in an overall cost of about $200K. POLICY IMPLICATIONS The project is using the TOSL design standards and specifications for the systems design and construction. Sawridge Lift Station Upgrades Project - Doug Baird, Project Manager Page 7 of 46 Report to Council Page 3 of 3 Jan 3, 2018 COMMUNICATIONS An “Expression of Interest’’ was ran in the local paper and on the TOSL website prior to the RFP going out to bid. We had 2 local companies express interest, but neither one submitted a bid. Prior to start of construction, notices will be posted on TOSL website to make residents aware of the increased construction traffic in the Sewage Lagoon area along Highway 88 and proper signage willbe in place at the worksite. OPTIONS The options to consider are: 1) Proceed with the project as presented. 2) Not to proceed at this time. RECOMMENDATIONTO COUNCIL Our recommendation to Council is: 1) Award the Sewage Lagoon Wastewater Treatment Upgrade project site construction contract to QQR Mechanical Contracting, for a total proposed price of $286,858.18. This fits within the project budget. MOTIONS REQUESTED: Note: Council to select the motion below. 1. Council directs Administration to proceed with the Sawridge LiftStation Upgrade project and to award the site construction contract to QQR Mechanical Contracting, for the total proposed price of $286,853.18. Funding willbe 100% from the Wastewater Reserves. Attachments 1) Sawridge LiftStation Upgrade Site Plan Report Prepared by: Report Approved for Council by: \ 94 Doug Ba , ProjectManager Brian Vance, 6% Sawridge Lift Station Upgrades Project - Doug Baird, Project Manager Page 8 of 46 Rx « o :=oéo.£:n as 2:... 325333 5.32 :23 .9: Ea. :2... 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