Agenda Public Works Standing Committee Thursday, April 20, 2017 12:00 p.m. Board Room, Robin Hood Bay
AGENDA PUBLIC WORKS STANDING COMMITTEE April 20, 2017 – 12:00 p.m. – Robin Hood Bay, Board Room
1. CALL TO ORDER
2. ADOPTION OF THE AGENDA
3. ADOPTION OF THE MINUTES
a. Minutes of February 17, 2017
4. DELEGATION
5. BUSINESS ARISING
a. Items to be considered for Environmental Advisory Committee
Committee Review report (Victoria?) EAC mandate clarification as suggested in Committee Review ( Brian Head) also process for proactive actions Presentation on Stormwater Management (Kelly Gaulton) Update on Waste Management and Curb it (Kimberley Keats) Presentation on Forest Management in the City (Jason Globe) Update on regulation related to municipal plan (?) Update on wetlands
6. NEW BUSINESS
b. Information note dated April 6, 2017 – Approved by the Manager of Parks and Open Spaces, re: The Loop at Bannerman Park: 2016 / 2017 Season Overview
c. Decision note dated April 4, 2017 - Approved by the Deputy City Manager of Public Works re: Airport Heights Dog Park
d. Decision note dated January 31, 2017 – Approved by the Director of Environmental Services, re: Sewer Use By-Law – Discharger Information Report
e. Decision note dated February 7, 2017 – Approved by the Director or Environmental Services, re: Leaf Collection (Fall 2017)
7. OTHER BUSINESS
7. DATES OF NEXT MEETING
8. ADJOURNMENT
1 Minutes Public Works Standing Committee February 17, 2016, Conference Room A, 4th Floor City Hall
Present: Councillor Danny Breen, Chairperson Deputy Mayor Ellsworth Councillor Wally Collins Councillor Sandy Hickman Councillor Art Puddister Councillor Tom Hann Councillor Jonathan Galgay Councillor Sheilagh O’Leary (joined 12:26pm)
Also Present: Kevin Breen, City Manager Derek Coffey, Deputy City Manager of Financial Management Lynnann Winsor, Deputy City Manager of Public Works Andrew Niblock, Director of Public Works Brendan O’Connell, Director of Engineering Dave Crowe, Manager of Roads Brian Head, Manager of Parks & Open Spaces Blair McDonald, Manager of Fleet Kenessa Cutler, Legislative Assistant
ADOPTION OF AGENDA
The Committee unanimously adopted the agenda as presented.
ADOPTION OF MINUTES
The Committee unanimously adopted the minutes of December 6, 2016 as presented.
BUSINESS ARISING
Information Note dated January 25, 2017 – Approved by the Deputy City Manager of Public Works – Sidewalk Snow Clearing Overview The Committee accepted the above listed as information.
Discussions took place regarding sidewalk ploughing; Councillor Galgay asked why some areas seem to be ploughed more than others. Deputy City Manager of Public Works Lynnann Winsor explained that this depends on the area priority (school zones, etc.), whether there have been multiple snow fall events, and whether that area is scheduled for snowfall removal.
Chair Danny Breen stated that overall the City is getting more compliments than complaints regarding snow clearing and congratulated staff on the good work. P a g e | 2
Decision Note dated February 9, 2017 – Approved by the Deputy City Manager of Public Works – re: Automated Garbage Collection – Purchase of Carts The Committee considered the above listed Decision Note regarding the purchase of bins for automated garbage collection. Lynnann Winsor provided an overview of the recommendation citing how choosing the smaller, medium-sized bin as opposed to the large-sized one would support on-going waste diversion efforts, promote recycling, and support environmental sustainability goals.
Committee members expressed differing opinions on bin size. Some agreed with the recommendation, others stated that bigger is better, and some asked what other similar municipalities use.
Chair Danny Breen suggested that as the issue is going to public consultation anyway, perhaps bin size should be included in the public consultation before a decision is made.
Moved - Councillor Hann; Seconded – Councillor Collins
That a plan be developed to bring forward to public consultation regarding the issue of automated garbage collection (including bin size) before the end of May 2017.
CARRIED UNANIMOUSLY
Information Note dated January 31, 2017 – Approved by the Deputy City Manager of Public Works – re: Cold Patch Asphalt Repair The Committee accepted the above listed as information.
Information Note dated February 7, 2017 – Approved by the Deputy City Manager of Public Works – re: Hybrid Vehicles Feasibility Study Results The Committee accepted the above noted as information.
NEW BUSINESS
OTHER BUSINESS
9 Banting Place - Sanitary Sewer - Discussion Lynnann Winsor and Director of Public Works Andrew Niblock spoke to the above listed. 9 Banting Place is a rental property with sewer lateral issues and the owners are requesting that the City excavate and replace the laterals. However, it is not the policy of the City to replace laterals in rental properties. As the issue is complicated by the fact that the line is shared with 7 Banting Place, which remains unaffected, the City has offered to clean out the lateral, but the owner of 9 Banting Place refused.
P a g e | 3
Committee members stated that staff should adhere to City policy and notify the occupant that the offer still stands to clean out the lateral, but the City will not replace it. Andrew Niblock will notify the owners of 9 Banting Place.
Airport Heights Trails - Discussion The Committee discussed the ongoing issue of off-road vehicles driving on the trails in Airport Heights. Brian Head, Manager of Parks and Open Spaces, detailed the measures taken to deter drivers from doing so – ditching, fencing, gates, etc. all with minimal success.
Pippy Park - Grand Concourse - Smoking on Trails Councillor O’Leary inquired about the ongoing issue of smoking on trails in the City and whether a shelter(s) could be built to contain the issue. City Manager Kevin Breen stated that there has been no progress but he would follow up with David Diamond of Eastern Health again.
ADJOURNMENT
There being no further business, the meeting adjourned at 12:59 p.m.
Councillor Danny Breen Chairperson
INFORMATION NOTE
Title: The Loop at Bannerman Park: 2016 / 2017 Season Overview
Date Prepared: April 6, 2017
Report To: Public Works Committee (April 20, 2017)
Councillor and Role: Danny Breen (Committee Chair)
Ward: 2
Issue: To provide an overview of the 2016 / 2017 Loop operations
Discussion – Background and Current Status: The Loop, a 240 metre long outdoor ice skating trail, has brought new life to Bannerman Park during the winter months, and become a true focal point in the City of St. John’s. Families with children, young adults, seniors, community and service groups, and others, all skate together for free.
Annually, the Parks and Open Spaces division aims to have the Loop open around Christmas time, weather dependent. This year, the Loop was open to the public on December 21, 2016.
Once opened for the season, and subject to favourable ice conditions, The Loop is open daily from 10 a.m. to 11 p.m. with regularly scheduled and posted closures for daily ice maintenance. Unstructured, unscheduled and informal leisure opportunities are a growing trend in recreation as more people look to avail of recreation and leisure opportunities on their own schedule. The Loop is incredibly popular for that specific reason – it allows for unstructured leisure activity at times convenient to the individual skater, and with the activity being available free of charge, the financial barrier to participation is removed. Through tracking attendance at special events and monitoring attendance at various times during the week, it was determined that approximately 32,813 patrons availed of The Loop in the inaugural season. Given there were fewer special events in the shorter 2015 / 2016 season, anecdotal and observation estimates place the usage for that season at 25,483. Extrapolating those figures for the 2016 / 2017 season would place total usage around the 29,148 mark.
The ice season at The Loop runs until such a time that weather and temperatures dictate that ice conditions are no longer consistently and reliably safe – typically anywhere from the end of March to early April. This year, the last day of operations at The Loop was April 6, 2017, with the chiller being shut off April 7 and the ice left to melt.
Of the possible 107 day 2016 / 2017 ice season, The Loop was available for skating 97 days, presenting a 91% availability rate. This performance is a significant improvement over the two previous seasons with 72 days (81%) in 2015 / 2016 and 90 days (83%) in the inaugural 2014 / 2015 season. It is important to note that of the 10 days that the loop was closed in 2016 / 2017, 6 of them were during snow or storm events, when no one would have been skating even if The Loop had been opened. There were only 4 days of closures this season where the weather was favourable for skating, but The Loop was closed. This typically included the day or two after a snow or storm event where extra snow removal and ice maintenance was required prior to reopening The Loop.
City of St. John’s PO Box 908 St. John’s, NL Canada A1C 5M2 www.stjohns.ca
Key Considerations/Implications:
1. Budget/Financial Implications Operating The Loop for the 2016 / 2017 ice season (early December to early April) cost approximately $85,855. This figure includes electrical costs for the refrigeration equipment, salaries, payroll costs & benefits, tractor, fleet as well as all other miscellaneous operating costs. As The Loop is offered free of charge, there is no associated offsetting revenue other than considering the Beavertail rent during the ice season as a partial cost offset. This places the approximate cost per patron for the 2016 / 2017 ice season at $2.79. Figures for previous years cost per patron were $2.76 in 2015 / 2016 and $2.49 for the 2014 / 2015 season.
2. Partners or Other Stakeholders Numerous partnerships have been developed. Examples include those groups hosting special events at the Loop such as the city’s recreation department, Easter Seals Sledges, CBC Day at the Loop and others. These events increase participation, promotion and profile of The Loop and are critical to ensure The Loop remains a popular and well used facility.
3. Alignment with Strategic Directions/Adopted Plans a. A City for all Seasons: operating The Loop provides outdoor leisure and recreation opportunities, while helping promote active and healthy living. b. Responsive and Progressive: offering The Loop to everyone free of charge is a progressive approach to removing barriers to participation, notably the financial barrier, furthering the city’s goal to build social and demographic factors in policy making as well as becoming a welcoming and inclusive city. c. Bannerman Park Master Plan – 2.1 Vision for Bannerman Park: The Loop offers unmatched recreation and leisure opportunities which furthers the vision outlined in the Bannerman Park Master Plan that the “Park shall be a place for active and passive recreation throughout all seasons…” d. Recreation and Parks Master Plan: The Loop helps address such priorities as “More Support for Winter Activities”, “More Unstructured Activities”, and offering “More physical activity and informal activity” to list just a few.
4. Legal or Policy Implications a. Operating The Loop needs continued commitment to covering the cost of operation, rather than considering a user-pay model. b. Ensuring policies continue to provide for a safe environment.
5. Engagement and Communications Considerations Ongoing communication regarding season start/end dates as well as unplanned closures. Continued support and marketing The Loop as a winter activity destination.
City of St. John’s PO Box 908 St. John’s, NL Canada A1C 5M2 www.stjohns.ca
6. Human Resource Implications Parks and Open Spaces staffs Bannerman Park with 2 Parks Service Workers during the winter season, on 10 hour shifts Friday to Monday, 7am-5pm. During the period of Tuesday to Thursday, Parks staff drop-in to provide opening duties from 8am-10am as well as an afternoon resurfacing from 2:30-3:15.
7. Procurement Implications While there are no major procurement implications planned, regular fleet and capital replacement will be on-going as needed.
8. Information Technology Implications None apparent at this time.
9. Other Implications None apparent at this time.
Conclusion/Next Steps: The Loop at Bannerman Park is a resounding success story. It has become a true winter activity destination that furthers many of the city’s goals and objectives, all while operating at a very low per-person cost to the City. The 2016 / 2017 season came to an end as a record setting season in terms of availability and performance. Parks and Open Spaces staff will debrief and review the season for lessons learned and build them into future operations at The Loop. Once winter staff reconvene for the 2017 / 2018 season we will incorporate strengths and lessons learned in the goal that the next season outperforms the last.
Prepared by/Signature: Mike Adam, Operations Supervisor, Public Works – Parks and Open Spaces
Signature: ______
Approved by/Date/Signature: Brian Head, Manager, Public Works – Parks and Open Spaces – April 6, 2017
Signature: ______
Attachments: None
City of St. John’s PO Box 908 St. John’s, NL Canada A1C 5M2 www.stjohns.ca
DECISION/DIRECTION NOTE
Title: Airport Heights Dog Park
Date Prepared: April 4, 2017
Report To: Public Works Committee
Ward: 4
Decision/Direction Required:
Capital Request to Construct a Dog Park in Airport Heights
Discussion – Background and Current Status:
Residents have requested through Ward 4 representative, Councilor O’Leary, the City of St. John’s consider the construction of a dog park in Airport Heights.
At present, there are six (6) facilities located throughout the City of St. John’s but none in the Airport Heights residential area. The closest dog park to the area is the “get acquainted” facility at the Human Services Building, Higgin’s Line.
Existing Sites:
1. Quidi Vidi Park 2. Humane Services Building 3. Mundy Pond Park 4. Bowring Park 5. Shea Heights 6. Bidgood Park
Proposed Location and Size:
A potential area of consideration for the Airport Heights Dog Park is a naturalized site at the western end of the Denis Lawlor Park off McNiven Place. Adequate parking is available.
The dog park would occupy a rectangular area with multiple angle changes to take advantage of landscape features and vegetation. A significant number of trees and clumps of vegetation would remain within the facility in order to mimic the natural environment. Only minimal excavation and grubbing is necessary.
A 1.2m chain link fence would enclose an area approximately 34m x 37 m., or 1258sq. m. providing ample area for the off leash running of dogs.
City of St. John’s PO Box 908 St. John’s, NL Canada A1C 5M2 www.stjohns.ca
Key Considerations/Implications:
1. Budget or Financial Implications The cost of the project is approximately $20,000. Funds however are not available in the current Parks and Open Spaces Division operating budget. Funding would be required from capital resources.
City of St. John’s PO Box 908 St. John’s, NL Canada A1C 5M2 www.stjohns.ca
2. Partners or Other Stakeholders Residents of the City of St. John’s and surrounding areas.
3. Alignment with Strategic Directions/Adopted Plans Neighbourhoods Build our City A City for all Seasons Open Space Master Plan
4. Legal or Policy Implications
Increased compliance with By-Law No. 1514 Animal Control Regulation as it pertains to the unauthorized off leash activity on the adjacent ballfields.
5. Engagement and Communications Considerations NA
6. Human Resource Implications NA
7. Procurement Implications Construction of the dog park.
8. Information Technology Implications NA
Recommendation: It is recommended the project be referred to Capital Works list for consideration.
Prepared by/Signature:
Brian Head, Manager Parks and Open Spaces
Approved by/Date/Signature:
Lynnann Winsor, Deputy City Manager Public Works
Attachments:
City of St. John’s PO Box 908 St. John’s, NL Canada A1C 5M2 www.stjohns.ca
DECISION/DIRECTION NOTE
Title: Sewer Use By-Law – Discharger Information Report
Date Prepared: March 29, 2017
Report To: Public Work Standing Committee, Chair and Members
Ward: All
Decision/Direction Required: To seek a decision on proceeding with the information gathering phase of the Sewer Use By-Law.
Discussion – Background and Current Status:
The Water and Wastewater Division is developing a Sewer Use By-Law to regulate discharges into stormwater and sanitary sewer systems, enforce penalties for non- compliance, and generate agreements for dischargers who cannot meet the specified contaminant limits. Changes to the City Act are required in order for the current draft by- law to be enacted. These changes would allow the City to enter into Transitional Authorization and Surcharge Agreements with dischargers who need time to meet the discharge limits in the by-law. At this time, the City and dischargers are limited by an overriding provincial discharge regulation.
Changes to the City Act are expected to take a considerable amount of time. During this time, it is recommended that the Sewer Use By-Law project move forward by collecting data on the number and types of discharges currently being made in the City and assessing the impact of these discharges. This phased approach requires an initial Sewer Use By-Law to require all industrial, commercial, and institutional (ICI) dischargers to complete and submit a Discharge Information Report (see attachments).
Once forms are returned and the data is compiled, the W&WW Division will be better equipped to quantify the impacts a Sewer Use By-law will have on the ICI sector and on the overall operations of the Riverhead WWTF.
Key Considerations/Implications:
1. Budget/Financial Implications
City of St. John’s PO Box 908 St. John’s, NL Canada A1C 5M2 www.stjohns.ca
There are no budget or financial implications for this first phase of work. Costs of data collection and analysis are included in the operating budget for the Riverhead WWTF.
2. Partners or Other Stakeholders The City of Mount Pearl and the Town of Paradise are regional partners in wastewater treatment. All businesses in this region are stakeholders in this project.
3. Alignment with Strategic Directions/Adopted Plans Strategic Plan 2015-2018 Goal: Fiscally Responsible Development of the Sewer Use By-Law provides the opportunity for a revenue stream for wastewater treatment and an equalization of wastewater treatment cost between residential and business users. Strategic Plan 2015-2018 Goal: A Culture of Cooperation Continuing to foster a Culture of Cooperation in accordance with the Strategic Plan as this project is completed with the City of St. John’s regional wastewater partners, Mount Pearl and Paradise.
4. Legal or Policy Implications A draft by-law that requires ICI Dischargers to complete a Discharger Information Form has been completed. See attachments.
5. Engagement and Communications Considerations An engagement strategy will need to be developed for business stakeholders prior to the start of this first phase of the Sewer Use By-Law.
6. Human Resource Implications There are no Human Resources implications for the first phase of this project.
7. Procurement Implications N/A
8. Information Technology Implications N/A
9. Other Implications N/A
City of St. John’s PO Box 908 St. John’s, NL Canada A1C 5M2 www.stjohns.ca
Recommendation:
It is recommended that the City proceed with the first phase of the Sewer Use By-Law and gather information on the types of dischargers in the system.
Prepared by/Signature:
Deanne Harper, P. Eng., Process Engineer – Water and Wastewater Division
Signature:
Approved by/Date/Signature:
Andrew Niblock, B. Sc., Director – Environmental Services
Signature:
Attachments:
Draft Sewer Use By-Law (2015)
Discharger Information Report (Form 1)
City of St. John’s PO Box 908 St. John’s, NL Canada A1C 5M2 www.stjohns.ca
Dept. ID- PW/WW-001 Department of Public Works
Discharger Information Report – Short Version (FORM 1) PLEASE PRINT SECTION 1 GENERAL INFORMATION:
The completion of this form by all commercial, industrial and institutional dischargers to wastewater facilities is required by …insert Council Directive etc. The City of St. John’s may require additional information after submitted Form 1 data has been reviewed.
Company Name, Corporation, Owner:
Company Physical Address:
Company Mailing Address:
Contact Name:
Contact Telephone:
Contact Fax:
Contact Email Address:
What are the principal products produced or services provided by the company:
Provide a brief description of the manufacturing or service activities:
DISCHARGE INFORMATION: SECTION 2
Are there any of the following existing or planned wastewater discharges: Process Wastewater Non-Contact Cooling Water Other Wastewater Streams (not sanitary)
If yes, please provide a brief description of the wastewater discharge:
Please list any chemicals or other waste materials that are discharged to the sanitary sewer: Chemical Quantity
Does the site have existing or planned connections to the following sewers: Sanitary Combined Storm
Please describe the location of the sanitary sewer leaving your site? Is there a manhole available for inspection/sampling?
Where are process units located? Inside Outside Outside but Covered Where are raw materials stored? Inside Outside Outside but Covered Where are intermediate products stored? Inside Outside Outside but Covered Where are final products stored? Inside Outside Outside but Covered
Form last updated: Date (2015-03-20) Page 1 of 2
TREATMENT INFORMATION: SECTION 3
Is your wastewater discharge treated before discharge? Y N
Grease interceptor? Y N Vehicle and Equipment Service Oil and Grease Interceptor? Y N Sediment Interceptor? Y N Dental Waste Amalgam Seperator? Y N Other treatment? Describe.
Are there any planned treatment processes for your wastewater discharge? Describe.
Does the site have any of the following programs in place to address discharges to wastewater facilities?
Pollution Prevention Plan? Y N Best Management Practices? Y N Environmental Management System? Y N Other Programs/Practices? Y N
SECTION 4 SIGNATURE:
Name:
Title:
Date of Completion:
Please mail completed form to: City of St. John’s For more information: Department of Public Works Water & Wastewater Division E-mail: [email protected] P.O. Box 908 St. John’s NL A1C 5M2
Form last updated: Date (2015-03-20) Page 2 of 2
DECISION/DIRECTION NOTE
Title: Leaf Collection (Fall 2017)
Date Prepared: April 10, 2017
Report To: Public Works Standing Committee
Councilor and Role: Councilor Danny Breen, Chair
Ward: All Wards
Decision/Direction Required:
Council is requested to approve the collection of leaves in paper bags only starting in October 2017.
Discussion – Background and Current Status:
In 2014, the City started a leaf mulching communication plan. Part of this plan was the rollout of a separate program for collecting leaves in paper bags. The key message was if you cannot mulch all of your leaves then the City will collect an unlimited amount of leaves at the curb if they are in paper bags. Leaves placed in plastic bags cannot be composted so they will be collected as garbage and will count towards the 10 bag limit. There was some participation by residents but the City did not collect a high tonnage of leaves in paper bags as a result of this initiative.
In 2016, the City successfully applied to the Community Waste Diversion Fund which is administered by the Multi-Materials Stewardship Board (MMSB). The Fund provides financial support to communities across Newfoundland and Labrador that are finding new ways to divert waste from our landfills. The proposal was to develop a more economical, efficient and improved environmental foot print approach for the seasonal collection of the leaves in November by going to an appointment based system. Residents were able to make appointments to arrange a date when City forces would collect their leaves in paper bags. This was accomplished through the curbitstjohns waste app and web page. This then allowed City staff to design collection routes in an efficient manner that reduced our environmental footprint and overall cost.
This revised leaf collection program by appointment was very successful. In 2016, 186 tonnes of leaves were diverted away from the landfill. This was almost double what we collected in each of the previous two years, but it is still estimated to be only 20-25% of all leaves that are
City of St. John’s PO Box 908 St. John’s, NL Canada A1C 5M2 www.stjohns.ca
collected. The remaining 75-80% of leaves are being buried in Robin Hood Bay where they take up space, decompose and add to the biogas production of the facility.
To build on this success of the existing program, and as part of the implementation strategy of automated garbage collection, it is recommended that starting in October the City only collect leaves in paper bags. Leaves put out in plastic bags will not be collected and will be left at the curb.
Key Considerations/Implications:
1. Budget/Financial Implications It is estimated that leaves account for about an extra 110 tonnes per week in the fall over a six week period. Assuming the City collects all of that material this will save the City an additional $32,040 in tipping fees at Robin Hood Bay over and above the $12,575 saved last year. At this time, there is not an expected requirement for additional personnel and equipment.
2. Partners or Other Stakeholders City residents, Robin Hood Bay Waste Management Facility
3. Alignment with Strategic Directions/Adopted Plans Fiscally responsible, Environmental Responsible
4. Legal or Policy Implications Adoption of a ban on leaf collection in plastic bags would be added to the revised sanitation by-law being developed with the automated collection program.
5. Engagement and Communications Considerations The communication plan for our existing leaf collection will have to be modified to account for the change in service delivery to residents. It is hoped that more residents will be engaged in using our other available waste management tools such as the garbage day reminders and “Put Waste in its Place” lookup tool.
6. Human Resource Implications N/A
7. Procurement Implications N/A
8. Information Technology Implications N/A
City of St. John’s PO Box 908 St. John’s, NL Canada A1C 5M2 www.stjohns.ca
9. Other Implications N/A
Recommendation:
To build on this success of the existing program and as part of the implementation strategy of automated garbage collection program, it is recommended that the City adopt a practice of only collecting leaves in paper bags starting in October 2017. Leaves put out in plastic bags will not be collected and will be left at the curb.
Prepared by/Signature:
Stephen Colford, P. Eng., MBA Manager-Waste & Recycling
Approved by/Date/Signature:
Andrew Niblock Director – Environmental Services
Attachments:
City of St. John’s PO Box 908 St. John’s, NL Canada A1C 5M2 www.stjohns.ca