THE CORPORATION OF THE TOWNSHIP OF ALNWICK/HALDIMAND PUBLIC WORKS COMMITTEE WEDNESDAY, DECEMBER 11, :00 P.M.

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1 THE CORPORATION OF THE TOWNSHIP OF ALNWICK/HALDIMAND PUBLIC WORKS COMMITTEE WEDNESDAY, DECEMBER 11, :00 P.M. PUBLIC WORKS COMMITTEE MEETING AGENDA OF Wednesday, December 11, 2013, 1:00 P.M., Grafton Municipal Office Page I. CALL TO ORDER Chair, Councillor Walls to call the meeting to order at 1:00 p.m. II. APPROVAL OF AGENDA AS CIRCULATED Public Works Committee meeting Agenda of Thursday, December 11th, "Be it resolved that the Agenda for the Public Works Committee meeting of Thursday, December 11th, 2013, be approved as circulated. III. APPROVAL OF MINUTES 3-8 Public Works Committee meeting Minutes October 15th, 2013 and November 12th, "Be it resolved that the Public Works Committee meeting Minutes October 15th, 2013 and November 12th, 2013, be adopted. IV. BUSINESS ARISING FROM PREVIOUS MINUTES Turk Road - Maintenance/signage "Be it resolved that the Public Works Committee recommend (direction required) Draft Generic Drainage letter to be prepared for the Public Works Committee at the next meeting. V. FINANCIAL REPORTS Proposed 2014 Public Works Department Budget VI. HUMAN RESOURCE ITEMS VII. PUBLIC INQUIRIES from Mr. and Mrs. Willis - Snow Removal Complaint - Old Danforth Rd and County Road #2 11 from Mr. and Mrs. Farrow Letter from Ms. Karen Mayson RE: Traffic Concern - County Road #45 and Lonsberry Road, 14 from Sharon Greer (Hall) 15 from Doug Higgins and Valerie McInstosh, Nawautin Drainage Easement. 16 Request from Dana Hewson Turk Valley Aggregates, November 11, Request to Close up sell and convey a portion of an unopened road allowance. Page 1 of 18

2 Page THE CORPORATION OF THE TOWNSHIP OF ALNWICK/HALDIMAND PUBLIC WORKS COMMITTEEDECEMBER 11, :00 P.M. "Be it resolved that the Public Works Committee recommend (direction required) Letter from Hydro One dated November 26, 2013 RE: 108 Harnden Drive, Grafton "Be it resolved that the Public Works Committee recommend (direction required) IX. NEW BUSINESS FOR FUTURE DISCUSSION X. NEXT MEETING The next scheduled meeting of the Public Works Committee is Monday, January 13th, 2014 at 1:00 p.m. in the boardroom at the Grafton Municipal Office. XI. ADJOURNMENT Motion to adjourn: "Be it resolved that the Public Works Committee meeting of Thursday, December 11th, 2013, be adjourned at 2:15 p.m. Page 2 of 18

3 THE CORPORATION OF THE TOWNSHIP OF ALNWICK/HALDIMAND PUBLIC WORKS COMMITTEE MINUTES OF TUESDAY, OCTOBER 15, :40 P.M PUBLIC WORKS COMMITTEE MEETING Members Present: Chair, Councillor Sandra Walls Vice Chair, Councillor John Logel CAO/Planner, Terry Korotki Public Works Superintendent, Troy Gilmour Clerk, Robin van de Moosdyk Mayor, Dalton McDonald, ex-officio I. CALL TO ORDER Chair, Councillor Walls called the meeting to order at 3:40 p.m. II. APPROVAL OF AGENDA AS CIRCULATED Moved by CAO/Planner, Terry Korotki, seconded by Public Works Superintendent, Troy Gilmour; "Be it resolved that the Agenda of Tuesday, October 15th, 2013, be approved as circulated. III. APPROVAL OF MINUTES Public Works Committee meeting Minutes of September 9th, Moved by Public Works Superintendent, Troy Gilmour, seconded by Councillor John Logel; "Be it resolved that the Minutes of the Public Works Committee meeting of September 9th, 2013, be adopted. IV. BUSINESS ARISING FROM PREVIOUS MINUTES Walkway from Johnson Court to County Road No. 2 - Request for Chain link fence. Prior Agreement showing board fence for Review and discussion. Moved by CAO/Planner, Terry Korotki, seconded by Public Works Superintendent, Troy Gilmour; "Be it resolved that the Public Works Committee recommend that the existing fencing remain status quo; and further that Mrs. Eleanor Olmsted be advised of this recommendation. Excavator Shared Services with Cramahe Township Moved by Councillor John Logel, seconded by CAO/Planner, Terry Korotki; Be it resolved that the CAO/Planner, Terry Korotki contact the CAO/Clerk, Christie Alexander of Cramahe Township to investigate the possibility of shared services and/or equipment. CARRIED. V. FINANCIAL REPORTS Budget vs Actual: Moved by Councillor Logel, seconded by CAO/Planner, Terry Korotki; Page 3 of 18

4 THE CORPORATION OF THE TOWNSHIP OF ALNWICK/HALDIMAND PUBLIC WORKS COMMITTEE OF OCTOBER 15, :40 P.M. "Be it resolved that the Budget vs Actual as submitted and distributed, be received and filed. VI. PROJECTS - CURRENT UPDATES - CONSTUCTION/OTHER Updates from the Municipal Fall Road Tour. It was noted that the CAO/Planner, Terry Korotki will be providing a written transcript of the dialogue and discussions as a result of the Fall Road Tour. Fire Hall Land preparation. The Public Works Superintendent, Troy Gilmour advised that the rough grades will be completed on the lands for the proposed new Fire Hall as the initial preparation works. Roof/Roseneath Garage and Shingles on two Sand domes. The Public Works Superintendent, Troy Gilmour noted that he has requested the CBO/MBEO, Daryl Hall to attend the sites to review the integrity of these items and relevant solutions if required. VII. POLICY REVIEW ITEMS Entrance Permit Review - on going in conjunction with CBO/MBEO Form letter for cosmetic and aesthetic ditching requests: It was suggested that a form letter be prepared and established to address cosmetic and/or aesthetic ditching requests when it has been determined by the Public Works Superintendent and/or designate that the ditch is actually fulfilling its purpose of allowing water to flow and drain. VIII. HUMAN RESOURCE ITEMS Chair, Councillor Walls inquired as to the status of the Winter Maintenance Program and the use of Part-time Employees. Public Works Superintendent, Troy Gilmour provided a brief update on utilization of the Part-time winter maintenance personnel, which will be in place for the 2013/2014 Winter Season. IX. PROJECTIONS/POTENTIAL NEW PROJECTS It was reiterated from the Fall Road Tour by Mayor McDonald that the preliminary work commence immediately on the proposed Road Re- Alignment of the south end of Bull s Mill Road. X. CAPTIAL ITEMS/PROJECTS Chair, Councillor Walls inquired as to the status of the surfacing of Day Road. It was noted that this item should be included in the 2014 Budget discussions. Mayor McDonald suggested that the CAO/Planner, Terry Page 4 of 18

5 THE CORPORATION OF THE TOWNSHIP OF ALNWICK/HALDIMAND PUBLIC WORKS COMMITTEE OF OCTOBER 15, :40 P.M. Korotki contact Mr. van der Hayden daughter to determine if Mr. van der Hayden submitted a deposit for such road works during the development of this area. XI. PUBLIC INQUIRIES Request from Mr. Jon Kurrin Bowmanton Road Signage Moved by Councillor Logel, seconded by CAO/Planner, Terry Korotki; Be it resolved that a letter be forwarded to Mr. Curran to advise that the recommendation of the Public Works Committee to decline the request for signage and remain as status quo; and further that the Alnwick/Haldimand Community Policing Radar Survey Report which was conducted on this portion of Bowmanton Road be forwarded to Mr. Curran as requested. CARRIED. XII. NEW BUSINESS FOR FUTURE DISCUSSION The Clerk, Robin van de Moosdyk advised that a signed acknowledgement has been received from Bray Construction with respect to the neighbouring property owner located at 176 Lakeshore Road agreeing to specific works, prior to, during and at the completion of the CP Railway Construction Project by Louis W. Bray Construction Limited. It was noted that the Bray Construction will be submitting the certified deposit cheque and administration fee by courier upon notification of acceptance of this acknowledgement letter. The By-Law and Agreement will be presented to Council at the Regular Session to be held on Thursday, October 17 th, 2013 for execution. XIII. NEXT MEETING The next Public Works Committee meeting is scheduled for November 12th, 2013 at 1:00 p.m. XIV. ADJOURNMENT Moved by Councillor Logel, seconded by Public Works Superintendent, Troy Gilmour; Be it resolved that the Public Works Committee meeting was adjourned at 4:38 p.m. CARRIED. Chair, Councillor Sandra Walls Page 5 of 18

6 THE CORPORATION OF THE TOWNSHIP OF ALNWICK/HALDIMAND PUBLIC WORKS COMMITTEE MINUTES TUESDAY, NOVEMBER 12 TH, :00 P.M PUBLIC WORK COMMITTEE MEETING MINUTES Members Present: Chair, Councillor Sandra Walls Vice Chair, Councillor John Logel Public Works Superintendent, Troy Gilmour Ex-officio Mayor Dalton McDonald Clerk, Robin van de Moosdyk Members Absent with Notifications: CAO/Planner, Terry Korotki I. CALL TO ORDER Chair, Councillor Walls to call the meeting to order at 1:00 p.m. II. APPROVAL OF AGENDA AS CIRCULATED Moved by Councillor Logel, seconded by Public Works Superintendent, Troy Gilmour; "Be it resolved that the Public Works Committee meeting Agenda of Tuesday, November 12th, 2013, be approved as circulated. III. APPROVAL OF MINUTES Public Works Committee meeting Minutes of Tuesday, October 15th, Moved by Public Works Superintendent, Troy Gilmour, seconded by Councillor Logel; "Be it resolved that the Public Works Committee meeting Minutes of Tuesday, October 15th, 2013, be approved. IV. BUSINESS ARISING FROM PREVIOUS MINUTES Public Works Superintendent, Troy Gilmour provided a brief update with respect to sharing the excavator and it was determined that further investigation was suggested especially pertaining to the resolution passed by the County of Northumberland Council with respect to shared service and service delivery. The proposed new Fire Hall property has been leveled to rough grade. Mayor McDonald enquired as to the well and decommissioning, as well as the cleanup of the steel pieces. Day Road Mayor McDonald provided a brief update of this matter and noted that he has submitted copies of receipts to Arryn McNichol, Treasurer with respect to the costs paid by Mr. Van der Hayden in Mr. Gilmour, Public Works Superintendent noted that he would include Day Road on the 2014 Budget considerations, as well as, obtaining a cost estimate for one streetlight, possibly located at the intersection. Page 6 of 18

7 THE CORPORATION OF THE TOWNSHIP OF ALNWICK/HALDIMAND PUBLIC WORKS COMMITTEE OF TUESDAY, NOVEMBER 12, :00 PM V. FINANCIAL REPORT - BUDGET TO ACTUAL TO DATE Budget vs Actual as of October 31st, 2013 Moved by Councillor Logel, seconded by Public Works Superintendent, Troy Gilmour; "Be it resolved that the Budget vs Actual as of October 31st, 2013 as distributed and reviewed, be received and filed. VI. PUBLIC INQUIRIES Canadian Pacific Railway Request from Josie Tomei, Representative Real Estate Ontario, 1290 Central Parkway W., Suite 800, Mississauga, ON L5C 4R to extend the existing Bray's Construction Agreement to December 31st of 2013 to permit Canadian Pacific to complete other works along the railway corridor. Moved by Councillor Logel, seconded by Public Works Superintendent, Troy Gilmour; "Be it resolved that the Public Works Committee recommend that the request from Canadian Pacific Railway be approved, subject to a separate Road Use Agreement being entered into between Canadian Pacific Railway and the Township of Alnwick/Haldimand; and further that the adjacent property owner has been consulted and has provided written acceptance of this arrangement. from Sean Roper, Race Director, Storm Racing dated November 6, 2013 RE: Storm the Trent Bike Race, May 10th and 11th, 2014 in conjunction with Golden Beach Resort. Moved by Public Works Superintendent, Troy Gilmour, seconded by Councillor Logel; "Be it resolved that the Public Works Committee recommend and support the proposed Storm the Trent Bike Race to be held on May 10 th and May 11 th, 2014 in conjunction with Golden Beach Resort; and further that Mr. Roper be advised of this resolution and request that he work in conjunction with Mr. Gilmour for the coordination of this event. VII. POLICY REVIEW ITEMS Discussions were held with respect to proposed policies and it was suggested that this matter be reviewed with Mr. Peter Doris, Ministry of Agriculture and Rural Affairs. Proposed policy for the pickup of deceased domestic animals ie. Dogs/cats that have a visible collar, the Public Works Superintendent, Troy Gilmour to contact the Shelter of Hope. VIII. PROJECTIONS/POTENTIAL NEW PROJECTS None at this time. IX. CAPTIAL ITEMS/PROJECTS To be discussed at the December 5 th, 2013 Public Works Committee. Page 7 of 18

8 THE CORPORATION OF THE TOWNSHIP OF ALNWICK/HALDIMAND PUBLIC WORKS COMMITTEE OF TUESDAY, NOVEMBER 12, :00 PM X. NEW BUSINESS FOR FUTURE DISCUSSION None at this time. XI. MOTION TO ADJOURN TO CLOSED SESSION Motion to adjourn to closed session in accordance with Section 239(2)(b) of the Municipal Act 2001, as amended. Moved by Councillor Logel, seconded by Public Works Superintendent, Troy Gilmour; "Be it resolved that the Public Works Committee adjourn to a Closed Session at p.m. in accordance with Section 239(2)(b) of the Municipal Act 2001, as amended, at 1:50 p.m. XII. MOTION TO RECONVENE TO PUBLIC WORK COMMITTEE SESSION Moved by Public Works Superintendent, Troy Gilmour, seconded by Councillor Logel; "Be it resolved that the Public Works Committee reconvene to open session at 2:11 p.m. XIII. NEXT MEETING The next Public Works Committee meeting is to be advised. This meeting is to be rescheduled due to the 2014 Preliminary Budget meetings with Committees and Department Heads which is being held on December 9th and 10th, The next meeting is to be scheduled on Thursday, December 5 th, 2013 at 9:30 a.m. XIV. ADJOURNMENT Moved by Public Works Superintendent, Troy Gilmour, seconded by Councillor Logel; "Be it resolved that the Public Works Committee meeting of Tuesday, November 12th, 2013, be adjourned at 2:11 p.m. Chair, Councillor Sandra Walls Clerk, Robin van de Moosdyk Page 8 of 18

9 Troy, Robin, John and Joan, I should also mention and have put on record that our SVFF tenant advised/warned us last year, on more than one occasion, that many cars coming around the corner often brake and swerve very suddenly, when discovering a bank of unexpected snow on the roadway. This is very dangerous for everyone. Such a report cannot judiciously or irresponsibly be ignored. Someone could get killed and liabilities cannot be ours. Kindly be apprised and think through the safety issues. Thank you, Irene Sent from my iphone On Dec 3, 2013, at 11:50 AM, Troy Gilmour <tgilmour@alnwickhaldimand.ca> wrote: Hi, I believe 11 am would be best for me. Thanks From: Irene (Sweeney) Willis Sent: Tuesday, December 3, :47 AM To: Troy Gilmour Cc: Robin van de Moosdyk; Terrence Korotki; John Logel; George Willis; Irene Willis Subject: Re: Old Danforth Rd and County Rd #2 Good Morning, Troy, Thank you for your response. The snow cannot be dumped in front of a business access door and loading zone. Can we meet Thursday to discuss at the site? 10:00 or 11:00am would work for us, or after 3:00pm. Thanks, Irene Sent from my iphone On Dec 3, 2013, at 11:14 AM, "Troy Gilmour" <tgilmour@alnwickhaldimand.ca> wrote: Good Morning Irene and George, I have received your regarding the concerns for snow removal in this particular area. Unfortunately with this area, there are not many options. I have attached a picture of the area (no parking zone) that we try and keep the snow contained in. I will speak with the contractor once again to keep the snow mostly on the northern portion of the no parking zone. We do try and come back within a day or so to remove the snow that has been piled up after all roads have been cleared. If you require a site visit to discuss further, please let me know as I have no problems meeting with you. Thanks Page 9 of 18

10 Troy Good Morning Councillors and Municipal Office, Last year we complained and requested that something be done about the snow that's being dumped at our building's corner. It seems that Prentice is still doing so. It is our understanding that it's illegal to dump snow in front of someone else's property, but it is also an unsafe and disrespectful practice. It hinders and makes offloading unsafe for our SVFF tenants, too! Kindly advise this complaint to the appropriate people in an effort to make this stop before the next snowfall. Thank you, George Willis Page 10 of 18

11 Hi Troy, Ron and Dee Farrow were in the office enquiring about their fence in front of their property at 189 Whitney Road, which was broke/knocked down from the snowplow last winter. If you need to contact them, Dee s cell # or landline Thanks, Dianne Nicholls, C.E.M.C. Administrative Assistant, Emergency Planner Alnwick/Haldimand Township Roseneath Satellite Office 9059 County Road #45, PO Box 70, Roseneath, ON K0K 2X0 Tel: ; Fax: dnicholls@alnwickhaldimand.ca Page 11 of 18

12 29 November, 2013 Karen Mayson R.R. 4 Roseneath, Ontario K0K 2X0 To Whom It May Concern, I am writing this letter after observing on a number of occasions a dangerous traffic flow issue that is occurring on Hwy 45 just North of Fenella outside of the Red Barn Store. In more recent months the Red Barn store has become the rural outlet store for the L.C.B.O. which has greatly increased the traffic flow in and out of the store. I would like to be clear that I have no issue with the store being the local L.C.B.O. outlet. However, since the amount of traffic greatly has increased in and out of the store, I have observed on a number of occasions the potential for serious accidents which are happening I believe due to how the traffic flows into and out of the Red Barns store driveway. The Red Bard is situated on the East side of Hwy 45. Very slightly North of the driveway into the Red Barn is a left hand turn onto Roseneath Landing Road. As you can see in the picture below, the driveway going into the Red Bard and Roseneath Landing Road are slightly off set from each other. Red Barn Page 12 of 18

13 As a result of the off set of the Red Barns driveway and Roseneath Landing Road, cars traveling in both directions and wanting to turn either into the Red Barn or onto Roseneath Landing Road are constantly it seems to be in traffic confusion. Cars traveling South on Hwy 45 are motioning to cars trying to turn left onto Roseneath Landing to turn first so that they can turn left into the store. There is also a bend as you can see in the photo and traffic traveling North are equally trying to slow down to traffic that is not flowing as it should. I have observed this on many occasions and feel that it is an accident zone waiting to happen. After almost being hit from behind today by an 18 wheel transport truck that was coming along that bend and a pickup truck that was traveling South and trying to turn left into the Red Barn and flashing its lights for me to turn left in front of him (which I did not) I decided it was time to bring my concerns and observations forward. I trust that this letter will find it s way into the right hands and that an easy solution will be found that will not inconvenience the proprietary business but that will provide safety to all drivers at this location. Many thanks, Karen Mayson Page 13 of 18

14 To Whom It May Concern; I'm writing this letter to inform you of what is happening at 191 # 1, 2, 3/4, 5 Dunnette Landing Rd, Roseneath, Ont k0k-2x0 This is in regards to the right of way that has been in use for many years. Allan Kester at #2 191 Dunnette Landing Rd Roseneath has informed me that Troy Gilmour told him to go ahead and put a fence across the current right of way. Now # 3/4, 5 are land locked. This is a safety hazard, how is emergency vehicles supposed to get in? How are people to get in and out to work to support there family? Why was the right of way even approved in the first place and given the address that it has been given if it wasn't a legal right of way?? The township approved this right of way many years ago(look at your files) and gave the address that we have. If according to the survey(1969) if the right of way was the way it was supposed to be, we(3/4, & 5) would have a different address then 191 all together as we would have a separate shared right of way. Pat(Bob deceased) Smith at 173 Dunnette Landing Rd has her address We 3/4, & Dunnette Landing Rd would have a different address #2 191 Dunnette Landing Rd would have a separate address and #1 would be 191 Dunnette Landing Rd. So if we ALL are 191 Dunnette Landing Rd units 1, 2, 3/4, & 5 then obviously the "right of way" was approved when address were handed out. So what is happening is a travesty to units # 3/4, & 5. We bought the property with the "right of way" the way it is. We did not ask for this. Now we are blocked off from road access. How is that legal when" You" the township approved it. Now we have to pay for it? How is this right and fair to us. Please look into this as soon as possible as we are land locked since August 6, I(Sharon Greer) have a lawyer involved now. His name is: James T Hunt # Please get back to me at Page 14 of 18

15 > From: Doug Higgins > Sent: November :26 AM > To: > Subject: Nawautin Swale > > Dear Mr Gilmour, > > On or about September we ed you re our annual swale problem on > Nawautin Drive. > > Given the fall winds this year the gravel wall is higher than last year's. > > Will you be able to help us out before the first January thaw? > > Thanks! > > Naomi and Doug Higgins > Valerie MacIntosh > Page 15 of 18

16 November 11, 2013 Township of Alnwick/Haldimand10836 County Rd 2 PO Box 70 Grafton, ON K0K 2G0 Attn: Troy Gilmour-Public Works Superintendent Re: Request to assume Road Allowance between Lots 4 and 5 Concession 3, Alnwick/Haldimand Dear Mr. Gilmour: Turk Valley Aggregates is owner of lands on either side on a portion of the un-opened road allowance mentioned above (see attached sketch). TVA wishes to obtain the road allowance through assumption via Muncipal Act Section 34. The area proposed is highlighted in the sketch. Please review and let me know if there is further detail or action required from our end. Yours Truly, Dana Hewson Manager Cc: Claudio Aversa Page 16 of 18

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