HomeMy WebLinkAbout2010-06-14 Workshop Meeting Agenda and Reports.pdf1.
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4.1
District of Maple Ridge
COUNCIL WORKSHOP AGENDA
June 14, 2010
10:00 a.m.
Blaney Room, 1st Floor, Municipal Hall
PLEASE NOTE CHANGE IN TIME
The purpose of the Council Workshop is to review and discuss policies and
other items of interest to Council. Although resolutions may be passed at
this meeting, the intent is to make a consensus decision to send an item to
Council for debate and vote or refer the item back to staff for more
information or clarification.
REMINDERS
June 14. 2010
Audit and Finance Committee Meeting 9:00 - 10:00 a.m.
Project and Development Tour 1:00 P.M.
June 15
Public Hearing 7:00 p.m.
ADOPTION OF THE AGENDA
MINUTES - June 7, 2010
PRESENTATIONS AT THE REQUEST OF COUNCIL
UNFINISHED AND NEW BUSINESS
South Haney Neighbourhood Development Initiative
Verbal report by the Recreation Coordinator for Neighbourhood Development
Council Workshop
June 14, 2010
Page 2 of 3
4.2 River Road Drainage Improvements - Darby Street to Carshill Street
Staff report dated May 27, 2010 recommending that Option 1 for the storm sewer
design depth and servicing approach be supported, that the sanitary sewer
replacement and pavement rehabilitation be tendered as part of the 2010 capital
project, that the Financial Plan be amended subject to and subsequent to actual
tender costs and that funding for sidewalks, bicycle lanes and street lighting
improvements be examined as part of the 2011-2015 Business Plan.
4.3 Albion Area Plan Update
Staff report dated June 10, 2010 recommending that the Albion Flats Concept
Plan Update be received as information.
5.0 CORRESPONDENCE
5.1
The following correspondence has been received and requires a response. Staff is
seeking direction from Council on each item. Options that Council may consider include:
a) Acknowledge receipt of correspondence and advise that no further action will be
taken.
b) Direct staff to prepare a report and recommendation regarding the subject matter.
c) Forward the correspondence to a regular Council meeting for further discussion.
d) Other.
Once direction is given the appropriate response will be sent.
Recommendation:
5. BRIEFING ON OTHER ITEMS OF INTEREST/QUESTIONS FROM COUNCIL
6. MATTERS DEEMED EXPEDIENT
7. ADJOURNMENT
Checked by,
Date:
Council Workshop
June 14, 2010
Page 3 of 3
Rules for Holding a Closed Meeting
A part of a council meeting may be closed to the public if the subject matter being considered relates to one
or more of the following:
(a) personal information about an identifiable individual who holds or is being considered for a.position as
an officer, employee or agent of the municipality or another position appointed by the municipality;
(b) personal information about an identifiable individual who is being considered for a municipal award or
honour, or who has offered to provide a gift to the municipality on condition of anonymity;
(c) labour relations or employee negotiations;
(d) the securi of propQ of the municipality;
(e) the acquisition, disposition or expropriation of land or im r v , if the council considers that
disclosure might reasonably be expected to harm the interests of the municipality;
(f) law enforcement, if the council considers that disclosure might reasonably be expected to harm the
conduct of an investigation under or enforcement of an enactment;
(g) litigation or potential litigation affecting the municipality;
(h) an administrative tribunal hearing or potential administrative tribunal hearing affecting the municipality,
other than a hearing to be conducted by the council or a delegate of council
(i) the receiving of advice that is subject to solicitor -client privileg , including communications necessary for
that purpose;
0) information that is prohibited or information that if it were presented in a document would be prohibited
from disclosure under section 21 of the Freedom of Information and Protection of Privacy Act:
(k) negotiations and related discussions respecting the proposed provision of a municipal service that are at
their preliminary stages and that, in the view of the council, could reasonably be expected to harm the
interests of the municipality if they were held in public;
(1) discussions with municipal officers and employees respecting municipal objectives, measures and
progress reports for the purposes of preparing an annual report under section 98 [annual municipal
report]
(m) a matter that, under another enactment, is such that the public may be excluded from the meeting;
(n) the consideration of whether a council meeting should be closed under a provision of this subsection of
subsection (2)
(o) the consideration of whether the authority under section 91 (other persons attending closed meetings)
should be exercised in relation to a council meeting.
(p) information relating to local gQvernmerit pafficipation in provincial n ❑ iations with First Nations, where
an agreement provides that the information is to be kept confidential.
Deep Roots
Greater Heights
TO:
FROM:
SUBJECT:
District of Maple Ridge
His Worship Mayor Ernie Daykin
and Members of Council
Chief Administrative Officer
DATE:
May 27, 2010
FILE NO:
E05-010-027
ATTN:
Workshop
River Road Drainage Improvements - Darby Street to Carshill Street
EXECUTIVE SUMMARY:
The Capital Works Program includes projects for the construction of a storm sewer and road
improvements (including pavement rehabilitation, sidewalks, street lights and bicycle lanes) on River
Road between Darby Street and Carshill Street. The storm sewer will collect surface runoff and
drainage, addressing water ponding and drainage concerns in this area of the Fraser River
Escarpment. The funding of the storm sewer ($2.65 million) is from General Revenue (debt). The
pavement rehabilitation and road improvements ($2.95 million) is intended to be from grants. The
project budgets assume performing all the work at the same time. In 2009, Council approved the
ultimate road concept and Right -of -Way (ROW) requirements. Property negotiations are underway.
Based on detailed geotechnical analyses and value engineering, three options for the storm sewer
were developed. Staff recommend the option that is within the budget envelope. but requires 13 of
the 64 properties to have a sump pump. Upon examination of a section of sanitary sewer within the
project boundaries, staff recommend the replacement of the pipe during the construction of the
storm sewer.
The District has been advised by the Province that the grant application was not approved. To allow
time to negotiate any remaining property to construct the sidewalks and bicycle lanes, staff
recommend that pavement rehabilitation be approved as part of the 2010 capital works with funding
from Capital Works Reserve. Funding of the road improvements (i.e. bicycle lanes, street lighting and
pedestrian improvements) will be examined for inclusion in the 2011-2015 Business Plan.
Staff will be reporting back to Council subsequent to the tenders.
RECOMMENDATIONS:
THAT storm sewer design depth and servicing approach - Option 1 be supported; and
THAT sanitary sewer replacement and pavement rehabilitation be tendered as part of the 2010
capital project; and
THAT the Financial Plan be amended based on the staff report dated May 27, 2010 subject to and
subsequent to actual tender costs; and further
THAT the funding for the sidewalks, bicycle lanes and street lighting improvements be examined as
part of the 2011-2015 Business Plan.
DISCUSSION: 4.2
01R-901*1K01115
a) Background Context:
In past years, the District constructed phased improvements along River Road from 207
Street to Darby Street.
The current capital works program includes the construction of a 1.05 metre diameter storm
sewer along River Road between Carshill Street and Darby Street based on borrowing $2.65
million. In addition, road works were included in the capital budget but the funding is based
on obtaining grant funding. In order to determine an appropriate alignment for the required
storm sewer, consideration must be given at this time to the ultimate development of the
road as a whole.
Storm sewer desiFln
The design process included the excavation of test trenches, boreholes, CPT, piezometers to
inspect soil conditions and water table which affects both the design and construction
methodology. The soils in the area are generally silty, gravelly sands with some layers of clay
and the water table is shallow.
Staff are nearing the completion of the design and as part of the design process undertook a
value engineering review and determined three design options. Staff and the consultants
considered three options for the construction of the storm sewer (including open cut
trenching and pipe jacking and various storm sewer depths up to 4.8 metres deep). Table 1
shows for the three options, their associated cost, depth of storm sewer, length of pipe
jacking required and the number of homes requiring a pumped storm sewer connection.
Storm Sewer
Depth Option
Storm Sewer
Depth
Pipe Jacking
Length
Construction Cost
Estimate 4
Homes Requiring
Sump Pumps
1
1.9m to 3.8m
40m
$2,500,000
j 13
2
2.4m to 4.3m
210m
$3,700,000
9
3
2.9m to 4.8m
612m
$6,000,000
4
Table 1
River Road Drainage Improvement Project
Darby Street to Carshill Street
Notes:
1. Five homes have CPR approved drains from their property down the escarpment to CPR ditch.
2. Option 1- construction method is primarily open cut trenching.
3. Option 3 - construction method is primarily pipe Jacking.
4. Construction cost estimates are based on preliminary designs.
Following detailed analysis, staff are recommending that Option 1 be selected as it means
the best value for the investment and is within the approved budget.
Replacement of existing sanitary sewer
At the eastern end of the storm sewer (between Carshill Street and 21700 block of River
road), staff have reviewed a section of the District's sanitary sewer that is 45 years old and
close to the proposed storm sewer alignment. The 150 mm diameter Asbestos Cement pipe
has reached approximately three-quarters of its useful life and construction around the pipe
could very well reduce the remaining life. The estimate for replacing this section of pipe is
$500,000 but can be accommodated in large part within LTC 1909, (the 2010 sewer utility
capital rehabilitation program) which has a remaining budget of approximately $325,000.
Additional funding would require amending the Financial Plan and would come from the
sewer utility reserve.
Based on this information, staff are recommending that the sanitary sewer be replaced and
that the Financial Plan be amended based on actual tender costs.
Pavement rehabilitation and road improvements
Because the construction of the storm sewer will require significant patching of trenches
along River Road, Council identified in the Capital Plan approximately $3 million (funded
from grants) to reconstruct and improve River Road. The planned improvements include
bicycle lanes on this road (which has been supported by the Bicycle Advisory Committee) and
Council approved the cross section of 2 travel lanes, 2 bicycle lanes, sidewalk on one side
and storm sewer in 2.5 metres of road dedication along the south side of existing road ROW
(as shown as Figure 1).
This cross section has the following characteristics:
• It requires up to 7 metres of dedicated road ROW acquisition (1 metre on south side, up
to 2.7 metres on the north side). Property owners lose ownership and use of all land
dedicated for the road ROW. The south property owners have the greatest landscaping
impacts but also benefit from the storm sewer. It will require relocation/replacement of
mature landscaping and/or brick walls and fences on the south side of River Road.
• The bicycle lanes provide a continuous corridor along River Road as far as Carshill Street
for access to the West Coast Express Station at the foot of 224 Street. Cyclists destined
for Town Centre could then travel north on 224 Street using the underpass.
Because the pavement rehabilitation and road improvements are not funded, the approach
being recommended by staff is to only rehabilitate and re -pave the road surface in 2010 and
examine the street lighting, sidewalk and bicycle lane improvements in the 2011 Business
Plan. The cost of the pavement rehabilitation would be funded from Capital Works Reserve.
The tenders for the sewer construction will be structured to allow for Council to approve
either trench repairs or pavement rehabilitation.
Figure 1
ra •a -EN
It is the District's practice to acquire property necessary to achieve the long term goals of the
District at the appropriate time and if possible at the lowest cost. The District's goal for this
project was to the property as road dedication as part of constructing the sewer and as a
gesture of participation from property owners for the investment of the storm sewer.
Acquiring the ROW at this time also allows the District to construct the road improvements in
the future without acquiring additional property from property owners.
In order to achieve both the road and storm sewer objectives, property dedication was
required from 22 properties. At this time, there are eight properties with outstanding ROW
issues. The road travel lanes can be reconstructed without the ROW and the time to examine
the 2011 Business Plan will be used to attempt to obtain the remaining ROW's.
Next e
Should Council approve the approach presented in the report, the next steps for staff are to:
• Schedule Open House to present the selected approach
• Complete design and prepare tender documents
• Complete preparation of Storm Water Discharge Bylaw (June)
• Tender construction contract for storm sewer and pavement rehabilitation if approved
June)
• Start of construction
b) Desired Outcome:
The purpose of this report is to obtain Council approval for the preferred service approach,
and authorization to replace the sanitary sewer from Carshill Street to 216 Street. In
addition, Council approval to allow the tendering of the pavement rehabilitation in 2010 and
examine the funding of the road improvements in the 2011-2015 Business Plan is also
requested.
c) Strategic Alignment:
The Corporate Strategic Plan directs that the District provide high quality municipal services
to our citizens in a cost-effective and efficient manner. The installation of storm sewers will
improve the services to the neighbourhood, and builds on previous work. Reconstructing the
road as part of the project will be a cost-effective and efficient strategy and respects the
District's financial constraints.
d) Citizen/Customer Implications:
A number of residents have expressed a strong desire for the storm sewer, and are willing to
dedicate the necessary ROW for the project. The combining of the road works with the storm
sewer improvements will reduce the amount of impact and duration of construction (i.e.
multiple years if the storm sewer is constructed in 2010 and the road is reconstructed
subsequently.
After the construction of the storm sewer is completed, residents fronting the new storm
sewer will be required by bylaw to connect to the sewer within a set period of time (2 years is
the period being contemplated by staff).
e) Interdepartmental Implications:
This project will involve a number of other departments, including the Clerks and Building
Department.
f) Business Plan/Financial Implications:
In 2008 and 2009, the District applied for a number of grants including funding for the
construction of the storm sewer. The District was successful in obtaining funding for the
Downtown Enhancement Project but was unsuccessful in obtaining a grand for the storm
sewer project. Rather than defer the project to accumulate the funds, the District decided to
borrow for the storm sewer, but remain hopeful for obtaining funding for the road
components.
From a technical perspective, reconstructing the road as part of the storm sewer is a cost
effective approach, and would also be considered as part of the asset rehabilitation plan for
the road.
Because the 2010 Business Plan has been set, funding for the pavement rehabilitation and
improvements is most likely appropriately examined and provided from the Capital Works
Reserve. The amount will be based on the tender amounts. Should the road pavement not
be rehabilitated, the construction costs for the sewers are expected to increase to reflect
trench repair and patching costs.
g) Policy Implications:
The District is committed to proceeding with storm sewer construction on River Road in order
to address the issues identified by Council. However, Council has also identified a long term
desire to improve River Road. Consequently, moving forward in an integrated manner on
both is important and efforts should be made to select an option that best achieves that
goa I.
By way of background, typically, storm improvements are funded by large part by the
benefitting properties. However, in the case of River Road, a cost sharing of the works
reflects the accrual of benefits of the road and storm improvements to the District as a
whole, and past projects along River Road have proceeded in similar fashion. As well, the
condition of River Road necessitates the need for road rehabilitation, which is part of the
District's pavement management plan.
Amendment to the building bylaw will be required to permit the connection of a sump pump
to the District's storm sewer and Engineering and Building department staff will work
together to prepare the necessary changes. As well, a bylaw requiring the connection of
properties to the storm sewer will be required. This is anticipated to be submitted to Council
in June.
h) Alternative(s):
There are a number of options for Council to consider. Council could defer the pavement
rehabilitation until a grant is received or until the 2011-2015 Business Plan is established.
However, there are benefits and cost efficiencies in tendering and proceeding with the work
together and the original budgets were developed on that basis. If the road is not re-
constructed, the project costs for the sewers will be higher by approximately 20 percent.
Without pavement rehabilitation, the number of service trenches will cause the road surface
and riding experience to be rough. A similar condition existed on Dewdney Trunk Road in
2009 which became problematic for the District.
CONCLUSIONS:
There are a number of options available to Council with regard to the approach of servicing
properties with the storm sewer. Option 1 balances the budget and return on investment. In addition,
it is cost effective for Council if the road be reconstructed as part of the project to install the storm
sewer. The installation of improvements (bicycle lanes, sidewalks and street lighting) can be
examined and installed in future years, allowing staff to finalize the necessary funding and ROW to
complete the work.
It is appropriate for Council to provide direction at this juncture in the project. Staff
recommendations are provided.
Prepared by_• " Andrew Wood, PhD., PEng.
Mu 'cipal Engineer
j
Prepared by: vor ompson, BBA., CGA.
Manager of Financial Planning
Approve by: Frank Quinn, YrIT4, PEng.
General Ma age . Public Works & Development Services
Concurrence J.L. (Jim') Rule
Chief Administrative Officer
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MAPLE RiorE
Den Roots
Greater Heoh's
TO:
FROM:
SUBJECT:
District of Maple Ridge
His Worship Mayor Ernie Daykin
and Members of Council
Chief Administrative Officer
Albion Flats Concept Plan Update
EXECUTIVE SUMMARY:
DATE: June 10, 2010
FILE NO:
ATTN: Workshop
On January 11, 2010 Council directed that a concept plan be prepared for the Albion Flats. On
February 15, 2010 Council gave consideration to the "Albion Flats Concept Plan Process" report
dated February 8, 2010 and resolved that the process recommended in that report be approved.
On April 12, 2010 Council considered a Work Schedule Matrix that outlined key deliverables that
Council and staff were to focus their efforts on in coming months. Item 56 on the matrix identified
that an update on the Albion Flats Concept Plan would be presented at the June 14, 2010
Workshop.
The following report is an overview of the Status of the Albion Flats Concept Plan review that is
underway. Included in this report is an update on consulting activity and delivery dates.
RECOMMENDATION(S):
That the report "Albion Flats Concept Plan Update" dated June 10, 2010 be received as information.
DISCUSSION:
a) Background Context:
On January 11, 2010 Council endorsed a concept plan approach to study the Albion Flats and
directed that a work program be developed and be brought to Council for consideration. On February
15, 2010 Council endorsed a 3 step process for the preparation of a Concept Plan. The following
chart provides an overview of the approved steps and the status of each task. The hatched area
reflects the work items that are completed or underway.
1 43
Step
Task
Description
Commentary
Status
✓ = completed
Step
i)
Establishing Baselines, Evaluating
1
Information, and notifying community
a)
Public Announcement
Press release completed and
✓
sent to Newspapers.
News Release is also posted
✓
on the Website under the
News Release and Area
Plans categories
b)
Ongoing Advertisements
A 1/4 page ad was placed in
✓
The News newspaper on April
7, 2010.
c)
Special Links
Reports are available on the
✓
website
d)
Maple Ridge Home Show (May 1 & 2)
Information board was
✓
displayed at the Home Show
(May 1 & 2, 2010)
✓
Letters were sent to all
property owners in the study
area (May 20, 2010)
ii)
Background Research
a)
Preliminary Servicing Assessment
Consultant Retained
✓
Assessment being prepared
Expected late
by the District of Maple
summer
Ridge Engineering
(dependent on
Department - Stephen Judd
Environmental
P.Eng is the project manager
Report)
b)
Preliminary Environmental Impact
Consultant retained
✓
Assessment
HB Lanarc & Raincoast
Expected late
Applied Ecology - Aaron
June 2010
Licker is project manager
c)
Preliminary Agricultural Impact
Consultant retained
V
Assessment
Golder Associates- Patrick
Expected late
Brisbin, P.Eng, P.Ag is project
June 2010
manager
dj
Preliminary Drainage and
Consultant retained
Stormwater Management
Assessment
AECOM have been retained.
Expected late
summer 2010
e)
Preliminary Transportation Study
Consultant retained
✓
Urban Systems have been
Expected late
retained -John Steiner, is the
summer 2010
Project Manager
Step
Task
Description
Commentary
Status
✓ = completed
f)
Development Opportunities &
Consultant retained
✓
Impacts Analysis
G.P. Rollo & Associates have
Expected late
been retained - Justin Barer
Summer 2010
Project Manager
g)
Socio-economic trends report
Consultant retained
✓
GP Rollo & Associates have
Expected July
been retained - Paul Rollo is
2010.
Project manager
h)
Life Cycle Fiscal Impact Analysis
Based on cost and
Shifted to Area
preliminary level of detail that
Plan Phase
would result, it was
determined that this task
would be more appropriately
done as a component of the
Area Plan (cost $25,000)
iii)
Preparation of Communication
Information is and will
On -going
Materials
continue to be posted on the
District website. As reports
are available, they will be
provided to Council and
posted on the website.
Step
Concept Plan Development
Step 2 To Start in September
Sept 2010 -
2
March 2011
i)
Charette
Terms of Reference have
Consultant to be
been sent.
retained early
summer.
Charette will take
place in late
September/ early
October 2010.
ii)
Refinement of Preferred Land Use
Will commence following the
October -
Option
charette
December 2010
iii)
Public Open House
To review the Council
January/
endorsed concept plan
February 2011
Step 3 commences with
Step
Finalization of the Concept Plan
Council endorsement of the
March 2011
3
Concept Plan
i)
Council Endorsement
Following the public event
March 2011
noted in Step 2, the plan is to
be endorsed by Council
ii)
Submission to the Agricultural Land
Concept plan to be submitted
March 2011
Commission
to the Agricultural Land
Commission for
consideration
b) Green House Gas Emissions
On May 11, 2010 Final Reading was given to an OCP amending Bylaw to incorporate GHG emission
targets into the OCP. That amendment includes a goal for the District to reduce GHG Emissions by
33% below 2007 levels and 80% by 2050. The implications for this policy on area planning process
is that consideration should be given to the impacts that various land uses may have on greenhouse
gas emissions. In recognition of this newly created OCP policy, staff has been in discussion with BC
Hydro regarding their Power Smart Sustainable Communities Program. Preliminary discussions have
identified that Hydro would be interested in presenting an overview of GHG information at the
Charette kick off. BC Hydro staff has indicated that a grant may be available to assist the District to
include an energy planning component in the Area Planning phase. Discussions regarding BC
Hydro's participation will continue.
c) Financial Implications:
The Background Studies that have been commissioned have been done in compliance with the
District's Purchasing Policy and can be accommodated within the budget allotted to the Project.
Additional funds will be required for the Area Planning Phase, however this will be discussed with
Council prior to that phase commencing.
d) Next Steps:
There are 7 studies underway that will form the basis for the Concept Plan Development step that is
scheduled for the fall of 2010. Upon receipt of these studies, each of the reports will be forwarded
to Council for information and then posted on the Municipal Website.
The Request For Proposals to retain a consulting team to design and execute the Charette Process
has been sent to 4 consulting firms with expertise in this form of public consultation. It is anticipated
that the consultant will be hired by mid -July, 2010.
CONCLUSION:
The Albion Area Concept Plan study is well underway and is proceeding on schedule and as directed
by Council. It is expected that a consulting team will be retained in mid July who will familiarize
themselves with the various background materials and will develop an inclusive charette process
that is to occur in later September/early October.
Prepared by: Christine Carter, MPI, MCI
Manager Community Planning
App_r may: a e CP, MCIP
of P nning� Ji
Approved by: rank Quinn, MBA, P.Eng.
GM Public Works & Development Services
Concurrence: J.L. (Jim) Rule
Sihief Administrative Officer