Jul 12, 2023 Special City Council

[00:00:03]

GOOD EVENING. WELCOME TO THE SPECIAL MEETING OF COUNCIL, DATED WEDNESDAY, JULY 12TH, 2023 AT 5:30 P.M..

[1. CALL TO ORDER]

ROLL CALL. ALL MEMBERS ARE PRESENT.

MAY I HAVE A MOTION THAT CHRISTINE DOYLE BE APPOINTED CLERK PRO TEM FOR THE PURPOSES OF THIS MEETING? MOVER.

COUNCILLOR MANN SECONDED.

COUNCILLOR MORRISSETTE ALL IN FAVOR? NONE ARE OPPOSED. THAT'S CARRIED.

NUMBER THREE DECLARATIONS OF CONFLICT OF INTEREST.

DO WE HAVE ANY DECLARATIONS TODAY? GOING ONCE, GOING TWICE OR NONE.

PUBLIC INPUT SESSION THIS EVENING, MR.

[6.1 Report from the Acting Director of Public Works]

WELCOME, MR. THOMAS. THANK YOU, ACTING MAYOR WANNAN AND MEMBERS OF COUNCIL.

IT'S BEEN A LONG TIME SINCE WE SAW EACH OTHER.

THE REASON I'M HERE TONIGHT IS I GOT A LOT OF QUESTIONS AND A FEW OF THEM I COULDN'T ANSWER.

WELL. SO ON ITEM 6.1.

WHEN YOU READ THE MATERIAL.

AFTER MR. GOLDING'S REPORT.

THERE'S TWO PAGES WITH BLUE INK ON IT.

AND I THINK THAT'S WHAT CAUSED A LOT OF THE CONFUSION.

THE PROPONENT LISTED IN THE TENDER, AND I'M USING MY MEMORY HERE AS 2.6 PLUS HST.

AND THAT FIGURE IS QUOTED UNDER THAT VENDOR.

ABOVE AND BELOW THAT VENDOR, THERE'S ITEMIZED INPUTS FOR DIFFERENT AMOUNTS, FOR MECHANICAL, FOR ARCHITECTURAL, FOR DIFFERENT CATEGORIES OF CONSTRUCTION THAT ARE ABOVE AND BEYOND THAT 2.6.

SO THE QUESTION WAS ASKED TO ME.

ARE WE PAYING 3 MILLION ALL IN FOR THIS OR ARE WE PAYING 4 MILLION ALL IN FOR THIS? BECAUSE TENDERS FOR 3 MILLION.

BUT THE ITEMIZED PIECES ON THE SHEET ADD UP TO FOUR.

SO THAT WOULD BE HELPFUL FOR THE PUBLIC TO GET CLARIFIED BECAUSE I READ IT.

I HAVE ISSUES WITH IT.

SO IT WOULD BE GOOD FOR YOU TO HIGHLIGHT THAT.

AND MAYBE MR. GOLDEN COULD EXPLAIN WHY THERE'S A DIFFERENCE IN THE NUMBERS AND THE TENDER AND ALL THAT STUFF.

THERE'S CONCERN ABOUT PULLING IT OUT OF RESERVES BECAUSE LAST YEAR THEY HEARD MS..

SONNENBERG SAY, YOU KNOW, WE'RE IN TROUBLE.

THE RESERVES ARE GETTING SHALLOW.

WE NEED MORE MONEY.

AND THIS YEAR WE'RE SAYING WE'RE FINE TO TAKE THINGS OUT OF RESERVE.

MIND YOU, THIS IS A FEEDBACK I GOT SINCE YESTERDAY, SO I'M BRINGING IT TO YOUR ATTENTION.

AND JUST FOR TO COMPLETE THE CIRCLE.

LAST YEAR WHEN WE TALKED ABOUT DOING THIS, THE QUESTION WAS ASKED, IS A SITE PLAN REVIEW GOING TO HAPPEN AS REQUIRED? AND THAT'S FOR THE ACCESSIBILITY COMMITTEE REVIEWS THE SITE PLAN OF ANY NEW PROJECTS FOR REMODELING.

AND IT HADN'T LAST YEAR.

I DON'T KNOW IF IT HAS TO THIS POINT.

THE COMMITTEE HAS ONLY MET ONCE ANOTHER I TO DOT AND A T TO CROSS.

SO THOSE ARE THE THINGS I'D LIKE THIS COUNCIL TO CONSIDER.

THERE'S A LOT OF PEOPLE TALKING ABOUT A LOT OF THINGS THAT HAVE NOTHING IN COMMON WITH THE PAPER THAT YOU'RE DECIDING.

AND ONE OF THE THINGS I'VE BEEN ADVOCATING FOR FOR 3 OR 4 YEARS NOW IS THE QUESTION PERIOD WOULD RESOLVE THAT.

OR IF PEOPLE HAD THE OPPORTUNITY TO HAVE A DIALOG BACK AND FORTH WHEN THESE ISSUES COME UP BECAUSE IT IS A 3 OR $4 MILLION ISSUE, IT'S GOING TO RELATE.

IT'S GOING TO RAISE A LOT OF PUBLIC ANGST OR A LOT OF PUBLIC CONFUSION.

SO OUR OUR GOAL TO COMMUNICATE THIS INFORMATION TO THE PUBLIC, ESPECIALLY WHEN WE'RE TALKING ABOUT A SIGNIFICANT INVESTMENT ON A REFURBISHMENT OF A CAPITAL ASSET OF THE CITY, THAT PEOPLE ARE UPSET BECAUSE IT'S NOT UP AND RUNNING.

OTHER PEOPLE ARE UPSET BECAUSE OF HOW MUCH IT COST.

YOU KNOW, I KNOW IT FEELS RUSHED AND IT'S IMPORTANT.

IT'S IMPERATIVE, BUT IT'S THE FLOW OF INFORMATION THAT MADE MY PHONE RING OFF THE HOOK SINCE LAST NIGHT WHEN YOU POSTED IT.

AND I'M SURE EVERY ONE OF YOU HAVE BEEN BOMBARDED TODAY WITH THE SAME ISSUES.

SO I WAS ASKED TO BRING THAT FORWARD, AND I APPRECIATE THE OPPORTUNITY TO DO SO.

THANK YOU FOR YOUR TIME.

OKAY. THANK YOU FOR YOUR INPUT, MR. THOMAS. THERE ARE NO PUBLIC PRESENTATIONS THIS EVENING, SO WE'LL START WITH ITEM 6.1. REPORTS FROM THE ACTING DIRECTOR OF PUBLIC WORKS REGARDING REUBEN LEE YOUTH CENTER POOL REPAIR, TENDER RESULTS AND CONTRACT.

MAY I HAVE A MOTION THAT COUNCIL PASS THE APPROPRIATE BYLAW TO ENTER INTO AN AGREEMENT WITH QUINON CONSTRUCTION LIMITED TO PROVIDE THE SERVICES AS DESCRIBED IN 2023 M14 FOR THE REPAIRS TO THE REUBEN THE YOUTH CENTER FOR THE FOR PAYMENT IN THE AMOUNT OF 2.639 MILLION, EXCLUDING HST, AND THAT FUNDS BE DRAWN FROM THE MUNICIPAL FACILITIES RESERVES AS DETAILED IN THIS REPORT.

[00:05:03]

MOVER, PLEASE.

COUNCILLOR BULL SECONDED.

COUNCILLOR FLINTOFF.

ALL IN FAVOR? BUT IS THIS JUST.

JUST DISCUSSION, RIGHT? JUST THE DISCUSSION.

IT'S A MOTION. OPEN FOR DISCUSSION.

SO NOW WE PASS IT TO MR..

YEAH. MR. GOULDING, PLEASE GO AHEAD.

THANK YOU YOUR WORSHIP THROUGH YOU.

ON THE FACE OF IT, THIS IS A FAIRLY STRAIGHTFORWARD REPORT.

WE WENT TO TENDER FOR REPAIRS TO THE POOL.

I PREVIOUSLY PROVIDED A MEMO TO COUNCIL JUST SUBSEQUENT TO THAT TENDER CLOSING, INDICATING THAT STAFF HAD A DESIRE TO LOOK FURTHER INTO THE SUBMITTED BIDS.

THE SHORT STORY THAT'S COMING OUT NOW IS THAT WITH THE SINGLE SUBMITTED BID THAT WE HAD PRESENTED TO US, THERE WAS NO OBVIOUS WAY FOR STAFF TO COME FORWARD TO COUNCIL TO RECOMMEND MOVING FORWARD WITH THE PROJECT, AND THAT WOULD HAVE MEANT THAT IT'S A FAILED PROCUREMENT AT 3.6, $3.7 MILLION.

WE DIDN'T HAVE AN OBVIOUS, PALATABLE WAY TO MOVE FORWARD GIVEN OUR CURRENT FINANCIAL POSITION, OR AT LEAST WE HAD SIGNIFICANT APPETITE TO INVESTIGATE OTHER OPTIONS BEFORE WE MADE A RECOMMENDATION.

AND THAT'S EXACTLY WHAT WE DID.

DIRECTLY AFTER THE BID SUBMISSION, WE CONTACTED QUEEN'S REPRESENTATIVES TO SAY, HEY, I DON'T WE DON'T THINK WE CAN MAKE THIS WORK, SO LET'S FIGURE OUT A WAY TO MAKE IT WORK.

AND THEY WERE VERY RECEPTIVE.

SO WE ENGAGED IN A MONTH LONG PROCESS OF ASSISTING QUINNEN WITH SECURING ALTERNATIVE VENDORS FOR THE PROJECT, INVESTIGATING WHAT OPTIONS MIGHT BE ENCOURAGING PEOPLE TO GO AND SPEAK TO THE THE SUBMITTING.

THE BIDDING CONTRACTOR TO QUINON AND THEY PUT TOGETHER A PACKAGE BASED ON THEIR OWN RESEARCH AND INFORMATION THAT WE ASSISTED WITH PROVIDING TO BE ABLE TO SATISFY THE THE TENDER DOCUMENTS AS DESCRIBED INITIAL.

WE'RE NOT CHANGING THE PROJECT AT A MUCH REDUCED PRICE AND THEY'RE CONFIDENT ENOUGH THAT THEY OFFERED US A PROPOSAL LETTER AND INCLUDED IN THE PACKAGE IS A SIGNED CONTRACT FROM THEM.

THEY'VE EXECUTED THE CDK2 AT THE END, THE CONTRACT THAT YOU SEE AT THE END WITH ALL THE CONSTRUCTION DOCUMENTS IN THEM THAT SAYS WHAT THEY'RE DOING FOR THE AGREED PRICE.

MR. THOMAS'S COMMENTS ABOUT THE BLUE INK ON THEIR THEIR BID SUBMISSION IS A BIT. I UNDERSTAND THE CONCERN.

IT'S A BIT MOOT BECAUSE BASED ON THAT SUBMISSION, I THINK WE WOULD HAVE HAD A FAILED PROCUREMENT, BUT THAT SUBSEQUENT NEGOTIATION PHASE.

RESURRECTED PROJECT.

SO THEY THEY MAY HAVE ARTICULATED A BREAKDOWN THAT DIDN'T MAKE SENSE, QUITE HONESTLY.

WE DIDN'T DIG INTO THAT BECAUSE THE SUM TOTAL OF EITHER TOTAL WOULDN'T HAVE WORKED.

AND WE SKIPPED THE ADMINISTRATION OF, HEY, LET'S RECONCILE THESE NUMBERS THAT WE WON'T ACCEPT AND MOVED ON TO.

LET'S FIGURE OUT A WAY TO MAKE THIS WORK.

I THINK I'LL OPEN TO QUESTIONS.

THANK YOU, MR. GOLDING.

I'M OPEN FOR QUESTIONS.

DO YOU HAVE ANY QUESTIONS? COUNCILLOR FLINTOFF.

THANK YOU. YOUR WORSHIP THROUGH YOU TO MR. GOLDY. JUST A FEW OF THEM.

SO YOU'RE CALLING THIS PHASE TWO.

SO DOES THAT OFFICIALLY MEAN PHASE ONE IS DONE? OH, THANK YOU.

THROUGH YOU, YOUR WORSHIP.

SO THOSE ARE MY NOTIONAL TITLES, SO I GUESS I GET TO DECLARE THEM.

WELL, I MEAN, THERE'S ONE STEP FORWARD, THAT'S ALL, BECAUSE NOW IT'S PHASE TWO.

SO AT THE INITIAL WELL, PREVIOUS THIS WINTER, I DESCRIBED BREAKING UP THE PROJECT INTO MULTIPLE PHASES.

OKAY. PHASE ONE WOULD HAVE BEEN REFINISHING THE INTERIOR SEALING OF THE POOL, THE WOOD CEILING.

THAT'S BEEN DONE.

IT'S BEEN SITTING THERE READY FOR THE SUBSEQUENT PHASES TO OCCUR.

AND THE IDEA WAS TO RUN DESIGN FOR WHAT I ENVISIONED AS A SECOND PHASE OF JUST DEMOLITION AND RECONSTRUCTION, THE DESIGN PORTIONS AT

[00:10:09]

SO AT THAT POINT, AND I THINK I'VE REPORTED TO COUNCIL ON THIS, BUT I UNDERSTAND I'VE TALKED A LOT ABOUT THIS, SO IT'S KIND OF DIFFICULT TO KEEP TRACK OF SINCE EVERYTHING WAS READY AT ONCE.

WE DIDN'T SEE ANY POINT IN GOING FINDING SOMEONE TO DEMOLISH IT AND THEN SUBSEQUENTLY GOING FINDING SOMEONE TO RECONSTRUCT BECAUSE WE THE WHOLE INTENT OF THAT WAS TO GET A TIME ADVANTAGE AND THAT TIME ADVANTAGE DISAPPEARED.

SO THERE PROBABLY WOULD HAVE BEEN A COST ADVANTAGE TO CONSOLIDATING IT.

I DON'T KNOW THAT WE CAN CONFIDENTLY SAY WE REALIZED THAT, BUT THEN BECAUSE OF WHERE WE WERE AT THAT POINT, IT MADE SENSE TO HAVE ALL OF THE SCOPE INCLUDED IN THE TENDER DOCUMENT.

SO THIS IS WHAT YOU SEE BEFORE YOU IS WHAT'S REQUIRED TO GET FROM WHERE WE ARE RIGHT NOW TO OPEN POOL AS SOON AS WE CAN.

OKAY. AND JUST FOLLOW UP.

AND SO AFTER JUST SO THE BILL OR THE WHATEVER IS $2.6 MILLION, BUT FROM WHAT I'M READING HERE, MAYBE MS. SONNENBURG MIGHT HAVE TO ANSWER THIS ONE.

WE'RE GOING TO TAKE THE AIRPORT FUNDING, GRANT MONEY AND AND HELP PAY THAT OR FRONT IT OR THAT'S SORT OF THE WAY IT LOOKS TO ME.

I'M NOT SURE.

DO YOU THINK YOU AND THROUGH YOU, YOUR WORSHIP? I'LL TRY AND THEN LET'S LET'S HAVE MISS MS. SONNENBURG CORRECT ME.

SO IN THE CHART YOU'RE REFERRING TO.

YEAH. MS. SONNENBURG HAS ARTICULATED WHAT THE BALANCE OF OUR FACILITIES RESERVE WAS ON JANUARY 1ST, AND THEN SHE THE NUMBER IN BRACKETS, THE NORD'S FUNDING, THE AIRPORT FUNDING IS SUBTRACTED FROM THAT.

RIGHT. AND THAT GIVES A TOTAL OF 1.7.

AND THEN WE TAKE OUT THE THE $363,000.

THAT IS WHAT HAS BEEN SPENT ON OUT OF THE FACILITIES RESERVE FROM JANUARY 1ST TO TODAY.

RIGHT. SOME OF THAT MONEY INCLUDES PROJECT DOLLARS THAT ARE ATTRIBUTABLE TO THE POOL.

SO IN THAT 363,000 IS AMOUNTS THAT RELATE TO REFINISHING THE POOL CEILING.

SO IN THAT SENSE, ALL OF THIS PRELIMINARY CALCULATION IS CONSERVATIVE BECAUSE HALF OF THE AMOUNT OF MONEY THAT WE SPENT ON REFINISHING THE CEILING WOULD LIKELY BE REPAYABLE BY THE KNOW IF WE WERE SUCCESSFUL IN SECURING SO FROM THEM.

SO CURRENTLY WE STILL HAVE WE'RE STILL WORKING ON ANOTHER GRANT TO KEEP THIS GOING.

OKAY. THANK YOU. THAT'S THAT'S CORRECT.

SO I'VE HAD YOU CAN UNDERSTAND I MIGHT HAVE DIFFICULTY IN FILLING OUT THE HOW MUCH IS YOUR PROJECT WORTH PORTION OF THE GRANT APPLICATION MOVING FORWARD? WE'VE BEEN IN CONTACT WITH THE ONTARIO REPRESENTATIVE FROM THE OFC TO SAY, YOU KNOW, THIS IS COMING ONCE WE ARE I CAN'T.

WELL I MY COMMENT TO HER IS I LITERALLY CAN'T GUESS WITHIN $1 MILLION AND IT TURNED OUT TO BE CORRECT.

RIGHT. SO THEY'RE ANTICIPATING OUR SECOND PHASE APPLICATION.

WE WILL BE PUTTING IT IN.

I UNDERSTAND THAT IT WILL BE CONSIDERED SOMETIME THIS SUMMER.

PROBABLY. THE HFC ISN'T KNOWN FOR COMMITTING TO TIMELINES, BUT IF WE GET AN APPLICATION IN AS SOON AS WE CAN BEFORE THE PROJECT IS FINISHED, I WOULD EXPECT TO HEAR THAT WE HAVE A SUCCESSFUL FUNDING APPLICATION OR NOT.

OKAY. THANK YOU.

COUNCILLOR MANN THANK YOU.

WORSHIP THROUGH YOU.

SO IN ESSENCE, A MONTH AGO THIS PROJECT WAS GOING TO STOP WITH A PARTIALLY FINISHED BUILDING THAT WAS NOT GOING TO BE AVAILABLE AND REOPEN TO THE COMMUNITY AND OVER THE WORK OF STAFF OVER THE LAST MONTH, WE'VE BEEN ABLE TO, AS I BELIEVE YOU SAID, RESURRECT THE PROJECT AND GET IT BACK ON TRACK.

I THINK WE ALL KNOW THAT OPENING UP A BUILDING WITH A VINTAGE OF IN EXCESS OF 4647 YEARS IS GOING TO HAVE SOME CHALLENGES, WHICH I BELIEVE WE'VE ALL KNOWN, WHICH IS WHY ORIGINALLY WE WERE TRYING TO UPGRADE THESE ALL IN A NEW FACILITY.

UNFORTUNATELY, WE WEREN'T SUCCESSFUL WITH THOSE FUNDS AND NOW WE'VE MADE COMMITMENTS TO THE MUNICIPALITY IN ORDER TO KEEP THESE FACILITIES OPEN.

I'M STILL COMMITTED TONIGHT TO KEEP THE POOL OPENED AND I JUST WANT TO THANK STAFF FOR THE WORK THEY'VE DONE.

[00:15:03]

GOULDING OR IS THERE A DEADLINE OR THEY KNOW IT'S COMING AND..

THANK YOU THROUGH YOU YOUR WORSHIP.

I GUESS ALL OF THE ABOVE IT'S A CONTINUOUS INTAKE PROGRAM.

THEY KNOW WHAT'S COMING.

THERE ISN'T A SET DEADLINE FOR THE SECOND, BUT THEY ARE ENCOURAGING US TO MOVE QUICKLY AND HAVE BEEN FOR SOME TIME.

AND COUNCILLOR MORRISSETTE TRUE.

YOU, MR. CHAIR, I'VE GOT A COUPLE OF QUESTIONS.

THE ONE IS, WHAT HAPPENS IF WE DO NOT GET THAT GRANT? DO WE HAVE A PLAN B IN PLACE? THANK YOU. THROUGH YOU, YOUR WORSHIP.

SO THE SECOND CHART PROVIDED IN THE FINANCIAL IMPACT KIND OF DETAILS EXACTLY WHAT YOU WERE SAYING.

IF WE.

WELL, NO, ACTUALLY, I THINK THIS IS PROBABLY A BETTER LEFT TO MRS MS. SONNENBURG TO ARTICULATE WHAT OUR OPTIONS WOULD BE.

ALL RIGHT. SO THROUGH YOU, YOUR WORSHIP, IF YOU TAKE A LOOK AT THE FINANCIAL IMPACT SECTION, AGAIN, I'M JUST GOING TO REITERATE WHAT MR. GOULDING HAS ALREADY SAID.

THE OPENING BALANCE OF THE FACILITY'S RESERVE ON JANUARY 1ST WAS $2.2 MILLION.

I'M LOOKING AT REPORT PAGE TWO AND AGENDA PACKAGE PAGE FOUR.

SO THE OPENING BALANCE WAS $2.2 MILLION.

THE NORDS FUNDING AGAIN IS COMMITTED TO ANOTHER PROJECT.

WE CANNOT CONSIDER THAT AS BEING AVAILABLE AS A DISCRETIONARY RESERVE.

IT'S COMMITTED. THE ADJUSTED OPENING BALANCE IS $1.698 MILLION YEAR TO DATE EXPENSES, SOME OF WHICH COULD BE CLAIMED UNDER A POTENTIAL NOHFC GRANT ARE $363,000, WITH THE ESTIMATE PROVIDED TODAY AT $2.6 MILLION.

THE SHORTFALL IS $940,649 IN THE BUILDING AND FACILITIES RESERVE.

THAT WILL BE IF WE PROCEED TODAY WITH NO NOHFC GRANT WHATSOEVER AND ARE UNSUCCESSFUL AT THE NOHFC GRANT.

WE WILL HAVE A SHORTFALL IN THE BUILDING AND FACILITIES RESERVE OF $940,000.

IF WE DO ACHIEVE AN ESTIMATED, WE'RE THINKING IT MIGHT BE 50% NOHFC GRANT.

THE SECOND CHART DETAILS THAT THE ESTIMATED REPAIRS WITH AN NOHFC CONTRIBUTION OF 50%.

A MUNICIPAL CONTRIBUTION OF 50% AND CONSIDERATION OF THE $363,000 IN THE RESERVES.

THE ADJUSTED BALANCE OF THE RESERVE AFTER THE POOL IS COMPLETE IS ESTIMATED TO BE $15,000.

WE NEED TO CONSIDER AND TO MR. THOMAS'S POINT EARLIER, THIS IS TROUBLESOME.

THAT PARTICULAR RESERVE IS IN TROUBLE.

THAT STORY.

I SUSTAIN THAT STORY.

IF WE DO ACHIEVE THE NOHFC GRANT, WE WILL HAVE $15,000 TO SPEND OR TO REPAIR AND DO CAPITAL PROJECTS ON ALL OTHER BUILDINGS AND FACILITIES IN THE MUNICIPALITY.

IT'S NOT A LOT. IT'S SOMETHING TO CONSIDER.

THAT IS WHAT THOSE CHARTS DETAIL.

THROUGH YOU, MR. CHAIR.

I DIDN'T GET REALLY AN ANSWER.

SO IF WE DON'T GET THAT GRANT, WHAT HAPPENS? DO WE HAVE TO GO AND ASK MR. THOMAS FOR SOME MONEY, OR DO WE GO FOR A LOAN? OR LIKE, WHAT DO WE DO HERE? THROUGH YOU, YOUR WORSHIP WITH APOLOGIES.

IF WE ARE UNSUCCESSFUL AT ACHIEVING THE GRANT, WE WOULD HAVE TO POTENTIALLY REDISTRIBUTE FROM WORKING FUNDS RESERVE OR ANOTHER DISCRETIONARY RESERVE AT COUNCIL'S DIRECTION TO ENSURE THAT THE BUILDING AND FACILITIES RESERVE REMAINED IN A NEUTRAL BALANCE, AT LEAST ZERO.

AND THEN WE WOULD HAVE TO VERY CAREFULLY CONSIDER ALL OTHER PROJECTS MOVING FORWARD.

AND OTHER MAJOR PROJECTS MAY REQUIRE AN INFRASTRUCTURE ONTARIO LOAN OR A BANK LOAN OR SOMETHING OF THAT NATURE.

IF WE ARE UNSUCCESSFUL, WE NEED TO CONSIDER VERY STRONGLY THAT THIS THAT PARTICULAR RESERVE IS IN TROUBLE.

AND THAT STORY REMAINS.

[00:20:01]

WE HAVE OTHER RESERVES THAT CAN BE SPENT AT COUNCIL'S DISCRETION.

SO I DO CONSIDER THAT.

AND TO THE EXTENT THAT THE RESERVES ARE IN TROUBLE, CERTAIN ONES ARE YES, OTHERS ARE.

OTHERS ARE IN GOOD SHAPE.

AND BECAUSE OF THAT, BECAUSE OF THE GOOD SHAPE OF OTHER RESERVES, WE CAN CASH FLOW THE PROJECT.

I THINK THAT'S THE EXTENT OF THIS FINANCIAL ANALYSIS.

WE DO NOT NEED TO ACHIEVE A BANK LOAN, AN OPERATIONAL LOAN TO FLOAT THE PROJECT THROUGH TO COMPLETION.

WE CAN. BORROW FROM THE LEFT HAND AND PUT IT IN THE RIGHT.

AND FROM A CASH FLOW PERSPECTIVE, WE ARE OKAY.

HOWEVER, FROM A RESERVES PERSPECTIVE, WE'RE STILL IN TROUBLE AND WE WOULD NEED TO CONSIDER THAT AS WE APPROVE FUTURE CAPITAL EXPENDITURES THAT WOULD BE USING THE BUILDING AND FACILITIES RESERVE AS CONSIDERATION.

DOES THAT ANSWER YOUR QUESTION? ANOTHER QUESTION THROUGH YOU, MR. CHAIR, IF THIS IS THE LAST PHASE, I'M ASSUMING, AND ARE THEY GOING TO BE ABLE TO DO THIS WORK AND HAVE NO PROBLEM HOOKING IT UP TO THE MECHANICAL SYSTEM THAT WAS ALREADY DONE A YEAR AGO IN THE BUILDING WITHOUT COSTING MORE MONEY? THANK YOU. THROUGH YOU, YOUR WORSHIP.

THAT'S ACTUALLY A REALLY GOOD QUESTION BECAUSE IT'S JUST NOT APPARENT FROM THE WAY THAT WE'VE BEEN DISCUSSING THIS.

SO THE WORK THAT WAS DONE LAST SUMMER ALMOST EXCLUSIVELY HAS TO DO WITH THE AIR HANDLING WITHIN THE FACILITY.

AND THE WORK THAT WE'RE DOING NOW HAS TO DO WITH THE POOL, ITS WATER, THE PUMPS THAT SERVICE THE POOL.

SO SHORT ANSWER IS YES.

THE WORK THAT HAS BEEN DONE LAST SUMMER, THERE'S SOME MINOR INTERFACE, BUT IT'S ACCOUNTED FOR IN THE DESIGN DOCUMENTS.

AND BY AND LARGE, THAT WORK DOESN'T REALLY IMPACT THE WORK THAT WE'RE DOING NOW.

AND ONE MORE QUESTION.

COULD THERE BE A CHANCE THAT IF THEY START ON THIS SOON, THAT THE PROJECT COULD BE FINISHED BEFORE THE 23RD OF FEBRUARY THAT THEY'RE ESTIMATING? THANK YOU. THROUGH YOU, YOUR WORSHIP.

SO, YES.

SO WE'VE BEEN IN DISCUSSION WITH QUENTIN RIGHT FROM WHEN THEY SUBMITTED THE BID ABOUT TIMELINES.

WE DIDN'T LIKE THE PRICE.

WE WOULD HAVE PREFERRED A LOWER PRICE WE'VE BEEN ABLE TO ACHIEVE ON THAT FRONT.

IT'S TAKEN US A MONTH.

SO PRESUMABLY THAT WOULD HAVE EXTENDED THE SCHEDULE.

BUT CONCURRENTLY WE'RE WORKING WITH THEM TO HAVE DISCUSSIONS WITH THEIR VENDORS TO TRY TO FIGURE OUT CREATIVE WAYS TO SHORTEN THE SCHEDULE AS WELL. SO I CAN'T I DON'T THINK IT'S IN GOOD FAITH TO COMMIT THEM TO.

THEIR STATED TIMELINE THAT THEY GAVE A MONTH AGO.

BUT. THROUGH THE COURSE OF THE LAST MONTH, THEY'VE INDICATED THAT THERE'S OPPORTUNITY FOR SIGNIFICANT TIME SAVINGS AS WELL. AND IN FACT, THAT WE HAVE THIS IN FRONT OF YOU TODAY.

BUT TOMORROW I HAVE A MEETING ON SITE WITH THE CONTRACTOR TO LOOK AT WAYS TO SHORTEN THE SCHEDULE EVEN MORE AND PERHAPS EVEN REDUCE THE COSTS EVEN MORE.

SO THIS IS ONGOING, BUT WE'RE AT A POINT RIGHT NOW WHERE, OKAY, WE'RE NOT LIKELY TO ACHIEVE A WHOLE LOT MORE, SO IT'S TIME TO BRING IT TO COUNCIL AND GET STARTED SO THAT WE CAN GET THIS GOING AS QUICKLY AS POSSIBLE.

THAT'S KIND OF A NON-ANSWER, COUNCILLOR MORRISSETTE, BUT WE THINK THAT WE CAN MEET OR BEAT THE STATED TIME ON THE SUBMITTED TENDER DOCUMENTS.

AND ONE MORE QUESTION.

I KEEP SAYING THAT, BUT I'M SORRY.

I'M GOING TO ASSUME THAT THE CONSULTANT AND WHOEVER DREW UP THE PLANS HAVE TAKEN INTO CONSIDERATION THE ACCESSIBILITY TO THE BUILDING, TO NEW CODES.

YES. THANK YOU.

THROUGH YOUR WORSHIP.

SO DEFINITELY THERE BECAUSE OF THE SPECIFICS OF THE PROJECT, THERE'S NOT A WHOLE LOT OF OPPORTUNITIES TO IMPROVE THE FACILITY IN TERMS OF ACCESSIBILITY, GIVEN THE DESIGN OF IT AND THE BUILDING ENVELOPE.

BUT THERE ARE A FEW TARGETED AREAS AND WE HAVE INCLUDED PROVISIONS TO TO MAKE IMPROVEMENTS IN THOSE AREAS.

[00:25:01]

NOW, IF YOU THINK ABOUT HOW THE PROJECT'S UNFOLDED THUS FAR, RIGHT NOW, IT'S NOT REALLY APPROPRIATE TO HAVE NON CONSTRUCTION STAFF VISITING THE POOL.

IT'S IN A MID CONSTRUCTION STATE.

AND WITH THE CCDC TWO CONTRACT THAT'S IN FRONT OF COUNCIL TONIGHT, PART OF THAT, AT LEAST THE WAY I UNDERSTAND IT, IS THE CITY'S FORMALLY HANDING OVER CARE AND CONTROL OF THE BUILDING TO THE CONTRACTOR IN A LEGAL SENSE FOR THE DURATION OF THE PROJECT.

SO IF WE WANT TO VISIT THE THE POOL, AS SOON AS WE SIGN THE CONTRACT, WE HAVE TO ASK QUINTIN FOR PERMISSION AND DO IT ON THEIR TERMS. IT'S KIND OF AN ADMINISTRATIVE DETAIL.

SHORT STORY IS WE'RE OBLIGATED TO HAVE THE ACCESSIBILITY COMMITTEE COME IN AND REVIEW WHAT WE'RE DOING.

IT'S OUR FULL INTENTION TO DO SO.

IT'S BEEN AWKWARD TO HAVE THEM THERE BECAUSE OF THE WAY THAT WE'VE BEEN RUSHING THROUGH THE PROJECT OR TRYING TO ACCELERATE THE TIMELINE AS MUCH AS POSSIBLE.

THANKFULLY, THERE HASN'T BEEN MUCH IN THE WAY OF CONSEQUENCE TO THAT APPROACH THUS FAR, BUT THERE'S STILL OPPORTUNITY FOR THAT REVIEW TO HAPPEN.

THERE'S SOME SPECIFIC ITEMS THAT I'D CERTAINLY WOULD LIKE THEIR FEEDBACK ON, AND THERE'S OPPORTUNITIES TO MAKE TWO SMALL COURSE CORRECTIONS IF THEY HAVE FEEDBACK THAT NEEDS ADDRESSING.

ANY OTHER QUESTIONS? COUNCILLOR BULL NOT REALLY A QUESTION, BUT THROUGH YOU, YOUR WORSHIP, A COMMENT.

WHEN WE STARTED THIS PROJECT, WE KNEW IT WAS GOING TO BE EXPENSIVE AND I DON'T SEE HOW WE CAN GO THIS FAR WITHOUT COMPLETING THE PROJECT.

I KNOW IT'S PRICEY. I KNOW THE RESERVES ARE GOING TO TAKE A BIG HIT, BUT EVEN WHEN WE WERE TRYING TO GET.

THESE POSITIONS ON COUNCIL.

WE WERE SAYING THAT WE'RE NOT GOING TO DO ANY JOB.

PARDON THE EXPRESSION, HALF ASSED IF WE'RE GOING TO DO SOMETHING.

AND WE SAID WE WERE.

AND I THINK WE SHOULD GO FORWARD AND I'M FOR IT.

THANK YOU. MR. GOLDING. THANK YOU.

JUST TO TAG ON TO COUNCILLOR BULL COMMENT.

LAST SEPTEMBER, PERHAPS THE BEGINNING OF OCTOBER, TO HAVE TO CHECK THE DATES.

WE HAD A POOL CONSULTANT PROVIDE US WITH THREE DIFFERENT LEVELS OF RENOVATION THAT COULD BE UNDERTAKEN TO REALIZE THE PROJECT.

COUNCIL AT THAT TIME EXPRESSED MUCH THE SAME OPINION.

LET'S DO THIS CORRECTLY AND NOTIONALLY RECOGNIZED A BUDGET OF TWO POINT JUST OVER $2.7 MILLION.

SO THIS THIS IS ALWAYS KIND OF WHERE WE'VE HAD AN EXPECTATION WE WOULD HAVE PREFERRED TO HAVE LESS.

IT'S NOT NOT REALLY REASONABLE TO THINK THAT WE COULD HAVE ACHIEVED MUCH LESS.

AND THE WAY THAT WE'VE BEEN MANAGING THE PROJECT THUS FAR IS TO REALLY PAY ATTENTION TO PROJECT SCOPE IN ORDER TO KEEP THAT BUDGET THERE.

SO THIS IS THE PART OF THE DISCUSSION WHERE I MANAGE EXPECTATIONS.

WE'RE DOING RENOVATIONS TO MAKE SURE THAT WE CAN OPEN THIS FACILITY SO WE'RE DOING REPAIRS TO THE MECHANICALS, THE ON DECK.

LOCATION AND THE POOL SELLS ITSELF LIKE THE KIDDY POOL AND THE MAIN POOL.

AND THERE'S ALSO WORK DETAILED WITH THE DOORS FROM THE CHANGE ROOM.

ANY DOOR THAT THAT GOES FROM LIKE THE CHANGE ROOMS AND THE VIEWING AREA ONTO DECK WILL BE MODIFIED FOR ACCESSIBILITY.

JOHN GENTILE. WE HAD THE WOOD CEILINGS REFINISHED THROUGHOUT THE FACILITY.

BUT WHEN PEOPLE GO TO THE NEWLY OPENED POOL WHEN IT'S AVAILABLE, LIKELY EARLY WINTER, 2024.

IT'S GOING TO LOOK MUCH LIKE IT LOOKED WHEN THEY LAST SAW THE POOL.

WE'RE NOT WORRIED ABOUT DECORATING RIGHT NOW.

WE WANT TO GO SWIM.

RIGHT. SO IN ORDER TO MEET THIS BUDGET CONSTRAINT.

WE MADE COMPROMISES.

I WOULD HAVE LOVED TO HAVE SAID TO THE COMMUNITY, HEY, COME ON IN, AND IT'S GOING TO LOOK LIKE 20, 24, BUT IT'S GOING TO LOOK LIKE 2023, JUNE OF 2023 WHEN YOU GO THROUGH THE DOOR AND THEN WHEN YOU GO INTO THE POOL AREA, IT WILL LOOK CONSIDERABLY DIFFERENT.

AND IT WON'T LEAK.

THAT'S THE IDEA.

[00:30:05]

WELL, YOU SHOULD BE COMMENDED ON YOUR NEGOTIATION SKILLS TO TAKE IT DOWN FROM WHAT IT WAS ORIGINALLY ABOUT A MONTH AGO.

THAT BEING SAID, MY QUESTION IS THE FIRST QUOTE.

IT WAS 2.7 PLUS ALL THE SUBCONTRACTORS.

SO I THINK WHAT MR. THOMAS NOTICED ALSO THEN THE NEXT QUOTE, I NOTICED IT'S 2.7 AGAIN, BUT NOW THEY'RE ALL ZEROED OUT.

SO DOES THAT MEAN IT IS STAYING AT 2.7 OR IS IT CREEPING LIKE I'M I'M JUST A LITTLE BIT.

THANK YOU THROUGH YOU YOUR WORSHIP.

SO IN THE INITIAL BID AND THE TENDER FORM, WE SUBMIT ENERGY SYSTEMS PREPARED PREPARED.

THIS TENDER DOCUMENT SET FOR US WAS A DECISION THAT WE MADE BECAUSE THEY HAVE A REAL FAMILIARITY WITH THE CDK2 CONTRACT FORMAT, WHICH WE DON'T NEED TO GET INTO. IT'S SUPERIOR TO THE WAY THAT WE NORMALLY ENGAGE IN IN CONSTRUCTION CONTRACTS IN THE TENDER FORM.

WE ASKED THEM TO BREAK OUT THEIR SUB VENDOR PRICING AND WE DO THAT EXACTLY FOR THE SITUATION THAT WE JUST ENCOUNTERED.

IT'S A TOOL BY WHICH WHEN YOU ANALYZE THE BID, IT AFFORDS YOU MORE INFORMATION TO EVALUATE IS THIS A GOOD PRICE OR A BAD PRICE? BECAUSE YOU CAN IMAGINE IF WE HAD ONE SINGLE LUMP SUM PRICE OFFERED.

AND A SINGLE PRICE AT THAT.

IT'S LIKE, WELL, IT'S TAKE IT OR LEAVE IT AT THAT POINT, RIGHT? WE GO FOR A MARKET MEASUREMENT OF WHAT THE PROJECT'S WORTH, AND WITH A SINGLE NUMBER, THERE'S NOT A LOT OF INFORMATION THERE.

SO THAT BREAKDOWN AFFORDS US THE OPPORTUNITY TO LOOK AND SAY, WELL, IS THAT PORTION REASONABLE? IS THIS PORTION REASONABLE? AND AND ALLOWS YOU TO MAKE JUDGMENTS ON WHETHER THIS IS AN APPROPRIATE PRICE.

AND I GUESS THAT BREAKDOWN IS APPARENTLY SUBJECT TO ADDITION AND SUBTRACTION ERRORS.

AND BUT THE THE BREAKDOWN ISN'T PROVIDED IN THE MOST RECENT PAPERWORK BECAUSE IT'S STILL IN FLUX.

THEY KNOW THAT THEY HAVE VENDORS THAT ARE WILLING TO COMMIT AT GIVEN PRICES AND THEY'RE COMFORTABLE ENOUGH TO COMMIT TO US BY PRE SIGNING A CONTRACT.

SO STAFF CAN ONLY SAY IF THEY'RE WILLING TO PUT THEMSELVES OUT THERE AT THAT PRICE, THEN IT'S TIME TO SAY THAT WE'RE WILLING TO ACCEPT IT.

OKAY. THANK YOU. THAT MAKES SENSE.

COUNCILLOR MORRISSETTE. I'M NOT SURE IF WE TALKED ABOUT THIS BEFORE, BUT TO BUILD A NEW POOL FROM THE GROUND UP, WHAT WAS THE FIGURE AND WHAT IS THE FIGURE THAT WE'RE GOING TO END UP SPENDING TO GET SORT OF LIKE THE SAME RESULT? THANK YOU. THROUGH YOU, YOUR WORSHIP.

YEAH. THERE'S THIS NOTION OF, HEY, A NEW POOL WOULD BE GREAT.

AND I DON'T DISAGREE.

IT WOULD BE GREAT. SO WHEN WE ENGAGE THE INITIAL POOL CONSULTANT ON THIS PROJECT, THEY WERE TRYING TO CONTEXTUALIZE HOW MUCH WOULD A NEW POOL COST? AND THEY'RE GIVING US MARKET COMPARABLES THAT WERE CONSTRUCTED OR UNDER CONSTRUCTION WITHIN THE LAST YEAR.

THERE'S ONE IN SOUTHWESTERN ONTARIO.

IT'S NOT A THERE'S NO PERFECT EXAMPLE OF OUR POOL LIKE NOBODY'S BUILDING THE RUBIN UDY CENTER ANYWHERE ELSE IN ONTARIO.

SO EVERY BUILDING IS UNIQUE.

SO THE BEST COMPARABLE WE COULD HAVE AT THAT POINT WAS 25 METER EIGHT LANE POOL, WHICH IS A BIT DIFFERENT.

THERE'S AN EXTRA TWO LANES AND THEY WERE TALKING OF PROJECT COSTS IN AND AROUND $50 MILLION.

SO I THINK CUTTING A COUPLE OF LANES OFF WOULD PROBABLY BRING DOWN THE PRICE SOMEWHAT, BUT I CAN'T THINK A WHOLE LOT NOW.

I DON'T KNOW WHAT OTHER DESIGN FEATURES THAT BUILDING HAD OR DIDN'T HAVE, BUT WE'RE TALKING TENS OF MILLIONS OF DOLLARS.

IF WE'RE LOOKING AT CONSTRUCTING A NEW FACILITY, IT'S VERY SAFE TO SAY THAT WE'RE IN FOR A TOTAL PROJECT COST IN THE RANGE OF 3 TO 3.5 MILLION.

THAT'S A HUGE DIFFERENCE.

OKAY. ANY OTHER QUESTIONS? I HAVE JUST A COUPLE.

WHEN THE JOHNSON CONTROLS GROUP CAME THROUGH, DID THEY REVIEW THE POOL AND WOULD THERE BE FUTURE SAVINGS WITH THESE RENOVATIONS AND HAS THAT BEEN TAKEN INTO ACCOUNT? THANK YOU. YES.

YES, THEY DID REVIEW THEY DID A PRELIMINARY ASSESSMENT ON THE POOL IN TERMS OF ITS ENERGY USAGE.

THEY DID AN ON SITE VISIT.

A BIT OF AN AWKWARD SITUATION BECAUSE THE ENERGY USING COMPONENTS OF THIS PROJECT ARE VERY MINIMAL.

THE PUMPS FOR THE POOL ARE BEING REPLACED.

[00:35:03]

AND THAT'S IMPORTANT BECAUSE JOHNSON CONTROLS WILL GUARANTEE WORK THAT THEY PROJECT, MANAGE AND OVERSEE.

SO BECAUSE WE'VE DONE ALL THE COMPLICATED AIR HANDLING, HEAVY MECHANICAL ENERGY USING PORTIONS OF THE PROJECT ALREADY LAST SUMMER BEFORE WE EVEN SPOKE TO JOHNSON CONTROLS.

THEY CAN'T PROJECT MANAGER OR SEE ANYTHING THAT WOULD REALIZE MUCH IN THE WAY OF ENERGY SAVINGS.

HOWEVER, THEY HAVE RECOGNIZED THAT THE WORK WE DID DO WILL SAVE US ENERGY AND THEY HAVE OFFERED UNDER AN ENERGY AUDIT TO PREPARE AN ESTIMATE FOR US TO SAY HOW MUCH WE'RE LIKELY TO SAVE IN THE FUTURE GIVEN THE WORK WE'VE DONE.

I DON'T KNOW HOW USEFUL THAT CALCULATION IS BECAUSE WE WILL SEE IT COME IN THE UTILITY BILLS ONE WAY OR ANOTHER.

SO. OKAY.

SO BASICALLY SUMMARIZING, YOU WENT OUT AND YOU FOUND OUT THAT YOU COULD SAVE A LOT ON THEIR QUOTE JUST BY TALKING TO SUBTRADES. AND THAT'S WHERE THESE DIFFERENCES HAVE COME INTO PLAY.

YEAH, ESSENTIALLY THAT'S WHAT WE DID.

WE IT'S IT'S MORE NUANCED THAN THAT.

THE DESIGN TEAM HAS A LOT OF EXPERIENCE.

BOTH. IT'S COMPRISED OF THE POOL CONSULTANT AND AS WELL AS MATT ENERGY SYSTEMS THAT DOES A LOT OF INSTITUTIONAL WORK ACROSS NORTHERN ONTARIO AND. FRANKLY, MYSELF AS WELL, HAVING BEEN INVOLVED IN THE INSURANCE INDUSTRY WITH A LOT OF LARGE SCALE CONSTRUCTION PROJECTS, WE KIND OF HAVE AN EYE FOR WHAT THINGS SHOULD BE WORTH.

AND WHEN WE SAW THAT QUOTE COME IN WITH THE BREAKDOWN, WE KNEW THERE WAS OPPORTUNITY TO DO BETTER.

OKAY. THANK YOU.

I AGREE WITH COUNCILLOR BULL COUNCILLOR MANN.

WE HAVE BEEN PLANNING FOR THIS.

IT'S IN OUR OPERATIONAL BUDGET.

WE HAVE POSITIONS STILL BUDGETED FOR THE POOL.

THIS IS A BIG CAPITAL TASK THAT WE'RE TAKING ON.

I KNOW MOST OF US KIND OF HAVE RUN ON THIS, RIGHT? AND THIS IS ONE OF OUR BIG PROJECTS.

WE'RE KIND OF DEPENDING AND HOPING AND DEPENDING ON ADVICE THAT THERE IS A GOOD CHANCE WE WILL GET FUNDING.

BUT EVEN IF WE DON'T, I MEAN, WE HAVE, AS MS. SONNENBURG SAYS, A WAY TO RECOUP THE LOSS OR THE THE SHORTFALL.

SO THIS IS A BIG DECISION FOR THIS COUNCIL.

AND I THINK THAT MR. GOULDING HAS DONE A GREAT JOB AND THE CITY STAFF PUTTING THIS TOGETHER.

DO WE HAVE ANY MORE QUESTIONS BEFORE WE VOTE ON THIS? ANY OTHER COMMENTS? OKAY, I.

WE'LL HAVE A VOTE. ALL IN FAVOR.

NONE ARE OPPOSED.

AND THAT IS CARRIED.

[6.2 Report from the Acting Director of Public Works]

MAY I HAVE A MOTION THAT COUNCIL RECOGNIZE BEAMISH CONSTRUCTION INC AS THE SUCCESSFUL BIDDER FOR 2303 AND THAT COUNCIL PASSED THE APPROPRIATE BYLAW TO ENTER INTO AN AGREEMENT WITH BEAMISH CONSTRUCTION INC TO PROVIDE THE SERVICES AS DESCRIBED IN 2303 SCOTT ROAD.

OPTION B OWNER SUPPLIED WRAP FOR PAYMENT IN THE AMOUNT OF $350,994.60 PLUS HST, AND THAT FUNDS BE DRAWN FROM THE MUNICIPAL FEDERAL GAS TAX RESERVE AND THAT COUNCIL PASSED THE APPROPRIATE BYLAW TO ENTER INTO AN AGREEMENT WITH BEAMISH CONSTRUCTION, INC TO PROVIDE THE SERVICES AS DESCRIBED IN 20 3-03 LANDFILL ACCESS ROAD.

OPTION B OWNER SUPPLIED.

WRAP FOUR.

IT'S SORT OF GONE THERE.

WHERE DOES IT GO? MM.

FOR PAYMENT IN THE AMOUNT OF $74,745.55 PLUS HST, AND THAT FUNDS BE DRAWN FROM THE MUNICIPAL LANDFILL

[00:40:02]

COUNCILLOR FLINTOFF.

MR. GOLDING, PLEASE.

THANK YOU, YOUR WORSHIP.

FIRSTLY, I APOLOGIZE FOR THE LONG RESOLUTIONS.

I CAN EXPLAIN A LITTLE BIT ABOUT THOSE QUICKLY.

THANKFULLY, THIS IS A LOT SIMPLER.

REPORT TO DETAIL RESURFACING OF SCOTT ROAD WAS INCLUDED IN THE 2023 CAPITAL BUDGET.

STAFF RECOMMENDED THAT IT BE INCLUDED FOR SEVERAL REASONS, NOT LEAST OF WHICH IS THAT IT'S SUBJECT TO INCREDIBLE AMOUNTS OF HEAVY USE AND IS IN NEED OF REFURBISHMENT.

BUT FORTUNATELY, ENTERING INTO THIS FISCAL YEAR, WE WERE IN A POSITION WHERE WE NEEDED PROJECTS THAT WE KNEW COULD BE REALIZED ON A TIMELINE IN TERMS OF DESIGN AND COORDINATION AND.

THERE IS LITTLE IN THE WAY OF INTERFERING COMPLICATIONS WITH RESURFACING SCOTT ROAD.

SO IT FIT THE BILL.

WE BUDGETED.

FORGIVE ME. IT SAYS IN MY FINANCIAL IMPACT SECTION HOW MUCH WE BUDGETED IN THE CURRENT CAPITAL BUDGET FOR RESURFACING OF THAT ROAD. AND IF MY MEMORY SERVES ME CORRECTLY, WE'RE ACTUALLY UNDER BUDGET ON THE RECOMMENDED PRICE FROM BEAMISH BY A SMALL AMOUNT.

AND. WHEN WE PUT THE PROJECT OUT TO TENDER.

IT OCCURRED TO US THAT IT'S NOT ONLY SCOTT ROAD THAT IS IN NEED OF REFURBISHMENT, BUT THE ACCESS ROAD TO THE DUMP INSIDE THE LANDFILL FACILITY IS IN REALLY ROUGH SHAPE AS WELL.

AND IT ONLY MAKES SENSE TO FIX ONE WHEN WE FIX THE OTHER BECAUSE MOBILIZATION COSTS TO DO IT SEPARATELY WOULD BE SIGNIFICANT.

SO WE ASKED BIDDERS TO OFFER PRICES ON BOTH PROJECTS CONCURRENTLY, SOMEWHAT SEPARATELY, AND WE WOULD ENTERTAIN WHETHER WE WOULD PROVIDE THE MATERIAL OR WE WOULD HAVE THEM DO THAT, OR IF WE WOULD DO THE EXTRA WORK INSIDE THE LANDFILL OR NOT BASED UPON PRICES THAT CAME BACK AND.

THAT SOMEWHAT DESCRIBES WHY WE'VE CLEAVED THESE TWO PARALLEL PROJECTS IN TWO.

BUT THE THE MORE SUCCINCT ANSWER IS THAT THEY CAN BE FUNDED BY SEPARATE POTS OF MONEY.

THE GAS TAX RESERVE IS FUNDED BY A TRANSFER PAYMENT FROM AMMO ANNUALLY.

SO I KNOW COUNCIL HAS.

AN APPETITE TO FIND THINGS FROM NON TAX NON-LEVY SOURCES.

WELL, THAT'S WHAT IS RESURFACING SCOTT ROAD.

IT'S MONEY THAT'S TRANSFERRED IN FROM THE FEDERAL GAS TAX.

THAT WE DON'T HAVE TO TAX FOR INSIDE THE ACCESS ROAD CAN BE FUNDED FROM THE LANDFILL RESERVE, WHICH IS WELL, I WON'T CHARACTERIZE IT, BUT MRS MS. SONNENBURG MENTIONED THAT WE HAVE HEALTHY RESERVES IN SOME PLACES AND CHALLENGED RESERVES AND OTHERS.

WHILE MY IMPRESSION IS THAT THE LANDFILL RESERVE RIGHT NOW IS IN PARTICULARLY CHALLENGED.

SO IT'S A GOOD WAY TO ACCESS SOME CAPITAL WITHOUT STRESSING THE REST OF THE MUNICIPALITY'S OPERATIONS.

OKAY. THANK YOU, MR. GOULDING.

DO WE HAVE ANY QUESTIONS? COUNCILLOR MANN. THANK YOU.

WORSHIP THROUGH YOU.

JUST A COUPLE OF QUESTIONS FOR MR. GOULDING WON THE LAST TIME THE ROAD WAS RESURFACED.

DO YOU HAVE ANY IDEA OF WHICH YEAR IT WAS? THANK YOU. THROUGH YOU, YOUR WORSHIP.

SO I ONLY HAVE THAT INFORMATION FROM A CASUAL CONVERSATION WITH SOMEONE THAT WORKED ON THE PROJECT.

AND I KNOW IT'S UPWARDS OF 20 YEARS AGO.

AND FOLLOW UP. AND WILL THIS RESURFACING BE SIMILAR TO THE PREVIOUS RESURFACING WITH THE SIMILAR AGE EXPECTATION OR USEFUL LIFE? THANK YOU AGAIN THROUGH YOU, YOUR WORSHIP.

MY IMPRESSION IS, YES, IT'S A BIT OF A DIFFERENT TECHNIQUE BECAUSE WE ARE USING RECYCLED ASPHALT.

THERE IS A TOPCOAT APPLICATION BEING DONE TO THIS SCOPE OF WORK, AND THAT WAS SPECIFIED BECAUSE WE KNOW THE TRAFFIC THAT THIS PARTICULAR ROAD IS SUBJECTED TO.

WE WANT TO GIVE IT THE BEST CHANCE POSSIBLE OF LASTING.

I DON'T THINK THAT WE HAVE ANOTHER EXAMPLE OF THIS TYPE OF SURFACE TREATMENT IN THE MUNICIPALITY, SO IT'S DIFFICULT TO COMMENT ON WHAT ITS FUTURE LIFE EXPECTANCY IS AND WHAT WE HAVEN'T BEEN DOING THIS KIND OF WORK FOR THE LAST 20 YEARS ANYWHERE AND WE DON'T HAVE ANY LOCALLY.

[00:45:08]

ANY OTHER QUESTIONS? COUNCILLOR FLINTOFF.

THANK YOU. WORSHIP THROUGH YOU TO MR. GOLDING. SO THE FEDERAL GAS TAX RESERVE HAS ALMOST $3 MILLION IN IT, AND WE'RE JUST ALLOWED TO TAKE THAT MONEY AND AND AND FIX A ROAD.

IS THAT HOW IT WORKS? BECAUSE IF WE ARE, WHY AREN'T WE LOOKING AT OTHER ROADS? THANK YOU. THROUGH YOU, YOUR WORSHIP.

THIS IS A MISS MS. SONNENBURG QUESTION, BUT I'M TEMPTED TO ANSWER BECAUSE THE SIMPLE ANSWER IS WE ARE.

WE ARE LOOKING TO REPAIR OTHER ROADS WITH THIS MONEY.

WE'VE GOT PROJECTS SLATED ON OUR CAPITAL BUDGET THAT WILL BE DOING IMMINENTLY AND MUCH THE SAME WAY WE WATCHED OUR FACILITIES RESERVE GO TO ZERO.

WE WILL SEE THIS RESERVE GO TO ZERO AS WELL IN THE NEAR FUTURE.

WELL, JUST TO FOLLOW UP, BUT THAT'S GOOD NEWS BECAUSE I WAS WONDERING, GEEZ, THAT'S PRETTY GOOD SHAPE.

AND MAYBE WE CAN GET A COUPLE OF THE ROADS ON THE AGENDA.

THIS IS OUR SAVINGS ACCOUNT.

WE'RE SAVING FOR PROJECTS.

WE'RE DOING PROJECTS. WE'RE GOING TO SPEND THE MONEY.

GOOD. THANK YOU.

COUNCILLOR BULL. THANK YOU TO YOU, YOUR WORSHIP, TO MR. GOLDING. SO I UNDERSTAND THE ROAD WILL BE A LITTLE BIT WIDER.

IS THAT IN THE REPORT OR DID I MISREAD THAT? AND WE'RE ONLY GOING UP.

SO THE TWO QUESTIONS.

I'LL ANSWER THAT ONE FIRST.

THANK YOU. THROUGH YOU, YOUR WORSHIP, I'LL BE HONEST, I RELIED ON THE EXPERTISE OF TULLOCH TO PREPARE THE SCOPE OF WORK, AND I DON'T RECALL HAVING A CONVERSATION ABOUT THEM WIDENING THE ROAD. PERHAPS MR. DOYLE COULD COMMENT.

DO YOU PUT YOU ON THE SPOT FOR THIS ANSWER? NO. NO.

SO I'M NOT AWARE OF THAT BEING INCLUDED IN THE DESIGN DOCUMENTATION SO I CAN FOLLOW UP AND LET COUNSEL KNOW IF THAT'S THE CASE.

THROUGH YOU, YOUR WORSHIP, THE ROAD WILL BE A BIT WIDER, YOU KNOW, WHEN YOU'RE GOING UP TOWARDS THE ESTIMATE.

THE ESTIMATE BOAT LAUNCH.

WE'RE ALSO GOING TO PUT LIKE A BIGGER APRON THERE.

THERE'S A THAT'S A THAT'S A SHARPER CORNER AS WELL AS THERE'S A LOT OF TRAFFIC IN THAT AREA.

SO WHEN PEOPLE ARE COMING DOWN DOWN FROM EASTON IN THAT, IT'S IT'S GOING TO MAKE IT A SAFER ROAD.

SO THE THE ROAD WILL BE A BIT WIDER.

WE WILL BE DOING SHOULDERING ON IT AS WELL.

A OKAY WHILE YOU'RE THERE.

THROUGH YOU, YOUR WORSHIP, MR. DOYLE. NOW, THE THE ACCESS ROAD THAT ONLY GOES UP TO WHERE THE LEECHING PUMP BUILDING IS OR ARE THEY GOING TO GO UP THE HILL TO THE WHERE IT'S LEVEL FOR THE DUMP? THROUGH YOUR WORSHIP? YEAH, IT'S ROUGHLY GOING TO GO TO THE BOTTOM OF THAT HILL.

SO YOU KNOW WHERE THE LITTLE SHACK IS THERE.

NOW, THAT'S THAT'S WHERE IT'S GOING TO END BECAUSE THE LANDFILL WILL EXPAND DOWN THAT ROAD A BIT FURTHER AS WELL.

THANK YOU. ANY OTHER QUESTIONS? OKAY, SO WE CALL A VOTE.

ALL IN FAVOR? NONE ARE OPPOSED. AND THAT IS CARRIED.

[6.3 Report from the Acting Director of Information Technology ]

MAY I HAVE A MOTION THAT THE REPORT OF THE ACTING DIRECTOR OF INFORMATION TECHNOLOGY BE RECEIVED AND THAT COUNCIL APPROVED THE USE OF THE NEGOTIATION METHOD SECTION G OF THE CITY'S PROCUREMENT POLICY TO SOLE SOURCE A NEW SERVER THROUGH L6 CLOUD SYSTEMS INC IN THE AMOUNT OF $48,616.87, AND THAT THE REQUIRED FUNDS BE TAKEN FROM INFORMATION TECHNOLOGY RESERVE.

BE IT RESOLVED THAT THE ACTING DIRECTOR OF IT CAN PROCEED WITH THE PURCHASE OF THE SERVER.

MAY I HAVE A MOVER? COUNCILLOR MORRISSETTE SECONDED COUNCILLOR BULL.

MR. ELMORE, YOU HAVE ANY COMMENTS? THIS IS TO REPLACE OUR CURRENT SERVER THAT'S HAVING A LOT OF ISSUES.

I GOT THESE QUOTES AHEAD OF TIME QUITE A FEW MONTHS AGO AS THIS WAS GOING TO BE A BUDGETED SERVER FOR OUR FUTURE ENDEAVORS TO GO COMPLETELY DIGITAL.

AND THEN SINCE THE FAILURES OF THE CURRENT SERVER CAME UP, I'M REQUESTING TO GO AHEAD RIGHT NOW TO REPLACE THE CURRENT SERVER.

OKAY. THANK YOU. ANY QUESTIONS? COUNCILLOR MORRISSETTE. THROUGH YOU, MR.

[00:50:01]

I NORMALLY ON A PC YOU'RE LOOKING AT AND YOU LIKE TO CHANGE THEM ABOUT EVERY FOUR YEARS.

SERVERS ARE NORMALLY SIX, SEVEN YEARS.

YOU'RE LOOKING AT A LIFESPAN.

YES, THIS ONE IS A LOT BIGGER THAN OUR CURRENT ONE.

SO IT'S I LOOKED AT THE AMOUNT OF INFORMATION THAT WE WANT TO ARCHIVE AND PUT DIGITAL FROM OUR PAPER RECORDS, AND THIS WILL COVER EVERYTHING FOR OUR FUTURE NEEDS.

OKAY. ANY OTHER QUESTIONS? COUNCILMAN. THANK YOU.

WORSHIP THROUGH YOU.

I DID SPEAK TO MR. ELMORE ABOUT THIS. THE ONLY QUESTION I DIDN'T ASK HER.

IF I DID ASK, I APOLOGIZE.

I'LL ASK AGAIN. THE AGE OF THE CURRENT SERVER.

THE AGE OF THE CURRENT SERVER WAS PUT IN IN 2017.

OKAY. SO SIX.

AND I GUESS WE'LL FIND OUT THROUGH THE AUDIT PROCESS.

BUT I'M SURE THE AMORTIZATION OVER A PC OR A SERVER NOW IS 3 TO 5.

YEAH. OKAY.

OKAY. THANK YOU. AND THE OTHER QUESTIONS.

COUNCILLOR FLINTOFF.

THANK YOU. WORSHIP THROUGH YOU TO MR. ELMORE. I LIKE THE FACT THAT YOU'RE INSTALLING IT IN HOUSE, BUT MY QUESTION IS ON YOUR REPORT, YOU SAID THEY CAN NO LONGER SERVICE THE OLD SERVER THAT THE CONTRACTS OR DOES THAT AUTOMATICALLY MEAN ONCE YOU GET THE NEW SERVER, YOU'RE BACK UP AND RUNNING IF THERE'S ANY ISSUES WITH THE NEW CONTRACT FOR THAT ? IS THAT LIKE A CONTRACT IN CASE THERE'S AN ISSUE WITH IT OR? YEAH, SORRY.

THROUGH THE WAY SERVER SOFTWARE, EVERYTHING WORKS IN THE IT WORLD IS THEY PUT AN END DATE ON EVERYTHING. SO AFTER A CERTAIN AMOUNT OF TIME THEY JUST STOP PROVIDING YOU WARRANTY, THEY STOP PROVIDING ANY NEW PARTS, THEY STOP PROVIDING ANY SUPPORT, THEY STOP EVERYTHING.

SO OUR CURRENT SERVER, THE END OF LIFE, WAS 2019, SO WE'VE BEEN LIVING ALONG THE WAY.

IT IS, BUT NOW I JUST CAN'T GET ANYTHING FROM THEM ANYMORE.

SO THIS NEW ONE THAT WE'RE LOOKING AT, THERE IS NO END OF LIFE PUT ON IT SO FAR.

EVENTUALLY THEY WILL PUT AN END OF LIFE, BUT AS OF RIGHT NOW, THERE IS NO END DATE.

SO WE'D HAVE A CONTRACT WITH THEM UNTIL THEY DECIDE THEY'RE NO LONGER SUPPORTING THIS PIECE OF EQUIPMENT.

OKAY. THANK YOU.

AND SO THE SERVERS WENT OUT JUST LAST WEEK.

IS THAT WHEN THEY WENT THE HARD DRIVES? YES. YEAH, THAT'S THE PART.

SO THE URGENCY IS TO GET IT IN AS SOON AS POSSIBLE.

WE CAN LIMP ALONG.

YOU'VE MENTIONED IT'S ABOUT THREE WEEKS, I AM HOPING.

YES. WITH CHIPS AND EVERYTHING THAT EVERYBODY'S HAVING PROBLEMS WITH, I'M CROSSING MY FINGERS.

I'VE BEEN TOLD THAT WE'VE BEEN PUT ON A PRIORITY.

OKAY. SO I'M HOPING TO HAVE IT IN PLACE AND WORKING.

RIGHT. OKAY. THANK YOU.

ANY OTHER QUESTIONS? OKAY, LET'S HAVE A VOTE.

ALL IN FAVOR. NONE ARE OPPOSED.

AND THAT IS CARRIED.

OKAY. THERE ARE NO NOTICES OF MOTION.

THERE'S NO CLOSED SESSION BUSINESS.

BYLAWS, BYLAW 9.1 OR SORRY, 9.1 BYLAW 23 DASH 70.

[9.1 By-Law 23-70 ]

WITH RESPECT TO THE POOL UPGRADES AT THE RUBEN THE AQUATIC CENTER.

MAY I HAVE A MOTION THAT BYLAW 23-70 BE PASSED? MOVER COUNCILOR BULL.

SECONDED, COUNCILOR MAN.

ALL IN FAVOR? NONE ARE OPPOSED. THAT'S CARRIED.

[9.2 By-Law 23-71 ]

BEING A BYLAW TO AUTHORIZE AN AGREEMENT WITH BEMIS CONSTRUCTION LIMITED WITH RESPECT TO RESURFACING OF SCOTT ROAD AND FOR LANDFILL AND FOR THE LANDFILL ACCESS ROAD.

MAY I HAVE A MOTION THAT BYLAW 23-71 BE PASSED? A MOVER. COUNCILLOR SEIDEL SECONDED.

COUNCILLOR FLINTOFF.

ALL IN FAVOR? NONE OPPOSED. THAT'S CARRIED.

9.3 BYLAW 2372 BEING A BYLAW TO AUTHORIZE AN AGREEMENT WITH BEMIS CONSTRUCTION LIMITED WITH

[9.3 By-Law 23-72 ]

MAY I HAVE A MOTION THAT BYLAW 23-72 BE PASSED?

[00:55:02]

SECONDED. COUNCILLOR SEIDEL, ALL IN FAVOR.

NONE ARE OPPOSED. THAT'S CARRIED.

[10.1 By-Law 23-73]

WE HAVE A MOTION THAT BYLAW 2373 BE PASSED.

MOVER COUNCILLOR FLINTOFF.

SECONDED. COUNCILLOR SEIDEL ALL IN FAVOR? NONE OPPOSED. THAT'S CARRIED.

ADJOURNMENT. MAY I HAVE A MOTION THAT COUNCIL ADJOURN AT THE HOUR OF 6:25 P.M.? MOVER COUNCILLOR MANN SECONDED.

COUNCILLOR MORRISSETTE ALL IN FAVOR.

NONE OPPOSED. AND THAT IS CARRIED.

THANK YOU VERY MUCH.

* This transcript was compiled from uncorrected Closed Captioning.