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HomeMy WebLinkAboutAdmin 60-85CORPORATION OF THE TOWN OF NEWCASTLE 40 TEMPERANCE STREET BOWMANVILLE, ONTARIO L1 C 3A6 REPORT TO THE GENERAL PURPOSE AND ADMINISTRATION COMMITTEE MEETING HELD OCTOBER 7 1985 ADMIN. 60 - 85 SUBJECT: NEWTONVILLE WATER SUPPLY TELEPHONE 623-3379 RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. That Administrator's report ADMIN. 60 - 85 be received; 2. That the attached material be circulated to affected property owners as a means of establishing interest in the Private Well Improvement Program of the Ministry of the Environment; 3. That the Ministry of the Environment be advised of Council actions. ---------------------------------------------------------------------------- BACKGROUND AND COMMENT: In accordance with Council's earlier directions, staff forwarded a copy of the Administrative Guidelines which were approved at the July 22nd 1985 Council meeting to the Ministry of the Environment. It was not until September 23rd that a formal response was received. The response provided for what was regarded by staff as a significant deviation from the administration of earlier programs. It is appropriate to report this change to Council in advance of contacting local residents. It is the Provincial position as outlined in the September 19th 1985 letter, that Ministry staff would not be responsible for on-site supervision of the Newtonville wells. It is also noted that the Durham Regional Health Unit is not prepared to provide the necessary on-site supervision. The Ministry of the Environment has agreed, however, that should on-site supervision be provided through a consulting engineer, that such cost would be considered as a cost of the project and as such eligible for the 85% subsidy. ADMIN. 60 - 85 -2- Staff have revised the Administrative Guidelines and covering letter that is to be sent to property owners given this directive from the Ministry. With the concurrence of Council, this draft letter and guideline would be sent out on October 14th 1985 with a deadline for response by October 30th 1985. Thereafter a report would be prepared for Council. All of which is respectfully submitted, DSJ:nof att. David. Johnston, M.C.I.P., Chief Administrative Officer CORPORATION OF THE TOWN OF NEWCASTLE Dear Property Owner: 40 TEMPERANCE STREET BOWMANVILLE, ONTARIO LIC 3A6 October 14 1985 �o�a) TELEPHONE 623-3379 As you are probably aware, the Region of Durham, based upon the results of their earlier survey, have decided not to proceed with the construction -of a communal water system for Newtonville. The Council of the Town of Newcastle is now considering whether there is sufficient interest by property owners to warrant the Town's participation in the Private Well Improvement Program of the Ministry of the Environment. This program provides an 85% subsidy to the property owner for well improvements as identified by the Consultant's report. A copy of the consultant's report has been placed in the Newtonville Post Office for your convenience in establishing individual improvements. It has also been established that the inspection costs are also eligible for the subsidy. If you are interested in participating in the Private Well Improvement rogram it is very >mportant ItFat you complete the attached orm an return it to the Town Hall or the Newtonville Post Office prior to October 30th For your information, I have attached the Administrative Guidelines, that have been accepted by the Ministry of the Environment. Thank you for your continued co-operation in this matter. Yours truly, , DSJ:nof David S. nston7, M.C.I.P., att. Chief Administrative Officer ADMINISTRATIVE GUIDELINES FOR PRIVATE WATER SYSTEM IMPROVEMENTS IN THE HAMLET OF NEWTONVILLE THESE GUIDELINES ARE PROVIDED IN AN ATTEMPT TO ASSIST PROPERTY OWNERS IN PARTICIPATING IN THE PRIVATE WATER SYSTEM IMPROVEMENT PROGRAM AS SPONSORED BY THE MINISTRY OF THE ENVIRONMENT. 1. THE TOWN OF NEWCASTLE WILL CONTACT, BY LETTER, EVERY PROPERTY OWNER WITHIN THE STUDY AREA EXPLAINING THE MINISTRY OF THE ENVIRONMENT PROGRAM AND PROCEDURES. THE PURPOSE OF THIS LETTER WILL BE TO ASCERTAIN INTEREST ON THE PART OF THE PROPERTY OWNERS IN PARTICIPATING IN THE PROGRAM. THE LETTER WILL REQUEST A RESPONSE BY OCTOBER 30TH 1985. STAFF WILL ACKNOWLEDGE ALL POSITIVE RESPONSES INDICATING THAT THE TOWN WILL BE CONSIDERING MAKING FORMAL APPLICATION TO THE MINISTRY TO PARTICIPATE IN THE PROGRAM IN 1986 AND 1987. THE TREASURY DEPARTMENT OF THE TOWN WILL ESTABLISH A SEPARATE FILE FOR EACH POSITIVE RESPONSE RECEIVED. 2. GIVEN SUFFICIENT INTEREST THE TOWN WILL MAKE FORMAL APPLICATION TO THE MINISTRY OF THE ENVIRONMENT TO PARTICIPATE UNDER THE PRIVATE WATER SYSTEM IMPROVEMENT PROGRAM. 3. UPON RECEIPT OF FUNDING FROM THE PROVINCE, TOWN STAFF WILL ADVISE PROPERTY OWNERS PARTICIPATING IN THE PROGRAM THAT THEY MAY PROCEED WITH PLANNED IMPROVEMENTS IN ACCORDANCE WITH THE RECOMMENDATIONS CONTAINED IN THE CONSULTANT'S REPORT* PROVIDED THEY CONFORM TO THE FOLLOWING PROCEDURES: A) THE PROPERTY OWNER CONFIRMS WITH THE ENGINEERING CONSULTANT AS TO WHAT IMPROVEMENTS ARE REQUIRED; B) THE PROPERTY OWNER OBTAINS A MINIMUM OF THREE WRITTEN ESTIMATES OF THE COST OF THE WORK AND SUBMITS THEM TO THE TOWN. THE TOWN WILL PROVIDE COPIES OF THESE ESTIMATES TO THE ENGINEERING CONSULTANT. * A COPY OF THE CONSULTANT'S REPORT IS AVAILABLE FOR REVIEW AT THE NEWTONVILLE POST OFFICE u. a C) THE TOWN MUST RECEIVE THE COMMENTS OF THE ENGINEERING CONSULTANT PRIOR TO SELECTING THE SUCCESSFUL CONTRACTOR. THE TOWN CONTACTS THE PROPERTY OWNER WITH RESPECT TO THE ENGINEERING CONSULTANT'S RECOMMENDED CONTRACTOR. D) THE CONTRACTOR IS HIRED BY THE PROPERTY OWNER AND PROCEEDS TO DO THE WORK. * E) THE CONTRACTOR WILL MAKE ALL NECESSARY ARRANGEMENTS WITH THE ENGINEERING CONSULTANT FOR REQUIRED INSPECTIONS. F) THE ENGINEERING CONSULTANT WILL LIAISE WITH MINISTRY OF THE ENVIRONMENT REPRESENTATIVES ON A REGULAR BASIS TO ENSURE THAT THE MINISTRY OF THE ENVIRONMENT PROGRAM OBJECTIVES ARE BEING MET. 4. THE TOWN WILL�SET UP A SEPARATE ACCOUNT IN THE TREASURY DEPARTMENT FOR ALL FUNDS RECEIVED FROM THE MINISTRY OF THE ENVIRONMENT UNDER THE PROGRAM AND PAY CLAIMS IN THE FOLLOWING MANNER: A) THE OWNER MUST PRESENT A PAID INVOICE FROM THE CONTRACTOR (WELL DRILLER) AND PAID INVOICE FROM THE ENGINEERING CONSULTANT TOGETHER WITH A LETTER FROM THE ENGINEERING CONSULTANT INDICATING THAT THE NECESSARY INSPECTIONS HAVE BEEN MADE. THE PROPERTY OWNER MUST ALSO SUBMIT A LETTER INDICATING THAT THEY ARE SATISFIED WITH THE WORK DONE AND THE INSPECTIONS. B) THEREAFTER, THE TOWN WILL MAKE PAYMENT TO THE PROPERTY OWNER OF THE 85 PERCENT SUBSIDY WITHIN 30 DAYS. ALL RECORDS OF APPROVAL AND PAYMENT WILL BE KEPT ON FILE IN THE TREASURY DEPARTMENT. * THE PROPERTY OWNER MAY WISH TO HIRE A CONTRACTOR THAT IS NOT THE LOWEST RESPONSIBLE BIDDER. THIS IS ACCEPTABLE, HOWEVER, THE MINISTRY WILL ONLY SUBSIDIZE 85 PERCENT OF THE COST OF THE LOWEST RESPONSIBLE QUOTATION RECEIVED. GUIDELINES - PRIVATE WATER SYSTEM IMPROVEMENTS - NEWTONVILLE C) IN THE CASE OF HARDSHIP, THE TOWN WILL REQUIRE A RECEIPT FROM THE CONTRACTOR FOR PAYMENT OF 15 PERCENT OF THE COST INCLUDING ENGINEERING CONSULTANT INSPECTION COSTS, TOGETHER WITH A LETTER FROM THE PROPERTY OWNER INDICATING THAT THE WORK HAS BEEN DONE TO THEIR SATISFACTION AND THAT ALL NECESSARY INSPECTIONS WERE CARRIED OUT. A LETTER FROM THE ENGINEERING CONSULTANT INDICATING THAT ALL THE NECESSARY INSPECTIONS HAVE BEEN MADE MUST ALSO BE ATTACHED. THEREAFTER WITHIN 30 DAYS THE TOWN WILL ISSUE A CHEQUE FOR THE 85 PERCENT SUBSIDY. THERE WILL BE TWO CHEQUES ISSUED UNDER THESE CIRCUMSTANCES. ONE WILL BE ISSUED JOINTLY TO THE PROPERTY OWNER AND THE CONTRACTOR, AND A SEPARATE CHEQUE FOR INSPECTION FEES WILL BE PAID TO THE ENGINEERING CONSULTANT. D) WITH THE COMPLETION OF EACH CONTRACT, A CONFIRMATION LETTER WILL BE ISSUED BY THE TOWN CONFIRMING THE COMPLETION OF THE WORK AND FINAL PAYMENT. 5. IN THE SECOND AND FINAL YEAR OF THE PROGRAM, STAFF WILL SEND A SECOND AND FINAL LETTER TO PROPERTY OWNERS WHO HAVE NOT TAKEN ADVANTAGE OF THE PROGRAM, BRINGING TO THE PROPERTY OWNER'S ATTENTION THAT IT IS THE FINAL YEAR OF ELIGIBILITY UNDER THE PROGRAM. ANY NEW APPLICATIONS WOULD BE PROCESSED AS OUTLINED UNDER SECTION 3 AND 4 OF THIS GUIDELINE. 6. CHANGES TO THIS GUIDELINE MAY BE MADE SHOULD ANY CHANGES BE NECESSITATED BY THE MINISTRY OF THE ENVIRONMENT ADMINISTRATIVE PROCEDURES. PRIVATE WELL IMPROVEMENT PROGRAM NAME: ADDRESS: TELEPHONE NUMBER: I AM INTERESTED IN PARTICIPATING IN THE PRIVATE WELL IMPROVEMENT PROGRAM OF THE MINISTRY OF THE ENVIRONMENT IN 1986 1987 I AM NOT INTERESTED IN PARTICIPATING IN THE PRIVATE WELL IMPROVEMENT PROGRAM SIGNATURE OF PROPERTY OWNER OCTOBER 1985 ``:./ Ministry, Ministere of the de Environment I'Environnement Ontario Environmental Approvals and 135 St. Clair Avenue West Project Engineering Branch suite loo 9 9 Toronto, Ontario M4V IP5 September 19, 1985 Project No. 8-0092 Mr. David S. Johnston, M.C.I.P. Chief Administration Officer Corporation of the Town of Newcastle 40 Temperance Street Bowmanville, Ontario L1C 3A6 Dear Mr. Johnston: RE: TOWN OF NEWCASTLE (NEWTONVILLE) REHABILITATION OF PRIVATE WELL SUPPLIES 135 ouest, avenue St. Clair Bureau 100 Toronto (Ontario) M4V IP5 965-1647 Further to my letter dated July 9, 1985, I have to advise you that the Ministry has determined that on-site supervision for the replacement of the Newtonville wells cannot be provided by the Central Region's District Office due to the size and complexity of the project. Also the Durham Regional Health Unit is not prepared to provide the necessary on-site supervision. Therefore, we recommend that on-site supervision should be provided by a consulting engineer. This service cost will be considered as a cost to the project and hence subsidized. RSD/ec cc: G. Mierzynski B. Howieson C.E. Letman Yours truly, L.A. Bosotti Project Supervisor Central and Southeast Regions Project Engineering Section RECEIVED SEP 231985 BY ADMINfSMATOR'S OFFICE ®Ministry of the Environment Ontario Ministere de I'Environnement September 5, 1985 Corporation of the Town of Newcastle, 40 Temperance Street, Bowmanville, Ontario. LIC 3A6 Attention: D. S. Johnston, M.C.I.P., Chief Administrative Officer Dear Dave: d W-) tral Region du ion / IV r�4 139 George Street North 139 nord, rue George Peterborough Ontario Peterborough (Ontario) K9J 3G6 K9J 3G6 705/743-2972 705/743-2972 Re: Hamlet of Newtonville, Private Well Improvement Program Thank you for your letter enclosing administrative guidelines regarding implementation of the private well improvement program. I have forwarded these draft guidelines to R. Dhillon, Project Coordination, Toronto, for his review and comment. We will provide you with our comments as soon as possible. Yours very truly, B. D. Howieson, Senior Environmental Officer, Abatement East Section. BDH:jc cc: R. Dhillon, Project Coordination CORPORATION OF THE TOWN OF NEWCASTLE 40 TEMPERANCE STREET BOWMANVILLE, ONTARIO LiC3A6 TELEPHONE 623-3379 August 19 1985 Mr. Brian Howieson Senior Environmental Officer Ministry of the Environment 139 George Street North Peterborough, Ontario K9J 3G5 Dear Mr. Howieson: On July 23rd 1985 I wrote to you concerning your input with regard to the Newtonvile Administrative Guidelines for participation in the private well improvement program. To date I have not received a response. I would appreciate being advised of the Ministry's position at your earliest opportunity as it is my understanding that there is a deadline of October 15th 1985 for applications for funding under the program. Assuming that the administrative guidelines are workable, we will still have to contact citizens in the area to see if they are interested in participating in the program. Unless we hear from you in the very near future as to the Ministry's position on the administrative guidelines, we may not be able to meet the deadline of October 15th. Thanking you for your co-operation in this matter. Yours truly, DSJ:nof David ton, M.C`1�., Chief inistrative Officer CORPORATION OF THE TOWN OF NEWCASTLE 40 TEMPERANCE STREET BOWMANVILLE, ONTARIO LIC 3A6 July 23 1985 Mr. Brian Howieson Senior Environmental Officer Ministry of the Environment 139 George Street North Peterborough, Ontario K9J 3G6 Dear Mr. Howieson: Subject: Administrative Guidelines, Hamlet of Newtonville Private Well Improvement Program TELEPHONE 623-3379 I would like to take this opportunity to formally advise you that at the July 22nd 1985 Council meeting., Council authorized staff to seek the approval of the administrative guidelines which I have attached. I should hasten to add that at this point in time, Council has not decided to proceed with the private well program. However, Council wished staff to explore with the Ministry of the Environment whether the attached guidelines are acceptable to Ministry officials. Should these guidelines be acceptable, thereafter staff has been directed to contact property owners within the hamlet to see the extent of interest in participating in this program. Thereafter, a report will be made to Council. As there are certain deadlines with respect to applications for funding for 1986, I would appreciate your prompt attention in reviewing these guidelines and forwarding your comments to me at your earliest opportunity. Yours truly ZDSJ:;ministrative nof David ohnston, M.C,I.P., Chief Officer att. SCHEDULE "A" ADMINISTRATIVE GUIDELINES FOR PRIVATE WATER SYSTEM IMPROVEMENT IN THE HAMLET OF NEWTONVILLE THESE GUIDELINES ARE PROVIDED IN AN ATTEMPT TO ASSIST PROPERTY OWNERS IN PARTICIPATING IN THE PRIVATE WATER SYSTEM IMPROVEMENT PROGRAM AS SPONSORED BY THE MINISTRY OF THE ENVIRONMENT. 1. THE TOWN OF NEWCASTLE WILL CONTACT, BY LETTER, EVERY PROPERTY OWNER WITHIN THE STUDY AREA EXPLAINING THE MINISTRY OF ENVIRONMENT PROGRAM AND PROCEDURES. THE PURPOSE OF THIS LETTER WILL BE TO ASCERTAIN INTEREST ON THE PART OF THE PROPERTY OWNERS IN PARTICIPATING IN THE PROGRAM. THE LETTER WILL REQUEST A RESPONSE BY SEPTEMBER 30TH, 1985. STAFF WILL ACKNOWLEDGE ALL POSITIVE RESPONSES INDICATING THAT THE TOWN WILL BE MAKING FORMAL APPLICATION TO THE MINISTRY TO PARTICIPATE IN THE PROGRAM IN 1986 AND 1987. THE TREASURY DEPARTMENT OF THE TOWN WILL ESTABLISH A SEPARATE FILE FOR EACH POSITIVE RESPONSE RECEIVED PRIOR TO OCTOBER 15TH, 1985- 2. THE TOWN WILL MAKE FORMAL APPLICATION TO THE MINISTRY OF ENVIRONMENT TO PARTICIPATE UNDER THE PRIVATE WATER SYSTEM IMPROVEMENT PROGRAM PRIOR TO OCTOBER 15TH, 1985- 3. UPON RECEIPT OF FUNDING FROM THE PROVINCE TOWN STAFF WILL ADVISE PROPERTY OWNERS PARTICIPATING IN THE PROGRAM THAT THEY MAY PROCEED WITH PLANNED IMPROVEMENTS IN ACCORDANCE WITH THE RECOMMENDATIONS CONTAINED IN THE CONSULTANT'S REPORT PROVIDED THEY CONFORM TO THE FOLLOWING PROCEDURES: A. THE PROPERTY OWNER 'CONFIRMSI'WITH THE MINISTRY OF ENVIRONMENT OFFICIALS WHAT IMPROVEMENTS ARE REQUIRED; B. THE PROPERTY OWNER OBTAINS A MINIMUM OF TWO WRITTEN ESTIMATES OF THE COST OF THE WORK AND SUBMITS THEM TO THE TOWN:.AND THE MINISTRY OF ENVIRONMENT FIELD OFFICE; C. THE PROPERTY OWNER MUST RECEIVE THE COMMENTS OF THE MINISTRY OF THE ENVIRONMENT PRIOR TO ACTUALLY HIRING THE CONTRACTOR;* /2 GUIDELINES - PRIVATE WATER SYSTEM IMPROVEMENTS - NEWTONVILLE D. THE CONTRACTOR IS HIRED BY THE PROPERTY OWNER AND PROCEEDS TO DO THE WORK; E. THE PROPERTY OWNER WILL MAKE ALL NECESSARY ARRANGEMENTS WITH THE MINISTRY OF ENVIRONMENT OFFICIALS FOR ALL NECESSARY INSPECTIONS. SUCH INSPECTIONS WILL INCLUDE THE DRILLING AND GROUTING OF NEW WELLS AND THE SECURING OF CURRENT WELLS. * THE PROPERTY OWNER MAY WISH TO HIRE A CONTRACTOR THAT IS NOT THE LOWEST BIDDER. THIS IS ACCEPTABLE, HOWEVER, THE MINISTRY WILL ONLY SUBSIDIZE 85 PERCENT OF THE LOWEST QUOTATION RECEIVED. 4. THE TOWN WILL SET UP A SEPARATE ACCOUNT IN THE TREASURY DEPARTMENT FOR ALL FUNDS RECEIVED FROM THE MINISTRY OF ENVIRONMENT UNDER THE PROGRAM AND'PAY CLAIMS IN THE FOLLOWING MANNER: A. THE OWNER MUST PRESENT A PAID INVOICE FROM THE CONTRACTOR (WELL DRILLER) TOGETHER WITH A LETTER INDICATING THAT THE NECESSARY INSPECTIONS HAVE BEEN MADE TO THE PROPERTY OWNERS SATISFACTION. B. THEREAFTER, THE TOWN WILL MAKE PAYMENT TO THE PROPERTY OWNER OF THE 85 PERCENT SUBSIDY WITHIN 30 DAYS. ALL RECORDS OF APPROVAL AND PAYMENT _WILL;BE-KEPT ON 'FILE IN THE TREASURY DEPARTMENT. C. IN THE CASE OF HARDSHIP, THE TOWN WILL REQUIRE A RECEIPT FROM THE CONTRACTOR FOR PAYMENT OF 15 PERCENT OF THE COST, TOGETHER WITH A LETTER FROM THE PROPERTY OWNER INDICATING THAT THEY ARE SATISFIED THAT ALL NECESSARY INSPECTIONS WERE CARRIED OUT. THEREAFTER, WITHIN 30 DAYS, THE TOWN WILL ISSUE A CHEQUE FOR THE 85 PERCENT SUBSIDY. THE CHEQUE, UNDER THESE CIRCUMSTANCES, WILL BE ISSUED JOINTLY TO THE PROPERTY OWNER AND THE CONTRACTOR. - 3 GUIDELINES - PRIVATE WATER SYSTEM IMPROVEMENTS - NEWTONVILLE D. WITH THE COMPLETION OF EACH CONTRACT, A CONFIRMATION LETTER WILL BE ISSUED BY THE TOWN CONFIRMING THE COMPLETION OF THE WORK AND FINAL PAYMENT. 5. IN THE SECOND YEAR OF THE PROGRAM, STAFF WILL SEND A SECOND AND FINAL LETTER TO PROPERTY OWNERS WHO HAVE NOT TAKEN ADVANTAGE OF THE PROGRAM BRINGING TO THE PROPERTY OWNER'S ATTENTION THAT IT IS THE FINAL YEAR OF ELIGIBILITY UNDER THE PROGRAM. ANY NEW APPLICATIONS WOULD BE PROCESSED AS OUTLINED UNDER SECTION 3 AND 4 OF THIS GUIDELINE. 6. CHANGES TO THIS GUIDELINE MAY BE MADE SHOULD ANY CHANGES BE NECESSITATED BY THE MINISTRY OF ENVIRONMENT ADMINISTRATIVE ( PROCEDURES.