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HomeMy WebLinkAboutAdmin 47-85CORPORATION OF THE TOWN OF NEWCASTLE 40 TEMPERANCE STREET BOWMANVILLE, ONTARIO Fila No'2 LIC3A6 TELEPHONE 623-3379 REPORT TO THE GENERAL PURPOSE AND ADMINISTRATION COMMITTEE MEETING HELD JULY 15 1985 ADMIN. 47 - 85 SUBJECT: IMPROVEMENTS TO PRIVATE WATER SYSTEMS IN THE HAMLET OF NEWTONVILLE, TOWN OF NEWCASTLE RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. That Administrator's report ADMIN. 47 - 85 be received; 2. That staff be authorized to contact affected property owners explaining the Ministry of Environment program and procedures to determine property owner interest; 3. That staff be authorized to make all necessary submissions to the Ministry of Environment with respect to this matter; 4. That the attached Schedule "A" be endorsed as the administrative guidelines to be followed by Town staff with respect to the processing of applications; 5. That the Region of Durham be advised of Council actions. BACKGROUND AND COMMENT: At the:Regional Council meeting of July 3rd 1985, Council adopted the Works Department Commissioner's Report 101-85. The report indicated that based upon surveys conducted, there is insufficient interest for further consideration of a communal water supply system. The report also recommended that the Town of Newcastle be provided with results of the survey should the Town wish to pursue the alternative of repairing or replacing the existing wells in the hamlet. Continued ...../2 v/a6) Admin 47-85 - 2 - July 15, 1985 Given the position of the Region, the Town has two options to consider; do nothing, or to participate in the private well improvement program as sponsored by the Ministry of Environment. To not take any action would retain the option of considering a communal well system sometime in the future. If the Town does participate in the private well improvement program and thereafter there is a need to install a communal system, it will be difficult to obtain Provincial assistance. On the other hand, there is no guarantee that the Ministry Program for private well improvement or the installation of communal system will be continued indefinitely. The well improvement program while administered by the local municipality, is strictly a voluntary program. No one is forced to participate under the program, 85% of the cost of improvements are paid for by the Province. These costs include the drilling of new wells, the grouting of the well, the installation of new lines and pumps, the connection to the internal water supply of the dwelling, inspection services and remedial work on the old wells. It must be stated, that the individual well improvement option is regarded by staff as technically a second best solution. A communal system would provide greater security to the water supply for the hamlet. It is clear, however, that the citizens of the hamlet regard it as a very expensive option. If the individual well improvement program is to work, it will depend on rigorous inspections by the Ministry of Environment or their agents, to ensure that the work is properly done and the constant monitoring of the status of improvements by the homeowner. The Ministry of Environment provides a two-year timeframe for citizens that are eligible to apply and proceed with the improvements. Staff have attached a Schedule "A" which provides an administrative guideline that is relatively easy to administer and at the same time, provides maximum flexibility to the property owner. At the same time, the procedure ensures proper inspection and accounting of the expenditures incurred and the improvements made. For the information of Councillors, I am attaching a copy of the Region's Report on the issue (Report 101-85). Continued ...../3 Admin 47-85 - 3 - July 15, 1985 All of which is respectfully submitted. DSJ/ms Attachment David S. Johnston, M.C.I.P., Chief Administrative Officer. V!•otw) SCHEDULE "A" Vi•dL�) 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 PROVINI;E 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 OWNERICONFIRMS 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;* U II 2 (cl) 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 REPT 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. GUIDELINES — PRIVATE WATER SYSTEM IMPROVEMENTS — NEWTONVILLE Ul•�C�� 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. Ia Regional Municipality of Durham Works Department Commissioner's Report to Works Committee Report 101-85 Date June 25, 1985 Subject IMPROVEMENTS TO PRIVATE WATER SYSTEMS IN THE HAMLET OF NEWTONVILLE, TOWN OF NEWCASTLE Recommendation A. THAT Council be advised that the results of the survey of property owners in the Hamlet of Newtonville indicates insufficient interest for further consideration of a communal water supply system. B. THAT the Town of Newcastle be provided with the results of the Region's survey in case they wish to pursue the alternative to repair or replace the existing wells in the Hamlet. C. That the Ministry of the Environment be provided with a copy of this report for information. Report The following resolution of the Council of the Town of Newcastle, adopted on December 17, 1984, was forwarded to the Region. "2. That the Town of Newcastle forward the consultant's report together with the staff report to the Region of Durham with a request that the Region initiate the necessary process to undertake the construction of a communal water system in the Hamlet of Newtonville to service the long term needs for a reliable water supply. 3. That the Region of Durham be requested to work closely with citizens of the area in developing the communal water system ensuring ample public input. 4. That the Ministry of the Environment be requested to support the installation of a communal water system in the Hamlet of Newtonville by providing maximum available funding to the project." On April 10, 1985, Works Commissioner's Report 51-85 was considered by Regional Council and the following recommendations were approved. "a) THAT the residents of the Hamlet of Newtonville be provided with information indicating the applicable cost and financing of the three alternative solutions to the existing water supply problems and that each owner be requested to return a form indicating their preference to resolving the problems. A4 UI aC�) Page 2 Report 101-85 Date June 25, 1985 Report (continued) b) THAT it be confirmed, that in the event a communal water supply system is selected for the Hamlet of Newtonville, that the standard Regional frontage and connection charges will apply to the benefiting property owners. c) THAT Report No. 51-85 of the Commissioner of Works be referred to the Newcastle-Newtonville Water System Co-ordinating Committee. d) THAT Regional policy be amended to provide that if a communal water system is installed, it shall provide for fire protection capabilities." Following adoption of the above recommendations, the events listed below have taken place: 1. A staff group comprised of representatives of the Town of Newcastle and the Regional Works and Health Services Departments met to consider a draft information package to be issued to the residents of Newtonville. 2. On May 17, 1985, the attached information was mailed to 142 owners of property in the Hamlet. (All owners were advised to return the enclosed form indicating their preferred solution to the water problems by June 14, 1985.) 3. Staff of the above mentioned organizations plus a representative of MacLaren Engineers Incorporated were in attendance at an Information Centre" held on May 29th and 30th at the Newtonville Community Centre from 3:00 p.m. to 8:00 p.m on each day. 4. Approximately forty-three property owners attended the Information Centre on these occasions (a turnout of approximately 30%). To date, the following numbers of forms have been returned. TOTAL NUMBER NO PREFERENCE IN FAVOUR OF WELL IN FAVOUR OF FORMS RETURNED INDICATED REPAIR OR REPLACEMENT COMMUNAL SYSTEM m 0 El 35 Of the 142 letters mailed, the above indicates an overall return of 58%. A total of 60 owners did not return their forms and must be judged to be in favour of no action or opposed to the communal system. Comments received at the Information Centre and on the returned forms indicate that the residents feel strongly about several factors depending on their point of view. Page 3 Report 101-85 Date June 25, 1985 Report (continued) - A total of seventeen owners returning forms indicate the communal system is too expensive for them to afford. - A number of owners indicate a desire to solve their own problems. - Several owners indicate the tests taken recently on their water supply have proven to be negative with respect to pollution. They question the prior test results which indicate problems. - A number of residents expressed concern (both at the information centre and in writing) about the potential source of water, if a communal system were selected. Overall, the results of the Region's enquiry indicates a generally negative response to the communal water supply system. This is borne out in the fact that 57% of the returned forms signify interest in an alternative other than the communal supply and in the fact that 42% of the owners did not return their forms. Consequently, it can be said that only 25% (35 out of 142) are in favour of the communal water supply. In view of the recorded response, it would appear that there is an insufficient number of residents interested in a communal water supply to warrant pursuing the matter any further. It is recommended that the Town of Newcastle be informed of the views of the residents of Newtonville concerning the communal water supply system in case they wish to consider proceeding with the alternative of repairing or replacing the existing wells. Recommended for Presentation to Committee D.R. Evans, P. Eng., C.A.O. L��