HomeMy WebLinkAboutWD-17-94~' THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
SPECIAL GENERAL PURPOSE
Meeting: AND ADMINISTRATION COMMITTEE File # L~~ -S~~I~I -G~
Date: MARCH 4, 1994 Res.#~~Pl~ _g3~~~
By-Law #
Report #: wn_i z_aa File #:
Subject: CANADA - ONTARIO INFRASTRIICTI7RE WORKS PROGRAM
Recommendations:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1. THAT Report WD-17-94 be received;
2. THAT the Treasurer be authorized, FORTHWITH, to make
application to the Ministry of Municipal Affairs, for approval
under the Federal-Provincial Infrastructure Works Program, for
the projects listed on Attachment No. 2 to Report WD-17-94;
3. THAT the funding for Clarington's share of costs of the
.projects, $1,370,247, be obtained; $600,000 from Lot Levy
Reserve Fund for Community Services, Account No. 5001-35, and
$770,247 be obtained from Lot Levy Reserve Fund for Public
Works, Account No. 5001-36;
4. THAT Council pass the By-law attached to WD-17-94 to authorize
the Mayor and Clerk to execute an agreement with the Ministry
of Municipal Affairs;
5. THAT the Director of Community Services and the Director of
Public Works be authorized to retain the necessary
P.o~°°®.E~.~,.
REPORT NO.: WD-17-94 PAGE 2
consultants,. FORTHWITH, to carry out the necessary design and
preparation of tender documents, for the projects listed on
Attachment No. 2 to Report WD-17-94; and
6. .THAT the Director of Community Services, the Director of
Public Works and the Treasurer review other projects with the
.goal. of being in a position to proceed immediately with the
projects should additional funding become available under the
Infrastructure Program, or if one or more of the projects '
listed on Attachment No. 2 are not approved by the Ministry. of
Municipal Affairs..
REPORT
1.0 A'
No. 1: Guidelines and Requirements for the Funding of
Capital Projects Under Canada - Ontario
Infrastructure Works
No. 2: Recommended Projects and Project Forecast
No. 3: Proposed By-law
2.0 BACKGROUND
2.1 Clarinqton has been given an allotment of $3,750,741 under the
Canada - Ontario Infrastructure Works Program (hereinafter
referred to as the Program). The cost of $3,750,741 is to be
shared one-third by the .Federal Government, one-third by the
Provincial Government and one-third by the Municipality of
Clarington.
3.0 REVIEW AND COMMENT
3.1 Important Guidelines
The guidelines for the Program are attached for Council's
information. Some of the important guidelines are:
a) This is a two-year program. The Canada-Ontario
Infrastructure Agreement requires that 35~ of the total
REPORT NO.: WD-17-94 PAGE 3
two-year allocation be spent by March 31, 1995. No more
than 25~ of total .costs for the program can be incurred
after March 31, 1996. In all cases, all allocated funds
must be used by March 31, 1997.
b) The Program is meant to fund projects that would not
otherwise be undertaken by the local partner in 1994 or
1995. Aggregate federal funding from the Program and any
other federal funding programs cannot exceed one-third of
the total eligible project costs. Any project for which
a local partner has received grants or funding under any
provincial capital program is not eligible for funding
under this Program, except to the extent that a project
is additional to the part of the project that received
such funding.
c) Local partners are encouraged to submit applications as
soon as possible for projects that can be easily and
quickly implemented.
d) Upon project approval a letter of approval will be issued
by the Management Committee, and a Provincial-Municipal
,Agreement will be signed covering such items as financial
arrangements and payment provisions, eligible costs,
financial reporting, audit and inspection provisions,
public information requirements,the project details
including theimplementation of the projects, and
time lines.
3.2 Fiftv Percent to Each of C~•*+~tv Services and Public Works
Staff have agreed to make recommendations to Council based on
the Community Services Department and the Public Works
Department each utilizing about half of the allotment of
$3,750,741.
REPORT NO.: pD-17-94 PAGE 4
3.3 Recommended Proiects
.The recommended projects are listed on Attachment No. 2.
Following is a brief description of the projects:
3.3.1 Courtice Community Complex
The Courtice Community Complex will fulfil a
recognized need for recreational and leisure
facilities to serve the Courtice urban area.
The components as identified by the Courtice
Community Complex Steering Committee will form the
core of the new Recreation Complex comprising a
leisure pool, library, fitness component and a
community hall.
3.3.2 Renovations to Fire/Court Building. Bowmanville
The existing main Fire Department station will be
vacated in the fall with the move to the new
Headquarters of the Fire Department at the
intersection of Highway #2 and Regional .Road 57.
The existing. Fire Station at 132 Church street
could be renovated to accommodate a Seniors Centre.
With the possible addition of a second floor in the
apparatus bays, the Centre could possibly contain a
kitchen, lounge, activities room, meeting rooms and
a multi purpose room as identified in the Senior
Feasibility Study. This project could be complete
by Spring of 1995.
3.3.3 Bowmanville Recreation Complex
The Bowmanville Recreation Complex, Park
Development project will see the development of the
Durham Road 57 and Highway #2 frontage of the
Bowmanville Recreation Complex in accordance with
the master plan presented to Council in 1990. The
REPORT NO.: WD-17-94 PAGE 5
scope of the work will see the establishment of an
elevated terrace or patio to expand the use and
versatility of the Multi Purpose Room. It will
overlook the naturalized pond which will feature a
rock garden and waterfall in summer and artificial
ice for pleasure skating in winter.
3.3.4 Rotary Park, Phase IV
Phase IV of the Rotary Park project, will complete
the development of the former Bowmanville Memorial
Arena site located on Queen Street, Bowmanville.
It will feature a clock tower surrounded by a patio
in summer which can be used for a natural ice rink
in winter. Overlooking the valley will be a
pavilion and paved mall suitable to accommodate
several hundred people for community events. In
addition public washrooms will be provided to serve
visitors to the park and downtown core.
3.3.5 Princess Street/Station Street Orono
This project involves the reconstruction of Station
Street and the construction of a new road from
Station Street to Princess Street, to an urban road
standard including grading, granular base and sub-
base, curb and gutter, hot. mix asphalt paving,
sidewalks and storm sewers. This project also
involves the purchase of land between Princess
Street and Station Street.
Princess Street, which now provide access to the
Orono Park, is very narrow and very steep.. It is
intended that Princess Street will be closed at
Main Street and access to the Orono Park will be
made via Station Street and the new road from
Station Street down to Princess Street.
REPORT NO.: WD-17-94 PAGE 6
3.3.6 Church Street from Libertv Street to Temperance
Street, Bowmanville
This project, which is not included in the proposed
1994 Capital Budget and Four Year Forecast,
involves the reconstruction of Church Street from
Liberty Street to Temperance Street, including
grading,. granular base -and sub-base, curb and
gutter, hot mix asphalt, sidewalks and storm
sewers.
3.3.7 Wellington Street from Libertv Street to Division
Street. Bowmanville
This project., which is not in the 1994 Capital
.Budget and Four Year Forecast, involves the
reconstruction of Wellington Street from Liberty
Street to Division Street including grading,
granular base and sub-base, curb and gutter, hot
mix asphalt, sidewalks and storm sewers.
3.4 Normal Procedure
The normal and best procedure for road projects, such as those
listed on Attachment No. 2, is to do preliminary design and
consultation with the public and other involved parties, such
as Consumers Gas, Clarington Hydro, Bell Telephone, Durham
.Region Works Department, Central Lake Ontario Conservation
Authority and the Ministry of Natural Resources in year one,
land. purchase and utility relocation in year two, and
construction in year three. The guidelines stipulate that the
Program is meant to fund projects that would not otherwise be
undertaken by the local partners in 1994 or 1995. Because of
this requirement, the normal process cannot be followed.
In order to complete the projects as shown on Attachment
No. 1, it is therefore necessary that approval be given to the
REPORT NO.: WD-17-94 PAGE 7
Treasurer to make .application to the Ministry of Municipal
Affairs, FORTHWITH,"and that the Director of Community
Services and the Director of Public Works be given authority
to engage the necessary consultants to start the projects,
FORTHWITH.
3.5 Cash Flow
The Program requires that at least 35 per cent of the cost of
the projects be spent by March 31, 1995. As shown on the
project forecast (Attachment No.2) it is estimated that 85.7
per cent of the money will be spent by March 31, 1995 and that
all of the .money will be spent by the end of June, 1995.
3.6 Applications to be Su~itted as Early as Possible
As noted in clause 3.1 (c) of this Report, local partners are
encouraged to submit applications as soon as possible that can
be easily and quickly iunplemented. This is one of the
criteria which was used in arriving at the recommended
projects.
3.7 Clarington's Share
Based on the allocation of $3,750,741 and the funding of one-
third from each of the Federal and Provincial Governments and
one-third from Clarington, the funding will be as follows:
Federal Government $1,250,247
Provincial Government 1,250,247
Clarington 1,250,247
Plus $120,000 120.000*
TOTALS 53.870,741
It is recommended that Clarington's share of $1,370,247 be
obtained from Lot Levy Reserve Fund for Community Services
approximately ($600,000), Account No. 5001-35 and $770,247 be
obtained from Lot Levy Reserve Fund for Public Works
approximately ($770,247), Account No. 5001-36.
r
REPORT NO.: WD-17-94 PAGE 8
3.8 Creation of Jobs
It is estimated that the projects listed on Attachment No. 2
will result in the creation of about 4,111 person weeks of
employment.
3.9 Simpson Avenue
Report WD-8-94, which dealt with the proposed reconstruction
of Simpson Avenue, was tabled to permit staff to consider it
as a project under the Program. The Simpson Avenue project
will require a Class Environmental Assessment Report, which
requires extensive consultation with the public, Central Lake
Ontario Conservation Authority, Ministry of Environment and
Energy and the Ministry of Natural Resources. In a previous
project, the reconstruction of Ring Street East and Mearns
Avenue, this process took two years to complete. For these
reasons, and in view of the guidelines for the Program, the
Simpson Avenue project was rejected.
The proposed 1994 Capital Budget has $100,000 shown in 1994 to
begin the design process and 'the preparation of a Class
Environmental Assessment Report. Since this process could
take up to two years to complete, it is recommended that the.
expenditure of $100,000 in 1994 be approved.
3.10 Aoreement Required
The guidelines for the Program require that an agreement be
entered into. with the Ministry of Municipal Affairs. The
passing of the proposed By-law attached to this Report will
give the authority to the Mayor and Clerk to execute .the
agreement when it is available.
3.11 I~ookina Ahead
The Program requires that the local partners pay one-third of
the cost of the projects. During this time of restraint and
REPORT NO.: WD-17-94 PAGE 9
zero increases in municipal budgets, it is highly probable
that some municipalities will decide not to become involved
with the Program or may decide to utilize only part of their
allotment. It is therefore probable that more funds will be
made available to municipalities such as Clarington. For this
reason, it is recommended that staff be directed to examine
other projects to be undertaken under the Program with the
goal of being in a position to proceed with the projects on
short notice.
3.12 Scheduling of Works
The proposed 1994 Capital Budget provides for the construction
of storm sewers on Ring Street East from Frank Street to
Ontario Street. This will mean that, if the projects proposed
under the Program are approved, construction will be taking
place on King Street East, Church Street and Wellington Street
in 1994. Under normal circumstances, the construction of
works on all of these streets would not be scheduled in the
same year. We will do everything possible to schedule the
work on these three streets to reduce the inconvenience to
residents as much as possible. However, we will almost
certainly receive criticism for having work done on all three
streets in the same year. This is a price we must be willing
to pay to take advantage of the Program.
Respectfully submitted,
A. Evans, P. Eng.
of Public Works
Reco ded for presentation
to ommittee,
a ie Marano, H.B.Sc., AMCT
Acting Chief
Administrative Officer
P. Caruana, Director
ty Services Department
WAE/wc
March 1, 1994
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Guidelines and Requirements for
the Funding of Capital Projects
Under
Canada-Ontario Infrastructure Works
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ATTACHMENT N0. 1
WD-17-94
Guidelines and Requirements for
the Funding of Capital Projects
Under
Canada-Ontario Infrastructure Works
I. General
Purpose:
Capital funds are being made available by the Government of Canada, the Province of Ontario,
and munidpalities, school boards, and colleges and universities, to renew and enhance Ontario's
physical infrastructure in local communities. These funds are intended to generate short and long-
term employment, promote a competitive and productive economy and accelerate economic
recovery.
Project funding:
The Government of Ontario has allocated the federal and provincial shares of these capital
funds on a formula basis for all municipalities, school boards, colleges; and universities (hereafrer
known as local partners). A single allocation, to be administered by the Ministry of Northern
Development and Mines, w~71 be made for unincorporated areas in the North.
Local partners were informed of their allocations in an information package sent to them on
January 24, 1994.
Municipalities, colleges and universities will contribute one-third of the cost of each project.
Although school boards as a whole will be expelled to wntrbute one third of the total capital
spending, cost sharing ratios for individual school boards will vary based on an adaptation of
existing funding formulae.
Private sector contributions and donations will normally be credited to the local partner's
share to the extent that they add to the local partner's equity. A business case for private sector
participation will be required with the project application. The business case will set out projected
revenue streams and rates of return to the private sector.
This is a two-year program. The Canada-Ontario Infrastructure Agreement requires that 35%
of the total two-year allocation be spent by March 31, 1995. No more than 15% of total costs for
the program can be incurred after March 31, 1996. In all cases, all allocated funds must be used by
March 31, 1997.
Completed, authorized applications should be submitted to the appropriate lead ministry as
shown below. This information will be provided to Industry Canada by the lead Ministry.
Southern Ontario Municipalities
CanadalOntario Infrastructure Works Office
Ministry of Municipal Affair
13th floor, 777 Bay Street
Toronto, Ontario MSG 2E5
Phone: (416) 565-9090
FAX: (416) 585-7639 -
Northern Ontario Municipalities
Sudbury Area: , Thunder Bay Area:
Area Coordinator Area Coordinator
CamdalOntariolnfrastroctureWorks CanadalOntariolnfrastructureWorks
Sudbury Area Office NorthwestArnOfflce -
Ministry of Northem Development and Mines Ministry of Northem Development and Mines
4th floor, 159 Cedar Street Suite 332 435 South James Street
Sudbury, Ontario P3E 6A5 Thunder Bay, Ontario P7E 6E3
Phone: (705)670-7315 Phone: (807) 475-1569
FAX: (705)670-7312 FAX: (807) 475-1589
Timmins Area:
Area Coordinator
Canada/Ontario ]nfraztrocture Works
Timmins Area Office
Ministry of Northem Develdpment and Mines
3rd floor, 60 Wilson Street
Timmins, Ontario P4N 257 -
Phone: (705) 267-8455
FAX: (705) 360-2000
School Boards
Attm Canada/Ontario Ltfrastmcture Works Atm: Canada/Ontario Infrastructure Works
CenmlOntarioRegion - NortheastemOntarioRegion
Ministry of Education and Training Ministry of Education and Training
Heron's Hill Building, Suite 3201 Box 3020, McKeown Avenue
2025 Sheppard Avenue East North Bay, Ontario P1B HK7
Willowdale,OntarioM2J 1W4 Phone: (705) 474-7210-
Phone:(916) 491-0330 Fax (705) 494-9075
Fax: (416) 491-9962
Attn: CanadalOntario Infrastructure Works Attn: Canada/Ontario Infrastructure Works
Eastern Ontario Region Northwestern Ontario Region
Ministry of Education and Training Ministry of Education and Training
1580 Merivale Road, 4th Floor 435 James Street South
Nepean, Ontario K2G 4B5 Thunder Bay, Ontario P7E 6E3
Phone: (613) 225-9210 Phone: (807) 475-1571
Fax: (613) 225-2881 Fax; (807) 475-1550
Approval Process:
A Management Committee has been established to administer the Canada-Ontario Agreement.
This Committee consists of two members appointed by the federal government and two appointed
by the provincial government. The federal and provincial governments have each named a senior
official as co-chair for the Management Committee. In acwrdance with the Agreement, a
representative from the Association of Municipalities of Ontario has also been appointed by the
Minister of Munidpal Affairs to sit on the Management Committee.
All project proposals will be submitted to the Management Committee for approval. Approval
requires the agreement of both the federal and provincial co-chairs. The provincial ministries
administering the program will review project proposals, in consultation with other ministries,
where appropriate, to determine if they comply with program criteria. Projects will be brought
forward by the provincal co-chair to the Management Committee for approval based on the
program criteria. Local partners will be expected to obtain all necessary environmental, technical
and other approvals.
Upon project approval a letter of approval will be issued by the Management Committee, and
a Provincial-Municipal Agreement will be signed covering such items as financial arrangements and
payment provisions, eligible costs, financial reporting, audit and inspection provisions, public
information requirements, the project details including the implementation of the projects, and
timelines
Payments:
To receive allocated funds for approved projects, local partners should claim for eligible vests
that have been incurred (billed or paid). A claim form will be provided at the time of project
approval. Where a local partner claims for expenses incurred but not yet paid, the local partner
will have to provide documentation of actual payment within 90 days of the original claim.
The province will flow two-thirds of these incurred costs to municipalities, colleges and
universities. This two-thirds includes the Federal portion of the program funding. The local
partner will be responsible to cover the remaining one-third of the documented costs of the project.
For school boards the percentage of costs covered by the Federal and Provincial governments has
already been. given to each board.
The Canada-Ontario Agreement requires that costs representing 35% of the total Program
allocation be incurred by March 31, 1995. Therefore, local partners are encouraged to incur and
claim project costs as soon as possible. Since Ontario must incur 85% of the costs associated with
the total Program allocation by March 31, 1996, local partners are required to claim at least 85% of
their approved allocations by January 31, 1996. Exceptions to this requirement will only be made
prior to January 31, 1996. .
Local partners will be required to submit project completion reports along with their last claim
for project expenses.
II. Guide to the Application Form
Summary Information
I. Legal Name of Local Partner
The name of each local partner (municipality, school board, institution or incorporated
group), and that local partner's mailing address, postal code, contact person, phone and
facsimile numbers.
2. Project Name
The name that will be used to identify the project (e.g. County road 83 upgrade).
3. Project Description
A brief description of the project outlining the nature of the undertaking, the work to be done
and the expected result (e.g. resurface and upgrade shoulders of County road 83).
4. Location of Project
A description by lot, wncession, street address or geographic location of the project (not the
local partner's address unless this is the project site). It is mandatory that the postal code for
the project location be included in this section. If the project stretches over more than one
locale, such as a road project, then the postal code for the address nearest the beginning or end
of the road work is satisfactory. If the project occurs at more than one site, all sites should be
described and postal codes should be provided for all sites.
S. Estimated Project .Cost
From Schedule 2, Project Expenditure Forecast, the total of all eligible costs related to the
project.
6. Relationship to Other Government Funding
If this project has been the subject of an application for funding from either the Ontario or
Federal Govermnents please indicate this, the program involved as well as the current status of
the application (e.g. awaiting decision, approved, refused)
7. Proposed Start Date
The date that the first eligible costs related to the project are incurred. Note: No eligible costs
can be incurred before January 24, 1994.
7
1.2 Incrementality -Local partners will need to certify that the proposed project is either
incremental to the approved 1994 capital budget, or represents accelerated capital
investment. This certification may be subject to audit.
Incremental or accelerated investment is defined as:
• a project which the local partner has planned for the future, but the start of work on
the project will be brought forward by at least one year; or
• a project to be implemented in 1994 but not included for funding in its approved 1994
capital budget or a project to be implemented in 1995 but not included in its approved
1995 capital budget; or
• a project which would not have proceeded, or would not have proceeded at the same
rate, without the funding available through this program; or
• that portion of a project to be implemented in 1994 which is additional to the part of
the project included in the approved 1994 capital budget or that portion of a project
to be implemented in 1995 which is additional to the part of the project included in the
1995 approved capital budget.
Local partners must certify that the proposed project to be implemented in 1994 is not
substituting for an eligible qualifying capital investment under the approved 1994 capital
budget, and that the proposed project to be implemented in 1995 is not substituting for an
eligible qualifying capital investment under the approved 1995 capital budget.
1.3 Inhastructure -the creation, renewal or enhancement of local infrastructure: a physical
capital asset instrumental in the provision of public services.
A project which is a phase of a larger initiative may be acceptable, if the project results in
usable infrastructure at the time the project is completed. The costs attributable to the
approved project will be only those reasonably and customarily associated with initiating
and completing the design, planning and construction of the project.
1.4 Consistent with provincial capital .planning practices.
Although project proposals that are brought forward do not have to meet defined selection
criteria of existing provincial capital funding programs, approved projects cannot
contravene federal or provincial polities and practices.
Work funded through the Program must wmply with all federal, provincial and local
requirements relating to construction and renovation projects, as well as comply with all
applicable labour, procurement, environmental and human rights legislation and
standards.
I.5 Operating costs - Any additional operating costs incurred due to this project would be
borne by the local partners, including the full responsibility for the cost of the project's
operation, maintenance and repair. The project proponent shall confirm that the
associated operating and maintenance costs are supportable within the local partner's
projected budget in future years. Where projects would increase service levels or expand
9
. I D Enhancing long-term skills in the workforce -This means that the project would offer
workers an opportunity to develop new or upgraded skills to increase their employability.
Projects meeting this criterion will:
• provide apprenticeship opportunities;
• upgrade skill levels for those employed; or
• provide opportunities for individuals to acquire broad employability skills, thereby
increasing their employability.
I.1 I Enhancing environmental quality and sustainability -This program enables investment
in infrastructure to positively affect the environment.
This criterion can be met by projects which:
• improve community health;
• contribute to conservation of resources; or
• employ technology to reduce or prevent detrimental environmental impacts or effect
system repairs or improvements.
1.12 Innovative financing -These techniques enable a higher level of infrastructure investment
by using alternative funding sources for service provision:
Options may include:
• new pricing mechanisms such as full cost recovery and other economic pricing
methods; or
• the participation of the private sector in the financing or provision of public services.
:~
r:" `JI sumritary;-of-the antitipated impacts of the,projett ts;requir~ed.
1.13 Local Impact -Please summarize the major economic, social and environmental impacts
this project will have on your community or institution. Indicate any additional private
sector projects or initiatives that may proceed because of this project.
i.
2.1 Invoiced Costs -Major Contract
Estimate of major costs invoiced against a contract for goods and services necessary to
implement the project.
2.2 Other Relevant Contract Costs
Other costs that are incurred as a result of the project that are indicated as such by the
local partner and approved by the Management Committee. These costs may include one
timefees for.professionals or specialists engaged in project planning and delivery but not
supported by an ongoing contractual agreement.
2.3 Salaries and Employee Benefits
The salaries and employee benefits for employees engaged solely and specifically to
implement the project must be estimated and reported.
2.4 Equipment
The cost of purchasing, leasing or renting equipment not covered in section 2.1 or 2.2 must
be estimated and reported.
2:5 Other Costs (specify)
Any other administrative costs not covered in sections 2.1 to 2.4 that are a direct result of
the project must be indicated here.
2.6 Total Estimated Project Gross Cost
The total of lines 2.1 through 2.5.
2.7 GST Rebates
Applicable GST (and other) rebate estimates are to be recorded here.
2.8 Total Project Estimated Net Cost.
Line 2.6 minus line 2.7.
13
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ATTACHMENT NO
WD-17-94
' '
..
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW 94-
Being a By-law to authorize the execution of
an Agreement between the Corporation of The
Municipality of Clarington and The Ministry of
Municipal Affairs (the Province).
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS
FOLLOWS:
1. THAT the Mayor and Clerk are hereby authorized to execute, on
behalf of The Corporation of The Municipality of Clarington
and seal with The Corporation's seal, an agreement between The
Ministry of Municipal Affairs (the Province) and the
Municipality.
2. THAT the agreement attached hereto as Schedule "A" forms part
of this By-law.
BY-LAW read a first and second time this 1~'th day of March, 1994.
BY-LAW read a third time and finally passed this 1~F€h day of March,
1994.
MAYOR
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OY
ATTACHMENT N0. 3
WD-17-94