HomeMy WebLinkAboutOPD-003-10Leading the Way
~~-~~~ REPORT
OPERATIONS DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION MEETING
Date: Monday, June 21, 2010 ~P~- 3'73'(U
Report #: OPD-003-10 File No.: By-law #:
Subject: MINIMUM MAINTENANCE STANDARDS
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report OPD-003-10 be received;
2. THAT Council approve $35,000 plus tax for sign reflectivity contract to meet the new
2010 Minimum Maintenance Standards; and
3. THAT the cost be expensed against the current budget account #100-36-384-10315-
7112 Traffic Signs -Misc. Operating Expense resulting in an over expenditure in 2010;
and
4. THAT Council recognizes that this cost be included in future annual budgets.
Submitted by:
Fred ath
B.A., R.D. M.R., R.R.F.A.
Director of Operations
Reviewed by:
klin Wu,
Chief Administrative Officer
FH/LP//sh
June 8, 2010
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-0830
REPORT NO.: OPD-003-10
1.0 BACKGROUND
PAGE 2
1.1 In 2001, the Province of Ontario enacted the Municipal Act, 2001 and by
Regulation introduced the Minimum Maintenance Standards (MMS). The
Minimum Maintenance Standards set out required responsibilities for
municipalities regarding snow clearing, pothole maintenance, and other
issues. The standards were developed to provide municipalities with a
legal defense against liability from actions arising with regard to levels of
service. Regulation 239/02, which came into force on November 1, 2002,
contains the Minimum Maintenance Standards
1.2 The Minimum Maintenance Standards under the Municipal Act, 2001 were
amended by Ontario Regulation 23/10, which came into effect on
February 18, 2010. Several of the amendments are significant and will
require the municipalities to review maintenance practices to ensure that
the standards are met. Subsequently, increased documentation and
tracking of maintenance and inspection records will be required.
1.3 The changes to the legislation are not unexpected. Historically major
changes happen during the five year review. Due to the timing of the
changes, the 2010 Municipal budget does not provide for costs that are a
result of these changes.
2.0 CHANGES TO MMS
2.1 The chart below gives a brief view of the change and its effect on
Clarington;
CHANGE EFFECT
Constructive knowledge No effect on Operations
This is a clarification of legal terminology
Winter patrolling Additional training to include slush
Trip and Fall on sidewalks New requirements - 3/4" verses 1
'/z"height differential
Snow accumulation and
icy roads Wording change no effect
Obscured signs New-vegetation control standards
Sign retro-reflectivity New- annual inspection requirements
REPORT NO.: OPD-003-10
2.2 Sidewalks:
PAGE 3
Discontinuity means a vertical difference in height or width caused by a
crack or heaving of the individual panel of sidewalk material. The
minimum standard far the frequency of sidewalk inspection for surface
discontinuities is now once per year, per Section 16.1 (1). Previously,
there was no annual inspection requirement.
Municipalities are now required to treat sidewalk surface discontinuities
that exceed 3/< of an inch (two centimeters) within 14 days after becoming
aware of the fact. Treating a surface discontinuity on a sidewalk requires
taking reasonable measures to protect users of the sidewalk from it,
including permanent or temporary repairs, alerting pedestrian's attention
to it or preventing access to the area. Currently staff will follow up with
any combination of the following treatment methods;
• paint the defective area;
• patch with speed Crete;
• single bay replacement; or
• schedule for following years sidewalk program
2.3 Traffic Signs
The MMS previously required road sign repairs, where signs were illegible,
improperly oriented, or missing. There is now an additional requirement to
repair road signs that are obscured as per the Ontario Traffic Manual
(OTM) Regulations. This will require more vegetation control and tree
trimming as required from patrol notes.
2.4 Regulatory or Warning Signs
Section 12 (1) of this new legislation requires all regulatory signs and/or
warning signs are to be inspected at least once per year for reflectivity.
This is due to the degradation of the retro-reflectivity on signs that occurs
over time. An annual inspection of the retro-reflectivity of signs must be
done in order to ensure compliance with the Ontario Traffic Manual (OTM)
requirements.
2.5 Snow accumulation
The definition of "snow accumulation" in Section 4(6) has been expanded
to include "slush".
REPORT NO.: OPD-003-10
3.0 REFLECTIVITY OF SIGNS
PAGE 4
3.1 Most sign faces are made with a retro-reflective material to enhance the
visibility of signs and their messages at night. The brightness of the sign
is a function of the age of the sign, as well as the size of vehicle, type of
headlamps, and the environmental conditions. In general, the higher the
retro-reflectivity level the brighter the sign will appear to a driver.
3.2 The retro-reflectivity of signs gradually deteriorates over time making signs
less visible at night. As signs lose their retro-reflective properties, their
effectiveness in communicating regulatory and warning messages to
travelers diminishes to the point where signs may not be be seen or read.
4.0 SIDEWALK DISCONTINUTIES
4.1 Historically Clarington has maintained a MMS of 1'/z inches for sidewalk
discontinuities. Changes to the MMS have come after much dissension
from multiple municipalities during talks with Ontario Good Roads
Association (OGRA) working group.
Changes to the legislation could prove to be problematic during the winter
season as a'/< inch deflection is a possible consequence of a frost heave
in any normal winter.
4.2 Operations Department conducts sidewalk repairs within one of five
programs:
• Hot mix asphalt overlay
• Grinding
• Jacking
• Interlocking
• Single bay replacement
Only the single bay replacement is handled in-house. The annual budget
for all five sidewalk repairs programs is $48,000. In addition, Engineering
Services conducts a program to remove and replace longer stretches of
deteriorated sidewalk. Additionally they construct new sidewalks as
required by the ongoing development within the Municipality. The
anticipated cost for 2010 is $285,000.
4.3 Current practices for Sidewalk Inspection are to inspect the Bowmanville
Business Improvement Area (BIA), Newcastle BIA, and Orono downtown
area every year. The remainder of sidewalks within the municipality is
rotated through a three year cycle. However, Clarington has been pro-
active over the last five years which puts us in a better position than some
municipalities.
REPORT NO.: OPD-003-10
5.0 INSPECTIONS
PAGE 5
5.1 Sidewalk
Timing of the new legislation has not allowed enough suitable contractors
to become established and able to meet the requirements of the MMS for
sidewalks in 2010. The Operations Department and Engineering Services
staff has collaborated to ensure that our inspections will be completed
within our current resources.
Staff will be bringing forward a more comprehensive solution to address
the annual inspections of sidewalks including additional staff and/or
contracting out, during the 2011 Budget process.
5.2 Signs
Sign assessment involves the evaluation of a sign's retro-reflectivity by
night time visual inspection or measurement of retro-reflectivity using an
appropriate instrument. Due the nature of these tests and the fact that
there is specialized equipment and training required staff are not qualified
to carry out fhe inspections. This will require a specialized company be
contracted. Preliminary estimates have the pre-tax cost of the service at
$35,000.
6.0 RECOMMENDATIONS
6.1 If the Municipality fails to comply with Minimum Maintenance standards,
then there is no defense against claims submitted. In order to comply with
these new provincial regulations, it is recommended that Council approves
the increase of approximately $35,000 plus tax, to hire a specialized
company to complete the sign assessment as required by the Minimum
Maintenance Standards (MMS) for 2010. The cost will be expensed
against the current budget account #100-36-384-10315-7112 Traffic Signs
-Misc. Operating Expense resulting in an over expenditure of this account
in 2010. That this cost will be required to be included as an additional cost
in future annual budgets.
6.2 Operations Department will continue to maintain and evaluate our current
sidewalk maintenance program and bring forth any budgetary concerns
during the 2011 Budget discussion.
Concurrence: Director of Finance