MEMORANDUM. Administration. Public Works Committee. Public Works Committee Meeting. A meeting of the Public Works Committee will be held on:

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Suzanna Carter
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1 MEMORANDUM FROM: TO: SUBJECT: Administration Public Works Committee Public Works Committee Meeting A meeting of the Public Works Committee will be held on: 1. Call to Order 2. Adopt Agenda 3. Public Works Carry forward Action List Monday, April 11, 8:30 a.m. R.M. Council Chambers AGENDA 4. Road Maintenance Agreements including Gravel Extraction 5. Speed Reduction Request Division 7 6. Prorated Permit Fee Vanscoy Landfill 7. Adjourn

2 April l7, 2015 Merrill Drainage Ditch A group of area residents addressed Council with concerns regarding the design & repair of a drainage ditch east of Merrill School Road. Public Works Carryforward Action List - CURRENT Administration will further investigate the matter & bring back an update for Council at a future meeting. Council has requested that this item remain on A/L until further consultation with ratepayers. Nov. 2, 2015 Asquith Landfill Closure Council was presented correspondence from the Town of Asquith, notify the R.M. and area residents of the Nov 15 th closure of the Asquith landfill located on the NE W3. Administration is to further investigate options for future waste disposal for area residents. Nov 9, 2015 Clr. Don Lysyshyn from the Town of Asquith attended the Administration Committee meeting to address the closure of the Asquith Landfill. The R.M. and Town continue to work on determining waste disposal options of the R.M. area residents. Dec. 7, 2015 Deadline of Dec. 31, 2016 set to have a facility or arrangements in place for waste disposal/recycling near the former Asquith Landfill site. Exploration into alternate locations for a transfer station are being investigated Page 1 of 3 Printed Date: April 7, 2016

3 Public Works Carryforward Action List - CURRENT Sept 21, 2015 East Cory Light Industrial Park Local Improvement At the August 17 th meeting Council a delegation representing landowners from within the East Cory Industrial Park addressed concerns regarding the road surfaces in the Park. Council directed Administration to obtain estimates on project costs to pave the road surfaces. At the September 21 st meeting Council was presented with paving options for Cory Road, Rock Ridge Road, Cory Lane and Cory Place. Council passed the following motion: That a public consultation process with land owners within the East Cory Industrial Park to determine a level of interest in moving forward with a paving project and preferences for recovery of costs proceed and that the lots owned by the Municipality and MHI be excluded from any frontage levy or special tax. Oct 1, 2015 Administration prepared a mail out to all landowners within the Industrial Park that included information regarding the estimated project cost & inviting them to an RM hosted meeting on Oct. 22 nd regarding the proposed project. Nov 2, 2015 At their meeting it was resolved That Council support the paving of Cory Road, Cory Lane and Cory Place within the East Cory Industrial Park with all revenues being raised through a local improvement to raise revenue to pay for the cost of the project, including financing costs, over a 5 year period, with respect to every benefiting property, excluding the R.M. of Corman Park ER1 and MR1, and that Council pass a borrowing bylaw to authorize the borrowing of the moneys required to fund the entire project, subject to receipt of a valid petition requesting the paving of the road surfaces and final costs. Petition being circulated for landowner support Tender has been placed on the Corman Park website with a link to the SaskTenders website to view it in full. Tender opened March 31, 2016 and closes at 1:00PM on April 11 Page 2 of 3 Printed Date: April 7, 2016

4 Public Works Carryforward Action List - CURRENT Jan. 12, 2016 GPS Solutions Request brought forward regarding the installation of GPS units in municipal equipment Administration to investigate the cost of installing GPS into municipal equipment. At the April 4 th meeting Council deferred the GPS quotes until the presentation can be reviewed by the new Public Works Director who is anticipated to start on May 3, 2016 Jan. 12, 2016 Ice Road Division 1 Concerns from the area residents of Division 1 regarding the repair and buildup of the portion of TWP354 and RR3041 known as the ice road Administration to bring forward solution and cost to build up this portion of road March 7,2016 Permanent Road Closure of 3094 Request from area residents that since the padlocked gates had been torn down by unknown individuals that concrete barriers be put in place at TWP 374 & RR3094 to help deter criminal activities in the area Public works to install Jersey barriers at both ends of the summer road portion of RR3094 between TWP370 to TWP372 and between TWP372 to TWP373 to restrict vehicle traffic to snowmobilers Item to be completed in Spring March 21, 2016 Stop Sign Installation Request for east/west stop sign(s at the intersection of Rge. Rd and Twp. Rd Specifically for the west side where there is a residence with a treed yard right up to the corner. March 21, 2016 Fuel Tender Permission granted to Tender the 2016 Fuel Supply Tender placed on Corman Park website and SaskTenders site on March 24, 2016 and closes on April 20, 2016 with a Public opening at 1:00PM March 21, 2016 Valley Christian Academy Road Administration to assess the portion of TWP Rd 393, VCA Road, from Rge Rd 3050 east to the Town of Osler and determine strategies for improvement. April 4, 2016 Permission to Tender Power Generator Permission granted to Tender one (1 (1 NFPA 110, engine generator for the Grasswood water system. Tender to be advertised on SaskTenders website for Friday, April 15, 2016, and to be closed Thursday, May 5 th, Page 3 of 3 Printed Date: April 7, 2016

5 Public Works Committee April 11, 2016 Reeve and Councillors Re: Road Maintenance Agreements including Gravel Extraction Background Municipalities in Saskatchewan have had the authority to require road maintenance agreements and compensation from haulers since The purpose of these fees is to charge rates that municipalities deem necessary to compensate for road damage and maintenance caused by bulk hauls. Maximum provincial rates for incremental road maintenance and loss of road life were set into regulation in The rationale of the regulation when it was established was to consistently compensate the municipalities for extra road maintenance costs and loss of road life due to damage from significant hauls of bulk goods and materials on municipal roads, while also guaranteeing more uniform rates for heavy haulers. Authority for establishing road maintenance agreements falls under section 22 of The Municipalities Act. The road maintenance and loss of road life rates are to address the incremental costs associated with bulk hauls and not the full cost of maintenance, construction and repair of municipal roads. Declared Quantity Agreements & Extraction Rates Declared Quantity Agreements are reserved for Haulers who transport and/or extract mineral resource material (ie: Gravel, Sand, rock, clay etc. from the RM and are set up to cover the period from January 1 to December 31 every year. Once a route and an understanding of what is going to be hauled and/or extracted, is determined, company contact and haul information is entered into an excel spreadsheet for quick reference. Haulers entering into this type of agreement are required by law to Declare the quantity of material that they have hauled on the RM roads during the designated yearly haul periods. There are two designated declared haul periods yearly, Summer Haul, which runs from the period of the lifting of Spring Road Bans -usually around May 1 until October 31 st yearly and Winter Haul, which runs from November 1 March 15 yearly. Municipalities have the authority to pass a bylaw to charge gravel crushers and extractors a gravel extraction licence fee ( The RM has :Gravel Extraction Bylaw in place.the maximum fee a municipality may establish is calculated by a formula set out in Section 8.1 of The Municipalities Regulations. The formula was implemented in 2008 to provide automatic biennial updates of the maximum rate. Page 1 of 2

6 The maximum gravel extraction licence fee rates for 2016 and 2017, effective January 1, 2016, will be as follows: $0.160 per cubic metre $0.122 per cubic yard $0.086 per cubic tonne $0.080 per ton The maximum fee is increased based on the annual percentage change for the all-items Consumer Price Index (CPI for Saskatchewan for the year, two years before the first year the rate comes into effect. The rate increase for 2016 represents a CPI inflation rate of 0.9 percent in 2013, and 2.0 percent in taken from SARM bulletin notification Fall 2015 Once the seasonal declarations and extraction commodity declarations have been received by Public Works at the end of each season, they are entered into an excel spreadsheet which has been set up to calculate the amounts owed by the haulers with fee rates for distance, tonnage and extraction which are provided by the Ministry of Highways. This spreadsheet is sent to A/R and Haulers are invoiced accordingly. It should be noted that the declarations must be signed by the Haulers and witnessed by either a Notary or a Commissioner of Oaths and are legally binding documents, therefore it is on the onus of the Haulers to make sure that the amounts they are declaring are accurate and truthful. Should the RM determine that the amounts declared were untruthful, the RM does have the ability to suspend the hauling privileges of the hauler in question and legal action could be an avenue pursued. See sample haul agreement and declaration forms Recommendation: Administration recommends that Council accept this as information. Page 2 of 2

7 The maximum gravel extraction licence fee rates for 2016 and 2017, effective January 1, 2016, will be as follows: $0.160 per cubic metre $0.122 per cubic yard $0.086 per cubic tonne $ per ton The maximum fee is increased based on the annual percentage change for the "all-items" Consumer Price Index (CPI for Saskatchewan for the year, two years before the first year the rate comes into effect. The rate increase for 2016 represents a CPI inflation rate of 0.9 percent in 2013, and 2.0 percent in taken from SARM bulletin notification Fall 2015 Once the seasonal declarations and extraction commodity declarations have been received by Public Works at the end of each season, they are entered into an excel spreadsheet which has been set up to calculate the amounts owed by the haulers with fee rates for distance, tonnage and extraction which are provided by the Ministry of Highways. This spreadsheet is sent to AIR and Haulers are invoiced accordingly. It should be noted that the declarations must be signed by the Haulers and witnessed by either a Notary or a Commissioner of Oaths and are legally binding documents, therefore it is on the onus of the Haulers to make sure that the amounts they are declaring are accurate and truthful. Should the RM determine that the amounts declared were untruthful, the RM does have the ability to suspend the hauling privileges of the hauler in question and legal action could be an avenue pursued. See sample haul agreement and declaration forms Recommendation: Administration recommends that Council accept this as information. Page 2 of 2

8 CANADA Province of Saskatchewan HAUL DECLARATION ROAD MAINTENANCE AGREEMENT Primary Provi ncial Highway Weight Standard Company Address TO WIT: I '.J_o_~ E_- i 1_A_ U_w:; _:::_te..., in the City/Town of _ S_A_ <;_r_,_t.t_li_c_;c_j_n_ 1 in the Province of _ 3_ A_ s_ ~_ATi C_H_t:_-:-_V\.; _'_A._rJ make oath and do solemnly declare: That during the 201:{ Winter Haul period, I hauled the following commodities from the following locations over municipal roads under a road maintenance agreement with the RM: Winter Haul Period, November 1 to March 15, until Spring Road Bans are in force Haul Distance on Agreement No. Commodity Quantity (Tonnes Municipal Road (KM 2016-DQ SAMPLE SPitJb Q41000 (p. (?_ and I make this solemn declaration, conscientiously believing it to be true and knowing it is of the same force and effect as if made under oath and by virtue of the Canada Evidence Act. Declarations must be in the RM office no later than March 24 1 h of the current year. Declared before me at."'- : In the Province of, This day of, 20_ Contractor A Commissioner of Oaths/Notary Public in and for, in the Province of My commission/appointment expires

9 EXTRACTION COMMODITY DECLARATION CANADA Province of Saskatchewan TO WIT: Company I,..._, \_,_ - -=- 0-=E~_..H_,_,A~l -'-'- ll..-_e_:::_e, of the C \Ty / 1 c-cu f'-.j of SANTA WC (Cl(S, in the Province of Saskatchewan, do solemnly declare: That during the year 20X.X I hauled the following commodities from the following locations: Quarter Section Township Range Meridian Commodity i.e. Topsoil, Rock, etc. (Cubic Metersffonnes N\r VJ~ SAND and I make this solemn declaration, conscientiously believing it to be true and knowing it is of the same force and effect as if made under oath and by virtue of the Canada Evidence Act. Declared before me at In the Province of this_ day of., 20 Contractor A Commissioner of Oaths/Notary Public in and for, in the Province of My commission/appointment expires _

10 CANADA Province of Saskatchewan HAUL DECLARATION ROAD MAINTENANCE AGREEMENT Primary Provincial Highway Weight Standard Company Address TOWIT:!, in the City/Town of in the Province of make oath and do solemnly declare: That during the 20 Summer Haul period, I hauled the following commodities from the following locations over municipal roads under a road maintenance agreement with the RM: Summer Haul Period: Once Spring Road bans have been lifted by the Ministry of Highways- October 31 Haul Distance on Agreement No. Commodity Quantity (Tonnes Municipal Road (KM 2015-DQ SAMPLE and I make this solemn declaration, conscientiously believing it to be true and knowing it is of the same force and effect as if made under oath and by virtue of the Canada Evidence Act. Declarations must be received at the RM office no later than the first Friday in November of the current year. Declared before me at _ In the Province of this_ day of, 20 Contractor A Commissioner of Oaths/Notary Public in and for, in the Province of _ My commission/appointment expires

Aqreement Information Agreement Number Haul I Haul Hauler Corporate I Contact I Distance Distance Name Name KM Miles Extract! on Fees Yd-.122 Yard or ITonne- Tonne.

11 Aqreement Information Agreement Number Haul I Haul Hauler Corporate I Contact I Distance Distance Name Name KM Miles Extract! on Fees Yd-.122 Yard or ITonne- Tonne.086 I Total Fees ILeaal DescriDtlonhnvolce No. Joe Hauler $ 2, ltonne $ 2, I NW W3 IXXXX $ 2, Total of Invoice for Company X $4,994.26

12 Public Works Committee Item April 11 th 2016 Reeve and Councillors Division 7 Re: Speed Reduction Request Correspondence was received from The Ministry of Highways requesting a speed reduction from 80 km/hr to 70km/hr, to be installed on a portion of Township Road 384, adjacent to the Martensville Interchange. Such a reduction would better sightlines for eastbound motorists approaching the intersection. See attached letter. The Ministry is requesting the RM s approval for the implementation of the above noted speed reduction request. The Ministry would appropriate all sign installation required for the reduction. Recommendation: Council grant permission to Ministry of Highways for speed reduction request at the Martensville Interchange. Page 1 of 1

13 Government 0 Saskat~~ewan February 22, 2016 RM of Corman Park 111 Pinehouse Drive Saskatoon, SK S7K SW! Ministry of Highways and Infrastructure Major Projects Branch Unit 18, 3603 Millar Avenue Saskatoon, Canada S7P 082 RECEIV ED MAR Attention: Rebecca Row Dear Madam: Re: Highway 12 I Martensville Interchange Design - Speed Reduction As part of the Martensville interchange design, we have proposed a vertical alignment along Township Road 384 that el iminates the need to impact existing developed properties west of the interchange. In order to facilitate a design that adheres to Ministry standards, we are asking for the RM of Corman Park's support in reducing the posted speed from 80 km/h to 70 km/h along Township Road 384 adjacent to the Martensville Interchange. Fu11hermore, the reduction in speed will provide an improvement in sightlines as eastbound traffic approaches the intersection. A posted speed of 70km/h transitions well to the posted speed of 50 km/h as the interchange ties back in to Martensville's Main Street. The Ministry is asking for the RM of Corman Park's approval in the implementation of the above noted design. The Ministry would be responsible for the installation of all signing required for this reduction. Please do not hesitate to contact the undersigned should you require any additional information. Yours sincerely, einet1, P. Eng. Senior Project Manager

14 Martensville Interchange MOHi speed reduction request. Legend ~ Adobe Inn d:d Church f Classic Golf Contractors Inc 0 Feature 1 00 Greek Villa Restaurant Martensville ~ Martensville Fire Dept G3 Massage Martensville ~ Maurice Hyde Realty 121 Northridge Centennial Community Centre Rev Motorsports & Marine Saskatoon/Richter Field Aerodrome School

15 Public Works Committee Item April 11 th, 2016 Reeve and Councillors Re: Prorated Permit fee Vanscoy Landfill At the March 7 th, 2016 Council, a motion was made to submit a request to the Vanscoy Council regarding a prorated landfill permit fee. Administration has since received a response from the Vanscoy Council, denying the request for a prorated permit fee. See letter Recommendation: Council receive the letter from the R.M. of Vanscoy as information. Page 1 of 1

16 Floyd Chapple Reeve Rural Municipality of Vanscoy No. 345 Box 187 Vanscoy, Sask. SOL 3JO PH :( FX :( Tony Obrigewitch Administrator April 4, 2016 RECEIVED APR Rural Municipality of Corman Park # Pinehouse DR. Saskatoon, SK. S7K 5Wl A TIN: Adam Tittemore. Dear Adam: Your letter of March 10 1 h was submitted to council at their last regular meeting and they have asked that I reply with their decision. Council feels that the rate is reasonable to cover the added costs that are incurred with the extra usage at the landfills. Further they have decided that they will not prorate the permit fees. If you have any further questions please call. Sincerely: U~rY~ Tony Obrigewitch RMA For the RM of Vanscoy

City Transfer Stations: Loading Services and Fees

STAFF REPORT ACTION REQUIRED City Transfer Stations: Loading Services and Fees Date: March 24, 2009 To: From: Wards: Reference Number: Public Works and Infrastructure Committee General Manager, Solid Waste