PUBLIC WORKS ADVISORY COMMITTEE MEETING

Monday July 17, 2017 at 2:30 pm

Sandfield Centre

102 Derby Street West, Alexandria, Ontario, K0C 1A0

AGENDA

1. CALL TO ORDER

2. ACCEPT THE AGENDA (Additions/Deletions)

3. DECLARATIONS OF CONFLICT OF INTEREST

4. ADOPTION OF PREVIOUS MINUTES

5. AGENDA ITEMS

a. Water Works Activity Update - Angela b. Roads Department Capital Update- Mareena c. Roads Department Activity Update - Roch

d. RARE Financial – Linda e. RARE New Production Concept f. g. Matters Pending

6. NEW BUSINESS

7. CORRESPONDENCE

8. NOTICE OF MOTION

9. CLOSED SESSION BUSINESS

10. NEXT MEETING

11. ADJOURNMENT

Public Works Advisory Committee Meeting

Monday June 19, 2017 at 2:30 p.m.

Gary Shepherd Hall

102 Derby Street West, Alexandria, Ontario, K0C 1A0

1. The Public Works Advisory Committee Meeting of June 19, 2017 held at the Gary

Shepherd Hall, was brought to order at 2:30 p.m.

Present: Chair: Brian Caddell Mayor: Chris McDonell Deputy Mayor: Jamie MacDonald Councillor: Carma Williams Councillor: Jeff Manley Councillor: Michel Depratto Member at Large: Kevin Van den Oetelaar C.A.O.: Daniel Gagnon

Public Works Director: Ryan Morton Director of Transportation: Roch Lajoie

RARE General Manager: Linda Andrushkoff Acting Utility Manager: Angela Cullen

Recording Secretary: Micheline Larocque Absent: Councillor: Jacques Massie Member at Large: Ron Aubin

Environmental Manager: Dean McDonald

2. Accept Agenda – (Additions/Deletion)

Additions:

Moved by: Chris McDonell Seconded by: Carma Williams

Moved to accept the agenda.

Carried 3. Declaration – Conflict of Interest

4. Adoption of Previous Minutes Resolution No. 2017-20

Moved by: Chris McDonell Seconded by: Carma Williams

Carried

5. Agenda Items

a. Water Works Activity Update

Resolution No. 2017-21

Moved by: Jeff Manley Seconded by: Jamie MacDonald

The Public Works committee of the Township of North Glengarry hereby receives the Water Works Activity Update presented by Angela Cullen.

Carried

b. Roads Department Activity Update – Roch Lajoie

Resolution No. 2017-21

Moved by: Jeff Manley Seconded by: Jamie MacDonald The Public Works committee of the Township of North Glengarry hereby receives the Road Department Activity Update presented by Roch Lajoie.

Carried

c. RARE Financial – Linda Andrushkoff

Resolution No. 2017-21 Moved by: Jeff Manley Seconded by: Jamie MacDonald The Public Works committee of the Township of North Glengarry hereby receives the RARE Financial Report presented by Linda Andrushkoff.

Carried

d. RARE Plant Capital Update

Resolution No. 2017-21 Moved by: Jeff Manley Seconded by: Jamie MacDonald The Public Works committee of the Township of North Glengarry hereby receives the RARE Plant Capital update presented by Linda Andrushkoff.

Carried

e. Leaf and Yard Waste May 17 - Summary

Moved by: Seconded by: The Public Works committee of the Township of North Glengarry hereby receives the Summary of the Leaf and Yard Waste of 2017 presented by Linda Andrushkoff.

Carried

f. Large Item Pickup

Moved by: Seconded by: The Public Works committee of the Township of North Glengarry hereby receives an update on the Large Item Pickup presented by Linda Andrushkoff.

Carried g. Matters Pending

6. New Business

The Public Works committee of the Township of North Glengarry hereby receive an update on the Regional Water presented by Dan Gagnon.

Moved by: Seconded by:

Carried

7. Correspondence

Moved by: Seconded by: Carried

8. Notice of Motion 9. Closed Session Business 10. Next Meeting: The next meeting July 17, 2017

Carried

13. Adjournment Resolution No. 2017-22 Moved by: Jamie MacDonald Seconded by: Michel Depratto Moved to adjourn the meeting at 3:04 p.m. Carried ________________________________ ______________________________ Micheline Larocque – Recording Secretary Chair – Brian Caddell

Public Works Meeting

Monday July 17th

2017

Roads Department Capital 2017 - Update

Construction Projects

1. OCIF Failed Road Resurfacing (double surface treatment)

The following roads were chosen to receive a double surface treatment by Duncor Enterprises.

Pulverization of the roads listed started on May 30th and the following week on June 7

th the double surface

treatment began. Spring conditions this year proved to cause some issues with the roadways. A few of the

roads being treated had soft shoulders, thus there were a couple of roads that the width was reduced as can

be seen below.

1. Kenyon Concession Rd. 2

[length = 1 km, width = 6.5 m]

2. Loch Garry Rd.

[length = 1.8 km, width = 7.0 m]

3. Kenyon Concession Rd. 4

[length = 2.5 km, width = 7.0 6.5 m]

4. Kenyon Dam Rd.

[length = 1.4, width = 7.0 m]

5. Delorme Crescent

[length = 0.4 km, width = 5.0 m]

6. Hope-Ouimet Rd.

[length = 3.6 km, width = 7.0 m]

7. MacMillan Rd.

[length = 2.2 km, width = 7.0 6.5 m]

The entirety of the project was completed on June 15th. The budget for this project was set to be $422,281

however was combined with the Hardtop Maintenance Program budget of $414,875 for a total of

$837,156. The table below shows the cost breakdown for this project.

Duncor Enterprises Inc. $566,386.18

Atlantic Industries Limited $4,056.18

TOTAL $570,442.36

Balance Remaining $266,713.64

Therefore the remaining balance of $266,713.64 is for the Hardtop Maintenance Program. This budget

would go towards resurfacing a handful of roads in Alexandria which was previously tendered at

$239,263; however this is contingent on the required structure adjustments for the final cost.

2. Gravel Resurfacing

The gravel program commenced on May 23rd

and was completed two and a half weeks later on June 9th.

The following graph displays the total amount of gravel that was supplied on each day that the program

was running. There were 996 loads of gravel supplied by Cruickshank Construction resulting in 25,934.36

tons of gravel.

About 105 km of road surfaces were supplied with gravel where 13,365.72 tonnes and 12,568.64 tonnes

were used in Kenyon and Lochiel, respectively. The pulverization of Vallance Rd. and Kenyon

Concession Rd. 8 were included in the gravel resurfacing program. However due to complications on

Vallance Rd., the pulverization of Kenyon Concession Rd. 8 was postponed.

The 2017 gravel resurfacing budget was established to be $302,640. The table below shows a summary

of the cost breakdown. The final cost of this portion of the capital came in under budget with $16,349.10

remaining.

Gravel $267,269.13

Pulverization $14,070.00

Total (before tax) $281,339.13

HST $36,574.09

Subtotal $317,913.22

Less Rebate $31,622.32

TOTAL $286,290.90

Total Remaining $16,349.10

0

500

1000

1500

2000

2500

3000

Gra

vel

[to

n]

Date

Daily Gravel Distribution

General Fund

3. Loose top Maintenance – dust layer

The dust suppressant program started June 1st shortly after the gravel program began. The graph below

shows the dates and the total tonnes of dust suppressant that were applied each day.

The 2017 dust suppressant budget was determined to be $135,000. The table below shows the cost

breakdown leaving a remaining $25,637.84 of the budget.

Total (before tax) $107,470.61

HST $13,971.18

Subtotal $121,441.79

Less Rebate $12,079.62

TOTAL $109,362.16

Total Remaining $25,637.84

0

10

20

30

40

50

60

Lo

ad

s [t

on

s]

Date

Dust Suppressant Distribution

Updated G/L dated July 11, 2017. For measurement and comparison purposes I’m calculating expenses and revenues as 27 weeks (or 52%) into the fiscal year. Revenues: Overall, after removing grants from projected and actual revenue, total sales are at 66.6% of budget. Fibre prices continue to exceed pricing expectations. With 48% of the year remaining, Old Newspaper (ONP) is already at 81.8% of projected sales. Old Cardboard (OCC) pricing remains at very high levels with OCC revenue at 104% of projected total sales for this year. Plastic prices are slowly starting to recover from a large drop in 2015. We have not sold any new inventory in the past 4 weeks and our plastic revenues remain at 32% of projected sales for 2017. We are getting close to full loads for a couple of the plastic product lines. If we cannot produce full loads for all the plastic product lines before the end of the year, we will explore selling mixed loads. We received our first quarter portion of the Datacall grant from 2016. That deposit was in the amount of $45,350. As noted on our provisional budget we anticipated our annual grant to be $143k, or $35,750 per quarter. We can, therefore, anticipate our 2016 grant to increase from $143k to approximately $181k. This is as a result of an increase in the Producer’s overall contribution for 2016. Expenses: Expenses are holding at 48.77% of the base budget.

Linda Andrushkoff General Manager - R.A.R.E. Township of North Glengarry | Canton de Glengarry Nord 265 Industrial Blvd. Alexandria ON K0C 1A0 T: 613-525-5112 / Direct: 613-525-5113 / C: 613-551-6503 E: linda@northglengarry.ca | W: www.northglengarry.ca

R.A.R.E. 2017 Proposed Budget

Printed: 12/07/20172:04 PM

EXPENSES BaseBudget

G/LYTD

July 11

YTD: G/L+ pendingJuly 11

Account Code Account Description 2017 2017 2017 2016 2015 2014 2013 20121-4-4030-1010 Wages $534,300 $268,046 $268,046 $502,805 $680,955 $549,429 $565,444 $639,2741-4-4030-1110 Benefits $124,000 $56,519 $56,519 $119,887 $143,525 $110,439 $108,838 $121,6701-4-4030-1210 WSIB Claims Paid $0 $0 $0 $0 $0 $0 $0 $01-4-4030-1215 Bad Debts $0 $0 $0 $0 $0 $0 $0 $01-4-4030-1225 Insurance $10,645 $10,645 $10,645 $10,452 $10,062 $9,081 $9,416 $10,1271-4-4030-1505 Ltd Payments $54,500 $27,209 $27,209 $54,418 $54,418 $54,418 $56,405 $159,2801-4-4030-2015 Property Taxes $12,750 $12,400 $12,400 $12,579 $12,313 $12,007 $11,709 $11,1891-4-4030-2020 Health & Safety $500 $276 $276 $715 $430 $730 $308 $4171-4-4030-2021 Work Boots & Clothing $3,000 $1,252 $1,252 $1,602 $3,519 $3,802 $2,413 $3,7591-4-4030-2024 Operating Expenses $45,000 $17,761 $17,761 $36,163 $56,126 $41,018 $52,818 $64,4121-4-4030-2025 Milage & Travel $500 $0 $0 $91 $98 $0 $33 $01-4-4030-2026 Meeting Attendance $250 $0 $0 $0 $0 $0 $180 $3631-4-4030-2035 Conferences/Workshops/Training $3,000 $98 $98 $250 $280 $1,255 $338 $921-4-4030-2049 Cell Phone $750 $269 $269 $702 $706 $1,768 $1,090 $7291-4-4030-2050 Telephone $850 $405 $405 $837 $889 $1,160 $2,971 $4,2431-4-4030-2055 Enbridge $4,400 $1,974 $1,974 $3,058 $3,441 $3,222 $2,799 $3,0751-4-4030-2056 Hydro $45,000 $13,681 $13,681 $38,733 $39,491 $34,073 $27,843 $29,7561-4-4030-2057 Water/Sewer $1,200 $539 $539 $988 $1,216 $1,046 $968 $8531-4-4030-2065 Oil Furnace $0 $0 $0 $0 $0 $0 $0 $01-4-4030-2100 Postage $100 $0 $0 $67 $58 $59 $0 $1571-4-4030-2110 Tools (new code taken from 2366) $2,000 $305 $305 $335 $1,335 $0 $0 $01-4-4030-2120 Office Supplies $750 $223 $223 $1,745 $476 $485 $801 $3,3501-4-4030-2124 Housekeeping & Janitorial Supplies $1,000 $866 $866 $630 $960 $920 $874 $1,2581-4-4030-2125 Wire Material $15,000 $4,532 $4,532 $13,343 $14,461 $8,805 $15,985 $8,9361-4-4030-2130 Computer Expense $750 $530 $530 $1,920 $1,055 $645 $509 $4991-4-4030-2155 Repairs - Magnetic Separator $1,000 $0 $0 $0 $715 $0 $0 $7741-4-4030-2156 Repairs - Conveyor $2,500 $2,176 $2,176 $2,142 $2,348 $1,123 $474 $1171-4-4030-2157 Repairs - Bobcat $20,000 $3,792 $3,792 $21,186 $17,559 $20,447 $15,519 $11,6121-4-4030-2158 Repairs - Recycling Trailor $0 $0 $0 $0 $0 $0 $0 $01-4-4030-2159 Repairs - Vans $500 $0 $0 $0 $0 $0 $0 $01-4-4030-2160 Repairs - Baler $6,000 $208 $208 $18,101 $329 $7,421 $976 $8,0771-4-4030-2165 Repairs - Ballistic/OCC Separator $6,000 $13 $13 $3,823 $5,431 $6,042 $528 $1,1021-4-4030-2210 Legal Fees $2,000 $0 $0 $224 $2,558 $0 $0 $01-4-4030-2223 Consulting Fees $3,000 $0 $0 $0 $3,151 $1,687 $0 $3,1971-4-4030-2300 Advertising $1,000 $31 $31 $506 $776 $918 $1,031 $7471-4-4030-2325 Publicitiy & Promotion $2,500 $671 $671 $1,937 $2,180 $626 $3,341 $6,6051-4-4030-2366 Building/Maintenance/Supplies $8,000 $1,201 $1,201 $8,157 $7,457 $10,461 $6,605 $7,9281-4-4030-2367 Shop Equipment Inventory (new code tak $3,000 $67 $67 $1,508 $3,515 $0 $0 $01-4-4030-2370 Truck Licencing $150 $0 $0 $108 $98 $90 $82 $01-4-4030-2399 Vehicle Maintenance $1,000 $233 $233 $168 $0 $998 $0 $2,0941-4-4030-2400 Gas/Oil/Diesel $7,000 $3,643 $3,643 $6,227 $11,515 $10,805 $11,753 $10,1841-4-4030-2410 Assoc & Membership Fees $1,000 $510 $510 $865 $495 $488 $482 $4761-4-4030-2511 Transportation $2,000 $0 $0 $3,957 $1,440 $100 $2,888 $3,204

Actual Final Values

R.A.R.E. 2017 Proposed Budget

Printed: 12/07/20172:04 PM

EXPENSES, cont'd BaseBudget

G/LYTD

July 11

YTD: G/L+ pendingJuly 11

Account Code Account Description 2017 2017 2017 2016 2015 2014 2013 20121-4-4030-2520 Weighing Charges $1,500 $717 $717 $936 $1,922 $1,119 $2,495 $3,0101-4-4030-3010 Equipment Rental $250 $0 $0 $0 $23 $0 $0 $1481-4-4030-3020 Equipment Purchases - Plant $500 $0 $0 $0 $345 $305 $0 $3581-4-4030-3021 Equipment Purchases - Office $500 $0 $0 $0 $0 $0 $0 $1141-4-4030-4011 Recycling Contractor Fee $0 $0 $0 $0 $0 $0 $0 $01-4-4030-4025 Tipping Fees $0 $0 $0 $0 $0 $0 $0 $01-4-4030-5010 Miscellaneous $750 $70 $70 $142 $147 $179 $669 $9661-4-4030-7424 Purchase - Aluminum $20,000 $13,988 $13,988 $10,907 $14,193 $14,313 $22,599 $13,9131-4-4030-7429 Purchase - Single Stream $0 $0 $0 $0 $0 $0 $1,013 $4,4771-4-4030-7430 Purchase - Cardboard $45,000 $39,575 $39,575 $51,643 $39,286 $46,836 $48,481 $52,4641-4-4030-7431 Purchase - Mixed Plastic $4,500 $1,868 $1,868 $2,476 $3,690 $4,108 $5,725 $7,3291-4-4030-7433 Purchase - Office Mix $0 $0 $0 $0 $0 $0 $0 $01-4-4030-7435 Purchase - Newsprint $7,000 $4,779 $4,779 $8,951 $7,864 $7,446 $12,069 $14,4671-4-4030-7850 Amortization Expense $0 $0 $0 $0 $71,452 $82,347 $55,605 $80,8621-4-4030-7900 Refund - Processing Fees $0 $0 $0 $0 $0 $0 $0 $01-4-4030-9000 Contribution to Reserves $0 $0 $0 $0 $0 $50,074 $11,921 $01-5-4030-8000 Capital $0 $0 $0 $0 $0 $0 $0 $0Total RECYCLING (RARE) $1,006,895 $491,073 $491,073 $945,284 $1,224,303 $1,102,295 $1,065,998 $1,297,664

Actual Final Values

R.A.R.E. 2017 Proposed Budget

Printed: 12/07/20172:04 PM

REVENUES BaseBudget

G/LYTD

July 11

YTD: G/L+ pendingJuly 11

Account Code Account Description 2017 2017 2017 2016 2015 2014 2013 20121-3-4030-3000 Wage Subsidy $0 $5,640 $5,640 $4,615 $0 $608 $4,167 $01-3-4030-7410 Recycling Fees $0 $0 $0 $0 $0 $0 $0 $01-3-4030-7411 Weighing Charges $0 $0 $0 $0 $0 $0 $0 $01-3-4030-7419 Recycling - LCBO Bottle Deposit $35,000 $14,131 $17,291 $34,674 $36,431 $32,382 $35,347 $36,4331-3-4030-7420 Recycling - Farmer Wraps $0 $0 $0 $0 $0 $0 $0 $01-3-4030-7421 Recycling - Grocery Bags $2,500 $1,201 $1,201 $5,355 $9,163 $5,166 $0 $7191-3-4030-7422 Recycling - Tubs & Lids 3 to 7 $16,000 $2,846 $2,846 $12,365 $17,477 $20,002 $16,588 $19,8251-3-4030-7423 Recycling - Other Revenue $500 $140 $140 $220 $2,173 $16,165 $843 $1,3321-3-4030-7424 Recycling - Aluminum $60,000 $14,347 $14,347 $67,519 $70,509 $71,747 $96,917 $94,6901-3-4030-7425 Recycling - Metal $22,000 $14,345 $14,345 $23,148 $17,824 $44,377 $32,395 $42,6431-3-4030-7426 Recycling - Clear Glass $0 $0 $0 $0 $324 $0 $91 $01-3-4030-7427 Recycling - Coloured Glass $0 $0 $0 $0 $0 $0 $0 $01-3-4030-7428 Recycling - Plastic HDPE #2 $40,000 $12,675 $12,675 $32,451 $53,020 $62,923 $46,193 $45,5671-3-4030-7429 Recycling - Pet #1 $50,000 $15,312 $15,312 $46,751 $57,154 $73,921 $87,591 $72,9461-3-4030-7430 Recycling - Cardboard $175,000 $169,567 $182,125 $205,501 $175,899 $187,647 $203,555 $214,5681-3-4030-7431 Recycling - Mixed Plastics 1 to 7 $3,000 $5,797 $4,110 $3,095 $2,235 $4,613 $0 $11,173Memo Item: Total plastic (#1, #2, Tubs & Lids) $109,000 $36,630 $34,943 $94,662 $129,886 $161,459 $150,372 $149,511Memo Item: Total Newsprint (#6 + #8) $150,000 $108,777 $122,726 $191,453 $139,045 $135,651 $143,892 $159,1371-3-4030-7432 Recycling - Newsprint #8 $0 $0 $0 $0 $64,687 $59,248 $71,611 $13,5421-3-4030-7433 Recycling - Office Mix $4,000 $5,758 $5,758 $0 $4,410 $3,965 $3,242 $5,3881-3-4030-7434 Recycling - Used Pallets $0 $0 $0 $0 $0 $0 $0 $01-3-4030-7435 Recycling - Newsprint #6 $150,000 $108,777 $122,726 $191,453 $74,358 $76,403 $72,281 $145,5951-3-4030-7436 Recycling - Gable Tops $3,000 $2,491 $2,491 $3,047 $0 $2,573 $2,926 $01-3-4030-7450 Processing - Hawkesbury $0 $0 $0 $0 $0 $0 $0 $01-3-4030-7451 Processing - Casselman $0 $0 $0 $0 $17,747 $17,379 $17,301 $16,4481-3-4030-7452 Processing - South Glengarry $30,478 $16,284 $14,163 $31,480 $29,838 $29,803 $27,917 $18,9291-3-4030-7453 Processing - North Stormont $31,502 $12,477 $16,284 $28,399 $27,815 $30,080 $28,361 $28,4331-3-4030-7454 Processing - North Glengarrry $62,705 $25,620 $31,918 $58,445 $58,125 $60,711 $59,052 $57,7671-3-4030-7455 Processing - Russell/ABC $90,338 $47,438 $53,572 $99,434 $93,046 $87,465 $87,181 $78,5471-3-4030-7500 Polycoat Containers $0 $0 $0 $0 $0 $0 $0 $01-3-4030-7501 Interest Earned $0 $0 $0 $0 $0 $0 $0 $01-3-4030-7502 Other Income $0 $0 $0 $0 $0 $0 $14 $5001-3-4030-7503 Grants $143,000 $47,022 $47,022 $157,373 $149,380 $147,610 $145,343 $110,7841-3-4030-7850 Sale of Equipment $0 $0 $0 $0 $4,425 $2,800 $12,500 $1,0501-3-4030-8000 Contribution from Reserves $0 $0 $0 $0 $92,989 $0 $0 $285,8801-3-4030-8100 Finance Capital Purchases $0 $0 $0 $0 $0 $0 $0 $611,594Total RECYCLING (RARE) $919,023 $521,868 $563,965 $1,005,325 $1,059,029 $1,037,588 $1,051,416 $1,914,353

Estimated Profit / Loss (Revenues over expenses) $87,872 $30,795 $72,892

Actual Final Values

R.A.R.E. 2017 Proposed Budget

Printed: 12/07/20172:04 PM

Baled Inventory: # of Bales Est. ValueONP - Newspaper 18 1,426$ OCC - Cardboard 68 12,138$ SoldPlastic #1 PET 31 6,715$ Pricing volatile, based on latest 2017 price.Plastic #2 HDPE 13 3,803$ Pricing volatile, based on latest 2017 price.Plastic Tubs/Lids 29 2,639$ Pricing volatile, based on latest 2017 price.Plastic MRP 15 1,070$ May have 1 more load near end of this yearGrocery Bags 31 800$ SoldMetal - Steel 25 4,463$ Metal - Aluminum 48 26,568$ Pricing very volatite - Full load around end of JulyMetal - Pie Plates 5 2,200$ Gable Tops 17 1,290$ Usually one load per year - 1 sold Jan '17SOP - Shredded Offic Paper 12 1,836$ Usually one load per year - 1 sold Feb '17

64,946$