That the Corporate Services and Economic Development Committee confirm the Minutes of the 03 March 1998 meeting and the Minutes of the 03 March 1998 Joint Corporate Services and Economic Development Committee/OC Transpo Commission meeting.

Councillor G. Hunter expressed concern about the cost of the project, noting the amount represents $100,000+ per kilometer for design and construction only. He asked what measure of performance or costing was used to arrive at this amount. The Director, Engineering Division, Environment and Transportation Department, Jim Miller, said the consultant did some work at the preliminary feasibility stage and this preliminary operational review gave the department an indication of the scope of work.

He added that the work will be undertaken within an existing right-of-way and a pumping station and these factors make the job more complex and bring costs up to the magnitude before Committee.

Councillor Hunter pointed out that since there is a major public right-of-way along the Transitway, seemingly the work would not be so complicated if performed at that location. Mr. Miller concurred, however he indicated that the RMOC does not have a corridor in the section from Highway 17, Queensway to Baseline Road. The consultant will also be exploring directional drilling in an heavily built-up-up area to minimize surface impact. Mr. Miller posited that the long-term benefits of less disruption will make the project more successful.

In response to a further question from Councillor Hunter about whether design costs will be reduced, Mr. Miller said the cost of drilling and soil samples is included in the amount. He added that the department is asking for the authority to work within an upset limit and will not spend money it does not have to spend. Mr. Miller also noted that 10% of total project costs is not out of the order of magnitude, given that a pumping station is part of the works.

Councillor M. Meilleur indicated she also found the costs were high, given that there appear not to be too many geographical barriers in that area. Mr. Miller said the project includes geotechnical work, a sub-consultant for landscape architecture and professional services related to noise abatement. He added this is not just pipeline work; there are other auxiliary services and electrical work as well, all in an area that is well-developed.

Councillor Meilleur wanted to know whether the contract had been tendered. Mr. Miller explained that the RMOC does not tender professional services; four consultants were considered: the timing and the expertise of the chosen firm led to their being recommended for the project.

In response to a further question from Councillor Meilleur, the Environment and Transportation Commissioner, M. Sheflin, provided additional details on the RMOC’s standard process for hiring consultants. When asked whether professional firms could appeal the selection, Commissioner Sheflin replied in the affirmative, however he noted this is generally not done. He added that the industry has said the RMOC’s process is the preferred approach.

Councillor A. Loney asked when the exact location of the pumping station would be known and how neighbourhood concerns would be addressed. Mr. Miller said the concept calls for the station to be near the eastbound on-ramp to the Queensway, on a parcel of land on the south side of the Queensway: the normal public participation process will be followed.

Councillor R. Cantin suggested that future reports of this nature include precise location maps, to help the Committee better visualize the project. He referred to the construction of Highway 416 and he asked whether taking water out of the ground would contribute to cracked foundations in a built-up area. Mr. Miller said the detailed engineering design will address this question. In response to a further question from Councillor Cantin about the location of the pumping station, Mr. Miller said the Water and Wastewater Master Plan identified the diversion, the approximate sizes of the boundary diversions and the approximate location of the pumping station.

Councillor Hunter asked if there is a mechanism to determine whether the RMOC gets as much value-for-dollar as other municipalities across Ontario for professional services. Commissioner Sheflin indicated that industry representatives appear before a committee of the Regional Engineers group on a regular basis to compare notes across the Province. He added that clients are seeking firms with ingenuity and an approach, as opposed to a "cookie-cutter" solution, and ways to resolve problems up-front to minimize operating costs.

Chair R. Chiarelli asked whether there is a "rule-of-thumb" for design as a percentage of total contract price. Mr. Sheflin replied that the total average cost for all activities is approximately 20%; the design portion can vary between 6 and 10% depending on the complexity of the project. Chair Chiarelli spoke about complaints made by professionals about Queen’s Park becoming more market-oriented and aggressively negotiating professional service contracts to a 2% range. He suggested staff might want to look at ways of creating additional competition along the same lines as provincial ministries are doing. Commissioner Sheflin said the department continually consults with the industry because the Region wants to be perceived as a judicious buyer and a good client that treats everyone fairly.

The Committee then considered the departmental recommendation:

2. TRAIL ROAD LANDFILL SITE - HOUSEHOLD SPECIAL WASTE DEPOT - WASTE HANDLING AND DISPOSAL (TENDER NO. 0906-74-T1/98)

Councillor R. Cantin asked whether it would be feasible to have a special waste depot to accommodate residents of the east end of the RMOC. The Director, Solid Waste Division, Pat McNally, provided a brief history of the development of household special waste depots and the move to create a more permanent facility to handle the flow of vehicles and the handling and bulking of materials collected. In establishing a permanent depot, the movability of the depots around the Region had to be sacrificed. Mr. McNally noted that the report deals with the removal of materials from Trail Road; staff will be reporting to the Planning and Environment Committee on the handling of hazardous wastes, including the use of mobile depots and the "Take It Back" Program staff are trying to promote.

Councillor Cantin said his concern was that hazardous material will end up at the landfill or in sewers if people cannot get it to Trail Road. He spoke in support of establishing a permanent site in the east end as opposed to temporary depots and he asked that staff consider a site even if it is on private property.

Councillor D. Beamish pointed out there are two possible sites in the east, the Drain-All facility and the Sewer-Matic facility, both of which are equipped to handle material on-site. Mr. McNally indicated this would be a possibility if consideration is given to using private sector facilities for this purpose.

In reply to a question from Councillor A. Loney, Mr. McNally said the contract before Committee is established on unit prices and should allow staff the flexibility to negotiate any adjustments, if necessary.

Councillor M. Meilleur said she could support a facility in the east end regardless of whether it was permanent or temporary. She expressed a desire to see depots set up in more locales in Ottawa-Carleton, in response to requests from the public and to assist persons who do not have vehicles to dispose of hazardous waste.

Councillor R. Cantin pointed out that, earlier this year, staff were given a direction to facilitate discussions between two landowners to resolve a question of access to both properties from March Road. He asked whether approving the recommendation at this time would preclude a resolution of this issue. The Councillor added that, should this be the case, he would move that the matter be referred to the Transportation Committee for resolution. The Environment and Transportation Commissioner, M. Sheflin, indicated that the development of the intersection because of the rapid growth of Newbridge Corporation has to proceed on its own, and a solution to the access problem still has to be found. The Director, Engineering Division, J. Miller added the recommendation before Committee is only for design, and does not represent approval of the design: a report on the matter of access will be presented to the Transportation Committee on 6 May 98.

Councillor D. Beamish asked whether $72,000 is a normal cost to design one intersection and what the total provision of $161,000 represents. Commissioner Sheflin indicated the costs represent work for an additional intersection at the Newbridge facility, over and above the project currently underway. He added that what is costing extra money is all the extra input being requested to resolve problems along this roadway. Councillor Beamish wanted to know what would likely be the increase in construction costs. Mr. Sheflin said that, should there be agreement about an access alongside the bowling alley, the approximate cost would be $70,000; redesigning the actual roadway or removing/widening the median would cost considerably more. Mr. Sheflin added, in reply to Councillor Beamish’s concern about the $72,000 requested, that looking at various alternatives, as the public wants the department to do, is what costs extra money.

The Regional Chair, R. Chiarelli, made reference to comments made by some Councillors about not understanding a response from staff to an item before them. Chair Chiarelli expressed the concern that leaving matters unresolved will build over time and lead to serious communication problems. Concerns expressed about particular issues should be followed up and if it is felt staff are not responding, this should not be ignored. It is incumbent on Committee members to take the initiative to resolve matters, to find out exactly what is happening to the contracts and why costs are increasing. Chair Chiarelli said his intent was not to undermine questions that are genuine and substantive but to point out the need to resolve matters left unresolved.

Councillor Meilleur wanted to clarify an earlier comment she made about professional contracts being let without a public tender process. She said her intent was not to question the honesty of staff but to try to understand the process. She added that she will seek additional clarifications and may want to influence change in the process if she feels this is what is required.

Councillor Beamish expressed his frustration with the fact that staff don’t seem to respond to questions from Committee members. Chair Chiarelli said he would be happy to arrange a meeting with senior staff to resolve these differences and misunderstandings.

That the Corporate Services and Economic Development Committee and Council approve the pre-commitment of 1998 funds to extend the services of the Human Resources Information System (HRIS) programmer consultant from RHI Consulting to an upset limit of $110,000.

10. LAND ACQUISITION- 8 BURGESS AVENUE: WEST TRANSITWAY EXTENSION PROJECT, PHASE I: OWNERS, JOHN & INA LOOSEMOORE

11. Proposed meeting of the CORPORATE SERVICES AND ECONOMIC DEVELOPMENT COMMITTEE WITH THE OTTAWA-CARLETON POLICE SERVICES BOARD

Councillor D. Beamish pointed out that the proposal from the Police Services Board (PSB) was substantially different from the request made by the Corporate Services and Economic Development Committee at the 3 Mar 98 meeting. He asked whether staff could provide additional details regarding the Board’s discussion of this matter at its 23 Mar 98 meeting.

The Director, Finance and Administration, Ms. D. Frazer, described the budgetary process envisioned by the PSB. On Monday 20 April, the Board will consider a list of options towards a final resolution of the police services budget and will present a summary of those recommendations to the CS&ED on 21 April. Ms Frazer added that the format on 20 April will include a public Open House and public input session and the results of these deliberations will be brought forward on 21 April.

-Co-ordinator, 9-1-1 Management Board/ Advisory Committee’s report dated 25 Mar 98

Councillor A. Loney asked why there should be continued representation on the Land Division Committee of a municipality with its own Committee of Adjustment. The Regional Clerk. Mary Jo Woollam, clarified that the request made by Mr. Morwick to remain as a representative was endorsed by Mayor Brian Coburn and Cumberland Council. Councillor R. van den Ham said the rationale behind the reappointment was that it was felt it would be beneficial to the entire process to have a neutral participant and the fact that the Village of Rockcliffe Park did not wish to appoint a representative provided an opportunity for Mr. Morwick to be that person.

Councillor P. Hume brought forward a Motion asking that the RMOC get out of the land division "business". He pointed out that what is currently being provided and paid for is a function that serves only the four municipalities that compose the Rural Alliance (Goulbourn, Osgoode, Rideau and West-Carleton) at a net program cost of $126,000. He noted the Rural Alliance has said it can easily accommodate the Land Division process within their Committees of Adjustment, therefore those responsibilities should be delegated to them.

Responding to a question from Chair R. Chiarelli, the Planning and Development Approvals Commissioner, Nick Tunnacliffe, said Council could delegate the function but the municipalities have to willingly accept. He added that preliminary discussions at the staff level have shown that some municipalities would be unwilling to take it on. Chair Chiarelli proposed the Motion be amended to say that any transfer of responsibility would be subject to approval requirements on the part of local municipalities.

In reply to a question from Councillor R. Cantin about municipalities paying for the service, Commissioner Tunnacliffe indicated that fees are charged, and represent approximately 78% of the $126,000 cited. This amount represents the cost to the Planning Department because the revenues generated are returned to consolidated revenue funds.

Further to a suggestion from Councillor van den Ham that the application fees be increased to make the function revenue-neutral, Mr. Tunnacliffe indicated this option could be discussed during the Planning Department’s budget deliberations on 28 April.

Councillor Loney moved that the matter be referred to the Planning Department budget deliberations. He expressed his belief the Region’s planning process is very pertinent to the rural municipalities and should not be eliminated at this stage. He added he did not want to engage in a planning argument and if the goal is to achieve revenue neutrality, this matter should be dealt with as part of the budget deliberations

Discussion focused on a concern expressed by Chair Chiarelli as to whether deferring this matter would mean having to appoint members for a short-term in order to have a legally-constituted committee. Councillor Hume said he would not support deferral. He pointed out that, if regional planning were so important, every municipality would be part of the Land Division Committee: since many have elected to withdraw and Council has allowed this, the RMOC must now show political intent and indicate its willingness to delegate the function as a way of saving money for the taxpayer.

Councillor Loney clarified the matter was not being deferred but rather referred to the Planning and Environment Committee budget deliberations, since it is both a planning and budgetary item. Councillor M. Meilleur said she could not support this course of action, suggesting that the matter should be referred to the Planning and Legal Departments for a report back on possible courses of action.

Pursuant to these comments and observations, the Committee approved the following:

Moved by A. Loney

The Committee heard from Mr. Scott McClelland, General Manager, World Clydesdale Horse Show and Trade, who introduced Mr. Stan Carruthers, Chairman and President and Mr. Ron Hayes, Vice-President of the Board of Directors. Mr. McClelland stressed the potential economic benefits of this event to the RMOC as a whole, as well as to the Township of West Carleton and the cities of Kanata and Nepean in particular.

Councillor R. van den Ham inquired about the $15,000 already received for this event, specifically what these funds have produced. Mr. McClelland indicated the funds were used to develop the business plan and to prepare the report before Committee. In addition, a booth was assembled and will travel to other venues to promote the event. Councillor van den Ham asked what had prevented the show from being held within the original time-frame proposed. Mr. McClelland said the biggest problem is finding the base seed money to put together a program that will allow organizers to sell sponsorships and to pre-sell tickets. He added that organizers are in a "Catch-22" situation because potential sponsors are saying they will become involved when a loan guarantor is found and when the RMOC is involved in the project.

Responding to questions from Councillor G. Hunter, Mr. McClelland said organizers have based their projections on 100,000 participants, for a five-day show, with 60% coming from the RMOC (within a 200-mile radius) and the remainder from farther away. He indicated the original plan did not call for the pre-sale of tickets (passports), however this will be done to generate revenues. Mr. McClelland added that a number of connected events do not appear on the business plan: they will be self-sustaining and provide additional revenues. One of these events is a Trade (Auction) to be held at the Carp Fair Grounds, the only venue with a ring capable of handling this size of operation.

Mr. Stan Carruthers, Show Chairman, described a number of events connected to the trade aspect of the show; horse and equipment sales, a youth conference, seminars, drug company promotions and the participation of the Ontario Government. He spoke about attending a similar show in Louisville, KY in 1997, where between 20-30,000 people per day participated. Mr. McClelland added that a craft fair is planned as well as social events, including three evening concerts; the world-record holding 50-horse hitch will also be part of the event.

The Regional Chair, R. Chiarelli asked about the status of the Clydesdale horse business in North America and to what extent people from around the world would want to come to a show in Ottawa-Carleton. Mr. Carruthers indicated that expressions of interest have been received from as far away as Australia. He noted this would be the first show of its kind in an area that is a hotbed of registered livestock. The annual Carp Fair has the finest showgrounds in North America; the champion Clydesdale stallion is in Richmond and the champion mare is in Vars (Cumberland). Mr. Carruthers expressed the view the time is right for the Clydesdale breed to have its own show in North America and organizers want the economic benefits from the show to remain in the area. Chair Chiarelli inquired about the interest of sponsors to-date. Mr. McClelland reiterated that those approached have been receptive, however they generally indicate their preference for seed money to be in place before making their own commitment.

Councillor B. Hill began by saying that country fairs are over one hundred years old and draw hundreds of thousands of participants every year. She pointed out that tourism is one of the biggest industries in Ottawa-Carleton; the group before the Committee is trying to get seed money to organize a major event, to put together promotional kits that will attract corporate sponsorships and sell tickets. Councillor Hill added that other municipalities will benefit from the tourism and the business generated by this event and she asked that the Committee support the request.

That the Corporate Services and Economic Development Committee recommend Council approve, at its next meeting, funding for the Ottawa-Carleton Wildlife Centre’s public Hotline Service in the amount of $51,100.

Councillor W. Stewart pointed out there is some urgency in dealing with this matter, as the Wildlife Centre must hire staff within the next few weeks if it is to operate and continue to provide service to Ottawa-Carleton residents this year. She put forward the following Motion:

CARRIED

Councillor P. Hume said he had originally requested this information in response to the Rural Alliance’s position on road maintenance costs, as outlined in the report entitled "A Response to an Evaluation by Staff of the Regional Municipality of Ottawa-Carleton of the Rural Alliance Scenarios" (26 November 1997). The Councillor noted that, since he has been unable to get the information, he was putting forward the following Motion:

Councillor Hume cited the figure quoted by the Township of West Carleton for road maintenance per lane kilometer, and he indicated that, for an average of 225 lane kilometers, the saving would be approximately $1 million. The Councillor said that, if these savings can be effected, it is incumbent on the Region to see whether the Rural Alliance is willing to enter into a contract to provide the service.

Councillor B. Hill says she resented all the references to the Rural Alliance, noting theirs is only one proposal put forward for restructuring in Ottawa-Carleton. She suggested that, if changes are to be made prior to restructuring, they should be made in all the area municipalities, not just in the four municipalities that comprise the Rural Alliance.

Councillor van den Ham said he supported any discussion with area municipalities if this means the RMOC can operate at reduced costs while still providing the same level of service to taxpayers.

Councillor Hume clarified his proposal does not represent an attack on the Rural Alliance. The Alliance has indicated it can provide the service at a fraction of the cost and this statement has to be taken at face value. The Councillor pointed out he would be happy to entertain similar proposals from any other municipality. Councillor A. Loney put forward an amendment asking that these discussions take place with all the area municipalities. Councillor Hume asked that this not be supported, as no other municipality has come forward with a similar proposal at this time.

Moved by A. Loney

That Councillor P. Hume’s Motion be amended to include all area municipalities.

LOST

YEAS: B. Hill, G. Hunter, A. Loney, R. van den Ham 4

NAYS: D. Beamish, R. Cantin, P Hume, M. Meilleur, W. Stewart, R. Chiarelli.....6

Moved by P. Hume

That the Commissioner of Environment and Transportation be authorized to investigate, with the municipalities comprising the Rural Alliance, the possibility of the establishment of a regional road maintenance contract, similar to the one currently in place with the City of Ottawa, based on the cost structure outlined in the Rural Alliance Report/Response to RMOC to the Rural Alliance Scenarios.

CARRIED

Chair Chiarelli explained he could not support the Motion, as he is currently attempting to negotiate a triple majority with a number of municipalities and does not wish to be seen as supportive of confrontational resolutions aimed at area municipalities.

1. Year 2000 (Y2K) Project - Reporting Mechanism

Councillor G. Hunter asked what progress has been made in developing a reporting mechanism to keep Council informed of developments in this area. The Finance Commissioner, J. LeBelle, indicated staff are currently preparing the first of what is planned to be a regular monthly report to inform Council of activities and findings to-date. Councillor Hunter suggested the report include information about those applications that will not need to be changed and also whether companies are making their services Y2K compliant. Commissioner LeBelle pointed out that one of the primary objectives of the project is to identify at the outset programs that can be eliminated or that do not need to be fixed.

Councillor R. van den Ham expressed his confidence in the ability of regional staff to deal with consultants and to bring value to regional projects. He noted that, in speaking with consultants in the industry, he was made aware that staff is aggressive and has been successful in bringing down prices over the years. He requested that Councillors be provided with information on the actual process of choosing consultants so there is a clear understanding of this process.

Councillor W. Stewart said it was her understanding that Ottawa City Council would be considering a plan and framework aimed at consolidating additional services with the RMOC and presenting these to Ottawa and Regional Councils later in the year. She asked whether any additional details could be provided on this matter. The Chief Administrative Officer, M. Beckstead, confirmed that discussions have intensified over the last few months. He indicated he had not spoken with his counterpart at the City of Ottawa but this will be done and Council will be advised of any new developments.

That the Corporate Services and Economic Development Committee approve the following changes to Contract CE-5244 - Zone C to replace the services previously provided by Exel Environmental :