Council Highlights for June 21, 2023
View the full agenda package for Council
The Town of Pelham regular council meeting was held on Wednesday, June 21, 2023, at 9:00 a.m. at the Meridian Community Centre in Fonthill. Video recording and live stream of the meeting can be viewed at www.pelham.ca/live
Safe Tree Ltd. - Oak Wilt
Council received a presentation from Ivan Fredette, a certified arborist from Safe Tree Ltd, on the presence of Oak Wilt in the Niagara Region. Oak Wilt is a fungal pathogen that impacts Oak trees through root systems and bark beetles that causes significant impacts. In severe cases, mortality can occur within weeks to years following infection. Preventing the spread of Oak Wilt can be done by not moving firewood, not pruning or damaging oak trees between April and October. Council directed staff to prepare a report before year-end and continue to provide information and increase public awareness of the invasive species. Additional information on Oak Wilt can be found at www.pelham.ca/oakwilt
2023 Pelham Road Needs Study and Pavement Condition Index
Council received a presentation from Shila Khanal, P.Eng. Senior Engineer from Applied Research Associated Inc. The project mandate was to complete pavement evaluations for 628 road inventory sections which cover 244 km. The pavement inspections were done following MTO pavement surface condition manuals, and the pavement condition index (PCI) was determined for the roadways. The overall condition of the road network is in good condition, with average PCI of 65. Primary distresses for asphalt include wheel path cracking, raveling, rutting and distortion. In 2019 performance models were developed, and four different forecasts were produced for a 10-year projection. Each forecast included budgeting requirements based on the anticipated impact on the average PCI vs. the maintenance and rehabilitation investment. Town Council received the report for information as maintaining a safe and reliable road network is critical to the Town to ensure the safe and efficient movement of all forms of transportation. Proper maintenance and investment in road infrastructure will ensure that the condition of the road network is sustained. Based on the forecasted performance models, additional budgetary allocations will be required in order to maintain a PCI level of 65 or higher over the next 10 years.
2022 Town of Pelham Annual Report
The Town of Pelham Corporate Services Department provided the Town of Pelham Annual Report, prepared to give details about the Town’s financial performance and significant accomplishments during the previous year. The Annual report includes the Audited Financial Statements along with a detailed financial overview to provide a contextual explanation of the financial statements. To assist with assessing trends, The report contains five years of statistical information, which is included to assist with evaluating trends. The first Town of Pelham’s Annual Report was completed in 2019. The Annual Report has received the Government Finance Officers Association of the United States and Canada (GFOA) awarded the Canadian Award for Financial Reporting in 2019, 2022 and 2021. The annual report is published on the Town of Pelham website at www.pelham.ca/budget
eScribe Vote Manager Module
Council received Report #2023-0103 – eScribe Vote Manager Module for information and directed staff to not proceed with implementing the eScribe vote manager module for electronic voting. Council then directed staff to bring forward a procedural by-law amendment to remove the requirement for a mandatory recorded vote unless requested by a member.
Cream Street Culvert Replacement Budget Exceedance
In December 2022, Council approved the Cream Street Culvert Replacement project as a part of the 2023 capital budget. This project is approved under RD 02-23 for $750,000 and consists of removing and replacing the Cream Street culvert, located approximately 400m south of Sawmill Road. The culvert has reached the end of its service life. On May 15th, 2023, Town staff initiated the public tendering process for the Cream Street Culvert replacement following the Town’s procurement policy (P303-00). All three bids exceed the approved 2023 Capital Budget amount for construction. Staff recommended proceeding with the award of this project in the amount of $997,909.50 (plus applicable taxes) and adjusting the budget with the reallocation of funds from alternate project savings and the Roads Reserve. The Town’s infrastructure benefits from the timely replacement of aging infrastructure and is critical to ensuring a safe and efficient transportation network.
Revised Purchase Card Policy S402-1
The Town is in the process of switching to a BMO MasterCard for Purchase Cards. The BMO MasterCard is the card of choice for the Province of Ontario. Consequently, its use will allow the Town to participate in the Provincially Funded Organizations Consortium Agreement and benefit from rebates based on consolidated spending levels. The purpose of the Purchase Card Policy is to establish authority, accountability and procedures for using Purchase Cards following the Procurement Policy, the objectives of which include conducting procurement in a way that enables Town departments to operate effectively and efficiently. The revised Purchase Card Policy will increase the efficiency of procurement and will significantly reduce administrative, transactional work.
For media inquiries, please contact:
Leah Letford, Communications Specialist | 905-980-6653 | lletford@pelham.ca