CITY OF ORILLIA POLICY MANUAL · Policy 1 Transformer Vaults Page 1 of 1 \\Ds\common\A09 Policy...

$: CITY OF ORILLIA POLICY MANUAL · Policy 1 Transformer Vaults Page 1 of 1 \\Ds\common\A09 Policy Manual\City Policy Manual\Section 2 - Environmental Services and Operation Development$
CITY OF ORILLIA POLICY MANUAL Part 2 Environmental Services and Operations,

Development Services and Engineering

2.1.1.1. Section 1 Road, Street, Sidewalk Maintenance and

Construction Sub-Section 1 Maintenance and Construction on Privately Owned

Land Policy 1 Private Property Access

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1. THAT no maintenance on privately owned land shall be undertaken by the City

unless the owner of the lands concerned agrees in writing to pay the City for any work to be done.

2. THE said owner shall agree also in writing to protect the City from all actions and

claims, including Workplace Safety Insurance Board, which may result from the City doing any work referred to herein.

(R. 1958-43 58.02.03)

(R. 2014-231 14.12.15) (R. 2018-159 18.08.16)

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2.1.1.2. Section 1 Road, Street, Sidewalk Maintenance and

Construction Sub-Section 1 Maintenance and Construction on Privately Owned

Land Policy 2 Lakeview Crescent

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THAT in the opinion of Council the common drive, known as Lakeview Crescent, and running northerly from Cedar Island Road is a private mutual driveway, and the City assumes no responsibility for the maintenance of it. THAT snow ploughing will be done by the Environmental Services and Operations as ground conditions permit in the opinion of the Director of Environmental Services and Operations or his representative.

(R. 1982-330 82.08.09) (R. 1988-518 88.07.25) (R. 2014-231 14.12.15) (R. 2018-159 18.08.16)



2.1.2.1. Section 1 Road, Street, Sidewalk Maintenance and Construction

Sub-Section 2 Sidewalks Policy 1 Transformer Vaults

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THAT approval be given to the Orillia Power Corporation to construct underground transformer vaults under sidewalks subject to the condition that the Orillia Power Corporation be responsible for safe maintenance of same for the pedestrian traffic especially under winter conditions.

(R. 1974-205 74.03.11) (R. 2014-231 14.12.15) (R. 2018-159 18.08.16)




Sub-Section 2 Sidewalks Policy 2 New and Replacement Sidewalk Policy

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1 GENERAL For the purposes of this policy, “road reconstruction” means any project in which, as a minimum, the existing asphalt surface and underlying granular layers are removed and replaced. 2 SIDEWALKS FOR NEW DEVELOPMENTS

The Official Plan criteria for sidewalk will be adhered to for new developments. 3 STAND-ALONE INFILL SIDEWALKS The focus of stand-alone infill sidewalk construction will be on arterial and collector roads. Infill sidewalks on arterial and collector roads will be prioritized based on:

• Vehicular volumes; • Whether or not there is a shoulder that provides adequate width for pedestrians; • Whether or not there is already sidewalk on one side; • Proximity to schools, school crossings, parks, high density residential

developments and bus routes; • Speed limit; • Whether or not it completes a sidewalk that ends mid-block.

Since no rating system can account for every specific localized condition, engineering judgment will be applied when selecting sidewalks from the list. If there is planned future reconstruction of the adjacent road, the infill sidewalk on any class of road will be delayed until the reconstruction occurs. Stand-alone infill sidewalk installation on local roads will only occur during a road reconstruction project, unless specific Council direction is provided otherwise. 4 INFILL SIDEWALKS IN CONJUNCTION WITH ROAD RECONSTRUCTION During the design process for reconstruction projects, the feasibility of adding infill sidewalks to achieve sidewalks on one side of a local road and both sides of an arterial or collector road will be investigated.




Sub-Section 2 Sidewalks Policy 2 New and Replacement Sidewalk Policy

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Every effort will be made to seek an alignment for the sidewalk that will minimize the impact to the majority of properties recognizing that not proceeding with it is a missed opportunity to cost-effectively expand the sidewalk network. The alignment selected will be one that balances the need to:

• maximize the distance between the road and sidewalk for pedestrian safety and snow storage, and

• minimize impacts on trees, driveway parking availability, driveway grades, utilities and minimize the need for costly retaining walls.

5 STAND-ALONE REPLACEMENT SIDEWALK Stand-alone replacement sidewalks will be prioritized based on the condition and whether or not there is planned future reconstruction of the adjacent road; if there is, sidewalk replacement is to be done at the time of road reconstruction. 6 REPLACEMENT SIDEWALKS IN CONJUNCTION WITH ROAD

RECONSTRUCTION Existing sidewalks generally will be replaced due to their condition, substandard width (less than 1.5m) and need to adjust their elevations to suit new roadway and driveway grades. The exception to this is that where the existing right-of-way is very narrow and there are existing substandard width sidewalks on both sides, and it is feasible to replace the sidewalk on only one side of the road. Property owners shall be notified at the detailed design stage if an existing sidewalk will not be replaced.

(R. 2015-219 15.10.26) (R. 2018-159 18.08.16)

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Sub-Section 3 Municipal Road & Street Maintenance & Construction Policy 1 Ontario Provincial Highway Improvements

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THAT…it is the position and policy of the City of Orillia Council that all costs related to future Ontario Provincial highway improvements be paid fully by the Ontario Provincial Government, particularly with respect of all local highway approach and nearby intersection improvements, since the unconditional grants for highway transfers do not cover improvement and upgrade costs.

(R. 1997-20 97.10.06) (R. 2014-231 14.12.15) (R. 2018-159 18.08.16)




Sub-Section 3 Municipal Road & Street Maintenance & Construction Policy 2 Road Resurfacing – Width of Road

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THAT road resurfacing projects generally be constructed as close as possible to the original widths; AND THAT Development Services and Engineering Department staff consult with property owners and advise members of Council in advance of authorizing work, if there is consideration of the width of a road resurfacing project varying by greater than one metre from the original road width at any point.

(R. 2009-111 09.05.04) (R. 2014-231 14.12.15) (R. 2018-159 18.08.16)




Sub-Section 4 Snow Removal Policy 1 Winter Control Policy

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Winter Operations

Table of Contents

WINTER CONTROL – Objectives 2 WINTER CONTROL – Season 3 SNOW ACCUMULATION – Road Plowing 4,5 ICY ROADWAYS – Application of Deicers/Abrasives 6 SNOW ACCUMULATION – Sidewalk Plowing 7 ICY SIDEWALKS – Application of Deicers/Abrasives 8 SNOW REMOVAL – BIA & Priority Routes 9 DIRECT LIQUID APPLICATION / ANTI-ICING 10 SIDEWALKS – No Winter Control 11 SNOW PACK – Roads 12





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WINTER CONTROL – Objectives

Purpose: To provide a statement of objectives for winter control operations. Objectives of Winter Control Operations:

• To facilitate the handling of emergencies by police, fire and ambulance services.

• To maintain safe, passable streets with priority given to streets carrying the highest volumes of traffic and used by public transit.

• To reduce hazards of winter road and sidewalk conditions to motorists and

pedestrians.






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WINTER CONTROL – Season

Purpose: To define the period for Winter Control Operations.

Season:

The Roads and Storm Division shall have all winter operations equipment, schedules, manpower and procedures in place to commence winter operations on the 15th day of November each year. Winter operations equipment and manpower will be available to respond to a winter event, as needed, until the 15th day of April the following year.





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WINTER CONTROL – Road Plowing

Purpose: To remove snow accumulations in excess of the depths noted in Table 1 within the timeframes set out.

Level of Service: • While snow continues to accumulate, to deploy resources to clear snow as soon as

practical after becoming aware of the fact that the snow accumulation on the roadway is greater than the depth set out in the table below.

• After the snow accumulation has ended and after becoming aware that the snow accumulation is greater than the depth set out in the table below, to clear the snow accumulation to a depth of less than or equal to the depth set out in the table within the timeframes set out in the table below and;

o Clear the snow accumulation from the roadway to within a distance of 0.6 metres inside the outer edges of the roadway;

o On class 4 and 5 highways with two lanes, the snow accumulation on the roadway must be cleared to a width of at least 5 metres.

• For a major snow event resources may be reassigned to the arterial roads to ensure basic access through the City for emergency vehicles and that the large traffic volumes can travel safely.

• If a winter event becomes so severe that winter event response cannot safely continue all operations involved in the clearing of the snow accumulation will be suspended until conditions improve.

o In the event that operations are suspended police, fire, ambulance and other emergency services, school board(s), and the local radio station will be notified.

• Clearing of windrowed snow at all residential driveways, commercial and industrial entrances will be the responsibility of the property owner.

• This level of service does not apply to that portion of the roadway designated for

parking.





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WINTER CONTROL – Road Plowing

The road classes used in this policy are as defined in O. Reg. 239/02 and are based on the posted speed limit and the volume of traffic. In Orillia, arterial and collector roads are typically class 2 and class 3 with most of the local roads being class 4 and class 5.

TABLE 1: SNOW ACCUMULATION

CLASS DEPTH

TIME (to achieve surface condition after the end of the snowfall

event)

SURFACE CONDITION

2 4 cm 6 hours Centre-Bare Pavement

3 8 cm 12 hours Snow Packed 4 8 cm 12 hours Snow Packed 5 8 cm 24 hours Snow Packed





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ICY ROADWAYS – Application of Deicers/Abrasives

Purpose: To treat icy roadways with deicing materials and/or abrasives as appropriate to remove the ice or provide traction within the timeframes set out in Table 2.

Level of Service: • When icy roadways begin to form, to deploy resources to treat the icy roadway as

soon as practical after becoming aware of the fact that the roadway is icy. • To treat the icy roadway within the time set out in the table below after becoming

aware that the roadway is icy. • If the winter event becomes so severe that winter event response cannot safely

continue all operations involved in the treating of icy roadways will be suspended until conditions improve.


• This level of service does not apply to that portion of the roadway designated for parking.

• Residential Routes will generally receive only the application of abrasives on hills, curves and intersections.

TABLE 2: ICY ROADWAYS

CLASS TIME

(To treat icy roadway after becoming aware of icy roadway conditions)

2 4 hours 3 8 hours 4 8 hours 5 16 hours





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SNOW ACCUMULATION – Sidewalk Plowing

Purpose: To remove snow accumulations from assumed City sidewalks in excess of the depths noted in the table shown below within the timeframes set out in said table.

Level of Service: • While snow continues to accumulate, to deploy resources to clear snow as soon as

practical after becoming aware of the fact that the snow accumulation on the sidewalk is greater than the depth set out in the table below.

• After the snow accumulation has ended and after becoming aware that the snow accumulation is greater than the depth set out in the table below, to clear the snow accumulation to a depth of less than or equal to the depth set out in the table within the timeframes set out in the table below.

• If a winter event becomes so severe that winter event response cannot safely continue all operations involved in the clearing of the snow accumulation will be suspended until conditions improve.


• Clearing of windrowed snow at all residential driveways, commercial and industrial entrances will be the responsibility of the property owner.

• Snow blow from sidewalk snow blowers will be blown onto City property where possible.

TABLE 3 – SIDEWALK SNOW ACCUMULATION

Class Depth Time Surface Condition 2, Public Schools 8 cm 24 hrs Snow Packed

3, 4, 5 8 cm 48 hrs Snow Packed Business Improvement Area (BIA) • Sidewalks in the Business Improvement Area are not included in this Level of

Service statement. Sidewalks in the Business Improvement Area are governed by Municipal Code Chapter 660.





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ICY SIDEWALKS – Application of Deicers/Abrasives

Purpose: To treat icy sidewalks with abrasives as appropriate to provide traction within the timeframes set out in the table below.

Level of Service: • When icy sidewalks begin to form, to deploy resources to treat the icy sidewalks as

soon as practical after becoming aware of the fact that the sidewalk is icy. • To treat the icy sidewalks within the time set out in Table 4 after becoming aware

that the sidewalk is icy. • If the winter event becomes so severe that winter event response cannot safely

continue all operations involved in the treating of icy sidewalks will be suspended until conditions improve.


• Sidewalks will generally receive only the application of abrasives.

TABLE 4: ICY SIDEWALKS

CLASS TIME

(To treat icy sidewalks after becoming aware of icy sidewalk conditions)

ALL 24 hours





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SNOW REMOVAL – BIA & Priority Routes

Purpose: To remove snow accumulations from sides of roadways and at intersections in excess of the depths noted in Table 5 within the timeframes set out.

Level of Service:

Business Improvement Area (BIA) and Priority Routes • Removal and disposal of snow is carried out in those areas where inadequate

physical space exists to store the snow and/or the presence of snow banks interferes with the movement of vehicular and pedestrian traffic.

• The objective will be to deploy resources on roadways within the response time frames set out below after becoming aware that the snow banks parallel to the roadway exceed the height specified and to reduce the height of the banks to below the height indicated in Table 5 within the timeframes specified for each classification of roadway.

TABLE 5 – SNOW REMOVAL BIA & PRIORITY ROUTES

Class

Time Maximum

Depth (Metres) BIA 3 days * 0.60 m 2 As resources available 0.90 m

Other As resources available As required to preserve lane width

*Note: Time is dependant on weather conditions and available manpower and resources.





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DIRECT LIQUID APPLICATION / ANTI-ICING

Purpose: To proactively try to prevent the formation of frost and black ice from forming and to proactively try to prevent snow from bonding with the road surface.

Level of Service:

• In anticipation of a snow storm, black ice or frost event, the road authority shall consider the use of Pre-Wet and/or Direct Liquid Applications as resources are available.

• Direct Liquid Applications (DLA) shall be implemented if the pavement temperature is within the range specified by the manufacturer for the DLA product.

• DLA will generally be conducted on priority routes.





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SIDEWALKS – No Winter Control

Purpose: To define sidewalk sections that will not be plowed or sanded. Level of Service:

• There are some sections of sidewalks that are not plowed by the City. These sections are generally cases where the sidewalk is right beside the road and there is not sufficient space for snow storage. Many of these are in areas where the road allowance is narrow. For several of these, we maintain sidewalks on only one side of the street. The sidewalk sections that we do not currently plow are provided in Table 6.

TABLE 6 – SIDEWALKS – NO WINTER CONTROL A. SNOW STORAGE/SIDEWALK MAINTAINED ON OTHER SIDE OF STREET

STREET FROM TO SIDE East St. Atherley Rd. Clayborne Pl. East Wyandotte St. Victoria St. Barrie Rd. West Wyandotte St. Victoria St. Colborne St. W. East Tecumseth St. West St. N. Laclie St. South Borland St. E. Matchedash St. N. Parkview Ave. South North St. E. Laclie St. Canice St. South Cedar St. Laclie St. Canice St. South B. STOPS MID-BLOCK

STREET FROM TO SIDE Bayview Parkway Oxford St. Hilda St. East Dallas St. Colborne St. W. Grenville Ave. East Gill St. Simcoe St. S to End (15 m) East C. SNOW STORAGE

STREET FROM TO SIDE Cedar Island Rd. Bridge Dead End North Dufferin St. Barrie Rd. Colborne St. W. East St. Jean St. Cedar St. North St. E. East Fowlie St. Peter St. N. Matchedash St. N. South D. TOO NARROW FOR EQUIPMENT

STREET FROM TO SIDE Parkview Ave. Borland St. E. Tecumseth St. Both E. MOST CLEARED BY ADJACENT BUSINESS

STREET FROM TO SIDE Edward St. Memorial Ave. End North





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SNOW PACK – Roads

Purpose: To define thresholds for snow pack removal. Level of Service:

• Throughout the winter, snow pack tends to build up on the roads.

• Depending on the winter, rutting and potholes can form in the snow pack.

• If there are significant ruts or potholes, which are creating a hazard, and the depth of the

snow pack exceeds 8 cm, the snow pack will be removed.

(R. 2008-279 08.10.20) (R. 2010-7 10.01.18)

(R. 2014-231 14.12.15) (R. 2018-159 18.08.16)




Sub-Section 5 Culverts Policy 1 Installation/Lowering/City Work

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Installation All private driveways shall be constructed at the owner’s expense and the work shall be done under the supervision of the City to ensure the watercourses are not blocked. The owner is required to pay the City in advance of any work starting. The payment will be a flat rate per length of culvert. The rate for installation of a culvert at a new installation shall be as set out in Chapter 452 of the City of Orillia Municipal Code. The rate will reflect the average cost of installation of 380 mm diameter culvert and shall be adjusted from time to time to reflect the cost of such work. Lowering At the request of the property owner, the City will lower culverts at no cost to the property owner. The City will restore the driveway with gravel. The property owner shall be responsible for replacement of asphalt or other surface treatment, headwalls or retaining walls. At the request of the property owner the City may, if practical with other work priorities, replace the asphalt on a full cost recovery basis. If upon lowering the culvert, it is discovered that the culvert has deteriorated, the culvert will be replaced at the owner’s expense. The payment will be a flat rate per length of culvert. The rate for replacement culvert shall be as set out in Chapter 452 of the City of Orillia Municipal Code. The rate will reflect the cost of 380 mm diameter culvert installation and shall be adjusted from time to time to reflect the cost of the culvert. City Work The municipality shall bear the full cost of the necessary driveway culverts where the municipality undertakes to reconstruct roadways and/or drainage systems on City streets.

(R. 2006-263 06.10.23) (R. 2014-231 14.12.15) (R. 2018-159 18.08.16)


Development Services and Engineering 2.2.1.1. Section 2 Recruitment

Sub-Section 1 Engineering Assistance Policy 1 Consultant Selection Process

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POLICY STATEMENT ON THE EMPLOYMENT OF AN ENGINEERING CONSULTING FIRM

WHEREAS the City recognizes that the selection of an engineering consultant may be one of the most significant decisions leading to the successful completion of a project; AND WHEREAS the City’s staff and the consultant’s staff should work together in a professional manner to the betterment of the project; AND WHEREAS the guide, “Recommended Methods of Selecting a Consulting Engineer” dated September, 1990, sets out procedures accepted by the Municipal Engineers Association and the Consulting Engineers of Ontario for a)direct appointment or b)appointment through a formal selection procedure. THEREFORE BE IT RESOLVED THAT the guide, “Recommended Methods of Selecting a Consulting Engineer”, dated September, 1990, produced by the Municipal Engineer’s Association and the Consulting Engineers of Ontario, be accepted for use as the City of Orillia working guide for selecting consulting engineers for municipal projects. AND THAT the City Engineer shall recommend either direct or formal appointment procedures at the time of reporting on each individual project.

Recommended Methods Of Selecting a

Consulting Engineer

Preamble The selection of an engineering consultant may be one of the most significant decisions leading to the successful completion of a project. On any project, the municipality’s staff and the consultant’s staff should work together in a professional manner based on mutual trust, understanding and respect. This ensures a good working relationship to the betterment of the project. The interests of both the municipality and the consulting engineering profession will be best served by this approach. In selecting an engineering consultant the following factors should be considered: • ability; • experience on similar type projects; • personnel available for the project; • reputation; • location and/or local knowledge.




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Although fees are a consideration they should not be considered of prime importance in the selection process and selection should not be based on a tendering procedure. The selection on the basis of price rather than ability does not ensure the municipality of the best or most economical overall engineering solution. Price selection promotes reduction in services and ultimately may lead to an adversary relationship between the municipality and consultant to the detriment of the project. A municipality may select an engineering consultant by: • direct appointment, or • a formal selection procedure Direct appointment is normally most appropriate for normal or routine projects. If the municipality knows of an engineering consultant well suited to the project a direct appointment is the most efficient manner of selection. A roster/rotation method allows the municipality to employ a number of different consultants while matching the particular talents of a consultant to the project needs. A formal selection procedure may be required for projects unique to the municipality. It is also useful when the municipality is not familiar with a suitable consultant or needs additional information to make a decision. A formal procedure involving proposals and interviews is costly to consultants and municipalities. This cost ultimately has to be borne by both the consultant and the municipality. Thus, the formal procedure should be applied only in cases where the municipality requires additional information or data to make a sound decision. A. Direct Appointment A municipality might wish to directly approach a consultant: • who has served it well in the past; or • who is known to it; or • who is recommended to it; or • to maintain continuity on a project

The municipality should ascertain if that consultant: • is interested; • has the necessary expertise; • has qualified staff available;




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• is willing to supply other relevant information as may be requested by the municipality.

If the consultant is interested, and if the municipality is satisfied with the responses to their questions, negotiations should commence on an Engineering Agreement. During negotiations the municipality and the consultant should: • discuss the project in depth; • prepare Terms of Reference; • agree on the consultant’s compensation and method of payment; • develop an engineering fee budget. If a mutually acceptable agreement can be reached, the consultant appointment is made and the selection process is ended. If an agreement cannot be reached, the municipality should terminate negotiations in writing and approach another consultant. B. Appointment Through A Formal Selection Procedure If a municipality feels that it is in its best interests to select a consultant through a formal selection procedure, the municipality should then undertake a series of actions in a logical and sequential order. These actions, or steps, as itemized below, are depicted graphically in a logic diagram as illustrated below. An explanation and elaboration of each of the steps is contained in the Guide. The steps are: 1. Define the Project and the Scope of Services Required. 2. Prepare a List of Qualified Consultants (long list) 3. Request Letters of Interest

• This letter should be requested if the municipality needs information to enable it to reduce the ‘long list’ to a ‘short list’.

4. Identify Two to Four Candidate Consultants (short list). 5. Request Detailed Proposals 6. Interview Candidate Consultants 7. Select Preferred Consultant. 8. Meet with Preferred Consultant.




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9. Execute Agreement with Selected Consultant. 10. Notify Unsuccessful Consultants. For most projects either a proposal (Step 5) or an interview (Step 6) should suffice. The use of both a proposal and an interview should be limited to complex or unique projects. Guide Elaboration of Steps in the Formal Selection Procedure. 1. Define the Project and the Scope of Services Required.

A written definition of the project and an outline of the scope of services should be developed. The written outline may vary from one page to several pages, depending on the type of project and data available at the time. It should be comprehensive in describing the work required of the consultant. All available pertinent information should be noted, including previous works or studies, budget range and time frame. Such information will assist in later steps.

2. Prepare List of Qualified Consultants (Long List)

Except in exceptional circumstances, the long list should not exceed ten consultants and it should never be developed by advertising. In preparing the long list the following sources may be considered: • personal knowledge and/or experience of the municipality’s staff; • recommendations from other persons or organizations who may have had

similar projects; • requests from consultants asking to be considered; • lists from appropriate Associations such as CEO.

3. Request Letter of Interest

A letter of interest should only be requested if sufficient information to prepare the short list is not available through other sources. (See Steps 2 and 4). Letters of interest, although intended by the municipality to be simple and inexpensive for the consultant, in fact are viewed by the consultant to be an opportunity that requires effective marketing in an attempt to be short listed. Thus the consultant’s tendency is to put effort and expense into preparing elaborate submissions on the basis that there is no chance of being selected unless he first makes the short list.




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If information is needed to develop the short list the municipality should request a “Letter of Interest” from the qualified consultants. As part of this letter, the municipality should request a brief written submission including: • ability and experience on similar projects; • key personnel available including resumes; • proposed organization if project is complex and if study teams or consortiums

are anticipated. When requesting the letter the municipality should include a paragraph to the following effect “This is not a request for a proposal. Elaborate submissions are not expected or desired. (Two, Three, Four) interested firms will be selected for (interviews, detailed proposals) and further evaluation”.

4. Identify Two to Four Candidate Consultants (Short List)

From the long list, the municipality should reduce the number of qualified consultants to a reasonable number (2 to 4) of candidate consultants for detailed evaluation. Usually this can be accomplished using: • the knowledge and experience of the municipal staff; • references from other municipalities or owners who have carried out similar

projects; • references from other bodies or agencies who are familiar with the consultant

capabilities and type of project e.g. MTC, MOE, MNR.

5. Request Detailed Proposals

Unless “Letters of Interest” have been requested this is the first point of consultant involvement in the selection process. By the time the short list has been established the municipality should have determined the procedure it intends to follow for the evaluation i.e. detailed proposal or interview or, if the project is sufficiently complex or unique, both. If the evaluation procedure is to be on the basis of proposal submissions the municipality will send a Request for Proposal (RFP) to the candidate consultants.




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The Request for Proposal should contain: • the definition of the project; • the scope of services required; • the Terms of Reference as developed in Step 1. The Request for Proposal should ask the consultant to address the following: • name, size, location and description of firm; • staff or study team proposed for assignment to the project; • resumes of key personnel; • previous experience, with dates, on similar assignments; • project methodology, if applicable; • schedule or time frame; • basis for remuneration i.e. fixed fee, cost plus, percentage of construction

cost, combination, etc. Depending on the size and complexity of the assignment, the municipality may elect to hold a joint briefing meeting with the candidate consultants. This meeting would serve to: • identify the municipality staff associated with the project together with their

responsibilities; • review and explain the Terms of Reference; • outline and, in some cases, disseminate background material available to the

consultant for use in preparing the proposal; • provide an opportunity for the consultants to ask questions or seek

clarifications. Such joint meetings may save time for the municipality staff and will also ensure that the consultants are provided with identical information at an early stage in the preparation of their proposals.

6. Interview Candidate Consultants

If the municipality elects to interview candidate consultants and not require detailed proposals, the information to be obtained through the interview should be similar to that requested in a proposal as outlined in Step 5.




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The consultant’s nominated Project Manager should attend the interview. Other consultant personnel attending should be at the discretion of the consultant. An interview will provide an opportunity for the municipality to assess the potential compatibility of the municipal and consultant senior staff on the project. If, on a complex or unique project, an interview follows receipt of detailed proposals, the interview should concentrate on a more in-depth discussion of the points contained in the proposal. Clarification on aspects of the project could be sought by either party and discussions could take place on subjects which were not covered in the written submission. Although fees should not be the main factor in making the selection, it would be appropriate for the municipality to discuss and identify projected costs associated with the assignment at this stage.

7. Select Preferred Consultant

Selection of the preferred consultant should be made on: • ability; • qualifications and experience on similar type projects; • personnel assigned to the project; • reputation; • location and/or local knowledge; • workload. The fee basis may be a factor in the evaluation but selection should not be made on the basis of upset limits or tendering procedures for the reasons previously outlined in the Preamble. A selection committee may be used in the evaluation process. A point rating format may be a valuable asset in ranking the candidate consultants. If a rating system is used it should be outlined in the Request for Proposal or be made known to the candidate consultants prior to the submission of the proposal or prior to the interview.




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8. Meet with Preferred Consultant

Following the ranking of the candidate consultants, the municipality should meet with the preferred consultant i.e. the No. 1 ranked consultant. The purpose of the meeting is to: • discuss the project in depth; • jointly update the Terms of Reference; • agree on the Engineer’s Compensation; • develop an engineering fee budget; • negotiate other salient points leading to an Engineering Agreement.

If agreement cannot be reached, the municipality should terminate negotiations in writing and commence negotiations with the second ranked preferred consultant.

9. Execute Agreement with the Selected Consultant

When negotiations have successfully concluded with the selected consultant in Step 8 the municipality should prepare an Engineering Agreement for execution by the consultant and by the municipality. Reference should be made to the current edition of the MEA/CEO Agreement form and the companion guidelines.

10. Notify Unsuccessful Consultants

Following the successful conclusion of negotiations in Step 8 all unsuccessful consultants should be notified in writing that the selection procedure has been completed and giving the name of the selected consultant.

(R. 1992-373 92.07.20) (R. 2014-231 14.12.15) (R. 2018-159 18.08.16)



Sub-Section 1 Engineering Assistance Policy 2 As Required Basis

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THAT…City staff be authorized to engage the Developer’s Engineer as required as per the latest revision of the Professional Engineers of Ontario Fee Schedule, to provide City staff with engineering assistance for related works on development projects which are the municipality’s responsibility, the cost of which will be deducted from the Developer’s Development Charges as set out in the Development agreement; AND THAT City staff be authorized to engage private engineering firms and engineering assistance to undertake Class Environmental Assessments and engineering projects initiated by developers under the Development Charges Act, and to provide assistance for projects approved in annual budgets or as otherwise approved by Council within the limits of the approved budgets, on an as required basis as per the latest revision of the Professional Engineers of Ontario Fee Schedule.

(R. 1994-305 94.08.22) (R. 2014-231 14.12.15) (R. 2018-159 18.08.16)


Development Services and Engineering 2.3.1.1. Section 3 Forestry

Sub-Section 1 Tree Planting Policy 1 Construction: Replacement of Trees

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All trees that are removed from City road allowances shall be replaced. The priority for planting locations will be: 1. At the same location. 2. In the same area (this may extend to planting on private property with the

owner’s agreement). 3. At another location where there is a deficiency of trees.

(R. 2008-205 08.07.21) (R. 2014-231 14.12.15) (R. 2018-159 18.08.16)


Development Services and Engineering 2.3.1.2. Section 3 Forestry

Sub-Section 1 Tree Planting Policy 2 Downtown Area

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THAT as requested by the Downtown Management Board, the City assume the cost of maintenance and replacement of the trees in the downtown area.

(R. 1985-46 85.01.28) (R. 2014-231 14.12.15) (R. 2018-159 18.08.16)



2.3.1.3. Section 3 Forestry Sub-Section 1 Tree Planting Policy 3 Municipal Tree Canopy and Natural Vegetation

Policy

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Policy Statement: This policy outlines the approach that the City of Orillia will adopt and maintain to address the protection and enhancement of the tree canopy and natural vegetation within the City, in compliance with Section 270 (1) (7) of the Municipal Act, 2001, S.O. 2001, c. 25 (Act). Purpose: The Municipal Tree Canopy and Natural Vegetation Policy will provide the strategic framework used by the City of Orillia to protect and enhance our trees and natural vegetation so that they are here for future generations to enjoy, while ensuring compliance with the Act. Application: It is intended that the Municipal Tree Canopy and Natural Vegetation Policy will apply to: • All municipally controlled lands. • City controlled processes, such as land use planning approvals. • All other public agencies and utilities (School Boards, Provincial and Federal

Governments, Orillia Power Distribution Corporation, etc.) are asked to apply the relevant policies to their holdings.

Definitions: Tree refers to any species of woody perennial plant which has reached or can reach an average height of at least 5 metres at the physiological maturity and is larger than 50 mm diameter outside the bark of the tree at DBH. Tree Canopy refers to the layer of leaves, branches and stems that cover the ground when viewed from above. Natural Vegetation refers to plant community that is not considered a cultivated species (i.e., excludes agricultural crops). To be interpreted as shrubs, or non-tree species.




Policy

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Protection is to be interpreted as the practice or action of preserving, limiting harm or destruction to the tree canopy and/or natural vegetation. Enhancement is to be interpreted as an increase or improvement in quality, value or extent of the tree canopy and/or natural vegetation. Policy Objectives: • To protect and enhance the tree canopy and natural vegetation within the City of

Orillia.

• To maintain and improve environmental quality in the community by conserving and adding to the tree canopy and natural vegetation cover in the City of Orillia.

• To re-affirm the importance to community of having an extensive tree canopy and

natural vegetation cover. • To provide guidance to decision-makers when dealing with issues which affect

components of the City’s tree canopy and natural vegetation cover. • To maintain and enhance the safety of the public and City staff. • To minimize the potential for conflicts between trees and services, particularly

overhead power lines.

• To maximize the impact of maintenance and planting programs in a cost-effective manner.

• To enhance the appearance of Orillia’s streetscape through the retention and

increase of street tree plantings. • To implement the provisions of the Official Plan regarding preservation of the

environmental quality and the character of neighbourhoods. Benefits: There are well documented benefits to having an urban tree canopy and natural vegetation cover. The most significant benefits are listed below: • Reducing stormwater runoff;




Policy

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• Improving water quality and reducing erosion; • Energy savings; • Offset greenhouse gases; • Improved air quality; and. • Increased property value and aesthetics. Format: The Municipal Tree Canopy and Natural Vegetation Policy is been divided into eight key areas: • Communication with the Public • Inventory • Plantings • Types of Plantings • Maintenance • Urban Development • The Role of Trees and Natural Vegetation in Urban Character • Scout Valley – Special Policy Area Communication with the Public Policy Statement: The City of Orillia will inform and consult with the community in regard to projects affecting trees and natural vegetation, including streetscape planning, required trimming or removal, and planting policies and programs. Strategy Responsibility Review and update City web site to Environmental Services and Operations provide notices and updates regarding the Department City’s tree and natural vegetation protection and enhancement efforts. Council Information Package prepared to document efforts of Tree Conservation Program. Encourage residents to assist with the Environmental Services and Operations maintenance of new street trees and to Department / Environmental Advisory participate in any municipal rebates for Committee tree plantings.




Policy

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Inventory Policy Statement: The City of Orillia recognizes that trees benefit the community and an awareness of the existing tree canopy and natural vegetation cover is important in making decisions which could affect it. The effectiveness and maintenance of programs to ensure public and employee safety is depending on an awareness of the current condition of Orillia’s tree canopy and natural vegetation cover. Strategy Responsibility Create an inventory/database of existing Environmental Services and Operations street tree cover, identifying: location, Department species, size and condition. Priority should be given to the identification of trees which due to species, age, location and general condition could reasonably be expected to pose a significant hazard, now or in the future.

Tracking sites for new street tree plantings, location, size restrictions, soil conditions and other constraints.

Update database annually to reflect trees or natural vegetation requiring removal (health and safety hazard, death of species etc.) and new plantings undertaken in the current year. Will be included as part of the Tree Conservation Annual Report. Plantings Policy Statement: The City of Orillia recognizes the environmental benefits of trees and natural vegetation cover to the community and will continue to seek new opportunities for tree planting. Strategy Responsibility Grant permission for private initiatives to Environmental Services and Operations plant trees on city boulevards, having Department regard for site specific constraints, e.g.




Policy

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Strategy Responsibility traffic safety, potential conflicts with overhead power lines. Pursue partnerships and funding from Funding specific, to be assigned. outside organizations. Promotion and education surrounding public Environmental Advisory Committee planting programs (if available). Implement a policy related to the Environmental Services and Operations replacement of trees and natural vegetation Department removed from road allowances, recognizing site specific constraints. Incorporate tree and natural vegetation Development Services and Engineering planting in the design of new roads and Department road reconstruction projects, recognizing site specific constraints. Implement a municipal program of new tree Environmental Services and Operations and natural vegetation plantings on rights- Department of-way. This would be directed at providing an eventual replacement canopy in areas facing a loss of tree and natural vegetation cover in the foreseeable future, as well as on those streets, which currently have few or no street trees. Provide appropriate maintenance during the establishment period of new trees. Types of Plantings Policy Statement: The City of Orillia will make every effort to choose those species of trees that will thrive in the applicable growing conditions. The appropriateness of species for particular locations as well as diversity shall be carefully considered.




Policy

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Strategy Responsibility Species selection: Goal is to choose trees Environmental Services and Operations and natural vegetation which are zone Department, Development Services and tolerant, generally not susceptible to Engineering Department and Parks, disease or pests, tolerant of urban Recreation and Culture Department conditions and are suitable for the specific growing conditions. Where planting does take place near overhead power-lines, compatible species shall be selected. Establish an acceptable range of caliper Environmental Services and Operations sizes for street tree plantings to reduce Department mortality rates and enhance the impact of plantings, while recognizing cost considerations and the specific factors affecting the site to be planted. A preference for planting on boulevards would be given to broadleaf deciduous species (as these are more salt tolerant and are more in keeping with the existing streetscape character than conifers). Coniferous trees may be appropriate in a park or other setting. Non-invasive species shall be selected. Native species will be incorporated where appropriate. A variety of species should be planted in order to increase flexibility in addressing site-specific factors and to reduce the potential for disease and pest problems associated with a mono-culture of a particular species. Maintenance Policy Statement: Public and employee safety must be a primary consideration at all times. Maintenance programs shall be designed and implemented so as to enhance long-term impact and cost-effectiveness. The City of Orillia recognizes that trees and natural vegetation are major green assets within the community and their management is of utmost importance.




Policy

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Strategy Responsibility Priority should be given to trees which due Environmental Services and Operations to species, age, location and general Department condition could reasonably be expected to pose a significant hazard, now or in the future. Preventative maintenance to enhance the long-term health of the tree cover and to reduce the potential for hazards in the future shall be a key component of maintenance programs. Implement an integrated Maintenance Future goals to be considered. Program/Contract for existing trees on public lands. Benchmark the Street Tree Maintenance Future goal to be considered. Program/Contract against other municipalities. Conduct an annual review of the Street Tree Future goal to be considered. Maintenance Program/Contract. Tree and Urban Development Policy Statement: Trees and natural vegetation will be protected from development and other activities that threaten their health. Strategy Responsibility Implementation of protective development Development Services and Engineering standards for trees and natural vegetation, to include submission of tree inventories and preservation plans along with development applications. Adoption of design standards for Development Services and Engineering development and redevelopment, including the clustering of services, and offsetting pavement, sidewalks and street lighting. This is to maximize the potential for healthy plantings and minimize the potential for healthy conflicts with servicing requirements. Incorporating requirements for the planting




Policy

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Strategy Responsibility of street trees and natural vegetation into development agreements. The Role of Trees in Urban Character Policy Statement: The City will encourage the protection and enhancement of treed and vegetated streetscapes that reflect and reinforce the character of Orillia. Strategy Responsibility Develop detailed Streetscape Tree Environmental Services and Operations Guidelines for the City of Orillia, divided into Department, Development Services and the following categories: Engineering Department 1. Local streets – boulevard plantings

where appropriate. 2. Collectors – increased set-backs for

plantings from intersections. 3. Arterials – plantings where possible

given right-of-way widths and potential widening requirements. Greater reliance may have to be placed on plantings on private property immediately adjacent to the ultimate right-of-way.

4. Gateways and Parkways – special attention should be paid to the entry points to the City and roadways adjacent to substantial open spaces where the potential for more extensive plantings and the use of appropriate flowering species, etc. exists.

Provincial Highways – the potential for a partnership with the Province and corporate sponsors for plantings along Provincial Highways and in the interior of ramps for Highway 11 should be explored. Prioritize Streetscape Plans and estimate implementation costs of each section of the Plans. Consider street maintenance issues, e.g., snow removal, parking and traffic, as part of




Policy

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Strategy Responsibility these designs. Consider heritage values and the preservation of important vistas as part of these designs. Consultation with the public as per the communication strategies identified above. Scout Valley – Special Policy Area Policy Statement: Scout Valley’s forested areas shall be managed so as to best preserve the environmental, recreational and educational resources on the site. Strategy Responsibility Removal or trimming of trees and natural Parks, Recreation and Culture vegetation can be done if it is intended to Department address a safety hazard to users of the property, protect the health and growth of a stand or an individual tree or species. The site’s management plan shall be regularly reviewed and updated where appropriate. Trail routing and maintenance is to be done so as to minimize the impact of the tree and natural vegetation cover, subject to potential safety concerns. Potential Partnerships The emphasis should always be on co-operation and the potential for partnerships.

1. City of Orillia, Parks, Recreation and Culture – with respect to sharing of expertise, equipment and training. a. to formalize existing policies and programs.

2. City of Orillia, Environmental Services and Operations – policies regarding

boulevards and servicing corridors for maintenance and new plantings.




Policy

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3. City of Orillia, Development Services and Engineering – formalize policies

regarding landscaping requirements implemented through land use planning approvals.

4. Utility companies.

5. Miscellaneous City properties i.e., Opera House and Stephen Leacock

Museum. 6. Businesses – including corporate sponsorships. 7. Schools – manpower for inventories and planting programs.

a. public lands. 8. Citizen groups. 9. Individuals and informal neighbourhood groups – Tree Planting Program as well

as private initiatives. 10. Federal, provincial level – re: public lands.

Existing Resources

• Orillia Power Corporation – partial inventory of trees along power lines,

contract forester, informal operating policies. • Parks, Recreation and Culture Department – arborist on staff, management

program in place for parks system and downtown streets, sponsorship program.

• Development Services and Engineering Department – policy direction in

Official Plan, implementation through land use planning approvals, road reconstruction project specifications.

• Environmental Services and Operations Department – informal operating

policies, administration of City Tree Planting Program (Tree Conservation Program reporting).

(R. 2003-325 03.10.06) (R. 2014-231 14.12.15)




Policy

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(R. 2018-159 18.08.16)

(R. 2019-49 19.03.04)


Development Services and Engineering 2.4.1.2. Section 4 Sign Policy

Sub-Section 1 City Entrance Signs Policy 2 Community Special Events

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Number of Event Panels Permitted Each event sign can accommodate up to three events at one time. The fourth information telephone number” panel will remain up at all times. Requests for Sign Installation Requests for sign installation from interested organizations will be considered on a first come first served basis. Events will be advertised for a minimum of two weeks prior to the event. During periods in which all spaces on the sign are occupied, additional requests will not be considered. Installation Fee The community organization will be responsible for the cost of the construction, delivery and annual replacement cost for the date panels. The community organization is also responsible for the cost of replacement of the signs when they become worn or are stolen. Installation The Environmental Services and Operations Department will arrange for installation, removal and storage of the event panels.

(R. 2000-360 00.10.30) (R. 2014-231 14.12.15) (R. 2018-159 18.08.16)



Sub-Section 2 Tourism Oriented Directional Signage (TODS) Policy 1 Installation Policy

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Terms • The City will purchase and install the sign panels • Maximum of four panels per sign post • Sign location to be approved by Development Services and Engineering Department • Fees: Cost of sign panel, installation, plus 15% administration • The City will not be responsible for damage to signs • Replacement cost for worn or damaged signs the responsibility of the agency • Any existing signs on City property and mid block signage to be removed at the time

of TODS installation Sign Specifications • Maximum size *48” x 12” (space permitting) • Colour:

• Background 3M Blue #3275 • Lettering, Icon Arrow, border – White • Lettering: Font – Helvetica Medium • Upper case lettering on first letter of each word • Lower case for balance of word

• Sign panels – 16 gauge steel

(R. 1999-94 99.04.12) (R. 2000-360 00.10.30) (R. 2014-231 14.12.15) (R. 2018-159 18.08.16)



Sub-Section 3 Overhead Banner Policy 1 Use of Banner

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1. The installation of cross-street overhead, suspended banners shall be limited to the advertising of international, national, provincial or citywide sporting, cultural and/or community based public events and campaigns, including fund raising drives.

2. All overhead, suspended, street banners shall be installed by City personnel only

at City designated locations. 3. All applications shall be in writing and approval granted on a “first come, first

served” basis for the current year. Applications received prior to December 31st for a banner in the following year shall be deemed to be received January 1st of the following year. Schedule conflicts for applications received prior to December 31 of the previous year will be resolved by discussion or on a lottery basis if needed.

4. The Roads and Storms Division of the City’s Environmental Services and

Operations Department at 20 James Street W. is authorized to process all written requests by organizations for the installation of overhead, suspended street banners. Staff decisions may be appealed to the Director of Public Works.

5. The applicant shall be responsible for all costs associated with the installation,

maintenance and removal of banners. 6. A non-refundable banner installation and administration fee payable by cash,

cheque or money order to the “Treasurer, City of Orillia” must be submitted with each application.

7. The applicant agrees to provide the banner to the Roads and Storms Division a

minimum of two working days in advance of scheduled banner installation. 8. The normal banner installation period is one week. However, if there is no conflict

with other users a maximum period of three weeks will be allowed. Event-related banners will be removed immediately after the event.

9. Banner installations or removals may be delayed due to inclement weather

conditions. 10. The City reserves the right to remove any banners that are in an unacceptable

visual or physical conditions, or are creating a hazard to motorists or pedestrians.




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11. The size of the banners shall be 1.2 metres in height and 10.0 metres in length and shall have a sufficient number of wind holes set in staggered configurations 200 millimetres in from the bottom and top edges to prevent tearing during high winds. The wind holes shall have a minimum diameter of 100 millimetres.

12. A minimum of 18.0 metres of 12.5 millimetre diameter attachment ropes woven

and stitched through the top and bottom of the banner with 4.6 metres of rope free on each end top and bottom must be provided.

13. Twenty, 19 millimetre diameter metal and/or plastic eyelet grommets shall be

spaced equally along the top and bottom of the banner for tie-wrap attachment to the banner span cables.

14. Banner material shall be vinyl-coated, heavy-weave, canvas or polypropylene

fabric. Materials should be selected for durability and dimensional stability and colour-fastness.

15. The applicant shall be responsible for the maintenance of the banner and keep it in

good physical condition and visual appearance. If maintenance is required during the period when the banner is displayed the City of Orillia will temporarily lower the banner at the applicants cost (time and materials), remove and reinstall the banner at the applicants cost or simply remove the banner.

16. The costs of supplying banners shall be borne by the applicant in whose

ownership and care the banner shall remain. 17. The City of Orillia will not be responsible for lost, stolen or damaged overhead

banners. Suggestions • Design consideration should be given to ensuring that the temporal information

(dates, and perhaps location) can be revised on an annual basis. • Vivid and contrasting colours are preferred with enough value (light and dark)

separation to provide reasonable legibility under low lighting conditions. Colour pigments or dyes should be selected for exterior applications and be resistant to fading or colour bleeding.

• Lettering should be large, bold and without serifs. Text shown should be of legible

size as seen by passing motorists (i.e. Not less than 150 millimetres).




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(R. 2006-219 06.08.21) (R. 2014-231 14.12.15) (R. 2018-159 18.08.16)



Sub-Section 4 Quiet Zone Policy 1 Orillia Soldiers’ Memorial Hospital

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THAT the appropriate Quiet Zone signs be posted on the streets surrounding the Orillia Soldiers’ Memorial Hospital.

(R. 1995-33 94.01.23) (R. 2014-231 14.12.15) (R. 2018-159 18.08.16)



Sub-Section 5 Environmental Awareness Policy 1 Turtle Warning

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THAT Council approve the installation of two turtle warning signs on Forest Avenue South between Victoria Crescent and Lankin Boulevard, and two turtle warning signs on Bass Lake Sideroad between Old Scotia Place and Hawthorn Place, as requested by Kids For Turtles Environmental Education; AND THAT the costs be borne by Kids for Turtles Environmental Education.

(R. 2007-322 07.10.22) (R. 2014-231 14.12.15) (R. 2018-159 18.08.16)



Sub-Section 6 Roadside Memorial Signage Policy 1 Eligibility and Criteria Specifications

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Purpose: The purpose of the roadside memorial sign program is to provide immediate family members or sponsors of persons fatally injured in collisions with the opportunity to memorialize them by sponsoring a roadside memorial sign to be erected on an arterial or collector roadway, within the City’s right-of-way. Alternatively, family members or sponsors may request to memorialize them on a plaque placed below one of four permanent signs erected at each of the City’s High Schools. Eligibility: In order to be eligible for a roadside sign, the following criteria must be met:

• The accident must have occurred within two years of the application; • The accident occurred on a City owned roadway; • The accident resulted in a human death; • There is no written opposition to the installation of a memorial sign from any

immediate family member; • In the case where an application is made for an intoxicated driver (alcohol or any

other controlled substance) who was fatally injured, the name plaque shall read “Sponsored by (family name or applicant)” and will not include the driver’s name.

Sign Specifics: The sign panels are 60cm x 60cm blue rectangles with one of the following messages to be chosen by the applicant:

• Please Drive Safely • Be Safe – Buckle Up

An additional 40cm x 60cm plaque bearing the words “In Memory of (Name of fatality)” or “Sponsored by (Name)” will be installed beneath the sign panel. In the event of multiple fatalities, additional names can be placed on the plaque. Requesting a Sign: An immediate family member (spouse, child, stepchild, brother, stepbrother, sister, stepsister, mother, stepmother, father or stepfather) of the deceased victim may request a memorial sign by submitting a completed application form.




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Alternatively, a non-family member sponsor may request a memorial sign by submitting a completed application form together with written agreement of at least one member of the deceased’s immediate family. Process and Procedures: The applicant submits to the City of Orillia a completed application form. The City will review the application within 30 days. (If necessary for verification purposes, the applicant may be asked to provide additional documentation such as an accident report or death certificate.) Upon approval, the sign will be ordered, fabricated, delivered and installed within 60 days. Sign Location and Maintenance:

• Signs will only be installed on City owned arterial and collector roadways. If the fatality occurred on a local road, the sign will be installed on the nearest arterial or collector road at the discretion of the City.

• The specific location of the sign is at the discretion of the City. One sign designating the site of a fatal crash will be installed in one direction of travel on the right side of the road in close proximity to the crash location.

• The City will replace the sign at no cost to the application should it be vandalized or otherwise damaged.

• Permanent “Be Safe – Buckle Up” signs have been installed near each of the City’s four High Schools. Family members or sponsors may request that the 300mm x 600mm plaque bearing the words “In Memory of (Name of fatality)” or “Sponsored by (Name)” be installed below one of the permanent signs. Placement of memorial plaques at the High School locations is subject to availability.

Sign Removal:

• The sign or plaque will remain in place for two years from the date of initial placement. The applicant (or any immediate family member) may request removal in writing at any time.

• After two years, the sign or plaque will be removed by the City and donated to the applicant, if the applicant so wishes.




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Cost: There is no cost to the applicant or family of the victim. Attachments A) Roadside Memorial Signage Application B) Roadside Signage Template

(R. 2013-16 13.01.21) (R. 2014-231 14.12.15) (R. 2018-159 18.08.16)




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Attachment A to Policy 2.6.6.1. CITY OF ORILLIA

ROADSIDE MEMORIAL SIGN APPLICATION Name of Person or Sponsor Applying for Sign:

Daytime Telephone Number:

Email Address:

Mailing Address:

City: Province: Postal Code:

Date of Fatality:

Location of Fatality:

Victim or Sponsor Name(s) (as they should appear on the sign):

Victim Name(s) (as they appear on collision report):

Roadside Memorial Sign message to be included on the main sign (please check one):

Please Drive Safely

Be Safe – Buckle Up

Be Safe – Buckle Up

High School Locations (Please choose one, subject to availability)

Orillia & District Collegiate & Vocational Institute

Park Street Collegiate

Twin Lakes Secondary School

Patrick Fogarty Catholic Secondary School

Wording of Plaque under Main Sign (Please fill in one): In Memory of Sponsored by Applicant Signature Victim’s Immediate Family Signature(s):

Date: Date:




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Attachment B to Policy 2.6.6.1.


Development Services and Engineering 2.5.1.1. Section 5 Traffic Signs and Signals

Sub-Section 1 ITE Warrant System Policy 1 Crossing Guards

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The Institute of Transportation Engineers (ITE) warrant system or the Ontario Traffic Conference (OTC) School Crossing Guard Guide will be used as a guideline for the placing of Crossing Guards where suitable alternative crossing locations and crossing protection measures are not available.

(R. 1996-200 96.11.04) (R. 2006-283 06.11.27) (R. 2014-231 14.12.15) (R. 2018-159 18.08.16)


Development Services and Engineering 2.6.1.1. Section 6 Traffic Calming

Sub-Section 1 Manual Policy 1 Guidelines and Procedures for Traffic Calming

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1 INTRODUCTION 1.1 Background The Development Services and Engineering Department receives numerous concerns, both real and perceived, from residents regarding high traffic volumes, short-cutting, speeding and overall neighbourhood safety. The City of Orillia does not currently have a traffic calming policy and concerns are addressed through data collection, site review, and front-line mitigating measures such as signs and line painting as well as traffic enforcement conducted by the Ontario Provincial Police, Orillia Detachment. 1.2 Purpose The purpose of this policy is to provide guidelines, procedures and criteria for the initiation, investigation and implementation of traffic calming measures within residential neighbourhoods to address safety concerns related to speeding and excessive volume in a fair and efficient manner. Guidelines included in this policy will be applied to local and collector roadways within primarily residential neighbourhoods. The policy does not apply to arterial roadways. While similar traffic related issues may exist on arterial roadways, their primary function is to move traffic efficiently. Therefore, traffic calming measure(s) that may be appropriate for use on non-arterial roadways would not be suitable for use on arterial roadways. 1.3 What is Traffic Calming? Traffic calming is defined as “the combination of mainly physical measures that reduce the negative effects of motor vehicle use, alter driver behaviour and improve conditions for non-motorized street users.”1 Traffic calming measures can be effective in reducing vehicle speed, excessive traffic volume and improve overall neighbourhood safety. Traffic calming measures combined with engineering, educational and enforcement tools, can significantly improve the safety of neighbourhoods. The physical traffic calming measures referred to in the above-noted definition refer to a combination of vertical and horizontal deflections in the roadway as well as obstructions and traffic regulations. Traffic calming measures may include speed humps, raised intersections, traffic circles, curb extensions, curb radius reductions, diverters and raised median islands. 1 Canadian Guide to Neighbourhood Traffic Calming, Institute of Transportation Engineers, 1998, Page 1-1. The TAC/ITE Canadian Guide to Neighbourhood Traffic Calming provides a detailed list of traffic calming measures including a brief description as well as the potential benefits




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and disadvantages of each technique (presented in Appendix A). 1.3.1 Traffic Calming Advantages and Disadvantages

Advantages Traffic calming may: • Reduce motor vehicle speeds; • Reduce traffic volume; • Discourage through traffic; • May reduce collisions; • Improve neighbourhood environment; and • Reduce conflicts between roadway users. Disadvantages Traffic calming may: • Increase emergency vehicle response time; • Reduce ease of access in and out of neighbourhoods; • Result in expensive solutions (time and resources); • Shift or divert traffic onto neighbouring roadways • Increase maintenance time and costs (e.g. snow clearing, garbage pick-up); and • Result in the implementation of measures some consider visually unattractive

and/or cause increased noise pollution. 1.4 Objectives The objective and purpose of traffic calming is to restore streets to their intended function by addressing undesirable traffic conditions such as speeding and excessive volume on local and collector roadways. The objectives of traffic calming and this policy are to: i. Increase the Safety of Neighbourhoods Excessive traffic volume and speeding on residential roads is the basis for many of the concerns received from residents. Through the use of physical measures, alone or in various combinations and implemented properly, can alter driver behaviour and can improve safety on neighbourhood streets by reducing conflicts between street users. The resulting reduction in volume and speed will create a safer environment for all residents including pedestrians, cyclists, children, disabled persons and seniors. ii. Improve the Livability of Neighbourhoods Traffic calming measures may restore the livability of a neighbourhood by minimizing the volume and speed of through traffic. As a result, negative impacts such as excessive noise, air pollution from vehicle emissions, volume of vehicles, and potential safety hazards are minimized. Traffic calming measures can aesthetically enhance the neighbourhood environment with design and landscaping.




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iii. Restore Streets to their Intended Function The purpose of traffic calming is to restore streets to their intended function. The principal function of a residential local roadway is to provide access to adjacent properties and is not intended to be through routes or move significant amounts of traffic. The principal function of a residential collector roadway is to provide access to adjacent properties and to provide connections between local roadways and other collector and arterial roadways. iv. Preserve Access and Minimize Impact to Emergency Services, Public Transit and Other Maintenance Services The potential impacts to emergency services, transit and maintenance vehicles will be considered throughout the implementation of traffic calming measures. The needs of these services will be balanced against the need to slow and/or reduce traffic. In addition, this policy outlines the process through which all potentially impacted services will have the opportunity to comment on any proposed plans before implementation. v. Promote Public Participation and Community Support Traffic calming measures have a direct impact on neighbourhoods and the residents living in them. For traffic calming to be successful, the neighbourhoods must be committed to and support the solution. An important part of the process includes resident communication and feedback in order for staff to understand the history of the traffic problems in the neighbourhood. Effective communication with residents provides staff with the opportunity to explain to residents the benefits of traffic calming measures while deterring them from less effective countermeasures. 1.5 Guidelines The following guidelines will be taken into consideration when investigating, selecting and implementing traffic calming measures. This will ensure that the appropriate measures are considered fully, and the potential negative impacts are minimized. Following these guidelines will maximize the effectiveness of traffic calming while building community acceptance and support for the final recommendations. Traffic calming measures will:

• Be considered only after education, enforcement and traffic engineering efforts have failed to produce the desired results.

• Be considered when there is a demonstrated safety, speed or short-cutting traffic concern and acceptable alternative measures have been exhausted.

• Be considered after focus is placed first on improvements to the arterial road network, such as adjusting signal timing.

• Include consideration as to whether an area-wide plan versus a street-specific plan is more suitable: an area wide plan should be considered if a street-specific plan would likely result in displacement of traffic onto adjacent streets.

• Be predominantly restricted to two lane roadways (one lane of through traffic in each direction) and a posted speed limit no greater than 50 km/h.

• Not impede non-motorized, alternative modes of transportation and be designed to




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ensure pedestrian and cycling traffic is unaffected. • Not impede emergency, transit and maintenance services access unless alternate

measures are agreed upon. • Maintain reasonable automobile access to City roadways. • Consider parking removal on a project-by-project basis. Parking needs of residents

should be balanced with the equally important functions of traffic, emergency vehicle access, transit, maintenance, bicycle, and pedestrian movement.

• Only be installed after Development Services and Engineering staff has investigated existing traffic conditions and the necessary approvals have been received.

• Be monitored; follow-up studies will be completed to assess effectiveness and the results will be communicated to the community and Council.

1.6 Community Involvement The objective and purpose of traffic calming is to restore streets to their intended function by addressing undesirable traffic conditions such as speeding and excessive volume on residential local and collector roadways. For traffic calming to be successful, the neighbourhoods must be committed to and support the solution. The only means of gaining this commitment is to involve the residents by informing them of the study location being considered for traffic calming measures. Another important part of the process includes resident communication and feedback as to the history of the traffic problems and possible solutions. Residents are encouraged to participate in the development of a traffic calming plan suitable to the neighbourhood and the concerns identified within it. Community involvement assists in the implementation of a plan without significant opposition upon completion and also enhances the credibility of the traffic calming program.

Communication with residents is made at various stages throughout the process as the traffic calming plan is developed and implemented. Traffic calming plans should be developed with an understanding of current and historical traffic patterns within the area under investigation.

In order to obtain a working partnership with the community, meetings will be scheduled and surveys delivered to residents affected by the implementation of traffic calming measures. 1.7 Environmental Assessment Act, 1990 Traffic calming is exempt from the Ontario Environmental Assessment Act and is not an undertaking subject to the Municipal Engineers Association Municipal Class Environmental Assessment (October 2000, as amended in 2007). Where appropriate, public consultation elements of the Municipal Class EA for a Schedule B project have been incorporated in this policy as a best practice.




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1.8 Appropriate Streets for Traffic Calming This policy defines the types of roadways that are suitable for traffic calming in the City of Orillia. Traffic calming will only be considered on residential local and collector roadways and not on arterial roadways in the City. Through application of this policy and by applying good engineering judgment, traffic calming measures, when installed, will be done so in a manner which will ensure that they provide the most effective solutions while continuing to support the intended function of the roadway. For example, to ensure that transit service remains efficient on collector routes, curb radius reduction would not be recommended at locations where transit vehicles must turn right since curb radius reductions significantly slow the turning speed of vehicles. Local Roadways The primary function of local roadways is to provide access to adjacent properties. Local roadways are not intended for use as through routes or as important links to move traffic within an area’s overall road network.

Local Roadway Examples: Peter Street, Matchedash Street, Mary Street Collector Roadways Collector roadways balance access to adjacent properties with the need to collect and distribute residential traffic travelling into and out of a neighbourhood. For the purposes of this traffic calming policy, the City’s collector roadways are divided into 2 categories: • Minor Collectors: Carry lower traffic volume (1,000-3,000 vehicles per day)

between local roads and major collector roadways and some arterial roadways. Minor collectors help circulate traffic within individual neighbourhoods. Minor collectors link smaller crescent/cul-de-sac type local roadways to the larger road network but are relatively short as compared to major collector roadways which may extend from one side of the City to the other.

Minor Collector Roadway Examples: North Street, Bay Street, Hughes Road • Major Collectors: Carry higher traffic volume (3,000+ vehicles per day) between

local roadways, other collectors and arterial roadways. Major collectors intersect with two or more arterial roadways and quite often extend from one end of the City to the other.

Major Collector Roadway Examples: Barrie Road, Brant Street, Gill Street, Forest Avenue




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2 TRAFFIC CALMING PROCESS The following process will be used when proceeding with a request for traffic calming. An established and formal process for investigating roads provides consistency and equality in the determination of traffic calming. 2.1 Process Initiation Residents with traffic related concerns are instructed to submit their written request to investigate traffic calming within their neighbourhood to the City. City staff will then conduct a brief preliminary assessment to determine if the requested roadway meets the following Initial Screening Criteria. 2.1.1 Initial Screening Criteria: Determination of Eligibility When requests are received, a review of the roadway(s) is made to determine if the following initial screening criteria are met: • Must be a residential local or collector roadway; • Must have a minimum 500 Annual Average Daily Traffic (AADT); • The posted speed limit shall not be greater than 50 km/h; • All reasonable efforts have been made to address the concerns utilizing other

means including engineering, education and enforcement tools; • Roadway must be assumed and maintained by the City of Orillia; • Zoning should be primarily residential in nature; and • Requested street or section of street must be a minimum of 150m in length. Following this initial review, the City will inform residents as to whether or not their location meets the initial screening criteria. Residents with requests that meet the above-noted initial screening criteria will receive information about the traffic calming process, as well as a copy of the City’s Traffic Calming Neighbourhood Petition (see Section 2.1.3). Roadways that do not meet the above-noted criteria may still be eligible for other mitigating measures and/or police enforcement initiatives, as discussed below. 2.1.2 Ineligible for Traffic Calming based on Initial Screening Criteria For locations not meeting the above-noted initial screening criteria, staff will consider front-line mitigating measures to address the neighbourhood traffic concerns. These methods could include tools such as the use of driver feedback boards, targeted police enforcement, sign installation and pavement marking modifications. Front-line mitigating measures will often not require public involvement such as surveys and public meetings. However, they may require monitoring and evaluation to assess their effectiveness. Details regarding front-line mitigating measures are provided in Appendix B.




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2.1.3 Traffic Calming Neighbourhood Petition After it has been determined that the requested location meets the initial screening criteria, the proponent must submit a written request, accompanied by a petition. Staff will provide a copy of the petition to the proponent. The focus of the petition will centre on whether or not there is neighbourhood support for the City to initiate an investigation into the need for traffic calming on the requested roadway. The petition must contain an indication of support from at least 51% of the households with direct frontage or flankage onto the section of roadway that has been identified as the location for the potential implementation of traffic calming measures, as defined by Development Services and Engineering staff. Each household is represented by one signature, regardless of the number of people in the household. This step in the process is crucial in determining the level of concern from the residents. Failure to meet the 51% support level will result in termination of the investigation; meeting the required 51% support level will trigger the commencement of a traffic calming investigation. 2.2 Data Collection and Analysis If the requested location meets the initial screening criteria and petition results indicate that there is at least 51% support, data collection and analysis will commence. The collection of traffic data, as deemed necessary by Development Services and Engineering staff, will serve to provide a better understanding of the current traffic conditions and to prioritize locations for the investigation of traffic calming. 2.2.1 Data Collection Staff will conduct the necessary traffic studies to quantify and qualify the traffic concerns within a neighbourhood. The data collected will pertain to vehicle volume, vehicle speed (85th percentile), collisions, pedestrian activity, origin/destination study if request relates to short- cutting traffic, and historical site-specific information. Standard traffic engineering data collection methods will be used for the collection of data. Once collected and summarized, the data will be utilized in the point assessment system to determine a total point value (See Section 2.2.2.). This assessment will be used to determine the need for traffic calming and assist in setting priority for locations of consideration. If the implementation of traffic calming could result in undesirable traffic displacement onto parallel roadways, ‘before’ traffic volume data will be collected as deemed necessary by Development Services and Engineering staff. This data will then be utilized to determine if corrective action is required on parallel streets after comparing the ‘before’ and ‘after’ traffic volume.




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2.2.2 Point Assessment System The point assessment system is a screening process focused on the various attributes of a roadway in order to quantify its potential need for traffic calming. By means of assigning weighted points based on the severity of certain road attributes (e.g. 85th

percentile speed), this process will bring to the forefront roadways requiring consideration while quantifying the current conditions. A point assessment system is provided in (Appendix C). The point assessment system will also be used to prioritize locations for consideration. Those locations with an extremely high point assessment will be given priority based on the quantitative nature of the point assessment system. Depending on funding availability, locations will be selected based on the point system with those locations with the highest points constructed first. If funding does not permit all locations to be constructed in one year, roadways will be carried forward to the next year when they will then be re-prioritized to include any new locations. The minimum number of points required to proceed with the investigation of traffic calming measures differs based on the classification of roadway. In keeping with the objective of restoring roadways to their intended function, local and collector roadways are designed and expected to convey varying levels of traffic volume. This, in turn, has a bearing on the minimum point value required to proceed, as traffic volume is a major consideration. Based on this, the following are minimum point values for each road type: • Local roadway minimum 35 points • Collector roadway minimum 52 points Should a location fail to meet these requirements, residents will be notified in writing and the investigation for traffic calming measures will discontinue. Locations failing to meet the requirements for the implementation of traffic calming measures are not eligible for re-evaluation for a period of three years following notification. However, staff will continue to address the concerns of the residents by means of the front-line mitigating measures (refer to Appendix B). 2.3 Traffic Calming Design Considerations The data collected combined with site visits, historical information, future maintenance and construction plans, as well as resident feedback will be taken into consideration to determine potential traffic calming measures. Appropriate traffic calming measures will be determined based on the list of traffic calming measures outlined in Section 3 of this policy. The traffic calming design could include one or more different types of traffic calming techniques. The proposed traffic




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calming measures will be in accordance with the design guidelines outlined in the Canadian Guide to Neighbourhood Traffic Calming and the engineering judgement and experience of staff. The preferred design will first be presented to emergency, transit and maintenance services. It will then be presented at a public meeting. After any required modifications to the preferred design as a result of this input, a traffic calming survey will be delivered to affected residents. 2.4 Comments from Emergency/Transit/Maintenance Services Staff will provide the preferred design to the relevant review agencies (e.g. emergency and transit services). Comments from the potentially affected services will be solicited and feedback with respect to possible impacts will be encouraged. As required, City staff will work with agencies to modify the design, as necessary. While it is preferable to modify the traffic calming design, if modifications are not able to remedy agency concerns, the traffic calming process will be discontinued for the roadway under consideration and residents will be notified. 2.5 Define Survey Canvas Area Using summarized comments from the submitted petition and preliminary information about the roadway and surrounding area, staff will define the survey canvas area. As part of this process, surrounding roads may be identified as part of the investigation. As a minimum, households with direct frontage onto the roadway to be investigated will be surveyed, in addition to each property whose side yard abuts the subject roadway section. Households that do not directly front the subject roadway, but who have no other option but to use the section of roadway where traffic calming is being proposed (e.g. in the case of a cul-de-sac), will not receive the survey; however a public meeting notice will be delivered to their homes. 2.6 Public Input Notice Notification will be published in the local newspaper and on the City’s website. The purpose of this notice will be to provide notification to the public regarding the meeting date, time and location. It will also present an opportunity to solicit comments on the alternative traffic calming measures. 2.7 Public Meeting Staff will host a public information meeting to present the purpose, objectives and implementation process of traffic calming in general. Staff will then present and explain the rationale behind the specific preferred traffic calming design. The public meeting will provide residents with an opportunity to become involved in the process, learn more about the proposed traffic calming treatment(s) and to provide their feedback.




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2.8 Community Support Survey Based on input received from emergency, transit and maintenance services as well as from the public at the public meeting, the preferred design will be modified. The objective of the community support survey is to determine the level of support for the traffic calming design and to provide an opportunity for the most directly affected residents to oppose any modifications to the road. It is also intended to measure the support of the preferred design proposed to the residents. 2.8.1 Survey Scope Surveys will be delivered by mail and at a minimum, will contain: • A brief description of traffic calming, including its advantages and disadvantages; • The results of the traffic studies undertaken by staff; • A survey question asking if residents are in favour, opposed or neutral to

the implementation of traffic calming measures in the identified location(s); • The preferred traffic calming design; • A request for comments and feedback; and • An indication that this is the final opportunity to modify and improve the preferred

design to address any outstanding concerns and to incorporate resident input. 2.8.2 Measuring Community Support In order for the process to continue, a minimum of 25% of total surveys delivered must be returned to the City. Of this 25%, 60% acceptance for the implementation of traffic calming is required3. This reinforces that community support is vital for the ultimate success of traffic calming. For example, if 100 surveys are delivered, a minimum of 25 surveys is required to be returned. Of those 25 surveys, 15 must indicate acceptance for the implementation of traffic calming measures. If this support rate is not met, the process will cease and a notification of failure to meet the community support levels will be sent to the residents on the mailing list. 2.9 Finalize Preferred Traffic Calming Plan Using technical data, community feedback, and in keeping with the goals, objectives and principles set out in this policy, staff will finalize the preferred traffic calming design to be put forward as the recommended preferred traffic calming plan. In finalizing the preferred traffic calming plan, general consideration will be given to the various aspects of road design such as utility placement, landscaping, sign requirement and drainage.




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2.10 Detailed Traffic Calming Design With a recommended preferred traffic calming plan in hand, detailed engineering drawings are required. These drawings will provide a high level of detail taking into consideration but not limited to the following: • Surface drainage • Utility locations or relocations • Sub base requirements (i.e. granular type and thickness) • Surface type (asphalt, concrete, decorative concrete) • Roadway grade • Sightlines and sight distances • Adherence to Guide to Neighbourhood Traffic Calming, Transportation Association

of Canada Geometric Design Guide and Town design standards • Requirements for warning signs and pavement markings • Driveway and intersection locations • Cost considerations At this point, the feasibility of the preferred traffic calming measures will be evaluated in detail. If, during the detailed design stage, limitations are identified which challenge the feasibility of the plan, alternatives will need to be considered. This may include alterations or a re-development of the preferred plan. If significant or major changes to the plan are required due to design constraints, agencies and residents on the mailing list will be consulted and notified of any changes. If staff believe that the required modifications to create the detailed design result in a significantly different final design from that which was presented to residents as part of the survey, staff may recommend another survey and/or public meeting. 2.11 Recommend Final Plan to Budget Committee If the traffic calming design is such that budget monies will have to be allocated to implement then a traffic calming project budget request recommending the implementation of the recommended preferred traffic calming measures will be submitted to Budget Committee for consideration and approval. 2.12 Resident Notification Staff will deliver notices to residents to inform them that traffic calming has been either approved or not approved by City Council on the subject roadway. The notice will be sent to the same mailing list used to deliver the traffic calming survey and any other persons having requested notification throughout the process. If the traffic calming plan is approved, the notice will include information about the traffic calming review process for the subject roadway and will include the following details:




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• Copy of Preferred Traffic Calming Plan clearing showing locations of treatments; • Information about where residents may review the detailed design drawings; and • Implementation timeframe 2.13 Implementation of Traffic Calming Measures Upon approval of Council, resident notification, and sufficient funding, traffic calming measures will be implemented. Residents will be notified of implementation timelines through the contact mailing list. Where feasible, staff may decide it is beneficial to phase in the traffic calming plan through the use of temporary or removable traffic calming measures such as pavement markings or barrels. This will allow time to examine the impact of the measures and their effectiveness before committing funding to permanent treatments. 2.14 Evaluation and Monitoring Development Services and Engineering staff will monitor the roadway to determine the effectiveness of the utilized measures and their impact on the surrounding road network. This information will be used in recommending similar measures in the future. In addition to conducting before and after speed studies, 4-6 months after implementation, the City will conduct studies to assess if the traffic calming plan has resulted in significant amounts of traffic diverting to adjacent, parallel streets. These after studies will be compared with the City’s ‘before’ studies to determine the change in traffic volume. While every attempt will be made to avoid transference of traffic onto other streets, if it is found that traffic has increased by greater than 15% (with a minimum of 150 vehicles), on a parallel street due to traffic calming implementation, the City will explore corrective action opportunities to remedy the situation and/or reduce the impact.

3 Canadian Guide to Neighbourhood Traffic Calming (1998) recommends minimum of 50-70% support from respondents, Page 2-6.




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2.14 Evaluation and Monitoring Development Services and Engineering staff will monitor the roadway to determine the effectiveness of the utilized measures and their impact on the surrounding road network. This information will be used in recommending similar measures in the future. In addition to conducting before and after speed studies, 4-6 months after implementation, the City will conduct studies to assess if the traffic calming plan has resulted in significant amounts of traffic diverting to adjacent, parallel streets. These after studies will be compared with the City’s ‘before’ studies to determine the change in traffic volume. While every attempt will be made to avoid transference of traffic onto other streets, if it is found that traffic has increased by greater than 15% (with a minimum of 150 vehicles), on a parallel street due to traffic calming implementation, the City will explore corrective action opportunities to remedy the situation and/or reduce the impact. 2.15 Removal of Traffic Calming Measures Traffic calming devices may be removed, at the request of residents provided that at least the same level of support exists to remove as was measured for installation (25% returned surveys, with 60% of respondents agreeing to the removal). The survey will be delivered to the same residents as was initially done to gauge support for traffic calming. Traffic calming measures must be installed for at least 2 years before starting the process to remove them. If traffic calming devices are removed, the subject street must wait at least three years before requesting a new traffic calming plan; at this point the approval process will start over. If a request to remove a single traffic calming device, within an overall traffic calming plan, is received, all traffic calming devices will be considered for removal. Depending on circumstances, it could be possible to remove a single device constructed as part of an overall plan, however, in most cases all devices work together to be effective and to ensure that traffic is not diverted where it should not be. The City reserves the right to remove traffic calming measures if it determines that they are ineffective or unsafe, or if they have created a negative impact that cannot be corrected. The City will mail out a notification and advertise on its website and in local newspapers informing of its decision to remove traffic calming measures. 3 TRAFFIC CALMING MEASURES This section of the policy provides a brief description of each traffic calming technique that is appropriate for use within the City of Orillia. 3.1 Measures Considered for Use in Orillia The Canadian Guide to Neighbourhood Traffic Calming identifies traffic calming techniques that are commonly used in Canada. However, the Guide notes that not all




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measures that have been used for traffic calming purposes are appropriate as traffic calming measures. Some measures, such as signing (stop signs and maximum speed signs) and rumble strips/textured pavement, for example, should not be used for traffic calming purposes. Although effective for other purposes, these measures have proven to be less effective for traffic calming and are therefore not recommended for use as traffic calming techniques in Orillia. The Canadian Guide to Neighbourhood Traffic Calming Table 3.1 lists traffic calming measures most commonly used in Canada (also included in Appendix A). This section of the policy identifies the traffic calming measures (identified in Table 1) that are appropriate for the City of Orillia. Some traffic calming measures may be considered for both local and collector roadways, whereas others should be used only on one type of roadway. Other factors affecting the applicability of traffic calming measures in Orillia include access for emergency vehicles, transit service, and ongoing maintenance of roadways. Measures that are not suitable for primary emergency response and transit routes are identified in the table.




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Table 1- Applicability of Traffic Calming Measures in City of Orillia

Traffic Calming

Technique

Measure Applicable On: Road Classification Other Considerations

Local Roadway

Minor Collector Roadway

Major Collector Roadway

Emergency Response Route

Transit Route

Vertical Deflection

Speed Cushion YES YES YES YES YES

Horizontal Deflection

Curb Extension YES YES YES YES YES

One-Lane Chicane YES NO NO NO NO

Curb Radius Reduction

YES

YES

YES

YES 4 YES5

On-Street Parking6 YES YES YES YES YES

Raised Median Island

YES

YES

YES

YES

YES

Traffic Circle YES YES NO NO NO

Road Diet YES YES YES YES YES ____________________ 4 No curb radius reduction if emergency vehicles typically turn right at a particular corner being considered 5 No curb radius reduction if transit vehicles typically turn right at a particular corner being considered 6 No on-street parking on side of street if already banned on that side of street due to roadway width. Narrower design standard does not allow room for parking on both sides.




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Table 1- Applicability of Traffic Calming Measures in City of Orillia - continued

Traffic Calming

Technique

Measure Applicable On: Road Classification Other Considerations

Local Roadway

Minor Collector Roadway

Major Collector Roadway

Emergency Response Route

Transit Route

Obstruction7

Directional Closure YES YES NO NO NO Raised Median

Through Intersection

YES

YES

YES

YES

YES Right–In / Right-Out

Island

YES

YES

NO

NO

NO Intersection

Channelization

YES

YES

YES

YES

YES

Diverter YES YES NO NO NO

Full Closure YES YES NO NO NO

Signage Traffic Calmed

Neighbourhood Sign

YES

YES

YES

YES

YES

Other

Textured Crosswalk YES YES YES YES YES

7 Obstructions are more extreme measures and should only be considered after other vertical and horizontal traffic calming measures have been tried. Traffic Diverters and closures should be a very last resort due to their restrictive nature.




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3.2 Vertical Deflection Traffic calming measures utilizing vertical deflection can be problematic for emergency and transit vehicles since most (e.g. speed humps and raised intersections/crosswalks) requires significant speed reduction to navigate the treatment and should be used as a last resort. Therefore the only vertical deflection technique approved for usage in the City of Orillia is speed cushions. Speed Cushions are small speed humps designed to slow passenger vehicles but are typically designed so that the wheel base of emergency vehicles straddle the speed cushion. The wider wheelbase on emergency vehicles allows them to pass over the speed cushion without slowing down. Speed cushions can be sized and designed in sets of 2-3 cushions (one in the middle and one on each side). Another technique is to use a mountable centre island design with a ‘knock-down’ post in the middle (shown in picture below). The separation between speed cushions is designed with enough space for emergency vehicles to avoid touching the speed cushions and thus not having to slow down. Speed cushions may be used on local and collector roadways with design modifications tailored to suit individual roadway dimensions to ensure smooth passage for emergency and transit vehicles. Speed cushions are not used during winter months.

Figure 1 – Speed cushion with Mountable Centre Median, Oakville, ON8

8 The centre, mountable median with speed cushions on either side as shown in image is a design developed by staff at the Town of Oakville using temporary rubber speed cushions developed by TrafficLogix. Photo courtesy of the Town of Oakville.




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Figure 2 – Speed Cushions, Calgary, AB9

Figure 3 – Speed Cushions for Emergency Vehicles10

9Image from City of Calgary website: http://www.calgary.ca 10 Image from website: http://streetswiki.wikispaces.com/Speed+Bumps,+Humps,+and+Cushions.

http://streetswiki.wikispaces.com/Speed%2BBumps%2C%2BHumps%2C%2Band%2BCushions




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3.3 Horizontal Deflection This section describes traffic calming measures that cause a horizontal deflection of vehicles. These types of measures discourage short-cutting or through traffic to varying degrees and may also reduce vehicle speeds, reduce conflicts and enhance the neighbourhood environment. Curb extensions (intersection and/or mid-block) improve pedestrian safety by reducing the distance that pedestrians must travel to cross a roadway, by improving the visibility of pedestrians for approaching motorists, and the visibility of approaching vehicles for pedestrians. Curb extensions are sometimes referred to as bulb-outs or neck-downs. They can be used at intersections and at midblock locations, and can be used alone or in combination with a textured crosswalk and/or a median island. In addition to their pedestrian safety benefits, curb extensions on one or both sides of the roadway also help to reduce vehicle speeds. Curb extensions may be considered for use on both local and collector roadways, including transit and emergency response routes.

Figure 4 – Curb Extension




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One-Lane Chicane has a set of two or more alternating curb extensions that narrow a two-lane road to a one-lane road for a short distance. Chicanes require drivers to slow down to drive around them. The effect is to create a serpentine or snake-like driving pattern. Depending on the width of a roadway, chicanes can also be achieved by alternating on-street parking. The Canadian Guide to neighbourhood Traffic Calming does not recommend using a one-lane chicane on transit or emergency routes.

Figure 5 – One-lane chicane12

The Institute of Transportation Engineers and the U.S. Federal Highway Administration specify the following applications for chicanes:11

• Appropriate for midblock locations only • Most effective with equivalent volumes on both approaches • Typically, includes a series of at least three curb extensions. A one-lane chicane is most applicable to the City of Orillia’s application on local roadways that are not designated transit routes. 11 Hayes, Jolene M., Managing Traffic in Residential Neighborhoods: A New Challenge in Modeling Transportation in Urbanized Regions, Page 8. 12 Image of one-lane chicane from: http://www.talkingtraffic.org/index.php/2008/02/05/episode-11-traffic- calming/: Photo credits go to Richard Drdul. This photo is licensed as a Creative Commons 2.0 Attribution, Share-alike, per the original photographer.

http://www.talkingtraffic.org/index.php/2008/02/05/episode-11-traffic-




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Curb radius reduction is the reconstruction of an intersection corner to a smaller radius. This measure effectively slows down right-turning vehicle speeds by making the corner ‘tighter’ with a smaller radius. A corner radius reduction may also improve pedestrian safety to a certain degree by shortening the crossing distance. This type of measure is acceptable on local and collector roadways, but its use is often limited to specific situations where the existing intersection geometry would allow the reconstruction. In addition, curb radius reductions should not be used on transit routes requiring a right turn.

Figure 6 – Curb Radius Reduction On-street parking is a practical way of decreasing the effective road width by allowing vehicles to park adjacent and parallel to the road edge. This type of measure is applicable on most local and collector roadways. The primary benefit of allowing on-street parking as a traffic calming measure is the reduction in vehicle speeds due to the narrowed travel space. In newer City subdivisions some roadways have a narrower design to accommodate parking on only one side (parking banned on opposite side). In this situation, changing the parking configuration to permit parking on both sides is not recommended.

Figure 7 – On-street Parking on Both Sides, James St., Milton, ON




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Raised median islands are installed in the centre of a roadway to reduce the overall width of the travelled lanes. They help slow traffic without affecting the capacity of the road. Raised median islands can be combined with curb extensions and/or textured crosswalks to further improve pedestrian safety. This measure may be considered on both local and collector roadways. Figure 8 – Raised Median (with Textured Crosswalk)13

Traffic circles are a raised island located in the centre of an intersection designed to reduce vehicle speeds and reduce vehicle-vehicle conflicts. Intersection should have balanced traffic volumes. Traffic circles should not be used on major collector or arterial roadways, even where these roads intersect local residential streets. Experience in other communities has shown that, where traffic circles are located on more major roads that carry significantly higher traffic volume, traffic entering the traffic circle from the major road often fails to yield to traffic that has already entered from the local street, creating a safety concern. Traffic circles should not be confused with the modern roundabout which is typically larger with raised median islands at all approaches and it may serve two or more entry lanes of traffic. Figure 9 – Traffic Circle, Ancaster, ON

13 Image from pps.org (Project for Public Spaces)




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Road diets are a new technique used to better define road space for various users and to encourage motorists to slow down. In many cases, wide local and collector streets do not have pavement markings (other than a centre line in the case of collectors) to clearly indicate where motorists should drive. Road diets involve the addition of pavement markings to define driving space, parking space, and, in some cases, bicycle facilities. More clear definition of driving space can induce drivers to reduce their speed. Road diets can be applied to local and collector roadways. Figure 10 - Road Diet, Mississauga, ON 3.4 Obstruction This section describes those traffic calming measures that obstruct specific vehicle movements with the intention of deterring or preventing short-cutting traffic from making certain traffic movements. It is important to note that they are intended to deter motor vehicle traffic only and not to obstruct bicycle or pedestrian traffic. These types of measures are typically implemented at intersections, but may also be applied at some mid-block locations. Obstructions range from those that have a relatively minor impact on vehicular access to those that severely restrict access such as a road closure. Although these types of measures are effective at discouraging short-cutting and through traffic to varying extents, they are only recommended for use when horizontal or vertical deflection measures would not be effective or appropriate. The following obstruction traffic calming techniques are appropriate for use in the City of Orillia. Directional closures are created using a curb extension or other barrier that extends into the roadway, approximately as far as the centerline. This device obstructs one side of the roadway and effectively prohibits vehicles travelling in that direction from entering. Directional closures are especially useful for controlling non-compliance of one-way road sections and are compatible with other modes such as bicycles. At all directional closures, bicycles are permitted to travel in both directions through the unobstructed side of the road; however, some directional closures have a pathway built through the device specifically for bicycles. Since their purpose is to prevent short- cutting traffic, directional closures are applicable for use on local streets and minor collectors, at their intersection with collectors and arterials.




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Figure 10 – Road Diet, Mississauga, ON Raised median through intersection. These devices may be used on the centerlines of local and collector roadways to prevent left-turn and through movements to and from intersecting streets. This type of device is especially effective at preventing short-cutting and through traffic while providing some secondary pedestrian safety benefits.

Figure 12 – Raised Median through Intersection, Kitchener, ON Right-in/right-out islands are raised triangular islands located on an intersection approach to limit the side street to right turn in and out movements. Similar to a raised median through an intersection, this device is used primarily to restrict movements to and from an intersection roadway. Right-in/right-out islands may be considered only for use in locations where local residential streets intersect another roadway of any class.




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Figure 13 – Intersection Channelization and Right-in/Right-out Island, Kitchener, ON

Intersection channelization is used to delineate specific movements at or through an intersection. They typically restrict access to and from cross-streets and therefore impact access to neighbourhoods for residents and emergency vehicles. They may be used on both local and collector roadways. The following techniques could be used where significant short-cutting problems exist and should only be considered in extreme circumstances, as they severely restrict access for residents. The following two techniques should not be used on transit or emergency routes: 1. Diverters14 are raised, physical barriers placed diagonally across an intersection that

prevent motorists from travelling straight through an intersection (they are forced to turn).

2. Full closures are typically only considered as a last resort, as they completely restrict access for residents and others travelling to and from locations within a neighbourhood. They also restrict emergency and transit access. Less restrictive measures should be considered first, as in most cases these can achieve the same results, without the severe impacts associated with a full closure.

Figure 14 – Diverter 14 Photo by Richard Drdul. This photo is licensed as a Creative Commons Attribution-Share Alike 2.0 Generic Licence.




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3.5 Signage Signage prohibiting turns and through movements should only be used as an alternative in situations where appropriate traffic calming measures cannot be used. The use of signage without accompanying physical traffic calming devices should be avoided where possible, as this can create an enforcement problem and, as a result, can be costly in terms of police resources. There is, however, one type of signage that can be used to complement the physical devices installed through a traffic calming plan. “Traffic-Calmed Neighbourhood” signage is used to notify motorists and other road users that they are about to enter a neighbourhood that has been ‘calmed’ by the installation of various traffic calming measures. Although this signage alone does not have any significant impact on driver behaviour, it aims to make the motorist aware of the conditions they are about to enter and could potentially act as a ‘deterrent’ for motorists looking for a short-cut.

Figure 15 – Traffic Calming Sign, Figure 16 – Textured Crosswalk, Mississauga, ON Portland, OR 3.6 Other Textured Crosswalks incorporate a texture or patterned surface which contrasts with the adjacent roadway. It helps to better delineate the crossing locations and helps reduce pedestrian-vehicular conflicts. This treatment may be used on both local and collector roadways. Textured crosswalks can be combined with curb extensions and/or raised median islands to further improve pedestrian safety. They are only to be used at formal pedestrian crossing locations with painted crosswalk pavement markings such as those found at signalized or stop controlled intersections.

(R. 2013-390 13.12.16) (R. 2014-42 14.03.17)

(R. 2014-231 14.12.15) (R. 2018-159 18.08.16)




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The following appendices are attached to this policy: Appendix A TAC/ITE Canadian Guide to Neighbourhood Traffic Calming Reference Tables Appendix B Front-Line Mitigating Measures Appendix C Traffic Calming Point Assessment System Neighbourhood Survey




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Appendix A TAC/ITE Canadian Guide to Neighbourhood Traffic Calming Reference Tables




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Appendix B Front-Line Mitigating Measures

Driver Feedback Boards are pole-mounted devices equipped with radar speed detectors and an LED display. The boards are capable of detecting the speed of an approaching vehicle and displaying it back to the driver. When combined with a regulatory speed limit sign, a clear message is sent to the driver displaying their vehicle speed. The objective of the program is to improve road safety by making drivers aware of their speed, evoking voluntary speed compliance.

Figure 17 - Whaley Way, Milton, ON

Community Entrance Signs “Drive Slowly… Think of Us” sign is purely informational and as such, is intended to serve as a reminder to motorists that they are entering a residential area where the residents are concerned about the safety and integrity of their neighbourhood. As the over use of any traffic control device or sign can have a negative effect on motorist activities, the Engineering Services Department limits the placement of community entrance signs using the following principles/guidelines:

Limits its installation to entrances to residential neighbourhoods off collector and arterial roadways where the neighbourhood experiences a degree of non-residential through traffic.

The sign is meant to serve as a reminder for motorists to

“turn off” the highway driving mode and to be aware that they are entering a residential area where reduced speeds are required to negotiate vehicles entering and exiting driveways as well as the potential for children to be playing adjacent to the roadway.

Figure 18 - Scott Blvd., Milton, ON




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Police Enforcement. The Ontario Provincial Police Service deploys officers to perform selective/directive enforcement on roadways within the City of Orillia. The intended benefit of selective/directive police enforcement is to make drivers aware of local speed limits and to reduce vehicle speeds. Advantages:

• Visible enforcement is very effective • Driver awareness increased • Will reduce speeds temporarily while police present

Disadvantages:

• Temporary measure • Requires long-term use to be effective • Fines lower than enforcement cost • Disrupts traffic on high volume streets • Time and resource constraints

Special Considerations:

• Police enforcement is continually in effect throughout the City

• Usually conducted on streets with documented speeding problems

• Typically only effective while officer is actually monitoring speeds

• Helpful in school zones • Short--term benefits (benefits not sustainable) without

regular enforcement

.




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Appendix C

Traffic Calming Point Assessment System

City of Orillia Environmental Services and Operations, Development Services and Engineering

TRAFFIC CALMING POINT ASSESSMENT

Location: Date Compiled: Roadway Type:

Local

Collector

3.6.1.1 Traffic Data

Feature Range Criteria Total 1. Speed 0 to 35 1 point for every 1 km/h over the 85th percentile speed,

where the 85th percentile exceeds the posted speed limit.

2. Volume 0 to 20 Local Roadways: 1 point for every 200 ADT Collector Roadways: 1 point for every 300 ADT

3. Traffic Generators 0 or 15 5 points for each nearby* traffic generator such as a school, community centre, retail centres, etc. (*Nearby = must have direct connection to subject roadway)

4. Collisions 0 to 10 1 points for every 3 collisions/year over a 3 year period 3.6.1.2 Road Characteristics

Feature Range Criteria Total

5. Sidewalks 0 or 5 5 points for no sidewalks with evidence of pedestrian activity

6. Pedestrian Generators 0 to 15 5 points for each nearby* pedestrian generator such as a school, playground, community centre, libraries, retail centres, school bus routes etc. (*Nearby = must have direct connection to subject roadway, does not include residential dwellings, and is not already considered a “traffic generator” above.)

3.6.1.3 Total *

Does the location meet the minimum requirements? • Local roadway = minimum 35 points

• Collector roadway = minimum 52 points YES NO




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City of Orillia Public Works Engineering Department Neighbourhood Petition

Date: Roadway Name:

Traffic Concern on Roadway:

Name/Signature of Resident Address of Resident


Development Services and Engineering 2.7.1.1. Section 7 General

Sub-Section 1 Animal Policy 1 Authorization

Page 1 of 1

\\Ds\common\A09 Policy Manual\City Policy Manual\Section 2 - Environmental Services and Operation Development Services and Engineering\2.7.1.1. Trapping Authorization.docx

THAT the Manager of Environmental Services and Operations Department be authorized to contract a licenced trapper on an as needed basis.

(R. 2006-30 06.09.18) (R. 2014-231 14.12.15) (R. 2018-159 18.08.16)

Part 2 Environmental Services and Operations, Development Services and Engineering

2.8.1.1. Section 8 Asset Sub-Section 1 Fleet Policy 1 Management

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Introduction: The Fleet Management Policy provides a consistent approach for the management of fleet vehicles throughout the organization. This includes the operation, maintenance, repair and ultimately the replacement of the assets through Municipal Code Chapter 261 – Purchasing. The Fleet Management Policy is intended to facilitate and instill accountability, the ongoing monitoring of utilization and related costs, provide internal controls for the proper use of City owned assets and to serve as a management tool to assist with sound decisions regarding timing of initial purchase and/or replacement vehicle requirements and financial planning initiatives to ensure adequate replacement funding is available when needed. Purpose: The purpose of Policy 2.8.1.1 is to standardize fleet management within the City of Orillia. Scope: This policy is applicable to all new and existing fleet vehicles within the City of Orillia (excluding fire vehicles and transit vehicles). Objective: The objective is to manage the overall cost of operating and maintaining the City’s fleet of vehicles; to maintain vehicles in a manner to meet or exceed its expected useful life; to meet growth demands; to standardize the composition of the fleet and to accurately budget for maintenance and replacement costs. All purchase requests for vehicle replacement or additions, shall be part of the budget cycle and coordinated through the fleet management division of Environmental Services and Operations for recommendation to ensure standardization and optimized use of allocated funds is being achieved. Budget: Replacement vehicles are provided from a dedicated equipment (replacement) reserve. The reserve is funded through annual contributions from the tax rate, and any disposal proceeds from the sale of decommissioned vehicles. Funds are drawn from the reserve through the approval of a capital project vehicle replacement request as part of the annual budget process or through a staff report to Council, should an emergency purchase be deemed necessary. To ensure adequate and timely funding of the vehicle replacement reserve occurs, required annual contributions are calculated based on the anticipated replacement term of the asset identified in Attachment “A” and it’s anticipated replacement cost. Annual funding amounts will be identified in the 10-year capital budget forecast delivered through the capital budget process for approval.



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New “additional” vehicles shall be funded from an applicable reserve (water/wastewater, stormwater, etc.), development charges or general tax levy and requested through a capital budget request or through a staff report to Council, should an emergency purchase be deemed necessary. Fleet Management: Fleet Management shall be administered by the Environmental Services and Operations Department under the direction of the Director. The management of this policy will be the responsibility of the Department, through the Manager of Source Protection and Operations and the Superintendent of Roads and Fleet (Fleet division), for all City owned vehicles (excluding vehicles for the City’s Fire Department and Transit Vehicles). Departments that require additional vehicles or alternative vehicles for replacement shall work with the Fleet division to ensure proper placement within the budget forecast for future budget requests for approval. Fleet and equipment budget requests will be the responsibility of the Fleet division. The fleet division will provide a 10-year capital budget forecast each year based on the replacement terms outlined in Attachment “A”. The division shall be responsible for evaluating innovative and new vehicle technologies (for example green fleet options), alternative fleet options (rental, contract, and/or vehicles recommended for surplus) and provide such evaluations with recommendations as part of budget deliberations. The Fleet division shall ensure staff is completing the appropriate records management for fleet usage and repairs. All requests for repair shall be directed to the Superintendent prior to any work commencing. The Fleet division will review fleet management practices as part of a continuous improvement program to ensure the policy and program is updated to reflect current fleet practices and technologies. Fleet Standardization: All vehicles shall be White in color with the following accessories (where applicable):

• Power Windows • Power Steering • Blue Tooth Compatibility • Automatic Transmission • Motorola Digital Radio • Floor Mats • Box Liner • Air Conditioned • Backup Camera • Traffic Control Lighting • Temperature gauges (Roads division) • Hitch and Receiver • Logo



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Should additional features or accessories be required, justification and cost shall be clearly outlined within the capital budget submission as part of the approval process. Decaling Requirements: Fleet vehicles shall have a City of Orillia logo placed on each front driver and passenger door, which shall conform with the corporate Visual Identity Guidelines, as amended from time to time. Fleet Maintenance The maintenance and repair of vehicles shall be the responsibility of the Fleet division. Only authorized personnel or approved external vendors are permitted to repair, alter or modify City vehicles. Repairs, alterations or modifications must be authorized by the Fleet division. The goal of the vehicle maintenance program is to keep vehicles in sound operating condition. Preventive maintenance routines and intervals will be based on manufacturer's recommendations and local driving conditions, for each type of vehicle and each type of service activity. Maintenance costs represent a significant portion of the total cost to own and operate a vehicle and tend to increase as the vehicle ages. Escalating maintenance costs are a key factor in determining when to replace a fleet vehicle. In addition to the added cost of maintenance as a vehicle ages, there is an additional cost to the City when a vehicle is in the garage receiving maintenance and not available for use. Preventive maintenance is the key to avoiding the repair or replacement of costly major vehicle components such as engines, transmissions and drive trains. City of Orillia staff must constantly and consistently present an image of professionalism and pride in the manner in which City assets are maintained and cared for. All vehicle operators are expected to maintain their assigned vehicles in a clean and orderly fashion; exteriors washed on a regular basis; interiors kept free of trash and debris. Vehicle operators will report any damage to the vehicle decals, peeling paint and rusting exteriors to their Supervisor who will make arrangements with the Fleet division to have any deficiencies repaired. Records Accurate and complete vehicle maintenance records are a key tool for making fleet management decisions. Vehicle maintenance costs are variable and distinct to each vehicle. Pertinent records maintained for each vehicle are:

• vehicle maintenance logs • CVOR where applicable • fuel usage logs • cumulative costs of parts, labor, and overhead by a vehicle over its life. • annual assessment updates

Accurate records of maintenance, repairs or alterations are to be kept at the vehicle department’s home site for the lifetime of the vehicle. When additions are made to the fleet, asset details are to be forwarded by the Fleet Manager to the Manager of Treasury Services for addition(s) to the Asset Management Program and to the fleet insurance coverage policy.



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Fuel All fuel will be purchased and dispensed through the corporate fuel management system. Exceptions may be made for vehicles traveling outside of the City, or where a grade of fuel is not obtainable through the corporate fuel management system. Fuel is available 24 hours per day and is accessed with a fueling card. Each vehicle operator will be issued a fueling card for all vehicles in their service area. Failure to use fuel cards properly not only affects the reliability of the preventative maintenance programs, but also reduces the integrity of vehicle mileage statistics. Vehicle Replacement Fleet shall be assessed and evaluated on an annual basis through physical assessment, record review and use of the fleet management database, which provides a means of evaluation, prioritization and accounting for fleet replacement. Each vehicle shall be assigned a category based on the type of vehicle it represents and each category shall be assigned a replacement term as outlined in Attachment “A”. Consideration for replacement shall be governed by the overall score of the vehicle that is based on five criteria. The five criteria when assessing and evaluating the vehicle replacement schedule are: vehicle mileage, age, usage, mechanical and visual condition, and maintenance and repairs costs. Each vehicle will receive a score out of 5 for each of the five criteria as outlined in Attachment “B”. Information on age, mileage, maintenance costs and reliability are gathered and entered into the fleet management database which calculates a score for each of the four criteria based on the conditional assessment scoring located in Attachment “B”. The score for the mechanical and visual criteria is based on a physical review of the vehicle and entered into the database with a score of 1 to 5 based on the conditional assessment scoring outlined in Attachment “B”. Once all the information has been entered the database adds the scores together to provide a total overall score out of 25. The overall score is used to determine 1 of 5 outcomes for each vehicle per Attachment “B”. These include:

• Excellent: The vehicle has an overall score less than 8 and is in excellent condition. • Good: The vehicle has a score between 8 to 10 and is still in good working condition. • Qualifies: The vehicle has a score between 10 to 12 (half-life) and now qualifies to be

considered for replacement • Budget Consideration: The vehicle has a score between 12 to16 and should now be

considered (if not already) for the next budget considerations. • Immediate: The goal is to replace vehicles before they become an immediate

replacement as these vehicles now have a score greater than 16 and have missed their replacement term.

Upon completion of the evaluation the Fleet division shall review the outcome and discuss with a panel made up of representatives from each department prior to presenting any budget submission to Council. The panel will review the outcome of the evaluation and discuss whether there are underlying issues with vehicles not captured within the evaluation. For example a vehicle may not have reached its full replacement conditions, and has been very reliable, with little maintenance costs, but may be experiencing severe corrosion (picked up during the physical assessment) which can cause safety certification issues in the near future. It is the panel’s job to



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provide concerns on these types of issues so that the replacement can reduce as much foreseen risk as possible to the City and fleet can be prioritized appropriately. The panel will also review the usage of the vehicles being considered for replacement and whether an alternative can be considered. For example the panel would consider an alternative such as, renting or contracting vehicles with high age, high maintenance costs, low reliability, and low usage scheduled for replacement. Vehicles with low usage and low maintenance costs will also receive delayed replacement and may not be replaced due to redundancy. These vehicles may also be reassigned to areas of higher use to reduce the effect on other vehicles with higher usage. Vehicles excluded from the replacement plan due to redundancy shall be reviewed annually for disposal. Once the annual fleet replacements have been determined a representative of the fleet division shall discuss the feasibility of integrating alternative technologies, such as green alternative fuel, for each replacement option. Where fleet replacement costs exceed funding availability, Attachment “C” shall be applied to minimize risk to the City and prioritize which vehicle is presented for replacement through budget approval. An annual Council Information Package (CIP) will be provided to outline to Council vehicles that have been deferred and the potential impacts to the City by proceeding with the deferral. Guide for Accelerated or Delayed Replacement of Vehicles The consideration of accelerated or delayed replacement of a vehicle often arises when major expenditures are necessary to restore a vehicle to a safe reliable operating condition (e.g., major component failure or incident damage). The economic effect of such repairs cannot be avoided because the cost to the City is normally about the same whether the vehicle is sold in an un-repaired condition or restored to repaired condition. However, replacement prior to the normal criteria for vehicles will result in an acceleration of all future replacement cost cycles required to satisfy a continuing vehicle need. An acceleration of cost cycles causes a sizable increase in the total present value cost of all future cycles and should be avoided whenever possible. Major vehicle repair should always be made, with two exceptions: 1. Major expenditures for repair should not be made when the cost of the repair plus the vehicle salvage in un-repaired condition exceeds its wholesale value in repaired condition. 2. Major deferrable expenditures should not be made when a vehicle is in the final six months of its retention cycle. During this period the penalty for early replacement is small and, therefore, the vehicle should be replaced rather than repaired. Under all cases of early replacement, a review of similar vehicle life cycles must be reviewed and adjustments made to the replacement forecast. Funds allocated in any given year for the replacement fleet must be maintained within the established limits for each division for that budget year. Therefore an accelerated replacement may require a delayed replacement of another fleet asset.



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Fleet Purchasing The purchasing of fleet shall consider the following factors when evaluating tenders:

• Functionality of the vehicle • Initiate capital expenditure (price) • Availability of outside servicing and part supply • Availability • Past reliability (if available) • Fuel economy • Maintenance feasibility and costs • Alternative/Green energy vehicles

The Fleet division shall review tenders to determine the best value to the City prior to awarding each tender.

Disposal of Fleet: Fleet shall be disposed of by means of the best available value to the City. Options should include trade-in, auction and/or online bidding where applicable. Revenue generated from the disposal shall not be factored into vehicle replacement costs on the capital budget submission for the purchase of the fleet. Revenue generated from the disposal of vehicles shall be returned to the fleet reserve upon receipt. Review of Policy This policy shall undergo a review annually to ensure management of the fleet is optimized to meet the current needs of the City. The review shall consider the 10 year forecast, replacement terms, evaluation criteria, risk assessment criteria, and equipment rates. Should the review result in required changes to the policy, staff shall provide the amendments for Council’s approval prior to implementation.



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ATTACHMENT “A” – REPLACEMENT TERM

Category Replacement Term (Yrs.) Km/Hrs

Utility Vehicles 8 3,000 Grader 20 15,000

Sidewalk Machine 10 5,000 Dump Truck 12 300,000

Loader 15 10,000 Backhoe 12 12,000 Sweeper 8 10,000

Roller 15 100,000 Vac Truck 10 325,000

1/2 Ton, 3/4 Ton, Vans 8 200,000 Cars, Mini Vans 8 200,000

Lifts 15 3,000 Bucket Trucks 12 300,000

Flusher 10 250,000 Tractor 15 5,000 Trailer 10 100,000 Mower 10 2,000

Ice Equip 10 3,000 Tandem Axle Plow Truck 12 325,000 Single Axle Plow Truck 10 300,000

1 Ton Trucks 10 250,000



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ATTACHMENT “B” – CONDITIONAL ASSESSMENT

Factor Points

Age

Age scoring is determined by the current age divided by the replacement term multiplied by 5 to provide a score out of 5. If the vehicle is overdue, meaning the age exceeds the replacement term, the point value defaults to a score of 5.

Life Cycle Usage

Score for life cycle usage is determined by dividing its current mileage / hours by the replacement term and multiplied by 5 to give a score out of 5. If the usage is greater than the replacement term the score value is defaulted to 5.

Reliability

Points are assigned as 1 to 5 depending on the frequency that a vehicle is in the shop for repair. A 5 would be assigned to a vehicle that is in the shop two or more times per month on average, while a 1 be assigned to a vehicle in the shop an average of once every three months or less.

M&R Costs

1 to 5 points are assigned based on total life M&R costs (not Including repair of accident damage). A 5 is assigned to a vehicle with life M&R costs equal to or greater than the vehicle’s original purchase price, while a 1 is given to a vehicle with life M&R costs equal to 20% or less of its original purchase cost.



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Mechanical / Body Assessment

A score out of 5 is assigned based on a visual / mechanical review of the vehicle:

Score of 1: No visual damage or rust, good drivetrain & engine Score of 2: Minor imperfections in body/paint, interior fair, good drivetrain. Score of 3: Noticeable imperfections, minor damage to body, worn interior, weak or noisy drivetrain or engine. Score of 4: Previous accident damage, poor paint and body condition, rust and rusted through areas, bad interior, major damage to body, drivetrain or engine worn or bad. Score of 5: Previous accident damage, poor paint and body condition, rust and rusted through areas, bad interior, major damage to body, drivetrain or engine inoperative or unsafe.

Point Ranges

Under 8 points Condition I Excellent

8 to 10 points Condition II Good

10 to 12 points

Condition III Qualifies for replacement

12 to16 points

Condition III Attempt to replace next budget cycle

16 points and above

Condition IV Needs immediate consideration



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ATTACHMENT “C” – ASSET RISK ASSESSMENT ASSET RISK = PROBABILITY OF FAILURE SCORE X SERVICE CRITITCALITY SCORE PROBABILITY OF FAILURE SCORING:

Conditional Assessment Rating Probability of Failure Description

Probability of Failure Score

Excellent Improbable 1 Good Unlikely 2 Fair Possible 3

Qualifies Likely 4 Immediate Highly Probable 5

SERVICE CRITICALITY SCORE:

Type of Service Consequence

of Failure Score

Consequence of Failure

Description

Standard car, mini vans, trailers 1 Slight

Utility Vehicles, Dump Trucks, 1/2 & 3/4 Ton Pickup Trucks, Lifts, and Mowers 2 Minor

Graders, Sidewalk Machines, Loaders, Backhoe, Sweepers, Vac Trucks, Street Flushers, Tractors, 1 Ton Trucks 3 Moderate

Bucket Trucks, Ice Equipment, Garbage Collection Equipment 4 Major

Plow Trucks 5 Severe

(R. 2019-24 19.02.04)

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