 | SEWAGE COMMISSION | |
| Tuesday, August 9, 2022 | ||
| Minutes of the meeting of the Sewage Commission held on August 9, 2022 in the Civic Room of the Comox Valley Regional District offices located at 770 Harmston Avenue, Courtenay, BC commencing at 2:30 pm. | ||
| MINUTES | ||
| Present: | ||
| Chair: | D. Hillian | City of Courtenay |
| Vice-Chair: | M. Swift | Town of Comox |
| Members: | K. Grant | Town of Comox |
| W. Morin | City of Courtenay | |
| S. McGowan | Town of Comox | |
| K. Stevens | CFB Comox | |
| Alt. Members: | M. Theos | City of Courtenay |
| Other: | M. Hargreaves | CFB Comox |
| Staff: | R. Dyson | Chief Administrative Officer |
| J. Warren | Deputy Chief Administrative Officer | |
| L. Wiwcharuk | Chief Financial Officer | |
| M. Rutten | General Manager of Engineering Services | |
| J. Martens | General Manager of Corporate Services | |
| L. Dennis | Manager of Legislative Services | |
| A. Baldwin | Legislative Services Assistant | |
| RECOGNITION OF TRADITIONAL TERRITORIES | ||||||
| The Chair acknowledged that the meeting was being held on the unceded traditional territory of the K’ómoks First Nation. | ||||||
| MANAGEMENT REPORT: | ||||||
| W. Morin/M. Swift: THAT the Sewage Commission management report dated August 2022 be received. [Item] | ||||||
| Carried | ||||||
| REPORTS: | ||||||
| COMOX VALLEY SEWAGE MANAGEMENT ADVISORY COMMITTEE | ||||||
| K. Grant/W. Morin: THAT the minutes from the July 26, 2022 Comox Valley Sewage Management Advisory Committee meeting be received. [Item] | ||||||
| Carried | ||||||
| SEWER SYSTEM CONVEYANCE PROJECT MILESTONES AND DECISION POINT | ||||||
| K. Grant/S. McGowan: THAT the report dated August 5, 2022 regarding updates on project elements and several recommendations for the Comox Valley Sewer System Conveyance Project, including the following appendices be received. [Item] | ||||||
| • Appendix A - Tech Memo #3 - Courtenay Pump Station Siting Study [Item] | ||||||
| • Appendix B - Memo re: Installation Options for K’ómox First Nation IR#1 Pipe [Item] | ||||||
| • Appendix C - Proposed K’ómox Cultural Heritage Impacts Mitigations [Item] | ||||||
| • Appendix D - Sewer Coveyance Project Agreement with Town of Comox [Item] | ||||||
| • Appendix E - Total Cost Savings including Escalation and Contingency [Item] | ||||||
| • Schedules A to C (updated project costs, funding strategy and procurement strategy) [Item] | ||||||
| Carried | ||||||
| K. La Rose, Senior Manager of Water/Wastewater Services, John Estey, Colliers Project Leaders, and K. Douville, Manager of Financial Planning, presented information regarding the Sewer Conveyance Project milestones and decision points. [Item] | ||||||
| K. Grant/W. Morin: THAT the remaining Sewer System Conveyance Project scope components not finalized in February 2022, and as noted in the staff report dated August 5, 2022 be fully endorsed, including:
• Courtenay pump station location • Installation methodology within K’ómoks IR#1 • Lazo marsh crossing (pending final permitting approval from Province of BC). | ||||||
| Carried | ||||||
| K. Grant/M. Swift: WHEREAS the Comox Valley Regional District and the Town of Comox recognize
• The Comox Valley Sewer System Conveyance Project will realize substantial environmental and other benefits and both parties have a mutual interest in ensuring the successful design and construction of the Project; and • The construction of the Project will provide an opportunity to make certain improvements to the Town of Comox’s infrastructure, and that it is in both parties’ mutual interest to incorporate that work into the Project scope to reduce impacts and costs related to residents, businesses and infrastructure and respect interests of the ratepayers; NOW THEREFORE BE IT RESOLVED THAT the Comox Valley Regional District and Town of Comox Sewer System Conveyance Project Agreement be approved in the form that is substantially compliant with Appendix D to the staff report dated August 5, 2022. | ||||||
| Carried | ||||||
| K. Grant/S. McGowan: THAT the Sewer System Conveyance Project capital cost estimate be increased by $19 million to a total capital cost estimate of $101 million to reflect the project scope, market conditions, inflationary pressures, escalation to the mid-point of construction and sufficient contingency for the Class C/D cost estimate currently available for this project;
AND FURTHER THAT the 2022-2026 financial plan and capital expenditure program for the Comox Valley Sewerage Service, functions 335-338, be amended by increasing total sewer infrastructure expenses for the project to $101 million over four years with $15.8 million in 2022, $53 million in 2023, $27.2 million in 2024 and $5 million in 2025 with the project being funded by a combination of contributions from the service’s Capital Works and Development Cost Charge reserves as well as from both long-term and short-term debt proceeds as outlined in Table No. 2 within Schedule B supporting the staff report dated August 5, 2022; AND FINALLY THAT an Alternative Approval Process be undertaken in early 2023 to seek consent of the electors for an additional $16.7 million in long-term borrowing that would replace the need for short-term debt of that amount in 2024. | ||||||
| Carried | ||||||
| K. Grant/M. Swift: THAT as per Bylaw No. 510 being the “Comox Valley Regional District Delegation of Purchasing Authority Bylaw No. 510, 2018” and the Comox Valley Regional District Procurement Policy, the board authorizes the award of the design-build and the design-bid-build contracts for the Sewer System Conveyance Project to staff, up to maximum contract value of $56.3 million for the design-build component, and $29.6 million for the Comox Valley Regional District’s conveyance scope included within the design-bid-build component but excluding the Town of Comox infrastructure improvements. | ||||||
| Carried | ||||||
| COMOX VALLEY SEWER CONVEYANCE PROJECT PRE-CONSTRUCTION UPDATE - AUGUST 2022 | ||||||
| K. Grant/S. McGowan: THAT the Comox Valley Sewer Conveyance Project re-construction update dated August 2022 be received. [Item] | ||||||
| Carried | ||||||
| TERMINATION: | ||||||
| K. Grant/M. Swift: THAT the meeting terminate. | ||||||
| Carried | ||||||
| Time: 3:51 pm. | ||||||
| Confirmed by: ____________________________________ Doug Hillian Chair | |
| Certified Correct: ____________________________________ Lisa Dennis Manager of Legislative Services | |
| Recorded By: ____________________________________ Antoinette Baldwin Recording Secretary These minutes were received by the Comox Valley Regional District board on the _________ day of August, 2022. |