HomeMy WebLinkAboutENG 08-16 City o0
Report to
Executive Committee
I INIIMIWE
Report Number: ENG 08-16
Date: May 9, 2016
From: Richard Holborn
Director, Engineering & Public Works
Subject: Repair and Maintenance of Municipal Fences
- File: A-1440
Recommendation:
1. That Council direct staff to prepare an asset management plan and financial
strategy for the maintenance, repair, and replacement of municipal fences in 2016
for Council consideration;
2. That funding be considered through the annual budget process in the Current
Budget for the repair and maintenance of municipal fences along road allowances
and other City lands;
3. That a funding strategy for City fence replacement be developed and implemented
for future Capital Budgets based on the criteria of safety and structural condition;
4. That City of Pickering staff initiate discussion with Region of Durham staff on the
responsibility and funding of maintenance, repair and replacement of noise
attenuation and screen/privacy fences along Regional Roads;
5. That Council direct City Development and Engineering & Public Works staff to
review the placement of fences in future developments, especially the Seaton
Community in order to minimize future costs; and
6. That a copy of Report ENG 08-16 be forwarded to the Region of Durham for
information.
Executive Summary: Fencing is an important component of the landscape
features of a neighbourhood and helps form the visual impression and image of the
area and the City as a whole.
Fences constitute a significant City asset and are required to be strategically managed.
There are a large number of fences on or abutting City Property that are in need of
repair or replacement immediately and in the near future. The City does not have a plan
established for this purpose.
This report identifies that extensive resources are required for the maintenance, repair
and replacement of existing fences throughout the City. Staff is recommending that an
ENG 08-16
Subject: Repair and Maintenance of Municipal Fences Page 2
asset management plan and financial strategy for municipal fences be prepared. This
will allow the staff to better prepare for the cost of future repair and replacement of
fences throughout the City through the annual budget process.
Financial Implications: There is a need to establish an asset management plan and
financial strategy to ensure that City fences are repaired and replaced in a consistent
manner. The estimated replacement value for fences adjacent to City roads and
property (parks and walkways) and fences abutting Regional Roads is approximately
$8.43 million.
The 2016 Budget report (FIN 05-16) recommendation 20c, asked Council to consider
adopting as a first step, a capital fence levy of 0.41% that equates to a funding request
of$240,000 in 2017. (The $240,000 represents an investment of$80,000 per ward on
average per year.) In future years, Council could consider increasing the fence levy to
accelerate the fence replacement plan. In addition, the consideration of a cost sharing
strategy between the City and the property owner would have an impact on future levy
increases. Depending upon the plan adopted by Council, the $240,000 levy may be
adequate to fund City fence replacement needs. Without this permanent funding source,
fence replacement will be conducted on an ad hoc basis due to high cost pressures to
replace and repair other existing major capital assets such as roads, bridges and
facilities.
Discussion: At present, there is approximately 13 kilometers of fences
along Regional Roads and 49 kilometers of fencing adjacent to City roads and property
(parks and walkways) with an estimated replacement value of$8,430,000. With the City
poised for future growth, the City's existing fence inventory will increase as development
proceeds. An Inventory Summary, containing fence descriptions, lengths and
associated replacement value is contained within Attachment 1 of this report. This
inventory was compiled in late 2012 and needs to be updated as part of the asset
management plan.
1. Existing Fence Repair and Maintenance Needs
The City does not have an aggressive program or the funds available to address the
level of current repair needs. A nominal amount of funding, approximately $20,000
annually, is carried in the Parks Current Budget to handle all minor repairs to fences.
Fence repair needs are assessed by staff on case by case basis. If the fence represents
a safety or liability issue for the City, the repair need is put on a list for the current or
following year. Repairs are addressed more promptly if an immediate need is
recognized. Requests for repairs that fall into the category of aesthetics are given a
lower priority. All fence repairs are undertaken by City staff.
CORP0227-07/01 revised
ENG 08-16
Subject: Repair and Maintenance of Municipal Fences Page 3
2. Existing Fence Replacement Needs
The City has a program in place to undertake fence replacement projects. The 2015
Property Maintenance Capital Budget and the Four Year Capital Forecast (2017 -2020)
have approved and forecasted amounts ranging from $150,000 to $350,000 annually for
replacement projects. The projects include noise attenuation or screen/privacy fences
(along City road allowances) and divisional fences (between private property and City
property such as parks, open spaces and walkways).
Fence replacement projects will be undertaken only when necessarily required, until
such time as the City has an official policy on ownership, responsibility and cost sharing
arrangements.
3. Fences Along Regional and Provincial Roads
The inventory prepared in 2012 identified approximately 13 km of noise attenuation and
screen/privacy fences along roads under the jurisdiction of the Region of Durham. In
most instances the property adjacent to the Regional Road is privately owned. In such
cases, where there is no City property on either side of the fence, staff is recommending
that the City initiate discussions with Region of Durham staff with respect to
responsibility and funding. The Region of Durham's current position is that they will not
take on maintenance responsibilities.
Fences along Provincial Roads, specifically 400 series highways are maintained by the
Province and as a result there is no concern regarding responsibility or funding for
repairs or replacement.
Attachments:
1. Inventory Summary
CORP0227-07/01 revised
ENG 08-16
Subject: Repair and Maintenance of Municipal Fences Page 4
Approved/Endorsed By:
Ric,and Holb•rn P.Eng.
rector, Engineering & Public Works
Stan Karwowski, MBA, CPA,
Division Head, Finance & Treasurer
RH:mjh
Recommended for the consideration
of Pickering City Council
406%,, Aptd z .' zo/(p
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
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