HomeMy WebLinkAboutFIN 13-22Report to Council
Report Number: FIN 13-22
Date: July 11, 2022
From: Stan Karwowski
Director, Finance & Treasurer
Subject: PARA Grant Request
-File: F-4800-001
Recommendation:
1.That Report FIN 13-22 of the Director, Finance & Treasurer be received;
2.That Council approve a grant in the amount of $13,500 to PARA Marine Search &
Rescue and this expense be funded from account 503040.11100; and
3.That the appropriate City of Pickering officials be authorized to take the necessary action
to give effect hereto.
Executive Summary: PARA Marine Search & Rescue (PARA) is a volunteer based
organization that provides a valuable service to the waterfront communities of Pickering, Ajax
and Whitby. This organization is frequenting called upon for Search and Rescue missions due
to the enhanced capabilities of its rescue vessel. It’s crews are on call 24 hours a day to
respond to any marine emergency and provides a quick response to any watercraft user that
may be experiencing challenges and or difficulties.
Recently, PARA’s boat has experienced mechanical challenges when operating in
Frenchman’s Bay due to the “weeds”. As a result of the weed build-up, its rescue vessel has
been experiencing a substantial loss of operational effectiveness due to the fact the weeds are
causing one of its engines to overheat. Once the engine overheats, the engine is shut down
and the vessel is no longer operational and has to return to base. The overheating engine
occurred on June 10th and again on June 17th. On June 19th, the vessel was relocated to the
Port of Whitby until the weed harvesting is completed in Frenchman’s Bay.
PARA has researched a solution recommended by the engine manufacturer that requires the
installation of a new water intake cooling system at an approximate cost of $13,500. The
recommended mechanical solution has been implemented by the Ontario Ministry of
Environment, Conservation and Parks (MECP) on two of its boats and MECP staff have
verbally confirmed with PARA staff that the mechanical solution is working well.
The purpose of this report is to seek Council’s approval of a grant in the amount of $13,500 to
PARA Marine Search & Rescue for the purchase of new water intake cooling system to be
installed on the PARA boat.
FIN 13-22 July 11, 2022
Subject: PARA Grant Request Page 2
Financial Implications: Since 2014, PARU has received Community grants from the City
each year to help PARU purchase various capital equipment items over the years. As part of
the 2022 Budget, Council approved a grant for $6,000 to PARU to purchase an automatic
identification system to be attached to a search marker, an onboard computer for its search
vessel, a portable tent for community events and a towing bridle to be used in rescues.
PARU’s additional request for $13,500 will be funded from the general government grants
account (503040) and from under expenditures in other general government current accounts.
Discussion: PARA Marine Search & Rescue (PARA) is a volunteer based organization that
provides Search and Rescue missions to the waterfront communities of Pickering, Ajax and
Whitby. Their effectiveness is directly contingent on the capabilities of its rescue vessels which
has been comprised, in recent weeks, by the weeds in Frenchman’s Bay. On June 10th and
June 17th, the engines overheated, shut down and the vessel was returned to base. On June
19th, the vessel was relocated to the Port of Whitby until the weed harvesting is completed in
Frenchman’s Bay.
Unfortunately, the Eurasian Water-Milfoil has been an issue at Frenchman’s Bay for many
years. This weed is a fast growing, non-native, invasive aquatic weed that causes problems for
boaters and “Bay” users. Starting 2013, the City invested funds in trying to control this invasive
and fast growing aquatic weed through the milfoil weevil (marine insect) program. Most
recently in 2021, the City invested $50,000 as a pilot project in a partnership with Pickering
Harbour Company to remove these invasive weeds in some areas of Frenchman’s Bay. The
2022 budget includes $50,000 for weed removal with an additional $50,000 being available if
required to advance the project’s goals of managing the weed problem in Frenchman’s Bay by
clearing channels.
Despite these efforts, the weeds will still exist to some degree and due to their fast growing
nature and the expenditure request of $13,500 should be viewed as an investment in the
safety of Pickering residents. When there is a watercraft or boater safety issue, time becomes
an important factor in contributing to a positive outcome and this investment will ensure that
PARA can continue to maintain their response times. In addition, PARA will continue to require
this equipment for this year and future years to sustain operating out of Frenchman’s Bay.
For these reasons, staff recommend that Council approve a grant of $13,500 to PARA Marine
Search & Rescue for the purchase of new water intake cooling system.
Attachments:
1.Special Grant Request dated June 24, 2022
2.New Equipment Proposal dated June 24, 2022
3. Toronto Yacht Services Estimate
FIN 13-22 July 11, 2022
Subject: PARA Grant Request Page 3
Prepared By: Approved/Endorsed By:
James Halsall Stan Karwowski
Division Head, Finance Director, Finance & Treasurer
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Chief Administrative Officer
Original Signed By:Original Signed By:
Original Signed By:
PARA Marine Search and Rescue is a Registered Canadian Charity, 86802 0843 RR 0001
PARA Marine Search and Rescue
682 Hillview Crescent
Pickering, ON L1W 2R7
para-rescue.org | info@paramarinesar.ca
Attachment #1 to Report FIN 13-22
24 June 2022
City of Pickering
c/o One - The Esplanade
Pickering, ON L1V 6K7
Re: Special Grant Application for PARA Marine Search and Rescue
PARA Marine SAR operational capabilities in Frenchman’s Bay have been significantly reduced in the
past couple of weeks due to the increased weed growth. Just recently, we have been forced to relocate
the vessel to Port Whitby Marina as a home base for the foreseeable future.
Please find attached a proposal approved by our board, that will implement a change to our engine cool-
ing system which allows the vessel to operate more effectively within weedy conditions. Once installed it
will allow us to return to our home base at Frenchman’s Bay Yacht Club and continue maintaining a pres-
ence in the bay during the remainder of this summer.
We are looking to the City of Pickering to help fund the implementation cost of this change. Please feel
free to contact myself for further information.
Thanks in advance.
Yours Aye
Colin Thomson
905-409-7354
colin.thomson@paramarinesar.ca
“Volunteers providing excellence in marine search & rescue”
Commodore - PARA Marine Search & Rescue | Unit Leader - Unit 1 CCGA C&A
www.paramarinesar.ca
Attachment #2 to Report FIN 13-22
PARA Marine Search and Rescue
682 Hillview Crescent
Pickering, ON L1W 2R7
para-rescue.org | info@paramarinesar.ca
FOR APPROVAL by the Board of Directors
_________________________________________________________________________________
24 June 2022
Changes to engine cooling system: raw water intake relocation to reduce weed intake
DECISION REQUIRED
The PARA Marine Search and Rescue executive are requesting approval to install a new raw water
intake cooling system at the approximate cost of $13,000. This maintenance can be scheduled by the
vendor for a late July 2022 installation. Given the significant cost, we are looking to identify an
additional funding source to avoid leveraging the long-term vessel replacement savings.
ISSUE / HIGHLIGHTS
With the increase in weeds within Frenchman’s Bay this season, our rescue vessel, PARA Marine, is
experiencing a significant issue from the ingestion of weeds into the outdrive raw water intakes. For
context, the cooling system works by taking water up through the outdrive lower leg (approx. 12
inches below the hull of the vessel) then passes through a 3-inch hose with an oil cooler (simple in-
line heat exchanger pipe) connected to the hose before emptying into the weed basket. The weeds
we are ingesting into the system are being compacted and thus getting caught in the oil cooler
(internal diameter is smaller than the hose diameter) before reaching the weed basket.
The compacted weeds restrict or stop raw water intake, resulting in the engine overheating at speeds
of 15 knots or higher which in-turn activates the engine’s high temperature alarm. When this occurs,
the starboard engine must be shut down and the vessel forced to return to base on one engine. At
this time, the vessel is unavailable for search and rescue operations until the weeds can be removed
once back alongside. An added complication is the starboard engine, the engine experiencing this
issue, controls power steering resulting in an additional limitation on the vessel manoeuvrability and
handling.
As noted above, this issue is occurring only with our starboard engine and not the port engine. The
vessel has been lifted out of the water this week and both outdrives have been inspected with no
visible signs of damage or missing parts
It is also important to note, that this is limited to operation within weedy areas such as Frenchman’s
Bay. Operating out on the lake and within other harbours has not been an issue with both engines
running within normal parameters at both low and high speed.
TIMELINES
•This issue first occurred on Friday June 10 and repeated on Saturday June 11 at which time
the vessel was taken out of service.
•On Sunday June 12 the vessel was transited to Toronto’s Outer Harbour Marina (at low
speed) where Toronto Yacht Services (TYS) diagnosed the issue and discovered compacted
weeds in the intake lines. The weeds were removed with a total cost of this repair
approximately $1,000
•On Tuesday June 14th, the vessel returned to Pickering, including full sea trail on the way,
and was put back into service.
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•The issue resurfaced on Thursday June 17 again, and weeds were removed with phone
support from Toronto Yacht Service on Friday June 18.
•As of Saturday June 19, the vessel was relocated to Port Whitby Marina with the intention to
operating from Whitby until weed harvesting is completed in Frenchman’s Bay.
o NOTE: This harvesting is expected to be done with the first 2 weeks of July.
However, given the rate of growth this is expected to only be a temporary measure
as weeds will return thereafter.
•On Tuesday June 21, during preventive maintenance checks, we removed some additional
weeds out of the intake system
•On Wednesday June 22, the vessel was tasked to Pickering to assist a paddleboarder off the
Pickering power station. After recovering the person, the vessel was required to enter
Frenchman’s Bay East Shore to transfer the individual to Pickering Fire for treatment. During
this transit and following a decision to dock further out from the shore, we picked up more
weeds. On transit back to Whitby, the high temperature alarms activated, and the starboard
engine was shut down. Upon return to Whitby, the removal of the weeds was performed.
•As of Friday June 24, we have restricted our crews from operating in Frenchman’s Bay
unless tasked by JRCC. This will reduce the probability of a reoccurrence, but it is only a
temporary measure.
ANALYSIS
As this issue has forced the relocation of the vessel from its home port, a more permanent solution is
required. After consultation with Toronto Yacht Services, they are recommending a Volvo endorsed
solution that closes off the intake on the outdrives and relocates the raw water intakes through the
hull. This would have its own strainer and then connect back to the main raw water intake hose
before the oil cooler. The intention is that any weeds pulled into the new intakes would be caught via
the new strainer basket before they reach the oil cooler.
COST: The attached quote has the required labour and parts descriptions. This is the only solution
available from the OEM and vendor.
SCHEDULE: This can be scheduled for late July 2022 subject to the vendor availability.
IMPACT TO SERVICE: A potential week of downtime may be required to perform the install.
RISKS
Risk Title Description Inherent
Risk Mitigation Residual
Risk
There is a risk
this is not a
supported
solution by the
OEM: Volvo
As a result of the
change, there is
the risk of potential
additional issues
being introduced
given the change
in design.
Medium
The solution is supported by
Volvo and the kits to block the
outdrive water are sold by
Volvo.
Low
There is a risk
the outdrives will
not be sufficiently
cooled given the
change.
The outdrives
require cooling as
does any
mechanical device
operating at high
temperatures.
Medium
The outdrives will still have the
native cooling solution of water
being brought into the
outdrives.
Low
There is a risk
this is an
unproven
solution for
operating in a
weedy
Given the solution
is intrusive to the
vessel (i.e.,
through hull fittings
being installed)
there is a risk of
Medium
The Ontario Ministry of
Environment (MoE) has
installed this solution on 2 of
their vessels operating on the
Great Lakes. Their mandate is
to perform near shore
Low
3
environment (in
harbour) and at
high speeds (on
the lake).
not providing
sufficient raw water
intake when
operating in both
environments.
operations and as such
operate in very weedy
conditions. A phone reference
was conducted and MoE
indicated that this solution was
performing very well and has
eliminated engine overheating
due to weed intake. MoE
highly recommended the
solution. The MoE solution
was installed by TYS as well.
RECOMMENDATION / RESOLUTION / CONCLUSIONS
That the Board of Directors approve the expenditure of $13,000 and that we approach the City of
Pickering as a potential funding source.
Recommended by:
Ivan Barsby Cyril Wellman Jason Brown
Vice Commodore Safety Officer Maintenance Officer
Approved for submission to the Board of Directors by:
Yours Aye
Colin Thomson
Commodore
APPENDICES
1.Photos of the MoE Install. Courtesy of Ministry of Environment cont act: Bryan Thorburn
(brian.thorburn@ontario.ca)
2.(Attached) Toronto Yacht Service Quote: 79979823 – 13 June 2022
APPENDIX 1: PHOTOGRAPHS OF MOE INSTALL
Attachment #3 to Report FIN 13-22
Estimate #79979823
475 Unwin Ave
Toronto On M4M 3M2
(416) 886-9992,
Jon@torontoyachtservices.com
CUSTOMER PARA Marine Search and Rescue
DATE 07/01/2022
DESCRIPTI
ON
Install Thru Hulls and Strainers for Main Engines Raw
Water Intakes
Estimate
Description Qty Rate Tax Total
Fabricate and install aluminum brackets to mount
strainers to stringer. Mount strainers to brackets and
bolt brackets to stringers. Drill holes in hull and
install thru hulls using fabricated delrin plastic rings
on inside/outside of hull to electrically isolate
stainless steel ball thru hulls and ball valves from
aluminum hull. Install ball valves and tailpiece on
thru hull fittings. Route and connect hose from thru
hull to strainer and engines. Install block off plates
on transom shield water inlets. Water test boat to
ensure proper functioning of cooling system.
26.00 $208.00 13.00%$6,111.04
Molded 180 degree silicone hose 2.00 $144.00 13.00%$325.44
Stainless Steel Ball Valve 2"2.00 $176.49 13.00%$398.87
Stainless steel tailpiece 2"4.00 $44.65 13.00%$201.82
Bronze 90 degree elbow 2"4.00 $94.78 13.00%$428.41
Groco Bronze ARG series strainer 2"2.00 $688.96 13.00%$1,557.05
Raw water exhaust hose 2"16.00 $20.10 13.00%$363.41
T bolt stainless steel hose clamps size #36 18.00 $13.91 13.00%$282.93
Misc Stainless fasteners 1.00 $60.00 13.00%$67.80
Custom aluminum 1/4" plate with bent 90 degree
ends
2.00 $170.00 13.00%$384.20
SS thru hull fitting 2"2.00 $125.00 13.00%$282.50
Volvo water intake block off kit 3807366 2.00 $398.55 13.00%$900.72
3M 4200 fast cure black cart - 06560 1.00 $57.67 13.00%$65.17
Haulout, blocking, relaunch and one week's land
storage Toronto Outer Harbour Marina
1.00 $1,550.00 13.00%$1,751.50
Shop Supplies 1.00 $140.00 13.00%$158.20
HST 13.00%$1,527.68
Estimate Total: $13,279.05
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Pre-Work Signature Signed By
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Terms Of Service
Terms of Service- Toronto Yacht Services Inc. (TYS)
Please read these terms of service carefully before using TYS repair services.
1. Services and Products.
1.1 Services Estimates Repair estimates are subject to change due to concealed or unknown conditions at the time that the estimate was written. The customer will be
contacted for approval if the cost of repairs will exceed the original estimate by more than 15% (parts and labour). This estimate assumes that the customer approves all
increases up to 15% of the original estimate (parts and labour) plus applicable taxes. All estimates are valid for thirty days. All labor is warranted for ninety (90) days. A
signed copied of the estimate must be returned and a deposit (equal to the total cost of parts) received prior to the commencement of any work.
1.2 Service For service orders, TYS will service your vessel as described to you in the estimated charges stated. Unless otherwise stated, TYS will provide repair and replacement services to
address the reported faults with your vessel and all work is to be performed to accepted and proven marine practices and standards. you hereby authorize TYS personnel to
operate your vessel in connection with repair work quoted. All labor is warranted for ninety (90) days.
1.3 Products All materials are subject to the warranty of the manufacturers. For repair work a deposit of 50% of the total estimate is required at time of acceptance and prior
to the commencement of any work, with progress billing at two (2) week intervals until work is complete. With the final payment collected at completion of repair. In addition
to initial deposit any individual parts or parts packages exceeding $500.00 will require 100% payment prior to the order being placed. All prices are non-negotiable.
2. Payment
2.1 Payment TYS requires a customer credit card on file before any repairs are carried out. TYS only accepts credit card payments. TYS will not bill your credit card or process a
transaction under your credit card until your repair or order is processed. All fees are due upon receipt of invoice. Payments are processed to your credit card on file within
one week of the issued invoice if we have not received direction from you otherwise.If invoiced fees are not paid, you acknowledge that pursuant to the repair and storage
liens act, a lien may be secured against your vessel for nonpayment of the above quoted repair work.
Parts Only Sales Terms and Conditions
Please read the terms and conditions for a Parts Only Sale.
1.1 Minimum Order There are minimum order requirements for all customers. Any single order placed through Toronto Yacht Services (TYS) must amount to not less than
$50.00 per order.
1.2 Pricing Prices are subject to change without notice. Orders will be billed at prices in effect at time of ordering. No orders are subject to discounts or special rates.
1.3 Payment Terms TYS requires a customer credit card on file before any parts orders are placed. All quotes- once signed and approved will be subject to payment IN
FULL before the parts order is placed and parts are received at the dealership location. TYS shall not be required to sell any products unless the payment for such products
owed to TYS are paid in full. All other fees are due upon receipt of invoice. If invoice amounts are not paid in full, TYS may terminate this agreement.
1.4 Shipping An additional fee for shipment will be the buyer’s responsibility if the buyer requests shipment of the parts to a residential or commercial address. Prices for
shipment can only be provided once the dealership location has received the parts and generated a courier quote. The buyer understands a second bill for freight will be
added.
1.5 FINAL SALE The buyer understands that all Parts Only Requests are final sale. All parts bought through TYS are non-refundable and non-exchangeable.
1.6 Cancelation Policy The buyer can cancel a parts purchase up until the transaction has been confirmed. Upon payment confirmation a parts purchase can no longer be
cancelled, and the buyer is henceforth responsible for the parts purchased.
1.7 Disclaimer The buyer understands that failure to supply TYS with a valid Volvo Penta/Yanmar Engine Serial Number and/or a valid Volvo Penta/Yanmar Part Number may
be subject to incorrect and/or non-compatible parts purchases. TYS will not be held accountable for incorrect parts sold without being supplied a valid Volvo Penta Engine
Serial Number and/or a valid Volvo Penta Part Number. You acknowledge that failure to provide a valid serial number or part number may result in a non-compatible parts
purchase. You acknowledge and agree to all of the above listed terms and conditions.
By signing above you are aware and agree to all the listed terms and conditions.
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