DATE: January 16, 2018 REPORT NO. PW2018-005 TO: FROM: Chair and Members Committee of the Whole Operations and Administration E. (Beth) Goodger, General Manager Public Works Commission 1.0 TYPE OF REPORT CONSENT ITEM [ ] ITEM FOR CONSIDERATION [X] 2.0 TOPIC: Basement Flooding Prevention Grant Program [Financial Impact None] (PW2018-005) 3.0 RECOMMENDATION A. THAT Report No. PW2018-005 titled Basement Flooding Prevention Grant Program BE RECEIVED. B. THAT Council APPROVE a Basement Flooding Prevention Grant Program ( Grant Program ) as a pilot program for 2018, for the purpose of providing financial assistance to eligible homeowners in the North-East Flood Remediation Study Area as outlined in Council Report PW2018-005; and C. THAT Council AUTHORIZE the General Manager of Public Works and her authorized representatives to enter into an agreement with the eligible homeowners on behalf of the City and to modify the application process, eligibility conditions and approvals as necessary to effectively implement the Grant Program; and D. THAT the Grant Program PROVIDE a grant to subsidize the cost of investigations, installation of devices, drainage improvements and related works in the amount of 80% of the costs to a maximum of $2,000 per household to help protect basements from flooding; and E. THAT Council APPROVE waiving of the Plumbing Permit fee of $105 per permit where a plumbing permit is required for eligible works under this Grant Program.
Date: January 16, 2018 Page 2 4.0 PURPOSE The purpose of this report is to seek Council direction and approval to enact a Basement Flooding Prevention Grant Program ( Grant Program ) effective March 1, 2018 to provide financial assistance to eligible property owners in the North- East Flood Remediation Study Area identified in Appendix A, in making improvements on their properties to prevent flooding(s). The Grant Program is modeled after existing grant programs for lead water service pipe and sewer lateral replacement and provides for a grant up to $2,000 per property for eligible properties. It will be initiated as a pilot program during 2018, in conjunction with the North-East Flood Remediation Study in order to identify any necessary program improvements for continuation of the Grant Program in future. 5.0 BACKGROUND On August 11, 2017 a significant amount of rain fell in some parts of the City in a short period. The storm caused basement flooding in the North East end of the City which was reported by the area residents. A map of the affected area is provided in Appendix A. Other areas of the City were less impacted during this storm event. Many basement flooding mechanisms have been identified including surface flooding, ditches overtopping, and surcharging of the collection system. On September 26, 2017, Council approved the following recommendations, as amended, in Report PW2017-065 titled August 11, 2017 Flooding Event Findings : A. THAT Report No. PW2017-065 titled August 11, 2017 Flooding Event Findings BE RECEIVED; and B. THAT the staff BE DIRECTED to enact a one-time only Residential Compassionate Flood Relief Grant Program for the August 11, 2017 Rain Event; and C. THAT payment of such Grant Program BE BASED on compassionate grounds only and not to be construed as an admission of liability on part of the City of Brantford; and D. THAT the one-time costs of $110,000 for the Residential Compassionate Flood Relief Grant Program BE FUNDED from the Council Priorities Reserve RF0558; and E. THAT grant applications for the Residential Compassionate Flood Relief Grant Program BE RECEIVED effective immediately with a deadline of November 30, 2017; and
Date: January 16, 2018 Page 3 F. THAT the General Manager of Public Works BE DIRECTED to investigate and report back to Council on various options to enact a Basement Flooding Prevention Grant Program and their impact; and G. THAT the General Manager of Public Works BE DIRECTED to implement a North-East Flood Remediation Study, a localized hydraulic and overland stormwater study, targeting specifically the North East neighbourhood areas, to investigate the system deficiencies, examining the sewer system and overland flow routes, with remedial plans to improve the service level of the neighbourhood to an acceptable level; and H. THAT the funds for the North-East Flood Remediation Study in the amount of $300,000 BE APPROVED and funded from the Council Priorities Reserve RF0558; and I. THAT staff BE DIRECTED to work in consultation with the Environmental Policy Advisory Committee to review and report back to Council in 2019 on options for a Stormwater rate to provide a dedicated, stable, fair and equitable funding source, and incent better property management, as recommended by the Environmental Commissioner of Ontario; and J. THAT the eligibility and allocation criteria for the Residential Compassionate Flood Relief Grant Program BE REFERRED BACK to Staff with direction to review with the Ward 3 and 4 Councillors and report back during the October 2017 meeting cycle. In October 2017, Council approved the following resolution on Residential Compassionate Flood Relief Grant Program (CS2017-108) A. THAT Report No. CS2017-108 titled Residential Compassionate Flood Relief Grant Program BE RECEIVED; and B. THAT the eligibility and fund allocation criteria BE APPROVED. The Council recommendation F listed above and approved by Council in September 2017 (Report No. PW2017-065) required staff to investigate and report back to Council on various options to enact a Basement Flooding Prevention Grant Program and their impact. An overview of the Grant Program was provided to the Estimates Committee on December 11, 2017 (PW2017-082) and on December 19, 2017, Council approved $100,000 for this Grant Program (Estimates Ref #449 and Project No. 1455) titled Basement Flooding Prevention Grant Program through 2018 budget approval process. This report provides the details of the Grant Program so it can be implemented effective March 1, 2018.
Date: January 16, 2018 Page 4 6.0 CORPORATE POLICY CONTEXT The Grant Program supports the goal of High quality of life and caring for all citizens under the Brantford Community Strategic Plan. The Grant Program is oriented to assisting homeowners in protecting their properties in the event of major flooding in the future resulting in high quality of life. 7.0 INPUT FROM OTHER SOURCES Various City Departments and Divisions have been consulted in preparing the Grant Program including: Building Services of the Community Development Commission; Engineering Services, Operational Services and Environmental Services of the Public Works Commission, Housing Department of the Health and Human Services Commission; Risk Management, IT, Finance and Legal & Real Estate departments of the Corporate Services Commission; and Communications Department. Building Department provided the following comment with respect to waiving the Plumbing Permit Fee: The Plumbing Permit fee (in most cases $105 per permit) is needed to offset the costs of Building Department to issue the permit and complete the inspections required by the Building Code. By waiving the fee for the services associated with a grant related permit, the costs would need to be passed on to other permit applicants including the Brantford Homebuilders Association, the development community and homeowners completing renovation projects. 8.0 ANALYSIS Similar to many other Cities in Ontario, the City of Brantford has been increasingly experiencing significant rainfall events causing flooding. In response to the last wide-scale storm event that occurred on August 11, 2017 that caused a number of flooding incidents in the North-East residential area of Brantford, staff was directed to investigate grant program options to assist property owners in making changes to their properties to help prevent future flooding. As a result of the review, criteria for a new Basement Flooding Prevention Grant Program ( Grant Program ) has been developed as set out in Appendix B and summarized in Section 8.1. It is proposed that a pilot program be implemented in the North East Area of the City in 2018. Based on the experience with the delivery of the pilot program and the recommendations of the Northeast Flood Remediation Study, the Grant Program will be modified as necessary and will be implemented in the entire City in 2019. The annual funding amount will also be reviewed based on the ongoing demand for the Grant Program.
Date: January 16, 2018 Page 5 8.1 Brantford s Proposed Grant Program Upon Council approval, the pilot Grant Program will be effective from March 1 st, 2018. Extension of the Grant Program to the entire City will occur in 2019, upon Council approval of the funding through 2019 budget process. It is recommended that in the pilot program in 2018, the City offer a maximum total grant subsidy of $2,000 per residential property. The list of proposed eligible remedial measures and corresponding grant amounts that were deemed appropriate for Brantford are provided in Table 1. For each eligible measure, a grant up to 80% of the actual cost per eligible work may be approved. Eligible works must commence after the City s approval of the grant application. However the homeowners who applied for the Residential Compassionate Flood Relief Grant Program are eligible to apply under this Grant Program for the eligible works completed after August 11, 2017. Additional information on the Grant Program such as eligible works, grant approval process and grant payment process are described in Appendix B : Basement Flooding Prevention Grant Program Details. Table 1: Eligible Works for Residential Properties Eligible Remedial Measures Maximum Grant Amount Eligible Basement Flooding Risk Assessment $250 Disconnection of downspouts with capping of sewer access Disconnection of weeping tiles from sewer and reconnection to sump pump discharging to permeable surface outside with power backup $200 $1,800 Installation of backwater valve $1,200 Other remedial works (example, storm sewer lateral pipe replacement) Up to $2,000 The Grant Program does not cover the costs for maintenance, repair or replacement of an existing sump pump and backwater valve. It also does not cover costs for addition of back-up sump pump, electro-pneumatic backwater valve etc. In order to receive the grant, the homeowner(s) must enter into an agreement with the City. Grants will be approved based on availability of funds.
Date: January 16, 2018 Page 6 A plumbing permit is required for installation of a backwater valve and installation of a sump pump with weeping tile disconnection from sewer. In most cases, the Plumbing Permit fee is $105. It is recommended that Council waive this fee to minimize financial impact to the homeowners. Since a rental residential property falls under the definition of commercial enterprise, they will not be eligible to receive a grant at this time. The antibonusing provisions of the Municipal Act prohibit municipalities from giving bonuses, including grants, to manufacturing businesses, industries or commercial enterprises, unless the Municipality establishes a community improvement project area and plan, and the grants are given to implement the community improvement plan. The Grant Program will be administered by the Environmental Services Department in coordination with Public Works Administrative staff and Building Department. The General Manager of Public Works or her authorized representatives will have the authority to modify the application process, eligibility conditions and approvals as necessary to effectively implement the Grant Program. 8.2 Education and Outreach Upon Council approval of the Grant Program, details of the Program and an educational brochure to increase awareness about flooding prevention will be posted on the City website by February 15, 2018. Applications can be submitted starting on March 1, 208 and will be accepted online, in person or through mail. Copies of application will be available at City Hall and online. A public information session will be held in spring 2018 in the North East Area of the City to inform contractors and residents about basement flooding prevention and the Grant Program. 9.0 FINANCIAL IMPLICATIONS The funding required for the 2018 pilot Grant Program was approved by Council through the 2018 budget approval process. The allocation of the approved funds is provided in Table 2.
Date: January 16, 2018 Page 7 Table 2: Basement Flooding Prevention Grant Program Costs Description Amount First Come First Serve Grants (48 @$2,000 per property in the North East Area) $96,000 Educational and Outreach (brochures, public information session etc.) $4,000 Total Program Funding $100,000 If the Plumbing Permit fee of $105 were waived as requested in this report, it would result in an estimated revenue reduction of $5,040 for the Building Department in 2018. However this revenue can be recovered through corresponding increase in the permit fees for other permit applicants including the Brantford Homebuilders Association, the development community and homeowners completing renovation projects. Funding required for rolling out the Grant Program for the entire City from 2019 and beyond will be dependent upon the uptake of the grants by residents in 2018. A funding request for continuation of the Grant Program will be brought back to Council annually to the Estimates Committee. 10.0 CONCLUSION The Report outlines the criteria for the proposed Basement Flooding Prevention Grant Program to provide financial assistance to homeowners for the cost of investigations, installation of devices, drainage improvements and related works to help protect basements from flooding. The Grant Program will be tested as a pilot program in the North East Flood Remediation Study Area in 2018. Based on the outcome of the pilot program, the Grant Program will be rolled out to the entire City in 2019 and will be continued in subsequent years subject to annual funding approval. The Grant Program will be implemented as outlined in this Report (Report # PW2018-005) upon Council Approval of the report. S.Kongara, P.Eng., PTOE Director, Environmental Services E.(Beth) Goodger General Manager, Public Works Commission
Date: January 16, 2018 Page 8 Attachments: Appendix A Map of North-East Flood Remediation Study Area Appendix B Basement Flooding Prevention Grant Program Details In adopting this report, is a by-law or agreement required? If so, it should be referenced in the recommendation section. By-law required [ ] yes [X] no Agreement(s) or other documents to be signed by Mayor and/or City Clerk [ ] yes [X] no Is the necessary by-law or agreement being sent concurrently to Council? [ ] yes [X] no
Date: January 16, 2018 Page 9 APPENDIX B Basement Flooding Prevention Grant Program Details (Subject to Council Approval of Report PW2018-005) Grant Program The Basement Flooding Prevention Grant Program is a financial assistance program approved by Brantford City Council, effective March 1st, 2018 for eligible homes in the north-east residential area of Brantford. This Program provides eligible homeowners with financial assistance to undertake works such as installation of sump pumps and storm and sanitary backwater valves to help prevent basement flooding. Program Eligibility To qualify for the program, eligible homeowners must: Be the owner(s) of the residential property in the North-east flood remediation study area. Reside in the home (either single family, duplex, triplex home). Have not commenced eligible works prior to City s approval of grant application* Have current and paid property taxes at the time of application for the grant House must not still under a new construction warranty Not received a subsidy from the City of Brantford through previous basement flooding remediation programs. * one exception is homeowners who applied for the Residential Compassionate Flood Relief Grant Program are eligible to apply under this Grant Program for the eligible works completed after August 11, 2017. Eligible Works Eligible works for residential homes (single-family, duplex and triplex): Eligible Remedial Measures Grant Amount - Maximum TOTAL subsidy per home is $2,000
Date: January 16, 2018 Page 10 80% of cost per remedial measure to a maximum of: Basement Flooding Risk Assessment 1 $250 Disconnection of downspouts with capping of sewer access 2 $200 Disconnection of weeping tiles from sewer and reconnection to sump pump discharging to permeable surface outside with power backup 3 $1,800 Installation of Backwater valve 4 $1,200 Other Remedial Works 5 Up to $2,000 6 1. Applicants can pay for a third-party evaluation of potential sources of water entry into the home and a report listing top ranked actions to reduce risks for basement flooding. A copy of the report must be submitted to the City. 2. Where downspouts are found connected to sewer, disconnection is a mandatory requirement in order to be eligible for any further grant amounts under this program. Downspout discharges to grade must not create nuisance drainage issues for neighbouring properties in accordance with Property Standards Bylaw 465.22.4 Downpipes Sump pump lines Prevent Nuisance. Downpipes and sump pump discharge lines shall be designed, provided and maintained so as to discharge water run-off away from the building and to prevent flooding, erosion and other nuisance to neighboring properties. Before pictures and sketch of proposed work must be submitted with application. After pictures must be submitted along with paid invoice following disconnection. 3. Sump pump discharges to grade must not create nuisance drainage issues for neighbouring properties in accordance with Property Standards Bylaw 465.22.4 as noted under point #1. A plumbing permit is required for these modifications; however, the fee will be waived for approved Grants. 4. Backwater valve must meet Ontario Building Code and may be installed on either the storm or sanitary sewer drain, or both. A plumbing permit is required for these modifications; however, the fee will be waived for approved Grants. 5. Recommended works by contractor that address a significant flooding issue not specified in this list of eligible works may be considered for grant eligibility at the discretion of the General Manager based on justification provided on a case-by-case
Date: January 16, 2018 Page 11 basis during the pilot testing phase of this program for possible inclusion in future program. 6. Grant amount to be determined at the discretion of the General Manager. * Direct replacements, maintenance or repairs to existing system or devices are not eligible. Effective Date Grants will be available effective March 1st, 2018. Application Process Pick up an application form from City Hall or from the City s website or apply online on the City website. Obtain a minimum of 2 itemized quotes from qualified contractors or sewer drain layers for the recommended eligible flooding prevention works. Homeowners are strongly encouraged to conduct due diligence before hiring a City of Brantford licensed contractor by obtaining references and asking questions throughout the quotation process. A list of suggested questions to ask your plumbing contractor is provided, courtesy of the Institute for Catastrophic Loss Reduction. Complete the application form, ensuring the following: o All registered homeowners sign the form o All quotes are attached o Photo evidence is attached showing a street view of your home along with all downspout discharge locations If downspouts require disconnection, a sketch of the proposed locations for discharge to grade must be included along with photos o Contractor s City Business license # is included o Application is returned to the City: Environmental Services Department, City Hall, 100 Wellington Square, P.O. Box 818, Brantford, Ontario N3T 5R7 or via email to pwadmin@brantford.ca. Once application form has been submitted along with the contractor quotes, the Public Works Commission will review the application. For eligible applicants, the General Manager of Public Works or designate will approve the grant amount by issuing a Commitment Letter representing the agreement between the parties. Once signed by the applicant, the agreement must be returned to the City.
Date: January 16, 2018 Page 12 Step-by-Step Guidelines to Participate in Grant Program Process Once your application has been approved by the City for the prescribed flooding prevention measures, you or your contractor must: 1. Apply for a plumbing permit from the City s Building Department for installation of a Backwater Valve OR Sump Pump. Your contractor may also do this for you. 2. Note that utility locates are your responsibility as the homeowner (contractor is responsible if authorized by the homeowner). 3. Arrange in advance for an inspection by the City s Building Department for installation of a Backwater Valve OR Sump pump. 4. Proceed with recommended works. 5. Provide photo evidence of downspout disconnection(s) and capping of former sewer discharge entry locations. 6. Complete a Declaration of Work Completion form indicating that the homeowner is satisfied with the work completed after an inspection is passed. Preventative works completed that have not had an inspection by the City or have not passed an inspection will result in cancellation of any approved grant amounts. Payment Process After approval and installation of eligible works for basement flooding, a cheque for the grant totalling 80% of the paid eligible invoice amount, to a maximum of $2,000, will be made payable to the homeowner upon the City s receipt of the following: Confirmation of payment of work completed by the contractor; OR payment receipts for materials and equipment, excluding labour costs related to preventative works completed by the homeowner. A satisfactory City verification of the downspout disconnection A satisfactory City inspection by the Building Department of the sump pump or backwater valve installation. A completed Declaration of Work Completion form, indicating the homeowner is satisfied with the work completed
Date: January 16, 2018 Page 13 Please Note: Grant approvals are subject to the availability of funding at any given time, on a first come first serve basis. Approved grants will only be valid for six months from the approval date and will expire if: Construction is not complete Confirmation of payment for work completed is not received by the City Inspection or verification of eligible works is not satisfactory Any other forms are incomplete (e.g. Declaration of Work Completion form) The General Manager of Public Works will have the authority to extend the grant period or any other variations necessary for successful implementation of this program. The City will not provide a grant for an amount greater than $2,000 in total per property. Discontinuation of Program The terms of the program are subject to change. The City may periodically review the program guidelines to determine if the program should continue, be modified, or cease to issue any new grants. The City reserves the right to discontinue the program at any time. For further financial assistance, please call Social Services at 519-759-3330, to see if you qualify under the Ontario Renovates Program.
Appendix A Powerline Rd K 24 Ã King George Rd Greenfield Rd Park Park Rd Rd North North Ashgrove Ave Varadi Varadi Ave Ave Wayne Wayne Gretzky Gretzky Pky Pky Brantwood Park Rd Francis Francis St St Copernicus Blvd Kent Rd Easton Rd Dalkeith Dalkeith Dr Dr Lynden Rd Dunsdon Dunsdon St St Brier Brier Park Park Rd Rd Roy Roy Blvd Blvd Memorial Dr Lynden Rd Woodyatt Woodyatt Dr Dr Oxford St Balmoral Dr K 403 Ã Toll Gate Rd Fairview Dr North North Park Park St West West St Edmondson Edmondson St St TOURISM CENTRE! NORTH-EAST FLOOD REMEDIATION STUDY AREA Legend Municipal Boundary FLOOD EVENT - AUGUST 11, 2017 K 403 Ã Garden Garden Ave Ave [ 0 500 1000 METRES Morton Ave K 403 Ã Remediation Area Utility Corridor 1:15000 CITY OF BRANTFORD PUBLIC WORKS COMMISSION GIS SERVICES CREATED: SEPTEMBER 2017 T:\GIS\Mapdocuments & Data\Public Works\Engineering\PowerlineFloodStudy