Civic Works Committee

Report

Meeting #:	The 11th Meeting of the Civic Works Committee
Date:	Tuesday, July 23, 2019 at 4:00 P.m. - 5:00 P.m.
Location:	Council Chambers

PRESENT:

• Councillors P. Squire (Chair),
• M. van Holst,
• S. Lewis,
• S. Lehman,
• and E. Peloza

ABSENT:

• Mayor E. Holder

ALSO PRESENT:

• K. Chambers, T. Copeland, G. Dales, K. Graham, D. MacRae, S. Mathers, J. Parsons, D. Popadic, K. Scherr, P. Shack, G. Smith, S. Spring, J. Stanford and B. Westlake-Power

  The meeting was called to order at 4:00 PM

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1.

Disclosures of Pecuniary Interest

That it BE NOTED that no pecuniary interests were disclosed.

2.

Consent

• Moved by: S. Lehman
  Seconded by: M. van Holst

  That items 2.1 to 2.3 and 2.7 to 2.9 BE APPROVED.

  
  

  Yeas: (5)	S. Lewis, E. Peloza, S. Lehman, M. van Holst, and P. Squire
  Absent: (1)	E. Holder

  
  Motion Passed (5 to 0)

2.1

6th Report of the Transportation Advisory Committee

• Moved by: S. Lehman
  Seconded by: M. van Holst

  That it BE NOTED that the 6th Report of the Transportation Advisory Committee, from its meeting held on June 25, 2019, was received.

  
  
  
  Motion Passed

2.2

Southdale Road West and Wickerson Road Improvements - Detailed Design and Tendering - Appointment of Consulting Engineer

• Moved by: S. Lehman
  Seconded by: M. van Holst

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the Southdale Road West and Wickerson Road Improvements Project: 

  a)        Dillon Consulting Limited BE APPOINTED Consulting Engineers for the detailed design and tendering for the Southdale Road West and Wickerson Road Improvements project at an upset amount of $853,614.60 (excluding HST) in accordance with Section 15.2 (g) of the Procurement of Goods and Services Policy; 

  b)        the financing for this project BE APPROVED as set out in the Sources of Financing Report appended to the staff report dated July 23, 2019 as Appendix A; 

  c)        the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with this project; 

  d)        the approvals given herein BE CONDITIONAL upon the Corporation entering into a formal contract with the consultant for the work; and,  

  e)        the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other documents, if required, to give effect to these recommendations. (2019-T04)

  
  
  
  Motion Passed

2.3

Southdale Road West Improvements Phase 1 - Detailed Design & Tendering - Appointment of Consulting Engineer

• Moved by: S. Lehman
  Seconded by: M. van Holst

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the appointment of a Consulting Engineer for the Southdale Road West Improvements Phase 1 Project from Pine Valley Boulevard to Bostwick Road:

  a)            AECOM Canada Ltd. BE APPOINTED Consulting Engineers for the detailed design and tendering for the Southdale Road West Improvements Project between Pine Valley Boulevard and Bostwick Road, at an upset amount of $463,497 (excluding HST) in accordance with Section 15.2 (g) of the Procurement of Goods and Services Policy;

  b)            the financing for this project BE APPROVED as set out in the Sources of Financing Report appended to the staff report dated July 23, 2019 as Appendix A;

  c)            the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with this project;

  d)            the approvals given herein BE CONDITIONAL upon the Corporation entering into a formal contract with the consultant for the work; and,

  e)            the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other documents, if required, to give effect to these recommendations. (2019-T04)

  
  
  
  Motion Passed

2.7

Request for Tender (RFT) 19-83 - Removal and Management of Municipal (Household) Hazardous and Special Waste - Irregular Result

• Moved by: S. Lehman
  Seconded by: M. van Holst

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the Request for Tender (RFT) 19-83 Removal and Management of Municipal (Household) Hazardous and Special Waste Irregualr Result:

  a)            the RFT 19-83, to provide service for removal and management of municipal (household) hazardous and special waste from the depot located at the W12A Landfill Site for an estimated annual cost of $122,830 (excluding HST), from Envirosystems Incorporated, 239 Lottridge Street, Hamilton, Ontario, L8L 6W1, BE ACCEPTED in accordance with the Procurement of Goods and Services Policy Section 8.10 Irregular Result, Clause b and Section 13.2 Clause b;

  b)            the Civic Administration BE AUTHORIZED to undertake all administrative acts that are necessary in connection with this purchase; and,

  c)            the approval hereby given BE CONDITIONAL upon the Corporation entering into a formal contract or having a purchase order, or contract record relating to the subject matter of this approval. (2019-E07)

  
  
  
  Motion Passed

2.8

Single Source Procurement - Replacement of Sand/Salt Spreaders

• Moved by: S. Lehman
  Seconded by: M. van Holst

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the Single Source Procurement for replacement of sand/salt spreaders:

  a)            the Civic Administration BE AUTHORIZED to enter into a single source agreement for the procurement of Sand/Salt Spreaders as per Section 14.4(d) of the Procurement of Goods and Services Policy;

  b)            the submission from S&B Services Ltd., 36312 Talbot Line, Shedden, Ontario, BE ACCEPTED;  for the supply and delivery of three (3) Slide In Sand/Salt Spreaders with at a total purchase price of $242,700 (excluding HST) ($80,900 per unit excluding HST);

  c)            the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with this purchase;

  d)            the approval hereby given BE CONDITIONAL upon the Corporation entering into a formal contract or having a purchase order, or contract record relating to the subject matter of this approval; and

  e)             the funding for this purchase BE APPROVED as set out in the Source of Financing Report appended to the staff report dated July 23, 2019 as Appendix “A”. (2019-F17)

  
  
  
  Motion Passed

2.9

Amendments to the Traffic and Parking By-law

• Moved by: S. Lehman
  Seconded by: M. van Holst

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the Traffic and Parking By-law (PS-113):

  a)            the proposed by-law, appended to the staff report dated July 23, 2019 as Appendix “A” BE INTRODUCED at the Municipal Council meeting to be held on July 30, 2019 for the purpose of amending the Traffic and Parking By-law (PS-113);

  b)            the proposed by-law, appended to the staff report dated July 23, 2019 as Appendix “B” BE INTRODUCED at the Municipal Council meeting to be held on July 30, 2019 for the purpose of amending the Traffic and Parking By-law (PS-113) in order to implement ‘No Stopping Anytime’ zones in the vicinity of the London International Airport for Airshow London 2019 from September 13th, 2019 to September 15th, 2019; and,

  c)            the proposed by-law, as appended to the staff report dated July 23, 2019 as Appendix “C” BE INTRODUCED at the Municipal Council meeting to be held on July 30, 2019 for the purpose of amending the Traffic and Parking By-law (PS-113) in order to remove the ‘No Stopping Anytime’ zones previously approved for Airshow London 2019 from September 13th, 2019 to September 15th, 2019. (2019-T08)

  
  
  
  Motion Passed

2.4

Wonderland Road Sanitary Sewer Extension - Appointment of Consulting Engineer

• Moved by: E. Peloza
  Seconded by: S. Lewis

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the appointment of a consulting engineer for the Wonderland Road Sanitary Sewer Project:

  a)            AECOM Canada Ltd BE APPOINTED Consulting Engineers to complete the pre-design and detailed design for the Wonderland Road Sanitary Sewer Project in accordance with the estimate, on file, at an upset amount of $172,380.00 including 10% contingency, excluding HST, in accordance with Section 15.2(d) of the City of London’s Procurement of Goods and Services Policy;

  b)            the financing for the project BE APPROVED in accordance with the Sources of Financing Report appended to the staff report dated July 23, 2019 as Appendix ‘A’;

  c)            the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with this project;

  d)            the approvals given, herein, BE CONDITIONAL upon the Corporation entering into a formal contract; and,

  e)            the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other documents, if required, to give effect to these recommendations. (2019-T04)

  
  

  Yeas: (5)	S. Lewis, E. Peloza, S. Lehman, M. van Holst, and P. Squire
  Absent: (1)	E. Holder

  
  Motion Passed (5 to 0)

2.5

Current and Proposed Actions for Reducing and Managing Plastics in the Residential Sector and the Role for the Hefty EnergyBag Pilot Project

• Moved by: S. Lewis
  Seconded by: E. Peloza

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, with the support of the Director, Environment, Fleet and Solid Waste the following actions be taken with respect to the Current and Proposed Actions for Reducing and Managing Plastics in the Residential Sector and the Role for the Hefty EnergyBag Pilot Project:

  a)            the Civic Administration BE DIRECTED to develop a more comprehensive plan to reducing and managing plastics in the residential sector including;

                 i) addressing upcoming Federal and Provincial legislation, regulation, policies and scientific studies;

                 ii) how senior government direction with producer responsibility will support local policies with respect to reduction, reuse, recycling and recovery of plastics; and,

                 iii) report back by early 2021 as part of the 60% Waste Diversion Action Plan implementation process;

  b)            the Hefty® EnergyBag® Pilot Project for flexible plastic packaging and hard-to-recycle plastics BE APPROVED for implementation in a phased approach starting October 1, 2019 using approved funds for 2019 and base program funds (Program 470300) for 2020 in the amount of $25,000 per year for two years noting that the Canadian Plastics Industry Association (CPIA) and the Dow Chemical Company are major financial contributors;

  c)            the Civic Administration BE AUTHORIZED to expand the list of business and municipal project partners and funding sources (e.g., Continuous Improvement Fund, Federation of Canadian Municipalities Green Fund) interested in the Hefty® EnergyBag® Pilot Project for flexible plastic packaging, hard-to-recycle plastics including promoting these activities through the London Waste to Resources Innovation Centre, the Industrial Research Chair Agreement in Thermochemical Conversion of Biomass and Waste to Bioindustrial Resources with Western University;

  d)            the proposed by-law appended to the staff report dated July 23, 2019 as Appendix “B” BE INTRODUCED at the Municipal Council meeting to be held on July 30, 2019 to approve the Grant Recipient Agreement with CPIA appended to the staff report dated July 23, 2019 as Schedule “A” to the by-law;

  e)            the Mayor and the City Clerk BE AUTHORIZED to execute the Agreement authorized and approved in e), above; and

  f)             the Civic Administration BE AUTHORIZED to undertake all administrative acts that are necessary in connection with executing this Agreement. (2019-E07)

  
  

  Yeas: (5)	S. Lewis, E. Peloza, S. Lehman, M. van Holst, and P. Squire
  Absent: (1)	E. Holder

  
  Motion Passed (5 to 0)

2.6

Award of Tender 19-47 Contract 15: Oakridge Acres Phase lll, Pinetree, Dolway and Hickory - Irregular Result

• Moved by: S. Lehman
  Seconded by: S. Lewis

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the award of tender for Contract 15: Oakridge Acres Phase III; Pinetree, Dolway and Hickory:

  a)            the irregular bid submitted by CH Excavating (2013) at its tendered price of $1,974,431.32, (excluding HST), BE ACCEPTED in accordance with the Procurement of Goods and Services Policy Section 8.10 Irregular Result Clause b and Section 13.2 Clause b;

  b)            the financing for this project BE APPROVED as set out in the Sources of Financing Report appended to the staff report dated July 23, 2019 as Appendix “A”;

  c)            the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with this project;

  d)            the approval given herein BE CONDITIONAL upon the Corporation entering into a formal contract, or issuing a purchase order for the material to be supplied and the work to be done, relating to this project (Tender 19-47); and,

  e)            the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other documents, if required, to give effect to these recommendations. (2019-T04)

  
  

  Yeas: (5)	S. Lewis, E. Peloza, S. Lehman, M. van Holst, and P. Squire
  Absent: (1)	E. Holder

  
  Motion Passed (5 to 0)

3.

Scheduled Items

3.1

Sewer Private Drain Connection Policy Review Results: Proposed Drainage By-law (WM-4) and Wastewater & Stormwater By-law (WM-28) Amendments

• Moved by: S. Lewis
  Seconded by: S. Lehman

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the Drainage By-law (WM-4) and the Wastewater & Stormwater By-law (WM-28):

  a)            the attached revised proposed by-law amendment as Appendix “B” BE INTRODUCED at the Municipal Council Meeting on July 30, 2019 to amend the existing Drainage By-law (WM-4);

  b)            the revised proposed by-law amendment appended to the staff report dated July 23, 2019 as Appendix “C” and included on the Added Agenda BE INTRODUCED at the Municipal Council Meeting on July 30, 2019 to amend the existing Wastewater & Stormwater By-law (WM-28); and,

  c)            the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with this proposed by-law amendment;

  it being pointed out that at the public participation meeting associated with these matters, the individual indicated on the attached public participation meeting record made an oral submission regarding these matters.

   

  
  

  Yeas: (5)	S. Lewis, E. Peloza, S. Lehman, M. van Holst, and P. Squire
  Absent: (1)	E. Holder

  
  Motion Passed (5 to 0)

  Additional Votes:

  
  
• Moved by: M. van Holst
  Seconded by: E. Peloza

  Motion to open the public participation meeting.

  
  

  Yeas: (5)	S. Lewis, E. Peloza, S. Lehman, M. van Holst, and P. Squire
  Absent: (1)	E. Holder

  
  Motion Passed (5 to 0)
• Moved by: E. Peloza
  Seconded by: S. Lehman

  Motion to close the public participation meeting.

  
  

  Yeas: (5)	S. Lewis, E. Peloza, S. Lehman, M. van Holst, and P. Squire
  Absent: (1)	E. Holder

  
  Motion Passed (5 to 0)

4.

Items for Direction

4.1

Parking By-law Amendment - S. Kohn, 553 Pall Mall Street

• Moved by: M. van Holst
  Seconded by: S. Lehman

  That the communication from S. Kohn, dated July 11, 2019, with respect to the Parking By-law Amendment, BE RECEIVED. (2019-T02/D17)

  
  

  Yeas: (5)	S. Lewis, E. Peloza, S. Lehman, M. van Holst, and P. Squire
  Absent: (1)	E. Holder

  
  Motion Passed (5 to 0)

4.2

Request for Compassionate Compensation for Private Drain Connection - K. Ramsay, 55 1/2 Ada Street

• Moved by: S. Lewis
  Seconded by: S. Lehman

  That the communication from K. Ramsay, dated July 12, 2019, with respect to a request for compassionate compensation for a Private Drain Connection for the property address 55 1/2 Street, BE REFERRED to Risk Management for consideration. (2019-E09)

  
  

  Yeas: (5)	S. Lewis, E. Peloza, S. Lehman, M. van Holst, and P. Squire
  Absent: (1)	E. Holder

  
  Motion Passed (5 to 0)

4.3

Victoria Bridge Replacement - Detailed Design and Tendering - Appointment of Consulting Engineer

• Moved by: M. van Holst
  Seconded by: S. Lewis

  That consideration of the Victoria Bridge replacement detailed design and tendering, appointment of consulting engineer BE REFERRED to the Managing Director, Environmental & Engineering Services to report back at a future meeting of the Civic Works Committee with more cost effective alternatives for addressing cultural heritage concerns that would include an enhanced design for a concrete girder bridge which incorporates special treatments, public art and/or portions of the existing bridge, with the goal of achieving an overall project cost savings; it being noted that the funding for this additional work will be clarified at Council July 30, 2019; it being further noted that the communication from Councillor M. van Holst, dated July 7, 2019, with respect to the Cost Effective Options for the Victoria Bridge Design, was received.

   

   

  
  

  Yeas: (4)	S. Lewis, S. Lehman, M. van Holst, and P. Squire
  Nays: (1)	E. Peloza
  Absent: (1)	E. Holder

  
  Motion Passed (4 to 1)

4.4

Winter Maintenance Program Support

• Moved by: S. Lewis
  Seconded by: M. van Holst

  That the report dated July 23, 2019 relating to winter maintenance program support BE REFERRED back to Civic Administration in order to prepare appropriate language for customer service enhancements for snow clearing at 8 cm for class 4 and 5 roads and 5 cm for sidewalks at the expiration of current contracts, so as to meet or exceed Provincial Minimum Maintenance Standards, for consideration with the 2020-2023 Multi Year Budget; it being noted that the attached presentation from J. Parsons, Division Manager, Transportation and Roadside Operations with respect to this matter, was received.

   

  
  

  Yeas: (5)	S. Lewis, E. Peloza, S. Lehman, M. van Holst, and P. Squire
  Absent: (1)	E. Holder

  
  Motion Passed (5 to 0)

5.

Deferred Matters/Additional Business

5.1

Deferred Matters List

• Moved by: M. van Holst
  Seconded by: S. Lewis

  That the Deferred Matters List as of July 15, 2019, BE RECEIVED.

  
  

  Yeas: (5)	S. Lewis, E. Peloza, S. Lehman, M. van Holst, and P. Squire
  Absent: (1)	E. Holder

  
  Motion Passed (5 to 0)

5.2

New Sidewalks School Priority - Councillors S. Lewis and J. Morgan

• Moved by: S. Lewis
  Seconded by: E. Peloza

  That staff BE DIRECTED to review the current assessment process for new sidewalks and add an additional assessment criteria for filling gaps in school zones, community safety zones, and identified Safe and Active Routes to School, to the evaluation process; it being noted that the communication from Councillors S. Lewis and J. Morgan, dated July 17, 2019, with respect to New Sidewalks School Priority, was received. (2019-T04)

  
  

  Yeas: (5)	S. Lewis, E. Peloza, S. Lehman, M. van Holst, and P. Squire
  Absent: (1)	E. Holder

  
  Motion Passed (5 to 0)

5.3

7th Report of the Cycling Advisory Committee

• Moved by: M. van Holst
  Seconded by: S. Lehman

  That it BE NOTED that the 7th Report of the Cycling Advisory Committee, from its meeting held on July 17, 2019, be received.

  
  

  Yeas: (5)	S. Lewis, E. Peloza, S. Lehman, M. van Holst, and P. Squire
  Absent: (1)	E. Holder

  
  Motion Passed (5 to 0)

6.

Confidential

• Moved by: S. Lewis
  Seconded by: S. Lehman

  That the Civic Works Committee convene in closed session at 5:25 PM , with respect to the following matters:

  6.1   A matter pertaining to litigation or potential litigation, advice that is subject to solicitor-client privilege, including communications necessary for that purpose, and giving direction to employees or agents of the municipality with respect to 459 Second Street - Pottersburg Creek Erosion Repair Works.

   

  6.2   A matter pertaining to advice that is subject to solicitor-client privilege, including communications necessary for that purpose, and directions and instructions to officers and employees or agents of the municipality with respect to Minimum Maintenance Standards.

   

  6.3   A matter pertaining to potential litigation with respect to the properties located at 267, 271 and 275 Ridgewood Crescent, including matters before administrative tribunals, affecting the municipality or local board with respect to slope failures; advice that is subject to solicitor-client privilege, including communications necessary for that purpose, in connection with the work done on 267, 271 and 275 Ridgewood Crescent and future proposed remedial work; and directions and instructions to officers and employees or agents of the municipality regarding properties located on 267, 271 and 275 Ridgewood Crescent.

  
  

  Yeas: (5)	S. Lewis, E. Peloza, S. Lehman, M. van Holst, and P. Squire
  Absent: (1)	E. Holder

  
  Motion Passed (5 to 0)

  The Civic Works Committee convened in Closed Session from 5:25 PM to 6:12 PM.

  
  

7.

Adjournment

The meeting adjourned at 6:49 PM.