I.

CALL TO ORDER

1.

Disclosures of Pecuniary Interest

That it BE NOTED that no pecuniary interests were disclosed.

II.

CONSENT ITEMS

2.

3rd Report of the Cycling Advisory Committee

That the 3rd Report of the Cycling Advisory Committee, from its meeting held on February 17, 2016, BE RECEIVED.

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

3.

W12A Landfill Site - Completion of the Environmental Screening Process

That, on the recommendation of the Director of Environment, Fleet and Solid Waste, the staff report dated March 8, 2016, with respect to the W12A Landfill Site - Completion of the Environmental Screening Process, BE RECEIVED for information.  (2016-E07)

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

4.

Contract Award: Tender No.16-05 - 2016 Infrastructure Renewal Program - Florence Street and Kellogg Lane Reconstruction Project

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 contracts for the 2016 Infrastructure Renewal Program, Florence Street and Kellogg Lane Reconstruction Project:

a)         the bid submitted by J-AAR Excavating Limited (J-AAR), at its tendered price of $5,783,877.00, excluding H.S.T.,  BE ACCEPTED; it being noted that the bid submitted by J-AAR, was the lowest of six bids received and meets the City's specifications and requirements in all areas;

b)         Dillon Consulting Ltd., BE AUTHORIZED to carry out the resident inspection and contract administration for the said project in accordance with the estimate, on file, at an upset amount of $490,425.38, excluding H.S.T., based upon the Fee Guideline for Professional Engineering Services, recommended by the Ontario Society of Professional Engineers; and in accordance with Section 15.2 (g) of the City of London’s Procurement of Goods and Services Policy, noting that this firm completed the engineering design for this project;

c)         the financing for this project BE APPROVED as set out in the Sources of Financing Report appended to the staff report dated March 8, 2015, as Appendix "A";

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

e)         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 16-05); and,

f)         the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other documents, if required, to give effect to these recommendations.   (2016-F18)

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

5.

Contract Award: Tender No. 16-04 - 2016 Infrastructure Lifecycle Renewal Program - Contract 10: Victoria Street

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 contracts for the 2016 Infrastructure Lifecycle Renewal Program, Contract 10: Victoria Street Reconstruction Project:

a)         the bid submitted by Bre-Ex Construction Inc. (Bre-Ex), at its tendered price of $4,471,894.91, excluding H.S.T., for the 2016 Infrastructure Lifecycle Renewal Program, Contract 10 project, BE ACCEPTED; it being noted that the bid submitted by Bre-Ex, was the lowest of seven bids received and meets the City's specifications and requirements in all areas;

b)         Spriet Associates London Limited BE AUTHORIZED to carry out the resident inspection and contract administration for the said project in accordance with the estimate, on file, at an upset amount of $357,170.00, including contingency and excluding H.S.T., based upon the Fee Guideline for Professional Engineering Services, recommended by the Ontario Society of Professional Engineers; and in accordance with Section 15.2 (g) of the City of London’s Procurement of Goods and Services Policy, noting that this firm completed the engineering design for this project;

c)         the financing for this project BE APPROVED as set out in the Sources of Financing Report appended to the staff report dated March 8, 2016, as Appendix "A";

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

e)         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 16-04); and,

f)         the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other documents, if required, to give effect to these recommendations.   (2016-F18)

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

6.

Subsurface Utility Engineering Investigation for the Downtown York and King Street Corridors

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the Subsurface Utility Engineering Investigation for the Downtown York and King Street corridors:

a)         the proposal submitted by T2 Utility Engineers Inc. in the amount of $171,718.00, including a 15% contingency and excluding H.S.T., BE ACCEPTED in accordance with Section 12 of the City of London’s Procurement of Goods and Services Policy; it being noted that the proposal submitted by T2 Utility Engineers Inc. represents the best value out of six (6) proposals received and meets the City’s specifications and requirements in all areas;

b)         the financing for this project BE APPROVED as set out in the Sources of Financing Report appended to the staff report dated March 8, 2016, 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 purchasing order for the services to be supplied; 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. (2016-F18)

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

7.

Contract Award: Tender No. 15-102 - Fanshawe Park Road East Improvements - Adelaide Street North to McLean Drive

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 a contract for the Fanshawe Park Road Improvements between Adelaide Street North and McLean Drive:

a)         the bid submitted by L82 Construction Ltd., at its submitted tendered price of $12,584,809.81, excluding H.S.T., for said project BE ACCEPTED; it being noted that the bid submitted by L82 Construction Ltd. was the lowest of six (6) bids received and meets the City's specifications and requirements in all areas;

b)         AECOM Canada Ltd., BE AUTHORIZED to carry out the resident inspection and contract administration of the said project in the amount of $828,250.50, excluding H.S.T., in accordance with Section 15.2 (g) of the Procurement of Goods and Services Policy;

c)         the financing for this project BE APPROVED as set out in the Sources of Financing Report appended to the staff report dated March 8, 2016, as Appendix “A”;

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

e)         the approval given herein BE CONDITIONAL upon the Corporation entering into a formal contract for the material to be supplied and the work to be done relating to this project (Tender 15-102); and,

f)         the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other documents, if required, to give effect to these recommendations.  (2016-F18)

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

8.

Hamilton Road and Highbury Avenue Intersection Improvements Environmental Assessment Update

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the Hamilton Road and Highbury Avenue Intersection Improvements  Environmental Assessment:

a)            the staff report dated March 8, 2016, BE RECEIVED for information, in advance of the second public information centre; and,

b)            the attached presentation from D. MacRae, Division Manager, Transportation Planning and Design, BE RECEIVED.  (2016-E05)

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

9.

Roadmatrix Pavement Management System Services Award

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the procurement of two years of RoadMatrix Pavement Management System services:

a)         Stantec Consulting Ltd. BE AWARDED the assignment to provide two years of RoadMatrix Pavement Management System Services in the amount of $370,757.20, excluding H.S.T., in accordance with Section 14.3 (b) of the Procurement of Goods and Services Policy; it being noted that Stantec Consulting Ltd. is the only authorized distributor of RoadMatrix and related products and services;

b)         the financing for this project BE APPROVED as set out in the Sources of Financing Report appended to the staff report dated March 8, 2016, 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;

e)         the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other documents including rail-related agreements, if required, to give effect to these recommendations; and,

f)         the attached presentation from D. MacRae, Division Manager, Transportation Planning and Design BE RECEIVED.  (2016-T06)

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

10.

Bostwick Road Environmental Assessment - Wharncliffe Road West to Pack Road -  Appointment of Consulting Engineer

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 to carry out the Bostwick Road Environmental Assessment (EA)  from Wharncliffe Road West to Pack Road:

a)         Parsons Inc. BE APPOINTED Consulting Engineers to complete the Environmental Assessment and Preliminary Design study of the said project in the amount of $254,089.00, excluding H.S.T., in accordance with Section 15.2 (d) 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 March 8, 2016, 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.   (2016-E05)

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

11.

Pollution Prevention and Control Plan - Infoworks Modelling Consultant Appointments

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 Infoworks hydraulic modelling assignments as part of Phase II of the Pollution Prevention and Control Plan:

a)         the following Consulting Engineering firms BE APPOINTED for the completion of Infoworks hydraulic modelling assignments, in the amounts identified below, all including contingency but exclusive of H.S.T., in accordance with the estimate on file, based upon the Fee Guideline for Professional Engineering Services, recommended by the Ontario Society of Professional Engineers; and in accordance with Section 15.2 of the City of London’s Procurement of Goods and Services Policy;

i)          Assignment 3: Stantec Consulting Ltd., in the amount of $127,395.40;

ii)         Assignment 7: XCG Consultants Ltd., in the amount of $127,848.60;

iii)        Assignment 9: GM BluePlan Engineering Limited, in the amount of $143,936.00;

iv)        Assignment 12: AECOM Canada Ltd., in the amount of $91,658.00; and,

v)         Assignment Pall Mall North: CH2M HILL Canada Limited, in the amount of $83,072.00;

b)         the financing for the projects identified in (a) above, BE APPROVED in accordance with the Sources of Financing Report appended to the staff report dated March 8, 2016, as Appendix "A";

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

d)         the approval given herein BE CONDITIONAL upon the Corporation entering into a formal contract with each consultant for the work;

e)         the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other documents, if required, to give effect to these recommendations; and,

f)         the attached presentation from J. Lucas, Director, Water and Wastewater, BE RECEIVED.  (2016-A05)

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

III.

SCHEDULED ITEMS

12.

"One River" - Master Plan Environmental Assessment

That the following actions be taken with respect to the “One River” Master Plan Environmental Assessment:

a)         the Civic Administration BE DIRECTED to develop a Terms of Reference and budget for a consultant assignment to complete a “One River” Master Plan Environmental Assessment (EA) Study that would encompass an area from the Springbank Dam to the Forks of the Thames and Harris Park; it being understood that proceeding with this EA would not preclude a decision to decommission the Springbank Dam should the Municipal Council chose to do so;

b)         the Civic Administration BE DIRECTED to report back at the Municipal Council meeting of March 22, 2016 with respect to how the EA process would unfold, including information regarding proceeding with a “master” EA process versus two separate EAs;

c)         the City Solicitor’s Office BE DIRECTED to make contact with the appropriate governmental funding partners to determine their position with respect to recovery of funding, should the Municipal Council choose to decommission the Dam;

d)            the Civic Administration BE DIRECTED to proactively consult with Indigenous Neighbouring Communities through the EA Process;

e)            the staff report dated March 8, 2016, from the Managing Director, Environmental and Engineering Services and City Engineer, with respect to the “One River” – Master Plan Environmental Assessment, BE RECEIVED;

f)             the staff report dated March 8, 2016, from the City Solicitor’s Office, with respect to the Province of Ontario Partnerships Initiative Binding Agreement for the Springbank Dam Rehabilitation Project, dated March 8, 2015, BE RECEIVED;

g)            the staff report dated February 2, 2016, entitled “Springbank Dam”, referred to the March 8, 2016 meeting of the Civic Works Committee, BE RECEIVED; and,

h)            the attached presentation from J. Lucas, Director, Water and Wastewater, BE RECEIVED;

it being noted that the Civic Works Committee received the following written submissions with respect to this matter:

•           a communication dated March 8, 2016, from Councillor B. Armstrong;

•           a communication from M. Alikakos, Chippewas of the Thames First Nation;

•           a communication from D. Waite, 14 Chancton Crescent;

•           a communication dated February 20, 2016, from R. Whimster;

•           a communication dated February 11, 2016, from I. Mathyssen, Member of Parliament for London – Fanshawe

•           a communication dated February 18, 2016, and a communication dated March 6, 2016 from from Dr. M. Murphy, 10 Mackellar Ave

•           a communication from M. Hettwer, 48 Friars Way;

•           a communication from S. Lewis, 67 Trapper Street;

•           a communication dated January 18, 2016, from R. Huber, President, Thames River Anglers Association;

•           a communication dated February 24, 2016, from B. Callow;

•           a communication from G. Henry, 1148 St. Anthony Road;

•           a communication dated February 25, 2016, from S. Ross, President/Head Coach,  London Rowing Club;

•           a communication dated February 24, 2016, from J. MacDonald, CEO and General Manager, Downtown London;

•           a communication dated February 25, 2016, from Dr. J. Pennycook, Springbank Drive;

•           a communication from T. Roth, 500 Proudfoot Lane;

•           a communication dated February 24, 2016, from B. Moncrieff, Reset Management Group;

•           a communication from S. Tanner, London Canoe Club;

•           a communication dated February 26, 2016, from M. Recker, 1460 Norman Avenue;

•           a communication dated February 9, 2016, from R. Dolson on behalf of E. Hendriks, Vice President of Freshwater at WWF-Canada;

•           a communication dated February 17, 2016, from R. and C. Branston;

•           a communication from C. Newland, Argyle Street;

•           a communication from S. Peirone;

•           a communication from T. Zarnowiecki;

•           a communication from D. and J. Phillips, 208 Holgate Road;

•           a communication from R. Martus;

•           a communication from S. Pattinson;

•           a communication from E. Hayden;

•           a communication from C. Johnston, Reilly Walk;

•           a communication dated January 21, 2016, from L. Heron, Chair  Ontario Rivers Alliance;

•           a communication dated February 24, 2016, from L. Kuska, Captain, Rowbust Breast Cancer Survivor Dragon Boat Racing Team;

•           a communication dated February 24, 2016, from J. Gordon, 1959 Commissioners Road East;

•           a communication dated February 28, 2016 from O. W. F. Sanio;

•           a communication from Dr. D. Bocking and J. Eberhard; and a second communication dated March 2, 2016 from Dr. D. Bocking;

•           a communication from D. Wake, 597 Kildare Road;

•           a communication dated February 26, 2016, from J. Stares, Founder/Chief Administrator, FISH ON! London Ontario Anglers;

•           a communication dated February 25, 2016, from B. Wells, 408-190 Cherryhill Circle;

•           a communication dated February 28, 2016, from F. Cappa;

•           a communication from G. Piccin, Byron;

•           a communication from M. Hantiuk, 43 Capulet Walk;

•           a communication dated January 25, 2016, from G. Barham and R. Koudys, Londoners for a Recreational Thames; and,

•           a communication dated February 26, 2016, from M. Bloxam, Chair, Advisory Committee on the Environment;

it being pointed out that at the public participation meeting associated with this matter, the individuals indicated on the attached public participation meeting record made oral submissions in connection with this matter.

Motion to Approve part a).

Motion Passed

YEAS: M. Brown, J. Helmer, M. Cassidy, J. Morgan (4)

NAYS: A. Hopkins, M. van Holst (2)

Motion to Approve part b).

Motion Passed

YEAS: M. Brown, J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (6)

Motion to Approve part c).

Motion Passed

YEAS: M. Brown, J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (6)

Motion to Approve parts d) to h), inclusive.

Motion Passed

YEAS: M. Brown, J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (6)

Motion to Open the public participation meeting.

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

Motion to Close the public participation meeting.

Motion Passed

YEAS: M. Brown, J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (6)

IV.

ITEMS FOR DIRECTION

13.

2nd Report of the Transportation Advisory Committee

That the following actions be taken with respect to the 2nd Report of the Transportation Advisory Committee, from its meeting held on February 2, 2016:

a)            the following actions be taken with respect to the Downtown Infrastructure Planning and Coordination:

i)              the Civic Administration BE REQUESTED to provide the Transportation Advisory Committee (TAC) with the City-Wide Construction Coordination Plan, an assessment of each projects requirements, impacts to road users and use of capital funds;

ii)             a Working Group BE ESTABLISHED to review the project ‘Dundas Place’ and bring back recommendations to the TAC; it being noted that the lead for this Working Group will be S. Brooks; and,

iii)            it BE NOTED that a Report dated January 28, 2016, from the Managing Director, Environmental and Engineering Services and City Engineer to the Strategic Priorities and Policy Committee, with respect to this matter, was received;

b)            the following actions be taken with respect to the Blackfriars Bridge Environmental Study Report:

i)          the Civic Administration BE ADVISED that the Transportation Advisory Committee (TAC) expressed endorsement of the above-noted report; and,

ii)         the Civic Administration BE REQUESTED to consider the incorporation of safety measures to reduce vehicle speeds on the bridge and to improve the proposed multi-modal transportation during the detail design; and

c)            clauses 1 to 3 and 6 to 8, BE RECEIVED.

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

14.

Landscape Materials on Boulevard Areas

That the Civic Administration BE REQUESTED to review the applicable by-law governing landscape material on boulevard areas and report back at a future meeting of the Civic Works Committee with options to permit rain gardens, mulch and hard mulch materials, etc. for boulevard areas. (2016-E04)

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

15.

London's Neglected Sewer Infrastructure

That the communication dated February 27, 2016, from B. Fellner, with respect to the need to attend to London’s neglected sewer infrastructure, BE RECEIVED.

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

V.

DEFERRED MATTERS/ADDITIONAL BUSINESS

16.

Deferred Matters List

That the following actions be taken with respect to the Civic Works Committee (CWC) Deferred Matters List, as at February 16,2016:

a)         item 29 BE AMENDED to reflect the expected reply date of the 4^th Quarter of 2016; and,

b)         the Deferred Matters List, as amended above, BE RECEIVED.

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

VI.

CONFIDENTIAL (Confidential Appendix enclosed for Members only.)

The Civic Works Committee convened in camera from 5:52 PM to 6:53 PM after having passed a motion to do so, with respect to the following matters:

C-1.

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 the Springbank Dam.

C-2.

A matter pertaining to instructions and directions to officers and employees of the Corporation pertaining to a proposed acquisition of land; advice that is subject to solicitor-client privilege, including communications necessary for that purpose; reports or advice or recommendations of officers and employees of the Corporation pertaining to a proposed acquisition of land; commercial and financial information supplied in confidence pertaining to the proposed acquisition the disclosure of which could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of the Corporation, result in similar information no longer being supplied to the Corporation where it is in the public interest that similar information continue to be so supplied, and result in undue loss or gain to any person, group, committee or financial institution or agency; commercial, information relating to the proposed acquisition that belongs to the Corporation that has monetary value or potential monetary value;  information concerning the proposed acquisition whose disclosure could reasonably be expected to prejudice the economic interests of the  Corporation or its competitive position; information concerning the proposed acquisition whose disclosure could reasonably be expected to be injurious to the financial interests of the Corporation; and instructions to be applied to any negotiations carried on or to be carried on by or on behalf of the Corporation concerning the proposed acquisition.

VII.

ADJOURNMENT

The meeting adjourned at 12:03 AM.