Civic Works Committee

Report

The 13th Meeting of the Civic Works Committee

Tuesday, October 04, 2022 at 12:00 P.m. - 1:00 P.m.

Council Chambers - Please check the City website for additional meeting detail information. Meetings can be viewed via live-streaming on YouTube and the City Website.

The City of London is situated on the traditional lands of the Anishinaabek (AUh-nish-in-ah-bek), Haudenosaunee (Ho-den-no-show-nee), Lūnaapéewak (Len-ah-pay-wuk) and Attawandaron (Add-a-won-da-run).

We honour and respect the history, languages and culture of the diverse Indigenous people who call this territory home. The City of London is currently home to many First Nations, Metis and Inuit people today.

As representatives of the people of the City of London, we are grateful to have the opportunity to work and live in this territory.

PRESENT:

• Councillors E. Peloza (Chair), 
• M. van Holst, 
• J. Helmer, 
• P. Van Meerbergen, 
• J. Fyfe-Millar, 
• and Mayor E. Holder

ALSO PRESENT:

• J. Bunn and J. Taylor
   
  ALSO PRESENT: Councillor S. Hillier; G. Belch, J. Dann, H. Lysynski, D. MacRae, K. Oudekerk, A. Rammeloo, K. Scherr, G. Smith, J. Stanford and B. Westlake-Power
   
  The meeting was called to order at 12:00 PM with Councillor E. Peloza in the Chair; it being noted that the following Members were in remote attendance: Mayor E. Holder, Councillors J. Helmer, M. van Holst, and P. Van Meerbergen.

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1.

Disclosures of Pecuniary Interest

That it BE NOTED that no pecuniary interests were disclosed.

2.

Consent

• Moved by: P. Van Meerbergen
  Seconded by: E. Holder

  That Items 2.1 to 2.4 BE APPROVED.

  
  

  Yeas: (6)

  M. van Holst, J. Helmer, E. Peloza, P. Van Meerbergen, E. Holder, and J. Fyfe-Millar

  
  
  
  Motion Passed (6 to 0)

2.1

2nd and 3rd Reports of the Environmental Stewardship and Action Community Advisory Committee

• Moved by: P. Van Meerbergen
  Seconded by: E. Holder

  That the following actions be taken with respect to the 2nd and 3rd Reports of the Environmental Stewardship and Action Community Advisory Committee (ESACAC), from the meetings held on September 7, 2022 and September 21, 2022, respectively:

  a)    the following actions be taken with respect to the 2nd Report of the ESACAC:

  i)    the 1470-1474 Highbury Avenue Working Group comments BE FORWARDED to the Civic Administration for consideration and the Planner BE REQUESTED to respond to the ESACAC questions; and
  ii)    clauses 1.1, 1.2, 2.1, 3.1, 3.2 and 5.1 to 5.5, BE RECEIVED; and,

  b)    the 3rd Report of the ESACAC BE RECEIVED.

  
  
  
  
  Motion Passed

2.2

Emergency Repair of Incinerator Systems at Greenway Wastewater Treatment Plant

• Moved by: P. Van Meerbergen
  Seconded by: E. Holder

  That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report, dated October 4, 2022, related to the Emergency Repair of the Incinerator at the Greenway Wastewater Treatment Plant:

  a)    the purchase orders issued for emergency repairs to the incinerator and related systems at Greenway Wastewater Treatment Plant under Section 14.2 of the Procurement of Goods and Services Policy at a projected total price of $178,483.91 (HST excluded), BE CONFIRMED;

  b)    the financing for this project BE APPROVED as set out in the Sources of Financing Report, as appended to the above-noted staff report;

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

  d)    the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with this project. (2022-E03)

  
  
  
  
  Motion Passed

2.3

Short-Term Contract Amendment for EnviroDepot Operation and Management Program

• Moved by: P. Van Meerbergen
  Seconded by: E. Holder

  That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report, dated October 4, 2022, related to a Short-Term Contract Amendment for EnviroDepot Operation and Management Program:

  a)    the action taken by the Deputy City Manager, Environment and Infrastructure, in accordance with Procurement of Goods and Services Policy, Section 4.3 d., BE RECOGNIZED; it being noted that the action taken is in the best interest for the safe and efficient operation of EnviroDepots during the fall season (2022) when use of the EnviroDepots is increased;  

  b)    the short-term amendment of the contract with Try Recycling Inc., for the provision of the EnviroDepot Operation and Management Program, in accordance with Procurement of Goods and Services Policy, Section 20.3 e)i., BE APPROVED; and,

  c)    the Civic Administration BE AUTHORIZED to undertake all administrative acts that are necessary in connection with this Report and the contracts referenced herein. (2022-E07)

  
  
  
  
  Motion Passed

2.4

Dedicated Locator Model Agreement

• Moved by: P. Van Meerbergen
  Seconded by: E. Holder

  That on the recommendation of the Deputy City Manager, Environment and Infrastructure, the proposed by-law, as appended to the staff report dated October 4, 2022, BE INTRODUCED at the Municipal Council meeting to be held on October 17, 2022 to:

  a)     adopt the Dedicated Locator Model Agreement, as appended to the above-noted by-law, that establishes the terms and conditions Dedicated Locators must agree to when locating municipal services on behalf of the City; and,

  b)      delegate to the Deputy City Manager, Environment and Infrastructure, the authority to make minor amendments to the approved Dedicated Locate Model Agreement from time to time and is fully responsible for determining the terms and conditions in the above-noted Agreement, specific to each project and has the authority to approve and reject applications and execute and terminate Dedicated Locate Agreements on behalf of The Corporation of the City of London. (2022-L04A)

  
  
  
  
  Motion Passed

3.

Scheduled Items

None.

4.

Items for Direction

4.1

4th Report of the Integrated Transportation Community Advisory Committee

• Moved by: J. Fyfe-Millar
  Seconded by: M. van Holst

  That the following actions be taken with respect to the 4th Report of the Integrated Transportation Community Advisory Committee (ITCAC), from its meeting held on September 21, 2022:

  a)    the following actions be taken with respect to the Integrated Transportation Community Advisory Committee (ITCAC) Active Transportation Sub-Committee:

  i)    the Civic Administration BE REQUESTED to consult with the ITCAC during all “Advisory Committee Consultation Phases” of the Mobility Master Plan process and identify specific areas of the process where the ITCAC may provide its input, expertise and support to the Mobility Master Plan Project Team and/or the Community Engagement Panel; and,
  ii)    the Civic Administration BE REQUESTED to consult with the ITCAC during the development of the proposed draft by-law related to E-Scooters;

  b)    clauses 1.1, 2.1 and 3.1 to 3.3 BE RECEIVED.

  
  

  Yeas: (6)

  M. van Holst, J. Helmer, E. Peloza, P. Van Meerbergen, E. Holder, and J. Fyfe-Millar

  
  
  
  Motion Passed (6 to 0)

5.

Deferred Matters/Additional Business

5.1

Deferred Matters List

• Moved by: J. Fyfe-Millar
  Seconded by: J. Helmer

  That the Civic Works Committee Deferred Matters List as at September 26, 2022, BE RECEIVED.

  
  

  Yeas: (6)

  M. van Holst, J. Helmer, E. Peloza, P. Van Meerbergen, E. Holder, and J. Fyfe-Millar

  
  
  
  Motion Passed (6 to 0)

5.2

(ADDED) Greenway and Adelaide Wastewater Treatment Plants Climate Change Resiliency Detailed Design Consultant Award

• Moved by: M. van Holst
  Seconded by: J. Helmer

  That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report, dated October 4, 2022, related to the Greenway and Adelaide Wastewater Treatment Plants Climate Change Resiliency Detailed Design Consultant Award:

  a)    CIMA Canada Inc. BE APPOINTED Consulting Engineers in the amount of $2,104,213.00, including 10% contingency (excluding HST), in accordance with Section 15.2 (e) 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”, as appended to the above-noted staff report;

  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. (2022-E03)

  
  

  Yeas: (6)

  M. van Holst, J. Helmer, E. Peloza, P. Van Meerbergen, E. Holder, and J. Fyfe-Millar

  
  
  
  Motion Passed (6 to 0)

6.

Confidential

• Moved by: J. Fyfe-Millar
  Seconded by: M. van Holst

  That the Civic Works Committee convene In Closed Session for the purpose of considering the following:

  6.1.    Litigation/Solicitor-Client Privilege        

  A matter pertaining to litigation currently before the Superior Court of Justice, court file No. 2278/18 and 2278/18-A1 affecting the municipality and advice that is subject to solicitor-client privilege, including communications necessary for that purpose, related to the Bradley Avenue West Extension and Wharncliffe Road South Improvements.

  6.2.    Personal Matter/Identifiable Individual        

  A matter pertaining to identifiable individuals with respect to the 2023 Mayor’s New Year’s Honour List.

  
  

  Yeas: (6)

  M. van Holst, J. Helmer, E. Peloza, P. Van Meerbergen, E. Holder, and J. Fyfe-Millar

  
  
  
  Motion Passed (6 to 0)

  The Civic Works Committee convened In Closed Session from 12:23 PM to 12:52 PM.

  
  

7.

Adjournment

The meeting adjourned at 12:54 PM.