Civic Works Committee

Report

The 12th Meeting of the Civic Works Committee

Tuesday, August 15, 2023 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, Métis and Inuit 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 C. Rahman (Chair), 
• H. McAlister, 
• P. Cuddy, 
• S. Trosow, 
• and P. Van Meerbergen 

ABSENT:

• Mayor J. Morgan 

ALSO PRESENT:

• Councillors S. Franke, A. Hopkins, S. Lewis J. Pribil; K. Chambers, U. DeCandido, O. Katolyk, D. MacRae, S. Maguire, C. McCreery, A. Rammeloo, K.Scherr, G. Simon, G. Smith, J. Stanford

   

  Remote Attendance: Councillor S. Hillier; E. Bennett, S. Corman, L. Marshall, B. Westlake-Power

   

  The meeting was called to order at 12:01 PM; it being noted that P. Van Meerbergen was in remote attendance. 

   

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1.

Disclosures of Pecuniary Interest

That it BE NOTED that no pecuniary interests were disclosed. 

2.

Consent

• Moved by: P. Cuddy
  Seconded by: H. McAlister

  That items 2.1 to 2.8 BE APPROVED. 

  
  

  Yeas: (4)	H. McAlister, P. Cuddy, S. Trosow, and C. Rahman
  Absent: (2)	Mayor J. Morgan, and P. Van Meerbergen

  
  
  
  Motion Passed (4 to 0)

2.1

8th Report of the Integrated Transportation Community Advisory Committee

• That the 8th Report of the Integrated Transportation Community Advisory Committee, from its meeting July 19, 2023, BE RECEIVED. 

  
  
  
  
  

2.2

By-Law Update - Vital Services By-Law (PH-6)

• That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated August 15, 2023, related to the By-Law Update for the Vital Services By-Law (PH-6):

  a)    the proposed by-law, as appended to the above-noted staff report, BE INTRODUCED at the Municipal Council Meeting on August 29, 2023, to amend the existing Vital Services By-law (PH-6); and, 

  b)    the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with this proposed by-law amendment. (2023-C01)

  
  
  
  
  

2.3

Greenway and Adelaide Wastewater Treatment Plants Climate Change Resiliency Consulting Fees Value Increase

• That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated August 15, 2023, related to the Greenway and Adelaide Wastewater Treatment Plants climate change resiliency consultant fee value increase:

  a)    the value of the engineering consulting fees for CIMA Canada Inc. BE INCREASED by $949,759.80, including contingency (excluding HST), due to additional scope requests and project consolidation;

  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 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. (2023-E03)

  
  
  
  
  

2.4

Contract Award - RFT-2023-030 Watermain Cleaning and Lining Services

• That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated August 15, 2023, related to RFT 2023-030 Watermain Cleaning and Lining Services:

  a)    the bid submitted by Fer-Pal Construction Ltd. at its tendered price of $6,498,810.00 (excluding HST), for Watermain Cleaning and Lining Services, BE ACCEPTED; it being noted that the bid submitted by Fer-Pal Construction Ltd. was the lowest of two bids received and meets the City's specifications and requirements in all areas and that this is the first year of a five year contract, where the City has the sole discretion to renew the contract for four additional years based on price and performance;

  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 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; and,

  e)    the Mayor and City Clerk BE AUTHORIZED to execute any contract or other documents, if required, to give effect to these recommendations. (2023-E08)

  
  
  
  
  

2.5

Consulting Engineer Appointment - 2024/2025 Infrastructure Renewal

• That on the recommendation of Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated August 15, 2023, related to the Consulting Engineer Appointment for the 2024/2025 Infrastructure Renewal Program: 

  a)    Dillon Consulting Limited BE APPOINTED consulting engineers to undertake detailed design and construction administration services for the Decommissioning of Water Chamber 13 project and detailed design for the William Street Reconstruction project, in the total amount of $413,912.40 (excluding HST), in accordance with Section 14.4(a) of the City of London’s Procurement of Goods and Services Policy;

  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 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; and,

  e)    the Mayor and City Clerk BE AUTHORIZED to execute any contract or other documents, if required, to give effect to these recommendations. (2023-T04)

  
  
  
  
  

2.6

Amendments to the Traffic and Parking By-Law

• That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the proposed by-law, as appended to the staff report dated August 15, 2023, related to 2022 administrative amendments, BE INTRODUCED at the Municipal Council meeting to be held on August 29, 2023, to amend By-law PS-114, “A by-law to regulate traffic and the parking of motor vehicles in the City of London”. (2023-C01)

  
  
  
  
  

2.7

Contract Price Increase - Victoria Bridge - Temporary Modular Bridge

• That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated August 15, 2023, related to the Contract Price Increase for the Victoria Bridge Temporary Modular Bridge:

  a)    Victoria Bridge – Temporary Modular Bridge (Tender RFT21-108) construction contract value with Algonquin Bridge, a Division of AIL International Inc. BE INCREASED by $150,000.00 to $380,390.00 (excluding HST) in accordance with Section 20.3 (e) of the Procurement of Goods and Services Policy;

  b)    the financing for these projects BE APPROVED as set out in 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 these projects; and,

  d)    the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other documents, if required, to give effect to these recommendations. (2023-T04)

  
  
  
  
  

2.8

Contract Price Increase - Churchill Avenue and Manitoba Street

• That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated August 15, 2023, related to the Contract Price Increase for the Churchill Avenue and Manitoba Street project:

  a)    Churchill Avenue and Manitoba Street (Tender RFT21-130) construction contract value with Elgin construction Company Limited BE INCREASED by $50,000.00 to $4,316,261.95 (excluding HST) in accordance with Section 20.3 (e) of the Procurement of Goods and Services Policy;

  b)    the financing for these projects BE APPROVED as set out in 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 these projects; and,

  d)    the Mayor and City Clerk BE AUTHORIZED to execute any contract or other documents, if required, to give effect to these recommendations. (2023-T04)

  
  
  
  
  

3.

Scheduled Items

None. 

4.

Items for Direction

4.1

REQUEST FOR DELEGATION STATUS - M. Judson, Springbank Park Recreational Dam

• Moved by: P. Cuddy
  Seconded by: P. Van Meerbergen

  That it BE NOTED that the delegation from M. Judson, was received and no further action be taken. 

  
  

  Yeas: (5)	P. Van Meerbergen, H. McAlister, P. Cuddy, S. Trosow, and C. Rahman
  Absent: (1)	Mayor J. Morgan

  
  
  
  Motion Passed (5 to 0)

  Additional Votes: 

  
  
• Moved by: P. Cuddy
  Seconded by: H. McAlister

  Motion to approve Delegation Request from M. Judson to be heard at this meeting. (2023-R04)

  
  

  Yeas: (4)	H. McAlister, P. Cuddy, S. Trosow, and C. Rahman
  Absent: (2)	Mayor J. Morgan, and P. Van Meerbergen

  
  
  
  Motion Passed (4 to 0)

4.2

Green Bin and Collection Program Changes

• That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated August 15, 2023, related to the Green Bin and Collection Program Changes:

  a)    the Civic Administration BE DIRECTED to implement a weekly (except for Statutory Holidays) pickup system for Green Bin and Blue Box and a 26 week per year pickup system for garbage collection starting January 15, 2024, that includes a special provision to address the longer garbage collection cycle that occurs because of Statutory Holidays;

  b)    the Civic Administration BE DIRECTED to establish an interim Waste Reduction & Conservation Calendar from October 1, 2023, to January 15, 2024, and distribute the Calendar using a combination of on-line tools and hard copies available at City facilities and other locations and not delivered door-to-door as is normally done;

  c)    the Garbage Container Limit at the curb remain at three (3) containers or bags BE APPROVED, it being noted that the number of garbage pickup days has been reduced from 42 to 26 pickups;

  d)    the Garbage Tag fee for use at the curb for extra bags or containers of garbage or for Bagged Residential Garbage brought to the EnviroDepots BE INCREASED from $1.50 to $2.00 as part of the upcoming Fees and Charges By-law review as part of the multi-year budget development;

  e)    the Civic Administration BE DIRECTED to implement a separate large furniture and large bulky items collection program (limit of four items per pickup) that requires booking the pickup service in advance, with collection occurring on a regular collection day starting October 1, 2023, and includes a 3 month grace period; and,

  f)    the Civic Administration BE DIRECTED to establish a monitoring system to determine the level of household satisfaction with the Green Bin and collection program changes and report back to Civic Works Committee in July 2024 and at year end, including specific details on managing pet waste and diapers and incontinence products; 

  it being noted that the presentation from J. Stanford, as appended to the Added Agenda, with respect to this matter was received; 

  it being further noted that the communications, as appended to the Added Agenda, from M. Hulet, C. Butler and L. McColl, with respect to this matter, were received. (2023-E07)

  
  
  
  
  Motion Passed

  Additional Votes:

  
  
• Moved by: H. McAlister
  Seconded by: S. Trosow

  That the following motion BE APPROVED:

  That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated August 15, 2023, related to the Green Bin and Collection Program Changes:

  a)    the Civic Administration BE DIRECTED to implement a weekly (except for Statutory Holidays) pickup system for Green Bin and Blue Box and a 26 week per year pickup system for garbage collection starting January 15, 2024, that includes a special provision to address the longer garbage collection cycle that occurs because of Statutory Holidays;

  b)    the Civic Administration BE DIRECTED to establish an interim Waste Reduction & Conservation Calendar from October 1, 2023, to January 15, 2024, and distribute the Calendar using a combination of on-line tools and hard copies available at City facilities and other locations and not delivered door-to-door as is normally done;

  c)    the Garbage Container Limit at the curb remain at three (3) containers or bags BE APPROVED, it being noted that the number of garbage pickup days has been reduced from 42 to 26 pickups;

  d)    the Civic Administration BE DIRECTED to implement a separate large furniture and large bulky items collection program (limit of four items per pickup) that requires booking the pickup service in advance with collection occurring on a regular collection day starting October 1, 2023, and includes a 3 month grace period; and,

  e)    the Civic Administration BE DIRECTED to establish a monitoring system to determine the level of household satisfaction with the Green Bin and collection program changes and report back to Civic Works Committee in July 2024 and year end, including specific details on managing pet waste and diapers and incontinence products; 

  it being noted that the presentation from J. Stanford, as appended to the Added Agenda, with respect to this matter was received; 

  it being further noted that the communications, as appended to the Added Agenda, from M. Hulet, C. Butler and L. McColl, with respect to this matter, were received. 

  
  

  Yeas: (5)	P. Van Meerbergen, H. McAlister, P. Cuddy, S. Trosow, and C. Rahman
  Absent: (1)	Mayor J. Morgan

  
  
  
  Motion Passed (5 to 0)
• Moved by: H. McAlister
  Seconded by: S. Trosow

  Motion to add the following to the clause as part d):

  the Garbage Tag fee for use at the curb for extra bags or containers of garbage or for Bagged Residential Garbage brought to the EnviroDepots be increased from $1.50 to $2.00 as part of the upcoming Fees and Charges By-law review as part of the multi-year budget development BE APPROVED.

  
  

  Yeas: (4)	H. McAlister, P. Cuddy, S. Trosow, and C. Rahman
  Nays: (1)	P. Van Meerbergen
  Absent: (1)	Mayor J. Morgan

  
  
  
  Motion Passed (4 to 1)
• Moved by: P. Van Meerbergen
  Seconded by: S. Trosow

  Motion to amend part d) to include an it being noted clause that will delay the increase by 6 months.

  
  

  Yeas: (2)	P. Van Meerbergen, and S. Trosow
  Nays: (3)	H. McAlister, P. Cuddy, and C. Rahman
  Absent: (1)	Mayor J. Morgan

  
  
  
  Motion Failed (2 to 3)

4.3

9th Report of the Environmental Stewardship and Action Community Advisory Committee

• Moved by: P. Cuddy
  Seconded by: H. McAlister

  That the following actions be taken with respect to the 9th Report of the Environmental Stewardship and Action Community Advisory Committee, from its meeting held on August 2, 2023: 

  a)    the Municipal Council BE ADVISED that the Environmental Stewardship and Action Community Advisory Committee (ESACAC)
  recommends the City of London adopt Option B as outlined in the staff report presented to the Community and Protective Services Committee; it being noted that Option B would allow for permitted display fireworks only to be discharged on specific days in London; it being further noted that this option would restrict use of all consumer (backyard) fireworks, restrict the sale of consumer fireworks in London, and propose an increase to current fines; 
   
  b) the Municipal Council BE ADVISED that the Environmental Stewardship and Action Community Advisory Committee recommends that the City considers the locations of permitted display fireworks to account for nearby environmental disturbance and to limit pollution from entering sensitive features such as the Thames River, and that the City aim to promote lower-impact alternatives to fireworks for at least some subsidized public events, such as outdoor concerts and light shows using drones.

  it being noted that the submission on the fireworks by-law review, prepared by ESACAC, was received; and, 

  c)    clauses 3.1, 3.2, 5.1, 5.3 and 5.4 BE RECEIVED. 

  
  

  Yeas: (5)	P. Van Meerbergen, H. McAlister, P. Cuddy, S. Trosow, and C. Rahman
  Absent: (1)	Mayor J. Morgan

  
  
  
  Motion Passed (5 to 0)

5.

Deferred Matters/Additional Business

5.1

Referred by Municipal Council on July 25th - Clause 5.1 of the 8th Report of the Environmental Stewardship and Action Community Advisory Committee

• That the Civic Administration BE DIRECTED to prepare an information brochure to assist Municipal Law Enforcement Officers to explain the Council Policy on Naturalized Areas and Wildflower Meadows in response to community complaints and with respect to the Yard and Lot Maintenance By-law where applicable; 
  
  it being noted that a verbal delegation from B. Samuels, a communication from L. Johnson and the staff report dated August 15, 2023, with respect to this matter, were received. (2023-E07)

  
  
  
  
  Motion Passed

  Additional Votes:

  
  
• Moved by: C. Rahman
  Seconded by: P. Van Meerbergen

  That the following motion BE APPROVED: 
  
  That the Civic Administration BE DIRECTED to prepare an information brochure to assist Municipal Law Enforcement Officers to explain the Council Policy on Naturalized Areas and Wildflower Meadows in response to community complaints and with respect to the Yard and Lot Maintenance By-law where applicable.

  
  

  Yeas: (5)	P. Van Meerbergen, H. McAlister, P. Cuddy, S. Trosow, and C. Rahman
  Absent: (1)	Mayor J. Morgan

  
  
  
  Motion Passed (5 to 0)
• Moved by: S. Trosow
  Seconded by: H. McAlister

  That the following actions be taken in regards to the Yard and Lot Maintenance By-law: 

  
  a)    the staff report BE RECEIVED;

  
  b)    that the Civic Administration BE DIRECTED to undertake a comprehensive review of the Yard and Maintenance By-law that encompasses the by-law provisions, definitions and related policies concerning naturalization of yards, naturalized areas and wildflower meadows, weeds, grass, and what is considered waste; the review should include: 

  i)    a jurisdictional scan of other municipalities to examine how other by-laws have been updated to account for naturalization.

  ii)    to provide information about the enforcement of London’s by-law, including the number of exemptions given for naturalization and the procedures followed by enforcement staff to assess a yard; and, 

  
  c)    that a public participation meeting be set to allow the public to assess the by-law and any potential changes. 

   

  
  

  Yeas: (2)	H. McAlister, and S. Trosow
  Nays: (3)	P. Van Meerbergen, P. Cuddy, and C. Rahman
  Absent: (1)	Mayor J. Morgan

  
  
  
  Motion Failed (2 to 3)
• Moved by: P. Cuddy
  Seconded by: S. Trosow

  Motion to approve the addition of the following clauses:
  
  "that a verbal delegation from B. Samuels, and the staff report dated August 15, 2023, with respect to this matter, were received"

  "it being noted that the communication, as appended to the Added Agenda from L. Johnson, with respect to this matter, was received." 

  
  

  Yeas: (5)	P. Van Meerbergen, H. McAlister, P. Cuddy, S. Trosow, and C. Rahman
  Absent: (1)	Mayor J. Morgan

  
  
  
  Motion Passed (5 to 0)

6.

Adjournment

The meeting adjourned at 1:36 PM.