Civic Works Committee

Report

Meeting #:	12th Meeting of the Civic Works Committee
Date:	Monday, August 13, 2018 at 12:00 P.m. - 3:00 P.m.
Location:	Council Chambers

PRESENT:

• Councillors V. Ridley,
• T. Park,
• P. Hubert,
• P. Squire,
• and H. Usher

ABSENT:

• Mayor M. Brown

ALSO PRESENT:

• ​

  ​Councillors J. Helmer and M. van Holst; J. Ackworth,, M. Elmadhoon, S. MacDonald, D. MacRae, S. Maguire, L. Marshall, S. Mathers, M. Morris, B. Page, J. Parsons, M. Ribera, K. Scherr, P. Shack, A. Spahiu, J. Stanford, J. Wills, B. Westlake and P. Yeoman
   
  The meeting was called to order at 12:00 PM.

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1.

Disclosures of Pecuniary Interest

That it BE NOTED that no pecuniary interests were disclosed.

2.

Consent

• Moved by: H. Usher
  Seconded by: P. Hubert

  Approve items 2.1 to 2.13

  
  

  Yeas: (5)	V. Ridley, T. Park, P. Hubert, P. Squire, and H. Usher
  Absent: (1)	Mayor M. Brown

  
  Motion Passed (5 to 0)

2.1

6th Report of the Transportation Advisory Committee

• Moved by: H. Usher
  Seconded by: P. Hubert

  That it BE NOTED that the 6th Report of the Transportation Advisory Committee, from its meeting held on July 24, 2018, was received.

  
  
  
  Motion Passed

2.2

Amendments to the Traffic and Parking By-law

• Moved by: H. Usher
  Seconded by: P. Hubert

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the proposed by-law as appended to the staff report dated August 13, 2018, BE INTRODUCED at the Municipal Council meeting to be held on August 28, 2018, to amend the Traffic and Parking By-law (PS-113). (2018-T08)

  
  
  
  Motion Passed

2.3

Wastewater Operations Equipment Replacement Budget Amendment

• Moved by: H. Usher
  Seconded by: P. Hubert

  That, on the recommendation of the Managing Director of Environmental and Engineering Services and City Engineer, the following actions be taken with respect to budget adjustments for the Wastewater Operations 2018 equipment replacement account:

   a)   a budget adjustment to increase 2018 funding for project ES508418 Replacement Equipment BE APPROVED in the total amount of $750,000 to fund ongoing repairs and replacement of equipment; and,

   

  b)    the financing for the projects BE APPROVED in accordance with the “Source of Financing Report”, as attached to the staff report dated August 13, 2018. (2018-F05A)

  
  
  
  Motion Passed

2.4

Contract Award - Tender RFT 18-73 - Wilton Grove Sanitary Sewer Replacement

• Moved by: H. Usher
  Seconded by: P. Hubert

  That, on the recommendation of the Managing Director, Environmental & Engineering Services and City Engineer, the following actions be taken with respect to the award of contracts for the replacement of the Wilton Grove Road Sanitary Sewer:

   

  (a)  the bid submitted by Bre-Ex Construction Inc., 247 Exeter Road, London, ON, N6L 1A5, at its tendered price of $4,597,122.40 excluding H.S.T., for the replacement of the Wilton Grove Road Sanitary Sewer, BE ACCEPTED; it being noted that the bid submitted by Bre-Ex Construction Inc. was the lowest of seven bids received and meets the City’s specifications and requirements in all areas;

   

  (b)  Parsons Corporation BE APPOINTED Consulting Engineers to complete the construction administration and supervision for the Wilton Grove Road Sanitary Sewer Replacement in accordance with the estimate, on file, at an upset amount of $408,095.60, including 10% contingency, excluding H.S.T., and in accordance with Section 15.2 (g) of the City of London’s Procurement of Goods and Services Policy;

   

  (c)  the financing for the project BE APPROVED in accordance with the “Sources of Financing Report” included with the staff report dated August 13, 2018;

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

   

  (e)  the approvals given herein BE CONDITIONAL upon the Corporation entering into a  formal contract; 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. (2018-F18/E01)

  
  
  
  Motion Passed

2.5

Commissioners Road West Realignment Environmental Study Report

• Moved by: H. Usher
  Seconded by: P. Hubert

  That, on the recommendation of the Managing Director, Environmental & Engineering Services and City Engineer, the following actions be taken with respect to the Commissioners Road West Realignment Environmental Assessment:

  (a)  the Commissioners Road West Realignment Municipal Class Environmental Study Report BE ACCEPTED;

  (b)   a Notice of Study Completion for the project BE FILED with the Municipal Clerk; and,

  (c)   the Environmental Study Report BE PLACED on the public record for a 30 day review period. (2018-E05)

  
  
  
  Motion Passed

2.6

Community Energy Action Plan - Status Update

• Moved by: H. Usher
  Seconded by: P. Hubert

  That, on the recommendation of the Director of Environment, Fleet and Solid Waste, the staff report dated August 13, 2018, with respect to an update on the status of the Community Energy Action Plan activities BE RECEIVED for information. (2018-E17)

  
  
  
  Motion Passed

2.7

Corporate Energy Management Program - Update

• Moved by: H. Usher
  Seconded by: P. Hubert

  That, on the recommendation of the Managing Director, Environment & Engineering Services and City Engineer and the Managing Director, Corporate Services and City Treasurer, Chief Financial Officer, the Corporate Energy Management Program Update report dated August 13, 2018, BE RECEIVED. (2018-E17)

  
  
  
  Motion Passed

2.8

2017 Community Energy and Greenhouse Gas Inventory

• Moved by: H. Usher
  Seconded by: P. Hubert

  That, on the recommendation of the Director, Environment, Fleet & Solid Waste the 2017 Community Energy & Greenhouse Gas Inventory report dated August 13, 2018, BE RECEIVED. (2018-E17)

  
  
  
  Motion Passed

2.9

East London Sanitary Servicing Study - Municipal Class Environmental Assessment - Notice of Completion

• Moved by: H. Usher
  Seconded by: P. Hubert

  That, on the recommendation of the Managing Director Environmental & Engineering Services and City Engineer, the following actions be taken with respect to the East London Sanitary Servicing Study:

   

  (a)   the preferred treatment and collection servicing alternatives, as outlined in the staff report dated August 13, 2018 BE ACCEPTED in accordance with the Schedule B Municipal Class Environmental Assessment process requirements;

   

  (b)  a Notice of Completion BE FILED with the Municipal Clerk; and,

   

  (c)   the Municipal Class Environmental Assessment Schedule B project file for the East London Sanitary Servicing Study BE PLACED on the public record for a 30-day review period. (2018-E05)

  
  
  
  Motion Passed

2.10

Appointment of Consulting Engineer - Vauxhall Wastewater Treatment Plant - Class EA for Capacity Upgrades

• Moved by: H. Usher
  Seconded by: P. Hubert

  That, on the recommendation of the Managing Director of Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the assignment of consulting services for the completion of the Municipal Class Environmental Assessment to increase of the treatment capacity of the Vauxhall Wastewater Treatment Plant:

   

  a)    CH2M Hill Canada Limited BE APPOINTED consulting engineers at a cost of $200,694.00, including 20% contingency, excluding HST, and 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” as attached to the staff report dated August 13, 2018; 

  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. (2018-E03)

  
  
  
  Motion Passed

2.11

Irregular Result Request for Tender (RFT) 18-82, 72 inch Out-Front Deck Rotary Mowers

• Moved by: H. Usher
  Seconded by: P. Hubert

  That, on the recommendation of the Managing Director, Environmental & Engineering Services and City Engineer,

  a)    the Request for Tender 18-82 to purchase eight (8) F3990 Out-Front Rotary Mowers with a 72” cutting deck for $198,400, excluding HST, from Hyde Park Equipment, 2034 Mallard Rd, London, Ontario, N6H 5L8 BE ACCEPTED;

  b)    funding for this purchase BE APPROVED as set out in the Source of Financing Report as attached to the staff report dated August 13, 2018;

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

  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. (2018-F18)

  
  
  
  Motion Passed

2.12

Provincial Maintenance Standards for Municipal Highways - Amendments 2018

• Moved by: H. Usher
  Seconded by: P. Hubert

  That, on the recommendation of the Managing Director of Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the Provincial Minimum Maintenance Standards for Municipal Highways:

  a)  the Municipal Act, 2001, O.Reg. 239/02, Minimum Maintenance Standards for Municipal Highways BE ADOPTED as the City of London’s Minimum Maintenance Standards for Highways;

  b)  the City of London’s  Quality Standard for Sidewalk Winter Maintenance and Maintenance Guideline for Sidewalks BE REPLACED with the Municipal Act, 2001, O.Reg. 239/02, Minimum Maintenance Standards for Municipal Highways;

  c)   the Civic Administration BE DIRECTED to bring forward a business case for consideration as part for the 2019 budget process with respect to additional costs as a result of part a), above; and,

  d)    the by-law as appended to the staff report dated August 13, 2018 BE INTRODUCED at the Municipal Council meeting to be held on August 28, 2018, to delegate authority to the City Engineer or City Engineer’s designate, Director, Roads and Transportation or Division Manager, Transportation and Roadside Operations, to declare the beginning and end of a significant weather event for the purpose of administering the Municipal Act, 2001, O.Reg. 239/02, Minimum Maintenance Standards for Municipal Highways;

  it being noted that the total cost of this service is $410,000 annually, not the per kilometer cost as indicated in the report. (2018-T06)

   

   

  
  
  
  Motion Passed

2.13

2018-2019 Transport Canada - Rail Safety Improvement Program Agreement for Grade Crossing Improvements

• Moved by: H. Usher
  Seconded by: P. Hubert

  That, on the recommendation of the Managing Director, Environmental & Engineering Services and City Engineer, the following actions be taken with respect to the 2018-2019 Rail Safety Improvement Program Funding:

  a)    the proposed by-law as appended to the staff report dated August 13, 2018 BE INTRODUCED at the Municipal Council meeting to be held August 28, 2018 to:

   

  i)     authorize and approve an Agreement between Her Majesty the Queen in Right of Canada, as represented by the Minister of Transport (“Canada”) and The Corporation of the City of London for the Rail Safety Improvement Program for Grade Crossing Improvements; and,

   

  ii)    authorize the Mayor and the City Clerk to execute the above-noted Agreement; and,

   

  b)    the Civic Administration BE DIRECTED to take all necessary steps to implement the improvements identified in the City of London’s application for the Rail Safety Improvement Program funding. (2018-T10)

  
  
  
  Motion Passed

3.

Scheduled Items

3.1

 Complete Streets Design Manual 

• Moved by: H. Usher
  Seconded by: P. Hubert

  That, on the recommendation of the Managing Director, Environmental & Engineering Services and City Engineer, the following actions be taken with respect to the City of London Complete Streets Design Manual:

   

  (a)  the Complete Streets Design Manual, as summarized in the Executive Summary included in the staff report dated August 13, 2018 BE APPROVED, as the basis for planning and design of City streets; it being noted that the Manual will be subject to future periodic updates; and,

   

  (b)  the Design Specifications and Requirements Manual BE UPDATED based on the Complete Streets Design Manual and in coordination with the Design Specifications and Requirements Manual update process;

  it being noted that the Civic Works Committee received the attached presentation, from M. Morris, Engineer.(2018-T05)

  
  

  Yeas: (5)

  V. Ridley, T. Park, P. Hubert, P. Squire, and H. Usher

  
  Motion Passed (5 to 0)

3.2

Adelaide Street North - Canadian Pacific Railway Grade Separation - Environmental Study Report

• Moved by: T. Park
  Seconded by: H. Usher

  That, on the recommendation of the Managing Director, Environmental & Engineering Services and City Engineer, the following actions BE TAKEN with respect to the Adelaide Street North/Canadian Pacific Railway Grade Separation Municipal Class Environmental Assessment:

  a)  the Adelaide Street North/Canadian Pacific Railway Grade Separation Municipal Class Environmental Study Report BE ACCEPTED;

  b)  a notice of completion for the project BE FILED with the Municipal Clerk; and,

  c)  the Environmental Study Report BE PLACED on the public record for a 30-day public review period;

  it being noted that the Civic Works Committee received the attached presentation, from D. MacRae, Division Manager, Transportation Planning and Design. (2018-E05/T10)

  
  

  Yeas: (5)

  V. Ridley, T. Park, P. Hubert, P. Squire, and H. Usher

  
  Motion Passed (5 to 0)

4.

Items for Direction

4.1

Springhill Flowers Street Renaming Portion of Pleasantview Drive (From South Weinge Drive to Rollingacres) and Pleasantview Drive (South of Waterwheel Road) to Pleasantview Court

• Moved by: H. Usher
  Seconded by: P. Hubert

  That, on the recommendation of the Director, Development Services,  a public meeting for the proposed renaming of the portion of Pleasantview Drive (between South Wenige Drive and Rollingacres Drive) to Rollingacres Drive and the portion of Pleasantview Drive (south of Waterwheel Drive) to Pleasantview Court, BE SCHEDULED, it being noted that:

   ·    the Applicant will be required to pay for the cost of the advertising and change of street name signage; and,

  ·    the Applicant will be required to compensate any property owner in the amount of$200.00, for incurred costs associated with the municipal address change as a result of the street name change.

  
  

  Yeas: (5)	V. Ridley, T. Park, P. Hubert, P. Squire, and H. Usher
  Absent: (1)	Mayor M. Brown

  
  Motion Passed (5 to 0)

5.

Deferred Matters/Additional Business

5.1

Deferred Matters List

• Moved by: T. Park
  Seconded by: P. Hubert

  That the Civic Works Committee Deferred List, as of August 2, 2018, BE RECEIVED.

  
  

  Yeas: (5)

  V. Ridley, T. Park, P. Hubert, P. Squire, and H. Usher

  
  Motion Passed (5 to 0)

5.2

(ADDED) Meg Drive Water Break

That it BE NOTED Councillor H. Usher enquired about the water break on Meg Drive and expressed concern with respect to communication, the Managing Director, Environmental & Engineering Services and City Engineer advised that staff will review the communication process to ensure that residents are notified in a timely manner.

6.

Adjournment

The meeting adjourned at 1:54PM.