Civic Works Committee

Report

The 4th Meeting of the Civic Works Committee

Wednesday, February 21, 2024 at 9:30 A.m. - 10:30 A.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 A. Hopkins (Chair), 
• J. Pribil, 
• S. Trosow, 
• S. Franke, 
• and D. Ferreira 

ALSO PRESENT:

• Councillor H. McAlister; A. Alkema, J. Dann, A. Job, D. MacRae, K. Oudekerk, A. Rammeloo, K. Scherr and J. Stanford and J. Bunn (Committee Clerk)   

  Remote Attendance: E. Hunt and E. Skalski 

  The meeting was called to order at 9:30 AM; it being noted that Councillor D. Ferreira was in remote attendance.

   

---

1.

Disclosures of Pecuniary Interest

That it BE NOTED that no pecuniary interests were disclosed.

2.

Consent

• Moved by: S. Trosow
  Seconded by: S. Franke

  That Items 2.1 to 2.9 BE APPROVED.

  
  

  Yeas: (5)

  A. Hopkins, J. Pribil, S. Trosow, S. Franke, and D. Ferreira

  
  
  
  Motion Passed (5 to 0)

2.1

2023 Drinking Water Annual Report and Summary Report for the City of London Drinking Water System

• Moved by: S. Trosow
  Seconded by: S. Franke

  That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the staff report, dated February 21, 2024, with respect to the 2023 Drinking Water Annual Report and Summary Report for the City of London Drinking Water System BE RECEIVED. (2024-E13)

  
  
  
  
  Motion Passed

2.2

2023 Ministry of the Environment, Conservation and Parks Inspection of the City of London’s Drinking Water System

• Moved by: S. Trosow
  Seconded by: S. Franke

  That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the staff report, dated February 21, 2024, with respect to the 2023 Ministry of the Environment, Conservation and Parks Inspection of the City of London Drinking Water System BE RECEIVED. (2024-E13)

  
  
  
  
  Motion Passed

2.3

Hamilton Road and Gore Road Intersection Improvements Environmental Assessment Project File Report

• Moved by: S. Trosow
  Seconded by: S. Franke

  That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report, dated February 21, 2024, related to the Hamilton Road and Gore Road Intersection Improvements Environmental Assessment Project File Report:
  a)    the Hamilton Road and Gore Road Intersection Improvements Environmental Assessment Study Project File Report BE ACCEPTED;
  b)    a Notice of Study Completion for the Project BE FILED with the Municipal Clerk; and,
  c)    the Project File Report BE PLACED on the public record for a 30-day review period. (2024-T06)

  
  
  
  
  Motion Passed

2.4

Orr Municipal Drain -Request for Drain Major Improvement and Appointment of Consulting Engineer

• Moved by: S. Trosow
  Seconded by: S. Franke

  That on the recommendation of Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report, dated February 21, 2024, related to the Orr Municipal Drain and the Request for Drain Major Improvement and Appointment of Consulting Engineer:  

  a)    the request for a Major Improvement to the Orr Municipal Drain located in the area of Colonel Talbot Road and Southminster Bourne to benefit the drainage of 6526 Southminster Bourne, Township of Westminster, BE ACCEPTED by the Council of the Corporation of the City of London under Section 78 of the Drainage Act; and,

  b)    Spriet Associates London Limited BE APPOINTED the Consulting Engineer under Section 8 of the Drainage Act. (2024-E09) 

  
  
  
  
  Motion Passed

2.5

Single Source - Adelaide Wastewater Treatment Plant Section 1 Restoration Design and Contract Administration

• Moved by: S. Trosow
  Seconded by: S. Franke

  That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report, dated February 21, 2024, related to a Single Source for the Adelaide Wastewater Treatment Plant Section 1 Restoration Design and Contract Administration:

  a)    the contract for engineering design services BE AWARDED to CIMA Canada Inc., in the amount of $468,886.00 including contingency (excluding HST), as a single source award in accordance with Article 14.4.e 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, 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. (2024-E01)

  
  
  
  
  Motion Passed

2.6

RFP 18-34 Contract Amendment - Detailed Design for Highbury Avenue South Reconstruction

• Moved by: S. Trosow
  Seconded by: S. Franke

  That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report, dated February 21, 2024, related to RFP 18-34 Contract Amendment for the Detailed Design for the Highbury Avenue South Reconstruction:

  a)    the contract with Parsons Inc. BE INCREASED by $746,161.41 to a total agreement value of $1,567,367.91 (excluding HST) to complete additional detailed design activities for Highbury Avenue South Reconstruction including rehabilitation of the Bradley Avenue and Commissioners Road bridges, in accordance with Section 20.3 (e) of the City’s Procurement of Goods and Services Policy;

  b)    the financing for this assignment 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 assignment;

  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 including agreements, if required, to give effect to these recommendations. (2024-T05)

  
  
  
  
  Motion Passed

2.7

Ontario Transfer Payment Agreement for Municipal Energy Plan Funding for Detailed Cost-Benefit Analysis of Climate Emergency Action Plan Actions

• Moved by: S. Trosow
  Seconded by: S. Franke

  That on the recommendation of the Deputy City Manager, Environment and Infrastructure, the proposed by-law, as appended to the staff report, dated February 21, 2024, BE INTRODUCED at the Municipal Council meeting on March 5, 2024, to:

  a)    APPROVE the Transfer Payment Agreement between The Corporation of the City of London and His Majesty the King in right of Ontario, as represented by the Minister of Energy, for the purpose of updating the energy mapping and financial models (i.e., cost-benefit analysis) in support of the Climate Emergency Action Plan;

  b)    AUTHORIZE the Mayor and Clerk to execute the above-noted Agreement; and,

  c)    AUTHORIZE the Deputy City Manager, Environment and Infrastructure, as the Duly Authorized Officer to approve reimbursement claims to be submitted to the Ontario Ministry of Energy to receive approved funding as identified in Schedule “E” of the above-noted Transfer Payment Agreement. (2024-E17)

  
  
  
  
  Motion Passed

2.8

Contract Amendment RFP 19-02 - Recycling Collection and Garbage and Yard Waste Collection in a Portion of London with Miller Waste Systems Inc.

• Moved by: S. Trosow
  Seconded by: S. Franke

  That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report, dated February 21, 2024, related to Contract Amendment 19-02 for Recycling Collection and Garbage and Yard Waste Collection in a Portion of London with Miller Waste Systems Inc.:

  a)    approval BE GIVEN to exercise the contract amendment provisions of section 20.3e of the Procurement of Goods and Services Policy for RFP 19-02 Recycling Collection Garbage and Yard Waste Collection for a cost exceeding the threshold limits outlined in section 8.5 (a)(ii) and Schedule A for collection of Green Bin materials;  

  b)    the price submitted by Miller Waste Systems Inc., to collect Green Bin materials in addition to recycling, garbage and yard waste for an annual cost of approximately $395,000, BE ACCEPTED, noting that the net annual contract price increase is approximately $231,000 when cost reduction associated with reduced frequency of garbage collection is included;

  c)    the Civic Administration BE AUTHORIZED to undertake all administrative acts that are necessary in connection with the contract referenced in a) above; 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. (2024-E07)

  
  
  
  
  Motion Passed

2.9

Exercise First Contract Renewal Option RFP 19-02 - Recycling, Garbage and Yard Waste Collection in a Portion of London with Miller Waste Systems Inc.

• Moved by: S. Trosow
  Seconded by: S. Franke

  That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report, dated February 21, 2024, related to Exercise First Contract Renewal Option RFP 19-02 for Recycling, Garbage and Yard Waste Collection in a Portion of London with Miller Waste Systems Inc.:

  a)    approval BE GIVEN to exercise the contract renewal provisions of section 20.2 of the Procurement of Goods and Services Policy for the first-year renewal option of RFP 19-02 Recycling Collection, Garbage and Yard Waste Collection, as amended to include Green Bin, for a cost exceeding the threshold limits outlined in section 8.5 (a)(vi) and Schedule A of the policy noted above;

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

  c)    the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other documents, if required to give effect to these recommendations. (2024-E07)

  
  
  
  
  Motion Passed

3.

Scheduled Items

3.1

3rd Report of the Environmental Stewardship and Action Community Advisory Committee

• Moved by: S. Franke
  Seconded by: S. Trosow

  That the 3rd Report of the Environmental Stewardship and Action Community Advisory Committee, from the meeting held on February 7, 2024, BE RECEIVED; it being noted that a verbal delegation from B. Samuels, Chair, Environmental Stewardship and Action Community Advisory Committee, with respect to this matter, was received.

  
  

  Yeas: (5)

  A. Hopkins, J. Pribil, S. Trosow, S. Franke, and D. Ferreira

  
  
  
  Motion Passed (5 to 0)

3.2

Gold Seal and Fournie Municipal Drain Improvements

• Moved by: S. Franke
  Seconded by: S. Trosow

  That on the recommendation of Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report, dated February 21, 2024, related to the Gold Seal and Fournie Municipal Drain Improvements:  

  a)    the drainage report, as appended to the above-noted staff report, prepared by Spriet Associates London Ltd, Consulting Engineers for the construction of the Gold Seal and Fournie Municipal Drains (2023) BE ADOPTED, it being noted the notice of the public meeting was provided in accordance with the provisions of Section 78 of the Drainage Act; and,

  b)    the proposed by-law, as appended to the above-noted staff report, BE INTRODUCED at this meeting, and BE GIVEN two readings at the March 5, 2024 Municipal Council meeting to authorize the reconstruction of the Gold Seal and Fournie Municipal Drain 2023 project; it being noted that the third reading and enactments of the by-law would occur after the holding of the Court of Revision in connection with the project;

  it being pointed out that the following individuals made verbal presentations at the public participation meeting held in conjunction with this matter:

  • H. and P. Johnson. (2024-E09)

  
  

  Yeas: (5)

  A. Hopkins, J. Pribil, S. Trosow, S. Franke, and D. Ferreira

  
  
  
  Motion Passed (5 to 0)

  Additional Votes:

  
  
• Moved by: S. Trosow
  Seconded by: D. Ferreira

  Motion to open the public participation meeting.

  
  

  Yeas: (5)

  A. Hopkins, J. Pribil, S. Trosow, S. Franke, and D. Ferreira

  
  
  
  Motion Passed (5 to 0)
• Moved by: S. Trosow
  Seconded by: J. Pribil

  Motion to close the public participation meeting.

  
  

  Yeas: (5)

  A. Hopkins, J. Pribil, S. Trosow, S. Franke, and D. Ferreira

  
  
  
  Motion Passed (5 to 0)

4.

Items for Direction

None.

5.

Deferred Matters/Additional Business

None.

6.

Adjournment

The meeting adjourned at 10:02 AM.