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14TH REPORT OF THE

 

Civic Works Committee

 

meeting held on October 4, 2016, commencing at 4:00 PM, in the Council Chambers, Second Floor, London City Hall. 

 

PRESENT:  Councillor J. Helmer (Chair), Mayor M. Brown; Councillors M. Cassidy, A. Hopkins, J. Morgan and M. van Holst and J. Martin (Secretary).

 

ALSO PRESENT:  Councillor H. L. Usher; J. Braam, S. Chambers, T. Copeland, A. Dunbar, K. Graham, T. Grawey, J. Lucas, A. MacLean, A. Macpherson, D. MacRae S. Maguire, S. Mathers, D. Mounteer, J. Parsons, L. Rowe, K. Scherr, J. Simon, E. Soldo, S. Spring, J. Stanford, R. Sutton and A. Thompson.

 

 

I.

CALL TO ORDER

 

1.

Disclosures of Pecuniary Interest

 

That it BE NOTED that no pecuniary interests were disclosed.

 

II.

CONSENT ITEMS

 

2.

9th Report of the Cycling Advisory Committee

 

That the 9th Report of the Cycling Advisory Committee, from its meeting held on September 21, 2016, BE RECEIVED.

 

Motion Passed

 

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

 

3.

Wonderland Road South Improvements (Manning Drive to South City Limits) Detailed Design and Tendering 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 for the Wonderland Road South Improvements (Manning Drive to South City Limits) Project:

 

a)         Stantec Consulting Limited, BE APPOINTED Consulting Engineers for the detailed design and tendering for the project at an upset amount of $227,669.75, excluding H.S.T., in accordance with Section 15.2 (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 appended to the staff report dated October 4, 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 including rail-related agreements, if required, to give effect to these recommendations.   (2016-A05)

 

Motion Passed

 

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

 

 

 

4.

Southwest Ontario's Public Transportation Opportunities

 

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to Southwest Ontario Public Transportation Opportunities:

 

a)         the principles of the “New Directions:  Advancing Public Transportation in Southwestern Ontario” report BE ENDORSED; and,

 

b)         the Ministry of Transportation BE REQUESTED to develop an integrated multi-modal Public Transportation Master Plan for Southwestern Ontario, in partnership with the Government of Canada, Southwestern Ontario municipalities, and the public transportation service providers (VIA Rail, Metrolinx and the Ontario Motor Coach Association) serving the region.  (2016-T10)

 

Motion Passed

 

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

 

5.

Amendments to the Traffic and Parking By-law

 

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the proposed by-law appended to the staff report dated October 4, 2016 as Appendix 'A' BE INTRODUCED at the Municipal Council meeting to be held on October 11, 2016 for the purpose of amending the Traffic and Parking By-law (P.S. 111).  (2016-T08)

 

Motion Passed

 

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

 

6.

Street Light Design Standards

 

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the Street Light Design Standards appended to the staff report dated October 4, 2016 as Appendix 'A' BE APPROVED; it being noted that the Civic Works Committee received a communication dated September 30, 2016 from P. Hiscocks, Chair, Committee on Light Pollution, Royal Astronomical Society of Canada, Toronto Chapter, with respect to this matter.  (2016-T01)

 

Motion Passed

 

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

 

7.

Parking Between the Sidewalk and Roadway

 

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the staff report dated October 4, 2016, with respect to parking between the sidewalk and the roadway, BE RECEIVED for information.  (2016-T02)

 

Motion Passed

 

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

 

8.

Infrastructure Canada Phase 1 Project Requests - Clean Water and Wastewater Infrastructure Fund

 

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, with concurrence of the Managing Director, Corporate Services and City Treasurer, Chief Financial Officer, the following actions be taken with respect to the Clean Water and Wastewater Infrastructure Fund:

 

 

a)         the list of projects set out in the staff report dated October 4, 2016 BE SUPPORTED for funding application to Phase 1 of the Infrastructure Canada Clean Water and Wastewater Infrastructure Fund; it being noted that not all of the work will be applied for;

 

b)         the Civic Administration BE DIRECTED to take all necessary steps to submit the City of London’s application for funding in advance of the program deadline;

 

c)         the Civic Administration BE DIRECTED to report back to the Civic Works Committee with respect to staff resourcing and a management structure to deliver an enhanced capital program; and,

 

d)         the Federal and Provincial Governments BE REQUESTED to direct any remaining Phase 1 funding from the City’s allocation to Phase 2 of the Clean Water and Wastewater Infrastructure Fund.  (2016-F11)

 

Motion Passed

 

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

 

9.

Foundation Drain Disconnection to Mitigate Basement Flooding

 

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the staff report dated October 4, 2016, with respect to foundation drain disconnection to mitigate basement flooding, BE RECEIVED for information.(2016-D03)

 

Motion Passed

 

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

 

10.

Update and Next Steps -  London Waste to Resources Innovation Centre and Green Shields Energy

 

That, on the recommendation of the Director, Environment, Fleet and Solid Waste, the staff report dated October 4, 2016, with respect to an update and next steps for the London Waste to Resources Innovation Centre and Green Shields Energy, BE RECEIVED for information.(2016-E07)

 

Motion Passed

 

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

 

11.

RFP 16-37 Envirodepot Operation and Management Program - Contract Award

 

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, on the advice of the Director, Environment, Fleet and Solid Waste, the following actions be taken with respect to the award of the work outlined in Request for Proposals (RFP) 16-37 EnviroDepot Operation and Management Program:

 

a)         the proposal submitted by Try Recycling Inc., for the provision of service with respect to the EnviroDepot Operation and Management Program BE ACCEPTED in accordance with Procurement of Goods and Services Policy, Section 8.5 a) i, at its quoted 2017 Annual Fixed Price Depot Operating Management Fee for two depots of $199,000.00 per year, and quoted 2017 Unit Rates for transporting depot materials, H.S.T. extra;  it being noted that:

 

i)          the proposed Annual Fixed Price Management Fee and Unit Rates will be adjusted annually for inflation by the Consumer Price Index;

 

 

 

ii)         the term of contract will be six (6) years, beginning January 1, 2017, with two (2), one (1) year options at the sole discretion of the City; and,

 

iii)        the proposed total annual fee for service is based on the Annual Fixed Price Depot Operating Management Fee plus the Unit Rates multiplied by the actual units managed (tonnes or lifts) per year;

 

b)         to address the Council direction provided to Civic Administration on November 10, 2015 with respect to the Northend EnviroDepot located at Try Recycling,  the unique proposal submitted by Try Recycling Inc., for the provision of service with respect to the EnviroDepot Operation and Management Program at the Northend EnviroDepot located at 21462 Clarke Road, BE ACCEPTED in accordance with Procurement of Goods and Services Policy, Section 8.5 a) i, at its quoted 2017 Annual Fixed Price Depot Operating Management Fee of $61,284.64 per year, and the 2017 quoted Unit Rates for transporting depot materials, H.S.T. extra; it being noted that:

 

i)          the proposed Annual Fixed Price Management Fee and Unit Rates will be adjusted annually for inflation by the Consumer Price Index;

 

ii)         the term of contract will be six (6) years, beginning January 1, 2017, with two (2), one (1) year options at the sole discretion of the City; and,

 

iii)        the proposed total annual fee for service is based on the Annual Fixed Price Depot Operation Management Fee plus the Unit Rates multiplied by the actual units managed (tonnes or lifts) per year;

 

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

 

d)         the approval hereby given BE CONDITIONAL upon the Corporation entering into a formal agreement or having a purchase order, or contract record relating to the subject matter of this approval; and,

 

e)         the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other document, if required, to give effect to these recommendations.   (2016-F17)

 

Motion Passed

 

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

 

12.

Landfill Gas Utilization Update and Next Steps

 

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, on the advice of the Director, Environment, Fleet and Solid Waste, the following actions be taken with respect to landfill gas utilization:

 

a)         the Civic Administration BE AUTHORIZED to prepare an application to the Independent Electricity System Operator’s Feed-In Tariff Program for a 500 kilowatt landfill gas power plant which will use about 20 percent of the annual landfill gas produced;

 

b)         the Civic Administration BE AUTHORIZED to undertake all administrative acts in regard to the Feed-In Tariff Program application;

 

c)         the attached proposed revised by-law BE INTRODUCED at the Municipal Council Meeting of October 11, 2016 to authorize and approve an application to the Independent Electricity System Operator (IESO), under the Feed-In Tariff (FIT) Program with respect to a landfill gas fuelled power plant at the City of London’s W12A Landfill and to delegate authority to the Managing Director, Environmental and Engineering Services and City Engineer, or their written designate, to execute all documents required as part of the application process;

 

d)         the Civic Administration BE DIRECTED to examine renewable natural gas production as the preferred option for utilization of the remaining volume of landfill gas at the W12A Landfill; and,

 

e)         the Civic Administration BE DIRECTED to report back to the Civic Works Committee on the options for the production of renewable natural gas from landfill gas;

 

it being noted that the Civic Works Committee received the attached revised page 92 of the Civic Works Committee, agenda, which reflects corrections to the financial analysis contained therein.  (2016-E17)

 

Motion Passed

 

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

 

13.

Infrastructure Canada - Phase One Investments - Public Transit Infrastructure Fund

 

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, with the concurrence of the Managing Director, Corporate Services and City Treasurer, Chief Financial Officer, the following actions be taken with respect to the Public Transit Infrastructure Fund:

 

a)         the list of projects set out in the staff report dated October 4, 2016 and the approved London Transit Commission projects BE SUPPORTED for funding application to Phase 1 of the Infrastructure Canada Public Transit Infrastructure Fund;

 

b)         the Civic Administration BE DIRECTED to take all necessary steps to submit the City of London’s application for funding in advance of the program deadline; and,

 

c)         the Federal Government BE REQUESTED to direct any remaining Phase 1 funding from the City’s allocation to the implementation of the Shift Rapid Transit initiative in Phase 2 of the Public Transit Infrastructure Fund.  (2016-F11)

 

Motion Passed

 

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

 

14.

Appointment of Consulting Engineer for the Master Servicing Study for the Huron Industrial  Area

 

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 for the Master Servicing Study for the Huron Industrial Area:

           

a)         Stantec Consulting Ltd. BE APPOINTED to carry out the Master Servicing Study for the Huron Industrial Area in the City of London, in the total amount of $87,773.00, 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 (g) of the City of London’s Procurement of Goods and Services Policy; it being noted that this consultant may obtain approval to proceed with subsequent phases of engineering for this project subject to satisfying all financial, reporting and other conditions contained within this Policy;

 

b)         the financing for the work identified in a), above, BE APPROVED in accordance with the Sources of Financing Report appended to the staff report dated October 4, 2016 as Appendix 'A';

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

 

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-A05)

 

Motion Passed

 

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

 

15.

Tender 12-76 Supply and Delivery of Highway Salt - 2016-2017 Contract Renewal

 

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the Tender 12-76 Contract Renewal:

 

a)         the Civic Administration BE AUTHORIZED to proceed with the Tender 12-76 Contract Renewal, for its final year (2016-2017 winter season), for the supply and delivery of highway salt by K + S Windsor Salt Ltd., at a negotiated price of $64.77 per tonne, delivery included, H.S.T. extra;

 

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

 

c)         the approval hereby given BE CONDITIONAL upon the Corporation entering into a formal contract or issuing purchase orders or contract record relating to these matters of this approval.  (2016-F18)

 

Motion Passed

 

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

 

16.

Winter Maintenance Program- Salt Management Plan Update

 

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the staff report dated October 4, 2016 with respect to the “Winter Maintenance Program - Salt Management Plan Update” BE RECEIVED for information.(2016-T06)

 

Motion Passed

 

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

 

III.

SCHEDULED ITEMS

 

17.

Mud Creek Municipal Class Environmental Assessment - Status Update and Scope Change

 

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the consulting engineer appointment for the Mud Creek Municipal Class Environmental Assessment (ES2681):

 

a)         the engineering fees for CH2M Hill Company BE INCREASED by $150,000.00, including contingency, from $318,312.00 to a total Environmental Assessment cost of $468,312.00, excluding H.S.T., to address stakeholder comments and finalize the Mud Creek Municipal Class Environmental Assessment process, in accordance with the estimate on file, which is based upon the Fee Guideline for Professional Engineering Services, 2015, recommended by the Ontario Society of Professional Engineers, and in accordance with Section 15.2 (g) of the Procurement of Goods and Services Policy;

b)         the financing for these works BE APPROVED in accordance with the Sources of Financing Report appended to the staff report dated October 4, 2015 as Appendix 'A';

 

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

 

d)         the approvals given herein BE CONDITIONAL upon the Corporation entering into a  formal contracts with these consultants for the works; and,

 

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

 

it being noted that the Civic Works Committee received the attached presentation from S. Mather, Manager, Stormwater, and a communication dated September 30, 2016 from M. Hannay, the MBTW Group, with respect to this matter.  (2016-A05)

 

Motion Passed

 

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

 

IV.

ITEMS FOR DIRECTION

 

18.

8th Report of the Transportation Advisory Committee

 

That the following actions be taken with respect to the 8th Report of the Transportation Advisory Committee (TAC) from its meeting held on September 6, 2016:

 

a)         the Civic Administration BE ADVISED that the Transportation Advisory Committee (TAC) expressed its support of child minding at Public Participation Meetings of Municipal Council and Standing Committees and the need for the provision of child minding services at Advisory Committee meetings, as this initiative may encourage interested individuals who may not otherwise be able to participate, due to lack of available childcare;

 

b)         the following actions be taken with respect to the 2016 Transportation Advisory Committee Workplan:

 

i)          the Civic Administration BE REQUESTED to attend a future meeting of the TAC to make a presentation with respect to Dundas Street as it relates to transportation; and,

 

ii)         the revised attached 2016 Work Plan for the Transportation Advisory Committee BE APPROVED; and,

 

c)         clauses 1 to 6 and 9 to 12, BE RECEIVED.

 

Motion Passed

 

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

 

19.

Road Hockey – Letting Kids Play

 

That the Mayor BE REQUESTED to correspond with the Minister of Children and Youth Services advising that the City of London supports active communities including participation in road hockey and other activities; it being noted that the Civic Works Committee received a communication dated September 8, 2016, from Councillor M. van Holst, with respect to Road Hockey - Letting Kids Play. (2016-T08)

 

Motion Passed

 

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

 

 

V.

DEFERRED MATTERS/ADDITIONAL BUSINESS

 

20.

Deferred Matters List

 

That the Civic Works Committee Deferred Matters List, as at September 13, 2016, BE RECEIVED. 

 

Motion Passed

 

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

 

VI.

CONFIDENTIAL (See Confidential Appendix to the 14th Report of the Civic Works Committee enclosed for Members only.)

 

The Civic Works Committee convened in camera from 6:13 PM to 6:51 PM after having passed a motion to do so, with respect to the following matter:

 

C-1.

A matter pertaining to advice that is subject to solicitor-client privilege, including communications necessary for that purpose, and litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board.

 

VII.

ADJOURNMENT

 

The meeting adjourned at 6:56 PM.

 

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