Open Council

The 13th Meeting of the Civic Works Committee

Open Council

The 13th Meeting of the Civic Works Committee

October 4, 2022, 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 P. Van Meerbergen

Seconded by E. Holder

That Items 2.1 to 2.4 BE APPROVED.

Motion Passed (6 to 0)

2.1   2nd and 3rd Reports of the Environmental Stewardship and Action Community Advisory Committee

2022-09-07 ESACAC Report

2022-09-21 ESACAC Report

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

2022-10-04 SR - Emergency Repair of Incinerator Systems at Greenway WWTP - Full

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

2022-10-04 SR - 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

2022-10-04 SR - 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

2022-09-21 ITCAC Report

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.

Motion Passed (6 to 0)

5.   Deferred Matters/Additional Business

5.1   Deferred Matters List

2022-10-04 CWC - 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.

Motion Passed (6 to 0)

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

2022-10-04 SR - Greenway and Adelaide WWTP Climate Change Resiliency Consultant Award - Full

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)

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.

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.

Full Transcript

Transcript provided by Lillian Skinner’s London Council Archive. Note: This is an automated speech-to-text transcript and may contain errors. Speaker names are not identified.

View full transcript (40 minutes)

[15:43] if I could just have screens on for a moment. This is the 13th main, the Civic Works Committee. The City of London is situated in the traditional lands of the Dishnabak, Haudenosaunee, and Leibach, and Adwondron peoples. We honor and respect the history, languages, and culture, the diverse indigenous people who call this territory home. The City of London is currently home to many First Nation, Métis, and Inuit people today. As represent the people of the City of London, we are grateful to have the opportunity to work and live in this territory. The City of London is committed to making every effort to provide ultimate formats and communication supports for meetings upon request. To make a request specific to this meeting, please contact cwc@london.ca or by phone at 519-661-2489, extension 2425. For everyone’s reference, I do have Councillor Fife Miller in chambers with me today. And Councillor Vammer begins just logging on, which gives us all the members a committee today. So I will now ask for disclosures of pecuniary interest. Seeing none, there’s four items on our consent agenda today, looking to committee to see if you would like anything dealt with separate.

[17:00] Seeing none, I would look for a mover and a secretary of consent items 2.1 through to 2.4, moved by Councillor Van Merbergen, seconded by Mayor Holder, looking to committee to see if there’s questions in regards to items 2.1 through to 2.4. I’ll start my speaker’s list with Councillor Vanholz. Please proceed. Thank you, Madam Chair. I have a number of questions for items 2.2 to 2.4. So let’s start with the 2.2 then. First thing I’d like to do is thank the contractors for helping us out in this emergency situation. So Sudbury International, London Limited, RefTech International and Lakeside Process Controls. I see that many groups came together to get us back online because this was a challenging and costly situation for us to be in with an extra $60,000 a week to ship the sludge. I didn’t want to ask through you to our staff. What’s the cost that we would incur without the shipping? So certainly the incinerator itself has a certain cost to operate.

[18:34] And I’m wondering what that might be. Thank you, Ms. Ramalou. If you can give the cost breakdown, please. Thank you, Mr. Chair. I’m actually going to throw this over to Mr. Otakirk, who knows those details in far greater detail than I do. Welcome, Mr. Otakirk. Good to see you. He was well, and through you, yes, we have about the only element of the operation that really doesn’t have to occur when the incinerator shut down is the main blower. And I estimate the weekly cost of operating that blower at about $5,000 to $7,000 somewhere in there. Councillor. Thank you very much. I often in these reports encounter new phrases that I hadn’t seen before. Sometimes I don’t know if they’re good or bad.

[19:24] One here doesn’t seem like a great thing. It was extended sludge storage. And I’m asking through you, Madam Chair, what that looks like if we were forced to go in that direction. Mr. Otakirk. Yes. So in a perfect world, we’re able to effectively produce the sludge and transfer it, handle it, and dispose of it in short order. The longer it’s stored, the more potential for problems to develop at various stages of the process. So if we had an extended shutdown where we weren’t able to process anything, we would have to find different ways to store this sludge at various areas. We have tanks available that we can use, but not ideal. It’s not their primary purpose. So when we talk about that, that is our last resort, the way to get through some of these situations. And we did have to leverage that a bit in this situation. But like you say, because the contractors were able to step up for us in short order, it made a big difference for us. Councillor. Thank you. Two more questions on this item, Madam Chair. The first is the inert ash that’s produced from the incineration process. Through you, I hope staff will tell us what happens to the ash? Councillor. Mr. Otakirk, sorry.

[20:56] Through you, that ash is also taken to the landfill, but there’s far, far less of it. So, you know, to put it in perspective, to get through just the sludge that we’re producing, we were hauling almost 24/7, at least 16 hours a day, five full days a week. When we do ash, we need maybe three days every two to three months. So, you know, a significant difference in the scale of the volume of material that we need to dispose of. So, obviously, the tipping fees and haulage associated with the ash are far, far less almost insignificant compared to what we deal with during a shutdown. Councillor. Yes. So, finally, for this item, we talk about the incinerator lasting for 10 to 15 years, and then it makes mention of a next strategy for solid management that might be implemented. And I’m wondering if there’s some technology on the horizon that we might be considering that we might not have discussed yet. Mr. Otakirk. And through you, Adam Chair. Yes. So, we currently have a biosolids management master plan that’s underway. We’re actually approaching the latter stages of that, at which time, hopefully by the end of this year, we’ll be coming to the public with some of those other strategies. So, that was a year plus consultation process. We have a consultant on board who’s helping us come up and come up with and develop what those solutions, those long-term strategies look like, given the resources available to us and the current state of technology. Some of those may include a transition to digestion.

[22:41] It could also include the construction of the new incinerator, either replacing the one at Greenway or constructing at a new site. All of the detailed elements of those solutions would be the subject of a further public consultation in, say, 10 years time. But in the meantime, we’re trying to establish what our possibilities are so that we can roadmap that and better prepare for it, both in terms of our technical sludge management strategies, as well as from a budgetary perspective. Thank you, Councillor. You said you had questions on 2.3 as well, and Mr. Stanford is with us today for those questions. Okay. Thank you. So, just for clarification, in this short-term contract, it’s four staff members altogether. So, two at each of the Enviro-Deeples.

[23:33] Yeah, Mr. Stanford, could you please answer that as well and just highlight the questions we had in the pre-CWC meeting as well, in regards to the health and safety and the service level for residents? Thank you, and through the chair, that is correct, two staff per site. These are the in-town Enviro-Deeples, Clark Road South, and over on Oxford on the west side of the city, and the rationale for this trigger report is that the volume of customers coming in for not only dropping off materials to be recycled and leaf and yard waste, but also dropping off bag garbage, for example, has substantially increased to the point where there were some emerging safety concerns on site, and the report before you is the action that was taken to alleviate those concerns for the four-month period, which happens to be the busiest period of time for the on an annual basis. Councillor? Yes, and Madam Chair, the plan talks about this action being taken from now till December. Just asking what happens after December in the new year? Through the chair, at this point, we are further reviewing our data and the materials being handled, and one possibility is to go back out for a revised contract because of the new information that the scope of the depot operations has changed somewhat. The hours have been extended over the last few years with Council’s approval, and this recent one right now to address some of what are really sort of emerging safety concerns just due to the amount of people arriving, and there are times when we queue vehicles out on Oxford or Clark Road. So one possibility will be to bring out a new request for proposals early in 2023. The other way is to actually see if there are any existing changes that could occur to reduce the number of people, although we do think that these locations are very popular and turning people back, it may be very difficult.

[25:48] Councillor? Well, I’m concur that these are very convenient things. I know that I make good use of the environmental depot out on Clark Road, and when I’m visiting my mom in the west end, we often take a trip to the one on Oxford. So that’s, I hope that we’ll be able to keep the number of people that are making those visits or come up with some other ways to have that be safe, but I appreciate what’s going on there. And Madam Chair, then I really only have question now for 2.4. It’s regarding the dedicated locator model agreement. So looking through this, it seems that the various utilities have to agree to a dedicated locator, but it seems like the city is obliged to agree. And I wondered if that was the case. Thank you, Ms. Dan, realizing this relates to bill 93, and we have 10 days to make a decision. That’s correct. Thank you to the chair.

[27:06] The new legislation under bill 93, which is the Getting Ontario Connected Faster Act. It does provide the option now for people that are undertaking projects to use the dedicated locator model. And as the owner of infrastructure like the city, we are required to comply within 10 days. And so what we presented today is the draft template agreement that covers off all the requirements we would need from a company if they were to locate our services on our behalf. So it covers off how we like those to happen, liabilities, all those issues. And what we’ve also brought forward in this report is to request administrative authority to be able to execute those agreements, which allows us to have it in place within the 10 day requirement.

[27:47] Councillor. Yes. Well, that makes a lot of sense. If this had to go through a council cycle, that would slow things down quite a bit. Do we have, can we anticipate how long this process will take? Have we, for instance, automated it somehow? I know that for instance, London Hygroves has automated some of their permitting processes. And similar to this, I’m wondering how quick will this go? And how do you expect it will speed up or slow down the process of development on our lands?

[28:32] Ms. Dan. Yes, to the chair, as a result of this legislation, we are looking at all of the ways that we provide locate services in the city. Currently, we have a contractor with an external group to be our locate service provider. And it be it’s in its third year now. And so we’ll be coming forward towards the end of this year, looking at how we approach that the legislation does strengthen the requirement for the timelines and delivering a locate on all of our municipal infrastructure. So we need to look at some new approaches from that perspective. We’re also looking at how we can apply the dedicated locator model to our own capital projects, which can help provide just in time delivery and get those locates faster and avoid delays at the starts of our projects, which is really critical. So we will be looking at those different options, how we can maybe adjust our approach for going to market for a locate service provider. And we’ll bring something back for that later this year. Councillor, are you satisfied?

[29:31] Yes. And I’ll just add my thanks to those who are doing locates. I see them in and around the city all the time. And I know that they’re working to help things get completed as quick as possible. Thanks. Thank you. Looking for any other questions or comments from committee or visiting Councillors. I know Councillor Hill here’s with us today as well. Final call. Calling the question. Oh, yes, Madam Chair. Chair, the question’s up, but I’m hitting submit vote and it doesn’t want to submit. So let me say yes, please. Housing the vote, the motion carries six to zero.

[30:31] Here we have no scheduled items under items for direction. We have 4.1 being the fourth report, the Integrated Transportation Community Advisory Committee. They requested for staff to come out and consult with them in regards to the master, the mobility master plan. Staff have confirmed absolutely they’re happy to. And I’ll just ask the committee clerk to read out their wording for your consideration. Should someone wish to move it? So the motion is to receive the bulk of the report with one motion pulled out. 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.

[31:32] And that the civic administration be requested to consult with the ITCAC during the development of the proposed draft by-law related to e-scooters. Hey, the staff had already confirmed in advance. They are good with the wording looking for a mover and a seconder. If you’re inclined, moved by Councillor Fyfe Miller, seconded by Councillor Vanholst. Any questions or comments? Hey, calling the question. I vote yes, Chair. Same challenge, Chair. I’ll vote yes as well. Thank you. Closing the vote. The motion carries 6-0. Bird matters an additional business. I’ll make note that we did have an added so we’re going to deal with them separate. 5.1 is the deferred matters list looking for a mover and a seconder. Moved by Councillor Fyfe Miller, seconded by Councillor Helmer. Looking for any questions or comments on the deferred matters list. Calling the question. I’ll vote yes, Chair. I’ll vote yes. Closing the vote. The motion carries 6-0.

[33:07] Friday, I’m 5.2 in the added. It’s the Greenway and Adelaide Wastewater Treatment Plants. Climate change resiliency detailed design consult award. Looking for staff if you wanted a brief overview of this one, it is $2.1 million. Ms. Ramaluf. Thank you. Through the chair, so this is to award the detailed design work for the flood resiliency work to be done at the Adelaide and Greenway Wastewater Treatment Plants. So this is the project for which we received the disaster mitigation fund funding of up to 40% of the project or it was $19.8 million. So we’ve received a significant amount of funding. So this RFP award moves us into the detailed design stage of this fairly exciting project. Perfect. Looking for any questions or comments from committee members.

[34:08] If not, I’ll need to move in a seconder. Councillor Vanholst, you’re moving. Councillor Helmer’s seconding. Any question? Councillor Vanholst. Thank you, Madam Chair. I’ll just say that I approve of these disaster mitigation strategies. I think it’s a good way for us to invest in climate change initiatives since the odds are very good that the work and the investment that we make would pay for itself in one incident and maybe I would go through you to staff to see if that is perspective that could be confirmed.

[34:54] Ms. Ramaluf. Through the chair, yes, certainly we would have a considerable impact if we were to have a flood that would impact either of the treatment plants and it is very possible. We do see it where we have to shut down releasing effluent to the river during some of these flooding events so that we are not allowing river water back up into the plant or to damage plant processes. So certainly this has both an impact on our physical infrastructure as well as the environment. Both of these design projects include an effluent pumping station so that we would be able to continue to pump effluent to the river even when river levels are elevated. So certainly protection for both our plants and for the environment. Thank you, Councillor Vanholst.

[35:47] Thank you. And I get just pointing out for those who may be listening that the reason for the effluent pumps is that normally the plants drain by gravity out of the plant to the river. But if those levels are very high, then it wouldn’t drain into the river. We would actually be taking on water. So that’s the way to get it up and over our embankments, et cetera. But thank you. Thank you. Looking for any questions or comments further, calling the question.

[36:35] Again, terrible. Yes. Well, yes, chair. Closing the vote. The motion carries six to zero. Thank you. That concludes the public portion before we go into confidential session for two items. I’ll look to the committee clerk just to say publicly what items we’re going in for. Hey, it’s just going to be a litigator litigations solicitor client privilege item and a personnel matter with an identifiable individual. I will need a mover and a seconder to go into closed session moved by Councillor 5 Miller seconded by Councillor Vanholst calling the question. The same chair. Thank you. Closing the vote. The motion carries six to zero.

[37:46] Thank you. And just a moment while we prepare things for a confidential session. Recording in progress. Thanks. We’re back into open session looking to Councillor 5 Miller to report out. I’d like to report out on confidential session that progress was made on items 6.1 and 6.2. Thank you for that. That brings us to item seven, which is a German today looking for a mover and a seconder. Should anyone wish to adjourn moved by Councillor Van Berbergen, Councillor Vanholst seconds looking for a show of hands of those for adjournment in favor.

[40:22] It confirmed we are adjourned. Thank you, everyone, and wishing you a wonderful week.