AGENDA
Joint Board of Management Meeting

Thursday, February 27, 2020

12:00 P.m. - 3:00 P.m.

Tourism Sarnia-Lambton Assembly Room

1455 Venetian Blvd. Point Edward

---

1.

Declaration of Pecuniary or Conflict of Interest

2.

Approval of Regular Agenda Minutes

A copy of the minutes for the Thursday January 16, 2020 meeting of the LAWSS Joint Board of Management is attached to this agenda.

• "That the LAWSS Joint Board of Management ADOPT the January 16, 2020 meeting minutes."

3.

Delegations

a.

Presentation: Drinking Water Source Protection Efforts in Ontario

Jenna Allain, Source Protection Coordinator- Upper Thames River Conservation Authority & Stephan Clark, Risk Management Official / Inspector- St. Clair Region Conservation Authority

• "That the LAWSS Joint Board of Management RECEIVE "Drinking Water Source Protection Efforts in Ontario" presentation as information."

4.

Financial Statements

A copy of the October 2019, November 2019, and December 2019 LAWSS budget statement and cash balance sheets are attached for review and approval.

• "That the LAWSS Joint Board of Management RECEIVE the December 2019 Project List and financial statements and cash balance sheets for October 2019, November 2019 and December 2019."

a.

October 2019 Financial Statement

b.

November 2019 Financial Statement

c.

December 2019 Financial Statement

5.

Operational Statements

The November 2019, December 2019 and January 2020 Monthly Operations Reports are attached.

• "That the LAWSS Joint Board of Management RECEIVE as information the November 2019, December 2019 and January 2020 Operational Reports."

a.

November 2019 Operational Statement

b.

December 2019 Operational Statement

c.

January 2020 Operational Statement

6.

Information Reports

The November 2019, December 2019 and January 2020 Flow Summaries and other information reports attached.

• "That the LAWSS Joint Board of Management RECEIVE as information the November 2019, December 2019 and January 2020 Flow Summaries, 2019 Annual Report, 2019 Annual Summary Report, and WTP Reservoir Maintenance Update."

   

a.

November 2019 Flow Summary Sheets

b.

December 2019 Flow Summary Sheets

c.

January 2020 Flow Summary Sheets

d.

2019 Annual Report (Schedule 11)

e.

2019 LAWSS WTP Annual Summary Report (Schedule 22)

f.

WTP Reservoir Update

7.

Capital Update

a.

Admin HVAC Rebuild Update

That, on the recommendation of the LAWSS General Manager, the following actions be taken with respect to the report dated February 27, 2020, with respect to the Admin HVAC project:

• “That the Admin HVAC Rebuild project BE CLOSED with the surplus funds in the approximate amount of $15,995 released to the Board’s reserve fund.”

b.

WLPS Special Valve Project

• “That the LAWSS Joint Board of Management AUTHORIZE OCWA Engineering Group to administer a specialized valve replacement project at West Lambton Pumping Station for the quoted amount of $25,600 +taxes.”

c.

LAWSS Master Plan Update – Demand Projections & Twinning & Grid Reinforcement Class EA Addendum

• "That the LAWSS Joint Board of Management ENDORSE the growth projections described in AECOM's report titled, "Water Demand Projection Analysis" dated February 19, 2020 for the development of the LAWSS Master Plan Update."

• "That the LAWSS Joint Board of Management HIRE AECOM to complete Twinning & Grid Reinforcement Class EA Addendum as per quoted amount of $61,329.16+taxes as per section 6 under Negotiate Method in the LAWSS Procurement Policy".

d.

Watermain Condition Assessment Approach and Prioritization

The LAWSS Joint Board of Management approved $35,000 in 2020 for an Engineering Study aimed at developing a prioritization plan for watermain condition assessments going forward.  The new GIS System will provide an up-to-date foundation to facilitate this effort. LAWSS approached OCWA Engineering group with a request to quote this work. 

• "That the LAWSS Joint Board of Management HIRE OCWA to complete a watermain condition assessment approach prioritization study for the quoted amount of $30,200+taxes as per section 6 in the Negotiate Method of the LAWSS Procurement Policy".

e.

Scope of Work- RFP Engineering Design for Main Plant HVAC

• “That the LAWSS Joint Board of Management ENDORSE the scope of work for Engineering Design for Main Plant HVAC.”

f.

Scope of Work- RFP Supervisor Control and Data Acquisition (SCADA) Master Plan

• That the LAWSS Joint Board of Management ENDORSE the scope of work for a Supervisor Control and Data Acquisition (SCADA) Master Plan

g.

Scope of Work- RFP Engineering Design for 5kV Motor Control Group A&B Replacement.

• “That the LAWSS Joint Board of Management ENDORSE the scope of work for RFP-Engineering Design for 5kV Motor Control Group A&B Replacement.”

8.

Reports of Committees

9.

Miscellaneous Reports

10.

Ongoing Issues

a.

Radiological Effluent Monitoring at LAWSS

• “That the LAWSS Joint Board of Management RECEIVE as information.”

b.

Brooke-Alvinston Water Supply System Modifications

• "That the LAWSS Joint Board of Management RECEIVE as information."

c.

2020 Emergency Preparedness Scenario at LAWSS.

• "That the LAWSS Joint Board of Management ENDORSE the 2020 emergency preparedness scenario as outlined in February 27, 2020 staff report".
  
  

• "That the LAWSS Joint Board of Management AUTHORIZE the LAWSS General Manager to request Member Municipality staff participation in the 2020 emergency preparedness scenario."

• "That the LAWSS Joint Board of Management AUTHORIZE AECOM to proceed with hydraulic modeling in the amount of $6746+taxes to combine Lake Huron Primary Water Supply System (LHPWS) hydraulic water model with LAWSS hydraulic water model to measure LHPWS ability to support LAWSS."

• "That the LAWSS Joint Board of Management AUTHORIZE hydraulic water modeling in relation to the 2020 emergency preparedness scenario, including system wide recommissioning, to an upset limit of $83,231.11."

11.

Correspondence

a.

Re: Nuclear Waste Management Organization (NWMO) Presentation to LAWSS

Response from NWMO on questions generated from Thursday, December 5, 2019 presentation of the Deep Geological Repository (DGR)

• "That the LAWSS Joint Board of Management RECEIVE correspondence from National Waste Management Organization detailing response to questions generated from December 5, 2019 presentation on the Deep Geological Repository."

12.

New Business

a.

LAWSS Compliance Coordinator (new FTE at LAWSS)

• “That the LAWSS Joint Board of Management APPROVE hiring a new employee at LAWSS within “Band 6” of the City of Sarnia’s non-unionized rate scale.”

b.

Treatment Investigations at LAWSS Water Treatment Plant

• "That the LAWSS Joint Board of Management HIRE Jacobs to complete the Municipal Impact Study with an upset limit of $113,000 as per section 6 of the Negotiate Method of the LAWSS Procurement Policy".

13.

By-Laws

a.

By-Law No. 1-2020 Confirming

Draft Confirming By-Law to confirm the proceedings of the LAWSS for the 2019 calendar year.

• "That the LAWSS Joint Board of Management APPROVE the 2019 Confirming By-Law."

b.

By-Law No. 2-2020 to regulate the proceedings of the Lambton Area Water Supply System Joint Board of Management

• That the LAWSS Joint Board of Management REPEAL By-Law Number 2-2016 and REPLACE with By-Law Number 2-2020 to regulate the proceedings of the Lambton Area Water Supply System Joint Board of Management.

14.

IN-CAMERA Items

The Board will adjourn to an in-camera meeting if necessary.

• That the Board Adjourn to an in-camera session. 

15.

Chair to Rise and Report on the Matters of Public Concern from the In-Camera Session.

The Chair will report as required.

16.

Adjournment/Next Meeting

• That the LAWSS Joint Board of Management ADJOURN this meeting to its next board meeting held on Thursday, March 26, 2020 at 12pm and the Tourism Sarnia-Lambton Assembly Room, 1455 Venetian Blvd. Point Edward."