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November 28, 2019 Regular Board Meeting Town Of Regular Agenda 1. Commencement 2. Additions/Deletions 3. Approval of Minutes 4. Consensus Agenda NOVEMBER 28, 2019 5. Conferences/Training REGULAR BOARD 6. Board Matters MEETING 7. In-Closed Session TOWN OF TOFIELD 5:00 PM Beaver Municipal Solutions 50117 Range Road 173 BMS Commission Board Ryley, AB T0B 4A0 PH: 780-663-2038 FAX: 780-663-2006 beavermunicipal.com Chairman Brian Ducherer Ryley Vice-Chairman Harold Conquest Tofield Director Jason Ritchie Viking Director Kevin Smook Beaver County Director Mark Giebelhaus Holden Board Meeting – November 28, 2019 Town of Tofield 5:00 PM PRELIMINARY AGENDA ............................................................................................................ 1 - 2 MEETING MINUTES APPROVAL OF THE SPECIAL MEETING OF NOVEMBER 4, 2019 ....................................................... 3 – 4 APPROVAL OF THE REGULAR MEETING OF NOVEMBER 7, 2019 ..................................................... 5 - 8 REGULAR REPORTS (CONSENSUS AGENDA) 4.1 – FUAL (FOLLOW UP ACTION LIST) ......................................................................................... 9 – 15 4.2 – OPERATIONS UPDATE............................................................................................................. 16 - 21 CALENDAR OF EVENTS 5.1 – CALENDAR OF EVENTS ........................................................................................................... 22 5.2 – MSL NO.063/19 ..................................................................................................................... 23 - 24 5.3 – PROPOSED 2020 MEETING SCHEDULE ................................................................................... 25 5.4 – ISSUED LETTERS RESULTING FROM NOV 7 MEETING ............................................................ 26 - 30 5.5 – PAC AGENDA ......................................................................................................................... 31 5.6 – DRAFT LETTER OF RECOMMENDATIONS TO BOARD FROM PAC .............................................. 32 5.7 – MCC MOTIONS ...................................................................................................................... 33 BOARD MATTERS 6.1 FIO – BMS-2019-002 NEW ADMIN BUILDING CONCEPTUAL DESIGN PRESENTATION ........ 34 - 50 6.2 RFD – QUARTERLY HR REPORT ........................................................................................... 51 - 52 6.2.1 - ATTACHMENT – QUARTERLY REPORT IIII .................................................................. 53 - 56 6.3 RFD – WASTE WATER MOBILE TREATMENT UNIT ............................................................... 57 - 59 6.4 FIO – WILLOW PROJECT UPDATE .......................................................................................... 60 - 61 6.4.1 - ATTACHMENT ............................................................................................................. 62 - 63 6.5 FIO - GPS FUNCTIONALITY REPORT ..................................................................................... 64 - 66 6.6 BDR – UPDATE ON HOLDEN BOTTLE DEPOT ........................................................................ 67 - 69 6.7 BDR – 2020 BUDGET ............................................................................................................ 70 – 82 6.8 RFD – 2019 WORKSTATION UPGRADE .................................................................................. 83 - 85 Next Regular Board Meeting December 12, 2019 Town of Tofield BEAVER MUNICIPAL SOLUTIONS PRELIMINARY AGENDA REGULAR BOARD MEETING November 28, 2019 5:00 PM Town of Tofield Board Members: Chairman: Brian Ducherer Vice Chairman: Harold Conquest Director: Jason Ritchie Director: Kevin Smook Director: Mark Giebelhaus 1. Commencement 2. Additions/Deletions to the Agenda 2.1 Addition – 6.8 – 2019 Workstation Upgrade 2.2 Amendment – 6.7 – RFD to BDR – 2020 Budget 2.3 Amendment – 6.6 – FIO is BDR – Update on Holden Bottle Depot 3. Approval of Minutes 3.1 Minutes of Special Meeting – November 4, 2019 3.2 Minutes of the Regular Meeting – November 7, 2019 4. Regular Reports (Consensus Agenda) 4.1 Follow Up Action List (FUAL) 4.2 Operations Update 5. Conferences/Training/Correspondence 5.1 Events Calendar 5.2 Ministerial Order – MSL:063/19 5.3 Proposed 2020 Meeting Schedule 5.4 Letters Resulting from Nov 7 Meeting 5.5 November 19, 2019 PAC Agenda 5.6 Recommendations resulting from November 19, 2019 PAC Meeting 5.7 MCC Motions of November 20, 2019 Council Meeting 6. Board Matters 6.1 FIO – BMS-2019-002 New Admin Building Conceptual Design Presentation 6.2 RFD – Quarterly HR Report 6.3 RFD – Waste Water Mobile Treatment Unit 6.4 FIO – Willow Project Update 6.5 FIO – GPS System Functionality Report 6.6 BDR – Update on Holden Bottle Depot AGENDA 2019.11.28 Beaver Municipal Solutions Page 1 of 85 BEAVER MUNICIPAL SOLUTIONS PRELIMINARY AGENDA REGULAR BOARD MEETING November 28, 2019 5:00 PM Town of Tofield 6.7 BDR – 2020 Budget 6.8 RFD – 2019 Workstation Upgrade 7. In-Session – FOIP (As Required) 7.1 Section (16) 7.2 Section (17) 7.3 Section (20) 8. Motions Arising From Closed Session 9. Meeting Evaluation Form 9.1 Director Evaluation Form 10. Adjournment 10.1 Motion for Adjournment Next Meeting December 12, 2019 5:00 PM Town of Tofield AGENDA 2019.11.28 Beaver Municipal Solutions Page 2 of 85 BEAVER REGIONAL WASTE MANAGEMENT SERVICES COMMISSION SPECIAL BOARD MEETING Date: November 4, 2019 Location: Village of Ryley Time: 3:00 P.M. COMMISSION DIRECTORS present at commencement: Chairman: Brian Ducherer Vice-Chairman: Harold Conquest Director: Jason Ritchie Director: Kevin Smook Director: Mark Giebelhaus COMMISION DIRECTORS absent at commencement: ADMINISTRATION present at commencement: General Manager: Pierre Breau, P. Eng., ICD.D Chief Financial Officer: Juvy Ceniza, CPA/CMA PCS: Anne Ruzicka MINUTES OF MEETING: Executive Assistant: Marilyn Booth 1. Commencement: Chairman Ducherer called the meeting to order at 3:06 PM. 2. Additions and Deletions 3. Board Matters 3.1 BMS’ Reply to Beaver County Questions: General Manager reviewed answers to questions posed by Beaver County Council regarding the Municipally Controlled Corporation; Question Set 1 October 16, 2019 Question Set 2 October 29, 2019 Question Set 3 November 3, 2019 Chairman Ducherer called break at 4:10 pm. Chairman Ducherer resumed commencement at 4:20 pm. 4. Closed Session – FOIP Section 2(16) 19 135 Motion to go In-Session moved by Director Smook at 5:40 pm. Carried 19 136 Motion to go out-of-session moved by Director Giebelhaus at 6:08pm. Carried 19 137 Motion to notify public, to return to open meeting moved by Chairman Ducherer at 6:09 pm. Carried 5. Motions Arising from Closed Session 19 138 Moved by Director Conquest, that the answers to the three questions sets received from Beaver County Council, and Councillors be approved, as Beaver Municipal Solutions/BMS Organizational Board Meeting – 2019.11.04 . Page 3 of 85 BEAVER REGIONAL WASTE MANAGEMENT SERVICES COMMISSION discussed, and be presented to Beaver County Council at its November 6, 2019 meeting, per its invitation to BMS/ Carried 6. Adjournment 19 139 Moved by Chairman Ducherer to adjourn the meeting at 6:11 pm. Carried Chairman: General Manager: Next Regular Meeting November 7, 2019 5:00PM Tofield Chambers Beaver Municipal Solutions/BMS Organizational Board Meeting – 2019.11.04 . Page 4 of 85 BEAVER REGIONAL WASTE MANAGEMENT SERVICES COMMISSION REGULAR BOARD MEETING Date: November 7, 2019 Location: Town of Tofield Time: 5:00 PM COMMISSION DIRECTORS present at commencement: Chairman: Brian Ducherer Vice-Chairman: Harold Conquest, BSc, ICD.D Director: Mark Giebelhaus Director: Kevin Smook Director: Jason Ritchie, BBA, ICD.D COMMISSION DIRECTORS absent at commencement: N/A ADMINISTRATION present at commencement: General Manager: Pierre Breau, P. Eng., ICD.D Chief Financial Officer: Juvy Ceniza, CPA/CMA BDR Manager: Greg Olson PCS: Anne Ruzicka HR/Payroll Manager: Jeanie DeGrande. CHRP P/ME Cam Borton, P. Eng., PMP Engineering Coordinator: Meaghan Neufeld., M.Sc.E, E.I.T. EA Marilyn Booth ADMINISTRATION absent at commencement: Operations Manager: Mark Lowe 1. Call to Order (Regular Meeting) Chairman Ducherer called the meeting to order at 5:00 pm. 2. Additions/Deletion/Changes to the Agenda 2.1 Added 5.5 – Date for Organizational Meeting 2.2 Deleted 6.4 – FIO – 2020 Preliminary Budget, replaced with MCC Business Plan Revisions. 2.3 Added additional document to 6.3 RFD – Annual Insurance Claim, regarding Security and Fencing 2.4 Added additional documents to 6.5 – RFD – EWMC Hauling Contract Update 2.5 Added 6.6 – FIO – Update on Mud Control at Landfill 2.6 Added 6.7 – RFD – MCC Request for Financial Statements 2.7 Added 6.8 – RFD – Landfill Appraisal 2.8 Added 6.9 – In Session – FOIP Section 2(16) 19 140 Moved by Dir. Smook to approve the agenda, with amendments. Carried 3. Reading and Approval of the Minutes: 3.1 Minutes of the Regular Meeting of September 19, 2019 Beaver Municipal Solutions/BMS Regular Board Meeting – 2019.11.07 . Page 5 of 85 BEAVER REGIONAL WASTE MANAGEMENT SERVICES COMMISSION 19 141 Moved by Dir. Conquest that the Minutes from the Regular Meeting of September 19, 2019, be approved, as presented. Carried 4. Regular Reports – Consensus Agenda 4.1 Follow up Action List (FUAL) 19 142 Moved by Dir. Giebelhaus to approve the Consensus Agenda for information, as circulated. Carried 5. Conferences/Training/Correspondence 5.1 Calendar of Events 5.2 Highway 854 Speed limit letter – Beaver County 5.3 Good Neighbor Grant
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