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Agenda United Counties of Stormont, Dundas And AGENDA UNITED COUNTIES OF STORMONT, DUNDAS AND GLENGARRY SPECIAL MEETING OF COUNTY COUNCIL Virtual Meeting, Broadcast live on YouTube Thursday, March 25, 2021, 6:00 p.m. Draft copy of Phase 1 and Phase 2 Report circulated with agenda 1. Call the meeting to Order by Resolution 2. Adoption of Agenda 3. Disclosure of Pecuniary Interest and General Nature Thereof 4. Agenda Items 4.1 Regional Waste Management Study - Introduction to Project - Presentation of Phase 1 and 2 Study Findings - Roundtable Discussion 5. Adjournment by Resolution THE UNITED COUNTIES OF STORMONT DUNDAS AND GLENGARRY (SDG) Regional Waste Management A Roadmap to Collaboration PHASE 1 and PHASE 2 DRAFT REPORT MARCH 12, 2021 DFA Infrastructure International Inc. 33 Raymond Street St. Catharines ON L2R 2T3 . Tel: (905) 938-0965 DFA Infrastructure International Inc. dfa 33 Raymond Street St. Catharines Ontario Canada L2R 2T3 Telephone: (905) 938 -0965 Fax: (905) 937-6568 March 12, 2021 Benjamin De Haan, P.Eng. Director Transportation Services United Counties of SDG 26 Pitt Street, Suite 223 Cornwall, ON, K6J 3P2 Dear Mr. De Haan: Re: United Counties of Stormont Dundas and Glengarry (SDG) Regional Waste Management - A Roadmap to Collaboration Draft Report - Phases 1 & 2 We are pleased to submit the draft report for distribution to and review by SDG and the Local Municipalities. This report covers Phase 1- Background Data Collection and Phase 2 - Cost Analysis. Comments received will be considered during Phases 3 and 4 and incorporated into the final report. Please let me know if you have any questions. Respectfully Submitted by: DFA Infrastructure International Inc. Derek Ali, MBA, P.Eng. President United Counties of SDG Regional Waste Management – A Roadmap to Collaboration Draft Report - Phases 1&2 March 12, 2021 (For Distribution & Review) Table of Contents Letter of Transmittal 1 Background ...............................................................................................................................4 1.1 Study Objectives ......................................................................................................................... 4 2 Phase 1 - Background Data Collection.....................................................................................5 2.1 Current Issues and Challenges .................................................................................................... 6 2.2 Staff Resources ........................................................................................................................... 6 2.3 Legislative & Regulatory Review ................................................................................................. 7 2.4 Existing and Future Customer Growth & Tonnages ................................................................. 14 2.5 Landfill Sites .............................................................................................................................. 16 2.6 Level of Service Inventory ......................................................................................................... 17 2.7 Asset Inventory ......................................................................................................................... 18 2.8 Existing Contracts ..................................................................................................................... 19 2.9 Gross Operating Cost Analysis & Projections ........................................................................... 19 2.10 Capital Cost Projections ............................................................................................................ 20 2.11 Full Costs of Waste Management Services ............................................................................... 21 3 Phase 2- Cost Analysis ............................................................................................................22 3.1 Projected 2021 Unit Costs ........................................................................................................ 22 3.2 NPV Unit Costs .......................................................................................................................... 24 3.3 Preparing for Transition to Producer Responsibility ................................................................ 26 4 Next Steps...............................................................................................................................27 Appendix A – Issues List Appendix B – Staff Positions Roles and Responsibilities Appendix C – 2020-2044 Population Curbside Stops and Tonnage Projections Appendix D – Current Levels of Service Appendix E – Asset Inventory Appendix F – Existing Contracts Appendix G – Gross Operating & Capital Cost Projections (2020-2044) Appendix H – Annual Unit Cost Projections (2020- 2044) 2 DFA Infrastructure International Inc. United Counties of SDG Regional Waste Management – A Roadmap to Collaboration Draft Report - Phases 1&2 March 12, 2021 (For Distribution & Review) Disclaimer: The information and statements contained in this report are based on the best available information at the time of preparation and intended use solely by the United Counties of SDG (SDG) and its Local Area Municipalities (LMs). The statements shall not have any meaning other than those intended by the author. The author is not in any way liable for use and/or interpretation of the information contained in the document. 3 DFA Infrastructure International Inc. United Counties of SDG Regional Waste Management – A Roadmap to Collaboration Draft Report - Phases 1&2 March 12, 2021 (For Distribution & Review) 1 Background The United Counties of Stormont Dundas and Glengarry (SDG) is assisting its six (6) partner rural local municipalities (LM) with coordinating a review of their solid waste management services. The LMs are facing a variety of challenges with delivering their respective services including changing waste diversion regulations, high levels of recycling contamination, declining landfill capacities, different service levels and limited organizational capacities to sustain services at desired levels into the future. Accordingly DFA Infrastructure International Inc. was retained by SDG to calculate the LMs’ cost of service for their respective solid waste functions and identify opportunities for internal process changes and collaboration among the LMs including possible roles for SDG and the City of Cornwall, to improve efficiencies and overall service delivery for all LMs. 1.1 Study Objectives The main objectives of the review include the following: . Identify the current levels of solid waste service delivered by each LM for each component and any potential changes that each LM may be considering in the future, and the differences among the LMs; . Identify and assess the respective staffing levels and the roles and responsibilities of the respective staff involved in solid waste including any cross-functional duties that are unrelated to solid waste; . Identify the services that are outsourced, the service provider and the contract expiry dates and costs; . Identify the current status of the LMs’ respective landfill sites (where applicable) and issues, any plans for extensions, etc. Consider all current and impending regulatory requirements and guidelines related to solid waste and particularly the impending policies and regulations under the Waste-Free Ontario Act, 2016 which is comprised of the Resource Recovery and Circular Economy Act (RRCEA), 2016 and the Waste Diversion Transition Act, 2016 and the Food and Organic Waste Framework, released on April 30, 2018; . Identify and quantify the current and future cost of service for each LM by system component (waste collection, recycling collection, recycling processing, landfilling, etc.) to determine funding requirements for financial sustainability. This includes direct and indirect operating costs to support current and future service levels, capital costs (including asset replacement) associated with each component and landfill closure and post closure care costs. The study period is 2020 to 2044 (25 years) using 2020 as the baseline year for cost information and projections beginning in 2021; . Develop a simple “tool” in MS Excel to assess and compare the cost of service by solid waste function and use the tool to evaluate the costs across all six (6) LMs and develop the “roadmap”; . Based on the cost assessment, an analysis of the levels of service and other relevant information: - Identify internal process changes that may result in cost reduction and efficiencies; 4 DFA Infrastructure International Inc. United Counties of SDG Regional Waste Management – A Roadmap to Collaboration Draft Report - Phases 1&2 March 12, 2021 (For Distribution & Review) - Develop opportunities for one or more of the LMs to work collaboratively to reduce costs, achieve efficiencies and improve services; - Develop “regional” levels of service for each component and options for a region wide approach to solid waste management that may include roles for SDG and/ or the City of Cornwall; - Identify possible changes to the recycling program to reduce contamination as part of developing the regional level of service and positioning the LMs for transitioning to producer responsibility; . Develop, assess and rank the collaboration opportunities to identify a preferred option(s) for implementation based on: - potential cost savings and efficiencies; - long-term financial sustainability for solid waste services - ability to
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