Essex-Windsor Solid Waste Authority Regular Board Meeting Agenda
Meeting Date: Tuesday, May 01, 2018 Time: Regular Session 4:30 PM Location: Essex County Civic & Education Centre – Room C 360 Fairview Avenue West, Essex Ontario
List of Business Page Numbers
1. Call To Order
2. Declaration of Pecuniary Interest
3. Approval of the Minutes
April 11, 2018 Regular Meeting Minutes 1-6
4. Delegations
There are no delegations.
5. Correspondence
There are no items for discussion.
6. Finance and Administration
A) January – March 2018 Financial Report 7-9
B) 2017 Financial Statements and Auditor’s Report 10-30
7. Waste Diversion
A) Recycle Coach Report 31-35
B) Earth Day 2018 Report 36-38
C) Upcoming Events Report 39-46
D) Compost Grinding and Hauling Contract – Extension – Windsor Disposal Services 47-48
Page 1 of 2 Regular Board Meeting Agenda May 1, 2018
8. Waste Disposal
A) Regional Landfill Cell 3 Development Tender Award 49-52
B) Closed Landfill 3 Dog Pound Agreement 53-54
9. Any Other Items
10. By-Laws
A) By-Law 05-2018 – To Authorize the execution of an agreement between the EWSWA and SLR Contracting Group Inc. for Contract No. 8 Cell 3 South Development at the Essex County Regional Landfill 55
B) By-Law 06-2018 – Being a By-Law to Confirm the Proceedings of the Meeting of the Board of the Essex-Windsor Solid Waste Authority 56
11. Next Meeting
Tuesday, June 5, 2018
12. Adjournment
Page 2 of 2 Essex-Windsor Solid Waste Authority Regular Board Meeting Minutes Meeting Date: Wednesday, April 11, 2018 Time: 4:30PM Location: Essex County Civic and Education Centre – 360 Fairview Avenue West Essex – Meeting Room C
Attendance:
Board Members: Bill Marra City of Windsor Vice-Chair Hilda MacDonald County of Essex Fred Francis City of Windsor Chair Ed Sleiman City of Windsor Chris Holt City of Windsor Absent: Ron McDermott County of Essex Tom Bain County of Essex Rino Bortolin City of Windsor Drew Dilkens (Ex-Officio) City of Windsor EWSWA Staff: Eli Maodus General Manager Michelle Bishop Manager of Finance & Administration Kelly Cartier Executive Secretary Cameron Wright Manager of Waste Diversion - Retiring Catharine Copot-Nepszy Manager of Waste Diversion - New Tom Marentette Manager of Waste Disposal County of Essex Staff: Mary Birch Director of Council Services / Clerk Sandra Zwiers Director of Corporate Services / Treasurer City of Windsor Staff: Anne Marie Albidone Manager of Environmental Services Dwayne Dawson City Administration Cindy Becker City Administration
1. Call to Order
The Chair called the meeting to order at 4:38 PM.
2. Introduction of new Manager – Waste Diversion – Catharine Copot-Nepszy
The Chair introduced Catharine Copot-Nepszy as the New Manager of Waste Diversion. She is replacing the current Manager of Waste Diversion, Cameron Wright, who will be retiring. The Chair provided the Board with an overview of Catharine’s education and work experience and wanted to welcome Catharine to the Essex- Windsor Solid Waste Authority.
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The General Manager explained that Catharine brings experience from both the industrial and public sectors.
3. Declaration of Pecuniary Interest
The Chair called for any declarations of pecuniary interest and none were noted. He further expressed that should a conflict of a pecuniary nature or other arise at any time during the course of the meeting that it would be noted at that time.
4. Approval of the Minutes
A) February 6, 2018 Regular Meeting Minutes
Moved By Fred Francis Seconded By Bill Marra THAT the Minutes from the Essex-Windsor Solid Waste Authority regular meeting, dated February 6, 2018 be approved and adopted.
-Carried Unanimously 11-2018
5. Delegations
There are no delegations.
6. Correspondence
There are no items for discussion
7. Finance and Administration
A) EWSWA 2017 and 2018 Budget Approval Status
The Manager of Finance and Administration explained the purpose of the report is to update the Board on the status of the 2017 and 2018 budget approvals. She further explained that at the February 6, 2018 EWSWA Board meeting there was a recommendation from both the City and County CAOs for a 0% increase for the 2017 municipal contribution and a 2% increase for the 2018 municipal contribution.
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The Manager of Finance and Administration noted that both recommendations were supported by the City’s Mayor and the County’s Warden. The Board then approved the 2017 and 2018 budgets at the February 6, 2018 meeting. She further noted that the both she and the General Manager attended the February 21, 2018 Essex County Council meeting as well as the March 26, 2018 Windsor City Council to seek approval. Authority Administration received Council resolutions from the County of Essex on February 26, 2018 and the City of Windsor on April 5, 2018 confirming both Councils approval of the 2017 and 2018 budgets.
Moved By Fred Francis Seconded By Hilda MacDonald THAT the Board receive the report EWSWA 2017 and 2018 Budget Approval Status as information.
-Carried Unanimously 12-2018
8. Waste Disposal
A) Regional Landfill – Proposal for Landfill Gas to Renewable Natural Gas
There was no Board discussion on the report prepared by the General Manager.
Moved By Fred Francis Seconded By Bill Marra THAT the Board receive the report Regional Landfill – Proposal for Landfill Gas to Renewable Natural Gas (RNG) as information.
-Carried Unanimously 13-2018
9. Waste Diversion
A) 2017 Waste Diversion Report (WD Report Attached Separately
There was no Board discussion on the report prepared by the Manager of Waste Diversion.
Moved By Fred Francis Seconded By Hilda MacDonald THAT the 2017 Residential Waste Diversion Report be received as information by the Board.
-Carried Unanimously
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14-2018
B) Front-End Loader Tender Result and Award
There was no Board discussion on the report prepared by the Manager of Waste Diversion.
Moved By Bill Marra Seconded By Chris Holt THAT the Board approve the acquisition of a John Deere 624K-II as supplied by Nortrax Canada Inc. at a cost of $221,400 plus applicable taxes THAT the Board approve a mid-range 5 year service contract at a pre-tax cost of $5.74 per hour for the John Deere 624K-II as supplied by Nortrax Canada Inc.
-Carried Unanimously 15-2018
C) Organic Waste Screening Tender Results and Award
There was no Board discussion on the report prepared by the Manager of Waste Diversion.
Moved By Hilda MacDonald Seconded By Chris Holt THAT the Board award the tender for the Provision of Equipment and Labour for the Screening of Organic Waste at Essex-Windsor Solid Waste Authority Facilities in Essex County to Frank Dupuis Landscaping and Trucking Ltd. as per their tender submission dated February 23, 2018 for the term April1, 2018 – May 31, 2021 with the option for an extension for any period up to two years at the sole discretion of the Authority.
-Carried Unanimously 16-2018
D) Earth Day 2018 – Sunday April 22, 2018
The Manager of Waste Diversion explained that the EWSWA has partnered with the City of Windsor to host an Earth Day Event. The theme for 2018 is Crushing Plastics. She noted that EWSWA’s displays will focus on choosing alternatives to plastic products as well as a display that provides information on plastic packaging.
The Manager of Waste Diversion noted that the EWSWA is providing support to vendors to be plastic free as well as providing recycling containers.
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The event will be held on April 22, 2018 at Malden Park.
Moved By Chris Holt Seconded By Fred Francis THAT the Board receive the report Earth Day 2018 as information.
-Carried Unanimously 17-2018
10. Any Other Business
No other items were raised for discussion.
11. By-Laws
A) 02-2018 Being a By-Law to Authorize the execution of an agreement between the EWSWA and Frank Dupuis Landscaping and Trucking for the Provision of Equipment and Labour at EWSWA Facilities.
Moved By Fred Francis Seconded By Chris Holt THAT By-Law 02-2018, To Authorize the execution of an agreement between the EWSWA and Frank Dupuis Landscaping and Trucking for the Provision of Equipment and Labour for the Screening of Organic Waste at EWSWA facilities be adopted.
-Carried Unanimously 18-2018
B) 03-2018 Being a By-Law to Authorize the execution of an agreement between the EWSWA and Nortrax Canada Inc. for the Supply of 1 (one) John Deere Model 624K-II Front End Loader and Five Year Service Contract at the Essex-Windsor Material Recovery Facility.
Moved By Bill Marra Seconded By Hilda MacDonald THAT By-Law 03-2018 to Authorize the execution of an agreement between the EWSWA and Nortrax Canada Inc. for the Supply of 1 (one) John Deere Model 624K-II Front End Loader and Five Year Service Contract at the Essex-Windsor Material Recovery Facility be adopted.
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-Carried Unanimously 19-2018
C) 04-2018 Being a By-Law to Confirm the Proceedings of the Meeting of the Board of the Essex-Windsor Solid Waste Authority
Moved By Fred Francis Seconded By Bill Marra THAT By-Law 04-2018 Being a By-Law to Confirm the Proceedings of the Meeting of the Board of the Essex-Windsor Solid Waste Authority be adopted.
-Carried Unanimously 20-2018
12. Next Meeting
The next Authority meeting is estimated to take place on Tuesday May 1, 2018.
13. Adjournment
Moved By Bill Marra Seconded By Hilda MacDonald THAT the Board stand adjourned at 4:48 PM.
-Carried Unanimously 21-2018
All of which is respectfully submitted.
Ed Sleiman Chair
Ilija Maodus General Manager
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April 19, 2018
To: The Chair and Board of the Essex-Windsor Solid Waste Authority From: Michelle Bishop, Manager of Finance and Administration Meeting Date: Tuesday, May 01, 2018
Subject: January to March 2018 – Three Month Operations Financial Review
Purpose
The purpose of this report is to present a three month financial review of the operating costs and revenue.
Background
In November 2015 the Board was presented with a report with the findings and recommendations from an internal audit undertaken by Price Waterhouse Coopers LLC (PwC) of certain Authority processes and controls on behalf of the City of Windsor.
A recommendation regarding the frequency of financial reporting was received from PwC. In addition to the financial updates the Board receives throughout the year on various financial matters, PwC recommended that the Board receive a 1st quarter report.
Discussion
Historically the delivery of material for disposal at Authority depots is much lower during the period of January to March than other months of the year. This creates a challenge for Administration to compare actual first quarter results to budget estimates. Administration has therefore only included in this report items that have a material variance to budget or are significant in nature such as Municipal revenue and the quarterly recycling revenue.
Operating Revenue
Municipal Tip Fee Revenue – Refuse
Municipal tip fee revenue is on track compared to prior year results. For the three month period January-March 2018 a total of 22,269 tonnes were received for disposal compared to 22,626 tonnes delivered during the same period in 2017.
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Municipal Tip Fee Revenue – Organics
Most municipal organic programs do not operate in the winter months.
Industrial/Commercial/Institutional (IC&I) Tip Fee Revenue – Landfilled Material
Revenue from IC&I customers is lower than prior year results. For the three month period January-March 2018 a total of 15,582 tonnes were received for disposal compared to 21,881 tonnes delivered during the same period in 2017. The first quarter of 2017 included a significant amount of episodic contaminated soil. The 6,299 tonne variance is described further in the table below:
Description 2018 Tonnes 2017 Tonnes
Industrial, Commercial or Institutional Waste 8,787 9,160
Greenhouse Vines and Growing Medium 3,729 4,616
Contaminated Soil 3,066 8,105
Total Tonnes 15,582 21,881
Industrial/Commercial/Institutional Tip Fee Revenue – Non-Landfilled Material
No significant variances have been identified.
Sale of Recyclable Goods
Recyclable material commodity prices have been stable during the first quarter of 2018. Average revenue from the sale of recyclables is $4 per tonne more than budgeted for the three month period. Tonnage received is also slightly over budget by 44 tonnes (6,132 actual tonnes vs. 6,088 budgeted tonnes). Actual revenue for the period was $859,925 compared to budgeted revenue of $827,200. This equates to a favourable variance of $32,725 which is due to the aforementioned higher tonnage and higher price per tonne.
While the first quarter yielded favourable results, China’s legislative changes continues to create an oversupply of recyclables on the domestic market which impacts pricing and drives a competitive market. To reduce this impact on the Authority, our two stream process has secured contracts in the domestic market with the intent to minimize the effects of the international market. Moreover, to avoid buyer scrutiny and remain a viable, competitive resource, the Authority continues to focus on producing a good quality product through the daily monitoring of the Authority’s recycling process and equipment.
The following table contains the 2018 budget figures, year to date and current prices per tonne for each recyclable material.
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8 of 56 January to March 2018 – Three Month Financial Review Page 3 of 3 April 19, 2018
Material 2018 Budget Price January to March April 18, 2018 Sales Per Tonne Average Price Price
Newspaper $100 $96 $82
OCC (Cardboard) $140 $151 $129
Boxboard/Hardpack $100 $111 $90
Clear Glass $36 $35 $34
Tin/Steel $230 $287 $328
Fine Paper $240 $254 $254
Aluminum $1,700 $2,094 $2,067
PET – Plastic $375 $407 $386
HDPE – Plastic $500 $485 $565
Polycoat $100 $39 $85
Mixed Plastics $45 $46 $60
Mixed Metals $170 $195 $195
Operating Expenditures
No significant variances have been identified during the first 3 months of 2018.
Recommendation
That this report be received for information purposes.
Submitted By
Michelle Bishop, Manager of Finance and Administration
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April 18, 2018
To: The Chair and Board of the Essex-Windsor Solid Waste Authority From: Michelle Bishop, Manager of Finance and Administration Meeting Date: Tuesday, May 01, 2018
Subject: 2017 Financial Statements and Auditors’ Report
Purpose
The purpose of this memo is to present the 2017 audited financial statements as well as KPMG’s Auditors’ Report.
Discussion
KPMG has issued an “unmodified” audit opinion regarding the 2017 financial statements meaning that the statements "…present fairly, in all material respects, the financial position of the Authority as at December 31, 2017 and the results of its operations and changes in net debt and cash flows for the year then ended .
2017 Financial Statements
The following is a presentation of the major figures included in the 2017 financial statements.
Statement of Financial Position
Due from City of Windsor
The balance of $4,568,555 (2016 - $4,612,106) represents the December 31, 2017 market value of proceeds from the settlement of the MFP suit. These proceeds were made payable to the City of Windsor and are being held in an investment account in trust for the EWSWA. The investment instruments are Government of Canada and Province of Ontario stripped coupon bonds. At maturity in 2024 the final stripped coupon bond will be used to finance the construction of cell 5 at the Regional Landfill.
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Due from City of Windsor, Town of Tecumseh and Town of Lakeshore
The balance of $1,145,868 represents the December 31, 2017 receivable due from the 3 noted municipalities for the project cost to accept and place approximately 1,000,000 m3 of clay from the construction of the Windsor-Essex Parkway at closed Landfill No. 3 in order to thicken the cap and modify the side slopes. The total project cost was $2,322,458. One of the objectives of the project was to attempt to inhibit rainwater infiltration which in turn will serve to reduce leachate generation. Another objective was to have the site stabilized earlier than otherwise possible so that its end-use can be implemented, namely for passive recreation. While there was no cost to the Authority to have the clay supplied, hauled and placed at Landfill #3 there were costs incurred as a result of disturbing the site and as a result of the thicker cap. Such costs included raising manholes, monitors and pump stations, relocating fencing, and re- seeding the entire site with grass seed. Other significant costs included engineering fees to supervise the project and prepare the documents required by the MOE as well as the construction of a new leachate haul road and loading station.
The Authority financed the project cost by borrowing internally from one of its reserves and in 2013 began charging the 3 municipalities over a 10 year period. The interest income the reserve would have otherwise earned has also been charged to the Landfill #3 budget and borne solely by Windsor, Lakeshore and Tecumseh.
Regional Landfill Post Closure Costs
The balance of $7,215,887 represents the liability that must be recorded in the Authority’s financial statements in accordance with a calculation prescribed by section PS 3270 of the Public Sector Accounting Board recommendations. The liability must be shown whether or not funds have been set aside. The recommendations state that “The liability for closure and post- closure care begins when the site starts accepting waste.” and “Financial statements should recognize a liability for closure and post-closure care as the landfill site’s capacity is used. Usage should be measured on a volumetric basis (e.g. cubic metres).”
The actual reserve balance at December 31, 2017 is $2,228,256 (2016 – $2,174,280). The reserve balance is the result of the Authority’s 2011 Business Review. The consultant recommended that based on the current projection of available landfill capacity the $500,000 annual contribution to the Regional Landfill Perpetual Care Reserve be suspended until the Sunlife debenture payment period is complete in 2031. At that time contributions to the Perpetual Care Reserve will be resumed. Also, that the Authority cap the current Regional Landfill Perpetual Care Reserve balance at $2,000,000 until the debenture has been repaid and the balance in the reserve be transferred to the Rate Stabilization Reserve. The Authority board adopted these recommendations at the November 2011 Board meeting.
Net Long Term Liability
The balance of $64,563,560 represents a debenture due to Sun Life Assurance Company Limited on account of the Regional Landfill. The City of Windsor and the County of Essex are jointly liable for this debenture. The last payment is scheduled for 2031.
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Reserve Funds
The nature of the Reserves as well as their December 31, 2017 balances are shown on the following table. The $48,966,018 in total reserves forms part of the calculation of the ($297,937) Accumulated Deficit as found on the Statement of Financial Position and Note 8 of the financial statements.
Reserve Name Description Balance as at December 31, 2017 Rate Stabilization To manage future years’ tipping fees $17,555,177
Working Capital To manage cash flow $650,000
Recycling and Landfill Equipment replacement $5,674,346 Equipment Replacement Regional Landfill To pay Sun Life Debenture for $10,855,841 Debt Retirement Regional Landfill Regional Landfill To be used for Reg. LF related $769,392 property matters Regional Landfill To be used once the landfill is $2,228,256 Perpetual Care closed Regional Landfill For Cells 3, 4, and 5 (strip bonds as $10,303,761 Future Cell Construction indicated above) Landfill #2 These monies will be used to $531,267 Perpetual Care Accumulated Surplus finance 2017 expenses Landfill #3 These monies will be used to $397,978 Perpetual Care Accumulated Surplus finance 2017 expenses As of December 31, 2017 Total $48,966,018
Tangible Capital Assets
The balance of $28,655,809 represents the net book value of Authority assets. This figure is comprised of $70,693,401 in historical costs of the assets less depreciation of $42,037,592. Assets include such items as buildings, machinery, heavy equipment, vehicles, land and the Regional Landfill.
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Statement of Operations and Accumulated (Deficit)
2017 Accumulated Deficit
The Accumulated Deficit totalling ($297,937) at December 31, 2017 represents the Authority’s equity or retained earnings and is a function of the net investment in capital, unfunded liabilities, long term debt and reserve balances.
Highlighted in the chart below is a summary comparison of the Authority’s Accumulated (Deficit) for 2017:
Description 2017 Accumulated 2016 Accumulated (Deficit) (Deficit) Invested in tangible capital assets (net) $22,867,018 $25,067,690 Long term debt (64,563,560) (65,876,101) RL post closure & employee benefit liabilities (7,567,413) (5,247,038) Reserves 48,966,018 45,718,389 Total ($297,937) ($337,060)
2017 Operating Surplus
Operations for 2017 resulted in an excess of revenue over expenditures of $2,934,173. An operating surplus of $2,689,680 had been projected in the final 2018 budget document and reported to the Board at the February 6, 2018 meeting. The majority of this additional $244,493 favourable variance is due to lower than projected expenditures in the various Authority programs.
The 2017 surplus of $2,934,173 has been transferred to the Rate Stabilization Reserve.
Notes To The Financial Statements
Note 8 Accumulated (Deficit)
Note 8 includes disclosure of $22,867,018 pertaining to the net book value of tangible capital assets. This figure is derived from the figure shown on the Statement of Financial Position of $28,655,809 less $5,788,791. The $5,788,791 figure represents the amount that must be raised by the Authority in future years to retire the debt associated with the acquisition and construction of capital items from prior years. The funds required to finance the acquisition of these capital items came from internal borrowing from various Authority reserves. This was done so that external borrowing wouldn’t take place. The Authority can borrow from its own reserves at a better rate of interest than from an external source such as a bank. The $5,788,791 figure is not shown as a separate schedule within the financial statements and is therefore presented within this report:
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Description Unfinanced Capital Regional Landfill Heavy Equipment (2017) $251,136 Regional Landfill Cell #3 North (2012) & Cell #4 North (2017) 2,499,315 Fibre and Container Recycling Centres Processing Equipment (2008) 150,802 Fibre Recycling Centre Building Addition (2008) 59,995 Backhoe/Loader – Windsor Depot (2010) 10,187 Windsor Transfer Station (2006 - 2008) 791,448 Recycling Centre Building (2006 - 2008) 1,866,289 Compost Pad - Windsor (2006 – 2008, 2012) 159,619 Total Unfinanced Capital $5,788,791
Recommendation (s)
To approve this report, the 2017 financial statements and associated auditors’ report.
Submitted By
Michelle Bishop, Manager of Finance and Administration
Attachment (s)
• 2017 Auditors’ Report • 2017 Financial Statements
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April 25, 2018
To: The Chair and Board of the Essex-Windsor Solid Waste Authority From: Catharine Copot-Nepszy, Manager of Waste Diversion Meeting Date: Tuesday, May 01, 2018
Subject: Recycle Coach App
Purpose
To provide information to the Authority on a new digital app called “Recycle Coach”. This app electronically connects residents to their local collection schedules and information that can support them to reduce their waste footprint.
Background
Annually, EWSWA strategically promotes and educates the public on waste reduction strategies through various communication streams such as: radio and print ads, events, social media, Envirotips (newsletter), etc. The goal of these programs is to provide support and information to the public so that they may take a more active role in safeguarding our environment and natural resources. As the communication industry is trending towards reaching people through electronic devices, EWSWA has invested in Recycle Coach, which is a free, downloadable digital app to the public that brings valuable information to people’s fingertips.
Discussion
After 1.5 years of activity, Recycle Coach supports over 3,000 municipalities through this app. The goal of this app is to improve residential access of local recycling information with the end goal that residents would be more informed and thereby invested in doing their part to reduce their waste footprint.
Through the extremely large municipal network that is established by Recycle Coach, recycling outreach and education opportunities are enhanced and efficiencies are gained by municipalities. Some simple benefits are the promotion of generic messages around recycling, reduction in call inquiries to municipalities, and opportunities to send messages out specific to collection delays, etc. The cost of Recycle Coach is included in the Authority’s 2018
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Advertising and Public Education budget. Moreover, there is no fee to Essex-Windsor residents to download and use the Recycle Coach app.
These are many of the key features that Recycle Coach offers:
• Personalized Collection Calendars are available to residents so that they can organize their various collection (e.g., blue box, yard waste, waste) schedules. This is offered in a format (e.g., online, app, print) that best suits their lifestyle. • “What Goes Where?” is a search tool that gives users information to guide their waste diversion practices. • “What type of recycler are you?” Quiz is an evaluative tool that supports residents to understand their recycling knowledge. Post-quiz, it offers educational information to address gaps in their knowledge to further enhance their engagement and knowledge in recycling. • Messages can also be strategically sent out to educate residents with simple recycling tips, seasonal messages, contamination issues, upcoming events and more. Messaging is also offered in a format that best suits the needs of the user.
Recently, the EWSWA has begun soft-promotions using existing opportunities that have reached over 148,000 residents in Essex-Windsor through items such as the Envirotips Spring 2018 newsletter, Earth Day event, etc. The following are positive outcomes as a result of these efforts:
• Windsor Star interviewed EWSWA staff at the Earth Day event that promoted the Recycle Coach app. • 1,974 people have signed up for Recycle Coach to-date (Note: users were LESS than 200 on March 25th, 2018).
Moving forward, a campaign is planned for the upcoming months using a variety of communication strategies (e.g., press release, EWSWA E-newsletter, ads in Windsor Star and weekly papers, radio campaign, social media, postcard distribution).
Recommendation
That the Board receive the report as information.
Submitted By
Catharine Copot-Nepszy, Manager of Waste Diversion
Attachments: • Windsor Star article
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• Recycle Coach postcard
Recycle Coach Postcard
Windsor Star – online article and video
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33 of 56 Earth Day: Never forget your recycle day or yard waste pickup again
SHARON HILL, WINDSOR STAR
Published on: April 23, 2018 | Last Updated: April 23, 2018 12:06 PM EDT
If you’re confused about what can go in your recycling bins there’s an app for that.
It’s called Recycle Coach. And the mobile phone app will even send you texts or emails to remind you when the next garbage, recycling or yard waste day is coming up for your street.
The Essex-Windsor Solid Waste Authority was telling people about the new free app at Earth Day at Malden Park Sunday.
“A lot of people have been asking ‘Hey. I need my calendar on my phone. Can’t you send me reminders?’ Now we can,” Cat Griffin, communications specialist with the Essex- Windsor Solid Waste Authority, said Sunday.
34 of 56 Klaus Dohring, left, of Green Sun Rising demonstrates sun power with a Fresnel lens during Earth Day activities at Malden Park in Windsor on April 12, 2018. Mohamed Abdelhady, 12, points to a twig catching fire. NICK BRANCACCIO / WINDSOR STAR The Recycle Coach app, available at the App Store and Google Play, can be personalized so you only receive the notices you want. You can learn more about the app or search recyclables online at the solid waste authority’s website http://www.ewswa.org under What goes where? The app allows residents to type in their municipality and type in any product to find out if it can go in the blue box or red box to be recycled in their region. Griffin said the What Goes Where feature has more than 3,000 products and the authority continues to add to the database. There’s also tips on composting or holding a garage sale and information on websites where users sell and swap reusable items.
An 2014 audit showed 37 per cent of what was in garbage bags in Windsor Essex could have been recycled: 22 per cent paper and 15 per cent recyclable containers, Griffin said.
Michelle Flood, who was with her husband and two children Sunday for their first Earth Day event at Malden Park, said she tries to go by the recycling symbol on packages but has learned that sometimes those products can’t be recycled here. An app would certainly help. “That’s kind of cool,” the LaSalle resident said.
Her husband, Justin, said a refund on pop cans might encourage more recycling. More recycle bins in parks or at events would also help. He said Earth Day is good for raising awareness.
More than 30 different organizations participate in Earth Day Windsor Essex, which has been celebrated since 1989.
The Essex Region Conservation Authority and the Detroit River Canadian Cleanup invited residents to east Windsor Sunday to help plant 2,200 native trees and shrubs for an Earth Day event along the Ganatchio Trail. Point Pelee National Park held a beach cleanup day.
[email protected] twitter.com/winstarhill
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April 23, 2018
To: The Chair and Board of the Essex-Windsor Solid Waste Authority From: Catharine Copot-Nepszy, Manager of Waste Diversion Meeting Date: Tuesday, May 01, 2018
Subject: Earth Day 2018 Report
Purpose
To provide information to the Authority on Earth Day activities which occurred on Sunday April 22nd at Malden Park in Windsor.
Background
Earth Day is a global celebration where activities that support environmental protection are organized around the world. For many years, the Authority has partnered with the City of Windsor to host a local Earth Day event in our region. Together, they are responsible for the development, planning, advertising, hosting and financing of this initiative. The Authority uses this opportunity to educate residents of all ages on how they can reduce their waste footprint by providing waste reduction activities, information, and resources at this event.
Discussion
This year, over 2,500 residents attended the Earth Day event. Many leaders like Mayor Drew Dilkens, Councillor Rino Bortolin, and MPP Percy Hatfield were also in attendance. Event participants were exposed to this year’s theme “Crushing Plastics” where the reduction in plastic usage and other favourable waste diversion practices were promoted that day.
With event attendance at a high, the EWSWA booth was extremely busy all day. Two EWSWA staff and two students fielded questions around recycling, ran “Plinko” recycling quizzes, supported the Earth Day passport program, and offered many resources (e.g., brochures, fact sheets, promotional items) to the public. This event also created opportunity to promote upcoming EWSWA signature events like the upcoming Truckload Sale and Public Open House.
A key highlight at EWSWA’s booth this year was the promotion of ‘Recycle Coach’. This new recycle app connects residents to information specific to their various collection schedules, tips
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36 of 56 2018 Earth Day Activities Page 2 of 2 April 23, 2018
on waste diversion, and other e-resources such as “What goes where?” which was very well received.
Finally, there was strong media coverage of the event from many sources (e.g., Windsor Star, CTV, windsorite.ca) which also included favourable interviews with EWSWA staff.
Recommendation
That the Board receive this report as information.
Submitted By
Catharine Copot-Nepszy, Manager of Waste Diversion
Attachment(s)
• Earth Day 2018 Pictures
H:\EWSWA\everyone\1 - Reports\2018 Reports to the Board, LLC, TRC\REPORT - 2018 Earth Day Activities Reportout- without Windsor Star Attachement.docx
37 of 56 Earth Day 2018
Kids Making ‘No Sew’ Tote Bags from Rino Bortolin & Karina Richters (City of Old T-shirts Windsor)
Child Playing with Garden Gold Compost Straws Suck Campaign
38 of 56 Essex-Windsor Solid Waste Authority Administrative Report
April 23, 2018
To: The Chair and Board of the Essex-Windsor Solid Waste Authority From: Catharine Copot-Nepszy, Manager of Waste Diversion Meeting Date: Tuesday, May 01, 2018
Subject: Upcoming EWSWA Outreach Activities for 2018
Purpose
To provide information to the Authority on upcoming EWSWA outreach activities in Essex- Windsor such as the: EWSWA Truckload Sale, Children’s Water Festival, and EWSWA Open House.
Background
To enhance waste diversion efforts in Essex-Windsor, EWSWA has strategically supported key initiatives in our region annually. Through this involvement, thousands of residents are connected to strategies that may assist them in reducing their waste footprint. Event promotions, interactive educational activities, and resources (e.g., pamphlets, composters) are some of the many ways that people are engaged to lead more environmentally friendly lifestyles.
Discussion
This year, EWSWA is organizing and participating in the following spring/summer events to encourage more waste diversion in Essex-Windsor residents. The following initiatives will be promoted through a variety of communication sources (Windsor Star, Envirotips Spring 2018, radio, social media, EWSWA.org, etc.):
1. Truckload Sale 2018: May 6, 2018 (9:00 a.m. to 1:00 p.m.) Public Drop Off Depot, 3560 North Service Rd. East, Windsor, ON, N8W 5X2
This annual event is open to local residents to encourage more waste diversion efforts by selling a variety of products at the Public Drop Off Depot in Windsor. Backyard composters, green cone digesters, recycle boxes and carts, mini boxes, kitchen catchers, paper bags for shredded paper, and pre-bagged Garden Gold compost are some of the many items that will be available at this sale. EWSWA staff is leading this event and will receive support from the City of Windsor and some local volunteers.
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39 of 56 Upcoming EWSWA Outreach Activities for 2018 Page 2 of 2 April 23, 2018
2. Children’s Water Festival 2018: May 29 - June 1, 2018 (9:30 a.m. to 2:00 p.m.) Canadian Transportation Museum & Heritage Village, 6155 Arner Townline, Kingsville, ON, N0R 1B0
Since 2001, EWSWA has been a key partner of this event that educates school-aged children on the importance of water conservation, water protection, etc. EWSWA staff support a variety of interactive centres that engage students from Essex-Windsor in waste diversion activities. EWSWA’s programs are some of the many that are offered through this event that reaches over 4,000 students and adults combined each year.
3. EWSWA Open House 2018: June 10, 2018 (10:00 a.m. to 2:00 p.m.) Public Drop Off Depot, 3560 North Service Rd. East, Windsor, ON, N8W 5X2
This year, EWSWA will host its eighth annual public open house at the Windsor Public Drop Off (3560 North Service Road, East). It is a free event that connects people to local waste diversion operations and information. A variety of activities such as: recycling centre tours and interactive stations are will be offered to engage people on the importance of waste reduction. EWSWA staff and their vendors will again support this annual event.
Recommendation
That the Board receive the report as information.
Submitted By
Catharine Copot-Nepszy, Manager of Waste Diversion
Attachment(s)
• EnviroTips Spring 2018
H:\EWSWA\everyone\1 - Reports\2018 Reports to the Board, LLC, TRC\REPORT -Upcoming Outreach Activities.docx
40 of 56 ENVIROTIPS ESSEX-WINDSOR SOLID WASTE AUTHORITY • SPRING 2018
INSIDE THIS ISSUE What’s Wrong Photo 1 Recycle Coach App 2 What Happens To... 2 What Happens To... 3 Not Accepted 4 Truckload Sale 5 eNewsletter Tip 5 Garden Gold Compost 6 Open House 6 Answers (Front Page Photo) 6
WHAT’S WRONG WITH THIS PICTURE?
These materials were taken out of a Blue Box placed out for recycling collection. At fi rst glance it may seem like there’s nothing wrong with the photo, but there is. How many mistakes can you fi nd with the contents of this Recycle Box?
Answers can be found on page 6.
Truckload Sale! Sunday, May 6th - see page 5 for more information.
ESSEX-WINDSOR SOLID WASTE AUTHORITY • 1-800-563-3377 • TTY: 1-877-624-4832 • email: [email protected] • web: www.ewswa.org • page 1
41 of 56 What Happens To My... Blue Box Recycling
ALUMINUM CONTAINERS PET PLASTIC
Aluminum cans, trays and foil can be Lightweight Polyethylene Terephthalate recycled repeatedly, and most of the (PET) plastic is infi nitely recyclable and empties are typically melted, re-cast can be used to manufacture new bottles and refi lled within 60 days. Recycling as well as items such as polar fl eece, aluminum uses a tiny fraction of the cloth, rope, brush bristles, car bumpers energy it takes to refi ne ore from and household furnishings. scratch—and aluminum can be used in everything from CDs to passenger jets.
Recycled Aluminum Containers Can Become Recycled PET Plastic Bottles Can Become
Soda CD’s Planes Bicycles Cars Boats Computers Plastic Fleece Cloth Rope Brush Car Furniture Can Bottles Bristles Bumpers
STEEL CONTAINERS RIGID PLASTIC / HDPE (High Density Polyethlene)
Because steel never loses quality or High density plastics, used to make strength, it can be endlessly recycled. containers like laundry and household The raw material from recovered cleaning bottles, come back as many steel containers is used to make new new products, including decking, picnic containers, as well as products like chains tables, deck chairs, gardening supplies and piping, household appliances, and even the Blue Box itself. automotive parts and reinforcing bars (rebar).
Recycled Steel Containers Can Become Rigid Plastic Bottles Can Become
Steel Chains Pipes Car Household Structural Picnic Deck Decking Recycle Flower Watering Containers Parts Appliances Steel Tables Chairs Boxes Pots Can
POLYCOAT / CARTONS GLASS BOTTLES & JARS
These food and beverage cartons As an infi nitely recyclable material, the include packaging for liquids like juice, glass from bottles and jars can be used broth, wine and milk, as well as ice to make new glass containers. It also cream tubs and beverage cups. They becomes a raw material for products like are recyclables that come back as paper fi breglass insulation, high traction road towels, paper trays, cardboard and surfaces and refl ective signs, as well as tissues. construction aggregate.
Recycled Polycoat / Cartons Can Become Recycled Glass Bottles & Jars Can Become
Bottles & Fibreglass Refl ective High Traction Construction Paper Cardboard Tissue Jars Towels Signs Road Surfaces Aggregate Recyclability Information courtesy of Stewardship Ontario ESSEX-WINDSOR SOLID WASTE AUTHORITY • 1-800-563-3377 • TTY: 1-877-624-4832 • email: [email protected] • web: www.ewswa.org • page 2 42 of 56 What Happens To My... Red Box Recycling
NEWSPAPER, MAGAZINES, CATALOGUES & HOUSEHOLD PAPER
Old newspapers, magazines, catalogues and household paper, such as statements, bills and envelopes come back as fresh paper stock. They can also be made into products like boxboard, drywall, egg cartons, insulation and bedding trays.
Recycled Newspapers, Magazines, Catalogues & Household Paper Can Become
Fresh Newsprint Boxboard Drywall Egg Cartons Insulation Bedding Trays
BOXBOARD & PAPER PACKAGING
Boxboard and paper packaging are recycled into new boxes, biodegradable garden supplies, drywall liner, kraft paper (strong and relatively coarse), gift wrap and a variety of brown paper products, such as towelling.
Recycled Boxboard and Paper Packaging Can Become
New Cardboard Boxes Biodegrable Garden Drywall Liner Kraft Paper Brown Paper Towelling Gift Wrap Supples
CARDBOARD
Cardboard boxes are also recycled into new boxes, biodegradable garden supplies, drywall liner, kraft paper (strong and relatively coarse), gift wrap and a variety of brown paper products, such as towelling.
Recycled Cardboard Can Become
New Cardboard Boxes Biodegrable Garden Drywall Liner Kraft Paper Brown Paper Towelling Supples Gift Wrap Recyclability Information courtesy of Stewardship Ontario ESSEX-WINDSOR SOLID WASTE AUTHORITY • 1-800-563-3377 • TTY: 1-877-624-4832 • email: [email protected] • web: www.ewswa.org • page 3 43 of 56 Not In Your Recycle Box... Stuff We Regularly Find In The Recycle Boxes That CAN’T Be Recycled! HAZARDOUS WASTE Mini propane tanks, batteries, fi re extinguishers, full paint cans, car batteries, etc.
Mini propane tanks pose a signifi cant hazard to our drivers, as the compaction mechanism can cause the mini propane tanks to explode potentially injuring our drivers. Do NOT put them in the recycle TAKE TO DEPOT box.
ELECTRONICS TV’s, stereos, cell phones, cable boxes, satellite dishes, computers, small appliances, etc.
These items should be taken to the depot for recycling. They do NOT go in your recycle box. TAKE TO DEPOT
AMMO, EXPLOSIVES & SYRINGES Ammunition and explosives must be disposed of properly. Call 1-800-563-3377 for more information. Syringes can be taken back to your local pharmacy.
Ammo, explosives, and syringes pose signifi cant health hazards to our drivers. Ammo / Explosives: Syringes: These materials are NOT accepted in Call 1-800-563-3377 Take back to the your recycle boxes OR your garbage. for more info. local pharmacy.
STRINGY STUFF Christmas lights, wires, extension cords, ear buds, power cords, string, garden hoses, VCR tapes, etc.
These materials are NOT accepted in your recycle boxes, if you don’t want them or can’t use them anymore please put them in the garbage. GARBAGE
MISCELLANEOUS STUFF Animal feces, chip bags, coffee cup lids, cutlery, diapers, furnace fi lters, hangers, pots & pans, Styrofoam™, straws, and wooden orange crates, etc.
Animal feces and broken glass pose signifi cant health hazards to our drivers. Please do NOT put them in the recycle box! GARBAGE
ESSEX-WINDSOR SOLID WASTE AUTHORITY • 1-800-563-3377 • TTY: 1-877-624-4832 • email: [email protected] • web: www.ewswa.org • page 4
44 of 56 SPRINGSPRING TRUCKLOADTRUCKLOAD SALESALE SUNDAY, May 6th, 2018 9 a.m. to 1 p.m. At the Public Drop Off Depot in Windsor 3560 North Service Rd. East (on(on thethe cornercorner ofof ECEC RowRow && Central)Central) One Day ONLY / Rain or Shine CASH ONLY at the sale. No debit, credit or cheques. Facility closed for the receipt of waste.
$20 $65 $5 $50 $1 $3 each each each each 2/pk 5/pk
Full Listing Of Items On Sale - WHILE SUPPLIES LAST! eNewsletter Tip: eNewsletter Coupon! • Pre-bagged Compost: 5 bags for $10.00 - WOW Sign up for our eNewsletter (this price is for the Truckload Sale ONLY – no bulk compost and receive a special coupon available) offering two recycle boxes for only $8.00. Only one coupon • Backyard Composter: $20.00 each per person. Coupon valid only at (free kitchen catcher with purchase) the 2018 Truckload Sale. Coupon MUST be presented at the 2018 • Residential Recycling Carts: $65.00 each (65 gal) - two per Truckload Sale. person limit on recycling carts. Residents must be signed up for • Blue and Red Boxes: $5.00 each the eNewsletter prior to April 27th, 2018. The eNewsletter • Mini Boxes: (Blue and Red) $3.00 each featuring the coupon will be emailed out to those residents • Green Cone Digester: $50.00 each / Extra Activator $5.00 (who have signed up) a few days prior to the Truckload Sale. • Apartment Recycle Bags: 2 for $1.00 eNewsletter sign up is located • ‘Save A Tree’ Paper Bags (bundle of 5): $3.00 Visit www.ewswa.org click on the front page of EWSWA’s Dimensions: 17” high x 11” wide x 6” deep. on this button, and sign up website: for our eNewsletter. www.ewswa.org Enviro Tip: For more information regarding the Truckload Sale visit our website at www.ewswa.org
ESSEX-WINDSOR SOLID WASTE AUTHORITY • 1-800-563-3377 • TTY: 1-877-624-4832 • email: [email protected] • web: www.ewswa.org • page 5
45 of 56 What Is Wrong With This Picture?
If you want fl owers 1 9 and vegetables even 7
Mother Nature is 8 jealous of, you need some of our Garden 2 Gold Compost! 45 3 6 Our 100% natural ‘nutrient-rich’ Answers Below: compost is black gold for your garden. It helps replenish the nutrients that 1. Plastic Bags: Are not accepted in our recycling program. Place materials loose in the recycle box. have been lost in the soil, providing the food that fl owers, plants, and 2. Light Bulbs: Light bulbs can be dropped off at vegetables need in order to grow and Purchase: the Public Drop Off Depot - they do NOT go in your recycle box. fl ourish. • Pre-bagged: $3.25 per bag or 4 bags for $11. • Bag Your Own: $4.00 per bag - (bag included). 3. Ammunition: Is NOT accepted in your recycle You can purchase compost this Spring • Bulk Loads: $13.50 per yd. (mechanical box or garbage. Call 1-800-563-3377 for disposal information. at the Public Drop Off Depot in Windsor loading provided) or at Transfer Station #2 in Kingsville. • Delivery: By Appointment Only, 4. Batteries: Batteries can be dropped off at the Public Drop Off Depot - they do NOT go in your recycle box. Call 1-800-563-3377. Bags of Garden Gold Compost will also (Windsor, Essex, LaSalle, Tecumseh): $56.33 5. Plastic Bottle Caps: Are NOT recyclable in our be on sale at our Truckload Sale. (see delivery (includes tax), + $13.50 per cubic yd. program. Please dispose of them in the garbage. page 5 of this newsletter, or refer to our website for more information) (Amherstburg, Kingsville, Leamington, 6. Broken Glass: Broken bottles or drinking glasses Lakeshore): $96.05 delivery (includes tax), + should not be placed in your recycle box, dispose of www.ewswa.org/organics-yard-waste/ them in the garbage instead. garden-gold-compost-sales/ $13.50 per cubic yd. 7. Containers & Paper in the Same Recycle Box: Paper goes in the Red Box, and containers go in the Blue box. They should NEVER be together in the same Pick up some GOLD for your garden! box. 8. Mini Propane Tanks: Go to the Public Drop Off Depot - NEVER in the recycle box. They can explode.
9. Furnace Filters: Go in the garbage. Always.
KIDSKIDS DAY At The Recycling Centre! It’s an EPIC day at the Recycling Centre! Come TOUR the recycling facilities and Public Drop Off Depot to see how your products get recycled! E-Newsletter: Subscribe to our e-newsletter • KidsKiK ddss - GGetett BBehindehehini d ThTThehe and receive the latest OPEN HOUSE information on our Sunday, June 10th Wheel Of The Trucks! programs. 10 a.m. to 2 p.m. • Live Demonstrations Go to: www.ewswa.org • BBQ Hotdogs & Hamburgs Public Drop Off Depot • Environmental Displays 3560 North Service Rd. East • Free Kids Activities In Windsor • Ask The Specialist • Free Admission
1-800-563-3377 / www.ewswa.org / [email protected] Follow Us
Enviro Tip: Follow us on social media for lots of tips, tricks and interesting info. • • • • • ESSEX-WINDSOR SOLID WASTE AUTHORITY 1-800-563-3377 TTY: 1-877-624-4832 email: [email protected] web: www.ewswa.org page 6 46 of 56 Essex-Windsor Solid Waste Authority Administrative Report
April 20, 2018
To: The Chair and Board of the Essex-Windsor Solid Waste Authority From: Catharine Copot-Nepszy, Manager of Waste Diversion Meeting Date: Tuesday, May 01, 2018
Subject: Extension of Processing/Grinding and Hauling of Organic Waste Agreement with Windsor Disposal Services (WDS) ltd.
Purpose To request a 1 year extension of the processing/grinding and hauling agreement with Windsor Disposal Services (WDS) ltd. at the current contract price.
Background The Authority requires the services of a contractor to process/grind yard waste at the Essex- Windsor Material Recovery Facility (MRF), Transfer Station #2 and the Regional Composting Site. Processed yard waste must also be hauled from the drop off location in Windsor to the Regional Landfill where it can be windrow composted. Grinding reduces particle size, thereby improving shipping weights and speeds up the composting process. In May 2014, a contract to support these operations was awarded to WDS ltd. of Windsor, Ontario for the period of May 12, 2014 until June 2, 2018, where any period of time up to a two year extension may be mandated under the existing terms and conditions of this contract.
Discussion As a result of this contract coming due, internal discussions regarding the current contract with WDS have occurred. It was agreed to award a one year extension to WDS which allows the Authority to continue to monitor the market to see if there is a new, more competitive source available. With that, it was recommended to extend the current contract, under the existing terms and conditions, for an additional one year period to June 2, 2019. WDS has agreed to the proposed additional one year extension effective June 2, 2018 under the same terms and conditions as the existing contract.
Financial
This recommendation does not have a financial impact on the approved 2018 budget.
Recommendation THAT the Board approve a one year extension for the period June 2, 2018 to June 2, 2019 of the processing/grinding and hauling of organic waste with Windsor Disposal Services under
Page 1 of 2 REPORT - WDS Extension of Grinding Hauling Yardwaste Contract 2018.docx
47 of 56 Extension of Processing/Grinding with WDS April 20, 2018 the same terms and conditions outlined in the existing contract with the Essex-Windsor Solid Waste Authority.
Submitted By
Catharine Copot-Nepszy, Manager of Waste Diversion
Page 2 of 2 REPORT - WDS Extension of Grinding Hauling Yardwaste Contract 2018.docx
48 of 56 Essex-Windsor Solid Waste Authority Administrative Report
April 26, 2018
To: The Chair and Board of the Essex-Windsor Solid Waste Authority From: Tom Marentette, P. Eng., Manager of Waste Disposal Meeting Date: Tuesday, May 01, 2018
Subject: Tender for the Construction of the Regional Landfill Cell 3 South – Award of the Contract
Purpose
To recommend that the contract for the construction of Cell 3 South at the Essex-Windsor Regional Landfill be awarded to SLR Contracting Group Inc. (SLR) at a cost of $8,769,344. This cost does not include the municipal amount of 1.76% HST totalling $154,340.45. The total cost to the Authority including HST is therefore $8,923,684.45.
SLR’s tender submission was in the amount of $8,792,000. In days following the tender opening, Authority administration met with SLR on two separate occasions to discuss any potential cost reductions in relation to their submitted tender response. Following these discussions it was agreed that there be a cost reduction of $22,656 exclusive of HST. The resultant base price is therefore $8,769,344 excluding HST.
Discussion
The closing date for the receipt of tenders for the Construction of Cell 3 South of the Essex- Windsor Regional Landfill was 12:00 PM April 19, 2018. The tender was advertised across southwestern Ontario including the Windsor Star, the Waterloo Record, the Kitchener Post, The London Free Press, Chatham Daily News, Chatham-Kent this Week, the Sarnia Observer as well as the local weekly papers. Potential contractors were also directly emailed and the tender was listed on the Merx, Biddingo, EWSWA, the County of Essex and the Ontario Waste Management Association websites. A tender advertisement was also placed in the Commercial Daily News both in print and on their website. Construction Associations such as Windsor, Sarnia and London were also notified of the tender. In attendance at the tender opening were: EWSWA Board Chair Ron McDermott, Waste Disposal Manager, Tom Marentette, Manager of Finance and Administration, Michelle Bishop, Executive Secretary, Kelly Cartier and WSP Engineering Consultant representative Radwan Tamr.
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49 of 56 Cell 3 South Construction – Award of Contract Page 2 of 4 April 26, 2018
A total of 4 companies submitted bids for the construction of Cell 3 South. The results of the tender submissions were as follows:
Contractor Tender Price (excluding HST) SLR Contracting Group Inc.(Lasalle, Ontario) $8,792,000 Amico Infrastructures Inc.(Oldcastle, Ontario) $8,974,600 J & J Lepera Infrastructures Inc. (Windsor, Ontario) $9,842,900 Metric Contracting Services Corp (Brampton, Ontario). $11,562,626
WSP reviewed the tender submissions to confirm that the submissions were quantifiably correct. One mathematical error was noted in the extension of a unit price in the form of tender of the highest tender submission, Metric Contracting Services Corporation, but the final total was correct and therefore did not impact the final tender amount presented for review and evaluation.
Based on the review of the unit rates provided by the contractors, the wide range in the submitted tenders, total tender costs is mainly associated with the variable rates for the larger tasks of the tender, (i.e. earth excavation for the cell, manhole installations, geotextile, drainage gravel, litter fence, improvement of existing internal roads and the relocation of the compost pad and household hazardous waste pad). Some of the larger tasks that are unique to this phase of cell development include improvement of some of the existing internal roads, the relocation of the compost pad and household hazardous waste pad. Widening and improving of portions of the internal road system is required to support traffic loading which will service the new compost pad, refuse tipping areas and offsite stockpiling of earth excavation materials. Due to the constraints of cell development within the landfill footprint, relocation of the current composting area and off-site storage of excavated soil is necessary. Lands owned by the Authority to the north east will be utilized for temporary storage of surplus soil without impacting public roadways or property. Vacant land north of the existing east stormwater pond not identified for cell development will be used for the new composting operations area. SLR Contracting Group Inc. provided competitive bid rates for these larger tasks of the project and as such presented the lowest bid for the entire tender.
It should be noted that SLR Contracting Group Inc. is familiar with the site and had previously completed the construction of Cell 3 North in 2012 and Cell 4 North in 2015 with competitive bids. The previous construction work that was completed by SLR Contracting Group Inc. was satisfactory to EWSWA staff and WSP’s project team, and no significant issues were encountered. The current tender rates and total for Cell 3 South appears to be generally consistent with the previous tender’s cost allowing for standard inflation and market adjustments.
Compost Pad Construction, Cost and Financing
As referenced above in the discussion section, the tender for the landfill cell construction also includes the construction of a relocated compost pad and associated roadways. Relocating the compost pad at the time of cell construction will result in economies of scale and a lower cost of construction since equipment and manpower is already on site. The compost pad
H:\EWSWA\everyone\1 - Reports\2018 Reports to the Board, LLC, TRC\REPORT - Tender for the Construction of Cell 3 South of the EW RL Award of the Contract.doc
50 of 56 Cell 3 South Construction – Award of Contract Page 3 of 4 April 26, 2018
requires relocating since the current pad (comprised of two non-contiguous sections) sits on landfill property that is required for cell expansion for the disposal of refuse. Since the landfill’s opening in 1997, and to this date, the compost pad sections have encroached on useable landfill space and has required budget dollars to upgrade and relocate short distances. The relocation which is part of the cell construction will have the advantages of (a) placing the compost pad away from landfilling activities; (b) having the compost pad be of one large singular pad as opposed to two smaller unattached sections; (c) not requiring future budget dollars to move/relocate the pad again, and (d) having the ability to have the incoming organics material turned into compost in a shorter period of time due to the space and operational improvements.
Included in the total tender cost is $2.1M (including 1.76% HST) associated with the cost of the compost pad and related roadwork. Administration is recommending that this cost be financed by the Rate Stabilization Reserve. At the end of 2017 this Reserve had a balance of $17,555,177.
An alternative financing option would be an annual charge to the Authority’s budget of $100,000 for the next 20 years, being an estimate of the life of the Regional Landfill.
Landfill Cell Construction Cost and Financing (Excluding Compost Pad Construction)
The cell construction cost will be financed as follows:
Contribution from Future Cell Development Reserve $2,735,000
Loan from Rate Stabilization Reserve to be repaid over the life of the cell $4,088,684
Total Cell Cost Including 1.76% HST $6,823,684
Past and Future Cell Development
The Regional Landfill was designed to be developed with a total of 5 cells, constructed half a cell at a time. The following schedule depicts the cell development schedule to date with estimated dates for future cell development. Dates in the future are subject to change based on the actual and projected volumes of waste.
1997...... Cell 1 2002...... Cell 2 North 2004/2005 ...... Cell 2 South 2011...... Cell 3 North 2015...... Cell 4 North 2018...... Cell 3 South 2024...... Cell 4 South ? ...... Cell 5 North ? ...... Cell 5 South Based on current levels of waste it is estimated that the Regional Landfill has enough capacity until 2040.
H:\EWSWA\everyone\1 - Reports\2018 Reports to the Board, LLC, TRC\REPORT - Tender for the Construction of Cell 3 South of the EW RL Award of the Contract.doc
51 of 56 Cell 3 South Construction – Award of Contract Page 4 of 4 April 26, 2018
Recommendations
1. That the Board accept the low price in the amount of $8,946,739.20 including 1.76% HST, which was submitted by SLR Contracting Group Inc. and that the Chair and General Manager be authorized to enter into an agreement with SLR Contracting Group Inc. for the construction of Cell 3 South at the Essex-Windsor Regional Landfill in accordance with the tender documents.
2. That the Board approve a contribution from the Rate Stabilization Reserve of $2.1M (or the actual final cost figure considering either cost reductions or change orders) in order to finance the construction of a compost pad and related roadwork.
Submitted By
Tom Marentette, P. Eng., Manager of Waste Disposal
Ilija Maodus, General Manager
H:\EWSWA\everyone\1 - Reports\2018 Reports to the Board, LLC, TRC\REPORT - Tender for the Construction of Cell 3 South of the EW RL Award of the Contract.doc
52 of 56 Essex-Windsor Solid Waste Authority Administrative Report
April 24, 2018
To: The Chair and Board of the Essex-Windsor Solid Waste Authority From: Ilija Maodus, General Manager Meeting Date: Tuesday, May 01, 2018
Subject: Closed Landfill 3 Dog Pound Agreement
Purpose
The purpose of this report is to request the Authority’s permission to recommend to the County of Essex that the County enter into a lease agreement with the towns of Essex, Lakeshore, LaSalle and Tecumseh for the use of a portion of closed Landfill #3 property in order for those municipalities to collaboratively operate a dog pound for their own purposes.
The term of the lease agreement would be for a 20 year period beginning on the date that the County signs the lease agreement.
The rent amount would be at a rate of $1 per year for each of the four municipalities.
Background
Landfill 3 closed to the receipt of waste on June 30, 1997. Since that time the County of Essex has been entered into a lease agreement with the pre-municipal amalgamation townships, towns and village which currently comprise to make up Essex, Lakeshore, LaSalle and Tecumseh. That term of that agreement was 20 years and therefore the agreement expired in mid-2017. The municipalities continued to operate the dog pound on a month-to-month basis until a new agreement could be executed.
The County of Essex is party to the agreement as opposed to the EWSWA since it is the County that possesses legal title to the Landfill 3 lands and property. Under the 1994 agreement between the City of Windsor and the County of Essex that created the Authority, the Authority managed the operations of Landfill 3 while it was an active landfill site and the Authority continues to manage the site post-closure.
Discussion
In mid-2017 the four municipalities expressed an interest to Authority administration that they wished to continue operating a dog pound at closed Landfill 3. Administration then sought
Page 1 of 2 H:\EWSWA\everyone\1 - Reports\2018 Reports to the Board, LLC, TRC\Report - Closed Landfill 3 Dog Pound Agreement.docx
53 of 56 Closed Landfill 3 Dog Pound Agreement Page 2 of 2 April 24, 2018 legal advice from the Authority’s legal counsel, Ms. Christine Riley, regarding any modifications that should be made to the language of the lease agreement document. Minor modifications were made, mostly to protect the interests of the Authority, County of Essex and City of Windsor. The newly drafted lease agreement was agreeable to the four municipalities and their council’s approved entering into the lease agreement.
Recommendation
1. That the Authority recommend to the County of Essex that the County enter into a lease agreement with the towns of Essex, Lakeshore, LaSalle and Tecumseh for the use of a portion of closed Landfill #3 property in order for those municipalities to collaboratively operate a dog pound for their own purposes.
2. That the term of the lease agreement be for a 20 year period beginning on the date that the County signs the lease agreement.
3. That the rent amount be at a rate of $1 per year for each of the four municipalities.
Submitted By
Ilija Maodus, General Manager
H:\EWSWA\everyone\1 - Reports\2018 Reports to the Board, LLC, TRC\Report - Closed Landfill 3 Dog Pound Agreement.docx
54 of 56 ESSEX-WINDSOR SOLID WASTE AUTHORITY
BY-LAW NUMBER 5-2018
BEING A BY-LAW TO AUTHORIZE THE EXECUTION OF AN AGREEMENT BETWEEN:
THE ESSEX-WINDSOR SOLID WASTE AUTHORITY 360 FAIRVIEW AVE. W., SUITE 211, ESSEX, ON, N8M 3G4 AND SLR CONTRACTING GROUP INC. 6260 WESTAR DRIVE, LASALLE, ON, N9J 3W3
FOR THE CONSTRUCTION OF REGIONAL LANDFILL CELL 3 SOUTH, CONTRACT NO. 8
Whereas the Essex-Windsor Solid Waste Authority requires the construction of Regional Landfill Cell 3 South; and
And Whereas the contractor, SLR Contracting Group Inc., has submitted a tender response dated April 19, 2018 which meets the requirements set out in the contract documents;
Now Therefore the Board of the Essex-Windsor Solid Waste Authority hereby authorizes the Chair and the General Manager to execute an agreement dated Tuesday May 1, 2018 for the Construction of Regional Landfill Cell 3 South as follows:
Now Therefore the Essex-Windsor Solid Waste Authority enacts:
1) That EWSWA hereby accepts the tender submitted by SLR Contracting Group Inc.; and
2) That this By-Law and the Contract Documents form part of the Agreement; and
3) That the term of this Agreement shall reflect the term set out in the Contract document; and
4) That the Covenants, Terms and Conditions as set out in the Agreement shall be enacted by this By-Law and shall take effect upon the final passing thereof.
______Ed Sleiman Chair
______Ilija Maodus General Manager
READ A FIRST, SECOND AND THIRD TIME, ENACTED AND PASSED THIS 1ST DAY OF MAY 2018.
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By-Law Number 6-2018
Being A By-Law To Confirm The Proceedings Of The Meeting Of The Board Of The Essex-Windsor Solid Waste Authority.
Whereas by Agreement dated 18 May 1994, made between the Corporation of the County of Essex and the Corporation of the City of Windsor, the Essex-Windsor Solid Waste Authority (The Authority) was created as a joint board of management pursuant to Sections 207.5 and 209.19 of the Municipal Act, RSO 1990, Chapter M.45 and;
Whereas Subsection 5.(3) of the Municipal Act, RSO 2001, Chapter 25, provides that the powers of a municipality shall be exercised by By-Law and;
Whereas Section 1 of the Municipal Act RSO 1990, Chapter M 46 defines a municipality as including a board, commission or other local authority exercising any power with respect to municipal affairs or purposes and;
Whereas it is deemed expedient that the proceedings of the Authority at this meeting be confirmed and adopted by By-Law
Now Therefore the members of the Authority enact as follows:
1) The action of the members of the Authority in respect to each recommendation contained in the Report/Reports of the Committees and each motion and resolution passed and other action taken by the members of the Authority at this meeting is hereby adopted and confirmed as if all such proceedings were expressly set out in this by-law.
2) The Chair and the proper officials of the Authority are hereby authorized and directed to do all things necessary to give effect to the action of the members of the Authority referred to in the preceding section hereof.
3) The Chair and the General Manager of the Authority are authorized and directed to execute all documents necessary in that behalf.
ED SLEIMAN Chair
Ilija Maodus General Manager
Read a First, Second and Third Time, Enacted and Passed This 1st Day of May , 2018.
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