GREATER VANCOUVER REGIONAL DISTRICT PERFORMANCE AND PROCUREMENT COMMITTEE REGULAR MEETING Friday, November 13, 2015 9:00 a.m. 2nd Floor Boardroom, 4330 Kingsway, Burnaby, British Columbia. A G E N D A1 1. ADOPTION OF THE AGENDA 1.1 November 13, 2015 Regular Meeting Agenda That the Performance and Procurement Committee adopt the agenda for its regular meeting scheduled for November 13, 2015 as circulated. 2. ADOPTION OF THE MINUTES 2.1 July 17, 2015 Regular Meeting Minutes That the Performance and Procurement Committee adopt the minutes of its regular meeting held July 17, 2015 as circulated. 3. DELEGATIONS No items presented. 4. INVITED PRESENTATIONS No items presented. 5. REPORTS FROM COMMITTEE OR STAFF 5.1 Financial Performance Report as of August 2015 Designated Speaker: Dean Rear That the Performance and Procurement Committee receive the report dated October 23, 2015 titled “Financial Performance Report as of August 2015” for information. 5.2 Investment Position and Returns – May 1 to August 31, 2015 Designated Speaker: Dean Rear That the Performance and Procurement Committee receive the report titled “Investment Position and Returns – May 1 to August 31, 2015”, dated October 13, 2015 for information. 1 Note: Recommendation is shown under each item, where applicable. PAP - 1 Performance and Procurement Committee Regular Agenda November 13, 2015 Agenda Page 2 of 3 5.3 Status of Water, Liquid Waste and Solid Waste Capital Expenditures to August 31, 2015 Designated Speaker: Dean Rear That the Performance and Procurement Committee receive the report titled “Status of Water, Liquid Waste and Solid Waste Capital Expenditures to August 31, 2015”, dated October 26, 2015 for information. 5.4 Semi-Annual Report on GVS&DD Development Cost Charges Designated Speaker: Dean Rear That the Performance and Procurement Committee receive the report dated October 8, 2015 titled “Semi-Annual Report on GVS&DD Development Cost Charges” for information. 5.5 Metro Vancouver’s Procurement Practices with respect to Buying Local Designated Speaker: Tracey Husoy That the Performance & Procurement Committee receive the report titled “Metro Vancouver’s Procurement Practices with respect to Buying Local”, dated November 3, 2015 for information. 5.6 Tender/Contract Award Information – June to September 2015 Designated Speaker: Tracey Husoy That the Performance & Procurement Committee receive the report titled “Tender/Contract Award Information – June to September 2015”, dated October 26, 2015 for information. 5.7 Manager’s Report Designated Speaker: Phil Trotzuk That the Performance and Procurement Committee receive the report titled “Manager’s Report”, dated October 28, 2015 for information. 6. INFORMATION ITEMS 6.1 Water Treatment Plant Process Optimization 7. OTHER BUSINESS No items presented. 8. BUSINESS ARISING FROM DELEGATIONS No items presented. 9. RESOLUTION TO CLOSE MEETING That the Performance and Procurement close its regular meeting schedule for November 13, 2015 pursuant to the Community Charter provisions, Section 90 (1) (i) as follows: 90 (1) A part of a meeting may be closed to the public if the subject matter being considered relates to or is one of more of the following: (i) the receipt of advice that is subject to solicitor-client privilege, including communications necessary for that purpose. 12055303 PAP - 2 Performance and Procurement Committee Regular Agenda November 13, 2015 Agenda Page 3 of 3 10. ADJOURNMENT/CONCLUSION That the Performance and Procurement Committee adjourn/conclude its regular meeting of November 13, 2015. Membership: Clay, Mike (C) – Port Moody Fox, Charlie – Langley Township Reid, Mae – Coquitlam Jordan, Colleen (VC) – Burnaby Gill, Tom – Surrey Bell, Corisa – Maple Ridge Baldwin, Wayne – White Rock McEwen, John – Anmore Smith, Michael – West Vancouver Brodie, Malcolm – Richmond Meggs, Geoff - Vancouver Coté, Jonathan – New Westminster Mussatto, Darrell – North Vancouver City 12055303 PAP - 3 GREATER VANCOUVER REGIONAL DISTRICT PERFORMANCE AND PROCUREMENT COMMITTEE Minutes of the Regular Meeting of the Greater Vancouver Regional District (GVRD) Performance and Procurement Committee held at 9:00 a.m. on Friday, July 17, 2015 in the 2nd Floor Boardroom, 4330 Kingsway, Burnaby, British Columbia. MEMBERS PRESENT: Chair, Mayor Mike Clay, Port Moody Vice Chair, Councillor Colleen Jordan, Burnaby Mayor Wayne Baldwin, White Rock (arrived at 9:34 a.m.) Mayor Malcolm Brodie, Richmond Mayor Jonathan Coté, New Westminster Councillor Charlie Fox, Langley Township Councillor Tom Gill, Surrey Mayor John McEwen, Anmore Councillor Geoff Meggs, Vancouver (arrived at 9:04 a.m.) Mayor Darrell Mussatto, North Vancouver City Councillor Mae Reid, Coquitlam Mayor Michael Smith, West Vancouver MEMBERS ABSENT: Councillor Corisa Bell, Maple Ridge STAFF PRESENT: Phil Trotzuk, Chief Financial Officer Carol Mason, Commissioner/Chief Administrative Officer Janis Knaupp, Assistant to Regional Committees, Board and Information Services, Legal and Legislative Services 1. ADOPTION OF THE AGENDA 1.1 July 17, 2015 Regular Meeting Agenda It was MOVED and SECONDED That the Performance and Procurement Committee adopt the agenda for its regular meeting scheduled for July 17, 2015 as circulated. CARRIED Minutes of the Regular Meeting of the GVRD Performance and Procurement Committee held on Friday, July 17, 2015 Page 1 of 8 PAP - 4 2. ADOPTION OF THE MINUTES 2.1 April 15, 2015 Regular Meeting Minutes It was MOVED and SECONDED That the Performance and Procurement Committee adopt the minutes of its regular meeting held April 15, 2015 as circulated. CARRIED 3. DELEGATIONS No items presented. 4. INVITED PRESENTATIONS No items presented. 5. REPORTS FROM COMMITTEE OR STAFF 5.1 Financial Performance Report as of May 2015 Report dated June 26, 2015 from Phil Trotzuk, Chief Financial Officer, presenting an update on financial performance to the end of May 2015 including a projection to the end of the fiscal year. 9:04 a.m. Councillor Meggs arrived at the meeting. In response to questions, members were informed about surplus funds, the projected 2015 solid waste tipping fee, the budget process, and establishment of and terms of reference for Metro Vancouver standing committees. It was MOVED and SECONDED That the Performance and Procurement Committee receive the report titled “Financial Performance Report as of May 2015”, dated June 26, 2015 for information. CARRIED 5.2 GVWD Borrowing Bylaw No. 248, 2015 Report dated July 9, 2015 from Phil Trotzuk, Chief Financial Officer, seeking GVWD Board approval to provide the long-term capital borrowing authority for the anticipated requirements of the next five years for the Greater Vancouver Water District (GVWD) and seeking Board authorization on the issuance of debenture debt for this purpose through the Greater Vancouver Regional District and the Municipal Finance Authority of British Columbia in the aggregate amount of $700 million dollars. Request of Staff Staff was requested to correct the report dated July 9, 2015, titled “GVWD Borrowing Bylaw No. 248, 2015”, in the recommendation, by replacing the figure Minutes of the Regular Meeting of the GVRD Performance and Procurement Committee held on Friday, July 17, 2015 Page 2 of 8 PAP - 5 “$700,000” with “$700,000,000”, prior to being forwarded to the July 31, 2015 GVWD Board meeting. It was MOVED and SECONDED That the GVWD Board: a) approve a borrowing limit of $700,000,000; and b) give first, second and third readings to Greater Vancouver Water District Borrowing Bylaw Number 248, 2015 and forward to the Inspector of Municipalities for approval. CARRIED 5.3 GVRD Security Issuing Bylaw No. 1224, 2015 Regarding GVWD Borrowing Bylaw No. 248, 2015 Report dated July 10, 2015 from Phil Trotzuk, Chief Financial Officer, seeking to authorize a bylaw for the issuance of debenture debt through the Greater Vancouver Regional District and the Municipal Finance Authority of British Columbia in the amount of $700 million dollars for the Greater Vancouver Water District and to provide the long-term capital borrowing authority for the anticipated requirements of the next five years. Request of Staff Staff was directed to correct the July 10, 2015 report titled “GVRD Security Issuing Bylaw No. 1224, 2015 Regarding GVWD Borrowing Bylaw No. 248, 2015”, in Schedule A, by removing the term “dollars”, prior to going forward to the July 31, 2015 GVRD Board meeting. Members discussed removing from the Agreement reference to “lawful money from the United States or United Kingdom”. Request of Staff Staff was requested to: a) investigate any potential implications of removing from the Agreement (Schedule A) the reference to “lawful money from the United States or United Kingdom”, as outlined in the report dated July 10, 2015, titled “GVRD Security Issuing Bylaw No. 1224, 2015 Regarding GVWD Borrowing Bylaw No. 248, 2015”, and b) if no implications are determined, remove the reference prior to going forward to the July 31, 2015 GVWD Board meeting and correct the Agreement template. It was MOVED and SECONDED That the GVRD Board: a) give first, second and third reading to Greater Vancouver Regional District Security Issuing Bylaw No. 1224, 2015; and Minutes of the Regular Meeting of the GVRD Performance and Procurement Committee held on Friday, July 17, 2015 Page 3 of 8 PAP - 6 b) forward Greater Vancouver Regional District Security Issuing Bylaw No. 1224, 2015 to the Inspector of Municipalities for approval. CARRIED 9:34 a.m. Mayor Baldwin arrived at the meeting. 5.4 Amendment to Corporate