January 19, 2018 Ray Ritcey, Chair Halifax Water Halifax, NS The regular meeting of the Halifax Water Board will be held on Thursday, January 25, 2018 at 9:00 a.m. in the Boardroom at 450 Cowie Hill Road, Halifax. AGENDA In Camera Reports 1C Approval of Minutes of the In-Camera Meeting held on Thursday, November 30, 2017 2C Business Arising from Minutes a) Governance Matter – Verbal 3C Personnel Matter 4C Land Matter Regular Reports 1. a) Ratification of In-Camera Motions b) Approval of the Order of Business and Approval of Additions and Deletions 2. Approval of Minutes of the Regular Meeting held on Thursday, November 30, 2017 3. Business Arising from Minutes a) Five Year Business Plan [2018/19 to 2022/23] 4. Operating Results for the Nine Months ended December 31, 2017 5. Proposed 2018/19 Capital Budget 6. Proposed 2018/19 Water, Wastewater and Stormwater Operating Budget 7. Proposed 2018/19 Business Plan 8. Halifax Regional Water Commission Employees’ Pension Plan (the “Pension Plan”) 2018 Budget 9. Integrated Stormwater Management Policy Information Reports 1-I Operations and Financial Monthly Update 2-I Capital Budget Approvals to Date 3-I Bank Balance 4-I Annual Customer Survey 5-I 2017/18 Cost Containment - Quarter 3 Original Signed By: James G. Spurr Secretary Page 1 of 1 1 HALIFAX REGIONAL WATER COMMISSION November 30, 2017 HALIFAX REGIONAL WATER COMMISSION MINUTES November 30, 2017 PRESENT: Commissioner Ray Ritcey, Chair Commissioner Russell Walker, Vice Chair Commissioner Darlene Fenton Commissioner Craig MacMullin Commissioner Lisa Blackburn Commissioner Steve Streatch REGRETS: Commissioner Lorelei Nicoll Commissioner Jacques Dubé STAFF: Carl Yates, General Manager, HRWC Cathie O’Toole, Director, Corporate Services, HRWC James Spurr, Legal Counsel, HRWC Lorna Skinner, Administrative Assistant, HRWC 2 HALIFAX REGIONAL WATER COMMISSION November 30, 2017 TABLE OF CONTENTS CALL TO ORDER ........................................................................................................................ 3 1a. RATIFICATION OF IN CAMERA MOTIONS .................................................................... 3 1b. APPROVAL OF THE ORDER OF BUSINESS AND APPROVAL OF DELETIONS ........ 3 2. APPROVAL OF MINUTES - September 28, 2017 .......................................................... 3 3. BUSINESS ARISING FROM MINUTES ........................................................................... 3 a) Board Meeting Format b) Unregulated Business Process and Authority Guidelines - Update c) Fall River Water Service Extension - Update d) Financing for Replacement of Private Laterals 4. OPERATING RESULTS FOR THE SEVEN MONTHS ENDED OCTOBER 31, 2017 ..... 4 5. J.D. KLINE FILTER MEDIA AND UNDERDRAIN REPLACEMENT PROGRAM ............ 4 6. PRELIMINARY FIVE-YEAR BUSINESS PLAN (2018/19 - 2022/23) ............................... 4 7. REVISED HALIFAX WATER PROCUREMENT POLICY ................................................ 5 8. FUTURE BOARD MEETINGS .......................................................................................... 5 9. HALIFAX REGIONAL WATER COMMISSION REGULATIONS - AMENDMENT........... 5 10. APPOINTMENTS TO THE COMMITTEES OF THE BOARD .......................................... 6 3 HALIFAX REGIONAL WATER COMMISSION November 30, 2017 CALL TO ORDER The Chair called the regular meeting to order at 9:02 a.m. in the Board Room of the HRWC, 450 Cowie Hill Road. The Board moved In Camera at 9:02 a.m. and the regular meeting reconvened at 9:25 a.m. 1a. RATIFICATION OF IN-CAMERA MOTIONS MOVED BY Commissioner Blackburn, seconded by Commissioner Walker that the Halifax Regional Water Commission Board ratify the In-Camera motions. MOTION PUT AND PASSED. 1b. APPROVAL OF THE ORDER OF BUSINESS AND APPROVAL OF DELETIONS The Chair requested that Appointments to Committees of the Board be added to the Agenda as Item 10. MOVED BY Commissioner Fenton, seconded by Commissioner Streatch that the Halifax Regional Water Commission Board approve the order of business and approve additions and deletions with the above noted amendment. MOTION PUT AND PASSED. 2. APPROVAL OF MINUTES – September 28, 2017 MOVED BY Commissioner MacMullin, seconded by Commissioner Fenton that the Halifax Regional Water Commission Board approve the minutes of September 28, 2017. MOTION PUT AND PASSED. 3. BUSINESS ARISING FROM MINUTES a) Board Meeting Format A report dated November 15, 2017, was submitted. Based on the feedback from Board Members, it was unanimously resolved that the current format for meetings be maintained and a Resolution to that effect was tabled. It was suggested that the Resolution be amended to include the continuation of Annual General Meetings. James Spurr will amend the Resolution. MOVED BY Commissioner Walker, seconded by Commissioner Streatch that the Halifax Regional Water Commission Board maintain the current format for meetings of the Board of Commissioners, as set out in the form of Resolution with the amendmentto include an annual general meeting. 4 HALIFAX REGIONAL WATER COMMISSION November 30, 2017 MOTION PUT AND PASSED. b) Unregulated Business Process and Authority Guidelines Ms. O’Toole stated that there is no new information to offer at this time. Work on this matter will resume in December. c) Fall River Water Service Extension Update Mr. Yates stated that HRM will be submitting an additional funding request to the Province to consider extensions to other areas within the serviceable boundary. d) Financing for Replacement of Private Laterals Ms. O’Toole stated that the Consumer Advocate is the only Intervenor. Approximately thirty information requests have been received on this matter. The deadline to file responses is December 12, 2017. 4. OPERATING RESULTS FOR THE SEVEN MONTHS ENDED OCTOBER 31, 2017 A report dated November 21, 2017, was submitted. Cathie O’Toole gave a brief overview of the operating results which show very favourable results with a forecast to build on the existing operating surplus. 5. J.D. KLINE FILTER MEDIA AND UNDERDRAIN REPLACEMENT PROGRAM A report dated November 21, 2017, was submitted. Mr. Yates stated that work done on the first filter uncovered asbestos materials that had to be remediated and safely disposed of. As it is likely the remaining 7 filters contain the same materials, the cost estimate has increased and the funding amount for their replacement had to be revised. MOVED BY Commissioner MacMullin, seconded by Commissioner Blackburn that the Halifax Regional Water Commission Board approve additional funding of $4,100,000 for the J.D. Kline Water Supply Plant – Filter Media and Underdrain Replacement Program for a revised gross total estimated cost of $9,847,060. MOTION PUT AND PASSED. 6. PRELIMINARY FIVE YEAR BUSINESS PLAN (2018/19 – 2022/23) A report dated November 24, 2017, was submitted. Carl Yates gave a presentation on the five-year Business Plan and answered all questions to the satisfaction of Commissioners. He stated that the final version will include a revised capital budget for 2018/19 based on the revised funding approval for the Filter Underdrain 5 HALIFAX REGIONAL WATER COMMISSION November 30, 2017 project at the J.D. Kline water supply plant. The final version will be brought back to the Board for approval at the January 25, 2018 meeting. 7. REVISED HALIFAX WATER PROCUREMENT POLICY A report dated November 24, 2017, was submitted. Cathie O’Toole gave an overview of the revised Procurement Policy. Ms. O’Toole stated that this policy is as closely aligned as possible with the procurement policies of both the Province and HRM and was updated to ensure compliance with the Canadian European Trade Agreement [CETA]. MOVED BY Commissioner Streatch, seconded by Commissioner Fenton that the Halifax Regional Water Commission Board approve and adopt the revisions to the Halifax Regional Water Commission Procurement policy, effective January 1, 2018. MOTION PUT AND PASSED. 8. FUTURE BOARD MEETINGS A report dated November 28, 2017, was submitted. The Chair asked that the date of November 8th be added to the recommendation for the annual budget/strategic planning process workshop. MOVED BY Commissioner Walker, seconded by Commissioner Blackburn that the Halifax Regional Water Commission Board approve the meeting dates for the Board of Commissioners for the period commencing January 2018 and ending March 2019, such meetings to be held on the last Thursday of each month as noted below: 2018: January 25, March 29, June 21, September 27, November 8 (workshop) and November 29 2019: January 31 and March 28 MOTION PUT AND PASSED. 9. HALIFAX REGIONAL WATER COMMISSION REGULATIONS - AMENDMENT A report dated November 28, 2017, was submitted. MOVED BY Commissioner Streatch, seconded by Commissioner Walker that the Halifax Regional Water Commission Board approve an application to the NSUARB to amend the Regulations, as set out in the form of Resolution attached hereto, to provide Halifax Water with authority to suspend service to a Customer who refuses to permit access to their premises for the installation, replacement, repair or service of Halifax Water’s AMI water meter. MOTION PUT AND PASSED. 6 HALIFAX REGIONAL WATER COMMISSION November 30, 2017 10. APPOINTMENTS TO THE COMMITTEES OF THE BOARD There are four Committees of the Board that require the representation of one or more Commissioners. A discussion ensued relative to respective appointments. MOVED BY Commissioner Streatch, seconded by Commissioner Fenton that Halifax Regional Water Commission Board approve the following appointments: