5/19/2016 Board Meeting Package Tofield Chambers - Tofield May 19, 2016 Board Meeting – May 19, 2016 Tofield Chambers, Tofield Table of Contents Page 1. Call to Order (Preliminary Agenda) 1 - 2 2. Additions/Deletions to the Agenda (If Applicable) 3. Approval of Minutes 3.1 Approval of Minutes of Regular Meeting – April 21, 2016 3 - 5 4. Regular Reports (Consensus Agenda) 4.1 FUAL – Updated 6 - 10 4.2 Financial Report 11 – 12 Balance Sheet 13 Income Statement 14 Capital Plan 15 4.3 Operations Report 16 - 17 4.4 Communications Report 18 - 22 5. Conferences/Training/Correspondence: 5.1 Events Calendar – Updated 23 - 24 6. Quarterly/Annual Reports 6.1 Operations N/A 7. Board Matters 7.1 RFD – Adoption of Strategic Plan Road Map 25 - 26 7.2 RFD – Adoption of New and Revised Board Policies 27 – 28 Policy Schedule 29 HUM-003 & Attachments 30 - 37 HUM-005 & Attachments 38 - 62 FIN-003 63 - 70 FIN-005 71 - 74 BRD-002 75 - 77 BRD-003 78 - 79 BRD-004 80 - 82 7.3 RFD – Holden and Area Bins 83 - 85 7.4 RFD – Recycling Challenge Sponsorship Program 86 - 90 7.5 BDR – Recycling Services Expansion 91 Attachments 92 - 99 Table of Contents 2016.05.19/ Beaver Municipal Solutions AGENDA (FINAL) REGULAR MEETING MAY 19, 2016 TOFIELD CHAMBERS, TOFIELD REGULAR MEETING 1. Commencement: 2. Additions/ Deletions to the Agenda: 2.1 – Added – 7.3 - RFD – Holden and Area Bins – Addressing Current Problems 3. Approval of Minutes: 3.1 The Minutes of the Regular Meeting of April 21, 2016 4. Regular Reports (Consensus Agenda): 4.1 FUAL 4.2 Financial Report 4.3 Operations Report 4.4 Communications Report 5. Conferences/Training/Correspondence: 5.1 Events Calendar 6. Quarterly/Annual Reports 6.1 Operations 7. Board Matters 7.1 RFD – Adoption of Strategic Plan Road Map – Presentation by Elevate Consulting – Presentation at 6:10pm. 7.2 RFD – Adoption of New and Revised Board Policies 7.3 RFD – Holden and Area Bins – Addressing Current Problems 7.4 RFD – Recycling Challenge Sponsorship Program 7.5 BDR – Recycling Services Expansion – Options and Costing 8. In-Camera Session: 8.1 – FOIP – Division 2 - Section 19 (Confidential Evaluations) AGENDA 2016.05.19 Beaver Municipal Solutions AGENDA (FINAL) REGULAR MEETING MAY 19, 2016 TOFIELD CHAMBERS, TOFIELD 9. Motions Arising From In-Camera Session: 10. Meeting Evaluation: 11. Adjournment: AGENDA 2016.05.19 Beaver Municipal Solutions BEAVER REGIONAL WASTE MANAGEMENT SERVICES COMMISSION REGULAR MEETING April 21, 2016 Tofield Chambers, Tofield, AB 6:00 p.m. COMMISSION DIRECTORS present at commencement: Ronald Yarham – Chairman Brian Ducherer – Vice-Chairman Harold Conquest – Director Jason Ritchie - Director Bernie Marko – Director ADMINISTRATION present at commencement: Pierre Breau, P. Eng. – General Manager Juvy Ceniza, CPA/CMA –Chief Financial Officer Aaron Hills, CET – VP Operations Mark Lowe – Landfill Manager Anne Ruzicka – Communications Coordinator Sebastian Rodolfo – Financial Controller Marilyn Booth – Executive Assistant GUESTS not present at commencement: Meaghan Colpitts, EIT – Assistant Process Engineer Tariq Medina, EIT – Assistant Process Engineer Call to Order (Regular Meeting) CHAIRMAN Yarham called meeting to order at 5:52 pm. 1. Additions/Deletions to the Agenda 2.1 7.4 FIO – Human Resources and Payroll Manager 2.2 7.5 FIO – Area Bins in Holden 16 036 Moved by DIR. Marko that the Agenda be approved with changes as circulated. CARRIED 2. Reading and Approval of the Minutes 2.1 The Minutes of the Regular Meeting of March 17, 2016 16 037 MOVED by DIR. Conquest that the Regular Minutes be approved with changes as presented. CARRIED 3. Regular Reports (Consensus Agenda) 3.1 FUAL Updated - 3.2 Financials - As presented by Sebastian Rodolfo B.R.W.M.S.C./BMS Regular Meeting April 21, 2016 1 Page 3 of 99 4.3 Operations Update - As presented by Aaron Hills 4.4 Projects Update - As provided by Tariq Medina and Meaghan Colpitts 4.5 Communications Update - As presented by Anne Ruzicka 5. Conferences/Training 5.1 Board Events Calendar – Updated 6. Correspondence 6.1 Village of Holden – Matching funds letter. 7. Board Matters 7.1 FIO – Strategic Planning Update GM to provide Presentation of Strategic Road Map at next scheduled Board Meeting. 7.2 FIO – Alternative Meeting Locations EA to provide confirmation of Board Meeting locations for remainder of 2016 calendar. 7.3 FIO – Development of Recycle Challenge – As presented by Anne Ruzicka. The information was the result of discussion with PAC Members for BMS to put together a draft recycling challenge that will be taken back to the PAC for review and ultimately to the Board for approval. 7.4 BDR – Holden and Area Bins GM/VPO/CC to present waste collection solutions for Holden and bin area problems that have been raised. 8. In-Camera Session 16 038 MOVED by DIR. Ducherer to go in-camera at 7:10PM CARRIED 16 039 MOVED by DIR. Marko to go out of camera at 8:24PM CARRIED 9. Motions Arising from In-Camera Session 16 040 Moved by DIR. Conquest that the Board authorize expenditure of up to $296,250.00, plus associated legal and closing costs, to purchase land from the current Owner at NW10-50-17-W4 subject to execution of a satisfactory agreement with Clean Harbors Canada Inc., and the Owner’s acceptance of an Offer to Purchase in the 2016 calendar year. B.R.W.M.S.C./BMS Regular Meeting April 21, 2016 2 Page 4 of 99 CARRIED 10. Meeting Evaluation – As required. 11. Adjournment 16 041 MOVED by DIR Marko to adjourn the meeting at 8:25PM. CARRIED The next regular meeting of, the Board will occur on May 19, 2016 at 6:00 pm at Tofield Chambers, Tofield. _ Chairperson GM B.R.W.M.S.C./BMS Regular Meeting April 21, 2016 3 Page 5 of 99 4.1 FOLLOW-UP ACTION LIST (FUAL) – 2016-05-19 Last modified: 2016.05.12 DATE REPORT WHO ACTION (to/via) TARGET (Status) 2013-11-28 Director Remuneration GM Develop a new policy and present 2016 07 31 to the Board for review and approval. Per Cuff report recommendation. 2014-06-19 Consulting Report – Good Neighbor Grant GM Municipalities requested Delayed Policy Community Impact Study be delayed. See 2014-10-23, motion 14-083 2014-06-19 14-051 – Letter of support to the Bathgate GM Letter sent to Bathgate Water Co- Pending Water Co-Op with payment of up to Op payment of $300,000 valid to December 31,2016 funds. 2014-11-20 14-099 Recreation Project Conceptual GM Work in Progress, Assigned to PAC Delayed Planning 2015 06 18 15 022 Recommendations of Cuff GM Update on Progress On Going Governance Report 2015 06 18 15 023 Recommendation to request a GM Will be dealt with in Strategic COMPLETE meeting with Beaver Regional Partnership Planning Sessions to develop an Implementation Plan 2015 10 15 15 072 That rural collection service to GM Motion Carried. Notice to go to 2016 05 19 existing out of County customers be Customers & Municipal Affairs continued with a rate increase, effective April 1, 2016, from $30/mth to $50/mth, pending formal approval by Municipal Affairs while this service continues 2015 10 15 15 073 That expansion of the rural GM Motion Carried. Notice to go to 2016 05 19 collection service to 6 out of County Municipal Affairs waiting list customers, is approved with service to begin only after approval by Municipal Affairs 2015 10 15 115 074 That the Board of Directors VPO Motion Carried. Analysis to be 2016 12 15 requests Management to complete an completed for May 2016 meeting Revision 3 FUAL Date: 2015.08.24 Page 1 of 5 Page 6 of 99 4.1 FOLLOW-UP ACTION LIST (FUAL) – 2016-05-19 Last modified: 2016.05.12 analysis for collection expansion opportunities and present findings and recommendations at the December Board Meeting. 2015 12 17 Strategic Review Session – Planning GM See 2016.03.17 COMPLETE details 2016 01 28 Operations Update VPO VPO to provide 2015 Health & COMPLETE Safety summary statistic 2016 01 28 Communications Update CC Communications Coordinator to COMPLETE provide draft of Micro-grant policy to Board at next scheduled Board meeting 2016 02 24 16 022 that the Board approve that Elevate GM Motion Carried. COMPLETE Consulting be hired as a strategic planning and facilitation consultant, from the budget allocation, in accordance with their proposal, for the cost of $39,680.00 + GST 2016 02 24 16 023 that the Board approve a maximum VPO Motion Carried. Finning Canada COMPLETE amount of $1,246,000 + GST for award of awarded project at $1,141,836 + the landfill scraper unit subject to staff GST. VPO to update at April Board completion demonstration trials of Meeting. competing vendor units. 2016 02 24 16 024 that the equipment and assets GM Motion Carried. Pending approval Pending presented, at a book value of $631,389.89 of Municipal Affairs. Update for and a depreciated net book value of May Board Meeting $73,500.00, be declared surplus to Commission operations, and sold to the highest bidder, with bids obtained through tendered public auction, and further that none of these assets were purchased, in whole or in part, with provincial funding, Revision 3 FUAL Date: 2015.08.24 Page 2 of 5 Page 7 of 99 4.1 FOLLOW-UP ACTION LIST (FUAL) – 2016-05-19 Last modified: 2016.05.12 such offer of sale to take place upon approval of the Minister of municipal affairs. 2016 02 24 16 025 that the Board requests the Minister GM Motion Carried. GM to issue letter 2016-05-19 of Municipal Affairs to approve this offer of sale.