Post on 27-Feb-2021
10/25/2016
tOFIEL
Public Advisory Committee (PAC) Meeting Package Tofield Chambers, Tofield
PUBLIC ADVISORY
COMMITTEE
AGENDA (FINAL)
October 25, 2016 Tofield Chambers, Tofield
PAC AGENDA 2016.10.25 Beaver Municipal Solutions
REGULAR MEETING
1. Call to Order
2. Additions/Deletions to Agenda
2.1 7.6 FIO - Conference Reports
7.7 FIO - Recycling Challenge Update 7.8 FIO - New Soil Disposal Contract Update
3. Approval of Minutes
3.1 The Minutes of the Regular meeting of August 23, 2016
4. Regular Reports (Consensus Agenda)
4.1 FUAL Updated
5. Conferences/Training:
5.1 Board Calendar of Events
6. Correspondence
6.1 As required
7. Community Topics:
7.1 FIO – PAC Member Appointee and Youth Member Recruitment
7.2 FIO – Schedule “A” By-Law 11/2016 7.3 FIO – Holden Community Bin Pilot Project
7.4 FIO – Open Houses
7.5 BDR – Annual Report from PAC Committee 7.6 FIO – Conference Reports
7.7 FIO – Upcycle Challenge
7.8 FIO – New Soil Disposal Contract
PUBLIC ADVISORY
COMMITTEE
AGENDA (FINAL)
October 25, 2016 Tofield Chambers, Tofield
PAC AGENDA 2016.10.25 Beaver Municipal Solutions
8. Adjournment:
8.1 Motion for Adjournment
B.R.W.M.S.C./PAC Meeting August 23, 2016 1
BEAVER REGIONAL WASTE MANAGEMENT SERVICES COMMISSION PUBLIC ADVISORY COMMITTEE (PAC) REGULAR MEETING
August 23, 2016 Village of Ryley, Ryley
6:00 p.m. PAC MEMBERS present at commencement:
Dwayne Metro – PAC Chairman Marc Svenson – PAC Vice Chairman
Ernie Whiteside – PAC Member Tracey Boast-Radley – PAC Member
MUNICIPAL MEMBERS present at commencement:
Ron Yarham – Board Chairman/Ex officio
Arnold Hanson – Beaver County
MEMBERS absent at commencement: Cindy Neufeld - CAO Town of Tofield Katherine Whiteside – CAO Village of Holden
ADMINISTRATION present at commencement:
Anne Ruzicka – Communications Coordinator (CC) Aaron Hills, CET – VP Operations Meaghan Colpitts, EIT – Engineering Coordinator
ADMINISTRATION absent at commencement:
Pierre Breau, P. Eng. – General Manager (GM) Marilyn Booth – Executive Assistant (EA)
1. Call to Order (Regular Meeting)
PAC Chairman Metro called meeting to order at 5:55 p.m.
2. Additions/Deletions to the Agenda
2.1 7.7 Moved to the first presentation 16 016 Moved by Member Boast-Radley that the Agenda be
approved with changes as circulated.
CARRIED 3. Reading and Approval of the Minutes
3.1 The Minutes of the Regular Meeting of June 28, 2016
16 017 MOVED by Member Svenson that the Minutes from
June 28, 2016 be approved as circulated. CARRIED
4. Regular Reports (Consensus Agenda)
4.1 PAC FUAL Updated
Lightning notice in Chronicle was discussed as good proactive article.
B.R.W.M.S.C./PAC Meeting August 23, 2016 2
5. Conferences/Training
5.1 Board Events Calendar – Updated
Advise EA as soon as possible if members plan to attend any upcoming conferences. Agenda should allow for time to present on
RCA and RemTech conferences by committee members at October meeting.
6. Correspondence – N/A
7. PAC Matters
7.1 FIO – PAC Member Appointees (Motion from Board Meeting 2016.08.18): PAC was presented with the motions from the 2016.08.18 Board
Meeting regarding; 1. The vacant member position on the PAC being advertised for
replacement at a term ending December 2017 with a recommendation for replacement made to the Board at its October 2016 regular meeting;
2. The existing PAC members be re-appointed for an additional one year term, and that staggered term replacements per the By-law
be advertised prior to the expiration of the one year term extension;
3. That an opening on the PAC for a member representing youth
(under 25) be made per changes to the appropriate By-law, and such amendment be brought forward to the Board for first
reading at its September 2016 regular meeting. PAC asked if they would have input onto the selected applicants, or
an opportunity to provide comment and requested this question be brought to the Board.
7.2 FIO – Large Item Collection Program The current Large Item Collection Program was presented. There was
extensive discussion about a formal Take it or Leave it program. PAC feels residents would be in favor of this is type of program.
7.3 FIO – Quarterly Operations Report VP of Operations advised that a Special Waste Codes of Practice
(Asbestos and Silica) is being prepared by a consultant. The process will include training for staff. Final report is due by October 14.
7.4 FIO – Changes to Administration Office Hours The Board approved the Administration Office Hours changing to
8:00am to 4:00pm Monday to Friday starting September 1, 2016.
7.5 FIO – Severe Weather Protocols CC informed the PAC members on Beaver Municipal Solutions severe
weather protocols for information. 7.6 FIO – Holden Rural Waste Collection Bin
This pilot is still proceeding
7.7 FIO – Open House Planning Alberta Environment Permit Renewal & Beaver County Deviation Permit
VP Operations presented background on landfill permit application
process and the next steps. Public consultation will be part of this process. Open houses will be scheduled over the next month.
Looking at including Class III cell for inert waste in the design.
B.R.W.M.S.C./PAC Meeting August 23, 2016 3
Engineering Coordinator advised PAC of an upcoming program with the CoE to accept their compost for curing, storing and sale.
Committee will be advised as soon as more information becomes available. Requested inclusion of this along with potential future programs in the landfill permit public consultations as an introduction
to those attending.
8. Adjournment 16 018 MOVED by Member Svenson to adjourn the meeting
at 7:40pm.
CARRIED
The next regular meeting of, the PAC will occur on October 25, 2016 at 6:00 pm at the Tofield Chambers in Tofield.
_
Chairperson
GM
4.1 PAC FOLLOW-UP ACTION LIST (FUAL) – 2016-10-25
Revision 3 FUAL Revision Date: 2016.03.30
DATE REPORT WHO ACTION TARGET (Status)
2015-03-02 Present an ISO 14001:2004 re-certification update
GM/Eng. Update pending Pending
2016-05-24 7.1 - Follow up to Recycling Challenge Sponsorship Program
PAC Committee discussed components of Recycling Challenge.
Members are asked to submit comments and
suggestions to BMS Admin.
Pending
2016-05-24 7.6 Follow up Recycling Options GM Administration reviewed the report
and asked the Committee for their
input. BMS will be presenting this information to
municipal members and seeking their input
before making a recommendation to the Board
Pending
2016-06-28 7.1 Strategic Plan Presentation Update GM Strategic Planning Road Map and Action
Plan. Administration to send notes of Strat
plan to PAC
2016.10.25
2016-06-28 7.2 PAC Member Appointees GM/PAC PAC to consider
expanding their committee with more representatives or
possibly adding a youth representative.
COMPLETE
4.1 PAC FOLLOW-UP ACTION LIST (FUAL) – 2016-10-25
Revision 3 FUAL Revision Date: 2016.03.30
Recommended that the PAC bring their
suggestions to the Board for approval for
September Board Meeting
2016-06-28 7.8 Recycling Challenge Sponsorship Program
CC/PAC PAC to help develop the Business Development Recycling
Challenge Plan and provide to CC by July
13.
In progress
2016-06-28 7.9 Topic Suggestions for “Did You Know?” CC/PAC PAC to help come up
with ideas on a “Did You Know” project with BMS
In progress
2016-08-23 7.1 PAC Member Appointees
GM/PAC PAC asked if they would have input onto
the selected applicants, or an opportunity to
provide comment and requested this question be brought to the
September Board Meeting
Complete
2016-08-23 7.3 Quarterly Ops Report VP of Operations advised that a Special
Waste Codes of Practice (Asbestos and Silica) is being prepared by a consultant. The process will include training for staff
VPO Final report is due by October 14
2016-10-14
2016-08-23 7.7 Open House Planning, Alberta Environment Permit Renewal and Beaver
County Deviation Permit
CC/VPO Open Houses to be scheduled and
communicated to PAC
2016-10-25
4.1 PAC FOLLOW-UP ACTION LIST (FUAL) – 2016-10-25
Revision 3 FUAL Revision Date: 2016.03.30
and Board Members as soon as more
information becomes available
5.1 BOARD EVENTS CALENDAR - 2016-10-25
5.1 BOARD EVENTS CALENDAR 2016.10.25
Revision 2 Board Calendar Date: 2015.08.24
DATE(S) TIME EVENT LOCATION COMMENTS Oct 25, 2016 6:00 – 7:00 pm PAC Meeting Tofield Chambers
Nov 17, 2016 6:00 – 8:00 pm Board Meeting Village of Ryley Regular Meeting/Organizational
Meeting
Nov 22. 2016 6:00 – 7:00 pm PAC Meeting Village of Ryley
Dec 3, 2016 6:00pm – 1:00 am
BMS Christmas Party Ryley Hall If you are interested in attending the Christmas
party please contact Lyndie or Jeanie at 780-663-2038 Lyndie, EXT: 103/Jeanie,
EXT: 109
Dec 15, 2016 6:00 – 8:00 pm Board Meeting Tofield Chambers Regular Meeting
Dec 20, 2016 6:00 – 7:00 pm PAC Meeting Tofield Chambers
Oct 11 – 13, 2017 RCA 2017 Recycling Council Conference
Lake Louise, AB If you are interested in attending: Contact Marilyn
@ 780-663-2038 Ext: 117
Jan 26, 2017 5:00 – 7:00 Board Meeting Tofield Chambers Tentative
Jan 31, 2017 5:00 – 7:00 PAC Meeting Tofield Chambers Tentative
Feb 23, 2017 5:00 – 7:00 Board Meeting Tofield Chambers Tentative
NO PAC in Feb
Mar 16, 2017 5:00 – 7:00 Board Meeting Ryley Tentative
Mar 28, 2017 5:00 – 7:00 PAC Meeting Ryley Tentative
Apr 20, 2017 5:00 – 7:00 Board Meeting Ryley Tentative
Apr 25, 2017 5:00 – 7:00 PAC Meeting Ryley Tentative
May 18, 2017 5:00 – 7:00 Board Meeting Ryley Tentative
May 30, 2017 5:00 – 7:00 PAC Meeting Ryley Tentative
Jun 15, 2017 5:00 – 7:00 Board Meeting Ryley Tentative
Jun 27, 2017 5:00 – 7:00 PAC Meeting Ryley Tentative
NO Meetings in July
Aug 17, 2017 5:00 – 7:00 Board Meeting Tofield Chambers Tentative
5.1 BOARD EVENTS CALENDAR - 2016-10-25
5.1 BOARD EVENTS CALENDAR 2016.10.25
Revision 2 Board Calendar Date: 2015.08.24
Aug 29, 2017 5:00 – 7:00 PAC Meeting Tofield Chambers Tentative
Sep 21, 2017 5:00 – 7:00 Board Meeting Ryley Tentative
Sep 26, 2017 5:00 – 7:00 PAC Meeting Ryley Tentative
Oct 19, 2017 5:00 – 7:00 Board Meeting Ryley Tentative
Oct 24, 2017 5:00 – 7:00 PAC Meeting Ryley Tentative
Nov 16, 2017 5:00 – 7:00 Board Meeting Tofield Chambers Tentative
Nov 28, 2017 5:00 – 7:00 Board Meeting Tofield Chambers Tentative
Dec 14, 2017 5:00 – 7:00 Board Meeting Tofield Chambers Tentative
Dec 19, 2017 5:00 – 7:00 PAC Meeting Tofield Chambers Tentative
FOR INFORMATION ONLY (FIO)
Revision 2 FIO Date: 2015.12.21
FIO 2016.10.25| Beaver Municipal Solutions
Please note below, that Motion 16 142 was carried at its October 20, 2016 Board Meeting;
That Yvonne Brown is nominated as the candidate to fill the vacant position of the Public Advisory
Committee. Anne Ruzicka has contacted the nominee and the nominee has accepted the
appointment.
Recruitment for the YOUTH PAC Member has started, with plans to take resumes to the Board in
November.
FOR INFORMATION ONLY (FIO)
7.3 FIO – 2016.10.25 | Beaver Municipal Solutions
Revision 3 RFD Date: 2015.12.16
Motion 16 136 was carried that the Commission extend the pilot project for MSW collection
for Holden rural residents at the Country Bottle Depot, operated by Mark Geibelhaus, located
at 49223 – RR160, Holden, AB T0B 2C0 to October 31, 2017.
GM/CC COMMENTS: Since implementation of the Holden Rural bin for collection of MSW at the Country Bottle
Depot on June 1, 2016, BMS has tipped the 40 yard bin twice. A total of 4.4 tonnes was
collected over this four month pilot project period. This is almost as much as the 4.7 tonnes
which was collected over a six month period from both the Holden and Bruce with the mobile
transfer station pilot project. This demonstrates that the waste collection bin located at the
bottle depot is being used.
In addition to the costs to service the waste collection bin, BMS has invested in infrastructure
in the form of signs that are located along County roads leading to the bottle depot. Signage
is also placed at the entrance to the site and beside the waste bin. Currently a mobile sign is
rented on a monthly basis and moved throughout the Village of Holden, however Holden
Administration has recently advised that rental of this mobile sign could be cancelled.
Mark Geibelhaus, from Country Bottle Depot, has reported that the program seems to be
working well for him. His constant scrutiny has resulted in limited if any contamination. The
majority of people bring their garbage in a separate trip from their bottles. Mark Geibelhaus
has advised that he has approximately twelve repeat garbage customers, although there are
a few people who have dropped off garbage only once during the past four months.
Comments from rural users is positive.
Records indicate that BMS has only received two new rural customers from the Holden region
since June 1. Although there has only been one recent official complaint made to the Village
Office regarding an urban bin being filled with pesticide containers, there has been no way to
determine if this pilot has been effective in reducing the amount of rural waste being placed
in urban bins. By extending the pilot project for a year, the Village of Holden and BMS will
better be able to determine the effectiveness of this program.
The lost revenue for BMS to continue would be for the servicing of the bin:
$300 per month for bin rental
$220 per tip (trucking)
No charge for tonnage (Beaver County residents)
This recommendation would also be to continue with the current general terms of service:
FOR INFORMATION ONLY (FIO)
7.3 FIO – 2016.10.25 | Beaver Municipal Solutions
Revision 3 RFD Date: 2015.12.16
Service is “as-is, where-is” on the Country Bottle Depot property. The Commission would post signage indicating acceptable wastes that can be disposed of, with appropriate Commission contact information regarding the bin. The bin would be unsupervised.
Access to the bin for residents would be during the normal open hours of the Country Bottle Depot, currently Tuesday and Saturday, 10:00 a.m. to 5:30 p.m.
The County Bottle Depot could place its waste in the roll-on/roll-off bin for free disposal as a measure of good faith on the part of the Commission for placing the bin on the property.
Pick-up of the waste roll-on/roll-off bin by Commission forces would be on an as-required basis.
Collection of waste litter would be the responsibility of the Country Bottle Depot. The Commission would install suitable promotional/directional signage on County
roads, subject to normal approvals, regarding the bin at the Country Bottle Depot at the Commission’s cost.
The arrangement will be good through to October 31, 2016, but can be terminated by either party with one week’s notice to the other party, at no cost.
The extension of this arrangement could provide more data to better determine if the
program is providing benefits to Holden and area residents, the Commission and Country
Bottle Depot.
BOARD DIRECTION REQUEST (BDR)
BDR 7.5 – 2016.10.25| Beaver Municipal Solutions
Revision 3 BDR Date: 2015.12.17
SUBJECT: PAC Committee Annual Report
DEFINE THE TOPIC:
KEY INFORMATION: In accordance with Board policy BRD-002, Committees of the Board, such as the Public Advisory Committee, are to submit an annual report to the Board of their activities. the recommended month is November. It is recommended that the Committee Chairman, Communication Coordinator and the General Manager meet to draft such a report, that it be reviewed by the Public Advisory Committee at its November meeting, carried and submitted to the Board.
STRATEGIC QUESTIONS: Use of policy is essential to Board governance. Good governance requires policies to guide the Board in its decisions and supports administration in providing structured advice to the Board. To ensure that policies are thoughtfully developed and presented to the Board, in an effective and efficient manner, it is recommended that administration work with Board members, or a special committee of the Board, throughout 2016 in order to accomplish the task of reviewing and developing this large number of documents.
RELEVANT POLICIES: BRD-002: BOARD REPORTS POLICY Submitted by: Pierre Breau, GM Endorsed by:
BRD-002 Beaver Municipal Solutions (BMS/BRWMSC) Commission Policy
BRD-002 | Beaver Municipal Solutions
Revision: 1 BRD-002 Revision Date: 2016.05.20
A Policy Regarding Reports to the Board (Board Reports) Date Approved by Board: 2016.05.19 Resolution No.: 16-050 Lead Role: GM Replaces: FIN-007 Last Review Date: N/A Next Review Date: 2019.05.19 Policy Statement
To provide effective governance and oversight to the Commission, the Commission Board of Directors, as well as the municipal member Councils, in their role as stakeholders, require accurate, timely, clear and well-prepared regular reports on all the Commission’s operations, as well as professional and qualified analysis and discussion of emerging issues, trends, risks and opportunities related to the Commission. Accordingly, this Policy provides guidelines regarding the Board’s expectations towards receipt of such information. Guidelines
1. The Board expects the following information and reports to be included in its regular meeting agenda and supporting documentation package (normally held monthly throughout the year).
a. A meeting agenda generally prepared as appended to this Policy; b. Draft meeting minutes of the Board’s previous regular meeting and any special/emergency
meetings held since for review and approval of the Board
c. The following Consensus agenda items to be accepted by motion of the Board for information only. Discussion of these items is only at discretion of the Board:
i. An update on actions taken resulting from the Board’s current Strategic Plan; ii. A Follow-Up Action List (FUAL) detailing the status of all Board motions and other
Board direction given by the Board to management with clear action statements and expected completion dates;
iii. A financial results statement providing: 1. An unaudited operating income statement for the reporting period ending in the
month previous to the month of the meeting. 2. An unaudited statement of capital project expenses for the reporting period ending
in the month previous to the date of the meeting. 3. An unaudited statement of financial position as at the end of the month previous to
the date of the meeting. iv. A brief management analysis and discussion of the statements presented, including
comparison to prior years; v. An Operations Update report regarding operational matters in the month. vi. A Communications Update report regarding external and internal communications
BRD-002 Beaver Municipal Solutions (BMS/BRWMSC) Commission Policy
BRD-002 | Beaver Municipal Solutions
Revision: 1 BRD-002 Revision Date: 2016.05.20
matters in the month. d. Correspondence addressed directly to the Board or Board chairperson e. Board Direction Requests (BDR) and Requests for Decision (RFD)
2. The Board will receive the following Quarterly reports:
a. Quarterly Financial Report (January, April, July, October) including:
i. Unaudited income statement and capital expense statement for the period; ii. Unaudited statement of financial position for the period; iii. Unaudited cash flow statement for the period; iv. Management analysis and discussion of the statements presented, including
discussion on variances observed with the year’s targets, adjusted year-end forecasts and actions and recommendations for attaining or surpassing targets, as warranted;
v. Quarterly progress on corporate Annual Incentive Program metrics.
b. A Quarterly Operations Report (February, May, August, November) regarding key operational factors including: i. Landfill air space utilization rates; ii. Landfill tonnages received; iii. Occupational health and safety data summaries including any provincial OH & S
investigations on-going; iv. Waste collection system updates of note to municipal members; v. Public complaints received; vi. Environmental and municipal development compliance updates, as warranted; vii. Key project completion status with respect to transfer to operations, or upcoming
recommended asset disposals; viii. Other operations matters of note;
c. A Communications Report (March, June, September, December) regarding key external
and internal communications including: i. Attendance at community and trade promotion events ii. Update of support given to sponsored groups and other community funding initiatives iii. Communications issued to municipal members and the general public, website
updates, presentations to Councils and general public such as open houses; iv. New employees, re-assignments, resignations, new job postings; v. Update on communications-related Strategic Plan initiatives.
Each Quarterly Report will be reviewed and discussed with Board and a motion for acceptance as information be considered.
3. The Board will receive the following Annual Reports: a. AIP metrics annual report and recommendation on annual bonus program – February; b. Annual auditor’s report and financial results – February; c. Annual employee report including report on any alleged harassment or discrimination
complaints – February; d. Annual occupational health and safety performance report – February; e. By-law and policy register of current documents including additions, deletions and
changes during the previous year, and proposed policy review schedule for upcoming
BRD-002 Beaver Municipal Solutions (BMS/BRWMSC) Commission Policy
BRD-002 | Beaver Municipal Solutions
Revision: 1 BRD-002 Revision Date: 2016.05.20
year – March; f. Annual Commission report – June; g. Annual environmental compliance report – June; h. Annual Community Support Grants report – June; i. Annual insurance claim and risk management report – September; j. Annual report from Committees:
i. Public Advisory Committee - November k. Proposed annual budget and 5 year business plan – November.
Each Annual Report will be reviewed and discussed with the Board, and a motion for acceptance as information, or for approval, as the case may be, be considered.
Roles and Responsibilities, Procedures, Forms and Related Policies
1. The implementation of this Policy will be through the General Manager with support from assigned
staff including the Chief Financial Officer, the Vice-President of Operations, the Communications Coordinator and the Board Secretary (GM Executive Assistant).
2. The recommended formats for the preliminary Board meeting agenda, the Request for Decision
(RFD) report and the Board Direction Request (BDR) report are appended to this Policy. 3. This Policy replaces Policy FIN-007 Quarterly Financial Reports. 4. Related policy: BRD-004 Communications