10/25/2016 Public Advisory Committee (PAC) Meeting Package...Oct 25, 2016 · at 49223 – RR160, Holden, AB T0B 2C0 to October 31, 2017. GM/CC COMMENTS: Since implementation of the

10/25/2016

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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.


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.


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



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



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.

Marilyn.Booth

Text Box

7.2 FIO 2016.10.25 BEAVER MUNICIPAL SOLUTIONS

Marilyn.Booth

Text Box

Marilyn.Booth

Text Box



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:


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




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




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

Documents

10/25/2016 Public Advisory Committee (PAC) Meeting Package...Oct 25, 2016 · at 49223 – RR160, Holden, AB T0B 2C0 to October 31, 2017. GM/CC COMMENTS: Since implementation of the