Public Advisory Committee (PAC) Meeting Package

Transcription

1 tofiel 11/22/2016 Public Advisory Committee (PAC) Meeting Package Tofield Chambers, Tofield

2 PUBLIC ADVISORY COMMITTEE AGENDA November 22, 2016 Tofield Chambers, Tofield 6:00pm REGULAR MEETING 1. Call to Order 2. Additions/Deletions to Agenda 3. Approval of Minutes 3.1 The Minutes of the Regular meeting of October 25, 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 Appointees 7.2 FIO By-Law Enforcement Unauthorized Waste 7.3 FIO PAC Course/Conference Reports 7.4 FIO Upcycle Challenge Update 7.5 FIO BMS Fiscal 2017 Budget Update 7.6 FIO 2017 Project Ideas 8. Adjournment: 8.1 Motion for Adjournment PAC AGENDA Beaver Municipal Solutions

3 BEAVER REGIONAL WASTE MANAGEMENT SERVICES COMMISSION PUBLIC ADVISORY COMMITTEE (PAC) REGULAR MEETING October 25, 2016 Tofield Chambers, Tofield 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 Yvonne Brown PAC Member BOARD DIRECTORS present at commencement: Ron Yarham Board Chairman/Ex officio ADMINISTRATION present at commencement: Pierre Breau, P. Eng. General Manager (GM) Anne Ruzicka Communications Coordinator (CC) Marilyn Booth Executive Assistant (EA) 1. Call to Order (Regular Meeting) PAC Chairman Metro called meeting to order at 5:57 p.m. Chairman Metro opened meeting with welcoming newest PAC Member appointee, Yvonne Brown. 2. Additions/Deletions to the Agenda Conference Reports 7.7 Recycling Challenge Update 7.8 New Soil Disposal Contract Update 3. Reading and Approval of the Minutes 3.1 The Minutes of the Regular Meeting of August 23, MOVED by Member Boast-Radley that the Minutes from the Regular Meeting of August 23, 2016 be approved as circulated. 4. Regular Reports (Consensus Agenda) 4.1 PAC FUAL Updated CARRIED 5. Conferences/Training 5.1 Board Events Calendar Updated December 20 PAC Meeting may be changed due to holiday season. Confirmation will be made at November 22 PAC Meeting. 6. Correspondence N/A 7. PAC Matters B.R.W.M.S.C./PAC Meeting October 25,

4 7.1 FIO PAC Member Appointees and Youth Member Recruitment. Yvonne Brown has been selected as the candidate to fill the vacant position of the Public Advisory Committee. Recruitment for the YOUTH PAC Member has started, with plans to take resumes to the Board in November. 7.2 FIO Schedule A By-Law 11/2016 By-Law 11/2016 was presented to the PAC Committee for information. 7.3 FIO Holden Community Bin Pilot Project Board Motion will extend the pilot project for MSW collection for Holden rural residents at the Country Bottle Depot, operated by Mark Geibelhaus, located at RR160, Holden, AB T0B 2C0 to October 31, Unauthorized waste is still being discarded in urban bins, it was discussed that signage or cameras could be placed, however By-law enforcements tools would need to be in place for these to be effective. GM and CC will return to Committee with further information on enforcement tools. 7.4 FIO Open Houses Communications Coordinator discussed the feedback received from the BMS Open House held on October 18, PAC members were encouraged to attend Nov 3 Open House 7.5 FIO Annual Report from PAC Committee 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 PAC report is due to the Board in November. It is recommended that the Committee Chairman, Communication Coordinator and the General Manager meet to draft such a report and that it be reviewed by the Public Advisory Committee at its November meeting, for submission to the Board in December. 7.6 FIO Conference Reports Committee Members provided verbal update on their attendance at recent conferences. Members Metro and Boast-Radley attended Rem- Tech and Member Whiteside attended RCA. A written report on the Rem-Tech may be presented at the November meeting. 7.7 FIO Upcycle Challenge Communications Coordinator presented PAC Committee with a draft of the Upcycle Challenge for their review and comments. 7.8 FIO New Soil Disposal Contract GM advised BMS has signed a new disposal contract for the Millwoods LRT project. Hours and days have been extended to accommodate this contract. Truck traffic volumes will be increased over next few months. Concerns about mud on Hwy 854 was brought forward. Entrance is currently swept twice daily 8. Adjournment MOVED by Member Boast-Radley to adjourn the meeting at 7:30pm. CARRIED B.R.W.M.S.C./PAC Meeting October 25,

5 The next regular meeting of, the PAC will occur on November 22, 2016 at 6:00 pm at the Tofield Chambers, Tofield. _ Chairperson GM B.R.W.M.S.C./PAC Meeting October 25,

6 4.1 PAC FOLLOW-UP ACTION LIST (FUAL) DATE REPORT WHO ACTION TARGET (Status) Present an ISO 14001:2004 re-certification GM/Eng. Update pending Pending update 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. Complete 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 Strategic Plan Presentation Update GM Strategic Planning Road Map and Action Plan. Administration to send notes of Strat plan to PAC PAC Member Appointees GM/PAC PAC to consider expanding their committee with more representatives or possibly adding a youth representative. Recommended that the PAC bring their Pending Complete Complete Revision 3 FUAL Revision Date:

7 4.1 PAC FOLLOW-UP ACTION LIST (FUAL) Recycling Challenge Sponsorship Program CC/PAC suggestions to the Board for approval for September Board Meeting PAC to help develop the Business Development Recycling Challenge Plan and provide to CC by July Topic Suggestions for Did You Know? CC/PAC PAC to help come up with ideas on a Did You Know project with BMS 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 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 Open House Planning, Alberta Environment Permit Renewal and Beaver County Deviation Permit VPO CC/VPO Final report is due by October 14 by Operations. Review is in process. Open Houses to be scheduled and communicated to PAC and Board Members as soon as more information becomes available FIO PAC Member Appointees GM/CC Youth PAC Member resumes to be presented Complete Complete Complete Pending Complete Revision 3 FUAL Revision Date:

8 4.1 PAC FOLLOW-UP ACTION LIST (FUAL) at next Board Meeting Nov 18, FIO Holden Community Bin Pilot Project CC Administration to research By-law enforcement regarding unauthorized waste disposal FIO Open Houses CC/PAC Next BMS Open House is November 3, CC has asked committee members for their help in organizing and setting up FIO Annual Report GM/CC/ PAC Chair the event. It is recommended that the Committee Chairman, CC and GM meet to draft the PAC Annual Report. Report will be reviewed by PAC then presented at the December Board Meeting FIO Conference Reports PAC It is recommended that the PAC Committee members draft a report regarding their experiences and knowledge learned from conferences or courses that BMS has funded. A written report on the Rem-Tech conference will prepared and presented Revision 3 FUAL Revision Date:

9 4.1 PAC FOLLOW-UP ACTION LIST (FUAL) FIO Upcycle Challenge CC/PAC PAC Members to send CC input they have regarding the Upcycle challenge Revision 3 FUAL Revision Date:

10 5.1 BOARD EVENTS CALENDAR DATE(S) TIME EVENT LOCATION COMMENTS Nov :00 7:00 pm PAC Meeting Village of Ryley Dec 3, :00pm 1:00 am BMS Christmas Party Ryley Hall If you are interested in attending the Christmas party please contact Lyndie or Jeanie at Lyndie, EXT: 103/Jeanie, EXT: 109 Dec 15, :00 8:00 pm Board Meeting Tofield Chambers Regular Meeting NO PAC in Dec Oct 11 13, 2017 RCA 2017 Recycling Council Conference Lake Louise, AB Jan 26, :00 7:00 Board Meeting Tofield Chambers Tentative Jan 31, :00 7:00 PAC Meeting Tofield Chambers Tentative Feb 23, :00 7:00 Board Meeting Tofield Chambers Tentative NO PAC in Feb Mar 16, :00 7:00 Board Meeting Ryley Tentative Mar 28, :00 7:00 PAC Meeting Ryley Tentative Apr 20, :00 7:00 Board Meeting Ryley Tentative Apr 25, :00 7:00 PAC Meeting Ryley Tentative May 18, :00 7:00 Board Meeting Ryley Tentative May 30, :00 7:00 PAC Meeting Ryley Tentative Jun 15, :00 7:00 Board Meeting Ryley Tentative Jun 27, :00 7:00 PAC Meeting Ryley Tentative NO Meetings in July Aug 17, :00 7:00 Board Meeting Tofield Chambers Tentative Aug 29, :00 7:00 PAC Meeting Tofield Chambers Tentative Sep 21, :00 7:00 Board Meeting Ryley Tentative Sep 26, :00 7:00 PAC Meeting Ryley Tentative Oct 19, :00 7:00 Board Meeting Ryley Tentative If you are interested in attending: Contact Ext: BOARD EVENTS CALENDAR Revision 2 Board Calendar Date:

11 5.1 BOARD EVENTS CALENDAR Oct 24, :00 7:00 PAC Meeting Ryley Tentative Nov 16, :00 7:00 Board Meeting Tofield Chambers Tentative Nov 28, :00 7:00 Board Meeting Tofield Chambers Tentative Dec 14, :00 7:00 Board Meeting Tofield Chambers Tentative Dec 19, :00 7:00 PAC Meeting Tofield Chambers Tentative 5.1 BOARD EVENTS CALENDAR Revision 2 Board Calendar Date:

12 Beaver Municipal Solutions Strategic Roadmap VISION Our desired future state MISSION Our reason for being To ensure the safe handling, treatment and disposal of waste and to enhance the quality of life for the people of Beaver County To ensure the environmentally safe handling, treatment and disposal of waste To promote the advancement of technologies and the establishment of related industries for waste reclamation To use the resources generated from Beaver Municipal Solutions operations to provide economic benefits to the people of the member municipalities of the Commission VALUE PROPOSITION Benefits to stakeholders GOALS AND OUTCOMES What we hope to achieve STRATEGIES Areas of focus to realize any opportunities Establish a minimum of $2 million dividend to shareholders annually Provide transparent and open communication Becoming leaders in industry - Be waste management service providers of choice Effectiveness and efficiency - Invest in new technologies - Seek innovative solutions For OUR CITIZENS For OUR CUSTOMERS For OUR EMPLOYEES We will Provide economic benefits to the county residents Provide employment opportunities in the region Be recognized as a pride in the local community Be recognized for our community involvement Exceed environmental standards and regulations Focus on business development - Develop sales-focused role - Implement an active marketing strategy Tax planning - Explore opportunities to minimize taxes if the company moves from a commission to corporation We will Be recognized as the best in the industry Move from waste management to municipal solutions Become the preferred service provider of choice Be seen as a leaders and experts in the sector Reduce reliance on a single customer to no more than 35% of gross revenues by 2022 Maintain costrecovery disposal rates for members Rebranding - Expand the company name so the span implies the entire province not only Beaver County Adding business expertise - Bring in business experts on the Board Maintain and exceed operational safety standards Governance and accountability Increase service diversity so less than 60% of gross revenues come from Beaver county regional landfill services by Be responsible and sustainable - Be future focused Logistics provider We will Be recognized as one of the top employers in Canada Be recognized as one of the best managed companies in the province Be recognized as the center of excellence for waste management services Leverage engineering accreditations Continue to support and provide local grants - Deliver brokered services for hauling or transportation of wastes Be one of the top 50 best managed companies in Alberta Community focus - Focus on corporate social responsibility - Provide community grants and sponsorships Employer of choice - Instill a culture of excellence - Set and exceed industry standards CURRENT VALUES Guidelines for our decision-making Customer service - Deliver services in a timely, responsive and proactive manner meeting their needs and aiming to delight Environmentally responsible Continue to reduce our environmental footprint and to provide a safe disposal of wastes Integrity - Act with honesty and honour without compromising the truth Support local community - Contribute to society and demonstrate corporate social responsibility Accountability - Acknowledge and assume responsibility for actions, services, decisions, and policies Safety focussed - Ensure the health and safety of staff and going beyond the legal requirements to an accident-free workplace Transparency - Provide a framework that promotes trust and confidence among staff, clients and other stakeholder Promote learning - Value learning, feedback, coaching and mentoring

13 Beaver Municipal Solutions Action Plan May 2016 Jul 2016 Sep 2016 Sep 2017 Develop a Strategic Roadmap and an Action Plan Duration 2 months Outline the possible governance options available to BMS Inform stakeholders on the current and future operating environment for BMS Provide information to all members on key risks and benefits to consider for all the options Form consensus from all stakeholders to move forward to Business Case development Develop a Strategic Roadmap outlining BMS vision, mission and goals Develop an Action Plan outlining the activities and timeline for the transition Develop a detailed Business Case Duration 2 months Complete detailed analysis and assessment of all options available for BMS Develop assessment criteria Provide the strategic fit, risks and benefits for each option Analyse the legal requirements for each option Outline taxation consideration for each option Provide financial projections for each option Recommend an option based on how each score against the assessment criteria Publish the Business Case findings to the members Approval Seek approval from Commission to select the preferred governance option Develop and agree on a Stakeholder Charter Duration 2 months Review and agree on any membership shares Finalize and agree on any details regarding the governance structure Review and agree on any changes to the name, services provided or revenue sharing agreements Develop an detailed Transition Plan Duration 2 months Develop a business plan and an operation plan for the option selected Determine list of services to be provided Develop and present a detailed Transition Plan to the shareholders or members Approval Seek approval from Commission and Municipalities to go head with the transition plan Apply to Municipal Affairs Gather required documentation Duration 1 month BMS meets all requirements set by Municipal Affairs BMS collects all the required documentation to apply to Municipal Affairs BMS completes and submits the application to disestablish regional services Commission (if required) and to establish the approved governance model Application reviewed and approved Duration 4 to 24 months Application is reviewed and approved by Municipal Affairs Administration, finances, operations are transferred from commission to Corporation (if applicable) or proposed by law amendments are made (if applicable) Implement post transition activities Duration 3 months Recruit any new resources as identified - Nominate any new board members as required - Identify skill gaps and recruit new staff Rebrand BMS and communicate changes to clients, stakeholders and staff - Announce and launch the new company name, logo and brand - Continue business development activities Implement activities from the business and operational plan - Implement steps to diversify services delivered - Build a center of excellence for waste management OUTCOMES Information sharing with members Consensus over available governance options amongst members OUTCOMES Detailed assessment for each available option Recommended option based on predetermined assessment criteria OUTCOMES Agreement on membership, share ownership and governance structure Members review the detailed Transition Plan OUTCOMES Meet all requirements set by Municipal Affairs to apply for the governance structure change Application and approval to transition to the new governance option from Municipal Affairs OUTCOMES Manage change for the clients, stakeholders and staff through the transition Expand operations into new lines of service

14 FOR INFORMATION ONLY (FIO) BUSINESS PLAN 2017 PRELIMINARY OVERVIEW STRATEGIC PLAN o Increase non-landfill revenue o Get more customers o $2 million minimum dividend per year to members o Member and community support grants o Operational excellence o Employer of choice o Become municipal-controlled corporation YEAR-END FORECAST 2016 o Above target results Revenue $22.2 M Operating income $12.2 M Capital expenditure below budget $8.285 M o $2 M dividend to be paid to members Feb 2017 last year of Municipal Affairs approval FISCAL 2017 o Revenue reduction Edmonton rate reduction offset by soils work o Expense contraction Keep organizational headcount to ensure customer service and compliance excellence Bathgate grant dropped but still + $300K for grants and community support o Maintain 2016 target operating income of $8.45 M for 2017 o Capital expenditure of $8.5 M includes $4.5 M landfill cell expansion and $2.2 M landfill equipment no debt required o Maintain landfill liability account and $2 M member dividend for Feb 2018 pending approval CASH FLOW PLAN TO 2021 o SCENARIO 1 Continue with existing customer base and maintain operating expense framework Capital expenses reduced over next 4 years to keep with existing revenue base Capital expense includes phased transfer station improvements through to No debt 6.2 FIO Beaver Municipal Solutions Revision 2 FIO Date:

15 FOR INFORMATION ONLY (FIO) Maintain liability closure account Dividend maintained at $2 M per year\ Grants kept at same level No capital for business development not MCC Risk of Thorhild not substantially mitigated by diversification loss of customers CASH FLOW PLAN TO 2021 o SCENARIO 2 Income increase with Northlands Recycling hauling and disposal, Aug 2018 Keep existing customers Capital increase to provide Northlands service No debt Maintain liability closure account Dividend maintained Grants kept No additional capital for business development not MCC Risk increased due to increased expenditures for large Northlands contract Risk of Thorhild not substantially mitigated by diversification loss of customers 6.2 FIO Beaver Municipal Solutions Revision 2 FIO Date:

16 BEAVER MUNICIPAL SOLUTIONS W/O NORTHLANDS forecast prelim estimate estimate estimate estimate Five year plan cash basis Total Operations Revenue 27,014,284 20,450,110 22,276,326 17,690,000 18,220,700 18,767,321 19,330,341 19,910, ,659,333 Expenses 9,919,967 8,776,711 10,050,000 9,240,000 9,517,200 9,802,716 10,096,797 10,399,701 77,803,093 Operating Income (cash generated, no working capital adjustments) 17,094,317 11,673,399 12,226,326 8,450,000 8,703,500 8,964,605 9,233,543 9,510,549 85,856,240 % to revenue 63% 57% 55% 48% 48% 48% 48% 48% 52% Investing Activities Land Buildings 931, , ,945 1,611,022 Equipment 443,429 3,571,291 3,281,534 7,296,254 Other 775, ,769 3,638,612 8,500,000 4,700,000 7,000,000 5,000,000 7,000,000 37,208,381 Post closure spending 1,114,508 1,222,909 2,337,417 Capital Projects, net of disposals 3,264,821 4,703,253 8,285,000 8,500,000 4,700,000 7,000,000 5,000,000 7,000,000 48,453,074 Marketable Securities, Beginning Post Closure 3,502,516 3,608,039 4,372,284 4,444,728 5,444,728 6,444,728 7,444,728 8,444,728 3,502,516 New Investments - IN 105, ,245 72,444 1,000,000 1,000,000 1,000,000 1,000,000 1,000,000 5,942,212 Less: Proceeds - OUT Net source (use) (105,523) (764,245) (72,444) (1,000,000) (1,000,000) (1,000,000) (1,000,000) (1,000,000) (5,942,212) Marketable Securities, End 3,608,039 4,372,284 4,444,728 5,444,728 6,444,728 7,444,728 8,444,728 9,444,728 9,444,728 Marketable Securities, Beginning Working Capital 1,450,673 9,128,529 13,254,690 14,301,891 11,451,891 12,451,891 11,451,891 12,451,891 1,450,673 New Investments - IN 11,628,356 4,126,161 1,047,201 1,000,000 1,000,000 18,801,718 Less: Proceeds - OUT 3,950,500 2,850,000 1,000, ,000 8,300,500 Net source (use) (7,677,856) (4,126,161) (1,047,201) 2,850,000 (1,000,000) 1,000,000 (1,000,000) 500,000 (10,501,218) Marketable Securities, End 9,128,529 13,254,690 14,301,891 11,451,891 12,451,891 11,451,891 12,451,891 11,951,891 11,951,891 Marketable Securities, Beginning Equipment Reserve 156, , , , , , , , ,200 New Investments - IN 0 Less: Proceeds - OUT 0 Net source (use) Marketable Securities, End 156, , , , , , , , ,200 Financing Activities Bank Loans, Beginning 1,881, ,881,535 New Loans 766, ,500 Less: Payments 2,648,035 2,648,035 Net loan (payment) (1,881,535) (1,881,535) Bank Loans, End Member distribution (1,000,000) (3,300,000) (2,000,000) (2,000,000) (2,000,000) (2,000,000) (2,000,000) (2,000,000) (16,300,000) % to prior year's operating revenue 18% 19% 17% 16% 24% 23% 22% 22% Cash balance, beginning of period 420, , , , , , , , ,872 Working capital adjustment (3,040,248) 1,105,495 (613,991) (2,548,744) Cash balance (incl USD), end of period 545, , , , , , , , ,330

17 BEAVER MUNICIPAL SOLUTIONS W/ NORTHLANDS forecast prelim estimate estimate estimate estimate Five year plan cash basis Total Operations Revenue 27,014,284 20,450,110 22,276,326 17,690,000 22,534,500 29,120,441 29,994,055 30,893, ,973,592 Expenses 9,919,967 8,776,711 10,050,000 9,240,000 12,105,480 16,014,588 16,495,026 16,989,876 99,591,648 Operating Income (cash generated, no working capital adjustments) 17,094,317 11,673,399 12,226,326 8,450,000 10,429,020 13,105,853 13,499,029 13,903, ,381,943 % to revenue 63% 57% 55% 48% 46% 45% 45% 45% 50% Investing Activities Land Buildings 931, , ,945 1,611,022 Equipment/Northlands 443,429 3,571,291 3,281,534 4,000,000 3,000,000 2,000,000 2,000,000 18,296,254 Other 775, ,769 3,638,612 8,500,000 4,700,000 7,000,000 5,000,000 7,000,000 37,208,381 Post closure spending 1,114,508 1,222,909 2,337,417 Capital Projects, net of disposals 3,264,821 4,703,253 8,285,000 8,500,000 8,700,000 10,000,000 7,000,000 9,000,000 59,453,074 Marketable Securities, Beginning Post Closure 3,502,516 3,608,039 4,372,284 4,444,728 5,444,728 6,444,728 7,444,728 8,444,728 3,502,516 New Investments - IN 105, ,245 72,444 1,000,000 1,000,000 1,000,000 1,000,000 1,000,000 5,942,212 Less: Proceeds - OUT Net source (use) (105,523) (764,245) (72,444) (1,000,000) (1,000,000) (1,000,000) (1,000,000) (1,000,000) (5,942,212) Marketable Securities, End 3,608,039 4,372,284 4,444,728 5,444,728 6,444,728 7,444,728 8,444,728 9,444,728 9,444,728 Marketable Securities, Beginning Working Capital 1,450,673 9,128,529 13,254,690 14,301,891 11,451,891 10,151,891 10,151,891 13,651,891 1,450,673 New Investments - IN 11,628,356 4,126,161 1,047,201 3,500,000 2,000,000 22,301,718 Less: Proceeds - OUT 3,950,500 2,850,000 1,300,000 8,100,500 Net source (use) (7,677,856) (4,126,161) (1,047,201) 2,850,000 1,300,000 0 (3,500,000) (2,000,000) (14,201,218) Marketable Securities, End 9,128,529 13,254,690 14,301,891 11,451,891 10,151,891 10,151,891 13,651,891 15,651,891 15,651,891 Marketable Securities, Beginning Equipment Reserve 156, , , , , , , , ,200 New Investments - IN 0 Less: Proceeds - OUT 0 Net source (use) Marketable Securities, End 156, , , , , , , , ,200 Financing Activities Bank Loans, Beginning 1,881, ,881,535 New Loans 766, ,500 Less: Payments 2,648,035 2,648,035 Net loan (payment) (1,881,535) (1,881,535) Bank Loans, End Member distribution (1,000,000) (3,300,000) (2,000,000) (2,000,000) (2,000,000) (2,000,000) (2,000,000) (2,000,000) (16,300,000) % to prior year's operating revenue 18% 19% 17% 16% 24% 19% 15% 15% Cash balance, beginning of period 420, , , , , , , , ,872 Working capital adjustment (3,040,248) 1,105,495 (613,991) (2,548,744) Cash balance (incl USD), end of period 545, , , , , , , , ,033