PUBLIC ADVISORY COMMITTEE MEETING BEAVER MUNICIPAL …

SEPTEMBER 24, 2019

PUBLIC ADVISORY

COMMITTEE

MEETING

BEAVER MUNICIPAL

SOLUTIONS

5:00 PM

Regular Agenda

1. Commencement

2. Additions/Deletions

3. Approval of Minutes

4. Consensus Agenda /

Regular Reports

5. Conferences/Training

6. Board Matters

Beaver Municipal Solutions

50117 Range Road 173 Ryley, AB T0B 4A0 PH: 780-663-2038 FAX: 780-663-2006

beavermunicipal.com

BMS PAC Committee

Chairman Mark Svenson

Vice-Chairman Ron Yarham

Member Zsusanna Hemperger

Member Lucy Upham

Member Yvonne Brown

Member Amy McIsaac

BMS Board Chairman Brian Ducherer

http://www.beavermunicipal.com/

BEAVER MUNICIPAL SOLUTIONS

AGENDA PUBLIC ADVISORY COMMITTEE MEETING

September 17, 2019 5:00 PM

Beaver Municipal Solutions

AGENDA 2019.09.17 Beaver Municipal Solutions

1. Commencement 2. Additions/Deletions to the Agenda

3. Approval of Minutes from the March 5, 2019 PAC Meeting: 4. Regular Reports (Consensus Agenda)

4.1 Follow Up Action List (FUAL) 4.2 Operations Update 4.3 Program & Communications Update 4.4 HRP Update

5. Conferences/Training/Correspondence

5.1 Events Calendar 5.2 Public Consultation Schedule 5.3 SWANA Report

6. PAC Matters 6.1 FIO – 2019 Public Advisory Committee Terms 6.2 FIO – Ag Plastic Program Update 6.3 FIO – Public Awareness Sessions – Community Involvement 6.4 FIO – Speed Reduction – Request to Alberta Transportation 6.5 FIO – Road Cleaning – New Pavement Project 6.6 FIO – Phase 1 design of Landscaping Architecture

7. Meeting Evaluation Form

7.1 Director Evaluation Form 8. Adjournment:

8.1 Motion for Adjournment

Next Meeting November 19, 2019

5:00 PM

BEAVER REGIONAL WASTE MANAGEMENT SERVICES

COMMISSION

Beaver Municipal Solutions/BMS PAC Meeting – 2019.03.05

PUBLIC ADVISORY COMMITTEE MEETING Date: March 5, 2019 Location: Beaver Municipal Solutions Time: 5:00 P.M. PAC Members present at commencement: Chairman: Mark Svenson Vice-Chairman: Ron Yarham Member: Yvonne Brown Member: Zsuszanna Hemperger PAC Members absent at commencement: Member: Lucy Upham Member: Amy McIsaac Guests present at commencement: N/A BOARD Directors present at commencement: Board Chairman: Brian Ducherer ADMINISTRATION present at commencement: General Manager: Pierre Breau, P. Eng., ICD.D PCS: Anne Ruzicka ADMINISTRATION absent at commencement: N/A MINUTES OF MEETING: Executive Assistant: Marilyn Booth

1. Organizational PAC Chairman and Vice Chairman Selection:

General Manager Pierre Breau called the meeting for Selection of Chairman and Vice Chairman to order at 4:50 PM.

1.2 Selection for Chairman:

Call for Nominations: GM Pierre Breau called 3 times for nomination for the Chair position. Member Svenson was nominated to be Chairman, as no other nominations were forthcoming.

19 001 Moved that the Public Advisory Committee recognizes Mark Svenson

as PAC Chairman, and recommends his appointment to serve as PAC Chairman through to December 31, 2019.

Carried

1.3 Selection for Vice-Chairman:

Call for Nominations:

Chairman Svenson called 3 times for nomination for the Vice-Chairman position. Member Yarham was nominated to be Vice-Chairman’s no other nominations were forthcoming.

19 002 Moved that the Public Advisory Committee recognizes Ron Yarham to

serve as a PAC Vice-Chairman, through to December 31, 2019. Carried


COMMISSION


2. Commencement Chairman Svenson called the Regular Meeting to order at 5:00 PM.

3. Additions/Deletions to the Agenda

19 003 Moved by Member Brown to approve the agenda as presented. Carried

4. Reading and Approval of the Minutes from the November 27, 2018 Regular Meeting.

19 004 Moved by Member Brown to approve the Minutes of November 27, 2018, as circulated.

Carried

5. Regular Reports (Consensus Agenda)

19 006 Moved by Member Hemperger to approve the Consensus Agenda for information as provided.

Carried

6. Conferences/Training Correspondence

19 007 Moved by Member Hemperger to accept the Calendar of Events for information as provided.

Carried

7. PAC Matters

7.1 FIO – Landscaping Architectural Study BMS posted a Request for Proposals (RFP) for landscape architecture for a landfill conceptual plan onto Alberta Purchasing Connection website. RFP’s were received and opened on February 19, 2019. The proposals have been reviewed and a successful firm will be awarded by Friday, March 8, 2019. The PAC and Board will be advised accordingly. The study will provide a concept landscape architectural multi-year plan for lands surrounding the landfill site, and a detailed tender package for the first phase of construction planned for 2020. A presentation of the proposed concept plan will be presented to the PAC at a future meeting.

7.2 FIO – 2019 Community Promotions Plan PCS presented the 2019 Community Promotions Plan for information. In addition to the 2019 planned actions, the Community Plan provides a planning timeline through to 2023 on other community waste management projects.

7.3 FIO – Landfill Gas Study BMS has consulted with GHD Limited, to perform a landfill gas collection and utilization system feasibility study to assist with the possibility of installing a methane gas collection system that can be used for energy production. A draft report has been submitted and is being reviewed by staff. Review results will be presented to the PAC at a future meeting. In addition, BMS has submitted a funding application to the Community Generation Capacity Building Program for Front-End Engineering Design (FEED) of the proposed landfill gas collection and energy production system. The funding amount is $154,960.00

7.4 FIO – Ag Plastics Project Development Included in the presented Community Promotions Plan is development of a proposed Agricultural (Ag) Plastics collection program for Beaver County. The Alberta


COMMISSION


government has announced intentions to provide funding for such programs. Once the details of the new program are officially announced, BMS will apply for funding, and seek other partners, including neighbouring municipalities, to participate. Planning will begin in 2019, for proposed implementation in 2020.

7.5 RFD – Committee Members Events Attendance

19 008 Moved by Member Yarham that, the Public Advisory Committee send up to, two members to attend the 2019 SWANA conference in Winnipeg, MB, May 22 – 24, 2019, with costs covered and per diem remuneration per BMS by-laws and polices.

Carried

8. Adjournment

19 009 Moved by Board Chairman Ducherer to adjourn the meeting at 6:30

PM. Carried

Chairman:

General Manager:

Next Regular Meeting

April 16, 2019 5:00PM

BMS Training Centre

4.1 – Follow Up Action List – 2019.09.17

Meeting Follow Up Action List 2019.09.17

Revision: 5 FUAL Date: 2017.10.26

Date Report Who Action Status

2019.01.24 FIO – Resident Transfer Stations GM/PCS Chairman Ducherer expressed concern

regarding out-of-county residents disposing of solid waste at BMS transfer stations for no-fee, similar to in-county residents. The Board directed staff to return with a proposal identifying programs that would be implemented to curtail these occurrences. See in county Residents program 2019.06.27

In Progress

2019.03.21 Lane Caputo compensation review BMS Mgmt. Management to review the compensation report in detail and discuss possible recommendations to Board at a future Board Meeting

2019.11.07

2019.04.25 6.1 – FIO – ATB Wealth Presentation: Jaclyn Perrot, from ATB Wealth presented details of investment5 mandate per the MGA, historical fund performance.

External/CFO Board has requested that ATB Wealth follow up at a future Board Meeting to discuss the plans to better the BMS Portfolio and requests further research information into the university bond index

In Progress

2019.06.27 Landfill Architectural Plan GM Motion approving concept plan. BMS staff to meet with architect to develop phase 1 detailed plan and present to Board at November meeting

2019.11.28

2019.06.27 19 087 – Annual Community Grants, that the Board approve the annual community supports grants as recommended by administration

PCS Motion Carried. Anne to issue award letters to grant recipients. Anne to issue letters to three infrastructure grant requestors that motion holding off on infrastructure grants until MCC decided. Grants to be re considered at November Board Meeting

2019.11.28

2019.06.27 In County Residents Program PCS Anne to complete program implementation plan for future Board RFD – tentatively set

2019.11.28




for recommendation at November Board Meeting

2019.06.27 19 088 – New Admin Building: that the Board approve a Request for Proposals be issued to receipt of submissions from qualified firms of Design-Build Proposals for a new BMS administration building approximately 3,000 square feet of usable office and meeting space located on BMS lands adjacent the main entrance off of Secondary Highway (North) 854

GM Motion Carried. BMS staff to issue RFP and have recommendation for award ready for November Board Meeting

2019.11.07

2019.06.27 GHG Mitigation Plan presented GM GM to update for Board Presentation for September Board Meeting.

Complete

2019.06.27 19 089 – Services Charter: that the Board agrees in principle with the Municipal Member Solid Waste Mgmt., Charter as presented, and that the Charter be submitted to the MCC Steering Committee.

GM Motion Carried. GM to send Services Charter to member CAO’s for review, comment and inclusion in MCC agreements

In Progress

2019.07.30 FIO 3.1 – Mud on Highway GM Follow up required for BMS staff to consult with Alberta Transportation on reducing speed zone on Hwy 854 in vicinity of Landfill entrance. Follow up to the request will be shared with the Board at a future Board meeting. It was discussed by the County that Alberta transportation is responsible for any implementation of speed adjustments..

Complete

2019.07.30 FIO 3.2 – Carbon Black Ops/GM A full report regarding the incident for the Carbon Black investigation to be provided to the Board when investigation completed.

Complete

2019.08.22 BDR – Claystone Website Presentation. PCS Launch of the new website expected for end of August. Public Information session to be scheduled

Complete




2019.08.22 19 111 – RFD – 2020 Purchase of Track Loader that the Board approve the allocation of 2020 capital equipment purchase in the estimated amount of up to $900,000.00 CAD to allow Engineering to tender and order a new Track Loader. Delivery and expense of the equipment would be in 2020.

Eng Motion Carried. Engineering to issue tender for the purchase of the approved Track loader

Complete

2019.08.22 19 112 – That the Board request Municipal Affairs to release unit 108, a 2015 973D Track Loader

EA Motion Carried. EA to prepare letter to Municipal Affairs.

Complete

2019.08.22 19 113 - that the Board approve a budget of $87,522.68 + GST to be approved for repair of unit 111, Caterpillar Model 973D track loader, S/N LCP00442 and staff report back on completed work and results of warranty negotiations at the next practicable Board Meeting.

OPS Motion Carried. Operations Manager to keep Board informed on the results of the Warranty work for unit 111 and provide further information at the September Board Meeting.

Complete

2019.08.22 19 117 – that the Board approve the draft Operating Agreement and forward to the Municipal Member Councils for their review with respect to creation of the proposed municipal-controlled corporation, Claystone Waste

GM/Board Motion Carried. Draft Operating Agreement to be shared with Municipal Member Councils.

In Progress

2019.08.22 November Board meeting HRPM HR Logix results to presented at November Board Meeting

2019.11.07

2019.08.22 November Board Meeting Ops/GM/ENG The functionality of the GPS system in Hauling trucks be presented at the November Board Meeting for information

2019.11.28

2019.08.22 RFD – Appointment of Financial Auditors CFO RFD to be presented to the Board requesting Y & A be appointed as external financial auditors for the 2019 fiscal year

Complete

2019.08.22 Quarterly Ops Report OM Quarterly Operations Report to be presented at the September Board

Complete




2019.08.22 RFD – Waste Water Ops/GM/ENG Recommendation to be presented on waste water for November Board Meeting

2019.11.07

2018.08.22 Board Calendar EA Board Calendar to be updated with BMS Christmas Party

In Progress

2019.08.22 Reports Due GM/CFO Annual Insurance Claim and Risk Management Report to be presented at the September Board meeting

2019.11.07

2019.08.22 Future Board Meeting CFO CFO to provide Longview proposal of new computers for BMS and present recommendation at future Board Meeting.

In Progress

Tofield transfer station

2019.09.19 RFD – Quarterly Ops Report That the Board approve the Ops Quarterly report as presented

OM Motion Carried. Confirmation required from an independent consultant regarding the leachate spill.

2020.?.?

2019.09.19 RFD – Appointment of Financial Auditors Y&A. CFO Motion Carried. Complete

2019.09.19 Added Item – 6.4 – FIO – Holden Bottle Depot OM The Board directed staff to consult with the operator and the village in order to develop alternate solutions to illegal dumping in the affected area, and report back to the Board on status at its next meeting.

2019.11.07

2019.09.19 Added Item – 6.5 – RFD – MCC Business Plan 5.2 Approval. that version 5.2 of the MCC Claystone Waste business plan be approved.

Motion Carried. Complete

2019.09.19 Added Item – 6.6 – RFD – Ag Plastic Launch GM/PCS Motion Carried. PCS to move forward with implementation. GM to sign agreement. Finance Department to set up details in Reflex

In Progress




2019.09.19 Employee Survey HR HRM to present Board with the Lane Caputo survey for next Board Meeting

2019.11.07

2019.09.19 Willows GM Board recommended GM to provide a Final report regarding the Willow Project

2019.11.28

2019.09.19 Operations OM/HR Board recommended Management look into hours of landfill to remain open 7 days a week, to minimize the overtime costs for employees.

In Progress

OPERATIONS QUARTERLY REPORT

6.1 - Operations Board Meeting 2019.09.19

Landfill – Waste Volumes and Capacity Tracking

0

20000

40000

60000

80000

100000

120000

140000

160000

180000

200000

Jan'18 Jan'19 Feb '18 Feb'19 Mar '18Mar '19 Apr '18 Apr '19 May'18

May'19

Jun '18 Jun '19 Jul '18 Jul '19

Waste Comparison by Type 2018 to 2019 YTD MonthlyCS

SW

SW (liquid)

DW

Clean Concrete

Freon (items)

C&D

MSW



-

50,000.00

100,000.00

150,000.00

200,000.00

250,000.00

Customer 1 Customer 2 Customer 3 Customer 4

Major MSW Customers 2018 to 2019 Comparison

Jan-Jul 2018 Jan-Jul 2019



Cell 6 Construction has finished and we are now filling the cell with waste. N





Collection and Hauling Collection is currently working on implementing the new GPS Tracking system for our bins and trucks. Below is a breakdown of the completed work orders in 2019

7

4

1

8

2

5

2

01

4 4

1 1

8

0 001 1

4

0

7

0 0

2

5

3

7

0

15

0 0

3

5

12

25

1716

2

00

2

56

2

12

100

6 6

15

4

13

0 0

4

21

9

2

10

1

4

0

5

10

15

20

25

30

Bin Removal New Bin BinReplacement

Extra Tip Bin Lid Repair 40 yard BinPlace and Tip

PR 40 yard BinPlace and Tip

PR 4 yard BinPlace and Tip

Completed Collection Work Orders 2019

Jan Feb Mar Apr May Jun Jul Aug



Hauling operations continue for contract customers including the City of Edmonton, below is a comparison between 2018 and 2019 by month.

1,436.97

-864.99

-609.66

-924.46

331.06

708.60 684.32

-1,500.00

-1,000.00

-500.00

-

500.00

1,000.00

1,500.00

2,000.00

Jan Feb Mar Apr May Jun Jul

BMS Hauling for COE 2018 to 2019 YTD Change (tonnes)



In an effort to diversify the revenue options, Hauling has been bringing in waste from additional customers.

Capital Projects Repairs and Engine Rebuild Unit 111 (Finning) Edmonton. The original quote is for Finning to completely rebuild unit 111 to a factory standard. Finning’s Technicians have gone through all things minor and major for replacement, including a new windscreen, wipers and seat. This is a standard Finning first quote, whenever they receive one of our machines for some sort of work repair estimate. Following from this Blaine has edited this first quote removing all items that we do not want done, do not need doing, or we have parts in our stock already paid for, and our mechanics can do the work. This edited quote was sent back to Finning for adjustment and reissue. This second quote is revised.

5954

.89

5759

.32

5531

.62

4999

.84

6778

.04

6243

.9

6617

.73

5739

.43

372

241.

7

401.

94

508.

39

594.

46

456.

9

609.

95

560.

12

414.

45

339.

15

434.

18

552.

81

630.

4

533.

33

633.

6

619.

48

1488

.88

680.

15

2710

.9

2469

.55

47.4

1

961.

85 1442

.31

1409

.02

0 0 166.

94

0 0 0 0 00 0 0 0

211.

42

456.

16 912.

38

456.

16

0 0 0 0 0 0 16.7

4

8.14

J A N U A R Y F E B R U A R Y M A R C H A P R I L M A Y J U N E J U L Y A U G U S T

BMS HAULING 2019Customer 1 Customer 2 Customer 3 Customer 4 Customer 5 Customer 6 Customer 7



Now, this still leaves the unanswered question concerning any warranty for the engine rebuild? Mark and Blaine have had difficulty in getting any answers from Finning concerning this cost, but Juvy was able to get Mark a contact within the Cat organisation through her personal contacts, and I have reached out to the relevant department. I have been in correspondence with Barry at Caterpillar, who is discussing our warranty concerns with Finning. Following a meeting with Cat and Finning to discuss repairs and warranty the following quotes were supplied: Below is the breakdown for the engine repair options on the 973 and the offer of the support we can provide for the failure. Option 1 – Repair the failed engine to a before failure condition;

- Parts - $32,550.78 - Labor - $31,500.00 - Total - $64,052.78

Option 2 – Replace engine with a long block and necessary parts – zero hour engine;


Option 3 – Replace engine with a drop in ready engine – zero hour engine;


Finning have offed a financial support of 36.5% of the cost of the before failure repair options for a total Finning contribution of $23,379.26 which can be applied all quotes. We have considered all three options, and have determined that option one would be the most viable, as we do not want to put too much money into the engine when it is not required, and also taking into consideration the number of hours already accrued on other expensive components like transmission, Planetary. Finning are currently repairing this machine, and we are hoping to have it back into operation for October.







Comparison between 2014, 2018 and 2019

In 2018 Jan - Jul BMS received 242,046.092 tonnes less than in the same months in 2014. In 2019 Jan – Jul BMS has received 40,323.02 tonnes more than in the same months of 2014.

641468.920

399422.828

681791.940

Total Tonnage Comparison Jan - Jul

2014 2018 2019



1843

37.8

30

951.

880

2.27

0

344.

630

597.

700

1252

8.13

0

46.8

90

4426

59.5

90

2606

98.3

58

1721

.660

9.58

0

875.

510

1568

.330

5334

3.89

0

23.2

80

8118

2.22

0

2710

89.4

00

3814

3.37

0

1.94

0

314.

520

1161

.660

5857

7.73

0

1094

.970

3114

08.3

50

0.000

50000.000

100000.000

150000.000

200000.000

250000.000

300000.000

350000.000

400000.000

450000.000

500000.000

Waste Type Tonnage Comparison Jan - Jul

2014 Jan-Jul tonnes 2018 Jan-Jul tonnes 2019 Jan - Jul tonnes



2019 has had more trucks across the scale from Jan to Jul than either 2014 or 2018.

28732

21676

31704

Total Load Count Comparison Jan - Jul

2014 Jan-Jul Load Count 2018 Jan-Jul Load Count 2019 Jan - Jul load count



1160

9

402

84 40 28

691

6

1587

2

1573

6

267

60 91 70

2143

6

3303

1643

8

2130

46 41 55

2498

171

1032

5

0

2000

4000

6000

8000

10000

12000

14000

16000

18000

MSW C & D FreonProducts

CleanConcrete

Special Waste(liq)

Special Waste DifficultWaste

ContaminatedSoil

Waste Type Load Count Comparison Jan - Jul

2014 Jan-Jul Load Count 2018 Jan-Jul Load Count 2019 Jan - Jul load count



*as unit counts have increase from 2014 to 2019 the number of operators has also needed to increase.

57

66

64

FTE Headcount

2014 2018 2019

8

11

7

12

Unit Count

Tractor Units 2014 Tractor Units 2019 Heavy Equipment 2014 Heavy Equipment 2019



Of the overtime that has been paid out, 7.44% ($21,360.88 or 475.75 hours) of the overtime total has been directly related to landfill operations on Sundays for the City of Edmonton.

9%

3%

4%

5%

3%

5%6%

3%

6%

0%

1%

2%

3%

4%

5%

6%

7%

8%

9%

10%

OT as % of Total wages Sick a % of Total Vacation as % of Total

Labour cost % Comparison

2014 2018 2019 *annualized for comparison



*Total includes: Regular, Overtime, Sick, Vacation and Bereavement *Salary annualized per headcount averages total labour costs by the number of FTE.

$3,3

98,4

28.0

2

$2,8

57,2

88.3

0

$307

,346

.12

$59,

621.

54

$4,7

13,0

06.5

9

$3,9

99,0

90.2

2

$218

,378

.30

$71,

409.

19

$5,1

22,9

95.2

2

$4,3

62,7

87.9

8

$287

,117

.30

$80,

046.

80

$-

$1,000,000.00

$2,000,000.00

$3,000,000.00

$4,000,000.00

$5,000,000.00

$6,000,000.00

Total $ REG$ OT$ salary annualized perheadcount

Labour Cost Comparison

2014 2018 2019 *annualized for comparison



2019 Operational Area






Program and Communications

Quarterly Report III For the Period May to July 2019

2019

1

Program and Communications Quarterly Report I

Table of Contents

Highlights .......................................................................... 2

1. Promotional ................................................................. 2

a) Proposed Logo Draft Design ......................................................... 2

b) 2018 Annual Report .................................................................... 2

c) Public Relations Contractor .......................................................... 2

d) Media Interviews ........................................................................ 2

2. Community Funding ...................................................... 2

a) Micro-Grant Updates – May 1 to July 31, 2019 ............................... 2

b) 2019 Cycle 1 Grant ..................................................................... 3

c) Partnership Grants ..................................................................... 3

3. Communications to municipal members and general public . 3

a) Website and Chronicle................................................................. 3

4. Presentations ............................................................... 4

a) Open House and Site Tours ......................................................... 4

b) RCA’s Illegal Dumping Workshop .................................................. 4

5. Public Events ............................................................... 4

a) Summer Parades ........................................................................ 4

b) Viking Showcase ........................................................................ 5

6. Other ......................................................................... 5

a) Bee Keeper ................................................................................ 5

b) PAC Update ............................................................................... 5

c) Program Assistant Update ........................................................... 5

d) Transfer Station Updates ............................................................. 5

e) MCC Transition Update ................................................................ 5

Deliverables for Next Quarter ............................................ 6

2

This Quarterly Report covers the period from May 1 through to July 31, 2019

Highlights

1. Promotional

a) Proposed Logo Draft Design

Worked with Kyle Loranger Design in Edmonton to develop a design for the

proposed new entity name. Draft concepts taken to Board for review and a

design was chosen. At the request of one of the Directors, a “positive”

component was added to the overall logo by adding our current tag line

(Innovative Solutions for a Changing World) to the brand.

A mini-website is being developed to help with public awareness of the MCC

proposal. The public will be directed to this mobile-friendly version to

provide input on the proposal. Once the municipal members have decided

whether or not to proceed with the MCC, development of a new website will

start.

b) 2018 Annual Report

Working with a contractor, the 2018 Annual Report was created, printed

and distributed. Digital copy has been posted online.

c) Public Relations Contractor

Contracted Keith McLaughlin from New West Public Affairs to develop a

communications plan for the potential transition to an MCC. This plan

includes both internal and community sessions to gather input and provide

information.

d) Media Interviews

Arranged several interviews with Tofield Mercury Editor and key

staff/consultants. A number of articles have already been published

(dividends, recycling and potential new name) and more will be printed in

the future.

2. Community Funding

a) Micro-Grant Updates – May 1 to July 31, 2019

Recipient Event Donation Good News Community Church Tables/chairs rental for Open House /

NAOSH $200

Good News Community Church Van rental for Open House $200

Village of Ryley Sports Day $200

Tofield Lions Club Heritage Classic Show & Shine $75

3

b) 2019 Cycle 1 Grant

2019 Cycle 1 grant program awarded $23,673 as per RFD 7.5 on June 27, 2019:

Beaver County Victim Services ($4,000) for RCMP fundraiser ball

Happy Wanderers ($1,000) for transportation costs

Highway 14 Wolverines ($600) for warm up jackets

Holden Hall Association ($3,378) for renovations on hall entrance

Holden Lodge Club 44 ($700) to replace chairs

Holden United Church ($2,000) for wheel chair ramp

Katchemut Creek Family Horse Club ($1,000) for PA system and prizes

Royal Canadian Legion Tofield ($1,000) for Major Tim Isberg presentation

Ryley Community Preschool ($1,000) for supplies, field trips, toys, etc.

The Navy League of Canada Holden Branch ($1,500) for transportation

costs

Tofield – Ryley and Area Food Bank Society ($995) for upright freezer

Viking and District Ag Society ($2,000) for stairs and stage replacement

Viking Minor Hockey Association ($2,500) for power skating program

Village of Holden Library ($2,000) for computers, lap top and software

c) Partnership Grants

Annual Household Hazardous Waste (HHW) Round up - $1000

3. Communications to municipal members and general public

a) Website and Chronicle

A weekly ad was published in the Chronicle, which is an insert in both the

Tofield Mercury and the Viking Weekly Review. Beaver County residents also

receive copies of the Chronicle. Topics over the past quarter included:

BMS Celebrates NAOSH Week

Large Item Collection Program Has Started Successful Open House and NAOSH Week

Spring Large Item Program Coming to a Close Lightning Storms Can Affect Site Activities Large Item Collection Program Winding Down

Love Food Hate Waste Canada Beaver Municipal Supports Tofield’s Promenade

Spring Large Item Collection Program is Finished What Can Go Into My Waste Collection Bin BMS Participates in Local Parades

Sharing Highways with Large Vehicles Holden Junior Cattlemen Show Sponsor

Did You Know – Beaver Municipal Solutions (BMS) is not Beaver County Participating in Canada Day Parade in Tofield

4

Pesticide Container Recycling Community Groups Benefit from Grant Funding

BMS Participates in Viking Showcase Grants to Beaver County, Viking and Ryley

Did You Know – Beaver Municipal Solutions Operates Four Remote Transfer Stations

Lightning Storms Can Suspend Work on Our Sites

BM S Participates in Rainy Bruce Stampede Parade Falconer Program Continues at the Landfill

In order to help promote various events and programs, the “In the

Community” page highlighted information about:

2019 Community Grant Program

2019 Spring Large Item Collection Program

Holden Rural Waste Bin Pilot

A section has also been added under Corporate Governance for Proposed

MCC (Claystone Waste) Information.

4. Presentations

a) Open House and Site Tours

In conjunction with NAOSH (North American Occupational Safety and

Health) Week, Beaver Municipal Solutions held an Open House. Using the

hazard ID display set up for staff, the public were encouraged to participate

in the activity to win prizes. Renting the van from Good News Church, staff

were able to take interested visitors on a tour of the site.

b) RCA’s Illegal Dumping Workshop

Attended the Illegal Dumping Prevention and Management Workshop hosted

by the Recycling Council of Alberta at the Edmonton Waste Management

Centre Administration on June 11. Presentations were made from the Recycling

Council of British Columbia (Harvinder Aujala), Keep Pennsylvania Beautiful

(Heidi Pedicone), Waste Resource Association of Nova Scotia (Kirk Symonds),

Metro Vancouver (Allen Jensen), and SWANA (Sheri Praski). For workshop

proceedings, check out the Recycling Council of Alberta’s website

recycle.ab.ca/workshop/illegal-dumping-workshops/.

5. Public Events

a) Summer Parades

Beaver Municipal Solutions’ staff participated in all of the local parades-

Holden Farmers Day, Ryley Sports Day, Viking in the Streets, Tofield

Canada Day and Bruce Stampede – distributing candy and reusable bags.

https://recycle.ab.ca/workshop/illegal-dumping-workshops/

5

b) Viking Showcase

Participated in Viking’s annual Mini Showcase and Indoor Car Show at the

Carena. Distributed information and logo’d swag, chatting with folks about

a number of key messages that will be used in our upcoming public

awareness campaign (i.e. tax dollars do not support local waste services,

BMS is not Beaver County, etc.)

6. Other

a) Bee Keeper

Upon the request of the Ryley Ag Society, several bee hives were placed on

the leased land. The beekeeper will be donating the honey made from this

location for the annual pool fundraiser event.

b) PAC Update

No PAC meetings held this quarter

PAC members were invited to attend May Board meeting to hear about

the landscape project.

c) Program Assistant Update

Previously selected candidate was not offered the appointment. Currently in

process of recruiting and hiring a replacement.

d) Transfer Station Updates

Continuing to work with attendants on WCB modified return to work plans.

Attended two WCB courses to learn how to provide better support to

returning employees.

All staff attended a harassment and bullying course.

Assigned Team Lead Attendant to help during current recruiting phase for

new program assistant.

e) MCC Transition Update

Attended in-camera session at Beaver County on July 3

Working on communication plans with New West Public Affairs

One-on-one sessions with several Beaver County residents on July 18.

A second session is planned for August 22 with Ryley residents. These

sessions are to gather input on the current organizational structure to

better be able to provide public awareness on potential upcoming

changes.

Have been working with social media consultant to develop

information page/posts

6

Deliverables for Next Quarter

Beaver Municipal Solutions will undertake a number of initiatives over the next few

months, notably:

Public awareness campaign

Promote and award 2019 Cycle 2 Grant program

Continue to implement 2019 Community Promotions Plan

Human Resources

Update

2019 To July 31

1

Human Resources/Payroll Update To July 31st

HR Highlights

1. General Staff Meetings

a) June 19th & 20th

b) July 31st & Aug 1st – announcement of Claystone Waste name change, introduce

Nora Sargent – HR Logix and the Employee Survey

2. Training

a) Front-line work: Difficult People, Bullying, Harassment – July 8th

b) Supervisors: Bullying and Harassment training – July 8th

3. Employee Satisfaction Survey

a) BMS hired HR Logix to conduct an Employee Satisfaction Survey

b) Survey closed – Aug 16th – collated results will be presented to the Board at

September Board meeting

4. Employee Golf Tourney

a) September 8th – Tofield Golf Course @ 10am

5. Staff Changes May 1 – July 31

a) Added:

Leachate driver (1)

Hauling Operator – contract to end of summer

Program Assistant

b) Departed:

Landfill Supervisor – retired

Landfill Operator – retired

Hauling Operator – contract – quit

Program Assistant - terminated

c) Staff Changes

Landfill labourer to Operator

d) On-Leave:

Engineering Coordinator – on Maternity Leave - returned July 8th

Landfill Labourer – on Maternity Leave (to Oct 2019)

Hauling Operator – sick leave (unpaid)

Landfill Operator – sick leave (STD)

2

Deliverables for Next Quarter

Over the next three months the HR/P Team has a number of items to focus on, notably:

Complete the Employee Engagement Survey

Assist in Claystone Waste transition

Continue to work on our WCB RTW cases

3

Health/Safety/Environment Update January 1 – July 31st, 2019

HSE STATS

1. AIP HSE Metrics YTD

Target Up to July 31

Average Workdays

lost per employee

0.55 0.015

Near Misses 198 annual 128

2. Near Miss Reporting – To July 31: 128 near misses

4

3. Incident Reporting – To July 31: 91 incidents

4. WCB Update

a) TS Attendant – 2017 ladder fall incident – remains off, WCB assessing possible

RTW scenarios or re-employment options

b) TS Attendant – 2019 – shoulder injury – had repair surgery in July, at work doing

modified duties along with rehab – one lost time day (surgery day)

c) Hauling Operator – twisted ankle stepping out of truck on July 4th – did few weeks

of non-driving modified duties – back to regular duties Aug 6th. No lost time.

d) Administrative Assistant – right wrist repetitive strain injury – working with WCB to

set up a RTW/modified program. No lost time.

Section 5.1 – BMS Board of Events Calendar – 2018/2019

Date: 2019.09.19

Section 5.1 - Board Meeting Events Calendar 2019.09.19

Revision: 4 BRD Date: 2017.11.16

Conferences, Courses, Dates to Remember

No Meetings in July

August 22 5 pm – 7 pm Regular Board Meeting Holden Regular Meeting

September 4 – 6 Alberta CARE Conference Peace River If you are interested in attending, please contact Marilyn at 780-663-2038 EXT:117 or by email at [email protected]

September 8 9 am – 1:00 pm BMS Annual Golf Tournament

Tofield Golf Course if you are interested in attending, please contact Lyndie Nickel at 780-663-2038 ext 103, or [email protected]

September 24 5 pm – 7 pm PAC Meeting BMS Training Centre PAC Meeting was changed due to lack of Quorum from Sept 17

Sept 25 – 27 AUMA Convention Edmonton If you are interested in attending, please contact Marilyn at 780-663-2038 EXT:117 or by email at [email protected]

September 19 5 pm – 7 pm Regular Board Meeting Village of Ryley Regular Meeting

Oct 2 – 4 RCA Conference Fairmont Jasper Park Lodge

If you are interested in attending, please contact Marilyn at 780-663-2038 EXT:117 or by email at [email protected]

October 7 6 pm – 8 pm MCC Information Session Village of Holden Holden Community Hall

October 8 6 pm – 8 pm MCC Information Session Village of Ryley Village of Ryley Council Chambers

October 9 6 pm – 8 pm MCC Information Session Town of Tofield Tofield Council Chambers

October 10 6 pm – 8 pm MCC Information Session Viking Viking Council Chambers

mailto:[email protected]

Section 5.1 – BMS Board of Events Calendar – 2018/2019

Date: 2019.09.19

Section 5.1 - Board Meeting Events Calendar 2019.09.19

Revision: 4 BRD Date: 2017.11.16

November 7 5 pm – 7 pm Regular Board Meeting Town of Tofield Regular Meeting (This meeting was moved from October 24)

November 19 5 pm – 7 pm PAC Meeting BMS Training Centre Regular Meeting

November 28 5 pm – 7 pm Regular Board Meeting Tofield Chambers Regular Meeting

December 12 5 pm – 7 pm Regular Board Meeting Tofield Chambers Tentative

Municipality Publication of Business

Plan1

Public Information Session2 Public Hearing / Council Resolution

Vote3

Beaver County

October 10th

It is recommended that Beaver

County “co-host” information

sessions with its urban

neighbours to encourage County

residents to attend sessions

closest to their residence.

November 20th (regularly scheduled

council meeting)

Village of

Holden

October 10th

Currently posted

Monday, October 7th – 6-8 pm

Holden Community Hall


council meeting)

Village of

Ryley

October 10th

Currently posted

Tuesday, October 8th 6-8 pm

Village of Ryley Council

Chambers


council meeting)

Town of Tofield

October 10th

Currently posted

Wednesday, October 9th 6-8 pm

Town of Tofield Council

Chambers


council meeting)

Town of Viking

October 10th

Currently posted

Thursday, October 10th 6-8 pm

Town of Viking Council Chambers


council meeting)

1 S 75 (3(2)) of the Municipal Government Act requires a business plan be posted for public viewing 30 days prior to a public hearing. 2 Public information sessions are proposed to occur in a “Town Hall” format including a presentation followed by Q/A 3 Formal public hearing must be conducted in accordance with S. 230 of the Municipal Government Act and be advertised in accordance with S. 606 of the MGA.

Municipally Controlled

Corporation Public Consultation Schedule

2019 ConferenceField Report

Prepared by: Amy McIsaac BMS PAC MemberMay 22, 2019

SWANA Northern Lights 2019 Conference ~ Field Report ~ A. McIsaac

Field Trip: Exner E-Waste Facility & Sumit Landfill Soil Fabrication Site

Exner E-Waste Facility Tour*:• This facility sorts and processess 99% of Manitoba’s e-waste• First phase of sorting is by hand, the remainder is 100% mechanical sorting and shredding• Processing 50,000 lbs/day • All waste processed at Exner is turned into recovered resourses, including: - 99% Clean Aluminum - Copper - Steel - Precious Metals (Palladium, Gold and Silver) - Glass - Plastics - Leaded Glass• Exner facility is part of the Recycler Qualification Program stewardship• Employees participate in a ‘milk program’ where they are provided free milk in the cafeteria,

as studies have shown that it may aid in the effects of lead poisoning

Summit Landfill Soil Fabrication Site:• Retired landfill, closed in 1998 due to proximaty to the airport and poor design, as it was a flat-style

landfill (could not build it higher due to airport regulations)• 108 hectares in size• Soil fabrication is a 3-year project partnering with City of Manitoba’s solid waste, wastewater,

urban forestry, street maintenance and naturalist services• Soil fabrication consists of a mix of wood chips, bio-solids, screened street sweepings and

de-watered sludge/clay• Much cheapter option that purchasing top soil (estimated at 48M)• Fabricated soil can be tailor made to match any growing condition (ie. wetlands, prairies etc.)

FavouriTe SeSSion: Air to Ground Intelligence

Benifits of UAV’s and Virtual Reality:• UAV’s (unmanned aerial vehicle) have the ability to survey and measure complex areas/shapes easily

and quickly, while recording and storing information• With the information gathered, there is the ability to look both at the future development and the past• With an aerial view, you may to notice things you might not have seen from the ground on a site visit• Data is collected in super-high definition images/video, which allows for screen-captures

to include in reports/presentation etc.• Ability to monitor operations from remote locations and convey visual info to operators• Provides greater outreach and education with visual simulations• With VR software, you can hold virtual meetings with collegues anywhere, all viewing the same images/

map and interacting with tools (ie. mark-ups/scratch diagrams/overlays etc.) - the ability to show layers/blueprints/past vs. present states - take measurements of ground depth from year to year

Schedule “A” By-law 4/98, revised September 22, 2016

Terms of Reference for the Public Advisory Committee of the Beaver Regional Waste Management Services Commission (Operating As Beaver

Municipal Solutions)

PURPOSE

1. The purpose of the Public Advisory Committee (PAC is to provide on-going communication between residents and land-owners within the municipalities of Beaver County and the Commission. The Pac will assist the Commission in identifying matters of local and regional concern, particularly with respect to continued environmental compliance and occupational health and safety compliance at Commission facilities and operating assets with Beaver County.

OBJECTIVES

2. The PAC and the Commission working together will seek to: a. Mitigate negative impacts of and improve Commission facility and site operations; b. Build trust and respect for the Commission and its operations among municipal

stakeholders.

APPOINTMENTS AND TENURE

3. The PAC will consist of six members selected through a competitively-advertised process to serve three year terms, except as noted in 4. The Commission Board will interview appropriate candidates and select among those in comparison to the qualification criteria. Each member will be selected by a majority vote of the Board. One of six members will represent youth in the community, of ages less than 25.

4. The appointment terms will be initially offset to permit continuity in PAC consultations and deliberations. Two members will be initially appointed to three year terms, and three members of two year terms. Upon expiry of these appointment, subsequent appointments will be made for three year terms.

5. There will be a Chair and a Vice-Chair selected from among the members. These positions will be initially appointed for two year terms, and upon expiry of their appointments, for three year terms subsequently.

6. In the absence of the Chair, the Vice-Chair will govern the meetings of the PAC.

MEMBER QUALIFICATIONS

7. PAC members will be residents of Beaver County municipalities. 8. PAC member candidates will be selected based on the expertise and experience that they can

bring to the PAC’s deliberations, with a particular focus on environmental and occupational health and safety compliance, community involvement and general interest in waste management matters.

AUTHORITY

9. The PAC will work as an advisory body to the Board only, and will not be able to give direction

regarding Board finances, operations and public and stakeholder relations. 10. The Chair of the PAC will nominally report to the Chair of the Commission Board. However, each

member will be responsible for their actions to the Board as a whole. 11. The Board can remove a PAC member if the member does not respect the intent of the

Committee’s Purpose and Objectives, or is conflict with other members or Board Directors, or is otherwise disruptive to PAC deliberations and Commission operations, or does not comply with

Schedule “A” By-law 4/98, revised September 22, 2016

the PAC’s member code of ethics, per 25.

COSTS and COMPENSATION

12. PAC members will be paid per diem, or part thereof, to a minimum of half-a-day, for attending PAC meetings, Board meetings, and other Board-approved events and visits.

13. The per diem rate will be set by the Board from time to time, by resolution. 14. Member expenses in the execution of their duties will be reimbursed by the Commission, in

accordance with Commission policies. 15. Budgets for the PAC will be set by the Board, through the normal budget approval process, and

expenses will be made through the office of the General Manager in accordance with Commission policies.

16. The Commission will provide a meeting place for the PAC at the Commission offices and store its records and documents, and provide staff support for its meetings. The cost for meeting facilities, and staff support will be at the Commission’s expense, per the approved budget.

QUORUM and MEETINGS

17. The PAC will be expected to meet quarterly during the year, and have an annual meeting. 18. The PAC will provide a report of its quarterly and annual meetings to the Board within 30 days of

each meeting. 19. Additional meetings will take place only via approval of the Chair of the Commission Board. 20. A PAC quorum will consist of the Chair and/or Vice-Chair in attendance with two other members. 21. (1) The General Manager of the Commission, or designate, is an ex-officio member to the PAC,

and will attend all meetings. (2) The Commission Chair will be an ex-officio member of the PAC.

22. Decisions of the PAC will be carried by majority vote.

23. (1) Roberts Rules of Order will apply to the conduct of PAC meetings. (2) Ex-officio members will have full rights of membership on the PAC, except that ex-officio members cannot be the Chair or the Vice-Chair of the Committee.

CONFIDENTIAL INFORMATION and CODE OF ETHICS

24. Discussions, reports, documents and records of the PAC are subject to the requirements of the Alberta Freedom of Information and Protection Privacy Act.

25. Each member of the PAC will agree to abide by a Code of Ethics. For the purposes of the PAC, this code of ethics will be the Commission Board of Directors Code of Conduct.

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LANDFILLARCHITECTURALSTUDY

BEAVER REGIONALWASTEMANAGEMENTSERVICES

Phase 1 DesignDevelopment

2019-09-09

SCALE 1:500

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Chr ist ine Haylock, M.L.Arch, AALAPO Box 2246 Sundre, AB T0M 1X0403.463.3110chr ist [email protected]

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Documents

PUBLIC ADVISORY COMMITTEE MEETING BEAVER MUNICIPAL …