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
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
BEAVER REGIONAL WASTE MANAGEMENT SERVICES
COMMISSION
Beaver Municipal Solutions/BMS PAC Meeting – 2019.03.05
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
BEAVER REGIONAL WASTE MANAGEMENT SERVICES
COMMISSION
Beaver Municipal Solutions/BMS PAC Meeting – 2019.03.05
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
4.1 – Follow Up Action List – 2019.09.17
Meeting Follow Up Action List 2019.09.17
Revision: 5 FUAL Date: 2017.10.26
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
4.1 – Follow Up Action List – 2019.09.17
Meeting Follow Up Action List 2019.09.17
Revision: 5 FUAL Date: 2017.10.26
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
4.1 – Follow Up Action List – 2019.09.17
Meeting Follow Up Action List 2019.09.17
Revision: 5 FUAL Date: 2017.10.26
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
4.1 – Follow Up Action List – 2019.09.17
Meeting Follow Up Action List 2019.09.17
Revision: 5 FUAL Date: 2017.10.26
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
OPERATIONS QUARTERLY REPORT
6.1 - Operations Board Meeting 2019.09.19
-
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
OPERATIONS QUARTERLY REPORT
6.1 - Operations Board Meeting 2019.09.19
Cell 6 Construction has finished and we are now filling the cell with waste. N
OPERATIONS QUARTERLY REPORT
6.1 - Operations Board Meeting 2019.09.19
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
OPERATIONS QUARTERLY REPORT
6.1 - Operations Board Meeting 2019.09.19
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)
OPERATIONS QUARTERLY REPORT
6.1 - Operations Board Meeting 2019.09.19
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
OPERATIONS QUARTERLY REPORT
6.1 - Operations Board Meeting 2019.09.19
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;
- Parts - $65,639.09 - Labor - $29,250.00 - Total - $91,889.09
Option 3 – Replace engine with a drop in ready engine – zero hour engine;
- Parts - $73,376.68 - Labor - $26,250.00 - Total - $99,626.68
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.
OPERATIONS QUARTERLY REPORT
6.1 - Operations Board Meeting 2019.09.19
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
OPERATIONS QUARTERLY REPORT
6.1 - Operations Board Meeting 2019.09.19
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
OPERATIONS QUARTERLY REPORT
6.1 - Operations Board Meeting 2019.09.19
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
OPERATIONS QUARTERLY REPORT
6.1 - Operations Board Meeting 2019.09.19
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
OPERATIONS QUARTERLY REPORT
6.1 - Operations Board Meeting 2019.09.19
*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
OPERATIONS QUARTERLY REPORT
6.1 - Operations Board Meeting 2019.09.19
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
OPERATIONS QUARTERLY REPORT
6.1 - Operations Board Meeting 2019.09.19
*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
OPERATIONS QUARTERLY REPORT
6.1 - Operations Board Meeting 2019.09.19
2019 Operational Area
2014 Operational Area
OPERATIONS QUARTERLY REPORT
6.1 - Operations Board Meeting 2019.09.19
2019 Operational Area
2014 Operational Area
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
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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.
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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
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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
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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)
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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
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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
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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
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
November 18th (regularly scheduled
council meeting)
Village of
Ryley
October 10th
Currently posted
Tuesday, October 8th 6-8 pm
Village of Ryley Council
Chambers
November 19th (regularly scheduled
council meeting)
Town of Tofield
October 10th
Currently posted
Wednesday, October 9th 6-8 pm
Town of Tofield Council
Chambers
November 12th (regularly scheduled
council meeting)
Town of Viking
October 10th
Currently posted
Thursday, October 10th 6-8 pm
Town of Viking Council Chambers
November 18th (regularly scheduled
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
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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BEAVER REGIONALWASTEMANAGEMENTSERVICES
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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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