Town of Tofield November 22, 2018...Nov 22, 2018 · Chief Financial Officer: Juvy Ceniza, CPA/CMA HR/Payroll Manager: Jeanie DeGrande. CHRP Operations Manager: Mark Lowe BDR Manager:

BOARD MEETING

PACKAGE

Town of Tofield

November 22, 2018

Board Meeting – November 22, 2018

Town of Tofield

5:00PM

Table of Contents – 2018.11.22 - Beaver Municipal Solutions

Table of Contents.

TABLE OF CONTENTS

PRELIMINARY AGENDA ........................................................................................................... 1 - 2

MEETING MINUTES

APPROVAL OF THE REGULAR MEETING OF OCTOBER 25, 2018 ...................................................... 3 – 6

APPROVAL OF THE SPECIAL MEETING OF NOVEMBER 1, 2018 ....................................................... 7 - 8

REGULAR REPORTS (CONSENSUS AGENDA)

4.1 – FUAL (FOLLOW UP ACTION LIST) ........................................................................................ 9- 15

4.2 – OPERATIONS UPDATE 16 - 21

4.3 – PROJECT & COMMUNICATIONS UPDATE 22

4.4 – HRP UPDATE......................................................................................................................... 23 - 24

CALENDAR OF EVENTS

5.1 – CALENDAR OF EVENTS .......................................................................................................... 25-

5.2 – 2019 MEETING SCHEDULE .................................................................................................... 26

BOARD MATTERS

6.1 – RFD – 2019 BUDGET ............................................................................................................. 27 - 32

6.1.1 – SCHEDULE A – INCOME STATEMENT ........................................................................ 33

6.1.2 – SCHEDULE B1 –YEAREND FORECAST ....................................................................... 34

6.1.3 – SCHEDULE B2 – 2019 CAPITAL PROGRAM ................................................................ 35

6.1.4 – SCHEDULE B3 – 2019 5 YEAR CAPITAL PROGRAM .................................................... 36

6.1.5 – SCHEDULE B4 – 5 YEAR MAJOR EQUIP., PROGRAM .................................................. 37 - 40

6.1.6 – SCHEDULE C – 5 YEAR PLAN – CASH BASIS .............................................................. 41

6.1.7 – SCHEDULE D – 2019 BUDGET ................................................................................... 42

6.2 – RFD – LANDFILL GAS FEASIBILITY STUDY ........................................................................... 43 - 46

6.3 – RFD – NEW METAL RECYCLE AGREEMENT .......................................................................... 47 - 48

6.4 – RFD – CITY OF EDMONTON – CONTRACT AMENDMENT ........................................................ 49 – 50

6.5 – FIO – FUAL WRAP UP .......................................................................................................... 51

6.5.1 – FUAL ........................................................................................................................ 52 – 62

6.5.2 – PCS PROMO LISTING ................................................................................................ 63 - 65

Next Regular Board Meeting

December 13, 2018

Town of Tofield

BEAVER MUNICIPAL SOLUTIONS

AGENDA REGULAR BOARD MEETING

November 22, 2018 5:00 PM

Town of Tofield

AGENDA 2018.11.22 Beaver Municipal Solutions

Board Members: Chairman: Brian Ducherer Vice Chairman: Harold Conquest Director: Jason Ritchie Director: Kevin Smook Director: Mark Giebelhaus 1. Commencement 2. Additions/Deletions to the Agenda

3. Approval of Minutes of the October 25, 2018 Regular Meeting:

Approval of Minutes of November 1, 2018 Special Board Meeting: 4. Regular Reports (Consensus Agenda)

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

5. Conferences/Training/Correspondence

5.1 Events Calendar 5.2 2019 Board Meeting Schedule

6. Board Matters

6.1 RFD – 2019 Budget 6.2 RFD – Landfill Gas Feasibility Study 6.3 RFD – New Metal Recycling Agreement for 2019 - 2020 Service 6.4 RFD – City of Edmonton – Contract Amendment 6.5 FIO – 2018 FUAL Wrap-up

7. In-Session – FOIP

7.1 Division 2 (25) 7.2 Division 2 (17)

8. Motions Arising From Out-of-Session

9. Meeting Evaluation Form

BEAVER MUNICIPAL SOLUTIONS

AGENDA REGULAR BOARD MEETING

November 22, 2018 5:00 PM

Town of Tofield

AGENDA 2018.11.22 Beaver Municipal Solutions

9.1 Director Evaluation Form

10. Adjournment

10.1 Motion for Adjournment

Next Meeting December 13

5:00 PM Town of Tofield

BEAVER REGIONAL WASTE MANAGEMENT SERVICES

COMMISSION

Beaver Municipal Solutions/BMS Regular Board Meeting – 2018.10.25 .

REGULAR BOARD MEETING Date: October 25, 2018 Location: Tofield Chambers Time: 5:00 P.M. COMMISSION DIRECTORS present at commencement: Chairman: Brian Ducherer Vice-Chairman: Harold Conquest Director: Jason Ritchie Director: Kevin Smook Director: Mark Giebelhaus COMMISION DIRECTORS absent at commencement: N/A ADMINISTRATION present at commencement: General Manager: Pierre Breau, P. Eng., ICD.D Chief Financial Officer: Juvy Ceniza, CPA/CMA HR/Payroll Manager: Jeanie DeGrande. CHRP Operations Manager: Mark Lowe BDR Manager: Greg Olson P/ME Cam Borton, P. Eng., PMP PCS: Anne Ruzicka ADMINISTRATION absent at commencement: N/A MINUTES OF MEETING: Executive Assistant: Marilyn Booth

1. Call to Order (Regular Meeting)

Chairman Ducherer called the meeting to order at 5:02 pm. .

2. Additions/Deletions to the Agenda

2.1 Deletion – 6.3 – Stage 6 Cell and Stage 3 Capping Construction Contract Approval

18 119 Moved by Dir. Smook to approve the agenda as presented. Carried

3. Reading and Approval of the Minutes:

18 120 Moved by Dir. Ritchie that the Minutes from the Regular Meeting of October 1, 2018 be approved, as presented.

Carried

4. Regular Reports (Consensus Agenda) 4.1 FUAL Updated 4.2 Financial Update 4.3 Operations Update 4.4 Program/Communication Update 4.5 HRP Update

18 121 Moved by Dir. Conquest that the Consensus Agenda be

accepted for information, as circulated. Carried

Page 3 of 50


COMMISSION


5. Conferences/Training/Correspondence

5.1 Board Events Calendar – Updated

18 122 Moved by Dir. Giebelhaus that the Board call a Special Meeting to take place on Thursday, November 1, 2018 at 1:00 pm to consider recommendations to award various contracts.

Carried

6. Board Matters

6.1 RFD – MCC Business Plan Revision Approval

18 125 Moved by Dir. Smook that the Municipally Controlled Corporation (MCC) Business Plan, draft version 2.0, be approved for presentation to the BMS Transition Committee, with recommended changes.

Carried

6.2 RFD – Compensation Review.

18 126 Moved by Dir. Smook that BMS staff provide a comparison of the two compensation proposals received supporting the recommendation to award the review study to Lane Caputo, and return a revised report to the Board.

Carried

6.3 RFD – Equipment Purchase of Compactors

18 127 Moved by Dir. Ritchie that the Board approve the purchase of a

Bomag 1172RB-4 Compactor from Brandt Tractor Ltd. for the

amount of $1,390,500.00 + GST;

Carried

18 128 Moved by Dir. Giebelhaus that the Board approve the purchase of a Tana E520 ECO from Superior Truck Equipment Inc. for the amount of $992,314.00 USD + GST

Carried 18 129 Moved by Dir. Conquest that the Board approve the disposal

sale of the 2015 TANA waste compactor, type E520s/n AT1079, BMS unit id 109 to Superior Truck Equipment Inc. at the offered trade-in-value of $185,000.00 USD;

Carried 18 130 Moved by Dir. Smook that the Board approve the inclusion of

these purchases and disposal in the fiscal 2019 capital asset program;

Carried

Page 4 of 50


COMMISSION


18 131 Moved by Dir. Ducherer that the Board approve placing proceeds received for the disposal BMS unit id 109 to the Capital (Equipment) Reserve Fund.

Carried

During presentation of the RFD for award of the landfill compactors, the GM reported new information received regarding the sale proceeds for equipment units 105 and 107 being offered at auction through Ritchie Brothers. Instead of the estimated proceeds of $400,000 expected from the sale of these two units, the reported net sale prices totaled $175,000. The reported positive variance of $91,370 to the budget proposed at the August 23, 2018, is now expected to be a negative variance of $133,630. The GM advised that projected savings in the 2018 capital program will fund this over-expenditure.

18 132 Moved by Dir. Smook that the negative variance estimated at $133,630, before GST, resulting from purchase of the compactors and crawler tractor and the sale proceeds of BMS equipment unit no.’s 105, 107 and 109, be recovered from projected savings in the approved 2018 capital program budget, and that a report be presented to the Board at its next regular meeting.

Carried

6.4 RFD – Policy Subcommittee Recommendations.

18 133 Moved by Dir. Ritchie that new policy FIN-022, Infrastructure Grants to Municipal Entities, be adopted, as presented

Carried

18 134 Moved by Dir. Smook that existing policy FIN-013, Grants to Not-for-Profit Community Organizations, be amended as presented;

18 135 Moved by Dir. Conquest that existing policy FIN-012, Payments of Grants in Lieu of Taxes to Municipal Members, be amended as presented:

Carried

During discussion of the options for one-time infrastructure grant payments to municipal members presented in the RFD, the Board requested that BMS staff return with a report on the fiscal impact on BMS of selecting payments option 2.

18 136 Moved by Dir. Conquest that BMS staff report to the Board at its next regular meeting , the fiscal impact on BMS of paying a one-time per capital infrastructure grant to the town of Tofield, the Village of Ryley, the village of Holden and the town of Viking, per option 2 described in submitted 6.5 RFD 2018.10.25.

Carried 7. In-Camera Session – FOIP

18 123 Moved by Dir. Ritchie to go in-camera at 6:15 pm.

Carried

18 124 Moved by Dir. Smook to go out-of-camera at 6:46 pm.

Carried

Page 5 of 50


COMMISSION


18 137 Moved by Dir. Smook to go in camera at 7:24 pm.

Carried

18 138 Moved by Dir. Smook to go out-of-camera at 7:27 pm.

Carried

8. Motions Arising from In-Camera Session – N/A

9. Meeting Evaluation Forms - Completed

10. Adjournment

18 139 Moved by Chairman Ducherer to adjourn the meeting at 7:28 pm.

Carried

A Special Meeting of the Board will be held on November 1, 2018 at Town of Tofield. The next Regular meeting of the Board will be on November 22, 2018 at Town of Tofield.

Chairperson

GM

Page 6 of 50


COMMISSION


SPECIAL BOARD MEETING Date: November 1, 2018 Location: Tofield Chambers Time: 1:00 P.M.

COMMISSION DIRECTORS present at commencement: Chairman: Brian Ducherer Director: Jason Ritchie Director: Kevin Smook Director: Mark Giebelhaus Alternate: Deb Dueck

COMMISION DIRECTORS absent at commencement: Vice-Chairman: Harold Conquest

ADMINISTRATION present at commencement: General Manager: Pierre Breau, P. Eng., ICD.D Chief Financial Officer: Juvy Ceniza, CPA/CMA HR/Payroll Manager: Jeanie DeGrande. CHRP Operations Manager: Mark Lowe P/ME Cam Borton, P. Eng., PMP PCS: Anne Ruzicka

ADMINISTRATION absent at commencement: BDR Manager: Greg Olson

MINUTES OF MEETING: Executive Assistant: Marilyn Booth

1. Call to Order (Regular Meeting)

Chairman Ducherer called the meeting to order at 1:00 pm. .

2. Additions/Deletions to the Agenda

Addition 3.3 – RFD – Release of Surplus Equipment for Salvage Sale.

18 140 Moved by Dir. Dueck to approve the agenda, with amendments as presented.

Carried

3. Board Matters:

3.1 – RFD – Award of 2018/19 BMS Compensation Review to Lane Caputo.

18 141 Moved by Dir. Ritchie that consulting firm Lane Caputo be awarded the BMS compensation review study for a proposed budget of $43,158.00 plus GST, with a 10% contingency of $4,316.00, for a total budget of $47,474.00, plus GST.

Carried

3.2 – RFD – Contract Award for Stage 6 Cell and Stage 3 Capping Construction

18 142 Moved by Dir. Smook that the construction contract, CCDC18 format, for the Stage 6 Landfill Cell Construction and Stage 3 Landfill Cell Closure Cap to construction general contractor BTO Contracting Ltd. for a total, including contingency, of $6,428,899.73, plus GST;

Carried

Page 7 of 50


COMMISSION


18 143 Moved by Dir. Dueck that construction services for the Stage 6 Landfill Cell Construction and Stage 3 Landfill Cell Closure Cap to engineering firm Wood plc for a total of $324,700.00, plus GST.

Carried

3.3 – RFD – Release of Surplus Equipment for Salvage Sale

18 144 Moved by Dir. Giebelhaus that the Board request Municipal Affairs for approval to dispose of the following equipment in 2018 which is surplus to Commission requirements:

Unit 203 1997 Volvo WX64 Pacmor, white, SN - 4VMDCKFD5VR739662

Unit 204 2001 Volvo WX64 Pacmor, white, SN - 4V2DC6HE91N315523

Unit 286 2000 Volvo WG64 Pacmor, Green, SN - 4V2DC6UE91N311624

Unit 289 2003 Volvo WX64 Pacmor, Green, SN - 5VCDC6JF08H206062

Unit 205 2014 Western Star Vac truck, SN - 5KKPALBG4EPFM1088

Unit 400 1999 southland end dump tridem axle trailer, SN - 2S9XM749XY1025071

Unit 406 Gravhaul tridem end dump, SN - 2M9TB3357C1174458

Highline Bale Processor with Top Gun Blower Attachment, SN - TG00000022.

Carried

4. In-Camera: FOIP (Section 34(1)(b))

18 145 Moved by Dir. Ritchie to go in-camera at 1:33 pm. Carried 18 146 Moved by Dir. Dueck to go out-of- camera at 1:50 pm Carried

5. Motions Arising from In-Camera Session: Board provided instruction to GM to provide certain financial information to the MCC Transition Committee.

6. Adjournment:

18 147 Moved by Chairman Ducherer to adjourn the meeting at 1:51 pm.

Carried

The next Regular meeting of the Board will be on November 22, 2018 at Town of Tofield.

Chairperson

GM

Page 8 of 50

4.1 – Follow Up Action List – 2018.11.22

Board Meeting Follow Up Action List 2018.11.22

Revision: 5 FUAL Date: 2017.10.26

Date Report Who Action Status 2014.06.19 Consulting Report – Good Neighbor Grant Policy GM Municipalities requested Community

Impact Study be delayed. See 2014-10-23, motion 14-083

Delayed

2014.11.20 14-099 Recreation Project Conceptual Planning GM Work in Progress, Assigned to PAC 2018.11.27

2015.10.15 15 073 That expansion of the rural collection service to 6 out of County waiting list customers, is approved with service to begin only after approval by Municipal Affairs

GM

Motion Carried. Notice to go to Municipal Affairs. Subject to determination of collection system capacity.

2018.11.22

2015.10.15 115 074 That the Board of Directors requests Management to complete an analysis for collection expansion opportunities and present findings and recommendations at the December 2017 Board Meeting.

GM Motion Carried. Analysis to be completed. 2018.11.22

2018.02.22 PAC / Board Interaction GM/PCS GM/CC – Establish connection for Board and PAC interaction

2018.11.22

2018.04.25 Community Promotions PCS 2018 Community Promotions Plan – Need staff and commission volunteers to assist Anne in the program

2018.11.22

2018.04.25 2018.08.23 Municipal Member Requests for Funding (5.2 & 5.3

GM Policy regarding funding of community projects to be re-evaluated. Policy subcommittee meeting to be scheduled.

Complete

2018.04.25 BDR 6.8 – Commission Bin & Transfer Station costing

GM/PCM 2016 costing report presented to Board at June 14 Special Meeting. Consultation with Beaver County to follow, pending

2018.11.22

Page 9 of 50




recommendation from Policy Subcommittee

2018.04.25 Greenhouse Gas EMC Research consultancy regarding the Landfill Gas Survey and to find out if dyed fuel is exempt from carbon tax. Also, future strategy options with regard to GHG mitigation.

2018.11.22

2018.05.17 Tofield Transfer Station PCM Anne to investigate missing sign from the Tofield Transfer Station

In Progress

2018.05.17 Future Fill Plan ENG/OM Engineering and Operations to provide AutoCAD demo of fill progression for cells 7B and 6, and SE10 extension at future Board Meeting

Complete

2018.05.17 General Information BDM BDM to post information on BMS website regarding pricing and disposal of Asbestos and provide link to BMS Board Members

Complete

2018.06.21 6.6 – BDR – Municipal Member Funding Request GM Policy Sub-committee meeting to be scheduled to develop a policy reflecting municipal members requests for infrastructure projects, GM and EA to propose dates to the commission for scheduling the Sub Committee meeting.

Complete

2018.08.23 Board Events: Rescheduling of September 20 Regular Board Meeting to October 1st

EA Motion Carried. EA to contact venue and send meeting invite to Commission for newly rescheduled Board Meeting to occur on October 1, 2018

Complete

2018.08.23 RFD – Multi Year Landfill Equipment Action Plan

18 094 that Board authorize issuing tenders

for two waste compactors, nominal 55 tonne

weight, which if awarded, will be equipment

acquisitions in the 2019 capital program;

GM Motion Carried. Tenders issued. Bulldozer tender awarded. Compactor tender pending. Units id 105 and 107 at Ritchie Bros awaiting auction.

Complete

Page 10 of 50




18 095 that the Board authorize issuing a

tender for a crawler tractor (bulldozer), nominal

45 tonne weight, 350 hp power plant, which if

awarded, will be an equipment acquisition in the

2019 capital program

18 096 that the Board request Municipal

Affairs for approval to dispose of the following

equipment which is surplus to Commission

requirements:

2015 Tana waste compactor, type E520 serial no. AT1079, BMS unit id 109;

2010 Caterpillar crawler loader, type 973D, serial no. CAT0973DHLCP00139, BMS unit id 105;

2013 Caterpillar crawler tractor, type D7E, serial no. CAT00D7ELTJA01151, BMS unit id 107.

18 097 that the Board authorize issuing a tender for a 16.1 metre (3’) walking floor waste hauling trailer, which if awarded, will be an equipment acquisition in the 2018 capital program

2018.08.23 18 100 – RFD – Transfer Station Hours and Time Changes. that the Board approve Transfer Station public hours and days to be changed, effective October 1, to:

PCS Motion Carried. PCS to communicate the hours and time change in the chronicle

Complete

Page 11 of 50




Lindbrook – Tuesdays and Saturdays – 10:30 to 5:30; Thursdays 11:30 to 6:30

Tofield – Wednesdays, Fridays and Saturdays – 10:30 to 5:30

Viking – Tuesdays and Saturdays – 10:30 to 5:30

Kinsella – Wednesdays and Fridays – 11:00 to 5:00

2018.08.23 6.9 – BDR – Seagull Population In Beaver County GM/OM Discuss with Predatory Bird Services on whether they can bring predatory birds to other areas of Beaver County to remove the gull population that have migrated to other areas of Beaver County

Complete

2018.08.27 PAC Meeting – 2018.08.27 GM Get proposals from landscape architects and prepare report to Board for recommendation

2018.11.28

2018.09.24 MCC Business Plan. Revisions to be completed in MCC Business Plan.

GM/Chairman GM will revise recommended revisions to the MCC business plan for October 25 Board approval, and present at the November 1, 2018 MCC Steering Committee meeting.. GM to draft letter for Chairman to sign requesting the Committee invite BMS Staff to Steering Committee meetings.

Complete

2018.10.01 18 108 – BMS GHG Mitigation Strategy That the BMS Staff prepare a GHG mitigation action plan for presentation to the Board at its November Board Meeting

GM/ENG Motion Carried: Action Plan report to mitigate Greenhouse Gas to be presented at the November 2018 regular Board Meeting

2018.11.22

2018.10.01 18 109 – RFD – Award of Stage 6 Landfill Cell Construction. That a letter of intent be issued to BTO Contracting Ltd. for construction of the Stage 6 landfill cell and the stage 3 cell closure

ENG

Motion Carried: ENG to issue BTO a letter of intent to construct cell 6 and cap cell 3.

Complete

Page 12 of 50




18 110 – That the soil stripping for Stage 6 be authorized to begin 18 111 – That the final contract pricing, pending successful negotiations, be present for award using standard CCDC18 construction contract format

ENG GM

Motion Carried: Eng., to contact contractor to begin soil stripping for Stage 6 Motion Carried: GM to prepare contract pricing to present at regular Board meeting in October

2018.10.01 18 112 – Award of Landfill Equipment Tender; Kamatsu dozer for $1,108,480 + GST

ENG Motion Carried. Eng., to contact awarded vendor and start the process of purchase

Complete

2018.10.01 18 113 – Purchase of TYCROP Trailer for $127,696 + GST

ENG Motion Carried. Eng., to issue award letter and to prepare process to purchase TYCROP Trailer

Complete

2018.10.01 18 114 – MCC Business Plan GM See 2018.09.24 Complete

2018.10.01 Recommended by Board that BMS include the Bird control costs into the 2019 Financial Plan

CFO Include the costs of Bird Control in the 2019 budget plan

2018.11.22

2018.10.01 In Camera – Moved that payment be made for cistern improvements at property NE-15-50-17-4 for 70% of the cost of improvements to a max of $7000.00

GM Motion Carried. GM to issue a letter of release to sign for property owner(s) in order to issue payment for cistern improvement.

Complete

2018.10.25 18 122 - Calendar of Events: Special meeting That the Board call a special meeting to take place on Thursday, November 1, 2018

GM/ENG Motion Carried. RFD to be drafted regarding recommendations to award various contracts

Complete

2018.10.25 18 125 – RFD – MCC Business Plan Revision Approval. That the Municipally Controlled Corporation (MCC) Business Plan, draft version 2.0, be approved for presentation to the BMS Transition Committee, with recommended changes.

GM Motion Carried. GM to add the recommended changes to the Business Plan for presentation at the MCC Transition Committee Meeting to be held on November 1.

Complete

Page 13 of 50




2018.10.25 18 126 – RFD – Compensation Review: That BMS Staff provide a comparison of the two compensation proposals received supporting the recommendation to award the review study to Lane Caputo, and return a revised report to the Board

GM/HRM Motion Carried. GM and HR Manager to revise the RFD adding information regarding other comparisons

Complete

2018.10.25 18 127 – RFD – Award of Tender BMS-2018-020. that the Board approve the purchase of a Bomag 1172RB-4 Compactor from Brandt Tractor Ltd. for the amount of $1,390,500.00 + GST;

ENG Motion Carried: Engineering to draft award letter to Brandt Tractor Ltd

Complete

2018.10.25 18 128 – RFD – Purchase of a Tana E520 from Superior Truck for $992,314.00 USD + GST

ENG Motion Carried: Engineering to draft award letter to Superior Truck Equipment Inc.

Complete

2018.10.25 18 129 – RFD – Disposal sale of the 2015 TANA waste Compactor to Superior Truck Equipment Inc. for trade in value of $185,000 USD

ENG Motion Carried. Complete

2018.10.25 18 130 – RFD – The inclusion of the equipment purchases and disposal in the fiscal 2019 Capital asset program.

Motion Carried Complete

2018.10.25 18 131 - that the Board approve placing proceeds received for the disposal BMS unit id 109 to the Capital (Equipment) Reserve Fund.


2018.10.25 18 132 - that the negative variance estimated at $133,630, before GST, resulting from purchase of the compactors and crawler tractor and the sale proceeds of BMS equipment unit no.’s 105, 107 and 109, be recovered from projected savings in the approved 2018 capital program budget, and that a report be presented to the Board at its next regular meeting.

GM Motion Carried. A report to be presented regarding the 2018 variance recovery process of the over allocated amount for $133,000 in equipment sales and purchases.

2018.11.22

2018.10.25 6.4 – RFD: Policy Sub Committee Recommendations

Motion Carried: EA to add motions to each of the approved policies and post on BMS Website.

Complete

Page 14 of 50




18 133 that new policy FIN-022, Infrastructure Grants to Municipal Entities, be adopted, as presented 18 134 - that existing policy FIN-013, Grants to Not-for-Profit Community Organizations, be amended as presented;

18 135 - that existing policy FIN-012, Payments of Grants in Lieu of Taxes to Municipal Members, be amended as presented:

2018.10.25 18 136 - that BMS staff report to the Board at its next regular meeting , the fiscal impact on BMS of paying a one-time per capital infrastructure grant to the town of Tofield, the Village of Ryley, the village of Holden and the town of Viking, per option 2 described in submitted 6.5 RFD 2018.10.25

GM Motion Carried. GM 2018.11.22

2018.11.01 18-144 – that the Board request Municipal Affairs for approval to dispose of equipment in which is surplus to Commission requirements; Unit 203 1997 Volvo WX64 Pacmor, white, Unit 204 2001 Volvo WX64 Pacmor, white, Unit 286 2000 Volvo WG64 Pacmor, Green, Unit 289 2003 Volvo WX64 Pacmor, Green, Unit 205 2014 Western Star Vac truck, Unit 400 1999 southland end dump tridem axle trailer, Unit 406 Gravhaul tridem end dump, Highline Bale Processor with Top Gun Blower Attachment, Sn TG00000022

GM Motion Carried. GM to send letter to Municipal Affairs requesting disposal of equipment

Complete

.02018.11.01

C&D fines, Shingles, Compost residuals – Amending agreement

GM GM to draft RFD regarding changes in C&D agreement with CoE to present at the 2018.11.22 Board Meeting

2018.11.22

Page 15 of 50

OPERATIONS UPDATE

4.2 - Operations Board Meeting 2018.11.22

Introduction The following report is the Operations Update for the month of November 2018 for the Board meeting Consensus Agenda. A more detailed quarterly report will be presented to the Board as an RFD for its December 2018 meeting. Landfill Included in this report are summary data regarding waste tonnages disposed and landfill capacity used and remaining.

0

20000

40000

60000

80000

100000

120000

140000

Jul '17 Jul '18 Aug'17 Aug'18 Sep'17 Sep'18 Oct'17 Oct'18

Waste Comparison by Type 2017 to 2018 YTD Monthly

CS

SW

SW (liquid)

DW

Clean Concrete

Freon (items)

C&D

MSW

Page 16 of 50

OPERATIONS UPDATE


MSW continues to come in at expected quantities.

9,230

5,619

46

-380

-2,000

-

2,000

4,000

6,000

8,000

10,000

Customer 1 Customer 2 Customer 3 Customer 4

Major MSW Customers2017 to 2018 YTD Change (tonnes)

Page 17 of 50

OPERATIONS UPDATE


Beaver County has been loading material from our stock piles which they have been using for their infrastructure repairs over the last few months. They have taken around 40 loads with our assistance to carry out improvements to local communities.

Fridges, which have been completely removed of all Freon and are ready for metal processing.

Page 18 of 50

OPERATIONS UPDATE


Collection and Hauling Collection is currently working on implementing the new GPS Tracking system for our bins and trucks. To date we have placed bins for 28 new rural bin customers and removed 15 bins.

Hauling operations continue for contract customers including the City of Edmonton, below is a breakdown comparison between 2017 and 2018 by month.

-41

2,549

1,040

1,444

1,818

353

1,293 1,170

803

-45

-500

-

500

1,000

1,500

2,000

2,500

3,000

Jan Feb Mar Apr May Jun Jul Aug Sep Oct

BMS Hauling for COE 2017 to 2018 YTD Change (tonnes)

Page 19 of 50

OPERATIONS UPDATE


Projects Capital expenditure and maintenance projects for Operations are managed by our Engineering Department in close cooperation with Operations staff.

Page 20 of 50

OPERATIONS UPDATE


Page 21 of 50

PROGRAM & COMMUNICATIONS UPDATE

4.3 - PCS Board Meeting 2018.11.22

As of October 31, 2018

1. Promotional Events

a. Artist in Residence (EWMCC) visited site to take photos for her upcoming show.

b. Promotional Vehicle – working on design for RAV4

2. Community Funding

a. New Micro-Grant requests – Tofield Minor Hockey Adam Tournament, Ryley SDA Church (bags of love fundraiser)

b. Partnerships: Viking Legion, Holden Legion, Ryley Legion, Tofield Legion

c. 2018 Cycle 2 Grant –closing November 30, 2018

3. Communications to Municipal Members and General Public

a. Website – continue to post Chronicle and Board/PAC documents

b. Chronicle –Large Item Collection is Underway; Garbage in your

Neighbourhood, Paving Project at Landfill has Commenced; First Week of Transfer Station Changes; Our Public Advisory Committee Needs You; Caution Driving Through our Construction Zone; Large Item Collection

Program Almost Complete; Sharing the Road with Large Vehicles; Our Public Advisory Committee has Two Openings; Large Item Collection

Program Wrapping Up; Community Grant Program Closes November 30; Public Advisory Committee has Openings

4. Other

a. PAC – no meetings in October; continued recruiting for two members (term replacement members)

b. Transfer Station Update - new hours and days came into effect; mostly positive nor neutral reactions from residents; items left in front of gates at

some sites (same as what has been done in the past before changes in the hours); working with Beaver County for permission to install TS signage in County ditches; did training for staff on new work alone equipment

c. Strategic Plan – no MCC meetings in October

d. RCA –chairing the Nominations Committee for Executive elections

Page 22 of 50

HUMAN RESOURCES UPDATE

4.4 – HR/P Update Board Meeting 2018.11.22

As at November 15, 2018

Events

1. Annual Christmas Party

December 15th

Bruce Hotel – steak, ribs and shrimp dinner

Limited to 110 guests – please RSVP to Lyndie

ADP WorkForce Now

2. First payroll – ran Nov 13th with payday Nov 15th – no major issues

3. ADP Mobile App – will roll out to employees for easier access to the system

General Staff Meeting

4. November – 28th, 29th

Staff

5. New Hires

Landfill Operator - Oct 30th

6. Staff Departures

7. Staff Recruiting

Program Lead (Transfer Stns) – 2019

8. Staff changes

2018 Incident and Near Miss Reporting

2018 to Oct 31

Incidents 94 (104 incl CoE/Contract)

Near Misses 157

Page 23 of 50

HUMAN RESOURCES UPDATE

4.4 – HR/P Update Board Meeting 2018.11.22

2018 Performance Metrics

Page 24 of 50

Section 5.1 – BMS Board of Events Calendar – 2018

Date: 2018.11.22

Section 5.1 - Board Meeting Events Calendar 2018.11.22

Revision: 4 BRD Date: 2017.11.16

Sept 5 – 7 2018 Conference Alberta CARE Fort McMurray If you are interested in attending, please contact Marilyn at 780-663-2038 Ext:117

2018.09.19 to

2018.09.21

RCA Conference Banff, Alberta If you are interested in attending, please let Marilyn know. 780-663-2038 Ext 117 or email: [email protected]

October 1, 2018 5 pm – 7 pm Regular Board Meeting Village of Ryley Regular Meeting

October 17, 2018 9 am – 11 am Policy Sub Committee Meeting

Tofield Chambers Review of Policies

October 25, 2018 5 pm – 7 pm Regular Board Meeting Tofield Chambers Regular Meeting

November 1, 2018 9 am – 12 pm MCC Steering Committee Meeting

Tofield Chambers MCC Business Plan – Draft V3

November 1, 2018 1 pm – 2 pm Special Board Meeting Tofield Chambers Special meeting called – 2 RFD’s

November 22, 2018

5 pm – 7 pm Regular Board Meeting Tofield Chambers Regular Meeting (2019 Budget)

November 27, 2018

5 pm – 7 pm PAC Meeting BMS Training Centre PAC Meeting

December 15 5 pm – 1 am BMS Christmas Party Bruce Hotel If attending, please let Lyndie/Jeanie know by November 30.

December 13 5 pm – 7 pm Regular Board Meeting Tofield Chambers Tentative Regular Meeting (required if budget incomplete Nov. 22)

Page 25 of 50

mailto:[email protected]

5.2 - 2019 Board Meeting Schedule.xlsx

Month Date Venue Time

January 24 Tofield 5:00pm

February 21 Tofield 5:00pm

March 21 Ryley 5:00pm

April 25 Ryley 5:00pm

May 23 Ryley 5:00pm

June 20 Viking 5:00pm

July N/A N/A N/A

August 22 Holden 5:00pm

September 26 Ryley 5:00pm

October 24 Ryley 5:00pm

November 21 Tofield 5:00pm

December 12 Tentative 5:00pm

2019 Calendar - Board Meeting Dates

Proposed Date Board

Proposed Date PAC

Page 26 of 50

REQUEST FOR DECISION (RFD)

RFD 6.1– 2018.11.22 | Beaver Municipal Solutions

Revision 3 RFD Date: 2015.12.16

SUBJECT:

2019 BUDGET

RECOMMENDATIONS:

That the Board approve the 2019 operating and capital budgets as presented, (Schedules A

and B-2) with 1.8% COLA employee payroll increase effective January 1, 2019;

That the Board approve the 2019 waste management fees as presented, (Schedule D);

That the Board approve extension of existing contract terms and conditions, and rates, with

municipal members through to December 31, 2019.

GM & CFO COMMENTS:

A summary of the 2019 operating income and capital program budgets are presented as Schedules A and B, with an estimated five-year plan, cash-basis, provided as Schedule C. Details, including previous financial results, forecast assumptions, and revenue sensitivity scenarios, will be presented at the Board meeting. Items requiring protection of other –party economic interests, discussion of privileged information and privacy of personal information will be discussed in-camera.

Schedule D provides the published waste management fees for 2019 (same as 2018 and unchanged

since 2010).

2019 Operating Budget: Schedule A

Revenue is targeted to be $22,440,000, up 16.4% from the 2018 revenue target of $19,275,000, and

up 13.1% from the most recent 2018 year-end forecast of $19,836,790.

Expense is targeted to be $11,240,000, up 14.4% from the 2018 expense target of $9,825,000, and up 11% from the most recent 2018 year-end forecast of $10,129,613.

Operating income is targeted to be $11,200,000, up 18.5% from the 2018 target income of

$9,450,000, and up 15.4% from the most recent 2018 year-end forecast of $9,707,177.

Significant revenue changes in comparison to 2018 target are:

Municipal solid waste (MSW) disposal revenue from the City of Edmonton is expected to continue into 2019 as experienced in 2018. Additional MSW disposal revenue in 2019 is expected from new customers who began disposing of their waste with BMS in 2018;

Trucking revenues in 2019 are expected to increase due to hauling of MSW and construction and demolition debris (C&D) from new customers who contracted our hauling operations in 2018;

Page 27 of 50




Landfill disposal revenue (no-contract contaminated soils and special wastes) will be up due to the substantial increase in special waste tonnages realized in 2018 based on our marketing efforts. However, this revenue increase is slightly offset because contaminated soils are expected to remain at experienced 2018 levels, which were below 2018 target expectations;

Wastewater treatment operations are not expected to generate revenues in 2019 in line with results experienced in 2018. The marketplace for oil and gas wastewater treatment services has not materialized as expected. We will be re-examining our efforts in this market in 2019 to determine if it is a viable business venture, with recommendations on actions going forward to be presented in due course;

Interest revenue from securities holdings is expected to be lower in 2019 due to use of cash account reserves for on-going capital program funding and maturing bonds being replaced with lower interest-bearing notes;

Regional bin rental services and municipal contract revenues from member municipalities will be similar to 2018. Contract rates will remain the same.

Significant expense changes in comparison to 2018 target are:

Increases:

o in labour costs due to 1.8% COLA (effective January 1, 2019), addition of a

stakeholder services program assistant, additional mechanical and truck operator labour related to increased hauling revenues and insurance benefit plan premium increases;

o in staff training and development in order to maintain our recognized competitive edge in customer service and environmental compliance;

o in IT systems due to increased costs of implementing health, safety and environmental (HSE) compliance management systems and transport and collection truck geo-positioning systems (GPS);

o in contracted services with respect to increased costs for landfill vector (i.e. bird control) management;

o in equipment supplies and materials due to fuel costs and additional equipment acquisitions for increased revenue generation;

o in insurance due to property (equipment) insurance premiums increase (more equipment);

o in utilities to match increases in costs realized in 2018 due to service provider increases.

Decreases:

o in professional services to account for savings realized in 2018 in legal, engineering, and surveying services;

o in rentals and leases to account for savings realized in 2018 in equipment and temporary office rentals;

o in repairs and maintenance to account for savings realized in 2018 in leachate management costs.

Page 28 of 50




Operating income in 2019 will be used to fund:

capital program – Schedule B-2;

member distribution of surplus funds - $2,000,000 - five-year plan, Schedule C; estimated future landfill closure fund contributions - five-year plan, Schedule C.

Schedule A also provides a comparison of the 2019 operating budget targets to a best case scenario, a worst case scenario and the 2019 projection in the 2018 – 2022 revised, five year income plan presented in April 2018 as part of the dividend sustainability analysis.

2019 Target 2019 Best 2019 Worst Prior 5 Year

Projection

Revenue $22,440,000 $24,830,800 $20,083,800 $20,689,920

Expense $11,240,000 $12,240,000 $11,040,000 $10,924,931

Operating Income

$11,200,000 $12,590,800 $ 9,043,800 $ 9,764,989

The best case provides for better than expected disposal tonnage and hauling revenues from MSW

customers and better than expected contaminated soil disposal tonnage revenues, offset by increased hauling expenses.

The worst case projects the results from lower than expected revenues from the City of Edmonton

disposal tonnage and hauling contracts.

The prior 5 year projection estimates are lower than our 2019 target due to our expected increased revenues from new MSW and C & D disposal tonnage and hauling services.

2019 Capital Program Budget: Schedules B-1, B-2, B-3 and B-4

New capital projects for 2019 will total $13,284,014, including capitalized internal labour.

Projects will be for meeting existing member and customer waste demands including replacement of

aging equipment, as well hauling equipment expansion to meet new customer opportunities, that are reflected in our 2019 revenue projections.

Major projects including construction of new landfill cell (stage 6), purchase of two new landfill compactors, construction of a new administration building, completion of closure capping on the western face of the site (stage 3), extension of paving work from recently completed 2018 work, a landfill gas feasibility study and a site landscaping architectural study.

The construction work for stages 6 and 3 and the landfill compactor purchases have been previously

approved by the Board. A grader purchase expected to be complete in 2018, has been subject to a delayed delivery, and will be recorded in 2019.

Funding for capital expenses in 2019 will come from:

Page 29 of 50




restricted capital reserves; 2019 target operating income; Landfill closure liability fund.

There will be no debt issuance required, including for the capital required for the hauling equipment.

With regard to reserve transfers, motions for the exact amounts relating to 2018 projects will be

recommended at the February 2019 Board meeting, upon acceptance of the 2018 audited financial statements.

The capital program has been revised through to 2023. Schedules B-1, B-3 and B-4 provide details which will be reviewed at the meeting.

Five-year Business Plan, 2019 – 2023: Schedule C

A detailed presentation regarding five-year business plan assumptions, risks and opportunities will be

made at the meeting.

Schedule C has been revised from the five year plan, 2018 – 2022, presented in April 2018 as part of

the dividend sustainability analysis, and presented to the MCC Transition Committee meeting of November 1, 2018. The revisions are with respect to the increase in target operating income in 2019, and the forecast changes to the capital program through to 2023. No change in dividend payment is anticipated from the prior plan.

Risks to this forecast will be highlighted.

2019 Impacts to Municipal Members and Their Residents

Member service rates and member resident rates remain unchanged (since 2010)

Collection service routes and frequency remain unchanged

Landfill and transfer station open hours remain unchanged

Transfer station disposal (exclusive of some wastes like construction and

demolition debris) remain free for residents

$100,000 in capital towards continued bin replacement

$100,000 in capital towards continued transfer station improvements – the focus

in 2019 is the Ryley Public Drop-off Depot at the landfill site

Intersection improvements and access road paving for landfill site will reduce

incidence of gravel hitting residents’ vehicles and improve access road dust control

Grants in lieu of taxes, Good Neighbour grant and community support grants

continue at similar levels to 2018

Employee headcount remains stable

Page 30 of 50




Member distribution of $2 million can be released in each of February 2019 and

2020 per recent Ministerial approval

RECOMMENDATION Report/Document: Attached Available Nil

KEY ISSUE(S)/CONCEPTS DEFINED: See GM comments.

RELEVANT POLICIES: BRD-005 Strategic and Business Planning; BRD-014 Annual Budget Approvals and

Changes

STRATEGIC RELEVANCE: Strategic Roadmap 2016 - 2022

DESIRED OUTCOME(S): Approval of the recommendation as presented.

RESPONSE OPTIONS:

1. Accept recommendation 2. Request more information, if questions arise in presentation, and request re-submission. 3. Reject recommendation

PREFERED STRATEGY: Response 1.

IMPLICATIONS OF RECOMMENDATION:

GENERAL: See GM comments. ORGANIZATIONAL: See GM comments. FINANCIAL: Requirements under MGA FOLLOW UP ACTION: Communication to municipal members COMMUNICATION: Posting on website OTHER COMMENTS:

X

Page 31 of 50




Submitted by: Pierre Breau Endorsed by: Reviewed by: Pierre Breau, P.Eng., ICD.D - GM Reviewers: Juvy Ceniza, CPA, CMA - CFO

Page 32 of 50

SCHEDULE A (6.1 RFD 2018.11.22) Beaver Municipal Solutions 2019 OPERATING BUDGET

Landfill Disposal Contract 11.8%

Waste Bin Revenue -0.6%

Trucking Revenue 60.7%

Municipal Contracts 0.0%

Landfill Disposal Revenue 22.6%

Waste Water Treatment -100.0%

Other Revenue -32.6%

Total Revenue 16.4%

Salaries & Wages 18.6%

Employee Benefits 16.6%

Staff Training & Development 30.1%

Commission Board Expenses 0.0%

Business Development 0.0%

Advert, Print & Office Supply 4.3%

Telecommunications 26.0%

IT Systems 15.3%

Professional Services -9.4%

Rentals a & Leases -19.5%

Contracted Services 56.5%

Supplies & Materials 15.9%

Repairs & Maintenance -73.3%

Insurance 16.4%

Utilities 12.8%

Other Expenses -2.3%

(Gain)/Loss

Total Expenses 14.4%

Operating Income 18.5%

49%

Total Amortization and Closure

Net Income 7.6%

Income Statement Budget - ProposedActuals as of Oct 31, 2018

YTD Oct 2017

2018 Forecast

2018 Budget

2019 Budget

Proposed

Increase (Decrease)

2019 Best Case

2019 Worst Case

11,850,000 10,601,92011,636,887 12,874,100 11,983,400 13,394,000 1,410,600 14,854,000

5 YEAR PLAN

Revenue

312,500268,881 305,000 314,500 312,500 (2,000) 312,500 312,500

3,160,800 1,672,800 2,835,6681,669,207 1,966,630 1,547,000 2,485,800 938,800

198,000166,385 198,000 198,000 198,000 0 198,000 198,000

6,086,000 5,831,000 5,941,8323,331,536 4,103,160 4,757,500 5,831,000 1,073,500

219,500 219,500 300,000365,406 389,900 324,600 218,700 (105,900)

500,0000 0 150,000 0 (150,000) 0 0

17,438,302 19,836,790 19,275,000 22,440,000 3,165,000 24,830,800 20,083,800 20,689,920

Expenses

6,065,000 5,613,1004,449,536 5,339,400 5,113,100 6,065,000 951,900 6,365,000

1,095,150965,227 1,158,000 1,095,150 1,276,500 181,350 1,366,500 1,276,500

96,850104,732 125,600 96,850 126,000 29,150 146,000 126,000

150,00066,583 79,900 150,000 150,000 0 150,000 150,000

130,00090,692 109,100 130,000 130,000 0 155,000 130,000

69,00059,034 70,900 69,000 72,000 3,000 72,000 72,000

57,69051,976 62,300 57,690 67,000 15,024 67,000 67,000

173,400151,519 182,000 173,400 200,000 26,600 200,000 200,000

267,000114,721 137,700 267,000 242,000 (25,000) 257,000 242,000

43,5000

29,257 35,100 43,500 35,000 (8,500) 35,000 35,000

124,000153,763 184,600 124,000 194,000 70,000 194,000 194,000

2,349,5711,934,180 2,320,900 1,749,640 2,028,000 278,360 2,578,000 1,828,000

161,26035,498 42,600 161,260 43,000 (118,260) 43,000 43,000

100,97079,278 95,200 100,970 117,500 16,530 117,500 117,500

79,8000

74,569 89,500 79,800 90,000 10,200 90,000 90,000

404,000 413,640324,719 389,700 413,640 404,000 (9,640) 404,000

0(161,730) (292,887) 0 0 0 0 0

10,924,9318,523,554 10,129,613 9,825,000 11,240,000 1,415,000 12,240,000 11,040,000

9,043,800 9,764,9898,914,749 9,707,177 9,450,000 11,200,000 1,750,000 12,590,800

6,169,200 02,026,249 4,775,600 4,775,600 6,169,200 1,393,600 6,687,600

47%49% 50% 51% 45%51%

% Change

2,874,600 9,764,9896,888,500 4,931,577 4,674,400 5,030,800 356,400 5,903,200

Page 33 of 50

SCHEDULE B - 1 (6.1 RFD 2018.11.22) 2018 CAPITAL PROGRAM - YEAR-END FORECAST

Category Capital Project Type2018 Allocation

Dec 2017 Project no. Description Project BudgetProject YE 2018

Forecast2018 YE Forecast Variance

Carryover to 2019 Comment

Land

2017026

Pole Shed Relocation Evaluation $ 24,000 $ -

2018016Landfill Office Relocation $ 1,250,000 $ 1,036,401 -$

New Admin Building 100,000$ 2018015New Office A/E Design 100,000.00$ -$ -$ 100,000.00$ CLOSED

Transfer Sites Program 100,000$ 2018009

Transfer Sites Imp'v'm'ts 100,000$ 81,015$ 81,015$ 18,985$ -$ CLOSED

2017002 Landfill Dozer $ 390,365 $ 390,918

2017016Waste Collection Truck $ 360,586 $ 354,339

2018001Landfill Track Loader $ 550,000 $ -

2018002 Landfill Grader $ 450,000 $ - 2018003 Landfill Dozer $ 400,000 $ - 2018021 Dozer (D8) $ - $ 1,112,314

Highway Tractor Replacement 178,000$ 2018011

Highway Tractor Replacement 178,000$ 189,657$ 189,657$ 11,657-$ -$ CLOSED

Collection Bin Growth and Replacement 100,000$ 2018010

Collection Bin Growth & Replacement 100,000$ 100,081$ 100,081$ 81-$ -$ CLOSED

2017011GPS Devices - Trucks $ 49,814 $ 13,838

2018005Telescopic Wheel Loader $ 150,000 $ 152,282

2018004Pickup Truck Replacements $ 140,000 $ 128,086

2018006

Equipment Replacement Contingency $ 200,000 $ 406,863

2018022Walking Floor Trailer (new) $ 150,000 $ 130,496

other

2017: ERP, 973 Tracks, TS Imp., 7B Cell Design $ 170,090 $ 170,090

2018007Landfill 7B Cell Engineering $ 120,000 $ 133,200

2018008Landfill 7B Cell Construction $ 3,750,000 $ 3,304,298

2018013

Landfill 7B Cell Monitoring Well Decommissioning $ 50,000 $ 14,432

Monitoring Well Improvements 50,000$ 2018014

Landfill Site Monitoring Well Improvements Program 50000 0 -$ 50,000$ CLOSED

2017013 Paving $ - $ -

2017022Landfill Ditch Clean-out $ 50,000 $ -

2017023Public Drop-off Culvert Relocation $ 15,000 $ -

2018012Paving Supplemental $ 896,129 $ 1,153,200

Sediment Pond Construction 79,902$ 2017025

SE Sediment Pond Design 55,453$ 49,947$ 49,947$ 29,955$ CLOSED

Stage 6 design 2018017 Stage 6 Design 36,850$ 40,000$ 40,000$ 40,000-$ CLOSEDStage 3 capping 2018018 Stage 3 Capping 11,850$ 13,000$ 13,000$ 13,000-$ CLOSED

Ditch re-direction and new storm design 2018019

Ditch re-direction and new storm design $ 111,871.00 $ - -$ -$

2018019: Work to be done in 2019

Compactors 2018020 Compactors 2,448,034$ -$ -$ -$

2018020: Compactors to be delivered in 2019

Cell 6 construction & construction services 2018023

Cell 6 construction & construction services 6,455,582$ 1,877,103$ 1,877,103$ 1,877,103-$

2018023: Work in 2019 expected to be $4,601,379

Cell 3 capping & construction services 2018024

Cell 3 capping & construction services 298,017$ -$ -$ -$

2018024: Work in 2019 expected to be $307,317

Subtotal 9,623,886$ 10,851,560$ 10,851,560$ 1,227,674-$ 323,500$ Related Labour (3% est.) 282,880$ 325,547$ 325,547$ 42,666-$ 9,705$ Subtotal 9,906,766$ 11,177,107$ 11,177,107$ 1,270,340-$ 333,205$

CLOSED

Buildings

Landfill Bldg Relocation 1,274,000$ 1,036,401$ 237,599$

Equipment

Major Pieces 2,150,951$ 1,857,570$ 293,381$

2018002 Grader awarded, delivery delayed to 2019

Other Equipment and Allowances $ 709,904 1,001,655$ 291,751-$ -$

CLOSED 2018006: includes two used walking floor trailers extra hauling work, new highway tractor replace accident loss and new light tower replacement loss; 2018022: new trailer

323,500$

Infrastructure

Landfill Cells (7B, 6) 3,920,000$ 3,451,930$ 468,070$ CLOSED

Site and Grounds Improvements 961,129$ 1,153,200$ 192,071-$

2018012: Final work to be complete in 2019, approximately $15,000

-$

Page 34 of 50

Category Capital Project Type

2019 Estimate Prior 5 Year

Plan Project no. Description Project Budget Variance CommentLand 300,000$ Land Purchase 300,000$ -$

Transfer Sites Program 100,000$ 2019001

Transfer Sites Program 100,000$ -$

2018020 Compactors 2,448,034$ 2019003 Sweeper 400,000$

Highway Tractor Replacement 200,000$ -$ 200,000$

Cancelled for 2019; Additional trucks for hauling in BD budget

Collection Bin Growth and Replacement 100,000$ 2019005

Collection Bin Growth and Replacement 100,000$ -$

2019006Pump Replacement 50,000$

2019007Light Tower Addition 30,000$

Monitoring Well Improvements 50,000$ 2019010

Monitoring Well Improvements 50,000$ -$

2018012 Paving 2018 15,000$ 2019011 Paving 2019 400,000$

2019012Leachate Access Stage 2 100,000$

2019013

Landscape Architecture Study 100,000$

Sediment Pond Construction 940,000$ 2018019

Ditch Re-Direction and Pond Design 111,871$ 828,129$

Modified for design in 2019 & construction in 2021

2018024

Stage 3 Capping and Construction Services 307,317$ 307,317-$

Stage 3 Capping Awarded 2018

2018025

Assigned benchmark verification 20,000$ 20,000-$

GHG requirement

2018026Landfill gas feasibility study 100,000$ 100,000-$

GHG requirement with construction in 2020

Subtotal 12,440,000$ 11,157,101$ 1,282,899$ Related Labour (3% est.) 373,200$ 334,713$ 38,487$ Subtotal 12,813,200$ 11,491,814$ 1,321,386$ Business Development (BD) Hauling prospect 1,740,000$ 1,740,000$ -$

Related Labour 52,200$ 52,200$ -$ Subtotal Business 1,792,200$ 1,792,200$ -$ Total 14,605,400$ 13,284,014$ 1,321,386$

2018 allocation 9,906,766$ 2018 YE Forecast 11,177,107$ Variance 1,270,340-$ 2019 prior 12,813,200$ 2019 program 11,491,814$ variance 1,321,386$ 2 yr impact 51,046$

SCHEDULE B - 2 (6.1 RFD 2018.11.22) 2019 CAPITAL PROGRAM

SUMMARY (before BD)

2018023

Stage 6 Cell Construction and Construction Services 4,601,379$

Increased - includes site works

Modified for compactors; sweeper is for pavement maintenance

Modified to account for major equipment

Stage 6 awarded 2018

Increased for landscape study

Buildings

Equipment

Major Pieces

Other Equipment & Allowances

Infrastructure

Landfill Cells (7B, 6)

Site and Grounds Improvements

New Admin Building

500,000$ 115,000-$

550,000$ 470,000$

7,500,000$ 2,898,621$

1,000,000$ 2019002New Admin Building 1,600,000$ 600,000-$

1,200,000$

2018002Grader (carried from 2018) 323,500$

1,971,534-$

Page 35 of 50

SCHEDULE B - 3 (6.1 RFD 2018.11.22) 2019 - 2023 5 Year Capital Program

Category Capital Project Type 2018 Allocation2018 YE Forecast

2019 Estimate Prior 5 Year

Plan2019 Project

Budget 2020 2020R 2021 2021R 2022 2022R 2023

Prior 5 Year Plan Total +

2023Total Revised 2018 - 2023 Variance Comment

Land 300,000$ 300,000$ 300,000$ 300,000$ -$

New Admin Building 100,000$ -$ Transfer Sites Program 100,000$ 81,015$ 100,000$ 100,000$

2,448,034$ 400,000$

Highway Tractor Replacement 178,000$ 189,657$ 200,000$ -$ 200,000$ 200,000$ 200,000$ 200,000$ 200,000$ 200,000$ 200,000$ 1,178,000$ 989,657$ 188,343$ Reduction in 2019Collection Bin Growth and Replacement 100,000$ 100,081$ 100,000$ 100,000$ 100,000$ 100,000$ 100,000$ 100,000$ 100,000$ 100,000$ 100,000$ 600,000$ 600,081$ 81-$

30,000$

-$

Monitoring Well Improvements 50,000$ -$ 50,000$ 50,000$ 50,000$ 50,000$ 50,000$ 50,000$ 250,000$ 100,000$ 150,000$

Reduction: Expected Lesser Improvements Required

15,000$

400,000$

100,000$

100,000$

Sediment Pond Construction 79,902$ 49,947$ 940,000$ 111,871$ -$ 1,000,000$ -$ 1,019,902$ 1,161,818$ 141,916-$

Construction of Pond Moved to 2021

Cell 3 capping & construction services 13,000$ 307,317$ -$ 320,317$ 320,317-$

Capping Funded from Seaparte Liability Closure - Only Stage 3 Shown

Assigned Benchmark Verification 20,000$ -$ 20,000$ 20,000-$ GHG Compliance

Landfill Gas Feasibility Study 100,000$ 1,000,000$ -$ 1,100,000$ 1,100,000-$

GHG Compliance - Landfill Gas Collection System

Subtotal 9,623,886$ 10,851,560$ 12,440,000$ 11,157,101$ 2,643,000$ 3,150,000$ 3,282,400$ 3,800,000$ 2,500,000$ 3,500,000$ 2,500,000$ 32,989,286$ 34,958,661$ 1,969,375-$ Related Labour (3% est.) 282,880$ 325,547$ 373,200$ 334,713$ 79,290$ 94,500$ 98,472$ 114,000$ 75,000$ 105,000$ 75,000$ 983,842$ 1,048,760$ 64,917-$ Subtotal 9,906,766$ 11,177,107$ 12,813,200$ 11,491,814$ 2,722,290$ 3,244,500$ 3,380,872$ 3,914,000$ 2,575,000$ 3,605,000$ 2,575,000$ 33,973,128$ 36,007,421$ 2,034,292-$ Business Development C&D prospect 1,740,000$ 1,740,000$ -$ -$ -$ -$ 1,740,000$ 1,740,000$ -$

C&D prospect 1,600,000$ 1,600,000$ 1,600,000$ 1,600,000$ -$ C&D prospect 1,750,000$ 1,750,000$ 1,750,000$ 1,750,000$ -$

SE10 Water Diversion 1,000,000$ -$ 1,000,000$ -$ 1,000,000$

Diversion Only Required in 2024 Unless Additional Revenue Tonnage Requires SE10 Capacity

Related Labour -$ 52,200$ 52,200$ -$ 100,500$ -$ -$ -$ -$ -$ 52,200$ 152,700$ 100,500-$ Subtotal Business -$ 1,792,200$ 1,792,200$ 4,350,000$ 3,450,500$ -$ -$ -$ -$ -$ 6,142,200$ 5,242,700$ 899,500$ Total 9,906,766$ 11,177,107$ 14,605,400$ 13,284,014$ 7,072,290$ 6,695,000$ 3,380,872$ 3,914,000$ 2,575,000$ 3,605,000$ 2,575,000$ 40,115,328$ 41,250,121$ 1,134,792-$

4,601,379$

BD - Funded from Operations

500,000$ 3,461,129$ 3,368,200$

Paving and Landscaping Improvements

243,416-$

3,252,753-$

188,343$

1,449,588$

92,929$

11,420,000$ 9,970,412$

Reduction: Stage 6 Cell Construction Increases Available Capacity to 2024 at Current Disposal Volume

500,000$ 500,000$ 500,000$ 500,000$ 500,000$ 100,000$

550,000$ 200,000$ 200,000$ 3,109,904$ 1,881,655$

Reduction to Offset Major Equipment Increase

2,800,000$ 1,400,000$ 8,676,351$ 11,929,104$

Increase in Admin Building

Increase in Compactors, Dozers - See Schedule B-4

100,000$ 100,000$ 100,000$ 2,974,000$ 3,217,416$

1,143,000$ 1,000,000$ 1,782,400$ 1,700,000$ 1,000,000$

500,000$

100,000$ 100,000$ 100,000$ 100,000$

550,000$ 200,000$ 550,000$ 200,000$

Site and Grounds Improvements 961,129$ 1,153,200$

50,000$

Infrastructure

Landfill Cells (7B, 6) 3,920,000$ 5,369,033$ 7,500,000$

Other Equipment and Allowances $ 709,904 1,001,655$ 550,000$

1,200,000$

323,500$

1,000,000$ 1,600,000$

Equipment

Major Pieces 2,150,951$ 1,857,570$

Buildings

Landfill Bldg Relocation 1,274,000$ 1,036,401$

Page 36 of 50

SCHEDULE B - 4 (6.1 RFD 2018.11.22) 2019 - 2023 5 Year Major Equipment Program

Asset IDDescription Type Status Start Hrs End Hrs

Annual Est. Hrs $ Purch. Status Start Hrs End Hrs

Annual Est. Hrs $ Purch.

100 525 ALJON COMPACTOR 2013 COMPACTOR active 9,756 11,200 1,444 active 11,200 11,300 100

101 2006 627G CAT Scraper SCRAPER active 10,461 11,000 539 active 11,000 11,100 100

102 2006 - CAT 143 H GRADER active 10,000 10,500 500 active 10,500 10,600 100

103 1989 CAT 953 Crawler Loader LOADER dispose

104 Tana Compactor COMPACTOR active 1,676 3,700 2,024 active 3,700 5,450 1,750

105 2010 973D Track Loader LOADER dispose

106 2007 972 Bomag Compactor COMPACTOR dispose

107 NEW D7E CAT CRAWLER 2013 DOZER dispose

108 973D TRACK LOADER LOADER active 5,949 7,700 1,751 active 7,700 8,300 600

109 E520 TANA Compactor COMPACTOR active 7,098 9,000 1,902 dispose

110 627K Scraper T4F SCRAPER active 1,687 3,200 1,513 active 3,200 4,600 1,400

111 973D Cat Track loader LOADER active 4,166 7,000 1,883 active 7,000 7,600 600

112 2017 Lovol Dozer DOZER new 0 1,200 1,200 390,918$ active 1,200 2,400 1,200

Sweeper new 0 500 500 400,000$

Grader GRADER new 0 400 400 323,500$

Dozer (D8 Komatsu) DOZER new 0 50 50 1,112,313$ active 50 2,550 2,500

Compactor (Tana) COMPACTOR new 0 1,900 1,900 1,200,000$

Compactor (Bomag) COMPACTOR new 0 1,900 1,900 1,248,034$

Track Loader LOADERDozer (Lovol) DOZERCompactor (Tana) COMPACTORDozer (D8 Komatsu) DOZERScraper SCRAPERCompactor (Bomag) COMPACTOR

Capital Budget Totals 1,503,231$ 3,171,534$

Asset IDDescription Type Status Start Hrs End HrsAnnual Est. Hrs $ Purch. Status Start Hrs End Hrs


207 2016 AUTOCAR W/PAKMOR - VOLVOTRUCK active 2515 3675 1160 active 3675 5755 2080

208 2016 AUTOCAR W/PAKMOR - VOLVOTRUCK active 2729 4001 1272 active 4001 6081 2080

209 2017 WESTERN STAR MULTILIFT TRUCK active 798 1422 624 active 1422 3502 2080

279 2006 Western Star - Multilift TRUCK spare 8897 9177 280 spare 8897 10977 2080

287 2008 Autocar TRUCK active 9519 9762 243 spare 9519 11599 2080

210 2018 PAKMOR TRUCK new 0 1250 1250 354,339$ active 1250 3330 2080

PAKMOR TRUCKCapital Budget Totals 354,339$ -$

2018 YE 2019 ProgramSUMMARY 1,857,570$ 3,171,534$

COLLECTION 2018 2019

LANDFILL EQUIPMENT 2018 2019

Page 37 of 50


Asset IDDescription Type100 525 ALJON COMPACTOR 2013 COMPACTOR101 2006 627G CAT Scraper SCRAPER102 2006 - CAT 143 H GRADER103 1989 CAT 953 Crawler Loader LOADER104 Tana Compactor COMPACTOR105 2010 973D Track Loader LOADER106 2007 972 Bomag Compactor COMPACTOR107 NEW D7E CAT CRAWLER 2013 DOZER108 973D TRACK LOADER LOADER109 E520 TANA Compactor COMPACTOR110 627K Scraper T4F SCRAPER111 973D Cat Track loader LOADER112 2017 Lovol Dozer DOZER

SweeperGrader GRADERDozer (D8 Komatsu) DOZERCompactor (Tana) COMPACTORCompactor (Bomag) COMPACTORTrack Loader LOADERDozer (Lovol) DOZERCompactor (Tana) COMPACTORDozer (D8 Komatsu) DOZERScraper SCRAPERCompactor (Bomag) COMPACTOR

Capital Budget Totals

Asset IDDescription Type207 2016 AUTOCAR W/PAKMOR - VOLVOTRUCK208 2016 AUTOCAR W/PAKMOR - VOLVOTRUCK209 2017 WESTERN STAR MULTILIFT TRUCK279 2006 Western Star - Multilift TRUCK287 2008 Autocar TRUCK210 2018 PAKMOR TRUCK

PAKMOR TRUCKCapital Budget Totals

SUMMARY

COLLECTION

LANDFILL EQUIPMENTStatus Start Hrs End Hrs

Annual Est. Hrs $ Purch. Status Start Hrs End Hrs


dispose

dispose

dispose

active 5,450 7,200 1,750 dispose

dispose

active 4,600 6,100 1,500 active 6,100 7,600 1,500

active 7,600 7,700 100 dispose

active 2,400 3,600 1,200 active 3,600 4,200 600

active 500 1,500 1,000 active 1,500 2,500 1,000

active 400 900 500 active 900 1,400 500

active 2,550 5,050 2,500 active 5,050 7,550 2,500

active 1,900 3,800 1,900 active 3,800 5,700 1,900

active 1,900 3,800 1,900 active 3,800 5,700 1,900

new 0 1,100 1,100 1,000,000$ active 1,100 2,300 1,200

new 0 600 600 500,000$

new 0 1,750 1,750 1,200,000$

1,000,000$ 1,700,000$

Status Start Hrs End HrsAnnual Est. Hrs $ Purch. Status Start Hrs End Hrs


spare 3675 5755 2080 spare 3675 5755 2080

active 6081 8161 2080 active 8161 10241 2080

active 3502 5582 2080 active 5582 7662 2080

spare 8897 10977 2080 spare 8897 10977 2080

spare 9519 11599 2080 dispose

active 3330 5410 2080 active 5410 7490 2080

-$ -$ 2020 R 2021 R

1,000,000$ 1,700,000$

2020 2021

2020 2021

Page 38 of 50







SUMMARY

COLLECTION



dispose

active 4,200 4,400 200

active 2,500 3,500 1,000

active 1,400 1,900 500

dispose

active 5,700 7,450 1,750

active 5,700 7,600 1,900

active 2,300 3,500 1,200

active 600 1,600 1,000

active 1,750 3,650 1,900 new - 2,500 2,500 1,200,000$

new - 1,500 1,500 1,200,000$

2,400,000$

Status Start Hrs End HrsAnnual Est. Hrs $ Purch.

spare 3675 5755 2080

active 10241 12241 2000

active 7662 9742 2080

spare 8897 10977 2080

active 7490 9570 2080

new 0 80 80 400,000$

400,000$ 2022 R

2,800,000$

2022

2022

Page 39 of 50







SUMMARY

COLLECTION



dispose

active 4,400 4,600 200

active 3,500 4,500 1,000

active 1,900 2,400 500

active 7,450 9,200 1,750

dispose

active 3,500 4,700 1,200

active 1,600 2,600 1,000

active 3,650 5,550 1,900 active 2,500 5,000 2,500

active 1,500 3,000 1,500

new - 1,900 1,900 1,400,000$

1,400,000$

Status Start Hrs End HrsAnnual Est. Hrs $ Purch.

spare 5755 7835 2080

dispose

active 9742 11822 2080

spare 8897 10977 2080

active 9570 11650 2080

new 0

-$ 2023

1,400,000$ 5 Year

11,929,104$

2023

2023

Page 40 of 50

With actuals 2014-2017 Actual Actual Actual Actual Forecast Budg Estimate Proposed Estimate Revised Estimate Revised Estimate Revised Estimate

Year 2014 2015 2016 2017 2018 2018 2019 2019 2020 2020 2021 2021 2022 2022 2023

Revenues

Disposal Contract 1 (before fuel) $ 10,620,874 $ 11,448,421 $ 13,792,906 $ 10,913,270 $ 11,517,000 $ 10,140,000 $ 8,684,900 $ 11,713,200 $ 7,994,773 $ 10,303,210 $ 7,285,238 $ 8,854,584 $ 7,381,477 $ 7,366,557 $ 7,464,215

Disposal Revenue 3 $

-

0 $

-

$ 2,245,020 $ 1,253,232 $ 3,892,918 $ 3,892,918 $ 3,928,000 $ 3,928,000 $ 4,215,622 $ 4,215,622 $ 4,518,050

Disposal Contract 2 $ 3,613,863 $ 3,030,890 $ 2,154,065 $ 2,253,500 $ 2,224,100 $ 2,184,600 $ 2,160,000 $ 2,211,520 $ 2,160,000 $ 2,211,520 $ 2,160,000 $ 2,211,520 $ 2,160,000 $ 3,158,020 $ 3,158,020

Disposal Revenue 1 $ 8,393,146 $ 3,426,420 $ 3,176,373 $ 3,913,000 $ 1,745,000 $ 3,500,000 $ 3,500,000 $ 1,585,000 $ 2,500,000 $ 1,500,000 $ 2,000,000 $ 2,000,000 $ 2,000,000 $ 2,000,000 $ 2,000,000

Disposal Revenue 2 $ 2,494,636 $ 864,188 $ 1,051,457 $ 548,000 $ 1,917,000 $ 1,212,900 $ 1,500,000 $ 2,331,000 $ 1,500,000 $ 2,331,000 $ 2,000,000 $ 2,500,000 $ 2,000,000 $ 3,000,000 $ 3,000,000

Wastewater $ 66,398 $ 71,263 $ 40,000 $ 0 $ 150,000 $ 500,000 $ 0 $ 750,000 $ 500,000 $ 1,000,000 $ 750,000 $ 1,000,000 $ 750,000 $ 750,000

Others $ 1,891,765 $ 1,613,793 $ 1,569,993 $ 1,595,978 $ 2,409,190 $ 1,710,700 $ 1,600,000 $ 2,971,568 $ 1,600,000 $ 2,972,000 $ 1,600,000 $ 2,972,000 $ 1,600,000 $ 2,972,000 $ 2,972,000

New $ 24,500 $ 376,800 $ 500,000 $ 374,480 $ 1,000,000 $ 1,000,000 $ 1,500,000 $ 1,500,000 $ 1,500,000 $ 1,500,000 $ 1,500,000

Total Revenue $ 27,014,284 $ 20,450,110 $ 21,816,058 $ 19,263,748 $ 19,836,790 $ 19,275,000 $ 20,689,920 $ 22,440,000 $ 21,397,691 $ 24,710,648 $ 21,473,238 $ 24,716,104 $ 21,857,099 $ 24,962,199 $ 25,362,286

- - - - -

Expenses $ 9,919,967 $ 8,776,711 $ 9,799,779 $ 9,580,537 $ 10,129,613 $ 9,825,000 $ 10,924,931 $ 11,240,000 $ 12,005,897 $ 12,320,967 $ 12,011,229 $ 12,326,298 $ 12,071,346 $ 12,386,415 $ 12,435,547

Operating Income (cash generated) $ 17,094,317 $ 11,673,399 $ 12,016,279 $ 9,683,211 $ 9,707,177 $ 9,450,000 $ 9,764,989 $ 11,200,000 $ 9,391,794 $ 12,389,681 $ 9,462,009 $ 12,389,806 $ 9,785,753 $ 12,575,784 $ 12,926,739

% to revenue 63% 57% 55% 50% 49% 49% 47% 50% 44% 50% 44% 50% 45% 50% 51%

Investing Activities

Capital Projects, net of disposals $ 3,264,821 $ 4,703,253 $ 6,975,885 $ 6,819,916 $ 11,177,107 $ 9,906,766 $ 14,605,400 $ 13,284,014 $ 7,072,290 $ 6,695,000 $ 3,380,872 $ 3,914,000 $ 2,575,000 $ 3,605,000 $ 2,575,000

Marketable Securities, Post Closure $ 105,523 $ 764,245 $ 92,080 $ 244,843 $ 835,527 $ 835,527 $ 722,842 $ 886,000 $ 786,410 $ 916,732 $ 741,270 $ 939,475 $ 686,929 $ 1,010,128 $ 1,017,783

Fund balance $ 3,608,039 $ 4,372,284 $ 4,464,364 $ 4,709,207 $ 5,544,734 $ 5,544,734 $ 6,267,576 $ 6,430,734 $ 7,053,986 $ 7,347,466 $ 7,795,256 $ 8,286,941 $ 8,482,185 $ 9,297,069 $ 10,314,852

Marketable Securities, Working Capital $ 7,677,856 $ 4,126,161 $ 3,436,046 ($ 5,453,518) ($ 4,000,000) ($ 3,000,000) ($ 4,000,000) ($ 5,000,000)$

-$ 5,000,000

$

-$ 4,500,000

$

- $5,500,000 $ 5,500,000

Fund balance $ 9,128,529 $ 13,254,690 $ 16,690,736 $ 11,237,218 $ 7,237,218 $ 8,237,218 $ 4,237,218 $ 2,237,218 $ 4,237,218 $ 7,237,218 $ 4,237,218 $ 11,737,218 $ 4,237,218 $ 17,237,218 $ 22,737,218

Marketable Securities, Equipment Reserve $ 156,200 $ 156,200 $ 156,200 $ 6,000,000 $ 6,000,000 $ 6,000,000 $ 2,250,000 $ 6,000,000 $ 1,750,000 $ 3,914,000 $ 4,250,000 $ 3,605,000 $ 7,250,000 $ 2,575,000 $ 3,000,000

Financing Activities

Bank Loan payments $ 1,881,535 $

-

$

-

$

-

0 $

-

$ - 0 $ - 0 $ - 0 $ - 0 0

Member distribution $ 1,000,000 $ 3,300,000 $ 2,000,000 $ 2,000,000 $ 2,000,000 $ 2,000,000 $ 2,000,000 $ 2,000,000 $ 2,000,000 $ 2,000,000 $ 3,000,000 $ 3,000,000 $ 3,500,000 $ 3,500,000 $ 3,500,000

Cash balance, end of period $ 545,206 $ 430,442 $ 493,488 $ 721,658 $ 416,201 $ 429,364 $ 616,111 $ 446,187 $ 649,205 $ 310,136 $ 489,072 $ 655,468 $ 512,897 $ 646,123 $ 555,079

SCHEDULE C (6.1 RFD 2018.11.22) FIVE YEAR PLAN 2019 -

2023 CASH BASIS

Page 41 of 50

Schedule D (6.1 RFD 2018.11.22 Budget 2019)

Fees 2019 General Disposal Rates BMS Regional Landfill

Cost per metric tonne (1000 kg) Unless Noted Otherwise

Construction & demolition waste, county $25.00

Construction & demolition waste, out of county $60.00

Concrete waste, county $5.00

Concrete waste, out of county $15.00

Animal carcass disposal (non BSE waste) $60.00 (min. $15.00 charge)

Freon removal, per appliance $25.00

Gate charge (out of county MSW) $60.00 (min. $15.00 charge)

Rural (Min 3 cubic yard) Bin $50.00 (delivery fee)

Rural (Min 3 cubic yard) Bin $30.00 (per month tipping fee)

Roll-off Bin rental (40 yard) $85.00 per day

$100.00 per week $300.00 per month

Roll-off Bin Trucking Charge $110.00 per trip

Roll-off Bin Waste Disposal $40.00 per metric tonne

Page 42 of 50


RFD 6.2 – 2018.11.22 | Beaver Municipal Solutions

Revision: 4 RFD Date: 2017.02.23

SUBJECT:

Award of BMS-2018-026 Landfill Gas Collection and Utilization System Feasibility Assessment

RECOMMENDATION: That the Board award Request for Proposals (RFP) BMS-2018-026, Landfill Gas Collection and Utilization System Feasibility Assessment, to GHD Limited, in accordance with their proposal, with an additional 10% contingency allowance, for a total of $56,439.08, plus GST. GM (General Manager) COMMENTS: From our FUAL, on dates 2018.04.25 and 2018.10.01, (ref. motion 18-108) staff were to present a Greenhouse Gas (GHG) mitigation strategy at the regular November 22, 2018 Board meeting. Our comments follow. BMS reported to Climate Change Alberta a 2017 GHG emission estimate of approximately 108,000 equivalent tonnes of carbon dioxide. This is above the 100,000 tonne emission regulatory reporting threshold. The estimated emissions are from the degradation of organic wastes disposed of in the landfill turning into methane gas. These emissions are expected to increase in future years. A benchmark threshold, above which, BMS would have to pay into the carbon tax fund, has not yet been determined. It is expected that BMS will have to pay into the fund at the current rate of $30.00 per tonne of equivalent carbon dioxide for every tonne above the threshold limit. The great majority of the organic wastes disposed of in the landfill are from the City of Edmonton municipal waste tonnage. While we expect the City to continue its efforts to reduce the amount of organic waste it sends to landfill, BMS nevertheless expects thousands of tonnes of organic wastes to continue to be annually disposed of in the regional landfill facility. While the additional costs of the carbon tax fund contributions incurred because of the organic waste disposal, could be back charged to the City (as well as other customers), customers could elect to dispose of their wastes at other, smaller landfills that have not received enough historical waste to generate GHG above reporting thresholds. Loss of this waste would create income loss to BMS. And, BMS would still be generating GHG from prior tonnages disposed, and be liable for fund contributions. In any case, continuing to generate GHG’s is not in keeping with BMS’s strategic goal of being a leading waste management organization and promoting excellence in environmental management practices. Many landfills collect methane gas for energy production. Historically, BMS has not built methane gas collection systems based on prior assumptions that City organic wastes would be a small part of the municipal wastes disposed of in the landfill. Coupled with the prevailing semi-arid conditions of the surrounding area, generation of methane was expected to be below reporting thresholds.

Page 43 of 50




However, a 2017 waste characterization study of BMS wastes conducted by Innotech Alberta indicated that organic wastes formed a significant portion of the municipal solid wastes disposed of at the landfill, approaching 50% in some disposed loads. Accordingly, RFP BMS-2018-026, Landfill Gas Collection and Utilization System Feasibility Assessment, has been issued in order to contract a qualified engineering consultant to assess the feasibility of installing a methane gas collection system, and determine the resulting economics of using the collected gas for energy production, and resulting carbon fund credits. The recommended consultant, GHD Limited, has substantial experience in North America, regarding GHG collection and mitigation systems, including the feasibility of such systems in large landfill facilities such as BMS’s. Funding for the assessment has been included in our 2019 budget capital program, $100,000. (6.1 RFD 2018.11.22) With the award of this study, we expect a project variance of $43,561.00. Our five year capital plan, 2019 – 2023, also submitted as part of our 2019 budget submission, provides an allowance of $1,000,000, in fiscal 2020, for installation of systems that may be recommended from the resulting assessment. A final report from the consultant is expected by the end of March 2019. The Board will be presented with the study findings at a following meeting.

PME (Project and Maintenance Engineer) Comments

As per Board Motion 18 108, BMS staff have proceeded with preparation of a Greenhouse Gas

Mitigation Action Plan. In order to develop this plan, the Engineering Department issued a Request

for Proposals (RFP) for consultant services for the completion of a feasibility study for the potential

implementation of a landfill gas collection and utilization system. The consultant services include the

preparation and submission of a final report that will assess, evaluate and provide recommendations

on the following:

Landfill Gas Production Assessment

Landfill Gas Utilization Feasibility

Extraction and Utilization Technology Evaluation

Assessment of Service Delivery Options

Regulatory and Environmental Considerations

Greenhouse Gas and Offsets Potential

This report will be the beginning phase of the BMS Greenhouse Gas Mitigation Action Plan. It is

expected that following this report, will be a recommendation for the design, and tendered

construction of appropriate methane gas collection systems for the landfill, with possible energy

Page 44 of 50




production and distribution systems.

For this RFP, there were six tenders received which resulted in six compliant, final bid submissions.

The summary of bids was as follows, all prices excluding contingency and GST:

Proponent Quote Submitted Aerobic Landfill Technologies Inc. $0.00 Comcor Environmental Limited $38,509.00 GHD Limited $51,308.25 Jacobs Engineering Group Inc. $95,950.00 Morrison Hershfield $88,421.00 Tetra Tech Canada Inc. $49,705.14

Some of the following factors considered when evaluating the proposals included:

Relevant experience by team lead, team members and company;

If the vendor could meet the specified schedule;

The number of previous landfill greenhouse gas feasibility studies complete;

Understanding of the project; and

Quote submitted to complete the work.

BMS has reviewed all six submissions and is recommending GHD Limited as the successful

proponent for the completion of the assessment. GHD has the most relevant experience with the

most projects, and has demonstrated a high level of technical expertise with regards to landfill

greenhouse gases. They have shown the most complete understanding of the scope and have

provided the appropriate personnel to complete the study.

GHD Limited’s proposal cost is for $51,308.25. BMS would recommend a 10% contingency for

extras that may come up during the study. We have added a contingency of $5,130.83, plus GST

for a total of $56,439.08, plus GST. This would allow for additional site visits, in person meetings

and/or presentations as requested by BMS.

Funding for the project is in the proposed capital program.

A draft report for staff review is expected before March 1, 2019, with a final report due March 21,

2019.

Page 45 of 50






RELEVANT POLICIES: 2019 Budget, Five Year Business Plan 2018 – 2022

STRATEGIC RELEVANCE: Environmental compliance and best management practices


RESPONSE OPTIONS: 1. Accept recommendation 2. Request more information, if questions arise in presentation, and request re-submission. 3. Reject recommendation PREFERED STRATEGY: Response 1. Submitted by: Cam Borton, P.Eng. PMP Endorsed by: Reviewed by: Pierre Breau, P.Eng. ICD.D Reviewers:

X


GENERAL: See GM comments. ORGANIZATIONAL: See GM comments. FINANCIAL: 6.1 RFD 2018.11.22 FOLLOW UP ACTION: Award letter. COMMUNICATION: OTHER COMMENTS: Consultant will provide report to BMS, March, 2019

Page 46 of 50




SUBJECT:

K & K Recycling Services Agreement Renewal

RECOMMENDATION:

That the crushing and salvaging services for Beaver Municipal Solutions be awarded to K & K Recycling Services for a 1 year contract commencing February/March 2019, for an estimated amount of $6,000.00 yearly, plus GST, as presented.

GM COMMENTS:

BMS operates a regional landfill serving Beaver County as well as City of Edmonton and

four Transfer Station locations. The landfill receives approximately 780,000 tonnes of waste

annually from these serviced areas including 300 tonnes of metal per year. The landfill

receives between 300 and 400 units of white goods (large appliances) annually, the landfill

has just processed 200 of those as of November 2018. In order to extend the life of the

landfill, BMS has requested to have K & K Recycling Services process all appliances

inclusive of Freon removal and miscellaneous scrap from our landfill.

Benefits to recycling metals:

i. Recycling scrap metals helps to reduce the amount of bulk material that ends up in

landfills, this, in turn, decreases the size of the landfill and reduces the amount of

resources needed to manage them.

ii. Recycling the metals greatly reduces Greenhouse Gas Emissions (GHG), recycling

and diversion programs capture more than 60% of these materials from disposal in

the landfill. The other 40% could be recycled for greater emissions savings.

BMS has been pleased with the services provided by K & K Recycling Services, and request

to extend the contract of their services at the reported cost..



RELEVANT POLICIES: FIN-009 – Purchasing Policy

STRATEGIC RELEVANCE: Compliance to generally accepted accounting principles.

Page 47 of 50





RESPONSE OPTIONS: 1. Accept recommendation 2. Request more information, if questions arise in presentation, and request re-submission. 3. Reject recommendation PREFERED STRATEGY: Response 1. Submitted by: Endorsed by: Reviewed by: Pierre Breau, P.Eng Reviewers:


GENERAL: See GM comments. ORGANIZATIONAL: See GM comments. FINANCIAL: Budget 2019 FOLLOW UP ACTION: COMMUNICATION: OTHER COMMENTS:

Page 48 of 50




SUBJECT:

City of Edmonton – Contract Amendment – Residual Waste

RECOMMENDATION: That the Board approve Amendment No. 2 to the waste disposal contract with the City of Edmonton for the period August 15, 2018 to December 31, 2019, with an estimated value of $689,500 per year, for disposal of waste containing asphalt shingles, construction and demolition fines and compost processing residuals.

GM COMMENTS: BMS has a waste disposal contract with the City of Edmonton, dated October 25, 2006,

expiring February 26, 2027, regarding the disposal of municipal solid waste at the BMS

regional landfill.

This contract was amended January 25, 2017, (amendment no. 1) with respect to certain

rates and minimum annual tonnages, such amended terms expiring December 31, 2018.

The value of this contract, with amendment no. 1, is expected to exceed $10 million in fiscal

2018.

Amendment no. 2 is with regard to additional tonnage to be disposed of by the City at the

BMS landfill. These wastes come are asphalt shingle and processed (shredded) fines from

construction and demolition wastes received at the Edmonton Waste Management Centre

and residual waste resulting from final processing of organics from the City’s composting

systems. While the agreement period stated begins retroactively August 15, 2018, wastes

are only due to be received under this amendment, now.

These wastes are termed residual wastes, and will be used for alternate daily cover in our

landfill operations, supplanting the soil cover generally used. Accordingly, the City will be

able to account for these wastes as diverted from landfill disposal. As well, they are not

expected to create greenhouse gasses through decomposition. The estimated annual value

of this amendment to the contract is in addition to the previously mentioned amended

contract value.

Details of the terms and conditions of the amendment will be discussed in-camera.






RELEVANT POLICIES: FIN-010 Services and Contractual Fees Policy

STRATEGIC RELEVANCE: Five Year Business Plan, 2029 - 2023


RESPONSE OPTIONS: 1. Accept recommendation 2. Request more information, if questions arise in presentation, and request re-submission. 3. Reject recommendation PREFERED STRATEGY: Response 1. Submitted by: Pierre Breau, P.Eng. ICD.D Endorsed by: Reviewed by: Pierre Breau, P.Eng. ICD.D Reviewers:


GENERAL: See GM comments. ORGANIZATIONAL: See GM comments. FINANCIAL: Budget 2019 FOLLOW UP ACTION: Confirm with Customer COMMUNICATION: OTHER COMMENTS:

FOR INFORMATION ONLY (FIO)

FIO 6.5 – 2018.11.22 | Beaver Municipal Solutions Revision 2 FIO Date: 2015.12.21

Follow-up Action List (FUAL) 2018 Topic Wrap-up

A regular part of the Consensus Reports (Section 4) provided to the Board at every regular

meeting, the Follow-up Action List (FUAL) is the updated list of the completion status of every

action resulting from a Board meeting. Each action has an original meeting date, and a target

next step or completion date.

The attached FUAL is the list presented at the November 22, 2018 meeting, with RED font text

recommending “closing the loop” on the action noted or consolidating with a related future

action.

Direction from the Board on the list is requested.

An additional attachment is the draft 2019 – 2023 Community Promotion Program prepared by

Program and Community Services Supervisor Anne Ruzicka. (listed in the FUAL with target date

of November 22, 2018)

Subjects indicating implementation in 2019 have funding in place through the proposed 2019

budget.

Of note in 2019 for Community Services is the addition of a PCS Assistant through the proposed

budget.

Page 51 of 65

4.1 – Follow Up Action List – 2018.11.22 (UPDATED)



Date Report Who Action Status 2014.06.19 Consulting Report – Good Neighbor Grant Policy GM Municipalities requested Community

Impact Study be delayed. See 2014-10-23, motion 14-083 THIS TOPIC SHOULD BE REMOVED. THE EXISTING POLICY FIN-014 SHOULD BE REVIEWED AS PART OF THE MCC TRANSITION COMMITTEE’S WORK.

Delayed COMPLETE

2014.11.20 14-099 Recreation Project Conceptual Planning GM Work in Progress, Assigned to PAC THIS TOPIC WILL BE COVERED IN THE LANDCSAPE ARCHITECTURAL STUDY FOR WHICH A RFP IS EXPECTED TO BE ISSUED IN DECEMBER 2019. 2019 CAPITAL PROJECT FUNDING IS $100,000. THIS WILL BE A CONTINUING ITEM FOR PAC WITH REGULAR REPORTS TO THE BOARD. FUAL WILL TRACK PROJECT PROGRESS WITH RFP AWARD.

2018.11.27 COMPLETE

2015.10.15 15 073 That expansion of the rural collection service to 6 out of County waiting list customers, is approved with service to begin only after approval by Municipal Affairs

GM

Motion Carried. Notice to go to Municipal Affairs. Subject to determination of collection system capacity. COLLECTION EQUIPMENT CAPACITY BASED ON OUR CURRENT PLAN (2019 – 2023) IS FOCUSED ON MEMBER SERVICES ONLY. IT IS NOT RECOMMENDED TO EXPAND RURALB BIN COLLECTION SERVICE BEYOND MEMBER BORDERS AT THIS TIME.

2018.11.22 COMPLETE

Page 52 of 65




2015.10.15 115 074 That the Board of Directors requests Management to complete an analysis for collection expansion opportunities and present findings and recommendations at the December 2017 Board Meeting.

GM Motion Carried. Analysis to be completed. SEE PREVIOUS COMMENT. CURRENT COLLECTION EQUIPMENT REPLACEMENT IS BASED ON EXISTING PICK-UPS. GPS INSTALLATION WILL PROVIDE IMPROVED DATA FOR ANALYSIS OF ROUTING EFFICIENCIES TO BETTER CONTROL COSTS FOR MEMBER AND RESIDENTIAL COLLECTIONS SERVICES.

2018.11.22 COMPLETE

2018.02.22 PAC / Board Interaction GM/PCS GM/CC – Establish connection for Board and PAC interaction IN 2019, THE PAC FOCUS WILL BE ON THE LANDSCAPE ARCHITECTURAL STUDY FOR THE BMS LANDFILL SITE AND CONTINUED IMPROVEMENTS AT BMS DROP-OFF/TRANSFER STATION LOCATIONS. REGULAR REPORTS WILL BE PRESENTED TO THE BOARD. THE PAC IS EXPECTED TO MEET 4 TIMES IN 2019.

2018.11.22 COMPLETE

2018.04.25 Community Promotions PCS 2018 Community Promotions Plan – Need staff and commission volunteers to assist Anne in the program

2018.11.22 SUGGEST 2019.02

Page 53 of 65




ATTACHED TO THIS 6.5 FIO IS A DRAFT PROMOTIONS PLAN FOR THE PERIOD 2019 – 2023.

2018.04.25 2018.08.23 Municipal Member Requests for Funding (5.2 & 5.3

GM Policy regarding funding of community projects to be re-evaluated. Policy subcommittee meeting to be scheduled.

Complete

2018.04.25 BDR 6.8 – Commission Bin & Transfer Station costing

GM/PCM 2016 costing report presented to Board at June 14 Special Meeting. Consultation with Beaver County to follow, pending recommendation from Policy Subcommittee COSTING FOR MUNICIPAL MEMBER AND RESIDENTIAL SERVICES IS BASED ON CERTAIN ASSUMPTIONS REGARDING PICK-UP AND TRANSFER OF WASTES. MEMBERS PROVIDE MORE WASTES TO TRANSPORT AND DISPOSE OF, HOWEVER, RURAL RESIDENT WASTES HAVE TO BE TRANSPORTED OVER LONGER DISTANCES. THE IMPLEMENTATION OF GPS FOR COLLECTION ROUTES IN 2019 WILL PROVIDE VERIFIABLE DATA ON ROUTING AND SERVICE TIMES. THIS DATA WILL BE COMPILED AND REVIEWED IN 2019 WITH RECOMMENDATIONS ON ANY CHANGES PRESENTED IN LATE 2019.

2018.11.22 SUGGEST 2019.11

2018.04.25 Greenhouse Gas EMC Research consultancy regarding the Landfill Gas Survey and to find out if dyed fuel is exempt from carbon tax. Also, future strategy options with regard to GHG mitigation.

2018.11.22 COMPLETE

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THIS TOPIC IS DEALT WITH IN 6.2 RFD LANDFILL GAS FEASIBILITY STUDY. THE FUAL FOR THE AWARD WILL TRACK PROJECT PROGRESS.

2018.05.17 Tofield Transfer Station PCM Anne to investigate missing sign from the Tofield Transfer Station. BMS IS WAITING FOR SIGN PLACEMENT APPROVAL FROM BEAVER COUNTY.

In Progress IN PROGRESS

2018.05.17 Future Fill Plan ENG/OM Engineering and Operations to provide AutoCAD demo of fill progression for cells 7B and 6, and SE10 extension at future Board Meeting

Complete

2018.05.17 General Information BDM BDM to post information on BMS website regarding pricing and disposal of Asbestos and provide link to BMS Board Members

Complete

2018.06.21 6.6 – BDR – Municipal Member Funding Request GM Policy Sub-committee meeting to be scheduled to develop a policy reflecting municipal members requests for infrastructure projects, GM and EA to propose dates to the commission for scheduling the Sub Committee meeting.

Complete

2018.08.23 Board Events: Rescheduling of September 20 Regular Board Meeting to October 1st

EA Motion Carried. EA to contact venue and send meeting invite to Commission for newly rescheduled Board Meeting to occur on October 1, 2018

Complete

2018.08.23 RFD – Multi Year Landfill Equipment Action Plan

18 094 that Board authorize issuing tenders

for two waste compactors, nominal 55 tonne

weight, which if awarded, will be equipment

acquisitions in the 2019 capital program;

GM Motion Carried. Tenders issued. Bulldozer tender awarded. Compactor tender pending. Units id 105 and 107 at Ritchie Bros awaiting auction.

Complete

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18 095 that the Board authorize issuing a

tender for a crawler tractor (bulldozer), nominal

45 tonne weight, 350 hp power plant, which if

awarded, will be an equipment acquisition in the

2019 capital program

18 096 that the Board request Municipal

Affairs for approval to dispose of the following

equipment which is surplus to Commission

requirements:

2015 Tana waste compactor, type E520 serial no. AT1079, BMS unit id 109;

2010 Caterpillar crawler loader, type 973D, serial no. CAT0973DHLCP00139, BMS unit id 105;

2013 Caterpillar crawler tractor, type D7E, serial no. CAT00D7ELTJA01151, BMS unit id 107.

18 097 that the Board authorize issuing a tender for a 16.1 metre (3’) walking floor waste hauling trailer, which if awarded, will be an equipment acquisition in the 2018 capital program

2018.08.23 18 100 – RFD – Transfer Station Hours and Time Changes. that the Board approve Transfer Station public hours and days to be changed, effective October 1, to:

PCS Motion Carried. PCS to communicate the hours and time change in the chronicle

Complete

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Lindbrook – Tuesdays and Saturdays – 10:30 to 5:30; Thursdays 11:30 to 6:30

Tofield – Wednesdays, Fridays and Saturdays – 10:30 to 5:30

Viking – Tuesdays and Saturdays – 10:30 to 5:30

Kinsella – Wednesdays and Fridays – 11:00 to 5:00

2018.08.23 6.9 – BDR – Seagull Population In Beaver County GM/OM Discuss with Predatory Bird Services on whether they can bring predatory birds to other areas of Beaver County to remove the gull population that have migrated to other areas of Beaver County

Complete

2018.08.27 PAC Meeting – 2018.08.27 GM Get proposals from landscape architects and prepare report to Board for recommendation SEE PREVIOUS COMMENTS ON LANDSCAPE ARCHITECTIRE STUDY RFP.

2018.11.28 COMPLETE

2018.09.24 MCC Business Plan. Revisions to be completed in MCC Business Plan.

GM/Chairman GM will revise recommended revisions to the MCC business plan for October 25 Board approval, and present at the November 1, 2018 MCC Steering Committee meeting.. GM to draft letter for Chairman to sign requesting the Committee invite BMS Staff to Steering Committee meetings.

Complete

2018.10.01 18 108 – BMS GHG Mitigation Strategy That the BMS Staff prepare a GHG mitigation action plan for presentation to the Board at its November Board Meeting

GM/ENG Motion Carried: Action Plan report to mitigate Greenhouse Gas to be presented at the November 2018 regular Board Meeting SEE PREVIOUS COMMENT.

2018.11.22 COMPLETE

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2018.10.01 18 109 – RFD – Award of Stage 6 Landfill Cell Construction. That a letter of intent be issued to BTO Contracting Ltd. for construction of the Stage 6 landfill cell and the stage 3 cell closure 18 110 – That the soil stripping for Stage 6 be authorized to begin 18 111 – That the final contract pricing, pending successful negotiations, be present for award using standard CCDC18 construction contract format

ENG ENG GM

Motion Carried: ENG to issue BTO a letter of intent to construct cell 6 and cap cell 3. Motion Carried: Eng., to contact contractor to begin soil stripping for Stage 6 Motion Carried: GM to prepare contract pricing to present at regular Board meeting in October

Complete

2018.10.01 18 112 – Award of Landfill Equipment Tender; Kamatsu dozer for $1,108,480 + GST

ENG Motion Carried. Eng., to contact awarded vendor and start the process of purchase

Complete

2018.10.01 18 113 – Purchase of TYCROP Trailer for $127,696 + GST

ENG Motion Carried. Eng., to issue award letter and to prepare process to purchase TYCROP Trailer

Complete

2018.10.01 18 114 – MCC Business Plan GM See 2018.09.24 Complete

2018.10.01 Recommended by Board that BMS include the Bird control costs into the 2019 Financial Plan

CFO Include the costs of Bird Control in the 2019 budget plan THIS TOPIC IS DEALT WITH IN 6.1 RFD-BUDGET 2019 – OPERATING EXPENSES.

2018.11.22 COMPLETE

2018.10.01 In Camera – GM Motion Carried. GM to issue a letter of release to sign for property owner(s) in

Complete

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Moved that payment be made for cistern improvements at property NE-15-50-17-4 for 70% of the cost of improvements to a max of $7000.00

order to issue payment for cistern improvement.

2018.10.25 18 122 - Calendar of Events: Special meeting That the Board call a special meeting to take place on Thursday, November 1, 2018

GM/ENG Motion Carried. RFD to be drafted regarding recommendations to award various contracts

Complete

2018.10.25 18 125 – RFD – MCC Business Plan Revision Approval. That the Municipally Controlled Corporation (MCC) Business Plan, draft version 2.0, be approved for presentation to the BMS Transition Committee, with recommended changes.

GM Motion Carried. GM to add the recommended changes to the Business Plan for presentation at the MCC Transition Committee Meeting to be held on November 1.

Complete

2018.10.25 18 126 – RFD – Compensation Review: That BMS Staff provide a comparison of the two compensation proposals received supporting the recommendation to award the review study to Lane Caputo, and return a revised report to the Board

GM/HRM Motion Carried. GM and HR Manager to revise the RFD adding information regarding other comparisons

Complete

2018.10.25 18 127 – RFD – Award of Tender BMS-2018-020. that the Board approve the purchase of a Bomag 1172RB-4 Compactor from Brandt Tractor Ltd. for the amount of $1,390,500.00 + GST;

ENG Motion Carried: Engineering to draft award letter to Brandt Tractor Ltd

Complete

2018.10.25 18 128 – RFD – Purchase of a Tana E520 from Superior Truck for $992,314.00 USD + GST

ENG Motion Carried: Engineering to draft award letter to Superior Truck Equipment Inc.

Complete

2018.10.25 18 129 – RFD – Disposal sale of the 2015 TANA waste Compactor to Superior Truck Equipment Inc. for trade in value of $185,000 USD

ENG Motion Carried. Complete

2018.10.25 18 130 – RFD – The inclusion of the equipment purchases and disposal in the fiscal 2019 Capital asset program.


2018.10.25 18 131 - that the Board approve placing proceeds received for the disposal BMS unit id 109 to the Capital (Equipment) Reserve Fund.


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2018.10.25 18 132 - that the negative variance estimated at $133,630, before GST, resulting from purchase of the compactors and crawler tractor and the sale proceeds of BMS equipment unit no.’s 105, 107 and 109, be recovered from projected savings in the approved 2018 capital program budget, and that a report be presented to the Board at its next regular meeting.

GM Motion Carried. A report to be presented regarding the 2018 variance recovery process of the over allocated amount for $133,000 in equipment sales and purchases. THIS TOPIC IS DEALT WITH IN 6.1 RFD BUDGET 2019 – CAPITAL PROGRAM. CAPITAL ACQUISITIONS THAT WERE OVERBUDGET OR UNPLANNED IN 2018 HAVE BEEN COMPENSATED FOR WITH APPROPRIATE MODIFICATIONS IN THE 2019 PROGRAM.

2018.11.22 COMPLETE

2018.10.25 6.4 – RFD: Policy Sub Committee Recommendations 18 133 that new policy FIN-022, Infrastructure Grants to Municipal Entities, be adopted, as presented 18 134 - that existing policy FIN-013, Grants to Not-for-Profit Community Organizations, be amended as presented;

18 135 - that existing policy FIN-012, Payments of Grants in Lieu of Taxes to Municipal Members, be amended as presented:

Motion Carried: EA to add motions to each of the approved policies and post on BMS Website.

Complete

2018.10.25 18 136 - that BMS staff report to the Board at its next regular meeting , the fiscal impact on BMS of paying a one-time per capital infrastructure grant to the town of Tofield, the Village of Ryley, the village of Holden and the town of Viking, per option 2 described in submitted 6.5 RFD 2018.10.25

GM Motion Carried. GM THE IMPACT OF THIS ONE-TIME DONATION HAS BEEN CONSIDERED IN THE 2019 BUDGET. RELEASE OF THE FUNDS WILL BE RECOMMENDED AT THE FEBRUARY 2019 MEETING.

2018.11.22 SUGGESTED 2019.02

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GM General Manager CFO Chief Financial Officer

2018.11.01 18-144 – that the Board request Municipal Affairs for approval to dispose of equipment in which is surplus to Commission requirements; Unit 203 1997 Volvo WX64 Pacmor, white, Unit 204 2001 Volvo WX64 Pacmor, white, Unit 286 2000 Volvo WG64 Pacmor, Green, Unit 289 2003 Volvo WX64 Pacmor, Green, Unit 205 2014 Western Star Vac truck, Unit 400 1999 southland end dump tridem axle trailer, Unit 406 Gravhaul tridem end dump, Highline Bale Processor with Top Gun Blower Attachment, Sn TG00000022

GM Motion Carried. GM to send letter to Municipal Affairs requesting disposal of equipment

Complete

.02018.11.01

C&D fines, Shingles, Compost residuals – Amending agreement

GM GM to draft RFD regarding changes in C&D agreement with CoE to present at the 2018.11.22 Board Meeting THIS TOPIC IS DEALT WITH IN 6.4 RFD COE CONTRACT AMENDMENT

2018.11.22 COMPLETE

2018.11.01 Service Charter GM GM to develop a Service Charter for the Board to provide to their councils THIS TOPIC WILL BE CONTINUED IN CONJUNCTION WITH DISCUSSIONS WITH THE MCC TRANSITION COMMITTEE. FINANCIAL INFORMATION REQUESTED BY THE MCC TRANSITION COMMITTEE HAS BEEN COMPILED AND WILL BE FORWARDED BY NOV. 26, 2019.

In Progress IN PROGRESS

Page 61 of 65




EA Executive Assistant

EMC Engineering/Maintenance Coordinator

HRPM Human Resources/Payroll Manager

HSE Health, Safety and Environment

OM Operations Manager

PCS Program Communication Supervisor

Page 62 of 65

Project or Task Resources Required Budget

ImpactComments

2018 2019 2020 2021 2022 2023

Highway Litter Program Support for

promotion,recruiting,

education, training,

monitoring, recording, swag $15,000 (ops)

planned for 2018 but not implemented

X X Implement

Ag Plastic Program two trailers, tractor, staff,

loading ramp, skid steer, roller

Province is working with CleanFarms so

a program may be coming; could

becoming collection point for northern

areas; receive funding for clean rolls;

need to transport to southern AB. If

provincial program appears to be a

reality discussion with Beaver County

to ensue. X X Implement

Community parades staff, development of mascot,

minor decorations annually,

candy and swag

summer (5) and winter (2) parades,

staffing is always an issue - create

mascot to bring excitement and

possible volunteers - could look at

paying staff to participate (minimum 3

hours); need to create. Promotions

staff hire in 2019 will assist.

Community event staff, prizes, venue rental,

program supplies, swag

Beaver Municipal Solutions sponsored

annual event such as Upcycle

Challenge X X X Implement

Remembrance Day ceremonies Staff (promotion/recognition)$1,000 (ops)

donation to each chapter for their

poppy campaign

Annual FCSS Christmas Hamper Promotion (recognition)$5,000 (ops)

Support both Viking and Tofield

campaigns

MAN VAN - annual event Promotion, swag

$3,000 (ops)

Timing did not work for Viking this

year - have requested 2019; others

will want in future years. Promotions

staff hire in 2019 will assist. X Implement

Annual Open House Promotion, staff, swag,

refreshments, display boards

Held SWANA event and the TS Open

house in 2018; need to continue

momentum and do annually

Radio promotion monthly ad sharing "what's

new at BMS" - veg radio

Can talk about large item programs,

new recycling initiatives, grant

programs, highway litter program X X Implement

Community education programs staff, swag, program supplies Can provide to schools, seniors

centres, chamber of commerce,

community groups X X Implement

Create mascot design character, recruit, train

and records

Develop a mascot that is recognized

with BMS, could use PAC input or a

contest for ideas X X X Implement

Community Grant Program Promotion, award follow ups,

photo ops, staff

More active promotion of grant

program; more photo ops in the

community with award winners

Community Collection Program -

Beverage Container Collection

Program

Promote, recruit, staff,

program supplies (storage,

bins, bags, etc), records,

follow up$5,000 (cap)

Purchase 5 bins and construct concrete

bases for mounting (at all TS and

PDO), community groups apply to be

sponsor for pre-determined amount of

time X X Implement


Leaf and Yard

staff, bins, collection driver,

skid steer and operator,

promotion, education,

monitoring, reporting

collect leaf and yard in bins at LTS,

VTS, TTS and PDO - set up small

compost program, turning with skid

steer, use compost in community

garden or site landscaping. Interest

from commercial customers in

providing fee-paying waste which can

help support capital cost. X X X Implement


C&D

staff, yellow card system,

updated fee schedule

(commercial vs residential),

bins, collection driver and

truck, promotion, education

C&D bins at LTS, VTS and PDO

X X X Implement

Page 63 of 65


ImpactComments

2018 2019 2020 2021 2022 2023


newsprint

dedicated pacmor and driver,

promotion, education, training,

signage

blue bins already in inventory, require

signage, and pacmor system to collect

and deliver to Edmonton - will set up in

LTS and VTS to start, expanding to

TTS and PDO in future years. Expect

cost-savings from contract pick-up fee

reduction. X Implement


fluorescent bulb

Bulb eater, staff, training,

collection drums

Can set up pilot in LTS and at PDO,

could expand in the future; staff to be

trained to use equipment (in Ryley) X X Implement


HHW

Contained collection container

(sea can with side doors and

divider), staff, training,

education and promotion,

signage

will take over this program from

Beaver County, require registering our

site as a HHW collection location

(ARMA),X X Implement


pesticide recycing

staff, program supplies,

signage, educate staff

will take over this program from

Beaver County, require some repairs to

building in PDO (may relocate as part

of overall redesign) X X Implement


plastics (separated)

Collection bins, promotion,

education, signage

will depend entirely on markets,X X X X Implement


paint

shed, totes, pallets ARMA program; already set up at LTS,

VTS, and PDO - expand to TTS Implement


metal

bins Currently at LTS, VTS and PDO -

expand to TTS Implement


automotive batteries

Secure collection containers Currently collecting at LTS, VTS and

PDO, however not secure - can expand

to TTS Implement


textile recycling

Contractor, sea can, staff,

training, promotion, education

Start in LTS as a pilot and depending

on results, expand to PDO and possibly

VTS X X Implement

Community Garden/Trail Program staff, volunteers, program

materials (plants, fences,

raised beds, etc),

Working with PAC, design a community

gardenX X X Implement

Improve efficiencies at TS Staff, GPS, GPS can support more efficient pick up

scheduling, analyze data to determine

bldg vs bin efficiencies X Implement

Redesign PDO layout Redesign current bin

placement, allow for expanded

program storage (ie. HHW,

batteries)

2019 capital program.

X Implement

TS site upgrades landscape design, plantings,

maintenance, road

improvements, signage,

lighting

2020 capital program.

X X Implement

TS building upgrades staff, contractors, project

supplies, pressure washer

inspect building roofs and replace as

required; inspect office buildings and

repair as required, bldg door review

and upgrade as required (return to

former system), annual cleaning

(including painting of bollards, graffit

removal, etc.) X

Implement

paint

repairs

Implement

blg wash

Implement

bldg

inspections

TS security upgrades security camera, training,

reports

at LTS; expand to VTS and TTS in

future

TS debit/credit upgrades card reader, training implemented in VTS, already had a

system at LTS, need to expand to TTS

and KTS when yellow card program is

implemented

Implement

in TTS and

KTS

Page 64 of 65


ImpactComments

2018 2019 2020 2021 2022 2023

TS maintenance grass cutting contractor, staff

(snow plow, sanding, grading)

Have secured contractor ffor site

mowing, need to develop process for

plowing and sanding requests

Develop brand contractor, staff, promotion,

education

$25,000

Develop visual and written brand, style

guide, new logo, new name - can be

done independent of MCC. At this time,

budget is unfunded - waiting for MCC

development. X Implement

Website upgrade contractor, staff, promotion,

education

$20,000 (ops)

create new website that is mobile

friendly - residential and commercial

(see below) X Implement

Develop branded app for

commercial customers

contractor, staff, promotion,

education

Greg to take lead with respect to

requirements for this app X Implement

Develop branded app for residential

customers

contractor, staff, promotion,

education

Use current recycling apps that others

in the province use X Implement

Page 65 of 65

Town of Tofield November 22, 2018...Nov 22, 2018 · Chief Financial Officer: Juvy Ceniza, CPA/CMA HR/Payroll Manager: Jeanie DeGrande. CHRP Operations Manager: Mark Lowe BDR Manager:

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