Regular Monthly Meeting. July 11, :00am Valley Waste-Resource Management Office - Boardroom

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1 P.O. Box 895, Kentville NS, B4N 4H8 Phone: (902) Fax: (902) Website: The Municipalities of Annapolis and Kings and the Towns of Berwick, Bridgetown, Hantsport, Kentville, Middleton and Wolfville: Partners in Waste Reduction Attendees: Regular Monthly Meeting 9:00am Valley Waste-Resource Management Office - Boardroom Members/Alternates: Keith Irving, Mark Pearl, Reg Ritchie, Barry Corbin, Anna Allen, Harold Bulger, Fred Whalen, Vera Errington, Eric Smith and Jim Laceby Staff: Ross Maybee, Brian Van Rooyen, Glenda Clark and Brenda Davidson Regrets: Faye Hill and Ron Trimper Guest: Brianna Higgins, Levy Casey Carter MacLean Agenda Item No. 1 - Call To Order Chair Irving called meeting to order at 9:10am welcoming everyone to the first Board Meeting in the new office facility noting that he has been receiving positive feedback from staff adding that he looks forward to the facility serving the Authority well for many years to come. Agenda Item No. 2 Approval of Agenda MOVED BY FRED WHALEN AND SECONDED BY HAROLD BULGER THAT THE VALLEY REGION SOLID-WASTE RESOURCE MANAGEMENT AUTHORITY APPROVE THE AGENDA WITH THE ADDITION OF ITEMS 10.1: GREENWICH FIRE DEPARTMENT REQUEST, 10.2: SPRING AND FALL CLEAN-UP SERVICE, AND 10.3: GREENCART COLLECTION SERVICE. It was also noted that there will be 3 pieces of correspondence raised under Agenda Item 11 and a short in-camera session toward the end of the meeting to deal with a legal issue. Agenda Item No. 3 Approval of Minutes of May 16, 2012 MOVED BY REG RITCHIE AND SECONDED BY ANNA ALLEN THAT THE MINUTES OF THE MAY 16, 2012 REGULAR MONTHLY MEETING OF THE VALLEY REGION SOLID WASTE-RESOURCE MANAGEMENT AUTHORITY BE APPROVED AS CIRCULATED. Page 1 of 7

2 Agenda Item No. 4 Audit Committee Update Presentation of Consolidated Audited Statements Chair Irving noted that, before turning the floor to Brianna Higgins, Auditor, Levy Casey Carter MacLean, to review the Consolidated Audited Statements in keeping with the Authority s request, there were a couple of items of business to bring to the Board s attention related to the completion of the Audit. As a first step, Chair Irving noted that the Audit Committee has met twice since the last Authority meeting referring to the Minutes of the VWRM Authority Audit Committee dated and June 20, 2012, as circulated and attached to these minutes. ON MOTION OF MARK PEARL AND SECONDED BY VERA ERRINGTON THAT THE VALLEY REGION SOLID WASTE-RESOURCE MANAGEMENT AUTHORITY ACCEPT THE AUDIT COMMITTEE MEETING MINUTES FROM JULY 11, 2012 AND JUNE 20, As a second step, Chair Irving noted that during the course of the completion of the Audit, the Auditors reviewed the Authority s Disbursement Policy: VWRMA Annual Operating Surplus/Deficit dated November 15, 2010 noting some ambiguity in the wording in the Authority s motion in the minutes of November 15, 2010 and follow-up discussions during later meetings. To better clarify the Policy the following motions were carried: ON MOTION OF HAROLD BULGER AND SECONDED BY VERA ERRINGTON THAT THE VALLEY REGION SOLID WASTE-RESOURCE MANAGEMENT AUTHORITY BRING THE TABLED DISBURSEMENT POLICY: VWRMA ANNUAL OPERATING SURPLUS/DEFICIT, DATED NOVEMBER 15, 2010 BACK TO THE TABLE FOR CLARIFICATION. ON MOTION OF HAROLD BULGER AND SECONDED BY BARRY CORBIN THAT THE VALLEY REGION SOLID WASTE-RESOURCE MANAGEMENT AUTHORITY APPROVE THE DISBURSEMENT POLICY: VWRMA ANNUAL OPERATING SURPLUS/DEFICIT AS DATED NOVEMBER 15, Chair Irving thanked the Authority for dealing with the above issues associated with the preparation of the annual consolidated audited statements turning the floor to Brianna Higgins to review the statements with the Authority. A full copy of the Consolidated Financial Statements dated March 31, 2012, as circulated, is attached to these minutes. Ms. Higgins reviewed each financial statement with the Authority including the notes in support of calculations and other matters at the end of the statements. Following Ms. Higgins review, Chair Irving and the Authority expressed appreciation for a job well done noting that it is the Authority s preference to have the Auditor s attend each year for the purpose of presenting the statements. Page 2 of 7

3 ON MOTION OF FRED WHALEN AND SECONDED BY BARRY CORBIN THAT THE VALLEY REGION SOLID WASTE-RESOURCE MANAGEMENT AUTHORITY ACCEPT THE FINANCIAL STATEMENTS DATED MARCH 31, 2012, AS PRESENTED. Chair Irving then referred to the audit findings letter addressed to the Audit Committee, dated July 2, 2012, as circulated and attached to these minutes, with Ms. Higgins briefly touching on the key findings. It was noted that General Manager Maybee will be preparing a written response to the Auditor s recommendations for the review of the Authority during an upcoming meeting. ON MOTION OF VERA ERRINGTON AND SECONDED BY REG RITCHIE THAT THE VALLEY REGION SOLID WASTE-RESOURCE MANAGEMENT AUTHORITY ACCEPT THE AUDIT FINDINGS LETTER ADDRESSED TO THE AUDIT COMMITTEE DATED JULY 2, 2012, AS PRESENTED. Chair Irving thanked all involved in the completion of the audit for a job well done and Ms. Higgins left the Authority meeting at this time. On a final note, it was indicated that the surplus rebate cheques will be released to partners in proportional shares based on the total audited surplus of $262,854. Agenda Item No. 5 Business Arising from the Minutes Agenda Item No. 5.1 Follow-up: SWANA 6 th Canadian Waste Symposium Chair Irving referred to the Report to Valley Waste-Resource Management Authority SWANA Conference, April 22-25, 2012 and Report to the Authority, 6 th Canadian Waste Symposium, Niagara Falls, Ont., dated as circulated and attached to these minutes. Chair Irving highlighted the key issues noted in the reports and provided a presentation to the Authority relating to the Conference. It was the consensus of all who attended that the opportunity to attend was extremely valuable and appreciated. Agenda Item No. 5.2 Follow-up: International Leaders Workshop Construction Resource Initiative Chair Irving noted that he had been invited to speak at the International Leaders Workshop Construction Resource Initiative being held in Quebec on his way to the SWANA Symposium with associated costs covered by the Regional Chairs Committee. Chair Irving noted that the purpose of the event was to bring together leaders from all sectors of the construction industry to work toward an Accord called Mission 2030 providing the Authority with the full powerpoint presentation regarding the event, as attached to these minutes. A short break was held at this time with all in attendance encouraged to take a few minutes to tour the new office facility. Page 3 of 7

4 Agenda Item No. 6 Policy Committee Update Chair Irving noted that the Policy Committee activity continues at a high level with work surrounding the Authority s Procurement of Goods and Services Policy well underway to ensure that the Authority s existing Policy is amended to meet with new provincial legislation. Work surrounding the development of an Investment Policy and Cheque Signing Policy is also underway with drafts of all to be brought before the Authority for review and finalization during upcoming meetings. Agenda Item No. 7 General Manager s Report Agenda Item No. 7.1 Review of April and May 2012 Unaudited Financial Statement General Manager Maybee took the floor referring to the May 2012 Unaudited Financial Statement, as circulated and attached to these minutes, noting that revenues and expenditures continue as anticipated at this point in the year; however, a reduction in tipping fee revenues being generated at the Management Centres was highlighted. Agenda Item No. 7.2 Temporary Borrowing Resolution The Authority reviewed Temporary Borrowing Resolution File No. 12/13-1 in the amount of $528,000 representing the approved capital fund to be borrowed as prepared by Service Nova Scotia and Municipal Relations, circulated and attached to these minutes leading to the following motion: ON MOTION OF ANNA ALLEN AND SECONDED BY MARK PEARL THAT THE VALLEY REGION SOLID WASTE-RESOURCE MANAGEMENT AUTHORITY APPROVE TEMPORARY BORROWING RESOLUTION, FILE No. 12/13-1, IN THE AMOUNT OF $528, AS PREPARED BY SERVICE NOVA SCOTIA AND MUNICIPAL RELATIONS. General Manager Maybee noted that staff will now circulate the associated Guarantee Resolutions as prepared by both Service Nova Scotia and Municipal Relations and the CIBC in proportional shares for final signature by partners. General Manager Maybee also noted that the Resolution and associated Guarantee Resolutions are a requirement for the funds which will be ultimately borrowed from the Municipal Finance Corporation. The CIBC guarantees are a requirement of the bank in order for them to provide the bridge financing for the projects. In response to the question, it was noted that the $210,000 noted on the Temporary Borrowing Resolution for Mechanical Repair/green cart storage/reuse are associated with the stand alone storage building as per the approved capital budget. With the preliminary geotechnical work on the proposed site now complete, it is hoped that the Request for Proposals for the provision of the structure will be released soon. Agenda Item No. 7.3 Construction of Administration Offices Facility General Manager Maybee noted that he was pleased to report that the move to the new offices went very smoothly on June 11 and 12 and that no additional expenses were incurred at the 11 Calkin Drive site which has now been turned back to the landlord. It was noted that staff are making use of a technical presentation as prepared by Solterre in sharing the environmental aspects of the facility with the public. While some construction deficiencies are being dealt with, landscaping is well underway and should be complete this week with paving to follow next week. General Manager Maybee referred to the Report to Authority, VWRQ1201 (Provision of Page 4 of 7

5 Landscaping Services) for the information of the Authority, as circulated and attached to these minutes. General Manager Maybee highlighted the air handling units in the building which are proving to be a key area of concern with challenges with the system in maintaining comfortable temperatures now under investigation. In response to the question, General Manager Maybee noted that he is confident that the completion of the construction will come in under budget. General Manager Maybee noted it is now time to begin planning for a Grand Opening event with it being the consensus of all that late September may be the best timing for the event. Staff along with Chair Irving will begin preparations soon to include a list of guests who will be invited to attend. It is hoped that at the time of the opening all planned educational panels, outside furniture etc., will be in place. Agenda Item No. 7.4 Status Report: Comfit Program Application Small Wind Turbine General Manager Maybee again took the floor referring to the Report to the Authority Wind Turbine Project Update, dated, as circulated and attached to these minutes. It was noted that while, originally, the Town of Kentville indicated that as their Land Use Bylaw was silent on the subject of wind turbines, it has now been determined that an amendment to the Land Use Bylaw will be required. The process is now underway which ultimately provides the Authority with additional time to further study the matter and refine the associated business case for further consideration. Barry Corbin raised several concerns that were noted during a recent Town of Berwick Council meeting including whether or not wind power generation falls under the mandate of the Authority among others. A discussion arose, where it was the consensus that as the Authority is focused on environmental responsibility the project would fall under its mandate but that full and careful consideration will be given to the project. Agenda Item No. 8 Regional Chairs and Regional Coordinator Committee Reports (Regional Chairs Meeting held May 25, 2012) Chair Irving referred to the Report to the Authority: Regional Chairs Meeting, May 25, 2012, as circulated and attached to these minutes, providing the Authority with an overview of key topics under discussion offering clarification where required. Agenda Item No. 9 Brief Enforcement Issue Update Brian VanRooyen A recent enforcement case was discussed where it was indicated that staff fully recognize and take responsibility for making an error in issuing a ticket ultimately resulting in the resident requesting that the incident be brought before the Board. It was noted that the ticket has been withdrawn and that steps are being taken to ensure a similar situation does not occur in the future. Chair Irving, will release a letter to the resident noting that the matter had been raised during the Board meeting today and that the Board deeply regrets the error made by staff and that ticketing procedures are being reviewed to ensure all appropriate checks and balances are in place. While on the topic of enforcement Mr. Van Rooyen advised the Authority that steps have now been taken to add Compliance Inspector, Trent Armstrong to the Valley Waste team in a 6- month term position to maximize the use of the available funding through the Resource Recovery Fund Board as per the suggestion of the Authority. Mr. Van Rooyen also noted that Alan Barkhouse, Reuse Centre Operator, has been hired, also in a 6-month term under a Page 5 of 7

6 unique position where he will divide his time between Reuse Centre and East Management Centre duties. He and other staff are now actively recovering items of interest from incoming waste to be offered for sale in the Reuse Centre with the goal of having the Centre open in early August. A letter as received from Dale Whynot, Kent Fields Estates Limited, dated May 22, 2012, as circulated and attached to these minutes was also discussed. It was the consensus of the Authority that the Chair will respond to the letter noting that the Board recognizes the great effort that Kent Fields Estates makes to ensure that their properties are well maintained advising that the Board discussed the concerns raised in the letter advising that staff will contact Mr. Whynot for further discussion. Chair Irving noted that this letter was dated May 22, 2012 but he had not seen it until the Board package was forwarded last week. Chair Irving requested that the General Manager put a procedure in place to ensure that correspondence received at the VWRM offices reach the Chair in a timely manner. Agenda Item No. 10 New Business Agenda Item No Greenwich Fire Department Fred Whalen noted that he has received a request from the Greenwich Fire Department for collection of waste resources from behind their facility rather than at the curb. General Manager Maybee noted that he had received a letter from Councillor Patricia Bishop, dated June 10, 2012 making a formal request for the service. A copy of the letter is attached to these minutes. After a short discussion, it was the consensus of the Authority that staff respond offering a full explanation of why the policy exists and the reasons the request cannot be granted. Agenda Item No Spring and Fall Clean-up Fred Whalen noted that he has been receiving complaints from his constituents with regard to the early placement of materials at the curb for the spring and fall clean up resulting in an unsightly situation for a lengthy period of time. It was the consensus of the Authority that staff prepare a notice for release to partners regarding this issue asking if it would be possible to include the notice with the release of upcoming tax or water bills to raise awareness. Agenda item No Green Bins it was noted that complaints are being received regarding unsightly and stinky green bins left at the curb following the collection service. It was the consensus of the Authority that this issue be included in the notice being released to partners to raise awareness reminding all that carts are to be removed from the curb immediately following the collection service. General Manager Maybee then raised a request received from West Nova Agro, as attached to these minutes, offering to purchase the remainder of the parcel of land that they had previously purchased when the grain centre adjacent to the West Management Centre in Lawrencetown was sited. In response to the question, General Manager Maybee noted that disposing of the parcel being requested would not in any way affect any future expansion needs at the site. With that in mind, it was the consensus of the Authority that staff notify adjacent property owners of the land being offered for sale to give all potentially interested parties an equal opportunity and if there is no further interest the parcel can be disposed of at a fair market value. Page 6 of 7

7 Agenda Item No. 11 Correspondence There was no further correspondence to bring before the Authority at this time. Agenda Item No. 12 Next Meeting It was the consensus of the Authority that there will not be an August meeting; therefore, the next meeting of the will be held on September 12, beginning at 9:00am. It should be noted that the September date is a deviation from the normal meeting schedule due to conflicts with UNSM sessions being held at that time. Agenda Item No. 13 Question/Answer Period There were no questions brought before the Authority at this time. Anna Allen left the meeting at this time. ON MOTION OF FRED WHALEN AND SECONDED BY VERA ERRINGTON THAT THE VALLEY REGION SOLID WASTE-RESOURCE MANAGEMENT AUTHORITY ENTER INTO AN IN-CAMERA SESSION. ON MOTION OF REG RITCHIE AND SECONDED BY VERA ERRINGTON THAT THE VALLEY REGION SOLID WASTE-RESOURCE MANAGEMENT AUTHORITY END THE IN- CAMERA SESSION. There was no report to bring before the Authority resulting from the In-camera session. Agenda Item No. 14 Adjournment ON MOTION OF FRED WHALEN AND SECONDED BY MARK PEARL THAT THE JULY 2012 REGULAR MONTHLY MEETING OF THE VALLEY REGION SOLID WASTE- RESOURCE MANAGEMENT AUTHORITY ADJOURN AT 12:50PM. Respectfully Submitted by, Brenda Davidson Office Coordinator Valley Waste-Resource Management Page 7 of 7