agenda (final) regular meeting february 19, 2015...

AGENDA (FINAL) REGULAR MEETING

FEBRUARY 19, 2015 @ 6:00PM BEAVER COUNTY CHAMBERS,

RYLEY, AB

AGENDA 2015.02.19 | Beaver Municipal Solutions

REGULAR MEETING

1. Call to Order

2. Additions/ Deletions to the Agenda

3. Approval of Minutes 3.1 The Minutes of the Regular meeting of January 22, 2015

4. Regular Reports ( Consensus Agenda) 4.1 Strategic Priorities Chart – Updated 4.2 FUAL –Updated 4.3 Financials (TBD) .1 Interim Statements to January 31, 2015 .2 Capital Projects Update

5. Conferences/Training:

5.1 Board Calendar – Updated

6. Correspondence 6.1 As required

7. Board Matters:

7.1 RFD – Policy FIN 015 – US Dollar Account 7.2 RFD – Policy HUM-008 Wellness and HUM-009 Employee Clothing and Personal Protective Equipment 7.3 FIO – Pay-for-Performance and Performance Management (PP-PM) – Update

(verbal) 7.4 FIO – 5 Year Plan – Update (TBD); Discussion of Surplus Distribution 7.5 RFD – Reserve for Capital Funding for 2014 Carry-over Projects 7.6 RFD – Bank Credit Line Renewal 7.7 RFD – Extension of City of Edmonton Hauling Contract

8. In-Camera Session : 8.1 As required

AGENDA (FINAL) REGULAR MEETING

FEBRUARY 19, 2015 @ 6:00PM BEAVER COUNTY CHAMBERS,

RYLEY, AB

AGENDA 2015.02.19 | Beaver Municipal Solutions

9. Motions Arising From In-Camera Session: 9.1 As Required

10. Meeting Evaluation: 10.1 Director Form

11. Adjournment:11.1 Motion for Adjournment

3.1 REGULAR MEETING January 22, 2015 B.R.W.M.S.C/BMS

BEAVER REGIONAL WASTE MANAGEMENT SERVICES COMMISSION REGULAR MEETING January 22, 2015 Beaver County Chambers, Ryley AB 6:00 p.m. COMMISSION DIRECTORS present at commencement:

Ronald Yarham – Chairman Brian Ducherer – Vice-Chairman Harold Conquest – Director Jason Ritchie - Director Bernie Marko – Director

ADMINISTRATION present at commencement:

Pierre Breau, P. Eng. – General Manager/Chief Administrative Officer Juvy Ceniza, CMA – Vice -President, Corporate Services and Chief Financial Officer Aaron Hills – Vice-President, Operations Sebastian Rodolfo – Controller Tina Courtney – Executive Assistant

GUESTS present at commencement: Meaghan Colpitts, E.I.T. – Assistant Process Engineer

Tariq Medina, E.I.T. – Assistant Process Engineer

1. Call to Order (Regular Meeting) CHAIRMAN Yarham called the meeting to order at 5:58 p.m.

2. Presentations of Funding to Community Groups 2.1 List of Grants to be presented

3. Additions/Deletions to the Agenda

15-001 MOVED by DIR Conquest that the Agenda be approved with changes as circulated

CARRIED

4. Reading and Approval of the Minutes

4.1 The Minutes of the Regular Meeting of December 18, 2014


15-002 MOVED by DIR Marko that the Minutes from December 18, 2014 be approved as circulated.

CARRIED

5. Regular Reports (Consensus Agenda)

5.1 Strategic Plan Priorities Chart Update 5.2 FUAL - Updated

15-003 MOVED by DIR Ducherer that the Consensus

Agenda be accepted for information as presented.

CARRIED

6. Conferences/Training 6.1 Board Events Calendar - Updated

7. Correspondence

7.1 Beaver Emergency Services Commission – Equipment Purchase request

Direction given to Staff to indicate to BESC that we are currently examining our grant policies & programs. As well, staff are to ask for Municipal Member input on this specific grant request if they have any.

Direction given to staff to provide a letter to BESC accordingly.

8. Board Matters 8.1 RFD – Policy FIN 015 – US Dollar Account Concern was raised regarding a cap on the value of funds to be

transferred to the US Dollar account. Staff will reword and present again at February 19, 2015, Board meeting

8.2 FIO – Pay-for Performance and Performance Management (PP-PM)

Program - Update.

8.3 RFD – Pay-for Performance and Performance Management (PP –PM) Program – CAO/GM Assessment.

15-004 MOVED by DIR Marko that the Commission

approve up to $15 000, to implement the Pay-per-Performance Program, per the Hay Group proposal presented.

CARRIED


8.4 BDR – Percentage of Operating Revenue/ Income for Distribution to Municipal Members

Board to revisit the issue at the February regular meeting. In the

meantime, Staff will determine if an increased surplus release is possible, & consult with Municipal Members & Municipal Affairs.

8.5 BDR – Public Advisory Committee – 2015 Tasks and Topics

Board to give direction to Staff to inform the P.A.C of the Board’s suggested discussion topics and projects as follows:

1. Development of community positive impact projects; 2. Re-certification of facility to ISO 14001:2004 standard; 3. Resident surveys on improvements to the local solid waste collection

system; 4. Review new facility developments in alternative waste technologies and

assist in public meetings, as required; 5. Review regular facility environmental and safety reports.

8.6 RFD –Per Diem Rates for PAC Members

15-005 MOVED by DIR Marko that PAC members will be paid per diem, $135.00 and that PAC members will receive reimbursement for travel and accommodations (vehicle at $0.54/km) expenses and payment of relevant, approved membership & conference fees.

CARRIED

9. In-Camera Session 9.1 As required

15-006 MOVED by DIR Ducherer to go In-Camera at 8:11 p.m.

CARRIED

15-007 MOVED by DIR Marko to go Out-of-Camera at 8:55 p.m.

CARRIED


10. Motions Arising from In-Camera Session 10.1 As required 11. Meeting Evaluation

11.1 Director Form

11. Adjournment 11.1 Motion for Adjournment

15-008 MOVED by DIR Ritchie to adjourn the meeting at 8:56pm p.m.

CARRIED The next regular meeting of the Board will occur on February 19, 2015 at 6:00 p.m at the Beaver County Council Chambers.

_ Chairperson

CAO/GM

STRATEGIC PRIORITIES CHART UPDATED FEBRUARY 19, 2015

4.1 Strategic Priorities Chart 2015.2.19 | Beaver Municipal Solutions

Summary – Strategic Plan Actions & Timeline

ENTERPRISE RISKS STATUS Complete Safety Manual and Certification Dec 2014 Complete – COR

Awarded 2014-11-05 Complete environmental audit re-certification Dec 2015 In Progress Pursue additional lines of business to offset reliance on MSW and contaminated soil waste

Immediate In Progress

CORPORATE GROWTH STRATEGY

STATUS

Develop turnkey MSW solutions for municipalities

o Lac La Biche presentation o Other Municipalities

(AAMDC/AUMA)

Mar 2014 Sept 2014

Complete – Council to re-visit solid waste plans 2015 In Progress –Hauler interest in asbestos disposal options; interest in other private MSW disposal.

Pursue contaminated soil trucking o Identify projects o Evaluate need for expanded

trucking

Apr 2014 Sept 2014

On Hold – excess contaminated soil being received directly at this time

Mechanical Services o Get CVIP registration o Advertise services o Evaluate need for

expansion

May 2014 Jun 2014 Dec 2014

Complete In Progress – CVIP registration is in place, to do more work for CoE and others, need to consider garage expansion

BMS Nutrients – biosolids to nutrients

o Submit CCEMC EOI proposal

o Complete existing Lyons application

o If EOI successful, submit

Feb 2014 May 2014 May 2014 May 2014 Dec 2014

Complete Complete N/A Complete Pending – Pursuing biosolids



FPP o Confirm municipal contracts o If FPP successful,

implement project

disposal opportunities. COE, oil sands camps.

BMS Renewables – waste to energy

o Develop MOU with Alberta Innovates Technology Futures

o Pursue funding for pilot plant

o If funding successful, implement project

Apr 2014 Apr 2014 As required

In Progress – Pursuing waste –to-energy technologies to be located at BMS.

BMS Energy Services o Mobile O & G wastewater

treatment, pursue contracts o Test for landfill wastewater

treatment applicability o If successful, purchase

initial unit o Implement business & set

up on-site

Immediately Immediately Mar/Apr/14 Jul/Aug/14

Complete Complete In Progress In Progress – Pilot testing on –going at BMS through to Spring 2015

Require consultation with Alberta Government and municipal members – Presentations

Apr 2014 In Progress – BMS funding members due diligence study on organizational options

STAKEHOLDER RELATIONS STATUS Receive M.A approval re surplus (dividers) Imminent Complete Declare 2014 dividends Apr 2014 Complete Engage consultant to review dividend distribution policy and good neighbor policy

May 2014 Delegated to Public Advisory Committee

Review and recommend policy changes Nov 2014 Ongoing in 2015 Implement Public Advisory Committee Apr 2014 Complete Discuss LUB and Centre of Excellence in Environment with Beaver County

May 2014 Pending – Participation in EIP Committee.



MEMBER COLLECTION SYSTEM & TRANSFER STATIONS

STATUS

Presentations to Councils Apr 2014 Delayed – Aaron Hills has met with CAO’s regarding collection issues; have placed replacement bins; mobile transfer station implemented 2014-12-08 – Evaluation pending. Bins – Tender out.

Public open houses Sept 2014 Pending – first with Beaver Co re transfer sites – waiting for date

Propose solutions to members Nov 2014 Meeting to be scheduled for 2015

HUMAN RESOURCES STATUS Engage HR consultant Mar 2014 Complete – Hay Group evaluation

complete Present recommendation

Jun 2014 Complete – Presented Nov 13/2014

Roll-out program Sept 2014 Dec 18/2014-2015 Budget, Complete Program Development & Implementation, for April 30/2015. On- Going

4.2 FOLLOW-UP ACTION LIST (FUAL) – 2015-02-19

DATE REPORT WHO ACTION (to/via) TARGET (Status)

Mar 15/12 RFD 2012.03.15 – 6.2 Trademark registration for “Beaver Municipal Solutions” name, icon and tag line

GM To legally register trademark Beaver Municipal Solutions

In progress

June 5/12 Risk Management report CFO Per Policy FIN-004, provide Board with report on yearly claims, and recommended risk management procedure improvements

In Progress

2013-11-28 Director Remuneration GM Develop a new policy and present to the Board for review and approval.

Delayed

2014-04-24 14-032 – Purchase of waste water treatment unit

GM Execution of order and financing agreement.

In Progress

2014-06-19 Consulting Report – Good Neighbour Grant Policy

GM Municipalities requested Community Impact Study be delayed. See 2014-10-23, motion 14-083

Delayed

2014-06-19 14-051 – Letter of support to the Bathgate Water Co-Op with payment of up to $300,000 valid to December 31,2016

GM Letter sent to Bathgate Water Co-Op

Pending payment of funds.

2014-09-11 14-071 Purchase of Additional Waste Bins VPO Work In Progress. Bins to be ordered for 2015

2015-02-19

2014-09-11 14-072 Entertain a 2nd round of Grant applications

GM Awarded 2014-12-18 Complete

2014-10-23 14-081 Landfill Compactor Awarded VPO Equipment ordered for 2015 2015-02-19

2014-10-23 14-082 Due Diligence Review Study for Board.

GM Study Funded In Progress


2014-10-23 14-083 Community Impact Study delayed. Positive impact alternatives to be developed.

GM Project assigned to PAC. PAC meeting 2015-01-26

Complete

2014-11-13 14-092 Implementation of Pay Structure Design

GM Work in Progress. See 2014-12-11, motion 14-111

2015-04-30

2014-11-20 14-099 Recreation Project Conceptual Planning

GM Work in Progress, Appointed to PAC

In Progress

2014-11-20 14-101 Employee Handbook, Change to Clause, Restriction on Employee being Councilors of Members of Municipalities.

GM Work in Progress Complete

2014-11-20 14-102 Mobile Fall Protection VPO Work in Progress. Budget 2015 2015-02-19 2014-11-20 14-103 Rigid Fall Protection VPO Work in Progress. Budget 2015 2015-02-19 2014-11-20 14-106 FOIP 25 (1) North West section

of 10-50-17-W4 GM Work in Progress In Progress

2014-12-11 14-111 Award of Proposal, Hay Group,

$63,000, plus disbursements, Implementation of Pay-for-Performance Program

GM Work in Progress 2015-04-30

2014-12-18 14-119 2015 Municipal Member Rates 1. Contracts to the Municipal

Members, Tofield, Ryley, Holden, Viking and Beaver County, be extended at the same terms and conditions through fiscal 2015.

2. BMS posted disposal and pick-up rates be kept the same as the 2014 rates, except that new rural bins will be a minimum size of 3 cubic yards.



2014-12-18 14-120 Pay all outstanding Bank Loans, as presented, by December 30,2014

CFO Completed Complete

2014-12-18 14-121 Community Support- BMS award Not-for Profit Organizations, as presented, $833.00 each in accordance with Policy FIN-013. Viking Families 4 Fun was awarded $5000.


2014-12-18 14-124 Employee Bonus – Employees will be paid an annual $1200.00 bonus each for 2014, in recognition of employees’ efforts towards achieving successful financial results for 2014. Bonuses will be prorated for employees serving less than 1 year or employees employed on a part-time basis. Bonuses will be paid on December 31, 2014.

GM Completed Complete

2015-01-22 • Direction given to Staff to indicate to BESC that we are currently examining our grant policies & programs. As well, staff are to ask for Municipal Member input on this specific grant request if they have any.

• Direction given to staff to provide a letter to BESC accordingly

GM Letter to be Issued 2015-02-19

2015-01-22 • Concern was raised regarding a cap on the value of funds to be transferred to the US Dollar account. Staff will reword and present again at February 19, 2015, Board meeting

CFO FIN-015 being Revised 2015-02-19


2015-01-22 15-004 Pay-for Performance and Performance Management (PP –PM) Program – CAO/GM Assessment - That the Commission approve up to $15 000, to implement the Pay-per-Performance Program, per the Hay Group proposal presented.

CFO Work in Progress 2015-04-30

2015-01-22 Additional surplus distribution in 2015 and impact on future grants: Board to revisit the issue at the February regular meeting. In the meantime, Staff will determine if an increased surplus release is possible, & consult with Municipal Members & Municipal Affairs.

GM/CFO Work in Progress 2015-02-19

2015-01-22 Public Advisory Committee – 2015 Tasks and Topics – the following discussion topics / projects be forwarded to the Public Advisory Committee for its review, prioritization and committee:

1. Development of community positive impact projects;

2. Re-certification of facility to ISO 14001:2004 standard:

3. Resident surveys on improvements to the local solid waste collection system;

4. Review new facility developments in alternative waste technologies and assist in public meetings, as required;

5. Review regular facility environmental and safety reports.

GM Communicated to PAC at 2015-01-26 meeting

Complete


2015-01-22 15-005 Per Diem Rates for PAC Members - that PAC members will be paid per diem, $135.00 and that PAC members will receive reimbursement for travel and accommodations (vehicle at $0.54/km) expenses and payment of relevant, approved membership & conference fees.

GM Communicated to PAC at 2015-01-26 meeting

Complete

REGULAR REPORT

4.3 Financial Report

SUBJECT:

Interim Financial Statements for the 1 Month Ending January 31, 2015

RECOMMENDATION:

That the Interim Financial Statements for the 1 Month Ending January 31, 2015 be accepted for information as circulated.

CAO/CFO COMMENTS:

The attached financial statements include:

• Balance Sheet (Statement of Financial Position) • Statement of Cash Flows • Summary Comparative Income Statement • Capital Plan

Balance Sheet

The balance sheet provides unadjusted results regarding BMS assets and liabilities.

Current assets are $19,860,630 including $14,635,482 in cash and marketable securities, $4,486,786 in accounts receivable (> 40% 30 days or less), $680,014 in inventory (mostly stockpiled soil for future cover and chemical solutions and cleaning chemicals for waste water) and $58,348 in prepaid expenses (mostly insurance and software subscription). As of February 18, 2015, 81% of account receivable are current. There is a significant improvement in the collection of overdue accounts.

Deposits on property, $66,450, are prior payments toward the purchase of the Mizera property, which is subject to current negotiations.

Property and equipment include land, buildings, plant and equipment, including prior years’ purchases and the first 1 month of 2015. This also includes the $775,000 (before GST) deposit for the waste water equipment paid to Oreco Canada.

Total assets of BMS are $34,907,025.

Current liabilities are $1,081,796 which includes $950,362.97 in accounts payable and accrued liabilities. The demand loan and business term loan (ATB Financial) were all paid in December 2014.

REGULAR REPORT


Current assets to current liabilities ratio is favourable at 5.4

The landfill closure obligation of $4,122,748 represents the present value of the cost estimate to close the landfill at a future date at the depletion of total landfill capacity. Landfill closure at the end of the landfill’s operation is a regulatory requirement. The amount shown is based on 2013 estimates less actual expenditures incurred to date. The amount is not subject to a restricted reserve at this time.

Total liabilities equal $5,204,545. Total assets to total liabilities ratio is favourable at 14.9, and demonstrates BMS’s strong financial position.

Net assets (equity) equal $29,702,480 including unrestricted accumulated surplus of $17,445,434. This surplus represents the value of accumulated funds and depreciated property and equipment of BMS, after the $1,000,000 distribution made to member municipalities in June 2014. There are internally restricted funds of $300,000 for member distribution declared in 2013 but not yet paid and $156,199 that serves as an equipment reserve. In 2014, expense claimed against Deferred revenue for the biosolids demonstration project has been fully deducted resulting in a variance of $17,690.54. This variance will be recognized as an expense in our records. An additional $70,000 for the Willow/Forage Management remains unbilled by our contractor and will be part of BMS’ operating expenses in 2015.

Statement of Cash Flows

Cash received from operating activities for the one month period ending January 31, 2015 was $1,575,586 including operating income of $1,305,150 and decrease in accounts receivable of $135,720 decrease in prepaid expenses of $7,414 and payables payments of $138,136.

Cash used for investing activities was $1,588,169, including net purchase of securities (cash management account) of $1,351,480, and purchase of capital equipment of $236,690.

Resulting cash position was $383,322.

Overall cash balances remain positive and virtually all the Cell 5 construction expenses have been paid (except for the $10,500 Howitt holdback).

Summary Comparative Income Statement

The year-to-date budget plan has been divided by twelve months (payroll over 26 pay periods).

REGULAR REPORT


Category revenues to date for Landfill Disposal Contracts are $1,129,101 versus pro-rata 1 month plan of $975,417 (above budget 15.8%). Bulk of the revenues came from the City of Edmonton and Kichton.

Category revenues to date for Landfill Disposal Revenue are higher than budget by $128,796 (or 27.3%).

Landfill Disposal Contracts

$600K

Waste Bin Revenue $67K

Trucking Contracts $125K

Municipal Contracts $0

Landfill Disposal Revenue $1.1M

Other Income $6K

Revenue January 31, 2015

REGULAR REPORT


Overall, revenue for the one month period of $1,928,368 is above plan by $253,368, or 15.1%. We expect the trend to continue throughout the year.

In total, year-to-date operating expenses of $623,519 are below budget by $202,315 or 24.5%. One month operating income (before amortization) is $1,305,150 which is $455,983 or 53.7% above prorated budget.

Edmonton, 1.00

Kichton, 0.45

Ever Green , 0.12

Tervita , 0.08

Beaver River, 0.06

Venturion, 0.06

Vermillion, 0.03

Others, 0.12

Total Revenues, 1.93

REVENUE FROM MAJOR CUSTOMERS IN $

1.9 0.6 1.3 1.6 0.8 0.8

20.1

9.9 10.2

20.1

9.9 10.2

0.0

5.0

10.0

15.0

20.0

25.0

TOTAL REVENUE TOTAL EXPENSE OPERATING INCOME

SUMMARY COMPARATIVE INCOME STATEMENT IN $ MILLIONS

Year to Date Year to Date Projected Year End Projected Year End

REGULAR REPORT


Capital Plan

Capital expenses have been $236,690 which is mainly for the new scale house project and fall protection. As expected, a total amount of $3,689,460 capital budget in 2014 was carried-over to 2015.

Report/Document: Attached Available NA

Submitted by: Sebastian Rodolfo Endorsed by: PB Reviewed by: Juvy Ceniza, CMA Reviewers JC/PB

0.351

0.138

0.004

0.008

0.060

0.007

0.008

0.047

0.623

0 0.1 0.2 0.3 0.4 0.5 0.6 0.7

SALARIES & WAGES

SUPPLIES & MATERIALS

PROFESSIONAL SERVICES

CONTRACTED SERVICES

RENTALS & LEASES

REPAIRS & MAINTENANCE

IT SYSTEMS

OTHER EXPENSES

TOTAL EXPENSE

MAJOR EXPENSES IN $ MILLIONS

X X

2015 2014

CURRENT ASSETS:Cash 383,322 395,906 Marketable Securities 14,252,160 12,900,680 Accounts Receivable 4,486,786 4,628,829 Inventory 680,014 675,006 Prepaid Expenses 58,348 65,762 TOTAL CURRENT ASSETS 19,860,630 18,666,184

DEPOSITS ON PROPERTY 66,450 66,450

PROPERTY AND EQUIPMENT 14,979,945 14,743,255

TOTAL ASSETS 34,907,025$ 33,475,889$

CURRENT LIABILITIESAccounts Payable and Accrued Liabilities 1,081,796 949,984 Bank Loans - - TOTAL CURRENT LIABILITIES 1,081,796 949,984

LANDFILL CLOSURE AND POST CLOSURE OBLIGATION 4,122,748 4,128,574

NET ASSETS:Invested in Property and Equipment 10,495,698 10,495,698 Internally Restricted 456,199 456,199 Unrestricted - Accumulated 17,445,434 17,126,256 Accumulated Surplus - 319,178 Net Operating Income 1,305,150 TOTAL NET ASSETS 29,702,480 28,397,331

TOTAL LIABILITIES AND NET ASSETS 34,907,025$ 33,475,889$

Beaver Municipal SolutionsBalance Sheet (unadjusted)

as at January 31, 2015

LIABILITIES AND NET ASSETS

ASSETS

OPERATING ACTIVITIES:Net Operating Income (Loss) 1,305,150Accounts Receivable 135,720Inventory -5,008Prepaid Expenses 7,414Accounts Payable and Accrued Liabilities 138,136Deferred Revenue - biosolids 0Landfill Closure and Post Closure -5,826

Net Cash from (used in) Operating Activities 1,575,586

INVESTING ACTIVITIES:Purchase of Marketable Securities - net -1,351,480Proceeds on Sale of Marketable Securities 0Purchase of Property and Equipment -236,690

Net Cash from (used in) Investing Activities -1,588,169

FINANCING ACTIVITIES:Bank Loans Proceeds 0Repayment of Bank Loans 0Member distribution 0

Net Cash from (used in) Financing Activities 0

Increase (Decrease) in Cash and Cash Equivalents -12,584

Cash and Cash Equivalents at Beginning of Period 395,906

Cash and Cash Equivalents at End of Period 383,322

Beaver Municipal SolutionsStatement of Cash Flows (unadjusted)One month ending January 31, 2015

Actual Budget $ Variance % Budget Forecast $ Variance %REVENUELANDFILL DISPOSAL CONTRACTS 1,129,101 975,417 153,684 15.8% 11,705,000 11,705,000 0 0.0%WASTE BIN REVENUE 67,159 27,500 39,659 144.2% 330,000 330,000 0 0.0%TRUCKING CONTRACTS 125,375 162,167 -36,792 -22.7% 1,946,000 1,946,000 0 0.0%MUNICIPAL CONTRACTS 0 18,083 -18,083 -100.0% 217,000 217,000 0 0.0%LANDFILL DISPOSAL REVENUE 600,462 471,667 128,796 27.3% 5,660,000 5,660,000 0 0.0%OTHER INCOME 6,571 20,167 -13,596 -67.4% 242,000 242,000 0 0.0%TOTAL REVENUE 1,928,668 1,675,000 253,668 15.1% 20,100,000 20,100,000 0 0.0%

EXPENSESALARIES & WAGES 275,893 359,500 -83,607 -23.3% 4,313,999 4,313,999 0 0.0%EMPLOYEE BENEFITS 62,040 67,667 -5,627 -8.3% 812,000 812,000 0 0.0%STAFF TRAINING & DEVELOPMENT 13,493 14,583 -1,091 -7.5% 175,000 175,000 0 0.0%COMMISSION BOARD EXPENSES 9,409 7,917 1,493 18.9% 95,000 95,000 0 0.0%BUSINESS DEVELOPMENT 706 6,250 -5,544 -88.7% 75,000 75,000 0 0.0%ADVERT, PRINT & OFFICE SUPPLY 10,815 7,333 3,481 47.5% 88,000 88,000 0 0.0%TELECOMMUNICATIONS 3,862 6,600 -2,738 -41.5% 79,200 79,200 0 0.0%IT SYSTEMS 10,444 13,292 -2,848 -21.4% 159,500 159,500 0 0.0%PROFESSIONAL SERVICES 4,124 46,667 -42,543 -91.2% 560,000 560,000 0 0.0%RENTALS & LEASES 60,450 24,667 35,784 145.1% 296,000 296,000 0 0.0%CONTRACTED SERVICES 7,662 75,158 -67,496 -89.8% 901,900 901,900 0 0.0%SUPPLIES & MATERIALS 137,923 128,317 9,607 7.5% 1,539,801 1,539,801 0 0.0%REPAIRS & MAINTENANCE 6,935 24,333 -17,398 -71.5% 292,001 292,001 0 0.0%INSURANCE 5,013 7,883 -2,870 -36.4% 94,600 94,600 0 0.0%UTILITIES 6,381 7,667 -1,285 -16.8% 92,000 92,000 0 0.0%INTEREST EXPENSE 0 0 0 0.0% 0 0 0 0.0%OTHER EXPENSES 8,368 28,000 -19,632 -70.1% 336,000 336,000 0 0.0%TOTAL EXPENSE 623,519 825,834 -202,315 -24.5% 9,910,003 9,910,003 0 0.0%

OPERATING INCOME 1,305,150 849,166 455,983 53.7% 10,189,997 10,189,997 0 0.0%

Year to Date Projected Year End

Beaver Municipal SolutionsSummary Comparative Income Statement (unadjusted)

First month ending January 31, 2015

2014

Forecast 2015 Carry-over

Total 2014 & 2015 Carry-over To Date

LandLand Purchase - 242,500 242,500

BuildingsOffice & Scalehouse Renovation 890,000 890,000 230,423 Landfill Equipment Shed - 180,000 180,000 Transfer Station - solar yard lights - 80,000 80,000 Transfer Station - office trailers 35,000 89,000 124,000 Fall Protection 6,267

EquipmentTrack-type Loader 582,400 582,400 Kubota-type Tractor Transport 19,389 19,389 Pressure Washer with Trailer 21,000 21,000 Highway Tractor - 175,500 175,500 Mechanic Shop - floor jack 1,784 1,784 Mechanic Shop - heavy duty racking 2,693 2,693 Mechanic Shop - tractor ramps 2,172 2,172 Scale (second) - - Sanding Unit - 7,500 7,500 Hoist for One-tonne - - Truck Blade (one-tonne) - 5,000 5,000 Light Towers (2) 21,360 21,360 42,720 Sale of Track-type Loader - - 2007 GMC Sierra - Ford pickups 103,437 103,437 New Truck 46,000 46,000 Generator Set 4,550 4,550

OtherStage 5 Landfill East Separation Berm 303,063 303,063 Landfill Capping 1,093,700 1,093,700 CAES - initial set-up and first machine - 220,000 220,000 - Second Maching - 80,000 80,000 Server 35,320 35,320 PacWeigh 50,000 50,000 Collection Bins - - Time Tracking / Staff Time Clock - - Computers & Office Equipment 20,000 20,000 Other 7,000 7,000 Filing System 34,181

TOTAL 2,619,649$ 1,754,260$ 4,373,909 236,690

Additional Approved Budget

Motion 14 - 032 Oreco Wastewater 775,000 825,000 1,600,000

110,493 110,493 Motion 14 - 067 Mobile Transfer Trailer 75,000 75,000

1,030,200 1,030,200 Motion 14 - 071 Acreage Waste Bins 80,000 80,000

REVISED TOTAL 3,580,142$ 3,689,460$ 7,269,602 236,690

Beaver Municipal Solutions2014 Capital Plan

One month ending January 31, 2015

Motion 14 - 042 Increase Collection Bin Budget to $120,000 from $50,000

Motions 14 - 069/14 - 081 Landfill Compactor

Capital Project Update February 19, 2015

Reference Project Budget Spent/Committed To Date Project Manager Expected Completion Actual Completion

BMS-2015-A CAES 300,000$ 273,000$ Tariq July 1, 2015Pre-install January 16, 2015Installation March 16, 2015Training March 23, 2015Post install March 30, 2015Secondary Training June 1, 2015Miscellanious

BMS-2015-B Leachate Access Manhole 750,000$ 18,100$ Meaghan JuneInvestigation and Strategy Report March 4, 2015Specification and Tendering March 18, 2015Award April 2, 2015Construction June 2, 2015

BMS-2015-C Equipment Sheds 430,000$ -$ Meaghan JulySpecification and Tendering March 13, 2015Award April 4, 2015Construction July 17, 2015

BMS-2015-D Transfer Station - Solar Yard Lights 80,000$ -$ Meaghan JuneSpecification and Tendering March 26, 2015Award April 9, 2015Installation May 5, 2015

BMS-2015-E Transfer Station - Office Trailers 89,000$ -$ Meaghan JulySpecification and Tendering March 20, 2015Award April 10, 2015Follow-upInstallation July 10, 2015

BMS-2015-G Sanding Unit 7,500$ -$ Tariq March 11, 2015Specification and Tendering February 23, 2015Tender Closing March 2, 2015Award March 6, 2015Procurement March 11, 2015

BMS-2015-H Truck Blade (1 Ton) 5,000$ -$ Tariq March 11, 2015Specification and Tendering February 23, 2015Tender Closing March 2, 2015Award March 6, 2015Procurement March 11, 2015

BMS-2015-J Mobile lift - fall protection 100,000$ -$ Tariq April 30, 2015Specification and Tendering March 6, 2015Tender Closing March 20, 2015Award March 25, 2015Procurement April 15, 2015

BMS-2015-K Pick-up 50,000$ -$ Tariq March 11, 2015Specification and Tendering February 23, 2015Tender Closing March 2, 2015Award March 6, 2015Procurement March 11, 2015


BMS-2015-L Hauling Truck 180,000$ $175,404.00 Tariq July 31, 2015 *5 month deliverySpecification and Tendering January 12, 2015 January 12, 2015Tender Closing January 26, 2015 January 26, 2015Award February 4, 2015 February 4, 2015Procurement July 31, 2015

BMS-2015-M Trailer 120,000$ -$ Tariq April 30, 2015Specification and Tendering March 6, 2015Tender Closing March 20, 2015Award March 25, 2015Procurement

BMS-2015-N PacMor 300,000$ -$ Tariq December 25, 2015 *7-9 month deliveryResearch March 5, 2015Specification and Tendering March 6, 2015Tender Closing March 20, 2015Award March 25, 2015Procurement

BMS-2015-O Leachate Handling Truck 300,000$ -$ Meaghan DecemberSpecification and Tendering March 6, 2015Award April 17, 2015Procurement December 11, 2015

BMS-2015-P Landfill Capping 1,200,000$ 8,990$ Tariq September 1, 20152014 Landfill CappingConceptual Design March 14, 2015Design and Specification March 15, 2015Tendering and Award April 15, 2015Project Start May 1, 2015Close-out August 1, 2015Reporting August 31, 2015

BMS-2015-R Waste Collection Bins 360,000$ -$ Tariq April 1, 2015Research: Bin Roll-out plan January 14, 2015 February 1, 2015Specification and Tendering January 30, 2015 February 2, 2015Tender Closing February 20, 2015 February 20, 2015Award February 27, 2015Follow-upProcurement August 10, 2015 *staggered delivery

BMS-2015-S Paving & Improvments 500,000$ -$ Meaghan JulySpecification and Tendering April 22, 2015Award June 15, 2015Construction July 31, 2015

BMS-2015-T Sediment Ponds Improvements 300,000$ -$ Meaghan/Tariq AugustTender and Construction NE Pond March 31, 2015Training/Consulting/Meetings August 13, 2015Scope of Work Development August 27, 2015

BMS-2015-U Stage 8 Design 100,000$ -$ Tariq/Meaghan SeptemberTraining/Consulting/Meetings September 2, 2015Scope of Work Development September 8, 2015

BMS-2015-V Leachate Treatment 100,000$ -$ Meaghan/Tariq AprilTraining/Consulting/Meetings March 31, 2015Data Collection (Annual Report) February 13, 2015Scope of Work Development April 20, 2015

BMS-2015-W Greenhouse Gas Report -$ -$ Meaghan June 1, 2015


BMS-2015-Z ISO 14001:2015 Tariq

BMS-2015-AA Closure Liability Calculations -$ -$ Tariq February 23, 2015

Oreco 825,000$ -$ Meaghan/Tariq DecemberFactory Acceptance Testing March 2, 2015Site Acceptance Testing

Total: 5,271,500$ 475,494$

5.1 BOARD EVENTS CALENDAR - 2015-02-19

DATE(S) TIME EVENT LOCATION COMMENTS Feb 12 2015 8:00 – 3:30pm Brownlee LLP Emerging

Trends in Municipal Law Seminar

Northlands EXPO Centre, Edmonton

Emerging Trends in Municipal Law 2015

Feb 19 2015 6:00 – 8:00 pm Board Meeting Beaver County Chambers

Regular Meeting

Feb 20 2015 8:30 – 3:45pm 2015 Annual Municipal Law Seminar

3200 Manulife Place 10180 – 101 Street Edmonton

Registration Deadline February 9th, 2015

Feb 23 2015 6:00 – 7:00 pm PAC Meeting BMS Moved to March 2nd 2015 Feb 25-27 2015

10 am Feb 25 – 1pm Feb 27

5th Annual Alberta Recycling Spring Seminar

Banff Park Lodge Banff, Alberta

Spring Seminar

Mar 2 2015 6: - 7:00 pm PAC Meeting Beaver County Chambers

Mar 4 – 5 2015

8:30 – 4:30 pm Each day

Household Hazardous Waste

Admin Building, Edmonton Waste Mgmt Center, Site 100, 13111 Meridian St, Edmonton

2 Day Course

Mar 19 2015 6:00 – 8:00 pm Board Meeting To Be Determined Regular Meeting

Mar 23 2015 6:00 – 7:00 pm PAC Meeting To Be Determined Mar 30 -31 2015

NFP Program ICD, Edmonton Application Deadline Feb 12, 2015

Apr 30 2015 6:00 – 8:00 pm Board Meeting To Be Determined Regular Meeting

Apr 27 2015 6:00 – 7:00pm PAC Meeting To Be Determined May 13 – 15 2015

SWANA Conference Winnipeg 2015 Conference Register by April 1st 2015

5.1 BOARD EVENTS CALENDAR - 2015-02-19

DATE(S) TIME EVENT LOCATION COMMENTS May 21 2015 6:00 – 8:00 pm Board Meeting To Be Determined Regular Meeting

Jun 18 2015 6:00 – 8:00 pm Board Meeting To Be Determined Regular Meeting

Jun 22 2015 6:00 – 7:00 pm PAC Meeting To Be Determined Aug 20 2015 6:00 – 8:00 pm Board Meeting To Be Determined Regular Meeting Sep 10 2015 6:00 – 8:00 pm Board Meeting To Be Determined Regular Meeting

Sep 30 – Oct 2 2015

Recycling Council of Alberta – 2015 Annual Waste Reduction Conference

Banff 2015 RCA Waste Reduction Conference, held jointly with the Conference on Canadian Stewardship.

Oct 15 2015 6:00 – 8:00 pm Board Meeting To Be Determined Regular Meeting Oct 27 2015 6:00 – 7:00 pm PAC Meeting To Be Determined Nov 6 – 8 2015

Director’s Education Program

ICD, Edmonton Application Deadline – Oct 2, 2015 Mod 1 – Nov 6-8, Mod 2 – Jan 15 – 17, 2016, Mod 3 – Mar 11 – 13 2016, Mod 4 – June 3 – 5, 2016

Nov 19 2015 6:00 – 8:00 pm Board Meeting To Be Determined Regular Meeting Nov 23 2015 6:00 – 7:00 pm PAC Meeting To Be Determined Dec 17 2015 6:00 – 8:00 pm Board Meeting To Be Determined Regular Meeting

REQUEST FOR DECISION (RFD)

7.1 RFD 2015.02.19 | Beaver Municipal Solutions

SUBJECT:

Request for Decision – Policy FIN 015 – US Dollar Account (Revised) RECOMMENDATION:

That the Board approve Policy FIN 015 – US Dollar Account as revised.

CFO COMMENTS:

Based on the discussion regarding a possible limit to this transaction, a provision has been inserted as follows: USD held at any point in time must not exceed USD1,000,000 without prior approval from the Board. RECOMMENDATION Report/Document: Attached Available Nil

KEY ISSUE(S)/CONCEPTS DEFINED:

RELEVANT POLICIES:

STRATEGIC RELEVANCE:

DESIRED OUTCOME(S):

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

X



PREFERED STRATEGY: Response 1. Submitted by: Writer Juvy Ceniza Endorsed by: Reviewed by: CAO Reviewers

IMPLICATIONS OF RECOMMENDATION:

GENERAL: Risk Management ORGANIZATIONAL: FINANCIAL: FOLLOW UP ACTION: COMMUNICATION: OTHER COMMENTS:

FIN-015 Beaver Regional Waste Management Services Commission Policy

1

US Dollar (USD) Account & Foreign Exchange Risk Policy Date Approved by Board:

Resolution No:

Lead Role: CAO

Replaces:

Last Review Date: Administrative Responsibility: CAO

Next Review Date:

The objective of the establishing a USD account is to manage the foreign exchange risks of BRWMSC within tolerable limits. An effective foreign exchange risk policy does not necessarily eliminate all risks, but provides protection against risks that are unacceptable to the organization.

Guidelines EXPOSURES:

BRWMSC’s exposure to US exchange rate fluctuations exist due to purchases of capital equipment and supplies in USD currency. It seeks to minimize foreign currency risk. Foreign currency risk covers the gain or loss resulting from the change in the conversion rate of USD to Canadian dollars (CAD). The appreciation in value of the USD means more CAD is required to cover the purchase price. Anticipating the change in USD allows BRWMSC to manage costs. However, forecasting the future direction of exchange rates is complicated. Retaining too much USD can translate to losses when its value depreciates.

HEDGING:

Hedging is one of the ways to manage foreign currency risks. It involves taking an offsetting position in a related security like forward contracts. Hedging activities normally result in foreign exchange gains or losses. Forward contracts allow a company to set the exchange rate at which it will buy or sell foreign currency in the future. This is normally handled by banks and foreign exchange brokers. A simpler way of covering USD payables is buying USD ahead of the payment due date. The USD will be held in an investment account until one (1) day before it will be remitted to the payee. Depending on

Policy Statement

FIN-003 Beaver Regional Waste Management Services Commission Policy

2

the transaction dates and variations in foreign currency, revaluation will be made and recorded in financial records. POLICIES:

1. Purchases in CAD is encouraged to minimize foreign currency risk.

2. Foreign currency exposures will be reviewed at least quarterly.

3. Hedging options must be evaluated at the time the foreign currency exposure exists. a. Once a tender has been awarded or a Purchase Order has been issued in USD, a copy

should be provided to the Accounting department. b. The CAO is responsible for managing foreign currency risk. c. Hedging decisions must be based on the following factors:

i. Materiality of the exposure (exposures of at least $100,000) ii. Availability of hedge options iii. Availability of funding iv. Foreign currency trend

d. Hedging is not a measure of forecasting accuracy but used as an insurance against foreign currency risks.

e. Partial hedging is allowed. f. USD held at any point in time must not exceed USD1,000,000 without prior approval

from the Board. g. Hedging will not be made if no offsetting exposure exists.

4. The following list of financial instruments is approved for use under this Policy:

a. Spot contracts b. Forward contracts c. USD investment account

5. No hedge instruments will be taken for a term of more than one (1) year.

6. The CAO or delegate may execute hedging activities.

7. Hedging instructions must be supported by written documentation.

8. Hedging transactions will be made with approved banking partners.

9. The CAO or delegate will update the Board at least quarterly on foreign exchange exposures

and hedging activities.


RFD 7.2 – 2015.02.19 | Beaver Municipal Solutions

SUBJECT:

Policy HUM-008 Wellness Benefit and Policy HUM-009 Employee Clothing and Personal Protective Equipment

RECOMMENDATION:

That the Board approve Policy HUM-008 Wellness Benefit and HUM-009 Employee Clothing and Personal Protective Equipment

GM/CAO COMMENTS

Policy HUM-008 Wellness Benefit was explained during 2015 budget deliberations on December 18, 2015, and funds for the program were included in the budget. For clarity, the Policy must be separately approved by the Board. Policy HUM-009 Employee Clothing and Personal Protective Equipment provides for issuance of BMS-labelled summer and winter weight bib coveralls and winter jackets for all casual and permanent employees regularly exposed to outdoor climactic conditions. This would include operations and engineering personnel, and scale operators. The cost of the clothing would be covered by BMS. Employees leaving BMS would return the clothing for our reuse. Clothing articles would be re-issued to employees based on normal wear-and-tear. Personal protective equipment (PPE) is issued to employees in accordance with our Health Safety and Environment (HSE) program, referenced by Policy HUM-004 Occupational Health and Safety. Funds for the clothing issue have been included in the approved 2015 budget. Appropriate PPE budget allowances have also been made for 2015. Both policies will be referenced in a revision of the Employee handbook due for presentation to the Board later in 2015 following the implementation of the Pay-for-Performance and Performance Management program. RECOMMENDATION Report/Document: Attached Available Nil

KEY ISSUE(S)/CONCEPTS DEFINED: See GM/CAO comments. RELEVANT POLICIES: Budget 2015, HUM-004, Employee Handbook, HSE Manual

X



STRATEGIC RELEVANCE: Health and Safety, Risk Management (Legal Requirement) 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. Submitted by: Pierre Breau, P. Eng. GM/CAO Endorsed by: Reviewed by: Reviewers


GENERAL: See GM/CAO comments. ORGANIZATIONAL: See GM/CAO comments. FINANCIAL: Budget 2015 FOLLOW UP ACTION: Issue purchase order for clothing; advise employees. Wellness program already initiated COMMUNICATION: See above

1

HUM-008 Beaver Regional Waste Management Services Commission Policy

Wellness Benefit

Date Approved by Board: December 18, 2014 Resolution No: 14-123

Lead Role: CAO

Replaces:

Last Review Date:

Administrative Responsibility: CAO

Next Review Date: December 1, 2015

Effectivity Date: January 1, 2015

Policy Statement:

Beaver Regional Waste Management Services Commission (BRWMSC) promotes the health and wellness of its employees through its benefit program. There is a two-fold program covering this benefit, a non- taxable health care spending account administered by the benefit provider and the taxable wellness benefit account covered under this policy.

This taxable wellness benefit account is intended to reimburse expenses for activities that promote wellness of its employees and dependants.

Guidelines

Eligibility

1. All regular employees as defined in the Employee Handbook (Section 18) and enrolled in the extended health plan.

2. All dependants of eligible employees as defined by the Canada Revenue Agency may share this benefit.

Calculation

1. The wellness benefit account is $500 per eligible employee per calendar year. 2. Unused benefits may be carried forward for a maximum of one (1) calendar year. 3. Should the employee resign or get terminated before the end of the calendar year, the benefit

amount will be pro-rated based on the number of months worked. Excess claims will be deducted from the final pay. Unused claims are forfeited.

4. Probationary employees will be entitled to this benefit after regularization on a pro-rated basis, unless otherwise noted in the employment agreement.

Coverage 1. Reimbursement for expenses associated with professional development, including:

a. Tuition costs or course registration fees not directly related to employee’s position in BMS (e.g., cooking classes, horticulture, beauty school, etc).

b. Educational books or publications. c. Computer equipment and software.

2. Reimbursement for fitness centre memberships and fitness equipment. 3. Reimbursement for sports activities and equipment. 4. Reimbursement for activities and equipment involving arts and culture (e.g., dance lessons, piano

lessons, etc.). Exclusions

1. Claims without original receipts will not be paid. 2. Clothing, except for athletic shoes, is not allowed. 3. Activities that are more prone to injury or may cause harm are excluded.

2

a. Extreme sports may not be covered (e.g., bungee jumping, skydiving, skateboarding, roller derby, mountain climbing, surfing, etc).

b. Sports involving violence may not be covered (e.g., hunting, paintball, boxing, bull riding, etc). Weapons and ammunition will not be covered.

c. Extreme martial arts activities may not be allowed (e.g., mixed martial arts, kickboxing, wrestling, muay thai, etc.). Taekwondo and karate are not considered extreme.

4. Pursuing training outside of BMS work requirements must be done on unpaid time or during vacation.

Implementation

1. Employees must fill out an expense claim with original receipts and submit the same to Payroll. 2. Claims will be processed on the next pay period. 3. Reimbursements will be included in payroll deposit and monitored through the payslip. 4. Wellness benefit is taxable and will be included in box 40 of the T4 slips. 5. For questions as to which activities are covered, consult with Payroll before using the benefit.

The CAO makes the final decision on uncertain situations. Basic guideline is the activity should promote wellness with least risk of injury that would cause absence from work.

HUM-009 Beaver Regional Waste Management Services Commission Policy

Employee Clothing and Personal Protective Equipment (PPE)

Date Approved by Board: Resolution No:

Lead Role: CAO

Replaces:

Last Review Date:

Administrative Responsibility: CAO

Next Review Date:

Effectivity Date:

Policy Statement:

Beaver Regional Waste Management Services Commission (BRWMSC) promotes the health, safety and environmental protection and wellness of its employees through its Heath, Safety and Environment (HSE) program and its benefits program. In accordance with its HSE program and applicable regulations, employees are to be issued protective clothing and personal protective equipment necessary to complete their assigned work tasks safely, effectively and efficiently.

Guidelines

1. All permanent and casual employees as defined in the Employee Handbook (Section 18) and

regularly exposed to exterior climactic conditions for their assigned work tasks are to be issued, at BMS cost, the following named and labelled seasonal exterior clothing:

a. Summer weight industrial use quality coveralls with safety reflective components and quality fire retardant coating

b. Winter weight industrial use quality bib-type coveralls with safety reflective components and quality fire retardant coating

c. Winter parka/coats of industrial use quality and quality fire retardant coating

2. Issue of clothing per 1. to employees is upon employee start of hire.

3. Employees can receive replacement clothing annually.

4. Clothing can be re-issued during the year if exceptional wear and tear or accidental damage while on the job occurs.

5. Clothing is to be maintained and cleaned by the employee, and be kept in good order. Cleaning

facilities for issued clothing may be available at the Commission from time to time, however, exterior cleaning costs will only be reimbursed for each clothing item once annually.

6. Employees are expected to wear issued clothing while on the job, where conditions warrant

and/or required by the HSE program.

7. Clothing is property of the Commission and must be returned to the Commission if and when employee leaves the employment of the Commission.

8. Issuance of the clothing will be through the employee’s supervisor. Records will be kept of

clothing issued to each employee.

9. Employee classifications for clothing issue include operators, supervisors, managers, labourers attendants and assistants.

10. Employees with only infrequent exposure to climatic conditions can be issued generic seasonal

clothing, (unnamed) as required.

11. The GM/CAO will determine issuance of seasonal exterior clothing in the event of uncertainty as to exposure during work assignment.

12. Personal protective equipment including hard hats, safety footwear, gloves /mitts, reflective vests

and jackets, hearing and eye protection, masks and shields, fall-arrest devices, hazardous material handling protective clothing and breathing supply apparatus will be issued to the employee at cost to the Commission in accordance with the HSE program.

13. Employees will be trained in the use of the PPE and will maintain their assigned PPE in good

conditions. Damaged or non-functioning PPE will be retired and not used at the work place, and new PPE issued to the employee.

14. Issued PPE shall be used by the employee as required by the HSE program.

15. PPE is the property of the Commission and must be returned to the Commission if and when employee leaves the employment of the Commission. An exception to this is safety footwear.

16. Issuance of the PPE will be through the employee’s supervisor. Records will be kept of PPE

issued to each employee.

17. Abuse or misuse of issued seasonal exterior clothing or PPE by an employee my lead to disciplinary action by the Commission.

FOR INFORMATION ONLY

7.4 FIO – 2015-02-19

5 Year Plan – Update ISSUE: Funding Options for Member Distribution RECOMMENDATION: N/A BACKGROUND: BMS has Municipal Affairs approval to distribute $1,000,000 for 2015. It also has a $300,000 distribution declared in 2013 but has not been paid to-date. Due to exceptional financial results as of December 31, 2014, options to distribute higher amounts need to be evaluated. One of BMS’ mission is “To use the resources generated from BMS’ operations to provide economic benefits to the people of the member municipalities of the Commission”. To make this happen, the following options are presented for information: Option 1 2A 2B Basis for distribution Available Cash Increasing % of

operating income Flat % of operating Income

Total Distribution – 2014 to 2019

$10,400,000 $10,200,000 $11,100,000

Post Closure Reserves $7,478,574 $8,128,574 $7,578,574 Equipment Reserves $1,806,200 $3,606,200 $2,956,200 Priority Cash requirements Member distribution Member distribution Advantages Will not result to

borrowing Highest level of reserves (lowest risk)

More predictable

Disadvantages No guarantees Creates pressure on operations

Lower level of reserves than option 2A

Impact on Grants No increase Possible increase Possible increase Critical items to note are as follows:

- Revenues must be sustainable at a minimum growth rate of 3% o Other revenue sources are critical

- Expenses must be carefully controlled - Operating margin must be steady at 51% - No taxes have been considered - Capacity is assumed to be available - Municipal Affairs approval is required to release any amounts on top of the $1,000,000

distribution in 2015 and 2016

BEAVER MUNICIPAL SOLUTIONS VERSION 1

2014 2015 2016 2017 2018 2019 Total

Operations 2014 2015 2016 2017 2018 2019Revenue 27,014,284$ 20,100,000$ 20,703,000$ 21,324,090$ 21,963,813$ 22,622,727$ 133,727,914$

Expenses 9,888,028$ 9,910,000$ 10,207,300$ 10,513,519$ 10,828,925$ 11,153,792$ 62,501,564$

17,126,256$ 10,190,000$ 10,495,700$ 10,810,571$ 11,134,888$ 11,468,935$ 71,226,350$ % to revenue 63% 51% 51% 51% 51% 51% 53%

Investing ActivitiesLand 242,500$ -$ -$ 242,500$ Buildings 931,884$ 599,000$ 250,000$ 250,000$ 250,000$ 250,000$ 2,530,884$ Equipment 443,429$ 2,973,850$ 2,500,000$ 2,500,000$ 2,500,000$ 2,500,000$ 13,417,279$ Other 775,000$ 4,635,000$ 5,700,000$ 5,700,000$ 4,500,000$ 4,500,000$ 25,810,000$ Post closure spending 1,114,508$ 1,114,508$ Capital Projects, net of disposals 3,264,821$ 8,450,350$ 8,450,000$ 8,450,000$ 7,250,000$ 7,250,000$ 43,115,171$

Marketable Securities, Beginning Post Closure 3,502,516$ 3,652,711$ 4,128,574$ 4,628,574$ 5,378,574$ 6,378,574$ 3,502,516$ New Investments - IN 150,195$ 475,863$ 500,000$ 750,000$ 1,000,000$ 1,100,000$ 3,976,058$ Less: Proceeds - OUTNet source (use) 150,195 )($ 475,863 )($ 500,000 )($ 750,000 )($ 1,000,000 )($ 1,100,000 )($ 3,976,058 )($ Marketable Securities, End 3,652,711$ 4,128,574$ 4,628,574$ 5,378,574$ 6,378,574$ 7,478,574$ 7,478,574$

Marketable Securities, Beginning Working Capital 1,450,673$ 9,128,529$ 9,128,529$ 9,128,529$ 9,128,529$ 9,128,529$ 1,450,673$ New Investments - IN 11,628,356$ 11,628,356$ Less: Proceeds - OUT 3,950,500$ 3,950,500$ Net source (use) 7,677,856 )($ -$ -$ -$ -$ -$ 7,677,856 )($ Marketable Securities, End 9,128,529$ 9,128,529$ 9,128,529$ 9,128,529$ 9,128,529$ 9,128,529$ 9,128,529$

Marketable Securities, Beginning Equipment Reserve 156,200$ 156,200$ 156,200$ 156,200$ 156,200$ 906,200$ 156,200$ New Investments - IN 3,689,460$ 750,000$ 900,000$ 5,339,460$ Less: Proceeds - OUT 3,689,460$ 3,689,460$ Net source (use) -$ -$ -$ -$ 750,000 )($ 900,000 )($ 1,650,000 )($ Marketable Securities, End 156,200$ 156,200$ 156,200$ 156,200$ 906,200$ 1,806,200$ 1,806,200$

Financing ActivitiesBank Loans, Beginning 1,881,535$ -$ -$ -$ -$ -$ 1,881,535$ New Loans 766,500$ 766,500$ Less: Payments 2,648,035$ 2,648,035$ Net loan (payment) 1,881,535 )($ -$ -$ -$ -$ -$ 1,881,535 )($ Bank Loans, End -$ -$ -$ -$ -$ -$ -$

Member distribution 1,000,000 )($ 3,000,000 )($ 1,200,000 )($ 1,500,000 )($ 1,600,000 )($ 2,100,000 )($ 10,400,000 )($ % to prior year's operating revenue 18% 18% 12% 14% 15% 19%

Five year plan 2014 - 2019 - cash basis

Operating Income (cash generated, no working capital adjustments)

BEAVER MUNICIPAL SOLUTIONS VERSION 1

2014 2015 2016 2017 2018 2019 TotalFive year plan 2014 - 2019 - cash basis

Cash balance, beginning of period 420,872$ 545,206$ 1,836,509$ 2,182,209$ 2,292,780$ 2,827,668$ 420,872$

Working capital adjustment 3,027,516 )($ 3,027,516$ -$

Cash balance (incl USD), end of period 545,206$ 1,836,509$ 2,182,209$ 2,292,780$ 2,827,668$ 2,946,603$ 2,946,603$ check 545,206$

SUMMARY 2014 2015 2016 2017 2018 2019OPERATING INCOME 17,126,256$ 10,190,000$ 10,495,700$ 10,810,571$ 11,134,888$ 11,468,935$

LESS: ASSET PURCHASES 3,264,821$ 8,450,350$ 8,450,000$ 8,450,000$ 7,250,000$ 7,250,000$ OPERATING CASHFLOW 13,861,435$ 1,739,650$ 2,045,700$ 2,360,571$ 3,884,888$ 4,218,935$

LOAN PAYMENT 1,881,535$ MEMBER DISTRIBUTION 1,000,000$

WORKING CAPITAL 7,677,856$ EQUIPMENT RESERVE -$ -$ -$ -$ 750,000$ 900,000$

POST CLOSURE 150,195$ 475,863$ 500,000$ 750,000$ 1,000,000$ 1,100,000$ AVAILABLE FUNDS FOR OTHER ITEMS 3,151,850$ 1,263,787$ 1,545,700$ 1,610,571$ 2,134,888$ 2,218,935$

WORKING CAPITAL ADJUSTMENT 3,027,516$ 3,027,516$ 1,291,302$ 1,637,002$ 1,747,573$ 2,282,461$ BALANCE 124,335$ 4,291,302$ 2,837,002$ 3,247,573$ 3,882,461$ 4,501,396$

POTENTIAL MEMBER DISTN 3,000,000$ 1,200,000$ 1,500,000$ 1,600,000$ 2,100,000$ NET 1,291,302$ 1,637,002$ 1,747,573$ 2,282,461$ 2,401,396$

check 545,206$ 545,206$ 545,206$ 545,206$ 545,206$ 545,206$

check 545,206$ 1,836,508$ 2,182,208$ 2,292,779$ 2,827,667$ 2,946,602$

ASSUMPTIONS:Maximum member distribution based on available cashflowNo increase in grantsNo guarantees (adjust distribution depending on cash availability)Start build up of equipment reserve in 2018How feasible is 51% operating margin ?NO TAXES consideredCapacity exists

BEAVER MUNICIPAL SOLUTIONS VERSION 2A

2014 2015 2016 2017 2018 2019 Total


Expenses 9,888,028$ 9,910,000$ 10,207,300$ 10,513,519$ 10,828,925$ 11,153,792$ 62,501,564$

17,126,256$ 10,190,000$ 10,495,700$ 10,810,571$ 11,134,888$ 11,468,935$ 71,226,350$ % to revenue 63% 51% 51% 51% 51% 51% 53%




Marketable Securities, Beginning Equipment Reserve 156,200$ 156,200$ 656,200$ 1,156,200$ 1,806,200$ 2,656,200$ 156,200$ New Investments - IN 4,189,460$ 500,000$ 650,000$ 850,000$ 950,000$ 7,139,460$ Less: Proceeds - OUT 3,689,460$ 3,689,460$ Net source (use) -$ 500,000 )($ 500,000 )($ 650,000 )($ 850,000 )($ 950,000 )($ 3,450,000 )($ Marketable Securities, End 156,200$ 656,200$ 1,156,200$ 1,806,200$ 2,656,200$ 3,606,200$ 3,606,200$





BEAVER MUNICIPAL SOLUTIONS VERSION 2A


Cash balance, beginning of period 420,872$ 545,206$ 1,836,509$ 1,482,209$ 742,780$ 877,668$ 420,872$


Cash balance (incl USD), end of period 545,206$ 1,836,509$ 1,482,209$ 742,780$ 877,668$ 696,603$ 696,603$ check 545,206$




WORKING CAPITAL 7,677,856$ EQUIPMENT RESERVE -$ 500,000$ 500,000$ 650,000$ 850,000$ 950,000$

POST CLOSURE 150,195$ 975,863$ 500,000$ 750,000$ 1,000,000$ 1,250,000$ AVAILABLE FUNDS FOR OTHER ITEMS 3,151,850$ 263,787$ 1,045,700$ 960,571$ 2,034,888$ 2,018,935$

WORKING CAPITAL ADJUSTMENT 3,027,516$ 3,027,516$ 1,291,302$ 937,002$ 197,573$ 332,461$ BALANCE 124,335$ 3,291,302$ 2,337,002$ 1,897,573$ 2,232,461$ 2,351,396$

POTENTIAL MEMBER DISTN 2,000,000$ 1,400,000$ 1,700,000$ 1,900,000$ 2,200,000$ NET 1,291,302$ 937,002$ 197,573$ 332,461$ 151,396$

check 545,206$ 545,206$ 545,206$ 545,206$ 545,206$ 545,206$

check 545,206$ 1,836,508$ 1,482,208$ 742,779$ 877,667$ 696,602$

ASSUMPTIONS:Distribution based on increasing % of operating incomePossibility of increasing grants, but might affect member distributionMember distribution takes precedence over asset purchases & other cash reqtsBuild up of equipment reserve starts 2015Higher post closure obligation fundingRates may be difficult to increase beyond 20%NO TAXES consideredCapacity exists

BEAVER MUNICIPAL SOLUTIONS VERSION 2B

2014 2015 2016 2017 2018 2019 Total


Expenses 9,888,028$ 9,910,000$ 10,207,300$ 10,513,519$ 10,828,925$ 11,153,792$ 62,501,564$

17,126,256$ 10,190,000$ 10,495,700$ 10,810,571$ 11,134,888$ 11,468,935$ 71,226,350$ % to revenue 63% 51% 51% 51% 51% 51% 53%




Marketable Securities, Beginning Equipment Reserve 156,200$ 156,200$ 156,200$ 656,200$ 1,156,200$ 2,006,200$ 156,200$ New Investments - IN 3,689,460$ 500,000$ 500,000$ 850,000$ 950,000$ 6,489,460$ Less: Proceeds - OUT 3,689,460$ 3,689,460$ Net source (use) -$ -$ 500,000 )($ 500,000 )($ 850,000 )($ 950,000 )($ 2,800,000 )($ Marketable Securities, End 156,200$ 156,200$ 656,200$ 1,156,200$ 2,006,200$ 2,956,200$ 2,956,200$





BEAVER MUNICIPAL SOLUTIONS VERSION 2B


Cash balance, beginning of period 420,872$ 545,206$ 1,836,509$ 1,182,209$ 592,780$ 827,668$ 420,872$


Cash balance (incl USD), end of period 545,206$ 1,836,509$ 1,182,209$ 592,780$ 827,668$ 996,603$ 996,603$ check 545,206$




WORKING CAPITAL 7,677,856$ EQUIPMENT RESERVE -$ -$ 500,000$ 500,000$ 850,000$ 950,000$

POST CLOSURE 150,195$ 475,863$ 500,000$ 700,000$ 1,000,000$ 1,250,000$ AVAILABLE FUNDS FOR OTHER ITEMS 3,151,850$ 1,263,787$ 1,045,700$ 1,160,571$ 2,034,888$ 2,018,935$

WORKING CAPITAL ADJUSTMENT 3,027,516$ 3,027,516$ 1,291,302$ 637,002$ 47,573$ 282,461$ BALANCE 124,335$ 4,291,302$ 2,337,002$ 1,797,573$ 2,082,461$ 2,301,396$

POTENTIAL MEMBER DISTN 3,000,000$ 1,700,000$ 1,750,000$ 1,800,000$ 1,850,000$ NET 1,291,302$ 637,002$ 47,573$ 282,461$ 451,396$

check 545,206$ 545,206$ 545,206$ 545,206$ 545,206$ 545,206$

check 545,206$ 1,836,508$ 1,182,208$ 592,779$ 827,667$ 996,602$

ASSUMPTIONS:Distribution based on flat % of operating incomePossibility of increasing grants, but might affect member distributionMember distribution takes precedence over asset purchases & other cash reqtsBuild up of equipment reserve starts 2016Higher post closure reserves than version 1 but lower than version 2APossibility of increasing % rate after 2019NO TAXES consideredCapacity exists



SUBJECT:

Reserve for Capital Funding for 2014 Carry‐over Projects

RECOMMENDATION:

That the Board approve a reserve fund of $3,689,460 for carry‐over 2014 capital projects for

expenditure in 2015 in accordance with the approved operating and capital budgets for 2015.

GM/CAO COMMENTS

The Board approved operating and capital budgets for 2015 via resolution 14‐ 123 December 18, 2014. The capital budget is to be funded via cash accumulation from 2014 and revenues received during 2015. The capital budget of $8,450,350 consists of carry‐over 2014 projects budgeted at $3,689,460 and new 2015 projects budgeted at $4,760,890. For clarity, a reserve fund will be set up. The reserve will fund the 2014 carry‐over projects in accordance with the MGA and policy FIN‐006 Reserves. As 2014 capital projects are expended, the Board will be requested to release applicable reserve funds RECOMMENDATION Report/Document: Attached Available Nil

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

RELEVANT POLICIES: Budget 2015, MGA Subsection 602‐2‐1, Policy FIN‐006 Reserves

STRATEGIC RELEVANCE: Governance and Legislation

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

X



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. GM/CAO Endorsed by: Reviewed by: Reviewers


GENERAL: See GM/CAO comments. ORGANIZATIONAL: See GM/CAO comments. FINANCIAL: Budget 2015 FOLLOW UP ACTION: Release reserve funds as required by project expenditure COMMUNICATION: Communication to members OTHER COMMENTS:

2014 Approved

Budget

2014 Revised Budget

Year to Date to Nov 30,

20142014

Forecast 2015 Carry-over

Total 2014 & 2015 Carry-over

2015 Budget - New

2015 Budget Carry-over and New

LandLand Purchase 242,500 242,500 - - 242,500 242,500 242,500

TOTAL LAND - 242,500 Buildings

Office & Scalehouse Renovation 350,000 350,000 450,965 890,000 890,000 Landfill Equipment Shed 180,000 180,000 - - 180,000 180,000 250,000 430,000 Transfer Station - solar yard lights 80,000 80,000 - - 80,000 80,000 80,000 Transfer Station - office trailers 90,000 90,000 5,522 35,000 89,000 124,000 89,000

TOTAL BUILDINGS 925,000 599,000 Equipment

Track-type Loader 750,000 750,000 - - 582,400 582,400 582,400 Kubota-type Tractor Transport 22,000 22,000 19,389 19,389 19,389 - Pressure Washer with Trailer 21,000 21,000 - 21,000 21,000 21,000 Highway Tractor 150,000 150,000 - - 175,500 175,500 175,500 Mechanic Shop - floor jack 2,000 2,000 - 1,784 1,784 - Mechanic Shop - heavy duty racking 2,000 2,000 - 2,693 2,693 - Mechanic Shop - tractor ramps 2,000 2,000 - 2,172 2,172 - Scale (second) 200,000 200,000 - - - - Sanding Unit 7,500 7,500 - - 7,500 7,500 7,500 Hoist for One-tonne 7,500 7,500 - - - - Truck Blade (one-tonne) 5,000 5,000 - - 5,000 5,000 5,000 Light Towers (2) 45,000 45,000 21,360 21,360 21,360 42,720 21,360 Sale of Track-type Loader (100,000) (100,000) - - - - 2007 GMC Sierra - - - Ford pickups 103,437 103,437 103,437 - New Truck 46,000 46,000 46,000 - Generator Set 4,550 4,550 4,550 - Mobile lift - fall protection - 100,000 100,000 Pick up (1) - 50,000 50,000 Hauling truck/trailer/PacMor - 610,000 610,000 Water truck - leachate handling - 300,000 300,000 Rigid lift device/rail - shop 20,890 20,890 Allowance for equipment replacement 50,000 50,000

TOTAL EQUIPMENT 201,385 1,943,650 Other

Stage 5 Landfill East Separation Berm 250,000 250,000 303,063 303,063 303,063 - Landfill Capping 1,200,000 1,200,000 - 1,093,700 1,111,848 1,200,000 1,200,000 CAES - initial set-up and first machine 200,000 200,000 - - 220,000 220,000 220,000 - Second Maching 80,000 80,000 - - 80,000 80,000 80,000 Server 80,000 80,000 35,320 35,320 35,320 - PacWeigh 50,000 50,000 - 50,000 50,000 50,000 Collection Bins 50,000 50,000 - - - - Time Tracking / Staff Time Clock 5,000 5,000 - - - - Computers & Office Equipment - 14,094 20,000 20,000 50,000 50,000 Other 6,459 7,000 7,000 - TAB filing system 34,181 34,181 34,181 - Manhole 750,000 750,000 Additional waste bins - new 2015 280,000 280,000 Paving 500,000 500,000 Sediment pond improvements 300,000 300,000 Stage 8 design and leachate trmt 200,000 200,000 Recreational development 100,000 100,000

TOTAL OTHER 1,493,264 3,730,000

TOTAL 3,971,500$ 3,971,500$ 1,044,340$ 2,619,649$ 1,754,260$ 4,392,057$ 4,760,890$ 6,515,150$

Additional Approved Budget-

Motion 14 - 032 Oreco Wastewater 2,100,000 775,000 775,000 825,000 1,600,000 825,000

120,000 110,493 110,493 - Motion 14 - 067 Mobile Transfer Trailer 75,000 10,350 75,000 75,000 -

1,250,000 1,030,200 1,030,200 1,030,200 Motion 14 - 071 Acreage Waste Bins 80,000 - 80,000 80,000 80,000

REVISED TOTAL 7,596,500$ 3,971,500$ 1,829,690$ 3,580,142$ 3,689,460$ 7,269,602 4,760,890$ 8,450,350

Beaver Municipal Solutions2014 Capital Plan and 2015 Capital Plan Budget including Carry-over

PRELIMINARY

Motion 14 - 042 Increase Collection Bin Budget to $120,000 from $50,000

Motions 14 - 069/14 - 081 Landfill Compactor

RSA 2000

Section 602.18 Chapter M-26

MUNICIPAL GOVERNMENT ACT

310

(3) Any sum advanced or loaned under this section is a debt due by the commission to the Crown in right of Alberta and may be collected by civil action for debt in a court of competent jurisdiction.

(4) The Lieutenant Governor in Council may specify the terms of repayment or retirement of advances or loans made under this section.

1995 c24 s86

Financial year

602.18 The financial year of a commission is the calendar year. 1995 c24 s86

Operating budget

602.19 A commission must adopt an operating budget for each calendar year.

1995 c24 s86

Contents of operating budget

602.2(1) An operating budget must include the estimated amount of each of the following expenditures and transfers:

(a) the amount needed to enable the commission to provide its services;

(b) the amount needed to pay the debt obligations in respect of borrowings made to acquire, construct, remove or improve capital property;

(c) if necessary, the amount needed to provide for a depreciation or depletion allowance, or both, for any public utility it is authorized to provide;

(d) the amount to be transferred to reserves;

(e) the amount to be transferred to the capital budget;

(f) the amount needed to cover any deficiency as required under section 602.21.

(2) An operating budget must include the estimated amount of each of the following sources of revenue and transfers:

(a) fees for services provided;

(b) grants;

(c) transfers from the commission’s accumulated surplus funds or reserves;

(d) any other source of revenue.

pierre.breau

Highlight



SUBJECT:

Request for Decision – Credit Line Renewal with ATB Financial RECOMMENDATION:

That the Board approve the renewal of the Municipal Revolving Credit Line with ATB Financial in accordance with the resolution document provided.

CFO COMMENTS:

BMS has a Municipal Revolving Credit Line with ATB Financial in the amount of $600,000 at a rate established by ATB (2.85% as of February 12, 2015). A resolution is required to renew this credit line. The terms of the resolution remain the same. Although there are no plans of borrowing in 2015, it’s prudent to have the credit line available. No cost involved to maintain this credit line.

RECOMMENDATION Report/Document: Attached Available Nil

KEY ISSUE(S)/CONCEPTS DEFINED:

RELEVANT POLICIES:

STRATEGIC RELEVANCE:

DESIRED OUTCOME(S):

RESPONSE OPTIONS:

X



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: Writer Juvy Ceniza Endorsed by: Reviewed by: CAO Reviewers


GENERAL: Risk Management ORGANIZATIONAL: FINANCIAL: FOLLOW UP ACTION: COMMUNICATION: OTHER COMMENTS:



SUBJECT:

Extension of City of Edmonton Hauling Contract

RECOMMENDATION:

That the Board approve extension of the City of Edmonton hauling contract per city purchase order R916277 June 2, 2011, through to December 31, 2016, and request the Minister of Municipal Affairs to approve the extension of the contract pursuant to Ministerial Order L:053/14.

GM/CAO COMMENTS

The City of Edmonton hauling contract was approved by the Board August 6, 2009 per resolution 09-201. The contract was for five years, terminating December 31, 2014, with contract subsection 1.2 indicating that the term could be renewed for two additional terms each of up to two years subject to agreement of the parties. To comply with the MGA requirement for regional services commissions to receive Minister of Municipal Affairs approvals for out-of-member-boundaries service arrangements, the Board requested Ministerial approval for this hauling contract through to December 31, 2014 per resolution 14-017, March 20, 2014. Ministerial approval was received via order L:053/14, April 14, 2014, for this contract as well as service contracts for the Vermillion River Waste Management Services Commission and Parkland County. In discussions with City of Edmonton officials regarding extension of the existing hauling services contract for an additional two years through to December 31, 2016, BMS staff were made aware that the City had already issued a purchase order extending the term, and increasing the contract haul loads, in June 2011, with other terms and conditions remaining the same. This was done prior to current staff’s tenure, and staff found no record of Board approval of the extension. Staff are recommending formal adoption of the contract extension of the Board, and forwarding of the request to approve the extension to the Minister. We do not anticipate any issues with approval of the request by Municipal Affairs.



Future extensions to the contract per contract subsection 1.2, beyond December 31, 2016, will be subject to ongoing negotiations, regarding current hauling prices. RECOMMENDATION Report/Document: Attached Available Nil

Ministerial approval L:053/14 – letter and order City of Edmonton Hauling Services Contract Purchase Order R916277 June 2011 City of Edmonton Hauling Services Contract August 2009 KEY ISSUE(S)/CONCEPTS DEFINED: See GM/CAO comments. RELEVANT POLICIES: MGA STRATEGIC RELEVANCE: Governance and Legislative Compliance 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.


GENERAL: See GM/CAO comments. ORGANIZATIONAL: See GM/CAO comments. FINANCIAL: Budget 2015 FOLLOW UP ACTION: Request Ministerial Approval COMMUNICATION: Advise Municipal Affairs by written correspondence OTHER COMMENTS:

X



Submitted by: Pierre Breau, P. Eng. GM/CAO Endorsed by: Reviewed by: Reviewers

CONTRACT FORM

Page 1 of 3

THIS CONTRACT made effective the t~k day of Au.~u ç+ , 2009.BETWEEN:

BEAVER REGIONAL WASTE MANAGEMENT SERVICES COMMISSION(hereinafter called the “Commission”)

- and -

THE CITY OF EDMONTONA Municipality

(hereinafter called the “City”)

WHEREAS:• The City operates a waste management utility for the citizens of Edmonton;• The City and the Commission entered into a contract dated October 25, 2006 to dispose

of the City’s waste at the Commission’s landfill on (“the Landfill Contract”).• The City requires that certain waste be transported to the Commission’s landfill.• The Commission has agreed to transport the City’s waste to their landfill.

NOW WHEREFORE:

The Commission and the City agree with each other as follows:

1. TERM

1.1. The Term of this Contract is from August 24, 2009 to December 31, 2014.

1.2. The Term of this Contract can be renewed for two additional terms of up to two yearseach by agreement of the parties.

2. THE WORK

2.1. The Commission agrees to perform the Work as defined in the General Conditions, andfulfill all other obligations of the Commission as outlined in this Contract.

3. THE CONTRACT

3.1. The Contract consists of the following documents including all amendments theretoincorporated in the documents before their execution and subsequent amendmentsthereto made pursuant to the provisions of the Contract:

a) General Conditions;

b) Specifications;

c) Referee Services Agreement; and

d) Contractor’s Environmental Responsibilities Package (for the purposes of clarity, itis understood that references to the “Contractor” in the Contractor’s EnvironmentalResponsibilities Package shall be understood to refer to the “Commission”).

3.2. For greater certainty, this Contract does not amend the Landfill Contract and both theLandfill Contract and this Contract shall be considered separate and completeagreements relating to the subject matter contained within tfl—~-=—

CLERKS

Hauhng

CONTRACT FORM

Page 2 of 3

3.3. This Contract constitutes the entire agreement between the Parties pertaining to itssubject matter. There are no warranties, representation or agreements between theParties in connection with that subject matter except as specifically set forth in thisContract. No reliance is placed on any representation, opinion, advice or assertion offact made by any Party hereto, or its directors, officers and agents, to any other Partyhereto or its directors, officers and agents, except to the extent that it has been reducedto writing and included as a term referred to in those documents. Accordingly, there willbe no liability, either in tort or in contract, assessed in relation to any representation,opinion, advice or assertion of fact, except to the extent stated above.

3.4. Except as expressly provided in this Contract, no amendment or waiver will be bindingunless executed in writing by both Parties.

4. PAYMENT

4.1. The City agrees that conditional upon the Commission promptly, faithfully and properlyfulfilling the terms and conditions of the Contract in every detail to the satisfaction of theCity, it shall pay the Commission in Canadian Funds the Service Price per MSW Loadand the Fuel Allowance as set out in the Specifications subject to such adjustments,additions and deductions as provided in the Contract.

4.2. The Minimum Number of MSW Loads for each year is 2,325 loads per year, except for2009. The Minimum Number of MSW Loads for 2009 will be prorated to reflect the StartDate. The Minimum Number of MSW Loads is subject to adjustment as outlined in theContract.

5. ASSIGNMENT

5.1. The Commission shall not, without the prior written consent of the City, transfer orassign in any manner whatsoever, the rights, liabilities, obligations or benefits of thisContract.

6. LAWS

6.1. The Contract shall be construed in accordance with the laws of the Province of Alberta,and the Courts of Alberta shall have the exclusive jurisdiction to entertain any actionarising under the Contract. If any provisions of the Contract in any way contravene thelaws of the Province of Alberta, such provisions shall be severed from the Contract and theremaining provisions shall continue in force and effect. The Contract shall enure to thebenefit of and be binding upon the parties hereto, their respective heirs, executors,administrators, successors and permitted assigns.

7. REMEDIES

7.1. All remedies which the Contract confers upon the City shall be deemed cumulative andno one exclusive of the other, or of any remedy conferred by law.

8. ADDRESS FOR NOTICE

8.1. If either party hereto is required to give notice to the other party under or in connectionwith the Contract, such notice will be effectively given if sent by registered mail, fax orhand delivered

Hauling

CONTRACT FOR

Page 3 of 3

to the Commission at:Beaver Regional Waste Management Services CommissionBox 322Ryley, AB TOB 4A0Fax: (780) 663 2006Attention: Forrest Wright

and to the City at:City of EdmontonAsset Management and Public Works Department2~ Floor, Century Place, 9803 — I 02A AvenueEdmonton, AB T5J 3A3Fax: (780) 496 5657Attention: Roy Neehall, Manager, Waste Management Branch

and if sent by registered mail will be considered as having been received seven daysafter the mailing of such by the party to whom it is directed.

The City and the Commission sign and seal this Agreement as follows:

Signed for the Commission:BEAVER REGIONAL ASTE

A A E T SERVICES CO ~SSIO

(a x sea[ o~ver signature)Date: A....

Signed for the City:Approval for thea Edmonton: CITY OF ED 0 TO

As to form: ~ -

çlyAs to content:

Waste &~nagement Per~/~ f~~LtICommittee As ~epr~~’nted by Roy Neehall, Manager,Approval July 14, 2009 Waste Management Branch, AssetDate: Management Public Works Department

Date: . ___

Hauling

DIRECTOR FORM

10.1 Director Form – 2015-02-19

DIRECTOR FEEDBACK Board Meeting Date: Director: In my view, the main (important) issues discussed during our meeting were:

1. _________________________________________________________________

2. _________________________________________________________________

3. _________________________________________________________________

The materials provided in support of the above issues were:

Excellent Adequate Inadequate I would appreciate some follow-up on the following issues:

1. _________________________________________________________________

2. _________________________________________________________________

3. _________________________________________________________________

Overall I found the meeting to be:

Excellent Good Fair Poor Other comments:

agenda (final) regular meeting february 19, 2015...

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