COMOX VALLEY REGIONAL DISTRICT (COMOX STRATHCONA WASTE MANAGEMENT) BOARD

Thursday, January 10, 2019
Minutes of the meeting of the Comox Valley Regional District (Comox Strathcona Waste Management) Board of Directors held on January 10, 2019 in the boardroom of the Comox Valley Regional District offices located at 550B Comox Road, Courtenay, BC commencing at 9:30 am.
 
 
MINUTES
     
 
Present:
Chair:B. WellsCity of Courtenay
Vice-Chair:A. HamirLazo North (Area 'B')
Directors:D. ArbourBaynes Sound-Denman/Hornby Islands (Area 'A')
 J. AbramDiscovery Islands - Mainland Inlets (Area ‘C’)
 J. ColborneVillage of Zeballos
 C. Cornfield City of Campbell River
 D. FrischCity of Courtenay
 E. GrievePuntledge/Black Creek (Area 'C')
 D. HillianCity of Courtenay
 R. KerrCity of Campbell River
 B. LeighOyster Bay – Buttle Lake (Area ‘D’)
 A. AdamsCity of Campbell River
 M. DavisVillage of Tahsis
 B. UngerVillage of Gold River
 G. WhalleyKyuquot – Nootka/Sayward (Area ‘A’)
 J. KetlerVillage of Cumberland
Alt. Directors:B. IvesVillage of Sayward
 W. Cole-HamiltonCity of Courtenay
 C. EvansCity of Campbell River
 A. BissingerTown of Comox
 N. MinionsTown of Comox
 K. DahlCity of Campbell River
Staff:B. DunlopCorporate Financial Officer
 R. DysonChief Administrative Officer
 M. RuttenGeneral Manager of Engineering Services
 J. WarrenGeneral Manager of Corporate Services
 J. MartensManager of Legislative Services
 L. DennisLegislative Services Assistant
 
Absent:
Directors:N. AndersonCortes (Area ‘B’)
 
   
ATTENDANCE:
Directors Abram and Cornfield were not in attendance when the meeting was called to order.
 
 
IN-CAMERA MEETING:
B. Leigh/D. Frisch: THAT the board adjourn to an in-camera session pursuant to the following sub-sections of section 90 of the Community Charter:

90(1)(g) - litigation or potential litigation affecting the regional district; and
90(1)(k) - negotiations and related discussions respecting the proposed provision of a regional district service that are at their preliminary stages and that, in the view of the board, could reasonably be expected to harm the interests of the regional district if they were held in public;

AND FINALLY THAT the in-camera portion convene immediately following the open portion of the meeting.
208Carried
 
ADOPTION OF MINUTES:
J. Colborne/B. Unger: THAT the minutes of the Comox Strathcona Waste Management Board meeting held November 29, 2018 be adopted. [Item
208Carried
 
PETITIONS AND DELEGATIONS:
SOCIAL PROCUREMENT
 
 
D. Frisch/B. Unger: THAT the presentation from Mayor Leslie Baird, Sundance Topham, CAO, and Michelle Mason, CFO, Village of Cumberland, regarding social procurement and the regional Community Benefit Hub be received. [Item
208Carried
 
Director Cornfield entered the meeting at 9:42 am.
 
 
Director Abram entered the meeting at 9:44 am.
 
 
REPORTS:
COMOX STRATHCONA WASTE MANAGEMENT ADVISORY COMMITTEE MINUTES
 
 
E. Grieve/D. Frisch: THAT the Comox Strathcona Waste Management Advisory Committee minutes dated December 13, 2018 be received. [Item
208Carried
 
SOLID WASTE ADVANCED TECHNOLOGY (SWAT) COMMITTEE
 
 
D. Frisch/B. Unger: THAT the report dated January 3, 2019 regarding the Terms of Reference for the Comox Strathcona SWAT Select Committee be received. [Item
209Carried
 
D. Frisch/C. Evans: THAT the Solid Waste Advanced Technology Select Committee meet to review their past work and their Terms of Reference and propose to the Board any additional work with consideration to the resources required for support.
209Carried
 
2019-2023 PROPOSED FINANCIAL PLAN – CSWM SERVICE - FUNCTION 391
 
 
E. Grieve/D. Arbour: THAT the report dated January 3, 2019 providing further information on the proposed 2019 – 2023 Financial Plan and work plan highlights for the Solid Waste Service, Function 391 be received. [Item
209CarriedNAY: J. Abram
 
A. McGifford, Senior Manager of CSWM Services, provided an overview of the staff report regarding the proposed 2019 – 2023 Financial Plan and work plan highlights for the Solid Waste Service, Function 391.
 
 
K. Douville, Manager of Financial Planning, distributed the 2019 Proposed Budget Tax Requisition Apportionments by Participant document. [Item
 
 
AWARD OF CONTRACT FOR WASTE COMPACTOR - CVWMC
 
 
Prior to consideration of this item, Director Leigh declared a conflict of interest due to a family member's employment at Finning (Canada), and left the meeting at 11:09 am.
 
 
Director Frisch left the meeting at 11:10 am.
 
 
A. Bissinger/A. Adams: THAT the report dated December 20, 2018 regarding the award of a contract for the supply of a waste compactor for the Comox Valley Waste Management Centre (CVWMC) be received. [Item
209Carried
 
J. Lee, Manager of CSWM Operations, provided an overview of the staff report regarding the award of a contract for the supply of a waste compactor for the Comox Valley Waste Management Centre (CVWMC).
 
 
Director Frisch returned to the meeting at 11:12 am.
 
 
Director Abram left the meeting at 11:15 am.
 
 
Alternate Director Cole-Hamilton left the meeting at 11:17 am.
 
 
J. Colborne/A. Adams: THAT as a result of the Request for Quotations process, the contract for the supply of a compactor with extended warranty including telematics GPS monitoring, be awarded to Finning (Canada), a division of Finning International Inc., in the amount of $895,000 excluding GST and PST;

AND FURTHER THAT a seven year contract be awarded to Finning (Canada), a division of Finning International Inc., for scheduled maintenance of the compactor for a sum of $97,709 excluding GST and PST.
210Carried
 
Director Leigh returned to the meeting at 11:18 am.
 
 
Director Abram returned to the boardroom at 11:19 am.
 
 
CSWM MANAGEMENT REPORT
 
 
D. Frisch/B. Unger: THAT the Comox Strathcona Waste Management Board management report dated January 2019 be received. [Item
209Carried
 
Alternate Director Cole-Hamilton returned to the boardroom at 11:20 am.
 
 
NEW BUSINESS:
SOCIAL PROCUREMENT
 
 
J. Ketler/J. Colborne: THAT staff provide a report regarding the application of social procurement in the Comox Valley Regional District Procurement Policy and potential membership in the regional Community Benefit Hub.
208CarriedNAY: B. Leigh, G. Whalley
 
2019-2023 PROPOSED FINANCIAL PLAN – CSWM SERVICE - FUNCTION 391
 
 
D. Frisch/J. Abram: THAT staff provide a report regarding options to reduce the tax requisition for the Solid Waste Service, Function 391.
209Carried
 
ADJOURN TO IN-CAMERA:
The board adjourned to its in-camera session at 11:31 am.
 
 
RISE AND REPORT:
The board rose from its in-camera session at 12:29 pm.
 
 
TERMINATION:
D. Frisch/B. Unger: THAT the meeting terminate.
208Carried
 
Time: 12:29 pm.
 
 
 Confirmed this 7th day of February 2019:


____________________________________
Bob Wells
Chair
 
Certified Correct:


____________________________________
Jake Martens
Manager of Legislative Services
 
Recorded By:


____________________________________
Lisa Dennis
Recording Secretary
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