COMOX STRATHCONA WASTE MANAGEMENT BOARD

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Thursday, December 3, 2020
Minutes of the meeting of the Comox Valley Regional District (Comox Strathcona Waste Management) Board of Directors held on December 3, 2020 in the Civic Room of the Comox Valley Regional District offices located at 770 Harmston Avenue, Courtenay, BC commencing at 9:30 am.

 
 
MINUTES
     
 
Present:
Chair:B. UngerVillage of Gold River
Vice-Chair:A. HamirLazo North (Area B)
Directors:D. ArbourBaynes Sound-Denman/Hornby Islands (Area A)
 J. AbramDiscovery Islands - Mainland Inlets (Area C)
 N. AndersonCortes (Area B)
 J. ColborneVillage of Zeballos
 C. CornfieldCity of Campbell River
 M. McCollumCity 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
 W. Cole-HamiltonCity of Courtenay
 M. DavisVillage of Tahsis
 G. WhalleyKyuquot – Nootka/Sayward (Area A)
 K. GrantTown of Comox
 W. MorinCity of Courtenay
Alt. Directors:K. DahlCity of Campbell River
 S.PoulsenVillage of Sayward
 C. EvansCity of Campbell River
 A. BissingerTown of Comox
 S. SullivanVillage of Cumberland
Staff:R. DysonChief Administrative Officer
 J. WarrenDeputy Chief Administrative Officer
 M. RuttenGeneral Manager of Engineering Services
 J. MartensGeneral Manager of Corporate Services
 L. DennisManager of Legislative Services
 A. BaldwinLegislative Services Assistant
 
   
ATTENDANCE:
Director Unger, as Chair of the Strathcona Regional District Board, assumed the role of presiding member.
 
 
With the exception of Chair Unger and Director Leigh, all board members participated in the meeting by electronic means.

Also in attendance was K. Douville, CVRD.
 
 
CALL TO ORDER AND APPROVAL OF THE AGENDA:
B. Leigh/J. Colborne: THAT the agenda be approved as presented.
208Carried
 
IN-CAMERA MEETING:
B. Leigh/W. Cole-Hamilton: THAT the board adjourn to an in-camera session pursuant to the following sub-section of section 90 of the Community Charter:

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 committee/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:
A. Hamir/G. Whalley: THAT the Comox Strathcona Waste Management Board minutes dated September 10, 2020 be adopted. [Item
208Carried
 
PETITIONS AND DELEGATIONS:
CONVERTUS GROUP, CIRCULAR WASTE BC
 
 
B. Unger/J. Colborne: THAT the information presented via electronic means by Michael Leopold and Sean Kawakami, Convertus Group, Circular Waste BC, regarding organic waste processing and diversion, facility optimization and risk mitigation and alternative options for progressive organic waste management from residential, industrial, commercial and institutional sources be received. [Item
208Carried
 
REPORTS:
COMOX STRATHCONA WASTE MANAGEMENT ADVISORY COMMITTEE
 
 
C. Cornfield/W. Cole-Hamilton: THAT the minutes of the Comox Strathcona Waste Management Advisory Committee meeting held November 19, 2020 be received. [Item
208Carried
 
COMOX STRATHCONA SOLID WASTE ADVANCED TECHNOLOGY SELECT COMMITTEE
 
 
J. Colborne/C. Evans: THAT the minutes of the Comox Strathcona Solid Waste Advanced Technology Select Committee meeting held November 12, 2020 be received. [Item
208Carried
 
2021-2025 PRELIMINARY FINANCIAL PLAN – CSWM SERVICE – FUNCTION 391
 
 
A. Adams/B. Leigh: THAT the report dated November 27, 2020 regarding the preliminary 2021-2025 Financial Plan and work plan highlights for the Solid Waste Service, functions 391-393 be received. [Item
209Carried
 
M. Rutten, General Manager of Engineering Services, presented information regarding the preliminary 2021-2025 Financial Plan and work plan highlights for the Solid Waste Service, functions 391-393. [Item
 
 
G. Whalley/C. Cornfield: THAT the preliminary 2021-2025 Financial Plan be amended to reinstate the $6,000 funding towards bulky waste clean-up in Strathcona Regional District Electoral Area A (Sayward, Kyuquot/Nootka).
209Carried
 
WASTE MANAGEMENT CENTRES STATUTORY HOLIDAY CLOSURES UPDATE
 
 
D. Hillian/S. Sullivan: THAT the report dated November 26, 2020 regarding an update on impending statutory holiday closures for the Comox Valley and Campbell River Waste Management Centres, effective January 1, 2021, given recent correspondence from the Town of Comox be received. [Item
209CarriedNAY: S. Sullivan
 
M. Rutten, General Manager of Engineering Services, provided an overview of the report regarding impending statutory holiday closures for the Comox Valley and Campbell River Waste Management Centres, effective January 1, 2021.
 
 
D. Hillian/W. Cole-Hamilton: THAT the Comox Strathcona Waste Management Board affirm their original direction from the November 6, 2019 Board meeting to close the Comox Valley and Campbell River Waste Management Centres on statutory holidays effective January 1, 2021.
209CarriedNAY: Bissinger; Grant, Sullivan,
 
CSWM 2021 PUBLIC ENGAGEMENT BUDGET AND WORKPLAN
 
 
B. Leigh/A. Adams: THAT the report dated November 23, 2020 regarding a breakdown of the proposed public engagement initiatives and associated budget for the Comox Strathcona Waste Management Service be received. [Item
209Carried
 
C. Wile, External Relations Manager, L. Fraser, External Relations Advisor, and S. Valdal, Services Coordinator - CSWM, presented information regarding a breakdown of the proposed public engagement initiatives and associated budget for the Comox Strathcona Waste Management Service. [Item
 
 
B. Leigh/C. Cornfield: THAT the educational opportunities available at the Compost Education Centre in Campbell River continue through 2021.
209CarriedNAY: E. Grieve
 
REGIONAL ORGANICS COMPOST PROJECT UPDATE
 
 
A. Adams/J. Colborne: THAT the report dated November 23, 2020 regarding an update on the Regional Organics Compost Project be received. [Item
209Carried
 
C. Makinson, Acting Manager of CSWM Capital Projects, provided an overview of the report regarding the Regional Organics Compost Project.
 
 
COMOX VALLEY WASTE MANAGEMENT CENTRE RECYCLING DEPOT IMPROVEMENTS BUDGET AMENDMENT
 
 
C. Cornfield/C. Evans: THAT the report dated November 23, 2020 regarding an update on the Comox Valley Waste Management Centre recycling depot improvements project and a budget amendment to the 2020-2024 Financial Plan, in order to complete the project be received. [Item
209Carried
 
J. Lee, Manager of CSWM Operations, provided an overview of the report regarding an update on the Comox Valley Waste Management Centre recycling depot improvements project and a budget amendment to the 2020-2024 Financial Plan.
 
 
B. Leigh/D. Hillian: THAT the 2020-2024 Financial Plan and capital expenditure program for the Comox Strathcona Waste Management Service, functions 391 - 393, be amended by increasing solid waste infrastructure expenditures in 2020 for the Comox Valley Waste Management Centre recycling depot improvements project (#1079) by $145,000;

AND THAT the project be funded by an equivalent increase in the transfer from the capital works reserve for the service.
209Carried
 
The board recessed at 12:13 pm and reconvened at 12:22 pm.
 
 
IMPLICATIONS OF EXTENDING OPERATING HOURS AT THE GOLD RIVER TRANSFER STATION
 
 
Chair Unger stepped down as presiding member at 12:22 pm to participate in the debate on the following topic and Vice-Chair Hamir assumed the role of presiding member.
 
 
B. Leigh/M. Davis: THAT the report dated November 23, 2020 regarding the implications of extending the operating hours at the Gold River transfer station be received. [Item
209
 
J. Lee, Manager of CSWM Operations, provided an overview of the report regarding the implications of extending the operating hours at the Gold River transfer station.
 
 
N. Anderson/D. Hillian: THAT the report dated November 23, 2020 regarding the implications of extending the operating hours at the Gold River transfer station be referred to staff to coordinate with the Village of Gold River regarding operating hours at the Gold River transfer station and to report back to the board early 2021. [Item
 
 
The above motion was withdrawn by the unanimous consent of the board.
 
 
The vote was taken on main motion as follows:
 
 
THAT the report dated November 23, 2020 regarding the implications of extending the operating hours at the Gold River transfer station be received.
209Carried
 
B. Unger/C. Cornfield: THAT the two non-recycle BC bins located within the Village of Gold River be closed effective March 1, 2021;

AND THAT the operating hours of the Gold River transfer station be increased by a maximum of 12 hours per week and monitored for one year.
209
 
C. Cornfield/N. Anderson: THAT the matter of extending operating hours at the Gold River transfer station and the removal of the two non-Recycle BC bins be referred to staff to consult with the Village of Gold River to find an acceptable solution.

209CarriedNAY: Arbour, Davis, Leigh
 
Chair Unger resumed the role of presiding member at 12:43 pm.
 
 
RECYCLING REGULATION INTENTIONS PAPER RESPONSE
 
 
J. Colborne/C. Evans: THAT the report dated November 24, 2020 regarding providing input to the Ministry of Environment and Climate Change Strategy (MoE) for potential products for inclusion in the Environmental Management Act, Recycling Regulation be received. [Item
209Carried
 
J. Ivan, Diversion & Operations Support Coordinator, provided an overview of the report regarding providing input to the Ministry of Environment and Climate Change Strategy (MoE) for potential products for inclusion in the Environmental Management Act, Recycling Regulation.
 
 
B. Leigh/D. Hillian: THAT the prepared response as attached to the staff report dated November 24, 2020, to the Ministry of Environment and Climate Change Strategy on their policy intentions paper expanding the Environmental Management Act Recycling Regulation be submitted.
208Carried
 
2020 CSWM PROCUREMENT ACTIVITY REPORT
 
 
C. Evans/J. Colborne: THAT the report dated November 24, 2020 regarding procurement contract awards, procurement metrics, and social procurement activities undertaken in 2020 be received. [Item
209Carried
 
K. Garrett, Manager of Operating and Capital Procurement, provided an overview of the report regarding procurement contract awards, procurement metrics, and social procurement activities undertaken in 2020.
 
 
CSWM MANAGEMENT REPORT:
 
 
W. Cole-Hamilton/C. Cornfield: THAT the Comox Strathcona Waste Management Board management report dated November 2020 be received [Item
209Carried
 
NEW BUSINESS:
CITY OF CAMPBELL RIVER - REQUEST TO WAIVE FEES FOR LANDFILL YARD WASTE DROP OFF
 
 
B. Leigh/D. Hillian: THAT the correspondence dated November 12, 2020 regarding a request that the $10 fee for landfill yard waste drop off be waived be received. [Item
209Carried
 
A. Adams/C. Cornfield: THAT the request from the City of Campbell River to waive the $10 fee for landfill yard waste drop off be referred to staff to prepare a report with recommendations on implementing the proposal.
209Carried
 
ADDENDUM - UPON APPROVAL OF THE BOARD:
B. Leigh/A. Bissinger: THAT the addendum be considered.
208Carried
 
WASTE MANAGEMENT CENTRES STATUTORY HOLIDAY CLOSURES UPDATE
 
 
S. Sullivan/M. Davis: THAT the correspondence dated November 27, 2020 from Mayor Baird, Village of Cumberland, regarding a request to reverse the decision to close the Comox Valley Waste Management Centre on statutory holidays effective January 1, 2021 be received. [Item
209Carried
 
S. Sullivan/D. Arbour: THAT staff work with the Village of Cumberland and the Village's solid waste collection contractor on options to mitigate the negative impacts of the decision to close the Comox Valley Waste Management Centre on statutory holidays effective January 1, 2021.
209Carried
 
ADJOURN TO IN-CAMERA:
The board adjourned to its in-camera session at 1:12 pm.
 
 
RISE AND REPORT:
The board rose from its in-camera session at 1:44 pm.
 
 
TERMINATION:
D. Hillian/M. Davis: THAT the meeting terminate.
208Carried
 
Time: 1: 44 pm.
 
 
 Confirmed this 14th day of January, 2021:

____________________________________
Brad Unger
Chair
 
Certified Correct:

____________________________________
Lisa Dennis
Manager of Legislative Services
 
Recorded By:

____________________________________
Antoinette Baldwin
Legislative Services Assistant
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