COMOX STRATHCONA WASTE MANAGEMENT BOARD
Thursday, December 2, 2021
Minutes of the meeting of the Comox Valley Regional District (Comox Strathcona Waste Management) Board of Directors held on December 2, 2021 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:J. AbramDiscovery Islands - Mainland Inlets (Area C)
 A. AdamsCity of Campbell River
 N. AndersonCortes (Area B)
 D. ArbourBaynes Sound-Denman/Hornby Islands (Area A)
 W. Cole-HamiltonCity of Courtenay
 C. CornfieldCity of Campbell River
 M. DavisVillage of Tahsis
 C. EvansCity of Campbell River
 E. GrievePuntledge/Black Creek (Area C)
 D. HillianCity of Courtenay
 B. LeighOyster Bay – Buttle Lake (Area D)
 R. KerrCity of Campbell River
 W. MorinCity of Courtenay
 M. McCollumCity of Courtenay
 G. WhalleyKyuquot – Nootka/Sayward (Area A)
 C. MogloveCity of Campbell River
Alt. Directors:S. McGowanTown of Comox
 N. MinionsTown of Comox
 S. PoulsenVillage of Sayward
 S. SullivanVillage of Cumberland
Staff:R. DysonChief Administrative Officer
 J. WarrenDeputy Chief Administrative Officer
 K. DouvilleActing Chief Financial Officer
 M. RuttenGeneral Manager of Engineering Services
 J. MartensGeneral Manager of Corporate Services
 L. DennisManager of Legislative Services
 A. BaldwinLegislative Services Assistant
 
Absent:
Directors:J. ColborneVillage of Zeballos
 
   
ATTENDANCE:
Director Unger, as Chair of the Strathcona Regional District Board, assumed the role of presiding member.

With the exception of Chair Unger, all directors attended via electronic means.

 
 
CALL TO ORDER AND APPROVAL OF THE AGENDA:
W. Cole-Hamilton/B. Leigh: THAT the agenda be approved with the following changes:

- Item 7 (Final Report - Rural and Remote Communities composting Pilot Program) to follow Item 4 (Traditional Welcome); and
- Item 8 (Final Report - Recycling on Quadra Island) to follow item 5 (CSWM 2022 Community Education Program Initiatives)
208Carried
 
IN-CAMERA MEETING:
B. Leigh/N. Minions: THAT the committee adjourn to an in-camera session pursuant to the following sub-sections 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:
B. Leigh/C. Cornfield: THAT the Comox Strathcona Waste Management Board minutes dated October 21, 2021 be adopted. [Item] 
208Carried
 
REPORTS:
COMOX STRATHCONA WASTE MANAGEMENT ADVISORY COMMITTEE
 
 
C. Evans/C. Cornfield: THAT the minutes of the Comox Strathcona Waste Management Advisory Committee meeting held November 18, 2021 be received. [Item] 
208Carried
 
COMOX STRATHCONA SOLID WASTE ADVANCED TECHNOLOGY SELECT COMMITTEE
 
 
G. Whalley/C. Cornfield: THAT the minutes of the Comox Strathcona Solid Waste Advanced Technology Select Committee held on October 21, 2021 be received. [Item] 
208Carried
 
PROCEDURE BYLAW UPDATES FOR ELECTRONIC MEETINGS AND PARTICIPATION
 
 
D. Arbour/C. Cornfield: THAT the report dated October 21, 2021 regarding an amendment to the Comox Valley Regional District Procedure Bylaw to include provisions for the conduct of electronic meetings and participation, the assignment of delegations to the Board or one of its committees and other administrative updates be received.
[Item] 
208Carried
 
J. Martens, General Manager of Corporate Services, provided an overview of the report regarding an amendment to the Comox Valley Regional District Procedure Bylaw to include provisions for the conduct of electronic meetings and participation, the assignment of delegations to the board or one of its committees and other administrative updates.
 
 
TERRITORIAL WELCOME
 
 
A. Hamir/D. Arbour: THAT the report dated November 24, 2021 regarding the importance of a territorial acknowledgment and the planned approach for First Nations engagement in the Comox Strathcona Waste Management (CSWM) service area be received. [Item] 
208Carried
 
C. Wile, Manager of External Relations, and T. McLean, CSWM First Nations Coordinator, provided an overview of the report regarding the importance of a territorial acknowledgment and the planned approach for First Nations engagement in the Comox Strathcona Waste Management (CSWM) service area.
 
 
D. Hillian/E. Grieve: THAT the Comox Strathcona Waste Management Board endorses as a framework the Territorial Acknowledgements outlined in Appendix A of the report dated November 24, 2021 for each of the 10 First Nations that make up the Comox Strathcona Waste Management (CSWM) service area.

AND FURTHER THAT these Territorial Acknowledgements be used at meetings, in-person and virtual events throughout the CSWM service area, as per the usage guidelines outlined in Appendix B of the report.

AND FINALLY THAT the following written acknowledgement be utilized for all CSWM correspondence:

"The Comox Strathcona Waste Management service area is located in the Coast Salish, Kwakwaka’wakw, and Nuu-chah-nulth territories".
208Carried
 
FINAL REPORT – RURAL AND REMOTE COMMUNITIES COMPOSTING PILOT PROGRAM
 
 
E. Grieve/W. Cole-Hamilton: THAT the report dated November 25, 2021 regarding an outline of key findings from the remote organics compost pilot and a recommendation to address food waste and food loss within the CSWM service moving forward be received. [Item] 
209Carried
 
S. Valdal, CSWM Services Coordinator, presented an overview of the report regarding the outline of key findings from the remote organics compost pilot and recommendation to address food waste and food loss within the CSWM service. [Item] 
 
 
C. Cornfield/B. Leigh: THAT the Comox Strathcona Waste Management community education program includes education for rural and remote residents regarding the importance of food loss and food waste, and provides composting options to manage organics successfully at home;

AND FURTHER THAT the Comox Strathcona Waste Management service continues to support the existing pilot compost programs where there is interest and community buy in and support;

AND FINALLY THAT the Comox Strathcona Waste Management service provide staff resources to work with individual remote communities that have an interest in developing and establishing an organics management program, based on the unique and specific needs of each community.
209Carried
 
CSWM 2022 COMMUNITY EDUCATION PROGRAM INITIATIVES
 
 
C. Cornfield/B. Leigh: THAT the report dated November 25, 2021 regarding a summary of the proposed 2022 Comox Strathcona Waste Management (CSWM) Community Education Program be received. [Item] 
209Carried
 
C. Wile, Manager of External Relations, T. Willard Stepan, Curriculum Education Contractor, and L. Fraser, External Relations Advisor, presented an overview of the report regarding a summary of the proposed 2022 Comox Strathcona Waste Management (CSWM) Community Education Program. [Item] 
 
 
Alternate Director Sullivan left the meeting at 11:00 am.
 
 
FINAL REPORT – RECYCLING ON QUADRA ISLAND
 
 
J. Abram/C. Cornfield: THAT the report dated November 25, 2021 regarding a recommended path forward for the Quadra Island recycling depot, based on the public engagement sessions and feedback from the community to date be received. [Item] 
209Carried
 
S. Valdal, CSWM Services Coordinator, provided an overview of the report regarding a recommended path forward for the Quadra Island recycling depot, based on the public engagement sessions and feedback from the community to date.
 
 
J. Abram/C. Cornfield: THAT the Comox Strathcona Waste Management Service relocate and transition the existing unstaffed recycling depot on Quadra Island to a Recycle BC depot on a new property, and undertake the necessary improvements to meet Recycle BC requirements for implementation no later than fall of 2022 and that it be subject to days and hours of operation being successfully negotiated.
209Carried
 
J. Abram/C. Cornfield: THAT the Comox Strathcona Waste Management Board support an annual Extended Producer Responsibility clean up event starting in 2022 for materials not accepted as part of the Quadra Island Recycle BC depot program, which could include batteries, light bulbs, ballasts, small and large appliances, scrap metal, paint, household hazardous waste and electronics.
209Carried
 
BYLAW DISPUTE ADJUDICATION SYSTEM
 
 
W. Cole-Hamilton/C. Cornfield: THAT the report dated November 25, 2021 regarding the Bylaw Dispute Adjudication System (adjudication system) as an alternative for the ticketing of bylaw contraventions, and the required draft ticketing bylaw be received. [Item] 
209Carried
 
M. Dinesen, Bylaw Compliance Officer, provided an overview of the report regarding Bylaw Dispute Adjudication System (adjudication system) as an alternative for the ticketing of bylaw contraventions, and the required draft ticketing bylaw.
 
 
B. Leigh/E. Grieve: THAT the board give first and second reading to Bylaw No. 687 being “Comox Strathcona Waste Management Bylaw Adjudication Ticketing Bylaw No. 687, 2021” attached as Appendix A to the staff report dated November 10, 2021;

AND THAT the bylaw be referred to member municipalities for comment prior to third reading.
209Carried
 
2022-2026 PRELIMINARY FINANCIAL PLAN – CSWM SERVICE – FUNCTION 391 - 393
 
 
C. Cornfield/W. Cole-Hamilton: THAT the report dated November 25, 2021 regarding the preliminary 2022 – 2026 financial plan and work plan highlights for the Solid Waste Service, functions 391-393 be received. [Item] 
209Carried
 
V. Schau, Senior Manager of CSWM Services, presented information regarding the preliminary 2022 – 2026 financial plan and work plan highlights for the Solid Waste Service, functions 391-393. [Item] 
 
 
A. Hamir/D. Hillian: THAT staff bring the business case that was developed for the new staffing positions allocated in the financial plan to the next CSWM Board meeting.
209Carried
 
The board recessed at 12:25 pm and reconvened at 12:37 pm.

Director Anderson was not in attendance when the meeting reconvened.
 
 
MANAGEMENT REPORT OUTSTANDING ACTION ITEMS SUMMARY
 
 
B. Leigh/G. Whalley: THAT the report dated November 25, 2021 regarding an update or resolution to a number of outstanding action items from the management report be received. [Item] 
208Carried
 
V. Schau, Senior Manager of CSWM Services, provided an update via electronic means on a number of outstanding action items from the management report.
 
 
D. Arbour/A. Adams: THAT the management report be updated to reflect the November 25, 2021 Management Report Outstanding Action Items Summary staff report.
208Carried
 
A. Hamir/D. Arbour: THAT the Comox Strathcona Waste Management Board endorse the following resolution to be submitted to the Association of Vancouver Island and Coastal Communities 2022 Convention for consideration:

AVICC Resolution for Construction and Demolition Waste Regulation;

WHEREAS the landfilling of construction and demolition materials comprises a considerable share of solid waste within the province leading to increased costs for solid waste management and lost opportunities for such materials to be resold, reused or recycled;

AND WHEREAS the Ministry of Environment and Climate Change Strategy’s Extended Producer Responsibility Five-Year Action Plan (2021-2026) does not include construction and demolition materials as a priority for their Extended Producer Responsibility (EPR) program;

THEREFORE BE IT RESOLVED THAT UBCM request the Ministry of Environment and Climate Change Strategy to add construction and demolition materials to their EPR Five-Year Action Plan to establish a producer responsibility framework that significantly reduces such waste.
209Carried
 
D. Arbour/W. Cole-Hamilton: THAT the November 14, 2019 motion for “the Comox Strathcona Waste Management Board direct award the purchase of $160,000 of carbon credits, which is the equivalent dollar value to purchasing 48,000 tonnes of CO2 in the global marketplace, from Cowichan Energy Alternative Society’s community carbon marketplace and to work toward a project within the Comox Strathcona Waste Management service area” be rescinded;

AND FURTHER THAT the $160,000 budgeted for the carbon offset purchase be redirected back to capital reserves in anticipation for future expenditures, to be considered as part of the preliminary 2022 – 2026 CSWM Financial Plan review.
209Carried
 
CSWM MANAGEMENT REPORT
 
 
B. Leigh/D. Hillian: THAT the Strathcona Waste Management Board management report dated December be received. [Item] 
208Carried
 
BYLAWS AND RESOLUTIONS:
B. Leigh/A. Adams: THAT Bylaw No. 687 being "Comox Strathcona Waste Management Bylaw Adjudication Ticketing Bylaw No. 687, 2021" be given first and second readings concurrently. [Item] 
209Carried
 
ADJOURN TO IN-CAMERA:
The board adjourned to its in-camera session at 12:51 pm.
 
 
RISE AND REPORT
The board rose from its in-camera session at 1:09 pm.
 
 
TERMINATION:
D. Arbour/W. Cole-Hamilton: THAT the meeting terminate.
208Carried
 
Time: 1:09 pm.
 
 
 Confirmed this 20th day of January, 2022:


____________________________________
Brad Unger
Chair
 
Certified Correct:


____________________________________
Lisa Dennis
Manager of Legislative Services
 
Recorded By:


____________________________________
Antoinette Baldwin
Legislative Services Assistant
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