Minutes of the Regular Meeting of the MVRD Finance and Intergovernmental Committee on Wednesday, September 8, 2021 Page 1 of 5 METRO VANCOUVER REGIONAL DISTRICT. Minutes of the Regular Meeting of the MVRD Finance and Intergovernmental Committee It was ADVANCED and SECONDED .. a) to give the first, second and third readings of the Metro Vancouver Regional District proceeding amending the bylaw number. Centralized support programs support all business activities for the four Metro Vancouver legal entities.
Centralized support program services support all business operations for Metro Vancouver's four legal entities.
INFORMATION TECHNOLOGY
Continue to develop the IT Project Management Office and align processes with the corporate PMO within PDE.
CORPORATE PROJECTS & FACILITIES
CORPORATE SAFETY
SECURITY AND EMERGENCY MANAGEMENT
METROFLEET
EXTERNAL RELATIONS
Engage with the public, business communities and other government mandates on Metro Vancouver's strategic priorities through proactive media engagement, social media presence and the delivery of the Chair Update and Metro Vancouver Update newsletters. Implement and continue to refine Metro Vancouver's intergovernmental relations strategy to ensure effective relationships with federal/provincial/local government and other stakeholders in support of Metro Vancouver priorities and interagency issues.
FINANCIAL SERVICES
Automation projects that leverage a financial reporting system to create efficiencies in processes and reporting that require significant manual intervention. Build processes to obtain the GFOA budget award, in addition to the annual report award package submitted in 2021. Continue to strengthen modeling capabilities to support growing needs in the areas of project delivery and utilities.
Review of Metro Vancouver's financial policy package, with the aim of better aligning policies with the changing needs of an increasing capital program and associated costs. Full KPI work commenced in 2021, including measuring the identified KPIs and reporting to CPC, establishing a baseline for monitoring and management. Work with partners in Capital Planning and Utilities to continue developing Questica Capital to support the total project budget approach for Board approval.
Finalize the implementation and improvements resulting from the Acquisition Review with a focus on Category Management and responding to the challenges of the capital program. Develop effective KPIs for measurement and reporting to CPC, establishing a baseline for future monitoring and management. Train staff and implement anticipated changes to the Procurement and Property Contracting Authority (Council Policy).
HUMAN RESOURCES
Continue to partner with colleges/universities to create a talent pool and continue to formalize the Water and Wastewater Operator Certification/Diploma program in collaboration with BCIT and EOCP.
LEGAL SERVICES AND INDIGENOUS RELATIONS Indigenous Relations
Support ongoing First Nation efforts (including agreements) for capital and construction projects such as the North West Langley Wastewater Treatment Plant Upgrade, the Iona Island Wastewater Treatment Plant Upgrade, the Coquitlam Lake Water Supply Project, the Coquitlam Main Water project and the development of the Widgeon Marsh Regional Park. Develop an archaeological management approach for Metro Vancouver, including: creating a strategic policy; providing education, as well as Chance Find and cultural awareness training; conducting project assessments for archaeological potential; collaboration with First Nations and local governments; and greater internal capacity. Host a regional meeting with members of the Indigenous Relations Committee, the MVRD Board and the respective First Nation Chiefs and Councils of the 10 First Nation communities in the region.
Host an annual event (e.g. workshop) involving First Nations and local government staff on a local government/indigenous topical issue. Host and/or participate in reconciliation activities (eg National Indigenous Peoples Day on June 21 and Orange Shirt Day on September 30). Participate in active treaty table meetings in the region as part of the provincial negotiation team.
Provide training sessions for Metro Vancouver employees on company policies regarding information sharing and involvement with First Nations in construction projects, as well as the Board of Directors' procurement policies that include economic opportunities for First Nations and increased use of their services (e.g., archaeological) on Metro Vancouver projects. Respond to the increasing number of internal requests: including providing guidance on information sharing and collaboration with First Nations; the identification of First Nation economic and procurement opportunities; as well as coordinating and participating in meetings with First Nations involving staff from across the Metro Vancouver organization.
PROJECT DELIVERY Operating Budget (PMO)
To provide value for money in providing asset management knowledge and standards for engineering services and capital delivery. Asset management metrics for housing, parks and solid waste services will be developed as part of the company's asset management strategy. Emphasis will be placed on assisting projects to improve and standardize project management planning, implementation, and monitoring and reporting practices.
Project Classification Methodology – the focus will be on developing practical criteria to enable standardized methodology for classifying capital infrastructure projects and tailoring project oversight accordingly. Asset Management Framework training program - creating and deploying an organization-wide training program that will increase awareness, capacity, skill levels and maturity of asset management practices across the organization;. Learning System Management Suite Operator – focus will be the further development and deployment of the enhanced learning management system that hosts, manages and delivers eLearning modules, technical knowledge management materials and training courses to the organization.
Questica Capital System – focus will be on further maintenance and refinement initiatives to further enhance the capabilities and functionalities of the capital planning system. Metrolytics Capital Data Management Project – The focus will be on replacing the use of Excel-based reporting tools for the capital planning process by building and configuring a tool that can provide an automated set of reports, dashboards and supporting documentation in a timely and standardized manner to deliver. A quality management system will be established that meets the requirements of the Professional Governance Act (PGA) and EGBC.
PROJECT DELIVERY Project Controls
In 2022, the requirements for the Regional District service areas described in this report will increase by. Financial Plan – Finance Committee and County Regional Intergovernmental Committee Date of Regular Meeting: October 13, 2021 Page 2 of 7. Financial Plan – Regional Finance Service Committee and County Intergovernmental Committee Date of Regular Meeting: October 13, 2021 Page 3 of 7.
Financial Plan – Regional District Service Area Finance and Intergovernmental Committee Regular Meeting Date: 13 October 2021 Page 4 of 7. The overall Regional District Summary for is included as Attachment 1 and the Financial Plans for the Regional District Service Areas presented in this report are included as Attachment 2. Financial Plan – Regional District Service Area Finance and Intergovernmental Committee Regular Meeting Date: 13 October 2021 Page 5 of 7.
Financial Plan – County Regional Service Area Finance and Intergovernmental Committee Date: October 13, 2021 Page 6 of 7. That the Finance and Intergovernmental Committee make recommendations and adopt an amended Financial Plan for the County Regional Service Areas and forward to the Metro Vancouver Budget Board Workshop on October 20, 2021 for consideration. Over the term of the five-year plan, annual requests for the County's Regional Service Areas described in this report are projected to increase by an average of $938,399 per year.
Financial Plan – Regional District Service Area Finance and Intergovernmental Committee Regular Meeting Date: October 13, 2021 Page 7 of 7 Staff recommends approving the Regional District Service Area Financial Plans as presented under Alternative 1.
911 EMERGENCY TELEPHONE SERVICE
GENERAL GOVERNMENT ADMINISTRATION
GENERAL GOVERNMENT – ZERO WASTE COLLABORATION INITIATIVES
Ensure the work of the National Zero Waste Council supports and reinforces Metro Vancouver's zero waste goals. Continue to grow the reach and impact of the National Zero Waste Council by leveraging the ability to convene key stakeholders to work on emerging issues related to construction and demolition waste and the transition to a circular economy. Continue to implement the "Food Loss and Waste Strategy for Canada" with initiatives to reduce waste throughout the food supply chain and from households.
Continue to support a group of local governments across Canada interested in advancing mobility through the Circle Cities and Regions Initiative. Contribute to the work of the Canada Plastics Pact and Circular Economy Leadership Canada as co-founders of these national initiatives/strategies. Continue to build awareness of the economic benefits of waste prevention through the key report released by the Council - Waste Prevention: Environmental and Economic Benefits for Canada.
Holding a two-day 2022 Zero Waste Conference, it continues to build on its well-deserved reputation as a program that demonstrates Metro Vancouver's leadership, while inspiring and challenging attendees to create a zero-waste future.
REGIONAL EMERGENCY MANAGEMENT
REGIONAL ECONOMIC PROSPERITY SERVICE
REGIONAL EMPLOYERS SERVICES
Complete the Sector Labor Market Partnership (SLMP) project data validation related to research on current labor market conditions and changes in labor market conditions resulting from the pandemic. Continue with the preparation and negotiations for the renewal of the collective agreements for the Indoor/Outdoor, Fire and Police collective agreements.
REGIONAL GLOBAL POSITIONING SYSTEM
SASAMAT FIRE PROTECTION SERVICE
20-354: Annacis Water Supply Tunnel - Construction occurred on April 7, 2021, and proposals were received from the three proponents shortlisted in the Request for Qualification process (RFQ No. 20-136). This report is intended to advise the Water Commission and the Finance and Intergovernmental Commission on the results of the Request for Proposal (RFP) No. 20-354: Annacis Water Supply Tunnel - Construction, and to recommend the award of the contract for an amount from maximum to excluding taxes) to Traylor-Aecon General Partnership.
This report is brought forward to consider a recommendation to the GVWD Board to approve the award of a contract for the construction of the Annacis Water Supply Tunnel. 20-354: Annacis Water Supply Tunnel - Construction Water Commission Regular Meeting Date: September 9, 2021 Finance and Intergovernmental Committee Regular Meeting Date: October 13, 2021 Page 2 of 4. 20-354: Annacis Water Supply Tunnel - Construction and direct staff to report back to the GVWD- board with options for an alternative course of action.
20-354 was issued for the Annacis Water Supply Tunnel – Construction and the Traylor-Aecon General Partnership was identified as offering the highest scored and lowest cost proposal. 20-354: Annacis Water Supply Tunnel - Plant, it is recommended that the Board authorize the Commissioner and Corporate. 20-354: Annacis Water Supply Tunnel - Construction Water Committee Ordinary meeting date: 9 September 2021 Finance and Interstate Committee Ordinary meeting date: 13 October 2021 Page 4 of 4.
Attachment
Intergovernmental Communication and Engagement Update Complete Metro Vancouver Comments on from external agency projects (as . required/relevant) pending.