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Minutes of Meeting W12A Landfill Public Liaison Committee Meeting #35

3438 Manning Dr, Manning Drive Material Recovery Facility Thursday February 18th, 2016

MEETING W12A Landfill Site Public Liaison Committee

(PLC) Meeting # 35 DATE Thursday February 18th, 2016 LOCATION 3438 Manning Dr, Manning Drive Material Recovery Facility

Education/Training Room TIME 6:00 pm – 8:00 pm MEMBERS PRESENT

Jack Sifton, Committee Chair John MacKay Joanne Miklos-DenIseger Kevin McLaughlin Eugene Morrison Sue Morrison Steve Rimbault Marie Ross

OTHERS PRESENT

Pawel Kucharski , Senior Environmental Officer – Ministry of the Environment (MOE) Elaine Bainard, resident City of London (City) Mike Losee, Manager – Solid Waste Engineering & Planning John Whitworth, Manager of Operations – Solid Waste

Jessica Favalaro, Technician – Solid Waste Management Mike Feenstra, Technician – Landfill Monitoring

ITEM DISCUSSION ACTION ITEM

1.

APPROVAL OF PREVIOUS MINUTES Meeting called to order at approximately 5:59 p.m. Requested that minutes of previous Meeting #34 be amended to reflect the changes of the following: ‘artillery’ to ‘explosions’ and ‘aggregate pits’ to ‘within the vicinity of the W12A Landfill’. Motioned by John MacKay, seconded by Joanne Miklos- Denlseger that the amended minutes of the December 15th, 2015 PLC Meeting #34 be adopted. Motion carried.

2.

FOLLOW-UP ON ACTION ITEMS FROM PREVIOUS MINUTES

a) City Staff informed the W12A Landfill PLC Members that the odour monitoring data was not disclosed by Orgaworld for their review. City Staff clarified that they requested the data collected by Orgaworld

W12A Landfill: Public Liaison Committee, Meeting #35 Thursday February 18th, 2016

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employees/service providers on a routine basis which is kept for their internal records. Pawel Kucharski commented that if the Ministry of Environment and Climate Change (MOECC) receives an odour complaint this information can be requested for public review through a freedom of information request. Pawel Kucharski noted that he periodically attends Orgaworld PLC meetings and could inquire if they would voluntarily provide their internal odour monitoring data to the W12A Landfill PLC Members and could provide an update at the next W12A Landfill PLC meeting, if available. Jack Sifton also commented that he would attempt to contact the Orgaworld PLC in regards to odour monitoring data that maybe available to them.

b) City Staff indicated that they are scheduled to meet

with Parks and Recreation on-site to review the details and proposed area in the vicinity of the W12A Landfill that would receive enhanced roadside grass cutting/maintenance in the proposed pilot project. City Staff updated the W12A Landfill PLC Members in regards to the communication they had with the City of London Police about their activities in the area of the W12A Landfill. City Staff was advised that explosions occur a few times per year and also tactile maneuvers occur a few times weekly in the vicinity of the W12A Landfill. The City Police do not disclose information about their activity within the vicinity of the W12A Landfill to residents for security reasons. Motioned by Eugene Morrison, seconded by Kevin McLaughlin that the W12A Landfill PLC Chair seek a response from the City of London Police as to why residents are not notified about the activity occurring around W12A Landfill.

Motion Carried.

c) City Staff provided the document ‘Yard & Lot Maintenance By-Law- PW-9’ on behalf of the City of London Municipal By-Law Enforcement to the W12A Landfill PLC Members. The W12A PLC Members expressed their opposition to this document in regards to enforcing this By-Law and ultimately resulting in illegal disposal/dumping convictions. Discussion ensued. Pawel Kucharski commented that the Provincial regulations prohibit the disposal of garbage on private property and that in his experience to deter illegal

Pawel Kucharski or Jack Sifton provide a verbal update to the W12A PLC Members on the Orgaworld odour monitoring data, if available. W12A Landfill PLC Chair provide PLC Members with a verbal update, if available, on the Police activity around the W12A Landfill


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disposal, Property Owners have installed video cameras. City Staff also commented that in their experience to help mitigate illegal disposal/dumping is to install barricades to control the entry points to properties. Discussion ensued. The discussion between City Staff and the W12A Landfill PLC Members indicated that City landfill operations staff will continue to address illegal dumping in and around the W12A Landfill general area and that PLC members should continue to notify landfill operations staff if they observe materials that have been dumped illegally.

3.

LANDFILL OPERATIONS UPDATE City Staff indicated that the current active waste tipping face is located in the southwest corner of the approved landfill footprint.

4.

CAPITAL PROJECTS UPDATE

a) Waste Disposal Cell 8 – Construction of waste disposal cell 8 is currently in design stage, construction tender will be issued in March and construction tentatively scheduled to begin in June 2016. It is expected that the project will be complete in the fall of 2016.

b) Gas Extraction Wells – Expansion of the landfill gas collection system is expected to be completed in 2016, the wells have been installed north of the site and require connection to the main system.

5.

MOE REPORT (VERBAL) Pawel Kucharski commented that the completed W12A Landfill Environmental Screening Report was submitted to the MOECC.


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6.

OPEN DISCUSSION – NEW BUSINESS Marie Ross presented to the W12A Landfill PLC members her written response to the Civic Works Committee in regards to the Point of Source Water Treatment Funding Program (POSWTF) 2-tier subsidy funding system. Marie Ross also distributed a document titled ‘Wonderland Road South and Hamlyn Street Construction- Southwest Area Trunk Sanitary Sewer Construction’ highlighting the Council approved 2-tier subsidy program. Discussion ensued. The W12A Landfill PLC Members requested that City Staff investigate where the Point of Source Water Treatment Funding Program CWC report is with the City Legal Division and to provide an update at the next W12A Landfill PLC meeting. City Staff indicated that the W12A Landfill Environmental Screening Report public commenting period expired on January 12, 2016. The MOECC submitted questions/comments prior to the deadline and the MOECC questions/comments have been addressed to their satisfaction. City Staff can now submit the notice of completion for the Environmental Screening and proceed with preparing an application for amendment to the Environmental Compliance Approval (ECA) to amend the service area for W12A Landfill. Discussion ensued. City Staff reported that the City is launching an Environmental Assessment for Long Term Solid Waste Management Plan (Resource Recovery and Disposal) The City is currently undertaking an RFP process to select a consultant to assist with this undertaking. It is expected the consulting assignment will be awarded in May/June 2016. Discussion ensued. Motioned by John MacKay, seconded by Marie Ross that City Staff provide a brief presentation explaining the Environmental Assessment (EA) process at the next W12A Landfill PLC meeting.

Motion Carried. Eugene Morrison commented that when residents bring recyclables to dispose of at the W12A Landfill, some is being disposed of into the garbage. City Staff indicated that at times it occurs because residents rush, do not read bins or are unsure of where to dispose of the items. City Staff also indicated that the scale house staff advise residents that there is no charge to dispose of recyclables and recommend that

City Staff to provide an update on where the POSWTF CWC report is with the City Legal Division City Staff to provide a brief presentation of the EA process.


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they be unloaded first and then return to the scale house to be reweighed before paying to dispose of their loads. Jack Sifton inquired to City Staff if signage could be displayed to reflect that recyclables are free to dispose of at the W12A Landfill. City Staff advised that they could look into potential options to reduce the amount of recyclable being disposed of in the garbage.

7.

CLOSING Motioned by John MacKay, seconded by Marie Ross, that PLC Meeting #35 be adjourned.

Motion Carried.

ACTION ITEM ACTION REQUIRED

1. Provide a verbal update on the Orgaworld odour monitoring data (if available).

Jack Sifton Pawel Kucharski

2. Provide a verbal update on the City of London Police activity around the W12A Landfill (if available).

Jack Sifton

3. Provide an update on where the Point of Source Water Treatment Funding Program Civic Works Committee Report is with the City Legal Division.

City Staff

4. Provide a brief presentation of the Environmental Assessment (EA) process.

DOCUMENTS DISTRIBUTED BEFORE MEETING DISTRIBUTED BY

Update – Orgaworld Odour Monitoring Data Request City Staff

Yard & Lot Maintenance By-Law- PW-9

DOCUMENTS DISTRIBUTED AT THE MEETING DISTRIBUTED BY

Wonderland Road S and Hamlyn Street Construction Southwest Area Trunk Sanitary Sewer Construction

Marie Ross

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3438 Manning Dr, Manning Drive Material Recovery Facility Thursday April 21st, 2016


(PLC) Meeting # 36 DATE Thursday April 21st, 2016 LOCATION 3438 Manning Dr, Manning Drive Material Recovery Facility


Jack Sifton, Committee Chair John MacKay Joanne Miklos-DenIseger Eugene Morrison Sue Morrison Marie Ross Greg Sneil

OTHERS PRESENT

Pawel Kucharski , Senior Environmental Officer – Ministry of the Environment (MOE) Abdallah Ismail City of London (City) Mike Losee, Division Manager – Solid Waste Management John Whitworth, Manager of Operations – Solid Waste

Jessica Favalaro, Technician – Solid Waste Management Wesley Abbott, Project Manager – Solid Waste Management


1.

APPROVAL OF PREVIOUS MINUTES Meeting called to order at approximately 6:01 p.m. Motioned by Sue Morrison, seconded by Marie Ross that the minutes of the February 18th, 2016 PLC Meeting #35 be adopted. Motion carried.

2.


a) City Staff provided an overview presentation of the Environmental Assessment (EA) process for the City of London Long Term Disposal and Resource Recovery. Discussion ensued. City Staff provided a tentative project timeline:

W12A Landfill: Public Liaison Committee, Meeting #36 Thursday April 21st, 2016

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May – June 2016: Consultant selection and Municipal Council approval. September – October 2016: Begin the Terms of Reference process and conduct community engagement. June 2017: City Staff submit the Terms of Reference to the Ministry of the Environment and Climate Change (MOECC) for review and approval. Jack Sifton proposed that the PLC Members contemplate their involvement in the Environmental Assessment (EA) process for the City of London Long Term Disposal and Resource Recovery to be discussed at a future PLC meeting. City Staff commented on the EA approval process, that the MOECC is the approval authority and the proponent is self-directed and must demonstrate to the MOECC that all criteria are met. City Staff recommended that they provide the MOECC Code of Practice documentation for EAs at the next PLC meeting.

b) Jack Sifton contacted Orgaworld requesting to review their odour monitoring data and is waiting for the report and will provide an update at the next PLC meeting if available.

c) Jack Sifton contacted the City of London Police

representatives; however did not receive information to provide an update.

d) City Staff commented that the Point of Source Water Treatment Fund legal review of the implications of a two-tier subsidy system has been started, but there is no date as of yet when the report will go back to Council. As soon as there is an outcome City Staff will notify the PLC Members.

e) City Staff indicated that the enhanced roadside grass cutting/maintenance pilot project will include cutting the ditch grass cut 4 times a year not to the property line but alternatively 2 passes.

City Staff to provide MOECC Code of Practice documentation for Environmental Assessments


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3.

LANDFILL OPERATIONS UPDATE

a) Greenway Bioset – Landfill receiving bioset for the past 2 weeks receiving 5 days a week 24 hours/day. Construction is anticipated to last 2 – 3 months.

b) Staffing – Seasonal temporary staff to be hired and to clean up the litter along Manning Drive.

4.


a) Waste Disposal Cell 8 – Construction tender recently closed. Construction to begin end of May/June and take 65 – 70 construction days to complete.

b) Landfill Gas Collection System Expansion – Tender released in May and construction to be completed in September.

5.

MOE REPORT (VERBAL) Pawel Kucharski commented that the 2015 W12A Landfill Annual Report was submitted in March 2016 and that the MOECC is currently reviewing the W12A Landfill Annual Report.

6.

OPEN DISCUSSION – NEW BUSINESS No new business presented. Further discussion of the City of London’s EA Long Term Disposal and Resource Recovery ensued.

7.

CLOSING Motioned by Sue Morrison, seconded by Marie Ross, that PLC Meeting #36 be adjourned.

Motion Carried.


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Ministry of the Environment and Climate Change Code of Practice for Environmental Assessments documentation

City Staff


Environmental Assessment Long Term Disposal and Resource Recovery Presentation Handout

City Staff


No documents were provided

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3438 Manning Dr, Manning Drive Material Recovery Facility Thursday June 16th, 2016


(PLC) Meeting # 37 DATE Thursday June 16th, 2016 LOCATION 3438 Manning Dr, Manning Drive Material Recovery Facility


Jack Sifton, Committee Chair Doug MacPherson Joanne Miklos-DenIseger Eugene Morrison Sue Morrison Steve Rimbault Bob Ross Marie Ross

OTHERS PRESENT

Elaine Bainard, resident City of London (City) Mike Losee, Manager – Solid Waste Engineering & Planning John Whitworth, Manager of Operations – Solid Waste

Jessica Favalaro, Technician – Landfill Monitoring


1.

APPROVAL OF PREVIOUS MINUTES Meeting called to order at approximately 6:00 pm. Motioned by Sue Morrison, seconded by Bob Ross that the minutes of the April 16th, 2016 PLC Meeting #36 be adopted.

Motion carried.

2.


a) City Staff presented the Ministry of the Environment and

Climate Change Code (MOECC) of Practice for Environment Assessments (EA) documentation to the W12A Landfill PLC members. City Staff commented that currently the EA is at the preliminary stage and City Council has approved the EA project and City Staff have hired the consultant.

Jack Sifton inquired to the PLC Members when they would be interested in having a representative from the MOECC Approvals branch come to present the EA process. The

W12A Landfill: Public Liaison Committee, Meeting #37 Thursday June 16th, 2016

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members came to the consensus and expressed that they will postpone until a future meeting when the EA public participation process has begun.

City Staff commented that there would be many public engagement opportunities for the members as this project is going to affect the entire City. The public engagement could potentially begin in the Fall. Discussion ensued.

3.

LANDFILL OPERATIONS UPDATE a) Bioset disposal – Complete, the Greenway incinerator has

been repaired.

b) Landfill capping – Currently being completed around the outer edges. To have topsoil and seeded by the Fall.

Jack Sifton expressed his concerns for his observations of the exposed buried garbage for the past few months along White Oak Road. City Staff confirmed that it has been capped and resolved.

4.


a) Landfill Gas Collection System (GCS) Expansion – Tender closed and awarded. To begin in July and close in August.

b) Landfill design – New cell construction is about half excavated to the base grade. At the end of the month stone for the leachate system blanket will be completed.

c) GCS laterals – Budgetary and planning work is being completed.

d) Budgetary and planning work to extend ring access road within Landfill underway.

5.

MOE REPORT (VERBAL) MOE absent.

W12A Landfill: Public Liaison Committee, Meeting #37 Thursday June 16th, 2016

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6.

OPEN DISCUSSION – NEW BUSINESS No new business.

7.

CLOSING Motioned by Sue Morrison, seconded by Marie Ross, that PLC Meeting #37 be adjourned.

Motion carried.


No action items.


None.


None.

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3438 Manning Dr, Manning Drive Material Recovery Facility Thursday October 20th, 2016


(PLC) Meeting # 38 DATE Thursday October 20th, 2016 LOCATION 3438 Manning Dr, Manning Drive Material Recovery Facility


Jack Sifton, Committee Chair Joanne Miklos-DenIseger Steve Rimbault Bob Ross Marie Ross Kevin McLaughlin

OTHERS PRESENT

Pawel Kucharski, Senior Environmental Officer – Ministry of the Environment and Climate Change (MOECC) City of London (City) Michael Losee, Division Manager Andre Joseph, Manager – Solid Waste Engineering & Planning Wesley Abbott, Project Manager John Whitworth, Manager of Operations – Solid Waste

Jessica Favalaro, Solid Waste Planning Coordinator Andrea Hughes, Landfill Monitoring Technician


1.

APPROVAL OF PREVIOUS MINUTES Meeting called to order at approximately 6:00 pm.

2.

FOLLOW-UP ON ACTION ITEMS FROM PREVIOUS MINUTES a) City Staff provided an update of London Waste to

Resources Innovation Centre and Green Shields Energy memorandum of understanding. It is new technology to convert waste into energy. The update included discussion of the size of the proposed structure to be located beside the Recycling Centre and Landfill, 30 m x 90 m and be capable of processing 50 tonnes/day (equivalent to 5 trucks/day).

b) City Staff updated the PLC Members on the status of the Point of Source Water Treatment Program. In September, a single tier subsidy program was approved by Council. PLC Members requested a notice the program had been approved by Council be sent to those property owners who

City Staff to send program approval notification to residents who initially expressed

W12A Landfill: Public Liaison Committee, Meeting #38 Thursday October 20th, 2016

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initially expressed interest in the subsidy program. City Staff will report back on the status of the program at the next W12A PLC meeting.

interest in the Point of Source Water Treatment Funding Program and report back on the status of the program at the next meeting.

3.


a. Landfill capping – Currently being completed. Seeding on the south side and along White Oaks Road late next week.

b. Temporary landfill staff are almost all finished their term. Miller Waste will assist with litter pick up along Manning Drive from the Landfill to Wellington Road.

c. Commercial waste - BFI will continue to utilize the W12A Landfill until the end of the year.

d. Cell construction - Waste disposal Cell 8 is substantially complete and waste is currently being placed in this newly constructed waste disposal cell.

4.


a) Landfill Gas Collection System (GCS) Expansion – Work is progressing on connecting the landfill gas extraction wells that were drilled in portions of waste disposal cell 6 north. This work is expected to be complete late November early December.

b) Landfill design – Completed cell 8 (2.5-3 years of disposal). Two cells are left to be filled of the current approved footprint of the landfill. Cells 6 north and 7 have some remaining unfilled capacity.

c) Landfill gas power plant – Council has directed City

Staff to prepare an application to the IESO Fit 5 program for a 500kW power plant. City Staff plan on submitting the application in November.

5.

MOECC REPORT (VERBAL) a) One fire occurred in July. Material was isolated and an

encapsulating agent was used to suppress the fire.

b) Jack Sifton requested information about the municipal water line flushing procedures for the water lines along

City Staff to obtain an


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White Oak Road and Scotland Drive, the Southeast Reservoir construction project and an update on the high level capital cost estimates to install municipal water lines previously provided to the PLC. City Staff informed the committee that the Division Manager of Water Engineering recently retired and as a result an update on waterline capital costs and the Southeast Reservoir project would not likely be available for the next PLC meeting. City Staff suggested that for the next meeting they may be able to report back with an operating summary of the flushing.

Jack Sifton asked what the role the MOECC has with flushing the lines. Pawel explained that the lines are flushed to ensure a certain chloride residual is maintained.

operating summary of water pipeline flushing from Water Engineering.

6.

OPEN DISCUSSION – NEW BUSINESS

a) The W12A Landfill environmental assessment (EA) project is in the initial stages and public meetings will begin early next year. City Staff commented that a community liaison committee for the EA will be developed and could include W12A Landfill PLC members if members are interested.

7.

CLOSING Meeting ended at approximately 6:55 pm.


1. Send memo to those who are eligible and expressed interest in

the Point of Source Water Treatment Funding Program.

2. Obtain an operating summary of water pipeline flushing from Water Engineering.

City Staff


None.



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None.

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3438 Manning Dr, Manning Drive Material Recovery Facility Thursday December 8th, 2016


(PLC) Meeting # 39 DATE Thursday December 8th, 2016 LOCATION 3438 Manning Dr, Manning Drive Material Recovery Facility


Jack Sifton, Committee Chair Joanne Miklos-DenIseger Bob Ross Kevin McLaughlin Sue Morrison Eugene Morrison John MacKay Doug MacPherson

OTHERS PRESENT

Elaine Bainard, resident Pawel Kucharski, Senior Environmental Officer – Ministry of the Environment and Climate Change (MOECC) City of London (City) Michael Losee, Division Manager Andrė Joseph, Manager – Solid Waste Engineering & Planning John Whitworth, Manager of Operations – Solid Waste

Andrea Hughes, Landfill Monitoring Technician


1.

APPROVAL OF PREVIOUS MINUTES Meeting called to order at approximately 6:02 pm. Motioned by Kevin McLaughlin, seconded by Bob Ross that the minutes of the June 16th, 2016 PLC Meeting #37 be adopted. Motioned by Sue Morrison, seconded by Kevin McLaughlin that the minutes of the October 20th, 2016 PLC Meeting #38 be adopted.

Motion carried.

2.

FOLLOW-UP ON ACTION ITEMS FROM PREVIOUS MINUTES a) City Staff informed PLC members that a memo was sent

to those who are eligible and expressed interest in the

W12A Landfill: Public Liaison Committee, Meeting #39 Thursday December 8th, 2016

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Point of Source Water Treatment Funding Program. Out of the possible 25 properties, 9 have responded back. The memo stated that they must respond no later than January 31st, 2017. In the new year, water samples will be collected by City representatives. The individual sample results will be provided to respective owners to assist with selection of water treatment equipment.

b) City Staff provided an overview of the water pipeline

flushing activities at the intersections of White Oaks Road and Scotland Drive as well as at White Oaks Road and Manning Drive. Chlorine is used as a means of disinfecting municipally treated water, however when there is less demand in rural areas, the water becomes stagnant and a prescribed chlorine residual can fall below allowable limits. To prevent this, Water Operations flushes at least once a week but more frequently in the summer when the water is warmer and the residual chlorine is more volatile. Jack Sifton requested to re-visit the high level capital cost estimates previously provided to extend municipal water lines around the landfill and a status update on the Highbury pumping station (Southeast Reservoir). Discussion ensued.

3.


a) Landfill capping – Seeding completed before the frost. Planning to seed again in the spring.

b) Miller Waste assisting with litter pick up along Manning Drive from the Landfill to Wellington Road.

c) Commercial waste – BFI (Progressive) may continue to utilize the W12A Landfill into the new year.

d) Cell construction - Waste disposal Cell 8 is complete, the base layer has been put in before the frost. Cell 7 has some space reserved in the event Greenway is shutdown. Cell 6 is used for bioset.

e) Jack Sifton asked how much space is left in the landfill

and how does the annual report reflect the changes in lifespan and approach. City staff explained that there are currently 2 cells left until the landfill has reached capacity. The last four cells (7-10) are similar in size. Significant events have extended the originally estimated life of the landfill such as the incinerator, the Blue Box Program and the nature of materials accepted. Pawel could look into the retroactive history further for Jack.


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4. CAPITAL PROJECTS UPDATE

a) Landfill Gas Collection System (GCS) Expansion – Work is complete.

b) Landfill design –Cells 6, 7 and 8 have unfilled capacity (2-3 years).

c) Landfill gas power plant –City Staff submitted the

application and waiting to hear back from the IESO FIT 5 Program (possibly as early as January 31st, 2017). 20% of gas to generate a megawatt, the remainder of the gas will be flared off. Discussion ensued.

5.

MOECC REPORT (VERBAL)

a) Annually audit – Landfill under inspection.

6.

OPEN DISCUSSION – NEW BUSINESS

a) The W12A Landfill environmental assessment (EA) project will have a councilor steering group consisting of councilors Usher, Turner, Helmer, Van Holst, Cassidy and Mayor Brown to set strategic priorities. Discussion ensued.

b) Odour complaints on the decline this year. This has been decreasing every year.

c) Traffic issues – Wonderland Road poorly configured. Traffic has been steadily increasing as well as speeds on Wonderland Road and Scotland Drive.

7.

CLOSING Meeting ended at approximately 7:31 pm. Motioned by John MacKay, seconded by Sue Morrison, that PLC Meeting #39 be adjourned.

Motion Carried.


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None.


None.


None.

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W12A PLC Terms of Reference, Version 2 (Date: December 12, 2013)

City of London W12A Landfill London, Ontario

Public Liaison Committee

TERMS OF REFERENCE

1. BACKGROUND 1.1. Establishment of a Public Liaison Committee (PLC, Committee) This is a Terms of Reference for the establishment and operation of a Public Liaison Committee (PLC) to advise the City of London (Owner) on the operation of the W12A Landfill Site (Site), located at 3502 Manning Dr., London, ON. Establishment and operation of the PLC is a component of the W12A Landfill Site Community Enhancement and Mitigative Measures Program, adopted by the City of London, which is committed to a positive and constructive relationship with the general public and with the owners and tenants of properties located in the vicinity of the Site. 1.2. Approval of Terms of Reference This Terms of Reference and any future amendments thereto, shall be subject to review by the PLC and in consultation with the Owner. 2. NAME OF COMMITTEE The PLC shall be named the W12A Landfill Public Liaison Committee. 3. MANDATE 3.1. The purpose of the PLC will be to provide for regular communication between the major stakeholders, to identify and remedy issues in a timely and cooperative manner, to enable development of goodwill initiatives with the community, and to recommend projects or undertakings to the Owner that funds in the Community Mitigative Measures Fund should be spent on. The PLC shall not exercise any supervisory, regulatory or approval functions in connection with the Site or its operation. For the purposes of carrying out its mandate members of the PLC shall have reasonable access to the Site during regular business hours, subject to health and safety requirements and the fair and reasonable availability of representatives of the Owner to accompany PLC members while on-Site. Members are asked to confirm their intention to visit the Site ahead of time. 3.2. The PLC’s responsibilities shall include:

Hearing deputations from any member of the public pertaining to Site operations.

Reviewing for its purpose necessary technical documents pertaining to the operation of the Site.

2

Acting as a liaison between and among the public (including owners/tenants of properties around the Site), the Owner and the Ministry of the Environment.

Reviewing and providing comments on the Annual Operating Report submitted by the Owner to the Ministry of the Environment.

Carrying out their responsibilities under section 3.0 of the W12A Landfill Community Enhancement and Mitigative Measures Program.

Initiating neighbourhood enhancement/mitigation projects.

Implementing public input procedures/participation for area residents. o Welcoming the public as observers at meetings. o Providing a brief window at the end of meetings for non-member input. o Advertising meetings and developing a distribution system to keep

interested persons informed. 4. MEMBERSHIP 4.1. Composition of PLC PLC seats shall be available on the following basis:

A maximum of 12 members, plus a Chair (13 total).

When applicable, a Vice-Chair may be appointed.

Seats are open to any resident of the City of London. City staff are a resource to the PLC and will attend meetings as required. Ministry of the Environment representatives will attend as a resource when available.

4.2. Voting Voting will occur by simple majority. Simple majority requires a single vote more than half of the votes cast. All members, including the Chair and Vice Chair, are allowed to participate in all votes. Recorded voting will be used at the request of a member of the committee. Proxy voting will not be allowed. 4.3. PLC Chair and Vice Chair A member of the PLC will be elected to serve as the Chair of the Committee. The members of the PLC shall, by vote of a majority of members, elect the Chair of the Committee from the nominated candidate members. The Chair shall serve at the pleasure of a majority of PLC members and the term of office shall coincide with his/her one-year term of membership, at which time it will be subject to renewal by a vote of a majority of PLC members. In accordance with Section 4.4, the Chair may serve for a maximum of three consecutive terms. In the interim, the Chair may be replaced at any time by a vote of the majority of PLC members. The responsibilities and functional conduct of the Chair include:

To act as a facilitator for the Committee (ie. call meeting to order, organize meeting conduct, etc).

To monitor issues to ensure adequate input and discussion by members.

To remind the Committee of its mandate, purpose and mission.

3

To give clear direction to staff concerning the Committee's priorities. The Chair may speak to a motion brought forth by a member, but cannot place a motion on the floor themselves. Should the Chair wish to place or move a motion, they must first appoint a member to act as the Chair in their place. Once the vote has taken place, the Chair will resume their responsibilities. In the interest of sharing administrative responsibilities and allowing PLC members with a potential interest in serving as Chair to gain experience, a position of Vice-Chair shall be established. The filling of the Vice-Chair position is not a mandatory requirement for the function of the PLC and shall be filled on an ad-hoc basis if it is requested. The Vice-Chair position shall be filled by vote of majority of the PLC members. 4.4. Terms of Office The Terms of Office shall be enforced in accordance with the two scenarios outlined below. 4.4.1 All PLC seats are filled and additional interested potential members are known. All PLC members shall serve for one year from their initial date of appointment. Members will be able to serve for a maximum of three consecutive terms. Under this scenario the Chair and Vice-Chair positions shall operate as outlined in 4.3. 4.4.2 All PLC Seats are not filled and there is no perceived strong public interest All PLC members shall preserve their seats until the appropriate public interest is regained in order to operate the PLC in accordance with 4.4.1. Under this scenario the Chair and Vice-Chair shall maintain their positions unless voted out by majority of the PLC members. 4.5. Replacement of Members Members may be replaced on an as-needed basis as a result of resignation or incapacity. Vacancies will be advertised to the public through the local newspaper, City website, current members and local libraries. Members may be removed from the PLC by a vote of a majority of PLC members. Should the situation arise where all current PLC members are due to be replaced at the same time as the result of maximum terms of office, three members nominated by the PLC shall be permitted to extend their term of office by a maximum of one year to preserve the PLC’s knowledge and continuity. 4.6. Removal of Members in the Instance of Non-Participation In the event that during the term of a sitting member and/or members of the PLC does not attend three (3) consecutive meetings, the City at the request of the Chair will contact the absent member and/or members by mail to request their attendance or written notification of special circumstances which prevent them from attending. If the member and/or members do not respond, and following a fourth missed consecutive

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meeting, the City will advise the member in writing of the PLC’s intention to entertain a motion to declare the aforementioned absent member and/or member’s seat(s) vacant. 5. FREQUENCY AND NOTICE OF MEETINGS 5.1. Schedule The PLC shall meet on the third Thursday of the month, every two months (6 meetings per year) or at the call of the Chair. The PLC may determine an appropriate meeting frequency which may be adjusted over the term, but in any event shall be no less than once per operating year. Notice of meetings will be communicated to members of the PLC via email and/or by postage addressed mail. Agendas and minutes of meetings will be disseminated to PLC members by email and/or by postage addressed mail 1.5 weeks prior to any scheduled meeting. 5.2. Agenda An Agenda will be prepared prior to each meeting by a City of London designate. The Agenda will contain a general outline of all matters to be discussed at the upcoming meeting. No motions can be brought forward on business not listed in the Agenda. 5.3. Minutes Meeting minutes will be recorded by a City of London designate. The minutes will included a brief description on the outcome of Agenda topics, any arising action items and voting outcomes. 6. CONDUCT OF MEETINGS 6.1. A quorum shall consist of at least half of the current voting members of the PLC. 6.2. Respect and courtesy shall be observed by all PLC members at all times during meetings. Discussion and debate shall be confined to the agenda and those matters that are within the mandate of the PLC. 6.3. If any member of the PLC or the public is disruptive at a meeting, the Chair has the authority to ask that person to leave the meeting place. If the person refuses to leave, the Chair shall terminate the meeting and, at his/her discretion, call for assistance from the police. Examples of this type of behavior include:

Interrupting fellow members during discussions

Intimidation/bullying of other members

Dominating the discussion on the floor. 6.4. Members are generally allowed to speak to a maximum of five minutes on an individual agenda item. The Chair has the option to extend this time period, depending on the circumstance.

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7. AMENDMENT TO THESE TERMS OF REFERENCE These terms of Reference may be amended from time to time by approval of a majority of members of the PLC and with approval of the Owner. 8. ADMINISTRATIVE COSTS FOR THE OPERATION OF THE PLC The Owner shall provide for administration costs of operating the PLC including the cost of meeting places and clerical services.

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