EAST REGION REDUCTION ON WASTE COMMITTEE

(ERROW)

A Northern Alberta Initiative

Terms of Reference

December, 1999

 

TABLE OF CONTENTS

SECTION 1 - THE ORGANIZATION

1.01    Name Of The Organization

1.02    Objectives

1.03    Responsibilities Of The Regional Organization

1.04    The Organizational Structure

1.05    A Formal organizational Review

 

SECTION 2 - ADMINISTRATION

2.01    Membership

2.02    Length Of Director Term

2.03    Board Of Directors

2.04    Election Of Officers and Executive Committee

 

SECTION 3 - CONDUCT OF BOARD MEETINGS

3.01    Quorum

3.02    Voting

 

SECTION 4 - MEETINGS

4.01    Regular Meetings

4.02    Annual Meeting

 

SECTION 5 - SUBCOMMITTEES AND GROUPS

5.01    Sub-Committees and Task Groups

 

SECTION 6 - ANNUAL REPORT

6.01    Annual Report

 

SECTION 7 - ADMINISTRATION

7.01    Clerical Assistance

7.02    Technical Assistance

 

SECTION 8 - FINANCE

8.01    Directors’ Expense

8.02    The Entering Into Agreements and/or Contracts

8.03    Special Projects

 

SECTION 1 - THE ORGANIZATION

1.01  Name Of The Organization

The name of this regional recycling and waste management organization shall be the East Region Reduction On Waste Committee.

1.02  Objectives Of The Organization

  1. To implement and pursue the establishment of a recycling and waste management system for Northeast Alberta by incorporating the 5 R’s, namely, Reduce, Reuse, Recycle, Recover and Rethink, in all aspects of a such a system.  

  2. To coordinate recycling activities between regional waste management authorities and/or commissions and other municipalities under a regional organization.  

  3. To encourage the development of recycling programs and associated economic development opportunities.  

  4. To establish an efficient and environmentally acceptable solid waste management system for the benefit of the Northeast Region’s municipalities.  

  5. To promote inter-municipal cooperation on a regional basis aimed at bettering solid waste management in Northeast Alberta.  

  6. To facilitate activities and processes within Northeast Alberta directed towards reducing the quantity of solid waste consigned to landfill.  

  7. The establishment of advisory, educational and public awareness programs associated with this regional waste management system.  

  8. Making recommendations to member municipalities, Alberta Environment and other organizations on proposed recycling and waste management projects in Northeast Alberta.  

 

1.03  Responsibilities Of The Organization

The primary role of the East Region Reduction On Waste Committee is to facilitate the implementation of a regional recycling and solid waste management system.  The regional organization will be responsible for:

  1. The promotion and coordination of regional recycling and waste management initiatives.  

  2. The development of markets for recycled products and the promotion of associated economic development opportunities.  

  3. Lobbying for regional recycling and waste management projects that meet the objectives of the regional organization.  

  4. Monitoring the progress of regional recycling and waste management initiatives as well as trends affecting the markets for recycled products.  

  5. Ongoing contact with provincial and federal government departments, as well as private firms and community organizations involved in recycling and waste management initiatives.

 

1.04  The Organizational Structure

  1. Schedule “A” outlines the organizational structure for the East Region Reduction On Waste Committee.  

  2. From time-to-time, the Board of Directors may establish a task group or subcommittee to organize, study, or implement specific regional recycling and waste management projects.  

  3. Clerical and administrative services shall be provided by Northern Coordinated Action For Recycling Enterprises.  

  4. Alberta Environment will be requested, from time-to-time, to provide technical assistance to the East Region Reduction On Waste Committee.  

  5. A project coordinator may be hired by the East Region Reduction On Waste Committee based on funding availability.

 

1.05    A Formal Organizational Review

Two (2) years after establishment of the East Region Reduction On Waste Committee, the Committee shall prepare a formal review of the organization.  The review will include, but not be limited to, the following subjects:

  1. the effectiveness of the organization’s structure, mandate and programs;  

  2. the need for a more formal organization; and  

  3. the financial aspects of the organizations’ operation and program development.

The review will include recommendations and shall be presented to the member municipalities, the Metis Nation of Alberta, and Alberta Environment.

 

SECTION 2 - MEMBERS OF THE COMMITTEE AND BOARD OF DIRECTORS

 

2.01    Membership

  1. The Members of East Region Reduction On Waste Committee shall be:

The County Of Athabasca No 12
The County of St. Paul No. 19
Lakeland County
The Municipal District of Bonnyville No. 87
The Municipal District of Opportunity No. 17
The Regional Municipality of Wood Buffalo
The Town of Athabasca
The Town of Bonnyville
The Town of Cold Lake
The Town of Elk Point
The Town of Lac La Biche
The Town of St. Paul
The Village of Glendon
The Village of Plamondon
The Metis Nation of Alberta
The First Nations of Alberta

  1. Each member of the East Region Reduction On Waste Committee may appoint one Director.  

  2. The membership, as a whole, may choose three (3) directors-at-large who shall be appointed from compatible interest groups.   

  3. A municipal government Board of Director member shall be locally-elected officials or as appointed by the respective municipal council.  The Metis Nation of Alberta shall be responsible for selecting its representative.

 

2.02    Length of Director Term

  1. The representative appointed by the respective member shall be for a three (3) year term.  In the event of a vacancy in mid-term, the vacancy shall be filled by the respective member and will be for the time remaining of the three (3) year term.  

  2. In the case of a director-at-large resigning, the members of the East Region Reduction On Waste Committee may appoint another director subject to Section 2.01 (c) to fill the time remaining of the three (3) year term.

 

2.03    Board of Directors

The Board of Directors shall be comprised of not less than eight (8) directors and not more than twenty-eight (28) directors.

 

2.04    Election of Officers and Executive Committee

  1. A Chair and Vice Chair of the Board shall be elected from its membership by the East Region Reduction On Waste Committee’s Board of Directors for a term of one year.  

  2. The East Region Reduction On Waste Committee’s Board of Directors shall also select a third member to be a member of the Committee’s Executive Committee.   

  3. The Executive Committee shall include the Chair, Vice-Chair and a third member of the Committee.  

  4. The Executive Committee shall be responsible for making decisions on:

  1. matters that require a decision due to time constraints;  

  2. minor administrative items;  

  3. the finalization of projects already approved by the East Region Reduction On Waste Committee.

  1. All Executive Committee decisions shall be ratified at an ensuing East Region Reduction On Waste Committee meeting.

 

SECTION 3 - CONDUCT OF BOARD MEETINGS

 

3.01    Quorum

Seven (7) directors of the East Region Reduction On Waste Committee shall constitute a quorum for meeting and voting purposes.

 

3.02    Voting

  1. Each director, including the Chair, of the East Region Reduction On Waste Committee has one (1) vote.  

  2. A two-thirds (2/3) vote of all members of the Board of Directors present at a meeting is required in order for a project, initiative or action to proceed.

     

  3. All members of the Board of Directors shall vote on agenda items except when a conflict of interest is declared.

 

SECTION 4 - MEETINGS

 

4.01    Regular Meetings     

The East Region Reduction On Waste Committee Board of Directors’ meetings will be held at communities throughout the Northeast, based on a yearly meeting schedule approved by the Board of Directors at the Committee’s annual meeting.

 

4.02    Annual Meeting

The East Region Reduction On Waste Committee shall hold an annual meeting.

 

SECTION 5 - SUBCOMMITTEES AND TASK GROUPS

 

5.01    Sub-Committees and Task Groups

The East Region Reduction On Waste Committee may establish sub-committees or task groups to undertake specific projects on behalf of the Committee.  The members of a sub-committee or task group will be selected by the East Region Reduction On Waste Committee.

 

SECTION 6 - ANNUAL REPORT

6.01    Annual Report

  1. The East Region Reduction On Waste Committee shall prepare an annual report and submit it to its members, the Minister of Environment, and other interested parties.  

  2. The annual report shall be based on the East Region Reduction On Waste Committee’s fiscal year (January to December).  

  3. The annual report shall:

  1. highlight the activities of and projects undertaken by the Committee during its fiscal year;  

  2. summarize the actions taken by the Committee to implement the Committee’s action plan; and  

  3. indicate the Committee’s project priorities for the upcoming year.

 

SECTION 7 - ADMINISTRATION

7.01    Clerical Assistance

  1. Northern Coordinated Action For Recycling Enterprises will provide clerical assistance to the East Region Reduction On waste Committee.  

  2. A representative from Northern Coordinated Action For Recycling Enterprises will act as the Secretary to the East Region Reduction On Waste Committee.

 

7.02    Technical Assistance

From time-to-time, Alberta Environment will be requested to provide technical assistance to the East Region Reduction On Waste Committee.

 

7.03    Project Terms of Reference

A project terms of reference will be prepared and adopted by the East Region Reduction On Waste Committee outlining the objectives of a specific recycling and/or waste reduction project.

 

SECTION 8 - FINANCE

8.01    Directors’  Expense

Directors’ expenses will be paid by the municipality or organization that the member represents.

8.02    The Entering Into Agreements and/or Contracts

  1. The East Region Reduction On Waste Committee may enter into agreements and/or contracts that have no financial implications to the East Region Reduction On Waste Committee’s members.  

  2. The East Region Reduction On Waste Committee shall not enter into agreements and/or contracts that financially implicate the Committee’s members in any way.  

  3. If the East Region Reduction On Waste Committee is required to enter into a contract, it may request one of its members to sponsor the contract and act on behalf of the East Region Reduction On Waste Committee.

 

8.03    Special Projects

  1. The East Region Reduction On Waste Committee may request funding from its members for special projects that require financial support.  

  2. On a project-by-project basis, the East Region Reduction On Waste Committee will determine the basis for the funding request to its members.  

  3. A special project funding request to a member shall be accompanied by a terms of reference for the project.