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HomeMy WebLinkAboutPartners in Project Green 2013,;,AA Item 1 Partners in lr� Project Green A PEARSON ECO- BUSINESS ZONE MINUTES OF THE PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE #1/13 May 9, 2013 The Partners in Project Green Executive Management Committee met at the General Electric head office located at 2300 Meadowvale Blvd., Mississauga, ON L5N 6P9 on May 9, 2013. Brian Denney called the meeting to order at 3:10 p.m. PRESENT Mike Brandt Brad Chittick Bonnie Crombie Jonathan Davies Brian Denney Neil Lacheur Toby Lennox Trevor Lui Learie Miller Mike Puddister John Sanderson Voting Member Voting Member Voting Member Voting Member Voting Member Voting Member Chair Voting Member Advisory Member CVC Alternate Voting Member STAFF Alex Dumesle TRCA Adele Freeman TRCA Chandra Sharma TRCA Phil James CVC REGRETS Shelley Carroll Voting Member John Coyne Vice -Chair Chris Fonseca Voting Member John Kinkead Voting Member Philip Lino Votina Member Page 1 1 PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES ACTION SUMMARY ACTION NUMBER TOPIC DESCRIPTION #PPG Al /13 Strategy Revisit key elements of new strategy in future Executive Alex Dumesle 06- tun -13 ONGOING COMMITTEE OFFICERS Management Committee meetings. by Refine KPI's with John Coyne and Toby Lennox based on Acclamation #PPG A2 /13 Governance comments provided during meeting #1/13. Seek advice Alex Dumesle 06- Jun -13 ONGOING COMMITTEE OFFICERS from Learie Miller. by #PPG A3 /13 Governance Contact former steering committee members to gauge Alex Dumesle 06-Jun-13 ONGOING #PPG 2/13 PERFORMANCE COMMITTEE AND SERVICE their interest in'oinin the Performance Committees, Bran Denney Learie Miller CARRIED RESOLUTION SUMMARY RES. NUMBER TOPIC MOTION #PPG 1/13 __Jdm� ELECTION OF EXECUTIVE MANAGEMENT THATthe responsibilities of Chair for the Partners Jonathan Davies Bonnie Crombie CARRIED COMMITTEE OFFICERS in Project Green Executive Management by Committee be assumed by Toby Lennox. Acclamation #PPG 1/13 ELECTION OF EXECUTIVE MANAGEMENT THAT the responsibilities of Vice -Chair for the Bonnie Crombie Toby Lennox CARRIED COMMITTEE OFFICERS Partners in Project Green Executive Management by Committee be assumed by John Coyne. Acclamation #PPG 2/13 PERFORMANCE COMMITTEE AND SERVICE THAT the following members be appointed as Bran Denney Learie Miller CARRIED CENTRE APPOINTMENTS Chairs of Partners in Project Green Performance Committees: - Communications & Engagement: Trevor Lui - Energy Performance: Brad Chittick - Waste Management: Neil Lacheur - Water Stewardship: Mike Brandt #PPG 2/13 PERFORMANCE COMMITTEE AND SERVICE AND THAT the following members be appointed as Bran Denney Learie Miller CARRIED CENTRE APPOINTMENTS Vice - Chairs of Partners in Project Green Performance Committees: - Communications & Engagement: Bonnie Crombie - Energy Performance: Shelley Carroll - Waste Management: John Sanderson - Water Stewardship: Chris Fonseca #PPG 2/13 PERFORMANCE COMMITTEE AND SERVICE AND THAT the following members be appointed to Bran Denney Leare Miller CARRIED CENTRE APPOINTMENTS Partners in Project Green Service Centres: - Brad Chittick - Johnathan Davies #PPG 3/13 EXECUTIVE MANAGEMENT COMMITTEE THAT the following Executive Management Brad Chittick Jonathan Davies CARRIED MEETING SCHEDULE Committee meeting schedule be approved: Meeting #1 /13 May 9, 2013 1510 -16:00 Meeting #2/13 Jun 6, 2013 16:00 -1730 Meeting #3/13 Sep 12, 2013 TBD Meeting #413 Dec 12,2013 TBD `See Supporting Materials below for more information. SUPPORTING MATERIALS RES. #PPG1 /13 ELECTION OF EXECUTIVE MANAGEMENT COMMITTEE OFFICERS To elect an Executive Management Committee Chair and Vice -Chair that will provide leadership in building a shared vision and community commitment for moving forward with a blueprint for action. THAT the responsibilities of Chair for the Partners in Project Green Executive Management Committee be assumed by Toby Lennox THAT the responsibilities of Vice -Chair for the Partners in Project Green Executive Management Committee be assumed by John Coyne Page 1 2 PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES BACKGROUND With the inauguration of the new Executive Management Committee replacing both former Steering and Executive committees, and as per the new committee's terms of reference, voting members of the Executive Management Committee are required to elect two committee officers: a Chair and a Vice - Chair. Embracing the potential of innovation and multi - stakeholder collaboration Executive Management Committee officers are expected — over the course of their two (2) year mandate — to lead the way by means of support, facilitating progress and ensuring the project's effectiveness, and acting as Partners in Project Green's primary spokespersons. Partners in Project Green leadership is entrusted to individuals that will spark enthusiasm and ensure steady progression towards the realization of the Pearson Eco- Business Zone vision in this next chapter of the project's history. RES. #PPG2 /13 PERFORMANCE COMMITTEE AND SERVICE CENTRE APPOINTMENTS To appoint Partners in Project Green Executive Management Committee members to both Partners in Project Green Performance Committees and Service Centres in order to lead and drive results throughout Partners in Project Green's main areas of activity. THAT the following members be appointed as Chairs of Partners in Project Green Performance Committees: PERFORMANCE COMMITTEES CHAIR Communications & Engagement Trevor Lui Energy Performance Brad Chittick Waste Management Neil Lacheur Water Stewardship Mike Brant AND THAT the following members be appointed as Vice - Chairs of Partners in Project Green Performance Committees: PERFORMANCE COMMITTEES Communications & Engagement Energy Performance Waste Management Water Stewardship VICE - CHAIR* Councillor Bonnie Crombie Councillor Shelley Carroll Councillor John Sanderson Councillor Chris Fonseca *Vice -Chair responsibilities may be delegated to senior staff members. Page 13 PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES AND THAT the following members be appointed to Partners in Project Green Service Centres: SERVICE CENTRES BUSINESS LEADERS Brad Chittick Jonathan Davies Performance Committees and Service Centres will be established as task - oriented subcommittees to the Executive Management Committee. While Performance Committees will focus on the design and delivery of innovative Partners in Project Green programs, Service Centres will direct their efforts towards the development and implementation of new self - sustaining revenue streams. Despite this fundamental difference, both Performance Committees and Service Centres will work together in the pursuit of common goals. That is, to drive positive environmental, social and financial outcomes in the areas of energy performance, waste management, water stewardship, and stakeholder engagement. PERFORMANCE COMMITTEE CHAIRS AND VICE - CHAIRS Over the course of their two (2) year mandate, Chairs and Vice- Chairs will act as spokespersons for their respective Performance Committees. Chairs are also expected to provide leadership on specific initiatives and effective communication between the Executive Management Committee and Performance Committee, and among committees as appropriate. As per the Performance Committee terms of reference, municipal councillors appointed to the role of Vice -Chair will be granted the right to delegate the operational responsibilities of Vice - Chair to a senior member of their staff so long as it is communicated to the Executive Management Committee in writing, and with the understanding that councillors will remain committed to actively supporting their delegates in the performance of these responsibilities. SERVICE CENTRE BUSINESS LEADERS Making use of their expertise, networks and available resources, Service Centre Business Leaders will — over the course of their two (2) year mandate — work together with Partners in Project Green staff to facilitate the development of innovative business models and business plans that are in line with the Pearson Eco- Business Zone vision and Partners in Project Green's strategic objectives. Page 14 PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES RES. #PPG3 /13 EXECUTIVE MANAGEMENT COMMITTEE MEETING SCHEDULE To approve a schedule establishing the Executive Management Committee's main quarterly meetings. THAT the following Executive Management Committee meeting schedule be approved: Meeting #1/13 Meeting #2/13 Meeting #3/13 Meeting #4/13 BACKGROUND May 9, 2013 Jun 6, 2013 Sep 12, 2013 Dec 12, 2013 15:00 —16:00 16:00 —17:30 TBD TBD As per the terms of reference, the Executive Management Committee will meet in person at least four (4) times per year, roughly every three (3) months. Meetings are anticipated to be approximately two (2) hours in length — at the discretion of the Executive Management Committee — and an agenda will be distributed in advance of meetings. The Chair will have the discretion to call additional conference call meetings if required. TERMINATION ON MOTION, the meeting terminated at 4:15 p.m., on May 9, 2013. Toby Lennox John Coyne Chair Vice -Chair Page 1 5 GTAA PARTNERS IN PROJECT GREEN A PEARSON ECO- BUSINESS ZONE MINUTES OF THE PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE #2/13 June 6, 2013 The Partners in Project Green Executive Management Committee met at the Hilton Garden Inn Toronto Airport located at 3311 Caroga Drive, Mississauga, Ontario on June 6, 2013. Toby Lennox called the meeting to order at 4:05 p.m. PRESENT Mike Brandt Voting Member Bob Callahan Brampton Alternate John Coyne Vice -Chair Brad Chittick Voting Member Bonnie Crombie Voting Member Chris Fonseca Voting Member Adele Freeman TRCA Alternate John Kinkead Voting Member Toby Lennox Chair Trevor Lui Voting Member Learie Miller Advisory Member STAFF Alex Dumesle TRCA Chandra Sharma TRCA REGRETS Shelley Carroll Jonathan Davies Brian Denney Neil Lacheur Andrew Pride Mike Puddister John Sanderson Voting Member Voting Member Voting Member Voting Member Advisory Member CVC Alternate Voting Member Page 16 PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES ACTION SUMMARY ACTION NUMBER TOPIC DESCRIPTION OWNER ECD STATUS #PPG A4 /13 Membership Further develop new membership structure details and Alex Dumesle 26- Sep -13 ONGOING create membership value package. by Concenws Schedule kickoff meetings with Performance Committee #PPG AS /13 Governance 1- Philip Ling is removed from the list of appointed Alex Dumesle 30- Jun -13 ONGOING leaders. #PPG A6 /13 Governance Schedule first Performance Committee meetings Alex Dumesle 30- Jul -13 ONGOING Confirm possibility of hosting Executive Management #PPG A7 /13 Governance - Communications & Engagement: Number of Toby Lennox 14- Jun -13 ONGOING Committee meeting on September 26, 2013. Confirm possibility of hosting Executive Management #PPG AS /13 Governance Reduction John Coyne 14- Jun -13 ONGOING Committee meeting on December 11, 2013. RESOLUTION SUMMARY RES. NUMBER MOTION r r STATUS #PPG 4/13 MINUTES OF MEETING THAT the Minutes of Meeting #1/13, held on May Trevor Lui Mike Berndt CARRIED 9, 2013, be approved with the following by Concenws amendment: 1- Philip Ling is removed from the list of appointed Service Centre Business Leaders. #PPG 5/13 PERFORMANCE METRICS APPROVAL THAT the following Key Performance Indicators be Brad Chittick Chns Fonseca CARRIED approved in principle: - Communications & Engagement: Number of Active Members - Energy Performance: Greenhouse Gas Emissions Reduction - Water Stewardship: Water Footprint Reduction - Waste Management: Materials Avoided - Financial Health: Self- Generated vs. Total Revenues #PPG 5/13 PERFORMANCE METRICS APPROVAL THAT Performance Committees recommend Key Brad Chittick Chns Fonseca CARRIED Performance Indicator targets. #PPG 6/13 REVISED PARTNERS IN PROJECT GREEN THAT the revised Partners in Project Green Adele Freeman Bonnie Cmmbie CARRIED MEMBERSHIP STRUCTURE membership structure be received for Input. by Concenws #PPG 7/13 EXECUTIVE MANAGEMENT COMMITTEE THAT the following Executive Management Adele Freeman Bonnie Cmmbie CARRIED MEETING SCHEDULE Committee meeting schedule be approved: by Concenws Meeting #1/13 May 9, 2013 15:00 -16:00 Meeting 02/13 Jun 6, 2013 2"0 -1730 Meeting U/13 Sep 26,20131530 -17:00 Meeting #4/13 Dec 11, 2013 15:30 -17:01 *See Supporting Materials below for more information. SUPPORTING MATERIALS RES. #PPG4 /13 MINUTES OF MEETING To approve the previous meeting minutes. THAT the Minutes of Meeting #1/13, held on May 9, 2013, be approved with the following amendment: 1- Philip Ling is removed from the list of appointed Service Centre Business Leaders. Page 1 7 PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES RES. #PPG5 /13 PERFORMANCE METRICS APPROVAL To approve the set of Key Performance Indicators that will be used to direct the activities of Partners in Project Green and measure the impact of those efforts. THAT the following Key Performance Indicators be approved in principle: PERFORMANCE AREA11W_KEY PERFORMANCE INDICATO� Communications & Engagement Number of Active Members Energy Performance Water Stewardship Waste Management Financial Health Greenhouse Gas Emissions Reduction Water Footprint Reduction Materials Avoided Self- Generated vs. Total Revenues AND THAT Performance Committees recommend Key Performance Indicator targets. BACKGROUND The 2008 Partners in Project Green Strategy laid out 19 targets in 6 focus areas (Table 1). These targets were set for the whole of the Pearson Eco- Business Zone and were aligned with the objectives of Region of Peel, City of Toronto, and TRCA. However with the targets set broadly for the region, Partners in Project Green has not been able to effectively measure the impact of its own efforts against these larger targets. On April 26, 2013 Toronto and Region Conservation Authority endorsed the following, in part: "...THAT the `Partners in Project Green: Strategy Update" report, as appended, be approved;..." As part of the updated strategy, Partners in Project Green is sharpening its focus from the six focus areas to the four performance areas of Communications and Engagement, Energy Performance, Water Stewardship, and Waste Management. On May 9, 2013 the Partners in Project Green Executive Management Committee appointed Chairs and Vice - Chairs to lead four Performance Committees that are each charged with the governance of one performance area. Each performance area corresponds with one proposed key performance indicator (KPI). One additional KPI is proposed to measure the financial health of Partners in Project Green. Potential KPIs for each performance area were evaluated against their ability to capture both the quantity and quality of impact, their ability to resonate with both the business community and the public, and the practicality of data collection and measurement (Tables 2 and 3). In order to reasonably measure the outcomes of Partners in Project Green's efforts, these KPIs propose to include the impacts of activities undertaken by active Partners in Project Green member organizations only. Key Performance Indicators with these characteristics can be used to assign meaningful accountability to TRCA program staff and members of the Performance Committees. Page 18 PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES ENERGY PERFORMANCE — Carbon Footprint Reduction (Tonnes) This KPI will measure the quantity of greenhouse gas emissions reduced through both energy conservation and shifting to cleaner energy sources. The concept of a carbon footprint will be familiar to both businesses and the public. Businesses with a high brand profile may resonate with carbon footprint as an element of reputational risk, while energy conservation can be directly connected with cost savings and operational improvement. Calculation Method Natural gas and electricity consumption quantities are converted into tonnes of CO2e, a value that represents the GHG emissions associated with that consumption. The conversion rate between consumption and GHG emissions will differ depending on the source of energy. PPG member initiatives that conserve energy or move to cleaner energy sources will be tallied to quantify the GHG emissions reduced in the calendar year. WATER STEWARDSHIP — Water Footprint Reduction (Litres) Water footprint reduction will measure the impact on freshwater consumption and quality resulting from PPG member initiatives. It will encourage the development of programs influencing PPG members and their supply chain's water usage, effluent treatment, storm water management, and overall water stewardship. This will help organizations mitigate physical, reputational, and financial water - related risks. Stakeholders may not be initially familiar with the details of water footprint measurement, but will likely understand the basic concept. Calculation Method A water footprint is comprised of three separately measured footprints: • A Green Water footprint represents the volume of rain water consumed for production of goods. Water consumed or diverted to stormwater drains is not available to grow food or nourish the environment. • A Blue Water footprint represents the volume of fresh water consumed to produce goods or services. • A Grey Water footprint represents the volume of fresh water polluted during the production process. Calculated as the volume of water required to assimilate pollutants to meet local water quality standards. Simple and widely accepted methodology will be shared with members to assess the impact of their initiatives in a given year. Due to the nature the businesses in the Pearson Eco Business Zone, focus may be on Blue and Grey water in the short term. WASTE MANAGEMENT— Materials Avoided (Tonnes) This KPI will measure the quantity of materials recycled and the reduction in materials consumed resulting from PPG member initiatives. Together, these reflect the quantity of raw materials that do not have to be extracted from the environment. It will encourage the development of programs influencing both PPG members' material diversion from landfill and Page 19 PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES overall reductions in material usage. It does not capture environmental impacts related to the nature of the material used, such as toxics. Calculation Method Total materials avoided will be a simple sum of the quantity of materials diverted from landfill and the quantity of material inputs reduced. COMMUNICATIONS & ENGAGEMENT —Number of Active Members (k) Any organization that is a PPG member in good standing and has either made financial contributions to PPG beyond the membership fees and /or participated in PPG programing in the calendar year will be considered an active member. Growing membership encourages the development of programs, events, and campaigns that will increase the likelihood of organizations engaging in sustainable initiatives. It is a simple measure that is easy to measure and communicate, however does not capture the quality of participation in terms of how many programs each organization participates in, how many employees participate, or the depth of engagement. Calculation Method This is a simple count of the number of organizations that meet the criteria to be considered an active member in the reporting year. FINANCIAL HEALTH — Self - Generated Revenues vs. Total Revenues ($:$) While total revenues indicate a not - for - profit's capacity for action, self - generated revenues reflect the organization's ability to sustain its activities independently of the sources of its restricted funding. The measure will encourage the development of value -added programs that have the potential of generating unrestricted revenues, while also encouraging the development of traditional sources of funds. Comparison of the two measures provides further insight into the organization's financial resiliency. Calculation Method These values will be taken directly from TRCA's accounts. Both values are to be shown side by side, where self - generated revenue refers to funds received through fee - for - service activities, sponsorship and other program - generated revenue. Page 1 10 PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES Table 1. Partners in Project Green Targets, 2008 -2012 Table 2. Comparison of Potential KPIs: Energy Performance, Water Stewardship, Waste Management, Communications & Engagement Note. Rating as follows: O -Poor 1 -Fair, 2 -Good, 3- Strong Page 1 11 Reduce energy consumption for building- related activities by 20 per cent by 2015. Ten per cent of all energy generating capacity to come from renewable energy by 2015. Reduce GHG emissions by six per cent below 1990 levels by 2014 and 15 per cent below Energy 1990 levels by 2020. Ten per cent of the existing building area in the Pearson Eco- Business Zane will be green retrofitted by 2015. Increase employment densities to align with Provincial Growth Plan (to be confirmed after completion and approval of Region of Peel Official Plan Review). Develop and implement a Green Business Retention and Attraction Strategy for the Pearson Eco - Business Zone Green Business Development that takes into account both existing sectors and the clean technology sector. Work with the following key sectors: automotive supply chain, transportation and logistics, food processing; plastics and airport related to transform them into the greenest in their class globally. Increase ISO -certified 14000 businesses by 25 per cent by 2015. (Currently 11 within the area.) Increase the number of new green buildings in the Pearson Eco- Business Zone by 300 per cent by 2015. Green Development (Currently there are 4 certified green buildings.) Twenty per cent of impervious parking area to be converted to feature onsite SW IA controls by 2015. Region of Peel (Official Plan): reduce per capita water consumption by 30 -15 per cent by 2025. City of Toronto (Water Efficiency Plan) target reductions by 2011: Water and Waste Water • Peak day 275 M L/d( °13 %) •. Avg. annual day 150 ML/d ( °31 %) • Wastewater flows 86ML /d(^'9 %) Irrigation (ICI only) 7ML/d ( "12 %) Increase by 50 per cent the number of employees participating In Smart Commute initiatives by 2015. (Currently five members.) Initiate a research organization to develop and share better information on goods movement. Transportation Reduce GHG emissions from freight to be six per cent below 1990 levels by 2014, 15 per cent below 1990 levels by 2020. Implement all TRCA- identified restoration sites by 2015. Increase the number of private - sector partnerships for natural heritage and open space stewardship to 25 Green Space companies per year over the next three years, increasing by 30 per cent a year thereafter. No net loss of natural heritage areas /features. Increase riparian vegetation to a minimum of 75 percent through the Pearson Eco - Business Zone by 2015. Table 2. Comparison of Potential KPIs: Energy Performance, Water Stewardship, Waste Management, Communications & Engagement Note. Rating as follows: O -Poor 1 -Fair, 2 -Good, 3- Strong Page 1 11 PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES Table 3. Comparison of Potential KPIs: Financial Health Note. Rating as follows: 0 -Poor t -Fair, 2 -Good, 3- Strong RES. #PPG6 /13 REVISED PARTNERS IN PROJECT GREEN MEMBERSHIP STRUCTURE To revisit the current Partners in Project Green membership structure. THAT the revised Partners in Project Green membership structure be received for input. BACKGROUND Having grown its membership to more than 1,100 partner organizations and delivered effective programming to thousands of participants over the last four and half years, Partners in Project Green has proven to be a valuable source of knowledge and a positive force for change in the Pearson Eco- Business Zone community. The deployment of Partners in Project Green's new strategy represents a good opportunity to revisit membership and explore new ways to grow capacity and further increase value delivered to members. CURRENT MEMBERSHIP STRUCTURE In the current 3 -tier membership structure, Participants, Partners and Ambassadors are granted a number of rights and responsibilities (Figure 1 and 2). Page 1 12 PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES Figure 1 - Current Partners in Project Green Membership Structure • Participant Member Ambassadc 0-10 $ $ 50.00 $ 50.00 11 -50 $ $ 100.00 $ 100.00 51 -100 $ $ 150.00 $ 150.00 101 -500 $ $ 300.00 $ 300.00 500+ $ $ 400.00 $ 400.00 Figure 2 - Current Partners in Project Green Annual Membership Fees Key Issue — Membership Fees Despite having 965 Partners and 156 Ambassadors, annual membership revenues remain noticeably low, with only $5,000 projected for 2013 (i.e. $4.40 per member organization). While the implementation of a formal fee collection process has yet to be applied, evidence suggests that a considerable portion of membership fees were waived thanks to a number of exemptions such as committee participation and channel partner agreements. Although exemptions and the accessibility of PPG membership fees have certainly helped to grow membership in the early stages of the program, it may also have diluted the perceived value of PPG membership over time. In other words, current members may be more compelled to extract value in the associations for which they do pay fees because of the financial motivation to obtain a return on their investment. Key Issue — Vendor Solicitation Due to Partners in Project Green's success and the size of its network, vendor and consultant presence at PPG events and workshops have greatly increased over the years. Although this situation has given members access to richer and more diverse sources of expertise, it has also caused some issues. For example, it was reported that consultants at some events represented more than a third of the participants, with each consultant handing out their brochures and actively pitching their services to members. With businesses suffering from over - solicitation, such occurrences could jeopardize PPG's goal of creating a safe, unbiased peer -to -peer learning environment and discourage future member participation. Page 1 13 PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES REVISED MEMBERSHIP STRUCTURE In light of the issues mentioned above, the following membership structure and fees are suggested (Figure 3 and 4). Create a Business Profile Page ,divide data on sustainability initiatives BENEFITS Program and Event Access Public Resource Access Case Study Upload Opportunity Enhanced Green Vendor Directory Preferential Sponsorship Opportunities RESPONSIBILITIES & COMMITMENT Provide key contact information Maintain good standing membership Create a Business Profile Page Meet PPG Eligibility Standards Reference Letter (from Member or Ambassador) Figure 3 - Revised Partners in Project Green Membership Structure 0 -10 $ $ 50.00 $ 50.00 $ 300.00 11 -50 $ $ 100.00 $ 100.00 $ 300.00 51 -100 $ $ 225.00 $ 225.00 $ 500.00 101 -500 $ $ 600.00 $ 600.00 $ 1,800.00 500+ $ $ 1,000.00 $ 1,000.00 $ 3,000.00 Figure 4 - Revised Partners in Project Green Annual Membership Fees Solutions — Membership Fees By charging fair value and enhancing member responsibilities PPG will take significant steps towards the achievement of its performance objectives. For example, requiring members to share their sustainability achievements and maintaining a good standing membership will help PPG paint a more accurate picture of its environmental impact and solidify relationships with "active" members who directly contribute to PPG's overall success. Enhancing Ambassador responsibilities is expected to yield similar results while enabling businesses to distinguish themselves not through their financial contributions but rather through their environmental stewardship. In 2014, membership fee exemptions will be phased out. Page 1 14 PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES Solutions — Vendor Solicitation Creating a separate membership category for Green Solution Providers will give PPG staff the ability to better manage the role of vendors to ensure that they consistently enhance the experience of the larger membership. Charging a premium in return for the visibility opportunities offered to this membership category will allow PPG to enhance the quality of the programming and experience to the network. Similar schemes are used in other industry groups. BOMA Toronto "Allied Members" for example are charged three and half times more than regular voting members (i.e. $2,495 vs $720) irrespective of company size or net income. Should they choose, environmental product and service vendors can retain access to PPG events as Participants. A code of conduct will be enforced to ensure that members do not abuse the access associated with the basic membership category. Solutions — Membership Fees Recognizing Partners in Project Green's slight decrease in momentum over the last six months, it is advisable to implement such changes in a phased approach; leaving sufficient time to deploy the new Partners in Project Green strategy, create sufficient value for members, and prevent potential decrease in membership renewals. To this end, the following implementation guidelines are suggested: 1. Firm up new membership structure and fees July 2013 2. Develop eligibility criteria for Ambassadors and Solution Providers Aug 2013 3. Develop membership fee collection process Aug 2013 4. Communicate intention to members Oct 2013 5. Implement Jan 2014 RES. #PPG7 /13 EXECUTIVE MANAGEMENT COMMITTEE MEETING SCHEDULE To approve a schedule establishing the Executive Management Committee's main quarterly meetings. THAT the following Executive Management Committee meeting schedule be approved: Meeting #1/13 Meeting #2/13 Meeting #3/13 Meeting #4/13 BACKGROUND May 9, 2013 Jun 6, 2013 Sep 26, 2013 Dec 11, 2013 15:00 — 16:00 16:00 — 17:30 15:30 — 17:00 15:30 — 17:00 As per the terms of reference, the Executive Management Committee will meet in person at least four (4) times per year, roughly every three (3) months. Meetings are anticipated to be approximately two (2) hours in length — at the discretion of the Executive Management Committee — and an agenda will be distributed in advance of meetings. The Chair will have the discretion to call additional conference call meetings if required. Page 115 PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES RATIONALE A change in meeting dates for meetings #3/13 and #4/13 is proposed to coincide with the PPG fall networking session and better accommodate member schedules. TERMINATION ON MOTION, the meeting terminated at 5:30 p.m., on June 6, 2013. Toby Lennox John Coyne Chair Vice -Chair Page 1 16 GTAA PARTNERS IN PROJECT GREEN A PEARSON ECO- BUSINESS ZONE MINUTES OF THE PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE #3/13 September 26, 2013 The Partners in Project Green Executive Management Committee met at The International Centre Traders Restaurant located at 6900 Airport Road, Mississauga, ON L4V 1 E8 on September 26, 2013. Toby Lennox called the meeting to order at 3:50 p.m. PRESENT Sean Brady Advisory Member Michelle Brown Alternate Brad Chittick Voting Member Bonnie Crombie Voting Member Jonathan Davies Brian Denney Chris Fonseca John Kinkead Toby Lennox Trevor Lui Learie Miller Voting Member Voting Member Voting Member Voting Member Chair Voting Member Advisory Member STAFF Alex Dumesle TRCA Adele Freeman TRCA Chandra Sharma TRCA REGRETS Mike Brandt Bob Callahan Shelley Carroll John Coyne Neil Lacheur Andrew Pride Mike Puddister John Sanderson Voting Member Alternate Voting Member Vice -Chair Voting Member Advisory Member Alternate Voting Member Page 1 1 PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES ACTION SUMMARY RESOLUTION SUMMARY RES. NUMBER TOPIC MOTION MOVED SECONDED STATUS #PPG 8/13 MINUTES OF MEETING THAT the Minutes of Meeting #2/13, held on June Brad Chittick Jonathan Davies CARRIED 6, 2013 be approved. by Concensus #PPG 9 /13 REVISED PARTNERS IN PROJECT GREEN THAT the recommended Partners In Project Green Michelle Brown Brian Denney CARRIED MEMBERSHIP STRUCTURE membership structure and value package be by Concensus approved with thefollowing ammendments: 1- Understanding that the proposed code of conduct will need to be refined; and, 2 -The proposed membership drive will include an annual survey to be reviewed by the Executive Management Committee. #PPG 10 /13 PROPOSED PERFORMANCE COMMITTEE THAT the recommended Partners in Project Green Bonnie Cromble Trevorlui CARRIED REPORTING FORMAT proposed standard Performance Committee by Concencus reporting format be approved with the following amendment: 1- Addition of space to capture committee challenges. *See Supporting Materials below for more information. SUPPORTING MATERIALS RES. #PPG8 /13 MINUTES OF MEETING To approve the previous meeting minutes. THAT the Minutes of Meeting #2/13, held on June 6, 2013, be approved. RES. #PPG9 /13 REVISED PARTNERS IN PROJECT GREEN MEMBERSHIP STRUCTURE To approve the revised Partners in Project Green membership structure and member value package in principle. THAT the recommended Partners in Project Green membership structure and value package be approved with the following amendments: 1- Understanding that the proposed code of conduct will need to be refined; and, 2- The proposed membership drive will include an annual survey to be reviewed by the Executive Management Committee. BACKGROUND Having grown its membership to more than 1,100 partner organizations and delivered effective programming to thousands of participants over the last four and half years, Partners in Project Page 12 PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES Green has proven to be a valuable source of knowledge and a positive force for change in the Pearson Eco- Business Zone community. The deployment of Partners in Project Green's new strategy represents a good opportunity to revisit membership and explore new ways to grow capacity and further increase value delivered to members. At meeting #2/13 it was suggested that there be further development of the new membership structure details and that a membership value package be created. M- Pic and Choose s seeking sustainability opportunities and who wish to selectively ers in Project Green programming l types of organizations yMEMBER - Let the Journey Begin • Businesses looking to integrate sustainability into their operations and green their bottom line by leveraging Partners in Project Green programming and support tools. Eligibility: Businesses (Single Facility) 70igibifity: DOR - Lead by Example sses committed to long -term participation in Partners in Project Green shing to play a leadership role in promoting eco- business innovation in arson Eco - Business Zone. Businesses(Multi- Facility) I Corporate commitment required yECO SOLUTION - Promote your Services PROVIDER Product and service providers wishing to help Partners in Project Green members find solutions to their sustainability, challenges. Eligibility.. Businesses I Prescreening &endorsementrequired Figure 1 - Proposed Membership Structure RES. #PPG10 /13 PROPOSED PERFORMANCE COMMITTEE REPORTING FORMAT To approve a proposed standard Performance Committee reporting format. THAT the recommended Partners in Project Green proposed standard Performance Committee reporting format be approved. BACKGROUND The Partners in Project Green Performance Committees are established and will be bringing regular updates to the Executive Management Committee. To facilitate this process a standard reporting format has been created and will be used by each Committee (Figure 1). Page 13 PARTNERS IN PROJECTGREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES C Chair Name Organization v -c Vice -Chair Name Organization • Member Name Organization • Member Name Organization • Member Name Organization • Member Name Organization • Member Name Organization • Member Name Organization • Member Name Organization • Member Name Organization edicated Staff %FTE Relevant Experience/Training • Project Manager SD% Trainingl Trainingl • Manager 20% Trainingl Status • 0thersNff 75% Trainingl c G 'o Programs Status 203STarget avironmental GHG Reduction (Tonnes CO2e) XXXX XXXX Materials Avoided (Tonnes) N/A N/A Water Footprint RedOCilDn(btres) N/A N/A Number of Active Members (#) XXXX N/A Self - Generated Revenue: Total Budeet Sx'W:$vw XXXX and /or Good News Figure 1 Performance Committee Report Format TERMINATION ON MOTION, the meeting terminated at 5:30 p.m., on September 26, 2013. Toby Lennox John Coyne Chair Vice -Chair Page 14 c Status E c E c c G 'o Programs • Program %participants Xinitiatives • Program %participants Xinitiatives ® ® 4 0 Dedicated Events • Fall Networking (Sep. 2D13) Planning Phase Xregistrants • Eco- Business Breakfast (mm yyyy) Concept Phase ® ® 'B • Sustainability Skills Lab (mm yyyy) Complete Xparticipants • Sustainability Bus Tour(Jun yyyy) TED • Webinar (mm WY TBD ® @ 0 Collective Projects • Pilotprojectl Concept Phase and /or Good News Figure 1 Performance Committee Report Format TERMINATION ON MOTION, the meeting terminated at 5:30 p.m., on September 26, 2013. Toby Lennox John Coyne Chair Vice -Chair Page 14 GTAA (B PARTNERS I N PROJECT GREEN A PEARSON EGO- BUSINESS ZONE MINUTES OF THE PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE #4/13 December 11, 2013 The Partners in Project Green Executive Management Committee met at Unilever Canada's offices located at 2360 Meadowpine Blvd. in Mississauga on December 11, 2013. Tobv Lennox called the meeting to order at 3:50 D.M. PRESENT Mike Brandt Voting Member Michelle Brown Alternate Brad Chittick Voting Member John Coyne Vice -Chair Bonnie Crombie Voting Member Chris Fonseca Voting Member Adele Freeman Alternate Neil Lacheur Voting Member Toby Lennox Chair Learie Miller Advisory Member STAFF Cindy Barr TRCA Alex Dumesle TRCA Randy McGill GTAA Chandra Sharma TRCA REGRETS Sean Brady Shelley Carroll Jonathan Davies Brian Denney John Kinkead Trevor Lui John Sanderson Advisory Member Voting Member Voting Member Voting Member Voting Member Voting Member Voting Member Page 1 1 DLJ a�cgla PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES ACTION SUMMARY ACTION NUMBER TOPIC DESCRIPTION OWNER ECD STATUS #PPG 11 /13 MINUTES OF MEETING Create detailed breakdown of all performance area Brad Chittick Neil Lacheur CARRIED NPPG All /13 Budget 26, 2013 be a ppo.vkl. Alex Dumesle 03- Apr -14 ONGOING #PPG 12 /13 FINANCIAL HEALTH PERFORMANCE TARGET budgeting needs. John Coyne Brad Chittick CARRIED Provide Committee members with a list of top PPG by Concensus NPPG A32 /13 Membership to total revenues - of $0.43 M : $1.7 M (or 25 %I be Alex Dumesle 01- lan -14 ONGOING membership prospects. #PPG 13 /13 EXECUTIVE MANAGEMENT COMMITTEE Provide Committee members with an introduction letter or John Coyne Chris Fonseca CARRIED NPPG A13 /13 Membership Committee meeting schedule be approved: Alex Dumesle 01- lan -14 ONGOING email template to facilitate PPG membership recruitment. Recruit or fracilitate the recruitment of prospective PPG NPPG A34 /13 Membership Meeting #3/14 Sep 25, 2013 15:30 -17:00 All 01- Mar -14 ONGOING members, ambassadors, and eco- solution providers. RESOLUTION SUMMARY RES. NUMBER TOPIC MOTION #PPG 11 /13 MINUTES OF MEETING THAT the Minutes of Melling #3/13, held on Sep. Brad Chittick Neil Lacheur CARRIED 26, 2013 be a ppo.vkl. ba Coneensus #PPG 12 /13 FINANCIAL HEALTH PERFORMANCE TARGET THAT the 2015 financial health performance target John Coyne Brad Chittick CARRIED - measured as the ratio of self - generated revenues by Concensus to total revenues - of $0.43 M : $1.7 M (or 25 %I be approved. #PPG 13 /13 EXECUTIVE MANAGEMENT COMMITTEE THAT the following Executive Management John Coyne Chris Fonseca CARRIED MEETING SCHEDULE Committee meeting schedule be approved: by Concensus Meeting #1 /14 Apr 3, 2013 15:30 -17:00 Meeting #2/14 Jun 26, 2013 16:00 -17:30 Meeting #3/14 Sep 25, 2013 15:30 -17:00 Meeting #4/14 Dec 10, 2013 16:00 -17:30 `See Supporting Materials below for more information. SUPPORTING MATERIALS RES. #PPG11/13 MINUTES OF MEETING To approve the previous meeting minutes. THAT the Minutes of Meeting #3113, held on September 26, 2013, be approved. RES. #PPG12/13 FINANCIAL HEALTH PERFORMANCE TARGET To approve the proposed Partners in Project Green financial health performance target. THAT the 2015 financial health performance target — measured as the ratio of self - generated revenues to total revenues — of $0.43 M : $1.7 M (or 25 %) be approved with the following understanding: 1- That the Executive Management Committee will retain ownership of the target; and, 2- That the target may be revised at a later date, once the Committee has further refined the program's strategic objectives and needs. BACKGROUND On June 6, 2013 (Meeting #2/13) Partners in Project Green Executive Management Committee endorsed the following, in part THAT the following Key Performance Indicators be approved in principle ..." Page 1 2 DCpmgla PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES Energy Performance Water Stewardship Waste Management Financial Health PERFORMANCE INDICATOR Greenhouse Gas Emissions Reduction Water Footprint Reduction Materials Avoided Self- Generated vs. Total Revenues Table 1 - Partners in Project Green Key Performance Indicators [RESOLUTION #PPG5 /13, Meeting #2/131 A review of historical revenue sources reveals an increase in the proportion of self - generated revenues to total revenues, with the 2013 ratio anticipated at $0.18M: $1.47 M (Figure 1). $1,800,000.00 $1,600,000.00 $1,400,000.00 $1,200,000.00 $1,000,000.00 $800,000.00 $600,000.00 $400,000.00 $200,000.00 R 2010 2011 2012 2013 ■ Self- Generated ■ Municipal ■ Provincial Federal ■ Business ■ Defferred Expenditures Figure 1 - Historical Revenue Distribution Although total program revenues are projected to slightly decrease in 2013, renewed efforts in terms of sponsorship, membership, and fee - for - service activities, along with other business development efforts lead us to believe that both self - generated and total revenue bases can be expected to increase over the next few years to $0.43 M : $17 M (Figure 2). Page 13 DCpmgla PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES $1,600,000.00 $1,600,000.00 $1,400,000.00 $1,200,000.00 $1,000,000.00 $600,000.00 $600,000.00 $400,000.00 $200,000.00 3 2013 2014 2015 ■Self- Generated ■Municipal ■Provincial Federal ■ Business ■ Defferred Expenditures Figure 2 - Projected Revenue Distribution RES. #PPG10 /13 EXECUTIVE MANAGEMENT COMMITTEE MEETING SCHEDULE To approve a schedule establishing the Executive Management Committee's main quarterly meetings. THAT the following Executive Management Committee meeting schedule be approved: Meeting #1/14 Meeting #2/14 Meeting #3/14 Meeting #4/14 BACKGROUND April 3, 2014 Jun 26, 2014 Sept. 25, 2014 Dec. 10, 2014 15:30 —17:00 16:00 — 17:30 15:30 — 17:00 16:00 — 17:30 As per the terms of reference, the Executive Management Committee will meet in person at least four (4) times per year, roughly every three (3) months. Meetings are anticipated to be approximately two (2) hours in length — at the discretion of the Executive Management Committee — and an agenda will be distributed in advance of meetings. The Chair will have the discretion to call additional conference call meetings if required TERMINATION ON MOTION, the meeting terminated at 5:25 p.m., on Dec. 11, 2013. Toby Lennox John Coyne Chair Vice -Chair Page 14