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PARTNERS IN
PROJECT GREEN
A PEARSON ECO BUSINESS ZONE
MINUTES OF PARTNERS IN PROJECT GREEN
EXECUTIVE MANAGEMENT COMMITTEE MEETING #1/16
February 16, 2016.
The Partners in Project Green Executive Management Committee met at MONTECO - 2 St. Claire Ave
West, Suite 2100, Toronto.
Hillary Marshall called the meeting to order at 2:45 p.m
;J:I=6i4 1
Sean Brady -SO)
Advisory Member
Mike Brandt ,;vIONTECO)
Voting Member
Michelle Brown (Bentall Kennedy)*
Voting Member
Brad Chittick
Advisory Member
Jonathan Davies (GE Canada)
Voting Member
Chris Fonseca (Region of Peel)*
Voting Member
Hillary Marshall (Toronto Pearson)
Co -Chair
Learie Miller (Region of Peel)
Advisory Member
Mike Puddister (CVC)*
Voting Member
Scott Tudor obeys)
Advisory Member
Alex Dumesle (TRCA)
Staff
Malaz Sebai (TRCA)
Staff
Chandra Sharma (TRCA)
Staff
REGRETS
Gordon Brown (Canadian Tire)
Voting Member
John Coyne (Unilever Canada)
Co -Chair
Brian Denney (TRCA)
Voting Member
Mike Layton (City of Toronto)
Voting Member
Matt Mahoney (City of Mississauga)
Voting Member
Doug Whillans (City of Brampton)
Voting Member
*Participants attended via teleconference
Page 11
PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES
ACTION SUMMARY
ACTION NUMBER
TOPIC
DESCRIPTION
OWNER
ECD
STATUS
#PPG A3 /15
Membership
Facilitate introductions to Financial District Business &
Mike Layton
09 -Apr -15
ONGOING
Industry Association.
Task force to identify strategic recruitment targets and
B. Denney, John C.,
#PPG A4 /15
Membership
09 -Apr -15
ONGOING
potential Committee Member support.
H. Marshall
#PPG A8 /15
Strategy
Conduct survey to characterize the Leas ide-Throncliffe
Alex Dumesle
30 -Apr -16
ONGOING
employment area.
#PPG A10 /15
Strategy
Revisit Partners in Project Green's advocacy mandate.
All
30 -Apr -16
ONGOING
Build awareness and invite MOECC and MTO to EV
#PPG A13 /15
Energy Perform
industry round table with the intent of identifying
Alex Dumesle
01 -Feb -16
ONGOING
opportunities to help both ministries achieve their goals.
#PPG Al /16
Budget
Provide breakdown of what is captured in 2016 budget.
Alex Dumesle
04 -Apr -16
ONGOING
#PPG A2 /16
Budget
Request staff to regularly cover budget considerations
Alex Dumesle
04 -Apr -16
COMPLETE
during pertortnance area sub -committee meetings.
#PPG A3 /16
Budget
Develop project efficiency indicators to allow for better
Alex Dumesle
04 -Apr -16
ONGOING
determination of where funds should be allocated.
#PPG A4 /16
Budget
Capture in-kind community contributions to complement
Alex Dumesle
04 -Apr -16
ONGOING
financial reports.
Revise 2016 financial reporting format to include 2016
#PPG AS /16
Budget
conservative budget, 2016 strech budget, and 2015
Alex Dumesle
04 -Apr -16
ONGOING
actuals side by side.
Revise business case presentation to explicitly
#PPG A6 /16
Service Centres
communicate how the Centre activities align with Partners
Alex Dumesle
04 -Apr -16
ONGOING
In Project Green's mandate, and clarify how anticipated
fees are based on current market.
Staff to poll Executive Management Committee Members
#PPG A7 /16
Administration
with respect to 2016 meeting schedule, and send out
Alex Dumesle
04 -Apr -16
COMPLETE
meeting invitations based on the largest availability.
RESOLUTION SUMMARY
1/16 IMINUTESOFMEETING ITNAT the Minutes of Meeting 114/15, held on IBad Chittick IMike Brandt
*See Supporting Materials below for more information.
Page 12
PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES
SUPPORTING MATERIALS
Introduction
NEW COMMITTEE MEMBER
The group welcomed Scott Tudor, Director of Sustainability as the new Sobeys Inc.
representative on the Executive Management Committee.
RES. #PPG1/16 MINUTES OF MEETING
To approve the previous meeting minutes.
THAT the Minutes of Meeting #4/15, held on Oct. 7, 2015 be approved.
CARRIED
For Information 2015 YEAR END FINANCIAL REPORT
Receive 2015 Year -End financial summary for information.
Partners in Project Green's financial report for the year ending December 315`, 2015 was
presented (Table 1 and 2).
Key highlights:
• A negative variance of $153,159.25 was reported, primarily attributed to a shortfall in
revenues with respect to original projections. It was also mentioned that TRCA would be
filling the gap to ensure a balance budget going forward in 2016.
Expenses were reported to be $110,022.28 under budget, which was attributed to
greater than anticipated program cost efficiency, staff gaping and various cost control
measures.
Administration expenses were slightly higher than anticipated, but remained lower than
those of 2014 and represented 18% of the total budget; well within the generally
accepted threshold for healthy not -for -profits of 20%.
Page 13
PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES
Table 1 - 2015 Statement of Financial Activities (Year -End)
Budget Actual Variance
Year ended December 31, 2015 (YEAR-END) 2015 2015 2015
REVENUES
682,438.39
$
73,688.50
$
163,246.19
$
Self -Generated
$
275,000.00
19.8% $
234,113.97
20.8% $
(40,886.03)
Municipal
$
480,000.00
34.6%'$
480,000.00
427% $
-
Provincial
$
50,000.00
36% $
7,500.00
0 79% $
(42,500.00)
Federal
$
125,000.00'
9.0%x$
21,012.50
1.9°% $
(103,987.50)
Business
$
322,500.00
23a%�$
246,692.00
22.0% $
(75,808.00)
Prior year Revenue for Future Projects
$
133,769.23
9.6%x$
133,769.23
11.9% $
-
TOTAL
$
1,386,269.23
$ 1,123,087.70
$ (263,181.53)
$
4,571.47
EXPENDITURES
4,905.87
�$
104.40
'$
304.60
$
Stakeholder Engagement Programming
$
349,500.00
24%x$
371,369.78
20% $
21,869.78
Energy Performance Programming
$
234,300.00
$
169,513.20
$
(64,786.80)
Waste Management Programming
$
178,300.00
$
122,586.61
$
(55,713.39)
Water Stewardship Programming
$
178,200.00
$
147,749.67
$
(30,450.33)
Special Projects
$
7,000.00
$
20,061.47
$
13,061.47
Service Centres
$
70,400.00
$
59,712.37
$
(10,687.63)
Program Marketing
$
155,000.00
n%
150,641.76
12% $
(4,358.24)
Program Administration
$
206,000.00
15%x$
234,612.09
ie% $
28,612.09
Defamed Expenditures for Future Projects
$
7,569.23
$
-
$
(7,569.23)
TOTAL
$
1,386,269.23
$ 1,276,246.95
$ (110,022.28)
CHANGE IN NET ASSETS
$
-
$
(153,159.25)
$
(153,159.25)
NET ASSETS AT BEGINNING OF YEAR
$
$
NET ASSETS AT YEAR END
E
$ (153,159.25)
$ (153,159.25)
Table 2 - 2015 Statement
of Functional
Expenses (Year -End)
Year ended December 31, 2015 (YEAR-TO-DATE)
PROGRAMS PROGRAM
PROGRAM
TOTAL
MARKETING
ADMIN.
Payroll & Benefits
Contract Services
Training & Events
Supplies & Materials
Postage
Printing
Communications
Vehicle, Equipment and Other Rentals
Promotional Prizes & Advertisement
Special Program Contributions
Service Fee Agreement
Legal & Financial Fees
TOTAL OPERATING EXPENSES
PERCENTAGE OF TOTAL
$
682,438.39
$
73,688.50
$
163,246.19
$
919,373.08
r$
138,726.75
F$
71,338.44
r$
1,072.35
r$
211,137.54
$
13,976.00
'$
478.29
�$
3,168.01
$
17,622.30
$
3,995.48
$
-
$
2,593.39
$
6,588.87
$
271.47
$
-
$
27.16
$
298.63
$
2,312.88
$
894.00
$
-
$
3,206.88
$
1,030.77
$
37.31
$
3,503.39
$
4,571.47
�$
4,905.87
�$
104.40
'$
304.60
$
5,314.87
$
2,190.17
$
4,100.82
$
-
$
6,290.99
�$
37,323.00
'$
-
$
-
37,323.00
$
-
$
-
$
60,697.00
$
60,697.00
�$
3,822.32
'$
-
�$
-
3,922.32
$
890,993.10
$
150,641.76
$
234,612.09
$ 1,276,246.95
70% 12% 18% 100%
Page 14
For Input
PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES
2016 BUDGET
Receive 2016 budget for input.
In light of the reported 2015 deficit, a conservative budget built on more realistic revenue targets
was brought forward. Noting that the amount of -$30,010 captured under "Prior year revenue for
future year projects" will be reversed since these revenues represent accounts receivable that
will only be realized in 2016. As such, increasing the total 2016 budget to $1,150,000.
Committee Members made the following suggestions:
• Provide a detailed breakdown of what is captured in the 2016 budget, specifically the
administration categoryi,PPG A1/161;
• Regularly cover budget considerations during performance area sub -committee
meetings [PPG A2/161;
• Circulate budget and all related documents at least one week in advance of Committee
meetings;
• Develop project efficiency indicators to allow for better determination of where funds
should be allocated [PPG A3/16];
• Capture in-kind community contributions to complement financial reports � ^"'
• Revise 2016 financial reporting format to include 2016 conservative budget, 2016 stretch
budget, and 2015 actuals side by side [PPG A5/16].
Committee Members also expressed the need to explore how this Committee could help
support the development of new revenue opportunities for Partners in Project Green.
Councillor Fonseca related her discussion with the Honorable Catherine McKenna, Federal
Liberal Cabinet Minister, at the Federation of Canadian Municipalities Sustainable Communities
Conference. Councillor Fonseca mentioned Partners in Project Green to the Minister, and
indicated that she had learned through her conversations that the Federal Government was
expected to take a more flexible stance on how it partnered with municipalities, exploring
alternatives to its traditional funding model (i.e. 1/3 Federal + 1/3 Provincial + 1/3 Municipal),
specifically for green infrastructure projects. Committee members agreed that this was an
opportunity worth exploring, and that they might be able to play a role. Staff will look for
opportunities to engage Minister McKenna in the short term (e.g. Spring networking, bike the
creek event, etc.).
Page 15
PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES
Table 3 - 2016 Statement of Financial Activities (Budget)
For Input Innovation Centre Business Plan
Receive Innovation Centre business plan for input.
Following the Committee's directive, and with support from Performance Committee members
(Brad C. and Jonathan D.), staff presented a simplified business plan of Partners in Project
Green's future Innovation Centre. Staffs aim is to use the plan to garner support from potential
delivery and funding partners.
The model presented involved creative matchmaking between end-users and innovative
cleantech providers as well as dedicated support to alleviate typical barriers to innovation
adoption (Figure 1) — a market that is currently not well served by consultants, incubators,
accelerators, and the like. A social enterprise of sorts, where profits will be re -invested in the
growth of the Centre and into important local socio -environmental causes.
Page 16
Budget
Actual
Year ended December31,2016(YEAR-TO-DATE)
2016
2015
REVENUES
Self -Generated
$
275,000.00
246%
$
234,113.97
208-1.
Municipal
$
460,000.00
411%'$
480,000.00
427%
Provincial
$
40,000.00
36i
$
7,500.00
ori
Federal
$
35,000.00
34%'$
21,012.50
19%
Business
$
340,000.00
304%'$
246,692.00
22 Uw
* Prior year Revenue for Future Projects
$
(30,010.00)
-2 7%
'$
133,76923
11 9i
TOTAL
$
1,119,990.00
$ 1,123,087.70
EXPENDITURES
Stakeholder Engagement Programming
$
298,120.00
si %
'$
371,369.78
10%
Energy Performance Programming
$
196,520.00
$
169,513.20
Waste Management Programming
$
124,290.00
$
122,586.61
Water Stewardship Programming
$
206,500.00
$
147,749.67
Special Projects
$
29,600.00
$
20,061.47
Service Centres
$
54,270.00
$
59,712.37
Program Marketing
$
60,740.00
5%
'$
150,64176
12%
Program Administration
$
148,450.00
13%'$
234,612.09
iav
* Deferred Expenditures for Future Projects
$
1,500.00
$
-
TOTAL
$
1,119,990.00
$ 1,276,246.95
CHANGE IN NET ASSETS
$
-
$
(153,159.25)
NET ASSETS AT BEGINNING OF YEAR
$
-
NET ASSETS ATYEAR END
$
-
$
(153,159.25)
For Input Innovation Centre Business Plan
Receive Innovation Centre business plan for input.
Following the Committee's directive, and with support from Performance Committee members
(Brad C. and Jonathan D.), staff presented a simplified business plan of Partners in Project
Green's future Innovation Centre. Staffs aim is to use the plan to garner support from potential
delivery and funding partners.
The model presented involved creative matchmaking between end-users and innovative
cleantech providers as well as dedicated support to alleviate typical barriers to innovation
adoption (Figure 1) — a market that is currently not well served by consultants, incubators,
accelerators, and the like. A social enterprise of sorts, where profits will be re -invested in the
growth of the Centre and into important local socio -environmental causes.
Page 16
PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES
Adoption Support
refer Bener�
amessro anessm
wlufmns mar&t
Figure 1 — Proposed Innovation Centre Model
Next Steps:
• Form key delivery partnerships (Jan. — Jul. 2016)
• Kick-off first project (Jul. 2016)
• Secure seed funding (Mar. — Dec. 2016)
• Implement first project (Dec. 2016)
• Formal centre launch (Jan. 2017)
The business plan was well received by Committee Members, and all agreed with the market
opportunity that was identified. The following suggestions were made for staff consideration:
• Clearly communicate how the proposed services are complementary to existing market
solutions and conducive to collaboration.
• Provide clarity how proposed model differs or augments the existing work of
Performance Committees
• Clearly communicate the intended use of future revenues.
• Revise business case presentation to explicitly communicate how the Centre activities
align with Partners in Project Green's mandate, and clarify how anticipated fees are
based on current market. [PPG A6/16]
For Approval Executive Management Committee Schedule
Approve 2016 meeting schedule
Due to time constraints, a formal motion was not put during the meeting. Instead, it was
recommended that Staff poll Executive Management Committee Members with respect to the
2016 meeting schedule, and send out meeting invitations based on the largest availability.
Page 1 7
PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES
TERMINATION
ON MOTION, the meeting terminated at 4:50 p.m., on February 16th, 2016.
Hillary Marshall John Coyne
Co -Chair Co -Chair
NEXT MEETING
April 4th, 2016
Region of Peel (10 Peel Centre Dr.,
Brampton)
Page 18