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Home My WebLink About01-15_Minutes_PPG_EMC_2015-02-09GTAA PARTNERS IN PROJECT GREEN A PEARSON ECO -BUSINESS ZONE MINUTES OF THE PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE #1/15 February 9, 2015. The Partners in Project Green Executive Management Committee met at Bentall Kennedy, 10 Carlson Court, Suite 500, Etobicoke, ON M9W 6L2 John Coyne called the meeting to order at 3:00 p.m. PRESENT Mike Brandt Michelle Brown Brad Chittick John Coyne Jonathan Davies Brian Denney Mike Layton Trevor Lui Learie Miller STAFF Alex Dumesle Chandra Sharma REGRETS Sean Brady Bonnie Crombie Chris Fonseca John Kinkead Neil Lacheur Hillary Marshall Voting Member Alternate Voting Member Interim Chair Voting Member Voting Member Voting Member Voting Member Advisory Member TRCA TRCA Advisory Member Voting Member Voting Member Voting Member Voting Member Voting Member Page 11 PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES ACTION SUMMARY RESOLUTION SUMMARY *See Supporting Materials below for more information. SUPPORTING MATERIALS RES. #PPG1/15 MINUTES OF MEETING To approve the previous meeting minutes. THAT the Minutes of Meeting #3/14, held on December 10, 2014, be approved. CARRIED For Discussion FINANCIAL — PRESENTATION To 1) receive the 2014 year-to-date financial report for information; and 2) receive the 2015 budget for input. Figures 1 and 2 were presented to inform the Committee of the preliminary state of Partners in Project Green's financial situation as of December 31, 2014. All in all, the Committee was Page 12 ACTION NUMBER TOPICMeeting Recruit or facilitate the recruitment of prospective PPG 9/13 #PPG A14 /13 Membership All 01 -Mar -14 ONGOING members, ambassadors, and eco -solution providers. Identify 2-3 organizations that each committee member 2/14 #PPG A4 /14 Membership will contact at the start of the 2015 Membership All 09 -Feb -15 ONGOING campaign. 3/14 #PPG A9 /14 Membership Provide results of member survey to Executive Committee. Alex Dumesle 09 -Jan -15 ONGOING Congratulatory statement/letter to senior Pratt & Whitney 3/14 #PPG A30 /14 Membership Alex Dumesle 09 -Feb -15 ONGOING executives. Create opportunity to meet with Ministry of the 3/14 #PPG A31 /14 Waste Manage Chandra Sharma 09 -Apr -15 ONGOING Environment re ardin waste management. Execute Strategic Recruitment Strategy • Leverage relationship with mayors • Mayors and chairs sustainability panel (PPG and/or 3/14 #PPG A32 /14 Membership Alex Dumesle 09 -Apr -15 ONGOING board of trade event) • Leverage ONEIA event (Alex Gill and Bryan Denney) • Set u strategic recruitment task force Execute Regular Recruitment Strategy • Leverage Executive Management Committee contacts • Committee Members to include PPG involvement in their personal Linkedin profiles 3/14 #PPG A23 /14 Membership Alex Dumesle 09 -Apr -15 ONGOING • Committee Members to bring PPG summary slides to appropriate speaking opportunities Make use of gamification amongst PPG members and Committee Members Provide detailed breakdown of budget revenes and 1/15 #PPG Al /15 Budget Alex Dumesle 09 -Apr -15 ONGOING expenses. 1/15 #PPG A2 /15 Membership Facilitate introductions to Liberty Village Business & Mike Layton 09 -Apr -15 ONGOING Industry Association. Facilitate introductions to Financial District Business & 1/15 #PPG A3 /15 Membership Mike Layton 09 -Apr -15 ONGOING Industry Association. Task force to identify strategic recruitment targets and B. Denney, John C., 1/IS #PPG A4 /35 Membership I 09 -Apr -15 ONGOING otential Committee Member support. Alex D. RESOLUTION SUMMARY *See Supporting Materials below for more information. SUPPORTING MATERIALS RES. #PPG1/15 MINUTES OF MEETING To approve the previous meeting minutes. THAT the Minutes of Meeting #3/14, held on December 10, 2014, be approved. CARRIED For Discussion FINANCIAL — PRESENTATION To 1) receive the 2014 year-to-date financial report for information; and 2) receive the 2015 budget for input. Figures 1 and 2 were presented to inform the Committee of the preliminary state of Partners in Project Green's financial situation as of December 31, 2014. All in all, the Committee was Page 12 PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES satisfied with the state of Partners in Project Green's finances, and recognizing that a few transactions were still pending to close the books, the Committee focused its discussions on the following items: 1) Self -Generated Revenues: A shortfall in self -generated revenues was explained by the stronger emphasis on program results versus business development in 2014. New program revenue generation models and tighter controls are being introduced in 2015. 2) Federal Funding: The gap in federal funding was explained by an adjustment made to the Federation of Canadian Municipalities' planned contribution for the development of A Guide to Eco -Business Planning and Development, based on their definition of eligible project expenses. 3) Business Funding: A shortfall in corporate program sponsorships, beyond event sponsorship and GTAA funding, was also discussed and identified as an important challenge for 2015. To this end the Committee agreed to assemble a dedicated Task Force to identify strategic recruitment targets and potential Committee Member support [PPG A4/151. 4) Program Administration Expenses: It was brought to the attention of the Committee that close to $100,000 in staff time had been inadvertently allotted as administration fees rather than program expenses in 2014. Recognizing that such a proportion of spending (26%) was not an accurate reflection of the program's efficiency, it was advised that tighter controls be put in place to avoid this situation in 2015. Budget actual Vwlence reser endeO Oacamber 31. 2014(YEAR-TO-AATE) 2M 2014 2014 REVENUES Self-Gmlerated $ 269,000.00 $ 133,475.87 5 (146,524.03) NLnicipal .$ 445,000.00 '$ 445,000.90 S - Provincial S 25,000.00 S 31,000.00 5 5,000.00 Federal S 93.335.00` S 62.493.18 5 (30,841.82) Business S 325,000.00 S 275.000.00 S (50,000.00) ' Prior year Revenue for Future Projects $ _ 426,251.46 $ 428,251.48 $ - TOTAL $ 1,504,588.48 S 1,373,220.83 $ (221,385.85} EXPENDITURES Statendder Engagemenl Pmgramming $ 32$100.00 `$ 2$7,079.57 S (41,020.43) Energy Performance Program ming $ 205,600.00 $ 115,545.94 S (90,054..11) wasle Wriagemenl Programming $ 179,100.00 $ 131,29394 $ (47,816.08) water Stewardship Programming S 234,900.00 S 170,57536 S (64,324.74) Special Projects S 27,500.00 S 15,469.32 S (12,030.58) Service Centres S 80,000,00 S 14,091.44 S (65,9095e) Program hMrkebng 8 Business r]evNopmeM $ 195,000.00 `$ 126,629.54 $ (58,370.46) Program Administration $ 196,100.00 '$ 309,87794 $ 113,777.94 'Deferred Expen&lxxas for Future Projects $ 158,286.48 $ 2{10,667.73 S 42,331.25 T07AL. S 9.584,588.48 S 1,373,220.53 S {221,365.85} CHANGE IN NET ASSETS It - S - $ - MET ASSETS ATBEGINNING OFYEAR $ - S - NETASSET$ATYEARENO $ - S - E - Figure 1 2014 Statement of Financial Activities (year-to-date) Page 13 PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES Year ended December 31, 2014 (YEAR -117D-24 T E) Payroll & Benefits COntrAa Service S Training & Events Supplies & Materials Postage Printing Communications Vehicle, Equipment and Other Rentals Incentives, Promotional Prizes and Advertisement Corporate Administrative Surcharge Legal & Financial Fees TOTAL OPERATING EXPENSE$ PERCENTAGE OF TOTAL PROGRAMS FROOM M PR90RAM TOTAL AFAAKEM0 AOMMt S 574,.561.37 S 52,07150 S 213,061-95 S 523,997.55 r 5 96.881-94 . 5 7OXt-86 S 1,907-27 r 3 169,668.07 $ 11,071.95 r$ 15.03 r$ 5,706.95 $ 1%795.93 $ 9.638.86 $ 543.91 $ 4,768.86 $ 14951.63 S 92.13 $ S 517.39 S 609.52 $ 821.10 $ 3,239.00 $ - $ 4,060.20 $ 1,314.12 $ 2100 $ 3,306A4 $ 4641.56 r$ &639.965 50.70 �$ 607.05 $ 9,347.71 $ 56.039.88 S 1S06.S4 S - $ S7,11WA2 74,000.00 $ 70,000.00 r$ 4&5.64 r$ r$ r$ 485.69 S 733,&97.10 S 128,628.54 $ 309,877.84 31,172,404.58 63% U% W4 Ulm Figure 2 2014 Statement of Functional Expenses (year-to-date) Figure 3 was presented to the Committee to require input on a proposed program budget for 2015. The following list of major 2015 initiatives were presented as the basis for the proposed budget: • People Power Challenge expansion —Thirty (30) participants • Sustainability Collaborative enhancement — Enhanced value and recruitment • EV Collective project and launch event —100 charging station and launch event • Energy Leaders Consortium expansion — Enhanced recruitment • Organic Waste Collective project completion • Materials Exchange program expansion — Enhanced recruitment and York expansion • Stormwater Collective projects — Four (4) new projects • New Showcasing Innovation program launch — One (1) new project pilot • New municipal water assessment collaboration • Service Centre feasibility, business plan and financing • New website development and launch The Committee recognized the challenges associated with obtaining federal, provincial and corporate funding, and requested staff to provide a detailed breakdown of budget revenues and expenses before it could approve the 2015 budget [PPG A1/15]. Page 14 PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES Stakeholder Engagement Programming _ Budget 344,500.00 3 Year ended December 31, 2015 2015 235,400.00 REVENUES S 181,300.00 Self -Generated �S 275,400.00 1&9% Municipal '5 4$0,001.00 33.o% Provincial S 50,000.00 34% Federal S 125,000.00 a.e% Business 'S 322,500.00 222% " Prior year Revenue for Future Projects S 200,600.00 13.a% TOTAL $1,453,100.00 Stakeholder Engagement Programming 'S 344,500.00 3 Energy Performance Programming S 235,400.00 Waste Management Programming S 181,300.00 Water Stewardship Programming S 153,200.00 Special Projects S 7,000.00 Service Centres S 70,400.00 Program Marketing 'S 155,100.00 Program Administration 'S 206,000.00 " Deferred Expenditures for Future Projects S 100,200.00 TOTAL $1,453,100.00 CHANGE 1N NET ASSETS $ - NET ASSETS AT BEGINNING OF YEAR $ NET ASSETS AT YEAR END $ Figure 3 Proposed 2015 Budget For Discussion RECRUITMENT — PRESENTATION Review of the 2015 membership recruitment strategy and status Members of the Committee reviewed the 2015 member recruitment campaign progress and member recruitment strategy (Figure 4). Members were pleased to learn that 2014 member reports were being distributed, and that 46 members out of the 120 member target had already been recruited. With respect to regular recruitment strategies, Committee Members requested that supporting materials be resent to them, and provided the following updates: M. Brown — Indicated steady progress in the recruitment of General Mills and Maple Leaf Sports Entertainment (MLSE). B. Chittick — Indicated that initial contact had been made with Honeywell. M. Layton — Offered to make introductions with both Liberty Village and Financial District Business & Industry Associations [PPG AL _ 151. T. Lui — Indicated that contact had been established with Humber College, and that a few other prospects would be approached shortly. Page 1 5 PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES As for strategic recruitment, the Committee agreed to assemble a dedicated Task Force to identify strategic recruitment targets and potential Committee Member support fPPG A4/15]. This Task Force would be composed of John Coyne, Brian Denney, Alex Dumesle and Hilary Marshall. Figure 4 2015 Membership Strategy TERMINATION ON MOTION, the meeting terminated at 4:12 p.m., on February 9, 2015. John Coyne Interim Chair NEXT MEETING April 9, 2015, Location TBD Page 16