LONG POINT REGION CONSERVATION AUTHORITY
ANNUAL MEETING - MINUTES
February 18, 2000
The Annual Meeting of the Long Point Region Conservation Authority was held in the authority boardroom at 1:30 p.m. with Chairman D. Van Londersele in the Chair. All members and committee members were present except J. Wells, G. Sytsma and L. Brown. Staff in attendance were J. Oliver, P. Bravener, D. Holmes, J. Roberston, B. Baskerville, W. Cridland, B. Bravener, J. De Backere and J. Roberts. The Chairman extended a welcome to all members, staff, guests and the public. The Chairman called upon staff and members to introduce themselves. Mr. Van Londersele introduced guest speaker The Honorable Ernie Hardeman, Minister of Agriculture, Food and Rural Affairs/MPP for Oxford and the Minister's Communications Assistant John Cruickshank.
The Chairman called for any disclosures of interest. M. Gartshore noted two conflicts with programs/projects within the proposed 2000 budget where nursery stock may be purchased. C. Evanitski identified the LBORP project within the 2000 budget. Three items of correspondence were added to the agenda along with a tender request.
Chairman D. Van Londersele introduced guests and asked those who wished to speak or bring wishes to do so. Attending were J. Harrison, Regional Chairman, Haldimand-Norfolk; R. Kalmbach, Mayor, City of Nanticoke; R. Vermeulen, Mayor, Township of Delhi; C. McQueen, Councillor, Township of South West Oxford; W. Van Laeken, Councillor, Township of Norfolk;. J. Overend, Constituency Assistant for T. Barrett, MPP, Haldimand-Norfolk-Brant; and C. Maher, Ministry of Natural Resources, Aylmer. Other committee members were G. Smith, T. Haskett and T. Millar.
MOTION A-1 - moved by C. Van Paassen, seconded by F. Sanderson and carried that the minutes of the previous meeting of the Full authority held February 2, 2000 be adopted as circulated.
CORRESPONDENCE:
Conservation Ontario - regarding the resignation of J. Anderson from the position of General Manager.
County of Oxford - regarding acknowledgment and commending Long Point Region C.A. and Upper Thames River C.A. for showing a 0% levy increase for Oxford County for the year 2000.
Ministry of Natural Resources - regarding draft 2000 Provincial Funding to Conservation Authorities and a five percent reduction in grant. The memorandum also outlined the principles for 2000 CA budget allocation. The authority appears to have not had the five percent reduction passed on as the grant identified is up slightly over the final 1999 approved allocation.
MOTION A-2 - moved by J. Lester, seconded by M. Gartshore and carried that the following items of correspondence be received as information:
Conservation Ontario re: J. Anderson resignation
County of Oxford re: 2000 municipal levy
MNR re: Draft 2000 Provincial Funding to Conservation Authorities
Chairman D. Van Londersele called upon and introduced guest speaker The Honourable Ernie Hardeman, Minister of Agriculture, Food & Rural Affairs. The minister noted it was his pleasure to be in attendance at the annual meeting and that he has had the pleasure of attending LPRCA meetings in the past as MPP for Oxford. Mr.
February 18, 2000
Hardeman congratulated LPRCA on the excellent work the authority is doing. Mr. Hardeman spoke about the recent announcement of the new program called the Rural Water Quality Initiative which is part of a government program called the Healthy Futures Program for Ontario Agriculture, which will provide money to organizations/municipalities who want to pair up and provide solutions for farmers and other organizations that would improve water quality. Mr. Hardeman suggested that conservation authorities should play a significant role in helping to achieve/improve water quality solutions. He stated that water quality and quantity is a rather important issue for every citizen of this province. He praised the authority for establishing new programs that will monitor water quality and quantity in the area and take an inventory of the resource. He noted that LPRCA has just received notification that the province has approved a grant for the Township of Norfolk groundwater management study which the authority is a partner. The data that is collected will help to quantify water availability within the Big Creek watershed. Mr. Hardeman stated that the farmers of this province are the stewards of the environment and it's in their best interest to make sure those resources are properly managed. Mr. Hardeman noted that another area that was being reviewed are the current drainage programs and the government is currently assessing the cost to the Ontario taxpayer. He spoke briefly about the provincial consultations underway on intensive agricultural operations. Mr. Hardeman answered several questions and listened to various comments from the audience. Chairman D. Van Londersele thanked Mr. Hardeman for the presentation and presented him with a gift from the authority.
ANNUAL REPORTS 1999
Chairman D. Van Londersele referenced comments from his message in the 1999 annual report. He commented on the various changes that had occurred within the Long Point Region C.A. structure in 1999. Mr. Van Londersele noted that the authority had developed a water conservation strategy and identified several special long-term targets. He emphasized the commitment for water conservation and the need for educating the public. Mr. Van Londersele then called upon the General Manager, J. Oliver to present his report.
Mr. Oliver chose to point out the highlights of his report. He noted that the past year had been a time to concentrate once again on the conservation of natural resources within the watershed. The two things he reported on that will mark the 1999 year were the completion of the 20 year forest management plan and the second summer of severe drought conditions that have created new targets for LPRCA. Mr. Oliver commended staff for their efforts in accomplishing a successful year. He thanked all departments - planning, B. Baskerville and B. Bravener for their development of the GIS mapping; lands and water, conservation services - W. Cridland for the successful water related program applications; field- D. Holmes and staff for the successful conservation areas operations; financial - P. Bravener and staff for the successful financial operations and community relations - J. Robertson for 1999 promotions and the 1999 annual report.
MOTION A-3 - moved by S. Hazen, seconded by P. Black and carried that the Annual Reports of 1999 be accepted as presented February 18, 2000.
The Chairman called upon P. Bravener, Supervisor of Finance & Administration for the 1999 financial statements. Mrs. Bravener reported that the year was successful. Reserves increased by $124,719. The surplus in revenues can be attributed to the fact market conditions and demand for the authority's forest product created an excess of funds in the amount of $146,019. Mrs. Bravener reviewed the various schedules/statements providing details. She thanked staff for helping to achieve a balanced budget.
MOTION A-4 - moved by L. Chanda, seconded by F. Sanderson and carried that the financial statements for the year ended December 31, 1999, as prepared by Millard, Rouse and Rosebrugh, Chartered Accountants, be approved.
February 18, 2000
The Chairman thanked everyone for their reports. He particularly thanked the board members and staff for their support in an effort to streamline operations in 1999 and stated that he looked forward to the challenge of 2000. He recognized the contribution/funding the Long Point Foundation provides to LPRCA. He referenced 1999 achievements; the endorsement of a technical advisory committee for the forest management plan, the auditing of forestry prescriptions, the Backus Mill grinding flour once again, the water conservation North Creek/South Creek project approval and the approval to change the management structure for the Backus Heritage Complex in 2000. Mr. Van Londersele stated that the authority has just taken a pro-active role to obtain feedback from the municipalities regarding structural changes and the membership for the year 2001and is looking forward to their comments.
SPECIAL APPOINTMENTS TO COMMITTEES FOR 2000
The Chairman called for elections for the following:
Land Acquisition - L. Chanda nominated F. Sanderson for Chairman of Land Acquisition. R. Orth moved nominations be closed after hearing no further nominations. F. Sanderson accepted the position. Mr. Sanderson noted that the authority did not purchase any land in 1999 but that an offer had been made on a parcel that wasn't accepted. The Chairman declared Mr. Sanderson Chairman of the Land Acquisition Committee.
Lee Brown Committee - R. Orth nominated B. Abele as a committee member. P. Black nominated M. Gartshore. The Chairman asked if Mr. Abele would let his name stand. He replied yes. He then asked M. Gartshore if she would let her name stand. She replied yes. C. Van Paassen moved and L. Chanda seconded that C. Maher and C. McQueen be appointed to collect the ballots and act as scrutineers. The ballots were circulated and collected and counted. Chairman D.Van Londersele was then given the results and B. Abele was declared the Lee Brown Committee member for 2000. Mr. Abele thanked the members and noted that even though he had only been to one meeting in 1999 he appreciated the support
The Chairman called for a motion to destroy the ballots. Moved by P. Black, seconded by S. Hazen and carried that the ballots be destroyed.
Backus Woods Advisory - C. Evanitski nominated P. Black. L. Chanda nominated R. Orth. S. Hazen nominated F. Sanderson. P. Black nominated C. Evanitski. The Chairman asked each member if they would let their name stand. Each member nominated replied yes. The Chairman pointed out that there were two positions on the Backus Woods Advisory Committee. Discussion followed on the past history of the appointments and the length of time those appointments were for. Mr. Oliver responded that the Backus Woods Advisory Committee had requested that the appointments be reviewed and that the term of appointment be specified. Discussion followed regarding the structural municipal changes that will be occurring in 2001 within the watershed and the term appointments.
Ballots were circulated and collected. Chairman D. Van Londersele declared R. Orth and F. Sanderson committee members and congratulated them. Moved by C. Van Paassen, seconded by S. Lamb and carried that the ballots be destroyed. Mr. Van Londersele thanked the scrutineers.
MOTION A-5 - moved by P. Black, seconded by M. Gartshore and carried that the appointments to the Backus Woods Advisory Committee approved February 18, 2000 be for a period of the municipal term of office.
The General Manager presented the draft budget shown as number four for approval. Mr. Oliver reported on the
February 18, 2000
separate components/program expenditures and revenues that make up the figure of $1,906.524. There are no significant changes proposed for corporate, community relations, motorpool, and Backus Heritage Complex operation expenses in 2000. The Watershed Management section is up slightly just based on 1999 actual, field services reflect that the authority will not be budgeting to transfer any funds into the forestry reserve in 2000.
Other programs are not comparable as the Third Century Campaign was finalized in 1999. This budget reflects the water conservation strategies implementation projects that the authority has applied for in 2000. Camp Trillium taxes also appears within the other program section which will reflect an in/out charge. Mr. Oliver pointed out that draft four reflects no change/increase to the levy for 2000. There is a special levy of $5,000 to the Region of Haldimand-Norfolk for the North/South Creek water study project. He pointed out the other grants that the authority is applying for in 2000 and the projects they will be applied too. User fees, rental, interest, and other revenue is reflective of past funding. Agreement Forest Product Revenue represents 40% less funding than 1999 actual. The 2000 budget shows the authority withdrawing $209,288 from reserves to balance operation expenditures. Discussion followed with two members reporting that they could not support approving the 2000 budget because it did not reflect an increase in the levy. P. Black suggested that the authority should have been asking for an increase since the authority is starting new water level programs that will provide more service for municipalities and the assessment base has risen. M. Gartshore spoke about the additional service, the rise in assessment and the fact that the provincial government is downloading. She expressed the opinion that the authority should be increasing the levy to hire professional ecologists to protect and manage the resources and that there should be more emphasis placed on these forest related issues. The Chairman expressed the fact that there had been a lot of discussion in determining if a levy increase was reasonable for the year 2000. The Chairman then called for a recorded vote for approval of the 2000 budget.
MOTION A-6 - Moved by C. Van Paassen, seconded by F. Sanderson and carried that the 2000 budget be approved except for the Conservation Services tree planting and LBORP portions, with total expenditures of $l,858,366, with the general municipal levy set at $440,421 and a special levy to the Region of Haldmand-Norfolk of $5,000 AND FURTHER that withdrawals from reserves totaling $209,288 be approved..
B. Abele- yes, P. Black - no, L. Chanda - yes, C. Evanitski - yes, M. Gartshore- no, S. Hazen-yes,
S. Lamb - yes, J. Lester - yes, R. Orth - yes, F. Sanderson - yes, Dan Van Londersele-yes, C. Van Paassen-yes.
The Chairman then called for a recorded vote on the additional expenditures for the 2000 budget on which two members had declared conflict of interest.
MOTION A-7 - moved by L. Chanda, seconded by S. Hazen and carried that expenditures of $22,000 and $26,158 for Conservation Services tree planting and Lower Big Otter Remedial Project respectively, be approved for 2000 as part of the 2000 budget.
B. Abele - yes, P. Black - no, L. Chanda - yes, S. Hazen - yes, S. Lamb - yes, J. Lester - yes, R. Orth - yes, F. Sanderson - yes, Dan Van Londersele - yes, C. Van Paassen - yes.
The Field Superintendent presented a memorandum dated February 14, requesting a decision on a tender for the demolition of the barn at Haldimand C.A. Mr. Holmes reported that two tenders had been picked up with only one tender being returned. The authority policy does not permit him to open one tender and he requested that the board consider doing so.
MOTION A-8 - moved by J. Lester, seconded by M. Gartshore and carried that the tendering policy be waived and the Field Superintendent be authorized to open the single tender received for demolition of the barn at Haldimand Conservation Area.
February 18, 2000
MOTION A-9 - moved by C. Evanitski, seconded by R. Orth and carried that the General Manager be authorized to accept the tender submitted by Larry's Backhoe Service for the demolition of the Haldimand Conservation Area barn, subject to satisfactory review and recommendation by the Field Superintendent.
NOTICE OF FORMAL MOTIONS
MOTION A-10 - moved by S. Lamb, seconded by C. Evanitski, and carried that the following items of business be approved:
a) The Chairman or Vice-chairman and the Supervisor of Finance & Administration be authorized to borrow at the Canadian Imperial Bank of Commerce, Simcoe, as required for the day to day operations of the Authority as per terms of the borrowing resolution approved by said CIBC;
b) That Millard, Rouse and Rosebrugh be appointed Auditors for the 2000 fiscal year;
c) That pursuant to Section 26(2) and 27 (2 & 3) of the conservation Authorities Act RSO 1990, Chapter 27, All Member Municipalities be designated as Benefitting Municipalities for the Administration, capital and Maintenance Costs excepting Deer Creek, Lehman and Watson C.A.'s in the same proportion that the discounted equalized assessment of the whole Authority or part thereof bears to the total assessment of the whole area under the jurisdiction of the Authority;
d) That all members appointed to Committees of the Authority from the Community at large be deemed to be Authority members for the purpose of receiving remuneration for their services on the same basis as regular members of the Authority for 2000.
e) That the Authority Chairman be designated as the Authority's representative to Conservation Ontario (C0), with the Vice-Chairman designated as alternate, and further that the General Manager be directed to participate in the appropriate Strategic Committee of CO, and be authorized to vote in the absence of the designated representatives.
P. Black extended congratulations to the forestry staff for the excellent audit report that was received for the forestry audit. Members were reminded that there would be no Full Authority meeting in March. The Chairman called upon T. Haskett who brought greetings and spoke on behalf of the Long Point Foundation. Mr. Haskett was seeking support for the upcoming annual auction/dinner which is being held on March 24.
NEW BUSINESS
The Chairman announced that there was a video presentation on "Groundwater- Our Hidden Treasure" and that there would be a short recess prior to the presentation for any of those that have seen the video this was the last agenda item. He thanked everyone for attending and extended an invitation for some light refreshments and fellowship after the video.
The meeting adjourned.
Dan Van Londersele
Chairman
Pam Bravener
Supervisor of Finance
Full Authority Committe Members
Brian Abele, Peter Black, Larry Chanda, Cliff Evanitski, Mary Gartshore, Sharon Hazen, Sam Lamb, Jack Lester, Roger Orth, Floyd Sanderson, Garry Sytsma, Dan Van Londersele, Chris Van Paassen, John Wells
Long Point Region Conservation Authority
e-mail: conservation@lprca.on.ca