LONG POINT REGION CONSERVATION AUTHORITY

BOARD OF DIRECTORS MEETING MINUTES - February 3, 2010

 

(as approved at the Annual General Meeting held February 26, 2010)

 

                                                                       

Members in attendance: R. Sackrider, P. Black, S. Lamb, B. Sloat, J. Hunt, L. Chanda and R. Geysens.

Staff in attendance:  C. Evanitski, J. Robertson, D. Holmes, H. Surette, J. Maxwell and D. McLachlan.

Scrutineers in attendance:  D. Miller and D. Cole

Regrets: P. Ens, L. Bartlett, P. Lee

 

The LPRCA Chair called the meeting to order at 6:37 pm Wednesday, February 3rd, 2010 in the LPRCA Hay Creek office Boardroom.

 

ADDITIONAL AGENDA ITEMS

 

None

 

DISCLOSURES OF INTEREST

 

None recorded.

 

ELECTION OF LPRCA CHAIRMAN AND VICE-CHAIRMAN

 

B. Sloat called upon D. Miller to conduct the annual election for 2010.  D. Miller declared the positions for Chairman and Vice-Chairman vacant and then called for nominations for the Chairman.  S. Lamb nominated B. Sloat who accepted the nomination.  J. Hunt nominated P. Black who also accepted the nomination.  D. Miller called for 2nd nominations for the Chairman and received none.  He called for 3rd nominations and again received none. 

 

MOTION A-1 moved by R. Sackrider, seconded by R. Geysens and carried that the nominations for the Chairman be closed. 

 

Ballots were distributed and collected by D. Cole.  The scrutineers left the room to count the ballots.  Upon their return D. Miller announced that B. Sloat was voted in as Chair of LPRCA for 2010.  B. Sloat was pleased to accept the position.  Ballots were destroyed. 

 

MOTION A-2 moved by S. Lamb, seconded by R. Geysens and carried that Buck Sloat is declared LPRCA Chairman for 2010.

 

D. Miller then called for nominations for Vice-Chair.  B. Sloat nominated R. Sackrider who accepted the nomination.  D. Miller called for 2nd nominations for Vice-Chair and received none.  He called for 3rd nominations and again received none. 

 

MOTION A-3 moved by S. Lamb, seconded by L. Chanda and carried that the nominations for the Vice-Chairman be closed.

 

MOTION A-4 moved by B. Sloat, seconded by S. Lamb and carried that Ron Sackrider is declared LPRCA Vice-Chairman for 2010.

 

Both the Chair and Vice-Chair thanked the Board for their support.  The Chairman and GM, C. Evanitski thanked the scrutineers for participating in the election process and presented them with a token of appreciation.  The scrutineers then left the meeting.

 

DEPUTATIONS

 

Bernie Solymar re: BHCA Education Programming Model

 

B. Solymar distributed copies of the Long Point World Biosphere Reserve (LPWBR) newsletter and brochure. 

 

The Backus Education Coalition Group (BECG) is working on a proposal that assumes responsibility for the education programming, heritage village and education centre.  They are focusing on a year-round, curriculum based program.  The plan is to expand on current festivals and add new ones, increase the number of camps and recreation activities.  They would also like to hire a museum curator and a project manager.  The presentation also suggested that in order to become an eco/heritage tourist destination will require significant upgrades to the village and the Ed. Centre.  BECG is prepared to fundraise and look for funding upgrades.    A full proposal will be presented to the Board in early April.   

 

B. Solymar fielded questions from the Board.  Members requested a formal business plan.

 

MOTION A-5 moved by L. Chanda, seconded by R. Geysens and carried that the LPRCA Board of Directors supports consideration of any proposed funding model that will support the offsetting of costs to provide educational programming at the Backus Heritage Conservation Area;

And that such model outline details including, but not limited to, revenue/expense streams for both LPRCA and the program administrators, funding sources/partners, as well as, short- and long-term plans to ensure program sustainability. 

 

minutes of previous meetings  

 

MOTION A-6 moved by S. Lamb, seconded by R. Geysens and carried that the minutes of the LPRCA Board of Directors regular meeting held December 2nd, 2009 be adopted as circulated.

 

REVIEW OF COMMITTEE MINUTES

 

MOTION A-7 moved by S. Lamb, seconded by L. Chanda and carried that the minutes from the Lee Brown Marsh Management Committee of April 24th, 2009 be received for information. 

 

CORRESPONDENCE

 

D. Holmes addressed the issue re: Off Leash Dog Park.   

 

MOTION A-8 moved by S. Lamb, seconded by R. Geysens and carried that correspondence outlined in the Board of Directors’ Agenda of February 3rd, 2010 with additions be received for information.

 

DEVELOPMENT APPLICATIONS

 

a) NEW APPLICATIONS

 

The Planning Department requested approval of a total of five applications, one with conditions under section 28 regulations.   No questions. 

 

MOTION A–9 moved by J. Hunt, seconded by R. Sackrider and carried that the Board of Directors of the LPRCA approves the following Development Applications:

 

A.     For Work under Section 28 Regulations, Development, Interference with Wetlands & Alterations to Shorelines and Watercourses Regulations (R.R.O. 1990 Reg. 178/06),

 

NC-6/10                       BU-1/10                      NC-7/10                     NC-8/10

 

                   

B. Approve, WITH CONDITIONS, the following development application for work under Section 28 Regulations, Development, Interference with Wetlands & Alterations to Shorelines and Watercourses Regulations (R.R.O. 1990 Reg. 178/06),

 

            NC-4/10

 

C. That the designated officers of LPRCA be authorized to complete the approval process for these Development Applications, as far as it relates to LPRCA’s mandate and related Regulations.

 

b) MID-MONTH (January 2010) CONFIRMATION      

 

MOTION A–10 moved by R. Sackrider, seconded by J. Hunt and carried that the Board of Directors of the LPRCA approves the following Development Applications:

 

A.     For Work under Section 28 Regulations, Development, Interference with Wetlands & Alterations to Shorelines and Watercourses Regulations (R.R.O. 1990 Reg. 178/06),

 

NC-1/10                 NC-3/10                     TIL-2/10

NC-2/10                 TIL-1/10

                   

B. That the designated officers of LPRCA be authorized to complete the approval process for these Development Applications, as far as it relates to LPRCA’s mandate and related Regulations.

           

c) MID-MONTH (December 2009) CONFIRMATION  

 

MOTION A–11 moved by R. Geysens, seconded by S. Lamb and carried that the Board of Directors of the LPRCA approves the following Development Applications:

 

A.     For Work under Section 28 Regulations, Development, Interference with Wetlands & Alterations to Shorelines and Watercourses Regulations (R.R.O. 1990 Reg. 178/06),

 

NC-101/09                        NC-102/09                 HC-18/09

                   

B. That the designated officers of LPRCA be authorized to complete the approval process for these Development Applications, as far as it relates to LPRCA’s mandate and related Regulations.

 

NEW BUSINESS

 

a)  CALENDAR REVIEW 

 

J. Robertson noted two events not on the calendar; the LPWBR AGM to be held at BHCA February 24th and the Ontario Federation of Anglers and Hunters AGM is March 18-20.  A reminder to all Members that the LPRCA AGM is February 26th at the Tillsonburg office.  She also mentioned that LPRCA will be partnering with Norfolk County and area businesses as exhibitors at the Outdoor Adventure Show at the International Centre in Toronto February 26-28. 

 

MOTION A–12 moved by R. Sackrider, seconded by J. Hunt and carried that the LPRCA Board of Directors receives the February Calendar Review Report for information.

 

b)  GENERAL MANAGER’S REPORT

 

C. Evanitski reviewed his recent activities high-lighting the applications made to the Community Adjustment Fund and his attendance at the Catfish Creek CA AGM.  He noted that he has made an appointment to meet the new Minister of Natural Resources, Linda Jeffrey at the ROMA conference to discuss the Endangered Species Act and to update her on the efficiency study with KCCA.   

 

MOTION A–13 moved by R. Sackrider, seconded by J. Hunt and carried that the LPRCA Board of Directors receives the General Manager’s Report for December 2009/January 2010 as information.

 

 

c)  BACKUS ADVISORY BOARD COMMUNITY APPOINTMENTS  

 

J. Robertson noted that there will be two new members this year:  Sarah Auld and Paul Smith. 

 

MOTION A-14 moved by R. Geysens, seconded by J. Hunt and carried that the LPRCA Board of Directors appoints Betsy Antoszek, Sarah Auld, Wanda Backus-Kelly, Sandra McDonald, Diane Salter, Paul Smith and Ron Yantho as community members to the Backus Advisory Board for a two-year term, ending December 31st, 2011.

 

d)  LPRCA COMMITTEE APPOINTMENTS

 

C. Evanitski presented recommendations regarding committee appointments.  All committee appointees agreed to stand.

 

MOTION A-15 moved by P. Black, seconded by R. Geysens and carried that the LPRCA Board of Directors approves the following appointments for 2010:

Peter Black, Larry Chanda and the LPRCA Chair to the Backus Advisory Board;

Peter Black and Ron Sackrider to the Backus Woods Advisory Committee;

Larry Chanda as Land Acquisition Chairman;

Sam Lamb and the LPRCA Chair to the Lee Brown Marsh Committee;

AND Roger Geysens, Pat Lee, as well as, the LPRCA Chair and Vice-Chairs to the Audit Committee.   

 

e)  EFFICIENCY STUDY UPDATE

 

A committee of two Board Members and the GM from both LPRCA and KCCA has been developed to study possible cooperative efforts to upgrade and enhance services in both watersheds. 

 

MOTION A-16 moved by R. Sackrider, seconded by P. Black and carried that the LPRCA Board of Directors receives the Efficiency Study Update report for information;

AND appoints Sam Lamb, Buck Sloat and the General Manager to represent LPRCA on the KCCA-LPRCA Cooperative Efficiency Study Committee.

 

f)  2010 SPRING TREE ORDER

 

H. Surette noted that the order was chosen based on stock price and quality.

 

H. Surette also announced that the OPG Forest Corridor proposal has been approved for four years at $660 000. 

 

MOTION A-17 moved by R. Geysens, seconded by J. Hunt and carried that the LPRCA Board of Directors approves the 2010 tree order as presented by the Manager of Watershed Services in her report of January 26, 2010.

 

g)  GROWERS’ MARKETING BOARD REQUEST FOR SUPPORT

 

MOTION A-18 moved by L. Chanda, seconded by S. Lamb and carried that the LPRCA Board of Directors directs staff to write a letter in support of the Ontario Flue Cured Tobacco Growers’ Marketing Board CAA application to investigate the feasibility of prairie grass farming on the Norfolk Sand Plain. 

 

h)  NEW BUILDING UPDATE

 

C. Evanitski reported that the Tobacco Board has been relocated to their new area.  The current Boardroom table will be utilized at the new building.  Groups are calling about the Hay Creek office – a decision regarding the office will be discussed at a later date.  Operations will continue until 4:30pm tomorrow.  Surplus articles will be disbursed to parks as needed.  Lighting upgrades and grants are to be researched by D. Holmes and J. Maxwell.  C. Evanitski noted that $10 000 had been budgeted for additional temporary office facilities which are no longer required.

 

MOTION A-19 moved by L. Chanda, seconded by S. Lamb and carried that the LPRCA Board of Directors approves the reallocation from the 2010 Capital Budget of $10,000 (for additional temporary office facilities) to fund changes required at the new administration building.

 

i)  AUDIT AND FINANCIAL STATEMENT UPDATE

 

J. Maxwell advised the Board that the Draft was complete and after changes, statements would be forthcoming.  She reviewed the issues regarding the recording of capital assets.  The next meeting of the Audit Committee is Wednesday, February 17th, 9:30am.

 

MOTION A-20 moved by L. Chanda, seconded by R. Geysens and carried that the LPRCA Board of Director receives the Audit and Financial Statement Update Report for information.

 

j)  LPRCA 2010 COMMUNICATIONS STRATEGY

 

J. Robertson reviewed her Communications plan.  She noted she was in the process of developing speaking engagement projects and if any groups are interested to please let J. Robertson know.  Some important projects include the Grand Opening of the new office July 23rd, new signage for the building and parking lot and the development and launch of a new website. 

 

MOTION A-21 moved by L. Chanda, seconded by R. Geysens and carried that the LPRCA Board of Directors receives the 2010 Communications Work Plan Report for information.

 

 

k)  CAROLINIAN FOREST FESTIVAL

 

J. Robertson reported that the LPWBR is coordinating the effort to bring the Forest Festival to Norfolk tentatively scheduled for October 13-15 at BHCA contingent upon funding.

 

MOTION A-22 moved by P. Black, seconded by R. Sackrider and carried that the LPRCA Board of Directors receives the Carolinian Forest Festival Report for information.

 

l)  LPRCA SIGNING AUTHORITY

   

MOTION A-23 moved by P. Black, seconded by J. Hunt and carried that the Board of Directors of the LPRCA authorizes that:

 

Judy Maxwell, Manager, Corporate Services be added as the fourth duly appointed Authorized Officer for signing cheques and making investments on behalf of LPRCA; and that she be added as second Authorized Officer for Electronic Access to the LPRCA Bank Accounts for the purposes of carrying out any Online Banking activities such as account review, statutory remittances and other bill paying activity.

 

m)  PHOTOCOPIER LEASE

 

J. Maxwell noted that rates on the current copier are very high.  The Grand River Cooperative has a contract agreement with OE Canada.  Canon did not offer a reduced rate but OE Canada offered upgraded equipment at a lower price and included buying out the current contract with Canon. 

 

MOTION A-24 moved by R. Sackrider, seconded by P. Black and carried that the LPRCA Board of Directors waives its purchasing and tendering policy;

AND approves the signing of a new 66-month lease with OE Canada for photocopier services as outlined in staff’s report of February 3rd, 2010.

 

n)  FISHERIES AND OCEANS-LPRCA LEVEL II AGREEMENT RENEWAL

 

H. Surette noted that this agreement has been renewed annually since 2000.  Staff is recommending a 5-year renewal with a provision to cancel.  This agreement has many benefits including streamlining review processes and providing additional training for staff.

 

MOTION A-25 moved by J. Hunt, seconded by R. Sackrider and carried that the LPRCA Board of Directors supports staff in renewing the Level II Agreement with Fisheries and Oceans Canada for 5 years.

 

o)  MMM GROUP REVIEW OF 2009/2010 LPRCA FOREST OPERATING PLAN

 

D. Holmes stated that LPRCA retains an ecologist annually to review endangered species and species of concern on LPRCA properties.  There have been benefits to the ESA i.e. LPRCA now has one of the largest stands of Hills Oak thanks to good forest management practices.  The downside is that exclusion zones have been widened and good forest management practices may have to be abandoned in certain areas.

 

The Board directed the Chair and GM to meet with the new MNR Minister to discuss the issue.  The GM also plans to discuss the issue with other conservation authorities. 

 

MOTION A-26 moved by R. Sackrider, seconded by J. Hunt and carried that the LPRCA Board of Directors receives the MMM Group Review of 2009/2010 LPRCA Forest Report for information.

 

p)  2010 CONSERVATION ONTARIO BIENNIAL TOUR

 

C. Evanitski reported that this three-day event is held every other year and is a good opportunity to network. 

 

MOTION A-27 moved by L. Chanda, seconded by R. Geysens and carried that the Board of Directors of the LPRCA authorizes the Chair and General Manager or designates to attend the 2010 Conservation Ontario Biennial Tour in the Ottawa Valley to be held September 19th through 22nd, 2010.

 

MOTION A - 28 moved by L. Chanda, seconded by R. Geysens and carried that the LPRCA Board of Directors does now enter into an “In Camera” session to discuss:

 

0         personal matters about an identifiable individual, including Conservation

Authority employees;

0         a proposed or pending acquisition or disposition of land by the Conservation Authority.

 

MOTION A - 31 moved by R. Sackrider, seconded by J. Hunt and carried that the LPRCA Board of Directors does now adjourn from the “In Camera” session.

 

MOTION A - 32 moved by R. Geysens, seconded by S. Lamb and carried that the LPRCA Board of Directors receives 2010 MDM Renewal Rate Report for information;

And that staff be directed to prepare a report on the current benefits package.

 

MOTION A - 33 moved by S. Lamb, seconded by R. Geysens and carried that the LPRCA Board of Directors receives staff’s verbal report regarding recent HR issues for information.

 

MOTION A - 34 moved by R. Geysens, seconded by S. Lamb and carried that the LPRCA Board of Directors receives the General Manager’s verbal report regarding the Backus Woods agreement for information.

 

The Chairman adjourned the meeting at 9:37pm.

 

The next meeting is the AGM, scheduled for February 26th, 2010 at the Tillsonburg Administration Office.

 

 

 

 

 

 

Buck Sloat                                                                             Dana McLachlan

Chairman                                                                               Administrative Assistant