AGENDA - Otonabee Region Conservation Authority...2018/12/12 · Minutes of the Otonabee Region Conservation Authority Board of Directors Meeting held Thursday, November 15, 2018

Board of DirectorsThursday, December 13, 2018

5:00pmOtonabee Conservation Centre

A: Administration Pages:1. Chair's Remarks and Introductions2. Disclosure of Conflict of Interest3. Delegations4. 2018-069 Minutes of Meeting held November 15, 2018 2-65. Business Arising from the Minutes

B: Reports for Approval1. 2018-062 Nominating Committee for 2019 7-8

D: Reports for Information1. 2018-070 CAO/ Secretary-Treasurer Monthly Activity Report 9-122. 2018-071 Millbrook Dam Reconstruction Project - December, 2018 Status Report 13-143. 2018-072 Strategic Plan - Semi Annual Progress Report 15-21

E: Correspondence & Media Coverage1. 2018-073 Correspondence and Media Coverage 22-74

F: Open forum

G: Closed Session1. CS18-021 Minutes from the November 15, 2018 meeting 1-22. CS18-022 (Personal Information) 33. CS18-023 (Personal Information) 4-7

Upcoming MeetingsConservation Ontario - December 10, 2018ORCA Annual General Meeting - January 17, 2019

Adjournment

AGENDA

Minutes of the Otonabee Region Conservation Authority Board of Directors Meeting held Thursday, November 15, 2018 1 of 5

Board Report #: 2018-069

Minutes of the Otonabee Region Conservation Authority Board of Directors Meeting held Thursday, November 15, 2018 at the Otonabee Conservation Centre, Peterborough, ON.

Chair: Andy Mitchell Vice Chair: Sherry Senis Secretary-Treasurer: Dan Marinigh

Present Absent Directors City of Kawartha Lakes Heather Stauble X City of Peterborough Daryl Bennett X City of Peterborough Andrew Beamer X City of Peterborough Don Vassiliadis X Municipality of Trent Hills Michael Metcalf X Township of Asphodel-Norwood Terry Low X Township of Cavan Monaghan Ryan Huntley X Township of Douro-Dummer Karl Moher X Township of Otonabee-South Monaghan David Nelson X Township of Selwyn Andy Mitchell X Township of Selwyn Sherry Senis X

Staff CAO/ Secretary-Treasurer Dan Marinigh X Manager, Corporate Services Denyse Landry X

Guests Janet Honsberger Robert Ross Shelley Lambe

A. Administration

1. Chair’s Remarks and Introductions

The Chair called the meeting to order at 5:00 p.m and welcomed the guests in attendance.

2



2. Disclosure of Conflict of Interest

None declared.

3. Delegations

There were no delegations

4. 2018-060: Minutes of the Board of Directors Meeting held September 20, 2018

Motion 079/18 Moved by Andrew Beamer Seconded by Karl Moher

Resolved, That the minutes of the Board of Directors meeting of the Otonabee Region Conservation Authority held September 20, 2018 be approved.

Carried

5. Business Arising from the Minutes

There was no business arising from the minutes.

B. Reports for Approval

1. 2018-061: Annual Meeting and Regular Meeting for 2019

Dan Marinigh presented this report.

Motion 080/18 Moved by Sherry Senis Seconded by Ryan Huntley

Resolved, That Board Report Number 2018-061 titled “Annual Meeting and Regular Meeting Dates for 2019” be received; and

Resolved, That the Annual Meeting be held on January 17, 2019 in the City of Peterborough; and

Resolved, That the regular meetings be held on the dates as recommended in this report; and

Resolved, That staff be authorized and directed to do all things necessary to give effect to these resolutions.

Carried

2. 2018-062: Nominating Committee for 2019

Dan Marinigh presented this report. The Board requested that this item be deferred to theDecember meeting.

Motion 081/18 Moved by Andrew Beamer Seconded by Karl Moher

3



Resolved, That Board Report 2018-062 titled “Nominating Committee for 2019” be received; and

Resolved, That Board Report 2018-062 be deferred until the December Board of Directors Meeting; and


Carried

3. 2018-063: Proposed 2019 Operating and Capital Budget

Dan Marinigh presented this report. Dan indicated that the budget includes a 2% cost of living increase to the salary structure. Dan informed the Board that a 2.85% levy increase is being requested for 2019.

Motion 082/18 Moved by Ryan Huntley Seconded by Heather Stauble

Resolved, That Report Number 2018-063 titled “Proposed 2019 Operating and Capital Budget be received; and

Resolved, That notice of the proposed 2019 Operating and Capital Budget be given to member municipalities pursuant to the requirements of Ont. Reg. 139/96; and

Resolved, That the proposed 2019 Operating and Capital Budget be voted on at the next meeting of the Board following the 30 day notice period required by Ont. Reg. 139/96; and


Carried

C. Reports for Discussion

1. 2018-064: 60th Anniversary Celebrations

Dan Marinigh presented this report for discussion. The Board suggested a variety of ideas for thecelebrations and indicated that the events should include a public education componentregarding the benefits to the watershed that the Authority provides. The Board alsorecommended that the discussion take place with the new Board at the January 2019 meeting.

Motion 083/18 Moved by Heather Stauble Seconded by David Nelson

Resolved, That Report 2018-064 titled “60th Anniversary Celebrations” be received for discussion. Carried

4



D. Reports for Information Dan Marinigh spoke to the following reports for the benefit of the Directors. Dan informed the Board of the staff changes that took place recently including Bev Hurford’s retirement, Alex Bradburn’s new position as Planner and the change from contract to permanent status of the Planning Ecologist, Jasmine Gibson.

Dan indicated that there will be a Board orientation session held in early January. Dan informed the Board that there will be a new member’s only portal on the Authority’s website in January and will include meeting agenda packages and other useful resources.

Michael Metcalf arrived at 5:30 pm

1. 2018-065: CAO/ Secretary-Treasurer Monthly Activity Report2. 2018-066: Millbrook Dam Reconstruction Project – November, 2018 Status Report3. 2018-067: Quarterly Financial and Activity Report

Motion 084/18 Moved by Karl Moher Seconded by Andrew Beamer

Resolved, That the Report Number 2018-065 “CAO/ Secretary-Treasurer Monthly Activity Report” be received for information.

Carried

Motion 085/18 Moved by Ryan Huntley Seconded by Heather Stauble

Resolved, That the Report Number 2018-066 “Millbrook Dam Reconstruction Project – November 2018 Status Report” be received for information.

Carried

Motion 086/18 Moved by Sherry Senis Seconded by Karl Moher

Resolved, That Report Number 2018-067 titled “Quarterly Financial and Activity Report” be received for information.

Carried

E. Correspondence & Media Coverage

Dan Marinigh presented this report.

Motion 087/18 Moved by Michael Metcalf Seconded by David Nelson

5



Resolved, That Report Number 2018-068 “Correspondence and Media Coverage” be received as information.

Carried

E. Open Forum Chair Mitchell thanked the Directors for all of their hard work and accomplishments over the last several years.

F. Closed Session

Motion 088/18 Moved by Heather Stauble Seconded by Karl Moher

Resolved, That the Board of Directors meeting move into caucus.

Carried

Motion 089/18 Moved by Michael Metcalf Seconded by Andrew Beamer

Resolved, That the Board of Directors meeting rise from caucus

Carried

The next meeting of the Board of Directors will be held Thursday, December 13, 2018.

As there was no further business, the meeting adjourned on motion by Director Karl Moher at 6:10 pm.

Chair or Vice Chair Secretary-Treasurer

/DL

6

Board Report #: 2018-062 12/6/2018

Page: 1

TO: Chair and Members of the Board

FROM: Dan Marinigh, CAO/Secretary-Treasurer

MEETING DATE: November 15, 2018

SUBJECT: Nominating Committee for 2019

PURPOSE: To request that the Board appoint a Nominating Committee for 2019.

RECOMMENDED MOTION:

1) Resolved, That Board Report 2018-062 titled “Nominating Committee for 2019” be received fordiscussion;

2) Resolved, That the 2019 Nominating Committee be comprised of (member’s name), (member’sname) and (member’s name) with (member’s name) being the Chair of the NominatingCommittee; and

3) Resolved, That staff be authorized and directed to do all things necessary to give effect to theseresolutions.

BACKGROUND: Section B. 16 of the Authority’s Governance Bylaws states that:

“The Authority shall appoint a Nominating Committee at a meeting prior to December 1st of each year. The Nominating Committee shall be comprised of three Members. The Nominating Committee at its meeting before the Annual meeting shall draw up a proposed slate of officers, including a Chair and Vice-Chair for the authority, which it will present at the Annual Meeting of the Authority after having ascertained the willingness of each to act.”

DISCUSSION: It is recommended that the Chair facilitate the Board discussion to appoint a Nominating Committee.

ANALYSIS: Assessment of Potential Risk: (Required for all matters requiring Board decision/approval)

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Board Report #: 2018-070 12/6/2018

Page: 1



MEETING DATE: December 13, 2018

SUBJECT: CAO/Secretary-Treasurer Monthly Activity Report

PURPOSE: The purpose of this report is to enhance communications from the office of the CAO/Secretary-Treasurer to the Board.

RECOMMENDED MOTION:

1) Resolved, That Report Number 2018-070 titled “CAO/Secretary-Treasurer Monthly ActivityReport” be received as information.

MEETINGS & CONTACTS: Internal:

• Weekly Manager’s meeting• Weekly communications meeting• Weekly call with Chair & Vice-Chair

Member Municipalities: • Cavan Monaghan – meeting with staff re. Millbrook dam project• City of Peterborough – Special council meeting re. appointments• Otonabee South Monaghan – Inaugural meeting of Council• Cavan Monaghan - Inaugural meeting of Council• Selwyn - Inaugural meeting of Council• Douro Dummer - Inaugural meeting of Council

Conservation Authorities: • Greater Golden Horseshoe CA Collaborative

Other Partners: • Kawartha Naturally Connected Coordinating Team meeting• Peterborough Chamber of Commerce – Not For-Profit Network meeting

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Board Report #: 2018-070 12/6/2018

Page: 2

Events: • Peterborough Green Up – Ecology Park Open House• CHEX Morning Show

UPDATES: Board Reports and Presentations:

• CAO/Secretary-Treasurer monthly activity report• Millbrook Dam Reconstruction Project – December 2018 Status Report• Appointment of Nominating Committee for 2019• Strategic Plan – Semi Annual Progress Report

Post-Provincial Election: The provincial government has passed Order-in-Councils confirming the re-assignment in ministerial responsibilities for the Conservation Authorities Act. The sections of the Conservation Authorities Act that deal with the management and control of natural hazards remains with the Ministry of Natural Resources & Forestry. All remaining provisions of the Act are now the responsibility of the Ministry of the Environment, Conservation and Parks. There is no new information from the province about pending changes to current transfer payment programs.

Provincial Environment Plan: On November 29, 2018 the province released its environment plan titled “A Made-In-Ontario Environment Plan: Preserving and Protecting Our Environment for Future Generations”. Conservation authorities are referenced in a number of areas including:

• Minimizing the impacts from road salt use by promoting best management practices,certification and road salt alternatives;

• Ongoing implementation of drinking water source protection;• Working to increase the enforcement on illegal dumping of excess soils• Working to ensure that conservation authorities focus and deliver on their core mandate of

protecting people and property from flooding and other natural hazards , and conservingnatural resources;

• Conserving Ontario’s protected lands.

Implementation of Amendments to the Conservation Authorities Act: Amendments to the Conservation Authorities Act received Royal Assent on December 12, 2017. Changes dealing with fees for program and services (sec. 21), projects requiring approval (sec. 24), recovery of costs and apportionment of levy (sec. 25, 26, and 27), regulation of areas over which authorities have jurisdiction (sec 28), and enforcement and offences (sec. 30) will come into effect at a date to be named by proclamation of the Lieutenant Governor.

Work on preparing the supporting regulations continues to be suspended, it is uncertain when the work will resume.

10

Board Report #: 2018-070 12/6/2018

Page: 3

Board Transition: To support the transition of Board membership the CAO/Secretary-Treasurer has written municipal clerks advising them about the legislative provisions for appointing representatives to the Authority’s Board. It is anticipated that not all municipalities will have made their appointments before the Board’s December 13th regular meeting; therefore the first meeting in January will be the inaugural meeting of the new Board.

To support new Board members, staff will be holding a general orientation session in January, a Source Protection Authority (SPA) orientation briefing in February and program briefings in March, April, May and June. These sessions will be an hour long and will be held prior to the scheduled Board or SPA meetings.

In addition, the Authority has put in place a “members only” webpage for board members to access meeting agenda packages and other relevant documents like budgets, annual reports and policies.

Finally, on January 24th, the Authority will host an information session for all members of council from the eight member municipalities. The purpose of this session is to introduce members of council to the work of the Authority. Save the date notices will be sent out prior to the break for the holiday season.

FUTURE ITEMS: Upcoming Board Items:

• Annual appointments• Annual resolutions• 60th Anniversary Celebrations• Monthly update on the Millbrook dam project• CAO/Secretary-Treasurer monthly activity report• Approval of the Operating and Capital Budget for 2019

Upcoming Dates of Interest: • Jan. 17th – Annual Meeting• Jan. 24th – Information Session for members of municipal councils• Feb. 21st – Source Protection Authority (SPA) meeting• Feb. 21st – Regular Board meeting

ANALYSIS: Contributes to the Advancement of the following Strategic Goals:

☐Safeguard people and property from flooding and other natural hazards ☐Contribute to the maintenance of a healthy and resilient natural environment ☐Provide recreational opportunities in the natural environment ☐Build awareness and understanding of the value of the natural environment ☒Supports organizational excellence

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12

Board Report #: 2018-071 12/6/2018

Page: 1




SUBJECT: Millbrook Dam Reconstruction Project – December 2018 Status Report

PURPOSE: The purpose of this report is to update the Board on the status of the Millbrook Dam Reconstruction Project.

RECOMMENDED MOTION:

1) Resolved, That Report Number 2018-071 titled “Millbrook Dam Reconstruction Project –December 2018 Status Report” be received for information.

BACKGROUND: At its October 19, 2017 meeting, the Board approved the awarding of a contract in the amount of $3,257,033.50 (includes $350,000 contingency) plus HST to Facca Incorporated for the reconstruction of the Millbrook dam. The contract was executed on November 14, 2017. On site work began on January 17, 2018.

DISCUSSION: The information provided below is for the period from November 9, 2018 to December 5, 2018.

Activity Completed Since Last Report: • Upstream and downstream cut off walls have been removed• Water flow has been returned to the new spillway• The water diversion channel has been removed and the earthen dam has been reconstructed• Removal of the phase 1 coffer dam constructed in 2017 is ongoing• Ongoing removal of sediment from mill pond

Activity Planned for the Next Month: • Earth works and grading around the new spillway• Install safety railings and pedestrian bridge• Continue removal of sediment from the mill pond

13

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Board Report #: 2018-072 12/6/2018

Page: 1




SUBJECT: Strategic Plan – Semi-Annual Progress Report

PURPOSE: To inform the Board about the progress being made towards implementing the 2017-2020 Strategic Plan.

RECOMMENDED MOTION:

1) Resolved, That Report Number 2018-072 titled “Strategic Plan – Semi-Annual Progress Report”be received for information.

BACKGROUND: In December 2016 the Board approved the 2017-2020 Strategic Plan. The plan will guide the efforts of the Authority to address challenges and to realize opportunities over the term of the plan.

DISCUSSION: Aligning the core programs and services of the Authority with the goals, strategies and priorities found in the Strategic Plan will occur incrementally through the term of the plan. To ensure that this occurs staff propose to:

1. Integrate the Strategic Plan priorities and strategies into the setting of annual performanceobjectives and the development of the Operating & Capital Budget commencing in 2018; and

2. To provide the Board with semi-annual progress reports.

Attached as Appendix A is the semi-annual progress report that describes activities completed or underway through to the end of the fourth six-month period of the 2017-2020 Strategic Plan.

ANALYSIS: Contributes to the Advancement of the following Strategic Goals:

☒Safeguard people and property from flooding and other natural hazards ☒Contribute to the maintenance of a healthy and resilient natural environment ☒Provide recreational opportunities in the natural environment ☒Build awareness and understanding of the value of the natural environment ☒Supports organizational excellence

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owns

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avan

Mon

agha

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law

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Tech

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mitt

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pro

cess

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Goa

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recr

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ppor

tuni

ties i

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e na

tura

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ironm

ent

Prio

ritie

s & S

trat

egie

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how

ORC

A’s l

andh

oldi

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an

mee

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gro

win

g de

man

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r out

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re

crea

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N

EW –

Mai

ntai

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ntin

uous

con

nect

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of th

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ans C

anad

a Tr

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y re

plac

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Auth

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owne

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n th

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mpl

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pro

ject

)

Enla

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the

day

use

park

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lot a

t War

saw

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ampg

roun

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serv

atio

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ea in

2017

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plet

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roje

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trod

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requ

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per

mit

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unt o

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ngoi

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rate

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Area

and

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pgro

und

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ay u

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nd g

roup

and

fam

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ngoi

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verm

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Cam

pgro

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roup

and

fam

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ampi

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ngoi

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rvic

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Ente

red

into

agr

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ents

with

the

not-

for-

prof

it se

ctor

for t

he m

aint

enan

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f Nor

dic

ski

trai

ls at

the

Jack

son

Cree

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mou

ntai

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king

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ls at

the

Haro

ld T

own

Cons

erva

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Area

and

the

oper

atio

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the

Hope

Mill

(ong

oing

serv

ice)

El

imin

ated

the

day

use

fee

at th

e Se

lwyn

Bea

ch C

onse

rvat

ion

Area

(ong

oing

serv

ice)

Ensu

re O

RCA-

owne

d co

nser

vatio

n ar

eas

mee

t acc

essib

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stan

dard

s

Cam

psite

rese

rvat

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form

s now

mee

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DA re

quire

men

ts (o

ngoi

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rvic

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Mar

ket O

RCA-

oper

ated

recr

eatio

nal

faci

litie

s to

supp

ort e

cono

mic

de

velo

pmen

t

19

IMPL

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Goa

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val

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nat

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Deve

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phic

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urve

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atio

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cel

ebra

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in th

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mm

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plet

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nce

expe

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earn

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mun

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petit

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rtic

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erbo

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oo (o

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mitm

ent t

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rgan

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xcel

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volv

ing

need

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epar

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prof

essio

nal d

evel

opm

ent s

trat

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to e

nsur

e th

at tr

aini

ng a

ctiv

ities

ach

ieve

long

-ter

m b

usin

ess n

eeds

(in

proc

ess)

Build

ing

new

and

sust

aini

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xist

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rela

tions

hips

& p

artn

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ips

Pa

rtic

ipat

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the

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wca

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spho

del-N

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plet

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rtne

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xcel

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erva

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as a

“na

tura

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“Bre

ws,

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ntar

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aps r

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acity

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ent e

xpec

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red

an a

dditi

onal

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trac

t Env

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hnic

ian

to a

ssist

with

info

rmat

ion

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agem

ent a

nd a

naly

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onito

ring

prog

ram

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mer

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gram

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lop

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to

mea

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ildin

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rt to

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pre

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r res

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end

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ATED

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hang

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revi

ously

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er a

com

plet

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roje

ct o

r an

ongo

ing

serv

ice

21

Board Report #: 2018-073 12/6/2018

Page: 1


FROM: Kathy Reid, Coordinator, Communications & Marketing


SUBJECT: Correspondence & Media Coverage

PURPOSE: The purpose of this report is to provide the Board with copies of significant correspondence and all media coverage received since the last Board meeting.

RECOMMENDED MOTION:

1) Resolved, That Board Report Number 2018-073 Correspondence & Media Coverage be receivedfor information.

DISCUSSION: The following items are included for review:

Correspondence: 1) Letter from Conservation Ontario to Minister Rod Phillips re: Conservation Authority Best

Management Practices (BMP) and Administrative By-Law Model, dated November 29, 2018

Media: Conservation Lands 1. “Wintery Weather Delays Jackson Creek Bridge”, Otonabee Conservation News Release,

November 14, 20182. “Fleming Partnership Provides Practical Experience”, Otonabee Conservation News Release,

November 19, 20183. “Fleming partnership provides practical experience”, Lakefield Herald, November 23, 20184. “Friends of Hope Mill”, Peterborough Examiner, November 21, 2018

Watershed Management – Low Water 1. “Rainfall Eases Low Water Conditions”, Otonabee Conservation News Release, November 13,

22

23

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Documents

AGENDA - Otonabee Region Conservation Authority...2018/12/12 · Minutes of the Otonabee Region Conservation Authority Board of Directors Meeting held Thursday, November 15, 2018