ENVIRONMENTAL ADVISORY COMMITTEE MEETING

FRIDAY, MARCH 24, 2017

COUNCIL CHAMBERS 3:00 PM

Notice

Personal information is being collected pursuant to the Freedom of Information and Protection of Privacy Act and may form part of the public

record which may be released to the public in hard copy and/or electronically. Questions regarding the collection of information should be

directed to the Clerk of the Township of Scugog.

CELLULAR PHONES/PAGERS MUST BE SWITCHED TO THE NON-AUDIBLE FUNCTION DURING THIS MEETING

Alternate Format Available Upon Request

AGENDA

1. CALL TO ORDER 2. DISCLOSURE OF PECUNIARY INTEREST & NATURE THEREOF 3. ADOPTION OF THE MINUTES

i. MINUTES OF THE 2nd MEETING OF THE ENVIRONMENTAL ADVISORY COMMITTEE HELD FEBRUARY 24, 2017 Recommendation: THAT the Minutes of the 2nd Meeting of the Environmental Advisory Committee held February 24, 2017, be adopted as circulated.

4. BUSINESS ARISING OUT OF THE MINUTES 5. DEPUTATIONS

NIL 6. REPORTS

i. Report to General Purpose & Administration – SEAC Annual Report

7. PRESENTATIONS:

i. Scugog Lake Stewards 3:10-3:30 pm Mrs. Barbara Karthein and Mr. Ron Porter

8. CORRESPONDENCE:

i. Core Service and Efficiency Review – Committees of Council 9. OTHER MATTERS

i. Commercial Fill Update

ii. Council Update

iii. DEAC Update Mr. G. Carpentier

iv. KRCA Update

v. Work Plan Review

10. NEW BUSINESS 11. ROUNDTABLE NEWS 12. DATE OF NEXT MEETING: 13. ADJOURNMENT

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APPROVED MINUTES OF THE 2nd REGULAR MEETING OF THE

SCUGOG ENVIRONMENTAL ADVISORY COMMITTEE HELD FRIDAY, FEBRUARY 24, 2017 AT 3:00 P.M.

IN COUNCIL CHAMBERS PRESENT: Chair Mr. G. Carpentier Vice-Chair Ms. C. Gregory Councillor, Ward 1 Mrs. B. Somerville Councillor, Ward 3 Mr. D. Kett Members Mr. P. LaPorte

Mrs. T. Nickleford Mr. J. Peever

ALSO PRESENT: Recording Secretary Ms. S. Cornish Kawartha Conservation Mrs. D. Balika REGRETS: Councillor, Ward 4 Mrs. W. Wotten Members Mr. I. McDougall

Mrs. K. Parish Mrs. N. Robertson

1. CALL TO ORDER

The Chair called the meeting to order at 3:05 p.m and welcomed Mrs. Tracy Nickleford as the newest member of SEAC.

2. DISCLOSURE OF PECUNIARY INTEREST & NATURE THEREOF No member made a disclosure of pecuniary interest.

3. ADOPTION OF THE MINUTES

i. MINUTES OF THE 1ST MEETING OF THE ENVIRONMENTAL ADVISORY COMMITTEE HELD JANUARY 20, 2017

Recommendation:

Moved by: Cara Gregory Seconded by: Councillor Kett THAT the Minutes of the 1st Meeting of the Environmental Advisory Committee held January 20, 2017, be adopted as circulated.

Carried

4. BUSINESS ARISING OUT OF THE MINUTES

i. Phragmites Management Mr. LaPorte provided an update regarding the Phragmites seminar talk with Mrs. Janice Gilbert scheduled for April 19, 2017 at the Purple Woods Conservation Area.

Scugog Environmental Advisory Committee Meeting #2 February 24, 2017

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Recommendation:

Moved by: Paul LaPorte Seconded by: Cara Gregory THAT Mrs. Janice Gilbert’s mileage for travel to and from the seminar talk be paid from the Invasive Species account.

Carried

ii. Blue Dot Movement Mr. Sallans presented to SEAC in October 2016, and both Mr. Sallans and Ms. Gregory presented to Council in January 2017 regarding the Blue Dot Movement, an initiative to recognize citizen’s rights to live in a healthy environment in Canada.

Recommendation:

Moved by: Cara Gregory Seconded by: Councillor Somerville THAT SEAC supports the Blue Dot Movement and recommends that Council support the Blue Dot Movement as well, to recognize citizen’s rights to live in a healthy environment in Canada.

Carried

5. DEPUTATIONS NIL 6. REPORTS NIL 7. PRESENTATIONS

i. Mrs. Sandra Churchill Mr. Peter Johnson Re: Nonquon Environmental Education Centre

Mrs. Churchill and Mr. Johnson presented to the Committee regarding the Nonquon Environmental Education Centre. The presentation included the following:

Locations of Education Centres within Durham including the locations within Scugog;

Summary of programs the Education Centre offers, including, pond study, insect programs, orienteering and GPS, tree identification and leadership programs;

Summary of Community Partnerships, including, roadside cleanups, turtle nesting, invasive species removal, boardwalk construction.

Scugog Environmental Advisory Committee Meeting #2 February 24, 2017

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A question and answer period with members of the Committee followed. The Chair thanked Mrs. Churchill and Mr. Johnson for their presentation.

8. CORRESPONDENCE

i. Draft SEAC Annual Report to Council The Committee reviewed the report and members were asked to forward any comments to the Committee Coordinator within one week to be included in the report.

9. OTHER MATTERS

i. Commerical Fill Update The Chair provided information regarding a guidance tool for municipalities to regulate the use of excess soils (www.excesssoils.com). This tool provides examples of by-law language and guidance for Ontario municipalities to use in creating or updating key sections of the site alteration by-laws.

ii. Council Update

NIL

iii. DEAC Update Mr. Carpentier provided an update from the DEAC meeting which takes place monthly at the Region of Durham. The update included:

“Natural Area as Neighbours” mostly written and populated with photographs. Next draft will be circulated through SEAC

Lake Simcoe Conservation Area (LSCA) presented to DEAC regarding low impact development and how development impacts watersheds. LSCA is developing a protocol for lands within their regulation area.

iv. KRCA Update Mrs. Balika provided an update from KRCA. The update included:

No flood warnings in effect yet;

Budget approved at City of Kawartha Lakes;

Lake Scugog Enhancement Project moving forward;

KRCA nominated the Township of Scugog for the DEAC Environmental Award;

Awaiting results of Hit Squad application.

v. Work Plan Review

Scugog Environmental Advisory Committee Meeting #2 February 24, 2017

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Mrs. Balika offered to manage the work plan updates for the Committee and will bring forward the work plan to review as needed. The Committee discussed separating the item “Invasive Species & Forestry” into their separate items.

10. NEW BUSINESS

i. Release of Red-Tailed Hawk The Chair provided an update regarding the release of a Red-tailed Hawk that Councillor Somerville had rescued and arranged for its recovery from injury. After a month of recuperating, the Red-tailed Hawk was released with success.

ii. Rural Ontario Municipal Conference

Mrs. Balika attended the conference where Mr. Doug Griffiths was the key note speaker. Mr. Griffiths has written a book “13 ways to Kill your Community” that Mrs. Balika recommends.

iii. Seagrave Park Association Councillor Somerville shared that the Seagrave Park Association is celebrating Earth Day on April 22nd in the Seagrave Park. Education booths will be set up on different environmental issues.

12. DATE OF NEXT MEETING Next meeting Friday, March 24, 2017 at 3:00 p.m. 13. ADJOURNMENT 4:30 P.M.

Recommendation: Moved by: Councillor Kett THAT the meeting be adjourned. Carried Respectfully Submitted Mr. Geoff Carpentier

Core Service and Efficiency Review

Committees of Council

John Paul Newman, Director of Corporate

Services / Clerk

March 6, 2017

Introduction/Overview

The Township is conducting a Core Service Review

that will examine the level of service and how to

ensure the most efficient and cost effective delivery

of those services.

The first component of this review is to provide

Council with a detailed outline of the Townships

Committees.

“What are we doing now?”

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Summary of Committees

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Responsible Departments

Corporate Services, Development Services and

Community Services

Township of Scugog Committees

1. Accessibility Advisory Committee – meet once per month.

2. Blackstock Recreation Committee – meet March, June, Sep and Nov.

3. Canada Day Advisory Committee – meet once per month.

4. Canada 150 Music Festival Advisory Committee – once a week.

5. Economic Development Advisory Committee – meet quarterly.

6. Environmental Advisory Committee – meet once per month.

7. Grants Committee – meet quarterly

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Summary Cont.… 8. Healthy Lake Scugog Steering Committee – meet quarterly.

9. Heritage & Museum Advisory Committee – meet once per month.

10.Heritage Permit Sub Committee – meet as required.

11.Housing Committee – meet once per month.

12.Public Art Committee – meet as required.

13.Seniors Advisory Committee – meet once per month.

14.Sports Hall of Fame Committee – meet once per month.

15.Waterfront Steering Committee – meet once per month.

16.Youth Advisory Committee – meet once per month.

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Summary Cont….

Legislated, Quasi-Judicial and Boards not subject to

this review:

1. Committee of Adjustment – meet as required.

2. Property Standards/Animal Services – meet as required.

3. Port Perry BIA – meet once per month.

4. Library Board – meet once per month.

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Committee Budgets Committee Budget for 2016 Expenditures

2016

Difference

Accessibility AC 2,000.00 + 3,000.00

carry over

333.34 4,666.66

Blackstock AC 0 - -

Canada Day AC Budgets obtained from

sponsorships

- -

Canada 150 Music

Festival AC

0 - -

Economic

Development AC

0 - -

Environmental AC 2,000.00 57.38 1,942.62

Grants Committee 8,000.00 + 2,400.00

carry over

10,153.58 246.42

Healthy Lake Scugog

SC

10,000.00

(Sponsorship for

Dredging)

10,000.00 0

Heritage & Museum

AC

4,000.00 (not including

grants)

6,937.43 (2,937.43)

Budgets Cont… Committee Budget for 2016 Expenditures for

2016

Difference

Heritage Permit Sub. 0 - -

Housing AC 2,000.00 + 1,140.00

carry over

1,637.59 1,502.41

Public Art AC 2,000.00 2,544.00 (544.00)

Seniors AC 2,000.00 + 1,000.00

carry over

3,285.61 (285.61)

Sports Hall of Fame Matching System - -

Waterfront SC 0 - -

Youth AC 2,000.00 0 2,000.00

Committee of

Adjustment/Property

Standards/Animal

Services

1,000.00 3,282.00 (2,282.00)

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Committee Vacancies Accessibility Advisory Committee – 5 Vacancies

Blackstock Recreation Committee – 2 Vacancies

Canada Day Advisory Committee – 0 Vacancies

Canada 150 Music Festival Advisory Committee – 1 Vacancy

Economic Development Advisory Committee – 0 Vacancies

Environmental Advisory Committee – 1 Vacancy

Grants Committee – 1 over capacity

Healthy Lake Scugog Steering Committee – 0 Vacancies

Heritage & Museum Advisory Committee – 0 Vacancies

Heritage Permit Sub Committee – 0 Vacancies

Housing Committee - 0 Vacancies

Public Art Committee – 0 Vacancies

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Vacancies Cont… Seniors Advisory Committee – 4 Vacancies

Sports Hall of Fame Committee – 1 Vacancy

Waterfront Steering Committee – 0 Vacancies

Youth Advisory Committee – 6 Vacancies

Committee of Adjustment – 1 Alternate required

Property Standards/Animal Services – 1 Alternate required

The Township last posted for Committee vacancies in

August of 2016.

Will post again in March 2017.

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Councillors Appointed to Each Committee

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Committee No. of Councillors Total Composition of

the Committee

Accessibility AC 1 11

Blackstock AC 1 8

Canada Day AC 2 8

Canada 150 Music Festival AC 3 8

Economic Development AC 2 9

Environmental AC 3 12

Grants Committee 2 6

Healthy Lake Scugog SC 2 20

Heritage & Museum AC 2 9

Councillors Appointed to Each Committee

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Committee No. of Councillors Total Composition of

the Committee

Heritage Permit Sub. 2 7

Housing AC 1 6-12

Public Art AC 1 6

Seniors AC 1 11

Sports Hall of Fame 1 9

Waterfront SC 3 6

Youth AC 2 11

Committee of

Adjustment/Property

Standards/Animal Services

0 3 + 1 Alternate

Steps taken for each Committee Meeting

Create the Agenda

Description – Review the past Minutes and bring forward

any unresolved matters.

In January prepare the Work Plan Report to be reviewed

by the Committee and submit to Council.

Time Taken (Approx.)

2 - 3 hours of staff time. This includes emails from

members and Chair of the Committee and phone calls.

When work plans are being submitted, add 3 - 4 hours

more staff time.

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Cont…

13

Send the Agenda to the Chair

Description – This needs to be done 1 week prior to the

meeting.

Convert documents to adobe, scan and send the agenda

and supporting documents to the Chair for review.

Make changes, as necessary.

Time Taken (Approx.)

1 – 2 hours of staff time. This includes emails sent to and

from the Chair for direction.

13

Cont…

Send the Agenda to the Committee

Description –This needs to be done 48 hours prior to the

meeting.

Request that the members respond if they are NOT able to

attend – will need this information to meet quorum.

Send the agenda to the Mayors Assistant as well as any

other staff members, as requested.

Time Taken (Approx.)

1 – 2 hours of staff time. This includes phone calls to

members who may not have email.

14

Cont…

Post Agenda

Description – Post agenda and supporting documents on

the website.

Must combine all the files in adobe and do an Accessibility

format check.

Check website to make sure the files have uploaded

correctly.

Time Taken (Approx.)

1/2 – 1 hour of staff time.

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Cont…

Prepare the Materials

Description – Prepare the materials for Council and

Committee including the agenda and supporting

documents.

Print a copy of the previous meetings minutes (cardstock)

for the Chair to sign (as long as there are no

amendments).

Time Taken (Approx.)

1/2 – 1 hour of staff time.

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Cont…

Prepare the Recording Minutes

Description – Prepare the recording minutes template, this

will make the finalizing process more efficient and staff can

continue to meet deadlines for GP&A and Council.

Time Taken (Approx.)

2 – 3 hours of staff time.

17

Cont…

Attend the Meeting

Description – Record the Minutes and provide any support

where needed.

Host the election of the Chair and Vice Chair.

A minimum of 2 staff members usually attend the meeting

(recording secretary and staff liaison).

Time taken (Approx.)

3 – 4 hours of staff time (1-2 staff members).

Attend the meeting ½ hour before to set up and ½ hour

after to take down / clean up.

18

Cont…

Prepare the Draft Minutes

Description – Finalize and format the draft Minutes.

Run the Accessibility format check.

Time Taken (Approx.)

2 - 3 hours of staff time.

19

Cont…

Send the Minutes to the Chair

Description – Send the Minutes to the chair for approval.

Make changes as needed.

Complete Minutes/Recommendations before submission

deadline for the GP&A agenda.

Time Taken (Approx.)

1 – 2 hours of staff time.

20

Cont…

Website

Description – Post the draft Minutes on the website with

the draft watermark on.

Once the Chair has signed the hard copy of the Minutes

remove the watermark and repost to the website.

Time Taken (Approx.)

1 hour of staff time (once all steps have been completed).

21

Cont…

Laserfiche

Description – All agendas are scanned into Laserfiche in

their appropriate files.

File in the basement when complete.

Time Taken (Approx.)

1 hour of staff time (once all steps have been completed).

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Cont…

Total Staff Time for each Committee Meeting

It takes staff approximately 15 to 23 hours from the

beginning stages of an agenda until the final stages of

the Minutes.

Note: there may be multiple staff that attend the

committee meeting (committee coordinator, staff

liaison etc.).

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Conclusion/Next Steps

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Identify Efficiencies

Review the Terms of Reference for each Committee

including whether the committee has met its mandate.

Update the Terms of Reference so that they are uniform

(to the extent possible).

Identify ways to reduce staff time spent on Committees.

Evaluate the number of Committees of Council, their

effectiveness and staffs ability to support each of them.

Review Council representation on the Committees.

Ask each committee to identify efficiencies.

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Thank You

John Paul Newman, Director

of Corporate Services / Clerk

905-985-7346 ext. 119 email: jnewman@scugog.ca