SAUGEEN VALLEY CONSERVATION AUTHORITY cnn ten nein MINUTES _ ETT MEETING: Board f Directors DATE: Thursday, September 24,2015, ‘me: 10-000" tocation: ‘Administration Offic, Formosa conn: Luke Charbonneau DIRECTORS PRESENT: Robert fucke, Maureen Couture, Barbara Dobreen, Bian Gamble, Wf Gamble, Dan Gerustak, Stewart Haida, Dan Ker, Steve McCabe, Sue Paterson, Mike Smith, Andrew White DIRECTORS ABSENT, WITH REGRET: John Eccles, Kevin Eccles ‘OTHERS PRESENT: ‘Wayne Brohman, General Manager/Secretary Treasurer Gary Senior, Sr Manager, Flood Warning & Land Management aura Molson, Manager, Accounting Jim Penner, Manager, Forestry nk Downing. Manager, Environmental Planning & Regubtions Shannon Wood, Manager, Communications Les Mekay, Manager, Information Technology ‘AlLeach, Saugeen Valle Children’s Safety Vilage “ance Hogan, Recording Secretary Member ofthe Press Chair Luke Charbonneau called the meeting to order at 10:03am, 1. ADOPTION OF AGENDA MOTION 1615-51 Moved by Dan Kerr ‘Seconded by Barbara Dobreen THAT the agenda be adopted as presente. carved2 oF iNT No persons declared a pecunlary Interest relative to any item on the agenda, a INUTES OF BOARD OF DI - ns ‘MoTION n615-52 Moved by Stewart Halliday ‘Seconded by Sue Paterson ‘THAT the minutes ofthe Board of Directors meeting, held on July 23,2015, be adopted as circulated carried 4, MATTERS ARISING FROM THE MINUTES ‘There were no mater asng from the minutes 5. CORRESPONDENCE Letter from the Ministry ofthe Enviconment & Climate Change offering congatuationson updated Source Protection plans & revised assessment reports was noted and file. Letter from Maitiand Valley Conservation Authorty announcing the 016 international Plowing Match to be held Sept 20 24, 2016, e was noted that page 2 ofthis letter had been omitted rem the Board Package and was now being presented tothe Board. MVCA\s requesting that SYCA contribute $5000 towards the IPM and that they provide assistance instafing the display tent. The General ‘Manoger/Secretary-Treasure explained that this amount had been submitted as an tem inthe proposed 2016 Budget. This letter was noted and fled. 6 2046 Budget Review ‘copy ofthe proposed draft 2016 Budget i appended to the office copy ofthese minutes. “The General Manager/Secretary- Treasurer reviewed SVCA sources of funding and exphined the caeultions for determining General Levy percentages Laura Molson was called upon to explain the yearend projections and proposed budget forthe ‘Administration Department. She explained there were no significant pension or other payrol cost changes expected. There were no questions from the Directors. Cary Senior reviewed the budget for the Flood Warning Department. He noted thatthe staff travel expenses were due t having eleven Flood Warning gauges across the watershed and each one had tobe maintained, He also nated that these gauges contributed to telephone costs. Mr. Senor pointed out that ‘there were two new categories inthe department budget: Software Reserve, and Software expense. He explained that there were plans to hire a coop student to research software optionsGary Senior reviewed the budget for Property Management and explained thet this department included the two shop building. There were no questions frm the Directors. Gary Senior reviewed the budget forthe Captal Property Management Deparment. He explained that ‘this department incided minor iprovernent to infrastructure ofthe campgrounds and some non revenue parks operations. He explained that future projects were budgeted kased onthe probability of the projects requiring tobe done. He pointed out thatthe Campground improvernents were paid for by the Saugeen Parks Reserves. Jo-Anne Harbinson was called into the meeting to discuss the budget for Water Projets Maintenance & Stewardship. The director had some questions regarding the source of funding for some of the projets {and Jo-Anne explained that funding came from MNAF Grants and Special Levy Jo-Anne Harbinson reviewed the budget for Water Quality. She tol the Board that SVC pays for fteen ‘oftwentynine surface water sites. There were questions from the Board regarding this service and ‘whether twas overtapping with Source Water Protection or other agencies. she indicated that SVCA only does water testing in ares nt being done by others. {tk Downing was called upon to review the budget forthe Planing and Regulations Department. He explained that most ofthe expenses were salar base, but also included staf travel. He explained tht there were plans to increaze staff development costs. The Directors inquired about the legal fees and Mr. Downing explained that usualy the amount aloted has been adequate. The General Manager/Secretary ‘Treasure clrfied that there isa separate eserve for legal fees. The Directors also questioned Ifthe ‘budget for this department reflected a zolition to the backlog of applications. The GM/ST explained that the Action tems chart had few dolar value tems. Oan Giruszak offered congratulations to Mr. Downing ‘on the amount of work that has been accomplished inthe past yar Les Mekay wa called into the meeting to review the budget for Information Technology & GIS. He sid ‘thatthe budget numbers were similar othove of last year. He told the Board that each workstation was ‘ona schedule tobe updated every thee years. He also informed the Board that he was working with the ‘General Manager/Secretay-Treasurer andthe Manager of Environmental Planning & Regulations to {develo anew fe tracking system fr the Planning & Regulation Department. There were no questions ‘rom the Directors. ‘Shannon Wood was called into the meeting to review the budgets forthe Communications Department and the Education Department. She explained tothe Directors the ol ofthe Communications Department, which incuded publching brochure and media materials, advertising, and applying for rans, She alo dicuseed the different programs tht the Education departnentdelvers including the \WREN program and the DEER program. The diectors inquired about the Soil Media atte, and she ‘explained that SVCA was being promoted on Facebook nd Twit. “The Gonarat Menager/Secretary-Treasurer reviewed the budget for Agvcutra Lands. He noted that there was an expected surplus of $5000 for 2015 which would be deposited into the Reserv account. ‘After discussion regarding the purpose of SVC holding agricultural lands, the Directors suggested that the Property and Building Committe review tis matter and make recommendations to the Board of Directors.‘The GM/S-T reviewed the budget for Rental Property which comprises the house at Sulphur Spring. He ‘explained thatthe projected improverent for 2015 was because ithad been assumed thatthe tenant was {ning to move out 3d Rental Revere had been adlusted, ‘The GM/S-T reviewed the Now Revenue Parks Budget. There were no questions frm the Directors, “The GM/S-T reviewed the Budgets forthe Revenue Parks. He pointed out tha salaries from the Durham Conservation Area were over budget because there had been another Superirtendent hire transtonaly a: the current Superintendent i retiring. He also pointed out that the lus Conservation Areas ‘expected to havea small surplus in 2015 due toa large group event. He remiaded the Board that revenue {rom the park is weather dependent. There was discussion regarding the prftablty ofthe parks and an urgency to find solutions tothe problem oflow revenues sim Penner reviewed the Budget forthe Forestry Department. He noted that more marketing was planned for autumn to continue to create revenues. He also told the Board that two more properties had been add this year which effects the property tax costs, but that next year shouldbe reduced to reflect ‘the 75% MFTIF reduction that SVCA receives. Jim Penner discussed the Budget fr the Grey Bruce Forestry Services. He ponte out that extra advertising had to be done since interest in the EAB program appears tobe doven. He explained that ‘other agencies ae now lensed to perform the same treatment which has caused revenues for SVCA to be lower. Jim Penner reviewed the Motor Poo! Budget He told the Board that in 2015 2 new pickup truck had been ‘acquired. He pointed out that SVCA owns an aging 1989 tractor and 1963 fot tis proposed to sll the tractor and float and use the proceeds to purchase an Argo all-terrain vehicle. The budget provides forthe purchase of small dump truck and trailer which ito be pald fr from the Forestry Reserve and Vehicle Replacement Reserve, ‘lunch break was called at 12:18pm. The meeting was called back toorderat 12:53, ‘The GM/S-T reviewed the Budget fr Capital - Water and expand that funding fortis department is {rom MNREF and Special Levy, There were no questions fom the Directors, “The Directors requested that a review ofthe schedule of Reserve Fund balances be added tothe agends {forthe nest scheduled Board of Directors meeting. _After discussion regarding various items in the 2016 Proposed Budget the following motion was made: MOTION 4615-53 ‘Moved by Dan Kerr Seconded by Steve McCabe ‘THAT the September 24, 2015 version ofthe 2016 Draft Budget be approvedin principle as presented, and further; “THAT staf be authorized to forward the Draft Budget to the Authority's watershed municipalities for 330 ay review. Carried7. PLANNING & REGULATIONS ACTION ITEMS “The GM/S-T reviewed the Planning & Regulations Action items chart andpolnted out that several ofthe items were complete, He tld th Board that the pry the File Tracking system which is curenthy being developed. He highlight item #11 [conversion of paper files to dial form] and explained that 2 part ime person willneed tobe hired to scan fle documents. This postion has been advertised. 8. PLANNING & REGULATIONS CUSTOMER SURVEY ‘The GM/S" presented the proposed Planning & Regulations Customer Survey that has been developed at the request ofthe Board of Directors. Janice Hagan demonstrated how the survey would work usingthe online platform Survey Monkey and showed the Board the diferent reports that could be printed. Aer Aiscuston the Board directed the GM/S-T to make the suggested changes tothe questions and choose the Select level of pricing at an annual cost of $228, ‘Al Leach active at the meeting at 1:52pm, 9. SAUGEEN VALLEY cus VILAGE ‘The GM/S-T reviewed the backeound on the SVCSV proposal to lease property and buldings atthe Sulphur Spring CA. He presented the Draft Lease tothe Board and reviewed the various changes that had been made. Dan Kerr tld the Board that the Building & Property Committe had recommended othe Board of Directors thatthe Draft Lease be approved as amended. Mr. Brohman tld the Board that there ‘were plans to renovate the basement ofthe Resource Centre for us by the Foundation. MOTION #615-54 Moved by Dan Kere Seconded by Wif Gamble “THAT the Board of Directors approve the draft lease agreement between Saugeen Valley Conservation ‘Authority nd the Saugeen Valley Children’ Safety Vilage 2s amended, and further ‘THAT the Board of Directors autiorizes the Chair ofthe Board of Directors and the General Manager/Secretary. Treasurer t sign lease under the same terms & conditions s the DRAFT lease 3s amended and further ‘THAT the ial lease agreement be presented tothe Board atthe next scheduled Board of Directors meeting. carried ‘The Chair extended best wishesto the SVCSV as they proceed withthe new projec. ALeach thanked the ‘Board fr working with SVCSV to attain the agreement. ‘Me. Leach left the meeting 2:15pm.10, BRUCE COUNTY MOAVOFFICIAL PLAN REVIEWS, “The GM/S-T reviewed the history of the MOA that SCA, MVCA, GSCA and the Count of Bruce had signed |n2006. He reported that the purpose of the agreement sto describe the framework within which SVCA, IMVCA, and GSCA wil provide planning act application review and technical clearance services tothe ‘County. There was a question a to whether or not this is a required mandate ofthe Conservation Authority. After discussion the Board of Directors recommended that this topic be addressed athe next scheduled Board meeting, “Acoffee break was called at 2:40pm. Dan Kerr Steve McCabe and Sue Paterson lft the meeting, (Chair Luke Charbonneau cle the meeting back to order at 2:50pm, 1, CONSERVATION. f PA ‘The GM/S- told the Boardthat Conservation Ontario had prepared a draft response to the MARE Discusion Paper and that hey had highlighted four ke points where changes were pending: Governance, Funding Mechanisms, Role: & Responsibilities and Other Areas of Interest. Ar discussion the Board directed The GM/S" to submit a response to MARE 12, NEW BUSINESS “The Chair related an emall of complain received by Director Sue Paterson. This emai appended to the office copy ofthese minutes. He encouraged others to share Issues pertaining to SVCA wit the Board {or discussion ‘Dan Gierustak commended Mr. Brohman and Mr. Downing for their efforts in organizing the Mipping \Wirking Group Committee. He passed on regards from members of the Town of Brockton Bulg Department and encourased other member municipalities to get involved in this projec. ‘There being no further business, the meeting adjourned at 3:26pm on motion of Maureen Couture. ‘luke Charbonneau anes Hagar chair Recording Secretary