LONG POINT REGION CONSERVATION AUTHORITY
FULL AUTHORITY MINUTES
MARCH 13, 2008
(as approved at Annual Meeting held April 4, 2008)
Members and staff in attendance: R. Sackrider, B. Sloat, P. Ens, P. Black, S. Lamb, L. Chanda, L. Bartlett, R. Geysens, J. Hunt and P. Lee.
Staff in attendance: C. Evanitski, R. Faber, B. Bravener, D. Holmes, J. Robertson and D. McLachlan.
Regrets: B. Baskerville
The LPRCA Chair called the meeting to order at 1:01 pm Thursday, March 13th, 2008 in the LPRCA Hay Creek office Boardroom.
ADDITIONAL AGENDA ITEMS
None.
DISCLOSURES OF INTEREST
None recorded.
DEPUTATION: BERNIE SOLYMAR WITH WORLD BIOSPHERE PRESENTATION
B. Solymar, President, Long Point World Biosphere, provided the Board with a Power Point presentation on the significance and impact on receiving a “World Biosphere” designation. Discussion included questions on how expanding the Biosphere designation is applied for, how many trees have been planted as a result of a partnership between the Long Point World Biosphere, LPRCA and OPG, as well as, what the impact of such a designation would be on abutting landowners and land-use practices. Mr. Solymar indicated that while the designation does not impact or restrict landowners and their land practices, letters of support are required by all concerned parties to adjust the boundaries of the Biosphere. Board members asked if there are any restrictions on the Conservation Authority. B. Solymar replied that there would be no impact on LPRCA to manage their lands and forests as they see fit. He added that the designation was an opportunity to showcase the area. Members asked if there was any current LPRCA property within the Biosphere. Staff replied that they were only in the zone of influence. Members asked for a staff report.
MOTION A – 16moved by P. Black, seconded by L. Chanda and carried that the presentation by B. Solymar regarding expanding the Long Point World Biosphere designation be received as information and that LPRCA prepare a full report for the Board’s consideration.
minutes of previous meetings
MOTION A - 17 moved by J. Hunt, seconded by P. Lee and carried that the minutes of the Full Authority’s Regular Meeting held February 6th, 2008 be adopted as circulated.
BUSINESS ARISING FROM THE MINUTES
None.
REVIEW OF COMMITTEE MINUTES
MOTION A - 18 moved by L. Bartlett, seconded by B. Sloat and carried that the minutes from the Backus Advisory Board meetings of December 17th, 2007 and January 16th, 2008 be received for information.
CORRESPONDENCE
MOTION A – 19moved by S. Lamb, seconded by J. Hunt and carried that correspondence outlined in the Full Authority Agenda of March 13th, 2008 be received as information.
PLANNING
FILL, CONSRUCTION APPLICATIONS
B. Bravener reported on 15 fill, construction and alteration to waterways permits.
Members asked about activities on Big Creek, Tillsonburg Golf Course expansion and work in Port Ryerse.
NEW BUSINESS
GENERAL MANAGER’S REPORT
C. Evanitski reported that it has been a very busy month with the budget and source water protection. He and the Chair attended numerous meetings. No questions were forthcoming.
TREE MARKING PRESCRIPTION/OPERATING PLAN
D. Holmes presented a tree marking prescription/operating plan for the De VOS Tract on Concession 13 north of Langton. Thirty to 40% of the timber is hickory and this is to help with the regeneration and propagation of hickory. Members asked if there is a market for hickory and what is it used for. Staff replied there is a market and that the wood is used for veneer, palettes and soft grade lumber.
MOTION A- 20 moved by P. Lee, seconded by S. Lamb and carried that the Full Authority approves the tree marking prescription/operating plan for the De VOS Tract for 2007/2008.
LPRCA WATERSHED CONDITIONS UPDATE
B. Bravener stated that the stream levels seem stable. A snow survey was conducted and there is two to three inches of water equivalent in the snow pack. She said the hope is for a slow melt. Members asked and were assured that monitoring of local harbour conditions was on-going.
FOUNDATION FUNDRAISER-MARCH 29
J. Robertson thanked all who bought and sold tickets and to keep selling those last few days. Members asked if there were many donations. J. Robertson said that both donations and ticket sales were going well.
SOURCE WATER PROTECTION OPEN HOUSES
J. Robertson also announced that the SWP Open Houses for March 18th and 25th have been cancelled for the time-being.
MOTION A – 21 moved by S. Lamb, seconded by B. Sloat and carried that, the Full Authority of the LPRCA does now enter into an “In Camera” session to discuss personnel matters about an identifiable individual, including Conservation Authority employees; a proposed or pending acquisition or disposition of land by the Conservation Authority; and advice that is subject to solicitor-client privilege, including communications necessary for that purpose.
IN – CAMERA SESSION
There being matters to discuss In-Camera.
MOTION A – 23 moved by P. Black, seconded by S. Lamb and carried, that the Full Authority of the LPRCA does now adjourn from the “In Camera” session.
The meeting resumed at 1:20pm and staff member L. Paulson joined the table.
LPRCA’s 2008 BUDGET
R. Faber reviewed the operating and capital budget information including changes regarding 2007 Corporate Services restructuring costs, as well as, the added gypsy moth spray program, which will be taken from reserves. Staff noted concerns regarding reserve levels even with the proposed levy request. P. Black asked where the funds come from for land purchases. He thought they were traditionally through donations. D. Holmes responded that both fundraising and reserves have been utilized. B. Sloat noted that we do not have a Forest Management Reserve fund, just a general reserve fund that R. Faber and staff are trying to address.
R. Geysens wanted to know how we pay for the pickups and lawnmowers. D. Holmes responded that they come from levy. R. Geysens noted that a few years ago LPRCA only had $400,000 in reserves and wanted to know how the CA functioned then. He noted that the Board in the past had discussed drawing down and depleting reserves, but had managed to increase reserves. R. Faber replied that LPRCA reserves increased in 2005 and 2007 due to unanticipated additional forestry revenues. He noted LPRCA had an extra $400 000 in revenue over those two years but that the CA should not count on those level of forestry revenuesdue to pest threats and economic conditions. R. Geysens asked how LPRCA used those extra funds. R. Faber replied that they went to reserves and covered operating deficits.
R. Geysens wanted to know the projected revenue stream for the planning department from permit applications and where they are reflected in the budget. C. Evanitski noted it is reflected in Planning at $30 000. R. Geysens asked how LPRCA’s campground user fees compared to the private sector. R. Faber noted that we increased some fees by up to 3% this year while other user fees did not change. D. Holmes responded that our fees are in line with local CAs. From the last survey, LPRCA was in the top part of the middle of the pack in terms of fees.
R. Geysens asked where LPRCA could save. R. Faber noted that we need to maintain existing service levels and that the best place to start, if the Board wanted to cut the Budget and the total Municipal Levy, would be the Capital Budget. LPRCA’s current Budget reflects the minimum requirements for operations.
R. Geysens said that he stated from the very beginning of this budget process that he was against the 10% increase. He has since changed his mind and will support a 10% increase only. Everyone agrees that LPRCA needs to work toward sustainability but NorfolkCounty has asked its members to turn down this budget. B. Sloat said this budget should be supported, and that the strategic planning process will deal with the issues regarding user fees or if LPRCA should even be involved with parks. He noted that LPRCA cannot take this much out of reserves and be viable in 10 months, adding that action is required today to move the CA towards sustainability.
In response to a question from B. Sloat regarding deleting the Wellington Park Project in the Capital Budget and the impact on Norfolk,R. Faber said that if we removethe WellingtonPark project from the budget, Norfolk’stotal municipal levy would be reduced to less thana 10% increase. C. Evanitski corrected that we could defer the WellingtonPark project for a year. R. Geysens said that Norfolk has a problem with the operating amounts. Norfolk is prepared to pay for the capital projects but not operations. B. Sloat reminded R. Geysens that NorfolkCounty would be happy with a 10% levy increase and that his suggestion would result in the same bottom line. R. Faber noted that the Conservation Act does not distinguish between operating and capital as far as the total Municipal Levy is concerned, only the apportionment of costs for the total levy. J. Hunt said Norfolk Council mentioned the Backus and WellingtonPark projects and that the argument was about percentages. They were prepared to go with 10%. L. Bartlett, P. Ens and S. Lamb were asked if they had any comments but all declined.
P. Lee felt that there would be hard feelings if this budget passed and wanted a motion after the vote to go back to councils to follow-up and present another case.
L. Bartlett said that at HaldimandCounty they ask the question ‘Are you getting value for your dollars?’ He thinks that the answer to that question throughout the whole region is, “Yes.” P. Black in responding to P. Lee asked that everyone understand where NorfolkCounty is coming from. This was a big shock after they thought it was going to be a 10% increase. He said LPRCA needs to work with municipalities to find revenue and this needs to happen after this budget.
L. Chanda asked how many municipalities does LPRCA receive levy dollars from. He said there cannot be a different protocol for every one of those areas. R. Sackrider mentioned that there are eight municipalities. B. Sloat agreed that we need better communication between the LPRCA and the municipalities, suggesting a meeting once or twice a year after the strategic planning session. C. Evanitski responded that the Strategic Plan is a work in progress and that LPRCA staff is already preparing visits in September to our member municipalities since there is no full authority meeting that month. P. Black said that the idea of a staff liaison meeting with representatives was mentioned years ago but did not go over well. R. Geysens stated that NorfolkCounty’s position is that they are prepared to support the original request of a 10% increase.
R. Sackrider asked if everyone was finished with their comments as he had a few to make. He understands the important work the counties do but wonders if they understand the important work that CA’s do. Taxpayers are going to have to give up something in the future and each individual knows what they find acceptable and unacceptable. He listed some things in his County that he felt were unacceptable. He also noted that John Ford, NorfolkCounty’s Treasurer/Manager of Financial Services, has reviewed LPRCA’s budget and said the CA is moving in a responsible direction with the proposed budget.
After R. Sackrider finished B. Sloat asked for an amended motion regarding the budget to defer the dredging of WellingtonPark in order to reduce NorfolkCounty’s portion to a 10% increase. R. Geysens said that he cannot support the amended motion and thought that the budget was to be approved at the AGM. C. Evanitski responded that the Municipalities have been sent our budget requirements and had been given the 30 days to respond which is why the March meeting was moved from its original date. P. Black asked for a recorded vote on the amendment.
MOTION A - 24 moved by B. Sloat, seconded by L. Bartlett and defeated that the Full Authority of the LPRCA defer the Norfolk County Wellington Park Project at a full cost of $160 000 to bring the Norfolk levy down to the Norfolk Council approved 10% levy increase and amend the municipal levy by $80 000 affecting Norfolk County.
L. Bartlettyes
P. Blackno
L. Chandayes
P. Ensno
R. Geysensno
J. Hunt no
Sam Lambyes
P. Leeno
R. Sackrideryes
B. Sloatyes
MOTION A - 25 moved by B. Sloat, seconded by S. Lamb and carried that the LPRCA approves:
a)the 2008 Current Budget for LPRCA in the amount of $2,967,350, requiring a Municipal Levy in the amount of $886,476 and representing an increase of 38%, or $2.40 per capita, and;
b)the 2008 Capital Budget for LPRCA in the amount of $1,003,500, requiring a Municipal Levy of $200,000, and;
c)increases in users fees as set out in Appendix 3, and;
d)a net drawdown for the Unrestricted Reserve in the amount of $280,486, and;
e)that the General Manager report back to the Board, via the Building Committee, on the possible sources of financing, the Building options and a workplan for managing the completion of a new/renovated Administration Building.
L. Bartlettyes
P. Blackno
L. Chandayes
P. Ens (Bayham)yes
P. Ens (Malahide)yes
R. Geysensno
J. Hunt no
Sam Lambyes
P. Lee (Oxford)no
P. Lee (Brant)yes
R. Sackrideryes
B. Sloatyes
2007 OPERATING RESULTS AND AUDIT COMMITTEE REPORT
R. Faber did a quick overview of the operating results. P. Black reported on the Audit committee meeting of March 7th. He felt that it was a productive meeting with the committee members asking a lot of questions of the auditors. The main issue to come up was the large increase in auditor fees. The committee recommends requesting an RFP to secure a new 5-year audit contract.
MOTION A – 26 moved by B. Sloat, seconded by L. Bartlett and carried, that the Full Authority of the LPRCA issues a Request for Proposals (RFP) for its Audit Services for a 5-year period if possible starting with the 2008 season.
The Chairman adjourned the meeting at 3:30pm.
Ron SackriderDana McLachlan
ChairmanAdministrative Assistant
FULL AUTHORITY COMMITTEE MEMBERS
Leroy Bartlett, Peter Black, Larry Chanda, Paul Ens, Roger Geysens,
John Hunt, Sam Lamb, Pat Lee, Ron Sackrider, Harry Sloat
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