Grey Sauble Conservation Authority. Minutes Full Authority Board of Directors Wednesday, December 14th, :30 p.m.

Transcription

1 Grey Sauble Conservation Authority Minutes Full Authority Board of Directors Wednesday, December 14th, :30 p.m. The Grey Sauble Conservation Authority Board of Directors meeting was held at the Grey Sauble Conservation Authority Administration Centre located on Inglis Falls Road. 1. Call to Order Chair Hibma called the meeting to order. Directors Present Dick Hibma, Judy Gay, Harley Greenfield, Ross Herron, Peter Lemon, Bob Lennox, Terry McKay, and Mike Poetker Directors Absent Dave Clarke, Michael Martin, and Paul McKenzie Staff Present - John Cottrill, Doreen Robinson, Terry Belton, John Bittorf, Gloria Dangerfield, Chris Hachey, Marg Johnston, Anne Lennox, Krista McKee, Andy Sorensen, and Sarah Stephenson Media Present - none 2. Approval of Agenda Motion No.: Moved by: Terry McKay FA Seconded by: Bob Lennox THAT the Grey Sauble Conservation Authority Board of Directors approve the agenda of December 14 th, 2011, with the addition of the following items: Under Item #7 Business Items f) Administration, add #5) Purchasing Policy For Vehicles Under Item #10 Other Business add the following items d) Biennial Committee Minutes; e) Forestry Minutes; f) Joint Health and Safety Minutes; and g) Schedule for Board of Directors 2012 Meetings;

2 Page Two 3. Disclosure of Pecuniary Interest The Directors were reminded to disclose any pecuniary interest that may arise during the course of the meeting. No disclosures of pecuniary interest were expressed at this time. 4. Approval of Minutes a) Full Authority November 9 th, 2011 Motion No: Moved by: Judy Gay FA Seconded by: Ross Herron THAT the Grey Sauble Conservation Authority Board of Directors approve the Full Authority minutes of November 9 th, 2011, with the following amendment: Motion No.: FA the Seconder of this motion should be listed as: Mike Poetker b) Arboretum Alliance November 8 th, 2011 Motion No.: Moved by: Peter Lemon FA Seconded by: Mike Poetker THAT the Grey Sauble Conservation Authority Board of Directors approve the Inglis Falls Arboretum Alliance minutes of November 8 th, Business Out of Minutes nothing at this time 6. Correspondence nothing at this time 7. Business Items a) Water Management nothing at this time

3 Page Three b) Environmental Planning Motion No.: Moved by: Harley Greenfield FA Seconded by: Mike Poetker THAT the list of permits under Ontario Regulation 151/06 Development, Interference with Wetlands and Alterations to Shorelines and Watercourses Regulation, for the period November 1 st, 2011, to December 2 nd, 2011, be approved by the Full Authority Board of Directors. c) Lands Update nothing at this time d) Forestry, Fish, and Wildlife nothing at this time e) Communications/Public Relations nothing at this time f) Administration 1) Receipts and Expenses November 2011 Motion No.: Moved by: Terry McKay FA Seconded by: Ross Herron THAT the Grey Sauble Conservation Authority Board of Directors approve the receipts and expenses for November ) Draft 2012 Budget The Directors and staff reviewed the first draft of the 2012 Budget. Discussion was held on various items listed in the budget including Watershed Monitoring, Equipment Replacement, Assessment Increase, Reserve Accounts, and SWOOP. This draft represents a 6% increase in municipal levy based in part on less money being used from the Forestry Reserve. The budget was tabled with further discussion to be held at the January 11 th, 2012, meeting.

4 Page Four 3) Signing Officers Revised Grey Sauble Conservation s current policy on signing officers is listed below: 43. The signing officers of the Authority shall be the Authority Chair and the Authority Chief Administrative Officer (CAO). The third signing officer shall be the Authority Vice Chair, who shall act in the absence of the Authority Chair. The fourth signing officer shall be the Director of Operations who shall act in the absence of the CAO. Payroll cheques shall require the signature of only one of the four signing officers, usually the CAO or the Director of Operations. With the retirement of the Director of Operations, the list of signing officers needs updated. In order to cover off during holidays, it is recommended that three staff members be authorized as signing officers. With respect to payroll transfers, the Bank Auditors have recommended a revision to the wording to state that any two of the five signing officers be authorized to sign on behalf of the Authority. Based on this recommendation, the new paragraph would read as follows: 43. The signing officers of the Authority shall be the Chair, the Vice Chair, the Chief Administrative Officer, the Lands Management Coordinator, and the Community Relations Coordinator. Payroll cheques shall require the signature of only one of the signing officers, usually the CAO. Other cheques are normally signed by the Chair and the CAO. In the absence of either or both, any two of the five signing officers can sign on behalf of the Authority. Motion No.: Moved by: Terry McKay FA Seconded by: Harley Greenfield THAT the Grey Sauble Conservation Authority Board of Directors support the following proposed changes to the list of signing officers for the Authority The signing officers of the Authority shall be the Chair, the Vice Chair, the Chief Administrative Officer, the Lands Management Coordinator, and the Community Relations Coordinator. Payroll cheques shall require the signature of only one of the signing officers, usually the CAO. Other cheques are normally signed by the Chair and the CAO. In the absence of either or both, any two of the five signing officers can sign on behalf of the Authority.

5 Page Five 4) Year End Summary This item was deferred until the January meeting. 5) Purchasing Policy for Vehicles On a regular basis, the Grey Sauble Conservation Authority acquires vehicles and large equipment in order to carry out our projects and to fulfill our mandate. This is normally a large part of our discretionary spending. As part of the 2012 budget, we are proposing to replace the 2002 Malibu ($22,000.) and the 1985 dump truck ($70,000.). Given the increasing financial pressures on our member municipalities, we are exploring options to help reduce our annual costs of operations. At present we purchase new vehicles when required, or rent vehicles to meet short term needs, primarily in our Forestry program. For example, we normally rent a truck for four to six weeks, and two tractors for tree planting for four to eight weeks. Senior staff met in early December to discuss our fleet needs. It was agreed that the Authority should explore the purchase of used vehicles in an effort to reduce our capital costs. Options: Purchase New: Large up-front costs, but hopefully less initial maintenance costs. Purchase Used: Lower cost, but may have greater maintenance costs over time. Rent : On a short-term basis, trucks and tractors are rented. This requirement will remain. The Directors discussed with staff that when obtaining prices for the purchase of used vehicles, to consider each purchase on a case by case basis, taking into consideration the age of the vehicle, the condition, and the kilometres, with the upset limit being 75% of the price of a new vehicle. Motion No.: Moved by: Harley Greenfield FA Seconded by: Judy Gay THAT the Grey Sauble Conservation Authority Board of Directors authorize staff to purchase used vehicles at auction, with guidelines related to the age of the vehicle and mileage, with an upset purchase price of 75% of the cost of a new vehicle; AND FURTHER, THAT with respect to the replacement of the dump truck, it is recommended that a smaller truck be purchased capable of pulling a trailer, with the truck being purchased at auction as well; AND FURTHER, THAT Grey Sauble Conservation Authority staff continue to rent vehicles such as trucks and tractors on a short term basis, but seek prices early in the new year and receive competitive quotes to ensure the best prices.

6 Page Six 8. In Camera Items - nothing at this time 9. Chairman s Repot Since the last Grey Sauble Conservation Authority Board of Directors meeting, Dick has attended the A.D. Latornell Symposium 3 days at keynote speakers and breakout sessions covering a variety of topics. On the afternoon of Friday, November 18 th, Dick attended a meet and greet reception at the Ministry of Agriculture offices in Guelph to meet Minister Ted McMeekin. On December 5 th there was a Conservation Ontario meeting followed by a 45 minute meeting with the Minister of Natural Resources, Michael Gravelle at Queen s Park. The meeting was well received, but no promises due to budget constraints. The following meetings were attended by Dick: December 6 th - Volunteer Appreciation Night, December 7 th Biennial Planning Committee, and December 12 th - Joint Forestry Committee. Later this afternoon, Dick will be joining the Foundation Directors for their meeting. 10. Other Business a) Staff Minutes November 23 rd, 2011 b) Grey Sauble Conservation Foundation October 19 th, 2011 c) Drinking Water Source Protection Report nothing at this time Bob Lennox left the meeting at 2:55 p.m. d) Biennial Committee Minutes December 7 th, 2011 e) Grey Bruce Forestry Minutes November 25 th, 2010 f) Joint Health and Safety Committee December 8 th, 2011 g) Schedule for 2012 Board of Directors meetings The meeting schedule for 2012 will be the second Wednesday of the month at 1:15 p.m. h) Next Meeting Wednesday, January 11 th, 2012, at 1:15 p.m. 11. Adjournment On motion by Judy Gay, the meeting adjourned at 3:00 p.m. Dick Hibma, Chairman Doreen Robinson, Administrative Assistant