CONSERVATION HALTON BOARD OF DIRECTORS MEETING MINUTES

Transcription

1 CONSERVATION HALTON BOARD OF DIRECTORS MEETING MINUTES A meeting of the Board of Directors was held on Thursday, April 25, 2013 beginning at 4:05 p.m. at Conservation Halton's Administration Office. Members Present: Absent with Regrets: Also Present: Keith Bird Cathy Duddeck Ian Dunlop Allan Elgar Stephen Gilmour Alan Johnston David Kentner Gord Krantz Bryan Lewis Cindy Lunau arrived 4:10 Sandra Morrison Daniela Schulze Gerry Smallegange John Taylor arrived 4:15 John Vice (Chair) Ed Wells Jean Williams Rick Malboeuf Mr. Matthew Betik, Audit Partner, KPMG LLP 2013 Draft Audited Financial Statements, December 31, 2012 Report #: CHBD New Canadian students who have been attending the New Canadian Stewardship Course Staff Present: Ken Phillips, CAO/Secretary-Treasurer Gene Matthews, Director, Conservation Lands Services Jenn Barbosa, Director, Human Resources Services Marnie Piggot, Director, Financial & Administration Services Jennifer Lawrence, Manager, Environmental Planning Services Ray Guther, Manager, Watershed Engineering Services Brenda Axon, Manager, Watershed Planning Services Jane DeVito, Environmental Planner Niall Lobley, Risk & Land Holdings Services Sean Durkin, Manager, Kelso/GE Sue Doherty, Manager, Financial Services Janet Tolton, Accounts Receivable Analyst Pauline Wozniakowski, Accounts Payable Analyst Olga Olszewski, Human Resources Generalist Norm Miller, Communications Advisor Charles Priddle, Watershed Permit Analyst Nathan Murray, Enforcement Officer Matt Howatt, Environmental Planning Technician Cory Patten, Marketing Coordinator Patricia Vickers, Recording Secretary 1

2 1. Roll Call & Mileage Welcome to Daniela Schulze who is the new Citizen Appointee for the City of Mississauga. 2. Acceptance of Agenda as distributed and amended. CHBD Moved by: David Kentner Alan Johnston THAT the Agenda be accepted as distributed and amended. 3. Approval of the Conservation Halton Board of Directors Minutes of March 21, 2013 as distributed. CHBD Moved by: Gerry Smallegange Gord Krantz THAT the Conservation Halton Board of Directors Minutes dated March 21, 2013 be approved as distributed. 4. Disclosure of Pecuniary Interest Daniela Schulze, Citizen Appointee, Mississauga declared a conflict with Item 9, Page 111, Report #: CHBD Presentation: Matthew Betik, Audit Partner, KPMG LLP presented the 2013 Draft Audited Financial Statements, Report #: CHBD Action Items 6.1 Draft Audited Financial Statements, December 31, 2012 Report #: CHBD CHBD Moved by: Gerry Smallegange Ed Wells THAT the Conservation Halton Board of Directors approve the Conservation Halton audited financial statements for the year ended December 31, 2012 as presented by KPMG; AND FURTHER THAT, the audited financial statements be forwarded to the Ministry of Natural Resources, Ontario Infrastructure and Lands Corporation, Bank of Nova Scotia and the watershed municipalities. 2

3 6.2 Financial Software Purchase Request for Proposal Report #: CHBD CHBD Moved by: Gerry Smallegange Ian Dunlop THAT the Conservation Halton Board of Directors approve the purchase of Microsoft GP financial software and Phase 1 implementation services provided by BDO Canada LLP at a total cost of $64, excluding taxes; AND FURTHER THAT $95,000 be added to the 2013 Capital Budget for the replacement of the financial software system including $30,000 for additional staffing resources that may be needed during the implementation and contingency fund; AND FURTHER THAT this project be funded by a transfer of $65,000 from Deferred Revenue Capital Projects Computer System Upgrades and by a $30,000 transfer from the Building and Equipment Reserve. 6.3 Glen Eden Groomer Purchase Award Report #: CHBD CHBD Moved by: Stephen Gilmour Cathy Duddeck THAT the Conservation Halton Board of Directors approve the staff report dated April 25, 2013 for the purchase of a Pisten Bully 400 Park Bully Pro Series Groomer for the purchase price of $367, HST included. 6.4 Earth Boring CPR Utilities Crossing Tender Award. RFT #CL13-13 Report #: CHBD Following further discussion, staff will provide an update to the Members responding to their questions regarding investigation of increasing the life span of the bore hole to 50 years and the engineering involved. CHBD Moved by: Stephen Gilmour David Kentner THAT the Conservation Halton Board of Directors approve the contract award of $128,000 (incl. HST) to Avertex Utility Solutions Inc. for the Earth Boring-CPR Utility Crossing contract in accordance with the Request for Tender #CL AND FURTHER THAT the Conservation Halton Board of Directors approve the additional potential expenditure of $28, for the waterline and/or $29, for the airline (incl. HST) under normal change order procedures should soil and rock conditions necessitate the installation of an upsized 30 borehole and casing. AND FURTHER THAT the Conservation Halton Board of Directors approve the additional potential expenditure of $40, for that portion of the project that exceeds the previous 2012/2013 capital snowmaking expenditure of $125,000 with said funds to be allocated from the Glen Eden Reserve fund. 3

4 6.5 Permits & Letters of Permission issued under Ontario Regulation 162/06 March 2, 2013 to April 5, 2013 Report #: CHBD CHBD Moved by: Jean Williams Sandra Morrison THAT the Conservation Halton Board of Directors approve the Permits and Letters of Permission issued by staff under Ontario Regulation 162/06 for the period of March 2, 2013 to April 5, 2013, as identified in the staff report dated April 25, Information Items 7.1 Budget Variance Report for the period ended March 31, 2013 Report #: CHBD CHBD Moved by: Cathy Duddeck Ian Dunlop THAT the Conservation Halton Board of Directors receive for information the staff report dated April 25, 2013 on the Budget Variance Report for the period ended March 31, Budget Variance Report, Glen Eden period ended March 31, 2013 Report #: CHBD CHBD Moved by: John Taylor Gerry Smallegange THAT the Conservation Halton Board of Directors receive for information the staff report dated April 25, 2013 on the Budget Variance Report, Glen Eden for the period ended March 31, Community Events and Outreach Summary 2012 Report #: CHBD CHBD Moved by: David Kentner Jean Williams THAT the Conservation Halton Board of Directors receive for information the staff report dated April 25, 2013, Community Events and Outreach Summary

5 Ken Phillips provided a presentation on Flooding Hazards in Downtown Milton and Changes to CH Policy in reference to Item 7.4., changes to the Interim Special Policy Area to a One Zone to meet Provincial requirements. 7.4 Interim Special Policy Area, Town of Milton CH File #: MPR 131; Report #: CHBD Directors provided a change to the recommendation and asked for a recorded vote. Following further discussion, it was: CHBD Moved by: Allan Elgar Gerry Smallegange THAT the Conservation Halton Board of Directors endorse the staff report dated April 25, 2013 regarding the Interim Special Policy Area in the Town of Milton, CH File: MPR 131, to be brought back to the August 08, 2013 Board meeting for final approval. For Against Abstain Absent Keith Bird Cindy Lunau Daniela Schulze Rick Malboeuf Cathy Duddeck Bryan Lewis Ian Dunlop David Kentner Allan Elgar Gord Krantz Stephen Gilmour Alan Johnston Sandra Morrison Gerry Smallegange John Taylor John Vice Edward Wells Jean Williams 8.0 In Camera Items The Chair requested Item 9, Page 111 of Report #: CHBD be separated from the report in order that Daniela Schulze could leave the room due to her Conflict of Interest. She returned to the room for the balance of the meeting and did not participate in the discussion or vote on this item. CHBD Moved by: Jean Williams Allan Elgar THAT the Conservation Halton Board of Directors convene In Camera. CHBD Moved by: Jean Williams Ed Wells THAT the Conservation Halton Board of Directors reconvene in public forum. 5

6 CHBD Moved by: Ian Dunlop Jean Williams THAT the Conservation Halton Board of Directors recommend the following Reports and Recommendations be hereby adopted as presented: 8.1a) Legal Issue - Report #: CHBD b) Legal Issue - Report #: CHBD c) Legal Issue - Report #: CHBD CAO/Division Updates Presentation provided by Brenda Axon, Manager, Watershed Planning Services on the Watershed Report Card. This presentation will also be provided to the area municipal councils Other Business Conservation Awards of Excellence June 13 th people in their area for nomination. and would encourage Directors to consider 11.0 Adjournment CHBD Moved by: Keith Bird THAT the Conservation Halton Board of Directors adjourn at 6:00 p.m. 6