Maitland Valley Conservation Working for a Healthy Environment! Board of Directors Meeting #7111 September 21, 2011 DIRECTORS PRESENT: Wilf Gamble, Deb Shewfelt, Dave Baker, Jim Campbell, Matt Duncan, Terry Fisk, Alison Lobb, Alvin McLellan, Ben Van Diepenbeek, Art Versteeg, Gordon Young STAFF PRESENT: OTHERS PRESENT: Phil Beard, General Manager/Secretary-Treasurer Dave Grummett, Director of Operations Jayne Thompson, Communications Coordinator Erin Dolmage, Community Education Techniciau Trace MacKay and Stephen Woeller, Appropriate Development The Board meeting was beld at the Galbraith Optimists Camp for Kids with a dinner served at 6:00 p.m. beforehand. 1. Call to Order The meeting was called to order by Wilf Gamble at 7:30 p.m. 2. Declaration of Pecuniary Interest Ben Van Diepenbeek had a pecuniary interest with an accounts payable cheque as it was for a project he and his son had completed. 3. Minutes The Minutes of the Board of Directors' meeting #6/11 held on June 15, 2011 had been circulated for review prior to the meeting. As the Board of Directors agreed with the Minutes, the following motion was made. Motion FA #70/11 Moved by: Deb Shewfelt Seconded bv: Alvin McLellan THAT the Minutes of the Board of Directors meeting #6/11 held on June 15,2011, be approved as circulated. Box 127, Wroxeter, ON NOG 2XO (519) 335~3557 Fax: (519) 335-3516 rnaitland@mvca.on.ca
4. Presentations a) Stephen Woeller and Trace Mackay from Appropriate Development Stephen and Trace gave a presentation on findings and recommendations regarding the potential for developing a Watershed Resiliency Fund and Nature Centre Building fundraising campaign. The following motion was made. Motion FA #71/11 Seconded bv: Matt Duncan THAT the fundraising committee meet to review the full report, and to bring back a report on follow up actions to the Board of Directors for Maitland Valley CA that incorporates the input of the Board of Directors for the Maitland Conservation Foundation. 5. Business Out of the Minutes None at this time. 6. Reports a) Chair's Report Wilf thanked the staff and Directors for helping to make the Maitland Valley en s 60'h anniversary celebration such a huge success. b) Directors' Reports Art Versteeg expressed concern over ATV's in the Gorrie Conservation Area and requested that signage be posted. c) Corporate Services i) Selection of Auditor for 2011-2013 Report #47111 was presented to the Board of Directors by Phil Beard to obtain approval from the Board of Directors on the selection of an Auditor for the MVCA. Motion FA #72/11 Seconded by: Ben Van Diepenbeek THAT Takalo & Burt, Chartered Accountants of Goderich, be approved as the MVCA's Auditor for the three year period of2011, 2012 and 2013 as per their RFP for Professional Audit Services of June 15,2011. 2
ii) Strategic Plan Update The Strategic Plan Update report for the month of September was reviewed by the Board. Additional information was requested on the number of people attending tours at the Scott Municipal Drain Project. Staff were also requested to let Director, Terry Fisk know ifthere are any MVCA meetings or events in his area. iii) RevenuelExpenditure Report Report #49/11 had been circulated to the Board of Directors for their information and approval. As the Directors agreed with the Report, the following motion was made. Motion FA #73/11 Moved by: Art Versteeg Seconded bv: Alvin McLellan THAT the Financial Reports for the months of June, July and August 2011 be accepted as presented; AND THAT accounts totaling $596,046.59 be approved as outlined in the appendix to Report #49111. iv) Budget Update: January - August Phil Beard presented Report #50111 to the Board of Directors for their information on the status of the budget as of August 31, 20 II and to identify and explain any variances within the budget. After reviewing the report the following motion was made. Motion FA #74/11 Moved by: Jim Campbell THAT Report #50111 be accepted as presented. Seconded by: Alison Lobb v) Conservation Ontario WilfGamble attended the June 27th Conservation Ontario meeting on behalf of the MVCA and presented Report #51/11 to the Board of Directors for their information highlighting some of the key issues and decisions from the meeting. vi) Staff Report A staff report for the Months of July, August and September 20 II had been circulated to the Board of Directors for their information. 3
vii) OMS Hearing Report #52/11 was presented to the Board of Directors by Phil Beard. The purpose of the report was to outline the proposed budget for providing ACW with expert witness support at the Ontario Municipal Board Hearing for an official plan and zoning bylaw amendment. After reviewing the report, the following motion was made. Motion FA #75/11 Seconded by: Art Versteeg THAT the MVCA Board of Directors add the ACW OMB Hem'ing Project to the MVCA's 2011 Budget and that a budget of$20,000 be set for this project with funding to be derived from working capital. viii) Office Hours Phil Beard presented Report #53/11 to the Board of Directors for their approval to close the front office at noon on the Friday before a long weekend. The following motion was made. Motion FA #76/11 Moved by: Jim Campbell Seconded by: Terry Fisk THAT the front office be closed at noon on the Friday before a long weekend as outlined in Report #53/11. (carded) ix) A.D. Latornell Symposium Report #54/11 was presented to the Board of Directors by Phil Beard. The purpose of this report was to determine if any of the Directors would like to attend this year's symposium. The following motion was then made. Motion FA #77/11 Moved by: Art Versteeg Seconded by: Jim Campbell THAT up to two directors attend the A.D. Latomell Symposium for up to three days each. 4
d) Flood Safety Services i) Proposed Amendments to Ontario Regulation 164/06 Phil Beard presented Report #56/11 to the Board of Directors. The purpose of the Report is to present the amendments as directed by the Ministry of Natural Resources to Section 28 of the Conservation Authority Act. TIle following motion was made by the Board. Motion FA #78/11 Moved by: Terrv Fisk Seconded by: Alison Lobb THAT the attached draft copy be approved by the Board of Directors using the following draft wording for a Board Resolution for adopting a proposed amended regulation: WHEREAS a local Conservation Authorities Act Section 28 'Development, Interference with Wetlands and Alterations to Shorelines and Watercourses Regulation' has been prepared in conformity of the provisions outlined in Section 28 of the Conservation Authorities Act and the amended Ontario Regulation 97104, and as per the eligible amendments identified by the Ministry of Natural Resources; THEREFORE BE IT RESOLVED THAT the Maitland Valley Conservation Authority adopts the proposed amendments to the subject regulation; AND THAT the said regulation proposal with eligible amendments be submitted to the Ministry of Natural Resources for review, posting on the Regulatory Registry, and depending on the results of the registry posting, for subsequent consideration of approval by the Minister of Natural Resources. ii) Permits Issued Phil presented Report #57/11 to the Board of Directors for their infonnation and approval. All permits issued by the Conservation Authority must be approved by the Directors. The Directors agreed with the Report, therefore the following motion was made. Motion FA #79/11 Moved by: Art Versteeg Seconded by:,jim Campbell THAT the Board of Directors approve the Development, Interference with Wetlands and Alteration to Shorelines and Watercourses (Ontario Regulation 164/06) permits issued as submitted with Report #57111. 5
7. Correspondence For Directors' Information andlor Direction i) Letter from Conservation Ontario to Honourable Tim Hudak, Leader of Progressive Conservative Party of Ontario (noted and filed) ii) Article from Rural Voice: Emerald Ash Borer (noted and filed) 8. Review of Meeting ObjectiveslFollownp ActionslNext Meeting: Wednesday, October 19,2011 or earlier at the call ofthe Chair The meeting objectives had been met which included: reviewing the findings and recommendations of the Fundraising Committee and Appropriate Development Ltd. regarding the MVCA and the MCF's proposed fundraising campaigns for the proposed Watershed Resiliency Fund and Nature Centre Building; to select an auditor for the next three years; to approve revisions to the MVCA's Development Regulation. 9. Adjonrnment The meeting adjourned at 9:20 p.m. by motion. Motion FA #80/11 THAT the meeting be adjourned. f~~ Chair c:b~p~~~ Jayne Thompson Communications Coordinator 6