Grand River Conservation Authority Minutes - Annual General Meeting

Date: February 22, 2019 Time: 9:30 am Location: Auditorium Grand River Conservation Authority 400 Clyde Road, Box 729 Cambridge, ON N1R 5W6

Members Present Les Armstrong, Bruce Banbury, Robert Bell, Don Brunk, Brian Coleman, Bernie Corbett, Jim Erb, Susan Foxton, Guy Gardhouse, Joan Gatward, Rodrigo Goller, Michael Harris, Daniel Lawrence, Geoff Lorentz, Cindy Lunau, Ian MacRae, Kathryn McGarry, Jane Mitchell, David Neumann, Joe Nowak, Vic Prendergast, George Stojanovic, Warren Stauch, Bruce Whale, Chris White Members Regrets Helen Jowett Staff Karen Armstrong, Dave Bennett, Dwight Boyd, Nancy Davy, Joe Farwell, Sonja Radoja, Tracey Ryan, George Sousa, Lisa Stocco, Sara Wilbur, Pam Walther-Mabee, Krista Bunn, Cameron Linwood, Eowyn Spencer, Nathan Munn, Melissa Larion, Kayleigh Keighan, Scott Robertson Others John Brennan (Town of Erin), Sandy Shantz (Township of Woolwich), James Seeley (Township of Puslinch), Jaime Tellier (Hamilton Conservation Authority), Lisa Burnside (Hamilton Conservation Authority), Kevin Davis (City of Brantford) Divya Softa (University of Waterloo), Bryan May (MP Cambridge), Marwan Tabbara (MP Kitchener-South Hespeler)

1. Call to Order

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C.White assumed the Chair and called the meeting to order at 9:32 a.m.

2. Roll Call and Certification of Quorum – 13 Members constitute a quorum (1/2 of Members appointed by participating Municipalities)

The Secretary-Treasurer called the roll and certified a quorum with 23 Members present. A total of 25 Members attended the meeting.

3. Chair’s Remarks

• The Chair welcomed special guests, board members and staff to the 2019 Annual General Meeting of the Grand River Conservation Authority. • The Chair also welcomed some past members who have completed their terms with this board. The members present received a photo plaque in recognition of their service. • Sandy Shantz, Mayor of the Township of Woolwich and Region of Waterloo Councillor. Sandy sat for one term on the GRCA board from 2014-2018. • Cindy Lunau, former Town of Milton Councillor and Halton Region representative on this board from 2015 to 2018. • Also recognized for their service but unable to attend today are: • Elizabeth Clarke • Fred Morison • Pat Salter • Shirley Simons • George Wicke • Mike Salisbury • Kirk McElwain • Wayne Roth • The Chair thanked past board members for their hard work and dedication throughout their years of service. The GRCA wishes you all the best in the future! • The 2019 Heritage Day event was a great success and the Chair thanked Melissa Larion and GRCA staff for their part in organizing another successful event, David Neumann for his role as the master of ceremonies, and Mr. Warren Stauch for organizing. The Chair also thanked board members who attended the event.

4. Review of Agenda

19-23 Moved By Susan Foxton Seconded By Les Armstrong

THAT the agenda for the Annual General Meeting of February 22, 2019, be approved as circulated.

Carried

5. Declarations of Pecuniary Interest

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There were no declarations of pecuniary interests made in relation to the matters to be dealt with.

6. Minutes of the Previous Meeting

19-24 Moved By Michael Harris Seconded By Bernie Corbett

THAT the minutes of the General Membership Meeting of January 25, 2019, be approved as circulated.

Carried

7. Business Arising from Previous Minutes

There was no business arising from the minutes of the previous meeting.

8. Hearing of Delegations

There were no Delegations.

9. Presentations

There were no Presentations.

10. Correspondence

There was no correspondence.

11. 1st and 2nd Reading of By-Laws

None.

12. Reports:

12.1 GM-02-19-27 - Current Watershed Conditions

• D.Boyd provided a PowerPoint presentation highlighting the conditions that led up to the melt event of February 4 and 5, flood messages issued during the event, and the use of the ice breaker in Port Maitland to help reduce the flood risk at the mouth of the river. B.Corbett expressed his thanks for the use of the ice breaker in reducing the impact to residents in and around Port Maitland. • D.Boyd also provided an update on the jet fuel spill near Mill Creek noting that the cleanup is underway and that cleanup and remediation costs are borne by the jet fuel carrier. GRCA staff are assessing the impact at Shade's Mill reservoir and are keeping GRCA's insurer informed as necessary J.Mitchell and J.Erb joined the meeting at 9:40 a.m.

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19-25 Moved By Brian Coleman Seconded By Jane Mitchell

THAT Report Number GM-02-19-24 – Current Watershed Conditions as of February 13, 2019, be received as information.

Carried

12.2 GM-02-19-25 - Grand River Watershed Flood Warning System

19-26 Moved By Kathryn McGarry Seconded By Susan Foxton

THAT Report Number GM-02-19-25 – Grand River Watershed Flood Warning System be received as information.

Carried

12.3 GM-02-19-26 - Cannabis Consumption in Conservation Areas

19-27 Moved By Joan Gatward Seconded By Guy Gardhouse

THAT Report Number GM-02-19-26 – Cannabis Consumption in Conservation Areas be received as information.

Carried

12.4 GM-02-19-22 - Proposed Amendment to the Growth Plan for the Greater Golden Horseshoe

• B.Corbett asked about development in the upper Grand and its potential effect on the river and if flow tests are being conducted in that area. D.Boyd noted that as floodplain mapping and hydrology models are updated a better understanding of the flows will become apparent

19-28 Moved By Vic Prendergast Seconded By Warren Stauch

THAT Report Number GM-02-19-22 – Proposed Amendment to the Growth Plan for the Greater Golden Horseshoe, 2017 (ERO Posting #013-4504) be received for information;

AND THAT Grand River Conservation Authority Report GM-02-19-22 be submitted to the province through the Environmental Registry.

Carried

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12.5 GM-02-19-20 - Afforestation Services 2019

19-29 Moved By Jane Mitchell Seconded By Joan Gatward

THAT the Grand River Conservation Authority award individual contracts for 2019 afforestation services to Bartram Woodlands Ltd. in the amount of $35,900.00, Brinkman & Associates Reforestation Ltd in the amount of $82,654.00, and Black River Tree Planting in the amount of $36,505.00 (excluding taxes).

Carried

12.6 GM-02-19-21 - HEC-HMS Hydrology Modelling Software Contract

• J.Gatward asked if similar models would also use US army corps software and inquired if the Canadian army has its own similar product. D.Boyd responded that he would need to look into that information, but the US model was chosen because it includes a well-adapted suite of tools ideal for the GRCA 19-30 Moved By Susan Foxton Seconded By Brian Coleman

THAT the Grand River Conservation Authority enter into a contract with Resource Management Associates to complete enhancements to the US Army Corps HEC-HMS hydrology modeling software in the amount of $48,300 USD.

Carried

12.7 GM-02-19-23 - General Membership Composition

• The Chair called on members to volunteer to participate on the ad hoc committee to review the composition of the General Membership and noted that the Chair and Vice-Chair would also sit on the committee • The following members will comprise the General Membership Composition review committee: H.Jowett (Chair), C.White (Vice-Chair), G.Stojanovic, S.Foxton, J.Mitchell, G.Lorentz, and V.Prendergast 19-31 Moved By Brian Coleman Seconded By Les Armstrong

THAT Report Number GM-02-19-23 – General Membership Composition be received for information;

AND THAT an ad hoc committee be struck to review General Membership Composition.

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Carried

12.8 GM-02-19-15 - Cash and Investment Status

19-32 Moved By Susan Foxton Seconded By Bruce Banbury

THAT Report Number GM-02-19-15 Cash and Investment Status – January 2019 be received as information.

Carried

12.9 GM-02-19-17 - Financial Summary

19-33 Moved By Joe Nowak Seconded By Bernie Corbett

THAT the Financial Summary for the period ending January 31, 2019 be approved.

Carried

12.10 GM-02-19-16 - Weighted Voting 2019

19-34 Moved By Jane Mitchell Seconded By Susan Foxton

THAT Report Number GM-02-19-16 – Weighted Voting – 2019 Budget and General Levy be received as information.

Carried

12.11 GM-02-19-19 - Budget 2019

• The Chair noted that Board members had received two handouts, an updated Summary Reserves sheet that replaces page 55 of the public agenda package and the second was related to notes disclosure to the audited statements. S.Radoja reviewed a presentation on the budget. • S.Foxton asked about funding options for potential future tenting issues on GRCA properties. J.Farwell said that a full time property position has been included in the 2019 budget and should relieve some of the staffing pressure the GRCA faced last summer in regard to responding to tenting issues. It is still an ongoing issue and GRCA staff continue to collaborate with partner agencies. J.Farwell will bring a report to the board next month, and will include updates as appropriate in the CAO's reports of future meetings. • G.Stojanovic noted that he will be voting against the 2019 budget due to concerns over the Hamilton levy apportionment. Mr. Stojanovic added that he

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is supportive of the work that GRCA does and looks forward to a review of legislation at the provincial level to consider the fairness of levy apportionments for future years. • See 14.4 for recommendation

13. Committee of the Whole

Not required.

14. General Business

There was no General Business.

14.1 GM-02-19-18 - Report of the Audit Committee

19-35 Moved By Jane Mitchell Seconded By Warren Stauch

THAT Report Number GM-02-19-18 - Report of the Audit Committee of the Grand River Conservation Authority be received, approved and attached to the minutes of this meeting.

Carried

14.2 Approval of Financial Statements and Report of the Auditor

• S.Radoja reminded Board members that a handout was circulated of a 2018 segmented information sheet which replaces page 132 of the public agenda package. • B.Corbett asked about how asset management is handled by the GRCA and how we compare to peer groups. S.Radoja responded that a formal process is not required by legislation. J.Farwell added that the question was also raised by the Audit committee and that staff will review the municipal approach and current GRCA practices. Information will be brought to a future board meeting.

19-36 Moved By David Neumann Seconded By Guy Gardhouse

THAT the Financial Statements of Grand River Conservation Authority as at December 31, 2018, and the Report of the Auditors thereon be received, approved and placed on file;

AND THAT copies be made available to all member municipalities, Grand River Conservation Authority Members and the Ontario Ministry of Natural Resources and Forestry.

Carried

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14.3 Appointment of Auditors

19-37 Moved By Brian Coleman Seconded By Kathryn McGarry

THAT KPMG Chartered Professional Accountants are appointed as Grand River Conservation Authority Auditors for the year ended December 31, 2019, at a fee not to exceed $ 36,900.00.

Carried

14.4 Presentation of Budget for Current Year

19-38 Moved By Susan Foxton Seconded By Geoff Lorentz

THAT the 2019 Budget of Grand River Conservation Authority of $35,270,468 be approved; AND THAT the member municipalities be assessed for payment of: Matching Levy: $871,073 Non-Matching Levy: $9,714,927 Capital Levy: $1,050,000 Total General Levy: $11,636,000 AND THAT each member municipality’s share of the 2019 General Levy be calculated using “Modified Current Value Assessment”.

Member Municipality/Group Weight Absent Present In Favour Opposed

Les Armstrong Region of Waterloo 5.0% 5.0% 5.0% James Erb Region of Waterloo 5.0% 5.0% 5.0% Sue Foxton Region of Waterloo 5.0% 5.0% 5.0% Michael Harris Region of Waterloo 5.0% 5.0% 5.0% Helen Jowett Region of Waterloo 5.0% 5.0% 0.0% Geoff Lorentz Region of Waterloo 5.0% 5.0% 5.0% Kathryn McGarry Region of Waterloo 5.0% 5.0% 5.0% Jane Mitchell Region of Waterloo 5.0% 5.0% 5.0% Joe Nowak Region of Waterloo 5.0% 5.0% 5.0% Warren Stauch Region of Waterloo 5.0% 5.0% 5.0% Bernie Corbett Haldimand & Norfolk Counties 0.9% 0.9% 0.9% Daniel Lawrence Haldimand & Norfolk Counties 0.9% 0.9% 0.9% Cindy Lunau Region of Halton 2.3% 2.3% 2.3% George Stojanovic City of Hamilton 12.5% 12.5% 12.5% Bruce Banbury County of Oxford 0.8% 0.8% 0.8% David Neumann City of Brantford 3.8% 3.8% 3.8%

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Member Municipality/Group Weight Absent Present In Favour Opposed

Vic Prendergast City of Brantford 3.8% 3.8% 3.8% Bob Bell City of Guelph 6.9% 6.9% 6.9% Rodrigo Goller City of Guelph 6.9% 6.9% 6.9% Guy Gardhouse Group 1: 1.0% 1.0% 1.0% Bruce Whale Group 2: 1.3% 1.3% 1.3% Don Brunk Group 3: 0.4% 0.4% 0.4% Ian MacRae Twp of Ctr Wellington 2.6% 2.6% 2.6% Chris White Group 5: 3.1% 3.1% 3.1% Brian Coleman County of Brant 1.4% 1.4% 1.4% Joan Gatward County of Brant 1.4% 1.4% 1.4% 100.0% 5.0% 95.0% 82.5% 12.5%

Weighted Vote Result 86.8%

Carried

14.5 Provision for Borrowing (Pending Receipt of Municipal Levies)

19-39 Moved By Guy Gardhouse Seconded By Susan Foxton

WHEREAS it may be necessary for Grand River Conservation Authority (hereinafter called the “Authority”) to borrow money, on an interim basis, to meet the Authority’s financial obligations while awaiting payment of levies by participating municipalities designated as such under The Conservation Authorities Act, RSO 1990 (hereinafter called “Participating Municipalities”);

THEREFORE BE IT RESOLVED:

THAT the Authority be authorized to borrow, on an interim basis, a sum or sums not exceeding in the aggregate One Million Dollars ($1,000,000) from the Authority’s bank at the said bank’s minimum lending rate established from time to time, until the Authority has received payment of levies from Participating Municipalities;

AND THAT the Chair or Vice-Chair together with the Chief Administrative Officer or Secretary-Treasurer of the Authority be and they are hereby authorized to execute for and on behalf of the Authority, a promissory note or notes for the sum to be borrowed pursuant to this Resolution and to affix thereto the corporate seal of the Authority;

AND THAT the amount borrowed pursuant to this Resolution, together with interest thereon, be a charge upon the whole of the money received or to be received by the Authority by way of levies collected from Participating Municipalities when such moneys are received;

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AND THAT the Chair or Vice-Chair or the Chief Administrative Officer or Secretary-Treasurer of the Authority be and is hereby authorized and directed to apply, in payment of the moneys borrowed pursuant to this Resolution together with interest thereon, all of the moneys received by the Authority by way of levies collected from Participating Municipalities.

Carried

15. Appointments to Committees

15.1 Appointment of Audit Committee

• The Chair requested current Audit committee members to indicate if they would continue to participate on the committee. D.Neumann confirmed he will not sit on the committee this year. • R.Goller volunteered to sit on the Audit Committee

19-40 Moved By Warren Stauch Seconded By Rodrigo Goller

THAT the following Members be appointed to the Audit Committee until the next Annual General Meeting: H.Jowett (Chair), C.White (Vice-Chair), G.Gardhouse, J.Mitchell, B.Coleman, V.Prendergast, and R.Goller.

Carried

15.2 Appointment of Special Recognition Committee

• The Chair requested current Special Recognition Committee members to indicate if they would continue to participate on the committee. • J.Mitchell and V.Prendergast volunteered to sit on the committee

19-41 Moved By Les Armstrong Seconded By Kathryn McGarry

THAT the following Members be appointed to the Special Recognition Committee until the next Annual General Meeting: H.Jowett (Chair), C.White (Vice-Chair), S.Foxton, W.Stauch, J.Mitchell, and V.Prendergast.

Carried

15.3 Appointment of Conservation Ontario Council Representatives

19-42 Moved By Susan Foxton Seconded By Vic Prendergast

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THAT the Chair and the Chief Administrative Officer be appointed as Members of Conservation Ontario Council;

AND THAT the Deputy Chief Administrative Officer and Secretary Treasurer be appointed as an Alternate Member of Conservation Ontario Council.

Carried

16. 3rd Reading of By-Laws

None.

17. Other Business

• W.Stauch extended thanks to GRCA staff members, board members, organizers and sponsors for the highly successful 22nd annual Heritage Day event held at the Sanderson Centre in Brantford on February 15, 2019. • L.Armstrong invited members to the Township of Wilmot's celebration of Heritage day at the New Dundee Community Centre on February 23, 2019. • J.Mitchell requested information regarding the individual parks passes. D.Bennett responded saying that the individual passes are not compatible with the automatic gates, and noted that GRCA staff implemented a public notification and information process over the past year to ensure the change was shared with members of the public in a timely fashion. • D.Neumann added his thanks for the planning and organizing of the Heritage day event. • C.White invited members to attend a tour of the GRCA Control Room following the meeting.

18. Closed Meeting

Not required.

19. Next Meetings

• General Membership - March 22, 2019, at 9:30 a.m. • Joint GRCA & GRCF Special Recognition Committee - March 22, 2019 following General Membership • General Membership Composition Review - At the call of the Chair

20. Adjourn

The meeting was adjourned at 10:37 a.m.

19-43 Moved By Kathryn McGarry Seconded By Bruce Whale

THAT the General Membership Meeting be adjourned.

Carried

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21. Grand River Source Protection Committee Meeting (if required)

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Chair

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Secretary-Treasurer

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