LONG POINT REGION CONSERVATION AUTHORITY Annual General Meeting Friday, March 5, 2021, 1:30 PM Zoom Virtual Meeting The meeting will be conducted via a video conference Members of the public may view the livestream at the following link: https://bit.ly/lprcayoutube 1. Welcome and Call to Order – Michael Columbus, Chair Agenda Page 2. Declaration of Conflicts of Interest 3. Additional Agenda Items 4. Minutes of the Previous Meeting: a) Board of Directors Meeting of February 3, 2021 Pg 1-5 5. Business Arising from Previous Minutes 6. Chair’s Remarks for 2020 (M. Columbus) 7. Audit & Finance Committee (D. Beres) a) Draft Minutes of February 19, 2021 Pg 6-9 b) 2020 Audited Financial Statements Pg 10-33 c) Audit Findings Report Pg 34-38 d) Approval of Auditors for 2021 8. Notice of Formal Motions (M. Columbus) Pg 39 a) Designate LPRCA Signing Officers b) Borrowing Resolution c) Designate Conservation Ontario Council Representatives d) Lee Brown Marsh Management Committee Member Remuneration Resolution 9. 2020 Committee Reports: a) 2020 Annual Report (J. Maxwell) Pg 40-59 10. Stewardship Award Presentation to Mr. Mike O’Dwyer (M. Columbus) 11. Roger Geysens Service Recognition (M. Columbus) 12. Service Awards Presentation (J. Maxwell) 13. Development Applications: a) Staff-approved applications (B. Hodi) Pg 60-64 b) New Applications (B. Hodi) Pg 65-67 14. New Business: a) Ecological Survey for Selected LPRCA Properties (J. Maxwell) Pg 68-69 b) Timber Tender LP-336-21 Harris-Floyd – Block 2 (J. Maxwell) Pg 70-71 c) Vehicle Tender (A. LeDuc) Pg 72-73 d) 2021 Spring Restoration Tender (B. Hodi) Pg 74 e) Waterford North Conservation Area Phase 3 Electrical Tender Pg 75-76 (J. Maxwell) 15. Adjournment LONG POINT REGION CONSERVATION AUTHORITY Board of Directors Virtual Meeting Minutes of February 3, 2021 Members in attendance: Dave Beres, Robert Chambers, Michael Columbus, Valerie Donnell, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten and Peter Ypma Staff in attendance: Judy Maxwell, Aaron LeDuc, Ben Hodi, Debbie Thain, Zachary Cox and Dana McLachlan. Regrets: Kristal Chopp and Ken Hewitt 1. Welcome and Call to Order The chair called the meeting to order at 6:30 p.m., Wednesday, February 3, 2021. 2. Additional Agenda Items There were no additional agenda items. 3. Declaration of Conflicts of Interest None were declared. 4. Deputations There were no deputations. 5. Minutes of the Previous Meeting a) Board of Directors Meeting of January 13, 2021 There were no questions or comments. A-17/21 Moved by R. Chambers Seconded by P. Ypma That the minutes of the Board of Directors Meeting held January 13, 2021 be adopted as circulated. CARRIED 6. Business Arising There was no business arising. FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma Agenda Page 1 7. Review of Committee Minutes There were no committee meeting minutes for review. 8. Correspondence There was no correspondence for review. 9. Development Applications a) Staff Approved applications Staff approved 13 applications since the last meeting January 13, 2021. Due to the continued high lake levels, shoreline protection upgrades, and raising and floodproofing dwellings and cottages continued to be completed within the watershed. LPRCA- 258/20, LPRCA-259/20, LPRCA-260/20, LPRCA-274/20, LPRCA-1/21, LPRCA-3/21, LPRCA-4/21, LPRCA-6/21, LPRCA-7/21, LPRCA-8/21, LPRCA-9/21, LPRCA-10/21 and LPRCA-11/21. All of the staff approved applications met the requirements as set out in Section 28 of the Conservation Authorities Act. A-18/21 Moved by D. Beres Seconded by V. Donnell That the LPRCA Board of Directors receives the Staff Approved Section 28 Regulation Applications report dated February 3, 2021 as information. CARRIED b) New applications The Planning Department staff recommended two applications for approval. A-19/21 Moved by J. Scholten Seconded by T. Masschaele THAT the LPRCA Board of Directors approves the following Development Applications contained within the background section of this report: A. For Work under Section 28 Regulations, Development, Interference with Wetlands & Alterations to Shorelines and Watercourses Regulations (R.R.O. 1990 Reg. 178/06), FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma Agenda Page 2 LPRCA-2/21 LPRCA-12/21 B. That the designated officers of LPRCA be authorized to complete the approval process for this Development Application, as far as it relates to LPRCA’s mandate and related Regulations. CARRIED 10. New Business a) General Manager’s Report J. Maxwell provided an overview of operations and ongoing projects.. Staff received notification that the two National Disaster Mitigation Program (NDMP) projects submitted by LPRCA have advanced to the next stage of review. The proposed projects are the Lake Erie Flood Damage Reduction Project and the Port Dover and Simcoe Two-Zone Concept for Floodplain Management. The Chair requested an update on the site changes at Waterford North and Deer Creek conservation areas. Phase 3 electrical and water upgrades at Waterford North will be tendered shortly. Electrical upgrades were completed at Deer Creek and ten sites have been converted to premium seasonal sites. To date, an additional 16 seasonal sites have been booked across the five campgrounds. A-20/21 Moved by V. Donnell Seconded by I. Rabbitts That the LPRCA Board of Directors receives the General Manager’s Report for January 2021 as information. CARRIED b) Years of Service Recognition There are four staff and two Board Members who reached service milestones in 2020. They will be recognized at the 2021 Annual General Meeting, March 5, 2021. A-21/21 Moved by J. Scholten Seconded by P. Ypma THAT the Years of Service Recognition Report be received as information, CARRIED FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma Agenda Page 3 c) Timber Tender LP-333-21 Tarcza-Roberts-Hird Block 2 Two bids were received by the deadline and the winning bid was over the expected bid range. Staff recommended the tender be awarded to the highest bidder. A-22/21 Moved by I. Rabbitts Seconded by D. Beres THAT the LPRCA Board of Directors accepts the tender submitted by Townsend Lumber Inc. for marked standing timber at the Tarzca-Roberts-Hird – Block #2 – LP- 333-21 for a total tendered price of $83,275.00. CARRIED d) 2021 Gypsy Moth Aerial Spray Program Staff surveyed 32 LPRCA forest tracts and identified Gypsy moth egg masses to be severe at all but one property. Gypsy moths feed on the leaves and weaken trees. Outbreaks generally occur in a 7-10 year cycle. Board support was requested to undertake an aerial spray program on a total of 3,555 acres at 14 of the most severe properties with a biological product called Bacillus thuringiensis (Btk). The last spray program occurred in 2008 in which 1,686 acres were sprayed with good results. Future spraying will be considered at budget time. J. Scholten left the meeting at 7:10 p.m. A-23/21 Moved by V. Donnell Seconded by P. Ypma THAT the LPRCA Board of Directors supports a Gypsy Moth Aerial Spray Control Program in 2021 for specific forest tracts; And; That the LPRCA Board of Directors authorizes the use of funds from the unrestricted reserve to a maximum of $100,000 for spraying LPRCA’s properties; And; That the LPRCA Board of Directors approves contracting of Zimmer Air Services for the spray program. CARRIED FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma Agenda Page 4 14. Adjournment The Chair adjourned the meeting at 7:20 p.m. _________________________________ ______________________________ Michael Columbus Dana McLachlan Chair Administrative Assistant FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma Agenda Page 5 LONG POINT REGION CONSERVATION AUTHORITY Audit and Finance Committee Virtual Meeting Minutes of February 19, 2021 Members in attendance: Dave Beres, Michael Columbus, Ken Hewitt and John Scholten Staff in attendance: Judy Maxwell, Aaron LeDuc, Zachary Cox and Dana McLachlan. MNP Auditors in attendance: Ashley Didone and Ray Mile Regrets: V. Donnell, 1. The meeting was called to order by Chair D. Beres at 9:30am. 2. Additional Agenda Items None 3. Declaration of Conflicts of Interest None recorded. 4. Election of Chair and Vice-Chair The positions of Chair and Vice-Chair were declared vacant. M. Columbus nominated D. Beres for Chair. No other nominations were received. AUD–1/21 Moved by J. Scholten Seconded by M. Columbus THAT the nominations for the LPRCA Audit and Finance Committee Chair be closed. CARRIED Dave Beres was declared the Audit and Finance Committee Chair for 2021. M. Columbus nominated V. Donnell for Vice-Chair. No other nominations were received. AUD–2/21 Moved by M. Columbus Seconded by J. Scholten THAT the nominations for the LPRCA Audit and Finance Committee Vice-Chair be closed. CARRIED Valerie Donnell was declared the Audit and Finance Committee Vice-Chair for 2021. AUDIT COMMITTEE MEMBERS Dave Beres, Michael Columbus, Valerie Donnell, Ken Hewitt, John Scholten Agenda Page 6 5. Minutes of the Previous Meeting None B. BUSINESS ARISING None C. NEW BUSINESS 1. Presentation of the Draft 2020 Audited Financial Statements - MNP Staff introduced Ashley Didone and Ray Mile of MNP who reviewed the financial statements.