Grand River Conservation Authority
Agenda - Annual General Meeting

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Hybrid Meeting of the General Membership
GRCA Administration Centre
Zoom Virtual Meeting

  • Recommendation:

    ​THAT the agenda for the Annual General Meeting be approved as circulated.

  • Recommendation:

    ​THAT the minutes of the General Membership Meeting of January 24, 2025 be approved as circulated.

  • Recommendation:

    THAT Correspondence from HFH Inc regarding delays in GRCA permitting processes, and from the Waterloo Federation of Agriculture regarding public appointments from the agriculture sector be received as information.

  • Recommendation:

    THAT the Chair’s Report be received as information.

  • Recommendation:

    THAT Report Number GM-02-25-15 – Conservation Services Update be received as information.

  • Recommendation:

    THAT Report Number GM-02-25-16– Cash and Investment Status – January 2025 be received as information.

  • Recommendation:

    THAT the Financial Summary for the period ending January 31, 2025 be approved.

  • Recommendation:

    THAT the Grand River Conservation Authority award the 2025 contract for hand planting of seedlings to Brinkman Reforestation Ltd. in the amount of $102,700.00 (excluding HST) and a total budget of $118,105.00 (excluding HST) be approved;

    AND THAT the Grand River Conservation Authority award the 2025 contract for hand planting of tall stock to Black River Tree Planting Inc. in the amount of $59,625.00 (excluding HST) and a total budget of $68,568.75 (excluding HST) be approved.

  • Recommendation:

    THAT the Grand River Conservation Authority extends the current agreement with Wasteco for an additional 2-year term to provide refuse/waste collection and recycling bin services for GRCA’s Conservation Areas, Administration Centre, and Nature Centres for the estimated total of $230,015.54 (excluding HST).

  • Recommendation:

    THAT the Grand River Conservation Authority award the contract for the supply and delivery of gasoline and fuel to Suncor Energy Products Partnership, for a term of five (5) years starting March 1, 2025, and ending February 28, 2030, for the estimated total of $747,145.81 (excluding HST) with the option to renew for three (3) additional one (1) year periods.

  • Recommendation:

    THAT the Grand River Conservation Authority (GRCA) award the contract for the septic tank pumping and disposal to Egger Enviro. Ltd. And Weber Environmental Services, for a term of three (3) years starting April 1, 2025, and ending March 31, 2028, for the estimated total of $223,213.21(excluding HST).

  • Recommendation:

    THAT the Grand River Conservation Authority (GRCA) award the contract for the supply and delivery of campfire wood to McWood Products Inc., for a term of three (3) years starting April 1, 2025 and ending March 30, 2028 for the estimated total of $676,080.00 (excluding HST).

  • Recommendation:

    THAT Report Number GM-02-25-19 – Current Watershed Conditions as of February 18, 2025 be received as information.

  • Recommendation:

    THAT the Chair’s Report of the Audit Committee be received and approved.

  • Recommendation:

    THAT the Terms of Reference for the Audit Committee dated November 22, 2024 be approved and implemented with the updated approval date of February 28, 2025.

  • Recommendation:

    THAT the Gauge Reserve be increased by $75,000.

  • Recommendation:

    THAT Grand River Conservation Authority staff be directed to develop and present to the General Membership, within a reasonable timeframe, a Whistleblower Policy with respect to financial controls, and a system of key performance indicators for the organization as a whole.

  • Recommendation:

    THAT the Audit Committee recommend to the General Membership that the Financial Statements of Grand River Conservation Authority as at December 31, 2024 and the Report of the Auditors thereon be received and approved; 

    AND THAT the Audited Financial Statements be circulated to all Grand River watershed participating municipalities, posted on the Grand River Conservation Authority website, and submitted to the Ministry of Natural Resources.

  • Recommendation:

    THAT KPMG Chartered Professional Accountants, Licensed Public Accountants, be appointed as Auditors for the Grand River Conservation Authority for the year ending December 31, 2025 at a fee not to exceed $52,800.

  • Recommendation:

    THAT the Grand River Conservation Authority 2025 Budget of $40,029,965 be approved.

  • Recommendation:

    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 apportionment 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 apportionment from Participating Municipalities;

    AND THAT the Chair or Vice-Chair together with the Chief Administrative Officer or Secretary-Treasurer of the Authority be and 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 apportionment collected from Participating Municipalities when such moneys are received;

    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 apportionment collected from Participating Municipalities.

  • Recommendation:

    THAT Grand River Conservation Authority Administrative By-law 1-2025 be confirmed.

Chair to call for current Members willing to remain for another term, and to call for interested volunteers from Board.

  • Recommendation:

    ​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.

  • Recommendation:

    ​THAT the Members enter into a Closed Meeting to discuss a confidential matter.

a.
Minutes of the previous closed session

 

20.

 

Regrets only to:
Office of the Chief Administrative Officer,  Phone: 519-621-2763 ext. 2200