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 27, 2023 be approved as circulated.

  • Recommendation:

    ​THAT Correspondence from Halton Region regarding their 2023 budget direction, and from Bev McIntyre regarding the 2023 Guelph Lake seasonal campsite fees and the related response from GRCA staff be received as information.

  • Recommendation:

    THAT the Grand River Conservation Authority Fee Schedule 2 - Conservation Areas be approved, amended, and implemented effective February 24, 2023

  • Recommendation:

    THAT the minutes of the GRCA Board Composition Review Committee held on February 10, 2023 be received as information.

  • Recommendation:

    THAT Report Number GM-02-23-18 – Current Watershed Conditions as of February 14, 2023 be received as information.

  • Recommendation:

    THAT the Grand River Conservation Authority award the 2023 contract for machine planting for seedlings to Bartram Woodlands Ltd. in the amount of $14,405.00 (excluding taxes) and a total budget of $16,565.75 (excluding taxes) be approved;

    AND THAT the Grand River Conservation Authority award the 2023 contract for hand planting for seedlings to Brinkman & Associates Ltd. in the amount of $111,105.00 (excluding taxes) and a total budget of $127,770.75 (excluding taxes) be approved;

    AND THAT the Grand River Conservation Authority award the 2023 contract for hand planting for tall stock to Tamarack Reforestation Inc. in the amount of $39,975.00 (excluding taxes) and a total budget of $45,971.25 (excluding taxes) be approved.

  • Recommendation:

    THAT the Grand River Conservation Authority purchase two 2023 John Deere model 4052R, tractors with cab and front loader from Premier Equipment Ltd. (Elmira) for a total amount of $149,334.34 (excluding HST).

  • Recommendation:

    THAT the Grand River Conservation Authority purchase one 2023 Ford F150 XL Supercrew 4x4 Hybrid ½ ton pickup truck for a total amount of $73,280.00 (excluding HST) from Parkway Ford Sales Ltd;

    AND THAT the Grand River Conservation Authority purchase one 2023 Ford Transit 350 medium roof van at a total cost of $66,495.00 (excluding HST) from Parkway Ford Sales Ltd.

    AND THAT the Grand River Conservation Authority purchase two 2023 Dodge 3500 4x4 pickup trucks for a total amount of $150,818.00 (excluding HST) from Blue Mountain Chrysler Ltd.

  • Recommendation:

    THAT the Grand River Conservation Authority award the tender for the 2023 road site preparation and surface treatment to Cornell Construction Limited of Brantford, Ontario up to the amount of $572,700.00 excluding HST;

    AND THAT a total project budget of $630,000.00 excluding HST be approved.

  • Recommendation:

    THAT Report Number GM-02-23-09 Cash and Investment Status – January 2023 be received as information.

  • Recommendation:

    THAT the Financial Statements for the period ending January 31, 2023 be approved.

  • Recommendation:

    THAT the Report of the Audit Committee of the Grand River Conservation Authority be received and approved.

  • Recommendation:

    THAT the Terms of Reference for the Audit Committee dated February 25, 2022 be approved and implemented with the approval date of February 24, 2023.

  • Recommendation:

    THAT the Gauge Reserve be increased by $45,000;

    AND THAT the Forestry Reserve be increased by $70,000;

    AND THAT the Master Plans Reserve by increased by $90,000

    AND THAT the Nature Centre Reserves be increased by $35,000 to be distributed equally between the App’s, Guelph, Laurel, Taquanyah, and Shade’s Mills reserves.

  • Recommendation:

    THAT the Financial Statements of Grand River Conservation Authority as at December 31, 2022 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 Ministries of Natural Resources and Forestry, and the Environment, Conservation and Parks.

  • Recommendation:

    THAT KPMG Chartered Professional Accountants be appointed as Auditors for the year ending December 31, 2023 at a fee not to exceed $41,837.

  • Recommendation:

    THAT the 2023 Budget of Grand River Conservation Authority of $35,426,690 be approved;

    AND THAT the member municipalities be assessed for payment of:

    Matching Levy: $449,688
    Non-Matching Levy: $11,568,312
    Capital Levy: $950,000
    Total General Levy: $12,968,000

    AND THAT each member municipality’s share of the 2023 General Levy be calculated using “Modified Current Value Assessment”.

  • 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 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;

    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.

  • Recommendation:

    THAT the following Members be appointed to the Audit Committee until the next Annual General Meeting: (Chair & Vice-chair plus five others)

  • Recommendation:

    ​​That the following Members be appointed to the Special Recognition Committee until the next Annual General Meeting: (Chair & Vice-chair plus others)

  • 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 Grand River Conservation Authority Administrative By-law 1-2023 be confirmed as approved at the meeting of the General Membership held on January 27, 2023.

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