SEVERN SOUND ENVIRONMENTAL ASSOCIATION JOINT MUNICIPAL SERVICES BOARD

2017 Fourth Quarterly Meeting January 11, 2018 – 9:00 a.m.

AGENDA Town of Midland Council Chambers,

575 Dominion Street, Midland

1. Welcome and call to order

2. Adopt agenda

3. Declaration of pecuniary interest

4. Approval of past minutes

5. Election of SSEA Chair and Vice Chair

6. SSEA Fourth Quarter Highlights presented by SSEA Wetlands and

Habitat Biologist, Michelle Hudolin.

7. Staff Report No. 01-18-SSEA on Source Water and Risk Management

activities 4th quarter 2017, Keith Sherman, Risk Management Official

(RMO) and Melissa Carruthers, RMO Data Management Technician

8. Fourth Quarter 2017 Report - Julie Cayley, General Manager

9. Executive Committee update

10. SSEA Corporate Administration Update

10.1 Amendment to Letter of Agreement – Severn Sound Joint Municipal

Services March 26, 2009 regarding appointment of the Treasurer Function.

10.2 Staff Report No. 02-18-SSEA from the General Manager regarding

SSEA 2018 payroll increase.

Agenda Page 1

SSEA Fourth Quarterly Agenda January 11, 2018 Page 2 of 2

10.3 Staff Report No. 03-18-SSEA from the General Manager Regarding Employee Benefits and Hours of Work

11. Fourth Quarter SSEA 2017 Financial Report – Judy Hancock

- SSEA Revenues

- SSEA expenditures - Confirmation of Accounts

- 2018 Draft Budget (if available) - SSEA Members municipal budget request update

12. Other Business - Office move update

13. 2018 Schedule of meetings

(propose 3rd Thursday of the month to report up to date financials)

14. CLOSED SESSION

Personal matters pertaining to an identifiable individual including SSEA staff.

ADJOURNMENT

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SEVERN SOUND ENVIRONMENTAL ASSOCIATION JOINT MUNICIPAL SERVICES BOARD

2017 THIRD QUARTER MEETING October 12, 2017 9:00 am.

Minutes Present: SSEA Chair, Deputy Mayor Steffen Walma Township of Tiny SSEA Vice Chair, Deputy Mayor Dave Ritchie Township of Tay SSEA Past Chair, Councillor Ron Stevens Township of Severn SSEA Board Members: Councillor Barb Coutanche Township of Oro-Medonte Councillor Pat File Town of Midland Councillor Rob Kloostra City of Orillia Councillor Mike Lauder Town of Penetanguishene Councillor Paul Wiancko Township of Georgian Bay Staff: Julie Cayley SSEA General Manager Gail Marchildon SSEA Office Manager Keith Sherman SSEA RMO/Special Projects Officer Guest: Michael Andrighetti – KPMG Regrets: Councillor Perry Ritchie Township of Springwater WELCOME AND CALL TO ORDER SSEA Chair, Deputy Mayor Steffen Walma opened the meeting at 9:00 a.m. 1. ADOPT AGENDA

Moved by: David Ritchie Seconded by: Rob Kloostra Motion: #1 To approve the agenda of the 3rd Quarter SSEA Joint Services Board held on October 12, 2017 as presented.

Carried;

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2. DECLARATION OF PECUNIARY INTEREST None declared

3. APPROVAL OF PAST MINUTES

Moved by: Mike Lauder Seconded by: B. Coutanche Motion: #2 That the minutes of the Second Quarter SSEA Joint Services Board meeting held on July 13, 2017, be received and approved.

Carried;

4. SSEA FALL THIRD QUARTER HIGHLIGHTS PRESENTED BY PAULA MADILL, SSEA ECOSYSTEM TECHNOLOGIST Moved by: Ron Stevens Seconded by: Rob Kloostra Motion: #3 That the SSEA Fall Third Quarter Highlights presented by Paula Madill be accepted for information.

Carried;

5. SSEA DRAFT FINANCIAL REPORT KPMG Moved by: Mike Lauder Seconded by: David Ritchie Motion: #4 To receive the presentation on the draft financial report by Michael Andrighetti, KPMG and to approve the financial statements as final; and That the surplus of tree distribution be added to the 2016 financial statements as a line item only for clarity.

Carried;

6. 2016 ANNUAL REPORT Moved by: Barb Coutanche Seconded by: David Ritchie Motion: #5 That the 2016 Annual Report be received and approved.

Carried;

7. THIRD QUARTER SSEA FINANCIAL REPORT Moved by: Ron Stevens Seconded by: David Ritchie Motion: #6 That the Third Quarter SSEA Financial Report be accepted for information.

Carried;

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8. THIRD QUARTER REPORT OF THE GENERAL MANAGER Moved by: Mike Lauder Seconded by: Pat File Motion: #7 That the Third Quarter Report by Julie Cayley, General Manager be received for information as presented.

Carried;

The members recessed at 10:30 a.m. The members reconvened at 10:40 a.m. 9. RISK MANAGEMENT REPORT

Moved by: Ron Stevens Seconded by: Rob Kloostra Motion: #8 That the Risk Management Report from Keith Sherman be accepted for information.

Carried;

10. STAFF REPORT NO. 08-17 FINANCIAL AND HR SERVICE OPTIONS FOR SSEA. Moved by: Rob Kloostra Seconded by: Mike Lauder Motion: #9 That Staff Report No. 08-17, Financial and HR Services for the SSEA be received for information; and That SSEA Senior Staff be directed to work with the Town of Midland and prospective Municipal Treasurer and with the Executive Committee to develop a transition plan to bring to a special meeting of the SSEA Board of Directors before December 31, 2017.

Carried;

11. STAFF REPORT NO. 09-17, STANDARDIZED HOURS OF WORK SSEA FULL TIME STAFF. Moved by: Mike Lauder Seconded by: Ron Stevens Motion: #10 That Staff Report No. 09-17 regarding standardized hours of work for SSEA full time staff be approved and that standardizing all FTE contracts within SSEA to 35hr work week will commence January 1, 2018.

Carried;

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12. STAFF REPORT NO. 10-17, SSEA 2018 REPORT Moved by: Barb Coutanche Seconded by: Dave Ritchie Motion: #11 That the SSEA Board receive Staff Report No. 10-17 for information and the 2018 budget request remain the same.

Carried;

13. STAFF REPORT NO. 11-17, SSEA BUILDING UPDATE Moved by: Barb Coutanche Seconded by: Dave Ritchie Motion: #12 That Staff Report No. 11-17, SSEA Building Update be received for information; and That SSEA Board delegate Julie Cayley, General Manager to negotiate a new lease equivalent to the current value the SSEA already has in place with the Town of Midland.

Carried;

14. MUNICIPAL SHARING OF SSEA AGREEMENT FOR OPERATIONS Moved by: Ron Stevens Seconded by: Pat File Motion: #13 That the SSEA Board direct the SSEA staff to extend the “Municipal Sharing of SSEA Agreement for Operations” one year to include 2019.

Carried;

15. CLOSED SESSION Moved by: Ron Stevens Seconded by: Barb Coutanche Motion: #14 That the SSEA Board move into closed session at 1:30 p.m. to consider a personnel matter.

Carried;

Moved by: Dave Ritchie Seconded by: Barb Coutanche Motion: #15 That the SSEA Board leave closed session at 2:00 p.m.

Carried;

Moved by: Ron Stevens Seconded by: Mike Lauder Motion: #16

That the position of Risk Management Officer/Special Projects Officer immediately become a direct report to the SSEA General Manager or Executive Director.

Carried;

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16. ADJOURNMENT

Moved by: Dave Ritchie Seconded by; Barb Coutanche Motion: #17 To adjourn the Third Quarterly SSEA Joint Services Board meeting.

Carried; The next meeting of the SSEA Joint Service Board will be on Thursday, January 11, 2018. _____________________________ ________________________ Julie Cayley, SSEA General Manager Steffen Walma, SSEA Chair Approved this _______ day of ____________, 2018

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SSEA Board Update

January 11, 2018

Agenda Page 8

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• Administration Updates • Staff Updates • Events & Seminars • Citizen Science

• Invasive Species • Tree Planting Programs • Land Use Planning • Monitoring

SSEA Fourth Quarter Highlights

Autumn in Severn Township

Agenda Page 9

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Administration Updates

• Strategic Plan Renewal • 2016 Financial Statements completed

• 2016 Annual Report completed • 2018 Budget deputations • Change in Treasurer services &

Office location

Agenda Page 10

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Staff Updates

Judy Hancock

Contract Treasurer Laurie Barron

Coordinator - Corporate Services

Melissa Carruthers

Data Management Technician/ Risk Management Inspector

Agenda Page 11

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• Annual SSEA Partners Reception

• SSEA Great Canadian Shoreline Cleanup

SSEA Environmental Stewardship Award winners Jeff Hamelin & Emily Agar

Annual SSEA Partners Reception

Great Canadian Shoreline Cleanup

Events & Seminars

Agenda Page 12

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• Completed Citizen Science Water Monitoring Pilot Project – Stream data collected with

Copeland Forest Friends

volunteers

• 2017/18 Ice Spotters program volunteers collected ice-on data SSEA Bob Whittam Environmental Award

winner Pat Woodford

Ice cover on Orr Lake Collecting samples with Copeland Forest Friends

Citizen Science

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Invasive Species

• Municipal IS Working Group • Glossy buckthorn management report • Mapping

Spotted knapweed

• Spotted knapweed management - Tiny

BEFORE Spotted knapweed removal AFTER Spotted knapweed removal

Mapping Himalayan balsam

Agenda Page 14

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Tree Planting Programs

Community Tree Planting • 2018 seedlings ordered from

nursery

Tree Seedling Distribution • Promotion of 2018 program • Order deadline: January 19th

SSEA tree plant

Bare-root seedlings

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Land Use Planning

• Input/comments on Official Plan reviews, reports & applications for municipalities

• Provincial land use planning is evolving: – proposed Natural Heritage System – watershed planning guidance – draft Agricultural Soil Health & Conservation Strategy

Hogg Bay provincially significant wetland

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• Midland water level gauge improvements

• Sampled

• Completed 2017 sampling: streams, Severn Sound, Little Lake, groundwater

Monitoring

Downloading groundwater temperature & level data

Stream sampling & equipment

baseline stream quality (special project) • Retrieved temperature loggers

& precipitation gauges

Agenda Page 17

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Thank You!

Questions?

www.SevernSound.ca

For more information, see SSEA Quarterly Report

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Severn Sound Environmental Association 2017 Fourth Quarterly Meeting

STAFF REPORT No: 01-18-SSEA

Date: January 11, 2018

To: Chair and Members of the SSEA Board of Directors

From: Keith Sherman, Risk Management Officer (RMO) Melissa Carruthers, RMO and Data Management Technician

SUBJECT: SOURCE WATER AND RISK MANAGEMENT ACTIVITIES 4th

QUARTER 2017

RECOMMENDATION: RESOLVED THAT: the report on source water and risk management activities 4th

quarter 2017 be accepted for information.

Background

Source Water Protection: 1. Prepared and submitted the 2018-19 SSEA Source Protection budget proposal

to the lead Source Protection Authority (LSRCA) in preparation for submission to the province.

2. Work is progressing on the synthesis report of the Lafontaine-Georgian Sands

Issue Contributing Area for nitrate concentration. It is expected that the component reports and the synthesis reports will be complete and submitted to the Source Protection Committee by early 2018. The additional monitoring

during 2016 and 2017 of nitrate concentration in the Lafontaine and Georgian Sands production wells continues to exhibit rising trends.

3. Summaries of private well survey results and nitrate sampling results for

selected private wells are being assembled. An example is attached showing the

elevation of well screens and nitrate concentrations in the Lafontaine area. This is in follow-up to the letters sent to approximately 20 private well owners

describing results of basic chemistry and highlighting nitrate concentrations found at their well.

Agenda Page 19

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Staff Report No. 01-18-SSEA Source Water and Risk Management Activities 4th quarter 2017 Page 2 of 3

4. Worked on Source Water display material for SSEA Partners Reception.

5. Source Protection Committee, Source Water Implementation Review Team,

SSEA Board Meetings and Technical Working Group Meetings were attended as required by the Source Protection Region. (Oct 11, IRT; Oct 12, SSEA QTR3;

Oct 19, SPC)

6. Facilitated reviews of progress reports from municipal partners to the province on the Source Water Municipal Implementation Agreements.

7. Regional and Provincial activities

a. MOECC reviews of prescribed threats under way – e.g. fuel storage b. New mapping product to locate threats launched by Region and updated

provincial site – the County of Simcoe still available c. Potential review of Source Water Program by the province of selected

Regions – ours is likely

8. Welcomed back Melissa Carruthers from maternity leave November 13, 2017.

Risk Management Services:

1. Following submission of Annual 2016 reports to each municipal partner, the

following presentations and meetings have been taken place:

a. Presentation to Tiny Twp Council October 11, 2017

2. Worked with Muskoka, Gravenhurst, Georgian Bay Twp, Severn Twp, Oro-Medonte Twp, Tiny Twp staff on determining existing significant drinking water

threats to municipal drinking water supplies. Meetings held with municipal staff of Penetanguishene and Tiny Dec 7. Meeting with Town of Midland staff Dec 14. Inspections of properties to determine significant drinking water threats were

made.

3. Reviewed inquiries on potential future significant drinking water threats with Severn Twp, Oro-Medonte Twp, Tiny Twp, Penetanguishene and Midland. This ranged from citizen inquiries to making detailed comments on Source Protection

implications of planning applications to support municipal planning decisions.

Agenda Page 20

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Staff Report No. 01-18-SSEA Source Water and Risk Management Activities 4th quarter 2017 Page 3 of 3

Figure 1 Comparison of nitrate concentrations collected during 2006 by Golder Associates Ltd. and by SSEA during 2015-16 at wells with known screen depth and within the Lafontaine Issue Contributing Area for nitrate (DRAFT)

Submitted by: Original signed by Keith Sherman, Risk Management Officer (RMO) Original signed by Melissa Carruthers, RMO and Data Management Technician

100

120

140

160

180

200

220

240

0 1 2 3 4 5 6 7 8 9 10 11 12 13

Elev

atio

n (m

asl)

NO3 as N (mg/L)

Screen Elevation vs Nitrate Concentration -Combined Data Set

SSEA 2015

Golder 2006

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1

Severn Sound Environmental Association 2017 Fourth Quarter (October 1-December 31)

Report/Update

FinancialDonations, Grants, Budget, Invoicing and Revenue (fee for service) 

Grants Reporting on 2017 grant deliverables Budget 2016 Financial Statements completed (Town of Midland & KPMG) Budget deputations to municipal councils as requested Cost Recovery Responded to solicitor inquiries (1)

Staffing/HRAdministration, Staffing, Training and Volunteers 

Administration Strategic Plan Renewal process continues

o Board strategic planning session held October 12 o Staff strategic planning session held December 18

1 Board of Directors meeting and 2 Board Executive meetings

Attended Sustainable Severn Sound Board meeting Transitioning to Township of Tay for financial services and

office location Staffing Welcomed part-time staff Judy Hancock (Contract Treasurer) and Laurie Barron

(part time Coordinator – Corporate Services) – secondment from NVCA Welcomed Melissa Carruthers (Data Management Technician/ Risk Management

Inspector) back from maternity leave

Team SSEA – Q4 Full Time = 8 Part Time = 1 Contract = 4

Autumn in Severn Township

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2

Simcoe.com coverage of SSEA

Training Provincial Groundwater Monitoring Network telemetry hardware training session

(MOECC) Microsoft Excel Level 3 course (County of Simcoe) Multivariate statistics webinar (National Water Quality Monitoring Council)

Volunteers Thank you for your help! Christopher Fox - Great Canadian Shoreline Cleanup Pat Woodford & volunteers from Copeland Forest Friends – water sampling in

Copeland Forest as part of the Citizen Science in Severn Sound project

Education,Engagement,OutreachPresentations, Articles, Media, School Involvement and Events 

Reports Yellow Fish Road™ report submitted to Trout Unlimited Canada Severn Sound Community Environmental Monitoring Kit project

report submitted to World Wildlife Fund Canada Citizen Science in Severn Sound project report submitted to Lake

Huron-Georgian Bay Canadian Initiative for Community Action SSEA 2016 Annual Report Presentations Metis Council of Ontario - State of the Severn Sound Watershed Township of Georgian Bay - Honey Harbour Water Quality

News/Media There are Aliens Among Us – Springwater News Volunteers help flight invasive species overtaking

Tiny Township’s Lafontaine Beach – Midland Mirror/Simcoe.com

Severn Sound Environmental Association part of large community effort to sustain watershed – Midland Mirror/Simcoe.com

Volunteers pick up 138 kilograms of garbage along Midland's Rotary Waterfront Trail – Midland Mirror/Simcoe.com

SSEA Recognizes Local Environmental Leaders – Media Release

@SSEA_SSRAP Twitter activity: 50 tweets, 1844 page visits, 136 Followers

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3

Annual SSEA Partners Reception

Events/Meetings/Conferences Great Canadian Shoreline Cleanup event – Midland

trail – 11kg recycling & 127 kg garbage collected Annual SSEA Partners Reception – November 9,

Oakwood Community Centre o SSEA displays, presentation of recognition

awards and certificates o THANK YOU, event sponsors; Grounded

Coffee, Golder Associates Ltd. & Township of Tay

Staff attended: Seed Collecting Workshop, MNRF Forest Health Review, Lake Huron-Georgian Bay 2017 Summit for Community Action, GIS day, Latornell Conservation Symposium, LSRCA Forestry Adaptation to Climate Change

Education/Citizen Science Completed Citizen Science in Severn Sound pilot project: involved 20 volunteers

using community environmental water quality monitoring kits in Copeland Forest Stream data collected with Copeland Forest Friends volunteers 2017/18 Ice Spotters program volunteers contacted and ice-on data received

TreePlantingPlanting and Distribution  

Community Tree Planting & Tree Seedling Distribution In planning stages for spring 2018, seedlings ordered from nursery Report produced on 2017 Tree Distribution program results 8 SSEA municipalities participating in and promoting 2018 Distribution program

Great Canadian Shoreline Cleanup

Agenda Page 24

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4

FishandWildlifeHabitat/NaturalHeritageNatural Heritage Assessments, Invasive Species, Wetlands, Habitat and Stewardship  

Invasive Species (IS) - Pilot Project Organized first IS municipal working group

meeting, discussing IS issues and current/previous management

Planning additional meetings for 2018, focusing on Phragmites and spring training sessions for municipal staff on IS identification and management

Collaborated with the Township of Tiny and Lafontaine Area Shoreline Homeowners Association on spotted knapweed removal in Lafontaine Beach Park

Prepared a report on glossy buckthorn in Little Lake Park for Town of Midland

Creation of an IS strategy outline for the Severn Sound area Continued mapping IS occurrences in Tay, Tiny, Midland and Severn Submission of almost 500 IS reports to EDDMapS Ontario Coastal Margins/Fish Habitat Collected and processed a total of 40 km of sonar data in portions of Tay Twp

(Sturgeon Bay and Hogg Bay) and Georgian Bay Twp (Treasure Bay, Beausoleil Bay, South Bay and Oak Bay), to enhance habitat modelling for the Severn Sound Nearshore Fish Communities Project (MNRF – Great Lakes Protection Fund)

LandUsePlanningInput and Review 

Ongoing participation in Official Plan reviews for Midland, Penetanguishene and Tiny Attended: Creating Flood Resilient Communities, County of Simcoe Workshop on

Municipal Comprehensive Review, Township of Tiny Recreation Master Plan Focus Group (Trails, Natural Areas and Environment), Environmental Defence Workshop on Cornerstone Aggregate Standards

Commented on 6 applications, reports and EIS proposals Commented on Environmental Registry posting on proposed provincial Natural

Heritage System Commented on provincial Draft Agricultural Soil Health and Conservation Strategy Staying apprised on developments in provincial watershed planning guidance

Invasive species municipal working group meeting

Agenda Page 25

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5

SourceWaterProtectionEducation & Outreach, Risk Management 

Source Water Attended regional Implementation Review Team and Administrative Staff Team

meetings, and fuel handlers workshop Stream sampling in Lafontaine for Issue Contributing Area study, updated production

well monitoring for nitrates Provided SS SPA budget to LSRCA for submission to MOECC Participated in Provincial Part IV/ RMO teleconference

Education & Outreach Provided input into the rebuild of the SWP Region’s website (ourwatershed.ca) Provided input into a video on residential fuels and DNAPLs Risk Management Services Provided comments on 6 properties in Midland and 2 properties in Severn Attended 1 pre-consultation meeting for a property in Oro-Medonte Met with Township of Tiny, Towns of Midland and Penetanguishene to provide status updates Reviewed and commented on Township of Georgian Bay Official Plan/ Zoning By-

law amendment specific to source water protection

MonitoringProgramsField/data collection: Open Water, Inland Lakes, PGMN, PWQMN/Tributaries, Stream Temperature, Stream Invertebrates and Climate 

Open Water Worked with Town of Midland and Canadian

Hydrographic Service on Midland water level gauge improvements

Removal of water level equipment at Bayview Dam in Port Severn prior to rehabilitation and construction repairs

Completed 2017 sampling at Tay Area Water Intake o Standard water quality (temperature,

conductivity, ions, nutrients, and algae), plus metals, taste & odour and microcystin

Completed 2017 bi-weekly sampling at 14 open water stations (last sampling day for 2017 = November 21)

o Standard water quality plus dissolved oxygen, turbidity, metals, & zooplankton

Taking measurements with vertical profiler

Agenda Page 26

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6

Inland Lakes Completed 2017 bi-weekly sampling at 1 station in Little

Lake o Standard water quality plus dissolved oxygen, pH,

turbidity, zooplankton & water levels Provincial Water Quality Monitoring Network (PWQMN) Completed 2017 sampling at 12 sampling sites

o Water temperature, dissolved oxygen, pH, turbidity, conductivity, water chemistry, and metals

Provincial Groundwater Monitoring Network (PGMN) Monthly water levels & data download at 13 wells Sampling of 6 wells for water temperature, dissolved

oxygen, pH, turbidity, conductivity, water chemistry, and metals New barologger acquired to provide atmospheric compensation for well level

loggers; new equipment acquired to replace aging equipment

Stream Temperature Retrieved and downloaded 73 stream temperature and 2 air temperature loggers Climate Retrieved 4 rain gauges and analyzed data for the ice-free period of 2017

o Calculated daily, cumulative, and monthly rainfall, plus rainfall intensity Special Projects Conducted sampling of baseline surface water quality near future development on

Silk Line as requested by Township of Severn

DataAnalysisandReportingStatistics, Data Management & Analysis, Stream Invertebrate ID, and GIS/Mapping 

Reporting Staff report sent to Township of Tay on 2016 and 2017 algae compounds from Tay

Area Water Intake Deanlea Beach quality report finalized Copeland Forest Stream Quality report produced using data collected through the

Citizen Science in Severn Sound project Report submitted to Township of Severn on background water quality for Silk Line

property Sample Identification Secured contracts for sample processing services:

o St. Lawrence River Institute - algae o Laurentian University - zooplankton

Collecting a total phosphorous sample

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7

GIS/Mapping Station map produced to support Township of Severn request for Silk Line sampling Data Requests Fulfilled Water chemistry data for Mud Lake (PWQMN program) supplied to Golder

Associates Ltd.

PartnershipsNew/Updated partners and MOU’s  

NGO and Government Partners Friends of Wye Marsh Southern Georgian Bay Coastal Initiative Collaborations Contributed to Georgian Bay Biosphere Reserve State of the Bay report Working with NVCA to produce Orr Lake Report Card

Thank you from #TeamSSEA

Julie Cayley – General Manager Gail Marchildon – Office Manager Lex McPhail – IT Manager/GIS Applications

Specialist Michelle Hudolin – Wetlands and Habitat

Biologist Aisha Chiandet – Water Scientist Paula Madill – Ecosystem Technologist Carl Lesperance – Lead Environmental Monitoring Technician Keith Sherman – Risk Mgmt. Official/Special Projects Officer Anna McClymont –Invasive Species Program Coordinator Melissa Carruthers – Data Management Technician/Risk Management Inspector Amanda Taylor – Contract Risk/Data Management Technician Judy Hancock – Contract Treasurer Laurie Barron – Coordinator - Corporate Services

ContactInformationMailing Address: 67 Fourth St. Midland, ON L4R 3S9 Phone Number: (705) 527-5166 General Email: sseainfo@midland.ca Website: www.severnsound.ca Twitter: @SSEA_SSRAP

Disclaimer: TWITTER, TWEET, RETWEET and the Twitter logo are trademarks of Twitter, Inc. or its affiliates. YouTube™ is a registered trademark of Google Inc.

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SEVERN SOUND ENVIROMENTAL ASSOCIATION

Joint Municipal Services Board

Executive Meeting

November 18, 2017

Draft Minutes

Present in person at the meeting were Ron Stevens (Severn) and Vice Chair Dave Ritchie (Tay), present by phone Chair Steffen Walma (Tiny), absent Paul Wiancko (Georgian Bay)

The November 18, 2017 SSEA Board executive meeting was held at the request of the GM to discuss direction and requirements in light of the challenges facing the SSEA to manage the SSEA office effectively to meet reporting, year-end and transition requirements. The challenges include transition from Town of Midland (impacts staff payroll, staff benefits and year end financials), staffing deficit and negotiation/transition to new office location.

Staff Benefits

The SSEA pays 100% of the majority of the cost of the staff benefits premium (save Dependant Life and Employee Assistance Program EAP). The SSEA staff benefits have been provided under Town of Midland municipal group plan (part of the Simcoe County contract) with an SSEA plan provided through Sunlife. This was discontinued as part of the transition away from the Town of Midland. The SSEA GM is working with the Mosey & Mosey insurance broker and was advised that an almost identical plan at same cost per individual is available to SSEA through LAS/AMO Consortium. This will be the “LAS/AMO Consortium - Severn Sound Environmental Association (SSEA)” moving forward and would be a plan that SSEA would be part of regardless of who provides treasurer & HR services are down the road in the future.

DIRECTION: The SSEA Board Executive authorizes the GM to make the necessary changes to ensure the staff benefits (ie medical/dental) remain as similar as possible in the transition to the Township of Tay. These changes will be ratified at the January Board meeting. In the event that the changes may have a significant impact on staff, the SSEA Board Executive authorizes the GM to contact the Board for direction with ratification in January. This can be done by e-mail to get direction from the Board then ratify this decision at the January meeting

Office and financial manager

The SSEA Board Executive recommends that the GM be authorized to obtain services of a financial expert and Office manager both on a part time basis. Both will assume the role of interim “treasurer” and interim “office manager” reporting to the GM.

The SSEA Board Executive understands and accepts the current budget uncertainty and that this direction is being provided to gain clarity, certainty and stability in the current situation of change of both treasurer municipality and building location as well as changes to the associated costs. The SSEA Board Executive understands and accepts that this direction on two, part time staff is given with the potential to go over current 2017 budget in spending.

DRAFT

DIRECTION: The SSEA Board Executive authorizes the SSEA GM to proceed with hiring up to two part time staff to ensure office administration and financial management/treasurer obligations are met.

Signatory requirements

Confirmation was given by the SSEA Board Executive that 2 signatures are required on both the new Building Lease and the Agreement for Service contract/MOU with Tay Twp.

DIRECTION: The SSEA Board Executive directs the SSEA GM that the two signatures will be the SSEA GM (Julie Cayley) and the SSEA Board Chair (Steffen Walma).

DIRECTION: That the above decisions will be ratified at the January SSEA full Board mtg.

_____________________________ ________________________

Julie Cayley, SSEA General Manager Steffen Walma, SSEA Chair

Approved this _______ day of ____________, 2018

DRAFT

SEVERN SOUND ENVIRONMENTAL ASSOCIATION JOINT MUNICIPAL SERVICES BOARD

SPECIAL ELECTRONIC VOTE December 11, 2017

Draft Minutes

The following vote on motion was sent electronically on behalf of the Board Chair Steffen Walma: SSEA Board, We are in the final stages of transitioning our financial and HR administration to Tay Township from the Town of Midland. Township of Tay staff are taking the following motion to the Township of Tay Council this Wednesday, December 13, 2017 and are looking for SSEA Board support. Motion: That the Township of Tay Treasurer be directed to advise Severn Sound Environmental Association that Tay Township would be willing to assume the Treasurer function of the SSEA, subject to the agreement of the other partners. As you will note the Township of Tay is looking for agreement from the SSEA municipal partners. Please advise regarding your support for this transition of the Township of Tay for SSEA Treasury services through the following motion: That the SSEA Board support the transition of the Treasurer function of SSEA to the Township of Tay effective January 1, 2018. Call for the Vote In Favour SSEA Chair, Deputy Mayor Steffen Walma Township of Tiny X SSEA Vice-Chair, Deputy Mayor Dave Ritchie Township of Tay X SSEA Past Chair, Councillor Ron Stevens Township of Severn X SSEA Members: Councillor Barb Coutanche Township of Oro-Medonte X Councillor Pat File Town of Midland X Councillor Rob Kloostra City of Orillia X Councillor Mike Lauder Town of Penetanguishene X Councillor Perry Ritchie Township of Springwater X Councillor Paul Wiancko Township of Georgian Bay X

Carried;

The Special Electronic Vote of the SSEA Joint Service Board held on December 11, 2017. _______________________________ ________________________ Julie Cayley, SSEA General Manager Steffen Walma, SSEA Chair Approved this _______ day of __________________, 2018

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Severn Sound Environmental Association 2017 Fourth Quarterly Meeting

STAFF REPORT No: 02-18-SSEA

Date: January 11, 2018 To: Chair and Members of the SSEA Board of Directors From: Julie Cayley, General Manager SUBJECT: SSEA 2018 Staff Salary Increase

RECOMMENDATION: RESOLVED THAT: Staff Report No. 02-18 regarding a 2018 annual salary increase of 1.6% be approved; and FURTHER THAT: the General Manager be authorized to implement a 1.6% cost of living increase for SSEA FTE staff retroactive to January 1, 2018. Purpose of Staff Report The purpose of this report is to provide a recommendation regarding the general annual salary increase for SSEA FTE. Background The chart below provides a history of SSEA approved salary increases from 2015-2017 Year % Salary Increase 2015 1.6% 2016 1.5% 2017 1.49% Eight municipalities in the Severn Sound watershed area were canvased for staff wage increases for 2018, the average was 1.6%. The recommended increase of 1.6% would be effective January 1, 2018. Submitted by: Julie Cayley, General Manager, SSEA Attachment: Municipal and Conservation Authority Comparison of salary increases 2017/2018

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Staff Report No. 02-18 SSEA 2018 Staff Salary Increase Page 2 of 2

Information below has been obtained from member municipalities for 2017 wage increases given as well as 2018 wage increases being considered.

Municipality

2018 Wage Increase being considered/proposed (%)

Decision (to be ratified)

2017 Approved Wage increase (%)

Tiny 1.60 1.60 1.50 Penetanguishene 1.60 1.75 Springwater 1.84 1.46 Tay 1.50 1.50 Oro Medonte ? Midland 0 Severn ? Georgian Bay 1.50 1.50 0.02 NVCA 1.90 1.90 1.72 LSRCA 1.85

DRAFT

Severn Sound Environmental Association

2017 Fourth Quarterly Meeting

STAFF REPORT

No: 03-18-SSEA

Date: January 11, 2018

To: Chair and Members of the SSEA Board of Directors

From: Julie Cayley, General Manager

SUBJECT: Employee Benefits and Hours of Work

RECOMMENDATION:

RESOLVED THAT: the Board of Directors approve Staff Report No. 03-18-

SSEA regarding changes to staff benefits in the transition to the Township

of Tay and the new benefits group; and

FURTHER THAT: the General Manager be authorized to implement SSEA

paying the cost of Dependant Life and Employee Assistance program

premiums.

Purpose of Staff Report

This serves to update the SSEA Board regarding transition changes to staff contracts

and benefits. Due to the transition of Treasurer services from the Town of Midland

to the Township of Tay some changes will take place to staff benefits and to some

SSEA employment contracts.

At the November 28, 2017 SSEA Board executive meeting, in order to ensure

continuity of benefits insurance plan for staff with the January 1, 2018 transition

deadline, the SSEA GM was given authority to make the necessary changes to

ensure staff benefits remain as similar as possible in the transition. Rationale and

changes are detailed below.

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Staff Benefits

Changes had to be made under tight timelines to the SSEA Staff Benefits package in

“move” to new treasurer municipality.

The SSEA pays 100% of the majority of the cost of the staff benefits premium (save

Dependant Life and Employee Assistance Program EAP). The SSEA staff benefits

have been provided under Town of Midland municipal group plan (part of the Simcoe

County contract) with an SSEA plan provided through Sunlife. This was discontinued

as part of the transition away from the Town of Midland. The SSEA GM worked with

the Mosey & Mosey insurance broker and was advised that an almost identical plan

at the same cost per individual is available to SSEA through LAS/AMO Consortium.

This will be the “LAS/AMO Consortium –

Severn Sound Environmental Association (SSEA)” moving forward and would be a

plan that SSEA would be part of regardless of who provides treasurer & HR services

down the road.

Changes to the benefits in the change to “LAS/AMO Consortium - Severn Sound

Environmental Association (SSEA)”:

Occupational AD&D was provided under a separate policy (different

underwriter) within the Town of Midland. The broker advised that this may

not be a necessary benefit as we will already have AD&D, Life and WSIB.

Occupational AD&D is seen mostly in high risk Fire and Police services.

Industrial Alliance held the policy with the Town of Midland and to continue

this with them for the small group of eight (8) SSEA employees, the cost of

the premium would increase significantly (almost double). Sun Life is not able

to offer a comparable benefit.

o Outcome – SSEA staff benefits no longer include Occupational AD&D

The Employee Assistance Program was also provided through the Town of

Midland with a different underwriter than Sunlife. The Township of Tay

program was made available to SSEA staff at a nominal cost (over half the

cost of the next nearest quote). This cost is covered by the individual not SSEA.

o Outcome – SSEA staff benefits include EAP through the Township of

Tay’s provider.

Both EAP ($216.96 total per yr.) and Dependant Life ($96.96 total per year) are

covered by the individual staff not the SSEA. The administration at payroll is

significant for such a minimal cost.

o Recommendation – that the SSEA cover these premiums =

approximately $314.00/year

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Impact on organization - independence (as long as we remain Municipal services

board) new plan can be “ported” anywhere the SSEA goes.

Reduction in some cost (removal of occupational AD&D approximately

$800.00/year). Longer term SSEA will not have the bulk bargaining power it

currently has and costs of premium may increase. At that time, it is recommended

that benefits package and costs and options be re-evaluated.

Staff Contracts

As per the direction of the Board October 12, 2017 all staff contracts are now 7 hrs

per day.

Submitted by:

Original Signed by

Julie Cayley

General Manager

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Collected

2017 or Invoiced Remaining

Budget to Date

Georgian Bay $38,018 $38,018 0 Midland 57,549 57,549 0 Orillia 36,875 36,875 0 Oro-Medonte 50,186 50,186 0 Penetanguishene 44,025 44,025 0 Severn 43,288 43,288 0 Springwater 38,638 38,638 0 Tay 51,019 51,019 0 Tiny 83,376 83,376 0Municipal sub-total(2) $442,974 $442,974 $0County Support/Contributions 4,779 (4,779)Community/Private 5,857 4,656 1,201Projects (3) 25,000 25,936 (936)Cost Recoveries (4) 50,000 17,803 32,197Recoveries (5) 30,000 21,648 8,352Interest Income 1,563 (1,563)Prior year surplus 4,433 (4,433)TOTAL REVENUES $553,831 $523,792 $30,039

(1) Revenues related directly to the Environmental Association which do not include project funds (cash and in-kind) from partners.(2) Municipal share is based on 2007 assessment. (3) Projects administered by the Association (10%).(4) Work done by the SSEA Office for the Partners and/or others.(5) Recoveries-data collection and analysis(6) Special Projects Salary & Benefits to SSEA

Severn Sound Environmental Association

Revenues 2017 ending December 31, 2017

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Agenda Page 37

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2017 Total 2017

Deliverable Budget To Date Balance

Administration

Audit fees $3,200 $2,544 656$ Treasurer expense 30,000 12,151 17,849 Legal fees 1,000 0 1,000 Contracted Services 1,034 Insurance 7,400 6,952 448 Meeting expense 2,500 1,565 935 Mileage 1,000 1,790 (790) Conference expense 4,000 3,019 981 Business Plan expenses 3,487 Membership Dues 1,000 205 795 Office Supplies 5,000 2,421 2,579 Printing 50 785 (735) Copier costs 25 1 24 Postage and Shipping 1,200 1,248 (48) Phones 2,250 1,972 278 Internet/IT 700 0 700 Supplies & Tools 3,500 805 2,695 Supplies Health and Safety 1,250 722 528 Space rental 15,600 15,232 368 Vehicle R & M 25 SSEA Vehicle unleaded gas 500 0 500 Sampling contracts (sampling boat & analyses) 20,000 19,568 432

Sub total: $100,175 $75,525 $29,195

Salaries & Benefits

Undistributed Salaries & Benefits $21,325 $433 $20,893 Overall Coordination 75,001 75,000 1 Office administration 69,544 88,845 (19,301) Database Maintenance 76,131 83,855 (7,724) Risk Management 16,836 0 16,836Requests & plan review 30,348 30,146 202 Rural Programs 11,524 9,153 2,371 Monitoring & Surveillance 50,500 60,384 (9,884) Water Scientist 52,447 57,909 (5,462)

Sub total: $403,656 $405,724 -$2,068

Total (not incl. special projects): $503,831 $481,250 $27,127

Budget Actual Remaining

Revenues $553,831 523,792 $30,039Expenditures $503,831 481,250 $22,581Balance to date $50,000 42,542 $7,458

Special Projects (Salaries & benefits only) $241,131 198,653 $42,478Operational Salaries and Benefits $403,656 405,724 -$2,068Total Salaries & benefits: $644,787 604,377 $40,410

Severn Sound Environmental Association

Expenditures 2017 ending December 31, 2017

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FINANCIAL SUMMARY FOR 2017

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General Administration

Audit 2,544.00$

Admin-Midland -

SunLife 10,629.09

AD&D 74.85

Meetings 1,352.24

Strategic Plan 3,152.80

IT-Midland -

Office Rental 2,538.70

Office Supplies 1,275.12

Postage and Shipping 435.32

Telephone 424.26

Health and Safety 41.60 22,467.98$

Special Projects

Contracted Services 19,593.61

Supplies and Materials 375.86

Equipment 7,409.52

Mileage 1,562.67

Conference 717.41

Vehicles 71.97

Unleaded Gas 598.10 30,329.14

TOTAL PAID 52,797.12$

Severn Sound Environmental Association

CONFIRMATION OF ACCOUNTS

October 1 to December 31, 2017

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SEVERN SOUND ENVIRONMENTAL ASSOCIATION

JOINT MUNICIPAL SERVICES BOARD

2018 MEETING SCHEDULE

January 11, 2018

April 19, 2018

July 19, 2018

October 18, 2018

Above meetings are held at 9:00 a.m. in _____________ at

_____________ unless otherwise noted.

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