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09-19_Minutes_Board_of_Directors_2019-10-25
Toronto and Region Conservation Authority Board of Directors Meeting #9/19 was held at TRCA Head Office, on Friday, October 25, 2019. The Chair Jennifer Innis, called the meeting to order at 9:32 a.m. Jennifer Innis Chair Jack Heath Vice -Chair Kevin Ashe Member Ronald Chopowick Member Dipika Damerla (in: 9:45 a.m.) Member Joanne Dies Member Jennifer Drake Member Paula Fletcher Member Gord Highet Member Linda Jackson Member Maria Kelleher Member Mike Layton (in: 9:55 a.m.) Member Basudeb Mukherjee Member James Pasternak (out: 11:52 a.m.) Member Steve Pellegrini Member Anthony Perruzza (in: 9:41— 10:49 a.m.) Member Gino Rosati Member Rowena Santos Member Estair Van Wagner Member ABSENT Paul Ainslie Member David Barrow Member Shelley Carroll Member Chris Fonseca Member Cynthia Lai Member Michael Palleschi Member Jason Runtas Member Connie Tang Member The Chair recited the Acknowledgement of Indigenous Territory. RES.#A176/19 - MINUTES OF MEETING #8/19 HELD ON SEPTEMBER 27, 2019 Moved by: Gord Highet Seconded by: Linda Jackson THAT the Minutes of Meeting #8/19, held on Friday, September 27, 2019, be approved. CARRIED PRESENTATIONS 6.1 A presentation by Rehana Rajabali, Senior Manager, Flood Risk Management, TRCA in regard to item 8.1 — Flood Risk Assessment and Ranking Results. 6.2 A presentation by Natalie Blake, Chief Human Resources Officer, Human Resources, TRCA, in regard to TRCA Strategies to Achieve Strategic Plan Priorities. 6.3 A presentation by Alisa Mahrova, Acting Clerk and Manager, Policy, Clerk and Corporate Records, TRCA, in regard to Item 8.2 - Amendments to the Board of Directors Administrative By-law. RES.#A177/19 - PRESENTATION 6.1 Moved by: Jack Heath Seconded by: Kevin Ashe THAT above -noted presentation 6.1 be received. CARRIED Flood Risk Assessment and Ranking Measuring Riverine Flood Risk in TRCA's Jurisdiction Presented by: Rehana Rajabali Senior Manager, Flood Risk Management October 25, 2019 Toronto and Region Conservation Authority Presentation Outline • Risk Assessments • Project Objectives • Risk Assessment components • Hazard • Exposure • Vulnerability • Resulting rankings • How to use this data The information contained in this presentation is copyright© Toronto and Region Conservation Authority Toronto and Region Conservation Authority 1 2 Risk Assessments: Varying scales, varying objectives Flood Risk Assessment and Ranking Project Goals Highlight flood vulnerability thresholds R® Support municipal CLOSED `emergency ski response planning Detailed Cost - Benefit Analysis of r Mitigation Prioritize Mitigation Thought Leadership in Risk Assessment • Research into available options • Structure -based • Geospatial • Applicable to local building and living styles • Up-to-date • Applicable to the nature of our rivers and streams • Data -driven, defensible, ground -up • Technical advisory to other CAs, other regions, and federal processes • Updating and indexing of vulnerability functions to current Ontario conditions • Knowledge sharing through conference presentations, partner engagement, and advocacy to Ontario's Special Advisor on Flooding Toronto and Region Conservation Authority Risk model in a GIS format Toronto and Region Conservation Authority Hazard - Riverine Flooding Storm Return -Period SL a 5—Year Srortn 1Year Storm �cai Ws 250 Year Stonn ®®®® y-�- y� 50 Yea, stnml 1 00Year Storm 350 -Year 9rortn JIL Regional Storm R � dl Owi a� tl(c -In- S& _ Y Yt �M it Toronto and Region Conservation Authority 1 7 Exposure - Building and Road inventory Building footprints within flood extent (for each return -period) Roads within flood extent (for each return -period) Population within flood extent (for each return -period) Flood depth statistics at each building polygon, and at each road segment (max, min, average, standard deviation, for each return period) Toronto and Region Conservation Authority 8 -P - ` i"� arc. -.. \ B�,yr�EY•PV E ¢, � - Q. • _ .Z q PST OP`P•.P.. jON\ v�E ..t. , T 4� �C� $ �� �/ �'•t �. • • } •�- c �- r ,Y Sgt � . •• y cPE G\ i r� P r_ !. - .._. '©ENE y�+•1 _ ,r�� y 1 J � � � � ��I }' yam® ' f` t - SPO'" � 1 � � °" ; L >• ' � �` W Y 2 E�5$i I As � SnN0i 4\FF Pvi� E\4THr �Y. \PTON� hO00P0 m �GPEEK'LX'A Bey _ �9. 'YN • A JFS N r. N 00 y i ry S � / ` T - .�; i +• L+mom '' �•�E. tivT�'"` •; r .• . „AAAI '. ci r . �t1E _ .'�.,L �Y"' s e fi. s •" C , �-,:• � 7 1 f ;�. �_..:' � .. .�` 1 ,-..e 4� -M. El�E q ki f�'+� "�f+' _ .'� �•e s :¢. -�,� Building Inventory Building Class required for building rr)ntents depth -damage curves ucture type required for building acture depth -damage curves in floor and upper floor split ssification Residential Description AA Home with living space defined as equal to or more than 4,000 SgFt A Home with living space defined as equal to or between 3,999 and 2,400 SgFt B Home with living space defined as equal to or between 2,399 and 1,200 SgFt C Home with living space defined equal to or less than 1,199 SgFt D Mobile Home (does NOT have a Basement) M 4 floors or less Apartment Bldg (was MW) N 5 floors or more Apartment Bldg (was MA) Commercial Description Al General Office B1 Medical C1 Shoes C2 Clothing C3 Stereos/TV C4 Paper products C5 Hardware/Carpet C6 Retail Misc. C7 Generalized Retail D1 Furniture/ Appliances E1 Groceries Ft Drugs G1 Auto H1 Hotels 11 Restaurants A Personal Service K1 Financial L1 Warehouse/Industrial M1 Theatres N1 Institutional 01 Hospital Building Inventory Attributes Building classifications (to apply curves) Occupancy Data Sources MPAC Data GIS desktop analysis Hazard data (flood depths, etc.) "Field" verification using custom Google First floor elevation, offset from ground Earth tool Toronto and Region Conservation Authority Vulnerability Tangible Damages • Direct Damages • Structure damages (depth -damage curves) • Content damages (depth -damage curves) • Indirect Damages • Population displacement • Business disruption and loss of revenue Intangible Impacts How are people/property impacted? TangiblesTIntan • Population impacted (number of people) • Infrastructure and community assets impacted • Road and transit impacts Toronto and Region Conservation Authority 12 Depth -damage functions 7ESIDENTIAL CONTENT DEPTH DAMAGE CURVE 'Neturel Resourm Cenede Canadian Guidelines and Database of Flood Vulnerability Functions Toronto and Region Conservation Authority I 13 What do we mean when we say Average -Annual Damages? $80 purpose is to weight the damages according to the probability $70 Regional Storm occurrence. o $60 350 -year storm calculated by computing area under a damage/probability curve $50 00 -year storm aa) 50 -year storm M $40 Syear storm E CU 10 -year storm a large proportion of anticipated flood damages $30 at this cluster would be a result of smaller, more frequent storms $20 $10 5 -year storm L 2 -year storm $0 0 0.1 0.2 0.3 0.4 0.5 Probability of occurence during any given year A. Risk Matrix Factors Social Vulnerabmry Infrastructure Building associated damages y 1 Toronto and Region Conservation Authority 115 TVfl Polllb Yer MNMC WIIY®. IAOOIC': SD% 50 n"pwe e'rm'"q. n,.sba,ted 38 u�nmrdbMJW uTv mrWm6Yvneun2Am xmn wPM ss m:,e2Ya,�n/ia e.,n e.m w.,2�.veN,nnw,.a..2.u®,wd. ue ]o Niw,s imnrvomn uae,aa�tAne„we.R+m/ssw/.arwn�w,.�e.nv ,wn ar >o w,,.remn,i o�a,.:..,,,.� cmuwa/;anmbN a'au.,aa„wd� o<na2N enn 10% 10 , RrrYY/Mam,yen[y 2.wN�paY,,nn. amAiYnF,�imp(rM NA, y2duvy/ 0 WR'N,e a w2mea�rRUN m.,a2.r2ae22ir2xe,: �md ,rNrcu,. rxaide. revwerM Aer,eef ev�soaM ] YM1aY/ m2baefenP,Nl rAm�„MMF llrah!/ ,AUWu ] Cbmmun' tla:onptbnv MNWIIN' ,NMbhnY H20%20 5 �,�e I,e lb/w[nfnik2n 'IMOt ] � n Ra,sRr e..emaa,e enmdR T 3 TeroR lfwne !m/xim 20% 20 my uuR ,Q I4eM •..ed! pafWh iiundxWttstM.aY♦ dnMweEWb� M„ 2 �SYe N R„d w m � wnxnm, rruxiouearm.,imannrwvewmew,m.wmMy. iwrei A.drm// Toronto and Region Conservation Authority 115 A Flood Vulnerable C1us r R gs .owN4NflOFuXSFI 6E ' 1 o NOFwNrtONVR s iOJ✓N OFAOPORP , °FViu / j. NSNPOFNNG TOWNSHIP OF KIN `t i' R Af R ipN) $47. r Avg. Annual Damages w ,• ? o FF,„4 r ` �: k� YO EG ON "✓-.W >14,101U� Hectares of floodplain ' ROUOE \ ° °`a E N° \ 1 �I 1 ii".)1SIWFj `N r GppRU}HEfl4 ° 4" Flood -Vulnerable Clusters ° ”/R" a�: -. fl '\ �n CREEO .7 M'Y. 1 Residents affected in MaFR "� RIVFR 1IKIY �E . » flE CXMIN4 lPP the Regulatory storm event "4„�R Employees affected in the Regulatory storm event OF PEEL VF„ Buildings affected in the ' 3^ � � TY OF TORONTO O ” Regulatory storm event i \ SFE of Impassible road segments in the Regulatory storm < 0 Toronto and Region Conservation% ^°^ v= 5 0 5 0�� IS 0 m Authority \ �� Assumptions and Limitations A Synthetic depth -damage functions Data gaps Risk assessment preceding new model updates Reductions in risk due to ongoing projects Climate Change No single house follows the curve, consistency over accuracy New builds, changes to inventory, underground infrastructure not explicitly considered — next round! NDMP timelines vs update timelines, but the blueprint is there i.e.: Thornhill, Vaughan Central — reductions will be reflected on subsequent rounds Baseline model, can toggle updated annual probabilities to reflect a changing climate Toronto and Region Conservation Authority 17 Generic information already available More granular risk information proposed Toronto and Region Conservation Authority 1 18 Flood Risk Outreach • Neighbourhood specific web content with risk maps • Informational letters • Site-specific public open houses Toronto and Region Conservation Authority erl� P Site -Specific Response Plans & Tools Toronto and Region Conservation Authority YES JJ rYrV'Ey ,. I 7P As Thank you Rehana Rajabali, P.Eng., MUDS Senior Manager, Flood Risk Management Development and Engineering Services Rehana.Raiabali(aD-trca.ca www.trca.ca www.trca.ca/flood @TRCA_Flood Toronto and Region Conservation Authority RES.#A178/19 - PRESENTATION 6.2 Moved by: Jack Heath Seconded by: Ronald Chopowick THAT above -noted presentation 6.2 be received. CARRIED TRCA Strategies to Achieve Strategic Plan Priorities Natalie Blake Chief Human Resources Officer October 25, 2019 Toronto and Region Conservation Authority Executive Summary This presentation provides an update on the Strategic Plan Priority 11, Invest in Our Staff and the employee engagement landscape, including: • Strategic Plan Priority 11 Update • Current organization wide demographics and trends. • An overview of the initiatives that TRCA leadership have implemented in support of continuous employee engagement and the Strategic Plan Priorities. • The initiatives TRCA leadership have either underway or planned to propel the organization forward on engagement and achievement of the Strategic Plan Priorities. Toronto and Region Conservation Authority 2 Background TRCA has experienced significant shifts over the last two years while modernizing the organization. TRCA leadership have been addressing employee concerns with proposed and required changes by acting on the results of the previous 2017 employee survey and by building positive relationships with external stakeholders. Bill 68 and changes in legislation including enactment of Bill 108 and upcoming changes to provincial regulations will impact how we work. While TRCA leadership continues to engage employees and provide support through these changes, this is undoubtedly a time of transition and change. TRCA Senior Leadership is providing this update for the Board of Directors on how our organization is advancing the Strategic Plan Priorities related to our employees, including engagement strategies. Toronto and Region Conservation Authority 3 Strategic Priority Invest in our Staff Desired Outcomes as outlined in the 2018 Strategic Plan: • All staff are informed and supported to effectively perform their roles. • A healthy work / life balance that promotes wellness for all staff. • All staff understand how their daily work connects to the strategic goals and priorities of TRCA. Toronto and Region Conservation Authority 4 Invest in our Staff Key Performance Indicators (KPI) Update # Annual Work % of completion in a Service Excellence, New Performance Development Program Plan/Performance timely manner Transparency and for 2020 Reviews for all Staff Completeness 2019 on target for completion of reviews # of `Functions' % of 'functions' (job Service Excellence, Full time Compensation Review complete within the description) assessed Transparency and and implemented Organization for completeness and Completeness Supplementary Compensation and Pay equity Equity Review Annual Staff Survey % of staff satisfied with Transparency and 2017 Survey informing work including IT job and organization Completeness Renewed Employee Engagement Pulse % of staff accessing Survey (to be procured) TRCA information # of Staff training % of staff with required Education and L&D strategy will support the new Opportunities and current training Service Excellence Performance Development Program Current programs include extensive MS Office training, Dayforce, Health & Safety, Learning Day # of Health and % of reduction for People and Property 6 lost time cases and 38 WSIB reported Safety Occurrences occurrences and Service medical cases; rates are down from 2018 Excellence Violence Risk Assessment Toronto and Region Conservation Authority 5 Trends and Demographics The current employment demographics and trends will serve as a baseline for moving Ihe organization forward on employee engagement and a mechanism to identify opportunities. • TRCA voluntary full-time turnover rate/all employees 5.5% • TRCA voluntary full-time turnover rate/full-time employees 9.9% • Canada's current turnover rate per Linkedln 16% • Government and Not for Profit turnover rate 11.2% • 54 TRCA FT resignations YTD • 10 TRCA involuntary departures YTD • 31 TRCA full-time new hires; 276 contract new hires YTD Toronto and Region Conservation Authority 6 New Hire and Resignation Details New Hire Details: There have been a total of 307 hires from January 1, 2019 to date. The majority of new hires are in the areas where there is growth in fee for service work or strong stakeholder and municipal partner interesf (e.g. Restoration and Infrastructure and Development and Engineering Services). Resignation Details: There have been 54 FT employees resign from January 1, 2019 to date. Below is a breakdown with reason for departure: • Development and Engineering Services — 16, majority Planners, 50% left for Metrolinx, issue compensation/red circling • Education — 4 general* • Restoration and Infrastructure — 7, general* • Corporate Services — 10, general* • Parks and Culture — 4, general* • Community and Engagement — 7, 71 % departed post Bill 108 announcement • Human Resources — 6, general* `General. opportunities/relocation/personal reasons — with commute and compensation being the leading reasons for employees leaving for other opportunities Toronto and Region Conservation Authority 7 Exit Interview Themes Human Resources conducted 20 exit interviews YTD, the following themes were identified: Challenging work which helped career development Supportive supervisors and managers Collaborative amongst the different teams. i.e. planners and tech staff Access to reciprocal agreement Free entry to park locations Good pension plan Planners compensation; general compensation Uncertainty in the organization Lack of growth potential and ability to move up in the organization Heavy workload and increasing Senior management — decision making, shift in culture, communications Lack of Recognition Program Ability to make a positive environmental Commute impact Toronto and Region Conservation Authority 8 Current Initiatives TRCA Senior Leadership have led the following initiatives in 2018- 2019 in support of the strategic priorities and engagement: • Securing $85 million in new capital funding to support the TRCA workforce (DMAF/NDMP); SLAs with Municipalities and other partners for fee for services • Formal Employee Recognition Program • Training Opportunities and Department Development Days (infield team based cross -functional learning) • FT Compensation Review • Ongoing Reciprocal Agreements/Discount Programs/Discounted TRCA events • Transparent organization wide policies including new Core Values • Take our Kids to Work Day • United Way Campaign • Social Committee • Supplementing 101 Exchange Cafe Toronto and Region Conservation Authority 9 Initiatives Underway TRCA Senior Leadership have the following initiatives underway in support of the strategic priorities and engagement: • Supplementary Compensation and Pay Equity review • Recalibration of three FT position outliers (Planners, Analysts and PM's) • Reimbursement of professional fees for positions requiring accreditation/designation e.g. Professional Engineers • Third party led Employee Engagement Pulse Survey • Integrated Human Resources Strategy • Talent Management Road Map — with implementation of a Succession Development Program • Learning & Development Road Map • Leadership development • Management/supervisory fundamentals • Designation and accreditation review • Employee development • Health and Safety Road Map • New Performance Development Program • Continued review of our programs to achieve more efficient service delivery Toronto and Region Conservation Authority 10 Upcoming Initiatives TRCA Senior Leadership have the following initiatives upcoming in support of the strategic priorities and engagement: • Realigning to respond to the needs of our partners to deliver projects/programs more efficiently. The requirements of new provincial legislation and regulations are changing funding models • Benefit review • Fulsome onboarding and orientation program • Future phases of TRCA's Human Resources Information System • Introduction of additional employee programs e.g. discount partnerships • Improved communications across the organization • New collaborative head office space (5 Shoreham Drive) and upgraded Boyd Campus • Continued focus on health and safety (H&S Strategy) • Implementation of Wellness Committee • Career Pathing and Succession Planning Toronto and Region Conservation Authority 11 www.trca.ca Toronto and Region Conservation Authority RES.#A179/19 - PRESENTATION 6.3 Moved by: Ronald Chopowick Seconded by: Jack Heath THAT above -noted presentation 6.3 be received. CARRIED Proposed Amendments to the Board of Directors Administrative By-law Presented by: Alisa Mahrova Acting Clerk and Manager, Policy October 25, 2019 Toronto and Region Conservation Authority Executive Summary • In 2018 Toronto and Region Conservation Authority was one of the first Conservation Authorities to adopt an Administrative By- law under the new Conservation Authorities Act. • Through working with the By-law and through consultations with the Chair, Vice -Chair and interested members it was agreed that housekeeping amendments were required. • This presentation provides an overview of the proposed amendments to TRCAs Board of Directors Administrative By-law, resulting from working with the By-law for the past year and an ongoing comprehensive review and update of corporate policies. • The presentation focuses on the areas of proposed changes, including Board of Directors elections, remuneration of Board Members, electronic meeting participation, updates to delegation rules and Board Member conduct. The information contained in this presentation is copyright © Toronto and Region Conservation Authority Toronto and Region Conservation Authority 2 Election of Chair and Vice -Chair • The recommended changes include elections for the Chair and Vice -Chair positions being conducted every two years instead of yearly at the Annual meeting of the Board of Directors following the municipal elections and in two years after that. Reasons for the update: • Biennial elections will improve consistency of governance and align better with participating municipalities. • Less time will be spent on briefing and onboarding, enhancing operational efficiency. Toronto and Region Conservation Authority 3 Remuneration of Board Members • Added a requirement to attend three-quarters of a meeting to qualify for remuneration payment. • Improved ability to maintain quorum and increase Board Member participation. • Expanded travel expense remuneration portion to cover public transit and rented transportation costs. • Ensures fair compensation for all modes of transportation. • Removed incidental childcare section. • Improved alignment with other Conservation Authorities and municipalities. Toronto and Region Conservation Authority 4 Electronic Participation • It is recommended that the ability for electronic participation in the Executive Committee meetings be removed. Reasons for the update: • Electronic participation negatively affects the discussion flow. • It makes it difficult to ensure Board Member engagement with the meeting and the debate. • In cases of technological failure it may cause a sudden loss of quorum, which may negatively impact decision making. Toronto and Region Conservation Authority 5 Delegations • The proposed changes recommend that all delegations be limited to the items on the agenda before the Board of Directors, Executive Committee or advisory board. Reason for the update: • The proposed scope change is meant to facilitate more focused and productive discussion, which will further result in effective issue resolution. Toronto and Region Conservation Authority 6 Meeting Schedule • Based on discussions at previous meetings of the Board of Directors, it is proposed that the Board of Directors adjourn for the months of July and August for a summer hiatus and for the month of December for the holiday season, in line with the practice in many municipalities. Reason for the update: • July, August and December meetings are typically associated with quorum concerns and less voluminous agendas. • The proposed breaks will better accommodate Board Member, staff and citizen planned summer vacations and vacations and commitments during the December holiday season. Toronto and Region Conservation Authority 7 Board Member Conduct • Added a requirement to sign an Oath of Confidentiality. • Improved legislative compliance with Municipal Freedom of Information and Protection of Privacy Act. • Added a requirement to direct all media inquiries to the CEO and the Chair. • Improved consistency in external messaging. • Clarified Board Member question resolution process. • By directing all questions to Divisional Directors and/or to CEO, staff will be able to provide coordinated, timely and effective responses. • Added an expectation of meeting attendance. • Aligned with Section 259(1)(c) of the Municipal Act. Toronto and Region Conservation Authority 8 Minor Amendments • Chief Executive Officer has been designated Secretary - Treasurer under the Conservation Authorities Act, formalizing the current practice. • Clerk has been designated as the Head for the purposes of the Municipal Freedom of Information and Protection of Privacy Act , formalizing the current practice. • Added a requirement for the Chair and Vice -Chair to be elected municipal representatives, which is meant to strengthen TRCA's relationship with municipal partners and ensure operational consistency. • Updated the Regional Watershed Alliance and Partners in Project Green Terms of Reference aligning them with the Administrative By-law updates. Toronto and Region Conservation Authority 9 Thank you! /dmt LVA M�I=M Acting Clerk and Manager, Policy alisa.mahrova@trca.ca www.trca.ca Toronto and Region Conservation Authority Section I — Items for Board of Directors Action RES.#A180/19 - FLOOD RISK ASSESSMENT AND RANKING RESULTS This report summarizes the process and results of TRCA's Flood Risk Assessment and Ranking study, a National Disaster Mitigation Program project which quantified and ranked risk across the 41 flood vulnerable clusters in TRCA's jurisdiction. Moved by: Jack Heath Seconded by: Kevin Ashe WHEREAS TRCA received approval to pursue funding for flood risk mitigation projects through the National Disaster Mitigation Program (NDMP) at meeting #6/16, held on July 22, 2016; WHEREAS TRCA staff were requested to report back to the Board of Directors in 2018 and 2020 to provide a summary of the work that has been completed with funding from the NDMP; AND WHEREAS TRCA resolved that staff be directed to continue to work with municipal staff and the insurance industry to share information from NDMP projects to advance and improve flood communications at meeting #6/19, held on June 21, 2019; THEREFORE, LET IT BE RESOLVED THAT this report, outlining the process, methodology, and ranking of flood vulnerable clusters as part of the Flood Risk Assessment and Ranking Project be received; THAT staff continue to work with municipal partners to utilize this information in flood response planning and to prioritize flood mitigation and remediation efforts; THAT TRCA staff, together with municipal partners, pursue opportunities to pro -actively share important flood risk information with residents living in flood vulnerable areas, through measures including dedicated open houses hosted in conjunction with partner municipalities, as well as informational mail -outs that direct them to neighbourhood - specific web content; AND FURTHER THAT the Clerk and Manager, Policy, so advise municipal partners, Conservation Ontario and the Ministry of Natural Resources and Forestry. RES.#A181/19 - AMENDMENT TO THE MAIN MOTION Moved by: Gordon Highet Seconded by: Rowena Santos That the last paragraph of the main motion be replaced with following: AND FURTHER THAT the Clerk and Manager, Policy, so advise municipal partners, Conservation Ontario and the Ministry of Natural Resources and Forestry and request senior levels of government to support and to continue to extend NDMP program to fund this work. THE AMENDMENT WAS: CARRIED THE RESULTANT MOTION READS AS FOLLOWS: WHEREAS TRCA received approval to pursue funding for flood risk mitigation projects through the National Disaster Mitigation Program (NDMP) at meeting #6/16, held on July 22, 2016; WHEREAS TRCA staff were requested to report back to the Board of Directors in 2018 and 2020 to provide a summary of the work that has been completed with funding from the NDMP; AND WHEREAS TRCA resolved that staff be directed to continue to work with municipal staff and the insurance industry to share information from NDMP projects to advance and improve flood communications at meeting #6/19, held on June 21, 2019; THEREFORE, LET IT BE RESOLVED THAT this report, outlining the process, methodology, and ranking of flood vulnerable clusters as part of the Flood Risk Assessment and Ranking Project be received; THAT staff continue to work with municipal partners to utilize this information in flood response planning and to prioritize flood mitigation and remediation efforts; THAT TRCA staff, together with municipal partners, pursue opportunities to pro -actively share important flood risk information with residents living in flood vulnerable areas, through measures including dedicated open houses hosted in conjunction with partner municipalities, as well as informational mail -outs that direct them to neighbourhood - specific web content; AND FURTHER THAT the Clerk and Manager, Policy, so advise municipal partners, Conservation Ontario and the Ministry of Natural Resources and Forestry and request senior levels of government to support and to continue to extend NDMP program to fund this work. THE RESULTANT MOTION WAS: CARRIED BACKGROUND Over 3.5 million people live within the watersheds that make up TRCA's jurisdiction. With drainage areas ranging from 38 square km for the Carruthers Creek to 900 square km for the Humber River, all of TRCA's watersheds are relatively small. These compact drainage areas, with highly urbanized (impervious) surfaces, and short stream lengths, leave little lead time between rainfall and flood impacts. Year-round flood threats include ice -jams in the winter, snowmelt in spring, unpredictable thunderstorms in the summer, and hurricane remnants in the fall. While land use planning has effectively reduced risk in new greenfield development areas, many neighbourhoods were historically settled near rivers prior to floodplain management. In other places, spills from altered watercourses and floodplains extend into populated areas. Through the course of floodplain mapping preparation, TRCA staff had previously identified numerous roads and buildings located within the regulatory floodplain, which is defined as the greater of Hurricane Hazel or the 100 -year storm scenario. An original database of these flood vulnerable structures and road segments was compiled in the early 2000s. While the database considered flood events up to the regulatory storm, many of these locations would still experience flooding conditions under less extreme storm events, presenting significant risk to people and property through flood damages. Areas with a high concentration of structures in the floodplain were grouped together as Flood Vulnerable Clusters (FVCs), also known as Flood Vulnerable Areas (FVAs). Many of these areas correspond to historical Flood Damage Centres and provincially designated Special Policy Areas, where development occurred near rivers prior to land use planning for hazard mitigation and section 28 permitting regulations under the CA Act. The Flood Risk Assessment and Ranking (FRAR) project was a multi -objective endeavor that leveraged $195,000 in funding under the Risk Assessment stream of the initial intake of the National Disaster Mitigation Program. This project enabled the acquisition of high-resolution LiDAR (Light Detection and Ranging) topographic data and Municipal Property Assessment Corporation (MPAC) data to update the database of flood vulnerable structures and roads. This project also utilized the latest flood vulnerability research to quantify flood risk at a granular level. Seeking the best available expertise in the flood risk assessment field, TRCA retained IBI Group to complete the risk assessment project, as noted in Resolution RES.#6126/17 at Executive Committee Meeting #11/17.The resulting hazard, exposure, and vulnerability data were combined together with stakeholder input and expert research, in order to rank the risk in TRCA's 41 Flood Vulnerable Clusters. The future use of this information to support projects in flood mitigation, risk communication, and emergency planning was envisioned at the outset. Capital projects for flood mitigation typically target areas where either a significant reduction to flood damages can be achieved, or where the provision of flood risk reduction generates opportunities for community revitalization. This project can help focus remediation and mitigation efforts where maximal benefits will be realized. The average annualized flood damages that can be avoided through capital projects is already being used to inform return on investment (ROI) calculations for federal funding applications. Furthermore, the geospatial mapping products that were developed as part of this project are becoming the basis of site- specific flood emergency response plans. METHODOLOGY Risk is often defined as the product of probability and consequence. In natural hazard management, the more nuanced understanding of risk is achieved by combining information on the hazard (e.g.: flooding and its inherent probability), the exposure (what is in the way of the hazard), and the vulnerability (how severely the hazard impacts the asset or person exposed). The FRAR project utilized these typical components of a risk model, as outlined in Figure 1. 4. Overlay, query, visualize in GIS environment .. 1. Hydraulic model 2. FVA database 3. Damage curves outputs - geospatial and attributes and functions Extent Structures / Population at Infrastructure risk Figure 1 - Risk Model Components Hazard TRCA has maintained flood hazard information for different return period (i.e. 2 -year through to 350 -year) storm events, as well as Hurricane Hazel, within the hydraulic models used in the preparation for floodplain mapping. The FRAR project utilized the latest available model for each cluster as of July 2018. For many of the clusters, the water surface elevation, flood depth, and flow velocities were recorded in the model files but were not converted to geospatial products. As part of this project, inundation mapping, as well as depth and velocity grids, were produced from the model information for each storm. These layers were used to determine the reference flood depths for each road segment and each building (relative to the first floor) for each of the different storm scenarios. To reduce similar data processing in future updates, the provision of flood elevation, depth, and velocity information in a geospatial format has become a standard deliverable of floodplain mapping projects as of 2017. Exposure As part of the FRAR project, staff in Flood Risk Management and GIS updated the database of flood vulnerable buildings and roads. Over 9,000 buildings and 1500 road segments were found to be within the Regulatory floodplain. By combining available GIS data with Municipal Property Assessment Corporation and Environics data, then verifying the data with a custom, Google Earth street -level tool, over 25 different attributes for each structure were collected, including first floor elevations and structure classifications to apply the correct depth -damage curves. For mixed-use buildings, fields to distinguish upper-level and ground -level uses were also incorporated. Vulnerability Previous assessments of flood damages relied on Ministry of Natural Resources and Forestry depth -damage curves, which stemmed from studies undertaken in Fort McMurray over 30 years ago and which were known to contain errors that miscalculated industrial damages. As TRCA was one of the early adopters of risk assessment projects under the NDMP program, staff investigated a variety of available damage estimation methodologies at the outset of the project, including Hazus and HEC -FIA (Hydraulic Engineers Corps — Flood Impact Assessment). Considering the need to quantify tangible damages at a granular scale (structure -basis), with methodology appropriate to Canadian urban typologies, staff identified the suitability of the new damage curves developed in 2014 for the Alberta Provincial Flood Damage Assessment Study. Simultaneously and in parallel to the FRAR project, these functions were endorsed in the Guidelines and Database of Flood Vulnerability Functions by Natural Resources Canada. In addition to providing thought leadership to other conservation authorities and municipal partners who are now following similar processes, TRCA undertook the task of indexing the Alberta curves to account for construction and household price differences in Ontario. The indexed curves have been broadly shared with partners and other organizations in the risk assessment realm. Damage Estimation and Risk Ranking The FRAR project considered measures of risk that were both tangible and intangible, and both direct and indirect. Tangible damages are those damages that can be quantified in dollar values. Tangible damages can be direct or indirect; direct damages are the result of floodwaters, while indirect damages are the result of additional expenses incurred or productivity lost because of the flood. Examples of tangible direct damages include the cost of repairing a flooded basement and replacing the contents. Examples of tangible indirect damages include the cost of alternate accommodation while the home is flooded. Tangible damages were calculated for each structure, and these values were summed to inform the tangible damage scores for each cluster. Intangible damages are those that cannot be quantified as dollars. They can, however, be described and compared. Intangible factors were calculated on a cluster basis. While there may not be a dollar value for these factors, each factor was given a score based on relative metrics. The final risk ranking matrix, including the relative weighting of each category, was developed by IBI based on governing best practices, availability of data, and a stakeholder input workshop held in the summer of 2018. Flood damage estimates within the FRAR project were undertaken to provide an even comparison of flood impacts across TRCA's jurisdiction, as opposed to reaching a conclusion on the economic impact of flooding. They represent synthetic scenarios, and some categories of impact (e.g. buried infrastructure) were not assessed due to data limitations. It is therefore important to note that the methodology favors consistency over perfect accuracy and that the scale of impact analysis is at the structure and neighbourhood level — secondary impacts to the municipality at -large were not assessed at this time. The final risk matrix considered factors in the following four categories. 1. Building -related tangible damages, which include structure and content damages, loss of revenue due to business interruption, and cost of residential displacement, each of which were calculated as dollar values using depth -damage curves. This category accounted for 50% of the total risk score. 2. Community impacts, which takes into consideration institutional buildings that provide critical community functions such as emergency services, schools, cultural and religious buildings, community associations and indoor recreation facilities. This category accounted for 10% of the total risk score. 3. Social vulnerability, which counts the total affected population and indexes the population based on five demographic factors which potentially increase flood vulnerability, namely: age, family -type, income, housing tenure, and proximity to hospital facilities. This category accounted for 20% of the total risk score. 4. Disruption to infrastructure, which focuses on overall depth of flooding on roadways, as well as the number of impassible road segments, both weighted by road class. A placeholder for utility disruption was included but was not calculated due to data limitations. This category accounted for 20% of the total risk score. A future placeholder for preparedness and resiliency, which could reduce the risk score, was included for future projects which might compare to the baseline scenario. The variables that were used to assess vulnerability for each of the four categories were quantified for each return -period storm event. Damage -probability curves were plotted for the variables, and the area under the curve yielded the average -annual damage/vulnerability for each variable. This essentially weights the damages according to the probability of them occurring. Through this method, damages from a more frequent event would add more to the average annualized damage than from an infrequent event. Utilizing average annualized damages incorporates both likelihood and consequence to allow for a fair comparison of flood risk between clusters. RATIONALE Based on the methodology described above, the following is the ranking of flood vulnerable clusters in TRCA's jurisdiction. Because the Toronto Islands flood from Lake Ontario, which is a different mechanism than riverine flooding, it is not ranked in Table 1, although it did undergo a similar risk assessment process modified to appropriately consider the park impacts. It is also important to note that the risk ranking process does include the benefits of flood control structures (such as dams) as they currently function, but does not include the additional risk of infrastructure failure. Infrastructure risk analysis and dam safety reviews are undertaken as separate projects on a structure -by -structure basis. TRCA and municipal partners are actively undertaking flood remediation projects that either reduce existing flood risk in a number of the clusters below, or create opportunities for community revitalization. It is important to recognize that structural remediation approaches are not always possible in some areas; non-structural approaches such as emergency planning, risk communication, and enhancements to flood forecasting and warning measures continue to be pursued. The full scores and rankings within each category can be found in Attachment 1, while Attachment 2 depicts a map of the clusters, and Attachment 3 provides summary factsheets for each cluster. Table 1 — Risk Rankings of Flood Vulnerable Clusters Cluster Cluster Name Municipality Related Projects (TRCA or Rank *(denotes a portion of Municipal) the cluster is a Special Policy Area) 1 Rockcliffe ` Toronto Black Creek at Rockcliffe Special Policy Area Flood Remediation and Transportation Feasibility Cluster Cluster Name Municipality Rank *(denotes a portion of the cluster is a Special Policy Area) Related Projects (TRCA or Municipal) Study; site-specific flood response plan 2 Jane/Wilson * Toronto Target area for site-specific flood response planning and community outreach 3 Dixie/Dundas* Mississauga Dixie -Dundas Flood Mitigation Strategy; site-specific flood response planning 4 Pickering Village* Pickering/Ajax Rehabilitation of the Pickering and Ajax Flood Control Dykes Class Environmental Assessment 5 Bolton Core* Caledon Bolton Berm Major Maintenance Project; site- specific flood response planning 6 Avondale / Spring Brampton Central Area Integrated Flood Creek* Modelling and Infrastructure Assessment; target for site- specific flood response planning and outreach 7 Progress Business Park Toronto Highland Creek Markham Branch Flood Protection EA 8 Lower Don* Toronto Port Lands Flood Protection Project 9 Lake Wilcox* Richmond Hill Target for site-specific flood response planning 10 Markham Industrial Markham Don Mills Channel Project; outreach target 11 Brickworks Toronto Existing site-specific response plans Cluster Cluster Name Municipality Related Projects (TRCA or Rank *(denotes a portion of Municipal) the cluster is a Special Policy Area) 12 Thornhill Vaughan Municipal stormwater improvements 13 Kennedy Commons Toronto Under review 14 Edgeley/Vaughan Vaughan Black Creek Renewal Centre Municipal Class EA � I 15 lonview Toronto Under review 16 Albion Road Toronto Under review Under review Under review 17 Dorset Park Toronto 18 Maple Vaughan 19 Bay Ridges Pickering Krosno Creek Flood Reduction Study Vaughan Under review Markham Target for site-specific flood 20 Woodbridge* 21 Unionville* response planning Mississauga Malton Flood Characterization 22 Malton Study Vaughan Under review 23 Keele Industrial 24 Newkirk Business Park Richmond Hill Under review Dam Emergency Preparedness 25 Hoggs Hollow* Toronto Plan recently completed 26 Stouffville Centre Stouffville Stouffville Dam Feasibility Study 27 New Westminster Vaughan Under review 28 Brampton Central* Brampton Downtown Brampton Flood Protection Project EA Under review 29 Vellore Woods Vaughan Cluster Cluster Name Municipality Related Projects (TRCA or Rank *(denotes a portion of Municipal) the cluster is a Special Policy Area) Willowfield Toronto 30 Under review 31 Dundas West Toronto Under review 32 Lower Carruthers Ajax Target for site-specific emergency response planning 33 Little Etobicoke Mississauga Little Etobicoke Creek Flood Evaluation Study and Master Plan 34 West Mall* Mississaugalroronto Under review 35 Longbranch Toronto Under review 36 Elgin Mills Richmond Hill Municipal Class Environmental Assessment Flood Remediation Study Yonge Street and Elgin Mills Road - Flood Vulnerable Area 37 Old Markham Village Markham Under review 38 Concord Vaughan Under review 39 South Mimico Toronto Under review 40 Altona/Rougemount Pickering Under review 41 Langstaff Business Park Vaughan SNAP Project Municipal Partner and Public Outreach TRCA hosted workshops in early June to share the results of this study with municipal partner staff and engage them in associated projects. In addition to determining damage estimates and risk rankings, the significant data collection associated with this study has provided valuable information that has already been used in emergency response scenarios. To leverage the multi -functional outputs of this project, TRCA subsequently received NDMP funding through intakes 4 and 5 to undertake targeted public outreach in flood vulnerable clusters, and to develop tools and processes for Site Specific Flood Response Plans. Two workflows from this project have already been used in actual flood emergencies. The methodology for intersecting building and floodplain layers in GIS was utilized for the response maps for Lake Ontario in 2017 and 2019, and the structure database was used to generate address lists to support the Town of Caledon, Region of Peel and Ontario Provincial Police evacuation efforts during the Bolton Ice Jam in March 2019. Global and local best practices for flood risk reduction cite the importance of risk communication to people who live and work in flood prone areas. Effective risk communication in advance of an emergency is essential to ensuring appropriate crisis communication during an emergency. There are numerous actions that homeowners, employers, and tenants can take in order to reduce the impact of flooding. Having an updated and enhanced understanding of risk in flood - prone areas, TRCA staff have been working on a targeted public outreach program for flood vulnerable clusters, which includes dedicated web content, informational mail -outs, and in- person open house sessions. Where possible, TRCA is working together with partner municipalities to undertake these projects. Relationship to Building the Living City, the TRCA 2013-2022 Strategic Plan This report supports the following strategies set forth in the TRCA 2013-2022 Strategic Plan: Strategy 2 — Manage our regional water resources for current and future generations Strategy 8 — Gather and share the best sustainability knowledge FINANCIAL DETAILS The Flood Risk Assessment and Ranking study was completed using funds provided by the National Disaster Mitigation Program, City of Toronto, and the regional municipalities of Peel, York and Durham. Funding was allocated in account 107-09. Report prepared by: Rehana Rajabali, extension 5220 Emails: rehana.raiabali(a)trca.ca For Information contact: Rehana Rajabali, extension 5220 Emails: rehana.raiabali(rDtrca.ca Date: October 9, 2019 Attachments: 3 Attachment 1: Total and Category Risk Scores for TRCA Flood Vulnerable Clusters Attachment 2: Map of Flood Vulnerable Clusters Attachment 3: Cluster Factsheets Attachment 1: Total and Category Risk Scores for TRCA Flood Vulnerable Clusters Table 1 -Total and Category Risk Scores for TRCA Flood Vulnerable Clusters Building Community I Social Infrastructure Cluster Name Munirinalitv Total Associated Impacts I Vulnerability 1100 Rank /50 Rank /10 Rank /20 Rank /20 Rank 82.00 1 50.00 1 2.50 3 18.00 1 11.50 1 76.72 2 44.86 2 2.90 2 17.60 5 11.36 4 67.02 3 39.31 3 0.04 13 18.00 1 9.67 8 51.32 4 28.94 4 0.00 19 17.73 4 4.65 16 49.51 5 27.39 5 0.07 11 15.12 6 6.93 11 45.73 6 27.17 6 4.19 1 4.08 15 10.28 6 42.91 7 20.38 12 0.13 9 18.00 1 4.39 20 42.21 8 25.64 7 0.03 15 6.43 9 10.11 7 38.30 9 25.29 8 0.00 19 6.95 8 6.05 12 36.67 10 25.20 9 1.09 6 0.02 37 10.37 5 32.74 11 21.24 10 0.00 19 0.00 38 11.50 1 29.49 12 19.92 13 0.00 19 4.67 10 4.90 13 26.28 13 19.23 14 0.01 16 3.07 17 3.97 27 24.98 14 20.77 11 0.00 19 0.00 38 4.21 23 24.11 15 10.89 17 0.00 19 9.45 7 3.78 31 22.15 16 10.83 18 0.12 10 4.14 14 7.06 10 21.60 17 12.66 16 0.29 8 4.38 12 4.26 22 20.71 18 13.74 15 0.00 19 3.04 18 3.94 29 19.69 19 10.30 19 0.00 19 4.59 11 4.79 14 17.55 20 3.49 28 2.06 4 4.19 13 7.80 9 17.12 21 3.69 27 0.04 13 1.89 21 11.50 1 16.62 22 9.09 21 0.00 19 2.91 19 4.61 17 13.36 23 9.77 20 0.01 16 0.00 38 3.58 36 11.51 24 4.05 25 0.00 19 3.47 16 4.00 26 10.89 25 6.32 22 0.01 16 1.04 26 3.51 40 10.17 26 4.34 24 1.00 7 1.10 25 3.72 32 9.56 27 4.46 23 0.00 19 1.49 22 3.61 35 8.42 28 1.53 34 2.01 5 0.78 29 4.10 25 Attachment 1: Total and Category Risk Scores for TRCA Flood Vulnerable Clusters Cluster Name , Associateding Score � Score Vellore Woods Vaughan Willowfield Toronto Dundas West Toronto Lower Carruthers �� Ajax Little Etobicoke Mississauga West Mall Mississauga/Toronto Longbranch�[ Toronto Elgin MillsMW[ Richmond Hill Old Markham VillageM[ Markham Concord ■I Vaughan South Mimico 9F Toronto��� Altona/Rougemount Pickering Langstaff Business Park Vaughan TRCA Watersheds Flood Vulnerable Clusters Floodplain ANNUALIZED IMPACTS In the Damage v. Probability chart, total flood damage is plotted against the annual event probability for that area. The Average Annual Damage (AAD) is estimated for a given area by calculating the area under the curve. This method essentially weighs the calculated damages according to the probability of them occurring. For example, damages from a frequent event would add more to the AAD than an infrequent event. AAD expresses the cost of the average damage in dollars per year that would occur in a designated area over a very long period of time. In addition to economic damages due to flooded buildings, other impacts can be annualized, and have been using the metrics below: he annualized number of people livin in affected buildings, based on an estimated number of residential units and average occupancy by building type. The annualized number of residential dwelling units in affected buildings. The annualized number of employees in affected commercial and industrial buildings, based on an estimate of space per employee by industry. AVERAGE ANNUAL IMPACT V. REGULATORY FLOOD EVENT For each cluster, the Average Annual Impact has been # calculated in each category based upon the flood probabilities and modeling specific to each cluster. AVERAGE ANNUAL The annualized square meters of space within affected commercial and industrial buildings. The annualized square meters of space within affected institutional buildings, including medical, educational, and cultural facilities. The annualized length of road segments that, at any point, would be inundated by floodwaters of 0.3 meter. or deeper. For TRCA's jurisdiction, the Regulatory Flood Event is the more severe of the floods generated by the Regional Storm (Hurricane Hazel) or the 100 -Year Storm. # REGULATORY FLOOD EVENT :l• CLUSTER DESCRIPTION The Rockcliffe cluster is located on Black Creek from the Westview Greenbelt in the north to Scarlett Rd in the south, though the main area of impact is the provincially designated Rockcliffe Special Policy Area (SPA) in the Rockcliffe-Smythe neighborhood. Historical development as early as the 1940s has encroached into the floodplain, resulting in significant flood risk. The cluster experienced substantial flooding during the July 8th, 2013 and August 7, 2018 storms. Primary flood mechanisms include a lack of channel capacity coupled with encroachment into floodplain areas. Flooding is further exacerbated by a lack of conveyance capacity at crossings. The neighborhood is also subject to basement flooding and storm/sanitary sewer backup. NUMBER OF PEOPLE AFFECTED 13 150 3,636 AVERAGE REGULATORY ANNUAL FLOOD EVENT NUMBER OF HOUSEHOLDS AFFECTED AVERAGE ANNUAL DAMAGES (AAD) 5,525,352 El Residential ■Non -Residential KC DAMAGES V. PROBABILITY $350.00 C 0 v M E M 0 $8,946,721 .,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED 65 1,637 13 98 1,172 AVERAGE REGULATORY ANNUAL FLOOD EVENT AVERAGE REGULATORY ANNUAL FLOOD EVENT M20F COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 6,256 62,551 AVERAGE REGULATORY ANNUAL FLOOD EVENT 0000 0.100 0.200 0300 0A00 0500 Probability M20F INSTITUTIONAL SPACE AFFECTED 11 3,767 39,724 AVERAGE REGULATORY ANNUAL FLOOD EVENT 0 500 METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 1,423 15,636 AVERAGE REGULATORY ANNUAL FLOOD EVENT 1 CLUSTER DESCRIPTION 0 The Jane -Wilson cluster is located on Black Creek, and is generally centered along Jane Street extending north to Gravenhurst Avenue and south to Lawrence Ave W. A portion of the cluster is a provincially designated Special Policy Area (SPA). In 2016, TRCA completed a Floodplain Mapping update for the Jane and Wilson Special Policy Area. The study included a 2D hydraulic model update, an identification of High Risk Flood Zones within the SPA, key causes of flooding for identified zones, and an identification of possible mitigation options. The identified hydraulic constraints included undersized hydraulic structures (e.g. culverts and bridges), undersized channels, and constraints due to topography (e.g. spill points, low lying or flat, poorly drained topography. NUMBER OF PEOPLE AFFECTED 13 139 6,257 NUMBER OF HOUSEHOLDS AFFECTED AVERAGE ANNUAL DAMAGES (AAD) 113 Residential ■Non -Residential DAMAGES V. PROBABILITY 140„p 0 M E M 0 $2,250,945 .I.........I.... AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED 75 3,249 a 41 1,112 AVERAGE REGULATORY AVERAGE REGULATORY AVERAGE REGULATORY ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT M2 OF COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 1,659 37,110 AVERAGE REGULATORY ANNUAL FLOOD EVENT 0.000 0.100 0200 0300 0.400 0.500 Probability M2 OF INSTITUTIONAL SPACE AFFECTED © 1,391 28,048 AVERAGE REGULATORY ANNUAL FLOOD EVENT METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 1,067 15,505 AVERAGE REGULATORY ANNUAL FLOOD EVENT 11IVAIM0l1l►LIIPYA CLUSTER DESCRIPTION Located on Little Etobicoke Creek, the Dixie -Dundas cluster is located near the intersection of Dixie Road and Dundas Street East in the city of Mississauga. It is a provincially designated Special Policy Area (SPA). The urbanized nature of the Little Etobicoke Creek watershed makes this cluster susceptible to flooding from intense summer thunderstorms. The cluster experienced significant flooding during the July 8, 2013 storm when flows overtopped the engineered channel and began flowing south along Queen Frederica Drive. In 2014 TRCA completed a 2D hydraulic model of Little Etobicoke Creek. The City of Mississauga is currently undertaking a Flood Evaluation Study and Master Plan for Little Etobicoke Creek which will develop a set of preferred remediation alternatives. NUMBER OF PEOPLE AFFECTED 138 1,811 NUMBER OF HOUSEHOLDS AFFECTED AVERAGE ANNUAL DAMAGES (AAD) ❑Residential ■Non -Residential $6,518,333,.,..,.,.,.. AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED 76 987 13 427 2,876 AVERAGE REGULATORY AVERAGE REGULATORY AVERAGE REGULATORY ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT M2 OF COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 22,537 135,213 AVERAGE REGULATORY ANNUAL FLOOD EVENT ETOBICOKE M WATERSHED 14 DIXIE-DUNDAS DAMAGES V. PROBABILITY $80.0q 0.000 0.100 0.200 0.300 0400 0.500 Probability M2 OF INSTITUTIONAL SPACE AFFECTED ©I1�1 AVERAGE REGULATORY ANNUAL FLOOD EVENT METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 121 3,029 AVERAGE REGULATORY ANNUAL FLOOD EVENT 9 i CLUSTER DESCRIPTION The Pickering Village cluster includes the Pickering (Village East) provincially designated Special Policy Area (SPA), the Notion Road/Pickering Village SPA, and a portion of Millers Creek floodplain from just north of Kingston Rd W to the confluence south of Highway 401. The Pickering Village community has a long history of flooding due it's location within the floodplain. The Pickering Dyke & Ajax Dyke were constructed in the 1980's to provide operational flood protection for adjacent communities. These areas previously experienced flooding on an almost annual basis. In 2018 TRCA staff completed the Pickering/Ajax SPA Two -Dimensional (2D) Modelling and Dyke Assessment project. An EA process for rehabilitation of the dykes was initiated in 2019. NUMBER OF PEOPLE AFFECTED ® 103 2,597 AVERAGE REGULATORY ANNUAL FLOOD EVENT NUMBER OF HOUSEHOLDS AFFECTED 0 45 1,135 AVERAGE REGULATORY ANNUAL FLOOD EVENT AVERAGE ANNUAL DAMAGES (AAD) 241,180 ❑Residential ■Non -Residential $2,355,521 AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED AVERAGE REGULATORY ANNUAL FLOOD EVENT M20F COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 349 34,437 AVERAGE REGULATORY ANNUAL FLOOD EVENT DAMAGES V. PROBABILITY 0.000 0100 0200 M20F INSTITUTIONAL SPACE AFFECTED 91 AVERAGE REGULATORY ANNUAL FLOOD EVENT DUFFI(EEK WATER ED PICKERING'' VILLAGE 0.300 0400 ^000 0.600 Probability METRES OF IMPASSABLE ROAD LENGTH AFFECTED a 126 8,173 AVERAGE REGULATORY ANNUAL FLOOD EVENT :1010ie]►19491 OIL CLUSTER DESCRIPTION The Bolton Core cluster is located on the Humber River in the village of Bolton. Bolton Core is susceptible to flooding during heavy rainfall events, the spring freshet, and as most recently experienced, during icejams. While the Bolton berm and channel have served to provide functional flood protection for most rainfall events, flooding occurred in 2019 due to an icejam. Part of this cluster is a provincially designated Special Policy Area (SPA). TRCA undertook a detailed assessment of the berms and channel to identify hydraulic performance and structural deficiencies, and remediation plan was established in 2018. A detailed design process for the remediation of the berm will commence in 2019. NUMBER OF PEOPLE AFFECTED NUMBER OF HOUSEHOLDS AFFECTED AVERAGE ANNUAL DAMAGES (AAD) ❑Residential ■Non -Residential $1,212,328 AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED AVERAGE REGULATORY AVERAGE REGULATORY AVERAGE REGULATORY ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT M2 OF COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 101 18,274 AVERAGE REGULATORY ANNUAL FLOOD EVENT BOLTO CORE 9. am DAMAGES V. PROBABILITY $80.00 0.000 0.100 0200 0.300 0.400 Probability M2 OF INSTITUTIONAL SPACE AFFECTED © 21 4,460 AVERAGE REGULATORY ANNUAL FLOOD EVENT 0 1211 0.600 METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 18 4,585 AVERAGE REGULATORY ANNUAL FLOOD EVENT !\TL0l01PYA CLUSTER DESCRIPTION Located on Spring Creek within the Etobicoke Creek watershed, the Avondale cluster includes floodplain along Spring Creek and Dixie Tributary from Williams Parkway E and Queen St E to the confluencejust South of Avondale Blvd. The cluster also includes industrial lands south of the confluence to Highway 407. Part of this cluster is a provincially designated Special Policy Area (SPA). Flooding in this area occurs primarily due to a combination of constrained channels (on both the Spring Creek and Dixie tributary) and multiple culvert crossings. The Spring Creek subwatershed has undergone significant studies in recent history due to the complex flood nature of the Bramalea City Centre and the Avondale SPA. NUMBER OF PEOPLE AFFECTED JY� AVERAGE REGULATORY ANNUAL FLOOD EVENT NUMBER OF HOUSEHOLDS AFFECTED 0� 472 AVERAGE REGULATORY ANNUAL FLOOD EVENT AVERAGE ANNUAL DAMAGES (AAD) ❑ Residential ONon-Residential AVONDALE DAMAGES V. PROBABILITY $16000 $6,416,498 .. ..., ..., ........ ... AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED 13 287 5,460 AVERAGE REGULATORY ANNUAL FLOOD EVENT M2 OF COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 18,177 332,935 AVERAGE REGULATORY ANNUAL FLOOD EVENT 0000 0 00 0,200 0300 0400 0 L0 Probability M2 OF INSTITUTIONAL SPACE AFFECTED 11 153 22,637 AVERAGE REGULATORY ANNUAL FLOOD EVENT METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 308 1,444 AVERAGE REGULATORY ANNUAL FLOOD EVENT bffil CLUSTER DESCRIPTION The Progress Business Park cluster is located on the Markham Branch of the East Highland Creek between Finch Ave E and Bellamy Rd N. At Corporate Drive, storms as low as the 25 -year storm event causes water to overtop the road and spill through adjacent lands. The flooding is largely the result of undersized culverts restricting flow, causing water to backup upstream of the culverts. Corporate Drive, Progress Avenue and Bellamy Road North are undersized to pass the Regional flood. The Highland Creek Markham Branch (Corporate Drive) Flood Remediation Class EA will seek improvements to allow the safe passage of the Regulatory flood for Highland Creek in order to protect existing residents and businesses and to lift development restrictions. NUMBER OF PEOPLE AFFECTED 13 70 1,106 AVERAGE REGULATORY ANNUAL FLOOD EVENT NUMBER OF HOUSEHOLDS AFFECTED AVERAGE ANNUAL DAMAGES (AAD) $1,187,519 ❑Residential 11 Non -Residential $1,202,459 ..................................... AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED 39 594 a 101 1,981 AVERAGE REGULATORY ANNUAL FLOOD EVENT AVERAGE REGULATORY ANNUAL FLOOD EVENT M20F COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 5,201 100,336 AVERAGE REGULATORY ANNUAL FLOOD EVENT HIGHLAND CREEK.RJ WAT SHED PROGRESS DAMAGES V. PROBABILITY $60 00 0000 0100 0200 0300 0,400 '0'00 Probability M20F INSTITUTIONAL SPACE AFFECTED 11 145 10,378 AVERAGE REGULATORY ANNUAL FLOOD EVENT 0 600 METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 130 4,789 AVERAGE REGULATORY ANNUAL FLOOD EVENT •IT01 a ;a Ile CLUSTER DESCRIPTION The Lower Don cluster is located on the Lower Don river from Dundas Street E to the Mouth of the Don River. While the majority of the cluster does not see flooding except under very extreme events, the key transportation route (Don Valley Parkway) floods frequently as a result of thunderstorms, heavy rain, rain on snow, and ice jams at the Keating Channel. More extreme rainfall events would cause overtopping of the channel and across Don Roadway, causing a significant spill to the east and south into the Port Lands. The Don Mouth Naturalization and Port Lands Flood Protection Project is currently being implemented to remove riverine flood risk from -250 ha of urban area in the Lower Don. NUMBER OF PEOPLE AFFECTED © 18 4,637 AVERAGE REGULATORY ANNUAL FLOOD EVENT NUMBER OF HOUSEHOLDS AFFECTED AVERAGE REGULATORY ANNUAL FLOOD EVENT AVERAGE ANNUAL DAMAGES (AAD) $320,083 ❑Residential ■Non -Residential $1,219,167 AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED 72 6,921 AVERAGE REGULATORY ANNUAL FLOOD EVENT M20F COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 3,765 412,852 AVERAGE REGULATORY ANNUAL FLOOD EVENT DON OVER WATERSHED LOWER DON DAMAGES V. PROBABILITY 0.000 0.100 0.200 0.300 0.400 05n0 Probability M20F INSTITUTIONAL SPACE AFFECTED © 20 21,424 AVERAGE REGULATORY ANNUAL FLOOD EVENT 0.600 METRES OF IMPASSABLE ROAD LENGTH AFFECTED 687 33,781 AVERAGE REGULATORY ANNUAL FLOOD EVENT CLUSTER DESCRIPTION The Lake Wilcox cluster is located within the community of Oak Ridges in the Town of Richmond Hill. The cluster is large, extending from Lake Wilcox in the east along the East Humber River to Bathurst Street in the west. Part of this cluster is a provincially designated Special Policy Area (SPA). The Lake Wilcox cluster is subject to flooding due to overland spills and backwater behind culverts and bridges as a result of insufficient capacity to convey all flows through the opening. Ice jams have occurred in the vicinity of Lake Wilcox commencing at King Rd, downstream to west of Parker Ave. Flooding from Lake Wilcox itself can also affect the lower -lying areas primarily along the shoreline. NUMBER OF PEOPLE AFFECTED ® 27 1,629 NUMBER OF HOUSEHOLDS AFFECTED AVERAGE ANNUAL DAMAGES (AAD) )8 El Residential ❑Non- Residential LAKE WILCOX RIVER HED DAMAGES V. PROBABILITY z00o $1,377,813 ................ AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED AVERAGE REGULATORY AVERAGE REGULATORY AVERAGE REGULATORY ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT M2 OF COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 22 4,257 AVERAGE REGULATORY ANNUAL FLOOD EVENT 0.000 0,100 0200. 0.300 0,400 0.500 Probability M2 OF INSTITUTIONAL SPACE AFFECTED 12 870 AVERAGE REGULATORY ANNUAL FLOOD EVENT 0.600 METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 762 7,526 AVERAGE REGULATORY ANNUAL FLOOD EVENT AV 11111"A rA = wk CLUSTER DESCRIPTION The Markham Industrial cluster is located in the vicinity of Highway 404 and Esna Park Drive, and consists of a highly altered channel flowing through an industrial business park. Flooding in this area is a result of the current system of open channels and culverts which do not have adequate capacity to handle stormwater runoff during large storm events. The Don Mills Channel Flood Reduction Study was completed by the City of Markham in 2018, which identified a preferred solution to reduce flooding and flood damages at this cluster. With support from the federal Disaster Mitigation and Adaptation Fund, remediation of the Don Mills Channel will greatly reduce the flood risk in this area. NUMBER OF PEOPLE AFFECTED 13 14 AVERAGE REGULATORY ANNUAL FLOOD EVENT NUMBER OF HOUSEHOLDS AFFECTED 0 AVERAGE REGULATORY ANNUAL FLOOD EVENT AVERAGE ANNUAL DAMAGES (AAD) DAMAGES V. PROBABILITY VUq I E ❑Residential o ®Non -Residential E 0 $6,131,839 . ....................................... AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED 13 652 1,857 AVERAGE REGULATORY ANNUAL FLOOD EVENT M20F COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 44,890 155,647 AVERAGE REGULATORY ANNUAL FLOOD EVENT $60 ,'0 M20F INSTITUTIONAL SPACE AFFECTED 91 133 9,492 AVERAGE REGULATORY ANNUAL FLOOD EVENT Probability 00 Ob00 METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 635 3,763 AVERAGE REGULATORY ANNUAL FLOOD EVENT CLUSTER DESCRIPTION The Brickworks cluster is located upstream of the Lower Don cluster and encompasses the Evergreen Brickworks site, a low -point along the Bayview extension, and the rail tracks serving the Richmond Hill GO route. Flooding of the Bayview extension and rail line in this cluster occurs because they are low-lying and in the natural floodplain of the Lower Don River. The Evergreen Brickworks site is located in the floodplain and could see flooding as frequently as with the 10 year storm. Evergreen Brickworks undertakes property level flood risk reduction measures. Metrolinx has installed alerting system on the rail line. Toronto Transportation is in the process of adding automated gates to Bayview extension to expedite emergency road closures. NUMBER OF PEOPLE AFFECTED 13 AVERAGE REGULATORY ANNUAL FLOOD EVENT NUMBER OF HOUSEHOLDS AFFECTED opo AVERAGE REGULATORY ANNUAL FLOOD EVENT AVERAGE ANNUAL DAMAGES (AAD) ❑Residential ■Non -Residential $1,287,381 . AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED 13 166 504 AVERAGE REGULATORY ANNUAL FLOOD EVENT M2 OF COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 5,396 16,040 AVERAGE REGULATORY ANNUAL FLOOD EVENT BRICKWORKS 6.,.S. DAMAGES V. PROBABILITY $6000 0.000 0100 0200 0300 0-400 0.500 Probability M2 OF INSTITUTIONAL SPACE AFFECTED © 2� 1,762 AVERAGE REGULATORY ANNUAL FLOOD EVENT 0.600 METRES OF IMPASSABLE ROAD LENGTH AFFECTED AVERAGE REGULATORY ANNUAL FLOOD EVENT •l: CLUSTER DESCRIPTION The Thornhill cluster is located near the intersection of Yonge Street and Centre Street in the City of Vaughan. The watercourse is a mix of culvert crossings and altered open areas. At present, only draft floodplain mapping is available for this cluster, and it is this draft information that was used for the Flood Risk Assessment and Ranking Study. Historical development has encroached into the floodplain and has resulted in a significant flood risk to the area. On August 19, 2005, the West Thornhill community was impacted by a severe rain storm during which stormwater runoff exceeded the capacity of drainage systems, causing extensive flooding of private property and roadways NUMBER OF PEOPLE NUMBER OF AFFECTED HOUSEHOLDS AFFECTED © 15 67 00 24 AVERAGE REGULATORY AVERAGE REGULATORY ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT AVERAGE ANNUAL DAMAGES (AAD) ❑Residential ❑ Non -Residential THORNHI DON RIVER WATERSHEE No DAMAGES V. PROBABILITY $b 00 $1,006,308 ....................................... AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED 00 = AVERAGE REGULATORY ANNUAL FLOOD EVENT M20F COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0� 106 AVERAGE REGULATORY ANNUAL FLOOD EVENT 0.000 OJ00 0200 0,300 0,400 GS00 Probability M20F INSTITUTIONAL SPACE AFFECTED 13 AVERAGE REGULATORY ANNUAL FLOOD EVENT METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 600 AVERAGE REGULATORY ANNUAL FLOOD EVENT n u CLUSTER DESCRIPTION I 0 The Kennedy Commons cluster is located on the Bendale Branch of the West Highland Creek from Sheppard Ave E south to McCowan Road. There are many watercourse crossings along this reach. The limited capacity of these crossings, together with encroachment and a high degree of channel alternation results in flooding of some properties at the 25 year storm, with additional properties flooding at the 50 year and more extreme storms. NUMBER OF PEOPLE AFFECTED o NUMBER OF HOUSEHOLDS AFFECTED AVERAGE ANNUAL DAMAGES (AAD) ❑Residential ■Non -Residential "HIGHLAND CREI WATERSHED KENNEDY COMMONS �J DAMAGES V. PROBABILITY N C 0 v M M E M 0 $1,120,954 .. ...................................... AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED 394 a 96 3,612 AVERAGE REGULATORY AVERAGE REGULATORY AVERAGE REGULATORY ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT M2 OF COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 5,015 213,227 AVERAGE REGULATORY ANNUAL FLOOD EVENT 0.000 0100 0200. 0.300 0400 0.500 Probability M2 OF INSTITUTIONAL SPACE AFFECTED 12__� 1,198 AVERAGE REGULATORY ANNUAL FLOOD EVENT i J00 METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 55 2,468 AVERAGE REGULATORY ANNUAL FLOOD EVENT C CLUSTER DESCRIPTION The Edgeley/Vaughan Centre cluster is located on Black Creek north of Highway 407, and includes a portion of the Vaughan Metropolitan Centre. The cluster is currently mixed-use and is actively undergoing redevelopment. Due to the highly urbanized nature of the drainage area of Black Creek, this cluster is susceptible to riverine flooding from Black Creek as well as overland urban stormwater flooding, exacerbated by restricted flow capacity near bridges and culverts and limited channel capacity. In 2018 the City of Vaughan completed the Vaughan Metropolitan Centre (VMC) Black Creek Renewal Municipal Class Environmental Assessment (EA) which identified a preferred alternative for the portion of Black Creek between Edgeley Pond (north of Highway 7) and Highway 407. NUMBER OF PEOPLE AFFECTED NUMBER OF HOUSEHOLDS AFFECTED AVERAGE ANNUAL DAMAGES (AAD) ❑Residential 11 Non -Residential :. ........ $1,237,487 „ AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED Qo o a ze a,io3 AVERAGE REGULATORY AVERAGE REGULATORY AVERAGE REGULATORY ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT M2 OF COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 1,986 301,662 AVERAGE REGULATORY ANNUAL FLOOD EVENT F 1UMBER RIVER �/ATERSHED EDGELEY-VAUGHAN 4v,Ak, CENTRE DAMAGES V. PROBABILITY $300.00 0.000 0.100 0.200 0,300 0,400 Probability M2 OF INSTITUTIONAL SPACE AFFECTED © 60 13,337 AVERAGE REGULATORY ANNUAL FLOOD EVENT Osf!0 METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 120 3,098 AVERAGE REGULATORY ANNUAL FLOOD EVENT n u CLUSTER DESCRIPTION lonview cluster is located along Taylor -Massey Creek in the Don River Watershed between Crouse Rd in the north and Frimette Ct. in the south. The lonview cluster is susceptible to flooding primarily due to a combination of restricted flow capacity through culvert crossings, particularly at Birchmount Road and Eglinton Ave, and limited channel capacity. Historical encroachments into the floodplain and have resulted in risks to industrial and residential areas. NUMBER OF PEOPLE AFFECTED ® 29 2,205 NUMBER OF HOUSEHOLDS AFFECTED AVERAGE ANNUAL DAMAGES (AAD) OResidential ■Non -Residential $419,019 ................. .................... AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED 15 1,147 a 6 270 AVERAGE REGULATORY AVERAGE REGULATORY AVERAGE REGULATORY ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT M2 OF COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 373 18,176 AVERAGE REGULATORY ANNUAL FLOOD EVENT DAMAGES V. PROBABILITY 0.000 (1100 0200. 0.300 0,400 0.500 Probability M2 OF INSTITUTIONAL SPACE AFFECTED 12 122 AVERAGE REGULATORY ANNUAL FLOOD EVENT 0.fi00 METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 63 1,696 AVERAGE REGULATORY ANNUAL FLOOD EVENT U B I O N ROAD JAMAUt' -. COMMUNITY AI INIir-inAI ITV. j'ITV AE're%n^Kl're% 0 �. _ ■ CLUSTER DESCRIPTION The Albion Road cluster is located at the confluence of the Main Humber River and West Humber River, and includes areas downstream to the confluence between the Humber River and Berry Creek. Flooding in Albion Road cluster occurs primarily due to a combination of limited floodplain capacity and other encroachments into the historical floodplain. While the adjacent parkland and golf course becomes flooded at the 2 -year storm, most properties in the area may only see flooding during a Regional storm. NUMBER OF PEOPLE AFFECTED 13 13 2,769 AVERAGE REGULATORY ANNUAL FLOOD EVENT NUMBER OF HOUSEHOLDS AFFECTED 0� 1,492 AVERAGE REGULATORY ANNUAL FLOOD EVENT AVERAGE ANNUAL DAMAGES (AAD) X11 ❑ Residential ❑Non -Residential 0 v E $286,700 . ....................................... AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED o�v AVERAGE REGULATORY ANNUAL FLOOD EVENT M2 OF COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0I�C� AVERAGE REGULATORY ANNUAL FLOOD EVENT N DAMAGES V. PROBABILITY $70 OC $60.0( $sou( $40.0( $30.0( $20.0( $,0.00 $0.00 0.000 0.100 0200. M2 OF INSTITUTIONAL SPACE AFFECTED 11 22 4,812 0.300 0,400 0.500 0.600 Probability METRES OF IMPASSABLE ROAD LENGTH AFFECTED AVERAGE REGULATORY ANNUAL FLOOD EVENT 0 1,645 AVERAGE REGULATORY ANNUAL FLOOD EVENT 1161: CLUSTER DESCRIPTION bxiv 10 The Dorset Park cluster is located on the Dorset Park branch of the West Highland River. The cluster has a mix of industrial uses at risk near Birchmount Road and Ellesmere Road, and a second area of impact with industrial, commercial, and a few residential properties at risk west of Midland Ave at Lawrence Ave. Some residential properties are also at risk farther downstream towards Brimley Road. Historical development has encroached the watercourse's floodplain. This, coupled with a highly altered channel and multiple culvert crossings with little conveyance, results in risk to certain areas under the 25 -year storm event. NUMBER OF PEOPLE AFFECTED ® 14 1,264 AVERAGE REGULATORY ANNUAL FLOOD EVENT NUMBER OF HOUSEHOLDS AFFECTED 0� 629 AVERAGE REGULATORY ANNUAL FLOOD EVENT AVERAGE ANNUAL DAMAGES (AAD) ❑Residential ■Non -Residential $579,0 4M ° MCS L°QHHUIL D/°Q[MLQMC� NUMBER OF EMPLOYEES AFFECTED 13 36 1,930 AVERAGE REGULATORY ANNUAL FLOOD EVENT M2 OF COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 1,968 99,226 AVERAGE REGULATORY ANNUAL FLOOD EVENT �HLAND CREEK WATERSHED,,,, ORSET PARK DAMAGES V. PROBABILITY $30,00 0.000 0.100 0.200 0.300 0.400 0 C Probability M2 OF INSTITUTIONAL SPACE AFFECTED 11 40 2,152 AVERAGE REGULATORY ANNUAL FLOOD EVENT 0.600 METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 72 2,539 AVERAGE REGULATORY ANNUAL FLOOD EVENT 1\ 9 CLUSTER DESCRIPTION The Maple cluster is located on a tributary of the Upper West Don River from Gram St to Rutherford Rd. Flooding in this area is due to restricted flow capacity near bridges and culverts. The area also sees flooding due to limited channel capacity and floodplain encroachments. The neighborhood is mostly residential with concerns of severe flooding during the Regional storm. The northern part of the cluster could see impacts at the 5 -yeas storm, with other properties farther downstream seeing impacts at the Regional storm only. NUMBER OF PEOPLE AFFECTED NUMBER OF HOUSEHOLDS AFFECTED AVERAGE ANNUAL DAMAGES (AAD) ❑ Residential ❑Non -Residential $716,209 AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED AVERAGE REGULATORY AVERAGE REGULATORY AVERAGE REGULATORY ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT M2 OF COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 AVERAGE REGULATORY ANNUAL FLOOD EVENT 'MAPLE DON RIVER WATERSHED DAMAGES V. PROBABILITY 0 a,s M E M 0 sc, 0.000 0.100 0200 0300 0.400 0 500 Probability M2 OF INSTITUTIONAL SPACE AFFECTED ©I�� AVERAGE REGULATORY ANNUAL FLOOD EVENT METRES OF IMPASSABLE ROAD LENGTH AFFECTED AVERAGE REGULATORY ANNUAL FLOOD EVENT CLUSTER DESCRIPTION The Bay Ridges cluster is located on the eastern part of Frenchman's Bay Watershed and includes the Krosno Creek floodplain from Highway 401 to Frenchman's Bay. Krosno Creek consists of a combination of culverts and open sections. Flooding in this area occurs primarily due to a combination of constrained channels and culverts within Krosno Creek. The Bay Ridges cluster experienced significant flooding during the August 2005 storm. Remediation projects by the City of Pickering are actively underway, including the replacement of three culverts along Krosno Creek at Morden Lane, Reytan Boulevard and Alyssum Street, and the reconstruction of the channel between Reytan Boulevard and Sandy Beach Boulevard. NUMBER OF PEOPLE AFFECTED AVERAGE REGULATORY ANNUAL FLOOD EVENT NUMBER OF HOUSEHOLDS AFFECTED 0� 54 AVERAGE REGULATORY ANNUAL FLOOD EVENT AVERAGE ANNUAL DAMAGES (AAD) ❑Residential 11 Non -Residential $441,942 AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED oor� AVERAGE REGULATORY ANNUAL FLOOD EVENT M2 OF COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 AVERAGE REGULATORY ANNUAL FLOOD EVENT s FRENCHMAN BAY WATERSHED A DAMAGES V. PROBABILITY $7.00 0000 0.100 0200 0.300 0.400 0500 Probability M2 OF INSTITUTIONAL SPACE AFFECTED ©I1� AVERAGE REGULATORY ANNUAL FLOOD EVENT METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 786 5,886 AVERAGE REGULATORY ANNUAL FLOOD EVENT •Isl1l:1IDA 10 CLUSTER DESCRIPTION The Woodbridge cluster is located at the confluence of the East and Main Humber River, and contains the provincially designated Woodbridge Special Policy Area (SPA). The cluster is primarily vulnerable due to historical development encroaching into the floodplain. This area is also subject to ice jams, historically occurring in the vicinity of Legion Court Rd, south of the Islington Ave and Highway 7 intersection. The Woodbridge channel was constructed in 1962 to decrease erosion and provide storm water conveyance through the Woodbridge flood plain lands. NUMBER OF PEOPLE AFFECTED ® 13 1,713 AVERAGE REGULATORY ANNUAL FLOOD EVENT NUMBER OF HOUSEHOLDS AFFECTED Q AVERAGE REGULATORY ANNUAL FLOOD EVENT AVERAGE ANNUAL DAMAGES (AAD) $30,511 ❑Residential 11 Non -Residential YBER R ,TERSh ZKO161191 DAMAGES V. PROBABILITY $90.00.. I $167,797 ............................... AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED AVERAGE REGULATORY ANNUAL FLOOD EVENT M20F COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 19 10,807 AVERAGE REGULATORY ANNUAL FLOOD EVENT 0 000 0100 0,200 0.300 0 400 ..50 Probability M20F INSTITUTIONAL SPACE AFFECTED 11 34 6,339 AVERAGE REGULATORY ANNUAL FLOOD EVENT METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 1,161 6,683 AVERAGE REGULATORY ANNUAL FLOOD EVENT CLUSTER DESCRIPTION The Unionville cluster is located within the Rouge River watershed, and contains the provincially designated Unionville Special Policy Area (SPA). Flooding is a result of low points along the watercourse upstream of CN railway and bridge conveyance limitations associated with the CNR crossing, in addition to historical development within the floodplain areas. Note that the current ranking was based on modelling that was available as of 2018. The floodplain mapping in this area was updated in 2019 with the Unionville Two -Dimensional Modelling Study, which allowed for more detailed modeling of the complex hydraulics occurring within the study area. The new hydraulic information will be incorporated in the next iteration of TRCA's flood risk assessment process. NUMBER OF PEOPLE AFFECTED ©�5� 952 AVERAGE REGULATORY ANNUAL FLOOD EVENT NUMBER OF HOUSEHOLDS AFFECTED 2 348 AVERAGE REGULATORY ANNUAL FLOOD EVENT AVERAGE ANNUAL DAMAGES (AAD) 25,805 ❑Residential 11 Non -Residential ROUGE RIVER WATERSHED UNIGI DAMAGES V. PROBABILITY 570.00 $153,338 ................ AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED AVERAGE REGULATORY ANNUAL FLOOD EVENT M20F COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 871 10,730 AVERAGE REGULATORY ANNUAL FLOOD EVENT 0.000 0 100 0200 0.300 0.400 C 300 Probability M20F INSTITUTIONAL SPACE AFFECTED ©� 5,115 AVERAGE REGULATORY ANNUAL FLOOD EVENT METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 1,524 7,100 AVERAGE REGULATORY ANNUAL FLOOD EVENT NKO CLUSTER DESCRIPTION The Malton cluster is located on Mimico Creek north of Derry Road. Part of this cluster is a designated Two Zone Area. The residential community of Malton experienced significant flooding during the July 8, 2013 storm event. The cause of flooding was a combination of riverine flooding from Mimico Creek and overland urban stormwater components. The Mimico Malton Channel was constructed upstream of Airport Rd in 1972 to prevent flooding commercial and residential development within the floodplain. The Malton Flood Characterization study was completed in 2018, and included detailed hydraulic and hydrologic modelling, urban and riverine flood risk characterization, and the identification of further studies required to develop flood remediation plans. NUMBER OF PEOPLE AFFECTED NUMBER OF HOUSEHOLDS AFFECTED AVERAGE ANNUAL DAMAGES (AAD) BResidential ■Non -Residential $356,344 AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED AVERAGE REGULATORY AVERAGE REGULATORY AVERAGE REGULATORY ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT M2 OF COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 27 6,099 AVERAGE REGULATORY ANNUAL FLOOD EVENT DAMAGES V. PROBABILITY 0 000 0.100 0200 0.300 0A00 0500 Probability M2 OF INSTITUTIONAL SPACE AFFECTED 12 766 AVERAGE REGULATORY ANNUAL FLOOD EVENT 0.600 METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 293 4,422 AVERAGE REGULATORY ANNUAL FLOOD EVENT I CLUSTER DESCRIPTION DA I1 The Keele Industrial cluster is located on the Upper West Don River near the intersection of Keele Street and Langstaff Rd. Riverine flooding in this cluster is generally limited to more extreme storms, with most areas only expected to flood under the Regional storm, under which capacity limitations exist at the culvert located to the West of Keele Street in the CN Auto Compound site. NUMBER OF PEOPLE AFFECTED NUMBER OF HOUSEHOLDS AFFECTED ours AVERAGE ANNUAL DAMAGES (AAD) ❑Residential ■ Non- Residential $580,433 AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED AVERAGE REGULATORY AVERAGE REGULATORY AVERAGE REGULATORY ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT M2 OF COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 533 118,386 AVERAGE REGULATORY ANNUAL FLOOD EVENT USTRI DON RIVER DAMAGES V. PROBABILITY 0,000 0,100 0700 0300 0,400 0_.00 Probability M2 OF INSTITUTIONAL SPACE AFFECTED ©I�� AVERAGE REGULATORY ANNUAL FLOOD EVENT METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 7� 1,565 AVERAGE REGULATORY ANNUAL FLOOD EVENT b1iv D CLUSTER DESCRIPTION The Newkirk Business Park cluster is located on German Mills Creek from Major Mackenzie Drive E to and extends south towards Springbrook Park south of 16th Ave. Despite the name, this cluster primarily includes residential areas along German Mills Creek in the Harding, Observatory, and Langstaff neighborhoods of Richmond Hill. Flooding at this cluster occurs due to restricted flow and limited channel capacity near bridges and culverts. The area is almost completely urbanized, development has encroached the watercourse's floodplain. Historical icejams had occurred around 16th Avenue, east of Yonge Street, but following modifications to the area, the occurrence of icejams is less likely at this location. NUMBER OF PEOPLE AFFECTED 13 11 1,360 NUMBER OF HOUSEHOLDS AFFECTED AVERAGE ANNUAL DAMAGES (AAD) ❑ Residential ■ Non -Residential NEWKIRK BUSINESS PARI< DON WATE DAMAGES V. PROBABILITY $14.00 $151,124 ...................................... AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED a�5� 707 13 AVERAGE REGULATORY AVERAGE REGULATORY AVERAGE REGULATORY ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT M20F COMMERCIAL AND INDUSTRIAL SPACE AFFECTED a0 1,281 AVERAGE REGULATORY ANNUAL FLOOD EVENT 0000 0.100 0200 0300 0400 0�uO Probability M20F INSTITUTIONAL SPACE AFFECTED 11 AVERAGE REGULATORY ANNUAL FLOOD EVENT METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 202 1,312 0 600 AVERAGE REGULATORY ANNUAL FLOOD EVENT n u CLUSTER DESCRIPTION The Hoggs Hollow cluster is located on the West Don River from Yonge Street and York Mills Road to the Rosedale Golf Club. Flooding in Hoggs Hollow neighborhood is a direct result of the historical development that had encroached the watercourse's floodplain which has in significant flood risk to the area. The neighborhood is located within the valley and has limited vehicular access and egress routes to higher ground. The G Ross Lord Dam was constructed in 1973 to provide flood control for the West Don River, and provides functional flood protection to the Hogg's Hollow community. The dam operates in conjunction with downstream flood control channels to reduce the risk of flooding to flood vulnerable communities. NUMBER OF PEOPLE AFFECTED NUMBER OF HOUSEHOLDS AFFECTED AVERAGE ANNUAL DAMAGES (AAD) MResidential ■Non -Residential $351,728 AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED AVERAGE REGULATORY AVERAGE REGULATORY AVERAGE REGULATORY ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT M2 OF COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0U 1,171 AVERAGE REGULATORY ANNUAL FLOOD EVENT DAMAGES V. PROBABILITY a70.00 0.000 0,100 0200. 0,300 0,400 0L4Jo Probability M2 OF INSTITUTIONAL SPACE AFFECTED ©I�� AVERAGE REGULATORY ANNUAL FLOOD EVENT METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 520 1,330 AVERAGE REGULATORY ANNUAL FLOOD EVENT n u 0 CLUSTER DESCRIPTION The Stouffville Centre cluster is located downstream of Stouffville Dam and reservoir on Stouffville Creek from Millard Street to Hoover Park Drive. The area generally only susceptible to flooding during the Regional storm except for a small number of buildings that could see damages as early as the 2 -year storm. While the presence of Stouffville Dam provides functional flood protection, its presence also imposes additional flood risk in the case of dam failure. The Stouffville Dam Downstream Flood Remediation & Feasibility Study has determined that the Dam does provide flood risk reduction to the downstream areas, and that if the dam is maintained in good condition the probability of failure is relatively low. NUMBER OF PEOPLE NUMBER OF AFFECTED HOUSEHOLDS AFFECTED 13 a AVERAGE REGULATORY AVERAGE REGULATORY ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT AVERAGE ANNUAL DAMAGES (AAD) 7 666 STOUFFVILLE �iCENTRE FFINS CREEK 'ATERSL;1EU. DAMAGES V. PROBABILITY $4 S0 µ E DResidential ■Non -Residential E 0 $204,491 AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED AVERAGE REGULATORY ANNUAL FLOOD EVENT M20F COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 93 841 AVERAGE REGULATORY ANNUAL FLOOD EVENT $400 �0 000 0100 0200 0.300 O ADO 0.500 Probability M20F INSTITUTIONAL SPACE AFFECTED 11 445 891 AVERAGE REGULATORY ANNUAL FLOOD EVENT METRES OF IMPASSABLE ROAD LENGTH AFFECTED AVERAGE REGULATORY ANNUAL FLOOD EVENT D CLUSTER DESCRIPTION The New Westminster cluster is located along Fisherville Creek and extends from King High Dr in the north to Fisherville Rd in the south. Flooding in this area is caused by a combination of riverine flooding from Fisherville creek and overland urban stormwater components. The creek has restricted flow capacity due the culverts on Fisherville Road, Conley Street and Clark Avenue, as well as under the rail tracks. The latter crossing causes a significant backwater under the Regional storm. A handful of properties would be flooded at the 25 year storm, with many more subject to flooding under the Regional storm. NUMBER OF PEOPLE AFFECTED NUMBER OF HOUSEHOLDS AFFECTED AVERAGE ANNUAL DAMAGES (AAD) ❑Residential ■Non -Residential $176,853 AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED 2 229 13�0 L� AVERAGE REGULATORY AVERAGE REGULATORY AVERAGE REGULATORY ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT M20F COMMERCIAL AND INDUSTRIAL SPACE AFFECTED a AVERAGE REGULATORY ANNUAL FLOOD EVENT .NEW WESTMINSTER DON RIVER WATERSHED DAMAGES V. PROBABILITY 52500 0 0 v E 0 0.000 0.100 0.200 0.300 0.400 0.500 Probability M20F INSTITUTIONAL SPACE AFFECTED 11 AVERAGE REGULATORY ANNUAL FLOOD EVENT METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 26 3,570 AVERAGE REGULATORY ANNUAL FLOOD EVENT Owl :4!\MIUr• 9Jrj CLUSTER DESCRIPTION The Brampton Central cluster is located on the east branch of the Etobicoke Creek north of Vodden St E to north of Clarence St. This cluster contains the provincially designated Brampton Central Core Special Policy Area (SPA) which is targeted for revitalization. Flooding in this area is caused by a spill through the Central Core during the Regional Storm. Until the mid -20th century, Etobicoke Creek flowed directly through downtown Brampton. Severe floods occurred frequently, in some cases causing loss of life and serious damage to the downtown core. This led to the construction of a concrete bypass channel in 1952, diverting the creek to the east, which lessened the impact of Hurricane Hazel on downtown Brampton just two years later. NUMBER OF PEOPLE AFFECTED 13� 1,929 AVERAGE REGULATORY ANNUAL FLOOD EVENT NUMBER OF HOUSEHOLDS AFFECTED 1,043 312 AVERAGE REGULATORY ANNUAL FLOOD EVENT AVERAGE ANNUAL DAMAGES (AAD) ❑Residential ❑Non- Residential $68,715 ............... .................. AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED 13�� 1,736 AVERAGE REGULATORY ANNUAL FLOOD EVENT M2 OF COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 96 102,840 AVERAGE REGULATORY ANNUAL FLOOD EVENT BRAMPTON CENTRAL DAMAGES V. PROBABILITY $80.00 $70.00 v $40.00 o, E O $30.00 $20.00 $,0.00 $0.00 0-000 0100 0.200 M2 OF INSTITUTIONAL SPACE AFFECTED 11 15 15,879 AVERAGE REGULATORY ANNUAL FLOOD EVENT 0.300 0,400 0.`00 ano0 Probability METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 1,512 8,379 AVERAGE REGULATORY ANNUAL FLOOD EVENT LLOF CACI D! CLUSTER DESCRIPTION The Vellore Woods cluster is located on a tributary of the Upper West Don River between Hawstone Rd and Highway 401 in the vicinity of Vellore Woods Blvd. Residential properties and roads within the cluster are susceptible to flooding during the Regional event, under which conditions the major culvert crossings at Vellore Woods Drive and Highway 400 do not have enough capacity to convey the Regional Storm flows. NUMBER OF PEOPLE AFFECTED ©�� 759 AVERAGE REGULATORY ANNUAL FLOOD EVENT NUMBER OF HOUSEHOLDS AFFECTED 1 271 AVERAGE REGULATORY ANNUAL FLOOD EVENT AVERAGE ANNUAL DAMAGES (AAD) VELLORE WOODS DAMAGES V. PROBABILITY $45.00 i ❑Residential ■Non -Residential 0 E 0 $172,907 ..................................... AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED Qo a AVERAGE REGULATORY ANNUAL FLOOD EVENT M20F COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 AVERAGE REGULATORY ANNUAL FLOOD EVENT $40.00 0.000 0100 0200 0,300 0.400 0500 Probability M20F INSTITUTIONAL SPACE AFFECTED 13 AVERAGE REGULATORY ANNUAL FLOOD EVENT METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 9� 2,030 o eoc AVERAGE REGULATORY ANNUAL FLOOD EVENT 0 CLUSTER DESCRIPTION b The Willowfield cluster is located on Taylor Massey Creek from Penworth Road to Manhattan Drive. Flooding in this area occurs primarily due to a combination of constrained channels and other encroachments in the floodplain. Many properties in the area may see impacts as early as the 25 -year storm. NUMBER OF PEOPLE AFFECTED ©I1 70 AVERAGE REGULATORY ANNUAL FLOOD EVENT NUMBER OF HOUSEHOLDS AFFECTED AVERAGE REGULATORY ANNUAL FLOOD EVENT AVERAGE ANNUAL DAMAGES (AAD) DAMAGES V. PROBABILITY $_.oc. E El Residential UNon-Residential E 0 $88,700 ...................................... AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED Qo a AVERAGE REGULATORY ANNUAL FLOOD EVENT M20F COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 AVERAGE REGULATORY ANNUAL FLOOD EVENT $25(� 0.000 0,100 0.200 0.300 0.400 OSilO Probability M20F INSTITUTIONAL SPACE AFFECTED 13 20 1,421 AVERAGE REGULATORY ANNUAL FLOOD EVENT 0.600 METRES OF IMPASSABLE ROAD LENGTH AFFECTED AVERAGE REGULATORY ANNUAL FLOOD EVENT 0 D 1A CLUSTER DESCRIPTION The Dundas West cluster is located on Mimico Creek between the Islington Golf Club in the north and towards Reid Manor Park in the south. The cluster is primarily residential. Riverine flooding in this cluster is generally limited to more extreme storms, with most areas only expected to flood under the Regional storm, under which some crossings do constrict flows. NUMBER OF PEOPLE AFFECTED o= 3„ AVERAGE REGULATORY ANNUAL FLOOD EVENT NUMBER OF HOUSEHOLDS AFFECTED AVERAGE ANNUAL DAMAGES (AAD) MIMICO CREEK ERSHED DUNDAS ,WEST DAMAGES V. PROBABILITY $35.00 1,610 0 E ❑Residential ❑Non -Residential E 0 :.........,.,.,$1,31,658 ................ AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED 133 a 1 119 AVERAGE REGULATORY ANNUAL FLOOD EVENT AVERAGE REGULATORY ANNUAL FLOOD EVENT M2 OF COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 33 5,708 AVERAGE REGULATORY ANNUAL FLOOD EVENT $30.00 0.000 0,100 0200. 0,300 0,400 0.400 Probability M2 OF INSTITUTIONAL SPACE AFFECTED 12 173 AVERAGE REGULATORY ANNUAL FLOOD EVENT 0 600 METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 97 5,322 AVERAGE REGULATORY ANNUAL FLOOD EVENT JWEK AQQIITUCC CLUSTER DESCRIPTION The Lower Carruthers flood vulnerable cluster is located on the Carruthers Creek within the Town of Ajax. The cluster starts just north of Bayly street east and ends at Lake Ontario. Much of the flood risk at this cluster exists along the fringes of the floodplain during the Regional storm. Historically, floodplain mapping updates prepared for TRCA also identified a spill during the Regional storm in the vicinity of Seabreeze Rd through to Paradise Beach. As part of the development of the new Carruthers Creek Watershed Management Plan the Toronto and Region Conservation Authority (TRCA) is completing a floodplain mapping update in this area, utilizing both MIKE FLOOD and HEC -RAS models for comparison on accuracy. NUMBER OF PEOPLE AFFECTED ©I�I 249 AVERAGE REGULATORY ANNUAL FLOOD EVENT NUMBER OF HOUSEHOLDS AFFECTED •om AVERAGE REGULATORY ANNUAL FLOOD EVENT AVERAGE ANNUAL DAMAGES (AAD) DAMAGES V. PROBABILITY $,2 co $,0.00 o $8.00 ❑Residential ❑Non -Residential $6.00 E $4.00 $141114 $zoo .................. AVERAGE ANNUAL DAMAGES $0.00 NUMBER OF EMPLOYEES AFFECTED 000 AVERAGE REGULATORY ANNUAL FLOOD EVENT M20F COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 000 AVERAGE REGULATORY ANNUAL FLOOD EVENT WA LOWER CARRUTHERS 0000 A 10, 0.200 0.300 0,400 03500 Probability M20F INSTITUTIONAL SPACE AFFECTED 91L�L_I AVERAGE REGULATORY ANNUAL FLOOD EVENT CREEK 06D0 METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 91 2,532 AVERAGE REGULATORY ANNUAL FLOOD EVENT •]001[6[• CLUSTER DESCRIPTION The Little Etobicoke Creek cluster includes the floodplain of Little Etobicoke Creek between Eglinton Avenue and Burnhamthorpe Road. The Little Etobicoke Creek watershed has experienced flooding and erosion concerns as far back as the 1970s. After channel alterations resulted in frequent, severe flooding and evacuations of a nearby nursing home in the 1980s, TRCA undertook construction of the Tyndall flood wall to decrease flood risk at the nursing home from higher frequency events. Apart from the Tyndall Retirement and Nursing Home; the majority of riverine flood impacts in this cluster are seen at the Regional storm level. NUMBER OF PEOPLE AFFECTED NUMBER OF HOUSEHOLDS AFFECTED AVERAGE ANNUAL DAMAGES (AAD) ❑Residential ❑ Non- Residential $14,527 AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED * IMIME i I0 AVERAGE REGULATORY AVERAGE REGULATORY AVERAGE REGULATORY ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT M2 OF COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 AVERAGE REGULATORY ANNUAL FLOOD EVENT WATERSHED LITTLE ETOBICOKE DAMAGES V. PROBABILITY 0.000 0100 0200. 0.300 0A00 Probability M2 OF INSTITUTIONAL SPACE AFFECTED ©I�� AVERAGE REGULATORY ANNUAL FLOOD EVENT 0.600 METRES OF IMPASSABLE ROAD LENGTH AFFECTED AVERAGE REGULATORY ANNUAL FLOOD EVENT CLUSTER DESCRIPTION The Elgin Mills cluster is located in the Don Watershed along German Mills Creek at the intersection of Yonge Street and Elgin Mills Road. A small culvert passes under Leonard Street to the north of Elgin Mills which has limited flow capacity. A portion of the creek downstream of Elgin Mills Roads is enclosed by a storm sewer before it flows as an open channel through commercial and industrial areas. Some properties would experience flooding between the 5 and 25 year storms, with a much larger number at risk under the Regional Storm. In 2016 the Town of Richmond Hill completed a Municipal Class Environmental Assessment which identified a preferred alternative to remediate existing surface flooding during the Regional storm. NUMBER OF PEOPLE AFFECTED it NUMBER OF HOUSEHOLDS AFFECTED AVERAGE ANNUAL DAMAGES (AAD) ❑Residential ■Non -Residential $94,956 AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED a�� 30 a 53 1,030 AVERAGE REGULATORY AVERAGE REGULATORY AVERAGE REGULATORY ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT M2 OF COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 3,598 61,295 AVERAGE REGULATORY ANNUAL FLOOD EVENT 71 1b ELGIN} MILLS DAMAGES V. PROBABILITY $6.00 $5,00 $4.00 an v $3.00 E 0 $2.00 $1.00 $0.00 0000 0.100 0200 M2 OF INSTITUTIONAL SPACE AFFECTED 12 1,976 AVERAGE REGULATORY ANNUAL FLOOD EVENT 0.300 0 400 0 500 0.600 Probability METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0U 816 AVERAGE REGULATORY ANNUAL FLOOD EVENT CLUSTER DESCRIPTION West Mall is located at the confluence of Etobicoke Creek and Renforth Creek, and is comprised primarily of commercial -industrial development along Dundas Street E, Southcreek Road, and Universal Drive. This cluster includes the provincially designated Etobicoke Creek Special Policy Area (SPA). Most buildings in this area would become vulnerable to flooding during storm events larger than the 100 -year due to Etobicoke Creek overtopping its southern valley wall. Some buildings closer to the edge of the valley could become vulnerable as early as the 25 -year storm. NUMBER OF PEOPLE NUMBER OF AFFECTED HOUSEHOLDS AFFECTED ©I1 13 000 AVERAGE REGULATORY AVERAGE REGULATORY ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT AVERAGE ANNUAL DAMAGES (AAD) $14,096 ❑Residential ■Non -Residential $140,702 AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED 0 AVERAGE REGULATORY ANNUAL FLOOD EVENT M20F COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 258 53,812 AVERAGE REGULATORY ANNUAL FLOOD EVENT ARM CREEK WEST DAMAGES V. PROBABILITY 0000 0.100 0200 0.300 0.400 0500 Probability M20F INSTITUTIONAL SPACE AFFECTED 13 AVERAGE REGULATORY ANNUAL FLOOD EVENT METRES OF IMPASSABLE ROAD LENGTH AFFECTED AVERAGE REGULATORY ANNUAL FLOOD EVENT :i ONF CLUSTER DESCRIPTION The Longbranch cluster is a small medium -density neighbourhood located along the Etobicoke Creek near its outlet to Lake Ontario. The cluster starts at the CN railway at Maurice J. Breen Park, and continues south towards Marie Curtis Park at the waterfront. Longbranch is subject to riverine flooding primarily during the 100 year and Regional storms due to limited channel capacity. NUMBER OF PEOPLE AFFECTED AVERAGE REGULATORY ANNUAL FLOOD EVENT NUMBER OF HOUSEHOLDS AFFECTED AVERAGE REGULATORY ANNUAL FLOOD EVENT AVERAGE ANNUAL DAMAGES (AAD) $6,558 ❑Residential O Non -Residential WA LONGBRAN DAMAGES V. PROBABILITY r1. K $40,011 ............. 1 ...... 1.11 ......... ,.,.,. AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED 000 AVERAGE REGULATORY ANNUAL FLOOD EVENT M20F COMMERCIAL AND INDUSTRIAL SPACE AFFECTED C�� AVERAGE REGULATORY ANNUAL FLOOD EVENT 0.000 0100 0200 0.300 0400 0500 Probability M20F INSTITUTIONAL SPACE AFFECTED 11 47 136 AVERAGE REGULATORY ANNUAL FLOOD EVENT METRES OF IMPASSABLE ROAD LENGTH AFFECTED p� zoo 84z AVERAGE REGULATORY ANNUAL FLOOD EVENT QLD MARI L/11 1 tl CLUSTER DESCRIPTION The Old Markham Village cluster is located on Robinson Creek (a tributary of the Rouge River) from of 16th Ave to Highway 7. There are a handful of residential properties impacted due to limited capacity at the rail crossing north of Bullock Drive, and a few more properties farther downstream in the vicinity of Robinson Street. NUMBER OF PEOPLE AFFECTED 13�4� 104 AVERAGE REGULATORY ANNUAL FLOOD EVENT NUMBER OF HOUSEHOLDS AFFECTED 0� 48 AVERAGE REGULATORY ANNUAL FLOOD EVENT AVERAGE ANNUAL DAMAGES (AAD) OResidential ■Non -Residential OLD MARKHA� VILLAG DAMAGES V. PROBABILITY $17,094 . ........................................ AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED • o0 AVERAGE REGULATORY ANNUAL FLOOD EVENT M20F COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 000 AVERAGE REGULATORY ANNUAL FLOOD EVENT 0.000 0.100 0,200 0.300 0.400 0.`0 Probability M20F INSTITUTIONAL SPACE AFFECTED 00 0 AVERAGE REGULATORY ANNUAL FLOOD EVENT METRES OF IMPASSABLE ROAD LENGTH AFFECTED aeon AVERAGE REGULATORY ANNUAL FLOOD EVENT • • l :M CLUSTER DESCRIPTION The Concord cluster is located on the Upper West Don River between Keele Street and Centre Street along Highway 7 and Highway 407. The cluster includes some industrial land north of Highway 7 and some residential properties south of Highway 7. Some structures in this cluster are impacted at the 50 -year event, but the majority would see impacts during the Regional Storm. NUMBER OF PEOPLE AFFECTED AVERAGE REGULATORY ANNUAL FLOOD EVENT NUMBER OF HOUSEHOLDS AFFECTED a24 AVERAGE REGULATORY ANNUAL FLOOD EVENT AVERAGE ANNUAL DAMAGES (AAD) ❑Residential ❑Non- Residential $52,626 ................................. AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED AVERAGE REGULATORY ANNUAL FLOOD EVENT M2 OF COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0� 781 AVERAGE REGULATORY ANNUAL FLOOD EVENT DAMAGES V. PROBABILITY $5.00, $4.50 0.000 0 oc Dano 0.300 0.400 0500 Probability M2 OF INSTITUTIONAL SPACE AFFECTED ©I1� AVERAGE REGULATORY ANNUAL FLOOD EVENT METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 846 4,951 AVERAGE REGULATORY ANNUAL FLOOD EVENT L 0 CLUSTER DESCRIPTION The South Mimico cluster is located along Mimico Creek between Jeff Healey Park and the Queensway, including residential area east of the creek. While some properties would see impacts during the 50 year storm, the majority of properties within this cluster would only see impacts during the Regional storm. NUMBER OF PEOPLE AFFECTED ©I1 159 AVERAGE REGULATORY ANNUAL FLOOD EVENT NUMBER OF HOUSEHOLDS AFFECTED 0 62 AVERAGE REGULATORY ANNUAL FLOOD EVENT AVERAGE ANNUAL DAMAGES (AAD) ❑Residential ■Non -Residential $54,467 AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED Qo a AVERAGE REGULATORY ANNUAL FLOOD EVENT M20F COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 AVERAGE REGULATORY ANNUAL FLOOD EVENT SOUTH MIMICO DAMAGES V. PROBABILITY Sz00 0.000 0100 0200 0300 0.400 s0e, Probability M20F INSTITUTIONAL SPACE AFFECTED 13 AVERAGE REGULATORY ANNUAL FLOOD EVENT 0.600 METRES OF IMPASSABLE ROAD LENGTH AFFECTED AVERAGE REGULATORY ANNUAL FLOOD EVENT UTONA- Z000EMd CLUSTER DESCRIPTION Located in the Petticoat watershed, the Altona-Rougemount cluster includes the Petticoat Creek floodplain from Finch Ave E to the CN rail south of Highway 401. While widespread flooding in developed areas of Petticoat Creek watershed is not a concern, most of the Altona-Rougemount cluster is susceptible to flooding during a large-scale rain event, like Hurricane Hazel. These flood -prone areas tend to be associated with undersized infrastructure such as bridges and culverts. NUMBER OF PEOPLE AFFECTED AVERAGE REGULATORY ANNUAL FLOOD EVENT NUMBER OF HOUSEHOLDS AFFECTED a AVERAGE REGULATORY ANNUAL FLOOD EVENT AVERAGE ANNUAL DAMAGES (AAD) PETTICOAT CREEK WATERS ALTONA - \R000EMOUNT DAMAGES V. PROBABILITY E ❑Residential ■Non -Residential o, m E 0 $11,593 ....................................... AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED AVERAGE REGULATORY ANNUAL FLOOD EVENT M2 OF COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 36 7,928 AVERAGE REGULATORY ANNUAL FLOOD EVENT $3.00 0.000 0100 0.200 0,300 0.400 0500 Probability M2 OF INSTITUTIONAL SPACE AFFECTED AVERAGE REGULATORY ANNUAL FLOOD EVENT METRES OF IMPASSABLE ROAD LENGTH AFFECTED 0 827 20,862 AVERAGE REGULATORY ANNUAL FLOOD EVENT �_An 3U5 :)eE CLUSTER DESCRIPTION i The Langstaff Business Park cluster is located near the intersection of Langstaff Road and Dufferin Street in the City of Vaughan. The cluster consists of a handful of industrial/commercial properties. The industrial and commercial structures in this cluster primarily flood under the 100 year or Regional storm conditions. NUMBER OF PEOPLE AFFECTED NUMBER OF HOUSEHOLDS AFFECTED AVERAGE ANNUAL DAMAGES (AAD) DAMAGES V. PROBABILITY $120.01 E ❑Residential ■Non -Residential E 0 $294 ...................................... AVERAGE ANNUAL DAMAGES NUMBER OF EMPLOYEES AFFECTED Qo o O z iae AVERAGE REGULATORY AVERAGE REGULATORY AVERAGE REGULATORY ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT ANNUAL FLOOD EVENT M2 OF COMMERCIAL AND INDUSTRIAL SPACE AFFECTED 0 104 7,424 AVERAGE REGULATORY ANNUAL FLOOD EVENT LANGSTAFF ,BUSINESS PARK 0000 0100 0200 0.300 0,400 Probability M2 OF INSTITUTIONAL SPACE AFFECTED ©I�� AVERAGE REGULATORY ANNUAL FLOOD EVENT 1600 METRES OF IMPASSABLE ROAD LENGTH AFFECTED AVERAGE REGULATORY ANNUAL FLOOD EVENT RES.#A182/19 - AMENDMENTS TO THE BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Approval of the proposed amendments to the Board of Directors Administrative By-law. Moved by: Ronald Chopowick Seconded by: Jack Heath WHEREAS the Board of Directors Administrative By-law was adopted at the Authority meeting #7/18, held on September 28, 2018; WHEREAS staff was requested to report back on the impact of the changes to the delegation rules whereby delegations are directed to one meeting pertaining to the matter; AND WHEREAS Toronto and Region Conservation Authority (TRCA) is currently undergoing a comprehensive review of governance and corporate policies; THEREFORE, LET IT BE RESOLVED THAT the proposed amendments to the Board of Directors Administrative By-law be approved; AND FURTHER THAT the approved amended Board of Directors Administrative By-law be forwarded to the Minister of Natural Resources and Forestry, the Minister of Environment, Conservation and Parks and Conservation Ontario, and posted on TRCA's website. RES.#A183/19 - AMENDMENT TO THE MAIN MOTION Moved by: Jack Heath Seconded by: Mike Layton THAT the following paragraph be to the main motion after paragraph four: THAT the last paragraph of the Section B.12 of the Board of Directors Administrative By -Law in regard to the Board Member attendance is amended to replace three-quarters attendance requirement with a 50% attendance requirement. THE AMENDMENT WAS CARRIED THE RESULTANT MOTION READS AS FOLLOWS WHEREAS the Board of Directors Administrative By-law was adopted at the Authority meeting #7/18, held on September 28, 2018; WHEREAS staff was requested to report back on the impact of the changes to the delegation rules whereby delegations are directed to one meeting pertaining to the matter; AND WHEREAS Toronto and Region Conservation Authority (TRCA) is currently undergoing a comprehensive review of governance and corporate policies; THEREFORE, LET IT BE RESOLVED THAT the proposed amendments to the Board of Directors Administrative By-law be approved; THAT the last paragraph of the Section B.12 of the Board of Directors Administrative By - Law in regard to the Board Member attendance is amended to replace three-quarters attendance requirement with a 50% attendance requirement. AND FURTHER THAT the approved amended Board of Directors Administrative By-law be forwarded to the Minister of Natural Resources and Forestry, the Minister of Environment, Conservation and Parks and Conservation Ontario, and posted on TRCA's website. THE RESULTANT MOTION WAS: CARRIED BACKGROUND On September 28, 2018, the Board of Directors adopted the Board of Directors Administrative By-law which governs procedures with respect to notices, agendas, meetings (open and closed), elections, rules of debate and code of conduct, repealing Administration Regulation and Rules of Conduct previously in effect. The Administrative By-law was developed in response to Bill 139, Building Better Communities and Conserving Watersheds Act, 2017, which came into force on December 12, 2017, amending the Conservation Authorities Act (henceforth the Act). Under the Act, each conservation authority was required to put their Section 19.1 compliant by- laws in place prior to December of 2018. TRCA has initiated a comprehensive review of its governance and corporate policies, including the review of the Administrative By-law, intended to clarify and streamline existing procedures associated with the conduct of meetings, agenda setting, conduct of Board Members and a number of other topics. Additionally, at the Authority meeting #7/18, Resolution #A141/18 was adopted in part as follows: THAT staff report back in September 2019 on the impact of the changes to the delegation rules whereby delegations are directed to one meeting pertaining to the matter; The requested report has been amalgamated into the current report. RATIONALE Board of Directors Administrative By-law is a governing document of the TRCA Board of Directors. Where any part of this By-law conflicts with a provision or a Regulation made under the Municipal Conflict of Interest Act or Municipal Freedom of Information (MFIPPA) and Protection of Privacy Act, the provision of that Act or regulation prevails. Most amendments proposed in Attachment 1 are concerned with minor wording and structural changes. The proposed major changes to the Administrative By-law are outlined as follows: Section A — Definitions — Terms "Absence" and "Vacancy' were introduced to differentiate between temporary and permanent absence of a Board Member. This distinction helps illustrate two different courses of action in the later sections of the By- law. The "Chief Executive Officer" definition has been updated to combine roles of CEO and Secretary -Treasurer, as described under the Act. Currently Chief Executive Officer is appointed as a Secretary -Treasurer by a resolution. Staff recommends that two roles are combined to eliminate the need to bring forward a motion on this well-established governance matter. 2. Section B.2 - Officers — An update has added a requirement for the Chair and Vice -Chair of the Board of Directors to be elected municipal representatives. This update would help TRCA strengthen relationships with our municipal partners. The Clerk has been added as an officer of TRCA for the purposes of the MFIPPA to highlight their current role as the head under the Act. 3. Section B.5 — Election of Chair and Vice -Chair — It is recommended that elections of the Chair and Vice -Chair of the Board of Directors are conducted every two years as opposed to current annual elections. Biennial elections would improve consistency of the Board of Directors operations and closer align TRCA with partnering municipalities. 4. Section B.11 — Advisory Boards and Other Committees — A requirement for timely submission of advisory board and committee Minutes has been added to this section. This will strengthen the current reporting practices and ensure that the Board of Directors receives updates from its advisory boards in a consistent and prompt manner. 5. Section B.12 — Remuneration of Board Members — This section added a requirement for Board Members to attend three-quarters of a meeting to qualify for a remuneration payment. This will improve the ability to maintain quorum throughout the meeting. A portion, related to travel expense remuneration has been expanded to include public transit or rented transportation remuneration, which shall be paid in the amount not to exceed the cost of the per -kilometer rate that would be applied based on the distance travelled. This will ensure that Board Members who elect to commute by public transit, taxi or ride -share companies are fairly compensated. Furthermore, the incidental childcare section has been removed. 6. Section B.14 Records Available to Public — It is recommended that powers and duties of the head under the MFIPPA are formally delegated to the Clerk through the Board of Directors Administrative By-law, rather than through the resolution, to eliminate the need for reporting on this procedural matter. 7. Section B.16 Enforcement of By-law and Policies — It is recommended that the informal complaint procedure is replaced with an encouragement to resolve disagreements and conflicts through one-on-one discussion, strengthening communication between the Board Members. It is suggested that the Formal Complaint Procedure is amended to delegate responsibility for complaint review and resolution to the Executive Committee. Additionally, the requirement to notify appointing municipality of the received complaint has been added to ensure the appointing municipality is appraised throughout the process and not just at the resolution stage. 8. Section C.5 — Agenda for Board of Directors Meetings — The "Closed Session" has been added as a standing agenda item, which will improve transparency of the Board operations. It is further recommended that "Business Arising from the Minutes' is removed as a standing agenda item as any considerations arising from the minutes may be dealt with through the Minutes approval section. Additionally, an amendment adds an opportunity for staff to add a walk-on item to the agenda on the day of the meeting with two-thirds majority support of the Board Members. This is an existing practice of the Board of Directors, which is now being formally added to the By-law 9. Section C.7 — Order of Business — The consent agenda procedure description has been expanded to clarify the order in which the items shall be taken up at the meeting. Consent agenda process improves the flow of the meeting and frees up staff once their items are approved. It is also recommended that in cases when a Board Member wishes to discuss an item not appearing on the agenda as an item of new business, they may put forward a Notice of Motion, requesting a report back on the matter at the next scheduled meeting of the Board of Directors or Executive Committee, allowing staff to better address Board Member concerns. In cases when the matter is urgent, the item may still be added to the agenda at the same meeting, as discussed in Section C.B. 10. Section C.11 — Board Member's Attendance — An expectation of Board Member attendance has been added to this section. Failure to attend two consecutive meetings without a sufficient reason communicated to the Chair, CEO or Clerk would result in a notice to the Member, while failure to attend three consecutive meetings without authorization or notice would deem a position vacant and prompt a reappointment request. This requirement is consistent with Section 259(1)(c) of the Municipal Act. 11. Section C.12 — Electronic Participation — It is recommended that an opportunity for electronic participation is removed. Electronic participation negatively affects the discussion flow, makes it difficult to ensure Board Member engagement with the meeting and the debate and could further cause loss of quorum in cases of technological failure. The section further clarified that while TRCA strives to webcast and produce recordings of all Board of Directors, Executive Committee and advisory board meetings, in rare instances of technological failure this might not be feasible, which will bear no impact on the legitimacy of the meeting. 12. Section C.13 — Delegations — It is recommended that all delegations pertain to the items on the agenda before the Board of Directors, Executive Committee or advisory board. The proposed scope alteration is meant to facilitate more focused discussion. Additionally, a procedure for extending standard delegation time limit is clarified. 13. Section C.15 — Voting — The section is clarified to explicitly preclude proxy voting. This has been a standard practice, now formally added to the Administrative By-law. 14. Section C.16 Motion to Reconsider — The section is clarified and aligned with the participating municipality practice. 15. Appendix 1 — Code of Conduct for Board Members — It is recommended that all Board Members sign an oath of confidentiality when assuming the office due to their exposure to information of a personal, confidential and sensitive nature, which, if shared improperly, may cause harm to TRCA and/or third parties. A new media inquiry section is added, designating the CEO and the Chair as spokespersons for TRCA, aiming to improve consistency in external messaging. Furthermore. Board Members are encouraged to contact divisional Directors when they have questions related to the agenda items, contributing to the clarity of internal reporting, timely, and coordinated responses. 16. Appendix 3 — Procedures for Election of Officers — The previous version of the Administrative By-law requested a resolution to appoint the Chair and Vice -Chair, which is redundant as both are elected to their positions. The requirement for a resolution is removed. 17. Appendix 4 — Board of Directors Terms of Reference — The proposed amendments clarify which TRCA corporate policies require Board of Directors approval. An allowance for approval of staff comments in principle, or after the fact, in the cases when the timeline for submission of comments, for example, Provincial deadlines for comments, does not allow time for Board Approval is formally added, codifying an existing practice. It is further proposed that no meetings of the Board of Directors are scheduled for the months of July and August to accommodate summer vacations, aligning TRCA practices with those of participating municipalities. 18. Appendix 5 — Executive Committee Terms of Reference — Delegated responsibility for reviewing and resolving Formal Complaints is added. It is recommended that no meetings of the executive Committee are scheduled for the months of July, August and December to accommodate for summer vacations and holiday season and to address light agenda and quorum concerns. 19. Appendices 6 and 7 — Advisory Board Terms of Reference — The ToR of Partners Project Green (PPG) and Regional Watershed Alliance (RWA) were previously adopted by the Board of Directors, as advisory boards. The ToR for PPG is updated for the new term of the advisory board. The ToR for RWA is amended to reflect changes to the status of its' subcommittees since the approval of the previous version and ensure consistency with the Board of Directors Administrative By-law. Further to proposed amendments to the Board of Directors Administrative By-law, staff has reviewed the impact of changes to the delegation rules whereby delegations are directed to one meeting pertaining to the matter, which went into effect on September 28, 2019. Since the new delegation rules went into effect, TRCA has received a total of 18 delegations. On one occasion, a delegate addressed the Board of Directors at two different meetings, which was associated with two separate reports related to the same matter, and compliant with current delegation rules. No complaints related to the insufficient opportunity to express a concern have been received by the Clerk's Office. It is therefore concluded that the changes to the delegation rules have not negatively impacted the delegate ability to bring forward their concerns to the Board of Directors. TRCA staff will continue to monitor the delegation rule situation and will report back to the Board of Directors, if any issues are identified in the future. Relationship to Building the Living City, the TRCA 2013-2022 Strategic Plan This report supports the following strategy set forth in the TRCA 2013-2022 Strategic Plan: Strategy 7 — Build partnerships and new business models DETAILS OF WORK TO BE DONE Upon the approval of the amended By-law, it will be posted on the TRCA website. Staff will report to the Board of Directors for approval of changes to the Board of Directors Administrative By-law as required, as it will be reviewed by staff at the earlier of every five years or as circumstances arise requiring changes. This regular review will ensure the By-law is in compliance with relevant legislation and regulations, and that best management practices in governance are being followed. Report prepared by: Alisa Mahrova, extension 5381, Michael Tolensky, extension 5965 Emails: alisa.mahrova(aD-trca.ca, michael.tolensky(cDtrca.ca For Information contact: Michael Tolensky, extension 5965 Emails: michael.tolensky(cDtrca.ca Date: October 18, 2019 Attachments: 1 Attachment 1: Proposed amended Board of Directors Administrative By -Law STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: 1. Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 1 of 105 Replaces: Board of Directors Administrative By- law Issued by: Board of Directors Dated: 9/28/2018 Table of Contents Background..................................................................................................................................................4 A. Definitions...................................................................................................................................5 B. Governance................................................................................................................................7 1. Board Members.......................................................................................................................... 7 2. Officers........................................................................................................................................ 9 3. Absence of Chair and Vice-Chair.......................................................................................... 11 4. Representatives to Conservation Ontario Council.............................................................. 11 5. Election of Chair and Vice-Chair........................................................................................... 11 6. Financial Statements and Report of the Auditor................................................................. 11 7. Borrowing Resolution.............................................................................................................. 12 8. Levy Notice............................................................................................................................... 12 9. Signing Officers........................................................................................................................ 12 10. Executive Committee.............................................................................................................. 12 11. Advisory Boards and Other Committees.............................................................................. 12 12. Remuneration of Board Members......................................................................................... 13 13. Records Retention................................................................................................................... 14 14. Records Available to Public................................................................................................... 14 15. By-law Review.......................................................................................................................... 15 16. Enforcement of By-law and Policies..................................................................................... 15 17. Indemnification of Board Members, Officers and Employees ........................................... 16 C. Meeting Procedures................................................................................................................ 17 1. Rules of Procedure.................................................................................................................. 17 2. Notice of Meeting..................................................................................................................... 17 3. Meetings Open to Public......................................................................................................... 18 STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 2 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 4. Meetings with Closed "In Camera" Sessions...................................................................... 18 5. Agenda for Board of Directors Meetings.............................................................................. 20 6. Quorum......................................................................................................................................21 7. Order of Business.................................................................................................................... 22 8. Notice of Motion....................................................................................................................... 22 9. Debate.......................................................................................................................................23 10. Matters of Precedence............................................................................................................ 24 11. Board Members' Attendance................................................................................................. 24 12. Electronic Participation........................................................................................................... 25 13. Delegations...............................................................................................................................25 14. Annual Meeting........................................................................................................................ 27 15. Voting.........................................................................................................................................27 16. Motion to Reconsider.............................................................................................................. 28 17. Duties of the Meeting Chair.................................................................................................... 28 18. Conduct of Board Members................................................................................................... 28 19. Minutes of Meetings................................................................................................................ 29 D. Approval of Board of Directors Administrative By-law and Revocation of the Administration Regulation and Rules of Conduct............................................................... 31 1. Accountability...........................................................................................................................31 E. Appendices - Board of Directors........................................................................................... 32 Appendix 1 - Code of Conduct for Board Members................................................................... 32 Attachment 1 - Use of Resources During an Election Policy .................................................... 37 Appendix 2 - Conflict of Interest for Board Members................................................................. 47 Appendix 3 - Procedures for Election of Officers........................................................................ 49 F. Appendices — Terms of Reference....................................................................................... 53 Appendix 4 — Board of Directors Terms of Reference............................................................... 53 STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 3 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 Appendix 5 — Executive Committee Terms of Reference.......................................................... 60 Appendix 6 — Partners in Project Green Executive Management Committee, Performance Committees, and Service Centres 2016-2018 Terms of Reference ........................................ 74 Appendix 8 — Toronto and Region Outdoor Education Task Force Terms of Reference..... 95 G. Appendices — Reference Documents................................................................................... 99 Appendix 9 — Related Documents................................................................................................. 99 Appendix 10 — Sections of the Conservation Authorities Act..................................................100 STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 4 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 Background Toronto and Region Conservation Authority (TRCA), also known as the Authority, is a non - share corporation, established as a body corporate under Section 3(4) of the Conservation Authorities Act, with the objects to provide, in the area over which it has jurisdiction, programs and services designed to further the conservation, restoration, development and management of natural resources other than gas, oil, coal and minerals. In addition to the many further provincial laws that reference a 'conservation authority' in a manner applicable to TRCA, the organization is governed by supplemented legislation, including the Ontario Corporations Act and the imminent Not -for -Profit Corporations Act. Under the Act, municipalities within a common watershed are enabled to petition the Province of Ontario to establish a conservation authority. The purpose of the Act is to provide for the organization and delivery of programs and services that further the conservation, restoration, development and management of natural resources in watersheds in Ontario. TRCA's Board of Directors is comprised of Board Members appointed as representatives by the participating municipalities, which include: • Township of Adjala-Tosorontio/Town of Mono • Regional Municipality of Durham • Regional Municipality of Peel • City of Toronto • Regional Municipality of York The Board of Directors must always act within the scope of its powers outlined in the Act. The powers of a conservation authority to accomplish its objects are set out in the Conservation Authorities Act, including those identified under subsection 21 (1) as outlined in Appendix 10. TRCA believes in diversity and values the benefits that diversity can bring to its Board of Directors. Diversity promotes the inclusion of different perspectives and ideas, mitigates against groupthink and ensures that TRCA has the opportunity to benefit from all available talent. The promotion of a diverse Board of Directors makes prudent business sense and makes for better corporate governance. TRCA aspires to have a Board of Directors comprised of talented and dedicated Board Members with a diverse mix of expertise, experience, skills and backgrounds. The skills and backgrounds collectively represented on the Board of Directors should reflect the diverse nature of the business environment in which TRCA operates. For purposes of Board of Directors composition, diversity includes, but is not limited to, environmental and business experience, geography, age, gender, and ethnicity and aboriginal status. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 5 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 TRCA ideally seeks a merit based system for Board of Directors composition within a diverse and inclusive culture which solicits multiple perspectives and views and is free of conscious or unconscious bias and discrimination. When assessing Board of Directors composition or identifying suitable candidates for appointment to the Board of Directors, TRCA requests its participating municipalities consider candidates on merit against objective criteria having due regard to the benefits of diversity and the importance of the Board Member's role for TRCA. A. Definitions "Act" means the Conservation Authorities Act, R.S.O. 1990, chapter C.27, as amended. "Absence" means to fail to attend a scheduled meeting. "Appendix" (plural being "Appendices") means accompanying material to the Board of Directors Administrative By-law that may be approved by the Board of Directors or designate without change to the Board of Directors Administrative By-law itself. "Board Members" shall mean the individuals appointed to the Authority's Board of Directors by the participating municipalities in TRCA's area of jurisdiction. Board Members have the responsibilities of Directors of the corporation that is TRCA. "Board of Directors" means the general membership, and as such is all of the Board Members collectively appointed by participating municipalities as per the requirements of the Conservation Authorities Act. "Chair" means the Chairperson as referenced in the Act as elected by the Board of Directors. "Chief Executive Officer" (also referred to as "CEO") means the top ranking employee of TRCA, which includes the responsibilities of the Secretary -Treasurer. "Clerk" means the recording secretary for a meeting, who shall be TRCA's Clerk or designate. "Fiscal Year" means the period from January 1 through December 31. "Levy" means the amount of costs apportioned to participating municipalities in accordance with the Act and Regulations under the Act. "Majority" means on any matter, assuming quorum is present, one half of the votes of those Board Members present and voting on the matter, plus one. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10125/2019 Issue to: All TRCA Employees Page: 6 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 "Minister" means the Minister responsible for administration of the Act. "Non-matching Levy" means that portion of TRCA's levy that meets the definition of non-matching levy as found in Ontario Regulation 139/96. "Officer" means the officers of TRCA empowered to sign contracts, agreements and other documents on behalf of TRCA in accordance with Section 19.1 of the Act, which shall include. but not be limited to the Chair. Vice -Chair and Chief Executive Officer. "Participating Municipality" means a municipality that is designated by or under the Act as a participating municipality, such that it shall appoint Board Members to each conservation authority, and may be a regional or local municipality; "Pecuniary Interest" includes the direct or indirect financial interests of a Board Member and that of a member of the Board Member's immediate family, as outlined in the Municipal Conflict of Interest Act. "Staff" means employees of TRCA as provided for under Section 18(1) of the Act. "Toronto and Region Conservation Authority" (also referred to as "TRCA" or the "Authority" herein) means the corporation of this conservation authority established under Section 5 of the Act. "Vacancy" means a position that is no longer filled due to resignation or other means. "Vice -Chair" means the Vice -Chair person as elected by the Board of Directors. If a first and second Vice -Chair is elected, they shall be called First Vice -Chair and Second Vice - Chair. "Weighted Majority" means the votes of 51 per cent of those represented after the votes are weighted by the percentage that applies under Ontario Regulation 139/96 for Municipal Levies. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 7 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 B. Governance 1. Board Members a) Appointments Subject to any agreement under Section 14(2.1) of the Conservation Authorities Act, participating municipalities within the jurisdiction of Toronto and Region Conservation Authority may appoint Board Members in accordance with Section 14 of the Conservation Authorities Act. Membership numbers may be determined based on the population figures outlined in Section 2(2) in the Act, or by agreement that is confirmed by resolutions passed by the councils of all of the participating municipalities; the number of Board Members appointed by the City of Toronto shall at all times be equal to the total number appointed by the other participating municipalities. Appointed Board Members must reside in a participating municipality within TRCA's area of jurisdiction and may include citizens as well as elected members of municipal councils. The current membership of 28 Board Members is a result of Authority resolution on June 27, 1984, Order in Council dated September 4, 1985 and the subsequent elimination of provincial appointees effective January 10, 1996. Collectively, the appointed Board Members comprise the Board of Directors. b) Term of Member Appointments In accordance with Section 14 of the Act, a Board Member shall be appointed for a term of up to four years and until their successor is appointed, at the discretion of the appointing municipal council; such term beginning at the first meeting of the Board of Directors following their appointment and ending immediately before the first meeting of the Board of Directors following the appointment of their replacement. The CEO or designate shall notify the appropriate municipality in advance of the expiration date of any Board Member's term, unless notified by the municipality of the Board Member's reappointment or the appointment of their replacement. A Board Member is eligible for reappointment as per the appointment terms of the participating municipality. A participating municipality may replace its representative Board Member at its discretion at any time prior to the end of their term. c) Powers of the Board of Directors Subject to the Act and other applicable legislation, the Board of Directors is empowered without restriction to exercise all of the powers of TRCA set forth in the Act. In addition to the powers of a conservation authority under Section 21 of the Act for the purposes of accomplishing its objects, the powers of the Board of Directors, include but are not limited to, the powers outlined in Appendix 4 —Board of Directors Terms of Reference. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 8 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 The Board of Directors may appoint an Executive Committee and delegate to the Committee any or all of its powers except the following, as per Section 19.1 (1)(d) of the Act: i. The termination of the services of the Secretary -Treasurer, ii. The power to raise money, and iii. The power to enter into contracts or agreements other than those contracts or agreements as are necessarily incidental to the works approved by the Board of Directors. d) Board Member Accountability Participating municipalities appoint Board Members to the Board of Directors as their representatives. Board Members have the responsibilities of Directors of the corporation that is TRCA. While staff is responsible for the day-to-day operations, the Board of Directors is responsible for TRCA's strategic direction, matters of governance, ensuring compliance with applicable legislation, ensuring appropriate policies are in place, for the financial soundness of TRCA, and for the proper exercise of the powers of TRCA. Board Members owe a fiduciary duty to TRCA and not their Member Municipalities, when acting as a Board Member of the organization (Appendix 11). All Board Members have the responsibility to be guided by and adhere to the Code of Conduct for Board Members (Appendix 1) and Conflict of Interest for Board Members (Appendix 2), as adopted by the Board of Directors. Board Members are responsible for: i. Attending all meetings of the Board of Directors and any briefing or training sessions provided by staff or solicitor; ii. Understanding the purpose, function and responsibilities of TRCA; iii. Being familiar with TRCA's statutory and other legal obligations, including but not limited to the roles of conservation authorities in the areas of municipal planning, plan review, and Conservation Authorities Act Section 28 permitting related to development activity and natural hazard prevention and management and the protection of environmental interests, in accordance with the: Policies and Procedures for Conservation Authority Plan Review And Permitting Activities (MNRF, 2010); iv. All matters outlined in the accompanying Terms of Reference (Appendix 4). STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 9 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 e) Applicable Legislation In addition to the Act, the Board Members are subject to other legislation, including but not limited to, the following: • Municipal Conflict of Interest Act; • Municipal Freedom of Information and Protection of Privacy Act. If any part of the Board of Directors Administrative By-law conflicts with any provision of the Municipal Conflict of Interest Act or the Municipal Freedom of Information and Protection of Privacy Act or a provision of a Regulation made under one of those Acts, the provision of that Act or Regulation prevails. t) Relationship Between Board Members and Staff The Board of Directors relies on the Chief Executive Officer to manage the operations of the organization, including all staff of TRCA. The Chief Executive Officer is accountable to the Board of Directors, working cooperatively to achieve the goals established by the Board of Directors. The Board of Directors will ensure that a process exists for regular performance evaluations of the Chief Executive Officer. 2. Officers The Officers of TRCA, and their respective responsibilities, shall be: a) Chair • Is a Board Member of TRCA; • Is an elected municipal representative; • Presides at all meetings of the Board of Directors (and Executive Committee, and if applicable in terms of reference, presides over advisory boards and other committees); • Calls special meetings if necessary; • Acts as a public spokesperson on behalf of the Board of Directors; • Serves as a signing officer for TRCA; • Ensures relevant information and policies are brought to the Board of Directors attention; • Keeps Board Members apprised of significant issues in a timely fashion; • Performs other duties when directed to do so by resolution of the Board of Directors. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 10 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 b) Vice -Chair • Is a Board Member of TRCA; • Is an elected municipal representative; • Attends at all meetings of the Board of Directors and Executive Committee, and performs the duties of the Vice -Chair at such meetings; • Carries out assignments as requested by the Chair, • Understands the responsibilities of the Chair and acts as Chair immediately upon the death, incapacity to act, absence or vacancy of the Chair until such time as a new Chair is elected or until the Chair resumes his/her duties; • Serves as a signing officer for TRCA. c) Chief Executive Officer/Secretary-Treasurer (CEO) The duties of the Chief Executive Officer and Secretary -Treasurer are combined and assigned to a single position. Responsibilities of the CEO as assigned by the Board of Directors include, but are not limited to the following: • Is an employee of TRCA; • Fulfills the requirements of the Secretary -Treasurer as defined in the Act; • Attends all meetings of the Board of Directors (and Executive Committee, advisory boards and other committees if applicable); • May designate an acting CEO to act in their stead when required; • Give or cause to be given all notices required by this By-law; • Ensure the Clerk keeps accurate records of meetings and accounts of the Board of Directors (and Executive Committee advisory boards and other committees if applicable); • Works in close collaboration with the Chair and Vice -Chair and keeps them apprised of relevant information and significant issues in a timely fashion; • Develops a strategic plan for approval by the Board of Directors and implements short and long-range goals and objectives; • Is responsible for the management of the operations of TRCA, including all staff and programs of TRCA; • Ensures resolutions of the Board of Directors are implemented in a timely fashion; • Develops and maintains effective relationships and ensures good communications with stakeholders, including participating municipalities, federal and provincial government ministries/agencies, indigenous communities, other conservation authorities, Conservation Ontario, and community groups and associations; • Carry out or cause to be carried out required financial transactions on behalf of the Board of Directors; STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 11 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 • Is the custodian of the Corporate Seal; Serves as a signing officer for TRCA. d) Clerk • Is an employee of TRCA; • Is an Officer of the organization for the purposes of the Municipal Freedom of Information and Protection of Privacy Act. e) Staff • Other TRCA staff delegated signing authority as per TRCA's Signing Officers policy. 3. Absence of Chair and Vice -Chair In the event of the absence of the Chair and Vice -Chair from any meeting, the Board Members shall appoint an Acting Chair who, for the purposes of that meeting has all the powers and shall perform all the duties of the Chair. 4. Representatives to Conservation Ontario Council The Board of Directors may appoint up to three representatives to the Conservation Ontario Council ("Council"), designated as Voting Delegate and Alternate(s). The Council will consist of the Voting Delegates appointed by each member conservation authority. TRCA shall appoint the following annually, without Resolution of the Board of Directors: b) Voting Delegate — Chair c) First Alternate — Vice -Chair d) Second Alternate — Chief Executive Officer The Voting Delegate and Alternates shall be registered by the Clerk with Conservation Ontario annually. 5. Election of Chair and Vice -Chair The election of the Chair and Vice -Chair shall be held at the Annual Meeting of the Board of Directors biennially. Should a vacancy of either position arise between the scheduled elections, election for such positions will be held at the next regular meeting of the Board of Directors. All elections shall be in accordance with the Board of Directors Procedures for Election of Officials (Appendix 3) 6. Financial Statements and Report of the Auditor The Board of Directors shall receive and approve the Audited Financial Statements and Report of the Auditor annually for the previous year. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10125/2019 Issue to: All TRCA Employees Page: 12 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 The Board of Directors shall forward copies of the Audited Financial Statements and Report of the Auditor to participating municipalities and the Minister and will make them available to the public by posting on the TRCA website in the Board of Directors agenda or minutes. 7. Borrowing Resolution If required, the Board of Directors shall establish a borrowing resolution and such resolution shall be in force until it is superseded by another borrowing resolution. 8. Levy Notice The levy due to TRCA from participating municipalities shall be communicated to those municipalities in accordance with the Act and any applicable Regulations. 9. Signing Officers All deeds, transfers, assignments, contracts and obligations entered into by TRCA shall be signed by the signing officers of TRCA, or designate, as outlined in the TRCA policy on Signing Officers. 10. Executive Committee The Board of Directors may elect or appoint an Executive Committee every two years at the Annual Meeting of the Board of Directors, in accordance with Section 19 of the Act and this By-law. The membership of the Executive Committee is outlined in Appendix 5 — Executive Committee Terms of Reference. Should a vacancy on the Executive Committee arise between Annual meetings, election for such positions will be held at the next regular meeting of the Board of Directors. All elections shall be in accordance with the Board of Directors Procedures for Election of Officials (Appendix 3). The Executive Committee shall have the powers outlined in the Executive Committee Terms of Reference (Appendix 5), and any other powers so delegated to it by the Board of Directors, in keeping with this By-law. Rules and procedures governing Board of Directors shall be observed by all committee Members. 11. Advisory Boards and Other Committees In accordance with Section 18(2) of the Act, the Board of Directors shall establish such advisory boards as required by Regulation and may establish such other advisory boards or committees as it considers appropriate to study and report on specific matters. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 13 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 The Board of Directors shall approve the terms of reference for all such advisory boards and committees, which shall include the role, the frequency of meetings and the number of Members required. Rules and procedures governing Board of Directors shall be observed by all advisory board members. Elections or appointment to advisory boards may happen at any regular meeting of the Board of Directors. Appointment shall be by way of resolution of the Board of Directors, whereas all elections shall be in accordance with the Board of Directors Procedures for Election of Officials (Appendix 3) and may happen at an advisory board meeting. Each advisory board or committee shall report to the Board of Directors, presenting any recommendations made by the advisory board or committee. Each advisory board or committee shall submit meeting minutes to the Board of Directors in a timely manner. The dates of all advisory board and committee meetings shall be made available to all Board Members of the Board of Directors by means of TRCA's website. The Terms of Reference for advisory boards and committees are outlined in the appendices to this By-law. The Board of Directors may from time to time establish by resolution special advisory boards and committees to deal with particular matters specified by the Board of Directors. The members of the special body shall be appointed by resolution of the Board of Directors and shall include at least one Board Member of the Board of Directors and may in addition appoint other persons to the special body. Such body shall follow the rules and procedures outlined in this By-law. 12. Remuneration of Board Members Subject to compliance with applicable governing Acts, rules and regulations, remuneration may be afforded to Board Members. Should payment by TRCA of remuneration be deemed to be allowable under such law at any period in time, the Board of Directors shall establish by Resolution a per diem rate to be paid to Board Members for attendance at Board of Directors and Executive Committee meetings, and at such other business functions as may be from time to time requested by the Chair, through the CEO, and as approved by the Ontario Public Guardian and Trustee (PGT). In addition, an honorarium that is authorized by the PGT may be approved by the Board of Directors for the Chair and/or Vice -Chair as compensation for their additional responsibilities. A single per diem will be paid for attendance at more than one meeting if they occur consecutively on the same day. Should payment by TRCA of remuneration STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 14 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 be deemed not to be allowable under such law at any period in time, the Clerk shall report to the Board of Directors in this regard. Remuneration shall be paid on a semi-annual basis in accordance with TRCA's payroll procedures. The Board of Directors shall reimburse Board Members' and advisory board members' reasonable travel expenses incurred commuting from home or place of work for the purpose of attending meetings and/or functions on behalf of the Board of Directors or advisory board. These expenses shall include: • a per -kilometre rate for use of a personal vehicle, with the per -kilometre rate to be paid at the same rate as approved for TRCA staff. • public transportation (e.g., transit fare) or rented transportation costs (e.g., taxi/Uber/LyR fare), not to exceed the cost of the per -kilometre rate that would be applied based on the distance travelled. • 407 ETR toll fees (with the exception of video toll charges/camera charges). Requests for such reimbursements shall be submitted to the Clerk in a timely fashion and shall be consistent with TRCA guidelines. A Board Member must be present for a half of the meeting in order to qualify for a reimbursement. 13. Records Retention TRCA shall keep, retain and protect full and accurate records in accordance with Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), other applicable laws and regulations and TRCA's policies, as approved by the Chief Executive Officer from time -to -time. 14. Records Available to Public Subject to requirements of the MFIPPA, TRCA shall maintain and adhere to policies that determine which TRCA information and data are made available to the public. Pursuant to Section 3 and Subsection 49(1) of MFIPPA, the Board of Directors, as head under MFIPPA, hereby delegates all the powers and duties granted and vested in the head to the Clerk. In accordance with the Act, the Board of Directors shall make the Board of Directors Administrative By-law available to the public on TRCA's open webpage, including written and alternative formats in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) if requested by a member of the public. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 15 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 15. By-law Review The Board of Directors Administrative By-law shall be reviewed by staff at the earlier of every five years or when circumstances arise requiring modifications. Changes will be brought as required to the Board of Directors for approval. 16. Enforcement of By-law and Policies The Board Members shall respect and adhere to all applicable by-laws and policies (for example, the Code of Conduct for Board Members and Conflict of Interest for Board Members — Appendices 1 and 2, respectively). TRCA may take reasonable measures to enforce its by-laws and policies, including the enforcement mechanisms under the Municipal Conflict of Interest Act. The procedure for enforcement shall be as follows: 16.1 Board Members are encouraged to resolve disagreements and conflicts through one-on-one discussion in order to remedy a behaviour or activity contrary to the TRCA Policies. However, it is not a precondition or a prerequisite that this discussion be initiated or completed prior to pursuing the Formal Complaint Procedure as described below. 16.2 The Formal Complaint Procedure shall be as follows: a) A dated signed written complaint detailing the relevant particulars shall be submitted to the Chief Executive Officer. b) Upon receipt of the complaint, the Chief Executive Officer or designate shall prepare an information package that shall include the following: i. The Complaint; ii. A copy of the Policies that are relevant; iii. Such other information or documentation that the Chief Executive Officer deems relevant. c) A Special Committee made up of two Members of the Executive Committee not directly involved in the complaint shall be formed by the Chair to address the complaint. In the case where the Chair is involved in the complaint, the Vice - Chair will form the Special Committee. d) The information package referred to above shall be provided to the Board Member alleged to be in contravention forthwith and to the Special Committee on appointment. e) The Chief Executive Officer shall submit a brief report to the Executive Committee in a closed session at a regularly scheduled meeting advising that a complaint was received, providing the following information, subject to any requests to maintain privacy which shall be administered according to applicable privacy legislation: i. Name of Alleged Offender; STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 16 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 ii. Name of Complainant; iii. The provision of the Policies allegedly contravened; iv. A summary of the facts constituting the alleged contravention; V. The date of request. f) The Chief Executive Officer shall forward the report to the integrity commissioner of the Board Member's appointing municipality to appraise them of the complaint. g) The Special Committee shall complete an investigation of the complaint (which shall include an opportunity for the affected Board Member to respond to the allegation) within 30 days of receipt of the information package or such longer period as it may require not to exceed 60 days, and provide a report to the Chair (or Vice -Chair as the case may be) on the matter as to the validity of the complaint and its written recommendations as to the appropriate measures to be taken by the Executive Committee. The report shall be tabled in closed session at the next regularly scheduled Executive Committee meeting. h) The Executive Committee shall receive the report and recommendations from the Special Committee and may determine the appropriate action(s) to be taken, if any. Following such determination by the Executive Committee the appointing municipality shall be notified of such determination and recommendations for action. 17. Indemnification of Board Members, Officers and Employees TRCA shall maintain an Indemnification policy with respect to Board Members, Officers and employees which shall be reviewed by staff at minimum every five years. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 17 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 C. Meeting Procedures The Meeting Procedures below governing the procedures of the Board of Directors shall also be observed in Executive Committee and advisory board meetings unless otherwise specified in their terms of reference, as far as they are applicable, and the words Executive Committee or advisory board shall be substituted for the words Board of Directors as applicable. 1. Rules of Procedure In all matters of procedure not specifically dealt with under the Act and this By-law, the current edition of Robert's Rules of Order or other generally accepted rules of procedure shall be binding. The Board of Directors may choose to conduct its business as a committee of the whole. 2. Notice of Meeting The Board of Directors shall approve a schedule for regular meetings in advance, following the requirements of Frequency of Meetings outlined in the Appendices. The Chief Executive Officer shall send Notice of regular meetings to all Board Members at least seven calendar days in advance of a meeting. Notice of all regular or special meetings of the Board of Directors or its committees shall be made available to the public as soon as possible after its delivery to Board of Directors. Notice of any meeting shall indicate the time and place of that meeting and the agenda for the meeting. Posting of the agenda on TRCA's website is deemed to meet the notice requirement. All material and correspondence to be dealt with by the Board of Directors at a meeting will be submitted to the Chief Executive Officer or their delegate nine days in advance of the meeting to be included in the regular agenda, three days in advance of the meeting to be included with the added agenda, and one day in advance of the meeting if it is to be introduced at the meeting. The cut-off time shall be 12:00 p.m. in each instance. The Chair may, at their pleasure or at the request of a Board Member, call a special meeting of the Board of Directors on seven days' notice, in writing, or as is necessary. The Chair shall not refuse the calling of a special meeting with majority support. The notice shall state the business of the special meeting and only that business shall be considered at that special meeting. The agenda for special meetings of the Board of Directors shall be prepared as the Chair may direct. The Chair or the Chief Executive Officer may, by notice in writing, delivered to the Board Members at least 12 hours before the hour appointed for the meeting, postpone or cancel any meeting of the Board of Directors, Executive Committee, an advisory board STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 18 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 or other committee until the next scheduled date, when they become aware in advance that a quorum for the meeting cannot be reached or for any other valid reason. The Chair or the Chief Executive Officer may, if it appears that a weather event or like occurrence will prevent the Board Members from attending a meeting, postpone that meeting by advising as many Board Members as can be reached. Postponement shall not be for any longer than the next regularly scheduled meeting date. 3. Meetings Open to Public All meetings of the Board of Directors and Executive Committee shall be open to the public. A meeting or a part of a meeting may be closed to the public if the subject matter meets the criteria for a closed meeting as defined in Section CA of this By-law. All meetings of the Board of Directors and Executive Committee will be webcast and be made publicly available for both live streaming and later viewing or be made similarly available using the best available technological systems, except in times of technological failure. 4. Meetings with Closed "In Camera" Sessions Every meeting shall be open to the public as per Section 15(3) of the Act, subject to the exceptions set out below. Meetings may be closed to the public if the subject matter being considered relates to: a) The security of the property of TRCA; b) Personal matters about an identifiable individual, including staff of TRCA; c) A proposed or pending acquisition or disposition of land by TRCA; d) Labour relations or employee negotiations; e) Litigation or potential litigation, including matters before administrative tribunals (e.g. Local Planning Appeal Tribunal), affecting TRCA; f) Consideration of the issuance or refusal to issue permissions pursuant to section 28 (or 28.1) of the Act; g) Advice that is subject to solicitor -client privilege; h) A matter in respect of which the Board of Directors, Executive Committee, advisory board or other body may hold a closed meeting under another Act; i) Information explicitly supplied in confidence to TRCA by the Government of Canada, a province or territory or a Crown agency of any of them; j) a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to TRCA, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 19 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 with the contractual or other negotiations of a person, group of persons, or organization; k) a trade secret or scientific, technical, commercial or financial information that belongs to TRCA and has monetary value or potential monetary value; or 1) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of TRCA. The Board of Directors shall close a meeting if the subject matter relates to the consideration of a request under MFIPPA. A meeting of the Board of Directors may also be closed to the public if: a) the meeting is held for the purpose of educating or training the Board Members; and b) at such a meeting, no Board Member discusses or otherwise deals with any matter in a way that materially advances the business or decision-making of the Board of Directors. If the requirement for a closed meeting or part of a meeting is known when the agenda or added agenda is produced, the subject matter being considered and the criteria for closed session shall be identified on the agenda. Before holding a meeting or part of a meeting that is to be closed to the public, the Board Members shall state by resolution during the open session of the meeting that there will be a meeting closed to the public and the general nature of the matter to be considered at the closed meeting. Once matters have been dealt with in a closed meeting, the Board of Directors shall reconvene in an open session. The Board of Directors shall not vote during a meeting that is closed to the public, unless: a) the meeting meets the criteria outlined in this By-law to be closed to the public; b) the vote is for a procedural matter or for giving directions or instructions to Officers, staff or agents of TRCA; c) a vote is called in connection with a decision to allow (with or without conditions) or refuse, permission following a hearing pursuant to section 28 (or 28.1) of the Act. At such time as the items considered in camera can be made public, the relevant resolution(s) will be included as part of a regular Board of Directors agenda for information. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10125/2019 Issue to: All TRCA Employees Page: 20 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 The Clerk shall implement the following procedures for handling of confidential matters: a) A public report with as much detail as is publicly available shall be circulated to Board Members where possible, and the confidential material shall be verbally reported in closed session. Should there be an extensive amount of confidential material for consideration, that circulation shall be by hard copy couriered or emailed in a secure digital form to the Board Members. b) Each confidential report shall contain a watermark with the name of the individual receiving it as a unique identifier, and hard copies shall be printed on coloured paper. c) Any materials presented to the Board of Directors during a closed meeting shall be returned to the Clerk prior to departing from the meeting and shall be treated in accordance with the Board of Directors procedures for handling confidential material. d) Confidential minutes will be produced for all discussions which are held in closed session where a resolution is approved. Confidential minutes will only be available to Board Members, eligible staff or legal counsel upon request or when required to be dealt with as part of a Board of Directors agenda, and when circulated shall be watermarked with a unique identifier. e) The Clerk shall maintain a log of who confidential items are circulated to, at any time it is circulated, and who returns confidential items to the Clerk. f) Notes will be taken of discussions of all closed session discussions, in keeping with MFIPPA requirements, and such notes shall only be provided to the Information and Privacy Commissioner or designate, if requested, as evidence of the confidential nature of the closed session. Discussion notes and where applicable, confidential minutes will be produced by the Clerk for all in camera meetings and maintained as a corporate record. If the Clerk is not present in a closed session, a designate shall take notes of any direction provided and the nature of the discussion. 5. Agenda for Board of Directors Meetings The Clerk, under the supervision of the Chief Executive Officer, shall prepare an agenda for all regular meetings of the Board of Directors that shall include, but not necessarily be limited to, the following headings: Acknowledgement of Indigenous Territory; Minutes; Disclosure of Pecuniary interest and General Nature Thereof; Delegations; Presentations; Correspondence; Items for Action or Information; Material from Executive Committee or advisory boards; Ontario Regulation 166/06, as amended; Closed Session; New Business. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10125/2019 Issue to: All TRCA Employees Page: 21 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 The agenda for special meetings of the Board of Directors shall be prepared as directed by the Chair. Agendas for meetings shall be forwarded to all Board Members at least seven calendar days in advance of the meeting, except in unforeseen circumstances preventing timely circulation. In special circumstances an amended agenda may be circulated at least 2 days in advance of the meeting. Such agendas shall be made available to the public on TRCA's website at the same time, unless the meeting is closed to the public in accordance with this By-law. Such agendas shall also be available in alternative formats, in accordance with AODA, if requested by interested parties. Staff members may request to add a walk-on item to the agenda on the day of the meeting. Addition of a walk-on item requires a motion to amend the agenda and requires support of two thirds of Board Members present at the meeting. 6. Quorum At any meeting of the Board of Directors, a quorum consists of one-half of the Members appointed by the participating municipalities, except where there are fewer than six such Board Members, in which case three such Board Members constitute a quorum. At any Executive Committee or advisory board meeting, a quorum consists of one-half of the Members, unless specified differently in the Terms of Reference. If there is no quorum within one half hour after the time appointed for the meeting, the Chair for the meeting shall declare the meeting adjourned due to a lack of a quorum, or shall recess until quorum arrives, and the Clerk shall record the names of the Board Members present and absent. If during a Board of Directors meeting a quorum is lost, then the Chair shall declare that the meeting shall stand recessed or adjourned, until the date of the next regular meeting or other meeting called in accordance with the provisions of this By-law. Agenda items including delegations and presentations may be covered and presented and issues discussed, but no formal decisions may be taken by the remaining Board Members which do not constitute a quorum. Where the number of Board Members who are unable to participate in a meeting due to the declaration of a conflict of interest as per Appendix 2 is such that at that meeting the remaining Board Members are not of sufficient number to constitute a quorum, the remaining number of Board Members shall be deemed to constitute a quorum, provided such number is not less than two. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 22 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 7. Order of Business When quorum is first present after the time fixed for the meeting, the Chair shall take the chair and call the meeting to order. The first order of business shall be the Acknowledgement of Indigenous Territory, which shall be read by the Chair at the start of each meeting. The Board of Directors shall use a consent agenda procedure to expedite agenda items for which no discussion is required. The business of the Board of Directors shall be taken up in the order in which it stands on the agenda, with the exception that delegations and presentations shall be handled after the Chair conducts the consent agenda as follows: (a) Following any disclosure of pecuniary interest and excluding closed session and new business agenda items, the Chair shall call the remaining agenda items, by section and ask if any member wishes to hold an item for discussion. (b) If a member requests to hold an item, the Clerk shall make note of the member's request. (c) At the completion of each section of the agenda, the Chair shall call for a mover and seconder to adopt the un -held items in that section. Debate and voting shall be conducted as per this By-law. (d) Once all agenda items have been addressed, the Chair will call the delegations and presentations, then any held agenda items in order of appearance on the agenda. Delegations shall follow the rules outlined in Section C.13. Presentations are typically delivered by staff as allowed by the Chief Executive Officer and shall be allotted a maximum of 10 minutes to address the Board of Directors, except by leave of the Chair. No Board Member shall present any matter to the Board of Directors for its consideration unless the matter appears on the agenda for the meeting of the Board of Directors or the matter is related to an item on the agenda and leave is granted by the Chair to present the matter under New Business. A Board Member who wishes to discuss a matter that does not appear on the agenda may put forward a Notice of Motion under New Business to request staff to prepare a report back at the next meeting. 8. Notice of Motion Written notice of motion to be made at a Board of Directors meeting may be given to the Clerk by any Member of the Board of Directors not less than nine days prior to the date and time of the meeting and shall be forthwith placed on the agenda of the next meeting. Such notice of motion shall be included in full in the agenda for the meeting concerned. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 23 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 Recommendations included in reports of advisory boards that have been included in an agenda for a meeting of the Board of Directors, shall constitute notice of motion for that meeting. Recommendations included in staff reports that have been included in an agenda for a meeting of the Board of Directors, shall constitute notice of motion for that meeting. Notwithstanding the foregoing, any motion or other business may be introduced for consideration of the Board of Directors provided that it is made clear that to the matter is time -sensitive and that to delay discussion of the matter would not be in the best interest of the Board of Directors. To be added to an agenda, a Notice of Motion requires a mover, seconder and an affirmative vote of the two-thirds majority of the Board Members of the Board of Directors present. 9. Debate The Board of Directors shall observe the following procedures for discussion/debate on any matter coming before it: (a) A Board Member shall be recognized by the Chair prior to speaking; (b) Where two or more Board Members address the Chair to speak, the Chair shall designate the Member who has the floor, who shall be the Board Member who in the opinion of the Chair was first recognized; (c) Before speaking every Board Member shall address the Chair, and all questions and points of discussion shall be directed through the Chair, (d) Where a motion is presented, either orally or in writing, it shall be moved and seconded before debate; (e) No Board Member shall speak at any time for more than three minutes without leave of the Chair, (f) Any Board Member may ask a question of the previous speaker through the Chair, (g) The Board Member who has presented a motion, other than a motion to amend or dispose of a motion, may speak again to the motion immediately before the Chair puts the motion to a vote; (h) When a motion is under debate, no motion shall be received other than a motion to amend, to defer action, to refer the question, to call the question, to adjourn, or to extend the hour of closing the proceedings; (i) When a motion is under consideration, only one amendment is permitted at a time. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 24 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 10. Matters of Precedence The following matters shall have precedence over the usual order of business: (a) a point of order; (b) matter of privilege; (c) a matter of clarification; (d) a motion to suspend a rule of procedure or to request compliance with the rules of procedure; (e) a motion that the question be put to a vote (motion to call the question), which shall adhere to the following rules: i. This motion requires a seconder. ii. This motion cannot be discussed or debated. As soon as the Chair hears a seconder, the vote is immediately taken. iii. It takes two-thirds majority of the present and voting Board Members in favor to cut off debate. iv. If two-thirds of the group want to stop debate and vote, then the Chair immediately takes the vote on the pending motion — the motion that the group is considering at this time. No further discussion is allowed. (f) a motion to adjourn. On a point of order, the Board Member shall ask leave of the Chair to raise it and after leave is granted the Board Member shall state the point of order to the Chair and remain silent and seated until the Chair rules. No Board Member shall address the Chair on the point of order except for the purpose of appealing the Chair's ruling. A motion to adjourn or call the question (put a question to the vote) shall be put to a vote immediately without debate, except that such vote shall not be taken: (a) while a Board Member is in possession of the floor or has previously indicated to the Chair the desire to speak on the matter; or (b) after it has been decided to put a motion to the vote and that vote is not carried or completed. The ruling of the Chair shall be final except where there is an appeal the Members shall decide without debate and such decision is final. 11. Board Members' Attendance Board Members are expected to attend all meetings of the Board of Directors and, if applicable, of the Executive Committee. Failure to attend two consecutive meetings without a sufficient reason provided shall cause notice to the Board Member and participating municipality. Failure to attend three consecutive meetings without a sufficient reason will cause a formal request to reappoint. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10125/2019 Issue to: All TRCA Employees Page: 25 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 The Clerk shall provide a listing of Board Members' attendance at scheduled meetings of the Board of Directors to the participating municipalities at least annually, such that the municipal treasurers may comply with the Municipal Act. Upon a Board Member's vacancy due to death, incapacity or resignation occurring in any office of the Board of Directors, the Board of Directors shall request the participating municipality that was represented by that Board Member to appoint a replacement. In cases of incapacity or under a requirement of the participating municipality, a Board Member may take a temporary leave of absence and advise the Chief Executive Officer and participating municipality of the leave. The Clerk shall record this leave of absence in attendance of meetings until the leave is either ended or the Board Member is replaced by the participating municipality. If a Board Member is unable to attend a meeting and wishes to bring any additional information or opinion pertaining to an agenda item to the Board of Directors, the Board Member shall address in writing to the Clerk such correspondence a minimum of two hours prior to the start of the meeting. The correspondence shall be circulated by the Clerk to Board Members in attendance. 12. Electronic Participation A Board Member shall not participate electronically in any Board of Directors, Executive Committee or advisory board meeting. Staff is never permitted to participate in a meeting electronically. Should the public wish to address the Board of Directors they may not participate by electronic means, except by special permission of the Chair to meet AODA requirements. All meetings of the Board of Directors and Executive Committee, and other meetings as directed by the Chair, will be webcast except in times of technological failure (e.g., internet outage). Meeting recordings shall be made publicly available for later viewing. Failure to webcast or produce a recording does not call meeting into question. 13. Delegations Any person or organization who wishes to address the Board of Directors may make a request in writing by such means as designated by the Clerk. The request should include a brief statement of the issue or matter involved, the position to be taken, and indicate the name, title (if applicable) and contact information of the proposed speaker(s). If such request is received nine days in advance of a scheduled meeting, the delegation shall be listed on the regular agenda and if received three days in advance shall be listed on the added agenda. The cut-off time shall be 12:00 p.m. in each instance. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 26 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 Any person or organization requesting an opportunity to address the Board of Directors but not having made a written request to do so in the timelines specified above, may appear before a meeting of the Board of Directors but will be heard only if such motion is made by a Board Member at the meeting and the motion passes by the majority in attendance. If such motion passes, the Chair may immediately rule that the hearing of the delegation would be unfair or prejudicial to Board Members or other persons not present because of lack of advance notice and that the hearing of the delegation be deferred to the next meeting and listed on that agenda. The Chair's ruling may be immediately appealed by proper motion and the ruling of the meeting shall then govern. Delegations are limited to one meeting of either the Board of Directors, Executive Committee or advisory board, except by approval of the Chair to be heard at an additional meeting(s). This may not be applied if there is a material change in the direction of recommendations related to the item. Further, delegations will be afforded the opportunity to speak at the meeting when the decision is being made, even if they were previously allowed to speak at another meeting. Delegations shall confine their remarks to the matters on the agenda before the Board of Directors. Should the request for a delegation be in regard to a matter not currently before the Board of Directors, the Chief Executive Officer may defer hearing the matter until such time as it is before the Board of Directors or deem the delegation frivolous. Except by leave of the Chair, each delegation shall be limited to not more than two speakers, with a total time allotment limited to five minutes, for each delegation. Leave for extension may be requested in advance through the Clerk or at the meeting. When a number of people are to appear representing one interest group, it is expected that the group be represented by a maximum of two spokespersons as indicated above and be allotted a total time of a maximum of five minutes, and/or submit written submissions. When the Chair believes that a large number of delegations will request an opportunity to address the Board of Directors with respect to a particular matter or matters, the Chair may summon a special meeting of the Board of Directors to deal with the particular matter or matters. If the number of delegations present wishing to address a particular matter or matters is such that the meeting will not be able to deal with its agenda properly, then, on proper motion, the particular matter or matters may be adjourned to a special meeting and, if the time, date and place of the special meeting is included in the motion, no further notice of such meeting will be required. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 27 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 Delegations may submit written submissions for consideration at a meeting up to the start of any meeting on which they have been approved to speak. 14. Annual Meeting One meeting of the Board of Directors in each year shall be designated as the Annual Board of Directors Meeting and shall include the Election of Officers on the agenda as required, in addition to the normal course of business. 15. Voting In accordance with Section 16 of the Act: (a) each Board Member, including the Chair, is entitled to one vote; and (b) a majority vote of the Board Members present at any meeting is required upon all matters coming before the meeting. If any Board Member abstains from voting, they shall be deemed to have voted neither in favour nor opposed to the question. If a vote results in a tie, the motion fails. Interrelated motions shall be voted on in the order specified in Robert's Rules of Order, or other generally accepted rules of procedure. Proxy voting shall not be permitted. Unless a Board Member requests a recorded vote, a vote shall be by a show of hands or such other means as the Chair may call. No question shall be voted upon more than once at any meeting, unless a recorded vote is requested, or a Board Member states immediately following the Chair's declaration of the results their disagreement with the Chair's declaration. Recorded votes shall be prohibited in Executive Committee except by ruling of the Chair. If a Board Member present at a meeting at the time of the vote requests immediately before or after the taking of the vote that the vote be recorded, each Board Member present, as called by the Clerk in alphabetical order by surname, with the Chair voting last, except a Board Memberwho is disqualified from voting by any Act, shall announce their vote openly answering "yes' or "no" to the question, and the Clerk shall record each vote. At the meeting of the Board of Directors at which the Non -Matching Levy is to be approved, the Clerk shall conduct the vote to approve the Non -Matching Levy by a STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 28 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 Weighted Majority of the Members present and eligible to vote, in accordance with applicable Regulation. Where a question under consideration contains more than one item, upon the request of any Board Member, a vote upon each item shall be taken separately. No vote shall be taken by ballot or by any other method of secret voting, and every vote so taken is of no effect. While the Chair is putting a question to the vote, all Board Members shall remain seated and not make any disturbance until the result is declared. 16. Motion to Reconsider If a matter has been previously decided upon, it shall not be reconsidered by the Board of Directors within the next four (4) regular meetings after the meeting at which it was originally considered, without the consent of at least a two-thirds majority vote of the Board Members present. 17. Duties of the Meeting Chair It shall be the duty of the Chair, with respect to any meetings over which they preside, to: (a) Preserve order and decide all questions of order, subject to appeal, and without argument or comment, state the rule applicable to any point of order if called upon to do so; (b) Ensure that the public in attendance does not in any way interfere or disrupt the proceedings of the Board Members; (c) Receive and submit to a vote all motions presented by the Board Members, which do not contravene the rules of order or Regulations of the Board of Directors; (d) Announce the results of the vote on any motions so presented; (e) Adjourn the meeting when business is concluded. 18. Conduct of Board Members Board Members shall maintain a high standard of conduct and at all times comply with applicable laws and the Code of Conduct for Board Members (Appendix 1). No Board Member at any meeting of the Board of Directors shall: (a) Speak in a manner that is discriminatory in nature based on an individual's race, religious beliefs, colour, gender, physical or mental disabilities, age, ancestry, place of origin, citizenship, creed, marital status, source or level of income, family status or sexual orientation; STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 29 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 (b) Leave their seat or make any disturbance while a vote is being taken or until the result is declared; (c) Interrupt a speaker, except to raise a point of order or a question of privilege; (d) Speak disrespectfully or use offensive words against TRCA, Board Members, staff, or any individual; (e) Speak beyond the question(s) under debate, such that discussion shall be limited to the matters under the jurisdiction, rules and Regulations of TRCA; (f) Resist the rules of order or disobey the decision of the Chair on the questions or order or practices or upon the interpretation of the By-laws. The Chair shall preserve order and decide all questions of order. The Chair shall have the power to eject an offending Board Memberfrom a meeting and the Board Member shall not return to the meeting unless the remaining Board Members permit such return by resolution. When a Board Member is speaking no other Board Member shall pass between the speaker and the Chair or interrupt the speaker except on a point of order. Any Board Member may require a question or motion under debate to be read at any time except while another Board Member is speaking. Any Board Member may require a question or motion under debate to be displayed on screen at any time. 19. Minutes of Meetings The Chief Executive Officer shall undertake to have a Clerk in attendance at meetings of the Board of Directors to act as the recording secretary. The Clerk shall make a record in the form of minutes of the meeting proceedings and in particular shall record all motions considered at the meeting. Minutes of all meetings shall include the time and place of the meeting and a list of those Board Members present, including their arrival and departure times if between call to order and adjournment, and shall state all motions presented together with the mover and seconder and voting results. Procedures for minutes of meetings closed to the public are outlined in Section CA. of this By-law. The minutes of the previous meeting shall be posted on the TRCA website as soon as they are approved by the Chief Executive Officer and within 30 days of the meeting, which shall constitute meeting the requirement of Section 15(2) of the Act to provide minutes of meetings to Board Members within 30 days after any meeting of the Board of STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 30 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 Directors. The minutes are then ratified at the next regular meeting of the Board of Directors. After the minutes have been approved by resolution, original copies may be signed by the Chief Executive Officer and Chair. All non -confidential minutes shall be available on TRCA's website in perpetuity. Such minutes shall also be available for review by any member of the public at TRCA's Head Office or provided in alternative formats in accordance with the AODA, if requested by interested parties. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10125/2019 Issue to: All TRCA Employees Page: 31 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 D. Approval of Board of Directors Administrative By-law and Revocation of the Administration Regulation and Rules of Conduct Administrative Regulation dated February 2, 1992 is hereby repealed; Rules of Conduct dated June 24, 2016 is hereby repealed; Board of Directors Administrative By-law v.1.0, dated September 26, 2018 is hereby repealed; Board of Directors Administrative By-law v.2.0 shall come into force on the 25 day of October, 2019. 1. Accountability The Chair, Chief Executive Officer and Clerk are responsible for monitoring and maintaining compliance to the By-law and dealing with any non-compliance issues. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 32 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 E. Appendices - Board of Directors Appendix 1 - Code of Conduct for Board Members The Code of Conduct for Board Members rules below governing the conduct of the Board of Directors shall also be observed in Executive Committee and advisory board meetings, as far as they are applicable, and the words Executive Committee or advisory board shall be substituted for the word Board of Directors as applicable. 1. Background Toronto and Region Conservation Authority (TRCA) demands a high level of integrity and ethical conduct from its Board Members. TRCA's reputation relies upon the good judgement of individual Board Members. A written code of conduct helps to ensure that all Board Members share a common basis for acceptable conduct. Formalized standards help to provide a reference guide and a supplement to legislative parameters within which Board Members must operate. Further, they enhance public confidence that Board Members operate from a base of integrity, justice and courtesy. The Code of Conduct for Board Members is a general standard. It augments the laws which govern the behaviour of Board Members, and it is not intended to replace personal ethics. This Code of Conduct for Board Members will also assist Board Members in dealing with confronting situations not adequately addressed or that may be ambiguous in Board of Directors resolutions, regulations, or TRCA policies and procedures. 2. General All Board Members, whether municipal councillors or citizen representatives of a municipality, are expected to conduct themselves in a manner that reflects positively on TRCA. All Members shall serve in a conscientious and diligent manner. No Board Member shall use the influence of the office for any purpose other than for the exercise of his/her official duties. It is expected that Board Members adhere to a code of conduct that: (a) upholds the purpose of the Act, mandate, vision, mission, rules and regulations of TRCA; (b) considers TRCA's jurisdiction in its entirety, including their appointing municipality; (c) respects confidentiality; (d) approaches all TRCA issues with an open mind, with consideration for the organization as a whole; STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 33 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 (e) while Board Members may have interests contrary to TRCA interests, when acting as Board Members they shall adhere to their fiduciary duty to consider TRCA interests and issues at hand above other interests and issues; (f) exercises the powers of a Board Member when acting in a Board of Directors meeting; (g) only represents the position of the Board of Directors at any time outside of Board of Directors meetings, and shall not present their individual opinion as a position of TRCA; (h) respects the democratic process and respects decisions of the Board of Directors; (i) declares any direct or indirect pecuniary interest or conflict of interest when one exists or may exist, as defined in the Municipal Conflict of Interest Act; and Q) conducts oneself in a manner which reflects respect and professional courtesy and does not use offensive language in or against TRCA, Board Members, staff or any individual. 3. Gifts and Benefits Board Members shall not accept fees, gifts, hospitality or personal benefits that are connected directly or indirectly with the performance of duties, except compensation authorized by law. 4. Confidentiality The Board Members shall be governed at all times by the provisions of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). All information, documentation or deliberations received, reviewed or taken in a closed meeting are confidential. Board Members shall not disclose or release by any means to any member of the public, in verbal, written or other form, any confidential information acquired by virtue of their office, except when required by law to do so. Board Members shall not permit any persons, other than those who are entitled thereto, to have access to information which is confidential. In the instance where a Board Member vacates their position on the Board of Directors, they will continue to be bound by MFIPPA requirements. Particular care should be exercised in protecting information, including but not limited to, the following: (a) Human Resources matters; (b) Matters relating to the legal affairs of TRCA; (c) Sources of complaints where the identity of the complainant is given in confidence; STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 34 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 (d) Items under negotiation; (e) Information about suppliers provided for evaluation that might be useful to other suppliers; (f) Schedules of prices in tenders or requests for proposals; (g) Appraised or estimated values with respect to TRCA's proposed property acquisitions or dispositions; (h) Information deemed to be "personal information" under MFIPPA. All Board Members are expected to sign an oath of confidentiality upon assuming the office. 5. Use of TRCA Property No Board Member shall use for personal purposes any TRCA property, equipment, supplies or services of consequence other than for purposes connected with the discharge of TRCA duties or associated community activities of which TRCA has been advised, or as allowable by TRCA policies, guidelines and fee schedules. 6. Work of a Political Nature All Board Members must be familiar with and act in accordance to the Use of Resources During an Election policy and procedures (Attachment 1 to Code of Conduct for Board Members) as approved from time -to -time. No Board Member shall use TRCA resources or act in any manner contrary to said policy and procedures. 7. Conduct at Board of Directors Meetings During meetings of the Board of Directors, Board Members shall conduct themselves with decorum. Respect for delegations, presenters, staff and for fellow Board Members requires that all Board Members show courtesy and not distract from the business of the Board of Directors at any time during meetings. Board Members should be familiar with Section CA 8. — Conduct of Board Members, of the Board of Directors Administrative By-law. 8. Interactions with TRCA Staff Board Members shall be respectful of the fact that staff work for TRCA as a whole and are charged with making recommendations that reflect their professional expertise and corporate perspective, without undue influence. When a Board Member requires further information related to the items on the agenda or has a question related to the TRCA mandate, they may direct their inquiry to an appropriate divisional Director. Board Members shall direct all other correspondence through the Clerk or Chief Executive Officer. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 35 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 9. Apprehension of Bias As decisions makers, no Board Member shall enter into discussions with any party outside of TRCA that may result in either a real or perceived bias of their position on matters that may come before staff and/or the Board of Directors. Executive Committee Members may act as a decision-making tribunal in the form of Hearing Board on matters related to Regulations issued under the Conservation Authorities Act, and in particular Section 28 (1) (or section 28.1 when in force). Executive Committee Members shall not enter into discussions outside the Hearing on such matters that may result in either a real or perceived bias of their position on the matters under the Hearing, with the exception of the TRCA solicitor. The Chair of the Executive Committee may receive a briefing from TRCA staff on procedural matters prior to the Hearing Board convening. Executive Committee and Board of Directors Members shall not enter into discussions on the merits of a Planning Act application and/or an appeal to the Local Planning Appeal Tribunal (formerly Ontario Municipal Board) that may be associated with a current or likely permit application under the Act, that may result in either a real or perceived bias of their position on the permit application. 10. Media Inquiries The Chair and the Chief Executive Officer shall represent TRCA in media appearances and releases. Should a Board Member be approached by the media to provide comments, the Board Member shall direct the media to the Chief Executive Officer or their delegate. 11. Business Relations No Board Member shall borrow money from any person who regularly does business with TRCA unless such person is an institution or company whose shares are publicly traded and who is regularly in the business of lending money. No Member shall act as a paid agent before the Board of Directors, except in compliance with the terms of the Municipal Conflict of Interest Act. 12. Encouragement of Respect for TRCA and its Regulations Board Members shall represent TRCA in a respectful way and encourage public respect for TRCA. 13. Harassment It is the policy of TRCA that all persons be treated fairly in the workplace in an environment free of workplace harassment, sexual harassment and discrimination. Harassment of another Board Member, staff or any member of the public is misconduct and shall not be tolerated. Board Members shall follow TRCA's Workplace Harassment policy as approved STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 36 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 from time -to -time. The policy applies to any activities on or off of TRCA premises which could reasonably be associated with TRCA. Examples of harassment that will not be tolerated include: verbal or physical abuse, threats, derogatory remarks, jokes, innuendo or taunts related to an individual's race, religious beliefs, colour, gender, physical or mental disabilities, age, ancestry, place of origin, citizenship, creed, marital status, source or level of income, family status or sexual orientation. TRCA will also not tolerate the display of pornographic, racist or offensive signs or images; practical jokes that result in awkwardness or embarrassment; unwelcome invitations or requests, whether indirect or explicit and any other prohibited grounds under the provisions of the Ontario Human Rights Code. 14. Breach of Code of Conduct Any breach, or alleged breach, of the Code of Conduct for Board Members shall be investigated in accordance with Section B.16. - Enforcement of By-laws and Policies outlined in the Board of Directors Administrative By-law. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10125/2019 Issue to: All TRCA Employees Page: 37 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 Attachment 1 - Use of Resources During an Election Policy PURPOSE Toronto and Region Conservation Authority (TRCA, also known as the Authority) policy on "Use of Resources During an Election" provides a consistent approach and direction to TRCA employees on how TRCA resources can and cannot be used during municipal, school board, provincial and federal election campaigns or campaigns on a question on a ballot. This policy and accompanying procedures establish guidelines on the appropriate use of resources during an election period, in order to: • protect the interests of Board Members, candidates, staff and TRCA, and • ensure accountable and transparent election practices. 2. BACKGROUND TRCA employees may be approached by candidates to use TRCA resources for the purposes of campaigning. A clear policy is required to guide the action of TRCA employees and help determine which requests can be accommodated and which should be denied. The Municipal Elections Act, 1996 specifies that a municipality or local board cannot make a contribution to a municipal election candidate (Section 70(4)). A "contribution" includes money, goods and services given to and accepted by or on behalf of a person for their election campaign (Section 66 (1)). Since a "contribution" may take the form of money, goods or services, any use of TRCA's resources for an election campaign by any candidate, may be considered a contribution by TRCA. Where a candidate pays the regular rate for goods and services as any other individual, it is not considered a contribution. If a discounted rate or free goods and services were procured, that would be considered a contribution. 3. SCOPE This policy and accompanying procedures apply to all Board Members, candidates in a municipal, school board, provincial and federal election, and TRCA staff during an election period. 4. ROLES AND RESPONSIBILITIES Chief Executive Officer (CEO): Procedures and guidelines pursuant to the "Use of Resources During an Election" policy shall be developed to ensure audit implementation compliance. All STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 38 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 issues with respect to this policy and associated procedures should be directed toward the CEO. Senior Leadership Team: Staff members responsible for the application of this policy to TRCA resources, facilities and employees managed by their Divisions. TRCA Employees: TRCA employees are responsible for understanding and applying this policy and for seeking clarification and advice if required. 5. POLICY TRCA strives to recognize the need to balance freedom of expression and assembly of candidates with responsibilities while ensuring there is no unfair advantage, promotion or contributions to any one candidate, party, registrant or supporter of a ballot question. TRCA cannot make a contribution (including money, goods and/or services) to any candidate, political party, registrant or a supporter of a question on a ballot during an election. TRCA resources cannot be used to promote one candidate, political party, registrant or a supporter of a question on a ballot during an election over another candidate, political party, registrant or a supporter of a question on a ballot during an election. This policy is intended to enable continued public and media access to candidates or registrants for information and interviews. The policy distinguishes between unplanned media scrums or chance public encounters by candidates and the media, whether in-person or online, and actual planned media events or rallies. The policy recognizes that Board Members are holders of their position until their successor is appointed and supports Board Members in continuing to fulfill their responsibilities as Board Members. In addition, it recognizes that Board Members have political interests outside of their duties on the Board of Directors. In this regard, the policy does not apply to Board Members' using their personal resources for their own political interests, subject to this use in no way referencing TRCA or their capacity as a Board Member. Use of personal resources in this manner shall not be endorsed by TRCA. The policy recognizes that Members of Council are holders of their office until the end of their term and supports Board Members in continuing to fulfill their responsibilities as Members of Council. The TRCA Clerk shall ensure the policy contained herein and associated procedures are reviewed on a regular basis (not to exceed three years) and remain relevant to the needs of TRCA, in accordance with legislative requirements and good business practices. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 39 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 6. DEFINITIONS "Board Member" means any individual appointed to the Board of Directors of Toronto and Region Conservation Authority by a participating member municipality. "Campaigning" means any activity by or on behalf of a candidate, political party or question on a ballot meant to elicit support during the election period. Campaigning does not include the appearance of elected officials, other candidates or their supporters, or registrants at an event in their personal capacity without the display of any signage or graphic which identifies the individual as a candidate or registrant and without the solicitation of votes. "Campaign Materials" means any materials used to solicit votes for a candidate(s) or question in an election including but not limited to literature, banners, posters, pictures, buttons, clothing or other paraphernalia. Campaign materials include materials in all media, for example, print, displays, electronic radio or television, online including websites or social media. "Candidate" means any person who has filed and not withdrawn a nomination for an elected office at the municipal, school board, provincial or federal level in an election or by-election. "TRCA Resources" includes but is not limited to TRCA employees, TRCA events, TRCA facilities, TRCA funds, TRCA information and TRCA infrastructure. These are further defined as follows: "TRCA employees" means for the purpose of this policy, TRCA employees, full time, part time and contract employees, as well as paid or unpaid interns and volunteers. "TRCA events" means events funded or organized by TRCA or any Board Member, including events that may be jointly organized with community organizations and/or with external sponsors. TRCA events include but are not limited to: community meetings and consultations, parks, recreation or cultural facility openings or celebrations and other special events. "TRCA facilities" means any facility or property which is owned or leased by TRCA and which is directly managed and operated by TRCA divisions or programs. TRCA facilities do not include public right-of-ways such as sidewalks, roads and boulevards and laneways. "TRCA funds or monies" means funding support through TRCA's annual operating or capital budgets, including but not limited to funds provided directly to TRCA programs and services, Board Members expenses and staffing budgets. "TRCA information" means any information in the custody and control of TRCA, including databases that may be the repository of names, contact information, business records, financial information or other identifiers compiled and used by TRCA employees to conduct STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10125/2019 Issue to: All TRCA Employees Page: 40 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 TRCA business. Examples of TRCA databases include but are not limited to: Contact Manager records, lists of event attendees, partners and TRCA tenants. Constituent information collected by TRCA Board Members are not under custody or control of TRCA and are not considered TRCA information for the purpose of this policy. "TRCA infrastructure" means any physical or technology systems that support the operation of TRCA programs and services, including but not limited to TRCA's fleet and marine vehicles, computer network, telecommunications and email system, wireless equipment, computer hardware, software and peripherals, internet and intranet. Excludes public right-of- way including sidewalks, roads, laneways and boulevards. "Contribution" as defined in the Municipal Elections Act, 1996, as amended means "money, in- kind support, goods and services given to and accepted by or on behalf of a person for their election campaign". "Election" means an election or by-election at the municipal, school board, provincial and federal level of government, or the submission of a question or by-law to the electors. "Election Period" — for the purposes of TRCA, the election period is: • For a municipal or school board election, the election period commences on June 30th and ends on voting day. • For a provincial or federal election, the election period commences the day the writ for the election is issued and ends on voting day. • For a by-election, the period commences when the by-election is called and ends on voting day. "Elected Official" means an individual elected to the House of Commons, the Legislative Assembly of Ontario, a municipal council or a school board. "Glad-handing" means attending a TRCA event as a private individual and interacting with other event attendees without displaying signage or disseminating material which identifies the individual as a candidate and without encouraging votes for a candidate, a political party or a position on a question on a ballot. "Media Event" means an event such as a press conference or photo opportunity to which the media is invited and the purpose of which is to promote a candidate, a political party or a position on a question on a ballot. Features of a media event can include but are not limited to, the issuing of a media advisory stating date, time and location of briefing/press conference, use of backdrops, podiums or public address systems, the distribution of media releases and/or STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10125/2019 Issue to: All TRCA Employees Page: 41 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 media kits and/or the display of signage and/or other materials to promote a candidate or a position on a question on a ballot. "Media Scrum" means an unplanned encounter between a candidate, a registrant, their staff and/or a member or members of the media. "News/Social Media" means online technologies and practices used to share opinions, insights, experiences and perspectives through words, pictures, music, videos and audio. Social media can take many different forms, including but not limited to internet forums, web logs (blogs), social blogs, messaging, wikis, podcasts, pictures, video, music sharing, rating and bookmarking. "Political Party" — Political parties for provincial and federal elections are those registered with the Ontario Election Finances Actor in the registry of parties referred to in section 374 of the Canada Elections Act. Political party for municipal, school board or question on a ballot means an organization whose fundamental purposes is to participate in public affairs by endorsing one or more of its members as candidates and supporting their election, or to promote the acceptance of a certain position on a question on a ballot. "Question on a Ballot" means any question or by-law submitted to the electors by Council, a school board, an elected local board, or the Minister of Municipal Affairs and Housing under the Municipal Elections Act, 1996. 'Registrant' means an individual, corporation or trade union described in paragraphs 1 to 3 of subsection 70(3) who has registered with the clerk regarding a question on a ballot under the Municipal Elections Act, 1996. "Supporter" means a supporter of a yes or no response to a question on a ballot but not incurring expenses like a registrant. "Voting Day" means the day on which the final vote is to be taken in an election. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 42 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 Use of Resources During an Election Procedures 1. Activities Allowable during an Election Period 1.1 Board Members may directly book normally permitted space in a Toronto and Region Conservation Authority (TRCA) facility at the approved rate identified in the fee schedule for public facilities and programming, and any other conditions normally imposed under such permit, shall apply. 1.2 All -candidate meetings can be held at TRCA facilities provided that all candidates for an office or all registrants are invited to attend such meetings. This clause is subject to all applicable TRCA policies and procedures. 1.3 Candidate, political party, registrant or a supporter of a question on a ballot during an election are permitted to distribute campaign materials only in areas permitted as per Section 1.1 above, subject to the existing permitting policies and procedures for these facilities. 1.4 Informal media scrums are permitted in public or common areas at TRCA facilities provided that no apparatus, mechanism or device for the amplification of the human voice or any sounds is used, and that the activity is not disruptive to regular TRCA business in the vicinity. If the media scrum is disruptive, employees may ask the participants to find an alternative location. This clause is subject to all applicable TRCA policies and procedures. 1.5 A candidate, political party, registrant or a supporter of a question on a ballot during an election is permitted to attend TRCA events, or events held at TRCA facilities, in either their capacity as an appointee to TRCA, an elected representative or as a private citizen to glad-hand with attendees and visitors, but may not solicit votes for themselves, a political party, registrant or a supporter of a question on a ballot. No election signs may be posted, and no campaign materials may be disseminated at TRCA events. This clause is subject to all applicable TRCA policies and procedures. 1.6 Permits for generic election -related purposes, such as teaching members of the public how to become a candidate or the knowledge to organize an election campaign, can be issued for TRCA facilities as long as no one particular candidate, political party, registrant or a supporter of a question on a ballot during an election is promoted or endorsed at the event. 1.7 Elected officials are permitted to attend TRCA-organized events or events held on TRCA property and act as ceremonial participants in their capacity as elected officials, including speaking at the event and partaking in ceremonial activities. Once STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 43 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 the writ is issued for provincial or federal elections, MPPs and MPs are no longer elected officials and therefore should not be invited to attend TRCA events. 1.8 TRCA online information related to Board Members will continue to be accessible by the public. 1.9 TRCA databases already made available for public use may be used by candidate, political parry, registrant or a supporter of a question on a ballot during an election. 1.10 TRCA employees may work on a campaign or support a candidate outside of their work hours, as long as they abide by the Human Resources policy titled "Conflict of Interest - Employee Participation in Municipal, Provincial or Federal Elections' which defines permitted campaign activity. The policy also prohibits certain employees from participating in any campaign activity. 1.11 Information that is requested and/or provided by TRCA employees to one candidate, political party, registrant or a supporter of a question on a ballot during an election shall be made available to all other candidate, political party, registrant or a supporter of a question on a ballot, at their request, either through posting of the information on the internet or through other mechanisms. The provision of information to a candidate, political party, registrant or a supporter of a question on a ballot during an election will be coordinated through the Clerk. 1.12 Requests by a candidate, political party, registrant or a supporter of a question on a ballot for personal meetings with TRCA employees, and requests for tours of TRCA facilities may not always be accommodated due to resource and time constraints. If a meeting or a tour is organized for one candidate, political party, registrant or a supporter of a question on a ballot during an election, TRCA staff would need to commit to organizing a similar meeting or tour for all other candidates, political parties, registrants or supporters of a question on a ballot, at their request. 1.13 A file photo of a candidate with a logo in the background may be used in campaign material. 2. Activities Not Allowable during an Election Period 2.1 TRCA resources, including but not necessarily limited to monies, facilities, equipment, supplies, services or other TRCA resources, may not be used at anytime to support, endorse or otherwise provide an unfair advantage to any candidate, political party, registrant or a supporter of a question on a ballot at any time, whether during an election period or not, except as described in sections 1.1 - 1.3. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 44 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 2.2 TRCA monies may not be used to acquire any resources for any campaign or election related activities. 2.3 TRCA employees may not campaign or actively work in support of a municipal, school board, provincial or federal candidate, political party, registrant or a supporter of a question on a ballot during an election during working hours, but may during non -working hours as described in the Human Resources policy titled "Conflict of Interest - Employee Participation in Municipal, Provincial or Federal Elections". 2.4 TRCA facilities and TRCA infrastructure cannot be used for any election -related purposes by candidate, political party, registrant or a supporter of a question on a ballot, including for the display of any campaign -related signs in windows or on the facilities, as well as for any other form of campaigning on the facilities, including distribution of election -related material, except as described in sections 1.1 - 1.3. 2.5 For permits, licenses, leases, or any other agreement for the use of TRCA facilities for the promotion of a particular candidate, political party, registrant or a supporter of a question on a ballot during an election, discounted rates shall not be provided. 2.6 Any candidate, political party, registrant or a supporter of a question on a ballot during an election shall not distribute any campaign materials in TRCA facilities or at TRCA events, except as described in section 1.3 or during all -candidates meetings. 2.7 TRCA communications materials, whether for internal or for public distribution, must not be used to: Profile (name or photograph), make reference to and/or identify any individual as a candidate in any election or a registrant in a question on a ballot. b. Advocate for or against a particular candidate, political party, registrant or a supporter of a question on a ballot during an election. Communications materials include but are not limited to: media releases, media advisories, invitations for special events, flyers, posters, banners, brochures and newsletters. 2.8 Websites or domain names that are funded by TRCA must not include any campaign materials, make reference to and/or identify any individual as a candidate, political party, registrant or a supporter of a question on a ballot during an election, or profile any slogan or symbol associated with a candidate, political party, registrant or a supporter of a question on a ballot during an election. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 45 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 2.9 News/social media sites, blogs and other new media created and managed by TRCA employees must not make reference to and/or identify any individual as a candidate, political party, registrant or a supporter of a question on a ballot during an election. 2.10 Photographic or video materials which have been or may be created by TRCA employees or with TRCA resources must not be used in any campaign materials. 2.11 Any TRCA created and owned logo must not be placed specifically in any campaign materials, except as outlined in Section 1.13 above. 2.12 TRCA databases must not be used by any candidate, political party, registrant or a supporter of a question on a ballot during an election, unless the database has already been released for public use as per section 1.9. 2.13 TRCA infrastructure cannot be used for any election purposes. 2.14 TRCA employees will not perform any service, offer any advice or provide any information solely for the use of one Board Member, candidate, political party, registrant or a supporter of a question on a ballot during an election. 2.15 All printing, high speed photocopying and distribution of materials, including stationery and business cards, will be discontinued for a Board Member, candidate, political party, registrant or a supporter of a question on a ballot during an election, unless authorized by the Board of Directors, except Agendas and Minutes of Board of Directors, committee and advisory board meetings are exempt from this provision. If a compelling corporate need arises during the election period, a Board Member who is a candidate may use corporate resources to advise or contact TRCA constituents, in keeping with the procedures contained herein, with the consent of the TRCA Chief Executive Officer. 2.16 On any material printed or distributed by TRCA, any Board Member, candidate, political party, registrant or a supporter of a question on a ballot during an election are not permitted to: illustrate that a person is a candidate registered in an election; identify where a person will be running for office; or profile or refer to candidates during an election. 2.17 Use of cell phones and PDA's that are funded by TRCA for any election -related campaign purpose is not permitted, unless TRCA is reimbursed. 2.18 Use of TRCA's voice mail system to record election related messages, and the computer network and related IT systems (including TRCA's email system) to distribute election related correspondence, is not permitted. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 46 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 3. Restrictions related to Services Provided to Board Members during an Election Year As Board Members may also be candidates in an election, after August 1 in the municipal or school board election year, or on the day the writ for election is issued for provincial or federal elections, TRCA employees will discontinue the following activities for Board Members. The same rule applies to all Board of Directors Members, irrespective of whether they are seeking election in the new term or not: 3.1 Advertising and other communications materials paid for by TRCA funds and distributed by TRCA will not reference the name of a Board Member. 3.2 Event signage, including banners and posters, will not reference the name of a Board Member. 3.3 Media releases issued by TRCA employees will not reference the name of a Board Member. 4. Audit Compliance 4.1 The Clerk is responsible for communication of this protocol to Board Members. 4.2 The CEO, Senior Leadership Team, Senior Management Team, Managers and Supervisors are responsible for communication of this protocol to their staff and to investigate reported contraventions to ensure that there is compliance. All reported contraventions are to be reported to the Clerk or designate. 4.3 TRCA staff shall consult with the Clerk prior to confirming a booking with a political client, to ensure the event booking is in compliance with the policy on Use of Resources During an Election. 4.3 Board Members and TRCA staff are accountable to comply with this protocol. 5. Limitation 5.1 Nothing in this policy shall preclude a Board Member from performing their job as a Board Member, nor inhibit them from representing the interests of the governing body who appointed them. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10125/2019 Issue to: All TRCA Employees Page: 47 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 Appendix 2 - Conflict of Interest for Board Members The Conflict of Interest rules below governing the Board of Directors shall also be observed in Executive Committee and advisory board meetings, as far as they are applicable, and the words Executive Committee or advisory board shall be substituted for the words Board of Directors as applicable. 1. Municipal Conflict of Interest Act Board Members commit themselves and TRCA to ethical, businesslike and lawful conduct when acting as the Board of Directors. TRCA is bound by the Municipal Conflict of Interest Act. This By-law is intended to assist Board Members in understanding their obligations. Board Members are required to review the Municipal Conflict of Interest Act on a regular basis. 2. Disclosure of Pecuniary Interest Where a Board Member, either on their own behalf or while acting for, by, with or through another, has any pecuniary interest, direct or indirect, in any matter and is present at a meeting of the Board of Directors at which the matter is the subject of consideration, the Board Member shall: (a) prior to any consideration of the matter at the meeting, disclose the pecuniary interest and the general nature thereof to the Board of Directors; (b) not take part in the discussion of, or vote on any question in respect of the matter; and, (c) not attempt in anyway whether before, during or after the meeting to influence the voting on any such question. 3. Chair's Conflict of Interest or Pecuniary Interest Where the Chair of a meeting discloses a conflict of interest with respect to a matter under consideration at a meeting, the Vice -Chair shall chair that portion of the meeting. In the absence of the Vice -Chair, another Board Member shall be appointed by resolution to chair that portion of the meeting. 4. Closed Meetings Where a meeting is not open to the public, a Board Member who has declared a conflict of interest shall leave the meeting for the part of the meeting during which the matter is under consideration. 5. Board Member Absent Where the interest of a Board Member has not been disclosed by reason of their absence from the particular meeting, the Board Member shall disclose their interest and otherwise comply at the first meeting of the Board of Directors, Executive Committee, STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 48 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 advisory board or committee, as the case may be, attended by them after the particular meeting. 6. Disclosure Recorded in Minutes The Clerk shall record in reasonable detail the particulars of any disclosure of conflict of interest or pecuniary interest made by Board Members and whether the Board Member withdrew from the discussion of the matter. Such record shall appear in the minutes of that particular meeting of the Board of Directors. The Clerk shall maintain a registry in which shall be kept: (a) a copy of each disclosure filed with the Clerk, (b) a copy of each declaration recorded in the open or closed session minutes. The registry shall be available for public inspection in the manner and during the time that TRCA may determine. Breach of Conflict of Interest for Board Members Should a Board Member breach the Conflict of Interest for Board Members, they shall advise the Chair and Vice -Chair, with a copy to the Chief Executive Officer, as soon as possible after the breach. Should a Board Member of the Board of Directors allege that another Board Member has breached the Conflict of Interest for Board Members, the said breach shall be communicated to the Chair, with a copy to the Chief Executive Officer, in writing. In the absence of the Chair, or if a Board Member alleges that the Chair has breached the Conflict of Interest for Board Members, the said breach shall be communicated to the Vice -Chair, with a copy to the Chief Executive Officer, in writing, following completion of the meeting at which the alleged breach occurred. The Chair shall not entertain discussions of an alleged breach during a meeting. Any breach, or alleged breach, of the Conflict of Interest for Board Members shall be investigated in accordance with the Section B.16. - Enforcement of By-laws and Policies outlined in the Board of Directors Administrative By-law. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 49 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 Appendix 3 - Procedures for Election of Officers 1. Voting All votes shall be conducted in public session by open vote and shall be recorded. Only current Board Members who are present may vote; no Board Member may vote by proxy. 2. Acting Chair The Clerk or designate shall be Acting Chair or Returning Officer, for the purpose of Election of Officers. 3. Scrutineer(s) The appointment of two scrutineers, along with the Acting Chair, is required by motion for the purpose of counting the show of hands, should an election be required. The Acting Chair shall call a motion for the appointment of two persons, who are not Board Members, in addition to themselves, to act as scrutineers. A Board Member, who will not stand for election, may be appointed as an additional scrutineer if requested. Due to the open voting, a TRCA staff member may be appointed as scrutineer(s). 4. Election Procedures The Acting Chair shall advise the Board Members that the election will be conducted in accordance with the Conservation Authorities Act and the Board of Directors Administrative By-law as follows: (a) The elections shall be conducted in the following order: i. Election of the Chair, who shall be a Board Member, ii. Election of the Vice -Chair, who shall be a Board Member, iii. Election of the remaining Members of the Executive Committee, if required. (b) The Acting Chair shall ask for nominations to each position; (c) Nominations shall be called three times and will only require a mover; (d) Each Board Member nominated shall be asked to accept the nomination. The Board Member must be present to accept the nomination unless the Board Member has advised the Chief Executive Officer in writing in advance of the election of their willingness to accept the nomination. (e) The closing of nominations shall require both a mover and a seconder; (f) Once voting commences, the only motion permitted will be a motion to recess. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 50 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 If one Nominee: (g) If only one Nominee, the individual shall be declared into the position by acclamation. Two Nominees only: (h) In the event of an election, each Nominee shall be permitted not more than three minutes to speak for the office, in the order of the alphabetical listing by surnames. (i) Upon the acceptance by Nominees to stand for election to the position of office, the Acting Chair will list the names of all Nominees in alphabetical order of surnames and will conduct voting in that order. The Acting Chair will call for a vote on the first name, and Board Members will stand if they wish to vote for the Nominee. The Acting Chair will state the names of those standing and the Acting Chair and scrutineers will record the results. Q) There shall be one Nominee vote per Board Member per round of voting. A Board Member's first vote is deemed to be the Board Member's vote. If a Board Member votes a second time in the same round of voting, the Acting Chair shall advise the Board Member and the Board Member's vote shall not count. The exception is voting where multiple Nominees are to be elected for positions, as noted in Procedures (m) — (r) below. (k) The Acting Chair shall confer with the scrutineers, count the votes and declare the Nominee who receives a majority of votes as elected to the position. (1) If there is a tie vote, the Acting Chair shall declare a 10 -minute recess to allow Board Members time to consider the matter, after which the vote shall be retaken. If the vote is again tied, the Acting Chair shall decide by lot the successful Nominee. The Acting Chair shall declare the person whose name is drawn as elected to the position. Three or more Nominees: (m) First and successive votes: i. The Nominee who receives a majority of votes is appointed by resolution to the position. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 51 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 ii. If no Nominee receives a majority of votes, the Nominee with the least number of votes shall be excluded from subsequent voting and the Board of Directors shall proceed with the next round of voting. iii. If there is a tie vote with respect to the Nominees receiving the least number of votes, the Acting Chair shall recess the meeting for a period of 10 minutes, after which the Acting Chair shall conduct another vote, and if there is still an equality of votes, then a lot shall be conducted until there is one name not drawn, and the name (or names) drawn shall go forward to the next round of voting, and the name not drawn shall be excluded from subsequent rounds of voting. iv. When there are only two Nominees remaining, the procedure for Two Nominees only [procedures (h) — (1)] shall apply. Multiple Nominees to be elected: (n) If there are more Nominees than the number of available positions, the Acting Chair will list the names of all Nominees in alphabetical order of surnames and will conduct voting in that order. The Acting Chair will call for a vote on the first name and Board Members will stand if they wish to vote for the Nominee. The Acting Chair will state the names of those standing, and the Acting Chair and scrutineers will record the results. (o) Each Board Member may vote for a total number of nominees as positions available. A Board Members first vote(s) for the available positions is deemed to be the Board Members vote(s). If a Board Member votes more times than the number of positions available in the same round of voting, the Acting Chair shall advise the Board Member and these vote(s) shall not count. (p) The Nominee(s) who receive a majority of votes for the number of available positions are appointed by resolution to the positions. (q) If no Nominee receives a majority of votes for any of the positions remaining after those who have been elected as per clause (p) above, the Nominee with the least number of votes shall be excluded from subsequent voting and the Board of Directors shall proceed with the next round of voting if necessary. (r) If there is a tie vote with respect to the Nominees receiving the least number of votes, the Acting Chair shall recess the meeting for a period of 10 minutes, after which the Acting Chair shall conduct another vote, and if there is still an equality STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 52 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 of votes, then a lot shall be conducted until there is one name not drawn, and the name (or names) drawn shall go forward to the next round of voting, and the name not drawn shall be excluded from subsequent rounds of voting. The Acting Chair shall confer with the scrutineers and announce the results of the voting, naming the candidates and the number of votes cast for each candidate. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 53 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 F. Appendices — Terms of Reference Appendix 4 — Board of Directors Terms of Reference Subject to the Conservation Authorities Act and other applicable legislation, the Board of Directors is a governance body empowered without restriction to exercise all of the powers of TRCA under the Act. In addition to the powers of a conservation authority under s.21 of the Act for the purposes of accomplishing its objects, as referenced in Section 1 of the By-law, the powers of the Board of Directors, include but are not limited to, the following. The administrative/operational powers of TRCA, including but not limited to the approval of those policies and procedures not specified herein, are delegated to the Chief Executive Officer or designate. 1. Oversight of TRCA 1.1. Setting the goals, strategies and vision of the organization. 1.2. Electing Officers, advising them and auditing their performance. 1.3. Safeguarding and approving changes in assets. 1.4. Approval of significant financial transactions as defined by TRCA policies and required reporting. 1.5. Delegating powers as permitted (i.e. signing, purchasing, investing, etc.). 1.6. Maintaining and adhering to the Board of Directors Administrative By-law. 1.7. Fulfilling fiduciary duties to the corporation, including ensuring adherence to all applicable legislation. 1.8. Direct staff to accomplish a Board directive or report back as required. 2. Staff and Legal 2.1. Appoint a Chief Executive Officer (CEO), who shall act as a Secretary -Treasurer for the purposes of the Act. All hiring/termination must adhere to TRCA policies. 2.2. Terminate the services of the Chief Executive Officer. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 54 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 2.3. Hearing of representations from staff or the Chief Executive Officer on any reported conflict of interest on the part of the Chief Executive Officer, as per the requirements of TRCA's Code of Conduct for staff. 2.4. Approve of the salary and wage schedules. 2.5. Instruct legal counsel on governance matters. 3. Financial 3.1. Management of financial assets, including but not limited to, the ability to raise funds. 3.2. Approve the method of financing for any new capital projects, if external funding is required. 3.3. Approve details on budget allocations on any new or existing capital projects. 3.4. Approve by weighted vote TRCA's operating and capital budget (which inherently provides approval of the projects/programs to be funded) for the ensuing year and approve the non-matching levy to be paid by the participating municipalities subject to applicable regulations. 3.5. Receive and approve TRCA's Audited Financial Statements for the preceding year and any program requiring such documentation under provincial direction or through contract compliance. 3.6. Authorize the borrowing of funds on promissory note(s) of TRCA in accordance with subsection 3(5) of the Act. 3.7. Approval of remuneration and expense rates for Board Members, as applicable. 3.8. Receipt of procurement summary and senior staff expenses for the preceding year. 4. Contractual and Purchasing/Disposal 4.1. Approve any proposed acquisition, expropriation or disposition of land, and entering into contracts or agreements for the acquisition, expropriation or disposition of land subject to the requirements under the Act. 4.2. Enter into management agreements with municipal partners for maintenance and development of TRCA-owned lands, and approval of development requests under such management agreements. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 55 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 4.3. Enter into contracts or agreements which are either necessarily incidental to a project approved pursuant to the Act or necessarily incidental to the works approved by the Board of Directors, in accordance with the specific monetary limits set by the Board of Directors and in accordance with the policies and procedures established by the Board of Directors. 4.4. Enter into agreements with municipalities where TRCA is situated in whole or in part within its area of jurisdiction, in respect of programs and services that TRCA will provide on behalf of the municipality, in accordance with the specific monetary limits set by the Board of Directors and in accordance with the policies and procedures established by the Board of Directors. TRCA must make such documents available to the public in such manner and reviewed at such intervals as may be determined in the agreements, as required in Section 21.1 of the Conservation Authorities Act. 4.5. Enter into agreements with non-governmental organizations in accordance with the specific monetary limits set by the Board of Directors and in accordance with TRCA's policies and procedures. 4.6. Authorize the purchase of goods, equipment or services necessary for carrying on the work of TRCA within the approved TRCA budget in accordance with the specific monetary limits set by the Board of Directors and in accordance with TRCA's policies and procedures. 4.7. Authorize the disposal of TRCA assets in accordance with the specific monetary limits set by the Board of Directors and in accordance with TRCA's policies and procedures. 5. Policy Approval 5.1. Approve all governance related policies impacting any of the Board of Directors responsibilities, including, but not limited to, those listed in these terms of reference. 5.2. Approve policies that provide staff with benefits in excess of those provided by the Employment Standards Act. 5.3. Approve the Investment and Reserve policies. 5.4. In accordance with the Act, approve policies and regularly review such policies with respect to fees that TRCA may charge, which shall include the preparation, maintenance and approval of fee schedules and the manner in which such fees are determined for programs and services for TRCA, together with the STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 56 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 circumstances in which a person may request that TRCA reconsider a fee that was charged to the person and the procedures applicable to the reconsideration, as per Section 21.2 of the Act and applicable Regulations. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 57 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 6. General 6.1. Approve the minutes of a previous meeting of the Board of Directors. Receive minutes of advisory boards. 6.2. Approve the meeting schedule of the Board of Directors and Executive Committee annually for the upcoming meeting year. 6.3. Elect the Chair, Vice -Chair and the Executive Committee, and any other positions outlined in the Board of Directors Administrative By-law. 6.4. Approve Board Member representation on external committees. 6.5. Approve the creation of the Executive Committee and/or advisory boards, the members thereof and the terms of reference for the Executive Committee and/or advisory boards, and all matters relating to its governance. 6.6. Provide for the calling of the meetings, and the procedures to be followed at meetings, specifying which meetings, if any, may be closed to the public, through approval of the Board of Directors Administrative By-law or such similar document. 6.7. Approval of TRCA organizational strategy documents including but not limited to strategic plan; business plans; master plans; trail plans; asset management plans; asset management strategy and state of good repair reports; watershed or subwatershed plans and associated updates; and watershed report cards for TRCA's jurisdiction. 6.8. Approval of proposed staff comments for external purposes on, but not limited to: Acts; Regulations; Environmental Bill of Rights postings; official plans and amendments; special policies areas; municipal master plans; planning and environmental assessment processes; or other projects and programs as so directed by the Chief Executive Officer. In the case where the timeline for submission of comments does not allow time for Board Approval, the Board of Directors shall approve comments in principle or after the fact. 6.9. Approval of branding of the organization and its distinct locations, programs and assets, including potential advertising for external organizations on TRCA locations and assets. 6.10. Hearing of representations from benefitting owners with regard to any aspect of the erosion control programs in accordance with procedures adopted by Authority Resolution #18/80. May occur at Executive Committee meetings if required due to timing constraints. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 58 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 6.11. Receipt of summary of freedom of information requests responded to as per the Municipal Freedom of Information and Protection of Privacy Act. 6.12. Receipt of public complaints received in regard to TRCA and those received through TRCA's whistleblower hotline. 6.13. Responsibility for risk management, including, but not limited to, adherence to legislation, accommodation, human rights, accessibility, harassment and indemnification, and receipt of annual reporting on TRCA's risk management program. 6.14. The Board of Directors shall constitute itself as a separate entity named the Toronto and Region Source Protection Authority (TRSPA). Under the Clean Water Act, 2006 and its Regulations, TRCA has been designated as the lead source protection authority for the CTC Source Protection Region (Credit Valley -Toronto and Region - Central Lake Ontario conservation authorities) and therefore has additional powers delegated to the TRSPA. 6.15. All other such other matters as may be prescribed by regulation, policy or TRCA's Chief Executive Officer. 7. Section 28(1) of the Act 6.1. Delegate any of the Board of Directors' powers relating to the issuance or cancellation of permits under this Act or the regulations, to the Executive Committee or to any other person or body, subject to any limitations or requirements that may be prescribed by regulation. 6.2. Delegate positive permit approvals to designated staff subject to any limitations or requirements that may be prescribed by regulation. 6.3. Recommend to the Minister regulations for TRCA's jurisdiction. 6.4. Delegate the Board of Directors' powers or duties relating to holding of hearings in relation to the permits to the Executive Committee, subject to any limitations or requirements that may be prescribed by regulation. 8. Frequency of Meetings As per Section 15(1) of the Act, the Board of Directors shall hold at least one meeting before the 1st day of March and at least one meeting after the 1st day of July and such other meetings as it considers necessary to effectively conduct the affairs of TRCA. The schedule shall be: STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 59 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 7.1. The Board of Directors shall meet at least six times per year. 7.2. There shall be no regularly meetings in the months of July and August to accommodate for summer vacation season. 7.3. The meetings shall be held at such date, time and place, within a participating municipality, as the Board of Directors shall adopt each year. 7.4. The Chair may call a special meeting of the Board of Directors as is necessary. Any Board Member, with majority support of the other Board Members, may also request the Chair to call a meeting of the Board of Directors and the Chair shall not refuse. Such special meeting shall be called on seven days' notice, in writing. That notice shall state the business of the special meeting and only that business shall be considered at that special meeting. 8. Membership Sections 2(2) and 14 of the Act set out the membership of the Board of Directors. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 60 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 Appendix 5 — Executive Committee Terms of Reference As per Sections B.10 and B.11 of the By-law, the Board of Directors shall approve the terms of reference for advisory boards and committees, which shall include the role, the frequency of meetings and the number of members required. The Board of Directors may delegate to the Executive Committee any of its powers except the following, as per Section 19.1 (1)(d) of the Act: i. The termination of the services of the Chief Executive Officer, ii. The power to raise money, and iii. The power to enter into contracts or agreements other than those contracts or agreements as are necessarily incidental to the works approved by the Board of Directors. The Board of Directors delegates the following powers to the Executive Committee and reserves the right to delegate any other such powers as the Board of Directors determines appropriate, such that it is in keeping with the Board of Directors Administrative By-law and the Conservation Authorities Act. Should the timing be such that staff is unable to report to the Executive Committee on the following matters, staff may report to the Board of Directors instead, with the exception of Section 28 and Hearing Board matters, covered under Section 5 below. 1. Contractual and Purchasing/Disposal 1.1. To award and enter into contracts or agreements which are not for the acquisition or disposition of land but which are either necessarily incidental to a project approved pursuant to the Act or necessarily incidental to the works approved by the Board of Directors, in accordance with the specific monetary limits set by the Board of Directors and in accordance with TRCA's policies and procedures. 1.2. Review and make recommendations to the Board of Directors on: any proposed acquisition, expropriation or disposition of land, and entering into contracts or agreements for the acquisition, expropriation or disposition of land subject to the requirements under the Act. 1.3. Review and make recommendation to the Board of Directors on any requests for disposal of TRCA-owned land. 1.4. Authorize the purchase of goods, equipment or services necessary for carrying on the work of TRCA within the approved TRCA budget in accordance with the STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 61 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 specific monetary limits set by the Board of Directors and in accordance with TRCA's policies and procedures. 1.5. Authorize the disposal of TRCA assets in accordance with the specific monetary limits set by the Board of Directors and in accordance with TRCA's policies and procedures. 1.6. Termination of agricultural leases as designated in the TRCA's policies. 2. Staff and Legal 2.1. Authorize TRCA participation in Local Planning Appeal Tribunals and other tribunals on planning and development matters, and receipt of updates on activities from such tribunals. 2.2. Direct the staff of TRCA to accomplish an Executive Committee directive or report back as required. 2.3. Enforce adherence to the TRCA Board of Directors Administrative By-law and applicable Policies and determine the appropriate response to the Formal Complaint Procedure. 3. Financial 3.1. Review and make recommendations to the Board of Directors on the investment and reserve policies. 3.2. Review and make recommendations to the Board of Directors on all matters relating to preliminary estimates, budget, financial statements and related matters, including but not limited to: 3.2.1. preliminary estimates; 3.2.2. budget guidelines; 3.2.3. annual and multi-year business plans; 3.2.4. banking; 3.2.5. audited financial statements from the preceding year; 3.2.6. financial progress and expenditure reports; 3.2.7. financial policy and procedural documents relating to, but not limited to, the above. 3.3. Perform the functions of an audit committee; 3.4. Approval for disposition of surplus project funds when a project is completed and TRCA is unable to make contact with the donor/grantor for approval to redistribute. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 62 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 3.5. Approval to write-off receivables and other approval requirements of the Accounts Receivable policy, in accordance with specific dollar limits set by the Board of Directors. 3.6. Approval of annual report regarding Senior Leadership Team travel expenses in accordance with the specific monetary limits and travel expenses policy(s) and procedures set by the Chief Executive Officer. 4. General 4.1. Approve the minutes of a previous meeting of the Executive Committee. 4.2. Exercise such additional powers, excluding those powers set out in Section B.1.c) of the By-law and noted above in the Terms of Reference, as may be assigned to it by the Board of Directors, provided that a report be given to the Board of Directors for receipt at the first meeting of the Board of Directors thereafter. 4.3. The Executive Committee may appoint sub -committees from among the Board Members to study, consider and report back to the Executive Committee on any subject over which the Executive Committee has jurisdiction. 4.4. Hearing of representations from benefitting owners with regard to any aspect of the erosion control programs in accordance with procedures adopted by Authority Resolution #18/80. May occur at Board of Directors meetings if required due to timing constraints. 4.5. Recommend and report to the Board of Directors on all matters not within the jurisdiction of an advisory board or which may be assigned to it by the Board of Directors. 4.6. All other such other matters as may be prescribed by regulation, policy or TRCA's Chief Executive Officer. 5. Section 28(1) 5.1. Positive permit approvals subject to any limitations or requirements that may be prescribed by regulation. 5.2. Appointment of Enforcement Officers for the purposes of ensuring compliance with the Act and the regulations. 5.3. Review and recommend to the Board of Directors regulations for the TRCA jurisdiction. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 63 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 5.4. Act as a Hearing Board, subject to any limitations or requirements that may be prescribed by regulation or other law. TRCA shall use the Ministry of Natural Resources and Forestry/Conservation Ontario Hearing Guidelines (October 2005, Amended 2018) as outlined in Attachment 1 to the Executive Committee Terms of Reference, as a guideline for conducting hearings. 6. Frequency of Meetings The meeting schedule of the Executive Committee shall be approved annually by the Board of Directors for the upcoming year. The Committee shall meet at a minimum of six times per year. There shall be no regularly meetings in the months of July, August and December to accommodate for summer vacations and holiday season. The Director, Development and Engineering Services shall be delegated the approval of all major development and infrastructure permits within the TRCA's regulatory jurisdiction and report back to the Board at the next regularly scheduled meeting. The Committee may act as a Hearing Board as noted in Section 5.4., and in this capacity shall meet as required. 7. Membership 7.1. the Chair of the Board of Directors (elected biennially); 7.2. the Vice -Chair of the Board of Directors (elected biennially); 7.3. two Board Members appointed by the Region of Durham, who may or may not be the Chair and/or Vice -Chair of the Board of Directors; 7.4. two Board Members appointed by the Region of Peel, who may or may not be the Chair and/or Vice -Chair of the Board of Directors; 7.5. two Board Members appointed by the Region of York, who may or may not be the Chair and/or Vice -Chair of the Board of Directors; 7.6. six Board Members appointed by The City of Toronto, who may or may not be the Chair and/or Vice -Chair of the Board of Directors. If the Board Member appointed by the Township of Adjala/Tosorontio and Town of Mono is elected or appointed as Chair or Vice -Chair of the Board of Directors then such Board Member shall be a member of the Executive Committee in addition to those members set out in paragraphs 7.1 — 7.6, inclusive, resulting in a 13 Member Executive Committee. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 64 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 Attachment 1 to Executive Committee Terms of Reference Hearing Guidelines — October 2005, Amended 2018 May, 2018 Re: Interim Update to the SECTION 28 (3) CONSERVATION AUTHORITIES ACT HEARING GUIDELINES Subsection 28(15) of the Conservation Authorities Act provides that a person who has been refused permission or who objects to conditions imposed on a permission may, within 30 days of receiving the reasons may appeal to the Minister of Natural Resources and Forestry. Further to the passage of the Building Better Communities and Conserving Watersheds Act, 2017 effective April 3, 2018 this appeal has been assigned to the Mining and Lands Tribunal through Order in Council 332/2018. The Mining and Lands Tribunal is now a part of the Environment and Land Tribunal Cluster (ELTO) of the Ministry of the Attorney General. By law, the appeal made under subsection 28(15) should be filed directly with the Mining and Lands Tribunal. A copy of the appeal letter to the Minister of Natural Resources and Forestry is unnecessary and can be treated as optional. Conservation authorities should notify appellants that they must file their appeals with the Tribunal within 30 days of their receipt of notice. An appeal may be invalidated if it is not filed with the proper office within that time period. The appellants should also be instructed to copy the conservation authority in their appeal letter. Further to this updated information, an amendment has been made to Appendix D "Notice of Decision — Model" to incorporate the revised contact information for the appeal. Conservation authorities are advised to review their internal Hearing Procedures to incorporate this update. It is anticipated that this "Interim Update to the Section 28(3) Conservation Authorities Act Hearing Guidelines" will provide guidance to conservation authorities related to Section 28 hearings until such time as a new Section 28 regulation is created by the province. Sincerely, ORIGINAL SIGNED BY Leslie Rich Policy and Planning Liaison Conservation Ontario STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 65 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 1.0 PURPOSE OF HEARING GUIDELINES: The purpose of the Hearing Guidelines is to reflect the changes to the 1998 Conservation Authorities Act. The Act requires that the applicant be party to a hearing by the local Conservation Authority Board, or Executive Committee (sitting as a Hearing Board) as the case may be, for an application to be refused or approved with contentious conditions. Further, a permit may be refused if in the opinion of the Authority the proposal adversely affects the control of flooding, pollution or conservation of land, and additional erosion and dynamic beaches. The Hearing Board is empowered by law to make a decision, governed by the Statutory Powers Procedures Act. It is the purpose of the Hearing Board to evaluate the information presented at the hearing by both the Conservation Authority staff and the applicant and to decide whether the application will be approved with or without conditions or refused. These guidelines have been prepared as an update to the October 1992 hearing guidelines and are intended to provide a step-by-step process to conducting hearings required under Section 28 (12), (13), (14) of the Conservation Authorities Act. Similar to the 1992 guidelines, it is hoped that the guidelines will promote the necessary consistency across the Province and ensure that hearings meet the legal requirements of the Statutory Powers Procedures Act without being unduly legalistic or intimidating to the participants. 2.1 PREHEARING PROCEDURES 2.2 Apprehension of Bias In considering the application, the Hearing Board is acting as a decision-making tribunal. The tribunal is to act fairly. Under general principles of administrative law relating to the duty of fairness, the tribunal is obliged not only to avoid any bias but also to avoid the appearance or apprehension of bias. The following are three examples of steps to be taken to avoid apprehension of bias where it is likely to arise. (a) No member of the Board of Directors taking part in the hearing should be involved, either through participation in committee or intervention on behalf of the applicant or other interested parties with the matter, prior to the hearing. Otherwise, there is a danger of an apprehension of bias which could jeopardize the hearing. (b) If material relating to the merits of an application that is the subject of a hearing is distributed to Board members before the hearing, the material shall be distributed to the applicant at the same time. The applicant may be afforded an opportunity to distribute similar pre -hearing material. (c) In instances where the Board of Directors (or Executive Committee) requires a hearing STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 66 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 to help it reach a determination as to whether to give permission with or without conditions or refuse a permit application, a final decision shall not be made until such time as a hearing is held. The applicant will be given an opportunity to attend the hearing before a decision is made; however, the applicant does not have to be present for a decision to be made. Individual Conservation Authorities shall develop a document outlining their own practices and procedures relating to the review and reporting of Section 28 applications, including the role of staff, the applicant and the Board of Directors or Executive Committee as well as, the procedures for the hearing itself. Such policy and procedures manual shall be available to the members of the public upon request. These procedures shall have regard for the above information and should be approved by the Conservation Authority Board of Directors. 2.3 Application The right to a hearing is required where staff is recommending refusal of an application or where there is some indication that the Board of Directors or Executive Committee may not follow staff's recommendation to approve a permit or the applicant objects to the conditions of approval. The applicant is entitled to reasonable notice of the hearing pursuant to the Statutory Powers Procedures Act. 2.4 Notice of Hearing The Notice of Hearing shall be sent to the applicant within sufficient time to allow the applicant to prepare for the hearing. To ensure that reasonable notice is given, it is recommended that prior to sending the Notice of Hearing, the applicant be consulted to determine an agreeable date and time based on the local Conservation Authority's regular meeting schedule. The Notice of Hearing must contain the following: (a) Reference to the applicable legislation under which the hearing is to be held (i.e., the Conservation Authorities Act). (b) The time, place and the purpose of the hearing. (c) Particulars to identify the applicant, property and the nature of the application which are the subject of the hearing. Note: If the applicant is not the landowner but the prospective owner, the applicant must have written authorization from the registered landowner. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 67 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 (d) The reasons for the proposed refusal or conditions of approval shall be specifically stated. This should contain sufficient detail to enable the applicant to understand the issues so he or she can be adequately prepared for the hearing. It is sufficient to reference in the Notice of Hearing that the recommendation for refusal or conditions of approval is based on the reasons outlined in previous correspondence or a hearing report that will follow. (e) A statement notifying the applicant that the hearing may proceed in the applicant's absence and that the applicant will not be entitled to any further notice of the proceedings. Except in extreme circumstances, it is recommended that the hearing not proceed in the absence of the applicant. (f) Reminder that the applicant is entitled to be represented at the hearing by counsel, if desired. It is recommended that the Notice of Hearing be directed to the applicant and/or landowner by registered mail. Please refer to Appendix A [not included] for an example Notice of Hearing. 2.5 Pre -submission of Reports If it is the practice of the local Conservation Authority to submit reports to the Board members in advance of the hearing (i.e., inclusion on an Board of Directors/Executive Committee agenda), the applicant shall be provided with the same opportunity. The applicant shall be given two weeks to prepare a report once the reasons for the staff recommendations have been received. Subsequently, this may affect the timing and scheduling of the staff hearing reports. 2.6 Hearing Information Prior to the hearing, the applicant shall be advised of the local Conservation Authority's hearing procedures upon request. 3.1 HEARING 3.2 Public Hearing Pursuant to the Statutory Powers Procedure Act, hearings are required to be held in public. The exception is in very rare cases where public interest in public hearings is outweighed by the fact that intimate financial, personal or other matters would be disclosed at hearings. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 68 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 3.3 Hearing Participants The Conservation Authorities Act does not provide for third party status at the local hearing. While others may be advised of the local hearing, any information that they provide should be incorporated within the presentation of information by, or on behalf of, the applicant or Authority staff. 3.4 Attendance of Hearing Board Members In accordance with case law relating to the conduct of hearings, those members of the Board of Directors who will decide whether to grant or refuse the application must be present during the full course of the hearing. If it is necessary for a member to leave, the hearing must be adjourned and resumed when either the member returns or if the hearing proceeds, even in the event of an adjournment, only those members who were present after the member left can sit to the conclusion of the hearing. 3.5 Adjournments The Board may adjourn a hearing on its own motion or that of the applicant or Authority staff where it is satisfied that an adjournment is necessary for an adequate hearing to be held. Any adjournments form part of the hearing record. 3.6 Orders and Directions The Authority is entitled to make orders or directions to maintain order and prevent the abuse of its hearing processes. A hearing procedures example has been included as Appendix B. 3.7 Information Presented at Hearings (a) The Statutory Powers Procedure Act, requires that a witness be informed of his right to object pursuant to the Canada Evidence Act. The Canada Evidence Act indicates that a witness shall be excused from answering questions on the basis that the answer may be incriminating. Further, answers provided during the hearing are not admissible against the witness in any criminal trial or proceeding. This information should be provided to the applicant as part of the Notice of Hearing. (b) It is the decision of the hearing members as to whether information is presented under oath or affirmation. It is not a legal requirement. The applicant must be informed of the above, prior to or at the start of the hearing. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 69 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 (c) The Board may authorize receiving a copy rather than the original document. However, the Board can request certified copies of the document if required. (d) Privileged information, such as solicitor/client correspondence, cannot be heard. Information that is not directly within the knowledge of the speaker (hearsay), if relevant to the issues of the hearing, can be heard. (e) The Board may take into account matters of common knowledge such as geographic or historic facts, times measures, weights, etc or generally recognized scientific or technical facts, information or opinions within its specialized knowledge without hearing specific information to establish their truth. 3.8 Conduct of Hearing 3.8.1 Record of Attending Hearing Board Members A record shall be made of the members of the Hearing Board. 3.8.2 Opening Remarks The Chairman shall convene the hearing with opening remarks which generally; identify the applicant, the nature of the application, and the property location; outline the hearing procedures; and advise on requirements of the Canada Evidence Act. Please reference Appendix C for the Opening Remarks model [staff note: Appendix C not included in the Board of Directors Administrative By-law as it is not relevant to the Board of Directors]. 3.8.3 Presentation of Authority Staff Information Staff of the Authority presents the reasons supporting the recommendation for the refusal or conditions of approval of the application. Any reports, documents or plans that form part of the presentation shall be properly indexed and received. Staff of the Authority should not submit new information at the hearing as the applicant will not have had time to review and provide a professional opinion to the Hearing Board. Consideration should be given to the designation of one staff member or legal counsel who coordinates the presentation of information on behalf of Authority staff and who asks questions on behalf of Authority staff. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 70 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 3.8.4 Presentation of Applicant Information The applicant has the opportunity to present information at the conclusion of the Authority staff presentation. Any reports, documents or plans which form part of the submission should be properly indexed and received. The applicant shall present information as it applies to the permit application in question. For instance, does the requested activity affect the control of flooding, erosion, dynamic beach or conservation of land or pollution? The hearing does not address the merits of the activity or appropriateness of such a use in terms of planning. • The applicant may be represented by legal counsel or agent, if desired • The applicant may present information to the Board and/or have invited advisors to present information to the Board • The applicant(s) presentation may include technical witnesses, such as an engineer, ecologist, hydrogeologist etc. The applicant should not submit new information at the hearing as the Staff of the Authority will not have had time to review and provide a professional opinion to the Hearing Board. 3.8.5 Questions Members of the Hearing Board may direct questions to each speaker as the information is being heard. The applicant and /or agent can make any comments or questions on the staff report. Pursuant to the Statutory Powers Procedure Act, the Board can limit questioning where it is satisfied that there has been full and fair disclosure of the facts presented. Please note that the courts have been particularly sensitive to the issue of limiting questions and there is a tendency to allow limiting of questions only where it has clearly gone beyond reasonable or proper bounds. 3.8.6 Deliberation After all the information is presented, the Board may adjourn the hearing and retire in private to confer. The Board may reconvene on the same date or at some later date to advise of the Board's decision. The Board members shall not discuss the hearing with others prior to the decision of the Board being finalized. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 71 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 4.0. DECISION The applicant must receive written notice of the decision. The applicant shall be informed of the right to appeal the decision within 30 days upon receipt of the written decision to the Minister of Natural Resources. It is important that the hearing participants have a clear understanding of why the application was refused or approved. The Board shall itemize and record information of particular significance which led to their decision. 4.1 Notice of Decision The decision notice should include the following information: (a) The identification of the applicant, property and the nature of the application that was the subject of the hearing. (b) The decision to refuse or approve the application. A copy of the Hearing Board resolution should be attached. It is recommended that the written Notice of Decision be forwarded to the applicant by registered mail. A sample Notice of Decision and cover letter has been included as Appendix D [staff note: Appendix D not included in the Board of Directors Administrative By-law as it is not relevant to the Board of Directors]. 4.2 Adoption A resolution advising of the Board's decision and particulars of the decision should be adopted. 5.0 RECORD The Authority shall compile a record of the hearing. In the event of an appeal, a copy of the record should be forwarded to the Minister of Natural Resources and Forestry/Mining and Lands Commissioner. The record must include the following: (a) The application for the permit. (b) The Notice of Hearing. (c) Any orders made by the Board (e.g., for adjournments). (d) All information received by the Board. (e) The minutes of the meeting made at the hearing. (f) The decision and reasons for decision of the Board. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 72 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 (g) The Notice of Decision sent to the applicant. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 73 of 105 Replaces: Board of Directors Administrative By- law Issued by: Board of Directors Dated: 9/28/2018 Appendix B Hearing Procedures 1. Motion to sit as Hearing Board. 2. Roll Call followed by the ChaWs opening remarks. 3. Staff will introduce to the Hearing Board the applicant/owner, his/her agent and others wishing to speak. 4. Staff will indicate the nature and location of the subject application and the conclusions. 5. Staff will present the staff report included in the Board of Directors/Executive Committee agenda. 6. The applicant and/or his/her agent will speak and also make any comments on the staff report, if he/she so desires. 7. The Hearing Board is open to the public and therefore, the Hearing Board will allow others to speak, and, if necessary, the applicant in rebuttal. 8. The Hearing Board will question, if necessary, both the staff and the applicant/agent. 9. The Hearing Board will move into camera. 10. Members of the Hearing Board will move and second a motion. 11. A motion will be carried which will culminate in the decision. 12. The Hearing Board will move out of camera. 13. The Chairman or Acting Chairman will advise the owner/applicant of the Hearing Board decision. 14. If decision is "to refuse", the Chairman or Acting Chairman shall notify the owner/applicant of his/her right to appeal the decision to the Minister of Natural Resources and Forestry within 30 days of receipt of the reasons for the decision. 15. Motion to move out of Hearing Board and sit as Executive Committee. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 74 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 Appendix 6 — Partners in Project Green Executive Management Committee, Performance Committees, and Service Centres 2016-2018 Terms of Reference The Partners in Project Green Executive Management Committee is considered an advisory board of TRCA. 2019-2023 Terms of Reference: Partners in Project Green Executive Management Committee 1. Background Partners in Project Green: A Pearson Eco -Business Zone was launched in 2008 by the Toronto and Region Conservation Authority (TRCA) and the Greater Toronto Airports Authority (GTAA), with support from the regional municipalities of Peel and York, City of Toronto, and from the business community to create North America's largest eco -business zone focused on driving environmental action and economic prosperity. Developed to achieve watershed protection and aquatic ecosystem health within industrial, commercial and institutional (IC&I) lands, a major land use in TRCA's urbanized watersheds, Partners in Project Green was intended to facilitate the engagement of partner municipalities and important IC&I stakeholders, acting as a catalyst to mobilize business communities within employment areas. Municipalities and businesses were not only encouraged to implement environmental projects in their own facilities but also to set community targets, overcome common challenges, and take on collective initiatives in the public and private realm at varying scales. In 2008, the TRCA Board of Directors (then called the TRCA Authority) approved the implementation of Partners in Project Green: A Pearson Eco -Business Zone and the draft Terms of Reference for the Steering Committee, which included that the Steering Committee be a subcommittee of the TCRA Board of Director. At the TRCA Authority Meeting #6/08, held on July 25, 2008, Resolution #At 84/08 was approved, in part, as follows: "WHEREAS "Meeting the Challenge of Climate Change: TRCA Action Plan for the Living City" identifies the establishment of North America's largest eco - business zone as a major climate change mitigation initiative; STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 75 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 WHEREAS Toronto and Region Conservation Authority (TRCA) is committed to taking immediate action to support communities and partners in dealing with the climate change issue; THEREFORE, LET IT BE RESOLVED THAT the key priorities contained in the draft Partners in Project Green Strategy, being eco -efficiency, resource re - utilization, renewable energy and green business development, be approved, in principle; THAT the attached draft Terms of Reference for the Partners in Project Green Steering Committee be approved, and staff be authorized to establish the Steering Committee to begin the implementation of key priorities; ... AND FURTHER THAT the partners and supporters be formally recognized at the official project launch in early October 2008 at the Toronto Pearson International Airport. " Since 2008, Partners in Project Green (PPG) has engaged hundreds of businesses around the Pearson Airport — one of Canada's largest employment hubs with the second highest concentrations of jobs in the Greater Toronto and Hamilton Area — and across TRCA's partner municipalities' employment lands. The PPG Executive Management Committee was established in response to a recommendation in the approved Partners in Project Green: Strategy in 2008 and later updated in 2013. The previous governance committees have been effective in driving meaningful actions and innovation throughout the Pearson Eco -Business Zone and beyond. The governance structure as outlined in these Terms of Reference and Partners in Project Green: Strategy Refresh 2019-2023 allows for continuous improvement, flexibility, increased membership engagement and effective committee STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 76 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 2. Vision The vision of Partners in Project Green is to grow the Pearson Eco -Business Zone model as an internationally recognized community of leaders advancing environmental action and economic prosperity across the Greater Toronto Area. Executive Management Committee 2.1 Mandate Reporting to the TRCA Board of Directors, the Executive Management Committee (EMC) is established as a subcommittee to the TRCA Board of Directors with the purpose of: • assisting businesses in the Pearson Eco -Business Zone and beyond to help improve their environmental performance while at the same time as improving costs; • retaining and attracting clean and more environmentally friendly investments in the Pearson Eco -Business Zone and beyond; and, • acting as a catalyst for new ideas, innovation, excellence and improvement in the employment lands, with a focus on reducing environmental impacts, encompassed by the Pearson Eco -Business Zone and beyond. 2.2 Roles & Responsibilities Specifically, the Executive Management Committee will be primarily responsible for. • providing leadership and communication among Partners in Project Green members and supporters; • acting as an ambassador for Partners in Project Green; • reviewing and approving the Partners in Project Green strategy and programs as required; • reviewing and approving the Partners in Project Green budget; • monitoring overall Partners in Project Green priorities and performance; • publishing an annual report; providing legal, governance and issue -resolution guidance relating to Partners in Project Green activities; and, • reporting to the TRCA Board of Directors on budget and program performance and new strategic direction of PPG. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 77 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 Secondary responsibilities shall include: facilitating access to strategic partners and advisors; • where appropriate, serving as a resource and contact for media and government relations inquiries; • appointing Chairs to any Subcommittees; and • facilitating, initiating and directing resources to Subcommittees. 2.3 Structure Supported by the Partners in Project Green Secretariat (Section 6), the PPG Executive Management Committee will have a Chair and Vice -Chair (or two Co -Chairs at the discretion of the Committee) and will be comprised of fourteen (14) Voting and as many as five (5) Advisory Members. 2.3.1 PPG Executive Management Committee Voting Members The Executive Management Committee will consist of fourteen (14) Voting Members including the Chair and Vice -Chair, senior -level representatives of the founding agencies (TRCA, GTAA, regional municipalities of Peel and York and the City of Toronto), strategic partners, members of the business community and a number of government representatives as follows: • GTAA (one (1) voting representative and is Chair or Co -Chair of the Executive Management Committee) o One voting member will be selected from the executive leadership team at the GTAA. • Business Community Leaders (Maximum of eight (8) voting representatives) o Seven members drawn from representatives of the Pearson Eco - Business Zone business community. • TRCA (one (1) voting representative) o Chief Executive Officer or the Director of Community Engagement and Outreach. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 78 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 Municipality Leaders (Four (4) voting representatives) o Two representatives (Councillor or Designate) from the Region of Peel and one each from the municipalities financially supporting PPG programming (City of Toronto and the Regional Municipality of York). 2.3.2 Executive Management Committee Advisory Members (Maximum of five (5) non- voting representatives) In addition to Voting Members, Advisory Members can be invited to join the Executive Management Committee and support its activities. • Federal, Provincial and/or Municipal Governments o Member of Provincial Parliament, Member of Parliament, local municipal representative, and/or senior staff representatives from all levels of government may be invited to participate. • Business Community o Sector -based expert advisors may be drawn from the Pearson Eco - Business Zone, representatives of the business community, and/or industry associations. 2.4 Appointment Process Membership on the PPG Executive Management Committee will be drawn from organizations with connections to the Pearson Eco -Business Zone based on the following criteria: • Involvement with Partners in Project Green — the organization must be a formal member of Partners in Project Green; and, • Sector — whether the organization represents a critical sector within the Pearson Eco -Business Zone; or • Organizational leadership on sustainability— whether the organization has shown sustainability leadership; or • Location — whether the organization is operating and/or has a connection to the Pearson Eco -Business Zone. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 79 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 PPG Executive Management Committee members will be appointed for a two-year, renewable term by the TRCA Board of Directors. Municipalities and other levels of governments will be formally requested to make appointments and all proposed voting appointments will be presented to the TRCA Board of Directors for formal approval. The PPG Executive Management Committee may invite up to five Advisory Members at their discretion. The Co-chair or Vice -Chair will be elected by the members of the PPG Executive Management Committee when the position becomes vacant. Delegation of Committee roles & responsibilities shall not be encouraged, and managed by exception. 2.5 Chair and Vice -Chair The Executive Management Committee Chair and Vice -Chair (or Co -Chairs) will provide leadership in building a shared vision and community commitment for moving forward with a blueprint for action. The Chair will have the following additional responsibilities: • being the primary spokesperson for Partners in Project Green at public and official functions; • presiding over Executive Management Committee meetings, setting the agenda and generally ensuring the effectiveness of meetings; • recruiting Subcommittee members and sector -specific cluster, working group or consortium members; and • facilitating progress on Partners in Project Green initiatives in collaboration with sector -specific cluster, working group or consortium chairs. In the absence of the Chair, the Vice -Chair will perform the above functions. 2.6 Meetings The Executive Management Committee will meet at least four (4) times per year, roughly every three (3) months. Meetings are anticipated to be approximately two (2) hours in length — at the discretion of the Executive Management Committee — and an agenda will be distributed in advance of meetings. Members commit to attending scheduled Executive Management Committee meetings. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 80 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 It is anticipated that members will commit at least four (4) days per year to prepare for and attend Executive Management Committee meetings. The Chair will have the discretion to call additional conference call meetings, if required. 2.7 Reporting The PPG Executive Management Committee is responsible for reporting to the TRCA Board of Directors on PPG budget and program performance and new strategic direction of PPG. The PPG Executive Management Committee is a subcommittee of the TRCA Board of Directors and will update the TRCA Board of Directors on the status of Partners in Project Green initiatives at least once a year or more, and provide updates to municipal councils and the GTAA board as requested. 2.8 Quorum 8r Governance A quorum will consist of voting members in numbers greater than or equal to one-third of the total number of voting members on the Executive Management Committee, including at least one of the ChairNice-Chair or Co -Chairs. Consensus -based decision making will be the preferred procedure. Formal decisions will be based on a simple majority vote. In the event of a tie, the presiding ChairNice-Chair or Co -Chair of the meeting will cast the deciding vote. TRCA Code of Conduct and the Procurement Policy will be adhered to. 3. Subcommittees 3.1 Mandate Subcommittees may be established by the Executive Management Committee. Subcommittees will be task -oriented and formed based on PPG Executive Management Committee priorities to: Contribute to the realization of the Partners in Project Green vision and Executive Management Committee mandate; Provide strategic guidance on PPG activities as a whole; STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 81 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 Contribute to the successful development and implementation of new and existing Partners in Project Green programs and initiatives; The Subcommittee Chair and Vice -Chair will be each from the business community and/or municipal representatives taken from the PPG Executive Management Committee. Roles and responsibilities of Subcommittees will be determined by the PPG Executive Management Committee. 4. Sector -specific Clusters, Working Groups and Consortiums 4.1 Mandate Sector -specific Clusters, Working Groups and Consortiums are formed by PPG staff to respond to strategic direction from the Executive Management Committee, Partners in Project Green members and/or to support the Partners in Project Green performance areas (e.g. energy, water, waste). These Sector -Specific Clusters, Working Groups and Consortiums would be time bound, have flexible structures and allow for a wide range of participants from the PPG community. The roles and responsibilities of these groups would be developed by staff and are designed to: • provide value and engagement opportunities for our broader membership; • advance the objectives of our performance areas related to reducing impacts on the natural environment; • identify potential new performance areas; and • result in collective action that advance new technologies or project implementation that lead to improvements to the natural environment. 5. PPG Secretariat The PPG Executive Management Committee, Subcommittees and their Chairs, and Sector -specific Clusters, Working Groups and Consortiums will be supported by a secretariat led by TRCA staff. The PPG Secretariat will provide facilitation, project and program development and implementation, research and policy analysis, administrative and recruitment support, financial program stability and communications. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 82 of 105 Replaces: Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 6. Funding PPG Executive Management Committee and Subcommittee members will contribute their expertise as in-kind services. Compensation for transportation will be provided for attendance at meetings according to TRCA policy where these are not covered by their agency or other source. Core funding for Partners in Project Green will come from both public and private sector organizations, with specific funding for programs and projects being sought from a variety of funding sources. Grants from senior levels of government will be pursued by PPG Secretariat through the TRCA Grant Centre. Volunteers to support program delivery may also be pursued through TRCA's Volunteer Policy. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 83 of 105 Replaces: I Board of Directors Administrative By - lav, Issued by: Board of Directors Dated: 9/28/2018 APPENDIX A— Governance Structure and Delivery Chain The following figure illustrate Partners in Project Green governance structure. Business and Municipal Leaders (Voting Members} Performance Committees TRCA Board Chair Vice Chair TRCA Senior Management PPG Senior Manager INConsortiums Advisory Members Working Groups/Clusters STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 84 of 105 Replaces: I Board of Directors Administrative By - lav, Issued by: Board of Directors Dated: 9/28/2018 Appendix 7 — Regional Watershed Alliance Terms of Reference The Regional Watershed Alliance (RWA) is considered an advisory board of TRCA. 1.0 Background Since the 1980s, Toronto and Region Conservation Authority's (TRCA, also known as the Authority) watershed and waterfront committees and task forces have been instrumental in supporting the development and implementation of TRCA's watershed management activities. The Rouge Comprehensive Basin Management Strategy (1988), was TRCA's first initiative supported by a citizen based "public committee." The 1989 Greenspace Strategy committed to a program of watershed strategy development for each of TRCA's watersheds in cooperation with a public advisory committee for each watershed. Over the past two decades, the Duffins-Carruthers Watershed Resource Group, Rouge Park Alliance, Don Watershed Regeneration Council, Humber Watershed Alliance and Etobicoke-Mimico Watersheds Coalition have played a significant role in building community stewardship capacity to help TRCA deliver on priorities of watersheds and waterfront. Watershed and waterfront residents and stakeholders are also engaged through Conservation Lands stewardship committees and integrated/multi- objective or sector -based programs such as Sustainable Neighbourhood Retrofit Action Plans (SNAP) and Partners in Project Green: A Pearson Eco -Business Zone (PPG). TRCA's 2013-2022 Strategic Plan highlights regional sustainability challenges of increasing scope and scale - such as preparing for the impacts of climate change, transitioning to a low carbon economy, managing urbanization and growth pressures. The Plan also calls for regional engagement of a broad cross-section of the population at both local and regional scales within TRCA's jurisdiction. As such, in 2015, upon the completion of the existing terms for the Don, Humber and Etobicoke-Mimico watershed committees, the Authority directed staff to update TRCA's community -focused engagement model in light of new trends and opportunities in civic engagement and to facilitate the implementation of the Strategic Plan. On June 23, 2017, at Authority Meeting #5/17, the Community Engagement Strategy along with a new citizen governance model was adopted. The new citizen governance model includes the Regional Watershed Alliance, and its subcommittees; Youth Council, RWA Groups. An Indigenous Liaison Committee to the Board of Directors has also been approved as part of the proposed governance model (Figure 1). The RWA is a formal STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 85 of 105 Replaces: I Board of Directors Administrative By - lav, Issued by: Board of Directors Dated: 9/28/2018 advisory board of TRCA which will report to the Board of Directors on regular basis. Terms of Reference for the RWA were adopted at the October 27, 2017 Authority Meeting #8/17 (RES.#A178/17). 2.0 Mission and Mandate Mission: Create healthy watersheds and waterfront that achieve The Living City Vision of sustainable communities, regional biodiversity and healthy rivers and shorelines through advocacy, knowledge sharing and collective action. Mandate: Reporting to the Board of Directors (Figure 1) and working closely with Toronto and Region Conservation Foundation, the RWA will be established as an advisory board to TRCA with the purpose of: Advocacy Advocacy for awareness, policy innovation and action within members' sectors, communities and jurisdictions on regional and local environmental and sustainability issues. Advisory Input on TRCA initiatives, act as a sounding board to TRCA staff, and advise the Board of Directors on matters of community interest. Collective Action Priority setting and collective investment in key sustainability and environmental issues for cross -jurisdictional and cross -sectoral actions. Support and leadership to the development of platform and campaigns to bring actors and stakeholders together to drive solutions through collective action and resource sharing. Reporting Reporting on collective outcomes on regional sustainability to the public, TRCA municipal partners and stakeholders. Reporting to the Board of Directors on its work. 3.0 Roles and Responsibilities The Regional Watershed Alliance shall: 1) Adhere to the basic principles of sound ecosystem management and sustainability that recognizes the interrelationships between cultural heritage, physical characteristics, biological conditions and economic needs, and the integration of conservation, restoration, social and economic activities necessary for the health of STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 86 of 105 Replaces: I Board of Directors Administrative By - lav, Issued by: Board of Directors Dated: 9/28/2018 the watersheds; 2) Forge partnerships and collaborations that build our collective capacity to advance the goals of TRCA's Strategic Plan: Building The Living City 2013-2022 and TRCA Strategic Plan — Five Year Update, and provide a platform for collective action on cross jurisdictional and cross -sectoral priorities; 3) Work with staff in setting regional and local priorities that help advance TRCA's and its municipal partners objectives of sustainable communities, recommendations of TRCA's 2017 Community Engagement Strategy, watershed plans, watershed report cards and The Living City Report Card; 4) Advocate on regional and local environmental policy issues through discussion papers, briefs and comments etc. and providing advice and comments to staff and the Board of Directors on relevant programs and policies impacting TRCA watersheds and communities. Examples include: TRCA's Terrestrial Natural Heritage System Strategy; Sustainable Near -urban Agriculture Policy; watershed plans; TRCA Trails Strategy; and TRCA Greenspace Strategy; 5) Implement the recommendations of the Toronto and Region Remedial Action Plan as they pertain to the TRCA waterfront and watersheds; 6) Work collaboratively with TRCA staff and partners to develop state of the watershed reports and The Living City Report Card which will address jurisdiction -wide sustainability issues; 7) Through watershed forums, events and on-line engagement, provide a forum for watershed communication by maintaining and enhancing contacts within the community. Mobilize and empower networks of local communities to build capacity and influence people's behavior; 8) Act as a resource to TRCA, TRCA's municipal partners and Toronto and Region Conservation Foundation by providing advice on matters of community interest; 9) Work with TRCA and Toronto and Region Conservation Foundation to identify priorities, seek new partnerships, public sector investment and other sources of funding; STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 87 of 105 Replaces: I Board of Directors Administrative By - lav, Issued by: Board of Directors Dated: 9/28/2018 10) Establish subcommittees/working groups or standing committees as needed, the Watershed/Waterfront Working Groups and Youth Council, and collaborate with the Indigenous Liaison Committee as needed; 11) Seek political support at all levels of government; 12) Collaborate with other conservation authorities, municipalities, environmental non- government organizations (ENGO) and groups on opportunities that transcend TRCA jurisdictional boundaries; 13) Maximize the collective impact of TRCA and other environmental and sustainability champions in the region through resource and data sharing, measuring, and reporting on regional priorities; and 14) Report to the Board of Directors on a regular basis. 4.0 Structure Supported by TRCA staff, the RWA has a Chair, Vice -Chair, and is comprised of approximately 45 voting members. 4.1 Membership 4.1.1 Voting Members The RWA members are recruited based on a diverse skill set, sector and community specific expertise, network connections, demonstrated leadership, experience, and knowledge of the watersheds within TRCA's jurisdiction. • Toronto and Region Conservation Authority (up to five voting representatives, Ex -officio) o Preferably one representative from each of TRCA's appointing member municipalities from the Board of Directors or interested members. Watershed Residents (up to 20 voting representatives) o Up to 20 watershed residents selected from across TRCA's nine watersheds and waterfront, aiming to have equal geographical and demographic STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 88 of 105 Replaces: I Board of Directors Administrative By - lav, Issued by: Board of Directors Dated: 9/28/2018 representation. • Sector Experts and Organizations (up to 10 voting representatives) o Up to 10 members from non-government, think -tanks, business and special interest groups, representing diverse sectors including youth and Indigenous groups. • Municipal Representatives (up to eight voting representatives, Ex -officio) o Representatives of municipalities within TRCA's jurisdiction. These representatives could be political representatives representing the municipality or an Environmental Advisory Committee (EAC) representative. • Provincial Representative (up to one voting representative, Ex -officio) o Up to one political representative or senior staff from the Province of Ontario. • Federal Representative (up to one voting representative, Ex -officio) o Up to one local political representative or senior staff from the Government of Canada. 4.1.2 Non -Voting Experts In addition to voting members, one to two non-voting experts with extensive experience in public sector or subject matter expertise can be invited to join to the RWA. These experts could be former TRCA or other conservation authority (CA) staff and are not required to be a resident of TRCA's watersheds. Senior municipal staff liaison may also be invited to join. 4.1.3 Guests The Regional Watershed Alliance meetings are open to the public. Municipal or other agency staff may be invited as guests to offer presentations or participate in discussions on relevant issues. Guests will not have voting privileges nor be eligible for travel expenses to and from meetings. 4.1.4 Chair or Vice -Chair The Chair and Vice -Chair of the RWA will be elected from amongst its members for STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 89 of 105 Replaces: I Board of Directors Administrative By - lav, Issued by: Board of Directors Dated: 9/28/2018 a two-year term, following TRCA Administrative By-law election procedure. It is a responsibility of a nominated Member to ensure their eligibility for the entire term. The RWA Chair and Vice -Chair will provide leadership in building a shared vision and commitment for moving forward with the Regional Watershed Alliance's mission, mandate and responsibilities. The Chair will have the following additional responsibilities: Presiding over RWA meetings, setting the agenda and generally ensuring the effectiveness of meetings; and Recruiting new members to the RWA when openings arise. In the absence of the Chair, the Vice -Chair will perform the above functions. 4.2 Appointment Process 4.2.1 Board of Directors Representatives Board Members will be appointed by the Board of Directors as Ex -officio voting representatives. 4.2.2 Watershed Residents Applications from watershed residents will be solicited through direct recruitment, announcements in newsletters, local newspapers, web sites, volunteer networks, and through various social media platforms. A committee of TRCA staff and/or board members will select the RWA resident members through the application process using a set of criteria to ensure suitability and eligibility. 4.2.3 Sector Experts and Organizations Select organizations and agencies will be requested by TRCA to appoint a representative. 4.2.4 Municipal Representatives Formal request for appointment of municipal representatives will be made to STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 90 of 105 Replaces: I Board of Directors Administrative By - lav, Issued by: Board of Directors Dated: 9/28/2018 municipal councils. These representatives will be Ex -officio members. 4.2.5 Provincial and Federal Representatives Federal and provincial representatives (member of Parliament or staff) with specific interest in TRCA's work and jurisdiction may be invited to participate as Ex -officio members. 4.3 Term of Appointment RWA Members will be appointed for a revolving two-year term with a possible extension of up to two more years. This will allow for a staggered replacement process maintaining a balance between new and experienced members. The membership will be reviewed on an annual basis. Members, excluding Ex -officio members, unable to fulfill their commitments may be replaced as per the Board of Directors Administrative By-law. 4.4 Meetings Members are required to attend quarterly evening meetings of the Regional Watershed Alliance and one annual Watershed Forum. An agenda will be circulated in advance of meetings. The Chair will have the discretion to call additional meetings, if required. Some meetings may be held during regular work hours depending on the preference and availability of members and staff or via conference call or online meetings. 4.5 Reporting The RWA is considered an advisory board of TRCA. The RWA will report to the Board of Directors on membership, projects and progress through their meeting minutes or seek Board of Directors approval as necessary on specific initiatives. The RWA is not a formal commenting body regarding review and approval of planning applications or permits. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 91 of 105 Replaces: I Board of Directors Administrative By - lav, Issued by: Board of Directors Dated: 9/28/2018 4.6 Quorum and Governance A quorum will consist of voting members in numbers greater than or equal to one- third of the total number of voting members on the RWA. Consensus -based decision making will be the preferred procedure. Formal decisions will be based on a simple majority vote. In the event of a tie, the vote fails. 4.7 Rules of Conduct The RWA will adhere to the Board of Directors Administrative By-law as adopted by Resolution #A141/18 & Resolution #A142/18 at Authority Meeting #7/18, held on September 28, 2018, and as amended periodically or superseded by any bylaws enacted as per the Conservation Authorities Act. Other policies and legislation may be applicable in regard to code of conduct, conflict of interest and policies on volunteers. 4.8 TRCA Staff Support The RWA will be supported by a team of staff from Community Engagement and Outreach Division including: • Director, Community Engagement and Outreach; • Government and Community Relationship specialists; • projects managers; • administrative support staff; • other TRCA staff, as required Staff will provide the following support functions: • Coordination of RWA meetings; • Administrative and financial support; • Strategic guidance on alignment of RWA work plan priorities with other strategic opportunities; • Coordination of work with the Toronto and Region Conservation Foundation; • Toronto and Region Conservation Foundation support for management of any STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 92 of 105 Replaces: I Board of Directors Administrative By - lav, Issued by: Board of Directors Dated: 9/28/2018 funds collectively raised by the RWA or any of its subcommittees that support the implementation of their work plans; and • TRCA technical expertise on projects and initiatives of the Regional Watershed Alliance and its subcommittees. 4.9 Funding Funding will be available for projects and activities of the RWA based on approved work plans and available TRCA budget. Members are encouraged to assist in securing other resources and partnerships for Regional Watershed Alliance projects and activities, whenever possible through collective public investment opportunities. In-kind or other support for the projects and activities of the Alliance are welcome from businesses, industries, government agencies, private foundations, educational institutions and others in accordance with TRCA policies. In-kind or other support will be coordinated with the assistance of Toronto and Region Conservation Foundation, where appropriate. 5.0 Compensation For Regional Watershed Alliance Members At official RWA meetings, as well as RWA Working Groups, members will be eligible for travel expenses, according to TRCA Administrative By-law, where these are not covered by their agency or other source. Members shall not receive a per diem or honorarium for attendance at meetings and functions. 6.0 Regional Watershed Alliance Working Groups The RWA working groups will be formed as deemed appropriate by the RWA. These working groups may solicit local community representatives or experts to participate as needed. Mandate of these working groups can be watershed -wide or specifically focused around projects such as watershed plans. The RWA Working Groups will report to the RWA. The supporting TRCA staff will coordinate regular reports to the RWA on the activities of these groups. Items pertaining to the working groups will be a standing item on the agenda of RWA meetings. 7.0 Youth Council The Youth Council will be comprised of community youth champions, existing youth group representatives and new recruits. The Youth Council reports to the Regional Watershed Alliance. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 93 of 105 Replaces: I Board of Directors Administrative By - lav, Issued by: Board of Directors Dated: 9/28/2018 7.1 Mission: Build healthy communities through improved connection to greenspace and nature. 7.2 Mandate: Reporting to the Regional watershed Alliance (Figure 1) and working closely with TRCA and the RWA, the Youth Council will establish as a subcommittee to the RWA with the purpose of: 7.2.1 Build Capacity and engage Youth — provide youth across the Toronto region with learning opportunities; 7.2.2 Build a Youth Network/ Strengthen Existing Networks — create/enhance broad network of youth in the region who are interested in environmental and sustainability issues; 7.2.3 Identify Youth Perspectives — develop an understanding of youth opinion around current environmental issues and understand/investigate how these might be incorporated in the work of TRCA and its partners; and 7.2.4 Create fun opportunities for youth — provide entertaining and engaging learning opportunities. 8.0 Indigenous Liason Committee The Indigenous Liaison Committee will be comprised of members and experts from different Indigenous communities in TRCA's jurisdiction. They will liaise on Indigenous interests and help build stronger relationships between TRCA and the larger Indigenous population in the jurisdiction. This Committee will advise the Board of Directors and staff on matters of community interest and liaise with the Regional Watershed Alliance on mission -driven collective projects. The Committee will not have a reporting relationship with the Regional Watershed Alliance or the Board of Directors. The member(s) of this Committee may have membership on the Regional Watershed Alliance. This Committee will have opportunities to work with the Watershed/Waterfront Working Groups and Youth Council. TRCA staff and relevant stakeholders will collaborate on the development of a Terms of Reference for this Committee. The formation of the Indigenous Liaison Committee will be put on hold until further recommendation from the province through updates to the Conservation authorities Act as stated in RES.#RWA002/17 at the RWA meeting #1/17, held on November 15, 2017. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 94 of 105 Replaces: I Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 Figure 1: TRCA Citizen Governance Model STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 95 of 105 Replaces: I Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 Appendix 8 — Toronto and Region Outdoor Education Task Force Terms of Reference The Toronto and Region Outdoor Education Task Force is considered an advisory board of TRCA. 1. Context 1.1. Establishment of a multi -stakeholder task force to develop and recommend strategic future directions related to out -of -class learning in the Toronto region. 1.2. Meet the future needs of the student population in the Toronto region as it relates to outdoor education, and ensure equity of access to programs and services. 2. Objectives 2.1. Develop and identify strategic priorities and make recommendations related to the long-term provision of out -of -class learning experiences that meet the needs of student populations in the Toronto region to the year 2040. 2.2. Provide recommendations to strengthen and enable partnerships and collaboration between public sector agencies that maximize the use and value of public assets and infrastructure. 2.3. Provide expertise and recommendations on strengthening experiential connections between the urban and natural environments, with consideration for the impact of urban intensity on student access to greenspace and natural systems. 2.4. Provide recommendations related to long-term financial sustainability, including, but not limited to: 2.4.1. Government funding programs; 2.4.2. Private grants, fundraising and endowments; 2.4.3. Alternative business models (co-operatives, social enterprises, etc.); 2.4.4. Other funding models. 3. Authority and Boundaries 3.1. To study and make recommendations to the TRCA Board of Directors on improvements and future needs related to outdoor education in the Toronto region. 3.2. The minutes of the Task Force will be received by the Board of Directors. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 96 of 105 Replaces: I Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 3.3. The work of the Task Force is to meet needs located wholly or partially within the school boards of TRCA's municipalities. 4. Composition and Elections 4.1. Membership to consist of: 4.1.1 School Board Trustee from each of the area school boards (11); 4.1.2 Board Member representing each participating municipality (five) as appointed by the Board of Directors. 4.2. Term of appointment is 18 months. 4.3. The Chair and Vice -Chair will be elected from amongst its Members for the term of the Task Force. The Board of Directors may appoint an interim Chair until such time as an election can take place. The voting procedures used will be that outlined in the Board of Directors Administration By-law. 4.4. Establish subcommittees/working groups or standing committees as needed. 5. Resources and support 5.1 TRCA staff to act as Clerk, arranging meeting logistics, preparing the agenda, maintaining meeting minutes, tracking and delegating action items, with support from the Clerk's Office. 5.2 Director, Education and Training to provide general support in regard to the activities and actions of the Task Force. 5.3 At regular Task Force meetings, Members will be eligible for travel expenses and any other expenses approved in advance by TRCA's Director, Education and Training, according to TRCA policy, where these are not covered by their agency or other source. Members shall not receive a per diem or honorarium for attendance at meetings and functions. 6. Expectations of each member 6.1 Work collaboratively with Task Force Members to study and develop recommendations related to the mandate. 6.2 Represent their school board; STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 97 of 105 Replaces: I Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 6.3 Board Members to represent the interest of TRCA and/or those of their participating municipality; 6.4 Attend meetings to be held bi-monthly, or more frequently as required; 6.5 Act as a resource to TRCA, TRCA's municipal partners and Toronto and Region Conservation Foundation by providing advice on matters of community interest; 6.6 Collaborate with other conservation authorities and lower tier municipalities on opportunities that transcend TRCA jurisdictional boundaries; 6.7 Maximize the collective impact of the Task Force through resource and data sharing, measuring, and reporting on regional priorities; 6.8 Report to the Board of Directors on a regular basis. 7. Roles of specific members 7.1 The Chair will have the following additional responsibilities: 7.1.1 Presiding over Task Force meetings, setting the agenda and generally ensuring the effectiveness of meetings; 7.2.1 In the absence of the Chair, the Vice -Chair will perform the above functions. 8. Governance 8.1 Chair to set agenda for meetings. 8.2 Quorum to consist of one-half of the Members. If there is no quorum within one half hour after the time appointed for the meeting, the Chair for the meeting shall declare the meeting adjourned due to a lack of a quorum, or shall recess until quorum arrives, and the Clerk shall record the names of the Members present and absent. If during a meeting a quorum is lost, then the Chair shall declare that the meeting shall stand recessed or adjourned, until the date of the next regular meeting or other meeting called in accordance with the provisions of the Board of Directors Administrative By-law. Agenda items may be covered and presented and issues discussed, but no formal recommendation may be made by the remaining Members which do not constitute a quorum. 8.3 Task Force is an advisory board of the Board of Directors and as such does not have decision-making power, but shall make recommendations to the Board of Directors. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 98 of 105 Replaces: I Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 9. Communication 9.1 The Task Force makes recommendations to the Board of Directors. 9.2 Each member reports back to their appointing agency as required. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 99 of 105 Replaces: I Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 G. Appendices — Reference Documents Appendix 9 — Related Documents This By-law references the following TRCA policy documents: 1. Signing Officers 2. Records and Information Management 3. Open Information and Data 4. Indemnification 5. Use of Resources During an Election 6. Workplace Harassment 7. Conflict of Interest - Employee Participation in Municipal, Provincial or Federal Elections 8. Sustainable Near -urban Agriculture 9. Accounts Receivable 10. Employee Business Expenses, Travel and Conference Protocols 11. Volunteer STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 100 of 105 Replaces: I Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 Appendix 10 — Sections of the Conservation Authorities Act Section 19 By-laws 19.1 (1) An authority may make by-laws, (a) respecting the meetings to be held by the authority, including providing for the calling of the meetings and the procedures to be followed at meetings, specifying which meetings, if any, may be closed to the public; (b) prescribing the powers and duties of the secretary -treasurer; (c) designating and empowering officers to sign contracts, agreements and other documents on behalf of the authority; (d) delegating all or any of its powers to the executive committee except, (i) the termination of the services of the secretary -treasurer, (ii) the power to raise money, and (iii) the power to enter into contracts or agreements other than those contracts or agreements as are necessarily incidental to the works approved by the authority; (e) providing for the composition of its executive committee and for the establishment of other committees that it considers advisable and respecting any other matters relating to its governance; (f) respecting the roles and responsibilities of the members of the authority and of its officers and senior staff; (g) requiring accountability and transparency in the administration of the authority including, (i) providing for the retention of records specified in the by-laws and for making the records available to the public, (ii) establishing a code of conduct for the members of the authority, and STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 101 of 105 Replaces: I Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 (iii) adopting conflict of interest guidelines for the members of the authority; (h) respecting the management of the authority's financial affairs, including auditing and reporting on the authority's finances; (i) respecting the by-law review required under subsection (3) and providing for the frequency of the reviews; and Q) respecting such other matters as may be prescribed by Regulation. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 102 of 105 Replaces: I Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 Conflict with other laws (2) If a by-law made by an authority conflicts with any provision of the Municipal Conflict of Interest Act or the Municipal Freedom of Information and Protection of Privacy Act or a provision of a regulation made under one of those Acts, the provision of the Act or regulation prevails. Periodic review of by-laws (3) At such regular intervals as may be determined by by-law, an authority shall undertake a review of all of its by-laws to ensure, amongst other things, that the by-laws are in compliance with any Act referred to in subsection (2) or any other relevant law. By-laws available to public (4) An authority shall make its by-laws available to the public in the manner it considers appropriate. Transition (5) An authority shall make such by-laws under this section as are required for its proper administration, (a) in the case of an authority that was established on or before the day section 16 of Schedule 4 to the Building Better Communities and Conserving Watersheds Act, 2017 comes into force, within one year of that day; and (b) in the case of an authority that is established after the day section 16 of Schedule 4 to the Building Better Communities and Conserving Watersheds Act, 2017 comes into force, within one year of the day the authority is established. Same (6) Despite the repeal of section 30 by section 28 of Schedule 4 to the Building Better Communities and Conserving Watersheds Act, 2017, a regulation that was made by an authority under that section continues in force after the repeal until the earlier of, STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 103 of 105 Replaces: I Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 (a) the day that is one year after the day section 16 of Schedule 4 to the Building Better Communities and Conserving Watersheds Act, 2017 comes into force; and (b) the day the regulation is revoked by the authority. Direction by Minister (7) The Minister may give an authority a written direction to make or amend a by-law on any matter described in subsection (1), in accordance with the direction, within such period of time as may be specified in the direction. Compliance (8) The authority that receives a direction under subsection (7) shall comply with the direction within the time specified in the direction. Regulation where failure to comply (9) If an authority fails to adopt a by-law in accordance with the direction made under subsection (7), the Minister may make regulations in relation to the matters set out in the direction that are applicable in the area of jurisdiction of the authority. Same (10) Any regulation made by the Minister under subsection (9) prevails over any conflicting by- law that the authority may have adopted. STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 104 of 105 Replaces: I Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 Section 21(1) Programs and services 21.1 (1) The following are the programs and services that an authority is required or permitted to provide within its area of jurisdiction: 1. Mandatory programs and services that are required by regulation. 2. Municipal programs and services that the authority agrees to provide on behalf of municipalities situated in whole or in part within its area of jurisdiction under a memorandum of understanding referred to in subsection (3). 3. Such other programs and services as the authority may determine are advisable to further its objects. 2017, c. 23, Sched. 4, s. 20 (1). Mandatory programs and services (2) Programs and services referred to in paragraph 1 of subsection (1) shall be provided in accordance with such standards and requirements as may be set out in the regulations. 2017, c. 23, Sched. 4, s. 20 (1). Memorandum of understanding with municipalities (3) An authority may enter into a memorandum of understanding with a municipality situated in whole or in part within its area of jurisdiction in respect of programs and services that the authority will provide on behalf of the municipality. 2017, c. 23, Sched. 4, s. 20 (1). Note: On a day to be named by proclamation of the Lieutenant Governor, section 21.1 of the Act is amended by adding the following subsection: (See: 2017, c. 23, Sched. 4, s. 20 (2)) STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Governance SPP No. CG -1.1 Section: 1. Administrative By-law Approved: Subject: BOARD OF DIRECTORS ADMINISTRATIVE BY-LAW Effective: 10/25/2019 Issue to: All TRCA Employees Page: 105 of 105 Replaces: I Board of Directors Administrative By. law Issued by: Board of Directors Dated: 9/28/2018 Memorandum available to public (3.1) An authority shall make a memorandum of understanding referred to in subsection (3) available to the public in such manner as may be determined in the memorandum. 2017, c. 23, Sched. 4, s. 20 (2). Periodic review of memorandum (4) An authority and a municipality who have entered into a memorandum of understanding described in subsection (3) shall review the memorandum at such regular intervals as may be determined by the memorandum. 2017, c. 23, Sched. 4, s. 20 (1). Municipal programs and services (5) Programs and services that an authority agrees to provide on behalf of a municipality shall be provided in accordance with the terms and conditions set out in the memorandum of understanding or in such other agreement as may be entered into by the authority and the municipality. 2017, c. 23, Sched. 4, s. 20 (1). Consultation (6) An authority shall carry out such consultations with respect to the programs and services it provides as may be required by regulation and shall do so in the manner specified by regulation. 2017, c. 23, Sched. 4, s. 20 (1). Section Amendments with date in force (d/m/y) 2017, c. 23, Sched. 4, s. 20 (1) - 12/12/2017; 2017, c. 23, Sched. 4, s. 20 (2) - not in force Note: On a day to be named by proclamation of the Lieutenant Governor, the Act is amended by adding the following section: (See: 2017, c. 23, Sched. 4, s. 21) RES.#A184/19 - MEETING SCHEDULE 2020 - 2021 Approval of the 2020 - 2021 Board of Directors and Executive Committee meeting schedule. Moved by: Jack Heath Seconded by: Ronald Chopowick WHEREAS, based on discussion at previous meetings of the Board of Directors, it is herein proposed that no meetings be scheduled for the months of December 2019 and July, August and December 2020; AND WHEREAS amended Resolution #A141/19, adopted at the July 26, 2019 Board of Directors meeting previously delegated the approval of all major developments and infrastructure permits within the TRCA's regulatory jurisdiction to the Director, Development and Engineering Services; THEREFORE, LET IT BE RESOLVED THAT the Board of Directors and Executive Committee January 2020 meeting dates, adopted by amended Resolution #A190/18 at the November 30, 2018 Board of Directors meeting be repealed and replaced with the dates outlined in Attachment 1; THAT the approval of all major development and infrastructure permits within the TRCA's regulatory jurisdiction for the months of December 2019 and July, August and December 2020 be delegated to the Director, Development and Engineering Services; THAT staff provide a report to the Board of Directors at the September and January meetings to summarize permits that were approved under this delegation of authority; THAT the approval of all time sensitive procurements for the months of December 2019 and July, August and December 2020 be delegated to the Chief Executive Officer or his designate; THAT staff provide an information report to the Board of Directors at the September and January meetings to summarize procurements that were signed under this delegation of authority; THAT the December 6, 2019 meeting of the Executive Committee be cancelled; THAT the Meeting Schedule 2020-2021, as outlined in Attachment 1, be approved; AND FURTHER THAT the schedule be distributed to Toronto and Region Conservation Authority's (TRCA) watershed municipalities, the Minister of the Environment, Conservation and Parks and the Minister of Natural Resources and Forestry. CARRIED BACKGROUND AND RATIONALE Since the majority of Board Members also sit on municipal councils, boards or committees, which usually meet on days other than Friday, the recommended schedule accommodates Toronto and Region Conservation Authority (TRCA) Board meetings on Fridays. Staff has made every effort to avoid conflicts with the Federation of Canadian Municipalities' (FCM) Annual Conference, held on June 4 —7 and Board of Directors meetings scheduled to take place March 3-6, September 8 - 11 and November 23-27. Board of Governors of Exhibition Place meetings, Statutory holidays and school March breaks were also considered in selecting the proposed meeting days, while still aiming to maintain a schedule which meets TRCA's functional needs. Where possible, an attempt was made not to schedule meetings on a Friday following the City of Toronto Council meetings, as in the past, in special circumstances, these meetings have been extended to Friday. For example, Board of Directors May meeting is scheduled for May 22, to accommodate City of Toronto Council meeting scheduled for May 27-28. In line with the practice in many municipalities of a summer Council hiatus to better accommodate planned summer vacations and the December holiday season, no Board of Directors and Executive Committee meetings are being scheduled for the months of July, August and December. Historically, July and August meetings are associated with quorum concerns and less voluminous agendas. Similarly, December Executive meetings are also typically characterized by a very condensed agenda, mostly concerned with the approval of permits pursuant to Ontario Regulation 166/06. Based on the above-mentioned reasons, it is recommended that the December 6, 2019 Executive Committee meeting, approved as part of the 2019-2020 meeting schedule be cancelled. TRCA has previously cancelled the August 9, 2019 Executive Committee meeting (Resolution #A141/19) as a response to above-mentioned concerns brought forward by Board Members. No service disruption or complications have resulted from this cancellation. At Authority Meeting #2/16, held on April 1, 2016, Resolution #A28/16 was approved in part as follows: WHEREAS Toronto and Region Conservation Authority (TRCA) administers Ontario Regulation 166/06, as amended, `Development, Interference with Wetlands and Alterations to Shorelines and Watercourses Regulation" under Section 28(1) of the Conservation Authorities Act, AND WHEREAS the Conservation Authorities Act and Ontario Regulation 166/06, as amended, enables TRCA to approve permits with or without conditions; (.. J THEREFORE, LET IT BE RESOLVED THAT the Standard Permit Conditions as outlined in this staff report be endorsed and applied to all future permits approved by TRCA pursuant to Ontario Regulation 166106, as amended; [ ... J THAT staff be directed to prepare additional Application -Specific Permit Conditions to be considered on individual permit applications before the Executive Committee, as may be required from time to time at the discretion of staff, in consultation with TRCA's legal counsel, depending on the unique circumstances of the individual application; Given that the busy summer construction season results in a high volume of permit approval Requests and the proposal to forgo an Executive Committee meeting in December, staff request an exception to Resolution #A28/16 to allow for the approval of all "major" development and infrastructure permits within the TRCA's regulatory jurisdiction in the months of July, August and December to be delegated to the Director, Development and Engineering Services. Staff will continue to work with proponents of "major' permit applications to ensure their timely approval upon satisfaction that the applications meet the five tests of O. Reg. 166/06. Staff propose to provide a report to the Board of Directors at the September 2020 and January 2021 meetings to summarize permits that were approved under this delegation of authority. Should another item require Board of Directors approval in the above-mentioned months, Section C.2 of the Board of Directors Administrative By-law permits the Chair to call special meetings if necessary, as follows: C.2 The Chair may, at his/her pleasure or at the request of a Board call a special meeting of the Board of Directors on seven days' notice, in writing, or as is necessary. The Chair shall not refuse the calling of a special meeting with majority support. The notice shall state the business of the special meeting and only that business shall be considered at that special meeting. The agenda for special meetings of the Board of Directors shall be prepared as the Chair may direct. It is further recommended that the Board of Directors and Executive Committee January 2020 meeting dates, adopted by amended Resolution #A190/18 at the November 30, 2018 Board of Directors meeting be repealed and replaced with the dates outlined in Attachment 1. First of the two Board of Directors meetings typically scheduled for January normally has a light agenda, is primarily concerned with the adoption and receipt of the reports recommended for approval at the December Executive Committee meeting. Historically, it has been difficult to reach and maintain quorum at this January meeting. In the absence of the December Executive Committee meeting, this meeting of the Board has limited to no impact on TRCA functional needs and is thus deemed unnecessary. At Authority Annual Meeting #1/02, held on January 25, 2002, Resolution #A6/02 was approved in part as follows: THAT the dates of future Annual Meetings be changed to accommodate the budget meeting schedule for our member municipalities, such that the Annual Meeting held following a municipal election be in January while the Annual Meetings in the interim two years between elections be moved to February; In accordance with Resolution #A6/02, the 2021 annual Board of Directors meeting is proposed to be held on Friday, February 26, 2021. Meetings will be held at TRCA's Head Office at 101 Exchange Avenue, Vaughan at 9:30 a.m. with the exception of the Board of Directors Annual General Meeting which will be held at 9:30 a.m. at Black Creek Pioneer Village. Board Members are requested to enter all board meetings in their calendars upon receipt of the annual schedule. Board Members are further requested to schedule to be in attendance at all meetings, from the start of the meeting until at least 1:30 p.m. to ensure quorum is maintained and continuity of TRCA operations is preserved. Relationship to Building the Living City, the TRCA 2013-2022 Strategic Plan This report supports the following strategy set forth in the TRCA 2013-2022 Strategic Plan: Strategy 7 — Build partnerships and new business models Report prepared by: Alisa Mahrova, extension 5381 Emails: alisa.mahrova((Dtrca.ca For Information contact: Michael Tolensky, extension 5965 Emails: michael.tolensky(aDtrca.ca Date: October 18, 2019 Attachment: 1 Attachment 1: 2020-2021 Meeting Schedule Attachment 1 TORONTO AND REGION CONSERVATION AUTHORITY 2020-2021 SCHEDULE OF MEETINGS BOARD OF DIRECTORS AND EXECUTIVE COMMITTEE T i 1 Su M Tu W Th F Sa Su M Tu W Th F Sa Su M Tu W Th F Sa Su M Tu W Th F Sa 3 Su M Tu W Th 1 1 1 1 2 3 4 1 8 Sa 2 9 20 21 22 3 4 5 6 10 11 I 1 14 5 6 7 16 2 3 4 5 6 31 8 23 8 9 11 25 1 1 1 a 16 EXEC #104 17 18 30 9 10 1 11 1 12 13 EXEC #11/19 14 21 15 12 13 14 15 24 19 20 21 22 23 25 16 17 18 19 20 ANNUAL BoD 22 BoD #11/19 30 31 23 24 25 26 27 #1/20 28 29 26 27 28 29 Su M Tu W Th 1 1 1 1 23 1 Th 7 F JbEC 9t17 1 8 Sa 2 9 20 21 22 3 4 5 6 10 11 12 13 14 18 19 15 16 17 18 19 20 21 31 31 23 23 24 1 25 1 2627 28 29 30 31 Su M Tu W Th 1 1 1 1 23 4 5 10 EXEC #5 12 18 19 24 rM 25 BoD #6120 26 � 6 7 8 9t17 13 14 15 16 20 21 22 23 27 28 29 30 Su M Tu W Th F Sa 1 2 8 9 EXEC 16 22 2�3 29 BoD #9120 30 J 1 1 2 1 3 4 3 4 5 6 7 10 11 12 13 14 17 18 19 20 21 24 25 26 27 28 31 31 23 F Sa 1 2 8 9 EXEC 16 22 2�3 29 BoD #9120 30 J Su M Tu W Th 1 1 1 2 1 3 4 7 8 9 10 11 14 1b 16 17 18 21 22 23 24 25 28 29 30 28 29 Su M Tu W Th 1 4 5 6 7 8 11 12 13 14 15 18 19 20 21 22 25 26 27 28 29 Su M Tu W Th 1 7 1 8 2 3 4 9 10 11 9 14 15 16 17 18 24 25 21 22 23 28 19 20 21 22 23 24 25 26 28 29 TRCA meeting schedule also available online on TRCA's Board Meetings page. F Sa 5 6 12 13 P(EC #4/20 _ 19 20 26 27 BoD #5/20 Sa 3 10 17 24 31 F Sa 11912 6 13 20 26 ANNUAL BoD 27 #1/21 1 u 2 3 4 56 7 8 9 10 11 12 14 15 16 17 18 19 20 21 22 23 24 25 26 28 29 30 31 23 Su M Tu W 1 2 3 • 4 5 6 7 1 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 23 Su M 1 2 1 5 1 6 1 7 1 8 • • 1 5 7 3 4 8 9 10 11 12 13 14 15 16 17 18 19 21 22 23 24 25 26 27 28 29 30 22 293 23 BoD = Board of Directors EXE�= Executive Committee II Statutory Holidays Tentative Festive Closure All meetings will be held at TRCXs Head Office at 101 Exchange Ave., Vaughan at 9:30 a.m., unless otherwise noted on the agenda. March Break (for information, as scheduled by the Ministry of Education; not a holiday) 1 5 1 6 1 7 1 8 2 EXEC #2/20 4 9 10 11 - •• 3 12 13 14 15 16 17 18 8 19 20 21 22 23 25 13 26 27 28 29 30 All meetings will be held at TRCXs Head Office at 101 Exchange Ave., Vaughan at 9:30 a.m., unless otherwise noted on the agenda. March Break (for information, as scheduled by the Ministry of Education; not a holiday) 1 D• 2 - •• 3 1 4 5 6 7 8 1 9F24 11 12 13 14 15 16 18 19 20 27 21 28 22 293 23 25 26 All meetings will be held at TRCXs Head Office at 101 Exchange Ave., Vaughan at 9:30 a.m., unless otherwise noted on the agenda. March Break (for information, as scheduled by the Ministry of Education; not a holiday) RES.#A185/19 - SIGNING OFFICERS POLICY Approval of Toronto and Region Conservation Authority's Signing Officers Policy Moved by: Rowena Santos Seconded by: Steve Pellegrini THAT Toronto and Region Conservation Authority's (TRCA) Signing Officers Policy including herein along with Attachment 1 (the Policy) be approved and take effect January 1, 2020. CARRIED BACKGROUND At Authority Meeting #6/15, held on June 26, 2015, Resolution #A117/15 was approved as follows: That for the purposes of banking and financial services, documents relating to sale and disposal of interests in property and other significant documents as may be determined by the Chief Executive Officer, the following be designated as authorized signing officers: (i) Any one of the Chair or Vice Chair, together with any one of the Chief Executive Officer, Chief Financial Officer, Senior Manager, Corporate Secretariat, Deputy Chief Financial Officer or Controller,• That for the purposes of all other agreements, contracts and legally binding documents, the following be designated as authorized signing officers: (ii) Any one of the Chief Executive Officer, Chief Financial Officer or Senior Manager, Corporate Secretariat, or designate. At Authority Meeting #1/17, held on February 25, 2017, Resolution #A18/17 was approved as follows: THAT for purposes of banking and financial services, documents relating to sale and disposal of interests in property and other significant documents as may be determined by the Chief Executive Officer, the following be designated as authorized signing officers: (i) Any one of the Chair or Vice Chair, together with any one of the Chief Executive Officer, Chief Financial Officer, Senior Manager, Corporate Secretariat, Deputy Chief Financial Officer or Controller, The Policy requires updates to reflect changes to TRCA's organizational structure. RATIONALE The proposed Policy makes minor amendments to the existing Signing Officers Policy to reflect TRCA's current organizational structure. The proposed Policy carries forward the requirement for significant documents to be signed by the Chair or Vice Chair, together with the Chief Executive Officer or Chief Financial and Operating Officer. The Policy clarifies that documents related to the acquisition of land or interests in land, in addition to those related to the sale or disposal of interests in land, be signed by the Chair or Vice Chair, together with the Chief Executive Officer or Chief Financial and Operating Officer. The Policy clarifies that agreements related to banking and financial services are required to be signed by the Chair or Vice Chair, together with the Chief Executive Officer or Chief Financial and Operating Officer, and documents for purposes of banking and financial services operations be signed by the Chair, Vice Chair, Chief Executive Officer, Chief Financial and Operating Officer and/or designate. The Policy requires that all other agreements, contracts and legally binding documents be signed by an Authorized Signing Officer or designate. The proposed Policy clarifies the authority for the Chief Executive Officer to assign signing authority to an Authorized Signing Officer, or designate, for routine contracts, agreements and other legally binding documents. The internal control process for review and recommendation for execution of contracts, agreements and other documents which legally bind the corporation, includes: • procurement and budget approval in accordance with the Procurement Policy and Procedures, as applicable; • use of standard templates that have been approved by TRCA's external solicitors or Legal Counsel, and approval by Legal Counsel for all other contracts, agreements and legally binding documents; and • adherence to process requirements of the procurement and agreement database. Relationship to Building the Living City, the TRCA 2013-2022 Strategic Plan This report supports the following strategy set forth in the TRCA 2013-2022 Strategic Plan: Strategy 7 — Build partnerships and new business models FINANCIAL DETAILS No financial impacts of this policy are anticipated. DETAILS OF WORK TO BE DONE Applicable updates to procurement and agreement database. Report prepared by: Barbara Montgomery, extension 5682 Emails: barbara.montgomervCa2trca.ca For Information contact: Barbara Montgomery, extension 5682 Emails: barbara.montgomervCrDtrca.ca Date: October 15, 2019 Attachments: 1 Attachment 1: Signing Officers Policy STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Services SPP No. CS -3.02 Section: 3. Finance Approved: 25/10/2019 Subject: SIGNING OFFICERS Effective: 1/1/2020 Issue to: All TRCA Employees Page: 1 of 3 Replaces: Designation of signing Officers Policy Issued by: Board of Directors Dated: 11/16/2016 PURPOSE 1.01. Appropriate safeguards and controls are required prior to execution of all documents that bind TRCA. Delegation of signing authority enables the efficient administration of TRCA's business operations. 1.02. Pursuant to the Board of Directors Administrative By-law, this policy outlines signing authority for contracts, agreements and other documents that bind the corporation, and provides for the delegation of signing authority for routine documents. 2. SCOPE 2.01. This Policy applies to all officers and employees across all business units. 2.02. All agreements, contracts and legally binding documents are required to be signed in accordance with this policy. 3. POLICY 3.01. Documents relating to the acquisition or disposition of land, or interests in land, and other significant legally binding documents as may be determined by the Chief Executive Officer, are required to be signed by the Chair or Vice Chair, together with the Chief Executive Officer or Chief Financial and Operating Officer. 3.02. Documents for purposes of banking and financial services agreements are required to be signed by the Chair or Vice Chair, together with the Chief Executive Officer or Chief Financial and Operating Officer, and documents for purposes of banking and financial services operations are required to be signed by the Chair, Vice Chair, Chief Executive Officer, Chief Financial and Operating Officer and/or designate. 3.03. Subject to subsection 3.01 and 3.02, the Chief Executive Officer is authorized to assign signing authority for specific categories of agreements, contracts and legally binding documents to an Authorized Signing Officer, or designate. All other agreements, contracts and legally binding documents are required to be signed by an Authorized Signing Officer. Toronto and Region Conservation Authority STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Services SPP No. CS -3.02 Section: 3. Finance Approved: 25/10/2019 Subject: SIGNING OFFICERS Effective: 1/1/2020 Issue to: All TRCA Employees Page: 2 of 3 Replaces: Designation of signing Officers Policy Issued by: Board of Directors Dated: 11/16/2016 3.04. Where the Chief Executive Officer has assigned signing authority pursuant to subsection 3.03, an Authorized Signing Officer may identify a designate to execute a specific document or type of document on their behalf. Where an Authorized Signing Officer identifies a designate to sign on their behalf, such designation shall be in writing in accordance with the form approved by the Chief Executive Officer. 3.05. Except in special circumstances, as approved by an Authorized Signing Officer, all agreements, contracts and legally binding documents are required to be signed prior to their effective date. 4. RESPONSIBILITY 4.01. Board of Directors TRCA's Board of Directors holds responsibility for the contractual and legal commitments of the organization. On motion from TRCA's Board of Directors, TRCA may accept, revise or rescind this policy. 4.02. Chief Executive Officer Assign signing authority for types of routine agreements, contracts and other legally binding documents to an Authorized Signing Officer, or designate, and to update such authority from time to time. 4.03. Authorized Signing Officers Prior to execution of documents and agreements, Authorized Signing Officers and designates shall confirm compliance with this policy 5. REFERENCES AND RELATED STATEMENTS OF POLICY AND PROCEDURE 5.01. CS -3.01 Procurement Policy 5.02. CS -3.02 Attachment 1: CEO Approved Assignment of Authorized Signing Officers Toronto and Region Conservation Authority STATEMENT OF POLICY AND PROCEDURE Chapter: Corporate Services SPP No. CS -3.02 Section: 3. Finance Approved: 25/10/2019 Subject: SIGNING OFFICERS Effective: 1/1/2020 Issue to: All TRCA Employees Page: 3 of 3 Replaces: Designation of signing Officers Policy Issued by: Board of Directors Dated: 11/16/2016 6. PROCEDURE 6.01. Execution of contracts, agreements and other legally binding documents are subject to the following procedures: • procurement and budget approval in accordance with the Procurement Policy and Procedures, as applicable; • use of standard templates that have been approved by TRCA's external solicitors or Legal Counsel, and approval by Legal Counsel for all other contracts, agreements and legally binding documents; and • adherence to process requirements of the procurement and agreement database. DEFINITIONS 7.01. "Authorized Signing Officer" means the Chair, Vice Chair, Chief Executive Officer or Chief Financial and Operating Officer, or designate. The Chief Human Resources Officer is an Authorized Signing Officer for the purposes of signing all documents related to employment matters, and internship and co-op education placements and agreements. Toronto and Region Conservation Authority CS -3.02 Attachment 1: CEO Approved Assignment of Authorized Signing Officers Category Type Example Conditions10 Signing Officer Residential Rental Agreement • Lease for rental of TRCA Compliance with Residential ASO residential property Tenancies Act and • Lease renewal letter adherence to TRCA Policy on • Residential Tenancies Act forms rental leasing of property • Utilities agreements Agreement of Purchase and • Agreement for purchase or sale Agreement must include ASO Sale of land or easement in advance term that purchase or sale is of Board approval subject to Board approval Planning Act Declaration • Transfer of land not shown on Transfer complies with ASO Property registered plan of subdivision Planning Act Lease (5 years or less) 0 Lease for farmland property ASO Minister's Approval • Disposition of land obtained Board approval CEO with provincial funding Land Management a Agreements with municipalities Board approval Chair and CEO Agreements for land management Permission to Enter - TRCA • To permit third parties, such as Satisfactory insurance and Associate Director, Property Lands utility companies, access onto indemnity provisions and Risk Management or through TRCA lands Service Level Agreement • Agreement with municipality to Board approval Chair and CEO provide programs and services on behalf of municipality TRCA Contracted for Works • TRCA contracted for project Compliance with Service ASO or Services management or restoration Level Agreement, as Revenue work applicable Funding and Grants • Funding from provincial or Alignment with approved ASO federal government policy and programs • Grant from a charitable Confirmation and foundation coordination with Grant Centre on submission CS-3.02 Attachment 1: CEO Approved Assignment of Authorized Signing Officers Use of TRCA lands or facilities • Mud Hero event at Albion Hills Satisfactory insurance and ASO indemnity provisions Film/Photo Agreements . Filming at Black Creek Pioneer Director or ASO if change to Village template Sponsorship . Third party sponsorship of a Alignment with approved ASO TRCA program or event policy and programs Vendor & Concession • Promotional booth at TRCA ASO event • Food truck at TRCA event Consulting Services • Engineering design or ASO geotechnical analysis Construction —goods • General contracting services for ASO and/services a TRCA-owned building Construction—materials • Aggregate materials for TRCA ASO and/or supplies construction project Licenses • Software license ASO • Licenses for vehicles Vehicle and Equipment • Acquisition or rental of vehicles ASO Procurement • Acquisition or rental of equipment Goods and Services • Firewood or ice at TRCA Manager in accordance with Purchased for Re-Sale at campgrounds expense authorization under TRCA Facilities Gift shop items Procurement Policy, or ASO Professional Services (non- • Facilitation of a public meeting Manager in accordance with consulting) • Professional writing of a report expense authorization under • Speaker at a conference Procurement Policy, or ASO Paid Advertising • Newspaper, radio, or television Manager in accordance with advertising for TRCA programs expense authorization under or events Procurement Policy, or ASO CS -3.02 Attachment 1: CEO Approved Assignment of Authorized Signing Officers Artists/Entertainers • Singer/Performers at an event Manager in accordance with expense authorization under Procurement Policy, or ASO Booking of Facilities and • Booking a non-TRCA venue for Manager in accordance with Venues conference expense authorization under Procurement Policy, or ASO Contract Administration • Contract extension ASO • Termination letter Construction Bonds Partnership/Collaboration . To set out roles and funding ASO Agreement responsibilities for collaboration on an event Memorandum of . To establish principles for ASO Understanding shared projects with TRCA municipal and government partners Municipal Permits or • Building Permit or Site Plan Part of approved project or ASO Approvals Approval agreement program Erosion Control Agreement • Agreement with property Approval by Property ASO Other Agreements owners participating in Erosion Services of land conveyance Risk Management Program Permission to Enter - Private • To permit TRCA staff to enter Satisfactory insurance and Director or ASO if change to Lands onto private property to indemnity provisions template investigate erosion Works and Access . Agreement with owners of Alignment with approved ASO Agreements - Private Land property where TRCA is policy and programs completing works Ecosystem Compensation • Agreement pursuant to TRCA Approval by Property ASO Agreement Guideline for Determining Services of land valuation Ecosystem Compensation appraisal CS -3.02 Attachment 1: CEO Approved Assignment of Authorized Signing Officers Confidentiality Agreement • Non -disclosure agreement ASO Data Sharing Agreement • Sharing TRCA GIS data ASO Employment Matters • Offer of employment Chief Human Resources • Termination documents Officer • Leave approvals • Position classification Human Resources • WSIB authorizations Internships, Co-operative . Internship documents Chief Human Resources Education Placements a Agreements for co-op Officer placements Minutes of Settlement . Litigation or threat of litigation Approval by CEO for human ASO • LPAT appeals resources matters Approval by CEO or CFOO for all other matters Legal LPAT or Court . Mediation Brief Consistent with instruction Legal Counsel Documents/Pleadings . Statement of Defence from CEO or GOO Full and Final Release • Property claims (Insurance) Recommendation of Risk ASO Manager or Insurer RESMA186/19 - DISASTER MITIGATION AND ADAPTATION FUND UPDATE Toronto and Region Conservation Authority (TRCA) was successful in securing approximately $56M through the Disaster Mitigation and Adaptation Fund (DMAF) through two TRCA led submissions. TRCA also partnered on a City of Toronto led application that will provide an additional $20M of DMAF funding to TRCA. TRCA continues to collaborate and support our partner municipalities to apply to similar funding programs that support TRCA objectives and achieve mutual goals and objectives. When TRCA's partner municipalities are successful with funding applications, TRCA will continue to liaise with staff to identify opportunities which leverage our expertise to implement these projects. Moved by: Jack Heath Seconded by: Gino Rosati THAT the Disaster Mitigation and Adaptation Fund update report regarding the successful Toronto Region Ravine Erosion Risk Management and Hazard Mitigation Project; Toronto Waterfront Erosion Hazard Mitigation Project; City of Toronto led Toronto Tree Canopy and Waterfront Shoreline Project — Parks, Forestry & Recreation be approved; AND FURTHER THAT TRCA continues to collaborate with its partner municipalities on multi -stakeholder grant opportunities in order to diversify revenue streams and leverage TRCA's expertise to strengthen continued partnerships. CARRIED BACKGROUND In the spring of 2018, Infrastructure Canada (INFC) launched the DMAF program to combat the impacts of climate change on Canadian Communities. DMAF is a national program that will invest $2 billion over 10 years to support large-scale infrastructure projects to help communities better manage the risks of disasters triggered by natural hazards such as floods, wildland fires, and droughts. In January of 2019, TRCA submitted two DMAF project applications to INFC in support of TRCA initiatives under the Erosion Risk Management Program (ERMP). Both the Toronto Region Ravine Erosion Risk Management and Hazard Mitigation Project and the Toronto Waterfront Erosion Hazard Mitigation Project were approved under the DMAF program and together have secured $56 million in federal funding over the next 10 years. Additionally, staff worked closely with Toronto Parks, Forestry & Recreation (PFR) to submit a separate City -led application which included several TRCA assets. PFR's Toronto Tree Canopy and Waterfront Shoreline Project has also been approved under the DMAF program, through which TRCA will be the ultimate recipient of an additional $20 million in federal and capital funding over the next 10 years. TRCA staff also provided input into DMAF applications by the City of Markham and City of Vaughan for projects that would address erosion hazard and flood risks of concern to TRCA. While these specific applications were unsuccessful, both the City of Markham and City of Vaughan were successful with additional applications that secured federal funding in the amount of $48.6M and $16.6M respectively. TRCA will continue to pursue opportunities for collaboration with Markham and Vaughan on implementation of these projects that will leverage our expertise and provide shared benefits and efficiencies. RATIONALE Toronto Region Ravine Erosion Risk Management and Hazard Mitigation Project The July 8, 2013 storm event severely impacted the GTA causing over $932 million in damage across multiple watersheds and municipal jurisdictions. This project is intended to address the most vulnerable hazards to property and critical infrastructure that were impacted from this major event and exacerbated by subsequent minor events in the Don River, Humber River, Etobicoke Creek, and Mimico Creek watersheds. The multiple erosion control assets proposed will provide cumulative resiliency to ensure the most erosion vulnerable areas are stabilized to safeguard infrastructure from a similar future event that is likely to impact the GTA in the future due to climate change and other factors. There are 111 unique sites (15 in Etobicoke Creek; 16 in Mimico Creek; 48 in Humber River; and 32 in Don River) selected as part of this project at an investment of $78 million for erosion control and critical infrastructure upgrades within the City of Toronto, Peel Region and York Region. Additional details regarding project implementation are available in Attachment 1 - Toronto Region Ravine Erosion Risk Management and Hazard Mitigation Project List and the location of each of the project sites can be seen in Attachment 4 - Disaster Mitigation and Adaptation Fund Project Site Map Over the past five years, many of these sites and assets have experienced minor to moderate progression of erosion as observed under TRCA's ERMP. This rate of erosion is largely as a result of the multiple severe weather events that have taken place since the original event, including the high groundwater levels and rainfall event in May 2017. This observed increase in the frequency and intensity of significant weather events, coupled with the increasing age and deteriorating condition of existing erosion control structures, highlights the vulnerability of the ravine systems to future erosion if action is not taken to mitigate these hazards. Toronto Waterfront Erosion Hazard Mitigation Project TRCA currently owns and maintains an extensive network of 231 shoreline erosion control structures along the north shore of Lake Ontario extending from Etobicoke in the west to Ajax in the east. These structures are designed to withstand erosion processes in order to protect the shoreline, adjacent tableland, public amenities, and infrastructure. Many of these structures are at, or nearing, the end of their functional lifespan and require major maintenance to restore their protective capacity and ensure continued protection of critical assets. Due to limited funding however, the extent of work that can be carried out each year is not sufficient, resulting in an ever -deteriorating shoreline and a backlog of repairs that become increasingly costly if not addressed in a timely manner. The ERMP has tracked the condition of all shoreline structures based on annual inspections dating back to 2006. Over the past two years, catalogued damages have increased significantly, largely as a result of the multiple severe weather events that the Toronto waterfront has endured. Most notably, this includes the 2017 record high Lake Ontario water levels and the record wave heights caused by the April 14-15, 2018 southern Ontario ice storm. The recent Spring 2019 high lake level event, which once again saw record breaking water levels, has caused further deterioration to these already vulnerable structures. This observed increase in the frequency and intensity of significant weather and high lake level events, coupled with the increasing age and deteriorating condition of existing erosion control structures, highlights the vulnerability of the shoreline to continued erosion if action is not taken to mitigate the hazard. Through the Toronto Waterfront Erosion Hazard Mitigation Project, TRCA will return this extensive network of shoreline erosion control structures to a state of good repair. This will be accomplished by implementing major maintenance works to restore the protective capacity of existing infrastructure, thereby enhancing the resiliency of the Lake Ontario shoreline to endure ongoing erosion risks. Completion of the project will repair and enhance 80 shoreline erosion control structures in order to protect recreational space and infrastructure across 13 waterfront parks while providing long-term erosion protection to over 10 km of the Lake Ontario shoreline. Attachment 2: Toronto Waterfront Erosion Hazard Mitigation Project List and Attachment 4: Disaster Mitigation and Adaptation Fund Project Site Map provides additional details and locations of the 13 project sites. Toronto Tree Canopy and Waterfront Shoreline Project — Parks, Forestry & Recreation The City of Toronto led Toronto Tree Canopy and Waterfront Shoreline Project was developed in collaboration with TRCA and submitted to support efforts to proactively mitigate the increasing flood and erosion risks facing the Toronto waterfront and address the damage caused by the 2017 high lake level event and April 14-15, 2018 ice storm event. The City's proposal recognizes that healthy trees provide an essential stormwater management service that can proactively mitigate the risk of floods by reducing peak flows. By expanding the City's newly planted tree program and increasing tree maintenance and natural area restoration, the proposed projects will increase the number of healthy trees that provide this service. Native plantings along the shoreline will also provide erosion control, proactively addressing erosion post floods. The Project also involves repairs and enhancements to shoreline erosion control infrastructure from Marie Curtis Park in the west to Bluffer's Park in the east and includes 11 TRCA erosion control assets within Ashbridges Bay Park, Bluffer's Park and Humber Bay Park East and West. In addition, the project also includes remedial flood protection, path/boardwalk repairs and enhancement and erosion protection in other key areas including Toronto Islands, Tommy Thompson Park, the Western Beaches and the Eastern Beaches. TRCA and PFR are partnering in undertaking this work, with approximately $20 million flagged for TRCA project delivery. Additional details regarding the City of Toronto led project sites can be found in Attachment 3: Toronto Tree Canopy and Waterfront Shoreline Project List. Relationship to Building the Living City, the TRCA 2013-2022 Strategic Plan This report supports the following strategies set forth in the TRCA 2013-2022 Strategic Plan: Strategy 2 — Manage our regional water resources for current and future generations Strategy 7 — Build partnerships and new business models Strategy 12 — Facilitate a region -wide approach to sustainability FINANCIAL DETAILS Over the next 10 years, TRCA will receive a total of $56 million in federal funding for two TRCA led projects through the DMAF program, as well as an additional $106.4 million in matching municipal support from the City of Toronto, Region of Peel and York Region for the two TRCA led projects. The City of Toronto led Toronto Tree Canopy and Waterfront Shoreline project, will contribute an additional $20 million of work for TRCA. TRCA is also in discussions with other municipal recipients of DMAF funds, including the City of Markham and the City of Vaughan, about potential fee for service implementation roles that would leverage our expertise to advance their projects. Toronto Region Ravine Erosion Risk Management and Hazard Mitigation Project With the $22.31 million in approved federal funding over the next 10 years, TRCA will work closely with our municipal partners to successfully implement major maintenance works for existing erosion control and sewer infrastructure, in addition to the implementation of new erosion control and slope stabilization works. These works will incorporate innovative solutions to realize a resilient network of structures capable of withstanding current and predicted severe weather events in order to mitigate the risk to safety, property, infrastructure, the environment, and economic disruption that is presented by ongoing erosion hazards across each of the four watersheds. Table 1: Project Cash Flow - Ravine details the anticipated cash flow over the next 10 years. Table 1. Proiect Cash Flow - Ravine Year Recipient Contribution 60% Federal Contribution 40% Total Budget 2019/2020 $11,567,572 $4,627,029 $16,194,601 2020/2021 $5,117,848 $2,047,139 $7,164,987 2021/2022 $6,775,446 $2,710,178 $9,485,624 2022/2023 $6,912,578 $2,765,031 $9,677,610 2023/2024 $6,871,800 $2,748,720 $9,620,520 2024/2025 $5,195,550 $2,078,220 $7,273,770 2025/2026 $4,668,900 $1,867,560 $6,536,460 2026/2027 $5,075,700 $2,030,280 $7,105,980 2027/2028 $3,593,550 $1,437,420 $5,030,970 Total $55,778,944 $22,311,578 $78,090,522 Note: yearly allocations subject to adjustment Toronto Waterfront Erosion Hazard Mitigation Project The Government of Canada will be contributing $33.80 million towards the Project through DMAF funding and the City of Toronto will be providing an additional $50.69 million through capital levied funds. The Project will invest a total of $84.49 million over 10 years to provide erosion protection and ensure the long-term resiliency of the Toronto waterfront. Table 2: Project Cash Flow - Waterfront outlines the detailed anticipated cash flow for the project over the next 10 years. Table 2. Project Cash Flow - Waterfront Year Recipient Contribution Federal Contribution (60%) (40% Total Budget 2019 $ 297,000 $ 198,000 $ 495,000 2020 $ 1,188,000 $ 792,000 $ 1,980,000 2021 $ 1,513,000 $ 1,008,667 $ 2,521,667 2022 $ 2,838,000 $ 1,892,000 $ 4,730,000 2023 $ 3,488,000 $ 2,325,333 $ 5,813,333 2024 $ 3,091,000 $ 2,060,667 $ 5,151,667 2025 $ 5,894,000 $ 3,929,333 $ 9,823,333 2026 $ 7,357,000 $ 4,904,667 $ 12,261,667 2027 $ 8,622,000 $ 5,748,000 $ 14,370,000 2028 $ 16,404,000 $ 10,936,000 $ 27,340,000 Total $ 50,692,000 $ 33,794,667 $ 84,486,667 Note: yearly allocations subject to adjustment Toronto Tree Canopy and Waterfront Shoreline Project - Parks, Forestry & Recreation TRCA is the ultimate recipient (partner) on the City of Toronto led project and anticipates receiving $20 million for project delivery. As the ultimate recipient agreement between City of Toronto and TRCA is still being finalized, the 10 -year cash flow projections are not yet known at this time. DETAILS OF WORK TO BE DONE As a condition of the agreement with INFC, TRCA will aim to develop positive relationships through a meaningful and mutually respectful engagement process with communities whose interests may be impacted by these projects. Consultation and engagement with stakeholders are guided by TRCA's Engagement Guidelines and the aboriginal consultation obligations outlined by Infrastructure Canada as a condition of funding approval. TRCA will provide a notification to Aboriginal groups highlighting the funding support received by TRCA from Infrastructure Canada in support of ravine and waterfront erosion protection projects. Moving forward, TRCA will also continue to finalize the agreements with INFC and City of Toronto for all projects in order to initiate project activities. As work progresses, TRCA will continue to keep the Board of Directors of TRCA and all stakeholders apprised of the status of these projects and the associated funding. Report prepared by: Kimberly Krawczyk, extension 5862 Emails: kim.krawczyk(&trca.ca For Information contact: Matthew Johnston, extension 5525 Emails: matthew.iohnston(cDtrca.ca Date: October 25, 2019 Attachments: 4 Attachment 1: Toronto Region Ravine Erosion Risk Management and Hazard Mitigation Project List Attachment 2: Toronto Waterfront Erosion Hazard Mitigation Project List Attachment 3: Toronto Tree Canopy and Waterfront Shoreline Project List Attachment 4: Disaster Mitigation and Adaptation Fund Project Site Map Attachment 1: Toronto Region Ravine Erosion Risk Management and Hazard Mitigation Project List Municipality City Ward Project Name Year Brampton 1 Region of Peel - Infrastructure Protection E22- 2022 73 & 1-566 Region of Peel - Infrastructure Protection 1-573 2019 2 Wexford Valley Site 1 Bank Stabilization (E23- 2024 ESA3) Wegenast Valley Erosion Control Project 2020 Conservation Drive Park Trail Protection 2023 (EC39.2) 7 Crawley Park (S7-ESA02) Bank Stabilization 2022 and Sanitary Infrastructure Protection Balmoral Drive Bank Stabilization and Sanitary 2023 Infrastructure Protection (TS2-ESA5) Bramlea Rd. & Queen St. East Bank 2027 Stabilization (S7-ESA01) Region of Peel - Infrastructure Protection 1-313 2019 Region of Peel - Infrastructure Protection M11- 2022 07 8 Claireville Conservation Area Slope Stabilization 2024 (EMS695) Jayfield Park Bank Stabilization and Sanitary 2024 Infrastructure Protection (M17-ESA5) TRCA led EC work at Region of Peel site M17- 2026 04 & 1-031 Bank Stabilization near Walker Drive (M13- 2027 ESA1) Region of Peel - Infrastructure Protection M17- 2021 04 & 1-031 10 Carabram Park Site 4 Bank Stabilization and 2024 Trail Protection (WH7-ESA04) Caledon 2 Valleywoods Park Site 1 & 2 Bank Stabilization 2025 and Trail Protection (EMS094 & EMS093) 4 Carroll Court (EMS371) Slope Stabilization 2022 5 Kingsview Drive Bank Stabilization and Trail 2025 Protection (MH-23-ESA03) Bolton Sanitary Infrastructure Protection Project 2020 Mississauga 1 - Region of Peel - Infrastructure Protection LE1- 2019 Mississauga 190 East— Cooksville 3- Region of Peel - Infrastructure Protection LE1- 2019 Mississauga 165 East— Cooksville 5- Brandon Gate Park - Bank Stabilization Project 2021 Mississauga— Derry Greenway Sanitary Infrastructure 2021 Melton Protection Wildwood Park - Site 3 Bank Stabilization and 2022 Infrastructure Protection (M2-ESA3) Region of Peel - Infrastructure Protection 1-693 2019 Markham 1 - Markham- German Mills Creek Site 4 (P-070/1-149) 2022 Thornhill Infrastructure Protection Project German Mills Creek Site 2-3 (P -060/1-152/P- 2021 068/P -062/P-065/1-151) Infrastructure Protection Project German Mills Creek (P-058) Infrastructure 2026 Protection Project German Mills Creek (1-160) Infrastructure 2026 Protection Project Richmond 2 - Richmond German Mills Creek near Major Mackenzie (1- 2027 Hill Hill 082/P -042/P-043) Infrastructure Protection Project 5 - Richmond German Mills Creek (1-182) Infrastructure 2026 Hill Protection Project 6 - Richmond German Mills Creek (P-052) Infrastructure 2026 Hill Protection Project Vaughan 1 - King- TRCA Structure Maintenance HR72.1 2023 Vaughan 2 - Vaughan- Rossmull Slope Stabilization Project 2024 Woodbridge TRCA Structure Maintenance HR53 2025 EMS789 Bank Stabilization Project 2021 EMS706 Bank Stabilization Project 2022 Pomona Creek (1-335/P-079) Infrastructure 2025 Protection Project East Don River near Bayview (ID 1-145/1-146) 2027 Infrastructure Protection Project Main Humber River (P -004/P-005) Infrastructure 2025 Protection Project Rainbow Creek Decommissioning Project 2022 Humber River near Thackeray Park (1-1006) 2024 Infrastructure Protection Project 4 - Thornhill West Don River near Langstaff Park (P- 2019 128) Infrastructure Protection Project West Don River (1-053/1-364) Infrastructure Protection Project 2027 5 - Thornhill West Don River near Centre Street (1-050) Infrastructure Protection Project 2027 City of Toronto 1- Etobicoke North Bucksburn Road Erosion Control and Slope Stabilization Project 2019 Shendale Drive Slope Stabilization Project 2020 Collingdale Road Slope Stabilization Project 2025 Riverhead Drive Slope Stabilization Project 2023 Earldown Drive Slope Stabilization Project 2024 Lakeland Drive Slope Stabilization Project 2021 Strathavon Drive Slope Stabilization Project 2024 Topbank Drive Slope Stabilization Project 2024 Moon Valley Drive Slope Stabilization Project 2024 Watercliffe Road Slope Stabilization Project 2025 Hackmore Avenue Slope Stabilization Project 2025 Bankview Circle Erosion Control and Slope Stabilization Project 2024 Hadrian Drive Slope Stabilization Project 2026 Esther Lorrie Drive Slope Stabilization Project 2027 Grovetree Road Slope Stabilization Project 2027 2- Etobicoke Centre Kevi Lane Erosion Control and Slope Stabilization Project 2020 North Drive Slope Stabilization Project 2024 Treeline Court Slope Stabilization Project 2027 3 -Etobicoke- Lakeshore Ridgegate Crescent Erosion Control and Slope Stabilization Project 2020 Manitoba Street to Beaverdale Road Slope Stabilization Project 2025 Beaucourt Road Slope Stabilization Project 2019 Etobicoke Valley Park Major Maintenance Project 2019 Humbervale Blvd Minor Maintenance 2020 Waulron Street Slope Stabilization Project 2024 Delroy Drive & Berl Avenue Maintenance Project 2025 Tizzard Avenue & Oakfield Drive Maintenance Project 2027 5 - York South -Weston Ridge Point Crescent Erosion Control and Slope Stabilization Project 2020 Bexley Crescent Slope Stabilization Project 2021 King Georges Drive Slope Stabilization Project 2023 Strathnairn Avenue Slope Stabilization Project 2025 Denison Road Major Maintenance Project 2019 Denison Road Upper Slope Stabilization Project 2022 6 - York Centre Appletree Court Erosion Control and Slope Stabilization Project 2020 Peacham Crescent Erosion Control and Slope Stabilization Project 2021 Eldorado Court & Ladyshot Avenue Erosion Control and Slope Stabilization Project 2022 Brixham Terrace Slope Stabilization Project 2019 Grandravine Drive Slope Stabilization Project 2024 Troutbrooke Drive Slope Stabilization Project 2027 Canyon Avenue Slope Stabilization Project 2023 7 -Humber River -Black Creek Topcliff Avenue Erosion Control and Slope Stabilization Project 2021 Storer Drive Slope Stabilization Project 2022 Azalea Court Slope Stabilization Project 2021 Gravenhurst Avenue Slope Stabilization Project 2025 Windhill Crescent Slope Stabilization Project 2023 Archway Crescent Slope Stabilization Project 2023 Florida Crescent Slope Stabilization Project 2027 11 - University- Rosedale Rose Park Avenue Erosion Control and Slope Stabilization Project 2020 Heath Street East and Heath Crescent Erosion Control and Slope Stabilization Project 2020 Hudson Drive Erosion Control and Slope Stabilization Project 2020 13 - Toronto Centre Parkview Avenue Slope Stabilization Project 2026 14 - Toronto- Danforth Donlands Avenue Slope Stabilization Project 2026 Don Valley Drive Slope Stabilization Project 2022 Lower Don Trail South of Pottery Road 2022 15 - Don Valley West Alderbrook Drive Erosion Control and Slope Stabilization Project 2019 Roslin Avenue Erosion Control and Slope Stabilization Project 2022 Riverview Drive Slope Stabilization Project 2023 Woodsworth Road Slope Stabilization Project 2019 Vyner Road Slope Stabilization Project 2027 17 - Don Valley North Clarinda Drive Erosion Control Project 2020 Burbank Drive Slope Stabilization Project 2021 18- Willowdale Gwendolen Crescent Erosion Control Project 2020 19 - Beaches- Northline Road Erosion Control and Slope 2020 East York Stabilization Project Sprucedale Place Slope Stabilization Project 2027 20- Warden Woods Park Major Maintenance Project 2019 Scarborough Southwest 15 - Don E.T. Seton Park Major Maintenance Project 2022 Valley West / 16 - Don Valley East 3 - Etobicoke- Lower Humber Channel 2021 Lakeshore / 4 - Parkdale- High Park Attachment 2: Toronto Waterfront Erosion Hazard Mitigation Project List Ward Site Location Year 3 — Etobicoke-Lakeshore Long Branch Park 019-2020 Prince of Wales Park 020-2021 Cliff Lumsdon Park 021-2022 Humber Bay Park West 023-2024 Colonel Samuel Smith Park 023-2025 Len Ford Park Priority TBD Marie Curtis Park TBD —Priority Humber Bay Park East Priority TBD Humber Bay Shores Park Priority TBD — Parkdale-High Park Sir Casmir Growski Park (Palace Pier Court Priority TBD 19 — Beaches -East York Ashbridges Bay Park Priority TBD 20 — Scarborough Southwest Bluffer's Park 022-2023 (SouthwestHeadland); PriorityTBD (remainder f ark 25 — Scarborough -Rouge Park Port Union Waterfront Park 021 (Beach Curb);Priority TBD remainder of park Attachment 3: Toronto Tree Canopy and Waterfront Shoreline Project Ward Site Location Year 3 — Etobicoke-Lakeshore Colonel Samuel Smith Park 2019 Palace Pier Court 2020 Humber Bay Park East 020-2022 Humber Bay Park West 021-2022 — Parkdale-Hi h Park Sunnyside Park 2020 10 — S adina-Fort York rroronto Island 020-2022 14 — Toronto -Danforth omm Thompson Park 019-2020 her Beach 019-2021 1022-2021 19 — Beaches -East York shbrid es Ba Park 020 0 — Scarborough Southwest Bluffer's Park -- -- -- -- -- -- - ------ - - - - -- i I � i -- --- -- -- - - - -L I j------------ I ' I i I I I � i 1 8 <0o� 1 I 1 � i r � � r 8' 404 0 00 o ; p 00 - i- -o- 7 0 ; 0 0�0 ;9 40, ---------------'—� - — - - 9 oo 0 o 0 p� 0 1 0%0 m o0 10 j 0 of 0 08 & 00 t o / 1 409 4z,� Ap p0 0 ' 0 0 0 0, 0 403 •1 ' QEw i� \ Legend �� Toronto and Region p Conservation Authority • PEEL Lake Ontario �1. 0W.". RES.#A187/19 - REQUEST FOR TENDER FOR THE SUPPLY AND DELIVERY OF VARIOUS SIZE AGGREGATE MATERIAL FOR THE LONG BRANCH PARK MAJOR MAINTENANCE PROJECT Award of Request for Tender (RFT) No. 10021508 for the supply and delivery of 4,800 tonnes of 300-600 mm rip rap material, RFT No. 10021509 for the supply and delivery of 12,600 tonnes of 2-4 tonne armourstone material, and RFT No. 10021510 for the supply and delivery of 2,600 tonnes of 4-6 tonne armourstone material for major maintenance of the Long Branch Park shoreline. Moved by Rowena Santos Seconded by: Steve Pellegrini WHEREAS Toronto and Region Conservation Authority (TRCA) is engaged in the Long Branch Park Major Maintenance Project that requires 4,800 tonnes of 300-600 mm rip rap material, 12,600 tonnes of 2-4 tonne armourstone material, and 2,600 tonnes of 4-6 tonne armourstone material; AND WHEREAS TRCA solicited tenders through a publicly advertised process; THEREFORE, LET IT BE RESOLVED THAT RFT No. 10021508 be awarded to Glenn Windrem Trucking at a total cost not to exceed $223,200, plus applicable taxes, plus a contingency of 10% to be expended as authorized by TRCA staff; THAT RFT No. 10021509 be awarded to Glenn Windrem Trucking at a total cost not to exceed $929,250, plus applicable taxes, plus a contingency of 10% to be expended as authorized by TRCA staff; THAT RFT No. 10021510 be awarded to CDR Young Aggregates Inc. at a total cost not to exceed $207,246, plus applicable taxes, plus a contingency of 10% to be expended as authorized by TRCA staff; THAT should TRCA staff be unable to negotiate a contract with the above-mentioned proponent, staff be authorized to enter into and conclude contract negotiations with other Proponents that submitted quotations, beginning with the next lowest bid meeting TRCA specifications; AND FURTHER THAT authorized TRCA officials be directed to take whatever action may be required to implement the contract, including the obtaining of necessary approvals and the signing and execution of any documents. CARRIED BACKGROUND TRCA is preparing to undertake major maintenance on existing shoreline erosion control structures in Long Branch Park. Long Branch Park is a waterfront park on the north shore of Lake Ontario, located at 245 Lake Promenade in Etobicoke, City of Toronto. The park was built as a fill extension in the mid-1960s and features an armourstone headland and revetment that provide erosion protection to the shoreline. These structures have been monitored annually since 2006 by TRCA's Erosion Risk Management Program. Based on TRCA monitoring records, the headland has been listed as failing since 2006 and the revetment has been listed as failing since 2008. In the fall of 2016, Riggs Engineering Limited undertook a comprehensive assessment of the 73 TRCA shoreline erosion control structures between Marie Curtis Park in the west and the western extent of Ontario Place in the east. Based on a ranking system accounting for structure condition, adjacent land use function, environmental factors, and other factors, the revetment at Long Branch Park ranked higher in priority than any other structure included in the assessment. Following Riggs Engineering Limited's assessment, Lake Ontario experienced record high water levels in 2017 and 2019. These severe lake conditions and other storm events have exacerbated the erosion of the headland and revetment presenting a public safety concern. In 2017, TRCA retained Shoreplan Engineering Limited (Shoreplan) through a competitive process to develop detailed designs for the long-term repair of the existing erosion control structures. The major maintenance works include replacing the existing structures with a new double layer along with random placement of armourstone revetment while utilizing existing material where possible. The design includes consideration of existing and predicted future coastal conditions to ensure long-term structural resiliency. Shoreplan and TRCA estimate that approximately 4,800 tonnes of 300-600 mm rip rap material, 12,600 tonnes of 2-4 tonne armourstone material, and 2,600 tonnes of 4-6 tonne armourstone material will be required to complete this work. RATIONALE A RFT for general contractors for materials required for maintenance of the Long Branch Park shoreline was publicly advertised on the public procurement website www.biddingo.com on August 28, 2019. A mandatory site meeting was held on September 4, 2019. The RFT closed on September 11, 2019. An addendum was issued on September 9, 2019 to respond to questions received. A total of eleven firms downloaded the documents and submissions were received from the following three Proponent(s): • Atlantis Marine Construction Canada Inc. • Glenn Windrem Trucking • CDR Young Aggregates Inc. All Proponents who submitted a bid attended the mandatory site meeting. The Procurement Opening Committee opened the Tenders on September 11, 2019 at 11:00 am with the following results: RFT No. 10021508 - Supply and Delivery of 4,800 Tonnes of 300-600 mm Rip Rap Proponent Fee Plus HST Glenn Windrem Trucking $223,200 Atlantis Marine Construction Canada Inc. No Bid CDR Young Aggregates Inc. No Bid Staff reviewed the bid received from Glenn Windrem Trucking against its own cost estimate and has determined that the bid is of reasonable value and meets the requirements as outlined in the RFT documents. Therefore, it is recommended that contract No. 10021508 be awarded to Glenn Windrem Trucking at a total cost not to exceed $223,200, plus 10% contingency, plus applicable taxes, it being the lowest bid meeting TRCA's specifications. RFT No. 10021509 - Supply and Delivery of 12,600 Tonnes of 2-4 Tonne Armourstone Proponent Fee Plus HST Glenn Windrem Trucking $929,250 Atlantis Marine Construction Canada Inc. $957,600 CDR Young Aggregates Inc. $972,846 Staff reviewed the bid received from Glenn Windrem Trucking against its own cost estimate and has determined that the bid is of reasonable value and meets the requirements as outlined in the RFT documents. Therefore, it is recommended that contract No. 10021509 be awarded to Glenn Windrem Trucking at a total cost not to exceed $929,250, plus 10% contingency, plus applicable taxes, it being the lowest bid meeting TRCA's specifications. RFT No. 10021510 - Supply and Delivery of 2,600 Tonnes of 4-6 Tonne Armourstone Proponent Fee Plus HST Atlantis Marine Construction Canada Inc. $197,600 CDR Young Aggregates Inc. $207,246 Glenn Windrem Trucking $219,700 Staff reviewed the lowest bid which was received from Atlantis Marine Construction Canada Inc. (Atlantis Marine). On September 9, 2019, Staff terminated a similar contract with Atlantis Marine for the supply and delivery of 14,000 tonnes of 5-7 tonne armourstone (RFT No. 10021243), previously awarded based on the motion at Board of Directors meeting #6/19 held on June 21, 2019. Atlantis Marine's contract was terminated as the supply of armourstone from them did not meet material quality specifications, or the required rate of delivery stipulated in the contract. Therefore, it is not recommended that Atlantis Marine be awarded contract No. 10021510 despite their bid being the lowest bid received. Staff reviewed the bid received from CDR Young Aggregates Inc. against its own cost estimate and has determined that the bid is of reasonable value and meets the requirements as outlined in the RFT documents. Therefore, it is recommended that contract No. 10021510 be awarded to CDR Young Aggregates Inc. at a total cost not to exceed $207,246, plus 10% contingency, plus applicable taxes, it being the lowest bid meeting TRCA's specifications. Relationship to Building the Living City, the TRCA 2013-2022 Strategic Plan This report supports the following strategic priority set forth in the TRCA 2013-2022 Strategic Plan: Strategy 2 — Manage our regional water resources for current and future generations FINANCIAL DETAILS Funds for the contracts are identified in years 2019 and 2020 of the City of Toronto Capital Plan for TRCA within Table 2 and Table 8. The City of Toronto will contribute 60% of the costs through this funding allocation. The remaining 40% will be funded by Infrastructure Canada's Disaster Mitigation and Adaption Fund (DMAF) through the approved Toronto Waterfront Erosion Hazard Mitigation Project. Expenses are being tracked through account code 241-24. Report prepared by: Rebecca Salvatore, extension 5516 Emails: rebecca.salvatore(a)trca.ca For Information contact: Rebecca Salvatore, extension 5516 Emails: rebecca.salvatore(cDtrca.ca Date: September 9, 2019 Attachment: 1 Attachment 1: Long Branch Park Major Maintenance Project — Project Area . i Toronto and Region o onservation Authority i W �a LONG BRANCH Tk M m PARK MAJOR MAINTENANCE low ,;All << A PROJECT a ` lku, TkO � P��go TA Legend P � � Local Roads -� Major Roads Headland [ Revetment PSL �O - van w �TA -A NPo� N SMAlk 0751 E LPK� PR W E S �y �- 012.525 50 75 100 125 Metres Produced by Toronto and Region Conservation Authority under Licence with the Ministry of Natural Resources © Queen's Printer for Ontario. July 25, 2019 Orthophoto: Spring 2018., First Base Solutions Inc. May Not be Reproduced without Permission. THIS IS NOT A PLAN OF SURVEY RES.#A188/19 - INVESTING IN CANADA INFRASTRUCTURE PROGRAM The following is a summary of priority projects recommended to be submitted under the Investing in Canada Infrastructure Program (ICI P) under the Community Culture and Recreation Stream. Moved by: Linda Jackson Seconded by: Rowena Santos WHEREAS Toronto and Region Conservation Authority (TRCA) has prioritized the Black Creek Pioneer Village Heritage Village Asset Management and Kortright Center for Conservation Glass House and Generator projects to be submitted to the Investing in Canada Infrastructure Program under the Rehabilitation and Renovation Category; AND WHEREAS TRCA has prioritized the Bolton Camp Recreation Hall and Pool; Albion Hills Conservation Area Lakeview Public Event Space; Claireville Inter -Regional Trail; Claremont Accessible Trail; and Nashville Conservation Reserve Trails projects to be submitted to the Investing in Canada Infrastructure Program under the Multi -Purpose Category; AND WHEREAS TRCA through discussions with our municipal partners is confident that the 26.67% matching fund requirement will be met for each of the applications; THEREFORE, LET IT BE RESOLVED THAT TRCA submit up to seven (7) aforementioned applications to the Investing in Canada Infrastructure Program under the Community Culture and Recreation stream. CARRIED BACKGROUND The ICIP recently released a cost -shared infrastructure funding program between the federal government, provinces and territories, and eligible recipients, including municipalities. Project applications received will be assessed based on their alignment with the following objectives: • Meets community and user needs or service gap; • Promotes good asset management planning; • Represents good value for money; and • Fosters greater accessibility. The Community, Culture and Recreation stream intake includes two (2) categories of funding: Multi -Purpose Category: This project category focuses on the principle of integrated service delivery to address identified service gaps. Projects are focused on improving services to communities. The individual project cap is generally $50 million in total project cost, but exceptions may be made in some cases. Eligible projects consist of new build and construction projects; larger scale renovations; and expansions of existing facilities. Rehabilitation and Renovation Category: This project category focuses on maximizing the funding impact of small-scale projects that would improve the condition of existing facilities. Projects are focused on maintaining core functionality. The individual project cap is $5 million in total project cost. Eligible projects consist of renovations and rehabilitations to address functionality and use of existing facilities; small-scale improvements to address accessibility (e.g., hand rails, ramps, accessible doors/parking/elevators, wayfinding and signage etc.); and small new build or construction projects of recreation, cultural or community centre infrastructure (e.g., playing fields, tennis courts, small community squares). It is highlighted throughout the guidelines that projects that focus on vulnerable populations (e.g., low income persons) and Indigenous people will be given additional consideration as part of the assessment process. RATIONALE Once TRCA staff were apprised of this opportunity by the grant centre, TRCA staff submitted 12 projects to the Strategic Business Planning and Performance (SBPP) business unit for consideration. The SBPP business unit undertook an evaluation process that analyzed each projects': fit to the ICIP guidelines; overall impact; TRCA Strategic Plan alignment; and sustainable funding model for matching contributions. As a result of this process, the following seven (7) projects are recommended to move forward into the application phase due November 12th, 2019: • Black Creek Pioneer Village Heritage Village Asset Management — Focus on heritage building asset management and winterization of museum spaces. • Kortright Center for Conservation Glass House and Generator — Focus on reconstruction of the glass house and purchase and installation of a generator for the pumping station. • Bolton Camp Recreation Hall and Pool — Focus on the expansion and renovation of the recreation hall and pool to accommodate the growing community. • Albion Hills Conservation Area Lakeview Public Event Space — Focus on creating a permanent outdoor event space to accommodate the community and the increase in the number and scale of events offered. • Claireville Inter -Regional Trail — Focus on closing two (2) trail gaps to connect the City of Toronto and City of Brampton, in the Region of Peel as part of the TRCA Trail Strategy for the Greater Toronto Region. • Claremont Accessible Trail — Focus on creating 1.8kms of Accessible multi -use trail connecting to the Accessible Claremont Field Center in partnership with Trans Canada Trail. • Nashville Conservation Reserve Management Plan — Focus on implementing trails as per the TRCA Trail Strategy for the Greater Toronto Region and Nashville Conservation Reserve Management Plan. Relationship to Building the Living City, the TRCA 2013-2022 Strategic Plan This report supports the following strategy set forth in the TRCA 2013-2022 Strategic Plan: Strategy 7 — Build partnerships and new business models FINANCIAL DETAILS Each of these seven (7) projects requires funding in excess of $1 million and the program guidelines require the applicant to secure 26.67% of the capital costs of each project. This program and TRCA's submission if successful, will allow TRCA to enhance its spending power, if successful, by multiplying committed funding, allowing the organization to achieve more for our municipal partners from their investments. TRCA staff will continue to refine the project budgets and work with SBPP to develop sustainable funding models for each projects' matching funding, as the program does not include salaries and benefits which will need to be secured independent of the 26.67% matching. DETAILS OF WORK TO BE DONE The full applications and business plans are due to the funder by November 121, 2019, and SBPP will continue to work closely with staff leading applications to ensure consistency and accuracy. If at any point prior to the deadline that a project is deemed to not meet the guidelines outset by ICIP, TRCA will not pursue an application for the project. TRCA staff also continue to communicate with our municipal partners so that they are apprised and aware of our efforts related to this intake. Staff will report back to the Board on the 2019 year-end funding and grants report in Q1 2020 regarding which applications were submitted and on expected funding announcements to occur in Q2 2020, if projects are successful, based on the guidelines provided. Report prepared by: Kim Krawczyk, extension 5862 Emails: kim.krawczyk(cDtrca.ca For Information contact: Jenifer Moravek, extension 5659 Emails: jenifer.moravek(cDtrca.ca Date: October 25, 2019 Section III — Items for the Information of the Board RES.#A189/19 - SENIOR STAFF EXPENSES Summary report of senior staff expenses for 2018. Moved by: Kevin Ashe Seconded by: Jennifer Drake THAT the summary of senior staff expenses for Toronto and Region Conservation Authority's (TRCA) Chief Executive Officer, Chief Financial and Operating Officer and divisional Directors for the year ended December 31, 2018, be received. CARRIED BACKGROUND At Toronto City Council on November 29, 30 and December 1, 2011, the following resolution was approved: City Council approve the publication on the City's public website on a semi-annual basis, commencing with the 2011 calendar year, expenses related to business travel, conferences and training, hospitality and protocol for senior staff positions at the Division Head level and above. City Council provide a copy of this Item to the City's major agencies and corporations requesting that they adopt a similar policy for their organization if they have not already done so. In accordance with the above resolution, TRCA staff advised the City of Toronto that TRCA staff will report to the Authority annually on the expenses outlined within the City staff report dated October 19, 2011, Feasibility of Publishing Expense Details of Senior City Staff on the City's Website. TRCA commenced this summary reporting practice in 2013 to include expenses of TRCA's Chief Executive Officer, Chief Financial and Operating Officer and divisional Directors. This information will be available on TRCA's website as part of this report in the minutes of the meeting. The following expenses have been detailed in Attachment 1: Business travel, which includes any mileage reimbursement with a personal vehicle, or operating costs of a TRCA vehicle provided to staff; Conferences and training, which includes registration fees, accommodations and per diem allowances; Hospitality expenses, which includes hosting non -staff at TRCA events, eating establishments or other permitted locations. Additional expense information can be provided in -camera, upon request. Relationship to Building the Living City, the TRCA 2013-2022 Strategic Plan This report supports the following strategy set forth in the TRCA 2013-2022 Strategic Plan: Strategy 9 — Measure performance Report prepared by: Pamela Papadopoulos, extension 5973 Email: pamela.papadopoulos(ai)trca.ca For Information contact: Pamela Papadopoulos, extension 5973 Emails: pamela.papadopoulosCcDtrca.ca Date: October 7, 2019 Attachment: 1 Attachment 1: Summary of Senior Staff Expenses for 2018 Attachment 1: Summary of Senior Staff Expenses for 2018 John MacKenzie, Chief Executive Officer Business Travel 10,769 Conferences and Training 791 Hospitality and Protocol 866 Total 12,426 Michael Tolensky, Chief Financial and Operating Officer Business Travel 1,222 Conferences and Training 1,126 Hospitality and Protocol - Total 2,348 Derek Edwards, Director, Parks and Culture Business Travel 9,699 Conferences and Training 3,191 Hospitality and Protocol - Total 12,890 Darryl Gray, Director, Education and Training Business Travel 9,143 Conferences and Training 401 Hospitality and Protocol 322 Total 9,866 Nick Saccone, Director, Restoration Services Business Travel 6,290 Conferences and Training Hospitality and Protocol - Total 6,290 Chandra Sharma, Director, Community Engagement and Outreach Business Travel 2,839 Conferences and Training 1,345 Hospitality and Protocol 421 Total 4,605 Carolyn Woodland, Director, Planning and Development Business Travel 1,636 Conferences and Training 735 Hospitality and Protocol 180 Total 2,551 MATERIAL FROM EXECUTIVE COMMITTEE MEETING #8/19, HELD ON OCTOBER 4, 2019 Meeting Minutes Link Section I — Items for Board of Directors Action RES.#A190119 - GREENLANDS ACQUISITION PROJECT FOR 2016-2020 Flood Plain and Conservation Component, Rouge River Watershed Geranium Homes (CFN 56129). Acquisition of property located on the west side of Ninth Line and north of Bloomington Road, municipally known as 13876 Ninth Line, in the Town of Whichurch-Stouffville, Regional Municipality of York, under the "Greenlands Acquisition Project for 2016-2020," Flood Plain and Conservation Component, Rouge River watershed (Executive Committee RES.#8103/19). Moved by: Ronald Chopowick Seconded by: Jack Heath THAT 4.28 hectares (10.56 acres), more or less, of vacant land, located on the west side of Ninth Line and north of Bloomington Road, municipally known as 13876 Ninth Line, said land being Part of Lot 11, Concession 8, designated as Blocks 16, 17 and 18 on Registered Plan 65M-4522, in the Town of Whichurch-Stouffville, Regional Municipality of York, be purchased from Geranium Homes; THAT the purchase price be $2.00; THAT Toronto and Region Conservation Authority (TRCA) receive conveyance of the land free from encumbrance, subject to existing service easements; THAT the firm Gowling WLG, be instructed to complete the transaction at the earliest possible date and all reasonable expenses incurred incidental to the closing for land transfer tax, legal costs, and disbursements are to be paid by TRCA; AND FURTHER THAT authorized TRCA officials be directed to take the necessary action to finalize the transaction, including obtaining any necessary approvals and the signing and execution of documents. CARRIED RES.#A191/19 - REQUEST FOR TENDER FOR THE SUPPLY AND DELIVERY OF 5-7 TONNE STACKABLE ARMOURSTONE MATERIAL FOR PHASE II OF THE BLUFFER'S PARK SOUTH HEADLAND AND BEACH MAJOR MAINTENANCE PROJECT Award of Request for Tender (RFT) No. 10021898 for the supply and delivery of 12,500 tonnes of 5-7 tonne stackable armourstone material (Executive Committee RES.# 8104/19). Moved by: Ronald Chopowick Seconded by: Jack Heath WHEREAS Toronto and Region Conservation Authority (TRCA) is engaged in Phase II of the Bluffer's Park South Headland and Beach Major Maintenance Project that requires 12,500 tonnes of 5-7 tonne armourstone material; AND WHEREAS TRCA solicited tenders through a publicly advertised process; THEREFORE, LET IT BE RESOLVED THAT Request for Tender (RFT) No. 10021898 for 12,500 tonnes of 5-7 tonne armourstone be awarded to CDR Young Aggregates Inc. at a total cost not to exceed $999,875, plus applicable taxes, plus a contingency of 10% to be expended as authorized by TRCA staff; AND FURTHER THAT authorized TRCA officials be directed to take whatever action may be required to implement the contract, including the obtaining of necessary approvals and the signing and execution of any documents. CARRIED Section II — Items for Executive Action RES.#A192/19 - SECTION II —ITEMS FOR BOARD INFORMATION Moved by: Ronald Chopowick Seconded by: Jack Heath THAT Section II item 10.2.1 — Request for Tender for Unit Paving and Concrete Works at Don Mills Access Trail, contained in Executive Committee Minutes #8/19, held on October 4, 2019, be received. CARRIED Section III — Items for the Information of the Board RES.#A193/19 - 2019 SIX MONTH FINANCIAL REPORT Receipt of Toronto and Region Conservation Authority's (TRCA) unaudited revenue and expenditures as of the end of the second quarter, June 30th, 2019 for informational purposes (Executive Committee RES.B106/19). Moved by: Ronald Chopowick Seconded by: Jack Heath IT IS RECOMMENDED THAT the 2019 Six Month Financial Report ending June 30, be received. CARRIED Section IV — Ontario Regulation 166/06, As Amended RES.#A194/19 - ONTARIO REGULATION 166/06, AS AMENDED Moved by: Ronald Chopowick Seconded by: Jack Heath THAT Section IV item 10.4 — Ontario Regulation 166/16, as amended, contained in Executive Committee Minutes #8/19, held on October 4, 2019, be received. CARRIED ADJOURNMENT ON MOTION by Steve Pellegrini, the meeting adjourned at 11:54 am, on October 25, 2019. Jennifer Innis Chair /am John MacKenzie Secretary -Treasurer